Early Years Foundation Stage ProfileEarly Years Foundation Stage Profile 2013 How to record and...

© Cornwall Council April 2013

Early Years Foundation Stage Profile 2013

How to record and submit the Summer 2013 Early Years Foundation Stage Profile to the LA (includes details on the use of eProfile).

The deadline for submission is 28th June 2013

NOTE for ACADEMIES: As stated by the DfE you will still need

to record and submit the EYFSP information to the Local Authority who will submit it to the DfE on your behalf.

PLEASE READ THE BOOKLET BEFORE FOLLOWING THE DESCRIBED PROCESSES.

Early Years Foundation Stage Profile 2 April 2013

If the EYFS cohort is a subset of the Year Group then please follow the instructions in the booklet entitled

“Creating User Defined Groups within SIMS.net” to create the necessary group of pupils available at

http://www.cornwall.gov.uk/ksdata

1. Further details on the Early Years Foundation Stage Profile assessment requirements can be found in the Assessment and Reporting Arrangements: http://www.education.gov.uk/schools/teachingandlearning/assessment 2. Assessments can be entered into SIMS via a CTF from eProfile (or other bespoke systems such as Classroom Monitor, SPTO, etc) or entered manually. Both ways are described in this booklet but be careful to only follow the parts you need to. 3. Copies of all the summer assessment collection and related Assessment Manager booklets are available from http://www.cornwall.gov.uk/ksdata 4. In the final term of Early Years Foundation Stage a profile summary (17 scales) must be made for each child. If a child starts a new school before the summer half-term the new school must report the Early Years Foundation Stage profile summary to the Local Authority. If a child starts at a new school during the second half of the summer term, the previous school must report the child’s results to the local authority. This includes children who transfer to a new school during the holiday.

Contents

Pages 3-4: If you/your EYFS teacher are using eProfile please follow the instructions on for creating a CTF from the system (if you are using another EYFSP tracking system such as SPTO, please export a similar CTF from that system).

Pages 5-7: If using eProfile or other external EYFSP tracking tool (e.g. SPTO) this describes how to import the CTF into SIMS.

Start from here if transferring EYFSP assessment records from paper records or entering manually from the teachers own records:

Pages 8-11: Setting up the SIMS.net wizard and entering/checking the EYFSP assessments.

Pages 12-14: Exporting the EYFSP data to the LA.


Exporting the EYFSP Assessments from eProfile • Only use this section if your school have used the eProfile to record

EYFSP assessments – this section of the booklet is for the main user of the eProfile.

• If your school have used an alternative system please follow the system guidance to export a final CTF and then save the export to a shared device such as a USB memory stick

• If you wish to enter the assessments into SIMS.net manually, please go straight to page 8 of this booklet.

Initial Checklist Ensure that you have the latest version of the eProfile installed (Version

4.03 April 2013), otherwise the data will not be able to be imported into SIMS. Further guidance: http://www.cornwall.gov.uk/eprofile

• Log in to your copy of the eProfile for the current reception year. • Press the Data Collections Check button under the Assess menu and

work through any issues presented. • Run a Quality Assurance Check on your eProfile data, checking that the

correct links between the different scales have been made or thought about (Assess | Printouts | EYFSP Quality assurance checks).

• Ensure that the cohort is up to date as at the summer half term on all machines using the eProfile (classes and office). In schools where there are multiple EYFS classes, ensure that the version you are working on has updated information for ALL pupils in the year group. The above website has a document that details how to transfer data within the school to different versions of the eProfile.

• Insert a USB memory stick in to your computer for saving the data. Select the Administer tab and then press the MIS return button.

At the following screen press Yes to confirm you wish to create a CTF. Check the number of pupils is what you were expecting and when happy, press Yes.


If the following error/omission message appears, press OK. This means that you will need to go back and check the data within the eProfile based upon the errors or omissions that appear in the following report. Once the data has been corrected, start this process again. The report shows the errors or omissions that have occurred within your data, you can choose to print this document if you wish, then close the report.

If you have any missing post codes the following message will appear (this and the subsequent pupil list can be ignored). Press OK and then close the following report. A pop-up box will ask you where you wish to save the CTF, ensure that this is on an area that you and the person who will be importing it into SIMS, can access, such as your USB memory stick which I will use here (this could easily be a shared work area instead). Highlight the desired location (e.g. your USB memory stick) and press OK. A confirmation box will then appear showing that your CTF has been created in the desired folder. You can now close down the eProfile and pass the USB memory stick to the main user of SIMS.net who will continue with the booklet.


The remainder of this booklet is for the main user of SIMS.net.

Importing your CTF file (containing results) into SIMS.net • Only use this section if your school have used the eProfile or an

alternative system (e.g. SPTO, Classroom Monitor, etc) to create a CTF. • If you wish to enter the assessments into SIMS.net manually, please go

straight to page 8 of this booklet. Ensure that the USB memory stick containing the CTF is inserted into your computer. Within SIMS .net select Routines | Data In | CTF | Import CTF

From the resulting pop-up, highlight Add Data for Existing Pupils Only and press Select.

Unless you need stronger matching for your school, Matching Scale 2 (e.g. Ben Abbot will match with Benjamin Abbot) will be fine so press No.

On the Import CTF screen, ensure that the boxes entitled Student Basic Details and Assessment Data are the only boxes ticked; if necessary deselect all other boxes.

Click on the browse icon, next to the box entitled ‘CTF File’.


In the pop up box, browse to the location of the saved eProfile CTF file on the USB memory stick (unless stored in an agreed secure shared area instead).

Highlight the required CTF (908XXXX_CTF_908XXXX_nnn.xml)* and then click Open.

*where XXXX is your school’s DfE number

Now click on Proceed For Match Import


This will bring you to a screen where it identifies if pupils in the CTF have successfully been matched with the correct pupils in SIMS.net.

Where there are ‘potential matches’ you can select them here, if correct. You can print out a Pre CTF Import Report if you wish to see which pupils have been matched.

When you are happy, press the Import CTF button, and then press Yes on the following message.

The EYFSP assessments have now been imported into SIMS .net. You can now close the Import CTF screen. If EYFSP results have already been entered into SIMS.net for these pupils, the CTF will not overwrite the data. The results will need to either be deleted out of the system first, or manually amended in the following section of this booklet.

* If there are any messages in the Exception Log that state “NOT IMPORTED”, note the names of the pupils and check that the names, genders and DOBs stored in the eProfile match those in SIMS .net. If necessary change the details in the eProfile to match those in SIMS .net and start the process from the beginning of this booklet again. The names need to be the legal forename and surname of the child.


Running the EYFSP Wizard The remainder of the booklet will need to be followed by all schools,

regardless of whether you have used eProfile or not. The advantage of having imported the results through a CTF in previous sections will be that you won’t have to manually enter the results as shown on page 10 of this booklet.

Within SIMS.net, select Tools | Performance | Assessment | Wizard Manager.

Highlight the wizard entitled EYFS Profile Wizard 2013 and click on the Next button. If the EYFS wizard does not appear please follow the booklet entitled “Import of the statutory templates into SIMS .net 2013”

You will be presented with a screen enabling you to select a Group, click on the Browse icon.


NB. See the separate procedural guide for Creating User Defined Groups if the EYFS Profile cohort does not consist of all of the Reception pupils. Any user defined group can be attached to the EYFS Profile process by selecting the heading on the left hand side called User Defined Groups and selecting the appropriate group. Change the From and To dates to the last day of the first summer half term (i.e. 24/05/2013) to reflect the year group at that point in time. This is achieved by clicking on the Calendar icon, and then navigate to and click on the 24th May 2013; repeat this process for the From and To dates and then click on the Refresh button.

Click on the “plus” sign next to the heading Year Group and then select the Reception Year Group (Year R). If your EYFS group is a subset of the year group and if you have created a User Defined Group then this can be found by clicking on the “plus” sign next to the heading “User Defined Groups”

Having selected the required group, click on Apply.


You will be presented with the following screen. The previously selected group name or Year will be displayed.

Click on Next to continue. With the new EYFS Profile, the wizard requires only one template to be completed. Highlight the EYFS Profile 2013 template and then click on the pencil icon to load the marksheet.

If you have imported the EYFSP assessments through a CTF in previous sections, your marksheet should now be populated with results, if this isn’t the case, please contact the IMS Helpdesk. If you have not used a CTF you will now need to enter the assessments by entering one of the following in each of the 17 columns for every pupil:

1. Emerging 2. Expected 3. Exceeding


If you wish to PRINT out a copy of the marksheet, to enable staff to enter the results, then click on the printer icon and select Single Copy before clicking on Print. The same process can be used after the data has been entered to allow the relevant staff to have a copy of the completed marksheet and to check the submitted results. If you wish to EXPORT the blank marksheet to a formatted spreadsheet so that teachers can enter the information to then import the completed spreadsheet back into SIMS*, click the Export icon and then save the resulting spreadsheet to an appropriate shared area. Once the assessments have been entered into the first 17 columns, manually or via one of the above methods (or via a CTF), click on the Calculate icon, the data will be validated and the remaining formula (f) data checking columns will be automatically populated.

Please note that an ‘A’ (unable to access or exempt) should only be entered in the rarest of circumstances and these should be queried with Chris Barnes (Lead Consultant – Early Years) first, on 01872 326364. If all the data has been entered then it is advisable to place a tick in the box labelled Data entry for the Marksheet is complete and then click the Save icon.


Exporting the Data to the LA If you are not already on the EYFS Profile Wizard 2013 marksheet, follow the guidance in the previous section of this booklet (from page 8) to get to the screen below. You should be presented with a completed marksheet; check you’re happy with the assessments by doing a quality assurance check, perhaps by printing as described on Page 11 of this booklet.

Right click with the mouse pointer placed in the header of the column entitled “Students” and then click on the heading Select Additional Student Columns. Ensure that Date of Birth and Gender are checked and then click on OK.

Your marksheet should now display this additional information.

Click on the Export icon at the top of the marksheet.


The data will be exported into Excel – this may take a few moments if you have a large number of pupils. When the Excel spreadsheet is displayed click on File | Save As.

From the drop down menu select your S: drive

Then locate the following folder: SIMS\Transfer\KSData\Out


Having browsed to the correct directory, enter the filename in the box. For the Early Years Foundation Stage profile the filename should be in the format: Full School DfE number_YR_2013 i.e. The LA number is 908, if your school number is 1234 then the file should be named: 9081234_YR_2013

Click on Save. Exit from Excel and then follow the instructions in the booklet entitled RM SecureNet Plus Guidance Notes for sending data to LA.

PLEASE NOTE THAT THE DEADLINE FOR SUBMITTING EYFS PROFILE DATA, KS1 TEACHER ASSESSMENTS, YEAR 1 & 2

PHONICS AND YEAR 4 TEACHER ASSESSMENT DATA TO THE LA IS 28th JUNE 2013.

(THE DEADLINE FOR KS2 TEACHER ASSESSMENTS IS 19TH JUNE 2013)


Producing Reports

Having completed the data entry for the first four templates, you can proceed to producing Individual Reports if you wish to do so for use in the school. From the screen below click on the Next button.

The following screen will be displayed. Click on the Preview icon to preview the report. Word will load and the individual report for the selected pupil will be displayed. If a Security Warning appears, select “Enable Macros”. Click on the Printer icon if you wish to send the selection to the printer. Select either all or some of the displayed pupils using the available buttons or by checking individual pupils.

You may need to amend the “From” and “To” dates to remove pupils who were not part of the Foundation Stage process. Remember to close MS Word after running any report.


When the reports have been printed it is advisable to “upload” the report to each individual pupil’s record.

Ensure that all pupils are selected and then on the Upload icon. A copy of the report will be stored in the “Linked Documents” area of the pupil record.

This can be found from the Pupil Details View and selecting the “Linked Documents” area on the right. The uploaded report will be listed, highlight the required report and press the Open icon.


If required, data can be exported for additional school analyses. The export is in XML spreadsheet format and can be loaded into Excel. This method does not remove the need to first submit the data to the LA.

Having produced the required reports, click on the Next icon. You will be presented with the screen below. Select the results you wish to export, if you wish to export all results then click on the Select All button.

Similarly you can select individual pupils or Select All. Having made your selections click on the Export icon. Select the location to Save the file and give it an appropriate name before clicking on Save.

Click Finish on the wizard.


Prepared by: Rich Horswell and Ben Crowe Statisticians Directorate Support Team (Data and Statistics) Children, Schools and Families Cornwall Council 30 April 2013

If you would like further assistance please contact: The IMS Team Lerryn Building, Old County Hall Telephone: 01872 323263 http://www.cornwall.gov.uk/default.aspx?page=32393 Email: [email protected]

Early Years Foundation Stage ProfileEarly Years Foundation Stage Profile 2013 How to record and...

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