Key Stage 2 Data Processing Guidance 2017 Contents Key Stage 2 Data Processing Summary and Checklist... 2 1. Teacher Assessment Codes... 3 2. Importing Key Stage Wizard Manager into Assessment Manager... 5 3. Recording Teacher Assessment Codes in Assessment Manager... 6 4. Producing Key Stage Reports for Parents... 9 5. Submitting Key Stage Data to the Standards and Testing Agency... 13 Purpose This guidance gives instructions for entering Key Stage 2 Teacher Assessment Data into SIMS, printing key stage reports for parents and how to export and submit the data to the Standards and Testing Agency (STA). Key Information Deadline for Submission: 5pm on Thursday 29 th June 2017 via Common Transfer File to Standards and Testing Agency (NCA Tools website) Requirements for using this guidance: Installation of the SIMS 2017 spring release is required prior to submission of the Key Stage 2 Teacher Assessments. SIMS version 7.174 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 Bianca Mills Research & Information: Key Stage 2 Assessment, Data Collection & Reporting Queries bianca.mills@merton.gov.uk or 0208 545 3304 Elaine Miller Schools ICT Support: Key Stage 2 Assessment, Data Collection & Reporting Technical Support elaine.miller@merton.gov.uk or 020 8545 4892
Key Stage 2 Data Processing Summary and Checklist Summary of Key Information WHO: WHAT: All children in their final year of Key Stage 2 in school year 2016/17 must be assessed. Most of these children will be in year 6 and will reach the age of eleven by the end of the school year. Only children who will still be operating entirely within Key Stage 2 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 the Standards and Testing Agency by: 5pm on 29 June 2017 HOW: WHERE: Electronically using SIMS Assessment Manager wizard or Essex Target Tracker tools and a Common Transfer File to submit securely. Send to the Standards and Testing Agency via the Teacher Assessment section of the NCA Tools website. Useful Links Wizard Download: https://lacms.lgfl.net/merton/performance/datacollection/key Stage Assessment/SitePages/Home.aspx NCA Tools: https://ncatools.education.gov.uk/ Assessment & Reporting Arrangements: www.gov.uk/government/publications/2017-key-stage-2-assessment-and-reporting-arrangements-ara Submitting teacher assessment data: www.gov.uk/government/publications/key-stage-2-submitting-teacher-assessment-data Data Processing Checklist 1. Installed appropriate and latest version of software - SIMS version 7.174 or later - Microsoft Office 2003 or higher - Target Tracker latest version for Target Tracker users. 2. Imported Key Stage 2 wizard (SIMS users only) 3. Processed all Key Stage 2 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 NCA Tools website 6. Reported Key Stage2 teacher assessments and test results 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
1. Teacher Assessment Codes At the end of Key Stage 2, teachers have to summarise their judgements for each eligible child in the subjects of reading, writing, maths and science, taking into account the child s progress and performance throughout the key stage. These teacher assessments must be returned to the Standards and Testing Agency (STA). If a pupil has been entered for the reading, writing and maths tests they should be assessed using the Interim Teacher Assessment Framework. They can be given EXS or HNM in Reading, Maths and Science, and GDS, EXS or HNM in Writing. If a pupil has not been entered for the reading, writing and maths tests because they have been working at pre-key stage level and have not yet completed the relevant programme of study, they should be assessed using the Interim Pre-key Stage Standards. They can be given PKG, PKE or PKF in reading, writing and maths and HNM in science. Pupils working below the pre-key stage will not have been entered for the Key Stage 2 tests but must still receive a teacher assessment. This might include pupils with SEN and EAL pupils. They should be given BLW in reading, writing and maths and HNM in science and SEN pupils must also have P Scales returned for the relevant subject. Otherwise, NOTSEN must be returned. P scales must not to be used to assess EAL children unless they are also SEN. Teacher assessments can be summarised as follows: Test Status Assessment framework Teacher Assessment Codes Reading Writing Maths Science n/a GDS Working at greater depth within the expected standard n/a n/a Children entered for the test Interim teacher assessment framework EXS Working at the expected standard HNM Has not met the expected standard WTS Working towards the expected standard HNM Has not met the expected standard PKG Pre-Key Stage Growing development Children not entered for the test Interim pre-key stage standards PKE Pre-Key Stage Early development PKF Pre-Key Stage Foundation HNM Has not met the expected standard BLW (with P Scales) Below the standard of the pre-key stage (Reported with P1i-P8 or NOTSEN, as appropriate) Research & Information Team, CSF, London Borough of Merton Page 3
Using P Scales 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 More information about P Scales can be found in the DfE guide Performance - P Scale - attainment targets for pupils with special educational needs. Pupils who move schools A teacher assessment is required for every pupil. If a pupil moves school before KS2 test week (8-11 May 2017) the receiving school must submit teacher assessment data for them. If a pupil moves school during or after test week the school where the pupil was registered on 8 May 2017 must submit TA data for them. In all cases, the school where the child is registered at the end of term reports to parents. Schools must share assessment data if a child moves to a new school. Unassessed Pupils For the small number of children for whom the schools will be unable to record and report a teacher assessment, the following codes should be recorded: A (not enough information available to calculate a teacher assessment) should be used for recently arrived pupils where it is not possible to establish where the child is working at. A is also applicable where the child has been absent for long periods of time. D is for pupils who have been disapplied from all or part of the national curriculum. This code is only to be used in exceptional circumstances and cannot be used without the agreement of disapplication from Kate Sheraton at the local authority. L is for pupils who have left prior to the assessment window. Using F and P Grades An F grade should be recorded where a pupil will complete the programme of study and take the relevant key stage test in the future. A P grade should be recorded where a pupil has already completed the programme of study, has already taken the relevant key stage test and a teacher assessment has been recorded in the past. F and P grades do not count towards the totals for the school report. If they are used, the totals will not add up to 100%. Note: You are unable to use these codes in your teacher assessment submission if you did not use them in the test registration. Research & Information Team, CSF, London Borough of Merton Page 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 download the wizard, follow these instructions: Open the link https://lacms.lgfl.net/merton/performance/datacollection/key Stage Assessment/SitePages/Home.aspx To download the wizard, go to Key Stage 2 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.. 2.2. 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 (magnifying glass icon). Find and highlight the Key Stage 2 Wizard file you downloaded from the extranet, Key Stage 2 Wizard England 2017.XML, then click the Open. Click the Finish. When you are prompted Are you sure you want to proceed? Click the Yes 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 5
3. Recording Teacher Assessment Codes in Assessment Manager Once the Key Stage Wizard has been imported into Assessment Manager you can use it to produce blank marksheets for teachers, record the teacher assessments and produce key stage 2 reports for parents. 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 2 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. 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 (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. Click the + and symbols to expand and contract the Groups as necessary. Highlight the required Group, e.g. Year Group Year 6. Only one Group can be selected at a time. Click the Apply. The Selected Group will be displayed in the select group box. Click the Next. From & To dates Refresh + & - Symbols Apply Research & Information Team, CSF, London Borough of Merton Page 6
3.2 Editing the Key Stage Marksheets There are 4 marksheets available: KS2 A. Teacher Assessments 2017 KS2 B. P Scale data entry 2017 KS2 C. Test Outcomes 2017 KS2 D. Broadsheet (Review) 2017 Sheets KS2 A. Teacher Assessments and KS2 B. P Scale Data Entry are the marksheets required for statutory teacher assessment data entry and processing. Blank copies of the marksheets can be supplied to teachers to return their teacher assessments in the format that you require. Use the Export option and print or save as Excel. On receipt of KS2 test outcomes, data entry into marksheet KS2 C Test Outcomes is recommended for reporting to parents and for Common Transfer Files. Test Outcomes can be obtained by schools directly from the STA, however where possible Research and Information will supply you obtain the test outcomes for you from the STA so that you can then import them directly into your MIS. In order to see all marksheets, ensure that the filter is set to All. Highlight KS2 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 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 again. Data will show in red until saved and then it will change to black. NOTE: Clicking the Save 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 ; Click the Close in the top right of the box to close the marksheet and return to the Wizard Manager screen. 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. Click the Yes if you are prompted to save. NOTE: The Broadsheet (Review) marksheet is read-only and shows all the marks entered on all the marksheets for that Key Stage. Research & Information Team, CSF, London Borough of Merton Page 7
3.2i Example of KS2 A. Teacher Assessment 2017 Save Group Membership date Missing entry check 3.2ii Example of KS2 B. P Scale Data Entry 2017 Research & Information Team, CSF, London Borough of Merton Page 8
3.3 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 when asked if users wish to delete this. Click the Close to close the View/Edit Result History screen. 4. Producing Key Stage Reports for Parents 4.1 Previewing Key Stage Reports There are two versions of a child s individual report for 2017. Both are formatted to one pupil per page to enable reporting to parents. KS2 P1 Student England TA 2017 shows teacher assessments only. KS2 P1 Student England TA and TT 2017 shows both teacher assessments and test results, once these have been entered in marksheet KS2 C. It is a statutory requirement for schools to provide parents with both test outcomes and teacher assessment outcomes therefore we recommend waiting until both sets of outcomes are available and using only KS2 P1 Student England TA and TT 2017. Scroll through the Wizard Manager by clicking Next, until you get to the Individual Report Format window. Highlight the required KS2 P1 Student England TA 2017. The From and To dates default to Today, displaying the pupils that are currently onroll. If required, enter alternative dates in dd/mm/yyyy format or click the down arrow and select from the calendar. Click the Refresh. 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 to clear all pupil selections, then select the check box adjacent to the required pupil. Click the Preview Report to right of box to launch Microsoft Word and display the report. Check the report and then close Microsoft Word. Research & Information Team, CSF, London Borough of Merton Page 9
4.2 Printing Key Stage Reports for Parents To print only a selection of pupil reports in the group, click the Deselect All and then select the pupil s check boxes whose reports you wish to print. Click the Print Report (printer icon) to right of box to print the reports. To print ALL pupil reports in the group, click Select All. Click the Print Report (printer icon) to the right of the box to print the reports. When finished, click the Next 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 10
4.3 Example of KS2 P1 Student England TA & TT 2017 Research & Information Team, CSF, London Borough of Merton Page 11
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5. Submitting Key Stage Data to the Standards and Testing Agency In order to complete the process and submit to the STA via the NCA Tools website, a Common Transfer File (CTF) needs to be created. 5.1 Checking Setup for CTF in SIMS.net 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 Research & Information Team, CSF, London Borough of Merton Page 13
5.2 Creating the File Select Routines Data Out CTF Export CTF from the main menu. A box will appear with 6 export types. Choose KS2. 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 6 pupils, click on the down arrow next to the column heading Year Grp. A drop-down box is produced, click on year 6. If it is easier to work by registration groups the same facility is available with that column. Once all KS2 pupils are in the list, click into one of the white cells under Destination LA/Other, click the right hand mouse and a menu will appear. Click Select All. Once the whole column is highlighted use the drop-down menu in this column to choose NAA National Assessment Agency. NAA National Assessment Agency should appear in this column against all pupils. 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 KS2 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 14
5.3 Importing the file to NCA tools Log on to the NCA tools website https://ncatools.education.gov.uk/ Enter the email address registered with the NCA tools website, your password and select Log in. (The school s username and password will have been sent to the school previously and will with your headteacher or the person responsible for test registration or ordering) Select the Teacher Assessment tab at the top of the page. Select Submit teacher assessment from the left-hand menu. You will be presented with a checklist that highlights the preparation required to submit teacher assessment data using a common transfer file (CTF). When you have completed the checklist, placing a tick in the box for each, please select Next. Select the 'Browse' to locate your saved teacher assessment file. When you select Browse locate your TA data CTF, select it and click Open. The file naming convention will be as follows; 7-digit DFE number of school>_ks2_naallll_<file sequence: 001-999>.xml e.g. 3152001_KS2_NAALLLL_001.xml Select the Submit to confirm the upload of your teacher assessment file. When you have selected Submit a notification will confirm the successful submission of your teacher assessment file. Once you have submitted your file, you will be presented with one of the following results for each file you have uploaded. Green: teacher assessment data successfully uploaded. This notification will confirm the successful submission, if you would like a copy of this upload summary, click on Print. Amber: teacher assessment data uploaded with warnings. This means that you will need to review the warning message(s) and take the corrective action(s) in the Action required summary table. When you complete the corrective action(s), please re-submit your file. Red: teacher assessment data not uploaded file error. Your upload attempt has failed. Please review the error message(s) and take the corrective action(s) in the Action required summary table. When you complete the corrective action(s), please re-submit your file. If you have additional teacher assessment files to submit please repeat the process. Select Exit to close the Teacher assessment section. Select Logout to end your session on the NCA tools website. Research & Information Team, CSF, London Borough of Merton Page 15