National Standards NAG2A(c)
Reporting
Guidance for using the prescribed Excel template
October 2016
Ministry of Education | National Standards NAG2A(c) Reporting: Guidance for using the prescribed Excel template | October 2016
Use of Student Management Systems for
NAG2A(c) Reporting
If your school uses a Student Management System (SMS) to manage student achievement
information, you must submit your National Standards NAG2A(c) data to the Ministry of Education
directly from this using the push button function. Contact your SMS vendor for more information.
Otherwise, complete the prescribed Excel spreadsheet using the instructions below and then
submit to the Ministry of Education using the School Data Portal.
Instructions for completing the National
Standards NAG2A(c) spreadsheet
National Standards NAG2A(c) reporting requirements
NAG2A(c) requires schools to report the numbers and proportions of students achieving Well
Below, Below, At and Above the National Standard in Reading, Writing and Maths. The report
includes figures by Ethnicity, Gender and Year Level.
You should report on all students in years 1 to 8 enrolled at your school on 1 November. You must
base the data on final Overall Teacher Judgements (OTJs) made for each student for the year.
Return non-redacted data
You should enter non-redacted data into the NAG2A(c) template. The Ministry will complete
privacy redactions and return the redacted data to you for review before publishing the data on the
Education Counts website.
Details of spreadsheet
The NAG2A(c) template is a protected spreadsheet, which means you can only edit certain fields
and you can’t accidentally delete built-in formulas. The spreadsheet has two tabs:
1)
2)
Data Entry – This is the main data entry sheet into which you enter your National Standards
data.
School Copy – This is a copy of the main data entry sheet that you can edit for reporting
purposes e.g. you can redact data and use the sheets to report to you community.
Template layout
The NAG2A(c) template is split into three main areas where you can report your Overall Teacher
Judgement (OTJ) numbers for each of the three National Standard areas:
»
»
»
Reading
Writing; and
Maths.
Each National Standard area has two blocks. The first block allows you to report by all students,
ethnicity and gender. The second block allows you to report by year level.
Each block has four columns where you can enter data. One for each for the four OTJs (Well
Below, Below, At and Above).
Ministry of Education | National Standards NAG2A(c) Reporting: Guidance for using the prescribed Excel template | October 2016
Steps for completing your NAG2A(c) reporting
Enter your National Standards data into the NAG2A(c) template by following these steps:
Step
Description
1.
Download and save a copy of the most current template to your computer.
2.
Open the template. Make sure you’re in the ‘Data Entry’ tab.
3.
In the ‘Date’ field at the top of the template, enter the date you finalised your school’s
National Standards data. See diagram below.
4.
Enter your MoE school number into the ‘Number’ field. If you don’t know your school
number, you can find it in the school directory at: www.educationcounts.govt.nz
Note the ‘Name’ field will auto-populate with your school name, but you can edit this
field if necessary.
5.
Enter your National Standards achievement data into the data fields for each of the
three National Standard areas. There is more information about reporting data on
pages 4 to 5.
6.
Check and resolve any warning and error messages. A list of messages and how to
resolve problems is available on page 5 of this document. All messages must be
resolved before you submit the file to the Ministry.
7.
Save the template to an easy-to-find location. We also advise printing the report for
your records.
8.
Submit your saved NAG2A(c) template (as an Excel document) to the Ministry using
the School Data Portal.
3. Enter the date
you finalised your
school’s data here.
4. Enter your
school’s name and
MoE number here.
5. Enter your
school’s National
Standards data
into these fields.
6. Check and
resolve warning or
error messages
before sending
your data to the
Ministry.
Ministry of Education | National Standards NAG2A(c) Reporting: Guidance for using the prescribed Excel template | October 2016
Reporting by all students
The ‘All Students’ data is a count of all your students by OTJ. Enter these totals first when entering
data for a particular curriculum area.
Reporting by ethnicity
The template provides space for you to report OTJ numbers by ethnicity. The four reporting
ethnicities are:
»
»
»
»
Māori
Pasifika
Asian; and
European.
It is not mandatory for you to report on students in the ‘MELAA’ or ‘Other’ categories
individually. However, we’ve provided a combined ‘MELAA and Other’ field so that your ethnicity
totals for each OTJ will be equal to the ‘All Students’ total. This should help you check your results.
Note the Ministry will not publish the ‘MELAA and Other’ numbers.
The Ministry uses Level 1 Statistics New Zealand Ethnic Groups for National Standards reporting.
You can only report a student as being in one ethnic group, so use the ranking table below to
decide which ethnic group to use for a student who identifies with more than one ethnic group.
Please note that National Standards reporting is a school-wide summary report, so ranking
the ethnic groups prevents double-counting.
Code
Ethnic Group
Priority Ranking for National Standards Reporting
2
Māori
1st
3
Pacific Peoples
2nd
4
Asian
3rd
5
Middle Eastern/Latin
American/African
4th (grouped with ‘Other ethnicity’ and not published)
6
Other Ethnicity
5th (grouped with ‘MELAA’ and not published)
1
European
6th
More information about ethnic groups is available on the Education Counts website.
Reporting by gender
The template provides space for you to report OTJ numbers by gender (male or female). The
gender total for each OTJ must be equal to the ‘All students’ total.
Reporting by year level
The template provides space for you to report OTJ numbers by year level (Years 1 to 8). The year
level total for each OTJ must be equal to the ‘All students’ total.
Ministry of Education | National Standards NAG2A(c) Reporting: Guidance for using the prescribed Excel template | October 2016
Warning and error messages
Review the bottom of each block for any warning or error messages after you’ve entered your
figures. If there is a problem with the data, a brief message will appear describing the problem. The
messages will only appear under the affected columns.
The following table lists some of the possible warning and error messages and what you can do
address them:
Error or warning message
ERROR: Ethnicity numbers
above add to X, which is
GREATER than the all students
total of Y.
ERROR: Gender numbers
above add to X, which is
GREATER than the all students
total of Y.
What should I do?
Check the ‘ethnicity’ total to ensure it doesn’t exceed the ‘All
students’ total. Check that you’ve entered the correct ‘All
students’ total. Note:
» The error will display if you enter ethnicity figures before
you enter an ‘All students’ total.
» The ‘ethnicity’ total can be less than the ‘All students’
total, so no messages will appear in this case.
Check the ‘gender’ total to ensure it doesn’t exceed the ‘All
students’ total. Check that you’ve entered the correct ‘All
students’ total. Note:
» The error will display if your ‘gender’ figures are entered
before the ‘All students’ total.
» If the ‘gender’ total is less than the ‘All students’ total the
message will appear as a warning.
WARNING: Gender numbers
above add to X, which doesn't
equal the all students total of Y.
Check the ‘gender’ total to ensure it equals the ‘All students’
total. Check that you’ve entered the correct ‘All students’
total.
ERROR: Year level numbers
above add to X, which is
GREATER than the All Students
total of Y.
Check the ‘Year Level’ total to ensure it doesn’t exceed the
‘All students’ total. Check that you’ve entered the correct ‘All
students’ total. Note:
» The error will display if your ‘Year Level’ figures are
entered before you enter your ‘All students’ total.
» If the ‘Year Level’ total is less than the ‘All students’ total
the message will appear as a warning.
WARNING: Year level numbers
above add to X, which doesn't
equal the All Students total of Y.
Check the ‘Year level’ total to ensure it equals the ‘All
students’ total. Check that you’ve entered the correct ‘All
students’ total.
Where to go for help
More information on reporting National Standards is available on the Ministry’s website:
http://www.education.govt.nz/spar/preparing-your-documents/
Ministry of Education | National Standards NAG2A(c) Reporting: Guidance for using the prescribed Excel template | October 2016