2017 ks4 and 16+ performance data submission to ... · 2017 ks4 and 16+ performance data submission...

2017 KS4 and 16+

Performance Data

Submission to

Northamptonshire

Local Authority

Key Dates

The return of files to Northamptonshire Local Authority are due on (not

before):

Post 16 (16+) – Thursday 17th August 2017

Key Stage 4 – Thursday 24th August 2017

2017 Performance Data

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Contents Submission Check List ........................................................................................................................ 3

Introduction & Preparation .................................................................................................................. 4

Summary ........................................................................................................................................... 5

Key Stage 2 – Average Fine Level .................................................................................................... 6

Importing the KS2 – Average Fine Level Resources .................................................................. 6

Creating the Marksheet ................................................................................................................... 8

Entering KS2 Average Fine Level ................................................................................................. 8

Pupil Premium Indicator .................................................................................................................... 10

Importing the DfE (Key to Success area) Pupil Premium File ................................................. 11

Maintaining Pupil Premium Data.................................................................................................. 12

Setting the Examination Season ...................................................................................................... 13

Edit PI Data ......................................................................................................................................... 14

Adding Non EDI results ................................................................................................................. 14

Discounting Results ....................................................................................................................... 18

Modyfing the PI Cohort ...................................................................................................................... 19

Collating the Results. ......................................................................................................................... 21

Re-collating the Results ................................................................................................................ 21

Creating Reports for Submission to Northamptonshire County Council ................................... 22

Run PI Report for Post 16 (16+) Cohort - 17th August 2017 ................................................. 22

Emailing the Reports ..................................................................................................................... 24

Run PI Report for Entire KS4 Cohort - 24th August 2017 ...................................................... 24

Run PI Report for KS4 Pupil Premium Cohort. .......................................................................... 26

Emailing the Reports ..................................................................................................................... 28


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Submission Check List

To be completed prior to Results Day

Upgrade to Summer Release*

Ensure the latest version of Basedata is imported for each Exam Series*

Download and Import the QWS files*

Clone QNs from previous year*

Add any additional QNs required for this season*

Check for missing QNs*

Check that the details of each QN has the correct point values and equivalences*

Check for missing discount codes*

*These tasks are not covered in this booklet. Please refer to the Capita guidance – Processing Results and Calculating PI Data in Exams and SIMS. To be completed either prior to or on Results Day.

Enter KS2 Average Fine Level

Ensure Pupil Premium Indicator is correct

Add Non EDI results to SIMS

To be completed on Results Day

Import EDI results from Exam Board*

Check PI Cohort

To be completed after the above steps have been completed to make the submission to Northamptonshire County Council (NCC)

Collate PI Data

Run Report PI Report for 16+ Cohort

Run Report PI Report for KS4 Cohort

Run Report PI Report for Pupil Premium students in the KS4 Cohort

Submit reports to Northamptonshire County Council


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Introduction & Preparation

This document details the process and procedures for producing and submitting the

performance data files required by Northamptonshire County Council. Three files are

required across the key stages (KS4 & Post 16). The overall performance of the whole

cohort (KS4 and 16+), and the overall performance of pupil premium students within the

cohort (KS4). All the reports contain school level data. No student details are transferred.

A checklist is provided to ensure all steps are completed prior to the submission of the data.

There are a number of processes Included on the checklist that are not within the scope of

this document. Further information on these steps can be obtained from the following

handbooks within the SIMS documentation centre: “Processing Results and Calculating

PI Data in Exams and SIMS”, “Guide to Importing and Analysing Examination

Results” and “Guide to Importing and Structuring Your Basedata”.

From the SIMS homepage click Documentation

Choose the role of Exams & Assessment

Within the Examinations sections you will have access to all the necessary instructions to

complete the necessary tasks


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For the data in the PI reports to be accurate, schools will need to ensure the KS2 fine levels

have been recorded (to allow Progress 8 calculations) and that the Pupil Premium Indicator

is correctly recorded (for the performance of pupil premium students). The precise duties of

an Exams Officer varies from school to school but it is possible that these do not fall within

their remit. If so, please ensure whoever is responsible for these areas action this

document.

Summary

Schools are requested to submit the following reports to Northamptonshire County Council:

1 report for Post 16 (16+) on (not before) Thursday 17th August 2017.

2 reports for key stage 4 to on (not before) Thursday 24th August 2017.

Report File Name

PI Report – Whole Cohort (Post 16) 928XXXX_16+_2017.csv

PI Report – Whole Cohort – KS4 928XXXX_KS4_2017.csv

PI Report – Pupil Premium students in Cohort – KS4

928XXXX_4PP_2017.csv

XXXX denotes the school DfE/Establishment number.


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Key Stage 2 – Average Fine Level

For schools to calculate Estimated Attainment 8 and therefore Progress 8 within the Exam PI

Report, the KS2 Average Fine Level must be recorded. Resources to allow the entry of KS2

Fine Levels are available.

Key Stage 2 Decimal and Fine levels are available from the DfE through the Key to Success

website.

Note: Depending on the school, the responsibility for this section may not fall within the remit

of the Exams Officer and someone with standard Exams Officer permissions in SIMS will not

be able to complete all the steps. If necessary, pass this section of the document on to the

appropriate person.

Importing the KS2 – Average Fine Level Resources

It is likely the resources are imported as part of upgrading to the summer release. This

section takes you through checking this has been done and if not how to do it.

In SIMS go to Focus | Assessment | Template

If resources have not been imported the following may appear:

Ensure the AMPARK Resources are ticked and click Yes.

This process may take some time. Please be patient. When complete a log file will be

displayed. When the resources have successfully imported – go to the “Creating a

Marksheet” section.

If the message above does not appear, type KS2 Average Fine Points Score and Level in

the template name and click Search.


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If it does appear in the list of available templates it has already been imported. Proceed to

the ‘Creating a Marksheet’ section. If no results are returned the template will need to be

imported manually.

Go to Routines | Data In | Assessment | Import

Click on the folder icon and navigate to the AMPA folder (usually C:\Program

Files\SIMS\SIMS .net\Ampa). Then \England Secondary (and Middle Deemed

Secondary)\Assessment Manager\ Progress 8 - KS2 Fine Level Template.xml

Click Next.

Ensure that import templates is selected, click Next.

Ensure the KS2 Average Fine Points Score and Level template is ticked and click Finish.

Wait for the import to be completed and check the activity log to ensure the resources have

been successfully imported.


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Creating the Marksheet

If you cannot see the ‘find template’ browser, go to Focus | Assessment | Template,

search and open the KS2 Average Fine Points Score and Level template.

Go to Panel 3: Marksheets and click New on the right hand side of the panel. Expand the

year group and tick Year 11.

Click Apply.

Save the Template.

Entering KS2 Average Fine Level

Go to Focus | Assessment | Marksheet Entry and search for the KS2 Average Fine

Points Score and Level template.

Open the KS2 Average Fine Points Score and Level: Year 11 marksheet.


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For the progress 8 calculation to work, results need to be recorded in the KS2: Average

Fine Level column.

Click on the cell and enter the relevant level. When complete save the marksheet.

Schools can also choose to record other KS2 Fine Levels and Points but these are not

involved in the progress 8 calculations, so are not required for the processes in this

document.

Further details on calculating KS2 Average Fine Levels can be obtained from the DfE or use

the link below.

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/415486/Progr

ess_8_school_performance_measure.pdf

To calculate Attainment/Progress 8 the KS2 Average Fine Level needs to be collated into

the PI Data. Usually the levels are entered prior to the exam results import and collation

occurs at this point. If the levels are entered after the exam results import, then collation

needs to occur prior to running the PI Report. See Collating the Results section later in this

document for more information.

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/415486/Progress_8_school_performance_measure.pdf



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Pupil Premium Indicator

Within SIMS it is possible to record students who are in receipt of Pupil Premium. Ensuring

this information is correct will allow a school to accurately analyse the performance of this

group.

The Pupil Premium Indicator can be recorded manually through the Additional Information

panel in a student’s record.

You are also able to use the Bulk Update process. In SIMS.net Routines | Student | Bulk

Update. Ensure the Effective date takes into account when all Year 11 students were on

roll.


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However, it is recommended to use the Maintain Pupil Premium area within the routines

section of SIMS, and importing the Pupil Premium file supplied by the DfE (Key to Success).

It is this process that is detailed below.

Note: Depending on the school, the responsibility for this section may not fall within the remit

of the Exams Officer and someone with standard Exams Officer permissions in SIMS will not

be able to complete all the steps. If necessary, pass this document on to the appropriate

person.

Importing the DfE (Key to Success area) Pupil Premium File

Download the file from the DfE Key to Success website.

In SIMS go to Tools | Pupil Premium | Import.

Panel 1 allows schools to select which Pupil Premium Type they wish to import.

If the type is ticked in Panel 1 then it is possible to tick the type in Panel 2. If ticked in Panel

2 it will populate the Pupil Premium Indicator in the student’s record. It is this Indicator that

is used in the filtering of pupil premium students in the PI reports.

In Panel 3 navigate to the DfE pupil premium file. Accept any messages and click Import.


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Maintaining Pupil Premium Data

The imported data can be edited, students removed or others added through. Tools | Pupil

Premium | Maintain.

Further Information on Importing Pupil Premium can be obtained from the Importing and

Recording Pupil Premium Information chapter in the Setting Up and Administering SIMS

handbook within the documentation centre.


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Setting the Examination Season

It is possible to set the default season and location of generated reports.

From SIMS go to Tools | Examinations | PI Setup.

Ensure the Current Season is set to the Summer 2017 season. If not, double click on the

season to set as default.

Check the route within Folder for Performance Reports is set to a suitable location. Once

a report is sent to the folder, access to the report is no longer controlled by SIMS but by

access to the folder. Consideration should be given to ensure that only properly authorised

persons have access, particularly during the results embargo.


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Edit PI Data

It is recommended that if possible schools obtain results from the Exam Boards as EDI

(Electronic Data Interchange) result files. The process of importing these is not covered in

this document. Further information can be found in Chapter 2 Importing Examination

Results in the Guide to Importing and Analysing Examination Results Handbook.

Potentially, some students will have results for which an EDI result file is not available, these

can be recorded from the Edit PI Data screen.

Adding Non EDI results

If all results are obtained from exam board result files then this section can be ignored. Prior

to starting the routine obtain the QN for the qualification.

In SIMS.net Tools | Examinations | Edit PI Data. A message asking the school to confirm

that the latest QN and Performance Measure files have been imported.

The first time the process is run for a season the results will be collated, please wait until this

is completed.

In addition, when the process is first run the system will create exam cohorts for students at

the end of KS4 and 5. By default SIMS calculates these as:

PI Cohort 2017 Age 16+ - Student who were on roll on January Census Day 2017

who were aged 16, 17 or 18 on the 31/08/2016 having completed two years of post-

16 study.

PI Cohort KS4 – Students who were on roll in curriculum year 11 on January

Census Day 2017.

Schools are able to manually adjust these lists, detailed in the Modify PI Cohort section.


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The screen displays a list of exam candidates and information on the collated exam results.

Clicking on a student reveals, at the bottom of the screen, details of all the results associated

with the candidate.

Results can be added to a group of students by ticking the box to the left of the student’s

name. Then click on the Add Results button on the right hand side.

The Add Results Screen is opened. Start typing the QN into the QAN box and select the

relevant qualification.


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Click Refresh.

From the QAN, the Subject, Level, Awarding Body and title will be completed. Click on the

grade drop down to reveal the possible grades for the qualification. When the grade is

selected the Key Stage 4 and Level 3 equivalences are filled in as required.

The selected students are listed at the bottom. It is possible to add further students using

the green plus sign or remove using the yellow minus sign.

When finished Save. Click Yes to confirm.


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Manually added Non EDI results are highlighted in green in the list of student’s results.

Only one grade can be assigned to the selected students, therefore it will be necessary to

run the routine for each grade in the qualification. E.g. A student can achieve a Pass, Merit

or Distinction in a particular qualification. The school needs to select all the students that

have a Distinction, add the Distinction result for the particular qualification. Repeat for

students that have Merits and then for students with a Pass.

It is possible to add results to individual students through the Add Results button on the

right hand side of the Students Performance Results section.

The manually added results are not included in the calculations until they are recalculated.

The Recalculate column indicates students who require recalculations.

To recalculate the data click on the CRD or CKD button.

CRD – Collates and recalculates PI Resetting any manual Discounting (automatic

discounting will be applied)

CKD – Collates and recalculates PI Keeping any manual Discounting

If no manual change has been made to the discounting, either button can be used.

If changes have been made (and the school wishes to keep them) use the CKD button.

Unless the school wishes to reset any manual changes it is recommended to click on the

CKD button.


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The school will be asked to update the PI Cohort. Clicking Yes will repopulate the PI cohort

using the default rules. If you have made any manual changes to the PI cohort and do not

wish these to be removed, click No.

Wait whilst the PI information is re-collated and calculated. If recalculation is required and

the screen is closed, the user will be prompted to do so.

Discounting Results

Exams Organiser automatically discounts exam results the best it can. Rules for first entry

in a particular subject will still apply under Progress 8, as will rules for pathways in English,

mathematics and science qualifications. Guidance on discounting and pathway rules can be

found in the RAISEonline document library. Details of the discounting rules applied in SIMS

are detailed in “Processing Results and Calculating PI Data in Exams and SIMS”

document. Further information on discounting can be found at:

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/536052/Progr

ess_8_school_performance_measure.pdf

If multiple results for a subject have been received throughout an exam season, SIMS is

unable to determine which of the results was first. Therefore, all results in this circumstance

are left without discounting. Therefore, manual discounting must be applied from the PI

Data Screen. Select the student whose discounting you wish to amend. The student’s

results are displayed in the bottom pane. The final column is headed discounted, ticked

results have been discounted.

Right click the discount box for the result you wish to amend and you have the choice to

either Discount or Don't Discount this result.

Manual Changes are highlighted in yellow.

Remember: When collating the results clicking on CKD will preserve the manual

discounting. Clicking on CRD will remove the manual discounting.




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Modyfing the PI Cohort

SIMS automatically creates two Exam Cohorts: PI Cohort 2017 Age 16+ and PI Cohort 2017

KS4 for Key Stage 5 and Key Stage 4. Schools need to ensure these cohorts are correct

and, where necessary, manually add or remove students from the cohort.

In Examinations Organiser go to Tools | Group Manager | PI Cohort. Click on the + sign

to the left of Exam Performance Cohort. Right Click on the relevant cohort and select

Members.

Student/s can be removed by highlighting them and clicking on the minus sign.


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To add a student click on the plus sign.

Students in the bottom half of the screen are part of the cohort

It is recommended that schools change the From and To date at the bottom of the screen

(circled in red) to match the from and to dates for the cohort e.g. 01/09/16 to 31/08/17. This

will give any students added the same dates as everyone else.

To populate the top half of the screen with students click on the magnifying glass to the right

of source population and choose the required group. Highlight the required student(s) in the

top half of the screen and click Choose to add then to the cohort. When finished click OK.

When the Edit PI data collates schools are asked if they wish to update the PI Cohort,

clicking Yes will remove any manual changes to the cohort using the above process.

Therefore if manual changes have been made it is recommend to click No.


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Collating the Results.

When the Edit PI Data routine in SIMS is first run for the season it collates the results from

within Examinations Organiser to populate the screen. If any changes are made to results

in Exams Organiser (after the collation) these are not included in the Edit PI Data screen

until it is re-collated. It is recommended that the results are re-collated just prior to creating

the PI Reports for submission to Northamptonshire County Council to ensure the latest

results are included.

Re-collating the Results

In SIMS go to Tools | Examinations | Edit PI Data.

Click either CRD or CKD buttons on the top right hand side of the page.

CRD – Collates and recalculates PI Resetting any manual Discounting (automatic

discounting will be applied)

CKD – Collates and recalculates PI Keeping any manual Discounting

If no manual changes has been made to the discounting either button can be used.

If changes have been made (and the school wishes to keep them), use the CKD button.

Unless the school wishes to reset any manual changes it is recommended to click on the

CKD button.

The school will be asked to update PI Cohort. Clicking Yes will re-populate the PI cohort

using the default rules. If you have made manual changes to the PI cohort (and do not wish

these to be removed, click No.

Please be patient as this process may take some time to complete.


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Creating Reports for Submission to Northamptonshire County

Council

Northamptonshire County Council require schools to submit 3 reports.

PI Report for the entire KS4 Cohort (928XXXX_KS4_2017.csv)

PI report for Pupil Premium Students in the KS4 Cohort (928XXXX_4PP_2017.csv)

PI Report for the 16+ cohort (928XXXX_16+_2017.csv)

These reports are to be run after completing all the previous steps in the checklist and the

data re-collated.

Run PI Report for Post 16 (16+) Cohort - 17th August 2017

In SIMS go to Tools | Examinations | PI Reports.

Ensure the:Season = Summer Season

Level = Age 16-18

Report Type = Summary

Click on the Group Filter magnifying glass. Click on the Exam Performance Cohort section

by clicking on the plus. Tick the group PI Cohort 2017 Age 16+ and click Apply.

Run - Export to Excel


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Click Run to produce the PI Table.

To export the result click the Excel icon.

The file will automatically be saved to the folder specified in the PI Setup. Click OK.

Navigate to and open the exported document in Excel. Click on the Office or File Button and

select Save As. Enter the Filename 928XXXX_16+_2017 (XXXX denote the school

DfE/Establishment number) and the Save as type is CSV (Comma delimited).

Save – if the following message appears click Yes and continue.


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Close Excel – there is no need to save again.

Emailing the Reports Open your email. Precise instructions for this vary between email programmes.

Enter the destination email address: [email protected]

The Subject is 16+ Performance – 928XXXX (XXXX denoste the school DfE/Establshment

number.

Run PI Report for Entire KS4 Cohort - 24th August 2017

In SIMS go to Tools | Examinations | PI Reports.

Ensure the season = Summer Season

Level = Keystage 4


Click on the Group Filter magnifying glass. Click on the Exam Performance Cohort section

by clicking on the plus. Tick the group PI Cohort 2017 KS4 and click Apply.

mailto:[email protected]


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Run - Export to Excel

Click Run to produce the PI Table.

To export the result click the Excel icon.

The file will automatically be saved to the folder specified in the PI Setup. Click OK.

Navigate to and open the exported document in Excel. Click on the Office or File Button and

select Save As. Enter the Filename 928XXXX_KS4_2017 (XXXX denote the school

DfE/Establishment number) and the Save as type is CSV (Comma delimited).


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Save – if the following message appears click Yes and continue.

Close Excel – there is no need to save again.

Run PI Report for KS4 Pupil Premium Cohort.

The KS4 Pupil Premium report is run in the same manner as for the entire cohort but with an

additional pupil premium filter.

Open the PI report or if already open click on browse to view the report criteria.

Ensure that:

Season = Summer Season

Level = Keystage 4


Click on Group Filter. Expand the Exam Performance Cohort and tick PI Cohort 2017 KS4.

Scroll to the bottom and tick Pupil Premium Indicator is true. Click Apply


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Run the Report.

Export to Excel. This will overwrite the previously exported Excel report. Therefore, click

on Save As and change the name and/or folder location.

Open the Excel file and save as 928XXXX_4PP_2017.csv.


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Emailing the Reports

Open your email. Precise instructions for this vary between email programmes.

Enter the destination email address: [email protected]

The Subject is KS4 + Performance-928XXXX (XXXX denotes the school DfE/Establishment

number.

Attach the two report files and click send

The School Performance Returns to the Local Authority are now complete – Thank You.

mailto:[email protected]

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