Version 1

Copyright © Lancashire County Council 2019

NEW Key Stage 1 and 2 Pupil Tracker Hub

USER GUIDE V1

November 2019

Contents

Introduction ............................................................................................................ - 4 -

Lancashire Pupil Tracker Terminology ............................................................... - 4 -

Future developments .......................................................................................... - 4 -

GETTING STARTED .............................................................................................. - 5 -

Where do I find the new tracker? ........................................................................ - 5 -

How do I log in? .................................................................................................. - 5 -

How do I reset my password?............................................................................. - 5 -

I'm having problems logging in ........................................................................... - 6 -

My school has not subscribed to the tracker, how do I order it? ......................... - 6 -

I have been logged out of the tracker ................................................................. - 7 -

Where do I get help and updates? ...................................................................... - 7 -

PUPILS .................................................................................................................. - 8 -

Will my pupil details be prepopulated? ............................................................... - 8 -

Where do I do I find the pupil list?....................................................................... - 8 -

How do I search for a pupil? ............................................................................... - 8 -

How do I add a pupil to the tracker? ................................................................... - 9 -

Where do I get the UPN from?............................................................................ - 9 -

How do I see the details entered for a pupil? ...................................................... - 9 -

How do I add/delete or amend an interventions? ............................................. - 11 -

ASSESSMENTS ...................................................................................................... 13

What does the assessment page look like? .......................................................... 13

How do I add a new assessment? ........................................................................ 15

How do I add tracking data? ................................................................................. 16

How do I add formative curriculum assessments? ................................................ 16

How do I add optional test scores? ....................................................................... 17

How do I flood-fill my judgements? ....................................................................... 17

How do I archive a child who has left my school?................................................. 18

How do I measure progress on the tracker? ......................................................... 18

How do I upload my pupil details? ........................................................................ 18

How do I print the assessments? .......................................................................... 19

How do I download the data? ............................................................................... 19

SUMMARY DATA .................................................................................................... 20

What data does the tracker produce? ................................................................... 20

REPORTS ................................................................................................................ 21

Pupil Performance 'on track' ................................................................................. 21

Pupil Performance 'below' .................................................................................... 21

OTHER ..................................................................................................................... 21

What about EYFSP? ............................................................................................. 21

Can I still use the old tracker? .............................................................................. 21

How do I set up users in school? .......................................................................... 21

How do I submit my end of year statutory assessments to LCC? ......................... 21

What are the system requirements and preferred internet browsers? .................. 21

How do I contact the team for support? ................................................................ 22

NOTES ..................................................................................................................... 23

APPENDIX ........................................................................................................... 24

Ethnicity Codes currently used within the Pupil Tracker ....................................... 24

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Introduction The Lancashire Pupil Tracker has been established since 2011. In 2014 the system moved to an online system and has been well received by schools both within Lancashire and across the country. Following changes to the data requirements of schools it was considered to be the right time to review the existing tracker and relaunch a much more simplified and flexible system. The new tracker allows you to use the system in the way that most suits your school. The new tracker has been developed in consultation with a range of schools and professionals. A number of roadshows have taken place across the county and the feedback received has been considered and where possible incorporated into the new tracker. This document will guide you through the process of adding children and their attainment data to your account. Lancashire Pupil Tracker Terminology As part of the development of the new tracker, the consultation group of Lancashire based headteachers, made the decision to adapt the language for tracking so that judgements will fall into one of the three categories outlined below. It was decided that the terminology used would help schools to clarify their understanding of assessment and to avoid making comparisons with National Curriculum Levels. Below- The child has not achieved securely what has been taught at this point in the assessment period. On track- The child has securely achieved the content (skills/knowledge) that has been taught in this period. Deeper Learning- The child has securely achieved the content (skills/knowledge) that has been taught in this period. They are able to demonstrate a breadth of understanding through their evidence base. It is essential that all teachers have a clear understanding of what their school's definition of 'deeper learning' entails and are able to explain why they have used this judgement, backed by an evidence base from a pupil progress meeting. Future developments During the roadshows we gathered some valuable feedback and suggestions for development. Where possible, given the tight timescales and the pressing need for the revised system launch, the improvements and changes have been incorporated into the new tracker. A number of the other developments and modifications proposed have been timetabled and will form part of phase 2 of the system roll out. These include:

• Rename custom groups

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• Add ELG to all year groups • Flood-fill colours based on assessment judgements • A full school summary report showing all years and groups e.g. FSM, SEN • Option to hide names • Development of a discussion box to be a running report of pupil progress

meetings

GETTING STARTED Where do I find the new tracker? In order to log into the new tracker you will need to access the home screen for the current version of the tracker accessible via the link below:- https://lccsecure3.lancashire.gov.uk/education/PupilTracker/login.aspx?ReturnUrl=%2feducation%2fPupilTracker%2f There are two ways in which you can log into the new version firstly via the link on the left hand side of this page entitled 'Pupil Tracker Hub', or alternatively, having logged into the current version of the tracker, via the same link on the left hand side of the home page of the existing version. In the short term the link to the new tracker will be housed on the old tracker. Eventually the two sites will be integrated and the functionality from the existing tracker will be moved over to the new site. How do I log in? If you have an existing account you can use the same log in details to access the new tracker. If you are using the tracker for the first time please see the instructions below. Having subscribed to the tracker new users will be emailed a username and password. When you first log in you will be presented with a five figure security code on screen. Make a note of this as you won't be shown it again and you will need it each time you log in. How do I reset my password? Click the 'request a new password' link on the home screen, see screen print below:-

https://lccsecure3.lancashire.gov.uk/education/PupilTracker/login.aspx?ReturnUrl=%2feducation%2fPupilTracker%2fhttps://lccsecure3.lancashire.gov.uk/education/PupilTracker/login.aspx?ReturnUrl=%2feducation%2fPupilTracker%2f

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It is important to remember that sensitive pupil level information is held on this system. You should not share your password to this site with any third party. I'm having problems logging in If you cannot login to the Pupil Tracker website it might be due to one of the following reasons:

• Entering an incorrect or outdated security code on the security code screen. If you are unsure of your account security code please enquire with your Headteacher before asking the Pupil Tracker team to reset it.

• Google Chrome (or another version) has saved an old password for the Tracker. You should click on the key icon in the top right-hand corner of your browser to manage passwords.

• Selecting the Lancashire County Council staff login link while already logged in. On certain pages of the Tracker LCC staff can use a login link in the top right hand corner of the page. Pupil Tracker users do not need to select this link at any point. If you can see this link you are already logged in to the site.

It is also advisable that 'Cookies' are enabled within you Internet Browser when visiting the Pupil Tracker website. If you have followed the guidance above and you still cannot login please contact the Pupil Tracker Team on 01772 531555 or via pst@lancashire.gov.uk N.B. The Pupil Tracker website has been optimised for use in Google Chrome but can also be used with Internet Explorer 10, IE11, Edge, Apple Safari and Mozilla Firefox. My school has not subscribed to the tracker, how do I order it? To subscribe to the Pupil Tracker you can do so by clicking on the 'Order Pupil Tracker' button available via the link below:- https://www.lancashire.gov.uk/pupiltracker/pupil-tracker-order/ Should you require any further assistance with this you can contact the Pupil Tracker Team via the helpline number (01772) 531555 or pst@lancashire.gov.uk

mailto:pst@lancashire.gov.ukhttps://www.lancashire.gov.uk/pupiltracker/pupil-tracker-order/mailto:pst@lancashire.gov.uk

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I have been logged out of the tracker As part of Lancashire County Council's network security policy a user will be logged out of their account after 20 minutes of inactivity. Where do I get help and updates? The new Pupil Tracker Hub has latest news, help and support. You can also order additional products from this page.

From the homepage you can view the latest Pupil Tracker News, before navigating around the website. The scrolling headline of news is a feature on the homepage that calculates the percentage of your children that are on track in the latest term.

Options for navigating from the homepage can be found at the bottom of the screen

Lancashire KLIPS for English and maths are available for subscribing schools by clicking on the link at the foot of the homepage.

At the top of the screen is a menu for navigating the tracker. The menu consists of Home, Assessments, Pupils and Reports.

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PUPILS Will my pupil details be prepopulated? Yes, they will be copied over from the existing tracker. In the Autumn term reception pupils from the new census will be upload and the other year groups will be moved on a year. Where do I do I find the pupil list? Once logged in you will find a menu in the top left hand corner of the screen. Click pupils to view your pupil list.

How do I search for a pupil? You can search for pupils by name, UPN, class and/or year. If you click "Search and save selection" you search criteria will be saved.

Once you have selected the appropriate filter(s) you will see a list of pupils meeting the search criteria.

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How do I add a pupil to the tracker? Pupils will be prepopulated based on the school census. If a new pupil starts at your school you can add them by clicking the "Add pupil" button underneath the selection criteria boxes.

Where do I get the UPN from? All pupils at a maintained school should be allocated a UPN on entry. To create a UPN for a child please visit the following guidance page of the DfE website: https://www.gov.uk/government/publications/unique-pupil-numbers If you belong to a private nursery please contact the Tracker Team and we will provide you with unique in-house UPNs for use within the tracker. How do I see the details entered for a pupil? To view the characteristics for an individual pupil click on their name. You will be presented with the following screen below:

https://www.gov.uk/government/publications/unique-pupil-numbers

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Year override can be used for any pupils in year groups outside of their actual age range.

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For Lancashire schools the tracker will be prepopulated with pupil names, census information and their prior attainment. To amend any of the pupil characteristic information, once the record has already been created, click on the pupil's name. This will bring up the same screen as above populated with the pupil's information. Amend the relevant information and click the 'Submit' button. How do I add/delete or amend an interventions? To add details of an intervention to a child's record, click the button entitled "View interventions" to the right of the child's name in the pupil list. This will bring up the following screen

Optional groups will be prepopulated if they are in the census.

Custom groups can be used for any groups you choose e.g. late arrivals.

The notes box will be developed further to create a discussion tab to record pupil progress meetings. Tick discussion to highlight children you want to talk about at a later date.

Alternative assessment is for any child who is working below the national curriculum e.g. PIVATS.

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Click the "+Add intervention" button, circled above, and the box, below, will appear, you can then add the academic year, assessment period and name of the intervention and then "Save". Once an intervention has been created and saved you can then return to the intervention via the afore-mentioned route and "Edit" or "Delete" the details using the buttons circled above.

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ASSESSMENTS What does the assessment page look like?

The view defaults to current academic year and year 1. You can select different cohorts using the drop down list.

Initially all the pupil characteristics are shown on screen. You can filter on these by clicking on the groups you wish to view then click 'select'.

Pupil characteristics are prepopulated from Autumn Term census. You can updated any items by clicking on the person icon. Amend the details and then

Initially all pupils will be included in the calculations. To remove a pupil from the calculations change 'Yes' under 'Include in Data' and change to 'No'.

Custom groups can be used to suit your schools needs e.g. to flag late arrivals. These will be editable shortly.

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Scroll along and you will see the end of KS1 results and the results from the end of the previous year. These will be prepopulated where LCC have the data.

To hide sections of the tracker e.g. the pupil characteristics click on the 'eye' symbol and toggle the sections on and off.

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How do I add a new assessment?

Remember to click "Submit" after making any changes

To add a new assessment period click on the plus symbol in the top right hand corner of the screen and select 'Assessment'.

Give the assessment a name e.g. Autumn, Assessment 1 and the date of the assessment period.

To add a formative assessment tick the box and give it a name e.g. KLIPS or NAHT. If you choose not to use this then do not tick the box and it will not show on screen.

To add an optional test scores tick the box and give it a name e.g. NFER. If you choose not to use this then do not tick the box and it will not show on screen.

If you want to track additional subjects just click the subject box to add that subject to the tracking element of the assessment.

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How do I add tracking data? First of all you need to add an assessment period (see above). Once you have done this you can add your assessments. You can flood-fill the tracking subjects by clicking on the arrows next to the subject title.

To amend an individual judgement click on the cell, choose from the drop down arrow and then click the tick

You can highlight an individual judgement, with a choice of colours by clicking on the down arrow next to the outcome

Don’t forget to click save before leaving the page

How do I add formative curriculum assessments? This is a free text option where you can add more context about where on the curriculum the children are working. Click on the cell and add your comments, then click the tick.

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Don’t forget to click save before leaving the page

How do I add optional test scores? You can flood-fill optional test scores by clicking on the down arrows next to the subject name

Don’t forget to click save before leaving the page

How do I flood-fill my judgements? Click on the down arrows next to the subject name. Complete the box and click the tick. This will fill in all the boxes with the same outcome. You can then go in and change any outliers

Don’t forget to click save before leaving the page

You can amend individual scores by clicking on the number, change the value and click the tick

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How do I archive a child who has left my school? If you wish to remove children (who have left your school/setting) from your account you can do so by 'Archiving' a child. From the pupil list click the selection box to the right of your chosen pupil under the heading ‘Archive’. You can tick as many or as few children at a time as you wish. Once you have selected your child(ren) just click the ‘Archive pupils’ button at the bottom of the column. Please be aware that once archived only a member of the Pupil Tracker Team can retrieve these children for you.

How do I measure progress on the tracker? The revised tracker does not measure numerical progress or generate numerical targets. No definition of progress between year groups exists in such a manner. The only progress measures used currently are from children's end of Key Stage 1 results to their end of Key Stage 2 results and are only given to schools after the end of Year 6. When considering progress internally, the revised tracker will allow you to look at a child's 'journey' through school during pupil progress meetings. It will provide a stimulus to the discussion that should then be based around a child's evidence base that demonstrates progress. How do I upload my pupil details? If you are external to Lancashire or if you are an independent school and you would like to populate your account with a batch of pupils without having to enter each one manually, you can do so by downloading the pupil upload template from the support materials page on the website or by emailing the Pupil Tracker Team with your request. This template can then be populated with your pupil data by copy & pasting from a Management Information System. When your pupil information has been added, the template must be saved as a .csv file. Now that your template has been populated and saved it will need to be uploaded to the website.

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To upload your pupils you should contact the Pupil Tracker Team by email or telephone so that we can arrange for secure transfer of the pupil information. Email: pst@lancashire.gov.uk Telephone: 01772 531555 How do I print the assessments? This feature will be developed and be available in the near future. However at this point you can print the screen by using the snipping tool, see icon below, available as a standard tool in Microsoft Office, or by using the print screen feature. Alternatively you can download the data (see the instructions below)

How do I download the data? Click the download icon at the top right corner of the screen. This will give you the option to either download just the data that is currenlty showing on your screen or the data for the whole school. Selecting either option will generate an excel spreadsheet that you can format or print as required.

mailto:pst@lancashire.gov.uk

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SUMMARY DATA What data does the tracker produce? Underneath each assessment period are a series of numbers and percentages relating to the subjects in the tracker. For Reading, Writing and Maths you will see the number and percentage of pupils working below, on track or deeper learning. You will also see the number and percentage of pupils on track and above (ie those that are on track and those that are deeper learning combined). The number and percenatage of pupils on track in all three subjects is shown as is the number and percentage of pupils who are deeper learning in all three subjects.

PLEASE NOTE: the number who are on track and the number who are deeper learning will not add up to the number who are on track and deeper learning combined as the first two do not take account of children who may be deeper learning in one or two subjects

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REPORTS Pupil Performance 'on track' COMING SOON! Very soon! a Venn Diagram will be availble showing children on track in any combination of Reading, Writing and Mathematics Pupil Performance 'below' COMING SOON! Very soon! a Venn Diagram will be available showing children not on track in any combination of Reading, Writing and Mathematics OTHER What about EYFSP? Due to the current consultation on the Early Years Foundation Stage reforms the EYFS tracker will remain in the old system. Once the new framework is finalised we will review the existing tracker with the view to moving it onto the new Pupil Tracker Hub. Can I still use the old tracker? Yes, this will continue to run alongside the new Tracker Hub. Some features will remain in the old tracker for the time being How do I set up users in school? For the time being this functionality remains in the old tracker. Please see the previous guidance notes for help in doing this. How do I submit my end of year statutory assessments to LCC? For the time being this functionality remains in the old tracker. Please see the previous guidance notes for help in doing this. What are the system requirements and preferred internet browsers? To use the online Early Years Tracker you must have a computer with a working internet connection. The online service has been optimised to run on Internet Explorer version 7 or above and is best viewed with a screen resolution of 800 x 600 or higher. The Pupil Tracker is also fully functional within Google Chrome and Apple Safari. The Early Years Tracker is not fully supported by Mozilla Firefox.

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Here is the full list of supported web browsers:

Internet Explorer 9, 10, 11 and Edge

Google Chrome

Apple Safari

Opera

The Pupil Tracker is also fully functional on many brands of Smartphone and Tablet including Apple iPhone and iPad, Samsung Galaxy, various models of HTC and Sony Ericsson. It is also advisable that users have access to a colour printer or multi-functional product. How do I contact the team for support? The contact details that are displayed on the website will always be the most up to date. At the time of this user guide being published our team contact details are:

Address: School Improvement Lancashire County Council Room 2:27, County Hall Preston Lancashire PR1 0LD

Telephone: 01772 531555 Twitter: @lancsassessment Email: pst@lancashire.gov.uk

mailto:pst@lancashire.gov.uk

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NOTES

24

APPENDIX Ethnicity Codes currently used within the Pupil Tracker Code Description

ABAN Bangladeshi AIND Indian AOPK Other Pakistani AOTA Other Asian AOTH Other Asian APKN Pakistani BAFR Black African BAOF Other Black African BCRB Black Caribbean BOTH Other Black CHNE Chinese MOTH Other Mixed MWAP Mixed White and Pakistani MWAS Mixed White and Asian MWBA Mixed White and Black African MWBC Mixed White and Black Caribbean NOBT Not Obtained OOTH Other REFU Refused WBRI White British WIRI White Irish WIRT White Irish Traveller WOTH White Other WROM White Gypsy Romany WENG White English WSCO White Scottish WTUR Turkish/Turkish Cypriot

IntroductionLancashire Pupil Tracker TerminologyFuture developments

GETTING STARTEDWhere do I find the new tracker?How do I log in?How do I reset my password?I'm having problems logging inMy school has not subscribed to the tracker, how do I order it?I have been logged out of the trackerWhere do I get help and updates?

PUPILSWill my pupil details be prepopulated?Where do I do I find the pupil list?How do I search for a pupil?How do I add a pupil to the tracker?Where do I get the UPN from?How do I see the details entered for a pupil?How do I add/delete or amend an interventions?

ASSESSMENTSWhat does the assessment page look like?How do I add a new assessment?How do I add tracking data?How do I add formative curriculum assessments?How do I add optional test scores?How do I flood-fill my judgements?How do I archive a child who has left my school?How do I measure progress on the tracker?How do I upload my pupil details?How do I print the assessments?How do I download the data?

SUMMARY DATAWhat data does the tracker produce?

REPORTSPupil Performance 'on track'Pupil Performance 'below'

OTHERWhat about EYFSP?Can I still use the old tracker?How do I set up users in school?How do I submit my end of year statutory assessments to LCC?What are the system requirements and preferred internet browsers?How do I contact the team for support?

NOTESAPPENDIXEthnicity Codes currently used within the Pupil Tracker