SIMS.net CTF Procedures

(1)

Page 1 of 19 OCC’s ICT Service Desk 0845 052 1000

SIMS .net

CTF Procedures

June 2011

(2)

CTF Procedures

Introduction

When a pupil/student moves from one school to another throughout the year the

DfErequires that the sending school creates a Common Transfer File (CTF) which is then uploaded onto the DfE Secure Data Transfer website. The Secure Data Transfer website sends an email to the receiving school confirming that a file is ready to download.

Each transfer file contains details of the transferring school, the receiving school and transferring pupils/students, the core data (UPN, Surname, Forename, Gender and DOB) is mandatory and will always be exported. Other data such as SEN information, Contacts, Attendance and Assessment data can be included or excluded as required.

The CTF is the mechanism whereby pupil/student information stored in SIMS .net can be transferred from:

• One school to another

• One system to another within the same school (e.g. eProfile)

• From the school to the specified area of the Secure Data Transfer website when the

pupil/student leaves and the next school is unknown

• From the school to the specified area of the Secure Data Transfer website when the

pupil/student leaves the maintained sector or to a school outside England and Wales

• Between the school and the Local Authority (LA)

• Between the school and the National Assessment Agency (NAA)

Checks

Before beginning the CTF process please ensure the following:

• The configuration defaults are entered into SIMS .net – See Appendix A.

• Destination/Feeder schools are entered into SIMS .net – See Appendix B - To complete

this task you will need a list of the schools names and DfE numbers. This information is available on www.edubase.gov.uk (find an establishment).

• Alternative Destinations have been set up for pupils/students emigrating or moving

into the private sector (MMMMMMM) or moving to an unknown destination

(XXXXXXX) – See Appendix A.

• An SEN Co-ordinator has been set up through Tools | Setups | SEN Setup. SEN

information will not import without this being done.

• If the CTF is for a pupil/student who is a leaver, the details should be entered

through Focus | Pupil | Pupil Details under the School History panel, ensuring

that Date of Leaving, Reason for Leaving and Destination (i.e. the receiving school)

are completed. Please see Appendix C for Reason for Leaving definitions.

• If a pupil/student leaves without a forwarding LA destination they must remain on roll for 4 weeks. You must then contact the LA or your ESW to request permission to remove them from your school roll.

(4)

Importing Common Transfer Files

When a CTF intended for your school is uploaded onto the Secure Data Transfer website you will receive an email informing you that a file is ready for you to download. If you wish to check or change this email address please contact the Data Analysis Team on 01865

815163 – see Appendix A for Frequently Asked Questions.

Downloading a CTF from the Secure Data Transfer Website

If your school is using SIMS Central please follow the instructions below making sure you are working from the Central Server Desktop. If you are using SIMS Central you will access SIMS via an icon called SIMS Central. Log on to the Internet from the icon beside the Start button at the bottom left of the desktop.

Non Central Schools need to run Internet Explorer from the Desktop.

Instruction Illustration

1. In the address bar type in

https://securedatatransfer.teachernet.gov.uk/sdtlive/asp/login.asp and click on

Go

2. Enter your User Name and Password

and click on Submit. If you have any

problems locating these please call 01865 810531

3. Click on the Download button and then click on the Download CTF File

(5)

4. A list of the available files for download will be shown. It is advisable to make a note of the file name(s) for use in Task 2. By left clicking on one of the file names a list of the pupil details on the file will show below.

Click on Accept

5. A message will confirm the file name click on

Yes

6. A message will appear asking if you wish

to Open or Save the file. Click on Save

7. Change the Save in box to the drive

that SIMS is on (for schools on SIMS Central the F: drive with the schools DfE number at the start of its title)

8. Double left click on each of the following

yellow folders: SIMS | CTF IMPORT

9. Click on Save and Close when the download is complete

10. Click on Yes at the website if the download was successful

(6)

Importing a CTF into SIMS .net

1. From SIMS .net main page select Routines | Data in | CTF | Import CTF to display

the Import CTF page.

2. The data that will be imported by default (as set in the CTF Configuration Defaults

[see Appendix A]) is shown by the ticked check boxes under Data to be Imported.

You can select or deselect by clicking on the check box.

IMPORTANT NOTE: Before importing the CTF it is important to consider what data you wish to include in the import.

• If the children in the CTF are children who are looked after (i.e. in Public

Care) then please consider carefully what data you import - think carefully about the Contact Details (you will not want to import these if the child has been removed from their previous placement/natural parents).

• If you have previously imported the new intake details into an admission

group from an ATF (Admissions and Transfer File), only the Student

Contacts and SEN information needs selecting (you can select or deselect by clicking on the check box).

• If you have manually entered the details of your new intake you can select or

deselect options depending on the data you have already entered.

• If you have not entered the pupil/student onto SIMS .net you will need to

leave all sections selected therefore importing a full data set for each pupil/student.

(7)

Hovering the mouse over each check box displays a list of the data held in each section

3. Select the required CTF file by clicking on the browser button in the Import

Selection panel.

4. From the Select Import File box, check that the Look in is displaying the CTF

Import folder, if not click on the drop down arrow by the Look in field and navigate

to the SIMS | CTF Import folder, select the required file and click on Open.

5. You can choose whether to import the pupils/students into pre-admission group or

on-roll from the drop down list in Place new pupils in.

6. If you want to place the pupils/students in a pre admission group, select

Admission, highlight the required admission group and click on the Import CTF

(8)

To place pupils into a pre admission group you must set up an Intake and

Admission group through Routines | Admissions | Admission Groups | Setup.

7. If you want to place the pupils/students directly onto the school roll select On-Roll

and click on the Import CTF button. When the import is complete, an additional

panel will be displayed entitled Edit Current Imported Students. This panel

allows you to view the basic details of the imported students and, if necessary,

change the Enrolment Status.

If a CTF File contains data relating to a pupil/student already on the system only new data will be imported. Fields already filled will not be overwritten.

8. An Exception log will be produced. This will provide details of the import. Any

anomalies identified in the CTF after import will be recorded in the Exception log.

The following information will be displayed:

• Number of pupils in file

• Number of pupils processed

• Number of new pupils

Any pupils that the system has identified as having data anomalies will be displayed

(9)

Page 9 of 19 OCC’s ICT Service Desk 0845 052 1000 Error Description detailing the problem. Most errors are for information only e.g. NC Year ‘6’ is not imported as a different value already exists. Others can be acted upon e.g. Ethnicity Source missing or invalid and the information added to the pupil/student record.

9. It is possible to view imported CTFs through the CTF Import History Log. Select

Routines | Data In | CTF | View Import History Log to display the View Import History

Log page. The Start Date and End Date default to todays date so may need modifying.

Click on Search to display a list of previously imported CTFs. Highlight the required CTF

(10)

Exporting Common Transfer Files

The following instructions will detail how to electronically transfer the pupil personal data held in SIMS .net to another school. This routine will allow you to create one file for each receiving school for export onto the DfE Secure Data Transfer website where the receiving schools can then download the data into their SIMS system. Any accompanying paper work should be sent directly to the receiving schools.

1. From the SIMS .net home page, select Routines | Data Out | CTF | Export CTF to

display the Export CTF page.

2. The Data to be Exported section holds the defaults set in the CTF Configuration

page (Appendix A). You can select or deselect by clicking on the box.

Hovering the mouse over each check box displays a list of the data held in each section.

3. If you have previously created a CTF for any of the pupils in the year group you are

transferring you will need to put a tick to includestudents already exported and

(11)

4. Once the pupils/students are listed in the Students section it is possible to filter and

sort the list based on your requirements by using the drop down arrow or by right

clicking on the column heading.

If an arrow is not visible right clicking on the column

Heading and selecting Can Filter will switch on the

filtering.

5. You can create up to 6 CTFs in one export process. If you have more than 6

destination schools you will need to repeat the process. It is possible to select the destination school for an individual pupil or a group of pupils.

Any Destination Schools not already entered onto the system will need to be added

through Tools | Other Schools(See Appendix B). Alternative Destinations will

need adding for pupils/students emigrating or moving into the private sector

(MMMMMMM) or moving to an unknown destination (XXXXXXX) – (See Appendix

A).

To create a CTF for an individual pupil/student - click on the far right hand side of the

Destination School cell of the pupil/student and select from the drop down list.

To create a CTF for a pupil/student moving overseas, to an independent school or to an unknown destination - click in the far right hand side of the Destination LA/Other cell of the pupil/student and select from the drop down list, the destination will appear in

alphabetical order by the description given (see Appendix A). If this applies to more than

(12)

Page 12 of 19 OCC’s ICT Service Desk 0845 052 1000 To select the same destination school for the year group – Click to highlight a cell in the Destination School column. Right click in any cell and choose Select All from the

drop-down menu. Click on the down arrow in the Destination School cell and select the

required school. The entire column will then show the selected school.

To select the same destination for a randomly ordered group of pupils – Hold down

the ctrl key and click the row of each of the required pupils to highlight them. Release the

ctrl key and click on the Destination School cell of the last selected pupil and select the

required school from the drop down list.

To select the same destination for an ordered group of pupils – Click on the first

pupil, hold down the shift key and then click on the last pupil. The selected cells will be

highlighted. Release the shift key and click on the Destination School cell of the last

selected pupil and select the required school by clicking on the drop down arrow and selecting from the list.

6. If you have more than 1 destination school, repeat the process until you have made

all your selections (a maximum of 6 schools in each export). Once you have

(13)

7. You will receive a message when the export is complete providing the name(s) of

the CTF file(s) created. Make a note of the file names as this will help when uploading the CTFs onto the Secure Data Transfer website.

8. The Exception Log at the bottom of the page displays the Number of students in

the file, Number of students processed and the Number of students not

exported. Any pupils with data anomalies will be displayed in the log with an error description. Most errors are for information only, however if there is a figure in the

Number of students not exported field, the error must be corrected before the pupil(s) can be included in the CTF.

9. It is possible to view the details of the CTF file through Routines | Data Out |

CTF | View Export History Log. The Start and End date defaults to today’s

date and may need modifying. Click on the Search button to display a list of

exports, highlight the required file and click on Preview to view a copy of the CTF.

The report lists the Pupil Name, UPN, DOB, Gender of the pupils included in the file, Destination School Details and Filename.

(14)

Exporting a Common Transfer File to the Secure Data Transfer website

If your school is using SIMS Central please follow the instructions below making sure you are working from the Central Server Desktop. If you are using SIMS Central you will access SIMS via an icon called SIMS Central. Log on to the Internet from the icon beside the Start button at the bottom left of the desktop

Non Central Schools need to run Internet Explorer from the Desktop

Instructions

Illustration

1. In the address bar type in

https://securedatatransfer.teachernet.gov.uk/sdtlive/asp/login.asp and click on

Go

2. Enter your User Name and Password

and click on Submit (these will be in

school. If you have any problems locating these please call (01865) 810531

3. Click on the Upload button and then click on Upload CTF File

(15)

5. Change the Look in box to the drive where SIMS is located (the F: drive with the DfE number of the school at the start of its title)

6. Double left click on the following yellow

folders: SIMS | CTFExport

7. A list of files will appear, there may be many files present from previous CTF exports. Highlight the first correct file so that it appears in the File Name Box (only one file can be chosen at a time)

8. Click on Open

9. The file will appear in the box

10. Click on Upload File

11. If it has been successful a confirmation message will appear

12. Click on the Back button

13. You will be returned to the screen shown in point 6 above. Repeat activities 5 – 13

(16)

Appendix A - Checking the CTF Configuration Defaults

To check the CTF Configuration Defaults - Select Tools | Setups | CTF to display the

Configure CTF Defaults page

Under Directory Details the location of the CTF Import Directory should be

F:\SIMS\CTFImport and the CTF Export Directory F:\SIMS\CTFExport (assuming SIMS is on the F drive)

Under Data to be Imported by Default please check all check boxes are ticked

Under Data to be Exported by Default only the include KS1 Tasks/Tests should be left

unchecked

Under Collect Attendance Data From, specify where attendance data should be

collected from, if you use the SIMS Attendance module (or a 3rd party software that reads

back into Attendance) SIMS Attendance Module should be selected. Attendance Summary exports data manually entered in the CTF Attendance Summary panel in the

pupil record under the School History panel

Alternative Destinations is where you create destinations other than schools. To create

an alternative destination for pupils moving to an unknown destination, click on the New

button and enter a code of XXXXXXX and a description of Unknown. To create an

alternative destination for pupils moving overseas or to a private school enter a code of

MMMMMMM and a description of Overseas or similar. To create an alternative

destination for the NAA (National Assessment Agency), enter a code of NAALLLL and a

description of NAA. Clicking OK will add the destination. Click save to save any changes

These alternative destinations will appear in the Destination LA/Other drop down list when exporting the CTF

(17)

Appendix B - How to Add Other Schools

For a school to appear in the Destination Schools drop down list in the CTF Export panel they must be entered with an LA and DCSF number.

Select Tools | Other Schools to display the Find School browser,

Enter the School Name and click on Search to check the school isn’t already entered.

Click on the New button to display the School Details page.

Enter the School Name in the Establishment panel. You will notice this is the only

section in Red therefore the only mandatory field, although the LA and Establishment

Number must be entered for the school to appear for selection in the CTF Export. The remaining sections are optional but it is recommended to fill in the areas you may find helpful e.g. School Phase, Headteacher, Telephone.

Select the LA by clicking on the Browser button. Enter the LA name or LA number and

click on the Search button to list the matching LA. Highlight and click OK to select. Enter

the Establishment Number of the new school. Click on Save.

(18)

Appendix C - Reason for Leaving Definitions

SIMS Leave Reason School Usage

Deceased Deceased Pupils

Education other than at school/college Pupil deregistered from school and to be

educated at home *

Emigration Pupil has left the United Kingdom **

Further Education (Leaver) Pupil has left the school and attends a

College of Further Education (the pupil should be above statutory school leaving age)

First to Middle Phase Transfer DO NOT USE

Higher Education (Leaver) Pupil has left the school and attends a

College of Higher Education/University

Infant to Junior/Primary Phase Transfer Pupil has left an Infant/Nursery School and

transferred to a Junior/Primary School Junior/Primary to Secondary Phase

Transfer

Pupil has left a Primary School and transferred to Secondary Education

Middle to Secondary Phase Transfer DO NOT USE

Other School Sixth Form (Leaver) Pupil has transferred to the sixth form of

another secondary school

Other/Unknown USE WITH CARE – use if you are unsure

about the new provision for the pupil i.e. if you are unable to transfer the CTF file to a new school ***

Permanent Exclusion Pupil has been permanently excluded

School Transfer (Mid-Year) Pupil has transferred to another School in

Oxfordshire, another LA or an Independent

school. Do not use if you are aware the

pupil has transferred to another county but the destination school is unknown

Training (Leaver) Pupil has left full time education for a training

programme

Unemployment (Leaver) Pupil has left full time education and has not

obtained employment

Employment (Leaver) Pupil has left full time education and has

obtained employment

* Copy of the parent’s letter should be sent to Social Inclusion Coordinator, Macclesfield House.

** Use this for pupils returning to their country of origin & when service families are posted overseas.

*** Use of this code will invoke the safeguarding pupils process and you may be contacted for further information.

(19)

Appendix D - Frequently Asked Questions

A pupil is leaving Oxfordshire but we are not sure where they are going.

Create an alternative destination with a code of XXXXXXX through Tools | Setups | CTF

(see Appendix B). If this applies to more than one pupil please create a separate file for each pupil. This file will then be available to the LA for dispersing to the correct school.

A pupil is moving to an independent school or a school in Scotland.

Create an alternative destination with a code of MMMMMMM through Tools | Setups |

CTF (see Appendix B). If this applies to more than one pupil please create a separate file for each pupil. This file will then be available to the LA for dispersing to the correct school.

I have sent a pupil(s) to the wrong destination school or need to view where I have sent the pupils so far, how do I get the pupil(s) to appear in the list again?

See page 10 point 3. Tick to Include Students already exported and click on Refresh

Students (you may need to change the view from the Current students default). Pupil(s) can be sent to a different destination at any time.

I am expecting a pupil(s) from another County, where do I get the pupil data?

The DfE recommends that all schools use the Secure Data Transfer website as a means of transferring pupil data from school to school therefore the majority of schools across the country are likely to be using this method. However, other counties may not transfer this data using the same timescale as Oxfordshire.

How will I know when a feeder school has sent a file?

The Secure Data Transfer website will email a confirmation to the receiving school when a file is ready for downloading

If the pupils have already been entered manually onto SIMS before importing a file will a duplicate pupil record be created?

NO. When a file is imported it searches SIMS .net for matching records based on fields such as UPN, DOB, Gender, Surname, Forename and Contacts. A duplicate field will only be created if a match can’t be found. Therefore if the basic details match but the address is slightly different a duplicate address may be created but not a duplicate pupil.

Some of the Imported pupils are not going to attend this school, what should be done with the record?

The pupils in question should be immediately deleted from SIMS .net.

Who should I contact if I have any questions or problems?

On the use of SIMS .net please ring the support desk of your SIMS support provider.

ICT Service Desk on 0845 052 1000

For assistance in using the s2s website please ring Data Analysis on

SIMS.net CTF Procedures

SIMS .net

CTF Procedures

June 2011

CTF Procedures

Contents

Introduction

Checks

Importing Common Transfer Files

Downloading a CTF from the Secure Data Transfer Website

Instruction Illustration

Go

Importing a CTF into SIMS .net

Exporting Common Transfer Files

Exporting a Common Transfer File to the Secure Data Transfer website

Illustration

Go

Appendix A - Checking the CTF Configuration Defaults

Appendix B - How to Add Other Schools

Appendix C - Reason for Leaving Definitions

Appendix D - Frequently Asked Questions