WIDA Assessment Management System (WIDA AMS) User Guide, Part 3

WIDA Assessment Management System (WIDA AMS) User Guide, Part 3 Data Recognition Corporation (DRC) 13490 Bass Lake Road Maple Grove, MN 55311 Direct: 1-855-787-9615 https://wida-ams.us Revision Date: March 15, 2016

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Contents n Introduction n Data Validation Menu n Student Score Reports Menu n Index What s Covered In This Guide...6 Introduction...8 Correcting a Student s Record...9 Correcting a Student s Record Student Demographics...11 Correcting a Student s Record Student Accommodations...13 Correcting a Student s Record Test Results...14 Status Report...16 Check for Duplicate Records...17 Introduction...19 Test Results...20 On-Demand Reports...22 Index...23 Page 3

Notes Page 4

Introduction Page 5

Introduction n What s Covered In This Guide This user guide discusses the WIDA Assessment Management System (WIDA AMS), the interface to the administrative functions of the DRC INSIGHT Online Learning System. The WIDA AMS is used by educators with the following roles: Test Coordinator, Technology Coordinator, and Test Administrator. The primary audience for this guide are WIDA AMS end users and administrators. This guide covers the portions of the WIDA AMS that these users must be familiar with in order to perform administrative functions for testing with DRC INSIGHT. The guide is divided into three parts and this part of the guide contains the following sections: Section Introduction Data Validation Student Score Reports Menu Description Summarizes the content of the WIDA Assessment Management System (WIDA AMS) User Guide, Part 3. Explains and details the process of reviewing and correcting student demographic records, student accommodation records, and student test records. Describes how to view student reports, data files, and online results. Page 6

Data Validation Page 7

Data Validation n Introduction The Data Validation process is designed to identify student demographic, accommodation, and test result records that could potentially contain errors and provide the opportunity for corrective action before reporting. For example, if a district school label was adhered to a booklet, but demographic information was not bubbled (or bubbled incorrectly), this information could be added or edited during Data Validation. Each state has worked with DRC to select a Data Validation window. You may view your state s date by selecting your state on the WIDA member states pages at https://www.wida.us/membership/states/index.app. Important: You must validate the data for all students. Reports are generated immediately following the close of Data Validation. Districts/schools WILL NOT have another opportunity to edit student data prior to reports being printed/posted to the WIDA AMS. Typically, Data Validation is completed by the District Test Coordinator. DRC automatically assigns the Data Validation permission (Correction Primary Window) to the District Test Coordinator, who may pass this permission on to school users. For more information about assigning permissions, see the WIDA Assessment Management System (WIDA AMS) User Guide, Part 1. Important: If you have questions or need assistance with the Data Validation process, please call (855) 787 9615, or email WIDA@ datarecognitioncorp.com. Note: Some states have elected to use a different process other than the WIDA AMS to validate their data. For those situations, the instructions on pages 9 17 are not applicable. Page 8

Correcting a Student s Record Data Validation This subsection describes the process of accessing and correcting a student s record. To access and display a student s test record, do the following: 1. Select Data Validation from the main WIDA AMS menu. The Data Validation page displays. Not Completed Not Completed 2. Select an administration from the Administration drop-down menu (required) and a district (required) from the District menu. You also can select a school (optional) and grade (optional). 3. Click Show Students. The Edit Students and Status Reports tabs display. Page 9

Data Validation Correcting a Student s Record (cont.) 4. Select any additional filtering options from the Edit Students tab Status, Last Name, First Name, State Student ID and click Find Students to display your search results. You can sort the student information in the search results using the categories in the blue header row. Important: The Status column displays the status of the data validation for the student. You can filter the display using the Status column. The default status for all records is Not Completed. As you review and validate or add records, you can set the status to Complete (see page 12). Remember: You must validate the data for ALL students. By setting the status and filtering using Not Completed, you can see the amount of work remaining. Note: The status does not affect DRC s acceptance of your data updates. At the close of the Data Validation Window, DRC will make any saved edits whether or not records are marked Complete. Not Completed Not Completed 5. Click the View and Edit Student icon ( ) in the Action column next to each student s record to display the Student Demographics, Student Accommodations, and Test Results tabs for that student. Page 10

Data Validation Correcting a Student s Record Student Demographics 6. The demographic fields associated with reported test results for the student display in the Student Demographics tab. You can edit all of the fields. Fields marked with a red asterisk (*) are required and must be filled in before a student record in Data Validation can be marked Complete. Important: Your state may prohibit you from editing demographics for students whose data was provided by the state via a Pre ID file. If this is the case, the data will be grayed out and uneditable. You may still change the data for new students that you added to WIDA AMS, or used a district school label for. You may edit accommodations and Do Not Score codes for all students, either new or provided by the state. Page 11

Data Validation Correcting a Student s Record (cont.) 7. When you have made your corrections, click the appropriate button at the bottom of the page. Click Save to retain any changes you made on the page for future reference. When the Data Validation window closes, the system will lock and saved edits will be submitted to the reporting database. (The Status of the student record does not change as a result of clicking Save.) Optional: Click Complete to update the Status of the student record. At the close of the Data Validation window, any saved changes are applied regardless of whether Complete was clicked. Use the Complete button to help track your work click Complete for records that do not need further review. Note: Both Save and Complete records may be edited before the end of the Data Validation window, but the Save button must be used after each edit to update the information in the reporting database. Click Back to Student List to return to the previous Edit Student search results. Note: Corrected student records are removed from the Student List if changes were made that no longer satisfy the criteria of the Edit Student filter options. Page 12

Data Validation Correcting a Student s Record Student Accommodations 8. Select the Student Accommodations tab to see a record of the accommodations for which the student is assigned. 9. You can add or remove accommodations for the student for each domain by selecting or removing the appropriate check marks. Accommodations should only be removed if the accommodation was not used by the student during the test. Note: All of the fields can be edited and none are required. Important: Keep the following items in mind regarding accommodations: Check the accommodation for each domain in which it was provided to the student. Use caution when adjusting the following accommodations: Presentation: Manual Control of Item Audio (MC) Presentation: Repeat Item Audio (RA) Test Environment Setting: Extended Speaking Response Time (ES) These online accommodations are delivered by DRC INSIGHT. For online testers, these accommodations should NOT be added or removed. Students who tested on paper should NOT have these accommodations marked. Page 13

Data Validation Correcting a Student s Record Test Results 10. Select the Test Results tab to see a record of the test results for the student. The table below describes the column heading values for the Test Results Validations page. Column Head Domain Alternate Access Testing Mode Grade Do Not Score Code Table: Test Results Validations Column Headings Description The domain for which the student was tested. Indicates whether the listed test result is for Alternate ACCESS for ELLs (Yes) or ACCESS for ELLs 2.0 (blank) Indicates whether the test result comes from a paper or online record The grade cluster of the online test or the paper test booklet used See the table on the following page. Page 14

Data Validation Correcting a Student s Record Test Results (cont.) 11. On the Test Results tab, you can only change Do Not Score Codes. Do Not Score codes will be populated if they were marked on the student s test booklet or entered in WIDA AMS Test Setup. Note: Use caution when adjusting Do Not Score codes adding or removing these codes incorrectly may result in a student s test score being incorrectly suppressed or reported. See the table below for a description of the Do Not Score codes. Table: Do Not Score Codes Code ABS DEC Description Absent (ABS) indicates the student was absent for a domain of the test. Declined (DEC) indicates a student refused to test. This annual state assessment is NOT an optional activity it is a required activity. A student cannot opt out of the state s annual assessment. This indicator is used only when a student refuses to participate even after the test administrator has made several attempts to engage the student in the assessment. SPD Deferred Special Education/504 (SPD) indicates that an IEP or 504 team determined that the student should defer participation from one or more of the domains of this test. INV Invalidate (INV) indicates that even though a student may have completed some or all of the test items, the testing was not valid, and no score should be reported for that domain. For example, this code can be used if a student becomes ill during the test, or if a student engages in inappropriate testing practices. Page 15

Data Validation Status Report This topic describes the process of displaying a data validation status report to help determine the progress of data validation within a district or school. To display a data validation status report, do the following: 1. Select Data Validation from the main WIDA AMS menu. The Data Validation page displays. 2. Select an administration from the Administration drop-down menu (required) and a district (required) from the District menu. You also can select a school (optional). 3. Click Show Students. The Edit Students and Status Reports tabs display. Select the Status Reports tab. Not Completed The following statuses display in the Status column: Status Completed Not Completed Complete. Description All students within the school/district are set to Complete. One or more students within the school/district are not set to Note: Districts that assign school users to complete data validation should emphasize the importance of marking students Complete as they are reviewed. This allows the district to know when the school s work is done. Page 16

Data Validation Check for Duplicate Records Important: During the validation process it is critical that you check for duplicate records. To check for duplicate records, from the Data Validation window select a District, School, and Grade, and click Show Students. Each student should display only once (for an example of duplicate student records, see the image below). The records for Student First Student Last and Aaron Robertson are examples of duplicate records. When a student has more than one testing record (for example, the student tests Listening, Reading, and Speaking online, but responds to Writing on paper), DRC attempts to match and join the student records. If the district, school, and state student ID match, DRC joins the records before displaying them in Data Validation. If there is a discrepancy between the records (for example, the state ID is bubbled incorrectly on the Writing booklet), DRC cannot join them and they appear as two records in the WIDA AMS. To fix this problem and ensure that the student receives a single, complete score, update the records with the correct information so that the state student ID, student last name, student first name, date of birth, and grade match exactly from record to record. Please make sure to save your changes. After the Data Validation window closes, DRC will join the records. Page 17

Student Score Reports Menu Page 18

Introduction Student Score Reports Menu From the Student Score Reports menu, WIDA AMS users can view test score result reports. DRC automatically assigns permission to view test results (Reports - View District Files, View Reports - Download - District/School) to the District Test Coordinator. Permissions may be distributed to school users in accordance with state and district policy. For more information about assigning permissions, see the WIDA Assessment Management System (WIDA AMS) User Guide, Part 1. Note: District Test Coordinators may view both district level and school level reporting. School users may view school level reporting only. Select Test Results from the Student Score Reports menu to display the Test Results page. Test Results Test Results On-Demand Student On-Demand Student Reports Reports REPLACE IMAGE You can use the Administration, District, School, and Report drop down menus to filter the display. Then, click Show Reports to display the report. Click Download Reports to export reports in a compressed file (.zip) to load into a spreadsheet. Page 19

Student Score Reports Menu Test Results WIDA AMS users can view, download, or print reports at the district and school level. Test Results On-Demand Student Reports 1. To view or print reports, select Test Results from the Reports menu to display the Test Results page. 2. Specify an administration, district, school, and report from the drop down menus and click Show Reports to view, save, or print results for the students selected, or Download Reports to download the reports collected in a compressed (.zip) file format. To view district level reporting data (for example, the Student Response File and District Frequency Report), select a district and select All for the school. To view school level reporting data (for example, the School Frequency Report), select both a district and a school (required). Page 20

Student Score Reports Menu Test Results (cont.) To sort the Reports grid by column headings, double click on the header. To group the reports by header, click and drag a column header from the dark blue header row to the gray header row at the top of the chart. Page 21

Student Score Reports Menu On-Demand Reports Translated student reports are available in many languages under the Student Score Reports menu. To access on-demand reports, the user must have the View Score Reports permission. This permission is typically provided to District Test Coordinators who may distribute it according to district and state policy. 2. You can use the Administration, District, School, Report, Language and Grade drop down menus, as well as the Last Name, First Name, State Student ID, and Session fields to filter the display. When you click Find Students, the student records that meet your criteria display in a grid. 1. To view on demand student reports, select On Demand Reports from the Student Score Reports menu to display the On Demand Reports page. You can click Clear to clear your last group of filtering specifications. You can use the column headers and the Up ( ) and Down ( ) arrows to sort the Students grid by heading in ascending or descending order. 3. Use the Open Selected and Save Selected buttons to open or save reports as.pdf files after the Students grid displays. Select a student whose reports you want to open or save by checking the box next to their name. Click Open Selected to open the reports or Save Selected to save the reports. Page 22

Index A Accommodations assigning and removing 13 C Correcting test records 8 D Data Validation correcting a student s record accommodations 13 demographics 11 test results 14 correting a student s record 9 described 6 Demographics assigning 11 E Editing user information 6 F Functions Corrections 8 I INSIGHT administrative functions 6 Corrections function 8 relationship to WIDA AMS 6 M Menus Student Score Reports 20 21 Test Management Reports 19 P Permissions View Score Reports 22 R Index Reports Data Validation Status Report 16 described 19 On-Demand Reports 22 viewing 22 Viewing, downloading, or printing 20 Reports Menu 19 Roles District Technology Coordinator 6 Test Coordinator 6 Testing Coordinator 6 Test Administrator 6 WIDA AMS 6 S Students accommodations 13 correcting student test records 9, 11 15 demographics 11 test results 14 T Testing Codes Do Not Score 15 Test records correcting 8 Test results viewing 20 W WIDA AMS 6 menus Reports 19 overview 6 relationship to INSIGHT 6 Page 23

Data Recognition Corporation (DRC) 13490 Bass Lake Road Maple Grove, MN 55311 Direct: 1-855-787-9615 https://wida-ams.us Revision Date: March 15, 2016