Record of Achievement database


The Record of Achievement (ROA) database allows tutors to quickly assign statements to each pupil in a group according to their level of achievement. The statement bank holds a set of numbered statements for each subject, and these are used to generate a personalised Record of Achievement for each pupil, showing the appropriate statement for the level of achievement attained in each subject.

The relational structure of the database allows the tutor to see a list of the pupils in their group, and simply tick a box for each pupil to assign them a statement, with the results being visible in the pupils' records of achievement, with their subjects and statements listed on the page.

It's also possible to export tutor group / pupil information directly from SIMS in CSV format and have it converted automatically into the correct relational format for the database, prior to selecting the statements for the pupils.

The database is available on request from Iota for £49 ex VAT - contact us for further details.

Importing the data

If you are using SIMS and want to export the pupils and tutor groups to the ROA database, you need to generate a CSV file containing the following fields:

  • Reference no
  • Firstname
  • Surname
  • Form
  • Gender
  • Year
  • J group
  • All subjects

The most important fields are marked in bold.

Since SIMS can only export data in a tabular form, the 'All subjects' field is used to store the list of tutor groups that each pupil belongs to, along with the initials of the teacher. The first two letters of the tutor group name indicate the subject: so, for example, "Ar-11-01-G" would be Art, "Ma-11-09-G" would be Maths, and so on.

You don't have to use this convention for your tutor group names, but the script that converts the SIMS data into the best format for the ROA database uses it to automatically assign subjects to the tutor groups. The two-letter codes are associated with the full subject name (used on the Record of Achievement report) in the Subjects table.

Having generated the CSV file, you can import it into the ROA database via the Pupils layout (available from the main menu by clicking on the "Import pupils and groups from SIMS" button).

Having imported the data, you can click on the "Click here to convert the subject group data to the correct format for the ROA database" button on the Pupils layout. This will take you to the Pupils/Groups layout which lists the tutor groups for each pupil in a subview.

View subject groups

This lists the tutor groups that were imported from the SIMS database.

If you don't have a SIMS database, you can enter the tutor groups directly in here, but you'll have to have entered the subjects first (see below) so that you can enter the corresponding subject code in the Groups layout.

The Option No field isn't actually used anywhere else in the current ROA database, but could be used to indicate which course option the pupil was taking.

View subjects

If any of the subject codes from the SIMS data weren't recognised, a subject will have been added for them but you will have to enter the subject name manually (since DataPower has no way of knowing what the subject is actually called).

The 'Sort order' field is used for the core curriculum subjects to ensure that they appear in a consistent order at the top of the Record of Achievement form. Other subjects will simply be listed underneath, depending on which subjects the pupil is taking.

View statements

This layout shows the statement bank, arranged by subject, where you can enter statements numbered from 1 to 12, corresponding to the mark assigned to each pupil in each of their subject groups.

The text will be personalised for each pupil according to their gender, so that you can make references to the pupil's name and gender as follows:

    <Name> has done very well this year. He/she has performed all his/her work to a satisfactory standard.

Assuming the pupil is a girl called Jane, the resulting statement in the record of achievement would read as follows:

    Jane has done very well this year. She has performed all her work to a satisfactory standard.

The full list of "tokens" that are substituted like this is:

  • <Name>
  • His/her
  • He/she
  • <Option>

The last one is the course option that the pupil was taking, which you can enter in the Group Grades layout (see below). This may well not be relevant for most (if not all) subjects, but it does allow for some variation within a subject.

Enter Pupil Grades

Once the pupils have been assigned to their subject groups, the Group Grades layout will list the pupils in each tutor group, and this allows a teacher to go to the page for one of their groups and go down the list of pupils, ticking the appropriate box for each pupil to indicate their level of achievement. It will probably be helpful at this point to have a printout of the corresponding statements for this subject to hand.

If there are course options within a subject, you can enter the appropriate option for each pupil, and a reference to this can be included within the statement bank by using the <Option> keyword (see above).

View final ROAs

The moment of truth!

Once all the marks have been entered for all pupils in all the subjects they're taking, the Final ROA layout shows the Record of Achievement for each pupil, with a list of the subjects they're taking and the personalised statement corresponding to their mark in that subject.

The most important subjects are listed at the top in a standard order, which you can specify by altering the 'Sort order' field within the Subjects layout.

Note that if you miss out a mark for a pupil, the corresponding subject will not appear on their Record of Achievement, even if they are assigned to the correct tutor group, so it's very important that the teacher should enter a mark against each pupil in their group.

Print ROA / Overprint page

These are a couple of example layouts to show how you can customise the Record of Achievement layout to allow overprinting on pre-printed "certificate" pages.

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