Appendix - Importing Data Into Keypas - Phonics file specs

Local Authorities have a statutory duty to collect the Phonics assessment on behalf of schools to submit to STA/DfE. Keypas provides a facility for managing the collection and reporting of these assessments.

Keypas, Nova reports and Insight provide all the reports, exports and cleaning routines to allow the LA user to manage the analysis and reporting of these results.

Phonics data 

Used for: Importing data submitted by schools

Files available from: Direct from schools

When: June each year

Import route: Import > Phonics

Contains: Phonics check results for Year 1 (all) and Year 2 (pupils who failed the check the previous years)

Keypas accepts three types of pupil data files, CTF (.xml), PHO (.xml) and output from the DfE spreadsheet (as .csv). For CTF and PHO files the file format should look like the examples below.

• nnnDDDD_CTF_nnnLLLL_xxx.xml
• nnnDDDD_PHO_nnnLLLL_xxx.xml 
• nnnDDDD_FTF_nnnDfE_xxx.xml
• PHONICS_DDDD_yy.csv

Key:

• nnn = LA number
• DDDD = 4 digit DfE number
• xxx = Incremental export number
• yy = Year
• LLLL = Fixed value

Year 1 and Year 2 in a single file
Schools are required to submit Phonics data for all Yr 1 pupils and selected Yr 2 pupils (pupils who did not achieve the required outcome, or were not tested in Yr 1). Schools should be advised to send in one file that includes all the pupils (including year 2 pupils retaking it) in a single CTF file. All major MIS systems will support this requirement, though it may require some additional steps by the school when creating the file. 

Retain existing data

Occasionally when importing Phonics files from schools you may receive separate sets of data (year 1 and year 2) rather than in a single file. If schools are unable to provide the single file and you've already received a file for either year 1 or year 2, you may need to use the 'retain existing data' functionality (though it should be carefully considered.) See this article for more information.