caspa 2015 new installation and setup information...caspa passwords must be at least 5 characters...

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CASPA 2015 New Installation and Setup Information

If you experience any difficulties with this documentation please ring The Directorate Support Team (Data & Statistics) on 01872 327811

This guide details the processes you will need to follow to install and set up CASPA (Comparison and Analysis of Special Pupil

Attainment) 2015 in your school for the first time.

This guide can be found on the following website: http://www.cornwall.gov.uk/caspa

http://www.cornwall.gov.uk/caspa

Guidance for Installing and Setting Up CASPA 2015 Installation – Step by Step Guidance…………………………………………………………………. 3 Creating User Accounts……………………………………………………………………………………… 9 Types of User Accounts in CASPA………………………………………………………………………. 12 Maintain CASPA Accounts…………………………………………………………………………………. 13 Creating a New User………………………………………………………………………………………….. 14

Importing Pupil Data from SIMS.net………………………………………………………………….. 15 Adding Historic Attainment Data……………………………………………………………………….. 21 Generation of Automatic Expected Outcome Levels in CASPA……………………………. 24 Ensure that you are on a machine that you can also log in to SIMS from, and that you are connected

to the internet and your school network. You will need to be logged into your computer as an administrator in order to install CASPA 2015.

Where data is transferred between users, care should be taken to ensure that data cannot be accessed by others. The use of encrypted storage and transfer devices is recommended at all times, and a school policy

to cover the requirement to share and transfer information about individual pupils should be in place. Guidance should be sought from your local authority in the first instance, and reference could also be

made to the office of the Information commissioner (www.ico.gov.uk). More information on analysis and other useful guidance on CASPA can be found in Help | Guidance notes, or Help | Reference on the CASPA toolbar once CASPA has been installed.

SGA Systems have also developed a CASPA Resource Centre which can be accessed at the following link:

http://www.caspaonline.co.uk/resource-centre/ You can sign up for regular newsletters and access information about the many features of CASPA, along with technical guidance for ICT Support Staff in your school.

Contents Page

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http://www.ico.gov.uk/

http://www.caspaonline.co.uk/resource-centre/

Installation – Step by Step Guidance You will need to be logged into your computer as an administrator in order to install CASPA 2015. You can download CASPA from the SGA Systems website at the following link: http://www.sgasystems.co.uk/caspa/setups/Caspa2015Setup.exe

You will need to Save the file somewhere appropriate. You can choose the location in the next pop up box.

Once you are happy you are saving the file to

the right place, click Save.

You will receive a notification that your download is complete; click Run

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http://www.sgasystems.co.uk/caspa/setups/Caspa2015Setup.exe

You may see the following pop up box. If so, select Run

You will then see the following message. Click OK

CASPA will then extract the set up files. This may take a few moments. When the box to the left appears,

please select New Install You will then be prompted to read the CASPA pre-installation information. You may wish to print

a copy for reference, or to pass to your IT technician.

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Once you have read this information, tick the confirmation box to confirm and click Next>

The next box asks you to confirm your LA number or

customer code. Enter 908 in the box. This will automatically add the Cornwall County Council information. Click Next>

You will then be asked to select the type of CASPA module you wish to install. Please select School Module, then click Next>

You will then be prompted to enter your schools DfE number. This will be 908XXXX (where X represents your schools number). This will automatically populate your schools information.

If this is correct, click Next>

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You will then be prompted to select the installation type. Select Main Installation of CASPA. Click Next>

You will then be asked what type of management information

system your school uses. Select This School uses SIMS.net. Click Next> You will now be asked to select the earliest year for which

you wish historic data to be included. You can select this using the drop down box. This will enable you to enter historic assessment data to track

progress over time. Please note that “2010” will relate to the end of the 2009/10 academic year. In order to make full use of CASPAs comparative data, you

may wish to select the year in which your current oldest year pupils joined your school. Click Next>

CASPA will now ask you where you wish CASPA to be installed. The default location will be your computers C drive. This would mean CASPA was not accessible to other users on the network. You will need to install CASPA to your S drive. To do this, select Change

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You can then select the area to wish to install CASPA by clicking the … button

This will open a browse box that will allow you to search for the location. Select your S: drive.

Then click on the Make New Folder button. Then type in CASPA where shown.

Then Click the OK button.

Then click Save. The CASPA data files should then automatically

change to the same location, ensure that it does and then press the Next button when you are happy they both read: S:\CASPA

You will then be prompted to read and accept CAPSAs License Agreement. You can also print a copy for your records if you wish. Once you have done so, tick the “I agree to the terms in the license agreement” box and then click Next.

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CASPA will then ask you to check the setup information you have provided. Please check this carefully. If the information is correct, click Install

CASPA will then be installed. This may take a few

moments.

Once CAPSA has been successfully installed, you will be prompted to read the CASPA post-installation information. You may wish to print a copy for reference, or to pass to your IT technician Click Finish.

You will now be prompted to create a ‘System Manager’ Click Yes

You will see the following screen when CASPA opens prior to importing your pupil information. You can still create your new user accounts as per the next section of this guidance.

For information on managing multiple installations, please see the CASPA guidance Managing multiple CASPA installations.pdf in either your CASPAApp folder or Help | Guidance notes. Adding a Shortcut to your Desktop (Windows): Rather than locate the CASPA.exe in your S Drive,

you may find it easier to add a shortcut directly to your desktop. To do this, right click on your desktop and select New | Shortcut. You will now need to select Browse, and locate your

S:\SIMS\CASPA\CASPAapp folder. Click on the CASPA.exe file. Click Next. Name your shortcut CASPA and click Finish to complete the process. You will now see the CASPA logo on your desktop.

Double click this to launch CASPA.

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Creating User Accounts

When you first open CASPA, you will be prompted to create a System Manager account. This is essential in order to create user accounts for staff members. Select Yes

You will be prompted to enter a user name. We recommend this is the users first initial and last name – e.g. for Joe Bloggs, enter JBLOGGS. CAPSA usernames are automatically set in capitals. HINT: It’s a good idea to enter the users email

address, as this will enable them to sign up for CASPA newsletters and updates. Once you have entered the user details, click OK.

You will then see a pop up box that confirms the user name and a ‘use once’ password. You will need to make a note of these in order to login. You will be prompted to change your password to something more memorable when you first log in. Tick the “I confirm that I have noted the new User

Name and ‘use-once’ password box and click OK.

CAPSA will then inform you that a System Manager account has been successfully created. You will then need to log in using the details previously provided. Click OK.

You will now be able to log into CASPA using your username and the 5 digit code CASPA produced. Click Log in once details are entered.

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A pop-up box will appear stating for security reasons you must select your own password. Click OK.

You will now need to change your password.

CASPA passwords must be at least 5 characters long. Passwords are also case sensitive. Once new password is entered, click OK.

A pop-up box will appear confirming that you have successfully changed your password. Click OK.

You will then be advised your password has been changed, and will need to log in to CASPA again with your new password.

You may then see a box explaining the collection of CASPAs comparative data. Click OK.

You will then be asked if you wish to sign up for the CASPA newsletter from SGA systems. We recommend that you do this, as it contains useful information about many of the features of CASPA, as well as any updates and technical information. Select the option you prefer and then click Continue

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CASPA will warn you that there is only one System Manager for this CASPA installation. We recommend you set up at least one other System Manager user within your school. Click OK.

CASPA will then provide information on updating the installation with version upgrades. Click OK

An update pop-up will appear, click Yes.

Click ‘Check for updates’

CASPA will then provide information regarding fully enabling the functionality of CASPA by importing pupil information from SIMS.net.

Tick the I confirm I have read the important information above Click OK.

We recommend you create new CASPA user accounts at this time.

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Types of User Accounts in CASPA

There are 4 different types of accounts that can be set up for users in CASPA:

System Manager - Able to create CASPA user accounts, to edit CASPA user accounts, to enable and disable CASPA user accounts and to reset passwords for a CASPA users. Each CASPA installation must have at least one System Manager; for a MAIN or CLASSROOM installation of CASPA, it is strongly recommended that there should be two or more users with System Manager privileges to improve the likelihood of a user with System Manager privileges being available at any point in time. A user with System Manager privileges also inherits the highest set of operational privileges associated with the type of system installation for which they are System Manager.

For a Main installation, a System Manager inherits Administrator privileges For a Classroom installation, a System Manager inherits Teacher privileges For a Guest installation, a System Manager inherits Guest privileges

Administrator - This role is available within a MAIN installation of CASPA only.

A CASPA user granted the Administrator role has access to all aspects of CASPA, and will be able to modify CASPA results, targets and evidence supporting assessments, and can also run all of the analysis and reporting within. To ensure security of your data, the Administrator role should only be made available to those users who need to modify assessment results and targets.

Teacher - This role is available within MAIN and CLASSROOM installations of CASPA.

A CASPA user granted the Teacher role can view assessment data and targets, can add, edit and delete multi-media evidence supporting assessments, and can also run all of the analysis and reporting within CASPA; however, they cannot edit assessment results or targets.

Guest - This role is available within MAIN, CLASSROOM and GUEST installations of CASPA.

This account can view assessment data and targets and can also run all of the analysis and reporting within CASPA, but cannot modify any data. A CASPA user granted the Guest role can view assessment data and targets and can also run all of the analysis and reporting within CASPA, but cannot modify any data.

We recommend that all users who need to enter pupil assessments are set up as Administrators or Systems Managers. It would also be advisable to set up more than one Systems Manager so

that setting up users and resetting passwords is not just reliant on one person.

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Maintain CASPA Accounts

To maintain user accounts, on the tool bar, select Admin | Maintain CAPSA user accounts for this installation.

You will be asked to re-enter your System Manager Account log in details at this time. Click OK.

You will then see a screen showing all users account information.

This screen allows you to add a new user, view details, edit a user, disable a user and reset passwords.

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Creating a New User Select ‘Add user’

Enter the user details. You can select the account type using the drop down box.

Once you have added the details, Click OK.

You will again see the screen including the user name and use-once password. You will need to make a note of this to give to the new user. Tick the I confirm that I have noted the new User Name and use-one Password box and click OK

You will then see your newly created user account in the user account box. You can add new users or edit current

users at any time.

Hint: If a staff member has forgotten their password, you can reset it using the Reset Password button. This will create a new use-once password that they will be prompted to change upon

their next log in.

You will now need to import pupil data into CASPA from SIMS. You will need to shut down CASPA during the first step of this process.

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Importing Pupil Data from SIMS.net

Prior to importing pupil data, please ensure that all pupils you wish to import have correct UPNs and that their personal information such as ethnicity is included. If information is missing, the pupils will not be imported into CASPA and the process will have to be repeated once the information has been added in SIMS.

Log in to SIMS.net and select Reports | Import.

From the following screen, click Open.

You then need to locate the following report: Caspa Pupil Data 2015.RptDef

Use the drop down box to select your (S:) Drive

Highlight your CASPA folder Select Open.

Highlight the CASPAApp. Select Open.

The exact route on your machine may differ from this, if it does, have a look in the folders under the first CASPA

area until you see the exact report file needed.

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In this folder the CASPA Pupil Data 2015.RptDef

report file should appear. Highlight the file and press Open.

Select the Import button.

Wait for a moment until the Status appears as Imported and then press the Close button.

IMPORTANT - SIMS .net must now be shut down and restarted, and ensure that you are not logged in to CASPA. Please note that the CASPA report in SIMS will by default automatically

export data for ALL pupils at your school. To select only those pupils whose data will be used in CASPA (e.g. pupils in an ARB), please follow the following steps.

From the main menu select Reports | Run Report

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Under the Focus option, select Student and then single click to highlight the CASPA Pupil Data 2015 report. Click Preview. Do NOT press ‘Run’.

This will generate a preview of the default report including all pupils. This may take a few minutes. You will now need to exclude all the pupils whose details you DO NOT wish to import into CASPA. You may find that the easiest way to do this is to scroll the report to the right and order your pupils by

SEN status so that those with statements are at the top. To do this, click The SEN status field twice

You can then all highlight all pupils with no Statements by clicking on the first pupil line with

no statement to highlight them, scrolling to the bottom of the page, and highlighting the last pupils name whilst holding down the Shift Key

Please Note - Where pupils have more than one SEN Need type code in SIMS, they will have more than one line in the CASPA preview report. Please ensure you do not exclude these additional lines,

as CAPSA will recognise that this is one pupil with multiple areas of need. Once you have highlighted the pupils you do not wish to include in your CASPA export, click the

Exclude button.

When you click exclude, you will then be left with only the SEN pupils. You can then exclude any of these whose details you do not wish to import into CASPA by clicking once on their name to highlight it and again clicking Exclude.

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Once you are happy that your pupil selection is correct, click Run.

You will then see a pop up box advising you that your report has been created. Click OK

You can now close down SIMS.net.

Log in to CASPA 2015 and then go to File | Import pupil data from SIMS.net export file

CASPA will ask you to confirm that you have prepared your export from SIMS.net and that all pupils have UPNs. Click Yes.

CASPA will then warn you that you need to be the only user of CASPA. Click Yes.

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CASPA will then ask you if you wish to check for updates. Click No CASPA will check you wish to proceed. Click Yes

CASPA will then provide a report showing the details of the pupils that you have exported from SIMS.net. Click OK.

You will then see a report showing all the pupils you have imported. Please check this report carefully to ensure all required pupils are included and that all their details are correct. When you

have done so, you can close the report.

CASPA will then ask you if you wish to proceed importing the data just displayed into CASPA. If the

report was correct, click Yes.

CASPA will confirm that you pupil data was successfully copied from your schools MIS. Select OK.

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CASPA will defult select all your pupils in your school with an SEN status. Select OK.

CASPA will then ask you if you wish to review which pupils are selected for the CASPA assessments. If you do not wish to do this at this time, click No. You can create this report at any time by selecting Reports | Reports and graphs about individual pupils, and then selecting CASPA data recording and checking sheets from the drop down menu. If you wish to do this, select Yes. You will be able to select or deselect pupils you wish to include on this

report.

CASPA will then import the pupil data. You should receive a message informing you that this is the case. If you see any error messages relating to missing pupil information such as UPNs or ethnicity, you will

need to cancel this process, log out of CASPA, log back into SIMS, add the missing information, and repeat this process.

You will now receive a message advising you that your import has been successful and that all features

of CASPA are now enabled. Click OK

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Adding Historic Attainment Data

You can open pupil assessment data screens using the icon at the top left of the screen. Alternatively you can select from the menu bar Data | CASPA assessment data.

You should see a list of pupil names to the left of the screen. You can navigate through this list of pupils by using the up and down arrows on your keyboard, or the forward or backwards arrows on the pupil screen. You can also just select a pupil by clicking on their name.

You can also select pupils by filtering (for example, by Key Stage or Degree of Learning Difficulty) by using the drop down menu. By default, each pupils screen will open showing the current academic year. You can enter current attainment in this screen.

When you first view pupil screens in CASPA they do not include any prior attainment history or targets. In order to make best use of the analysis and tracking in CASPA, you will need to enter the pupil(s) historic data. Please note that if you do not follow this step, you will be unable to generate expected outcome levels. To ensure that data is not accidentally overwritten, this cannot be done in the main assessment data screen.

To do this select Data| Advanced tasks| CASPA historic data

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CASPA will then advise you that this menu option allows results and targets to be added, edited and deleted for every year for which the display of CASPA data is enabled (these will be the years you selected when installing CASPA). Please be careful to ensure that any changes of data are applied to the correct year. Click OK.

You will then see the assessment data screen, and will be able to enter pupil data for previous years.

Once you have made amendments to the pupils data, always remember to click Save.

You can navigate through the academic years and select the correct year for which you wish to add results using the tabs here.

The first box is for the pupils result for the academic year.

The second box is the pupils target for that academic year (as in place at the end of the

academic year).

The third box is the pupils target for the end of the next academic year (as in place at the end of the academic year for which you are

entering data.)

To enter results, you can either type the level in the box next to the

applicable subject, or use the drop down box to select a value.

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Once you have finished adding your historic data. Click Close.

You will now be able to look at the data you have entered for previous academic years by navigating through the tabs at the top of the Data | CASPA assessment data screen.

Please Note: You will also be able to use the graphs and analysis in CASPA and generate expected outcome levels for

the current and next academic year. Please note that if you do not follow this step, you will be unable to generate expected outcome levels as

CASPA will have no historic data for your pupils and will be unable to calculate these.

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Generation of Automatic Expected Outcome Levels in CASPA

You can now generate 2015 and 2016 expected outcome levels based on CASPAs comparative data. Please use the following configuration options detailed below to ensure this can be achieved: To change / check your configuration options, click Options | CASPA configuration options.

CASPA will ask you to ensure you are the only current user. Select Yes.

The System configuration box will appear:

When you are happy with what is selected in the Target data options, select OK.

Ensure that the Target Data Options are all

ticked as in the diagram

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When making use of CASPA's automatic expected outcome levels, setting of appropriate targets requires the following stages: Generation of automatic target suggestions reflecting the

expected outcome levels for pupils with the same age, category of need and level of prior attainment. Select Data | Advanced Tasks| Generate expected outcome results.

CASPA will ask you to ensure you are the only current user. Click yes.

Once you have read and are happy with the next confirmation message, select Yes to proceed.

Whilst the aim of this is to streamline the target setting process, please note that these expected

outcomes reflect no degree of challenge and also cannot take account of the circumstances of individual pupils. These expected outcomes should be considered suggestions only until they have

been reviewed / amended in CASPA as being appropriate and therefore turned into targets.

Target setting requires a target level that reflects an appropriate degree of challenge is set in each subject for each pupil. Determining the appropriate degree of challenge requires a judgement to be

made by teachers based on their knowledge of the circumstances and of each individual pupil.

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Select the pupils for whom you wish to generate expected outcome levels. You can Select all pupils using the button at the bottom of the box, or as many or as few as required, by ticking the boxes to the right of the pupils’ names (Select?). Select Next when happy with the selection of pupils.

CASPA will then ask you to select which years you wish to generate expected outcome levels for, and whether you wish to overwrite any existing targets (if found). Select the appropriate options, Select Next.

You can select the years for which you wish to

generate expected outcome levels.

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CASPA will then tell you how many pupils expected levels have

been generated, and you can view and print a report should you wish. You can also generate more expected levels for other pupils at this time if you did not select all pupils previously. If you have finished generating expected outcome levels, click close. Review automatic target suggestions and adjust them to reflect a

degree of challenge appropriate to the pupil in each subject, based on professional judgement and knowledge of the pupil.

You can then review these expected outcome levels and enter modified targets by selecting Data | CASPA assessment data.

For more information on CASPA, including charts and graphs. Please see the CASPA section on the

Cornwall Council website: http://www.cornwall.gov.uk/caspa

The score in the white box is the current pupil

assessment result for 2015.

The score in the yellow box is the expected

outcome / target for 2015.

The score in the green box is the expected outcome /

target for 2016.

Expected outcome levels in a red font are the unverified automatically generated outcome

suggestions for the current and next academic year. Once you have verified the suggested outcomes, the

font will turn black.

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Prepared by: Directorate Support Team (Data and Statistics) Education, Health and Social Care Cornwall Council 01872 327811 www.cornwall.gov.uk/caspa [email protected] June 2015

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caspa 2015 new installation and setup information...caspa passwords must be at least 5 characters...

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