Important Information regarding Statutory Assessment across the Primary Phase –
Summer 2015
Areas covered within this document:
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procedures regarding the delivery and secure storage of the test materials (KS2 tests
and Y1 phonics screening checks)
administering the KS2 Tests 2015
administering the Y1 Phonics Screening Check 2015
external monitoring visits (KS2 tests and Y1 Phonics Screening Check)
statutory external moderation (EYFSP, KS1 and KS2)
submission of Key Stage Teacher Assessment data (EYFSP, KS1 and KS2)
NB this document is also available electronically on the grid at:
www.thegrid.org.uk/learning/assessment/updates - this might make it easier to follow the
hyperlinks
Procedures regarding receiving and securely storing KS2 tests and Y1 Phonics Screening
Check materials
KS2 test materials should be delivered to schools during the week beginning 27 th April.
Y1 Phonics materials should be delivered between 1st and 12th June.
As soon as you receive the delivery of these test/check materials, you should check them
against the delivery note to ensure you have all the correct materials. In other words, you
should open the box to examine the packs inside but do not break the seal on the test
packs. Once satisfied that you have the correct materials, replace them into the box, reseal
it and lock it away securely. Keep the delivery note with the box – a monitoring visitor will
ask to see this.
If, when checking the materials, you discover any discrepancies or if the materials arrive in a
damaged state (e.g. the seal is broken), report the matter immediately to STA via the NCA
helpline (0300 3033013). In the case of damaged or unsealed materials, take photographs
of the damage, then reseal where necessary.
The materials should then remain stored securely until the time comes to administer the
test/check. All materials should continue to be kept securely after the tests/checks have
taken place, as some children may have timetable variations in place.
The KS2 tests all take place within the week beginning 12th May (although timetable
variations of up to 5 days can be applied for if a pupil has been absent for a test – refer to
the Assessment and Reporting Arrangements).
Assessment Updates Summer 2015 - Page 1 of 8
The Y1 Phonics Screening Checks (and re-checks for Year 2 children where necessary) should
all take place within the week beginning 15th June (although the check can be administered
in the following week if a pupil was absent in the main check week).
Administering the Key Stage 2 National Curriculum Tests (‘SATs’) 2015
There is an important change to the way the KS2 tests will be marked this year. All tests,
after being sent off, will be scanned so that the markers can mark them onscreen.
Consequently, all pupils must write their answers using either a blue or black pen or a dark
pencil. There is further guidance about the requirements arising from the change to
onscreen marking at the following webpage. It is highly recommended that you read this
and take note of all points:
https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/391771/2
015_KS2_Notes_for_teachers_on_how_to_prepare_for_onscreen_marking.pdf
(NB where there appear to be gaps between words in the above link, there is an underscore)
The Test Administration Guidance is available on the DfE website here:
https://www.gov.uk/government/collections/key-stage-2-tests-administer-the-tests
This includes guidance on the correct use of access arrangements, guidance on
administering each of the test papers and many other aspects of the process. It is highly
recommended that schools brief all adults who will be involved in any way in the
administration of tests, so that they are completely clear about what they may or may not
say or do. We strongly suggest that no adult is ever put in a position where they may be
vulnerable to an allegation of maladministration, such as inappropriately helping a child or
tampering with completed test papers. Therefore, it is advisable to make sure that no adult
is alone with a child whilst tests are underway, but that there is adequate invigilation of the
entire test process. Schools may be able to involve members of their Governing Body to
assist with invigilation.
Similarly, good practice would be for two adults to collect the sealed test packs from their
locked location and take them down to the classrooms, then open the packs in full view of
the children. As soon as the tests are finished, two adults should put them into the
alphabetical order, package them up ready for collection and lock them away.
Where pupils will be working with an adult during a test (e.g. a reader or a scribe) it is
advisable to brief those children and their parents about the process that will take place and
explain why it is necessary. This should avoid situations of children reporting that they were
“helped” during the tests, which can lead to allegations of maladministration.
Assessment Updates Summer 2015 - Page 2 of 8
Please see also the statutory guidance in the KS2 Assessment & Reporting Arrangements
2015:
https://www.gov.uk/government/publications/key-stage-2-assessment-and-reportingarrangements-ara
Administering the Year 1 Phonics Screening Check
It is important that any adult involved in carrying out the Phonics Screening Check (whether
for Year 1 or Year 2 pupils) has read the Check Administration Guidance, including watching
the video, at this web address:
https://www.gov.uk/phonics-screening-check-check-administrators-responsibilities
External Monitoring Visits – KS2 tests and Y1 Phonics Screening Check
The local authority has a statutory duty to carry out monitoring visits to ensure that the Key
Stage 2 National Curriculum Tests (‘SATs’) and Year 1 Phonics Screening Checks are
administered consistently and in accordance with the published guidance. Headteachers
have a statutory duty to cooperate with monitoring visits, as they help to build public
confidence in the security of the National Curriculum tests and provide headteachers with a
formal opportunity to demonstrate how the tests are administered in their schools.
These visits will be unannounced. A minimum of 10% of schools will be visited in each case
(KS2 tests and Y1 Phonics). The majority of visits are carried out by HfL advisers but some
visits are carried out by representatives of the Standards and Testing Agency (STA). All
monitoring visitors will carry identification that will be shown when they arrive at a school.
Schools can contact the Assessment team on 01438 844767 to confirm the identity of HfL
visitors, or the National Curriculum assessments helpline (0300 3033013) for STA staff. The
majority of visits will take place during the period that the tests/checks have to be
administered but a small number will take place in the weeks before and after this period,
for the purpose of ensuring the security of the test materials.
Monitoring visitors will examine the following (depending on the timing of the visit):
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evidence that test materials were checked at the time of delivery (annotated
delivery note)
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the secure storage of test materials
Assessment Updates Summer 2015 - Page 3 of 8
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the administration of tests/checks, to ensure that they are being administered in
accordance with the Test/Check Administration Guidance (all rooms where any child
is taking a test)
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(KS2 only) the appropriate use of access arrangements (including evidence to
demonstrate that an access arrangement is necessary for a child)
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the secure storage of completed test scripts, ready for dispatch*
* NB in the case of Y1 phonics, the materials are not dispatched but kept in school.
However the check materials must be kept secure until the end of the check
administration period i.e. 26th June.
Statutory External Moderation (EYFSP, KS1 and KS2)
We have already contacted Headteachers, by email and letter, to inform them if their school
is to receive a moderation visit at any Key Stage. Your moderator should contact you in due
course to arrange a suitable date for the moderation visit. In the case of KS2 writing
moderation visits, these will all take place after KS2 tests have finished. KS1 and EYFSP
moderation visits can take place at any time during the summer term (prior to the data
submission date.)
If you are unsure whether your school is receiving a moderation visit, please contact the
Assessment Team.
For schools not receiving a moderation visit, there will also be opportunities to moderate
with colleagues in other schools via moderation clusters – details to follow shortly.
Submission of Key Stage statutory teacher assessments (EYFSP, KS1 and KS2) and Phonics
Screening Check
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The final date for submission of the Early Years Foundation Stage Profile & Key Stage 1
teacher assessment data to the local authority will be 19th June.
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The final date for submission of Key Stage 2 teacher assessment data to STA will be 26th
June. N.B. Where possible, schools are strongly advised to submit KS2 data to STA by 19 th
June.
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The final date for submission of Key Stage 1 Phonics Screening Check data to the local
authority will be 26th June.
Assessment Updates Summer 2015 - Page 4 of 8
Schools are strongly advised to submit data as soon as it is ready and ahead of the final
submission date to assist with quality assurance checks and to allow them to make any
necessary amendments resulting from these checks. Last year, a significant number of
schools submitted files with incomplete data, suggesting that some of the checking steps in
the instructions issued by SITSS had not been followed precisely. For all submissions, it is
essential that the Headteacher checks the accuracy of data prior to submission (e.g. a
printout of the marksheets or summary reports is viewed and authorised by the
headteacher or senior leader before the files are returned).
NB Schools must submit accurate teacher assessment data to the LA and STA, which
reflects any changes made as a result of an LA moderation visit. If you wish to submit
teacher assessment data which is different to that agreed during a moderation visit you
must contact the appropriate LA moderation manager in advance, give evidence to justify
your changes and reach agreement before submitting final data. Herts for Learning and the
LA will check data submitted by schools that have received moderation visits and there
could be a maladministration investigation if a school submits data that differs to what has
been agreed during moderation.
EYFS Profile and KEY STAGE 1 teacher assessments - the data collection process will be
similar to that used last year. The submission date has been set at 19th June to enable
additional quality assurance checks to take place. This is essential because the local
authority has a statutory duty to check the data before it is submitted to DfE. Schools have
a statutory duty to ensure that data submitted is accurate and robust and therefore should
quality assure data before they submit EYFSP and KS1 teacher assessments by 19 th June.
Further quality assurance checks will then be carried out by the local authority and schools
will be contacted if any discrepancies are identified.
Detailed instructions on how to submit the data from SIMS will be issued by SITSS later this
term, and will be posted on the grid – accessible via this link: http://bit.ly/hertskeystages
KEY STAGE 2 teacher assessments - schools should send this data to the Standards and
Testing Agency (STA) via the NCA Tools website. The local authority strongly advises
submission ahead of the deadline stated in the KS2 Assessment and Reporting
Arrangements. This is to allow time to overcome any technical issues that may arise when
submitting the data and to allow quality assurance checks to be carried out. Schools have a
statutory duty to ensure that data submitted is accurate and robust and are therefore
encouraged to submit by 19th June, where this is possible, in order that the quality
assurance checks can be undertaken.
Schools that fail to meet the 26th June submission deadline for Key Stage 2 data will have no
KS2 teacher assessment data included in the initial data return from DfE/STA or the initial
Assessment Updates Summer 2015 - Page 5 of 8
versions of RAISEonline and Fischer Family Trust analyses. This will mean that external
agencies, such as Ofsted, will have no data on the attainment or progress of pupils in writing
at the end of Key Stage 2.
Detailed instructions on how to submit the data from SIMS will be issued by SITSS later this
term, and will be posted on the grid – accessible via this link: http://bit.ly/hertskeystages
PHONICS SCREENING CHECK - schools are reminded that they are required to administer
the phonics screening check and submit the results data to the Data Collection Team both
for pupils who are currently in Year 1 and for any pupils currently in Year 2 who failed to
reach the required standard last year or did not take the check last year. Schools need to
ensure that they have phonics screening check data from last year for all current Year 2
pupils in order to be certain of including the data for all appropriate children in this year’s
return. Tim Perry of the Data Collection Team sent an email to Headteacher on 10 th April,
giving information about Y2 pupils in your school who did not reach the Phonics standard in
Year 1. (Year 2 pupil details based on the Spring Census.) If you have received new pupils in
Year 2 since the Spring Census and you are unsure about whether they achieved the
standard in Year 1, please contact the Data Collection Team on 01992 588564.
We have been directed by DfE to collect data from schools as soon as possible after the
completion of the check. We are therefore requesting that schools submit their data by
Friday 26th June, as in the vast majority of cases all pupils will have completed the check,
including any who were absent during check week. Please note, the threshold mark for
passing the Phonics Screening Check will not be made available until 29th June, at which
point a new Phonics wizard will be made available to download and import into SIMS. This
wizard must be imported before phonics check results can be reported to parents.
However, schools can enter the children’s marks prior to this date and report data to the
local authority before the threshold mark is released. Further information regarding this
will be included in the instructions from SITSS.
PUPILS THAT TRANSFER SCHOOLS DURING THE SUMMER TERM
Please note that, in the case of pupils at the end of EYFS and Key Stage 1, if a child transfers
to a new school before the summer half term, the new school is required to submit data. If
the pupil transfers after half term, the previous school is required to submit the data. (If the
transfer date is deemed to be during the half-term break, the previous school submits the
data.)
For the Phonics Screening Check, the school that the pupil is attending when the check is
administered (i.e. week beginning 15th June) is responsible for submission of the data.
Assessment Updates Summer 2015 - Page 6 of 8
At Key Stage 2, the school where the child is on roll during test week is responsible for
submitting teacher assessments. If a child moves school before test week, the receiving
school must submit teacher assessment data. If a child moves school during test week, then
the school where the child sat each test should submit teacher assessment data. For
example, if the child sat English reading at one school and mathematics at another, then
each school needs to submit teacher assessment data for the relevant subject. Please refer
to the Key Stage 2 Assessment and Reporting Arrangements for further information and
guidance.
PUPILS WORKING BELOW LEVEL 1 AT KS1 AND KS2
These pupils will be entered as ‘W’ on the main marksheet, but their attainment must also
be recorded on the P-scales marksheet. If they have Special Educational Needs their
assessments are recorded using the appropriate P-scale grade, however if they are only
working below Level 1 because English is not their first language, they should be recorded
using the NOTSEN grade. (The use of P scales is statutory for assessing pupils with SEN who
are working below Level 1.)
What criteria are used in the P scales?
Most schools reporting pupil achievement using P scales will have been using these
assessment scales throughout the Key Stage. Criteria to describe attainment using P scales
can be found on the DfE website:
https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/329911/
Performance_-_P_Scale_-_attainment_targets_for_pupils_with_special_educational_needs.pdf
(NB where there appear to be gaps between words in the above link, there is an underscore)
Please see overleaf for the summary sheet giving details of key dates and information.
Assessment Updates Summer 2015 - Page 7 of 8
ATTAINMENT DATA COLLECTION 2015 (PRIMARY) – SUMMARY OF ACTIONS
Data
Early Years Foundation
Stage Profile
Key Stage 1 Teacher
Assessment
Key Stage 1 Phonics
Screening Check data
(Year 1 and Year 2 rechecks)
Key Stage 2 Teacher
Assessment
Transfer to different phase
or school
Method
Assessment Manager 7
and CTF
Assessment Manager 7
and CTF
Assessment Manager 7
and CTF
Received by:
Data Collection Team at County Hall via
AnyComms Plus
Data Collection Team at County Hall via
AnyComms Plus
Data Collection Team at County Hall via
AnyComms Plus
Assessment Manager 7
and CTF
CTF (Common Transfer
File) from SIMS
STA via the NCATools website
Receiving school via S2S website
SIMS TIMETABLE
April / May
Beginning of June
End of June
July 7th
Schools receive SIMS Spring upgrade
Schools receive instructions from SITSS on how to submit Key Stage
data
Schools must download and import new wizard to include Phonics
Screening Check threshold
KS2 Test results are made available on the NCA Tools website and must
be imported into SIMS (details are in the KS2 instructions)
FINAL DATES FOR DATA SUBMISSION
Schools are strongly advised submit data ahead of these deadlines
Early Years Foundation Stage Profile & KS1 Teacher Assessments
to LA by 19th June 2015
Key Stage 1 Phonics Screening Check Data (Year 1 and Year 2 re-checks)
to LA by 26th June 2015
KS2 Teacher Assessment to STA by 26th June 2015, although
schools are strongly advised to submit data by 19th June, if possible
CONTACTS FOR QUERIES
Query
Data entry and issues
with SIMS
Team
SITSS
Data Collection
Team
Phone
01438
844777
Option 1,
Option 1
01992
588564
Email
sitss.mis@lea.herts.sch.uk
or
SITSS Service Desk Online:
https://sitss-cl.hertscc.gov.uk
data.collection@hertfordshire.gov.uk
Data submission
(EYFSP, KS1 and
Phonics)
Making pupil
assessments
Assessment
Team
01438
844767
hfl.assessment@hertsforlearning.co.uk
Assessment Updates Summer 2015 - Page 8 of 8