SITSS Service Desk
Tel: 01438 844777 Fax: 01438 844936 email: sitss.admin@ lea.herts.sch.uk
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Schools applying for Academy status - FAQS

My school is considering becoming a new academy and I was wondering what the implications would be regarding the IT provision that you currently provide, in particular: School IT Systems Support.

School IT Systems Support team will be very happy to continue supporting new Academies in all aspects of ICT support and consultancy.  For example; SIMS support, technical and network support, design and consultancy, etc.

Will it cost us more if we are an Academy?

The charges will remain broadly the same however Academies incur VAT charges.

What, if any, are the implications for our SIMS pupil records?

Schools will no longer receive a new DfE number, but will receive a new URN (Unique Reference Number). Schools should update their School Details in their MIS with this number when it is received. There will be no need to create a new Pupil database when transferring to an Academy. Schools will continue to use their existing database.

Will this cost us anything?

There will be costs to the new Academy for a new SIMS single site licence, etc.

One off charges are:

• Capita require new Academies to purchase a ‘single site’ licence, as Academies are no longer part of the LA they are not authorised to use the LA’s SIMS licence.
• If you previously held a single site 'Grant Maintained' licence for your school you will be able to novate that licence to your Academy. Capita will charge an administration fee of £200 and evidence of such a licence being held will be required. Also, it is important you check which modules were previously purchased as you may need to purchase additional modules.
• You will be required to purchase your SIMS Annual Maintenance direct from Capita (not from SITSS as you may currently do).  This has the effect of increasing the Annual Maintenance and support charges to an Academy as you will need to pay the Capita charge plus a proportion of the support charge levied by SITSS.

How much will the single site licence cost?

This is dependent on school size and could be in the region of £18,000 for a secondary school and approx. £4,800 for a Primary school.  We will provide an individual cost on request.  Please email maralyn.pomeroy@hertscc.gov.uk

Why do we need a new SIMS database?

If you are an outstanding school it is assumed that there will be no need to have a new database and you will continue to use the existing one with all of the data contained therein.   There may be a need to edit data to satisfy any requirements of School Census or School Workforce Census or change of staff contract information and guidance will be provided by SITSS depending on the time of migration to Academy status.

I still have some questions related to SIMS support, technical / network support. Etc.  Where can I get further information and guidance?

We are very happy to come to your school and meet with relevant staff to discuss these areas and help you prepare an implementation plan.  

 Just email us at janine.bryant@hertscc.gov.uk or maralyn.pomeroy@hertscc.gov.uk

Will I need to change my Financial system when I become an Academy?

Financial Services for Schools are able to support schools who move to Academy status. Schools who currently use FMS will require a new FMS database for the academy and you are advised to contact Alex Petit at FSS via email alex.petit@hertscc.gov.uk. Primary schools moving to Academy status will be required to move from RM Finance to FMS or a suitable accounting package for Academies. Primary schools should consult FSS on this as a priority, contact anne.evans@hertscc.gov.uk.

What, if any, are the implications for our SIMS Personnel records?

The following information will enable schools to submit a data correct School Workforce Census Return.

• Workforce contract information should only include contracts for the academy and contracts the school must be excluded from the Return. The school contracts will be excluded from the Return by giving them an additional Role of "Do not include in Statutory Returns".

• Workforce absence information should only include absence from the academy and absence from the school must be excluded from the Return. The academy can exclude the old school's absences from SWC by making use of an SWC Settings file that indicates that absence information is not to be included in the xml file. Please contact the SITSS Service Desk for further guidance on this.

• Academies will upload and correct their SWC Return directly on Collect. The Data Collection Team at County Hall are unlikely to be involved in the Academy's return.