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Title:

Highcliffe School

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Student Information System web based portal for students, ... Deputy Head Looked after & dually registered students. Assistant Head Gifted and Talented ... – PowerPoint PPT presentation

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Learn more at: http://www.bris.ac.uk
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Title: Highcliffe School


1
Highcliffe School
  • Collecting Data for a School

2
Setting the Scene
  • Secondary school (1300 students)
  • Language and Science
  • Growing Sixth form
  • 81.39 Full Time Equivalent Teachers
  • RM Integris MIS system (attendance, behaviour,
    cover, assessment, timetabling, staff details,
    student details)
  • Student Information System web based portal for
    students, parents and staff for easy access
    (developed in house)

3
How it was1999
  • Very little data stored in MIS system
  • Student information entered by secretaries
  • Senior Teacher responsible for data and also
    examination officer
  • Not all data entered on system
  • Quality of data questionable
  • Filing Cabinets everywhere!
  • Examinations assistant and IT technician employed

4
Team has grown!
  • Data and Examinations Office
  • Examinations Data Manager
  • Administration Officer
  • Clerical Assistant
  • IT Support
  • Systems Manager
  • Senior Technician
  • Technician

5
Now
  • Data accurate and complete
  • Examinations embedded with data office
  • Changes to data (e.g. medical conditions) are
    changed within a day of notification
  • Data set extended including attendance,
    behaviour, achievements, student signing in/out,
    visits to medical room, incident reports, staff
    cover and absences

6
Collecting Data
  • New Intake (Year 7)
  • Students name, address and telephone details
    collected by admissions officer
  • March offer of place and student information
    form sent to parents
  • Forms processed by DE office
  • Students start September (data 6 months old)
    student details form printed and sent to parents
    for checking. Changes made by DE office

7
Tracking student detail changes
  • Multiple sources letter, phone call, student,
    tutor, teaching staff.
  • Lots of different colour forms!
  • Annually student details update forms printed and
    sent to parents/guardians for amendment/checking
  • ED office process changes and all forms archived

8
Starters / Leavers
  • Relatively small student turn around
  • Admissions officer informs DE office
  • Same process for starters as new entrants in
    September
  • Starter - Common Transfer File (CTF) requested if
    not already sent by previous school
  • Leaver CTF file sent to destination school

9
Common Transfer Files (CTF)
  • Highcliffe only uses CTF files for academic
    information
  • Other information is reliant upon accuracy of
    previous school and has often proved to be
    Inaccurate or Incomplete

10
Teaching Set Changes
  • Main school
  • Sixth form
  • New students

11
Electronic Attendance
  • Now moved into the DE office
  • Registers completed online by teacher using
    Laptops (wireless) or by wireless PDA for supply
    staff
  • AM reg period and last period of day used as
    statutory AM/PM registrations for returns
  • Accuracy an issue with DE office having to chase
    teachers that forget to complete
  • Approx 7200 pieces of data from approx 80 people
    each day! A challenge!

12
Staff Involved in Census
  • Headteacher overall responsibility
  • DE office completion of Census
  • Finance Office staff details and free school
    meals
  • PA to Head Student Exclusions
  • Inclusion Officer Attendance/Exclusions
  • Deputy Head Looked after dually registered
    students
  • Assistant Head Gifted and Talented
  • SEN Office SEN data
  • Admissions Officer Appeals information
  • All teaching staff Classes as taught (checked)
  • Network Manager ICT Systems

13
Problems encountered
  • Schools may allow unskilled staff to edit data.
    Staff may not realise importance of data and how
    inaccuracies can impact of school and census
  • Lack of training within schools
  • Schools need to make sure changes are actioned
    immediately (medical, emergency contact.)
  • All staff need to be onboard if they hear of
    changes they must record and inform DE office.
  • Parents many information checks are not
    returned without several reminders. Often we are
    not informed of changes to address, telephone or
    emergency contact details.
  • Students do not return information forms without
    reminders (especially sixth form!)

14
Good advice
  • Staff who are responsible for data collection and
    entry must be capable of
  • Nagging relentlessly
  • Be fully trained detectives
  • Question everything
  • Love inventing forms for everything (and finding
    a paper colour they have not used yet!)

15
Contact
  • Hilary Rosina
  • Hrosina_at_highcliffe.dorset.sch.uk
  • Mathew Downs
  • Mdowns_at_highcliffe.dorset.sch.uk
  • 01425 273381
  • Highcliffe School, Parkside, Highcliffe, Dorset,
    BH23 4QD
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