This article aims to explain how Independent and International schools (i.e. schools who do not report to the DfE) can set up KS3/4 cohorts in Analytics. It helps to explain how these schools can set up the system if they do not have KS2 data and/or are not interested in publishing the reports with the DfE headline performance measures.
Click the links to the full articles for more information on each step (which opens them in a separate tab) if needed, as well as additional optional features that you can set up to get even more functionality from Analytics.
Step 1 / Student Data
There are ten mandatory student data filters that are required to be imported as part of the Student Data; Student ID, Student Name, Subject, Class, Gender, Ethnic Code, SEN, Gifted & Talented, FSM Ever 6, and Looked After. If any of the ten mandatory filters are not applicable to your school, are not collected within your MIS, or cannot be exported from your MIS, you will still need to include a manual column within the student data file in Excel, so that the filter column exists for the student data file to be successfully imported.
You can also add up to ten additional filters to this Student Data Profile based on the filters or group analysis that you may want to use in your school. For example, filters for attendance groups or registration groups can be setup if that analysis would be useful in the reports.
- Create and Define Student Filters - Via CONFIG. > Student Data > Filter Management, and then add these to your Student Data Profile by clicking 'Student Data Profile' and then 'Edit Columns' so that they are ready for importing your student data.
Step 2 / Creating Grade Methods
Before importing any data, you need to create the appropriate grade methods. You will need a grade method for each type of grades that are going to be uploaded for each qualification e.g. 9-1, iGCSE A*-G, plus methods for any vocational qualifications your students are taking.
- Plan and Create Grade Methods - You can create your grade methods via CONFIG. > Grade Methods > KS3/4 Methods > then click Create KS3/4 Grade Method.
Step 3 / Importing Student Data
Now it's time to prepare and import your student data files. These are used to import all student details for an individual cohort, including information such as student IDs, names, classes, and additional filter values such as Gender, Ethnicity, etc. as defined in your Student Data Profile. This information can be extracted from your MIS, formatted using the Sisra Analytics Excel Add-In, and then imported into Analytics.
- Download Excel Add-In - This a free tool to help you prepare your student and grades data for importing and uploading to Analytics. You can download the Add-In on the linked page.
- Extract and Prepare Student Data - Once you extract the necessary data from your MIS, this will need to be prepared for import using the Excel Add-In so it's in the correct format for importing into Analytics.
- Import Student Data - Once you have prepared your data, you can import this via DATA > select Keystage 3/4 and cohort > STUDENTS > Import.
Step 4 / Uploading KS2 Baselines (Optional)
If you are interested in viewing UK headline performance measures, such as Progress 8, and would also like to publish the reports to include the Sisra Data Collaboration features, you will need to upload the separate English Reading and Maths KS2 Scaled Scores and/or Fine Levels.
- Prepare & Upload KS2 Baselines - You will need to find and prepare your KS2 data using the Excel Add-In, and then upload this into KS2 / EAP > Uploads.
- Once you upload the baselines, you will need to set these up on your Baseline Management page via KS2 / EAP > Baselines, explained in the linked article above.
However, if you do not have any KS2 data, you can skip this step and proceed to Step 5 below.
Step 5 / Uploading EAP Baselines
Next you need to set up your EAPs. An EAP (Expected Attainment Pathway) serves two main functions. The first is to set the grade method used for each qualification, for each year/term, therefore EAPs must be created. The second function is optional and is used to define the grades students are expected to achieve each term. These are used to populate above/on/below track analysis, projections, and flight paths in the reports. Before you can create an EAP, you will need to upload the desired EAP baselines, such as KS4 target grades, MidYIS grades, or Yellis grades.
- Plan your EAPs - Decide whether you'll be wanting to use the On Track / Flight Path functionality and, if so, decide what type of grades to use as students' starting points.
- Prepare and Upload your EAP Baselines - Once you have decided on the EAP Baselines you want to use, you can prepare these using the Excel Add-In and upload them via KS2 / EAP > Uploads.
- Set Up EAP Baselines - Once your baselines have been uploaded, you will need to set these up appropriately via KS2 / EAP > Baselines. Here, click 'Edit' and set the Grade Type as 'KS3/4 Method' and the relevant Grade Method for each baseline subject.
Step 6 / Creating EAPs
An EAP can be created for each KS4 target subject, MidYIS subject, or Yellis subject that has been uploaded as a baseline. The EAP can then be populated with expected attainment grades.
- Create your EAPs - Via KS2/EAP > EAP > 'Create EAP'. Select 'KS3/4 Method' in the Baseline Type dropdown, then select the appropriate subject baseline from the KS2/Baseline dropdown.
You can then select the grade method that will be used across each year group from the dropdowns (Year 7 – Year 11 and KS4 Exams). The EAP can then be populated with the expected grades for each term, similar to the example below:
Step 7 / Upload Grades Data
Now that you have created your EAPs, it's time to upload your grades data (such as Targets, Mocks, latest Assessments). Grades data files are used to upload all student grades for the qualifications they are taking. This should include student IDs, student names, qualification names, and grades.
This information can be extracted from your MIS, ran through the Excel Add-In and then uploaded into Analytics. Analytics uses the student ID within student and grades files to link the appropriate students with the correct grades. Therefore, you must be consistent with the student ID used within all files for a cohort.
- Extract and Prepare your Grades Data- Once you extract your grades data you can prepare this for uploading using the Excel Add-In.
- Uploading Standalone Grades (e.g. Targets, Mocks, Exams, etc.) - You can upload standalone grades in GRADES > Uploads, then select the appropriate data set (Exams, Targets, Mocks, Data Set 3 to 5). Select the appropriate 'term' the data relates to or was collected within and upload your grades file.
- Uploading Assessments - You can also upload assessments (data you would like to track over time, such as current working at grades). Assessment cycles in school can be replicated by creating 'collections' in Analytics, within GRADES > Uploads > Assessments.
Step 8 / Assign Qualifications to Classes
You must then assign each qualification to the relevant set of classes for Analytics to pull these through for relevant grades. If a qualification is not assigned to classes, all students with grades in that qualification will appear as ‘Not in Class’, preventing class analysis in reports. A set of classes is a group of individual classes taught in a particular subject area. For example, the individual classes 11En1, 11En2, 11En3, etc. could sit within the ‘English’ set of classes, taken from the 'Subject' column of the student data files imported for a cohort.
- Assign Qualifications to the appropriate sets of classes - In STUDENTS > Classes > Assign Quals. Sets of classes will be displayed down the left and unassigned qualifications (taken from the Qualification column in the grades files uploaded) will be shown at the bottom of the page. To assign a qualification to a set of classes, click the + icon next to a set of classes, place a tick next to the relevant qualification/s and click ‘Save’.
Step 9 / Matching
The next step is to complete the Matching process, this is important as it tells Analytics information about each qualification. This includes which EAP should be used, to determine the grade method and expected grades for each term (if entered), qualification type, to determine which performance measures it can count towards and which qualifications can count towards subject specific measures, such as Basics, EBacc, Attainment / Progress 8, etc (if your school wishes to view these measures).
- Complete the Matching process - This should be completed for all qualifications you wish to include in the reports via GRADES > Matching.
Step 10 / Grades Management
Grades Management provides an overview of qualifications with grades uploaded into each data set / assessment, allows you to manage your grades data, and performs several setup checks to highlight potential issues which could affect the accuracy of your reports. It’s important to check Grades Management and clear any warning icons shown before publishing the reports.
- Address warning icons - If any are flagged in GRADES > Grades Management > Select Dataset / Assessment.
Step 11 / Publish Reports
Once you have finished setting up a cohort in Analytics, you will need to complete the publishing process to populate the reports. Each area (STUDENTS, KS2 / EAP, and GRADES) has a separate publish section, and when you’re publishing the reports for a cohort for the first time, you will need to publish each of these areas in order to populate the reports. However, this also means that next time you make changes to data in a specific tab, you should only need to publish the respective area. For more information on the publishing process overall, please see the following article: What does publishing mean?
- Publish STUDENTS - Via STUDENTS > Publish Students > Publish.
- Publish KS2 / EAP - Via KS2/EAP > Publish KS2/EAP > Publish.
- Publish GRADES - Via GRADES > Publish Grades > Click 'Publish' next to relevant dataset/assessment. If issues are flagged in the 'Health' tab while publishing grades, we recommend resolving these - Resolve Health Check Issues.
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When publishing the Grade data, if you are not interested in viewing the UK headline performance measures, you can select to publish without headline figures.
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This will mean reports containing headline figures will be greyed out and inaccessible, as shown in the screenshot below.
Step 12 / Create Users
Now that the reports are published, you can create user accounts for your members of staff. This will provide them with access to Analytics so that they can log in and view the reports. Once an account is created for a user, they will be emailed a Username and Password to their registered email address.
- Create Custom Authority Groups (if required) - Authority groups are used within Analytics to determine the access levels that each staff member has. 'Admin' (access to all areas, including uploading and managing data, users, & embargoed exam reports) and 'User' (access to all reports) are available by default. However, you can create additional groups if required with custom access, for example, you may have a user group for SLT etc. These can be created via USERS > Groups.
- Create User Accounts - You can either manually create your users via USERS > User List > Create User, or prepare and import CSV file via USERS > Upload Users to create them in bulk.
Step 13 / Data Collaboration (Optional advanced feature!)
The Sisra Data Collaboration collects anonymised Exam data from schools who have opted in and completed the required setup. This allows us to produce collaboration data for headlines and subject-based figures, which schools can then compare their own performance figures with.
Although your school does not report to the DfE, you may still be able to benefit from the analysis provided by opting into Data Collaboration. This will depend on the type of data you upload into Analytics and how you use the reports. Although your data will not be collected for Data Collaboration, you would still be able to use the collaborative data within the reports for comparative purposes.
For further information on the Data Collaboration, please see the following article: FAQ - Our school doesn't report to the DfE, can we still use the Sisra Data Collaboration? (Admin)
Next Steps
And that's it, you've completed the setup! Well done! Below we've provided links to useful articles for further reading, which will expand on other aspects of Analytics such as accessing the reports.
As a Sisra Admin however, if you ever have any questions, the Support team are here to help. You can reach us in Analytics by clicking the 'Support' button to start a chat in real time with one of the team. This is available Monday to Friday, 9am - 5pm (UK time). Outside of these hours, you can click to leave us a message, and one of the team will get back to you as soon as possible. For more information on contacting the Support team, see our article - How to Contact Customer Support.
Useful Resources:
- Getting Started for Users - A useful article to share with staff, containing a downloadable PDF handout to guide them through Analytics and the reports from a users' perspective.
- Analysing KS3/4 Reports - A dedicated area of help, with a variety of articles from accessing the reports, to key functionality and FAQs!
Optional Extra Setup & Features for Admins
Below we've outlined some advanced optional extra features you can set up at anytime, to enhance the analysis available in the reports! You may want to book mark these to return to.
- Student Filter Aliases and Tags - You can create aliases for student filter values you import (e.g. 'Female' instead of F') to make the reports more user friendly, as well as 'tag' key groups of students in the reports, allowing them to standout easily in analysis (e.g. Disadvantaged students).
- Attitude to Learning / Pastoral data - You can import 3 categories worth of additional data into Analytics, such as Homework, Behaviour, Attitude etc. that your school focus on.
- Generate Tracker Reports - You can generate a tracker, allowing you to track performance over time (up to 6 data sets or assessments)!
Thanks for reading!