Use this guide to Manage Tracking Templates for example, set due dates for Assessment data or add columns to Templates. In this guide we will cover the following Actions;
- Add Template Columns
- Update Template Columns
- Bulk Marksheet Assignment
- Template Processing
- Export Templates
- Import Templates
- Set Active Status
- Set Due Date
Access: the minimum permissions required to access Assessment> Manage Templates is found in the Assessment Module from Config>Set Up> Roles and Permissions.
See also How to Create an Assessment Sheet.
Add Template Columns
Go to Modules>Assessment>Manage Templates then double click on the Tracking Templates you wish to Add Template Columns to.
- Tip: You will be asked to define the Assessment Type, Term, Year Group and Subject when you Add Template Columns so if you select more than one Tracking Template you will be adding the same column (with the same Assessment Type, Term, Year Group and Subject) to the selected Tracking Templates.
- This process could be used in the example you wanted to add KS2 Maths scores which are all stored in the same Assessment Type, Term, Year Group and Subject to several KS3 Templates
From the Actions drop down select Add Template Columns then click Add in the top left
Then you will asked to define the Assessment Type, Term, Year Group and Subject you want to Add Template Columns for. Remember the Year Group is the Year Group the Students were in when the Assessment data was collected.
When you are happy with your selections click Add.
You then have the opportunity to Delete the added Template Columns if you’ve made a mistake or click on them and using the Properties you could for example make them Read Only.
In the example below we have defined both added Template Columns as Read Only>Click Apply>Save
Update Template Columns
Go to Modules>Assessment>Manage Templates then click on the Tracking Templates you wish to Update Template Columns for.
This process can be used in the example you have come to the end of a tracking collection window and want to make all the columns for a certain term ‘read only’ to prevent Teaching Staff from making changes to data.
You can select multiple Tracking Templates across different Year Groups when you choose Update Template Columns.
Once you have selected the Tracking Templates then on the Actions drop down choose Update Template Columns.
In the example below I want to make the Autumn 1 Term read only for the Year 10 and 11 Tracking Templates
Simply click on the columns you want to update and then use the Properties drop down to choose what you want to update, in this example we have chosen all the columns with Autumn 1 in the Term scrolling down to see the Year 11 columns as we selected a Year 10 and Year 11 Tracking Template to update.
Then in the Properties we’ve chosen Read Only and in the Value ‘Yes’ and then click Apply.
Remember to click Save in the bottom left corner when you’ve finished your update.
Bulk Marksheet Assignment
Use this function to Bulk add Marksheets to the selected Tracking Templates. For example you may have a created a Tutor Tracking Template for Tutor Comments and want to add all the Tutor Group marksheets in one go.
Remember you will be adding the Marksheets to all the selected Tracking Templates so best practice would be to choose the same Year Groups when selecting the Tracking Templates.
From the Actions drop down choose Bulk Marksheet Assignment.
Then in the Bulk Marksheet Assignment pop up either type in the name of the Group you are adding or click the blue find icon to open up the Group Selector.
As a reminder you can see the Template Names you’ve selected plus the number of Marksheets already assigned. Once you have selected the Groups you have the option to Add Marksheets or Replace Existing Marksheets.
In the example below we have selected two Tutor Group Marksheets
When you are happy with your selections click Assign and then Proceed on the Confirmation pop up.
Template Processing
Use this process in the example you have made changes to a Tracking Template, for example you have added a formula column to a Tracking Template after teachers have inputted data into their marksheets. The Template Processing function will then calculate the added columns in the relevant marksheets in bulk.
Give the Template Processing a Set Name, in the example below we have added a Target Status column to some Tracking Templates.
Then click Add to select the Tracking Templates and then Save.
Then click on the Template Set Name (it will highlight blue) and then click Process.
Export or Import Templates
Use these processes to create Tracking Templates that you can Export Templates and then in the example you are part of a Multi Academy Trust then colleagues at other schools can use the Import Templates process. This process is often used when a Trust Data Manager would create the Tracking Templates and then Export them which creates an xml. file.
Click Export.
This will automatically save a copy of the xml Export locally to your computer which you can then for example send to colleagues at other schools if required/or upload to an attached area and then follow the Modules>Assessment>Manage Templates>Actions>Import Templates process which will guide them through a wizard to complete the Import Templates process.
Then click Browse to choose the Exported .xml file
Once you have located the .XML click Analyze
The wizard maps Associations (Assessment Components), Subjects and Year Groups with those in the school importing the xml. file, the importing school can either create new Associations and Subjects should this be required, or if for example the Tracking Template has a Subject call Design & Technology, this could be mapped to Des &Tech in the importing school.
Once the mapping is complete click Proceed.
Set Active Status
Use this process to set the Active Status of selected Tracking Templates in bulk to Yes or No. This process could be used in the example you are at the end of a data collection window and want to remove the assessment sheets from the Teachers view in bulk.
Set Due Date
Use this process to Set or Clear a Due Date for selected Tracking Templates in bulk, this can be used in conjunction Config>Assessment>Configurations>Assessment Configurations where you can define how many days in advance you want to remind staff of an upcoming Assessment Due Date.
This reminder will remain for the staff after they have inputted the Assessment Data in the relevant Marksheets.
Define Due Date or choose to Clear Due Date and click Save.
