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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.
      1. 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.




More Information:

Creating and Maintaining Categories on page 81
      1. 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 then be associated with one or more aspects to make sure that only grades within the grade set are recorded.


More Information:

Creating and Maintaining Grade Sets on page 85
      1. 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.


More Information:

Creating and Maintaining Aspects on page 91
      1. 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.


More Information:

Creating and Maintaining Result Sets on page 99
      1. 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.




More Information:

Creating Lookup Tables on page 105

Inserting a Lookup Formula on page 151

Entering and Reviewing Data using Marksheets on page 5
      1. 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:
        1. Data Entry Columns


These columns are included for the purpose of entering new or editing existing results.
        1. 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.
        1. 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.
        1. 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.


More Information:

Creating and Maintaining Templates on page 111
      1. 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 52
      1. 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.

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.




More Information:

Creating and Maintaining Marksheets on page 167

Entering Data using an OMR on page 51
      1. 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).




More Information:

Creating and Maintaining Marksheets on page 167

Entering Data using an OMR on page 51
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