(NAPLAN) - National Assessment Program - Literacy and Numeracy

(NAPLAN) - National Assessment Program - Literacy and Numeracy

(NAPLAN) - National Assessment Program - Literacy and Numeracy

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 1 of 18 National Assessment Program – Literacy and Numeracy (NAPLAN) 2015 Test Administration Website Guide These instructions are to assist independent schools when using the NAPLAN Test Administration website. A number of tasks are required to be completed for the 2015 tests. Instructions are provided for the following tasks: Task Name Description Due Date Page(s) 1. Log in Log into the website and access the home page. NA 2 - 3 2. Student Registration Construct and submit enrolment data files to register students for the 2015 tests.

Wednesday 18 February 2015 4 – 7 (plus appendix p 18) 3. Statement of Compliance Principals view and indicate acceptance of their responsibilities for NAPLAN 2015. Friday 27 February 2015 8 - 9 4. Authorised Staff Registration Register members of staff who are authorised to take receipt of NAPLAN test materials. Friday 27 February 2015 10-12 5. School Details View and confirm the address details held by the VCAA. Email phone and fax numbers can be updated if required. Friday 27 February 2015 13 - 14 6. Alternative Test Format Order Order for Large Print, Black and White, Braille or Interactive PDF versions of the tests if required.

Friday 27 February 2015 15 - 17 Contacting the VCAA For assistance in using the NAPLAN Test Administration website, please contact the VCAA NAPLAN Help Desk on freecall 1800 648 637 or via email to vcaa.naplan.help@edumail.vic.gov.au Forgotten your password? If you have forgotten your password, you can use the ‘Forgotten your password?’ link to retrieve your password. Passwords will only be provided to ‘Principal’ or ‘Deputy Principal’ contacts previously registered in the ‘Staff Contacts’ page within this website. To request a password reset in the event that an account is locked, please forward an email to the NAPLAN Help Desk (vcaa.naplan.help@edumail.vic.gov.au) with ‘NAPLAN ADMIN SITE PASSWORD RESET’ in the subject line.

Password requests must come from either the principal or deputy principal.

(NAPLAN) - National Assessment Program - Literacy and Numeracy

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 2 of 18 1. Logging into the NAPLAN Test Administration website 1. Open your internet browser. The site is best viewed with:  Microsoft Internet Explorer versions 6.0 and above  Minimum operating system requirement: Microsoft Windows XP, Vista or Windows 7.  While the site is not officially supported for other browsers or operating systems, it has been tested and works correctly with Safari, Firefox and Chrome browsers. 2. Enter the URL: www.naplanadmin.vic.edu.au into the browser address field. The site login page should be displayed (see Figure 1).

If the site does not appear, or an error is reported by the internet browser, a second computer should be used to access the site. If problems in accessing the login page persist, please contact the VCAA. Figure 1: The NAPLAN Test Administration website login page. 3. Enter your school’s username and password, which are both contained in the covering letter with these instructions. If entered correctly, the home page will appear (see Figure 2). Your school name will appear on the home page after you have logged in. Please note that after three incorrect login attempts, accounts will be locked and the VCAA must be contacted to re-activate the account.

Figure 2: The NAPLAN Administration home page. Your school name will appear on the home page after you have logged in. In Internet Explorer, the padlock should be present to indicate that encryption is enabled for the site.

(NAPLAN) - National Assessment Program - Literacy and Numeracy

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 3 of 18 4. The home page, shown in Figure 3, displays a summary table which lists each of the tasks, their due date and status. Individual tasks can be accessed by clicking on the ‘Task’ name or by selecting the task from the left side menu panel. The ‘Home’ and ‘Log Off’ buttons at the top of the page are always present to either return to the home page or exit the site.

Figure 3: The NAPLAN Administration home page. Either the left side menu panel or task heading links in the table can be used to access tasks. The ‘Home’ button appears on all pages. Click on this link to return to the home page screen.

Use the ‘Log Off’ button to exit the site. Access to these instructions online.

(NAPLAN) - National Assessment Program - Literacy and Numeracy

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 4 of 18 2. Student Registration Individual independent schools are responsible for supplying their student enrolment details to the VCAA for the NAPLAN 2015 tests. Most administration software packages used by independent schools have been modified to allow for the capture of student background information, and have an extract function that will create the student pre-enrolment details file(s) to send to the VCAA.

Files must be prepared and uploaded via this website by Wednesday 18 February 2015. The status of this task will show as ‘Open’ until the due date. Schools can access this function to upload files, view a summary of the data files uploaded and make changes to the files up to the due date. After the due date has passed, the status on the home page for this task will change to ‘Closed’. If you have any concerns with the information provided after the due date, please contact the VCAA. Victorian Student Number In order to improve the efficiency of student registration for the NAPLAN tests, the Victorian Student Number (VSN) is part of the enrolment file specification.

The VCAA requests that schools supply the VSN for their students where available and practicable to do so. Schools are only required to provide the current information they have at the time they submit their enrolment details to the website. Schools are not expected to hold up supplying their enrolment details if waiting on a VSN to be issued or VSN issues to be resolved. 2.1 Preparing student registration data files Schools should generate the student pre-enrolment details file for each year level that will participate in the NAPLAN 2015 tests and name the file(s) according to the following convention: 2015 (no spaces required in the filename) e.g.

‘VictorianCollegeYr72015.txt’ Please note that data files must follow the structure of the Appendix on page 18. Please ensure that all dates are in dd/mm/yyyy format and NOT in the US-Style format i.e. mm/dd/yyyy.

For schools using administration software packages, generally you will have an existing function available to export NAPLAN enrolment details in the correct format. For further information, schools should contact their administration software package supplier or Independent Schools Victoria on (03) 9825 7200. In the event that the enrolment files cannot be automatically generated by an administrative software package, it is possible to submit enrolment data as an Excel spreadsheet. If you require a template to assist with entering and formatting this data, please email vcaa.naplan.help@edumail.vic.gov.au with ‘Request for Enrolment Data File Template’ in the subject line.

(NAPLAN) - National Assessment Program - Literacy and Numeracy

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 5 of 18 2.2 Uploading Student Registration Data Files 1. Once student enrolment files have been prepared, they can be provided to the VCAA via the NAPLAN Test Administration website. Click on either the ‘Student Registration Data’ menu item from the left hand panel or select ‘Student Registration Data’ task from the summary table on the home page (see Figure 4). Figure 4: Links for accessing the Student Registration function from the home page. 2. The top section of the Student Registration page provides a ‘Data File Status’ table that displays which files you have uploaded and which files have been processed by the VCAA.

The bottom section of the page provides a function to attach and upload your files To upload a file, click on the ‘Browse’ button. (see Figure 5). Figure 5: The Student Registration page.

(NAPLAN) - National Assessment Program - Literacy and Numeracy

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 6 of 18 3. A file selection window will appear (see Figure 6). Use this window to navigate to the student enrolment data file. Once found, click on the filename and then ‘Open’ to select the file. Figure 6: The file selection window shown after clicking ‘Browse’. 4. After a file has been attached, the corresponding year level must be selected from the drop down list. Click the down arrow icon to display the year level list and then select the correct year level (see Figure 7).

Figure 7: Select the corresponding year level.

(NAPLAN) - National Assessment Program - Literacy and Numeracy

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 7 of 18 5. With the file and year level selected the file can now be uploaded using the ‘Upload File’ button. A successful file upload notice will appear to indicate that the file has been successfully uploaded and the ‘Data File Status’ table will be updated (see Figure 8). You can now repeat the steps from Step 2 to upload additional files for other year levels. If a problem is encountered during the upload, a message indicating the error will be displayed and the upload cancelled.

Figure 8: Successful upload of student registration file.

6. Once a file has been uploaded, you may click ‘Download’ to retrieve and view the contents of a file. In the event that the wrong file has been uploaded, click on either the ‘Replace’ or ‘Delete’ buttons to upload a replacement file, or delete the file from the website (see Figure 9). Please note that once the VCAA has retrieved the file from the website, the replace and delete options will become unavailable.

Figure 9: Uploaded file options. Data File Status table will be updated after the successful upload of a file. Message to indicate successful upload. List of files uploaded with options to view, delete or change.

(NAPLAN) - National Assessment Program - Literacy and Numeracy

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 8 of 18 3. Statement of Compliance The Statement of Compliance is submitted annually and outlines the principal’s responsibility in regards to NAPLAN. The Statement of Compliance is completed via the Test Administration website. 1. To complete the Statement of Compliance, click on either the ‘Statement of Compliance’ menu item from the left hand menu panel or from the tasks listed in the summary table (see Figure 10).

Please note: The Statement of Compliance must be completed, by the principal, by Friday 27 February 2015. Once the task has been completed the status column will update from ‘Incomplete’ to ‘Completed’. Figure 10: Selecting the Statement of Compliance function from the home page.

(NAPLAN) - National Assessment Program - Literacy and Numeracy

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 9 of 18 2. Complete all three sections of the Statement of Compliance as shown in Figure 11. Figure 11: The Statement of Compliance form. 3. Once the form has been completed, click on the ‘Submit’ button to complete the process.

If any areas are incomplete or invalid, an error message will be displayed in red at the bottom of the page. Any errors should be rectified and the ‘Submit’ button clicked again. On successful completion, a message will be shown at the top of the form (see Figure 12). The text on the home page will now reflect that this task has been ’Completed’. Figure 12: The message presented on successful completion of the Statement of Compliance.

One security option must be selected. Name and email must be completed and both boxes must be checked to indicate acceptance of the Statement of Compliance. Click this link to read the Principal’s Responsibilities which form part of the Statement of Compliance, then check the box to acknowledge that the responsibilities have been read and are accepted. If an entry for a principal has been made in the Authorised Staff screen, the name will be pre-filled here. Clicking on ‘Select from contacts’ will list other staff contacts to use to fill the fields.

(NAPLAN) - National Assessment Program - Literacy and Numeracy

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 10 of 18 4.

Authorised Staff Registration 1. To add or edit the details of staff authorised to take delivery of NAPLAN test materials, click on either the ‘Authorised Staff / Contacts’ menu item from the left hand menu panel or from the tasks listed in the summary table as shown in (see Figure 13). This task must to be completed by Friday 27 February 2015. Note that the ‘NOT YET COMPLETED’ indicates that no staff have been recorded in the system. The VCAA recommends that, if possible, at least three authorised staff are entered. The status field for this task will update to display the number of staff that have been registered as authorised to take receipt of test materials.

Figure 13: Selecting the Authorised Staff function from the home page. 2. If you have authorised staff members listed from 2014 which you wish to rollover to 2015, click the ‘Rollover Staff members’ button (see Figure 14). Select the staff members to be rolled over and click ‘Continue’ to submit (see Figure 15). All existing details for the staff members selected will be automatically carried over. Or click on the ‘Add Contact’ button to add new contacts for 2015 (see Figure 14).

Figure 14: The Authorised Staff / Contacts page before any contacts are added. Click this button to rollover staff details from the previous year.

Click ‘Add Contact’ to add in new staff members.

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 11 of 18 Figure 15: Rolling over staff contacts 3. The Add Contact page will be displayed (see Figure 16). ‘First Name’, ‘Last Name’ and ‘Role’ are required to be completed in order for a new contact to be added. After entering the details of the staff member, click the ‘Add’ button to save. There are a number of checks on the type of information entered into the fields (for example a telephone number cannot contain text). If any errors are detected or if any of the required fields are missing an error will be displayed in red text.

The record will only be saved successfully when no errors are found.

Note that only one staff member can be nominated as the main contact for a particular NAPLAN year level (3, 5, 7 or 9). To change the nominated contact to another staff member edit their details and select the appropriate check box. Staff members will be set as Test Administrators by default. This will generate a Username and Password so they can login to record attendances. Untick the “Test Administrator” checkbox if they are not a Test Administrator. Figure 16: The Add Contacts page after successfully saving a new authorised staff member.

If the school principal is added as a contact his/her details will be pre-filled in the ‘Statement of Compliance’ function.

Use the tick box to indicate any staff members which are to be rolled over for 2015, then click the Continue button to proceed.

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 12 of 18 4. Click the ‘Return’ button to go back to the main list of staff. Additional contacts can now be added, or existing ones can be edited by selecting the ‘Edit’ function (see Figure 17). The procedure to edit a contact is the same as adding one. Figure 17: The Authorised Staff / Contacts page with staff entered. ‘Robert Green’ in this example is entered to only receive email updates.

Staff coloured in purple are authorised to receive the test packages.

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 13 of 18 5.

School Details 1. To review and confirm the address details that will be used for delivery of test and reporting materials for NAPLAN 2015, click on either the ‘School Details’ menu item from the left hand menu panel or select the ‘School Details’ task from the summary table on the home page (see Figure 18). Address Confirmations must be completed by Friday 27 February 2015. Please note: By default, test booklets will be packed in order of year level, home group and surname as per the data provided by each school. For schools who wish to receive their test materials in another order, you can submit a request in the School Details page.

Figure 18: Links for accessing the School Details page from the home page.

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 14 of 18 2. The School Details page will be displayed (see Figure 19). Email address, fax and phone numbers can be updated via this page. However, the delivery addresses cannot be updated via the website. VCE providers must update their addresses via VASS. For non VCE providers, please email the correct address details to vcaa.naplan.help@edumail.vic.gov.au. 3. Figure 19: The Address Confirmation page. 4. If all information is correct, place a tick in the checkbox and click on the ‘Save’ button to complete this task. A message will appear to indicate that the details have been successfully saved.

Click on the ‘Return’ button to return to the home page where the status for this task should be updated from ‘Incomplete’ to ‘Completed’ (see Figure 20). Figure 20: Updated status for Address Confirmation task.

In most cases, the address for delivery of test and reporting materials will be the same. Please update the fax number if incorrect. Place a tick in the check box to indicate that details have been reviewed and are correct and/or updated. The status is updated to ‘Completed’ after a tick has been placed in the ‘Reviewed Details’ check box and saved. The phone number shown is the main school contact number from the VCAA records. If incorrect, please update to the correct number. Please tick the check box only if you wish to have the test booklets packed in a different order.

Select a contact from the drop down box and fill in the details of request.

You must provide details of your request. Please confirm or update the primary email address used to distribute official VCAA school notices related to NAPLAN.

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 15 of 18 6. Alternative Test Format Order Orders for large print, black and white, braille versions and interactive PDF versions of the tests can only be submitted online using this function. All orders must be completed by Friday 27 February 2015. 1. From the home page, select the ‘Alternative Paper Format Order’ menu from the left hand panel or from the task summary table. Figure 21 below shows the Alternative Paper Format order page.

Figure 21: Alternative Paper Format Order main page. 2. Before adding your orders for these materials, you must select a staff member who will act as the primary administrative contact to the VCAA.

If the details of the person you wish to use are not present in the drop down list, you must use the ‘Authorised Staff / Contacts’ function (page 6) to register the staff member. Once a selection is made the ‘Add Order’ button will be available (see Figure 22). You can change the contact person at any point until the due date.

Figure 22: A contact person has been selected and the ‘Add Order’ button is activated. The ‘Add Order’ button becomes active after contact details have been entered and saved. A contact has been selected and saved. The ‘Add Order’ button is disabled until you have selected and saved details for an administrative contact. Contacts can only be selected from those entered in the ‘Authorised/Staff Contacts’ function.

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 16 of 18 3. Click on the ‘Add Order’ button to open the order form (see Figure 23).

Enter the details of the student for whom the material is required and then select the ‘Format Required’ by clicking one of the options. Please note: Only one type of alternative format can be ordered for each student. The system will not allow you to enter the same student twice. Please ensure that all compulsory fields have been accurately filled in. Some of the fields are compulsory. Figure 23: Sample student order for A3 large print.

4. Click on the ‘Save’ button after the form has been completed and a message will appear to indicate that the order has been successfully added (see Figure 24). Figure 24: Order for Large Print has been successfully added. The Victorian Student Number (VSN) should be supplied if available when ordering alternative paper formats. In the event a VSN cannot be provided, a default value of ‘000000000’ can be entered instead. Use the drop down menu to select the type of alternative format that is required by the student.

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 17 of 18 Click the ‘Return’ button to go back to the previous page where the order should appear listed in a table (see Figure 25).

Additional orders can be added by clicking on the ‘Add Order’ button. Figure 25: Alternative Paper Format Order page with completed orders. 5. You can ‘Delete’ an order if you no longer require it, or existing ones can be edited by selecting the ‘Edit’ function (see Figure 26). The procedure to edit an order is the same as for adding one.

Figure 26: ‘Edit’ and ‘Delete’ buttons to change special provision orders. 6. You can print out a list of all the orders you have requested by clicking on the ‘Print’ button. This will open a new screen and a print dialogue window where you can select the printer which you wish to print the list (see Figure 27). Figure 27: Printing a list of alternative test format orders. You can click on the column heading to sort columns in either ascending or descending order. The Print dialogue window.

NAPLAN 2015 Test Administration Website Guide – Independent schools Page 18 of 18 Appendix: STUDENT REGISTRATION DATA FILE STRUCTURE The file can be prepared in TEXT (pipe delimited) format, or as an EXCEL spreadsheet.

Field Length Value Course Type 3 Mandatory and must be ‘NAP’. DEECD School Code 10 Leave blank. Only available for Government Schools. Previous DEECD School Code 10 As above. VCAA School Code 5 Mandatory. Please refer to codes in the letter. Student ID 12 Mandatory. Alphanumeric.

Family Name 25 Mandatory. Can only contain alphabetic, hyphen, apostrophes and single spaces. Must contain at least one character. First Name 15 As above. Second Name 15 Optional. Previous Family Name 25 Optional. Previous First Name 15 Optional. Previous Second Name 15 Optional. Salutation 4 Mandatory. Either, MR or MISS. Date of Birth 10 Mandatory. Must be in DD/MM/YYYY format, numbers and forward slashes only. Address Line 1 25 Mandatory. Address Line 2 25 Optional. Suburb 30 Mandatory. Alphabetic only. State/Country* 3 NSW, NT, QLD, SA, TAS, VIC or WA. Postcode* 4 Mandatory for Australian addresses.

Phone No. 15 Optional. Can contain numbers, hyphens and spaces.

Gender 1 Mandatory. Must be F or M. Year Level 2 Mandatory. Homegroup 10 Mandatory. Could only contains Alphabetic, Numeric or Alphanumeric Indigenous Status 1 N (Not Koorie or Torres Strait), K (Koorie), T (Torres Strait), B (Both), or U (Unknown) LBOTE status 1 Mandatory. Must be calculated as outlined below 1 Parental School Education (mother) 1 0, 1, 2, 3 or 4 2 Parental School Education (father) 1 0, 1, 2, 3 or 4 2 Parental Non-school Education (mother) 1 0, 5, 6, 7 or 8 2 Parental Non-school Education (father) 1 0, 5, 6, 7 or 8 2 Parental Occupation (mother) 1 A(1), B(2), C(3), D(4), N(8), U(9) 2 Parental Occupation (father) 1 A(1), B(2), C(3), D(4), N(8), U(9) 2 Main Language Other than English Spoken at Home (student) 4 4 digit numeric ASCL code 3 Main Language Other than English Spoken at Home (mother) 4 4 digit numeric ASCL code 3 Main Language Other than English Spoken at Home (father) 4 4 digit numeric ASCL code 3 Country of birth (student) 4 4 digit numeric SACC code 4 Victorian Student Number 9 9 digit numeric value (where available).

1 LBOTE status must be determined by the following: if the student or at least one of the student’s parents speaks a language other than English at home, then the LBOTE status of the student must be set to ‘Y’, otherwise use ‘N’. 2 For further information on the codes used for parental school education, non-school education and occupation please go to: http://www.acara.edu.au/verve/_resources/DSM_6_Tech.pdf 3 For a full list of language codes, please refer to: http://www.abs.gov.au/AUSSTATS/abs@.nsf/DetailsPage/1267.02011 4 For a full list of country codes please refer to: http://www.abs.gov.au/AUSSTATS/abs@.nsf/DetailsPage/1269.02011 * State and Postcode may be supplied in reversed order in submitted data files.

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