DATA STEWARD MANUAL

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1 DATA STEWARD MANUAL Revision Date: April 14, 2015 All screen shots, data dictionaries, and templates shown or referred to in this manual are accurate on the Revision Date noted above. When this manual is updated, the Revision Date will also be updated. An alert will be posted on the Test Updates webpage. A summary of changes is included in the Appendix under Document History. DYNAMIC LEARNING MAPS CONSORTIUM COPYRIGHT 2014

2 HELP DESK For questions regarding the online testing system or for additional assistance, please contact the Help Desk at (toll-free) or The Help Desk is open Monday through Friday from 8:00 a.m. to 7:00 p.m. Central Time. During your state s spring testing window, the Help Desk is open from 7:00 a.m. to 7:00 p.m. Central Time. The Help Desk is closed in observance of the following holidays. Labor Day Monday, September 1, 2014 Veterans Day Tuesday, November 11, 2014 Thanksgiving Day Thursday, November 27, 2014 & Friday, November 28, 2014 Christmas & New Year s break Wednesday, December 24, 2014 (half day) through Thursday, January 1, 2015 Martin Luther King, Jr. Day Monday, January 19, 2015 Memorial Day Monday, May 25, 2015 Independence Day Friday, July 3, 2015 The Help Desk provides support for a variety of situations, including: Testing environment issues Test administration and user account issues Student information issues When contacting the Help Desk, provide as much detail as possible about the issues encountered and the system on which it occurred. Please include: Your contact information ( address, name) The state and district in which your school is located Error messages Operating system and browser information Information about network configuration Test Administrators are directed to contact the local Technical Liaison if they encounter technical issues related to Internet availability, KITE installation, display resolution, and/or issues with sound/headphones/speakers, etc. Data Steward Manual Rev: 04/14/ of 87

3 DATA STEWARD MANUAL CONTENTS Help Desk... 2 Audience and Purpose... 5 Kansas Users... 5 INTRODUCTION... 6 About Dynamic Learning Maps... 6 About KITE and Educator Portal... 6 Access Additional Resources... 7 CHECKLIST FOR DATA STEWARD... 8 DLM Testing Phases for STATE ORGANIZATIONS AND AUTHORITY The State Organization Table Provide New State Data to DLM...10 Provide Updated State Data to DLM...10 State-Level User Accounts EDUCATOR PORTAL USER GUIDE FOR DATA STEWARDS Overview Required Software Supported Browsers...13 PDF Viewer...14 Manage User Account Activate Educator Portal Account...15 Access Educator Portal...18 Reset Educator Portal Password...19 Change Password...21 Complete Security Agreement...22 Change Display Name...23 Change Default Organization and Role...24 Manage User Data Overview...25 Create a User File...28 Data Steward Manual Rev: 04/14/ of 87

4 Load a User File...30 Add a User Manually...32 Assign a User Role or Multiple Roles...35 Merge Multiple Accounts...40 Change User Account Information...40 Resend the KITE Activation Message...44 View User Data Extract...46 Manage Enrollment Data Create an Enrollment File...47 Load an Enrollment File...54 Change Enrollment Data Previously Uploaded...56 Add a Student Record Manually...56 Edit a Student Record Manually...62 Remove a Student from Educator Portal...63 Load a TEC File...68 View Enrollment Data Extract...69 Manage Student Moves Move a Student from One Building to Another...69 Move a Student from One District to Another...70 Manage Roster Data Create a Roster File...71 Load a Roster File...74 Change Roster Data...77 Create a Roster Manually...79 View Roster Data Extract...81 Reports and Data Extracts View a Data Extract...82 Troubleshooting Common Data Upload Issues...84 System Error Messages...84 Help Desk Assistance Required...85 APPENDIX Document History Data Steward Manual Rev: 04/14/ of 87

5 AUDIENCE AND PURPOSE This document supports the Data Steward in preparing schools for the Dynamic Learning Maps assessment. It provides information about gathering, editing, and uploading user (teacher/staff), enrollment (student), and roster (assigning students to teachers) data in Educator Portal. It provides an overview of DLM and includes a checklist of key duties. It addresses planning needs, resources, and detailed procedures for each of the Data Steward s responsibilities. Be sure to check your state specific page on the DLM website to see if your state has provided additional information about responsibilities for local and state Data Stewards. KANSAS USERS Data Stewards in Kansas will only use parts of this manual because of the state s current contract with the Center for Educational Testing and Evaluation (CETE) which allows data to be uploaded via the KIDS system. Kansas Data Stewards should: 1. Complete all activities related to new users. 2. Upload TEST/STCO records through the KIDS system. Data Steward Manual Rev: 04/14/ of 87

6 INTRODUCTION ABOUT DYNAMIC LEARNING MAPS Dynamic Learning Maps (DLM) is a multi-state consortium that has developed a new type of computer-delivered alternate assessment. The DLM Alternate Assessment System is an assessment program designed to more validly measure what students with significant cognitive disabilities know and can do. The DLM system includes computer-based assessments and a web-based dashboard for educators to manage student information and educator professional development. DLM assessments are administered on a variety of devices. As a Data Steward, you will be asked to support the data needs for your state, district, or school. For more information about the Dynamic Learning Maps Consortium, please visit ABOUT KITE AND EDUCATOR PORTAL The Kansas Interactive Testing Engine (KITE) platform was designed and developed to meet the needs of the next generation of large-scale assessments. KITE consists of four applications. The two parts students and teachers see are: Students have accounts in KITE Client. KITE Client delivers assessments to students through the use of a customized secure web browser accessible on multiple devices. Practice activities and released tests are also available to students through KITE. In this manual we use KITE to describe the KITE Client. Staff do NOT have accounts in KITE. Staff and educators have accounts in Educator Portal (EP). Educator Portal is the administrative application where staff and educators manage student data; access professional development modules, required test administration training, and practice activities; and retrieve reports. The Data Steward uses Educator Portal. You can access EP via https://educator.cete.us. NOTE: The Instructional Tools tab will not be active until Phase B in November Reports will not be available until spring Data Steward Manual Rev: 04/14/ of 87

7 ACCESS ADDITIONAL RESOURCES Additional resources for Data Stewards and Test Administrators are available on the DLM website under Assessments Operational Testing To find materials specific to your state, choose your state from the menu. To find materials specific to a role, choose the role from the menu. Standard resources available across all states which Data Stewards may find helpful include: Data Steward Manual (PDF) Test Administration Manual (PDF) Supports the Data Steward in gathering, editing, and uploading user (teacher/staff), enrollment (student), and roster (assigning students to teachers) data via Educator Portal. Supports the Test Administrator in preparing themselves and students for testing. Data Steward Manual Rev: 04/14/ of 87

8 CHECKLIST FOR DATA STEWARD The key duties of the local Data Steward are to gather, validate, and upload teacher, student, and roster data into Educator Portal; and to update records as needed. A brief summary of key responsibilities and steps is summarized in the table below. Work with your Assessment Coordinator to determine due dates to meet your district testing schedule. An additional resource for planning is the DLM Testing Phases for calendar on page Read this Data Steward Manual. Step 2. Use the resources on your state s page to become familiar with DLM and the procedures to prepare your district s data. See Access Additional Resources on page Activate your Educator Portal account and complete the security agreement upon your first login if it appears. 4. Review your district s State Organizational Date; alert state representative of incorrect data as needed. 5. Collect teacher, student, and roster data. Use the instructions in this manual and the templates to prepare User, Enrollment, and Roster files. CSV templates are available on the Operational Testing webpage. 6. Validate data for accuracy. a. Send test message to users to validate accuracy of address. b. Confirm students and teachers are linked to correct schools in the User and Enrollment Templates. c. Confirm students are linked to correct teacher in the Roster Template. 7. Upload User file to Educator Portal. 8. Assign a role or roles to each user. See Assign a User Role or Multiple Roles on page Upload Enrollment and Roster files to Educator Portal. 10. Alert Assessment Coordinator and teachers when data uploads are complete. 11. Assist with changes to user, enrollment, and roster data. We recommend changes only be made during the windows for data validation and cleanup as noted in the DLM Testing Phases for calendar on page 9. Data Steward Manual Rev: 04/14/ of 87

9 DLM TESTING PHASES FOR Phase A Field Test Phase B Field Test Phase C Field Test Braille Field Test Spring Test Operational Instructionally Embedded Operational Instructionall y Embedded (tentative) Oct Nov 10-Dec 20 Jan 5-Mar 6 Jan 19-Feb 13 Mar 16-Jun 12 Tasks from Checklist Due Date Due Date Due Date Due Date Due Date Organizational Table Changes Submitted to DLM (state level) 9/5 9/5 9/5 9/5 9/ /29 10/27 12/22 1/5 3/2 9 10/ / / /1-10 2/23-3/13 How do I get started? My state/district is New to DLM testing (has NOT participated in a field test or pilot test). Not new to DLM. We have used Educator Portal to upload teacher and student data to DLM before. Go to the section in this manual titled STATE ORGANIZATIONS AND AUTHORITY EDUCATOR PORTAL USER GUIDE FOR DATA STEWARDS Data Steward Manual Rev: 04/14/ of 87

10 STATE ORGANIZATIONS AND AUTHORITY The state must set up an organizational file before the Data Steward can begin work the first time. THE STATE ORGANIZATION TABLE Educational units in the DLM consortium states are organized in a variety of structures. Some states organize districts into regions; others define the smallest unit as a school or a building. The KITE system has been designed to accommodate many centralized, distributed, and decentralized organizational structures. Before any users in a state can be uploaded into Educator Portal, the State Education Agency (SEA) must provide DLM with State Organization Tables. If you are uncertain if your state has already provided this information, check with your SEA or review your state s DLM webpage. It is important that you follow the structure in your State s Organization Table because data in your User (teacher), Enrollment (student), and Roster files will not load unless the organization information you use matches information in your State Organization Table. PROVIDE NEW STATE DATA TO DLM to connect the state data team with the DLM data team and begin the process to provide your state organization table which is the first step in providing teacher and student information to DLM. PROVIDE UPDATED STATE DATA TO DLM States are responsible for providing changes to state organizational data. with those details. State and district users should await confirmation that changes have been made before proceeding. STATE-LEVEL USER ACCOUNTS Each state must define its own distribution of authority and responsibility for tasks associated with DLM testing. A state may, for example, retain all authority and responsibility for assessment coordination and data stewardship; or distribute parts of that authority to Assessment Coordinators and Data Stewards at the regional, district, or school level. 1 1 Regardless of the organizational structure, Assessment Coordinators and Data Stewards outside the SEA are referred to as local in this guide. Data Steward Manual Rev: 04/14/ of 87

11 Once the State Organization Table is defined in Educator Portal, SEAs must also provide a user file with records for the state-level Assessment Coordinator and Data Steward. DLM will load this information and set the roles and permissions. DLM will set up (in Educator Portal) the top-most user account at the state level. Those users will, in turn, set up user accounts at the next level. States that wish to use a completely centralized model do not need to set up additional user accounts except for teacher records. Data Steward Manual Rev: 04/14/ of 87

12 EDUCATOR PORTAL USER GUIDE FOR DATA STEWARDS This section outlines the step-by-step procedures a Data Steward might use in Educator Portal. Hint: If Educator Portal or KITE look or behave differently and you are using a printed version of this manual, please check for an updated version of the manual on your state s DLM webpage. OVERVIEW Several procedures are required to successfully upload the required data to Educator Portal. We recommend you review the entire series of procedures to understand the complete process, the required and optional steps, before you begin. Educator Portal is the administrative application where staff and educators manage student data; access professional development modules, required test administration training, and practice activities; and retrieve reports. EP operates with related tables of data. Upload files in this order so that records and relationships are correctly linked. 1. The User File creates user accounts for state and district users such as teachers, test proctors, and administrators in Educator Portal. 2. The Enrollment File creates student records in Educator Portal, allowing the student access to KITE. 3. The Roster File groups students by course rosters and links students to their teachers so that the teacher can access the student information in Educator Portal. The key fields linking these tables are: District, School, and Building Identifiers (State Organization Table) Educator_Identifier (links a teacher to a roster of students) State_Student_Identifier (uniquely identifies a student) (also the teacher username for Educator Portal) Hint: Note fields which are included in more than one file. The data in these fields must match across files, especially where the same data applies to many records (e.g., Attendance_School_Program_Identifier in the Enrollment File will apply to many students and must match the Organization value in the User file). Use copy and paste to avoid typos. Data Steward Manual Rev: 04/14/ of 87

13 You will use three upload templates (User, Roster, and Enrollment). These files must be saved and uploaded as Comma-Separated Values (CSV) tables. We recommend that you prepare and upload your data in batches (by school for example). Working in small batches will make it easier to find and fix data upload issues. Each of the following sections summarizes the steps to upload the three types of files. Also listed are the field names and definitions for each field in these files. These data dictionaries are in the same order as each CSV upload template. REQUIRED SOFTWARE SUPPORTED BROWSERS See the KITE Requirements webpage to choose a browser which will work well with Educator Portal. For more information on browsers and technology in your district, contact your Technical Liaison. To access the KITE Requirements webpage, follow these steps: 1. Go to 2. Click Assessments KITE & Educator Portal. Data Steward Manual Rev: 04/14/ of 87

14 3. Click View KITE Requirements. 4. Look for the section titled Supported Browsers. PDF VIEWER To view PDFs in Educator Portal, educators will need Adobe Reader or other software which allows you to view and print PDFs. Download Adobe Reader from Contact your Technical Liaison for questions related to technology specifications. Data Steward Manual Rev: 04/14/ of 87

15 MANAGE USER ACCOUNT ACTIVATE EDUCATOR PORTAL ACCOUNT Before you can upload data to Educator Portal for other users, you need to activate your Educator Portal account. You should have been given an account with the District Test Coordinator role assigned so you can fulfill your Data Steward responsibilities. If you already have an account, skip to the procedure titled Data Steward Manual Rev: 04/14/ of 87

16 Access Educator Portal on page After the SEA Data Steward has uploaded the data required to set up Educator Portal accounts for local Data Stewards, you will receive an Activate your Account for KITE Assessment Administration message from Hint: The message may reference KITE, but this is the path to Educator Portal. 2. Click the link in the message. The Activate User screen appears. 3. Complete these fields: First Name Last Name Password Confirm Password 4. Click Activate. Data Steward Manual Rev: 04/14/ of 87

17 5. Receive a confirmation message. Click Back To Login. Data Steward Manual Rev: 04/14/ of 87

18 ACCESS EDUCATOR PORTAL Hint: The first time you access Educator Portal, go to the procedure titled Activate Educator Portal Account on page 12. To access Educator Portal, follow these steps: 1. Using a recommended internet browser, go to https://educator.cete.us/. 2. Complete these fields on The Sign In screen. Username (usually your address; use lower case) Password (case sensitive) 3. Click Sign In. Data Steward Manual Rev: 04/14/ of 87

19 RESET EDUCATOR PORTAL PASSWORD Hint: Use this procedure ONLY if you forgot your password. To change your password, see Change Password on page 21. To reset a password in Educator Portal, follow these steps: 1. Go to Educator Portal at https://educator.cete.us. 2. Click Forgot Password? 3. Type your Username. 4. Click Submit. Receive a password reset from within one hour; check your junk or spam folders if this automated message does not Data Steward Manual Rev: 04/14/ of 87

20 arrive. 5. Click the link in the message. 6. Type your Username. 7. Type a new password in the Password and Confirm Password fields. 8. Click Submit. 9. Click Return to KITE Login Page. Data Steward Manual Rev: 04/14/ of 87

21 CHANGE PASSWORD To change your password, follow these steps: 1. Click My Profile. 2. Click Change Password on the left menu. 3. Complete these fields. Current Password New Password Confirm Password 4. Click Save. 5. Click the X to close the pop-up window. Data Steward Manual Rev: 04/14/ of 87

22 COMPLETE SECURITY AGREEMENT Educators and Educator Portal users who have access to DLM assessments will be required to read and respond to a security agreement. This information is stored in Educator Portal and is renewable annually. The Security Agreement should appear the first time you log in to Educator Portal. A summary of completed agreements will be distributed to DLM state partners at the end of the year. 1. Go to My Profile. 2. Click Security Agreement on the left menu. 3. Read the agreement. 4. Choose your reply. 5. Type your full name in the field. 6. Click Save. 7. Click the X to close the pop-up window. Data Steward Manual Rev: 04/14/ of 87

23 CHANGE DISPLAY NAME The display name is the name that shows when you log into the application. The default display name is the first name and last name that was defined in the user upload completed by your Data Steward to create your account. Changing your display name is optional. To edit your display name, follow these steps: 1. Click My Profile. 2. Click Edit Display Name on the left menu. 3. Type your Display Name. 4. Click Save. 5. Click the X to close the pop-up window. Data Steward Manual Rev: 04/14/ of 87

24 CHANGE DEFAULT ORGANIZATION AND ROLE The default organization and role impact the view that appears when you log into Educator Portal. The default organization and role was defined in the user upload completed by your Data Steward to create your account. Changing your default organization and role is optional. To change your default organization and role, follow these steps: 1. Click My Profile. 2. Click Change Default Organization and Role on the left menu. 3. Choose the organization and role you want to be the default. 4. Click Save. 5. Click the X to close the pop-up window. Data Steward Manual Rev: 04/14/ of 87

25 MANAGE USER DATA OVERVIEW You will use the User File to create unique user accounts in Educator Portal with permission to access specific student data within the assigned school or district. Users include teachers, test administrators, Data Stewards, and Assessment Coordinators. Optionally, you may consider creating an account for Technical Liaisons. Creating a new user account is a multi-step process where you upload the user who is automatically assigned the role of teacher. If they require a different role or additional roles you will assign those using the procedure titled Assign a User Role or Multiple Roles on page 35. To activate their account, a user completes steps from the system-generated activation message. See the flow chart below showing an overview of the steps required to upload and activate a user account in Educator Portal. Data Stewards are able to add additional roles or change a user s role and re-send the account activation message. Data Steward Manual Rev: 04/14/ of 87

26 On the sign in screen, there is an option for any user to create their own Educator Portal account. PLEASE DO NOT ENCOURAGE THE USE OF THIS FEATURE AS IT MAY CAUSE FUTURE PROBLEMS UPLOADING DATA. Please note: This form cannot be used to overwrite existing data in the system. If a user completes this form using data identical to data previously uploaded, the user will receive an error message. If a user completes the form using different or new data, the user might have trouble getting their roster assigned to the right account. If this form is completed first and the Data Steward tries to upload a data file with that user in it, the Data Steward will receive an error message. If a user uses this form to create an account, they will only be assigned the role of PD User. The Data Steward must update the user s role to reflect additional roles needed. The User file contains these fields: Legal First Name Legal Last Name Educator Identifier Organization Organization Level Educator Portal displays the Legal First Name and Legal Last Name exactly as they are entered in the User file. Best practices are to use mixed-case (Sarah DuShagne) not all capitals (SARAH DUSHAGNE). Use spaces, hyphenation, and accent marks to produce better results later. The Educator Identifier field is the key connector between teachers and students and is used to group student records into rosters. Educator Portal uses the Educator Identifier field to control building-level account access to individual student data. This code must be unique within the state. If you do not have an identifier value for a teacher, DO NOT upload that user. Users who do not need to be connected to students are not required to have an Educator Identifier. Data Steward Manual Rev: 04/14/ of 87

27 The column labeled Organization is an alphanumeric field used to identify a specific school or district. Upon logging into Educator Portal, only the student records that match the user s assigned Organization ID will be displayed. See your State Organizational Tables for more information. Use the Organization Level field to indicate the scope of user access to student data within Educator Portal. For example, teacher accounts will typically be created at the school level by recording the letters SCH in the Organization Level column. SCH stands for School/Building. To support a teacher with responsibilities for classes in multiple buildings, choose one Organizational Level in the User file (typically SCH) and use the procedure titled Add a User Manually on page 32 to add more Organizational Levels. Data Steward Manual Rev: 04/14/ of 87

28 CREATE A USER FILE This is a required procedure. To create a user file, follow these steps: 1. Download the User Template from your state s DLM webpage. Hint: Always start by downloading the template to ensure sure you have the current file. 2. Open the User Template in a spreadsheet program that can save data in the CSV format. Template MUST be uploaded as a CSV file format. 3. When using the upload template, make sure all fields are formatted as text. This will preserve leading zeroes. If, after saving the file as CSV, you reopen it, you will need to reset the format to text to ensure the leading zeroes remain. All of the field names must be included as column headings in your CSV file for the upload process to work. The Req? column indicates whether or not a field must contain information for each user to ensure a successful file upload. Columns with No in the table below can be blank for a user. 4. Using a new line (row) for each user, type the information for each new user into the CSV file. 5. Verify that all column headings appear in the file, even if some columns are blank. Hint: Not all columns in the CSV template require data. However, all columns in the CSV template must be included to successfully upload. 6. Save the file as a CSV file. The system will only load files saved in CSV format. Hint: Save the file in a location you can easily access later. Your state may offer a resource which maps the field names shown below to codes and identifiers commonly used in your state or district. See the Appendix on page 86 and Access Additional Resources on page 7. Data Steward Manual Rev: 04/14/ of 87

29 Field Format; Length Req? Description Special Notes Legal_First_Name Alphanumeric Yes The user s first name. Double-check that you have first and last names listed in the correct columns. Legal_Last_Name Alphanumeric Yes The user s last name Double-check that you have first and last names listed in the correct columns. Educator_Identifier Alphanumeric; 30 Special characters found in addresses are allowed Alphanumeric Use only lower case. Yes for teachers No for other users Yes The user s identification code. For educators, this is usually their state license number. Alternatively, another state identification number may be used. NEVER use social security numbers. Check with your SEA Data Steward if you have questions about this value. The user s address. This will become the user s Educator Portal login name. Organization Alphanumeric Yes The code for the user s district, school, or other organizational unit. Must include any leading zeros. Organization_Level Alphanumeric UPPERCASE ONLY Yes The user s access level, e.g., DT (district), SCH (school/building). If a user will not be assigned to students, leave this field blank. For example, a district supervisor would not need an educator identifier. New users will receive their KITE activation message to this address. As a key field, it must be accurate. It is strongly recommended that it be the official work-issued address. We recommend sending an message to verify the accuracy of the address before including it in your upload. Use the Organization code from your State Organizational Table. Data in this field will be matched against the organization information provided by your state and present in KITE and Educator Portal. Failure to match will result in record rejection. Use the Organization_Level from your State Organizational Table. Users can have only one organization level for the initial upload. Data Steward Manual Rev: 04/14/ of 87

30 LOAD A USER FILE This is a required procedure. To load a user file to Educator Portal, follow these steps: 1. Click Configuration. 2. Click Users. 3. Select Upload Users. 4. Apply filters in the Select Organization fields to choose the level you need. Hint: If you do not see the correct option listed, your account permissions may need to be changed. Contact your state-level Data Steward. Data Steward Manual Rev: 04/14/ of 87

31 5. Click to find the CSV file on your computer. A browser window appears. 6. Locate the CSV file you created. 7. Click the file name to select it. 8. Click Open. The filename appears in the File field. Hint: Verify that the file has a.csv file extension. Filenames with extensions ending in.xls or.xlsx will be rejected. 9. Click Upload. The confirmation message indicates the number of records uploaded and if applicable, the number of records rejected. Hint: Each line in the CSV file is one record. 10. Click View Details to see error messages related to the upload. Hint: If the rejection reason is that the address is invalid, this may mean that the user already has an account in the system. Data Steward Manual Rev: 04/14/ of 87

32 ADD A USER MANUALLY This procedure is most helpful when adding only a few users. When adding several students it is best to use the User Template. To add a user manually, follow these steps: 1. Click Configuration. 2. Click Users. 3. From Select Action, choose Add User Manually. 4. Complete these fields: First Name Last Name Address (will be used as the login ID) Educator Identifier (If the user is a teacher, this field is required to allow students to be rostered to them.) Data Steward Manual Rev: 04/14/ of 87

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