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This Help Card was last updated: 11/04/2018

Exporting Phonic Screening Check Teacher Assessments

Summer 2018

This HelpCard is about creating and exporting your Phonic Screening TAs

You must follow this HelpCard carefully in order to create and export your Phonic Screening Teacher

Assessments. If you choose Option 2 below, you may use the files that School PUPIL TRACKER

produces to send to your Local Authority as required.

Option 1:

You may continue to record your Teacher Assessments in your Management Information System (such as

SIMS or INTEGRIS) as you have done previously. Once you have completed these assessments within your

Management Information System, the assessments will be imported into School PUPIL TRACKER the next

time you run an update CTF into School PUPIL TRACKER. You only need to enter them once into your

Management Information System and School PUPIL TRACKER will fill in your Phonic Screening Check results

automatically. You should send your Phonic Screening Check return to your Local Authority as you would

normally do using your school's MIS. If you choose this option, you do not need to use this guide.

Option 2:

You may use School PUPIL TRACKER to record your Phonic Screening Check Teacher Assessments. Once

you have checked your assessments, this information can be exported into a file ready to be sent to your Local

Authority. You will need to work through this guide carefully if you decide to choose this option.

If you are unsure as to whether your Local Authority will accept our data files, please go to the SET UP

HELPER to download a ‘demo’ file. Click on the EXPORTING DATA button and then click on the Export

PHONIC data to a CTF to send to Local Authority Link. The example file will appear at the bottom of

Step 1. You should send the file to your Local Authority data team for testing and validation. We

recommend that you do this well in advance of sending your own data transfer. Your school is

responsible for ensuring that the file will be accepted by your Local Authority. If you have doubts,

please use Option 1.

You must follow these steps to complete the Phonic Screening Check Export:

STEP 1: Choose which children are to be screened this year

STEP 2: Fill in your Phonic Screening Check Teacher Assessments within School PUPIL TRACKER

STEP 3: Create the files to export using our simple step-by-step procedure

STEP 4: Check the files to ensure they contain the data you wish to return

STEP 5: Pass the files to your Local Authority

STEP 6: Create Individual Letters to be sent home to Parents [optional]


Step 1: Choose which children are to be screened this year

It is important that you complete the Phonic Screening Check and record the results for the correct

pupils. Please note that only a user with administration access will be able to alter the list of children

who should take the Phonic Screening Check in 2018.

You should consult the Assessment and Reporting Arrangements for Key Stage 1 for details on which

children are eligible for the Phonic Screening Check in 2018, which states:

" With some exceptions all year 1 pupils must take the phonics screening check. This includes pupils

registered at maintained nursery schools who will reach the age of 6 before the end of the school

year. Unless they fit the exceptions, pupils in year 2 must also take the check if they didn’t meet the

required standard in year 1 or haven’t taken it before"

In order to ensure the list of children for 2018 is accurate, please follow this guidance:

1. Go to the SET UP HELPER.

2. Click on the ‘EXPORTING DATA’ button.

3. Now click on the link.

4. A new page will appear entitled

Exporting your Phonic data.


5. Ensure the first option is chosen and

includes 2017-2018 in the drop down

box (as shown on the right).

6. Click on the Use above pupils button.

7. School PUPIL TRACKER will now check through your

EYFS Profile assessments to ensure they are

consistent and contain all the features required by

your Local Authority.

8. The list of children and check box will open after a few moments looking like the picture below:

There will be a list of children included in the export (an

example is shown on the right).

You should check this list carefully.

If the list is accurate, please go on to Step 2 in this guide.

If you wish to add or remove children from this list click on


9. A pop up will appear describing how you can

modify the group.

Read the message and then click Edit group.

10. You will be taken to a list of all the children in your

school. The list has been tabbed by year group.

One of the columns on the right side of the grid is the Phonics Check

[Year1] column.

The second is the Phonics Re-check [Year2] column.

For our example of 2018, all children with 2018 in either of the

Phonics Check [Year1] or Phonics Re-check [Year2] column will be

included in the 2018 group.

11. To add a current Year 1 child to the 2018 group, simply change the

box in their row in the Phonics Check [Year1] to 2018.

To remove a child from the 2018 group, simply amend the box in the

child’s row to the required year or make it blank.


12. To add a current Year 2 child who is being re-checked in 2017,

simply change the box in their row in the Phonics Re-check [Year2]

to say 2018.

To remove a child from the 2018 group, simply amend the box in the

child’s row to the required year or make it blank.

13. Now click on SAVE DATA and go to Step 2.


Step 2: Fill in your Phonic Screening Check Teacher Assessments

In order to export your Phonic Screening Check results, you must have recorded and validated your

Phonic Screening Check results within School PUPIL TRACKER Online by following these steps. We

recommend that Step 2 is completed by the class teacher.

The class teacher may have already entered Phonic Phase data in School PUPIL TRACKER for their

children, but that data is not transferred to the Phonic Screening Check as the Phonic Screening

Check is wholly separate from day-to-day assessments. The following guidance will help you to

complete the Phonic Screening Check records for your children.

1. Go to the Class Menu.

2. Look in the lower right hand lower corner and

click on PHONIC Menu (shown on the right).

3. The Phonic Menu will open.

Click on the Phonic Screening Check button.

4. The Phonic Screening Check grid will open showing children from the 2018 group:

All the white cells in the Phonic Result Y1 and Phonic Mark Y1 columns must be filled in.

Each white cell must be entered manually.

Ignore the Phonic Result Re-checkY2 and Phonic Mark Re-check Y2 columns for Year 1

children.


5. If you have any Year 2 children who are being

re-checked to export their data, please record

their result and mark in the Re-check Year 2

columns – shown on the right.

6. If you do not see the correct children in the list when you open the Phonic Screening Check grid,

you should go to Step 1 in this guide.

7. You can enter your judgements for each child in each subject area using

the white dropdowns. Click on a dropdown and choose the relevant

description or mark.

8. Please see the Assessment and Reporting Arrangements documentation on the DFE website for

further details and instructions on which codes you should use when assessing a child.

9. Your judgements will be saved automatically using real-time saving.

You will see this in action after you have made a change to a box: will appear in the box

immediately and the change will be saved straight away.

If the continues for a long time, you may have lost connection – please go back to the

Class Menu and try again.

You can tell that your change has saved successfully when the no longer appears.

10. You can erase / delete a judgement by choosing the blank

choice in a dropdown. This will save as a blank and delete

your previous choice.

Once you are happy with your Phonic Screening Check data, you should let your school

administrator know the assessments have been completed so that they can perform the next step.


Step 3: Create the files ready to export

The next step is to create the files to be sent to your Local Authority. This is a quick and easy

process.

14. Go to the SET UP HELPER.

15. Click on the ‘EXPORTING DATA’ button.

16. Now click on the link.

17. A new page will appear entitled

Exporting your Phonics data.

18. How do I add or remove children? - for example, I want to include some Year 2 children who are

being re-checked or I want to exclude a child who is in Year 1?

Please see Step 1 above on how to modify the list of children to add or remove children below.

19. Click on the Use above pupils button.

20. School PUPIL TRACKER will now check through your

Phonic assessments to ensure they are consistent

and contain all the features required by your Local

Authority.

Please note that PHO is the code for Phonics CTF.


21. The list of children and check box will open after a few moments looking like the picture below:

Firstly, there will be a list of children included in the export

(an example is shown on the right).

You should check this list carefully.

If you wish to add or remove children from this list, click on

Please see Step 1 for further details of how to add or

remove children from this list.

How do I know which children should be included in the export?

Please speak to your Local Authority support team or look through the Key Stage 1 ARA

documentation to see which Y2 children should be re-checked.

Once the list of children is correct and contains all the children who are being assessed for the

Phonics Screening Check this year, please move on to the next pod.


22. In the next pod, School PUPIL TRACKER will

complete a range of checks on your pupils (example

shown on the right). You may skip to [19] below if no

warnings appear.

23. The first check is for any missing postcodes. School

PUPIL TRACKER will have located a list of any

children who have missing POST CODES.

You may export your data to your Local Authority with only the Phonic Marks.

Some Local Authorities require a return of your data before the threshold is published for your data.

You may still create an export file by ignoring the blue warnings.

24. You must ensure that all POST CODES are

completed for all children. This warning will only show

up if one or more children have missing postcodes. If

the warning to the right appears, please click on the

Click here for details link.

This will open more details about the warning. Please

follow the instructions in order to ensure all children

have postcodes recorded in School PUPIL

TRACKER.

Click on

to see which children have missing postcodes and fill

them in manually if you wish.


25. School PUPIL TRACKER will have located a list of

any children who have missing validated Phonic

Screening Check records. This warning will only show

up if one or more children have missing validated

Phonic Screening Check records. If the warning to the

right appears, please click on the Click here for

details link.

26. This will open more details about the warning. Please

follow the instructions in order to ensure all children

have correctly recorded validated assessments

recorded in School PUPIL TRACKER.

Click on

to manually alter or add any of the assessments.

27. School PUPIL TRACKER will have located a list of

any children from Year 2 who you are including in the

export. Please click on the Click here for details link

to see further details.

28. This will open more details about the warning. Please

follow the instructions in order to ensure the Year 2

children have been correctly recognised.

Click on

to manually alter or add any of the assessments.

You may export your data to your Local Authority with only the Phonic Marks.

Some Local Authorities require a return of your data before the threshold is published for your data.

You may still create an export file by ignoring the blue warnings.


29. You can still create a CTF even with warnings in

place, but we do not advise this. To create a CTF and

over-ride the warning in place, please tick the box

shown on the right.

30. Click on the green CREATE FILES button to create

the files

31. You must wait a few moments whilst the files are

created

32. You may receive an red Error warning. If you receive this warning, then School PUPIL TRACKER

has located errors in your entries. An alert will be sent to the head office at School PUPIL

TRACKER who will look into the issue.

Please see the following page for guidance on the files we have created for you.


33. A successful set of THREE files will appear if no

errors were located (shown on the right).

There are THREE files for you to choose from to

download.

To download any of these three files, click on a file and

then choose the SAVE option to save the file in the

location of your choice (for example your Desktop or a

folder for exporting).

You may need to RIGHT CLICK and choose Save link

as...

Please make a note of where you saved the files as

you will need the destination later when you come

to upload them to the DFE.

IMPORTANT NOTE:

Even if your school sends your assessment data to your Local Authority using the first file above, you

should still import the assessments into your school’s MIS to ensure all your pupils have the statutory

data saved in their records.


The first file

The first file is our recommended option. This file can

be sent directly to your Local Authority using the secure

transfer route they require you to use. Further details

of transferring files can be found in Step 5.

You should click on the above link, and save it to your desired location on your computer or network. Once you

have saved the file, make a note of the file name and the location you saved it to and then open the third file

below to check the export and then go to Step 5 to transfer your file to your Local Authority.

The second file

The second file is for your use if you wish to import the

Phonic Screening Check records into your

Management Information System (such as SIMS or

INTEGRIS).

This file can be imported into your Management Information System, but you must speak with the

support from your Management Information System to do this as we cannot support software other

than School PUPIL TRACKER Online. This is not our preferred option of delivering your assessments

to your Local Authority as we cannot be accountable should there be errors on importing this file into

your Management Information System due to your Management Information System not reading an

accurate file correctly.

You should click on the above link, and save it to your desired location on your computer or network –

for some MIS systems this will need to be a special folder (for example, one called CTFIN).

Once you have saved the file in the correct location, make a note of the file name and then open the

third file below to check the export.

You will need to import the file into your MIS system by following their guidance on importing a CTF.

You must speak with the support from your Management Information System to do this as we cannot

support software other than School PUPIL TRACKER Online.


The third file

The third file is for your use to CHECK the contents of

the export you are about to complete. You should ensure

you check this file thoroughly before exporting any data

to your Local Authority or importing any data into your

Management Information System.

Please see Step 5 regarding this file.


Step 4: Checking the files

You should use the third file to CHECK the contents of

the export you are about to complete.

You should ensure you check this file thoroughly before exporting any data to your Local Authority or

importing any data into your Management Information System. You should save this file and then

open it. It will open automatically in Excel (or another spreadsheet based program).

You can use this file to check through your children.

Scrolling to the right, the file contains all the summary

Phonic Screening Check records for each child.

Wa = Met expected phonic decoding standard

Wt = Did not meet expected phonic decoding standard

It is important to check through this information to ensure you are happy that the file is accurate.

Please note that our software will have checked the contents, but it is important that you take a look

too!


Step 5: Pass the files to your Local Authority

Once you have created the files in Step 3, saved them and then checked them in Step 4, you are

ready to export your file to your Local Authority.

You should ask your Local Authority how they would like you to send the data to them.

The LOCAL AUTHORITY RETURN

file you have created is identical to your Management Information System export file and so should

be accepted by your Local Authority in the same or similar manner as to how they accept your usual

returns.

We do not know how each Local Authority has been organised to accept data. Many will accept

data through secure transfer portals where each school logs in to upload their files. One example

used by many schools in the South West is RMSecureNet.

If you contact us to ask how to upload your data, we will be unable to support you in this.

Please speak to the data team in your Local Authority or look through any instructions they have

circulated to your school.


Step 6: Create Individual Letters to be sent home to Parents

1. Complete Steps 1-5 above.

2. Once you have completed Steps 1-5 above, please visit the SET UP HELPER and click on the

link on the left of the screen.

3. Look for this link and click on it.

4. Please follow the on-screen instructions to create the letters for your parents.

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