KS5: Academic Year Roll Over Checklist

Use this checklist to refresh student & grades data when students roll over into the next academic year. For example, when '24/25 (Current Y12)' becomes '24/25 (Current Y13)'. Existing data for your cohorts will follow them as they roll over.  

Step 1 / Import a new Student Data file

• Extract an up-to-date student data file from your Management Information System (MIS), with your students’ latest class and filter information, into Excel and run the file through the Analytics Excel Add-In and save as a CSV (MS DOS) file (SISRA tab in Excel > Prepare Student Data).
  
  
• In Analytics (DATA > KS5 > select cohort > STUDENTS > Import):
  • Select whether your file contains class/filter values from when students were in Y12 or Y13.
  • Choose your student data file and click ‘Import’.
  • Under the import options select the following, to ensure your classes, filters and student statuses are updated:
    • Update Classes – Yes
    • Update Filters - Yes
    • Update Statuses – Yes
      

Step 2 / Check and Add KS4 Core Baselines

If you have new students in your cohort, we recommending adding their KS4 core baselines, such as APS GCSE and APS All as well as KS4 Prior Maths and Prior English. For information on where to find KS4 core baselines, see our KS5 - Where to find Core Baselines (Admin) article.

• If you have a small number of new students, manually add their KS4 core baselines by clicking KS4 / EAP > Core Baselines > Core Baselines List and clicking the blue pencil icon for the student(s) you want to add a baseline for.
  
  
• If you have a large number of new students, you can import their KS4 core baselines. These can be imported alongside your existing baselines, in a 4-column list in Excel, saved as a CSV (MS DOS) file. To do this, go to KS4 / EAP > Core Baselines > Import Core Baselines, choosing the file, and clicking 'Start Import'.

Step 3 / Check and Add EAP Baselines and EAPs 

• If you have entered expected grades into your EAPs, add EAP baselines for new students manually by clicking on the grade count for the baseline > ‘Add Grade’ or, upload the new students’ baselines in an additional file (using the same subject names) into KS4/EAP > EAP/Baselines > Uploads.
• Create additional EAPs for any new qualifications that use a different grade method, EAP baseline, or have different expected grades.
  
  If you have blank / generic EAPs (with no expected grades), you do not need to add additional EAP Baselines! EAPs (if needed for new qualifications with a different grading type) can be created using ANY baseline, as this has no impact on your reports.

Step 4 / Upload a new set of assessment grades

Ensure your qualification names DO NOT include the data type (e.g. just ‘Art’ or ‘Art AS’ NOT ‘Art Spring’)

• Extract the grades from your MIS, into Excel. Here’s a tip, if you ensure your qualification names in your MIS match those in Analytics, it will make the uploading process quicker and smoother for you!
  
  
• Run the file through the Analytics Excel Add-In and save as a CSV (MS DOS) file (4-column list including Student ID, Student Name, Qualification, and Grade).
  
  
• Go to DATA > KS5 > select cohort > GRADES > Uploads > Assessments and then click ‘Create Assessment Collection’ to create a new collection. Enter a clear name including the year and assessment cycle (e.g. Y13 Autumn), enter an appropriate date, and select the correct term based on when these grades were collected (which determines the expected grades for on track analysis, if set up).
  
  
• Click ‘Upload Grade File’ and upload your assessment grades file.
  
  Taken to the ‘Confirm Upload Qualification Name’ page? Set any new qualifications to ‘New’ and merge existing qualifications that have been uploaded with a different name.

Step 5 / Upload latest grades data, e.g. Targets 

• Extract from your MIS into Excel and run the file through the Analytics Excel Add-In and save as a CSV (MS DOS) file (4-column list including Student ID, Student Name, Qualification, and Grade).
  
  
• Go to DATA > KS5 > select cohort > GRADES > Uploads and click on the appropriate data set, e.g. Targets. Then click ‘Upload Grade File’ and upload your latest grade file.
  
  
• If a previous file exists in the same data set and you’re replacing these grades, delete the previous file after uploading your new file (click the red X icon). This ensures the latest grades pull through to the reports once republished.

Please note: You only need to 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.

Step 6 / Complete the Matching page for any new qualifications

Click ‘Edit’ and check/complete the following:

• Set new qualifications to ‘Yes’ in the Included column and select the relevant EAP.
• Enter the appropriate QN code (or Qualification Title) in the QN/Qual Title column and select the appropriate option. QN codes are recommended for accuracy and are usually in the format of 000/0000/0.
  
  Qualification not listed? It may be unapproved, see our KS5 Matching - Unapproved Qualifications (Admin) article.
  
  
• Select the Faculty (if applicable), click ‘Save Changes’ and check/resolve any issues highlighted.

Step 7 / Assign new qualifications to classes

• Ensure all new qualifications have been assigned to the relevant set of classes by going to DATA > KS5 > select cohort > STUDENTS > Classes > Assign Quals and either clicking the green plus or blue pencil icons (unassigned qualifications are listed in a table at the bottom of the page).

Step 8 / Check Grades Management

• Go to DATA > KS5 > select cohort > GRADES > Grades Management, select the data set you wish to view, and resolve any warning icons that are flagged for each data set you have uploaded new grades into.

Step 9 / Set Up L3 Value Added

• Go to DATA > KS5 > select cohort > GRADES > National Data > Value Added and ensure you have selected the latest VA Data at the top. Analytics will link each qualification for you, based on the linked QN codes on the Matching page.
  
  
• Resolve any warning icons that are flagged for each data set you have uploaded new grades into.

Step 10 / Publish the Reports

• Publish STUDENTS (STUDENTS > Publish Students > ‘Publish’).
• Publish KS4 / EAP (KS4 / EAP > Publish KS4 / EAP > ‘Publish’).
• Publish GRADES for any data sets / assessments you have updated/added (GRADES > Publish Grades).
  • To produce DfE based headlines, ensure the Headlines toggle is green and resolve any yellow or red warning icons.
  • Select a Report Status  and an optional Report Note.
  • Select whether the data set or assessment should be your default report.
  • Click ‘Publish’.

Thanks for reading!