STAAR Assessment Management System User s Guide. STAAR Grades 3 8 and End-of-Course Assessments

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1 STAAR Assessment Management System User s Guide STAAR Grades 3 8 and End-of-Course Assessments March 2, 2016

2 Student Assessment Division Texas Education Agency 1701 N. Congress Avenue Austin, TX Texas Assessment Support Center (855)

3 New Topics in this Version Section 7: Online Testing...35 Prepare Technology...35 Verify Technology Prerequisites...35 Download Secure Browser Search Sessions Sessions at a Glance View Testing Groups Download and Print Test Tickets Import Student Test Ticket Update Online Test Attributes Void an Online Test (Do Not Report) LCS Management...39

4 Table of Contents New Topics in this Version... 3 Section 1: Introduction User Roles System Requirements Support... 8 Section 2: Access the STAAR Assessment Management System First Time System Login Forgot Username Forgot Password... 9 Section 3: View the Dashboard Links on the Dashboard Profile Change Your Password Reset Security Questions and Answers News and Announcements Create Announcement Delete an Announcement...13 Section 4: Organizations View & Edit Designate a Primary User...14 Section 5: Users View & Edit Search for a User Edit User Information Reset User Credentials Reset a User Password Deactivate a User Reactivate a Deactivated User View and Manage User Roles Add a User Role Delete a User Role Add an Individual User Upload Multiple Users...20 Fix Upload Errors...20 Delete a User Upload File...21 STAAR Assessment Management System User s Guide 4

5 Section 6: Students View & Edit Search for an Existing Student Registration Edit an Existing Student Registration Delete an Existing Student Registration Edit Test Information View and Edit Student Information after an Administration View Student Test Information after an Administration Change Test Information after an Administration Update a Score Code after an Administration Register...28 Student Registration Source File (PEIMS vs. Upload) STAAR Student Registration Source File STAAR EOC Register an Individual Student...29 Step 1: Profile...29 Step 2: Tests Upload...30 Fix Upload Errors...31 Fix Conflicts...31 Delete a Student Upload File Resolutions Transfer...33 Section 7: Online Testing...35 Prepare Technology...35 Verify Technology Prerequisites...35 Download Secure Browser Search Sessions Sessions at a Glance View Testing Groups Download and Print Test Tickets Import Student Test Ticket Update Online Test Attributes Void an Online Test (Do Not Report) LCS Management...39 Section 8: Orders View & Track Orders Participation Counts...41 STAAR Assessment Management System User s Guide 5

6 8.3 Additional Materials...42 Section 9: Reports Students Students Campus Report Students District Report Students Transfer Report Students Braille Management Report Request Student Assessment History SIRS Report Download a SIRS Report Orders Results...47 Appendix A: User Upload Spreadsheet Requirements...48 Appendix B: SIRS Request Upload Requirements...50 STAAR Assessment Management System User s Guide 6

7 Section 1: Introduction The State of Texas Assessments of Academic Readiness (STAAR ) Assessment Management System is a secure website designed to manage the STAAR grades 3 8 and end-of-course (EOC) assessments. The functions of the system are based on a hierarchy of organizations. Organizations include: Educational Testing Service (ETS), the Texas Education Agency (TEA), Education Service Centers (ESCs), districts, and campuses. A set of intended features and functions exist within this hierarchy. The features that users are able to access and the functions that they can perform within the system are determined by the roles assigned to them, the permissions given to these roles, and the hierarchical level of the organization(s) to which these roles apply. There is also a hierarchical structure within individual organizations. Districts are above campuses within the hierarchy. A district user who has permission to edit student records is able to do so for any student at any campus within their district, from a single login. A campus user in that same district who has permissions to edit student records can only view and edit students within their campus. Users can be assigned multiple roles across multiple organizations. For instance, a user could serve as the campus testing coordinator for more than one campus in their district. When they log into the system, they are able to see information for each of the organizations they are assigned to. Noted below are some of the abbreviations within this guide and in the system. Abbreviation CTC DTC DUAA ETS IEP OSA OTA SDA SS TA TEA TS Description Campus Testing Coordinator District Testing Coordinator District User Account Assistant Educational Testing Service Individualized Education Program Online Session Administrator Online Test Administrator Student Data Assistant Support Staff Test Administrator Texas Education Agency Technology Staff STAAR Assessment Management System User s Guide 7

8 1.1 User Roles Functionality is available for users according to the role assigned to them in the STAAR Assessment Management System. The user role dictates the level of access in the system. Based on eligibility, users may be assigned to one or more of the roles listed below. ESC Region Staff Superintendent District Testing Coordinator District Testing Assistant District User Account Assistant Campus Testing Coordinator Student Data Assistant Test Setup Assistant Online Session Administrator Online Test Administrator Teacher Principal Technology Staff 1.2 System Requirements System functionality and screens may display, operate, or appear differently in different browsers and operating systems. The website is optimally viewed using a 1280 x 1024 screen resolution. The system is supported on the following web browsers: 1.3 Support Mozilla Firefox (latest version) Internet Explorer 10.0 and above Safari Mozilla Firefox LTS Google Chrome ipad Safari (all) For assistance using the system, contact the Texas Assessment Support Center at (855) or by at or STAAR Assessment Management System User s Guide 8

9 Section 2: Access the STAAR Assessment Management System 2.1 First Time System Login Once a user account is created, separate welcome s that contain a username and a temporary password will be sent to the user. The address must be added to a user s safe senders list in your client to ensure that welcome s will be received. Users cannot log in to the system without the information provided in the welcome s. Users must log in and establish a new password within 10 days of receiving the welcome . If a new password is not established within 10 days, the user s credentials must be reset. Passwords expire every 365 days. The first time the user logs in after their password has expired, they will be prompted to change their password. To log in to the system for the first time, complete the following steps. 1. Navigate to 2. In the Log In for Administrators box on the right side of the webpage, select STAAR Assessment Management System. 3. Enter the username and temporary password contained in the welcome s. 4. Click Sign In. 5. Once the Change Your Password screen displays, enter the Temporary Password. 6. Enter and confirm a New Password, and click Continue. NOTE: The password is case-sensitive. The new password cannot be the same as the temporary password and cannot include the username, first name, or last name. Passwords must be between 8 and 16 characters and include: a lowercase letter, a through z, an uppercase letter, A through Z, and at least one number, 0 through 9, or a symbol, such ). 7. In the Select Security Questions and Answers screen, select and answer three security questions. 8. Click Continue. 2.2 Forgot Username To request a username, complete the following steps. 1. In the Sign In screen, click Forgot Username. 2. Enter your Address. 3. Click Continue. An is sent that contains your username. 2.3 Forgot Password To request a password, complete the following steps. STAAR Assessment Management System User s Guide 9

10 1. In the Sign In screen, click Forgot Password. 2. Under Forgot Your Password?, enter your Username, and click Continue. 3. Answer the Security Question, and click Continue. An is sent that contains new login instructions and a temporary password. STAAR Assessment Management System User s Guide 10

11 Section 3: View the Dashboard After logging in, users are directed to a personalized home page, which displays the functions permitted for their user role. This home page is known as the Dashboard. From the Dashboard, authorized users can create and delete announcements, view student transfer announcements, and update their user profile. The Dashboard actions a user can perform are based on the user role assigned to them. Some Dashboard features may not be available to all users. 3.1 Links on the Dashboard The following links are available on the Dashboard. Dashboard Links Dashboard Profile TAMS Help Logout News and Announcements Student Transfers Create Announcement Description Return to the Dashboard from the current location within the system View and update your personal information Redirect to the Texas Assessment Management System home page View documentation Log out of the system View important announcements for the STAAR assessment program View student transfer notices Create an announcement and send it to other users STAAR Assessment Management System User s Guide 11

12 3.2 Profile To view or make updates to your profile, complete the following steps. 1. From the Dashboard, click Profile. 2. Make any necessary updates, and click UPDATE. Your profile updates are saved. NOTE: Updates to first or last name are not reflected in the username. The username remains the same as the name received in the welcome Change Your Password To change your password, complete the following steps. Passwords can be changed one time each day. 1. From the Dashboard, click Profile. 2. Click Change Password. 3. In the confirmation dialog, click Yes. 4. In the Reset Your Password screen, in the Current Password field, enter your current password. 5. In the New Password field, enter the new password. 6. In the Confirm New Password field, enter the new password a second time, and click Save. An update notification will be sent Reset Security Questions and Answers To reset the security questions and answers, complete the following steps. 1. From the Dashboard, click Profile. 2. Click Change Security Questions. 3. In the confirmation dialog, click Yes. 4. Click Select in Security Question 1, then choose one of the questions in the drop down menu. 5. Type the answer to this question in the text window. 6. Complete steps 3 and 4 for Security Question 2 and Security Question Click Save. STAAR Assessment Management System User s Guide 12

13 3.3 News and Announcements Use the News and Announcements function on the Dashboard to post information that may help other users within your organization during STAAR preparation and administration activities. Select the organizations that will receive each announcement. Request to have an notification sent to the organizations to announce the posting. The assigned role(s) determines whether announcements can be posted for campus or district users. For example, DTCs can send an announcement to the entire district or only one campus. If the announcement is sent to one campus, only users at that campus can see the announcement on their Dashboards and receive notification about the announcement. 3.4 Create Announcement To create an announcement, complete the following steps. 1. From the Dashboard, click Create Announcement. 2. Enter a subject in the Subject field. 3. Enter or select a district or campus name in the Pick District or Campus field. 4. Enter the Announcement Start Date and Announcement End Date. 5. Under Send , select Send or Do Not Send Enter the announcement in the Announcement Text field. 7. Click SAVE. NOTE: Required fields are marked with a red asterisk (*) in the Assessment Management System Delete an Announcement Depending on the role, users can delete a posted announcement. The announcement will be removed from view for all users. Users should only delete announcements that they create. To delete an announcement, complete the following steps. 1. From the Dashboard, click the correct Announcement. 2. When the Announcement dialog displays, click Delete. STAAR Assessment Management System User s Guide 13

14 Section 4: Organizations Each campus or district in the system is categorized as an organization. Addresses and general information for an organization can be viewed. Access to this information is based on the user s role. For example, DTCs can view information at both the district and campus level. CTCs can only view information at the campus level. 4.1 View & Edit To view and edit organization(s) for which you have privileges, complete the steps below. Users can search by Organization Name or by the Organization Code. The search can be filtered by Organization Type and Organization Status. If you find that your search results are limited, remove some criteria and search again. 1. In the left navigation pane, click Organizations > View & Edit. 2. In the Organization Name and/or Organization Code field, enter search criteria. NOTE: Entering names or leaving fields blank will still generate results. 3. Click SEARCH to view the search results. NOTE: Under Active Filters, the active filters applied to the search results are displayed. To remove an active filter, click the Designate a Primary User. next the name of the filter, or click The primary user is the individual who receives notifications of events in the system and test material shipments. Check to verify that the district testing coordinator has been designated as the primary user. Follow these steps to verify and/or designate a user to the primary role of the district. 1. In the left navigation pane, click Organizations > View & Edit. 2. In the Organization Name and/or Organization Code field, enter search criteria. 3. In the Actions column of the correct organization, click the View icon. 4. Open the Users tab of the Organization Profile. 5. In the Primary column, click the check box of the name to designate as the primary user. 6. In the process confirmation window, click Close. NOTE: Primary users receive additional notifications from the system. STAAR Assessment Management System User s Guide 14

15 Section 5: Users Manage information for users and perform the following tasks in the Users section of the system. Some tasks are limited by the users role within the system. 5.1 View & Edit View & Edit Add Users Upload Multiple Users Search for a User Edit User information Reset User Credentials Reset User Passwords Deactivate Users Reactivate a Deactivated User View and Manage User Roles Search for a User To search for a user, complete the following steps. 1. In the left navigation pane, click Users > View & Edit. 2. Enter search terms for the user. Search is available by Keyword, First Name, Last Name, Username, , staff ID, Organization, Status, and Role. 3. Click SEARCH. A list of search Results displays Edit User Information To edit user information, complete the following steps. 1. In the left navigation pane, click Users > View & Edit. 2. Enter search terms for the user. Search is available by Keyword, First Name, Last Name, Username, , staff ID, Organization, Status, and Role. 3. Click SEARCH. A list of search Results displays. 4. In the list of search Results, select the appropriate user. 5. In the Actions column, click the Edit icon. 6. Edit any of the Demographic Information fields for the user, and click SAVE. STAAR Assessment Management System User s Guide 15

16 5.1.3 Reset User Credentials Users who do not log into the Assessment Management System within 10 days of receiving their username and temporary password remain active in the system, but are no longer able to use their initial login credentials. When reviewing these users records, note that a Reset Credentials is available. To reset a user s credentials, complete the following steps. 1. In the left navigation pane, click Users > View & Edit. 2. Enter search terms for the user. Search is available by Keyword, First Name, Last Name, Username, , Staff ID, Organization, Status, and Role. 3. Click SEARCH. A list of search Results displays. 4. In the list of search results, select the appropriate user. 5. Verify the user account status is Active. (If the account has been deactivated, see Reactivate a Deactivated User.) 6. In the Actions column, click the Edit icon. 7. In the Demographic Information section, click Reset Credentials. 8. In the confirmation dialog, click Yes. NOTE: An containing temporary login credentials is sent to the user Reset a User Password When reviewing records for users who have logged into the system at least once, note that Reset Password is available. Once a password has been reset an containing a temporary password is sent to the user. To reset a user password, complete the following steps. 1. In the left navigation pane, click Users > View & Edit. 2. Enter search terms for the user. Search is available by Keyword, First Name, Last Name, Username, , Staff ID, Organization, Status, and Role. 3. Click SEARCH. A list of search Results displays. 4. In the list of search results, select the appropriate user. 5. Verify the user account status is Active. (If the account is inactive, see Reactivate an Inactive User.) 6. In the Actions column, click the Edit icon. 7. In the Demographic Information section, click Reset Password. 8. In the confirmation dialog, click Yes. STAAR Assessment Management System User s Guide 16

17 5.1.5 Deactivate a User System users can only be deactivated and cannot be deleted or removed. District and campus level users should be deactivated if their job no longer requires access to the system or they are no longer with the district. To deactivate a user, complete the following steps. 1. In the left navigation pane, click Users > View & Edit. 2. Enter search terms for the user. Search is available by Keyword, First Name, Last Name, Username, , Staff ID, Organization, Status, and Role. 3. Click SEARCH. A list of search Results displays. 4. In the list of search results select the appropriate user. 5. In the Actions column, click the Edit icon. 6. In the Deactivation Comment field, enter a reason for why the user is being deactivated. 7. Click Deactivate. 8. In the dialog that displays, click Yes to confirm the deactivation. 9. After the system has processed the deactivation, click CLOSE on the confirmation dialog that displays Reactivate a Deactivated User To reset the credentials for a user account that has been deactivated, complete the following steps. An containing a temporary password is sent to the user. 1. In the left navigation pane, click Users > Upload. 2. On the Upload Users page, click Download Spreadsheet Template. The spreadsheet is a comma separated values (CSV) file that can be opened by any version of Microsoft Excel. 3. In the spreadsheet, enter U in the Action column, and enter Active in the Account Status column. 4. Save the file as a CSV file. For more information on the user information that must be entered in the spreadsheet, see Appendix A: User Upload Spreadsheet Requirements. 5. Click Choose File. In the File Upload dialog, navigate to the saved CSV file, and click Open. 6. Click UPLOAD to import the file into the system The browser may need to be refreshed in order to view the upload status. 7. In the left navigation pane, click Users > View & Edit. 8. Perform a search for the user. 9. In the list of search Results, select the appropriate user. 10. Confirm that the user account status is active. STAAR Assessment Management System User s Guide 17

18 11. In the Actions column, click the Edit icon. 12. In the Demographic Information section, click RESET CREDENTIALS. 13. In the confirmation dialog, click Yes View and Manage User Roles Multiple organizations and roles can be added for each user. User profiles must include at least one role. It is recommended that users are assigned the role with the highest level of permissions they may need to perform all of the tasks for their organization(s) in the system. See the STAAR Assessment Management System User Roles and Permissions (PDF) for a list of user roles and permissions. For example, if a person serves as the campus testing coordinator (CTC) and also acts as an online session administrator (OSA) for that campus, it is not necessary to assign both roles to their user account. The campus coordinator role contains all of the permissions of the OSA role, plus additional ones related to campus coordinator duties. If a person serves as a campus coordinator for one campus, and an OSA in another, they should be assigned the appropriate role and permissions in each organization (campus) where the tasks are to be performed. In this example, the person will be able to add and edit users (among other functions) in the campus where they serve as the CTC but will only be able to view users for the campus where they serve as an OSA Add a User Role To add user roles, complete the following steps. 1. In the left navigation pane, click Users > View & Edit. 2. Enter search terms for the user. Search is available by Keyword, First Name, Last Name, Username, , Staff ID, Organization, Status, and Role. 3. Click SEARCH. A list of search Results displays. 4. In the list of search results, find the appropriate user. 5. In the Actions column, click the Edit icon. 6. In the Roles section, click Select Organization. 7. In the Select Organization dialog, under Search, enter at least the first three letters in the name of an organization, or the organization code. 8. Select the appropriate Organization from the list. A list of available user roles displays. NOTE: If the roles expected are not displayed, check that the appropriate Organization level is selected. 9. Select the role to be assigned to the user, and click Add Role. 10. In the Confirmation: User Role dialog, click CLOSE. The role is added to the user profile, and can be seen in the Roles in the System section. 11. If necessary, repeat these steps to assign additional roles to the same user. STAAR Assessment Management System User s Guide 18

19 Delete a User Role To remove a role from a user profile, complete the following steps. An update notification will be sent. 1. In the left navigation pane, click Users > View & Edit. 2. Enter search terms for the user. Search is available by Keyword, First Name, Last Name, Username, , Staff ID, Organization, Status, and Role. 3. Click SEARCH. A list of search Results displays. 4. In the list of search results, find the appropriate user. 5. In the Actions column, click the Edit icon. 6. In the Roles in the System section, select the check box for the role(s) to delete. 7. Click DELETE SELECTED. 8. In the Confirmation: User Role dialog, click CLOSE. 5.2 Add an Individual User To add individual users, complete the following steps. 1. In the left navigation pane, click Users > Add. 2. Under Demographic Information, enter the user information in the fields. NOTE: Required fields are marked with an asterisk. 3. In the Roles section, click Select Organization. 4. In the Search field, enter at least the first three letters in the name of an organization or the organization code. 5. Select the organization for the user. 6. Select a user role, and click Add Role. 7. In the Save User dialog window, click CLOSE. 8. Click SAVE. STAAR Assessment Management System User s Guide 19

20 5.3 Upload Multiple Users To upload multiple users, complete the following steps. 1. In the left navigation pane, click Users > Upload. 2. On the Upload Users page, click Download Spreadsheet Template. The spreadsheet is a CSV file that can be opened by any version of Microsoft Excel. 3. In the spreadsheet, enter the user information to upload to the system. 4. Save the file as a CSV file. For more information on the user information that must be entered in the spreadsheet, see Appendix A: User Upload Spreadsheet Requirements. 5. Click Choose File. In the File Upload dialog, navigate to the saved CSV file, and click Open. 6. Click UPLOAD to import the file into the system. 7. Refresh the browser to update the status of the upload. Under Uploaded Files, in the Status column, the following icons display to indicate the status of the uploaded file(s). Icon Upload Status Description Processing Complete Partially Complete some records have loaded, but others have errors. Processing Error. No records loaded. Ensure the file is saved as a CSV and all fields contain valid data. Contact the Texas Assessment Support Center at or by at or NOTE: Allow 24 hours for the STAAR Assessment Management System to grant access to new users. Fix Upload Errors If the upload generates an error, a red number depicting the number of errors displays in the Errors column. Follow these steps to fix upload errors. 1. To view errors in the file, click the number in the Errors column. 2. In the Uploaded File: Errors dialog, click the number in the Rows with Error column. NOTE: Errors must be fixed and saved before the user(s) can be uploaded into the system. STAAR Assessment Management System User s Guide 20

21 Delete a User Upload File To delete a user upload file from the list of uploaded files, complete the following steps. 1. In the left navigation pane, click Users > Upload. 2. Under Uploaded Files, click to delete the file. 3. In the Confirmation Delete File dialog, click Yes to delete the user upload file from the list. NOTE: Deleting a User Upload File does not impact any of the underlying data that was uploaded into the Assessment Management System. Users may want to delete a User Upload File for previous administrations, once there is no longer a need to track records that have successfully uploaded into the system. STAAR Assessment Management System User s Guide 21

22 Section 6: Students The Students section of the Assessment Management System is used to register students for test administrations; view, update, transfer, or delete student registrations; and to view and edit test information and score codes. Ability to perform these tasks for a given administration may or may not be available depending on the schedule for the administration. For example, ability to register students is only available during the registration window. Some tasks are limited by the users role within the system. View & Edit Register Upload Resolution Transfer 6.1 View & Edit The View & Edit tab allows users to search for existing student registrations and access the Student Profile page of registered students. The Student Profile page contains a student s demographic and test information for a particular administration. The information contained on each Student Profile page is organized under the following three tabs: Profile contains a student s demographic information. Access this tab to edit student demographic data during a registration period or after a test administration. Tests contains a list of tests and associated test information for each test a student has been registered to take during the registration period. Access this tab to view, add, update, or remove a student s test information during the registration window. Scores contains post-administration test information and score codes applied to each test a student was registered to take at the close of the registration window. Access this tab to view and make corrections test information and score codes after a test administration. Downloadable Confidential Student Reports (CSRs) are also available. Activities accessible through the View & Edit tab include: Search for an Existing Student Registration Edit an Existing Student Registration Delete an Existing Student Registration View and Edit Student information after an Administration View Student Test Information after an Administration Edit Test Information after an Administration Change Test Information after an Administration Update a Score Code after an Administration STAAR Assessment Management System User s Guide 22

23 6.1.1 Search for an Existing Student Registration To search for a student who is already uploaded in the system for an administration, complete the following steps. 1. In the left navigation pane, click Students > View & Edit. 2. Under Search for Students, select a Test Administration from the drop down menu. 3. Enter search terms for the student. Search is available by First Name, Last Name, PEIMS ID, Grade, and Organization. NOTE: The full PEIMS ID must be entered when it is used for a search. Entering partial names or words in other fields or leaving fields blank will still generate results. 4. Click SEARCH. A list of search results displays. The full PEIMS ID can be viewed by hovering the cursor over the masked PEIMS ID. NOTE: When a campus is selected in the organization field in the search criteria, DOWNLOAD SEARCH RESULTS displays. Clicking this button downloads a spreadsheet of searched students and their demographic information Edit an Existing Student Registration To edit student information during the registration window, complete the following steps. 1. In the left navigation pane, click Students > View & Edit. 2. Under Search for Students, select a Test Administration from the drop down menu. 3. Enter search terms for the student. Search is available by First Name, Last Name, PEIMS ID, GRADE, and Organization. NOTE: The full PEIMS ID must be entered when it is used for a search. Entering partial names or words in other fields or leaving fields blank will still generate results. 4. Click SEARCH. A list of search results displays. The full PEIMS ID can be viewed by hovering the cursor over the masked PEIMS ID. 5. Select the appropriate student from the list of search results. 6. In the Actions column, click the Edit icon. NOTE: When editing a student registration is not available, the View icon appear. 7. Click the Profile tab, then edit any of the information fields for the student. NOTE: The PEIMS ID in an individual student profile cannot be edited. 8. Click UPDATE. NOTE: District and campus student registration reports are updated on a nightly basis. Any updates made are reflected in the system, but will not be reflected in the reports until the following day Delete an Existing Student Registration To delete or unregister an existing student during the registration window, complete the will STAAR Assessment Management System User s Guide 23

24 following steps. 1. In the left navigation pane, click Students > View & Edit. 2. Under Search for Students, select a Test Administration from the drop down menu. 3. Enter search terms for the student. Search is available by First Name, Last Name, PEIMS ID, GRADE, and Organization. NOTE: The full PEIMS ID must be entered when it is used for a search. Entering partial names or words in other fields or leaving fields blank will still generate results. 4. Click SEARCH. A list of search results displays. The full PEIMS ID can be viewed by hovering the cursor over the masked PEIMS ID. 5. Select the appropriate student from the list of search results. 6. In the Actions column, select the Delete icon. NOTE: A student registration cannot be deleted after the registration window is closed. 7. In the Confirmation Delete File dialog, click Yes to delete the student registration Edit Test Information The window for editing paper registration closes before the tests are administered. The online registration window remains open until the end of the test window. To edit the test information for STAAR 3 8, complete the following steps. 1. In the left navigation pane, click Students > View & Edit. 2. Under Search for Students, select a Test Administration from the drop down menu. 3. Enter search terms for the student. Search is available by First Name, Last Name, PEIMS ID, GRADE, and Organization. NOTE: The full PEIMS ID must be entered when it is used for a search. Entering partial names or words in other fields or leaving fields blank will still generate results. 4. Click SEARCH. A list of search results displays. The full PEIMS ID can be viewed by hovering the cursor over the masked PEIMS ID. 5. Select the appropriate student from the list of search results. 6. In the Actions column, click the Edit icon. NOTE: When editing a student registration is not available, the View icon appear. 7. Select the Tests tab. 8. Change the Test Version. The test Mode field will automatically change to Online or Paper according to the test version selected. If the registration window is open, all Test Information fields may be edited. If the registration window for paper tests is closed, only the Test Version field is will STAAR Assessment Management System User s Guide 24

25 editable if an online test mode is available for the selected test. 9. Click UPDATE. NOTE: Different test versions (STAAR, STAAR L, STAAR A, etc.) are administered only as online or paper and not both. To edit test information for STAAR EOC, complete the following steps. 1. In the left navigation pane, click Students > View & Edit. 2. Under Search for Students, select a Test Administration from the drop down menu. 3. Enter search terms for the student. Search is available by First Name, Last Name, PEIMS ID, GRADE, and Organization. NOTE: The full PEIMS ID must be entered when it is used for a search. Entering partial names or words in other fields or leaving fields blank will still generate results. 4. Click SEARCH. A list of search results displays. The full PEIMS ID can be viewed by hovering the cursor over the masked PEIMS ID. 5. Select the appropriate student from the list of search results. 6. In the Actions column, click the Edit icon NOTE: When editing a student registration is not available, the View icon appear. 7. Select the Tests tab. 8. Click the Edit button of the test to be modified. 9. Change the test Mode as necessary. If the registration window is open, all Test Information fields may be edited. If the registration window for paper tests is closed, only the test Mode field is editable if an online test mode is available for the selected test. 10. Click SAVE TEST. (Repeat steps 7 through 9 for each test as needed) 11. Click UPDATE. NOTE: Different test versions (STAAR, STAAR L, STAAR A, etc.) are administered only as online or paper and not both View and Edit Student Information after an Administration Final test information will be posted to the Scores tab of the Student Profile page for each test administration in which a student participates. After final test information has been posted, a student s First Name, Middle Initial, Last Name, and Date of Birth can be changed for the administration selected. Changes should be made only when corrections are required. An update to any student information will generate a new CSR reflecting the change(s) made. Updated CSRs are posted to the Scores tab each Thursday following an update. Changes to student information can be made up to one year after an administration. will STAAR Assessment Management System User s Guide 25

26 Follow these steps to edit existing student information after an administration. 1. In the left navigation pane, click Students > View & Edit. 2. Under Search for Students, select a Test Administration from the drop down menu. 3. Enter search terms for the student. Search is available by First Name, Last Name, PEIMS ID, GRADE, and Organization. NOTE: The full PEIMS ID must be entered when it is used for a search. Entering partial names or words in other fields or leaving fields blank will still generate results. 4. Click SEARCH. A list of search results displays. The full PEIMS ID can be viewed by hovering the cursor over the masked PEIMS ID. 5. Select the appropriate student from the list of search results. 6. In the Actions column, click the View icon. 7. Edit one or more of these fields on the Profile tab: First Name Middle Initial Last Name Date of Birth 8. Click UPDATE to save changes. 9. Confirm changes in the pop up box View Student Test Information after an Administration The Scores tab on the Student Profile page contains important test information for each test a student was scheduled to take during an administration. A test record for each test is posted to the Scores tab after test scores are available for all students. Posting dates vary with each test administration. To view a student s test information complete the following steps. 1. On the left navigation pane, click Students > View & Edit. 2. Under Search for Students, select a Test Administration from the drop down menu. 3. Enter search terms for the student. Search is available by First Name, Last Name, PEIMS ID, GRADE, and Organization. NOTE: The full PEIMS ID must be entered when it is used for a search. Entering partial names or words in other fields or leaving fields blank will still generate results. 4. Click SEARCH. A list of search results displays. The full PEIMS ID can be viewed by hovering the cursor over the masked PEIMS ID. 5. Select the appropriate student from the list of search results. 6. In the Actions column, click the View icon. STAAR Assessment Management System User s Guide 26

27 7. Click the Scores tab. 8. Click the View score icon to reveal additional test information Change Test Information after an Administration The student Scores tab is used to view test information and make corrections to the Test Version, Braille Indicator, and Language fields *. Changes should be made only when corrections are required. After an update to a student s test information is submitted, the student s record will be frozen and no further updates can be made until an updated CSR is generated and posted to the Scores Tab. Updates to test information can be made up to one year after an administration. Follow these steps to change test information after an administration. 1. In the left navigation pane, click Students > View & Edit. 2. Under Search for Students, select a Test Administration from the drop down menu. 3. Enter search terms for the student. Search is available by First Name, Last Name, PEIMS ID, GRADE, and Organization. NOTE: The full PEIMS ID must be entered when it is used for a search. Entering partial names or words in other fields or leaving fields blank will still generate results. 4. Click SEARCH. A list of search results displays. The full PEIMS ID can be viewed by hovering the cursor over the masked PEIMS ID 5. Select the appropriate student from the list of search results. 6. In the Actions column, click the View icon. 7. Click the Scores tab. 8. Click the View score next to the appropriate test to expand the score record. 9. Change the values of any or all of the following drop-down menus: Test Version Braille Indicator Language (only available for grades 3-5) 10. Click SUBMIT RESCORE to update the test information. 11. Click YES or Cancel in the confirmation pop-up window Update a Score Code after an Administration After the final score information has been posted to the Scores tab, the score code can be updated. Updating a score code will generate a new CSR and an update to the data file. New CSRs are posted each Thursday following an update. Follow these steps to update a score code. 1. In the left navigation pane, click Students > View & Edit. STAAR Assessment Management System User s Guide 27

28 6.2 Register 2. Under Search for Students, select a Test Administration from the drop down menu. 3. Enter search terms for the student. Search is available by First Name, Last Name, PEIMS ID, GRADE, and Organization. NOTE: The full PEIMS ID must be entered when it is used for a search. Entering partial names or words in other fields or leaving fields blank will still generate results. 4. Click SEARCH. A list of search results displays. The full PEIMS ID can be viewed by hovering the cursor over the masked PEIMS ID 5. Select the appropriate student from the list of search results. 6. In the Actions column, click the View icon. 7. Click the Scores tab. 8. Click the View score icon next to the appropriate test to expand the score record. 9. Select the correct Score Code from the Change to: dropdown menu. 10. Click UPDATE RECORD. 11. Click YES or Cancel in the confirmation pop-up window. Districts may use the Register tab to register individual students for a test administration. For information and instructions on registering multiple students through a data upload file refer to section 6.3 Uploads of this guide. NOTE: Retesters are automatically registered at the campus where they were last reported, and in the same testing mode as the last time they took the test. To download a list of retesters, see Students Campus Report or Students District Report in this manual. Student Registration Source File (PEIMS vs. Upload) STAAR 3 8 Prior to a STAAR 3 8 test administration and before students can be registered, a district must decide whether or not to use the PEIMS source file to pre-load the student registrations. Each district will provide their choice for loading new students who will be testing in their district for the specified STAAR 3 8 administration. The choices for file load are: Pre-load students for the administration using the PEIMS source file Do NOT pre-load students for the test administration using the PEIMS source file, and instead load students via upload or manual entry into the user interface. Pre-loading registrations from the PEIMS source file will take up to twenty-four (24) hours. Until the pre-load is complete, student registrations cannot be added or edited. For every student loaded from the PEIMS source file, test registrations will be created in all subjects for STAAR 3 8 being delivered in the administration applicable to the student s grade level. Once the decision to use or not use the PEIMS source file is made for a test STAAR Assessment Management System User s Guide 28

29 administration, it cannot be reversed. To select whether or not to use the PEIMS source file, complete the following steps. 1. In the left navigation pane, click Students > Upload. 2. Select Test Administration and District. 3. Select whether or not to use the PEIMS source file to pre-load student registrations. 4. CONFIRM the decision again in the pop-up window. 5. Select Yes, and then CONFIRM to use of the PEIMS source file. Student Registration Source File STAAR EOC STAAR EOC retesters will be pre-registered for the test administration. Student registrations for first time STAAR EOC tester must be uploaded or entered manually into the Assessment Management System. You can upload student data and check the status of an upload at Students > Upload Register an Individual Student To register an individual student during the registration window who has a record in the Student Directory Source file, complete the following steps. 1. In the left navigation pane, click Students > Register. 2. Select a Test Administration and District, enter the PEIMS ID, then click ENTER. If no match is found, go to Step 1. Step 1: Profile If the exact student match is found, the student has a test registration for the district/campus, and the tester is a retester, then no further steps are needed. If the exact student match is found, the student has a test registration for the district/campus, and the tester is not a retester, then the display pop-up indicates the student is already registered and cannot be registered. If the exact match is found, but has no test registration, skip to Step 2. a. Under Student Information enter the student s First Name, Middle Initial, Last Name and Local Student ID, Sex, and Grade. NOTE: Required fields are marked with an asterisk. b. Under Date of Birth, click, and select a year, month, and day. c. Under Campus Information, select a Home Campus from the dropdown menu. d. Under Demographics, enter the student information in the fields as appropriate. e. Click CONTINUE. Step 2: Tests a. Under Test Information (for EOC administrations) or Add Tests (for grades 3-8 administrations), make selections for Subject, Test Version, Mode, Braille Indicator, Language (grades 3-5 only), and Testing Campus as necessary. The test information STAAR Assessment Management System User s Guide 29

30 fields will vary depending on the test administration selected. 6.3 Upload If an EOC test administration was selected, the Test Registration Type will also be an available option. Choose a Test Registration Type from the drop down menu. If a 3-8 test administration was selected, Above Grade Testing will also be an available option. Check the box next to Above Grade Testing, and then select the correct grade. Grade will display both on and above grades for applicable subjects. NOTE: Default values for any additional tests that were added as a result of selecting the Above Grade Testing indicator may be changed as needed. o o o b. Click SUBMIT. Language (defaults to English). Braille Indicator (defaults to No Braille). Test Campus (defaults to Home Campus). Districts wishing to receive up-to-date precoded materials must ensure that all examinees are registered in the Assessment Management System during the registration window for each test administration. The Upload tab provides access to a downloadable spreadsheet template and file upload functionality used to register multiple students for a test administration. The Upload tab may also be used to monitor and view file uploads for errors or conflicts. NOTE: A new upload containing a student already enrolled for a test administration will override any existing student demographic and test registration information. To upload multiple students during the registration window, complete the following steps. 1. In the left navigation pane, click Students > Upload. 2. Select Test Administration and District. 3. Under Upload a File page, click Download Spreadsheet Template. This is a CSV file that can be opened by any version of Microsoft Excel. 4. Open the CSV file and enter the student information to upload to the system and save the file as a CSV file. Complete the fields in the file as described in the Student File Format document. This document can be downloaded from Help. NOTE: For students testing above grade in STAAR 3-8 administrations, enter the ABOVE GRADE CODE in the template. NOTE: To manage groups for precode sorting and online testing, enter GROUP NAMES in the template. 5. Under Upload a File, click Choose File. 6. In the File Upload dialog, navigate to the saved CSV file, and click Open. STAAR Assessment Management System User s Guide 30

31 7. Click UPLOAD to import the file into the system. 8. Refresh the browser to update the status of the upload. NOTE: The district or campus student registration reports are updated on a nightly basis. Any updates are captured in the system, but will not be reflected in reports until the following day. Under Uploaded Files, in the Status column, the following icons display to indicate the status of the uploaded file(s). Icon Status Description Processing Complete Complete with errors some records have loaded, but others have errors. Processing Error. No records have been loaded. Ensure the file is saved as a CSV, and all fields contain valid data. Contact the Texas Customer Support Center at (855) or by at or Fix Upload Errors If the upload generates an error, a number of errors displays in the Errors column. To fix upload errors, complete the following steps. 1. To view errors in the file, click the number in the Errors column. 2. In the Uploaded File: Errors dialog, click the number under the # Rows with Error column to identify the record and underlying data causing the error. NOTE: Users may alternately download a file containing all errors by clicking the Download Errors icon. The downloaded CSV file is useful for identifying the row of each record containing an error, the error type, and the data causing the error. 3. Make note of the error type, row, and data that needs to be corrected, and click BACK to review other errors listed, or click CLOSE to return to the to the search list of uploaded files. 4. Once the errors have been identified, click on the file name from the Uploaded Files search list to download a copy of the uploaded file. 5. Fix the records with conflicts in the downloaded file, save the corrected file, and reupload the file (Students > Upload). Fix Conflicts If the upload generates a conflict with the student directory, a blue number depicting the number of conflicts displays in the Conflicts column. To fix conflicts, complete the following steps. 1. To view conflicts in the file, click the number in the Conflicts column. 2. In the Uploaded File: Conflicts dialog, click the number in the # Rows with STAAR Assessment Management System User s Guide 31

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