1. Virginia Administrative Training Module 1: Processing, Online, Scoring and Reporting Training Presentation Training Presentation Working Within PearsonAccess

2. 2 Topics covered in Training Student Data Upload (SDU) Best Practices Manual Student Registration Adding a Student to an Online Test Coding Testing Status & Special Test Accommodations for Online Tests Coding Testing Status & Special Test Accommodations for Paper/Pencil Tests User Security PearsonAccess Support Tab Resources Main Page Additional Resources VAP Email

3. 3 Student Data Upload (SDU) Best Practices: What can an SDU accomplish? An SDU can:  register a student for a test administration  create a group and add a student to that group  assign a student to a test (paper/pencil and online)  modify existing “Student Registration” demographics (i.e., Disability Status)  modify most test specific data (i.e., Retest, SOA Adjustment) An SDU cannot:  create an online test session  add students to an already existing online test session  modify a student’s Master Record demographics: First Name, Last Name, Date of Birth, Gender or State Testing Identifier (STI)  modify an existing test’s Group Name

4. 4 SDU Best Practices: What resources are needed? Student Data File Upload Requirements Student Data File Template  Emailed from Pearson at the start of an administration  Posted on both PearsonAccess and the Virginia Department of Education websites  Check for the updated versions of these resources at the beginning of each test administration

5. 5 SDU Best Practices: Tips for a successful upload Students who are eligible to be tested must exist in the Education Information Management System (EIMS). Students should appear as “Active” in your division and in the correct school in EIMS. Student information must match student information in EIMS for the following fields: Last name, First name, Date of Birth, Gender and STI. NEVER delete or add columns to the Excel template prior to submission. The header row MUST be removed prior to submission. SDU file must be saved as a “.csv” (comma-separated) file and uploaded in that format. Do not submit the file using “.xls” (Excel template default). Opening a “.csv” file in Excel before uploading removes formatting. Use Notepad or a text editor to review your file without losing formatting. Path of the file name should not contain extra periods. Invokes error: File Format is Invalid  BAD file names  i.e. C:\Documents and Settings\Tracey.Oehler\Desktop\FA06010.csv  i.e. C:\Documents and Settings\Administrator.GCHS-SASI\Desktop\Fall writing Test Upload files 06\WRFA06084.csv  GOOD file names  i.e. H:\FA06010.csv  i.e. C:\temp\FA06128.csv

6. 6 SDU Best Practices: Overview of How to Submit an SDU File within PearsonAccess On the Student Data File Submission page, click Browse to search for your Student Data File and then click Send.

7. 7 SDU Best Practices: Overview of How to Submit an SDU File within PearsonAccess (cont’d) Processing: It could take up to 24 hours for the file to be processed. Successfully Completed SDU:

8. 8 SDU Best Practices: SDU Error Messages Up to 100 errors can appear per Data Problem Locate this student in the SDU file and compare it to the information provided in EIMS and/or the Student Data information in PearsonAccess. All student data must match in the five critical fields (First Name, Last Name, Gender, Date of Birth, and STI). Click to expand or collapse details

9. 9 SDU Best Practices: SDU Error Messages (cont’d) Example of SDU Error Message (this message is repeated for every instance of the error found in the SDU file) Leading zeros missing on school code.

10. 10 Manual Student Registration Steps to follow: 1. Register Student for a Test Administration  Under the proper administration, locate the student in the list of Unregistered Students. All Active students in your division within EIMS will be pre-populated in the Unregistered Student list.  Register the student and update student- specific information.

11. 11 Manual Student Registration Steps to follow (cont.): 2.Assign Student to a Group  Assign student to an existing group, or create a new group. 3.Assign Student to a Test  Assign student to a test and update test- specific data (Retest, Transfer, etc.).  Add student to online test session OR prepare a paper answer document.

12. 12 Adding a Student to an Online Test Once a student is registered, assigned to a group and assigned to a test, he or she may be added to an online test session.  The assigned test’s format must be set to ONLINE on the Assigned Tests tab. Under Manage Test Sessions, create the test session and add the student or group.

13. 13 Coding Testing Status & Special Test Accommodations for Online Tests Testing Status and Special Test Accommodations can only be coded in the test session AFTER the test has been submitted or marked complete. The test attempt will be alerted in “Resolve Test Alerts” until the testing status or accommodation is coded in the system.

14. 14 Coding Testing Status & Special Test Accommodations for Paper/Pencil Tests Should be marked on the answer document or can be entered or amended in PearsonAccess. Submit document with Pre-ID label or hand-gridded demographics. The test attempt will be alerted in “Resolve Test Alerts” until the accommodation is coded in the system. Note: If a student does not test and needs to be accounted for, it is recommended to set up an online test session, mark the student complete and code a testing status. This is preferred over mailing in an answer document.

15. 15 User Security: PearsonAccess Log-in Procedures Three Strikes You’re Out  Upon the third failed login attempt, your account will be locked.  It is recommended to reset your password prior to the third attempt.  Should you become locked out, Pearson cannot unlock you.  To be unlocked, you must have your STC or DDOT unlock you and reset your password.  If you are a DDOT, you must contact the Virginia Department of Education to have them reset your password.

16. 16 User Security: Roles & Permissions Each user within PearsonAccess has a role assigned to them upon setup (Division Director of Testing, School Test Coordinator, etc.) Accounts may be modified by users with higher levels of access. (i.e. A Division Director of Testing can modify a School Test Coordinator’s account. However, a School Test Coordinator cannot modify a Division Director of Testing’s account.) Accounts have an end date and expire at 12:01 am on the morning of the end date. If you become locked out of your account due to an expiring end date, Pearson cannot reset it. You must contact your STC or DDOT. Each user role has permissions associated with it. NOTE: The User Roles and Permissions is posted on the PearsonAccess website.

17. 17 PEMSolutions Support Tab The PearsonAccess main support page provides a lengthy selection of FAQ’s to address a range of questions or concerns. At the bottom of the Top Resources section, you will see the View All Resources link that will take you to the Resources main page.

18. 18 Resources Main Page: User Documentation  User Documentation includes:  Extract layouts  Authorization To Proceed FAQ  User Roles and Permissions  PearsonAccess Technology Guidelines  Proctor Caching User Guide  Student Data Upload File Requirements  Appeals FAQ  Templates includes:  Post-ATP Record Change Request form  Authorization to Proceed Form  Student Data File Templates for each administration  Participation Counts Templates  Training includes many useful training tools such as powerpoint presentations, online practice tools (calculator, etc.), and electronic practice tests.  Worksheets contains VAAP and VGLA worksheets. The Resources tabs contain helpful documents, worksheets, layouts, and additional FAQ’s.

19. 19 Additional Resources Many resources are also located on the Virginia Department of Education’s Website: http://www.doe.virginia.gov/VDOE/Assessment/home.shtml

20. 20 VAP Email VAP email address: VAP@support.pearson.com VAP email address: VAP@support.pearson.com VAP@support.pearson.com Pearson frequently sends emails from the VAP mailbox to DDOTs, DDOT2s, Project Managers and Project Manager 2s. It is important to carefully read these emails because they contain vital information pertaining to test administration activities. To ensure proper delivery of these emails:  Be certain to update your personal contact information through VDOE. Pearson is not authorized to update contact information without VDOE approval.  Check that your mailbox security filter allows emails from VAP to be delivered to your inbox and is not mistaken for Junk or Spam.