WIDA Assessment Management System (WIDA AMS)

WIDA Assessment Management System (WIDA AMS) User Guide, Part 1 Data Recognition Corporation (DRC) 13490 Bass Lake Road Maple Grove, MN 55311 Direct: 1-855-787-9615 https://www.wida-ams.us Revision Date: September 1, 2015 htt

COPYRIGHT Copyright 2015 Data Recognition Corporation The following items in the WIDA Assessment Management System are protected by copyright law: User guide Product brochure All text and titles on the software s entry and display panels The look and feel of the interaction of the pages, supporting menus, pop-ups, key descriptions, and layout Any individuals or corporations who violate these copyrights and trademarks will be prosecuted under both criminal and civil laws and any resulting products will be required to be withdrawn from the marketplace. The following are trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries. Microsoft Windows Windows Vista PowerPoint The following are trademarks or registered trademarks of Apple Corporation in the United States and/or other countries. Apple Macintosh Mac OS X Linux is a registered trademark of Linus Torvalds. Ubuntu and Canonical are registered trademarks of Canonical Ltd. Gnome is a trademark of the Gnome Foundation.

Contents n Introduction What s Covered In This Guide...6 The WIDA AMS Permissions Matrix...7 n Working with the WIDA AMS The WIDA Assessment Management System (AMS) Home Page...9 Logging on to the WIDA AMS for the First Time...10 n General Information Menu Introduction...14 Minimum Browser Requirements...15 n Manage Users Menu Introduction...17 User Administration...18 Editing a User s Contact Information...19 Editing a Single User s Permissions...20 Editing Multiple Users Permissions...24 Resetting a User s Password...25 Inactivating a User...26 Activating a User...27 Adding a User to the WIDA AMS...28 Adding a User to the WIDA AMS with a Permission Set...29 WIDA AMS Permissions Matrix...31 Uploading Multiple Users to the WIDA AMS...34 n Materials Menu Materials Ordering...38 n Test Setup Menu Submit Pre ID Data n Index Uploading Multiple Students to the WIDA AMS...46 Index...50 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 (or 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. This guide is divided into the following sections: Section Introduction Working with the WIDA AMS General Information Menu Manage Users Menu Materials Menu Test Setup Menu Submit Pre ID Data Description Describes the content, audience, and scope of this user guide, and introduces the WIDA AMS Permissions Matrix. Describes how to access and log in to the WIDA AMS, as well as some of its more common menu functions and options. Overviews the various informational options available from this menu, including documents to download, the security agreement, announcements, and minimum web browser requirements. Details the various administrative tasks that Test Coordinators, Technology Coordinators, and Test Administrators can perform using the WIDA AMS. These tasks include editing and updating user information, resetting passwords, activating and de-activating users, and adding new users. Describes Materials Ordering, the process by which districts and schools order materials for ACCESS for ELLs 2.0 and Alternate ACCESS for ELLs. Covers the method for submitting students Pre ID data using the WIDA AMS Upload Multiple Students function. Page 6

Introduction n The WIDA AMS Permissions Matrix For online testing, the WIDA AMS categorizes people into various roles District (District Test Coordinator), School (School Test Coordinator), Test Administrator, District Technology Coordinator, and School Technology Coordinator. Within the WIDA AMS, each role is assigned a Permission Set. Each permission within the set is associated with the specific testing function typically performed by the WIDA AMS user to handle the responsibilities associated with the role. For more information, see WIDA AMS Permissions Matrix on page 31. Page 7

Working with the WIDA AMS Page 8

Working with the WIDA AMS The WIDA Assessment Management System (AMS) Home Page To display the WIDA Assessment Management System (AMS) home page, enter https://wida-ams.us in your supported browser (for best results, use Mozilla Firefox). You log in to the WIDA AMS by clicking Log On in the upper right corner. You can access several Test Resources without logging in. The Test Resources menu is displayed in the upper left portion of the page and includes two options: Test Demo and Sample Items. The sample items are also available on the WIDA website. Click Test Demo to access videos that explain to students how to take the online test and interact with the test platform. The ACCESS for ELLs 2.0 test demo videos are designed to be viewed by students before taking the ACCESS for ELLs 2.0 test. These videos use graphics, motion, and sound to walk the students through a series of animated test directions and help them become familiar with the ACCESS for ELLs 2.0 test. Click Log On to log in to the WIDA AMS. Log On Click Sample Items to display sample test items that demonstrate the type of test content that students will encounter using ACCESS for ELLs 2.0. Note: The sample items are accessible to the general public. Page 9

Working with the WIDA AMS Logging on to the WIDA AMS for the First Time To log in to the WIDA AMS, you must have a username and a password. When an administrator creates a WIDA AMS user, the user automatically receives an email containing a username (the user s email address) and a temporary password. The user must use the username and temporary password to log in to the WIDA AMS for the first time. Please note that this is a different account and password than is used for WIDA website resources. Note: Within 90 days of receiving the email with the temporary password, the user must log in using the temporary password and change it. After 90 days, the password expires and the account must be reset. To log in to the WIDA AMS, enter your email address in the Email Address field. Type the temporary password from the email message you received into the Password field. Verify that there are no extra spaces. Click Log On to log on or Cancel to cancel the process. Note: Do not copy and paste the password because that may add extra spaces and can cause the password to be rejected. Page 10

Logging on to the WIDA AMS for the First Time (cont.) Working with the WIDA AMS When you log in to the WIDA AMS for the first time using your temporary password, you are prompted to change the password. If a user forgets his or her password, or does not log in with the temporary password within 90 days, the user must contact the Test Coordinator to have the password reset (a District Testing Coordinator must contact DRC Customer Service at 855 787 9615 or WIDA@datarecognitioncorp.com to have his or her password reset.) When a password is reset, an email notification is sent to the user with a new, temporary password. 1. When you log in to the WIDA AMS for the first time, you are prompted to change your temporary password. Create a new password and enter the new password in the New Password field. Note: The new password must contain nine or more characters, including both uppercase and lowercase letters and at least one number. It cannot include any part of the email address. 3. Select a security question from the Question drop-down menu, enter your answer in the Answer field, and click Save. 2. Re-enter the new password in the Confirm New Password field (do not cut and paste the password). Page 11

Working with the WIDA AMS Logging on to the WIDA AMS for the First Time (cont.) The final step in the initial login process is to read and acknowledge the Security and Confidentiality Agreement for ACCESS for ELLs 2.0. You must agree to the conditions of this agreement in order to use the WIDA AMS. Print the agreement if you want to keep a copy (optional). Read the Security and Confidentiality Agreement for ACCESS for ELLs 2.0 and check the I Agree checkbox. Note: You cannot continue to use the WIDA AMS without checking this checkbox. ACCESS for ELLs 2.0 is a secure, published test, as defined by U.S. copyright law. Only individuals that are under an ACCESS for ELLs 2.0 test administrator obligation of nondisclosure with the WIDA Consortium shall access and administer the ACCESS for ELLs 2.0 test. ACCESS for ELLs 2.0 shall only be used in accordance with WIDA Consortium test administrator instructions and your state and local educational agencies secure test policies. Direct any questions to WIDA Client Services at help@wida.us. After you have agreed to the Security Agreement, click Continue. Click Print if you want to print the Security Agreement. Page 12

General Information Menu Page 13

General Information Menu Introduction When you log into the WIDA AMS, the General Information menu is displayed in the upper left side of the main page. Click on General Information to expand the menu. This menu has four options: Announcements, Minimum Browser Requirements, Security Agreement, and Training Materials. Click General Information to display the General Information menu options. Click Announcements to display the latest information and news about WIDA online testing. Click Security Agreement to display the Security and Confidentiality Agreement for ACCESS for ELLs 2.0. You can read and print the agreement from the page that displays. Click Minimum Browser Requirements to display the Web Browser Requirements page, which details the WIDA AMS web browser requirements for the operating systems: Windows, Mac (OS X), and Linux. Page 14

Minimum Browser Requirements Working General Information with the WIDA MenuAMS When you select Minimum Browser Requirements from the General Information menu of the WIDA AMS website, a page displays listing browser requirements, with links to browser pages and additional information. Note: The requirements on this page apply to the WIDA AMS only. The DRC INSIGHT test engine requirements are different and are detailed in the DRC INSIGHT Technology User Guide. The Minimum Web Browser Requirements page displays a list of the web browsers that are certified to use with the WIDA AMS. The page contains links to web browser home pages, organized by user (operating system) PC Users (Windows), Macintosh Users (Mac OS X), and Linux Users (Linux) that you can use to learn about and download different web browsers. The Additional Information section contains links to descriptions of other items, such as JavaScript and session-based cookies, that are required for browsers to use the WIDA AMS. Page 15

Manage Users Menu Page 16

Introduction Manage Users Menu When you log in to the WIDA AMS, the Manage Users menu is displayed in the upper left side of the main page, below the General Information menu. This menu has three options: My Account, Change My Password, and User Administration. Click My Account to display the My Account page. Use this page to update your user name, email address, mailing address, phone numbers, and security question. Click Change My Password to display the Change My Password page. From this page you can specify, confirm, and save a new password. Click User Administration to perform various user administration tasks: Edit contact information Change permissions for one or more users Reset a user s password Activate or inactivate users Add one or more users to the system Note: Typically, only Test Coordinators and District Technology Coordinators have permission to access the User Administration portion of the WIDA AMS. Page 17

Manage Users Menu n User Administration This section of the user guide discusses the various user administration tasks you can perform from the Manage Users menu: Edit a user s contact information Edit permissions for one or more users Reset a user s password Inactivate a user Activate a user Add a single user to the system Upload multiple users to the system Page 18

Manage Users Menu User Administration Editing a User s Contact Information From the Edit User tab, you can edit the contact information for any user in the system. To edit a user s contact information, do the following: 1. Select User Administration, click on the Edit User tab, use the various drop-down menus and fields to enter search criteria to help locate the user, and click Find User. 2. In the Action column, click the View/Edit icon ( ) to display the Edit User dialog box. 3. From the Contact tab, update the required fields and any other fields you need to change, and click the Save button. Page 19

Manage Users Menu User Administration Editing a Single User s Permissions From the Edit User tab, you can add or remove permissions for any user in the system. Note: Typically, Test Coordinators and District Technology Coordinators are responsible for adding users and editing permissions. Users can only assign the permissions that are assigned to them. To edit a user s permissions, do the following: 1. Click on the Edit User tab, use the various drop down menus and fields to enter search criteria to help locate the user, and click Find User. In the Action column click the View/Edit icon ( ). The user displays in the Edit User window. 2. Click the Permissions tab to display the Permissions dialog box. In the Action column click the View/Edit icon ( ). Page 20

Manage Users Menu User Administration Editing a Single User s Permissions (cont.) 3. When the Edit Permissions dialog box displays, select permissions from the Available Permission list to add to the user, or permissions from the Assigned Permissions list to remove from the user. Use the Add Selected ( ) or Remove Selected ( ) arrows to change the permissions, scroll to the bottom of the page, and click the Save button. To select multiple permissions in sequence, hold down the Shift key while you select them. To select multiple permissions that are not in sequence, hold down the Ctrl key while you select them. Use the Add All ( ) and Remove All ( ) arrows to add or remove all permissions. Click the Clone from Another User icon ( ) to copy another user s set of permissions. 4. Click Save when you are finished to save your changes or Cancel to cancel them. Page 21

Manage Users Menu User Administration Editing a Single User s Permissions (cont.) You can use a Permission Set to specify a group of permissions that have been defined for the user role you are editing in the WIDA AMS. There is a Permission Set defined for the following roles: State, District, School, Test Administrator, District Technology Coordinator, and School Technology Coordinator. For more information see, WIDA AMS Permissions Matrix on page 31. 5. To assign a Permission Set to the user, click the Permission-set drop down menu and select the Permission Set that displays for the user role you are creating. The permissions included in the set are highlighted in the Available Permissions window. For information about the permissions, see WIDA AMS Permissions Matrix on page 31. Note: You can add permissions that are not included in the Permissions Set by following the instructions on the previous page. You can assign any permission that is assigned to you. Page 22

Manage Users Menu User Administration Editing a Single User s Permissions (cont.) Important: Review the permissions in the Permission Set before assigning them. If you decide to withhold one or more permissions, you can still use the Permission Set. Remember to move any permissions that you want to withhold back to Available Permissions status by using the Remove Selected ( ) arrow before you click Save. 6. Click the Add Selected ( ) arrow to assign all of the highlighted permissions. The permissions are moved to the Assigned Permissions window. You can add or remove individual permissions or all permissions. 7. Click Save when you are finished to save your changes, or Cancel to cancel them. Page 23

Manage Users Menu User Administration Editing Multiple Users Permissions From the Edit User tab you can add or remove permissions for multiple users in the system. To edit permissions for multiple users, do the following: 1. Click on the Edit User tab, use the various drop-down menus and fields to enter search criteria to help locate the user, click Find User to display a list of users, and select the Profiles tab. 2. Check the checkbox in the left hand column for each user profile you want to edit. 3. Click the Assign Permissions or Remove Permissions button and adjust the permissions using the arrows when the Assign Permissions or Remove Permissions dialog displays (see User Administration-Editing a Single User s Permissions on page 20 for details ). 4. Click Save when you are finished to save your changes or Cancel to cancel them. Page 24

Manage Users Menu User Administration Resetting a User s Password If a user forgets his or her password, or does not log in with the temporary password within 90 days, the user will need to contact the Test Coordinator to have their password reset (a District Testing Coordinator must contact DRC Customer Support at 855-787-9615 or WIDA@datarecognitioncorp.com to have his or her password reset). When a password is reset, an email notification is sent to the user with a new temporary password (see Logging on to the WIDA AMS for the First Time on page 10 for details). To reset a user s password, do the following: 1. Click on the Edit User tab, use the various drop-down menus and fields to enter search criteria to help locate the user, and click Find User. 2. In the Action column, click the Reset User icon ( ) for the user whose password you want to reset. 3. When the Reset User dialog box displays, click Reset User to reset the user s password. Page 25

Manage Users Menu User Administration Inactivating a User You can inactivate WIDA AMS users that are currently active. When a user is inactivated, the user is unable to access the WIDA AMS (to reactivate a user, see User Administration-Activating a User on page 27). Typically, you inactivate a user when their employment ends or their job responsibilities change. Note: When a user is inactivated, the user does not receive an email. To inactivate a user, do the following: 1. Click on the Edit User tab, use the various drop-down menus and fields to enter search criteria to help locate the user, and click Find User. 2. In the Action column, click the Inactivate icon ( ) for the user you want to make inactive. 3. When the Inactivate User dialog box displays, click Inactivate to make the user inactive or Cancel to cancel the process. Page 26

Manage Users Menu User Administration Activating a User You can activate a WIDA AMS user that is currently inactive so the user can access WIDA AMS again (to inactivate a user, see User Administration-Inactivating a User on page 26). When the user is activated, an email notification is sent to indicate that the account has been reset and to provide a new temporary password. Note: Users are automatically activated when they first log in to WIDA AMS. Only users that were previously inactivated must be manually activated. To activate a user, do the following: 1. Click on the Edit User tab, use the various drop down menus and fields to enter search criteria to help locate the user, and click Find User. 2. In the Action column, click the Activate icon ( ) for the user you want to make active. When the user is activated, the following message displays: The user has been activated. Page 27

Manage Users Menu User Administration Adding a User to the WIDA AMS When you add a user, specify the permissions the user will have. You can grant a user any permissions that you currently have (see WIDA AMS Permissions Matrix on page 31 for permission recommendations by role). To add a user, do the following: 1. From the Manage Users menu select the User Administration option and click on the Add Single User tab. 2. Fill out the required fields and required options from the drop-down menus. Note: A required field or menu option has a red asterisk (*) next to it. 3. Select an Available Permission and click the Add Selected icon ( ) to assign the permission to the user (see User Administration-Editing a Single User s Permissions on page 20). Note: A description of the permission selected displays beneath the list of permissions. Click Save when you are finished. Page 28

Manage Users Menu User Administration Adding a User to the WIDA AMS with a Permission Set You also can use a Permission Set to specify a group of permissions that have been defined for the user role you are creating in the WIDA AMS. There is a Permission Set defined for each of the following roles: District, School, Test Administrator, District Technology Coordinator, and School Technology Coordinator. For more information about the permissions, see WIDA AMS Permissions Matrix on page 31. Note: Use District for District Test Coordinator and School for School Test Coordinator. 1. To assign a Permission Set to the user, enter the user s information as before, click the Permissions set drop down menu, and select the Permission Set that displays. The permissions included in the set will be highlighted in color in the Available Permissions window. Page 29

Manage Users Menu User Administration Adding a User with a Permission Set (cont.) Important: Review the permissions in the Permission Set before assigning them. If you decide to withhold one or more permissions, you can still use the Permission Set. Remember to move any permissions that you want to withhold back to Available Permissions status by using the Remove Selected ( ) arrow before you click Save. 2. Click the Add All ( ) arrow to select all of the permissions, or add or remove permissions first. The permissions you selected are moved to the Assigned Permissions window. 3. Click Save when you are finished to save your changes or Cancel to cancel them. Page 30

Manage Users Menu Main Category General Information Manage Users Materials Student Score Reports Test Management Reports Left Permission Link Training Materials User Administration Accountability Form Notice Materials Ordering Additional Materials Return Materials Receipt Test Results Online Testing Statistics Status Reports Permission Name in WIDA AMS Documents View Administrator Allows User To... View documents Add/edit user accounts and profiles District (District Test Coordinator) 1 District Technology Coordinator 2 School (School Test Coordinator) 3 School Technology Coordinator 4 Test Administrator 5 Primary Window Materials - Accountability - User Information Report Enrollment Primary Window Manage Shipments Materials - Additional - Primary Window Materials - Additional - View/Edit Materials - Return Materials Receipt Reports - View District Files Reports - View School Files View Reports - Download - District/ School Online Testing Statistics Status Reports District Reports Data Validation Data Validation Correction Primary Window WIDA AMS Permissions Matrix Track online testing activity Access reports that display various district and school level testing activity 1 This permission set is designed for Test Coordinators who should have access to WIDA AMS data for every school within the district. 2 This permission set is designed for District Technology Coordinators who should be able to set up School Technology Coordinators in WIDA AMS. School Technology Coordinators can help download testing software at the schools. 3 This permission set is designed for Test Coordinators who should have access to WIDA AMS data for a specific school. 4 This permission set is designed for Technology Coordinators at a school. These Technology Coordinators can help download testing software at the schools. 5 This permission set is designed for Test Administrators who are administering the online assessment. Page 31

Manage Users Menu WIDA AMS Permissions Matrix (cont.) Main Category Left Permission Link Permission Name in WIDA AMS Allows User To... District (District Test Coordinator) 1 District Technology Coordinator 2 School (School Test Coordinator) 3 School Technology Coordinator 4 Test Administrator 5 Test Setup Note: Test Setup Students - Upload is covered in this user guide. All other Test Setup functions will be covered in the WIDA AMS User Guide, Part 2. All Test Setup permissions may be assigned at this time. None (time driven) Technology Downloads Device Toolkit Manage Students Test Setup - Primary Window Online testing - Secured Resources Test Setup - Device Toolkit Students Search/View View secured online testing downloads and tutorials Access Device Toolkit Search/ view student data. This permission is required for all other Student permissions, such as Add/Edit, Download Students, and so forth. Students Add/Edit Add/edit students and student data for online testing Students Download Students Download a list of student information for all students in a school Students Upload Upload a list of students and student data for online testing 1 This permission set is designed for Test Coordinators who should have access to WIDA AMS data for every school within the district. 2 This permission set is designed for District Technology Coordinators who should be able to set up School Technology Coordinators in WIDA AMS. School Technology Coordinators can help download testing software at the schools. 3 This permission set is designed for Test Coordinators who should have access to WIDA AMS data for a specific school. 4 This permission set is designed for Technology Coordinators at a school. These Technology Coordinators can help download testing software at the schools. 5 This permission set is designed for Test Administrators who are administering the online assessment. Page 32

Manage Users Menu WIDA AMS Permissions Matrix (cont.) Main Category Left Permission Link Permission Name in WIDA AMS Allows User To... District (District Test Coordinator) 1 District Technology Coordinator 2 School (School Test Coordinator) 3 Test Setup Test Sessions Test Session - Search/ View School Technology Coordinator 4 Test Administrator 5 Test Session - Add/ Edit Test Session - Delete pre Created Test Session - Status Summary Test Session - Tier Placement Report Test Session - Upload View and download the Writing Tier Report Test Tickets - View/ Print Test Tickets - View Questions Attempted Student Test Progress Test Setup - View Student Status 1 This permission set is designed for Test Coordinators who should have access to WIDA AMS data for every school within the district. 2 This permission set is designed for District Technology Coordinators who should be able to set up School Technology Coordinators in WIDA AMS. School Technology Coordinators can help download testing software at the schools. 3 This permission set is designed for Test Coordinators who should have access to WIDA AMS data for a specific school. 4 This permission set is designed for Technology Coordinators at a school. These Technology Coordinators can help download testing software at the schools. 5 This permission set is designed for Test Administrators who are administering the online assessment. Page 33

Manage Users Menu User Administration Uploading Multiple Users to the WIDA AMS From the User Administration window, you can upload a file containing multiple user profiles to the WIDA AMS. The file must be in comma separated value (.csv) format (a file format used by Microsoft Excel) and the fields in the file must be in specific columns. The User Administration window contains links to both a PDF layout that contains instructions and a sample template file that you can use to create the actual file. To create and upload a users file, do the following: 1. Select User Administration from the Manage Users menu to display the User Administration page and select the Upload Multiple Users tab. 2. Click the Download the File Layout link to display a pdf file that details the required layout of the.csv format file that you will upload to DRC, including rules, instructions, and examples describing how to create and format the.csv file. Page 34

Manage Users Menu User Administration Uploading Multiple Users to the WIDA AMS (cont.) 3. Click the Sample File link to download or display the WIDA_SampleUsers.csv file. Note: This file is only a sample of the file you will upload to DRC. Depending on the browser you are using, a dialog box may appear for you to use to open or download the file. 4. Use the WIDA_SampleUsers.csv file to create and save a user file to upload. Note: Be sure to keep the header column rows in the file you upload. Page 35

Manage Users Menu User Administration Uploading Multiple Users to the WIDA AMS (cont.) 5. After you have created an upload file, click Browse to locate it, select the file, and click Open to display it in the File field of the Upload Multiple Users tab. 6. Click Upload. A message displays indicating the file has been transferred and is being checked for errors. After the file has been validated, you can review its status. If the file contains errors, you must correct the errors and upload the file again (repeat Steps 5 and 6). Page 36

Materials Menu Page 37

Materials Menu Materials Ordering Materials Ordering is the process by which districts and schools order materials for ACCESS for ELLs 2.0 and Alternate ACCESS for ELLs. Test Coordinators will have access to Materials Ordering because they are responsible for this process. The Test Coordinator must complete this process even if the site is performing all testing online. The window for ordering materials differs by state. You can find your state s window on your state s member page on the WIDA website. DRC will contact you via email to remind you of the opening and closing dates. Note: In some states, districts and schools do not need to order materials because the State Education Agency (SEA) orders materials. Your SEA will provide more information about state specific ordering procedures. 1. To enter student counts, select Materials Ordering from the Materials menu on the WIDA AMS main menu. 2. When the Materials Ordering window displays, select an Administration, District, and School from the drop down menus and click Show Materials. Note: The system requires you to enter a school because materials ordering must be completed separately for each school. Page 38

Materials Menu Materials Ordering (cont.) 3. From the Order Materials tab, select a testing mode from the Select the most accurate testing mode for this school drop down menu. The options and descriptions are shown below. Testing Mode The school is testing Grades 1 12 online. The school has some students testing paper for Grades 1 12. The school is testing Grades 1 12 all on paper. Description All students are testing online. The school has some students testing paper for Grades 1 12 with a customized format (such as a Braille test). No students are testing online. Page 39

Materials Menu Materials Ordering (cont.) 4. After selecting the testing mode, enter the student counts for each applicable grade level. Note: Enter counts only for the grades that have students testing. Overage will be provided automatically, so please list the exact number of students you plan to test. Include all of the students to be tested, even if a student only tests online and does not need paper materials. Enter counts for online testers in the Online Order grid. Enter counts for paper testers in the Paper Order grid. Note: Grids for custom materials (such as large print and Braille), kindergarten, and Alternate ACCESS for ELLs are available. Important: For the grade cluster 4 5 writing domain administered online, your state chose a default response mode of keyboarding online or handwriting on paper. You do not need to do anything special when entering online counts for grades 4 5. Simply enter your total number of online testers, even if the default is not keyboarding for some of them. Extra handwriting response books will automatically be shipped to keyboarding default states. Page 40

Materials Menu Materials Ordering (cont.) 5. Materials Ordering is also used to verify the contact information and address to which the materials will be shipped. If materials are being shipped directly to the selected school site, the school s address displays at the bottom of the page. Please review this information and make any edits by clicking the Update Contacts & Addresses button. If materials are being shipped to the district, a shipping address will not display at the bottom of the page. In this case, the District Test Coordinator must complete Step 8. 6. Click Save to save your changes. Click Complete when you are finished making all of your updates. Page 41

Materials Menu Materials Ordering (cont.) 7. Repeat Steps 1 6 for each school in your district that has students taking ACCESS for ELLs 2.0 or Alternate ACCESS for ELLs. You must order materials for each school that has students testing. 8. This step applies to ship to district districts only. For these districts, the District Test Coordinator must verify the district contact and address. Using the filters on the Materials Ordering page, select the district, select (ALL) for school, and click Show Materials. The district contacts and addresses will display. Review this information and click Update Contacts and Addresses to make any updates. Click Save to save your changes. Click Complete when you are finished making all of your updates. Page 42

Materials Menu Materials Ordering (cont.) 9. Select the Summary tab to display a visual summary of the current ordering information for the assessment, district, and school you selected. Note: The Summary tab is read only for review purposes. To change the student counts, return to the Order Materials tab. Page 43

Materials Menu Materials Ordering (cont.) 10. Select the Status Report tab to view the status Not Started, In Progress, or Complete for the assessment, district, and school you selected. Click Export to Excel to download this information into a spreadsheet to view, print, edit, or email. Page 44

Test Setup Menu Submit Pre ID Data Page 45

Test Setup Menu Uploading Multiple Students to the WIDA AMS This section describes how to submit Pre ID files using the Upload Multiple Students function for the states that require districts to submit Pre ID data. This file is generally completed by Test Coordinators. SEA Submits Pre ID Data If your state provides a Pre ID file to DRC, the student information contained in that file will be uploaded to WIDA AMS and Pre ID labels will be distributed. Districts Submit Pre ID Data If it is the district s responsibility to submit Pre ID data, you will need to complete the steps detailed on the following pages. DRC will email you shortly before your state s window for submitting Pre ID data opens. The email will communicate the date by which Pre ID files must be submitted in order to receive Pre ID labels. Page 46

Uploading Multiple Students to the WIDA AMS (cont.) Test Setup Menu To create and upload a student file, do the following: 1. Select Manage Students from the Test Setup menu to display the Manage Students page and select the Upload Multiple Students tab. 2. Click the Download the File Layout link to display the pdf file that details the required layout of the file (.csv format) that you will upload to DRC, including rules, instructions, and examples describing how to create and format the upload file. Page 47

Test Setup Menu Uploading Multiple Students to the WIDA AMS (cont.) 3. Click the Sample File link to download the WIDASampleStudentFile.csv file. This file is only a sample of the file you will upload to DRC. Depending on the browser you are using, a dialog box may appear for you to use to open or download the file. 4. Use the WIDASampleStudentFile.csv file to create and save a student file to upload. Note: Be sure to keep the header column rows in the file you upload. Page 48

Uploading Multiple Students to the WIDA AMS (cont.) Test Setup Menu 5. After you have created a student file, click Browse to locate it, select the file, and click Open to display it in the File field of the Upload Multiple Students tab. 6. Click Upload. A message displays indicating the file has been transferred and is being checked for errors. After the file has been validated, you can review its status. If the file contains errors, review the Error Report to determine which records contained errors. You must correct any errors and upload the file again (repeat Steps 5 and 6). Page 49

Index Index A Activating users 27 Adding a user 28 Announcements 14 B Browser requirements 15 C Contact information Reviewing for materials ordering 42 updating 19 D Deleting permissions 23 E Editing contact information 19 multiple users permissions 24 single user s permissions 20 user information 6, 17 G General Information Menu 14 I Inactivating users 26 INSIGHT administrative functions 6 relationship to WIDA AMS 6 M Manage Users Menu 17 Materials ordering 38 testing modes 39 Menus General Information 14 Manage Users 17, 28 Materials Menu 38 P Passwords creating 11 requirements 11 resetting 25 temporary 10 Permissions editing 20 editing for a single user 20 editing for multiple users 24 matrix 31 Permission Sets assigning 22 working with 23 Pre-ID data submitting 46 R Resetting user passwords 25 Roles District Technology Coordinator 6 District Testing Coordinator 6, 11 School Technology Coordinator 6 School Testing Coordinator 6, 11 Test Administrator 6 WIDA AMS 6 S State Education Agency (SEA) ordering materials 38 submitting Pre-ID data 46 Students uploading student records 46 T Testing modes and material ordering 39 Page 50

Index U Uploading multiple students 46 multiple users 34 Users activating 27 adding 28 editing permissions 20, 21, 23, 24 inactivating 26 resetting passwords 25 uploading 34 W Web browser requirements 15 WIDA AMS 6 logging on for the first time 10 Main page 9 menus General Information 14 Manage Users 17 Materials 38 overview 6 permissions 31 relationship to INSIGHT 6 roles 7 Security and Confidentiality Agreement for DRC Applications 12 usernames and passwords 10 web browser requirements 15 Page 51

Data Recognition Corporation (DRC) 13490 Bass Lake Road Maple Grove, MN 55311 Direct: 1-855-787-9615 https://www.wida-ams.us Revision Date: September 1, 2015