Phonics Screening Check

Phonics Screening Check Statutory Data Return Guide For SIMS.net Return Key Stage Return to be sent via Date for Submission to LA Year 1 and Year 2 Phonics Screening Schools with pupil in Year 1 and any child in Year 2 who did not meet expected levels in 2014. S2S Website Tuesday 26 th June 2015

Contents Overview of the End of Key Stage Procedures... 2 Introduction... 2 Processing the Year 1 Phonics Screening Check... 3 Schools using OPT... 3 Reporting KS1 Phonics to the LA... 4 Step 1 Importing the Assessment Wizard for the Year 1 Phonics Screening Check... 6 Step 2 Using the KS1 Year 1 Phonics Screening Check Wizard... 7 Step 3 Results Entry... 9 Step 4- Using the Year 2 Phonics Screening Wizard 2015... 11 Results Entry... 12 Exporting Results... 13 Step 5 - Exporting the Results in a CTF... 13 Secure Access Guidance... 15 Step 6 Return of Phonics Screening Check... 15 Step 8 Using the Wizards for Reporting to Parents... 18 Step by Step - Printing an Individual Report for Each Pupil... 18 Appendix A - Printing a Blank Marksheet... 20 Appendix B - Entering the Threshold Score... 21 Entering the Threshold Score... 21 1

01 Overview of the End of Key Stage Procedures Introduction Each year schools are required to submit teacher assessments and test results for pupils at the end of their Key Stage or for other significant occurrences such as the phonics test. This process can be managed through the Key Stage wizards in SIMS, ensuring that this important data is maintained within SIMS and that an accurate picture of a pupil s statutory assessment record is compiled. Deadline 26 th June 2015 Summary The steps for completing the End of Key Stage process are as follows; importing Key Stage wizards setting up the wizards with appropriate pupils using the marksheets available to record Phonics test marks exporting the results uploading the CTF to the LA producing standard Phonics reports for parents 2

02 Processing the Year 1 Phonics Screening Check 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 15th June 2015. The threshold pass mark will be released by the DfE on the 29 th June, once the threshold mark is recorded in Threshold Score Phonics Check Year 1 column, the Grade for Phonics Check Column will be automatically populated. NOTE: The Spring 2015 SIMS update contains two wizards for the recording of phonics test information. The Year 1 Phonics Screening Wizard 2015 is used to record results for Year 1 pupils and the Year 2 Phonics Screening Wizard 2015, 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. Wizards are automatically placed in a folder on each school s computer as part of the upgrade process, this will usually be: x:\program files\sims\sims.net\ampa\england primary (and middle deemed primary)\assessment manager (x is where your SIMS data is saved) Schools using OPT The Y1 Phonics Screening has been added to the OPT Tracking Reading Y1 marksheet and the re-take to the OPT Tracking Reading Y2 marksheet. The columns are linked in with the statutory wizard to avoid any duplication so wheather you decide to use the statutory wizard or the OPT marksheets the data will be recorded in both. Note: OPT marksheet won t calculate the Phonic Check Grade column, you can enter the marks once you have assessed your pupils. Once the threshhold is released on the 29 th June, you need to calculate the statutory wizard to update the Phonic check Grade column in the OPT marksheet. Example of the OPT Tracking Reading Marksheet. 3

Reporting KS1 Phonics to the LA All children in Year 1 in the school year 2014/15 must take the phonics screening check. Children in Year 2 must also take the check if they did not meet the required standard in Year 1. However, it is possible to withdraw children from the check if the Headteacher feels it is appropriate to do so. Any child currently in Year 2 who was not assessed in 2014 should be considered for the phonics screening check in 2015. In most cases schools should be aware which Year 2 pupils need to re-take the check. If you are unsure you can use the Searchable data function of the Key to success website at www.keytosuccess.education.gov.uk/schools/ to search for those pupils by their Unique Pupil Number. Pupils who do not need to take the check again will be indicated by a phonics outcome of Wa. Results should be entered onto SIMS. Net and submitted to the LA via the school to school (s2s) website Please refer to the Assessment and Reporting Arrangements (ARA) Key Stage 1 if you require any clarification. Pupils in year 1 All children in Year 1 in the school year 2014/15 must take the phonics screening check unless they have no understanding of grapheme-phoneme correspondences. Eligible pupils in year 2 These pupils should also take the phonics screening check. Those who didn t take the check in year 1 because they were absent, were working below the level of the check or had recently arrived in the country and couldn t speak confidently in English. Those who didn t reach the expected standard in year 1. Those who entered the schooling system in year 2. If pupils in year 2 still don t understand grapheme-phoneme correspondences or are unable to access the materials, you don t have to administer the check to them. If a pupil joins a school in year 2, the CTF should include information about whether the pupil reached the expected standard in the check in year 1. If this information isn t provided, you should either contact your LA or use the Key to Success website to search for the pupil by their Unique Pupil Number. Pupils who don t need to take the check again will be indicated by a phonics outcome of Wa (pupil took the phonics screening check and met the expected standard). If you can t establish whether the pupil took the check in year 1, the pupil should take the check in year 2. The check must be administered to year 2 pupils during the week commencing 15 June and in the same way as to year 1 pupils. Pupils who move schools If a pupil arrives at a school just before or during phonics screening check week they should still attempt the check, unless they have no understanding of grapheme-phoneme correspondences. (The check week begins on Monday 15 June.) Please send your KS1 Phonics Screening check data by Friday 26 th June 2015. 4

Use the following codes: Description Pupil took the phonics screening check and met the expected standard Pupil took the phonics screening check and did not meet the required standard Absent Pupil did not take the phonics screening check Pupil has left the school What to record Score - record in the Phonics mark field Score - record in the Phonics mark field A record in the Phonics outcome field D record in the Phonics outcome field L record in the Phonics outcome field Most children are expected to be able to access the phonics screening check, in particular the list of practice words. However a Head teacher may decide that a child should not take part if they have not shown any understanding of the grapheme-phoneme correspondences. However, this decision must be taken after discussion with parents and documentary evidence provided if appropriate. If any children have only recently moved to the country and are not able to understand letters and sounds in English they should not take the phonics screening check. They should, however be considered the following year. There may be occasions when parents ask a Headteacher not to enter their child for the check or vice versa. The Headteacher s decision regarding participation is final. The phonics screening check can be taken at any time during the week commencing 15 th June. If a child is absent during that week they may take the phonics screening check any time until Friday, 26 th June which is the deadline for submission of the data to the LA. If a child is absent for the whole period they should be recorded as absent (A). Headteachers should carefully consider if it is appropriate to withdraw a child from the phonics screening check. There is no formal process in place. If a child is withdrawn schools should use the code D. Reporting to parents You must report to parents whether or not their child has met the expected standard to ensure they are aware of their child s progress in developing phonics skills. This must be done by the end of the summer term at the latest. You can choose how to communicate results to parents. If a pupil hasn t met the expected standard you should outline the support that will be put in place to help the pupil progress. Schools must also ensure they report on every child in Year 2 who: did not meet the expected standard in Year 1 did not take the check in Year 1 5

Step 1 Importing the Assessment Wizard for the Year 1 Phonics Screening Check 1. Select Routines Data In Assessment Import. 2. Select the file to import by clicking the Field browser (magnifying glass) button. 3. Select X:\Program Files\SIMS\SIMS.net\AMPA\England Primary (and Middle Deemed Primary)\Assessment Manager. (x is where your SIMS data is saved) 4. Select the Year 1 Phonics Screening Wizards 2015 wizard. 5. Click the Open button to display the screen shown in the following graphic. 6. Click the Finish button, then click the Yes button when asked Do you want to proceed?. 7. After a short pause you will then get an activity log that shows what has been imported. It is worth scrolling to the bottom of the log to check the import has been successful.. 6

8. You have imported the Year1 phonics screening check 2015 wizard. Note: Repeat the same process for importing the Year 2 phonics screening check 2015 wizard. Step 2 Using the KS1 Year 1 Phonics Screening Check Wizard 1. Select Tools Performance Assessment Wizard Manager. 2. Leave the filter on Incomplete and select Year 1 Phonics Screening Wizard 2015. 3. Click the Next button. 7

4. From the Select Group screen, click the Field Browser (magnifying glass) button to display the Group Selector dialog. Field browser button 5. Click the + next to Year Group and select Year 1 and click the Apply button. This places this group on the Select Group screen. 6. Click the Next button. 8

The following screen appears listing the single marksheet available. Edit marksheet Step 3 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. You will then see a marksheet showing year 1 pupils and columns relating to the assessments that need to be entered. 2. Enter a value out of 40 into the Marks for Phonics Check Year 1 column. 3. Click the Save button. 9

NOTE: The threshold pass mark will be released by the DfE on the 29 th June 2015. You will need to enter the threshold mark in Threshold Score column to correctly populate the Grade for Phonics Check Column. There is a formula that will populate the Grade column from this and produce an OK check. The outcome i.e. Wa to Wt will be calculated based on what threshold grade is entered by the school. See Appendix B page 21 for more details NOTE: If a pupil has been absent, is disapplied, has left the school or maladministration has occurred, leave the marks for Y1 phonics check column blank and manually enter the appropriate grade for Y1 phonics check 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. 4. To correct a result (even if the result has been saved) just overtype with the correct number, then click the Save button again. The marksheet can be printed by clicking the print button, please refer to Appendix A page 20. 10

Step 4- Using the Year 2 Phonics Screening Wizard 2015 1. Select Tools Performance Assessment Wizard Manager. Leave the filter on Incomplete and select Year 2 Phonics Screening Wizard 2015 1. Click the Next button. 2. From the Select Group screen, click the Browser button to display the Group Selector dialog. 3. Click the + next to Year Group and select Year 2 and click the Apply button. This places this group on the Select Group screen. 6. Click the Next button. The following screen appears listing the single marksheet available. 11

Results Entry 1. Double-click the marksheet or select the marksheet,click the Edit Marksheet button. Do not click the Next button at this stage. A marksheet with the year 2 pupils is displayed 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. 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. 3. Click Save to save the marks. 4. The Grades for Phonics Check Year 2 will be populated when the threshold grade is entered. 5. Exit the marksheet by clicking the Close button. This will take revert back to the screen from where the marksheet was originally selected. 12

Exporting Results Year 1 and Year 2 phonics screening check results need to be sent to the LA in the form of a CTF. Step 5 - Exporting the Results in a CTF 1. Click the Close button to close the wizard, 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. On the students panel, click on the Year Group column heading to order by the year. 4. To select the same destination for year 1 and year 2 pupils, click on the first year 1 pupil, hold down the shift key and then click on the last year 1 pupil. The selected cells will be highlighted, release the shift key and hold down the ctrl key to randomly select the year 2 pupils who have undertaken a year 2 check, click the row of each of the required pupils to highlight them. 5. Release the ctrl key and click on the Destination LA/Other cell of the last selected pupil and select the Oxfordshire in the Destination LA/Other column. 13

6. Once completed click the Export CTF button to create the CTF file. 7. You may receive a message stating that the Export may cause problems where addresses are untidy or duplicated. Click Yes to this message. 8. When the export routine has successfully completed an Export Complete. CTF file (s) created: dialogue box will display the name of the CTF file. 9. Click OK. 10. The Exception Log at the bottom of the page displays the Number of students in the file, the Number of students processed and the number of students not exported. Any pupils with any data anomalies will be displayed, together with an error description. Most errors are for information only however, if there is a figure in the Number of students not exported box, the error must be corrected before the pupil (s) can be included in the CTF. 11. Close the CTF Export screen to return to the SIMS.net Homepage. 14

Secure Access Guidance Step 6 Return of Phonics Screening Check Schools should use S2S via Secure Access to send their data to the LA. This may be done by following the guidance below. Log onto Secure Access You will now see the Secure Access login page. Enter the Secure Access username and password for your school and click login. (Remember to tick the terms of use box) Click on S2S 15

Select Upload from the menu on the left hand side of the screen. From the Upload menu on the left hand side of the screen, select Upload CTF File. IMPORTANT All Schools Schools must use the Browse function to find file. If you type in the file path this results in an empty file being returned. Use the Browse function to find the relevant file stored on your directory. The file name will be in the following format 931SSSS_PHO_931LLLL_NUM.XML where:ssss is your school DfE number. NUM is a file name e.g. 001, 002, or 100, 101, which increases each time a file is created. (To check you have located the most recent version, hover over the file name with your cursor to see date modified.) LLLL signifies the file is being sent to the LA. This file name must not be changed. 16

Note: If you have saved your file to a CTF Export Folder, you will need to navigate to this folder in order to find the correct file. If you are unable to locate your EYFS file, please contact your software provider for advice. Once the file has been located, click on the file name and click Open and the box Select Folder & File Name will be populated with the file. Click Upload file. A warning box will appear to say this could take up to five minutes to upload Click Upload file. A warning box will appear to say it could take up to five minutes to upload. Click OK. Once the upload is complete a message will appear to say the file has been transferred to the web site. It is important that you wait for this message because if you exit the screen before it appears no data will be transferred. When the file has been successfully transferred to the website, use the Back button on your toolbar to return to the previous page and choose logoff from the menu on the left 17

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 and the thresholds have been updated, reports can be produced. 1. Select Tools Performance Assessment Wizard Manager. 2. Select the Year 1 or Year 2 Phonics Screening Wizard 2015 as required, 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. Step by Step - Printing an Individual Report for Each Pupil 5. Select the report KS1 Y1 Phonics Student Eng 2015 or KS1 Y2 Phonics Student Eng 2015 (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 2015 when generating a report from the Year 2 Phonics Screening Wizard 2015. 6. 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, then click the Print Preview icon. The report will show this pupil s results. 18

7. 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. Step by Step - Printing Reports 1. If all pupils are required then Select All. If not, go through the list and select those who are 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 that this process produces. 19

Appendix A - Printing a Blank Marksheet To print any blank marksheet in SIMS.net either click on the Print button or Export the marksheet as an Excel document to print (see below): Use the Print button to print a blank copy Use the Export button to export the marksheet to Excel. In order to collect the phonics assessments from the year 1 and year 2 teachers a blank copy of the marksheet can be printed by clicking the Print button at the top of the page. N.B. the printed version may need to be enlarged on a photocopier. 1. Alternatively, the marksheet can be exported to excel by clicking the Export button at the top of the marksheet. A formatted excel document will be produced that can either be printed or saved to a memory stick. 2. Close the Excel spreadsheet when completed. Note: The exported mark sheet will allow teachers to open and record the necessary data and then this data can be imported back into SIMS.net, making sure that the file is saved as an.xml file using route (Routines /Data In/ Assessment/ Import from Spreadsheet). 20

Appendix B - Entering the Threshold Score When the threshold pass mark is released by the DfE on the 29 th June 2015, you will need to enter the threshold mark in Threshold Score column to correctly populate the Grade for Phonics Check Column. There is a formula that will populate the Grade column from this and produce an OK check. The outcome i.e. Wa to Wt will be calculated based on what threshold grade is entered by the school. Entering the Threshold Score 1. Select Tools Performance Assessment Wizard Manager. 2. Select Year 1 Phonics Screening Wizard 2015 and click on Next twice. 3. Select the marksheet and click the Edit Marksheet button. Do not click the Next button at this stage. You will then see a marksheet showing year 1 pupils and columns relating to the assessments that need to be entered. 4. Enter the Threshold Score via right clilcking on the column heading and selecting Select for Grade Column option. 5. The Threshold Score column will be populated with the chosen grade. 6. Click the Calculate button so that the calculations are based on the most recently entered threshold. You will find the Grade for Phonics Check Year column is populated and Data Check column has produced OK. 7. Click Save to save the marks. Repeat the same process for Year 2 Marksheet. Important: Please ensure that the threshold score is entered after the DfE release on 29 th June. 21