Washington Access to Instruction and Measurement (WA-AIM) Engrade Users Guide

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1 Washington Access to Instruction and Measurement (WA-AIM) Engrade Users Guide Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved.

2 Developed and published under contract with the State of Washington Office of Superintendent of Public Instruction (OSPI) by Data Recognition Corporation Bass Lake Road, Maple Grove, MN and McGraw-Hill Education LLC, 8787 Orion Place, Columbus, OH Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill Education LLC. All rights reserved. Only Washington State educators and citizens may copy and/or download and print the document, located at AIM/AdministrationPlatform.aspx. Any other use or reproduction of this document, in whole or in part, requires prior written permission from OSPI and the publisher. Engrade is a registered trademark of McGraw-Hill School Education Holdings, LLC. All other brand and product names found in this publication are the trademarks or registered trademarks of their respective companies and are not associated with the publisher of this publication. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 2

3 Users Guide Table of Contents GETTING STARTED: HOW TO ACCESS THE WA-AIM PLATFORM...7 A. LOGGING IN... 7 B. RESETTING YOUR PASSWORD... 8 C. EDITING ACCOUNT INFORMATION... 9 D. UPLOADING A PICTURE E. USING THE NAVIGATION BAR F. LINKING TO GOOGLE AND BOX G. UPLOADING FILES H. SELECTING THE CORRECT GRADING PERIOD FALL HS RETAKE VS. SPRING ADMINISTRATION DISTRICT ASSESSMENT COORDINATORS SECTION 1: INITIAL SCHOOL ROSTER SETUP A. Creating Additional DAC Accounts and Editing Existing DAC Accounts B. Creating Building Test Coordinator Accounts C. Printing and Exporting Log-in Credentials D. Editing Building Test Coordinator Accounts SECTION 2: STUDENT TRANSFERS A. Downloading an Assessment for a Transferring Student B. Archiving a Transferring Student C. Transferring an Assessment D. Incoming Student Transfers BUILDING TEST COORDINATORS SECTION 1: INITIAL SCHOOL ROSTER SETUP A. Creating Teacher Accounts B. Creating Bulk Teacher Accounts C. Printing and Exporting Log-in Credentials D. Editing Teacher Accounts E. Changing a Class Teacher SECTION 2: UPDATING THE ROSTER A. Creating a New Student B. Dropping Students D. Student Transfers E. Incoming Student Transfers SECTION 3: NAVIGATING THE WASHINGTON AIM APPLICATION A. Accessing the Washington AIM Application B. Using the Washington AIM Application Filters C. Confirming Baseline and Final Assessment Submission TEACHERS SECTION 1: INITIAL SCHOOL ROSTER SETUP A. Creating a Class B. Adding Students to a Class Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 3

4 C. Viewing Student Details D. Editing Class Settings SECTION 2: UPDATING THE ROSTER A. Editing a Class Roster B. Student Transfers C. Incoming Student Transfers SECTION 3: NAVIGATING THE WASHINGTON AIM APPLICATION A. Accessing the Washington AIM Application B. Using the Washington AIM Application Filters C. Conducting a Baseline Assessment D. Conducting a Final Assessment E. Editing Assessments F. Deleting Assessments SUPPORT Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 4

5 Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 5

6 Welcome to Engrade! Engrade, a McGraw-Hill Education Company, is used by millions of teachers and students around the country to keep up with class grades, assignments, and information. Congratulations! You are now part of the fastest growing online education platform. More than 400,000 teachers worldwide use Engrade to help save time in the classroom. Engrade has partnered with the Office of the Superintendent of Public Instruction (OSPI) to manage the online collection and delivery system for the Washington Access to Instruction and Measurement (WA-AIM) Alternate Assessment. This user guide is divided into four sections. The first section covers basic instructions for accessing the platform and configuring your Engrade account. The following three sections are specific to district assessment coordinators, building test coordinators, and teachers. This guide will be your primary resource on how to access and utilize the features of your Engrade account. Please keep in mind that the platform is a special version of Engrade designed specifically for schools administering the WA-AIM. As such, certain aspects of the platform will not apply. Instructions for performing all actions on the Engrade platform as they relate to the WA-AIM are included in this manual. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved.

7 Getting Started: How to Access the WA-AIM Platform In this section, you will learn how to: A. Log in to the alternate assessment platform B. Change your password C. Configure your account to your preferences Key for Common Symbols on the Platform Save changes or create new item Delete selected item Add new item Print or export data Edit selected item s settings This symbol will appear throughout this guide to highlight important information regarding the alternate assessment platform. A. Logging In District Assessment Coordinators (DACs) The username and password for your account will remain the same from year-to-year provided that your account is still active. If you are new to Engrade and need an account, please contact an existing DAC in your district that already has an Engrade account. He or she will be able to create an account for you. Building Test Coordinators (BTCs) and Teachers The username and password for your account will remain the same from year-to-year provided that your account is still active. If you are new to Engrade and need an account, please contact an existing DAC or BTC in your district or school that already has an Engrade account. He or she will be able to create an account for you. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 7

8 . Log In Once you have your username and password, go to enter your credentials, and click LOG IN. B. Resetting Your Password Lost Password Link If you have an existing Engrade account, but do not remember your password, use the following Lost Password link to reset your password: https://engradepro.com/user/lost.php. You will need your Engrade username or the address associated with your account in order to reset your password. In order to prevent s from Engrade from being blocked, we strongly recommend that you add the Engrade domain, which to your mailing list and confirm with your IT department that these s will be allowed. Once you log-in, you may also change your password by clicking Manage Account under the drop-down by your name in the top, blue navigation bar. Under New Password, type your desired password and again in the Confirm New Password field. 1. To save your settings, enter your current password in the Current Password field under Security. 2. Click the green Submit button to save your changes. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 8

9 C. Editing Account Information Changing your address: 1. Enter your new address in the field. 2. To save your settings, enter your current password in the Current Password field under Security. 3. Click the green Submit button to save your changes. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 9

10 Please note that some settings, such as username and name, may be locked for security purposes. D. Uploading a Picture You may add a picture or logo that will appear in the top-left corner of your Engrade account. Add a picture to your account: 1. Hover over your name on the top blue bar, and click Change Picture from the drop-down menu. 2. Click on the Choose File button to upload a photo or logo from your computer. Your photo must be a.gif,.jpg, or.png and less than 10MB in size. 3. Click the green Submit button to save your changes. Please note that others with viewing access to your account will be able to see this picture. E. Using the Navigation Bar The blue bar is your navigation bar for your Engrade account. From here you can access your account information. Your navigation bar may look slightly different depending on your user type. 1. Click on Logout in the top right when you are ready to log out of your account. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 10

11 2. If you would like to return to your homepage at any time, click on the EngradePro logo located in the top-left corner of the blue bar. F. Linking to Google and Box You can link your Engrade account to your Google and Box accounts to enable a single sign-on and access to your Google Drive and Box files within Engrade. Link to Google: Link to Box: G. Uploading Files 1. Click Manage Account under the drop-down by your name in the top, blue navigation bar. 2. Click Link to Google on the left sidebar. 3. Enter your Google sign-in information. 4. On the following screen, you will be asked to sign in to your Google account. 5. Enter your Google address and password. 6. Click the blue Sign in button to link your account. 1. Click Manage Account under the drop-down by your name in the top, blue navigation bar. 2. Click Link to Box on the left sidebar. 3. Enter your Box address and password or select Use Single Sign On. 4. Click the blue Authorize button to link your account. You can upload files such as PowerPoint, Excel, Microsoft Word documents, PDFs, and image files to your Engrade account. Each user can store up to 1024MB of file data in his or her account, with a maximum file upload size of 10MB. The following is a list of file types that can be uploaded to Engrade: Documents:.pdf,.doc,.xls,.ppt,.pps,.pub,.docx,.xlsx,.xltx,.pptx,.ppsx,.dotx,.potx,.odt,.odp,.ods,.sxw,.sdw,.sxi,.sxc Images:.jpg,.jpeg,.png,.bmp,.gif Music:.wav,.mp3,.midi Video:.mov,.avi,.wmv,.mpg,.mpeg,.asx,.mp2,.tgz,.zip,.gz,.tar Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 11

12 Other:.txt,.csv,.xml,.html,.htm,.rtf 1. If you would like to upload files to your account, hover over the Apps menu on the top, blue navigation bar and click Files. 2. On the Files page, you can upload up to three files at once under the Upload New section. 3. Select Choose File to select the file from your computer that you would like to upload. 4. Once you have selected your file(s), click the green Upload button to upload your files. 5. Once your files have been successfully uploaded, you can view them under the My Files section of your Files page, including the file name, file size, upload date, and options. 6. You can click on any of these headings to sort the files. 7. Select the name of a file to initiate a download of the selected file. 8. If you would like to permanently remove a file from your account, click Delete under the Options column. H. Selecting the Correct Grading Period Fall HS Retake vs. Spring Administration Upon log-in, you will need to ensure that you are in the correct grading period. A grading period on the Engrade platform represents an administration window. Depending on your user type and when your account was created, the following grading periods may be visible: GP 1: Previous WA-AIM Administration GP 1: Fall HS Retake GP 2: Spring Administration If you are a teacher, you may have access to GP 1 after creating a class in Engrade and will only have access to GP2 once the Spring Administration window opens. If you are a district assessment coordinator or building test coordinator, you will have access to all grading periods upon log-in. Please ensure that you are in the correct grading period before taking any further action in Engrade. If you are unsure about which grading period to select, contact the WA-AIM customer care helpdesk. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 12

13 District Assessment Coordinators Section 1: Initial School Roster Setup In this section, you will learn how to: A. Create additional DAC accounts and edit existing DAC accounts B. Create individual building test coordinator accounts C. Print and export building test coordinator log-in credentials D. Edit building test coordinator accounts A. Creating Additional DAC Accounts and Editing Existing DAC Accounts This section is specific to districts that will distribute district assessment coordinator tasks across multiple staff members or delegate the district level responsibilities for the WA-AIM to someone other than the existing district assessment coordinator. To add additional DAC accounts to designees within your district on the WA-AIM Engrade platform, follow the steps below. Please note that you may see existing administrator accounts attached to your district. The accounts listed may include CTB/DRC scorers, Engrade Support, OSPI Support, etc. Please do not edit or delete these accounts. 1. From your district homepage, select the Administrators page on the left sidebar. Ensure that you are logged in at the district level and not in an individual school when you create the new DAC accounts. 2. Click the Create New Admin button. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 13

14 3. Enter the required fields: name, position, address, username, and password, and set the permissions level to View and Edit. 4. Click the Send user an notification that this account has been created box to send an automated Engrade to the new DAC. It is strongly recommended that you follow up with the new DAC to ensure that they received the automated Engrade with their log-in credentials. 5. Click the green Submit button to create the new DAC account. 6. The new DAC will now appear on the Administrators page. To print or export a file that displays the active DAC accounts for your district, click on the Print or Export button from the Administrators page. To edit a DAC s role or permissions level, follow the steps below. 1. Click on Edit to the right of the DAC that you would like to edit. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 14

15 2. Edit the role or permissions level listed for the DAC and click the green Save button to save your changes. 3. Drop a DAC account from the platform completely by clicking the red Delete button. The former DAC will no longer have access to the WA-AIM platform. Repeat the process above for each additional DAC account created. If the existing DAC is on a leave of absence and is unable to make the changes outlined above, please contact OSPI at B. Creating Building Test Coordinator Accounts DACs will be responsible for creating and sending new building test coordinators their log-in credentials. We recommend that you do so immediately as building test coordinators will be unable to access the alternate assessment platform until this step has been completed. The building test coordinator will be responsible for reviewing the list of students enrolled in his or her school on the platform and making any necessary changes to the school roster. He or she will also be responsible for creating teacher accounts for the school. While these responsibilities have been designated to the building test coordinator, each district assessment coordinator will also have the ability to perform these actions on the platform. Thus, each district assessment coordinator should determine who will be responsible for performing these responsibilities within their district and communicating that information to building test coordinators accordingly. Once you log in, you will land on the Schools page. A list of all of the schools in your district will appear. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 15

16 Click on an individual school to create a building test coordinator account for that school. You will need to repeat this process for each building test coordinator account that you create. Only one building test coordinator account should be created per school administering the WA-AIM. 1. You will automatically land on the Teachers page. 2. Click on the Administrators page. 3. Hover over the Add Administrator button. 4. Select Create a New Administrator. Fill in in the following information for the new administrator: 1. Admin Name: Fill in the building test coordinator s name as you would like it to appear. 2. Position: Fill in the building test coordinator s position at the school. 3. Admin Fill in the official address provided by the school or district. 4. Admin Username: Create a username with letters and numbers only. Students will not have access to the alternate assessment platform, and thus, they will not see the username. Building test coordinators will be able to change their usernames after logging in. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 16

17 5. Admin Password: Create a password. Building test coordinators will be able to change their passwords after logging in. 6. Permissions: Select View and Edit. 7. Send Welcome If you check the Send Welcome box, the user will receive an notification with his or her username, password, and log-in instructions. Engrade strongly recommends that you select this option. 8. Click the green Submit button to create the account. District assessment coordinators should follow up with each building test coordinator after creating his or her account to ensure that he or she received the automated Engrade . Please note that you may see existing administrator accounts attached to each school. The accounts listed may include CTB/DRC scorers, Engrade Support, OSPI Support, etc. Please do not edit or delete these accounts. C. Printing and Exporting Log-in Credentials If you would like to view account information for a building test coordinator at a particular school, you can print or export a file with this information. From the Administrators page, you will be able to generate a file with building test coordinator names, usernames, access types, and addresses. 1. Click on Print to print a list of building test coordinators and their account information. 2. Click on Export to download a comma separated values (.csv) file of building test coordinators and their account information. The file will open in a spreadsheet program on your computer. D. Editing Building Test Coordinator Accounts If you need to make edits to a building test coordinator s account, you may do so from the school s Administrators page. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 17

18 1. Click on Edit next to the building test coordinator that you would like to edit. 2. From this page, you will be able to change a building test coordinator s role and permissions level. 3. Click on the green Save button to save your changes. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 18

19 The permissions level for building test coordinators on the alternate assessment platform should always be set to View and Edit. Drop a building test coordinator account: You may drop a building test coordinator account from the Administrators page. 1. Click on Drop to the right of the building test coordinator that you would like to drop. The building test coordinator will no longer have access to the school on the platform. Changing a school s building test coordinator: If a building test coordinator leaves the school after his or her account has been created, you should drop his or her account and create a new building test coordinator account using the add and drop process outlined above. Section 2: Student Transfers In this section, you will learn how to: A. Download an assessment for a transferring student B. Archive a transferring student C. Transfer an assessment If a student transfers out of a school in your district with an assessment completed and posted to the platform, you will be responsible for printing assessment materials, archiving the student, and managing the transfer of the assessment materials to the new school or district in a secure way. Please note that assessments do not automatically transfer with students on the Engrade platform. Instead, this is a manual process that will need to be managed by DACs. BTCs will be responsible for informing you if any assessment material is present for a transferring student. Once the BTC provides you with the name of the student and the class on the platform that has the assessment completed for the student, follow the steps below in the order listed. Please note that an assessment completed indicates that either a baseline or final assessment for any standard has been completed and posted to the platform. If any assessment information is present for the student, the student work should be transferred to the receiving school or district. This includes situations where the baseline and final assessments have been posted for each standard across all content areas for the grade level selected, the assessment materials Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 19

20 should still be securely transferred to the receiving school or district to ensure the student work is scored and a score report is generated for the receiving school and student s family. A. Downloading an Assessment for a Transferring Student 1. From the Schools page, click on the school that the student is currently enrolled in. 2. You will automatically land on the Teachers page. Click on the Students page. 3. Click on the transferring student s name. You may also use the Search field to search by student name or ID. Click on the student s name once he or she appears in the list. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 20

21 4. The list of classes that the student is currently enrolled in will appear. Click on the class that has an assessment completed. 5. Click on the Washington AIM application in the left sidebar. Disregard the message that reads, There are currently no assignments for the period. 6. From the Washington AIM application page, hover over the student displayed to expand the class list. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 21

22 7. Click on the transferring student s name. 8. The performance scoring sheet for that student will appear. A green checkmark indicates a submitted assessment. The first column represents the baseline assessment and the second column represents the final assessment. 9. Click on a green checkmark to access the student s assessment. 10. The performance scoring sheet for the student will appear. Print and save the performance scoring sheet using the Print button. 11. If any files have been uploaded by the teacher in the Attach Evidence section, click on the file to download and save it to your computer. Since uploading evidence to Engrade is optional, this section may be empty. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 22

23 B. Archiving a Transferring Student After you have downloaded and saved the assessment for a transferring student, you will need to archive the student from the school. Return to the main Schools page and click on the Students application in the left sidebar. 1. Hover over the gear icon to the right of the transferring student. 2. Select Archive. The student will automatically be archived from the school and will no longer appear on the school roster. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 23

24 1. To view archived students, hover over the Options button from the Students page. Select the View Archived Students folder. If a student was archived in error or re-enrolls in the school, you can reactivate the student by hovering over the Options button and selecting the View Archived Students folder. 1. Hover over the gear icon to the right of the student that you wish to reactivate. 2. Click Make Active. The student will automatically return to the school s roster and will appear in his or her original class. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 24

25 3. Hover over the Options button and click on View Active Students to view the current school roster. Please note that any student transferring out of a school in your district must be archived from that school in order to prevent duplicate student enrollments across school sites. C. Transferring an Assessment After assessment information has been downloaded and saved and the transferring student has been archived from his or her current school, you will be responsible for working with the receiving district to securely transfer the assessment information for submission in the new school or district. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 25

26 For questions about hand transferring secure student assessment materials during a live administration, contact OSPI at D. Incoming Student Transfers If a student transfers into your district with assessment information already completed, you will be responsible for securely transferring the assessment materials to the student s new school or district. The BTC for the receiving school will be responsible for manually creating the student and the receiving teacher will be responsible for adding the student to a class and re-entering the assessment information for the student. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 26

27 Building Test Coordinators Section 1: Initial School Roster Setup In this section, you will learn how to: A. Create individual teacher accounts B. Create bulk teacher accounts C. Print and export teacher log-in credentials D. Edit teacher accounts E. Change the teacher assigned to a class Once you have logged in to Engrade, you will be able to create teacher accounts. A. Creating Teacher Accounts Once you log in to a school, you will land on the Teachers page. Create individual teacher accounts: Engrade allows you to create up to 89 teacher accounts simultaneously. 1. Click on the Create New Teachers button. 2. Enter teacher names as you would like them to appear. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 27

28 3. Enter teacher addresses. The addresses listed should be official addresses provided by the school or district. 4. Click on the Add More button at the bottom of the screen to add more teachers to the list. You may add up to 89 accounts on this page. 5. Check the Send Welcome s box at the bottom of the page if you would like users to receive an notification with their username, password, and log-in instructions. You will also receive a copy of the usernames and passwords for your records. Engrade strongly recommends that you select this option. 6. Click the green Submit button to create the teacher accounts. Building test coordinators should follow up with teachers subsequently to ensure that they received the Engrade welcome and were able to access the platform. B. Creating Bulk Teacher Accounts Create bulk teacher accounts: If you need to create a significant number of teacher accounts for your school, you may use the bulk upload function. You may upload up to 100 teachers at a time per school. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 28

29 1. Hover over the Create New Teachers button on the Teachers page. 2. Click on Upload Teacher CSV. 3. Read the Instructions listed in the blue box. 4. Use the provided template to format your list of teachers for import. Click on Download a CSV template here to download the template. Once downloaded, you will be able to make edits to the comma separated values (.csv) file through a spreadsheet program on your computer. 5. Enter teacher names as you would like them to appear, with each teacher listed on a separate row. 6. Enter teacher addresses. The addresses listed should be official addresses provided by the school or district. 7. Do not make any changes to the column headers and delete the sample row when you are ready to save the file. 8. Save the.csv file. If you are using a Windows computer, save the file as a.csv file. If you are using a Mac computer, you will need to save your.csv file in the following format: Open the file in Excel, and select File and Save As. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 29

30 Under Format, select Windows Comma Separated (.csv) from the drop-down and save your file. 9. Once your.csv file is complete and saved on your computer, you can return to the Upload Roster CSV screen to upload the file. 10. Click the Choose File button to find and select your file. Once the file is selected, its name will appear next to the button. 11. Select the green Upload CSV button to complete the upload and create your new teachers. Each teacher will automatically receive an notification with his or her username, password, and log-in instructions. 12. Return to the Teachers page to view your newly created accounts. Engrade only recommends this option for building test coordinators that will be creating a significant number of teacher accounts. Remove any special characters, such as commas, hyphens, apostrophes, exclamation points, tildes, and accent marks, from the file before attempting to upload it. Please also use lowercase letters in addresses and ensure that any trailing spaces are removed. C. Printing and Exporting Log-in Credentials If you would like to view a list of teacher log-in credentials for your school, you can export a file with this information. 1. Hover over Options on the Teachers page. 2. Click on Print/Export Teacher Logins. 3. A file of teacher names, addresses, usernames, and passwords will be generated. If custom is listed under the password column, the teacher has logged in to the platform and changed his or her password. If the Engrade password is still listed, the teacher has either not logged in or has not changed his or her password. 4. Print or save the file. D. Editing Teacher Accounts If you need to make changes to a teacher s account, you may do so from the Teachers page. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 30

31 1. Hover over the gear icon to the right of a teacher s name. 2. Click on Edit. You will automatically be directed to the teacher s Account page. 3. Edit a teacher s username, name, address, or password. 4. Click the green Submit button to save your changes. Archive a teacher account: If a teacher leaves your school and should no longer have access to the alternate assessment platform, archive his or her account from the Teachers page. Archiving a teacher preserves the information from the teacher s account in case it needs to be accessed at a later date, but restricts access to the platform. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 31

32 1. Hover over the gear icon to the right of a teacher s name. 2. Click on Archive. 3. To view archived teachers, click on the view archived teachers folder. When a teacher is archived, that teacher will no longer have access to the platform unless he or she is reactivated. Reactivate a teacher account: If you archived a teacher by mistake or need to activate a teacher account at a later date, you can reactivate the teacher by clicking on the view archived teachers folder. 1. Hover over the gear icon next to the teacher that you wish to reactivate. 2. Click on Activate. 3. Click on view active teachers to return to the Teachers page. Drop a teacher account: You may drop a teacher from a school and remove him or her from the platform completely from the Teachers page. Engrade recommends this option only if a teacher account was created in error. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 32

33 1. Hover over the gear icon to the right of a teacher s name. 2. Click on Edit. 3. You will automatically be directed to the teacher s account page. 4. Click the red Drop button to drop the account. You cannot view or edit dropped teacher accounts. Engrade recommends dropping a teacher only if his or her account was created in error. E. Changing a Class Teacher If you would like to change the primary teacher assigned to a class, you may do so from the Classes page. 1. Hover over the gear icon next to the individual class that you wish to edit and click on Settings. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 33

34 2. Click on the Teachers page. 3. Before adding a new teacher, you will want to drop the previous teacher if he/she should no longer have access to the class. 4. Select Drop to the right of the existing teacher s name. A pop-up will appear asking you to confirm that you would like to drop the teacher from the class. 5. Return to the Settings page to select the new teacher assigned to the class. 6. Click on the Select Teacher drop-down menu to view a list of all teachers in your school. Select the teacher you wish to add to the class. 7. Select Full Edit as the permissions level. 8. Check the Primary box to set the new teacher as the primary class teacher. 9. Click on the green Add User button to save your changes. The permissions level for the primary teacher of a class on the alternate assessment platform should always be set to Full Edit. There should be only one primary teacher assigned to a class at any time. Section 2: Updating the Roster Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 34

35 In this section, you will learn how to: A. Create a new student B. Create a bulk upload of new students C. Drop a student from a school D. Manage student transfers A. Creating a New Student Fall HS Retakes ( GP 1): students will need to be added to the platform manually for the Fall HS Retakes of the WA-AIM. Both DACs and BTCs have the ability to create and edit students in Engrade. Spring Administration ( GP 2): students identified during the WA-AIM Spring Administration registration window (in WAMS) will be rostered by Engrade for the Spring Administration of the WA-AIM. However, students may need to be added, edited, or removed from the platform throughout the year. It is strongly recommended that you review the list of students in your school immediately upon accessing your account to make any necessary changes. Both DACs and BTCs have the ability to create and edit students in Engrade. Please note that you cannot transfer students between schools or districts on the WA-AIM platform. Instead, enrollment changes must be made manually. If a student is missing from your school roster, you will need to create a new student following the process outlined below. If you notice that a student should not be enrolled in your school, you will need to archive the student from the school. You can add a new student to your school from the Students page within a school. You will need to add students one of two ways: 1) Add New Student or 2) Add Student From Another GP. To add a new student that has not been enrolled in Engrade previously: 1. Hover over the Add Students button. 2. Click on Add New Student. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 35

36 Fill in the following required fields: Student ID, First Name, Last Name, Grade Level, Gender, and Date of Birth. 1. The Student ID should be the 10-digit state student ID. 2. First Name should be the student s legal first name. 3. Last Name should be the student s legal last name. 4. Date of Birth should be the student s date of birth entered in the format MM/DD/YYYY. 5. Gender should be the student s gender selected from the drop-down menu. 6. Grade Level should be the enrolled grade level as reported in CEDARS. 7. All other fields are optional. 8. Click on the green Add Student button. If you receive an error message after entering the correct 10-digit state student ID, then the student was likely enrolled in Engrade during the administration. Please follow the directions in the Add Student From Another GP below instead. 1. Click on the Students page. 2. Hover over the Add Students button to view options for adding students. 3. Select Upload Roster CSV. To add a student that was previously enrolled in Engrade: 1. Hover over the Add Students button. 2. Click on Add Student From Another GP. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 36

37 3. Select the student/s that you wish to add from the previous grading period ( ) 4. Select the green Add Students button. B. Dropping Students You may choose to drop a student from the school roster altogether from the Students page. You cannot view or edit dropped students. Dropping a student permanently removes the student s data from Engrade. Engrade recommends dropping a student only if the student was created in error. Otherwise, Engrade recommends that you archive the student from the school. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 37

38 Drop a student from the school: Dropping a student from the school removes him or her from the platform completely. 1. Hover over the gear icon to the right of a student s name. 2. Click Drop from the drop-down menu. 3. A pop-up window will appear providing two options for dropping a student from a school. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 38

39 4. Select Drop this student from classes in this grading period only to permanently delete the student and all of his or her data from the current grading period. 5. Click the green Drop Student button to drop the student. D. Student Transfers There are two types of student transfers covered in this section: student transfers without an assessment completed and student transfers with an assessment completed. Student transfer without an assessment completed: If a student transfers out of your school without any assessment information submitted, you will need to archive the student from your school on the Engrade platform. You may archive a student from the Students page. 1. Hover over the gear icon to the right of the student who you wish to archive. 2. Click on Archive. The student will no longer appear in your school roster. 3. If a student was archived in error, you can reactivate the student by hovering over the Options gear icon and clicking on the View Archived Students folder. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 39

40 4. Hover over the gear icon to the right of the student that you wish to reactivate. 5. Click Make Active. The student will automatically return to the school s roster. 6. Hover over the Options button and click on View Active Students to view the current school roster. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 40

41 Student transfer with an assessment submitted: If a student transfers out of your school with any assessment information already submitted, you will be responsible for communicating this information to your district assessment coordinator. Assessment information submitted includes baseline assessments and/or final assessments on any standard across all content areas. Contact your district assessment coordinator and provide the following information immediately after a student transfers out of your school with any assessment information submitted: Name of the school Full name of the student as well as his or her 10-digit state student ID number Class that has assessment information submitted for the student Once the district assessment coordinator has this information, he or she will print the assessment information directly from the platform, archive the student from your school, and transfer the assessment to the new school or district in a secure way. Please note that any student transferring out of your school must be archived in order to prevent duplicate student enrollments across school sites. If you notice that the student still appears on your school roster after following the steps above, please follow-up with your DAC immediately. E. Incoming Student Transfers If a student transfers into your school with assessment information already completed, your district assessment coordinator will be responsible for sending you the student s previously submitted assessment information. You will be responsible for manually adding the student to your school s roster and sending the assessment materials to the student s new teacher. The new teacher will be responsible for adding the student to a class and re-entering the assessment information for the student. Section 3: Navigating the Washington AIM Application In this section, you will learn how to: A. Access the Washington AIM application B. Use the Washington AIM application filters Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 41

42 C. Check the status of baseline and final assessments for students at your school A. Accessing the Washington AIM Application You can access the Washington AIM application from the Classes page. From the Classes page, select an individual class. You will automatically land on the Washington AIM application page for that class. B. Using the Washington AIM Application Filters You can choose to filter by category or standards and toggle between students from the Washington AIM application page. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 42

43 1. Filter by category: Filter to English Language/Arts, Math, or Science depending on the grade level selected for the class. 2. Filter by standards: You may choose to filter by standards with no assessment, standards with the baseline assessment completed, or standards with the baseline and final assessment completed. 3. Toggle between students: The first student displayed will be the first student listed in a teacher s class, per his or her class settings. You can easily toggle between students from the Washington AIM application page. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 43

44 C. Confirming Baseline and Final Assessment Submission You can view progress on baseline and final assessment submission from the Washington AIM application page. A green checkmark in the first column signifies a submitted baseline assessment. A green checkmark in the second column signifies a submitted final assessment. A blue plus sign indicates that the assessment has not been submitted. Building test coordinators will have view only access on the Washington AIM application page. Thus, submitted assessments may be viewed but not edited by building test coordinators. Click on a green checkmark to view a submitted assessment for the selected student. Teachers Section 1: Initial School Roster Setup In this section, you will learn how to: A. Create a class B. Add students to your class from your school s roster C. View student details D. Edit class settings Once you have logged in to your teacher account, you will be able to create a class. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 44

45 A. Creating a Class Fall HS Retakes ( GP 1): students will be added to the platform manually for the Fall HS Retakes of the WA- AIM by your district assessment coordinator (DAC) or building test coordinator (BTC). Spring Administration ( GP 2): students will be rostered by Engrade for the Spring Administration of the WA-AIM based on a registration file provided by your District Assessment Coordinator via WAMS. However, students may need to be added, edited, or removed from the platform throughout the year. DACs and BTCs will be responsible for managing all changes to your school s roster in Engrade. Teachers will be responsible for creating classes and adding students to those classes. We recommend that you do so immediately in order to uncover any possible issues with the student roster. If you find that a student is missing from the school roster or should not be listed, contact your BTC or DAC. He or she will be able to make changes to the school roster. Once you log in, you will automatically land on the Classes page. This should be the first page you see when you log in to your Engrade account. Select the Create New Class button to add a new class. Please note that students should be grouped by grade level in Engrade and not content area. You will need to repeat this process for each class that you create on the alternate assessment platform. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 45

46 Enter basic settings: Set basic class information and edit how the class will be displayed. 1. Class Name: Fill in the name of your class. On the alternate assessment platform, it is suggested the class name be the grade level and administration for you class. For example, enter 3 rd Grade Retakes or 5 th Grade Spring Assessment 2. School Year: This should reflect the current school year. Select Grading Period: Set the grading period as 1 for Fall HS Retakes and 2 for the Spring Administration. Please note that the Spring Administration will not be visible to teachers until the end of October. Thus, teachers should refrain from creating Grading Period 2 classes until the Spring Administration window has been opened. 4. Period of the Day: Enter the period of your class. If you do not have periods in your class schedule, enter classes in sequential order (i.e. 1, 2, 3, etc.). The field for period of the day cannot be empty. 5. Grade Level: Select the grade level for the class. Only standards for this grade level will be displayed. For Fall HS Retakes classes should be set to grade 3 or 6. Spring Administration classes should be set to the enrolled grade level of the group of students as reported in CEDARS. 6. Subject Area: Select other for the subject area as the default for all classes. 7. Sort Students: Select how you would like students to appear in your class. 8. Name Order: Select how you would like student names to appear in your class. 9. Click the green Next button to continue. B. Adding Students to a Class After clicking the green Next button, you will automatically be directed to the Washington AIM application page. Select the Students page to begin adding students to your class roster. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 46

47 1. From the Students page, click on the Edit Roster button to add students. 2. The left side of the Edit Roster page will display your School Roster. The right side of the Edit Roster page will display your current Class Roster. 3. Click directly on a student s name to add him or her to your class roster. 4. If your school contains too many students to display on the left side, search for students in your school by using the Search field at the bottom of the page. 5. Type the student s name that you would like to add to your class. The student s name should then appear in the left column. 6. Click on the student s name to add him or her to your class roster. 7. To remove a student from your class roster, click directly on the student s name in the Class Roster column. The student will remain in the School Roster, but will no longer appear in your Class Roster. 8. Select the green Save Roster button to create your class roster. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 47

48 C. Viewing Student Details You can view additional information about students in your class by clicking directly on a student s name. Student information that may be viewable on the alternate assessment platform includes: Name (required field) student ID (required field) date of birth ethnicity gender grade level (required field) Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 48

49 If you notice that any of the required fields above are either not populated or incorrect, contact your BTC or DAC. He or she will be able to edit the student s information. D. Editing Class Settings You may edit class settings after a class has been created. 1. From the Active Classes page, hover over the gear icon to the right of the class that you would like to edit. 2. Select Edit Class Settings. You will automatically be directed to the Settings page for that class. 3. From here, you may edit the class name, school year, grading period, period of the day, grade level, and subject area and choose how you would like students and their names to appear in your class. 4. After making your edits, select the green Submit button to save your changes. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 49

50 If may also archive or delete your class altogether. Classes should only be deleted if they were truly created in error. Archiving a class preserves the contents of that class. 1. To archive a class, select Archive after hovering over the gear icon to the right of a class. 2. To delete a class altogether, select Trash after hovering over the gear icon to the right of a class. Section 2: Updating the Roster In this section, you will learn how to: A. Edit a class roster B. Manage assessments for transferring students A. Editing a Class Roster After creating a class, you can update the student roster as needed. 1. From the Active Classes page, click on the class that you wish to edit. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 50

51 2. You will automatically be redirected to the Washington AIM application page. Click on the Students page to edit your class roster. 3. Click the Edit Roster button to add or remove students from a class. Please note that if you remove a student from your class roster after an assessment has been completed, all assessment information for that student will be deleted. Engrade recommends downloading and saving any assessment information prior to the removal of a student from a class roster. B. Student Transfers There are two types of student transfers covered in this section: student transfers without an assessment completed and student transfers with an assessment completed. Student transfer without an assessment completed: If a student transfers out of your school without any assessment information submitted, inform your building test coordinator. The building test coordinator will be responsible for archiving the student from the school on the Engrade platform. The student should no longer appear in your class roster once he or she has transferred out of the school. To view a list of your archived students, select the View Archived Students folder within the Students page of a particular class. A list of students who have been archived from the class will be displayed. Select View Active Students to return to the active students list. Only the building test coordinator and district assessment coordinator have the ability to archive or reactivate students. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 51

52 Student transfer with an assessment completed: If an assessment has already been submitted for a transferring student, your building test coordinator will be responsible for informing the district assessment coordinator, who will print the assessment materials, archive the student from the school, and manage the secure transfer of assessment information to the student s new school or district. Contact your building test coordinator and provide the following information for the transferring student: Name of the class that has the student s assessment information Full name of the student as well as his or her 10-digit state student ID number Once the building test coordinator has this information, he or she will reach out to the district assessment coordinator to begin the transfer process. Once a student transfers out of your school, he or she should no longer appear in your class roster or school roster. If you notice that a student still appears on either roster after he or she has transferred out of the school, inform your building test coordinator or district assessment coordinator immediately. C. Incoming Student Transfers If a student transfers into your school with assessment information already completed, your building test coordinator will be responsible for adding the student to the school roster and sending you the student s previously submitted assessment materials. Once the student has been added to the school, you will be responsible for adding the student to a class and re-submitting the assessment information within the Washington AIM application page. Section 3: Navigating the Washington AIM Application In this section, you will learn how to: A. Access the Washington AIM application B. Use the Washington AIM application filters C. Conduct a baseline assessment for a student D. Conduct a final assessment for a student E. Edit assessments F. Delete assessments A. Accessing the Washington AIM Application You can access the Washington AIM application from the Classes page. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 52

53 Click on an individual class to begin. You will automatically land on the Washington AIM application page. The standards that appear will reflect the grade level selected for your class. B. Using the Washington AIM Application Filters You can choose to filter by category or standards and toggle between students from the Washington AIM application page. 1. Filter by category: Filter to English Language/Arts, Math, or Science depending on the grade level selected for the class. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 53

54 2. Filter by standards: You may choose to filter by standards with no assessment, standards with the baseline assessment completed, or standards with the baseline and final assessment completed. 3. Toggle between students: The first student displayed will be the first student listed in your class, per your class settings. You can easily toggle between students from the Washington AIM application page. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 54

55 Always check to ensure that you have the correct student selected prior to submitting an assessment. You will need to conduct a baseline and final assessment for each standard listed on the Washington AIM application page. C. Conducting a Baseline Assessment The baseline assessment is the first assessment that you will conduct for a student. Once you have decided which standard and category to assess, click on the first blue plus sign under the Assessments column. You will automatically be directed to the Performance Scoring page for the student selected. 1. Access point: Select the access point level for the standard selected. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 55

56 As you select different access point complexity, the text in the Requirements and Restrictions sections will automatically populate for the access point complexity selected. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 56

57 2. Date of assessment: Select the date that the activity was conducted. Click on the date box to view and select a date from the calendar if different than the date of entry. 3. Item type: Select whether the item type is performance, selected response, or constructed response. 4. List manipulatives/materials: Describe any adaptations, manipulatives, or materials used in the space provided. 5. Teacher directions: Describe the directions given to the student in the space provided. 6. Student performance: Fill in a score and comment for each item. Comments and scores are required for all five items. A 1 indicates a correct answer and a 0 indicates an incorrect answer. The percentage and number correct out of five will automatically populate as you enter scores. 7. Uploading a file: You may upload examples of student performance as desired. This is optional. 8. Select Choose File. 9. Select the file on your computer that you wish to upload. 10. The file name will then appear to the right of the Choose File button. 11. You may also drag and drop the file in the box labeled or drop files here. 12. To delete a file after it has been submitted, click on the red x by the file name. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 57

58 13. Attestation field: Filling out an attestation field for each assessment is required prior to the close of the assessment window. A teacher, an administrator, a service provider, or a paraprofessional must attest that he or she observed the student s independent performance on the task, without coaching or prompting from the test administrator, as described in the performance scoring section. 14. Submitting the baseline assessment: To complete the baseline assessment for the student selected, click on the green Save Data button at the bottom of the screen. Please note that you will be unable to save the baseline assessment if you have assessed a student at over 75% correct at the L or I complexity. If the student achieved a 75% + score on the L or I complexity, you are required to administer the next highest complexity access point Performance Task and enter those scores for the baseline assessment. 15. A green checkmark in the first column of the Washington AIM application page indicates that the assessment has been completed. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 58

59 You will have the opportunity to edit baseline and final assessments up until the assessment window closes. Please see Section E: Editing Assessments below for additional information. D. Conducting a Final Assessment The final assessment is the second assessment that you will conduct for a student. Once you have decided which standard and category to assess, click on the second plus sign under the Assessments column and follow the instructions exactly as listed for the baseline assessment. Please note that the access point complexity for the final assessment of a standard will be locked at the level set for the baseline assessment. E. Editing Assessments You will have the opportunity to edit baseline and final assessments up until the assessment window closes. To edit a previously submitted baseline or final assessment, return to the Washington AIM application page. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 59

60 1. Click on the relevant green checkmark under the Assessments column. 2. Make any necessary edits. 3. To delete a file after it has been submitted, click on the red x by the file name. 4. Click on the green Save Data button at the bottom of the screen to save your changes. F. Deleting Assessments You will have the opportunity to delete baseline and final assessments up until the assessment window closes. To delete a previously submitted baseline or final assessment, return to the Washington AIM application page. 1. Click on the relevant green checkmark under the assessment column. 2. Click on the red Delete button at the bottom of the student performance sheet to delete the assessment. Please note: If you delete the baseline assessment with final assessment data inputted, your final assessment information will shift to become your baseline. Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 60

61 You will be unable to view or retrieve deleted assessments. Support Please consult the training and support documents posted to the WA-AIM section of the OSPI website at For inquiries related to WA-AIM policies and procedures, please contact OSPI at For all inquiries related to administering the WA-AIM on the Engrade platform, please contact DRC/CTB Customer Care at: Phone: Monday through Friday 7:30 a.m. to 5:00 p.m. Pacific/10:30a.m. to 8:00p.m. Eastern Copyright 2015 by OSPI, Data Recognition Corporation, and McGraw-Hill LLC. All rights reserved. 61

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