Guidance for Schools responsible for Own …

1 Guidance for Schools responsible for Own Admissions 2017-2018 Using the Basic License KEY DATES Secondary Schools to receive ADT files via S2S website from 25th November 2016. to create ASL files and send back to NCC via S2S by 5pm 11th January 2017. to receive list of potential students on 24th February 2017 ATF file will be available via S2S by 3rd March 2017 Primary Schools to receive ADT files via S2S website from 6th February 2017 to create ASL files and send back to NCC via S2S by 5pm 27th February 2017 to receive list of potential pupils on 13th April 2017 ATF file will be available via S2S by 21st April 2017 IMPORTANT NOTE If you discover any possible errors in data (for example incorrect names), you must email After importing the ADT file it is important that you do not amend the data until after the ASL file has been created and returned to NCC via S2S.

2 You must take care on importing any other file after you have manually amended the data on your system. For example, importing an ATF file after data has been manually amended would result in any manual adjustments being overwritten. Contents KEY DATES .. 2 Secondary Schools .. 2 Primary Schools .. 2 Checklist for Own Admissions Processes .. 5 KEY DATES .. 7 Secondary Schools .. 7 Primary Schools .. 7 Permissions in SIMS .. 8 Introduction .. 9 Note for Primary Schools with Nursery Classes .. 10 Note for Schools with Sixth Form Intakes .. 10 Licensing Admissions .. 10 SIMS Version .. 11 Setting up Admissions .. 11 Defining Oversubscription Criteria .. 12 Introduction .. 12 Searching for an Existing Criterion .. 12 Adding Oversubscription Criteria.

3 13 De-Activating a Criterion .. 14 Re-Activating a Criterion .. 14 Defining Admissions Policies .. 15 Introduction .. 15 Searching for an Existing Admissions Policy .. 15 Adding/Editing an Admissions Policy .. 16 De-Activating an Admissions Policy .. 18 Re-Activating an Admissions Policy .. 19 Deleting an Admissions Policy .. 20 Creating Intake and admission Groups and Importing ADT Files .. 21 Creating Intake Groups .. 21 Importing Admissions Data Transfer (ADT) Files .. 24 Downloading files from the S2S website .. 24 Importing the ADT file into SIMS .. 26 Late ADT Files .. 31 Transferring admission Group Members .. 31 Recording and Allocating a Rank Position .. 32 ASL Data Entry .. 34 Printing the Application Criteria for Applicants .. 37 Exporting ASL Files.

4 38 Accepting and Admitting Applicants .. 41 Importing an Admissions Transfer File (ATF) .. 41 Finalising Offers for Sixth Form Intakes .. 45 Accepting and Declining Applicants .. 48 Withdrawing Applications .. 49 Admitting Applications .. 51 Re-admitting Pupil/Students .. 52 Deleting an Application .. 53 Running the Projected Student Numbers Report .. 54 Checklist for Own Admissions Processes Check Permissions You must be assigned Admissions Officer permissions to complete this process. If you can see the route: Routines | admission | admission Groups then you have the correct permissions. If not, see page 8 for further help. Check License You need a Basic or Full License to act as your own Admissions Authority. If you can see the route Tools | Admissions | Criterion then you have a license applied.

5 If not, see page 10 for further help. Check/Manage admission defaults Settings can be checked/amended using the route Tools | Admissions | Defaults. For further help, see page 11. Check/Create Oversubscription Criteria If you have previously created oversubscription criteria and nothing has changed since it was last used, then you need do nothing here. Criterion can be checked/ created using the route Tools | Admissions | Criterion. For further help, see page 12. Check/Create Admissions Policy If you have previously created a policy and nothing has changed since it was last used, then you need do nothing here. Policies can be viewed/created using the route Tools | Admissions | Policies. For further help, see page 15. Create new Intake/ admission group(s) Use Routines | admission | admission Groups | Setup to create a new admission and/or intake group.

6 For further help, see page 21. Download ADT file from the Secure Access website Download the ADT file for your school s admissions from the Secure Access website. Dates when the file will be available for your school phase are on page 3. Help with downloading the file can be found on page 24. Import ADT files Use Routines | admission | Import ADT file to import data from S2S provided by the LA. For further help, see page 24. Ranking Applicants Use Routines | admission | ASL Data Entry to create a new admission group. For further help, see page 32. Export ASL file to send to LA Use Routines | admission | Export ASL file to create a new admission group. For further help, see page 38. Download Admissions file from the Secure Access website Download the ATF file for your school s admissions from the Secure Access website.

7 Dates when the file will be available for your school phase are on page 7. Import admission Transfer File Use Routines | admission | Import ATF. For further help, see page 41. Do any members need transferring from one admission group to another? Use Routines | admission | admission Groups | Transfer Applications, if any child is in the incorrect admissions group. For further help, see page 31. Changing Application statuses Applicants must be accepted to be seen in reports, planning registers and timetables. For further help, see page 41. Finalising Offers for Sixth Formers The route Routines | Admissions | Finalise Offers is available for offers to sixth formers. For further help, see page 45. Primary Schools with Nurseries Pupils who are currently on roll in Nursery will need to be made to leave prior to admitting reception applicants so that duplicate records do not exist.

8 For further help, see page 10. Admitting Applicants Applicants should be admitted as of the first day of the academic year (01/09/2017). Use Routines | admission | Admit Applications. For further help, see page 51. Re-Admitting Pupils/Students Returning students should be re-admitted. For further help, see page 52. Deleting Applications Applicants may need to be deleted. Often these are deleted in late September once it is clear that they are not going to arrive. Use Focus | admission | Application. For further help, see page 53. Reports associated with Admissions groups Various reports exist with regard to applications and pre- admission groups. These can be found by using Reports | Run Report | Focus | (Application or admission Groups).

9 For further help, see page 54. KEY DATES Secondary Schools to receive ADT files via S2S website from 25th November 2016. to create ASL files and send back to NCC via S2S by 5pm 11th January 2017. to receive list of potential students on 24th February 2017 ATF file will be available via S2S by 3rd March 2017 Primary Schools to receive ADT files via S2S website from 6th February 2017 to create ASL files and send back to NCC via S2S by 5pm 27th February 2017 to receive list of potential pupils on 13th April 2017 ATF file will be available via S2S by 21st April 2017 IMPORTANT NOTE After Importing the ADT file it is important that you do not amend the data until after the ASL file has been created and returned to NCC via S2S. You must take care on importing any other file ATF file as data manually amended after the import of the ADT file will be overwritten.

10 Permissions in SIMS When running SIMS you should use the Login Name and Password assigned to you by the System Manager. This will have been set up using the System Manager for Windows module, together with the Group(s) to which specific users have been assigned in order for them to have permission to access the required functionality. To complete the processes described in this document, users should ensure that they have been granted access as a member of the admission Officer Permission group as defined in System Manager. To add a member of staff to the Admissions Officer permissions Group in System Manager 1. Select Focus | System Manager | Manage Users to display the Find User browser and select the required SIMS user. 2. Click the Groups hyperlink on the User Details page to display the Groups panel.