TIDE User Guide Spring 2015

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1 Spring 2015 Published February 2, 2015 Prepared by the American Institutes for Research Descriptions of the operation of the Test Information Distribution Engine, Test Delivery System, and related systems are property of the American Institutes for Research (AIR) and are used with the permission of AIR.

2 Table of Contents Introduction to This User Guide... 1 Organization of This User Guide... 1 Document Conventions... 2 Intended Audience... 2 Section I. Overview of the Test Information Distribution Engine (TIDE)... 3 Description of TIDE... 3 System Requirements... 4 Understanding User Roles and Permissions... 4 Section II. Accessing TIDE... 7 Activating Your TIDE Account... 7 Logging in to TIDE... 8 Reviewing Your Account Information and Password... 9 Resetting Your Password Logging out of TIDE Section III. Understanding the TIDE Interface TIDE s Home Page Sorting Retrieved Records Changing Institution Selecting Records for an Action Navigating Back to Retrieved Records Section IV. Reviewing Contact and Shipping Information Section V. Managing TIDE Users Retrieving User Accounts Viewing and Editing User Details Adding User Accounts Deleting User Accounts Adding, Editing, or Deleting Users through File Uploads Understanding the User Upload File Format Submitting a User Upload File Section VI. Working with Student Information Retrieving Student Records Viewing and Editing Students Adding Students Moving Students Between Schools Printing Testing Tickets and Pre-ID Labels ii

3 Table of Contents Adding or Editing Students through File Uploads Understanding the Student Upload File Format Submitting a Student Upload File Section VII. Working with Test Improprieties Creating Test Improprieties Retrieving Test Improprieties Creating Test Improprieties Through File Uploads Understanding the Test Impropriety Upload File Format Submitting a Test Impropriety Upload File Section VIII. Working with Orders for Testing Materials Understanding the Materials Ordering Life Cycle Reviewing Initial Orders Requesting Additional Materials Reviewing Order History Reviewing and Exporting Order Summaries and Details Tracking Shipments Section IX. Downloading and Installing Voice Packs Appendix A. Exporting Retrieved Records Appendix B. Processing File Uploads How TIDE Processes Large Files How TIDE Validates File Uploads Resolving File Upload Errors Reviewing Upload History Appendix C. Opening CSV Files in Excel 2007 or Later Appendix D. User Support iii

4 Table of Figures Figure 1. TIDE s position in the assessment process... 3 Figure 2. Hierarchy of User Roles... 4 Figure 3. Fields in the Please Log In page... 7 Figure 4. TIDE Card... 8 Figure 5. Please Log In Page... 8 Figure 6. Accessing My Account in TIDE... 9 Figure 7. Fields in the My Account Page... 9 Figure 8. Forgot Your Password? Figure 9. Fields in the Reset Your Password Page Figure 10. Logout of TIDE Figure 11. TIDE Home Page for the District Test Coordinator Role Figure 12. Sort Columns Figure 13. Change Institution Button Figure 14. Change Institution/Test Administration Page Figure 15. Options for Selecting Retrieved Records Figure 16. Example of Returning to Retrieved Records Figure 17. Contact Info Figure 18. Verify Contact Information Page Figure 19. Manage Users Figure 20. Selection Fields in the View/Edit Users Page Figure 21. Retrieved Users Figure 22. Edit User Page Figure 23. Add Users Tab Figure 24. Form Fields in the Add Users Page Figure 25. Delete User Accounts Figure 26. Upload Users Figure 27. Sample User Upload File Figure 28. Template Download and File Upload Figure 29. User Upload File Preview Figure 30. Student Information Figure 31. Selection Fields in the View/Edit Students Page Figure 32. Retrieved Students Figure 33. View Student Details Page (Top Portion) Figure 34. Add Students Figure 35. Fields in the Add Student page (top portion) iv

5 Table of Figures Figure 36. Moving Students Figure 37. Print Test Tickets and Pre-ID Labels for Testing Figure 38. Sample Testing Ticket Figure 39. Sample Pre-ID Label Figure 40. Select Students for Printing Figure 41. Sample Student Upload File Figure 42. Upload Student File Figure 43. Upload Student File Figure 44. Student Upload File Preview Figure 45. Test Improprieties Tabs Figure 46. Selection Fields in the Create Test Impropriety Page Figure 47. Retrieved Test Improprieties Figure 48. View Test Impropriety Tab Figure 49. Selection Fields in the View Test Impropriety Page Figure 50. Retrieved Test Improprieties Figure 51. Sample Test Improprieties Upload File Figure 52. Upload Test Impropriety Figure 53. Test Improprieties Upload File Preview Figure 54. Orders Tab Figure 55. Fields in the On-time Orders page Figure 56. List of Initial Orders Figure 57. Additional Orders Tab Figure 58. Fields in the Additional Orders page Figure 59. Order History Tab Figure 60. Fields in the Order History page Figure 61. Order History Summary Figure 62. Order History Detail Figure 63. Order Summary Figure 64. Fields in the Order Summary page Figure 65. Order Summary Figure 66. Track Shipments Tab Figure 67. Voice Pack Figure 68. Export Options Figure 69. Sample Error Messages Figure 70. Show History v

6 Table of Figures Table of Tables Table 1. Document Conventions... 2 Table 2. User Roles and Associated Permissions... 5 Table 3. Fields in the View User Details Page Table 4: Columns in the User Upload File Table 5. Fields in the View Student Details Page Table 6: Columns in the Student Upload file Table 7. Types of Test Improprieties Table 8. Statuses of Test Improprieties Table 9. Fields in the View Test Impropriety Page Table 10: Columns in the Test Improprieties Upload File Table 11. Student Data File Important Dates Table 12. Statuses for Material Orders Table 13. Columns in the On-time Orders and Additional Orders List Table 14. Columns in the order detail report Table 15. Columns in the Order Summary page Table 16. Columns in the order summary and detail files Table 17. Export Options Table 18. Record Thresholds for Offline Processing Table 19. File Upload Error Icons and Resolutions Table 20. Columns in the Error Messages report Table 21. Columns in Upload History vi

7 Introduction to This User Guide This section describes the contents of this user guide. Organization of This User Guide This guide contains the following sections: Section I, Overview of the Test Information Distribution Engine (TIDE), lists TIDE s features, system requirements, and provides an overview of user roles and permissions. Section II, Accessing TIDE, describes how to activate your TIDE account, how to log in and log out, and how to change your password. Section III, Understanding the TIDE Interface, describes what appears in the TIDE interface, how to sort columns, how to switch between other assessment applications, and how to change your user role and test administration. Section IV, Reviewing Contact and Shipping Information, describes how to review contact information for shipments. Section V, Managing TIDE Users, describes how to view, add, and modify TIDE user accounts. Section VI, Working with Student Information, describes how to view, add, and modify information pertaining to students, their demographics, test eligibilities, and test accommodations. Section VII, Working with Test Improprieties, describes how to view, add, and track testing improprieties. Section VIII, Working with Orders for Testing Materials, describes how to review and track orders for paper-based test materials. Section IX, Downloading and Installing Voice Packs, describes how to download the available voice packs. Appendix A, Exporting Retrieved Records, describes how to export retrievals into a variety of file formats. Appendix B, Processing File Uploads, describes how TIDE processes file uploads and how to resolve associated error messages. Appendix C, Opening CSV Files in Excel 2007 or Later, describes how to open CSV files in recent versions of Microsoft Excel. Appendix D, User Support, explains how to contact the help desk. 1

8 Introduction to This User Guide Document Conventions Table 1 describes the conventions appearing in this user guide. Table 1. Document Conventions Icon Description Warning: This symbol accompanies information regarding actions that may cause loss of data. Caution: This symbol accompanies information regarding actions that may result in incorrect data. Note: This symbol accompanies helpful information or reminders. bold italic bold mono Boldface italic indicates a page name. Boldface indicates an item you click or a drop-down list selection. Monospace indicates a file name or text you enter from the keyboard. Intended Audience This user guide is intended for state-, district-, and school-level test administrators and coordinators who manage the assessment effort. To use TIDE, you need to be familiar with using a web browser to retrieve data and with filling out web forms. If you want to use the file upload and download features, you also need to be familiar with using a spreadsheet application and working with comma-separated value (CSV) files. 2

9 Section I. Overview of the Test Information Distribution Engine (TIDE) Description of TIDE Test Information Distribution Engine (TIDE) performs the following functions: Registering students for assessments; Establishing test settings and accommodations; Associating students with districts and schools; Delivering voice packs for testing computers; Managing orders for testing materials; Managing users accounts; and Managing test improprieties for test results. Depending on your user role, you may not have access to all these functions. At its core, TIDE contains a list of students enrolled in your schools. Figure 1 illustrates TIDE s operational functions and their place in the assessment process. TIDE receives the initial student information uploads from Arizona Department of Education (ADE). After ADE completes the initial data import, TIDE will be open for district and schools to manually add students who are not already in TIDE. TIDE then distributes this information to the other systems involved in the testing process. Test Delivery System (TDS) receives students test eligibilities, settings, and accommodations; this enables TDS to deliver the appropriate test to a student with the required format. Online Reporting System (ORS) receives students institutional associations; this enables ORS to report scores at the classroom, school, district, and state levels, which won t be available till fall of Figure 1. TIDE s position in the assessment process Manual Registrations Students test eligibility, settings, accommodations Test Delivery System TIDE Data Imported from ADE Students demographics, roster, school, and district information Online Reporting System 3

10 Overview of the Test Information Distribution Engine (TIDE) System Requirements To use TIDE, you need a recent version of a web browser, such as Firefox, Chrome, or Internet Explorer. For a detailed list of system requirements, which includes the supported operating systems and web browsers, see the System Requirements for Online Testing. This publication is available in the Technology Resources section of the AzMERIT Portal, Understanding User Roles and Permissions Each user in TIDE has a role, such as a district-level user or a test administrator-level user. Each role has an associated list of permissions to access certain features within TIDE. There is a hierarchy to the user roles listed in Table 2. As indicated in Figure 2, the District Test Coordinator is at the top of the hierarchy, followed by District Administrator, the School Test Coordinator, and finally the School Teacher and Test Administrator. Generally, user roles that are higher in the hierarchy have access to more sensitive or critical data and tasks within TIDE. Figure 2. Hierarchy of User Roles School Teacher District Test Coordinator District Administrator School Test Coordinator Test Administrator Table 2 describes TIDE s user roles. The top row contains the various roles, and the subsequent rows indicate the tasks permitted to those user roles. 4

11 Overview of the Test Information Distribution Engine (TIDE) Table 2. User Roles and Associated Permissions Task * DTC DA STC ST TA Working with Student Information Retrieving Student Records Adding Students Adding or Editing Students through File Uploads Viewing and Editing Students Moving Students Between Schools Printing Testing Tickets and Pre-ID Labels Managing Users Retrieving User Accounts Adding User Accounts Adding, Editing, or Deleting Users through File Uploads Viewing and Editing User Details Deleting User Accounts Working with Test Improprieties Retrieving Test Improprieties Creating Test Improprieties Creating Test Improprieties Through File Uploads Working with Orders for Test Materials Reviewing Initial Orders Requesting Additional Materials Reviewing Order History Reviewing and Exporting Order Summaries and Details Tracking Shipments Working with Rosters of Students (Rosters will not be available in TIDE for the spring 2015 test administration) Viewing Rosters Adding a New Roster Modifying an Existing Roster Deleting a Roster 5

12 Overview of the Test Information Distribution Engine (TIDE) Task * DTC DA STC ST TA Printing a Roster Creating Rosters Through File Uploads Voice Packs Downloading and Installing Voice Packs Contact and Shipping Information Reviewing Contact and Shipping Information * DTC District Test Coordinator; DA District Administrator; STC School Test Coordinator; ST School Teacher, TA Test Administrator 6

13 Accessing TIDE Section II. Accessing TIDE This section explains how to activate your TIDE account, log in to TIDE, reset a forgotten password, change account information, and how to log out. Activating Your TIDE Account For the District Test Coordinator, your account is created for you. For all other user roles, you will need someone above your user role level in the TIDE user role hierarchy to create your account. Once the account is created the TIDE system will send you an introductory . This contains the following information: A link for logging in to TIDE. This link expires 30 days after the was sent. Your temporary password. If you do not receive an account activation , check your spam folder. s are sent from so you may need to add this address to your contact list. To activate your account: 1. Click the link in the introductory . The Please Log In page appears (see Figure 3). Figure 3. Fields in the Please Log In page 2. In the Old Password field, enter the password in the activation In the other password fields, enter a new password. The password must be eight characters long and have three of the following: one lowercase alphabetic character, one uppercase alphabetic character, one number, and one special character (e.g. %, #,!, etc.). 4. Click Submit. The Select a Security Question page appears. 5. Mark the checkbox next to a question, and enter an answer. 6. Click Save. The AzMERIT portal page appears. 7

14 Accessing TIDE Account activation is complete. You can proceed to TIDE by clicking the TIDE card (see Figure 4) in the portal page. Do NOT share your login information with anyone not authorized to access TIDE. TIDE provides access to student information, which must be protected in accordance with federal privacy laws. Logging in to TIDE To log in to TIDE: 1. Open your web browser and navigate to the AzMERIT portal at Figure 4. TIDE Card 2. Click the Test Coordinators or Test Administrators card. 3. Click the TIDE card. The Please Log In page appears. 4. Enter your address and password, and then click Log In. The Home page appears. Figure 5. Please Log In Page If your user account is associated with more than one district or school, TIDE may prompt you to select a role, district, or school to complete the login. 8

15 Accessing TIDE Reviewing Your Account Information and Password You can review your name, phone number, password, and other account information. To modify account information: 1. On the TIDE banner (see Figure 6), click My Account. The My Account page appears (see Figure 7). Figure 6. Accessing My Account in TIDE Figure 7. Fields in the My Account Page 2. To modify your user information, in the grayed out User Information section shown in Figure 7, contact someone in your district or school that has a higher level of access to assist. District Test Coordinators should to modify user information. 3. To modify your password, do the following: a. In the Old Password field, enter your current password. b. In the New Password and New Password (again) fields, enter the new password. The password must be eight characters long and have three of the following: one lowercase alphabetic character, one uppercase alphabetic character, one number, and one special character (e.g. %, #,!, etc. Your password cannot be the same as your current or previous password. 4. Click Update. TIDE saves your changes, and a confirmation message appears. 9

16 Accessing TIDE Resetting Your Password You need to reset your password if you forgot it or if the TIDE administrator locked your account. To reset your password: 1. Display the Home page by following Steps 1 3 in the section Logging in to TIDE. 2. On the Please Log In page, click Forgot Your Password? (see Figure 8). The Reset Your Password page appears (see Figure 9). Figure 8. Forgot Your Password? Figure 9. Fields in the Reset Your Password Page 3. Enter your TIDE address, and click Submit. TIDE sends you an activation with a new login link. 4. Click the login link in the . Your security question appears in your browser. 5. Enter the answer to your security question, and enter a new password. The password must be eight characters long and have three of the following: one lowercase alphabetic character, one uppercase alphabetic character, one number, and one special character (e.g. %, #,!, etc.). Your password cannot be the same as your current or previous password. 6. Click Submit. TIDE resets your password. Logging out of TIDE To log out of TIDE: On the TIDE banner (see Figure 10), click Logout. Figure 10. Logout of TIDE 10

17 Section III. Understanding the TIDE Interface This section describes TIDE s Home page and some common tasks such as sorting retrieved records. TIDE s Home Page The first page you see after logging in to TIDE is the Home page (see Figure 11). This page s appearance differs depending on your role. Figure 11. TIDE Home Page for the District Test Coordinator Role CAUTION: Loss of Data Working with TIDE in more than one tab or browser window may result in changes in one tab overwriting changes made in another tab. Do not have more than one TIDE browser tab or window open at one time. 11

18 Understanding the TIDE Interface Sorting Retrieved Records Many tasks in TIDE involve retrieving data and sorting the records. You can sort the retrieved records by clicking any of the column headings in the table. For example, Figure 12 is a portion of the View/Edit Users page. You can sort the records by clicking Role, District, School, or Address. (In the complete View/Edit Users page, there are many more columns by which you can sort.) Figure 12. Sort Columns Sort columns Changing Institution Depending on your permissions, you may have access to more than one district or school. To change institution: 1. On the TIDE banner, click Change Institution/Test Administration (see Figure 13). The Change Institution/Test Administration page appears (see Figure 14). Figure 13. Change Institution Button Figure 14. Change Institution/Test Administration Page 2. Update the information as necessary. All fields can be edited. 3. Click Submit. A new home page appears that is associated with your selections. 12

19 Understanding the TIDE Interface Selecting Records for an Action In some retrieval pages, you can perform an action on the retrieved records. You can select all the retrieved records for a given action, or you can select some of them. Referring to Figure 15, if you mark the checkbox in the header row, TIDE selects all the records. If you mark a checkbox in an individual row, TIDE selects that record and any other individual records you mark. In the example on the View/Edit Users page, you can export and download the retrieved records as an Excel file. Figure 15. Options for Selecting Retrieved Records Selects all retrieved records Selects individual record Navigating Back to Retrieved Records When you retrieve records, if you want to return to the retrieved records, you must click Go Back To Search Results (see Figure 16), not your browser s Back button. Figure 16. Example of Returning to Retrieved Records Use this button instead of your browser s Back button to return to a listing 13

20 Section IV. Reviewing Contact and Shipping Information The Contact Info task on the TIDE Home page is only available for users with the role of District Test Coordinator. The District Test Coordinator can view their District Test Coordinator contact information that is on file with ADE and the district shipping address. If the information contained on the Verify Contact Information page is incorrect, please contact ADE at To view contact and shipping information: On the TIDE Home page, select Contact Info (see Figure 17). The Verify Contact Information page appears (see Figure 18). Figure 17. Contact Info Figure 18. Verify Contact Information Page 14

21 Section V. Managing TIDE Users This section describes user roles and associated permissions. This section also describes how to manage user accounts. Retrieving User Accounts You can retrieve user accounts that satisfy given criteria. For a list of user roles that can perform this task, see Table 2. To retrieve user accounts: 1. From the TIDE Home page, click Manage Users (see Figure 19), then click View/Edit Users. The View/Edit Users page appears (see Figure 20). Figure 19. Manage Users Figure 20. Selection Fields in the View/Edit Users Page 2. From the drop-down lists, select your desired search criteria. Optional: Refine your search by specifying an address, first name, or last name. 3. Click Search. TIDE displays the found users at the bottom of the View/Edit Users page (see Figure 21). Figure 21. Retrieved Users From the listing of retrieved users, you can view detailed information about a user, add a user account, delete user accounts, sort the listing, and export the listing. 15

22 Managing TIDE Users Viewing and Editing User Details Depending on your user role, you may be able to view and modify detailed information about a user s TIDE account. For a list of user roles that can perform this task, see Table 2. To view and edit user details: 1. Retrieve the user account you want to view or edit by following the procedure in the previous section Retrieving User Accounts. 2. In the listing of retrieved users, click View corresponding to the user whose account you want to view (see Figure 21). The Edit User page appears (see Figure 22). Figure 22. Edit User Page 3. If your user role allows it, modify the user s details as required. Use Table 3. Fields in the View User Details Page as a reference. Table 3. Fields in the View User Details Page Field District Username Address First Name Last Name Phone TA Certified Description District associated with the user. To modify the district; you must delete and then add the user with the new district. See the sections Deleting User Accounts and Adding User Accounts for details. address for logging in to TIDE. address for logging in to TIDE. User s first name. User s last name. User s phone number. Indicates user has completed the TA Certification Course that is available on the AzMERIT Portal. 4. Click Save. 5. To return to the listing of user accounts, click Go Back to Search Results. 16

23 Managing TIDE Users (Do not use your browser s Back button to return to the listing.) Adding User Accounts When you add a user account, its role must be lower in the hierarchy than your role. (For an explanation of the user role hierarchy, see the section Understanding User Roles and Permissions.) Also you can add only those users that fall within your district or charter. For a list of user roles that can perform this task, see Table 2. To add a user account: 1. Select Manage Users, then select Add Users (see Figure 23). The Add Users page appears (see Figure 24). Figure 23. Add Users Tab Figure 24. Form Fields in the Add Users Page 2. Select the role, district, and school associated with the new user. 3. Using Table 3 as a reference, enter the user s address, first name, and last name. 4. Click Add User. TIDE adds the account and sends the new user an activation from 17

24 Managing TIDE Users Deleting User Accounts For a list of user roles that can perform this task, see Table 2. To delete user accounts: 1. Retrieve the user accounts you want to delete by following the procedure in the section Retrieving User Accounts. 2. In the View/Edit Users page (see Figure 25), do one of the following: o Mark the checkbox for the accounts you want to delete. o Mark the checkbox at the top of the table to delete all retrieved user accounts. Figure 25. Delete User Accounts 3. Click Delete. 4. In the confirmation dialog box, click OK. TIDE deletes the user accounts. Adding, Editing, or Deleting Users through File Uploads If you have many users to add, edit, or delete, it may be easier to perform those transactions through file uploads. This task requires familiarity with composing comma-separated value (CSV) files or working with Microsoft Excel. The following sections describe how to compose the files and then upload them to TIDE. 18

25 Managing TIDE Users Understanding the User Upload File Format The upload file is an Excel or CSV file with a heading row and data rows. Table 4 describes the columns in the upload file and associated valid values. Table 4: Columns in the User Upload File Column Description Valid Values District ID* School ID* District associated with the user. School associated with the user. District Entity ID that exists in TIDE. Up to 30 characters. School Entity ID that exists in TIDE. Up to 30 characters. Must be associated with the district ID. Can be blank when adding district-level users. FirstName* User s first name. Up to 35 characters. LastName* User s last name. Up to 35 characters. * User s address. Any standard address. Up to 128 characters that are valid for an address. This is the user s username for logging in to TIDE. Phone User s phone number. Phone number in xxx-xxx-xxxx format. Role* Action* User s role. For an explanation of user roles, see Understanding User Roles and Permissions. Indicates if this is an add, modify, or delete transaction. One of the following: DTC District Test Coordinator. DA District Administrator. STC School Test Coordinator. ST School Teacher. TA Test Administrator. One of the following: Add Add new user or edit existing user record. Delete Remove existing user record. *Required field. Submitting a User Upload File This section describes how to upload a file for adding, modifying, or deleting users. For a list of user roles that can perform this task, see Table 2. To submit a user upload file: 1. Select Manage Users, then select Upload Users. The Upload Users page appears (see Figure 26). Figure 26. Upload Users 19

26 Managing TIDE Users 2. Download one of the file templates by clicking Download Excel Template or Download CSV Template as shown in Figure Open the file in a spreadsheet application or text editor, and add a row for each user you want to add, modify, or delete. Be sure to follow the guidelines in Table 4. Save the file on your computer. An example of a simple upload file with the following transactions can be found in Figure 27: o The first row adds Thomas Walker as a TIDE user, specifying all fields except phone number. o The second row modifies Mark Ortiz s account, changing his role and adding the phone number. In this case you must list values in all other columns, even if you do not change them. o The third row deletes Julia Perry s account. o The fourth row adds Patricia Martin as a school test coordinator for school 993. o The fifth row adds Patricia Martin as a test administrator for a different school, school 994. Figure 27. Sample User Upload File 4. In the Upload Users page, click Browse, and navigate to the file you created in Step 3 above. Figure 28. Template Download and File Upload 20

27 Managing TIDE Users 5. Click Upload File. TIDE displays a preview of the uploaded file (see Figure 29). Use this preview to verify you uploaded the correct file. Figure 29. User Upload File Preview 6. Click Next. TIDE validates the file and displays error messages, if any. For information about resolving error messages, see the section Resolving File Upload Errors on page 54. NOTE: Validation and commitment of large files If your file contains a large number of records, TIDE processes it offline and sends you a confirmation when complete. While TIDE is validating the file, do not press Cancel as TIDE may have already started processing some of the records. For more information, see How TIDE Processes Large Files. 7. Click Commit. TIDE commits those records that do not have errors. You can view a history of file uploads; see the section Reviewing Upload History for details. 21

28 Section VI. Working with Student Information This section describes how to add and modify students records, and how those records affect testing and reporting. NOTE: All users can only view student records until March 5, The ability to add, upload or edit student demographic data will be available starting on March 5, Retrieving Student Records You can retrieve students records that satisfy given criteria. For a list of user roles that can perform this task, see Table 2. To retrieve student records: 1. On the TIDE Home page, select Student Information (see Figure 30), then click View/Edit Students. The View/Edit Students page appears (see Figure 31). Figure 30. Student Information Figure 31. Selection Fields in the View/Edit Students Page 2. From the drop-down lists, select search criteria. 22

29 Working with Student Information 3. Click Search. TIDE displays the retrieved students at the bottom of the View/Edit Students page (see Figure 32). Figure 32. Retrieved Students From the listing of retrieved students, you can view and edit detailed information about a student, move students between schools, print test tickets and Pre-ID labels, sort the listing, and export the listing (see Appendix A). 23

30 Working with Student Information Viewing and Editing Students You can view and edit detailed information about a student s record. For a list of user roles that can perform this task, see Table 2. To view and edit student details: 1. Retrieve the student record you want to view or edit by following the procedure in the section Retrieving Student Records. 2. In the listing of retrieved records, click View corresponding to the student whose record you want to view (see Figure 32). The View Student Details page appears (see Figure 33). Figure 33. View Student Details Page (Top Portion) 3. If your user role allows it, modify the student s record as required. Use Table 5 as a reference. 24

31 Table 5. Fields in the View Student Details Page Field School Description School code where student is enrolled. Student Demographics Last Name First Name Birth Date (MMDDYYYY) SSID Grade Gender SPED ELL Migrant Status Race and Ethnicity Test Eligibility Order Paper Test for Student with Disability Additional Information (Non-Embedded Accommodations for Computer-Based Testing) Student s last name. Student s first name. Student s date of birth. Student s State Student Identifier (SSID) within the enrolled district. Grade in which student is enrolled during the test administration. Student s gender Indicates if student does or does not have an IEP. Indicates if student is or is not an English language learner. Indicates if student does or does not have Migrant Status. Indicates student s ethnicity or ethnicities. Indicates if the student is eligible for EOC test(s), if any. If the student has an IEP that requires the use of an accommodated paper form of the test, select the accommodated version from the dropdown list. For each test subject, indicate if one or more non-embedded accommodations will be used (or were used) for the computer-based test. Test Settings for Computer-Based Testing Color Choices Print Size Accommodated Text-To- Speech Default setting is Black on White. For each test subject, modify the color choice if the student has an IEP that requires this. Default setting is 1X (no zooming). For each test subject, modify the print size (zoom level) if the student has an IEP that requires large print. Default setting is Instructions. For each test subject, modify the accommodated text-to-speech setting if the student has an IEP that requires that the test be read aloud. 4. Click Save. 5. To return to the listing of student accounts, click Go Back to Search Results. (Do not use your browser s Back button to return to the listing.) 25

32 Working with Student Information Adding Students To add a student into TIDE you must be associated with that school and district in your TIDE role. For a list of user roles that can perform this task, see Table 2. To add a student: 1. Click the Student Information tab, then click Add Students (see Figure 34). The Add Student page appears (see Figure 35). Figure 34. Add Students Figure 35. Fields in the Add Student page (top portion) 2. Using Table 5 as a reference, enter the student s information. 3. Click Save. TIDE adds the student. 26

33 Working with Student Information Moving Students Between Schools To move students from one school to another you must be associated with the original school and the new school for the student to perform this task. See Table 2 for a list of users who can perform this task. To move students: 1. Retrieve the students you want to move by following the procedure in the section Retrieving Student Records. 2. In the View/Edit Students page: o Mark the checkboxes for the students you want to move. o Mark the checkbox at the top of the table to move all retrieved students. 3. Click Move Students. A section appears for moving the students (see Figure 36). Figure 36. Moving Students 4. From the District drop-down list (if available), select the district to which you want to move the student. 5. From the School drop-down list, select school to which you want to move the student. 6. Click Move Student(s). After TIDE moves the student, a confirmation message appears. 27

34 Working with Student Information Printing Testing Tickets and Pre-ID Labels On the Student Information View/Edit Students section of TIDE you may print testing tickets and Pre-ID Labels. After searching for a group of students, users may access the Print Test Tickets and Print PreID Labels buttons at the top of the search results table (see Figure 37). TIDE generates the tickets or labels as PDF files that you download with your browser. See Table 2 for a list of users who can perform this task. Figure 37. Print Test Tickets and Pre-ID Labels for Testing The testing ticket can be printed out to assist students with logging into TIDE for computerbased testing. The testing ticket contains the student s log-in information: their first name and SSID (see Figure 38). Figure 38. Sample Testing Ticket A Pre-ID label is a label that you affix to a student s paper-based test booklet. Figure 39 is an example of what is on a student s Pre-ID label. The Test Administrator affixes this label to the student s test booklet. Figure 39. Sample Pre-ID Label 28

35 Working with Student Information To print testing tickets or Pre-ID labels: 1. Retrieve the students for which you want to print tickets or labels by following the procedure in the section Retrieving Student Records. 2. Click the column headings to sort the retrieved students in the order by which you want them printed. (For information about sorting, see the section Sorting Retrieved Records.) 3. Mark the check boxes next to the students for whom you want to print either Testing Tickets or Pre-ID Labels (see Figure 40). Figure 40. Select Students for Printing 4. Select either Print Testing Tickets or Print PreID Labels to generate a PDF file to download and print. Adding or Editing Students through File Uploads If you have many students to add or edit, it may be easier to perform those transactions through file uploads. This task requires familiarity with composing comma-separated value (CSV) files or working with Microsoft Excel. The following sections describe how to compose the files and then upload them to TIDE. Understanding the Student Upload File Format The upload file is an Excel or CSV file with a heading row and data rows. Table 6 describes the columns in the upload file and associated valid values. Table 6: Columns in the Student Upload file. Column Name Description Valid Values DistrictID* DistrictName State-issued entity ID for the district responsible for specific educational services or instruction of the student. Name of district corresponding to the DistrictID. Up to 5 numeric characters. Must exist in TIDE. Up to 75 alphanumeric characters. 29

36 Working with Student Information Column Name Description Valid Values SchoolID* SchoolName State-issued entity ID for the school responsible for specific education services and/or instruction of the student. Name of district corresponding to the DistrictID. Up to 5 numeric characters. Must exist in TIDE and be associated with the DistrictID. Up to 75 alphanumeric characters. StudentLastName* Student s last name. Up to 75 alpha characters including comma, space, hyphen, apostrophe. StudentFirstName* Student s first name. Up to 75 alphanumeric characters including comma, space, hyphen, apostrophe. StudentMiddleName* Student s middle name. Up to 75 alphanumeric characters including comma, space, hyphen, apostrophe. Birthdate* Day on which student was born. Date in format DD-MM-YYYY. Add leading zero for single-digit numbers. SSID* Grade* State-assigned student identifier which is unique within the district. Student s enrolled grade when assessed. Up to 8 numeric characters. Two-character grade in the range Add leading zero for singledigit numbers. Gender* Student s gender. One of the following: M Male F Female HispanicOrLatinoEthnicity* AmericanIndianOrAlaskaNa tive* Indicates student traces origin or descent to Mexico, Puerto Rico, Cuba, Central and South America, and other Spanish cultures, regardless of race. Indicates student has origins in any of the original peoples of North and South America (including Central America), and who maintains cultural identification through tribal affiliation or community attachment. One of the following: Y Yes N No One of the following: Y Yes N No 30

37 Working with Student Information Column Name Description Valid Values Asian* BlackOrAfricanAmerican* White* NativeHawaiianOrOtherPac ificislander* SPED* Indicates student has origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent. This area includes, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. Indicates student has origins in any of the black racial groups of Africa. Indicates student has origins in any of the original peoples of Europe, Middle East, or North Africa. Indicates student has origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. Indicates student has intellectual disability; hearing impairment, including deafness; speech or language impairment; visual impairment, including blindness; serious emotional disturbance (hereafter referred to as emotional disturbance); orthopedic impairment; autism; traumatic brain injury; developmental delay; other health impairment; specific learning disability; deafblindness; or multiple disabilities and who, by reason thereof, receive special education and related services under the Individuals with Disabilities Education Act (IDEA) according to an Individualized Education Program (IEP), Individual Family Service Plan (IFSP), or service plan. One of the following: Y Yes N No One of the following: Y Yes N No One of the following: Y Yes N No One of the following: Y Yes N No One of the following: Y Yes N No 31

38 Working with Student Information Column Name Description Valid Values ELL* EconomicDisadvantageStat us* MigrantStatus EOCAlgebra I EOCGeometry EOCAlgebra II EOCELA 9 Indicates student has a language other than English spoken in the home and qualifies for English language services because the student did not test Proficient on the state language proficiency assessment. Indicates student met the state criteria for classification as having an economic disadvantage. Indicates student is, or whose parents or spouses are, migratory agricultural workers, including migratory dairy workers, or migratory fishers, and who, in the preceding 36 months, in order to obtain, or accompany such parents or spouses, in order to obtain, temporary or seasonal employment and have moved from one district to another. Indicates student is currently enrolled in a course that teaches the AZCCR Mathematics Algebra I Standard. Indicates student is currently enrolled in a course that teaches the AZCCR Mathematics Geometry Standard. Indicates student is currently enrolled in a course that teaches the AZCCR Mathematics Algebra II Standard. Indicates student is currently enrolled in the first year of high school English course that is credit-bearing for high school graduation. One of the following: Y Yes N No One of the following: Y Yes N No One of the following: Y Yes N No One of the following: Y Yes N No One of the following: Y Yes N No One of the following: Y Yes N No One of the following: Y Yes N No 32

39 Working with Student Information Column Name Description Valid Values EOCELA 10 EOCELA 11 Indicates student is currently enrolled in the second year of high school English course that is credit-bearing for high school graduation. Indicates student is currently enrolled in the third year of high school English course that is credit-bearing for high school graduation. One of the following: Y Yes N No One of the following: Y Yes N No *Required field. Figure 41 is an example of a simple upload file with the following transactions: The first row adds José Gonzales as a student to the School The second row adds Hoang Nguyen as a student to the same school. Figure 41. Sample Student Upload File Submitting a Student Upload File This section describes how to upload a file for adding or modifying students. For a list of user roles that can perform this task, see Table 2. To submit a student upload file: 1. Click the Student Information tab, then Upload Students (see Figure 42). The Upload Students page appears. Figure 42. Upload Student File Tab 2. Download one of the file templates by clicking Download Excel Template or Download CSV Template (see top of Figure 43). 3. Open the file in a spreadsheet application or text editor, and add a row for each student you want to add, modify, or delete. Be sure to follow the guidelines in Table On the Upload Students page, click Browse, and navigate to your upload file you created in step 3 above. 33

40 Working with Student Information Figure 43. Upload Student File 5. Click Upload File. TIDE displays a preview of the uploaded file (see Figure 44). Use this preview to verify you uploaded the correct file. Figure 44. Student Upload File Preview 6. Click Next. TIDE validates the file and displays error messages, if any. For information about resolving error messages, see the section Resolving File Upload Errors. NOTE: Validation and commitment of large files If your file contains a large number of records, TIDE processes it offline and sends you a confirmation when complete. While TIDE is validating the file, do not press Cancel as TIDE may have already started processing some of the records. For more information, see How TIDE Processes Large Files. 7. Click Commit. TIDE uploads those records that do not have errors, and sends a confirmation . (You can view a history of file uploads; see the section Reviewing Upload History for details.) 34

41 Section VII. Working with Test Improprieties During computer-based testing a student may need their test invalidated due to a hardware malfunction or a testing impropriety. This section describes the two aspects of test improprieties: the types of improprieties and the statuses of improprieties and how you view, create, and monitor test impropriety requests. All requests for test improprieties will be reviewed by ADE. If ADE approves the request, the test impropriety request will be processed. If ADE does not approve the request, the test impropriety request will be rejected. For paper-based testing schools a testing incident will need to be submitted to The Testing Incident Form can be found on the AzMERIT Portal (http://azmeritportal.org). Creating Test Improprieties District Test Coordinators (DTC) can create a test impropriety for any test given in their district. To create test improprieties: 1. Retrieve the result for which you want to create a test impropriety by doing the following: a. Click the Test Impropriety tab, then click Create Test Impropriety (see Figure 45). The Create Test Impropriety page appears (see Figure 46). Figure 45. Test Improprieties Tabs Figure 46. Selection Fields in the Create Test Impropriety Page b. From the drop-down lists and in the text field, enter search criteria. c. Click Search Student Results. TIDE displays the results (see Figure 47). 35

42 Working with Test Improprieties Figure 47. Retrieved Test Improprieties 2. For each result for which you want to create a test impropriety, enter the reason in the Reason text box, and then click Create. TIDE displays a confirmation message. Retrieving Test Improprieties You can retrieve test improprieties that satisfy given criteria. For a list of user roles that can perform this task, see Table 2. To retrieve test improprieties: 1. Click the Test Impropriety tab, then click View Test Impropriety (see Figure 48). The View Test Impropriety page appears (see Figure 49). Figure 48. View Test Impropriety Tab Figure 49. Selection Fields in the View Test Impropriety Page 2. In the Step 1: Select request type drop-down list, select the type of impropriety you want to retrieve. For a listing of available types, see Table 7. 36

43 Working with Test Improprieties Table 7. Types of Test Improprieties Type Invalidations Resets Grace Period Extension Description Eliminates the test opportunity, and the student has no further opportunities for the test. You can submit these improprieties until the end of the test window. Allows the student to restart a test. You can submit these improprieties until the end of the test window. Allows the student to review previously answered questions upon logging back in to the test after expiration of the pause rule. Loss of Internet access is often the reason for requesting a Grace Period Extension. WARNING: Timing of resets Submit resets least one day prior to the end of a test window so that students can complete their test opportunity or so that data entry can be completed for paper-based tests. 3. In the Step 2: Select status drop-down list, select the status of the test improprieties you want to retrieve. For a listing of statuses, see Table 8. Table 8. Statuses of Test Improprieties Impropriety Status Error Occurred Pending Approval Processed Rejected Rejected by System Requires Resubmission Retracted Submitted for Processing Description of Status An error was encountered while the impropriety was being processed. Impropriety is pending approval. Impropriety was successfully processed and the test opportunity has been updated. Impropriety was rejected. Test Delivery System was unable to process the impropriety. Impropriety must be resubmitted. Originator retracted the impropriety. Impropriety submitted to Test Delivery System for processing. 4. In the Step 3: Filter by drop-down list, select a field by which you want to search. 5. If you selected something other than -All- in Step 4, enter a value for the search field you selected. 37

44 Working with Test Improprieties 6. Click Search. TIDE displays the found test improprieties at the bottom of the View Test Impropriety page (see Figure 50). Optional: To review additional information about an impropriety, click show comment. Figure 50. Retrieved Test Improprieties Table 9. Fields in the View Test Impropriety Page Field Case Number Description ID number associated with the impropriety. Request Type One of the impropriety types listed in Table 7. Reason Reason impropriety was submitted. Status One of the status codes listed in Table 8. Request Date Comments SSID Result ID Student s First Name Student s Last Name Test Test Opp # Date impropriety was created. Comment or explanation added by user who created the impropriety. Student s SSID associated with the result. Result ID associated with a test opportunity. A test can have more than one opportunity. Student s first name. Student s last name. Name of the test associated with the impropriety. Test opportunity associated with the result ID. 38

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