User Guide
(Administrators)
The English Tracker by Schools Development Group is licensed under a
Creative Commons Attribution-NonCommercial 4.0 International License.
Based on a work at http://www.australiancurriculum.edu.au/
The English Tracker : Administrators
The Schools Development Group (2014)
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The English Tracker : Administrators
The Schools Development Group (2014)
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Slide No
4–9
Contents
Summary of Content
Introduction and Rationale
An overview of The English Tracker …
Diagram
Visual overview of how the English Tracker is organised
11 - 14
Initial set-up of the English Tracker
How to set The English Tracker up on your shared drive
15 - 18
Copying student information from Integris
Copy information from Integris
19 - 22
Enabling Macros
Security information
Custom Menu : Admin Tab
Extra menu option for administrators (password protected)
Folder Selection
How to link Student and Teacher files to The English Tracker
Import Integris Student Files
How to import student information from csv files
Export Selected Teacher (Form) Files
How to send files to teachers
Import all Teacher (Form) Files in selected folder
How to retrieve files from teachers
31 - 36
New students and student leaving
How to manage student movement
37 - 39
Updated Versions of the programme
How to import data from old versions to new.
40 - 43
Creating Student Groups
How to assign students to groups
44 - 46
Student Grade Data and Reports
How to input grade data and run grade reports and graphs
10
23
24 - 25
26
27 - 29
30
The English Tracker : Administrators
The Schools
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Introduction
The English Tracker has been developed as part of a joint project between the Schools
Development Group and the Department of Education of WA.
The Schools Development Group is a not-for-profit organisation established in 1980 due to
a need to provide exchange on co- operative teaching approaches and school design
improvements. The activities of the Group have come from identified needs in public
education by educators and parents in schools as well supporting education specialists.
Visit www.schoolsdevelopmentgroup.org for more information.
The English Tracker is a culmination of two years work. The working party comprised of
Administrators, Classroom Teachers and Literacy Specialists from schools across the state
including Huntingdale Primary School, Highgate Primary School, O’Connor Primary School,
Southern River High School, Duncraig Senior High School, Como Senior High School as
well as Consultants from the Department of Education (WA).
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Rationale and Aims
The purpose of The English Tracker is to provide teachers with a resource that assists with
planning, teaching and assessment of the English contained in the Australian Curriculum
(v7.0). It contains the Content Descriptions taken directly from ACARA documents. Each
Content Description has been linked to checkpoints that have been carefully written as
student behaviours that are observable and recordable.
The English Tracker has the facility to monitor student progress through the content and their
assigned grades for each semester. It also has the capacity for teachers to write brief
anecdotal notes about their students. An important function of The English Tracker is to be a
resource that collects comprehensive data on literacy development for a whole school, year
level, class and individual students. It is possible to roll the data over from year to year, thus
providing a valuable means of effective communication between the admin team and
teachers within a school.
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Modes and Sub-Strands:
The English Curriculum can be organised into:
•Modes:
 Listening & Speaking
 Reading & Viewing
 Writing
• Sub Strands:
 Language
 Literature
 Literacy
The English Tracker will allow you to filter to the content into
either modes or sub-strands, or a combination of both.
For example, Reading and Literature …..
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Checkpoints and Teaching Points
There are checkpoints written for each Content Description. These
checkpoints are observable behaviours that can be thought of as
‘tickable moments’ in the classroom.
Some of the checkpoints have teaching points that have been written by
experienced Literacy Specialists. These are designed to provide further
clarification of the Content Descriptor and often give examples that the
teacher may encounter. These teaching points will be printed on the Year
Level Overviews and be visible as a ‘mouse over’ on Student Achievement
reports.
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Moderation and Consistency
•
The accuracy of any whole school monitoring system is always dependent upon the
quality and consistency of teacher judgement. Moderation between teachers is
essential if consistency is to be maintained. It is envisaged that the English Tracker
will provide the catalyst for professional conversations around the planning, teaching
and assessment of Australian Curriculum English and can be used as a basis for
collaborative planning and the analysis of whole school strengths and weaknesses
in the teaching of literacy.
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A few notes:
•
This program requires you to enable macros on your computer in order to read it.
This is not possible if you have your security settings set too high. The setting
needs to be medium.
•
It is important that schools devise protocols for the effective sharing of files. The
Admin version of the programme should be kept on a secure drive for admin use
only and the teacher files should be kept on a shared drive that is accessible to all
teachers and admin. The teacher files may be copied and updated elsewhere (eg
at home or on personal laptops) ...but it is essential that all changes are re-saved
into the shared drive and not re-named. Admin staff need to take care to only
make updates to teacher files if it is the current file to safeguard against lost data.
•
Always import teacher data before making any changes from the whole school
admin copy. When you export any new teacher feedback files back to shared
drive, this will overwrite any existing teacher feedback files.
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The English Tracker
Schools Development Group TEMPLATE
Student data
copied from
Integris
School Admin Copy
Contains data on all students in the school and is
to be stored in a secure drive with Admin access
only
Export
Teacher Copy
Import
Contains data on student in one class only and is
to be stored in a shared drive with Admin and
Teacher access
Reports
Generated about achievement of Whole School,
English Tracker
: Administrators
Year Level,The
Classroom,
Groups
and Individual Students
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Initial set-up of the English Tracker
(Please note: If you also use the Maths Tracker, see slide 14
for alternative instructions )
1. Create a new folder named “The English Tracker “Name of School Date” in a
secure drive that is admin access only. Save the Tracker Template (.xlsm) to this
folder. ( eg The English Tracker Huntingdale Primary School 010714)
2. . Create 2 sub folders in this folder. Name these:
i.
Student Input (This will contain student details in csv files)
ii.
Reports (This will be a holding folder for any reports that are run at
particular times)
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Initial set-up of the English Tracker
(your admin folder should look like this)
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Initial set-up of the English Tracker
3. Create a new folder in a shared drive that all teachers and admin staff can
access.
Name this folder “ENGLISH Teacher Feedback Files”
Admin Folder:
•Template excel doc
•Student Input
•Reports
IN SECURE DRIVE
ENGLISH Teacher
Feedback Files Folder:
(empty at this stage)
IN SHARED DRIVE
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Set up for both the Maths
and English Trackers
Secure Admin Drive
Create one folder named Maths and English
Trackers
Create one folder named Tracker
Teacher Feedback Files
Sub Folders:
•
Student Input Folder **
•
English Reports
•
Maths Reports
•
Maths Tracker.xlms
•
English Tracker.xlms
Shared Drive
Sub Folders:
• Maths Teacher Feedback Files
• English Teacher Feedback Files
** Note
Both English and Maths Trackers
will read the same csv files in
The English Tracker :
Student Input Folder.
Administrators
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Copying student information
from Integris
1. Open Integris. You are about to make a list of students for each
year level. Using binoculars icon, identify the list of required
students using drop down boxes. Click Find .
Using the Year
group filter, search for
each year level , one
at a time.
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Copying student information
from Integris
2. Highlight all students in that group and click Select. This builds a ‘browse set’
3. Click the “Send Letter” icon (It looks like a letter and a pencil) then select
“Produce a CSV file for use in subsequent mail merge”. Click OK.
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Copying student information
from Integris
4. There should be a message “building files”
Save csv file in the Student Input Folder that was
created in the secure drive earlier.
(eg Year K.csv, Year 6.csv)
5. Repeat this process until all year groups have been
saved. Your Student Input Folder should now contain
CSV files for all year groups in your school.
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Copying student
information from Integris
! Care ….. These files contain personal information about your
students. Ensure they are in a secure drive.
The Tracker only requires the information in columns A – K of the
csv files. You can highlight all columns L onwards and ‘clear
contents’. This will delete sensitive information such as
addresses, phone numbers and custody information.
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Open The English Tracker...
In order to use the document, you will need to enable macros.
Please ensure that the security settings on your computer are set to
“medium” ....macros cannot be enabled if the settings are too high.
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Enabling macros
Each time you
open the file
you will need
to “Enable
Content”
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Enabling macros
Add-ins Tab
A new tab called
“Add-ins” will
appear across top
of page. Click this
to view a custom
toolbar menu
containing the
following tabs:
•Students
•Achievements
•Reports
•Tables
•Query
•Utilities
•Admin
•Save/Quit
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Enabling macros
This custom menu contains all functions that you will need to operate and
maintain The English Tracker. It is not necessary to use any of the other standard
Excel functions. (....in fact it is BEST not to)
As the Administrator, you now need to activate the Admin tab to display extra
menu items.
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Custom Menu : Admin Tab
This tab allows extra Admin menus to be displayed. Click Display Admin Menus.
It is password protected. The password is PASSWORD (all caps)
There is also an extra tab on left named “Folder Selection”
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Folder Selection
This tab is where links are made to your student input files
(csv files from Integris) and also to Teacher Feedback and
Reports Files.
1.
2&3
1.
2.
3.
Click ‘Folder Selection’ and then ‘Select All’
Click “Browse” button in Student Input row. Select the file you created in secure drive name
“Student Input” (don’t open it)
Repeat for Teacher Feedback and Reports Folders (remember the Teacher Feedback Files
are in a different drive) Click OK. The title page will be displayed with these links. Check that
they are correct.
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There
should now
be file
paths
recorded in
rows 7 – 9.
Go to
Save/Quit
menu and
save this
file.
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Import Integris Student Files
You are now going to import your student details into the programme.
Click the Students Tab then click the “Import Integris Student Files”
You will see a message in bottom left hand corner of screen saying “Please wait
....importing student data”. When it is complete, all of the students in your school
will be displayed in alphabetical order.
Click Utilities tab and then “View Title Page” to get back to title page.
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Export Selected Teacher (Form) Files
You are now going to export a copy of the programme for
each class (form) in your school.
.
1.
2.
1. Using the Tables tab, click Form. You will see a list of all the
classes (room numbers) in your school.
2. Type a Y next to every one of them that you wish to create a
file for. Most likely, this will be all of them. Click Save this file
in the Save/Quit tab
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3.
3. Click Admin tab, then “Export selected Teacher (Form) files”.
4.
You will see a message in bottom left hand corner of screen saying “Please
wait....saving teacher file for Room ##, then progress through until all room
numbers have been saved. The English Tracker : Administrators
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You have just created a teacher file for each class and they are saved in the folder
named “English Teacher Feedback Files” that you created in the shared drive during
initial set up.
At this point, go to Save/Quit tab and Close this file. Make sure you select “yes” to
save changes. (It is best not to have the admin version open at the same time as a
teacher file ....as it can be confusing)
Now go to English Teacher Feedback files (in shared drive) ....these are the files that
your teacher can access to view and update their student information. Notice the Form
and date issued information in cells with yellow background ......this colour
differentiates a teacher file from the admin file (it is the only visible difference).
Teacher files and Admin files work in exactly the same way...but Teacher files only
have data for that particular class.
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Import all Teacher (Form) Files in selected folder
The Teachers will now go ahead and update information on their files. At some point in
time, usually at the end of a term or semester, the Administrators will want to collate
the data back into the master copy kept in the secure drive. Make sure the teachers
are aware that you are going to do this so that they have their updated files saved in
the nominated shared drive.
Open the admin version of the programme. Display admin menus.
Click Admin tab and then “Import all Teacher (Form) Files in selected folder”
There will be a message in bottom left hand corner of screen saying “Please wait,
importing teacher feedback data from students achievement data entry
for room ....” The teachers data is now saved into the admin version of the
programme.
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New Students and Students leaving
your school
When a new student arrives:
1.Save a new csv file for that year level from Integris. Save this in Student Input
folder. When computer gives message “File already exists, do you want to replace
it...click yes.
2.Open Admin menus on admin version in secure drive, using PASSWORD.
3.Use Admin tab to “Import all Teacher (Form) Files in selected folder”
4.Use Student tab to “Import Integris Student Files.”
5.Follow procedure for “Export Selected Teacher (Form) ....but only place a “Y” next
to the class that you wish to update with new student.
6.IMPORTANT NOTE: Make sure the teacher is aware that you are updating the
teacher file. You need to be sure that the file is the current file and all teacher
updates that have been made are saved.
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When a student leaves:
1.Use the admin tab to select “Mark/Unmark students for deletion.
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2. Identify the student(s) who have left. Click pink button
“Mark selected students for deletion”
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3. You can leave students marked for deletion, and archive their records
periodically (eg: once a term)
When you are ready to archive the students’ records and
delete them from the student list,
click “Delete and Archive students marked for deletion”
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4. Browse your computer to select a folder to keep archived records.
A folder within the “Reports folder” may be a good place.
Rename the archive file to a date or name of student…
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An Archive File….has 2 sheets.
Sheet 1: Student Data
This contains ‘deleted’ student details
Sheet 2: Achievement Data
This contains details of any
achievements made by the students
in the file. (These can be re-entered if the student returns.
See Schools Development Group administration for more details )
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UPDATES
It will be necessary to send updated versions of The English Tracker throughout the year. We will be
making minor changes and upgrades as issues and concerns are raised. Updated versions will be
placed in the Library of The EnglishTracker Connect Community. www.connect.det.wa.edu.au
When you receive an update, save it to the admin secure drive:
1. Open current admin version of the English Tracker. Display admin menus. Use Admin menu to “Import
all teacher (form) files in selected folder”. Close this file.
2. Open NEW version in usual manner and enable macros. Display admin menus.
3. Use Admin menu to “Import all data from previous version of the program”
4. This will prompt you to select the folder where current admin version is stored. Highlight the current
version and click open.
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1.When all data has been
imported, this message will pop
up. Click OK. You should have
students data and achievement
data in the new file. Check by
“View students by surname” and
“View achievements”
2
1
2.You need to re - enter the file
paths for the folders Student
Input, Reports and Teacher
Feedback files. Either open ‘old’
version and copy cells B7 : E9 on
title page and paste this into cells
B7:E9 on new version or…..
Click ‘Folder Selection’ , Display
All, and then browse your
computer for these file paths.
(See Slide 23)
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Please note:
After importing data from current version to new version, it is an opportune time to ensure that all
student details are correct. Add any new students and/or delete students who have left the
school.
To export new Teacher Files:
3.In new Admin version, use Tables tab to select the forms (classes ) that require a new copy of
the Tracker. Click ‘Tables’ then ‘form’ and place a “Y”
4.Use Admin tab to “export selected teacher (form) files”.
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Student Groups
The English Tracker v1.1 has the capacity to group students into 8 different groups. Schools have the choice to
label these groups as best suits their context and needs of the students.
As a suggestion, Admin could ‘pre label’ in 3 or 4 of these groups before exporting the
Tracker to the teachers. For example, “ESL”, ‘Indigenous”, “Special Needs”etc… This would leave
4 or 5 groups unlabelled and allow teachers to group their students according to working literacy groups
within the classroom. Groups are always flexible ….and students can be in more than one group.
To label groups, Click on
‘Tables’ tab and select
‘Student Group’ Type in
column B to change the
title of each group
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To assign Student Groups
1.
2.
3.
4.
5.
6.
Click on “Students’ tab
Select “Update Student
Attribute data”
Highlight a student
Click yes (or no) for a
particular group
Click green “Update attributes”
after each student.
When finished, click Close.
there will be a “Y” next to
students name in columns K – R
as appropriate.
Students can be grouped by either
admin or teachers.
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Using Student Groups
Choose
‘Reports’’
Tab and
Achievements
Summary.
Choose the
group for which
you wish to run
report.
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The report will
be labelled with
name of group
and the date of
the report.
This function is
useful for the
provision for
differentiation
and IEP / GEPs
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Student Grades Data
1
1.
Use ‘’ Students’’ tab to
“Update Student Grade
Data”
2.
Input grade data. You are
able to select multiple
students at one time.
2
2
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Using “Reports” tab,
Select “Grades reports and
Charts”
View data by
chart
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View data by count /
percentage
Double click on
numbers to see
student names
In this view, if you double click on the numbers in the grade chart, you will
see which students attained that grade.
This is a pivot table. Advanced users of Excel will be able to
re-sort this table and drag categories around to compare groupings and
data.
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