Ohio Online Assessments

Ohio Online Assessments TIDE User Guide The information contained in this document is to be used only for the Spring 2015 AASCD and Ohio Online Science and Social Studies Tests. Updated April 16, 2015 Prepared by the American Institutes for Research (AIR)

Table of Contents Overview of the Test Information Distribution Engine...5 Additional Resources...5 Computer and System Requirements...5 About Microsoft Excel Files... 5 Introduction to This User Guide...7 Understanding the User Guide...7 Section I: Accessing TIDE...8 Accessing TIDE: First-Time Users...8 Logging into TIDE: Post-Account Activation... 11 Resetting Your Password... 12 Select Administration, Role and District/School... 12 Switching Between Ohio Online Systems... 13 Section II: Understanding the TIDE Interface... 14 Home Page... 14 TIDE Banner... 15 TIDE Tabs... 15 Changing the Selected School/Test Administration... 16 My Account... 17 Updating Your Password... 17 Section III: TIDE Tasks... 18 Task: Contact Info... 20 Task: Confirm Participation... 21 Task Group: Manage Users... 22 Task: View/Edit Users... 22 Searching for User Records... 23 Understanding the Search Results Table... 23 Sorting Search Results... 23 Exporting User Records (Updated)... 23 Export All Records... 24 Export Selected Records... 24 Deleting Users... 24 Viewing and Editing User Details... 25 Task: Add User... 26 Task: Upload Users... 27 Download the Template (Create User Upload File)... 27 2

User File Requirements... 28 Adding or Editing User Information... 28 Adding Users to Multiple Districts or Schools... 29 Updating or Correcting Previously Uploaded User Information... 29 Uploading the User File... 30 View User Upload History... 32 Task Group: Student Information... 33 About Pre-ID Information... 33 Task: View/Edit Students... 33 Searching for Student Records... 34 Advanced Search Options... 34 Understanding the Search Results Table... 34 Sorting Search Results... 35 Exporting Student Records... 35 Export All Records... 35 Export Selected Records... 35 Deleting Students... 36 Moving Students... 36 Viewing a Student s Complete Record... 37 Task: Add Students... 40 Task: Upload Pre-ID File... 41 Download the ODE Specifications File... 41 Uploading the Student File... 42 Upload history... 44 Task: Upload Student Settings... 45 Creating the Upload File... 45 Adding or Editing Student Settings Information... 46 Uploading the Student Settings File... 47 Upload history... 49 Task Group: Orders... 50 Spring 2015 AASCD... 50 Spring 2015 OCBA... 50 Task: On-Time Orders... 51 Viewing On-Time Orders Information:... 51 Editing Order Information... 52 Task: Additional Orders... 53 3

Requesting Additional Materials (Adjusting Quantities)... 54 Task: Order History... 55 Viewing District and School Orders... 55 Viewing Individual Order Information... 56 Task: Order Summary... 56 Viewing the Order Summary... 57 Exporting the Order Summary... 58 Task: Track Shipments... 58 Task Group: Rosters... 59 Task: Manage Rosters... 60 Adding a New Roster... 61 Editing an Existing Roster... 61 Deleting a Roster... 62 Task: Upload Rosters... 62 Download the Template (Create Upload Roster File)... 63 Upload Roster File Requirements... 63 Adding or Editing Roster Upload Information... 63 Uploading the Roster File... 64 Task: Download Voice Pack (OCBA Only)... 66 Task Group: Test Status Requests... 67 Understanding Test Status Requests... 67 Types of Requests... 67 Status of Requests... 67 Available Appeals by Test Status... 68 Task: Viewing Requests... 69 Task: Creating Test Status Requests... 71 Task: Creating Requests Through File Uploads... 72 Understanding the Request Upload File Format... 72 Submitting a Test Status Request Upload File... 73 Appendix A: User Roles and Descriptions... 74 Appendix B: Common Errors with File Uploads... 76 Appendix C: Opening a CSV File in Excel... 78 User Support... 79 4

Overview of the Test Information Distribution Engine The Test Information Distribution Engine (TIDE) system collects and stores student demographic information and provides authorized users with the tools to add and manage users for administrative tasks associated with the spring 2015 administrations for the Alternate Assessments for Students with Significant Cognitive Disabilities (AASCD) and the Ohio Science and Social Studies Tests (also referred to as the Ohio Computer Based Assessments, OCBA). Authorized users can also order test administration materials, create rosters, and download test resources. TIDE uses a role-specific design to restrict access to certain tools and applications based on the user s designated role. Depending on your user role and test administration, not all functions and features mentioned in this user guide may apply to you. To see which tasks you have access to, refer to Table 2. TIDE allows authorized users to do the following: Add, view and edit district and school user accounts Add, view and edit student information Order test administration materials Upload and manage rosters for the Online Reporting System (ORS) Submit test status requests Download optional Voice Packs for text-to-speech Track paper answer documents The TIDE User Guide will be updated to include information for the Test Status Requests, and Answer Documents tasks prior to their availability. Additional Resources This user guide does not provide information on test administration policies. For additional information and resources pertaining to the online administrations, refer to the documents available on the Ohio Alternate Assessment Portal or the Ohio Computer Based Assessments Portal (http://oh.portal.airast.org). Computer and System Requirements This user guide does not provide information about computer or system requirements for TIDE. You can find information on these requirements in the Test Administration Resources section of the Ohio Alternate Assessment Portal or the Technology Resources section of Ohio Computer Based Assessments Portal (http://oh.portal.airast.org). About Microsoft Excel Files TIDE allows authorized users to export/download files in one of two formats:.csv and.xlsx. The file format you select will depend on which version of Excel you are using. Comma-separated values (.csv): If you have Excel 2003 or earlier, AIR recommends that you download exported records in.csv format. These files do not automatically preserve leading zeros (numbers that begin with at least one zero, e.g., 5

0001234 ). Therefore, to ensure that student data, especially SSIDs, appear in Excel correctly when using the.csv file, follow the instructions in Appendix C: Opening a CSV File in Excel. Excel: Microsoft Excel 2007 or newer opens.xlsx files while automatically preserve leading zeros. You must use these versions of Excel to open these files correctly. These files cannot be opened using an earlier version of Excel. 6

Introduction to This User Guide This user guide supports users who manage testing for students participating in the Spring 2015 Alternate Assessment or Ohio Science and Social Studies Tests. This introduction describes the contents of this document and includes a key for identifying icons and elements found in this guide. The information presented in this user guide applies only to the TIDE system used for the Spring Alternate Assessment and Ohio Science and Social Studies Tests. This does not cover information regarding TIDE for the Grade 3 Reading Ohio Achievement Assessment, the Ohio Graduation Tests or the Ohio Test of English Language Acquisition. If you are looking for the TIDE User Guide for OAA, OGT or OTELA, you can download it from http://education.ohio.gov/topics/testing. Understanding the User Guide This user guide provides information about all tasks available to authorized district and school personnel. Each section and appendix begins on a new page, which allows for easy printing. Section I, Accessing TIDE, includes instructions for accessing TIDE for the first time and activating your account, as well as logging in after your account has been activated. Section II, Understanding the TIDE Interface, provides an overview of the TIDE design and available features. Section III, TIDE Tasks, includes an in-depth overview of the tasks, features and functions available in TIDE. Tasks, features and functions apply to all administrations, except where noted. The information presented in those sections will apply only to the specified administrations. The appendices provide additional information, including descriptions of user roles, instructions on opening a CSV file in Excel, and common errors that occur when uploading files. Table 1. Key Icons and Elements Icon Description Warning: This symbol accompanies important information regarding actions that may cause errors. Caution: This symbol accompanies important information regarding a task. Note: This symbol accompanies helpful information or reminders. New: This symbol appears when a section of the user guide is new. It typically appears after a section header. Text that appears in shaded boxes provides instructions relevant to the task described: Numbered (ordered) lists provide step-by-step instructions. Bulleted lists provide instructions that do not need to be performed in a specific order. [Text] Text in brackets is used to indicate a link or button that is clickable. 7

Section I: Accessing TIDE This section contains information on how to activate a new TIDE account, how to log in after accessing TIDE for the first time, and how to reset a forgotten password. Do not share your login information with anyone. TIDE provides access to student information, which must be protected in accordance with federal privacy laws. Accessing TIDE: First-Time Users Users who have been newly added to TIDE will receive an automated email. This email contains the following information: Your welcome to TIDE A link to the login page. A secure, temporary password. This password expires five days after the email was sent. Instructions for establishing a new password and security question. You must click the secure link in the email to activate your account. Once you have logged in with your temporary password, you will need to set up a new password and provide an answer to a security question before you can access TIDE. Figure 1. Single Sign On Login Page To login with your temporary password: 1. On the Login page (see Figure 1), enter your username and temporary password. 2. Click [Secure Login]. You will be directed to the Reset Password screen (see Figure 2) where you will need to reset your password. 8

Figure 2. Reset Password Screen To reset your password: 1. In the Old Password field, enter your temporary password. 2. In the New Password and Confirm New Password fields, enter your new password. The password must be at least eight (8) characters long, cannot be the same as your current or previous password and must have at least three of the following: one lowercase alphabetic character one uppercase alphabetic character one number one of the following special characters: %, #, or! 3. Click [Submit]. You will be directed to the Select a Security Question screen where you will need to set up a security question and answer. Figure 3. Select a Security Question Screen 9

To set up your security question and answer: 1. From the questions listed on the Select a Security Question screen, select a security question by checking the checkbox next to the question. 2. Provide your answer to the security question in the corresponding text box provided. 3. Click [Save]. You will be directed to the Ohio Assessment Systems Portal from where you can access the required assessment and system. Alert: Important Information Regarding Your Passwords If you are a user who has recently been added to TIDE, you should have received an e-mail from OHOnline-DoNotReply@airast.org that contains a temporary password and a link to sign in to the Ohio Online Assessment systems. You must log in with your temporary password within five days of receiving the email in order to activate your account. The temporary password is valid for five (5) days. You will be prompted to update your password and select and answer a security question. Did your first temporary password expire? If you did not log in within five days of receiving the first password email and activate your account, you must click [Click here to request one] link on the Single Sign On page, then enter your email address into the Email Address field, and then click [Next]. You will receive another email containing a new temporary password. (It may take up to 10 minutes to receive the new email.) You MUST log in within five days to activate your account. Did you forget your password? If you forgot your password, you can reset it. You can only reset your password after you have activated your account by selecting a security answer and question. Click the [Forgot Your Password?] button on the Single Sign On page and then enter your email address into the Email Address field. Click [Next], enter the answer to the security question and then click [OK]. You will receive another email containing a new temporary password, which also expires in five days. (It may take up to 10 minutes to receive the new email.) Did you not receive an email containing a temporary password? Emails from Single Sign On come from OHOnline-DoNotReply@airast.org. Check your spam folder to make sure your email provider did not categorize it as junk mail. If you still do not have an email, contact your Test Coordinator to make sure you were added to TIDE. Only users who have been added to TIDE will receive an account email with a temporary password. Additional Help If you are unable to log in, contact the Ohio Help Desk for assistance. You must provide your name and e-mail address. Contact information is available in User Support. 10

Logging into TIDE: Post-Account Activation To log into TIDE, you must have an authorized username and password. If you have not yet received your login information, contact your District Test Coordinator (DTC), District Administrator (DA), or Building Test Coordinator (BTC). He or she will need to add you to TIDE. If you are a DTC, you should contact the Ohio Help Desk for your login information. Do NOT share your login information with anyone. If other individuals require access to TIDE, they should contact their BTC, DA or DTC to have an account created. 1. Open a supported Web browser and navigate to the Ohio Assessment Systems Portal: http://oh.portal.airast.org. Select either the Ohio Alternate Assessment Portal or the Ohio Computer Based Assessments Portal. Figure 4. Portal 2. Click either the [Teachers/Test Administrators] or [Test Coordinators] card to access TIDE and other applications. Figure 5. User Cards 3. Click the [TIDE] card. You will be directed to the login page. Figure 6. TIDE Card 11

4. Type your username (email address) and password in the respective text boxes, and then click [Secure Login]. You will be directed to the TIDE Home page. Figure 7. Login Screen Resetting Your Password If your account was locked or if you forgot your password, click the [Forgot Your Password?] link on the login page. You will need to provide your username (email address) that is on file in TIDE and the answer to the security question you entered when you activated your account. You will receive an automated email that contains a new temporary password. When you login with the temporary password, you will be directed to set a new password and security question. Select Administration, Role and District/School After you log into the site, you will be prompted to select an administration. Select a test administration from the drop-down list. If you are a user with more than one role, you may be prompted to select a user role. Users who have only one role will not have this option. Select the role from the drop-down list, verify your district and/or school, and then click [Select]. You will be directed to the TIDE Home page. Figure 8. Select Test Administration 12

Switching Between Ohio Online Systems From the drop-down menu, select the application you want to use. You will be directed to the main page for that application. (The list of available applications depends on your user role.) Figure 9. System Navigation Drop-Down Menu Warning: Although navigating to another system is easy, it is important to understand how the system operates in order to avoid unintended consequences of switching systems. If you are using the TA Interface or TA Practice Site and you navigate away from it, your session will stop and all students in the session will be logged out. You cannot resume your session. You will have to create a new session, and your students will have to log in again to resume testing. 13

Section II: Understanding the TIDE Interface Home Page The first screen you will see after you log in is the TIDE Home page. Your user role is displayed on the screen in the top right corner, next to your name. The Home page allows you to view available tasks based on your user role. Refer to Table 2 and Table 3 for additional information. Figure 10. Sample Home Page for District Test Coordinators Warning: Do NOT open TIDE in more than one browser window or tab. Changes made on one page in one window may overwrite changes made in another and result in loss of data. 14

TIDE Banner The TIDE banner, which includes the tabs, is visible at all times and also contains specific links and features. Figure 11. Sample TIDE Banner The upper right corner displays the following information and links: Your name (User) and user role (Role). [My Account] Click to view and/or update your contact information and change your password. [Contact Us] Click to view Ohio Help Desk contact information. [Log Out] Click to log out of the site. [Help] Click to view and download this TIDE User Guide. [FAQ] Click to view frequently asked questions about TIDE. Your district/school name and selected test administration are also visible in the upper right corner of the screen. TIDE Tabs The TIDE interface uses tabs, which resemble file folders, as the primary means of navigating between tasks. Some tasks in the TIDE interface contain multiple subtasks, as displayed in Figure 11. TIDE is automatically configured to show only the tasks and subtasks that are available to you based on your user role. The above image is representative for District Test Coordinators. Tasks that are grayed out cannot be accessed until they become active. 15

Changing the Selected School/Test Administration The Change Institution/Test Administration feature is available in the top right corner of the banner. This feature allows you to view information for another school and/or test administration without logging out and then logging back in again. Note: Depending on your user role, this feature may not be available. User accounts with only one associated institution will not be able to change schools. Figure 12. Change Institution/Test Administration Window 1. Click the [Change Institution/Test Administration] button. 2. Select a test administration. 3. Select a role type. 4. Confirm/select the district and school. 5. Click [Submit]. 16

My Account This section contains your personal information. You can update your information in the editable (white) text fields. You cannot update your role or email address. If your role or email address needs to be changed, contact your District or Building Test Coordinator. Figure 13. My Account Window Updating Your Password 1. Click [Change Password]. You will be directed to the Single Sign On password reset screen. 2. Enter your current password into the Old Password text box. 3. Enter your new password into the New Password text box. The password must be at least eight characters long and have three of the following: one lowercase alphabetic character, one uppercase alphabetic character, one number, and one special character (%, #, or!). 4. Enter the new password again into the New Password (again) text box. 5. Click [OK]. If TIDE validates your new password, a message will appear saying that your account was successfully updated. Password changes take effect immediately and apply to all Ohio Online systems. 17

Section III: TIDE Tasks The following features and functions, called tasks, are included in TIDE. Tasks are identified by their tab names. Not all users can access each task. Table 2 and Table 3 show which users have access to each task. Definitions for each user role are provided in Appendix A. The following symbols appear in the table: The task is available at the district level. The task is available at the school level. Table 2. User Role Access to Tasks and Features in TIDE for District and Building Level Users Task DTC DA DRU EC BTC BRU ITC Verify Contact Information Verify/edit district contact information and district shipping and mailing addresses. Confirm Participation (AASCD and OCBA-EOY Orders Only) Confirm participation required to receive preloaded material quantities Orders On-Time Orders Additional Orders Order History Order Summary Track Shipments Manage Users Upload Users Add Users View/Edit Users Student Information Upload Pre-ID File Upload Student Settings (OCBA Only) Add Students Delete Students Move Students Edit student demographics View student demographics Edit student test eligibility View student test eligibility Edit student test settings (OCBA Only) View student test settings(ocba Only) Rosters Upload Rosters Manage Rosters Download Voice Pack Answer Document Tracking 18

Task DTC DA DRU EC BTC BRU ITC Test Status Requests Create Test Status Requests View Test Status Requests DTC District Test Coordinator; DA District Administrator; DRU District Reporting User; EC EMIS Coordinator; BTC Building Test Coordinator; BRU Building Reporting User; ITC Information Technology Center Table 3. User Role Access to Tasks and Features in TIDE for Teacher Level Users Task TE TA TE-Alt TA-Alt SR Student Information Upload Pre-ID File Upload Student Settings (OCBA Only) Add Students Edit student demographics View student demographics Edit student test eligibility View student test eligibility Edit student test settings (OCBA Only) View student test settings (OCBA Only) Rosters Upload Rosters Manage Rosters Download Voice Pack TE Teacher; TA Test Administrator; TE-Alt Teacher-Alternate Assessment; TA-Alt Test Administrator-Alternate Assessment; SR Second Rater 19

Task: Contact Info The Verify Contact Information page allows District Test Coordinators and District Administrators to verify and update the test coordinator contact information for each administration. This information should list the primary point of contact and recipient for test materials. Required fields are marked with an asterisk (*). Note: This task is not connected to the District Test Coordinator s user account information. Changes in one will not affect the other. To change the District Test Coordinator s user account information, contact the Ohio Help Desk. Figure 14. Sample Verify Contact Information Screen On this page, District Test Coordinators must: 1. Verify your contact and mailing information. Verify your name, mailing address, phone number and email address. A second email field is available in case you wish to receive email communications at an alternate email address or to have communications sent to a second person. Communication regarding Ohio assessments is sent out via email; please ensure that the email addresses entered are correct. 2. Verify the shipping information. Verify the school s shipping address where test materials will be delivered. Your mailing and shipping addresses can be different. Your shipping addresses can differ between the AASCD and OCBA administrations. However, only one shipping address is permissible for all OCBA materials. If the shipping address needs to be changed, contact the Ohio Help Desk. 3. When you have finished verifying and/or updating your contact information, click [Done]. Note: If you made changes, but did not save them and you want to reset the information on this screen to the original contact information, click [Reset]. 20

Task: Confirm Participation The Confirm Participation in Current Administration page allows the DTC or DA to confirm district or school participation in the Spring 2015 AASCD administration in order to receive Test Administration Kits. This task is not available for OCBA performance based-assessments. When the on-time order window opens in February for the OCBA end-of-year tests, the OCBA Spring 2015-EOY Orders administration will become available. Districts that ordered paper test materials for the science and social studies performance-based tests (PBA) will be given the opportunity to confirm participation and order paper test materials for the EOY administration. The OCBA Spring 2015-EOY Orders administration will be pre-loaded with on-time order counts from the performance-based assessment. Districts are required to confirm participation in order to access the Orders task and receive end-of-year test materials. If you confirm participation, but do not visit the Orders task, you will receive the same quantities for the EOY that were shipped for the PBA on-time orders. Figure 15. Sample Confirm Participation in Current Administration Screen To receive test materials, you must verify that your district or school is participating in the test administration. Select Yes from the drop-down list and then click [Save]. If you are not participating in the current test administration, simply select No and then click [Save]. You will not need to access any other tasks related to ordering test materials or uploading Pre-ID information. 21

Task Group: Manage Users The Manage Users group includes the following tasks: View/Edit Users Add User Upload Users This section of TIDE allows authorized District Test Coordinators, District Administrators and Building Test Coordinators to add new users or modify existing users (either individually or through a file upload process). Additionally, DTC, DA and BTC users can view, add or modify only the users within their district and/or school who have a lower role level. For example, District Test Coordinators and District Administrators can add and modify Building Test Coordinators, Teachers, Test Administrators, and Second Raters. Building Test Coordinators can add and edit Teacher, Test Administrator, Second Rater, and Building Reporting users. Task: View/Edit Users The View/Edit Users page allows you to search for users within your district and/or school who are below your role level. For example, if you are a Building Test Coordinator, you can search for Building Reporting Users, Test Administrators, Teachers, and Second Raters, but not other Building Test Coordinators. After you select and/or enter your search parameters, a table will be displayed listing the users who match those parameters. Figure 16. View/Edit Users Screen 22

Searching for User Records 1. Select a role level or All roles. (If you select All Roles, skip to step 3.) 2. Select or verify your district and/or school (you also have the option to select all schools ). 3. Enter a user s first name, last name, phone number, and/or email address. (Optional: Enter multiple variables to find a specific user or help narrow your search results.) 4. Click [Search]. The page will display the results that match your search criteria. Understanding the Search Results Table Each row contains information for each user, including role, district, school, first name, last name, phone number, and email address. Each row also contains a [View] button and a checkbox. o The [View] button allows you to view the complete information for the selected user and update his or her information. o The checkbox allows you to select individual users to delete or export. Sorting Search Results By default, the search results table automatically sorts by last name in ascending order. However, all columns in the table are sortable in both ascending (A Z, 0 99) and descending (Z A, 99 0) order. To sort the table in ascending or descending order by a specific attribute, click on a column header (e.g., First Name). The table will automatically sort by the selected attribute. To sort a selected column in the other direction (descending versus ascending), click the column header again. Exporting User Records (Updated) You can export search results as a.csv file, which can be opened using Microsoft Excel or a notepad application, or as an Excel.xslx file, which must be opened using Excel 2007 or 2010. Figure 17. Export Options You can export all records or export selected records. 23

Export All Records You can export a data file that contains all users from the search results table. 1. Hover over the [Export] tab and click either the [Export all to Excel] or [Export all to CSV] option. A file dialog box will appear. 2. Save the file to the desired location on your computer and open the file using Microsoft Excel or a compatible program (for.csv files). Export Selected Records You can export a data file that contains only selected (checked) users from the search results table. 1. Click the checkbox for each user whom you want to include in the file. 2. Hover over the [Export] tab and click either the [Export selected to Excel] or [Export selected to CSV] option. A file dialog box will appear. 3. Save the file to the desired location on your computer and open the file using Microsoft Excel or a compatible program (for.csv files). Deleting Users You may also delete users. 1. Click the checkbox for each user in the search results table that you want to delete. (Optional: You have the option to delete all users in the search results table. To do so, click the check box in the header row.) 2. Click [Delete]. 3. A pop-up window will appear asking you to verify that you want to delete the selected users. 4. Click [OK] to confirm that you want to delete the selected users. Caution: This change takes effect immediately, and the deleted users will no longer be able to log into Ohio Online systems. 24

Viewing and Editing User Details District Test Coordinators may edit information for both district- and building-level users. Building Test Coordinators and District Administrators may edit information for only building-level users. In the search results table, click the [View] button for a user whose information you want to view and update. You will be directed to the Edit User page. Figure 18. Edit User Page You can update the user s first name, last name and phone number. You cannot update the user s email address under Edit User. When you have finished updating the user s information, click [Save]. To return to the search results listing, click [Go Back To Search Results]. Note: If you need to change a user s associated school or modify the person s email address, you will need to delete the user and then re-add him or her. You may do this on an individual basis by deleting the user and then re-adding him or her via the Add User page. Alternatively, you can follow the process outlined in the Upload User section. 25

Task: Add User The Add User page is used to add District Administrators (DA), District Reporting Users (DRU), EMIS Coordinators (EC), Building Test Coordinators (BTC), Building Reporting Users (BRU), Teachers (TE), Test Administrators (TA), Teachers-Alternate Assessment (TE-Alt), Test Administrators-Alternate Assessment (TA-Alt) and Second Raters (SR) to the Ohio Online system. Adding users on this page does not require uploading a file. District Test Coordinators can upload DA, DRU, EC, BTC, BRU, TE, TA, TE-Alt, TA-Alt, and SR users. District Administrators can upload BTC, BRU, TE, TA, TE-Alt, TA-Alt, and SR users. Building Test Coordinators can add BRU, TE, TA, TE-Alt, TA-Alt, and SR users within their school. Users can be assigned to multiple schools or districts. Users can be assigned a different user role for each district or school association. Figure 19. Add User Task 1. Verify or select the role level of the user you need to add. The district and school options will automatically appear after you select a role. 2. Verify or select the district and school with which the user is associated. 3. Enter the new user s first name, last name and email address. You may also enter a phone number where the person can be reached. Ensure that the person s email address is correct, as you will be unable to edit it later. 4. Click [Add User]. About the User Activation Process: After you add a user to the system, that person will receive an email containing a temporary password. The user will need to visit the login page and enter their username (email address) and temporary password. The user will be directed to a page that will require the user to generate a password and select a security question and answer (in case he or she forgets the password). The user cannot access any other Ohio Online systems until the password has been entered and the security question/answer selected. Instructions on activating the new account are in the Activate User Account section in Section I of this user guide. 26

Task: Upload Users The Upload Users page allows authorized users to upload a group of users to TIDE or to modify profiles for existing users. TIDE accepts uploads of user information in CSV (ASCII) or Excel (.xlsx) format. Both file types can be opened/edited using a spreadsheet application such as Microsoft Excel. District Test Coordinators can upload DA, DRU, EC, BTC, BRU, TE, TA, TE-Alt, TA-Alt, and SR users. District Administrators can upload BTC, BRU, TE, TA, TE-Alt, TA-Alt, and SR users. Building Test Coordinators can upload BRU, TE, TA, TE-Alt, TA-Alt, and SR users within their school. Users can be assigned to multiple schools or districts. Users can be assigned a different user role for each district or school association. Figure 20. Upload Users Page Warnings: You can only upload information for users who are below your role level and who are within your district and/or school. You cannot upload information for users in a district or school with which you are not associated (e.g., district A cannot add users to district B). If you upload a file that contains information for a user role or district or school IRN or type that you are not associated with, the upload process will fail. Download the Template (Create User Upload File) Users can download a template file in Excel or CSV from the Upload Users task. These templates already have the column headers formatted correctly. Using the template will reduce the risk of errors and ensure that your file upload is successful. 1. Click either [Download Excel Template] or [Download CSV Template]. 2. Save the file to the desired location on your computer. 3. Open the file using Microsoft Excel or a compatible spreadsheet program (for.csv files). 27

User File Requirements Table 4 provides an overview of the required and optional fields and the acceptable values for each field. Caution: The user file undergoes validation tests after you upload it. If the entire file upload fails, you must make changes to the original file on your computer and then re-upload the file. If you receive errors or warnings for a few records, you can edit the file and re-upload it, or you can proceed with the file upload and then add or edit information for individual users by clicking either [Add Users] or [View/Edit Users]. Table 4. Upload User File Requirements Column Description District IRN This six-digit number identifies the district to which the user belongs (e.g., 009999) School IRN FirstName LastName Email Role Phone Action This six-digit number identifies the school to which the user belongs (e.g., 009998). This field can be left blank for district-level users. The first name of the user you are adding, editing or deleting. The last name of the user you are adding, editing or deleting. The email address of the user you are adding, editing or deleting. The user role code (e.g., BTC, TA or TE) assigned to the person you are adding, editing or deleting. The user s phone number. Enter this in xxx-xxx-xxxx format. This is optional. Enter one of the following options: Add: Add new user or edit existing user record. Delete: Remove existing user record from the system. Adding or Editing User Information Do not change or move the column headers in the first row. You can expand the columns to better read the headers and text that you will add. Data must be entered in each column as standard text. (Any formatting such as boldface, italics or highlighting will be lost during the upload.) Figure 21. Upload User Template 1. Enter each user s information in each row and respective column. 2. For each record, enter ADD or DELETE as the action. Note: If you are a DTC user adding other district-level users, leave the School IRN field blank. This will not cause an error with the file upload process. 28

Adding Users to Multiple Districts or Schools To add users to more than one district or school, follow the steps below. Figure 22. Sample User File for User Added to Multiple Schools 1. Enter the user s information on separate lines in the upload file one line for each district or school association. 2. For each record, enter ADD as the action. Note: When one user is added to multiple institutions in the same upload file, he or she will receive a single email containing a single login and password. (Users who are added to multiple institutions in more than one upload file will receive separate emails [one email per upload file].) In this event, the most recent email contains the correct information to log into TIDE and other Ohio Online systems provided by AIR. Updating or Correcting Previously Uploaded User Information Email addresses are used to identify unique individuals in the system and can be corrected only by deleting the incorrect record and adding a new, correct one. District and school affiliations also can only be changed by deleting the person s current record and adding a new one. To change a user s email address or district/school affiliation: 1. Enter the user s current information with DELETE as the action. This will remove the incorrect/outdated record from the system. 2. Enter the user s new information in a separate row with ADD as the action and the corrected email/affiliation entered in the user record. To change any other user attributes, including name or phone number: 1. Upload a user file with the corrected information. Use ADD as the action. Note: For users with multiple records in the system (the same email address is used for multiple districts/institutions), use ADD as the action when uploading a new name or phone number. This will update all records for the user. You do not need to update each individual record for that user. When you have finished updating or creating the file, save the file. 29

Uploading the User File This section outlines the steps required to upload the user file. TIDE breaks down the process into four main steps: 1) Upload File, 2) Preview File, 3) Validate File, and 4) Confirmation. This process allows you to confirm that the correct file was uploaded and that it contains no errors. Step 1: Uploading the User File Figure 23. Upload User File Section of Upload Users Screen 1. Click [Browse] and navigate to the saved file on your computer. 2. Select the file and click [Open]. The file name will appear in the text box on the screen. 3. Click [OK], and then click [Upload File]. Step 2: Previewing the User File Records Figure 24. Preview of Sample User File Records 1. Preview the file you selected to ensure that you uploaded the correct file. (Only a few records are visible on this preview page.) 2. Click [Next] to begin the file validation process. Caution: If your file is large (contains 1,000 records or more), uploading it may take a long time. Do NOT cancel the upload and try again because TIDE may have already begun processing some of the records. If your file is too large to upload while you are online, TIDE will display a window that contains your name and email address. You will be prompted to enter your phone number and an alternate email, if desired. When the file is processed, you will receive an email alerting you that you can now view the records in TIDE. Please be aware that if any records contained invalid data, those records will not be added to TIDE. 30

Step 3: Validate File If the upload was successful, the users information will be displayed on the screen. You will be prompted to review these records for any warnings and/or errors. The Your file was validated message indicates that the file was uploaded successfully and verified for any errors. (The file has not yet been committed to TIDE.) Files that contain records with errors will generate an error message. Depending on the severity of the error, either the entire file will fail or just the records with errors will fail. Records without errors will be automatically accepted by the system. Files with data not in the correct format as shown in the template will generate error messages by row, identifying the errors in the file. The Understanding Error Types section in the next column provides a brief explanation of the three possible error types: fatal errors, record errors and record warnings. Refer to Appendix B for information about common errors. You have two options: To abort the upload, click [Cancel]. You can then edit the file and begin the upload process again. To proceed with the upload and add the user information to TIDE, click [Commit]. Only records without errors will be uploaded to TIDE. Understanding Error Types If your file will fail, note the errors and the corresponding record numbers. Click [Cancel]. Update your file, and then restart the upload process, beginning with Step 1: Upload File. If your file contains record errors, these records will not be committed to the TIDE. The records that passed validation can be committed. You may elect to fix the errors in your file and reupload it, or to add these records using the [Add User] task. If your file contains record warnings, these records will be committed. However, you are strongly encouraged to review the associated records. You may edit these records using the [View/Edit Users] task. If problems exist for a single record and you are unable to successfully upload that record, please contact the Ohio Help Desk for assistance. Step 4: Confirmation After you click [Commit], the accepted records will be uploaded to TIDE. You will also receive a confirmation message stating that your file was successfully submitted to the TIDE system. Figure 25. Upload User File, Step 4: Confirmation 31

View User Upload History This feature allows you to view the user files uploaded in TIDE and provides information about the number of user records that were successfully added or modified and the number of user records that could not be added or modified. It also allows you to view any validation errors that were generated during the file upload process. To view the user upload history: 1. On the Upload Users page, click [show history]. This will display all the user upload files in a table, as shown in Figure 26. If all the upload files cannot be displayed on one page, you can click the page numbers displayed below the table to browse through the files. 2. Table 5 describes the columns constituting the user upload history table. Figure 26. Upload User History Table 5. Upload Users History Columns Column File Name Date Uploaded Status Records Processed (Count) Records Rejected (Count) Validation Log Description Refers to the name of the file that was uploaded. The file name acts as a link that allows you to download and view the file. Indicates the date and time when the file was uploaded. Indicates the status of the file. Consists of a [Download] link that enables you to download a file containing the number of records that were successfully added or modified. The number in parenthesis indicates the total number of successful records. Consists of a [Download] link that enables you to download a file containing the number of records that were rejected. The number in parenthesis indicates the total number of rejected records. If no records were rejected, the column displays N/A. Consists of a [Download] link that enables you to download a log file that displays any validation errors that were generated when uploading the file. 32

Task Group: Student Information The Student Information group includes the following tasks: View/Edit Students Add Students Upload Pre-ID File Upload Student Settings (OCBA Only) About Pre-ID Information TIDE synchronizes with the Test Delivery System and Online Reporting System. After student information is added to TIDE, the appropriate Test Delivery System applications (Student Testing Site, TA Interface and Data Entry Interface) will contain each student s information. Authorized users will be able to verify that each student s demographic information is correct before approving a student to test or starting data entry. The Online Reporting System will also contain information about each student, including test progress and performance (AASCD Only). Task: View/Edit Students The View/Edit Students page allows authorized users to retrieve Pre-ID information for individual students and edit the information as necessary. You may also export the student records to a CSV or Excel file for the purpose of reviewing all currently entered/uploaded student records. You can move records to a different school in your district. You can also delete student records. See Table 2 for a list of users who can perform this task. Viewing Second Rater Information Selected students set for AASCD eligibility will be assigned a second rater. The advanced search feature on this page will allow you to identify which students were selected to have second raters. Figure 27. Sample View Students Screen with Search Results Table 33

Searching for Student Records 1. Verify or select a school and grade from the drop-down lists. (If you are affiliated with more than one district or school, you will first need to select a district and/or school or select All Schools.) a. To view all students in your school, select All Grades from the Grade drop-down list. 2. Enter or select any search criteria you want to include. 3. Click [Search]. The page will display the records associated with the school and grade you selected. Advanced Search Options If your initial search results in a large number of student records, you may narrow your search to locate specific students or groups of students more easily. Figure 28. Advanced Search Options 1. Click [Add Additional Search Criteria]. The section will expand to display the Search Fields dropdown list. 2. Select a search variable, e.g., Test Eligibility (Alternate Assessment). Additional fields appear depending on the variable you selected. 3. Select the values to which you want to limit your search. (For example, if you want to search only for students who are eligible for the Alternate Assessment administration, mark the Yes checkbox.) 4. Click [Add Criteria]. The selected values will appear above the Add Search Criteria text. Note: To add another search variable (e.g., search for students who have both an Alternate Assessment Test Eligibility flag and a second rater flag), repeat steps 2, 3 and 4. 5. Click [Search]. The page will display the records associated with the criteria you selected. Understanding the Search Results Table Each row contains the following information for each student: district IRN; school IRN; SSID; student s last name; student s first name; student s middle name; gender; birth date (MMDDYYYY); grade; test eligibility (Alternate Assessment); and second rater. Each row also contains a [View] button and a checkbox. o The [View] button allows you to view the complete information for the selected student. o The checkbox allows you to select individual students to export, delete or move. 34

Sorting Search Results By default, the search results table automatically sorts by last name in ascending order. However, all columns in the table are sortable in both ascending (A Z, 0 99) and descending (Z A, 99 0) order. Search results are limited to 5,000 records. To sort the table in ascending or descending order by a specific attribute, click on a column header (e.g., Student s First Name). The table will automatically sort by the selected attribute. To sort a selected column in the other direction (descending versus ascending), click the column header again. Exporting Student Records You can export search results as an Excel.xlsx file, which must be opened using Excel 2007 or 2010, or a.csv file, which can be opened using Microsoft Excel or a text editor. Figure 29. Export Options You can export all records or export selected records. Reminder: Federal law (FERPA) prohibits the release of any student s personally identifiable information. Any saved files or printouts containing student information must be securely stored and then destroyed when no longer needed. Export All Records You can export a data file that contains all students from the search results table. 1. Hover over the [Export] tab and click either the [Export all to Excel] or [Export all to CSV] option. A file dialog box will appear. 2. Save the file to the desired location on your computer and open the file using Microsoft Excel or a compatible program (for.csv files). Export Selected Records You can export a data file that contains only selected (checked) students from the search results table. 1. Click the checkbox for each student whom you want to include in the file. 2. Hover over the [Export] tab and click either the [Export selected to Excel] or [Export selected to CSV] option. A file dialog box will appear. 3. Save the file to the desired location on your computer and open the file using Microsoft Excel or a compatible program (for.csv files). 35

Deleting Students You may also delete students. See Table 2 for a list of users who can perform this task. 1. Click the checkbox for each student in the search results table that you want to delete. (Optional: You have the option to delete all students in the search results table. To do so, click the check box in the header row.) 2. Click [Delete Selected]. 3. A pop-up window will appear asking you to verify that you want to delete the selected students. 4. Click [OK] to confirm that you want to delete the selected students. Caution: This change takes effect immediately. Students will not be able to log into the Student Testing Site, and data entry users will not be able to enter the student s information into the Data Entry Interface. Moving Students You can move students from one school to another within your district. See Table 2 for a list of users who can perform this task. Figure 30. Move Students 1. Click the checkbox for each student in the search results table that you want to move. (Optional: You have the option to move all students in the search results table. To do so, click the check box in the header row.) 2. Click [Move Students]. A section appears listing the selected students. 3. Select the school to which you want to move the students. 4. Click [Move Student(s)]. After TIDE moves the student, a confirmation message appears. 36

Viewing a Student s Complete Record To view a student s complete record, including student test settings and test eligibility, click the [View] button for that student. The View Student Details page will load. Figure 31. Sample View Student Details Screen (top portion) Table 6 describes the fields in the View Student Details screen. Fields marked with an asterisk (*) are required by ODE. See Table 2 and Table 3 for a list of roles that can view or edit this information. Any changes to test settings must be set prior to students beginning a test. Table 6. Fields in the View Student Details Screen Field Description Student Information SSID* Student's Last Name* Student's First Name* Student's Middle Name Gender* Birth Date (MMDDYYYY)* Grade* Student s statewide identifier, non-public student identifier or Homeschooled Student ID. If a student s SSID is incorrect, the student record must be deleted from TIDE and a new record added. Test Administrators should verify student information, including SSIDs, prior to approving them for testing or entering scores in the Data Entry Interface. Student s last name. Student s first name. Student s middle name. Student s gender. Student s date of birth. Student s enrolled grade. 37

Field Student's Migrant Status Ethnicity* District assigned student identifier Limited English Proficient (LEP) Description Indicates student is receiving instructional or support services under the continuation of services authority ESEA Title III Section 1304(e)(2)-(3). Indicates student s race or ethnicity. School or district student ID assigned locally. Indicates student has limited English proficiency or is an English language learner. 504 Indicates student receives related aids and services under Section 504 of the Rehabilitation Act of 1973, as amended. IEP Gifted/Talented Primary Disability Home District IRN Home School IRN Indicates student participates in Individualized Education Programs (IEPs) or Individual Family Service Plans (IFSPs). Indicates student is identified as Gifted. The primary or overriding disability condition that best describes student s impairment. IRN of student s home district. Should only be used to report scores to a home district or for a chartered non-public school to report scores to their parent entity (e.g., the diocese or organization to which the school belongs). IRN of student s home school. Eligibility Test Mode (OCBA Only) Test Eligibility (Alternate Assessment)* Home Schooled Group Oral Administration (OCBA Only) Second Rater (AASCD Only) Accelerated Tests (OCBA Only) Indicates the mode in which a student will be administered a given test. Possible values: Online Paper None Indicates student is eligible for the alternate assessments. Students marked Yes will not be eligible for the OCBA science and social studies tests. Indicates child is part of a home-schooled program. Indicates student will receive a read aloud or translation administration of an online test in a group setting. Indicates student has been assigned a second rater to observe and score responses. The grade (must be higher than the enrolled grade) at which a student is tested for a given subject. Test Settings (OCBA Only) Masking Allows blocking of content that is not of immediate need or that may be distracting to the student. Possible settings: Masking Available Masking Not Available 38

Field Text To Speech (TTS) Text To Speech Tracking Enhanced Accessibility Language Print Size Color Choices Description Allows text to speech for test items. Possible settings: None Instructions&Stimuli&Items When enabled, each word in an item is highlighted as it is read. Possible values: Tracking On Tracking Off Indicates student can use a streamlined interface. This interface presents the test in an alternate, simplified format in which the items are displayed below the stimuli. The streamlined interface is not intended to be tablet compatible. Possible values: On Off Language in which test is presented. Possible values: English Spanish The print size the student should have when starting a test. The selected print size becomes the default for all items in that student s test. Possible values: No default zoom applied Level 1 (1.5X) Level 2 (1.75X) Level 3 (2.5X) Level 4 (3X) The default print size is 12 point. Color scheme in which tests appear. Possible values: None (black on white) Light Yellow background Light Blue background Light Magenta background Inverted (White text on Black background) White text on Navy background Saving Changes and Returning to the Search Results Table When you have finished updating the student s settings, click the [Save Changes] button. To return to the student record listing, click the [Go Back To Search Results] link. 39

Task: Add Students The Add Students page allows authorized users to add students to TIDE on an individual basis. See Table 2 for a list of users who can perform this task. Figure 32. Add Student Screen (top portion) To add a student to TIDE: 1. Select the student s school from the drop-down list. 2. Enter the student s demographic information, test eligibility, and test settings (OCBA only). Required fields are marked with an asterisk (*). o Please verify that the student s SSID is accurate before saving the student record. 3. Click [Save] to add the student and his or her information to the system. 40

Task: Upload Pre-ID File The Upload Pre-ID File task allows authorized users to upload a file with student information. (See Table 2 for a list of users who can perform this task.) TIDE accepts uploads of student information in Excel, CSV, or fixed-width text format. Figure 33. Sample Upload Pre-ID File/Upload Students Screen District users can only upload files with their own district IRN. The school IRNs in the file must also be associated with the district IRN. If you upload a file that contains a student record with a district or school IRN that is not associated with your district, the upload process will fail. Download the ODE Specifications File To minimize errors in your student Pre-ID file, download the ODE Pre-ID specification document, which details the fields and acceptable values in the student upload file. 1. If you upload an Excel or CSV file, do the following: a. Click the [Download Excel Template] or [Download CSV Template] link. b. Click [Save]. Save the file to a location on your computer that will be easy for you to access. 2. Download the file specification by clicking [PreIdSpecification]. 3. Compose the file using the specification as a reference. 41

Uploading the Student File This section outlines the steps required to upload the student pre-id file. TIDE breaks down the process into four main steps: 1) Upload File, 2) Preview File, 3) Validate File, and 4) Confirmation. This process allows you to confirm that the correct file was uploaded and that it contains no errors. Step 1: Uploading the Pre-ID File Figure 34. Upload Pre-ID File Section of Upload Students Screen 1. Click [Browse] and navigate to upload file on your computer. 2. Select the file and click [Open]. The file name will appear in the text box on the screen. 3. Click [OK], and then click [Upload File]. Step 2: Previewing the Pre-ID File Figure 35. Preview of Sample Pre-ID File Records 1. Preview the file you selected to ensure that you uploaded the correct file. (Only a few records are visible on this preview page.) 2. Click [Next] to begin the file validation process. If your file is large, it may either take a long time to upload OR be processed offline. Do NOT cancel the upload and then try again, as TIDE may have already begun processing some of the student records. If your file is too large to upload while you are online, you will be asked to provide a valid email address. When the file is processed, you will receive an email. 42

Step 3: Validating the Pre-ID File TIDE performs validation tests on your Pre-ID file and provides feedback about whether the system is able to upload the file and/or specific records. There are two types of validation tests: layout validation and data validation. The layout validation test determines whether your file has the proper format (e.g., the appropriate fields are numeric or alphanumeric), proper record length and acceptable values. The data validation test determines whether your Pre-ID file meets certain criteria based on the information that is on file about your school district (e.g., whether your Pre-ID file includes the schools that are on record as being associated with your district). These validation tests will identify errors that fail the entire file and errors that prevent individual records from uploading and will warn you of other potential issues. The Understanding Error Types section in the next column provides a brief explanation of the three possible error types: fatal errors, record errors and record warnings. Refer to Appendix B for information about common errors. You have two options: To abort the upload, click [Cancel]. You can then edit the file and begin the upload process again. To proceed with the upload and add the student information to TIDE, click [Commit]. Only records without errors will be uploaded to TIDE. Understanding Error Types If your file will fail, note the errors and the corresponding record numbers. Click [Cancel]. Update your file, and then restart the upload process, beginning with Step 1: Upload File. If your file contains record errors, these records will not be committed to the TIDE. The records that passed validation can be committed. You may elect to fix the errors in your file and reupload it, or to add these records using the [Add Students] task. If your file contains record warnings, these records will be committed. However, you are strongly encouraged to review the associated records. You may edit these records using the [View/Edit Students] task. If problems exist for a single record and you are unable to successfully upload that record, please contact the Ohio Help Desk for assistance. Step 4: Confirmation Figure 36. Sample Pre-ID File Upload Confirmation Section After you click [Commit], the error-free records will be uploaded to TIDE. Note that this process might take a few minutes depending on the number of records and the number of users logged into TIDE at that time. Once the file is uploaded, a message will appear on your screen. 43

Upload history The TIDE system allows authorized users to view a history of previously uploaded files, the current status of each one, and how many records were in each file. To review upload history: In the Upload Student screen, click [show history]. The section will expand to display a table of previously uploaded files. Figure 37. Sample Upload History o To download a previously uploaded file, click the link in the FileName column. o To view only the records that were processed, click the [Download] link in the Records Processed (Count) column. o To view only the records that were rejected (if applicable), click the [Download] link in the Records Rejected (Count) column. o To view the validation errors for rejected records, click the [Download] link in the Validation Log column. 44

Task: Upload Student Settings The Upload Student Settings task allows authorized users to upload student settings for multiple students or modify existing student settings. (See Table 2 for a list of users who can perform this task.) TIDE accepts upload files in either Microsoft Excel (.xlsx) or CSV (ASCII) format. CSV files can be opened and edited using spreadsheet applications such as Microsoft Excel or a notepad application. Excel.xlsx files must be opened using Excel 2007 or newer. Reminder: You can upload settings only for students who are enrolled within your district and/or school. You cannot upload settings for students in a district or school that you are not associated with. In the event that the upload file contains information for a student who is not enrolled in your district and/or school, the system will provide an error message specifying the reason for the failed upload. Figure 38. Sample Upload Students Settings Screen Creating the Upload File Users can download the template by clicking either [Download Excel Template] or [Download CSV Template]. The template includes the column headers in the appropriate locations. If you download a template from this page, save the file using the following format: TIDETestSettingsUploadFile(02-04-2015).xlsx OR TIDETestSettingsUploadFile(02-04-2015).csv You do not need to use this exact file name; just ensure that your file name has no spaces (you may use hyphens or underscores _ to create spaces). It is also recommended to include the date of upload in your file name. 45

Adding or Editing Student Settings Information Do not change or move the column headers in the first row. You can expand the columns to better read the headers and text that you will add. Data must be entered in each column as standard text. (Any formatting such as boldface, italics, or highlighting will be lost during the upload.) Figure 39. Sample Student Settings Upload File Template (partial view) Note: If a cell is left empty, that attribute will be ignored in the upload process, and the student will continue to have the default or previously assigned attribute value for that setting. Because test settings are configurable by subject, the file for uploading test settings contains many columns. For each student, you must select the code that corresponds with the setting he or she needs for each subject. For descriptions of test settings and their codes, refer to Table 7 below. Important: The setting selected for each subject will apply to all tests in that subject. Table 7. Upload Student Settings Information Column SSID Print Size: Social Studies Print Size: Science Color Choices: Social Studies Color Choices: Science Enhanced Accessibility: Social Studies Enhanced Accessibility: Science Masking: Social Studies Masking: Science Language: Social Studies Language: Science Valid Values Student s statewide identifier, non-public student identifier or Homeschooled Student ID. TDS_PS_L0 Level 0: 1X (default/no zoom) TDS_PS_L1 Level 1: 1.5X TDS_PS_L2 Level 2: 1.75X TDS_PS_L3 Level 3: 2.5X TDS_PS_L4 Level 4: 3X TDS_CC0 None TDS_CCBlue2 Light Blue TDS_CCInvert Inverted TDS_CCMagenta2 Light Magenta TDS_CCWhiteN White on Navy TDS_CC_Yellow2 Light Yellow TDS_SLM0 Off TDS_SLM1 On TDS_Masking0 Off TDS_Masking1 On ENU English ESN Spanish 46

Column TTS: Social Studies TTS: Science TTS Tracking: Social Studies TTS Tracking: Science Valid Values TDS_TTS_Inst&TDS_TTS_Stim&TDS_TTS_Item Instructions, Stimuli, and Items TDS_TTS0 None TDS_TTSTracking0 Off TDS_TTSTracking1 On When you have finished updating the file, save it to a secure location on your computer. Uploading the Student Settings File This section outlines the steps required to upload the student settings file. This process has four main steps: (1) Upload File, (2) Preview File, (3) Validate File, and (4) Confirmation. This process allows you to confirm that the correct file was uploaded and that it contains no errors. Step 1: Upload File 1. In the Upload Student Settings screen, click [Browse] and navigate to the saved file on your computer. Figure 40. Upload Student Settings File, Step 1: Locate File 2. Select the file and click [Open]. The file name will appear in the text box on the screen. 3. Click [OK], and then click [Upload File]. Step 2: Preview File 1. Preview the file you selected to ensure that you uploaded the correct file. (Only a few records are visible on this preview page.) Figure 41. Upload Student Settings File, Step 2: Preview Records 2. Click [Next] to begin the file validation process. Caution: If your file contains 1,000 records or more, it will be processed offline. Do NOT cancel the upload and try again, because TIDE may have already begun processing some of the records. If your file is too large to upload while you are online, TIDE will display a window that contains your name and default email address. You will be prompted to enter your phone number and an alternate email, if desired. When the file is processed, you will receive an email alerting you that you can now view the records in TIDE. If any records contain invalid data, those records will not be added to TIDE. 47

Step 3: Validate File TIDE performs validation tests on your student settings file and provides feedback about whether the system is able to upload the file and/or specific records. The file has not yet been committed to TIDE. Files that contain records with errors will generate an error message. Depending on the severity of the error, either the entire file will fail or just the records with errors will fail. Records without errors can be accepted by the system. Files with data not in the correct format as shown in the template will generate error messages by row, identifying the errors in the file. The Understanding Error Types section in the next column provides a brief explanation of the three possible error types: fatal errors, record errors, and record warnings. Refer to Appendix B for information about common errors. If you have no errors and wish to proceed, click [Commit]. Understanding Error Types If your file will fail, note the errors and the corresponding record numbers. Click [Cancel]. Update your file, and then restart the upload process, beginning with Step 1: Upload File. If your file contains record errors, these records will not be committed to the TIDE. The records that passed validation can be committed. You may elect to fix the errors in your file and reupload it, or edit students records using the [View Students] task. If your file contains record warnings, these records will be committed. However, you are strongly encouraged to review the associated records. You may edit these records using the [View Students] task. If problems exist for a single record and you are unable to successfully upload that record, please contact the Ohio Help Desk for assistance. Step 4: Confirmation After you click [Commit], the accepted records will be uploaded to TIDE. You will also receive a confirmation message stating that your file was successfully submitted to the TIDE system. Figure 42. Upload Student Settings File, Step 4: Confirmation 48

Upload history The TIDE system allows authorized users to view a history of previously uploaded files, the current status of each one, and how many records were in each file. To review upload history: In the Upload Student Settings screen, click [show history]. The section will expand to display a table of previously uploaded files. Figure 43. Sample Upload History o To download a previously uploaded file, click the link in the FileName column. o To view only the records that were processed, click the [Download] link in the Records Processed (Count) column. o To view only the records that were rejected (if applicable), click the [Download] link in the Records Rejected (Count) column. o To view the validation errors for rejected records, click the [Download] link in the Validation Log column. 49

Task Group: Orders The Orders group includes the following tasks: On-Time (Initial) Orders Additional Orders Order History Order Summary Track Shipments The Orders page allows the DTC or DA to order paper test materials for the spring 2015 AASCD and spring 2015 OCBA Science and Social Studies Tests. Spring 2015 AASCD The AASCD administration requires the use of Test Administration (TA) Kits. Each test administrator or teacher who gives the AASCD needs access to one TA Kit for the appropriate grade band. Each TA Kit is designed for use with multiple students within a grade band. Do not order a TA Kit for each student. TIDE is preloaded with an estimated number of TA Kits based on a ratio derived from the number of students reported by school and grade band for the spring 2014 administration. Please ensure that quantities of TA Kits reflect actual need, and reduce pre-loaded quantities if needed. To ensure timely order approval and sufficient statewide quantities, do not order quantities in excess of the number of personnel who will be administering the AASCD. Districts with students who are served outside the district should confer with the district/school/entity of service to determine whether the home district orders TA Kits. Refer to the AASCD Fact Sheet for Special Testing Scenarios, located on the Ohio Alternate Assessment Portal, for additional information. Spring 2015 OCBA For the spring 2015 administration districts that intend to test using paper-pencil materials must submit an on-time order during the OCBA on-time order window for the performance-based assessment. Only districts that order paper materials during the on-time order window will receive paper tests; districts that do not place an on-time order are expected to test their students online. Orders should reflect the number of students requiring paper test materials for each grade-level test or high school end-of-course test. DTCs or DAs will be asked to indicate the total number of paper test takers for each performance-based assessment (PBA). In addition, DTCs and DAs can order large print test booklets and Braille test booklets. Districts can request additional student test booklets for test administrators that will provide a read aloud or language translation administration to a paper tester. Please note districts that have a majority of students testing online but that have some students who are using paper tests as an accommodation must place orders for paper test materials as well. A new administration will appear (OCBA Spring 2015-EOY Orders) when the on-time window opens for end-of-year (EOY) test material orders. This administration will include an orders task strictly for ordering EOY paper test materials. TIDE for the end-of-year tests will be pre-loaded with on-time order 50

counts from the performance-based assessment. Districts are required to confirm participation in TIDE during the EOY on-time order window to access the Orders task and receive end-of-year test materials. Task: On-Time Orders The AASCD On-Time (Initial) Orders page allows District Test Coordinators and District Administrators to enter and view test material orders for each school. Figure 44. On-Time (Initial) Orders Screen AASCD For OCBA, District Test Coordinators and District Administrators can enter and view orders at the school and district level. Figure 45. On-Time (Initial) Orders Screen OCBA Viewing On-Time Orders Information: For AASCD: 1. Select a school from the dropdown list. 2. Click [Get Order]. The page will display a table where you can enter or adjust orders for TA Kits. For OCBA: 1. Do one of the following: a. Mark District to retrieve district-level orders. b. Mark School, and select a school to retrieve school-level orders. 2. Click [Get Order]. The page will display a table where you can enter or adjust orders for paper test materials. On-time materials will be packaged separately for each school in your district. They will be shipped to the location indicated on the Contact Info page in TIDE. 51

Editing Order Information This table allows DTC and DA users to adjust the quantity of materials to be ordered. Figure 46. On-Time Orders Table for AASCD Figure 47. On-Time Orders Table for OCBA 1. For each item, change the quantity ordered as necessary. 2. When you are finished, click [Save Order]. Table 8. On-time Orders Table Column Definitions Column Expected Shipment Quantity Quantity Approved Quantity Pending Approval Total Quantity Ordered Description The quantity of materials that have been shipped (this amount has been rounded to the package size). These material orders have been approved either automatically or by ODE but have not yet been sent to the vendor for packaging and shipping. These materials must be approved by ODE. If ODE denies this quantity, you will not receive the quantity in this column. Enter the total number of materials you need (this amount will replace the original quantity ordered). Warning: All orders are subject to ODE approval. To ensure timely order approval and sufficient statewide quantities, do not order quantities in excess of the number of students who will take a Science or Social Studies test on paper or the number of personnel who will be administering the AASCD. 52

Task: Additional Orders The Additional Orders page allows District Test Coordinators and District Administrators to place orders for paper test materials during the Additional Orders windows. Additional Orders can be placed at the school (OCBA only) or district level. Figure 48. Additional Orders Screen for AASCD Viewing Additional Orders Information: Click [Get Order]. The page will display a table where you can request additional TA Kits. District orders do not include school-level orders. To view a summary of your district and school orders, click the [Order Summary] tab. Figure 49. Additional Orders Screen for OCBA Viewing Additional Orders Information: 1. Select the District or School radio button. If you select School, then choose a school from the school drop down. 2. Click [Get Order]. The page will display a table where you can request additional test materials. District orders do not include school-level orders. To view a summary of your district and school orders, click the [Order Summary] tab. 53

Requesting Additional Materials (Adjusting Quantities) The Additional Orders material table will show the number of materials shipped, approved and pending approval. Figure 50. Additional Orders Table for AASCD Figure 51. Additional Orders Table for OCBA 1. Enter the new additional quantity of materials into the boxes in the right-hand column. 2. When you are finished entering all your requested additional materials, click [Save Order]. Note: You may edit Additional Order quantities until they have been processed and are ready to ship (as indicated in the Quantity Shipped column). Warning: All orders are subject to ODE approval. Table 9. Additional Orders Table Column Definitions Column Quantity Shipped Quantity Approved Quantity Pending Approval Additional Quantity Description The total quantity of on-time and additional materials that have been shipped (this amount has been rounded to the package size). Additional quantities that have been approved automatically or by ODE but have not yet been sent to the vendor for packaging and shipping. Additional quantities that are pending ODE approval. If ODE denies this quantity, you will not receive the quantity in this column. Note: Orders that have materials that are pending approval will be shipped only after they have been approved by ODE. Partial orders will not be shipped. Enter the total number of additional materials you need. 54

Task: Order History The Order History page allows you to view existing orders and their status at either the district or school level. Figure 52. Order History Screen and Table Viewing District and School Orders You can view order information by district or by school. Viewing Orders at the District Level (includes materials for schools within the district) Click the radio button next to District and then click [Summary]. The page will display the list of shipments sent to the district and/or school. The order number for each shipment will be shown. Viewing Orders at the School Level 1. Click the radio button next to School. A drop-down list of schools in your district will appear. 2. Select a school and then click [Summary]. The page will display the list of shipments sent to the school. The order number for each shipment will be shown. Viewing an Individual Order Click the order number in the left column. The Order Detail page will load. 55

Viewing Individual Order Information The Order Detail page displays the material types, the quantities approved and awaiting approval, and the approval status for each material type requested. Figure 53. Sample Individual Order Detail Screen Table 10. Approval Status Column Definitions The following statuses may appear in the Approval Status column. Status Approved Awaiting Approval Open Partially Approved Processed Rejected Description Orders that needed approval and all test material quantity requests in the order were fully or partially approved (e.g., if you requested 10 quantities of a material type, and the state approves 5, the status will still show as approved). Order request requiring approval has been submitted, and action has not yet been taken on the request. This order had no quantity changes and therefore does not require approval from the state for processing. This single order contained multiple test material requests requiring approval but was not wholly approved. (At least one test material quantity request was approved, for the actual or different quantity, and at least one was entirely rejected). Order information has been submitted to the vendor for processing and shipping. Order requiring approval was rejected (all additional materials requests in a single order were rejected). Task: Order Summary The Order Summary page allows you to view a summary of the quantities requested and approval status for each material type. You may view On-Time and Additional Order requests. You may also export the order summary into a Microsoft Excel spreadsheet. 56

Figure 54. Order Summary Screen Viewing the Order Summary District Order Summary The District Order Summary table will show a listing for each material type and the overall total quantities for the district and all schools in the district. Figure 55. Sample District Order Summary School Order Summary The School Order Summary table will show a listing for each material type and the overall total quantities requested for the selected school. Figure 56. Sample School Order Summary 1. Select either district- or school-level orders and click the checkboxes next to On-time and/or Additional. For school-level orders, select the school whose summary you want to view. 2. Click [Summary] to view the listing. 57

Exporting the Order Summary TIDE provides two export options for order summaries: Export Allows you to export the order data you see on the screen to a spreadsheet that can be opened in Microsoft Excel. Export Details Allows you to export detailed information, including the order breakdown by district and individual schools within that district. To export, select the type of order summary you want to view, as described above, and then click either [Export] or [Export Details]. A dialog box will appear, with options to open or save the file. Use Excel or another spreadsheet program to view the file. Task: Track Shipments The Track Shipments page allows you to view material shipments that were sent to your district/school. You will see a list of each shipment of testing materials and the scheduled delivery date. Figure 57. Sample Track Shipments Screen 1. To track a shipment, click the [Tracking Number] link in the right column. The shipping company s website will load in a new browser window or tab. 2. To view details for another shipment, return to the browser window or tab with the TIDE page and click on another tracking number. 58

Task Group: Rosters The Rosters group includes the following tasks: Manage Rosters Upload Rosters The Rosters page allows authorized users to create rosters for the Online Reporting System (ORS). District Test Coordinators, District Administrators and District Reporting Users can manage and upload rosters for students within their district. Building Test Coordinators, Building Reporting Users, Teachers, and Teacher-Alternate Assessment can manage and upload rosters for students within their school. Users may want to create groupings, or rosters, to organize students within a school (e.g., create a roster for each teacher or class). Users may want to create rosters for two purposes: Users can access participation data for students participating in the AASCD and students testing online for the Science and Social Studies Tests in the Test Management Center of the ORS. Rosters allow authorized users to track the testing progress of students within a pre-defined group. Authorized users can access real-time results for the AASCD in the Online Reporting System. Rosters allow authorized users to conveniently group and analyze student test scores. Scores will not be reported for the OCBA Science and Social Studies Tests until fall 2015. 59

Task: Manage Rosters The Manage Rosters feature in TIDE is identical to that in the Online Reporting System. Authorized users can add a new roster or edit an existing roster. Important Information about Rosters Students must be pre-identified in TIDE to be added to a roster. Students may be included in multiple rosters. Rosters can be created only at the school level. Users can create rosters only for schools they have access to and for students who are enrolled in that school. Rosters allow students within a school to be grouped for data reporting purposes in the Online Reporting System. Note about rosters for Kindergarten students: The Manage Rosters feature uses Grade 22 for Kindergarten. If you want to add any Kindergarten students to a roster, select Grade 22. Figure 58. Manage Rosters Window Figure 59. Create New Roster Window 60

Adding a New Roster Authorized users can create new rosters for themselves or other users as long as the person to be associated with the roster is a school-level user for the selected school. 1. Select the appropriate district (if available) and school from the District and School drop-down lists. These drop-down lists will only display the districts and schools with which you are associated. 2. Select - ADD NEW ROSTER from the Select Roster drop-down list, then click [Next]. The Manage Rosters window will load. 3. Enter a name for the roster in the Roster Name field. 4. Select a name from the Teacher Name drop-down list. o Note: Only personnel with a user account associated with the selected school will appear in the dropdown. 5. 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 will populate in the Available Students box. 6. Select a student from the Available Students box, then click the [Move In >>] button to add that student to the roster. The student s name will appear in the Students in This Roster box. o To select a range of students (inclusive), select the first student you want to move, and then select the last student you want to move while holding down the [Shift] key on your keyboard. All students in between the first and last student selected will be highlighted. o To select multiple individual students (not in a range), select the first student you want to move, then press the [Ctrl] key. Hold down the [Ctrl] key as you select multiple students. Editing an Existing Roster Users can edit existing rosters by adding students or removing students. 1. Select the appropriate district (if available) and school name from the District and School dropdown lists. These drop-down lists will only display the districts and schools with which you are associated. 2. Select the name of the roster you wish to edit from the Select Roster drop-down list, and then click [Next]. The Manage Roster page will load. 3. Optional: You can change the roster s name and associated teacher. 4. Optional: You can modify the membership of the roster. o To add students to the roster, mark the checkbox for the appropriate grade. The Available Students box will populate with a list of students in that grade. o Select each student you want to add to the roster, then click the [Move In >>] button. The students you selected should now appear in the Students in This Roster box. o To remove a student from the roster, select the student s name in the Students in Roster box, then click the [<< Move Out] button. The student should no longer appear in the Students in Roster box. 61

Deleting a Roster You can delete a roster. Note: This will not remove the teacher s association with the students in that roster. 1. Select the appropriate district (if available) and school name from the District and School dropdown lists. These drop-down lists will only display the districts and schools with which you are associated. 2. Select the name of the roster you wish to delete from the Select Roster drop-down list, and then click [Next]. The Manage Roster page will load. 3. Click the [Delete] button. Task: Upload Rosters Use the Upload Roster File page to group students in rosters that will appear in the Online Reporting System. While the Online Reporting System allows users to create individual rosters, the Upload Roster File task in TIDE allows users to create multiple rosters in one upload. District Test Coordinators, District Administrators, District Reporting Users, Building Test Coordinators, Building Reporting Users, Teachers and Teacher-Alternate Assessment can upload rosters. Figure 60. Upload Roster File Task Important Information about Rosters Students must be pre-identified in TIDE to be added to a roster. Students may be included in multiple rosters. Rosters can be created only at the school level. Users can create rosters only for schools they have access to and for students who are enrolled in that school. Rosters allow students within a school to be grouped for data reporting purposes in the Online Reporting System. 62

Download the Template (Create Upload Roster File) Users can download a template file in Excel or CSV from the Upload Rosters task. These templates already have the column headers formatted correctly. Using the template will reduce the risk of errors and ensure that your file upload is successful. 1. Click either [Download Excel Template] or [Download CSV Template]. 2. Save the file to the desired location on your computer. We recommend using the following file name format: TIDERosterUploadFile(12-02-2014).xlsx OR TIDERosterUploadFile(12-02-2014).csv 3. Open the file using Microsoft Excel or a compatible spreadsheet program (for.csv files). Upload Roster File Requirements Table 11 provides an overview of the required fields and the acceptable values for each field. The upload roster file contains five column fields. Caution: The roster file undergoes validation tests after you upload it. If the entire file upload fails, you must make changes to the original file on your computer and then re-upload the file. If you receive errors or warnings for a few records, you can edit the file and re-upload it. Table 11. Upload Roster File Requirements Column Description District ID Enter your six-digit district IRN (e.g., 999999 ). School ID Enter your six-digit school IRN (e.g., 999998 ). User Email ID Roster Name SSID The email address of the user who will belong to the roster. Note: This user should already be present in the system and have a role that allows access to the Online Reporting System. Please ensure that you enter the user s email address correctly. Enter the name for the roster (e.g., Smith Period 4 Reading ). This roster name should be easily identified in the Online Reporting System. Note: A single user should not have duplicate roster names. Enter the student s nine-digit SSID number. Adding or Editing Roster Upload Information Do not change or move the column headers in the first row. You can expand the columns to better read the headers and text that you will add. Data must be entered in each column as standard text. (Any formatting such as boldface, italics or highlighting will be lost during the upload.) Figure 61. Upload Roster File Template 63

1. Enter the required information in each row and respective column. 2. When you have finished entering the information, save the file to your computer. Uploading the Roster File This section outlines the steps required to upload the roster file. This process is the same as uploading the user file and also has four main steps: (1) Upload File, (2) Preview File, (3) Validate File, and (4) Confirmation. This process allows you to confirm that the correct file was uploaded and that it contains no errors. Step 1: Upload File Figure 62. Upload Roster File, Step 1: Locate File 1. Click [Browse] and navigate to the saved file on your computer. 2. Select the file and click [Open]. The file name will appear in the text box on the screen. 3. Click [OK], and then click [Upload File]. Step 2: Preview File Figure 63. Upload Roster File, Step 2: Preview Records 1. Preview the file you selected to ensure that you uploaded the correct file. (Only a few records are visible on this preview page.) 2. Click [Next] to begin the file validation process. Caution: If your file is large (contains 1,000 records or more), uploading it may take a long time. Do NOT cancel the upload and try again, because TIDE may have already begun processing some of the records. If your file is too large to upload while you are online, TIDE will display a window that contains your name and default email address. You will be prompted to enter your phone number and an alternate email, if desired. When the file is processed, you will receive an email alerting you that you can now view the records in TIDE. Please be aware that if any records contained invalid data, those records were not added to TIDE. 64

Step 3: Validate File If the upload was successful, the roster information will be displayed on the screen. You will be prompted to review these records for any warnings and/or errors. The file has not yet been committed to TIDE. Files that contain records with errors will generate an error message. Depending on the severity of the error, either the entire file will fail or just the records with errors will fail. Records without errors will be automatically accepted by the system. Files with data not in the correct format as shown in the template will generate error messages by row, identifying the errors in the file. The Understanding Error Types section in the next column provides a brief explanation of the three possible error types: fatal errors, record errors and record warnings. Refer to Appendix B for information about common errors. If you have no errors and wish to proceed, click [Commit]. Understanding Error Types If your file will fail, note the errors and the corresponding record numbers. Click [Cancel]. Update your file, and then restart the upload process, beginning with Step 1: Upload File. If your file contains record errors, these records will not be committed to TIDE. The records that passed validation can be committed. You may elect to fix the errors in your file and re-upload it. Please remember that you cannot edit rosters within TIDE. If your file contains record warnings, these records will be committed. However, you are strongly encouraged to review the associated records. Please remember that you cannot edit rosters within TIDE. If problems exist for a single record and you are unable to successfully upload that record, please contact the Ohio Help Desk for assistance. Step 4: Confirmation After you click [Commit], the accepted records will be uploaded to TIDE. You will also receive a confirmation message stating that your file was successfully submitted to the TIDE system. Figure 64. Upload Roster File, Step 4: Confirmation 65

Task: Download Voice Pack (OCBA Only) Students testing online for the Science and Social Studies Tests are eligible for the text-to-speech accessibility feature. Text-to-Speech is delivered through the device s default voice pack. As a result, the sound quality will vary based on the device s operating system and voice pack used. For optimal results, it is recommended that students use Windows 7, 8.0, or 8.1 or Mac 10.6 10.9 machines. If students will be using this feature on Windows devices you can download NeoSpeech Julie and Violeta Voice Packs. You can use this voice pack only in conjunction with, and not separate from, the online assessments delivered by AIR s Test Delivery System. Instructions for downloading the voice packs are available on this page. Figure 65. Download Voice Pack To download the voice pack: 1. Click the [Download Voice Pack] tab. The Download Voice Pack screen appears. 2. Click the [Download] button for voice pack required. 3. Click the Installing the NeoSpeech Voice Packs link to download a PDF copy of the installation instructions. 66

Task Group: Test Status Requests In the normal flow of a test opportunity, a student takes the test in the Test Delivery System and then submits it. Next, the Test Delivery System forwards the test for scoring, and then the Online Reporting System reports the tests scores. Test Status Requests are a way of interrupting this normal flow. Refer to Test Coordinator s Manual for information on when Test Status Requests should be submitted. This section describes how you create and view test status requests. Understanding Test Status Requests This section describes two aspects of test status requests: the types of requests and the statuses of requests. Types of Requests Table 12 lists the available types of requests. Table 12. Types of Requests Type Invalidations Resets Re-opens Restore Grace Period Extension Description Eliminates the test opportunity, and the student has no further opportunities for the test. You can submit these requests until the end of the test window. Allows the student to restart a test, or allows the data entry operator to restart data entry. You can submit these requests until the end of the test window. Re-opens a test that has been submitted (e.g., has a test status of completed or reported). Allows the student to revert to the original test opportunity before the test was reset. You can submit these requests until the end of the test window. Allows the student to review previously answered questions upon logging back in to the test after expiration of the pause rule. WARNING: Timing of resets and restores Submit resets and restores at least one day prior to the end of a test window so that students can complete their test opportunity or so that data entry can be completed. Status of Requests A request s status can change throughout its life cycle. Table 13 lists the available statuses. Many of the statuses have a corresponding reason or description that you can view in the Comments column of the View Test Status Requests page (see Figure 67). Table 13. Statuses of Test Status Requests Request Status Error Occurred Pending Approval Processed Rejected Description of Status An error occurred while the request was being processed. Request is pending approval. Request was successfully processed and the test opportunity has been updated. Request was rejected by ODE. 67

Request Status Rejected by System Requires Resubmission Retracted Submitted for Processing Description of Status Test Delivery System was unable to process the request. Request must be resubmitted. Originator retracted the request. Request submitted to Test Delivery System for processing. Available Appeals by Test Status Table 14 lists the valid combinations of appeals and test statuses. For example, you can invalidate a test that is in one of the following statuses: approved, completed, denied, expired, paused, reported, scored, or submitted. Table 14. Available Appeals by Test Status Test Status Invalidations Resets Re-Opens Restore Grace Period Extensions Approved Completed Denied Expired Paused Pending Processing Reported Review Scored Started Submitted Suspended Invalidated 68

Task: Viewing Requests You can view requests that satisfy given criteria. For a list of user roles that can perform this task, refer to Table 2. User Role Access to Tasks and Features in TIDE for District and Building Level Users in this document. To view requests: 1. Click the Test Status Requests tab, then click View Test Status Requests. The View Test Status Requests page appears (see Figure 66). Figure 66. Selection Fields in the View Test Status Requests Page 2. From the Select Request Type drop-down list, select the type of request you want to view. For a listing of available types, see Table 12. 3. From the Select Status drop-down list, select the status of the request you want to view. For a listing of statuses, see Table 13. 4. From the Filter By drop-down list, select a field by which you want to search. 5. If you selected something other than -All- in step 4, enter a value for the search field you selected. 6. Click Search. TIDE displays the found request at the bottom of the View Test Status Requests page (see Figure 67). Figure 67. Viewing Requests 7. Optional: To review additional information about a request, click show comment. 69

Table 15 describes the fields in the View Test Status Requests page. Table 15. Fields in the View Test Status Requests Page Field Case Number Description ID number associated with the request. Request Type One of the request types listed in Table 12. Reason Reason request was submitted. Status One of the status codes listed in Table 13. Request Date Comments SSID Result ID Student s First Name Student s Last Name Test Test Opp # Test Status Date request was created. Comment or explanation added by user who created the request. Student s SSID associated with the result. Result ID associated with a test opportunity. Student s first name. Student s last name. Name of the test associated with the request. Test opportunity associated with the result ID. Approved TA approved the student for the session, but the student has not yet started or resumed the test. Completed Student submitted the test for scoring. Denied TA denied the student entry into the session. If the student attempts to enter the session again, this status changes to Pending until the TA approves or denies the student. Expired Student did not complete the opportunity, and cannot resume the test because the test opportunity expired. Invalidated The test result was invalidated. Paused The test is currently paused as a result of one of the following: Student or TA clicked the Pause button on the test. Student or TA idled for too long and the test automatically paused. Test Administrator stopped the student s session. Test Administrator paused the individual student s test. Student s browser or computer shut down or crashed. Pending Student is awaiting TA approval for a new test opportunity. Reported Student s score for the completed test has been submitted to the reporting system. Review Student has answered all test items and is currently reviewing answers before submission for scoring. Scored Test Delivery System processed the student s answers on the test. Started Student started or resumed the test and is actively testing. Submitted Test was submitted for quality assurance review and scoring before it is sent to the Online Reporting System. Suspended Student is awaiting TA approval to resume a test opportunity. 70

Field Requested by Test Start Date Description User who created the request. Date student started the test opportunity. Task: Creating Test Status Requests You can create a request for a given test result. For a list of user roles that can perform this task, refer to Table 2. User Role Access to Tasks and Features in TIDE for District and Building Level Users in this document. To create requests: 1. Retrieve the result for which you want to create an request by doing the following: a. Click the Test Status Requests tab, then click Create Test Status Requests. The Create Tests Status Requests page appears (see Figure 68). Figure 68. Selection Fields in the Create Test Status Requests Page b. From the drop-down lists and in the text field, enter search criteria. c. Click Search Student Results. TIDE displays the found results at the bottom of the View Test Status Requests page (see Figure 69). Figure 69. Retrieved Results 2. For each result for which you want to create a request, enter the reason in the text box, and then click Create. TIDE displays a confirmation message. 71

Task: Creating Requests Through File Uploads If you have many requests to create at one time, you may submit your requests using an upload file. Understanding the Request Upload File Format The upload file is an Excel or CSV file with a heading row and data rows. Table 16 describes the columns in the upload file and associated valid values. Table 16: Columns in the Requests Upload File Column Name Description Valid Values Type* Type of Request. One of the following: Re-open a test Grace Period Extension Search Type* Search Value* Student field to perform a search on. Search value corresponding to the search type. One of the following: Result ID Session ID SSID Up to 1,000 alphanumeric characters. The value must exist in TDS or TIDE. For example, specifying a result ID of 123456 requires that this result ID exist in TDS. Reason* Reason for creating request. Up to 1,000 alphanumeric characters. *Required field. Figure 70 is an example of a simple upload file that re-opens a test with result ID 99999999. Figure 70. Sample Test Status Requests Upload File 72

Submitting a Test Status Request Upload File This section describes how to upload a file for adding test status requests. For a list of user roles that can perform this task, please refer to Table 2. User Role Access to Tasks and Features in TIDE for District and Building Level Users in this document. To submit a test status request upload file: 1. Click the Test Status Requests tab, then Upload Requests. The Upload Requests page appears. Figure 71. Test Status Requests Upload Page 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 request you want to add. Be sure to follow the guidelines in Table 15. Save the file on your computer. 4. In the Upload Requests 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 71). Use this preview to verify you uploaded the correct file. Click Next. TIDE validates the file and displays error messages, if any. For information about resolving error messages, see Appendix B: Common Errors with File Uploads. 7. Click Commit. On the next screen, select the records that you want to commit to TIDE by clicking the checkbox next to each record or by clicking the checkbox next to the column headers to select all. Then click Commit Selected Records. TIDE commits those records that do not have errors, and sends a confirmation email. 73

Appendix A: User Roles and Descriptions This section provides descriptions of each user role. The codes in parentheses are those that must be used when uploading user files to TIDE. User Role and Code District Test Coordinator (DTC) District Administrator (DA) EMIS Coordinator (EC) District Reporting User (DRU) Building Test Coordinator (BTC) Building Reporting User (BRU) Teacher (TE) *Revised OCBA only Test Administrator (TA) *Revised OCBA only Teacher-Alternate Assessment (TE-Alt) AASCD only Description This person has primary responsibility for the online administrations and oversight of all systems (TIDE, Data Entry Interface [DEI], TA Interface, and Online Reporting System [ORS]) used for the administration. The DTC is the primary point of contact between the district and ODE and much of the communication concerning the Science and Social Studies tests and AASCD will be directed to the DTC. The DTC has the authority to create user accounts for all roles listed below (except ITC). Note that only the DTC can create other district-level user accounts. Any change to the DTC user must be processed through the Ohio Help Desk. This optional user role allows the DTC to delegate many tasks to one or more district personnel who will assist with the online administrations and oversight of the systems (TIDE, DEI, TA Interface, and ORS). The DA can create any building-level user accounts, but not any district-level accounts. This user role has the ability to upload and edit student information into TIDE, as well as download results data from the Online Reporting System. This user role does not have access to any other online testing systems. Users with this role can only access participation and reporting data in the Online Reporting System. This user role does not have access to any other online testing systems. This person is responsible for coordinating the online administrations in a school building. Depending on the preference of the DTC, the BTC may also be responsible for creating and maintaining the user accounts in his or her school building. Users with this role can only access participation and reporting data in the Online Reporting System. This user role does not have access to any other online testing systems. This person will administer Ohio s Computer Based Assessments to students in science and social studies and has access to the Test Administrator Interface. The Teacher role will have access to student participation data in the Online Reporting System. When science and social studies scores are available in fall 2015, the Teacher role will also have access to interactive score data. This person will administer Ohio s Computer Based Assessments to students in science and social studies and has access to the Test Administrator Interface. The Test Administrator role will also have access to student participation data in the Online Reporting System. However, this user role will not have access to student scores. This person will administer Ohio s Alternate Assessment for Students with Significant Cognitive Disabilities and enter the students scores in the Data Entry Interface (DEI). The TE-Alt role will also have access to interactive score data in the Online Reporting System. 74

User Role and Code Test Administrator- Alternate Assessment (TA-Alt) Description This person will administer Ohio s Alternate Assessment for Students with Significant Cognitive Disabilities and enter the students scores in the Data Entry Interface. This person will also have access to participation data in the Online Reporting System. However, this person will not be given access to student scores. AASCD only Second Rater (SR) AASCD only Information Technology Center (ITC) This user role is for personnel who will observe an AASCD administration and independently score the student s responses. Information Technology Centers assist Ohio districts and schools with a variety of data-related activities. A district or school may contract with an ITC to upload student pre-id information into TIDE on their behalf. All ITC users will be managed by the Ohio Help Desk. 75

Appendix B: Common Errors with File Uploads For the upload tasks, common errors can prevent student or user records from being added to or modified in TIDE. File Validation TIDE screens each file to check for any errors in the file. This section will display any errors that exist in the file you uploaded. If your file has no errors, you will see Your file has passed validation. This message indicates that the file was uploaded successfully and has no errors. (The file has not yet been committed to TIDE.) If your file has errors Files with data not in the correct format as shown in the template will generate error messages by row, identifying the errors by line (row) record in the file. Some errors will prevent a record from uploading (e.g., invalid SSID or grade). A table of validation messages will appear and contains information about the errors. Sample Error Messages Record #: The row in the file in which the error appeared Field Name: The column name that contains the error Field Value: The text that you entered in the cell Validation Message: A brief description of the error Note: It is possible for a single record to have multiple errors. Depending on the severity of the errors: the file will fail to upload OR the file will upload, but TIDE will exclude the records that had errors OR the file will upload, and TIDE will accept the records that had errors. (These records may need to be fixed in TIDE or uploaded in a new file.) Records without errors will be automatically accepted by the system. If your file included errors, you have two options: Abort the upload. Click [Cancel], and then click [OK]. You can then make edits to the TXT file, save it, and begin the upload process again. Proceed with the upload, and add the information to TIDE. To do so, click [Commit File]. Only records without errors or records with acceptable errors will be uploaded to the system (rows in yellow). 76

These are some common errors: Having blank rows between records Inserting invalid characters (refer to appropriate user guide sections for information about accepted formats) If you are unable to resolve file or record errors, contact the Ohio Help Desk for assistance. 77

Appendix C: Opening a CSV File in Excel 1. Open Microsoft Excel, and click the Data menu tab. 2. In the Data menu, click the From Text icon. The Import Text File dialog window will open. 3. Navigate to the location where you saved the file. Select the file and then click [Import]. 4. The Text Import Wizard window will open. You will have to navigate through three steps: a. Step 1: Make sure Delimited is selected, and click [Next]. Note: This window also has a preview of the data in the file you selected. This allows you to verify that you selected the correct file. b. Step 2: Click the checkbox next to Comma, and click [Next]. c. Step 3: Format numerical data as text. In the Data Preview section, click a column. (The selected column will have a black background.) In the Column Data Format section, click the radio button next to Text. Repeat for each column (especially for columns that contain numbers that can begin with 0, such as: District IRN, School IRN, SSID, and Birth Date). d. Click [Finish]. The data should populate in separate columns in Excel. 78

User Support If this user guide does not answer your questions, please contact the Ohio Help Desk. The Help Desk is open Monday Friday from 7:00 a.m. to 5:00 p.m. (except holidays or as otherwise indicated on the Ohio Alternate Assessment Portal). Ohio Help Desk Toll-Free Phone Support: 1-877-231-7809 Email Support: OHHelpDesk@air.org In order to assist you with your issue or question, please provide the Help Desk with detailed information that may include the following: If the issue pertains to a student, provide the SSID and associated district/school for that student. Do not provide the student s name. If the issue pertains to a TIDE user (e.g., DTC, BTC, or TA), 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). 79