Viewing or Managing Students

After logging in to your account, you can view the list of students at your school by selecting the Students tab on the main navigation panel.

Using the list, you can view student information, see which class students are assigned to, add students, see if students have any accommodations, or export students’ data. You can adjust how many students from the list appear on your screen using the drop-down menu on the right. There are filter buttons on the header of each column that allows you to sort students.

Adding Students

Your school board is responsible for providing student data to EQAO. When you see this data in the system, it should be organized into classes. However, there may be cases where you will need to add students.

If multiple students need to be uploaded, it may be easier to use the Import student feature. Refer to Importing Students for more information. If you only need to add a few students, they can be added one at time using the Create New Account feature.

To add one student at a time to the list of students for your school, log in to your account and select the Students tab.

Under the Students tab, click Create New Account. This will open an input form where you can manually add all of the student’s information.

In order to add a student, you will require the student’s personal information, along with information on any accommodations the student requires, which will be entered in a separate tab.

Importing Students

The import feature can be used to add multiple students at a time. 

  1. After logging in to your account, select the Students tab. Select the assessment for which you would like to import students; then select the Import button found on the top-right corner of the page.

2. To import data into the system, first click Template to download a sample Excel spreadsheet to input the student data. For assistance in determining the appropriate values for each column in the template, click the Student Import Data Definitions button; this will download a spreadsheet containing data definitions for the values in the template.

3. Once you have filled out the student data in the template, save the file, and then select Import. 

Note: The system will allow you to import a maximum of 60 records at once.

4. A preview of the data will appear in the window. If the information is accurate, select OK. If you have selected the incorrect file or would like to edit the information again before uploading, click Cancel to close the window. Once you have finished editing the file, you can select Import again to upload the modified file.

5. 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.

6. Once the import is complete, the student data will appear in the Students table.

Validating Student Information

A warning icon on the Students tab of your dashboard indicates that there is student data to be validated. After logging in to your account, select the Students tab to start validating the student data.

A message will appear at the top of the Students page indicating that you need to review the student data for the assessment type that you currently have selected.

To view only students who have errors associated with their information, click Show Flagged Items Only.

A warning icon will appear next to the OEN of any student with missing information or where there is a conflict due to data provided in a board upload. Click the student’s OEN or name to review the student data and correct the error; alternatively, select the student and then click Edit Student Info.

To return to the list of all students, select Show Import Yellow Flag Items and then select Show all Students.

Once all of the students have been reviewed and their data has been validated, the flags will be removed from their accounts. You can now select Confirm that all student data has been validated.

Note: The validation process should be completed prior to the administration period.

Editing Student Information

There may be cases where you will need to edit the student’s information.

After logging in to your account and selecting the Students tab, you can edit a student’s information.

Click the checkbox beside the name of the student whose information you want to edit, and then click Edit Student Info. This will open the student’s information panel and allow you to make changes to the information.

Viewing and Managing Additional Accommodations and Exemptions for Students

After logging in to your account and selecting the Students tab, you will see a list of all students. In this list, there is a column labelled “Accommodation.” If you assign a student additional accommodations that are not part of the e-assessment system, a checkmark will appear in this column.

You can review and enter specific accommodations that an individual student has been assigned based on their Individual Education Plan (IEP). If the information was not included in the data upload by your school board, school administrators must enter the information. To do this, click the checkbox beside the student’s OEN and click Edit Student Info. A pop-up will then appear; select the Accommodations tab. Here you can enter the student’s accommodations.

The accommodations required for a student may be different from one assessment component to the other. Accommodations must be entered separately under each assessment component. Click on each of the three tabs for Reading, Writing, and Mathematics and check off all accommodations required for a student for a particular assessment component. Please read the options for accommodations carefully as they are different for mathematics and for reading and writing.

Requesting the Alternative Version

For guidelines and information about requesting the alternative version refer to the section Requesting an Alternative Version of the Assessment.

Managing Students Who Are Home-Schooled

Students who are home-schooled and would like to participate in the assessment, are permitted to complete the assessment at their local school. School administrators can add these students to their school list. The school administrator must select Home-schooled under the Student Type field which is found in the Personal Information tab.

Updated on February 22, 2023