Phonics Guidance Notes (2015 v1.2)

Phonics Guidance Notes (2015 v1.2)
Year One Phonics
(inc Year Two Retakes)
Phonics Year 1 & Year 2 retakes
Data Submission
User Manual 2015
Performance and Intelligence (C&A)
Page 1 of 17
Year One Phonics
(inc Year Two Retakes)
Contents
0. Version Log
3
1. User Defined Groups
4
2. Downloading the Phonics Wizards (AMPA folder)
6
3. Importing the Phonics Wizard into Assessment Manager
6
4. Running the Year 1 Phonics Wizard
7
5. Entering the Year 1 Results on the Marksheet
9
6. Running the Year 2 Phonics Wizard
10
7. Entering the Year 2 Results on the Marksheet
12
8. Creating an XML (CTF) in SIMS
12
9. Renaming the file and sending it to Performance and Intelligence (C&A)
15
10. Reports
16
Contact Details
If you have any problems with the submission of this return, please do not hesitate to contact:
EIS Helpdesk 01622 672779
Or any member of the Performance and Intelligence Team on the following telephone numbers:
01634 331048
01634 338183
01634 337086
Alternatively please email [email protected]
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Year One Phonics
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Version Log
Version Number
Version Date
Created/Amended/
Amendments/
Updates
1.0
15/05/15
Updated By
Nicola Davies
1.1
18/05/15
Holly Partridge
1.2
17/06/15
Nancy Springate
Performance and Intelligence (C&A)
Screenshots using summer 2015
SIMS upgrade, version 7.162
Contact details (p.2) & 7zip
information (p.13)
Changes about use of phonics wizard
Page 3 of 17
Year One Phonics
(inc Year Two Retakes)
Assessment Manager
Please note that you need to have at least version 7.162 (Summer 2015 SIMS Upgrade) to run this return.
To check which version you are currently on, open SIMS and on the menu bar select Help / About SIMS.
If you do not have the correct version, your SIMS will need to be upgraded before you start this return.
As last year there are two Phonics Wizards available, one for Year 1 and another for Year 2 (retakes only).
Phonics scores will have to be entered into both Wizards and a single CTF created (containing all of Year 1
and Year 2 pupils) for submission to Performance and Intelligence (C&A).
1. User Defined Groups
These are used when you have pupils who are eligible for Year 1 Phonics, but who are not marked as being
in Year 1 (or Year 2 if applicable).
A group will need to be set up to include any pupils who may have left your school after they took the
Phonics Screening check. A group will also need to be set up to exclude any pupils who may have joined
your school after the Phonics Screening Check week.
Please Note - all pupils who take the screening check in your school must have their result submitted.
If neither of these points applies to your school, skip to Section 2 - Downloading the Phonics Wizards
(AMPA folder).
Otherwise, please follow the guidance below.
Go to Focus / Groups / User Defined Groups and the following screen will appear:
Click on the New button and the screen below should appear:
Add a relevant Group Description
and Short Name.
Make sure the Active State is
Active.
If you wish, add a brief note.
Then click on the Action button
and click Add Member.
The screen shown below will
appear.
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Year One Phonics
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The next screen will then be the Select Members screen:
Change the Group Type filter to National Curriculum Year, then click Search. All the pupils in your school
will now be displayed.
To ensure that all pupils in each year group are shown together click on the Current Group header.
This will sort the pupils by year group as shown below:
Select all the relevant
pupils by clicking on them
while holding down the
Shift key.
You can also select any
pupils who are not listed
as NC Year 1 but you
need to return results for.
To select / de-select
individual pupils, click on
them while holding down
the Ctrl key.
When al pupils are
selected, click OK.
You will be returned to the Membership screen which has now been populated with the selected pupils
as shown below:
If you need to add a pupil to the group who has left, click the Action / Add Member button again.
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Year One Phonics
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You will be returned to the Select Members screen:
The membership panel should now be completed with your current Year 1 pupils and any other pupil
selected within the previous step.
Click on the Save button near the top of the screen and Close.
2. Downloading the Phonics Wizards (AMPA folder)
All Key Stage Wizards will be imported on to your system when you install the 7.162 release Summer
upgrade.
If you have any problems with the AMPA files please contact the EIS Helpdesk on 01622 672779.
3. Importing the Phonics Wizard into Assessment Manager
Go to Routines / Data in / Assessment / Import and the following screen will appear:
Please Note –
If the screen below appears select as appropriate.
If you have any problems contact EIS on 01622 672779
or by emailing [email protected]
Select the magnifying glass and the following screen below should appear:
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Year One Phonics
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The system should default to
your SIMS.net folder as
shown.
If it does not, you will need to
navigate to it by clicking on the
arrow by the look in box.
It is normally located:
C:\Program Files\ SIMS\
SIMS.net
Select the AMPA folder. Double click on this and then open the following folders in succession:
 England Primary (and Middle Deemed Primary)
 Assessment Manager.
Once the Assessment Manager folder is open, all related Wizards will be displayed as seen below:
Click on Year 1 Phonics
Screening Wizard 2015 as
shown opposite and click on
the Open button.
The import screen will be shown. Make sure that the “Overwrite with default values” box at the bottom is
ticked and then click Finish followed by Yes to start the import. Make sure the Log states that all items were
successfully imported. Finish by selecting Close.
You will now need to follow Section 3 Importing the Phonics Wizard into Assessment Manager again,
this time clicking on Year 2 Phonics Screening Wizard 2015.
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Year One Phonics
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4. Running the Years 1 Phonics Wizard
Go to Tools / Performance / Assessment / Wizard Manager and the following screen will appear:
N.B. If you have imported previous wizards they will also appear in the list but can be excluded from future
views by filtering on Incomplete.
Click on the Year 1 Phonics Screening
Wizard 2015 as shown opposite and click
on the Open button.
You then need to select a group of pupils to work with.
Click on the magnifying glass and
the screen overleaf will appear.
If you created a User Defined Group in Section 1, click on the + symbol next to User Defined Groups
category and a list of Groups is displayed. Click on the name of the group you set up e.g. Yr1 Phonics 2015
and click on the Apply button.
If you did not create a User Defined Group, click on the + symbol next to National Curriculum Year
category. Select Curriculum Year 1 then click Apply.
You will be returned to the Wizard screen where your selected group will now be displayed.
Click on the Next button.
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Year One Phonics
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The list of available marksheets will be displayed as shown below:
There is only one statutory marksheet that
schools need to complete for Year 1:
Phonics Screening Year 1 2015
Click on the marksheet to select and then
click on the Edit Marksheet button
The marksheet will be displayed as shown
overleaf.
5. Entering the Year 1 Results on the Marksheet
The marksheet will now be displayed as below:
You can now start entering the Year 1 Phonics screening scores for each pupil.
The score the pupil has achieved should be
entered in the Mark for Phonics Check Year 1
column. Valid entries are from 0 to 40.
If a pupil was Absent or was Disapplied from
the test, do not enter score in the Mark for
Phonics Check Year 1 column, enter the A or D
value in the Grade for Phonics Check Year 1
column.
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Year One Phonics
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Once all results have been input click the Save button at the top of the screen. This will calculate the Grade
for Phonics Check Year 1 column and validate the data. When you have finished entering scores for all
pupils, click on the Save button at the top of the screen. Because the DfE are not releasing the pass mark
until end of June, an exclamation mark will be displayed in the Data Check column – this will not have an
effect on the data you return to us, if you are happy with the data entered click on Save and Close.
Check whether you have any missing results. You must resolve any Missing Entries before returning your
data to us. Once you have resolved any missing marks or errors, click Calculate / Save / Close.
You now need to enter the scores for your Year 2 pupils retaking the Phonics test.
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Year One Phonics
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6. Running the Year 2 Phonics Wizard
Go to Tools / Performance / Assessment / Wizard Manager and the following screen will appear:
A list of all the wizards on your system will
be displayed.
Make sure the filter says Incomplete.
Do not tick the Complete box on the right.
Click on the Year 2 Phonics Screening
Wizard 2015 and click on the Next button.
You then need to select a group of pupils to work with.
Click on the magnifying glass and the screen
shown overleaf will appear.
If you created a User Defined Group in Section 1, click on the + symbol next to User Defined Groups
category and then on the name of the group you set up e.g. Yr2 Phonics 2015 and click the Apply button.
If you did not create a User Defined Group, click on the + symbol next to National Curriculum Year
category. Select Curriculum Year 2 then click Apply.
You will be returned to the Wizard screen where your selected group will now be displayed.
Click on the Next button.
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Year One Phonics
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The list of available marksheets will be displayed as shown below:
There is only one statutory marksheet that
schools need to complete for Year 2:
Phonics Screening Year 2 2015.
Click on the name of the marksheet to
select and then click on the Edit Marksheet
button.
The marksheet will be displayed as shown
overleaf
Once the marksheet is open, click the calculate button. This will then highlight the Year 2 pupils who need to
retake the test (pupils with Wt, D or A)
Once you are sure that you know all the pupils you need to enter a score for, you can start entering the
Year 2 Phonics Screening scores for them.
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7. Entering the Year 2 Results on the Marksheet
The marksheet will now be displayed as below:
The score the pupil has
achieved should be entered in
the Mark for Phonics Check
Year 2 column. Valid entries
are from 0 to 40.
If a pupil was Absent or was
Disapplied from the test, do
not enter score in the Mark for
Phonics Check Year 2 column,
enter the A or D value in the
Grade for Phonics Check
Year 2 column.
Once all results have been input click the Save button at the top of the screen. This will calculate the Grade
for Phonics Check Year 2 column and validate the data. When you have finished entering scores for all
pupils, click on the Save button at the top of the screen. Because the DfE are not releasing the pass mark
until end of June, an exclamation mark will be displayed in the Data Check column – this will not have an
effect on the data you return to us. Check whether you have any missing results. You must resolve any
Missing Entries before returning your data to us. Once you have resolved any missing marks or errors, click
Calculate / Save / Close.
8. Creating an XML (CTF) in SIMS
Go to Tools / Setups / CTF and the following screen will appear:
CTF Import Directory __________________________________________________
CTF Export Directory __________________________________________________
If the boxes are blank, you will need to set up the directories. Click on the magnifying glass next to each box
and navigate to where the SIMS directory is. This will probably be: C:\Program Files\SIMS\CTF\CTFIN.
If you make any changes, please remember to Save before Closing.
You now need to select which pupils to transfer results for.
Go to Routines / Data Out / CTF / Export CTF and the screen below will appear:
Click Phonics Test Results, then Select.
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Year One Phonics
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Firstly, make sure
the view is for
Current and
Leavers this year.
Then ensure that the
Include Students
already exported box
is ticked.
Click the Refresh
Students button.
Now click on the Year
Group arrow and select
Year 1.
Your Year 1 current pupils will now be filtered as shown below:
To transfer results to Medway:
 Left click once in the Destination LA box for the first pupil
 Right click in the same box and choose Select All. The grid will now be outlined in blue
 Click on the down arrow in the Destination LA box for the first pupil.
 Scroll down the list of LAs until you find Medway, the list should be in alphabetical order.
 Click on Medway and all pupils should now have this destination.
 The Destination School column does not need completing
Now, scroll down the list to check that ALL pupils have been given Medway as a destination. Whilst testing
the software it has been found that pupils at the bottom of the screen may have been assigned a different
destination or no destination at all. If so, click on the down arrow for each pupil and select manually.
Your Year 2 pupils will now need to be added to this list.
Click in the Year Group column header and change the selection back to All as shown below.
Click on the Year Group arrow and select Year 2. This will filter all your current Year 2 pupils.
As for Year 1, to transfer results to Medway:
 Left click once in the Destination LA box for the first pupil
 Right click in the same box and choose Select All. The grid will now be outlined in blue
 Click on the down arrow in the Destination LA box for the first pupil.
 Scroll down the list of LAs until you find Medway, the list should be in alphabetical order.
 Click on Medway and all pupils should now have this destination.
 The Destination School column does not need completing
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Year One Phonics
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Now, scroll down the list to check that ALL pupils have been given Medway as a destination. Whilst testing
the software it has been found that pupils at the bottom of the screen may have been assigned a different
destination or no destination at all. If so, click on the down arrow for each pupil and select manually.
Please Note - Do not attach a destination LA for any pupils who you do not have assessments for.
For example, if new pupils have joined your school AFTER the Phonics Screening test week, simply remove
the Destination LA from their “row”. To do this click on their LA Destination box and scroll to the top where
there is a blank line. Click on this and the destination will disappear.
When you have added the Destination LA for your current Year 1 and 2 pupils, your screen should resemble
the one shown below:
If you have had any pupils leaving your school during, or after, the Phonics Screening test week, you must
also return these assessments to us. If this does not apply to your school please continue with these notes
from Export CTF.
To add the leavers to the file click in the Year Group column header and change the selection back to All as
shown below:
Then click in the Year Group column header again and select the (1) or (2) year group. The brackets round
the year group signify that the pupil/s have left.
Add Medway into the Destination LA box for these pupils the same way as before. Once completed click in
the Year Group header again and change the year back to All. You will now notice that all pupils relevant to
Year 1 and 2 have Medway listed in the Destination LA box.
When all the relevant pupils have been selected, scroll to the bottom of the screen.
To complete the CTF process, click the Export CTF button.
The CTF process may take some time, and a blue revolving circle will appear as a “working” symbol.
Error messages will be shown in the status bar (bottom left). If it stops without an Export complete box,
there may have been an error with the CTF directory, if so go back to the start of this section, and
re-configure the CTF directory.
When the Export CTF process has been completed, a dialogue box will appear:
Click on OK once you have written the file name down.
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Year One Phonics
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An Exceptions Log will now appear. Please make sure that the Number of students in file matches the
Number of students processed, and that it is what you were expecting from you original documentation.
The Number of students not exported should be 0. If not, go back and check your User Defined Group.
All errors relating to UPNs or Year 1 or Year 2 Phonics Screening must be resolved in SIMS, (UPN’s) or
Assessment Manager, and a new CTF created.
Once a correct CTF file has been produced you can exit SIMS.
The file(s) now needs to be renamed and sent to Performance and Intelligence (C&A).
9. Renaming the file and sending it to Performance and Intelligence (C&A)
Using Windows Explorer/File Manager, go to your CTF Export directory (as detailed at the top of section 6).
Your computer will have stored the CFT export as an XML file consists of the following:
The first 7 digits are your school’s LA and DfE Number
CTF states that it is a Common Transfer File
887LLLL states that the destination of the CTF is Medway (LA DfE Number 887)
001 in this case states that this the first version of this file
xml is the file extension
Performance and Intelligence (C&A) will be receiving many CTFs this summer; in the form of FSP, Phonics
and Key Stage 1. We therefore request that the name of these files is changed to reflect the contents.
To change the name you will need to locate the correct file, right click and select Rename, then change the
letters CTF to PHO as shown below:
From
8875001_CTF_887LLLL_001.xml
To
8875001_PHO_887LLLL_001.xml
This will distinguish the file as being your school’s Phonics file; it will not alter any data within the file.
You will now need to encrypt this data and password protect the file using 7z (not zip). We suggest you use
the same password as your Persistent Absence data. Alternatively you can pick another password, but
please be sure to tell us what you are using (but NOT in the same email).
If you do not already have 7zip software, please click on the link below to download it:
http://www.medway.gov.uk/schoolsandeducation/informationforschools/schoolleadership/managementinform
ation/guidancenotes.aspx#7_zip
The XML file then needs to be attached to an email and sent to Performance and Intelligence (C&A) via the
email address [email protected] by no later than Wednesday 1 July 2015.
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Year One Phonics
(inc Year Two Retakes)
10.
Reports
Within the Phonics Wizard there is a facility to produce reports and compare them to the previous years
National results.
To access the reports click on Tools / Performance / Assessment / Wizard Manager.
Click on Year 1 or 2 Phonics Screening Wizard 2015 and then Next
Check that the correct year group, or the correct user defined groups are selected – then click Next twice.
The report screen is displayed as shown below.
This is the Preview button.
This is the Print button.
There are 2 reports you can print or preview:
 KS1 Y1 (or Y2) Phonics Students Eng 2015 - Individual pupil reports with mark and grade.
 KS1 Y1 (or Y2) Phonics Comparative Eng 2015 - School report for boys, girls, and all pupils with
2013 National Comparative data
The Student Report
If you want to print all the pupils at once, click on the Select All button. All pupil boxes will now be ticked.
Click on the Print button once.
If you want to preview the report, make sure that just one pupil box is ticked then click on the Preview button
once.
The School and National Report (Comparative)
Make sure only one pupil is “ticked”. Click on the KS1 Y1 Phonics Comparative Eng 2015 report and click
the Preview or Print button. The report displays percentages for all pupils, boys and girls within your school
and the 2015 National results by gender and all pupils.
You may choose to print one or multiple copies of ether report by setting the number of copies required on
the print manager screen.
When you have finished printing and/or previewing reports click on the Cancel button to exit the wizard.
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