Here are a series of instructions for using the Numeracy Database. Click on each heading for more information. If more detailed answers are needed teachers should consult with facilitators in their region or email firstname.lastname@example.org.
The front page.
Creating a new account.
Updating school details.
Adding/editing student demographic information.
Adding/editing student data.
Uploading data using a CSV file.
The front page of the Numeracy Database (below) provides you with two options: Create a new account and Log in.
Clicking on the 'Create a new account' link opens a page where you are asked to enter your school institution number, a contact email address and a password (below). Please note that these details will apply for your whole school so choose an appropriate contact email address such as your school office. Please ensure that you use the correct institution number as only one account can be set up for any institution number.
If you attempt to create an account using an institution number that has already been used you will get an error message saying 'Please correct the following: Institution Number is already in use.' If you do not know the details which were used to create the account, return to the front page, enter your institution number and select the 'Forgotten password?' box, then click 'OK'. The password will be emailed to the assigned email address for that institution number, and you will be told what email address this is.
To log in you need to enter your school's institution number and password in the boxes then click ok. If you do not know the details which were used to create the account, enter your institution number and select the 'Forgotten password?' box, then click 'OK'. The password will be emailed to the assigned email address for that institution number, and you will be told what email address this is.
If you are in a Maori medium school, and wish to enter data in the columns related to language use, select the 'Te Poutama Tau' box.
Once you have logged in you will have access to all information for your school. The menu down the left hand side of the screen (see below) allows you to add to, edit, or download this information.
Once you have logged in, choosing 'Update account' from the menu on the right hand side of the page allows you to change your school's allocated email address or password. Simply enter the new information and click update.
If you have a facilitator working in your school they may require access to your data. Rather than using your school log in details they can create a facilitator account, and request the ability to view your results for the current year (but not edit them). If they do so you will receive a notification message when you next log in to your school account.
If you choose to accept them, click on the '+' link (below). You can return to the Facilitators page at any time and remove their access to your data. Please note that participation in the Numeracy Project professional development may include a requirement of data access for your facilitator.
Clicking on the 'Edit classes' option on the menu allows you to add, delete, or rename classes (below).
To add students to a class choose the 'Edit students' option from the menu.
Select the class you wish to add the students to from the dropdown and click refresh. This will show you all the students currently in that class. If the class you wish to add students to does not exist you may need to add it (see Adding/editing classes).
Click 'Add' to add a new student
Enter the biographical information for that student, then click 'Save'. All categories except for Name, Ethnicity2 and Ethnicity3 are compulsory.
You must click ‘Save’ for each student. If you do not see the students you have entered listed in the class you have not saved them in the database.
To edit details for a student, click on the 'Edit' link beside that student. Ensure that you click 'Save' when you have finished making changes.
In response to requests from the Pasifika community it is now possible to allocate subgroups to Pasifika students. If 'Pasifika' is selected in the ethnicity dropdown, a second dropdown appears (below) with various nationalities to select from. If your school does not wish to differentiate between Pasifika subgroups you should ignore this dropdown.
To add student data you must first choose the class and 'Data entry' number to add it under and then click 'Refresh'. You can enter up to 4 sets of data for each student in a given year, though it is unlikely that more than 2 will be required. It is suggested that you use the same data entry for all students in your school (ie. if some teachers enter both start of year and end of year data, they should use data entries 1 and 2, but if others enter only end of year data, they should use data entry 2, to be consistent).
Once you have chosen the class and the number of the data entry to edit, you will see all of the students for that class, and all their data for that data entry. To add/edit data click the 'Edit' button beside the student for which you wish to add/edit data. This will give you a selection of dropdowns to complete. You can choose to complete as many or as few dropdowns as you wish. Note that schools which are funded to participate in the Numeracy Project professional development are required to complete all categories except GloSS.
If you have a large amount of data or your data is stored in a Student Management System, you may prefer to upload data to the database from a CSV file (spreadsheet) rather than entering students individually using the database interface. Click to read details about uploading data using a CSV file.
The facility to move students between classes is one of the strengths of the Numeracy Database. Students from one year are automatically available in an unallocated class for the next year. This means that teachers do not have to reenter biographical information in successive years. Teachers can also track student data over several years.
To move students from one class to another, first choose 'Reorganise classes' from the menu. Choose the source and destination classes in the two drop downs and click 'Refresh'. This should give you a list of all the students in each of those two classes. The small +/- buttons can be used to expand or reduce these lists. Select the check box beside the students you wish to move and click 'Move'. They should now appear in the destination class.
The reporting feature allows you to compare a summary of your school's strategy results by year level with either your own school's results for a different period or with national norms.
Choose the appropriate strategy domain, and samples to compare, and, if you wish, choose a subset of the data to compare. Available criteria by which to filter are decile group, gender and ethnicity.
The database will produce a table showing the percentages of students in each year group at each strategy stage. This table can be easily copied into Excel or similar and used to produce graphs for reporting.
Clicking on the 'Download data' link in the menu gives you four options for downloading data:
Macintosh users may not be able to use the Microsoft Excel option. They should save a CSV file to their computer and open it using Excel.
Once you have downloaded data from the database you can analyse it in a variety of ways. If you want help creating tables and graphs of your data you can download the numeracy analyser spreadsheet.
If you cut and paste the entire contents of your downloaded results into the 'Data' tab of the numeracy analyser spreadsheet you will then be able to go to the 'Analysis' tab and view summary tables and graphs. If you change the options selected in the blue cells at the top left then your results will be filtered based on your selections. You can choose options from more than one dropdown to, for example, create tables of your male pasifika students only.
The graphs are, by default, set to graph the maximum space in the tables. You can make them more attractive by only including the cells relevant to your school. If you click on one of the graphs, a blue box should appear around the data in the table. You can click and drag the corners of this box to restrict the cells included in the graph.