Key Stage 1 Data Processing Guidance 2017

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1 Key Stage 1 Data Processing Guidance 2017 Contents Key Stage 1 Data Processing Summary and Checklist Teacher Assessment Codes Importing Key Stage Wizard Manager into Assessment Manager Recording Teacher Assessment Codes in Assessment Manager Producing Key Stage Reports for Parents Submitting Key Stage Data to Merton by S2S Purpose This guidance gives instructions of how to enter Key Stage 1 Teacher Assessment Data into SIMS, and how to export and transfer the data to the Merton Research & Information Team. Key Information Deadline for Submission: 5pm on Thursday 29 th June 2017 via Common Transfer File to Merton Requirements for using this guidance: Installation of the SIMS 2017 spring release is required prior to submission of the Key Stage 1 Teacher Assessments. SIMS version or higher must be installed. To access all the functionality of the wizards, Microsoft Office 2003 or higher is required. NOTE: Text in highlighted boxes describes the actions required to complete your processing. Further text and materials provide detail that may inform what you do. Contacts Robert Chan Research & Information: Key Stage 1 Assessment, Data Collection & Reporting Queries robert.chan@merton.gov.uk or Elaine Miller Schools ICT Support: Key Stage 1 Assessment, Data Collection & Reporting Technical Support elaine.miller@merton.gov.uk or

2 Key Stage 1 Data Processing Summary and Checklist Summary of Key Information WHO: WHAT: All children in their final year of Key Stage 1 in school year 2016/17 must be assessed. All children moving on to the Key Stage 2 programme of study in the next school year are regarded as in their final year of KS1. Most of these children will be in year 2 and will reach the age of seven by the end of the school year. Only children who will still be operating entirely within Key Stage 1 in the next school year should have their National Curriculum assessment delayed. A teacher assessment outcome for reading, writing, maths and science. Where appropriate, a P scale. WHEN: Return to Research & Information Team by: 5pm on 29 June 2017 Please try to return KS1 early to leave time for KS2, also due 29 June. HOW: WHERE: Electronically using SIMS Assessment Manager wizard or Essex Target Tracker tools and a Common Transfer File to submit securely. Send to Research & Information via the school to school DfE secure transfer site Useful Links Wizard Download: Stage Assessment/SitePages/Home.aspx Secure Transfer Site: Assessment & Reporting Arrangements: Data Processing Checklist 1. Installed appropriate and latest version of software - SIMS version or later - Microsoft Office 2003 or higher - Target Tracker latest version for Target Tracker users. 2. Imported Key Stage 1 wizard (SIMS users only) 3. Processed all Key Stage 1 data (a teacher assessment outcome for reading, writing, maths and science where appropriate, a P scale). 4. Created Common Transfer File (CTF) for submission 5. Uploaded CTF to DfE secure transfer site 6. Reported Key Stage 1 teacher assessments to parents Headteachers are responsible for preparing and providing a copy of the headteacher s annual report to parents noting their child s achievements at least once during each school year. The Headteacher also needs to make arrangements to give the recipient of the report an opportunity to discuss its content with the child s teacher, if they so wish. The minimum information that must be reported to parents in the headteacher s annual report to parents and adult pupils is noted in the Education (Pupil Information) (England) Regulations 2005 (SI 2005/1437). Research & Information Team, CSF, London Borough of Merton Page 2

3 1. Teacher Assessment Codes At the end of Key Stage 1, schools have to return a teacher assessment for each child for each of Reading, Writing, Maths and Science to their local authority, for onward return to the DfE. Schools must also return the P Scale attainment targets for pupils with Special Educational Needs working below the Pre Key Stage and therefore with a teacher assessment of BLW. This applies for Reading, Writing and Maths and is optional for Science. A teacher assessment is required for every child. If a child moves school on 15 May 2017 or later, the previous school must report them. The new school must report a child moving prior to this date. In all cases the school where the child is at the end of term reports to parents. Schools must share assessment data where a child moves. A summary of teacher assessments is as follows: Test Status Children entered for the test Children not entered for the test Assessment framework Interim teacher assessment framework Interim pre-key stage standards P Scales or appropriate assessment Teacher Assessment Reading, Writing and Maths GDS Working at greater depth within the expected standard EXS Working at the expected standard WTS Working towards the expected standard PKF Foundations of the expected standard BLW (+ P Scales or NOTSEN) Below the standard of the pre-key stage Science n/a HNM Has not met the expected standard Children who have completed the Key Stage 1 programme, and who should have taken the test, can be given EXS, WTS or GDS in Reading, Writing and Maths, and EXS or HNM in Science. Children who have been working at pre-key stage level, and should not have taken the test, must be given PKF in Reading, Writing and Maths and HNM in Science. Children working below the pre-key stage will be either SEN or EAL, and should also not be tested. They are given BLW in Reading, Writing and Maths and HNM in Science. All pupils given BLW in a subject must have P Scales (for SEN) or the code NOTSEN (for EAL) returned for the subject. It is optional to return P Scales (or NOTSEN ) for Science. P scales are not to be used to assess EAL children at any age unless they are also SEN. A single P Scale for English is expected if a child is at P1i to P3ii. Separate P Scales for reading, writing, speaking and listening (and no English scale) are expected if they are at P4 to P8. Similarly, either a single P Scale of P1i to P3ii for mathematics is expected, or separate values of P4 to P8 for the three maths sub-categories. However mixed P Scales can be returned if a child is assessed at P4 or higher in any of the sub-categories in English or Maths but is below P4 overall. For science, a single scale from P1i-P8 is appropriate. A P Scale summary is shown below. Subject English Reading; Writing; Speaking; Listening Mathematics Number; Using and applying mathematics; Shape, space and measures Science (optional) Reportable score P1i, P1ii, P2i, P2ii, P3i, P3ii P4, P5, P6, P7, P8 P1i, P1ii, P2i, P2ii, P3i, P3ii P4, P5, P6, P7, P8 P1i, P1ii, P2i, P2ii, P3i, P3ii, P4, P5, P6, P7, P8 Research & Information Team, CSF, London Borough of Merton Page 3

4 2. Importing Key Stage Wizard Manager into Assessment Manager 2.1 Downloading Key Stage Wizard Manager The SIMS Key Stage Wizard Manager provides an easy method of managing your statutory end of Key Stage procedures. The wizard guides you through selecting the pupil/student group, entering, editing and validating the results in marksheets, generating and printing the reports to be sent home to parents and exporting the results in an XML file. To import the wizard, follow these instructions: Open the link Stage Assessment/SitePages/Home.aspx To download the wizard, go to Key Stage 1 Wizard England 2017 and hover the mouse on the file name, a little drop down box will appear, click on that and click on Send To and then click on Download a Copy. You will now be presented with a File Download dialogue box. Navigate to the folder you want to save the wizard in and click on Save. NOTE: Please make a note of where you have saved it, as you will need to find it later Importing Key Stage Wizard Manager into Assessment Manager Once the Key Stage Wizard has been downloaded onto a SIMS workstation, it needs to be imported into Assessment Manager using the Import Wizard to enable its use: From the main SIMS.net menu, select Routines Data in Assessment Import from the Menu Bar to open the first page of the wizard import. If prompted, to Import Assessment Manager Resources, click Remind me Later. Next to the box titled Select the file to import from click the Browser button (magnifying glass icon). Find and highlight the Key Stage 1 Wizard file you downloaded from the extranet, Key Stage 1 Wizard England 2017.XML, then click the Open button. Click the Finish button. When you are prompted Are you sure you want to proceed? Click the Yes button to start the import process. After a short pause, an Activity Log will appear detailing the Aspects, Templates and Reports imported. Read through to ensure all wizard features have successfully imported. Click on Close or Print or Save. If the log states that any item was not successfully imported please contact the Research and Information Team. The wizard manager can now be used to complete the End of Key Stage processes. Research & Information Team, CSF, London Borough of Merton Page 4

5 3. Recording Teacher Assessment Codes in Assessment Manager Once the Key Stage Wizard has been imported it can be run: 3.1 Selecting Key Stage Wizards and a Pupil Group From the main SIMS.net front page menu, select Tools Performance Assessment Wizard Manager from the Menu Bar to open the Wizard Manager. All the Key Stage wizards that have previously used and imported into Assessment Manager will be displayed. The list can be sorted by clicking the Name or Edit Date column headings. Highlight Key Stage 1 Wizard England 2017, click on the name, do not place a tick in the Completed Box (once highlighted a dotted line will appear around the name) and then click the Next button. If the wizard is not showing on the screen, change the filter box to read All (default filter is Incomplete ), by selecting this from the drop down list. This opens the Select Group page. Click the Field Browser button (magnifying glass icon) to right of box. The From and To dates default to the current academic year. If required, enter new dates in dd/mm/yyyy format or click the down arrow and select from the calendar. Click the Refresh button. Click the + and symbols to expand and contract the Groups as necessary. Highlight the required Group, e.g. Year Group Year 2. Only one Group can be selected at a time. Click the Apply button. The Selected Group will be displayed in the select group box. Click the Next button. From & To dates Refresh + & - Symbols Apply Research & Information Team, CSF, London Borough of Merton Page 5

6 3.2 Editing the Key Stage marksheets There are four marksheets available: - KS1 A. Teacher Assessments KS1 B. P Scale Data Entry KS1 C. Test Outcomes KS1 D. Broadsheet (Review) Marksheets KS1 A and KS1 B are the ones required for statutory data processing. Blank copies of the marksheets can be supplied to teachers to return their Key Stage 1 results in the format that you require. Use the Export option and print or save as Excel. KS1 C is optional (after reporting of the Teacher Assessments to parents), but recommended. KS1 D is a read-only version of marksheets A to C combined. It cannot be edited. In order to see all marksheets, ensure that the filter is set to All. Highlight KS1 A Teacher Assessments 2017, DO NOT CLICK ON THE NEXT BUTTON, and instead click the Edit marksheet pencil icon to right of box. Alternatively double-click the required marksheet. NOTE: Please read the text in the Notes field of each marksheet. This will give advice and information relating to adding, editing and validating results in that particular marksheet. If pupils for whom you are required to report do not appear in the pupil list of the marksheets, adjust the Group Membership Date to reflect a date when all were present and press Refresh. Remember this date, as it will be required for reporting. Enter your Teacher Assessment results as required details of what should be entered are listed above (page 3). If you enter an incorrect result at this point you can simply overwrite it. To correct a result after having saved the marksheet, please see section 3.3. Click the Calculate button on the top menu. Your entries are now checked, any missing entries are indicated by the red Fail in the Missing Entry Check column. If required, complete any missing entries and click the Calculate button again. Data will show in red until saved and then it will change to black. NOTE: Clicking the Save button checks your entries as well as saving the results and this will still alert you of any missing entries. When you have completed the marksheet click the Save button. Click the Close button in the top right of the box to close the marksheet and return to the Wizard Manager screen. Highlight KS1 B P Scale Data Entry 2017, and click on the pencil icon. Enter your P Scales and NOTSEN entries as required see page 3. NOTE: Complete the P Scale marksheet for all pupils and only pupils assessed as BLW in Reading, Writing or Maths, and optionally for those with HNM in Science who are SEN or EAL. For EAL Pupils with BLW (or HNM), the term NOTSEN must be entered rather than a P scale. The P Scale marksheet displays the teacher assessments from marksheet KS1 A to guide you to those columns that require a P scale or NOTSEN entry. Click the Next button. Click the Yes button if you are prompted to save. Examples of data entry into marksheets KS1 A and KS1 B are shown in the screenshots below. Research & Information Team, CSF, London Borough of Merton Page 6

7 3.2i Example of KS1 A. Teacher Assessments 2017 Calculate Save Group Membership Date Missing Entry Check Column 3.2ii Example of KS1 B. P Scale Data Entry Correcting a mistake in the Marksheet To remove an incorrect grade or grade entered by mistake users should right-click the cell with the wrong result and select View/Edit Result History. Highlight the incorrect result and click the red cross on the right. Click the Yes button when asked if users wish to delete this. Click the Close button to close the View/Edit Result History screen. Research & Information Team, CSF, London Borough of Merton Page 7

8 4. Producing Key Stage Reports for Parents 4.1 Previewing Key Stage Reports There are two versions of a child s individual report for Both are formatted to one pupil per page to enable reporting to parents. KS1 P1 Student England TA 2017 is the preferred report, as it shows teacher assessments only. KS1 P1 Student England TA and TT 2017 shows both teacher assessments and test results if these have been entered in marksheet KS1 C. Scroll through the Wizard Manager by clicking Next, until you get to the Individual Report Format window. Highlight the required KS1 P1 Student England TA The From and To dates default to Today, displaying the pupils that are currently on- roll. If required, enter alternative dates in dd/mm/yyyy format or click the down arrow and select from the calendar. Click the Refresh button. NOTE: Each pupil report is displayed individually, therefore it is suggested that you only preview one at a time and not the full year group. Click the Deselect All button to clear all pupil selections, then select the check box adjacent to the required pupil. Click the Preview Report button to right of box to launch Microsoft Word and display the report. Check the report and then close Microsoft Word. 4.2 Printing Key Stage Reports To print only a selection of pupil reports in the group, click the Deselect All button and then select the pupil s check boxes whose reports you wish to print. Click the Print Report button (printer icon) to right of box to print the reports. To printe ALL pupil reports in the group, click Select All button. Click the Print Report button (printer icon) to the right of the box to print the reports. When finished, click the Next button and then click Finish. When prompted Do you wish to close the wizard press Yes. The Key Stage Wizard should now close. Preview Report From & To dates Print Report Refresh Select All Deselect All Research & Information Team, CSF, London Borough of Merton Page 8

9 4.2i Example of KS1 P1 Student England TA 2017 Research & Information Team, CSF, London Borough of Merton Page 9

10 5. Submitting Key Stage Data to Merton by S2S Results have not yet been exported. In order to complete the process and submit to the Local Authority, a Common Transfer File needs to be created. 5.1 Checking Setup for CTF On the main screen of SIMS.net, select Tools Set ups CTF from the Menu Bar. Under the heading, Directory Details there are two paths, a path for CTF Import and one for CTF Export. Take note of your export path, this is where your CTF file will be placed. NOTE: You should be aware of making changes to these directories if you are not the person who usually deals with CTF s. If in doubt, check with this person before making any changes. Click Save if you have made any changes. Close Window. Save Directory Details Data to be imported Data to be exported Alternative Destination New 5.2 Creating the Key Stage 1 CTF file Select Routines Data Out CTF Export CTF from the main menu. A box will appear with 6 export types. Choose KS1 excluding Tests and Tasks. Change the effective date to ensure all pupils for who you have entered data are included. Under Student Options, choose Current Students and tick the box to Include students already exported. If you make a mistake, Refresh Students will return to the defaults. The Students box should now list all your current students, to restrict this list to year 2 pupils, click on the down arrow next to the column heading Year Grp. A drop-down box is produced, click on year 2. If it is easier to work by registration groups the same facility is available with that column. Once all KS1 pupils are in the list, click into one of the white cells under Destination LA/Other, click the right hand mouse button and a menu will appear. Click Select All. Once the whole column is highlighted (although it may appear that the destination school column is highlighted) use the drop-down menu in this column to choose Merton. Merton should appear in this column against all pupils. Research & Information Team, CSF, London Borough of Merton Page 10

11 Click on Export CTF. If it is not visible in the bottom right of the Student Options panel, scroll down until it is visible. A message will appear stating: CTF Export can cause problems where addresses are untidy or duplicated. You may want to check with your System Manager that Address Tidy and Merge has been run recently before you proceed with CTF Export Please click on Yes. The CTF has now been created as a file. A window will appear informing you of the file name make a note of the name and click OK. The Exception Log will be displayed detailing the file name and any data that is invalid. This log can be read on screen, printed or saved. After reading the log, click Close in the top right of the screen. This process will need to be repeated if any of the KS1 pupils who sat the SATs and have subsequently left. With the view in Student Options being altered to Leavers. Research & Information Team, CSF, London Borough of Merton Page 11

12 5.3 Transferring the Key Stage 1 CTF to Merton via S2S On the Internet, access: To log in to the secure school web site you will require your school s Data Collection username and password. These usernames and passwords are available from your CTF contact. Please note that these are case-sensitive. When you have typed in the username and password, tick the terms and conditions box and press enter or click on Submit. Click on S2S. Select the option Upload. Click on the file type you wish to send, in this case Upload CTF File. From the CTF File Upload Page, click on Browse to locate the CTF that you have saved to your system. The file will be named as 315XXXX_KS1_315LLLL_nnn.XML, where XXXX is your school s DfE number and nnn is the number of the file (always select the highest number). On locating the correct folders in the Choose File section, highlight the file and click Open. The file name will appear in the select folder & file name box, click on Upload File. A message will appear indicating that it may take five minutes to upload the file (it rarely does). Once the file has successfully transferred, you will get a message telling you so. You will need to click on the Back button to take you back to the previous screen. Click on the Logoff option. This ends your session on the secure website. Upload CTF File or KS1 File if visible Browse Upload File Research & Information Team, CSF, London Borough of Merton Page 12

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