Quick Reference Guide - ICAS Assessments

Quick Reference GuideFor School CoordinatorsGet startedand orderCommunicatePreparefor testingSit the testsReviewresults

Get startedand orderCommunicatePreparefor testingSit the testsReviewresultsThis checklist is for implementing ICAS Assessments in your school. It includes step-by-stepguidance on what to do and when to do it. It also outlines the resources available to you.Step 1 — Get started and orderRecommended Timing1.1Agree on school coordinator(s) for the assessments.1.2Get familiar with this quick reference guide and the product4–5 months before test datesupport page.1.3Download the User guide.This document provides very detailedinstructions if you need additional help with the steps in this guide.1.4Check ICAS Assessments has the correct details for your school.IMPORTANT: We use the school’s administration email addressfor school purchase order confirmations, account activations forEarly in the school year soall notifications are correctlyreceivedthe Assessments Portal and result release notifications. You cancheck your school’s details in the account section of the Shop.Contact customer service to get updates made.If your school is in a country which does not have accessto the online shop, contact your local ICAS Assessmentsrepresentative.1.5 Meet with your school’s IT Support early to confirm your schoolBefore orderingmeets the technical requirements for the online tests.1.6Confirm which ICAS Assessments your school will do and put theBefore orderingtest dates in the school calendar.1.7For Australia and New Zealand only. Decide how your schoolBefore orderingcommunity will purchase ICAS. Payment Method 1 – the schoolputs the orders in on behalf of the students. Payment Method 2 –parents pay ICAS Assessments direct using the Parent PaymentSystem (PPS).ICAS AssessmentsTM Quick Reference Guide — V01 January 20212

Get startedand orderCommunicatePreparefor testingStep 1 — Get started and order1.8Sit the testsRecommended TimingPayment Method 1Order as early in the schoolSubmit your order through the Shop using your school code andyear as possible to allow plentypassword. If you are in a country that does not have access to theof time for preparation1Reviewresultsshop contact your local ICAS representative for ordering.1.9Payment Method 2 (For Australia and New Zealand only)The Parent Payment SystemSave time by opting to have parents pay ICAS Assessments directhas an official closing dateusing the Parent Payment System (PPS).2 and 3 You will be able tofor parent orders. See datestrack test order volumes to assist with planning room resources.section of the websiteYou can close the whole PPS or selected subjects before theofficial closing date if your school has reached room/devicecapacity. Details of the students and their chosen tests will beautomatically uploaded into the Assessments Portal.1.10SubmitStudents with disabilities enquiry form if needed.8 weeks before test date1.11SubmitAlternative sitting date request(s) if needed (onlyAt least 2 weeks before theavailable before the official sitting period).alternative sitting dates.New schools must register with ICAS Assessments before they can purchase and use the assessments.Order confirmations are sent to the school’s administration email address on file with ICAS Assessments.3 You will need to sign up your school for the Parent Payment System via the Online Shop.12ICAS AssessmentsTM Quick Reference Guide — V01 January 20213

CommunicateGet startedand orderPreparefor testingSit the testsReviewresultsGo to the Communicate section of the ICAS support page for all the relevant documents for this step.Step 2 — Communicate2.1Advise parents/carers about the assessments and how to purchaseRecommended Timing4–5 months before test dateICAS using the parent/carer communication templates. Withrespect to each of its students who sits an assessment, a schoolmust issue a written data and privacy statement to the student’sparent or carer.2.2BYOD schools only4–5 months before test dateShare locked-down browser installation instructions withparents, carers and students using the letter template provided(applies to Spelling Bee and Writing).ICAS AssessmentsTM Quick Reference Guide — V01 January 20214

Preparefor testingGet startedand orderCommunicateSit the testsReviewresultsTo sit the online assessments your school will need access to the Assessments Portal. Shortly after your first order, an accountactivation email will be sent to your school’s nominated school administration email address. If needed you can request for anadditional email address to be used for account activation. Contact Customer Service at icasassessments@jansion.com.au.Step 3 — Prepare for testing3.1Recommended TimingPreparation for School CoordinatorsAs soon as you receive the First time users — activate your account for the Assessmentsactivation emailPortal.- Activate your account by clicking the link in the activationemail sent.-Set your password (your username is your email address).- Login at icasassessments.com/assessments-portalNote: The short URL for the Assessments Portal isicas.site/shop.3.2Preparation to set up TeachersAt least 1 month before your First-time users – invite teachers (as needed) to accessfirst test dateAssessments Portal so they can assist in supervising the testson the day. Click on the Staff icon, and click Invite staff. SelectUnrestricted teacher4 role and enter the relevant staff emailaddresses. Click Send invitations. The teachers will receive anemail to activate their accounts. Remind staff to check they canlogin in advance of the test dates. Previous year’s customers – update staff (as needed) already inthe Assessments Portal. Go to the Staff icon and click Managestaff. Click on Staff name to edit their record. Present School staff training presentationas required. Remind teachers about the test dates.4An unrestricted teacher has access to all classes and therefore does not need to be assigned a class.ICAS AssessmentsTM Quick Reference Guide — V01 January 20215

Preparefor testingGet startedand orderCommunicateStep 3 — Prepare for testing3.3Sit the testsReviewresultsRecommended TimingPreparation to set up studentsNB: Student import and licence allocation will be doneautomatically for your school if parents have bought using theParent Payment System (PPS). This process will be completedshortly after the PPS officially closes.At least 1 month before yourfirst test date Import students into the Assessments Portal.----Click on Student icon and select Import students. Click Download template to download an Excel templateand complete each column with your students’ details (firstname, last name, date of birth and year level are mandatoryfields).Year level: For Australia, New Zealand and most othercountries only put the numeric value, e.g. 7. There areexceptions to this for some countries which need to includea prefix before the numeric value. Only values in the YearEquivalence Table are accepted in this field. Consult the userguide for online testing. For date of birth Microsoft Excel date format (or equivalent) ortext values using the following formats are accepted:dd-mm-yyyy; dd-mm-yy; dd-mmm-yyyy; dd-mmm-yy;dd-mmmm-yyyy; dd-mmmm-yy; yyyy-mm-dd;yyyy-mmm-dd; yyyy-mmmm-dd. A / separator can be usedinstead of a - separator. Examples include 07/11/2020,23-Mar-20, 23-December-2020. Save the file to your computer, then click Upload file, choosethe file you just saved. Click Start. Preview the upload and click Start. A successfulimport message will appear on the screen and be sent to youremail. Allocate test licences.-Click the Student icon and click Allocate test licences.Use drop down lists to filter to the required test.Go to the Actions column. Click on the three dots.Click Edit. Click on the checkbox next to each student’s name to allocatea licence.Click Save. Print student logins. This can only be done after test licenceshave been allocated.-Click Print student logins from your dashboard. Filter your selection using the drop downs to obtain therequired one–time codes.A PDF document will open in a new browser.Click Print.5Test licence allocation will beavailable 8 weeks prior to eachsubject’s test sitting periodImportant. If you are using theParent Payment System youshould not print student loginsuntil after it has closed Remind students about the test dates.5This can only be done after test licences have been allocated.ICAS AssessmentsTM Quick Reference Guide — V01 January 20216

Preparefor testingGet startedand orderCommunicateStep 3 — Prepare for testing3.4Preparation to set up devicesSit the testsReviewresultsRecommended Timing3–4 weeks before the test date Read all technical requirements and seek assistance fromyour IT support. Install the locked–down browser (only for Spelling Bee andWriting). See Communicate section for parent instructionsfor BYODs. Spelling Bee only: check all students have headsets. Conduct a technical readiness check on all devices.For Spelling Bee and Writing this should be done after thelocked–down browser installation.3.5Preparation to set up space2 weeks before each Book hall/rooms as needed.assessment’s sitting week or as Check the rooms have the appropriate Wifi access.required by your schoolICAS AssessmentsTM Quick Reference Guide — V01 January 20217

Sit the testsGet startedand orderCommunicatePreparefor testingStep 4 — Sit the tests4.1Download the Test Supervision InstructionReviewresultsRecommended Timingwhich include1–2 weeks before test dayeverything needed to start, supervise and troubleshoot a live testand share with supervising teachers.Give the printed student logins (one–time codes) to the relevantsupervising teacher(s) so they can be distributed to the students ontest day.4.2Each supervising teacher MUST login to the Assessments Portal toOn test daystart and supervise the test.Go to icasassessments.com/assessments-portalNote: The short URL for the Assessments Portal is icas.site/start4.3Administer the assessment under normal exam conditions.ICAS AssessmentsTM Quick Reference Guide — V01 January 2021On test day8

ReviewresultsGet startedand orderCommunicatePreparefor testingStep 5 — Review results5.1Sit the testsRecommended TimingView results in the school section of the Results Portal. PrincipalsApprox 4–6 days after the sittingand the school’s administration receive a notification email whenwindow closes for each test. ICASresults are released. A printed school summary report will followWriting is the exception which(sent by standard mail service).is released 4–5 weeks after thesitting window closes5.2Organise presentation/distribution of certificates as required.Student certificates are printed and supplied by ICAS Assessments.As required by your schoolNote: Student certificatesare usually despatched 2weeks after results have beenreleased online5.3Advise students as needed that they can access their own reportsResults are released to theand PDF version of their certificates in the student section ofStudent Portal at the samethe Results Portal. The TAP ID and PIN is on the back of theirtime as the School Portalcertificate.5.45.5Your school will be notified if any of your students are eligible for5 working days after resultsmedals.are released for each subjectCelebrate and recognise the achievements of your students.As required by your schoolAccess media release and facebook templates in the Communicatesection of the Support materials. 2021 Copyright in this publication is owned by Janison Solutions Pty Limited, unless otherwise indicated or licensed by a third party. Thispublication and associated testing materials and products may not be reproduced, in part or whole, in any medium; and may not be distributedor sold to third parties except with the express permission of Janison Solutions Pty Ltd or the relevant copyright owner.ICAS AssessmentsTM Quick Reference Guide — V01 January 20219

ICAS AssessmentsTM Quick Reference Guide — 01 anuar 221 2 Step 1 — Get started and order Recommended Timing 1.1 Agree on school coordinator(s) for the assessments. 4-5 months before test date 1.2 Get familiar with this quick reference guide and the product support page. 1.3 Download the User guide.This document provides very detailed instructions if you need additional help with the .