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The Organisation Administrator's view

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Last updated 26 October 2012 15:29 by NZTecAdmin

This section summarises the functionality and use of the Assessment Tool from the perspective of the Organisation Administrator. Administrators are users of the system who have special privileges relating to reporting, viewing users and reports, and creating Organisational Groups. The Administrator is able to control the access privileges of Educators by creating Organisation Groups and assigning Learners and Educators to them. Depending upon the type of organisation the Administrator may be a manager, a department or faculty head or a tutor. Organisations can decide to have more than one person with the rights of an Administrator in the tool.

Getting started

Organisation Administrator homepage

The homepage contains:

  • Any relevant system level messages
  • Statistics on the number of Learners, Educators and groupings within the organisation
  • A quick link to creating assessments
  • A list of assessments created within the organisation

The tabs on the navigation bar allow the Administrator to manage assessments, Learners, Educators and groups.

Adding Learners

A critical decision for an organisation is to determine which Learners will be assessed. Answers to the following questions will help inform that decision:

  1. How is the organisation going to use the assessment information to strengthen a Learner’s reading, writing or numeracy?
  2. When it is most appropriate to assess a Learner?

There are two ways to add Learners to the Assessment Tool:

  1. Upload from a CSV file (sample file can be downloaded at the bottom of this page).
  2. Create the Learners from within the tool.


Creating groups

Groups in the Assessment Tool perform two important functions:

  1. They control access to Learners so that only Educators who are assigned to a group can see the Learners in that group.
  2. They allow for Learners to be grouped together to facilitate assigning them to assessments, and to allow for reporting on a group basis.

In essence, creating a group in the Assessment Tool, is like creating an empty container. Once a group is created, you can then add Learners and Educators to the group.

Thinking about how programmes and courses are structured within your organisation is central to deciding on how to group Learners in the Assessment Tool.


Assigning an Educator to a group

Organisations need to decide how to manage their Educator’s use of the tool. Answering the following questions will help the Administrator make an informed decision:

  1. Which Educators will use the assessment information from the tool to inform their teaching and learning? Note that Educators do not necessarily need access to the tool to receive assessment information on individuals or groups of Learners. The Administrator could export PDFs or spreadsheets of results and share these with Educators.
  2. Which Educators will create assessments within the tool?
  3. At what “level” (programme/course/group) will assessment information be collated and reported?

Getting around

Creating assessments

The Administrator can create assessments within the Assessment Tool. These assessments can then be assigned to groups of Learners. A group may be of any size: from all Learners in the organisation to an individual Learner.

There are three general types of assessment in the tool: reading, numeracy and writing. If you select numeracy you have three options for the content of the assessment: number knowledge, number strategies and measurement or general numeracy.

Although there is not a large amount of flexibility in the assessments generated by the tool, the Administrator can make some choices so that the assessment is a better fit to their Learners and to the purpose of the assessment.

Reading and numeracy assessments can be taken online as adaptive or non-adaptive assessments or as printed non-adaptive assessments. The writing assessments can only be sat off line.

Reports and downloads

The Assessment Tool creates two main types of reports for groups of Learners.

  1. Group Assessment reports
  2. Group Progress report

The Administrator is also able to download all or filtered assessment information as a CSV file from the tool’s Data Engine. This enables the organisation to undertake its own analysis of assessment data.

Interpreting reports

Group Assessment report

The Group Assessment report uses a bar chart to summarise the performance of the Learners that completed the assessment. Listed below the chart are the Learners, their scale scores, their estimated progression step, the date completed and a link to their individual assessment reports.

The Group Assessment report a helps answer the following questions:

  • How many Learners are going to need further learning to meet the numeracy (or reading or writing) demands of the course/qualification/workplace?
  • Which Learners are “well-below” the numeracy (or reading or writing) demand?
  • Are there any “surprising” results for Learners suggesting the need to probe further?

Group Progress report

The Group Progress report displays a group’s achievement on comparable assessments taken over multiple time points using a box-and-whisker plot.

The Group Progress report can help answer the following questions:

  • What proportion of the group has reached the numeracy (or reading or writing) level required for the course/qualification/workplace?
  • Has the group overall made progress in numeracy (or reading or writing)?
  • Has there been sufficient deliberate numeracy (or reading or writing) teaching between assessments to enable progress?
  • Has the teaching and learning "intervention" been effective in terms of progress made in numeracy (or reading or writing)?

Organisation Administrator key functions

How to create Educator profiles

Creating Educator profiles is a key function of the Organisation Administrator within the Assessment Tool. Educators at your organisation will not be able to log into the Assessment Tool until their profile has been created. There are two ways in which you can create an Educator profile depending on the information you have at hand.

Creating Educator profiles with ESAA usernames:

Click on the link below for how to create an Educator profile when you have an individuals ESAA username. An ESAA username is obtained from the Sector Service Desk at the Ministry of Education. Click here to learn more about the ESAA sign-up process.


Creating Educator profiles without ESAA usernames:

Click on the link below for how to create an Educator profile without using an individuals ESAA details. This approach allows the Organisation Administrator to create Educator profiles in anticipation of the ESAA sign-up process for an individual being completed. If an Educator is set up following this process they will be prompted to enter an "Educator Code' when they first log into the Assessment Tool. This code will only be required for the initial login. (See the video "Finding an Educator Code' in the next section for instruction on how to locate an Educator Code.)


Finding an Educator Code:

Click on the link below for how to find an Educator Code. An Educator profile set up without an individuals ESAA username generates an Educator Code. This code connects an individuals ESAA profile (username) with their Educator profile within the Assessment Tool. When an Educator logs in to the Assessment Tool for the first time they will be prompted to enter their Educator Code. This code is only required for the initial login. When the code has been accepted the Assessment Tool has successfully linked the Educator profile and the individuals ESAA profile.


How to create Organisation Groups and connect Learners and Educators

Organisation Administrators are responsible for the creation of Organisation Groups within the Assessment Tool. These groups are used to connect numbers of Learners to Educators and allow the administration of assessments. Educators may only administer assessments and view results for Learners they are connected to via this organisation group function.


Creating Organisation Groups:

Click on the link below for how to create an Organisation Group. These groups are used to connect groups of Learners to Educators and allow the administration of assessments.


Adding Learners and Educators to Organisation Groups:

Click on the link below for how to add Learners and Educators to Organisational Groups you have created. Educators can only administer assessments and view results for Learners they are connected too via this Organisation Group function.


If you have any comments please contact us.

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