Importing KS4 APS starting points for Y12 and Y13

Key to Success Import Method

The Admin > Spreadsheet > Key to Success import method can be used to import the following:

1) Key stage 2 base data for use with key stage 4 performance measures

2) Key stage 4 APS (all and GCSE only) for use with key stage 5 performance measures

  • A .csv file can be downloaded from
  • Users will need to log in and download the file - you'll need to have the UPNs for the year group to hand.
  • Once you have the .csv file, open it and copy the entire spreadsheet
  • Then, go to Admin > Spreadsheet > Key To Success (BETA)
  • Choose to add the data to an existing series - this will overwrite any existing base data. If you are yet to create a series for the correct pupils, you can do this now by clicking the blue [+] icon. You will only need to import this data once for these pupils as it will attach to the pupil record and appear in all series where the same pupils exist.
  • Click Next and progress to Step 2. Paste in your spreadsheet. 4Matrix will automatically 'lose' the unwanted data fields;

Note that any blank values in the Key To Success extract will not overwrite existing data in the 4Matrix Markbook. Users may wish to clear the Markbook prior to re-importing any data, which you can do, one column at a time, using the Clear function in the top right of the Edit Markbook tool.

  • Proceed to Step 3, and 4Matrix should map the relevant columns for you. This will include UPN, Forename, Surname, Gender, English TA, Maths TA, English Fine Points, English Fine Level, Maths Fine Points and Maths Fine Level. If you're importing data for the 2016/17 Y11 corhort or beyond, then it is the English Reading columns that will be imported and mapped, and they are added to the 'English' section of the KS2 Markbook once the import is complete.
  • Click next to move on to Step 4.
  • Complete Step 5 (if applicable) and go to Admin > Edit Markbook to check that the data has imported correctly.



Tables Checking Import Method

Use this method if you are unable to access Key To Success.

Tables Checking is usually open from late September for 2 weeks, and again the following June for 2 weeks. It includes data for your current Y11 and Y13 pupils.

Importing KS4 APS: 2017/18 Y13 (Tables Checking)


  • Change into a 2017/18 Y13 series
  • Select Admin > Pupil Markbook
  • Click on File > Export > Export to Excel and save the file (this gives you a copy of the QCA points you are about to replace, for future reference)
  • Place the cursor and click in a cell for the KS4 APS Average Point Score column.
  • Click on ‘Clear Selected Column’.
  • Repeat for the KS4 Average Point Score (GCSE) column


  • In 4Matrix, go to Admin > Spreadsheet > KS5 Tables Checking 
  • Select any series for the 2017/18 Y13 and click Next
  • Open the Tables Checking file and select all
  • In 4Matrix, click Paste

The data will appear in 4Matrix, with just Forename, Surname, Gender, KS4 APS, KS4 APS (GCSE) and Disadvantaged columns

It may appear that some data is missing i.e. only 1 of the KS4 APS columns is populated, but this is because the pupil did not study any subjects which required the 2nd value i.e. a pupil who took all A Levels would only require the KS4 APS (GCSE) figure.

The Disadvantaged indicator has been included to make this easy to import if you don’t already have a Custom Field/Research Group for these pupils.

As part of the process of copying your Tables Checking data into 4Matrix, the Disadvantaged indicator is updated from 0 and 1 to F (False) and T (True).

To import this as a Custom Field, in Map Data, select Column Type: Custom and then click the green ‘+’ icon that appears. Follow the prompts to add a new Custom Field and complete the map for this column.

Finish the import as normal and your new KS4 APS figures will show in the Admin > Pupil Markbook tool and in all KS5 Value Added tools.



Importing KS4 APS: 2018/19 Y13 and beyond (Manual Spreadsheet Import)


The KS4 APS figure shown in KS4 series is based on and designed for KS4 performance measures. It is not necessarily the same figure that will be used when setting the KS4 APS as the baseline for KS5 measures. This can be for a number of reasons:

1) 4Matrix is unable to automatically include points from qualifications that count in previous series and/or from previous years for the same pupil in a single series

2) 4Matrix will always use the qualification setting for the active year i.e. for 2018/19 Y11, they use the 2019 calculation engine and all the qualifications they take are handled in accordance with 2019 statuses as issued by the DfE

3) 4Matrix series will be based on First Entry, not Best Entry (the latter is used for the APS for KS5 calcs) and this also ties in with the points above about needing the 'missing' grades from previous years in the same series and then these also being handled in the way that the KS5 measure requires

Users can still go ahead and generate a GCSE and ALL APS score with the caveat that it is only provisional until the data is available from Key To Success or Tables Checking.



  • Change into a current Year 12 or 13 series
  • Select Admin > Pupil Markbook
  • Click on File > Export > Export to Excel and save the file (this gives you a copy of the QCA points you are about to replace, for future reference)
  • Place the cursor and click in a cell for the Average Point Score column.
  • Click on ‘Clear Selected Column’.
  • Repeat for the Average Point Score (GCSE) column.


  • Open a Year 11 Actual Results series for the relevant cohort or create a new one 
  • Open the Results Overview tool
  • Click on Show (top right of grid) and select Point Scores - a column for APS will appear in the main grid in 9-1 format
  • Go to File > Export and export to Excel and save as KS4 APS 


Note: Skip this part if your school does not offer BTECs or other GCSE equivalents

  • Duplicate your Y11 Actual Results Series:
  • Go to Admin > Edit Series 
  • Highlight the Year 11 Actual Results series
  • Click on Action and Duplicate
  • For the series name enter, Year 11 Actual Results – GCSE only
  • Select Admin > Edit Subjects
  • In the bottom left, change into/open your duplicated results series
  • Select each non-GCSE subject in the list on the left and select Delete in the top right. This will only remove the subject and grades from the active series.  A message will appear stating that the results from only the current series will be deleted.
  • Open the Results Overview tool
  • Click on Show (top right) to select Point Scores and a column for APS will be shown in 9-1 format. This score will be based on GCSEs only as we have removed all non-GCSE grades from the series.
  • Export to Excel and save as KS4 APS GCSE only


Once you have both exports, you can create a master spreadsheet so that it includes Forename, Surname, Gender, UPN and then your 2 columns for KS4 APS and KS4 GCSE APS next to each other.

If you did not work through Part 3 (above) because you only offer GCSE qualifications, this can be imported as the only KS4 APS value.

The spreadsheet can then be imported via the Spreadsheet > Pupils/Results route. Make sure you choose to add it to the Y11 series (NOT Y12/13 – as you are importing all students for the cohort, not just those that have continued into key stage 5). 

In Step 3, Map Data, set the Column Type to Markbook Result and type KS4 into the search. Two options will become available: KS4 APS and KS4 APS GCSE. Select the correct option for each column and continue the import.



External students joining Year 12

You will have to calculate the KS4 APS figures manually for any external students joining Year 12. This could be done by referencing exam results certificates or an export from your MIS into Excel, replacing grades with points values where necessary.



Value Added in 4Matrix – No data showing

If you are working with a subject which you believe should be showing on this display, it may be that there is no previous national data for the subject (if it's a brand new qualification type). We recommend checking the latest Ready Reckoner in the first instance to see if the qualification QAN is included here. If it’s not, this confirms that it is a new qualification for which there is no previous national data.

The other reason may be to do with the national subject code in 4Matrix, as in some rare cases, this may not match the code which was included in the Ready Reckoner. A quick fix for this is to change the KS5 VA Subject value in Admin > Edit Qualifications using the table in the bottom right of the display, but this should be carried out with caution. If you need further information in relation to this then please contact us.

Subjects that do not contribute to performance measures will not appear in any Value Added tools in 4Matrix.



Further information

When the DfE published 2018 Level 3 Value Added data to schools in September 2018, they updated the prior attainment calculations to use 9-1 points, rather than the old QCA points (58-0)

Paragraphs 5.7 to 5.10 of the 16 to 18 Accountability Technical Guide give an overview of how prior attainment is to be calculated.  They confirm that from 2018 onwards:

"Prior attainment in L3VA reflects the points scales used at KS4 in the current reporting year for all students (e.g. for the 2018 L3VA, the scale used for GCSE and other qualifications will be the points used in the 2018 key stage 4 performance tables). Qualifications in scope will be all those approved in key stage 4 performance tables in any year from 2014 onwards. Simple discounting rules will apply, with the best result in any subject used when calculating the average point score. As before, re-sits or additional qualifications gained during 16-18 are ignored."

There are two major changes here that we need to be aware of:

1. The points used will not be the ones that were valid for the year that the student counted in KS4 performance measures. Instead, they are the ones valid for the year that the student will count in the Level 3 measure.  In 2016, KS4 outcomes were measured in points from 8-1 (with an A* worth 8 points). However, for those same students, having completed post-16 study and counting in the KS5 tables in 2018, their KS4 prior attainment APS will be measured in points from 9-1 (with an A* worth 8.5 points).

2. All approved qualifications from 2014 onwards will be in scope. This may mean that students have results which did not count towards their KS4 APS at the time of completing Y11, but which will count in the KS4 APS calculation used for the Level 3 VA measure.

In summary, the way that students' KS4 APS is measured as an end-of-KS4 outcome will be different to the way that it is measured for use as the baseline for the Level 3 Value Added measure at KS5.  For this reason, it is unfortunately not possible to simply to take the KS4 APS calculated in 4Matrix for a student at the end of Y11 and use it as their KS4 APS as they move into KS5, without independently verifying the APS values. 

Finally, it is worth noting that there is no comprehensive guidance available yet on exactly how the KS4 APS is to be calculated, particularly in areas of discounting. For this reason, any KS4 APS figures generated for current cohorts should be considered an estimate only.


NB: Please note that if you use ALPS to set targets, they use their own calculation for KS4 APS, and this is different again.  You cannot use your ALPS APS figure in 4Matrix, or vice versa.  Please see this guide from ALPS which gives more information - unfortunately we are not able to advise further on this and suggest contacting ALPS for further information if required:



Article revised: 29/08/2019