Data Submission User Manual 2016

Transcription

1 Data Submission User Manual 2016 Performance and Intelligence (C and A) Page 1 of 49

2 Contents - Interactive Contents 2 Contact Details 4 Version Log 4 Assessment and Reporting Arrangements Guidance 5 Ensuring the Spring 2016 Release has been applied 5 Importing of the Wizards 5 Automated Import 5 Checking the Wizards have imported correctly 6 Manually Importing the Wizards 6 Early Years Foundation Stage 8 Selecting Pupils 9 Entering Early Years Results 10 Filtering or Ordering by Registration Group 11 Valid Entries 11 Methods of Entering Results 11 Reporting to Parents 12 Previewing the Report 13 Printing the Report 13 Uploading the Report 13 Exporting the Report 13 Creating your Common Transfer File (CTF) to send to Performance and Intelligence 13 Directory Details 13 Locating and Zipping 15 Phonics Year One and Year Two 16 Selecting Pupils Year 1 17 Results Entry Year 1 18 Filtering or Ordering by Registration Group 18 Reporting to Parents Year 1 20 Previewing the Report 20 Printing the Report 20 Uploading the Report 20 Exporting the Report 20 Selecting Pupils Year 2 21 Filtering or Ordering by Registration Group 22 Entering Year 2 Phonics 22 Reporting to Parents Year 2 23 Previewing the Report 23 Printing the Report 23 Uploading the Report 23 Exporting the Report 23 Creating your Common Transfer File (CTF) to send to Performance and Intelligence 24 Directory Details 24 Locating and Zipping 26 Performance and Intelligence (C and A) Page 2 of 49

3 Contents Continued Key Stage One 27 Selecting Pupils 28 Results Entry 29 Filtering or Ordering by Registration Group 29 Valid Entries 30 Methods of Entering Results 30 P Scales Marksheet 31 Valid Entries 31 Reporting to Parents 32 Preview the Report 32 Printing the Report 33 Uploading the Report 33 Exporting the Report 33 Creating your Common Transfer File (CTF) to send to Performance and Intelligence 34 Directory Details 34 Locating and Zipping 36 Key Stage Two 37 Selecting Pupils 38 Results Entry 39 Filtering or Ordering by Registration Group 39 Valid Entries 41 Methods of Entering Results 41 P Scales Marksheet 42 Valid Entries 42 Reporting to Parents 43 Preview the Report 44 Printing the Report 44 Uploading the Report 44 Exporting the Report 44 Creating your Common Transfer File (CTF) to send to Performance and Intelligence 44 Directory Details 44 Uploading to NCA Tools 47 Zipping a File 48 Performance and Intelligence (C and A) Page 3 of 49

4 Contact Details If you have any problems with the submission of this return, please do not hesitate to contact: EIS Helpdesk Or any member of the Performance and Intelligence Team on the following telephone numbers: Alternatively please Version Log Version Number Version Date Created / Amended / Amendments / Updates Updated By /05/15 Nicola Davies Guidance Notes Update Performance and Intelligence (C and A) Page 4 of 49

5 Assessment and Reporting Arrangements Guidance The guidance can be found on the gov.uk website by using the link below Ensuring the Spring 2016 Release has been applied Please note that you need to have at least version (Spring 2016 SIMS Upgrade) to run this return. To check which version you are currently on, open SIMS and on the menu bar select Help / About SIMS.net. If you do not have the correct version, your SIMS will need to be upgraded before you start this return. If you have any problems please contact EIS or by ing eis.support@kent.gov.uk Importing of the Wizards The wizards are year specific and need to be imported each year. You will need to import 5 different wizards; EYFS Profile Wizard 2016 Year 1 Phonics Screening Wizard 2016 Year 2 Phonics Screening Wizard 2016 Key Stage 1 Wizard England 2016 Key Stage 2 Wizard England 2016 Automated Import Select Focus Assessment Marksheet Entry Selecting all three check boxes may take SIMS some time to process so at a minimum please make sure that AMPARK Resources is ticked and select Yes. SIMS will then process your request and ensure the 2016 Wizards and Templates are readily available. Once complete an Activity Log is displayed. Performance and Intelligence (C and A) Page 5 of 49

6 Checking the Wizards have imported correctly Select Tools Performance Assessment Wizard Manager. The screen below should now be displayed. As you can see the 2016 Wizards have now been imported. Manually Importing the Wizards If the previous step Automated Import was unsuccessful you will need to import each Key Stage Wizard manually. To do this please Select Routines Data in Assessment Import Click the field browser button Located C:\Program Files\SIMS\SIMS.net\AMPA\ Double-click England Primary (and Middle Deemed Primary) Performance and Intelligence (C and A) Page 6 of 49

7 Select Assessment Manager and then Open. Highlight EYFS Profile Wizard 2016 and select Open. Please make sure the Overwrite with Default Values boxed is ticked, select Finish and Yes to process the import. An Activity log will then display once the process is complete. You will need to repeat this process to import each Key Stage Wizard Performance and Intelligence (C and A) Page 7 of 49

8 Early Year Foundation Stage Performance and Intelligence (C and A) Page 8 of 49

9 Early Years Foundation Stage Final deadline to return data to LA: 27 th June 2016 Selecting Pupils Select Tools Performance Assessment Wizard Manager Select EYFS Profile Wizard 2016 then Next. The Select Group Screen will now appear. You will need to click on the browser button criteria for reporting. to select the relevant To complete this statutory return we will be using the Year Group criteria (this will include all reception pupils by date of birth). If for any reason you have pupils you wish to report that are not taught in reception you will need to select National Curriculum Year and select Curriculum Year R. Click Apply then Next. Click on the + symbol next to Year Group and select Year R then select Apply and Next. Performance and Intelligence (C and A) Page 9 of 49

10 One marksheet should now be displayed EYFS Profile This marksheet is where your results will need to be entered. Entering Early Years Results To start entering your marks into the marksheet there are two methods of entry Double-clicking the marksheet OR Clicking on the edit marksheet button The pupils you selected within the Group Selector section will now be displayed along with the seventeen assessments that need to be entered. To ensure you re working with the correct pupils please change the Group Membership date to 27 th May 2016 and refresh the data. Performance and Intelligence (C and A) Page 10 of 49

11 Filtering or Ordering by Registration Group Many schools have more than one Registration Group to report for so entering data by class may be an easier / preferred option. To do this right click on the Students heading and Select Additional Student Columns. Below are all the additional columns you can choose from. For the purpose of this section I will select Registration Group and select OK. You will now see the additional column Reg Group has been added next to the student s name. You can then use the filter symbol in the top right corner to select the class you wish to start entering data for or click on the Reg Group heading itself to sort into class order. Valid Entries When adding data to the marksheet there a four valid entries A - Unable to access or exempt 1 Emerging 2 Expected 3 Exceeding Methods of Entering Results There are three ways in which you can enter pupils results 1) Typing the grade into the relevant cell for each pupil then pressing the tab button to move to the next cell. 2) Find the selected pupil right click in the required cell and click on Select Grade for Cell. Double-click on the grade, the cell will then populate with the chosen grade and move to the cell below. There is also the option of Skip to move on to the next pupil in the list, should you not be sure of a pupil s result. Click Close to close the dialog box and return to the marksheet. 3) If you know the majority of your pupils have the same grade for a particular assessment you can flood fill the cell with the specific grade. To do this right click on the column heading and click on the Select Grade for Column. You can then update the pupils who grade differs individually. Performance and Intelligence (C and A) Page 11 of 49

12 Please do not try to enter any results within the columns that contains or Calculate button this data will populate automatically. in the top right corner. Once you click the Save Once you have clicked Calculate and then the Save button, the Data Check column should fill with OK as shown above. If like the screen below you have a pink cell containing the text Missing Entry you will need to look back over the data you have just entered to find the blank cell(s). Click the Save and Close button. Although the next section of the Wizard is called Results for export we will not be using this to return your data, we will be creating a Common Transfer File (CTF). Reporting to Parents If you are still within the Wizard Click Next and skip to the next paragraph, if you have closed the Wizard select Tools Performance Assessment Wizard Manager Select EYFS Profile Wizard 2016 and click Next. Click Next to the Select Group section. Once the marksheet are displayed click Next. The group membership date will default to the current date and therefore will need to change to 11/04/ /05/16 to include pupils that may have left/joined your school during this time, then click Refresh. The following three reports can be produced once all data has been completed; EYFS Profile National Report 2016 EYFS Profile Pupil Report 2016 EYFS Profile School Report 2016 Performance and Intelligence (C and A) Page 12 of 49

13 Previewing the Report Once you have selected the report you wish to preview from the Individual Report Format please make sure that only one pupil from the Students section is selected before pushing the preview button (shown above) you may find this to be a lengthily process. Printing the Report Once you have selected the report you wish to preview from the Individual Report Format please make sure that only the required pupils are selected from the Students section. If you require all pupils to have a printed copy of their report you will need to check the box next to each pupil name. Click the Print button (shown above). Uploading the Reports Clicking the Generate button (shown above) will send a copy of the report to the linked documents area in the students record. Exporting the Reports You can also export a copy of the report to save in a secure location for example a staff drive. Click Next and then Finish. You will then receive a screen saying Results have not been exported. Do you wish to close the wizard? please select Yes. Creating your Early Years Common Transfer File to send to Performance & Intelligence To return your Early Years data to Performance and Intelligence you will need to complete the follow steps by 27 th June 2016, password protecting your zip file sending it in an to maninfo@medway.gov.uk. Directory Details To find your directory details Click on Tools Setups CTF and the following screen will appear Your directory details may be different please make a note of the following file paths as you will need to locate these later on in the process CTF import directory CTF export directory Performance and Intelligence (C and A) Page 13 of 49

14 If the boxes are blank, you will need to set up the directories. Click on the magnifying glass next to each box and navigate to where the SIMS directory is. This will probably be: C:\Program Files\SIMS\CTF\CTFIN. If you make any changes, please remember to Save before Closing. Creating a Common Transfer File (CTF) Select Routines Data Out CTF Export CTF Select Early Years Foundation Stage Data (FSP) Within Student Option click on Effective Date and select 27/05/2016, leave View as Current students, make sure Include students already exported is ticked and click the Refresh Students button. Click on the drop down arrow to the right of Year Grp and select R (as shown below). If you have pupils that you are reporting on who are not of the correct age for the year group then select Year Taught in as opposed to Year Grp. If you have pupils leave your schools that you still need to report, please change the View to Current students and Leavers this year and select Refresh Students. If you select Year Grp choose Custom option and use the following criteria. Performance and Intelligence (C and A) Page 14 of 49

15 Please note when using a custom filter the data has to match exactly what s recorded within your system. Therefore when selecting (R) often a space can be found after the first bracket and before R itself (please see below). A Destination LA/Other will now need to be completed for all pupils that you re reporting for. To do this right click in the first blank cell under the Destination LA/Other column and click Select All. Once the down arrow appears, scroll and click on Medway. All relevant pupils should now be highlighted. To check this click on the Destination LA/Other heading this will sort the column and any pupils missing a destination will either be at the top or the bottom of the page. You will now need to click the Export CTF button and Yes. Once the file has finished exporting the following screen will appear. Please make sure the file name includes FSP Please make a note of the file name as this will be the file you will need to send to Performance and Intelligence. Common Transfer File (CTF) An Exception Log will then appear. This will show the number of pupils exported within the file which should be the number of pupils for whom you have recorded assessments. Locating and Zipping a file You will now need to refer back to your Directory Details section to locate your saved file. Once you have located your file. The zipping process to send the file to P and I can be found on page 48. Performance and Intelligence (C and A) Page 15 of 49

16 Phonics Year One & Year Two Performance and Intelligence (C and A) Page 16 of 49

17 Phonics Final deadline to return data to LA: 30 th June 2016 Hopefully, when importing the EYFS Profile Wizard 2016 you will have imported the Year 1 Phonics Screening Wizard 2016 and Year 2 Phonics Screening Wizard If not please go back to Page 5 and complete this process. Selecting Pupils Year 1 Phonics Select Tools Performance Assessment Wizard Manager Select Year 1 Phonics Screening Wizard 2016 and select Next The Select Group Screen will now appear, you will need to click on the browser button criteria for reporting. to select the relevant To complete this statutory return we will be using the Year Group criteria (this will include all reception pupils by date of birth). If for any reason you have pupils you wish to report that are not taught in year 1 you will need to select National Curriculum Year and select Curriculum Year 1. Click Apply then Next. Performance and Intelligence (C and A) Page 17 of 49

18 One marksheet should now be displayed, Phonics Screening Year This marksheet is where your results will need to be entered. Results Entry To start entering your marks into the marksheet there are two methods of entry Double-clicking the marksheet OR Clicking on the edit marksheet button The pupils you selected within the Group Selector section will now be displayed along with the one assessment that needs to be entered. To ensure you re working with the correct pupils please change the date to 27 th May 2016 and refresh the data. Filtering or Ordering by Registration Group Many schools have more than one Registration Group to report for so entering data by class may be an easier / preferred option. To do this right click on the Students heading and Select Additional Student Columns. Below are all the additional columns you can choose from. For the purpose of this section I will select Registration Group and select OK. Performance and Intelligence (C and A) Page 18 of 49

19 You will now see the additional column Reg Group has been added next to the student s name. You can then use the filter symbol in the top right corner to select the class you wish to start entering data for or click on the Reg Group heading itself to sort into class order. Entering Year 1 Phonics The administering of phonics Screening Checks begins the week of 13th June 2016 so if any pupils left before that week, or have arrived since then; you should change the Group Membership Date to 17th June 2016 and click on the Refresh button. Information provided on the GOV.UK website states the threshold mark will be published on 27th June therefore the threshold mark is not needed for you to submit your return to the LA. Please enter the phonics mark as appropriate (0-40). Click Calculate, Save then Close. Once the threshold mark has been released (27 th June 2016) please reopen the marksheet and right-click on the Threshold Score Phonics Check Year 1 column heading and Select Grade for Column. Select the applicable mark and this will flood fill the column. Click the Calculate and Save which will populate Grade for Phonics Check Year 1. Although the next section of the Wizard is called Results for export we will not be using this to return your data, we will be creating a Common Transfer File (CTF). Performance and Intelligence (C and A) Page 19 of 49

20 Reporting to Parents - Year 1 Phonics If you are still within the Wizard Click Next, if you have closed the Wizard select Tools Performance Assessment Wizard Manager Select Year 1 Phonics Screening Wizard 2016 and click Next. Click Next to the Select Group Section. Once the marksheet are displayed click Next. Select Phonics Screening Year The group membership date will default to the current date and therefore will need to change to 13/06/ /06/16 to include pupils that may have left/joined your school during this time. The following three reports can be produced once all data has been completed KS1 Y1 Phonics Student Eng 2016 KS1 Y1 Phonics Comparative Eng 2016 Previewing the Report Once you have selected the report you wish to preview from the Individual Report Format please make sure that only one pupil from the Students section is selected before pushing the preview button (shown above) you may find this to be a lengthily process. Printing the Report Once you have selected the report you wish to preview, from the Individual Report Format please make sure that only the required pupils are selected from the Students section. If you require all pupils to have a printed copy of their report you will need to check the box next to each pupil name. Click the Print button (shown above). Uploading the Reports Clicking the Generate button (shown above) will send a copy of the report to the linked documents area in the students record. Exporting the Reports You can also export a copy of the report to save in a secure location for example a staff drive. Click Next and then Finish. You will then receive a screen saying Results have not been exported. Do you wish to close the wizard? please select Yes. If you do not have any Year 2 pupils retaking Phonics please skip to page 23 Performance and Intelligence (C and A) Page 20 of 49

21 Year 2 Phonics Pupils who did not reach the expected standard for phonic decoding at the end of Year 1 are required to retake the screening check in Year 2. Selecting Pupils Select Tools Performance Assessment Wizard Manager Select Year 2 Phonics Screening Wizard 2016 and click Next. The Select Group Screen will now appear. You will need to click on the browser button criteria for reporting. to select the relevant To complete this statutory return we will be using the Year Group criteria (this will include all year 2 pupils by date of birth). If for any reason you have pupils you wish to report that are not taught in year 2 you will need to select National Curriculum Year and select Curriculum Year 2. Click on the + symbol next to Year Group and select Year 2 then select Apply. One marksheet should now be displayed Phonics Screening Year This marksheet is where your results will need to be entered Performance and Intelligence (C and A) Page 21 of 49

22 Filtering or Ordering by Registration Group Many schools have more than one Registration Group to report for so entering data by class may be an easier / preferred option. To do this right click on the Students heading and Select Additional Student Columns. Below are all the additional columns you can choose from. For the purpose of this section I will select Registration Group and select OK. You will now Entering Year 2 Phonics Results The group membership date will default to the current date and therefore will need to change to 17/06/16 to include pupils that may have left/joined your school during this time. Click Refresh and Calculate. Any pupils that did not reach the expected standard will have Missing in a pink Cell within the Data Check column. Please enter the phonics mark as appropriate (0-40). Click Calculate, Save then Close. Although the next section of the Wizard is called Results for export we will not be using this to return your data, we will be creating a Common Transfer File (CTF). Performance and Intelligence (C and A) Page 22 of 49

23 Year 2 Phonics Reporting to Parents Schools must report each pupil s score, and whether it meets the required standard, to parents by the end of the summer term. If you are still within the Wizard Click Next and skip to the next paragraph, if you have closed the Wizard select Tools Performance Assessment Wizard Manager Select Year 2 Phonics Screening Wizard 2016 and click Next. Click Next to the Group Selection. Once the marksheets are displayed click Next. Select Phonics Screening Year The group membership date will default to the current date and therefore will need to change to 13/06/ /06/16 to include pupils that may have left/joined your school during this time. The following reports can be produced once all data has been completed; KS1 Y2 Phonics Student Eng 2016 KS1 Y2 Phonics Comparative Eng 2016 Previewing the Report Once you have selected the report you wish to preview from the Individual Report Format, please make sure that only one pupil from the Students section is selected before pushing the preview button (shown above). You may find this to be a lengthily process. Printing the Report Once you have selected the report you wish to preview from the Individual Report Format please make sure that only the required pupils are selected from the Students section. If you require all pupils to have a printed copy of their report you will need to check the box next to each pupil name. Click the Print button (shown above). Uploading the Reports Clicking the Generate button (shown above) will send a copy of the report to the linked documents area in the students record. Exporting the Reports You can also export a copy of the report to save in a secure location for example a staff drive. Click Next and then Finish. You will then receive a screen saying Results have not been exported. Do you wish to close the wizard? please select Yes. Performance and Intelligence (C and A) Page 23 of 49

24 Creating your Phonics Common Transfer File to send to Performance & Intelligence To return your Phonics data to Performance and Intelligence you will need to complete the follow steps by 30 th June 2016, password protecting and zipping the file sending it in an to Directory Details To find your directory details click on Tools Setups CTF and the following screen will appear Your directory details may be different please make a note of the following file paths as you will need to locate these later on in the process CTF import directory CTF export directory If the boxes are blank, you will need to set up the directories. Click on the magnifying glass next to each box and navigate to where the SIMS directory is. This will probably be: C:\Program Files\SIMS\CTF\CTFIN. If you make any changes, please remember to Save before Closing. Creating a Common Transfer File (CTF) Select Routines Data Out CTF Export CTF Select Phonics Test Results Within Student Option click on Effective Date and select 17/06/2016, leave View as Current students. Make sure Include students already exported is ticked and click the Refresh Students button. Performance and Intelligence (C and A) Page 24 of 49

25 If you have pupils that are taught out of year group and need to report for please use Year Taught as opposed to Year Grp. If you have pupils leave your schools that you still need to report, please change the View to Current students and Leavers this year and select Refresh Students. If you select Year Grp choose Custom option and use the following criteria. Please note when using a custom filter the data has to match exactly what s recorded within your system therefore when selecting (1) often a space can be found after the first bracket and before 1 itself (please see below). Click on the drop down arrow to the right of Year Grp and select 1. A Destination LA/Other will now need to be completed for all pupils that you re reporting for. To do this right click in the first blank cell under the Destination LA/Other column within the Students section and click Select All. Once the down arrow appears scroll and click on Medway. The same process will need to be completed for Year 2 (as shown below). You will now need to click the Export CTF button and Yes. Once the file has finished exporting the following screen will appear. Performance and Intelligence (C and A) Page 25 of 49

26 Please make sure the file name includes PHO Please make a note of the file name as this will be the file you will need to send to Performance and Intelligence. Common Transfer File (CTF) An Exception Log will then appear. This will show the number of pupils exported within the file which should be the number of pupils for whom you have recorded assessments. Locating and Zipping a file You will now need to refer back to your Directory Details section to locate your saved file. Once you have located your file. The zipping process to send the file to P and I can be found on page 48. Performance and Intelligence (C and A) Page 26 of 49

27 Key Stage One Performance and Intelligence (C and A) Page 27 of 49

28 Key Stage One Final deadline to return data to LA: 30 th June 2016 Hopefully, when importing the EYFS Profile Wizard 2016 you will have imported the Key Stage 1 Wizard England If not please go back to Page 5 and complete this process. Selecting Pupils Select Tools Performance Assessment Wizard Manager Select Key Stage 1 Wizard England 2016 then Next. The Select Group Screen will now appear. You will need to click on the browser button to select criteria for reporting. the relevant To complete this statutory return we will be using the Year Group criteria (this will include all reception pupils by date of birth). If for any reason you have pupils you wish to report that are not taught in year 2 you will need to select National Curriculum Year and select Curriculum Year 2. Click on the + symbol next to Year Group and select Year 2 then select Apply and Next. For the purpose of the Key Stage One statutory collection we will be using the following two marksheets KS1 A. Teacher Assessment 2016 KS1 B. P Scale Data Entry 2016 (KS1 B. P Scale Data Entry 2016 for applicable pupils those assessed who have not met the expected standard of the Pre Key Stage (BLW) in Reading, Writing or Maths or for those who have not met the expected standard (HNM) in Science). Performance and Intelligence (C and A) Page 28 of 49

29 KS1 C. Tests Outcomes 2016 is an optional marksheet which can be used to support the Teacher Assessment by entering the results of the reformed curriculum tests. Results Entry To start entering your marks into the marksheet there are two methods of entry Double-clicking the marksheet OR Clicking on the edit marksheet button The pupils you selected within the Group Selector section will now be displayed along with the four assessments that need to be entered. To ensure you re working with the correct pupils please change the date to 27 th May 2016 and refresh the data. Filtering or Ordering by Registration Group Many schools have more than one Registration Group to report for so entering data by class may be an easier / preferred option. To do this right click on the Students heading and Select Additional Student Columns. Below are all the additional columns you can choose from. For the purpose of this section I will select Registration Group and select OK. Performance and Intelligence (C and A) Page 29 of 49

30 You will now see the additional column Reg Group has been added next to the student s name. You can then use the filter symbol in the top right corner to select the class you wish to start entering data for or click on the Reg Group heading itself to sort into class order. Entering Key Stage One Teacher Assessment To ensure you are working with the correct pupils please change the Group Membership date to 27 May 2016 and click on Refresh. Valid Entries Please note each data entry column will not allow you to enter an invalid entry. Please see below for valid entries Reading, Writing, Mathematics Science Grade A D BLW PKF WTS EXS GDS Description Absent Disapplied Below the standard of the pre-key stage Foundations for the expected standard Working towards the expected standard Working at the expected standard Working in greater depth at the expected standard Grade A D U HNM EXS Description Absent Disapplied Disapplied Has not met the standard Working at the expected standard Performance and Intelligence (C and A) Page 30 of 49

31 Methods of Entering Results There are three ways in which you can enter pupil s results 1) Typing the grade into the relevant cell for each pupil then pressing the tab button to move to the next cell 2) Find the selected pupil right click in the required cell and click on Select Grade for Cell. Double-click on the grade, the cell will then populate with the chosen grade and move to the cell below. There is also the option of Skip to move on to the next pupil in the list, should you not be sure of a pupil s result. Click Close to close the dialog box and return to the marksheet. 3) If you know the majority of your pupils have the same grade for a particular assessment you can flood fill the cell with the specific grade. To do this right click on the column heading and click on the Select Grade for Column. You can then update the pupils who grade differs manually. Please do not try to enter any results within the columns that contains or Calculate button this data will populate automatically. in the top right corner, once you click the Save Once you have clicked the Save or Calculate and then Save buttons the Data Check column should fill with OK as shown above if like the screen below you have a pink cell containing the text Missing Entry you will need to look back over the data you have just entered to find the blank cell. Click the Save and Close button. Performance and Intelligence (C and A) Page 31 of 49

32 P Scales Marksheet Valid Entries P Scale Subject English Reading Writing Speaking Listening Mathematics Number Using and Applying Maths Shape, Space & Measure Science Valid Entries P1i, P1ii, P2i, P2ii, P3i, P3ii, NOT SEN P4, P5, P6, P7, P8, NOT SEN P4, P5, P6, P7, P8, NOT SEN P4, P5, P6, P7, P8, NOT SEN P4, P5, P6, P7, P8, NOT SEN P1i, P1ii, P2i, P2ii, P3i, P3ii, NOT SEN P4, P5, P6, P7, P8, NOT SEN P4, P5, P6, P7, P8, NOT SEN P4, P5, P6, P7, P8, NOT SEN P1i, P1ii, P2i, P2ii, P3i, P3ii, NOT SEN To ensure you are working with the correct pupils please change the Group Membership date to 27 May 2016 and click on Refresh. All pupils working below the standard of the Pre Key Stage (BLW) in Reading, Writing or Maths or for those who have not met the expected standard (HNM) in Science will need to have a grade entered into KS1 B. P Scale Data Entry 2016 marksheet. Once the P Scale has been entered into the relevant column please click the Calculate and Save button. Pupils with missing P Scales will show as Failed! (Valid entries for the cell can be found on the previous page). This will need to be corrected before you can progress to sending the completed file to Performance and Intelligence. Click the Save and Close button. Although the next section of the Wizard is called Results for export we will not be using this to return your data, we will be creating a Common Transfer File (CTF). Performance and Intelligence (C and A) Page 32 of 49

33 Reporting to Parents If you are still within the Wizard Click Next and skip to the next paragraph, if you have closed the Wizard select Tools Performance Assessment Wizard Manager Select Key Stage 1 Wizard 2016 and click Next. Click Next to the Group Selection. Once the marksheet are displayed click Next. Select KS1 P1 Student England The group membership date will default to the current date and therefore will need to change to 11/04/ /05/16 to include pupils that may have left/joined your school during this time. The following report can be produced once all data has been completed; KS1 P1 Student England 2016 Previewing the Report Once you have selected the report you wish to preview from the Individual Report Format please make sure that only one pupil from the Students section is selected before pushing the preview button (shown above). Printing the Report Once you have selected the report you wish to preview from the Individual Report Format please make sure that only the required pupils are selected from the Students section. If you require all pupils to have a printed copy of their report you will need to check the box next to each pupil name. Click the Print button (shown above). Uploading the Reports Clicking the Generate button (shown above) will send a copy of the report to the linked documents area in the students record. Exporting the Reports You can also export a copy of the report to save in a secure location for example a staff drive. Click Next and then Finish. You will then receive a screen saying Results have not been exported. Do you wish to close the wizard? please select Yes. Performance and Intelligence (C and A) Page 33 of 49

34 Creating your Key Stage One Common Transfer File (CTF) to send to Performance & Intelligence To return your KS1 data to Performance and Intelligence you will need to complete the follow steps by 27 th June 2016, password protecting and zipping the file sending it in an to Directory Details To find your directory details Click on Tools Setups CTF and the following screen will appear Your directory details may be different please make a note of the following file paths as you will need to locate these later on in the process CTF import directory CTF export directory If the boxes are blank, you will need to set up the directories. Click on the magnifying glass next to each box and navigate to where the SIMS directory is. This will probably be: C:\Program Files\SIMS\CTF\CTFIN. If you make any changes, please remember to Save before Closing. Creating a Common Transfer File (CTF) Select Routines Data Out CTF Export CTF Select KS1 excluding Tests and Tasks Performance and Intelligence (C and A) Page 34 of 49

35 To ensure you are working with the correct pupils please change the Group Membership date to 27 May 2016 and click on Refresh Click on the drop down arrow to the right of Year Grp and select 2 (as shown below). If you have pupils that are taught out of year group and need to report for please use Year Taught as opposed to Year Grp. If you have pupils leave your schools that you still need to report, please change the View to Current students and Leavers this year and select Refresh Students. If you select Year Grp choose Custom option and use the following criteria. Please note when using a custom filter the data has to match exactly what s recorded within your system therefore when selecting (2) often a space can be found after the first bracket and before 2 itself (please see below). A Destination LA/Other will now need to be completed for all pupils that you re reporting for. To do this right click in the first blank cell under the Destination LA/Other column and click Select All. Once the down arrow appears scroll and click on Medway. Performance and Intelligence (C and A) Page 35 of 49

36 All relevant pupils should now be highlighted. To do check this click on the Destination LA/Other heading this will sort the column and any pupils missing a destination will either be at the top or the bottom of the page. You will now need to click the Export CTF button and Yes. Once the file has finished exporting the following screen will appear. Please make sure the file name includes KS1 Please make a note of the file name as this will be the file you will need to send to Performance and Intelligence. Common Transfer File (CTF) An Exception Log will then appear. This will show the number of pupils exported within the file which should be the number of pupils for whom you have recorded assessments. Locating and Zipping a file You will now need to refer back to your Directory Details section to locate your saved file. Once you have located your file. The zipping process to send the file to P and I can be found on page 48. Performance and Intelligence (C and A) Page 36 of 49

37 Key Stage Two Performance and Intelligence (C and A) Page 37 of 49

38 Key Stage Two Final deadline to return data to National Assessment Agency (NAA): 30 th June 2016 Hopefully, when importing the EYFS Profile Wizard 2016 you will have imported the Key Stage 2 Wizard England If not please go back to Page 5 and complete this process. Selecting Pupils Select Tools Performance Assessment Wizard Manager Select Key Stage 2 Wizard England 2016 then Next. The Select Group Screen will now appear. You will need to click on the browser button criteria for reporting. to select the relevant To complete this statutory return we will be using the Year Group criteria (this will include all Key Stage Two pupils by date of birth). If for any reason you have pupils you wish to report that are not taught in Key Stage Two you will need to select National Curriculum Year and select Curriculum Year 6. Click on the + symbol next to Year Group and select Year 6 then select Apply and Next. For the purpose of the Key Stage Two statutory collection we will be using the following two marksheets KS2 A. Teacher Assessment 2016 KS2 B. P Scale Data Entry 2016 (KS2 B. P Scale Data Entry 2016 for applicable pupils those assessed who have not met the expected standard of the Pre Key Stage (BLW) in Reading, Writing or Maths or for those who have not met the expected standard (HNM) in Science). KS2 C. Tests Outcomes 2016 is an optional marksheet which can be used to support the Teacher Assessment by entering the results of the reformed curriculum tests. Performance and Intelligence (C and A) Page 38 of 49

39 Results Entry To start entering your marks into the marksheet there are two methods of entry Double-clicking the marksheet OR Clicking on the edit marksheet button The pupils you selected within the Selecting Pupils section will now be displayed along with the four assessments that need to be entered. Filtering or Ordering by Registration Group Many schools have more than one Registration Group to report for so entering data by class may be an easier / preferred option. To do this right click on the Students heading and Select Additional Student Columns. Below are all the additional columns you can choose from. For the purpose of this section I will select Registration Group and select OK. Performance and Intelligence (C and A) Page 39 of 49

40 You will now see the additional column Reg Group has been added next to the student s name. You can then use the filter symbol in the top right corner to select the class you wish to start entering data for or click on the Reg Group heading itself to sort into class order. Entering Key Stage Two Teacher Assessment To ensure you re working with the correct pupils please change the date to 13 th May 2016 and refresh the data. Performance and Intelligence (C and A) Page 40 of 49

41 Valid Entries Please note each data entry column will not allow you to enter an invalid entry. Please see below for valid entries Reading & Maths Science Grade Description A Absent D Disapplied L Left F Pupil will take the test in the future P Pupil has taken the test in the past BLW Below the standard of the pre-key stage PKF Foundations for the expected standard PKE Early development of the expected standard PKG Growing development of the expected standard HNM Has not met the standard EXS Working at the expected standard Writing Grade A D L F P HNM EXS Absent Disapplied Description Left Pupil will take the test in the future Pupil has taken the test in the past Has not met the standard Working at the expected standard Grade A D L F P BLW PKF PKE PKG WTS EXS GDS Description Absent Disapplied Left Pupil will take the test in the future Pupil has taken the test in the past Below the standard of the pre-key stage Foundations for the expected standard Early development of the expected standard Growing development of the expected standard Working towards the expected standard Working at the expected standard Working at greater depth at the expected standard Methods of Entering Results There are three ways in which you can enter pupils results 1) Typing the grade into the relevant cell for each pupil then pressing the tab button to move to the next cell. 2) Find the selected pupil right click in the required cell and click on Select Grade for Cell. Double-click on the grade, the cell will then populate with the chosen grade and move to the cell below. There is also the option of Skip to move on to the next pupil in the list, should you not be sure of a pupil s result. Click Close to close the dialog box and return to the marksheet. 3) If you know the majority of your pupils have the same grade for a particular assessment you can flood fill the cell with the specific grade. To do this right click on the column heading and click on the Select Grade for Column. You can then update the pupils who grade differs individually. Performance and Intelligence (C and A) Page 41 of 49

42 Please do not try to enter any results within the columns that contains or Calculate button this data will populate automatically. in the top right corner, once you click the Save Once you have clicked the Save or Calculate and then Save buttons the Data Check column should fill with OK as shown above if like the screen below you have a yellow cell containing the text Fail! you will need to look back over the data you have just entered to find the blank cell. Click the Save and Close button. P Scales Marksheet Valid Entries P Scale Subject English Reading Writing Speaking Listening Mathematics Number Using and Applying Maths Shape, Space & Measure Science Valid Entries P1i, P1ii, P2i, P2ii, P3i, P3ii, NOT SEN P4, P5, P6, P7, P8, NOT SEN P4, P5, P6, P7, P8, NOT SEN P4, P5, P6, P7, P8, NOT SEN P4, P5, P6, P7, P8, NOT SEN P1i, P1ii, P2i, P2ii, P3i, P3ii, NOT SEN P4, P5, P6, P7, P8, NOT SEN P4, P5, P6, P7, P8, NOT SEN P4, P5, P6, P7, P8, NOT SEN P1i, P1ii, P2i, P2ii, P3i, P3ii, P4, P5, P6, P7, P8, NOT SEN To ensure you are working with the correct pupils please change the Group Membership date to 13 May 2016 and click on Refresh Performance and Intelligence (C and A) Page 42 of 49

43 All pupils working below the standard of the Pre Key Stage (BLW) in Reading, Writing or Maths or for those who have not met the expected standard (HNM) in Science, will need to have a grade entered into KS2 B. P Scale Data Entry 2016 marksheet (as shown below). Once all P Scales are completed click the Calculate and Save. Please note P Scale parameters for an assessment cannot be present for both overall subject and for subject component, unless all parameters are recorded as NOTSEN. If Reading is BLW then English or Reading P Scale should be entered. Speaking and Listening are optional. If Writing is BLW then English or Writing P Scale should be entered. Speaking and Listening are optional. Reading and Writing must both be set to BLW if overall English P Scale is to be used. Reporting to Parents If you are still within the Wizard Click Next, if you have closed the Wizard select Tools Performance Assessment Wizard Manager Select Key Stage 2 Wizard 2016 and click Next. Click Next to the Group Selection. Once the marksheet are displayed click Next. Select KS2 P1 Student England The To and the From date will default to the current date and therefore will need to change to 09/05/ /05/16 to include pupils that may have left/joined your school during this time. The following report can be produced once all data has been completed KS2 P1 Student England 2016 Click the Save and Close button. Although the next section of the Wizard is called Results for export we will not be using this to return your data, we will be creating a Common Transfer File (CTF). Performance and Intelligence (C and A) Page 43 of 49

44 Previewing the Report Once you have selected the report you wish to preview from the Individual Report Format please make sure that only one pupil from the Students section is selected before pushing the preview button (shown above) you may find this to be a lengthily process. Printing the Report Once you have selected the report you wish to preview from the Individual Report Format please make sure that only the required pupils are selected from the Students section. If you require all pupils to have a printed copy of their report you will need to check the box next to each pupil name. Click the Print button (shown above). Uploading the Reports Clicking the Generate button (shown above) will send a copy of the report to the linked documents area in the students record. Exporting the Reports You can also export a copy of the report to save in a secure location for example a staff drive. Click Next and then Finish. You will then receive a screen saying Results have not been exported. Do you wish to close the wizard? please select Yes. Creating your Key Stage Two Common Transfer File (CTF) to upload to NCA Tools To return your Key Stage Two data to NCA Tools you will need to complete the follow steps by 30 th June 2016 and uploading to the following web site Please note returns can be submitted from 16 th May 2016 up to the deadline date. Directory Details To find your directory details Click on Tools Setups CTF and the following screen will appear Your directory details may be different please make a note of the following file paths as you will need to locate these later on in the process CTF import directory CTF export directory Performance and Intelligence (C and A) Page 44 of 49

45 If the boxes are blank, you will need to set up the directories. Click on the magnifying glass next to each box and navigate to where the SIMS directory is. This will probably be: C:\Program Files\SIMS\CTF\CTFIN. If you make any changes, please remember to Save before Closing. Creating a Common Transfer File (CTF) Select Routines Data Out CTF Export CTF Select KS2 To ensure you are working with the correct pupils please change the Group Membership date to 13 th May 2016 and click on Refresh Click on the drop down arrow to the right of Year Grp and select 6 (as shown below) If you have pupils that are taught out of year group and need to report for please use Year Taught as opposed to Year Grp. If you have pupils leave your schools that you still need to report please change the View to Current students and Leavers this year and select Refresh Students. If you select Year Grp choose Custom option and use the following criteria. Performance and Intelligence (C and A) Page 45 of 49

46 Please note when using a custom filter the data has to match exactly what s recorded within your system therefore when selecting (6) often a space can be found after the first bracket and before 6 itself (please see below). All relevant pupils should now be highlighted. To do check this click on the Destination LA/Other heading this will sort the column and any pupils missing a destination will either be at the top or the bottom of the page. You will now need to click the Export CTF button and Yes. Once the file has finished exporting the following screen will appear. Please make sure the file name includes KS2. Please make a note of the file name as this will be the file you will need to upload to NCA Tools. Common Transfer File (CTF) An Exception Log will then appear. This will show the number of pupils exported within the file which should be the number of pupils for whom you have recorded assessments. Performance and Intelligence (C and A) Page 46 of 49

47 Uploading your file to NCA Tools Web Site Open Internet Explorer and go to If you experience any problems uploading Teacher Assessments or downloading results from the NCA Tools website please or contact the national curriculum assessments helpline on Performance and Intelligence (C and A) Page 47 of 49

48 Adding your completed data files to a password protected zip file. For the purpose of this section I will choose to send all data files in one zip file. You do not have to wait until all Key Stages are complete before sending the data to Performance and Intelligence. Please locate your files based on the saved name / locations earlier in the document. Click on the first data submission for example _FSP_887LLLL_001.xml and hold down the Ctrl button. Select the next two data submissions for example _PHO_887LLLL_003.xml and _KS1_887LLLL_002.xml. Let go of the Ctrl button and right click on one of the highlighted data submission. This will display a screen similar to the one shown below. Click on 7-Zip Add to archive. The following screen with then be shown You will need to give the file a suitable name. For example Your school name and Which key stage the file is relating to Give your file a suitable password and click ok. Performance and Intelligence (C and A) Page 48 of 49

49 As you can see I now have a 7z file stating my school name (Test School) and my key stage (All - FSP, PHO, KS1). Please attach the 7z file to an and send it to Performance and Intelligence using the following address maninfo@medway.gov.uk. Please send the password in a separate to the same address or by phone using the contact details on page 4. Performance and Intelligence (C and A) Page 49 of 49