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Early Years

Foundation Stage Profile

Statutory Data Return Guide

For SIMS .net

Return Key Stage Return to be sent via

Date for Submission to LA

Early Years Foundation Stage Profle

Schools with pupils at end of Foundation Stage

S2S Website

Friday 26th June 2015

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Contents

Overview of the End of Key Stage Procedures ......................................... 3

Introduction ................................................................................................... 3 Processing the Early Years Foundation Stage Profile Assessments ............. 5

Introduction ................................................................................................... 5 Early Years Foundation Stage Wizards ......................................................... 7

Step 1- Ensuring that the Spring 2015 Release has been Applied ................. 7 Step 2 – Identify the Early Years Foundation Stage Pupils ............................. 7 Step 3 – Importing the Assessment Wizards for the Foundation Stage Profile7 Step 4 – Using the Foundation Stage Wizards ............................................... 9 Step 5 – Results Entry .................................................................................. 11 Exporting Results ...................................................................................... 13

Secure Access Guidance .......................................................................... 16

Step 7- Return of Key Stage Early Years Data ............................................. 16 Step 8- Using the Wizards for Reporting to Parents ..................................... 19 Oxfordshire Pupil Tracking Individual Report – (OPT schools only).............. 21 Appendix A – Creating User Defined Groups (Optional) ............................ 25

Appendix B - Printing a Blank Marksheet .................................................... 27

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01 Overview of the End of Key Stage Procedures

Introduction

There is a statutory requirement for primary schools to assess pupils under current regional regulations at the end of each Key Stage. The results for the EYFS are then forwarded to the Data Analysis team via s2s by Friday 26th June 2015 for analysis and aggregation into national statistics.

This process can be managed through the Key Stage wizards in SIMS, ensuring that this important data is maintained within SIMS and that an accurate picture of a pupil’s statutory assessment record is compiled.

This guide covers the end of EYFS procedures. Guides to the assessment and reporting

arrangements for all the Key Stages can be downloaded from the Department for Education

website.

Deadline

Friday 26th June 2015

Summary

The steps for completing the End of Key Stage process are as follows;

importing Key Stage wizards

setting up the wizards with appropriate pupils

using the various marksheets available to record the teacher assessments (TAs)

exporting the results

Uploading the CTF to the LA

producing standard Key Stage reports for parents

If you require help with SIMS please contact the ICT Service Desk

OCC’s ICT Service Desk 0845 052 1000

ICT.servicedesk@oxfordshire.gov.uk

If you require help with the DfE Guidance please contact the Data Analysis Team

Email: dataanalysisteam@oxfordshire.gov.uk

Jenny Law 01865 816253

Simon Mawdsley 01865 810531

Fax: 01865 783375

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Reporting Early Years Foundation Stage Profile to the LA The EYFS Profile requires practitioners to assess children against a set of 17 early learning goals (ELGs). Practitioners should use their judgement to decide whether children have met each ELG or whether their level of attainment is above or below the level described by the ELGs. This will result in a judgement of emerging, expected or exceeding, for each child. EYFS profile assessments must be completed for all children in the final year of the EYFS who will be five years old on or before Saturday 31 August, although some exceptions apply. Results should be entered onto SIMS .net and submitted to the LA using S2S via Secure Access (see pages 16-18). Please refer to the Assessment and Reporting Arrangements (ARA) Early Years Foundation Stage if you require any clarification. Please return your data to the LA by Friday, 26th June 2015. The range of possible results for each assessment is shown below

Assessment rating EYFS Judgement

1 Indicates a child who is at the emerging level at the end of the EYFS

2 Indicates a child who is at the expected level at the end of the EYFS

3 Indicates a child who is at the exceeding level at the end of the EYFS

A Indicates a child who has not been assessed due to long periods of absence, for instance a prolonged illness, and arrives too late in the summer term for teacher assessment to be carried out, or for an exemption.

If an individual child is granted an exemption from the assessment arrangements then this should be recorded as A for each ELG in their profile return. In exceptional circumstances, after discussion and in agreement with parents, a child might remain in EYFS provision beyond the end of the academic year in which they reach the age of five. In this situation, assessment should continue throughout the child’s time within EYFS provision and an EYFS profile should be completed at the end of the year before the child moves on to Key Stage 1. It is important that this is discussed with your local authority advisors to ensure that the child’s data is not considered missing when the data is submitted for the current cohort.

Reporting arrangements for pupils who transfer to a new school in the summer term If a child transfers schools then the schools involved should agree which school will submit the child’s results to the local authority. This will usually be the school where the child is registered at the point when the data is submitted.

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01 Processing the Early Years Foundation Stage Profile Assessments

Introduction

This guide covers the process from beginning to end for the foundation stage profile, including importing the wizard, entering results, printing the reports and exporting the results.

It also covers how schools that are using the OPT tracking marksheets can easily transfer results into the Key Stage wizard.

Oxfordshire Pupil Tracking (OPT)

If you use the OPT (Oxfordshire Pupil Tracking) EY resources to record your Foundation Stage

Data, you will have imported a new version of the resources file, which is provided as part of the

OPT Service. If you are not aware of this service please contact us. This file has been developed

in line with the Early Years Team and converts your Term 6 data for each aspect into the statutory

requirements of Emerging (1), Expected (2) and Exceeding (3).

When you have entered all of your Term 6 data into the OPT EY Review marksheets for all of the

aspects and the Overall Prime and Specific Areas of Learning, you will need to click on the calculate

button in the marksheets called OPT EY YR Review: Prime Summer and OPT EY YR Review:

Specific Summer and Save. This will convert your data into the required statutory grades.

You will not see any change in these marksheets as the calculations are happening behind the scenes.

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When you open the statutory marksheet (EYFS Profile 2015 YR) the data will appear in the correct format, see page 7 for setting up the statutory marksheets The only data you will need to add manually to this marksheet will be if any of your pupils are deemed to have an assessment rating of A. Pupils who have been given an age banding on the OPT Review EY marksheets will automatically convert to a 1 , pupils that have been given ELG will be a 2 and pupils that have been given a National Curriculum level will be given a 3.

Once all the data is in place, you will need to calculate this marksheet and you will find that the data will be checked and pull across to the statutory aspects on the right. Check the data carefully and fill any gaps. You can now proceed to create the CTF for uploading to S2S.

Characteristics of Learning.

Within the new resources file is a new Template called: OPT EY Characteristics of Learning. If you attach your YR group to this template you will be able to record the 3 Characteristics Of Learning for each pupil as free text. You are not required to submit this data as part of the statutory return but you are required to pass this information on to the Year 1 teacher for their information.

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Early Years Foundation Stage Wizards

The wizards are automatically placed in a folder on each school’s computer as part of the upgrade process, this will usually be:

X:\program files\SIMS\SIMS .net\AMPA\England primary (and middle deemed primary)\assessment manager.(x: is where your SIMS data is saved)

Step 1- Ensuring that the Spring 2015 Release has been Applied

Before continuing with this process SIMS .net should be upgraded to version 7.162.

To check which version you currently have:

1. Open SIMS .net

2. On the menu bar select Help | About SIMS .net.

You should be using version 7.162.

If the correct version is not being used then contact the school’s support provider (e.g Turn It On, Scomis, Capita).

Step 2 – Identify the Early Years Foundation Stage Pupils

If all pupils being assessed are in reception, continue with step 3. If, however, pupils in other year groups are being included with year R, then a user defined group should be created for use in the wizard – as described in Appendix A page 25.

Step 3 – Importing the Assessment Wizards for the Foundation Stage Profile

1. Select Routines | Data In | Assessment | Import.

2. Select the file to import by clicking the Browser button.

3. Select x:\Program Files\SIMS\SIMS .net\AMPA\England Primary (and Middle Deemed Primary)\Assessment Manager.

4. Select the EYFS Profile Wizard 2015 and click the Open button.

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5. The screen shown in the following graphic will display.

6. Click the Finish button, then click the Yes button when asked ‘Do you want to proceed?

After a short pause users will then get an activity log that shows what has been imported.

The foundation stage profile wizards have been imported that will be used in the next stage.

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Step 4 – Using the Foundation Stage Wizards

The EYFS profile detail results wizard enables the entry of results for each assessment section of the FSP. It is recommended that schools use this wizard to enter results.

1. Select Tools | Performance | Assessment | Wizard Manager.

2. Leave the filter on Incomplete and Select EYFS Profile Detail Wizard 2015.

3. Click the Next button.

4. From the Select Group screen, click the Field Browser button to display the Group Selector dialog.

5. Click the + next to Year Group and select Year R or the user defined group that was created earlier, then click the Apply button. This places this group on the Select Group screen.

Browser

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6. Click the Next button.

The following screen appears listing the marksheets available.

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Step 5 – Results Entry

1. Either double-click the marksheet or select the marksheet and click the Edit Marksheet button.

A marksheet with year R pupils is displayed (or the EYFS 2015 group if one is created) and columns relating to the 17 assessments that need to be entered.

NOTE: If you have already entered data using, OPT EY YR Review: Prime Summer and OPT EY YR Review: Specific Summer Marksheets. This marksheet may already be populated with grades, you will need to calculate this marksheet and find that the data will be checked and pull across to the statutory aspects on the right. Check the data carefully and fill any gaps.

2. Enter a 3 (Exceeding), 2 (Expected), 1 (Emerging) or A (Unable to access or exempt) for each pupil in the appropriate white cells.

3. A quicker method of entering grade results is to right-click in the first cell and Select Grade for Cell from the drop-down list. Drag the View Select Grade dialog box so this can be viewed with the pupils’ names and the Result column. Double-clicking the result for the first pupil places that result on the marksheet and moves to the next pupil. Click the Close button to close the dialog box and return to the marksheet.

Edit marksheet

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4. Once all these columns are completed click the Save button. The columns with ƒ in their header will be completed.

5. The Data Check column is used to check there is an entry for each area for each pupil.

6. Make sure levels are entered for all pupils.

7. Where a missing result is found, the Data Check column will return a value of Missing and colour red as shown below.

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7. To correct a result (even if the result has been saved) just overtype with the correct number, then click the Save button again so that the calculations are based on the most recent result.

8. The Marksheet can be printed by clicking the Print button, refer to page 27.

Exporting Results

Step 6 – Exporting the Results in a CTF

1. Click the Close button to close the wizard, then select Routines | Data Out | CTF | Export CTF.

2. Select the CTF export type of General.

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3. To show the Reception pupils only, click on the Year Grp down arrow and select Year R from the drop down list.

4. Check that all the pupils in Year R are listed.

5. The CTF will be sent to the Local Authority using the Destination LA / Other column.

6. To select all the year R pupils left click into the cell for the first pupil under Destination LA/Other.

7. Right click with your mouse and click on Select All.

8. All the Year R pupils will be highlighted.

9. The first cell will display a drop down arrow. Click on this arrow and select Oxfordshire from the drop down list.

10. All the pupils will then be shown with Oxfordshire as the destination.

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11. Once completed click the Export CTF button to create the CTF file.

12. You may receive a message stating that the Export may cause problems where addresses are untidy or duplicated. Click Yes to this message.

13. When the export routine has successfully completed an Export Complete. CTF file (s) created: dialogue box will display the name of the CTF file.

14. Click OK.

15. The Exception Log at the bottom of the page displays the Number of students in the file, the Number of students processed and the number of students not exported. Any pupils with any data anomalies will be displayed, together with an error description. Most errors are for information only however, if there is a figure in the Number of students not exported box, the error must be corrected before the pupil (s) can be included in the CTF.

16. Close the CTF Export screen to return to the SIMS .net Homepage.

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Secure Access Guidance

Step 7- Return of Key Stage Early Years Data

Schools should use S2S via Secure Access to send their EYFS data to the LA. This may be done by following the guidance below. Log onto Secure Access

You will now see the Secure Access login page.

1. Enter the Secure Access

username and password

for your school and click

login. (Remember to tick

the terms of use box)

Click on S2S

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Use the Browse function to find the EYFS file stored on your directory. The file name will be in the following format 931SSSS_CTF_931LLLL_NUM.XML where: SSSS is your school DfE number.

NUM is a file name e.g. 001, 002, or 100, 101, which increases each time a file is created. (To check you have located the most recent version, hover over the file name with your cursor to see ‘date modified’.)

LLLL signifies the file is being sent to the LA. This file name must not be changed. Note: If you have saved your file to a CTF Export Folder, you will need to navigate to this folder in order to find the correct file.

Select ‘Upload’ from the

menu on the left hand

side of the screen

2. From the Upload menu

on the left hand side of

the screen, select ‘Upload

CTF File’.

IMPORTANT – All Schools

Schools must use the

‘Browse’ function to find

file. If you type in the file

path this results in an

empty file being returned.

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If you are unable to locate your EYFS file, please contact your software provider for advice.

Once the file has been located, click on the file name and click ‘Open’ and the box ‘Select Folder & File Name’ will be populated with the file.

Click ‘Upload file’.

A warning box will appear to say it could take up to five minutes to upload. Click ‘OK’.

Once the upload is complete a message will appear to say the file has been transferred to the web site. It is important that you wait for this message because if you exit the screen before it appears no data will be transferred.

When the file has been successfully transferred to the website, use the Back button on your toolbar to return to the previous page and choose ‘Logoff’ from the menu on the left.

Headteacher Verification Form Add the number of pupils transferred to the LA to the Head Teacher Verification form which should be signed by the Headteacher and returned to the LA by Friday 27th June. The form can be found at Statutory data collections | Schools

Click ‘Upload file’.

A warning box will

appear to say this

could take up to

five minutes to

upload

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Step 8- Using the Wizards for Reporting to Parents

Once all the results are entered on the mark sheets, reports can be produced. The wizards will produce an individual report for each pupil.

To access and use the reports:

1. Select Tools | Performance | Assessment | Wizard Manager.

2. Select the EYFS Profile Wizard 2015. Click the Next button.

3. The group selection may be left as it is. Click the Next button.

4. When presented with the list of marksheets click the Next button.

5. Select the EYFS Profile Report 2015. This will produce reports for all the pupils selected from the list below.

However, a preview of the report may be required first.

Preview

Print

Upload

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Step by Step - Previewing Reports

1. Make sure only one of the pupils is selected then click the Preview Report button. The report will show pupil’s results.

2. As Word opens, if prompted, select Enable Macros.

3. When the preview is displayed, click the Close button to close Word and return to the wizard. Click No if asked to save the report.

Step by Step - Printing Reports

1. If reports for all pupils are required then Select All. If not, go through the list and select those who are required by selecting the check boxes.

2. Click the Print Report button. Reports will be created in Word for those pupils selected.

3. Do not save the Word document that this process produces.

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Oxfordshire Pupil Tracking Individual Report – (OPT schools only)

The Individual Reporting templates are available as part of the Oxfordshire Pupil Tracking resources. Once the new file is imported the report templates will enable schools to report pupils’ results home to parents. All schools who have bought back into the OPT Support Service have been emailed upgrade files to import into SIMS .net.

The following predefined OPT Individual Report Template is available:

OPT EY Report

1. From the SIMS .net Homepage use the route of Focus | Assessment | Individual Report.

2. Type OPT EY in the Individual Report Name box and then either click the Search button or use the enter key on your keyboard.

3. The OPT EY Report will be displayed.

4. Highlight the report and open the report by either double clicking on the report title or using the enter key on your keyboard. Alternatively, use the Open button.

5. The OPT EY Individual Report template is displayed

Student browser

Selecting the Word Template will

allow you to edit the layout and

content of the report template

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7. From the Individual Report Details click on the Student browse.

8. At the Student Selector window click on the + to the left of Year Group and tick the box for Year R. The year R pupil’s will then be available for selection in the bottom panel.

9. All the Year R pupils are selected (ticked). Click on the Apply button to be returned to the Individual Report Details screen.

10. Before printing the reports it is best to check one or two reports to ensure that they hold accurate data before sending them directly to the printer. Select one pupil from the list as below.

Reports can be generated for individual pupils by

ticking the appropriate box adjacent to the pupil’s name

or as a group by choosing the Select All button.

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11. Click the Preview button at the top of the screen.

12. A Generate Individual Reports window will be displayed.

13. Once completed the report for the selected pupil will be displayed as a separate Word document.

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Close the Word report and select all pupils before clicking on the print button.

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Appendix A – Creating User Defined Groups (Optional)

The creation of a User Defined Group is optional. If you have a number of children who will not be

assessed at the relevant Key Stage for their age, you may find it easier to set up a group that

contains only those children who are being assessed.

Step by Step – Creating a User Defined Group

1. Select Focus | Groups | User Defined Groups.

2. Click the New button to create a new group.

3. Insert a suitable name and code for the group, for example, EYFS 2015.

4. Select Active from the Active Status drop-down list.

5. Add some notes if required, and then click the Save button.

6. If required, select a supervisor by clicking the Current Main Supervisor browser after which the Manage Group Supervisor screen appears. Click the Action button, and then click Add Supervisor.

7. Click the Search button.

8. Select the appropriate member of staff, and then click the OK button.

9. Make that person the main supervisor by selecting Main Supervisor from the Supervisor Title drop-down list

.

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10. Move on to the Membership section.

11. Click the Action button and select Add student to add pupils to the group.

12. Select the Year Group, and then click the Search button.

13. Select the pupils required by selecting individuals or in multiples.

14. Click the OK button. The names of these pupils will appear in the field below.

15. Click the Save button.

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Appendix B - Printing a Blank Marksheet

To print any blank marksheet in SIMS .net either click on the Print button or Export the

marksheet as an Excel document to print (see below):

1. In order to collect the teacher assessments from the Reception teachers a blank copy of the marksheet can be printed by clicking the Print button at the top of the page. N.B. the printed version may need to be enlarged on a photocopier.

2. Alternatively, the marksheet can be exported to excel by clicking the Export button at the top of the marksheet. A formatted excel document will be produced that can either be printed or saved to a memory stick.

3. Close the Excel spreadsheet when completed.

Note: The exported mark sheet will allow teachers to open and record the necessary data and then this data can be imported back into SIMS .net, making sure that the file is saved as an .xml file using route (Routines /Data In/ Assessment/ Import from Spreadsheet).

Use the Print

button to print a

blank copy

Use the Export button to export the

marksheet to Excel.

Clicking Narrow will reduce the

size of the columns

Clicking Zoom – will enlarge the

Marksheet view