Data Submission User Manual 2018

Data Submission User Manual 2018

Data Submission User Manual 2018

Business and Intelligence (C and A) Page 1 of 49 Data Submission User Manual 2018

Data Submission User Manual 2018

Business and Intelligence (C and A) Page 2 of 49 Contents Page

Data Submission User Manual 2018

Business and Intelligence (C and A) Page 3 of 49 Contents - Interactive Contents 3 Contact Details 5 Version Log 5 Assessment and Reporting Arrangements Guidance 6 Ensuring the Spring 2018 Release has been applied 6 Importing of the Wizards 6 Automated Import 6 Checking the Wizards have imported correctly 7 Manually Importing the Wizards 7 Early Years Foundation Stage 9 Selecting Pupils 11 Entering Early Years Results 12 Filtering or Ordering by Registration Group 12 Valid Entries 13 Methods of Entering Results 13 Reporting to Parents 14 Previewing the Report 14 Printing the Report 14 Uploading the Report 14 Exporting the Report 14 Creating your Common Transfer File (CTF) to send to Business and Intelligence 45 Directory Details 45 Locating and Zipping 48 Phonics – Year One and Year Two 15 Selecting Pupils – Year 1 17 Results Entry – Year 1 18 Filtering or Ordering by Registration Group 18 Reporting to Parents – Year 1 20 Previewing the Report 20 Printing the Report 20 Uploading the Report 20 Exporting the Report 20 Selecting Pupils – Year 2 21 Results Entry – Year 2 22 Filtering or Ordering by Registration Group 22 Marks not present 23 Filtering by Year 2 check required column 23 Reporting to Parents – Year 2 25 Previewing the Report 25 Printing the Report 25 Uploading the Report 25 Exporting the Report 25 Creating your Common Transfer File (CTF) to send to Business and Intelligence 45 Directory Details 45 Locating and Zipping 48 Contents Page

Data Submission User Manual 2018

Business and Intelligence (C and A) Page 4 of 49 Contents Continued Key Stage One 27 Selecting Pupils 29 Results Entry 30 Filtering or Ordering by Registration Group 31 Valid Entries 32 Methods of Entering Results 32 P Scales Marksheet 33 Valid Entries 33 Reporting to Parents 34 Preview the Report 34 Printing the Report 34 Uploading the Report 34 Exporting the Report 34 Creating your Common Transfer File (CTF) to send to Business and Intelligence 45 Directory Details 45 Locating and Zipping 48 Key Stage Two 35 Selecting Pupils 37 Results Entry 38 Filtering or Ordering by Registration Group 39 Valid Entries 40 Methods of Entering Results 40 P Scales Marksheet 41 Valid Entries 41 Reporting to Parents 43 Preview the Report 43 Printing the Report 43 Uploading the Report 43 Exporting the Report 43 Creating your Common Transfer File (CTF) to send to Business and Intelligence 45 Directory Details 45 Locating and Zipping 48 Zipping a File 48 Contents Page

Data Submission User Manual 2018

Business and Intelligence (C and A) Page 5 of 49 Contact Details If you have any problems with the submission of this return, please do not hesitate to contact: EIS Helpdesk 0300 065 8888 EIS Helpdesk email support@eisit.uk CAPITA Helpdesk 01234 832020 Or any member of the Business and Intelligence Team on the following telephone numbers: 01634 338180 01634 337088 01634 337086 Alternatively please email maninfo@medway.gov.uk Version Log Version Number Version Date Created / Amended / Updated By Amendments / Updates 1.0 27/04/18 Nicola Davies Guidance Notes Update Contents Page

Business and Intelligence (C and A) Page 6 of 49 Assessment and Reporting Arrangements Guidance The guidance can be found on the gov.uk website by using the link below https://www.gov.uk/government/collections/statutory-guidance-schools#assess ment Ensuring the Spring 2018 Release has been applied Please note that you need to have at least version 7.180 (Spring 2018 SIMS Upgrade) to run this return.

To check which version you are currently on, open SIMS and on the menu bar select Help / About SIMS.net. If you do not have the correct version, your SIMS will need to be upgraded before you start this return. If you have any problems please contact EIS 0300 065 8888 or by emailing eis.support@kent.gov.uk Importing of the Wizards The wizards are year specific and need to be imported each year. You will need to import 5 different wizards;  EYFS Profile Wizard 2018  Year 1 Phonics Screening Wizard 2018  Year 2 Phonics Screening Wizard 2018  Key Stage 1 Wizard England 2018  Key Stage 2 Wizard England 2018 Automated Import Select Focus | Assessment | Marksheet Entry Selecting all three check boxes may take SIMS some time to process so at a minimum please make sure that AMPARK Resources is ticked and select Yes.

SIMS will then process your request and ensure the 2018 Wizards and Templates are readily available. Once complete an Activity Log is displayed.

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Business and Intelligence (C and A) Page 7 of 49 Checking the Wizards have imported correctly Select Tools | Performance | Assessment | Wizard Manager. The screen below should now be displayed. As you can see the 2018 Wizards have now been imported. Manually Importing the Wizards If the previous step Automated Import was unsuccessful you will need to import each Key Stage Wizard manually. To do this please Select Routines | Data in | Assessment | Import Click the field browser button Located C:\Program Files\SIMS\SIMS.net\AMPA\ Double-click England Primary (and Middle Deemed Primary) Contents Page

Business and Intelligence (C and A) Page 8 of 49 Select Assessment Manager and then Open. Highlight EYFS Profile Wizard 2018 and select Open. Please make sure the Overwrite with Default Values boxed is ticked, select Finish and Yes to process the import. An Activity log will then display once the process is complete. You will need to repeat this process to import each Key Stage Wizard 2018. Contents Page

Business and Intelligence (C and A) Page 9 of 49 Early Year Foundation Stage Contents Page

Business and Intelligence (C and A) Page 10 of 49 Contents Page

Business and Intelligence (C and A) Page 11 of 49 Early Years Foundation Stage Final deadline to return data to LA: 29 June 2018 Selecting Pupils Select Tools | Performance | Assessment | Wizard Manager Select EYFS Profile Wizard 2018 then Next. The Select Group Screen will now appear. You will need to click on the browser button to select the relevant criteria for reporting. To complete this statutory return we will be using the Year Group criteria (this will include all reception pupils by date of birth). If for any reason you have pupils you wish to report that are not taught in reception you will need to select National Curriculum Year and select Curriculum Year R.

Click Apply then Next.

Click on the + symbol next to Year Group and select Year R then select Apply and Next. Two marksheet should now be displayed EYFS Profile 2018 and EYFS Profile Good Level of Development 2018. EYFS Profile 2018 marksheet is where your results will need to be entered. Contents Page

Business and Intelligence (C and A) Page 12 of 49 Entering Early Years Results To start entering your marks into the marksheet there are two methods of entry  Double-clicking the marksheet OR  Clicking on the edit marksheet button The pupils you selected within the Group Selector section will now be displayed along with the seventeen assessments that need to be entered.

To ensure you’re working with the correct pupils please change the Group Membership date to 25 May 2018 and refresh the data. Filtering or Ordering by Registration Group Many schools have more than one Registration Group to report for so entering data by class may be an easier / preferred option. To do this right click on the Students heading and Select Additional Student Columns. Below are all the additional columns you can choose from. For the purpose of this section I will select Registration Group and select OK.

You will now see the additional column Reg Group has been added next to the student’s name. You can then use the filter symbol in the top right corner to select the class you wish to start entering data for or click on the Reg Group heading itself to sort into class order. Contents Page

Business and Intelligence (C and A) Page 13 of 49 Valid Entries When adding data to the marksheet there a four valid entries  A - Unable to access or exempt  1 – Emerging  2 – Expected  3 – Exceeding Methods of Entering Results There are three ways in which you can enter pupils results 1) Typing the grade into the relevant cell for each pupil then pressing the tab button to move to the next cell.

2) Find the selected pupil right click in the required cell and click on Select Grade for Cell. Double-click on the grade, the cell will then populate with the chosen grade and move to the cell below. There is also the option of Skip to move on to the next pupil in the list, should you not be sure of a pupil’s result. Click Close to close the dialog box and return to the marksheet.

3) If you know the majority of your pupils have the same grade for a particular assessment you can flood fill the cell with the specific grade. To do this right click on the column heading and click on the Select Grade for Column. You can then update the pupils whose grade differs individually. Please do not try to enter any results within the columns that contains in the top right corner. Once you click the Save or Calculate button this data will populate automatically. Once you have clicked Calculate and then the Save button, the Data Check column should fill with OK as shown above. If like the screen below you have a pink cell containing the text Missing Entry you will need to look back over the data you have just entered to find the blank cell(s).

Click the Save and Close button. Although the next section of the Wizard is called Results for export we will not be using this to return your data, we will be creating a Common Transfer File (CTF). Contents Page

Business and Intelligence (C and A) Page 14 of 49 Reporting to Parents If you are still within the Wizard Click Next and skip to the next paragraph, if you have closed the Wizard select Tools | Performance | Assessment | Wizard Manager Select EYFS Profile Wizard 2018 and click Next. Click Next to the Select Group section. Once the marksheet are displayed click Next.

The group membership date will default to the current date and therefore will need to change to include pupils that may have left/joined your school during this time, then click Refresh.

The following three reports can be produced once all data has been completed;  EYFS Profile National Report 2018  EYFS Profile Pupil Report 2018  EYFS Profile School Report 2018 Previewing the Report Once you have selected the report you wish to preview from the Individual Report Format please make sure that only one pupil from the Students section is selected before pushing the preview button (shown above) you may find this to be a lengthily process. Printing the Report Once you have selected the report you wish to preview from the Individual Report Format please make sure that only the required pupils are selected from the Students section.

If you require all pupils to have a printed copy of their report you will need to check the box next to each pupil name. Click the Print button (shown above).

Uploading the Reports Clicking the Generate button (shown above) will send a copy of the report to the linked documents area in the students’ record. Exporting the Reports You can also export a copy of the report to save in a secure location for example a staff drive. Click Next and then Finish. You will then receive a screen saying “Results have not been exported. Do you wish to close the wizard?” please select Yes. Creating your Early Years Common Transfer File to send to Business & Intelligence Please go to page 45 for details on how to completed the Common Transfer File (CTF) to send to Business and Intelligence Contents Page

Business and Intelligence (C and A) Page 15 of 49 Phonics Year One & Year Two Contents Page

Business and Intelligence (C and A) Page 16 of 49 Contents Page

Business and Intelligence (C and A) Page 17 of 49 Phonics Final deadline to return data to LA: 22th June 2018 Hopefully, when importing the EYFS Profile Wizard 2018 you will have imported the Year 1 Phonics Screening Wizard 2018 and Year 2 Phonics Screening Wizard 2018. If not please go back to Importing of the Wizards and complete this process. Selecting Pupils Year 1 Phonics Select Tools | Performance | Assessment | Wizard Manager Select Year 1 Phonics Screening Wizard 2018 and select Next The Select Group Screen will now appear, you will need to click on the browser button to select the relevant criteria for reporting.

To complete this statutory return we will be using the Year Group criteria (this will include all Year 1 pupils by date of birth). If for any reason you have pupils you wish to report that are not taught in year 1 you will need to select National Curriculum Year and select Curriculum Year 1. Click Apply then Next. One marksheet should now be displayed, Phonics Screening Year 1 2018. This marksheet is where your results will need to be entered. Contents Page

Business and Intelligence (C and A) Page 18 of 49 Results Entry To start entering your marks into the marksheet there are two methods of entry  Double-clicking the marksheet OR  Clicking on the edit marksheet button The pupils you selected within the Group Selector section will now be displayed along with the one assessment that needs to be entered.

To ensure you’re working with the correct pupils please change the date to 26th May 2018 and refresh the data. Filtering or Ordering by Registration Group Many schools have more than one Registration Group to report for so entering data by class may be an easier / preferred option. To do this right click on the Students heading and Select Additional Student Columns. Below are all the additional columns you can choose from. For the purpose of this section I will select Registration Group and select OK.

You will now see the additional column Reg Group has been added next to the student’s name. You can then use the filter symbol in the top right corner to select the class you wish to start entering data for or click on the Reg Group heading itself to sort into class order. Contents Page

Business and Intelligence (C and A) Page 19 of 49 Entering Year 1 Phonics The administering of phonics Screening Checks begins the week of 11th June 2018 so if any pupils left before that week, or have arrived since then; you should change the Group Membership Date to include these and click on the Refresh button.

Information provided on the GOV.UK website states the threshold mark will be published on 25 June 2018 therefore the threshold mark is not needed for you to submit your return to the LA. Please enter the phonics mark as appropriate (0-40). Click Calculate, Save then Close. Once the threshold mark has been released (25 June 2018) please reopen the marksheet and right-click on the Threshold Score Phonics Check Year 1 column heading and Select Grade for Column. Select the applicable mark and this will flood fill the column. Click the Calculate and Save which will populate Grade for Phonics Check Year 1.

Although the next section of the Wizard is called Results for export we will not be using this to return your data, we will be creating a Common Transfer File (CTF).

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Business and Intelligence (C and A) Page 20 of 49 Reporting to Parents - Year 1 Phonics If you are still within the Wizard Click Next, if you have closed the Wizard select Tools | Performance | Assessment | Wizard Manager Select Year 1 Phonics Screening Wizard 2018 and click Next. Click Next to the Select Group Section. Once the marksheet are displayed click Next. Select Phonics Screening Year 1 2018. The group membership date will default to the current date and therefore will need to change to include pupils that may have left/joined your school during this time.

The following three reports can be produced once all data has been completed  KS1 Y1 Phonics Student Eng 2018  KS1 Y1 Phonics Comparative Eng 2018 Previewing the Report Once you have selected the report you wish to preview from the Individual Report Format please make sure that only one pupil from the Students section is selected before pushing the preview button (shown above) you may find this to be a lengthily process. Printing the Report Once you have selected the report you wish to preview, from the Individual Report Format please make sure that only the required pupils are selected from the Students section.

If you require all pupils to have a printed copy of their report you will need to check the box next to each pupil name. Click the Print button (shown above).

Uploading the Reports Clicking the Generate button (shown above) will send a copy of the report to the linked documents area in the students’ record. Exporting the Reports You can also export a copy of the report to save in a secure location for example a staff drive. Click Next and then Finish. You will then receive a screen saying “Results have not been exported. Do you wish to close the wizard?” please select Yes. If you do not have any Year 2 pupils retaking Phonics please skip to Creating the CTF. Contents Page

Business and Intelligence (C and A) Page 21 of 49 Year 2 Phonics Pupils who did not reach the expected standard for phonic decoding at the end of Year 1 are required to retake the screening check in Year 2.

Selecting Pupils Select Tools | Performance | Assessment | Wizard Manager Select Year 2 Phonics Screening Wizard 2018 and select Next The Select Group Screen will now appear, you will need to click on the browser button to select the relevant criteria for reporting. One marksheet should now be displayed, Phonics Screening Year 2 2018. This marksheet is where your results will need to be entered.

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