Year 1 and 2 Phonics Screening

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1 SIMS Enhanced Support Here when you need us West Sussex Year 1 and 2 Phonics Screening Data Entry 2014 Page 1 of 17

2 Introduction The phonics screening check will be administered to all children in Year 1 and to children in Year 2 who have not met the expected standard for phonics decoding in Year 1. The check will be administered during the week commencing 16th June As information about the threshold mark for pupils to be considered as working at the expected standard will not be available until 30 June, we no longer require the return of a Wt ( working towards ) or Wa ( working at ) outcome for phonics. An outcome will only need to be reported if a pupil has left the school (L), is absent (A), did not participate in the check (D), or if the result is affected by maladministration (Q). In all other cases, the marks obtained in the phonics screening check must be shown. Schools do not need to wait until thresholds are known before submitting phonics results to West Sussex LA. This should be done as soon as possible after completion of the checks. Schools need to include all eligible pupils. For phonics this includes those disapplied (which could be whole cohorts in some schools) or absent from the check. If, for example, a special school believes that all of their Year 1 pupils and all of their Year 2 pupils should be disapplied they must provide a full individual pupil return for both cohorts showing as such. As you may be aware, pupils who have not reached the expected standard for phonic decoding at the end of Year 1 should receive extra support from their school to ensure they can improve their phonic decoding skills. They are then required to retake the screening check in June of Year 2. The phonics screening check is designed to confirm whether individual pupils have learnt phonic decoding to an appropriate standard. Pupils who do not achieve the appropriate standard should receive support from their school to ensure they can improve their phonic decoding skills. These pupils will then be expected to retake the phonics screen check the following year. Identifying Phonics Pupils If all pupils for phonics screening are in year 1 this section can be ignored. If there are also pupils assigned to other year groups eligible for the phonics screening check a user defined group should be created for use with the wizard. Step 1 Creating a User Defined Group 1. Select Focus Groups User Defined Groups. 2. Click the New button to create a new group. 3. Insert a suitable name and code for the group, for example, Yr1 Phon 2014, Yr 2 Phon Select Active from the Active Status drop-down list. 5. Add some notes if required, and then click the Save button. 6. If required, select a supervisor by clicking the Current Main Supervisor browser after which the Manage Group Supervisor screen appears. Click the Action button, and then click Add Supervisor. 7. Click the Search button. Page 2 of 17

3 8. Select the appropriate member of staff, and then click the OK button. 9. Make that person the main supervisor by selecting Main Supervisor from the Supervisor Title drop-down list. 10. Move on to the Membership section. 11. Click the Action button and select Add student to add pupils to the group. 12. Select the Year Group, and then click the Search button. 13. Select the pupils required by selecting individuals or in multiples. 14. Click the OK button. The names of these pupils will appear in the membership field. 15. Click the Save button. NOTE: The Spring 2014 SIMS update contains two wizards for the recording of phonics test information. The Year 1 Phonics Screening Wizard 2014 is used to record results for Year 1 pupils and the Year 2 Phonics Screening Wizard 2014, for those pupils requiring a re-check. Both wizards contain a single marksheet for data entry and have an individual report which may be used to report results to parents Step 2 Ensuring that the Spring 2014 Release has been Applied Before continuing with this process the SIMS system should be upgraded to or higher. To check which version is currently used: 1. Run SIMS. 2. On the menu bar select Help About SIMS. This should be version or higher. Page 3 of 17

4 If the correct version is not being used then contact your local support team. Step 3 Importing the Assessment Wizard for the Year 1 Phonics Screening Check and importing the Assessment Wizard for the Year 2 Phonics Screening Re-check. The latest templates and wizards are often installed as part of the upgrade, or the first time SIMS Assessment is run after the upgrade the Import Assessment Manager Resources prompt appears. Click Yes to upgrade. Once complete, Close the Activity Log. Step 4 Importing the Assessment Wizard for the Year 1 and 2 Phonics Screening Check (alternative to step 3) 1. Select Routines Data In Assessment Import. 2. Select C:\Program Files\SIMS\SIMS.net\AMPA\England Primary (and Middle Deemed Primary)\Assessment Manager. 3. Select the Year 1 Phonics Screening 2014 wizard. 4. Click the Open button to display the screen shown in the following graphic. 5. Click the Finish button, and then click the Yes button when asked Do you want to proceed? Page 4 of 17

5 6. An Activity Log shows what has been imported. Scroll to the bottom of the log to check the import has been successful. This may be printed for future reference. The Year 1 Phonics Screening Check 2014 wizard has been imported to use in the next stage. 7. Repeat this process to import the Year 2 Phonics Screening Wizard Step 4 Using the Year 1 Phonics Screening Wizard Select Tools Performance Assessment Wizard Manager. If other wizards have been imported in the past they will also appear in the list. 2. Leave the filter on Incomplete and click the wizard which is going to be worked with in this case Year 1 Phonics Screening Wizard Click the Next button. 4. From the Select Group screen, click the field browser button to display the Group Selector dialog. Page 5 of 17

6 5. Click the + next to Year Group and select Year 1 or the + next to User Defined Groups to select the user defined group if one has been created and then click the Apply button. This places this group on the Select Group screen. 6. Click the Next button. Page 6 of 17

7 The following screen appears listing the single marksheet available. Page 7 of 17

8 Step 5 Results Entry 1. Double-click the marksheet or select the marksheet and click the Edit Marksheet button. Do not click the Next button at this stage. A marksheet with their year 1 pupils is displayed (or the Yr1 phon 2014 group that was created earlier) and columns relating to the assessments that need to be entered. 2. Enter a value out of 40 into the Mark for Phonics Check Year 1 column. 3. Click Save to save the marks. The Grades for Phonics Check Year 1 column will be completed automatically along with the Data Check column to ensure that there is no missing data. NOTE: The threshold pass mark will be released by the DfE on the 30 th June An updated wizard will then be released that will correctly populate the Grade for Phonics Check Column. Until that time it will use the 2013 threshold of 32 to generate the grade. West Sussex schools and LAs are to submit the CTF in the normal way and update the wizard after 30 th June to analyse results. Page 8 of 17

9 NOTE: If a pupil has been absent, is disapplied, has left the school or maladministration has occurred, leave the Marks for Phonics Check Year 1 column blank and manually enter the appropriate Grade for Phonics Check Year 1 from A, D, L or Q respectively. Where a zero is entered an assumption is made that a pupil has been assessed and has genuinely achieved a score of 0. If a mistake is corrected ensure that the grade column has been recalculated and saved. To remove an incorrect score out of 40 or grade entered by mistake, right-click the cell with the wrong result and select View/Edit Result History. 4. Highlight the incorrect result and click the red cross on the right. Click the Yes button when asked if you want to delete this. Click the Close button to close the View/Edit Result History screen. 5. Click the Calculate button so that the calculations are based on the most recent result. Save the whole marksheet again. 6. Exit the marksheet by clicking the Close button. This will take revert to the screen from where the marksheet was originally selected. The marksheet can be printed by clicking the Print button. Where pupils did not achieve the appropriate standard of phonic decoding in year 1 and are assessed again in year 2, they will need to be added to a year 2 user defined group and re-check marks entered using the Year 2 Phonics Screening Wizard Step 6 Using the Year 2 Phonics Screening Wizard Select Tools Performance Assessment Wizard Manager. Page 9 of 17

10 If other wizards have been imported in the past they will also appear in the list. 1. Leave the filter on Incomplete and click the wizard which is going to be worked with in this case Year 2 Phonics Screening Wizard Click the Next button. 3. From the Select Group screen, click the Browser button to display the Group Selector dialog. 4. Click the + next to Year Group and select Year 2 or the user defined group if one has been created (please refer to Chapter 1), and then click the Apply button. This places this group on the Select Group screen. 5. Click the Next button. Page 10 of 17

11 The following screen appears listing the single marksheet available. Step 7 Results Entry 1. Double-click the marksheet or select the marksheet and click the Edit Marksheet button. Do not click the Next button at this stage. A marksheet with the year 2 pupils is displayed (or the Yr2 phon 2014 group that was created earlier) and columns relating to the assessments that need to be entered. If year 1 phonics results were entered into the corresponding wizard last summer, they will be displayed automatically. 2. Click the Calculate button to highlight those year 2 pupils who require a Year 2 Check. 3. Enter a value out of 40 into the Mark for Phonics Check Year 2 column for those pupils who have undertaken a year 2 check. 4. Click Save to save the marks. The Grades for Phonics Check Year 2 will be completed automatically along with the Data Check to ensure that there is no missing data. Page 11 of 17

12 NOTE: If a pupil has been absent, is disapplied, has left the school or maladministration has occurred, leave the Marks for Phonics Check Year 2 column blank and manually enter the appropriate Grade for Phonics Check Year 2 from A, D, L or Q respectively. Where a zero is entered an assumption is made that a pupil has been assessed and has genuinely achieved a score of 0. If a mistake is corrected and the result has been saved, this cannot be deleted from the cell and saved again. To remove an incorrect score out of 40 or grade entered by mistake, right-click the cell with the wrong result and select View/Edit Result History. Page 12 of 17

13 5. Highlight the incorrect result and click the red cross on the right. Click the Yes button when you are asked to delete this. Click the Close button to close the View/Edit Result History screen. 6. Click the Calculate button so that the calculations are based on the most recent result. Then save the whole marksheet again. 7. Exit the marksheet by clicking the Close button. This will revert to the screen from where the marksheet was originally selected. The marksheet can be printed by clicking the Print button. Step 8 Using the Wizards for Reporting to Parents Once all the phonics screening results have been entered on the marksheets for both year 1 and year 2 pupils, reports can be produced. This should only be done after the revised wizard has been imported on 30 June 2014 and results re-calculated. Reports can only be generated on a computer with Word 2003 or above. 1. Select Tools Performance Assessment Wizard Manager. 2. Select the Year 1 or Year 2 Phonics Screening Wizard 2014 as required, and then click the Next button. 3. The group selection may be left as it is. Click the Next button. 4. When presented with the list of marksheets, click the Next button. Printing an Individual Report for Each Pupil 1. Select the report KS1 Y1 Phonics Student Eng 2014 or KS1 Y2 Phonics Student Eng 2014 (depending upon which wizard you are working with) which will produce reports for all the pupils selected at the bottom of the screen. NOTE: Only select those year 2 pupils who have undertaken a phonics check in 2014 when generating a report from the Year 2 Phonics Screening Wizard However, a print preview of one of the reports may be required first, in which case make sure only one pupil s name has been selected, and then click the Print Preview icon. The report will show this pupil s results. Page 13 of 17

14 3. As Word opens a security warning may be shown that macros have been disabled. Click Options and enable the content. 4. When the preview is no longer required, click the Close button to close Word and return to the wizard. If asked to save the report, click the No button. Page 14 of 17

15 Printing Reports 1. If all pupils are required then Select All. If not, go through the list and select those required by selecting the check boxes. 2. Click the Print Report button (printer icon). Reports will be printed from Word for those pupils selected. If asked, do not save the Word document produced by this process. Step 9 Uploading Reports A copy of each pupil s report can be saved in the document server. This can then be viewed at any time which will save having to print a second copy to keep with the pupil s records. 1. Once reports have been generated they can be uploaded, either individually or by selecting all pupils and clicking the Upload Report button. 2. To view the copy, open the Pupil Details screen for the relevant pupil and select Linked Documents in the Links panel on the right. The report will open as read-only. Step 10 Exporting the Results in a CTF 1. Click the Close button to close the wizard, and then select Routines Data Out CTF Export CTF. 2. Select the CTF export type of Phonics Test Results. The CTF will contain export files including only phonics test data plus the pupil UPN, surname, forename, DOB and gender. 3. If you have chosen a CTF export type of Phonics Test Results, the data to be exported panel will not be visible. If you have chosen a CTF export type of General, unless directed otherwise by the LA, deselect all check boxes in the first panel except for the Student Basic Details, Assessment Data and Include KS1 Tasks/Tests check boxes. You may wish to enter an Optional Data Descriptor for a partial CTF, for example, Year 1 Phonics test. 4. On the students panel, click on the Year Group column heading to order by the year and select the relevant Year 1 and Year 2 pupils. 5. Select all the pupils and select the LA in the Destination LA/Other column. Page 15 of 17

16 6. Click the Export button. A CTF will be created and placed in the normal export directory set up to hold the CTFs as defined in Tools Setups CTF. 7. Upload the file to the West Sussex LA as described below. Step 10 Uploading Results to the LA Collection of the 2014 Early Years, Key Stage 1 data (and Year 1 and Year 2 Phonics data) will be done via WSCC Applications (AVCO). Schools will use SIMS to enter and export KS1 results in Common Transfer File (CTF) XML format. They will also use SIMS to enter and export a separate single (one for both years) Phonics file. Schools will be required to report teacher assessment (TA) results only for National Data Collection, but can also record task/test results in SIMS if they wish (as parents can ask for these results). Schools will have an option in their SIMS to include task/test results in the CTF that is passed to the LA. When the CTF is created it needs to be renamed and sent to the LA via WSCC Applications (AVCO). Many schools will already be familiar with WSCC Applications as it is used for financial data transfers and Fischer Family Trust estimates. Guidance for renaming EYFS, KS1 (and Phonics) files and sending them by a secure means to the LA 1. Open My Computer and open the ctfout folder. For most schools this will be through the S:\SIMS\STAR\ctfOUT. 2. Locate the XML (CTF) file containing your school s EYFS results for 2014, in step 13 above. (In the naming convention below, nnnn is your school s 4 digit DfE number.) 3. Right-click on the file name and select Rename from the drop-down menu. Page 16 of 17

17 4. Highlight the part of the file CTF 5. And overtype CTF with KS1 for the KS1 Test file, FSP for Early Years Profile, or PHO for the Phonics Test (include in the phonics test CTF, where applicable, any Y2 Phonics re-tests). Press enter and the file name is saved. 6. You are now ready to submit the file to the LA using WSCC Applications (AVCO) this is usually located just on one computer in the school usually on the Bursar s computer. Enhanced SIMS support service desk contact details If you have any problems please contact the SIMS Enhanced Support team: Opening hours: 8.00am to 5.30pm Monday to Friday Telephone: , selecting option 1 esd@capita.co.uk Alternatively, please log a case via SIMS Tools SupportNet Web Support Case Log. Capita SIMS Web: Registered office 71 Victoria Street, Westminster, London SW1H 0XA Registered in England No Part of Capita plc. Page 17 of 17