Verifying and managing student information

The Students tab allows you to: 

• view the list of students and verify the accuracy of all information  
• create a new student account 
• edit Student Info (accommodations, special provisions, alternative version request) 
• remove student(s) 
• assign student(s) to a class

TIP #1 
Adjust how many students from the list appear on the screen by changing the Page size. 

TIP #2 
Sort students by any field when clicking the header of each column. 

Creating a new student account 

You may need to add students to a class after the initial upload of student data by your school board. Administrators can add new students.

1. Under the Students tab, click New Student Account.
2. Verify or complete the student information as needed:
   • Personal information
   • Accommodations
   • Special Provisions
   • Alternative Version Request
3. Click Save.

NOTE
You will only be able to request the Alternative Version if a student has an IEP, IPRC, or Special Considerations noted in the Accommodation and Exemptions tab.

Exempting students

Exemptions required for a student may be different from one assessment component to the other. A student may be exempted from reading, writing, and mathematics, or any combination of the three. Refer to the Exemptions section for further information.

Exemptions must be entered separately under each assessment component. Click on each of the three tabs for Reading, Writing, and Mathematics and check off the exemptions box if the student is to be exempted from that component .

Editing the student information

1. Select the Student by checking their box. 
2. Click Edit Student Info. 
3. Edit the fields you need to change, as if you were creating a new student account. 
4. Click Save. 

Assigning students to a class 

1. Select the Student(s) by checking the box(es). 
2. Click Assign to Class. 
3. Select the Class. 
4. Click Save.

NOTE
A new class must be created for any students who will be completing the assessment as guest students at a different school. Refer to Preparing classes for guest students for more information.

Removing students from the list

1. Select the Student(s) by checking their box(es). 
2. Click Remove Student(s). 
3. Click OK. 

IMPORTANT  
Do not delete students who remain enrolled at your school and are eligible for the assessment. 

Importing data from an Excel file 

If multiple students need to be uploaded, it may be easier to use the Import student feature. To import data into the system: 

1. Click Import. 
2. Click Student Import Data Definitions, if needed. 
3. Click Import or Template. 
4. Verify (import) or input (template) the data. 
5. Preview the data.
6. Click OK. 

Using the Provided Data Definitions Template if importing student information:

1. Click Template to download a sample spreadsheet. 
2. Click the Student Import Data Definitions to review the guidelines. 
3. Complete the template with your student information, using the appropriate data definition fields. 
4. Save the file. 
5. Click Import. 
6. Preview the data for accuracy. 
7. Click OK. 
8. Student data will appear in the Students tab. 

NOTE
The system will allow a maximum import of 60 records at once. 

IMPORTANT
If there is missing or invalid information in the student data to be imported, an error message will appear identifying the items with validation errors; this will prevent the student data from being uploaded. You will need to edit the document to include the appropriate information and then import the file again. 

Exporting data to an Excel file 

To export data to your folders: 

1. Click Export. 
2. Verify the information.
3. Download the file. 

Validating student information 

You need to validate student information before Individual Student Reports can be generated. 

1. Under the Students tab, a message will appear if you need to validate any student data.
2. Review the student information noted with a warning icon (flags).
3. Correct the information as needed for the flagged students; then, click Confirm student information and Save.
4. Once you finish the validation, the flags will be removed from the student accounts. You can now click Confirm that all student data has been validated.

Note: Above video demonstrates process for OSSLT, but the process is the same for the Assessments of Reading, Writing and Mathematics, Primary and Junior Divisions.

Managing home-schooled students 

Students who are home-schooled and would like to participate in the Assessments of Reading, Writing and Mathematics, Primary and Junior Divisions are permitted to complete the assessment at their local school. You can add these students to their school list and select Home-schooled under the Student Type field.