Ohio Online Assessments

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1 Ohio Online Assessments TIDE User Guide The information contained in this document is to be used only for the Spring 2015 AASCD and Ohio Online Science and Social Studies Tests. Updated April 16, 2015 Prepared by the American Institutes for Research (AIR)

2 Table of Contents Overview of the Test Information Distribution Engine...5 Additional Resources...5 Computer and System Requirements...5 About Microsoft Excel Files... 5 Introduction to This User Guide...7 Understanding the User Guide...7 Section I: Accessing TIDE...8 Accessing TIDE: First-Time Users...8 Logging into TIDE: Post-Account Activation Resetting Your Password Select Administration, Role and District/School Switching Between Ohio Online Systems Section II: Understanding the TIDE Interface Home Page TIDE Banner TIDE Tabs Changing the Selected School/Test Administration My Account Updating Your Password Section III: TIDE Tasks Task: Contact Info Task: Confirm Participation Task Group: Manage Users Task: View/Edit Users Searching for User Records Understanding the Search Results Table Sorting Search Results Exporting User Records (Updated) Export All Records Export Selected Records Deleting Users Viewing and Editing User Details Task: Add User Task: Upload Users Download the Template (Create User Upload File)

3 User File Requirements Adding or Editing User Information Adding Users to Multiple Districts or Schools Updating or Correcting Previously Uploaded User Information Uploading the User File View User Upload History Task Group: Student Information About Pre-ID Information Task: View/Edit Students Searching for Student Records Advanced Search Options Understanding the Search Results Table Sorting Search Results Exporting Student Records Export All Records Export Selected Records Deleting Students Moving Students Viewing a Student s Complete Record Task: Add Students Task: Upload Pre-ID File Download the ODE Specifications File Uploading the Student File Upload history Task: Upload Student Settings Creating the Upload File Adding or Editing Student Settings Information Uploading the Student Settings File Upload history Task Group: Orders Spring 2015 AASCD Spring 2015 OCBA Task: On-Time Orders Viewing On-Time Orders Information: Editing Order Information Task: Additional Orders

4 Requesting Additional Materials (Adjusting Quantities) Task: Order History Viewing District and School Orders Viewing Individual Order Information Task: Order Summary Viewing the Order Summary Exporting the Order Summary Task: Track Shipments Task Group: Rosters Task: Manage Rosters Adding a New Roster Editing an Existing Roster Deleting a Roster Task: Upload Rosters Download the Template (Create Upload Roster File) Upload Roster File Requirements Adding or Editing Roster Upload Information Uploading the Roster File Task: Download Voice Pack (OCBA Only) Task Group: Test Status Requests Understanding Test Status Requests Types of Requests Status of Requests Available Appeals by Test Status Task: Viewing Requests Task: Creating Test Status Requests Task: Creating Requests Through File Uploads Understanding the Request Upload File Format Submitting a Test Status Request Upload File Appendix A: User Roles and Descriptions Appendix B: Common Errors with File Uploads Appendix C: Opening a CSV File in Excel User Support

5 Overview of the Test Information Distribution Engine The Test Information Distribution Engine (TIDE) system collects and stores student demographic information and provides authorized users with the tools to add and manage users for administrative tasks associated with the spring 2015 administrations for the Alternate Assessments for Students with Significant Cognitive Disabilities (AASCD) and the Ohio Science and Social Studies Tests (also referred to as the Ohio Computer Based Assessments, OCBA). Authorized users can also order test administration materials, create rosters, and download test resources. TIDE uses a role-specific design to restrict access to certain tools and applications based on the user s designated role. Depending on your user role and test administration, not all functions and features mentioned in this user guide may apply to you. To see which tasks you have access to, refer to Table 2. TIDE allows authorized users to do the following: Add, view and edit district and school user accounts Add, view and edit student information Order test administration materials Upload and manage rosters for the Online Reporting System (ORS) Submit test status requests Download optional Voice Packs for text-to-speech Track paper answer documents The TIDE User Guide will be updated to include information for the Test Status Requests, and Answer Documents tasks prior to their availability. Additional Resources This user guide does not provide information on test administration policies. For additional information and resources pertaining to the online administrations, refer to the documents available on the Ohio Alternate Assessment Portal or the Ohio Computer Based Assessments Portal (http://oh.portal.airast.org). Computer and System Requirements This user guide does not provide information about computer or system requirements for TIDE. You can find information on these requirements in the Test Administration Resources section of the Ohio Alternate Assessment Portal or the Technology Resources section of Ohio Computer Based Assessments Portal (http://oh.portal.airast.org). About Microsoft Excel Files TIDE allows authorized users to export/download files in one of two formats:.csv and.xlsx. The file format you select will depend on which version of Excel you are using. Comma-separated values (.csv): If you have Excel 2003 or earlier, AIR recommends that you download exported records in.csv format. These files do not automatically preserve leading zeros (numbers that begin with at least one zero, e.g., 5

6 ). Therefore, to ensure that student data, especially SSIDs, appear in Excel correctly when using the.csv file, follow the instructions in Appendix C: Opening a CSV File in Excel. Excel: Microsoft Excel 2007 or newer opens.xlsx files while automatically preserve leading zeros. You must use these versions of Excel to open these files correctly. These files cannot be opened using an earlier version of Excel. 6

7 Introduction to This User Guide This user guide supports users who manage testing for students participating in the Spring 2015 Alternate Assessment or Ohio Science and Social Studies Tests. This introduction describes the contents of this document and includes a key for identifying icons and elements found in this guide. The information presented in this user guide applies only to the TIDE system used for the Spring Alternate Assessment and Ohio Science and Social Studies Tests. This does not cover information regarding TIDE for the Grade 3 Reading Ohio Achievement Assessment, the Ohio Graduation Tests or the Ohio Test of English Language Acquisition. If you are looking for the TIDE User Guide for OAA, OGT or OTELA, you can download it from Understanding the User Guide This user guide provides information about all tasks available to authorized district and school personnel. Each section and appendix begins on a new page, which allows for easy printing. Section I, Accessing TIDE, includes instructions for accessing TIDE for the first time and activating your account, as well as logging in after your account has been activated. Section II, Understanding the TIDE Interface, provides an overview of the TIDE design and available features. Section III, TIDE Tasks, includes an in-depth overview of the tasks, features and functions available in TIDE. Tasks, features and functions apply to all administrations, except where noted. The information presented in those sections will apply only to the specified administrations. The appendices provide additional information, including descriptions of user roles, instructions on opening a CSV file in Excel, and common errors that occur when uploading files. Table 1. Key Icons and Elements Icon Description Warning: This symbol accompanies important information regarding actions that may cause errors. Caution: This symbol accompanies important information regarding a task. Note: This symbol accompanies helpful information or reminders. New: This symbol appears when a section of the user guide is new. It typically appears after a section header. Text that appears in shaded boxes provides instructions relevant to the task described: Numbered (ordered) lists provide step-by-step instructions. Bulleted lists provide instructions that do not need to be performed in a specific order. [Text] Text in brackets is used to indicate a link or button that is clickable. 7

8 Section I: Accessing TIDE This section contains information on how to activate a new TIDE account, how to log in after accessing TIDE for the first time, and how to reset a forgotten password. Do not share your login information with anyone. TIDE provides access to student information, which must be protected in accordance with federal privacy laws. Accessing TIDE: First-Time Users Users who have been newly added to TIDE will receive an automated . This contains the following information: Your welcome to TIDE A link to the login page. A secure, temporary password. This password expires five days after the was sent. Instructions for establishing a new password and security question. You must click the secure link in the to activate your account. Once you have logged in with your temporary password, you will need to set up a new password and provide an answer to a security question before you can access TIDE. Figure 1. Single Sign On Login Page To login with your temporary password: 1. On the Login page (see Figure 1), enter your username and temporary password. 2. Click [Secure Login]. You will be directed to the Reset Password screen (see Figure 2) where you will need to reset your password. 8

9 Figure 2. Reset Password Screen To reset your password: 1. In the Old Password field, enter your temporary password. 2. In the New Password and Confirm New Password fields, enter your new password. The password must be at least eight (8) characters long, cannot be the same as your current or previous password and must have at least three of the following: one lowercase alphabetic character one uppercase alphabetic character one number one of the following special characters: %, #, or! 3. Click [Submit]. You will be directed to the Select a Security Question screen where you will need to set up a security question and answer. Figure 3. Select a Security Question Screen 9

10 To set up your security question and answer: 1. From the questions listed on the Select a Security Question screen, select a security question by checking the checkbox next to the question. 2. Provide your answer to the security question in the corresponding text box provided. 3. Click [Save]. You will be directed to the Ohio Assessment Systems Portal from where you can access the required assessment and system. Alert: Important Information Regarding Your Passwords If you are a user who has recently been added to TIDE, you should have received an from that contains a temporary password and a link to sign in to the Ohio Online Assessment systems. You must log in with your temporary password within five days of receiving the in order to activate your account. The temporary password is valid for five (5) days. You will be prompted to update your password and select and answer a security question. Did your first temporary password expire? If you did not log in within five days of receiving the first password and activate your account, you must click [Click here to request one] link on the Single Sign On page, then enter your address into the Address field, and then click [Next]. You will receive another containing a new temporary password. (It may take up to 10 minutes to receive the new .) You MUST log in within five days to activate your account. Did you forget your password? If you forgot your password, you can reset it. You can only reset your password after you have activated your account by selecting a security answer and question. Click the [Forgot Your Password?] button on the Single Sign On page and then enter your address into the Address field. Click [Next], enter the answer to the security question and then click [OK]. You will receive another containing a new temporary password, which also expires in five days. (It may take up to 10 minutes to receive the new .) Did you not receive an containing a temporary password? s from Single Sign On come from Check your spam folder to make sure your provider did not categorize it as junk mail. If you still do not have an , contact your Test Coordinator to make sure you were added to TIDE. Only users who have been added to TIDE will receive an account with a temporary password. Additional Help If you are unable to log in, contact the Ohio Help Desk for assistance. You must provide your name and address. Contact information is available in User Support. 10

11 Logging into TIDE: Post-Account Activation To log into TIDE, you must have an authorized username and password. If you have not yet received your login information, contact your District Test Coordinator (DTC), District Administrator (DA), or Building Test Coordinator (BTC). He or she will need to add you to TIDE. If you are a DTC, you should contact the Ohio Help Desk for your login information. Do NOT share your login information with anyone. If other individuals require access to TIDE, they should contact their BTC, DA or DTC to have an account created. 1. Open a supported Web browser and navigate to the Ohio Assessment Systems Portal: Select either the Ohio Alternate Assessment Portal or the Ohio Computer Based Assessments Portal. Figure 4. Portal 2. Click either the [Teachers/Test Administrators] or [Test Coordinators] card to access TIDE and other applications. Figure 5. User Cards 3. Click the [TIDE] card. You will be directed to the login page. Figure 6. TIDE Card 11

12 4. Type your username ( address) and password in the respective text boxes, and then click [Secure Login]. You will be directed to the TIDE Home page. Figure 7. Login Screen Resetting Your Password If your account was locked or if you forgot your password, click the [Forgot Your Password?] link on the login page. You will need to provide your username ( address) that is on file in TIDE and the answer to the security question you entered when you activated your account. You will receive an automated that contains a new temporary password. When you login with the temporary password, you will be directed to set a new password and security question. Select Administration, Role and District/School After you log into the site, you will be prompted to select an administration. Select a test administration from the drop-down list. If you are a user with more than one role, you may be prompted to select a user role. Users who have only one role will not have this option. Select the role from the drop-down list, verify your district and/or school, and then click [Select]. You will be directed to the TIDE Home page. Figure 8. Select Test Administration 12

13 Switching Between Ohio Online Systems From the drop-down menu, select the application you want to use. You will be directed to the main page for that application. (The list of available applications depends on your user role.) Figure 9. System Navigation Drop-Down Menu Warning: Although navigating to another system is easy, it is important to understand how the system operates in order to avoid unintended consequences of switching systems. If you are using the TA Interface or TA Practice Site and you navigate away from it, your session will stop and all students in the session will be logged out. You cannot resume your session. You will have to create a new session, and your students will have to log in again to resume testing. 13

14 Section II: Understanding the TIDE Interface Home Page The first screen you will see after you log in is the TIDE Home page. Your user role is displayed on the screen in the top right corner, next to your name. The Home page allows you to view available tasks based on your user role. Refer to Table 2 and Table 3 for additional information. Figure 10. Sample Home Page for District Test Coordinators Warning: Do NOT open TIDE in more than one browser window or tab. Changes made on one page in one window may overwrite changes made in another and result in loss of data. 14

15 TIDE Banner The TIDE banner, which includes the tabs, is visible at all times and also contains specific links and features. Figure 11. Sample TIDE Banner The upper right corner displays the following information and links: Your name (User) and user role (Role). [My Account] Click to view and/or update your contact information and change your password. [Contact Us] Click to view Ohio Help Desk contact information. [Log Out] Click to log out of the site. [Help] Click to view and download this TIDE User Guide. [FAQ] Click to view frequently asked questions about TIDE. Your district/school name and selected test administration are also visible in the upper right corner of the screen. TIDE Tabs The TIDE interface uses tabs, which resemble file folders, as the primary means of navigating between tasks. Some tasks in the TIDE interface contain multiple subtasks, as displayed in Figure 11. TIDE is automatically configured to show only the tasks and subtasks that are available to you based on your user role. The above image is representative for District Test Coordinators. Tasks that are grayed out cannot be accessed until they become active. 15

16 Changing the Selected School/Test Administration The Change Institution/Test Administration feature is available in the top right corner of the banner. This feature allows you to view information for another school and/or test administration without logging out and then logging back in again. Note: Depending on your user role, this feature may not be available. User accounts with only one associated institution will not be able to change schools. Figure 12. Change Institution/Test Administration Window 1. Click the [Change Institution/Test Administration] button. 2. Select a test administration. 3. Select a role type. 4. Confirm/select the district and school. 5. Click [Submit]. 16

17 My Account This section contains your personal information. You can update your information in the editable (white) text fields. You cannot update your role or address. If your role or address needs to be changed, contact your District or Building Test Coordinator. Figure 13. My Account Window Updating Your Password 1. Click [Change Password]. You will be directed to the Single Sign On password reset screen. 2. Enter your current password into the Old Password text box. 3. Enter your new password into the New Password text box. The password must be at least eight characters long and have three of the following: one lowercase alphabetic character, one uppercase alphabetic character, one number, and one special character (%, #, or!). 4. Enter the new password again into the New Password (again) text box. 5. Click [OK]. If TIDE validates your new password, a message will appear saying that your account was successfully updated. Password changes take effect immediately and apply to all Ohio Online systems. 17

18 Section III: TIDE Tasks The following features and functions, called tasks, are included in TIDE. Tasks are identified by their tab names. Not all users can access each task. Table 2 and Table 3 show which users have access to each task. Definitions for each user role are provided in Appendix A. The following symbols appear in the table: The task is available at the district level. The task is available at the school level. Table 2. User Role Access to Tasks and Features in TIDE for District and Building Level Users Task DTC DA DRU EC BTC BRU ITC Verify Contact Information Verify/edit district contact information and district shipping and mailing addresses. Confirm Participation (AASCD and OCBA-EOY Orders Only) Confirm participation required to receive preloaded material quantities Orders On-Time Orders Additional Orders Order History Order Summary Track Shipments Manage Users Upload Users Add Users View/Edit Users Student Information Upload Pre-ID File Upload Student Settings (OCBA Only) Add Students Delete Students Move Students Edit student demographics View student demographics Edit student test eligibility View student test eligibility Edit student test settings (OCBA Only) View student test settings(ocba Only) Rosters Upload Rosters Manage Rosters Download Voice Pack Answer Document Tracking 18

19 Task DTC DA DRU EC BTC BRU ITC Test Status Requests Create Test Status Requests View Test Status Requests DTC District Test Coordinator; DA District Administrator; DRU District Reporting User; EC EMIS Coordinator; BTC Building Test Coordinator; BRU Building Reporting User; ITC Information Technology Center Table 3. User Role Access to Tasks and Features in TIDE for Teacher Level Users Task TE TA TE-Alt TA-Alt SR Student Information Upload Pre-ID File Upload Student Settings (OCBA Only) Add Students Edit student demographics View student demographics Edit student test eligibility View student test eligibility Edit student test settings (OCBA Only) View student test settings (OCBA Only) Rosters Upload Rosters Manage Rosters Download Voice Pack TE Teacher; TA Test Administrator; TE-Alt Teacher-Alternate Assessment; TA-Alt Test Administrator-Alternate Assessment; SR Second Rater 19

20 Task: Contact Info The Verify Contact Information page allows District Test Coordinators and District Administrators to verify and update the test coordinator contact information for each administration. This information should list the primary point of contact and recipient for test materials. Required fields are marked with an asterisk (*). Note: This task is not connected to the District Test Coordinator s user account information. Changes in one will not affect the other. To change the District Test Coordinator s user account information, contact the Ohio Help Desk. Figure 14. Sample Verify Contact Information Screen On this page, District Test Coordinators must: 1. Verify your contact and mailing information. Verify your name, mailing address, phone number and address. A second field is available in case you wish to receive communications at an alternate address or to have communications sent to a second person. Communication regarding Ohio assessments is sent out via ; please ensure that the addresses entered are correct. 2. Verify the shipping information. Verify the school s shipping address where test materials will be delivered. Your mailing and shipping addresses can be different. Your shipping addresses can differ between the AASCD and OCBA administrations. However, only one shipping address is permissible for all OCBA materials. If the shipping address needs to be changed, contact the Ohio Help Desk. 3. When you have finished verifying and/or updating your contact information, click [Done]. Note: If you made changes, but did not save them and you want to reset the information on this screen to the original contact information, click [Reset]. 20

21 Task: Confirm Participation The Confirm Participation in Current Administration page allows the DTC or DA to confirm district or school participation in the Spring 2015 AASCD administration in order to receive Test Administration Kits. This task is not available for OCBA performance based-assessments. When the on-time order window opens in February for the OCBA end-of-year tests, the OCBA Spring 2015-EOY Orders administration will become available. Districts that ordered paper test materials for the science and social studies performance-based tests (PBA) will be given the opportunity to confirm participation and order paper test materials for the EOY administration. The OCBA Spring 2015-EOY Orders administration will be pre-loaded with on-time order counts from the performance-based assessment. Districts are required to confirm participation in order to access the Orders task and receive end-of-year test materials. If you confirm participation, but do not visit the Orders task, you will receive the same quantities for the EOY that were shipped for the PBA on-time orders. Figure 15. Sample Confirm Participation in Current Administration Screen To receive test materials, you must verify that your district or school is participating in the test administration. Select Yes from the drop-down list and then click [Save]. If you are not participating in the current test administration, simply select No and then click [Save]. You will not need to access any other tasks related to ordering test materials or uploading Pre-ID information. 21

22 Task Group: Manage Users The Manage Users group includes the following tasks: View/Edit Users Add User Upload Users This section of TIDE allows authorized District Test Coordinators, District Administrators and Building Test Coordinators to add new users or modify existing users (either individually or through a file upload process). Additionally, DTC, DA and BTC users can view, add or modify only the users within their district and/or school who have a lower role level. For example, District Test Coordinators and District Administrators can add and modify Building Test Coordinators, Teachers, Test Administrators, and Second Raters. Building Test Coordinators can add and edit Teacher, Test Administrator, Second Rater, and Building Reporting users. Task: View/Edit Users The View/Edit Users page allows you to search for users within your district and/or school who are below your role level. For example, if you are a Building Test Coordinator, you can search for Building Reporting Users, Test Administrators, Teachers, and Second Raters, but not other Building Test Coordinators. After you select and/or enter your search parameters, a table will be displayed listing the users who match those parameters. Figure 16. View/Edit Users Screen 22

23 Searching for User Records 1. Select a role level or All roles. (If you select All Roles, skip to step 3.) 2. Select or verify your district and/or school (you also have the option to select all schools ). 3. Enter a user s first name, last name, phone number, and/or address. (Optional: Enter multiple variables to find a specific user or help narrow your search results.) 4. Click [Search]. The page will display the results that match your search criteria. Understanding the Search Results Table Each row contains information for each user, including role, district, school, first name, last name, phone number, and address. Each row also contains a [View] button and a checkbox. o The [View] button allows you to view the complete information for the selected user and update his or her information. o The checkbox allows you to select individual users to delete or export. Sorting Search Results By default, the search results table automatically sorts by last name in ascending order. However, all columns in the table are sortable in both ascending (A Z, 0 99) and descending (Z A, 99 0) order. To sort the table in ascending or descending order by a specific attribute, click on a column header (e.g., First Name). The table will automatically sort by the selected attribute. To sort a selected column in the other direction (descending versus ascending), click the column header again. Exporting User Records (Updated) You can export search results as a.csv file, which can be opened using Microsoft Excel or a notepad application, or as an Excel.xslx file, which must be opened using Excel 2007 or Figure 17. Export Options You can export all records or export selected records. 23

24 Export All Records You can export a data file that contains all users from the search results table. 1. Hover over the [Export] tab and click either the [Export all to Excel] or [Export all to CSV] option. A file dialog box will appear. 2. Save the file to the desired location on your computer and open the file using Microsoft Excel or a compatible program (for.csv files). Export Selected Records You can export a data file that contains only selected (checked) users from the search results table. 1. Click the checkbox for each user whom you want to include in the file. 2. Hover over the [Export] tab and click either the [Export selected to Excel] or [Export selected to CSV] option. A file dialog box will appear. 3. Save the file to the desired location on your computer and open the file using Microsoft Excel or a compatible program (for.csv files). Deleting Users You may also delete users. 1. Click the checkbox for each user in the search results table that you want to delete. (Optional: You have the option to delete all users in the search results table. To do so, click the check box in the header row.) 2. Click [Delete]. 3. A pop-up window will appear asking you to verify that you want to delete the selected users. 4. Click [OK] to confirm that you want to delete the selected users. Caution: This change takes effect immediately, and the deleted users will no longer be able to log into Ohio Online systems. 24

25 Viewing and Editing User Details District Test Coordinators may edit information for both district- and building-level users. Building Test Coordinators and District Administrators may edit information for only building-level users. In the search results table, click the [View] button for a user whose information you want to view and update. You will be directed to the Edit User page. Figure 18. Edit User Page You can update the user s first name, last name and phone number. You cannot update the user s address under Edit User. When you have finished updating the user s information, click [Save]. To return to the search results listing, click [Go Back To Search Results]. Note: If you need to change a user s associated school or modify the person s address, you will need to delete the user and then re-add him or her. You may do this on an individual basis by deleting the user and then re-adding him or her via the Add User page. Alternatively, you can follow the process outlined in the Upload User section. 25

26 Task: Add User The Add User page is used to add District Administrators (DA), District Reporting Users (DRU), EMIS Coordinators (EC), Building Test Coordinators (BTC), Building Reporting Users (BRU), Teachers (TE), Test Administrators (TA), Teachers-Alternate Assessment (TE-Alt), Test Administrators-Alternate Assessment (TA-Alt) and Second Raters (SR) to the Ohio Online system. Adding users on this page does not require uploading a file. District Test Coordinators can upload DA, DRU, EC, BTC, BRU, TE, TA, TE-Alt, TA-Alt, and SR users. District Administrators can upload BTC, BRU, TE, TA, TE-Alt, TA-Alt, and SR users. Building Test Coordinators can add BRU, TE, TA, TE-Alt, TA-Alt, and SR users within their school. Users can be assigned to multiple schools or districts. Users can be assigned a different user role for each district or school association. Figure 19. Add User Task 1. Verify or select the role level of the user you need to add. The district and school options will automatically appear after you select a role. 2. Verify or select the district and school with which the user is associated. 3. Enter the new user s first name, last name and address. You may also enter a phone number where the person can be reached. Ensure that the person s address is correct, as you will be unable to edit it later. 4. Click [Add User]. About the User Activation Process: After you add a user to the system, that person will receive an containing a temporary password. The user will need to visit the login page and enter their username ( address) and temporary password. The user will be directed to a page that will require the user to generate a password and select a security question and answer (in case he or she forgets the password). The user cannot access any other Ohio Online systems until the password has been entered and the security question/answer selected. Instructions on activating the new account are in the Activate User Account section in Section I of this user guide. 26

27 Task: Upload Users The Upload Users page allows authorized users to upload a group of users to TIDE or to modify profiles for existing users. TIDE accepts uploads of user information in CSV (ASCII) or Excel (.xlsx) format. Both file types can be opened/edited using a spreadsheet application such as Microsoft Excel. District Test Coordinators can upload DA, DRU, EC, BTC, BRU, TE, TA, TE-Alt, TA-Alt, and SR users. District Administrators can upload BTC, BRU, TE, TA, TE-Alt, TA-Alt, and SR users. Building Test Coordinators can upload BRU, TE, TA, TE-Alt, TA-Alt, and SR users within their school. Users can be assigned to multiple schools or districts. Users can be assigned a different user role for each district or school association. Figure 20. Upload Users Page Warnings: You can only upload information for users who are below your role level and who are within your district and/or school. You cannot upload information for users in a district or school with which you are not associated (e.g., district A cannot add users to district B). If you upload a file that contains information for a user role or district or school IRN or type that you are not associated with, the upload process will fail. Download the Template (Create User Upload File) Users can download a template file in Excel or CSV from the Upload Users task. These templates already have the column headers formatted correctly. Using the template will reduce the risk of errors and ensure that your file upload is successful. 1. Click either [Download Excel Template] or [Download CSV Template]. 2. Save the file to the desired location on your computer. 3. Open the file using Microsoft Excel or a compatible spreadsheet program (for.csv files). 27

28 User File Requirements Table 4 provides an overview of the required and optional fields and the acceptable values for each field. Caution: The user file undergoes validation tests after you upload it. If the entire file upload fails, you must make changes to the original file on your computer and then re-upload the file. If you receive errors or warnings for a few records, you can edit the file and re-upload it, or you can proceed with the file upload and then add or edit information for individual users by clicking either [Add Users] or [View/Edit Users]. Table 4. Upload User File Requirements Column Description District IRN This six-digit number identifies the district to which the user belongs (e.g., ) School IRN FirstName LastName Role Phone Action This six-digit number identifies the school to which the user belongs (e.g., ). This field can be left blank for district-level users. The first name of the user you are adding, editing or deleting. The last name of the user you are adding, editing or deleting. The address of the user you are adding, editing or deleting. The user role code (e.g., BTC, TA or TE) assigned to the person you are adding, editing or deleting. The user s phone number. Enter this in xxx-xxx-xxxx format. This is optional. Enter one of the following options: Add: Add new user or edit existing user record. Delete: Remove existing user record from the system. Adding or Editing User Information Do not change or move the column headers in the first row. You can expand the columns to better read the headers and text that you will add. Data must be entered in each column as standard text. (Any formatting such as boldface, italics or highlighting will be lost during the upload.) Figure 21. Upload User Template 1. Enter each user s information in each row and respective column. 2. For each record, enter ADD or DELETE as the action. Note: If you are a DTC user adding other district-level users, leave the School IRN field blank. This will not cause an error with the file upload process. 28

29 Adding Users to Multiple Districts or Schools To add users to more than one district or school, follow the steps below. Figure 22. Sample User File for User Added to Multiple Schools 1. Enter the user s information on separate lines in the upload file one line for each district or school association. 2. For each record, enter ADD as the action. Note: When one user is added to multiple institutions in the same upload file, he or she will receive a single containing a single login and password. (Users who are added to multiple institutions in more than one upload file will receive separate s [one per upload file].) In this event, the most recent contains the correct information to log into TIDE and other Ohio Online systems provided by AIR. Updating or Correcting Previously Uploaded User Information addresses are used to identify unique individuals in the system and can be corrected only by deleting the incorrect record and adding a new, correct one. District and school affiliations also can only be changed by deleting the person s current record and adding a new one. To change a user s address or district/school affiliation: 1. Enter the user s current information with DELETE as the action. This will remove the incorrect/outdated record from the system. 2. Enter the user s new information in a separate row with ADD as the action and the corrected /affiliation entered in the user record. To change any other user attributes, including name or phone number: 1. Upload a user file with the corrected information. Use ADD as the action. Note: For users with multiple records in the system (the same address is used for multiple districts/institutions), use ADD as the action when uploading a new name or phone number. This will update all records for the user. You do not need to update each individual record for that user. When you have finished updating or creating the file, save the file. 29

30 Uploading the User File This section outlines the steps required to upload the user file. TIDE breaks down the process into four main steps: 1) Upload File, 2) Preview File, 3) Validate File, and 4) Confirmation. This process allows you to confirm that the correct file was uploaded and that it contains no errors. Step 1: Uploading the User File Figure 23. Upload User File Section of Upload Users Screen 1. Click [Browse] and navigate to the saved file on your computer. 2. Select the file and click [Open]. The file name will appear in the text box on the screen. 3. Click [OK], and then click [Upload File]. Step 2: Previewing the User File Records Figure 24. Preview of Sample User File Records 1. Preview the file you selected to ensure that you uploaded the correct file. (Only a few records are visible on this preview page.) 2. Click [Next] to begin the file validation process. Caution: If your file is large (contains 1,000 records or more), uploading it may take a long time. Do NOT cancel the upload and try again because TIDE may have already begun processing some of the records. If your file is too large to upload while you are online, TIDE will display a window that contains your name and address. You will be prompted to enter your phone number and an alternate , if desired. When the file is processed, you will receive an alerting you that you can now view the records in TIDE. Please be aware that if any records contained invalid data, those records will not be added to TIDE. 30

31 Step 3: Validate File If the upload was successful, the users information will be displayed on the screen. You will be prompted to review these records for any warnings and/or errors. The Your file was validated message indicates that the file was uploaded successfully and verified for any errors. (The file has not yet been committed to TIDE.) Files that contain records with errors will generate an error message. Depending on the severity of the error, either the entire file will fail or just the records with errors will fail. Records without errors will be automatically accepted by the system. Files with data not in the correct format as shown in the template will generate error messages by row, identifying the errors in the file. The Understanding Error Types section in the next column provides a brief explanation of the three possible error types: fatal errors, record errors and record warnings. Refer to Appendix B for information about common errors. You have two options: To abort the upload, click [Cancel]. You can then edit the file and begin the upload process again. To proceed with the upload and add the user information to TIDE, click [Commit]. Only records without errors will be uploaded to TIDE. Understanding Error Types If your file will fail, note the errors and the corresponding record numbers. Click [Cancel]. Update your file, and then restart the upload process, beginning with Step 1: Upload File. If your file contains record errors, these records will not be committed to the TIDE. The records that passed validation can be committed. You may elect to fix the errors in your file and reupload it, or to add these records using the [Add User] task. If your file contains record warnings, these records will be committed. However, you are strongly encouraged to review the associated records. You may edit these records using the [View/Edit Users] task. If problems exist for a single record and you are unable to successfully upload that record, please contact the Ohio Help Desk for assistance. Step 4: Confirmation After you click [Commit], the accepted records will be uploaded to TIDE. You will also receive a confirmation message stating that your file was successfully submitted to the TIDE system. Figure 25. Upload User File, Step 4: Confirmation 31

32 View User Upload History This feature allows you to view the user files uploaded in TIDE and provides information about the number of user records that were successfully added or modified and the number of user records that could not be added or modified. It also allows you to view any validation errors that were generated during the file upload process. To view the user upload history: 1. On the Upload Users page, click [show history]. This will display all the user upload files in a table, as shown in Figure 26. If all the upload files cannot be displayed on one page, you can click the page numbers displayed below the table to browse through the files. 2. Table 5 describes the columns constituting the user upload history table. Figure 26. Upload User History Table 5. Upload Users History Columns Column File Name Date Uploaded Status Records Processed (Count) Records Rejected (Count) Validation Log Description Refers to the name of the file that was uploaded. The file name acts as a link that allows you to download and view the file. Indicates the date and time when the file was uploaded. Indicates the status of the file. Consists of a [Download] link that enables you to download a file containing the number of records that were successfully added or modified. The number in parenthesis indicates the total number of successful records. Consists of a [Download] link that enables you to download a file containing the number of records that were rejected. The number in parenthesis indicates the total number of rejected records. If no records were rejected, the column displays N/A. Consists of a [Download] link that enables you to download a log file that displays any validation errors that were generated when uploading the file. 32

33 Task Group: Student Information The Student Information group includes the following tasks: View/Edit Students Add Students Upload Pre-ID File Upload Student Settings (OCBA Only) About Pre-ID Information TIDE synchronizes with the Test Delivery System and Online Reporting System. After student information is added to TIDE, the appropriate Test Delivery System applications (Student Testing Site, TA Interface and Data Entry Interface) will contain each student s information. Authorized users will be able to verify that each student s demographic information is correct before approving a student to test or starting data entry. The Online Reporting System will also contain information about each student, including test progress and performance (AASCD Only). Task: View/Edit Students The View/Edit Students page allows authorized users to retrieve Pre-ID information for individual students and edit the information as necessary. You may also export the student records to a CSV or Excel file for the purpose of reviewing all currently entered/uploaded student records. You can move records to a different school in your district. You can also delete student records. See Table 2 for a list of users who can perform this task. Viewing Second Rater Information Selected students set for AASCD eligibility will be assigned a second rater. The advanced search feature on this page will allow you to identify which students were selected to have second raters. Figure 27. Sample View Students Screen with Search Results Table 33

34 Searching for Student Records 1. Verify or select a school and grade from the drop-down lists. (If you are affiliated with more than one district or school, you will first need to select a district and/or school or select All Schools.) a. To view all students in your school, select All Grades from the Grade drop-down list. 2. Enter or select any search criteria you want to include. 3. Click [Search]. The page will display the records associated with the school and grade you selected. Advanced Search Options If your initial search results in a large number of student records, you may narrow your search to locate specific students or groups of students more easily. Figure 28. Advanced Search Options 1. Click [Add Additional Search Criteria]. The section will expand to display the Search Fields dropdown list. 2. Select a search variable, e.g., Test Eligibility (Alternate Assessment). Additional fields appear depending on the variable you selected. 3. Select the values to which you want to limit your search. (For example, if you want to search only for students who are eligible for the Alternate Assessment administration, mark the Yes checkbox.) 4. Click [Add Criteria]. The selected values will appear above the Add Search Criteria text. Note: To add another search variable (e.g., search for students who have both an Alternate Assessment Test Eligibility flag and a second rater flag), repeat steps 2, 3 and Click [Search]. The page will display the records associated with the criteria you selected. Understanding the Search Results Table Each row contains the following information for each student: district IRN; school IRN; SSID; student s last name; student s first name; student s middle name; gender; birth date (MMDDYYYY); grade; test eligibility (Alternate Assessment); and second rater. Each row also contains a [View] button and a checkbox. o The [View] button allows you to view the complete information for the selected student. o The checkbox allows you to select individual students to export, delete or move. 34

35 Sorting Search Results By default, the search results table automatically sorts by last name in ascending order. However, all columns in the table are sortable in both ascending (A Z, 0 99) and descending (Z A, 99 0) order. Search results are limited to 5,000 records. To sort the table in ascending or descending order by a specific attribute, click on a column header (e.g., Student s First Name). The table will automatically sort by the selected attribute. To sort a selected column in the other direction (descending versus ascending), click the column header again. Exporting Student Records You can export search results as an Excel.xlsx file, which must be opened using Excel 2007 or 2010, or a.csv file, which can be opened using Microsoft Excel or a text editor. Figure 29. Export Options You can export all records or export selected records. Reminder: Federal law (FERPA) prohibits the release of any student s personally identifiable information. Any saved files or printouts containing student information must be securely stored and then destroyed when no longer needed. Export All Records You can export a data file that contains all students from the search results table. 1. Hover over the [Export] tab and click either the [Export all to Excel] or [Export all to CSV] option. A file dialog box will appear. 2. Save the file to the desired location on your computer and open the file using Microsoft Excel or a compatible program (for.csv files). Export Selected Records You can export a data file that contains only selected (checked) students from the search results table. 1. Click the checkbox for each student whom you want to include in the file. 2. Hover over the [Export] tab and click either the [Export selected to Excel] or [Export selected to CSV] option. A file dialog box will appear. 3. Save the file to the desired location on your computer and open the file using Microsoft Excel or a compatible program (for.csv files). 35

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