Key Stage Returns 2016

Transcription

1 Schools ICT Key Stage Returns 2016

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3 Contents Overview... 3 Checking the SIMS version... 4 Assigning the correct permissions... 5 Importing the Wizards... 6 Unable to find the Key Stage Wizards, or the screen on the previous page fails to appear... 7 How to open the marksheets and enter data general for all Key Stages... 9 Early Years Return specific instructions Key Stage 1 Return specific instructions Key Stage 2 Return specific instructions Phonics Screening Years 1 and 2 Return specific instructions Assessment Reports (covering all levels) Quick Check Sheet Appendix one Assessment Reporting - example printouts

4 Overview This document has been created to assist schools in completing their Key Stage Returns and printing the associated reports using SIMS. This document covers Early Years, Key Stage 1, Key Stage 2 and Phonics Screening returns. 3

5 Checking the SIMS version In order to complete the 2016 Key Stage returns, you need to make sure your SIMS system has been updated to the most recent version. The current version of SIMS is To check your SIMS version click on Help > About SIMS.net this will open the following box with the version number shown. To close this box, click inside the box. If SIMS is not showing the correct version number please follow the instructions on the Schools ICT website ( to run your upgrade or contact the Schools ICT Helpdesk on

6 Assigning the correct permissions In order to import the Key Stage Wizards and complete the data entry you will need to have Assessment Co-Ordinator access rights in SIMS. If you know you already have this access then you can skip this section and move onto Importing the Wizards. 1. Click on Focus > System Manager > Manage Users. 2. Browse the users and select yourself from the list, Double Click on your name to open your record. 3. Click on Hyperlink 3 Groups and select Add on the right hand side. 4. Choose Assessment Co-Ordinator from the list of options and click OK. Assessment Co- Ordinator will now show in the list within the Groups panel. Click Save at the top left of the staff record. 5

7 Importing the Wizards The method of doing this has changed since last year, so please carry on reading. Following the latest SIMS upgrade and if you have gone into any Assessment route, you were asked if you wished to import the latest assessment updates from SIMS, as shown in the screen below. These now include the Programme of Study Tracking Resources (Assessment Life without levels ), and there is now no option to say No! We advised you to say Yes if you were presented with this screen, therefore you may already have these wizards imported. If you haven t done this or can t remember if you have or not, then you can check using the following route Tools > Performance > Assessment > Wizard Manager. If there are no 2016 Wizards in this area then follow the instructions below: Click on Focus > Assessment > Marksheet Entry and the above screen should appear. Click on Yes to download all parts of the Assessment package. This may take up to half an hour so do go and do something else while the download is taking place!! 6

8 Unable to find the Key Stage Wizards, or the screen on the previous page fails to appear. 1. If you do not get the above screen coming up, you can still get hold of the Key Stage wizards in the same way as for previous years 2. Click on Routines > Data In > Assessment > Import. At the Select the file to import from browse, you need to find the SIMS.net directory, the path is usually C:\Program Files\SIMS\SIMS.net. 3. You should now see a list of folders and files within the SIMS.net directory. Double click on the AMPA folder then England Primary (and Middle Deemed primary) then Assessment Manager. You will now see a list of all the assessment wizards available for you to import. Click on one of the wizards which you need for your school then click on Open. Clicking on Date modified will bring the most recent files to the top. 7

9 4. The Import window will now show details of the wizard you have selected. Click on Finish. You will be asked if you want to proceed, click on Yes. 5. An Activity Log window will now open to confirm that the selected wizard has been imported. Click on the Close button to clear this window. The following is a list of all the wizards which you might need: EYFS Profile Wizard 2016.xml Key Stage 1 Wizard England 2016.xml Key Stage 2 Wizard England 2016.xml Year 1 Phonics Screening Wizard 2016.xml Year 2 Phonics Screening Wizard 2016.xml You are likely to need more than one of these wizards, so you will need to follow this routine again as the system only allows you to import one wizard at a time. 8

10 How to open the marksheets and enter data general for all Key Stages 1. To open a wizard click on Tools > Performance > Assessment > Wizard Manager. 2. Select the one of the wizards from the list by clicking on the heading; do not put a tick in the completed box. 9

11 3. At the Select Group window, click on the Magnifying Glass, extend National Curriculum Year by clicking on the plus sign then select the relevant year group from the list and select Apply. 4. Click Next to take you to the Marksheets page of the wizard. Select a marksheet from the list (please see each individual area of assessment for which marksheets to use) then click on the Green Pencil at the right hand side to open the marksheet. 10

12 5. Here s a screen print to show what the marksheet will look like: In Panel 1 Basic Details, there is a notes section which gives details about how the marksheet should be used. In Panel 2 Marksheet The Result Date will show as the current date, this can be left as displayed. The Group Membership Date will also show today s date this is fine as long as no pupils have left recently whom assessment needs to be recorded for. If you have had a pupil leave recently, you will need to change the group membership date back to a date just before they left then click on the refresh button the pupil will then show in the list. The Summary button will show a summary of the data which has been entered at the bottom of the marksheet. The Narrow button will narrow the columns which might make it easier for you to view the marksheet. The Zoom button opens the marksheet in a new window, making it easier to read. 6. To start entering results you can right click on the first cell and choose Select Grade for Cell. This will open a list of the available grades which you can then either double click on, to enter the grade for the first pupil then move to the next pupil or you can enter the grades manually by typing the grade into the cell. 11

13 7. After the grades have been entered for all pupils, click on the Calculate button. The calculate button automatically enters data into the formula columns (columns with the f at the top of them). Then click on Save. If an incorrect mark is entered before the marksheet is saved (the mark should be in red) then you can over type it with the correct mark. If the marksheet has been saved then you will need to right click on the cell, choose View/Edit Result History, and click on the incorrect mark then click on the red X to delete. Teachers completing the data entry Some schools that use SIMS in the classroom encourage teachers to complete the marksheets. If you don t have SIMS in the classroom but would like the teachers to enter grades you can export a marksheet as an Excel file then re-import this into SIMS after the teacher has completed the marksheet. 1. Open the marksheet using the steps above. 2. Click on the Export button at the top of the screen. 12

14 3. The marksheet will now open in Excel. Save the marksheet (name it something sensible e.g. EYFS2016) to a secure area on the network where the teacher is able to access it. It must be Saved As an XML Spreadsheet 2003 at present (NOT a Workbook or SIMS will not recognise it). This should happen automatically but it is worth checking. 4. The teacher can then fill in the marksheet and then either send it back to you when completed or save it into the same shared area on the network. 5. To import the marksheet back into SIMS, go to Routines > Data In > Assessment > Import from Spreadsheet. 6. This will open the Import from Spreadsheet wizard. Click on the Yellow Browse Folder and find the spreadsheet which the teacher has updated click on Open. 7. Click on the Next button this will open an Activity Log, you can close this window. The next window will show you what will be imported onto the marksheet. It is a good idea to check through the marks at this point then click on Next then Finish. 13

15 8. Click Yes when it asks if you want to proceed. Quickly check through the Activity Log then click on Close. Check the marksheet by opening it up using the steps above the marks should now show on the marksheet. When marks are entered directly into SIMS, if an invalid mark is entered then SIMS won t let you save the mark. If teachers are entering marks into Excel they will not be notified of an invalid mark therefore it is very important that these marks are double checked. Finally, if the teachers aren t going to enter the marks manually either in SIMS or in Excel it might be useful to provide them with a copy of an empty marksheet. This will mean all the pupils will show in the same order as you see them onscreen and the teachers will be able to see exactly what you need them to fill in. To do this, open the marksheet then click on the Print button. Tick the box Print Blank Marksheet then click on Print. 14

16 Early Years Return specific instructions 1. To open the EYFS Profile Wizard 2016 click on Tools > Performance > Assessment > Wizard Manager. 2. Select the EYFS Profile Wizard 2016 from the list by clicking on the heading then on Next; do not put a tick in the completed box. 3. At the Select Group window, click on the Magnifying Glass, extend National Curriculum Year by clicking on the plus sign then select Year R from the list and select Apply. 4. Click Next to take you to the Marksheets page of the wizard. There is only one marksheet for the EYFS return. Click on the marksheet then select the Green Pencil to open the marksheet. Fill in the marksheet as described earlier in this document. Sending the return Once the data has been entered onto the EYFS Profile Wizard 2016 Marksheet, you need to export a CTF to include this data then send this to county via Anycomms. 1. Click on Routines > Data Out > CTF > Export CTF 2. At the CTF Export Type window select General (not Early Years Foundation Stage data as expected) then click on Select. 15

17 3. In panel 1 Data to be Exported, untick all of the boxes apart from Assessment Data and Student Address. 4. In the blank box under the tick boxes, type in EYFS In panel 3 Student Options, click on the drop down arrow at the top of the Year Taught column and select R for EYFS pupils. 6. In the Destination LA/Other column right click on the first pupil and choose Select All this should highlight all pupils in the list. Still in the first pupils cell, click on the drop down arrow and choose North Yorkshire from the list, this should add North Yorkshire for all pupils. 7. Click on Export CTF. The CTF will be saved to J:\simsdata\CTF Export 8. To send the CTF to county, click on Anycomms (should be on your desktop) then click Start Call. Anycomms should automatically find the file and upload it to county. You should receive confirmation to say this has been transferred you can save this to keep for your records. If a pupil has been included in the EYFS assessments but has left before they are entered into SIMS then the CTF will need to browse on an earlier date to include them. Their Year taught in will be in brackets so you will need to pick this pupil plus all the other children in Year R by using the Ctrl key. 16

18 Key Stage 1 Return specific instructions 1. To open the Key Stage One Wizard click on Tools > Performance > Assessment > Wizard Manager. 2. Select the Key Stage 1 Wizard England 2016 from the list by clicking on the heading then on Next; do not put a tick in the completed box. 3. At the Select Group window, click on the Magnifying Glass, extend National Curriculum Year by clicking on the plus sign then select Year 2 from the list and select Apply. 4. Click Next to take you to the Marksheets page of the wizard. 5. Click on the first marksheet KS1 A. Teacher Assessments 2016 then select the Green Pencil to open the marksheet. Fill in the marksheet as described earlier in this document. 6. Acceptable entries are as follows now that levels are no longer used. Reading, Writing & Maths (one column each) Science (one column only) 17

19 7. If you have any outcomes of BLW for Reading, Writing or Maths you will need to enter P Scale marks in the second marksheet KS1 B. P Scale Data Entry 2016 for the pupils who are working towards the KS1 grades. If you have any outcomes of HNM for Science, the entry of P scales is optional. 8. Some schools may wish to complete the third marksheet KS1 C. Test Outcomes This marksheet contains columns that will enable you to record results of the reformed curriculum tests that support the teacher assessments. The new tests assess the range of ability that the majority of pupils are expected to demonstrate. The outcomes of these tests will be provided in the form of a scaled score, where a score of 100 represents the standard expected at the end of the key stage. The new tests consist of: Grammar, punctuation and vocabulary Spelling Reading Maths Arithmetic Maths Reasoning This marksheet is not compulsory. 9. The final marksheet is not used for data entry it simply shows the data which you have entered in the previous marksheets. You can look at this if you wish - you may need to click on the Calculate button to show the grades. Sending the return Once the data has been entered onto the Key Stage One, you need to export a CTF to include this data then send this to county via Anycomms. 1. Click on Routines > Data Out > CTF > Export CTF 2. At the CTF Export Type window select KS1 then click on Select. 18

20 3. In Panel 2 Students click on the drop down arrow at the top of the Year Taught column and select 2 for KS1 pupils. 4. In the Destination LA/Other column right click on the first pupil and choose Select All this should highlight all pupils in the list. Still in the first pupils cell, click on the drop down arrow and choose North Yorkshire from the list, this should add North Yorkshire for all pupils. 5. Click on Export CTF. The CTF will be saved to J:\simsdata\CTF Export 6. To send the CTF to county, click on Anycomms (should be on your desktop) then click Start Call. Anycomms should automatically find the file and upload it to county. You should receive confirmation to say this has been you you can save this to keep for your records. If a pupil has been included in the KS1 assessments but has left before they are entered into SIMS then the CTF will need to browse on an earlier date to include them. Their Year taught in will be in brackets so you will need to pick this pupil plus all the other children in Year 2 by using the Ctrl key. 19

21 Key Stage 2 Return specific instructions 1. To open the Key Stage Two Wizard click on Tools > Performance > Assessment > Wizard Manager. 2. Select the Key Stage 2 Wizard England 2016 from the list by clicking on the heading then on Next; do not put a tick in the completed box. 3. At the Select Group window, click on the Magnifying Glass, extend National Curriculum Year by clicking on the plus sign then select Year 6 from the list and select Apply. 4. Click Next to take you to the Marksheets page of the wizard. 5. Click on the first marksheet KS2A Teacher Assessments 2016 then click on the Green Pencil to open the marksheet. Fill in the marksheet as described earlier in this document. 6. Acceptable entries are as follows now that levels are no longer used. Reading & Maths Writing 20

22 Science KS2 B. P Scale Data Entry 2016 You will need to complete this marksheet for any pupils who have outcomes of BLW in either Reading, Writing or Maths.are working towards the KS2 grades. P scale entry for Science outcomes of HNM are optional. KS2 C. Test Outcomes This Marksheet can be used to enter results returned on paper by the Marking Agency. It covers externally marked tests at Key Stage 2 for England in This is likely to be automatically updated when you import the results via a CTF once they have been returned by the National Assessment Agency. See Page 22 for more details. The final marksheet is not used for data entry, it simply shows the data which you have entered in the previous marksheets. You can look at this marksheet if you wish - you may need to click on the Calculate button to show the grades. Sending the return Once the data has been entered onto the Key Stage Two, you need to export a CTF to include this data then send this to the National Assessment Agency via the NCA Tools Website. 1. Click on Routines > Data Out > CTF > Export CTF 2. At the CTF Export Type window select KS2 then click on Select. 3. In Panel 2 Students click on the drop down arrow at the top of the Year Taught column and select 6 for KS2 pupils. 21

23 4. In the Destination LA/Other column right click on the first pupil and choose Select All this should highlight all pupils in the list. Still in the first pupils cell, click on the drop down arrow and choose National Assessment Agency from the list, this should add National Assessment Agency for all pupils. 5. Click on Export CTF. The CTF will be saved to J:\simsdata\CTF Export Unlike the Early Years and KS1 returns, the KS2 return does not get sent to county. Instead of running Anycomms to send this through to county you will need to login to the NCA Tools website ( and upload your CTF file onto this site. If a pupil has been included in the KS2 assessments but has left before they are entered into SIMS then the CTF will need to browse on an earlier date to include them. Their Year taught in will be in brackets so you will need to pick this pupil plus all the other children in Year 6 by using the Ctrl key. KS2 Test Results It is expected that Pupil results (raw scores and scaled scores) and marked script images will be available on NCA tools from Tuesday 5 th July. Raw score to scaled score conversion tables available on will also be available from Tuesday 5 th July. There will be two types of files available: a spreadsheet type (CSV) which you may find useful for reading the results a zipped CTF format which can be used to import the results into SIMS. 22

24 1. Download the zipped up CTF file into J:\SIMSData\CTF-Import 2. Explore to this folder and unzip the file into the same location 3. You can then import the unzipped CTF into SIMS in the normal way Routines > Data in > CTF > Import CTF. 4. To inspect the results you have just imported return to the Wizard and select the next Marksheet for completion: KS2 C. Test Outcomes The new tests assess the range of ability that the majority of pupils are expected to demonstrate. The outcomes of these tests will be provided in the form of a scaled score, where a score of 100 represents the standard expected at the end of the key stage. The new tests consist of: Grammar, Punctuation and Vocabulary. Spelling. Reading. Maths Arithmetic. Maths Reasoning. 6. The Marksheet contains the following Data Entry columns to show the achievements for Spelling Mark, GPV Mark, GPVS Scaled Score, GPVS Outcome, Reading Mark, Reading Scaled Score, Reading Outcome, Maths Arithmetic Mark, Maths Reasoning 1 Mark, Maths Reasoning 2 Mark, Maths Scaled Score, Maths Outcome. For each of the marks columns there are additional formula columns to calculate total marks for GPVS and Maths. 7. An example of the KS2C marksheet is shown below: 23

25 Phonics Screening Years 1 and 2 Return specific instructions The Phonics assessments for years 1 and 2 are very similar. The Year 1 phonics assessment will need to be completed for all current year one pupils. The Year 2 phonics assessment will only need to be completed for any pupils currently in Year 2 who failed to achieve a grade of Wa for the Year 1 test. 1. To access the Year 1 or 2 Phonics Wizard go to Tools > Performance Assessment Wizard Manager and choose either Year 1 Phonics Screening Wizard 2016 or Year 2 Phonics Screening Wizards Click on the Next button. 2. At the Select Group screen, click on the Magnifying Glass and extend the National Curriculum Year area choose either Year 1 or Year 2 depending on which wizard you are using. Click OK. 3. There is only one marksheet to select for the Phonics Screening assessment. Click on the marksheet then click on the Green Pencil to open the marksheet. 24

26 Year 1 Phonics Screening Wizard 2016 This marksheet is the same as last year. The first column has been provided for you to enter the Threshold score (currently 32), so that if the DfE do change this later in the term it can easily be amended and the calculations re-done. 1. Fill in the Threshold score for all pupils by right clicking on the first column heading and choosing Select Grade for Column. Select There is only one mark to fill in on the phonics assessment marksheets. Valid values are between 0 and 40. Students who need to be awarded grades of A (absent), L (left), D (disapplied), or Q (maladministration) should not be given a mark; the mark cell should be left blank and the grade cell should be filled with this grade. 3. The marksheet then needs to be calculated to populate the grade and data check columns. If the grade column reads Wa it means that the expected standard has been met. 25

27 Year 2 Phonics Screening Wizard 2016 In the Year 2 phonics screening check, any pupil with Wt (did not meet the expected standard) in the Grade from Phonics Check Year 1 column will need a new mark entering for their year 2 phonics check. Click on Calculate to populate the Year 2 Grade column with either Wa or Wt depending on whether the pupil has now managed to achieve the threshold or not. The Year 2 Phonics Wizard 2016 has been predefined with a threshold score of 32. Therefore, if the threshold remains at 32 no further action is required. However, if DfE change the threshold, Capita will release an updated template on Monday 27th June How to enter year 1 phonics marks for a pupil who was at a different school in year 1 but passed their Phonics. Go into the Year 1 Phonics 2015 wizard. Select Curriculum Year 2. Open the marksheet. Enter the missing Phonics score for this pupil. 26

28 Sending the Phonics returns Once the data has been entered for Year One and Year Two Phonics Screening, you need to export a CTF to include this data then send this to county via Anycomms. The Year 1 and Year 2 data can be exported together under one CTF. 1. Click on Routines > Data Out > CTF > Export CTF 2. At the CTF Export Type window select Phonics Test Results then click on Select. 3. In Panel 2 Students click on the heading Year Taught In this will sort the pupils by Year Group. Click on the first pupil in Year 1 then hold down your Shift Key and scroll down to click on the last pupil in Year 2. All Year 1 and 2 pupils should now be highlighted in blue. 4. In the Destination LA/Other in the last selected pupils cell, click on the drop down arrow and choose North Yorkshire from the list, this should add North Yorkshire for all pupils. 5. Click on Export CTF. The CTF will be saved to J:\simsdata\CTF Export 6. To send the CTF to county, click on Anycomms (should be on your desktop) then click Start Call. Anycomms should automatically find the file and upload it to county. You should receive confirmation to say this has been sent you can save this to keep for your records. 27

29 If a pupil has been included in the Phonics assessments but has left before they are entered into SIMS then the CTF will need to browse on an earlier date to include them. Their Year taught in will be in brackets so you will need to pick this pupil plus all the other children in Years 1 and 2 by using the Ctrl key. 28

30 Assessment Reports (covering all levels) After you have completed your data entry and sent the CTF s to the relevant authorities, you may wish to print some reports to show individual pupil assessment or compare school assessments/results with national averages (where available). You may also wish to go to this area if you have imported the Key Stage 2 optional Test Results from the NCA tools website so that these can be included on pupil reports. There are no comparative reports for KS1 or KS2 as this is the first year that this range of values for these Key Stages has been collected, i.e. without levels. So there are just individual pupil reports for KS1 and KS2. 1. Open one of the wizards as instructed above (Tools > Performance > Assessment > Wizard manager). 2. Select one of the wizards from the list then click Next until you arrive at the Individual Report Format screen. 3. From this screen you can select which report you wish to run and choose the pupils which you would like to run the report for. 29

31 Examples of each report and a small description are given in Appendix One. 4. Select the report from the list at the top then choose the pupils whom you wish to run the report for. You would normally want to run the report for all pupils therefore use the Select All button. If the report shows national data and isn t going to be different for each pupil then you probably just want to choose the one pupil then print the report and photocopy it to give out to parents. 5. After the pupils have been selected you need to click on one of the four buttons on the right hand side of the report names. The options are: Preview to show the report onscreen. Print to print the report. Export to export to save the report onto your machine. Upload Report schools in other LA s may use this to upload the data to the local authority. In North Yorkshire we use the CTF s method explained above you can ignore this button. 30

32 Quick Check Sheet Return Deadline CTF Exported to: Where to send: EYFS 30 th June (Thu) North Yorkshire County via Anycomms KS1 30 th June (Thu) North Yorkshire County via Anycomms KS2 30 th June (Thu) Site opens Monday 16 May Y1/Y2 Phonics 30 th June (Thu) (threshold score for Phonics may change but this will not be announced by the DfE until 27 th June). National Assessment Agency North Yorkshire 5 h July - Results available for the Key Stage 2 tests. NCA Tools website via upload tool on the site: Assessment/Home.aspx County via Anycomms 31

33 Appendix one Assessment Reporting - example printouts EYFS Profile Pupil Report 2016 EYFS Profile School Report

34 EYFS Profile National Report

35 KS1 P1 Student England

36 KS2 P1 Student England 2016 (test results will only show after they have been returned by the NAA and imported/inputted into SIMS) 35

37 36

38 KS1 Y1 Phonics Student Eng 2016 (same for Y2) KS1 Y1 Phonics Comparative Eng 2016 (same for Y2) 37