Importing assessment marks from outside of Arbor
The guidance below covers moving assessment marks between assessments in Arbor.
For external applications and sources, you'll need to instead set up marksheets in Arbor and input or import your baselines, marks and targets. Get started by following these Introduction to Arbor Assessments guides for Primaries, Secondaries or MATs.
Introduction to the migrator
With our summative assessments marks migrator, you can copy over marks, baselines and teacher entered targets, from one assessment to another, for each year the assessment is running.
This feature can be used for:
- Converting past grades into a new grade set if you'll be changing your assessment setup
- Copying grades from your old school assessments into new assessments determined by your MAT, grade by grade
- Transferring grades from an assessment that has been set-up incorrectly, to a new correct one
- This feature will override any grades already input into the target assessment. If a mark is blank in the source assessment, but there's a grade in the target assessment, it will be overridden with a blank.
- Migrating summative assessment marks. It cannot be used for Formative, Ad Hoc or DfE assessments.
Top Tip: Just want to change the names of the marks in your assessments? You don't need to use the migrator - follow these instructions instead!
How can we use this feature?
- If you are part of a MAT or Group, contact your central team. They'll need to send a request including which schools to switch this on for.
- If your school is not part of a MAT or Group, you'll need to send a request for this to be switched on.
Contact the Arbor Support Team if supported by Arbor, or your Support Partner if not supported by Arbor.
Before switching the feature on, we'll assess your data and whether it's possible to use the migrator. We may also recommend training.
Before you start migrating marks
Go to Students > Assessment > Assessment Framework > Assessment Catalogue. Check that both the source and target assessments have been added.
Next, go to Students > Assessment > Annual Policy > Manage Assessments. Check that the target assessment exists in your annual policy for every year you want to copy marks over for.
If any assessments are missing from your Framework or Annual Policy, you can see how to add them here: Setting up a Summative Assessment
If the source and target assessments have different frequencies (e.g. one termly and one half-termly), you won't be able to migrate the marks.
When the marks are migrated from one assessment to another, we can't create new grade sets. Grades can only be converted from one grade set to the other.
Make sure that the target assessment is set up using the right grade set - go to Students > Assessment > Assessment Framework > Assessment Catalogue and select the target assessment. Check it has been set up with the right grade set as the default.
You can only migrate marks for students that have been linked to both the source and target assessments. You'll need to make sure all students you want to migrate marks for have been added to both assessments, for every academic year.
- If a student is linked only to the target assessment, we won't fill in a mark for them in the target assessment - their mark will remain blank.
- If a student is linked only to the source assessment, we won't add them to the target assessment.
To check the student groups match, go to Students > Assessment > Annual Policy > Manage Assessments and click on the source assessment to check the students. Go back to the Manage Assessments page, change the academic year and check your students for each year.
Return to the Manage Assessments page and click on the target assessment to check the students. Go back to the Manage Assessments page, change the academic year and check your students for each year.
If the students linked are not the same, you can click +Add in the target assessment to link more students.
How to use the migrator
Once the feature has been switched on, select the assessment you want to copy marks from - go to Students > Assessment > Assessment Framework > Assessment Catalogue and select the assessment.
Select the assessment to copy the grades to. If you can't select the right assessment, make sure it has been added to your Assessment Policy.
On the next page, you'll see whether the assessment grades can be migrated for each academic year the assessment was added to your Assessment Policy.
- Can be migrated? - If the target Assessment does not have that Assessment in the Annual Policy for that year, or if the source and target assessments have different frequencies (e.g. one termly and one half-termly) it will say No for that year. Assessment marks will only migrate for that year if it says Yes.
- How many students are included? - This is a count of how many students are taking the target assessment this year and can have marks copied across.
- How it's done? - If both assessments use the same grade point scale, the marks will automatically be copied across. If the grade point scales are different, you'll need to map the grades in the source assessment to grades in the target assessment. They will be converted when they're copied over.
- Convert raw scores? - If you tick this box, the raw score will be converted to a grade in the source assessment's grade set, then converted to a grade in the target assessment's grade set.
In this example, the grade sets are different so must be mapped.
Once you've mapped all the grades, click Migrate. This cannot be reversed. You'll then be taken back to the source assessment overview.
The migration of marks will then take place in the background, so you can go and complete other tasks as you wait. You'll receive a notification in the top right of your site when the migration is complete. If you click the notification you'll be taken to the target assessment overview.
There a few steps you'll need to complete to finish up the setup of any new assessments:
- Set up any School Progress and Attainment target rules for the target assessment to colour code the marksheet based on targets - see how to set up targets here and how to set target judgement rules here.
- Delete marks, baselines or targets in the source assessment - if you no longer want to keep the source assessment you can delete it.
- Update your Custom Report Writer report fields - switch over the assessment you've selected in the report columns.
- Update any Report Cards - switch over the assessment you've selected in report cards.
Go to School > Custom report Writer and select the report and click the Edit button.
Click to edit any of the columns or filters based on a certain selected assessment.
Change the assessment selected in the slide over, then click Save.
Go to Students > Report Cards and select the report card.
Go to the Attainment tab and select the assessment to replace.
Click the Remove button.
Then click +Add to add your new assessment to your report cards.