User s Guide for the Texas Assessment Management System

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1 User s Guide for the Texas Assessment Management System Version 8.3

2 Have a question? Contact Pearson s Austin Operations Center. Call for technical support Monday Friday, 7:30 am 5:30 pm (CT), or contact Pearson via . For general Texas Assessment Management System questions, Pearson at For TELPAS questions, Pearson at Updated June 2015 Copyright 2015, Pearson Education, Inc.

3 Table of Contents 1.0 Updates Getting Started User Account Hardware and Software Logging In Resolving Login Difficulties Unlocking Your User Account Resetting Your Password Retrieving Your User ID Getting Help Becoming Familiar with Screen Layouts Your Account Overview Viewing Your User Account Changing Your Password Editing Your Name or Address Security User Accounts Backing Up User Accounts Creating a User Account File Important Notes for Editing the CSV File Submitting a User Account File Enabling Additional Notifications Checking the Upload Status of a Submitted File Creating New User Accounts Manually Viewing User Accounts Viewing or Editing an Individual User Account Locking or Unlocking a User Account Resetting a User Password Updating Multiple Users Customer Support Requests Submitting a Customer Support Request Viewing a Customer Support Request Editing a Customer Support Request Deleting a Customer Support Request Organizations Overview i

4 5.1 Viewing Organizations Changing the Current Organization Viewing Organization Details Viewing Contact Details Viewing Test Administrations Viewing an Organization s Details Editing Group Names Adding a Group Deleting a Group Viewing Organization Responsibilities Viewing Out-of-District and Out-of-School Test Sites Student Data Overview Send Student Data Sending a Student Data File Enabling Additional Notifications Checking the Upload Status of a Submitted File Viewing the Status of a Submitted File Managing Student Directory Viewing Student Data Adding a New Student Viewing Unenrolled Students Viewing Suspect Students Editing a Student s Master Record Viewing a Student s Audit Trail Accessing the Student Portal Adding and Removing a Student Enrollment Viewing Student Groups and Removing Groups Viewing and Editing Braille Details Viewing Student Assessment Data Updating a Student s Enrollment Assigning a Student to a Rostered Group Deleting Student Data Viewing Student Data Reports Managing Rostered Groups Manually Creating Rostered Groups Editing the Name of a Rostered Group Adding, Removing, or Moving a Student from a Rostered Group Sending Roster Data Viewing Audit Trail for a Rostered Group ii

5 Deleting a Rostered Group Database Matching Criteria When Manually Adding Students; Permanent vs. Temporary Students Send Roster Data Creating a Roster Data File Sending Roster Data Enabling Additional Notifications Checking the Upload Status of a Submitted File Test Setup Overview Enter Administration Details Viewing Administration Details Changing the Default Test Administration Entering Administration Details Ordering Additional Materials Tracking Shipments Viewing an Individual Order Viewing an Order Status Report Tracking Shipments to Pearson Managing Participation Counts Viewing Participation Counts Viewing Student Details for Registration Counts Entering Participation Counts Viewing Summary Reports of Participation Counts Viewing District Status Reports of Participation Counts Configure TestNav Selecting Default TestNav Settings Editing TestNav Settings Deleting TestNav Settings Creating a New Organization-Based Configuration Creating a Custom Session Configuration Viewing an Existing Configuration Editing and Deleting an Existing Configuration Test Management Overview Register Students Viewing Student Registration Registering Students Registering an Unregistered Student Editing a Registered Student s Demographics Viewing the Audit Trail for a Registered Student iii

6 8.1.6 Removing a Registration Updating Grade Level or Years in U.S. Schools Data for Multiple Students Adding or Removing a Test Assignment for Multiple Students at the Same Campus Adding a Student to a Group Creating New Groups Deleting a Group Changing the Name of a Group Removing Students from a Group Moving Students from a Group Viewing the Audit Trail for a Group Assigning a Registered Student to a Group and a Test Assigning a Group of Students to a Test Assigning an Individual Student to a Test Moving a Student s TELPAS Reading Test Moving STAAR Alternate 2 Tests Viewing a Student s Assigned Test Audit Trail Removing a Student s Assigned Group Removing a Student s Test Assignment Editing the Test Details for a Student Moving a Student s Test Assignment Requesting a Registration File Overview Requesting a Registration File Updating Student Registration Requesting a Registration Summary Report Requesting a Student Moves List Manage Test Sessions Creating a New Test Session Deleting a Test Session Adding Students to a Test Session Removing Students from a Test Session Moving Students to Another Test Session Adding or Changing a Student s Assigned Test Form Viewing Scheduled or Created Test Sessions Viewing Student Roster Reports Retrieving Student Responses for an Online Test Caching Test Content with Proctor Caching Viewing and Printing Authorizations Seal Codes iv

7 Viewing a Session Roster Starting and Monitoring a Test Session Refreshing a Session s Testing Status Viewing Session Health Viewing or Modifying a Student s Test-Specific Information Resuming a Student s Test Resuming a Test Using TestNav Marking a Test Complete Stopping a Test Session Viewing Students Currently Testing Verifying Student Responses Transmit Successfully Viewing Test Progress Data Searching a Session for a Group or Particular Student Viewing a Report of Students Not Assigned to a Session Reports Viewing Published Reports Releasing Reports to the View Published Reports Screen Changing Score Codes and Test Taken Information Resolving Student Test Warnings Request Student Assessment History TELPAS Holistic Ratings Overview Managing Rating Entry Groups Selecting the TELPAS Test Administration Creating TELPAS Rating Entry Groups Viewing TELPAS Rating Entry Groups Adding a Student to an Existing TELPAS Rating Entry Group Removing a Student from a TELPAS Rating Entry Group Moving a Student to Another TELPAS Rating Entry Group Deleting a TELPAS Rating Entry Group Enter Holistic Rating Information Entering TELPAS Holistic Rating Information Viewing a Student s Assessment History Viewing TELPAS Status Reports Teacher Portal and Teacher Directory Teacher Home STAAR Assessment Results Understanding the STAAR View By Options Set Understanding the Student Details Window Understanding the Results Comparison Window v

8 STAAR Alternate 2 and STAAR Alternate Assessment Results Understanding the Student Details Window TELPAS Assessment Results Understanding the TELPAS Student Details Window Years in U.S. Schools Definitions TAKS Assessment Results Understanding the TAKS View By Options Set Understanding the Student Details Window Understanding the Results Comparison Window Manage Teacher Directory Viewing a Teacher s Master Record Adding a User ID to a Teacher s Master Record Removing a User ID from a Teacher s Master Record Viewing a Teacher s PEIMS Classes and Rostered Groups Results in the Teacher Portal Exporting a List of Teachers Who Are Not Linked to User IDs System Monitoring Viewing Students Currently Testing Test Session Summary View Test Progress Viewing Texas Assessment Management System Status Appendix A How to Sort, Filter, and Search Sorting Filtering Filtering a column (simple filtering) Clearing all filters Searching a column (with or without a filter) Filter with wildcard characters Performing an advanced organization search Performing an advanced student search Performing an advanced order search Appendix B: Practice Center Overview Logging In Creating Sample Students Index vi

9 1.0 Updates This table gives an overview of notable updates applied to the User s Guide for the Texas Assessment Management System since February 6, Date (Release) 6/1/2015 (8.3) Updates High-level updates include: sections (11.0, , , , , ) Functionality additions and updates include: STAAR A and STAAR Alternate 2 information has been added in the Teacher Portal. 1

10 2.0 Getting Started The Texas Assessment Management System, delivered through PearsonAccess, is a single-sign-on, role-based system. Depending on your role (for example, teacher, district testing coordinator, etc.), your user account will be set up, and different functionalities will be available to you. 2.1 User Account District or campus users with Add Account access establish user accounts for other users. When your user account is initially created, an is sent to you that contains instructions for establishing a password. Once you have established a password, log in to the website. 2.2 Hardware and Software The Assessment Management System provides equal functionality and performance in both PC and Macintosh environments. In addition, the system is compatible with a wide range of operating systems and browsers. To ensure optimal system performance, you should review the hardware and software recommendations listed in the Minimum System Requirements, which is available at 2.3 Logging In For instructions on logging in to the Practice Center, refer to Appendix B. 1. Enter into your browser. 2. Click the Log in to the Texas Assessment Management System link in the Related Links panel. 3. Enter your user ID and password, and then click the Log In button to go to the homepage. 2

11 Note the following: Your user ID is not case sensitive. Your password will expire 90 days after initial login. You are allowed five attempts to enter the correct user ID and password. Following the fifth unsuccessful login attempt, your account will be locked. Because your account will be locked after a fifth unsuccessful attempt to log in, resetting your password is recommended before making the fifth attempt. Refer to section for information on resetting your password. Once your account is locked, you will need to use the Unlock User link (if your account was locked by inactivity or too many unsuccessful login attempts) or contact your district or campus coordinator (if another user locked your account) to have it unlocked. Session End: You will automatically be logged off if the session is inactive for 30 minutes. After 26 minutes of inactivity, the system will prompt you with a message that your session is about to expire, and the countdown timer starts. You can reset the timer and continue working by clicking the OK button. Once the countdown timer expires, you will be automatically logged off. You should save your work before the session expires. Terms and Conditions of Use: The first time you log in to the system, you will be prompted to read and accept the Terms and Conditions of Use. After accepting the agreement, you will be allowed access to the system. You will see this prompt again only if the terms and conditions of using the system change. If this occurs, you must reaccept the Terms and Conditions of Use before continuing. To view the Terms and Conditions of Use, you can click the link at the footer of the website. 3

12 2.4 Resolving Login Difficulties If you have difficulty logging in to the Assessment Management System, either because of a locked user account or a forgotten password or user ID, use the links on the Login screen Unlocking Your User Account 1. On the Login screen, click the Unlock User link to go to the Unlock User screen. 2. Enter your user ID and address and click the Unlock User button. 3. Upon a successful match to a user record, an containing instructions on how to unlock your user ID will be sent to you. 4. Follow the instructions in the to log in to the Assessment Management System. NOTE: A user cannot unlock his or her account if it has been locked by another user. If the account has been locked by another user, contact your district or campus coordinator Resetting Your Password To help maintain system security, passwords are required to be reset every 90 days. You will need to reset your password if you forget your password, or if your password has expired. 4

13 For instructions on how to change your password, refer to section On the Login screen, click the Reset your password link to go to the Reset Password screen. 2. Enter your information in the User ID and Address fields, and then click the Reset Password button. 3. If both the user ID and address you enter exactly match your user account information, the system will send an to the address associated with the account. This contains additional instructions for resetting your password. 4. Follow the instructions and password requirements to reset your password and then log in to the system. 5

14 2.4.3 Retrieving Your User ID 1. On the Login screen, click the Forgot your user ID? link to go to the Forgot User ID? screen. 2. Enter the address associated with your user account and click the User ID button. You will receive an containing your user ID. 2.5 Getting Help Resources Once you have logged in, click the Resources link at the top of the screen. Resources are also available, without login, via the Resources link from either the Administrators or Educators tab of the Texas Assessment website. The following are accessible from the Resources screen: Information: Supporting documentation to be used in conjunction with this User s Guide can be found here. The supporting documentation is also available without logging in to the Assessment Management System at 6

15 Training: Training presentations for online testing and features within the Assessment Management System, as well as other staff training, can be accessed here. These training resource categories are also available without logging in to the Assessment Management System at Training modules for campus personnel and links to additional training resources can be accessed by clicking the Staff Training link. Training modules for processes within the Assessment Management System can be accessed by clicking the Texas Assessment Management System link. Training modules and tutorials for TestNav features can be accessed by clicking the Online Testing link. Links to specific training modules are listed in the column of this User s Guide. Frequently Asked Questions (FAQs): The most commonly asked questions are answered here. The FAQs are also available without logging in to the Assessment Management System at Support Center If you have questions about the Assessment Management System, you may do any of the following: Call Pearson s Austin Operations Center at , Monday Friday, 7:30 am 5:30 pm (CT). Contact Pearson via at Send a customer support request. Refer to section 4.2 for instructions on how to submit a customer support request from within the Assessment Management System. 7

16 2.6 Becoming Familiar with Screen Layouts The Assessment Management System is designed with several navigational and data elements to help you quickly find what you need. Navigational elements assist the user in moving within the system and in quickly accessing the functions necessary to perform system tasks. Navigational elements might change based upon where in the system the user travels. Help text is both a navigational and data element, as the content will change based upon the page viewed. Data elements can be set either by the user s role or manually by the user. Once set, they will follow the user through all tasks in the Assessment Management System. Navigational Elements The links and tabs at the top of the page assist the user in performing system tasks. Tabs and subtabs provide quick navigation to specific screens. The current screen is indicated by the bold white text. 8

17 A navigation path provides breadcrumbs, or hyperlinks. Breadcrumbs show where you are within the system and provide a trail back to the homepage. Because breadcrumbs are hyperlinks, clicking a breadcrumb will take you back to that topic. Help Text The Help text, located in the column on the left of the screen, provides informational assistance to users about the functions available in the current screen. The content will change based on the navigation path and/or information available in the current screen. You can minimize the information by clicking or, or expand it (when it is minimized) by clicking. Help text that has multiple sections features the ability to expand and collapse sections of text. You can collapse text by clicking next to a section heading. You can expand collapsed text by clicking next to a section heading. All text will be expanded when you navigate to a new screen. 9

18 Data Elements This is the name of the organization whose data you are viewing. Click the change organization link to view a different organization s data within the same test administration. The organization change will apply to all screens. This is the name of the test administration you are viewing. Click the Change link to go to a different test administration. 10

19 3.0 Your Account Overview Your Account contains your personal and system-related information. Information about your user ID, user roles, the address associated with your account, and the authorized organizations and groups for your account is available here. User Role When your user account was created, you were assigned one or more user roles, such as district testing coordinator, campus testing coordinator, etc. Each role has a set of permissions associated with it. For example, an online test administrator might be able to view registered students, but not to edit or register students. Your user role determines which functions you can access. If your current role does not offer the functionality you need, contact your district or campus coordinator. To see the permissions associated with your user role, refer to the User Roles and Permissions for the Texas Assessment Management System document on the Information page at Home > Resources > Information > Technology Information. 3.1 Viewing Your User Account In addition to viewing your account information, you may also edit your name (first, middle, or last) or the address associated with the account. Click the Your Account link in the global navigation links at the top of the screen to go to the Your Account screen. 3.2 Changing Your Password 1. Click the Your Account link at the top of the homepage. 2. Click the Reset Password button. The new password cannot be the same as any of your previous 12 passwords. Passwords must consist of a minimum of eight characters and contain at least one non-alpha character (either a numeric character or a special character). Non-allowed password characters are: insert [^], ampersand [&], asterisk [*], parentheses [(, )], greater than or less than [>, <], quotes [, ], plus or equals sign [+, =], and the pipe character [ ]. 3. Enter the current and the new password. Then confirm the new password and click the Save button. 11

20 For instructions on how to reset your password if it has expired or if you have forgotten it, refer to section Editing Your Name or Address 1. Click the Your Account link at the top of the homepage. 2. Click the Edit button, make the changes, and then click the Save button. If you have the appropriate permission and wish to make changes to other parameters of your user account, go to Administrative Management > View User Accounts. 12

21 4.0 Security The Security box of the Administrative Management screen is where user accounts are managed. Individual accounts can be added or edited, or user account files can be used to bulk-upload new or updated users. 4.1 User Accounts A user account is the primary method for controlling access to the website and maintaining security of data. Refer to section 3.0 for more information about user roles and permissions. 1. A user is a testing coordinator, educator, test administrator, or other person who has been given a user account. A user account allows the user to access the website and, depending on that user s role, to perform various functions within the website. 2. You will have access only to the user accounts that you are authorized to see, and will be able to save and update only those same accounts. 3. A user account file refers to a file containing data about the users and their levels of access in the system. User account files can be uploaded to the website to create new users or modify existing users. 4. The ability to upload and download user account files provides authorized users the ability to manage entire groups of user accounts. Users will be able to download and modify user accounts only to which they have access. 5. Your user account file upload activity can be viewed at Administrative Management > Send User Account File Backing Up User Accounts Before making any changes, it is recommended that you first create a backup file of the existing user account information. The backup file provides an original status of current existing user account information. 1. Click the Administrative Management link at the top of the homepage. 2. Click the View User Accounts link in the Security box. 3. Click the Export to Excel button. NOTE: Only those user accounts listed will be exported so you can filter data or clear filters to change the data that are displayed and exported. 13

22 4. Click the Yes Continue with Request button. You will receive an when the extract is posted to View Published Reports. 5. Go to Reports > View Published Reports to download the commaseparated values (CSV) file of user accounts. The export will be posted under the current Texas General administration. If you would like to save the CSV, change the default file name as applicable to your organization s file-naming conventions Creating a User Account File You might want to create a copy of your backup user account file to use as a template for creating new user account files. The saved CSV file contains the appropriate headers and fields that are required to successfully upload a user account file. You can refer to the original backup file if an error occurs when creating a new user account file. It is recommended that you work with the CSV files in a text editor so that you can see the entire contents of the file. 1. Open the CSV file that you will use to make edits. 2. Apply changes to the data, and then save the file Important Notes for Editing the CSV File 1. The header row serves an important function. Headers in the CSV file must precisely match those listed in the following table so that the system can identify which fields are included in the file. When creating users, you must provide all of the header information. When updating users, you need only provide the required header information. 2. Only fields included in the CSV file will be updated. An update file must contain the Action U, a User ID, and a field (or fields) to be updated. The Action will identify the submission as an update to the field(s) for the given User ID. For example, to lock accounts you need to provide only the following headers in the CSV file to be uploaded: Action, User ID, and Locked. Then, provide a row for each record to be updated, and enter U for the Action, the User ID, and TRUE or FALSE for Locked. 14

23 (Refer to the following table for field descriptions and valid values.) Only the Locked field for each User ID will be updated. When submitting an update request, remember to include the headers and columns only for those fields that are being updated. 3. Removing users from the CSV file will not delete or change that user account in the system. Therefore, an uploaded CSV file that includes only records you have created or updated will not affect other accounts in the system. To mark users for deletion via CSV file upload, enter TRUE in the Deleted column for that user. 4. When uploading multiple files, give each file a unique name. Unique file names will help distinguish, at a glance, between separate file uploads. Header Field Description Field Notes Action User ID First Name Middle Name Last Name Contains the code representing the action to be taken for the record. Contains the user ID. Must be unique. If the user ID entered to create a new account is already taken, an error message will be received upon upload. The user ID must contain at least six and no more than 256 characters. Contains the user s first name. Contains the user s middle name. Contains the user s last name. Required field. Case sensitive. Valid values are: C (create) U (update) Required field. Not case sensitive. Required field when creating new user accounts or creating new user accounts and updating existing accounts in the same file. If the desired result is to update accounts only, and the information in this field does not need to change, then this column should be left out of the file completely. Optional field. This column can be left out of the file completely. Required field when creating new user accounts or creating new user accounts and updating existing accounts in the same file. If the desired result is to update accounts only, and the information in this field does not need to change, then this column should be left out of the file completely. 15

24 Header Field Description Field Notes Staff ID Authorized Organizations Authorized Classes Contains the address for the intended user. When a new user account is created, a notification is sent to this address. Contains the user s Staff ID. This number is used to link teachers to PEIMS classes in the Teacher Portal. Contains the organization codes associated with the user account. The values in this field should represent all organizations associated with the user account. Contains the rostered groups to which the user has access. The values in this field should represent all groups associated with the user account. Group level access allows teachers to view assessment results for rostered groups in the Teacher Portal. The Authorized Classes field does not affect access for other roles in the Assessment Management System. Required field when creating new user accounts or creating new user accounts and updating existing accounts in the same file. If the desired result is to update accounts only, and the information in this field does not need to change, then this column should be left out of the file completely. Optional field. This column can be left out of the file completely. Available to all user roles. Nine digits. Must be validated against PEIMS data. Required field when creating new user accounts or creating new user accounts and updating existing accounts in the same file. If the desired result is to update accounts only, and the information in this field does not need to change, then this column should be left out of the file completely. Colon-delimited field. Multiple organization codes must be delimited (i.e., separated) with a colon (e.g., : ). District codes are six digits and Campus codes are nine digits. Leading zeros are not necessary. Optional field. This column can be deleted completely from the file. The format of the field is: organization code: group integration key (optional): group name (e.g., ::CourseID12 Math Grade 3) Multiple groups must be separated with a bar operator ( ), for example: ::English Group ::Math Group ::Geography Group 16

25 Header Field Description Field Notes Roles Locked Start Date Contains the role(s) associated with the user account. The values in this field should represent all roles associated with the user account. Refer to the User Roles and Permissions for the Texas Assessment Management System document posted at Home > Resources > Information > Technology Information for a list of roles and associated permissions. The assigned role in the Assessment Management System might or might not correspond directly with the user s job title. Identifies whether the user s account should be locked. Populate with TRUE if the account should be locked. If an account is locked, the user will receive an error message when logging in. Populate with FALSE if the account should be unlocked. Use this field to control user access throughout the academic year. Identifies when a user account becomes active. Required field when creating new user accounts or creating new user accounts and updating existing accounts in the same file. If the desired result is to update accounts only, and the information in this field does not need to change, then this column should be left out of the file completely. Colon-delimited field. Multiple roles must be delimited (i.e., separated) with a colon. Required field when creating new user accounts or creating new user accounts and updating existing accounts in the same file. If the desired result is to update accounts only, and the information in this field does not need to change, then this column should be left out of the file completely. Valid values are: TRUE FALSE This field may be left blank. If left blank, the system will populate the Locked field with a default value of FALSE. Required field when creating new user accounts or creating new user accounts and updating existing accounts in the same file. If the desired result is to update accounts only, and the information in this field does not need to change, then this column should be left out of the file completely. Format as: MM/DD/YYYY HH:mm MM is the 2-digit month DD is the 2-digit day YYYY is the 4-digit year HH is the 2-digit hour (24-hour clock) mm is the 2-digit minute For example, if a start date is March 31, 2013, at 5:00 pm (CT), it should be entered into this field as 3/31/ :00. Leading zeros in the month and day fields are not required. This field may be left blank. If left blank, the system will populate the Start Date field with a default value of the system s current date and time (CT) when your file is processed. The start date can also be predated. 17

26 Header Field Description Field Notes End Date Deleted Identifies when a user account becomes inactive. If an account has expired, the user will receive an error message upon login. Identifies whether the user s account is marked for deletion. Use this field when a user will never need to access the system again (e.g., the user retires or switches positions). Required field when creating new user accounts or creating new user accounts and updating existing accounts in the same file. If the desired result is to update accounts only, and the information in this field does not need to change, then this column should be left out of the file completely. Format as: MM/DD/YYYY HH:mm MM is the 2-digit month DD is the 2-digit day YYYY is the 4-digit year HH is the 2-digit hour (24-hour clock) mm is the 2-digit minute For example, if an end date is August 31, 2014, at 3:30 pm (CT), it should be entered into this field as 8/31/ :30. Leading zeros in the month and day fields are not required. This field may be left blank. If left blank, the system will populate the End Date field with a default value of 12 months after the system s current date and time (CT) when your file is processed. Note that a user s end date is extended automatically to one year after the last login date. Required field when creating new user accounts or creating new user accounts and updating existing accounts in the same file. If the desired result is to update accounts only, and the information in this field does not need to change, then this column should be left out of the file completely. Valid values are: TRUE FALSE An account marked as deleted TRUE cannot be accessed by the user. Because the account is only marked as deleted, you can revive the account by populating the Deleted field with FALSE (not deleted). If an account is deleted, the user will receive an error message when he or she attempts to log in. 18

27 4.1.4 Submitting a User Account File 1. Click the Administrative Management link at the top of the homepage. 2. Click the Send User Account File link in the Security box. 3. Click the Browse button to locate and select the user account file to be uploaded. 4. Click the Send button to submit the selected file. When the file is submitted, a processing step will validate the records and check for errors. All valid records will be loaded into the database. Records with data problems will not be loaded into the database. An notification will be sent when the file has been uploaded. After processing has been completed, another will detail the status of the uploaded file and provide you with a link to the website so you can review any error messages Enabling Additional Notifications The File Status Notification function allows you to specify whether an notification about the status of a submitted file (e.g., user account, student data, roster data) is sent to additional addresses. If you want others to be notified of the status of a file upload, you will need to enable additional notifications and provide their addresses using the File Status Notification box. The content of the is based on the status of the upload and might include the name of the user who submitted the file, organization name, number of records processed, number of records with data errors, or summary information about identified errors. The also provides you with a link to the website so you can review the file-upload details. 1. To add an notification address, enter a new address in the space provided in the File Status Notification box. 2. Click the Add Contact button. Repeat to add additional contacts. The list of addresses set up to receive a file status notification will appear in the File Status Notification box. 19

28 3. To remove an notification address, click the icon next to the additional contact listed in the File Status Notification box to remove the address Checking the Upload Status of a Submitted File The Status column of the Send User Account File screen displays the processing status of submitted files. The processing status typically is displayed within two hours of submitting the file. 1. Click the Administrative Management link at the top of the homepage. 2. Click the Send User Account File link in the Security box. The Status column on the Send User Account File screen indicates the state of the file: Processing: The file is going through the validation process. Complete: All records in the file were successfully uploaded. Complete with problems: Only valid records in the file were uploaded. Rejected: The file format was invalid or all of the records in the file were invalid. 3. Click the message in the Messages column to go to the File Details screen. 4. Review information about the file on the File Details screen. If there is a problem with the file (e.g., Status = Complete with problems), click the + in the Records column for a description of the error. Use this information to correct the user account file, and then resubmit the file. 20

29 If there is a problem with the file, it is recommended that you review the entire user account file before resubmitting it. Once corrections have been made to the records with data problems, you can upload the modified file on the Send User Account File screen. To view the contents of a submitted file, click the download file link. 5. After viewing the file details, click the Return to Administrative Management link to go back to the previous screen Creating New User Accounts Manually 1. Click the Administrative Management link at the top of the homepage. 2. Click the View User Accounts link in the Security box. 3. Click the New User button to go to the New User Account screen. 4. Enter the required user demographic information. As an option, you can specify an account Start Date and End Date by clicking the Calendar icons next to those fields. 21

30 NOTE: If a start date is not specified, the default start date is the date the user account is established. An end date may be provided, but a user account s end date will automatically extend to 1 year from the user s last login. If an end date is not specified, the initial end date will be one year from the date the user account is created. The Staff ID field is optional. For the Staff ID field, the system compares the value entered with the existing database and tries to match the user and the staff ID. If the teacher s name associated with the staff ID in the Teacher Directory does not match the name for the user account, you get the following error message: If you select the Check to accept checkbox, the user ID is then associated with that staff ID. 5. Select a user role (or roles) for the new user. 6. Select an organization (or organizations) for the new user. Inactive organizations will be indicated in italics with (Inactive) written next to the organization name. You can select organizations at different levels of the hierarchy. 22

31 7. Select the rostered group(s) to which the new user will have access. Groups need to be assigned only to users with the Teacher role. Group selection is not available for accounts without the Teacher role. Assigning group access to the new user allows the user to view data about students who belong in the group. Navigate by clicking on the page number or the Next link at the bottom of the screen. 8. Click the Save button. A notification is automatically sent to the new user s address. The contains a link to the Set Password screen where the new user can choose a password and enter the site Viewing User Accounts 1. Click the Administrative Management link at the top of the homepage. 2. Click the View User Accounts link in the Security box. The View User Accounts screen shows a list of user accounts that the user can view and edit. The accounts seen are based on individual user roles and on the organization that is listed in the Current Organization field. You can filter data in each column to find a specific user. The easiest way to find a specific user is to filter the Name column. To do this, select the Filter icon [ ] in the Name column, and then enter the user s last name, followed by a comma, and then the first name (e.g., Smith, John ). To filter by first name only, enter a comma and then the first name (e.g.,,john to return all users whose first name is John ). You can also filter by the first letter or letters of the user s first name by entering a comma and the first letter(s) of the user s first name (e.g.,,j ) to return all users whose first name begins with that letter. The filters are not case sensitive. Data can be filtered by criteria specified in multiple columns at the same time. To apply a new and separate filter, clear the criteria from the old column filter before entering criteria in the new column filter. For more information on filters, refer to Appendix A of this User s Guide. 3. To export the list of user accounts, click the Export to Excel button. Only those user accounts listed will be exported so you can filter data or clear filters to change the data that are displayed and exported. 23

32 4. Click the Yes Continue with Request button. You will receive an when the extract is posted to View Published Reports. 5. Go to Reports > View Published Reports to download the commaseparated values (CSV) file of user accounts. The export will be posted under the current Texas General administration. About User Accounts What are roles? When user accounts are created, the user is assigned one or more roles, such as district testing coordinator, campus testing coordinator, etc. Each role has a set of permissions associated with it. For example, an online test administrator might be able to view registered students, but not edit or register students. How do I know which permissions are associated with a role? Refer to the User Roles and Permissions for the Texas Assessment Management System document on the Information page at Home > Resources > Information > Technology Information. What does Locked or Unlocked in the Status column mean? A locked account prevents the user from logging in to the system. User accounts that are inactive for a period of 240 days will be automatically locked. User accounts that are inactive for a period of 390 days will be automatically marked as deleted. User accounts can be locked from inactivity or too many unsuccessful login attempts. If the account is locked in one of these ways, the user can unlock the account using the Unlock User link on the Login screen. User accounts can also be locked by another user. If the account was locked in this way, the user must contact the campus or district coordinator to unlock the account. An unlocked account means that the user can log in to the system and perform various functions Viewing or Editing an Individual User Account 1. Click the Administrative Management link at the top of the homepage. 2. Click the View User Accounts link in the Security box. 3. Click a user ID in the User ID column on the View User Accounts screen to go to that user s User Account Details screen. If you do not see the user account that you are looking for, select the Deleted filter to see a list of deleted accounts. 4. Click the Edit button to make changes to the user account. 5. Click the Save button to save the changes Locking or Unlocking a User Account 1. Click the Administrative Management link at the top of the homepage. 2. Click the View User Accounts link in the Security box. 3. Select the checkbox for the user on the View User Accounts screen. 4. Click the Mark User As button. 5. Select Locked or Unlocked in the menu. 6. Click the Yes Continue button on the confirmation screen. 24

33 Resetting a User Password 1. Click the Administrative Management link at the top of the homepage. 2. Click the View User Accounts link in the Security box. 3. Select the checkbox for the user on the View User Accounts screen. 4. Click the Reset Password button. 5. Click the Yes Continue button on the confirmation screen. After you reset a user s password, an notification is sent to that user. The contains instructions for creating a new password. If new users have not received their first with instructions for creating their passwords and accessing their accounts, you can use this feature to resend the Updating Multiple Users Use this procedure when you want to update multiple users to have the same start or end dates, organization, or roles. You must select more than one user to enable the Update Multiple Users button. To update a single user, refer to section Click the Administrative Management link at the top of the homepage. 2. Click the View User Accounts link in the Security box. 3. Select the users to be updated by marking the checkbox next to the users names on the View User Accounts screen. You can select users listed across multiple pages. For example, you can select user IDs on pages 1, 2, and 3 before selecting the Update Multiple Users button. To navigate to other pages, click the page number links or the Next link at the bottom of the screen. You can change the number of results listed on the View User Account screen by clicking the drop-down menu in the upper corner of the page and changing the number of results shown per page. 25

34 4. Click the Update Multiple Users button. 5. Choose a value from the drop-down menu and verify that the users listed in the Selected Users box are the users that you want to update. If you have made an error, click the Cancel button and reselect the users (refer to step 3). Click the Update Dates link to update the start and/or end dates for multiple users. Click the Update Roles link to update the assigned roles for multiple users. Select Add Roles, Remove Roles, or Replace Roles from the Action options set, depending on what you want to do. Then click on the checkboxes next to the roles you would like to add, remove, or replace. Click the Update Organizations link to update the assigned organizations for multiple users. Select Add Organizations, Remove Organizations, or Replace Organizations from the Action options set, depending on what you want to do. Then click on the organization checkbox you would like to add, remove, or replace. 6. Click the Save button. 4.2 Customer Support Requests Authorized users can use the Assessment Management System to view customer support requests and create new requests to address issues that require Pearson assistance. Online submission of requests assures data security and saves districts telephone hold time during busy periods of the testing calendar. Also, the scanned documentation submitted with online support requests is often more readable than faxed information, reducing time spent faxing and re-faxing documents. The Assessment Management System also allows districts to track the status of submitted customer support requests. 26

35 4.2.1 Submitting a Customer Support Request 1. Go to Administrative Management > System Status. 2. Click the Customer Support Requests link under Request Status, and then click the New Request button. (The Customer Support Requests screen can also be accessed by clicking the Customer Support Requests link on the Resources screen.) 3. Provide the support request details. If you are not attaching a file, skip to step Click the Attachments button to upload any secure information related to the request. Files attached to customer support requests are limited in size to 10 MB per file. 5. Click the Browse button to navigate to the directory that includes the file you would like to include with the request. File names must be alphanumeric and cannot contain spaces. You might need to correct the name of a file prior to attaching it. 6. Click the Upload button. Repeat steps 5 and 6 to select another file to be attached to the request. 7. Click the OK button. Your attachments are displayed on the Contact Customer Support screen as links. You can click on the links to open the attachments. 8. Click the Save and Send Notification button. Users will receive an confirming the submission of the customer support request. Users will also receive an when Pearson has responded to the customer support request. Once a form is submitted, it cannot be edited. However, the requestor can provide extra information or updates in the additional information field. Refer to section for more information on how to provide extra information or updates to the additional information field. 27

36 4.2.2 Viewing a Customer Support Request 1. Go to Administrative Management > System Status. 2. Click the Customer Support Requests link under System Request Status. (The Customer Support Requests screen can also be accessed by clicking the Customer Support Requests link on the Resources screen.) 3. Enter search criteria to see a listing of requests or click the Show All Requests checkbox. 4. Click a Requestor Name link to view the request details. To view additional pages, click the page number link or the Next link at the bottom of the screen Editing a Customer Support Request A user can provide extra information or updates in the additional information field for a customer support request by editing his or her customer support request. 1. Go to Administrative Management > System Status. 2. Click the Customer Support Requests link under Request Status. (The Customer Support Requests screen can also be accessed by clicking the Customer Support Requests link on the Resources screen.) 3. Enter search criteria to see a listing of requests or click the Show All Requests checkbox. 4. Click a Requestor Name link to view the request details, and then click the Edit button. To view any additional pages, click the page number link or the Next link at the bottom of the screen. 28

37 5. When you are finished editing the request, click the Save and Send Notification button Deleting a Customer Support Request 1. Go to Administrative Management > System Status. 2. Click the Customer Support Requests link under Request Status. (The Customer Support Requests screen can also be accessed by clicking the Customer Support Requests link on the Resources screen.) 3. Place a checkmark in the checkbox next to the Requestor Name link and then click the Delete button. 29

38 5.0 Organizations Overview The Organizations tab allows users to: view organization information, view available test administrations, view and add groups, view organization responsibilities, and view out-of-district and out-of-school test sites. A district testing coordinator may go to this tab to view which of his or her campuses in the district are participating in various test administrations and view the details of those test administrations. 5.1 Viewing Organizations An organization is an entity in the organizational hierarchy, such as a district or campus. Example ISD and Example Campus are organizations. A child organization is an entity within a larger organization. For example, a campus is a child organization within a district. An organization must exist in the system before that organization can participate in testing or test-related activities, such as ordering additional materials, assigning students to an online test session, etc Changing the Current Organization 1. Click the change organization link on the right-hand side of the tabbed navigation bar. 2. Select either District, or Campus, from the View By options set. 30

39 3. Select an organization by clicking the button next to the organization name. (Refer to Appendix A for how to perform an advanced search.) 4. Click the Save button. NOTE: You can view the status of an organization, whether it is Active or Inactive, in the Active Column. In other areas of the Assessment Management System, organizations that have an Inactive status will be shown in italics Viewing Organization Details The organization(s) a user has access to is defined at the time the user s account is created (it can be updated at any time by an authorized user). Viewing which organization is currently active will help the user orient to the appropriate task in the system. 1. Go to Organizations > View Organizations. 2. Click the organization name. If you have access to more than one type of organization, select either District or Campus from the View By options set to see the organizations for which you can view details. (Refer to Appendix A for how to perform an advanced search.) NOTE: You will see only child organizations for the organization to which you are logged in. The Organization Details tab displays the Organization Master Record. The Contacts tab displays a list of organization contacts. The Test Administrations tab displays a list of all test administrations, it also indicates the organization s participation status. 31

40 5.1.3 Viewing Contact Details Contacts are personnel designated to serve as the point of contact between the organization and Pearson for testing activities (e.g., receipt of materials). 1. Go to Organizations > View Organizations. 2. Click the organization name. If you have access to more than one type of organization, select either District or Campus from the View By options set to see the organizations for which you can view details. (Refer to Appendix A for how to perform an advanced search.) NOTE: You will see only child organizations for the organization to which you are logged in. 3. Select the Contacts tab to view the contacts for the current organization. 4. Click the contact s name to go to the Contact Details screen, which displays the contact name, title, and address Viewing Test Administrations 1. Go to Organizations > View Organizations. 2. Click the organization name. If you have access to more than one type of organization, select either District or Campus from the View By options set to see the organizations for which you can view details. (Refer to Appendix A for how to perform an advanced search.) NOTE: You will see only child organizations for the organization to which you are logged in. 3. Click the Test Administrations tab to view the available test administrations. Some organizations will not participate in all test administrations (e.g., TAKS). A Yes or No in the Participation column indicates the organization s participation status. The participation status for a specific administration will not display as Yes until the administration is available in the Assessment Management System. 32

41 5.1.5 Viewing an Organization s Details 1. Go to Organizations > View Organizations. 2. Click the organization name. If you have access to more than one type of organization, select either District or Campus from the View By options set to see the organizations for which you can view details. (Refer to Appendix A for how to perform an advanced search.) NOTE: You will see only child organizations (smaller organizations within a larger organization, such as campuses within a district) for the organization to which you are logged in. 3. Click the Test Administrations tab and then click a test administration name to see further details about that organization, including Administration Details, Groups, Responsibilities, and Tests. There are several screens that can be viewed from the Test Administrations screen. The flowchart that follows will help you navigate this section of the site. Administration Details shows details such as precode option, paper precode sort order, online night testing, and optional reports orders. This information can also be accessed at Test Setup > Enter Administration Details. Groups shows a list of groups in this organization and test administration when you are at the campus organizational level. A student must be in a group before the student can be assigned to a test. Groups are a convenient way to put students into an online testing session. Groups also function as reporting units or reporting groups. This information can also be accessed at Test Management > Register Students. Group Details allows you to edit the Group Name. Responsibilities shows a list of persons in the organization who have specific testing-related responsibilities, such as testing coordinator or superintendent. Test Administrations shows a list of assessments that are being offered. 33

42 5.1.6 Editing Group Names A group is typically a class, such as SMITH ALGEBRA I. Groups are necessary for assigning tests to students and for reporting purposes. A student must be assigned to a group before the student can be assigned to a test. For more information about groups, refer to section 8.0, Test Management. You must be at the campus organizational level. 1. Go to Organizations > View Organizations. 2. Click the organization name. (Refer to Appendix A for how to perform an advanced search.) 3. Select the Test Administrations tab to view the test administrations in which the organization is participating. 4. Click a test administration name to view the Administration Details. 5. Select the Groups tab to view the groups available in the current organization. 6. Click a group name to access the Group Details screen. 7. Click the Edit button to edit the group name, and then click the Save button Adding a Group You must be at the campus organizational level. 1. Go to Organizations > View Organizations. 2. Click the organization name. (Refer to Appendix A for how to perform an advanced search.) 3. Select the Test Administrations tab to view the test administrations in which the organization is participating. 4. Click a test administration name to view the Administration Details. 5. Select the Groups tab to view the groups available in the current organization. 6. Click the New Group button, enter the group name, and then click the Save button. 34

43 5.1.8 Deleting a Group You must be at the campus organizational level. 1. Go to Organizations > View Organizations. 2. Click the organization name. (Refer to Appendix A for how to perform an advanced search.) 3. Select the Test Administrations tab to view the test administrations in which the organization is participating. 4. Click a test administration name to view the Administration Details. 5. Select the Groups tab to view the groups available in the current organization. 6. Select the checkbox for the group, and then click the Delete button. NOTE: You must remove all students from the group and all tests assigned to the group before you can delete the group. For additional information about removing student test assignments and students, go to section 8.0, Test Management Viewing Organization Responsibilities You can view the assigned testing-related responsibilities for a person in an organization. 1. Go to Organizations > View Organizations. 2. Click the organization name. If you have access to more than one type of organization, select either District or Campus from the View By options set to see the organizations for which you can view details. (Refer to Appendix A for how to perform an advanced search.) 3. Select the Test Administrations tab to view the test administrations in which the organization is participating. 4. Click a test administration name to view the Administration Details. 5. Select the Responsibilities tab to view the responsibilities associated with the current organization. 35

44 5.2 Viewing Out-of-District and Out-of-School Test Sites You can view the list of test sites offering out-of-district and out-of-school testing for a STAAR administration. 1. Go to Organizations > View OOD/OOS Test Sites. 2. Enter search criteria or click the Participating is Yes checkbox to see test sites participating in out-of-district and out-of-school testing. Click a test site name to go to the Test Site Details screen. 3. Click the Site Details tab to see information about the out-of-district and out-of-school test site. Click the Test Participation tab to see the dates and times for each offered course. You can also view the number of out-of-district and out-of-school students currently registered at that test site. 36

45 6.0 Student Data Overview Student data refers to student demographic data and other testing-related information about individual students. This section will describe how to use the Assessment Management System to send student data, manage the student directory, and send roster data. This guide will include how to: submit/upload and check the status of student data files; view, filter, and sort students; add a new student and edit current student data; create, submit, upload, and delete rostered groups; move a student enrollment to another organization; delete student data; and find data on unenrolled students. Once student data are uploaded into the system, authorized users can download the student information. This functionality is located under Test Management > Register Students. Users can click the Reports button and select Registration File from the dropdown menu. Specific instructions for downloading student data (requesting a registration file) can be found in section Some notes on terminology used to describe actions for students in the system: Students are enrolled in a campus. Students are registered for a test administration. Students are assigned to a group. Students are assigned to a test. 37

46 6.1 Send Student Data Before students can be registered for a test administration or receive precoded materials for a test, student data must be uploaded or entered manually into the Assessment Management System. You can upload student data and check the status of an upload at Student Data > Send Student Data. Paper precode materials are provided when available, and data are submitted before the paper precode deadline for the test administration. For precode schedule information, refer to Before you submit a file, you want to make sure that your file meets the student data file specifications. For specifications on student data file format, refer to the Student Data File Format for Student Registration and Precoding at Home > Resources > Information > Manuals or Send Student Data Training Module A student data file header for CSV files may be downloaded from the Send Student Data Help text or from (and from the Downloads category at Home > Resources > Information) Sending a Student Data File 1. Go to Student Data > Send Student Data. 2. Click the Browse button to locate and select a file name to be uploaded. 38

47 3. Select either Register Students for Testing, Validate Student Registration File, or Update Student Directory from the Actions options set. If you select Update Student Directory, skip to step 5. Register Students for Testing indicates that the file is being sent as part of the student data file submission window. This allows districts to register students for testing within an administration and indicates what precoded materials are needed. On-screen text indicates when the registration window is available. Validate Student Registration File indicates that the file is being sent only for validation purposes. This allows districts to send student data files up to three weeks prior to the registration window for an administration and to correct any errors so a clean data file will be ready once the registration window opens. When Validate Student Registration File is selected, students will not be added to the directory or registered for the administration. On-screen text indicates when the validation window is available. Update Student Directory indicates that the file will be uploaded to the directory only. This allows districts to add students to the directory without registering them for a test administration. This is helpful when students need to be added to rostered groups but are not already in the directory. Selecting Update Student Directory will also validate existing students at the directory level. 4. Select the test administration for which you want to register students or for which you want to validate a student registration file from the menu. You may use the same student data file to register students for other test administrations. 5. Click the Send button to submit the selected file. Click the Refresh button to update the information on the screen without leaving the page. When the file is submitted, a processing step will validate the records and check for errors. All valid records will be loaded into the database, unless the Validate Student Registration File option has been selected. Records with data problems will not be loaded into the database. If other records in the student data file have errors, then the Complete with problems status and messages containing the information needed to correct those records will appear. Refer to the Checking the Upload Status of a Submitted File section Enabling Additional Notifications The File Status Notification function allows you to specify whether an notification about the status of a submitted file is sent to additional addresses. If you want others to be notified of the status of a file upload, you will need to enable additional notifications and provide their addresses using the File Status Notification box. Refer to section for instructions. 39

48 6.1.3 Checking the Upload Status of a Submitted File The Status column displays the processing status of submitted files. The processing status is typically displayed within 24 hours of submitting the file. Files will have one of the following statuses: Processing: The file is going through the validation process. Complete: All records in the file were successfully uploaded. Complete with problems: Only valid records in the file were uploaded. Rejected: The file format was invalid or all of the records in the file have errors. To download a copy of the submitted file, click the file name and save the file to your desired location. 40

49 6.1.4 Viewing the Status of a Submitted File 1. Go to Student Data > Send Student Data and click the message in the Messages column to review information about the file. 2. If there is a problem with a file (e.g., Status = Complete with problems), click the + in the Records column for a description of the error. Use this information to correct the student data file, and then resubmit the file by following the uploading file instructions. While you can update the entire student data file before resubmitting it, it is recommended that you make a small number of corrections first and then validate the file to verify that you are correcting the data in a way that the system will accept. Only the first 100 data problems encountered in the submitted file are displayed on the screen. To view all data problems encountered in the submitted file, click the Export errors to Excel button. To view the contents of a submitted file, click the download file link next to the file name. 3. After viewing the file details, click the Return to Send Student Data link to access the previous screen. Once student data are uploaded into the system, authorized users can download the student information. Refer to the section on Test Management in this guide or Test Management > Register Students > Request Registration File Help text for specific instructions for downloading student data by requesting a registration file. 41

50 6.2 Managing Student Directory You can manage student data once it has been submitted. This section will allow you to: view student data; manually add new students to the Assessment Management System; view information by campus, students, or rostered groups; and view the enrollment changes report Viewing Student Data 1. Go to Student Data > Manage Student Directory. 2. Select Campuses, Rostered Groups, or Students from the View By options set. View By: Students When you View By Students, you need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) View By: Campuses When you View By Campuses, you see a list of campuses and the total enrollment at each campus. Click a campus name to see students in that campus. If you want to see results for a specific campus, you may also select Students from the View By options set, and then search for the campus name only. 42

51 View By: Rostered Groups When you View By Rostered Groups, you see the groups of rostered students. Only rostered groups that are tied to organizations that the user is authorized to view will display. A Rostered group is a group that is not associated with a test administration, but whose students are associated with each other for viewing in the Teacher Portal. If, for example, they will be the next incoming class and the teacher would like to view their previous assessment history in order to target future educational efforts, a Rostered group would be used Adding a New Student You can manually add a new student to the database as well as enroll him or her in a campus and register the student for test administrations in which an organization is participating. Important terms to remember: Students are enrolled in a campus. Students are registered for a test administration. Students are assigned to a group. Students are assigned to a test. The student will be able to test only after all four steps in the new-student wizard are completed. Students are added to the Student Directory after completing the first step. However, the student will not be registered for a test administration or assigned to a group and a test. If these steps in the wizard are skipped, these tasks can be completed at Test Management > Register Students. You cannot complete the steps in the New Student Wizard unless the registration window is open for the selected administration. 1. Go to Student Data > Manage Student Directory. 2. Select Students from the View By options set. 3. Click the New Student button. 43

52 4. Enter the required information to create the student and enroll him or her to a campus, and then click the Save and Next button to create the student record. 44

53 5. To register the student for a test administration, select the test administration, the student s enrolled grade, and complete the remaining fields. The administration defaults to the current administration. The other fields available might vary based on administration. Then click the Save and Next button. The student is now registered for testing in the selected test administration. 6. To assign the student to a group, select the appropriate group. If you need to create a new group, click the New Group button. 7. Click the Save and Next button. The student is added to the group. 45

54 8. Select the test(s) the student will take, and then click the Save and Exit button. The student is now successfully enrolled in a campus, registered for a test administration, assigned to a group, and assigned to test(s). The final step of assigning a student to a test is not applicable to all test administrations. STAAR Alternate 2 students in grades 3 8 will automatically be registered for each grade level assessment subject based upon the grade-level-code entered. STAAR Alternate 2 students taking STAAR EOC assessments will need to be assigned to each appropriate assessment during the final step. Some test administrations have more than one test that must be assigned to each student (e.g., students assessed with TELPAS for grades 2 12 will have two test assignments, one for the reading test and one for holistic ratings) Viewing Unenrolled Students The Assessment Management System can be used to search for students who exist in the system but are not enrolled in a campus within your current organization. This is an easy way to make sure all students in the system are properly placed for testing purposes. 1. Go to Student Data > Manage Student Directory. 2. Select Unenrolled Students from the Search options set. 3. Enter the search criteria and then click the Search button to view the list of students who are not enrolled in a campus. 46

55 6.2.4 Viewing Suspect Students The Assessment Management System can be used to search for a student who has a test attempt, which is a test with a Completed status, but whose information partially matches another student in the system. Suspect students have test warnings associated with them. These warnings will need to be resolved (refer to section 9.3 for information on resolving warnings). Warnings are accessible for a up to year after the test administration; however, a district can correct suspect student information after that year. You may use the Manage Student Directory screen to see a list of all students enrolled in your organization, including suspect students. 1. Go to Student Data > Manage Student Directory. 2. Select Current Organization Only from the Search options set. 3. Select Include or Only from the Suspect options set. Suspect: Include When you select Include you will see a list of all students enrolled in your organization those who are suspect students and those who are not. Suspect: Only When you select Only you will see a list of only suspect students who are enrolled in your organization. NOTE: Select Exclude from the Suspect options set if you do not want suspect students included in your search. 47

56 4. Enter the search criteria and then click the Search button. If you selected Include from the Suspect option, you can use the Suspect column to differentiate regular students from suspect students. Any student with a number in the Suspect column is a suspect student in your organization. If you selected Suspect Only from the Suspect option, only suspect students will be listed Editing a Student s Master Record You will only be able to edit student data for temporary students at the student directory level. Temporary students are indicated with Yes in the Temporary column in the Student Directory. Districts can edit the LAST-NAME, FIRST-NAME, MIDDLE-INITIAL, DATE-OF- BIRTH, and SEX-CODE for temporary students in the Student Directory. Student data for permanent students can be updated only in a PEIMS extract. The PEIMS extract is updated twice-yearly. To edit student data for an administration, refer to section 8.0, Test Management. 1. Go to Student Data > Manage Student Directory. 2. Select Students from the View By options set. 3. Click a student s name to go to the Student Details screen. 4. Click the Edit button to make changes to the Student Master Record, and then click the Save button. NOTE: You will be able to edit student data for a permanent student if there is a test warning associated with that student. For example, if a student s information on the Student Details screen is different from what is on that student s answer document, a warning will be associated with that student. You will then be able to correct the student s data on the Student Details screen. Refer to section 9.3 for more information on how to resolve student test warnings Viewing a Student s Audit Trail 1. Go to Student Data > Manage Student Directory. 2. Select Campuses or Students from the View By options set. View By: Students 48

57 When you View By Students, you need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) View By: Campuses When you View By Campuses, you see a list of campuses and the total enrollment at each campus. Click a campus name to see students in that campus. If you want to see results for a specific campus, you may also select Students from the View By options set, and then search for the campus name only. 3. Click a student s name to go to the Student Details screen. 4. Click the Audit Trail button to view a history of changes made to the Student Master Record (green cells indicate a change in that field), and then click the Go Back to Student Details button Accessing the Student Portal Authorized district personnel can access the Student Portal and view the score data in the same format students will see it. 1. Go to Student Data > Manage Student Directory. 2. Select Students from the View By options set. You need to enter search criteria to see a listing of students or click the Show All Students checkbox. 3. Click the student name to open the Student Details screen. 4. Click the Go to Assessment History button to see the student s Unique Access Code for the Student Portal. 49

58 5. Click the Go To Student Portal button. This opens the Student Portal and displays the selected student s results. 50

59 6.2.8 Adding and Removing a Student Enrollment Students may be enrolled in multiple organizations. It is not necessary to remove enrollments for any reason. However, if you choose to remove an enrollment, you may remove the enrollment only if there are no data associated with the enrollment record (e.g., test attempts, assigned tests, etc.). Some administrations might require that a student be enrolled in more than one organization. For example, TELPAS has one administration comprised of holistically rated assessments for grades K 12 and online reading tests for grades 2 12; however, one of these assessments might be completed under different enrollments due to student mobility during the testing window. 51

60 For students who need to be enrolled in two different organizations for the same administration (e.g., for TELPAS), the original organization enrollment should not be removed. After searching for the student and finding the student in another organization, simply add another enrollment for the student at the new organization. Refer to the TELPAS section of the District and Campus Coordinator Manual for more information about student moves. Student enrollment can be added and removed in the Enrollments tab of the Student Details screen. Student enrollment can also be added, moved, or removed using the Update Enrollment button on the Manage Student Directory screen. For directions on how to use the Update Enrollment button, refer to section Go to Student Data > Manage Student Directory. 2. Select Campuses or Students from the View By options set. View By: Students When you View By Students, you need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) View By: Campuses When you View By Campuses, you see a list of campuses and the total enrollment at each campus. Click a campus name to see students in that campus. If you want to see results for a specific campus, you may also select Students from the View By options set, and then search for the campus name only. 3. Click the student s name to go to the Student Details screen. NOTE: For students with similar changes, you can select multiple students at once and update their enrollments. For more information on selecting multiple students and updating their enrollments, refer to section Click the Enrollments tab on the Student Details screen to view the organization (or organizations) in which the student is enrolled. 5. To remove an enrollment, select the checkbox for the organization you would like to remove, click the Remove Enrollment button, and then click the Yes Continue with Removal button. To add an enrollment, click the Add Enrollment button, select the new organization from the Organization menu, and then click the Save button. If you are removing an enrollment and receive the error message, The enrollments for the following organization(s) were NOT successfully removed: Record could not be updated because of other related data, the student might be associated with a rostered group, test assignment, test attempt, etc., that is preventing the removal of the enrollment. Remove the student from any groups (refer to section 6.2.9) and try to remove the enrollment again. 52

61 6.2.9 Viewing Student Groups and Removing Groups 1. Go to Student Data > Manage Student Directory. 2. Select Students from the View By options set. Enter search criteria to see a listing of students or click the Show All Students checkbox. 3. Click the student name to open the Student Details screen. 4. Click the Groups tab. You can click the link in the View Teacher Portal column (if the student is associated with a rostered group or PEIMS class) to go to the Teacher Portal page. You can click a link in the Name column to go to the Group Details screen. 5. To remove a student group, select the checkbox for the group from which you would like to remove the student and click the Remove From Groups(s) button. NOTE: PEIMS classes cannot be removed. 6. Click the Yes Continue with Removal button. 53

62 Viewing and Editing Braille Details 1. Go to Student Data > Manage Student Directory. 2. Select Students from the View By options set. Enter search criteria to see a listing of students or click the Show All Students checkbox. 3. Click the student name to open the Student Details screen. 4. Click the Braille tab. 5. To edit student details, click the Edit button. 6. To edit the student s status, check or uncheck the Active checkbox. To change a student s grade level, select from the drop-down list. Once the grade is selected, the subject options are available. Make the appropriate selections for the student, and then click the Save button Viewing Student Assessment Data NOTE: Student assessment data is available for STAAR assessments only. 1. Go to Student Data > Manage Student Directory. 2. Select Students from the View By options set. Enter search criteria to see a listing of students or click the Show All Students checkbox. 3. Click the student name to open the Student Details screen. 4. Click the Student Assessment Data tab. 54

63 5. A list of STAAR assessments and assessment results associated with the student appear. Click the linked text in the Reporting Administration column for the assessment you would like to view. For students with STAAR or STAAR L history for an assessment required for graduation, a STAAR End-of-Course Cumulative History table with assessment results will also appear. 6. Assessment data for the selected reporting administration and test(s) will appear. Information provided for an assessment includes raw score, scale score, reporting categories, and accommodations. 7. Click the Go Back to List button to go back to the student s list of STAAR assessments. Click the Go to Student Portal button to see the student s data in the Student Portal. 55

64 Updating a Student s Enrollment 1. Go to Student Data > Manage Student Directory. 2. Select Students from the View By options set. Enter search criteria to see a listing of students or click the Show All Students checkbox. 3. Select one or more students by clicking the checkbox next to the student name(s). 4. Click the Update Enrollment button. 5. Select either Add Enrollments, Move Enrollments, or Remove Enrollments from the options set. 6. For Add Enrollments, select the organization to which you want to add the student from the menu. For Move Enrollments, you will need to select the source organization and the organization to which you want to move the student. For Remove Enrollments, you will need to select the organization from which you want to remove the student. 7. Click the Save button. NOTE: For more information on adding and removing student enrollments, refer to section Assigning a Student to a Rostered Group 1. Go to Student Data > Manage Student Directory. 2. Select Students from the View By options set. You need to enter search criteria to see a listing of students or click the Show All Students checkbox. 3. Select one or more students by clicking the checkbox next to the student name(s). 4. Click the Assign to Rostered Group button. 5. Select the Organization Name from the menu and select either Move to an existing Rostered Group or Move to a new Rostered Group from the Move to options set. If you select Move to an existing Rostered Group, you must choose the group name from the menu. If you select Move to a new Rostered Group, you must type the name for the new group. 6. Click the Assign Students button. 7. Click the Yes Continue with Action button. 56

65 Deleting Student Data 1. Go to Student Data > Manage Student Directory. 2. Select Campuses or Students from the View By options set. View By: Students When you View By Students, you need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) View By: Campuses When you View By Campuses, you see a list of campuses and the total enrollment at each campus. Click a campus name to see students in that campus. If you want to see results for a specific campus, you may also select Students from the View By options set, and then search for the campus name only. 3. Select the checkbox for the student, and then click the Delete button. 4. Click the Yes Continue with Action button. You will be able to delete only temporary students. A temporary student cannot be deleted if the student has taken a test or is already registered to an administration Viewing Student Data Reports You can view the Enrollment Changes report to see new student enrollments. You can use the Enrollment Changes report to see which students are enrolled in more than one campus in Texas. 1. Go to Student Data > Manage Student Directory. 2. Click the Reports button. 3. Click the Enrollment Changes link to open the report. 4. You can view which students were transferred during different time periods using the date fields. 57

66 Managing Rostered Groups Rostered groups allow users to organize students into different aggregations regardless of the group they might have been assigned to for assessment purposes. Rostered groups are used with the Teacher Portal to display assessment results by objective as well as other data for the rostered group of students. This allows teachers to target students educational needs. Rostered groups must be created before Teacher user accounts can be linked to them. You can manually create rostered groups, or you can create a CSV file of the rostered group and load it into the system (recommended) Manually Creating Rostered Groups 1. Go to Student Data > Manage Student Directory. 2. Select Rostered Groups from the View By options set. 3. Click the New Rostered Group button. 4. Enter a name for the new rostered group. Rostered group names cannot contain commas. Choose the organization for which the rostered group will be created, and then click the Select Organization button. 5. Select one or more students to add to the rostered group and click the Save button Editing the Name of a Rostered Group 1. Go to Student Data > Manage Student Directory. 2. Select Rostered Groups from the View By options set. 3. Click the name of the group to go to the Rostered Group Details screen. 4. Click the Edit button. 5. Edit the group s name. 6. Click the Save button. 58

67 Adding, Removing, or Moving a Student from a Rostered Group 1. Go to Student Data > Manage Student Directory. 2. Select Rostered Groups from the View By options set. 3. Click the group to go to the Rostered Group Details screen. 4. To add student(s): Click the Add Student button. Select one or more students from the list and click the Save button. 5. To remove student(s): Select one or more students by clicking the checkbox next to their names, and click the Remove button. Click the Yes Continue with Action button. 6. To move student(s): Select one or more students by clicking the checkbox next to their names, and click the Move button. Select the Rostered Group from the menu or add a new one and click the Move Students button. Click the Yes Continue with Action button Sending Roster Data Also refer to section Go to Student Data > Manage Student Directory. 2. Select Rostered Groups from the View By options set. 3. Click the Send Roster Data button. 4. Click the Browse button to locate and select the file to be uploaded. 5. Click the Send button Viewing Audit Trail for a Rostered Group 1. Go to Student Data > Manage Student Directory. 2. Select Rostered Groups from the View By options set. 3. Click on the rostered group name. 4. Click the Audit Trail button Deleting a Rostered Group 1. Go to Student Data > Manage Student Directory. 2. Select Rostered Groups from the View By options set. 3. Select the checkbox for the rostered group(s). 4. Click the Delete button. Students must be removed from the group before the group can be deleted. 5. Click the Yes Continue with Action button. 59

68 Database Matching Criteria When Manually Adding Students; Permanent vs. Temporary Students When students are entered manually, the system attempts to match the new student to those who already exist in the Student Directory. Matches are initially determined by PEIMS ID, followed by a match on two of the three following criteria: the first five characters of the student s last name, the first three characters of the student s first name (excluding special characters), and the student s date of birth. If a PEIMS ID match is found, the system will display a warning that a student with the same PEIMS ID already exists in the system and the new student cannot be created. If the PEIMS ID does not match an existing student but other demographics do match, then the user will be presented with a possible match so that it can be determined whether to add the student or update the existing data (for a temporary student). In the Record Status code field, a Permanent student is one who is already in the Student Directory, either from the student history or a PEIMS snapshot. A Temporary student is a student who did not already exist in the Student Directory. The terms Permanent and Temporary do not refer to how long a student has been, or will be, in a district or campus, and are not related to out-of-school testing, migrant status, etc. A Temporary student in the Student Directory will be converted to Permanent either from a PEIMS upload or after a test administration is reported. Districts can edit the following information for Temporary students: LAST-NAME, FIRST- NAME, MIDDLE-INITIAL, DATE-OF-BIRTH, and SEX-CODE in the Student Directory. Districts can edit only one of the following fields in the Student Directory for Permanent students for whom there is a student test warning: LAST-NAME, FIRST-NAME, or DATE- OF-BIRTH. Districts can also edit the MIDDLE-INITIAL or SEX-CODE for Permanent students for whom there is a student test warning. Districts cannot edit data for a Permanent student for whom there is no student test warning. Demographic data specific to a particular test administration can be updated for both permanent and temporary students (refer to section 8.1.4). In some cases when demographic fields are left blank in uploaded student data files, or are double-gridded on answer documents for paper-based testing, the demographic field might be defaulted from PEIMS demographics in the Student Directory. If the PEIMS ID and other demographics do not match an existing student, then a temporary student will be created. If a temporary student in the Student Directory is later added to PEIMS, the student will be converted to a permanent student either from a PEIMS upload or after a test administration is reported. The PEIMS extract is updated twice-yearly. 60

69 6.3 Send Roster Data You can upload rostered group data, enable notification of rostered groups by , and check the status of rostered groups. Send Roster Data Training Module Creating a Roster Data File Rostered groups can be submitted to the system by uploading a rostered group file. Data should be submitted as a comma-separated-values (CSV) file. A Student Roster File Header may be downloaded from the Send Roster Data Help text (Student Data > Send Roster Data) or at (and the Downloads category at Home > Resources > Information) and used as a template. Before you submit a file, make sure that your file meets the rostered group file specifications listed in the following charts. If using a template with a header row, enter data into the fields as indicated and then delete the header row. If the header row is not deleted, the roster data file upload will result in errors. When saving the file, choose to save as a CSV (Comma delimited) file type. This type of file will allow you to update the information in the system. Do not password-protect files. PC users may select any CSV file type; however, Mac users must select the CSV (Windows) file type to avoid errors in file submission. When you save as CSV, you might be prompted with the following messages: If you are prompted with a message about multiple sheets, click OK. If you are prompted with a message about the format of your file, click Yes. The actions that can be performed within the Action column include the following: REMOVE STUDENT: Locates the student, matching on PEIMS-ID, and removes the student from the group specified in the GROUP-NAME within the campus. RENAME GROUP: Locates the group specified by CAMPUS-ID-OF- ENROLLMENT and GROUP-NAME-CURRENT and renames it to the name specified in GROUP-NAME. DELETE GROUP: Locates the group specified by CAMPUS-ID-OF- ENROLLMENT and GROUP-NAME, removes all students from the group, unlinks any assigned user ID(s), and deletes the group. 61

70 ROSTERED GROUP FILE FORMAT CSV File Column Header Field Description Field Length Required A Campus-ID-of- Enrollment 9-digit county-districtcampus number. The CDC where the student will test. 9 Yes B Rostered-Group- Name Rostered group. 100 Yes C PEIMS-ID A 9-digit PEIMS ID. Either 9 digits or an S followed by 8 digits. 9 Yes, unless deleting or renaming a group D Last-Name The student s 15-character last name. 15 No E First-Name The student s 10-character first name. 10 No F Date-of-Birth (MMDDYY) 6 No G Action The command to be performed on a student or rostered group. Either REMOVE STUDENT, RENAME GROUP, or DELETE GROUP. 20 No, unless you are performing one of the listed actions H Group-Name-Current Name of current rostered group, if renaming the group. 100 No, unless renaming a group SAMPLE ROSTERED GROUP FILE A Campus ID of Enrollment B Rostered Group Name C PEIMS ID D Last Name E First Name F Date of Birth GROUP A Lastname1 Firstname GROUP B Lastname2 Firstname G Action REMOVE STUDENT H Group Name Current NEW GROUP RENAME GROUP OLD GROUP GROUP D DELETE GROUP Sending Roster Data 1. Go to Student Data > Send Roster Data. 2. Click the Browse button to locate and select the student roster file to be uploaded. 62

71 3. Click the Send button to submit the selected file. When the file is submitted, a processing step will validate the records and check for errors. All valid records will be placed into the specified rostered group. Records with data problems will not be loaded into the database. An notification will be sent when the file has been uploaded. After processing has been completed, another will detail the status of the uploaded file and provide you with a link to the website so you can review the file-upload details. After the receipt of the file upload status , there might be up to one hour of processing time before the results are available in the Teacher Portal. For very large files, the processing interval might be longer Enabling Additional Notifications The File Status Notification function allows you to specify whether an notification about the status of a submitted file is sent to additional addresses. If you want others to be notified of the status of a file upload, you will need to enable additional notifications and provide their addresses using the File Status Notification box. Refer to section for instructions Checking the Upload Status of a Submitted File The Status column of the Send Roster Data screen displays the processing status of submitted files. Check the Status and Messages columns approximately 24 hours after a file has been submitted. Files will have one of the following statuses: Processing: The file is going through the validation process. Complete: All records in the file were successfully uploaded. Complete with problems: Only valid records in the file were uploaded. Rejected: The file format was invalid or all of the records in the file were invalid. 1. Go to Student Data > Send Roster Data. 2. Click the arrow on the status column and select a filter option to view files still processing, complete, complete with problems, or rejected. 63

72 To download a copy of the submitted file, click the file name and save the file to your desired location. 3. If a file has a problem, click the file name in the message column to get details about the file. You can click the + sign in the Records column for a description of the error. Use this information to correct the roster data file, and then resubmit the file. Only the first 100 data problems encountered in the submitted file are displayed on the screen. To view all data problems encountered in the submitted file, click the Export errors to Excel button. If there is a problem with the file, it is recommended that you review the entire roster data file before resubmitting it. Once corrections have been made to the records with data problems, you can upload the modified file on the Send Roster Data screen. To view the contents of a submitted file, click the download file link. 4. After viewing the file details, click the Return to Send Roster Data link to go back to the previous screen. 64

73 7.0 Test Setup Overview Test Setup activities help you prepare for both online and paper-based administrations. The primary test setup activities are: entering administration details, ordering additional materials, tracking orders and viewing shipment information, entering and viewing participation counts, and managing proctor caching and TestNav client settings. 7.1 Enter Administration Details Enter Administration Details is used for specifying precode options, paper precode sort order, and ordering of optional reports. Pay particular attention to the deadlines provided in the section headings. When applicable, the precode option and paper sort order selections determine the information Pearson will use for your district Viewing Administration Details Go to Test Setup > Enter Administration Details. Administration details are visible only at the district level. 65

74 7.1.2 Changing the Default Test Administration 1. Go to Test Setup > Enter Administration Details. 2. Click the Change link next to the current test administration name. 3. Choose a School Year from the menu and select a test administration by clicking the administration name from the options set. 4. Click the Save and Make Default button to set the test administration as the default. To temporarily change the test administration, click the Save button Entering Administration Details 1. Go to Test Setup > Enter Administration Details. 2. Verify that you have selected the appropriate test administration. 3. Click the Edit button to make changes. 4. Click the Save button after entering the changes. 66

75 7.2 Ordering Additional Materials Use the Order Additional Materials subtab to order additional paper materials if you need more materials than originally provided in your shipment from Pearson. You can also check on the status of existing orders. An will be sent to a designated contact when an additional order is shipped. 1. Go to Test Setup > Order Additional Materials. Verify that you have selected the appropriate test administration. 2. Complete the relevant fields, and then click the Next button. 3. Enter a quantity in the Quantity column for each test material item that you want to order, and then click the Next button. 4. Review the order, and then click the Submit Order button. You will see a message confirming that your order was submitted. Additional orders will be shipped only to the district testing coordinator and to the TEAapproved shipping address on file. Order Additional Materials Training Module 7.3 Tracking Shipments Use the Shipment Tracking subtab to check on the status of existing orders, track order shipments, and view shipping information. An will be sent to a designated contact when test administration materials, an additional order, or reports/miscellaneous orders are shipped Viewing an Individual Order 1. Go to Test Setup > Shipment Tracking. Verify that you have selected the appropriate test administration. 2. Click the order name in the Order column to view the items ordered. (Refer to Appendix A for how to perform an advanced search.) NOTE: The term Test Administration Materials displays in the Order column to indicate an initial shipment. The term Additional Order displays in the Order column to indicate an additional order. The term Miscellaneous Shipment displays to indicate all other shipments (e.g., reports and miscellaneous materials). 3. Click the Shipping Details tab to view shipping information. 4. Click the View button in the Shipment column of the Shipping Details tab to view shipment information. If the order has not yet been approved or shipped, the user will see limited shipping details. 5. If the order has been approved and shipped, click a tracking number in the Tracking Number column to go to the shipper s tracking page. Freight shipments are not included in tracking. 67

76 7.3.2 Viewing an Order Status Report 1. Go to Test Setup > Shipment Tracking. Verify that you have selected the appropriate test administration. 2. Click the Reports button on the Shipment Tracking screen and click a report link from the menu. Any report may be exported in CSV file format by clicking the Export to CSV button. The following reports are available: Additional Order Material Summary: provides a summary of additional material quantities ordered Additional Order Detail: provides individual order details of additional materials ordered for your district Total Material Summary: provides a summary of all material quantities Total Order Detail: provides individual order details of all materials for your district Shipment Tracking Report: provides tracking numbers for all shipments Security Checklist Download: provides a summary of secure test booklet security barcode numbers Security Checklist Detail: provides a detailed list of secure test booklet security barcode numbers Tracking Shipments to Pearson 1. Go to Test Setup > Shipment Tracking. Verify that you have selected the appropriate test administration. 2. Select Shipments to Pearson from the View By options set. (Refer to Appendix A for how to perform an advanced search.) 3. Click a tracking number in the Tracking Number column to go to the shipper s tracking page. The shipper s tracking page will open in a new browser window. Freight shipments are not included in tracking. 7.4 Managing Participation Counts Manage Participation Counts Training Module Manage Participation Counts is used for viewing or entering student counts by test. Participation counts refer to the number of students who will be taking a test. Participation counts are used to determine test material quantities for paper-based test materials for the initial distribution. The participation counts can also be used for capacity planning for online testing. Participation counts can be updated within a specified participation collection window. Participation counts are read-only after the collection window has closed. 68

77 7.4.1 Viewing Participation Counts 1. Go to Test Setup > Manage Participation Counts. 2. Select either District or Campus from the View By options set. (Refer to Appendix A for how to perform an advanced search.) 3. Click an organization name to go to the Participation Counts screen to view counts. The Status box in the Organization column shows whether the participation counts process for an organization is Not Started, Read Only, In Progress, or Complete. These statuses are reminders to users about the participation counts. Not Started means that no participation counts have been entered. Read Only means that participation counts were calculated from the current registrations for this administration or loaded from counts entered in the Participation Collection administration. This applies only to administrations for which there are no editable counts. In Progress means that some counts have been entered and saved, but the counts have not been marked as Complete. The counts can still be changed. Complete means that the counts have been entered and marked as Complete Viewing Student Details for Registration Counts 1. Go to Test Setup > Manage Participation Counts. (Refer to Appendix A for how to perform an advanced search.) 2. Click an organization name to go to the Participation Counts screen to view counts. 3. Click on a participation count number to view the student details. 69

78 7.4.3 Entering Participation Counts This section outlines how to enter participation counts during an administration participation collection window. Users may view and modify participation counts to adjust enrollment numbers. Participation counts listed for administrations other than those being collected during the window are read-only. 1. Go to Test Setup > Manage Participation Counts. Verify that you have selected the appropriate test administration. The Status column shows whether the participation count process is Not Started, Read Only, In Progress, or Complete. 2. Click an organization name to open the Manage Participation Counts screen for that organization. 3. Select the administration for which you will be entering participation counts from the Participation Counts for options set. 4. Update participation counts in the fields provided. 70

79 If certain conditions with your updated participation counts are met, a warning for each affected column will appear above the participation counts table. Fields containing discrepancies will be highlighted in yellow. A pop-up note with specific details will appear as you hover over a yellow field. You can resolve the warning by entering an updated participation count and saving the new value. If the warning conditions are no longer met after your update, the warning will not appear. 5. Select the Complete checkbox for the status in the Organization column. 6. Click the Save and Next button to save the current counts and navigate to the Manage Participation Counts screen for the next organization. Click the Save and Back to List button to save the current participation counts and navigate back to the list of organizations. Click the Save button to save the current counts without navigating to the next organization. If one or more warnings remain, you will be prompted with a message and the option to either modify participation counts or continue. Click the Modify participation counts button to verify that the entry is correct. Click the Continue button to proceed without addressing the warning(s). NOTE: You may mark a Complete status for multiple campuses by going to Test Setup > Manage Participation Counts, selecting the checkbox for the organizations you would like to mark Complete, and clicking the Set Status to Complete button Viewing Summary Reports of Participation Counts The Participation Count Totals report summarizes the participation count quantities. 1. Go to Test Setup > Manage Participation Counts. 2. Click the Request Summary Report button. 71

80 3. Click one of the following to either generate a file for download or cancel your request: The Yes CSV button generates a CSV file. The Yes PDF button generates a PDF file. The No Cancel Request button will return you to the previous screen. If you click either the Yes CSV button or the Yes PDF button, a confirmation screen appears. 4. After a few minutes, the report will be available. Navigate to Reports > View Published Reports to access the report Viewing District Status Reports of Participation Counts Authorized users can export district-level reports of participation counts by status. These district-level reports are available in CSV format. 1. Go to Test Setup > Manage Participation Counts. 2. Select District from the View By options set. 3. Click the Export to CSV button. NOTE: The last column of the CSV file is the Warning column. If a warning is associated with a record, a Y will appear in the Warning column for that record. A warning appears if the percentage of the counts entered exceeds the state average. 7.5 Configure TestNav Using Configure TestNav, you can manage proctor caching computer configurations and response file save locations. For the proctor caching computer to receive requests for test content, TestNav must be configured to use the proctor caching computer as a proxy computer. There are two types of TestNav configurations: organization-based configuration (used by default for all test sessions) In the Assessment Management System, campuses and districts are referred to as organizations. An organization-based configuration is assigned to a session automatically, based on the campus identified in the session. For example, if a configuration has been created and Campus A has been added to that configuration, a session created for Campus A will use that configuration by default. If there is no configuration defined for a campus, then a session created for that campus will use the first configuration it finds above the 72

81 campus in the hierarchy the district configuration. For example, if a session is created for Campus A, but there is no configuration defined for Campus A, the session would use the configuration created for District A (the district in which Campus A resides). custom session configuration A custom session configuration can be defined so that a session uses specific settings regardless of the campus to which it is associated. NOTE: If you need one or more students to have settings that are different from those defined in the organization-based configuration, you must place the student or students into a new session and create a custom configuration for that session. Every student in a test session will use the configuration set for that session (whether the session is set to use the organization-based configuration or set to use the custom configuration). If changes are made to the configuration, the session and the students in the session are automatically updated with those changes. NOTE: If changes are made to the configuration while a student is logged into TestNav, TestNav will continue to use the settings that were in effect when the student logged in. However, TestNav will automatically use the latest configuration on any subsequent login to the test (i.e., if the student exits and then resumes the test). Proctor Caching Computer When you create a TestNav configuration, you will need to set up a proctor caching computer. Proctor caching computers download and store test data, such as multimedia or test questions, and then deliver that data to individual test computers from within the local network. Proctor caching enables faster test page loading times and more efficient test taking. Response File Backup Locations When you create a TestNav configuration, you must also select response file backup locations. When a student responds to a test question, that response is saved in a Saved Response File (SRF) and then sent to the Pearson server. If recorded successfully on the Pearson server, it is then wiped from the SRF. This is done to ensure student responses are not lost. The next test question will not be presented to the student until it is confirmed that the response to the current test question has been safely recorded in either the SRF or Pearson server. On a busy network, with many testing computers attempting to send student test question responses concurrently, network congestion can occur. Response file backups prevent such delays in testing while safeguarding student responses. When creating TestNav configurations, users must use the default primary location or select a new primary save location where TestNav will store SRFs until the responses are recorded on the Pearson server. Responses are transmitted from the save location to the Pearson server in milliseconds unless the connection to the Pearson server is congested or interrupted. Users also have the option of designating a secondary save location. 73

82 You must use the default primary location or select a new primary save location when configuring TestNav. The default primary save location is: [your mapped drive]\[your directory]\testnav\temp. Selecting a secondary save location is highly recommended. The secondary save location must be different from the primary save location. The student must have read and write access to the primary and secondary save locations in order for the student response file to be saved. The folder you specify should be a shared folder. Shared folders on a Mac will have the following format for the path: / Volumes/SharedFolder. Shared folders on Windows will have the following format for the path: \\drivename\srflocation. To verify that the shared mount can be accessed on either a Mac or Windows computer, the user should log in from a student computer and be able to access the specified path. On a Mac, select Go > Go To Folder from the Mac s Finder, and then enter the same path specified on this screen. On a Windows computer, open Run, and type the shared folder path. If you use the C:\ drive as the secondary save location, you must ensure that students have write access to that particular location, otherwise responses will not be saved and you will receive an error message. Change the secondary location to another location on the shared drive if you do not want responses saved locally on the client computer. The save locations for the response file must be locations to which all clients have read and write access. NOTE: Pearson recommends specifying two save locations a network location and a local client computer location. The use of UNC paths is not recommended. The following chart outlines the pros and cons of each primary backup save location option. Primary Backup Save Location Options Local Directory on the Testing Computer (TestNav Client) Directory on the Network Computer Pros Saving an SRF to a local directory does not require network bandwidth. This reduces network bandwidth congestion, which can delay test content delivery. The SRF may be accessed from other computers, which simplifies the process of moving a student during testing. Cons The SRF is not accessible from any other computer, so a student cannot easily move from one testing computer to another to complete a test. Saving an SRF to a network directory increases bandwidth demand on internal networks. The primary and secondary SRFs are updated as a student navigates from one question to the next. However, when a student is answering a writing question, SRFs are updated periodically, without navigation. TestNav will continue to attempt to write a response until it is confirmed that the response has been recorded on the Pearson server or in the 74

83 primary SRF or the secondary SRF. TestNav will request that the next question be delivered and shown to the student only after a response has been confirmed as saved to one of these locations. It is recommended that a proctor caching computer not be utilized as either a primary or secondary SRF location, as this might increase traffic to the proctor caching computer beyond appropriate levels Selecting Default TestNav Settings If there are multiple TestNav settings (proctor caching computer and response file backup location selections) created within a configuration, you should choose which TestNav setting is the default. The default TestNav setting is automatically used by every session that points to that configuration, unless the user selects to assign a custom session configuration to a session (refer to section 7.5.5). If there is only one TestNav setting within a particular configuration, it is automatically the default TestNav setting. NOTE: If you do not select a default TestNav setting, the system will select as the default the TestNav setting that comes first alphabetically. For example, if there are two TestNav settings, one named Office Computer and another named Lab Computer, the system will automatically select Lab Computer as the default. 1. Go to Test Setup > Configure TestNav. 2. Click the name of the configuration you want to view. 3. In the TestNav Settings window on the Configuration Details screen, one set of TestNav settings is identified with a green checkmark and the words Default TestNav Settings. To select a different set of TestNav settings as the default, click on the Make Default link next to that set. 4. On the confirmation screen, select one of the following two options. If you want all sessions using the previous default setting to use the new default setting, select the Redirect sessions that are set to [previous default TestNav setting] to use [new default TestNav setting] instead option. 75

84 If you want all sessions using the previous default setting to continue to use the previous default setting, select the Leave the TestNav Setting selection unchanged for these sessions option. Your new default setting will not be applied to sessions using the old default setting. 5. Click the Continue button Editing TestNav Settings You can edit the TestNav settings (name, IP address, port, and response file locations) for any proctor caching computer listed within the TestNav Settings window of the Configuration Details screen. 1. Go to Test Setup > Configure TestNav. 2. Click the name of the configuration you want to view. 3. In the TestNav Settings window on the Configuration Details screen, click the Edit TestNav Settings link for the TestNav settings to which you want to make changes. 4. Enter your changes and click the Save button. 76

85 7.5.3 Deleting TestNav Settings You can delete a TestNav setting within any configuration and identify which settings the sessions using this configuration should use. 1. Go to Test Setup > Configure TestNav. 2. Click the name of the configuration you want to view. 3. In the TestNav Settings window on the Configuration Details screen, click the Delete link for the settings you want to delete. 4. On the confirmation screen, select one of the following two options. If you want sessions assigned to this configuration to use the default TestNav settings, select the Let these sessions resolve to the default TestNav Settings for the configuration option. If you want the sessions to use a setting different from the default TestNav settings, select the Reassign them to use these TestNav Settings instead: option and select a TestNav setting from the drop-down menu. 5. Click the Continue button. 77

86 7.5.4 Creating a New Organization-Based Configuration 1. Go to Test Setup > Configure TestNav. 2. Click the New Configuration button to open the Configuration Details screen. 3. On the Configuration Details screen, add a descriptive name for the new configuration setting. Use only letters and numbers in this field. Other characters might cause problems with test delivery. Then click the Continue button. 4. Select the organization that will be associated with the configuration. Click the Add Organization button to view and select the organization that will use the TestNav configuration (called the Configuration Name on the screen). 5. Select District or Campus from the View By options set. Select the organization you would like to add from the options set and then click the Add button. Click the Remove button to remove an organization. NOTE: An organization can be associated with only one configuration. A configuration must be established for any organizations that are testing online. 78

87 6. Click the Continue button. 7. Enter the required fields to specify your TestNav settings. Add a descriptive name for the new proctor caching computer, proctor caching IP address, and port. For Windows and OS X computers using firewall software on the proctor cache computer, the firewall software should be configured to open ports 4480 and 4481 for TCP/IP on the local network. 8. Designate the primary and secondary response file backup locations. For the primary location, you can select the Use Default Location checkbox if you want TestNav to save the SRFs to the Pearson folder in your home directory. This location will vary by operating system. Refer to section 7.5 for more information about response file backup locations. For more information about the proctor caching console, refer to the TestNav 7 Combined Technical Guide, available at Home > Resources > Information > Technology Information. 9. Click the Continue button. 79

88 10. To add additional proctor caching computers to your configuration, click the New TestNav Settings button. Repeat as necessary Creating a Custom Session Configuration 1. Go to Test Management > Manage Test Sessions. 2. Select the name of the session for which you want to view the configuration. 3. On the Session Details screen, click the Edit link next to TestNav Settings in the Test Session Details window. 4. Select the Custom TestNav Settings option at the top of the TestNav Settings window. 5. Enter the details for the proctor caching computer, including a name/ description, IP address, and port. For Windows and OS X computers using firewall software on the proctor cache computer, the firewall software should be configured to open ports 4480 and 4481 for TCP/IP on the local network. 80

89 6. Designate the primary and secondary response file backup locations. For the primary location, you can select the Use Default Location checkbox if you want TestNav to save the SRFs to the Pearson folder in your home directory. This location will vary by operating system. Refer to section 7.5 for information on setting up the response file backup locations. 7. Click the Save button, and then confirm your changes to the new custom configuration for the session Viewing an Existing Configuration Organization-based configurations 1. Go to Test Setup > Configure TestNav. 2. Click the name of the configuration you want to view. Custom session configurations 1. Go to Test Management > Manage Test Sessions. 2. Click the name of the session for which you want to view the configuration. 3. On the Session Details screen, click the View link next to TestNav Settings in the Test Session Details window Editing and Deleting an Existing Configuration Organization-based configurations 1. Go to Test Setup > Configure TestNav. 2. To edit a configuration, click the name of the configuration and continue to step 3. To delete a configuration, select the configuration name from the options set and click the Delete button. NOTE: If a TestNav configuration is deleted, all organizations assigned to that configuration will no longer have proctor caching computers and response file save locations assigned. A new TestNav configuration would need to be created for these organizations in order for them to test online. 81

90 3. Make edits on the configuration on the Configuration Details screen. Click the Edit button in the Configuration window to edit the configuration name. Use only letters and numbers in this field. Other characters might cause problems with test delivery. Click the Add Organization button in the Select Organizations window to add an organization to a configuration. Select the organization name from the options set in the Select Organizations window and click the Remove button to remove an organization from a configuration. Click the New TestNav Settings button in the TestNav Settings window to add new TestNav settings to a configuration. Refer to section for information on selecting a new default TestNav setting. Refer to section for information on editing an existing TestNav setting. Refer to section for information on deleting an existing TestNav setting. Custom session configurations 1. Go to Test Management > Manage Test Sessions. 2. Click the name of the session for which you want to view the configuration. 3. On the Session Details screen, click the Edit link next to TestNav Settings in the Test Session Details window. 4. Make edits to the configuration. Ensure that the Custom TestNav Settings option is selected and make your changes. Click the Save button, and then click the Yes Save Settings button on the confirmation screen. Select the Organization-based TestNav Configuration option at the top of the TestNav Settings window to delete the custom TestNav settings and use the organization-based TestNav configuration. Click the Save button, and then click the Yes Disable Custom TestNav Settings button on the confirmation screen. 82

91 8.0 Test Management Overview The primary test management activities are registering students and managing test sessions. This guide will help you: register students, manage registered groups, assign students to paper and online tests; update registration demographic data; view student counts by administration and online test sessions; add registered students to a test session; manage test sessions; and proctor test sessions. As a reminder, terminology used to describe actions for students in the system includes: Students are enrolled in a campus. Students are registered for a test administration. Students are assigned to a group. Students are assigned to a test. 8.1 Register Students Register students to receive precoded materials (for paper tests, when available), assign students to online test sessions, and assign students for educator-entered performance evaluations. All students who are testing should be registered. You register a student for a specific test administration (e.g., March TAKS, STAAR Alternate 2, TELPAS, STAAR 3 8, etc.). Before you add or change a student registration, check that the student is enrolled in a campus and that the group in which the student is assigned is correct. Students must be enrolled in one or more campuses before they can be registered for a test administration. 83

92 After you register students, you may assign them to an existing or a new group and assign them to a test. For information on how to manage online test sessions, refer to section Viewing Student Registration Students typically are already enrolled in a campus, registered for an administration, and assigned to groups by means of a submitted student data file. You will need to register a student only if student data are being entered manually. To check if a student is registered and to verify a test assignment, follow the steps below: 1. Go to Test Management > Register Students. 2. Select Registered Students or Unregistered Students from the View By options set. Select OOD/OOS Registrations from the View By options set if you would like to see only those students registered to test out-of-district and out-of-school. This option allows you to see only those students who are testing out-of-district and out-of-school at your district or campus. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) NOTE: Out-of-district and out-of-school students will be listed in the search results if you select the Registered Students or OOD/OOS Registrations View By options set; however, you should select OOD/ OOS Registrations if you want to see only those students registered to test out-of-district and out-of-school at your district or campus. 3. Select Current Organization or All Organizations from the Search options set to view students across all organizations. You will need to enter search criteria or click the Show All Students checkbox. If you select All Organizations, you must enter search criteria. NOTE: For the TELPAS and STAAR Alternate 2 administrations only, you will be able to view student details and assigned tests for registered students within and outside of your district, but you will not have access to edit or the ability to assign or remove groups outside your district or assign or remove tests for students outside of your district. However, for TELPAS, you can move reading test assignments from another organization (a district or campus) to your own organization. 4. After completing a search, click a student name to view registration details or to register an unregistered student Registering Students There are two ways to register a student. Typically, registration occurs when a student data file is submitted to the system. Refer to section 6.0 for information on submitting a student data file. 84

93 There are times, however, when a student might not be registered for a test administration. For example, if a student transfers to a campus at the beginning of the test administration window, then the student probably is not registered to test. If that is the case, refer to section Registering an Unregistered Student 1. Go to Test Management > Register Students. 2. Select Unregistered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 3. Click the name of the student. 4. Select the campus in which to register the student for the current test administration. Note that you should select only one campus. 5. Select the required information, as delineated by the red arrows, and then click the Register Student button Editing a Registered Student s Demographics 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. 3. Click the name of the student. 4. Click the Edit button and make the changes. NOTE: You can enter data in the Home CDC field if the student is testing at a campus other than the student s home campus. 5. Click the Save button. 6. At the confirmation message, click the Go to Student Registration Details link. 85

94 8.1.5 Viewing the Audit Trail for a Registered Student 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 3. Click the name of the student to go to the Registered Students screen. 4. Click the Audit Trail button to view the changes to the student s registration record (green cells indicate a change in that field). 5. Click the Go back to Student Registration Details button when you have viewed the changes Removing a Registration 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 3. Select one or more students by clicking the checkbox next to the student name(s). 4. Click the Update Registration button. 5. Select Remove Registration from the options set at the top of the page. 6. Click the Yes Continue with Action button. Note that a registration for a test administration cannot be removed if a student has started a test session or has assessment data. A confirmation message is displayed upon successful removal of a student registration Updating Grade Level or Years in U.S. Schools Data for Multiple Students When the same update is needed for a group of students, such as a data change for grade and/or TELPAS years in U.S. schools, you can update information on these multiple student records using one operation. 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 86

95 3. Select one or more students by clicking the checkbox next to the student name(s). 4. Click the Update Registration button. 5. Select Update Registration Details from the options set at the top of the page and make the changes. NOTE: For TELPAS, you cannot update a student s grade to a grade within a different cluster if that student has already been assigned tests. You must remove the student s test assignments before you can update the student s grade. Refer to section for information on removing a test assignment. 6. Click the Save button Adding or Removing a Test Assignment for Multiple Students at the Same Campus 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 3. Select one or more students by clicking the checkbox next to the student name(s). 4. Click the Add/Remove Assignment button. 5. Select the group with the test assignment you want to add or remove. You can choose an existing group by selecting a value from the drop-down menu or you can create a new group. 6. Click the checkbox(es) next to the test assignment(s) you want to add or remove. 7. Click the Add Test button to add a test assignment. Click the Remove Test button to remove a test assignment Adding a Student to a Group Once you have verified that a student is enrolled in a campus and you have registered the student, you will want to add an assignment to a group and assign the student to a test. You can manage multiple student registrations at one time with groups and assign multiple students to a test at one time with groups. A student must have a group assignment before the student can be assigned to a test session. Groups are a convenient way to put students into an online testing session. A group is typically a class, such as SMITH ALGEBRA I. Some administrations do not require you to assign a test (e.g., for STAAR Alternate 2 at grades 3 8 only, subject tests are automatically assigned), but all students must be assigned to a group before they can test. 87

96 To add a student assignment to a group: 1. Go to Test Management > Register Students. 2. Select Groups from the View By options set. 3. Click the name of the group. 4. Click the Add Students button. 5. Select one or more students by clicking the checkbox next to the student name(s). 6. Click the Save button. 7. You will be prompted to confirm the addition. If the Yes Continue with Add button is selected, a confirmation message will display Creating New Groups 1. Go to Test Management > Register Students. 2. Select Groups from the View By options set. 3. Click the Add Group button. 4. Enter the group name. 5. Select the organization in which the group is located. You can assign students to the group and then assign the students to a test. 6. Click the Save button to add the group Deleting a Group 1. Go to Test Management > Register Students. 2. Select Groups from the View By options set. 3. Select one or more groups by clicking the checkbox next to the group name(s). 4. Click the Delete Group button. 5. Click the Yes Continue with Delete button. NOTE: You cannot delete a group if there is other associated data for that group. 88

97 Changing the Name of a Group 1. Go to Test Management > Register Students. 2. Select Groups from the View By options set. 3. Click the name of the group to go to the Group Details screen. 4. Click the Edit button. 5. Edit the group s name. 6. Click the Save button Removing Students from a Group 1. Go to Test Management > Register Students. 2. Select Groups from the View By options set. 3. Click the name of the group. 4. Select one or more students by clicking the checkbox next to the student name(s). 5. Click the Remove Students button. NOTE: You cannot remove a student from a group if the student is in a test session that has already started or has already tested Moving Students from a Group 1. Go to Test Management > Register Students. 2. Select Groups from the View By options set. (Refer to Appendix A for how to perform an advanced search.) 3. Click the name of the group. 4. Select one or more students by clicking the checkbox next to the student name(s). 5. Click the Move Students button. 89

98 6. Select the group to which you want to move the students from the Move To Group drop-down menu, and then click the Next button. 7. At the confirmation screen click the Yes Continue with Action button Viewing the Audit Trail for a Group 1. Go to Test Management > Register Students. 2. Select Groups from the View By options set. 3. Click the name of the group. 4. Click the Audit Trail button to view the history of changes to the group, and then click the Go back to Group Details button Assigning a Registered Student to a Group and a Test 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 3. Click the name of the student. 4. Click the Assigned Groups tab. 5. Click the Add Group Assignment button. 6. Select the checkbox for the group to which you would like to assign the student, and then click the Add button. 7. Click the Yes Continue with Add button. 8. Click the Assigned Tests tab. 9. Click the Add Test button to see a list of assigned and unassigned tests (if any). 90

99 10. Click the name of the test that you want to assign. NOTE: For TELPAS, the Assessment Management System restricts a student from being assigned more than one test assignment for reading and holistic ratings. If a student needs to be assigned a TELPAS reading test within your organization and another test already exists for that student elsewhere, you can use the Move TELPAS Test function if the test has not been completed. Refer to section for more information on moving a TELPAS reading test. If a student needs a test assignment for holistic ratings within your organization and another assignment already exists for that student elsewhere, the test assignment must be removed by the sending district or campus before you can add the assignment in your organization. 11. Select the appropriate test format (Paper or Online). For TAKS, uploaded and manually added students default to online. Paper format cannot be selected. For TELPAS, uploaded and manually added students default to online. Also, note that for TELPAS, the system restricts a student to only one test assignment for reading and holistic ratings. For STAAR Alternate 2, a format cannot be selected. Online is the only format available. For STAAR EOC, there is no default, districts must select online or paper. For STAAR 3 8, uploaded and manually-added students default to paper. NOTE: When a STAAR L, STAAR A, or SOA test version is indicated, the student s test will default to online. Click the Save button after completing your selections. The student is now assigned to a group and a test session. 91

100 Assigning a Group of Students to a Test 1. Go to Test Management > Register Students. 2. Select Groups from the View By options set. 3. Click the name of the group. 4. Select the checkbox for the student(s) to be assigned to a test, and then click the Assign Students to Test button. 5. Select a test from the options available in the menu, and then click the Next button. 6. Click the Save button to save the test assignment. NOTE: For administrations in which the same student needs to be assigned to more than one test (e.g., students testing in TELPAS for grades 2 12 will have one test assignment for reading and one for holistic ratings), the user will need to return to Group Details and repeat steps 4 6 for the other tests Assigning an Individual Student to a Test 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 3. Click the name of the student to go to the Registered Students screen that includes tabs for Student Registration Details, Assigned Groups, and Assigned Tests. 4. Click the Assigned Tests tab. 5. Click the Add Test button. 6. Select the test to be assigned to the student by clicking on the name of the test. 7. Click the Save button to save the test assignment. For administrations in which the same student needs to be assigned more than one test (e.g., students testing in TELPAS 2 12 will have one test assignment for reading and one for holistic ratings), return to the Assigned Tests tab and repeat steps 5 7 for the other tests. 92

101 Moving a Student s TELPAS Reading Test A user can move a student s TELPAS reading test assignment from one campus to any other campus in the state for which that user has access. The student will be enrolled and registered in the new organization when the Move TELPAS Test button is selected. The Move TELPAS Test button should only be used to move a reading test assignment for a student who enrolls on or after the first day of the TELPAS assessment window and who has not already been administered the TELPAS reading test at the sending campus. 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 3. Select All Organizations from the Search options set. 4. Click the name of the student to go to the Registered Students screen. 5. Click the Assigned Tests tab. 6. If the test has not yet been completed, select the TELPAS reading test to be moved by clicking the checkbox next to the test name. 7. Click the Move TELPAS Test button. Move TELPAS Test Training Module 8. Select the Organization Name from the drop-down menu in the Move Tests box. You will see only organizations to which you have access. 9. Select either Use Existing or Create New for the Group Name options set. If you select Use Existing, select a group name from the drop-down menu. If you select Create New, enter a new group name. It is recommended that when creating a group name, select something that is easily recognizable. For example, you might want to include the class name and period in the group name. 93

102 10. Click the Save button. 11. Click the Yes Continue with Move button on the confirmation screen. 12. A confirmation message will appear stating that the test was successfully moved. 94

103 Moving STAAR Alternate 2 Tests A user can move STAAR Alternate 2 test assignments between campuses within the same district and from one district to another district. Moving a student s test assignment to a different campus simultaneously enrolls and registers the student at the new campus. NOTE: You can move a student s test assignment instead of removing and adding a test assignment. 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 3. Click the name of the student to go to the Registered Students screen. 4. Click the Assigned Tests tab. 5. Select the checkbox next to each test, and then click the Move STAAR Alternate Tests button. 6. Select the Organization Name from the drop-down menu in the Move Tests box. You will see only organizations to which you have access. 7. Select Use Existing for the Group Name options set and select a group name from the drop-down menu. 8. Click the Save button. 9. Click the Yes Continue with Move button on the confirmation screen. 95

104 Viewing a Student s Assigned Test Audit Trail 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 3. Click the name of the student to go to the Registered Students screen. 4. Click the Assigned Tests tab. 5. Click the Audit Trail button to view the history of changes to the student s assigned tests, and then click the Go back to Assigned Tests button Removing a Student s Assigned Group 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 3. Click the name of the student to go to the Registered Students screen. 4. Click the Assigned Groups tab. 5. Select the group, and then click the Remove Group Assignment button. NOTE: If the student has already been assigned to a test, first you must remove the test assignment associated with the student before you can remove the group assignment (refer to section , Removing a Student s Test Assignment). 6. Click the Yes Continue with Removal button. 96

105 Removing a Student s Test Assignment 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 3. Click the name of the student to go to the Registered Students screen. 4. Click the Assigned Tests tab to view the assigned tests (if any). 5. Select the checkbox next to the test, and then click the Remove Test button. 6. Click the Yes Continue with Removal button. NOTE: If the student s test is already added to a test session and the test session has been started, first you must remove the student from the session before you can remove the test assignment from the student. If the test is in any status other than Ready, the test cannot be removed. To remove a student from a test session, go to section Editing the Test Details for a Student 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 3. Click the name of the student to go to the Registered Students screen. 4. Click the Assigned Tests tab. 5. Click the name of an assigned test. 6. Click the Edit button and make the changes. 7. Click the Save button. NOTE: Changes can also be made on the Student Test Details screen, which can be accessed via the test session. Go to Test Management > Manage Test Sessions > Session Details > Student Test Details. If an incorrect score code is discovered for a student and there is still time in the testing or TELPAS verification window, changes should be made to the score code by clicking the Edit button on the Student Test Details screen within Test Management. Make the necessary changes and click the Save button. 97

106 Moving a Student s Test Assignment You may move test assignments to a different group at the same campus or between campuses within the same district. You cannot move tests across districts, with the exception of STAAR Alternate 2 (refer to section ) and TELPAS reading tests (refer to section ). Moving a student s test assignment to a different campus simultaneously enrolls and registers the student at the new campus. 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. (Refer to Appendix A for how to perform an advanced search.) 3. Click the name of the student to go to the Registered Students screen. 4. Click the Assigned Tests tab. 5. Select the checkbox next to the test, and then click the Move Test button. 6. Select the organization and group to move the student to, and then click the Save button. 7. Click the Yes Continue with Move button. NOTE: You can move a student s test assignment instead of removing and adding a test assignment Requesting a Registration File Overview You can request a registration file to update information (such as change from paper to online testing, update students grade levels, or move students test registrations between campuses within a district) and then upload the updated student information using the registration file. If you make changes to student data online, you can request a copy of the updated registration file in order to update your local student information system or compare the student data with your local student information system. Information for a student should be updated prior to that student completing his or her assigned tests Requesting a Registration File 1. Go to Test Management > Register Students. 2. Select Registered Students from the View By options set. You will need to enter search criteria to see a listing of students or click the Show All Students checkbox. Entering search criteria will allow you to request a registration file only for those students who appear in your search. 98

107 3. Click the Reports button and select Registration File. The file reflects current student data, including changes that have been made manually or submitted via file upload, for all students in the current organization. The administration selected when requesting the registration file must be the same administration selected when downloading the selected report. Any filters selected will apply to the report export. 4. Click the Yes Continue with Request button. 5. Go to Reports > View Published Reports to download the registration file. The registration file might not appear on the Report List screen immediately. 6. Click an organization to view the available reports. 7. Click on the report, Student Registration File Extract, to view Updating Student Registration 1. Insert the first (header) row of the Student Data File Header (available from the Downloads category at Home > Resources > Information or as the first row in your registration file. 2. Update the student information in the registration file. Rows that do not require changes may be removed from the file. To delete students test registrations from an organization, insert a D into column AS, Action Indicator. To move students test registrations from one campus to another within your district, the Action Indicator column in the row with the receiving campus information should include an M. Note that TELPAS student information can be updated without the system attempting to register and assign TELPAS tests to students. The TELPAS Code column allows the user to assign tests for H=Holistic Ratings only, O=Online Reading test only, A=All applicable (Holistic Ratings and Online Reading test for grades 2 12; Holistic Ratings only for grades K 1), or N=None. Users can use the N to update TELPAS student information, such as Years in U.S. Schools, without the system attempting to assign more tests to the student. 3. Save the file in CSV format. 4. Go to Student Data > Send Student Data. 5. Click the Browse button to locate and select the registration file to be uploaded. 6. Select from the menu a test administration to which you want to upload the updated student information. 7. Click the Send button to submit the selected file. For more information, refer to section 6.0, Student Data. 99

108 Requesting a Registration Summary Report You can request a copy of the registration summary file that includes counts of unregistered students, registered students, students being tested, students with existing test assignments, students with valid test attempts, and students with failed test attempts. The report includes only campuses that are participating in the selected test administration. 1. Go to Test Management > Register Students. 2. Click the Reports button and select Registration Summary. 3. Click the Yes Continue with Request button. 4. Go to Reports > View Published Reports to download the registration summary report. The Registration Summary Report might not appear on the Report List screen immediately. 5. Click an organization to view the available reports. 6. Click on the report, Registration Summary Report, to view Requesting a Student Moves List For STAAR Alternate 2 and TELPAS administrations, you can request the list of students who have been moved in and out of your district. 1. Go to Test Management > Register Students. 2. Click the Reports button and select Student Moves. 3. Enter search criteria, or select the Show All Student Moves checkbox to see a list of student moves. 4. If you would like a CSV file of the results, click the Export to csv button. 5. Click the Yes Continue with Request button. 6. Go to Reports > View Published Reports to download the list of student moves. The file might not appear on the Report List screen immediately. 7. Click an organization to view the available reports. 8. Click on the file, Student Moves, to view. 8.2 Manage Test Sessions Managing test sessions is one of the main activities for online testing. Use this section to learn how to administer online tests, including how to create, view, start, monitor, and stop online test sessions. The section includes an overview of proctor caching and instructions on how to print student authorizations. Test sessions are virtual groupings of students who will test at the same time or place. Most activities associated with individual test sessions will be performed under this 100

109 subtab. This is where the Assessment Management System will be utilized by online session administrators and online test administrators who oversee online testing. The following tables describe the main test session management tasks that are performed before starting a test session and during a test session. Quick Guide to Managing Test Sessions Before Starting a Test Session Task Create a session View or edit an existing session Add, remove, or move students Add or change test form assigned to students Proctor cache test items Print student authorizations Print proctor authorizations (if applicable) Print seal codes (if applicable) Start a test session Why? An online test session must be created before students can be assigned to an online test. Check the session details and verify that the correct students are assigned to the session. Students actually testing in this session might have changed since the session was created. Students must be assigned a test form. Proctor caching is required when delivering an online test. Each student must have a student authorization in order to log in to the test session. The proctor authorization allows the test administrator to log in and view the same test as the students for a Read Aloud test (for Oral Administration accommodation). The seal codes document provides the four-digit code that opens the seal on a test section if there are sealed test sections. A test session must be started before students can begin the test. During a Test Session Task Monitor the status of individual students View or modify a student s testspecific data Resume a student s test Mark a student s test Complete Stop a test session Why? The test administrator must be aware of each student s testing status. The test administrator must indicate test-specific data, such as do not score situations, accommodations, etc. If a student exits TestNav (intentionally or unintentionally) before completing a test, and will resume the same test, the test administrator must resume the student s test. If a student exits TestNav and will NOT resume the same test, or if a student has never logged in to a test and will not have another opportunity to test within the administration but must be accounted for, the test administrator must mark the student s test complete and indicate the appropriate score code. The test administrator must close the test session so it can no longer be modified when all students are in Completed or Marked Complete status. If a student must continue testing, do not mark him or her complete in order to close the session. Allow the student to complete his or her test, and then close the session. 101

110 8.2.1 Creating a New Test Session 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the New Session button. Creating New Sessions Training Module View or Edit Test Sessions Training Module NOTE: If you do not have access to create test sessions, the New Session button will be disabled and you will not be able to create a test session. 4. Enter the session details. Users will not be able to save the session details unless all required fields have been selected. You must enter a session name and select a campus before the remaining session details can be selected. In the Campus field, enter the name or number. You can quickly locate a campus by typing the first 3 characters of the campus name or campus number, as shown below: If a user s organization is set at the campus level, the campus value will default to the current organization. If Read Aloud is not available for the session, select No from the Read Aloud by Test Examiner drop-down menu. For TELPAS administrations, the Read Aloud by Test Examiner menu will be inactive. You must select a Form Group Type. For a STAAR EOC general assessment, Main must be selected from the Form Group Type drop-down menu. NOTE: Main should never be selected for STAAR grades 3 8 administrations. For STAAR A, STAAR A Online should be selected from the Form Group Type drop-down menu for the majority of STAAR A administrations. This designates a STAAR A online assessment. Proctor STAAR A should be selected only if a student should receive a signed administration of the assessment (to allow the student to lip read). STAAR A Transcribe Paper should be selected only if a student has been approved for a paper administration and the student s answers will be transcribed into TestNav using the online transcription form. NOTE: For STAAR A, students being added to the session must have a test version that matches the form group type name. 102

111 For an SOA administration SOA must be selected from the Form Group Type drop-down menu. NOTE: For SOA, students being added to the session must have a test version that matches the form group type name. For STAAR L, STAAR L Online should be selected from the Form Group Type drop-down menu for the majority of STAAR L administrations. This designates a STAAR L online assessment. STAAR L Read Aloud should be selected only if a student should receive a read aloud version of the assessment. STAAR L Transcribe Paper should be selected only if a student has been approved for a paper administration and the student s answers will be transcribed into TestNav using the online transcription form. NOTE: For STAAR L, students being added to the session must have a test version that matches the form group type name. For TELPAS administrations, the Online or Transcribe Paper versions must be selected from the Form Group Type drop-down menu. Select Transcribe Paper only if a student has been approved for a paper administration and the student s answers will be transcribed into TestNav using the online transcription form. For TAKS administrations, the Online or TAKS Transcribe Paper versions must be selected from the Form Group Type drop-down menu. Select TAKS Transcribe Paper only if a student has been approved for a paper administration and the student s answers will be transcribed into TestNav using the online transcription form. For online administrations, a proctor caching computer must be selected from the Proctor Caching Computer drop-down menu. The appropriate TestNav configurations should have been created prior to creating test sessions. If you are a district-level user and need to grant campus-level users the ability to assign district-level proctor caching computers to test sessions, select the Include caching computers defined for the District checkbox. This checkbox appears only for district-level users. This checkbox can also be accessed by district-level users on the Edit Session Details screen. Scheduling a date and time for a new test session is intended primarily for planning purposes. A test session will not start until you click the Start button on the Session Details screen, regardless of the scheduled start date and time. 5. Students can be added to the session at this time; select either Groups or Students from the View By options set. Select the checkbox next to the group(s) or student(s) you want to add. 6. Click the Save button after entering all session details. 103

112 Adding, Removing and Moving Students to Sessions Training Module Adding, Removing and Moving Students to Sessions Training Module Deleting a Test Session 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Select the checkbox for the session(s) you want to delete. 4. Click the Delete button. NOTE: All students must be removed from a session before it can be deleted. Refer to section for information about removing students from a test session Adding Students to a Test Session 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the session name to go to the Session Details screen. 4. Click the Add Students button. 5. Select Groups or Students from the View By options set. NOTE: If you know the student s PEIMS ID, you can quickly locate a student by filtering the PEIMS ID field using the Students View By options set. 6. Select the checkbox for the group(s) or student(s) you want to add, and then click the Add to session button. NOTE: After you add the student(s), you can verify or change the Form/ Form Group Type for newly added students by clicking the Edit button on the Session Details screen and using the Form/Form Group Type menu for an individual student. Click the Save button after you make any changes. For students with a STAAR L or STAAR A test version or an indicator of SOA, the form group type cannot be edited. These students must be placed in a session with a matching form group type Removing Students from a Test Session 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the session name to go to the Session Details screen. 4. Select the checkbox for each student you want to remove, and then click the Remove button. NOTE: Students in Active, Exited, Resume, or Resume-Upload cannot be removed from a session, but can be moved to a new or existing session. 5. Click the Yes Remove Students button on the confirmation screen. 104

113 8.2.5 Moving Students to Another Test Session 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the session name to go to the Session Details screen. 4. Select the checkbox for each student to be moved. NOTE: Students with Submitted, Completed, or Marked Complete status cannot be moved to another session. 5. Click the Move button to go to the Move Students screen. 6. Select an existing test session or create a new test session to which the student will be moved. If you choose to move to a new test session, the Campus, Test to be Administered, and Read Aloud by Test Examiner values are carried over from the previous session. You must select a proctor caching computer for new test sessions. When moving a student from one session to another, the student s original form assignment, when applicable, follows him or her. If you need a different form assignment for the student, remove the student from the session and add him or her to a new session. 7. After selecting an existing session or creating a new session, click the Move Students button to move the selected students. 8. At the confirmation screen, click the Yes Move Students button. 105

114 NOTE: If a student is absent from an online test session and there is still time in the testing window, it is recommended that the student be moved from his or her test session to another test session within the testing window Adding or Changing a Student s Assigned Test Form 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the session name of a test to go to the Session Details screen. 4. Click the Edit button on the Session Details screen to go to the Edit Session Details screen. There are two methods for assigning a form group type to students in the session. NOTE: For students with a STAAR L or STAAR A test version or an indicator of SOA, the form group type cannot be edited. These students must be placed in a session with a matching form group type. To assign the same form group type to all students in the session, use the Form Group Type drop-down menu in the Test Session Details window (if the session has not yet been started). To assign a form group type to an individual student in the session, use the Form Group Type drop-down menu in the Form/Form Group Type column for that student. There are two forms for STAAR L, STAAR A, TELPAS, and TAKS Online and Transcribe Paper (for TAKS, the form is called TAKS Transcribe Paper ). In most cases, Online should be selected. Transcribe Paper should be selected only if a paper administration has been approved by TEA. 5. Click the Save button. 6. At the confirmation screen, click the Yes Continue with Update button. 106

115 8.2.7 Viewing Scheduled or Created Test Sessions 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. If you want a PDF of scheduled sessions, click the Currently Scheduled Sessions button and open or save the PDF file. You can refine the list of currently scheduled sessions by filtering the columns on the Manage Test Sessions screen. Only data that match the filter are displayed on screen and in the PDF. 4. If you want a CSV file of the list of created sessions, click the Session List Download button Viewing Student Roster Reports 1. Go to Test Management > Manage Test Session. 2. Select Test Sessions from the View By options set. 3. Click the Student Roster button to generate a CSV file showing the students assigned to online sessions within a campus. NOTE: This button will appear only if the organization is set to the campus level Retrieving Student Responses for an Online Test The View Test Progress report is necessary when Early Warning System has been activated. For some users, the screen will display the status of whether the student has viewed or not viewed items within the test. You can also access the View Test Progress report at Administrative Management > View Test Progress (refer to section 12.0). 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the name of the test session. 4. Click the View Progress link in the Status column on the Session Details screen to open the report. 107

116 Caching Test Content with Proctor Caching Proctor caching refers to downloading encrypted test content from the Pearson testing server to a secure local computer prior to starting a test session. Because test content is closer to student computers, test delivery is accelerated and the amount of Internet bandwidth required for online testing is reduced. Proctor caching is required. Proctor caching is necessary only once per administration. You need to proctor cache by each grade/subject to be administered, not by the individual session. For example, you would proctor cache once for all your sessions of Algebra I assessments. For more information about proctor caching, you can view the TestNav 7 Combined Technical Guide on the Information page at Home > Resources > Information > Technology Information. Prior to selecting the Proctor Caching button, the proctor caching software must be installed, started, and currently running on the proctor caching computer. Also, prior to selecting the Proctor Caching button, TestNav should have been configured and a proctor caching server must have been designated. In addition, you should ensure that Java is set appropriately for proctor caching. Refer to the Tips for Online Testing document on the Information page at Home > Resources > Information > Technology Information for more information about Java and proctor caching. 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the session name to cache a session from the Session Details screen. 4. Click the Proctor Caching button. NOTE: If the ability to proctor cache is not currently available, the Proctor Caching button will be disabled and you will not be able to cache test content. 108

117 5. Review the proctor caching information, and then click the Next button. If you do not have a valid IP address listed in the TestNav configuration or if the proctor caching software is not active when you attempt to cache content, you will receive an error message (an example is shown below). 6. You will see a message on the screen that the system is redirecting to the caching server. 109

118 7. The Proctor Caching Diagnostics page will launch in a separate screen or tab within your browser. 8. Monitor the caching status. 9. To return to the Session Details screen after caching is complete, go to the separate tab or screen showing the Proctor Caching screen and click the Return to Session Details link. Test items for this session are now securely cached and ready for delivery to students Viewing and Printing Authorizations Printing Authorization Tickets and Seal Codes Training Module Student and proctor authorizations are needed to perform certain functions at the session level. Each student must have a student authorization in order to log in to a test. Student authorizations contain the URL that students enter into the Web browser to access TestNav, a unique username, the test code needed to log in, and the keystrokes available for navigating through TestNav. A password is not required to log in to the test, so the password field will be blank. Several print layouts are available as environmentally friendly options. A proctor authorization allows a test administrator to log in and view the same test (Read Aloud by Test Examiner) that the students receiving an Oral Administration accommodation are taking. Proctor authorizations are needed only for Oral Administration test sessions. NOTE: Authorizations do not have the specific test version printed on them. To verify the version of the test a student with an authorization is taking, reference the form group type in the session in which the student has been placed. 110

119 1. Go to Test Management > Manage Test sessions. 2. Select Test Sessions from the View By options set. 3. Click a test session. 4. Click the Authorizations button and select the authorization type in the menu. There are four print layouts available for student authorizations. The Detail View shows one authorization per page and includes the TestNav keyboard shortcuts. To conserve paper, the 4-per-sheet View shows four authorizations on one page and includes the TestNav keyboard shortcuts for each authorization. The Grid View shows up to 18 authorizations per page and does not include the TestNav keyboard shortcuts. The List View shows up to 13 authorizations per page and does not include the TestNav keyboard shortcuts. All printed pages, with the exception of the Detail View, will need to be cut to the appropriate size Seal Codes Seal codes are the electronic equivalents of the adhesive tabs that are used to seal sections of paper test booklets. Before students in a test session can go to the next sealed section of an electronic test, they must enter the appropriate four-digit seal code for that section. Seal codes for a specific test session are listed on the seal codes document. It is recommended that seal code documents be printed the day before the test administration and stored in a secure location. STAAR A grades 4 and 7 writing and TAKS English language arts (ELA) are the only online tests that require a seal code. Printing Authorization Tickets and Seal Codes Training Module When students are ready to continue to a sealed test section, they should raise their hand. The test administrator must then provide each student with the four-digit seal code. Test administrators should not verbally communicate the seal code to students or write it on the board. Seal codes apply only to sealed test sections. Seal codes must be used in the order in which they are printed. 111

120 Seal codes become invalid as soon as the test session is stopped. A new test session requires new seal codes. If a student is moved to a different session, the student must use the seal codes from the new session. If a test has at least one form with a seal code, the Seal Codes link is active. If a test has NO forms with seal codes, the Seal Codes link is grayed-out regardless of permissions Viewing a Session Roster You can view a PDF of a session roster by using the Session Roster button. 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. Monitoring Sessions Training Module 3. Click the session name to go to the Session Details screen. 4. Click the Session Roster button to see a PDF of the session roster Starting and Monitoring a Test Session A test session must be started before students in the session can log in and begin taking a test online. 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the session name to go to the Session Details screen. 4. Click the Start button. NOTE: If you do not have access to start a test session, the Start button will be disabled and you will not be able to start the test session. 112

121 5. Click the Yes Start Session button. 6. After a session is started, students can log in and begin testing. NOTE: A session does not stop until you click the Stop button, regardless of the value in the Estimated Duration field. The system will NOT automatically start or stop a session. 7. You can monitor the status of each student in the session. Click the Refresh link in the Status column to update the testing status of students. The table below gives an explanation of the possible statuses for students as they test. Ready Active Exited Resumed Resumed-Upload Completed Marked Complete The student has not yet started the test. The student has logged in and started the test. The student has exited TestNav but has not submitted test responses. (Student cannot resume testing unless authorized by test administrator.) The student has been authorized to resume the test. The student has been authorized to resume the test, and any responses saved locally can be uploaded when the student is ready to continue testing. The student will be prompted to get assistance from the test administrator to upload saved responses. The test has been submitted by the student through TestNav and the data has been processed. The student has exited TestNav and will not resume the same test, or the student never logged in to this test and will not have another opportunity to test within the administration but must be accounted for. Click the Marked Complete icon to view the reason that the test was marked complete. Only users with the District Testing Coordinator or District Testing Assistant roles, or the Mark Test Complete permission, will be able to mark tests complete. Tests marked complete for the purpose of indicating score codes must have score codes entered on the Session Details screen. This is done automatically when a test administrator uses the Mark Test Complete process. Refer to section Refreshing a Session s Testing Status 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click on a session. 4. Click the Refresh link in the Status column of the student list on the Session Details screen. 113

122 NOTE: The Refresh link refreshes the status of the students displayed in the session roster. By refreshing, you will be able to see a list of students that have been removed from a test session Viewing Session Health You can view information about students in a test session, including the students testing status, their current position in the test, and when they started or exited a test. 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the session name to go to the Session Details screen. 4. Select Session Health from the View By options set. 5. If students are currently testing, click the Refresh button to refresh the information on the screen Viewing or Modifying a Student s Test-Specific Information 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the session name to go to the Session Details screen. 4. Click the student s name. 5. Click the Edit button and make the modifications to the editable fields (score code, accommodations, etc.). 6. Click the Save button. 114

123 NOTE: Score codes can be completed on the Student Test Details page. Instructions for completing online testing score codes on the Student Test Details screen are administration-specific and can be found in the test administrator manuals. Score codes typically are entered at the end of a test session Resuming a Student s Test If a student exits TestNav before completing a test (either intentionally or unintentionally), then a test administrator must resume the student s test before the student can continue with the same test. The Resume Test option is available if you have the permission associated with your user role. When you select the Resume Test button, you are resuming the student s test from the point at which the test was interrupted. The system will upload any saved test responses that the student entered after the interruption when the connection to the Pearson testing server is reestablished. You resume a student s test if the student exits TestNav before finishing the test (either intentionally or unintentionally) and you want the student to continue the same test. Verify that TestNav has been exited for a student before you attempt to resume the student in the Assessment Management System. If a student exits TestNav and will not resume the same test (e.g., in case of a testing irregularity), mark the student s test complete and select Other in the Student Test Details screen. You cannot resume a student who has a Ready, Marked Complete, or Complete status. 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the session name to go to the Session Details screen. 115

124 4. Select the checkbox for the student on the Session Details screen. 5. Click the Resume Test button. After you resume the student s test, the student s status changes to Resumed (if the student was in Exited status) or Resumed-Upload (if the student was in Active status) on the Session Details screen. 6. Exit and relaunch the student s browser. Have the student type the TestNav URL in the browser s address bar and then press the Enter key. The student can then log in using the same username and test code from the original student authorization if the student is in the same test session. If the student s response file was saved on the local client computer, have the student log in to TestNav from the same computer so that the file can be transmitted to the Pearson testing server Resuming a Test Using TestNav The most common reason for resuming a test using TestNav is when a student stops to take a break and exits TestNav. Certain circumstances, such as loss of an Internet connection, trigger the Early Warning System (EWS) on the TestNav interface that students see during testing. The EWS alerts students to possible problems with the transmission of their test data and allows the test administrator to take action to prevent lost responses. If either of these screens appears on a student s computer during testing, click the Test Proctor Click Here button to open another screen that explains the action you should take. For more information on EWS, refer to the TestNav 7 Combined Technical Guide available on the Information page at Home > Resources > Information > Technology Information. If you are resuming a test that has frozen upon a student exiting a test, see the next set of instructions. The student s status will appear as Active or Resumed-Upload. Otherwise, use the following steps to resume a test in EWS: 116

125 1. On the student s computer, click the Test Proctor Click Here button on the EWS warning screen and follow the on-screen directions. 2. In the Assessment Management System, go to Test Management > Manage Test Sessions. 3. Select Test Sessions from the View By options set. 4. Return to the Session Details screen and click the session. 5. Select the student and click the Resume Test button. 6. Select Resume Test or Resume Test with File in the menu. If the saved response file for this student is found, it will be uploaded to the Pearson testing server when the connection is reestablished and the student logs back in to TestNav. If a saved response file is NOT found, TestNav will prompt the user to navigate to the location where the response file is saved so it can be uploaded. The student can now log in to TestNav and resume the test. Once resumed, the student s status will return to Active after successfully re-entering the test. If the student s response file was saved on the local client computer, have the student log in to TestNav from the same computer so that the file can be transmitted to the Pearson testing server. If TestNav is nonresponsive when a student attempts to exit or submit a test, follow these instructions: 1. End the browser process without rebooting the local client computer. You can exit TestNav by clicking the Exit button in the upper-right corner of the TestNav interface. 2. Next, verify that connectivity exists between the client computer and the Pearson testing server. NOTE: If connectivity is not established, do NOT mark the test complete. If a student s response file has not yet been transmitted to Pearson s testing server, marking the test as complete will delete the student response file from the saved location and the student s responses will be unable to be retrieved. 3. When connectivity is established, resume the student s test by selecting the Resume Test button on the Session Details screen on the administrator s station. The student can now log in to TestNav to continue testing. If the student s saved response file was saved on the local client computer, have the student log in to TestNav from the same computer so that the file can be transmitted to the Pearson testing server. 117

126 Marking a Test Complete If a student exits TestNav and will not resume the same test, or if a student has never logged in to a test and will not have another opportunity to test within the administration but must be accounted for, you can manually mark that student s test complete. For details about which score codes to use during a specific test administration, refer to that administration s manual. 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the session name to go to the Session Details screen. 4. Select the checkbox for the student on the Session Details screen, and then click the Mark Test Complete button. 5. Enter the reason for marking the test complete. If you select multiple students and you want to enter the same score code for all selected students or indicate that the tests should be scored, select Use the same reason for all students from the Mark Test Complete options set. To enter a score code for an individual student or to indicate that the test should be scored, select Use different reasons for each student from the Mark Test Complete options set. 118

127 6. Click the Save button. The score code for a student whose test has been marked complete can be viewed by clicking the Marked Complete icon next to the student s name on the Session Details screen. The score code will also appear in the Student Test Details screen. If an incorrect score code has been applied through the Mark Test Complete function, and the score code needs to be changed during the administration window, contact Pearson s Austin Operations Center Stopping a Test Session After all students have completed the test and submitted their responses, you should stop the session. 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the session name to go to the Session Details screen. 4. Click the Stop button to stop the session. You cannot stop a test session until all students in the session are in Completed or Marked Complete status Viewing Students Currently Testing System monitoring allows you to monitor online testing sessions. You can also use these data to plan for future online test administrations. 1. Click the Administrative Management link at the top of the screen. 2. Click the Students Currently Testing link in the System Status box. A count of the students who have an Active status by test administration will be shown. Students in Exited or Resume/Resume-Upload statuses will not be included in the count Verifying Student Responses Transmit Successfully 1. Click the Administrative Management link at the top of the screen. 2. Click the View Test Progress link in the System Status box to go to the View Test Progress screen. 3. Enter the search criteria and select the test in the menu, and then click the Search button. 119

128 4. You must enter at least one of the fields for Student Name, PEIMS ID, Test, Form, or Status. The more fields you enter, the more focused your search results will be. 5. You can search on partial names and PEIMS IDs. For example, c, cam, or campbell, and 101, , or Click the student name in the search results to view that student s test progress data. You will not be able to view the student s actual responses but you will be able to see the status of each question Viewing Test Progress Data The Section, Sequence, and Item Title columns identify the test item or resource. The Item Status column displays the following possible statuses. Visited/No Response Required: Student has visited the item, but no response is required. This applies to items such as instructions, exhibits, ancillary materials, etc. Visited/Answered: Student has visited the item and entered a response. Visited/Not Answered: Student has visited the item but has not entered a response. Not Visited: Student has not visited the item. The Date/Time Received column shows the date and time of the most recent successful transmission of data from the student s computer to the Pearson testing server. (Note that time shown is local time.) 120

129 Searching a Session for a Group or Particular Student 1. Go to Test Management > Manage Test Sessions. 2. Select Students from the View By options set. 3. Search for a session by filling a field or fields. 4. Click session name to see session details for all students in that session and to manage a session. Steps 1 4 take you to a screen on which you can perform the following tasks: stop a session access authorizations manage proctor caching view session rosters resume a test mark a test complete add students remove students move students Viewing a Report of Students Not Assigned to a Session 1. Go to Test Management > Manage Test Sessions. 2. Select Test Sessions from the View By options set. 3. Click the Students not assigned to session button to access a report of students not assigned to a session. A CSV file of the students within the organization who are currently active and who have been registered for a test but not added to an open session will open. This report is available only if your user ID is at a district or campus level. 121

130 9.0 Reports Reports activities help you view and manage information before and after testing. The reports activities are: view, download, and print published and pre-generated reports and extracts; view, download, and print longitudinal data reports; examine and resolve issues with completed tests; make score code changes; update test taken information; and request student assessment history. TAKS Analytic Reporting Demonstration TELPAS Analytic Reporting Demonstration TAKS and TELPAS Comparison of Achievement Reports Demonstration To see which reports are available to each user role, refer to the User Roles and Permissions for the Texas Assessment Management System document on the Information page at Home > Resources > Information > Technology Information. NOTE: All information on Analytic Reporting can be found in the Texas Assessment Management System Analytic Reporting Guide available at Home > Resources > Information > Manuals. 9.1 Viewing Published Reports 1. Go to Reports > View Published Reports to see a list of available reports. 2. If you need to change the administration, click the Change link and select the correct administration. 3. Select District or Campus from the View By options set. 122

131 4. Click the organization name to see a list of reports for that organization. 5. Click the report name to view the report. To download one or more reports to a single zip file, select the Download Multiple Files tab. Select the checkbox next to the reports you want to download and then click the Zip and Download button. Once downloaded, you can print the files Releasing Reports to the View Published Reports Screen District testing coordinators can control the release of the standard and optional reports for an administration to district test coordinator assistants, campus testing coordinators, and principals. Once a report is released, users can see it on the View Published Reports screen based on their organization access. 1. Go to Reports > View Published Reports. 2. If you need to change the administration, click the Change link and select the correct administration. 3. Select District from the View By options set, and then select your district name. 4. Click the Release Reports button. The reports that are available for release will be listed on the Release Reports screen. 5. Select the reports you would like to release. 6. Click the Save button. 123

132 7. Click the Audit Trail button to see the history of changes made on the Release Reports screen. NOTE: To remove additional access to reports previously released, deselect reports on the Release Reports screen and click the Save button. 9.2 Changing Score Codes and Test Taken Information The Change Score Codes and Test Taken Information screen provides the ability to search for completed tests within a STAAR reporting administration and update administrative information fields. This functionality is operational during specified windows after a testing window has closed. The Change Score Code and Test Taken Information window dates can be found on the Reports Overview screen for each reporting administration. For information on changing score codes within a testing window, refer to the note in section Go to Reports > Change Score Codes and Test Taken Information. 2. If you need to change the administration, click the Change link and select the correct administration. 3. Select the checkbox if you would like paper reports and/or labels, enter the purchase order number, and click the Save button. If you do not want paper reports and/or labels, do not select the checkbox, and click the Cancel button. 4. Enter search criteria or click the Show All checkbox, and then click the Search button. 124

133 5. Click on the test to which you would like to make changes. 6. Click the Edit button. 7. Select the appropriate change from the available drop-down menus for updates to Score Code, Test Version, and/or Language. NOTE: The ability to select a language in which a test was taken applies only to grades Click the Save button. NOTE: Score codes and test taken information can be changed within the Assessment Management System after a testing window has closed for the STAAR program only. Changes for TAKS and TELPAS should still be made within Online Data Management (SchoolHouse). Refer to (or go to Home > Resources > Frequently Asked Questions and select the Reports category to view the Score Code and Test Information Changes FAQ) for step-by-step instructions for submitting corrections through the Online Data Management website. 9.3 Resolving Student Test Warnings Student test warnings occur when there is an inaccuracy between a student s information in the Assessment Management System and what has been gridded on an answer document. Student test warnings do not apply to online tests. 1. Go to Reports > Resolve Student Test Warnings. 2. If you need to change the administration, click the Change link and select the correct administration. 3. Click the Show Search button to enter search criteria or click the Show All checkbox to view a list of all students whose tests have warnings. Then click the Search button. Students with resolved and unresolved test warnings will appear. Students with unresolved test warnings will have linked names. 125

134 4. Click a student name to view the warnings associated with that student s test attempt (test attempts are student tests with a Completed status). 5. Click the Edit button to make updates. Warning text appears below the fields with warnings. NOTE: Only one update can be made to LAST-NAME, FIRST-NAME, or DATE-OF-BIRTH. There are no constraints on updates to SEX-CODE or MIDDLE-INITIAL. The following text outlines ways in which a user can correct a student test warning. If the student s test attempt information does not match the information of the student in the system with the same PEIMS-ID, the student with the test attempt is labeled as a suspect student. A student can also be labeled as a suspect student if he or she has an invalid PEIMS-ID, LAST-NAME, FIRST- NAME, DATE-OF-BIRTH, or SEX-CODE. The suspect student information will be listed under Gridded Information. If there is a student in the system who has the same PEIMS-ID, that student will be listed under Potential Match. 126

135 If the suspect student should be identified as the potential match student, you will need to change the fields beneath Gridded Information with red warning text to match the information in the fields beneath Potential Match. If the potential match student is the one who needs to be corrected, change the fields beneath Potential Match with red warning text to match the information in the fields beneath Gridded Information. If the suspect student s PEIMS-ID is incorrect or invalid, correct the PEIMS- ID beneath Gridded Information. If the suspect student has invalid data (e.g., the student s last name was left blank on the answer document and is now listed as NO LAST NAME), red warning text will appear beneath the field with the warning. Correct the information in the fields beneath Gridded Information. For STAAR EOC assessments only, if a grade level is left blank or is invalid, a warning will appear beneath the GRADE-LEVEL-CODE field. Correct the field by selecting the student s appropriate grade level. Students with this warning will not be labeled as suspect students unless they have other warnings as well. 127

136 6. Click the Save button. If you make a change that does not properly fix the errors associated with a student test attempt, your changes will still be saved. You can then click the student name on the Resolve Student Test Warnings screen and try to correct the error again. 9.4 Request Student Assessment History Districts can provide a list of their current students to receive Individual Student Record Data files and cumulative assessment results from the previous year for STAAR administrations. For information on how to format a request assessment history file, refer to (or go to Home > Resources > Frequently Asked Questions and select the Reports category to view the Student Information Retrieval Service (SIRS) FAQ). Individual Student Record Data files and cumulative assessment results for TAKS and TELPAS can be requested through Online Data Management (SchoolHouse). NOTE: This functionality is used primarily by districts to obtain assessment results for new students. 1. Go to Reports > Student Assessment History. 2. Click the Browse button to locate and select a student data file to be uploaded. Districts can upload a CSV or fixed length file containing a list of students. 3. Enter a purchase order number in the Purchase Order Number field. 128

137 4. Click the Send button to submit the selected file. Click the Refresh button to update the information on the screen without leaving the page. Files with errors will not be processed. Delete or resolve records in the file with errors and resubmit the file. You will be charged for processed files only. It might take up to 48 hours for a file to be processed. 5. Go to Reports > View Published Reports and select the current Texas General administration to see your files. These files include the following: Student Information Retrieval Service (SIRS) Individual Student Record Data File and the SIRS No-Match List. 129

138 10.0 TELPAS Holistic Ratings Overview The TELPAS Holistic Ratings tab allows you to: create, view, and add rating entry groups; enter holistic ratings and rater information for TELPAS; and view status reports for TELPAS administration Managing Rating Entry Groups Before ratings can be entered in the system, students must be placed in rating entry groups. Coordinators and individuals assigned by coordinators to the role of online session administrator have access within the Assessment Management System to create rating entry groups. Campus coordinators might decide to group students into rating entry groups by rater or by any other grouping they desire (e.g., grade level, homeroom teacher, etc.) in order to transfer the holistic ratings and rater information from the TELPAS Student Rating Rosters into the online system. 130

139 Selecting the TELPAS Test Administration When entering holistic ratings and rater information, it is important to make sure that the TELPAS administration is selected. 1. Go to TELPAS Holistic Ratings and select a task. 2. Click the Change link next to the current test administration name. 3. Select the TELPAS administration. 4. Click the Save and Make Default button to set the test administration as the default. To temporarily change the test administration, click the Save button instead of the Save and Make Default button Creating TELPAS Rating Entry Groups In order to use this function, you must change your organization to a specific campus. 1. Go to TELPAS Holistic Ratings > Manage Rating Entry Groups. 2. Click the New TELPAS Rating Entry Group button. NOTE: If you do not have access to create rating entry groups, the New TELPAS Rating Entry Group button will be disabled and you will not be able to create a rating entry group. 3. Enter the Rating Entry Group Name and then click the Save button. NOTE: The Rating Entry Group Name must be unique within a campus. 4. Click the Add Students button to choose students to be added to the group. You can view students to select using the Registered Groups or Students View By options set. 5. Select the checkbox next to each registered group or student name you want to add to the rating entry group, and then click the Add to Group button. NOTE: Before students can be added, they must have a test assignment for holistic ratings. Refer to section for detailed instructions. Create, View or Edit Rating Entry Groups Training Module 131

140 Create, View or Edit Rating Entry Groups Training Module Viewing TELPAS Rating Entry Groups 1. Go to TELPAS Holistic Ratings > Manage Rating Entry Groups. 2. Select Rating Entry Groups from the View By options set. 3. Click the Rating Entry Group name to view the students assigned to the selected rating entry group. Rating Entry Groups is the default View By options set. 4. The TELPAS Rating Entry Group Details screen shows the students in the group. All students who exist in a Rating Entry Group appear in the Students View By options set. Selecting Students from the View By options set also provides you with the capability to search for a particular student. 132

141 Adding a Student to an Existing TELPAS Rating Entry Group 1. Go to TELPAS Holistic Ratings > Manage Rating Entry Groups. 2. Click a rating entry group name to go to the TELPAS Rating Entry Group Details screen, and then click the Add Students button. 3. Select Registered Groups or Students from the View By options set. 4. Select the checkbox next to each registered group or student name you want to add to the rating entry group, and then click the Add to Group button Removing a Student from a TELPAS Rating Entry Group 1. Go to TELPAS Holistic Ratings > Manage Rating Entry Groups. 2. Click on the Rating Entry Group name. 3. Select the checkbox next to the student s name, and then click the Remove button. NOTE: Students with holistic data already entered cannot be removed from a rating entry group. The data must be cleared and the record saved before the student can be removed. However, student records with rating information can be moved to another rating entry group without loss of data. 4. At the remove confirmation message click the Yes Continue with Remove button Moving a Student to Another TELPAS Rating Entry Group 1. Go to TELPAS Holistic Ratings > Manage Rating Entry Groups. 2. Click on the Rating Entry Group name. 3. Select the checkbox next to each student to be moved. 4. Click the Move button to go to the Move Students screen. 5. Select an existing rating entry group or create a new rating entry group to which the student will be moved. 6. After selecting an existing rating entry group or creating a new rating entry group, click the Save button to move the selected students. Students with holistic data already entered can be moved to another rating entry group without loss of data. 7. At the move confirmation message click the Yes Continue with Move button. 133

142 Deleting a TELPAS Rating Entry Group 1. Go to TELPAS Holistic Ratings > Manage Rating Entry Groups. 2. Select the checkbox next to the Rating Entry Group, and then click the Delete button. The rating entry group must have all its students removed before it can be deleted. 3. At the delete confirmation message click the Yes Continue with Delete button Enter Holistic Rating Information Enter Holistic Rating Information Training Module The Enter Holistic Rating Information subtab is where proficiency ratings and rater information can be entered. Students must be in a rating entry group before proficiency ratings and rater information can be entered Entering TELPAS Holistic Rating Information The TELPAS Rating Entry Assistant role is the main role with permission to enter TELPAS holistic ratings and rater information. 1. Go to TELPAS Holistic Ratings > Enter Holistic Rating Information. 2. In the Student Selector panel, click the + next to the rating entry group name you have been assigned to expand the group and then click the student s name. In the Student Details window, you will see the student s name, PEIMS ID, DOB, and the student s enrolled grade level displayed. If any of the student details are incorrect, contact your district testing coordinator prior to proceeding. 3. Verify that you have selected the correct student, and using the information from the TELPAS Student Rating Roster, enter the student s proficiency ratings. If you do not have all the rating information you need to enter, click the Save button and return at a later time to complete this information. The system will return you to the Enter TELPAS Holistic Rating Information screen in its last saved state. 134

143 4. In the Enter Rater Information section, select a response to the two questions using the information provided on the TELPAS Student Rating Roster and then click the Save button. No Domains Rated (E or X in every domain) must be selected for both questions if a student is marked Extenuating Circumstances or ARD Decision in every domain. If you have not completed the proficiency ratings and rater information you will be prompted with a message Viewing a Student s Assessment History 1. Go to TELPAS Holistic Ratings > Enter Holistic Rating Information. 2. Click the plus (+) symbol under the Student Selector to expand the desired Rating Entry Group. 3. Click a student s name to select the student. 4. Click the View History link next to the student s name to go to the View Student Assessment History screen. This screen will show the history of tasks performed under the TELPAS Holistic Ratings tab for the current administration. 135

144 5. To view another student s assessment history, click the Back button to return to the Enter TELPAS Holistic Rating Information screen Viewing TELPAS Status Reports View TELPAS Status Reports Training Module There are four TELPAS status reports available. Three are accessible to users at both the Campus and District organizational level and will differ in depth of detail due to the user s current organization. The fourth report is a district-level summary and thus is only available to users with a district-level role. To view a TELPAS Status Report 1. Go to TELPAS Holistic Ratings > View Status Reports. 2. Click the report name to view the report on screen. 3. Click the Download button to download the contents of the report. NOTE: To view district-level status reports, be sure to change your current organization to the district level. The following chart provides a brief description and a screenshot of each of the four status reports. 136

145 Report TELPAS Holistic Rating Student Status Report (District and Campus Level) Description This report lists current holistic rating data of all students within the selected district or campus and can be used to verify that the information from the TELPAS Student Rating Rosters has been entered accurately into the Assessment Management System. TELPAS Holistic Rating Snapshot (District and Campus Level) This snapshot displays the number of students whose holistic ratings are complete, in progress, or not started, and can be used to track the progress personnel make in entering holistic rating data during the testing window. 137

146 Report TELPAS Combined Status Report (District and Campus Level) Description This report displays the overall status of each student within the district or campus. Certain key elements must be completed before the system will acknowledge a record as complete. This report enables coordinators to know whether: holistic ratings and rater information have been entered, reading tests for grades 2 12 have been completed, and Years in U.S. Schools information has been entered. The data for the report are updated three times per day (7 am, 11 am, and 3 pm (CT)) so recently entered information might not be immediately available. A CSV version of the report can be downloaded if desired. The possible statuses for students are: Complete Resolution Required In Progress Not Started Complete Complete icon: A complete status is generated if: for grade K, all holistic rating information has been entered for grade 1, all holistic rating information and Years in U.S. Schools have been entered for grades 2 12, all holistic rating information and Years in U.S. Schools have been entered, and the reading test has been submitted or marked complete, and is being submitted for reporting Resolution Required Resolution required icon: A resolution required status is generated if: for grade 1, all holistic rating information is entered, but Years in U.S. Schools is left blank for grades 2 12, all holistic rating information has been entered and the reading test has been submitted or marked complete, but Years in U.S. Schools is left blank Note that this icon might appear for reasons other than the above, such as when certain data fields on the status report do not match and need to be reconciled. In Progress In progress icon: An in progress status is generated if: for grades K 1, some holistic rating information has been entered for grades 2 12, at least one of the components (holistic ratings, grades 2 12 reading test) has been started, but both components are not yet complete Not Started Not started icon: A not started status is generated if: for grades K 1, no holistic rating information has been entered for grades 2 12, no holistic rating information has been entered and the reading test has not been started 138

147 Report TELPAS Summary Report (District Level) Description This report displays by campus the number of students with each status (Not Started, In Progress, Completed, and Resolution Required) for the holistic rating and reading portions of TELPAS. The report gives district coordinators a quick overview of the progress campuses make in completing the assessments. It can be used before and during the verification window. The data for the report are updated three times daily. 139

148 11.0 Teacher Portal and Teacher Directory The Teacher Portal provides teachers with access to their students STAAR, STAAR Alternate 2, STAAR Alternate, TELPAS, and TAKS assessment results from the current and previous school years, dating back to TAKS Alt results are not available. The Teacher Directory is where district testing coordinators can link teachers to PEIMS classes. PEIMS classes are class groups created from TEA PEIMS data that will allow teachers to view the assessment data, student details, and comparison data for the relevant classes from the previous school year. When teachers log in, they will see test results aggregated by class and at the individual student level. The window contains results for the STAAR, STAAR Alternate, TELPAS, and TAKS test administrations by rostered groups so that teachers can quickly assess and target students needs. A search feature allows teachers to perform a targeted search on the test, group name, and administration. Teacher Portal Training Module The portal offers efficient and easy access to assessment results for use in monitoring and helping to improve student achievement on the state assessments. The portal also allows a student s performance to be viewed in relation to other groups to which the teacher has access. 140

149 11.1 Teacher Home Your role in the Assessment Management System will determine how you access the Teacher s Home page. If you are a Teacher, you will be taken directly to the Teacher Home when you login. Users with roles in addition to Teacher will have to go to Teachers > Teacher Home for the Teacher Portal. View by Rostered Groups (default) To target their instruction to students needs, teachers can view reports by rostered group to see how the students performed on specific objectives or reporting categories. With rostered groups, teachers can better target their educational efforts to whole groups of students. There are two important steps that need to be performed in order for teachers to be able to access the Teacher Portal and see rostered data: 1. A rostered group must be created in or uploaded to the system. Refer to section 6.3 for more information about how to create and load a rostered group file. 2. A district or campus coordinator must give teachers access to the appropriate groups to see assessment results. You can update a user s group level account access manually, or you can upload a user account file to associate the teacher to rostered groups. To create a user account file to upload to the system, refer to section To manually update a user account, log in to the Assessment Management System and go to Administrative Management > View User Accounts and select a user ID to see the User Account Details screen. 141

150 If the teacher does not have access to rostered groups, then the message No Groups are Currently Assigned to this Teacher will appear on the Teacher Home screen. Teachers who need rostered groups assigned to them should contact their district or campus coordinator. View by PEIMS Classes Click the PEIMS Classes tab to view the PEIMS classes associated with the staff ID of a teacher. The PEIMS Classes tab allows users with access to the Teacher Portal an additional way to view student data that is associated with a staff ID. At the teacher level, only those teachers with a staff ID associated to a specific PEIMS class will have access to view that PEIMS class in the portal. A staff ID needs to be added to a teacher s user account in order for that teacher to see his or her PEIMS classes. To do this, go to Administrative Management > View User Accounts or Teacher > Manage Teacher Directory. Authorized users will be able to view individual PEIMS classes via the Teacher Details and Student Details pages STAAR Assessment Results STAAR assessment results in the Teacher Portal include STAAR, STAAR L, STAAR A, and STAAR Modified for grades 3 8 and EOC. NOTE: Starting in 2015, STAAR A results will appear with other STAAR assessment results. All STAAR Modified results are from assessments administered before STAAR test results are presented by rostered group or PEIMS class. Only groups that the teacher is authorized to view are displayed. The size of the group, as well as the test administration, average scale score, and test results, are displayed. Selecting a particular row in the group list populates the Student Details window and adds that group to the Results Comparison window as the default group. The Student Details window includes the student s name, scale score, and reporting category scores for all students in the group who participated in the selected test. Click on the column titles to sort the data in that column in ascending or descending order. This applies to most columns. An arrow shows whether the data are in ascending (up arrow) or descending (down arrow) order. Use the scroll bar on the right to view the full data set. 142

151 If there are more than 10 items to display, you can click the More button to expand the list of the items in the section. The expanded list will show a total of 30 rows at a time. When the expanded list is shown, the More button will turn into a Less button. Clicking the Less button will collapse the list back down to approximately 10 rows and change the Less button back into a More button. The Test Results window is designed with several data elements to help you find data that you are looking for Understanding the STAAR View By Options Set View By Options Set. The View By options set within the Test Results window displays the available assessment program selections. The default selection is the STAAR program, which encompasses the STAAR, STAAR L, STAAR A, and STAAR Modified assessments. NOTE: Select STAAR from the View By options set within the Assessment Management System to see all the elements described in this section. Group Tabs. Teachers can view results by rostered groups or PEIMS classes. The rostered groups and staff ID associated with the PEIMS classes must be assigned to the teacher by an authorized user. Refer to the User Roles and Permissions for the Texas Assessment Management System document on the Information page at Home > Resources > Information > Technology Information for information on who can assign rostered groups and staff IDs associated with a PEIMS class. 143

152 Search. Users can search by the test, group name, and administration. All results that match the search criteria are returned. Enclose the text with double quotes to return an exact string of text. NOTE: The following text gives explanations of each column of the table displayed within the Test Results window. Test. The Test column shows the name of the test taken. This column will also indicate which version of a test (STAAR, STAAR L, STAAR A, STAAR Modified) was taken. Group Name. The Group Name column shows the name of the group (e.g., a class) associated with the logged-in user. Size. The Size column shows the number of students within a group who took an assessment. 144

153 Administration. The Administration column shows the name of the test administration associated with the test results. Average Scale Score. The Average Scale Score column displays the average scale score the students within a group achieved on an assessment. For example, in the second line above, the group scored an average scale score of Test Results. The red bar indicates the number of students in the class who performed at a level that was below passing. The yellow bar indicates the number of students who performed at a level that was at or above passing. The green bar indicates the number of students who performed at a level that was well above passing. If there are no students in a particular category, that color bar will not appear. The number of students for which results are given might be less than the total size of the group if certain students did not test. For example, in the second line above, in a group of 6 students, 2 students performed at a level that was below passing, 2 students performed at a level that was at or above passing, and 2 students performed at a level that was well above passing. 145

154 The definitions for the categories of student performance are: Level III: Advanced Academic Performance Performance in this category indicates that a student is well prepared for the next grade or course. The student demonstrates the ability to think critically and apply the assessed knowledge and skills in varied contexts, both familiar and unfamiliar. A student in this category has a high likelihood of success in the next grade or course with little or no academic intervention. Level II: Satisfactory Performance Performance in this category indicates that a student is sufficiently prepared for the next grade or course. The student generally demonstrates the ability to think critically and apply the assessed knowledge and skills in familiar contexts. A student in this category has a reasonable likelihood of success in the next grade or course but may need shortterm, targeted academic intervention. Level I: Unsatisfactory Performance Performance in this category indicates that a student is inadequately prepared for the next grade or course. The student does not demonstrate a sufficient understanding of the assessed knowledge and skills. A student in this category is unlikely to succeed in the next grade or course without significant, ongoing academic intervention. Continue to scroll down and you will see the Student Details window Understanding the Student Details Window Student Details. The Student Details window displays test results by scale score and reporting category at the individual student level. To print test results, click the Export Student Details link. NOTE: The following text gives explanations of each column of the table displayed within the Student Details window. 146

155 Student Name. The Student Name column displays the name of the student in the group (last name, first name, middle initial). If there is an Information icon next to a student s name, you can hover over the icon to prompt a small window to appear with additional information about the student. Scale Score, Progress Measure, and Reporting Categories. The Scale Score column displays a student s scale score. A red bar displays if the student performed at a level that was below passing. A yellow bar displays if the student performed at a level that was at or above passing. A green bar displays if the student performed at a level that was well above passing. The Progress Measure column indicates whether the student Did Not Meet, Met, or Exceeded the progress expectation (either the STAAR progress measure or the ELL progress measure). If the progress measure is an ELL progress measure, an Information icon will appear in the column. The Reporting Category columns display a blue bar indicating the student s raw score for each reporting category. Gray bars in the background represent the total raw score. How do I interpret the scale score? The scale score shows the level of performance achieved on each test. For example, in the second row above, the student has a scale score of 3045, which falls within Level I. This means the student performed at a level that was below passing. How do I interpret the progress measure? There are two types of progress measures the STAAR progress measure and the ELL progress measure. The STAAR progress measure is based on a comparison of the student s score last year with his or her score this year. This measure gives you information about how much the student improved from one year to the next. Individual student progress is then categorized as Did Not Meet, Met, or Exceeded. 147

156 The ELL progress measure is based on how students are expected to perform on STAAR tests given their level of English and the amount of time they ve been going to school in the United States. The ELL progress measure is for STAAR tests administered in English. This measure gives you information about whether the student s progress in acquiring on-grade-level academic skills is reasonable based on his or her English proficiency and schooling. Individual student progress is categorized as Did Not Meet, Met, or Exceeded. How do I interpret the reporting category scores? To the right of the scale score are the individual reporting category scores for the test. You can hover over a reporting category column name to see the name of the reporting category and the number of items tested. In this example from the STAAR Algebra I test, Reporting Category 1 assesses functional relationships, Reporting Category 2 assesses properties and attributes of functions, Reporting Category 3 assesses linear functions, Reporting Category 4 assesses linear equations and inequalities, and Reporting Category 5 assesses quadratic and other nonlinear functions. The number in or adjacent to the blue bar represents the number of questions the student answered correctly for each reporting category. The total number of questions tested for each reporting category varies and is shown in the Results Comparison chart Understanding the Results Comparison Window If you continue to scroll down, the Results Comparison window at the bottom of the dashboard appears for analysis. There are three tabs: Reporting Category, Average Scale Score, and Test Results. Group performances can be compared with other group, campus, district, or state data. Each reporting category is noted, as well as the average number of items correct and the number of items tested. Teachers can also view the class average in comparison to other group, campus, district, and state averages. 148

157 Results Comparison. The Results Comparison window at the bottom of the dashboard has three tabs: Reporting Category, Average Scale Score, and Test Results. NOTE: The following text gives explanations of each tab displayed within the Results Comparison window. Reporting Category: The Reporting Category tab displays average reporting category comparison data for the campus, district, and state, as well as the other groups to which the user has access. Additionally, the student s score is represented visually using a shaded bar to provide teachers with an at-a-glance reference of the score relative to the maximum possible score. Average Scale Score and Test Results: The Average Scale Score and Test Results tabs display comparative group results for average scale scores and the percentage of students at each performance level. Group performances can be compared with other group, campus, district, or state data. NOTE: The following text gives explanations of each column of the table displayed within the Results Comparison window. Average Number of Items Correct. The Average Number of Items Correct column displays the average number of items correct for each group selected. For example, in the first score grouping for Properties and Attributes of Functions, ROSTERED GROUP A scored above the Campus, District, and State averages. 149

158 Items Tested. The Items Tested column displays the total number of items associated with the reporting category. Groups. The Groups column displays the groups for which comparison data are available. Shows the average reporting category results of the group in the highlighted row in the Test Results section and provides the ability to compare that to those of up to six other groups, including the Campus, District, and State averages, or the averages of other rostered groups. The group that is currently selected in the Test Results section is automatically selected in this section and cannot be deselected. Select up to six other groups against which to compare results by clicking the checkboxes to their left STAAR Alternate 2 and STAAR Alternate Assessment Results When teachers select STAAR Alternate from the View By options set, test results are presented by rostered group and PEIMS class for STAAR Alternate 2 and STAAR Alternate (STAAR Alternate applies only to administrations prior to 2015). Only groups that the teacher is authorized to view are displayed. The size of the group, administration, average points achieved, and test results are displayed. Selecting a particular row in the group list populates the Student Details window. The Student Details window includes the student s name, score/scale score, progress measure, and reporting category scores for all students in the group who participated in the selected test. The progress measure will not be included for STAAR Alternate 2 in Click the column titles to sort the data in that column in ascending or descending order. This applies to most columns. An up or down arrow shows whether the data are in ascending (up arrow) or descending (down arrow) order. Use the scroll bar to view the full data set. 150

159 If there are more than 10 items to display, you can click the More button to expand the list of the items in the section. The expanded list will show a total of 30 rows at a time. When the expanded list is shown, the More button will change to a Less button. Clicking the Less button will collapse the list to approximately 10 rows and change the Less button to a More button. The Test Results window is designed with several data elements to help you quickly find data that you are looking for. Information and column titles displayed in the detail list on the screen will depend upon your View By selection. Explanations of the screen elements within the Test Results window follow. View By Options Set. The View By options set within the Test Results window displays the available assessment program selections. The default selection is the STAAR program, which encompasses the STAAR, STAAR L, STAAR A, and STAAR Modified (administrations prior to 2015) assessments. NOTE: Select STAAR Alternate from the View By options set within the Assessment Management System to see all the elements described in this section. Both STAAR Alternate 2 and STAAR Alternate assessments are listed in this option set. Group Tabs. Teachers can view results by rostered groups or PEIMS classes. The rostered groups and the staff ID associated with the PEIMS classes must be assigned to the teacher by an authorized user. Refer to the User Roles and Permissions for the Texas Assessment Management System document on the Information page at Home > Resources > Information > Technology Information for information on who can assign rostered groups and staff IDs associated with a PEIMS class. 151

160 Search. Users can search by the test, group name, and administration. All results that match the search criteria are returned. Enclose the text with double quotes to return an exact string of text. NOTE: The following text gives explanations of each column of the table displayed within the Test Results window. Test. The Test column shows the name of the test taken. Group Name. The Group Name column shows the name of the group (e.g., a class) associated with the user. Size. The Size column shows the number of students within a group who took an assessment. 152

161 Administration. The Administration column shows the name of the test administration associated with the grouped test results. Average Score/Scale Score. The Average Score/Scale Score column displays the average number of points the students within a group achieved on an assessment. Test Results. A red bar indicates the number of students in the class who performed at a level that was developing. A yellow bar indicates the number of students who achieved satisfactory performance. A green bar indicates the number of students who achieved accomplished performance. If there are no students in a particular category, that color bar will not appear. The number of students for which results are given might be less than the total size of the group if certain students were not assessed. For example, in the second line above, in a group of 3 students, 2 students performed at a level that was developing and 1 student performed at a level that was satisfactory. 153

162 The definitions for the categories of student performance are: Level III: Accomplished Academic Performance Performance in this category indicates that students are well prepared for the assessment tasks in the next grade or course with instructional supports for accessing the curriculum through prerequisite skills. They demonstrate consistent understanding of the knowledge and skills by generalizing the skills to a different context. Students in this category have a high likelihood of showing progress and generalization of knowledge for the assessment tasks at the next grade or course with supports. Level II: Satisfactory Academic Performance Performance in this category indicates that students are sufficiently prepared for the assessment tasks in the next grade or course with instructional supports for accessing the curriculum through prerequisite skills. They demonstrate sufficient understanding of the knowledge and skills that are linked to content measured at this grade or course. Performance on the tested skills required little or no cueing. Students in this category have a reasonable likelihood of showing progress for the assessment tasks at the next grade or course with continued supports. Level I: Developing Academic Performance Performance in this category indicates that students are insufficiently prepared for the assessment tasks at the next grade or course even with instructional supports for accessing the curriculum through prerequisite skills. They demonstrate insufficient knowledge and skills that are linked to content measured at this grade or course. Performance on the tested skills required cueing and prompting. Students in this category are in need of significant intervention in addition to continued supports to show progress for the assessment tasks at the next grade or course Understanding the Student Details Window 154

163 Student Details. The Student Details window displays test results by points achieved and reporting category at the individual student level. To print test results, click the Export Student Details link. NOTE: The following text gives explanations of each column of the table displayed within the Student Details window. Student Name. The Student Name column displays the name of the student in the group (last name, first name, middle initial). Progress Measure, Score/Scale Score, and Reporting Categories. The Progress Measure column indicates whether the student Did Not Meet, Met, or Exceeded the STAAR Alternate progress expectation on the STAAR Alternate assessment. The column will have the words Did Not Meet, Met, or Exceeded. STAAR Alternate 2 will not have progress measures for The Score/Scale Score column displays the score or scale score a student achieved on an assessment. A red bar displays if the student performed at a level that was developing. A yellow bar displays if the student performed at a level that was satisfactory. A green bar displays if the student performed at a level that was accomplished. The Reporting Category columns display a blue bar indicating the number of points a student achieved for each reporting category. Gray bars in the background represent the total points possible in a reporting category. 155

164 How do I interpret the progress measure? The STAAR Alternate progress measure is based on a comparison of the student s score last year with his or her score this year. This measure gives you information about how much the student improved from one year to the next. Individual student progress is then categorized as Did Not Meet, Met, or Exceeded. How do I interpret the score/scale score? The Score/Scale Score column shows the level of performance achieved on each test. For example, in the first row of the previous image, the student achieved a scale score of 225. This means the student performed at a level that was developing. How do I interpret the reporting category scores? To the right of the Score/Scale Score and Progress Measure columns are the points received for each essence statement each essence statement is associated with a reporting category and the possible number of points. Depending on the number of reporting categories in an assessment, the points possible can vary by reporting category. You can hover over a reporting category column name to see the name of the reporting category and the number of points possible. In this example from the STAAR Alternate biology assessment, Reporting Category 1 assesses cell structure and function; Reporting Category 2 assesses mechanisms of genetics; Reporting Category 3 assesses biological evolution and classification; and so forth. The number in or adjacent to the blue bar represents the number of points the student achieved for each essence statement TELPAS Assessment Results When teachers select TELPAS from the View By options set, test results are presented by rostered group and PEIMS class. Only groups that the teacher is authorized to view are displayed. The size of the group, as well as the average comprehension score, average composite score, and composite score proficiency rating are displayed. Click the column titles to sort the data in that column in ascending or descending order. This applies to most columns. An up or down arrow shows whether the data are in ascending (up arrow) or descending (down arrow) order. Use the scroll bar to view the full data set. If there are more than 10 items to display, you can click the More button to expand the list of the items in the section. The expanded list will show a total of 30 rows at a time. When the expanded list is shown, the More button will change to a Less button. Clicking the Less button will collapse the list to approximately 10 rows and change the Less button to a More button. 156

165 The Test Results window is designed with several data elements to help you quickly find data that you are looking for. Information and column titles displayed in the detail list on the screen will depend upon your View By selection. Explanations of the screen elements within the Test Results window follow. View By Options Set. The View By options set within the Test Results window displays the available assessment program selections. The default selection is the STAAR program, which encompasses the STAAR, STAAR L, STAAR A, and STAAR Modified (administrations prior to 2015) assessments. NOTE: Select TELPAS from the View By options set within the Assessment Management System to see all the elements described in this section. Group Tabs. Teachers can view results by rostered groups or PEIMS classes. The rostered groups and the staff ID associated with the PEIMS classes must be assigned to the teacher by an authorized user. Refer to the User Roles and Permissions for the Texas Assessment Management System document on the Information page at Home > Resources > Information > Technology Information for information on who can assign rostered groups and staff IDs associated with a PEIMS class. Search. Users can search by the test, group name, and administration. All results that match the search criteria are returned. Enclose the text with double quotes to return an exact string of text. NOTE: The following text gives explanations of each column of the table displayed within the Test Results window. 157

166 Test. The Test column shows the name of the test taken. Group Name. The Group Name column shows the name of the group (e.g., a class) associated with the user. Size. The Size column shows the number of students within a group who took an assessment. Administration. The Administration column shows the name of the test administration associated with the grouped test results. 158

167 Average Comprehension Score. The Average Comprehension Score column displays the average comprehension score the students within a group achieved on an assessment. Blue bars represent the group s average comprehension score. Gray bars represent the range of possible scores from 1.0 to 4.0. The legend for the Average Comprehension Score is located at the bottom of the column under the list of results. No Score Available is displayed if no students in the group have both a listening and a reading rating. This score ranges from 1.0 to 4.0 and indicates how well the students in the group understand the English they hear and read. To determine this score, the listening and reading ratings are each converted to a number from 1 (beginning) to 4 (advanced high). The average of the two numbers is the comprehension score. Average Composite Score. The Average Composite Score column displays the average composite score the students within a group achieved on an assessment. Blue bars represent the group s average composite score. Gray bars in the background represent the range of possible scores from 1.0 to 4.0. The legend for the Average Composite Score is located at the bottom of the column under the list of results. No Rating Available is displayed if all of the students in the group do not have an individual composite rating. The composite results indicate the group s overall level of English language proficiency and are determined from listening, speaking, reading, and writing proficiency ratings, with the most weight given to the reading proficiency rating. The composite score ranges from 1.0 to

168 Composite Score Proficiency Rating. The Composite Score Proficiency Rating column displays the number of students with each proficiency rating at the composite level: beginning, intermediate, advanced, and advanced high. The number of students at each performance level is displayed in the bar graph for each level. The color-coded legend for the different proficiency ratings is located immediately under the list of results. The abilities generally demonstrated by students at the four English proficiency levels are: Beginning Students who receive this rating are in the early stages of learning English. These students have a small vocabulary of very common words and little ability to use English in academic settings. These students often communicate using English they have memorized. Intermediate Students who receive this rating are able to use common, basic English in routine academic activities but need considerable English-language support to make learning understandable. Socially, these students are able to communicate simply about familiar topics and are generally able to understand conversations but may not comprehend all the details. Advanced Students who receive this rating are able to understand and use academic English in classroom activities when given some English-language support. In social situations, these students can understand most of what they hear but have some difficulty with unfamiliar grammar and vocabulary. Advanced High Students who receive this rating are able to use academic English in classroom activities with little English-language support from others, even when learning about unfamiliar material. Students at this level have a large enough vocabulary in English to communicate clearly and fluently in most situations. 160

169 Understanding the TELPAS Student Details Window Selecting a particular row in the group lists populates the Student Details information. The Student Details window includes the student s name, grade, TELPAS reading results, scale score, proficiency ratings, comprehension score, and composite score/rating for all students in the group who participated in the selected test. Student Details. The Student Details window displays test results by TELPAS reading items correct/tested, scale score, proficiency rating, comprehension score, and composite score/rating at the individual student level. To print test results, click the Export Student Details link. NOTE: The following text gives explanations of each column of the table displayed within the Student Details window. Student Name. The Student Name column displays the name of the student in the group (last name, first name, middle initial). 161

170 Years in U.S. Schools. The Years in U.S. Schools column displays the number of years a student has spent in U.S. schools. Years in U.S. Schools Definitions Display 1S 1F Definition S = First enrolled in U.S. schools in the 2nd semester of school year F = First enrolled in U.S. schools in the 1st semester of school year 2 Has been enrolled in U.S. schools for all or part(s) of 2 school years 3 Has been enrolled in U.S. schools for all or part(s) of 3 school years 4 Has been enrolled in U.S. schools for all or part(s) of 4 school years 5+ (if before 2011) 5 (if 2011 or later) Has been enrolled in U.S. schools for all or part(s) of 5 or more school years Has been enrolled in U.S. schools for all or part(s) of 5 school years 6+ (if 2011 or later) Has been enrolled in U.S. schools for all or part(s) of 6 or more school years K Not applicable to kindergarten TELPAS Reading Results. The TELPAS Reading Results column displays the student s TELPAS reading performance for items in each proficiency level: beginning, intermediate, advanced, and advanced high. For grades K 1, students are holistically rated in the reading domain; this area will be blank. For grades 2 12, gray bars in the background represent the total score possible. The student s score, number of items answered correctly, and the number of items tested for each level are also displayed for grades If a score code other than S (Score) is used, the following text displays: Absent if the Score Code = A Not Tested: ARD Dec if the Score Code = X No Info Available if the Score Code = * Other if the Score Code = O 2nd Semester Immigrant Non-English Reader if the Score Code = N (applicable only for 2011 and earlier) 162

171 Scale Score. The Scale Score column displays the student s performance on the TELPAS reading test (for grades 2 12) by the color of the Scale Score bar for each proficiency level: beginning, intermediate, advanced, and advanced high. Gray bars in the background represent the total scale score possible. The student s score is displayed as --- if the student did not test. Scale scores are not available for grades K 1; this area will be blank. The scale score is a statistic used to show a student s overall performance on the test. This score is related to the total number of questions the student answered correctly. The scale score can be used to identify how high or low a student performed within a specific proficiency level. Proficiency Ratings. The reading proficiency rating comes from the multiple-choice TELPAS reading test (for grades 2 12) or classroom observations (grades K 1). The listening, speaking, and writing proficiency ratings come from classroom observations. For grades 2 12, the writing rating is based on the student s writing collection. The proficiency rating indicates whether the student s performance on the test was at the beginning, intermediate, advanced, or advanced high level. The abilities generally demonstrated by students at the four English proficiency levels are: Beginning Students who receive this rating are in the early stages of learning English. These students have a small vocabulary of very common words and little ability to use English in academic settings. These students often communicate using English they have memorized. Intermediate Students who receive this rating are able to use common, basic English in routine academic activities but need considerable English-language support to make learning understandable. Socially, these students are able to communicate simply about familiar topics and are generally able to understand conversations but may not comprehend all the details. 163

172 Advanced Students who receive this rating are able to understand and use academic English in classroom activities when given some English-language support. In social situations, these students can understand most of what they hear but have some difficulty with unfamiliar grammar and vocabulary. Advanced High Students who receive this rating are able to use academic English in classroom activities with little English-language support from others, even when learning about unfamiliar material. Students at this level have a large enough vocabulary in English to communicate clearly and fluently in most situations. Prior Year Composite Score/Rating. The Prior Year Composite Score/Rating column displays previous year composite score/rating. Current Year Composite Score/Rating. The Current Year Composite Score/Rating column displays current year composite score/rating. Composite Score/Rating. The Composite Score/Rating column displays only if the student tested in all domains: listening, speaking, reading, and writing. Gray bars in the background represent the total composite score. The legend for the different Composite Score is located below the list of results. Displays No Rating Available if the student did not test in all subjects. The composite results indicate the student s overall level of English language proficiency and are determined from listening, speaking, reading, and writing proficiency ratings, with the most weight being given to the reading proficiency rating. The composite score ranges from 1.0 to

173 TAKS Assessment Results TAKS test results are presented by rostered group or PEIMS class. Only groups that the teacher is authorized to view are displayed. The size of the group, as well as the test administration, average scale score, and test results, are displayed. Selecting a particular row in the group lists populates the Student Details window and adds that group to the Results Comparison window as the default group. The Student Details window includes the student s name, scale score, and objective scores for all students in the group who participated in the selected test. Click on the column titles to sort the data in that column in ascending or descending order. This applies to most columns. An arrow shows whether the data are in ascending (up arrow) or descending (down arrow) order. Use the scroll bar on the right to view the full data set. If there are more than 10 items to display, you can click the More button to expand the list of the items in the section. The expanded list will show a total of 30 rows at a time. When the expanded list is shown, the More button will turn into a Less button. Clicking the Less button will collapse the list back down to approximately 10 rows and change the Less button back into a More button Understanding the TAKS View By Options Set The Test Results window is designed with several data elements to help you find data that you are looking for. Information and column titles displayed in the detail list on the screen will depend upon your View By selection. Explanations of the screen elements within the Test Results window follow. View By Options Set. The View By options set within the Test Results window displays the available assessment program selections. The default selection is the STAAR program, which encompasses the STAAR, STAAR L, STAAR A, and STAAR Modified (administrations prior to 2015) assessments. 165

174 NOTE: Select TAKS from the View By options set within the Assessment Management System to see all the elements described in this section. Group Tabs. Teachers can view results by rostered groups or PEIMS classes. The rostered groups and staff ID associated with the PEIMS classes must be assigned to the teacher by an authorized user. Refer to the User Roles and Permissions for the Texas Assessment Management System document on the Information page at Home > Resources > Information > Technology Information for information on who can assign rostered groups and staff IDs associated with a PEIMS class. Search. Users can search by the test, group name, and administration. All results that match the search criteria are returned. Enclose the text with double quotes to return an exact string of text. NOTE: The following text gives explanations of each column of the table displayed within the Test Results window. Test. The Test column shows the name of the test taken. Group Name. The Group Name column shows the name of the group (e.g., a class) associated with the logged-in user. 166

175 Size. The Size column shows the number of students within a group who took an assessment. Administration. The Administration column shows the name of the test administration associated with the test results. Average Scale Score. The Average Scale Score column displays the average scale score for the group. For example, in the third line above, the group scored an average scale score of

176 Test Results. The red bar indicates the number of students in the class who did not meet the standard. The yellow bar indicates the number of students who met the standard. The green bar indicates the number of students who achieved commended performance. If there are no students in a particular category, that color bar will not appear. The number of students for which results are given might be less than the total size of the group if certain students did not test. For example, in the third line above, in a group of 18 students, 6 students did not meet the standard, 8 students met the standard, and 4 students achieved commended performance. The definitions for the categories of student performance are: Commended Performance Commended Performance means the student performed at a level that was considerably above the state passing standard. The student showed a thorough understanding of the knowledge and skills tested. Met Standard Met Standard means the student performed at a level that was at or somewhat above the state passing standard. The student showed a sufficient understanding of the knowledge and skills tested. Did Not Meet Standard Did Not Meet Standard means the student performed at a level that was below the state passing standard. The student did not show a sufficient understanding of the knowledge and skills tested. Continue to scroll down and you will see the Student Details window. 168

177 Understanding the Student Details Window Student Details. The Student Details window displays test results by scale score, Texas Projection Measure (TPM) score, and objective data at the individual student level. To print test results, click the Export Student Details link. NOTE: The following text gives explanations of each column of the table displayed within the Student Details window. Student Name. The Student Name column displays the name of the student in the group (last name, first name, middle initial). If there is an icon next to a student s name, you can hover over the icon to prompt a small window to appear with additional information about the student. Scale Score, TPM Score, and Objectives. The Scale Score column displays a student s scale score. A red bar displays if the student did not meet the standard. A yellow bar displays if the student met the standard. A green bar displays if the student achieved commended performance. 169

178 The TPM Score column displays a student s TPM score. A red bar displays if the student is not expected to meet commended performance or meet the standard at a future grade. A yellow bar displays if the student is expected to meet the standard at a future grade but is not projected to achieve commended performance. A green bar displays if the student is expected to meet the standard and achieve commended performance at a future grade. The Objective columns display a blue bar indicating the student s raw score for each objective. Gray bars in the background represent the total raw score. How do I interpret the scale score? The scale score shows the level of performance achieved on each test. For example, in the first row above, the student scored 2218, which means the student met the standard. What does the TPM score mean? The Texas Projection Measure (TPM) is an estimate of whether a student is likely to meet the standard (pass) and/or achieve commended performance (obtain the highest performance level) on the TAKS assessment at a future grade. This measure is based on a student s current and prior year s (if available) performance in the projected subject on TAKS and the TAKS scores of other student in the campus that a student attends. How do I interpret the objective scores? To the right of the scale score are the individual objective scores for the test. You can hover over an objective column name to see the name of the objective and the number of items tested. In this example from the grade 10 mathematics test, Objective 1 assesses functional relationships, Objective 2 assesses properties and attributes of functions, Objective 3 assesses linear functions, Objective 4 assesses linear equations and inequalities, and so on. The number in or adjacent to the blue bar represents the number of questions the student answered correctly for each objective. The total number of questions tested for each objective varies and is shown in the Results Comparison chart. 170

179 Understanding the Results Comparison Window If you continue to scroll down, the Results Comparison window at the bottom of the dashboard appears for analysis. There are five tabs: Objective Results, Average Scale Score, Test Results, Average TPM Score, and TPM Results. Group performances can be compared with other group, campus, district, or state data. Each objective is noted, as well as the average number of items correct and the number of items tested. Teachers can also view the class average in comparison to other group, campus, district, and state averages. All campus, district, and state data are loaded from the statewide data files from fall 2007 to the present. Results comparison data is not available for exit level administrations. Results Comparison. The Results Comparison window at the bottom of the dashboard has five tabs: Objective Results, Average Scale Score, Test Results, Average TPM Score, and TPM Results. NOTE: The following text gives explanations of each tab displayed within the Results Comparison window. Objective Results: The Objective Results tab displays average objective-level comparison data for the campus, district, and state, as well as the other groups the user has access to. Additionally, the student s score is represented visually using a shaded bar to provide teachers with an at-a-glance reference of the score relative to the maximum possible score. Average Scale Score and Test Results: The Average Scale Score and Test Results tabs display comparative group results for average scale scores and the percentage of students at each performance level. Group performances can be compared with other group, campus, district, or state data. 171

180 Average TPM Score and TPM Results: The Average TPM Score and TPM Results tabs display comparative group results for average TPM score and the percentage of students at each TPM performance level. Group performance can be compared with other group, campus, district, or state data. NOTE: The following text gives explanations of each column of the table displayed within the Results Comparison window. Average Number of Items Correct. The Average Number of Items Correct column displays the average number of items correct for each group selected. For example, in the first score grouping above, Functional Relationships, Rostered Group C scored the same as the Campus and State averages and higher than the District average. For the fourth objective shown above, Rostered Group C scored higher than the Campus, District, and State averages. Items Tested. The Items Tested column displays the total number of items associated with the objective. 172

181 Groups. The Groups column displays the groups for which comparison data are available. Shows the average objective results of the group in the highlighted row in the Test Results section and provides the ability to compare that to those of up to six other groups, including the Campus, District, and State averages, or the averages of other rostered groups. The group that is currently selected in the Test Results section is automatically selected in this section and cannot be deselected. Select up to six other groups against which to compare results by clicking the checkboxes to their left Manage Teacher Directory The Manage Teacher Directory subtab allows users to view the teacher directory and link PEIMS staff IDs and user IDs Viewing a Teacher s Master Record 1. Go to Teachers > Manage Teacher Directory. 2. Select Teacher from the View By options set. 3. When you view by Teachers, you need to enter search criteria to see a listing of teachers or click the Show All Teachers checkbox. (Refer to Appendix A for how to perform an advanced search.) 4. Select a teacher by clicking the teacher s name. The Teacher Details tab contains the teacher s master record, including a list of the teacher s current user IDs, will display. 173

182 The Groups tab displays the PEIMS classes associated with the teacher. The Groups tab also shows Rostered Groups that are associated with the user ID linked to this staff ID Adding a User ID to a Teacher s Master Record 1. Go to Teachers > Manage Teacher Directory. 2. Select Teacher from the View By options set. 3. When you view by Teachers, you need to enter search criteria to see a listing of teachers or click the Show All Teachers checkbox. (Refer to Appendix A for how to perform an advanced search.) 4. Select a teacher by clicking the teacher s name. 5. In the Add User IDs box, search for the user ID. 6. Click the checkbox next the desired user ID. 7. Click the Link User ID button Removing a User ID from a Teacher s Master Record 1. Go to Teachers > Manage Teacher Directory. 2. Select Teacher from the View By options set. 3. When you view by Teachers, you need to enter search criteria to see a listing of teachers or click the Show All Teachers checkbox. (Refer to Appendix A for how to perform an advanced search.) 4. Select a teacher by clicking the teacher s name. 174

183 5. In the Current User IDs box, click the Remove button next to the user ID that is to be removed Viewing a Teacher s PEIMS Classes and Rostered Groups Results in the Teacher Portal 1. Go to Teachers > Manage Teacher Directory. 2. Select Teacher from the View By options set. 3. When you view by Teachers, you need to enter search criteria to see a listing of teachers or click the Show All Teachers checkbox. (Refer to Appendix A for how to perform an advanced search.) 4. Select a teacher by clicking the teacher s name. 5. Click the Groups tab to view the teacher s associated PEIMS classes and rostered groups. In the PEIMS Classes box, in the View Teacher Portal column, click the name of the PEIMS class to view that class in the Teacher Portal. In the Groups box, in the View Teacher Portal column, click the name of the rostered group to view that group s results in the Teacher Portal Exporting a List of Teachers Who Are Not Linked to User IDs 1. Go to Teachers > Manage Teacher Directory. 2. Select Teacher from the View By options set. 3. Search for a specific set of teachers by entering search criteria or select the Show All Teachers checkbox and then click the Search button. 4. Click the Export Teachers button. 175

184 5. Click the Yes Continue with Request button. 6. In a few minutes, the file will be available under Reports > View Published Reports. On the View Published Reports screen, select the Texas General administration for the appropriate school year. 7. Click the link for the report on the View Published Reports screen. 8. The report will appear on the Report List screen. Hover over the Filter icon next to your report to see the filter used to generate your Teacher File Extract. 176

185 12.0 System Monitoring System Monitoring reports provide information about online test administrations. In addition, the Texas Assessment Management System Status page provides system information for PearsonAccess (the Assessment Management System) and TestNav (the online test delivery system). Administrative Management > System Status > System Monitoring This section will allow you to: view students currently testing view test progress check the online testing system status manage customer support requests 12.1 Viewing Students Currently Testing The Students Currently Testing link shows the total number of students at any given time with an Active status for tests within a test administration. To refresh the data on the screen, return to the Administrative Management screen and reselect the Students Currently Testing link. 1. Go to Administrative Management > System Status > System Monitoring. NOTE: The Administrative Management link is in the global navigation links at the top of every page. 2. Click the Students Currently Testing button. NOTE: Students in the Exited or Resume status will not be reflected in this count. 177

186 12.2 Test Session Summary For each test administration that is set up in the system, it is possible to view the campuses and the tests administered. You can download the information as a CSV. Go to Administrative Management > System Status > Test Session Summary View Test Progress View Test Progress allows you to verify that the Pearson testing server and a student s computer are communicating successfully. 1. Go to Administrative Management > System Status > System Monitoring. 2. Click the View Test Progress link. 3. Search for a specific student by entering search criteria or select the Show All Students checkbox, and then click the Search button. 4. Click the Student Name link to view the test progress data. If the student name is not a link, then the student has not yet initiated the test. For some users, the screens only report whether or not a student has viewed a particular test item (or any resource associated with the item, such as a map, chart, extended reading passage, etc.) Viewing Texas Assessment Management System Status System Status provides access to the status and availability of Assessment Management System administrative functions. 1. Go to Administrative Management > System Status > System Monitoring. 2. Click the Check Online Testing System Status link. NOTE: The status, descriptive text, and, in some cases, a message appears next to the system. 178

187 Appendix A How to Sort, Filter, and Search The searching, sorting, and filtering functions help you to find and organize data on a screen. A search will find information with specific criteria and return a table of matches. Sorts and filters are functions that are useful when you are looking for specific items in a table with many entries. Sorting Sorting is the process of ordering a data set into an ascending or descending order based upon the data in a field. For example, names are rearranged into alphabetical order, dates into chronological order, and numbers into numerical order. Click a column name to sort the data according to the entries in that column. After the column is sorted, a triangle appears to the right of the column heading (e.g., [ ]) indicating that the column is sorted in ascending order (i.e., from a to z, or from 1 to 999). To sort a column into descending order (i.e., from z to a, or from 999 to 1), click the column name again. Filtering Filtering is the process of refining your search table in order to view a few specific items. Filters are secondary searches. They allow you to narrow your list without losing the original search results. Turning the filter off will bring back the original search data table. There are three types of filtering: Simple filtering Filtering on a predetermined list of data values (e.g., grade 1, grade 2, grade 3, etc.). Search Searching for a specific word, phrase, or number (e.g., a student name, campus name, date of birth, etc.). You can also search for just the beginning letters of a word, such as ab for all campus names beginning with those two letters (such as Ab Campus, Abc Campus, Abcd Campus, etc.). 179

188 Advanced search Searching for information using multiple fields or more exact criteria. A search can be completed using partial information from multiple fields. In the Organization and Student examples below, you could enter the information you know and click Search. You would be performing an advanced search. As you can see in the example below, there are quite a few fields to use when searching for the information you need. For example, on the Manage Student Directory screen you might want to view only students from Campus A, or see all students in grade 11. Only columns displaying the Filter icon [ ] to the left of the column name can be filtered. In some cases, multiple columns can be filtered at once. When multiple filters are used, only the results meeting all filter criteria are returned. Filtering a column (simple filtering) 1. Click the Filter icon to the left of a column name to open the filter list. 2. Click the value for which you want to filter. All data in the column matching this value will be displayed. To clear the filter, click the Filter icon again, and then click the Clear Filter link. To close the filter box without clearing the filter, click the red x (when available) or click the Filter icon again. 180

189 Clearing all filters Certain screens that contain many data fields will allow you to clear all filters in order to easily return to the full display list. Click the Clear All Filters link to re-display the list screen. Searching a column (with or without a filter) 1. Click the Filter icon to the left of the column name to open the filter box. 2. Type the term or number for which you want to search. 3. Click the Go button to find all instances of the search term in the column. After a column is filtered, you can sort the column if needed. To clear the search or to conduct a different search, click the Filter icon again, and then click the Clear Filter link. Filter with wildcard characters The underscore _ and percent sign % characters have special functions when used in filtering a list of entries. An underscore can be used when a single character in a word is unknown, and a percent sign can be used to find a string of text that is either prefixed or suffixed by any other text. The navigation to the example screens in this section is Home > Test Management > Manage Test Sessions. Select Test Sessions from the View By options set. 181

190 Filter with percent sign % To filter the list by a specific string that is imbedded within other text, use the % character. The example below shows filtering the Session Name column with the string Algebra. Typing the % before and after the string (%Algebra%) filters the list so that it includes only entries containing Algebra prefixed or suffixed with any other text. 1. Click the Filter icon to the left of the column name to open the filter box. 2. Type the term or number for which you want to search, enclosed by % characters. 3. Click the Go button. Filter with underscore _ and percent sign % To filter the list when a single character is unknown, use the underscore _ character. In the example below, the user is uncertain of a name spelling, so an underscore is used in place of the second letter (u_t). The Session Name filter will match any single character in the second position. Typing the % before and after the string will match a prefix or suffix of any number of characters before or after the string name. 1. Click the Filter icon to the left of the column name to open the filter box. 2. Type the term or number for which you want to search, enclosed by % characters and with an _ between the search terms. 3. Click the Go button. 182

191 Performing an advanced organization search To search for an organization, enter search criteria, and then click the Search button. (You must enter or select at least one search field; the more specific the criteria, the more focused the search will be.) To view all organizations, select the Show All checkbox, and then click the Search button. Performing an advanced student search To search for an individual student, enter search criteria, and then click the Search button. (You must enter or select at least one search field; the more specific the criteria, the more focused the search will be.) To view all students, select the Show All Students checkbox, and then click the Search button. 183

192 Performing an advanced order search 1. Click the Show Search button to go to the Advanced Filter screen. 2. Enter one or more criteria to search for, and then click the Search button. 3. To show all shipments, select the Show All Orders checkbox and then click the Search button. 184

193 Appendix B: Practice Center Overview The Practice Center allows you to practice using the system and perform tasks, especially tasks related to test administration, without affecting real data. For instance, after district testing coordinators create sample students, test administrators can practice registering students and assigning them to additional groups and tests. Users can also enter participation counts, place an additional order, and create a test session and assign students to the session. This section includes instructions for logging in to and creating sample students in the Practice Center. You will only be able to see and perform functions in the Practice Center that are associated with your user role and organizational level. The instructions in the rest of this user s guide generally apply to both the Practice Center and the operational site. One notable exception to this is that the Practice Center includes a function that allows you to create sample students and populate the site with sample student data. Logging In 1. Enter into your browser. 2. Click the Log in to the Texas Assessment Management System Practice Center link in the Related Links panel. 3. Enter your user ID and password, and then click the Log In button to access the homepage for the Practice Center. You will need a separate user ID for the Practice Center. The color theme of the Practice Center is brown, which makes it easy to distinguish from the operational site, which has a blue color theme. 185

194 Creating Sample Students Students can only be created at the campus level. Sample students may be created individually or via Student Data File upload. Individual creation of students lets you practice with the new-student wizard (available at Student Data > Manage Student Directory), and Student Data File upload method offers you a chance to practice creating and uploading student data files. Because the Practice Center contains no real student data, you might choose to create sample students manually rather than uploading a sample student data file. 1. Go to Student Data > Create Students. 2. Enter the required fields, and then click the Create Students button. 3. Click the Yes Create Students button. All sample students names created are Student, New. To view the student details for the student the system created, go to the group to which you assigned the students at Test Management > Register Students and in the View By options set, select Groups. Then click the group name to see a list of students in the group. The sample student is now enrolled in an organization (i.e., a campus), registered to an administration, and assigned to a group (i.e., typically a class). You and your district staff will now be able to practice the functions related to student data and online test sessions. These functions are noted throughout this User s Guide. 186

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