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1 Student Registration Import. Role-Based Key 2 Role-Based Codes LEA Test Coordinator – School Test Coordinator – Test Administrator/Proctor – LEA and.

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Presentation on theme: "1 Student Registration Import. Role-Based Key 2 Role-Based Codes LEA Test Coordinator – School Test Coordinator – Test Administrator/Proctor – LEA and."— Presentation transcript:

1 1 Student Registration Import

2 Role-Based Key 2 Role-Based Codes LEA Test Coordinator – School Test Coordinator – Test Administrator/Proctor – LEA and School Technology Coordinator – Accommodations Coordinator – This training module is applicable to LEA Test Coordinators and School Test Coordinators.

3 Commonly used PARCC Acronyms 3 AcronymName CBT Computer-Based Test CCR College and Career Ready CCSS Common Core State Standards ELA/L English Language Arts/Literacy EOY End of Year LEA Local Education Agency LPLarge Print PARCC Partnership for Assessment of Readiness for College and Careers AcronymName PBA Performance-Based Assessment PBT Paper-Based Test SRF Student Registration File STC School Test Coordinator DTC District Test Coordinator TA Test Administrator TAM Test Administrator Manual TCM Test Coordinator Manual

4 Glossary Important Notes Introduction to PearsonAccess Next Selecting Students Student Registration File Layout and Student Registration File Field Definitions Helpful Hints & File Preparation Import your File to PearsonAccess Next Common Issues Resources Agenda 4

5 Glossary 5 PearsonAccess Next: the administrative web site that is utilized for PARCC testing. Student Registration Import: the process of uploading student registration data in PearsonAccess Next. Student Registration File: the file containing your student registration data imported to PearsonAccess Next. Student Registration File Layout: a CSV template that can be utilized for creating your Student Registration File. Student Registration File Field Definitions: a guide that details the field names and expected values for the student registration file.

6 Student Registration Import – Important Notes 6 This presentation will cover importing student registration data to PearsonAccess Next through a system file. The process of uploading Student Registration Data is referred to as Student Registration Import in PearsonAccess Next. Student Registration Windows for PARCC 2014 Fall Block PBA: 9/8/14 – 10/3/14 EOY: 9/8/14 – 10/3/14 For schools administering the PARCC Fall Block Test, the Student Registration File MUST be imported NO LATER THAN 10/3 for PBA and EOY, or Student ID Labels will NOT BE SHIPPED and the gridding of demographic section of the student’s answer document is required. Note: Schools must submit a Student Registration File for PBA and again for EOY (for schools participating in Fall Block, all students must take both the PBA and EOY).

7 Introduction to PearsonAccess Next 7 The word “Next” in PearsonAccess Next indicates that this is a new version of PearsonAccess. If your State is using PearsonAccess for test delivery other than PARCC assessments, please know that the PearsonAccess Next system is a new and improved version of PearsonAccess where the following functionalities have changed: manage your organizations manage user accounts manage student data ordering of materials uploading and downloading files Paper-Based Assessments will require set-up work in PearsonAccess Next, the online portal to PARCC Assessments.

8 Steps your State will perform to prepare for PARCC Paper- Based Assessments: 1.Import Organization files 2.Create the initial User Files for District and/or School User Accounts for your State 3.Import Organization Participation Files 8 PearsonAccess Next: State Responsibilities Organization Participation File Import 9/8 – 10/3 Student Registration File Import 9/8 – 10/3 Organization File Import 8/25 – 9/8 User Account File – Uploads no later than 9/8 * Dates may vary by state.

9 Steps your State, LEA /District/School Test Coordinators will do to prepare for PARCC Paper-Based Assessments: 1.Import Student Registration File – Due by 10/3/14 – Students cannot be registered in PBA and EOY unless their organization/school is flagged as “participating.” – Accounts must have a State, DTC, or STC role with Sensitive Data role to complete this process. 2.Create additional users accounts for district/school staff 9 PearsonAccess Next: LEA and School Responsibilities Check your State policy for the person responsible to complete the importing processes, including the Student Registration Data Import process. Organization Participation File 9/8 – 10/3 Student Registration File 9/8 – 10/3 Organization File 8/25 – 9/8

10 Student Registration Import – State Policy 10 StateState Policy Arkansas The Arkansas Department of Education will prepare and upload the Student Registration File on behalf of schools and districts. IllinoisThe Illinois State Board of Education will prepare and upload the Student Registration File on behalf of schools and districts. Districts must enroll students in SIS and include course assignment information. MarylandDistricts in Maryland will prepare and upload the Student Registration File. Districts must coordinate with schools to complete this process and in some cases may have schools perform the upload. OhioDistricts in Ohio will prepare and upload the Student Registration File. Districts must coordinate with schools and ITCs if necessary to complete this process. Rhode Island LEAs in Rhode Island will prepare and upload the student registration files. LEAs must coordinate with schools as necessary to complete this process. MississippiDistricts will provide registration files to the Mississippi Department of Education (MDE). Districts must coordinate with schools as necessary to complete this process. MDE will upload registration files on behalf of districts. The following table outlines the state policies regarding the responsibilities associated with the student registration import process for Fall Block testing. If you have any additional questions, please contact your state assessment office.

11 Student Registration Import – Selecting Students 11 Data for all students taking the PARCC 2014 Fall Block must be loaded into PearsonAccess Next for each administration. Do not include students who are taking alternate assessments. If a school misses the October 3 rd deadline to import the Student Registration File, they are still required to submit an file. If the October 3 rd deadline is not met, the school will not receive Student ID Labels and initial order for materials.

12 To begin creating your Student Registration File, go to PearsonAccessNext.com and select your State from the “Select Your Program” dropdown menu. PearsonAccessNext.com Login using your PearsonAccess Next account. Click on the “Support” and locate the following documents:  Student Registration File Layout  Student Registration File Field Definitions Note: There are several State Use fields that will vary by state. Please ensure you contact your State on what needs to be included in those fields. Student Registration Import 12

13 Student Registration Import 13 To prepare your Student Registration File, use the Student Registration File Field Definitions as your guide. Through this document, you will walk through each field and its purpose. From left to right, you will see the following fields: Column Letter - corresponds to the.csv file layout. Field Name - provides the name of each element. Required? Y/N - indicates whether each field is required. Max Field Length - outlines the maximum number of characters allowed in each field. CEDS Definitions – definitions created by the Common Education Data Standards Committee. PARCC Definitions and Notes - these are PARCC-specific definitions and notes. Expected Values - describes which characters are allowed in the field.

14 Student Registration File Layout 14 The Student Registration File Layout contains multiple fields that may require leading zeroes, such as the Responsible District Identifier. If you use Microsoft Excel, it is recommended that you save a source file as an Excel Spreadsheet to keep formatting (leading zeros). Prior to each upload attempt, save data file as an Excel spreadsheet. Then save again as a.csv file. If you encounter an error, make the updates in the source Excel spreadsheet and save, then save again as a.csv file. Repeat as necessary.

15 Student Registration File Layout 15 In Column A, enter the student’s 2 character state abbreviation. For example, enter “AR” for Arkansas.

16 Student Registration File Layout 16 In Column B, enter the student’s Responsible District Identifier, or District Code. This is the number you associate with the school district in your State. Note: Responsible District and Responsible School/Institution are defined as the district/school/institution that receives student scores.

17 Student Registration File Layout 17 In Column C, enter the student’s Responsible School/Institution Identifier, or School Code. Note: Responsible District and Responsible School/Institution are defined as the district/school/institution that receives student scores.

18 Student Registration File Layout 18 In Column D, enter the student’s testing district. This is the district responsible for administering the test. It is required only if the student is being tested at an alternate institution. In Column E, enter the student’s testing school. This is the school responsible for administering the test. It is required only if the student is being tested at an alternate institution.

19 Student Registration File Layout 19 In Column F, enter the State Student Identifier – the unique ID given to each student by the state. In Column G, enter Local Student Identifier – the unique ID given to each student by the state. It is an optional field required for some states that have a local student identifier.

20 Student Registration File Layout 20 In Column H, the PARCC Student ID will be assigned once the student is added to the system. This does not need to be included in the first import, but can be included in subsequent imports.

21 Student Registration File Layout 21 In Column I, enter the student’s last name. In Column J, enter the student’s first name. In Column K, enter the student’s middle name, if you have this data. This is an optional field.

22 Student Registration File Layout 22 In Column L, enter the student’s Birthdate. This is a required field. The birthday MUST be entered as YYYY-MM-DD or the file will error and will not process.

23 Student Registration File Layout 23 In Column M, enter the student’s Sex.

24 Student Registration File Layout 24 In Column N, the Optional State Data 1 is an optional field for states to input data. Contact your State to determine if this field is required.

25 Student Registration File Layout 25 In Column O, enter the student’s Grade. This must be a two character field. For example, enter “03” for Grade 3.

26 Student Registration File Layout 26 Columns P through U designate student ethnicity and race. In Column P, enter Y if the student is of Hispanic or Latino Ethnicity. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank.

27 Student Registration File Layout 27 Columns P through U designate student ethnicity and race. In Column Q, enter Y if the student is of American Indian or Alaska Native race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank.

28 Student Registration File Layout 28 Columns P through U designate student ethnicity and race. In Column R, enter Y if the student is of Asian race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank.

29 Student Registration File Layout 29 Columns P through U designate student ethnicity and race. In Column S, enter Y if the student is of Black or African American race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank.

30 Student Registration File Layout 30 Columns P through U designate student ethnicity and race. In Column T, enter Y if the student is of Native Hawaiian or Other Pacific Islander race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank.

31 Student Registration File Layout 31 Columns P through U designate student ethnicity and race. In Column U, enter Y if the student is of White race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank.

32 Student Registration File Layout 32 In Column V, enter Y if the student is identified as an ELL student. The LEP field provides an indication that a limited English proficient (LEP) student is served by an English language instruction educational program supported with Title III of ESEA funds. ELL means the student is classified as an English Language Learner. Reference the Accessibility Features and Accommodation Manual at for further information.http://www.parcconline.org

33 Student Registration File Layout 33 In Column W, enter Y if the student is identified as an LEP student. A student could have the status of being an ELL student but possibly not be supported in a Title III funded program. Reference the Accessibility Features and Accommodation Manual at for further information.http://www.parcconline.org

34 Student Registration File Layout 34 In Column X, enter Y if the student is identified as a Gifted and Talented student.

35 Student Registration File Layout 35 In Column Y, enter Y if the student is identified as a Migrant student.

36 Student Registration File Layout 36 In Column Z, enter the status of the student’s Eligibility Status for School Food Service Programs.

37 Student Registration File Layout 37 In Column AA, enter Y if the student is identified as a Student with Disabilities. If this field is marked Y, you must select a Primary Disability Type in Column AB. In Column AB, enter the student’s Primary Disability Type. This field is ONLY required if you selected Y in Column AA.

38 Student Registration File Layout 38 Columns AC through AI are optional fields for states to input data: AC – Optional State Data 2 Note: Contact your State for information to see if these fields are required.

39 Student Registration File Layout 39 Columns AC through AI are optional fields for states to input data: AD – Optional State Data 3 AE – Optional State Data 4 AF – Optional State Data 5 Note: Contact your State for information to see if these fields are required.

40 Student Registration File Layout 40 Columns AC through AI are optional fields for states to input data: AG – Optional State Data 6 AH – Optional State Data 7 AI – Optional State Data 8 Note: Contact your State for information to see if these fields are required.

41 Student Registration File Layout 41 In Column AJ, enter a description for the physical room number or classroom name where the paper testing will be administered. This is an optional field. In Column AK, enter a unique identifier for the Test Administrator overseeing the testing session. This is an optional field.

42 Student Registration File Layout 42 In Column AL, enter the student’s Class Section Identifier. This is a unique number or alphanumeric code assigned by an institution, school, school system, state, other agency, or entity for a particular class section. It is used for reporting and student roster reports. This is an optional field.

43 Student Registration File Layout 43 In Column AM, enter the student’s Staff Member Identifier. This is an optional field.

44 Student Registration File Layout 44 In Column AN, enter the student’s Test Code. This is a required field. If a student is taking more than one subject, the student will have two rows on the Student Registration File: one for Math and one for English Language Arts. Below are the English Language Arts/Literacy and Mathematics Test Codes: Grade 09 ELA = ELA09 Grade 10 ELA = ELA10 Grade 11 ELA = ELA11 Geometry = GEO01 Algebra I = ALG01 Algebra II = ALG02

45 Student Registration File Layout 45 In Column AO, enter “P” for Paper Tests. Paper-Based Tests are the only mode available for 2014 Fall Block. For Column AP, the Retest field is not currently utilized for This field can be ignored.

46 Student Registration File Layout 46 Accessibility Features and Accommodations Columns AQ through BF designate accessibility features and accommodations for each student test. If a student needs any of these accommodations, the fields must be marked with Y for Yes. These fields must be marked for the materials to be ordered. For additional information on accessibility features and accommodations please reference the PARCC Accessibility Features and Accommodations Manual at You may also contact your State for additional questions on accommodations.

47 Student Registration File Layout 47 In Column AQ, enter Y if the student requires Assessment Accommodation because of an English Language Learner (ELL) identification. In Column AR, enter Y if the student requires Assessment Accommodation because of a 504 identification.

48 Student Registration File Layout 48 In Column AS, enter Y if the student requires Assessment Accommodation because of an Individualized Education Plan (IEP) identification. In Column AT, leave this column blank. Paper-Based Tests are the only mode available for 2014 Fall Block.

49 Student Registration File Layout 49 In Column AU, leave this column blank. This accommodation is not available for Fall Block testing. In Column AV, enter Y if the student requires the Assessment Accommodation: Extra Time.

50 Student Registration File Layout 50 In Column AW, enter Y if the student requires the Assessment Accommodation: Dictated Oral Response.

51 Student Registration File Layout 51 In Column AX, enter Y if the student requires the Assessment Accommodation: Calculator. Note: student must meet requirements for these accommodations. For additional information on accessibility features and accommodations please reference the PARCC Accessibility Features and Accommodations Manual at

52 Student Registration File Layout 52 In Column AY, enter Y if the student requires the Assessment Accommodation: Test Administrator Read Question Aloud. Note: student must meet requirements for these accommodations. For additional information on accessibility features and accommodations please reference the PARCC Accessibility Features and Accommodations Manual at

53 Student Registration File Layout 53 In Column AZ, enter Y if the student requires the Assessment Accommodation: Dictionary in Native Language. In Column BA, enter Y if the student requires Assessment Accommodation: Word Prediction. * * Note: student must meet requirements for these accommodations.

54 Student Registration File Layout 54 In Column BB, enter Y if the student requires Answer Masking. This can be done with external masking cards (e.g. blank paper, straight edge). In Column BC, enter Y if the student requires Answer Masking. Use colored overlays for background color. Font color cannot be changed. NOTE: Although the accommodation fields are optional for every student, if a student needs any of these accommodations, the fields must be marked with Y for Yes.

55 Student Registration File Layout 55 In Column BD, enter Y if the student requires the Assessment Accommodation: Large Print. In Column BE, enter Y if the student requires the Assessment Accommodation: Braille Grade Type. NOTE: Although the accommodation fields are optional for every student, if a student needs any of these accommodations, the fields must be marked with Y for Yes. These fields must be marked for the materials to be ordered.

56 Student Registration File Layout 56 In Column BF, enter Y if the student requires the Assessment Accommodation: Tactile Graphics. NOTE: Although the accommodation fields are optional for every student, if a student needs any of these accommodations, the fields must be marked with Y for Yes.

57 Student Registration File Layout 57 In Column BG, insert Y in every student record. This indicates the end of the record. If this field is left blank, the file will cause an error and not process.

58 Helpful Hints 58 Now that we have walked through the file layout, populate the Student Registration File Layout with the required student data. Use the Student Registration File Field Definitions as a reference to ensure all required fields have been populated. Helpful Hints! 1.Verify all required fields are populated. The header row is required. 2.Verify all state required fields are populated. 3.Save file in CSV file format. 4.Log into PearsonAccess Next to import your file. Note: There are several State Use fields that will vary by state, ensure you contact your State on what needs to be included in those fields.

59 To import the file: Log into PearsonAccess Next. Select the administration from the Admin drop down menu on the top of the screen. Import Your File 59

60 Next, click on Import / Export Data under SETUP. Import Your File 60

61 Click on Select Tasks and check Import / Export Data. Import Your File 61

62 Click the Start button with the Import / Export Data option checked. Import Your File 62

63 Choose Student Registration Import from the Type menu. Import Your File 63

64 Use the “Browse…” button under Source File to select your CSV file and then click the Process button to import the file. Import Your File 64

65 The View File Details screen will appear next and detail the Status of your file. Import Your File 65

66 There are multiple Status messages that can display: Import Your File 66

67 Processing Issues: Import Your File 67

68 The status will display Complete once the file has been processed. Import Your File 68

69 Utilize the Errors section to resolve issues with the file. Import Your File 69

70 Common Issues 70 Organization Participation Errors Validate that columns A through E are correct. Verify that your school is participating in PBA and EOY administrations in PearsonAccess Next: Click the “Setup” Button and select “Organizations” Under “Find Organizations” type in the name of your organization and click the “Search” button. From the Results check the name of your organization. From the “Select Tasks” dropdown menu check "Manage Participation" and click the “Start” button. Verify that the “Participating” box is checked. Verify this for both PBA and EOY administrations.

71 Common Issues 71

72 Common Issues 72 Student Matching Errors The import process will try to match on existing students. This matching process can result in matching errors. The matching process will match on these specific columns: Column A: State Abbreviation Column B: Responsible District Identifier Column C: School/Institution Identifier Column F: State Student Identifier Column G: Local Student Identifier Column I: Last Name or Surname Column J: First Name Column L: Birthdate Column M: Sex To resolve, validate that the student is correct in PearsonAccess Next for Columns F, G, I, J, L, and M. Correct PearsonAccess Next if necessary. Make necessary Student Registration File corrections and import file. Hint: Check columns B, C, F, and G for any missing leading zeroes.

73 Important Notes 73 We just covered importing student registration data to PearsonAccess Next through a system file. Remember, the process of uploading Student Registration Data is referred to as Student Registration Import in PearsonAccess Next. Student Registration Windows for PARCC 2014 Fall Block PBA: 9/8/14 – 10/3/14 EOY: 9/8/14 – 10/3/14 For schools administering the PARCC Fall Block Test, the Student Registration File MUST be imported NO LATER THAN 10/3 for both PBA and EOY, or Student ID Labels will NOT BE SHIPPED and the gridding of demographic section of the student’s answer document is required. Note: Schools must submit a Student Registration File for PBA and again for EOY (for schools participating in Fall Block, all students must take both the PBA and EOY).

74 Test your knowledge: 74 What is the required file format for the Student Registration File? a..txt b..doc c..csv d..xls What are the dates for the PARCC 2014 Fall Block Registration Windows? a.9/8/2014 – 10/31/2014 b.9/8/2014 – 10/3/2014 c.9/8/20/14 – 11/3/2014 d.9/8/20/14 – 10/24/2014 Is the Header Row required for the Student Registration File? a.Yes b.No The Student Registration File must be imported into PBA administration and into EOY administration of PearsonAccess Next? a.Yes b.No For the status of Complete With Issues, what option in PearsonAccess Next allows you to extract only the records that had problems? a.Download Error Messages b.Download Records in Error c.Download Students Created d.Download File How should the Birthdate field be formatted? a.MM-DD-YYYY b.DD-MM-YYYY c.YYYY-DD-MM d.YYYY-MM-DD Which are all fields that will match to student information in PearsonAccess Next? a.Columns I, J, K, L b.Columns I, J, L, M c.Columns I, J, K, M d.Columns I, J, L, F

75 Test your knowledge: 75 What is the required file format for the Student Registration File? a..txt b..doc c..csv d..xls What are the dates for the PARCC 2014 Fall Block Registration Windows? a.9/8/2014 – 10/31/2014 b.9/8/2014 – 10/3/2014 c.9/8/20/14 – 11/3/2014 d.9/8/20/14 – 10/24/2014 Is the Header Row required for the Student Registration File? a.Yes b.No The Student Registration File must be imported into PBA administration and into EOY administration of PearsonAccess Next? a.Yes b.No For the status of Complete With Issues, what option in PearsonAccess Next allows you to extract only the records that had problems? a.Download Error Messages b.Download Records in Error c.Download Students Created d.Download File How should the Birthdate field be formatted? a.MM-DD-YYYY b.DD-MM-YYYY c.YYYY-DD-MM d.YYYY-MM-DD Which are all fields that will match to student information in PearsonAccess Next? a.Columns I, J, K, L b.Columns I, J, L, M c.Columns I, J, K, M d.Columns I, J, L, F

76 Contact PARCC Support for assistance with: Support  Accessing resources  Setting up proctor caching  Submitting additional orders  Inquiring about shipments  Navigating PearsonAccess Next  Navigating the Training Center  Managing Student Registration Data  Setting up test units  Managing user IDs and passwords Online Support and Resources: Call Toll Free: (5:00 am – 7:00 pm CT, Mon. –Fri.) 76

77 Support  Testing schedule  Testing accommodations  Unusual circumstances on test days  Violations of test security  School emergencies that affect testing  Questions about general testing policies  Questions about state communications Contact your State or LEA Test Coordinator for assistance with: 77

78 78 Thank you


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