in term 2 principals or their delegates will use the school online assessment registration (soar)...
TRANSCRIPT
Using the School Online Assessment Registration
(SOAR)
Term 2 2010 Term 2 2010
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In Term 2 principals or their delegates will use the School Online Assessment Registration (SOAR) to:1. Print assessment rolls for all tests
2. Update all recently left or recently enrolled students
3. Add visiting students and identify all exempt students
4. Identify all students who were absent or parent withdrawn
5. Indicate the correct barcode for any recently enrolled or visiting students
6. Indicate any special provisions accessed by students
7. Count and check all completed test books
8. Indicate the return of test books by Australia Post
SOAR 2010
SOAR will run on PCs using Internet Explorer V6 or higher and on Macs using Safari or Mozilla Firefox.
The SOAR URL, username and passwords will be provided to RDs, SEDs. Schools received the URL, username and password in March, addressed to the principal.
The SOAR URL is https://detportal.semagroup.com.au/
The manual for SOAR is available https://detwww.det.nsw.edu.au/directorates/schoimpro/EMD/naplan_publications.htm (not essential for this training)
Access
Log in
To start, enter the URL https://detportal.semgroup.com.au/ into your web browser and type your user name and password
A navigation menu will appear on the left
Buttons used in Term 2 are:
1. Assessment Roll
2. Check In
3. Check Out
4. Notice Board
5. Student Management
Navigation menu
Navigate through the sections by:
*selecting from the menu
*using the previous and next buttons
Navigation
Navigation
The Notice Board is used to provide information to schools participating in NAPLAN.
Check the Notice Board after logging on, for recent announcements and notifications
Notices
Notices
Use Student Management to:– add recently enrolled students– delete any students who have left the school– add the details of students visiting the school
before printing the Assessment Rolls
Student Management
When you enter this screen, first choose the Year group (cohort).
Student Management
If Display all students is chosen (ticked) then all students’ names in that Year group are shown on the screen, rather than the default of 10 students per page.
Use the scroll bar on the right to navigate down the page.
Student Management
Student Management
Underneath the list are buttons to Add Student or indicate Visiting:
Student Management
allows you to provide details of newly enrolled students not registered in the SOAR system.
The Add a student section opens below the list on your screen.
Student Management
You may need to scroll down to see this information
Student Management
Note that fields forcountry of birth main language
have auto-complete drop down menus to assist you.
Student Management
Student Management
1.You need to add all these fieldsand press
2.Leave Parent details blankand press
3.Press Save
Student Management
allows you to enter details of students who visit the school to complete NAPLAN tests but who are not enrolled in the school.
Student Management
Student Management
The Delete option will remove a student completely from your school records in SOAR.
Use this function to delete any students who have left the school.
Student Management
Student Management
Assessment Roll
Use Assessment Roll to print out the roll for each test:
– Writing– Language conventions– Reading– Numeracy non-calculator Years 3 and 5
– Numeracy calculator allowed Years 7 and 9
– Numeracy non-calculator Years 7 and 9
Assessment Roll
When you enter this screen, you need to choose:
– the cohort (Year 3 or 5 or 7 or 9 or ALL)– the assessment (Numeracy or Writing or
Reading or Language Conventions or ALL)
You can organise the Assessment Roll by:– roll class– students’ last names– students’ first names
Assessment Roll
3, 5, 7, 9Num non-calc Num calculator Read Writing LC
Roll or Last
Roll Last First
First
Assessment Roll Click on this button
The Assessment Roll will appear after a brief time, and you can Print and Save
Assessment Roll
Give the printed Assessment Rolls to the supervising teachers and discuss:•the need for accuracy•recording any students who are absent, exempt or withdrawn from a test•recording any special provisions•recording the barcodes for students using non-personalised (blank) books
Then collect all rolls after the test and have nearby, ready for Check In
1. Add new students in Student Management
2. Add visiting students in Student Management
3. In Student Management delete any students who left the school before the NAPLAN tests
Before accessing CHECK IN
Continues next slide
4. Record the number of test papers you are returning for each test (Writing / Language conventions, Reading, Numeracy)
5. Have the Assessment Rolls showing:– absent, withdrawn and exempt students– barcodes for test books used by recently enrolled
students and students visiting the school– comments on student illness or behaviour– students who used special provisions, including
Braille, large print, black and white, coloured paper
Before accessing CHECK IN
CHECK IN
There are 7 steps to Check In
First choose the Year group (cohort).
Click on the test you want to Check in
Step 1 - Students who did not complete the test
Each student is assumed to have completed the test, so the default is Present.
Use the pull down menu to select options :– Absent– Parent withdrawn– Exempt (LBOTE, Disability)
CHECK IN
Step 1 - Students who did not complete the test
CHECK IN
Filter by Last name
Display all students
Roll class sort matches Assessment Roll
Ensure ALL absent status correct before pressing
Some schools have students who are exempt from testing on the grounds of:* significant intellectual delay* severe functional disability * being less than 12 months in an
Australian school and LBOTE
Refer to the Principals Handbook on pages 8-9 for exemption information
Refer to the Test Administration Handbook for definitions on pages 31-33 (Years 3 and 5) or pages 36-38 (Years 7 and 9)
Exempt Students
Step 2 – Assign Barcode to recently enrolled or visiting students
Recently enrolled or visiting students will use a non-personalised or ‘spare blank’ book for each test in Writing, Language conventions, Reading and Numeracy
Use the pull down menu to select the correct barcode for these students, using the information on the Assessment Roll
Hint: you can filter by last name or roll class
CHECK IN
Step 2 – Assign Barcode to recently enrolled or visiting students
CHECK IN
Filter by Last name
Display all students
Roll class sort matches Assess Roll
Ensure all barcodes are chosenbefore pressing
Where to find the barcode?
Step 3 – Students accessing Special Provisions
Click the box to indicate the type of Special Provision accessed by the student:
CHECK IN
Step 3 – Students accessing Special Provisions
CHECK IN
Filter by Last name
Display all students
Roll class sort matches Assess Roll
Ensure all SpecialProvisions recordedbefore pressing
Note this instruction
Step 4 – Students with comments
In this screen you are able to enter any comments that may be important when accessing results, such as:– incidents at the school on test day– comments about student’s illness– comments about behaviour
CHECK IN
Step 4 – Students with comments
CHECK IN
Filter by Last name
Display all students
Roll class sort matches Assess Roll
Ensure all comments enteredbefore pressing
Step 5 – Students with identical names
SOAR will identify students in the same Year (cohort) with identical names
CHECK IN
Note the students with identical names and press
Step 6 – Confirming the number of books
SOAR will reconcile all students:– enrolled– visiting– absent– parent withdrawn– exempt– using different tests, such as Braille, large print
and calculate the number of books to return for processing
CHECK IN
Step 6 – Confirming the number of books
Does the SOAR count match your count of the test books?
Confirm the count by clicking the check box
Then press
CHECK IN
The count for participating students:
• enrolled students
• visiting students
• absent/exempt/withdrawn
• total papers supplied
The count when returning books:
• total papers supplied
• visiting students
• books to be returned
(includes special print books)
Step 6 – Books kept at the school
Schools are reminded that completely empty tests books for students:– absent– exempt– withdrawn by parents– who have left the school since the personalised tests books were
printed– have sanctioned abandonment of a test
should be kept at the school and used as a resource
CHECK IN
Step 6 – Books to be returned
Schools are reminded students who use:– large print– Braille– black & white photocopy – coloured paper copies of the tests
must have their personalised test book clipped together with their special print book and returned for transcription and scanning
CHECK IN
Step 6 – Books to be returned
Schools are reminded that tests books where only one of two tests has been attempted by a student should be returned, so the completed test can be marked
Schools are asked to return any torn, damaged or destroyed personalised books used by students in a plastic sleeve clipped together with a non-personalised book
CHECK IN
Step 7 – Check in completed
CHECK IN
Ensure steps 1-6 have been completed accurately
Press here to finish
Then repeat steps 1-7 for each test
CHECK IN - FAQsI have no students, so what should I do?
Should I do Check in every day?
What should I do if all my students are exempt?
What should I do for the students who have done the ‘catch up’ tests?
You do not need to Check in or Check out
Some larger schools find it best to Check in every afternoon, other smaller schools prefer to leave all the SOAR work until the last day
Click this button on the Check In screen
Change those students’ details on the corresponding hardcopy of the Assessment Roll, then change those student’s details in Check in, following Steps 1 to 7, and remember to save at the end
This screen allows you to:
• indicate the number of boxes being returned for processing
• assign a return sticker barcode for each A4 box returned
• indicate the Post Office where the boxes being returned will be lodged
• print and save a copy for your records
Check out should be done on Friday after students have done any ‘catch up’ tests
CHECK OUT
CHECK OUTFor information on organising and returning completed test materials refer to:
Test Administration Handbook on page 34 (Years 3 and 5) or page 39 (Years 7 and 9) Principals Handbook on pages 15-16
1. Click the boxes to show the tests being sent for processing
2. Select the number of A4 boxes being used
3. Click on the barcodes for the return labels
4. Indicate which Post Office
5. Press Save
What must SEDs and Principals do?Date Task
April - May
Student Management Register new students who enrolled after the data extract
from ERN on 22 February Delete students who have left the school
28 April to10 May
Assessment Roll Print the assessment roll for each class and for each NAPLAN test Ensure supervising teachers are aware of procedures for completing
the roll
11-13 May
Assessment Roll Distribute assessment rolls with the test materials Teachers record student name and barcode for any spare book used Collect rolls, confirm absences, exempt, withdrawn, special
provisions have been correctly recorded
Continues next slide
Date Task
11-13 May
Student ManagementBefore Check in, ensure you have deleted all students who have left your school, added any new enrolments and added visiting students.
Check in Identify all absent, exempt or parent withdrawal students Identify barcodes for all students who used a spare book Identify all students who accessed special provisions Count all completed books and match the number in SOAR
14 May
Check in Update from ‘absent’ to ‘present’ for catch-up students – this will ensure accurate reports can be issued
Check out Complete Check Out, place return labels on A4 boxes and go to
Australia Post (NSW only)
What must SEDs and Principals do?
Complete training
Resources
A copy of the SOAR training manual, this PowerPoint presentation
and other resources can be found on the
EMSAD NAPLAN website
https://detwww.det.nsw.edu.au/directorates/schoimpro/EMD/naplan.htm
You can also email any [email protected]