Returning KS1 Phonics Screening Check Data (Year 1 Checks & Year 2 Rechecks) 2018

Transcription

1 Returning KS1 Phonics Screening Check Data (Year 1 Checks & Year 2 Rechecks) 2018 The FINAL deadline for submission is 5pm on Monday 25 th June 2018 The pass mark threshold for this year will be released on Monday 25 th June, after which the grades can be calculated Document Reference DMS009 Published/Updated June 2018 Fully accredited by Capita SIMS for proven quality of SIMS support Contact us via the ICT Service Desk at: help@sd.hertsforlearning.co.uk

2 Herts for Learning 2018 Copyright of this publication and copyright of individual documents and media within this publication remains with the original publishers and is intended only for use in educational settings, schools and academies. All rights reserved. Extracts of the materials contained in this publication may be used and reproduced for educational purposes only. Any other use requires the permission of the relevant copyright holder. Requests for permissions, with a statement of the purpose and extent, should be addressed to: help@sd.hertsforlearning.co.uk Herts for Learning Ltd. Registered in England and Wales No Registered office: Robertson House, Six Hills Way, Stevenage, Hertfordshire, SG1 2FQ

3 CONTENTS INTRODUCTION... 1 Pupils to Include... 1 YEAR 1 AND YEAR 2 PHONICS SCREENING CHECK PROCESS... 2 DOWNLOADING AND IMPORTING THE PHONIC SCREENING WIZARD PACKS... 3 Downloading the Wizard Packs... 3 Importing the Wizard Packs... 4 USING THE YEAR 1 AND YEAR 2 PHONICS SCREENING WIZARDS... 6 Opening the Wizard... 6 Valid Grades for the Year 1 & Year 2 Phonics Screening Checks... 8 The Marksheet Screens Explained... 8 Entering Data into the Marksheets AUTHORISING THE SUBMISSION CREATING THE KS1 PHONICS SCREENING FILE Creating the Common Transfer File RETURNING THE FILE VIA ANYCOMMS PLUS USING THE THRESHOLD PASS MARK (25 TH JUNE) Calculating the Grades Reporting the Results of the Screening Check to Parents APPENDIX ENTERING YEAR 1 PHONICS DATA FOR A YEAR 2 PUPIL FREQUENTLY ASKED QUESTIONS i

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5 Introduction Introduction These notes will guide you step-by-step through the process of inputting all the required data for the Year 1 Phonics Screening Check and the Year 2 Phonics Screening Recheck, submitting the returns and reporting to parents. Your submission should be completed by 5pm on Monday 25 th June. The pass mark threshold will be released by the DfE on Monday 25 th June After this date you will be able to enter the threshold into the marksheets and calculate a grade to indicate whether or not pupils have passed the check. However, as only the check mark is required by the DfE, and not the grade, you can still submit the data prior to the release of the threshold. Pupils to Include It is the responsibility of the school at which a pupil took the Phonics Screening Check to report their level to the local authority and to the pupil s parents. This means that you are most likely responsible for returning Phonics Screening Check data for any child that is on your school roll during the week commencing 11 th June Further guidance on this is given under Entering Data into the Marksheet on page 10. If you are missing any Year 1 Phonics Data for pupils currently in Year 2, this will need to be entered into SIMS BEFORE proceeding with entering the current year s data. This data can be found on the Key to Success website. Once you have the data, please follow the instructions in the Appendix on page 29 to enter the data into the appropriate marksheet. If you have any queries, please contact the appropriate team. Query Team Phone Data entry and all queries regarding the processes covered in this document ICT Service Desk Option 1, Option 1 Data submission Data Collection & Business Information Team Making pupil assessments Assessment Team If you have any queries, please check the section on Frequently Asked Questions (page 31) and the Latest Updates area on the our website, where we will post any new known issues, before calling our Service Desk. or Doc Ref DMS009 Herts for Learning 2018 Page 1

6 Year 1 and Year 2 Phonics Screening Check Process Year 1 and Year 2 Phonics Screening Check Process Completed Download and import the Wizards into SIMS Page 3 Enter assessments into marksheets Page 10 Print the marksheets for authorisation by Head/SLT Page 16 Create and return CTF to Data Collection & Business Information Team by 5pm on 25 th June 2018 Page 17 Enter the pass threshold level into the marksheets after 25 th June 2018, calculate the grades and print reports Page 23 Page 2 Herts for Learning 2018 Doc Ref DMS009

7 Downloading and Importing the Phonic Screening Wizard Packs Downloading and Importing the Phonic Screening Wizard Packs Late changes to the Phonic Screening Wizards means that you will need to download the latest versions from our website at: bit.ly/hflkeystage or Downloading the Wizard Packs 1. In Internet Explorer, navigate to the webpage detailed above and right click on the file named Year 1 Phonics Screening Wizard 2018.xml. 2. Select Save target as from the menu. (However, if you are using another browser e.g. Chrome, then you may have Save link as the option instead, and you may find that the file is downloaded directly into your Downloads folder, in which case you can import directly from there.) 3. Create a new folder in a known location, e.g. your Documents, and name it Key Stage Wizards If you have already created this folder when following another document, navigate to it. 4. Click Save. 5. Repeat these steps to download the file named Year 2 Phonics Screening Wizard 2018.xml. Doc Ref DMS009 Herts for Learning 2018 Page 3

8 Downloading and Importing the Phonic Screening Wizard Packs Importing the Wizard Packs 1. Choose Routines > Data In > Assessment > Import from the menu. 2. At this point, you may be offered the chance to automatically import Assessment Manager Resources. If you are not, go to step 4. Otherwise REMOVE THE TICKS FROM ALL 3 BOXES, then click Yes. Click OK to the next message, and go to step 4. If you accidentally click Yes before removing the ticks, or have done so previously when following the other end of Key Stage documentation, then you do not need to import the files from the website and can continue to page If you did click Yes before removing the ticks, the import process may take up to 20 minutes do not attempt to do anything else in SIMS whilst the import is taking place. Once finished, an Activity Log will be displayed. Close this. 4. The Import Wizard screen will now be visible. You must now import the Year 1 Phonics Screening Wizard. 5. In the Import Wizard, click on the Browse button. Page 4 Herts for Learning 2018 Doc Ref DMS009

9 Downloading and Importing the Phonic Screening Wizard Packs 6. Click the dropdown next to the Look in box and browse to your Key Stage Wizards 2018 folder, containing the file you downloaded on page Once you have found the folder, double click on Year 1 Phonics Screening Wizard 2018.xml, or highlight it and click Open. This file will now be displayed in the Select the file to import from field. 8. A tick should automatically appear in the Overwrite with default values box at the bottom left of the window DO NOT remove this tick. Click on the Finish button and, when prompted, click the Yes button to start the import process. Please be patient as this may take several minutes. 9. An activity log will be displayed when the import is complete. 10. Click Close. 11. Repeat these steps, choosing the Year 2 Phonics Screening Wizard 2018.xml at step 7. Completed? Doc Ref DMS009 Herts for Learning 2018 Page 5

10 Using the Year 1 and Year 2 Phonics Screening Wizards Using the Year 1 and Year 2 Phonics Screening Wizards Most of the following instructions will apply to BOTH the Year 1 and Year 2 Phonics Screening Wizards. Although many of the screenshots relate to the Year 1 Wizard, where there are differences between the two wizards, these are detailed at the relevant steps. Opening the Wizard 1. Choose Tools > Performance > Assessment > Wizard Manager from the menu. 2. A list of available wizards is displayed. If you cannot see their full names, you can expand the column width by placing your mouse pointer on the line between the Name and Edit Date column headings, then clicking and dragging to the right. Tip: if you have many wizards from previous years in this screen, you can remove them from view by ticking the box in the Complete column. The next time you go into this screen, any wizards ticked as complete will automatically be hidden from view. The Filter box at the top of the screen allows you to view Complete, Incomplete or All wizards. 3. Click on the name of the Year 1 or Year 2 Phonics Screening Wizard 2018 and click Next. (If you have ticked any of the Complete boxes, you will now be prompted to save the changes click Yes.) Page 6 Herts for Learning 2018 Doc Ref DMS009

11 Using the Year 1 and Year 2 Phonics Screening Wizards 4. The next step requires you to select your National Curriculum Year group. Click on the Browse Groups button at the right of the screen. 5. Click on the + next to National Curriculum Year and select the relevant group for the selected wizard: Year 1 Phonics Screening Wizard Year 2 Phonics Screening Wizard 6. Click Apply. The chosen group is displayed. 7. Click Next to display the marksheet included in the selected wizard. or 8. To open the marksheet for data entry or editing, either double click on it or highlight it then click the Edit Marksheet button to the right of the screen. Completed? The following pages describe the marksheet and valid grades allowed. Please read these carefully BEFORE proceeding to Entering Data into the Marksheet on page 10. Doc Ref DMS009 Herts for Learning 2018 Page 7

12 Using the Year 1 and Year 2 Phonics Screening Wizards Valid Grades for the Year 1 & Year 2 Phonics Screening Checks The following grades are available to be used: 0-40 This is the phonics Mark, being the number of correctly decoded words. Wa Wt D A L Met the expected standard (cannot be calculated until after the pass threshold is available) Did not meet the expected standard (cannot be calculated until after the pass threshold is available) Disapplied used where a child has been disapplied from the phonics screening check as they have not shown any understanding of grapheme-phoneme correspondences. Absent used if a child is unexpectedly absent during the period of the screening check. Child has left the school DO NOT USE THIS GRADE! The Marksheet Screens Explained Year 1 Phonics Screening Marksheet: Save button Undo changes since last save Print Calculate: this will calculate the grade and check for missing entries Data entry for this Marksheet is complete: tick this when all data has been entered on this marksheet (OPTIONAL) Columns with an f are formula columns and will fill in when Calculate is clicked 11/06/2018 The Data Check column will highlight in red when Calculate is clicked and there is missing data however, in this case the data can be submitted without the grade being present. Page 8 Herts for Learning 2018 Doc Ref DMS009

13 Using the Year 1 and Year 2 Phonics Screening Wizards Year 2 Phonics Screening Wizard (difference from Year 1): You must only enter data for Year 2 pupils where the marksheet indicates this is required! Data Check indicating Year 2 recheck may be required because Year 1 data missing Data Check is showing a missing grade because threshold data not entered yet, but mark has been entered so can be ignored. Data Check is showing a missing grade because threshold data not entered yet but neither has the mark, so cannot be ignored! Any unsaved data appears in red. Click on the Save button to save your changes. Data will then appear black. Data Entry columns have a white background. Data Review columns (read only) have a grey background. Formula columns have a symbol f in the top left corner of the column heading and are calculated (so no data entry is required). Data Entry for this Marksheet is complete: teachers can indicate when they have finished entering levels (optional). Result Date: the date the assessments were recorded. Calculate will calculate all formula columns. Zoom will open the marksheet in a larger window. Narrow will reduce the width of columns so that more will fit on the screen click a second time to increase the width again. The Print button gives you the option to print a blank marksheet that can be useful for data gathering from teachers. Once you are happy that you understand the marksheet screens, please proceed to Entering Data into the Marksheet on page 10. Doc Ref DMS009 Herts for Learning 2018 Page 9

14 Using the Year 1 and Year 2 Phonics Screening Wizards Entering Data into the Marksheets 1. To open the marksheet for data entry or editing, either double click on it from the wizard or highlight it and then click the Edit Marksheet button to the right of the screen. 11/06/ Enter 11/06/2018 into the Group Membership Date field and click Refresh. This will amend the list of pupils on the marksheet to display all the pupils that were on roll on that date. If you have any pupils that joined you after this date and took the screening check at your school, you will need to change this date to when they joined you. If you are able to select a date on which all the pupils for whom you are responsible for the return of Phonics data were on roll, then use that date, otherwise you will have to enter the assessment data for the majority under 11/06/2018 and then change the date, clicking Refresh, to access the other pupils. If you have any issues with displaying all pupils with one date, then please contact our Service Desk for advice. Please remember which date(s) you use at this step, as you will need to use the same date at later stages of this process. 3. Optional: if you have 2+ form entry then you may wish to separate the pupils by Registration Group. To do this you first need to display the column for Registration Group. Right click on the heading Students and choose Select Additional Student Columns. Page 10 Herts for Learning 2018 Doc Ref DMS009

15 Using the Year 1 and Year 2 Phonics Screening Wizards 4. Click to place a tick alongside Registration Group and click OK. 5. A column for Reg Group will be displayed. Left click on the column heading to sort alphabetically by this column. If you need to close and then reopen the marksheet, you will have to click on the column heading to sort again. 6. When you first open the Phonics Screening Year marksheet you should click on Calculate so that the Year 2 Check Required? column is populated. There is no need to calculate the Phonics Screening Year marksheet at this point. If you are missing any Year 1 Phonics Data for pupils currently in Year 2, this will need to be entered into SIMS BEFORE proceeding with entering the current year s data. This data can be found on the Key to Success website. Once you have the data, please follow the instructions in the Appendix on page 29 to enter this data into the appropriate marksheet. Doc Ref DMS009 Herts for Learning 2018 Page 11

16 Using the Year 1 and Year 2 Phonics Screening Wizards 7. Year 1: All pupils in the Phonics Screening Year marksheet will display a red! under the Data Check column heading on Save. This is because the grade is not yet present. As this cannot be calculated until the threshold score is known (see page 23), you will need to check the marksheet carefully by eye to identify any missing data. The only pupils before then who will have OK in the Data Check column will be those who are been marked with a grade of D or A. Year 2: Pupils in the Phonics Screening Year marksheet requiring a recheck will have a Yes in the Year 2 Check Required? column after Calculating. This column can be filtered so that only those pupils requiring data entry can be displayed. To filter the column float the mouse over the column heading so that the filter (funnel) icon becomes visible, click on it, then put a tick in Yes and click OK. Page 12 Herts for Learning 2018 Doc Ref DMS009

17 Using the Year 1 and Year 2 Phonics Screening Wizards After entering the data, as described in the following steps, you can remove the filter by clicking on the cross at the bottom left of the marksheet screen: Now enter the data into the correct column: In the Year 1 marksheet, this is called Mark for Phonics Check Year 1 do NOT enter into the first column called Threshold Score. In the Year 2 marksheet, this is called Mark for Phonics Check Year 2 8. To enter the phonics Mark, select the cell for the first pupil and type in the screening check mark; this will be a number between 0 and 40 inclusive. You can then press the Down Arrow to move down the column to the next pupil. If you try to enter a value that is not valid for that column, a screen will pop up to inform you of the possible valid entries. 9. The values will display in red until saved. As soon as you reach the bottom of the column click the Save button. 10. Where you know that a pupil should have a Disapplied or Absent code, enter D or A respectively into the Grade for Phonics Check column. DO NOT enter anything into the Mark column for those pupils. These are the ONLY entries that should be made in the Grade column in the Year 1 and Year 2 marksheets you CANNOT enter Wa or Wt until the threshold for the pass mark is made known on or after 25 th June. Doc Ref DMS009 Herts for Learning 2018 Page 13

18 Using the Year 1 and Year 2 Phonics Screening Wizards You MUST ensure that the Mark column is left BLANK for those pupils with A or D as the Grade. DO NOT ENTER A 0 INTO THE MARK COLUMN. 11. Click Save to save your changes. 12. Remember: you can ignore the Missing entries in the penultimate column of the Year 2 marksheet provided that you have entered data for all those pupils requiring a recheck. If you have entered data in a wrong column for either Year, please contact our Service Desk for help with removing it. Highlighting the cell and pressing Delete will remove the value from view, but will NOT permanently delete it. 13. When you have completed the data entry, and have ensured that there is no missing data, please click Print to print a copy of each marksheet. These should then be given to the Head Teacher or Assessment Co-ordinator to check BEFORE proceeding to create a CTF. 14. You can exit the marksheet at any time by clicking on the Close button. Click Cancel to close the wizard. To Return to the Data Entry Marksheet via the Wizard 1. Choose Tools > Performance > Assessment > Wizard Manager from the menu. 2. Highlight the required wizard and click Next. 3. Click Next at the Group screen to display the available marksheet. This screen defaults to displaying Incomplete marksheets only. You may need to change this using the Filter box to select All or Complete if the marksheet you are looking for has been marked as completed. 4. Double click on the marksheet or highlight it and click on the Edit Marksheet button to return to entering the data, remembering to enter 11/06/2018 (or similarly suitable date) into the Group Membership Date field and click Refresh. 5. When you have completed the data entry, close the marksheet. Page 14 Herts for Learning 2018 Doc Ref DMS009

19 Using the Year 1 and Year 2 Phonics Screening Wizards To Return to the Data Entry Marksheet via the Marksheet Browse Once the marksheets have been created from the wizards, they can also be accessed through the Find Marksheet screen. Use this method only if you are already familiar with the Marksheet Browse. 1. Choose Focus > Assessment > Marksheet Entry. 2. In the Find Marksheet screen, enter p into the Template Name box and click Search. 3. Double click on the name of the required marksheet, ensuring you choose the correct year. 4. Enter 11/06/2018 (or similarly suitable date) into the Group Membership Date field and click Refresh. 5. You can now enter data as described previously however, you may find it easier to click Zoom first, to open the marksheet in a larger window. Completed? Please ensure that you have entered all the required data for Year 1 pupils, plus those pupils in Year 2 who did not meet the required standard on the Year 1 Phonics Screening Check last year, before creating and submitting the CTF. Doc Ref DMS009 Herts for Learning 2018 Page 15

20 Authorising the Submission Authorising the Submission It is a legal requirement that the head teacher must take responsibility for the reliability of their phonics check data and ensure that the data submitted is accurate and complete. Therefore, before submitting any statutory data, you MUST ask your head teacher or a member of your SLT to check and authorise that the data is complete and ready to be submitted. You should do this by printing copies of the Phonics Screening Year marksheet and the Phonics Screening Year marksheet (step 13 on page 14). ONLY WHEN THESE HAVE BEEN CHECKED AND APPROVED BY YOUR HEAD OR A SENIOR LEADER SHOULD YOU PROCEED TO CREATING AND RETURNING THE CTF. Completed Page 16 Herts for Learning 2018 Doc Ref DMS009

21 Creating the KS1 Phonics Screening File Creating the KS1 Phonics Screening File Once all the assessments have been entered, a Common Transfer File (CTF) needs to be generated in SIMS. This file will then be returned via AnyComms Plus. Please try to create and send only ONE KS1 Phonics Screening Checks CTF file, containing both Year 1 and Year 2 pupils, if possible. If you do need to send further files (e.g. if a mistake has been made, then rectified) then please the Data Collection & Business Information Team at data.collection@hertfordshire.gov.uk to advise them of the reason, and of the name of the files being sent. Creating the Common Transfer File 1. Choose Routines > Data Out > CTF > Export CTF to display the Export CTF screen. 2. When the Select the CTF export type box is displayed, choose Phonics Test Results and click Select. 3. Under Student Options, enter an Effective Date of 11/06/2018 OR THE SIMILAR DATE USED PREVIOUSLY IN THIS DOCUMENT (if applicable), ensuring that Current students is showing in the View drop down box, then click on Refresh Students. 11/06/ If any pupils have left who need to be included in the file and are not listed, then choose Current and Leavers this year from the View drop down menu and click on Refresh Students again. You will need to include all your Year 1 pupils, plus any Year 2 pupils that were required to do the recheck this year, in a single CTF. 5. Filter on Year Taught using the drop down arrow on the column heading to filter down to your Curriculum Year 1 pupils. Doc Ref DMS009 Herts for Learning 2018 Page 17

22 Creating the KS1 Phonics Screening File 6. Highlight the first pupil in the list you wish to include in the CTF by clicking on their name and then, whilst holding down the Shift key, click on the name of the last pupil to be included (you may need to scroll down the list to see the last pupil). This will highlight all the pupils in that block. 7. Click in the Destination LA/Other field (NOT Destination School) for the LAST PUPIL selected, and select Hertfordshire from the list. This should populate all the pupils destinations as Hertfordshire. 8. To include Year 2 pupils who have had a recheck, change Year Taught to (All) and then choose 2 from the list, but DO NOT CLICK REFRESH STUDENTS AGAIN (otherwise you will wipe out the destinations you have added so far). You can then either select the individual pupils required by holding down the CTRL key as you click on them, or you may find it easier to simply assign Hertfordshire as a destination to each one individually. 9. If you do not need to include any leavers in the CTF, go to step If you need to include leavers in the CTF click on the drop down arrow for Year Taught and choose (All), to display all pupils. Click on the drop down arrow for Year Taught again and choose ( 1). DO NOT CLICK REFRESH STUDENTS AGAIN. Select a Destination LA/Other of Hertfordshire for the required leaver(s). Repeat this, choosing ( 2), if required. 11. To check the pupils being included in the CTF, click on the drop down arrow for Year Taught and choose (All), to display all pupils. Click on the heading for Destination LA/Other twice to sort the pupils so all those with the destination of Hertfordshire are at the top of the list. 12. If any of the pupils should not be included in the CTF you can remove Hertfordshire by selecting the individual pupil and choosing the blank entry at the top of the drop down list on that column. 13. Once you are sure that all the required pupils and no more have been allocated to Hertfordshire, click the Export CTF button to create the CTF. (You may need to scroll down the screen to see this button.) Page 18 Herts for Learning 2018 Doc Ref DMS009

23 Creating the KS1 Phonics Screening File 14. A message concerning addresses and the Address Tidy and Merge routine will be displayed click Yes to ignore this and proceed with creating the file. 15. When the process has finished an Export complete message will be displayed. Make a note of the file name and then click OK. 16. The Exception Log will be displayed. If there are any errors, the log can be saved or printed. However, the log does not seem to be reporting on which results are missing, so please check the number of pupils included in the file to ensure that you have assigned the correct pupils in the steps above. Completed? Doc Ref DMS009 Herts for Learning 2018 Page 19

24 Returning the File via AnyComms Plus Returning the File via AnyComms Plus The file for KS1 Phonics Screening Check data will be sent to the Data Collection & Business Information Team via AnyComms Plus. AnyComms Plus is a secure file transfer system accessed via the internet through a secure website. 1. Open Internet Explorer and enter into the address bar (please note it is https not http). If you prefer, you can use the link to AnyComms Plus on the Grid home page. 2. Log in to the AnyComms Plus site by typing in your username and password (the password is case sensitive). Click the Login button. You will then be asked to enter the characters from your memorable word. 3. The home page is displayed. Click on Upload a file to the Local Authority button which is in the list under the Main Menu heading. 4. Click on the Browse button under Upload your files. 5. Browse to the location of the exported CTF, usually in S:\SIMS\Star\CTFOut. Page 20 Herts for Learning 2018 Doc Ref DMS009

25 Returning the File via AnyComms Plus 6. To help locate the correct CTF, ensure that the view is set to Details View using the View button. 7. You can then click on the heading of the Date modified column to sort in reverse date order. 8. Highlight the correct CTF from the list and click Open. Remember that the file name will contain PHO _PHO_919LLLL_007.xml 9. The file you chose will now show in the File Name column. If you have selected the wrong file you can click on the Remove button in the Remove File column. 10. Click on the drop down in the Service column and select Data Collection & Business Info. Doc Ref DMS009 Herts for Learning 2018 Page 21

26 Returning the File via AnyComms Plus 11. Click on the drop down in the File Type column and select Y1 Phonics Check (xml). 12. You can then click the Upload All Files button _PHO_919LLLL_007.xml 13. A message will display saying Files Uploading Please Wait. You will receive an automatic from AnyComms Plus confirming that the file(s) have been sent. 14. A screen will appear showing which files you have uploaded and asking What would you like to do now?. If you wish, you can click the button Print a record of this transaction and keep this as confirmation. Completed? WELL DONE You have submitted your KS1 Phonics Screening data! After 25 th June 2018, you will be able to calculate each pupil s grade, and produce reports for parents. Page 22 Herts for Learning 2018 Doc Ref DMS009

27 Using the Threshold Pass Mark (25 th June) Using the Threshold Pass Mark (25th June) The DfE will be releasing this year s pass mark for the Phonics Screening Checks on 25 th June After this, you will need to follow the instructions below in order to be able to calculate a grade of Wa or Wt for each Year 1 & applicable Year 2 child, and to produce reports for parents. Please do not print reports for parents until you have calculated the grades! Last year a number of schools did, which meant that the reports to parents were missing the outcome. The threshold level, and any further updates, will be displayed on our website at: bit.ly/hflkeystage or Calculating the Grades 1. Choose Tools > Performance > Assessment > Wizard Manager from the menu. 2. Highlight the Year 1 Phonics Screening Wizard 2018 and click Next. 3. Click Next at the Group screen to display the available marksheet. 4. Double click on the marksheet or highlight it and click on the Edit Marksheet button to open it. 5. Enter 11/06/2018 (or similarly suitable date previously used) into the Group Membership Date field and click Refresh. 6. The marks previously submitted will be visible, but now the threshold mark needs to be added to the first column in the marksheet in order to generate a grade. Doc Ref DMS009 Herts for Learning 2018 Page 23

28 Using the Threshold Pass Mark (25th June) 7. To do this, right click on the column heading of the column in the marksheet headed Threshold Score. 8. Choose Select Grade for Column. A list of possible threshold scores is displayed. 9. Highlight the required threshold level the screenshots show this as 32 but you MUST choose the level that has been decided by the DfE. This level will be displayed on our website. 10. The chosen level will now appear against every pupil in the marksheet. Page 24 Herts for Learning 2018 Doc Ref DMS009

29 11. Click Calculate to generate the Grade. Using the Threshold Pass Mark (25th June) Wa indicates the pupil took the phonics screening check and met the required standard (Working at) Wt indicates the pupil took the phonics screening check and did not meet the required standard (Working towards) 12. Click Save. 13. If not all the required children are listed then repeat steps 5 to 12, changing the Group Membership Date at step 5 as needed. 14. Close the marksheet 15. Click Back until you are at the first screen of the wizard, and then repeat steps 2 to 12 above for the Year 2 Phonics Screening Wizard 2018 marksheet. 16. Click Cancel to close the wizard. Doc Ref DMS009 Herts for Learning 2018 Page 25

30 Using the Threshold Pass Mark (25th June) Reporting the Results of the Screening Check to Parents Once you have calculated the grades in the marksheets, you are ready to use the Report step of the wizards. This step displays the Report Templates for the selected Phonic Screening Wizard and from here you can print the statutory reports. Before printing you can, if you wish, preview an individual pupil report in Microsoft Word. You may be prompted to enable macros in Word, depending on your macro security level. NOTE: Sometimes errors are generated on a workstation when producing reports. These can usually be cleared by rebooting the machine, or carrying out the procedure at a different machine. 1. Choose Tools > Performance > Assessment > Wizard Manager from the menu. 2. Highlight the required wizard (Year 1 Phonics Screening Wizard 2018 or Year 2 Phonics Screening Wizard 2018) and click Next. 3. Click Next again until you reach the Reports step of the wizard. This step enables the printing of two reports: KS1 Y1 Phonics Comparative Eng 2018 (or KS1 Y2 Phonics Comparative Eng 2018) - School & National Comparison data KS1 Y1 Phonics Student Eng 2018 (or KS1 Y2 Phonics Student Eng 2018) Individual Student Data KS1 Y1 Phonics Comparative Eng 2018 KS1 Y1 Phonics Student Eng The reports for Y2 Phonics are similar to those above. Page 26 Herts for Learning 2018 Doc Ref DMS009

31 The Student Report Using the Threshold Pass Mark (25th June) 1. Ensure that the KS1 Y1 Phonics Student Eng 2018 (or Y2) report is highlighted. Preview Report Print Report Export Report Upload Report 2. Enter 11/06/2018 (or similarly suitable date, as used previously on the marksheets) into BOTH the Membership Dates for Group fields and click the Refresh button. This will amend the list of pupils to display all those for whom you are responsible for reporting Phonics data. Please note: If there isn t a single date that will allow all the required pupils to be displayed (due to leavers and/or new arrivals) then you can enter a range of dates in the From and To fields. 3. In order to view the report for an individual pupil, tick the pupil of your choice then click the Preview Report button. The report will be generated and opened in Word (click Enable Macros if prompted). After previewing the report, it is important to completely close Word before continuing. You can preview more than one pupil at a time if you wish by ticking more than one pupil once you have closed the document generated for the first pupil, the next one will then be generated. Remember, if you encounter any errors when trying to generate reports, then these can usually be cleared by rebooting the machine, or carrying out the procedure at a different machine. 4. To print the reports for Year 1, click Select All to select all the pupils, or for Year 2 tick the ones that required a recheck, and click the Print Report button. Doc Ref DMS009 Herts for Learning 2018 Page 27

32 Using the Threshold Pass Mark (25th June) 5. To save copies of all the reports, select the required names then click the Export Report button. You will be prompted to choose a folder into which the reports will be saved (existing files with the same names will be overwritten). Click Yes. 6. Choose a location, then click OK. The reports will be saved in the folder, with the pupil s name and admission number in the name of the document e.g. Adedeji-Payal KS1 Y1 Phonics Student Eng 2018.xml. 7. To produce a report and attach it to the pupil s record as a Linked Document, click the Upload Report button. Comparative Report The Comparative Report displays the School and National Teacher Data. The Comparative Report will be the same for each student in the group. It is therefore only necessary to select one pupil in order to print this report. Please check carefully that the number of pupils is shown correctly on the report and that you agree with the results of the calculations before printing multiple copies. 1. Ensure that the KS1 Y1 Phonics Comparative Eng 2018 (or Y2) report is highlighted. 2. Enter 11/06/2018 into BOTH the Membership Dates for Group fields (or suitable range of dates, as used previously) and click the Refresh button. 3. Ensure that only one pupil is selected and then click the Preview Report button (click Enable Macros if prompted). 4. Please remember that this report displays percentages NOT numbers, and that the figures may not add up to 100 due to rounding. You can now print as many copies as you need from Word or print one copy and photocopy it. We strongly recommend that you also save the report to a location of your choice, to avoid having to run it again in the future. Page 28 Herts for Learning 2018 Doc Ref DMS009

33 Appendix Entering Year 1 Phonics Data for a Year 2 Pupil Appendix Entering Year 1 Phonics Data for a Year 2 Pupil If you need to enter missing Year 1 Phonics Data for a current Year 2 pupil, please follow the instructions below. More detailed instructions are in document PA003 Entering Historical Data into SIMS AM7 which can be found on the PA+ Subscription website under SIMS AM7 resources - additional guidance. 1. Choose Focus > Assessment > Template from the menu. Type ph into the Template Name box and then press Enter or click Search. 2. Double click on the Phonics Screening Year 1 for last year, i.e (NOT this year s template) to open it. Click the link for Marksheets at the top of the screen. 3. A marksheet for Curriculum Year 1 should already be present. Click the New button at the right of the screen to display the Group Selector box. Click the + sign next to National Curriculum Year and put a tick in Curriculum Year Click Apply, then click the Save button at the top of the screen. 5. Highlight the marksheet and click the Open button on the right. 6. Start by changing the Result Date (NOT the Group Membership date) to a date around the time that the child would have been checked, e.g. 19/06/ /06/ /06/2018 Doc Ref DMS009 Herts for Learning 2018 Page 29

34 Appendix Entering Year 1 Phonics Data for a Year 2 Pupil 7. Enter a Threshold score of 32 (last year s pass mark) and then the pupil s actual Mark for the Phonics Check. Click Calculate to generate the Grade. 8. Click Save then Close. You should then delete the marksheet by clicking the Delete button on the right of the screen. Page 30 Herts for Learning 2018 Doc Ref DMS009

35 Frequently Asked Questions Frequently Asked Questions 1 I cannot see some of the menu routes for Assessment. You may not have the required access rights and should contact the ICT Service Desk. 2 When I go back to look for a marksheet through the wizard, I cannot see it. The marksheet or wizard may have been marked as completed ensure the Filter says All, not Incomplete. 3 Our school needs to report the data for a child who has now left. These instructions have been designed to ensure that if you put back the Group Membership Date as described, then you will have returned the data for, and correctly reported on, any eligible pupils. 4 I cannot calculate a pass grade on the marksheet, so cannot report to parents The pass mark will not be released by the DfE until 25 th June. After that day you will be able to calculate a grade of Wa or Wt, and generate reports to parents. 5 A pupil was disapplied (or absent during the check period) and D (or A ) has been entered as the grade, but on saving the marksheet the grade is changing to Wt. Check that the Mark column has been left blank. If you have entered 0 (or any other value) in error, please contact our Service Desk so that this incorrect data can be permanently deleted from the pupil s record. The correct grade of D (or A ) can then be recorded. 6 I need to include Year 2 pupils in the CTF but I cannot see them in the list of pupils. If you have filtered the Year Taught column to show only Year 1 pupils you will need to filter this column by selecting (All) and then filter the column again by selecting Year 2. 7 My comparative report does not seem to be correct. Check the number of pupils it is calculating on is as expected. You MUST ensure that the correct date is entered into both the Membership Dates for Group fields and you have clicked the Refresh button BEFORE generating the Comparative Report. If the selected date range includes pupils who were not assessed, the data will not aggregate to 100%. Remember, the figures in this report are percentages NOT numbers. If you have an issue with selecting a single date for the Group Membership due to arrivals/leavers during test week, then please contact our Service Desk for help with generating the Comparative report for the correct group. 8 I am getting an error/my machine is hanging when producing the individual reports? This can typically be rectified by rebooting or trying on another workstation. Doc Ref DMS009 Herts for Learning 2018 Page 31

36 Frequently Asked Questions 9 My printer is asking for a password and is doing this for all reports. Printing reports will use the default printer and will not ask which printer to use. It is advisable to set your default printer to one that does not have a password to enter, as it will request this password for each pupil's report to print. Page 32 Herts for Learning 2018 Doc Ref DMS009

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