February 2013 Copyright 2013 by CTB McGraw-Hill Education. 1

February 2013 Copyright 2013 by CTB McGraw-Hill Education. 1

OCCT & OMAAP Welcome to the Record Editing System (RES) Utility... 3 About Your Task... 3 Security Concerns... 3 Before You Begin... 3 Contacting the Oklahoma Help Desk... 4 Getting Started... 5 Connecting to the Record Editing System Utility... 5 Summary Information on the Home Page... 7 The Summary Information is your scoreboard. Here is what it tracks:... 7 Planning Your Work... 8 Choosing How to Correct Errors... 8 Correcting Records Online... 8 Browsing for a Student Record... 8 Best Practices for Updating Student Records by School... 9 Searching for a Student or Group... 9 Best Practices for Updating Student Records by Search Criteria... 10 Your Student Data File (Districts Only)... 11 Downloading a Batch File... 11 Working with Your Student Data File... 11 Loading the Student File Back to RES... 12 Frequently Asked Questions and Troubleshooting... 13 February 2013 Copyright 2013 by CTB McGraw-Hill Education. 2

OCCT & OMAAP Welcome to the Record Editing System (RES) Utility About Your Task The Record Editing System (RES) Utility allows you to modify student biographic and demographic data electronically, prior to receiving reports. You will not have an opportunity to have student data changed through CTB after reports are received. Security Concerns When you work online, always close your browser when you have finished editing records so that no unauthorized user can click your Back button to access the Record Editing System Utility. Before You Begin Make sure you have Adobe Reader installed and can open PDF files in your web browser. Adobe Reader is free software that you can download from www.adobe.com. February 2013 Copyright 2013 by CTB McGraw-Hill Education. 3

OCCT & OMAAP Contacting the Oklahoma Help Desk For help with Oklahoma OCCT and OMAAP products and services, the Oklahoma Help Desk is available: Monday through Friday, 7:30 AM to 4:30 PM, Central Time During Testing, 7:00 AM to 7:00 PM, Central Time Please note that the Oklahoma Help Desk is closed on the following holidays (actual or observed): New Year s Day Martin Luther King, Jr. Day Presidents Day Memorial Day Independence Day Labor Day Thanksgiving Christmas For help by Contact Phone 1 888 282 2010 Email OK_Helpdesk@ctb.com February 2013 Copyright 2013 by CTB McGraw-Hill Education. 4

OCCT & OMAAP Getting Started You can access the Record Editing System Utility between March 4th and March 15th, 2013. During this time, you can access your student records, check records for errors, and correct any errors or warnings. Connecting to the Record Editing System Utility 1. Use your browser to navigate to www.ctb.com/ok. 2. Click on the Access your (SSO) Single Sign On Account button February 2013 Copyright 2013 by CTB McGraw-Hill Education. 5

OCCT & OMAAP 3. Enter your User ID and password. 4. Click on the OK EOI Record Editing System link in the list of available applications. You will next be prompted to select which administratio n you want too work with. Winter/Trimesterr 2012 13 or OK EOI Optional Retest 2012 13 and click Submit. Your district s Oklahoma EOI RES Home page opens. Select either OK EOI February 2013 Copyright 2013 by CTB McGraw-Hill Education. 6

OCCT & OMAAP Summary Information on the Home Page Your Home Page tells you how many records are on your student record set. The errors are those captured during processing; say, for example, a student s birth date was not entered, you now have the opportunity to fix it here. However, if a student s ethnicity is incorrect, only you can correct it CTB has no way of knowing a student s ethnicity. Click the RES link in the breadcrumb trail to toggle between the Winter/Trimester and Optional Retest Administrations.. The Summary Information is your scoreboard. Here is what it tracks: Total Records for Your District is the number of answer documents processed for students in your districts Records now with Errors is the number of errors found in students data for example, a student s answer document did not have the date of birth filled out Records now with Warnings A warning flag indicates probable inaccuracies in the data. Records changed reflects the number of records modified byy your district. February 2013 Copyright 2013 by CTB McGraw-Hill Education. 7

OCCT & OMAAP Planning Your Work 1. When the Record Editing System Utility opens log in. 2. You may either download your student data to your computer (districts only) or modify records online. 3. Pay careful attention to student disability codes and ethnicities. 4. If you download your data, make sure you have an unzip utility on your system. Choosing How to Correct Errors If you are not comfortable using computers, it s best practice to modify student records online. We recommend downloading student data only if you are very familiar with computers and dataa files. The Record Editing System Utility validates your student biographical and demographic information captured during processing of your answer documents. If a record is missing a required value, the Record Editing System Utility marks it with an error flag. An example of an error is a blank value for a student s gender. Correcting Records Online Theree are two ways to correct student records online: One is to browse for them by school and student last name. However, if you want to find the student records by another criterion, for example: you want to find all the records with the same kind of error and correct them all at once you can search for a studentt or group. Whichever way you locate student records to correct, you ll find all this informationn on the Home page under To Work Online. Browsing for a Student Record 1. On the Home page, click Browse for a Student Record. Click All to view all schoolss in your district. To limit your view to only schools with flagged records, choose the filter for that flag. When you seee the school you want to work with, click on the school s name. On the Students Records in School page, click the name of the student whose record you want to edit. To limit your view to only student records with Error or Warning flags, choose the filter for that flag, and click on the student s name. February 2013 Copyright 2013 by CTB McGraw-Hill Education. 8

OCCT & OMAAP Best Practices for Updating Student Records by School 1. On Select School in (your district) to Browse for a Student Record page, create a list by clicking All and filtering for Students with Errors. If the list is too long, select an initial letter. 2. Click on the first student name in the list. On the edit page that opens, make all the corrections you can. If your changes correct all the errors, that student s name will be gone when you return to this page. 3. Repeat step 2 until no records remain on the list. 4. Create another list by clicking the next letter in the alphabet, until you can click All and no records flagged In Error appear. 5. Follow your District s policy for correcting Warnings: o To correct them now, choose the filter for Students with Warnings and correct all records before choosing another school to edit. 6. When there are no errors left for this school, select another school to update.. Searching for a Student or Group 1. On the Home page, click Search for a Student or Group. 2. On that page, enter your search criteria. 3. Enter information that uniquely identifies a student or group. Thee more information you provide, the fewer matchess your search returns. 4. Make sure the data you enter is valid for that field. Review the file layout for the valid field values. 5. Select the Error option to match only those records with an errorr in that field.. 6. To limit matches to only those records flagged with an error or warning message, choose the filter for that flag. 7. In text fields, you can enter just the first few letters you re looking for such as daw to match Dawson and Dawber but not Adawhile. 8. Click Search. 9. To learn how many records matched your criteria, look at Total Students at the bottom of the page. 10. In the studentt records thatt appear in your Search Results, click the name of the student you want to edit. February 2013 Copyright 2013 by CTB McGraw-Hill Education. 9

OCCT & OMAAP Select the error check box to match only those records with an error in that field. Use the filter to show only those students with errors or warnings. Best Practices for Updating Student Records by Search Criteria 1. On the Search for a Student or Group page, create a list of students to edit by entering your criteria, choosing the Inn Error filter and clicking Search. Sometimes you can save time by finding all records with the same type of error and correcting them as a group. 2. Click the first student name in the list. On the edit page that opens, make all the corrections you can. If your changess correct all the errors (or the errors identified by your search criteria), that student s name will be gone when you return to this page. 3. Repeat step 2 until your list contains no records. 4. Create another list by entering more search criteria. When you enter criteria that would match all students and no records flagged In Error appear, choose whether to correct the warnings. Continue editing student records and creating lists until you can t findd any studentt records with flags you need to correct. Please note: If you need to do some research to gather student information, you may correct as many errors as you can, submit the changes, and come back to edit this record later when you ve found the information you need. When you have a question about who has previously edited students records, click the Activity Log link while in the student s record. Each listing in the log displays: The date and time of each interaction with the RES student record set. Who was logged in when the interaction was initiated. The type of the interaction. February 2013 Copyright 2013 by CTB McGraw-Hill Education. 10

OCCT & OMAAP The message associated with the interaction. Your Student Data File (Districts Only) Downloading a Batch File 1. On the Home page, click Create a Student Data File. 2. Either Include All Schools in District or Include Only Selected Schools. 3. If selecting schools, check all the schools in the list you want in the student data file. 4. Determine if you want All student records, those records with errors, or records with warnings. 5. Click Create Data File. 6. When prompted, save the batch zip file to your desktop. 7. Locate zip file on desktop, double click to open. 8. Click on batch.txt file in the zip file. This is the student data in text format. 9. Drag the batch file out of the zip file to your desktop. Working with Your Student Data File In Excel: Open Excel. From Excel choose February 2013 Copyright 2013 by CTB McGraw-Hill Education. 11

OCCT & OMAAP File, Open, Select for.txt (Text) file type Find batch.txt file from your desktop Text Import Wizard Check Delimited radio button, then Next > Uncheck Tab, Check Comma, then Next In Data Preview, Click first column Slide scroll bar to last column Shift Click last column Choose Text for Column Data Format it is important all fields exported as text, or formatting will be lost. Click Finish Find records with Error Description column filled in to determine what to fix Edit columns to fix records. IMPORTANT: Records that don t have all errors fixed in them will not be updated in the system. Choose Save As and save as a.csv (Comma delimited) file. Do not re open the CSV file or file formatting may be lost. Exit Excel. Loading the Student File Back to RES From the RES Homepage choose Upload Student Records. Browse for batch.csv file. Enter appropriate comments. Click on Check if you file contains column headers checkbox. This will tell the RES utility to ignore the first row. Click Submit. If errors exist in the first 10 lines of your file, a confirmation screen will be shown. Choose either submit or cancel. If the file is submitted, it will be placed in a processing queue. If you click cancel, you can go back into the Excel spreadsheet, make your changes, and begin the upload process again. February 2013 Copyright 2013 by CTB McGraw-Hill Education. 12

OCCT & OMAAP Frequently Asked Questions and Troubleshooting GETTING STARTED Why didn t I get a letter about Record Editing System? All District Test Coordinators currently on file with the Oklahoma State Department of Education should receive electronic notification of the Record Editing System window, the URL or web address for accessing the Record Editing System utility and reference documentation, and a copy of this user guide. These materials will also be made available on the CTB OK Web Portal located at http://www.ctb.com/ok. If there has been a recent change in personnel in your district, please contact the Oklahoma State Department of Education to ensure that the most current information for your district is on file. What is the web address for the Record Editing System Utility? Users may access the Record Editing System Utility using the provided CTB Single Sign On at http://www.ctb.com/ok. Where do I log in? On the CTB OK Web Portal Home page at http://www.ctb.com/ok, users may login at the top center of the page, in the section labeled Log in. What is my password? Users are/were provided with login IDs and initial passwords by CTB. Users will be prompted to change their default passwords when first logging into the CTB OK Web portal. If you have forgotten your password, please contact the Oklahoma EOI Help Desk at 1 888 282 2010 or click the Forgot Password link on the http://ctb.com/ok login page to have your password reset and emailed to you. Why doesn t my password work? Passwords are case sensitive. Make sure your Caps Lock has not been accidentally engaged and try again. If your password was reset and emailed to you, be sure to manually enter your new password into the Password field. Do not copy and paste your password into the Password field (system security measures requires passwords to be typed in). If this does not correct the problem, please contact the Oklahoma EOI Help Desk at 1 888 282 2010. Why am I locked out and unable to log in? After several login attempts with an incorrect password, CTB security systems may lock you out of your account. If this occurs, please contact the Oklahoma EOI Help Desk at 1 888 282 2010. February 2013 Copyright 2013 by CTB McGraw-Hill Education. 13

OCCT & OMAAP I created my own account. Why can t I access the Record Editing System Utility? When you create your own account, you do not automatically receive access to secure areas of the CTB OK Web Portal. Secure user accounts must be created by CTB. If you do not have a secure user account, please contact the Oklahoma EOI Help Desk at 1 888 282 2010 to verify your eligibility and receive your account credentials. Can I change my password? Yes. As a best practice, each district user should create his/her own password. Click on the My Profile link to change your password. ABOUT DATA AND ERRORS Why doesn t CTB correct the data with student information already on file? CTB does not maintain a student database. How do I know what my errors are? When you edit your data set online, the Edit Student Data page displays the list of field names flagged with errors in red bold font. The list of field names flagged with warnings appears in black bold font. Edit rules describing the conditions the fields must meet appear at the top of the screen. When a field contains an error flag, the range of values or codes you may enter follows the Edit rule. When editing offline, you may find information about required fields in the RES Layout file. Can I change something that is not flagged as an error, but I know is incorrect? If you see something that you recognize as incorrect in an editable field, you may fix it. When editing records online, editable field values have a box around them. When editing offline, editable field values do not contain an asterisk in the header row. OVERCOMING CHALLENGES I cleared the field; why is it still showing an error? To clear a field, press Backspace or Delete. When you press the spacebar, you're inserting a space character and the field is not cleared. February 2013 Copyright 2013 by CTB McGraw-Hill Education. 14