In consultation with the DfE, SIMS now has a range of subcodes which can be applied to session marks I and X to enable schools to record additional information regarding a pupil/student’s absence for a session. These are not mandatory for schools to use but may help in analysing attendance and completing the DfE Educational Settings form. These subcodes will not be collected in statutory returns.
These subcodes will become available on application of the Spring Release (7.198).
The following subcodes can be recorded in the register in support of an I code:
- I01 – Illness
- I02 – Illness - Confirmed case COVID-19.
The following subcodes can be recorded in the register in support of an X code:
- X01 – non-compulsory school age
- X02 – Self-isolating - COVID-19 symptoms
- X03 – Self-isolating - COVID-19 contact inside school
- X04 – Self-isolating - COVID-19 contact outside school
- X05 – Quarantine - self-isolating
- X06 – Shielding as advised
- X07 – Government advice not to attend
Recording Subcodes in the Register
SIMS ESS have produced a presentation to go through using the subcodes
or see below for a short description:
Click the Preserve button at the top of the screen so that Overwrite is displayed
Enter your session marks and then right click on any I or X code and select Enter Subcode
Add the required subcode from the list and save your changes
To remove a subcode entered in error, enter a mark other than I or X and correct the entry
|To record subcodes for multiple pupil/students, highlight the required I or X marks, right-
click one of the highlighted cells and select Enter Subcode from the pop-up menu. Please
note that highlighted cells must include only I marks or only X marks; it is not possible to
apply subcodes in bulk where a combination of I and X marks have been highlighted. This
feature works in a similar way to recording comments and minutes late for multiple
|Once a subcode has been recorded, a blue triangle is displayed in the bottom right-hand
corner of the cell. Hover over the blue triangle to view the subcode description.
Where session marks are replaced using the following routines, any subcodes previously entered for the affected sessions will be lost:
Enter a code over a date range (via Focus > Attendance > Enter a Code over a Date Range)
Enter a weekly pattern (via Focus > Attendance > Enter a Weekly Pattern)
Recording exclusions (via Focus > Pupil (or Student) > Exclusions and Focus > Pupil (or Student) > Pupil (or Student) Details – Exclusions in the Links panel)
Subcodes are only available for session marks
The Copy Lesson Marks to session option in Tools > Setups > Lesson Monitor Options > Lesson Monitor Setup > Write Marks panel will need to be disabled as this will remove any subcodes entered for the affected session.
Reporting on the Subcodes
There are attached to this article two reports:
You can import either of them by downloading the attachments and in SIMS go to Reports > Import and choose the report and click on import. Then to run them you can go to Reports > Run Report and navigate to the Student folder, because they are named with a 1 in front of them they will appear at the top of your list.
The Daily Attendance Analysis one is a SIMS Analysis report that will need you to select what you want to see in the rows and columns. The Sub Codes ESS Form report is much more detailed, but will require you to setup three User Defined Fields to get your full information out, but this will then give you a full Excel analysis of your figures to help you fill in the daily DfE settings form. Please see below for sample outputs of both reports and what you need to do to set these up.
Covid Daily Attendance Analysis Report
This report when run asks you for the effective date and date for checking attendance codes, these two dates should match, you might need to untick the bypass effective date, and set the effective date and the Date for Checking Attendance codes to be the same day that you want to analyse.
When it runs it will give you a SIMS Analysis report, you can change the row and the column settings to change what you are analysing.
For example in the screenshot above we have changed the row to Subcode_Description and the column to Year, to give us a breakdown of the subcodes by year, with totals, that you can then use to fill in the settings form.
Sub Codes ESS Form Report
This report will give you an output to excel and analyse your data to give you the following table:
However if you wish to analyse on Key Worker Child, Vulnerable Pupil and Has Social Worker, you will need to add three User Defined Fields into SIMS and populate those fields and add them into the report.
You can add the user defined fields through Tools > Setups > User Defined Fields and click on New and in the Description type in e.g. Key Worker Child. Select the field type as True/False and the Data Domain as Person. Then in the Data Areas select and tick Student Details and leave the panel as User Defined Fields and click save at the top. Then repeat this to add UDF's for Vulnerable Pupil and Has Social Worker.
After creating the UDF fields please log out of SIMS and back in to get the UDFs to appear correctly.
You can populate these fields using Bulk Update by going to Routines > Pupil > Bulk Update choosing Group Type as Year Group, Group as Any and then in the Update Data Item choose the UDF field and click Search this will bring up your entire school with that field to populate as Yes or No against every child, you would only need to fill in the ones as Yes where it applies to those pupils.
Finally you need to change the report to add those fields in. Go to Reports > Design Report > Open an Existing Report and open the report and go to the data fields and you will see three blank columns that need to be taken out and replaced with your User Defined Fields:
You can find the UDF fields to replace these with in the UDF part of the reporting dictionary:
You will need to remove the blank column fields by highlighting them and clicking on the left green arrow and then replacing them with the UDF fields as above.
Once you have replaced those fields in the report you can save the report and run the edited version and it will give you an analysis including a break down of children with the Key Worker, Vulnerable Pupil and Social Worker flags.
If you need a hand setting this up or advice on how to do this then please call us on 01482 238700 as it is a bit complex, but the output you get will help with the Settings Form.