Viewing or Managing Students

All students working towards the Grade 9 mathematics (MTH1W) credit are required to participate in the assessment.

All students eligible for the assessment, including English language learners, students with special education needs and adult students, must be accounted for.

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 student lists 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 or special provisions 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, click Show Import Yellow Flag Items and then click 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.

After you have confirmed that the data has been validated, a green message will appear at the top of the Students page confirming the validation.

Note: The validation process should be completed prior to the administration period and will be required prior to the release of Individual Student Reports.

Editing Student Information

There may be cases where you will need to edit the student 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 (1) whose information you want to edit, and then click Edit Student Info (2). This will open the student’s information panel and allow you to make changes to the information.

Viewing and Managing Additional Accommodations 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 platform, a checkmark will appear in this column.

You can review and enter specific accommodations that an individual student has been assigned according to 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 and Alternative Version tab. Here you can enter the student’s accommodations.

Note: If a Braille format is required, EQAO requires 5 to 7 business days to process a request for this format (other formats of the alternative versions require 3 business days). Please read these sections carefully so that the student will be sent the required formats and audio files.

Important: As a follow up to your email, prior to the assessment please confirm that the approval has been processed online to ensure that the questions in the version that the student is using will match the student’s online version.  If this section is not checked off prior to administering the assessment, please follow up at info@eqao.com prior to accessing the assessment online.

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.

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Updated on November 15, 2022