SDC Guide for Principals, 2017 DSDCPg_ne_0617_Rev131017
ASSESSMENT CYCLE STARTS HERE REPORTING PRE-REPORTING IMPROVEMENT PLANNING Review school and board results Distribute Individual Student Reports Review preliminary student data, and update if necessary Consider results to support planning Update SDC system if necessary RETURN PACKAGES ASSESSMENT CYCLE Package all materials for return to EQAO PHASE 1 STUDENT DATA COLLECTION (SDC) (* 1, 2, 3) Review and finalize student information Order special versions Print student or class tracking sheets Follow steps in the administration and accommodation guide ADMINISTER (* 2, 3) Verify information Make required changes Receive and secure materials Check student packages for accuracy PHASE 2 SDC (* 1, 2, 3) (* 2) PREPARE TO ADMINISTER * Resources: 1 This guide 2 Administration and accommodation guide for the appropriate assessment 3 Accounting and Reporting EQAO Results for Students with Unique or Special Circumstances See pages 3 5 for important SDC dates. 2 of 8
Providing Accurate Student Information in EQAO s SDC System Using EQAO s Student Data Collection (SDC) system, the principal must account for all students eligible to write the test; order appropriate test materials for each student; record all accommodations and special provisions; record all exemptions for the primary and junior assessments and for the Ontario Secondary School Literacy Test (); and record deferrals and enrolment in the Ontario Secondary School Literacy Course (OSSLC) for the only. Action When preparing for the administration of EQAO assessments, the principal is responsible for making decisions about student participation in the test and ensuring complete and accurate student-level information is provided to EQAO. Refer to Professional Responsibilities for the administration of EQAO assessments, and to this guide for detailed information on these requirements. Dates Winter Spring Boards Upload Data Work with your board to ensure your local student management system contains accurate student information before your board sends your school s data to EQAO. 1 o See Appendix A for a list of the student information to be provided to EQAO. Feb. 12 23, Nov. 13 24, 2017 Apr. 3 13, Jan. 29 Feb. 9, Phase 1 Schools Review and Finalize Student Information Your attention to actions 1 6 in Phase 1 ensures that EQAO sends the correct material to your school. 1. Ensure your school s data in the SDC system are complete and accurate. 2 o Use the School Summary in the SDC system to view a summary of your students organized by category. o Delete students who have left the school, add students new to the school and transfer students between classes or groupings if necessary. o Refer to the following: Administration and accommodation guide for information about students eligible for the test Accounting and Reporting EQAO Results for Students with Unique or Special Circumstances for information about which students to include in the SDC system and which students will be excluded automatically from the aggregate school and board results. Nov. 27 Dec. 8, 2017 Apr. 16 27, Feb. 12 23, 1 For publicly funded schools only. 2 Independent schools must submit data files or input data using the Add a Student task in the SDC system. 3 of 8
Action Dates Winter Spring 2. Verify identified students who will not take part in the test. o Test materials will not be shipped to your school for the following: primary and junior students exempted from all three subjects. the students exempted, deferred or having met or planning to meet the literacy graduation requirement by successfully completing the OSSLC during the current school year (i.e., summer school last summer, first/second semester or full year). Feb. 12 23, Your attention to actions 1 6 in Phase 1 ensures that EQAO sends the correct material to your school. 3. Identify students with special education needs who are not working toward satisfying the language or math expectations in The Ontario Curriculum (for primary and junior assessments only). 4. Order special versions of the test. o See the test-specific administration guide for details regarding the special versions available. o See Action 8 for details regarding accessing assistive technology versions. 5. Check or change grouping assignments (for the only). o For the purpose of writing the test, students are assigned to groupings. These grouping assignments, which are made by you or your board, are stored in the SDC system and used by EQAO to bundle materials for your school. o Refer to the Material Request Summary Organized by Material Type and Grouping report, under the Resources and Reports tab in the SDC system, for a list of groupings in the school. o If necessary, you can move students into different groupings using the Modify Groupings task in the SDC system. Nov. 27 Dec. 8, 2017 Apr. 16 27, Feb. 12 23, Place all orders for special versions in Phase 1 to ensure that required materials arrive at your school in time for the administration. Feb. 12 23, Important: Packages for any students you move will arrive bundled with those for their groupings as of February 23,. 6. Review reports. o Review all data reports available in the SDC system to ensure that your school s data are complete and accurate. See Appendix C for details on the reports available in the SDC system. Nov. 27 Dec. 8, 2017 Apr. 16 27, Feb. 12 23, Review the available reports in SDC when changes or updates are made. 4 of 8
Action Dates Winter Spring Phase 2 Prepare for the Administration 7. Verify that all student information is up to date and accurate. Mar. 19 June 8, Dec. 18, 2017 Jan. 30, May 7 June 25, Mar. 6 Apr. 12, 8. If ordered, download any assistive technology versions required by students in your school from the SDC system using the task Download Assistive Technology Format. o The task Download Assistive Technology Format will appear only if the Assistive Technology or Audio version accommodation is indicated in the section Order Special Versions from EQAO on the Record Accommodations and Order Special Versions page. Note: To ensure accurate reporting of results, school principals must use the downloaded assistive technology versions ONLY for those students for whom they were ordered. 72 hours before the administration. 48 hours before the administration. 9. Print the Class Tracking Sheets (CTSs) or Student Tracking Sheets (STSs) immediately before the administration and distribute them to the teachers. o Teachers must use the CTS or STS to distribute materials to students by matching the last 12 digits of the package ID on the CTS or STS with the final 12 digits on each document. o See Appendix B for instructions on what to do when packages are not distributed according to the CTS or STS. Prior to the administration of the test. After the Administration 10. Verify the assessment-specific information (e.g., accommodations) for each student recorded in the SDC system and make any necessary changes. Immediately after the administration. 11. Save or print a copy of the CTS or STS and the student information recorded in the SDC system for future reference. After the administration and before returning materials to EQAO. 5 of 8
Appendix A Student Information to Be Provided to EQAO The chart below lists data that must be complete and accurate in the Student Data Collection (SDC) system. These data will be used to prepare individual student, school, school board and provincial results. Refer to the respective Data Definitions for a full list and a description of each data element collected through the SDC system. Student name Ontario Education Number Indigenous self-identification Gender Student type Date of birth Student attended full-day junior kindergarten Student attended full-day senior kindergarten Student s permanent residence is outside Ontario Legal status of the student in Canada Grade Type of course and the semester in which the math class is being held (or over the full year for non-semestered schools) Class code Grouping for purposes of administering the test Homeroom French Immersion status French Immersion or extended French status English language learner status Individual Education Plan (IEP) status Students with special education needs not working toward satisfying curriculum expectations (language and mathematics) Identification, Placement and Review Committee (IPRC) exceptionality Date student entered school and board First language Born outside Canada Time in Canada (if born outside Canada) Eligibility status (first-time or previously eligible) Type of course (for first-time eligible students) Date of first eligibility (for previously eligible students) Exemption status Non-participation status (exemption, deferral, OSSLC) Special provisions for English language learners Accommodations for students with an IEP Special circumstances or special consideration for accommodations Accommodations for English language learners 6 of 8
Appendix B What to Do If Student Packages Have Not Been Distributed According to the CTS or STS If students have started the test, do not switch packages and do not change barcodes or digits on any document. If a mix-up involves one or more pairs of students, use Switch Packages task button in SDC system to switch package IDs between students. Do not include packages with IDs corrected in this manner in Issues Envelope. If a mix-up involves many students, print CTS or STS; write by hand last 12 digits of ID of package each student actually used (see the sample below); Do not change the barcode or digits on this document. 531 11201 00 123456 09 01 01 last 12 digits call EQAO to communicate changes that need to be made; fax CTS or STS to 416-325-6622 and place all student materials and copy of faxed CTS or STS in the Issues Envelope and note issue on front of envelope. Note: Review preliminary student data during posting period. Package ID (Barcode) Last Name First Name OEN Material Type Student Used 530 11000 00 123456 09 01 01 Student AAA 123-456-789 Regular Student Package 123456 09 01 08 530 11000 00 123456 09 01 02 Student BBB 234-567-890 Regular Student Package 123456 09 01 06 530 11000 00 123456 09 01 03 Student CCC 345-678-901 Regular Student Package 123456 09 01 02 530 11000 00 123456 09 01 04 Student DDD 456-789-012 Regular Student Package 530 11000 00 123456 09 01 05 Student EEE 567-890-123 Regular Student Package 530 11000 00 123456 09 01 06 Student FFF 678-901-234 Regular Student Package 123456 09 01 01 530 11000 00 123456 09 01 07 Student GGG 789-012-345 Regular Student Package 530 11000 00 123456 09 01 08 Student HHH 890-123-456 Regular Student Package 123456 09 01 03 7 of 8
Appendix C Reports Available in the SDC System Reports Student Data Comparison Summary Use the comparison summary in the SDC system to help determine if there are significant differences between the current data in the SDC system and the data reported for your school in the previous year s results. NOTE: Differences of plus or minus 10% are highlighted. Material-Request Comparison Summary Use the material-request comparison summary in the SDC system to help determine whether there are significant differences in material requests between this year and the previous year. School Summary View a summary of your students organized by category. Material Type and Class, Course, Grade or Grouping View a list of materials requested by your school, organized by material type and class, course, grade or grouping. Student Information Sorted by Last Name View a detailed report of the information provided to EQAO for each student. Students Not Included in Your Submission These students, included in your school s 2016 2017 results, were unsuccessful, deferred or absent and are not included in your school s SDC data. Please review and add these students to your school s SDC data. If the students are no longer enrolled at your school, no action is required. 8 of 8