osslt admin guide 2011

What’s NEW for 2011 page 1

Professional Responsibilitiespage 3

Principal’s Steps

pages 4–5

Teachers’ Steps

page 6

Administration Day: What happens if…?pages 9–10

Impacts on Reporting: What happens if…?page 11

IMPORTANT DATES

Enter or confirm information using SDC system (order special versions)

Wednesday, February 9 to Tuesday, February 22, 2011

Test materials delivered to school

Friday, March 25 to Wednesday, March 30

Verify, using SDC system, that all student information is up to date and accurate

Monday, February 28 to Friday, April 1

Verify, using SDC system, that all materials have arrived

Monday, March 28 to Wednesday, March 30

Download assistive technology versions

Tuesday, March 29 at 9:00 a.m.

ADMINISTER OSSLT THURSDAY, MARCH 31

Prepare test materials for pre-arranged pickup

Friday, April 1

Delete electronic versions of students’ work

Friday, June 11

Ontario Secondary School Literacy Test (OSSLT)

ADMINISTRATION GUIDE March 2011

EQAO Call Centre: 1-888-327-7377

AdministrationGuide:OntarioSecondarySchoolLiteracyTest(OSSLT)—2011 1

What’s NEW for 2011n Therearetwonewsectionstothisguide:“AdministrationDay:What

happensif…?”providessolutionstoissuesthatmayoccurduringtheadministration,and“ImpactsonReporting:Whathappensif...?”providesguidelinesforadministrationissuesthatmayaffectastudent’sscore.

n Allschoolstaffinvolvedintheadministrationmustreadandadhereto“ProfessionalResponsibilitiesfortheAdministrationoftheOSSLT”inthisguide.

n Thedocuments“ProfessionalResponsibilitiesfortheAdministrationoftheOSSLT”(fullversion)and“EQAOPoliciesandProcedures”arenowlocatedonEQAO’sWebsite(www.eqao.com).

n Studentresponseswillbeanalyzedforevidenceofcollusionpriortothereleaseofstudents’results.Ensurethatallstudentscompletethetestwithoutassistancefromanyone.

n Theuseofcellphones,audio-orvideo-recordingdevices,pagers,digitalmusicplayersore-mailortextmessagingdevicesduringthetestisprohibited.Theiruseduringthetestmayresultinnoscorebeingprovided.

n AllaudioresponsesmustbetranscribedpriortosubmissiontoEQAO.TheoriginalaudioversionandthetranscriptionmustbeplacedintheSpecialVersionsEnvelope.

n Accuratecopiesofallseatingplansfortheadministrationofthetestmustberetainedforoneyear.

n “AccountingandReportingEQAOResultsforStudentswithUniqueorSpecialCircumstances”isavailableonthesecuresectionofEQAO’sWebsite(www.eqao.com).

Remember:EQAOtestmaterialssenttoschoolsforadministrationshouldnotbecopiedinanywayorforanyreason.YoucanusethereleasedtestmaterialsonEQAO’sWebsitetohelpstudentsbecomefamiliarwiththeformatofthetestandthetypesofquestionsasked.

2 AdministrationGuide:OntarioSecondarySchoolLiteracyTest(OSSLT)—2011

The Test at a Glance

ACTIVITY ALLOTTED TIME

Booklet 1 (Reading and Writing) 75 minutes

Break 15minutes

Booklet 2 (Reading and Writing) 75 minutes

Questionnaire(Booklet 2) 10minutes

The Other GuidesTheGuide for Accommodations, Special Provisions, Deferrals and Exemptionsisacompaniondocumentthat

providesinformationaboutandoutlinestherequireddocumentationforspecialprovisionsforEnglishlanguage

learners,accommodationsforstudentswithspecialeducationneeds,specialcircumstances,deferrals

andexemptions.

TheGuide for Principals Preparing for the Administration of EQAO Testsisavailableonthesecuresection

ofEQAO’sWebsite(www.eqao.com)under“StudentDataCollectionSystem—Resources.”

ParticipationAllstudentseligibleforthetestmustbeaccountedfor,includingEnglishlanguagelearnersandstudents

withspecialeducationneeds,evenifthestudentsaretobedeferredorexemptedorplantofulfilltheliteracy

requirementthroughtheOntarioSecondarySchoolLiteracyCourse(OSSLC)duringthecurrentschoolyear.

First-time eligible students are those who

n enteredGrade9inthe2009–2010schoolyearor

n enteredGrade10inthe2010–2011schoolyearfromoutofprovince.

Previously eligible students are those who

n wereabsentordeferredfor,orunsuccessfulon,oneormorepreviousadministrations;

n werepreviouslyexemptedbutarenowworkingtowardanOntarioSecondarySchoolDiploma(OSSD);

n enteredGrade11or12inthe2010–2011schoolyearfromoutofprovinceor

n enrolledinanadulteducationprogramandbeganGrade9inorafterthe2000–2001schoolyear.

Note:Astudentdeferraldoesnotconstituteanopportunitytowriteandthereforedoesnotqualifythestudentto

taketheOSSLC.


Professional Responsibilities for the Administration of the OSSLT

Note:Formoredetail,pleaseseethefulldocument,alsocalled“ProfessionalResponsibilitiesforthe

AdministrationoftheOSSLT,”postedonEQAO’sWebsite(www.eqao.com).

Principals will ensure that

n alleligiblestudents(includingthoserequiringaccommodationsorspecialprovisionsandthosedeferredor

exempted)areaccountedfor;

n completeandaccurateinformationonallstudentsisprovidedtoEQAO;

n appropriatetestmaterialshavebeenorderedforallstudents;

n allstaffinvolvedintheadministrationhavebeentrainedandhavereadthisguide’s“Professional

ResponsibilitiesfortheAdministrationoftheOSSLT”;

n scribesandpromptersareawareoftheirrolesandresponsibilities;

n alltestmaterialshavebeenreceivedandarekeptsecureandconfidential;

n accesstostudenttestmaterialsoccursonlyonthemorningofthedayofadministration,exceptinthe

caseofstaffpreparingmaterialsforassistivetechnology,whomayhaveaccess48hourspriortothe

administrationtotheelectronicversionsonly;

n eachstudenthassufficientwritingroomtoworkindependentlyofeveryotherstudentand

n anysuspectedsecuritybreachrelatedtotheadministrationofthetestisreportedtoEQAOimmediately.

Teachers and principals will ensure that

n nostudenttestpackagesareopenedpriortothestartofthefirstadministrationsession;

n scribesandpromptershaveaccesstothetestmaterialsonlyduringtheadministration;

n testmaterialsarenotcopiedorremovedfromthetestroomduringtheadministration;

n allinstructionalmaterialsrelatingtoreadingorwritinginthetestroomareremovedorcovered;

n studentsaresupervisedatalltimesduringtheadministration;

n nocellphones,audio-orvideo-recordingdevices,pagers,digitalmusicplayersore-mailortextmessaging

devicesareallowedinthetestroom;

n eachtestbookletiscompletedinonecontinuoussession;

n duringthetest,studentsdonotreceive

–instructiononanyconceptsoritemsfromthetestoncethetestmaterialshavebeenopened;

–explanations,definitions,translationorexamplesofreadingvocabularyorwritingterminologyor

–encouragementorinfluencetoalterorrevisetheirresponses;

n afterthetest,studentbookletsarenotread,reviewedorcorrectedinanywayand

n allcircumstancesthatmayaffectthescoringofastudent’sworkaredocumentedandreportedtoEQAOon

theIssues Envelope.

All staff (including scribes and prompters) must read and adhere to the following.


STEP 3 ITEM DETAILS RESOURCES

1 q SDC nEnterorconfirminformationusingStudentDataCollection(SDC)system.

SecureWebsite:SDCsystemandA Guide for Principals Preparing for the Administration of EQAO Tests

q Security nIdentifysecurelocationfortestmaterials.

q Administration Schedule

nDeterminemorningstarttime,andscheduleonebreak(maximum15minutes).

nDeterminescheduleforstudentsbeingaccommodatedwithadditionaltime.

“TheTestataGlance”sectionofthisguide,Guide for Accommodations, Special Provisions, Deferrals and Exemptions

q Alternative Location nIdentifyandrequestpermissionfromEQAOforstudentstowriteinalternativelocation.

Securesite:requestform“RequestforApprovaltoAdministertheTestatanAlternativeLocation”

q Accommodations and Special Provisions

nIdentifysupportandmakearrangementsforstudentsreceivingaccommodationsand/orspecialprovisions.

nSendletterstoadultstudentsorparentsofstudentsreceivingaccommodations,specialprovisions,deferralsorexemptions.

Guide for Accommodations, Special Provisions, Deferrals and Exemptions

SecureWebsite:sampleletters

q Meet with Staff nEnsureallstaffinvolvedwiththeadministrationhavereadtheguides.

nReview–“ProfessionalResponsibilitiesfortheAdministration

oftheOSSLT,”andensurethatall staff, including scribes and prompters,areawareoftheirrolesandresponsibilities;

–accommodationsandspecialprovisionsandrelatedarrangements;

–schoolpolicyforlatestudentsand–testroomrequirements.

Administration GuideandGuide for Accommodations, Special Provisions, Deferrals and Exemptions

EQAOWebsiteand“AdministrationDay:Whathappensif...”sectionofthisguide

2 q Student Information Session (optional)

nInformstudentsabouttest(e.g.,format,length).nSetschedule(e.g.,time,location,breaks).nShareinstructionswithstudents. SampletestonpublicWebsite

3 q Test Materials nEnsureallrequiredmaterialshavebeenreceived.nDonotopenindividualstudentpackages.

StudentTrackingSheet(STS)printedfromSDCsystemPackingList

q Secure Storage of Test Materials

nStoretestmaterialsinsecurelocationuntildistributiontoteachersonmorningoftest.

q Additional Materials nUpdatestudentinformationinSDCsystem.nOrderadditionalmaterialsusingSDCsystem.

SecureWebsite

q Guides nDistributethisguideandGuide for Accommodations, Special Provisions, Deferrals and Exemptionstoallteachersadministeringtest.

Principal’s Steps I Before Administration



4 q STS and Test Packages to Teachers

nPrintup-to-dateSTSforeachtestroom.nDistributetestmaterialsonmorningofadministration.nResolvepackageIDproblems.

SDCsystem,“AdministrationDay:Whathappensif…”sectionofthisguide

q Special Circumstances: Delayed Start

nIfstarttimeoftestwillbedelayedmorethanonehour,EQAOapprovalmustbeobtained.(EQAOCallCentre:1-888-327-7377.)

Administration Guide: “AdministrationDay:Whathappensif…”sectionandEQAOPoliciesandProcedures(EQAO’sWebsite)

5 q Receipt of Test Materials from Teachers

nUseSTStocheckthatallmaterialshavebeenreturned.

SDCsystem

6 q Student Information Review

nCheckthatstudentinformationiscompleteandaccurate.

nUpdateinformation.

SDCsystem

q School Files(store for 1 year)

nKeep–copiesofStudentAnswerSheets;–STS;–documentationforstudentswithaccommodations,

specialprovisionsordeferrals;–signedconsentformsforexemptedstudentsand–roomseatingplans.

q Student Answer Sheet Envelope

nIncludeallStudentAnswerSheets,exceptthoseforspecialversionsandthosewithissues(seebelow).

q Special Versions Envelope

nStapleallstudent’sworktoinsidefrontcoverofappropriatebooklet,andensurelast12digitsofbarcodeareoneachpage.

nIncludeallspecialversionbookletsandStudentAnswerSheetsforstudentsusingcomputer,assistivetechnologyandaudioresponseformats.

Guide for Accommodations, Special Provisions, Deferrals and Exemptions: “HowtoReturnComputerResponsestoEQAO.”

q Issues Envelope nIncludeallmaterialsthatrequireEQAO’sattention(e.g.,materialswithpackageIDproblems,bookletswithmissingpages,notestoEQAO).

nProvidedetailedexplanationofeachissueonoutsideofIssuesEnvelope.

Administration Guide

q Check Materials nUsepackinglisttoensurethatquantitiesreturnedaresameasquantitiesreceived.

PackingList

q Pack and Seal Tote Boxes

nIncludeStudentAnswerSheetEnvelopes,SpecialVersionsEnvelopes,IssuesEnvelopes,allBooklets 1and2(usedorunused).

q Return Labels nAffixlabel,ensuringthatIDnumberonlabelmatchesoneontotebox.

UPSReturnShippingInstructions

q UPS Pickup nPrepareforpickuppre-scheduledforthedayfollowingtestadministration.

nRecorddateandshipmenttrackingnumber.

Principal’s Steps I Day of Test



1 m Guides nRead“ProfessionalResponsibilitiesfortheAdministrationoftheOSSLT”sectionofthisguide.

2 m Staff Meeting nMeetwithprincipalandotherstaffmembersadministeringtesttoreviewrolesandresponsibilities,andplanforadministration.

3 m Seating Plans nPrepareseatingplans.nEnsurestudentshavesufficientroomtowrite

independentlyofothers.

4 m Prepare Test Room nRemoveallinstructionalmaterialsaboutreadingorwriting.

nSetuproomtoensurestudentswillworkindependently.

5 m Student Supplies nEnsuresupplyofblueorblackinkpens(pencilsarepermitted).

6 m Receive Test Materials nCheckthatnumberofstudentpackagesmatchesnumberofstudentslistedonStudentTrackingSheet(STS).

“TestDayInstructionsforTeachers”sectionofthisguide

7 m Administer Test nFollow“TestDayInstructionsforTeachers.” “TestDayInstructionsforTeachers”and“Whathappensif”sectionsofthisguide

8 m Issues nProvideprincipalwithwrittenexplanationofanyissues(e.g.,missingpages,studentpackageIDproblems,notestoEQAOandbookletsinvolved).

9 m Special Versions nStapleallstudent’sworktoinsidefrontcoverofappropriatebooklet.

nProvideprincipalwithallspecialversionbookletsandStudentAnswerSheetsforstudentsusingcomputer,assistivetechnologyandaudioresponseformats.

Guide for Accommodations, Special Provisions, Deferrals and Exemptions: “HowtoReturnComputerResponsestoEQAO.”

10 m Return Materials to Principal

nReturnallmaterialstoprincipal(STS,Booklets 1and2,StudentAnswerSheets,allunusedtestmaterialsandallspecialversionsandissues).

Teachers’ Steps


3 ITEM DETAILS RESOURCES TIPS

m Use Student Tracking Sheet (STS) to distribute packages to students

nForeachstudent,ensurefinal12digitsofpackageIDmatchthoseonSTS.

1111101100564938 10 3942

grademident student

Administration Guide,page9

m Ask students to check materials in their package

nEnsurefinal12digitsofthepackageIDmatchfinal12digitsofeachof Booklet 1, Booklet 2andtheStudentAnswerSheetinthestudent’spackage.

Administration Guide,page9

m Read script to students

Script:

You have two 75-minute periods to complete the OSSLT. At the end of the first 75 minutes, there will be a 15-minute break. If you finish early, review your work and check that you have not missed any questions.

Print and sign your name on the Student Answer Sheet.

Put Booklet 2 face down on the corner of your desk. Do not start Booklet 2 until after the break.

Read the directions on the inside front cover of Booklet 1.

Use dark blue or black ink or a pencil to complete the test.

Once the test begins, I will not be able to answer your questions.

Start Booklet 1.

m Collect Booklet 1

nAfter75minutes,collectBooklet 1.

m Read script to students

Script:

You are now ready to start Booklet 2. Are there any questions?

Start Booklet 2.

m Announce the end of test time

nAfter75minutes,announceendoftesttime.

Test Day Instructions for Teachers

""

If a student begins work in

the incorrect package, the

student should continue

using the package for

the entire test. Notify the

principal to update the SDC

system after the test.

Ensure that there are

no cellphones, audio- or

video-recording devices,

pagers, digital music

players or e-mail or text-

messaging devices

in the test room.

Remind the students when

15 minutes is left.

Remind the students when

15 minutes is left.


Test Day Instructions for Teachers (continued)

3 ITEM DETAILS RESOURCES TIPS

m Complete Student Questionnaire

nUponcompletion,collectBooklet 2andStudentAnswerSheets.

m Update seating plan

nProvidefinalseatingplantoprincipal.

m Verify collection of Booklet 2 and Student Answer Sheets

nUseSTStoensurethatallbookletsandStudentAnswerSheets(usedorunused)havebeencollected.

nProvidealltestmaterialstoprincipal.

""

Place all computer responses,

responses in audio format

and the Student Answer

Sheets in the Special

Versions Envelope.

Place all materials

requiring EQAO’s attention

in the Issues Envelope.


CATEGORY ISSUE SOLUTION RESOURCES

Missing Package or New Student

nomaterials UsepackageofanabsentstudentandupdateSDCsystembyusing“SwitchPackages”taskbuttonororderusingSDCsystem.

SDCsystem

Absences studentisabsent EQAOwilldeemstudentabsentifthereisnoworkinonebookletormore.

SeeEQAOPoliciesandProceduresontheEQAOWebsite

teacherisabsent Anotherteacher,supervisedbyprincipal,mayadministertest.Thisteachermustbefamiliarwithadministrationproceduresandmustfollowthem.

Lateness busislate Testmaybedelayeduptoonehour.Fordelayslongerthanonehour,principalmustcontactEQAO’sChiefAssessmentOfficer(CAO)at1-888-327-7377.

studentislate Followschool’slatepolicyforexams.

Package ID Number Issues

1111101100564938 10 3942

grademident student

allmaterialsinstudent’spackagedonothavethesamefinal 12 digits

Continuetousepackageandplaceallofstudent’sworkinIssuesEnvelope.Onoutsideofenvelope,documentissueorusepackageofanabsentstudentandupdateSDCusing“SwitchPackages”taskbutton.

studentsreceivedwrong package

Havestudentscontinueworkinginpackagetheyreceived.

Ifissueinvolvesonlytwostudents,informEQAObyusingSDCsystem’s“SwitchPackages”taskbutton.

Ifissueinvolvesmorethantwostudents,onSTS,printstudents’namesbesidepackagetheyactuallyusedandfaxSTStoEQAOat416-325-6622.PlaceallrelatedstudentmaterialsandcopyofSTSinIssuesEnvelopeanddocumentissueonenvelope.

SecureWebsite:SDCsystemandA Guide for Principals Preparing for the Administration of EQAO Tests

Administration Day: What happens if…?


Administration Day: What happens if…? (continued)

CATEGORY ISSUE SOLUTION RESOURCES

Booklet Issues

studentpackageisincomplete UsepackageofanabsentstudentandupdateSDCusing“SwitchPackages”taskbuttonorcontactEQAOtodescribeproblemandrequestmaterials.

SeeEQAOPoliciesandProceduresonEQAOWebsite

somequestionsaredifferent Havestudentcompleteallworkinhisorherbooklet.

Note:Therearedifferentversionsoftest,asfield-testitemsareembeddedinbooklets.Thefield-testquestionsarenotincludedinstudents’scores.

bookletandspecialversionsdonotmatch

EnsurespecialversionsandbookletshavesamestudentpackageID.

Emergency firedrillorotherschoolemergency

Tellstudentstoleavetestmaterialsontheirdesksandtoexitimmediatelyaccordingtoschool’semergencyexitplan.Whenstudentsreturn,instructthemtoreturntotest.

Student Responses

respondsinalanguageotherthanEnglish

Studentwillnotreceivescores.

usesoffensivelanguage Pageswithoffensivelanguagemaynotbescored.Principalwillbenotified.


Impacts on Reporting: What happens if…?

IF WHAT YOU SHOULD DO REPORTING OUTCOME

booklets are not distributed according to Student Tracking Sheet onSTS,printstudents’namesbesidepackagetheyactually

usedandfaxSTStoEQAOat416-325-6622.PlaceallrelatedstudentmaterialsandcopyofSTSinIssuesEnvelopeanddocumentissueonenvelope.

Note:CheckPreliminaryStudentSummarywhenreleased. Scoreswillbeassignedtoappropriatestudent.

package ID numbers on barcode are changed

student’s computer responses are not stapled into booklets

staplepagesintoinsidefrontcoverofappropriatebooklet,andplacebookletsandStudentAnswerSheetinSpecial VersionsEnvelope.

students copy or share responses with one another

placeallbookletsandStudentAnswerSheetsinIssues Envelope.Indicateissue(wherepossibleindicatingaffecteditems)onfrontofenvelope.

Noscoreswillbeassignedforstudents.Thismayhaveimpactonschoolandboardresults.

students practise current year’s test before administration

scribe does not write down exact words of student

placeallbookletsandStudentAnswerSheetsinIssues Envelope.Indicateissue(wherepossibleindicatingaffecteditems)onfrontofenvelope.

Scoresforstudentsmaynotbeassigned.Thismayhaveimpactonschoolandboardresults.

prompter does not follow instructions and provides hints to student

student receives help in understanding a reading selection, question or word

student uses dictionary

student is provided with templates

student uses cellphone or other electronic device

2 Carlton Street, Suite 1200, Toronto ON M5B 2M9

Telephone: 1-888-327-7377 Web site: www.eqao.com

© 2011 Queen’s Printer for Ontario

osslt admin guide 2011

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