SLG Primary guide 2 2 - Oxfordshire County...

Oxfordshire County Council

SIMS Learning Gateway

User Guides

Data Preparation & Assessment Guidelines

The Teacher Site

The Parent/Carers Site

February 2010

Oxfordshire County Council

Page 2 of 53 Oxfordshire County Council

SIMS Learning Gateway User Guide Contents Part 1: Data Preparation and Assessment Guidelines Introduction.................................................................................................... 6

Access to Data.............................................................................................6 Home Access for Parents ............................................................................6

Section 1 – Account Creation....................................................................... 7 Checking for and Tidying Duplicate Contacts ..............................................7 Incorrect Parental Responsibility Flag..........................................................9 Teachers who are also parents....................................................................9

Section 2 - Data Issues.................................................................................. 9 Student Personal Details..............................................................................9 Attendance Data ..........................................................................................9 Assessment Data.......................................................................................10 Publishing Marksheets in SLG...................................................................11 Achievement and Behaviour Data..............................................................12 Staff Personal Details ................................................................................12

Appendix I - SLG Assessment Additional Guidelines.............................. 13 Appendix II - Logging into the SLG for the first time ............................... 17 Appendix III – Panels hidden in Parent Site .............................................. 18 Part 2: The Teachers Site Introduction.................................................................................................. 22

Logging into the SLG Teacher Site ............................................................22 The SLG Teacher Site Home Page ...........................................................23 My Planner.................................................................................................24 Logging out of the SLG Teacher Site.........................................................24

School Information...................................................................................... 25 The Attendance Register ............................................................................ 26

Accessing the Attendance Register ...........................................................26 Entering Registration Marks.......................................................................27 Entering Registration Marks Individually ....................................................27 Flood Filling Registration Marks.................................................................29

Assessment Marksheets............................................................................. 30 Accessing the Marksheets .........................................................................30 Entering Data into Marksheets...................................................................32

Profiles ......................................................................................................... 39 Viewing Student Information ...................................................................... 41

Student Search Page.................................................................................41 Student Basic Information ..........................................................................41 Student Session Attendance Summary .....................................................42 Student Conduct Summary ........................................................................44 Student Assessment Summary..................................................................45 Student Classes.........................................................................................45

Viewing Staff Information ........................................................................... 46


Part 3: The Parent/Carers Site Introduction.................................................................................................. 48

Logging into the SLG Parent Site...............................................................48 The SLG Parent Site Home Page ..............................................................49 Logging out of the SLG Parent Site ...........................................................49

School Information...................................................................................... 50 My Children page.......................................................................................51 Student Basic Information ..........................................................................52 Student Session Attendance Summary .....................................................52 Student Assessment Summary..................................................................53



Data Preparation &

Assessment Guidelines



Introduction The SIMS Learning Gateway displays live data held in your school’s SIMS database securely and in real-time to teachers, parents and students. It is therefore vital that procedures are in place to ensure that data is accurate, up to date, complete and appropriate. This document provides a list of issues you may wish to consider. Also included is outline advice from Capita based on existing implementations in schools and Local Authorities all over the country. Access to Data Ensure that you have an appropriate strategy, data policy and in-school procedures. • Develop an internal administration policy that outlines key procedures and

practices. This should include identifying what data to share and what to be kept private, and school processes to ensure that information is kept up to date and accurate. This must ensure that your school implementation adheres to the Data Protection Act, protects young children and that it follows current guidelines and UK legislation. For example: Ensure that you have acceptance or agreement with students, where necessary, to share data with their parent(s) or carer(s) in line with the Data Protection Act.

• Ensure that the school staff involved are aware of their responsibilities. • Refer to Becta advice at http://schools.becta.org.uk/ Home Access for Parents Home Access is a government drive, which will help low-income families to get access to a computer and the internet to get online at home. Low income families in receipt of certain benefits could qualify for a grant to buy a computer and/or a minimum of one years internet access. The programme is aimed at those that need it most and targets families that do not have access to a computer or the internet at home. It is being rolled out nationally from Monday 11 January. Full details are available on the Intranet under School News | For action or by searching for Home Access in the Site Search field. NOTE: The following guidance is to help you check and prepare your data. If you have successfully created your parent user ids for Kaleidos you may find it is not necessary to follow the instructions under the Account Creation section although you may find the reports useful for data checking purposes.


Section 1 – Account Creation There are two reports available to help you check your data. The SLG Duplicate Contact Check report helps to identify any duplicate contacts and the SLG Parental Responsibility Check report allows you to check that the parental responsibility flag has been ticked for the correct contacts. Please follow the instructions below to import the reports. 1. From SIMS .net select Reports | Import. At the Import report(s) browse

click on the Open button to open the Select report file to import browse.

2. At the Select report file to import browse highlight SLG Duplicate Contact

Check.RptDef and click on Open. 3. You will now be returned to the Import report(s) browse. The file name and

location are displayed in the Archive file field. The report description will show with a status of pending.

4. Click the Import button. The status of the report will change from pending to

Imported. 5. Repeat the above instructions to import SLG Parental Responsibility

Check.RptDef. Once both reports have been imported click on Close. The following instructions will guide you through using the reports to check your contact information in SIMS .net. Checking for and Tidying Duplicate Contacts When you enrol the sibling of an existing on-roll student, new contacts with the same details are sometimes incorrectly added to the SIMS database instead of the new student being linked to the existing contacts. If this is not detected, both versions of that contact receive different logins when usernames and passwords are issued, each with access to just one of the siblings. 1. From SIMS .net run the delete unlinked contacts routine using the route Tools

| Housekeeping | Delete Unlinked Contacts to display the Find Unlinked Contacts browser.


2. Click on Search to display any unlinked contacts.

3. To delete all unlinked contacts, click on the drop down arrow in the Select

button and click on All to copy the contacts into the Unlinked Contacts to be deleted panel.

To delete a selected group of contacts, use the Ctrl key on your keyboard to highlight their names in the list, click on the drop down arrow in the Select button and click on Selected to copy the contacts into the Unlinked Contacts to be deleted panel. 4. If you wish to retain a list of the contacts that are to be deleted, click the Print

button before deleting the contacts. 5. Click the Delete button to delete the selected unlinked contacts. 6. Select Reports | Run Report, open the Focus folder and then select the

Contact folder. Double click on SLG Duplicate Contact Check to run the report. The contacts should be listed once with each student they have parental responsibility for listed against them. If a contact is listed more than once they are duplicated.

7. If duplicate contacts are found select Focus | Person | Contacts and search

for the duplicate contacts. Select one record and rename (e.g. adding a Z to the beginning of the surname) to identify it as being the one you wish to delete. Click on Save to save the change.

8. Select the contact you wish to retain and select panel 4 Associated

Students. Using the New button attach the student(s) to the correct version of the contact making sure the contact has all relevant students attached. Select the contact you wish to delete and from panel 4 Associated Students remove the attached students.

9. Run the delete unlinked contacts routine again (see point 1).


Incorrect Parental Responsibility Flag Check that Parental Responsibility flags are correctly assigned to contacts in SIMS as any contact who has parental responsibility for a student has access to details of that student via the SLG. There is a report available to identify either mothers or fathers without parental responsibility ticked or other types of contacts who do have it ticked. 1. Select Reports | Run, open the Focus folder and select the Student folder.

Double click on SLG Parental Responsibility to run the report. At the Enter parameter values for report box select the values you wish to run the report. on. The report will open in Excel and will mark in red either mother or fathers without parental responsibility ticked or other types of contacts who do have it ticked.

2. If any records are showing in red check the information and correct if

necessary using the Family/Home panel of the relevant student record.

Teachers who are also parents Historically, teachers at the school who are also parents have usually been given a separate ID in SIMS for each role, one in Personnel and the other as a contact. When issuing logins in SLG this causes two separate logins to be issued, one with access to the Teacher site, the other with access to the Parent site. As with Duplicate Contacts, link the student to the contact marked in SIMS as an employee and delete the other one so that the teacher has access to the Teacher and Parent site from the one login. If you have teachers who are also parents in your school and require help in tidying the records please log a call with the ICT Service Desk. Section 2 - Data Issues Student Personal Details It is imperative that schools ensure the safety of children in their care at all times. It is necessary to ensure that data, particularly sensitive data, is safeguarded from those that should not be receiving it. With this in mind we have hidden panels from the Parent Site we feel could be contentious including: Student Address Information, Student Telephone and Email Information, and Student Medical Information. Please see Appendix III for full details on the hidden panels

Attendance Data Data for session and/or lesson attendance (the latter if the school has purchased Lesson Monitor) is available to parents as soon as it is saved in SIMS. It is therefore vital that such information is as accurate as possible.


• It is good practice to pre-enter all known reasons for absence into the

system. These include things like holidays but also internal reasons why students may not be in their lessons but still be at school, such as inclusion rooms, lessons for special needs, music lessons etc. Internal codes for such reasons can be created (Lesson Monitor users only).

• The school needs to ensure that as near to 100% of registers are taken

at all times and that students with unauthorised absences are picked up immediately. The reports, the home page missing registers panel and today’s unauthorised absences can quickly identify such issues but there must be systems in place to ensure that these reports are followed up immediately.

• If there are technical reasons why registers cannot be taken such as in

PE where it may be more difficult to take a register, then these need to be addressed. Set parents’ expectations that there may be some instances where attendance data is not immediately published online. Ensure, for example, that 'no mark' is not seen as an immediate cause for concern by parents.

• If staff suspect a truancy from a lesson, systems must be in place to

immediately address this internally, perhaps using the ‘SIMS send message' routine.

Assessment Data PLEASE NOTE: In addition to the guideline below please see Appendix I for detailed SLG Assessment Additional Guidelines • As far as the teachers are concerned, the marksheets they have permission to

view in SIMS .net via their SIMS and group supervisor permissions are the same marksheets they can view in SLG with no further action necessary. Assessment Coordinators will therefore be able to access all marksheets.

• Marksheets will be read/write depending on how they have been set up in

SIMS .net. Functionality is reduced in SLG and it may be appropriate for teachers to retain access to marksheets via SIMS .net for certain procedures.

• Parents’ access to their children’s assessment results are displayed on the

Student Assessment Summary page. These results are read only and displays as follows:

Assessment Aspect showing Column Heading name Description Result Set name if used otherwise blank Result Actual result Notes Grade Set Description or Range of marks Date achieved Result Date recorded


• Any template designed in SIMS .net where the display results in Learning Gateway box (found on the Basic Detail page) has been ticked, immediately displays any results that students have recorded against the aspects selected on that template on the Student Assessment Summary screen. It is unlikely that the templates used by teachers to enter data are suitable to display to parents as there are too many aspects and inappropriate for parents and students. Accordingly it is advised that the school make one template per year group containing the 15-20 aspects that the school feels are most important for parents and students to view. In this scenario, the column headings can also be adjusted to make them easier to understand. It is also suggested that communication to parents about what the assessment results mean will be required.

NOTE: The Display results in Learning Gateway check box in the template design screen refers to the Parents’ ability to view the results that are recorded against aspects rather than that of the teacher.

• Further SLG Updates for 2010 will provide access for parents to Individual

Reports in Assessment and Profile Reports. Publishing Marksheets in SLG 1. In SIMS .net you can filter the marksheets that you want to be visible to

students and parents in SLG. In order to achieve this: You need to have Assessment Coordinator access rights via System Manager.

2. In SIMS .net, select Focus | Assessment | Template to display the Find

Template browser.


3. Select a template from the list and click Open to open an existing template or click New to design a new one in the Template Details panel.

4. Select the Display Results in Learning Gateway check box to make the aspect visible to parents. Alternatively, make sure that the Display Results in Learning Gateway check box is deselected to hide the aspect from parents and students.

5. Before saving the template you are shown this warning.

6. Once saved the results linked to the template will be published/available for viewing via SLG to parents. To reverse the publishing of results remove the tick from the Display results in Learning Gateway box and save.

NOTE: Teachers will see all relevant marksheets.

Achievement and Behaviour Data By default the Achievement and Behaviour panels of the Oxfordshire County Council SLG are hidden in the Parent site. If you decide to share this information online with parents, systems must be in place to ensure that this sensitive information is entered into SIMS .net appropriately. Please see Appendix III for full details on hidden panels. • Train staff on the appropriate way to enter incident details, particularly the use

of comments, so as to avoid use of other students’ names and personal opinion.

Staff Personal Details Only staff with Personnel permissions in SIMS can view more than staff timetables via the SLG. Ensure that these permissions are correctly set.


Appendix I - SLG Assessment Additional Guidelines Marksheets A marksheet will be displayed according to the permissions assigned within SIMS .net. Assessment Coordinators will therefore be able to view all marksheets. Class teachers will see marksheets for groups of students that they teach. A marksheet may be used by teachers to view and/or edit and record assessment results for students. Each row on a marksheet displays a particular student and each column displays an aspect (the type of result being assessed and recorded). A column heading may be different from the actual name of the aspect. Each aspect is set up to record data that is based on a grade set. This grade set contains a valid range of grades for that aspect (for example English Effort, Grade A, B, C, D, or E). In other words an aspect set up with this particular grade set can only ever record the above grades. Within schools, different groups of students are often assessed using the same assessment criteria. This means that although the students appearing in the rows of the marksheet are dependent on the particular group being assessed, the columns of the marksheets will be the same. To avoid each teacher having to create marksheets for their particular class or group, SIMS Assessment allows an Assessment Coordinator to create marksheet templates for all necessary teaching groups. A marksheet template defines the columns (holding the aspects) that will appear once a marksheet has been created from the template. Creating a marksheet this way is a simple case of associating the group (class, SEN group, Registration Group, Year Group) with the appropriate marksheet template. When a result is entered into a particular cell and saved in the marksheet, the result is stored against the student record (defined by the row) and the aspect (defined by the column). Results are saved with a Result Date so that a history of results can be built up if desired. For example, it is possible to use a marksheet to record a grade for English Effort for the Summer Term and then record another grade for the Autumn term, both grades being stored against the same student and the same aspect. In some cases it is not desirable to record historical results, particularly if recording final Key Stage results in which only one result for each aspect is required. If this is the case, the Assessment Coordinator may associate a Result Set with the aspects required in a template. When results are recorded within a marksheet that uses a template with an associated Result Set, the previous result will be over written (if there is one). It is advisable to make more use of the Notes Box when creating marksheet templates. This box can provide additional information about how to use the marksheet and also give details which will not be accessible when using SLG.


Aspects Each aspect used in Assessment recording has a name, a column heading and a type that defines the sort of result that can be recorded. The following Types can be used. Grade Any character or combination, such

as A, B, C, D, 1, 2, 3, 7a, 8a, 9a, etc. Marks (Integer) A number with no decimal points, e.g.

53, 75, 33 etc. Marks (Decimal) A number with decimal points, e.g.

9.75, 8.25, 99.99 etc. Age Expressed as years and months12/5,

10/7 etc. Often used to record Reading Ages.

Comments Up to 1000 characters of free text. The Grade aspect is associated with a Grade Set. A Grade Set is a dated record that defines the grades that may be used for a particular date range. The Mark aspect (either Integer or Decimal) is associated with a Mark Set. A Mark Set is a dated record that defines the minimum and maximum values that may be used for a particular date range. An aspect may be associated with multiple marksheet templates. Publishing Results to Parents Aspects may be associated with more than one marksheet template. For this reason, the names of aspects can be generic, such as English Effort or Maths Effort. It is usually the association with a particular template and the template column headings that gives them context. For example, a template column may have a column heading of English Effort Autumn Term but use the English Effort aspect. For parents it is the column heading rather than the name of the aspect that is important. In order to retrieve the appropriate Column Heading for a particular result, SLG first determines what aspect the result has been recorded against and then locates all of the marksheet templates that use that particular aspect. Each template has an associated Publish Results property. This property can be used by the Assessment Coordinator to control data displayed via SLG in the Student Assessment Summary page. If the aspect has been associated with a template and the Publish Results property (Display results in Learning Gateway) check box has been ticked on that template then the results will be published and displayed using the column heading from the template. When deciding which templates to publish, it is important to remember that aspects may be associated with more than one template. For example, it is quite common to create separate templates for each school term where each template uses the same aspects but defines each column heading with a different term, such as autumn, spring and summer. During autumn it may be desirable to display to parents the English Effort Results achieved in the autumn term. However if both the autumn and


the spring templates were published then the same results will be displayed twice (once for the autumn and once for the spring, even though a result has not been recorded for the spring term). It is therefore advisable to create specific SLG mark sheet templates for publishing to parents – this will avoid any confusion and inaccurate information being published. Preferably each template should use aspects attached to relevant Result Sets. It is probably worth setting up specific SLG Mark sheet templates by Year Group. Include in the template the Key data for that year group that is desired to be of interest to a parent. This way you have good control over what is being published. When defining aspects that will be used to display results, it is worth considering that a result on its own may have little or no meaning to a parent. 9 out of a maximum of 10 would indicate that the result is above average, however 9 out of 100 indicates a result well below average. Just displaying the result of 9 does not give enough contexts for the parents. When designing aspects give full and clear detail – A grade set for a grade aspect, and the Mark Set for a mark aspect will help. The notes column within the Student Assessment Summary page displays the name of the Grade Set or the Mark Set depending on the type of aspect. By including the result range within the name of the Grade Set or Mark Set may help. Additional communication to parents about the schools assessment policy and the meaning of the grades and marks may be required. Control of assessment results for publishing to your parents must be taken seriously as a school policy. Column Name Description Assessment Displays the mark sheet template column heading (this is

associated to an aspect but may not be the aspect name – this may have been edited for the purpose of the Publishing of the results via SLG).

Description If a Result Set has been associated with the mark sheet template, this column will display the name of the Result Set. If no Result Set then this column will be blank.

Result This is the actual result attained by the student. Notes If the aspect is a Grade Aspect, this will display the name of

the Grade Set. If the aspect is a Mark aspect, this will display the name of the mark Set. For all other aspect types this column will be blank.

Date Achieved This is the date the result was awarded to the student. This is known as the result date and may not be the date the result was recorded.

The assessment column displays the data in alphabetical order, allowing the Column Heading convention to present related items together.


Summary The combination of SIMS Assessment and SIMS Learning Gateway allow the publication of assessment data to parents. Each school will have different opinions about giving parental access to data. Each school will need to establish their own guidelines for the creation of mark sheet templates for publication and the management of these templates. As recommended, specific SLG mark sheet templates for each year group including 15 – 20 Key Data aspects is thought to be the best way to provide data to parents. Parents will require additional communication to understand assessment data such as targets, progress towards targets, working at grades, mock result, comments against grades etc. SLG Autumn upgrades 2010 promises to provide the facility to download Assessment Individual Reports and Profile Reports for parents. SLG provides schools with a tool which delivers the requirements of Parental Engagement and will also allow Interim and formal End of Year reporting of attainment and progress to parents.


Appendix II - Logging into the SLG for the first time 1. Using a web browser, enter the address https://oxsg.oxschools.net to

display the Oxfordshire Schools Gateway login page. 2. A login screen is displayed. Enter the User ID and Password that were

provided to you by your System Administrator and click on Login.

3. The first time you log on you will be asked to set up your security questions

and answers. Click on SETUP YOUR SECURITY QUESTIONS.

4. Choose your questions and enter your answers and click on Submit.

5. You are now ready to log into the SLG Site. At the Welcome screen click on

the option SLG – School Name.


Appendix III – Panels hidden in Parent Site Some of the data displayed in the SLG is particularly sensitive and has been hidden in the Parent default site. If you would like any hidden panels activated please log a call with the ICT Service Desk and a SIMS Consultant will contact you to discuss your requirements. Details of the hidden panels are listed below. NOTE: The Teacher site is complete with no hidden panels. Student Address Information

Student Telephone and Email Information

Student Medical Information


Conduct Information The Student Conduct Summary panel has been hidden to allow schools time to consider which columns they would like to display or hide and from which date they wish to publish the data from.

It is also possible to set a flag in SIMS in order to prevent behaviour events with a particular status from being published to parents or students via the SLG (for example, until they are resolved). From SIMS .net select Tools | Lookups | Maintain and search for Behaviour Status. Select the required value and click on Open. The Publish To SLG Roles field determines who can view behaviour events in the SLG. A value of <All> means anyone can view them. A value of Staff means only teachers can view them.

___________________________________________________________________ If you require help or advice on displaying the hidden panels or on any aspect of the

SLG please contact the ICT Service Desk

OCC’s ICT Service Desk 0845 052 1000 [email protected]



The Teacher Site



Introduction Logging into the SLG Teacher Site 1. Using a web browser, enter the address https://oxsg.oxschools.net to

display the Oxfordshire Schools Gateway login page. 2. A login screen is displayed. Enter the User ID and Password that were

provided to you by your System Administrator and click on Login.

3. The first time you log in you will be asked to set up your security questions (challenges). Click on SETUP YOUR SECURITY QUESTIONS.

4. Choose your questions from the drop down list and enter your answers then click on Submit.


5. You are now ready to log into the SLG Teacher Site. At the Welcome screen click on the option SLG – School Name.

The SLG Teacher Site Home Page When you log in to the SLG Teacher Site, the home page is displayed.

When you are logged into the SLG Teacher Site, the menu in the left hand Navigation Bar displays teacher specific links as shown in the image below.


My Planner My Planner displays any data entered into the School Diary area of SIMS .net.

The view will default to a Month view. This can be changed to either a Day view or Week view by selecting the required field. The date range can also be changed by using the back or forward arrows. Logging out of the SLG Teacher Site 1. Click on Logout at the top of the page. 2. You are asked if you want to close the browser

window. If you do, click the Yes button.

The headings Document, Lists, Discussions, Sites and People and Groups are read only and not used at present so should be ignored until further notice.

When selecting the Teacher tab at the top of the Navigation Bar or Teacher Site from the menu the My Planner page will be displayed.


School Information Click the School Details Page in the Navigation Bar to display School Establishment Information and School Contact Information. Use the scroll bar to view all available information. NOTE: Most panels in the SLG have expand (+) and collapse (-) buttons, located adjacent to the back button. Click on the minus (-) to hide the details in the panel and then click on the plus (+) to show the details.


The Attendance Register The Attendance Register is used to mark pupils as present for, or absent from their AM or PM session. If a pupil arrives late for a session, their absent mark can be changed to present or late and the number of minutes late can be recorded. Comments about a particular pupil attending the session can also be added. NOTE: Your school should have a clear policy for the use of comments. All users should also remember that a parent and pupil might be the potential audience for such a comment. You can view and enter marks for the current session and enter marks for past and future sessions. Accessing the Attendance Register 1. Click the Attendance Registers Page link on the left hand Navigation Bar to

display the Attendance Register Browse page.

2. In the Attendance Register Browse panel, your name is automatically

displayed in the Surname and Forename fields, together with the current Date.

3. It is possible to open attendance registers for another date by entering a new Date or clicking the Calendar icon to display a calendar from which you can select the required date.


4. Click the Search button to display a list of your attendance registers for the selected date.

5. Click either your name or the class name to display the register in the

Attendance Register panel. Entering Registration Marks

Entering Registration Marks Individually 1. When taking the register, add marks for individual students by entering the

relevant code in their mark box. Your school will advise you of which codes to use. Alternatively, use the drop down list to view and select the range of available marks.

The majority of students in a session will need the same mark, so you can select a mark and Apply to all. This way you only manually edit the marks of the few students who are absent or late.

Marks with minutes late or comments entered against them show a blue box or red pencil icon respectively (click the pencil icon to enter minutes late or comments).

A selected Preserve check box indicates that the existing marks are protected. To edit existing marks, deselect the Preserve check box.

Scroll down and click here to Save the register once you have entered all the marks.

Remember the expand (+) and collapse (-) button to either show or hide details of a panel


2. To record minutes late or add comments about a pupil, click the Pencil icon.

Enter the information then click the OK button to return to the attendance register.

Any sessions recorded as having minutes late in the register are displayed with a blue background. If comments have been recorded against a pupil, the Pencil icon turns red.

3. Once you have completed the attendance register, click the Save button (you

may need to scroll to the bottom of the screen to find it). 4. If any pupil have missing marks (indicated by a -), you are notified that they

will be marked as absent and asked whether you wish to proceed.


5. Click the Yes button to save the attendance register. 6. To enable existing marks to be overwritten, deselect the Preserve check box.

The check box is selected by default to ensure that existing marks are protected.

Flood Filling Registration Marks 1. If the majority of pupils have the same mark, you can flood fill the register by

selecting the relevant mark from the drop down list and clicking the Apply to all button.

2. For any pupils who have a mark different to the majority, enter the relevant

code into their mark box. 3. Once you have completed the attendance register, click the Save button (you

may need to scroll to the bottom of the screen to find it). 4. If any pupils have missing marks (indicated by a -), you are notified that they

will be marked as absent and asked whether you wish to proceed.

5. Click the Yes button to save the register. 6. To enable existing marks to be overwritten, deselect the Preserve check box.

The check box is selected by default to ensure that existing marks are protected.


Assessment Marksheets Teachers will be able to access marksheets according to their SIMS .net permissions. If a teacher is Assessment Coordinator then they will be able to view all marksheets. If a teacher has Class Teacher access permissions in SIMS .net then they will only be able to access marksheets for the pupils that they teach or have in their tutor or registration group. Access to marksheets can be from school or at home. NOTE: It is important to regularly save the data you are entering on to a page to avoid a timeout and therefore any loss of data entered.

Accessing the Marksheets 1. Click the MarkSheet Page link on the left-hand Navigation Bar to display the

Marksheet Browse.

2. In the Marksheet Browse select My Marksheets and then click the Search

button to display a list of all your marksheets. 3. Select the marksheet that you wish to use. It will open up in the Marksheet

panel. 4. Use the scroll bars to the right and below to view the marksheet. Showing and Hiding Marksheet Display Panels The upper part of the marksheet display consists of two panels: • The Details panel contains Notes about the displayed marksheet, the date it

was Last Edited and a check box indicating Marksheet Complete.

• The Marksheet Filter panel enables you to filter the marksheet display by Gender, Result Date and Group Membership Date.

Both panels are available by default, and each can be hidden to provide more screen space for the marksheet. To hide a panel, click the arrow ▼icon adjacent to its title. The arrow icon rotates and the panel shrinks so that only its title is visible.


To show the panel, click the arrow ► icon again.

Select ▼Details to hide.

Last Edited Field This is the date on which the marksheet was last edited and is read-only. Marksheet Complete Select this check box to indicate to the Assessment Coordinator that you have completed the entry of results for this marksheet.

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Page 33 of 53 OCC’s ICT Service Desk 0845 052 1000

Result Date Field This is the date on which the results were attained, i.e. the date that the result was given to the pupil. This date applies to all the results entered on the marksheet. Great care should be taken when specifying this date. It is not necessarily the same as the date you enter the results in the marksheet. Group Membership Date This filter enables the membership of a pupil group on a particular date to be displayed. The composition of the group on the selected date is reflected in the marksheet. The field defaults to today’s date. All/Male/Female Radio Buttons This filter enables you to display and enter grades in the marksheet for pupils of a specific gender. Changing the Marksheet Sort Order Any column in the marksheet can be used to sort the order of information displayed. For example, you may wish to display the highest achieving pupils at the top. In the column you wish to sort by, open the drop-down menu in its column heading, select Apply the sorting order to this column and select an option from the drop-down list. The marksheet display refreshes to display the new sort order.

Selecting the Pupils to Display on the Marksheet To filter the pupils displayed on the marksheet by gender: 1. Select the All, Male or Female radio buttons.

2. Click the Apply button to filter the marksheet by the selected gender.


Entering Results Individually By default, the marksheet displays today’s date. However, it is not always possible to enter results on the day they were awarded. For this reason, you can input results retrospectively. The Group Membership Date enables you to select the date on which the pupils were under your supervision. Pupils are not displayed on the marksheet if you were not responsible for them on that date. 1. In the Marksheet Filter panel, click the Calendar icon adjacent to the Group

Membership Date field and select a date from the pop-up calendar.

Calendar button

2. Click the Apply button. 3. Click the Calendar icon adjacent to the Result Date field and select the date

on which the results were awarded then click the Apply button. Please note that this date must coincide with the date on which the pupils were under your supervision.


4. For every pupil, enter the results for each aspect into the appropriate cells.

You can view the Grade range by opening the drop down menu in the column heading and clicking the Apply the following grade to all cells in this column option.

5. If comment cells are available, you may want to enter a comment against

some pupils. For more information, please see Adding Comments 6. Click the Save button. 7. If formula cells are available (identified by a small f symbol in the top right

hand corner of a column), click the Calculate button to perform the calculations that populate the formula cells (the marksheet must be saved before you do this) and Save the marksheet again.

Flood Filling Grades NOTE: This procedure applies only if the results are recorded as Grades (i.e. A-F) If most of the pupils have achieved the same grade for a particular aspect, you can flood-fill the aspect column with that grade for each pupil, and then edit the exceptions. 1. Click the Calendar icon adjacent to the Result Date field and select the date

on which the grades were awarded, and then click the Apply button. 2. In each aspect column, open the drop-down menu in the appropriate column

heading, click Apply the following grade to all cells in this column and select a grade from the drop-down list.


3. Manually enter the grades for any pupils who did not achieve the selected flood-filled grade.

4. If comment cells are available, you may want to enter a comment against

some pupils. 5. Click the Save button. Adding Comments to Marksheets 1. While viewing a marksheet that contains a Comments column, click a pupil’s

comment cell then click the pencil icon to display the Comment screen.

2. Enter a comment (up to 1000 characters but follow your school guide lines on this).

NOTE: If you exceed the 1000 character limit, a message is displayed and you are given the opportunity to edit the comment.


3. To check the spelling of a comment you entered, click the Check Spelling button.

Any spelling errors are underlined in red (if there are no errors, a message to that effect is displayed).

4. Right-click any underlined word to access a pop-up menu containing suggestions for the correct spelling.

5. When you have finished, click the Apply button to save the comment in the marksheet. The next pupil is displayed automatically and their name is displayed in the title bar.

6. To close the comment box and return to the marksheet, click the X in the top

right-hand corner of the Comment screen. Alternatively, enter a comment for the current pupil and click the Apply button or select the next one by clicking the Skip button.

The comment cells for all affected pupils change to a preview of the comments that you entered.

Viewing Marks History All editable cells in the marksheet provide access to the pupil’s marks history for that aspect. 1. Select an editable cell and click the clock icon to display the Marks History

screen.

2. At the Result Date for marks as applicable, or click the red X at the end of a

row to delete a result.


3. Click the Save button to update the pupil’s record. 4. Click the black X in the top right-hand corner of the Marks History

screen to close it and return to the marksheet.

To close the Marksheet Page Once the marksheet is completed Save your work. If you try to close the Marksheet pages down without saving you will see this window appear. Select Yes to save your work.

Follow the school guidelines on grade entries and comments.


Profiles NOTE: This link will only be available to schools who currently use the Profiles module in SIMS .net. If you would like more information on this module please contact the ICT Service Desk. Click the Profiles Page link on the left hand Navigation Bar to display the Profiles page, which replicates the Profiles module of SIMS .net. 1. In the Profiles Browse, your reports are listed in a panel on the left. Click a

report to display a list of pupils in the group.

2. Click a pupil name to display an editable report in the Profiles panel. 3. Click the Introduction link to display text that is common to all pupils.


4. Click the Achievements link to display a bank of specific comments (previously set up in SIMS .net) for individual pupils.

5. Select the check boxes beside appropriate comments for the pupil. These

comments will automatically be displayed in the Comment Editor for Achievements panel.

6. The Comment Editor for Achievements panel allows you to add free text

comments in to the main body of the report and Check Spelling. Any spelling errors are underlined in red. Right click any underlined word to access a pop-up menu containing suggestions for the correct spelling.

7. Click the Save button to store the report.


Viewing Student Information Student Search Page Click the Student Search Page link to display the Student Browse, which provides access to SIMS .net pupil records. Searching is performed in the same way as in the Find Student browser in SIMS .net

Clicking on Search will display all Current pupils. The search can be narrowed by using the available fields i.e. all pupils belonging to a particular registration group can be displayed by selecting the required group from the Reg Group field (remembering to click on Search to refresh the list). In the example above all pupils whose Surname begins with ac are displayed. When you have performed a Search, click the name of the required pupil to display their Student Summary page, which contains six panels: • Student Basic Information • Student Session Information • Student Conduct Summary • Student Assessment Summary • Student Classes NOTE: If you wish to return to the Student Browse from within a pupil’s details you can either click the back button until you return to the browse or select the Student Search Page from the Navigation Bar. Student Basic Information The Student Basic Information panel displays a pupil’s name, gender, date of birth and age.


Click the More Student Details link at the bottom of the panel to display the Student Details page, which contains eight further panels of information: • Student Registration Information • Student Address Information • Student Telephone and Email Information • Student Family Home Information • Student Medical Information • Student Ethnic Cultural Information • Student Additional Information • Student School History Information Student Session Attendance Summary The Student Session Attendance Summary panel displays an analysis of sessions marks. The school day is split into two sessions, morning and afternoon. Session attendance marks keep a record of a student’s presence at session registration.

Click the More Session Attendance Details link at the bottom of the panel to display the Student Session Attendance Details page, in which you can view the marks recorded in the register for each session. The Session Code Break Down table describes what the various session marks mean.


To view the session marks for another week or month: 1. Click the Calendar icon and select an End Date. 2. Select the Week View or Month View radio button. 3. Click the Refresh button to update the display.

Click on the Session Attendance Summary at the bottom of the panel to return to the Student Summary page.


Student Conduct Summary The Student Conduct Summary provides a list of Achievements and Behaviour events for the selected Academic Year.

To view Achievements and Behaviour events for a different academic year select the required year from the drop down list and click the Refresh button to update the display.


Student Assessment Summary The Student Assessment Summary panel displays assessment results for the date range provided in the From and To fields for the selected pupil.

NOTE: The marksheets a teacher has permission to view will be displayed under the Marksheet Page link, however, the assessment results displayed in the Student Assessment Summary are the ones the school have chosen to make visible to Parents, therefore, you may not see all expected results. Please speak to your Assessment Coordinator if you have any queries on the results in this panel. Student Classes The Student Classes panel provides a list of classes for the selected pupil. Click on the class name to display a list of the class members and class supervisor.

NOTE: The Student Timetable link is only applicable to secondary schools.


Viewing Staff Information Click the Staff Search Page link to display the Staff Search page.

Search for and select the required member of staff to display their Staff Summary. This page contains two panels: • Staff Basic Details • Staff Groups

NOTE: The amount of data visible will be controlled by your SIMS .net permissions. These notes are available electronically on the SIMS page of the Intranet under route Children Young People & Families | Schools | SIMS for school customisation.


The Parent/Carers

Site



Introduction Logging into the SLG Parent Site 1. Using a web browser, enter the address https://oxsg.oxschools.net to display the Oxfordshire Schools Gateway login page. 2. A login screen is displayed. Enter the User ID and Password that were provided to you by your Child’s School and click on Login.

3. The first time you log in you will be asked to set up your security questions (challenges). Click on SETUP YOUR SECURITY QUESTIONS.

4. Choose your questions from the drop down list and enter your answers then click on Submit.


5. You are now ready to log into the SLG Parent Site. At the Welcome screen click on the option SLG – School Name.

The SLG Parent Site Home Page When you log in to the SLG Parent Site, the home page is displayed. The menu in the left hand Navigation Bar displays parent specific links as shown in the image below

Logging out of the SLG Parent Site 3. Click on Logout at the top of the page. 4. You are asked if you want to close the browser

window. If you do, click the Yes button.

Parent Specific Links

The headings Document, Lists, Discussions, Sites and People and Groups are School Specific. They are read only and not used at present so should be ignored until further notice.


School Information Click the School Details Page in the Navigation Bar to display School Establishment Information and School Contact Information. Use the scroll bar to view all available information. NOTE: Most panels in the SLG have expand (+) and collapse (-) buttons, located adjacent to the back button. Click on the minus (-) to hide the details in the panel and then click on the plus (+) to show the details.


Viewing Your Children’s Information My Children page Click the My Children Page link to display the My Children Browse page.

The My Children Browse page displays basic information about your child/children who attend the school. Select the Show Photos check box to display their photo. Click the More Student Details link to display more details about your child. The Student Summary page contains four panels: • Student Basic Information • Student Session Information • Student Assessment Summary • Student Classes


Student Basic Information The Student Basic Information panel displays your child’s name, gender, date of birth and age.

The More Student Details link at the bottom of the panel displays the Student Details page, which contains five further panels of information: • Student Registration Information • Student Family Home Information • Student Ethnic Cultural Information • Student Additional Information • Student School History Information Student Session Attendance Summary The Student Session Attendance Summary panel displays an analysis of sessions marks. The school day is split into two sessions, morning and afternoon (AM & PM). Session attendance marks keep a record of your child’s presence registration.

Click the More Session Attendance Details link at the bottom of the panel to display the Student Session Attendance Details page, in which you can view the


marks recorded in the register for each session. The Session Code Break Down table describes what the various session marks mean.

Click on the Session Attendance Summary at the bottom of the panel to return to the Student Summary page. Student Assessment Summary The Student Assessment Summary panel displays your child’s assessment results.

NOTE: Your school will provide you with guidance on how to interpret the details in this panel.

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