Using the School Online Assessment Registration (SOAR) Term 1 2011

1. Using the School Online Assessment Registration(SOAR) Term 1 2011

2. SOAR – Term 1 The Handbook for Principals was sent to schools at the beginning of March. This package includes an important letter containing the details for accessing SOAR. The letter has: • the SOAR web address • the school username • the school password. This letter must be stored securely.

3. SOAR – Term 1 In March, all NSW schools must access SOAR to confirm their school and student details, during the following periods. • 7-14 March - Government schools • 14-21 March - Catholic Education Schools • 24-31 March - Independent Schools Once these details have been confirmed, overprinting of test books can commence.

4. Quick links If you are very familiar with SOAR, try these quick links. • Principal’s SOAR checklist here • Term 1 tasks – new features in 2011 here • Term 1 tasks – overview here • To confirm students’ details for printing test books (personalised)here If you are new to SOAR, please follow through the NEW USER presentation first. Government school access Non government school access

5. SOAR Checklist

6. SOAR Checklist

7. SOAR Checklist

8. SOAR Checklist

9. SOAR 2011 New features for SOAR in 2011 include: • The date of birth field has a drop-down menu, so the date format is clear (ddmmyyyy). • More detailed information is supplied about the student registration number / ERN, particularly for non-government schools and for schools who encounter the message ‘duplicate SRN’. • Schools can provide the name of a second contact person, if required. • Visiting students will be in red font and easier to identify.

10. SOAR - Term 1 In Term 1 principals or their delegates will use SOAR to: • update school details, including the name of the NAPLAN coordinator • access and check the approximate number of registered students • amend or delete the roll class groupings (the order in which test books will be packaged) • confirm the student cohort of data. Principals or their delegates may also: • amend, add or delete students • indicate students who are exempt from testing.

11. School Management To have the student details correctly printed on the NAPLAN test books: In School Management Step 1:add the name of the NAPLAN co-ordinator(s) Step 2:check school details - school name and address. Email EMSAD if the address is incorrect. Step 3: save the changes.

12. In Student Management Student Management Step 4: check that the number of students is approximately correct Step 5: check the students are in the correct year. For example, if Year 10 are listed instead of Year 9, please send an email to naplan.nsw@det.nsw.edu.au.

13. Student Management In Student Management Step 6: confirm whether test books are to be printed *alphabetically by YEAR, or* in separate CLASS groups. Schools can make changes to roll classes by clicking For example, if Mathematics classes are to be used, the Mathematics class will replace the Roll Class.

14. Student Management In Student Management Step 7: click on the button, which confirms that ALL the school and student details are correct and the test books can be overprinted (personalised) with the correct details. Step 8:If schools have time, they may also check the students’ details and amend any errors before clicking This is the last slide if you are very familiar with SOAR - press ESC to finish

15. School details School Management • This section allows you to check and confirm the school details. • The first screen enables schools to: • nominate a school NAPLAN contact person. • add a second contact person if required. • The second screen is for confirming school address details. • The third screen is for saving the details.

16. School details School contact details Please add name and phone of the NAPLAN coordinator here and a second contact person, if required. . Click Next to go to the second screen.

17. School details School address details The school address details cannot be amended by schools. Please contact EMSAD if the details are incorrect. This Save button is a link only and will not save your school details. This text is greyed out because schools cannot change school address details. Click Next to go to the third screen and click Save.

18. Student details are available in the Student Management section. Student details Student Management Using this section, you can: * change students’ details (name, gender, DOB, etc) * add newly enrolled students * delete students who have left the school * indicate class groups for printing.

19. If a student’s details are incorrect (e.g. name spelled incorrectly or wrong gender), click on Edit and use the scroll bar on the right hand side of the screen to navigate down to the individual student’s details. Enter the correct details. Edit student details

20. Edit student details Student Names • Please note we are not able to print any special characters (á â ã ç ë ö etc) on student test papers or reports. • SOAR will ignore some additional characters in students’ names: • e.g. Mc or Mac (McClarkewill become Mcclarke)

21. Edit student details Student ID • Each student ID must be 9 digits long. • Non-government student IDs will be generated by EMSAD. • If the student’s ID / ERN / registration number is not known, just type nine 0’s in a row 000000000 and email naplan.nsw@det.nsw.edu.au, requesting that a new number is generated. Please provide the school name, student name, cohort. • For the message “duplicate student”, type nine 0’s & email.

22. The Delete option will remove a student completely from the list of students in Student Management. Delete student This should only be used for individual students who have left the school permanently.

23. Delete student Delete a student If a deleted student returns before the tests, you can ‘restore’ them by selecting ‘Only show students with the status Deleted’ and clicking Restore for that student.

24. Changing details Changing details Underneath the list of student details are the buttons:Add a Student, Visiting Students, Reject all Students, Delete all Roll Class Data, Update all RollClasses and Confirm Student Data of Cohort.

25. Add a student allows you to enter the details of newlyenrolled students who are not registered in SOAR. Again, the Add a Student section opens below the student list.

26. Add a student Note that the fields forhave auto-complete or drop down menus. date country of birth main language and parent details

27. allows you to enter details of students who visit your school to complete NAPLAN tests but who are not enrolled in your school. Visiting students Visiting students may be from intrastate or interstate.The details you need to enter for Visiting Students are First name, Last name, Student ID, Gender, Date of birth, Student’s home state and Student’s home school (if the student is from NSW or ACT).

28. Visiting students Select ‘Other’ if school or state is not known. Once a visiting student has been added in Student Managementthey will appear in red font within the student list and the Visiting column will display Yes.

29. The restore option becomes visible only after you go to the drop-down menu Show students with the status and click Deleted. Reject students If Reject All Studentsis used mistakenly, there is a restore option available.

30. Roll class and • are used to indicate how you want your test books sorted for delivery. • 1 if no roll class data is entered, test books will be sorted alphabetically by Year group. • if roll class data is present, test books will be sorted alphabetically within roll classes. • if your school uses vertical roll classes, which would result in many packages of books with only a small number on them, you will see a message alerting you to this and asking you to change the data.

31. Confirm student data is used to access the Confirm Student Details of Cohort screen. The Confirm Student Details of Cohort screen is used to confirm that your school and student details are correct and the test books can be overprinted.

32. User Registration The User Registration screen willenable a sub-user (delegated staff member) to access SOAR. The screen shows the school user name (regional code and school code) followed by an underscore and text box. The sub-user must enter a new word, for example their first name, in this text box.

33. User Registration On the next line enter a new password. The password must be 7 characters long and contain at least one non-alphanumeric character (e.g !, @, #, *). Re-enter the password on the third line to confirm it. Click Add User to register the new sub-user.

34. Click Change Password to register the new password Update Password The Update Passwordscreen allows schools to change the password which was sent to the school. On the first line type the allocated password in the text box. Then enter and confirm the new password. If the new password is mislaid, please email naplan.nsw@det.nsw.edu.au and request a replacement.

35. Information about using SOAR in Term 2 will be distributed with test materials. SOAR - Term 2 Term 2

36. Resources All SOAR resources including manuals, Powerpoints and checklists are available online. Government schools https://detwww.det.nsw.edu.au/directorates/schoimpro/EMD/naplan_publications.htm Non-government schools http://www.schools.nsw.edu.au/naplan/nongov EMSAD contact details Phone: 9707 6221 Email: naplan.nsw@det.nsw.edu.au