Test Information and Distribution Engine User Guide

Oregon Assessment of Knowledge and Skills Test Information and Distribution Engine User Guide 2015 2016 Published October 1, 2015 Prepared by the American Institutes for Research Descriptions of the operation of the Test Information Distribution Engine, Test Delivery System, and related systems are property of the American Institutes for Research (AIR) and are used with the permission of AIR.

Table of Contents Introduction to This User Guide... 1 Organization of This User Guide... 1 Document Conventions... 2 Intended Audience... 2 Section I. Overview of the Test Information Distribution Engine... 3 Description of TIDE... 3 System Requirements... 4 Understanding User Roles and Permissions... 4 Section II. Accessing TIDE... 7 Activating Your TIDE Account... 7 Logging in to TIDE... 9 Changing Your Account Information... 10 Resetting Your Password... 10 Logging out of TIDE... 12 Section III. Understanding the TIDE Interface... 13 TIDE s Home Page... 13 Sorting Retrieved Records... 14 Switching Between OAKS Systems... 14 Changing Test Administration or Institution... 15 Selecting Records for an Action... 16 Navigating Back to Retrieved Records... 16 Section IV. Managing TIDE Users... 17 Retrieving User Accounts... 17 Viewing and Editing User Details... 18 Adding User Accounts... 19 Deleting User Accounts... 21 Adding, Editing, or Deleting Users through File Uploads... 21 Understanding the User Upload File Format... 21 Submitting a User Upload File... 23 Section V. Working with Student Information... 25 Retrieving Student Records... 25 Viewing and Editing Students... 28 Uploading Test Settings... 30 Understanding the Test Settings Upload File Format... 30 Submitting a Test Settings Upload File... 41 ii

Table of Contents Viewing and Editing Test Restrictions... 42 Uploading Test Restrictions... 43 Understanding the Test Restrictions Upload File Format... 44 Submitting a Test Settings Upload File... 44 Section VI. Working with Classroom Activities... 46 Reviewing Classroom Activities... 46 Section VII. Working with Customized Test Windows... 47 Understanding the Test Window Hierarchy... 47 Retrieving Test Windows... 48 Creating and Editing Test Windows... 49 Deleting Test Windows... 50 Section VIII. Working with Rosters of Students... 51 Viewing Rosters... 51 Adding a New Roster... 52 Modifying an Existing Roster... 53 Deleting a Roster... 53 Printing a Roster... 54 Creating Rosters through File Uploads... 55 Understanding the Roster Upload File Format... 55 Submitting a Roster Upload File... 56 Section IX. Downloading and Installing Voice Packs... 58 Appendix A. Exporting Retrieved Records... 59 Appendix B. Processing File Uploads... 60 How TIDE Processes Large Files... 60 How TIDE Validates File Uploads... 61 Resolving File Upload Errors... 62 Reviewing Upload History... 63 Appendix C. Opening CSV Files in Excel 2007 or Later... 64 Appendix D. User Support... 66 Appendix E. Change Log... 67 iii

Table of Figures Figure 1. TIDE s position in the assessment process... 3 Figure 2. Hierarchy of User Roles... 6 Figure 3. Fields in the Login page... 7 Figure 4. Fields in the Reset Password Page... 8 Figure 5. Fields in the Select a Security Question Page... 8 Figure 6. User Role Cards... 9 Figure 7. TIDE Card... 9 Figure 8. Fields in the My Account Page... 10 Figure 9. Fields in the Password Reset Page... 11 Figure 10. TIDE Home Page for the District Test Coordinator Role... 13 Figure 11. Sort Columns... 14 Figure 12. Switching Between OAKS systems... 14 Figure 13. Change Institution/Test Administration Page... 15 Figure 14. Options for Selecting Retrieved Records... 16 Figure 15. Button to use to return to a listing of retrieved records... 16 Figure 16. Selection Fields in the View/Edit Users Page... 17 Figure 17. Retrieved Users... 17 Figure 18. Fields in the Edit User Page... 18 Figure 19. Fields in the Add Users Page... 19 Figure 20. Sample User Upload File... 23 Figure 21. User Upload File Preview... 24 Figure 22. Fields in the View/Edit Students and View/Edit Student Restrictions Pages... 25 Figure 23. Additional Student Search Criteria (Form Fields)... 26 Figure 24. Additional Student Search Criteria (Displayed)... 26 Figure 25. Retrieved Students (partial view)... 27 Figure 26. View Student Details Page (Top Portion)... 28 Figure 27. Sample Test Settings Upload File... 41 Figure 28. Test Settings Upload File Preview (partial view)... 42 Figure 29. Student Restrictions... 43 Figure 30. Edit Student Test Restriction Page... 43 Figure 31. Sample Student Restrictions Upload File... 44 Figure 32. Test Restrictions Upload File Preview (partial view)... 45 Figure 33. Fields in the View Classroom Activities page... 46 Figure 34. Retrieved Classroom Activities... 46 Figure 35. Hierarchy of Test Windows... 47 iv

Table of Figures Figure 36. Fields in the View Test Windows page... 48 Figure 37. Retrieved Test Windows... 48 Figure 38. Fields in the Add Test Windows page... 49 Figure 39. Fields in the Add Test Windows... 49 Figure 40. Manage Roster Page selection fields... 51 Figure 41. Manage Roster Page Viewing a Roster s Students... 52 Figure 42. Printer-Friendly Version of a Roster... 54 Figure 43. Sample Roster Upload File... 56 Figure 44. Roster Upload File Preview... 57 Figure 45. Export Options... 59 Figure 46. Upload Processing Flow... 60 Figure 47. Sample Error Messages... 62 v

Table of Tables Table 1. Document Conventions... 2 Table 2. User Roles and Associated Descriptions... 4 Table 3. User Roles and Associated Permissions... 5 Table 4. Fields in the Edit User and Add Users Pages... 20 Table 5: Columns in the User Upload File... 21 Table 6. Fields in the View Student Details Page... 28 Table 7: Columns in the Test Settings Upload file.*... 30 Table 8: Columns in the Test Restrictions Upload file.... 44 Table 9: Columns in the Rosters Upload File... 55 Table 10. Export Options... 59 Table 11. Record Thresholds for Offline Processing... 61 Table 12. File Upload Error Icons and Resolutions... 62 Table 13. Columns in the Error Messages report... 62 Table 14. Columns in Upload History... 63 vi

Introduction to This User Guide This section describes the contents of this user guide. Organization of This User Guide This guide contains the following sections: Section I, Overview of the Test Information Distribution Engine, lists TIDE s features, system requirements, and provides an overview of user roles and permissions. Section II, Accessing TIDE, describes how to activate your TIDE account, how to log in and log out, and how to change your password. Section III, Understanding the TIDE Interface, describes what appears in the TIDE interface, how to sort columns, how to switch between other assessment applications, and how to change your user role and test administration. Section IV, Managing TIDE Users, describes how to view, add, and modify TIDE user accounts. Section V, Working with Student Information, describes how to view, add, and modify information pertaining to students, their demographics, test eligibilities, and test accommodations. Section VI, Working with Classroom Activities, describes how to view performance-task activities at the grade level, and how to modify a student s classroom activity. Section VII, Working with Customized Test Windows, describes how to design customized test windows for individual districts or schools. Section VIII, Working with Rosters of Students, describes how to create, modify, and delete rosters of students associated with teachers and schools. Section IX, Downloading and Installing Voice Packs, describes how to download the available voice packs. Appendix A, Exporting Retrieved Records, describes how to export retrievals into a variety of file formats. Appendix B, Processing File Uploads, describes how TIDE processes file uploads and how to resolve associated error messages. Appendix C, Opening CSV Files in Excel 2007 or Later, describes how to open CSV files in recent versions of Microsoft Excel. 1

Introduction to This User Guide Appendix D, User Support, explains how to contact the help desk. Document Conventions Table 1 describes the conventions appearing in this user guide. Table 1. Document Conventions Icon Description Warning: This symbol accompanies information regarding actions that may cause loss of data. Caution: This symbol accompanies information regarding actions that may result in incorrect data. Note: This symbol accompanies helpful information or reminders. bold italic bold mono italic Boldface italic indicates a page name. Boldface indicates an item you click or a drop-down list selection. Monospace indicates a file name or text you enter from the keyboard. Italic indicates a field name. Intended Audience This user guide is intended for state-, district-, and school-level test administrators and coordinators who manage the assessment effort. You should be familiar with the concepts of test eligibility, test settings, accommodations, and general management of user accounts for an enterprise-wide system. To use TIDE, you need to be familiar with using a web browser to retrieve data and with filling out web forms. If you want to use the file upload and download features, you also need to be familiar with using a spreadsheet application and working with comma-separated value (CSV) files. 2

Section I. Overview of the Test Information Distribution Engine Description of TIDE Test Information Distribution Engine (TIDE) performs the following functions: Managing student access to assessments Assigning embedded designated supports and accommodations Associating students with districts, schools, and rosters Delivering voice packs for testing computers Managing orders for printed testing materials Managing users accounts Depending on your state and user role, you may not have access to all these functions. Figure 1 illustrates TIDE s operational functions and their place in the assessment process. At its core, TIDE contains a list of students enrolled in your schools. TIDE receives the vast majority of this student information from uploads from external systems, although TIDE has features for adding students manually. TIDE then distributes this information to the appropriate target system. Test Delivery System (TDS) receives students eligibilities, settings, and accommodations; this enables TDS to deliver the appropriate test to any given student in the required format. Online Reporting System (ORS) receives students institutional associations; this enables ORS to aggregate scores at the classroom, school, district, and state levels. Figure 1. TIDE s position in the assessment process Students test eligibility, settings, accommodations Test Delivery System Overnight Loads TIDE Students demographics, roster, school, district associations Online Reporting System 3

Overview of the Test Information Distribution Engine System Requirements To use TIDE, you need a recent version of a web browser, such as Firefox, Chrome, or Internet Explorer. For a detailed list of system requirements, which includes the supported operating systems and web browsers, see the Technical Specifications Manual for Online Testing. This publication is available in the Resources section of the Oregon Portal, http://oaksportal.org. Understanding User Roles and Permissions Each user in TIDE has a role, such as a district-level user or a school-level user. Each role has an associated list of permissions to access certain features within TIDE. For example, a district-level user can perform activities related to districts. This can include adding or deleting TIDE users. A school-level user can perform different activities. This can include downloading voice packs but not re-opening a test. Table 2 describes the user roles. Table 2. User Roles and Associated Descriptions Role DTC (District Test Coordinator) DLU (District Level User) STC (School Test Coordinator) TA (Test Administrator) TT (Test Technician) DRV (District Report Viewer) SRV (School Report Viewer) Role Description Each district can only have one DTC. DTCs can delegate their TIDErelated duties to one or more DLUs. DTCs can create and modify DLU, STC, TA, TT, DRV, and SRV users for their district. DTCs can upload and edit student test settings and student test restrictions for students in their district. DTCs can also administer student tests and view reports for students in their district. Each district can have one or more DLUs. DLUs can create and modify STC, TA, TT, and SRV users for their district. DLUs can upload and edit student test settings and student test restrictions for students in their district. DLUs can also administer student tests and view reports for students in their district. STCs are typically school or program administrators or principals. STCs can create and modify TA, TT, and SRV users within their institution. STCs can upload and edit student test settings and student test restrictions for students in their institution. STCs can also administer student tests and view reports for students in their institution. TAs can set up test sessions and administer tests. They can also upload and edit student test settings (with the exception of ELPA21 domain exemptions) and view reports for students in their institution. TTs can set up test sessions and administer tests in their school. TTs can set and edit embedded designated supports but not accommodations. TTs cannot access reports and view results for students. DRVs can view student reports (both participation and performance) for students in their district. They cannot set up test sessions or administer tests. SRVs can view student reports (both participation and performance) for students in their institution. They cannot set up test sessions or administer tests. 4

Overview of the Test Information Distribution Engine Table 3 lists the permissions associated with each user role. The top row contains the various roles, and the subsequent rows indicate the tasks permitted to those roles. You can view a detailed description of each role by logging in to TIDE and clicking the General Resources tab, then the Role Definition tab. Table 3. User Roles and Associated Permissions Task or Site DTC* DLU* DRV* STC* TA* TT SRV Access to Test Information Distribution Engine (TIDE) Features and Tasks Working with Student Information Retrieving Student Records Viewing and Editing Student Test Settings** * Uploading Test Settings Viewing and Editing Test Restrictions** Uploading Test Restrictions Managing Users Retrieving User Accounts Adding User Accounts Adding, Editing, or Deleting Users through File Uploads Viewing and Editing User Details Deleting User Accounts Working with Rosters of Students Viewing Rosters Adding a New Roster Modifying an Existing Roster Deleting a Roster Printing a Roster Creating Rosters through File Uploads General Resources Downloading and Installing Voice Packs Viewing Role Definitions 5

Overview of the Test Information Distribution Engine Task or Site DTC* DLU* DRV* STC* TA* TT SRV Viewing Accessibility Supports Working with Test Windows Retrieving Test Windows Creating and Editing Test Windows Deleting Test Windows Working with Classroom Activities Reviewing Classroom Activities *See Table 2 for a description of the user roles. **Some roles have view-only access to this feature. There is a hierarchy to user roles listed in Table 3. As indicated in Figure 2, the district test coordinator is at the top of the hierarchy, followed by the district-level user and district report viewer. Under the district-level user is the school test coordinator, followed by various tester roles. For each district there is only one district test coordinator, and there can be one or more users with the other roles. Generally, user roles that are higher in the hierarchy have access to more sensitive or critical data and tasks within TIDE. Figure 2. Hierarchy of User Roles District Test Coordinator District Level User District Report Viewer School Test Coordinator Test Administrator Test Report Viewer Test Technician 6

Section II. Accessing TIDE This section explains how to activate your TIDE account, log in to TIDE, reset a forgotten password, change account information, and how to log out. Activating Your TIDE Account Your TIDE administrator creates your account, and then TIDE sends you an activation email. This email contains the following information: A link for logging in to TIDE. This link expires 30 days after the email was sent. If you don t activate your account within 30 days, you need to reset your password as described in Resetting Your Password. Your temporary password. If you do not receive an activation email, check your spam folder. Emails are sent from AIRAST- DoNotReply@airast.org, so you may need to add this address to your contact list. To activate your account: 1. Click the link in the activation email. The Login page appears (see Figure 3). Figure 3. Fields in the Login page 2. Enter your email address and temporary password. 7

Accessing TIDE 3. Click Secure Login. The Reset Password page appears (see Figure 4). Figure 4. Fields in the Reset Password Page 4. In the Temporary Password field, enter the password in the activation email. 5. In the other password fields, enter a new password. The password must be eight characters long and have at least three of the following: one lowercase alphabetic character, one uppercase alphabetic character, one number, and one special character %, #, or!. 6. Click Submit. The Select a Security Question page appears (see Figure 5). Figure 5. Fields in the Select a Security Question Page 7. Mark the checkbox next to a question, and enter an answer. 8. Click Save. The OAKS portal page appears. 8

Accessing TIDE Account activation is complete. You can proceed to TIDE by clicking the TIDE card (see Figure 6) in the portal page. Logging in to TIDE To log in to TIDE: 1. Open your web browser and navigate to the OAKS portal at http://oaksportal.org. Figure 6. User Role Cards 2. Click the System Administrators, Test Administrators, or Test Coordinators card. 3. Click the TIDE card. The Login page appears (see Figure 3). Figure 7. TIDE Card 4. Enter your email address and password. 5. Click Secure Login. The Home page appears (see Figure 10). Depending on your user role, TIDE may prompt you to select a role, client, state, district, or school to complete the login. 9

Accessing TIDE Changing Your Account Information You can modify your name, phone number, and other account information. To modify account information: 1. In the banner (see Figure 10), click My Account. The My Account page appears (see Figure 8). Figure 8. Fields in the My Account Page 2. To modify your user information, in the User Information section, enter updates as necessary. (To change your email address, contact your TIDE administrator). 3. Click Update. TIDE saves your changes, and a confirmation message appears. Resetting Your Password You need to reset your password if any of the following occurs: You forgot your password. You didn t activate your account within 30 days of receiving the activation email. The TIDE administrator locked your account. 10

Accessing TIDE To reset your password: 1. Display the Login page by following steps 1 3 in the section Logging in to TIDE. 2. If you did not yet activate your account, do the following (otherwise go to step 2): a. In the Login page, enter your email address and password. A password expiration page appears. b. Enter your TIDE email address, and click OK. TIDE sends you an activation email with a new temporary password. c. Go to step 6. 3. In the Login page (see Figure 3), click Forgot Your Password?. The Password Reset page appears (see Figure 9). Figure 9. Fields in the Password Reset Page 4. Enter your TIDE email address, and click Next. Your security question appears. 5. Enter the response to the security question, and click OK. TIDE sends you an activation email with a new temporary password. 6. Return to the login page, enter your username and the temporary password from step 5, and click Secure Login. The Reset Password page appears (see Figure 3). 7. In the Old Password field, enter the temporary password from step 5. 8. In the other password fields, enter a new password. The password must be eight characters long and have at least three of the following: one lowercase alphabetic character, one uppercase alphabetic character, one number, and one special character %, #, or!. Your password cannot be the same as your current or previous password. 9. Click Submit. TIDE resets your password. The Select a Security Question page appears. 10. Review and modify your answers to the security question as necessary, and click Save. 11

Accessing TIDE The TIDE home page appears. Logging out of TIDE To log out of TIDE: In the TIDE banner (see Figure 10), click Logout. 12

Section III. Understanding the TIDE Interface This section describes TIDE s Home page and some common tasks such as sorting retrieved records. TIDE s Home Page The first page you see after logging in to TIDE is the Home page (see Figure 10). This page s appearance differs depending on your role. Some roles, such as those for schools, have just a few tabs and tasks; other roles, such as those for the district level, have several tabs and tasks. Figure 10. TIDE Home Page for the District Test Coordinator Role User name Role Logout School and Test Administration Tabs Task groups CAUTION: Loss of Data Working with TIDE in more than one tab or browser window may result in changes in one tab overwriting changes made in another tab. Do not have more than one TIDE browser tab or window open at one time. 13

Understanding the TIDE Interface Sorting Retrieved Records Many tasks in TIDE involve retrieving data from a database. You can sort the retrieved records by clicking any of the column headings in the retrieval table. For example, Figure 11 is a portion of the View/Edit Users page. You can sort the records by clicking Role, District, or School or Program. (In the complete View/Edit Users page, there are many more columns by which you can sort.) Figure 11. Sort Columns Sort columns Switching Between OAKS Systems Depending on your role, when you log in to TIDE you also switch to other OAKS systems. To switch to another OAKS system: In the banner, click TIDE, and then select the other system you want to use (see Figure 12). Figure 12. Switching Between OAKS systems Available OAKS systems 14

Understanding the TIDE Interface Changing Test Administration or Institution Depending on your permissions, you may have access to more than one school or district. You can also switch to another user role if one is available to you. (For an explanation of user roles, see Understanding User Roles and Permissions.) To change school or district: 1. In the TIDE banner (see Figure 10), click Change Institution/Test Administration. The Change Institution/Test Administration page appears (see Figure 13). Figure 13. Change Institution/Test Administration Page 2. Update the information as necessary. All fields are editable except for Test Administration (Oregon has only one test administration). 3. Click Submit. A new home page appears that is associated with your selections. 15

Understanding the TIDE Interface Selecting Records for an Action In some retrieval pages, you can perform an action on the retrieved records. For example, in the View/Edit Users page, you can export and download the retrieved records as an Excel file. You can select all the retrieved records for a given action, or you can select some of them. Referring to Figure 14, if you mark the checkbox in the header row, TIDE selects all the records. If you mark a checkbox in an individual row, TIDE selects that record and any other individual records you mark. Figure 14. Options for Selecting Retrieved Records Selects all retrieved records Selects individual record Navigating Back to Retrieved Records When you retrieve records, such as a listing of students or users, you can click on a View button that provides a page to view or modify an individual record. (See, for example, Figure 17.) If you want to return to the retrieved records, you must click Go Back To Search Results, not your browser s Back button. See Figure 15. Figure 15. Button to use to return to a listing of retrieved records Use this button instead of your browser s back button to return to a listing 16

Section IV. Managing TIDE Users This section describes how to manage user accounts. Retrieving User Accounts You can retrieve up to 300 user accounts that satisfy given criteria. For a list of user roles that can perform this task, see Table 3. To retrieve user accounts: 1. Click the User Information tab, then click View/Edit Users. The View/Edit Users page appears (see Figure 16). Figure 16. Selection Fields in the View/Edit Users Page 2. From the drop-down lists, select search criteria. 3. Optional: Refine your search by specifying an email address, first name, last name, or phone number. 4. Click Search. TIDE displays the found users at the bottom of the View/Edit Users page (see Figure 17). Figure 17. Retrieved Users 17

Managing TIDE Users From the listing of retrieved users, you can do the following: View detailed information about a user; see Viewing and Editing User Details. Delete user accounts; see Deleting User Accounts. Sort the listing; see Sorting Retrieved Records. Export the listing; see Appendix A, Exporting Retrieved Records. Viewing and Editing User Details You can view and modify detailed information about a user s TIDE account as long as the user is below your role in the hierarchy and the user is in your district or school. For example, referring to Figure 2, a school test coordinator (STC) can view and modify the detailed information for all test administrators, test report viewers, and test technicians within the STC s school. For a list of user roles that can perform this task, see Table 3. To view and edit user details: 1. Retrieve the user account you want to view or edit by following the procedure in the section Retrieving User Accounts. 2. In the listing of retrieved users, click View corresponding to the user whose account you want to view (see Figure 17). The Edit User page appears (see Figure 18). Figure 18. Fields in the Edit User Page 3. If your user role allows it, modify the user s details as required. Use Table 4 as a reference. 4. Click Save. 5. To return to the listing of user accounts, click Go Back to Search Results. (Do not use your browser s Back button to return to the listing.) 18

Managing TIDE Users Adding User Accounts When you add a user account, its role must be lower in the hierarchy than your role. (For an explanation of the user role hierarchy, see Understanding User Roles and Permissions.) Referring to Figure 2, school test coordinators can add test administrators, test report viewers, and test technicians. Similarly, district test coordinators can add all subordinate user roles. Furthermore, you can add only those users that fall within your institution. For example, district-level users can create school-level accounts only for schools within their district. For a list of user roles that can perform this task, see Table 3. To add a user account: 1. Click the User Information tab, then click Add Users. The Add Users page appears. Figure 19. Fields in the Add Users Page 2. Select the role, state, district, and school associated with the new user. 3. Using Table 4 as a reference, enter the user s first name, last name, email address, and other details in the optional fields. 4. Click Add User. TIDE adds the account and sends the new user an activation email from AIRAST- DoNotReply@airast.org. 19

Managing TIDE Users Table 4 describes the fields in the Edit User and Add Users pages. Table 4. Fields in the Edit User and Add Users Pages Field Description Valid Values Role User s role. For an explanation of roles, see Understanding User Roles and Permissions. One of the available roles from the drop-down list. District District associated with the user. One of the available districts from the drop-down list. To modify the district associated with a user, you must delete and add the user using file uploads. For details, see Adding, Editing, or Deleting Users through File Uploads. School School associated with the user. One of the available districts from the drop-down list. To modify the school associated with a user, you must delete and add the user using file uploads. For details, see Adding, Editing, or Deleting Users through File Uploads. Username User s username. (View only) First Name User s first name. Up to 50 characters. Last Name User s last name. Up to 50 characters. Phone User s phone number. Phone number in xxx-xxx-xxxx format. Email Email address for logging in to TIDE. Any standard email address of the form name@domain.edu. 20

Managing TIDE Users Deleting User Accounts You can delete a user s account as long as the user is below your role in the hierarchy and the user is in your district or school. For example, referring to Figure 2, a school test coordinator (STC) can delete the user accounts for the test administrators, test report viewers, and test technicians within the STC s school. For a list of user roles that can perform this task, see Table 3. To delete user accounts: 1. Retrieve the user accounts you want to delete by following the procedure in the section Retrieving User Accounts. 2. In the View/Edit Users page, do one of the following (see Figure 14): o Mark the checkbox for the accounts you want to delete. o Mark the checkbox at the top of the table to delete all retrieved user accounts. 3. Click Delete. 4. In the confirmation dialog box, click OK. TIDE deletes the user accounts. Adding, Editing, or Deleting Users through File Uploads If you have many users to add, edit, or delete, it may be easier to perform those transactions through file uploads. This task requires familiarity with composing comma-separated value (CSV) files or working with Microsoft Excel. The following sections describe how to compose the files and then upload them to TIDE. Understanding the User Upload File Format The upload file is an Excel or CSV file with a heading row and data rows. Table 5 describes the columns in the upload file and associated valid values. Table 5: Columns in the User Upload File Field Name Description Valid Values DistrictID* InstitutionID* District associated with the user. School associated with the user. District ID that exists in TIDE, and must be associated with the user uploading the file. Four digits. School ID that exists in TIDE. Four digits. Must be associated with the district ID, and must be associated with the user uploading the file. Can be blank when adding district-level users. FirstName* User s first name. Up to 50 characters. 21

Managing TIDE Users Field Name Description Valid Values LastName* User s last name. Up to 50 characters. Email* User s email address. Any standard email address. This is the user s username for logging in to TIDE. Role* User s role. DTC District Test Coordinator** DLU District Level User DRV District Report Viewer STC School Test Coordinator TA Test Administrator TT Test Technician SRV School Report Viewer **Only one DTC per district is permitted Must be lower in the hierarchy than the user uploading the file; see Figure 2. Phone User s phone number. Phone number in xxx-xxx-xxxx format. Action* *Required field Indicates if this is an add, modify, or delete transaction. Add Add new user or edit existing user record. Delete Remove existing user record. 22

Managing TIDE Users Figure 20 is an example of a simple upload file with the following transactions: The first row adds Thomas Walker as a TIDE user, specifying all fields except phone number. The second row modifies Thomas Walker s account, changing his role and adding the phone number. In this case you must list values in all other columns, even if you do not change them. The third row deletes Thomas Walker s account. The fourth row adds Patricia Martin as a test administrator for school 9000. The fifth row adds Patricia Martin as a test administrator for a different school 9001. Figure 20. Sample User Upload File Submitting a User Upload File This section describes how to upload a file for adding, modifying, or deleting users. For a list of user roles that can perform this task, see Table 3. To submit a user upload file: 1. Click the User Information tab, then click Upload Users. The Upload Users page appears. 2. Download one of the file templates by clicking Download Excel Template or Download CSV Template. 3. Open the file in a spreadsheet application or text editor, and add a row for each user you want to add, modify, or delete. Be sure to follow the guidelines in Table 5. Save the file on your computer. 4. In the Upload Users page, click Browse, and navigate to the file you created in step 3. 23

Managing TIDE Users 5. Click Upload File. TIDE displays a preview of the uploaded file (see Figure 21). Use this preview to verify you uploaded the correct file. Figure 21. User Upload File Preview 6. Click Next. TIDE validates the file and displays error messages, if any. For information about resolving error messages, see Resolving File Upload Errors. NOTE: Validation and commitment of large files If your file contains a large number of records, TIDE processes it offline and sends you a confirmation email when complete. While TIDE is validating the file, do not press Cancel as TIDE may have already started processing some of the records. For more information, see How TIDE Processes Large Files. 7. Click Commit. TIDE commits those records that do not have errors. You can view a history of file uploads; see the section Reviewing Upload History for details. 24

Section V. Working with Student Information This section describes how to view and modify students records, and how those records affect testing and reporting. Retrieving Student Records You can retrieve up to 1,000 student records that satisfy given criteria. For a list of user roles that can perform this task, see Table 3. To retrieve student records: 1. Click the Student Information tab, then click View/Edit Students. The View/Edit Students page appears (see Figure 22). Figure 22. Fields in the View/Edit Students and View/Edit Student Restrictions Pages 2. From the drop-down lists, select search criteria. 25

Working with Student Information 3. Optional: To refine your search, do the following: a. Click Add Additional Search Criteria. Additional search fields appear (see Figure 23). Figure 23. Additional Student Search Criteria (Form Fields) b. Make selections for the additional search criterion, and then click Add Criteria. TIDE displays the criterion in the View/Edit Students page (see Figure 24). Figure 24. Additional Student Search Criteria (Displayed) Standard search criteria Additional search criteria c. Repeat steps 3.a 3.b to add additional search criteria. d. To delete an additional search criterion, click X next to it. 26

Working with Student Information 4. Click Search. TIDE displays the retrieved students at the bottom of the View/Edit Students page (see Figure 25). Figure 25. Retrieved Students (partial view) From the listing of retrieved students, you can do the following: View and edit detailed information about a student; see Viewing and Editing Students. Sort the listing; see Sorting Retrieved Records. Export the listing; see Appendix A, Exporting Retrieved Records. 27

Working with Student Information Viewing and Editing Students You can view and edit detailed information about a student s record. For a list of user roles that can perform this task, see Table 3. To view and edit student details: 1. Retrieve the student record you want to view or edit by following the procedure in the section Retrieving Student Records. 2. In the listing of retrieved records, click View corresponding to the student whose record you want to view (see Figure 25). The View Student Details page appears (see Figure 26). Figure 26. View Student Details Page (Top Portion) 3. If your user role allows it, modify the student s record as required. (If you want to modify a field that is grayed out, you may need to contact another user with a higher user role; some fields, such as SSID, cannot be modified by all user roles.) Use Table 6 as a reference. CAUTION: Test settings in the TA Interface Changing a test setting in TIDE after the test starts does not update the student s test setting if the same test setting is available in the TA Interface. In this case, you must change the test setting in the TA Interface. 4. Click Save. 5. To return to the listing of student accounts, click Go Back to Search Results. (Do not use your browser s Back button to return to the listing.) Table 6 describes the fields in the View Student Details page. Table 6. Fields in the View Student Details Page Field Name Description Valid Values Embedded Designated Supports 28

Working with Student Information Field Name Description Valid Values Color Contrast Glossary Item Types Exclusion (subjects) Language (Translation or Braille Accommodation) Line Reader Masking Print on Request Print Size Suppress Score Text-To-Speech Color of text and background for tests in indicated subject. Glossary accommodation for tests in the indicated subject. Items to be excluded from the student s tests in the indicated subject. Language in which tests in the indicated subject appear. Line reader setting for tests in the indicated subject. Masking setting for tests in the indicated subject. Student s print-on-demand (POR) accommodation for tests in the indicated subject. Print-size accommodation for tests in the indicated subject. Student sees the score after submitting the test. Text-to-speech accommodation for tests in the indicated subject. One of the available color schemes from the drop-down list. One of the available glossaries from the dropdown list. Zero or more of the checkboxes. One of the available language settings from the drop-down list. One of the available settings from the dropdown list. One of the available settings from the dropdown list. One of the available POD settings from the drop-down list. No default zoom applied No magnification, 14 pt. Level 1 1.5 magnification, 21 pt. Level 2 1.75 magnification, 24.5 pt. Level 3 2.5 magnification, 35 pt. Level 4 3.0 magnification, 42 pt. One of the available settings from the dropdown list. One of the available text-to-speech settings from the drop-down list. Embedded Accommodations (for students on IEPs or 504 Plans) American Sign Language Closed Captioning ELPA Domain Exemptions American Sign Language video setting for tests in the indicated subject. Closed-captioning accommodation for tests in the indicated subject. Domains from which the student is exempt for tests in the indicated subject. One of the available ASL video settings from the drop-down list. One of the available closed-captioning settings from the drop-down list. One or more of the checkboxes. 29

Working with Student Information Field Name Description Valid Values Accommodation Flag (subjects) Permissive Mode Streamlined Interface Mode Indicates if student receives accommodations in tests for the indicated subject. Permissive mode setting for tests in the indicated subject. Streamlined interface setting for tests in the indicated subject. One or more of the checkboxes. One of the available settings from the dropdown list. One of the available settings from the dropdown list. Test Access Classroom Activity Target Up Blocked Subjects (Student Restrictions) Classroom activity assigned to the student in the indicated subject. Grade level at which student is tested in indicated subject. Subjects for which the student is not eligible for testing One of the available activities from the dropdown list. One of the available grades from the dropdown list. Zero or more of the checkboxes. Uploading Test Settings If you have many students for whom you need to apply test settings, it may be easier to perform those transactions through file uploads. This task requires familiarity with composing comma-separated value (CSV) files or working with Microsoft Excel. The following sections describe how to compose the files and then upload them to TIDE. Understanding the Test Settings Upload File Format The upload file is an Excel or CSV file with a heading row and data rows. Table 7 describes the columns in the upload file and associated valid values. Table 7: Columns in the Test Settings Upload file.* Column Field Name Description Valid Values A** SSID** State-assigned student identifier which is unique within the district. Up to 10 numeric characters. Embedded Designated Supports 30

Working with Student Information Column Field Name Description Valid Values B Color Contrast: ELA Color of text and background for tests in ELA. TDS_CC0 Black on white. TDS_CCMagenta Black on rose. TDS_CCMedGrayLtGray Medium gray on light gray. TDS_CCInvert Reverse Contrast TDS_CCYellowB Yellow on Blue. If blank, test appears as black text on white background. C Color Contrast:ELPA 21 Color of text and background for tests in ELPA21. TDS_CC0 Black on white. TDS_CCCream- Black on cream. TDS_CCMagenta Black on pink. TDS_CCInvert Reverse Contrast TDS_CCYellowB Yellow on Blue. If blank, test appears as black text on white background. D Color Contrast: Mathematics Color of text and background for tests in mathematics. TDS_CC0 Black on white. TDS_CCMagenta Black on rose. TDS_CCMedGrayLtGray Medium gray on light gray. TDS_CCInvert Reverse Contrast TDS_CCYellowB Yellow on Blue. If blank, test appears as black text on white background. E Color Contrast: Science Color of text and background for tests in science. TDS_CCBlue Black on blue TDS_CC0 Black on white. TDS_CCYellow Black on yellow TDS_CCMagenta Black on rose. TDS_CCMedGrayLtGray Medium gray on light gray. TDS_CCYellowB Yellow on Blue. If blank, test appears as black text on white background. 31

Working with Student Information Column Field Name Description Valid Values F Color Contrast: Social Sciences Color of text and background for tests in social sciences. TDS_CCBlue Black on blue TDS_CC0 Black on white. TDS_CCYellow Black on yellow TDS_CCMagenta Black on rose. TDS_CCMedGrayLtGray Medium gray on light gray. TDS_CCYellowB Yellow on Blue. If blank, test appears as black text on white background. G Glossary: ELA Student s glossary accommodation for tests in ELA. TDS_WL0 Glossary not available. TDS_WL_Glossary Glossary available. 32

Working with Student Information Column Field Name Description Valid Values H Glossary: Mathematics Student s glossary accommodation for tests in mathematics. TDS_WL_Glossary English TDS_WL_ArabicGloss Arabic TDS_WL_CantoneseGloss Cantonese TDS_WL_ESNGlossary Spanish TDS_WL_KoreanGloss Korean TDS_WL_MandarinGloss Mandarin TDS_WL_PunjabiGloss Punjabi TDS_WL_RussianGloss Russian TDS_WL_TagalGloss Filipino TDS_WL_UkrainianGloss Ukrainian TDS_WL_VietnameseGloss Vietnamese TDS_WL_ArabicGloss&TDS_WL_Gloss ary Arabic & English TDS_WL_CantoneseGloss&TDS_WL_ Glossary Cantonese & English TDS_WL_ESNGlossary&TDS_WL_Glos sary Spanish & English TDS_WL_KoreanGloss&TDS_WL_Glos sary Korean & English TDS_WL_MandarinGloss&TDS_WL_Gl ossary Mandarin & English TDS_WL_PunjabiGloss&TDS_WL_Glos sary Punjabi & English TDS_WL_RussianGloss&TDS_WL_Glo ssary Russian & English TDS_WL_TagalGloss&TDS_WL_Gloss ary Filipino & English TDS_WL_UkrainianGloss&TDS_WL_Gl ossary Ukrainian & English TDS_WL_VietnameseGloss&TDS_WL_ Glossary Vietnamese & English TDS_WL0 None If blank, glossaries are not available. I Item type Exclusion: Science Items to be excluded from the science tests. TDS_ItemTypeExcl_GI Exclude grid items. TDS_ItemTypeExcl_None Exclude nothing. If blank, no items excluded. 33

Working with Student Information Column Field Name Description Valid Values J Item type Exclusion: Social Science Items to be excluded from the social science tests. TDS_ItemTypeExcl_GI Exclude grid items. TDS_ItemTypeExcl_None Exclude nothing. If blank, no items excluded. K Language: ELA Language in which tests in ELA appear. ENU English. ENU-Braille Braille. If blank, tests appear in English. L Language: Mathematics Language in which tests in mathematics appear. ENU English. ENU-Braille Braille. ESN Spanish. If blank, tests appear in English. M Language: Science Language in which tests in science appear. ENU English. ENU-Braille Braille. ESN Spanish. If blank, tests appear in English. N Language: Social Sciences Language in which tests in social sciences appear. ENU English. ENU-Braille Braille. ESN Spanish. If blank, tests appear in English. O Masking: ELA Masking setting for tests in ELA. TDS_Masking0 Masking is not available. TDS_Masking1 Masking is available. If blank, masking is not available. P Masking: ELPA21 Masking setting for tests in ELPA21. TDS_Masking0 Masking is not available. TDS_Masking1 Masking is available. If blank, masking is not available. 34

Working with Student Information Column Field Name Description Valid Values Q Masking: Mathematics Masking setting for tests in mathematics. TDS_Masking0 Masking is not available. TDS_Masking1 Masking is available. If blank, masking is not available. R Masking: Science Masking setting for tests in science. TDS_Masking0 Masking is not available. TDS_Masking1 Masking is available. If blank, masking is not available. S Masking: Social Sciences Masking setting for tests in social sciences. TDS_Masking0 Masking is not available. TDS_Masking1 Masking is available. If blank, masking is not available. T Print on Request: ELA Print-on-Request (POR) setting for tests in ELA. TDS_TTS0 POR not allowed. TDS_TTS_Item POR allowed for test items only. TDS_TTS_Stim POR allowed for test stimuli only. TDS_TTS_Stim&TDS_TTS_Item POR allowed for test stimuli and items. U Print on Request: ELPA21 POR setting for tests in ELPA21. TDS_TTS0 POR not allowed. TDS_TTS_Item POR allowed for test items only. TDS_TTS_Stim POR allowed for test stimuli only. TDS_TTS_Stim&TDS_TTS_Item POR allowed for test stimuli and items. V Print on Request: Mathematics POR setting for tests in mathematics. TDS_TTS0 POR not allowed. TDS_TTS_Item POR allowed for test items only. TDS_TTS_Stim POR allowed for test stimuli only. TDS_TTS_Stim&TDS_TTS_Item POR allowed for test stimuli and items. 35

Working with Student Information Column Field Name Description Valid Values W Print on Request: Science POR setting for tests in science. TDS_TTS0 POR not allowed.. TDS_PoD_Stim&TDS_PoD_Item POR allowed for test stimuli and items. X Print on Request: Social Sciences POR setting for tests in social sciences. TDS_TTS0 POR not allowed. TDS_PoD_Stim&TDS_PoD_Item POR allowed for test stimuli and items. Y Print Size: ELA Student s print-size accommodation for tests in ELA. TDS_PS_L0 No magnification, 14 pt. TDS_PS_L1 1.5 magnification, 21 pt. TDS_PS_L2 1.75 magnification, 24.5 pt. TDS_PS_L3 2.5 magnification, 35 pt. TDS_PS_L4 3.0 magnification, 42 pt. If blank, text appears as 14 point. Z Print Size: ELPA21 Student s print-size accommodation for tests in ELPA21. TDS_PS_L0 No magnification, 14 pt. TDS_PS_L1 1.5 magnification, 21 pt. TDS_PS_L2 1.75 magnification, 24.5 pt. TDS_PS_L3 2.5 magnification, 35 pt. TDS_PS_L4 3.0 magnification, 42 pt. If blank, text appears as 14 point. AA Print Size: Mathematics Student s print-size accommodation for tests in mathematics. TDS_PS_L0 No magnification, 14 pt. TDS_PS_L1 1.5 magnification, 21 pt. TDS_PS_L2 1.75 magnification, 24.5 pt. TDS_PS_L3 2.5 magnification, 35 pt. TDS_PS_L4 3.0 magnification, 42 pt. If blank, text appears as 14 point. 36

Working with Student Information Column Field Name Description Valid Values AB Print Size: Science Student s print-size accommodation for tests in science. TDS_PS_L0 No magnification, 14 pt. TDS_PS_L1 1.5 magnification, 21 pt. TDS_PS_L2 1.75 magnification, 24.5 pt. TDS_PS_L3 2.5 magnification, 35 pt. TDS_PS_L4 3.0 magnification, 42 pt. If blank, text appears as 14 point. AC Print Size: Social Sciences Student s print-size accommodation for tests in social sciences. TDS_PS_L0 No magnification, 14 pt. TDS_PS_L1 1.5 magnification, 21 pt. TDS_PS_L2 1.75 magnification, 24.5 pt. TDS_PS_L3 2.5 magnification, 35 pt. TDS_PS_L4 3.0 magnification, 42 pt. If blank, text appears as 14 point. AD Suppress Score: Science Student s setting for displaying score after submitting science tests. TDS_SS0 Suppress score after test is submitted. TDS_SS1 Display score after test is complete. AE Suppress Score: Social Sciences Student s setting for displaying score after submitting social sciences tests. TDS_SS0 Suppress score after test is submitted. TDS_SS1 Display score after test is complete. AF Text-to- Speech: ELA Student s text-to-speech accommodation for tests in ELA. TDS_TTS0 TTS not available. TDS_TTS_Item Enable TTS for test items. TDS_TTS_Stim Enable TTS for test stimuli. TDS_TTS_Stim&TDS_TTS_Item Enable TTS for test items and stimuli. If blank, TTS is not available. 37

Working with Student Information Column Field Name Description Valid Values AG Text-to- Speech: Mathematics Student s text-to-speech accommodation for tests in mathematics. TDS_TTS0 TTS not available. TDS_TTS_Item Enable TTS for test items. TDS_TTS_Stim Enable TTS for test stimuli. TDS_TTS_Stim&TDS_TTS_Item Enable TTS for test items and stimuli. If blank, TTS is not available. AH Text-to- Speech: Science Student s text-to-speech accommodation for tests in science. TDS_TTS0 TTS not available. TDS_TTS_Stim&TDS_TTS_Item Enable TTS for test items and stimuli. If blank, TTS is not available. AI Text-to- Speech: Social Sciences Student s text-to-speech accommodation for tests in social sciences. TDS_TTS0 TTS not available. TDS_TTS_Stim&TDS_TTS_Item Enable TTS for test items and stimuli. If blank, TTS is not available. Embedded Accommodations AJ American Sign Language: ELA Student s ASL accommodation for tests in ELA. TDS_ASL0 ASL videos not available. TDS_ASL1 ASL videos available. If blank, ASL videos are not available. AK American Sign Language: Mathematics Student s ASL accommodation for tests in mathematics. TDS_ASL0 ASL videos not available. TDS_ASL1 ASL videos available. If blank, ASL videos are not available. AL Closed Captioning: ELA Student s closedcaptioning accommodation for tests in ELA. TDS_ClosedCap0 Closed captioning not available. TDS_ClosedCap1 Closed captioning available. If blank, closed captioning is not available. 38

Working with Student Information Column Field Name Description Valid Values AM Permissive Mode: ELA Permissive mode setting for tests in ELA. TDS_PM1 Students can use accessibility software during tests, such as screen readers or magnifiers. TDS_PM0 Students can use only the secure browser during tests. If blank, permissive mode is not available. AN Permissive Mode: ELPA21 Permissive mode setting for tests in ELPA21. TDS_PM1 Students can use accessibility software during tests, such as screen readers or magnifiers. TDS_PM0 Students can use only the secure browser during tests. If blank, permissive mode is not available. AO Permissive Mode: Mathematics Permissive mode setting for tests in mathematics. TDS_PM1 Students can use accessibility software during tests, such as screen readers or magnifiers. TDS_PM0 Students can use only the secure browser during tests. If blank, permissive mode is not available. AP Permissive Mode: Science Permissive mode setting for tests in science. TDS_PM1 Students can use accessibility software during tests, such as screen readers or magnifiers. TDS_PM0 Students can use only the secure browser during tests. If blank, permissive mode is not available. AQ Permissive Mode: Social Sciences Permissive mode setting for tests in social sciences. TDS_PM1 Students can use accessibility software during tests, such as screen readers or magnifiers. TDS_PM0 Students can use only the secure browser during tests. If blank, permissive mode is not available. 39

Working with Student Information Column Field Name Description Valid Values AR Streamlined Interface: ELA Streamlined interface setting for tests in ELA. TDS_SLM1 Streamlined interface is available. TDS_SLM0 Streamlined interface is not available. If blank, streamlined interface is not available. AS Streamlined Interface: Mathematics Streamlined interface setting for tests in mathematics. TDS_SLM1 Streamlined interface is available. TDS_SLM0 Streamlined interface is not available. If blank, streamlined interface is not available. AT Streamlined Interface: Science Streamlined interface setting for tests in science. TDS_SLM1 Streamlined interface is available. TDS_SLM0 Streamlined interface is not available. If blank, streamlined interface is not available. AU Streamlined Interface: Social Sciences Streamlined interface setting for tests in social sciences. TDS_SLM1 Streamlined interface is available. TDS_SLM0 Streamlined interface is not available. If blank, streamlined interface is not available. AV Accommodation Flag: ELA Indicates student receives any accommodations during ELA tests. NF0 No accommodations allowed for the test. NF1 Accommodations allowed for the test. AW Accommodation Flag: ELPA21 Indicates student receives any accommodations during ELPA21 tests. NF0 No accommodations allowed for the test. NF1 Accommodations allowed for the test. AX Accommodation Flag: Mathematics Indicates student receives any accommodations during mathematics tests. NF0 No accommodations allowed for the test. NF1 Accommodations allowed for the test. 40

Working with Student Information Column Field Name Description Valid Values AY Accommodation Flag: Science Indicates student receives any accommodations during science tests. NF0 No accommodations allowed for the test. NF1 Accommodations allowed for the test. AZ Accommodation Flag: Social Sciences Indicates student receives any accommodations during social science tests. NF0 No accommodations allowed for the test. NF1 Accommodations allowed for the test. *Line Reader can be set on the View Student Details page in TIDE or in the TA interface. It cannot be set through the Test Settings Upload file. **Required field Figure 27 is an example of a simple upload file that sets the print size for the student with ID 999999999. For tests in ELA, the color contrast is inverted (white on black); for tests in ELPA21, mathematics, and science, the color-contrast is standard (black on white). Figure 27. Sample Test Settings Upload File Submitting a Test Settings Upload File This section describes how to upload a file for adding, modifying, or deleting test settings. For a list of user roles that can perform this task, see Table 3. CAUTION: Test settings in the TA Interface Changing a test setting in TIDE after the test starts does not update the student s test setting if the same test setting is available in the TA Interface. In this case, you must change the test setting in the TA Interface. To submit a test setting upload file: 1. Click the Student Information tab, then Upload Student Settings. The Upload Student Settings page appears. 2. Download one of the file templates by clicking Download Excel Template or Download CSV Template. 3. Open the file in a spreadsheet application or text editor, and add a row for each test setting you want to add, modify, or delete. Be sure to follow the guidelines in Table 7. Save the file on your computer. 41

Working with Student Information 4. In the Upload Student Settings page, click Browse, and navigate to the upload file you created in step 3. 5. Click Upload File. TIDE displays a preview of the uploaded file (see Figure 28). Use this preview to verify you uploaded the correct file. Figure 28. Test Settings Upload File Preview (partial view) 6. Click Next. TIDE validates the file and displays error messages, if any. For information about resolving error messages, see Resolving File Upload Errors. NOTE: Validation and commitment of large files If your file contains a large number of records, TIDE processes it offline and sends you a confirmation email when complete. While TIDE is validating the file, do not press Cancel as TIDE may have already started processing some of the records. For more information, see How TIDE Processes Large Files. 7. Click Commit. TIDE commits those records that do not have errors, and sends a confirmation email. You can view a history of file uploads; see the section Reviewing Upload History for details. Viewing and Editing Test Restrictions TIDE automatically assigns tests to students depending on their enrolled grade. For example, any student enrolled in third grade is eligible for the Grade 3 mathematics and ELA tests. However, some students may be identified who will not take that test (e.g., they are taking the Extended assessment or are exempted by their parent). To help manage student access to the online assessments and ensure that students have access to only their assigned tests, you can view and edit test restrictions in TIDE. To view and edit student details: 1. Click the Student Restrictions tab, then click View/Edit Restrictions. The View/Edit Student Restriction page appears (see Figure 22). 2. From the drop-down lists, select search criteria and then click Search. In the resulting listing, the blocked subjects appear in the Blocked Subjects (Student Restrictions) column. See Figure 29. 42

Working with Student Information Figure 29. Student Restrictions 3. Click View corresponding to the student whose record you want to view or modify. The Edit Student Test Restriction page appears (see Figure 30). Figure 30. Edit Student Test Restriction Page 4. If your user role allows you to make changes, do the following: o Mark checkboxes for the tests you do not want the student to take. o Clear checkboxes for the tests you do want the student to take. 5. Click Save Changes. A confirmation message appears. 6. To return to the listing of student restrictions, click Go Back to Search Results. (Do not use your browser s Back button to return to the listing.) Uploading Test Restrictions If you have many students for whom you need to restrict access to tests, it may be easier to perform those transactions through file uploads. This task requires familiarity with composing comma-separated value (CSV) files or working with Microsoft Excel. The following sections describe how to compose the files and then upload them to TIDE. 43

Working with Student Information Understanding the Test Restrictions Upload File Format The upload file is an Excel or CSV file with a heading row and data rows. Table 8 describes the columns in the upload file and associated valid values. Table 8: Columns in the Test Restrictions Upload file. Field Name Description Valid Values SSID* State-assigned student identifier. Up to 10 numeric characters. Must be enrolled in your district. Mathematics Setting for blocking tests in mathematics. Y Yes, blocks tests in mathematics. N No, allows tests in mathematics. ELA Setting for blocking tests in English Language Arts. Y Yes, blocks tests in ELA. N No, allows tests in ELA. Science Setting for blocking tests in science. Y Yes, blocks tests in science. N No, allows tests in science. Social Sciences ELPA21 *Required field. Setting for blocking tests in social sciences. Setting for blocking tests in English Language Proficiency Assessments. Y Yes, blocks tests in social sciences. N No, allows tests in social sciences. Y Yes, blocks tests in ELPA. N No, allows tests in ELPA. Figure 27 is an example of a simple upload file that blocks tests in mathematics and writing for the student with ID 999999999. Figure 31. Sample Student Restrictions Upload File Submitting a Test Settings Upload File This section describes how to upload a file for adding, modifying, or deleting test settings. For a list of user roles that can perform this task, see Table 3. CAUTION: Test settings in the TA Interface Changing a test setting in TIDE after the test starts does not update the student s test setting if the same test setting is available in the TA Interface. In this case, you must change the test setting in the TA Interface. 44

Working with Student Information To submit a test setting upload file: 1. Click the Student Restrictions tab, then Upload Restrictions. The Upload Test Restriction page appears. 2. Download one of the file templates by clicking Download Excel Template or Download CSV Template. 3. Open the file in a spreadsheet application or text editor, and add a row for each test setting you want to add, modify, or delete. Be sure to follow the guidelines in Table 8. Save the file on your computer. 4. In the Upload Test Restriction page, click Browse, and navigate to the upload file you created in step 3. 5. Click Upload File. TIDE displays a preview of the uploaded file (see Figure 32). Use this preview to verify you uploaded the correct file. Figure 32. Test Restrictions Upload File Preview (partial view) 6. Click Next. TIDE validates the file and displays error messages, if any. For information about resolving error messages, see Resolving File Upload Errors. NOTE: Validation and commitment of large files If your file contains a large number of records, TIDE processes it offline and sends you a confirmation email when complete. While TIDE is validating the file, do not press Cancel as TIDE may have already started processing some of the records. For more information, see How TIDE Processes Large Files. 7. Click Commit. TIDE commits those records that do not have errors, and sends a confirmation email. You can view a history of file uploads; see the section Reviewing Upload History for details. 45

Section VI. Working with Classroom Activities A classroom activity is a performance-task assignment that introduces students to a particular setting or situation. Students typically participate in these activities shortly before the corresponding assessment test. Reviewing Classroom Activities You can review classroom activities for all grades within a particular school. For a list of user roles that can perform this task, see Table 3. To review classroom activities: 1. Click the PT Classroom Activities tab, then View Classroom Activities. The View Classroom Activities page appears (see Figure 33). Figure 33. Fields in the View Classroom Activities page 2. From the drop-down lists, select search criteria. 3. Click Show Classroom Activities. TIDE displays the found classroom activities at the bottom of the View Classroom Activities page (see Figure 34). Figure 34. Retrieved Classroom Activities 4. To view an individual classroom activity, click the corresponding link. For example, referring to Figure 34, to view the ELA classroom activity for third-graders, click next to G3E-Summative-Perf-LandFormations. 46

Section VII. Working with Customized Test Windows This section describes how to create, edit, and delete test windows that are different from those set by the state or districts. Understanding the Test Window Hierarchy Prior to the beginning of a school year, the Oregon Department of Education establishes statewide testing windows for each assessment. For Smarter Balanced mathematics and ELA and OAKS Online Science and Social Sciences assessments individual districts or schools can create customized testing windows within the statewide window. The purpose is to enable schools to ensure that testing occurs at the appropriate time in relation to instruction and to help schools manage testing resources. Referring to Figure 35, ODE established a test window of April 1 through May 31 for a particular subject. Within that window, District 1 tests between April 1 and April 30, and District 2 tests between May 1 and May 31. Furthermore, Schools C and D within District 2 established their individual test windows, May 1 15 and May 16 31, respectively. Figure 35. Hierarchy of Test Windows District 1 School A School B School C May 1 May 15 District 2 School D May 16 May 31 April 1 April 30 May 1 May 31 State Window April 1 May 31 When a district or school creates a customized test window, the associated tests are not available outside of that window. For example, if a school creates a customized test window of April 8 May 8 for its Science tests, students in that school cannot take the Science test until April 8. 47

Working with Customized Test Windows Retrieving Test Windows You can retrieve existing customized test windows for a school or district. For a list of user roles that can perform this task, see Table 3. To retrieve test windows: 1. Click the Test Windows tab, then click View Test Windows. The View Test Windows page appears (see Figure 36). Figure 36. Fields in the View Test Windows page 2. From the Entity Type drop-down list, select the type of entity whose test windows you want to retrieve. 3. From the District and School dropdown lists (as available), make selections for the district and school. 4. Optional: In the Window Information, Start Date of Test Window, and End Date of Test Window fields, enter additional search criteria. 5. Click Show Test Windows. TIDE displays the retrieved test windows at the bottom of the View Test Windows page (see Figure 37). Figure 37. Retrieved Test Windows From the listing of retrieved test windows, you can do the following: Edit a test window; see Creating and Editing Test Windows. Delete test windows; see Deleting Test Windows. Sort the listing; see Sorting Retrieved Records. 48

Working with Customized Test Windows Creating and Editing Test Windows When you create or edit a test window at the district level, all schools within that district s hierarchy administer the test during that window except those schools that have their own customized window. For an explanation of the test-window hierarchy, see Understanding the Test Window Hierarchy. For a list of user roles that can perform this task, see Table 3. To create or edit a test window: 1. Click the Test Windows tab, then click Add Test Windows. The Add Test Windows page appears (see Figure 38). Figure 38. Fields in the Add Test Windows page 2. From the Entity Type drop-down list, select the type of entity for which you want to create the test window. 3. From the District and School drop-down lists (as available), make selections for the district and school. 4. In the Window Information field, enter a name for the test window. 5. In the Start Date of Test Window and End Date of Test Window fields, enter the test window s start and end dates. 6. Click Show Tests. A list of test associated with the district or school you selected in step 3 appears (see Figure 39). Some of those tests may have an existing test window. Figure 39. Fields in the Add Test Windows 7. Mark the checkboxes for the tests you want to include in the test window. 8. Click Save. TIDE creates the test window, or modifies the existing test window, and it is immediately available in TDS. 49

Working with Customized Test Windows Deleting Test Windows When you delete a customized test window, the associated schools revert their test windows to the one in the next higher level. For example, if a school set a customized test window and then deleted it, students in the school would be able to test during the district test window (if the district set a customized test window) or the state test window. For example, referring to Figure 35, if School E deletes its customized test window, its students take the test during District 2 s window April 8 12. Next, if District 2 deletes its April 8 12 test window, Schools C E revert to the state-level window April 1 5. For a list of user roles that can perform this task, see Table 3. To delete a test window: 1. Retrieve the test window you want to edit by following the procedure in the section Retrieving Test Windows. 2. In the listing of retrieved records, mark the checkbox for the test windows you want to delete (see Figure 37). 3. Click Delete. 4. In the confirmation dialog box, click OK. TIDE deletes the test window. 50

Section VIII. Working with Rosters of Students Rosters are groups of students associated with a teacher in a particular school. Rosters typically represent entire classrooms in lower grades, or individual classroom periods in upper grades. Rosters can also represent special courses offered to groups of students. The rosters you create in TIDE are available in the Online Reporting System. ORS can aggregate test scores at these roster levels. Viewing Rosters You can view rosters associated with your district or school. For a list of user roles that can perform this task, see Table 3. To view a roster: 1. Click the Rosters tab, then Manage Roster. The Manage Roster page appears (see Figure 40). Figure 40. Manage Roster Page selection fields 2. From the District and Institution drop-down lists (as available), make selections for the district and school associated with the roster you want to view. 3. From the Roster drop-down list, select the roster you want to view. 51

Working with Rosters of Students 4. Click Next. The Manage Roster page appears, showing a list of students in the selected roster and the associated teacher (see Figure 41). Figure 41. Manage Roster Page Viewing a Roster s Students Adding a New Roster You can create rosters from students associated with your school or district. For a list of user roles that can perform this task, see Table 3. To add a roster: 1. Click the Rosters tab, then Manage Roster. The Manage Roster page appears (see Figure 40). 2. From the District and School drop-down lists, make selections for the district and school containing the roster you want to add. 3. From the Roster drop-down list, select Add New Roster. 4. Click Next. The Manage Roster page appears (see Figure 41). 5. In the Roster Name field, enter a name for the roster. 6. From the Teacher Name drop-down list, select the roster s teacher. 7. Mark the checkboxes for all the grades from which you wish to build the roster. The names of all the available students in the selected grades appear in the Available Students list. 52

Working with Rosters of Students 8. Select each student you want to add to the roster, then click Move In >>. The students you selected move from the Available Students list to the Students in This Roster list. 9. Click Save. Modifying an Existing Roster You can modify rosters by adding students or removing students. (This feature is not available for system-generated rosters.) For a list of user roles that can perform this task, see Table 3. To modify a roster: 1. Click the Rosters tab, then Manage Roster. The Manage Roster page appears (see Figure 40). 2. From the District, School, and Roster drop-down lists, make selections for the roster you want to modify. 3. Click Next. The Manage Roster page appears (see Figure 41). 4. Change the roster s name and associated teacher as required. 5. To add students to the roster, do the following: a. Mark the checkbox for the appropriate grade. The students associated with the grade appear in the Available Students list. b. From the Available Students list, select the students you want to add to the roster, then click Move In >>. 6. To remove students from the roster, do the following: a. From the Students in this Roster list, select the students you want to remove. b. Click << Move Out. 7. Click Save. Deleting a Roster You can delete rosters created in TIDE or the Online Reporting System. For a list of user roles that can perform this task, see Table 3. 1. Click the Rosters tab, then Manage Roster. The Manage Roster page appears (see Figure 40). 53

Working with Rosters of Students 2. From the District, School, and Roster drop-down lists, make selections for the roster you want to delete. 3. Click Next. The Manage Roster page appears (see Figure 41). 4. Click Delete. Printing a Roster You can print a roster. For a list of user roles that can perform this task, see Table 3. 1. Click the Rosters tab, then Manage Roster. The Manage Roster page appears (see Figure 40). Figure 42. Printer-Friendly Version of a Roster 2. From the District, School, and Roster drop-down lists, make selections for the roster you want to print. 3. Click Next. The Manage Roster page appears (see Figure 41). 4. Click Print. A printer-friendly version of the roster appears in your browser (see Figure 42). 54

Working with Rosters of Students Creating Rosters through File Uploads If you have many rosters to create, it may be easier to perform those transactions through file uploads. This task requires familiarity with composing comma-separated value (CSV) files or working with Microsoft Excel. The following sections describe how to compose the files and then upload them to TIDE. Understanding the Roster Upload File Format The upload file is an Excel or CSV file with a heading row and data rows. Table 9 describes the columns in the upload file and associated valid values. Table 9: Columns in the Rosters Upload File Field Name Description Valid Values DISTRICT-SCHOOL-ID* USER-EMAIL* Combination of district ID and school ID. For example, a value of 88881234 represents district ID 8888 and school ID 1234. Email of teacher associated with the roster. Must exist in TIDE. Eight digits. Both district ID and school ID must exist in TIDE. Any standard email address. ROSTER-NAME* Name of roster. Up to 255 characters. STUDENT-SSID* *Required field. State-assigned student identifier which is unique within the district. Up to 10 characters. 55

Working with Rosters of Students Figure 43 is an example of a simple upload file that creates a roster with two students. Figure 43. Sample Roster Upload File The first row does the following: o If the roster American History does not exist in district-school school 88881234, TIDE does the following: Creates the roster American History. Associates the teacher whose email address is me@email.com with the roster. o Adds the student ID 9999999999 to the roster American History. The second row adds the student ID 9999999998 to the roster American History. Submitting a Roster Upload File This section describes how to upload a file for creating rosters. For a list of user roles that can perform this task, see Table 3. To submit a roster upload file: 1. Click the Rosters tab, then Upload Roster. The Upload Roster page appears. 2. Download one of the file templates by clicking Download Excel Template or Download CSV Template. 3. Open the file in a spreadsheet application or text editor, and add a row for each studentroster pair you want to add. Be sure to follow the guidelines in Table 9. Save the file on your computer. 4. In the Upload Roster page, click Browse, and navigate to your upload file you created in step 3. 56

Working with Rosters of Students 5. Click Upload File. TIDE displays a preview of the uploaded file (see Figure 44). Use this preview to verify you uploaded the correct file. Figure 44. Roster Upload File Preview 6. Click Next. TIDE validates the file and displays error messages, if any. For information about resolving error messages, see Resolving File Upload Errors. NOTE: Validation and commitment of large files If your file contains a large number of records, TIDE processes it offline and sends you a confirmation email when complete. While TIDE is validating the file, do not press Cancel as TIDE may have already started processing some of the records. For more information, see How TIDE Processes Large Files. 7. Click Commit. TIDE commits those records that do not have errors, and sends a confirmation email. You can view a history of file uploads; see the section Reviewing Upload History for details. 57

Section IX. Downloading and Installing Voice Packs TIDE provides the NeoSpeech Juliet and Violeta Voice Packs, screen readers students with a text-to-speech accommodation can use during a test opportunity. You can download the voice packs from TIDE and install them on testing computers. These voice packs are compatible with Windows, not Mac OS X or Linux. For a list of user roles that can perform this task, see Table 3. To download the voice packs: 1. Click the General Resources tab, then Download Voice Pack. The Download Voice Pack page appears. 2. Click Download for the voice pack you want to install. Your browser downloads the installation file onto your computer. If you have an option to run or save the file, save it. 3. Read the installation instructions available from the Download Voice Pack page, and then proceed with installation. 58

Appendix A. Exporting Retrieved Records When you retrieve a group of records, such as students or users, only a few records are visible on the page at a time. You can export all the records as a file, which may be more convenient for viewing and analysis. TIDE exports up to 300 user records and up to 1,000 student records; there is no limit on exports of other records. For a list of user roles that can perform this task, see Table 3. To export retrieved records: 1. Optional: In the list of retrieved records (see, for example, Figure 25), mark the checkboxes next to the records you want to export. You can select all the records by clicking the checkbox in the header next to View. 2. Above the list of retrieved records, hover the mouse over Export. A list of export options appears (see Figure 45). Figure 45. Export Options 3. Referring to Table 10, click the desired export option. 4. Depending on your browser s configuration, you can save the file to disk or open it directly in a spreadsheet application. Table 10. Export Options Option Export all to Excel Export selected to Excel Export all to CSV Export selected to CSV Description Exports all retrieved records in xlsx format. Use this format if you have Excel 2007 or later. Exports selected records in xlsx format. Use this format if you have Excel 2007 or later. Exports all retrieved records in CSV format. Use this format if you have Excel 2003 or earlier. Exports selected records in CSV format. Use this format if you have Excel 2003 or earlier. 59

Appendix B. Processing File Uploads This appendix describes how TIDE processes file uploads. How TIDE Processes Large Files If your file contains a large number of records, TIDE displays the validation results for a portion of those records, and then completes the processing offline. As part of the processing, TIDE displays a page with your name and default email address, and prompts you to provide a phone number and optional alternate email. TIDE sends you an email when it completes the validation, and a second email after it commits the records to its databases. Figure 46 describes the entire processing flow for file uploads. Figure 46. Upload Processing Flow TIDE reads number of records No Number of records exceeds online threshold? Yes TIDE displays validation results in browser TIDE displays validation results of first x records in browser, sends validation of all records in email Validation below error thresholds? No Yes Reject file No Validation below error thresholds? User commits file? No Yes Yes TIDE commits records, displays results in browser TIDE commits valid records, sends report of errors and warnings in email 60

Processing File Uploads Table 11 lists the various upload files and the number of records in those files that triggers offline processing. The column Number of Validated Records is the number x in Figure 46. For example, if your users upload file contains 30,000 records or more: 1. TIDE displays the validation results for the first 1,000 records. 2. If you commit the file: a. TIDE validates the remaining records offline, and sends a validation report via email. b. TIDE then commits the error-free records, and sends a report listing all errors and warnings via email. Table 11. Record Thresholds for Offline Processing Upload File Offline Processing Threshold Number of Validated Records Users 30,000 1,000 Test Settings 30,000 1,000 Rosters 30,000 1,000 How TIDE Validates File Uploads After you submit an upload file, TIDE applies two validations: layout and data. Layout validation determines if the records have proper format. This includes checks for alphanumeric or numeric-only values and record length. For example, if the SSID field in the student upload file is numeric only, and a record has a letter in that field, the record does not pass layout validation. Data validation determines if the fields contain valid data. For example, if a record in the student upload file contains a school ID that does not exist in TIDE, the record does not pass data validation. If TIDE displays validation errors, you can resolve them by following the recommendations in Resolving File Upload Errors. 61

Processing File Uploads Resolving File Upload Errors During validation, TIDE displays messages for the errors it detects, as in the example in Figure 47. Figure 47. Sample Error Messages The first column in the table of error messages shows an icon that indicates the error s severity. Table 12 describes those icons and associated resolutions. Table 12. File Upload Error Icons and Resolutions Icon Description Resolution Indicates the record causes the entire upload file to fail. Indicates TIDE ignores the record due to an error. Warning that the record has an error; TIDE accepts it anyway. Click Cancel to abort the file upload. Make the indicated correction, and upload the file again. Click Commit to submit all records that have no errors. Repair those records that have errors and submit them in a separate file. Click Cancel to abort the file upload. Make the indicated corrections, and upload the file again. Click Commit to submit all records that have warnings. Review the warning messages, repair the records as necessary, and upload them again in a separate file. Click Cancel to abort the file upload. Make the indicated correction, and upload the file again. Table 13 describes the columns appearing in the error messages report. Table 13. Columns in the Error Messages report Column Name Record Number Field Name Field Value Validation Message Description Line in the upload file where the error occurred. Name of the column in which the error occurred. Value that caused the error. Message describing the error. If you are unable to resolve file upload errors, contact user support; see Appendix D, User Support for contact information. 62

Processing File Uploads Reviewing Upload History You can review the log file that TIDE retains of your file uploads. To display file upload history: In the upload file page, click show history. Table 14 describes the columns appearing in the upload history. Table 14. Columns in Upload History Column Name File Name Date Uploaded Status Record Processed Record Rejected Validation Log Description Name of uploaded file. Clicking this field downloads the.txt file that was originally uploaded by the district. Date and time file was uploaded. Upload file s processing status. Error TIDE rejected the entire file before processing it. Started TIDE successfully received uploaded the file. In Process TIDE recorded an entry in the database that the file was received; the file is in queue awaiting processing. UI Validated There were up to n records in the file, and TIDE displayed the validation results for those n records in the file upload page. The value for n depends on the type of file uploaded; see Table 11 for details. Offline Validated There were more than n records in the file; TIDE displayed validation results for the first n records in the file upload page, and displayed results for the remaining records in an email to the user who uploaded the file. The value for n depends on the type of file uploaded; see Table 11 for details. Rejected TIDE rejected the file due to too many validation errors. Processed TIDE processed the file, reporting errors as necessary. Number of records in the upload file. For quality control purposes, you can compare this number with the actual number of records in the file you created. Clicking the link in this field downloads a CSV file containing the processed records. Number of records that TIDE rejected. Clicking the link in this field downloads a.txt file containing the rejected records. Link to a copy of the validation log. The log contains informational and error messages. Each error message includes a severity code, offending line number in the upload file, error text, offending field, and offending value. 63

Appendix C. Opening CSV Files in Excel 2007 or Later This appendix explains how to open comma-separated value (CSV) files in Microsoft Excel 2007 or later. 1. Open Microsoft Excel. 2. On the Data tab, in the Get External Data group, click From Text. The Import Text File dialog box appears. 3. Navigate to the CSV file, and click Import. The Text Import Wizard appears. 4. In Step 1 of the wizard, mark Delimited, and click Next. 5. In Step 2 of the wizard, mark Comma, and then click Next. 64

Opening CSV Files in Excel 2007 or Later 6. In Step 3 of the wizard, do the following: a. In the Data Preview section, click a column. Excel shades the column with a black background. b. In the Column Data Format section, mark the Text radio button. This setting preserves leading zeros that can appear in fields such as SSID or District ID. c. Repeat steps 6.a 6.b for all columns in the CSV file. d. Click Finish. Excel imports and displays the CSV file. 65

Appendix D. User Support For additional information and assistance in using TIDE, contact the Oregon Assessment of Knowledge and Skills Help Desk. The Help Desk is open Monday through Friday from 7:00 a.m. to 5:00 p.m. Pacific Time (except holidays or as otherwise indicated on the Oregon Assessment Portal). Oregon Assessment of Knowledge and Skills Help Desk Toll-Free Phone Support: 1-866-509-6257(OAKS) Email Support: OAKS.HelpDesk@air.org Please provide the Help Desk with a detailed description of your problem, as well as the following: If the issue pertains to a student, provide the SSID and associated district or school for that student. Do not provide the student s name. If the issue pertains to a TIDE user, provide the user s full name and email address. Any error messages that appeared. Operating system and browser information, including version numbers (e.g., Windows 7 and Firefox 13 or Mac OS 10.7 and Safari 5). 66

Appendix E. Change Log Location Change Source Date N/A Document Initiation 8/20/2015 67