ETS iskills Assessment Institution Administrator Manual Updated: April 2011
Table of Contents 1 WELCOME... 1 1.1 How to Contact ETS... 1 1.2 Introduction... 2 1.3 System Requirements... 3 2 ADMINISTRATIVE ROLES... 4 3 ACCESSING THE HIGHER EDUCATION AND SCHOOL ASSESSMENTS (HESA) ADMINISTRATOR INTERNET SITE... 5 3.1 Log In... 6 3.2 Passwords... 6 3.2.1 Change Password... 7 3.2.2 Security Question... 7 3.2.3 Forgotten Password... 7 4 INSTITUTION ADMINISTRATION... 8 4.1 Home... 8 4.2 Sessions... 10 4.3 Inventory... 10 4.3.1 Order History... 10 4.3.2 Product Catalog... 11 4.3.3 Purchasing Inventory from the Product Catalog... 11 4.3.4 Purchasing Inventory using the Inventory Screen... 13 4.4 Profile... 15 4.5 Reports... 15 4.6 Score Reports... 15 4.7 Users... 15 4.7.1 Institution Users... 15 4.7.2 University System Users... 16 4.7.3 Add New Users... 16 4.7.4 Edit or Delete a User... 17 4.8 Resend Welcome E-mail... 18 4.9 Help... 18 i
4.9.1 Test Session Guidelines... 18 4.9.2 What is expected of test takers during the administration of the test?... 19 4.9.3 Manuals and Reference Guides... 19 4.9.4 Score Report Guide for Institutional Users... Error! Bookmark not defined. 4.9.5 Support Information... 20 5 MY PROFILE... 21 6 LOG OUT... 21 ii
1 Welcome Thank you for choosing the ETS iskills assessment. Although the technology can be very exciting, it is still the people who make this process so rewarding the test takers as well as the staff members at your institution who assist in administering the tests. Your role in preparing for and executing these online administrations is critical in maintaining the validity of the tests. Because the tests are intended to be administered institutionally in a proctored environment, the responsibility for maintaining the security of the tests and the confidentiality of the test takers information can only reside with your staff. The easy-to-use ETS iskills assessment online system makes it easier than ever to carry out your duties as administrators and proctors duties such as purchasing tests, setting-up sessions, requesting reports, and of course, administering the test. This manual addresses those aspects of the ETS iskills assessment online system that you need to understand in order to carry out your specific responsibilities. It includes not only a step-by-step guide to using the system, but also notes and tips about the logistical aspects of an ETS iskills assessment administration. ETS looks forward to our continued partnership with you in administering the iskills assessment. 1.1 How to Contact ETS ETS staff are available to assist you with questions, problems, or comments you may have about the ETS iskills assessment. Please use the contact information in the following table. These contacts are to be used by administrators only; please do not share them with test takers. Reason Issues related to creating proctors and institution administrators and purchasing additional inventory Contact ETS Customer Service Phone: 800-745-0269 E-mail: highered@ets.org Monday through Friday 8:00 a.m. to 4:30 p.m. (Eastern Standard and Daylight Time) Technical problems or questions during site readiness, setup or test day activities; problems related to the software or to schedule after hour test day support. ETS Technical Support Phone: 855-264-9615 E-mail: iskillstech@ets.org Monday through Friday 8:00 a.m. to 8:00 p.m. (Eastern Standard and Daylight Time) After-hours support available by advance request 1
Questions about testing program policies and procedures, the ETS Online Service Agreement, interpretation of score reports, and requesting extended test time. ETS Customer Service Phone: 800-745-0269 E-mail: highered@ets.org Monday through Friday 8:00 a.m. to 4:30 p.m. (Eastern Standard and Daylight Time) 1.2 Introduction This manual will provide instructions to guide you through administrative processes of the ETS iskills assessment online testing application. The document is organized into the following sections: Section Description 1. Welcome Introduction System Requirements 2. Administrative Roles Describes ETS iskills assessment Administrative roles and permissions 3. Accessing the Higher Education Division (HED) Administrator Site Procedures for accessing, logging into the administrative system, how to change your password, and what to do if you forget your password 4. Institution Administration Procedures for creating, modifying and deleting administrators, proctors and report viewers Procedures for purchasing ETS iskills assessments Procedures for downloading Irregularity Reports and manuals 5. My Profile Provides information on changing your personal profile 6. Log Out Provides information on logging out of the system 2
1.3 System Requirements In order to access the ETS iskills assessment administrative and test taker interface, your computers must meet the following requirements: PC Operating System Processor Graphics Card IBM Compatible only Microsoft Windows XP and 2000 or higher Pentium III 733 Mhz or higher 1024x768 resolution, 65,536 colors (same as 16 bit color) Best results are obtained by using a 17 CRT monitor. The display should be set to normal size. Browser Internet Explorer 5.5 or later (with pop up blockers disabled and cookies enabled) Internet Connection 200 kbit/sec or faster (broadband) Screen Resolution 1024 x 768 Macromedia Flash Plug-in 6.0.79.0 or higher Mouse External only (e.g., NOT a built-in trackpad or trackball device) iskills Browser installation required for all testing. (See the ETS iskills Assessment Proctor Manual for details.) ETS has certified the administration of the iskills assessment on the technology listed above. If you have computers or a network that does not meet the minimum requirements, ETS cannot certify that delivery is possible and may not be able to provide technical support to assist you with problem resolution. For security reasons, ETS does not recommend the use of wireless networks. Site readiness procedures, including installation of the Secure Browser, must be performed on each testing station before you can deliver the iskills assessment on it for the first time. Refer to the ETS iskills assessment Proctor Manual for instructions on completing the necessary steps. If you have any questions regarding the computer hardware of software requirements, see Section 1.1 How to Contact ETS for contact information. 3
2 Administrative Roles The ETS Customer Service Representative will establish your institution on the ETS Program Workshop system and assign an institution administrator to purchase tests and to create administrator user IDs on behalf of the institution. If there are multiple campuses within an institution, then a university system administrator will be assigned to purchase tests and create users for all campuses. It is recommended that only one administrator user (either the institution administrator or the university system administrator) establish and manage all users in the system. These users will include administrators with or without purchasing, proctors and report viewers. The table below outlines the administrative functionality that each type of user will be able to perform. Administrative Function USA IA ANP AP PR RV Create, modify and delete other institution administrators and X X proctors within your institution Look up test taker passwords X X X X X Reset institution and proctor passwords X X X X Purchase tests X X Add and release inventory X X X X X Create, modify, delete and close testing sessions X X X X X Assign extended test time accommodations (this is currently a manual process. See the Proctor Manual for more information) X X X X X Download test taker score files and access individual score reports X X X X X Legend USA: University System Administrator This role is assigned by ETS*. IA: Institution Administrator This role is assigned by ETS. ANP: Administrator with no purchasing AP: Administrator with purchasing PR: Proctor RV: Report Viewer *A university system administrator is only assigned to the university system. No other roles can be assigned for the university system. Roles can only be assigned to the campuses within the university system. Note: All administrative levels except report viewers can administer and proctor tests, including the approval and re-approval of test sessions. 4
3 Accessing the Higher Education Division (HED) Administrator Internet Site To access the ETS iskills assessment Administrative interface, perform the following steps: Step 1. 2. 3. Action Open the Internet Explorer browser In the address field type the URL: admin-icttest.ets.org Press the Enter key The HESA ETS iskills assessment administrator Login screen displays. The Login screen looks similar to the one below: In addition to logging in to the administrative system, the screen also displays links to the following: Forgot your password? iskills System Check ETS iskills Browser Download 5
3.1 Log In Enter your user name and password in the appropriate fields and click Submit to access the interface. If this is the first time you are logging in, the ETS Service Agreement will display. Once you have read the agreement and agreed to the terms and conditions, click Yes. To print the ETS Service Agreement, click Print. If you do not accept the terms and conditions, click No and notify ETS iskills Customer Service. Their number can be found in Section 1.1 How to Contact ETS. Once you accept the agreement, you will be asked to change your password. See section 3.2.1 Change Password for details on how to do this. Once you change your password, the Welcome screen displays. An example of this screen is shown below: Notice that the screen is divided into two panes. The left-hand pane shows the different administrative areas that you will be working in. Once you have seen the Welcome page, you can begin using the system by clicking on one of the folders in the pane. While working in the system, you can use the Back button on the title bar to go back to the previous page. You can also use the Print button to print the screen that is displayed. An explanation of each administrative area and the tasks that can be performed is documented starting in Section 4 Institution Administration of this manual. 3.2 Passwords The following explains how to change your password when the system prompts you to change it, and what to do if you have forgotten your password. See also Section 6 My Profile for information about updating your profile, including your password. 6
3.2.1 Change Password After logging in, the following message may display to prompt you to change your password. Click OK in the message box. The Edit My Profile screen will display. Enter a new password in the Password field and then enter the same new password in the Confirm password box. Click Save and the ETS iskills assessment home page will display. 3.2.2 Security Question You will need to update your security question and answer in your profile. Click on your account in the Users folder and the Edit My Profile screen will display. An example is shown below: You can keep the default security question that displays or use the drop down arrow to select another question. Note that the Security Answer field states please update. Select this field and type in the correct answer to the security question you have selected. Note: This information is used to confirm your identity whenever you contact Technical Support, so please make sure this is updated. 3.2.3 Forgotten Password If you have forgotten your password, click the Forgot your password? link. A screen displays that asks for your user name. Enter the requested information and click Submit. A message stating that your password has been sent displays on the HED Administrator Login screen. An e-mail message containing your password will be sent to you. Click Continue to return to the Login screen. 7
4 Institution Administration A folder with the name of your institution will be the top folder you will see in the left-hand pane. This folder contains the Home, Profile, Users, Cohorts, Inventory, Reports, Score Reports, and Help folders. The folders in this area will allow you to view test activity by test title, purchase tests, view information about sessions, institutions, score reports and help. Folders display based on permissions granted to each user. For example, an administrator with no purchasing rights will see the Inventory folder displayed but they will not be able to purchase. They will only see the inventory that is available. The first time you log in, you will see a Welcome screen similar to what was shown in Section 3.1 Log In. Once testing has started, this screen will be replaced by the Home page which is discussed below. You can begin using the system by clicking on one of the folders in the pane. While working in the system, you can use the Back button on the title bar to go back to the previous page. You can also use the Print button to print the screen that is displayed. An explanation of each administrative area and the tasks that can be performed is documented below. 4.1 Home Click the Home folder to return to your institution s Home page for the iskills assessment. This page displays the number of tests that have been started and those that are completed broken down by time periods. 8
Note: The options available in the pane are dependent on your administration permissions. Only roles that are flagged to have Create and Modify Users will see the Profile and Users folders. The Home screen will display charts for the tests that have been started and those that are completed broken down by time periods shown at the top of each column. To view the test details for a time frame, click on the number corresponding to the appropriate time period. For example, if you wanted to view the tests that have been completed this week, click the number directly below that column. A screen similar to the one shown below will be displayed. 9
If there is more than one page, you can use the Current Page Number feature to either type in the page you want to go to or click Previous, Next, First or Last. You may find two records for the same test taker. This is because the Background Questions will display as a separate test because they are taken as part of a different session than the actual iskills assessment. 4.2 Cohorts Click the Cohorts folder to view and activate new sessions for test delivery. Please refer to the ETS iskills assessment Proctor Manual for instructions on working in this folder. 4.3 Inventory An administrator with purchasing permission can purchase tests using the Inventory function. If you are part of a university system, only a university system administrator will be able to purchase tests for all of the campuses in the system. You may purchase tests using either a purchase order (PO) or a credit card. When you click the Inventory folder, a screen will display that lists all the tests in your institution s inventory. A screen similar to the one shown below will be displayed. The Reserved column contains the amount of unused inventory assigned to your test session. The Available column contains the amount of inventory that can be added to your test session. This screen will enable you to purchase additional tests, view your institution s order history, or view the product catalog. For details on how to order from this screen, see Section 4.3.4 Purchasing Inventory Using the Inventory Screen. 4.3.1 Order History Click Order History to view the orders that have been fulfilled for your institution. This screen also provides links to the Inventory and Product Catalog screens and a link to download the inventory or purchasing history screen into an Excel spreadsheet. 10
4.3.2 Product Catalog Click Purchase Products to purchase additional new inventory. You will use this link to place your first order. Once you have placed an order, your order history will display when you click on the Inventory folder. Details on how to purchase inventory from the Product Catalog can be found in section 4.3.3 Purchasing Inventory from the Product Catalog. If you wish to purchase additional product packages that already are in your inventory, type in the additional amount needed in the Buy Additional column, and click Add to Cart. 4.3.3 Purchasing Inventory from the Product Catalog Take the following steps to purchase inventory from the catalog: Step Action 1. Click the Inventory folder. The Inventory screen will display. 2. Click Purchase Products. The Product Catalog screen will display. 3. Click Buy for the test package you want to purchase. 4. The View Cart screen will display. Enter the number of tests you want to purchase in the Quantity box. Note: You can change the quantity for any test ordered by typing the new quantity in the Quantity box. If you want to see the new total price, click Update Quantities to refresh the screen. 11
5. Step If you want to: Purchase more tests Complete your order Action Then: Click Continue Shopping The Product Catalog screen will re-display Go back to Step 3 Click Place Order Go to Step 6 Note: If you need a copy of the order for a PO approval, print this screen and exit before clicking Place Order. 6. The Your Order screen will display: Click the radio button next to your method of payment: If you are paying by credit card, complete the billing information in addition to the credit card number, expiration date and security code. If you are paying by purchase order, enter the purchase order number. Note: If the Purchase Order payment option is not displayed and you wish to use a purchase order, please contact ETS Customer Service (refer to Section 1.1 How to Contact ETS ). 7. Click Continue with Purchase. 8. The Confirm Order screen will display. If: The order is correct You need to change the quantity or payment information Then: Click Place Your Order Click Change for the area you want to change Make the necessary changes Return to the Confirm Order screen Click Place Your Order 9. An Order Confirmation screen will display. Print this screen for your records. Click Continue. You will be returned to the Inventory screen. 12
4.3.4 Purchasing Inventory using the Inventory Screen Once you have placed your first order, available inventory will display on the Inventory screen. If you are ordering the same test packages shown on this screen, you can enter the quantity you want to purchase in the Buy Additional field and click Add to Cart. Note: You can only buy up to 1000 in quantity on the inventory screen. If you need to order more than 1000, order using Purchase Products. Refer to Section 4.3.3 Purchasing Inventory from the Product Catalog for more details. Take the following steps to complete your order: Step Action 1. The View Cart screen will display. Note: You can change the quantity for any test ordered by typing the new quantity in the Quantity box. If you want to see the new total price, click Update Quantities to refresh the screen. 13
2. If you want to: Then Purchase more tests Complete your order Click Continue Shopping The Product Catalog screen will redisplay Click Buy for the test package you want to purchase Go back to Step 1 Click Place Order 3. The Your Order screen will display: Click the radio button next to your method of payment: If you are paying by credit card, complete the billing information in addition to the credit card number, expiration date and security code. If you are paying by purchase order, enter the purchase order number. Note: If the Purchase Order payment option is not displayed and you wish to use a purchase order, please contact ETS Customer Service (refer to section 1.1 How to Contact ETS). 4. Click Continue with Purchase. 14
Step Action 5. The Confirm Order screen will display. If: The order is correct You need to change the quantity or payment information Then: Click Place Your Order Click Change for the area you want to change Make the necessary changes Return to the Confirm Order screen Click Place Your Order 6. An Order Confirmation screen will display. Print this screen for your records. Click Continue to return to the Inventory screen. 4.4 Profile The Profile folder displays the profile for your institution. From this screen, you can edit the profile by clicking Edit. Once you have made your changes, click Save to save your changes. Note: Updating your institution profile will not change the billing address of record at ETS. 4.5 Reports The Reports folder enables you to download Institutional Data reports. Please refer to the Score Report Guide for Institutional Users in the Help folder. 4.6 Score Reports The Score Reports folder enables you view individual test taker score reports. Please refer to the Score Report Guide for Institutional Users in the Help folder. 4.7 Users The Users folder enables you to add, edit or delete users on the system. When you click on this folder, the Institution Users screen will display. This screen lists all users created for the institution or the university system. 4.7.1 Institution Users Institution administrators have permission to create other administrators, proctors and report viewers. They also have the ability to edit and delete these users. 15
4.7.2 University System Users University system administrators will be able to add other system administrators for themselves, (e.g. a back-up administrator to cover their duties if they are out and for the other campuses in their university system). These other campuses are commonly referred to as children. The university system administrators will also be able to create, edit or delete institution administrators, proctors and report viewers for their children. Institution administrator proctors and report viewers cannot be created under the parent. 4.7.3 Add New Users Please follow the steps below to create a new user for either an institution or a university system: Step Action 1. Click the Users folder on the left side of the screen. 2. Click Create a New User on the right side of the screen. 3. The New User screen displays. This screen includes a Login Information and User Profile screen. Complete the User Profile information for the administrator you are adding and then scroll down. User Name: Enter the user s e-mail address Security Question: Use the default question Security Answer: Enter your answer in the field that reads please update Note: Fields marked with an asterisk (*) are required. 4. Complete the User Options screen that appears below the Profile. Deselect or select the options you want the administrator to have by clicking the appropriate box. 16
User is active: This box will automatically be selected. Deselect this if the user is no longer active but you want their profile to remain in the system. User must change password on login: This box will automatically be selected. It is recommended for security reasons that every new user changes their password; however, you can deselect this option. Administration Access: The default is None. It is recommended that one person at each Institution administer the user roles. For a University System, the University System Administrator should add one Administrator for each child that can create other users. By selecting None, the user will NOT have rights to create other users (administrators with purchasing, administrators without purchasing, proctors, etc) By selecting Create and Modify Users, the user WILL have rights to create other users (administrators with purchasing, administrators without purchasing, proctors, etc). 5. Complete the Programs table. If it is not checked, click on the checkbox under Allow Access next to iskills assessment to provide this user with access to the ETS iskills asessment program. Click on the drop-down menu in the Role box and select one of the following options Admin No Purchase (no purchasing access) Admin with Purchasing Proctor Report viewer 6. Scroll up and click Save. The Institution Users screen displays the new user s profile. 7. A welcome e-mail will be sent automatically to the user. The welcome e-mail contains the following information for the new user: Institution Name Test Center ID User Name User Password URL to access their session keys and start to setup their test site Note: Click Send Welcome E-mail if you want to resend the e-mail to the new user. 4.7.4 Edit or Delete a User The university system and institution administrators can modify or delete existing administrators, proctors and report viewers. Follow the steps below to modify or delete a user: 17
Step Action 1. Click the Users folder on the left side of the screen. 2. Your Institution Users screen will display. Click the user name that you want to modify or delete. 3. The profile for that user displays: If you want to: Delete a User Edit a User profile Then: Click Delete Note: You will be prompted to confirm that you want to delete this user. Click OK to delete the user. The Institution screen displays Click Edit Make the appropriate changes to the profile Click Save The Institution User screen displays the new profile. (This screen also displays additional information about the user such as Last Login information and User Record History.) Note: To reset a password, clear the two password fields and type in a new password. 4.8 Resend Welcome E-mail If an administrator (institution administrator, proctor, etc.) did not receive a Welcome e-mail, you can resend by following the steps below: Step Action 1. Click the Users folder on the left side of the screen. 2. Your Institution Users screen will display. Click on the user name that you want to resend the welcome e-mail. 3. Click Send Welcome E-mail to resend the e-mail to that user. 4.9 Help This folder provides you with support and site readiness information, score report information, error reporting information and documentation for administering the iskills assessment. 4.9.1 Test Session Guidelines As a proctor, your role in establishing optimal testing conditions is of the utmost importance to the iskills assessment program and the test takers. A well organized, quiet and friendly testing environment helps test takers do their best. Make sure testing rooms are appropriately heated or cooled, adequately ventilated and free from distractions. 18
Use lighting that enables all test takers to read their computer screens in comfort. There should be no shadows or glare on the computer screens or writing surfaces. Post directional signs to restrooms, if necessary. Post signs outside the testing room indicating that testing is in progress. Ensure that testing rooms are quiet throughout the test administration. When testing is scheduled or in progress, do not conduct other activities that would disrupt the testing conditions in the room. Meet federal and state accessibility laws, such as the Americans with Disabilities Act, including reserved parking for candidates with disabilities, wheelchair access and appropriately-equipped restrooms. Position the computer monitor, keyboard and mouse properly at each workstation for ease of use without strain. Provide comfortable chairs with backs. Stools or benches without backs are not acceptable. Provide a writing surface at each computer workstation that is large enough to accommodate any paper materials such as scratch paper. The writing surface must be large enough to accommodate right- or left-handed test takers. Ensure that test proctors have a clear view of the test takers and workstations at all times. 4.9.2 What is expected of test takers during the administration of the test? While taking the test, students should have nothing on their desks. The use of dictionaries or other books, slide rules, protractors, calculators, calculator watches, watch alarms (including those with flashing lights or alarm sounds), stereos or radios with headphones, compasses, rulers, highlighter pens or papers of any kind is prohibited. Anyone found using any of these items will be warned that if the action continues, he or she may be dismissed from the examination. Using a telephone, cellular phone or any electronic or photographic device during the test session or during breaks Leaving the test site during the test session or during breaks Communicating in any manner about the test with any person other than the test administrator during the test session or during breaks Creating a disturbance or behaving inappropriately Attempting to take the test for someone else Attempting to receive or give assistance to another person during the test session or during breaks Attempting to tamper with the operation of the computer Using prohibited aids, such as compasses, protractors, rulers, calculators, watch alarms, listening devices, beepers, pagers, watch calculators, books, pamphlets, stereos or radios with headphones, translators, any other personal digital or electronic devices, and recording or photographic devices Attempting to remove test questions or responses (in any format) from the testing room Failure to follow the test administrator s directions Leaving the testing room without permission Obtaining improper access to the test, a part of the test, or information about the test Taking excessive unscheduled breaks during testing 4.9.3 Manuals and Reference Guides This section provides links that allow you to download the Institution Administrator Manual and the Proctor Manual in PDF format. Click the Download PDF button for the manual you want to download. 19
4.9.4 Score Report Guide for Institutional Users There are links that allow you to download the Score Report Guide for Institutional Users and additional documents that contain general information in understanding how to interpret ETS iskills scores and the Institutional Data Download file. The documents are in PDF format. Click the Download PDF button for the document you want to download. 4.9.5 Support Information Please refer to Section 1.1 How to Contact ETS for more details on this section. 20
5 My Profile When you click on the Users folder, you can update your personal ETS Program Workshop user account, or profile. Use these screens to make changes to your profile or to change your password or security question and answer. Once the changes have been entered, click the Save button to save the changes. 6 Log Out To log out of the administrative interface, click the Log Out button. You will be returned to the Login screen. 21