2020 Alternative provision census Excel to XML Template

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Contents Contents 2

Purpose 4

References 4

Template changes for 2020 4

Spreadsheet specification and content 5

Using the Excel template 6

Good practice 6

Header record 6

Pupil records 7

Pupil identifiers 7

Pupil characteristics 7

Free school meals eligibility 8

Special educational needs 9

Home information 9

Placement details 10

Additional functionality 12

Adding pupil records 12

Deleting pupil records 12

Code list help 12

Data validation 13

Generating the XML file 16

Troubleshooting guide 17

Having wrong version of template 17

The zipped XML files will not load into COLLECT 17

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Annex A – CBDS code list 18

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Purpose This document has the following purposes:

• To identify related documents that need referencing • To outline the required data format specification • To describe the use of the Microsoft Excel template • To provide a troubleshooting guide

References This document refers to the department website and associated documentation and downloads: This guide should be used in conjunction with the alternative provision census specification document ‘Alternative provision census 2020: business and technical specification, version 1.0’ as this will provide more information on the content and validation of the alternative provision census and ‘Alternative provision census 2020: guide for local authorities and providers of alternative provision, version 1.0’ which are both available on GOV.uk website.

Template changes for 2020 The following changes have been made to the template for the Alternative Provision Census 2020 to align with the changes covered in the business and technical specification. An overview of these changes is as follows:

1. New HoursAtSetting data item added

2. CBDS code ‘S’ removed from permitted SEN Provision codes

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Spreadsheet specification and content As an alternative to exporting XML natively from a management information system, a local authority may produce a return using the Excel to XML template. Please note that the ‘e-Government Interoperability Framework’ encourages the use of XML for data transfer. XML is the department’s format of choice and provides some measure of future proofing. In order to allow schools and local authorities to develop XML facilities, a file may be produced using the supplied Excel to XML template.

For the alternative provision census the return file must contain the following different record types:

Record Type Optional / mandatory Number of records

Header Mandatory One

Pupil record Mandatory One per pupil

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Using the Excel template

Good practice • Use the same character case as provided in the example e.g. if column states that

1,0,yes or no are valid values then enter ‘yes’ in the box rather than ‘Yes’ or ‘YES’

• When entering dates use the format specified [yyyy-mm-dd].

• If extra lines are required click on the ‘Add Pupil Records’ button and enter the number of pupil records to be added. It is not possible to manually add new pupil sections.

Header record The first record in the return file must be a header record. There can only be one header record in a file. The header record has the following structure:

Field Description

Collection Pre-populated with "APC".

Year Pre-populated with "2020".

Reference date Pre-populated with " 2020-01-16".

Source level Pre-populated with "L"

LA Enter the local authority number.

Software code Pre-populated with "LA Template”

Release Pre-populated with the release version number

Serial number 001-999, incremented number. Incremented for each unique combination of LA/Source system.

Date & time Pre-populated with in the format: 'ccyy-mm-ddThh:mm:ss'.

Most fields will be pre-populated in the template. Commonly, the only fields that need to be completed on the spreadsheet are the local authority and serial number.

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Pupil records A pupil header record will be displayed at the start of each pupil record as shown below. This is used for navigation the pupil records and cannot be amended.

Each of the following tables must be completed for each pupil where applicable

Pupil Identifiers

There must be one row per pupil in this section with the following structure:

Field Description

Pupil ID This is populated from the pupil header record

Unique pupil number (UPN) Optional

Unique learner number Optional

Surname Mandatory

Forename Mandatory

Middle names Optional

Pupil/child preferred surname

Optional

Date of birth Mandatory in format yyyy-mm-dd.

Gender Mandatory

Pupil Characteristics

There must be one row per pupil in this section with the following structure:

Field Description

Pupil ID This is populated from the pupil header record

Unique pupil number (UPN) This is populated from the pupil identifiers record to assist in identifying the correct pupil in relation to the subsequent tables

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Field Description

Pupil/child ethnic code Mandatory. See D00250 in ‘Annex A’ for valid codes. Recommendation is that the ‘DfE Main Codes’ are used rather than the extended ones.

In receipt of early years pupil premium (EYPPR)

Mandatory for pupils aged 3. Valid values Y, N

Early years pupil premium basis for funding (EYPPBF)

Mandatory for pupils aged 3 where EYPPR is equal to ‘Y’. Valid values RE, RO, RB, RU

Service child Mandatory. Valid values Y, N, U, R

Post looked after arrangements

Mandatory. Valid values N, A, G, R, C

SEN provision Mandatory. Valid values N, E, K

Free school meals eligibility

There can be zero to 10 rows per pupil with the following structure:

Field Description

Pupil ID This is populated from the pupil header record

Unique pupil number (UPN) This is populated from the pupil identifiers record to assist in identifying the correct pupil in relation to the subsequent tables

Free school meal start date Optional in format yyyy-mm-dd.

Free school meal end date Optional in format yyyy-mm-dd.

UK country Optional. Valid values ENG, NIR, SCT, WLS

Example:

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Special educational needs

There can be 1 or 2 records per pupil with the following structure:

Field Description

Pupil ID This is populated from the pupil header record

Unique pupil number (UPN) This is populated from the pupil identifiers record to assist in identifying the correct pupil in relation to the subsequent tables

Pupil SEN type Optional. Valid values SPLD, MLD, SLD, PMLD, SEMH, SLCN, HI, VI, MSI, PD, ASD, OTH, NSA

Pupil SEN type rank Populated as 1 or 2 based on the record

Home information

There can be 1 or more rows per pupil with the following structure:

Field Description

Pupil ID This is populated from the pupil header record

Unique pupil number (UPN) This is populated from the pupil identifiers record to assist in identifying the correct pupil in relation to the subsequent tables

Postcode Mandatory

Unique property reference number (UPRN)

Optional

Sub-dwelling (SAON) Optional as either address format can be used

Dwelling (PAON) Optional as either address format can be used

Street Optional as either address format can be used

Locality Optional as either address format can be used

Town Optional as either address format can be used

Administrative area Optional as either address format can be used

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Field Description

Post town Optional as either address format can be used

Address line 1 Optional as either address format can be used

Address line 2 Optional as either address format can be used

Address line 3 Optional as either address format can be used

Address line 4 Optional as either address format can be used

Address line 5 Optional as either address format can be used

Placement details

There can be 1 to 5 rows per pupil with the following structure:

Field Description

Pupil ID This is populated from the pupil header record

Unique pupil number (UPN) This is populated from the pupil identifiers record to assist in identifying the correct pupil in relation to the subsequent tables

URN Optional, either URN, UKPRN or AP Setting Type must be provided

UKPRN Optional, either URN, UKPRN or AP Setting Type must be provided

Type of Setting Optional, either URN, UKPRN or AP Setting Type must be provided

Association Optional

Date of entry into AP Mandatory

Primary reason for placement

Mandatory

URN of previous school attended

Optional

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Field Description

Attendance pattern Mandatory

Sessions per Week Optional

Hours at setting Optional

Date of leaving AP Optional

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Additional functionality

Adding pupil records To insert additional pupil records into the template you should use the inbuilt functionality that will ensure the structure of the template is unaffected and prevent errors from being encountered when generating the XML file. Click on the ‘Add Pupil Records’ button at the top of the workbook to trigger the ‘Add Pupils’ form.

To specify the number of rows after clicking on the ‘Add Pupil Records’ button, the ‘Add Pupils’ form will be displayed. Enter the number of pupils you wish to add and click on the ‘Create’ button.

Deleting pupil records The XML generation process will ignore any blank pupil record sections that may be present. If any are identified during XML generation then the following message will be displayed, with the XML save process comlpeting once either ‘Yes’ or ‘No’ has been clicked.

Code list help To view the list of valid codes for the data items you can click on the ‘Code List Help’ button at the top of the workbook to trigger the ‘Code List Help’ form.

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To display the list of valid codes for a data item, select the relevant data item name from the drop down list and the codes will be displayed within the ‘Valid Codes & Descriptions’ section.

You can leave this form visible and move it around your screen as necessary when entering data into the template.

Data validation The template will validate the entered data against the valid code values and correct formatting for any dates, highlighting any anomalies in orange. Dates incorrectly formatted using ‘/’ or ‘.’ as a separator or dates earlier than 1753-01-01 will prevent an XML file from successfully loading into COLLECT, any such dates identified during the validation will be highlighted in red. This validation is automatically triggered during the XML generation process but can be manually run at any time by clicking on the ‘Validate Data’ button.

If any validation failures have been identified then the appropriate error message will be displayed indicating the type of validation failures that have been identified:

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The presence of dates earlier than 1753-01-01 or the incorrect formatting using ‘/’ or ‘.’ will prevent an XML file from being generated. If none are identified during the XML generation process but other validation failures are identified you will be presented with the option to stop generation in order to make further amendments:

If any dates are identified that are earlier than 1753-01-01 or contain ‘/’ or ‘.’ as the separator then regardless of any other validation failures the XML generation process will be cancelled and the following error message will be displayed:

You will need to check all cells that are highlighted red and correct each of the date, ensuring the amendments are in the format yyyy-mm-dd.

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Additional error message will be displayed if you have failed to enter your local authority number or you have tried to either validate the data or generate the XML and have not entered any pupil data into the template.

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Generating the XML file The template allows local authorities to complete their data return by either entering their data directly or copying and pasting data from another source. The template will then convert the return into a file that can be loaded directly into COLLECT.

Once data editing has been completed, use the ‘Generate XML’ button at the top of the workbook to export the file. You will be prompted for a filename and location for the XML output file.

If you are processing a large file with lots of pupil records, the process may take some time. The speed of file conversion is dependent on number of records held within the file, your PC setup and what other programs are running and therefore may vary.

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Troubleshooting guide This provides solutions to issues that local authorities have reported previously.

Having wrong version of template Please check that you have the most recent version of the template. The current version is as follows:

APC Alternative Provision Census 2020 AP2020 Template v1.0.xls

The zipped XML files will not load into COLLECT With some versions of Winzip, there are different options for zipping the data. If the following options are used, the zipped file will not load into collect.

• Max Compression Bzip • Max Compression PPMd

These formats are not supported in the decompression library that COLLECT uses. Therefore, make sure that the user compresses the data using the ‘normal’ settings.

Note that COLLECT doesn’t raise a specific error message when incompatible zip formats are encountered.

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Annex A – CBDS code list D00002 Gender Code Description

0 Not Known (gender has not been recorded) 1 Male 2 Female

9 Not Specified (indeterminate; unable to be classified as either male or female)

D00016 Service child indicator Code Description Y Yes N No U Unknown R Refused

D00210 Countries of UK Code Description ENG England NIR Northern Ireland SCT Scotland WLS Wales/Cymru

N00639 Early years pupil premium in receipt Code Description Y Yes N No D00248 Early years pupil premium basis for funding Code Description RE In receipt through eligibility for economic reasons RO In receipt through eligibility for other reasons RB In receipt through eligibility for both reasons RU In receipt through eligibility for unknown basis

D00250 Ethnicity

DfE extended codes

Approved extended categories

WBRI White - British

WCOR White - Cornish

WENG White - English

WSCO White - Scottish

WWEL White - Welsh

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WOWB Other White British

WIRI White - Irish

WIRT Traveller of Irish Heritage

WOTH Any Other White Background

WALB Albanian

WBOS Bosnian- Herzegovinian

WCRO Croatian

WGRE Greek/ Greek Cypriot

WGRK Greek

WGRC Greek Cypriot

WITA Italian

WKOS Kosovan

WPOR Portuguese

WSER Serbian

WTUR Turkish/ Turkish Cypriot

WTUK Turkish

WTUC Turkish Cypriot

WEUR White European

WEEU White Eastern European

WWEU White Western European

WOTW White Other

WROM Gypsy / Roma

WROG Gypsy

WROR Roma

WROO Other Gypsy/Roma

MWBC White and Black Caribbean

MWBA White and Black African

MWAS White and Asian

MWAP White and Pakistani

MWAI White and Indian

MWAO White and Any Other Asian Background

MOTH Any Other Mixed Background

MAOE Asian and Any Other Ethnic Group

MABL Asian and Black

MACH Asian and Chinese

MBOE Black and Any Other Ethnic Group

MBCH Black and Chinese

MCOE Chinese and Any Other Ethnic Group

MWOE White and Any Other Ethnic Group

MWCH White and Chinese

MOTM Other Mixed Background

AIND Indian

APKN Pakistani

AMPK Mirpuri Pakistani

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AKPA Kashmiri Pakistani

AOPK Other Pakistani

ABAN Bangladeshi

AOTH Any Other Asian Background

AAFR African Asian

AKAO Kashmiri Other

ANEP Nepali

ASNL Sri Lankan Sinhalese

ASLT Sri Lankan Tamil

ASRO Sri Lankan Other

AOTA Other Asian

BCRB Black Caribbean

BAFR Black - African

BANN Black - Angolan

BCON Black - Congolese

BGHA Black - Ghanaian

BNGN Black - Nigerian

BSLN Black - Sierra Leonean

BSOM Black - Somali

BSUD Black - Sudanese

BAOF Other Black African

BOTH Any Other Black Background

BEUR Black European

BNAM Black North American

BOTB Other Black

CHNE Chinese

CHKC Hong Kong Chinese

CMAL Malaysian Chinese

CSNG Singaporean Chinese

CTWN Taiwanese

COCH Other Chinese

OOTH Any Other Ethnic Group

OAFG Afghan

OARA Arab Other

OEGY Egyptian

OFIL Filipino

OIRN Iranian

OIRQ Iraqi

OJPN Japanese

OKOR Korean

OKRD Kurdish

OLAM Latin/ South/ Central American

OLEB Lebanese

OLIB Libyan

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OMAL Malay

OMRC Moroccan

OPOL Polynesian

OTHA Thai

OVIE Vietnamese

OYEM Yemeni

OOEG Other Ethnic Group

REFU Refused

NOBT Information Not Yet Obtained

D00261 Post looked after arrangements Code Description N Not declared A Ceased to be looked after through adoption

G Ceased to be looked after through a special guardianship order (SGO)

R Ceased to be looked after through a residence order (RO)

C Ceased to be looked after through a child arrangement order (CAO)

D00270 Pupil SEN Provision Code Description N No Special Educational Need E Education, Health and Care Plan K SEN Support D00274 Primary Reason for Placements Code Description EHC Setting named on EHC Plan MHN Mental health need NEW New arrival without a school place OTH Other PCC Pregnancy / childcare PEX Permanent exclusion PHN Physical health need

YOI Pupil in young offender institute / secure training centre

D00275 Association Code Description YC Yes - provision linked to a children's home YH Yes - provision linked to a healthcare setting YO Yes - provision linked to other service NO No - provision is not linked

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D00276 Type of Setting Code Description NFE Non-maintained further education OOT One to one tuition OTH Other unregistered provider WBP Work based placement

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