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Purpose of this topic
To support schools to develop policies and procedures for the preparation of reports on student progress and achievement for parents/carers or the community.
The following information describes the types of student assessment reports that are either produced or used by schools.
Student reports for parents/carers are confidential documents that schools are required to produce at least twice a year using a five-point rating scale. The purpose of student reports is to:
- report student progress and achievement in Years Prep to 10
- provide parents/carers with clear, individualised information about progress against the achievement standards
- identify the student’s areas of strength and areas for improvement.
Note that there may be specific instances where a school decides in partnership with an individual student’s parents/carers that it is unnecessary to provide a report for that student.
In addition to producing student reports, schools will offer a parent-teacher conference to discuss the student’s progress.
Schools are advised to develop a school-based policy on assessment and reporting to complement their school’s teaching and learning plan. Schools need to assess and report student progress against the Victorian Curriculum F-10 achievement standards for the teaching and learning programs they have designed.
National Assessment Program – Literacy and Numeracy (NAPLAN) assesses all students in Years 3, 5, 7 and 9 each year using common tests in reading, writing and language conventions (spelling, grammar and punctuation) and numeracy. These test results are used by:
- students and parents/carers to discuss achievements and progress with teachers
- teachers to identify students who require greater challenges or additional support
- schools to identify strengths and weaknesses in teaching programs and set goals in literacy and numeracy
- school systems to review programs and support offered to schools.
The Victorian Government School Performance Summary forms a part of the school’s Annual Report to provide parents/carers and the community generally with a clear overview of how each government school is performing in Victoria. Each performance summary provides:
- an overview of student performance at the school, and how the school compares with other Victorian government schools (accounting for student intake)
- student outcome results with regard to learning achievement, engagement and wellbeing for the latest school year, the last four years (when available) and a detailed breakdown of the areas that were measured, and
- school comparison data to other schools, that identifies whether a school (accounting for student intake) is performing higher than, lower than, or broadly similar to the expectation of schools with similar student intake characteristics.
Each school also provides an ‘About our School’ statement, which provides context for the data contained in each school’s performance summary and outlines the school's achievements and plans for the future.
The Annual Report informs parents/carers and the wider school community of the school's successes, activities and achievements throughout the year. To access the performance summaries and school annual reports see:
Victorian Registration and Qualifications Authority (VRQA) State Register.
The Department also provides each school with other confidential reports that summarise student outcomes in that school, including learning achievement, relative to threshold performance standards. These reports are provided to inform the processes of school strategic planning and review.
National reports indicate the performance of student cohorts as a whole against agreed national standards and targets, as well as informing the design and implementation of improvement strategies for the education system. See: Australian Curriculum and Assessment Authority (ACARA) – Reporting for National Reports on Schooling in Australia
Schools may use the English Online Interview to generate a wide range of reports that can provide valuable diagnostic information to inform program planning and resource allocation. At the start of each year all Prep students are assessed using the English Online Interview (this assessment is optional for Year 1 and Year 2 students). The interview is a one-to-one interview between the teacher and student with the teacher recording the responses in an online system. This interview assesses students against the three modes of English (Reading, Writing, Speaking and Listening).
English Online Interview. This resource:
- is accessible by all Prep to Year 2 teachers in Victorian government schools during a defined 4 week period at the start of each year
- contains a wide range of support materials for administering the interview.
Managing student records
Schools are required to create, manage and dispose of electronic and hardcopy public records (i.e. student records) in accordance with the Public Records Act 1973 (Vic) (PRA). Schools should have a system for managing their electronic and hardcopy records to ensure the authenticity, security, reliability and accessibility of these records.
Where public records are stored with an online service (services that provide virtual spaces and portals through which information can be stored and shared, and transactions between schools and parents/carers can be recorded, e.g. cloud technologies), a school must be able to have access to those records for the retention period.
The Department has developed policy to assist schools to meet legislative and business requirements for the creation, storage and disposal of records.
For more information see: