Otherwise Assessments

Last updated: 14/02/2019

Introduction#

Our assessment software provides practitioners with an intuitive, flexible and easy to use framework for assessing the holistic development of children and young people in a variety of settings.

Our assessment tools provide a clear visual snapshot of a learners current state. The tools can be used to measure the impact of sessions on an individual between two dates or to measure impact over extended periods of time.

For younger children, the assessment tool can be used solely by the practitioner as an observational tool. Older children can be involved in the assessment process, to varying degrees as appopriate, and the assessments used to support and develop self-awareness, reflection and goal setting skills.

The assessment tools are an ideal way to meet the requirements of the SEN Graduated Approach and record the Assess, Plan, Do, Review cycle when working with learners whose needs or difficulties are not easily measured using traditional assessment tools.

The assessments tools have been designed to be as flexible and easy to use as possible. No qualifications or training are required, there is no minimum or maximum time an observation should take and no restriction on the number of observations that can be taken over any period of time.

It is recommended that you read this manual in its entirety before carrying out an assessment.

It is advised that where possible the same person undertakes each observation.

For more information about our products visit www.otherwise.education

If you have any questions or require any further support with any of our products please e-mail: support@otherwise.education

Aspects#

The tool measures learners against a number of aspects. These aspects vary from confidence to empathy to engagement and the aspects that are available will depend on the version of the tool you are using.

During an observation a learner is given a scored on a scale of 1 to 5 for each aspect. A score of 1 indicates the least proficiency and a score of 5 indicates the highest.

Scores are further broken down into sub-levels of Emerging (E), Developing (D) and Secure (S) allowing you to record the frequency or level of the behaviour you are observing. A score of 3S would be higher than a score of 3D or 3E for example.

Descriptors for each level of each aspect are provided and have been written as broadly as possible to suit as many settings as possible. Practitioners are encouraged to adapt them to their specific setting if appropriate.

Navigation#

Main menu.
Main menu. Click image to enlarge.

The main menu allows you to immediately jump to another section of the tool from any page.

Main menu drop-down.
Main menu drop-down. Click image to enlarge.

Clicking on the My Account menu item will reveal the drop-down menu providing access to the account settings page, contact form and report designer. You are also able to log out from this menu.

Breadcrumb navigation.
Breadcrumb navigation. Click image to enlarge.

As you navigate the assessment tool a trail of 'breadcrumb' links is created at the top of the page. Clicking on these will take your to the relevant section of the tool.

Main menu, mobile view collapsed.
Main menu, mobile view collapsed. Click image to enlarge.

When using the assessment tool on a mobile device with a small screen the main menu will be collapsed to save space on the screen.

Main menu, mobile view.
Main menu, mobile view. Click image to enlarge.

Clicking on the Menu button will expand the menu.

Dashboard#

On the dashboard, you are presented with an overview of the number of learners, groups and assessments you have entered.

The main dashboard.
The main dashboard. Click image to enlarge.

From the dashboard, you can also download paper-based assessment recording sheets for use when you do not have an Internet connection available. Any assessments recorded on paper can quickly and easily be entered into the system at a later time.

Newsletter#

Our newsletter is the best way to keep up to date with the latest news and information about updates to our assessment tools and is delivered free to registered subscribers. You can unsubscribe at any time and your personal details are never shared with others.

If your e-mail address is not already subscribed to our newsletter a sign up for will be present at the top of the dashboard.

E-mail newsletter sign up form, collapsed.
E-mail newsletter sign up form, collapsed. Click image to enlarge.

To ensure the form is not intrusive it is collapsed by default. Click anywhere on the header to expand the form.

E-mail newsletter sign up form.
E-mail newsletter sign up form. Click image to enlarge.

The form is automatically populated with your name and e-mail address. Check the details then click on the Subscribe button to sign up.

Learners#

The learners page displays a table of all learners you have entered onto the system.

The table of learners.
The table of learners. Click image to enlarge.

From this page you can navigate to a learners profile , add a learner , import learners from a CTF file, download bulk reports or delete multiple learners .

Learner Profile#

From the learners table click on a learner to navigate to their profile page.

Learners profile page.
Learners profile page. Click image to enlarge.

From the header you can delete the learner, edit their details, add a new assessment for this learner or download any available learner reports.

The profile displays the user's basic details and any significant groups they belong to.

Below the details are any optional target levels that have been set for this learner.

At the bottom of the profile page is a table detailing the scores and progress from any assessments completed for this learner. Clicking on any of the assessment dates will navigate to the chosen assessment.

Adding a Learner#

To add a new learner navigate to the main Learners page and click on the New Learner button.

Learners profile page.
Learners profile page. Click image to enlarge.

In the Details section, enter the learner's name and set their gender and date of birth.

The Significant Groups section allows you to select which groups the learner should be placed in. Please note that learners will automatically be added to the Summer Born group based on their date of birth.

You can optionally set target levels for the learner in any or all of the aspects. These will then be displayed on the learner's profile.

To save this learner scroll down to the bottom of the page and click on the Save button.

Please note that learner registrations are not interchangable. Once a learner is registered you have 7 days during which you can edit their basic details, including name, gender and date of birth. After this period the learners details are locked and can only be changed by contacting our support team and requesting a change.

Editing a Learner#

Clicking on the Edit Learner button on a learner profile will take you to the edit learner page.

Learners profile page.
Learners profile page. Click image to enlarge.

In the Details section, you can edit the learner's name and change their gender and date of birth.

The Significant Groups section allows you to select which groups the learner should be placed in. Please note that learners will automatically be added to the Summer Born group based on their date of birth.

You can optionally set target levels for the learner in any or all of the aspects. These will then be displayed on the learner's profile.

To save any changes you have made be sure to scroll down to the bottom of the page and click on the Save button.

Please note that learner registrations are not interchangable. Once a learner is registered you have 7 days during which you can edit their basic details, including name, gender and date of birth. After this period the learners details are locked and can only be changed by contacting our support team and requesting a change.

Deleting Learners#

Delete a single learner.
Delete a single learner. Click image to enlarge.

To delete a single learner click on the Delete button in the header of their profile page. You will be asked to confirm deletion. When you delete a learner any linked assessments will also be deleted. Please note that deleted learners and assessments cannot be recovered.

Bulk delete learners.
Bulk delete learners. Click image to enlarge.

Learners can be deleted in bulk from the main Learners page. To do this check the boxes of the learners you want to delete, select Delete from the Bulk Actions drop-down and finally click on the Apply button.

Checking the checkbox in the table header will select all learners.

You will be asked to confirm deletion. When you delete a learner any linked assessments will also be deleted. Please note that deleted learners and assessments cannot be recovered.

Importing Learners#

From the main Learners page click on the Import button.

Import learners page.
Import learners page. Click image to enlarge.

From this page you can import learners from a valid CTF-16 file (common transfer file). CTF files can be exported by your school or organisations management information system.

The process of adding users manually has been designed to be as quick and simple as possible but if you need to add a large number of students in one go then importing learners from a CTF file may save some time.

CTF files are often large and complex and if they are not correctly generated by your school management software then importing learners may not work as expected.

This feature is still experimental. Currently, no checking is performed for duplicate students. Use this feature with caution.

Assessments#

The Assessments page displays all assessments you have entered. Clicking on the table headings allows you to sort the table.

Assessments page.
Assessments page. Click image to enlarge.

From this page,you can add a new assessment, export assessment data or click on an assessment name to view and edit that assessment.

To view an assessment click on the appropriate row in the table and you will be taken to the assessment page.

Assessment page.
Assessment page. Click image to enlarge.

From the header you can delete or edit the assessment or download any available assessment reports.

The Assessment Details section displays the name of the learner, their date of birth, the assessment date and the age of the learner at the time of the assessment. If any notes were entered for this assessment they will also appear here.

The Assessment Overview section features a radar chart showing the scores given for each aspect. If target levels were set for the learner these will also appear on the chart.

The Aspect Profile section features a set of bar charts showing the scores given for each aspect. Again, if target levels were set for the learner these will also appear on the chart.

The Aspect Levels section lists the level given for each aspect and the matching level descriptor.

The Targets section lists the targets that were automatically generated based on the scores entered for the assessment.

Adding an Assessment#

To add a new assessment navigate to the main Assessments page and click on the New Assessment button. Alternatively, navigate to the profile page for the learner you would like to assess and click on the New Assessment button.

Add assessment page.
Add assessment page. Click image to enlarge.

Select the learner you would like to assess from the drop-down box.

Enter the date of the assessment.

For each aspect move the slider until the appropriate score is displayed. To assist with entering assessment scores the matching level descriptor will also be displayed.

Below the aspects is a text box in which you can, optionally, enter any notes or comments related to the assessment.

At the bottom of the page is the Image Gallery section. Once the assessment has been saved you will be able to upload and attach images to the assessment. See Editing an Assessment .

To save this assessment scroll down to the bottom of the page and click on the Save button.

Editing an Assessment#

Clicking on the Edit button when viewing an assessment will take you to the edit assessment page.

Edit assessment page.
Edit assessment page. Click image to enlarge.

Select the user from the drop-down list and set or edit the date of the assessment using the date picker.

Use the slider to change the assessed level for each aspect. The aspect level number and level descriptor will change as you move the slider.

Optionally you can add comments to the assessment. This will also appear on the downloaded PDF reports.

Assessment image gallery.
Assessment image gallery. Click image to enlarge.

Image Gallery

If you wish you can attach images to an assessment.

Click on the Add images... button to select an image from your device. If your device has a camera attached you may, depending on your device and device settings, be able to attach a photo directly from the camera.

The image will be added to the gallery ready to be uploaded. To upload the image and attach it to the assessment click on the Upload next to the image. A progress bar will display the upload progress and confirm that the image has been successfully uploaded and attached to the assessment.

If you decide you do not want to attach an image click on the Cancel button next to the image to remove it.

Images that have already been uploaded to an assessment can be deleted by clicking on the Delete button next to the image.

To update details or add your assessment to the system scroll down to the bottom of the page and click on the Save button.

Deleting Assessments#

Delete assessment confirmation.
Delete assessment confirmation. Click image to enlarge.

To delete a single assessment click on the Delete button in the header of the assessment page. You will be asked to confirm deletion. When you delete an assessment the data cannot be recovered.

Bulk delete assessments.
Bulk delete assessments. Click image to enlarge.

Assessments can be deleted in bulk from the main Assessments page. To do this check the boxes of the assessments you want to delete, select Delete from the Bulk Actions drop-down and finally click on the Apply button.

Checking the checkbox in the table header will select all assessments.

You will be asked to confirm deletion. When you delete an assessment the data cannot be recovered.

Exporting Assessment Data#

To export all assessment data as a CSV file navigate to the main Assessments page and click on the Export button in the page header.

Export assessment data.
Export assessment data. Click image to enlarge.

This will trigger the download of a CSV file containing all assessment data stored on the system. Depending on your device and browser settings the file may be downloaded automatically or you may see a dialog similar to the one above.

Comma Separated File of assessment data.
Comma Separated File of assessment data. Click image to enlarge.

Groups#

Children's holistic growth and development is non-linear. Our assessment tools are designed to assess and measure the impact of the individual. The ability to group students is included to enable users to look for anomalies or patterns in the data they collect with a view to improving provision for whole groups of learners, especially significant groups such as looked after children. The assessment tool is not designed to compare learners against each other and we are actively avoiding adding any functionality that would enable this.

The Groups page displays all system generated groups such as Pupil Premium and SEN and any user-defined groups you have created. Clicking on the table headings allows you to sort the table.

Groups table.
Groups table. Click image to enlarge.

Groups that have a padlock icon next to the group name are system group. These groups cannot be edited or deleted.

The column on the right indicates the number of learners that are members of each group. Please note that only learners who have at least one completed assessment will be included in any group reports.

To view a group click on the appropriate row in the table and you will be taken to the group page.

Viewing a group.
Viewing a group. Click image to enlarge.

The Group Details section displays the group name and the number of learners in the group. In this section is also a breakdown of the number of learners that belong to each significant group.

An interactive column chart is displayed for each aspect. This chart shows the number of learners assessed at each level. These charts enable you to quickly and easily identify areas for development.

Adding a Group#

To add a new group navigate to the main Groups page and click on the New Group button in the page header. This will take you to the new group page.

Adding a group.
Adding a group. Click image to enlarge.

Enter a name for this group and check the checkbox next to each learner you would like to add to the group.

Editing a Group#

To edit a group navigate to the group page and click on the Edit button in the page header. This will take you to the edit group page.

Editing a group.
Editing a group. Click image to enlarge.

If needed modify the group name.

To add a learner to this group check the checkbox next to their name. To remove a learner from this group uncheck the checkbox next to their name.

Please note that system groups cannot be edited.

Deleting a Group#

To delete a group click on the Delete button in header of the group page. You will be asked to confirm deletion. When you delete a group the data cannot be recovered.

Delete group confirmation.
Delete group confirmation. Click image to enlarge.

Please note that system groups cannot be deleted.

Reports#

Reports are generated from report templates. The assessment tool provides three default report templates, one for individual assessments, one for reporting on learner progress and one for groups.

The default reports provide ample data for most settings but our intuitive report designer allows you to build bespoke report templates for your setting.

Reports are generated as Adobe PDF files. These are viewable on nearly all types of device as standard but a free reader is available from the Adobe website if needed.

For added security it is possible to encrypt all PDF reports with a password of your choice. See PDF settings for more information.

Reports can be branded to match your organisation. See the branding settings for more information.

Downloading Reports#

Reports can either be downloaded individually or generated and downloaded in bulk.

To download a single report navigate to the learner, assessment or group you would like to download a report for. Click on the Report drop-down button in the page header.

Downloading a single report.
Downloading a single report. Click image to enlarge.

The drop-down will contain a list of the report templates available. Clicking on the report template you would like will trigger the report to be generated.

Depending on your PDF settings and the settings of your device and browser the PDF report may appear in the browser window or it may be immediately downloaded to your device.

Assessment reports and learner reports can also be generated in bulk and downloaded as a ZIP file. Bulk report downloading is not available for group reports.

To bulk download reports navigate to either the main Assessments page or the main Learners page.

Check the checkboxes next to the assessments/learners you would like to download. Checking the checkbox in the table header will select all assessments/learners.

Downloading bulk reports.
Downloading bulk reports. Click image to enlarge.

Once you have selected the assessments/learners choose Download from the Bulk actions... drop-down. The drop-down will contain a list of available report templates. Select the report template you would like to use and click on the Apply button.

Generating reports dialog.
Generating reports dialog. Click image to enlarge.

A dialog will appear to confirm that the reports are being generated. Depending on the number of assessments you have selected it may take a minute or two to generate all of the reports. Please be patient as if you close this dialog then the report generation will be cancelled.

Generating reports complete dialog.
Generating reports complete dialog. Click image to enlarge.

Once the reports have been generated the dialog will contain a button with a link to the assessments. For security reasons, this link will only be valid for one hour.

Report Designer#

The report designer is a simple but powerful way to build custom report templates. Starting with a blank canvas you add, customise and re-order only the blocks of information you need.

To access the report designer click on the My Account menu drop-down and then on Report Designer

Accessing the report designer.
Accessing the report designer. Click image to enlarge.

You will be presented with a list of available report templates.

Table of available report templates.
Table of available report templates. Click image to enlarge.

To edit an existing report template click on its name in the table of available templates.

To create a new report template click on the New Report drop-down button and then on the type of report template you would like to create.

Accessing the report designer.
Accessing the report designer. Click image to enlarge.

Report templates are made up of blocks. The blocks that are available will vary depending on the type of report template you are adding or editing.

Available blocks are visible on the left of the screen and the blank report page on the right.

Blocks that are text-based will automatically flow onto a new page if they need to.

Blocks that are image-based, charts for example, will automatically insert a new page if they will not fit in the space remaining on the current page. You may want to experiment with the order of blocks to ensure you are happy with the final design.

The content of the header and footer cannot be edited but the border colour can be changed to match your organisation. See the branding settings for more information.

Accessing the report designer.
Accessing the report designer. Click image to enlarge.

Some blocks, such as the Heading block can be added to a report multiple times whilst others are single use and can only appear on the report once. If a block is already on the report

To add a block to a report click on its header and drag it onto the report area.

Adding a block.
Adding a block. Click image to enlarge.

To delete a block from the report click on its header to expand it and then click on the Delete button in the bottom left corner.

Deleting a block.
Deleting a block. Click image to enlarge.

To change the order that blocks will appear on the report click on the block and drag it up or down to re-order it. When you are happy with the position of the block drop it.

Re-ordering a block.
Re-ordering a block. Click image to enlarge.

To save your report template click on the Save button in the bottom right of the page.

As soon as your report template has been saved it can be used download reports .

Account Settings#

From the account settings pages you can access and edit account details and view order details.

User Details#

User details.
User details. Click image to enlarge.

On the User Details page you can view and edit the First name, Last name and Email address of the registered user.

To change your password enter your current password in the Current password input and then your new password in the New password and Confirm new password fields.

General Settings#

General settings.
General settings. Click image to enlarge.

Throughout the assessment tool large tables of data are split into pages. In the Table Rows input you can choose the number of rows you would like to be displayed in each table page.

Branding#

On the Branding page you can customise the appearance of reports to match your organisation. You can set your organisation name and logo and choose the colours to be used for charts and for report headers and footers.

Branding settings.
Branding settings. Click image to enlarge.

Enter the name of your organisation in the Organisation Name input. This will then be available for use on reports.

Click on the Browse button under Organisation Logo to upload a logo for your organisation. This will then be available for use on reports.

Select a Header/Footer Colour colour to use as the header and footer stripe on PDF reports.

Select Chart Colour, this will then be used as the primary colour on all charts and graphs.

PDF#

PDF report settings.
PDF report settings. Click image to enlarge.

On the PDF page you can choose whether PDF files are displayed in the browser or downloaded to your computer. You can also choose to encrypt and password protect PDF reports.

In the PDF Output section choose whether you want PDF reports to be displayed in the browser window or downloaded to your device. When Display in browser is selected the exact behaviour will depend on your browser and device settings.

For enhanced security, you can choose to have all generated PDF reports encrypted with a password of your choice. Encrypted PDF reports cannot be opened or read without this password.

Entering a password in the PDF Password and Confirm PDF Password boxes will cause all future PDF reports to be encrypted with the password you entered.

To stop encrypting PDF reports simply delete the passwords from the PDF Password and Confirm PDF Password boxes.

Orders#

Order history.
Order history. Click image to enlarge.

The Orders page displays your order history. Click on the View button to view the order details (see below) and on the PDF button to download a PDF invoice for the order.

Order details.
Order details. Click image to enlarge.

The Order Details page displays the order status and customer and billing details for the selected order.