Sisra Analytics: KS3/4 - How do I roll over data for the next academic year?

Overview

This article explains how to roll student and grade data to the next academic year, for example, 25/26 (Current Y10) to 25/26 (Current Y11).

Data for existing cohorts will be retained as they roll over.

You can also use this to help set up your new intake of Year 7 students. 

Prerequisites

  • You must be an administrator.

Instructions

Follow these steps to roll student and grade data:

  • To import a new student data file:
    1. Export the latest student data file from your MIS in a Microsoft Excel-compatible format. The student data within the file must include class and filter details.
    2. From DATA > Select KS3/4 and Cohort > Students > Import:
      1. Select whether your file contains class / filter values from when students were in KS3 or KS4.
      2. Select the file you exported from your MIS.
      3. Select Import.
      4. Review / change column mapping as needed.
      5. Select Continue with the import.
      6. From the Import File - Student Data window, ensure your Import Options are as follows:
        • Update Classes: Yes.
        • Update Filters: Yes.
        • Update Statuses: Yes.
      7. Select Complete the import.

  • To prepare your Core KS2 Baselines:

    1. If you’re working with a cohort that did not sit SATs at KS2, move to Step 3 - Preparing EAP Baselines and EAPs.
    2. If you have only a few baselines to add:
      1. Open KS2 / EAP > Baselines.
      2. Select Grade Count for your KS2 subject.
      3. From the Baseline Details page, select Add Grade and complete the details.
      4. Repeat the last step for each student.
    3. Where you have lots of baseline updates, upload a file with the missing scaled scores in KS2 / EAP > Uploads.

    For further information, see Sisra Analytics: KS3/4 - Preparing and uploading KS2 Core Baselines (Admin).

  • To prepare EAP baselines and EAPs:

    1. If you have entered expected grades into your EAPs, add EAP baselines for any new students who have joined your school:
      1. Either:
        1. Open KS2 / EAP > Baselines.
        2. Select Grade Count for your KS2 subject.
        3. From the Baseline Details page, select Add Grade and complete the details.
        4. Repeat the last step for each pupil.
      2. Or upload a new baseline file using the same subject names, then delete the old file in KS2 / EAP > Baselines > Uploads by selecting the red X icon.
    2. For any new qualifications that use a different Grade Method, EAP baseline or have different expected grades, create additional EAPs.

    If you have blank or generic EAPs without expected grades, you only need one EAP per grade type, using the same baseline subject. No extra EAP Baselines are needed.
     

    For further information, see Sisra Analytics: KS3/4 - EAP Overview (Admin). and Sisra Analytics: KS3/4 -  Creating EAPs (Admin).

  • To upload a new set of assessment grades:

    1. Export the latest grades from your MIS in a Microsoft Excel-compatible format:
      1. If your qualification names in your MIS match those in Sisra Analytics, uploading will be quicker and smoother.
      2. Ensure your qualification names do not include a data / grade type. For example, for the subject Art, it should be Art, rather than Art Spring or Art Targets.
    2. From DATA > Select KS3/4 and Cohort > Grades > Uploads > Assessments:
      1. Select Create Assessment Collection.
      2. Enter a clear Collection Name including the Year and assessment cycle, for example, Y11 Autumn.
      3. Select a Grade Type.
      4. Select an appropriate Date.
      5. Select the correct Term based on when these grades were collected.
      6. Select Create.
      7. Open the Assessment Collection that you've created.
      8. Select Upload Grade File and upload the assessments grade that was exported from your MIS.

    If the Confirm Upload Qualification Name page opens, set any new qualifications to New and merge existing qualifications that have been uploaded with a different name, explained further here.

    For further information, see Sisra Analytics: Uploading Assessment Grades (Admin) and Sisra Analytics: What is the Confirm Upload Qualification Names page? (Admin).

  • To upload your latest grades data:

    1. Export the latest grades data, for example, Targets and Data Set 3, from your MIS in a Microsoft Excel-compatible format
    2. From DATA > Select KS3/4 and Cohort > Grades > Uploads, select Upload Grade File (in the appropriate data set) to upload your latest grade file.
    3. After replacing grades, delete the previous file (select the red X icon) to ensure the latest grades pull through to reports when republished.

    Only upload grades if they have been collected for the new academic year - you do not need to re-upload data from previous years if they have not changed.

    For further information, see Sisra Analytics: How do I upload Standalone Grades? (Admin).

  • From DATA > Select KS3/4 and Cohort > Grades > Matching:
    1. Select Edit.
    2. For each new qualification:
      1. Set Included to Yes and select the relevant EAP.

      2. Where you have QNs available, ensure Use QN is set to Yes and enter the correct QN or Qualification into the QN Title.

        If you are matching KS3 subjects, you do not have to enter QN codes if you do not have these. However, if you wish to calculate headline measures (such as Attainment 8), you will need to manually complete the KS4 Measure and Specials column.

        If you are matching KS4 qualifications and they are not returned when entering the QN, this suggests they are unapproved. Enter ‘Unapproved [Subject]’ into the QN Title column, e.g. ‘Unapproved Maths’ or ‘Unapproved None’ to match them. For more information, see our article here.

    3. Select Save Changes.
    4. Check and resolve (if applicable) qualifications displaying in DC Exams Check (see Sisra Analytics: KS3/4 Matching - DC Exams Check Troubleshooting (Admin)).

  • From DATA > Select KS3/4 and Cohort > Students > Classes, ensure all new qualifications have been assigned to the relevant set of classes by either selecting the green plus icon or blue pencil icon.

    For further information, see Sisra Analytics: Assigning Qualifications to Classes (Admin).

  • From DATA > Select KS3/4 and Cohort > Grades > Grades Management > Manage Datasets:

    1. Select a data set or an assessment.
    2. Resolve any warning icons that are flagged for each data set you have uploaded new grades into, for example, Missing Student Data mceclip1.png, Missing Class Data mceclip2.png, Grade Not in Method mceclip3.png and Sub Grades not Valid in this Data Set mceclip4.png. You will not be able to publish until all main issues are resolved.

    For further information, see Sisra Analytics: Grades Management (Admin).

  • Follow these steps to publish your data:

    1. Publish Students from DATA > Select KS3/4 and Cohort > Students > Publish Students select Publish.
    2. Publish KS2 / EAP from DATA > Select KS3/4 and Cohort > KS2 / EAP > Publish KS2 / EAP select Publish.
    3. Publish Grades from DATA > Select KS3/4 and Cohort > Grades > Publish Grades select Publish.

    For further information, see Sisra Analytics: What does publishing mean?

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