Fsp user guidev25


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Fsp user guidev25

  1. 1. Early yearsFoundation Stage eProfile User Manual Version 2.5 (September 07 on)Guarding standards Department for Education and skills
  2. 2. 2 Foundation Stage eProfile
  3. 3. Version 2Version 2.1 introduces an end of year reporting facility.Version 2.3 (Oct 2004) additions and amendments • The toolbar buttons have been moved into a single bar similar to the Microsoft Outlook bar. • All import, export and backup locations can be specified by the user. • A new printout mirrors the group assessments screen. After selecting the component and period a preview will be created which displays the items each selected pupil has achieved up to that date. Note that “Entry” is earlier than any named period and “End FSP” is later. • Charts have been upgraded to show an incremental picture of progress.Version 2.4 (Apr 2005) • Revised Outlook bar • When using the group data entry dialog to enter assessments for an earlier date any assessments on that screen that are dated later are shown differently and may not be overwritten. This protects data against accidental wiping or re-dating. • The group data entry screen shows the list of statements for the component. • The summary assessment printout is now dated so that the user may choose to print an assessment sheet for assessments dated up to the selected half term only.Version 2.4.2 (Sept 2005) • Revised Outlook bar • Save end of year reports to RTF file • Extra functionality in progress chart. • “Additional” CSV/CSV Export file renamed to assist LAsVersion 2.4.3 (Jun 2006) CTF Changes • The CTF tag <Stage> is now defined as FSP rather than F. • It is also possible to change the middle section of the file name from CTF to FSP. Make this change under the Setup bar. The default setting is CTF Other Changes • Some personal pronouns in the pupil report have been corrected, so "hehe" and "sheshe" should no longer appear in certain statementsVersion 2.4.4 (Nov 2006) CTF Changes • The CTF tag <AcademicYear> now reflects the position of pupils moving from year -1 into year 0. This is needed if schools/settings wish to import data from eprofile in CTF format. Please note that eProfile should not be used for the purpose of importing new pupil names into your MIS. The new version is designed to avoid the problem faced in 2005/6 where eProfile and SIMS were both producing a Common Transfer File (CTF) with the same name and thus causing one to overwrite and destroy the other. The new eProfile has the facility to change the name of the CTF so as to avoid this issue.Version 2.5 (Sept 2007) • CTF version 6 compatible.Have I got the latest version?Check the web site (quick link): http://masl.to/?M3BC2628A3 Foundation Stage eProfile
  4. 4. Getting started with eProfile Version 2 BEFORE YOU INSTALL THE SOFTWARE. eProfile expects a printer to be installed. You do not need to have one physically attached (or network/wirelessly connected), but you should have at least one printer added to the Printers folder on your computer.Install the software using the instructions supplied by your LA. Run it by selecting eProfileV2 from the Start menu: Start | All Programs | Foundation Stage profile | eProfile V2 A new dialog box appears. This will list all years from 2003 to the current (major) year. The list will grow by one year each September 1st. The year you select will be for the cohort that will come to the end of the foundation stage in July of that year. EProfile will attempt to pick up the basic school information from the previous year where possible.The password is password. You can change it later under Setup | Change password. Achanged password applies only to the cohort you have selected.Selecting from the menu eProfile has both a top and a side menu bar. They are identical, with items grouped under headings. In the following pages an example of the button to press for a particular task will be displayed as a guide.4 Foundation Stage eProfile
  5. 5. Importing pupil names into eProfileUse a Common Transfer File (CTF) to import accurate pupil names and detailsYou are strongly recommended to import pupil names from your school’s managementinformation system (MIS). You can import names into eProfile at any time to add new arrivalsimmediately. If pupils leave you will need to remove them manually (see the section on removingpupils below).Check with your Admin officer to find out whether the software supports the CommonTransfer File (CTF) format for data transfer between schools and LAs and is updated tosupport the foundation stage profile.The CTF is the easiest and most reliable format for eProfile to read as it is a nationalstandard. If your school does not have a CTF-compliant MIS you will need to create anames file from it instead. Most systems should be able to provide (export) a list of namesonto a floppy disk or pendrive (see next page). Consult your MIS software supplier forfurther details.By now you will be fairly familiar with Common Transfer Files. If you create an alternativedestination named eProfile this will avoid the problem of creating a CTF with your school asthe destination, which SIMS.NET, for example, will not allow. If you use SIMS.NET go to Tools > Setups > CTF and click on New against the alternative destinations box. Use the code EPROFIL (7 characters only allowed!) and the description eProfile. When you later create a CTF find eProfile in the list (do not type the word – a SIMS pitfall) and select the year group. It is suggested that when you select the list of pupils for inclusion in the CTF for export you click on the first pupil, scroll to the last and Shift-click in the DESTINATION LA/OTHER field, when all pupil names will be selected. Now (without touching the mouse!) simply type the letters ep and this will populate the field with "eProfile" for all selected pupils. This new "Destination" (eProfile) only appears in the DESTINATION LA/OTHER field.Open eProfile From the menu select Names and click on Import namesNavigate to the CTF and save.5 Foundation Stage eProfile
  6. 6. Other file formats Please ensure that you fully understand the concepts of data field ordering and data formatsFoundation Stage eProfile can read CSV files but they must follow a strict format.CSV files can be produced from spreadsheets such as Microsoft Excel – choose to save a pupil listwith a “Text files” file type but ensure that dates are saved in the format shown here.The header line may beincluded or omitted Each pupil appears in a new row.The order of data fields is as follows:UPN, Surname, Forename, Gender, Date of Birth, Class, Postcode, MyGroup1,MyGroup2, MyGroup3, MyGroup4 • UPN – if your pupils do not yet have UPNs your LA will inform you on how to create them or supply you with a list of valid UPNs that you can pick off one at a time. • Please ensure that no commas appear in pupil names (e.g. Paul, E in a forename). • Gender is M or F. • Date of birth is in the format dd/mm/yyyy (e.g. 23/12/1998). • The order of gender and date of birth may be switched (some systems seems to think that a child is born before its gender is assigned!). • Class is optional, but you may wish to use it for selecting pupils in a larger school/setting. • Postcode should be in a correct format – ensure there is a space in the middle. • MyGroup1 to MyGroup4 are optional and hold names of groups that you may wish to place pupils into as another way of selecting groups of pupils. You may wish, for instance, to select pupils by the term of entry (you might enter something like “Spring” against all Spring entry pupils) or ethnicity (using a particular ethnic coding). The position of items within the slots does not matter – when you select an item eProfile will check all four boxes for the text. If you have problems loading CSV or TXT files you must check these details very closely, especially the order of fields and their actual formats. Your local Help Desk is unable to provide assistance if you do choose to use a CSV format for import.6 Foundation Stage eProfile
  7. 7. To pick up names from a CSV or TXT file in eProfile From the menu select Names and click on Import names Select the drive where the file is stored and select the file you need (the name is not necessarily as shown here!).Select Text or CSV files under Files of type Click on OpenThe names in the file will be imported to the eProfile.7 Foundation Stage eProfile
  8. 8. Adding new pupils manually You would normally load pupil names from your school MIS, which will ensure that pupil details are correct and consistent. Every pupil has a nationally unique identifier assigned to him/her by the school or setting upon first entry.Pupils arriving from other schools or funded settings should already have a UPN. If a pupilarrives from another school or funded setting without information regarding a UPN youshould request it from the school or setting. The UPN stays with the pupil throughout his/herschool career.For each new pupil you must add the UPN – this is a requirement that DfES makes in orderto enable the identification of a pupil once all profiles have been collected by your LA andpassed on.Pupils in funded settings will be issued with UPNs (or the means to create them) by their LA.You should contact your LA for further details.Enter the details in the appropriate boxes on the screen. The Next button will move you on to your next pupil.UPN - Other groups (optional)1 letter followed by 12 digits Click on appropriate button for gender Class/tutor group (optional) Postcode – all postcodes contain one space Click on Close when you have finished entering pupil names. Please note - You will not be able to move on to the next pupil on the screen if certain information is missing or invalid - if you attempt to click on Close the screen will not be saved.8 Foundation Stage eProfile
  9. 9. Merging data from one eProfile to anotherImprovements in version 2Using data transfer to send or receive profiles of transferring pupils Data transfer covers the sending or receiving of complete pupil information, including comments, between schools or even classrooms (see below). The Common Transfer File holds only the aggregatedcomponent scores and does not go down to item level. Neither does it allow for comments to bepassed between schools. You might want either to send complete data for one or more pupils whomay be transferring to another school or setting, or to import complete information for pupilstransferring to your school/setting whose details have been sent to you by another school/setting.Use the Data files/Backup menu item and select the “Read in data from another eProfile” or “Exportdata for merging with another eProfile” options. For the latter you will be asked to select the pupilsyou wish to export.Transferring pupil details and assessments will not be lost from your system until you select andremove the pupils.PLEASE NOTE:New pupils transferring to your school will be added automatically. You may wish to edit their detailsin order to place them into specific groups.For the purposes of performance management you may wish to consider whether any pupils whohave transferred to you from elsewhere should have the dates of their assessments altered to “Entry”.Using Data Transfer within your School/SettingIf your school/setting has a number of early years classes it may be more useful to install and run theeProfile in more than one place, with a view to gathering assessments to a designated “main” machineat various points during the foundation stage.Keep a copy of eProfile in the OfficeAlthough eProfile is used in the classroom as a formative pupil assessment information resource toreview pupil/group progress and guide planning it should also be installed on an office SIMScomputer. This machine can then be used both as a backup point for security and for easier datareturn at the end of the year. Follow the steps below, using a USB pen. Insert the pen before startingeProfile. Remember to remove it correctly.If you use eProfile in one classroom onlyClick on Data Files/Backup > Backup your work. Locate the USB pen (see page 16). When data has beencopied close eProfile and remove the pen safely.Take the pen to the office computer and insert it. Run Start > Programs > Foundation Stage Profile > V2Restore your workClick on the lower button. Locate your USB pen backup and select. Your work will then be copied over to the office machine.9 Foundation Stage eProfile
  10. 10. If you use eProfile in more than one classroom Click on Data Files/Backup and select Export data for merging with another eProfile. Locate the USB pen. When data has been copied close eProfile and remove the pen safely.Take the pen to the office computer, insert it and open eProfile. Click on Data Files/Backup and select Read in data from another eProfile Locate the file on the USB pen.Repeat this process for each classroom computer. Once this is completed the office computer shouldhold the assessments for all pupils in the foundation stage.You are recommended to follow the above procedures at agreed points during the year as well as atthe end, so that you do not have data on a vulnerable classroom laptop/desktop only. In schools withmore than one reception class the headteacher can use this computer to follow progress of all pupils.With the special data transfer facility you can create what is essentially a backup of selected pupils’details, assessments and comments to a USB pen for another school/setting to pick up and add totheir data set, and vice versa. The same can be done within your school/setting. This means that in alarger school/setting you can create separate “sets” of pupils for other teachers who are using theeProfile in their areas and read back the emerging profile data at various points in the foundationstage to the “central” eProfile. Once all data has been gathered you can then produce printouts andcharts centrally from the one machine (you can, in Version 2, select all pupils or different groups ofpupils for printouts and charts) and finally produce a single CTF file to send to your LA.PLEASE NOTEThere is a slight possibility of a conflict of assessments between two machines (there are very few, butthey need to be covered). Should this occur, the data being imported in will take precedence over thatalready held on the central computer.10 Foundation Stage eProfile
  11. 11. Selecting pupilsWhen the program starts, all the pupils on the disc are selected for you to work with. Youmay need to select a specific group of pupils to enter assessments for a particular class orfor producing a printout of selected data. Select Names then click on Select pupilsThe pupil selection dialog box that appears describes your current selection. You may eitherclick on the All Pupils button to select everyone, or click on a radio button with a view tofiltering down your selection.You can continue where appropriate to filter the list even further. Advanced selecting Shows selection You can pick more than one item from the list box by holding downClick on the the Ctrl key andgrouping you wish clicking onto select and you individual items,will be shown the e.g. a selectionavailable options in of individualthe list box. pupils. Click on Select to confirm. The text that describes this Click on your sort of selection selection and then simply says ‘custom click on the Select selection, XX button pupils’. You may further refine your choice by filtering down by a number of different criteria. Click on the Close button when your choice is complete. The choice you made will be displayed in the panel at the bottom of the main screen.11 Foundation Stage eProfile
  12. 12. Editing pupil detailsYou may wish to select the pupils whose records are to be amended. (See Selecting pupils)or simply scroll through the full list until you find the pupils whose details you wish to amend.For each pupil enter the appropriate new details. Move from pupil to pupil by clicking on the Prev. or Next button. Finish by clicking on Close.Removing pupils. Proceed with caution. Please read all messages carefully. You will be prompted to select the pupils whose records you wish to remove. (See Selecting pupils) WARNING Pupils who have been removed have their assessments removed too, and they vanish irretrievably from your computer. Deletions cannot be undone except by re-entering names and assessments again. Take care that you do not delete the whole cohort of pupils in error.12 Foundation Stage eProfile
  13. 13. Entering assessment - Pupil by Pupil Select Enter assessments Click on the tabs to bring forward the details for the The assessment details of the first pupil selected will be particular Component or displayed on a page with tabs similar to those found on record Area of Learning. cards. Record success against an item by clicking on the drop down box beside its descriptive text and selecting Enter comments as appropriate in either of the half term in which the the two comments boxes – “internal” assessment was made. comments will not be printed anywhere, and “reporting” comments will be used for printouts.Scores for components and areas of learning and the overall score are calculated anddisplayed and updated as assessments are recorded. There is provision for some very earlyassessment for this year’s cohort, but this will make more sense in future years when pupilsare assessed from entry!Do I have to specify the point at which a positive assessment was made?No – but it will prove useful for both future reference and performance managementpurposes if you do. Most of the graphs that eProfile offers (these can also be printed) canshow dynamically how pupils have made progress over the foundation stage – these will onlyshow any useful information if you record assessments chronologically.To build a profile of pupil progress you can enter the pupil’s entry profile by selecting Entryfrom the drop down box. When the pupil matches new items indicate the period in order tobuild up a profile. Foundation Stage eProfile provides some useful analyses of progressthrough the graphs, but only if the correct period is recorded for each assessment. If you areusing clerical support make sure that the person entering the data understands the concept.If, after agreement with your Head Teacher, you do not wish to make use of these analysesyou can enter the period for every assessment as End FSP.13 Foundation Stage eProfile
  14. 14. Why can’t I click in some boxes?Foundation Stage eProfile attempts to keep you in line with the rules that apply to enteringassessments for any pupil. You can tick the Alternative assessment applies to this component check box in any component only when the score for that component is zero. Once this is ticked you cannot click on or open anything else in this component. You can open the point 9 box only when all eight other assessments have been recorded in that component. Once something positive has been recorded here you cannot alter the other eight boxes without first clearing this box.You can tick the Further assessment appliescheck box only when entries have been made in allnine assessment boxes in that component. Youwill have to undo this before you can alter the point9 box and the point 9 box will have to be clearedbefore you can alter any other assessment box. Why is this all so restrictive? Asking you to work logically to enter assessments or make amendments helps you to check that you are not making any errors.Move from pupil to pupil by clicking on the Prev. or Next buttons. Click onClose (the X button on the top right of the page) to finish. All information issaved automatically.14 Foundation Stage eProfile
  15. 15. Using a grid for “bulk” data entry This method allows you to record assessments made of a group of pupils in a particular component. It works in a way similar to a spreadsheet. You may wish firstly to select the group you have been assessing. The screen below will show but in order to see assessments you must select both the component and the date from the drop down box. In the grid you will then see any assessments already made as asterisks or carets (^). Carets show assessments dated later than the half term you selected. These cannot be edited. Select a cell by clicking on it or using the arrow keys. Press the SPACE BAR to switch the assessment. Any assessments added will be saved immediately and when viewed under the Pupil by Pupil method shown above will show the half term against the assessment. You may continue data entry by selecting other components and/or dates. Click on OK when done.Click on the item number at the top of the grid to fill all cells underneath it with a positiveassessment. Please note You will not be able to enter alternative or further assessments for pupils under the bulk entry method. This information should be entered pupil by pupil AFTER you have entered bulk entry data in the grid. The bulk entry facility is for entering positive assessments against the printed criteria. Note also that if you enter a positive assessment when alternative or further assessments have already been entered, those assessments will be cleared and the new positive assessment details entered. You will still not be able to enter a positive assessment in the ninth column until the previous eight have been completed, and you will not be able to clear any assessment in boxes one to eight unless the ninth box is also clear. A box has been added which lists the text of the items so that you can make a quick screen dump if you wish. Thanks to Lisa Killelay, Worlds End Infant and Nursery School, Birmingham, for the idea. A new printout for version 2.4 gives you the facility to print sheets like this. 15 Foundation Stage eProfile
  16. 16. Making a backup of your data eProfile expects you to make regular backups of your work (you will be prompted whenever you close the program to make a backup to the computer’s hard disk). From version 2.3 you can also choose to make backups to any drive attached to your computer. A regular back up ensures that the re-entry of data following a hard drive failure or power failure is kept to a minimum. Do not use a floppy disk to make backups - this is not a reliable method any more. A USB pen is more reliable. To make an immediate backup of your work Select Data files/Backup and select Backup your work Select the drive to which you wish to back up your work, ensuring that if this is a network or USB drive it is properly connected.A message will pop up when the backup has been completed to letyou know exactly where the backup has been saved. KEEP A NOTE OF THIS INFORMATION.You are advised not to make repeated backups to the same location as you will end up with only one backup. Always allow yourself access to at least 2 backups. To make a backup or backups to your computer when you finish the program. Foundation Stage eProfile saves your work to a new backup folder whose name will show both the cohort year and the date of the backup. It takes just a few seconds. Click on Exit to finish the program. Confirm that you wish to make a backup by clicking on Yes in the dialogue box. Make a note of the message that follows as this tells you where your work has been backed up 16 Foundation Stage eProfile
  17. 17. Restoring your work after a computer catastropheThis facility will only be useful if you have made a backup recently! If you haven’t then it’s attimes like this that you will wish you had.Run the Restore your work program: Click on Start | All Programs | Foundation Stage profile | V2 Restore your work. There are two options: the first is to restore an automatic backup - the one which you made when you last closed eProfile (assuming you clicked on Yes in the dialogue box - see previous page ). This option will offer you a list of folders with dates in their names so you can find the last backup you made and pull that one back. The second choice is to allow you to restore an "immediate" backup you made using the backup feature or to restore a backup from another machine made that way (see pages 9 & 10). Navigate to your backup and select and a message will inform you of the restoration.Whatever password you used in the backup you’ve restored will be the password you needto use when you next run the Foundation Stage eProfile.17 Foundation Stage eProfile
  18. 18. Tracking Pupil Progress There are two graphs (which can be printed) showing how pupils have made progress over the foundation stage – these will only show any useful information if you record the information chronologically. To build a profile of pupil progress, enter the pupil’s entry profile by clicking on Entry from the drop down box when entering assessments Foundation Stage eProfile provides some useful analyses of progress through the graphs but it is important that the correct period is recorded for each assessment. If, after agreement with your Head Teacher, you do not wish to make use of these analyses you can enter the period for every assessment as End FSP. Practitioners who make use of the eProfile for recording assessments formatively have access to a wide range of instant analyses in the form of charts that can help them to view attainment and progress of their pupils at any point in the foundation stage. Some of the charts are interactive, and allow the practitioner to produce animated charts that show how a pupil progresses over time. There are charts that offer statistical analyses of the attainment of boys, girls and the whole cohort. It is possible to select a specific group of pupils and look at how they are doing. What charts are available in eProfile? GenderChart What it shows analysis?Averages – bar For the selected group of pupils the average score achieved in each components Yesstyle (scale) at any point in time. The user selects a point, labelled a “growth point” and the chart shows the average scores of pupil at that point in time. This allows the user to produce charts retrospectively. The chart displays the information in bar format.Averages – The same information as the bar style, but results are splayed out from the centre Yesradar style of a circle and in line rather than bar format.Incremental A simple chart showing the running total of all points scored by all selected pupils Noprogress overall over time. It shows the rate at which pupils “gain weight” as time goes on.Progress in This was removed in version 2.3 as it can be emulated and improved upon by Nocomponents recent improvements to the first graph, but popular demand has brought it back.overall The graph shows the average points score on entry for all selected pupils and the current average points score side by side for each component. This graph does not work retrospectively to show average scores after, say, two terms.Item coverage in Select a component. A bar chart is displayed with a bar representing each of the Yescomponents nine items in the component. The bar shows the percentage of pupils who have achieved this item. It is useful for planning next steps.Individual pupil Select a growth point and a pupil. This shows a graph of component scores for Noscores in each pupil to any point in time.components 18 Foundation Stage eProfile
  19. 19. These charts cover a range of analyses and performance management information. A recent featurein some of these charts is the facility to choose the point in time for which the chart will show thepupils’ attainment (i.e. any later assessments will be ignored for this purpose).Some of the charts in further detailAverage points score per component/scale This chart first appears blank. Once the “growth point” is selected the average of all scores achieved up to that point in each component will be displayed. These two graphs are displaying the same information.19 Foundation Stage eProfile
  20. 20. Coverage of items in components In this example Social development has been selected from the drop down box. The numbers 1 to 9 across the bottom axis represent the nine items in this component. All pupils have achieved the first three items and number 5. 47% of allPoints scores in components have pupil have achieved item 4. No girls achieved item 7 or 8. No-one has yet achieved item 9. A close examination of what pupils have achieved (and the gender split?) can help you in planning your next steps. This chart first appears blank. You will need to select both the growth point and the individual pupil. The chart shows the actual score achieved in each component. “Animating” your chart This is a good candidate for “animation”. Scrolling through the “growth point” dropdown box will provide you with a picture of progress over time. When the dropdown box is highlighted you can use the up and down arrow keys on the keyboard to “animate” the display.Viewing less barsIn charts which show boy/girl/all bars you can click on the coloured lozenge in the legend at thebottom and it will cause the bars of that colour to toggle on or off.Customising chartsThere are some buttons at the base of the chart window. The set square button allows you tocustomise a chart to your requirements. Some of the features, such as 3D view and perspectiveadjustments may make the charts look more presentable, but any practitioner knows that this will addnothing to what the charts are telling you! Use discretion when adapting the look of charts. (The“save” button performs no useful function, but it was not possible to hide it from view.)20 Foundation Stage eProfile
  21. 21. Selecting pupils In this example, after selecting My Groups, the user can select pupils who entered in the Autumn, Spring or Summer term. In order to make this happen, the correct information must be entered against each pupil. In the Edit Pupil details screen you can see that “Autumn” has been entered for this pupil in the “My groups” windows. You will also note that the Class has been filled in. This information is not automatically loaded from a Common Transfer File (but it could be if you imported a CSV file). If you are happy to work through all pupils and enter the groups you want to place them in for the purposes of comparison then simply enter the information manually (it does not matter which of the four windows you use).The charts take on further usefulness when you select the group of pupils whose achievements youwant to chart. You may wish, for instance, to select the Autumn joiners and produce charts for themand then select the Spring joiners to see how they are progressing. You may wish in a larger schoolto look at the progress of pupils in different classes. Whatever you might want to compare, this issomething you can do quite simply by adding tags to pupils.Copying charts On each chart there is a Copy button. This will copy the body of the chart to the clipboard, enabling you to paste it into any suitable application. You may, for instance, want to copy a number of charts and paste them into a presentation slide set or into a discussion document for governors or into a display for parents. Simply click on the Copy button, move to or open the target application and select Edit – Paste.Printing chartsThere are two print buttons. The top one prints the chart with contextual information. The lower oneonly prints the chart itself, but you do have a range of options over how it is printed.21 Foundation Stage eProfile
  22. 22. Producing an assessments CSV file.This facility creates a dump of pupil details and assessments to a CSV file. This is useful ifyou are familiar with using spreadsheet programs like MSExcel.The file is also created automatically on the export drive when you create the final CTF Select Data files/Backup Click on Produce an assessment CSV file22 Foundation Stage eProfile
  23. 23. Producing end of year reports in eProfileWhat does the reporting section do?The eProfile can produce an end of year report that contains the necessary elements forstatutory reporting to parents. It uses examples of the statements against which pupils havebeen matched along with the comments for reporting that practitioners have entered withinscales and areas of learning to form the main text of the report. A simple cover sheet andfinal page containing general comments and other information (both optional if you wish toproduce your own) form the outer shell.The reporting section has been designed to be as easy as possible to use. Based on thenotion that assessments have been already entered and comments for reporting have beenmade during the formative assessment of the pupil there should be only the generalcomments and other bits for the final page to produce.What do I need to do in order to produce reports?In order to produce end of year reports you will need to have completed the following: • Assess all pupils against the Foundation Stage Profile. • Enter comments in the “comments for reporting” boxes in each scale and area of learning (optional) • Enter final general comments (optional) • Enter attendance information either through the CTF from your MIS or manually. • Enter any final information, e.g. dates of consultation meetings.If all of the above has been completed you will be able to produce for each selected pupil athree-part document containing a cover sheet, the main reporting section and a final sheetfor general comments and other information. You can choose to output all or any of thethree sections. If you prefer to hand write some comments you can specify the amount ofspace that should be left blank for this.How will a pupil report look?For each pupil the main report section will consist of each AOL title and an AOL description(optional). Within each AOL there will be the component/scale title (if more than one in theAOL) followed by two paragraphs. The first will list examples of statements matched. Nomore than 5 of the 9 statements will be printed as more than this could clog up the report.What will be reported is a check against the stepping stones and early learning goals withexamples of statements matched. The second paragraph will be the comment for reportingentered against that pupil. No scores will be reported. The AOL comment for reporting willbe placed after this. Each element of the report can be assigned a font so that you canadjust its face, size, weight and colour.Can I spell check?Spell checks can be performed on each box into which you can type information – look forthe spell check buttons. If you are using the spelling facility for the first time you will need tocheck spelling against each pupil. Remember that a spell checker does not understandsyntax or grammar, so synonyms will pass (parse?!) through.I want to hand write some of this reportYou have the option to specify the amount of space eProfile should leave for you to writeyour own scale, AOL and general comments.Can I print out just one class?Yes. Select the pupils first.Can I print our report in our usual A5 format?Yes. Produce the report in MS Word and resize the page. However the standard size is A4..23 Foundation Stage eProfile
  24. 24. Step by step reporting Report layout and fonts Select which sections are to be produced, the fonts for each element of the report and how the final report is to be produced – to preview and printer or to MS Word (if Word is installed). The sections tab allows you to choose which section or sections of the report you wish to have produced. You can also specify the amount of space you require for any element you wish to write by hand. The space you specify will apply throughout the report. The fonts tab allows you to choose the font name, size, colour and weight. Click on the element you wish to change and enter the details in the pop up font dialog box.An example of text in that font choice will appear in the lower window.The outputs tab allows the choice of output to the printer (you will see the report in previewfirst and can cancel before it prints) or to MS Word.Area Of Learning descriptorsA brief description of the area of learning (AOL) which informs the reader of the nature andcontent of each. This will appear after the AOL title in the report. You have the option toleave them blank if you do not require them.Last page commentsThis allows a simple preview of a pupil’s report and provides two boxes into which generalcomments may be entered – these may be for practitioner and head teacher. The windowcan be expanded and resized to allow for easier working. Remember that screens set to lowresolution (i.e. larger fonts) are probably not the best environments for this sort of work.AttendanceConfirm that your school’s data entry clerk has filled in the pupil attendance details on theschool’s MIS. Export a Common Transfer File for the cohort to floppy disk and import this tothe eProfile. As well as tidying any names changes the attendance information will also beloaded in. Otherwise you will need to type in the attendance information by hand – maximumsessions, sessions attended and number of unauthorised absences.Produce ReportsBEFORE you produce reports please check the following: • the school name on the cover sheet is correct (options | change school details) • you have selected the pupils you want (it is advisable to produce reports in small batches i.e. per class rather than per cohort). • the printer is primed and loaded (but see notes below) • you have already produced a small sample and have agreed within a whole school context that the layout is correct.Now press the button.Output to printer and this will first produce a print preview. Output to Word will work relativelymore slowly and you should wait for the progress bar that pops up to run its course. You willbe asked to supply a file name for the document and then it will close. Run Word and locatethe document.24 Foundation Stage eProfile
  25. 25. Things to watch out for or to considerGeneralThe school name on the cover page will reproduce on the report EXACTLY as you haveentered it. Check under Options | Change school name.Style considerationsIt is best to use basic fonts. The default settings are offered as a model of constraint.The report should be seen as a distillation of the pupil’s achievements therefore it is best notto make it too lengthy.PrintingUse a quality printer – perhaps the office has a laser printer.The quality of paper is important for what is a statutory document.Coloured inks are expensive.Remember!1. Make regular backups - Its so simple – click onData files|Backup-Backup your work.2. Use a USB pen for your backups. As these are nowso cheap you should use one for nothing other thanmaking a backup of your eProfile work.3. Keep the USB pen in a safe place away from thecomputer.4. Advanced - you may need to seek assistancefrom your ICT support technician to set this up. Youcan keep multiple backups in separate folders. Thefolders must be created in advance with memorable ormeaningful names such as "Sept07", "Oct07", etc.25 Foundation Stage eProfile
  26. 26. Common QueriesWhat is the minimum computer specification for running eProfile?It is expected that eProfile will run on a standalone computer running Windows XP or later.There should be at least 128Mb of RAM and at least 4 Gb of free disk space. The operatingsystem and drivers should all be maintained to the latest updates. eProfile only runs on anApple computer if it has Windows emulation – there is no Apple version.If users wish to use Word reports from eProfile this has to be correctly installed with all of theusual options. It cannot be guaranteed, however, that the connection to Word will besuccessful.eProfile expects a printer to be “installed”. You do not have to have a printer attached butthe Printers folder should contain at least one printer even if you have no intention of printingfrom that computer.The date and regional settings should conform to UK standards.The program disappears after I type in the passwordThis happens when you type in the wrong password - the program will close immediately.Has the password been changed since you last used it? Check also that the keyboard is notset to Caps Lock on. In the final event you can restore a backup you made earlier as thepassword you know will be stored as the password.The software has installed but will not start.If the machine is new you should check that a printer has been installed on the hard drive.The Foundation Stage eProfile will not start unless a printer is installed in your Windowssystem.The software won’t run on our school networkThe eProfile cannot be supported on network machines due to their complexity andvariety. It will probably work on a well organised network with the support of an ICTtechnician. For network machines we can advise that the software is installed in your userarea and you are the only user who can get access to it. Ideally to the eProfile should beused on a standalone machine.The software installs and runs but when I come back later it’s disappeared from theStart MenuThis may be caused by the “safety/protection” features in some classroom computersdesigned for pupil use. These are made to start up with the same screen every time unlessyou change it. This has advantages in the classroom but it does not help you here. Thesoftware has not been removed, but the connections to it have. You should find out fromyour ICT support staff how to log in to these machines with the authority to save the screenor menus so you can see them when you next log on.The “Select a Cohort” box is empty.Firstly check that the computer is showing the correct date. Double-click on the clock in thecorner (if it’s not there then you will need to switch the view back on). If the date continues togo wrong you need a new battery for the clock.The computer needs to be set to UK settings. Go to Control Panel, select “Regional….” (theactual title depends on the version of Windows) and open the Date section. Against “shortdate format” enter these characters: dd/MM/yyyy. A date such as 3 October 2008 shouldappear as 03/10/2008 (and not 10/03/2008 or 10/3/2008, which will cause the error abovewhen eProfile attempts to determine the date on launching).26 Foundation Stage eProfile
  27. 27. The program says that “9/ (or something similar) is not a valid integer” and then fails torun properly.Check the answer above.The program has jammed, or “hangs”.From time to time programs do this. It is not necessarily the fault of the program but of thesystem on which it is running. It may happen if your computer is running quite a number ofprograms at any one time.. Sometimes it might just be a power dip. If the Foundation StageeProfile hangs and nothing seems to work you can probably just reset your machine and getaway with it, except if you were adding or removing pupils at the time it jammed. If work getslost run the Restore your work program and restore the last backup known to be good.The latest upgrade has removed all of my workIt has not. Upgrades only update the software, and do not touch the data. The most likelyreason for your work not appearing is that your previous installation was to a differentlocation on the computer from the one you selected for the current installation. Installing anew version to a different place will mean that you have started form scratch.You are strongly recommended not to change the installation folder unless there is a strongoperational reason for doing so.To find the orphaned data use Windows’ Search facility to look for instances of the eProfilefile fsp.exe. Consult with your ICT support on your next steps.We have some new pupils from a school that is using the eProfile. Can we get theirassessments in?Yes, and their names, too, in one operation. Use the Data files/Backup menu item “Read indata from another eProfile”. The sending school will have selected the transferring pupilsand chosen the other item in that menu to create what is essentially a selective backup. The“read in data” facility will load the pupil information into your eProfile.We’ve set up the eProfile on two machines in two rooms and loaded the pupils on toeach machine. How do we get it all back to one machine for reports?Use the data transfer facility as outlined in the manual.It keeps telling me the children are out of age rangeEnsure that the date and time is set correctly on your computer. Use the Control Panel –Regional Settings – Date. Also check that the date format is UK and not US, as the USformat swaps round the day and month.Make sure you have chosen the correct cohort when the program starts. The year youchoose is the calendar year in which those pupils will complete the Foundation Stage and goon to Key Stage 1.There is no easy way of rescuing work done with pupils who have been entered into thewrong cohort apart from deleting them and starting all over again.The report to MS Word doesn’t workThe components that eProfile uses for reporting to Word have to speak to the Microsoft Wordsoftware. These components are tried and tested commercially. You must, of course, haveMS Word installed and a reasonably capable computer which has the capacity to deal withthe complex processes involved.I keep getting an “Access Violation” errorAnother piece of software is trying to use the memory space on the computer that hasalready been allocated by Windows to eProfile. This is not the fault of eProfile. It is the faultof the offending software. Unfortunately, the error message doesn’t tell you which softwareis causing the problem, but experience suggests that it is likely to be a badly-written printer or27 Foundation Stage eProfile
  28. 28. other device driver. If the problem occurred after you installed some new device to work withthe computer then it may well be that this is to blame. Uninstall and remove it and seewhether eProfile works correctly after that.Have I got a virus?Viruses and other malware/adware/spyware, etc. can seriously affect the running of people’scomputers. It is strongly recommended that you use up-to-date anti-virus software andregularly update it. If other people (and pupils) have access to your machine you MUSTensure that they are not introducing viruses from Internet downloads. Check your school’spolicy on these matters.Before calling for help..Please ensure before calling your LA IT support that your problem is not already listedabove.Check also • that your machine is a standard, modern Windows computer; • that it is not subject to restricted user privileges by your ICT support or school policy; • that it is not part of a protected network (we can’t help with networks – they are all different); • that it is set up to UK standard date formats: Control Panel | Regional... | Date – enter a short date format dd/MM/yyyy. • that your antivirus software is up-to-date and reports no errors.28 Foundation Stage eProfile