Early Years Foundation Stage Profile...EYFS Profile results must be returned to the REU by 24th June...

End of Year 2016

Early Years Foundation Stage Profile

Data Processing

Assessment Manager 7

Using the AM7 Wizard Manager

Guide for primary schools

Version 2.3

Produced by the Research and Evaluation Unit (REU) (to be used in conjunction with the Assessment and Reporting Arrangements (ARA) booklet

available on the Reference page of the REU website or https://www.gov.uk/government/collections/statutory-guidance-schools#early-years-foundation-stage)

For any queries please contact

Philip O’Neill by phone 020 8871 8730 (Tuesday–Friday) or by email [email protected]

mailto:[email protected]

EYFS Profile results must be returned to the REU by 24th June 2016

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Contents

1. Introduction to the 2016 Key Stage wizards ......................................................................3

2. Importing wizard templates ...............................................................................................4

3. Running & assigning the Wizard Manager ........................................................................6

4. Entering data in the marksheet .........................................................................................9

5. Printing reports [optional] ................................................................................................ 11

6. Sending results by CTF ................................................................................................... 12

7. Headteacher’s declaration form ...................................................................................... 16

Date Version Amended by

10/05/2011 1.0 Mick Clark

18/05/2011 1.1 Philip O’Neill


28/05/2013 2.0 Philip O'Neill





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1. Introduction to the 2016 Key Stage wizards This manual is published to assist SIMS.net users in the data entry of the end of foundation stage

teacher assessments for 2016. The KS1 and KS2 collection procedures can be found in separate

manuals on the REU website. This manual should be used in conjunction with the DfE / STA

Assessment and Reporting Arrangements (ARA) booklet, available on the QCDA website (https://www.gov.uk/government/collections/statutory-guidance-schools#early-years-foundation-stage) and also

on our REU website under reference section.

Also note that all results should be sent via S2S to the REU by the 24th June 2016. The REU

will check and validate the data and forward onto the DfE.

If this deadline is met, then Pupil, School and LA Level summary reports will be available on the

REU website by 14th July 2016.

End of Foundation Stage TA Data Submission Process

DEADLINE

24th June 2016

SIMS.net upgraded with

March/April release

Assign or add new users for

access to Wizards if required

Import EYFSP Wizard &

Assign Year Groups

Enter results in marksheets for Reception

pupils

Create CTF and save file (check pupil

total)

Send CTF file to REU via

S2S

Fax head teacher’s

declaration to REU

Print individual reports if required

1.

2.

3.

4a.

5.

4b.

6b. 6a.

https://www.gov.uk/government/collections/statutory-guidance-schools#early-years-foundation-stage


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2. Importing wizard templates Primary Schools need to import the new EYFSP wizard template to complete their teacher

assessment return. The wizard that should be imported is: EYFS Profile Wizard 2016.

1. In SIMS.net select Routines/Data In/Assessment/Import

2. Click on Field Browser button to select the appropriate folder

3. Go to My computer and select: C:/Program Files/SIMS/SIMS.net/AMPA/England Primary (and Middle Deemed Primary)/Assessment Manager to import wizards:

EYFS Profile Wizard 2016

Highlight the wizard required and then click Open


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4. Check that the Overwrite defaults box is ticked, then click Finish

5. When prompted Click on Yes to proceed

6. Scroll down to check wizards were successfully imported, then click on Close.

7. Continue to ‘Running & Assigning the Wizard Manager’ section of the guide.


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3. Running & assigning the Wizard Manager

1. Go into Tools/Performance/Assessment/Wizard Manager

2. Ensure Filter is set to ‘All’ Click on the name to highlight the required Wizard then click next

There may be wizards available from previous years, please ignore these and make sure that you

use the 2016 wizard: EYFS Profile Wizard 2016.


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3. Click on the field browser button to select pupil group (unless Year R appears by default, in

which case skip to step 5).

4. Click the button to the left of ‘Year Group’ to show the available Year Groups. Reception

(“Year R”) should be added to the marksheet.

5. Ensure you have the correct pupil group then click the Next button

Highlight Year R and click

the Apply Button to

transfer the group to the

Selected Group frame.


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From 2013 onwards, there is only one marksheet to be completed:

EYFS Profile 2016

6. Select the sheet for data entry by double clicking on the required marksheet, or click once to

select and then click the pencil (edit) button

You are now ready to enter data. Please continue to the Entering Data in Marksheets section.

Edit Button appears here when the marksheet is selected

If the required marksheet is not shown, set the filter to All.


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The Save button will calculate the

summary scores based on data entered so far. However, this will not alert you of any missing entries.

4. Entering data in the marksheet When completing the marksheet please ensure that the following steps are taken:

1. Set group membership date to 27/05/2016 and click Refresh to update the list of pupils

shown

2. Enter data for each pupil (See diagram and instructions overleaf)

Please pay careful attention to the column headings (e.g. Speaking / Understanding)

because these may not be in the same order as your paper records. You can reorder the columns on the marksheet for your convenience by clicking and dragging the columns.

3. Press ‘Calculate’ to validate the data and populate any formula areas if applicable.

Look at the Data Check column to confirm all required pupils have been completed.

4. Tick the ‘Data entry for this marksheet is complete box’ once finished. (NB. not seen in zoom mode)

5. Save using the ‘save icon’ on top left of screen.

6. Close the marksheet.

Screen Navigation for Data Entry in Marksheets.

Data entry for this marksheet is complete check box – tick this

box when you have completed the marksheet.

Print button - to print

blank or filled marksheets if required

Calculate button - Calculates the summary

scores and checks for missing entries. Use this once the worksheet has been completed

Export button – to

produce excel spreadsheet if required.

Group Membership Date

In order to include all eligible pupils please enter 27/05/2016 and click Refresh

To assist in data entry for class groups, you can right click and "select additional student columns", then choose Registration Group. Then click on the column to sort.

For each aspect, enter: "1" for Emerging "2" for Expected level "3" for Exceeding If the child could not be assessed, enter "A"

Entries stay red until saved.

Narrow—click to

squeeze columns into a smaller space and reveal the data check column.


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Entering pupils' results in marksheets

For each EYFSP Aspect, from left to right, enter 2 if the child has reached the Expected level in

the Early Learning Goal for that aspect and use the right arrow on your keyboard to move to the

next aspect. Enter 1 if the child is below expected ("Emerging"), or 3 if they are Exceeding the

early learning goal. If the child has not been in school long enough to be assessed, enter code A.

1. Enter a result for all children in all seventeen columns. If you enter an invalid level it will tell

you. Results show in red until they have been saved, when they turn black.

2. The Data Check column, after Calculation or Saving, will show “OK” for any child with

results fully recorded. It will be highlighted in red for any child with missing results.

3. All pupils’ assessments must be entered. Do not miss anyone.

4. The grey columns are formula columns, which automatically fill when Calculate or Save is

pressed. These show the results that will be returned in the data submission.

5. Click the Save button to save the results.

6. Exit from the marksheet by clicking the Close button at the top right. This will take you back

to the screen from which you originally chose the marksheet.

Data entry is now complete. You can either proceed to section 5 to print individual reports, or

close the wizard by clicking X or Cancel.


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5. Printing reports [optional] From the Marksheets screen press Next.

The EYFS Profile wizard provides a facility to print either reports for individual pupils, or a school-

level report showing the overall percentages achieving each level. There is also a National report

which will show results for England in the previous year.

To print pupil reports for only a selection of pupil/student reports in the group, click the Deselect

All button and then select the pupil/student’s check boxes whose reports you wish to print.

If you want to print all the reports click the Select All button and then click on the printer icon.

This will open up a word document in a new window. Once completed, end by closing with X

button.


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6. Sending results by CTF

You will need to produce a CTF with the results to send to the REU.

(N.B. The following may need to be carried out using the SAO’s SIMS logon and computer as others may not have full access rights)

1. From SIMS.net select Routines/Data Out/CTF and then Export CTF

A dialog will pop up asking you to choose the CTF Type, in which you can choose either "General"

or "Early Years Foundation Stage data (FSP)". Choosing “FSP” will automatically select the

appropriate data items and name for the file.


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2. Now, from the Export CTF screen, please:

(For "General" CTF, make sure the only ticked data to be exported are Student Basic

Details, SEN Information, Student Address and Assessment Data.)

If there were any children in Reception who have left the school since half-term you should

select “Current and leavers this year” instead of just “Current students”.

Make sure that the “Include students already exported” is ticked

Use the down arrow on the Year Group column heading to select Year Group R.

To enter Wandsworth in the Destination LA/Other for all selected students:

o Click in the Destination LA/Other for the first student on the list

o Scroll to the bottom of the list, then hold down the shift Key on your keyboard and

click in the Destination LA/Other cell for the last student – this will select all cells

o Click on the down arrow in the last cell and select Wandsworth

3. Now click on Export CTF and note the filename (particularly the three digit number at the

end) which is shown in the pop-up message.

An Exception Log will now appear to give you details of any issues with the export.


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4. Exception Log

You should save or print this log and file it

5. Submitting the Assessment Data Files to the REU via S2S

Once you have prepared a file to send to Wandsworth, you will need to:

Send the file to the REU via S2S.

Complete the Headteacher’s declaration form on page 16 by filling in details of any recent

joiners/leavers. This must then be authorized by the headteacher.

Fax the declaration form to Philip O’Neill on 020 8871 8713.

6. Locating and renaming the file

If you chose to create a “General” format CTF, please rename your file as follows. If you created

an “Early Years Foundation Stage (FSP)” format CTF, you can skip this step and proceed to step 7

(Sending files to the REU using S2S).

To rename the file, go to ‘My Computer’ and browse to S:/SIMS/Star/CTFOUT

The file name will read 212XXXX_CTF_ 212LLLL_001.XML with the icon below,

where XXXX refers to your schools DfE number,

and the number 001 will increase by one every time a new CTF file is created.

(If you used the "FSP" option for CTF, your file will already be named with FSP instead of CTF.)

Please change "CTF" in your filename to "FSP", if necessary.

I.e. The file name should have the form: 212XXXX_FSP_212LLLL_001.XML

The file will now need to be securely sent to the REU.

Make sure the figures are

correct i.e. the number of

students in file and number

of students processed are

equal.

Number of students not

exported should be 0. (If

there is a number here you

will need to look at the

exception log to find out

why.)


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7. Sending files to the REU using S2S

When you have exported a CTF to send to the LA, you will need to login via Secure Access to the

S2S website. (Please note that from time to time the DfE may change the design of their

websites, these notes are accurate at the time of production).

Go to https://sa.education.gov.uk/ and sign in using your school’s case-sensitive username and

password, agreeing to the terms of use…

After login you may be presented with a screen similar to the following, on which you can choose

either Key To Success or S2S. Click on S2S to go to the secure website.

You may then receive a warning from Internet Explorer that the page is attempting to open a site

in your Trusted Sites list: you can click Yes to approve this.


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You should be presented with a page similar to that shown below, with various options on the left

hand side.

1. Click on +sign next to "Upload" and a further list will be displayed.

2. Click on "Upload CTF file"

3. Click on the Browse button

You need to navigate to where the CTF file that you wish to export is located. Choose the

appropriate file by double clicking (or click once to select and then click open).

When you are returned to the web page, click "Upload File" and wait for a message to appear to

confirm the file has been uploaded successfully.

7. Headteacher’s declaration form Once the file has been uploaded, please complete the headteacher’s declaration on the following

page and fax it to the REU on 020 8871 8713 to let us know the data has been sent.

(see following page)

Early Years Foundation Stage Profile 2016

Headteacher’s Declaration Form

Please complete this form to confirm your EYFS Profile submission and to help us check that we have received all the results data we should expect from your school.

Once you have sent your school’s results data file to the REU, please authorize this form and fax to 020 8871 8713, or email [email protected]

School name:

For checking, we cross-reference your EYFSP data with data from the May Census, therefore please let us know if there were any children who joined or left the school this term since 19th May…

Joiners (name and date joined) Leavers (name and last date present)

It would be helpful if you could suggest contacts in school we could approach in case we have any queries regarding your submission…

For queries regarding the assessments made (e.g. EYFS Teacher or Coordinator):

For queries regarding data entry or submission of results file (e.g. School Admin Officer):

I confirm that:

All EYFSP assessment information was collected according to the Standards and Testing Agency (STA) Guidance as set out in the “2016 EYFS Assessment and Reporting Arrangements”

All data has been completed for all eligible children

All data has been quality assured

All data has been returned to the local authority

(For academies & free schools) The Privacy Notice for parents explains that the assessment data will be shared with the Local Authority and national Government.

Headteacher’s signature:

Headteacher’s name:

Date:

Early Years Foundation Stage Profile...EYFS Profile results must be returned to the REU by 24th June...

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