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OECD Programme forInternational Student Assessment 2012

COMPUTER BASED ASSESSMENT – MAIN SURVEY PISA TRANSLATION MANAGEMENT SYSTEM MANUAL – VERSION 3

Consortium:

Australian Council for Educational Research (ACER, Australia)

cApStAn Linguistic Quality Control (Belgium)

Deutsches Institut für Internationale Pädagogische Forschung (DIPF, Germany)

Educational Testing Service (ETS, USA)

Institutt for Lærerutdanning og Skoleutvikling (ILS, Norway)

Leibniz - Institute for Science and Mathematics Education (IPN, Germany)

National Institute for Educational Policy Research (NIER, Japan)

The Tao Initiative: CRP - Henri Tudor and Université de Luxembourg - EMACS (Luxembourg)

Unité d'analyse des systèmes et des pratiques d'enseignement (aSPe, Belgium)

Westat (USA)

Doc: TMS_CBAManual_MS12_3.docx

Please note: This version contains updated information about the National Reviewer’s role in completing the Format and Layout Check task, and an added appendix D outlining the workflow for the Differences Report task

Document: TMS_CBAManual_MS12_3.docx

TABLE OF CONTENTSIntroduction..................................................................................................................................4

System requirements and technical details...................................................................................4

The adaptation and verification process and workflow..................................................................5

The release of the national base version to the TMS.......................................................................6Step 1 – Adaptation..........................................................................................................................6Step 2 – Verification.........................................................................................................................6Step 3 – Review by the Consortium Referee....................................................................................7Step 4 – Review of the verification by the National Reviewer.........................................................7Step 5 – Final Check..........................................................................................................................7Step 6 - National version construction.............................................................................................7

Appendix A – Instructions for Adapter...........................................................................................8

FT>MS Adaptation using OLT – Workflow (full version).................................................................11FT>MS Adaptation using OLT – Quick Reference Guide.................................................................16

Appendix B – Instructions for National Reviewer.........................................................................17

FT>MS National Review – Workflow (full version).........................................................................17Process the Differences report with the Consortium Referee......................................................17Download from the TMS and launch previews............................................................................18Review XLIFF using OLT................................................................................................................19Upload, preview, correct if needed, release................................................................................20Document any format and layout issues in the FLC Report.........................................................21Process after Final Check phase...................................................................................................21

FT>MS National Review – Quick Reference Guide.........................................................................21

Appendix C– Additional hints for using OLT.................................................................................23

Appendix D – Differences Report task workflow overview...........................................................25

Note to NPMsEach national centre will have slightly different processes for monitoring and managing the workflow of staff involved in the adaptation/translation and verification process. Sometimes staff will be familiar with the national centre, MyPISA and specific national centre processes. Other staff will not have this exposure or knowledge. In order to accommodate for these differences, this manual has included text in <angle brackets> in order for the NPM to adapt the instructions to be relevant to unique processes. These issues are usually related to processes for notification of completion of work and the use of MyPISA upload tasks.

Please remove this box upon completion of this manual.

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Introduction

1. This document describes the overall Main Survey computer-based assessment (CBA) adaptation and verification process and how it will be managed online by the PISA Translation Management System (TMS). This version 2 of the manual contains detailed instructions for the Adapter and National Reviewer roles (for which the national centres are responsible) and summary descriptions of other roles.

2. The TMS for the Main Survey can be accessed at https://acertms.acer.edu.au with a username and password provided by the NPM. The Field Trial TMS can be accessed at https://acertms_ft.acer.edu.au. Note that the accounts used in the Field Trial can only be used to access the Field Trial TMS. New accounts for the Main Survey TMS will be uploaded to the ‘TMS Credentials’ folder on your national FTP site.

3. The Main Survey (MS) process for the CBA stimuli and items (tasks) starts with making adaptations1 to the national Field Trial (FT) versions of stimuli and items to reflect MS source version changes. A new national role of ‘Adapter’ has been implemented in the TMS. The Adapter will also implement any changes suggested by the national centre, in case any errors were found in translation following review of Field Trial item statistics.

4. Using the TMS, the Adapter, Verifier and National Reviewer (see later for a description of each role) will be able to download the units that they need to work on in the form of text files in tagged XML Localization Interchange File Format v1.0 (XLIFF 1.0). XLIFF files are viewed and edited via an Open Language Tools translation editor (OLT).

5. Changes made to the MS source version by the Consortium will be in three possible forms: 1. Segments were modified; 2. Segments were deleted; or 3. Segments were added.

6. Once their work is (provisionally) completed, the Adapter, Verifier and National Reviewer can upload modified XLIFF files to the TMS so that the units can be previewed in the target language (as well as, at all times, in the source languages). If further edits are found to be necessary, XLIFF files can be re-edited within the OLT and uploaded again to the TMS, overwriting the previous upload.

7. Once satisfied that their work is (definitely) completed, the Adapter, Verifier and National Reviewer finalise the unit(s) on the TMS, which then pass on to the next role.

8. Coding guides can be downloaded from the TMS as Word documents at each stage of the process.

9. Please report any problems with the TMS to [email protected].

System requirements and technical details

10. Because the preview involves the transfer of many images, a reasonably fast and stable internet connection is recommended.

11. The PISA TMS requires Adobe Flash Player version 10 to be installed. Please go to http://www.adobe.com/go/flashplayer/ and follow the instructions to ensure you have the latest version of the Adobe Flash Player installed.

12. Your computer must have JavaScript enabled and must be set to accept cookies.

13. The TMS is only compatible with Mozilla Firefox version 3.5 or later.

14. The TMS is optimally viewed with a monitor resolution of 1024 x 768 or greater To display the items in correct proportion the display settings must be set to 96 DPI, variously labelled as ‘normal’ or ‘100%’. This setting is usually part of your operating system display options (e.g. within the control panel in Windows XP).1 In the context of this manual, “adaptations” include all changes made to the national versions to match the MS source version and to correct FT errors. This corresponds to what is called “revision” or “review” in paper-based instruments.

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https://acertms_ft.acer.edu.au/

The adaptation and verification process and workflow

15. Figure 1 shows the steps involved (in brief) in the CBA adaptation and verification process. Detailed instructions for the Adapter and National Reviewer roles are included in Appendix A, Appendix B and Appendix C.

16. The roles referred to in this process are:

The National Project Manager (NPM) monitors the workflow of Adapter and National Reviewer and provides these staff with TMS <and MyPISA> credentials. The national centre is responsible for this role.

The Adapter (AD) adapts the national base version of the units to match MS source version, and implements any further proposed national changes versus FT version. The national centre is responsible for this role.

The Verifier (VE) checks compliance of the adapted version with the PISA Translation and Adaptation Guidelines. The Verification Reviewer (VR) checks the Verifier’s work. cApStAn is responsible for these roles.

The Consortium Referee (CR) identifies key verifier interventions and resolves controversial issues with the National Reviewer. Béatrice Halleux is the Consortium Referee for non-English versions; David Tout is the Consortium Referee for mathematics English versions and Dara Ramalingam is the Consortium Referee for problem solving and reading English versions

The National Reviewer (NR) finalises the national version after verification. The National Reviewer also reports residual layout issues identified at this stage by completing the Format and Layout Check report. The national centre is responsible for this role.

The Final Check Reviewer (FCR) checks correct implementation of key corrections. cApStAn is responsible for this role.

17. Please note that each role has its own account to access the TMS, and each of these accounts has different functionality within the TMS. Functionality specific to each role will be explained in the detailed instructions in the relevant appendix.

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Figure 1: The adaptation and verification process and workflow

The release of the national base version to the TMS 18. The adaptation and verification workflow begins when ACER releases the national base versions on the TMS.

Step 1 – Adaptation19. The adaptation steps are as follows:

The Adapter logs into the TMS and downloads the national base XLIFF files. S/he can preview the source and the national base version in the TMS.

The Adapter opens the XLIFF file in the OLT, with the MS English or French source version on the left pane (whichever version was used during FT processes) and the national base version on the right pane. S/he overwrites the national base version on the right pane as needed.

The Adapter can see Consortium comments relating to specific segments (item-specific translation and adaptation guidelines). Consortium comments that have been added since the Field Trial are preceded with “Note for MS12”. The Adapter can also add comments for the Verifier.

The Adapter is able to preview his/her edited version after uploading to the TMS. The Adapter releases the unit for verification by finalising the last uploaded XLIFF

in the TMS.

20. See Appendix A – Instructions for Adapter for more detailed instructions.

Step 2 – Verification

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21. Verification is carried out by cApStAn on complete domains, once all XLIFF files in a domain are finalised by the Adapter. The cApStAn Verifier (VE) checks compliance of the adapted version with the PISA Translation and Adaptation Guidelines, and suggests corrective action as needed.

22. The Verifier makes suggested edits and documents all verification issues by writing comments in the XLIFF files. This work is checked by the Verification Reviewer. After the Verifier Reviewer has uploaded any edited XLIFFs and finalised them, the TMS generates a Differences Report showing which segments of the Adapter version of each unit have been changed by the Verifier.

Step 3 – Review by the Consortium Referee23. The Consortium Referee (CR) annotates the Differences report (one per domain), providing further comments for the attention of the National Reviewer on the changes made and described by the Verifier. In particular, issues judged likely to adversely affect item functioning will be labelled ‘key corrections’, subject to further monitoring.

Step 4 – Review of the verification by the National Reviewer24. The National Reviewer (NR) finalises the national version after verification. The following steps are involved, for each complete domain:

Processing the Differences report with the Consortium Referee to resolve any controversies, until it has “Agreed” status (this is a MyPISA task).

Processing the XLIFF files to make post-verification changes as needed, uploading any edited files to the TMS, finalising the units on the TMS so as to release them for final check.

The National Reviewer also records any format and layout issues in the FLC report, for the attention of the ACER technical team (this is a MyPISA task).

25. See Appendix B – Instructions for National Reviewer for more detailed instructions.

Step 5 – Final Check26. Final check is carried out by cApStAn on complete domains, once all XLIFF files in a domain are finalised by the National Reviewer. The cApStAn Final Check Reviewer (FCR) checks correct implementation of key corrections. In case of issues, the National Reviewer is advised so that last-minute corrections can still be made.

27. See Appendix B – Instructions for National Reviewer for more detailed instructions on the possible National Reviewer process after Final Check phase.

Step 6 - National version construction28. Once the verification and review processes are complete the national version in the National reviewers account will be used to construct the national versions of your computer-based delivery system. Once ready, the national version delivery system will be uploaded to your national folder on ACER’s FTP site.

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Appendix A – Instructions for Adapter

1. Go to the TMS URL: https://acertms.acer.edu.au

2. Log in to the TMS by entering your username and password provided by the NPM.

3. The following interface will appear:

4. The following section describes the functionality of this screen:

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Radio buttons determine which coding guide is downloaded and which source version is previewed

https://acertms.acer.edu.au/


The top right hand side of the screen provides information on your role and locale. It is also the location of the Logout button.

Units: This lists all units (grouped by domain) for adaptation and provides a preview of the source version of the unit, item by item. Select the required item from the drop-down list and the preview will appear in a new browser tab. If the ‘English’ radio button above the table is checked then the English source versions will be previewed. If the ‘French’ radio button is selected then the French source versions will be previewed.

Click on the Word icon to download the coding guide for the unit. If the ‘English’ radio button is checked the English coding guide will be downloaded, and if the ‘French’ radio button is checked the French coding guide will be downloaded.

National Base: Click on Download to download the national base XLIFF file. NEW IN THE MAIN STUDY TMS: To download more than one XLIFF file at once, select the check boxes for the desired units and click the ‘Download’ button at the top of the column.

National Base Preview: Select an item from the drop-down menu as appropriate to preview the national base version of the item.

Upload: Click on ‘Browse’ to locate the edited XLIFF file. Once the correct file is selected, click ‘Upload’.

Preview: Once an XLIFF is uploaded, a preview of each item is available by selection from the drop-down list. A time stamp for the upload is also provided.

Finalise: Click on Finalise to finalise the unit. After finalising, you will no longer be able to upload XLIFF files for this unit. NEW IN THE MAIN STUDY TMS: To finalise more than one XLIFF file at once, select the check boxes for the desired units and click the ‘Finalise’ button at the top of the column. If there are no changes made to the national base XLIFF file, the unit may be finalised WITHOUT first uploading the XLIFF file. A time stamp for the finalisation is also provided.

Status:

Ready for review – the unit is ready for the Adapter to begin his/her tasks.

Finalised without upload – the unit was finalised without a modified (new) XLIFF file having been uploaded to the TMS.

Finalised with upload – the unit was finalised with a modified (new) XLIFF file uploaded to the TMS.

Wait for NB to finalise – the consortium is still yet to upload the national base version of the unit.

5. Please complete the following steps for every unit in the Unit list.

Step 1

Download the national base XLIFF file. (Or, more practically: select the check boxes for e.g. all units in one domain and click the ‘Download’ button at the top of the ‘National Base’ column.) Save the files to an appropriate location on your computer. It is recommended to save the .xlf files in two different subfolders labelled e.g. “Originals” and “Reviewed”, in case it is later necessary to revert to an original (OLT does not allow saving a file under a different name).

Step 2

Open each XLIFF in the OLT and carry out the FT>MS Adaptation process following the step-by-step detailed and illustrated Workflow (beginning on page 11 of this manual) or the Quick-Reference Guide (short version of the Workflow, which you can use once you are familiar with the process, beginning on page 16 of this manual). Preview the source items via the TMS to assist with adaptation.

1. Step 3

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Step 3

Once adaption is complete, upload the edited XLIFF to the corresponding Upload cell in the TMS. You are then able to use the drop-down menus to preview each item with your edits implemented. If any errors are found, correct them in the XLIFF file via the OLT and re-upload (and overwrite) the XLIFF file to the Upload column in the TMS.

Step 4

Once you are satisfied with your edits for an entire domain, click Finalise in the last column and <notify the NPM/Reconciler>. Note that a unit may be finalised WITHOUT first uploading the XLIFF to the Upload column. This would be done when no changes are required to the national base version of the XLIFF.

6. Please note the following points while completing the Adaptation process:

Time stamps are now set in UTC coordinated universal time. You are able to log in to and log out of the TMS system as it suits your workload

and the TMS will save your uploads as you go. After uploading an edited XLIFF file to the TMS, the corresponding preview of the

item sometimes may not reflect the latest changes you have made in the XLIFF file. If this is the case, please clear the cache in Firefox and try the preview again. To clear the cache in Firefox, follow the steps below.o At the top of the Firefox window, on the menu bar, click on the Tools menu,

and select Options....o Select the Advanced panel. o Click on the Network tab. o In the Offline Storage section, click ‘Clear Now’.o Click ‘OK’ to close the Options window.

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FT>MS Adaptation using OLT – Workflow (full version)1. Launch OLT (from the Windows Start/All Programs menu, or from a shortcut if you have created one). Enter your initials as Translator ID. You will need to enter this ID only once and you do not need to remember it.

2. From the Options menu, check that Update Tags and Autopropagate are not selected (unchecked). All other options should be checked. You will only need to do this once.

3. From the File menu, select New Project and create a project called e.g. PISA2012MS. Select Source Language: English (United Kingdom) OR French (France); Target Language: your language. Note: OLT will automatically open the previously used project when you launch the program, and the same project should be used for all the PISA2012MS files, so you need to create a project only once for the entire Adaptation process.

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4. Open the XLIFF file: click on the Open File button and navigate to the file you have downloaded and saved on your computer. Select it and then click on Open (or double-click on it).

5. If a window opens like the one below, asking you if you want to automatically translate segments in the file, select NO (this is a dangerous operation).

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6. When the file is opened, the screen is divided in three sections: source pane, target pane and match pane. You can adjust the horizontal line above the match window by dragging it, if you want the source and target panes to have more space than in the default view.

7. Note that for some target segments (right pane of OLT) an icon displays, indicating that a comment is present. Double-click on the icon to open the comment window (which you can leave conveniently open and resize/reposition to suit your working space). All comments added for the Main Survey will begin with the text “Note for MS12”.

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Target paneSource pane

Match pane

Comment icon


8. Save the file OFTEN as you work in case of crashes (keyboard shortcut: CTRL-S).

9. Go through the file sequentially, or deal first with the Consortium FT>MS changes, i.e. edit any segments marked as ‘Rejected’ or ‘Untranslated’, referring to the translation notes in the comment window for more detail. Consortium changes made to XLIFFS since the FT will be shown in the OLT in the following ways:

o If the segment has been added as new, it will be flagged as ‘Untranslated’ ( ) and the Adapter will be required to translate the segment.

o If the segment has been modified for the MS, it will be flagged as ‘Rejected’ ( ) and will require the Adapter to correct the segment to match the MS source version.

o Those segments that have been deleted from the MS source version will be automatically deleted from the national base version. No action is required (or is possible) by the Adapter.

o If the segment has not changed since the FT and requires no modifications, it will be marked as ‘Approved’ ( ). No action is required by the Adapter (but see later).

10. Consortium FT>MS changes: For each segment flagged as ‘Untranslated’ ( ), enter your translation by overwriting the text on the target pane (right side) and then moving to the next segment by clicking on the Confirm and Translate Next button in the toolbar (keyboard shortcut: ALT-Enter). This action enters your translation in the Mini-TM (Translation Memory, see later).

11. Consortium FT>MS changes : For each segment flagged as ‘Rejected’ ( ), correct the existing translation (if needed) by overwriting the text on the target pane (right side). Then right-click with the mouse and select Mark Segment As Translated. This action enters your translation in the Mini-TM.

12. National FT>MS changes : Segments marked as ‘Approved’ ( ) do not require any changes, but exceptionally you may wish to make changes to e.g. correct possible translation flaws as revealed by the FT Analysis Reports. Take into account the general principle that “if it’s not broken, don’t fix it”: unnecessary changes made in items that worked well in the FT may result in unexpected new bugs rather than improvements. To edit an ‘Approved’ segment, you will first need to change the status: select the segment, right-click with the mouse and select Mark Segment As Translated. Make your edit by overwriting the text on the target pane (right side). If you wish to enter your translation in the Mini-TM, click on the Update Mini-TM button in the toolbar (keyboard shortcut: CTRL-U).

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‘Rejected’ segment

‘Approved’ segment

‘Untranslated’ segment


13. You may write comments for the attention of the Verifier who will be reviewing your changes, to e.g. explain a choice you have made, explain a difficulty or doubt, suggest alternatives, explain that a consortium change does not apply to your national version, etc. In the case of national FT>MS changes, an explanatory comment must be inserted. For reminder: all comments must be written in English or French.

14. As your Mini-TM (Translation Memory) builds up, you may be able to reuse translations for segments that reappear later in the file (or in other files) with identical or very similar source text. When this happens (when the software detects a match) one or more previous translation(s) will display in the match pane and the Transfer button is enabled. If appropriate, you may then select one of the matches and click on the button, to transfer the translated text to the target segment you are on without needing to type it.

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Translation saved in the Mini-TM Transfer button

Update Mini-TM button Segment for which a

match has been found

Consortium comment

(guideline)

Adapter comment


15. If edits are needed after using the Transfer button, make them and then click on the button Update Mini-TM in the toolbar (keyboard shortcut: CTRL-U). A window will display asking you if you want to Overwrite the entry already in the TM or Add another entry. Choose Overwrite if you want to keep only the latest (edited) translation, choose Add if you think the previous (unedited) translation could also come in handy.

16. At times you may want to stop working sequentially and come back to previously processed segments to revise them. Use the Next Segment and Previous Segment buttons

(keyboard shortcuts CTRL-↓ and CTRL-↑) to navigate in the XLIFF file. After making a revision, click on Update Mini-TM or press CTRL-U to save your latest version in the Mini-TM (normally you will want to Overwrite your previous version).

17. Avoid using the button Approve And Go To Next Translated Segment (This makes it difficult to re-edit a segment if needed later: you would have to change the segment status in order to do so.)

18. An XLIFF file contains formatting tags. These tags appear in red when the element is activated and normally must not be modified or deleted At times you may however need to edit tags for inline formatting. More information is provided in Appendix C.

19. A last but important detail when processing a XLIFF file in OLT: if for some reason (word order, length of sentence…) you do not need to use the space for a word or phrase that is available for English/French, then erase the English/French word or phrase in the target version but leave one blank space.

20. Once you are (provisionally) satisfied with the adaptation of a unit, save it the last time (CTRL-S) and close it. Answer ‘Yes’ if asked “Do you wish to save the Mini-TM?”. Move on to Step 3 (page 9 of this Manual).

FT>MS Adaptation using OLT – Quick Reference Guide

1. Launch OLT. Click on the Open File button and navigate to the file you have downloaded. Do not let OLT automatically translate segments in the file. Save the file OFTEN as you work.

2. Open the comment window (double-click on the icon) to read guidelines and to write comments for the attention of the Verifier.

3. For each ‘Untranslated’ segment ( ), enter your translation by overwriting the text on the target pane. Click on the Confirm and Translate Next button .

4. For each ‘Rejected’ segment ( ), correct the existing translation by overwriting the text on the target pane. Right-click and select Mark Segment As Translated.

5. For ‘Approved’ ( ) segments that you exceptionally wish to change: right-click with the mouse and select Mark Segment As Translated. Make your edit by overwriting the text on the target pane. If you wish, click on the Update Mini-TM button .

6. Use the Translation Memory when appropriate/convenient: lift a previous translation by using the Transfer button . If edits are needed: make them, click on the Update Mini-TM button , move to the next segment by clicking on the Next Segment button .

7. When all segments are translated, save the file (CTRL-S), close it, answer ‘Yes’ if asked to save the Mini-TM.

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Appendix B – Instructions for National Reviewer

Carry out the FT>MS National Review process following the step-by-step detailed and illustrated Workflow (pages 17-21of this manual) or the Quick-Reference Guide (short version of the Workflow, which you can use once you are familiar with the process, beginning on page 21 of this manual).

FT>MS National Review – Workflow (full version)Process the Differences report with the Consortium Referee 1. The NPM will receive an email from the Consortium Referee once the initial Differences report has been uploaded to MyPISA. Please note that there are up to three Differences reports, depending on your participation in options: Problem-solving, Mathematics, and Reading. National review work will need to be completed on a domain basis. Once this notification has been received, the NPM can download the Differences report from MyPISA.>

2. The Differences report will show you which segments of the Adapter version of each unit have been changed by the Verifier (or flagged with a comment indicating that a change is possibly needed), with additional comments by the Consortium Referee indicating, in particular the “key corrections” subject to final check.

3. Review the entries in the Difference report and add comments in the National Reviewer Comments column, to acknowledge key corrections (an “OK” is sufficient) or to indicate which key corrections are challenged (i.e. you reject the correction or propose a different correction, with an explanation). Note that National Reviewer comments are not needed for non-key corrections (you are free to accept or reject these as you see fit).

4. To review entries in the Differences report, you may wish or need to consult previews of the Adapter version. This can be done by logging in to the TMS with the Adapter credentials. If you are not the same person as the Adapter, <the NPM will provide you with these credentials>.

5. Once all comments have been addressed in the report, email it to the Consortium Referee (non-English versions: Béatrice Halleux, at [email protected]; English versions: David Tout, at [email protected]; Dara Ramalingam, at [email protected]). Continue to discuss any residual issues with the Consortium Referee via email until agreement is reached.

6. Once agreement has been reached, the Consortium Referee will upload the agreed Differences report to MyPISA and will release the units in the TMS so that the next phase for you can commence. (Please remember that there will be a separate Differences report for each domain). The Consortium Referee will notify the national centre of the upload, by email.

7. Obtain the agreed Differences report from <the NPM/MyPISA>.

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mailto:[email protected]

mailto:[email protected]

Download from the TMS and launch previews8. Go to the TMS - URL: http://acertms.acer.edu.au - and login by entering your Username and Password <provided by the National Centre>.

9. After you have logged in, the following interface will appear.

10. For every unit of the domain under review in which you wish to make post-verification edits (see the agreed Differences report), download the XLIFF file from the Verification Reviewer Xliff Download cell and save the file to an appropriate location on your computer. It is recommended to save the .xlf files in two different subfolders labelled e.g. “Originals” and “Reviewed”, in case it is later necessary to revert to an original (OLT does not allow saving a file under a different name).

11. To assist in the post-verification editing process, you may launch previews as desired of either or both of the source versions (choose English or French by clicking on the corresponding radio button and then select from the dropdown menu in Source Preview), of the Verifier’s version (Verification Reviewer Preview). You may wish to keep the preview screens open for consultation when you review the XLIFF files. (If possible, use a work station with two monitors, so that you can reserve one of them for previews).

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Radio buttons determine which coding guide is downloaded and which source version is previewed

Target pane, initially set to Verifier versionSource pane

Match pane, initially showing Verifier and Adapter versions Transfer button


12. If you prefer to work in OLT offline, you can now interrupt your Internet connection.

Review XLIFF using OLT13. Open the XLIFF in the OLT – see paragraphs 1-6 of the Workflow for the Adapter in Appendix A for detailed descriptions of the initial phases. Note that if you are the same person as the Adapter, you can use the same Project (i.e. the same translation memory) that you have created before.

14. The source pane will show the English source version [OR the French source version if the National Base version is based on the French source]. The target pane (your version in the making) will initially show the Verifier version. The match pane will initially show the Verifier version and the Adapter version (i.e. the version before the verifier made any changes) and (later, if you make any entries into the project’s translation memory, the Mini-TM) any other translations saved in the Mini-TM.

15. Note also that to allow easy identification, segments which have been left unchanged by the Verifier have segment status “Approved” (shown by a icon to the left of the source segment), whereas segments that have been edited by the Verifier have segment status “Translated” (shown by a icon to the left of the source segment).

16. Save the file OFTEN as you work in case of crashes (keyboard shortcut: CTRL-S).

17. Scroll through the file using the Next Segment and Previous Segment buttons (keyboard shortcuts CTRL-↓ and CTRL-↑) and pause to review the Translated segments.

Alternatively: scroll through the Differences Report, note the segment number of any segment needing review, and navigate to that segment in OLT by pressing CTRL-G and entering the segment number. Consult the Differences report to remind you what has been agreed between you and the Consortium Referee as regards “key corrections”.

18. Make any desired edits:

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To e.g. “undo” a Verifier correction and revert to the Adapter version of the segment, select the latter in the match pane and click on the “Transfer” button

to transfer it to the target segment without needing to type it.

If you wish to make further edits (whether you have reverted to the Adapter version or left the Verifier version), make them by overwriting/inserting/deleting in the target segment. Then click on the button Update Mini-TM in the toolbar (keyboard shortcut: CTRL-U). A window may display asking you if you want to Overwrite an entry already in the TM or Add another entry. Choose Overwrite if you want to keep only the latest edited translation, choose Add if you think the previously edited translation could also come in handy.

Note that as your Mini-TM builds up, your own edited translations will show in the match window on top of (before) the original Verifier and Adapter translations, if segments reappear later in the file (or in other files) with identical or very similar source text. As you continue to carry out your review, you can reuse such translations when appropriate/convenient.

Rarely, you may need to edit a segment with status Approved. Before you can edit an Approved segment: right-click on the segment and select Mark Segment As Translated. Note that is certainly not recommended to make any extensive changes at this stage. However, if the verifier has changed ‘donkey’ to ‘monkey’ three times and you find a fourth occurrence of ‘donkey’ that has been overlooked, the procedure described here will need to be applied. Please contact the Consortium Referee if you want to initiate any further changes at this stage.

19. For additional tips on working with OLT, see paragraphs 16-20 of the Workflow for the Adapter in Appendix A – Instructions for Adapter, as well as Appendix C– Additional hintsfor using OLT.

Upload, preview, correct if needed, release20. Once you are satisfied that your review of a unit is complete, save it the last time (CTRL-S) and close it. Answer ‘Yes’ if asked “Do you wish to save the Mini-TM?”

21. Login to the TMS (if you are logged out), upload the edited XLIFF to the corresponding Upload cell (remember to upload from the “Reviewed” subfolder).

22. You are then able to view each item with your edits implemented from the dropdown menu in the Preview cell.

23. Note: after uploading an edited XLIFF file to the TMS, the corresponding preview of the items sometimes may not reflect the latest changes you have made in the XLIFF file. If this is the case, please clear the cache in Firefox and try the preview again (see instructions on page 10of this document).

24. If you find any errors or change your mind about any of your review choices after previewing, re-open the XLIFF file in OLT, make your corrections, re-upload to the TMS (your latest upload overwrites any previous one), and re-preview the unit.

25. Once you are fully satisfied with your reviewed unit (cf. next sub-section as regards documenting residual format or layout issues that you cannot correct), click Finalise in the corresponding cell of the TMS and move on to the next unit (or stop the session). Note that if you have no changes to make to an XLIFF, you can simply finalise the unit without uploading an XLIFF to the Upload cell.

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Document any format and layout issues in the FLC Report26. Obtain the Format and Layout Check (FLC) report from <the NPM/MyPISA>. Please note that there is a separate FLC report for each computer-based domain, that is < problem solving, mathematics and reading> and therefore your national review work will need to be completed on a domain basis. For each unit use the preview function to ensure there are no residual format and layout issues. Issues may include truncated text or text that overlaps graphics. If any issues are found they need to be recorded in the appropriate FLC Excel report.

27. Once you have finalised all units in the TMS and completed the format and layout check for all units in a domain, <notify the NPM and upload the FLC report to MyPISA>. The <NPM> will then need to inform cApStAn that the national review is complete so that the final check review can commence. If there are format and layout issues, fixes will be applied by ACER and comments added to the FLC report. You should then obtain the updated FLC report from <the NPM/MyPISA>, check that fixes have been implemented, add any further comments to the FLC report and <notify the NPM and upload the updated FLC report to MyPISA>. When you are satisfied that there are no residual format and layout issues per domain per locale, a final version of the FLC report should be <given to the NPM/uploaded to MyPISA>, and then the corresponding FLC task will be agreed. If there are no format and layout issues the first time you complete a Format and Layout Check, please complete the FLC report by adding ‘No format and layout issues’ to the first reporting row and <give this to the NPM/upload it to MyPISA> so the task can still be agreed.

Process after Final Check phase28. To assist you in ensuring that critical issues have been correctly addressed, the final check consists of ensuring that “key corrections” as agreed between you and the Consortium Referee are correctly implemented in your national version.

29. In the majority of cases, the final check review will find no issues. All units will then be finalised by the Final Check Reviewer on the TMS, as will the Differences report on MyPISA. In this case, the National Reviewer tasks are complete and national version construction can commence at ACER.

30. In case the final check review reveals issues, you <will be notified by the NPM who will then provide you with/will access via MyPISA> the Differences report with Final Check Reviewer comments inserted. You will need to address these issues and update the XLIFF files via the TMS and OLT as described above. After issues have been addressed and all units have been finalised, <the NPM/you> will need to notify ACER by email ([email protected]) so that national version construction can commence at ACER.

FT>MS National Review – Quick Reference Guide1. Receive the Differences report (one per domain), annotate it as regards key corrections singled out by the Consortium Referee, exchange it by e-mail until agreed and uploaded to MyPISA by the Consortium Referee. Obtain the agreed Differences report.

2. Log in to the TMS. Download the files for units in which you wish to make edits from the corresponding Verification reviewer Xliff Download cell. Save the .xlf files to an appropriate location on your computer, preferably in two different subfolders (“Originals” and “Reviewed”). Launch previews as needed to assist you in the review process.

3. Launch OLT. Click on the Open File button and navigate to the file you have downloaded. Do not let OLT automatically translate segments in the file. Save the file OFTEN as you work.

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4. Scroll through the file using the Next Segment and Previous Segment buttons and pause to review the segments with Translated status ( icon). Refer to the

Differences report to remind you what has been agreed.

5. Use the Translation Memory when appropriate/convenient: retrieve the Adapter version or a translation you have previously edited by using the Transfer button . If edits are needed: make them, click on the Update Mini-TM button , move to the next segment by clicking on the Next Segment button .

6. When review is complete, save the file (CTRL-S), close it, answer ‘Yes’ if asked to save the Mini-TM.

7. Login to the TMS (if you are logged out), upload the edited XLIFF to the corresponding Upload cell, and preview your reviewed unit using the dropdown menu in the Preview cell.

8. If needed: re-open the XLIFF file in OLT, make your corrections, re-upload to the TMS, and re-preview the unit. Once fully satisfied, click Finalise and move on to the next unit.

9. If no changes are needed to an XLIFF, simply finalise the unit (no need to upload).

10. Fill in the FLC report with comments about any residual format and layout issues observed when previewing, upload it, and advise that final check of the completed domain can begin.

11. If the final check reveals issues: obtain the Differences report with Final Check comments, address the issues by correcting in the XLIFF files, finalise the affected units, advise that national version construction can begin.

12. Note: The coding guide verification follows the procedure of paper-based translation verification and will be done at a later stage, probably when your CB assessment items are already finalised. When reviewing the coding guides after verification, please refer to the finalised version of the stimuli and items to ensure consistency: the coding guide may need a last round of updating to reflect changes made to your final version of the computer-based items. Note that by the time you review the verified coding guides, it is ruled out to make any change whatsoever to the stimuli and items.

1.

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Appendix C– Additional hints for using OLT

1. It is advisable to open the comment window (double-click on any icon) when you start processing a unit and to leave it open (it can be re-sized and re-positioned) to read guidelines and to be able to write comments for the attention of the Verifier. However, if no comment window is open and you wish to insert a comment in a segment where there is no icon, click on Edit > Comment on Segment Add Comment (keyboard shortcut CTRL-ALT-N).

2. With the Search/Replace button (keyboard shortcut F3) you can search for e.g. a specific term either in the source or in target version. This may be useful if you change a recurring term and want to make sure it is changed everywhere.

3. With the Navigate/GoToSegment command (keyboard shortcut CTRL-G) you can go directly to a given segment if you know the segment number (found at the bottom of the OLT view).

4. You can change keyboard shortcuts from the menu Options/ Customize Shortcuts.

5. If you have accidentally marked a segment with status Approved (and thus can no longer edit it), right-click on the segment and select Mark Segment As Translated.

6. Sometimes the first character typed in a segment will not appear the first time the keyboard key is pressed. If the key is pressed a second time the character will appear.

7. Similarly, sometimes the first character in a segment will not be deleted the first time the backspace key is pressed. If the backspace key is pressed a second time the character will be deleted.

8. You can use the Print options to print a file from the editor. You can choose from a selection of print options the format you would like the print-out to take. These print options can be accessed in the File menu by clicking on Print Options. The Print Options dialog appears. You can choose Without Tags to print only the text elements for the translation.

9. XLIFF files contain formatting tags i.e. sequences of characters that indicate how text will be formatted on screen. In OLT these appear in red font colour when an element is activated and are write-protected (if the Tag Protection option is switched on, which is strongly recommended).

10. Most of the time, you will not need to ‘tamper’ with formatting tags. For the above example, to translate the sentence with the correct formatting (the translation of “Explain” needs to appear in bold), you would overwrite “Explain” with the corresponding word or words in your target language, and similarly overwrite “your choice.” with the corresponding word or words in your target language.

11. Occasionally (because of different word order or other circumstances), you will need to insert formatting tags. To edit a tag in a target segment:

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Click on Options in the menu and deselect Tag Protection. This will switch off tag protection.

Enter your translation with the correct formatting tags (see list below). Click on Options in the menu and select Tag Protection. This will switch tag protection

back on.

List of commonly used formatting tags

Formatting tag(s) Effect

 Text between tags will display in bold

 Text between tags will display in italics

 Text between tags will display underlined

 Text between tags will display in superscript

 Text between tags will display in subscript

Sequence of characters will display as a non-breaking space

– Sequence of characters will display as a long dash

 Sequence of characters will cause a line break

12. For example, to translate “Why” in French with the correct typographic conventions, a French translator would enter « Pourquoi ? » – which will display as « Pourquoi ? ».

13. It is important to check when previewing that no spaces have been deleted or added between words by accident. Remember also that if you do not need to use the space for a word or phrase that is available for English/French, then erase the English/French word or phrase in the target segment but leave one blank space.

14. If you delete or edit formatting tags by accident, this will cause an error when importing the file into the TMS. If this occurs, you need to manually change the tag back to its original state. The original state can always be viewed in the corresponding source element.

Click on Options in the menu and deselect Tag Protection. This will switch off tag protection.

Manually change the tag back to its state as seen in the source segment. Click on Options in the menu and select Tag Protection. This will switch tag protection

back on.

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Appendix D – Differences Report task workflow overview

Reference Action Upload status Upload stage status Actor Automated Email to NPM

Notes

1 Differences report produced in TMS Empty Stage 1 (for negotiation)

Consortium referee

No CBA report compares verifier and reconciler XLIFF files

2 Differences report uploaded to MyPISA with appended comments from Beatrice

Submitted Stage 1 (for negotiation)

Consortium Referee

Yes

3a Download Differences report Submitted Stage 1 (for negotiation)

National Reviewer

No

3b Iterative email correspondence between NC and Beatrice until agreement is reached within Differences.

Submitted Stage 1 (for negotiation)

Consortium Referee and National Reviewer

No

4 Differences report uploaded with appended comments/responses from National Reviewer and Beatrice

Requires review/ Submitted

Stage 2 (for CBA final check reviewer)

Consortium Referee

Yes x2

5a Download Differences report Submitted Stage 2 (for CBA final check reviewer)

Final Check Reviewer

No

5b Differences report uploaded with Final Check Reviewer comments/responses

Requires review/ submitted

Stage 3 (final check reviewer report)


Yes x2

Optional 5c

If necessary, un-finalise National Reviewer XLIFF in TMS

Requires Review Stage 3 (Final Check Reviewer report)


Yes If not necessary go straight to 7

Optional Download Differences report annotated Requires Review Stage 3 (Final Check National Centre No

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6a by Final Check Reviewer for review Reviewer report)

Optional 6b

Upload final Differences report with responses to Final Check Reviewer comments.

Submitted Stage 3 (Final Check Reviewer report)

National Centre Yes

7 Finalise all units in TMS and upload task complete

Agreed Stage 4 (for national version construction)

Final Check Reviewer if 5d, 6a, 6b not necessaryOR ACER if 5d, 6a, 6b necessary

Yes

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