Ad Hoc Assessments FAQ

Changing the setup

Can we turn assessments into other types?

It is not possible to change one type of assessment into another, for example, an Ad Hoc assessment into a Summative assessment. You would need to set up the assessments again in the correct format.

Can we change the grade set once the assessment is set up?

This isn't possible.

If you have not yet recorded any assessment marks, delete the assessment from your Assessment Framework and Annual Policy.

If you have already begun recording assessment marks, you will need to decide whether to replace the assessment entirely or to stop using this assessment and set up a new one for use moving forwards.

  • Replace - we recommend this option if you started using the assessment this year. You would need to export any marks that you have already input from the Students > Assessments > Summative Tracking > Export page so so they are not lost. Once you have set up the new assessment, you will need to import the marks back in. 
  • Set up new assessments - as it would take a lot of time to back-fill marks, we recommend this option if you have already been using the assessment for a while. You would need to delete the assessment from this year's Annual Policy (once you have downloaded any marks already input), but do not delete the assessment from your Assessment Framework. You will then need to set up new assessments.

You can see how to remove an assessment from this year's Annual Policy or delete the entire assessment here.

Can we change the assessment periods once the assessment is set up?

This isn't possible.

If you have not yet recorded any assessment marks, delete the assessment from your Annual Policy, then add it again with the correct assessment periods.

If you have already begun recording assessment marks, you will need to decide whether you want to change the assessment periods for all past years the assessment has run as well. 

  • Set up again for this year - we recommend this option if you started using the assessment this year. You would need to export any marks that you have already input from the Students > Assessments > Summative Tracking > Export page so so they are not lost. Then you will need to delete the assessment from your Annual Policy, then add it again with the correct assessment periods. Once you have set up the new assessment, you will need to import the marks back in. 
  • Set up new assessments - as it would take a lot of time to back-fill marks, we recommend this option if you have already been using the assessment for a while. You would need to delete the assessment from this year's Annual Policy (once you have downloaded any marks already input), but do not delete the assessment from your Assessment Framework. You will then need to set up new assessments.

You can see how to remove an assessment from this year's Annual Policy here.

Can I add the Ad Hoc Assessment to other subjects once it's already on my Annual Policy?

Yes, if you've added the Ad-Hoc to your Annual Policy for a certain set of subjects, you can add it again for additional subjects.

To add the Ad Hoc for additional subjects, you'll need to:

  1. Head to Students > Assessments > Annual Policy > Manage Assessments and click on 'Add assessment to 2020/2021 policy'.
  2. On the Choose Assessments page, select the Assessment type of 'Ad-hoc' and choose the desired Ad-Hoc assessment in the Assessment(s) drop-down, then click 'Next'.
  3. On the Assessment Details page, select only the desired additional Subjects, then the required Student groups and Assessment Periods before clicking 'Add Assessment'.

Once this has been done, you'll have created a new instance of the Ad Hoc Assessment for the new subjects! Please note that any courses using the subject will need to be set as an Assessable Course in order to have the Ad-Hoc assessment applied to them. You can find guidance on setting Assessable Courses by clicking here.

 

Adding marks and using marksheets

Can you lock Ad Hoc marks?

It isn't possible to lock Ad Hoc assessment marks in the same way as you can for Summative Assessment baselines and targets.

Why can't I download the import spreadsheet?

If you try to import Ad Hoc assessment marks and the assessment has not been given a key stage, you won't be able to download the import spreadsheet.

To correct this, you'll need to:

  1. Remove the Ad Hocs from your assessment policy following these instructions (do not remove it from your framework)
  2. Go to the Ad Hoc assessments in your Students > Assessments > Summative Assessments > Assessment Framework > Assessment Catalogue and click into each one that's missing a Key Stage
  3. Click into the blank Key Stage box and give the assessment a key stage - choose Mixed if the Ad Hoc is not key-stage specific. 
  4. Re-add the Ad Hocs to your policy using these instructions

You should then be able to download the spreadsheet. 

Why is the Ad Hoc not appearing on the marksheet?

There are a few things you'll need to check to enable the Ad Hoc assessment to appear on the Summative Assessment marksheet.

 

Step 1 - Check the Ad Hoc has been added to your Assessment Policy

Go to Students > Assessments > Annual Policy > Manage Assessments. Click to add an assessment to your policy. If you can select the Ad Hoc from the list this means it hasn't been added to your policy yet. Follow these instructions to add it.

Screenshot_2020-12-08_at_16.47.29.png

 

Step 2 - Check the Summative assessment has been linked to the right course

Go to Students > Assessments > Annual Policy > Manage Assessments. Select the summative assessment.

select_the_summative_assessment.png

 

Click +Add in the Linked courses section.

add_a_linked_course.png

 

In this example, I've linked my KS1 maths assessment to my Registration subject, but in a secondary school, you would usually link the assessment to the Mathematics course.

linked_to_registration.png

 

Step 3 - Check the Ad Hoc assessment has been linked to the right course

If the above two steps don't work, it's likely that the Ad Hoc assessment hasn't been linked to the right course while it was being set up. To link it to the right courses, you will need to remove the Ad Hoc assessment from your Annual Policy and add it again. 

  • Replace - we recommend this option if you started using the assessment this year. You would need to export any marks that you have already input from the Students > Assessments > Summative Tracking > Export page so so they are not lost. Once you have added the assessment to your Annual Policy again, you will need to import the marks back in. 
  • Set up new assessments - as it would take a lot of time to back-fill marks, we recommend this option if you have already been using the assessment for a while. You would need to delete the assessment from this year's Annual Policy (once you have downloaded any marks already input), but do not delete the assessment from your Assessment Framework. You will then need to set up new assessments.

You can see how to remove an assessment from this year's Annual Policy here.

 

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