1. SACE Coordinator Conference
New
SACE Coordinator Conference
Term 3, 2017
The primary purpose of the conference is to give you information that will support you with end of year processes.

2. SACE Assessment Responsibilities
The principal
The principal's delegate
The SACE Coordinator
Schools Online Operator
The respective responsibilities of the SACE Board and schools for managing school and external assessments of student learning in the SACE are defined in the SACE Assessment Responsibilities: SACE Board and Schools Code of Practice
THE ROLE OF THE PRINCIPAL
The principal is responsible for ensuring that SACE assessment within a school is conducted according to subject outlines and the SACE Board’s policies and procedures.
The principal puts in place management systems to ensure the fairness, quality, and integrity of school assessment and external assessments, and ensures that they occur in an ethical manner. The principal authorises results.
THE ROLE OF THE PRINCIPAL’S DELEGATE
The principal may delegate responsibility for the management of SACE and authorisation of results.
Has the principal delegated management responsibility to you? Is the nature and extent of the delegation clear? Do you liaise with the principal?
THE ROLE OF THE SACE COORDINATOR
This role involves:
• managing enrolments and results for Stage 1 and Stage 2 of the SACE
• coordinating the collection and packaging of student materials for external assessment and moderation
• liaising with the relevant SACE Officers
THE SACE COORDINATOR AND SCHOOLS ONLINE
Schools Online is provided to schools as a tool for managing students’ registrations, enrolments and results. Do you manage Schools Online? If not, do you liaise with the Schools Online Operator? Who makes the decisions about assessment groups? How is this communicated to teachers?
For technical issues regarding Schools Online please call the service desk (telephone )
What are the risks/advantages of different staff for each role (delegate, SACE Coordinator and Schools Operator)?
The responsibilities are obviously interconnected. The work flows between schools and the SACE Board, from enrolments to results, from results to evidence collection, from evidence collection to final results release. It is important that you recognise that the quality of information feeding forward into the results cycle will impact on the quality of the results release. For example, if a student is enrolled in the wrong Integrated Learning code then this may impact on student’s completion at results release. Correcting the enrolment once the workflow has moved onto the evidence stage is not easy, as we will need to back track to the enrolment information, delete the old enrolment and add the new enrolment, add the result, organise for a marker to mark the external assessment and update the moderation sample request.
General communication was sent out to schools at the end of July which recommended to run a SACE Potential Completion report.
Creating a new class after the final Confirmation Class lists go out – an to

3. SACE Board Support SACE Officers – Curriculum and Assessment
Assessment Operations
Special Provisions Support Team
VET and Recognition support team
SACE Officer – Curriculum and Assessment
the first port of call from a school
Responsible for school liaison and working with schools to develop, monitor and improve their quality assurance processes that support the integrity of school assessment results in Stage 1 compulsory subjects and Stage 2 subjects.
SACE Coordinator support
SACE Officer-Curriculum and Assessment manages subject queries. The contact details for a specific subject officer are on each SACE subject minisite. These subject officers are responsible for building teachers’ capacity to implement and assess the curriculum as specified in each subject outline and in the subject operational guidelines.
Assessment Operations:
providing operational and administrative support to schools
registering students in the SACE
making available school assessment and external assessment results sheets
sending stationery and materials to schools collecting student materials for external assessment and moderation from schools
Receipt of Stage 2 learning and assessment plans, recognition applications, SP applications and eligibility applications for Modified subjects.
The final due date for Stage 2 learning and assessment plans is Wednesday 2nd August. Schools are advised to run an enrolment against learning and assessment plans status report.
Special Provisions
Provide advice about special provisions
VET
Provide advice about recognition of VET

4. Reflections Learning and assessment plans Stage 1 moderation
Stage 1 results
Mid-year Stage 2 Research Project results
School assessment deadlines
SACE Board submission dates
Mid-year results release
Stage 2 enrolments
Semester 1 would have provided you with an opportunity to ‘learn the ropes’, particularly, if your school submitted mid-year Stage 2 Research Project results. It is useful for us to reflect on Semester 1 in preparation for the end of the year.
We will discuss your:
Observations
Challenges, relating to:
Learning and Assessment Plans (some guiding questions for the facilitator are provided for each area, these can also be found in the booklet)  
Stage 1 Moderation  -Issues log
Stage 1 Results confirmation
Mid-year Stage 2 Research Project
School Assessment Work Completion
How did teachers in your school fare with sample selection?
SACE Board Submission Dates for Results and Materials – are teachers with subjects due to have materials submitted online prepared?
Mid-year Results Release

5. Key Events Results release Stage 2 moderation
Stage 1 enrolments and results cut off
Stage 2 – school assessment materials collection
Online submission of school assessment results
Results release
Students
Check address details on Schools Online.
Often changed at front office of school on EDSAS ( in DECD schools) but information is not transferred to Schools Online.
Every year many students don’t receive results because of inaccurate address details.
6 December is the last opportunity to change students’ personal details, including mailing address in Schools Online.
Students register, Get PIN (day day month month e.g. 2 October PIN is 0210
Encourage students to access the SACE Board website to activate their PIN now, to avoid time delays associated with re-setting PINs we strongly advise that students ensure they have the correct PIN ahead of time so they can access their results online.
Schools
The SACE Board aims to release the results in the week before Christmas. The Chief Executive will announce the actual date.
The school will probably have strategies in place to support students and families who have questions. What strategies does your school have in place? Are they worthwhile? Does the community/students value this support?
Stage 2 moderation
Emergency contact must be available to SACE Board at short notice to facilitate liaison with the principal, teachers and students in case of unexpected issues that are discovered at moderation. Given the time constraints any issues will need to be resolved as a matter of urgency. To ensure there are no issues discovered at moderation it is best to ensure that:
1. Teachers provide final results that are accurate
2. Moderation evidence clearly substantiates final results
3. Moderation samples are organised
4. Any variations are clearly communicated to the moderation panel via the Variations-Moderation Materials form. However, we anticipate that these will be fewer because the teachers will be selecting their own sample.
5. Additional samples may be required – these need to be accessible.
The moderation panels are made up of teachers from schools, without moderators moderation does not proceed. A late notice withdrawal from the panel can place significant pressure on the remaining panel to finalise moderation outcomes for all schools by results release. It is worthwhile communicating with teachers involved in marking and moderation processes so the school leadership team can support staff involvement. If the school is unable to support staff participation in marking and moderation processes then ask staff to contact the SACE Board ASAP so alternative arrangements can be made.
Stage 1 enrolments and results cut off
Database cut-off for enrolments in Stage 1 subjects is 20 November, the day before schools can access online results sheets for Stage 1 subjects.
Any “Pending” results not finalised by the end of 2017 will be removed.
Monday 4 December online results for Stage 1 subjects are due.
Stage 2 – School assessment materials collection
Note that collection dates are very soon after submitting results – teachers need to be prepared and it is necessary for teachers to have materials for all students packaged and ready for moderation to avoid any last minute stress for them (and for you as SACE Coordinators, should a teacher be absent leading up to the collection date).
Subject operational information available on the subject minisites provides teachers with guidance on packing their materials for moderation. You may also consider using some props and demonstrating this to teachers that may need additional guidance.
Only materials for students selected in the sample should be provided. Other students’ work is to be retained in the school. It is important that materials for all school assessment materials for all selected students are provided. It is not appropriate to swap the materials for students who have not been selected by the teacher in the sample.
In the absence of SACE Coordinators on collection day, other arrangements need to be put in place by the school.
Contact your SACE Officer – Curriculum and Assessment immediately if materials are not collected.
Please be prepared for an early morning courier pick-up.
Refer to Information Sheet 50 for Round A and Round B subjects.
Online submission of school assessment results
The SACE Board will set a default internal (teacher) due date in Schools Online for rounds A & B for teachers to submit results sheets to the Principal’s Delegate. The default due date will be set 3 days prior to the official SACE Board due date. (Information Sheet 54)

6. Key Events Examination supervision
Written examinations – Instructions to SACE Coordinators
Predicted results
Investigations results and materials collections
Stage 1 moderation and review materials collection
Examination supervision
Timetable
The examination timetable is available on the SACE website. Useful to use this version or use the Online Calendar only the subjects you need to timetable. If school versions are developed (not advised by the SACE Board) then the school is responsible for version control.
Materials
Front covers are available on each Stage 2 subject minisite from September 11.
Question Booklets – Information Sheet 48
Delivery of exams in stages from October 16 – SACE Coordinator or principal required to sign ( or will be returned to SACE Board)
Check cartons early and carefully for correct subjects, correct quantity in each subject.
Store securely.
Stationery
Sent in the week beginning 16 October.
Check carefully – discrepancies – check with supplier.
Check CDs (Information Sheet 46) on the player to be used in the examination.
Replacement CDs or other problems with examination booklets phone
Information Sheets
Written examinations –
Instructions to invigilators, room, labels, student entry/exit, starting/ending exam
Information Sheet 46,47 and 48.
Use of calculators and computers – Information Sheet 49.
Written examinations – Instructions to SACE Coordinators
Before examinations
The SACE coordinator responsible for the examinations will:
Be responsible for receiving and keeping safe all documents and materials sent for use in the examinations (see Information Sheet 46 for guidelines on safe storage).
Prepare timetable showing the names of invigilators and the examination rooms in which they will supervise each examination subject. It is recommended that the Exam Timetable word document from the website is used to add this information. As a mitigation strategy it is not advised to reproduce another version which could potentially contain errors.
Ensure that teachers do not invigilate any subject that they teach.
Invigilation
Detailed instructions in Information Sheet 47 cover the preparation of the room, the conduct of the examination, and the procedures to be followed during and immediately after the examination. SACE Coordinators must give invigilators a copy of these detailed instructions and procedures.
Special Provisions
Moderated Predicted Exam Result – if students take ill and miss a small portion should be allowed extra time, miss a large portion, an application to use the moderated predicted result should be made. Form 23.
Misadventure – must be due to an acceptable reason; Principal permission, can complete exam, no disruption to others, Form 21, record arrival time, highlight and sign sections completed by scheduled finish time and record time of arrival on attendance roll.
If no acceptable reason and the student is more than 40 minutes late – no admittance to the examination.
If the student is late up to 40 minutes – Principal’s permission, stop writing at scheduled time, record arrival time on attendance roll. If misadventure, record a red line and provide the student with the remaining time. The SACE Board will decide if the student’s full response will be marked.
PLEASE CALL THE SPECIAL PROVISIONS HOTLINE FOR QUICK ADVICE ph
Breaches of Rules- Please use Form 2 to report any breaches of rules in an examination. These forms must not be put in student’s script books/question booklets: they must be sent directly to Assessment Operations.
Any other emergency – Invigilator notifies SACE Coordinator ASAP. Students supervised and must not talk to each other. For advice contact the SACE Board.
Collection of examination materials – schedule is provided with examination materials, all materials should be ready for pick up, ensure security while stored.
Predicted results
Stage 2 Predicted Results Information sheet 52.
Important for quality assurance purposes and for some approved Special Provisions in assessment. Must be based on work conducted under conditions similar to examinations. ( i.e. supervised, timed tasks).
Predictions recorded as marks ( all external assessment has a numerical equivalent).
Consider schools/classes linked as single assessment group and ensure that predictions are consistent within the whole cohort.
Investigations results and materials collections
Note the three rounds on the calendar. Information Sheet 53 provides the subjects for each round.
The teacher’s result must not be revealed to the student, as all external assessments are marked by a SACE Board appointed marker. For further information about the marking process please see the marking procedures marking documents on the SACE website.
Note: marking is not the same as the moderation process.
Requests for extensions
Information Sheet 34 – Special Provisions in Curriculum and Assessment
Breach of Rules
Information Sheet 3
Packaging – (refer to subject operational information available on the subject minisites)
Identification of student work by registration number and school number only.
Use of coversheets from website is recommended – found under ‘Forms’ on each subject page.
No annotations on student work. Note: unlike school assessed work.
Supervision and verification sheet kept in school until the end of the clerical check period.
Don’t reveal results to student.
Students can be added or withdrawn on result sheet.
Late materials
Copy of special provisions approval/letter and the student materials are delivered directly to Assessment Operations.
Stage 1 moderation and review materials collection
Refer to INFORMATION SHEET FOR TEACHERS, see pages 9 and 10 of your booklet. – The preparation and packaging of materials for Stage 1 Moderation and also the preparation and packaging of materials for Stage 1 and Stage 2 Modified Subjects for Review.

7. Final Moderation Effects Report Final Subject Grade Report
Will be available to all principals and SACE coordinators the morning of results release via the Results Reports section of Schools Online.
SACE Board Data
A Grade Report
Final Moderation Effects Report
Final Subject Grade Report
Register of Results
Register of VET Results
SACE Completion Summary Report
SACE Indicators Report
SACE Progress Report
School Subject Assessment Reports
School Summary Information Report
Stage 2 Moderation Feedback Report
As in the past, a results inquiry line will be open to support students, teachers, families (schools are also part of the support for students and families).

8. SACE High School (000)
Stage 1, Stage 2, VET and SACE completion reports.

9. Completion Checks
Check after enrolment and then after any enrolment changes
SACE pattern
Australian Tertiary Admissions Rank (ATAR) tracking
Confirmation sheets
Students go online to check
Encourage students to go to SACE website, using their PIN and check themselves.
A series of Schools reports can be run to check pattern. Work with your Schools Online Operator.
Need to get enrolments on Schools Online in order to check. It is important to keep Schools Online up to date. Make sure enrolment changes go through you (SACE coordinator).
Ensure:
Pattern Check = enrolled to complete SACE
ATAR = eligible for ATAR with enrolments
Use SATAC booklet to check:
Precluded combinations
Counting restrictions
Don’t assume you know - it is important to double check
Some SACE coordinators keep copies of these. Have parents/students acknowledge with sign off if pattern has limitations (e.g. non-completion, no ATAR) or is against school advice.
Reprint and revisit these reports regularly. Reprint after student enrolment changes.
Ensure VET is verified.
When results sheets are used to withdraw students please ensure you run a completion check.

10. VET Management Resulting on Schools Online Verification
Celia Fielke (Wednesdays)
Roanne Berekmeri (All days)
Joy Cresp (All days) ,
for all general VET enquiries
Students will earn 5 SACE credits for the successful completion of 35 nominal hours of VET and 10 SACE credits for the successful completion of 70 nominal hours of VET, up to the maximum credit allocation for a qualification, for:
• completed qualifications
• partly completed qualifications (completed one or more units of competency).
The Recognition register is a tool on the SACE website listing more than 200 of the most popular VET qualifications that students may undertake as part of their SACE. The Register shows the SACE level (Stage 1 or 2), and maximum/minimum SACE credits students can earn.
Management of VET and resulting is facilitated by Schools. Schools is used to add VET enrolments for an individual.
It is important that principals confirm completed VET qualifications. Principal’s Verification form can be printed from Schools Online. Supporting evidence needs to be provided.
VET has become more of a team approach. If you have a query then in first instance to SACE.VET website and there are 3 of us that are monitoring that daily. Of course if you have a question, or phone query, please call.
Monday 4th December results DUE 10

11. Refer to booklet page 11.
Note: Special Provisions Hotline ph:

12. Refer to booklet page 12.

13. Refer to booklet p 13