If you’re using Target grades or similar as your EAP baselines, used to group students onto each pathway for On Track analysis in the reports, you may wish to update these from time to time to reflect the appropriate grades.
When doing so, it is important to upload your new baselines FIRST, before removing the previous grades, as this can cause issues within your EAPs preventing you from publishing the KS2/EAP / KS4/EAP tab.
Please note, the screenshots in this article are for KS3/4 EAPs, however the appearance will be very similar for KS5.
Updating EAP Baselines
To update your EAP baselines to reflect new grades, e.g. Targets, we recommend following the steps explained below:
1 / Prepare your grades file
First, you would need to prepare a 4 column grade list including the updated grades you wish to use as your EAP baselines. This can be extracted from your MIS, then ran through the Excel Add-In to ensure this is in the correct format for upload.
2 / Upload your grades file
To upload your new file, click DATA then select keystage and cohort.
- In KS3/4, click KS2/EAP tab > Uploads.
- In KS5, click KS4/EAP tab > EAP/Baselines > Uploads.
Then, click ‘Upload Grades File’ to upload your updated baselines. If you’re only looking to update a handful of subjects for the cohort, we would still recommend uploading a full file including ALL baseline subjects.
For more detailed instructions on how to prepare and upload EAP baselines, see our article: KS3/4: Preparing and uploading EAP baselines (Admin)
3 / Confirm Upload Qualification Names
During the upload, if your file contains any qualifications that don’t already exist on your baseline management page, you will be taken to the Confirm Upload Qualification Names page. Here you can either select ‘New’ in the dropdown to create the qualification as a new, separate baseline subject, or select a qualification in the dropdown to merge these together.
4 / Delete previous baselines
Once your new baselines have been uploaded, you can delete your previous file by clicking the red X icon next to this. You should then get a warning box as shown in the screenshot below to confirm that you want to delete this baseline upload. If you have done everything correctly, this box will state that 'we have identified no baselines which would be affected by the deletion of this upload'.
If you ever go to delete a baseline before you have uploaded a new file, this pop up box will warn you which baselines will be affected if you delete the file. It would also let you know if one baseline had been missed out of your new file, as it would be highlighted here.
In this case, we'd recommend ensuring you upload a file which includes the baselines highlighted as 'This baseline is currently in use in an EAP', as this would affect existing EAPs and stop you from publishing.
5 / New baseline subjects
If you have uploaded any new baseline subjects (selected ‘New’ on the Confirm Upload Qualification Names page), you will need to set these up to then select when creating an EAP.
- To do this in KS3/4, click KS2/EAP > Baselines > ‘Edit’.
- In KS5, click KS4/EAP > EAP/Baselines > Baseline Management > ‘Edit’.
This will then allow you to create EAPs using these baselines, as appropriate.
6 / Publish KS2/EAP or KS4/EAP
Once you have uploaded your new baselines, you will be able to publish the tab by clicking:
- In KS3/4, go to KS2/EAP > Publish KS2 / EAP > then click 'Publish'.
- In KS5, go to KS4/EAP > Publish KS4 / EAP > then click 'Publish'.
Resolving Missing EAP Baselines
If you are presented with a warning similar to the one below when trying to publish the KS2 / EAP or KS4 / EAP tab, this suggests that EAP baselines have been deleted for the cohort and one or more EAPs must be resolved.
To do this, we’d recommend following the steps below:
1 / Prepare and upload your grades file
First, you would need to prepare a 4 column grade list including the missing baselines. This can be extracted from your MIS, then ran through the Excel Add-In to ensure this is in the correct format for upload. Then, to upload your new file, click DATA, then select keystage and cohort.
- In KS3/4, click KS2/EAP > Uploads.
- In KS5, click KS4 / EAP tab > EAP/Baselines > Uploads.
Then, click ‘Upload Grades File’ to upload your missing baselines.
2 / Confirm Upload Qualification Names
During the upload, as your file will contain one or more qualifications that don’t currently exist on your baseline management page, you will be taken to the Confirm Upload Qualification Names page. Here you should select ‘New’ in the dropdown/s to create these as a new, separate baseline subjects.
3 / Baseline management
Next, you will need to set your missing baselines up to resolve the issues in your EAPs. To do this:
- In KS3/4, click KS2/EAP > Baselines > ‘Edit’.
- In KS5, click KS4/EAP > EAP/Baselines > Baseline Management > ‘Edit’.
Then, complete the Grade Type and Grade Method columns accordingly.
4 / Resolve EAPs
Once your baselines have been set up, click EAP on the left. The affected EAPs will be highlighted red in the KS2 Baseline or EAP Baseline column.
If your new baselines are using the same grade type and grade method, to resolve these, click into the EAP name, then click ‘Edit EAP’ on the right. Then, select the appropriate subject in the KS2/Baseline (KS3/4) or EAP Baseline (KS5) dropdown, and click 'Save'.
If your baselines are using a different grade type or grade method, and therefore the appropriate option isn’t available to select in the dropdown, you will need to recreate your EAP. For a reminder of how to create a new EAP, see our articles below:
5 / Publish
Once you have resolve all affected EAPs, you will be able to publish the tab by:
- For KS3/4: Go to KS2/EAP > Publish KS2/EAP > and click 'Publish'.
- For KS5: Go to KS4/EAP > Publish KS4/EAP > and click 'Publish'.
Thanks for reading!