Academic Roll Over: KS3 moving into KS4 (Admin)

This article aims to explain what setup should be checked when a cohort rolls over from one key stage to another.

Check your Key Stage settings

By default, Analytics includes Y7, Y8, and Y9 within KS3, and Y10 and Y11 within KS4. If the school years differ to this at your school (e.g. if Y9 is included in KS4), you can change these settings in CONFIG. > Settings > Key Stages. Then, click ‘Edit’ in the 'Cohorts' section to change this for current cohorts at your school.

When importing student data, you must select whether the classes in the file relate to KS3 or KS4. Analytics will then associate those classes to that key stage.

When uploading grades, you must select which term the data is associated with. Based on the years specified within each key stage in the CONFIG. settings, Analytics will then determine whether to pull through the students’ latest KS3 or KS4 classes to the reports for that data set.

For example, based on the settings above, Analytics would pull through KS4 classes for any data sets associated to Year 10 Term 1, 2, or 3.

Grades Data

When a cohort moves from KS3 to KS4, you may find that students are taking separate KS4 qualifications, rather than KS3 subjects. For example, ‘Biology’, ‘Chemistry’, and ‘Physics’, rather than ‘Science’.

When uploading grades collected in the new academic year, Analytics will prompt you with the ‘’Confirm Upload Qualification Names" page. Here you must select whether the qualifications identified are NEW or can be MERGED with existing KS3 subjects. For example, if students are taking ‘Art’ in KS4, this could be merged with an existing ‘Art’ KS3 subject, if available.

However, ‘Biology’, ‘Chemistry’, and ‘Physics’ would need to be created as NEW qualifications, to ensure they are created as separate rows on the Matching page.

Please see the following article for more information on this page: FAQ: What is the purpose of the 'Confirm Upload Qualification Names' page? 

Matching

KS3 subjects and KS4 qualifications can be set up separately on the Matching page (DATA > select KS3/4 & cohort > GRADES > Matching). This is explained in more detail below:

KS3 Subjects - Qualification Name column

If you won’t be collecting grades for KS3 subjects any longer for a cohort (perhaps if they have been split into several KS4 qualifications, such as Science or English), you may wish to rename these to reflect this in the qualification name. To do this, click 'Edit' on the Matching page and type your changes into the Qualification Name column, then click 'Save Changes'.

KS3 Subjects - Current column

Historical KS3 subjects can be set to ‘No’ in the Current column on the Matching page. This can be accessed by clicking 'Edit' and scrolling to the right hand side (if necessary).

This will NOT exclude the subject from the reports, however this will move the subject to the ‘Historical’ section at the bottom of the Matching page, allowing you to easily manage current qualifications at the top. Qualifications set to ‘No” in the Current column will be EXCLUDED from the Data Collaboration, for applicable cohorts.

KS4 Qualifications - Predecessor column

Historical KS3 subjects can be used as the predecessor for KS4 qualifications to fill in any blanks within flight paths or the tracker.

For example, in the screenshot below we have selected ‘Science KS3’ in the Predecessor column for Biology, Chemistry, and Physics. As grades are collected for Biology, Chemistry, and Physics in KS4 only, by setting the predecessor, this allows Analytics to fill in the blanks with the previously collected ‘Science KS3’ data in flight paths and tracker reports.

Thanks for reading!