Read Naturally, Inc. Version: 05 February Saint Paul, Minnesota

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1 USER GUIDE

2 Version: 05 February 2016 Read Naturally, Inc. Saint Paul, Minnesota Phone: / Website: Copyright Read Naturally, Inc. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the copyright owner.

3 Table of Contents Part One: Overview... 1 Getting Started... 2 Checking System Requirements... 2 Setting Up Your Account... 3 Logging In... 4 Exiting the Software... 4 Contacting Read Naturally, Inc Permissions by Role... 5 Determining Your Role... 6 Using Filters... 6 Using Searches... 7 Using... 7 Updating Account Information... 7 Updating Your Information... 8 Updating Your Profile... 8 Retrieving Your Forgotten Password... 8 Changing Your Password... 8 Working with School Information... 9 Adding a School... 9 Updating a School's Information... 9 Deleting a School... 9 Working with Staff Member Information...10 Adding a Staff Member...11 Updating a Staff Member's Information...12 Resetting a Staff Member's Password...13 Unlocking a Staff Member's User ID...13 Deleting a Staff Member...13 Working with Student Information...14 Adding a Student...14 Importing Student Data...15 Updating Student Information...16 Updating Information for Multiple Students by Importing...16 Creating a Student Passwords Report...17 Changing a Student's Homeroom Teacher...18 Changing a Student's Grade...18 Advancing All Students One Grade...19 Changing a Student's Status...19 Copyright Read Naturally, Inc. i User Guide

4 Deleting a Student...20 Transferring a Student to a New School...20 Working with Licenses...21 Allocating School Licenses...21 Distributing Staff Member Licenses...21 Assigning Student Licenses...22 Removing Student Licenses...22 Working with Groups...23 Adding a Group...23 Updating a Group...24 Deleting a Group...24 Part Two: Benchmark Assessor Live Assessment Considerations Testing Dates Matter...26 Online vs. Manual Assessment Options...26 Assessment Guidelines Counting Errors...27 Rating Expression...27 Accessing Benchmark Assessor Live Assessing Students Online Printing Passages for an Online Assessment...28 Conducting an Online Assessment...28 Assessing Students Manually Printing Passages for a Manual Assessment...30 Conducting a Manual Assessment...30 Determining the Words-Correct-Per-Minute (WCPM) Score...30 Entering Assessment Scores in the Reading Fluency Record Sheet...31 Entering Assessment Scores in the Software Manually...31 Identifying Students Who Need Fluency Support Creating Reports...32 Creating an Oral Reading Results Report...32 Creating a Student Details Report...33 Interpreting the Data...34 Measuring Progress...34 Screening...35 Part Three: Read Naturally Live The Strategy Teacher Responsibilities Overview Copyright Read Naturally, Inc. ii User Guide

5 Placing Students Series and Levels...39 Sequenced Series...40 Phonics Series...40 Idioms Series...41 Goals...41 Conducting a One-Minute Timing...41 Counting Errors...41 Conducting the Placement Test...42 Conducting the Timing Manually...43 Entering the Series, Level, and Goal...43 Troubleshooting Placement...44 If the Student's Scores Fit in Multiple Levels or Do Not Fit in Any Levels...44 If the Student's Scores Are Below Level If the Student's Scores Are Above Level Setting Up Printing a Student Roster...45 Setting up Student Workstations...45 Preparing a Schedule...46 Implementing the Steps Program Basics...47 Common Features of the Stories Screens...48 Starting the Program...48 Exiting the Program...49 Checking the Header...49 Checking the Progress Bar...49 Advancing Through the Steps...50 Repeating Audio Instructions...50 Checking Series, Level, and Goal...50 Turning the Reading Guide On or Off...50 Viewing Additional Pages in a Multi-Page Story...50 Completing the Select a Story Step...51 Completing the Key Words Step...51 Completing the Prediction Step...51 Completing the Cold Timing Step...52 Playing Wordtastic...52 Conducting a Cold Timing...52 Retesting a Cold Timing...53 Completing the Read Along Step...53 Reading Along to the Spanish Translation...54 Copyright Read Naturally, Inc. iii User Guide

6 Reading Along...54 Completing the Practice Step...55 Completing the Quiz Step...55 Completing the Retell Step...56 Completing the Word List Step...56 Completing the Pass Step...57 Pass Step Overview...57 Waiting for the Teacher...57 Conducting a Hot Timing...58 Rating Expression...58 Retesting a Hot Timing...59 Correcting the Quiz...59 Correcting the Retelling...59 Conducting the Phonics Word List Pass Timing...60 Retesting the Phonics Word List Pass Timing...60 Reviewing Student Work...60 Options for Students Who Do Not Pass...61 Interpreting the Congratulations Screen...62 Resetting Stories...63 Using the Phonics Series...63 Customizing the Program for Students Opening Story Options...64 Turning Steps Off and On...64 Setting the Time Limit for the Prediction Step...66 Releasing Students to Complete the Cold Timing Step Independently...66 Setting the Number of Required Read Alongs...66 Turning On the Spanish Read Along...67 Setting the Number of Required Practices...67 Changing the Duration of Practice Timings...68 Setting the Time Limit for the Retell Step...68 Changing the Duration of the Hot Timing...69 Setting the Duration of the Word List Timing...69 Restoring Story Options to Their Default Values...70 Monitoring Student Performance Creating Read Naturally Live Reports...70 Creating a Students Yearly Progress Report...70 Creating a Students At-a-Glance Report...71 Creating Student Level Reports...72 Creating a Story Details Report...74 Checking Initial Placement...75 Copyright Read Naturally, Inc. iv User Guide

7 Keeping Students Challenged...75 Determining When to Make a Change...76 Determining Whether to Raise the Level or the Goal...76 Changing a Student's Series, Level, or Goal...77 Exiting Read Naturally Live...78 Communicating With Parents/Guardians Printing Welcome Letters...79 Printing Progress Letters...79 Printing a Certificate for Completing One Story...79 Printing an Award for Completing Multiple Stories...80 Printing Stories ing Results to Parents...82 Bibliography Copyright Read Naturally, Inc. v User Guide

8 Orientation to This User Guide This user guide is intended for any staff member using. Each section gives step-bystep instructions for completing different actions in the software. In the table of contents, each item listed is a link that you can click to go directly to that section in the guide. For most sections, there is a shaded column to the right of the instructions with a list and/or a Note list. Each bulleted item in a list is a link that you can click for additional information on that topic. Each bulleted item in a Note list provides additional information related to the corresponding section. Copyright Read Naturally, Inc. vi User Guide

9 Part One: Overview is a web-based software suite of reading programs designed for assessing and improving reading skills. The programs offers are: Benchmark Assessor Live, a tool for assessing a student's reading fluency and overall reading ability for grades 1 8 Read Naturally Live, a fluency-building program for developing and struggling readers "Part One: Overview" explains how to get started and set up a account, schools, staff members, and students. Copyright Read Naturally, Inc. 1 User Guide Overview

10 Getting Started To get started using, you need to know some basic information, including: How to check system requirements How to set up your account How to log in to the software How to exit the software How to contact Read Naturally, Inc. Permissions available based on staff members' roles in the software How to use filters How to use searches Checking System Requirements Any computer from which you, your staff members, or your students access must conform to certain minimum requirements. The list of requirements can be accessed from the Help page ( Check the system requirements to make sure the program will run properly on each computer that students or staff members will use to run. These requirements change periodically. When first using, when upgrading or changing your browser, or if you experience any difficulty running, begin by checking the system requirements. To check system requirements: 1. On the Welcome to screen, click Check System Requirements. 2. Under Speaker Test, click Click here. 3. If you can hear the audio, click Yes. If you cannot hear the audio, click No. 4. Under Meets Requirement, look to see if any requirements have not been met. If you have requirements that have not been met, click Display system requirements for Read Live to determine what changes need to be made. 5. Once you have resolved any problems, check the requirements again by closing the System Requirements window and reopening it from the Welcome to screen by clicking Check System Requirements. Copyright Read Naturally, Inc. 2 User Guide Overview

11 Setting Up Your Account The main account administrator will receive an activation from Read Naturally, Inc., with information and instructions about setting up the account. 1. In the activation you received from Read Naturally, Inc., click the link to display the welcome screen for your account. 2. Enter the user ID and temporary password from the activation and then click Log in. 3. The first time you log in, you are prompted to change your password. Enter and verify your new password, and then click Save. 4. In the Security Question menu, select a question. If you forget your password, you must answer this question to access the software. 5. In the Answer box, enter an answer that you will easily remember, and then click Save. Answers are not case sensitive. 6. Add schools, then staff members, and then students. To begin, click the Setup tab. a. Add at least one school. If necessary, click the Schools link. Then click Add School. b. Add staff members besides yourself who will be working in (if any). To add staff members, click Staff Members, and then click Add Staff Member. c. Add students. To add students, either click the Setup tab, click Import, and follow the instructions for importing student data; or click the Students tab, click Summary, and then click Add Students. 7. Allocate, then distribute, and then assign licenses. To begin, click the Licensing tab. a. To allocate licenses, click Allocate to Schools, enter the number of licenses you would like to allocate to each school, and click Save. Now you can distribute those licenses to staff members in the school. b. To distribute licenses, click Distribute to Staff Members, select a school, enter the number of licenses for each staff member, and click Save. Now either you or that staff member can assign those licenses to students. Note Staff member passwords can be 6 to 20 characters and are case sensitive. Updating Your Information Permissions by Role Adding a School Adding a Staff Member Importing Student Data Adding a Student Allocating School Licenses Distributing Staff Member Licenses Assigning Student Licenses Copyright Read Naturally, Inc. 3 User Guide Overview

12 c. To assign licenses, click Assign to Students, select a school and staff member. In the row with the student's name, check the boxes for the licenses you want to assign, and then click Save. Logging In is composed of the following parts. The teacher module is used by most staff members. When most staff members log in, they are taken to the teacher module. Program helpers do not have access to this part of the software. The student module is used by students. When students log in, they are taken to the student module. 1. Open a browser, and go to the web page for your account. 2. On the Welcome to screen, enter your user ID and password. 3. Click Log In. To easily access the site each time you open the browser, you can set the Welcome page as a bookmark or favorite. Your browser s help menu should provide information about setting bookmarks or favorites. Note When program helpers log in, they are taken to a Program Helper page with resources to support them in working with students. Retrieving Your Forgotten Password Exiting the Software From any screen, click Log out to return to the Welcome screen. Contacting Read Naturally, Inc. If you have questions, you can find Read Naturally's current contact information in the software. You may need to provide your account information when you contact Read Naturally. 1. Log in, and click Contact. 2. In the Contact Read Naturally, Inc. window, view the most up-to-date contact information for Read Naturally, as well as your account information. 3. When finished, click Close. Logging In Copyright Read Naturally, Inc. 4 User Guide Overview

13 Permissions by Role Permission to complete different actions is based on your assigned role in the software. The following table outlines the permissions available to each role. Adding a Staff Member Permissions by Role in Action Account Administrator Data Entry School Administrator Teacher & Support Staff Program Helper Edit My Profile yes yes yes yes yes Access teacher module yes yes yes yes no Account Add/update account information Advance all students in the account by one grade yes no no no no yes no no no no Schools Add/update/delete schools yes no no no no Transfer students to another school within the account yes yes** no yes** no Staff Members Add/update/delete other staff members: account administrators yes no no no no data entry persons yes yes yes no no school administrators yes yes yes no no teachers/support staff yes yes yes no no program helpers yes yes yes no no Unlock staff member user IDs yes yes yes no no Licensing Allocate licenses to schools yes yes** no no no Distribute licenses to staff members yes yes yes no no Assign licenses to students yes yes yes yes no Students Add/update/delete students yes yes yes yes no Import student data yes yes yes no no Add/update/delete groups yes yes yes yes no Using Read Naturally Live Copyright Read Naturally, Inc. 5 User Guide Overview

14 Action Account Administrator Data Entry School Administrator Teacher & Support Staff Program Helper Place licensed students and change series/level/goal yes yes* yes yes* no Change Story Options yes yes* yes yes* no Conduct cold and hot timings yes yes* yes yes yes Reset stories yes yes* yes yes yes Print progress letters for parents/guardians yes yes* yes yes* no Print student awards yes yes* yes yes yes Print stories yes yes yes yes yes Review student work yes yes* yes yes yes View reports yes yes* yes yes* no Using Benchmark Assessor Live Assess licensed students yes yes yes yes no Print passages yes yes yes yes no Manually enter/update scores yes yes yes yes no View previously entered scores yes yes yes yes* no View reports yes yes* yes yes* no * Actions marked with a single asterisk can be performed by a person in the specified role only for those students who have been assigned that staff member s licenses. For example, if Ms. Brown is assigned a teacher role, she can place only students to whom she has assigned licenses. ** A staff member can perform account-level tasks, like transferring a student to a different school, only if the staff member is not affiliated with a particular school in the software. Determining Your Role You can view your assigned role in your profile, but you cannot change it. 1. Log in to. 2. Click My Profile. Your role is listed as part of your profile. Using Filters Many screens contain lists of information, most often lists of students. If you have many students enrolled, it may be difficult to locate a particular student or set of students in the list. To make it easier to find a particular student in a long list, you can narrow the list using filters. Note When viewing a list, you can sort a column by clicking the heading. Copyright Read Naturally, Inc. 6 User Guide Overview

15 1. On any screen or window that has filter options available, under Filter By, select the criteria for the entries you would like to include in the list. 2. Click Apply Filter. Click Clear Filter to restore the filters to their default settings. 3. In the list, view only the staff members or students who meet the criteria you selected. Using Searches When generating reports, use searches to create lists of students who meet your criteria. 1. Click the Reports tab. 2. Select the name of the report that you would like to create. 3. Under Search By, select the criteria for the students you would like to include in the report. 4. Click Search. 5. In the list, view students who meet the criteria you selected. Note Click Reset to restore the searches to their default settings. Using In the teacher module, you work with account, personal, school, staff member, student, licensing, and group information. All staff members except program helpers have access to the teacher module. Updating Account Information Only account administrators can update basic information for the account, including designating the main account administrator. 1. On the Setup tab, click Account. 2. On the Account screen, update the account information as necessary. 3. Click Save. Permissions by Role Copyright Read Naturally, Inc. 7 User Guide Overview

16 Updating Your Information Each staff member can update his or her profile information and retrieve or change his or her password. Updating Your Profile You can update your name, address, and user ID in your profile. 1. Click My Profile. 2. Update your name, address, and user ID as needed. 3. Select a security question, and enter an answer to the question. If you forget your password, you will be prompted to answer this question to access the software. 4. Click Save. Note Use care to enter your address correctly. The software uses this address to send important notifications. Staff member user IDs can be from 1 20 characters long. Retrieving Your Forgotten Password 1. On the Welcome screen, click Forgot Password? 2. Enter your user ID. 3. Click Next. 4. In the Answer box, type the answer to your security question. Answers are not case sensitive. 5. Click Next. A new temporary password will be sent to the address specified in your profile. 6. Click OK. 7. Retrieve your new password from your , and log in. You will be prompted to change your password. Changing Your Password 1. Log in, and click Change My Password. 2. In the Change My Password window, type your current and new passwords, and then verify your new password. 3. Click Save. Note Staff member passwords can be 6 20 characters long and are case sensitive. If you forget your user ID or the answer to your security question, contact your account administrator or data entry person. If you incorrectly guess your password too many times, your user ID will be locked as a security measure. Contact your account administrator or data entry person to unlock your user ID. Logging In Changing Your Password Resetting a Staff Member's Password Unlocking a Staff Member's User ID Copyright Read Naturally, Inc. 8 User Guide Overview

17 Working with School Information Each account must have at least one school. Only account administrators can create and update schools. 1. On the Setup tab, click Schools. 2. On this screen, you can view basic information about the schools in your account. You can also: Add schools. Update school information including the name, address, and phone number. Delete schools from the software. Adding a School Updating a School's Information Deleting a School Permissions by Role Adding a School An account must have at least one school before you can add students because each student must be affiliated with a school. Only account administrators can add schools. 1. On the Setup tab, click Schools. 2. Click Add School. 3. In the School Information window, enter the information for the new school. 4. Click Save. Permissions by Role Updating a School's Information You can update a school's name, address, and phone number in the software. Only account administrators can update a school's information. 1. On the Setup tab, click Schools. 2. In the Name column, click the name of the school whose information you would like to edit. 3. In the School Information window, update the information as necessary. 4. Click Save. Deleting a School Deleting a school permanently removes all the school's information from the software. Deletions cannot be undone, so use caution. Only account administrators can delete a school. You can delete only schools that do not have any active or inactive staff members or students. Copyright Read Naturally, Inc. 9 User Guide Overview

18 1. If necessary, remove any students from the school. On the Students tab, click Summary, and filter by school (and by status if necessary). Then, you can: Transfer students to a different school. Delete inactive students. 2. If necessary, remove any staff members from the school. Click the Setup tab; click Staff Members, and filter by school (and by status if necessary). Then, you can: Change staff members' school affiliations. Delete inactive staff members. 3. On the Setup tab, click Schools. 4. Find the school you would like to delete, and in the Action column, click Delete. Click Yes to confirm. Permissions by Role Using Filters Updating a Staff Member's Information Deleting a Staff Member Changing a Student's Status Deleting a Student Working with Staff Member Information Permission to add/edit/delete staff member information is based on role. Account administrators can add/edit/delete information for any staff members. Staff members in data entry or school administrator roles can add/edit/delete staff members in data entry, school administrator, teacher, and program helper roles. 1. On the Setup tab, click Staff Members. 2. On this screen, you can view basic information about the staff members in your account. You can also: Add staff members. Update staff member information, including name, role, status, school, phone number, and address. Reset a password for a staff member. Unlock a user ID for a staff member. Delete staff members from the software. Adding a Staff Member Updating a Staff Member's Information Deleting a Staff Member Copyright Read Naturally, Inc. 10 User Guide Overview

19 Adding a Staff Member Permission to add a staff member is based on role. Account administrators can add any staff members. Staff members in data entry and school administrator roles can add staff members in data entry, school administrator, teacher, and program helper roles. 1. On the Setup tab, click Staff Members. 2. Click Add Staff Member. 3. On the Add/Edit Staff Member screen, under Role, select the role you would like to assign to the staff member. Account administrator is an ideal role for anyone who needs full access to account, school, staff member, and student information. For a district account, this might be an information technology staff member. For a school account, this might be a Response to Intervention (RTI) coordinator. Data entry is an ideal role for administrative staff members who will be entering school, staff member, and/or student data. School administrator is an ideal role for Title I teachers, English language learner (ELL) teachers, special education teachers, RTI coordinators, reading teachers, reading coaches, specialists, and principals, because in this role they can work with all licensed students at a school and have access to all students' Read Live data. Teacher is an ideal role for teachers working with specific groups of students in the software. Teachers can make educational decisions, such as decisions about placement or story options, for their own students. Support staff is an ideal role for staff members, such as paraprofessionals, who support a teacher by working with students and need access to student lists. This role has the same permissions as a teacher. Note Use care to enter addresses correctly. The software uses this address to send important notifications. Staff member user IDs can be from 1 to 20 characters and are not case sensitive. Permissions by Role Updating a Staff Member's Information Unlocking a Staff Member's User ID Program helper is an ideal role for parents, after-school staff members, volunteers, or tutors who will be working with students. Program helpers do not have access to student lists in the software. If you select the Program Helper option, in the Helper's Role drop- Copyright Read Naturally, Inc. 11 User Guide Overview

20 down menu, specify whether the helper is a parent, after-school staff member, volunteer, support staff member, tutor, or other category of helper. 4. Under Staff Member Information, leave the staff member's status as Active. Staff members with an active status can work in. Staff members with an inactive status cannot work in, but any previous data they accumulated are saved in the software. 5. Select the staff member's school. If a staff member needs to work in multiple schools, select No School Affiliation. If a staff member will only be working in one specific school, select that school. Staff members in the school administrator role must be affiliated with a specific school. 6. Enter the staff member's name, phone number, address, and user ID. Leave the Locked Out checkbox clear. If a staff member's user ID has been locked due to too many invalid login attempts, a user in the role of account administrator, data entry, or school administrator must click the Locked Out box to clear it. Once the Locked Out box is clear, the user will be able to log into the software. 7. If you are finished, click Save. If you would like to add another staff member, click Save & add another staff member. 8. Click OK to confirm. Updating a Staff Member's Information Permission to update a staff member's role, status, school, name, phone number, address, or user ID is based on role. Account administrators can update any staff member's information. Staff members in data entry and school administrator roles can update data entry, school administrator, teacher, and program helper information. 1. On the Setup tab, click Staff Members. 2. In the Name column, click the name of the staff member whose information you would like to edit. 3. Change the staff member's role and information as necessary. 4. Click Save. Note Use care to enter addresses correctly. The software uses this address to send important notifications. Staff member user IDs can be from 1 to 20 characters and are not case sensitive. Permissions by Role Using Filters Copyright Read Naturally, Inc. 12 User Guide Overview

21 Resetting a Staff Member's Password If a staff member forgets his or her password and cannot remember the answer to the selected security question, you can reset the staff member's password. Permission to reset a staff member's password is based on role. Account administrators can reset any staff member's password. Staff members in data entry or school administrator roles can reset passwords for staff members in data entry, school administrator, teacher, and program helper roles. 1. On the Setup tab, click Staff Members. 2. In the Password column, click Reset for the staff member whose password you would like to reset. 3. Click OK to confirm. An with a new temporary password will automatically be sent to the staff member. Permissions by Role Using Filters Unlocking a Staff Member's User ID If a staff member's user ID has too many invalid login attempts, the software locks the user ID as a safety precaution, and the staff member will not be able to log in. Staff members in account administrator, data entry, or school administrator roles can unlock staff member user IDs. 1. On the Setup tab, click Staff Members. 2. In the Name column, click the name of the staff member Permissions by Role whose user ID needs to be unlocked. 3. On the Add/Edit Staff Member screen, under Staff Member Information, clear the Locked out box. 4. Click Save. The staff member is now able to log in. Deleting a Staff Member Deleting a staff member removes all of the staff member's data from the software. Deletions cannot be undone, so use caution. You can delete only inactive staff members. Permission to delete a staff member is based on role. Account administrators can delete any staff members from the software. Staff members in data entry and school administrator roles can delete staff members in data entry, school administrator, teacher, and program helper roles. Copyright Read Naturally, Inc. 13 User Guide Overview

22 1. On the Setup tab, click Staff Members. 2. If the staff member you want to delete has an active status, change the status to inactive, as follows: a. Set the Status filter to Active, and click Apply Filter. b. Click the name in the list, change the status to inactive, and click Save. 3. Set the Status filter to Inactive, and set additional filters as needed. Click Apply Filter. 4. In the Name column, find the staff member you would like to delete, and in the Action column, click Delete. 5. Click Yes to confirm. Permissions by Role Using Filters Updating a Staff Member's Information Working with Student Information 1. On the Students tab, click Summary. 2. On this screen, you can view basic information about your students. You can also: Add students. Update student information, including name, student ID, grade, school, homeroom teacher, user ID, password, and parent/guardian contact information. Change a homeroom teacher for students. Change a grade for students. Change the status for students. Delete students from the software. Transfer students to a new school. Adding a Student Updating Student Information Changing a Student's Homeroom Teacher Changing a Student's Grade Changing a Student's Status Deleting a Student Transferring a Student to a New School Adding a Student You can add students one at a time, or staff members in account administrator, school administrator, or data entry roles can import data from a student management system to add multiple students at a time. Follow these directions to add students individually. 1. On the Students tab, click Summary. 2. Click Add Student. Copyright Read Naturally, Inc. 14 User Guide Overview

23 3. Under the Student Information heading, enter the student's name and, optionally, a student ID. Select the student's grade, status, school, and homeroom teacher. If the student does not have a homeroom teacher, select "Unassigned." 4. Under Password, enter the student's user ID and password, and verify the password. User IDs must be unique within your account. 5. Under Parent/Guardian Contact Info, enter the parent and/or guardian information if desired. 6. If you are finished, click Save. If you would like to add another student, instead click Save & add another student. Note Students must be associated with a school, so the account must have at least one school before you can enroll students. Student user IDs and passwords can be from 3 20 characters long and are not case sensitive. Importing Student Data Importing Student Data Importing student data enables you to quickly add many students using data from a student management system. Only staff members in account administrator, school administrator, and data entry roles can import student data. 1. On the Setup tab, click Import. 2. Click this document to view directions and guidelines for formatting the data to import. 3. In your student management system, export the student data into a file that conforms to the documented requirements. 4. Once you have finished preparing your data, return to the Setup tab Import screen. Click Browse, and select the file to import. 5. Select the school for the students you want to import, and click Next. 6. On the Verify Import Records screen, do one of the following: If errors are detected, you must fix them before you can import the file. Hover over a highlighted cell to see the error, or click Print Error Log to get a complete list of Notes Each imported student s status is set to Active. Each imported student s school is set to the school selected at the start of the import. The homeroom teacher for imported students is typically set to Unassigned; for updated students who are not changing schools, the homeroom teacher remains unchanged. Permissions by Role Adding a Student errors in the file. Then cancel the import, address the errors, and try again. Copyright Read Naturally, Inc. 15 User Guide Overview

24 If no errors are detected, verify that the data you are about to import is accurate. Then click Next. 7. If some or all of the students in your file already exist in your account, you will be asked how to handle the duplicate students. In the list of duplicate students, cells are highlighted if the value in the file does not match the existing value in. Hover over a highlighted cell to see the corresponding value from the database. After checking the differences, either: Choose Update to change the existing students schools, student IDs, grades, passwords, and parent contact information to match the import file. Choose Do Not Import to leave the existing students unchanged. 8. Click Next and then confirm that you want to import the file. A summary of your import results displays when the import is complete. Updating Student Information You can update an individual student's name, student ID, grade, school, homeroom teacher, user ID, password, and parent/guardian contact information. 1. On the Students tab, click Summary. 2. In the Name column, click the name of the student whose information you would like to update. 3. Update the student information, the student's password, and parent/guardian contact information as needed. 4. Click Save. Note Student user IDs and passwords can be from 3 20 characters long and are not case sensitive. Student user IDs must be unique within your account. Updating Information for Multiple Students by Using Filters Importing You can use the import feature to quickly update existing students schools, student IDs, grades, passwords, and parent/guardian contact information. Only staff members in account administrator, school administrator, and data entry roles can import student data. 1. On the Setup tab, click Import. 2. Click this document to view directions and guidelines for formatting the data to import. 3. In your student management system, export the student data into a file that conforms to the documented requirements. A student in the file is considered a match to an existing student if the first and last names and user IDs are the same. Copyright Read Naturally, Inc. 16 User Guide Overview

25 4. Once you have finished preparing your data, return to the Setup tab Import screen. Click Browse, and select the file to import. 5. Select the school for the students you would like to import, and click Next. 6. On the Verify Import Records screen, do one of the following: If errors are detected, you must fix them before you can import the file. Hover over a highlighted cell to see the error, or click Print Error Log to get a complete list of errors in the file. Then cancel the import, address the errors, and try again. If no errors are detected, verify that the data you are about to import is accurate. Then click Next. 7. If some or all of the students in your file already exist in your account, you will be asked how to handle the duplicate students. In the list of duplicate students, cells are highlighted if the value in the file does not match the existing value in. Hover over a highlighted cell to see the corresponding value from the database. After checking the differences, either: Choose Update to change the existing students schools, student IDs, grades, passwords, and parent contact information to match the import file. Choose Do Not Import to leave the existing students unchanged. 8. Click Next and then confirm that you want to import the file. A summary of your import results displays when the import is complete. Notes A student in the file is considered a match to an existing student if the first names, last names and user IDs match. Each imported student s status is set to Active. Each imported student s school is set to the school selected at the start of the import. The homeroom teacher for imported students is set to Unassigned except in the case when an updated student is not changing schools; in that case, the homeroom teacher remains unchanged. An updated student s licensing remains unchanged unless the import moves the student to a different school; in that case, the student s licenses are removed. Permissions by Role Importing Student Data Updating student information Changing a Student's Grade Creating a Student Passwords Report To look up the passwords for licensed students, generate a Student Passwords report, which includes the students' user IDs and passwords. 1. Click the Reports tab. 2. Under Teacher Reports, click Student Passwords. Copyright Read Naturally, Inc. 17 User Guide Overview

26 3. Under Search By, select a school for the students you want to include in the report. The School menu is dimmed if you are affiliated with a single school. 4. In the Program box, indicate whether you want to view students with Read Naturally Live licenses, students with Benchmark Assessor Live licenses, or all licensed students. 5. Select a program teacher for the students you want to include in the report. 6. Select any other criteria that match the students you want to include in the report. 7. Click Search. 8. Select the students to include in the report by checking the boxes next to their names. Or you can select all students by checking the box next to the Name column heading. 9. Click Generate Report. Note Student passwords are not case sensitive. The program teacher is the staff member whose Read Naturally Live license was assigned to the student. This should be the person who will be making educational decisions in Read Naturally Live for that student. To restore your search settings to the default, click Reset. Using Searches 10. To print the report, click the print icon. Treat the list of passwords as confidential. Changing a Student's Homeroom Teacher Each student is assigned a homeroom teacher when he or she is added in the software. You can change a student's homeroom teacher assignment 1. On the Students tab, click Summary. 2. In the Students list, check the box next to the name of each Using Filters student whose homeroom teacher you would like to change. (If you select multiple students, they will all be assigned the same homeroom teacher.) 3. Click Change Homeroom Teacher. 4. On the Change Homeroom Teacher screen, select the homeroom teacher that you would like to assign to the selected student(s). 5. Click Save; then, click Yes to confirm. Changing a Student's Grade You can change an individual student's grade, or account administrators can advance all students one grade, which is particularly helpful at the start of a school year. To change an individual student's grade, follow these steps. Copyright Read Naturally, Inc. 18 User Guide Overview

27 1. On the Students tab, click Summary. 2. In the Students list, check the box next to the name of each student whose grade you would like to change. (If you select multiple students, they will all be assigned to the same grade.) 3. Click Change Grade. 4. In the Change Grade window, select a grade for the selected student(s). 5. Click Save; then, click Yes to confirm. Using Filters Advancing All Students One Grade Advancing All Students One Grade This feature can be particularly helpful at the start of a school year. Only account administrators can advance the grades of all active students entered in the account. 1. On the Setup tab, click Account. 2. Under School Year, click Advance Grade. 3. In the Advance Grade window, select an option: Select Start over to (1) advance all active students one grade, (2) remove homeroom teacher assignments, (3) remove staff members' licenses, and (4) remove students' licenses. Select Remove student licenses to (1) advance all active students one grade, (2) remove homeroom teacher assignments, (3) keep staff members' licenses, and (4) remove students' licenses. Select Advance grade and remove homeroom teacher to (1) advance all active students one grade, (2) remove homeroom teacher assignments, (3) keep staff members' licenses, and (4) keep students' licenses. 4. Click Save; then, click Yes to confirm. Permissions by Role Changing a Student's Grade Changing a Student's Status Students with an active status can work in. Changing a student's status to inactive removes the student's licenses. The program teacher keeps the licenses that previously belonged to the student, which are then available to reassign. You cannot report on the work of an inactive student. But if you later reactivate the student, that student s scores are restored and are available for reporting. 1. On the Students tab, click Summary. Copyright Read Naturally, Inc. 19 User Guide Overview

28 2. Filter the Students list by status. If you want to change an active student to inactive, display the active students; if you Using Filters want to change an inactive student to active, display the Deleting a Student inactive students. Assigning Student Licenses 3. In the Students list, check the box next to the name of each student whose status you would like to change. 4. Click Change Status. 5. On the Change Status screen, in the Status drop-down menu, select either Active or Inactive. 6. Click Save; then, click Yes to confirm. Deleting a Student Deleting a student permanently removes all of the student's data from the software. You cannot undo deletions, so use caution. You can delete only inactive students. 1. On the Students tab, click Summary. 2. Filter to display inactive students. 3. In the Students list, check the box next to the name of each student that you would like to delete. 4. Click Delete; then, click Yes to confirm. Using Filters Changing a Student's Status Transferring a Student to a New School Account administrators or staff members assigned data entry or teacher roles that have no school affiliation can transfer students to a new school. 1. On the Students tab, click Summary. 2. In the Students list, check the box next to the name of each Permissions by Role student that you would like to transfer to a new school. (If Using Filters you select multiple students, they will all be transferred to the same school.) 3. Click School Transfer. 4. In the School Transfer window, select a school for the selected student(s). 5. Click Save; then, click Yes to confirm. Copyright Read Naturally, Inc. 20 User Guide Overview

29 Working with Licenses Students must have licenses to work in. A staff member purchases licenses from Read Naturally, Inc., for the account, and then the licenses need to be allocated to schools, distributed to staff members, and assigned to students. Before setting up licenses, you need to add schools, staff members, and students. Permissions by Role Adding a School Adding a Staff Member Adding a Student Allocating School Licenses Staff members who are assigned account administrator or data entry roles and have no school affiliation can allocate licenses to schools. 1. On the Licensing tab, click Allocate to Schools. 2. Check the Account Licenses Summary to see how many licenses you have available to allocate. 3. Check the License Allocation table to see the schools that have been created for the account. The programs available are each listed in these columns: Allocated, which indicates how many licenses have been allocated to the school for that program. Distributed, which indicates how many licenses have been distributed to staff members in the school for that program. 4. Locate the row for the school. Find the Allocated column for the desired program, and enter the number of licenses you would like to allocate to the school. 5. Click Save. Permissions by Role Adding a School Distributing Staff Member Licenses Assigning Student Licenses Distributing Staff Member Licenses Before licenses can be distributed to staff members, licenses must have been allocated to the school where the staff member works. Staff members assigned account administrator, data entry, and school administrator roles can distribute licenses to staff members. Permissions by Role Adding a Staff Member Using Filters Allocating School Licenses Assigning Student Licenses 1. On the Licensing tab, click Distribute to Staff Members. Copyright Read Naturally, Inc. 21 User Guide Overview

30 2. Select a school and check the Program Licenses Summary to see how many licenses are available for distribution. 3. In the row for the staff member, enter the number of licenses to distribute to that staff member. 4. Click Save. Assigning Student Licenses Students must have licenses to work in. The licenses are program specific. Staff members in data entry and teacher roles must hold the license for a student to make educational decisions for that student in the program. Account administrators and school administrators can work with any students, regardless of who holds the students' licenses. 1. On the Licensing tab, if necessary, click Assign to Students. 2. If necessary, select the school of the students to be licensed. The School menu is dimmed if you are affiliated with a single school. 3. If necessary, select the program teacher who holds the licenses to be assigned. Teachers can assign only the licenses they hold (Program Teacher menu is dimmed); staff members with a role of account administrator, school administrator, or data entry can assign licenses on behalf of another staff member. 4. Review the Program Teacher License Summary to see how many licenses the selected program teacher has available for distribution. 5. In the student list, find the student to be licensed. In the column for the program license you want to assign, check the box. If the box is dimmed, a license has already been assigned to that student by another teacher. 6. Click Save. Using Filters Adding a Student Allocating School Licenses Distributing Staff Member Licenses Removing Student Licenses Removing Student Licenses If you have a student who is leaving a program or has completed the program, you can remove the student's license and then assign the license to a different student. 1. On the Licensing tab, if necessary, click Assign to Students. 2. If necessary, select the school of the student whose license you would like to remove. The School menu is dimmed if you are affiliated with a single school. Copyright Read Naturally, Inc. 22 User Guide Overview

31 3. If necessary, select the program teacher who holds the licenses to be removed. Teachers can remove only the licenses they hold; staff members with a role of account administrator, school administrator, or data entry can remove licenses on behalf of another staff member. 4. In the list, find the student whose license you would like to remove. In the column for the program license you want to remove, clear the box. Note: If the box is dimmed, the license is held by another teacher. The teacher who holds the license or a staff member in the role of account administrator, data entry, or school administrator can remove the license by selecting the teacher who holds the license in the Program Teacher menu and then clearing the check box. 5. Click Save. Now you can reassign this license. Using Filters Allocating School Licenses Distributing Staff Member Licenses Assigning Student Licenses Working with Groups Groups are a convenient way to view students. A group can be a homeroom, a class, a reading group, or any set of students that you want to work with or report on together. Once you add a group, you can efficiently find and work with the members of that group. For example, you could easily change Read Naturally Live story options for all students in a group. Groups you create are not visible to any other staff members. 1. Click the My Groups tab. 2. On this screen, you can view basic information about your groups. You can also: Add groups. Update group information, including the name, description, and group members. Delete groups from the software. Opening Story Options Creating Read Naturally Live Reports Adding a Group Updating a Group Deleting a Group Adding a Group 1. On the My Groups tab, click Add Group. 2. Enter the group's name. You can also add a group Using Filters description. 3. Under Student List, click a student's name that you want to add to the group. If a name is dimmed, the student is already in the group. Copyright Read Naturally, Inc. 23 User Guide Overview

32 4. Click >. The student's name is added to the Students in Group list. 5. Add all the students you would like to include in the group. (To remove a student from the group, in the Students in Group list, click the student's name, and click <.) 6. Click Save. Updating a Group 1. On the My Groups tab, click the name of the group you would like to edit. Using Filters 2. Edit the group information as necessary. To add a student to the group, in the Student List, click the student's name, and click >. To remove a student from the group, under the Students in Group list, click the student's name, and click <. 3. Click Save. Deleting a Group You can delete any of your groups, even those that have students. Deleting a group does not delete the students in the group or remove their licenses. 1. On the My Groups tab, select the groups you would like to delete by checking the boxes next to their names. 2. Click Delete Group; then, click Yes to confirm. Using Filters Copyright Read Naturally, Inc. 24 User Guide Overview

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