Importing your pupil data into EExBA

Transcription

1 Importing your pupil data into EExBA Before you produce the CTF export file, ensure that all of your 2015/16 intake pupils are on roll, that their admission date is on or after the start of the 2015/16 academic year and that they have a Unique Pupil Number (UPN) recorded 1. Go to the url: 2. Log in with your username and password. If you have forgotten your log in details please check with your EExBA lead teacher. If you need to reset your password click I ve forgotten my password in the Forgotten your details box then follow the instructions on the you will receive (make sure you check your junk mail). If you need a username reminder click I ve forgotten my / username, enter your schools postcode and DfE number and follow the username prompt. If you cannot log in after trying these options call the EExBA help desk on

2 3. You will be taken straight to your dashboard where you will see invoices, training, latest news from Early Excellence and the FAQs (Frequently Asked Questions). Please refer to these with any issues as these will answer most queries. 4. To continue with your pupil upload click the Pupils icon at the top of the page: 5. The pop-up below will appear. If you have all of your pupil data (including UPNs) click I know my pupil data to continue to the import. If you do not yet have your pupil data please click Back to dashboard and complete the import process when all pupils are on record.

3 6. If you would like to import your data using a CTF (common transfer file) from your management information system e.g. SIMS, click No. If you would like to import your data manually (if your school does not use an MIS or you want to add one single pupil) click Yes then skip to step You will see the option to choose your schools MIS. Select your MIS (e.g. SIMS below) and click to download the guide Please note: the file that you export from your MIS must be a full CTF of the whole school data. The system will extract the relevant pupils when you complete the import process. If you have difficulties with your pupil data export please contact your MIS provider directly. The EExBA helpdesk will not be able to support schools with specific MIS queries. 8. When you have exported your CTF from your MIS, click Choose file / Browse, locate the file 9. The file name will appear

4 10. Click UPLOAD to import the pupils from the file 11. The following message should appear when your upload is in process: If you see the following error messages (or similar) it may be that the wrong file type has been exported. The CTF will need to be a full file and not a partial file (export the whole school, not specific classes the site will only take the relevant pupils) and should be an xml file. You may wish to contact your MIS provider if you require additional help. 12. Next, check your pupil data is correct in the list of pupils then click the green Correct! Complete import button. If the data is incorrect click Not correct. Change data and this will take you back to step 5 where you may need to make changes in your MIS or attempt the import again. 9

5 13. When your pupil import is successful you will see a confirmation message with the number of children imported. Click pupil list to view your pupils Steps are for schools who wish to enter pupils manually. Please skip to the FAQs if you have imported your pupil data using your MIS 14. If you would like to import your pupil data manually (only recommended for adding single pupils or if your school does not use an MIS) click Yes : 15. Fill in all of the fields then click Add If you are an Independent School or nursery that does not use Unique Pupil Numbers you will need to tick the box I do not have Unique Pupil Numbers (UPN), please generate them for me automatically. Please note: by ticking this box you are agreeing that your assessment data will not be submitted to the DfE and will not be reimbursed by the DfE.

6 The form will automatically formulate new fields for more pupils to be entered. You can edit or delete a pupil by clicking the edit or delete button at the end of the row 16. When you have added all of your pupils, click Import Now : 17. The following message will appear when your pupils have been successfully imported: 18. When you click OK you will be taken straight to the pupil list. To navigate between year groups and classes click the tabs (the image below is an example) In order to view your pupils in classes when you have imported your data from your management information system, you will need to edit each pupil individually in the pupils screen and add the class name and save Your pupil import is now complete. If you have pupils start or leave after this process you can add them or delete them manually. Refer to steps of this guide for instructions. Assessments start from 7th September and will be submitted to the DfE on 16th October

7 Frequently Asked Questions Please refer to these FAQs before calling the EExBA help desk as most queries can be solved by following the steps below General What is the difference between and The site is where schools will go to import their pupil data, complete all pupil assessments and see reports. The site will give you more information about Early Excellence and the baseline and is where you will find the resources from your EExBA training day. We are new to Early Excellence; how do we register? To register please call We will complete the full registration process for you and book your training. We are new to Early Excellence; are there any training dates available? Yes. Early Excellence have opened up more reception training between 1st and 4th September. Please call the help desk on to book your training. There are also training sessions available for EExBA Data: Analysing and Interpreting Baseline Information. Please visit the site and go to the National Training tab for more information and to book. How do I access resources from training? Go to Click the Baseline tab at the top Select either EExBA-R (reception) or EExBA-N (nursery) from the Access EExBA resources box. Enter the password issued at training If you have attended training but have forgotten the password, contact EExBA technical support on

8 I don t know my username, what do I do? Go to Click I ve forgotten my /username Enter your school postcode and DfE code You will be given a username hint and the option to go to login page or to click through to reset your password I don t know my password, what do I do? Go to Click I ve forgotten my password Enter the address used to register and click Reset password Follow the instruction in the that you receive. If you do not receive the please check your junk and spam mail. If you still have not received the after a few minutes please call the EExBA technical support desk on I can t view the Early Excellence videos. What do I do? The most common reason for schools not being able to watch the videos is the browser they are using. The best browser to use is Chrome. To download Chrome visit If you still cannot view the videos, contact the EExBA helpdesk on and we will provide additional links to try. Unfortunately some schools simply cannot view the videos due to the firewall set up by your school/la. How will the DfE reimburse the costs? The DfE will reimburse the EExBA Reception Baseline fees. This will be the VAT Annual Registration (training) fee, and VAT per child assessed. Any additional fees shown on your invoice for extra training places or for the Nursery Baseline are NOT reimbursed by the DfE. Schools should first pay their EExBA invoice(s) and then reclaim the costs from the DfE. For current information about how to do this please see the DfE website Paying for the Reception Baseline Do I need to create accounts for other teachers to use? No. Each school has one account and all staff will use the same log in details. Multiple users can access the site at once to complete assessments. Can I assess EExBA on other devices? Yes. You can access the site and complete pupil assessments on all devices. However, we recommend not using mobile phones simply because the screen is too small.

9 Pupils How do I edit a pupil? For example, their SEN status was not recorded on your MIS Click pupils Find pupil Edit Edit the relevant fields Save How do I delete a pupil prior to assessment? For example, they have left the school (please note this can only be done prior to starting their assessment). Click Pupils Locate the pupil you wish to delete and click the delete button at the end of the row Click ok if you are sure you wish to delete the pupil (they will be permanently deleted from the system) Note: If you have started a pupil s assessment, you cannot delete them. You will be able to archive them which means you are able to access their assessment at a later date if needed (for example if they are sick during the baseline) What do I do if a pupil moves school mid-assessment? If a pupil transfers to another school during the baseline assessment, the school they have left will need to archive them (in the assessment screen) and their new school will need to manually add them as a new pupil (refer to steps in the import guide on your dashboard) and start their baseline assessment from scratch. What do I do if I have more or less pupils than I originally entered when I registered? If you have more pupils you will simply be sent another invoice to cover the cost of the additional pupils. If you have less pupils you can either receive an invoice or a credit note which will stay on your dashboard. How do I split my pupils into classes? When you export your pupils from your management information system they will imported as a year group but not divided into classes. In order to view your pupil cohort in classes you will need to edit each pupil (find the pupil in the pupils tab and click edit on the right hand side) and enter their class name. They will then appear in your pupils list in the assigned classes.

10 Pupil Import/Export Process How do I import my pupils? A guide taking you through all of the steps for the import process can be found on your dashboard and pupils page. Please refer to this guide and the FAQs prior to calling the help desk as most queries can be solved here. When do I need to import my pupil data? Your pupil data will need to be imported when you have all of your pupil information, including UPNs. You cannot import your pupil data without UPNs. We recommend you start the process at the beginning of September. Assessments will be open to start on 7th September. Our pupils don t start until 21st September. What do I do? You can import your pupils after 7th September, the only difference is you will have slightly less time to complete your assessments than schools who start on 7th September. We have staggered entry so how do we import our pupils? You have a few options you can either import your pupil data at the start of term with the bulk of your pupil cohort then manually add pupils as they arrive or wait until all pupils have arrived at the school and import one file. If you choose the second option we would recommend starting your assessments on paper to ensure you have enough time to assess every pupil, then simply enter them onto I have imported my pupil data already but now have new pupils. What will happen if I complete the import again? Your pupil data will be overridden by the new data. For example, if you edited a pupil then reimported them, they will go back to the way they were on your management information system and the edited information will be erased. I have an error message saying my CTF is a partial file. What does this mean? When you export your pupil data you will need to export a full CTF of the whole school (not just your nursery or reception class). The EExBA site will automatically take the pupils in the correct year group and dismiss all other data. If you export just your reception class the website will not accept the file. If you are having difficulties after exporting a full CTF please contact your MIS provider directly. Can I import my pupil data now if I know my reception pupil data (they are currently in nursery)? We recommend waiting until September to ensure all of your pupils are imported into the correct year group for the assessment. Otherwise pupils currently in nursery will be doing the reception baseline in September, showing as nursery when they are actually in reception.

11 Our management information system doesn t have the facility to export a CTF/we don t have an MIS You can add your pupils manually, just select yes when you are prompted to add your pupils data manually on the pupils screen. You will require their UPN as this is a mandatory field. We are an Independent School and do not have UPNs You will be able to manually import your pupils by ticking the box on the manual import screen that says you are an Independent school and agreeing to the terms. Can nursery schools issue UPNs? Nursery schools can generate UPNs from their MIS system using their DfE Establishment Number. If they do not have an Establishment Number they can ask their LA school census contact to allocate them with a dummy one. Should they require any system support to generate UPNs they should contact their software supplier for assistance. What do we do when pupils arrive later in the year? (i.e. moved from abroad) You can add the pupil manually and complete their baseline assessment within 6 weeks of their start date.

12 Assessments / Reports How do I input assessments? Assessments start on Monday 7th September and will not be available to view prior to this date. To complete your assessment go to the Assessments tab on and click Start Assessment / Continue Assessment for a pupil. To mark the statements simply click yes or no then Save at the bottom of the screen. When do assessment have to be completed by? The deadline for assessments to be completed is 16th October. All assessments will be automatically sent to the DfE on this date whether they are complete or not. The DfE will only reimburse assessments that are 100% complete. What happens if an assessment is only part complete? (e.g. due to illness or holiday) You will only be reimbursed by the DfE for 100% complete assessments. Part completed assessments will not be reimbursed. Schools will have access to the assessment to complete for their own purposes. Will the baseline assessment link to my assessment/tracking system? The EExBA site has the functionality to be able to link to your assessment/tracking system. When will reports be available? Reports will be available to view on the site from Monday 2nd November in the Reports tab.