Web Content Display (Global)

FAQs - Online submission of materials

Subjects selected for online submission

Why are some subjects submitting assessment materials online in 2018?

As part of the SACE Board's efforts to modernise SACE services, selected Stage 2 subjects have been chosen for the online submission of assessment materials in 2018. This includes the nine subjects where materials were submitted online in 2017.

Which subjects have been selected for online submission in 2018?

Refer to subjects for online submission.

What about other subjects? Why aren't they submitting materials to Schools Online?

The SACE Board recognises that some subjects may require further consultation and support before moving to online submission. To support school planning, the subjects selected for online submission in 2019 will be communicated to schools in 2018.

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Working with electronic files

Can I submit files in any format?

No. The range of accepted file formats is designed to ensure that markers and moderators will be able to assess student work using commonly available software. 

What are the accepted file names and file formats?

Refer to accepted file names and accepted file formats.

What should I do if the student work was not submitted in an accepted file format? 

You will need to save (or convert) the file to an accepted file format. Popular formats for this purpose include pdf, Powerpoint, image and video (including screen capture).

Will students be disadvantaged if their work is converted to an accepted file format?

No, students will not be disadvantaged. In the past, when online submission was not available, student work was routinely converted to accepted formats for marking and moderation without disadvantaging students. 

Will Schools Online accept work that is not created using Microsoft Office 2010?

Yes, the SACE Board recognises that student work may be created in versions of Microsoft Office that are older or newer than the 2010 version. It is important to recognise that this may result in cosmetic variations to the way in which student work appears. These cosmetic variations will have no impact on student assessment outcomes.

You may wish to save files in a PDF format where possible, as once a file is in PDF format, its contents will not change.

Will Schools Online accept work that is not documented using Adobe Creative Suite CS5?

Yes. The SACE Board recognises that student work may be created in versions of Adobe that are older or newer than the CS5 suite. It is important to recognise that this may result in changes to the way in which student work appears. These cosmetic variations will have no impact on student assessment outcomes.

If schools prefer, an alternative good practice is to ensure work is published in the final formats such as PDF, image, video, SWF, website ZIP.

Can I submit a link to a website, blog or other online hosted content?

No. It is important that the submitted work is the same as the work assessed by the teacher. Due to the volatile nature of web content, this may not always be the case. We suggest converting the web content to an accepted file format for online submission. 

Can I scan materials?

Yes, you can scan and submit materials, including images or PDF files, for online submission; however, scanning of paper materials will add an additional step to your processing. We recommend that you ask students to submit their work in an accepted file format with an accepted file name.

Stage 2 teachers are encouraged to review their 2018 learning and assessment plan and consider any changes that:

  • take advantage of the opportunities for students to demonstrate their learning in electronic ways, and
  • ensure you can directly upload student work to Schools Online without scanning.

Can a ZIP file be uploaded directly to Schools Online?

Yes, if the ZIP file name has an accepted file name and contains files with accepted file formats, Schools Online will allow the upload.

What will happen if the file name or format isn't accepted?

Files that are not named correctly, or have an incompatible format, or contain a virus will be rejected. If files are rejected, teachers will need to check the file name and format then upload again. A dialogue box will appear on your screen advising that the file upload was unsuccessful.

You may need to save (or convert) the file to an accepted file format. If you are having trouble with this, please contact the SACE support team.

Can there be a space in the file name?

You can use spaces, but only in the free text section of the file name. The student registration number, subject code and assessment type code should all be separated by a dash (-).

E.g:

829945W-2MES20-AT2-free text

For a detailed breakdown and example codes for the selected Stage 2 subjects, see accepted file names.

What information can be included in the free text section of the file name?

Free text is mandatory and should be included at the end of the file name to further identify the assessment.

E.g:

  • 829945W-2MES20-AT2-Task 3
  • 829945W-2HEH20-AT4-Health diabetes investigation

For more information, see accepted file names

How can I find student SACE Registration Numbers?

You can find students' SACE registration numbers in Schools Online by selecting Teacher Classes from the menu. You can then open a class by selecting the relevant Class Code.

You should provide students with their registration numbers, subject code, and assessment type code so students can save their files using accepted file names

What is the largest file size that can be uploaded?

Schools Online does not limit file size. Your school's IT manager may need to consider how to support you with the uploading of very large files, for example, large files could be compressed to smaller more manageable file sizes. Alternatively, large files could be uploaded overnight if bandwidth is an issue during school hours.

What is the best way to store files for easy upload to Schools Online?

We recommend you create a final subject folder and add final versions of student work throughout the year. If it is in the accepted file name and file format, it will be easy to upload to Schools Online via the 'drag and drop' method. See our tutorial videos to learn best practice for preparing files, how to upload files and use new features of results sheets.

Can files be uploaded from a cloud storage provider (e.g. Dropbox, OneDrive, Google Drive) directly into Schools Online?

No, you cannot upload files directly from cloud storage systems at present. We recommend that if you are working with cloud storage systems use one of the following methods:

  • download the ZIP file from the storage provider, unzip it to a local / temporary location, and drag and drop files from there into Schools Online, or
  • install a Dropbox desktop client on your computer, and drag the relevant files directly from the local Dropbox folder into Schools Online.
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Uploading materials

Can I submit materials throughout the year?

No, materials can only be submitted when the Results Sheets are available in Schools Online.

Where and when can I submit their assessment materials in Schools Online?

Teachers of selected Stage 2 subjects can submit assessment materials electronically via Results Sheets in Schools Online.

Results Sheets will be available to you as per the Online Results Sheet calendar.

Can I submit my students' materials all at the same time?

Yes, teachers can submit students' materials all at the same time, as long as files have accepted file name and accepted file formats.

How will I know if my student files have been successfully submitted?

Your student files have been successfully submitted if you can send the completed Result Sheet to the Principal's Delegate as per the current Results Sheet process.

Can I change results or materials submitted after I have submitted my results sheet to the Principal's Delegate?

This depends, if the Result Sheet has not been submitted to the SACE Board then your Principal's Delegate can return the Result Sheet to you for editing. If a change needs to be made after the Result Sheet has been submitted to the SACE Board, the Principal's Delegate will need to contact the SACE Board and make arrangements.

Will files need to be reloaded if there is a loss of internet connection during the upload of student materials?

No, in the event of temporary loss of internet connection (e.g. WiFi interference or modem reset) the upload process will be suspended. The upload process will automatically resume on reconnection, without losing progress.

If the browser tab you're uploading through is closed (e.g. computer restart) then you must manually recommence the process by dragging and dropping the files again. The system will resume where it left off without losing progress.

Can I use Learning Management Systems (e.g. Daymap, Turnitin, Compass) to upload files to Schools Online directly?

No, Schools Online does not integrate with school based systems.

You may need to set up appropriate folders and locations to submit materials, and consider engaging School ICT staff to provide technical support during this process.

What do schools do if materials cannot be uploaded?

As per current practice, if the materials cannot be uploaded, the Principal's Delegate can contact the Schools Online Support Team. The Support Team will work with the school to find a mutually agreeable solution.

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Uploading school assessment materials

Can I submit school assessment materials for all my students?

No, the system will only accept materials that relate directly to the moderation sample.

If a file is submitted with the wrong assessment type code (e.g. AT2 instead of AT1), will it be accepted and will a moderator be able to identity the sample of work correctly?

If a file is submitted in the correct file-naming format but the assessment code is incorrect, the file will be accepted by Schools Online. However the moderator may not recognise the error. You are responsible for checking each file is named correctly before submitting materials in Schools Online.

What is a Performance Standard Record or PSR?

A Performance Standard Record (PSR) is a record of the overall achievement against the subject performance standards and is available in the School Assessment results sheets in Schools Online.

The PSR is used to record the specific 'performance standard' features achieved for each assessment type by each student included in the moderation sample. Once submitted online the student's school assessment result, corresponding PSR, and student materials are made available to subject moderation panels.

You are only required to complete a PSR for students selected in the sample.

Do I need to complete a Performance Standard Record (PSR) for each assessment task submitted for moderation?

No, the PSR is required for each assessment type. This means that if several assessment tasks are submitted for an assessment type then one PSR is completed to reflect the students overall achievement for the assessment type.

Do I submit my teachers pack online i.e. Learning and assessment plan (LAP) and assessment tasks sheets with my moderation materials?

Yes, you will need to upload the following:

  • approved learning and assessment plan (LAP) and addendum if applicable,
  • a complete set of task sheets for each assessment type listed in the approved learning and assessment plan
A file naming convention is not required for teacher materials, however, logical file names, such as 'Philosophy LAP' and 'Task 1, 2....' should be used.

How do I let the SACE Board know a student's moderation sample is incomplete (due to Special Provisions, Missing Tasks, Incomplete Tasks)?

If, to meet the sample selection parameters, it is necessary to include the work of a student with missing materials in the assessment type you will need to provide the Variations - Moderation Materials (VMM) information directly into the School Assessment Online Results Sheet in Schools Online.

Where possible, please select another student whose work reliably demonstrates achievement at the same grade level.

How do I submit a Variations - Moderation Materials (VMM) form with my School Assessment materials?

You can provide this information directly into Schools Online via the School Assessment Online Results Sheet for selected students in the sample.

The paper based VMM form is no longer required

I suspect a student has plagiarised their work, do I still upload it for moderation?

If, to meet the sample selection parameters, it is necessary to include the work of a student who has been penalised due to a breach of rules in the assessment type, you will provide the Variations - Moderation Materials (VMM) information directly into Schools Online.

Where there is a breach of rules in a school assessment task(s) please select, where possible, another student whose work reliably demonstrates achievement at the same grade level.

Am I required to upload the same group performance i.e. the same audio or video recording for each student selected in the Stage 2 moderation sample?

Yes, the same recording should be submitted for each student selected in the Stage 2 moderation sample. If the identity of the individual student is not provided within the uploaded recording then a separate document should be uploaded to accompany the video that identifies the individual student in the group performance.

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Uploading external assessment materials

Do I need to submit a cover sheet for external assessment online submission subjects?

No - you no longer need to complete a cover sheet. SACE Registration number, Subject and Assessment Type details are contained in the file name (see accepted file names for more information).

Each investigation submitted online must identify the topic/issue/question on the front page/s of the investigation.

How do I identify the investigation topic/issue/question when submitting online?

Each investigation submitted online must identify the topic/issue/question on the front page/s of the investigation.

Cover sheets are not required for online submitted materials as the information relating to SACE Registration Number, Subject and Assessment Type details are contained in the file name (see accepted file names for more information).
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Marks and assessment feedback on student work

Is it mandatory to include assessment feedback, marks, grades, performance standards or task sheets in the student work for school assessment?

No, there is no requirement for student work to include feedback, grades, performance standards or task sheets, but they may be included if that is preferred.

For the external assessment investigations, you must not annotate student work with comments, ticks, corrections, or results information.

Can feedback to students be provided in hard copy?

Teachers of the Stage 2 subjects selected for online submission can provide assessment feedback to students on electronic or paper copies; however, it is not recommended that they scan this feedback for online.

To help you plan your workflow, view this flowchart on providing a student with written feedback [PDF 141KB].
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School technology

Will my school have adequate bandwidth to manage this upload?

The SACE Board cannot confirm this for a school. The demand on bandwidth will depend on the many things that may be occurring at the school at any given time. For this process the amount of data being uploaded will depend on how many enrolments your school has in these subjects.

You may need to consider sharing bandwidth, and monitoring activity during peak times. You may need to plan this in advance.

Will Schools Online protect school networks from any viruses?

Schools Online will automatically scan files for viruses, and will reject any infected files. School ICT staff may need to consider how they support you to remove viruses from infected files.

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SACE support

If I have a question, is there someone who I can contact?

If you require assistance in using, or accessing, Schools Online for results entry you can contact your principal's delegate.

Information on electronic assessment will be updated regularly with training videos and support materials for schools. Beyond this, if further assistance is required, you can email Schools Online support or phone on +61 8 8115 4712 between 8.30 am to 5 pm (Australian Central Standard Time).

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