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KS4 / KS5 / Tracking

Important: Please check your Students for the upcoming KS4 and KS5 Track extract

01 November 2024

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  • Important: Please check your Students for the upcoming KS4 and KS5 Track extract

Please use the provided filter links to check your records for all eligible Students who took their Key Stage 4 or Key Stage 5 exams in the 2024 Exam Year by Friday 29th November 2024

Black and white portrait of Laura Costin.
Laura Costin, Data Analyst

Now that HEAT’s data entry and data cleaning time period is drawing to an end, we are preparing for the next KS4 and KS5 Track extract for the 2024 Exam Year. As per our Summer Data Cleaning 2024 Data Update, there is one fixed deadline by which all data must be entered onto the database to be included in the HEAT Track, which is Friday 29th November 2024.

Once the Department for Education (DfE) have linked the student data, they will share it with us via the Office for National Statistics’ (ONS) Safe Researcher Setting (SRS), where we will then prepare the data for the dashboards. This involves combining the linked data from the DfE with Activity participation data taken from the HEAT database.

We plan to take the Student and Activity data extract from the database after Friday 29th November 2024, after which point the data becomes static and any changes made on the database after this deadline will not be pulled through to the dashboard reporting for the 2024 exam cohort.

Important information to check:

  • Please make sure that you are happy with the Student records that we will be sending to the DfE on your behalf
  • Please ensure that the ‘Descriptor’ and ‘Programme Title’ fields for the eligible cohort are clean
  • Please ensure that the records for any Comparison and Control groups have also been added to an Activity via the ‘Evaluation Group’ field

Student KS4 and KS5 Tracking Links

You can view the Student records that we will be sending to the DfE for the 2024 Exam Year via the filter search links for your Key Stage 4 Students and Key Stage 5 Students (members only). On the links, you will see the list of student records that currently fit the criteria for tracking and that we will be sending to the DfE on your organisation’s behalf.

KS4 2024 Exam Year Cohort Tracking Criteria and Timeline

The criteria for students to be included in the KS4 2024 Exam Year Extract are as follows:

  • Students who were expected to have sat their KS4 exams in Summer 2024 based on their Date of Birth
  • Students who have a complete record and have given permission to be tracked
  • Students who were attached to an Outreach/Partnership activity while in Year Group 7 to Year Group 11

The image below shows the timeline for the KS4 2024 Exam Year Cohort.

 

A table with academic years and cohort years, beginning from left to right: 2019/202: Year 7, 2020/21: Year 8, 2021/22: Year 9, 2022/23: Year 10, 2023/24: Year 11, 2024/25: Year 12, 2025/26: Year 13. Over the 2023/24: Year 11 boxes, there is an arrow pointing with the following text: KS4 Exams Summer 2024. Over the 2024/25: Year 12 boxes, there is an arrow pointing with the following text: HEAT KS4 Data Spring 2025.

KS5 2024 Exam Year Cohort Tracking Criteria and Timeline

The criteria for students to be included in the KS5 2024 Exam Year Extract are as follows:

  • Students who were expected to have sat their KS5 exams in Summer 2024 based on their Date of Birth or based on their manually entered Expected HE Entry Year
  • Students who have a complete record and have given permission to be tracked
  • Students who were attached to an Outreach/Partnership activity while in Year Group 12 or Year Group 13

The image below shows the timeline for the KS5 2024 Exam Year Cohort, for those students who sat their KS5 exam in Summer 2024 based on their Date of Birth.

A table with academic years and cohort years, beginning from left to right: 2017/18: Year 7, 2018/19: Year 8, 2019/20: Year 9, 2020/21: Year 10, 2021/22: Year 11, 2022/23: Year 12, 2023/24: Year 13, 2024/25: Post-secondary. Under the 2022/23: Year 12, 2023/24: Year 13 boxes is the text 'Possible engagement in post-16 outreach'. Over the 2023/24: Year 13 boxes, there is an arrow pointing with the following text: 'KS5 Exams Summer 2024'. Over the 2024/25: Year Post-secondary boxes, there is an arrow pointing with the following text: 'HEAT KS5 Data Spring 2025'.

Tracking and Retention

Please note that we will not be sending students for tracking which are classified as ‘expired’ and who have moved into the database Retention Tool. Please see our recent Data Update regarding the Important Upcoming Student Retention Deadline for further information and guidance on the Student Retention Tool.

All changes must be made by Friday 29th November 2024 to guarantee inclusion in the KS4 and KS5 2024 Exam Year extract.

For further information on and resources for our HEAT Track Deadline, please see the Data Management webpage on the HEAT website, or for more information about the deadlines, please read the Data Cleaning and Management User Guide on File Store (members only).

If you have any feedback or queries regarding the content of this update, please contact HEAT Support.

01 November 2024 KS4 / KS5 / Tracking
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