Assessment Windows

Frequently Asked Questions

Signing up to EExAT and Training

  • Can I sign up to the tracker module initially and then decide to purchase the other modules at a later stage?
    • Yes, you can purchase additional modules at any time by calling the Helpdesk on 01422 311314 and request an upgrade.
  • Will I get a refund if we cancel all or certain modules?
    • If you do not wish to continue with EExAT you will need to contact the EExAT helpdesk on 01422 311314 to cancel. Cancellations within 3 working weeks from registration will be entitled to a refund.
  • Is it an annual signup?
    • EExAT is based on an annual subscription, however there is no contractual obligation for you to renew annually.
  • What training am I entitled to?
    • Registration comes with a free training entitlement of one half day for one person, per school/setting.
  • Is training mandatory?
    • Training is not mandatory, but we highly recommend you use the free entitlement.
  • Can I buy additional training places? If so, how many and how much will they cost?
    • Yes, you can buy as many additional training places as necessary at £65 exc. VAT per person.
  • What will happen if I miscalculate the expected number of children and I have therefore paid for the wrong sized school/setting. Eg: paid as a medium school (36-95 children) but only 33 children actually enrolled.
    • If the number of children decrease/increases, the next year’s invoice received will reflect these changes.
  • How do I register my ‘group’ for module 3?
    • Call the EExAT helpdesk (01422 311314) who will arrange this for you.

Admin: Setting up, amending, removing staff and children on the EExAT system

  • Who in my school/setting can access the EExAT system?
    • Each school/setting can decide who has access to the EExAT system and the permission levels given to individual staff within the system. The person who signed up to EExAT will have access to the staff tab. It is in here that schools/setting can allocate users and set them up with the appropriate permission level. By clicking on the button ‘guide to roles’ you can see what the different permission levels given.
  • How do I import the children’s information into the EExAT system? Does it need to be entered manually?
    • EExAT uses the industry standard CTF [Common Transfer File] to add children’s details to the system. This document is easy to generate/export from the most common MIS [Management Information Systems]. If your school/setting does not use an MIS please use the template provided on the system here; https://www.eexat.com/school/children/import
  • Can I add/delete/archive/edit children’s details?
    • Children can be added, archived or editing from within EExAT. This is all done through the Children tab in the EExAT system.
  • Can I put my children into groups (cohorts) such as class name?
    • Yes you can, you can also set your staff permission levels to allocate staff to specific groups.
  • What is meant by funded pupil?
    • Schools can decide for themselves as to the criteria for ‘funded pupil’. For example those children in receipt of 2 year old funding or the 30 hour entitlement.
  • What is the criteria for a ‘summer born’ child?
    • The term ‘summer born’ is used to refer to children born from 1 April to 31st August.
  • I am from a setting using the EExAT system, how do I download individual or a group of children’s assessments to send to the new setting or school?
    • We will be working with settings/schools during the year to agree an export format for pupils.

Module 1 – Tracking and Reporting Progress

  • Who decided on the statements?
    • The statements in EExAT were drawn from the work of nationally recognised, child development experts and are set out to reflect the key milestones in children’s development in 6-monthly intervals, from 6 months to almost 6 years old. This first set of statements was piloted with schools and settings in across Local Authority (Sunderland) for a year (2015-16). Following this, the statements went through a robust, consultative process before EExAT was launched in September 2016. In 2017 when over 650 schools and settings had been using EExAT with their children and applying the statements for almost a year, a further consultation took place and a few statements were amended or refined.
  • What do the numbers mean in the boxes at the bottom of the children’s trackers?
    • These are the child’s total cumulative scores for each assessment window. There is also a blue box named ‘cumulative score’ at the bottom of each child’s tracker. The cumulative score will increase with every assessment you make in each area (excluding WB & INV which are not scored and the CoELs which are scored separately). These boxes will also identify the date, the age of the child, when the assessment window closed and the milestone range. The range is based on the chronological age of the child so that you can compare the child’s total score against the range expected for their chronological age.
  • When I complete a child’s assessment do I need to have recorded evidence to make a ‘yes’ judgement?
    • No, you do not need recorded evidence to update a child’s tracker. The exemplification materials/ film clips in the system will provide the reference point for making accurate and consistent judgements without the necessity for collecting and recording evidence.
  • What is the ‘Simulate Child Age’ button?
    • This is a function for ‘senior leader’ users allowing you to amend an assessment recorded in a previous term, simply go to a child’s tracker, click the simulate button, enter a date and press choose date. You will see the simulated date to the left of the child’s tracker. Once you are happy with your amends, either leave the child’s tracker or simulate to the current date. Changes will be saved automatically.
  • What should I do if I have gone past my child’s milestone without any assessments and then have entered a baseline assessment?
    • Always try to update your assessments before a child reaches their milestone or half birthday. Look for the notifications on your dashboard or the exclamation mark next to the child’s name to find out who needs their assessments updating. The simulate age button should only be used on very rare occasions when an assessment has been missed. 
      If you have marked a baseline, and now realise that a child has passed through a six monthly milestone you are unable to edit the baseline. We would recommend that you archive the child and create a new child with same name and a new UPN so that you can re - do your assessments by simulating back to before the child’s birthday.
  • What should I do if I have gone past my child's milestone but not yet entered an assessment?
    • For example: If you have a child whose birthday falls on the 1st October but you have not yet entered an assessment for the child, you will see that the ARE section of the Pupil Profile will display a score of 0 in each aspect. The tracker will automatically extract any assessment entered into the tracker by midnight of the childs birthday or 'half birthday'. To backdate an assessment please go to the child’s tracker grid and simulate the age of the child, in this example to the 30th September, and complete a full assessment. If you revisit the pupil profile you will see that the system will have now extracted the new assessment scores. If you have a child whose birthday is the 1st September please the Helpdesk on 01422 311314.
  • What is the purpose of the grey flag in the key on the tracker?
    • The flag indicates an alternative assessment and should only be used sparingly. See the SEND section further information.
  • How does the tracker provide Age-Related information?
    • When a child reaches a six-monthly milestone the system will extract the data from the child’s tracker and populate this information into a report on age-relatedness which can be found in the child’s Pupil Profile. You are notified on the dashboard when a child is approaching a six-monthly milestone, one month before this date, so that you are able to update their tracker as necessary.
  • Can you assess the children in their home language?
    • Yes – and you should!

Reporting

  • How is the tracker scored?
    • Each cell in the Areas of Learning and Development scores as 1 point. Well-being and Involvement are not scored. The Characteristics of Effective Learning are scored separately from the Areas of Learning and Development, again each CoEL scores 1 point.
  • How can I check if children are developmentally on track?
    • You can view the child's ‘live’ cumulative score in the context of the score range for their age milestone. If their cumulative score is within the range for their age milestone you can be confident they are at age related expectations (AR) If the cumulative score is above or below the range for their age milestone then you need to look at the tracker to find out more detail - are they BAR for particular aspects of learning? Are they AAR for any aspects of learning? Does it link to their wellbeing and involvement? Don’t forget to take into account the child’s age in months.
      The cumulative score and milestone range will give you a guide to a child’s stage of development, it should not be used to label the child. Always use your knowledge of the child to consider whether the data is consistent with your own view of the child’s development.
      A detailed age related report will appear in the Pupil Profile when the child reaches each six monthly milestone.

      Please see below for the cumulative score range for each age milestone;

      Month / Cumulative Score
      0-6 / 0 – 24
      7-12 / 25 - 48
      13-18 / 49 - 72
      19-24 / 73 - 96
      25-30 / 97 - 120
      31-36 / 121 - 144
      37-42 / 145 - 168
      43-48 / 169 - 192
      49-54 / 193 - 216
      55-60 / 217 - 240
      61-66 / 241 - 264
      67+ / 265 - 288
  • Will the system show where children are significantly below or above age relatedness in an area of learning?
    • Yes, the system will determine whether a child is above, at, below or well below age related expectations at each six-monthly milestone for each aspect of learning.
  • Am I able to compare cohort attainment for a particular Area of Learning?
    • Yes, the Running Record will give you a cohort view of each child’s attainment as a milestone/score for each aspect and for each AoL overall.
  • Will the EExAT system generate individual pupil reports?
    • Yes, the system can generate individual children’s reports. There are 2 reporting options available; a Pupil Profile and a Pupil Report. The Pupil Profile draws together summative assessment information (numerical data) about the child’s levels of Well-being and Involvement, CofEL, cumulative scores and ARE. The second option, Pupil Reports, reports in words the milestone the child is currently at. It also outlines their next milestones, in words.
  • How can the data be filtered for reporting?
    • The full suite of reports will be released over the first term as your data builds up. Where appropriate reports come with the ability to filter. The set filters within the system include EAL, summer born, pupil premium etc and are based on those commonly used by LA’s. Ofsted etc.
  • Can I pull up reports with up to date data quickly and at any time?
    • Yes. The Reports function is immediately responsive to the tracker system. Once schools/settings start to complete assessments in the pupils’ trackers then this information will automatically populate into the Reports section. As assessments build up in pupils’ trackers, the data in Reports becomes richer. The most recent (‘live’) data is found in the Cohort Running Record whereas other Reports are updated at key points.
  • If I have to edit information for a particular child or group of children how soon will this be reflected in the reporting function?
    • Any edits to pupil information will be automatically and immediately updated and reflected in the Reports section.
  • How does EExAT which is binary (yes/no) system align with the ‘best fit’ approach for ELGs at the end of YR?
    • The ELG and Exceeding Statements sit as separate columns within the tracker so that you can apply the ‘best fit’ approach when the time comes to complete your EYFSP.

Module 2: Documenting and Moderating Learning

  • How do I upload a piece of evidence?
    • Users have the option to upload a single piece, or multiple pieces of evidence via a desktop, tablet or the EExAT Teacher App. To upload evidence go to the evidence tab and choose whether to upload a single or multiple pieces of evidence. You can upload up to 10 photos and/or videos in one ‘multiple upload’. You have the option to add a note, or tag to children and statements prior to upload or you may wish to add this information at a later stage.
  • Can I upload an observation that does not include a photo or video?
    • Yes. Use the “Add Evidence” or ‘Upload Multiple’ buttons to upload observations. Simply record your note in the evidence box and click ‘Save Evidence’. You do have the option to edit this later.
  • How do I create my Learning Journals?
    • The learning journal aspect of the EExAT system offers you the ability to select pieces of evidence to create highly unique and individualised learning journals for each child’. Journals can be accessed via the ‘Children’ tab and by selecting the journal option next to the child’s name. They can also be accessed from Evidence by filtering for a child and selecting ‘View Learning Journal. You can select from a number of different design templates. Then by clicking on the blue icon you can select images and videos to drop into the chosen template.
  • Can I download and print the children’s Learning Journal?
    • You will be able to print a pupil’s Learning Journal using a computer’s normal print functionality. Alternatively Learning Journals can be saved as a PDF.
  • When I go into a child’s tracker can I see how many pieces of evidence have been tagged to a statement?
    • Yes you will be able to see the number of pieces of evidence tagged to a particular statement on the child’s individual tracker, this is displayed within the statement cell.
  • Will I be able to filter for evidence when I am creating a child’s Learning Journal?
    • Yes, the all filters button within the evidence tab gives you a wide range of options for filtering evidence so that you can find what you want efficiently. Eg. evidence tagged to an aspect of learning, evidence from a particular date etc.
  • How do I send information to Moderation?
    • Click on the ‘Evidence’ tab and use the filters to find your piece of evidence and then click ‘view’. You have the option to edit, print and shortlist that piece of evidence as well as ‘Submit to Moderation’. By clicking on ‘Submit to Moderation’ it is then sent to a ‘senior leader’ user to either ‘Accept’ or ‘Reject’ this evidence for the moderation grid. A notification banner on the main evidence tab will detail the status of the moderated evidence as either ‘Pending’, ‘Accepted’ or ‘Rejected’.
  • Can I view moderated evidence?
    • Yes. Go to the Moderation tab and click on In-setting Moderation grid. Click on the green cells to view the moderated evidence.

The EExAT App

  • How do I download the app?
    • Search in your App store “EExAT Evidence App” to download the app onto your device which is intended for practitioners to be able to collect evidence throughout the day.
  • Will the App work on Apple and Android systems?
    • EExAT is compatible with iOS and Android mobile devices. The App allows you to collect, tag and upload evidence. For the optimum experience, we recommend accessing the system through a desktop computer.
  • Is there a limit on the number of devices we can use?
    • There are no limits set for the number of devices that you can use for the App. To set up a device you need to download the app then log in to EExAT using your existing username and password. From there you can create a pin code. For future log ins on that device you can just use the quick pin code.

SEND

  • How will the Tracker work for children with SEND and who are working at a much younger age developmentally?
    • EExAT will provide ‘on entry’ data for children who may be functioning well below age related expectations. It will highlight the progress made when a child with SEND moves from low to high levels of wellbeing and involvement, and as the child develops the Characteristics of Effective Learning. EExAT exemplification includes film clips of children with SEND to support your observations. The Learning Journal can be used to record and celebrate each child’s progress and can be shared electronically with parent, supporting the home-school link.
  • Can I arrange for a group of special schools to use the cross school moderation and reporting tool?
    • With module 3, yes, a group of special schools/specialist provision can register and share information by nominating a host school. If children are grouped according to types of special need, then filters will support your moderation and reporting of specific groups and the cross school moderation files will support your consistency and analysis of judgements.
  • What happens if a child with specific needs prevents them from ever achieving one of the statements?
    • In exceptional circumstances (e.g. A child has a physical condition that prevents them from using their hands) You can use the alternative assessment symbol (the flag in the key within the tracker). By entering this flag on the statements which the child is prevented from achieving, the system will then attribute the score for that statement allowing you to move on to the statement in the next milestone, and the next one and so on, as the child’s development continues. Please note this has been developed with children who have complex needs in mind. We recommend you keep a record of when and why you have used the flags for each child.

Parents

  • Can parents access their child’s learning journal? Can they download and print this?
    • Yes they can. Parents will be given an access code by their child’s teacher/key person and this will need to be activated by the parent by registering on www.eexat.com. The system will then allow parents to view, add to and print their child’s learning journal.
  • Can parents amend/edit my comments or tagged statements?
    • Parents cannot edit a teacher’s information but can add their own comments.
  • Can parents add an observation and tag this to a statement?
    • EExAT will allow a parent to submit evidence [video, image, note/observation] to the school/setting. It is up to the school/setting to decide how to use the parents’ submissions. You will receive a notification when a parent has sent evidence to you and when they have commented on their child’s Learning Journal. You may choose to tag the evidence to a statement and include this in the Learning Journal or file this with the child’s evidence.

Data Protection / Security

  • Will the system auto save? And will it automatically log-out after a period of inactivity?
    • Most sections of EExAT will save changes as they are made, there are a few exceptions, such as editing copy/text within observations, notes, or comments. These will require the user to navigate away from the page before they are saved. EExAT uses session cookies, which will automatically log a user out after 60 minutes of inactivity . The mobile app will log out when a device is 'locked' or after 1 hour of inactivity.
  • Will the app work on Apple and Android systems?
    • EExAT has a web based app compatible with iOS and Android for mobile devices. The App allows the users to collect, tag and upload evidence. For the optimum experience, we recommend accessing the system through a desktop computer.
  • How does the tracker conform to data protection regulations?
    • EExAT security Set up/procedures:
      · Encrypting all web traffic between users and EExAT using industry standard SSL encryption, used to protect sites as large as Paypal and Amazon
      · Storing encryption keys on a different server from where the data is stored
      · Hashing and salting user passwords so that they cannot be used on other sites, should attackers ever get into the database
      · Preventing common attacks such as SQL injection, cross-site scripting by sanitising all user input
  • Is it a secure server?
    • EExAT will be using Amazon Web Services to host and serve the service. This is a highly respected and well recognised cloud storage solution, which puts strong safeguards in place to protect customer data. AWS manages dozens of compliance programs within its infrastructure, helping us to go beyond standard practice with data protection.
  • Who does the server belong to and therefore who is responsible for the security of the information stored on it?
    • Amazon Web Services own the hardware and are responsible for restricting access physically. They also provide an industrial grade firewall which sits in front of the public internet. Early Excellence are responsible for the networked access to data, but employ industry standard secure programming tactics to prevent any breaches. Users of the system should be made aware that they are responsible for keeping their own account password secret, Early Excellence and Amazon Web Services can’t be responsible for any breaches of data as a result of weak or non-secret passwords.
  • Can information be lost from this or is backed up?
    • The service will be backed up regularly and data will not be lost.
  • How long is my data stored for?
    • Different types of data will be stored for different lengths. Eg, a pupils learning journal will be stored until archived. Pieces of evidence not used in a Learning Journal will be removed after the end of the relevant academic year.
  • How secure is the entire system?
    • EExAT uses industry recognised procedures to protect its users and their data. Below is a summary of some of these processes;
      • Encrypting all web traffic between users and EExAT using industry standard SSL encryption, used to protect sites as large as Paypal and Amazon
      • Storing encryption keys on a different server from where the data is stored
      • Hashing and salting user passwords so that they cannot be used on other sites, should attackers ever get into the database
      • Preventing common attacks such as SQL injection, cross-site scripting by sanitising all user input