In this guide we’ll look at how to set up Early Years Assessment Sheets using the Primary Tracker. This guide will Cover:

• The Early Years Assessment Sheet Wizard
• Edit Codes
• Edit Groups
• Edit ARE
• Manage Statements
• Marksheets

Access: The minimum permission required to setup Primary Tracker Early Years Assessment Sheets are found under the Assessment Module from within Config > Setup > Roles & Permissions

See Also: Primary Tracker FAQ, Primary Assessment Guidance

The Early Years Assessment Sheet Wizard

The Primary Tracker gives you a simple way of managing your Early Years Assessment data. Early Years Assessment Sheets are configured using the Early Years Assessment Sheets Wizard which can be accessed by going to Config > Assessment > Early Years Assessment Sheets.

The Wizard is split into 4 sections: Edit Codes, Edit Groups, Edit ARE (Age Related Expectations) and Manage Statements.

IMPORTANT: This guide is focussed on setting up Early Years Assessment Sheets for the first time, however if you do come back at a later date to edit any of the criteria, it is important that when you make changes to any of these areas, you complete the Wizard by pressing Next in the top left corner until you receive the Confirmation message confirming you have completed all the steps and click Proceed, otherwise your changes may not be applied.

Edit Codes

From within Config > Assessment > Early Years Assessment Sheets, select Edit Codes. This is where you will set up the Grade Sets for the Early Years Assessment Sheets.

For the Early Years Assessment Sheets, you will need to set up both a Formative Grade Set and a Summative Grade Set. On the first page, you will set up your Formative Grade Set.

Use the Early Years Assessment Sheets – Formative Code/Grade Setup panel at the top to create your Formative Grade Set.

You can Edit the existing Grades, Delete them or Add new Grades as required. Each Grade requires:

• A Code
• A Description
• A Point Value (Note: Each Point Value must be unique and must be a whole number)
• A Colour

To Edit an existing Grade, click the Edit icon to the right of the Grade you would like to change.

Make any required changes to the Code, Description or Point Value by typing into the relevant field or change the Colour using the drop down. Then, once you’re happy click the Tick to confirm.

To Delete an existing Grade, click the Delete Icon to the left of the Grade you would like to remove.

This will prompt a pop-up to appear, click Proceed to confirm the deletion.

To Add a new Grade, simply enter the required information in the empty fields at the bottom of the table.

Once you’ve completed all the information, click the Tick on the right hand side to confirm.

Confirming the new Grade will add it to the list and open a new empty field at the bottom of the list for you to continue adding new Grades.

Next, review the Summative Grade Options and select/deselect as required.

In the Age Band Selection panel, tick any age groups that you will be assessing using the Early Years Assessment Sheets.

Once you’re happy with your selections, click Next

This will take you to create the Summative Grade Set for your Early Years Assessment Sheets.

First, select whether to set Colours for each Grade individually or to apply Colours according to above/below/at ARE.

If you select to Apply colours according to above/below/at ARE a new section will appear below that you can use to assign Colours for above/below/at ARE. Use the drop downs to select your desired Colours.

Next, select whether to use the Grade Set order or Point Values to determine the number of grades between Assessment Points.

Then, use the table at the bottom of the page to create your Summative Grade Sets.

To Add a Grade, type into the empty fields and press the Tick on the far right to save.

Each Grade Needs:

• A Code
• A Description
• A Point Value (Note: Each Point Value must be unique, if combining Grade Set with Age Band it must be unique within the Age Band, and must be a whole number)
• A Colour – (Only if you selected to Colour Grades Individually)
• An Age Band – (Only if you selected to Combine the Grade Set with Age Bands when entering summative judgements to the marksheet)

Continue adding Grades until you have built your Grade Set, when you’re happy, click Next.

Edit Groups

In this section you will choose which Groups you would like to generate an Early Years Assessment Sheet for.

This page will display a list of the Groups currently associated with the Early Years Assessment Sheets.

Click the blue Magnifying Glass to open the Group Selector.

Use the Filters on the left to refine your search, once you’ve made any changes to the filters, click Find to update the list.

Find the required Groups in the list and click on each of the Groups you would like to include once to highlight them blue, once you’ve selected all required Groups, click Done.

All selected Groups will now appear in the list.

Once you’re happy, click Next in the top left hand corner to move to the Next section.

Edit ARE

In the next section we’ll set up the ARE (Age Related Expectations) for the Early Years Assessment Sheets.

First, select the Group in the Year Group selector on the left.

Then, select which Terms you will be recording Early Years Assessment Data for using the tick boxes to the left of the Terms.

Once you’ve selected your Terms, you need to set your Expected Level range for each Term. To do this, first click the button in the From Column next to your selected Term.

And from the menu, select the lower end of your Expected Level Range. In this example, our Expected Level Range comprises of EXL (Expected Lower), EXD (Expected), and EXH (Expected Higher) so we’ve selected EXL in the From column, as this is the lower limit of our Expected Level Range.

Next, set the upper limit of your Expected Level Range, by clicking on the button under the To column next to your selected Term.

Then, select the upper limit of your Expected Level Range, in this example we’ll select EXH (Expected Higher) in the To Column as this is the upper limit of our Expected Level Range.

This means that when analysing your Early Years Assessment data anything between the From and To values you have selected will be considered ‘Expected‘. Anything below this range of values will be considered Below Expected, and anything above will be considered Above Expected. So, In this example, any child receiving EXL, EXD or EXH as their Grade would be considered at the Expected level, BWT and WTS would be considered Below Expected, and ETG and FET would be considered Above.

Repeat this process for each Year Group and Term.

Then, add the Start Dates for any terms you will be recording Early Years Assessment Data in the Start Date field on the far right hand side.

On this page, you also have the option to Lock terms by clicking on the Padlock icon, this will prevent the Assessment Data for that term being edited.

When a Term is locked the Padlock icon will appear closed

Once you’re happy click Next in the top left hand corner.

Manage Statements

Use this section to set up your Early Years Statements. On the first page of this section you will configure which Statements you would like to use and in which Terms.

First select whether you would like to use Your Own Statements, or the Standard Statements.

Next, choose whether you would like to Assign Statements to Specific Terms or Assign Statements to All Terms.

If you select We will use standard statements and Assign statements to all terms, then you have completed the Wizard and you can click Finish & Publish in the top left hand corner and continue to the Marksheets section of this guide.

If you have selected anything else, click Next

On the next page you will write your Statements if you selected to use your own, and/or assign them to Terms if you decided to Assign Statements to Specific Terms.

First, click Download to Download a spreadsheet that you can use as a template.

If you have chosen to use your own Statements you can enter them in the Statements column, or edit the default Statements to customise them.

If you have chosen to Assign Statements to Specific Terms, you can do that by entering a Y in these columns against any Term and Group for which that Statement will be assessed.

Once you have updated the template to customise your Statements, save the file and return to Bromcom. Click Browse.

This will open My Files, locate the updated file, select it and press Open.

The file will then appear in the Upload field, click Upload.

You will receive confirmation in the top right hand corner that the Statements have been uploaded successfully.

Once you’ve received confirmation that the Statements have uploaded, click Next.

This will take you to a summary of your Statements and which Terms and Groups they will be assessed for.

Check the information is correct and once you’re happy click Next.

You will receive the following warning, click Proceed

You will receive confirmation in the top right hand corner that the setup has completed successfully.

Marksheets

To view the Marksheets that you’ve created using the Wizard, go to Modules > Assessment > Assessment Sheets list.

Note: The Assessment Sheets will automatically display to any Staff Members that are linked to the Groups you selected in the Edit Groups section. If the Marksheet isn’t displayed to any member of staff that requires access you may need to review which members of staff are linked to the Group, for more information on how to do this, please see How to Add Staff to Teaching Classes and/or Groups.

Find the Early Years Assessment Sheet in the list and double click on it to open the Marksheet in a new tab.

Use the options at the top of the Marksheet to determine the information you would like to view on the Marksheet by selecting the Subject, Topics, Term and Assessment Type you would like to view the Assessment Data for.

If setting the Assessment Type to Formative Only or Summative Only you also have the option to include Grade Totals & Info, and Percentages & Info by ticking the boxes in the top right.

To enter a Grade, click in the cell that you would like to enter information in and select the required Grade from the pop-up.

You also have the option to Flood Fill grades by right clicking on the column header and clicking Flood Fill.

Then Select the Grade you would like to Flood Fill from the pop-up.

It will then enter the selected Grade for all Students for that Statement and you can then make any manual adjustments as necessary.

The Marksheet also has a Tool Bar in the top right hand corner, please see the following image for the different functions of the Tool Bar.