Common Transfer File 2. Guidance on using SIMS Software

Common Transfer File 2 Guidance on using SIMS Software 1 Background and Benefits 2 Preparing your SIMS system Modules and Data Setting up Transfer Directories Setting up Method of Collecting Attendance Data Setting up Destination Schools 3 Creating the Common Transfer File Selecting a destination school Selecting pupils for export Removing pupils from the destination list Entering Attendance data Printing the Common Transfer File Copying the Common Transfer File 4 Importing the Common Transfer File Setting up STAR Importing CTF2 Files 5 Appendices Link Local Aspects to CTF Components Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 1

COMMON TRANSFER FILE 2 Background. The Common Transfer File (CTF) replaces the paper-based Common Transfer Form. It is the standardised mechanism for collecting data on pupils, schools, attendance and assessments to be forwarded to the receiving school when a pupil changes schools. This information can then be sent on floppy disk, CD, via secure email, local secure file transfer mechanisms or the DfES secure website to the receiving school which will be able to import the data into its management system. You will be able to import files of data for pupils who move into your school, regardless of which management information system is used by the contributory school.. You will have been using the paper-based Common Transfer Form which became statutory in May 2000 and many schools have already been using an electronic version of the Common Transfer Form. Electronic transfer of the new Common Transfer File is statutory from June 2002. You will be able to collect data on new entrants from the DfES secure website, provided the previous school has sent their file. This will be particularly useful for pupils moving between LEAs, for schools where LEAs do not co-ordinate the process or where there is no suitable secure method of transferring data. From September 2002, your LEA will be able to search the Lost Pupils Database on your behalf to find data for pupils for whom you do not know the previous school. You will also be able to post details to the Lost Pupils Database for pupils who have left your school and whose destination is unknown; this should assist in reducing the number of lost pupils. The Benefits of this Process. The CTF ensures that data is passed electronically from school to school when pupils move. This means that receiving schools will not need to rekey the data; they will have data immediately available about a pupil including their prior performance to inform decisions about that pupil. Making the process electronic will improve efficiency and speed of the data transfer as well as reduce room for error. You can request the data from a pupil s previous school and expect to receive the file within 15 days (statutory) and you are also required to transfer the data within 15 days after receiving a request from another school. Schools may not yet be using the full functionality of the software available to them: those schools may not be able to produce a completely electronic file. Schools in this position should produce the CTF to include as much data as is available from the system. If the data is available in another format, such as on a spreadsheet, the contributory school should prepare a file for the receiving school and send this in conjunction with the CTF. In these circumstances you should contact the destination school to confirm the format and content of this file. N.B. These notes have been prepared using a beta software release. Therefore it is possible that changes may occur before the final software release. Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 2

GUIDANCE ON USING SIMS TO PRODUCE THE COMMON TRANSFER FILE 2 Step 1 : Preparing your SIMS system. You will need to be running SIMS Common Platform Version 2.50. If you have not already done so, you will need to upgrade your system to at least this version. If you do not upgrade to SIMS CP2.50 you will not be able to import Common Transfer File 2 data that is sent to you. The Common Transfer File collects data from STAR, Attendance, Assessment Manager and Key Stage Manager. If you do not use some of these modules, you will have to make some manual edits when the time comes to produce the file. You may wish to review whether or not to start to use those modules in the future in order to facilitate the production of the CTF. You may have alternative ways of holding this data electronically (e.g. on a spreadsheet) in which case you need to discuss with the receiving school how you are going to send them that data. Attendance. Schools running SIMS Attendance can expect the system to collect this data automatically. The data is summarised (number of sessions possible, attended, unauthorised absences) and will be collected for every year for which you have been using the module. If you do not run SIMS Attendance or have not been running SIMS Attendance for the complete academic year, you will need to choose the option to edit in Data Manager (details below). When you import this data, you will be able to view it in a new tab in STAR, (Tab 7:Attendance Summary). Attendance data up to and including the day on which you produce the CTF will be transferred if it collected automatically. Schools NOT running the SIMS Attendance module will need to edit the attendance details manually and you will be given the opportunity to do this when producing the file or you can type the data into the new Tab 7: Attendance Summary in STAR. The latter option allows a pupil by pupil edit. You can do multiple entries if you opt to key the data in when you produce the export file in Data Manager. This will be stored in STAR against each pupil on the new tab 7: Attendance Summary. Assessment Data The CTF will initially expect to find assessment data in Assessment Manager. It will also look in Key Stage Manager for end of key stage results which it could not locate in Assessment Manager. It will make some intelligent assessment of the aspects and results in Assessment Manager - in case SIMS supplied aspects have not been used - to locate data to use in the CTF. You can record the results (levels) for end of key stage in the Key Stage Manager Module. This module also provides you with the tools for exporting results data to the LEA and the reports to parents, so you will benefit from the administrative functionality within this module as well as using it to make the data available to CTF. You can record scores or marks in Assessment Manager. Capita has produced a utility called Marksheet Builder which simplifies the setting up of a marksheet in Assessment Manager, primarily to facilitate this data entry. Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 3

1.1 Setting up Transfer Directories Within Data Manager you will need to:- Set up the folders used as an in box and an out box for the imported and exported files, Choose whether to use the Attendance module to calculate the attendance data or do this manually, Set up the list of destination schools including their LEA and DfES Numbers, Log in to Data Manager Select Tools Setup Select Tab 4 CTF setup. On this tab, you will need to record the location for the files that are going to be sent to another school. It is possible that your LEA has given you specific instructions about what the name of these folders should be, in which case you will need to use those folder names. If your LEA has not specified which folders to use, then use the default names, referred to below. Check the folders have been created you will not be warned at this point if they do not exist: Click on the button to the right of the box Path for CTF Import files The drive will be the drive on which SIMS is located and the default folder will be \sims\star\ctfin Click OK If the directory exists, it will return to the previous screen If the directory does not exist, you will get the message: That directory does not exist. Create it now? Click Yes Click on the button to the right of the box Path for CTF Export files The drive will be the drive on which SIMS is located and the default folder will be \sims\star\ctfout Click OK If the directory exists, it will return to the previous screen If the directory does not exist, you will get the message: That directory does not exist. Create it now? Click Yes Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 4

1.2 Set up the method of collecting the attendance data Schools using Attendance for Windows : select the From SIMS Attendance for Windows option Schools using SIMS Attendance DOS : select the From Sims Attendance Module (DOS) option Schools NOT using SIMS Attendance : select the From data entered through Data Manager or STAR for Windows option. Click on Save. Step 2. Setting up the destination schools You need to set up the details of all schools to which your pupils are going. The minimum details include the school name, the LEA Code and the DfES Number for the school. You may optionally enter the remaining address and telephone details. There is no checking within the software on the codes so you need to be careful to enter the right code. The codes will be used to identify the destination school to which the file will be transferred. Click on Data Out Common Transfer File Manage Destination Schools If you have not already entered destination school details, this list will be empty. To add a new school, click on the + sign Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 5

Enter the school name, 3-digit LEA code and 4-digit DfES number for the destination school The remaining fields are optional Click Save Important note: As well as the setting up the destination schools, you will need to set up a further three dummy schools; please refer to table below. School Name Field School Number Fields Notes Unknown XXX / XXXX Any pupil whose destination is unknown should be exported to this dummy school and then to the DfES secure web site Outside maintained sector MMM / MMMM This will include pupils going to school outside England or to independent schools LEA Name NNN / 0000 Replace NNN with the LEA code for a known LEA but unidentified school. Enter the LEA name in the School Name field. To edit the details for an existing entry: highlight the name click on the pencil button. To delete a record: highlight it click on the minus sign. Confirm deletion or cancel when prompted Notes: You can add more destination schools to this list at any time. You can look up a school s number by accessing www.teachernet.gov.uk, Useful Sites P-T, School Look ups Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 6

Step 3. Creating the Common Transfer File Click on Data Out Common Transfer File Create CTF You will see a message that Data Manager can only collect Assessment data held in Assessment Manager or Key Stage Manager. If you have recorded your assessment data in Assessment Manager or Key Stage Manager, answer Yes. If you have not done so and intend to do so, answer No, exit the module and input the data and then return to Step 3. The following screen will be displayed: Click here to select a school Highlight the first destination school to which you are transferring pupils Click on Select. The selected school will now be displayed All pupil/students On Roll are displayed. You can filter your view of pupil/students by Year or Registration Group: Click on Year or Reg Group Select required Yeargroup or Registration Group From the Pupils list select all those who are transferring to the selected destination school (use Ctrl & Click and/or Shift & Click for multiple and block selections). Click on Move to attach the selected pupil/students to the selected destination school. You will need to click on the + sign to the left of the school name to see the list of pupils. Clicking on the sign will hide the names. You cannot select the same pupil more than once per export session. However, if you have exported the data for a pupil in a previous session, you can select that pupil and re-export the Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 7

data. You will need to ensure the Show only Pupils not yet exported during previous CTF Exports tick box is clear. (Click on the box to turn the tick on or off). The destination school(s), with attached pupils/students, will now be displayed in the Destinations list box. If you are exporting the data for pupils where the destination is unknown, you need to use the school defined as XXXXXXX. You are only allowed to enter one pupil per file, so if you have more than one pupil you will need to exit and re-enter the screen. The software allows you to enter more than one but if you do so, the file will be rejected from the DfES secure website. Entering Attendance Data If you use the SIMS Attendance Module and you selected the appropriate radio button in step 1.2, the attendance data will be collected automatically and the CTF Display Exception Log will appear on screen. This can be printed off for reference, then click on Close. Continue from Printing the Common Transfer File. Manual entry of Attendance Figures To remove a pupil/student from the destination list: Select the pupil/student in the destination list. Click Remove They will reappear in the left hand column. Select another destination school and repeat the process until you have allocated all pupils required to a destination school When you have finished allocating pupil/students to their destination schools, click Continue. If you do not use the SIMS Attendance Module and selected the appropriate radio button at step 1.2, you will see the following screen: Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 8

A screen is displayed requesting the number (#) of possible attendance sessions for all students. If you entered the attendance summary data in STAR, click OK and Continue without entering any data to skip this step and go to Printing the Common Transfer File. Enter the appropriate figure Click OK Now enter* the attendance information for each pupil. In the Sessions Present (Sess Pres) column, enter the total number of sessions out of the sessions possible for each pupil/student. Enter* in the Sessions Unauthorised (Sess Unauth) column the total number of sessions that each pupil/student had an unauthorised absence. When you have finished, click Continue to create the CTF Export file. The data that you key in here will be recorded against the pupils in STAR, which you can view or edit on the pupil browse in STAR, Tab 7: Attendance Summary. *Note: There are three ways of entering this data: Individual pupils at a time - click inside a cell and enter the number of sessions attended by that pupil Several pupils/students at once use Ctrl & Click to select as many cells as you need Click on the Edit Cells button and enter the attendance figure in the dialog box for those pupils Click OK. The entered figure will be displayed in each of the selected cells. The whole column at a time: Right click on the Sessions Present (Sess Pres) column heading Select Edit Column Records from the drop down list displayed. Enter the appropriate figure in the displayed dialog box Information Click on the Based OK button SIMS to CD return Summer to the 2002 Edit 2.50 Attendance Beta 1 form. The figure Page will 9 appear in each of the cells in the selected column.

A CTF Exception Log will appear on screen giving details on the files that have been produced (one for each destination school). You may print this form for reference (click on the Print button), then click on Close. Printing the Common Transfer File You are required to send the data to receiving schools as an electronic file and not a paper copy. If you need to print the form for other purposes, e.g. to keep a paper archive: Select DataOut Common Transfer File Print CTF Forms The file(s) will be located in the drive and folder defined at Step 1 in this guide, (or you can check by looking in Tools CTF Setup Tab 4 CTF Setup) The correct file location should already be displayed. If not: click here Select the relevant drive and folder until you locate the out box as defined in Step 1. Click on the Details button to show the dates the files were created to help you identify the file(s) you want to print Select the relevant file and click Open. Selecting which pupils forms to print. All pupils contained in this file will appear on the left. Select one, several or all pupils by highlighting them and using the buttons in the centre. Pupils to be printed will appear on the right. To see a preview of the document, click on the Preview button. It is worth checking at least one record to ensure attendance and assessment data have been attached and also that the completion details section has been populated. Click Print Click Close to return to the Data Information Based on SIMS CD Summer 2002 2.50 Beta 1 Manager main screen. Page 10

Step 4 : Copying the Common Transfer File Your LEA may have established a procedure for transferring the files securely, you may be intending to locate the files on the DfES secure website or you may be planning to send the files on floppy disk or CD to the destination school. You cannot use this routine to copy files to a CD. Your LEA may have local arrangements for secure data transfer and it this process might be automatic. You should seek advice from your LEA. LEAs can edit this guide according to their local arrangements. If you intend using a floppy disk for your export: Select Data Out Common Transfer File Copy CTF File. Select the file you wish to copy from the Select File to Copy list. Click on the browser button to select the location for the copied file. If you are copying to a floppy disk, click OK when prompted If you wish to export to a floppy disk, please insert a disk in the drive, making sure you put a blank, formatted disk in the drive.. Change to drive A: (or the drive on which your transfer directory is located and then the relevant folder, as per guidance from your LEA) by clicking on the black arrow Click OK Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 11

Click OK again, the file will be copied to disk or transfer directory and you will then go back to the main Data Manager screen. You will need to repeat the process for each destination school, selecting the relevant file. Floppy disks can be labelled and sent to the relevant destination schools. Files located in the transfer directory will be transferred according to arrangements made by your LEA. The data should not be sent without security measures. This may be via recorded delivery, through your internal post system, using file encryption to encode the data or the DfES secure website to which you have access. You should refer to your LEA for advice on this issue. Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 12

GUIDANCE ON USING SIMS TO IMPORT THE COMMON TRANSFER FILE 2 Preparation. Once a pupil has been offered a place, you can request the CTF from the previous school. Under normal circumstances, for KS2 to KS3 transfers, schools may need to request or supply the file twice once earlier in the year for populating STAR and a second time to populate the KS2 results which become available towards the end of the summer term. It is likely that different LEAs may have local arrangements in place. For the September 02 Year 7 intake, it is highly likely that receiving schools will already have populated STAR through Common Transfer Form data, manual entry or STAR to STAR exports. If so, they will be looking to match and supplement records on their system with data imported from CTF2. You will need to have collected files of data from your feeder schools. You will need to check the DfES secure website to download any files that have been logged there as well as located any floppy disks, cds or saved files that have been sent to you. For simplicity, you can store all the import files in the inbox defined on your system. Setting up STAR If you are going to use pre-admission groups to store your incoming pupil data, you will need to ensure that you have the required groups set up before you start the import process. Set up the File Transfer Directories. Before the import it is necessary to check that the import directory has been set up. Refer to Step 1 of this guide. Importing the CTF2 Files. Select Data In Common Transfer File Import CTF File. The Look in: box will display the inbox folder that you defined in Tools Setup Tab 4, provided that the folder has been created. If you have saved your files to this folder, you will see a list of those CTF files. If you wish to import directly from floppy disk, cd or another folder, then you will have to change the Look in: to reflect that location. If you are using a floppy disk: Insert the disk select drive A: Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 13

Highlight the required file and click on Open You will be asked: Place incoming pupils into a pre-admission group? (If answer No below then pupils will be placed directly on roll) If you wish to place the pupils in a pre-admission group: Click Yes to open the Choose a pre-admission group dialog Select the required pre-admission group Click Select If you wish to place the pupils directly on-roll: Click No to open the Select year group for new pupils dialog. Select the required year group Click on the Select button. All the pupils in the file will be imported into the same year group. If you haven t got any matching pupil data in STAR, new records will be created for each pupil. If you have keyed in some data for a pupil, Data Manager will match the pupils already entered in STAR with those in the import file. The match will be made on UPN, Name, DOB and gender, and the details in the Common Transfer File will be used to fill in any blank fields on the existing STAR and Assessment Manager records. Existing data will not be overwritten. If you have not entered the pupils UPNs, the system will match on surname forename, date of birth and gender. The system will now import the Common Transfer File data. At the end of the process the CTF Display Exception Log will be displayed which will inform you about any unexpected data that it found during the process. Records placed in pre-admission groups can now be used following normal practice in your school. Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 14

Appendix A. Link Local Aspects to CTF Components Use this facility if you have defined aspects within your school or your LEA has defined aspects. You will need to link them to the SIMS defined aspects which are used on the CTF2. Use this facility with care. If you link the wrong component and aspect, you will send incorrect data to the destination school. At the top, highlight the SIMS defined CTF2 aspect you need to link. The aspects displayed here are those that Data Manager looks in to find End of Key Stage data. At the bottom is a list of the aspects defined on your system. Highlight the school/lea defined aspect that matches the CTF2 aspect Click the Edit button to link the two selected items. The first time you click this button during this session you will be taken to this screen: Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 15

You need to know whether the aspect you are linking belongs to one or all years. For example, if you have used an aspect to record a reading level for any Key Stage, you will need to select This aspect applies to All Years. If you have defined an aspect that is used only once, e.g. End of Key Stage 2 Reading Comprehension, you will need to select This Aspect applies to One Year Only. If the same setting is true for all of the aspects you are linking during this session, you can tick the box Do not show this dialog again (all links will take this setting). Click OK Repeat for all aspects you need to map. If you ticked the box you will not see the Apply Linked Aspects to Multiple Years window again in this session. To gain access to this window, click Finish and return to the Link Local Aspect to CTF Component window. When you link aspects, you will see the Aspect Link in the selected CTF component at the top change to match the Aspect Link in the aspect at the bottom. To start again from scratch, you can click on the Restore defaults button and any links you have made yourself in this or a previous session will be removed. When you have finished making your links, click on Finish. Information Based on SIMS CD Summer 2002 2.50 Beta 1 Page 16