5.2              Administrative Returns to Department of Education and Science.

October Returns

The October Returns provide information on the enrolment and staffing of the school at the 30th September of each year. This information forms the basis for DES funding, teacher allocation, various grant payments, etc. In this respect, the DES requires that attendance registers must be kept accurately and retained for possible inspection. A prompt return of October Returns is essential.

September Returns

The September Returns provide the DES with details of the school’s timetable arrangements, student curricula, teacher workload, etc.

Staff Utilisation

A Staff Utilisation Form, relating to the Staffing Allocation for each school year must be returned to the DES in November.

Change of Staff.

Completed Change of Staff Forms must be returned to the DES in mid July of each year. The forms are used to establish information regarding teaching personnel, their employment status (PWT, TWT, RPT etc.), contracts, career breaks, job sharing, resignations, etc.

Posts of Responsibility.

Details of Post of Responsibility holders and their grades must be returned annually on the form PoR1 provided.

Teacher Absence and Substitution.

Records of all teacher absences and substitution are recorded through the On Line Claims System (OLCS) (see Tagairt 3.1.9) Particular care must be taken to record all records of staff absences. Maternity and other leave entitlements of staff must be calculated by the school administration in accordance with DES regulations and recorded accurately on the OLCS system. Details of these regulations may be found on the DES website at:

www.education.ie/Educatio/personnel/payroll/Online Claims System (OLCS)/General Guidelines for completion of leave for the On Line Claims System

Annual Census of Non-Teaching Employees and Pay Costs

An annual census of all Non Teaching and related Pay Costs must be made each year to the DES when requested. A distinction should be made in these returns between staff who are employed under the approved pay allocation and those who may be employed under other schemes such as Student Support Grants, School Completion Programme, Supervision and Substitution arrangements etc., which are outside the scope of the normal DES allocations

These returns are used to monitor staffing levels in non-teaching posts, rates of pay, etc.

Annual European Social Fund (E.S.F.) Returns

A return of expenditure on courses which attract European Union funding is required each year. Courses in this category are, principally, Post Leaving Certificate (PLC).

Teacher Appointment Forms

These are submitted as part of the appointment process and are essential pre-requisites for DES sanction of appointment s. (see 3.1.16.2)

Examination Expenses incurred by the School - Claim for Refund

These returns detail payments made to supervisors of practical examinations and in support of applications for refund of monies spent by the school on the conduct of state examinations.