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How do I upload, add, update, validate student information and designate students as non-participating?

How do I import students?

School boards are responsible for uploading the initial student data into your classes and lists. However, some schools may need to add students. The import feature can be used to add multiple students at a time. 

1. After logging into your account, select the Students tab.

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2. Select the assessment for which you would like to import students: either Grade 9 Mathematics or OSSLT.

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3. Then select the Import button found on the top-right corner of the page.

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4. To import data into the system, first click Template to download a sample Excel spreadsheet to input student data. For assistance 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.

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5. Once you have filled out the template student data, save the file and then select Import. Please note that you can only import a maximum of 60 records at once.

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6. 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.

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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.

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

How do I validate student information?

1. A warning icon on the Students tab of your dashboard indicates that there is student data to be validated. Select the Students tab to start validating student data.

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2. 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.

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3. A warning icon will appear next to the OEN number 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.

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

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To return to the list of all students, click Show All Students.

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5. 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.

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

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Please note that the validation process should be completed prior to the administration period and will be required prior to the release of student reports.

How do I designate non-participating students?

As part of the validation of the student data process, please make sure that you include in the student records data the reason why eligible students are not participating in this year’s OSSLT administration.

Students currently in Grades 10 and 11, and non-graduating students, are encouraged to take the OSSLT. To provide maximum flexibility for students who may not be able to enter a school building to acquire the literacy graduation requirement, EQAO is allowing such students to be enrolled in the OSSLC or be provided with an adjudication without having an unsuccessful attempt at the OSSLT.

Please Note: The literacy graduation requirement for students graduating in the 2021–2022 school year has been waived. You can remove these students from the student list by first clicking the checkbox beside the student’s OEN and then clicking Remove Student(s).

Identifying the Non-Participation Status of Students in the Student Data

As part of the validation of the student data process, please make sure that you include in the student records data the reason why eligible students are not participating in this year’s OSSLT administration.

1. To access the Non-Participation Status page for individual students, click the student’s name or OEN in the student list found under the Students tab.  

2. The Student Record page will open. You will then be taken to the student record data, where you will be able to click the Non-Participation Status tab.

3. After you click Non-Participation Status, below the details related to the student, you will be able to select one reason why a student is not participating in this year’s assessment.

The three reasons for non-participation listed in the student record are as follows:

Option 1: This non-diploma student is exempted in accordance with the policies outlined in the User Guides for the Administration of the Ontario Secondary School Literacy Test (OSSLT).

Option 2: This student’s participation is deferred in accordance with the policies outlined in the User Guides for the Administration of the Ontario Secondary School Literacy Test (OSSLT).

Option 3: This student is not participating and, in accordance with Ministry of Education policies, has fulfilled or is planning to fulfill the requirement through the OSSLC during the current school year (i.e., summer school last summer, first semester, second semester or full year).

Please Note: Currently, there are three reasons why students are not participating in the test during this school year. These reasons include exemption, deferral and meeting the literacy requirement through the OSSLC. Decisions regarding exemption and deferrals are made in consultation with the student, or parent or guardian, and the teacher. Please review the information below.

Exemption (Option 1 in the list)

An exemption is applicable for the following reason:

Please Note: Currently, there are three reasons why a student is not participating in the test during this school year. These include exemption, deferral and meeting the literacy requirement through the OSSLC. Decisions regarding exemption and deferrals are made in consultation with the student/parent or guardian and the teacher. Please review the information below.

  • a student has an IEP indicating that the student is not working toward an Ontario Secondary School Diploma (OSSD).

Deferral (Option 2 in the list)

A deferral is applicable to students for one of the following reasons:

  • a student is an English language learner and has not yet acquired a level of proficiency in English sufficient to participate.
  • a student has been identified as exceptional by an Identification, Placement and Review Committee and would not be able to participate in the test even if all accommodations were provided;
  • a student has not yet acquired the reading and writing skills appropriate for Grade 9; or
  • a student has a temporary condition owing to illness or injury (e.g., a broken arm, concussion) or is new to the school, and appropriate accommodations cannot be provided.

Meeting the literacy requirement by taking the OSSLC (Option 3 in the list)

This option is applicable to students for the following reason:

  • a student who has fulfilled, is currently completing, or is planning to fulfill the literacy requirement through the OSSLC during the current school year.

4. Once you have indicated one reason for non-participation, a yellow box will appear in the checkbox you selected; click OK to return to the list of students.

Updated on April 25, 2022