Step 4: Complete the Student Tracking Form

The Student Tracking Form lists all students in the selected class. On this form, the test administrator records student participation in both the assessment and the questionnaire. A paper copy of this form is included with the assessment materials; however, this form needs to be completed online to determine the student participation rate and whether a makeup session is required. If more convenient, the test administrator can first complete the Student Tracking Form on paper and then transfer the data to the online form after the session.

To access the online form:

  1. Go to the main PCAP website.
  2. Click the Student Tracking Form button.
  3. Enter your School ID (four-digit number) and password.
  4. Select the appropriate Class ID for your administration from the drop-down menu.
  5. Complete the form as required.

Once CMEC receives the PCAP data, the information recorded on the Student Tracking Form is verified against the PCAP data for each student. The school will be contacted in the case of any missing or inaccurate information.

Click here to preview a sample of the completed Student Tracking Form. 

For each student identified on the Student Identification Form, the Student Tracking Form will be prepopulated with their date of birth, sex, test language, accommodation code(s) (if applicable), and special education needs (SEN) code(s) (if applicable). The following columns of the Student Tracking Form should be completed:

Accommodation Code
Verify the respective accommodation code(s) for all applicable students; these codes should reflect the information that the school previously provided for each such student. In the event a student’s accommodation needs have changed, the relevant code(s) must be updated. All students using one or more of the special, individualized accommodations should receive a participation code of 2A on the Student Tracking Form. For details on eligibility and types of individualized accommodations, please refer to the Accommodations section.  

Special Education Needs (SEN)
Verify the respective SEN code(s) for all applicable students; these codes should reflect the information that the school previously provided for each student. In the event a student’s special education needs have changed, the relevant codes must be updated. Please consult Special Education Needs for a list of SEN codes.

Participation Code
The column dedicated to recording student participation is divided into two sections, one for the “Regular Session” and the other for the “Makeup Session.” Each of these is divided into two columns, one for the Assessment and one for the Questionnaire. Both the Assessment and Questionnaire columns under “Regular Session” must be filled out with a participation code for each student. In the event a makeup session is held, the columns “Assessment” and “Questionnaire” under the “Makeup Session” heading must also be completed for each student who was absent from the regular session. 

Participation codes are as follows:

  Code 1   Student was absent from the session.
  Code 1A   Student was absent due to lack of appropriate accommodations 
  Code 2   Student participated in the session.
  Code 2A   Student participated in the session with a special, individualized accommodation.
  Code 2B   Student partially participated in the session (arrived late, left early).
  Code 2C   Student participated in the session but experienced technical difficulty (e.g., internet outage).
  Code 3  Student is no longer enrolled in this school/class.
  Code 4   Student is not in targeted grade (e.g., Grade 8/Secondary II).
  Code 5   Student is permanently enrolled in remote learning for the current school year.
  Code 6  Parental refusal of student’s participation.

 

Session Number
The session number must be recorded for each student who participated in the assessment. In order to assess all students in a class, more than one session may be administered. The session number reflects the chronological order in which each session was held. For instance, the session number for students who participated in the first regular session is “1”; the session number for students who participated in a second session, either a regular or a makeup session, is “2.”

Date
Enter the date of the assessment administration for each student who participated. If a student participated in a makeup session, the date entered for them should be the date of the makeup session. Please ensure dates are accurately recorded to reflect the actual date of the assessment administration.

New Students in the Class
It is possible that a new student, whose name was not submitted on the Student Identification Form, is participating in the assessment. For any new students, the test administrator can provide them with one of the three extra Student Login Forms included in the “Student Login Forms” file received by email. The last three login forms in the file are anonymous and are provided for new students.

Each new student will need to be manually added to the Student Tracking Form. On the Student Tracking Form, please record their name, birth date, and sex beside the line number that corresponds with the line number on their Student Login Form. This number is found at the top of the Student Login Form. For example, if the new student’s line number is 11 on the Student Login Form, then enter their name, birth date, and sex in line number 11 of the Student Tracking Form. The line number on both the Student Login Form and the Student Tracking Form must match. (Do not worry about locating the new student’s provincial number.)