Data Administrators Handbook

2016

Carlton Bolling
M.Sharman

DATA
ADMINISTRATORS

HANDBOOK

June 28, 2016 HANDBOOK

Contents

Introduction ...................................................................................................................................................................... 4

Addresses .......................................................................................................................................................................... 4

SIMS Resources ................................................................................................................................................................. 5

Handbooks ................................................................................................................................................................ 5

 Assessment Manager 7 ......................................................................................................................................... 5

 Assessment Levels ................................................................................................................................................. 5

 Assessment Mapping ............................................................................................................................................ 5

 Assessment Reports .............................................................................................................................................. 5

 Assessment Utilities .............................................................................................................................................. 5

 KS5 Release July 16 ............................................................................................................................................... 5

 Profiles Guide ........................................................................................................................................................ 5

 Running Report ..................................................................................................................................................... 5

 Setting Up and Administering SIMS ...................................................................................................................... 5

 Student Reports..................................................................................................................................................... 5

Quick Guides ............................................................................................................................................................. 5

 Group and Trends Analysis.................................................................................................................................... 5

 Working with Mark sheets .................................................................................................................................... 5

 Managing PI Data ................................................................................................................................................. 5

 Mark sheets........................................................................................................................................................... 5

 Results Day Survivor Kit......................................................................................................................................... 5

 Recording External Results.................................................................................................................................... 5

 Creating Profiles.................................................................................................................................................... 5

 Creating SIMs Macros for Reports ........................................................................................................................ 5

 Designing Reports ................................................................................................................................................. 5

 Predefined Reports................................................................................................................................................ 5

 Scheduled Reports................................................................................................................................................. 5

Key Terms to learn ............................................................................................................................................................ 6

An aspect is…............................................................................................................................................................. 6

A grade set is… .......................................................................................................................................................... 6

A result set is… .......................................................................................................................................................... 6

A template is… .......................................................................................................................................................... 7

A Marksheet is…........................................................................................................................................................ 7

The Assessment Mapping Tool is… ........................................................................................................................... 8

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Summing up… ............................................................................................................................................................... 9

Aspect........................................................................................................................................................................ 9

Aspect Type............................................................................................................................................................... 9

Category .................................................................................................................................................................... 9

Category Type ........................................................................................................................................................... 9

Result Set .................................................................................................................................................................. 9

Template ................................................................................................................................................................... 9

Importing Tracking Data into SIMS ................................................................................................................................. 10

Setting up DCP to be completed:.................................................................................................................................... 13

Setting up EVA grades on correct DCP to be completed: ............................................................................................... 14

Average Point Scores: All and GCSE only ........................................................................................................................ 15

Setting up SISRA and EVA for student DCP data............................................................................................................. 17

Getting SISRA ready .................................................................................................................................................... 17

Uploading to SISRA...................................................................................................................................................... 20

Getting EVA ready: Part 1 ........................................................................................................................................... 21

Setting up EVA for student DCP data Part 2 .................................................................................................................. 23

Current Grade Tab ...................................................................................................................................................... 23

ETA Grade ................................................................................................................................................................... 24

Sims Marksheets: How to remove a result keyed in error ............................................................................................. 25

Trackers........................................................................................................................................................................... 26

Introduction ................................................................................................................................................................ 26

Methodology............................................................................................................................................................... 26

How to print timetable Adjustments .............................................................................................................................. 28

The Side Menu ............................................................................................................................................................ 28

The Top of Page Menu ................................................................................................................................................ 29

How to bulk update Result Sets in an Individual Report in Assessment ........................................................................ 30

Collecting Results from SIMS Assessment ...................................................................................................................... 35

04|Administering SIMS Assessment ............................................................................................................................... 36

Introduction ................................................................................................................................................................ 36

Planning Considerations ............................................................................................................................................. 36

How do I Categorise Assessment Information?...................................................................................................... 36

What Sets of Valid Grades can be Used Consistently throughout the School?...................................................... 36

What can be Assessed? What Type of Result can be Recorded? ........................................................................... 36

What Results can be Entered? ................................................................................................................................ 37

What existing results can be displayed?................................................................................................................. 37

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Are there any results that cannot be edited? ......................................................................................................... 37
How do I produce Individual Reports?.................................................................................................................... 37
Can I perform any calculations on the results entered or displayed? .................................................................... 37
Which pupil/students should appear on the Marksheets or OMR sheets? ........................................................... 38
Who will complete the Marksheet?........................................................................................................................ 38
When do the Marksheets need to be completed? ................................................................................................. 38
How do I know when the Marksheets have been completed? .............................................................................. 38
Can I delete completed Marksheets? ..................................................................................................................... 38
Can I import and export assessment information? ................................................................................................ 38
The Assessment Definition Process ............................................................................................................................ 39
Step 1: Creating Categories (Optional) ................................................................................................................... 39
Step 2: Creating Grade Sets .................................................................................................................................... 39
Step 3: Creating Aspects ......................................................................................................................................... 39
Step 5: Creating Lookup Tables (Optional) ............................................................................................................. 40
Step 6: Creating Templates ..................................................................................................................................... 40
Step 7: Creating OMR Templates............................................................................................................................ 40
Step 8: Creating Marksheets and OMR Sheets ....................................................................................................... 40
Step 9: Entering and Reviewing Data...................................................................................................................... 41
SIMS QUICK GUIDES........................................................................................................................................................ 42
Assessment- Working with MarkSheets ................................................................................................................. 43
Managing PI Data .................................................................................................................................................... 45
Working with MarkSheets ...................................................................................................................................... 47
Examinations Download Day .................................................................................................................................. 49
Creating a Macro Report in SIMS............................................................................................................................ 51
Designing Reports in SIMS ...................................................................................................................................... 53
Pre-Defined Reports................................................................................................................................................ 55
Running Scheduled Reports .................................................................................................................................... 57
Creating Profiles...................................................................................................................................................... 59

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Introduction

This handbook is a collection of ‘how to..” tasks I have worked on so far. There is currently no style guide as it is ad
hoc. Later there may be a more polished version.

Addresses

www.sisraanalytics.co.uk

https://www.hightail.com/dropbox?dropbox=eva-schools

SIMS
Routines > Data In > Assessment > Import from Spreadsheet
Select AssessmentSIMS> Reports> run report
Focus>student> SISRA Analytics Students Report Amend V3>Template
Run Report > Focus>Student>EVA Pupils & Classes by DC
Depots
U:\Faculty Folders\Score Cards 2015-16\DCP5
Chris Herbert Data V:\Leadership\Data\DCP 2015-16 DATA
V:\Data\ETA data Collection Booklet
V :\ Data\SISRA Data\2015-2016\ DCP (?)
V :\ Data\EVA\2015-16

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SIMS Resources

Below are a set of quick Hyperlinks to Sims resources.

Handbooks

 Assessment Manager 7
 Assessment Levels
 Assessment Mapping
 Assessment Reports
 Assessment Utilities
 KS5 Release July 16
 Profiles Guide
 Running Report
 Setting Up and Administering SIMS

 Student Reports

Quick Guides

 Group and Trends Analysis
 Working with Mark sheets
 Managing PI Data
 Mark sheets
 Results Day Survivor Kit
 Recording External Results
 Creating Profiles
 Creating SIMs Macros for Reports
 Designing Reports
 Predefined Reports
 Scheduled Reports

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Key Terms to learn

An aspect is…
An aspect is a fundamental element of the assessment process within SIMS Assessment and represents any
assessable task or event for which you wish to record a result (such as a test, or a reading assessment). Aspects can
be likened to the column headings in a teacher’s mark book.

Each aspect has a name, column heading, and a type that defines the sort of result that can be recorded. The
following aspect types can be used: grade: any character or combination, such as A, B, C, D, 1, 2, 3, etc. and symbols
+, -. marks (integer): a number with no decimal points, e.g. 54, 75, etc. marks (decimal): a number with two decimal
places, e.g. 9.75, 84.25, etc. age: expressed in years and months e.g.12/9, 8/4, etc. Often used to record Reading
Ages. comments: up to 1000 characters of free text.

Aspects can be defined for each discrete activity, project, test, etc. for which a result is to be recorded. Whilst a result
can represent a level of performance it could also represent the number of times a pupil/student has done
something, such as attend a school club.

The aspect defines what is to be recorded, but the result itself is stored separately in the database. Each time a
result is entered and saved, the following information is recorded: aspect, result, Pupil/Student ID and result date.

Therefore, a record is created for each result entered, allowing a history of results to be maintained for each aspect.
If, for example, John Brown repeated the same assessment for each day of a given week, then five records would be
created in the same aspect.

Before creating grade aspects you must have previously created any required grade sets. A grade set defines the set
of valid grades that can be recorded.

A grade set is…
A grade set is a collection of valid grades that can be entered as results for grade aspects (e.g. A, B, C, D and E). The
same grade Set can be associated with more than one grade aspect, removing the need to redefine valid grades for
each new grade aspect and encourages consistency across the school. For example, English Effort, Maths Effort and
Science Effort aspects could all be associated with the same Effort grade set of A, B, C, D and E.

A result set is…
By default, each time a result is entered for a pupil/student in a data entry column, the result is added to existing
results to form an ongoing result history. For example, where the same assessment is made each half-term using the
same aspect, there are perhaps six assessments recorded in the year for that particular aspect. SIMS Assessment
stores these results as a result history.

However, there are times when a history is not required and you want to store only one result for an aspect, for
each pupil/student, (e.g. at the end of a Key Stage when a single, final level is recorded). You may want to update
and amend this assessment, with no record of past results being held. In this case, results should be associated with
a previously defined result set. This is achieved by linking the data entry column in a template to a previously defined
result set. All results recorded via such columns are associated with that result set automatically and overwrite any
existing records. Where a data entry column is associated with a result set, that data entry column only ever holds a
single assessment result at any one time.

For example, a pupil/student can only have one, final ‘Key Stage 1 Mathematics Level’ result, where ‘Key Stage 1’ is
the result set and the aspect is ‘Mathematics Level’. At the same time you may wish to maintain a history of

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assessments leading to that final position. The ‘Mathematics Level’ aspect may still be used for this purpose but it
will not be associated with a result set. To record results throughout the year, a marksheet can be created, with one
data entry column being the ‘Mathematics Level’ aspect. This builds up a result history. This data entry column is not
associated with a result set. When the final Key Stage 1 Level results need to be recorded, another marksheet can be
created, again with one data entry column being the ‘Mathematics Level’, but in this instance it would be associated
with the ‘Key Stage 1’ result set. The final Key Stage 1 Level results are entered through this data entry column and
only a single result is stored.

Result sets can also be used to identify sets of results from different aspects. For example, you may have a result set
for each Year’s Effort grades and associate all the aspects (such as English Effort, Maths Effort, etc) with the
appropriate Year’s Effort result set (e.g. Year 7 Effort, Year 8 Effort and Year 9 Effort).

A template can be created in order to display, for example, the English Effort results. The template would consist of a
number of data review columns for the same aspect (i.e. English effort aspect). Each column can be associated with a
different year’s effort result set. One column is associated with the Year 7 Effort result set, one with the Year 8 effort
result set and one with the Year 9 Effort result set. The marksheet that is subsequently created from this template
would then display the English effort results for years 7 to 9.

This facility is also useful for exporting, when you are able to select a complete set of data for a particular event or
milestone. For example, your LA could distribute a set of templates to your school. The results entered through the
subsequently created marksheets can then be associated with a result set. When exporting the data to your LA, you
can elect to transfer only results associated with that result set, ensuring that the appropriate data is transferred.

A template is…
A template is the definition of the set of columns that will appear in the resulting marksheet(s). It consists of: a name
a short textual description which appear as notes on subsequently generated marksheets data entry columns data
review columns, which display previously recorded results formula columns which calculate results using outcomes
from other columns in the template. The calculated results can be saved (data entry formula columns) or produced
for display purposes only (data review formula columns). an association with one or more categories used to group
the templates in a meaningful way e.g. Science templates, English templates, etc.

When defining templates, you can include columns for entering data, reviewing data or a combination of both. It is
also possible to include formula columns that calculate results based on data stored in other columns of the
marksheet. One template can contain up to 249 columns – 230 plus 19 data columns (i.e. columns that contain data
collected via pre-defined fields accessed from the right-click menu).

Templates can also be imported and exported and shared throughout your school or across establishments. Your LA
may supply you with templates to import in addition to those that have been supplied by Capita Children’s Services.

A Marksheet is…
Marksheets are created by associating a group or groups of pupil/students with a selected template. One marksheet
is created for each supervisor of the chosen group(s). The marksheet remains associated with the template until
such time as the marksheet is deleted. Therefore, any changes to the template are reflected in the associated
marksheet the next time it is opened.

Marksheet Permissions

You must have the permissions associated with the Assessment Co-ordinator role to be able to manage marksheets
(add, edit, delete, etc.). Users with the permissions associated with the Assessment Operator role can view all

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existing marksheets and add/edit results to all marksheets. Users with the permissions associated with the
Class/Registration Group Teacher role can view, add and edit results for their own marksheets only.

Supervisor

View course marksheets only

Supervisor Title Marksheet Access Levels
Class Teacher (this is not one of View own class marksheets only
the Course Manager Supervisor
Titles) View course marksheets and class
Head of Department marksheets
View course marksheets and class
Second in Department marksheets
View course marksheets and class
Course Co-ordinator marksheets
View course marksheets and class
Head of Faculty marksheets
View course marksheets only
Curricular Manager View course marksheets only
Supervisor

The Assessment Mapping Tool is…
The Assessment Mapping Tool provides a method for mapping aspects and result sets that have been defined by the
school, Local Authority or other local body, to more widely recognised aspects and result sets that have been defined
by Capita SIMS (CES).

The mapping process has been separated into several stages and each of these stages has its own designated tab
within the Assessment Mapping Tool.

If you decline the option to import the new and updated Assessment resources automatically the first time you
access an Assessment menu route following a SIMS upgrade, you must import them manually from the AMPA folder,
via Routines | Data In | Assessment | Import: English Primary schools can navigate to the \AMPA\England Primary
(and Middle Deemed Primary) \Assessment Manager folder, highlight Assessment Mapping Tool Primary.xml then
click the Open button. This file contains the destination aspects and result sets for EYFS, Key Stage 1 and Key Stage 2.
English Secondary schools can navigate to the \AMPA\England Secondary (and Middle Deemed
Secondary)\Assessment Manager folder, highlight Assessment Mapping Tool Secondary.xml then click the Open
button. This file contains the destination aspects and result sets for Key Stage 2 and Key Stage 3. Files containing Key
Stage 4 resources are also available for import; these are the KS4 Assessment Mapping Tool Aspect.xml and the KS4
Assessment Mapping Tool Resultsets.xml.

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Summing up…

Aspect
Any task or event for which an assessment outcome can be recorded. Aspects can be likened to the column headings
in a teacher’s mark book. Each Aspect will have a name, a Column Heading and a Type that define the sort of result
that can be recorded.
Aspects can be imported and exported via XML files.

Aspect Type
Defines what type of assessment outcome can be recorded. There are five Aspect types:

 Grade – e.g. A, B, C, D etc.
 Marks (Integer) – e.g. 54, 75 etc
 Marks (Decimal) – 68.75, 84.25 etc
 Age - 12/9, 8/04 etc
 Comment – free text up to 1000 characters

Category
Defined to identify sets of related information. Once created, Aspects, marksheets and templates can be associated
with one or more Categories enabling the view, in their respective browsers, to be restricted or filtered according to
the Categories selected.

Category Type
Used to organise Categories. For example the English, Maths and Science

Result Set
Results can be associated with a result set to make sure that only a single result will be stored. This single result can
be overwritten but not appended to. This might be used, for example, to store End of Key Stage results.
This is in contrast to the default setting, where a history of results can be stored for the same Aspect.

Template
The definition of the columns (Aspects) that will appear in marksheets. Once defined, templates are associated with
one or more groups of pupil/students to create marksheets

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Importing Tracking Data into SIMS

1. Log into SIMS
2. Go to Routines > Data In > Assessment > Import from Spreadsheet

3. You need to open the “export.csv” file (or other csv file containing assessment data) you wish to import.
As SIMS runs on a remotely hosted virtual machine, the drive is not the “Local Disk (C:)”, as this is the drive on the
remote computer.
If you have followed the export from e1 instructions, typing \\tsclient\C\export.csv in the file name box should find
the correct file. Otherwise open the “C on Computer Name” and navigate to find the csv file you wish to import.
In the example below the Computer is named “HEADSLT”.

You can import any spreadsheet (saved as a csv file), so long as the first row contains column headers.

Only levels which exist within the grade set can be imported: whole levels (4), sub levels (4b), working towards
(W), P Levels (P4).

Other, non-standard, grades (eg. 4a/b, 4.3, <2, B2 etc.) will not be imported, and you will see these listed in a
report at the end of the import process.

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4. Now match each column to a SIMS assessment “Aspect”.

Click in a grey box above the pupil names.

Select the appropriate Aspect – either
NPT Subject Level or NPT Subject Target .

Choose the Result Set for the appropriate year
and term.

Continue matching each column to an
assessment, skipping any unused assessments.
Then click Next.

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5. Check that the pupils match the pupils held in SIMS. If the import file was exported from e1, all pupils should
match as the databases should be identical.

This box will contain the This box will contain the
student names you are matched names from
importing SIMS.

If there are any
unmatched gaps – click
on the gap in this window
and then use the student
finder.

6. Click Finish and check the report:

As the imported data will contain many blank results, there will be a lengthy “error” report. Check for any results
which could not be imported and make a note. If importing from e1, all results should import without errors.

Note: the first release of the grade set did not allow the subdivision of Wc, Wb and Wa. This has been fixed from
June 2011. If you have errors reporting that Wc, Wb or Wa cannot be imported, please contact ICT solutions
helpdesk.

7. You may wish to check the NPT Data Checking marksheets, to check all data is imported correctly. The import
process only imports levels and targets, all value added measures (and the overall English levels) need to be
calculated on marksheets within SIMS.

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Setting up DCP to be completed:

Task: To make aspects readable for relevant DCP concerned.
Use SIMS Select Assessment>Template

1. Browse by Faculty (years 7 to 11 [Years 12 &13 are under FAC]) and choose first relevant name

2. In Template columns untick the relevant 5
DCPS

3. On Marksheets untick the Complete that 4

require it 1

4. Save work

5. Select next template details

2
3

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Setting up EVA grades on correct DCP to be completed:

Use SIMS Select Assessment>Template

Browse by “EVA”

1. In the Basic > Notes box: add Effective Date for the DCP (remember to also change the DCP number as well!)

2. Check the current DCP in the results

set

3. Click on replace icon

4. In the pop up box choose the result set

to be replace from the select result

set box (if you type “Y” for year the

select results set will move you to the

correct area)

5. Next choose the new result set replace

from the select result set box

6. The result set box should look like this

7. Update and check the result sets have

been updated in Template columns 1
(2)

4

2
3

4 5
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Average Point Scores: All and GCSE only

1. In Sims: Generate a Report (top tabs) that contains year group, identifying numbers and any other key info
you need. Then export the report to Excel.

2. In SISRA Analytics: Select Reports (top Tab) select year cohort required note also Leavers cohort tab on the
right. Select the ETA Exams you want to use as a base list. Choose the export tab.

3. You then need to align the two different spreadsheets using ID and names.
4. Find the pupils scores from the student summary
5. Do calculations for All and GCSE and enter results onto spreadsheet
6. Save as a csv file with only relevant data to be uploaded.
7. Close file
8. In SIMS : Routines>Data In>assessment>import from spreadsheet
9. Select the data file to be uploaded.
10. Link the fields by right clicking in the greyed area of each column to match the SIMS fields (a, b, c, etc.)

10

ab c
3

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11. To choose the correct place to put the results select results and scroll down the list to identify the correct

result sets you want to update (d).

d

12. When you have made your selection confirm this by the Update button.
13. There will be a check and any mismatches or multiple possibilities may be generated. Use the magnifying

icon to identify the correct student.
14. When all the data is matched click finish and you are asked again if you wish to proceed. Confirm and the

upload of data is completed with a message box informing of the files uploaded and rejected. Screen grab
this and save to follow up errors.

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Setting up SISRA and EVA for student DCP data.

When Data collection Point is opened SISRA and EVA need to be made ready to receive the results so they can be
sent off. This is how the new DCP point are made ready in SISRA and EVA

Getting SISRA ready Un tick bypass and make sure you have
the right date for this DCP
SIMS> Reports> run report

Focus>student> SISRA Analytics Students Report Amend V3

Check type: Refer to Patrol

Make sure you have the right date for this
DCP. Usually Sept to DCP start date
Select Year group

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The file comes up as Print preview. Close this to access the file.

To prep the work sheet the following need to be done:

1. Concatenate Class and Initials as new column.
a. Call the column Class.
b. Remember to leave a gap “ “ between class and Initials.
c. Delete original Class and Initials.

2. Convert the concatenation to text (Copy and paste over)
3. Custom sort worksheet on Total Achieve Points
4. Convert the Total Achieve Points from text to number (data tab. text to column) no decimal places.
5. On second worksheet paste the look up table for range. Highlight and name the range (score1 )
6. Insert new column after Total Achieve Points and paste in the Vlookup formula. (check the column is text!
7. Copy formula and then Convert the results from formula to text (Copy and paste over)
8. Delete the sheet 2 that had the lookup table in it.

When done save work to V :> Data>SISRA Data>2015-2016> DCP (?) Save as “SD”

Run The SISRA tab and select first option student data.

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Make sure to correct any red boxes by selecting correct column in the dropdowns. When the boxes are green click
prepare data.

A new spreadsheet will pop up with a save box open. Cancel the save option.

Change the attendance to no decimal places.

Delete sheets 2 and sheet 3 from the bottom before saving as a MS DOS – CSV file. Make sure to save as SDprp in the
same folder as the SD file.

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Uploading to SISRA

Log in. Go to: Data>

1. Choose KS necessary (KS4 for years 7 to 11; KS5 for years 12 &13)
2. Choose year to work on
3. Click Uploads
4. Be sure to create a collection

1 4
2 6
3

5. Now
I. Create empty collection
II. Collection name: - follow the convention:

DCP 6 – Y11. Use this ac description as
well.
III. Make sure to use the correct date (DCP
date)

6. Next upload student file. Find file from
browse (this will be the DSprp file)and
the upload

7. Job done for SISRA

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Getting EVA ready: Part 1

V :> Data>EVA>2015-16

We need to follow the naming convention for files sent to C.Hurbert. Files should be sent via hightail (get link) with
the usual password beginning with RH…

To make a new file:

 Right click on the nearest match Year group + last DCP
 Select copy then paste the title back in. This new file (copy) will need to be edited to have the required DCP

and Data collection Date. Then save the file.
 Open this file and you will find a collection of sheets. We need only edit the first sheet at the moment

Student Data + Class Teacher.
 Clear the cells of data.

Open Sims and Run Report > Focus>Student>EVA Pupils & Classes by DC

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1 Make sure to use the correct date (DCP date)

2 Un tick bypass and make sure you have
the right date for this DCP

3 Select Year group for the report

You then need to be patient whilst SIMS produces the report in Excel. (Can be up to 10 minutes). When the report
pops up:

 Sort the spreadsheet on admission number.
 Copy the spread sheet
 Paste into sheet 1 (Student Data + Class Teacher) which was emptied earlier.
 Save the amended sheet
 Part1 done.

1

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Setting up EVA for student DCP data Part 2

Current Grade Tab

Having set up the student data files we now move to the DCP part of the Upload.

From V: drive >data>EVA>15/16 (whatever the academic year is)

Load the file relevant to the upload
In the second Tab (Current Grade)
Delete the contents so it’s a blank sheet

Go to SIMS > Focus>Assessment>Template

WARNING: MAKE SURE TO SELECT CORRECT DATA SET

1. Select template EVA Current Grades Year xx 20xx-20xx
2. Check that DCP number is set correctly and open the Marksheet.
3. Make sure to alter the Group Membership date to match the DCP date
4. Refresh the data
5. Click on Admission number to order
6. Export to Excel UNFORMATTED.

Use the drop down to select
7. When exported to Excel check that it is sorted by

Admin number.
8. The spreadsheet produced is very large. Containing

data for every single lesson.

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8 We need to reduce the spreadsheet from every lesson, to, every pupil with every class.
We do this by selecting all and choosing the Remove Duplicates Icon in the Data Tab

In the select box: Page 24

A. Unselect all
B. Tick boxes for admin number and class
C. Click OK

When the files is reduced

9 Delete the Name column
10 Copy the sheet and paste in the empty Current
grades tab.
Save work

ETA Grade

Select the grades tab. Delete the contents so it’s a blank sheet.

Now select the ETA grades tab to work on.
Go to SIMS > Focus>Assessment>Template
This is just like the current grade selection but using a the ETA grade
WARNING: MAKE SURE TO SELECT CORRECT DATA SET
1. Select template EVA ETA Grades Year xx 20xx-20xx
2. Check that DCP number is set correctly and open the Marksheet.
3. Make sure to alter the Group Membership date to match the DCP date
4. Refresh the data
5. Click on Admission number to order
6. Export to Excel UNFORMATTED. Use the drop down to select
7. When exported to Excel check that it is sorted by Admin number
8. Delete the student name column
9. Copy the sheet and paste in the empty ETA grades tab.
10. Save work

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Sims Marksheets: How to remove a result keyed in error

1. Right click on the error

2. In the pop up menu
a. Select View /Edit result history

3. In the new window
a. Select the DCP you need to edit (most recent at the top and should be outlined in blue)
b. Click on the red X

4. Confirm your decision Page 25
5. Save and close
6. Move on to the next error

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Trackers

Introduction

What is it: A template to record subject specific results. What’s it for: to show progress over a year, course or other
Where is it: Focus > Templates > clone form closest related template e.g. Fac (y12/13) or Faculty (Ks3/4) subject and
year group.

Methodology

Load source template clone and rename appropriately.
Make sure to adjust the following (see pic below)

1. Group filter
2. Couse link
3. Add new marksheets
4. to include only classes of the group (for tutors) tick individual classes
5. AND tick the course box as well for supervisor as well.
Course linking
Aspects – grades
Marks to grades
Result sets

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1
2

5 3
4 Page 27

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How to print timetable Adjustments

In Sims
Reports(top tabs)TimetablesYear/Band timetable

1. Alter date if required
2. Select year group
3. Do not use the compress option
When the timetable page opens there are two sets of
menus. One Menu is to the right of the timetables and
the second at the top of the page.

The Side Menu

Use Cell Settings to arrange how you want the cell
to show info by ‘drag and drop’ to and from the two
boxes below Cell settings.

Drag from here to add This box lists the
formats available

Drag from here to remove This box presents
back to list what you have
chosen

This allows you to
change font; size;
margins and rows

IN THE CELL

msn@CB This box presents what
you alter the format
FOR THE TIMETABLE

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The Top of Page Menu

PAGE SETUP OPTIONS

TIMETABLE OPTIONS
1. Flips the columns and rows
2. Portrait or landscape style

To export time table to Excel
1. Click Export button
2. Make sure to select Excel

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How to bulk update Result Sets in an Individual Report in Assessment

I mentioned this to one or two at the recent meeting and it was suggested I send it out. Hope it is useful.
1 Copy and paste the previous assessments to the new position

Copy the previous
columns

msn@CB Paste to where you want
the new ones

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2 Change the column headings as required and delete the top row entries as below.

Change headings and
delete these two cells

3 Next choose the developer tab from the Word Ribbon. Don’t have the Developer Tab? Then you need to do
the following:

Click the Logo at the top left
corner and then choose Word
Options from the bottom

msn@CB Put the correct entries here using
the correct result set – notice
that basically the change is from
Y10 Autumn to Y10 December

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Click the Logo at the top left
corner and then choose Word
Options from the bottom

Check the box to show
Developer Tab in the Ribbon,
then OK

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4 Use the Developer Tab to show the ‘hidden elements’ of the code

Choose the Developer Tab and
then click ‘Design Mode’ – Your
table will then show previously
hidden code

Now you can see what the difference is between the result set Y10 Autumn and Y10 December (in my case) and this
is what you will need to change. Zooming in on my table we see we need to change:

Y10 Autumn needs to change to Y10 December Page 33
The number 13 needs to change to 49, but to change this you need to add in the ^ signs.

So In the final two columns you need to highlight and then Find and replace as below.

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Highlight the new columns and
then Find and replace

For me I need to replace Y10 Autumn with Y10 December……

……And also 13 with 49 which MUST be done using double ^ signs as shown below

You will then have changed all the last two columns to the new result set. Don’t forget to come out of Design Mode
(just click on it again).

Hope this all makes sense.

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Collecting Results from SIMS Assessment

1. To collect results for just one course, right-click on the required course and select Collect Results from the
pop-up menu to display the first page of the Comment Selections through AM wizard.
If you wish to collect results from all courses, right-click on the Courses folder and select Collect Results from
the pop-up menu to display the Result Dates page of the wizard. ---Please proceed to Step 4.
By default, the course that was right-clicked is displayed in the Course field, and all the groups related to
that course are displayed in the Class Group Name grid.

2. If required, change the selected course by selecting a course from the drop-down list. This refreshes the
Select Groups grid with the groups related to the newly selected course.

3. Highlight the group(s) for which you wish to collect results and click the Next button to continue. The page
displays the date range from which results are collected, and defaults to those of the reporting period of the
Reporting Session.

4. If you want to change the date range, manually enter new dates in the From and To fields or click the
Calendar buttons and select new dates from the calendar.

5. Click the Next button to continue. ---The page displays the Group Membership date range. Only the results
of pupil/students who belonged to the relevant group(s) in this date range are collected. The date range
defaults to those of the reporting period of the Reporting Session.

6. If required, change the date range by manually entering new dates in the From and To fields or click the
Calendar buttons and select new dates from the calendar. However, the Group Membership dates must lie
within the Session Reporting Period range.

7. Click the Finish button.

8. Click the Yes button to start the collection process ---The cursor changes to an hourglass and a screen
message indicates that results are being collected.
NOTE: The process of collecting results can take some time.
For each pupil/student, the system compares the collected result with the set of grades associated with the
comment and if it is present, the comment is selected for that particular pupil/student.
The wizard closes when the collection process is complete.

9. When the List Data Entry Details or Grid Data Entry Details pages are subsequently opened, you can see
that, where appropriate, Comments triggered by the collected results have been selected automatically. As
selected Comments, they are also present in Class Check Sheets.

10. When OMR Sheets are printed, the comments triggered by results are present but they should not be
selected as they are already automatically selected by the system. If the relevant Comment Bank, area or
section have been printed as an aid to OMR, then the comments that are triggered by results are clearly
identified by the Aspect Name and relevant Grade(s) and Result Sets being displayed in bold type and in
brackets, underneath the Comment, e.g. [Aspect : English Effort; Grades : A].
If an automatically selected comment is selected in error, then the OMR cannot pick it up and this is
reported in the log.

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04|Administering SIMS Assessment

Introduction

This chapter provides an overview for users who are responsible for setting up and defining assessments. These
users include Assessment Co-ordinators who have the appropriate permissions required to utilise this advanced
functionality. It also discusses planning considerations and provides an overview of the assessment definition
process. Specific instructions on how to carry out the individual functions, together with more detailed explanatory
information, are provided in the relevant chapters.
If you are new to SIMS Assessment, it is recommended that you read the Overview section of Chapter 2: Entering
and Reviewing Data using Marksheets and, if you are using an OMR to enter results, the OMR Sheets section and the
Marking OMR Sheets section.

Planning Considerations

With so many elements involved in preparing assessments, it is wise to spend time planning how you want to use
SIMS Assessment to set up and manage your assessments. A number of possible questions and answers are given in
this chapter, designed to help you consider different scenarios.

How do I Categorise Assessment Information?
Over a period of time, it is likely that there will be a great deal of assessment information stored in the module. In
particular, there are likely to be a large number of aspects. To make sure that such information is easy to find, it is
possible to create category types, e.g. year, departments or subjects, together with categories, e.g. year 7, year 8,
English, or Maths, to which aspects, templates and marksheets can be associated. This enables you to filter the view
in a browser according to a certain category, e.g. display only Science aspects, or year 7 marksheets, etc. For more
information, please refer to the Creating and Maintaining Categories chapter of the Creating Assessment Related
Components handbook.

What Sets of Valid Grades can be Used Consistently throughout the School?
When recording the results of assessments, it is usually necessary to define what acceptable grades can be recorded.
When recording results for a grade aspect, you must supply a list of acceptable grades to ensure consistency of data
entry. This method makes sure that appropriate grades are used throughout your school. This is achieved by creating
grade sets that contain a list of the grades that can be entered. The grade set can be associated with several aspects
as required.
NOTE: You can only associate aspects with grade sets that you have created, i.e. not those that have been imported.
FOR MORE INFORMATION, please refer to the Creating and Maintaining Grade Sets chapter of the Creating Assessment
Related Components handbook.

What can be Assessed? What Type of Result can be Recorded?
You can determine what is assessed and the type of result to be recorded by creating aspects. An aspect can be any
assessable task or event and will have a Name, a Column Heading and a Type. The aspect type defines what is to be
assessed and the type of result that should be recorded, such as a grade, a Mark, an Age or a Comment. For more
information, please refer to the Creating and Maintaining Aspects chapter of the Creating Assessment Related
Components handbook. Can I Store a History of Results or a Single Result for an Assessment? By default, SIMS
Assessment maintains a history of assessments and therefore, each newly added result is appended to any existing
results for the same pupil/student and the same aspect. This facility enables you to monitor performance over a
period of time. There are occasions when you want to store only one result for an assessment and any added result
will overwrite an existing one. This is achieved by associating the aspect with a previously defined result set. For

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example, you might create result sets to record one-off examination assessments where only one result is required.
For more information, please refer to the Creating and Maintaining Result Sets chapter of the Creating Assessment
Related Components handbook.

What Results can be Entered?
Results are entered by one or both of the following methods:
Using Marksheets – these display a group of pupil/students (listed in rows) and a set of aspects (displayed in
columns). You must first create a template that defines the columns (aspects) that will appear in the resulting
marksheet. By associating the template with one or more groups of pupil/students, you can create one marksheet
for each Supervisor of that group, thus enabling the required results to be entered. Columns included in a template
for the purpose of entering results are referred to as Data Entry columns.
Using an Optical Mark Reader — OMR sheets, consisting of pupil/students (listed in rows) and the possible results
for an aspect (displayed in columns), are passed to teachers who mark the results in the sheet’s lozenges using an HB
pencil. Before OMR sheets can be printed out and distributed for marking, you must first create one or more OMR
templates.
An OMR template defines the aspect to be included on a marks or age OMR sheet. In the case of grade OMR sheets
more than one aspect can be included. By associating the OMR template with one or more groups of pupil/students,
you create OMR sheets for each Supervisor of that group, enabling the required results to be entered. The marked
sheets are then fed into the system through an OMR, after which they can be viewed and edited through existing
marksheets or by creating new OMR templates and associated marksheets.
FOR MORE INFORMATION, please refer to the Creating and Maintaining Marksheets chapter of the Creating Assessment
Related Components handbook.
MORE INFORMATION: Entering Data using an OMR on page 59

What existing results can be displayed?
There will be many occasions when you wish to display existing results in a marksheet, either separately, or in
addition to Data Entry columns. Existing results can be displayed in one of two ways. You can include a Data Entry
column for an aspect that already contains results. The latest result is displayed but this information can be
overtyped. You can include Data Review columns which are read-only and can be set up to display results within a
specific date range, from a specific result set or simply the most recent result. It is therefore possible to include
columns listing existing results either separately from or in conjunction with Data Entry columns.

Are there any results that cannot be edited?
There will be occasions when you wish to display the most recent results, but you do not want these results to be
edited. This is achieved using Data Review columns that display historic results that are read-only.

How do I produce Individual Reports?
Individual reports are designed in, and use the formatting functionality of, Microsoft® Word. You can also insert
graphs and group results into individual reports. For more information on individual reports, please refer to the
Individual Reports chapter of the Reporting and Additional Functions in Assessment handbook.

Can I perform any calculations on the results entered or displayed?
It is possible to include columns in templates/marksheets that will contain the result of a calculation based on
existing results. For example, you can include a column that calculates the mean of three other columns displayed in
the same marksheet. The calculated results can be provided for information purposes only or can be saved with the
appropriate aspect when the marksheet is saved. Calculations are achieved by adding Formula Columns to the
template definition.

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FOR MORE INFORMATION, please refer to Adding Formula Columns in the Creating and Maintaining Templates chapter
of the Creating Assessment Related Components handbook.

Which pupil/students should appear on the Marksheets or OMR sheets? You determine which
pupil/students will appear in marksheets and OMR sheets by associating a previously defined marksheet or OMR
template with a group of pupil/students. Each pupil/student within the chosen group is listed as a row in the
resulting marksheet or OMR sheet.

Who will complete the Marksheet?
By default, one marksheet is produced for each Supervisor of each group associated with the selected template. The
group Supervisor can enter the results in the marksheet using SIMS Assessment or you can distribute blank printed
copies of the marksheet for the Supervisor to manually complete. The completed marksheets can then be collated
and entered in batches by a user with appropriate permissions (i.e. a user with an Assessment Operator or
Assessment Co-ordinator role). There are some circumstances where a class is shared and therefore more than one
person is able to complete the marksheet. It is highly unlikely that these people will try to complete the marksheet at
exactly the same time, but appropriate error messages will appear if conflicting data is entered.
FOR MORE INFORMATION, please refer to the Creating and Maintaining Marksheets chapter of the Creating Assessment
Related Components handbook.
When do the Marksheets need to be completed?
This will vary according to your requirements but you can advise those completing the marksheets when you need
them to be completed by entering text in the Notes field of the required template. These notes will appear on each
marksheet associated with the template.

How do I know when the Marksheets have been completed?
Each user completing a marksheet should select the Data Entry Complete for this Marksheet check box on the
marksheet when they have finished entering results. Once saved, the Completed check box on the Marksheets panel
of the Template Details page is automatically selected for that marksheet, to advise you that it has been completed.
It is also possible for a user to subsequently deselect the check box on the marksheet, if they need to carry out
further edits. This change is reflected on the Marksheets panel of the Template Details form.

Can I delete completed Marksheets? This is something that should be done on a regular basis as a matter of
good housekeeping. Marksheets are merely the mechanism for entering results. The results themselves are stored
with the aspect and therefore, once the marksheet has been marked as complete, you can delete the marksheet. If
necessary, the marksheet can be recreated using the same template if it still exists, or by creating a new template.
FOR MORE INFORMATION, please refer to Deleting Marksheets in the Creating and Maintaining Marksheets chapter of
the Creating Assessment Related Components handbook.

Can I import and export assessment information?
Capita SIMS provides aspects and templates that can be imported into SIMS Assessment. You can import/export
aspects, templates and results (with any associated result sets). This enables you to import definitions created by
your LA for example. It also enables you to share assessment definitions with other establishments/colleagues. For
more information, please refer to the Importing and Exporting chapter of the Reporting and Additional Functions in
Assessment handbook.

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The Assessment Definition Process

This section describes the recommended order in which the various assessment definition processes should be
carried out. There are some functions that can only be carried out once another function has been completed. You
cannot, for example, create grade aspects without having first created appropriate grade sets.

Step 1: Creating Categories (Optional)
This step is optional, but recommended, as categories simplify the process of identifying and selecting aspects,
marksheets and templates. Create category types first, e.g. year or department, followed by categories, e.g. year 7,
year 8, year 9, English, Science or Maths. Once defined, these categories and category types can be associated with
required aspects, marksheets and templates.
FOR MORE INFORMATION, please refer to the Creating and Maintaining Categories chapter of the Creating Assessment
Related Components handbook.

Step 2: Creating Grade Sets
This step must be carried out if you intend to create grade aspects. Grade sets are used to define the set of valid
grades that can be entered for an aspect or group of aspects. You could, for example, create a grade set containing
the grades A+, A, A-, B+, B, B-, C+, C, C-, etc. Once created, grade sets can be associated with one or more aspects to
make sure that only grades within the grade set are recorded.
FOR MORE INFORMATION, please refer to the Creating and Maintaining Grade Sets chapter of the Creating Assessment
Related Components handbook.

Step 3: Creating Aspects
Aspects can be created at any point, although you must first have created grade sets if you intend to create grade
aspects. There are five types of aspect that can be created, (grade, marks (decimal), marks (integer), age, and
comment), which define the type of result to be recorded.
Careful consideration should be given to your naming policy (maximum of 40 characters). If you have previously
created categories, you are able to associate aspects with one or more categories. The associated aspects is listed in
alphabetical order within each category. You may prefer therefore, to name frequently used aspects in such a way
that they appear at the top of the list.
FOR MORE INFORMATION, please refer to the Creating and Maintaining Aspects chapter of the Creating Assessment
Related Components handbook.
Step 4: Creating Result Sets (Optional)
Result sets can be created for any of the following reasons:

 when you wish to store a single result rather than record a result history.
 when you wish to associate results from various aspects, e.g. all Key Stage 1 results.
 when you wish to be able to protect a group of results from further entries or edits.

If for example, you wish to record the result of an examination and only ever hold one result, you will need to create
a result set and associate the aspect, or OMR template, with that result set. This will make sure that only one result
is recorded – any subsequently entered result will overwrite the existing one.
Result sets are also a useful mechanism for grouping results. You could create a result set for all your internal English
test results and associate all the appropriate aspects with the result set. This would allow you to easily review and
record results for English.
In addition, you can use result sets to protect existing results. At any time, you can lock a result set to prevent
further data entry or editing. Users will be unable to add/edit existing results until the result set is subsequently
unlocked.

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FOR MORE INFORMATION, please refer to the Creating and Maintaining Result Sets chapter of the Creating Assessment
Related Components handbook.

Step 5: Creating Lookup Tables (Optional)
The Qualifications and Curriculum Authority (QCA) provides age standardised scores, which enable you to look at a
pupil/student’s mark or grade and measure it against the national average for their age. Standardised scores take
into account a child’s age in years and months, giving an indication of how each child is performing relative to other
children of the same age. Age standardised scores do not affect the child’s test levels. You first need to create the
Lookup Table from the QCA data provided. You can then define the template, to include a Data Review column that
contains the Lookup formula, and then a marksheet to enter, calculate and display the results.
ADDITIONAL RESOURCES: Creating Lookup Tables chapter of the Creating Assessment Related Components handbook
Inserting a Lookup Formula in the Creating and Maintaining Templates chapter of the Creating Assessment Related
Components handbook
MORE INFORMATION: Entering and Reviewing Data using Marksheets on page 5

Step 6: Creating Templates
Templates can only be created once grade sets, aspects and categories (if required) have been defined. If you intend
to use results sets, these will also need to be defined before proceeding.
Templates consist of a Name and a set of Notes (which is displayed on resulting marksheets) together with a set of
column definitions (aspects) that will appear on the marksheet.
There are four types of column that can be included in a template:
Data Entry Columns
These columns are included for the purpose of entering new or editing existing results.
Data Review Columns
These columns are included when you wish to display existing results. You can show the most recent results, filter
the results by result set or specify a time frame.
Formula Data Entry Column
This is a column that will calculate the result based on other columns in the resulting marksheet. The calculated
result is stored in a previously created aspect. The calculated result can be overwritten by the person completing the
marksheet unless you mark the column as read-only in the template definition.
Formula Data Review Column
This is a column that will calculate the result based on other columns in the definition, but will not save the result
when the marksheet is saved. This column will therefore be provided for information purposes only.
FOR MORE INFORMATION, please refer to the Creating and Maintaining Templates chapter of the Creating Assessment
Related Components handbook.

Step 7: Creating OMR Templates
If you are using an OMR alongside or instead of marksheets as a means of entering results, you must first create
OMR templates. You will need to select a template type (i.e. grade, Marks or Age). In the case of Marks and Age
templates, you will need to select one aspect; whilst for a grade template you can select more than one aspect. The
created OMR template is then the basis for creating OMR sheets on which teachers will physically mark results.
MORE INFORMATION: OMR Templates on page 60

Step 8: Creating Marksheets and OMR Sheets
Marksheets can be created once a required template has been defined. They are created by associating a template
with one or more groups which creates one marksheet for each Supervisor of each chosen group. The marksheets
will contain the columns as defined in the template and a row for each pupil/student in the selected group.

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Once the marksheets are created they continue to be associated with the template and it is therefore possible for
the structure of a marksheet to be changed by editing the template definition. It is important to note therefore, that
marksheets are merely the mechanism for entering results while the results themselves are stored in the database. It
is therefore possible to change the structure of a marksheet without losing any previously saved results.
The Supervisor of each group can enter or review results for their own marksheets. You may prefer to print blank
copies of appropriate marksheets and distribute these for manual completion. Once returned, someone with
appropriate permissions, e.g. Assessment Operator, can enter the results.
OMR sheets are created by associating one or more pupil/student groups with an OMR template. An individual sheet
will then consist of a pupil/student group (in rows) and the permitted results for an aspect (as columns). The
Supervisor of each group then enters results onto the OMR sheets.
FOR MORE INFORMATION, please refer to the Creating and Maintaining Marksheets chapter of the Creating Assessment
Related Components handbook. More Information: Entering Data using an OMR on page 59

Step 9: Entering and Reviewing Data
Once marksheets have been created, they can be accessed by the Supervisor of each group through My Marksheets
in the Find Marksheet browser. Users with appropriate permissions (such as Assessment Co-ordinators) can
enter/edit results for all marksheets accessed through All Marksheets in the Find Marksheet browser.
If you are using an OMR, then the Supervisor of each group will enter results by physically marking the OMR sheets.
These are then fed into the system through an OMR and can be viewed and edited in existing marksheets, or if
necessary by creating a new template and associated marksheet(s)
FOR MORE INFORMATION, please refer to the Creating and Maintaining Marksheets chapter of the Creating Assessment
Related Components handbook. More Information: Entering Data using an OMR on pa

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SIMS QUICK GUIDES

Save the marksheet

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