Secure Site Procedure and User Manual

Transcription

1 Version 1.0 Michigan Department of Education Bureau of Assessment & Accountability (BAA)

2 Revision History Date Version Revision Revised By 7/27/ Initial Document Linda Ross Last Updated: August 11,

3 Contents Revision History Introduction Manual Style Conventions Procedures Order Materials for State Assessments Initial Material Order Additional Material Order Emergency Material Order Pre-Identify Students for State Assessments Verification of Enrollment for Accountable Purposes (Students expected to test) Verification of Student Demographics Verification of Answer Documents for Accountable Students (Tested Roster) Verification of Not Tested Students Common Screen Functionality Screen Header Menu Screen Footer Grids Request Access to Secure Site Request Access Screen Frequently Asked Questions (FAQs) Login to Secure Site Announcements/Calendar Specific Announcements General Announcements Calendar Last Updated: August 11,

4 5.2 Frequently Asked Questions (FAQs) Material Orders Initial Material Orders Shipping Destination Ordering Materials Order Summary Report Frequently Asked Questions (FAQs) Initial Orders Additional Material Orders Material Orders Summary Report Order Detail Report Schools Without an Initial Order Report Pre-Identification of Students MSDS Early Roster Collection Requirements for using the Early Roster File for pre-id Additional information regarding Early Roster Pre-ID Load Results Import File View Uploaded Files/Errors Frequently Asked Questions (FAQs) Import Files MSDS Copy View MSDS Copy Results Frequently Asked Questions (FAQs) MSDS Copy Test Cycle Copy View Test Cycle Copy Results Frequently Asked Questions (FAQs) Test Cycle Copy Add Students Individually to Secure Site Potential Duplicate Records Frequently Asked Questions (FAQs) Add Student Pre-Identified Student Report Frequently Asked Questions (FAQs) - Pre-Identified Student Report Printing Barcode Labels Last Updated: August 11,

5 7.8 Online Testing Reports Assign SCED Codes Student Search and Student Record Updates Student Search Student History Past Scores Update Individual Student Records Demographics Assessment Information Mass Updates Student Demographics Updates Assessment Updates Verification of Student Enrollment for Accountability Purposes Unmatched Students Not Enrolled Not Tested UIC Issues Accountable Students Verification of Student Demographics Students Taking Alternative Assessments Not SE Students Taking ELL Assessment Not LEP Economically Disadvantaged Out of Level Accountable Students Frequently Asked Questions (FAQs) Verification of Enrollment and Demographics Verification of Answer Documents Prohibitive Behavior Appeal Prohibitive Behavior Non-Standard Accommodations Appeal Non-standard Accommodations Missing Tests Last Updated: August 11,

6 Not Tested Reason Missing Test Request Missing Student Request Out of Level Answer Documents Received Combine Request Move Request Tested Roster Issue Review Tested Roster Appeal Review Frequently Asked Questions Verification of Answer Documents Verification of Students Not Tested Not Tested Not Tested Issues View/Update Not Tested Reports Not Tested Decision Count Assessment Not Tested Historical Report Accountable Students Assessment Participation Summary Report Unable to Test Unable to Test Request View/Update Unable to Test Request Unable to Test Reports Report Printing Options Test Scores Student Test Score Reports Frequently Asked Questions (FAQs) Test Score Reports Student Analysis File Extract (SAFE) Student Record Labels Frequently Asked Questions (FAQs) Student Record Labels Annual Measurable Achievement Objective (AMAO) AMAO Summary Report Last Updated: August 11,

7 18.2 Request AMAO Appeal View/Update Appeal Download Student Data Frequently Asked Questions (FAQs) - AMAO Michigan School Accountability Scorecard (formerly AYP) Scorecard Participation Detail Proficiency Detail Educator Evaluation Compliance Factor Attendance Graduation Scorecard History Download Student Information Frequently Asked Questions (FAQs) Scorecard Scorecard Appeal Request Appeal Update/View Appeal Retract Appeal % Cap Waiver Apply for Waiver Update Waiver W-APT Update Score Information Incident Reports Create Incident Report Create Emergency Order View/Update Incident Report Administration Manage System Requests Approve System Request Last Updated: August 11,

8 Reject System Request User Maintenance Current System Roles Add a New Profile Data Entry Method Add a New Profile Copy Profile Method Update User Access Inactivate a profile List of Users Appendix A Trouble Shooting Grids are not aligned/calendar compacted to the left Last Updated: August 11,

9 1 Introduction The Secure Site provides district and school personnel, ISD/District/School administrators, and SOM administrators a central repository of student assessment data. The Secure Site is used for the following functions related to assessments: Pre-identification of students that will be assessed. Ordering of assessment materials. Incident Reporting Verification of student enrollment and demographics. Verification of scanned assessment documents and demographic information prior to reporting. Reporting why students did not test. Reporting of student assessment scores. Reporting and appeal of Scorecard results (formerly AYP). Reporting and appeal of Annual Measurable Achievement Objectives (AMAO). Assessments available are: W-APT is an assessment tool used to help determine whether students are eligible for LEP/English Learner (EL) services, and where to place them in instructional programs. WIDA ACCESS For ELLS is for K-12 students eligible for EL services and is used to assess their year-to-year English proficiency progress. MEAP (Michigan Educational Assessment Program) assesses students in grades 3-9 based on Michigan Curriculum Framework. MEAP-Access is Michigan's alternate assessment based on modified academic achievement standards in grades 3-8 for students receiving grade-level instruction who have a current IEP. MI-Access is Michigan's alternate assessment program for students with significant disabilities and when IEP teams determine that MEAP or MEAP-Access, even with accommodations, is not appropriate. MME (Michigan Merit Exam) assesses students in grade 11 (and eligible students in grade 12) based on Michigan high school core content expectations Interim Assessments These are optional assessments provided to students to measure progress throughout the school year. There is a set of assessments provided at the beginning of the year, in the middle of the year, and at the end of the year. 1.1 Manual Style Conventions The following style conventions will be used throughout the manual. Note: All cautionary notes will be highlighted in a yellow box. Last Updated: August 11,

10 Warning: All warnings will be highlighted in a red box. [Button] will indicate button on the screen. Blue Highlighted Text will indicate links on the screen. Italicized text will indicate screens. 2 Procedures 2.1 Order Materials for State Assessments Initial Material Order District or School Coordinators are responsible for ordering test materials through the Bureau Assessment and Accountability s (BAA) Secure Site. The basic materials provided to each school are listed below: Grade-level specific test administration manuals. Answer Documents/Test booklets. Accommodated versions of the tests. Ancillary materials for the return of testing materials. For the MEAP, WIDA and MEAP-Access test cycles, materials may be shipped to either the district or the school. A district-level user must indicate where the materials should be shipped and verify the SHIP TO address is correct. If the coordinator and shipping information displayed in the site are not correct, the authorized district user must go into the Educational Entity Master (EEM) at to update it. Upon arrival of the test materials, the District or School Coordinator should verify that sufficient quantities have been received. A packing list will be provided, indicating how many assessment materials are enclosed in the shipment. In addition, there is a Material Order Summary screen with the ability to view material order details and tracking information in Secure Site. School districts and schools that provide pre-id information for students by the end of the initial order window will receive pre-printed answer documents for the MEAP assessment only. Schools will also receive barcode labels for students pre-identified between the end of the initial order window and the end of the Pre-id window Additional Material Order If the initial material orders are based on sound estimates and there are no changes, then additional materials should not be needed. However, if (1) there are new students, assessment administrators, classrooms, or schools; (2) a student s IEP Team determines that a different assessment should be administered; or (3) an initial material order was not placed, then Last Updated: August 11,

11 additional orders may be needed. Only District Coordinators may place additional orders in the Secure Site Emergency Material Order Emergency tests include an entirely new set of test questions for each grade level and subject area. These provide an opportunity for a school to recover from situations that may affect its accountability statistics. Emergency tests are most commonly used in the following situations: When resumed testing is inappropriate. When a new student enrolls who has completed a portion (but not all) of a subject area test at their previous school. When tests are misadministered or unethical practices occur. 2.2 Pre-Identify Students for State Assessments Figure 1.1 Pre-ID Students Students can be identified for assessments using one of the following methods 1. MSDS Early Roster Collection 2. MSDS Copy 3. Student Test Cycle Copy (Non-public entities only) 4. Upload a file 5. Add students directly into Secure Site Pre-identify students for state assessments using MSDS Early Roster or the Bureau of Assessment & Accountability (BAA) Secure Site to receive student barcode labels. Please note that all students in tested grades are expected to test. Fall assessment pre-id runs from May through September each year. Using the MSDS Early Roster Collection is the preferred method of pre-identifying students. The following points are important when pre-identifying students: Ensure UICs used to pre-id students are the same UICs submitted for students in the MSDS general collection. When students are submitted in the Fall/Spring MSDS General Collection, the data submitted should reflect the student demographics and program participation/eligibility that apply to the student at the time of the collection. Data from the MSDS General Collections are used to build the base student demographic file used for accountability calculations. This will also ensure that the student barcode labels are created with the accurate UIC. Last Updated: August 11,

12 Race/ethnicity is required for the OEAA Component and Early Roster records must be errorfree. The Early Roster file must contain a valid Test Type in the OEAA Component denoting which assessment a student should take in each tested subject. (Test Type can be changed later through the Secure Site.) Make sure students expected to advance to the next grade in the fall have their grade level promoted in the file you submit to Early Roster. For spring assessments, BAA pre-identifies students using the most recent certified MSDS data (Fall General Collection plus any SRM records submitted before the December certification deadline with an AS OF date on or before 10/26/2012). All grade 11 (and eligible grade 12) students are pre-identified for the Michigan Merit Examination (MME); if the alternate assessment is appropriate, re-assign the student(s) to the MI-Access test cycle in the Secure Site. 2.3 Verification of Enrollment for Accountable Purposes (Students expected to test). Figure 1.2 Verification of Enrollment Compares MSDS Fall enrollment (PEPE) to the Pre-ID data and/or assessments taken. The verification of enrollment begins when the MSDS Fall Collection data is available to Secure Site. Actions available for the verification process List of students where enrollment UIC does not match the tested UIC or tested UIC does not have an enrollment match. Possible New Students list of students that tested but were not enrolled Possible Students to Exit list of students that did not test but are showing as enrolled Possible UIC Issues list of students without UICs, unresolved UICs, or duplicate UICs in Secure Site Full Enrollment list of all students enrolled in MSDS combined with Pre-ID data The Verification of Enrollment for Accountable Purposes is available at the same time as Verification of Answer Documents (Tested Roster) and indicates which students your school will be held accountable for in state assessments. The report displays student demographics as reported in the Fall/Spring General Collection. Verifying Student Enrollment: Last Updated: August 11,

13 Review Unmatched Students - students where enrollment UIC does not match the tested UIC or tested UIC does not have an enrollment match. Review Students Tested Not Enrolled in School - students that tested but were not enrolled. Submit an enrollment record in MSDS if needed. Review Students Enrolled but Not Tested - students that did not test but are showing as enrolled. Submit an exit record in MSDS if needed. Review Students Tested with Invalid, Unresolved, or Missing UICs - students without UICs, invalid UICs (no match in MSDS), unresolved UICs, or duplicate UICs in Secure Site. Changes to the Verification of Enrollment for Accountability Purposes data can only be accomplished through MSDS by submitting a Student Record Maintenance (SRM) collection. 2.4 Verification of Student Demographics Figure 1.3 Verification of Student Demographics Verify Special Education (SE) Students: List students that have taken the MEAP-Access and/or pre-id to take MI-Access but are not identified as SE in MSDS. List students that used accommodations on the MEAP and are not identified as SE in MSDS. Verify Limited English Proficient (LEP) Students: Full roster of students flagged as LEP. Verify Economically Disadvantaged (ED) Students: List students that were identified as ED and what field was used to determine ED. List students that were identified as Migratory Status (MS) List students that were identified as HL. Verify Tested Out of Grade Level (OL) Students: List students that were submitted in MSDS at a grade level other than the grade level tested for. List students that tested in MI-Access using a form that was not valid for the grade the student was enrolled in. Full enrollment list of all students with appropriate records flagged indicating the demographics above. List can be sorted by each demographic. The Verification of Student Demographics is available at the same time as Verification of Answer Documents (Tested Roster) and indicates which students your school will be held accountable for in state assessments. The report displays student demographics as reported in the Fall/Spring General Collection. Last Updated: August 11,

14 Reporting student demographics accurately is important for ensuring that the school data reflects the actual student population for accountability purposes. Inaccurate reporting may result in inaccurate identification of accountability subgroups. The demographic data that is loaded from MSDS to the Secure Site is based on the student s unique identification code (UIC), and includes the following data: Grade Level Limited English Proficient (LEP) Migrant Status Gender Students with Disabilities (SWD) Race/Ethnicity Economically Disadvantaged Homeless Student demographics will be uploaded to the Secure Site as indicated above just prior to the Verification of Student Demographics review period. Verifying Student Demographics: Review Students Taking Alternative Assessments Not SE o Student has taken or is scheduled to take a MI-Access test and is not designated as a student with SE demographic characteristic o Student has taken or is scheduled to take a MEAP-Access test and is not designated as a student with SE demographic characteristic Review Students Taking ELL Assessments not LEP o Student has taken or is scheduled to take WIDA test and is not designated as a student with LEP demographic characteristic o Student is designated with a LEP demographic characteristic and has not taken or is not scheduled to take an WIDA test Review Economically Disadvantaged Students o Free and Reduced Lunch o Direct Certified o Migratory Status (MS) o Homeless (HL) Review Students Tested Out of Grade Level o List students that were submitted in MSDS at a grade level other than the grade level tested for. o Tested in MI-Access in the fall and MI-Access in the spring using a form that was not valid for the grade the student was enrolled in. Last Updated: August 11,

15 Changes to the Verification of Student Demographics data can only be accomplished through MSDS by submitting a Student Record Maintenance (SRM) collection. 2.5 Verification of Answer Documents for Accountable Students (Tested Roster) Figure 1.4 Verification of Answer Documents Data is pulled from the MSDS enrollment and testing data for MEAP and/or MEAP-Access and MI-Access. Verify Prohibitive Behavior (PB) Students - list students that were identified from tested roster data with a PB. Provide the ability to appeal. Verify Nonstandard Accommodation (NS) Students - list students that were identified from tested roster data with a NS. Provide the ability to appeal. Verify Missing Tests - List students that have one or more content area answer document missing based on the grade and assessment. The system should not identify a test as missing if it was taken in another fall assessment. List students enrolled with no answer documents. A user should be able to report a test(s) as missing. A user should be able to submit a combine issue. A user should be able to report the reason a student did not test. Full enrollment list all students enrolled in MSDS and matched up with testing data. List can be sorted by issue type (discrepancy). Move student and missing student issues can be submitted. Tested Roster Issues list all roster issues submitted for an entity. List can be sorted by issue type (discrepancy). The Verification of Answer Documents task opens after the state receives a file of assessment results from the scoring contractor and links those results to MSDS data from the Fall/Spring General Collection. The data is then loaded in the Secure Site and displayed for schools and districts. Verifying Answer Documents for all students is critical. Missing answer documents (or missing students) must be reported at this time. Last Updated: August 11,

16 Verification of Answer Documents: Verify prohibited behavior (PB) and non- standard accommodation (NS) flags are set accurately. The result of PB and NS is invalid test scores. Verify student records with missing answer documents: o Submit a Not Tested reason for all students who did not test. o Submit Combine requests for students displaying on multiple rows. o Submit Move requests for students listed that your school did not test. o Submit Missing Test requests if the student tested and the answer documents are missing. Verify students marked Out of Level are accurate. This occurs when a student takes a different grade-level test than the grade in which they were reported in MSDS. For MME only: all three answer documents must be coded to the same school for a student to get a valid score. The sending school can either submit a Move request to get the student s Day 1, 2, or 3 answer document(s) moved out, or the receiving school can submit a Missing Test request to get the missing answer document(s) moved in. 2.6 Verification of Not Tested Students Figure 1.5 Students Not Tested Available when the MEAP, MEAP-Access and MI-Access data are all in. A list of students based on the final MSDS enrollment of a specified as of date. Only students that are missing one or more content areas (all three assessments combined) should be listed. Not Tested reasons entered as part of the Verification of Answer Documents process will display. User has the ability to submit a reason the student did not test System must remove not tested reason submitted for a student that is later identified as taking any test. Not Tested issues list of all not tested issues for an entity with the ability to filter the list. Full enrollment list all students enrolled in MSDS and matched up with testing data. The Students Not Tested window is the time for schools and districts to submit reasons as to why a student did not test. It occurs after the Tested Roster window has closed. Not Tested reasons are reviewed for possible accountability exemptions and are required for federal reporting. Last Updated: August 11,

17 Verifying Students Not Tested: Submit a Not Tested reason for all students on the Not Tested screen. Records without a Not Tested reason at the close of the Not Tested window are automatically assigned a reason of Absent. Student demographics/roster can no longer be changed during the Students Not Tested window. 3 Common Screen Functionality 3.1 Screen Header 1. Michigan Department of Education logo and Secure Site header. 2. Michigan.gov Home link to the State of Michigan home page. 3. Education Home link to the Michigan Department of Education (MDE) home page. 4. BAA Home - link to the Bureau of Assessment and Accountability Home page. 5. User Guide link to the Secure Site User Manual. 6. Help link to help information related to the screen. 7. Contact BAA - will send an to BAA Glossary link to a glossary of terms related to BAA and the State of Michigan. 9. Change Profile link to Change Profile screen to change your profile. 10. Log Off logs user off of Secure Site. 3.2 Menu Users will see menu options underneath the Secure Site Header based on the security level assigned to the individual user. For instance, if the user does not have access to Incident Reporting, the Incident Reporting menu will not display. To view the options under each menu item, mouse over the menu items and the options will appear in a dropdown list. Click the appropriate option to access the functionality. Last Updated: August 11,

18 3.3 Screen Footer 1. Michigan.gov Home link to the State of Michigan home page. 2. Education Home link to the Michigan Department of Education (MDE) home page. 3. Educational Entity Master link to EEM application which houses the information for all entities (schools/districts) 4. Log Off logs user off of Secure Site. 5. Help link to help screen for the particular screen. 6. About Us - link to the Bureau of Assessment and Accountability Home page. 7. Contact BAA will send an to BAA. 8. Accessibility Policy link to State of Michigan accessibility policy. 9. Privacy Policy link to State of Michigan privacy policy. 10. Link Policy link to State of Michigan Terms of Use, Privacy Policy, and Linking Policy page. 11. Security Policy link to State of Michigan security policy page. 3.4 Grids Grids will return a maximum of 5000 rows. If your search criteria exceed 5000 rows, you should add additional search criteria to decrease the number of rows returned Grids display the items returned as a result of a search. 1 Navigation - If the search results exceed the page size set, the navigation buttons at the bottom of the screen will allow you to navigate forward and backward one page at a time or go directly to the first or last page. 2 Page Size this determines how many items display on the page. The default is set at 10 with the ability to set it at 10, 20, and 50. Last Updated: August 11,

19 3 4 This displays the number of items returned by the search and the number of pages. Refresh Click on the refresh icon to clear all filters and sorts from the grid. Filter The filter control provides the ability to further filter the results of a search. Each column that displays this control can be used to filter the results. 1. Enter information in the textbox and click the filter icon ( ). 2. A list of options displays. Contains will display all items that contain the information entered in the textbox. StartsWith will display all items that start with the information entered in the textbox. EndsWith will display all items that end with the information entered in the textbox. 3. Select the appropriate option. 4. The grid will refresh with all items that match the filter criteria. Sort You have the ability to sort by selected columns in the grid. To determine which columns you are able to sort by, mouse over the column headings until the mouse pointer turns into a hand. 1. Click on the column heading to sort in ascending order. 2. The column heading will be highlighted with an arrow pointing up. Last Updated: August 11,

20 3. Click on the column heading again to sort in descending order. 4. The column heading will be highlighted with an arrow pointing down. 5. Click on the column heading again to remove the sort condition. 4 Request Access to Secure Site A user must have a MEIS Login in order to login to the Secure Site system. The Secure Site Login screen will contain a link to the Request MEIS ID Process. If the user has a MEIS ID but does not have access to the Secure Site system, the system will display a screen to request access after logging on with you MEIS login. District Administrator Level Access Users requesting District Administrator functions will not be able to use the request access screen in the Secure Site System. The Secure Site login screen will provide instructions on how to obtain district administrator access with a link to the District Administrator Request form that must be completed and faxed/mailed to BAA. BAA will the requestor when access to Secure Site has been established. Non-Public School Administrator Level Access Users requesting Nonpublic School Administrator functions will not be able to use the request access screen in the Secure Site System. After logging in with your MEIS login, the request for access screen will provide instructions on how to obtain non-public administrator access with a link to the Nonpublic School Administrator Request form that must be completed and faxed or mailed to BAA. The Secure Site system will the requestor when access to Secure Site has been established. District User, School Administrator, and School User Access Users requesting district user, school administrator, and/or school user access to Secure Site will have the ability to submit a request using the request access screen in the Secure Site System instead of completing the paper based request form. Reset/Change Password The Secure Site login screen will contain a Reset MEIS Password link for users to reset and/or change their MEIS password. 4.1 Request Access Screen 1. Access the Secure Site Login screen Last Updated: August 11,

21 2. Type the MEIS login in the Login Id textbox. 3. Type the MEIS password in the Password textbox. 4. Click the [Login] button or press the Enter key. 5. The MEIS login and password combination is verified in the MEIS database. If the MEIS login/password combination does not exist, the system will display an error message. Correct the MEIS login Id and/or password, Request a MEIS login Id, or Reset the MEIS password. 6. If the MEIS Login is not associated with a profile in Secure Site (i.e., the user does not have access to Secure Site), the Request Access to Secure Site screen is displayed. 7. Unless requesting District Administrator access, click the [Request Access to Secure Site] to display the Request Access to Secure Site screen. Last Updated: August 11,

22 8. Select the appropriate role from the Select Role dropdown list. Available roles are: Public School User View Only Non-public School User View Only Public School User Add/Modify Non-public School User Add/Modify Public School User Administrator Non-public School Administrator District User View Only District User Add/Modify 9. Select the appropriate ISD from the ISD dropdown list. This will populate the Select District dropdown list with the districts assigned to the ISD selected. 10. Select the appropriate district from the Select District dropdown list If the role selected has a role type of school, the Selected Schools list box will populate with all public schools assigned to the district selected To request access to one or more schools, click on each applicable school in the Schools list box and click Schools list box.. This will move all schools selected to the Selected Hint: To select multiple schools, press and hold the [Ctrl] key while clicking on each applicable school To remove one or more schools from the Selected Schools list box, click on each applicable school and press Schools list box.. This will move all schools selected back to the Select Last Updated: August 11,

23 To request access to all schools listed in the Select Schools list box, click. This will move all schools in the Select Schools list box to the Selected Schools list box To remove all schools in the Selected Schools list box, click. This will move all schools in the Selected Schools list box back to the Select Schools list box If the role selected has a role type of district, the system will provide access to all public schools within the district selected. 11. When finished selecting the appropriate entities, click the [Request BAA Access] button. 12. The request will be sent to the appropriate administrators based on the access requested If requesting school user access, the request will be sent to each Secure Site system administrator for each school selected If requesting school administrator access, the request will be sent to the Secure Site District administrator for the district the school is assigned to If requesting district user access, the request will be sent to the Secure Site District administrator for the district selected If requesting access to an entity without an administrator, the request will be sent to a State Administrator. 13. An will be sent to the requestor once the request has been approved or rejected. Separate requests must be submitted to request different roles for different entities or to request multiple roles for a single entity. 4.2 Frequently Asked Questions (FAQs) 1. Why do I get an error when logging in? There are several reasons that would cause an error when logging in. First, have you created a MEIS account? If not, you can create your MEIS account by visiting the following website: Second, verify that you typed your MEIS login Id and password correctly. The password is case sensitive and therefore you want to ensure [Caps Lock] is turned off. Finally, if you are not sure about your password, visit the following website to reset the password: 2. How do I request more than one role for a school or district? The roles were established to eliminate the need for multiple roles for the majority of users. However, in the case you do need multiple roles assigned, you must submit a separate request for each role. 3. How do I request different roles for different entities? A separate request must be submitted for each entity and the role necessary for that entity. Last Updated: August 11,

24 5 Login to Secure Site Once access has been approved, users may login to the Secure Site system using the steps outlined below. 1. Access the Secure Site Login screen 2. Type the MEIS login in the Login Id textbox. 3. Type the MEIS password in the Password textbox. 4. Click the [Login] button or press the Enter key. 5. The MEIS login and password combination is verified in the MEIS database and the Secure Site Announcements screen is displayed. If the MEIS login/password combination does not exist, the system will display an error message. Correct the MEIS login Id and/or password, Request a MEIS login Id, or Reset the MEIS password. 5.1 Announcements/Calendar Once logged on to the Secure Site, the Announcements screen is displayed which features three tabs; Specific Announcements, General Announcements, and Calendar. Here you can find current information and deadlines in relation to all assessments for the academic school year. Announcements can be filtered by Due Date, Test Period, and/or Test Cycle. This screen can be accessed at anytime while logged in by selecting the Announcements/Calendar menu option. Last Updated: August 11,

25 5.1.1 Specific Announcements The Specific Announcements tab includes announcements or reminders that are specific to the entities the user logged in has access to. The type of announcements that are listed in this tab would indicate that students have not been pre-identified, or verification of enrollment has not been accessed, or materials have not been ordered, etc General Announcements The General Announcements tab includes general items and dates that all users need to be aware of. The type of announcements in this tab would consist of procedure or system enhancements, scheduled events, or general information that BAA would like all users to review Calendar The Calendar tab displays the important dates to remember in a calendar form. The calendar can be filtered by Test Period, Test Cycle, AMAO, and Scorecard functions. Last Updated: August 11,

26 5.2 Frequently Asked Questions (FAQs) 1. Why don t I see any announcements under the Specific Announcements tab? Specific announcements are reminders to specific districts/schools and may not apply to the entity you have access to. 6 Material Orders This section describes the process for ordering materials for test cycles scheduled in the academic year. Each test cycle selected will list the specific materials available for that test cycle and the grade level for the building selected. If grade level is not indicated in the Educational Entity Master (EEM - for the building, then all grade levels that are to be assessed for the test cycle selected will display. Only enter numbers for the grade levels in the building. If you are using the online tests for any grade and content area, you do not need to order materials for that grade and content area. 6.1 Initial Material Orders The Initial Material Orders screen is used to gather the number of materials needed by grade level from schools in order to accurately print and ship materials to schools/districts. 1. Select the Initial Material Order option from the Material Orders menu. Last Updated: August 11,

27 2. The Material Order Search screen is displayed. 3. Select Test Cycle, ISD, District, and School (optional) from the dropdown lists. If you have access to more than one school (e.g., District User) and you do not select a school, the first school alphabetically that you have access to will display. To access a specific school, select the school as part of the search criteria. 4. Click the [Request/Update Initial Material Order] button. 5. The Initial Material Order Form screen will display with the materials available for the test cycle selected and each grade in the building Shipping Destination Last Updated: August 11,

28 The Shipping Destination is defaulted to District and pre-populated with the District address from EEM. If the Ship To information is incorrect, contact the appropriate district person to update the data in EEM. Material Orders for non-public entities will be shipped directly to the school. A district level user may change the shipping destination from district to school for the MEAP, WIDA and MEAP-Access assessments. If District is selected, all assessment materials for each school within the district will be sent to the district coordinator identified in the EEM. If School is selected, the Ship To information will automatically update and all assessment materials for each school within the district will be sent to the school. If the shipping destination is changed to School, the system will display the following message: For the MME assessment, the secure standard materials and non-secure materials are sent to the school MME Test Supervisor. The secure accommodated materials are sent to the MME Accommodated Coordinator. For the MI-Access assessment, all materials will be shipped directly to the district coordinator. All materials for all assessments will be shipped directly to non-public schools. Last Updated: August 11,

29 6.1.2 Ordering Materials For the MEAP assessment, the Test Booklets and Test Administration Manual counts will be populated based on the MSDS Spring Collection or the number of students that tested the previous year, whichever is higher (public schools only). These numbers may be adjusted as needed up to the posted deadline. 1. To order materials, click in a box to enter or change the quantity indicated. Use the [Tab] key to move through the standard material boxes. The [Tab] key will skip over the accommodated material boxes. 2. To order Braille and Enlarge Print kits, click on the Select Students link for the appropriate material. 3. A list of students that have been pre-identified for the content area, grade, and entity you are working on will pop up. Last Updated: August 11,

30 This grid can be filtered by UIC, Last Name, First Name, and Birth Date. See section 3.4 Grids of the manual for specific instructions on filtering grid columns. 4. Check the box in the first column of the grid for each student the material is being ordered for and click the [Submit] button To remove a student from this list, uncheck the box in the first column of the grid for each student to remove and click the [Submit] button. Click the Show Selected Students radio button at the bottom of the popup screen to filter the list by selected students only. 5. Clicking the [Submit] button will close the list of students and populate the Material Count with the number of students selected. 6. When ordering all other accommodated materials (Reader Script, Audio CD, Video, etc.) for the MEAP and MEAP-Access assessments, the Accommodated Student Count fields are required. Enter the number of students that will be using that accommodated version of the test which may be different than the number of materials being ordered. Last Updated: August 11,

31 For example, with the English Reader Script Kit, students can be tested five at a time throughout the testing window. Therefore, if you have five students that will be tested with the English Reader Script you would only need one English Reader Script Kit. In this case, enter 1 under the Material Count column for the English Reader Script Kit for the appropriate content area and then 5 under the Accommodated Student Count column for the English Reader Script Kit for the same content area. The Accommodated Student Count is used to calculate the number of additional test booklets that will be required and will prevent the school from needing to order them as additional materials later. It is important to remember that students using the Audio CD can only use them one-on-one. However if you have a limited number of students using the Audio CD and will be testing them separately throughout the testing window, you could enter 2 under the Material Count column for Audio CDs and enter 4 in the Accommodated Student Count column for the content area. 7. After entering material quantities, click on one of the following buttons: 7.1. Save This will be the only option available to users with access to only one school. Clicking the [Save] button will save the order Save and Go To Next School Order This option is available for district users or users with access to more than one school. Clicking the [Save and Go To Next School Order] button will save the order and display the next school you have access to Skip To Next School Order This option is available for district users or users with access to more than one school. Clicking the [Skip To Next School Order] button will display the next school you have access to without saving the current order Save and Go To Previous School Order This option is available for district users or users with access to more than one school. Clicking the [Save and Go To Previous School Order] button will save the order and display the previous school you have access to Skip To Previous School Order This option is available for district users or users with access to more than one school. Clicking the [Skip To Previous School Order] button will display the previous school you have access to without saving the current order Back Clicking the [Back] button will return the user to the Material Orders Search screen Reset Clicking the [Reset] button will reset the order to the previously saved numbers. The following validations will occur whenever one of the Save options is selected. One or more of the materials ordered exceeds the maximum or minimum threshold set by BAA. One set of thresholds, if exceeded will result in a warning. The order will be saved if you click the [OK] button on the warning message. Last Updated: August 11,

32 A second set of thresholds will cause the order to be suspended if you click the [OK] button on the error message. The order will need to be approved (or rejected) by BAA. Users will have the ability to update suspended orders until they are approved or rejected by BAA. The order exceeds the larger of the Pre-identified students or the number of students tested last year for the school/district. This is a warning and the order will be saved if you click the [OK] button on the warning message. An order was placed for a content area/grade that has been authorized for online testing. Building subsequently closes after the order has been saved. Appropriate users at the entity will receive an and the order will automatically be deleted. If you click the [Cancel] button on either the warning or error message, the order will not be saved and you will have the ability to update the order. Once the order has been saved, you have the ability to delete the order by clicking the [Delete] button at the bottom of the screen Order Summary Report The Order Summary Report can be viewed from the Material Order Form screen or through the Material Order Reports option under the Materials Order menu. An order must be saved for the entity before the [View Order Summary Report] button will display. To view the Order Summary from the Material Order Form: 1. Click the [View Order Summary Report] button at the bottom of the Material Order Form screen. 2. The Material Order Summary Report screen is displayed with a list of Material Orders for the entity. Last Updated: August 11,

33 Left hand side of Material Order Summary Report Right hand side of the Material Order Summary Report 3. To view a formatted Material Order Summary Report, click the [Report] button. Last Updated: August 11,

34 4. To view the material order for a listed order, click the number under the Order Number column. 5. To view the Order Detail Report for a listed order, click on the View link under the Order Detail column The Material Order Detail screen will display. Last Updated: August 11,

35 5.2. To print the Material Order Detail screen, click the [Print] button To return to the Material Order Summary Report screen, click the [Back] button at the bottom of the screen. 6. To view the packing list for a listed order, click on the View link under the Shipping Detail column. 7. To view the tracking information for a listed order, click the number under the Tracking Info column. 8. To print orders, select the orders by clicking the checkbox next to each order to print and click the [Print] button at the bottom of the screen. Last Updated: August 11,

36 9. To download orders, select the orders by clicking the checkbox next to each order to print and click the [Download] button at the bottom of the screen. 10. To return to the Material Order Form screen, click the [Back] button at the bottom of the screen Frequently Asked Questions (FAQs) Initial Orders 1. Who is responsible for completing the Initial Material Orders screen? This should be a district decision to identify the individual(s) who will enter the Initial Material Orders. The following is the level of access that you must have to enter Initial Material Orders: MEAP School or district level user MME School or district level user only MI-Access District level user only MEAP-Access School or district level user WIDA District level user only 2. Why am I getting a message when I click on the Select Shipping Destination option on the Initial Material Orders screen? For MEAP, MEAP-Access and WIDA - If someone in the district has already selected the SHIP TO option, it is selected for the whole district and if changed, it will change for the whole district. If District is selected, all assessment materials will be sent to the district office. If School is selected, then all assessment materials will be sent to each individual school. You cannot select both district and school shipping locations within a district. This field can only be updated by a district level user. 3. How do I complete the Initial Material Orders when I do not know my enrollment numbers for September? Please use your best guess based on enrollment of previous years for each grade level. You will be given an opportunity to order additional materials if needed prior to the assessment. DO NOT wait until the additional material order window to order materials. 4. How do I know if the order was saved? After you have saved your last entry, you should receive a message that your order has been saved. If you want to verify your order, you can use the [View Order Summary Report] button on the Initial Material Orders screen. Last Updated: August 11,

37 5. Why am I receiving a message that Some of the materials that have been ordered are below the minimum threshold amount? BAA has established two sets of thresholds for all required materials. This error will display if any of the order counts for a required material is lower than the acceptable threshold established by BAA. If lower than the first minimum threshold set, this is just a warning. If lower than the second threshold set, the order will be suspended and approval by BAA is required to submit the order to the vendor. You can continue to update orders in a suspended status. 6. Why am I receiving a message that Some of the materials that have been ordered are above the maximum threshold amount? BAA has established two sets of thresholds for all required materials. This error will display if any of the order counts for a required material is higher than the acceptable threshold established by BAA. If higher than the first minimum threshold set, this is just a warning. If higher than the second threshold set, the order will be suspended and approval by BAA is required to submit the order to the vendor. You can continue to update orders in a suspended status. 7. Why am I receiving a message that Some of the material order count exceeds the larger of Pre-ID or Prior Year Tested Students? This is only a warning message that indicates that one or more of the materials ordered exceed the larger of the students you pre-identified or the students tested in the prior year. If you click the [OK] button, the order will be saved. If you click the [Cancel] button, the order will not be saved and you can continue to update the order. 8. Can I print my Initial Material Orders so I have a record of it? Yes, you can print a report for each school that you have access to, even if you did not enter the order for a school. To print a copy of your order, click the [View Order Summary Report] button on the Initial Material Orders screen. You can also access the same report using the Material Order Reports option from the Material Orders menu. 9. When I tab through the screen, it will only tab through the test booklets, why? We have found that users were entering orders by grade level and tabbing through all of the materials available entering the same number, not realizing they were ordering accommodated versions of the test that were not needed. Now you can only tab through the standard materials for a grade level and to order accommodated versions of the test you will need to put our cursor in the box for each item. 10. Why are there additional items and quantities on my report that I did not order? Last Updated: August 11,

38 BAA has always ordered extra amounts of certain materials for schools in case of new students or students that may have been missed when ordering materials. We now are showing, at a district level, the additional quantities of materials that will be included, along with ancillary materials. 11. What are the Math No. of Students, Social Studies No. of Students and Science No. of Students fields used for? These fields are only available for MEAP and MEAP-Access. In the Math No. of Students, Social Studies No. of Students, Science No. of Students fields enter the number of students that will be using that accommodated version of the test you are ordering. For example, with the Reader Script, students can be tested 5 at a time throughout the testing window, therefore if you have 5 students that will be tested with the Reader Script but you only need one reader script, you would enter 1 under the Math English Reader Script Kit and then 5 under the Math No. of Students for the Reader Script. This count will be used to calculate the number of additional test booklets that will be required and will prevent the school from needing to order them as additional materials later. It is important to remember that students using the Audio CD can only use them one-on-one. However if you have a limited number of students using the Audio CD and will be testing them through the testing window, you could enter that you need 2 Audio CDs and have 4 No. of Students. 6.2 Additional Material Orders If the initial material orders are based on sound estimates and there are no changes, then additional materials should not be needed. However, if (1) there are new students, assessment administrators, classrooms, or schools; (2) a student s IEP Team determines that a different assessment should be administered; or (3) an initial material order was not placed, then additional orders may be needed. Only District level users may place additional orders in the Secure Site and should only be ordered when the district overage has been exhausted. If an Initial Material is not yet created for a test cycle, ISD, District combination, selecting the Additional Material Order option will redirect the user to Initial Material Order screen. 1. Select the Additional Material Order option from the Material Orders menu. 2. The Material Order Search screen is displayed. 3. Select Test Cycle, ISD, District, and School (optional) from the dropdown lists. Last Updated: August 11,

39 If you have access to more than one school (e.g., District User) and you do not select a school, the first school alphabetically that you have access to will display. To access a specific school, select the school as part of the search criteria. 4. Click the [Request/Update Additional Material Order] button. 5. The Additional Material Order Form screen will display with the materials available for the test cycle selected and each grade in the building. If grades are not specified in EEM, all grades for the test cycle are listed. Only enter orders for the grade levels in the building. If the Initial Material Order screen is displayed, refer to section 6.1 Initial Material Orders of this manual. Ancillary materials are only displayed on the Additional Material Orders screen. 6. Click in a box to enter or change the quantity indicated and use the [Tab] key to move through the boxes. Last Updated: August 11,

40 You will not be allowed to enter a 0 (zero) in any of the fields. 7. To maneuver through multiple buildings quickly, you can click on the [Skip To Next School Order] button at the bottom right to go to the next school. If you do not wish to enter an additional order for the building that comes up, continue to the next building by clicking the [Skip To Next School Order] button again. You can click on the [Skip To Previous School Order] button to go back to the previous building. 8. After entering material quantities, click on one of the following buttons: 8.1. Save This will be the only option available to users with access to only one school. Clicking the [Save] button will save the order Save and Go To Next School Order This option is available for district users or users with access to more than one school. Clicking the [Save and Go To Next School Order] button will save the order and display the next school you have access to Save and Go To Previous School Order This option is available for district users or users with access to more than one school. Clicking the [Save and Go To Previous School Order] button will save the order and display the previous school you have access to. 6.3 Material Orders Summary Report The Material Orders Summary Report is used to view, print, and track material orders, including those entered on the Initial Material Orders and Additional Material Orders screens. 1. User selects the Material Order Reports option from the Material Orders menu. Last Updated: August 11,

41 2. The Material Order Reports screen displays. 3. Select the Material Order Summary Report radio button from the Choose Report Option. 4. The Material Order Reports screen is refreshed with the available search criteria. 5. Enter the applicable search criteria and click the [View Report] button. Test Cycle, ISD, and District are required. 6. The Material Order Summary Report screen is displayed with a list of Material Orders for the entity. Last Updated: August 11,

42 Left hand side of Material Order Summary Report Right hand side of the Material Order Summary Report Last Updated: August 11,

43 7. To view a formatted Material Order Summary Report, click the [Report] button. 8. To view the material order for a listed order, click the number under the Order Number column. 9. To view the Order Detail Report for a listed order, click on the View link under the Order Detail column The Material Order Detail screen will display. Last Updated: August 11,

44 9.2. To print the Material Order Detail screen, click the [Print] button To return to the Material Order Summary Report screen, click the [Back] button at the bottom of the screen. 10. To view the packing list for a listed order, click on the View link under the Shipping Detail column. 11. To view the tracking information for a listed order, click the number under the Tracking Info column. 12. To print orders, select the orders by clicking the checkbox next to each order to print and click the [Print] button at the bottom of the screen. Last Updated: August 11,

45 13. To download orders, select the orders by clicking the checkbox next to each order to print and click the [Download] button at the bottom of the screen. 14. To return to the Material Order Reports screen, click the [Back] button at the bottom of the screen Order Detail Report 1. From the Order Summary Report, click the View link under the Order Detail column for the applicable order. 2. The Material Order Detail screen will display. 6.4 Schools Without an Initial Order Report The Schools Without an Initial Order Report lists all entities that have not submitted an Initial Material Order. This may be used to monitor the entities within the district that have not submitted their initial material orders. 1. User selects the Material Order Reports option from the Material Orders menu. Last Updated: August 11,

46 2. The Material Order Reports screen displays. 3. Select the Schools Without an Initial Order Report radio button from the Choose Report Option. 4. The Material Order Reports screen is refreshed with the available search criteria. 5. Enter the applicable search criteria and click the [View Report] button. Test Cycle is required. 6. The Schools Without an Initial Order Report screen is displayed listing all schools matching the search criteria entered that have not submitted an initial order. Last Updated: August 11,

47 7. To print orders, select the orders by clicking the checkbox next to each order to print and click the [Print] button. 8. To download orders, select the orders by clicking the checkbox next to each order to print and click the [Download] button. 9. To return to the Material Order Report screen, click the [Back] button at the bottom of the screen. 7 Pre-Identification of Students The BAA office sets a deadline date for each test cycle in which student answer documents will come printed with a barcode label (MEAP only) or actual barcode labels to be placed on the answer documents. When students are identified on the Secure Site for the test cycle prior to the deadline, the school will receive those students answer documents pre-printed or with pre-printed barcode labels to be placed on the answer document. After the deadline, schools should still continue to add student data on the Secure Site and print a barcode label to be placed on the student s answer document. In order for a student s answer document to be scored, the answer document must contain the correct student barcode label. All answer documents MUST have a student barcode label on it, including home schooled students. There are several ways to pre-identify a student on the Secure Site. 1. Early Roster File through MSDS this method can only be used for fall assessments (MEAP, MI- Access and MEAP-Access). Early Roster is a collection done by CEPI in MSDS. Data included in the file is used for the creation of direct certification reports. Each district must directly certify children who are members of households receiving assistance under the Food Stamp Program as eligible for Last Updated: August 11,

48 free school meals, without further application, based on information provided in an electronic data file from the Department of Human Services (DHS). Beginning with the school year, this requirement applies to all school districts participating in the National School Lunch Program (NSLP). Therefore, most districts are already familiar with and submit an Early Roster file to CEPI. If districts want submitted records to be used for MEAP, MEAP-Access, and/or MI-Access pre-identification, at least one of the OEAA (BAA) Component TestType fields must be populated. This is the preferred method to pre-identify students. 2. Pre-ID Import File Upload student information can be placed into an Excel template and converted to a.csv file that can be loaded directly to the Secure Site. The link to the template can be found on the log in page of the Secure Site titled Pre-ID Microsoft Excel Template. This file can be loaded more than once to identify a group of students. 3. MSDS Copy student information and demographics can be copied into the Secure Site from the most current available MSDS submission to the state (this includes the last general collection and all subsequent SRM collections). This is a good way for schools to identify multiple students at a time, if the students were submitted in a MSDS collection. It is important to submit SRM collections to MSDS so that the data is accurate before copying to Secure Site. 4. Student Test Cycle Copy a group of students tested at the school during a previous test cycle can be copied into a current test cycle. This method is only available to non-public schools. 5. Pre-Identify One Student at a Time if student enrollment information was not submitted in MSDS and the student did not test during a previous test cycle (nonpublic schools only), you will need to add the student(s) to your building and to the test cycle one at a time (or use the file uploads for multiple new students). You do not need to notify BAA of which option you will be using to pre-identify your students for testing regardless of which pre-id method you choose. 7.1 MSDS Early Roster Collection This is an optional collection in MSDS and may be used to submit projected student enrollment for the school year. Since this is not a certified collection, it does not impact accountability nor do the submitted data become part of the students' official records. BAA will use data submitted through the Early Roster Collection in the pre-identification of students for Fall assessments. Benefits of using Early Roster for Pre-Identification of Students for Fall Assessments: UICs are assigned and resolved early, avoiding UIC resolution tasks during the busy time period leading up to Tested Roster. Since many schools submit Early Roster already, it alleviates having to submit a separate data file to Secure Site. To be used for pre-identification, records must be error-free and include Race/Ethnicity data and the OEAA (BAA) Assessment Component. Students pre-identified after the Early Roster collection closes will need to be pre-identified through the Secure Site and will need their barcode labels printed locally. Last Updated: August 11,

49 Click here or go to for information on the Early Roster Schema Requirements for using the Early Roster File for pre-id The Office of Standards & Assessment will only pull and use Early Roster records for fall preidentification that meet the following requirements: 1. The record must contain a valid TestType for at least one content area appropriate for the student s grade level (content areas appropriate at each grade level are listed below). Valid test types include: Type 01 = MEAP, Type 02 = MEAP-Access, Type 03 = MI-Access Functional Independence (FI), Type 04 = MI-Access Supported Independence (SI), Type 05 = MI-Access Participation (P) 2. Though the MSDS application will allow all test type combinations, not all combinations of test types and content area are valid. Students who take only a single test type (MEAP, MEAP-Access, MI- Access FI, MI-Access SI, or MI-Access P) for all content areas will not present any special concerns. However, for students who take a combination of test types, please keep the following points in mind: Reading and writing must be taken using the same test type. ELA is a valid content selection only for MI-Access SI and MI-Access P (Types 04, 05). If you submit ELA for any other test type, the student will be pre-identified for reading and writing. For MI-Access FI, use reading for accessing print; writing for expressing ideas. Social Studies is a valid content area for a test type of MEAP (Type 01). 3. Although the MSDS application will allow selection of all content areas for all grades, at least one test type and content area appropriate for the grade level must be selected for the record to be used. Appropriate content areas for grade level are listed below: Grade 3 math and (reading or ELA) Grade 4 math and (reading and writing, or ELA) Grade 5 math, science and (reading or ELA) Grade 6 math, social studies and (reading or ELA) Grade 7 math and (reading and writing, or ELA) Grade 8 math, science and (reading or ELA) Grade 9 social studies (MEAP only) 4. Student Validation Status must be Error Free with Warnings or Error Free with No Warnings. 5. Student Resolution Status (unique identification code (UIC) status) must be equal to Match Found, New UIC Generated or Used Previous Resolution Result. Last Updated: August 11,

50 6. Student must have an ethnicity provided, even though it is not a required field for direct certification, it is required for fall assessment pre-id purposes. If an individual student record in the Early Roster file does not meet all of the above requirements, the record will be submitted for direct certification, but not pulled for pre-identification for any assessment Additional information regarding Early Roster A successful testing cycle can only occur with district MSDS authorized users and assessment coordinators working together, whether submitting an Early Roster file for pre-identification or updating student demographic information in MSDS. Student demographics such as special education, economically disadvantaged, etc. will be pulled into the Secure Site using the Fall MSDS general collection file and student record maintenance (SRM) files submitted through the end of October. Additional information and dates will be sent out this fall. Multiple Early Roster files can be loaded throughout the collection window for pre-identification purposes. If the same student is loaded, and is identified as an identical student (based on UIC), a duplicate record will NOT be created on the Secure Site. If a UIC number is pre-identified to more than one school and the same test type, the student with that UIC will be automatically unassigned from the first school. This will happen regardless of the method used for pre-identification (Early Roster or using pre-id functions on the Secure Site). If a student will not be testing or moves, schools can unassign the student via the Secure Site from the test cycle before the new school assigns the student to the test cycle for their school. Groups of students can be unassigned all at once from a test cycle in the Secure Site using the Mass Update functionality. Instructions can be found in the Secure Site User Manual under section Assessment Updates. The Early Roster files that meet the requirements outlined in this document will be updated from MSDS in the Secure Site every hour, on the hour. If it is not known at this time which students will be participating in MEAP-Access or MI-Access when submitting an Early Roster file, all students can be pre-identified to MEAP and then moved to the proper assessment via the Secure Site. MI-Access and MEAP-Access students, once loaded to the Secure Site, can be moved from the MEAP test cycle to the appropriate test cycle using the Mass Update functionality. Instructions can be found in the Secure Site User Manual under section Assessment Updates. Last Updated: August 11,

51 If you choose to pre-identify all students to MEAP at this time, you will need to have those students who will be taking MEAP-Access or MI-Access assigned to the correct assessment prior to the specified deadline to avoid receiving printed MEAP answer documents for these students. To receive printed barcode labels for students assigned to any fall assessment, the students would need to be pre-identified prior to the posted deadline Pre-ID Load Results After submitting students in the Early Roster collection in MSDS that had at least one OEAA (BAA) component, you can check the Pre-ID Load Results screen for any students that were not loaded due to errors. 1. Select the Pre-Id Load Results option from the Pre-Id Functions menu. 2. The Pre-Id Load Results screen is displayed. 3. Select the search criteria and click the [Search] button. ISD and District are required. You can also filter by School, Test Period and for records that were imported after a specific date using the Imported After Date. 4. The Pre-Id Load Results will refresh with a list of student records that match the search criteria selected. Last Updated: August 11,

52 5. To download the list of errors click the [Download] button at the bottom of the screen. 6. To print the list of errors click the [Print] button at the bottom of the screen. These errors can be corrected by submitting an updated Early Roster file in MSDS or loading the students using the any of the other Pre-Id options as described below. 7.2 Import File The file format requirements can be located on the Secure Site Login screen ( by clicking on the Pre-ID File Format link. The file must contain all columns and spacing indicated on the Pre-ID File Format and must be a.csv or fixed position.txt file. Multiple files can be loaded throughout the Pre-ID window. If the same student is loaded, and is identified as an identical student (based on UIC) the following rules will apply: If the district is different, the system will create a new record (barcode) for the student. If the test cycle is different, the system will create a new record (barcode) for the student. If the school is different but in the same district, the system will update the existing student record (barcode). If the grade is different but the district and the test cycle are the same, the system will update the existing student record (barcode). 1. Select Pre-Id Students from the Pre-Id Functions menu. Last Updated: August 11,

53 2. On the Pre-Id Students screen, select File Upload from the Pre-Id Method dropdown list. 3. The Pre-Id Students screen is refreshed with the search criteria available for the File Upload method. 4. Select the ISD, District, and Destination Test Period from the dropdown lists. 5. Click the [Select] button to browse for the file on your local network or PC that you want to upload. 6. Click the [Upload] button. During the file upload process the following validations are performed on the records contained in the file: User has the appropriate permissions for the entities included in the file. Buildings for each record are in the district selected above. Validate the UIC is in the UIC Master view. Validate duplicate UICs do not exist for the same test cycle. Validate age is between 3 and 26. Date of birth is in correct format. Validate UICs do not include the same digits or Last Updated: August 11,

54 Validate required fields last name, first name, DOB, district, school, test cycle, gender, and grade (if birth order is not provided, it will default to 0) Validate the test cycle for each record is within the test period selected. If there are more than 50 records with errors, the entire file will reject. UICs are validated against MSDS as follows: 1. If there is an exact match between the record uploaded and a MSDS record, the student is loaded. 2. If there are possible multiple matches between the record uploaded and MSDS records, the record is processed through UIC resolution in MSDS. 3. If there is no match for an uploaded record in MSDS, the record will not be loaded to Secure Site. Since non-public schools are allowed to load students without an UIC, the system will match students based on an exact match on First Name, Last Name, and Date of Birth View Uploaded Files/Errors If there is an error, please make sure your file is in the required format as posted on the Secure Site Login screen and that it is in a.csv or.txt file format. You can view the error messages on the Data Import screen. 1. Select the Files Uploaded option under the Pre-Id Functions menu. 2. The Data Import screen is displayed. 3. Enter search criteria and click the [Search] button. To return all files, leave the search criteria blank and click the [Search] button. Last Updated: August 11,

55 4. The Date Imported screen is refreshed with a list of imported data that meets the search criteria. The Details column lists the number of errors within the file. 5. To view the Pre-Id Students Report, click the Pre-Id Students Report link in the first column next to the appropriate row. 6. Click on the View Errors link for a list of errors within the file. 7. The Pre-ID Import Errors screen is displayed listing each error and the detail about the error. Last Updated: August 11,

56 When correcting errors, you have two choices: You can go back to your file and correct the errors and reload the file. You can download only the records with error(s), correct the file, and load the new file. 8. To print the list of errors, click the [Print] button. 9. To download the records with errors, click the [Download] button. 10. To return to the Data Imported screen, click the [Back] button at the bottom of the screen Frequently Asked Questions (FAQs) Import Files 1. What format should my file be? You can find the file format and an excel template on the login page of the Secure Site at Click on the Pre-ID File Format link for the file template. The file has to be a.csv or fixed position.txt file when loaded to the Secure Site. 2. I have an error on my file upload, what do I do? You can click on the View Errors link under the Errors column to view the errors for correction. When correcting errors, you have two choices: You can go back to your file and correct the errors and reload the file. You can download only the records with error(s), correct the file, and load the new file. 1. To download the errors in a file, click on the View Errors link on the Data Import screen. 2. Click the [Download] button at the bottom of the screen. 3. Save the file to your computer. 4. Make the corrections based on the error report and save the file. 5. Upload the file again using the instructions above. 7.3 MSDS Copy The MSDS Copy function allows users to pull up a list of students that were submitted by the district on the most recent Michigan Student Data System (MSDS) file that is available to BAA (this includes the latest general collection and all subsequent SRM collections). MSDS files are submitted by all public schools and public school academies to the state. If a private school does submit an MSDS file, they can also use this function. Once the list of students is displayed, a user can assign all, or a group of students, to a current test cycle. Students can either be assigned to the same building in which they were submitted to in MSDS or to any other school within the district the user has access to. Records can be loaded individually or by groups of students. If the same student is loaded, and is identified as an identical student (based on UIC): And the district is different; the system will create a new barcode for the student. Last Updated: August 11,

57 And the test cycle is different; the system will create a new barcode for the student. And the school is different but in the same district, the system will update the existing barcode record. And the grade is different but the district and the test cycle are the same, the system will update the existing barcode record. If a student is moved to a grade that is invalid for the destination school, the system will provide a warning message. Please note that anything that you do on this screen will not change your MSDS file that was submitted to the state. Changes only occur on the Secure Site. 1. Select Pre-Id Students from the Pre-Id Functions menu. 2. On the Pre-Id Students screen, select MSDS Copy from the Pre-Id Method dropdown list. 3. The Pre-Id Students screen is refreshed with the search criteria available for the MSDS Copy method. Last Updated: August 11,

58 4. Select the ISD, District, and Source Grade from the dropdown lists. You can further search by Source School, SE and LEP students. The dropdown lists default to all, which will return all students. This feature is helpful in pre-identifying MI-Access or WIDA students. When using the demographic search criteria (SE and LEP), the following rules apply for students: Paige Turner who is LEP and SE, Barbie Dahl who is SE, and Ginger Rayl who is LEP. SE = Yes and LEP = All, then Paige Turner and Barbie Dahl would display. SE = Yes and LEP = No, then Barbie Dahl would display. SE = Yes and LEP = Yes, then Paige Turner would display SE = All and LEP = Yes, then Paige Turner and Ginger Rayl would display. SE = All and LEP = No, then Barbie Dahl would display SE = All and LEP = All, then all three would display (as would all other students) SE = No and LEP = Yes, then Ginger Rayl would display SE = No and LEP = No, then none of these would display SE = No and LEP = All, then Ginger Rayl would display If looking for a specific student, you can also search by Last Name, First Name and Birth Date. 5. Once the search criterion is selected, click the [Search] button. 6. The MSDS Copy Search Results screen is displayed The top section of the screen lists the search criteria selected The middle section provides the ability to select the destination information. Last Updated: August 11,

59 6.3. The bottom section is a list of students that match the search criteria. 7. Select the Destination Test Cycle from the dropdown list. 8. The screen will refresh to display the Destination Grade and the Content Areas applicable to the test cycle and grade The Destination Grade will default to the Source Grade plus 1. If this is not the correct destination grade, select the appropriate Destination Grade from the dropdown list All content areas for the grade and test cycle will be checked. You can unselect content areas if appropriate. Last Updated: August 11,

60 9. Select the students from the list to assign to the test cycle, grade and content areas selected above You can select students individually by clicking the checkbox next to each student You can use the [Select All] button to select all students that match the criteria entered. Selecting the [Unselect All] will remove the checks next to all students. 10. Once you have selected the destination information and the applicable students, click the [Submit] button. 11. You will receive a confirmation message indicating the copy was completed successfully. You will remain on the screen to continue copying students to different destinations and schools View MSDS Copy Results 1. Select the Files Uploaded option under the Pre-Id Functions menu. 2. The Data Import screen is displayed. The Details column lists the number of errors within the file. 3. To view the Pre-Id Students Report, click the Pre-Id Students Report link in the first column next to the appropriate row Frequently Asked Questions (FAQs) MSDS Copy 1. What is a MSDS? Last Updated: August 11,

61 MSDS stands for Michigan Student Data System. The data is collected on student count day at the school and then submitted by the district to the state. All public schools and public academies are required to submit this information to the state. Private schools are not required to submit a MSDS to the state, however some do. General Collections are submitted to MSDS in September, February, and June (end of school year) and SRM collections can be submitted throughout the year to update student data. 2. If a private school submits a MSDS to the state, can they use this function? Yes. Private schools that do submit a MSDS to the state can use this function the same as a public school. 3. When I fill in my search criteria and click search, only one student is listed, why? Check to make sure that you did not put a name in the last name and first name field. 4. Can I change the test subjects that are checked for each student on this screen? A user cannot change content areas for MME, WIDA, MI-Access (Spring), MI-Access (P) or (SI). The system will automatically assign the student to all the applicable content areas for each of these assessments based on grade. If students will not be taking all subjects for their grade level, you can adjust this using the Pre-ID Mass Update screen. 5. When I select the Spec. Ed. or the LEP field as yes, students do not come up, why? The data is pulled from your MSDS submission to the state. Check your MSDS data submission to make sure the field was denoted for the appropriate students. 6. What is the difference between MSDS Copy and Test Cycle Copy? The MSDS function allows the user to bring up the list of students that were submitted to the state on the school s MSDS. You can select students from this list that will be testing in an upcoming test cycle. The Student Test Cycle Copy will only bring up the list of students that were registered or preidentified to take the source test cycle and is only available to non-public schools. You can select students listed from the previous test cycle to be assigned to the upcoming test cycle. This is an efficient way for private school users to move a group of students to the next test cycle without doing them one at a time. 7. Is there any way for me to check that the MSDS copy worked? Yes. You can view the Data Imported page to see the status of the MSDS Copy or you can run a Pre- Identified Student report after the file has loaded successfully. Any student listed on the report has Last Updated: August 11,

62 been pre-identified for the test cycle. See section 7.6 Pre-Identified Student Report for detailed instructions. 7.4 Test Cycle Copy Test Cycle Copy can be used to quickly copy students from a previous test cycle to a current test cycle. For example, you can retrieve a list of your 7 th grade students that tested during the Fall 2013 MEAP test cycle and select a group (or all) to copy names and demographic data to the Fall 2014 MEAP test cycle as 8 th grade students. This is the most efficient way for a non-public school to pre-identify students that have previously tested. This option is only available to non-public schools. Records can be loaded individually or by groups of students. If the same student is loaded, and is identified as an identical student (based on UIC): And the district is different; the system will create a new barcode for the student. And the test cycle is different; the system will create a new barcode for the student. And the school is different but in the same district, the system will update the existing barcode record. And the grade is different but the district and the test cycle are the same, the system will update the existing barcode record. If a student is moved to a grade that is invalid for the destination school, the system will provide a warning message. 1. Select Pre-Id Students from the Pre-Id Functions menu. 2. On the Pre-Id Students screen, select Test Cycle Copy from the Pre-Id Method dropdown list. Last Updated: August 11,

63 3. The Pre-Id Students screen is refreshed with the search criteria available for the Test Cycle Copy method. 4. Select the ISD, District, Source Test Cycle and Source Grade from the dropdown lists. You can further search by Source School. If looking for a specific student, you can also search by Last Name, First Name and Birth Date. 5. Once the search criterion is selected, click the [Search] button. 6. The Test Cycle Import screen is displayed The top section of the screen lists the search criteria selected. Last Updated: August 11,

64 6.2. The middle section provides the ability to select the destination information The bottom section is a list of students that match the search criteria. 7. Select the Destination Test Cycle from the dropdown list. Last Updated: August 11,

65 8. The screen will refresh to display the Destination Grade and the Content Areas applicable to the test cycle and grade The Destination Grade will default to the Source Grade plus 1. If this is not the correct destination grade, select the appropriate Destination Grade from the dropdown list All content areas for the grade and test cycle will be checked. You can unselect content areas if appropriate. 9. Select the students from the list to assign to the test cycle, grade and content areas selected above You can select students individually by clicking the checkbox next to each student You can use the [Select All] button to select all students that match the criteria entered. Selecting the [Unselect All] button will remove the checks next to all students. 10. Once you have selected the destination information and the applicable students, click the [Submit] button. 11. You will receive a confirmation message indicating the copy was completed successfully. You will remain on the screen to continue copying students to different destinations and schools View Test Cycle Copy Results 1. Select the Files Uploaded option under the Pre-Id Functions menu. 2. The Data Import screen is displayed. The Details column lists the number of errors within the file. 3. To view the Pre-Id Students Report, click the Pre-Id Students Report link in the first column next to the appropriate row. Last Updated: August 11,

66 7.4.2 Frequently Asked Questions (FAQs) Test Cycle Copy 1. When I fill in my search criteria and click search, only one student is listed, why? Check to make sure that you did not put a name in the last name and first name field. 2. Can I change the test subjects that are checked for each student on this screen? A user cannot change content areas for MME, WIDA, MI-Access (Spring), MI-Access (P) or (SI). The system will automatically assign the student to all the applicable content areas for each of these assessments based on grade. If students will not be taking all subjects for their grade level, you can adjust this using the Pre-ID Mass Update screen. 3. Is there a way for me to check that the Test Cycle Copy worked? Yes. You can view the Data Imported page to see the status of the Test Cycle Copy or you can run a Pre-Identified Student report after the file has loaded successfully. Any student listed on the report has been pre-identified for the test cycle. See section 7.6 Pre-Identified Student Report for detailed instructions. 4. What is the difference between MSDS copy and Test Cycle Copy? The MSDS function allows the user to bring up the list of students that were submitted to the state on the school s MSDS. You can select students from this list that will be testing in an upcoming test cycle. The Student Test Cycle Copy will only bring up the list of students that were registered or preidentified to take the source test cycle and is only available to non-public schools. You can select students listed from the previous test cycle to be assigned to the upcoming test cycle. This is an efficient way for private school users to move a group of students to the next test cycle without doing them one at a time. 7.5 Add Students Individually to Secure Site Most students should already have a record in the Secure Site. Some students may not have a record yet, such as grade 00, 01, 02, and 03 students, out of state students and those that were in private schools that did not test. 1. Select the Student Search option under the Student Information menu. 2. The Student Search screen is displayed. Last Updated: August 11,

67 Since the goal is to have only one record per student, you are required to perform a search to ensure the record does not exist in Secure Site before the [New Student] button is displayed. 3. Select the type of search. The following search options are available: 3.1. Student Number (default). This allows you to search by the local student Id Barcode if selected, the screen refreshes with the ability to search by barcode UIC if selected, the screen refreshes with the ability to search by UIC Student Information if selected, the screen refreshes with the ability to search by any combination of Last Name, First Name, Middle Name, Birth Date, ISD, District, or School. Last Updated: August 11,

68 To broaden your search you can enter the first letter of the last name, first letter of the first name, and the date of birth to accommodate possible name variations. 4. Enter search criteria and click the [Search] button. 5. The Student Search screen is refreshed with a list of students matching the criteria entered. 6. If the search results do not include the student record you are looking for, click the [New Student] button. 7. The Student Demographics screen is displayed. Last Updated: August 11,

69 Required fields are in red with an asterisk (*). The Years of Schooling and First Entered USA School fields are required for EL students only. Once the Test Cycle and Grade have been selected, the Content Areas will be updated to reflect the appropriate content areas for the test cycle and grade. If a MI-Access or MEAP-Access test cycle is selected, a message pops up requesting that you verify that the student has an IEP on file. Last Updated: August 11,

70 You are required to click the [OK] button if the student has an IEP in place indicating MI-Access or MEAP-Access as an appropriate assessment. If the student does not, then you should click Cancel and assign the student to the appropriate test cycle. Abbreviations under Other Student Information LEP - Limited English Proficiency FLEP - Formerly Limited English Proficiency SE - Special Education HS - Home Schooled MS - Migratory Status ED - Economically Disadvantaged HL Homeless 8. Enter student information and click the [Save] button. 9. The student record is saved and assigned a UIC. If a UIC was entered, the UIC is validated with MSDS UIC Master to verify it is a valid UIC. 10. The Student Demographic screen is refreshed with the assigned content areas. 11. Click the [Back] button to return to the Student Search screen Potential Duplicate Records As part of the saving process, the system checks the BAA database for potential duplicate records. If a UIC was entered the system will list any existing records with the same UIC as the student entered. If a UIC was not entered, the system will list any existing records where the first letter of the first name, the first three letters of the last name and the birth date are the same as the student entered. 1. If a potential duplicate record is located, the potential matching students will be listed in a popup screen. Last Updated: August 11,

71 2. If there is a match, select the radio button to the left of the student s name and click the [Verify] button. 3. If there is no match, click the Not the Correct Student Match. Generate a new ID for the student checkbox and click the [Verify] button. 4. Click the [Save] button on the Student Demographics screen Frequently Asked Questions (FAQs) Add Student 1. Is there an easier way to add students other than just one at a time? If the students that you need to add were reported in MSDS, you can use MSDS Copy functionality (see section 7.3 MSDS Copy). If you are a non-public school and if the students that you need to add previously tested at your school, you can use Test Cycle Copy functionality (see section 7.4 Test Cycle Copy). If the students you need to add do not fit these two criteria, then the only other option would be to use a Pre-ID file upload (see section 7.2 Import File). 2. How do I change the content areas (subjects) that the student will be taking? When assigning a student to a test cycle, the content areas based on the grade level will be automatically assigned to the student. If this needs to be changed, you can do so by going back into the assessment scheduled after it is saved or use the Student Demographics - Mass Update screen. 3. How can I verify that the student was entered correctly? You can run a Pre-Identified Student Report to verify the list of students that have been identified for testing. Students should be displayed on the report immediately following the completion of the identification process. 4. If I mark a student Home Schooled on the Student Demographics screen, do we still need to bubble Home Schooled on their answer document? No. You only need to mark Home Schooled in the Student Demographics screen on the Secure Site OR bubble it on the answer document. By doing this, the student s scores will not be included in the school or districts reports. Last Updated: August 11,

72 7.6 Pre-Identified Student Report To verify students that are identified for a test cycle on the Secure Site, you can run a Pre-Identified Student Report. All students added to a test cycle will be listed on this report along with demographic information. There are other useful ways to use the Pre-Identified Student Report if kept updated. You can use it as a printable report to verify student demographics at any time even during the Verification of Answer Documents window. You can use the report to identify how many answer documents should be returned and use it as a check off list when returning answer documents. You can identify on the report, by hand, which students did not test and why for Verification of Answer Documents and Verification of Not Tested review later. This report continuously updates as student information is updated and is not only for pre-identification. 1. Select the Pre-ID Student Report option from the Pre-ID Functions menu. 2. The Pre-ID Student Report Search screen is displayed. 3. Enter the search criteria and click the [Search] button. To run a district level report, do not select a school. The report can be run for a test period to see what students are pre-identified for all test cycles within the selected test period. Last Updated: August 11,

73 4. The Pre-ID Student Report Search screen is refreshed with a list of students that match the search criteria entered. Students with UICs that have not been resolved or validated will be highlighted in yellow on the report. Each night the Secure Site system will sync up with MSDS to pull UIC numbers for students based on the student s name, DOB and gender. It is important for all students to have the correct UIC number for reporting and accountability purposes. To resolve UIC issues, check that the student s name, DOB and gender match between the two systems. If the gender or DOB is incorrect in Secure Site you can correct them on the Student Demographics screen. If the student s name is incorrect in Secure Site, please send an to baa@michigan.gov with the way the student s name is spelled on the site, DOB and what it should be changed to and we can correct it. If the information is incorrect in MSDS, the district MSDS person can make the correction in MSDS. There is a scroll bar at the bottom of the grid to allow you to see all the information to the right of the screen. 5. Scroll to the right to see student information. Last Updated: August 11,

74 6. Scroll to the right to see which content areas the students are pre-identified for and if they will be tested online. Below the grid is a summary of the students pre-identified. Last Updated: August 11,

75 7. To print the report, click the [Print] button at the bottom of the screen. Printed Pre-Identified Students Report Abbreviations UIC - Student s Unique Identification Code as assigned in MSDS Pre-ID Date - Date student was pre-identified MA - Math content area SC - Science content area SS - Social studies content area RD - Reading content area WR - Writing content area AP Accessing Print ELA English Language Arts EI Expressing Ideas Ethnicity Values 0 - Native Hawaiian or Other Pacific Islander 1 - American Indian or Alaska Native 3 - Black or African American 4 - Hispanic or Latino 5 - White 6 - Two or More Races 9 Asian Last Updated: August 11,

76 8. To download the report to Excel, click the [Download] button at the bottom of the screen Frequently Asked Questions (FAQs) - Pre-Identified Student Report 1. What do the rows shaded in yellow mean and how do I get rid of them? This means that the UIC has not been resolved or validated with MSDS. To resolve a missing UIC number, check that the student s name, DOB and gender match between the two systems. If the gender or DOB is incorrect in Secure Site you can correct them on the Student Demographics screen. If the student s name is incorrect in Secure Site, please send an to baa@michigan.gov with the way the student s name is spelled on the site, DOB and what it should be changed to and we can correct it. If the information is incorrect in MSDS, the district MSDS person can make the correction in MSDS. 2. Does the Pre-Identified Student Report only list students who will be receiving pre-identified answer sheets? No. The Pre-Identified Student Report will list all students that are correctly identified for the test cycle. As you assigned students (at any time) to the test cycle they will be listed on the report. 3. What is the pre-id Date column? This is the date that student was pre-identified to the school. This can be used to determine if you will receive printed answer documents (MEAP only) or printed barcode labels from the contractor for the student or if the school will need to print them for the answer documents. 4. Why doesn t the report show students demographic information such as special education (SE), economically disadvantaged (ED), etc. any longer? Student demographics are pulled from MSDS just prior to the Verification of Answer Documents which is well after the pre-id window has closed. Since users are unable to enter student demographics into Secure Site and we are not pulling them from MSDS until later, there is no correct data to display during this time. 5. Why are there no students on my Pre-Identified Student Report? Make sure the students were identified for the current test period and/or test cycle. If students are not identified for a test cycle, they will not be listed on the report. 7.7 Printing Barcode Labels If a student s answer document does not come pre-identified or if you did not receive a printed barcode label from the contractor, then a barcode label must be printed from Secure Site and placed on the student s answer document. You can print a barcode label for one student or a group of students at once from the Barcode Label screen. First you have to make sure the student is assigned to the school and current test cycle. If the student shows on the Pre-Identified Student report, then the student is assigned to the test cycle. Last Updated: August 11,

77 IMPORTANT If a student does not have the correct barcode label on their answer document, the student may not receive a valid score and the school will be charged a fee. The label must be printed dark enough for the scanner to read it or it may be identified as not having a barcode label. You should use a laser printer and not an inkjet when printing barcode labels. If you use another student s pre-id answer document, you must print a barcode label from Secure Site for the correct student and place it over the top of the incorrect barcode label. If this is not done, the test scores will be attributed to the wrong student. 1. Select the Barcode Labels option from the Pre-ID Functions menu. 2. The Barcode Labels screen is displayed. 3. Select the search criteria and click the [Search] button. Your search can be narrowed to any of the following criteria: one student, a grade level, group of students assigned to the test cycle after a given date, or class group code. 4. The Barcode Labels screen is refreshed with a list of students that match the search criteria. Last Updated: August 11,

78 There is a scroll bar at the bottom of the grid to allow you to see all the information to the right of the screen. 5. At the bottom of the Barcode Labels screen, select the Starting Position (dropdown list; values 1-20) and the Number of Copies (dropdown list, values 1-5). 6. Select the students from the list to assign to the test cycle, grade and content areas selected above You can select students individually by clicking the checkbox next to each student. Last Updated: August 11,

79 6.2. You can use the [Select All] button to select all students that match the criteria entered. Selecting the [Unselect All] will remove the checks next to all students. 7. Once you have selected the appropriate information, click the [Submit] button. 8. A popup message with printing instructions is displayed. 9. Click the [OK] button. 10. System displays an Adobe Acrobat image of the labels in a new window. Last Updated: August 11,

80 11. Click the Print icon on the image. 7.8 Online Testing Reports 1. Select the Online Testing option from the Pre-Id Functions menu. 2. The Online Testing Search screen is displayed. 3. Enter search criteria and click the [Search] button. In addition to ISD, District, and Test Cycle, you are required to select either the Students or Entities radio buttons. 4. The Online Testing Search screen is refreshed with entities or students that match the search criteria. Selecting the Students radio button will provide a list of students that match the search criteria and whether or not they are approved to take the test online. Last Updated: August 11,

81 Selecting the Entities radio button will provide a list of entities that match the search criteria and whether or not they are approved for online testing. Last Updated: August 11,

82 5. To print the list of enrolled students, select the students to include on the report and click the [Print] button. Last Updated: August 11,

83 5.1. You can use the [Select All] button to select all students that match the criteria entered. Selecting the [Unselect All] will remove the checks next to all students. 6. To download the list, select the students to include in the file and click the [Download] button. 7.9 Assign SCED Codes School Codes for the Exchange of Data (SCED) presents a taxonomy and course descriptions for secondary education. The system is intended to help schools and education agencies maintain longitudinal information about students coursework in an efficient, standardized format that facilitates the exchange of records as students transfer from one school to another, or to postsecondary education. BAA has assigned the appropriate SCED codes to each assessment. During the Pre-Id process, it is recommended that districts and/or schools assign the SCED codes that best align with the courses available at the district/school. SCED codes can be assigned at the district level and will apply to all public schools within the district. SCED codes can also be assigned at the school level if the curriculum is materially different than the rest of the district. If districts do not assign SCED codes to assessments, the default SCED code established by BAA will be assigned. 1. Select the Assign SCED Codes option under the Pre-Id Functions menu. 2. The Assign SCED Codes screen is displayed. 3. Select the search criteria and click the [Search] button. Last Updated: August 11,

84 4. The Assign SCED Codes screen is refreshed with all SCED codes that have been assigned to the test cycle selected. 5. Select one or more of the SCED codes to assign to the district for the test cycle selected by clicking the checkbox next to each applicable SCED code and click the [Submit] button at the bottom of the page. 8 Student Search and Student Record Updates 8.1 Student Search 1. Select the Student Search option under the Student Information menu. 2. The Student Search screen is displayed. Last Updated: August 11,

85 3. Select the type of search. The following search options are available: 3.1. Student Number (default). This allows you to search by the local student Id Barcode if selected, the screen refreshes with the ability to search by barcode UIC if selected, the screen refreshes with the ability to search by UIC Student Information if selected, the screen refreshes with the ability to search by any combination of Last Name, First Name, Middle Name, Birth Date, ISD, District, or School. Last Updated: August 11,

86 To broaden your search you can enter the first letter of the last name, first letter of the first name, and the date of birth to accommodate possible name variations. 4. Enter search criteria and click the [Search] button. 5. The Student Search screen is refreshed with a list of students matching the criteria entered. The student name is a link to the Student Summary screen for student. Last Updated: August 11,

87 6. Click the Student Name link for the applicable student. 7. The Student Summary screen is displayed The top portion of the page displays the current demographics for the student The middle portion of the screen lists assessments scheduled The bottom section lists the assessment history for the student. If the student is currently enrolled in an entity that you have permissions to, all assessment links (scheduled and history) will be links to the Student Demographics screen. If the student is not currently enrolled in an entity you have access to, but tested previously in that entity, those assessments will be a link to the Students Demographics screen. 8. Click the Assessment link for the applicable test cycle. 9. The Student Demographics screen is displayed The top section of the screen displays the student demographic information. Last Updated: August 11,

88 9.2. The next section displays the assessment information The bottom of the screen displays PEPE District and School, any Not Tested Issues submitted, any Tested Roster issues submitted, Audit Information, and SCED Codes assigned. Last Updated: August 11,

89 8.1.1 Student History 1. To view a history of changes to the student record, click the [History] button at the top left-hand corner of the page. 2. The Student Demographic History screen is displayed. Last Updated: August 11,

90 3. Click the [Back] button to return to the Student Demographics screen Past Scores 1. To view scores on past test cycles, click the [Past Scores] button in the Assessment History section of the Student Summary screen. 2. The Past Scores screen is displayed. Last Updated: August 11,

91 3. Scroll to the right to view the Performance Level information. 4. Scroll to the right again to view the Scaled Score information. Last Updated: August 11,

92 5. Click the [Print] button to print out the score information. 6. Click the [Back] button to return to the Student Summary screen. 8.2 Update Individual Student Records Demographics Public School Students BAA will load the student demographic fields listed below from the Michigan Student Data System (MSDS). Student Number District Enrollment Date UIC District Exit Date Primary Ethnic Group Economically Disadvantaged Gender English Language Learners Birth Order Ethnicity Address Homeless City Migrant State Special Education Zip Feeder School Code Graduation Date Last Updated: August 11,

93 Formerly English Language Learners The only demographic information that can be updated for a public school student in Secure Site is: DOB and gender unless the UIC has been validated. Home School indicator, Years of Schooling, and First Entered USA School Research code1, research code2, and class group code for each content area Non-public and Home Schooled Students Only non-public schools users can and should enter the above demographics on the Secure Site and it must be done prior to the Tested Roster period. All demographic information can be updated for non-public and home schooled students in Secure Site prior to the Verification with the following exceptions: DOB and gender if the UIC has been validated. Grade level can only be updated until the tested roster window opens. 1. Enter search criteria and click the [Search] button. 2. The Student Search screen is refreshed with a list of students matching the criteria entered. 3. Click the Student Name link for the applicable student. 4. The Student Summary screen is displayed. Last Updated: August 11,

94 If the student is currently enrolled in an entity that you have permissions to, all assessment links (scheduled and history) will be links to the Student Demographics screen. If the student is not currently enrolled in an entity you have access to, but tested previously in that entity, those assessments will be a link to the Students Demographics screen. 5. Click the Assessment link for the applicable test cycle. 6. The Student Demographics screen is displayed. Below are the demographic fields that can be updated for public school students. If the HS (Home Schooled) checkbox is selected, the screen will refresh so that all demographic data can be updated. 7. After all demographic data is updated, click the [Save] button Frequently Asked Questions (FAQs) Demographic Updates 1. How do I change a student s name? If a student s name has changed or needs to be corrected, the required information to baa@michigan.gov. You will need to include the student s name as it appears on the Secure Site, student s date of birth and what the name should be. Also include the reason for the change such as adoption, typo, etc. 2. Is there a way to update Class Group Codes and Research Codes for more than one student at a time? Last Updated: August 11,

95 You can use the Mass Update screen to Class Group Codes, Research Code I and Research Code II. See Section 8.3 Mass Updates. 3. What is First Entered USA School date? This field is for English language learners (ELL) students only and is used by the Accountability unit to determine if a student may be exempt from the reading and/or writing portion of the MEAP Assessment Information The Student Summary screen will allow users to make pre-identification corrections and changes for a student such as unassign a test cycle, reassign a test cycle, and add a test cycle. The Student Demographics screen will allow users to assign and unassign content areas Add Test Cycle 1. To add a test cycle to a student, click the [Add Test Cycle] button on the Student Summary screen. 2. The Student Demographic screen is displayed. Last Updated: August 11,

96 3. Enter the appropriate information and click the [Save] button. 4. Click the [Back] button to return to the Student Summary screen. The new test cycle has been added to the Assessments Scheduled section of the screen. Last Updated: August 11,

97 Unassign a Test Cycle If a student will not be testing in an assigned test cycle for any reasons, the student can be unassigned from the test cycle. If a student is unassigned by the posted pre-identification period deadline, you will not receive pre-identified answer documents or printed barcode labels for the student. By unassigning a student, this will also remove the student from your Pre-Identified Student Report and from other screens on the Secure Site. It is not required to unassign students, however it is encouraged. This will help keep your Pre-Identified Student Report, other screens and reports on the site clean and accurate. The Accountability Office does not receive information on students that are assigned to the test cycle for accountability calculations. An exit date must be entered into MSDS for students that move to ensure that a student is not counted in your accountability calculations. Unassigning a student will NOT exclude them from accountability calculations. You can unassign more than one student at a time using the Mass Update screen. See Section 8.3 Mass Updates for more information. 1. To unassign a test cycle for a student, click the checkbox next to the test cycle to unassign and click the [Unassign] button on the Student Summary screen. 2. The Student Summary screen is refreshed. The status for the test cycle is updated with a U designating that the test cycle has been unassigned. Last Updated: August 11,

98 Frequently Asked Questions (FAQs) Unassign Test Cycle 1. Why would I want to unassign a student? If the student is assigned to the test cycle prior to the pre-id deadline, you will receive pre-identified answer document or barcode label for the student. If you unassign a student prior to the deadline, you will not receive a pre-identified answer document or barcode label for the student. If it is after the pre-id deadline, you should still unassign students from the test cycle to keep your Pre- Identified Student Report and other screens clean and accurate. It is not required to unassign a student before another school can assign them. 2. How do I reassign a student that I accidentally unassigned? See Section Reassign a Test Cycle for instructions on reassigning a test cycle. 3. Is there an easier way to unassign students instead of doing it one at a time? You can use the Mass Update screen to unassign a group of students from a test cycle. See Section 8.3 Mass Updates for instructions. 4. If I unassign a student that has moved, will that remove them from my accountability calculations? Accountability uses MSDS to determine which students should be tested for a school, therefore if a student has moved prior to or during testing, an exit date must be entered in MSDS for the student. If the student is unassigned on the Secure Site but an exit date is not entered in MSDS, the student will be included in accountability calculations Reassign a Test Cycle 1. To reassign a test cycle for a student, click the checkbox next to the test cycle to reassign and click the [Reassign] button on the Student Summary screen. Last Updated: August 11,

99 2. The Student Summary screen is refreshed. The status for the test cycle is updated removing the unassigned status Unassign a Content Area 1. To unassign a content area from a test cycle for a student, click the appropriate Assessment on the Student Summary screen. 2. The Student Demographic screen is displayed. 3. In the Assessment section of the Student Demographics screen, click the checkbox next to each content area to unassign and click the [Save] button. Last Updated: August 11,

100 4. The Student Demographics screen is refreshed with the Unassigned Content Areas section displaying the content areas unassigned for the test cycle Assign a Content Area 1. To assign a content area from a test cycle for a student, click the appropriate Assessment on the Student Summary screen. 2. The Student Demographic screen is displayed. 3. In the Assessment section of the Student Demographics screen, click the checkbox next to each content area in the Unassigned Content Areas box and click the [Assign Content Areas] button. Last Updated: August 11,

101 4. The Student Demographics screen is refreshed with the content area selected assigned to the test cycle. 8.3 Mass Updates The Student Demographics - Mass Update function allows users to update student demographic and assessment information for multiple students at a time. 1. Select the Student Demographics Mass Update option from the Student Information menu. 2. The Mass Update Search screen is displayed. Last Updated: August 11,

102 3. Select the search criteria and click the [Search] button. Required fields are Test Cycle, ISD, and District. You can further narrow your search by selecting any or all of the following criteria: School Grade Primary Ethnic Code FLEP (Formerly Limited English Proficient) LEP (Limited English Proficient) SE (Special Education) ED (Economically Disadvantaged) Homeless MS (Migratory Status) Home Schooled Assigned or Unassigned students To filter based upon specific demographic data already identified on the Secure Site, change the desired demographic field to Yes. For example, you can retrieve a list of economically disadvantaged (ED) students by selecting the Yes in the ED field and clicking on the [Search] button. Another example would be to select Yes for both ED and SE (Special Education). This will provide a list of students that are both marked as economically disadvantaged and special education. Once the Test Cycle is selected, the screen will refresh to allow you to further narrow your search by Class Group Code, Research Code 1, and/or Research Code The Mass Update screen is refreshed with a list of students matching the search criteria entered. Last Updated: August 11,

103 8.3.1 Student Demographics Updates Class Group Codes, Research Codes 1, and Research Codes 2 can be updated for a group of students at one time using the Mass Updates screen Update Class Group Code 1. To update the Class Group Code for one or more students, select Class Group Code from the Selection Criteria dropdown list. 2. Select Update from the Action dropdown list. Last Updated: August 11,

104 3. The screen will refresh with an Enter Code Values text box. 4. Select the content area to apply the Class Group Code to from the Content Area dropdown list. 5. Enter the Class Group Code in the text box. 6. Select the students to apply the Class Group Code to by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 7. Click the [Save] button. 8. The screen will be refreshed with the Class Group Code updated for the student and content area. Last Updated: August 11,

105 Remove Class Group Code 1. To update the Class Group Code for one or more students, select Class Group Code from the Selection Criteria dropdown list. 2. Select Update from the Action dropdown list. 3. Select the content area to remove the Class Group Code to from. 4. Select the students to remove the Class Group Code from by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 5. Click the [Save] button. 6. The screen will be refreshed with the Class Group Code removed for the student and content area. Last Updated: August 11,

106 Update Research Code1 1. To update the Research Code 1 for one or more students, select Research Code 1 from the Selection Criteria dropdown list. 2. Select Update from the Action dropdown list. 3. The screen will refresh with an Enter Code Values text box. 4. Select the content area to apply the Research Code 1 to from the Content Area dropdown list. Last Updated: August 11,

107 5. Enter the Research Code 1 in the text box. 6. Select the students to apply the Research Code 1 to by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 7. Click the [Save] button. 8. The screen will be refreshed with the Research Code 1 updated for the student and content area Remove Research Code1 1. To remove the Research Code 1 for one or more students, select Research Code 1 from the Selection Criteria dropdown list. Last Updated: August 11,

108 2. Select Remove from the Action dropdown list. 3. Select the content area to remove the Research Code 1 from. 4. Select the students to remove the Research Code 1 from by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 5. Click the [Save] button. 6. The screen will be refreshed with the Research Code 1 updated for the student and content area. Last Updated: August 11,

109 Update Research Code2 1. To update the Research Code 2 for one or more students, select Research Code 2 from the Selection Criteria dropdown list. 2. Select Update from the Action dropdown list. 3. The screen will refresh with an Enter Code Values text box. 4. Select the content area to apply the Research Code 2 to from the Content Area dropdown list. Last Updated: August 11,

110 5. Enter the Research Code 2 in the text box. 6. Select the students to apply the Research Code 2 to by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 7. Click the [Save] button. 8. The screen will be refreshed with the Research Code 2 updated for the student and content area Remove Research Code 2 1. To remove the Research Code 2 for one or more students, select Research Code 2 from the Selection Criteria dropdown list. Last Updated: August 11,

111 2. Select Remove from the Action dropdown list. 3. Select the content area to remove the Research Code 2 from. 4. Select the students to remove the Research Code 2 from by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 5. Click the [Save] button. 6. The screen will be refreshed with the Research Code 2 updated for the student and content area. Last Updated: August 11,

112 Frequently Asked Questions (FAQs) Demographic Updates 1. Why aren t all of my students coming up on the list of students in Mass Update? Only students that are assigned to the test cycle will come up on the search. Double check that the students you are missing are assigned to the test cycle. Check your search criteria. The students matching all the criteria that you have selected will be the only students listed. 2. How come I no longer can use the Mass Demo Update page to update student demographics such as economically disadvantaged (ED), special education (SE), etc.? BAA is now using the MSDS data to update student demographics so that all systems match and districts only need to submit it to one location. This will produce more accurate assessment reporting and accountability data. Only the Class Group Codes and Research Codes can be updated using the Mass Demo Update screen. 3. What are Class Group Codes and are they required? Class Group Codes are assigned by the school or district. Class Group Codes are optional. This field can be used to assign students to a teacher for each subject. If you assign a Class Group Code by the posted deadline, student answer document labels and/or pre-printed answer documents will be sent organized by building, subject and Class Group Code. The final reports will also group students by the Class Group Codes. If you do not assign a Class Group Code the student labels and/or preprinted answer documents will be sent organized by building, subject and grade. 4. What are Research Codes? Research Codes 1 and 2 are optional fields for the school s use. The school can determine how to use these fields and what 2 digit code they will use. The Research Codes will only be reported back on the downloadable Student Data file. Last Updated: August 11,

113 8.3.2 Assessment Updates Once students are identified for the school, there are several pre-identification fields that can be changed for a group of students at one time. The Student Demographics - Mass Update screen will allow users to make pre-identification corrections and changes for a group of students at once. Changes that can be made on this screen are: Move students to a different building within the district (district users only), Change student grade levels Unassign students from a test cycle Reassign students to a test cycle Move students from one open test cycle to another open test cycle (i.e. MEAP to MI-Access) Select or change the content areas that will be taken for the current assessment. Select or remove online testing for students Users may move students to a different test cycle, school, and grade in one step. This will unassign a student from one test cycle and assign the student to a new test cycle; this will not assign an additional test cycle to the student Move students to another test cycle 1. From the Mass Update screen, select a test cycle from the Destination Test Cycle dropdown list. Last Updated: August 11,

114 2. Select the students to move to the destination test cycle by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 3. Click the [Save] button. 4. If any of the students selected have invalid grades for the test cycle selected the following message will display: 5. To update the valid records, click the [OK] button. Clicking the [Cancel] button will not update any of the records selected. 6. To verify the changes were applied, click on the Student Name link for a student selected. 7. The Student Summary screen for that student will display. The student was unassigned to the Fall 2013 MEAP test cycle (indicated by the U in the Status column) and is now assigned to the Fall 2013 MI-Access SI test cycle. 8. Click the [Back] button to return to the Mass Update screen. Last Updated: August 11,

115 Move students to another school This option is only available to district users. Students can only be moved to another school within the district. 1. From the Mass Update screen, select a school from the Destination School dropdown list. 2. Select the students to move to the destination school by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 3. Click the [Save] button. 4. To verify the changes were applied, click on the Student Name link for a student selected. 5. The Student Summary screen for that student will display. Last Updated: August 11,

116 9. Click the [Back] button to return to the Mass Update screen Move students to another grade 1. From the Mass Update screen, select a grade from the Grade dropdown list. Last Updated: August 11,

117 2. Select the students to move to the grade by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Unchecking the checkbox in the Header will remove the checks next to all students. 3. Click the [Save] button. 4. The Mass Update screen is refreshed to reflect the selected students in the grade selected and the appropriate content areas for the grade. 5. To verify the changes were applied, click on the Student Name link for a student selected. 6. The Student Summary screen for that student will display. 10. Click the [Back] button to return to the Mass Update screen Add a content area to multiple students 5. To add a content area for one or more students, select Content Area from the Selection Criteria dropdown list. Last Updated: August 11,

118 6. Select Add from the Action dropdown list. 7. Select the content area to add. 8. Select the students to add the content area to by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 9. Click the [Save] button. 10. The screen will be refreshed with the Content Area updated for the students selected. Last Updated: August 11,

119 Remove a content area from multiple students 11. To remove a content area for one or more students, select Content Area from the Selection Criteria dropdown list. 12. Select Add from the Action dropdown list. 13. Select the content area to remove. Last Updated: August 11,

120 14. Select the students to remove the content area from by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 15. Click the [Save] button. 16. The screen will be refreshed with the Content Area updated for the students selected Add online testing to a content area Students are indicated as testing online for a content area by an O in the content they are preidentified for that has been approved for online testing by BAA. 1. To indicate one or more students will be testing online for a content area, select Test Online from the Selection Criteria dropdown list. Last Updated: August 11,

121 2. Select Yes from the Action dropdown list. 3. Select the content area. 4. Select the students to apply online testing to by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 5. Click the [Save] button. 6. The screen will be refreshed with the Content Area indicating online testing for the students selected. Last Updated: August 11,

122 Remove online testing to a content area 7. To indicate one or more students will be testing online for a content area, select Test Online from the Selection Criteria dropdown list. 8. Select No from the Action dropdown list. 9. Select the content area. Last Updated: August 11,

123 10. Select the students to apply online testing to by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 11. Click the [Save] button. 12. The screen will be refreshed with the Content Area indicating the students are assigned to the content area (X), but will not be testing online for the content area Unassign test cycle for students 1. Select the students to unassign the test cycle from by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 2. Click the [Unassign] button. 3. The screen will be refreshed with Assigned set to N for the students selected. Last Updated: August 11,

124 Reassign test cycle for students 1. Select the students to reassign the test cycle to by clicking the checkbox next to the applicable students. You can click the checkbox in the Header to select all students that match the criteria entered. Un-checking the checkbox in the Header will remove the checks next to all students. 2. Click the [Reassign] button. 4. The screen will be refreshed with Assigned set to Y for the students selected Frequently Asked Questions (FAQs) Assessment Updates 1. Why can t I select a different school in the destination school field? You can only select a school that you have access to. If you are not a district user or have not been given access to the school, it will not be an option in the drop down field. 2. Why can t I assign a student to two different test cycles using the Mass Update? You cannot ADD a test cycle using the Mass Update screen; you can only MOVE a student from one test cycle to another. Moving a student to a different test cycle on the Mass Update screen will unassign the original test cycle. 9 Verification of Student Enrollment for Accountability Purposes The Verification of Enrollment for Accountable Purposes is available at the same time as Verification of Answer Documents (Tested Roster) and indicates which students your school will be held accountable for in state assessments. The report displays student demographics as reported in the Fall/Spring General Collection. Last Updated: August 11,

125 Verifying Student Enrollment: Review Unmatched Students - students where enrollment UIC does not match the tested UIC or tested UIC does not have an enrollment match. Review Students Tested Not Enrolled in School - students that tested but were not enrolled. Submit an enrollment record in MSDS if needed. Review Students Enrolled but Not Tested - students that did not test but are showing as enrolled. Submit an exit record in MSDS if needed. Review Students Tested with Invalid, Unresolved, or Missing UICs - students without UICs, invalid UICs (no match in MSDS), unresolved UICs, or duplicate UICs in Secure Site. Changes to the Verification of Enrollment for Accountability Purposes data can only be accomplished through MSDS by submitting a Student Record Maintenance (SRM) collection. Each task has a Mark this section reviewed checkbox on the screen. This must be checked once each section has been reviewed. You still have access to the screens and are able to report any issues after the box is checked. The students listed will be used in calculations for accountability, including Michigan School Accountability Scorecard (formerly AYP) and therefore needs to be accurate and complete. Corrections to student enrollment dates, exit dates and demographic information must be made through MSDS using a Student Record Maintenance (SRM) file prior to the posted BAA deadline. Non-public School users do not have access to the Verification of Enrollment for Accountability Purposes screen. Non-public schools are not required to test their students and are not included in accountability calculations. 1. Select the Accountable Students & Test Verification option from the Student Information menu. 2. The Accountable Students & Test Verification screen is displayed. Last Updated: August 11,

126 3. Select the ISD, District, School, and Test Period and click the [Search] button. 4. The screen is refreshed with a list of tasks that need to reviewed and/or acted upon for accurate accountability calculations for the school and test period selected. The screen displays the Open Date and Close Date for the task to be completed. The Status column indicates whether or not the task has been reviewed. The red icon with a x indicates that the task has not been reviewed. A green icon with a indicates that the task has been reviewed. 9.1 Unmatched Students The Unmatched Students screen lists students where the enrollment UIC does not match the tested UIC or tested UIC does not have an enrollment match. 1. Click the Unmatched Students link on the task list. 2. The Unmatched Students screen is displayed. Last Updated: August 11,

127 Verify that the student s name, DOB and gender match between MSDS and the Secure Site. If any of the three are incorrect in MSDS, have the district MSDS person correct them. If they are incorrect in the Secure Site, a school or district level user can correct the DOB and gender in the student s demographics screen. To correct a student s name, it must be submitted to baa@michigan.gov with the name as it appears on the secure site, DOB and what it should be changed to. The district MSDS person needs to verify the UIC numbers in MSDS and submit a link request in MSDS if needed. If it is discovered that the student is associated with a UIC on the Secure Site that belongs to another student, the full information to baa@michigan.gov for assistance in resolving the UIC problem on the Secure Site. 3. To print the list of students, click the [Print] button. 4. To download the list of students, click the [Download] button. 5. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 6. Navigation options: 6.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Not Enrolled] button to access the Students Tested Not Enrolled in School screen Click the [Not Tested] button to access the Students Enrolled Not Tested In School screen Click the [UIC Issues] button to access the Students Tested With Invalid, Unresolved, or Missing UICs screen Click the [Accountable Students] button to access the Accountable Students screen. This lists all students enrolled in the school selected and/or pre-identified to test in the school selected Click the [Next Task] button to access the next task, in this case the Students Tested Not Enrolled in School screen. Last Updated: August 11,

128 9.2 Not Enrolled The Students Tested Not Enrolled in School screen lists possible new students that were not enrolled through MSDS. 1. The Students Tested Not Enrolled in School screen may be accessed using one of the following methods: 1.1. Click the [Not Enrolled] button from any of the screens related to Verification of Enrollment for Accountability Purposes Click the Students Tested Not Enrolled in School link on the task list Click the [Next Task] button from the Unmatched Students screen Click the [Previous Task] button from the Students Tested Not Enrolled in School screen. 2. The Students Tested Not Enrolled in School screen is displayed. For students listed as tested and/or pre-identified but not enrolled: Check that the school is listed as the Primary Educational Providing Entity (PEPE) on the student s demographic screen on the Secure Site. If it is not and should be, submit a PEPE change request in MSDS. Check that the student has a UIC on the Unmatched Students screen. If not, verify that the student s name, DOB and gender match between MSDS and the Secure Site. If any of the three are incorrect in MSDS, have the district MSDS person correct them in MSDS. If they are incorrect in the Secure Site, a school or district level user can correct the DOB and gender in the student s demographics screen. To correct a student s name, it must be submitted to baa@michigan.gov with the name as it appears on the secure site, DOB and what it should be changed to. Was the student new after count day? If so, a Student Record Maintenance (SRM) needs to be submitted to MSDS with the student s enrollment information. Last Updated: August 11,

129 If the student was not enrolled on or before the testing date, then this is correct and nothing needs to be done. 3. To print the list of students, click the [Print] button. 4. To download the list of students, click the [Download] button. 5. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 6. Navigation options: 6.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Unmatched] button to access the Unmatched Students screen Click the [Not Enrolled] button to access the Students Tested Not Enrolled In School screen Click the [UIC Issues] button to access the Students Tested With Invalid, Unresolved, or Missing UICs screen Click the [Accountable Students] button to access the Accountable Students screen. This lists all students enrolled in the school selected and/or pre-identified to test in the school selected Click the [Next Task] button to access the next task, in this case the Students Enrolled Not Tested in School screen Click the [Previous Task] button to access the previous task, in this case the Unmatched Students screen. 9.3 Not Tested The Students Enrolled Not Tested in School screen lists possible students to exit from the selected school in MSDS. 1. The Students Enrolled Not Tested in School screen may be accessed using one of the following methods: 1.1. Click the [Not Tested] button from any of the screens related to Verification of Enrollment for Accountability Purposes Click the Students Enrolled Not Tested in School link on the task list Click the [Next Task] button from the Students Tested Not Enrolled in School screen Click the [Previous Task] button from the Students Tested With Invalid, Unresolved, or Missing UICs screen. 2. The Students Enrolled Not Tested in School screen is displayed. Last Updated: August 11,

130 For students listed as enrolled but not tested and/or pre-identified: Did the student exit prior to the testing date? A Student Record Maintenance (SRM) needs to be submitted to MSDS with the student s exit data. The student did test at the school but is showing as not tested, then a missing issue needs to be submitted on the Tested Roster page identifying that the student tests are missing. If the student was enrolled on or before the testing date and did not test, then this is correct and nothing needs to be done. 3. To print the list of students, click the [Print] button. 4. To download the list of students, click the [Download] button. 5. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 6. Navigation options: 6.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Unmatched] button to access the Unmatched Students screen Click the [Not Tested] button to access the Students Enrolled Not Tested In School screen Click the [UIC Issues] button to access the Students Tested With Invalid, Unresolved, or Missing UICs screen Click the [Accountable Students] button to access the Accountable Students screen. This lists all students enrolled in the school selected and/or pre-identified to test in the school selected. Last Updated: August 11,

131 6.6. Click the [Next Task] button to access the next task, in this case the Students Tested With Invalid, Unresolved, or Missing UICs screen Click the [Previous Task] button to access the previous task, in this case the Students Tested Not Enrolled in School screen. 9.4 UIC Issues The Students Tested With Invalid, Unresolved, or Missing UICs screen lists students with missing, unresolved or duplicate UICs. 1. The Students Tested With Invalid, Unresolved, or Missing UICs screen may be accessed using one of the following methods: 1.1. Click the [UIC Issues] button from any of the screens related to Verification of Enrollment for Accountability Purposes Click the Students Tested With Invalid, Unresolved, or Missing UICs link on the task list Click the [Next Task] button from the Students Enrolled Not Tested in School screen Click the [Previous Task] button from the Accountable Students screen. 2. The Students Tested With Invalid, Unresolved, or Missing UICs screen is displayed. For students with missing UICs, verify that the student s name, DOB and gender match between MSDS and the Secure Site. If any of the three are incorrect in MSDS, have the district MSDS person correct them. If they are incorrect in the Secure Site, a school or district level user can correct the DOB and gender in the student s demographics screen. To correct a student s name, it must be submitted to Last Updated: August 11,

132 with the name as it appears on the secure site, DOB and what it should be changed to. For students with multiple UICs, the district MSDS person needs to verify the UIC numbers in MSDS and submit a link request in MSDS if needed. If it is discovered that the student is associated with a UIC on the Secure Site that belongs to another student, the full information to baa@michigan.gov for assistance in resolving the UIC problem on the Secure Site. 3. To print the list of students, click the [Print] button. 4. To download the list of students, click the [Download] button. 5. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 6. Navigation options: 6.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Unmatched] button to access the Unmatched Students screen Click the [Not Enrolled] button to access the Students Tested Not Enrolled in School screen Click the [Not Tested] button to access the Students Enrolled Not Tested In School screen Click the [Accountable Students] button to access the Accountable Students screen. This lists all students enrolled in the school selected and/or pre-identified to test in the school selected Click the [Next Task] button to access the next task, in this case the Accountable Students screen Click the [Previous Task] button to access the previous task, in this case the Students Enrolled Not Tested in School screen. 9.5 Accountable Students The Accountable Students screen lists all students enrolled in the school selected and/or pre-identified to test in the school selected. You may opt to use this screen to review unmatched students, students not enrolled but tested, students tested but not enrolled, and UIC discrepancies rather than perform these functions task by task as outlined above. 1. The Accountable Students screen may be accessed using one of the following methods: 1.1. Click the [Accountable Students] button from any of the screens related to Verification of Enrollment for Accountability Purposes Click the Accountable Students link on the task list Click the [Next Task] button from the Students Tested With Invalid, Unresolved, or Missing UIC screen. 2. The Accountable Students screen is displayed. Last Updated: August 11,

133 Last Updated: August 11,

134 The list of students should accurately reflect students that were enrolled at the testing date and not exited in MSDS. The list is based on the school that is identified as the Primary Educational Providing Entity (PEPE) for a student. If a testing record cannot be matched to a student s UIC with the school as the PEPE, then the tested record will be provided on the screen and indicated as N under the Enrolled column. The search can be filtered by any of the demographic fields listed in the Search Criteria section. For example, if you would like to display a list of your students who are identified as economically disadvantaged (ED), simply change the search criteria on the ED field to Yes. The Enrolled Discrepancy filter can help you identify students that enrolled during testing but have not yet been submitted in MSDS. It can also help you identify students that were enrolled and not tested because the student moved after student count day. This is a filter that can help you identify possible situations but may not be inclusive. The Tested column will indicate if the student tested (Y) or was pre-identified (P) for an assessment. The Verification of Enrollment for Accountability Purposes screens will be updated hourly through the end of the Verification of Enrollment for Accountability Purposes review period to include changes or additions that were submitted to MSDS. If you have questions about MSDS, please contact CEPI at or cepi@michigan.gov. The Accountability unit will use the final Verification of Enrollment for Accountability Purposes data for accountability calculations, including Michigan School Accountability Scorecard. Appeals will not be accepted by the accountability unit related to student exit dates, enrollment dates and demographic information that was not corrected in MSDS during this time period. 3. To print the list of students, click the [Print] button. 4. To download the list of students, click the [Download] button. 5. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 6. Navigation options: 6.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Unmatched] button to access the Unmatched Students screen Click the [Not Enrolled] button to access the Students Tested Not Enrolled in School screen Click the [Not Tested] button to access the Students Enrolled Not Tested In School screen Click the [UIC Issues] button to access the Students Tested With Invalid, Unresolved, or Missing UICs screen Click the [Previous Task] button to access the previous task, in this case the Students Tested With Invalid, Unresolved, or Missing UICs screen. Last Updated: August 11,

135 10 Verification of Student Demographics The Verification of Student Demographics is available at the same time as Verification of Answer Documents (Tested Roster) and indicates which students your school will be held accountable for in state assessments. The report displays student demographics as reported in the Fall/Spring General Collection. Reporting student demographics accurately is important for ensuring that the school data reflects the actual student population for accountability purposes. Inaccurate reporting may result in inaccurate identification of accountability subgroups. The demographic data that is loaded from MSDS to the Secure Site is based on the student s unique identification code (UIC), and includes the following data: Grade Level Limited English Proficient (LEP) Migrant Status Gender Students with Disabilities (SWD) Race/Ethnicity Economically Disadvantaged Homeless Student demographics will be uploaded to the Secure Site as indicated above just prior to the Verification of Student Demographics review period. Verifying Student Demographics: Review Students Taking Alternative Assessments Not SE o Student has taken or is scheduled to take a MI-Access test and is not designated as a student with SE demographic characteristic o Student has taken or is scheduled to take a MEAP-Access test and is not designated as a student with SE demographic characteristic Review Students Taking ELL Assessments not LEP o Student has taken or is scheduled to take WIDA test and is not designated as a student with LEP demographic characteristic o Student is designated with a LEP demographic characteristic and has not taken or is not scheduled to take an WIDA test Review Economically Disadvantaged Students o Free and Reduced Lunch o Direct Certified o Migratory Status (MS) o Homeless (HL) Review Students Tested Out of Grade Level Last Updated: August 11,

136 o o List students that were submitted in MSDS at a grade level other than the grade level tested for. Tested in MI-Access in the Fall and MI-Access in the Spring using a form that was not valid for the grade the student was enrolled in. Each task has a Mark this section reviewed checkbox on the screen. This must be checked once each section has been reviewed. You still have access to the screens and are able to report any issues after the box is checked. Changes to the Verification of Student Demographics data can only be accomplished through MSDS by submitting a Student Record Maintenance (SRM) collection. Corrections to student enrollment dates, exit dates and demographic information must be made through MSDS using a Student Record Maintenance (SRM) file prior to the posted BAA deadline. Nonpublic School users do not have access to the Verification of Enrollment for Accountability Purposes screen. Nonpublic schools are not required to test their students and are not included in accountability calculations. 1. Select the Accountable Students & Test Verification option from the Student Information menu. 2. The Accountable Students & Test Verification screen is displayed. 3. Select the ISD, District, School, and Test Period and click the [Search] button. 4. The screen is refreshed with a list of tasks the need to reviewed and/or acted upon for accurate accountability calculations for the school and test period selected. Last Updated: August 11,

137 The screen displays the Open Date and Close Date for the task to be completed. The Status column indicates whether or not the task has been reviewed. The red icon with an x indicates that the task has not been reviewed. A green icon with a indicates that the task has been reviewed Students Taking Alternative Assessments Not SE The Students Taking Alternative Assessments Not SE screen lists students that took either the MEAP- Access test or is pre-identified for MI-Access and is not indicated as a special education student in MSDS. A Student Record Maintenance (SRM) needs to be submitted to MSDS with the special education information. 1. Click the Students Taking Alternative Assessments Not SE link on the task list. 2. The Students Taking Alternative Assessments Not SE screen is displayed. Last Updated: August 11,

138 If the student is pre-identified for MI-Access in error and did not take the MI-Access then nothing needs to be done. If the student is not special education and took the wrong test, you do not need to do anything. The student will not receive a score for any MEAP-Access or MI-Access tests taken. 3. To print the list of students, click the [Print] button. 4. To download the list of students, click the [Download] button. 5. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 6. Navigation options: 6.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Not LEP in MSDS] button to access the Students Taking ELL Assessment Not LEP screen Click the [Economically Disadvantaged] button to access the Economically Disadvantaged Students screen Click the [Out of Level] button to access the Students Tested Out of Grade Level screen Click the [Accountable Students] button to access the Accountable Students screen. This lists all students enrolled in the school selected and/or pre-identified to test in the school selected Click the [Next Task] button to access the next task, in this case the Students Taking ELL Assessment Not LEP screen Students Taking ELL Assessment Not LEP The Students Taking ELL Assessment Not LEP screen lists students that have taken or are scheduled to take the WIDA ACCESS FOR ELLS test and are not designated as a student with LEP demographic characteristic and students designated with a LEP demographic characteristic that have not taken or are not scheduled to take the WIDA ACCESS FOR ELLS test. A Student Record Maintenance (SRM) needs to be submitted to MSDS with the LEP information. Last Updated: August 11,

139 1. The Students Taking ELL Assessment Not LEP screen may be accessed using one of the following methods: 1.1. Click the [Not LEP in MSDS] button from any of the screens related to Verification of Demographics Click the Students Taking ELL Assessment Not LEP link on the task list Click the [Next Task] button from the Students Taking Alternative Assessments Not SE screen Click the [Previous Task] button from the Economically Disadvantaged Students screen. 2. The Students Taking ELL Assessment Not LEP screen is displayed. 3. To print the list of students, click the [Print] button. 4. To download the list of students, click the [Download] button. 5. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 6. Navigation options: 6.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Not SE in MSDS] button to access the Students Taking Alternative Assessments Not SE screen Click the [Economically Disadvantaged] button to access the Economically Disadvantaged Students screen Click the [Out of Level] button to access the Students Tested Out of Grade Level screen Click the [Accountable Students] button to access the Accountable Students screen. This lists all students enrolled in the school selected and/or pre-identified to test in the school selected Click the [Next Task] button to access the next task, in this case the Economically Disadvantaged Students screen Click the [Previous Task] button to access the previous task, in this case the Students Taking Alternative Assessments Not SE screen. Last Updated: August 11,

140 10.3 Economically Disadvantaged The Economically Disadvantaged Students screen lists students that are eligible for Free and Reduced Lunch, Direct Certified, migratory, and/or homeless this school year. This information is pulled from MSDS. This is a school year field and if identified as ED, cannot be changed for the school year, even if it is incorrect. Students can still be identified as ED if identified as migratory in MEDS or homeless or supplemental nutrition eligible using a Student Record Maintenance (SRM) file in MSDS. 1. The Economically Disadvantaged Students screen may be accessed using one of the following methods: 1.1. Click the [Economically Disadvantaged] button from any of the screens related to Verification of Demographics Click the Economically Disadvantaged Students link on the task list Click the [Next Task] button from the Students Taking ELL Assessment Not LEP screen Click the [Previous Task] button from the Students Tested Out of Grade Level screen. 2. The Economically Disadvantaged Students screen is displayed. You can further filter this screen by Migratory and Homeless students. 3. Click the Migratory or Homeless checkbox and click the [Search] button. 4. To print the list of students, click the [Print] button. 5. To download the list of students, click the [Download] button. Last Updated: August 11,

141 6. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 7. Navigation options: 7.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Not SE in MSDS] button to access the Students Taking Alternative Assessments Not SE screen Click the [Not LEP in MSDS] button to access the Students Taking ELL Assessment Not LEP screen Click the [Out of Level] button to access the Students Tested Out of Grade Level screen Click the [Accountable Students] button to access the Accountable Students screen. This lists all students enrolled in the school selected and/or pre-identified to test in the school selected Click the [Next Task] button to access the next task, in this case the Students Tested Out of Grade Level screen Click the [Previous Task] button to access the previous task, in this case the Students Taking ELL Assessment Not LEP screen Out of Level The Students Tested Out of Grade Level screen lists students that were submitted in MSDS at a grade level other than the grade level tested for. Students tested in MI-Access in the Fall and MI-Access in the Spring using a form that was not valid for the grade the student was enrolled in will also be listed. 1. The Students Tested Out of Grade Level screen may be accessed using one of the following methods: 1.1. Click the [Out of Level] button from any of the screens related to Verification of Demographics Click the Students Tested Out of Grade Level link on the task list Click the [Next Task] button from the Economically Disadvantaged Students screen Click the [Previous Task] button from the Accountable Students screen. 2. The Students Tested Out of Grade Level screen is displayed. Last Updated: August 11,

142 If the grade is incorrect in MSDS, a Student Record Maintenance (SRM) needs to be submitted to MSDS with the correct grade level. 3. To print the list of students, click the [Print] button. 4. To download the list of students, click the [Download] button. 5. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 6. Navigation options: 6.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Not SE in MSDS] button to access the Students Taking Alternative Assessments Not SE screen Click the [Not LEP in MSDS] button to access the Students Taking ELL Assessment Not LEP screen Click the [Economically Disadvantaged] button to access the Economically Disadvantaged Students screen Click the [Accountable Students] button to access the Accountable Students screen. This lists all students enrolled in the school selected and/or pre-identified to test in the school selected Click the [Next Task] button to access the next task, in this case the Accountable Students screen Click the [Previous Task] button to access the previous task, in this case the Economically Disadvantaged Students screen. Last Updated: August 11,

143 10.5 Accountable Students The Accountable Students screen lists all students enrolled in the school selected and/or pre-identified to test in the school selected. You may opt to use this screen to review student demographic information rather than perform these functions task by task as outlined above. 1. The Accountable Students screen may be accessed using one of the following methods: 1.1. Click the [Accountable Students] button from any of the screens related to Verification of Demographics Click the Accountable Students link on the task list Click the [Next Task] button from the Students Tested Out of Grade Level screen. 2. The Accountable Students screen is displayed. Last Updated: August 11,

144 The list of students should accurately reflect students that were enrolled at the testing date and not exited in MSDS. The list is based on the school that is identified as the Primary Educational Providing Entity (PEPE) for a student. If a testing record cannot be matched to a student s UIC with the school as the PEPE, then the tested record will be provided on the screen and indicated as N under the Enrolled column. The search can be filtered by any of the demographic fields listed in the Search Criteria section. For example, if you would like to display a list of your students who are identified as economically disadvantaged (ED), simply change the search criteria on the ED field to Yes. The SE Discrepancy filter can help you identify students that have taken or are scheduled to take a MI- Access or MEAP-Access assessments and are not designated as a student with SE demographic characteristic. The LEP Discrepancy filter can help you identify students that have taken or are scheduled to take the WIDA assessment and are not designated as a student with LEP demographic characteristic or students designated with a LEP demographic characteristic and have not taken or are not scheduled to take an WIDA assessment. The Tested column will indicate if the student tested (Y) or was pre-identified (P) for an assessment. Verify the following demographics: Gender Gender is pulled from MSDS based on the gender submitted by the PEPE. This can be changed in MSDS only by the PEPE. Ethnicity Last Updated: August 11,

145 Ethnicity is pulled from MSDS based on the ethnicity submitted by the PEPE. This can be changed in MSDS only by the PEPE. SE (special education) The special education flag is pulled from MSDS based on the student s UIC of the student. This means that a school, not necessarily the submitting school or PEPE, submitted the special education information this school year for the student. This field can be changed in MSDS. MS (migratory status) Migratory status is pulled from Michigan Migrant Education Database System (MEDS) based on student s UIC. This means that a school, not necessarily the submitting school or PEPE, submitted the migratory information for this school year. This field can be changed in MEDS by contacting the Field Services: Special Populations Unit at HL (homeless) Homeless status is pulled from MSDS based on the student s UIC. This means that a school, not necessarily the submitting school or PEPE, submitted the homeless information for this school year. This is a school year field meaning that once a student is identified as homeless, this status cannot be changed for this school year even if it is incorrect. Students can still be identified as homeless using a Student Record Maintenance (SRM) file. LEP (limited English proficient) The LEP status is pulled from MSDS based on the student s UIC. This means that a school, not necessarily the submitting school or PEPE, submitted the student in a LEP program and the student has not been exited from the program as proficient. This is a school year field meaning that once a student is identified as LEP, this status cannot be changed for this school year, even if it is incorrect. Students can still be identified as LEP using the Student Record Maintenance (SRM) file. ED (economically disadvantaged) The ED status is pulled from MSDS based on the student s UIC. This means that a school, not necessarily the submitting school or PEPE, submitted the student as either migratory, direct certification, homeless or supplemental nutrition eligible this school year. This is a school year field meaning that once a student is identified as ED, this status cannot be changed for the school year, even if it is incorrect. Students can still be identified as ED if identified as migratory in MEDS or homeless or supplemental nutrition eligible using a Student Record Maintenance (SRM) file in MSDS. Home schooled or nonpublic school student is listed For a nonpublic school student, submit a Student Record Maintenance (SRM) file with the student s appropriate residency code. Last Updated: August 11,

146 For a home schooled student, submit a Student Record Maintenance (SRM) file with the student s appropriate residency code. The Verification of Demographics screens will be updated hourly through the end of the Verification of Demographics review period to include changes or additions that were submitted to MSDS. If you have questions about MSDS, please contact CEPI at or cepi@michigan.gov. The Accountability unit will use the final Verification of Demographics data for accountability calculations, including Michigan School Accountability Scorecard. Appeals will not be accepted by the accountability unit related to student exit dates, enrollment dates and demographic information that was not corrected in MSDS during this time period. 3. To print the list of students, click the [Print] button. 4. To download the list of students, click the [Download] button. 5. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 6. Navigation options: 6.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Not SE in MSDS] button to access the Students Taking Alternative Assessments Not SE screen Click the [Not LEP in MSDS] button to access the Students Taking ELL Assessment Not LEP screen Click the [Economically Disadvantaged] button to access the Economically Disadvantaged Students screen Click the [Out of Level] button to access the Students Tested Out of Grade Level screen Click the [Previous Task] button to access the previous task, in this case the Students Tested Out of Grade Level screen. 11 Frequently Asked Questions (FAQs) Verification of Enrollment and Demographics 1. What is MSDS? MSDS is the Michigan Student Data System. Districts are required to submit student data from September count day, February count day and end of year. Each district has an authorized MSDS person that submits these files. MSDS can be updated in between count days by submitting a Student Record Maintenance file. MSDS is a Center for Educational Performance and Information (CEPI) application through the Department of Technology, Management and Budget. If you have questions about MSDS, you can contact CEPI at or cepi@michigan.gov. 2. How will I know what the BAA posted deadlines are for updating the MSDS for an assessment? Last Updated: August 11,

147 An communication will be sent out to districts, schools and the listserv during the Tested Roster period. Also, deadline dates for BAA functions will be posted on the Secure Site Announcement page. If you are not sure, you can contact our call center at and press the appropriate option based on the assessment you are calling about. 3. How can I find out who my districts MSDS person is? You should contact your district office first to inquire how to contact your districts MSDS person. If you are unsuccessful, you can contact CEPI at or cepi@michigan.gov for information. 4. If the MSDS is not updated prior to the BAA posted deadline, how will this affect our school? BAA will use the student demographic information in MSDS for test cycle reporting and if MSDS is not correct, the reports will not be accurate and could negatively affect your accountability calculations. 5. Why can t I retrieve grade 11 and 12 students? Separate Verification of Enrollment for Accountability Purposes and Verification of Student Demographics windows will be available for the spring test cycles at a later date. 12 Verification of Answer Documents The Verification of Answer Documents function (formerly Tested Roster) is provided to schools after answer documents have been scanned for a test cycle. The Verification of Answer Documents function identifies the answer documents that were scanned for students along with the demographic information that was identified on the answer document and in the Michigan Student Data System (MSDS) for the test cycle. There is a separate Verification of Answer Documents window for each test cycle. During the posting of the Verification of Answer Documents, schools are asked to verify that all students and their answer documents are accounted for along with verifying the accuracy of the student s demographic information. To update student demographic information, student enrollment and exit dates, a Student Record Maintenance (SRM) file must be submitted to MSDS. It is important to know the district s MSDS person to ensure all updates are made prior to the posted BAA deadline. Hourly updates to the Verification of Answer Documents from MSDS will occur during the Verification of Answer Documents window. Only the Class Group Code, Research Code 1, Research Code 2, First Entered USA School Date (ELL students only), Years of Schooling (ELL students only), and Home School fields can be updated directly on the Secure Site. Non-public schools that do not submit a file to MSDS must update student demographics on the Secure Site prior to the Verification of Answer Documents window. Last Updated: August 11,

148 It is very important to verify students that have a prohibitive behavior or non-standard accommodation flagged on the Students With Prohibitive Behavior and Students With Non- Standard Accommodations screens are correct and if they are incorrect they must be appealed. Students marked as prohibitive behavior or non-standard accommodation will not receive a score. It is very important to verify that students who took MI-Access and MEAP-Access are all flagged as special education (SE). If they are not and should be for MEAP-Access, it must be corrected in MSDS by the end of the Verification of Answer Documents window. The MI-Access Verification of Answer Documents period is AFTER the deadline for making corrections in MSDS, so it is very important to make sure that students taking MI-Access are identified as special education prior to the MI-Access Verification of Answer Documents window. Students that are not flagged as special education will not receive a MI-Access or MEAP-Access score. This is the final opportunity for schools to update student demographic information in MSDS to be used for assessment reporting, accountability calculations and to report missing answer documents for students that were assessed. Student demographics and exit status will not be appealable for accountability calculations after the Verification of Answer Documents window closes. Each task has a Mark this section reviewed checkbox on the screen. This must be checked once each section has been reviewed. You still have access to the screens and are able to report any issues after the box is checked. Once a review has been completed, a final copy of the Tested Roster Report should be printed for your records. When the Verification of Answer Documents window has closed, it will no longer be accessible to users. 1. Select the Accountable Students & Test Verification option from the Student Information menu. 2. The Accountable Students & Test Verification screen is displayed. Last Updated: August 11,

149 3. Select the ISD, District, School, and Test Period and click the [Search] button. 4. The screen is refreshed with a list of tasks the need to reviewed and/or acted upon for accurate accountability calculations for the school and test period selected. The screen displays the Open Date and Close Date for the task to be completed. The Status column indicates whether or not the task has been reviewed. The red icon with an x indicates that the task has not been reviewed. A green icon with a indicates that the task has been reviewed Prohibitive Behavior The Students With Prohibitive Behaviors screen lists all students where the answer document was marked as prohibitive behavior (e.g., cheating, cell phone, etc.) 1. Click the Prohibitive Behavior link on the task list. 2. The Students With Prohibitive Behaviors screen is displayed. Last Updated: August 11,

150 Student answer documents that were marked with a prohibitive behavior or a nonstandard accommodation will not receive a score. It is VERY IMPORTANT that these students are reviewed and verified. 3. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 4. Navigation options: 4.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Non-Standard Accommodations] button to access the Students With Non-Standard Accommodations screen Click the [Missing Tests] button to access the Missing Tests screen Click the [Out of Level] button to access the Students Tested Out of Grade Level screen Click the [Answer Documents Received] button to access the Answer Documents Received screen. This screen lists all students enrolled in MSDS and matched up with testing data/answer documents Click the [Tested Roster Issues] button to access the Tested Roster Issues screen Click the [Tested Roster Appeals] button to access the Tested Roster Appeals screen Click the [Next Task] button to access the next task, in this case the Students With Non-Standard Accommodations screen. Last Updated: August 11,

151 Appeal Prohibitive Behavior If an answer document was incorrectly marked as Prohibitive Behavior, you must submit an appeal. 1. Click checkbox next to the applicable student and click the [Appeal] button. 2. The Tested Roster Appeal Prohibitive Behavior screen is displayed. Last Updated: August 11,

152 3. After making the appropriate selections, click the [Submit] button Non-Standard Accommodations The Students With Non-Standard Accommodations screen lists all students where the answer document was marked as Non-Standard Accommodation. 1. The Students With Non-Standard Accommodations screen may be accessed using one of the following methods: 1.1. Click the [Non-Standard Accommodations] button from any of the screens related to Verification of Answer Documents Click the Non-Standard Accommodations link on the task list Click the [Next Task] button from the Students With Prohibitive Behavior screen Click the [Previous Task] button from the Missing Tests screen. 2. The Students With Non-Standard Accommodations screen is displayed. Last Updated: August 11,

153 Student answer documents that were marked with a prohibitive behavior or a nonstandard accommodation will not receive a score. It is VERY IMPORTANT that these students are reviewed and verified. 3. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 4. Navigation options: 4.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Prohibitive Behavior] button to access the Students With Prohibitive Behavior screen Click the [Missing Tests] button to access the Missing Tests screen Click the [Out of Level] button to access the Students Tested Out of Grade Level screen Click the [Answer Documents Received] button to access the Answer Documents Received screen. This screen lists all students enrolled in MSDS and matched up with testing data/answer documents Click the [Tested Roster Issues] button to access the Tested Roster Issues screen Click the [Tested Roster Appeals] button to access the Tested Roster Appeals screen Click the [Next Task] button to access the next task, in this case the Missing Students screen Click the [Previous Task] button to access the previous task, in this case the Students With Prohibitive Behavior screen. Last Updated: August 11,

154 Appeal Non-standard Accommodations If an answer document was incorrectly marked as Non-standard Accommodation, you must submit an appeal. 1. Click checkbox next to the applicable student and click the [Appeal] button. 2. The Tested Roster Appeal Non-Standard Accommodation screen is displayed. Last Updated: August 11,

155 3. After making the appropriate selections, click the [Submit] button Missing Tests The Missing Tests screen lists students that have one or more content area answer document missing based on the grade and test cycle and students that are enrolled with no answer documents. If the content area was taken in another fall assessment, the student will not be listed. If there is a missing test(s) for a student that is listed and you are sure that they took that test(s) during the given test cycle, you will want to submit a missing test request. DO NOT submit a missing test issue for students that moved into your school during the MEAP, MEAP- Access, WIDA, or MI-Access test cycle and tested at a previous school. Scores will be reported to the school where the test was taken. IMPORTANT FOR MME: If a new student moved into your school during the MME and took only one or two days of testing at your school, then you should submit the one or two taken at a previous school as a missing test. In order for a student to receive full MME scores all three days must be included in the same school. 1. The Missing Tests screen may be accessed using one of the following methods: 1.1. Click the [Missing Tests] button from any of the screens related to Verification of Answer Documents Click the Missing Tests link on the task list Click the [Next Task] button from the Students With Non-Standard Accommodations screen. Last Updated: August 11,

156 1.4. Click the [Previous Task] button from the Students Tested Out of Grade Level screen. 2. The Missing Students screen is displayed. 3. To print the list of students with missing tests, click the [Print] button. 4. To download the list of students with missing tests, click the [Download] button. 5. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 6. Navigation options: 6.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Prohibitive Behavior] button to access the Students With Prohibitive Behavior screen Click the [Non-Standard Accommodations] button to access the Students With Non-Standard Accommodations screen Click the [Out of Level] button to access the Students Tested Out of Grade Level screen Click the [Answer Documents Received] button to access the Answer Documents Received screen. This screen lists all students enrolled in MSDS and matched up with testing data/answer documents Click the [Tested Roster Issues] button to access the Tested Roster Issues screen Click the [Tested Roster Appeals] button to access the Tested Roster Appeals screen Click the [Next Task] button to access the next task, in this case the Students Tested Out of Grade Level screen Click the [Previous Task] button to access the previous task, in this case the Students With Non- Standard Accommodations screen. Last Updated: August 11,

157 You have the ability to create a Not Tested, Missing Test, or Missing Student Issue from this screen Not Tested Reason 1. If the student did not take the test, select the student record by clicking the checkbox for the appropriate student and click the [Not Tested] button. 2. The Not Tested Reason screen is displayed. 3. After making the appropriate selections, click the [Submit] button Missing Test Request 1. If the student did take the test and the answer document is missing, select the student record by clicking the checkbox for the appropriate student and click the [Missing Test] button. To submit the same Missing Test Issue to multiple students, click the checkbox next to each student and click the [Missing Test] button. 2. The Missing Tested Roster Issue screen is displayed. Last Updated: August 11,

158 3. Select the Source Test Cycle. 4. The screen will refresh the Missing Answer Documents based on the test cycle selected. 5. After making the appropriate selections, click the [Submit] button. 6. A request to locate the missing test will be submitted via the Roster Issues function. Last Updated: August 11,

159 You can view the status of your request by clicking on the [Tested Roster Issues] button from any Verification of Answer Documents screen. The status will be reported as Open, In Process, Rejected (located) or Approved (Not Found). If not found by the BAA, it will be forwarded to the contractor for further investigation. The test for the student will not show up on the tested roster unless the student s answer document is found prior to the end of the Verification of Answer Documents window Missing Student Request If there is a student that you know tested at your school, but doesn t appear on the list you can submit a Missing Student Issue. 1. Click the [Missing Student] button. 2. The Missing Student screen is displayed. 3. After making the appropriate selections, click the [Submit] button. 4. A request to locate the missing test(s) will be submitted via the Roster Issues function. You can view the status of your request by clicking on the [Tested Roster Issues] button from any Verification of Answer Documents screen. The status will be reported as Open, In Process, Rejected (located) or Approved (Not Found). If not found by the BAA, it will be forwarded to the contractor for further investigation. The student will not show on the tested roster unless the student s answer document is found prior to the end of the Verification of Answer Documents window Out of Level The Students Tested Out of Grade Level screen lists students that were submitted in MSDS at a grade level other than the grade level tested for. Students tested in MI-Access in the Fall and MI-Access in the Spring using a form that was not valid for the grade the student was enrolled in will also be listed. 1. The Students Tested Out of Grade Level screen may be accessed using one of the following methods: 1.1. Click the [Out of Level] button from any of the screens related to Verification of Answer Documents Click the Students Tested Out of Grade Level link on the task list Click the [Next Task] button from the Missing Tests screen Click the [Previous Task] button from the Answer Documents Received screen. 2. The Students Tested Out of Grade Level screen is displayed. Last Updated: August 11,

160 If the grade is incorrect in MSDS, a Student Record Maintenance (SRM) needs to be submitted to MSDS with the correct grade level. 3. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 4. Navigation options: 4.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Prohibitive Behavior] button to access the Students With Prohibitive Behavior screen Click the [Non-Standard Accommodations] button to access the Students With Non-Standard Accommodations screen Click the [Missing Tests] button to access the Missing Tests screen Click the [Answer Documents Received] button to access the Answer Documents Received screen. This screen lists all students enrolled in MSDS and matched up with testing data/answer documents Click the [Tested Roster Issues] button to access the Tested Roster Issues screen Click the [Tested Roster Appeals] button to access the Tested Roster Appeals screen Click the [Next Task] button to access the next task, in this case the Answer Documents Received screen Click the [Previous Task] button to access the previous task, in this case the Missing Tests screen Answer Documents Received The Answer Documents Received screen lists all students enrolled in the school selected and matched up with testing data (answer documents received). You may opt to use this screen to review student Last Updated: August 11,

161 demographic information and submit issues rather than perform these functions task by task as outlined above. All combine and move issues are submitted from this page only. 7. The Answer Documents Received screen may be accessed using one of the following methods: 7.1. Click the [Answer Documents Received] button from any of the screens related to Verification of Answer Documents Click the Answer Documents Received link on the task list Click the [Next Task] button from the Students Tested Out of Grade Level screen. 8. The Answer Documents Received screen is displayed. The search can be filtered by any of the demographic fields listed in the Search Filter section. For example, if you would like to display a list of your students who are identified as economically disadvantaged (ED); simply change the search criteria on the economically disadvantaged (ED) field to Yes. You can also filter by multiple demographics. Test Discrepancy is a great way to identify answer documents that were not received by the contractor and may be missing. Remember that only tests taken for the test cycle selected will show as tested and if a student did not take a content area of the selected test cycle, it will show as not received and that is correct. Search Criteria Definitions Test Cycle - Select the current test cycle from the drop-down menu. This is a required field. Grade - If you select a grade level, your search will result in only students matching the selected grade level. If you leave this field at [All], all students will be listed. Gender - If you select a gender, your search will result in only students matching the selected gender. If you leave this field at [All], all students will be listed. Last Updated: August 11,

162 Primary Ethnic Group - If you select a primary ethnic group, your search will result in only students matching the selected primary ethnic group. If you leave this field at [All], all students will be listed. Test Discrepancy - If you select Yes, your search will result in only students that do not have all three tests identified as received. If you select No, your search will result in only students that have all three tests identified as received. This is a good tool to verify that all student answer documents have been received. If you leave this field at [All], all students will be listed. PB - If you select Yes, your search will result in only students that were marked with a prohibitive behavior. If you select No, your search will result in only students that were not marked with a prohibitive behavior. If you leave this field as [All], all students will be listed. NS Accommodation - If you select Yes, your search will result in only students that were identified as having a nonstandard accommodation on the test. If you select No, your search will result in only students that were not identified as having a nonstandard accommodation. If you leave this field at [All], all students will be listed. Accommodation - If you select Yes, your search will result in only students that were identified as having an accommodation on the test. If you select No, your search will result in only students that were not identified as having accommodations. If you leave this field at [All], all students will be listed. LEP - If you select Yes, your search will result in only students that were identified as limited English proficient. If you select No, your search will result in only students that were not identified limited English proficient. If you leave this field at [All], all students will be listed. SE - If you select Yes, your search will result in only students that were identified as special education. If you select No, your search will result in only students that were not identified as special education. ED - If you select Yes, your search will result in only students that were identified as economically disadvantaged. If you select No, your search will result in only students that were not identified economically disadvantaged. If you leave this field at [All], all students will be listed. HS - If you select Yes, your search will result in only students that were identified as home schooled. If you select No, your search will result in only students that were not identified home schooled. If you leave this field at [All], all students will be listed. Homeless - If you select Yes, your search will result in only students that were identified as homeless. If you select No, your search will result in only students that were not identified as homeless. If you leave this field at [All], all students will be listed. MS - If you select Yes, your search will result in only students that were identified as migratory status. If you select No, your search will result in only students that were not identified as migratory status. If you leave this field as [All], all students will be listed. Last Updated: August 11,

163 FLEP - If you select Yes, your search will result in only students that were identified as formerly limited English proficient. If you select No, your search will result in only students that were not identified formerly limited English proficient. If you leave this field at [All], all students will be listed. Out-of-Level - If you select Yes, your search will result in only students that were identified as out-oflevel. If you select No, your search will result in only students that were not identified as out-of-level. If you leave this field as [All], all students will be listed. Misadministered Test If you select Yes, your search will result only in students that were identified by BAA, contractor or the school as being involved in a misadministration. 9. Select the search criteria and click the [Search] button. 10. The Answer Documents Received screen is refreshed with a list of students that match the search criteria. The [Not Tested], [Appeal PB], [Appeal NS], [Missing Test], and [Missing Student] buttons work as described above. Last Updated: August 11,

164 11. To print the list of enrolled students, select the students to include on the report and click the [Report] button You can use the [Select All] button to select all students that match the criteria entered. Selecting the [Unselect All] will remove the checks next to all students. 12. To download the list of students with missing tests, click the [Download] button. 13. Click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 14. Navigation options (at the top of the screen): Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Prohibitive Behavior] button to access the Students With Prohibitive Behavior screen Click the [Non-Standard Accommodations] button to access the Students With Non-Standard Accommodations screen Click the [Missing Tests] button to access the Missing Tests screen Click the [Out of Level] button to access the Students Tested Out of Grade Level screen Click the [Tested Roster Issues] button to access the Tested Roster Issues screen Click the [Tested Roster Appeals] button to access the Tested Roster Appeals screen Click the [Previous Task] button to access the previous task, in this case the Students Tested Out of Grade Level screen s screen Combine Request If you have a student that is listed on two or three separate lines on the Answer Documents Received screen, then it needs to be submitted as a Combine request. A State Administrator will review your request and approve it or reject it with an explanation. The combine will only be visible on the Answer Documents Received screen once it is approved. Last Updated: August 11,

165 1. Select the students to combine by clicking the checkbox next to each student and click the [Combine] button. 2. The Combine Tested Roster Issue screen is displayed. If you need to view additional student information to determine if you want the students combined, you can click on the Student Name link to view the Student Demographics screen. Click the [Back] button on the Student Demographics screen to return to the Combine Tested Roster Issue screen. 3. After making the appropriate selections, click the [Submit] button. Under the primary column to the right of the combine column, select one record which will be the primary record. 4. The combine request will be submitted via the Roster Issues function. You can view the status of your request by clicking on the [Tested Roster Issues] button from any Verification of Answer Documents screen. The status will be reported as Open, In Process, Rejected or Approved Move Request If a student is listed on the Answer Documents Received screen and did not test at your school and no answer document was returned for the student by your school, then you want to request that the student be moved out of your school. Last Updated: August 11,

166 For MEAP, MEAP-Access, WIDA, and MI-Access, if a student took the test at your school prior to moving, do not submit a move request. BAA will not move a student from the building in which they tested. IMPORTANT FOR MME: For MME only, if a student did not complete all three portions of the MME due to a move to another school, you will submit this as a move request so that all of the student s answer documents will be listed with one school in order to receive full MME scores. 1. Select the student to move by clicking the checkbox next to the student and click the [Move] button. 2. The Move Tested Roster Issue screen is displayed. If you have access to more than one school, the School dropdown list will be populated with the schools you have access to. If you don t know where the student moved to or don t have access to the school the student moved to, click the Move Out checkbox. Otherwise, select the school to move the student to. 3. After making the appropriate selections, click the [Submit] button. 4. The move request will be submitted via the Roster Issues function. Last Updated: August 11,

167 You can view the status of your request by clicking on the [Tested Roster Issues] button from any Verification of Answer Documents screen. The status will be reported as Open, In Process, Rejected or Approved Tested Roster Issue Review 1. The Tested Roster Issues screen may be accessed using one of the following methods: 1.1. Click the [Tested Roster Issues] button from any of the screens related to Verification of Answer Documents Click the Tested Roster Issues link on the task list. 2. The Tested Roster Issues screen is displayed. 3. Enter search criteria and click the [Search] button. 4. The Tested Roster Issues screen is refreshed with tested roster issues that match the search criteria. 5. Click the Issue # link to view the issue details. Last Updated: August 11,

168 Issue Status Definitions Open the issue has not yet been reviewed In Process the issue is being researched by the BAA office Not Found the missing student or missing test was not found by the BAA office and has been submitted to the contractor for further investigation. Accepted the issue has been resolved to the specifications of the user s request Rejected the issue was rejected 12.7 Tested Roster Appeal Review 6. To review the status of appeals submitted, click the [Tested Roster Appeals] button on any of the screens related to the Verification of Answer Documents function. 7. The Tested Roster Appeals screen is displayed. 8. Enter search criteria and click the [Search] button. 9. The Tested Roster Appeals screen is refreshed with a list of appeals that match the search criteria. 10. Click the Appeal Number link to view the appeal details. 11. The Tested Roster Appeal- Prohibitive Behavior or Tested Roster Appeal- Non-Standard Accommodation screen is displayed for the selected appeal Frequently Asked Questions Verification of Answer Documents 1. What am I supposed to do during the Verification of Answer Documents window? Last Updated: August 11,

169 You need to verify that all students that tested and their answer documents are accounted for, report any missing students, missing test, out of level or combine requests and make sure that all student demographic information is correct. Don t forget to also check your Verification of Enrollment list which will include all students listed on your enrollment from MSDS and not just the students that tested. 2. What if I have a missing student or missing test? Please a Missing Student or Missing Test issue on the Missing Test or Answer Documents Received screen. Remember this is an issue that you are submitting and you will NOT see any changes to the tested roster until it has been resolved by BAA. 3. How do I combine a student that is listed as two separate students on the Answer Documents Received screen? Please submit a request to combine the student records using the Combine feature on the Answer Documents Received screen. Remember this is an issue that you are submitting and you will NOT see any changes to the tested roster until it has been resolved by BAA. 4. How do I remove a student that moved after testing? You cannot remove a student that tested at your school for MEAP, MEAP-Access, MI-Access and WIDA even if they moved the next day. The student s scores will be reported on your school s reports for the test(s) that were taken at your school. If the student did not test at your school submit a Move request on the Answer Documents Received screen. Remember this is an issue that you are submitting and you will NOT see any changes to the tested roster until it has been resolved by BAA. 5. How do I claim a student on the Tested Roster that moved into our school after testing? If a student did not test at your school for MEAP, MI-Access, MEAP-Access or WIDA, the student will not be listed on your Tested Roster. Do not report this student as missing. Their scores will be reported with the school in which they tested. If the student moved into your school during MME testing, and took part of the test at the previous school, then you should submit a missing test issue from the Missing Test or Answer Documents Received screen. In order for a student to receive full MME scores, all answer documents must be reported on one school. 6. Is there any way that I can print the list of students with answer documents received? You can print the Tested Roster Report using the [Report] button on the Answer Documents Received screen. You can also download the Tested Roster into an Excel spreadsheet using the [Download] button on the Answer Documents Received screen. 7. How do I add a UIC number? Last Updated: August 11,

170 UIC numbers cannot be added by a user. Secure Site has an automated process that runs nightly that pulls UIC numbers from MSDS based on the student s name, DOB and gender. Make sure that the three fields match between the Secure Site and MSDS. If this is the not the problem, the UIC resolver may need to resolve outstanding UIC issues with CEPI. 8. How is it possible that I have a student listed on the Answer Documents Received screen that moved before testing or that didn t take the test at my school? It is possible that the wrong student s barcode label was placed on the student s answer document. This would cause the wrong student to be reported. You can submit this student as a Move and select the Move Out option. BAA will review the scanned image of the answer document to determine the student and if it is reported to the correct school. 9. Why is it when I submit a combine the students are not combining on the Answer Documents Received screen? You are only submitting a Combine request to the BAA. The student s answer documents have to be reviewed and if it is determined that the student s records should be combined, then it will be approved by the BAA. Once it is approved, the records will appear as one on the Answer Documents Received screen. 10. I have submitted some issues but I haven t heard anything. How do I know if they were resolved? You can view Tested Roster Issues submitted using one of the following methods: Click the [Tested Roster Issues] button from any of the screens related to Verification of Answer Documents. Click the Tested Roster Issues link on the task list. 11. I submitted an issue and it shows it was rejected, how do I find out why it was rejected? If you click on the issue number in blue it will provide you additional information on the issue that was submitted, including a rejection reason. If you do not agree with the reason or do not understand it, please the BAA at baa@michigan.gov with the issue number and additional information. 12. Why is nothing happening after I click the Report button on the Answer Documents Received screen? A new window should be opening to display the report. If this is not happening most likely you have a pop up blocker that will need to be disabled. If you do not know how to disable the pop up blocker, please check with your tech. person. 13. How do I add a standard accommodation flag to a student that is not marked as using an accommodation? Last Updated: August 11,

171 All accommodations should have been marked on the student s answer document. If this was missed by the school, an to baa@michigan.gov can be sent with the student s name, DOB, the content area, and the accommodation that was used. If the student did not use an accommodation but was marked as such, baa@michigan.gov with the student s name, DOB, the content area that the accommodation should be removed. 13 Verification of Students Not Tested The Students Not Tested window is the time for schools and districts to submit reasons as to why a student did not test. It occurs after the Tested Roster window has closed. Not Tested reasons are reviewed for possible accountability exemptions and are required for federal reporting. Each task has a Mark this section reviewed checkbox on the screen. This must be checked once each section has been reviewed. You still have access to the screens and are able to report any issues after the box is checked. After all reasons for students not testing have been reviewed by the BAA, schools and districts can access a report for accurate participation calculations for all subjects. 1. Select the Accountable Students & Test Verification option from the Student Information menu. 2. The Accountable Students & Test Verification screen is displayed. 3. Select the ISD, District, School, and Test Period and click the [Search] button. 4. The screen is refreshed with a list of tasks the need to reviewed and/or acted upon for accurate accountability calculations for the school and test period selected. Last Updated: August 11,

172 The screen displays the Open Date and Close Date for the task to be completed. The Status column indicates whether or not the task has been reviewed. The red icon with an x indicates that the task has not been reviewed. A green icon with a indicates that the task has been reviewed Not Tested 1. Click the Not Tested link on the task list. 2. The Not Tested Students screen is displayed. Last Updated: August 11,

173 Issue Status Open The issue has not yet been reviewed by BAA staff. In Process The issue is under review pending a decision by BAA. Accepted The issue has been accepted as it was submitted by the school. If the content area was math or reading, then the student has been exempt for accountability participation. Rejected The issue has been resolved and a student accountability participation exemption was not approved. 3. Click the Add Reason link next to the student to submit a Not Tested request. 4. The Not Tested Reason screen is displayed. Last Updated: August 11,

174 Reasons for Not Testing There are various reasons a student may not have tested in one or more content areas. If the reason can be considered exempt for accountability purposes, the issue will be submitted electronically to BAA for review. Absent/Suspension/Expelled w/services Select this reason when the student had an excused or unexcused absence, vacation, was suspended or expelled and is still receiving services from the district. This reason will not allow for an accountability exemption. Administrative Error Select this reason when there was an error in returning an answer document, missing barcode labels on the answer document, the student was not tested because the school did not identify them for testing, school did not have enough materials to test the student, etc. This reason would also be used when a student s exit date was not submitted to MSDS before the BAA deadline. This reason would be used whenever an error occurred on the schools part that prevented the student from being tested OR if the school failed to update MSDS. This reason will not allow for an accountability exemption. ELL Student Exempt Select this reason on the Students Not Tested screen if the student has been in the USA for one year or less. The date the student first entered the USA must be entered in the date box. Students must be in their first year of US schooling and has taken the most recent WIDA or WIDA screener assessment in order to be considered as a valid reason for not being assessed in reading and/or writing. This does not exempt the student from taking the WIDA test but only from taking the reading and writing portions of the MEAP or MI-Access. All students must take the MME and therefore this reason cannot be used for MME. This issue will be reviewed by BAA to determine Last Updated: August 11,

175 if the student meets all criteria for an English Language Learns (ELL) Exemption for an accountability exemption. Expelled without Services Select this reason if the student was expelled prior to or during testing and is not receiving services from the district. A date of expulsion MUST be provided. This will be reviewed by BAA to determine if the student meets all criteria for an accountability exemption. Late Enrollment This reason can only be selected for students that enrolled in the school late during the testing period, the school did not have enough testing materials on hand to test the student, and the opportunity had already passed to order additional materials for testing the student. This will be reviewed by BAA to determine if the student meets all criteria for an accountability exemption. Medical Condition/Emergency Select this reason if the student had any medical condition that prevented them from testing. This will be reviewed by BAA to determine if the student s medical condition meets all criteria for an accountability exemption. You must include the following information: o Illness Start Date o Illness End Date o Selection of Illness Type Hospitalization Debilitating/Long Term Illness Death in Immediate Family Serious Injury/Accident Childbirth o Additional information in the Other Information box to accurately make a determination. o You will be required to identify if a doctor s note is on record. o You will be required to state that the condition was severe enough to exclude testing. MI-Access Social Studies Select this reason if the student would have taken a MI-Access social studies test if available. These students were required to have taken an alternative social studies assessment, so you will be required to answer the following questions: o Assessment Administered? o Item types? o How is proficiency determined? This will be reviewed by BAA to determine if all guidelines have been met. New to State Select this reason if a student is grade 12 and moved to the state after the end of the previous school year. You can also use this reason if the student was enrolled in a private school or home schooled the previous year. This reason can only be used for grade 12 students. This will be reviewed by BAA to determine if the student meets all criteria for an accountability exemption. Parent Refused/Student Refused Select this reason if the parent refused to allow the student to be tested or the student refused to take the test. This reason will not allow for an accountability exemption. Last Updated: August 11,

176 Student Previously Tested Select this reason if the student has already taken the MME or the MI- Access test during a previous year. This will be reviewed by BAA to determine if the student meets all criteria for an accountability exemption. Test Scores Missing Select this reason if a student tested and an answer document was sent for scoring. A missing test issue must have been entered during the Tested Roster review period in order to use this reason. If the answer document was sent for scoring and it was NOT reported as missing during the Verification of Answer Documents period, you must use the Administrative Error reason. This will be reviewed by BAA to determine if this meets all criteria for an accountability participation exemption. 5. After making the appropriate selections, click the [Submit] button Click the in the header to select all content areas Click in the header after selecting a reason to apply that reason to all selected content areas Click in the header after entering a comment to apply that comment to all selected content areas. 6. Click [OK] on the confirmation message to return to the Not Tested Students screen. 7. When all reasons have been reviewed and/or submitted, click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 8. Navigation options (at the top of the screen): 8.1. Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Not Tested Issues] button to access the Not Tested Issues screen Click the [Accountable Students] button to access the Accountable Students screen. This screen lists all students enrolled in MSDS and matched up with testing data Click the [Next Task] button to access the next task, in this case the Not Tested Issues screen Not Tested Issues View/Update 1. The Not Tested Issues screen may be accessed using one of the following methods: 1.1. Click the [Not Tested Issues] button from any of the screens related to Verification of Not Tested Click the Not Tested Issues link on the task list Click the [Next Task] button from the Not Tested Students screen Click the [Previous Task] button from the Accountable Students screen. 2. The Not Tested Issues screen is displayed. Last Updated: August 11,

177 Issue Status Open The issue has not yet been reviewed by a State Administrator. In Process The issue is under review pending a decision by a State Administrator. Accepted The issue has been accepted as it was submitted by the school. Rejected The issue has been resolved and a student accountability participation exemption was not approved. 3. Click the View link next to the record to review. 4. The Not Tested Issue Detail screen is displayed. Last Updated: August 11,

178 You are unable to edit the content areas that have a In Process status. However, you can select additional content areas, and attach files. 5. To print the request, click the [Print] button. Last Updated: August 11,

179 6. To download the request, click the [Download] button. 7. After making the appropriate selections, click the [Submit] button. 8. Click [OK] on the confirmation message to return to the Not Tested Issues screen. 9. When all reasons have been reviewed and/or submitted, click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 10. Navigation options (at the top of the screen): Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Not Tested] button to access the Not Tested Students screen Click the [Accountable Students] button to access the Accountable Students screen. This screen lists all students enrolled in MSDS and matched up with testing data Click the [Next Task] to access the next task, in this case the Accountable Students screen Click the [Previous Task] button to access the previous task, in this case the Not Tested Students screen Not Tested Reports 1. From the Not Tested Issues screen, click the [Not Tested Report] button. 2. The Unable to Test Reports screen is displayed. Last Updated: August 11,

180 Not Tested Decision Count 1. Select the Unable to Test Decision Count radio button. 2. The Not Tested Reports screen is displayed with search criteria appropriate for the report selected. 3. Enter search criteria and click the [Search] button. 4. The Not Tested Decision Count screen is displayed. 5. To print the report, click the [Print] button. Last Updated: August 11,

181 6. To download the report, click the [Download] button. 7. Click the [Back] button to return to the Unable To Test Reports screen Assessment Not Tested Historical Report 1. Select the Assessment not tested historical report radio button. 2. The Not Tested Reports screen is displayed with search criteria appropriate for the report selected. 3. Enter search criteria and click the [Search] button. 4. The Not Tested Historical Report screen is displayed. 5. To print the report, click the [Print] button. Last Updated: August 11,

182 6. To download the report, click the [Download] button. 7. Click the [Back] button to return to the Not Tested Reports screen Accountable Students 1. The Not Tested Issues screen may be accessed using one of the following methods: 1.1. Click the [Accountable Students] button from any of the screens related to Verification of Not Tested Click the Accountable Students link on the task list Click the [Next Task] button from the Not Tested Issues screen. 2. The Accountable Students screen is displayed. 3. Enter search criteria and click the [Search] button. To return all students, leave the search criteria blank and click the [Search] button. 4. The Accountable Students screen is refreshed with all students that match the search criteria. If you select Not Assessed from the Assessed field, it will list only students that have one or more content areas missing that require a reason submitted. Last Updated: August 11,

183 5. Click the Add Reason link next to the student to submit a Not Tested request. 6. The Not Tested Reason screen is displayed. You are unable to edit the content areas that have a In Process status. However, you can select additional content areas, and attach files. 7. After making the appropriate selections, click the [Submit] button Click the in the header to select all content areas Click in the header after selecting a reason to apply that reason to all selected content areas Click in the header after entering a comment to apply that comment to all selected content areas. 8. Click [OK] on the confirmation message to return to the Accountable Students screen. 9. When all reasons have been reviewed and/or submitted, click the Mark this section reviewed checkbox to indicate that this section has been reviewed. 10. To print the list of students, click the [Print] button. 11. To download the student data in the list, click the [Download] button. Last Updated: August 11,

184 12. Navigation options (at the top of the screen): Click the [Back to Task List] button to return to the Accountable Students & Test Verification screen Click the [Not Tested] button to access the Not Tested Students screen Click the [Not Tested Issues] button to access the Not Tested Issues screen Click the [Previous Task] button to access the previous task, in this case the Not Tested Issues screen Assessment Participation Summary Report All Michigan School Accountability Scorecard subgroups are shown under the Student Group column on the left. The Students Enrolled column shows students in the assessed grades counted in the most recent student count. For each Michigan School Accountability Scorecard content area (math and reading), you will see the number of students assessed as well as students that have been exempted from each content area. The Percent Assessed column shows the participation in each content area for each subgroup. The percent assessed is calculated by simply dividing the number of students assessed by, less any exemptions, the number of students enrolled. Subgroups with 30 or more students showing in the enrollment column will be used for Michigan School Accountability Scorecard purposes. The report may change while Not Tested issues are still being processed and will not be accurate until all Not Tested issues have been processed. Students are shown as assessed on this report if the contractor has received and logged assessment materials for the student. Note that this report does not confirm that a valid score has been assigned for the student in the subject. 1. Select the Assessment Participation Summary Report option from the Reports menu. 2. The Assessment Participation Summary Report screen is displayed. Last Updated: August 11,

185 3. Enter search criteria and click the [Report] button. For a district report, do not select a school. 4. The Assessment Participation Summary Report screen is refreshed with the student groups, the number of students enrolled, and the participation information for each applicable content area. 5. To print the report, click the [Print] button. 6. To download the report data, click the [Download] button. 14 Unable to Test Unable to Test requests are granted only to English Learners whose disabilities prevent them from being meaningfully assessed by one or more sections (Listening, Reading, Writing, or Speaking) of the WIDA ACCESS FOR ELLS. Secure Site users will need to identify each student for whom a request is being made. Students must be present in the Pre-ID list before the system will accept an exemption request. Users may also need to provide the following information: A detailed description of the student's impairment; The sections for which an exemption is being requested. Depending on the information provided by the user, further documentation from the student s Individualized Education Program (IEP) may be needed for the BAA to make a determination. Please note that all LEP eligible Kindergarten students are expected to take the Spring WIDA. Because districts can monitor and view exemption approvals and denials within the Secure Site, no separate communications regarding decisions will be provided. Secure Site users can print individual approvals and denials for record keeping purposes. Unable to Test approvals are good only for one year and all requests must be made on an annual basis. Last Updated: August 11,

186 14.1 Unable to Test Request 1. Select the Unable to Test Request option from the Unable to Test menu. 2. The Unable To Test Search screen is displayed. 3. Enter search criteria and click the [Search] button. 4. The Unable To Test Search screen is refreshed with students that match the search criteria. 5. Click the Add Reason link next to the student that is unable to test. 6. The Unable To Test Request screen is displayed. Last Updated: August 11,

187 7. Select the Test Period and click the [Search] button. 8. The Unable to Test Request screen is refreshed with the content areas applicable to the test period selected. Last Updated: August 11,

188 9. After making the appropriate selections, click the [Submit] button Click the in the header to select all content areas Click in the header after selecting a reason to apply that reason to all selected content areas Click in the header after entering a comment to apply that comment to all selected content areas. 10. Depending on the reason selected you will receive a message that the request will be rejected, approved, or the request will be sent for further review by BAA. 11. Click the [OK] button on the message to submit the unable to test request View/Update Unable to Test Request 1. Select the View/Update Unable to Test Request option from the Unable To Test menu. 2. The Unable To Test Request List screen is displayed. Last Updated: August 11,

189 3. Enter search criteria and click the [Search] button. 4. The Unable To Test Request List screen is refreshed with a list of requests that match the search criteria. 5. Click the View link. 6. The Unable To Test Request screen is displayed. Last Updated: August 11,

190 You are unable to edit the content areas that have a In Process status. However, you can select additional content areas, and attach files. 7. To print the request, click the [Print] button. 8. To download the request, click the [Download] button. 9. After making the appropriate selections, click the [Submit] button Unable to Test Reports 1. Select the Unable To Test Reports option from the Unable To Test menu. 2. The Unable To Test Reports screen is displayed. 3. Select the Unable To Test Decision Count radio button. 4. The Unable To Test Reports screen is refreshed with the appropriate search criteria. 5. Select search criteria and click the [Search] button. 6. The Unable To Test Decision Count screen is displayed. Last Updated: August 11,

191 7. Click the [Print] button to print the report. 8. Click the [Download] button to download the report. 9. Click the [Back] button to return to the Unable To Test Reports screen. 10. Click the Assessment Exemption Historical Report radio button. 11. The Unable To Test Reports screen is refreshed with the appropriate search criteria. 12. Select search criteria and click the [Search] button. 13. The Unable To Test Historical Exemption Report screen is displayed. Last Updated: August 11,

192 14. Click the [Print] button to print the report. 15. Click the [Download] button to download the report. 16. Click the [Back] button to return to the Unable To Test Reports screen. 15 Report Printing Options Since the assessment reports are available on the Secure Site prior to receiving the hard copies, the districts and schools print them and do not need hard copies of all the reports. The Report Printing Options screen was created to allow districts to select between two report printing options to reduce cost and waste. Only a district level user can make the selection and the selection is for the whole district. A different selection cannot be made for each building within the district. Non-public schools are not included in the district selection and will make their own selection. Districts and non-public schools will have the opportunity to make a selection for each test cycle. 1. Select Report Printing Option from the Reports menu. Last Updated: August 11,

193 2. The Print Report Options screen is displayed. 3. Select search criteria and click the [Search] button. 4. The Print Report Options screen is refreshed with the Reports to Print for the selected test cycle. The screen defaults to Print Green Option Reports. This option includes printing of the Individual Student Report, Parent Report and Student Record Labels by BAA. If a district does not make a selection, then the Print Green Option will be automatically selected for the district. 5. To receive all of the printed reports available for the test cycle selected, click on the radio button for the left next to Print All Report and then click the [Save] button on the right. With either selection, all of the PDF reports are available online and can be printed or reprinted at any time by the district or school. 16 Test Scores Reports for a test cycle are posted to the Secure Site prior to the schools receiving the hard copy reports. Keep in mind that the reports are only for the given test cycle and do not list past test cycle scores for students. MEAP reports are available from winter 2005 to present. MI-Access reports are available from fall MEAP-Access reports will be available beginning with fall Last Updated: August 11,

194 The reports contain the data that is reported to the public and also given to Accountability for Michigan School Accountability Scorecard purposes. Also available on the Secure Site are individual student s scores in the student s demographic screen. Section Past Scores provides information on how to access individual student scores Student Test Score Reports 1. Select the Score Reports option from the Reports menu. 2. The Students Test Score Search screen is displayed. Last Updated: August 11,

195 3. Select the Test Cycle. 4. The Report Type will populate with the reports available for the test cycle. Last Updated: August 11,

196 5. Select the Report Type. 6. The Report Parameters are updated for the report selected. The Test Type is only populated if MI-Access was selected as the test cycle. MI-Access consists of 3 different assessments; Functional Independence (FI), Supported Independence (SI) and Participation (P). The Grades parameter lists all grades available for the test cycle selected. This will provide the ability to generate the reports by individual grades or by all grades. Last Updated: August 11,

197 The Content Areas parameter lists all grades available for the test cycle selected. This will provide the ability to generate the reports by individual content areas or by all content areas. 7. Select the ISD, District and School and click the [Search] button. 8. The report is opened in Adobe in a separate window. 9. Click the print icon, to print the report. Report Type Click here to access detailed information for the available reports. Class Item Analysis Report - Separated by content area, the ISR provides detailed information on individual student achievement, including scale score, performance level, earned points and points possible. Sorted by class/group code (if provided), and student name. Class Roster - Separated by content area, the roster provides detailed information on student achievement, including scale score, performance level, earned points and points possible. Sorted by class/group code (if provided), and student name. Comprehensive Report - Summarizes the total number of students assessed, mean scale score, and performance level information for the district or ISD. The district report provides a summary for the district and each school within the district. The ISD report provides a summary for the ISD, followed by each public school district, and then each Public School Academy (PSA) within the ISD. Demographic Report - Summarizes the total number of students assessed, mean scale score, and performance level information for each demographic subgroup containing at least 10 students. Individual Student Report - Separated by content area, the ISR provides detailed information on individual student achievement, including scale score, performance level, earned points and points possible. Sorted by class/group code (if provided), and student name. Item Analysis Report - Separated by content area, the item analysis provides the primary Grade Level Content Expectations (GLCE) measured by each test item, a brief description of the GLCE, the item descriptor number, and individual item statistics, including the percentage of students selecting each response. Parent Report - Summarizes individual student achievement in each content area, Including earned points and points possible, percent correct, and performance level change information (if applicable). Student Analysis File Extra (SAFE) The SAFE file is available from fall 2010 for the MEAP assessment only. See Section Student Analysis File Extract (SAFE) Last Updated: August 11,

198 Student Data File This is a csv file that can be downloaded into Excel and contains detailed student assessment data along with scores for the assessment. The Student Data File Layout can be found at the bottom of the Student Test Score screen AFTER selecting a test cycle from the drop down menu. Summary Report - Summarizes student achievement for all content areas, including mean scale score and performance level information, as well as year--to--year transitions. The School Summary also provides student score distributions for each content area Frequently Asked Questions (FAQs) Test Score Reports 1. Why aren t my reports coming up after I press the submit button? Double check your search criteria. If everything looks correct, you may have a pop up blocker that is preventing Adobe from opening a new window. If you need assistance in disabling the pop up blocker, please check with your tech person. Or, your reports may have been suppressed because the barcode label fee has not been paid or materials have been returned late. 2. Where are the reports for the home school student(s) that I tested? In order to view the reports for home school students, you must select yes in the home school field on the Student Test Scores page. 3. Can I print a Student Record Label? Yes, follow the instructions below for Student Record Label. 4. Why are my reports blurry on the screen? The reports were created with a higher version of Adobe. Please update your Adobe to 6.01 or higher. If you need assistance with this, please contact your tech person. 5. Why am I getting blank pages when I print my score reports? Make sure you are clicking on the printer icon within the Adobe window. You cannot click on File and then print from the top left of the screen. 6. Why am I getting an error that says cannot extract the embedded font FO when I am trying to download student test scores reports? When downloading older student score reports from the Secure Site, you will need to have Adobe Acrobat Reader 7.0 or lower. If you have Adobe Acrobat Reader 8.0, when attempting to download score reports, you will get the following error message Cannot extract the embedded font 'FO. This is an Adobe issue and we have been told by Adobe that it will not be fixed. Last Updated: August 11,

199 Student Analysis File Extract (SAFE) How to Use the Student Analysis File Extract (SAFE) Download File: Multiple Choice Item-Level Data The SAFE download file contains a record for every student who has a valid score in a subject. For instance, if a student has a valid reading score and a valid math score, there will be two records in the SAFE file one for his reading score and one for his math score. The SAFE file contains the student s barcode number, so if you want additional information about the student, you would need to join the Student Data File with the SAFE file using the student barcode as the link. The SAFE file contains the following five columns for every item on the student s assessment: Item* contains the grade level content expectation (GLCE) code for the item tested. Level1_* contains the first reporting level for the item (e.g., Focal Point). Level2_* contains the second reporting level for the item (e.g., Topic). Answer* contains the student s bubbled answer. Score* contains the student s score for that item. *- indicates the descriptor number of the item. There are two downloadable spreadsheets to be used in conjunction with the SAFE file the MEAPFallYYYYDescriptors and the MEAPFallYYYYItemDescriptors. Refer to the MEAPFallYYYYDescriptors spreadsheet for the Level1 and Level2 descriptions and for the points possible at each reporting level. The ReportOrder column in this spreadsheet refers to the position in the Student Data File of the reporting level, meaning the grouping into which that item s points are added (e.g., mathfocalpt1score). Mathematics Example: Student barcode download the student s data from the Student Data File. Student s mathematics information from the Student Data File follows: Last Updated: August 11,

200 The following is the first item for Mathematics in the SAFE file: The following are the matching rows from the MEAPFallYYYYDescriptors spreadsheet: Match the Level1_* from the SAFE file with the Level1 column in the MEAPFallYYYYDescriptors table (where the Level2 column is blank) and you will get the Description of the Level1 field for that subject and the points possible for Level1 in that subject. In the example above, where Level1 is NXX.03, Level2 is blank, and the ReportOrder is 1, this indicates the item is included in the MathFocalPT1Score field in the Student Data File download, and indicates there are 9 points possible for the MathFocalPT1Score. The following is the item in the MEAPFallYYYYItemDescriptors table: Last Updated: August 11,

201 Using the MEAPFall2010ItemDescriptors spreadsheet, you can match N.ME to the item in the spreadsheet and get the description of the item and how many points the item is worth. Constructed Response Item-Level Data Reading: When the subject in the data file = RD for reading, the Item1CR columns will be populated. Everything else ties back to the other spreadsheets in the same way as the multiple choice items. Writing: The first constructed response writing item from the SAFE file is Narrative Writing. Both the Narrative Writing and the Informational Writing items use the 15-point analytic rubric, and the item entries in the SAFE file for these items will appear as follows: The Trait1Rubric1 will indicate the trait being assessed for the first constructed response item, Item1Rubric1 is the GLCE that is being assessed for that item, Level1_Item1Rubric1 is the first level of reporting for that item (e.g., Domain), Level2_Item1Rubric1 is the second level of that item (e.g., Strand), and Item1Rubric1Score is the score for that item. Trait1Rubric2 is the next trait being assessed for that same item and so on for the next two traits. The total score for the Rubric for the first constructed response item is found in Item1TotalScore. The third constructed response for writing is the Response to Student Writing. This item tests only one GLCE and does not use the new analytic rubric. The Response to Student Writing item in the SAFE file will appear as follows: Last Updated: August 11,

202 17 Student Record Labels Student Record Labels are sent with reports to be placed in the student s school record. When needed, schools can print a replacement label. This can be useful when assessment scores are requested by colleges. 1. Select the Student Record Labels from the Student Information menu. 2. The Student Record Labels screen is displayed. 3. Enter search criteria and click the [Search] button. You can use the [Select All] button to select all students that match the criteria entered. Selecting the [Unselect All] will remove the checks next to all students. 4. The Student Record Labels screen is refreshed with a list of students that match the search criteria. 5. Select the students to print record labels for and click the [Submit] button. 6. A message will display with instructions on formatting the labels. 7. Click the [OK] button on the message. 8. The labels will display in Adobe in a new window. 9. Click the print icon Frequently Asked Questions (FAQs) Student Record Labels 1. Why aren t all of my students coming up when I search for students? Double check your search criteria. 2. After I pressed submit for my labels, the screen doesn t do anything? Make sure you have adobe installed. Also, you may have a pop up blocker that is preventing adobe from opening a new window. Please check with your tech person for assistance in disabling the pop up blocker. 3. Why are my labels going through the printer but they are coming out blank? Make sure you are clicking on the printer icon within the adobe window. You cannot click on File and then print from the top left of the screen. Last Updated: August 11,

203 4. What type of label do I use for the student record labels? Avery 5163, 2 x 4, 10 labels to a page. 18 Annual Measurable Achievement Objective (AMAO) With the passage of the No Child Left Behind (NCLB) Act of 2001, districts receiving Title III funds are required to meet the following three Annual Measurable Achievement Objectives (AMAO) for their limited English proficient (LEP) students (also known as English learners (ELs)): AMAO 1: Progress The district must demonstrate that the percentage of its students making progress on the WIDA ACCESS for ELLs meets or exceeds the current year s target. The AMAO 1 progress calculation is performed for districts with at least 10 LEP students. Progress Calculation The AMAO 1 progress calculation is done in the following manner for each district: 1. Calculate the number of ELL students in the district. 2. Calculate the number of those students gaining at least 4 points* on the WIDA scale from the previous year (or a prior year). 3. Divide the result of (2) by the result of (1) to obtain the percentage of students in each district making sufficient progress over the past year. 4. A district is identified as making sufficient progress if the target percentage of its ELL students gained a minimum of 4 points from the previous year s (or a prior year s) WIDA. *The rationale for choosing a cutoff of 4 points is that it is larger than the overall standard error of measurement along the WIDA scale, indicating that if a student made at least that much progress, it is attributable to student gains rather than measurement error. AMAO 2: Proficiency The district must demonstrate that the percentage of its students achieving proficiency (based on the student scores on WIDA) meets or exceeds the current year s target. The AMAO 2 proficiency calculation is performed for districts with at least 10 LEP students. Proficiency Calculation Students are tested for English language proficiency using the WIDA, which has five performance levels (Basic, Low Intermediate, High Intermediate, Proficient, and Advanced Proficient). Students achieving a performance level of "Proficient" or Advanced Proficient are deemed to be proficient for the purposes of AMAO 2. AMAO 3: Michigan School Accountability Scorecard for the Limited English Proficient (LEP) Subgroup The district must demonstrate that it met objectives for the Michigan School Accountability Scorecard for the LEP subgroup on the statewide assessment program. Last Updated: August 11,

204 Michigan School Accountability Scorecard Calculation AMAO 3 is calculated just as district Michigan School Accountability Scorecard is calculated, except using only the district s English learner (EL) students. How to Determine Which District is Accountable To determine which district will be held accountable for a student in the event a LEP student moves during the school year, four counts will be considered: the district fall count, the district spring count, the district count during the WIDA administration, and the district end-of-year count (from the previous school year). The district that provided the most instruction to an LEP student based on these four counts will be held accountable for that student. In the event a student is included in two counts in one district and two counts in another, the district where the student took the WIDA will be accountable. Future Targets for AMAO 1 and AMAO 2 For AMAO 1 (progress), Michigan is required to increase progress targets annually. Districts are expected to show a four-point average increase in students overall scale score on the WIDA each year. The standard error of measurement for the WIDA test is less than four, which means a gain of four or more points is attributable to student gains rather than measurement error. Michigan has identified the following targets for AMAO 1: : 79% of students gaining 4 or more points : 81% of students gaining 4 or more points For AMAO 2 (proficiency), Michigan is required to raise the percentage of students who are proficient on the WIDA to 20% by To do this, Michigan expects districts to attain the following proficiency targets with LEP students: : 16% of students proficient or advanced : 20% of students proficient or advanced A local plan to address LEP students United States Department of Education (USED) has asked Michigan Department of Education (MDE) to require each local education agency (LEA) to include specific academic objectives for English learners within its district s consolidated application. These objectives and their respective strategies should describe how the Title III funds will be used to meet all annual measurable achievement objectives (AMAOs). Currently, and guided by a Comprehensive Needs Assessment (CNA), each LEA receiving federal funds submits a Local Educational Agency Planning Cycle (LEAPC) to the Office of Field Services through the Michigan Electronic Grants System (MEGS). The newly required ELL-related objectives and strategies would be incorporated annually in the LEAPC and would address the academic needs of English learners, program design, professional development, parent involvement, and program evaluation. Including the new elements in the LEAPC that address English learners will eliminate the need for a separate Title III plan. Consequences Districts that do not meet one or more of the AMAOs must comply with a series of consequences which vary depending on the number of consecutive years the district missed an AMAO. Last Updated: August 11,

205 Year 1: A letter must be sent to parents of Title III-funded LEP students, within 30 days, explaining that the district did not meet one or more of the AMAO targets and it must provide the parents with the district s plan to meet the targets in future years. A sample letter can be found by clicking the AMAO link at The district must develop a Title III program improvement plan to specifically address the factors that prevented the district from meeting its objectives. The Office of Field Services team at the MDE will provide technical assistance to improve the Title III plan for serving LEP students. After two consecutive years: Letter to parents of Title III-funded LEP students (same as year 1) Implementation of Title III improvement plan The Office of Field Services will contact you regarding implementation of the district s plan. After three consecutive years: Letter to parents of Title III-funded LEP students (same as year 1) Revision and implementation of the district s Title III improvement plan The Office of Field Services will contact you regarding implementation of the district s plan. After four consecutive years: Letter to parents of Title III-funded LEP students (same as year 1) The district is required by the Michigan Department of Education to change its method of delivery, replace staff responsible for the district s failure to meet AMAOs, and possible loss of Title III funding. The Office of Field Services will contact you regarding implementation of the district s plan AMAO Summary Report 1. Select the AMAO Summary Report from the AMAO menu. 2. The AMAO Summary Report screen is displayed. Last Updated: August 11,

206 3. Enter search criteria and click the [Search] button. 4. The AMAO Summary Report screen is refreshed with a list of districts that match the search criteria. 7. To print the list, click the [Print] button. 8. To download the list, click the [Download] button Request AMAO Appeal 1. To appeal your AMAO results, click the Request Appeal link for the appropriate district. 2. The Request Appeal screen is displayed. Last Updated: August 11,

207 3. Enter the appropriate information and click the [Submit] button View/Update Appeal 1. Select the View/Update AMAO Appeal option from the AMAO menu. 2. The AMAO Appeals Search screen is displayed. 3. Enter search criteria and click the [Search] button. 4. The AMAO Appeals Search screen is refreshed with a list of appeals that match the search criteria. Last Updated: August 11,

208 Appeals with a status of In Process, Approved, or Rejected can only be viewed. Appeals with a status of Open or Additional Information Required can be updated. 5. Click the View Appeal link to view an appeal. 6. Click the Update Appeal link to update an appeal. 7. The Request Appeal screen is displayed. Last Updated: August 11,

209 8. If the appeal is in view only mode, click the [Back] button to return to the AMAO Appeals Search screen. 9. To update the appeal, enter/update the appropriate information and click the [Submit] button Download Student Data 18.5 Frequently Asked Questions (FAQs) - AMAO 1. What is Title III? The purpose of Title III of the No Child Left Behind (NCLB) Act of 2001 is to help ensure that limited English proficient (LEP) students attain English language proficiency and meet the same challenging academic content and achievement standards that all students are expected to meet. School districts must use Title III funds to implement language instruction educational programs designed to help LEP students (also known as English language learners) achieve standards. The state and school districts are accountable for increasing the English proficiency and core academic content knowledge of LEP students. 2. Which groups of students are used to figure a district s AMAO status? AMAO 1 LEP students that have two points of data to compare (current year raw scores and any prior year raw scores) on the WIDA. AMAO 2 LEP students who are coded as LEP on the district s Michigan Student Data System (MSDS) and have taken the WIDA. AMAO 3 Students coded as LEP in the district s Michigan Student Data System (MSDS) submission and included in the district s Michigan School Accountability Scorecard LEP subgroup. Last Updated: August 11,

210 3. What is a Title III Plan? The U.S. Department of Education (USED) has asked MDE to require each local education agency (LEA) to include specific academic objectives for English language learners (ELLs) within its district s consolidated application. These objectives and their respective strategies should describe how the Title III funds will be used to meet all annual measurable achievement objectives (AMAOs). Currently, and guided by a Comprehensive Needs Assessment (CNA), each LEA receiving federal funds submits a Local Educational Agency Planning Cycle (LEAPC) to the Office of Field Services through the Michigan Electronic Grants System (MEGS). The newly required ELL-related objectives and strategies would be incorporated annually in the LEAPC and would address the academic needs of English language learners, program design, professional development, parent involvement, and program evaluation. Including the new elements in the LEAPC that addresses English language learners will eliminate the need for a separate Title III plan. 4. What is English Language Proficiency Assessment (WIDA)? The spring WIDA is administered each year to all students enrolled in grades K 12 who are eligible for limited English proficient (LEP) services. The spring WIDA was developed primarily to improve the manner in which ELL students are assessed by supporting the state s goal of having one uniform measure to help Michigan educators determine how much progress students are making from one year to the next with learning English skills (Listening, Reading, Writing, Speaking, and Comprehension). For more information, go to 5. What is the source of data used to calculate the AMAOs status? For AMAO 1 and 2, assessment data is used from the WIDA ACCESS For ELLs which is given in the spring of each year. For AMAO 3, the district s Michigan School Accountability Scorecard for the LEP subgroup is used. 6. What is Michigan School Accountability Scorecard? The Scorecards replace Michigan s Adequate Yearly Progress (AYP) report cards that were required under the No Child Left Behind Act of 2001 (NCLB). Michigan received a waiver from the U.S. Department of Education in 2012 that allowed for the development of a new reporting system for school performance. The new Michigan School Accountability Scorecards incorporate many of the same student achievement measures used for determining AYP as well as a few new measures. 7. Are private schools held accountable for meeting the AMAOs? No. Nonpublic schools do not receive Title III funds (although they may receive Title III services) and are not subject to these AMAO provisions. 8. When do districts receive information on whether they have met the AMAOs? Last Updated: August 11,

211 District superintendents will receive notification of their district s AMAO status for the prior school year in late fall. 9. If my district elects to decline Title III funding, will we continue to be held to Title III accountability requirements? No, a district that elects to decline Title III funding will not be held to Title III accountability requirements. However, a district that declines Title III funding is still accountable for the academic progress of LEP students through the Michigan School Accountability Scorecard measurements. A district that has enough LEP students to be eligible for Title III funds may also have enough LEP students to meet the minimum of number of students for the Michigan School Accountability Scorecard subgroup. If a district does not meet Michigan School Accountability Scorecard for the LEP subgroup, then it has not met Michigan School Accountability Scorecard for that year. Therefore, even without Title III funding, districts will still be required to develop and implement a plan that would allow for English language learner students to meet Michigan School Accountability Scorecard requirements. The Michigan Department of Education would not advise a district to decline Title III funding which is aimed at providing necessary and accelerated assistance for this subgroup. 10. Who do I contact for more information on the AMAOs and Title III? If you have questions about your current AMAO status, contact the Evaluation Research & Accountability Unit by sending an to: MDE-Accountability@michigan.gov. All other questions regarding AMAO targets or consequences, Title III funding, or developing or revising your district s Title III plan should be directed to Shereen Tabrizi, Ph.D., Manager of the Special Populations Unit, Office of Field Services, at or at tabrizis@michigan.gov. 11. How many LEP students are required to calculate AMAOs? Districts must have 10 or more LEP students to receive an AMAO status for AMAO 1 or AMAO 2. Not having a sufficient number of LEP students to receive a status for AMAO 1, 2, or 3 does not affect your district s Title III funds. 12. Our district did not meet one of the AMAO targets last year, and did not meet an AMAO target this year; however, it is a different AMAO missed this year; does that put us at two years of not meeting an AMAO? No. Each of the three AMAOs is tracked separately. For example, if you did not meet AMAO 1 last year and did this year, but failed to meet AMAO 2 this year, then there are no consequences. If you fail to meet AMAO II next year, then that will be considered two consecutive years and you will be required to abide by the consequences listed in the AMAO Basics document (available at Last Updated: August 11,

212 19 Michigan School Accountability Scorecard (formerly AYP) The Scorecards replace Michigan s Adequate Yearly Progress (AYP) report cards that were required under the No Child Left Behind Act of 2001 (NCLB). Michigan received a waiver from the U.S. Department of Education in 2012 that allowed for the development of a new reporting system for school performance. The new Michigan School Accountability Scorecards incorporate many of the same student achievement measures used for determining AYP as well as a few new measures. The following components make up a School or District Accountability Scorecard: Student participation on state assessments Student proficiency on state assessments Student graduation OR attendance rates Educator effectiveness label reporting and teacher/student data link reporting rates School Improvement Plan reporting and school diagnostic reporting Students are included in the student measures on the Scorecard as follows: Participation rates: students enrolled at the school/district during the time of testing in an assessed grade Proficiency rates: students enrolled at the building/district for a full academic year (FAY) and that have a valid test score Graduation rates: students enrolled at a building for two consecutive count days or at a district for one count day Attendance rates: all students enrolled at a building or district Schools and districts must meet targets in the Scorecard components for the school/district as a whole and for the bottom 30% of student achievers as well as for any subgroup that has a minimum of 30 students: Race/ethnicity categories Limited English Proficient Students with Disabilities Economically Disadvantaged 19.1 Scorecard 1. Select the Scorecard option from the Scorecard menu. 2. The Scorecard Search Summary screen is displayed. Last Updated: August 11,

213 3. Select the search criteria and click the [Search] button. To view the district scorecard with all public schools within the district, do not select a School from the dropdown list. 4. The Scorecard Search Summary screen is refreshed with the data that matches the search criteria. Scorecards use a color coding system in place of an AYP status. In order of highest color to lowest, they are: Green, Lime, Yellow, Orange, and Red. Colors are based on meeting targets in the different Scorecard components. Missing targets in some components will automatically lower the overall Scorecard color even if the school or district is meeting all other targets. 5. To review the scorecard for the district or the school, click on the color link next to the appropriate entity. 6. The Scorecard Status screen is displayed. Last Updated: August 11,

214 Overall Status Links to content area scorecards Overall status is denoted in the upper right corner of the score card. This status is derived from several systems including the Top to Bottom rankings. Schools can have one of three labels: Priority, Focus, and Reward. It is also possible for a school not to have a label. Districts will not have any labels. Labels are based on outcomes from the Top to Bottom Rankings; including the lowest 5% of ranked schools, the 10% of schools with the largest achievement gaps, schools in the top 5% of ranked schools, the top 5% improving schools, and schools identified as Beating the Odds. Last Updated: August 11,

215 A three color coding scheme is used for proficiency, attendance, and graduation. Green represents meeting a specific target, yellow represents meeting an improvement target, and red represents not meeting the target nor improvement target. A two color coding scheme is used for educator evaluations, compliance factors, and participation. Green represents meeting the component requirements, and red represents not meeting the component requirements. 7. To view the scorecard for an individual content area, click on the appropriate content area heading link. 8. The Scorecard screen for the selected content area will display. A dash (-) indicates that there are too few students in this subgroup for this designation to be applicable. The minimum group size for students enrolled in this district is 30 students Participation The State Of Michigan has a required assessment participation rate of 95% for districts and schools. Student groups meeting the participation target for a particular content area are coded green. Student groups not meeting the participation target for a particular content area are coded red. Last Updated: August 11,

216 Proficiency Proficiency targets are determined at the district and school level for each individual content area including mathematics, reading, science, social studies, and writing. The targets are based on subjectlevel proficiency rates for the district and school from assessments administered during the (baseline) school year. Each district and school that has a proficiency rate from the school year will be held accountable for targets that increment to an end proficiency rate of 85% by the school year. A proficiency cell is green for a student group s content area if they meet the proficiency target without needing to use safe harbor. Two points are awarded for a group s green proficiency cell. A proficiency cell is yellow for a student group s content area if they meet the proficiency target using safe harbor. One point is awarded for a group s yellow proficiency cell. A proficiency cell is green for the bottom 30% subgroup if the subgroup meets the proficiency target using safe harbor. This is the only subgroup with this exception. Two points are awarded for the bottom 30% subgroup s cell if they meet proficiency with or without safe harbor. A proficiency cell is red for any student group that does not meet the proficiency target with or without safe harbor. Zero points are awarded for a group s red proficiency cell Participation Detail 1. To view the participation detail for the content area, click on the Participation heading link on the content area Scorecard screen. 2. The Participation Detail screen will display for the content area. If the single year participation rate is below 95% up to three years of participation data can be averaged and used to determine if the target is met. Last Updated: August 11,

217 3. To view the Student Assessment Detail screen for a particular subgroup, click the Percent Assessed link for that subgroup. 4. The Student Assessment Detail screen for that subgroup will display as a popup screen. 5. To close the popup screen, click the [X] in the top right hand corner of the screen or click the [Close] button at the bottom of the screen. 6. To view the Two-Year State Assessed Average detail, click the Two-Year Average % column heading link. 7. The State Assessed Average screen will display as a popup screen. This screen lists the total students enrolled and assessed for each subgroup for the past two academic school years along with the two-year average. 8. To close the popup screen, click the [X] in the top right hand corner of the screen or click the [Close] button at the bottom of the screen. 9. To view the Three-Year State Assessed Average detail, click the Three-Year Average % column heading link. 10. The State Assessed Average screen will display as a popup screen. This screen lists the total students enrolled and assessed for each subgroup for the past three academic school years along with the two and three-year average. Last Updated: August 11,

218 11. To close the popup screen, click the [X] in the top right hand corner of the screen or click the [Close] button at the bottom of the screen. 12. Click the [Back] button on the Participation Detail screen to return to the Scorecard screen Proficiency Detail 1. To view the proficiency detail for the content area, click on the Proficiency column heading link on the content area Scorecard screen. 2. The State Objective Status screen will display for the content area. Last Updated: August 11,

219 Total FAY Assessed The State of Michigan s definition of a full academic year allows student scores to be included only for students that have been enrolled in the school (or school district) for a full academic year. This provision holds schools (and school districts) accountable for students to whom they have provided instruction. 3. To view the proficiency by assessment, click the Total Proficient column heading link. 4. The Student Proficiency By Assessment screen is displayed as a popup screen. 5. To close the popup screen, click the [X] in the top right hand corner of the screen or click the [Close] button at the bottom of the screen. Each subgroup s percentage under the Single Year %, Two Year %, and Three Year % is a link to the proficiency detail index. 6. To view the single year proficiency detail index for a subgroup, click the percentage link under the Single Year % column. Last Updated: August 11,

220 7. The Student Proficiency Detail Index screen for the subgroup is displayed as a popup screen with the current year data. 8. To close the popup screen, click the [X] in the top right hand corner of the screen or click the [Close] button at the bottom of the screen. 9. To view the two year proficiency detail index for a subgroup, click the percentage link under the Two Year % column. 10. The Student Proficiency Detail Index screen for the subgroup is displayed as a popup screen with the current year and prior year s data. Last Updated: August 11,

221 11. To close the popup screen, click the [X] in the top right hand corner of the screen or click the [Close] button at the bottom of the screen. 12. To view the three year proficiency detail index for a subgroup, click the percentage link under the Three Year % column. 13. The Student Proficiency Detail Index screen for the subgroup is displayed as a popup screen with the current year and 2 prior years data. 14. To close the popup screen, click the [X] in the top right hand corner of the screen or click the [Close] button at the bottom of the screen. Under the Met State Objective column, cells highlighted in yellow or red are links to the Safe Harbor calculation (a green cell indicates that proficiency was met without using the Safe Harbor calculation). 15. To view the safe harbor calculation, click the number link in a red or yellow cell. 16. The Safe Harbor Calculation screen is displayed as a popup screen for the subgroup selected. Last Updated: August 11,

222 17. To close the popup screen, click the [X] in the top right hand corner of the screen or click the [Close] button at the bottom of the screen. 18. Click the [Back] button on the State Objective Status screen to return to the Scorecard screen. 19. Click the [Back] button on the Scorecard screen to return to the Scorecard Status screen Educator Evaluation Educator Evaluations are based on State law. All of Michigan s educators will be evaluated using measures of student growth and the results of these evaluations will be reported into MDE s data systems. The lower left section of the scorecard covers Educator Evaluations (i.e. Effectiveness labels submission & TSDL student inclusion rate). Educator Evaluations will be reported as In Good Standing if 100% of the Effectiveness labels are submitted and the TSDL student inclusion rate is equal to or greater than 95%. Educator Evaluations will be reported as Not in Good Standing if the Effectiveness labels submitted is less than 100% or the TSDL student inclusion rate is less than 95%. Those in good standing will receive a green cell, and those not in good standing will receive a red cell. 1. To view the Educator Evaluation detail, click the Pts. Earned/Pts Possible link on the Education Evaluation row on the lower left section of the Scorecard Status screen. 2. The Educator Evaluation Components screen will display as a popup screen. Last Updated: August 11,

223 3. To close the popup screen, click the [X] in the top right hand corner of the screen or click the [Close] button at the bottom of the screen Compliance Factor Compliance Factors are based on State law. All districts/schools are required by State law to have a School Improvement Plan and to complete School Performance Indicator reports. The lower left section of the scorecard covers Compliance Factors (i.e. EdYes report completion & School Improvement Plan). If a district/school completes 100% of their EdYes report and School Improvement Plan, they will have a status of Complete and receive a green cell. If a district/school completes less than 100% in either their EdYes report or their School Improvement Plan, they will have a status of Incomplete and receive a red cell. If a district/school does not have any reporting requirements, they will have a status of None and receive a green cell. A green cell overall will earn full point values and a red cell overall will earn no points for this component area. 1. To view the Compliance Factor detail, click the Pts. Earned/Pts Possible link on the Compliance Factor row on the lower left section of the Scorecard Status screen. Last Updated: August 11,

224 2. The Compliance Factors screen displays as a popup screen. 3. To close the popup screen, click the [X] in the top right hand corner of the screen or click the [Close] button at the bottom of the screen Attendance Attendance is denoted in the lower left corner of the score card and is only displayed for elementary schools, middle schools, or any other school that does not graduate students (e.g., a school that includes only 9 th grade). This status is derived from Adequate Yearly Progress criteria. If a schools overall attendance is equal to or greater than 90% and meets the attendance target, it will receive a green cell for attendance rate; if the schools overall attendance is less than 90% but meets the attendance improvement target, they will receive a yellow cell; and if it misses both the attendance and the attendance improvement target, they will receive a red cell. 1. To view the Attendance detail, click the Pts. Earned/Pts Possible link on the Attendance row on the lower left section of the Scorecard Status screen. Last Updated: August 11,

225 2. The Attendance Objective screen is displayed. 3. Click the [Back] button at the bottom of the screen to return to the Scorecard Status screen Graduation Graduation is denoted in the lower left corner of the score card and is only displayed for schools that graduate students (e.g., high schools). This status is derived from Adequate Yearly Progress criteria. If a school has a graduation rate of at least 80%, it will receive a green cell for graduation rate; if it makes the graduation rate improvement target, it will receive a yellow cell; and if it misses both the rate and the improvement target, they will receive a red cell. 1. To view the Graduation detail, click the Pts. Earned/Pts Possible link on the Graduation row on the lower left section of the Scorecard Status screen. Last Updated: August 11,

226 2. The Graduation Objective screen is displayed. 3. Click the [Back] button at the bottom of the screen to return to the Scorecard Status screen Scorecard History 1. Click the [Review Scorecard History] button at the bottom of the Scorecard Status screen. 2. The Scorecard History screen is displayed. Last Updated: August 11,

227 Since this is the first year for the Michigan School Accountability Scorecards, the academic year is the only scorecard available. As we move forward with the scorecard, all prior years will display on this page. 3. To print the scorecard history, click the [Print] button at the bottom of the screen. 4. Click the [Back] button to return to the Scorecard Status screen Download Student Information 1. Click the [Download Student Information] button at the bottom of the Scorecard Status screen. 2. The Student Download screen is displayed. 3. Click the [Download] button. 4. A message is displayed warning that all student data for the district or school will be included in the file. Last Updated: August 11,

228 5. Click the [OK] button to close the message. 6. The student information will be downloaded in an Excel file format Frequently Asked Questions (FAQs) Scorecard 1. What are Michigan School Accountability Scorecards? In the summer of 2012, Michigan was approved for flexibility from certain requirements of the No Child Left Behind Act of 2001 (NCLB). The approved flexibility waiver from the United States Department of Education has created a new and exciting method for looking at school accountability in the State of Michigan. The new system will work to close achievement gaps, increase equity, and improve the quality of instruction in our public districts and schools across the state. Beginning with the school year, the Michigan Department of Education will release Michigan School Accountability Scorecards as an indicator of school and district compliance, assessment participation and assessment performance requirements. 2. What will the Michigan School Accountability Scorecards include? The Michigan School Accountability Scorecards will include indicators for assessment participation and proficiency on MEAP, MEAP-Access, MI-Access, and MME. The new scorecard indicators will also include attendance or graduation rates, educator effectiveness label-reporting completion rates, teacher-student data link collection completion rates, School Process Rubrics (SPR 40/90) or Self Assessment (SA) report completion, and School Improvement Plan (SIP) report completion. For more technical details on the new Michigan School Accountability Scorecards you may review a detailed PowerPoint found here: 3. Will the scorecards displayed on the Secure Site be appealable? Yes, the preliminary scorecard window will take the place of the former preliminary school report cards window used for verification of Adequate Yearly Progress (AYP) in years past. As it was with the preliminary window used for AYP results, only certain accountability data will be appealable during this time. Data including graduation, enrollment, full academic year (FAY) and assessment participation will NOT be appealable as these data are appealed during previous windows throughout the school year leading up to the scorecard release. The 1% cap, the inclusion of Last Updated: August 11,

229 formerly Limited English Proficient (FLEP), and the inclusion of Formerly Students with Disabilities (FSWD) WILL be appealable during the preliminary scorecard window. 4. Will districts and schools be able to appeal students with disabilities (SWD) subgroups not meeting their proficiency target in the preliminary scorecard window? Districts and schools that have a SWD subgroup that does not meet the proficiency target will be able to appeal this determination if the district has an approved 1% MI-Access Cap Exception Waiver on file with the BAA. Districts must apply for the 1% MI-Access Cap Exception Waiver in the late winter/early spring. If the district has an approved waiver on file with the department, it will be valid for three accountability cycles. This means, if your district applied during the school year, the summer 2013 accountability release will be the last cycle where this waiver is valid and applicable for appeal. Districts that applied during the school year will be able to use their waiver through the summer 2014 accountability release. The 1% Cap Exception Waiver application is currently available at along with a list of previously applied and approved districts. 5. What are the proficiency targets for the new Michigan School Accountability Scorecards? Proficiency targets or Annual Measurable Objectives (AMOs) for the new scorecards are individual to every school entity in the State Of Michigan. These targets are based on school-wide proficiency percentages by subject from the (baseline) school year and incrementally increase each year until the school year. Schools and districts are expected to attain 85% proficiency rates in all assessed content areas by the end of the school year. Proficiency targets are also unique by subject for each school. All students with a valid subject-level assessment will contribute to the school's baseline and incremental targets. The proficiency targets will be applied equally across all student subgroups applicable within a school entity. For more details on proficiency targets please visit: 6. What is the required assessment participation rate for the new Michigan School Accountability Scorecard? As in the past several years, the State Of Michigan has a required assessment participation rate of 95% for districts and schools. This requirement is not new; however, what is new for the scorecard system is the inclusion of all subjects for assessment participation indicator. Districts and schools with grades that take science, social studies, and writing assessments will have these subjects included for the test participation indicator on the new scorecard system. Assessment participation will NOT be appealable during the preliminary scorecard window as such appeals already have taken place in the Tested Roster and Students Not Tested windows. 7. What is the required attendance rate for the new Michigan School Accountability Scorecard? Last Updated: August 11,

230 Districts and schools with attendance as a scorecard indicator will be subject to a required attendance rate of 90%. The attendance data that will be used in the scorecard system is from the school year. The review and appeal window for this information went from January 28 to February 1, 2013 and will not be available for appeal during the preliminary scorecard window. 8. What is the required graduation rate for the new Michigan School Accountability Scorecard? Districts and schools with graduation rates as a scorecard indicator will be subject to a required graduation rate of 80%. The graduation rates that will be used in the scorecard system are from the school year. Unless the district was an operator or member of a Shared Education Entity (SEE) for accountability during the school year, the graduation rates to be used on the scorecards are already available through the Michigan Center for Educational Performance and Information (CEPI) at this website: _30451_ ,00.html. Districts that operated or participated in a SEE for accountability during the school year will have special district graduation rates reported on the scorecards that follow the SEE accountability model. 9. Will nonpublic schools receive a Michigan School Accountability Scorecard? No, scorecards will only be released for Intermediate School District (ISD), Local Education Agency (LEA), and Public School Academy (PSA) district and school entities. 10. Where can I find resources on the web regarding district and school accountability topics? The department has many web resources available regarding general and technical details of topics within this document. Below is a listing of topics and their associated links for web resources. Center for Educational Performance and Information (CEPI) MI School Data Portal Michigan School Accountability Scorecards Legacy Adequate Yearly Progress (AYP) Information Legacy Michigan School Report Cards Top-to-Bottom School Rankings Information on Focus Schools Last Updated: August 11,

231 Information on Priority Schools Information on Reward Schools Scorecard Appeal Request Appeal 1. Select the Scorecard option from the Scorecard menu. 2. The Scorecard Search Summary screen is displayed. 3. Select the search criteria and click the [Search] button. To view the district scorecard with all public schools within the district, do not select a School from the dropdown list. 4. The Scorecard Search Summary screen is refreshed with the data that matches the search criteria. Last Updated: August 11,

232 5. To review the scorecard for the district or the school, click on the color link next to the appropriate entity. 6. The Scorecard Status screen is displayed. 7. Click the [Appeal] button from any of the Scorecard screens. 8. The Request Appeal screen is displayed. Last Updated: August 11,

233 The Requestor Name, Academic Year, ISD, District, School, and Phone Number are pre-populated and disabled. Appeal Types: Students with Disabilities Proficiency (1% cap, formerly SE) Formerly LEP Attendance Demographics FAY/feeder Incorrect Calculations 9. Select the Appeal Type and enter a Request Message describing the appeal. 10. If applicable, click the [Select] button to attach a file with detailed information regarding the appeal. 11. When all information is entered, click the [Submit] button. 12. BAA will be notified of the appeal by an . Last Updated: August 11,

234 Update/View Appeal 1. Select the View/Update Scorecard Appeal option from the Scorecard menu. 2. The Scorecard Appeals Search screen is displayed. 3. Select search criteria and click the [Search] button. 4. The screen is refreshed with all appeals that match the search criteria entered. 5. Click the Update Appeal link for the appeal to view/update. 6. The Request Appeal screen is displayed. Last Updated: August 11,

235 7. Update the Appeal Type and/or Request Message, add another file if applicable, and click the [Submit] button Retract Appeal 1. Select the View/Update Scorecard Appeal option from the Scorecard menu. 2. The Scorecard Appeals Search screen is displayed. Last Updated: August 11,

236 3. Select search criteria and click the [Search] button. 4. The screen is refreshed with all appeals that match the search criteria entered. 5. Click the Update Appeal link for the appeal to view/update. 6. The Request Appeal screen is displayed. Last Updated: August 11,

237 7. Click the [Retract] button % Cap Waiver Only district users have the ability to request the 1% Cap Waiver Apply for Waiver 1. Select the Scorecard option from the Scorecard menu. 2. The Scorecard Search Summary screen is displayed. Last Updated: August 11,

238 3. Select the search criteria and click the [Search] button. To view the district scorecard with all public schools within the district, do not select a School from the dropdown list. 4. The Scorecard Search Summary screen is refreshed with the data that matches the search criteria. 5. Click the color for the District Scorecard (waivers are applied at the district level only). 6. The Scorecard Status screen is displayed. Last Updated: August 11,

239 7. Click the [Apply for Waiver] button from any of the Scorecard screens. 8. The Request Waiver screen is displayed. Last Updated: August 11,

240 The Academic Year, ISD, District, address, and Requestor Name are pre-populated and disabled. Exemption Reasons: Presence of Center Program Presence of Classroom Program SEE Member District Other 9. Select the Exemption Reason and enter information in the remaining fields, if applicable. 10. When all information has been entered, click the checkbox certifying the information is correct and click the [Submit] button. 11. BAA will be notified of the waiver request by an Update Waiver 1. Select the View/Update 1% Cap Waiver option from the Scorecard menu. 2. The Scorecard Waivers Search screen is displayed. Last Updated: August 11,

241 3. Select search criteria and click the [Search] button. 4. The screen is refreshed with all waiver requests that match the search criteria entered. 5. Click the Update Waiver link for the waiver request to view/update. 6. The Request Waiver screen is displayed. Last Updated: August 11,

242 7. Update the waiver request information and click the [Submit] button. 20 W-APT The WIDA-ACCESS Placement Test (W-APT) is an English language proficiency "screener" test given to incoming students who may be designated as English learners. It assists educators with programmatic placement decisions such as identification and placement of English Learners (ELs). Once the assessment is administered and scored, the student information and scores can be entered on the Secure Site. The W-APT is replacing the current ELPA Initial Screening assessment. The following methods can be used to pre-id students for the W-APT: Import File Scores can be included in the file. Click here for instructions. MSDS Copy Click here for instructions. Add Student non-public and home schooled students only. Click here for instructions Update Score Information W-APT scores can be entered and updated from the Student Demographics screen. Click here for instructions on how to access the Student Summary/Student Demographics screen. Last Updated: August 11,

243 1. From the Student Summary screen, click the W-APT assessment link. 2. The Student Demographics screen is displayed. Last Updated: August 11,

244 3. Enter the ELL Placement Test information and click the [Save] button. 4. The Student Demographics screen will refresh with the Performance Level scores. 21 Incident Reports Incidence reports are completed by district MEAP coordinators for the following purposes: Request an emergency test for a new student Report a student who is resuming testing Report test irregularities 21.1 Create Incident Report 1. Select the Create Incident Report (District/School User) option from the Incident Reporting menu. 2. The Incident Report screen is displayed. 3. Enter search criteria and click the [Search] button. Last Updated: August 11,

245 4. The Incident Report screen is refreshed with appropriate Incident Report form. 5. Enter the Date and Time the incident occurred. 6. Enter the Grade Level Assessed. 7. The Content Areas Impacted will be refreshed with the content areas available for the test cycle and grade selected. 8. Select one or more content areas and the day/part of the assessment impacted. 9. Select the Type of Notification. 10. The bottom of the screen will be refreshed with questions assigned to the type of notification selected. Last Updated: August 11,

246 11. Select the Incident Level. If Student is selected, a [Student] button will appear and you are required to select the student or students that were affected. 12. Click the [Student] button. 13. A list of student pre-identified will pop up. Last Updated: August 11,

247 14. Click the checkbox next to the students involved in the incident and click the [Submit] button. 15. The students selected will be listed on the Incident Report form. 16. Select whether or not Emergency Tests are needed. If you select Yes, the Emergency Material Order Form will display when the incident report is submitted. 17. Enter the rest of the information as appropriate. You can save the incident report at any time without actually submitting the form to BAA for review by clicking the [Save] button at the bottom of the screen. 18. When all information is entered, click the [Submit] button at the bottom of the screen. 19. The Incident Report will be queued for a State Administrator to review. 20. Click the [Print] button to print the incident report. 21. Click the [Download] button to download the incident report into Excel Create Emergency Order If you indicated that Emergency Tests were required, the Emergency Material Order Form will display once the incident report is submitted (not when saved). Last Updated: August 11,

248 1. Select the grade to order materials for and enter the appropriate materials. 2. When materials have been entered, click the [Save] button. Last Updated: August 11,

249 3. The material order will be queued for review by a State Administrator View/Update Incident Report 1. Select the Update Incident Report (District/School User) option from the Incident Reporting menu. 2. The Incident Report Search screen is displayed. 3. Enter search criteria and click the [Search] button. 4. The Incident Report Search screen is refreshed with all incident reports that match the search criteria. Last Updated: August 11,

250 To print the list of incident reports, select the appropriate reports and click the [Print] button. To print the actual incident reports, select the appropriate reports and click the [Print Selected Reports] button. To download the list of incident reports to Excel, select the appropriate reports and click the [Download] button. You can use the [Select All] button to select all students that match the criteria entered. Selecting the [Unselect All] will remove the checks next to all students. Incident Reports with a status of Approved, Rejected, or In-Process, will have a View link available. Incident Reports with a status of Open, Pending Review, or Additional Information Required will have a Update link available. 5. Click the View link to view an incident report. 6. Click the Update link to update an incident report. 7. The Incident Report Details screen is displayed. 8. Click the [Print] button to print the incident report. 9. Click the [Download] button to download the incident report into Excel. 10. If the incident report is in view only mode, click the [Back] button to return to the Incident Report Search screen. 11. To update the incident report, enter/update the appropriate information and click the [Submit] button. Last Updated: August 11,

251 22 Administration 22.1 Manage System Requests A user must have a MEIS ID in order to login to the Secure Site system. The Secure Site Login screen will contain a link to the Request MEIS ID Process. If the user has a MEIS ID but does not have access to the Secure Site system, the system will display a screen to request access. This section will provide the instructions for managing users requests to access Secure Site. District Administrator Level Access Users requesting District Administrator functions will not be able to use the request access screen in the Secure Site System. The Secure Site login screen will provide instructions on how to obtain district administrator access with a link to the District Administrator Request form that must be completed and faxed/mailed to BAA. The Secure Site system will the requestor when access to Secure Site has been established. Non-Public School Administrator Level Access Users requesting Nonpublic School Administrator functions will not be able to use the request access screen in the Secure Site System. After logging in with your MEIS login, the request for access screen will provide instructions on how to obtain non-public administrator access with a link to the Nonpublic School Administrator Request form that must be completed and faxed or mailed to BAA. The Secure Site system will the requestor when access to Secure Site has been established. Entities without an administrator Users requesting access to an entity that does not have an administrator level user will have the ability to submit a request using the request access screen in the Secure Site System. These requests will result in a notification to a State administrator that a request has been queued for approval. BAA will contact the district superintendent s office to notify them of the need to establish a district administrator level user for Secure Site. District User, School Administrator, and School User Access Users requesting district user, school administrator, and/or school user access to Secure Site will have the ability to submit a request using the request access screen in the Secure Site System instead of completing the paper based request form Approve System Request 1. Select Security - Manage System Requests from the Admin Functions menu. Last Updated: August 11,

252 2. The System Requests screen is displayed. 3. Enter search criteria and click the [Search] button. To clear the search criteria, click the [Reset] button. To return all system requests in the database, leave all search criteria blank and click the [Search] button. 4. The System Requests screen is refreshed with all requests that match the search criteria. Last Updated: August 11,

253 5. Click the View Access Request link next to the appropriate request. 6. The Manage System Requests screen is displayed with a list of requests created by users. Separate requests must be submitted to request different roles for different entities or to request multiple roles for a single entity. 7. Click the Approve link next to the appropriate request. 8. The Add User Security screen is displayed. Last Updated: August 11,

254 If the user has existing profiles, the Select Profile dropdown list will be populated with the profiles. If not, the dropdown list will be empty and a new profile name will have to be entered. Administrators are able to create meaningful profile names to attach security to (e.g., School Admin Community HS, or District User Wayne RESA, or School User View Pittsfield Elem, etc.). The Role, ISD, District and Schools are populated with the items requested by the user. The administrator has the ability to change these fields. 9. Select an existing profile or enter a profile name. 10. To provide access to one or more assessments, click on each applicable assessment in the Assessments list box on the left and click selected assessments list box on the right.. This will move the assessments selected to the To select multiple assessments, press and hold the [Ctrl] key while clicking on each applicable assessment. Last Updated: August 11,

255 a. To remove one or more assessments, click on each applicable assessment in the selected assessments list box on the right and press to the Assessments list box on the left.. This will move all assessments selected back b. To request access to all assessments listed in the Assessments list box, click. This will move all assessments to the selected assessments list box on the right. c. To remove all assessments, click. This will move all assessments to the Assessments list box on the left. At least one assessment has to be assigned in order to save the profile. 11. After all changes have been made, click the [Save Security] button. 12. The user will receive an indicating the request has been approved with the details of the request Reject System Request 1. Select Security - Manage System Requests from the Admin Functions menu. 2. The System Requests screen is displayed. Last Updated: August 11,

256 3. Enter search criteria and click the [Search] button. To clear the search criteria, click the [Reset] button. To return all system requests in the database, leave all search criteria blank and click the [Search] button. 4. The System Requests screen is refreshed with all requests that match the search criteria. 5. Click the View Access Request link next to the appropriate request. 6. The Manage System Requests screen is displayed with a list of requests created by users. Separate requests must be submitted to request different roles for different entities or to request multiple roles for a single entity. 7. Click the Reject link next to the appropriate request. 8. System prompts for Reject request reason with a comment textbox. Last Updated: August 11,

257 9. Enter the reason for rejection in the comments textbox and click the [OK] button. 10. The user will receive an indicating the request has been rejected with the reason entered in the popup box above User Maintenance This allows Administrators to add profiles and update access without a user submitting a request. This is how District Administrator and State Administrator roles will be created since they are not permitted to request this access through the system Current System Roles Each role is listed below with the functions available to the role and the access levels assigned to each function. Public School User View Only Role Type: School Functions Material Orders W-APT Screener Student Search/Demographics Verification of Enrollment Verification of Demographics Verification of Answer Documents Unable to Test Not Tested Pre-Id Reports Student Test Scores Access Level View Only View Only View Only View Only View Only View Only View Only View Only View Only View Only Non-Public School User View Only Role Type: School Functions Material Orders W-APT Screener Student Search/Demographics Verification of Answer Documents Access Level View Only View Only View Only View Only Last Updated: August 11,

258 Functions Pre-Id Reports Student Test Scores Access Level View Only View Only Public School User Add/Modify Role Type: School Functions Material Orders W-APT Screener Student Search/Demographics Student Demographics Mass Update Verification of Enrollment Verification of Demographics Verification of Answer Documents Unable to Test Not Tested Incident Reporting Pre-Id File Upload Pre-Id MSDS Copy Pre-Id Early Roster Pre-ID Assign SCED Code Pre-Id Reports Student Test Scores Access Level Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete View Only View Only Non-public School User Add/Modify Role Type: School Functions Material Orders W-APT Screener Student Search/Demographics Student Demographics Mass Update Verification of Answer Documents Pre-Id File Upload Pre-Id MSDS Copy Pre-Id Early Roster Pre-Id Test Cycle Copy Pre-Id Add Student Pre-ID Assign SCED Code Pre-Id Reports Student Test Scores Report Printing Options Access Level Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete View Only View Only Add/Modify/Delete Last Updated: August 11,

259 Public School Administrator Role Type: School Functions Material Orders W-APT Screener Student Search/Demographics Student Demographics Mass Update Verification of Enrollment Verification of Demographics Verification of Answer Documents Unable to Test Not Tested Incident Reporting Pre-Id File Upload Pre-Id MSDS Copy Pre-Id Early Roster Pre-Id Test Cycle Copy (non-public school users only) Pre-Id Add Student (non-public school users only) Pre-ID Assign SCED Code Pre-Id Reports Student Test Scores Scorecard Security - Administration Access Level Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete View Only View Only Add/Modify/Delete Add/Modify/Delete Non-public School Administrator Role Type: School Functions Material Orders W-APT Screener Student Search/Demographics Student Demographics Mass Update Verification of Answer Documents Pre-Id File Upload Pre-Id MSDS Copy Pre-Id Early Roster Pre-Id Test Cycle Copy (non-public school users only) Pre-Id Add Student (non-public school users only) Pre-ID Assign SCED Code Pre-Id Reports Student Test Scores Report Printing Options Security - Administration Access Level Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete View Only View Only Add/Modify/Delete Add/Modify/Delete Last Updated: August 11,

260 District User View Only Role Type: District Functions Material Orders W-APT Screener Student Search/Demographics Verification of Enrollment Verification of Demographics Verification of Answer Documents Unable to Test Not Tested Pre-Id Reports Student Test Scores AMAO Access Level View Only View Only View Only View Only View Only View Only View Only View Only View Only View Only View Only District User Add/Modify Role Type: District Functions Material Orders Material Orders District W-APT Screener Student Search/Demographics Student Demographics Mass Update Verification of Enrollment Verification of Demographics Verification of Answer Documents Unable to Test Not Tested Incident Reporting Pre-Id File Upload Pre-Id MSDS Copy Pre-Id Early Roster Pre-ID Assign SCED Code Pre-Id Reports Student Test Scores Report Printing Options AMAO Access Level Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete View Only View Only Add/Modify/Delete View Only District Administrator Role Type: District Functions Material Orders Access Level Add/Modify/Delete Last Updated: August 11,

261 Functions Material Orders District W-APT Screener Student Search/Demographics Student Demographics Mass Update Verification of Enrollment Verification of Demographics Verification of Answer Documents Unable to Test Not Tested Incident Reporting Pre-Id File Upload Pre-Id MSDS Copy Pre-Id Early Roster Pre-ID Assign SCED Code Pre-Id Reports Student Test Scores Report Printing Options Scorecard AMAO Security - Administration Access Level Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete View Only View Only Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add/Modify/Delete Add a New Profile Data Entry Method 1. Select Security - Manage User Profiles option from the Admin Functions menu. 2. The Manage User Profiles screen is displayed. Last Updated: August 11,

262 3. Click the [Add New Profile] button. 4. The Add User Profile screen is displayed. 5. Enter the Login Id and clicks the [Verify] button. This ensures that the user already had a MEIS ID. For new users to Secure Site (users without an existing profile assigned) you will need to enter the MEIS Account Id. The MEIS Account Id is different than the MEIS Login for example: Justin Hunter has a MEIS ID of hunterju but the MEIS Account ID is A Either one can be entered to verify the user has a MEIS ID. If you enter a Login Id and click the [Verify] button and the user is not found, enter the MEIS Account Id and click the [Verify] button. 6. The Add User Profile screen is refreshed with the First Name and Last Name tied to the Login Id. 7. Enter a User Profile Name and click the [Add Security] button. Administrators are able to create meaningful profile names to attach security to (e.g., School Admin Community HS, or District User Wayne RESA, or School User View Pittsfield Elem, etc.). 8. The Modify User Security screen is displayed. Last Updated: August 11,

263 The Select Profile dropdown is disabled and displays the name of the profile entered on the previous screen. 9. Select the appropriate role from the Role dropdown list. See list of roles above. If a role with a Role Type of District is selected, the screen will refresh and the Schools option will not display. District roles will provide access to all public schools within the District. 10. When an ISD is selected, the screen will refresh the District dropdown list with the districts associated with the ISD that the administrator has access to. 11. When a District is selected, the screen will refresh the School selection box with all schools within the district that the administrator has access to. 12. To provide access to one or more schools, click on each applicable school in the Assessments list box on the left and click right.. This will move the schools selected to the selected schools list box on the To select multiple schools, press and hold the [Ctrl] key while clicking on each applicable school. To remove one or more schools, click on each applicable school in the selected schools list box on the right and press box on the left.. This will move all schools selected back to the Schools list To request access to all schools listed in the Schools list box, click. This will move all schools to the selected schools list box on the right. Last Updated: August 11,

264 To remove all schools, click. This will move all schools to the Schools list box on the left. 13. To provide access to one or more assessments, click on each applicable assessment in the Assessments list box on the left and click selected assessments list box on the right.. This will move the assessments selected to the To select multiple assessments, press and hold the [Ctrl] key while clicking on each applicable assessment. To remove one or more assessments, click on each applicable assessment in the selected assessments list box on the right and press to the Assessments list box on the left.. This will move all assessments selected back To request access to all assessments listed in the Assessments list box, click. This will move all assessments to the selected assessments list box on the right. To remove all assessments, click. This will move all assessments to the Assessments list box on the left. At least one assessment has to be assigned in order to save the profile. 14. After all changes have been made, click the [Save Security] button. 15. The user will receive an indicating the details of the access provided Add a New Profile Copy Profile Method 1. Select Security - Manage User Profiles option from the Admin Functions menu. 2. The Manage User Profiles screen is displayed. Last Updated: August 11,

265 3. Click the [Add New Profile] button. 4. The Add User Profile screen is displayed. 5. Enter the Login Id and clicks the [Verify] button. This ensures that the user already had a MEIS ID. For new users to Secure Site (users without an existing profile assigned) you will need to enter the MEIS Account Id. The MEIS Account Id is different than the MEIS Login for example: Justin Hunter has a MEIS ID of hunterju but the MEIS Account ID is A Either one can be entered to verify the user has a MEIS ID. If you enter a Login Id and click the [Verify] button and the user is not found, enter the MEIS Account Id and click the [Verify] button. 6. The Add User Profile screen is refreshed with the First Name and Last Name tied to the Login Id. 7. Enter a User Profile Name and click the [Copy Profile] button. 8. The Copy Profile screen is displayed. Last Updated: August 11,

266 The Select Profile Name to Copy dropdown list includes only those profiles available to the administrator. A district administrator will only see profiles created for their district and schools within their district and a school administrator will only see profiles for the school they have access to. 9. Select the profile to copy from the Select Profile Name to Copy dropdown list and click the [Save] button. 10. The Modify User Security screen is displayed. The Current Security for User section of the screen (bottom) reflects the security available based on the profile copied. 11. To add additional security to this profile, select a role, ISD, District, Schools, and Assessments as indicated in section 5.2 above Update User Access 1. Select Security - Manage User Profiles option from the Admin Functions menu. 2. The Manage User Profiles screen is displayed. Last Updated: August 11,

267 3. Enter search criteria and click the [Search] button. To clear the search criteria, click the [Reset] button. To return all profiles in the database, leave all search criteria blank and click the [Search] button. 4. The Manage User Profiles screen is refreshed with a list of profiles that match the search criteria. 5. To rename the profile, click on the Rename link next to the appropriate profile. 6. A Rename User Profile popup will display. Last Updated: August 11,

268 Administrators are able to create meaningful profile names to attach security to (e.g., School Admin Community HS, or District User Wayne RESA, or School User View Pittsfield Elem, etc.). 7. Enter the new profile name and click the [OK] button. 8. To update the security, click the Update Security link next to the appropriate profile. 9. The Modify User Security screen is displayed. 10. Add a role, entities and/or assessments to the profile, if applicable. The Current Security for User section at the bottom of the screen lists the access rights currently assigned to the profile. Last Updated: August 11,

269 11. To remove access, click the Remove Access link next to the appropriate security combination. 12. To add additional security to this profile, select a role, ISD, District, Schools, and Assessments as indicated in section 5.2 above Inactivate a profile 1. Select Security - Manage User Profiles option from the Admin Functions menu. 2. The Manage User Profiles screen is displayed. Last Updated: August 11,

270 3. Enter search criteria and click the [Search] button. To clear the search criteria, click the [Reset] button. To return all profiles in the database, leave all search criteria blank and click the [Search] button. 4. The Manage User Profiles screen is refreshed with a list of profiles that match the search criteria. 5. To inactivate a profile, select the Inactivate link next to the profile on the Manage User Profiles screen. This will change the link to Activate so that the profile can be re-activated in the future List of Users 1. Select Security - Manage User Profiles option from the Admin Functions menu. Last Updated: August 11,

271 2. The Manage User Profiles screen is displayed. 3. Enter search criteria and click the [Search] button. To clear the search criteria, click the [Reset] button. To return all profiles in the database, leave all search criteria blank and click the [Search] button. 4. The Manage User Profiles screen is refreshed with a list of profiles that match the search criteria. Last Updated: August 11,

272 5. Click the [Download] button to download the list of users. 6. Click the [Print] button to print the list of users. 23 Appendix A Trouble Shooting 23.1 Grids are not aligned/calendar compacted to the left Why are the headers on my grid not in alignment with the columns? Why is the calendar compacted to the left side of the screen? Last Updated: August 11,

273 If your calendar looks like this: If your grids look like this: Last Updated: August 11,

274 This means you have Internet Explorer is set for Compatibility Mode. To change the settings follow the steps below: 1. Select Compatibility View Settings from the Tools menu on the Internet Explorer toolbar. 2. The Compatibility View Settings popup is displayed. Last Updated: August 11,

275 3. Unclick the Display all websites in Compatibility View checkbox and click the [Close] button. 4. Internet Explorer will refresh the page and the columns will line up with the headers. Last Updated: August 11,