Educational Services Standing Sub Committee

22 October 2003





Irvine, 22 October 2003 - At a Meeting of the Educational Services Standing Sub Committee of North Ayrshire Council at 2.00 p.m.

Present

Jacqueline Browne, Drew Duncan, Jean Highgate, Alan Hill, Elisabethe Marshall, Peter McNamara, Donald Reid and John Reid.


In Attendance

J Leckie, Head of Service, Christine Quinn and Dave Taylor, Advisers (Educational Services); and J Bannatyne and B Tudhope, Corporate & Democratic Support Officers (Chief Executive’s).


Chair
Councillor Browne in the Chair.




1. Statutory Performance Indicators 2002/2003: Matters Arising from the Meeting of 3 September 2003

Submitted report by the Corporate Director (Educational Services) on responses to questions arising from the Meeting of the Sub Committee held on 3 September 2003.

The Sub Committee at its meeting held on 3 September 2003 had raised a number of questions and issues for clarification. The Head of Service (Educational Services) took the Sub Committee through the report highlighting the responses to each of the questions as follows: -

i) Provide a report on the uptake of nursery provision by geographical area with reasons for lower than 100% uptake

Nursery education is a non-statutory service. Parents are not required either to register with the Council or to give reasons for not taking up a nursery place.


Therefore the only information available to Educational Services relates to families who contact the Council in connection with Pre-5 provision. Some families do not make contact with the Council or other pre-5 providers and, as a result, their reasons for not taking up a Pre-5 place are unknown. No geographical breakdown is available, but the level of Pre-5 provision across North Ayrshire indicates that there are sufficient places available for children in all areas.

ii) Provide a report detailing the primary and secondary schools which have a capacity of 41 - 60%

The primary and secondary schools which have a capacity of 41 - 60% are as follows: -

Primary School% Occupancy
    Cumbrae Primary School
42
Pirnmill Primary School43
Springside Primary School52
Hayocks Primary School57
Woodlands Primary School57
Lamlash Primary School58
Dykesmains Primary School59
St Mark’s Primary School59
Dreghorn Primary School60
Secondary School% Occupancy
St Andrew’s Academy 57
        The above statistics relate to the old building capacity for Woodlands Primary School and do not include the new building capacity.
    iii) Provide a copy of North Ayrshire Leisure’s response to the Accounts Commission on the reasons for the swing in usage from leisure pools to traditional pools.
        A copy of the response was attached as an Appendix to the Report. The main points highlighted were: -

        The Magnum Leisure Pool’s attendance is down 13.2% overall. This decline takes account of not only swims but swim lessons, uptake of which were both down during 2002/03, and aqua aerobic sessions usage which was discontinued during the year due to lack of demand.


        The increase in attendance at North Ayrshire’s 3 Traditional Pools can be attributed to swimming lessons (up 35.5%), and to associated activity usage (e.g. fitness facilities), resulting in an overall increase of 135%. General swimming rates however have decreased by 1% overall. Increased attendance at other Indoor Sport & Leisure Facilities may be attributed to the success and inclusion of the Magnum’s K:A Fitness Studio usage and coaching activities over 3 facilities within the return.

    iv) Suggest to Educational Services to undertake a review of the opening hours/days for libraries
        J Ward, Head of Service (Educational Services) will conduct a review of the opening hours of libraries and will report the findings and any relevant proposals to a future meeting of the Educational Services Committee.
      v) Suggest to Educational Services that consideration be given to reducing the target for the average time taken to complete an assessment of special needs to twenty weeks
            Educational Services staff agree that a target of 20 weeks to open a Record of Need could be achievable.

            Discussions will take place between the relevant Heads of Service and the staff involved in opening Records of Needs with a view to addressing this target.
          vi) Suggest to Educational Services the need to encourage all age groups to use the Library and Information Service
                The Head of Service (Educational Services) circulated samples of posters and leaflets which advertise the services currently available within North Ayrshire libraries.

                The Library and Information Service is very conscious of the need to market its services and has produced a number of advertising materials to encourage a wide range of age groups to access, in particular, the electronic aspects of the service. All access to computers, the internet and email is free. There can however be a charge for printing although this is free to school pupils.

                The publicity given to the Service has included: -


                National Publicity

                North Ayrshire Library and Information Service was requested by the Scottish Library and Information Commission to display its People’s Network publicity materials and Online Library and Information Website at the Chartered Institute of Library and Information Professionals national conference as an example of good practice.

                The Library and Information Service was also asked in November 2002 to deliver a presentation to a meeting of the regional HMIE staff development programme on the “On-line” Library and Information Service website.

                Local Publicity

                A number of measures have been taken to publicise the Library and Information Service at a local level which have included: -
                Ÿ Exhibitions and presentations about the People’s Network (delivered at a number of conferences and open days at James Watt College and various other locations throughout North Ayrshire);

                Ÿ The ICT Outreach Officer has publicised library facilities at a range of activities e.g. Learning in the Park at Eglinton Park and at other activities in community centres throughout North Ayrshire;

                Ÿ Computer Buddy activities (volunteers recruited by the library service to provide one-to-one ICT tuition to learners in the library) are successfully publicised in all libraries and in local colleges;
                  Ÿ Supported study activities using public library learning centres are publicised through school clusters, via letters to parents and publicity in the libraries involved;
                      In-House Publicity

                      A range of materials have been designed to promote the availability of free computers and internet access in North Ayrshire Libraries, and to promote the range of services available to deliver added value to these facilities (e.g. the buddy system, the on-line website and the activities of the ICT outreach officer). A range of leaflets has also been produced to inform and support learners in the libraries.


                      Future Events

                      The Scottish Executive has planned an Autumn Internet campaign for public library services. A Ministerial Launch and national publicity are planned. Local activities will include promotion of North Ayrshire Library and Information Service’s buddy system on 25 October as part of “Make a Difference Day”. Other local events including activities for families will take place in Kilwinning, Saltcoats, Millport and Fairlie.
              vii) Provide, in conjunction with the Principal Performance Review Officer, information on the Publication of Care Commission Inspection Reports

              Care Commission Inspection Reports on Pre-5 establishments are made public. Reports which relate to private and voluntary sector establishments are sent to the managers of the relevant centre. In cases where the establishment is managed by the Council, reports would be sent to Educational Services.

              In relation to reports on Council Pre-5 provision, the external inspection process also includes a more extended report drawn up jointly between the Care Commission and Her Majesty’s Inspectorate. These reports are similar to HMIE reports on schools. The relevant Head of Service will report on these at meetings of the Educational Services Committee and Standing Sub Committee as appropriate.
                    The Sub Committee agreed (a) to remit to the Head of Service (Educational Services) to (i) to seek information from North Ayrshire Leisure Limited on the pricing structures for Leisure Centres within North Ayrshire including reasons for variations in prices (e.g. The Magnum and Garnock Pool); (ii) to seek further clarification from North Ayrshire Leisure Limited on the variations in the usage of Traditional Pools during 2002/2003; and (b) that a report be submitted on the number of obsolete computers which could be made available for use and on the level of demand from voluntary organisations and individuals for these.

                    2. Attendance and Absence Recording
                      Submitted report by the Corporate Director (Educational Services) on the procedures used in schools to record and monitor the attendance and absence of pupils.

                      The Head of Service (Educational Services) circulated (i) copies of a draft information leaflet which is being prepared for parents on school attendance; and (ii) samples of reports and letters relating to absence which are generated by the Educational Services Management of Information System (MIS).


                      The Educational Services Committee at its meeting on 24 September 2003 considered a report on the changes to the recording of attendance and absence of pupils at school. Following consideration of the report the Committee agreed to refer the matter of how the attendance of pupils is monitored and the procedures for following up absence to the Educational Services Standing Sub Committee.

                      Schools are required to maintain a register of pupils and a record of their attendance. They are also, in line with Scottish Executive guidelines, required to record late attendance by pupils. The criteria used to determine where an absence is regarded as authorised or unauthorised has been established by the Council. All schools within North Ayrshire use an electronic system, as part of their Management of Information Systems (MIS), to record daily attendance and time-keeping. The system offers schools a number of facilities and gathers the statistical data which is required by the Scottish Executive on an annual basis.

                      The MIS system enables schools to record and track pupil attendance and absence through a series of codes, twice per day (morning and afternoon sessions). In secondary schools where pupils move between subjects throughout the day, the MIS system enables period by period monitoring of pupil attendance, including bad time keeping.

                      The reports produced by the MIS system enable teaching staff, in particular Head Teachers and guidance staff to monitor individual pupil attendance where patterns of absence or unexplained absence are identified. The school can then contact parents with documented evidence of the absence. Patterns of late arrival by pupils can also be recorded and used to aid discussion with both pupils and parents.

                      While the MIS system automatically produces standard letters on pre-set levels of absence, it is usual for key staff to get to know which pupils are likely to truant from school and these absences can be immediately reported. There is a high correlation between attendance and educational attainment.

                      Across all schools patterns of absence are considered in relation to individual pupils and may indicate a need to involve support agencies for children at risk. The attendance information is also used to approve bursary payments for secondary pupils.

                      The Head of Service and Advisers (Educational Services) provided the following information in response to enquiries from members of the Sub Committee.


                      Although the recording procedure is very efficient and does not occupy a lot of teacher time, follow up procedures associated with periods of absence or unexplained absence can be time consuming. Schools endeavour to resolve attendance problems and fewer cases are now referred to the Attendance Council.

                      Operationally, morning and afternoon registers are taken in all schools with period by period registers also operating in secondary schools. This allows absence or unexplained absence to be identified quickly and discussion initiated with parents if appropriate. If necessary home visits can be carried out and where appropriate other agencies such as the Police and Social Services can become involved.

                      Pupil absence for sporting activities which are arranged by or in conjunction with the school will be recorded as “authorised”.

                      The long term absenteeism rates in relation to both primary and secondary schools in North Ayrshire do not tend to vary significantly. The attendance and absence figures for North Ayrshire schools compare favourably with the national average.

                      Noted.

                      The meeting ended at 2.40 p.m.