Early Excellence

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EExAT FAQ

Registration and Training

1. Can I sign up to the Tracker Module initially and then decide to purchase other modules at a later stage?

Yes, schools/settings can purchase additional modules at anytime by calling the helpdesk on 01422 311314 and requesting an upgrade.

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2. Will I get a refund if we decide to buy the system but then cancel all or certain modules?

Schools/settings who do not wish to continue with EExAT 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.

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3. Is it an annual signup?

Yes, EExAT is based on an annual subscription.

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4. Can I have a free trial before signing up?

Schools/settings are not able to access a free trial but will be able to receive further information at one of our twilight sessions. Information including videos, webinars and updates can also be found on our website http://earlyexcellence.com/eexat/

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5. What training am I entitled to?

Each module comes with free training entitlement

For customers purchasing Module 1 only: 1 x half-day Assessment Tracker training session (1 free place per school/setting).

For customers purchasing Modules 1 and 2: 1 x half-day Assessment Tracker training session and 1 x half-day Documenting and Moderation training session (1 free place per school/setting for each half day session).

For customers purchasing Modules 1 , 2 and 3: 1 x half-day Assessment Tracker training session and 1 x half-day Documenting and Moderation training session (1 free place per school/setting for each half day session).

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6. Is training mandatory and who should attend?

Is training mandatory and who should attend?
Training is not mandatory, but we highly recommend you use the free entitlement.

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7. Can I buy additional training places? If so, how many and how much will they cost?

Yes, a school/setting can buy as many additional training places as necessary at £65 per person, per session. A subscribing school/setting can only buy training it is entitled to receive, for example a module 1 school/setting can only buy module 1 training.

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8. Will the app work on Apple and Android systems?

EExAT is compatible with iOS and Android for tablets and is supported by an app which allows users to collect, tag and upload evidence. For the optimum experience, we recommend accessing the website through a desktop computer.

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9. Is there a limit on the number of devices we can use?

Currently, there are no limits set for the number of devices a school/setting can use. A user will need to log in to EExAT the first time they use a device, then enter a pin each time they return.

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10. Who in my school/setting can access the EExAT system?

A school/setting can decide who has access to the EExAT system. Staff access can be set up by clicking on the ‘Staff’ tab when logged into their EExAT account. A school/setting decides on the permission levels given to individual staff within the system.

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11. Can I use EExAT and another primary tracker? How is information/data from EExAT transferred/uploaded into the other, particularly at transition points, e.g. at the end of Reception?

Schools/settings can use EExAT and a primary tracker to monitor the progress of their children in the FS and in KS1/2. EExAT will produce the equivalent of EYFSP scores at the end of YR. Schools will then be able to export this information via a CSV/excel or xml file to import this information into their primary tracker.

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12. What will happen if I miscalculate the expected number of Foundation Stage children and I need to either decrease/increase the number of children?

If the number of Foundation Stage children decreases/increases, the next invoice received will reflect these changes.

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13. How do I import the children’s information into the EExAT system? Does it need to be entered manually?

EExAT will use the industry standard CTF [Common Transfer File] to add children’s details to the system. This document is easy to generate/export from most common MIS [Management Information Systems].

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14. How does the EExAT system work in relation to EExBA?

EExAT is a flexible system which allows schools/settings to capture the children’s starting points regardless of when they start in the school or setting. EExAT includes the EExBA statements within the tracker so once EExBA has been completed and submitted, the system will automatically populate the EExBA results into a child’s tracker. For 2016 EExBA continues to be funded by DfE.

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15. Can I add/delete/archive/edit children’s details?

Children can be added, archived or edited from within EExAT. This is all done through the ‘Children’ section in the EExAT system.

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Module 1 – Tracking and Reporting Progress

1. Can I decide to assess the children at a particular point in time rather than assessing children close to the 6 month increment development milestones?

Yes, this is a flexible system which allows schools/settings to assess any child at any time. However, our advice is to assess children when they are close to a 6 month development milestone. Each school/setting can set the number of assessment windows to either 2, 3 or 4 per year.

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2. Why are there no statements for the specific areas of learning up to 24 months?

Schools/settings can add their own statements in these areas but Early Excellence has not provided any in order to ensure that the primary focus for children of this age is on their Wellbeing, Involvement, Characteristics of Effective Learning and Prime Areas of Learning and Development.

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3. If there is disagreement between assessments made at the end of Nursery and beginning of Reception (EExBA) is there a place to record the resolution and explanation for why?

A teacher/practitioner is able to add a ‘note’ (as a piece of evidence) to an assessment that could be used to explain any anomalies.

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4. Can you assess the children in their home language?

Yes – and you should!

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5. Who decided on the statements? Are they indicative of true development milestones?

EExAT has been piloted with schools and settings in Sunderland. The statements have also been through a robust, consultative process to ensure that they best capture key milestones of children’s development from birth to the end of the (English) Early Years Foundation Stage.

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6. What do I do if I disagree with a previous assessment?

A teacher/practitioner can amend assessments within the current assessment window. Anything outside of the current assessment window, but within the academic year, will require a senior school/setting user of EExAT to make changes.

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Module 2 – Documenting and Moderating Learning

1. When I go into a child’s tracker can I see how many pieces of evidence have been tagged to a statement?

Yes, a teacher/practitioner will be able hover over a cell within a child’s tracker and see the evidence tagged to this statement.

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2. When I complete a child’s assessment do I need to add recorded evidence to make a ‘yes’ judgement?

No, schools/settings do not need to add evidence to update a child’s tracker to confirm a ‘Yes’ assessment. Some of the assessments will be made from the teacher’s/practitioner’s own professional judgement. The exemplification from Early Excellence and your own school/group, will provide the reference point for making accurate and consistent judgements without the necessity for over adding evidence.

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3. Can I download and print a child’s Learning Journal?

Schools/settings can print a child’s Learning Journal at any time, using a computers normal print functionality.

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Module 3 – Moderation & Data Reporting

1. How do I set up a ‘group’ for module 3 for cross school moderation?

Call the EExAT helpdesk on 01422 311 314 who will arrange this for you.

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2. I am not part of an academy group but work closely with a group of schools in our local area. Can we set ourselves up as a group?

Yes you can. Please call the EExAT helpdesk on (01422 311 314) who will arrange this for you. One school/setting will need to be the host school and an unlimited number of schools/settings can join a group – even if this is as small as two schools/settings forming a group.

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3. If my school/setting has been linked to a group and we either do not want to join or wish to withdraw, how do we do this?

If a school/setting wants to withdraw from a group, they can call the helpdesk on 01422 311 314 and ask to be removed.

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SEND

1. How will the Tracker work for children with SEND and who are working at a much younger age chronologically?

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 parents, supporting the home-school link.

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2. Can I arrange for a group of special schools to use the cross-school moderation and reporting tool?

Yes, a group of special schools or a 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.

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Reporting

1. Will the system show where children are significantly below or above 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 assessment point. Where a child is significantly above/below in one or more aspects of learning this will be indicated by a symbol (triangle for below, star for above).

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2. Is there a function for reporting to parents?

Parents are able to view, print and comment on entries within their child’s Learning Journal.

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3. Will the EExAT system generate individual children’s reports?

Yes, the system can generate individual children’s reports showing the assessment statements the child has been assessed on, and those which appear in the next milestone.

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4. In the reporting function will the system give me information on the number, percentage and names of children in each of the bands? (At, above, below and well below age related expectations)

Yes, once the filters are applied you will be able to see the number, percentage and names of children within each particular field.

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5. Can I group children into specific groups to monitor/identify their progress?

Yes, schools/settings can group children to a specific criteria.

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6. How can the data be filtered for reporting?

The system is built with filters to support schools with gathering information and generating reports, such as EAL, summer born, pupil premium etc.

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7. When can I print reports?

Once schools/settings start to complete assessments in a child’s tracker, this information will automatically populate into the reports section.

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8. 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 children’s information will be automatically updated and reflected in the reports section.

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9. How do I compare my ELG information if the EExAT system is now binary but in the past this has been ‘best fit’?

In order to ensure that the datasets will provide year on year comparative data, we are advising that in the interim period; between current ‘best fit’ ELGs and the EExAT interpretation, that schools draw down two sets of data to reflect both approaches.

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Parents

1. Can parents access, download and print their child’s Learning Journal?

Yes, parents will be given an access code by their child’s teacher. Parents use this code to register on www.eexat.com. A parent will then be able to view, comment on and print their child’s Learning Journal.

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2. Can parents amend/edit my comments or tagged statements?

Parents cannot edit any information, but can add their own comments to the Learning Journal.

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3. Can parents add an observation and tag this to a statement?

EExAT will allow a parent to submit evidence [video or image], with a note/observation to the school/setting. It is up to the school/setting to decide how to use the parents’ submissions. They may choose to tag and include in the Learning Journal, or file this with the child’s evidence.

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4. Does the system keep a log of how often a parent views their child’s Learning Journal?

EExAT logs information about children and their assessments. Currently, it is not set up to record parental logins or activity.

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Data Protection / Security

1. 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

Encrypting children’s first and last names with industry-standard AES encryption so that children cannot easily be uniquely identified

Storing encryption keys on a different server from where the data is stored

Using one-time access tokens for accessing images or videos of children

Hashing and salting user passwords so that they cannot be used on other sites

Preventing common attacks such as SQL injection, cross-site scripting by sanitising all user input

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2. Is EExAT hosted on a secure server?

EExAT will be using Amazon Web Services (AWS) to host and deliver 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.

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3. Who does the server belong to and 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/secure. Early Excellence and Amazon Web Services are not responsible for any breaches of data as a result of weak or non-secure or non-secret passwords.

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4. Can information be lost from EExAT or is it backed up?

The service will be backed up regularly and data will not be lost.

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5. How long is my data stored for?

Different types of data will be stored for different lengths. For example, a child’s Learning Journal will be stored until archived. Pieces of evidence not used in a Learning Journal will be removed at the end of the relevant academic year.

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Technical

1. 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

Encrypting children’s first and last names with industry-standard AES encryption so that children cannot easily be uniquely identified

Storing encryption keys on a different server from where the data is stored

Using one-time access tokens for accessing images or videos of children

Hashing and salting user passwords so that they cannot be used on other sites

Preventing common attacks such as SQL injection and cross-site scripting by sanitising all user input

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2. I am from a setting/school using the EExAT system, how do I download assessments for individuals or groups to send to a new setting or school?

We know how important it is to make this type of admin task simple for users so we will be working with schools/settings during the launch year to agree an export format for assessments and make sure its as simple as we can.

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3. 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, however there are a few exceptions such as editing text within observations, notes or comments. These will require the teacher/practitioner to navigate away from the page for saving to take place. 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 10 minutes of inactivity.

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