DATA STEWARD MANUAL

Transcription

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 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 [email protected] 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. [email protected] 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 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 2. Click Forgot Password? 3. Type your Username. 4. Click Submit. Receive a password reset from [email protected] 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

33 5. Select your State. Hint: After you select your state, additional fields with drop-down menus display. 6. Select choices for the other fields. Note: All fields with a red asterisk are required, but you should enter all known information to be sure the user is assigned the correct level of access. Data Steward Manual Rev: 04/14/ of 87

34 7. Select the checkbox to the left of the role or roles listed under the Available Roles. 8. Choose one Default Role. Hint: You may need to use the scroll bars to see all roles. For example, the Teacher role is near the bottom of the list. 9. Click Save. Data Steward Manual Rev: 04/14/ of 87

35 ASSIGN A USER ROLE OR MULTIPLE ROLES Data Stewards can change user roles by following the Change User Account Information procedure on page 40. This is a required procedure if the user requires a role other than the role of teacher which is assigned by the system when the User file is uploaded. Before a user can begin using Educator Portal the account must be assigned at least one role. The role determines the tasks the user can complete. Beginning November 3, users uploaded via the User Template are assigned a default role of "Teacher" and the KITE activation message is automatically sent. The role may be changed by following these steps: Hint: The user will not be able to see student data until their Educator ID is rostered to student(s). See the section titled Manage Roster Data on page 71. Role in Educator Portal Teacher District Test Coordinator Building User Building Test Coordinator Building Principal Description A teacher account. Teachers access only the records for those students linked to their account by a roster. They can view student records and edit some information. This role is a good match for the Test Administrator, Teacher, or Test Examiner. A person at the district level who needs to be able to perform test coordination functions. Can add roles and users in a district and the contained buildings. Can upload enrollment and roster files and modify student records. This role is a good match for district Data Stewards and Assessment Coordinators. Can access records for all students in that building. Can view student records and edit some information. A person in the building who needs to be able to perform test coordination functions. Can assign roles to users and add users in an individual building. Can upload enrollment, roster, and TEC files. Has access to users and students in an individual building with some upload and edit permissions. Data Steward Manual Rev: 04/14/ of 87

36 Role in Educator Portal District User District Superintendent Description Has limited access to all students in the district with some view and edit permissions. Has view and edit permissions for users, students, and rosters in a district. This table shows the permissions for common roles in Educator Portal. Upload refers to completing the task using a CSV file upload. Create and Add Manually refers to completing the task through the User Interface in Educator Portal. Role Users Students Rosters Test Management Building Test View View View View Tickets Coordinator Upload Upload Upload Print Tickets Search Upload TEC Create Test Management Edit Create Building User View View View View Tickets Upload Upload Print Tickets Search Create Test Management Edit Create District View View View View Tickets Superintendent Upload Upload Upload Print Tickets Search Add Create Test Management Edit Manually Create Upload TEC District Test View View View View Tickets Coordinator Upload Upload Upload Print Tickets Search Add Create Test Management Edit Manually Create Upload TEC Edit District User View View View View Tickets Upload Upload Upload Print Tickets Search Add Create Test Management Edit Manually Create Upload TEC Data Steward Manual Rev: 04/14/ of 87

37 Role Users Students Rosters Test Management Building View View View View Tickets Principal Upload Upload Upload Test Management* Search Edit Create Upload TEC Teacher N/A View PNP (Access Profile) Create Edit First Contact (DLM) Test Proctor N/A View View Test Management Table 1: Roles and Permissions in Educator Portal View View Tickets Print Tickets Test Management Hint: A teacher who serves students in multiple schools is given the teacher role not a district role -- but is assigned that role in multiple organizations. Hint: Reports and data extracts are available for select users. If the user does not have permission to view the report or data extract, it will not appear for them. See Reports and Data Extracts on page 82. To assign a user role, follow these steps: 1. Click Configuration. Data Steward Manual Rev: 04/14/ of 87

38 2. Click Users. 3. Select View Users. 4. Select State. 5. Apply filters in the Select Organization fields to choose the level you need; click Search. Hint: The levels you see depend upon how your state is organized and your Educator Portal role. A state-level user will see more levels than a teacher in a single school district. 6. Sort or filter the Status field to view New users. Hint: The Status field reflects whether the account is New, Pending, or Active. New indicates the user information has been uploaded, but a role has not yet been assigned. Once a role has been assigned (in this procedure), the KITE activation message is generated. The status appears as Pending. When the user activates their account, the status changes to Active. 7. Select a user. Data Steward Manual Rev: 04/14/ of 87

39 8. Click Modify User (the pencil). 9. The Modify User screen appears. Data Steward Manual Rev: 04/14/ of 87

40 10. Select the checkbox to the left of the role or roles listed under Available Roles. 11. Choose one Default Role. 12. Click Save to save your work and close the dialog box. Hint: An educator with roles in multiple organizations will use a filter on the Home Page of Educator Portal to see students on different school rosters. MERGE MULTIPLE ACCOUNTS When a user needs to access multiple organizations, the best practice is to establish a single user account with multiple roles. If you need to merge multiple accounts into a single user account you may follow these steps: 1. Determine which account is the one you want to retain and enhance. We recommend you choose the one with the Username that matches the user s address. 2. Contact the Help Desk with the accounts to be combined, clarifying which Username you wish to retain. CHANGE USER ACCOUNT INFORMATION Some Educator Portal users have permissions to change a user s account information such as the display name, address, or role. Use this procedure if you need to change user account information (excluding a password). Also see Table 1: Roles and Permissions in Educator Portal. Hint: Users may change their own Display Name, Password, and Default Organization and Role in the My Profile section of Educator Portal. The TEST ADMINISTRATION MANUAL includes these procedures. Data Steward Manual Rev: 04/14/ of 87

41 To change user account information, follow these steps: 1. Click Configuration. 2. Click Users. 3. Select View Users. 4. Select your State. 5. Apply filters in the Select Organization fields to choose the level you need; click Search. Hint: The levels you see depend upon how your state is organized and your Educator Portal role. A state-level user will see more levels than a teacher in a single school district. Data Steward Manual Rev: 04/14/ of 87

42 6. Locate the user (options to filter, sort and search are available). Hint: Existing users have an Active status. 7. Click the row to highlight the user. 8. Click Modify User (the pencil). Data Steward Manual Rev: 04/14/ of 87

43 9. The Modify User screen appears. 10. What do you want to do? If you want to Change First Name, Last Name, or Address. Remove a role Then Type the new information into the matching field. Clear the checkbox to the left of the role listed under Available Roles. Hint: There must be at least one role selected. Data Steward Manual Rev: 04/14/ of 87

44 If you want to Add a role Change the default role Correct Educator Identifier Add an organization Remove an organization Then Select the checkbox to the left of the role listed under Available Roles. Click the button in the Default Role column to the right of the desired role. Contact the Help Desk on behalf of the user. Click Add Organization. Click Remove Organization. (Button sits below the section it will remove.) 11. Click Save. 12. KITE will issue an to the user indicating that a change has been made. RESEND THE KITE ACTIVATION MESSAGE Use this procedure if you need to resend the KITE activation message. Educator Portal logins are connected to addresses, and each user must activate their user account individually. After the user is loaded into Educator Portal, the system will automatically generate a KITE activation from [email protected]. The user should use the information in the to activate their Educator Portal account. The activation link expires after 20 days. If a user is having difficulty logging on to Educator Portal, you can use the steps below to resend their activation message. To resend the activation message, follow these steps: 1. Click Configuration. Data Steward Manual Rev: 04/14/ of 87

45 2. Click Users. 3. Select View Users. 4. Locate the user (options to filter, sort and search are available). Hint: A Pending status indicates that the user has not clicked the link in the KITE activation message to active their account possibly because: - a spam filter caught the KITE activation message - the address used in the User upload is incorrect Data Steward Manual Rev: 04/14/ of 87

46 5. Click the checkbox to select the user. 6. Click Resend Optional: contact the user and ask them to watch for the . VIEW USER DATA EXTRACT The User Data Extract includes all records for Educator Portal users in the user s organization. This includes those uploaded via web service, User file, or the manual user interface. Most columns match the User Template/File. Other columns include: State Organization Name User Status Pending, New, Active, Inactive Create Date Several columns for each Educator Portal role Hint: There will be multiple records for one user if the user is assigned to multiple organizations. See page 29 for the definitions of column headings matching those in the User Template. Follow the steps on page 82 to View a Data Extract. Data Steward Manual Rev: 04/14/ of 87

47 MANAGE ENROLLMENT DATA An enrollment file is used to upload demographic information for each student who will be participating in DLM testing. The enrollment file is only loaded once, unless changes are required. Kansas does NOT use the Enrollment process described here. Kansas student records for DLM testing are included in the KIDS data and Student Course (STCO) records. See your state Data Steward for more information. CREATE AN ENROLLMENT FILE This is a required procedure. To create an Enrollment file, follow these steps: 1. Download the Enrollment 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 Enrollment Template in a spreadsheet program that can save data in the CSV format. 3. Using a new line (row) for each user, type the information for each new student into the CSV file. 4. 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. 5. Save the file as a CSV file. The system will only load files saved in CSV format. Hint: Save the file using a location you can easily access later. Use the tables on the next several pages to compile your enrollment information. Some of the fields with limited or complex entry structures are explained at the end of this section. All of the column headings are required. The Req? column indicates whether or not a column must contain information to ensure a successful file upload. Columns with No in the table below can be blank. Data Steward Manual Rev: 04/14/ of 87

48 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

49 Field Format; Length Req? Definition Special Notes AYP_School_ Identifier Residence_District_ Identifier Student_Legal_ Last_Name Student_Legal_ First_Name Student_Legal_ Middle_Name Alphanumeric; 30 No The unique number that has been assigned by DLM to the school building as listed in your State Organization Table. Alphanumeric; 30 Yes The district where the student attends school. The unique code that has been assigned to the district by DLM. This identifies the parent organization for a school (such as the school district). Alphanumeric; 60 Yes The student s last name. Alphanumeric; 60 Yes The student s first name. Alphanumeric; 60 No The student s middle name Use the School Number provided in your State Organizational Table. If your data has leading zeroes, check that they are retained after each save. The number must match one in your organization, or the file upload will fail. Use the District Number provided in your State Organizational Table. If your data has leading zeroes, check that they are retained after each save. The number must match one in your organization, or the file upload will fail. Data Steward Manual Rev: 04/14/ of 87

50 Field Format; Length Req? Definition Special Notes Generation_Code Alphanumeric; 10 No The part of the student s name used to denote the generation in his/her family, e.g., Jr., Sr., III, etc. Gender Numeric; 1 Yes The student s gender. 0 = Female 1 = Male Date_of_Birth MM/DD/YYYY; 10 Yes The date (month, day, and year) on which the student was born. Current_Grade_ Level Local_Student_ Identifier State_Student_ Identifier Current_School_ Year Numeric; Do not use leading zeroes. Yes The grade level or primary instructional level at which a student enters and receives services in a school or an educational institution during a given academic session. For example, 3=3 rd grade, 11=11 th grade. Alphanumeric; 10 No The unique code assigned to the student by the school or local education agency. Numeric; 10 Yes The student s state ID number. YYYY; 4 Yes The ending year of the current school year (e.g., for the school year, enter 2015). For Kansas, who uploads using the KIDS system, this information is different. This field helps determine which assessment the student is assigned. Use 2015 for all DLM students. Data Steward Manual Rev: 04/14/ of 87

51 Field Format; Length Req? Definition Special Notes Funding_School Alphanumeric; 30 No The unique code assigned by the state that indicates the location where the student is counted for state funding and/or for the Principal s Building Report. If a district does not have a school for an educational level (e.g., does not have a high school), the district central office building number should be used. Use the code provided in your State Organizational Table. Attendance_School_ Program_Identifier Alphanumeric; 10 Yes The building number (typically four digits) or other location identifier assigned by DLM to represent where the student attends school. This is the building that will see the student information, including the student username and password. School_Entry_Date MM/DD/YYYY; 10 Yes The date on which the student enrolls and begins to receive instructional services in a school. If the student should leave and then re-enroll, this date should reflect the most recent enrollment date. District_Entry_Date MM/DD/YYYY; 10 No The date (month, day, and year) on which the student enrolls and begins to receive instructional services in a school district. Use the School Number provided in your State Organizational Table. If your data has leading zeroes, check that they are retained after each save. The number must match one in your organization, or the file upload will fail. Data Steward Manual Rev: 04/14/ of 87

52 Field Format; Length Req? Definition Special Notes State_Entry_Date MM/DD/YYYY; 10 No The date on which the student enrolls and begins to receive instructional services in the state. If the student should leave the state and then re-enroll in school, this date should reflect the most recent enrollment date. Comprehensive_ Race Primary_Disability_ Code Gifted_Student Alpha; 5 TRUE FALSE Numeric; 5 Yes General racial category (or categories) that most clearly reflects the individual s recognition of his or her racial background. Alpha; 2 No Indicates whether or not the student has an active Individual Education Plan (IEP) under the Individuals with Disabilities Education Act (IDEA Part B). No Indicates whether or not the student has an active Individual Education Plan (IEP) for giftedness. Hispanic_Ethnicity Alphanumeric; 3 No The code which reflects the individual s recognition of his or her Hispanic ethnicity background. (Yes, No, blank) First_Language Alphanumeric; 2 No The code for the primary language or dialect (not ethnicity) of the student. DLM_Status ESOL_Participation_ Code Blank TRUE FALSE Yes TRUE enables Dynamic Learning Maps and the First Contact Survey for the student. Numeric; 1 Yes The type of ESOL/Bilingual Program in which the student participates. Details about potential values are provided in a separate table below. Details about potential values are provided in a separate table below. Leave blank for DLM students. Details about potential values are provided in a separate table below. Must be TRUE for all DLM students. Details about potential values are provided in a separate table below. Data Steward Manual Rev: 04/14/ of 87

53 Comprehensive_Race Entry Definition 1 White 2 African American 4 Asian 5 American Indian 6 Alaska Native 7 Two or More Races 8 Native Hawaiian or Pacific islander First_Language Entry Definition Entry Definition Blank English 24 Hindi 1 Chinese (Mandarin or 25 Urdu Cantonese) 2 Dinka (Sudanese) 26 Swahili 3 French 27 Nepali 4 High German 28 American Sign Language (ASL) 5 Hmong 29 Serb 6 Khmer (Cambodian) 30 Croatian 7 Korean 31 Turkish 8 Lao 32 Karen languages (e.g., Burma, Myanmar) 10 Filipino or Tagalog 33 Haitian/Haitian Creole (Philippines) 11 Russian 34 Gujarati 13 Spanish 35 Punjabi 14 Vietnamese 36 Pashto 15 Arabic 37 Dari 16 Other 38 Quiche 17 Somali 39 Mam 18 Thai 40 Ilokano 19 Portuguese 41 Visaya 20 Farsi (Iranian) 42 Low German 21 Chuukese (e.g., Marshall 43 Other Signed Language Island, Micronesian) 22 Bosnian 44 English with other language background 23 Burmese 45 Native American Languages Data Steward Manual Rev: 04/14/ of 87

54 Primary_Disability_Code Entry Definition Entry Definition Blank None MR Mental retardation AM Autism ID Intellectual disability DB Deaf/blindness OH Other health impairment DD Developmentally delayed (ages OI Orthopedic impairment 3-9 only) ED Emotional disturbance SL Speech or language impairment HI Hearing impairment TB Traumatic brain injury LD Specific learning disability VI Visual impairment MD Multiple disabilities ESOL_Participation_Code Entry Definition 0 Not an ESOL eligible student and not an ESOL monitored student 1 Title III Funded 2 State ESOL/Bilingual Funded 3 Both Title III and State ESOL/Bilingual Funded 4 Monitored ESOL student 5 ESOL program eligible, based on an English language proficiency test, but not currently receiving ESOL program services. Example: Parents that have waived their child out of ESOL services, but the district is still obligated to provide ESOL support. 6 Receives ESOL services and not funded with Title III and/or State ESOL Funding. LOAD AN ENROLLMENT FILE This is a required procedure. Hint: Up to 5,000 records at a time may be loaded. However, large files may load slowly and can be difficult to troubleshoot. We recommend loading 100 or fewer records at a time, unless you are confident about the quality of your data. To load the Enrollment file, follow these steps: 1. Click Configuration. 2. Click Students. 3. Select Upload Enrollment. Data Steward Manual Rev: 04/14/ of 87

55 4. Select State. If you do not see the correct option listed, your account permissions may need to be changed. Contact your state-level Data Steward or SEA. 5. Apply filters in the Select Organization fields to choose the level you need. 6. Click to find the CSV file on your computer. A browser window appears. 7. Locate the CSV file you created. 8. Click the file name to select it. 9. 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. Data Steward Manual Rev: 04/14/ of 87

56 10. Click Upload. The confirmation message indicates the number of records uploaded. Hint: Each line in the CSV file is one record. CHANGE ENROLLMENT DATA PREVIOUSLY UPLOADED Prepare a new file with the correct information and repeat the upload steps. The new record will be matched to the previous record using the State_Student_Identifier field. The new record replaces the previous record. Contact the Help Desk: If you change any of the name fields. This requires follow up action by the Help Desk team. To correct an error in the State_Student_Identifier field. ADD A STUDENT RECORD MANUALLY This procedure is most helpful when adding only a few students. When adding several students it is best to use the Enrollment Template. To add a student record manually using the Educator Portal interface, follow these steps: 1. In Quick Links, click Student. 2. From the Select Action menu, select Add Student Manually. Data Steward Manual Rev: 04/14/ of 87

57 3. Select your State Hint: After you select your state, additional menus will display. 4. From the additional menus, select the appropriate information (e.g., District, School, etc.) Data Steward Manual Rev: 04/14/ of 87

58 5. Complete the remaining fields using the tables which begin on page 59. Hint: Some fields are required for DLM even though they are not marked as required on this screen. You may click Reset to clear all fields. Data Steward Manual Rev: 04/14/ of 87

59 The information in this table only applies when adding a student manually. When uploading an Enrollment File, use the table(s) on page 49. Field Req? Definition Special Notes State Yes The state. District Yes The district. Options appear after you select a state. School Yes The school. Options appear after you select a district. Legal First Name Yes The student s first name. Legal Middle Name No The student s middle name Legal Last Name Yes The student s last name. Generation No The part of the student s name used to denote the generation in his/her family, e.g., Jr., Sr., III, etc. Date Of Birth No The date (month, day, and year) on which the student was born. Gender No The student s gender (female, male). Current School Year Yes The ending year of the current school year. Choose Current Grade Yes The grade level or primary instructional level at which a student enters and receives services in a school or an educational institution during a given academic session. AYP School Identifier No The unique alphanumeric code that has been assigned by DLM to the school building as listed in your State Organization Table. Residence District Identifier Yes The unique alphanumeric code that has been assigned to the district by DLM. This identifies the parent organization for a school (such as the school district). General racial category (or categories) that most clearly reflects the individual s recognition of his or her racial background. Use the district-level ID provided in your State Organizational Table. Choose from options presented. Comprehensive No Race Hispanic Ethnicity Yes The individual s recognition of his or her Hispanic ethnicity background. (Yes, No) First Language Yes The primary language or dialect (not ethnicity) of the student. Choose from options presented. Data Steward Manual Rev: 04/14/ of 87

60 Field Req? Definition Special Notes State Student Yes The student s state ID number. Identifier Local Student Identifier No The unique alphanumeric code assigned to the student by the school or local education agency. Gifted Student No Indicates whether or not the student has an active Individual Education Plan (IEP) for giftedness. (Yes, No, blank) Leave blank for DLM students. State Entry Date No The date on which the student enrolls and begins to receive instructional services in the state. If the student should leave the state and then re-enroll in school, this date should reflect the most recent enrollment date. School Entry Date Yes* The date on which the student enrolls and begins to receive instructional services in a school. If the student should leave and then re-enroll, this date should reflect the most recent enrollment date. (*While the interface does not mark this as a required field, completing this field allows for the Test Exit and Clear (TEC) file to work. The TEC file is used when exiting a student from a school.) District Entry Date No The date on which the student enrolls and begins to receive instructional services in a school district. Primary Disability Code No Indicates whether or not the student has an active Individual Education Plan (IEP) under the Individuals with Disabilities Education Act (IDEA Part B). Choose from options presented. DLM Status Yes* Yes enables Dynamic Learning Maps and the First Contact Survey for the student. (*While the interface does not mark this as a required field, you must choose Yes for all DLM students.) Choose YES to access the First Contact Survey and all Dynamic Learning Maps features. Data Steward Manual Rev: 04/14/ of 87

61 These fields appear only when an option other than English is chosen in the First Language field. Field Req? Definition Special Notes ESOL Participation Code Yes The type of ESOL/Bilingual Program in which the student participates. ESOL Entry Date No Date the ESOL participation began. USA Entry Date No Date of entry into USA. 6. Click Save. Best Practices for the Add Student Manually Interface and the Test, Exit, and Clear (TEC) File Background: In this scenario, the following criteria create an error during the TEC file process and the student is NOT successfully removed from the system. A student record is added using the Add a Student Record Manually procedure AND The School Entry Date field is left blank AND The student is later exited from the school using the Test, Exit, and Clear (TEC) file Correction: If the TEC file shows it successfully updated a student, but the student still appears in the system, add the student record with a date in the School Entry Date field. Then re-upload the TEC file. The student should be successfully removed. Best Practice: When adding a student record manually, include a School Entry Date and choose Yes in the DLM Status field to prevent problems when exiting a student using the TEC file. Note: Because the School Entry Date is required in the Enrollment template, any student uploaded using the CSV file can be removed successfully using the TEC file. Data Steward Manual Rev: 04/14/ of 87

62 EDIT A STUDENT RECORD MANUALLY To edit a student record using the Educator Portal interface, follow these steps: 1. In Quick Links, click Student. 2. Select View Students. 3. Apply filters in the Select Organization fields to choose the level you need. 4. Click Search. 5. Click the State ID for the student record you wish to edit. 6. On the View Student Record window, click Edit. Note: If you do not see the link to edit the student, you do not have sufficient access privileges to make this change. Data Steward Manual Rev: 04/14/ of 87

63 7. On the Edit Student Record window, make the necessary changes. 8. Click Save. 9. On the window that displays, click OK. 10. Close the Edit Student Record window. REMOVE A STUDENT FROM EDUCATOR PORTAL This procedure is required when a student moves from one DLM district to another or is no longer attending school in one of the DLM member states. Your district or state may have additional accountability recommendations. We recommend you use this feature during the data validation and cleanup window in March 2015 (see the DLM Testing Phases for on page 9). Data Steward Manual Rev: 04/14/ of 87

64 Your district or state may have a system in place for submitting multiple student records to Educator Portal. Before using these procedures, check with your organization and/or the Help Desk. Kansas does NOT use the procedure described here. Kansas student records for DLM testing are included in the KIDS data and Student Course (STCO) records. See your state Data Steward for more information. Hint: Student data, including the Access (Personal Needs and Preferences) Profile and First Contact data, travel with the student record WITHIN THE STATE. When a student moves from one building to another or one district to another, the student data supplied by the previous school or district appears so the new school or district may validate or modify it. For a student who moves outside of the state, they are assigned a new State Student Identifier and therefore an entirely new record in Educator Portal. Their data does not travel with them. To remove a student from Educator Portal, follow these steps: 1. Download the Test, Exit, and Clear (TEC) 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 TEC Template in a spreadsheet program that can save data in the CSV format. 3. Using a new line (row) for each student, type the information into the CSV file. 4. Verify that all column headings appear in the file, even if some columns are blank. 5. Save the file as a CSV file. The system will only load files saved in CSV format. Hint: Save the file using a location you can easily access later. Up to 5,000 records at a time may be loaded. However, large files may load slowly and can be difficult to troubleshoot. We recommend loading 100 or fewer records at a time, unless you are confident about the quality of your data. Data Steward Manual Rev: 04/14/ of 87

65 6. Save your file in a location you can 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

66 Field Format; Length Req? Description Special Notes Record_Type Alpha Test Exit Clear Yes Each line in the CSV file will have one of the following types: Test makes the student available for enrollment in a test. Exit marks the student to be removed from enrollment in a particular location. Clear resets the test or exit value for the student to blank. DLM will choose Exit. State_Student_ Identifier Attendance_ School_ Program_ Identifier Numeric; 10 Yes Student s state ID number. Alphanumeric; 30 Yes The number of the location where the student is enrolled. The number must match a number in your organization, or the file upload will fail. Exit_Reason Numeric; 2 Yes See the table on page 67. Exit_Date MM/DD/YYYY Yes The date on which this change is effective. Test_Type Alphanumeric; 1 No Indicates the type of test. DLM users choose: 3 = Alternate Assessment (DLM) Subject Alpha; 3 No Enter the subject for the test. Current choices are: M = Mathematics ELA = English Language Arts School_Year YYYY Yes The school year for which the change is effective. Data Steward Manual Rev: 04/14/ of 87

67 Exit_Reason Field These values are used in a test, exit, and clear file for the Exit_Reason column. Entry Definition 01 Transfer to public school, same district 02 Transfer to public school, different district, same state 03 Transfer to public school, different state 04 Transfer to an accredited private school Entry Definition 13 Reached maximum age for services 14 Discontinued schooling 15 Transfer to accredited or nonaccredited juvenile correctional facility educational services provided 16 Moved within the United States, not known to be enrolled in school 17 Unknown 05 Transfer to a non-accredited private school 06 Transfer to home schooling 18 Student data claimed in error/never attended 07 Matriculation to another school 19 Transfer to an adult education facility (i.e., for GED completion) 08 Graduated with regular diploma 09 Completed school with other credentials (e.g., districtawarded GED) 20 Transfer to a juvenile or adult correctional facility no educational services provided 21 Student moved to another country, may or may not be continuing enrollment 10 Student death 98 Unresolved exit 11 Student illness 99 Undo a previously submitted exit record 12 Student expulsion (or longterm suspension) Data Steward Manual Rev: 04/14/ of 87

68 LOAD A TEC FILE 1. In the Quick Links section, click Student. 2. From the Select Action menu, select Upload TEC. 3. Select your State. Hint: After you select your state, additional drop down menus display. 4. Make selections in the additional drop-down menus. 5. In the File field, click the CSV Browse button. 6. Locate the CSV file you need. 7. Open the CSV file. Hint: Verify that the file has a.csv file extension. Filenames with extensions ending in.xls or.xlsx will be rejected. 8. Click Upload. 9. Review the confirmation message for errors. Data Steward Manual Rev: 04/14/ of 87

69 VIEW ENROLLMENT DATA EXTRACT The Enrollment Data Extract includes all records for students who are enrolled in the user s organization. This includes those uploaded via web service, Enrollment file, or the manual user interface. Hint: There will be multiple records for one student if the student has been enrolled in more than one school or grade. The first three columns in the Enrollment Data Extract are unique. They are: Extract State Extract District Extract School Name The remaining column headings are identical to those in the Enrollment Template. See page 49 for those definitions. This allows you the option to remove the first three columns and use the extract as an Enrollment File to correct enrollment data. See the procedure titled Change Enrollment Data Previously Uploaded on page 56. Follow the steps on page 82 to View a Data Extract. MANAGE STUDENT MOVES In this section we describe the recommended steps a Data Steward should take to process a student moving from one district to another or from one school to another, especially moves occurring between March 15 and the end of the state s spring testing window. This includes best practices, troubleshooting, and when to contact the Help Desk for support. Students who move to a different building or district during the spring testing window may not receive DLM testlets at their new location unless these actions are taken. MOVE A STUDENT FROM ONE BUILDING TO ANOTHER To move a student from one building to another within the same school district, follow these steps in order. 1. The district exits the student. Use the procedure titled Remove a Student From Educator Portal. When completed, School A will no longer have access to the student s data. 2. The district enrolls the student using the Enrollment File or the procedure titled Add a Student Record Manually. When completed, School B will have access to the student s data including student username and password. 3. School B rosters the student. Data Steward Manual Rev: 04/14/ of 87

70 4. School B teacher completes and submits First Contact Survey. MOVE A STUDENT FROM ONE DISTRICT TO ANOTHER To move a student from one district to another, follow these steps in order. 1. District A removes the student from rosters. Use the procedure titled Change Roster Data. 2. District A exits the student from Educator Portal. Use the procedure titled Remove a Student From Educator Portal. 3. District B enrolls the student using the Enrollment File. Please note that students cannot be enrolled manually. 4. District B rosters the student. 5. District B teacher verifies that the FCS and PNP settings are accurate and resubmits as necessary. After March 20, and if the state s spring testing window is in progress, then the outcome of the steps above is: Testlets that the student HAS completed at School A do not need to be retaken. Testlets that the student HAS NOT completed at School A are removed from KITE. The system will assign the next testlet to the student at School B. If District A does not exit the student before District B enrolls the student, then testlets will not be generated. District/School A must exit the student in order for testlets to generate. Correct District Assignment Issues To correct an issue where the student was not exited from District A and is also enrolled in District B, follow these steps. 1. State Data Steward exits the student from District A (or tells District A Data Steward to exit the student). 2. Determine where the student s currently assigned testlet is located. If student s currently assigned testlet is at District A District B Then a) State Data Steward can look up/provide TIP and student login information. b) Next testlet will be delivered correctly if step 1 is done first. Do not take the testlet until step 1 is completed. Data Steward Manual Rev: 04/14/ of 87

71 To remove a student who moves out of your state, use the procedure titled Remove a Student from Educator Portal on page 63. MANAGE ROSTER DATA The Roster Template links students to teachers and enrolls the student in a test for each subject area. While the Enrollment file contains one record per student, the Roster file will contain two records (rows) per student to represent each DLM subject area (mathematics and English language arts). Students must be rostered once for each subject area (Mathematics and English language arts) for all testing in the school year. Kansas does NOT use the Roster process described here. Kansas student records for the DLM field test are included in the KIDS data and Student Course (STCO) records. See your state Data Steward for more information. CREATE A ROSTER FILE This is a required procedure. To create a Roster file, follow these steps: 1. Download the Roster Template from your state s DLM webpage. We recommend you do not start from a data extract from your existing system. Copy and paste records into the CSV file in the corresponding field. Hint: Always start by downloading the template to ensure sure you have the current file. 2. Open the Roster Template in a spreadsheet program that can save data in the CSV format. 3. Using a new line (row) for each student and for each subject (Mathematics and English Language Arts), type the information into the CSV file. Hint: Sally will have one row for Mathematics and one row for English Language Arts in this file. Data Steward Manual Rev: 04/14/ of 87

72 4. 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. The Req? column in the following table indicates whether or not a column must contain information for each student to ensure a successful file upload. Columns with No in Req? column can be blank for each student if the information is unavailable. 5. Save the file as a CSV file. The system will only load files saved in CSV format. Hint: Save the file using a location you can easily access later. Up to 5,000 records at a time may be loaded. However, large files may load slowly and can be difficult to troubleshoot. We recommend loading 100 or fewer records at a time, unless you are confident about the quality of your data. 6. Save your file in a location you can access later. Hint: The file can be given any name that helps identify the group of students it contains. A new Roster Template was released Monday, November 3. Records uploaded using the previous template will be rejected. 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. The Roster File data dictionary has been replaced with this new version to match the new Roster Template. Summary of changes: Four fields have been removed: Residence_District_Identifier, State_Course_Identifier, DLM_Status, and Enrollment_Status. A few field names changed. The previous name is included in the table below. Several field names were slightly revised by removing the underscores in between the words: for example Student_Legal_First_Name is now Student Legal First Name. Hint: If your data has leading zeroes, check that they are retained after each save. Data Steward Manual Rev: 04/14/ of 87

73 Key to Table CSV Col. Column Heading Data Req? Format or Valid Entries Definition Matches the column label in the Roster Template. The name of the field. This matches the column heading in the Roster Template. Indicates if the spreadsheet must have data in a particular column. Y = Yes, N = No The type of data allowed in the field. The definition of the field CSV Col. Column Heading Data Req? Format or Valid Entries Definition A Roster name Y Alphanumeric The name for the roster. B C Subject Previously State_Subject_Area_Co de Course Previously Course_Section Y Alphanumeric Enter ELA or English language arts or M or Mathematics. N Alphanumeric The identification code for a course. Leave blank for DLM. D School Identifier Previously Attendance_School_Pro gram_identifier Y Alphanumeric up to 10 Identification code assigned by the state (or other organization) that indicates the location where the student attends school. Note: The entry must match an entry in EP for your organization, or the file upload will fail. E School Year Previously Current_School_Year Y YYYY The four-digit ending year of the current school year (e.g., for the school year, you would enter 2014). F State Student Identifier Y Numeric up to 10 G Local Student Identifier N Numeric up to 10 The student s state identification number. Must match field of same name in Enrollment file The student s state or school ID number. Must match field of same name in Enrollment file. H Student Legal First Name Y Alphanumeric The student s first name. Data Steward Manual Rev: 04/14/ of 87

74 CSV Col. Column Heading Data Req? Format or Valid Entries Definition I Student Legal Last Name Y Alphanumeric The student s last name. J Educator Identifier Y Alphanumeric To successfully match student to teacher, this code must match the Educator_Identifier used in the User file. If it does not match an existing Educator_Identifier then the record will fail to upload. K Educator First Name Y Alphanumeric The educator s first name. L Educator Last Name Y Alphanumeric The educator s last name. M Remove from roster N Remove blank If the information should be removed from a roster, type Remove in this field. Otherwise, the field should remain blank. LOAD A ROSTER FILE This is a required procedure. Hint: We recommend uploading roster files separately by building. This helps with tracking and troubleshooting. Roster records are rejected if a teacher account is not found for the teacher(s) on the roster. To upload the roster file into Educator Portal, follow these steps: 1. Click Configuration. 2. Click Rosters. 3. Select Upload Roster. Data Steward Manual Rev: 04/14/ of 87

75 4. Apply filters in the Select Organization fields to choose the level you need. If you do not see the correct option listed, your account permissions may need to be changed. Contact your state-level Data Steward or SEA. 5. Click to find the CSV file on your computer. A browser window appears. 6. Locate the CSV file you created. Data Steward Manual Rev: 04/14/ of 87

76 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. Hint: Each line in the CSV file is one record. 10. Click Upload. A message shows the number of records created, rejected, and updated. 11. Click View Details to see error messages related to the upload. Data Steward Manual Rev: 04/14/ of 87

77 CHANGE ROSTER DATA Using this procedure, you may: Change a roster name. Change the subject or course. Change the teacher connected to the roster Change the students connected to the roster. Hint: You may not delete a roster. You may remove all students from a roster, leaving it empty. To change roster data, follow these steps: 1. Click Configuration. 2. Click Rosters. 3. Select View Roster. 4. Apply filters in the Select Organization fields to choose the level you need. 5. Click Search. 6. Click the desired roster; the View/Edit Roster screen appears. Data Steward Manual Rev: 04/14/ of 87

78 7. Make the desired changes. You may: Type a Roster Name. Choose a Subject and/or Course. Select an Educator. Select or clear check boxes to remove or add students to the roster. 8. Click Save. Data Steward Manual Rev: 04/14/ of 87

79 CREATE A ROSTER MANUALLY To create a roster manually using the Educator Portal interface, follow these steps: 1. In the Quick Links section, click Rosters. 2. In the Select Action menu, select Create Roster Manually. 3. Select your State. Hint: After you select a state, you will see options to select a district and school. 4. Select your District. 5. Select your School. Data Steward Manual Rev: 04/14/ of 87

80 6. Click Search. 7. Type a Roster Name. 8. Select a Subject; optionally, select a Course. 9. Click the checkbox next to one Educator. Hint: You may only select one educator. 10. Select or clear the check boxes to remove or add students to the roster. Data Steward Manual Rev: 04/14/ of 87

81 Hint: You can use the arrows at the bottom of the screen to move between pages and select multiple students. 11. Click Save. 12. To close the roster, click X. Hint: When the roster saves, the window will close, and you will see a message on the screen. VIEW ROSTER DATA EXTRACT The Roster Data Extract includes all records for students who are assigned to a roster. This includes those uploaded via web service, Roster file, or the manual roster interface. Hint: There will be multiple records for one student if the student has been enrolled in more than one school or grade. The first three columns in the Roster Data Extract are unique. They are: Extract State Extract District Extract School The remaining column headings are identical to those in the Roster Template. See page 73 for those definitions. This allows you the option to remove the first three columns and use the extract as a Roster File to correct roster data. See the procedure titled Change Roster Data on page 77. Follow the steps on page 82 to View a Data Extract. Data Steward Manual Rev: 04/14/ of 87

82 REPORTS AND DATA EXTRACTS The following data extracts are available for select users. If the user does not have permission to view the extract, it will not appear in the list. Name of Data Extract Current Enrollment Accessibility Profile Roster Users Test Records DLM Test Administration Monitoring Summary Enrollment data for your organization Access (PNP) settings for your organization Roster data for your organization User data for your organization Test records for students in your organization Testlets assigned and completed in a subject (per student) VIEW A DATA EXTRACT To view a data extract, follow these steps: 1. Click Reports. 2. Click Data Extracts. 3. Click New File for the extract you wish to view. Data Steward Manual Rev: 04/14/ of 87

83 4. Select your organization (district or school); click Ok. 5. If you accessed the report previously, you will receive this message. Click Yes to proceed. Hint: Each request for an extract replaces the previous extract. You may save extracts to your computer if you require an archive. 6. The File field transitions from In Progress to a CSV icon. 7. Click the CSV icon. Hint: Think of a CSV file as a completely unformatted Excel file. The inability to apply formatting mostly impacts fields with leading zeroes. 8. Follow your browser s procedure for viewing or saving the CSV file to your computer. Data Steward Manual Rev: 04/14/ of 87

84 TROUBLESHOOTING See the KITE webpage for troubleshooting information and common error messages related to upload file errors. COMMON DATA UPLOAD ISSUES Experience Nothing happens when I click the Upload button (for User, Enrollment, or Roster files). Possible Causes File is not CSV format. Incompatible browser; use a supported browser as listed under the Educator Portal heading on SYSTEM ERROR MESSAGES To view error messages, click View Details. A message which reads invalid does not require action; a message which reads rejected requires action. The table below shows some error messages which may appear when uploading Roster or Enrollment files. This table does NOT apply to states who upload records via a web service. Message ### records created, ### records updated and ### records are rejected out of ### total records. Upload completed with errors. Possible Causes The file was uploaded, but Educator Portal found errors. The hash tags (#) will be replaced with numbers indicating how many records updated and how many errors were found. Data Steward Manual Rev: 04/14/ of 87

85 Message Please enter a value with a valid extension. File format is not correct. File is required. Blank value is not valid The Roster upload file is rejected Possible Causes The file was NOT uploaded because the file format was not CSV. This error may occur if you have copied and pasted data from other programs into the CSV file. Typically this can be corrected by transferring the data into a fresh copy of the CSV file that you are attempting to upload. The file was NOT uploaded. One possible reason is that a header is missing or is incorrect. Use the templates provided on the name of webpage for your state. User clicked the Upload button before attaching a file. The record is not actually rejected and no action required. This message will appear for any field that is not required and is left blank. Use only English Language Arts or Mathematics in the State_Subject_Area_Code field. Spelling and capitalization must be as shown above. Check the Current_School_Year field is completed correctly. HELP DESK ASSISTANCE REQUIRED Please contact the Help Desk for assistance with these items. Change the State Student Identifier. Add or change state or district organizational data. Remove a student from Educator Portal. Remove a teacher from the state. If a teacher leaves the state (not district). Data Steward Manual Rev: 04/14/ of 87

86 APPENDIX If your state has provided an appendix to this manual with information customized for your state, you will find that on your state s DLM webpage. The filename will look like this: DATA STEWARD MANUAL APPENDIX ST (where ST is the two-letter abbreviation for your state). See Access Additional Resources on page 7 to get started. SEAs: if you wish to provide a state appendix to this manual, send the finished file along with a DLM Website Update Request Form. DOCUMENT HISTORY Page numbers are valid ONLY for the date and version noted. They may change in future versions. Date Section Name/ Starting Page Summary of Changes 04/14/2015 Manage Student Moves 70 Correction to procedure for moving a student between districts. 03/05/2015 Manage Student Moves 69 Added new section to summarize how to address student moves during the spring testing window 01/05/2015 Merged Release Notes into this document. Future changes will be documented directly into this manual, eliminating the need for a separate Release Notes document. Updated the Required Software section. 13 Manage User Data section 25 Updated Overview Added Add a User Manually Updated Assign A User Role Or Multiple Roles plus permissions table Updated Change User Account Information Added View User Data Extract Data Steward Manual Rev: 04/14/ of 87

87 Date Section Name/ Starting Page Summary of Changes Manage Enrollment Data section 47 Updated Create An Enrollment File plus field definition table (no new or deleted fields, just clarified data) Added View Enrollment Data Extract Manage Roster Data 71 Added View Roster Data Extract Added Reports and Data Extracts section 82 Troubleshooting 84 Updated Common Data Upload Issues 11/04/2014 Beginning November 3, users uploaded via the User 28 Template are assigned a default role of "Teacher" and the KITE activation message is automatically sent. You may change the role using the Assign a User Role or Multiple Roles. Corrections to the Test, Exit, and Clear (TEC) data dictionary. These are below step 6 of the procedure titled Remove a Student from Educator Portal. Changes to introductory text and fields of Roster File data dictionary. 58 & 59 replace pages 58-60, below step 6 of the procedure titled Create a Roster File. Changes to Create a Roster Manually. Step 8 offers more 66 fields to choose from than previously. 10/21/2014 Add A Student Record Manually 51 Step 5 includes new screen shot and new field definition table. Best practices and corrections when using this procedure in combination with the Test, Exit, and Clear (TEC) file are offered. 09/24/2014 The Current_Grade_Level field uses one character for 42 grades 3-9 and two characters for grades The file will reject if there is a zero in front of a number (i.e. 03). 09/09/2014 The required status for two fields in the Enrollment Template was corrected. 43 School_Entry_Date is required. State_Entry_Date is not required. Data Steward Manual Rev: 04/14/ of 87