1. Electronic Data Collection
January 2017

2. Introduction Excel Spreadsheets Kept 1 file for each teacher
Saved and archived weekly
Uploaded to be shared as per your system requirements – Sharepoint, WA connect, dropbox
Walk through the data changes
How to build the data sheets

3. Recording Lessons
If a partial lesson is completed: enter the lesson number followed by a decimal point and then the number of the last exercise taught.
E.g = lesson 17 exercise 6
When a lesson is completed write the full lesson number.
*See Giraffes Reading M on the example below.

4. Total Lessons Taught
Only completed lessons count towards the weekly total *see elephants reading.
Repeated lessons, do not count (unless a regroup has occurred or it is the beginning of the year). If a group is taken back begin counting lessons towards the weekly total again when a new lesson is taught.

5. Lesson Progress *See Elephants reading on the example.
When a group completes 5 or more lessons in a week the total number is highlighted green.
*See Elephants reading on the example.

6. Repeated Lessons and Tests
‘R’ denotes a repeated lesson or test.
Do not count these lessons!
*see Giraffes reading and Elephants Language for a repeated MT and Giraffes language for a repeated lesson. 

7. Recording Test Data (right side of LPC)
This side of the form has changed!
Record the number of students rather than the names of students

8. Recording Repeated MTs or COs
Do not include retest or catch-up testing on the ‘Mastery Test or Checkout Summary’ section of the LPC.
Only record information in this section the 1st time a test is given. Record information regarding catch-up testing or retests in the ‘Retest Form’ and the ‘Comments Section’ on the LPC. Failure to do this could result in confusion in the data analysis process.

9. Remedies
‘Rem’ denotes groups completing remedies or parts of lessons for a failed MT or CO. You do not need to enter the lesson number/s.
Remedies are not counted in the weekly lesson total.
*See Giraffes reading and Elephants Language on the example.

10. Inaccurate or Incomplete Data
Any inaccurate or incomplete data should be highlighted and returned to the school to be amended immediately.Once the data has been fixed it should be re-uploaded. This process should increase awareness of correct data completion and prevent future occurrences of inaccurate or incomplete data.
*The teacher has failed to include the total group number as the denominator therefore this cell has been highlighted.

11. Retesting
When students do not pass a Mastery Test or Checkout on their 1st attempt subsequent attempts will be recorded on the retest form not on the original MTS or STS forms.
Once students pass a retest or do not pass after 3 attempts use the colour coding system (see next slide) to indicate the students results on the MTS or STS forms.

12. Test Attempts
The circle, triangle and slash coding has been replaced with a colour coding system.

13. Reading Colour the original scores on their STS for reading checkouts.
Geoff has passed all MTs the 1st time.
Amber passed MT 2 on her 3rd attempt and MT 3 on her 2nd attempt.
Paul did not pass MT 2 on his 3rd attempt.

14. Results Pending
Remedies may still be in progress or students may not have passed retests by the time the weekly data submission is required. In that case, include a brief note on your LPC to let your IM and school personnel know the status of remedies and retests.
Scores/Try Columns remain colourless until a student passes or after a 3rd failed attempt.
Paul has not been retested for MT 3 yet his score remains colourless until the testing is completed.

15. Language
Colour the try column for Language by selecting the required colour from the dropdown menu.

16. Maths
Colour the ‘try’ column for Maths the same as Language by selecting the required colour from the dropdown menu.
The only exception is DISTAR and Corrective Maths which are the same as Reading; colour the cell of the original score.

17. Attendance for Testing
If a student is absent on the day of the test and you are not able to test them before submitting the data enter an ‘A’ in the ‘A column’ to indicate that the student was absent and not tested. Once they have returned and been tested enter their results accordingly; do not delete the ‘A’ from the ‘A column’ as it is useful data.
Peter has not been present for  any of the MTs.
Paul was away on the days MT 1 and 2 were given. 

18. DI Lesson Attendance Code Description A Not at school. E
It’s very useful to track attendance and participation in DI lessons.
Use the following codes to complete your attendance form.
Code
Description A
Not at school. E
Did not attend the lesson. An explained absence:
at the dentist, went home sick.
Present; attended the lesson. (Leave cell blank) P
Partial attendance: arrived late, left early. B
Present at school but not participating in the lesson: behavioural reason.

19. The Password
All data forms (tabs) are locked; this ensures the formulas ad formatting within the forms cannot be altered. Data can only be entered into preselected cells.
If you need to make changes i.e. enter an extra row, you can do this my unlocking the sheet using the password: IM

20. Once you have completed any changes make sure to relock the sheet using the password.
The password cannot be recovered; make sure to take care to enter it correctly.

21. How to build Open new excel document
“Save As” (use naming conventions as per your system requirements)
Open up E data template for the program that you want to copy into your new saved version.

22. Adding eForm sheets/tabs
Right click on the tab that you want to copy.
Click “Move or Copy:
Click on the drop down box
Click on the spreadsheet name you want to copy the tab to.

23. Create a Copy Check the box ‘create a copy’
Click ‘ok’
You should see your copied tab in your saved spreadsheet
Repeat the process to add more tabs as you build your saved file

24. Add another eForm sheet/tab Choose the Order
As you copy more tabs, you can choose the order/destination of your new tab.
EG. On figure 1 ‘sheet1’ has been selected. The new tab will go between the LPC and Sheet 1.
As can be seen on figure 2 the saved file now has another tab added between the ‘LPC’ and ‘Sheet 1’ tabs
Figure 1
Figure 2

25. Selecting multiple sheets to copy
Click on the 1st tab you want to copy
Hold down CTRL and click on the other tabs you wish to copy
Right click while hovering over a selected tab

26. Rename Type the new title for your tab
You can rename each tab to personalise the spreadsheet and make it easier to navigate.
Right click on the tab you want to rename
Click on ‘rename’
Type the new title for your tab
Click enter
Here is an example of tabs being renamed

27. Choose the tab colour
In addition to renaming each tab you can also colour code them.
Right click on your tab
Click on ‘Tab Colour’
Choose your colour
Here is an example of how you can colour code each tab

28. Hide Tabs
We want to keep the data from previous weeks within the same file so that we can refer to it when required without having to download previous versions. The way we can do this without causing confusion is by hiding tabs that are not in use.
No tabs hidden
Right click on the tab you want to hide
Click ‘hide’

29. Unhide Tabs When you would like to unhide a hidden tab
Right click on any tab
Select the tab you want to unhide

30. Navigate the Data Set
As the spreadsheets contain more tabs use the arrows on the bottom of the file to navigate between the tabs

31. Clearing the LPC (To delete data from the LPC to use it for the new data week)
Highlight the cells you want to clear; to select multiple cells at once hold down the Ctrl key
Once you have selected the cells right click on your mouse and select clear contents OR push the delete/del key on your keyboard.
To clear the data from the text boxes on the LPC comments, you must manually select the contents and delete them.

32. Thank You