1. PearsonAccessnext Training
Welcome to: “PearsonAccessnext Training.” This module for Test Coordinators and Test Administrators will cover activities to perform in the PearsonAccessnext system for the PARCC Assessment for paper and computer based testing.

2. Role-Based Key Role-Based Codes
TAMS Overview for IC
Role-Based Codes
LEA Test Coordinator –
School Test Coordinator –
Test Administrator/Proctor –
LEA and School Technology Coordinator –
Accommodations Coordinator –
Understanding where to find available material is key to successful training, so we created a key to help identify which materials are appropriate for each role.
These colored coded icons will identify material relevant to each role throughout this training.
This training module is applicable to LEA/District Test Coordinators, School Test Coordinators, and Test Administrators.
Note: roles within your organization may differ, these are suggestions to help identify training needs.
This training module is applicable to LEA Test Coordinators, School Test Coordinators, and Test Administrators.

3. Agenda Introduction/Purpose
Define State, LEA, and School Responsibilities
PearsonAccessnext
Organization & Organization Participation File Imports
User Accounts
Student Registration
Online Testing Management
Additional Orders
Resources
Support
In this training we will briefly define State, LEA/District, and School Responsibilities for the PARCC Test Administrations. We will then introduce the PearsonAccessnext interface. Organization and Organization Participation will be briefly covered. Finally we will go into detail about User Accounts, Student Registration, Online Testing Management and how to place Additional Orders.

4. Introduction/Purpose
Purpose: To guide users through the steps to create and manage staff accounts and using PearsonAccessnext to prepare for testing.
By the end of this training module, users will better understand:
How to create and manage staff accounts.
How to import a Student Registration File.
How to manually add student registration information in PearsonAccessnext.
How to manage sessions in PearsonAccessnext
How to submit Additional Orders.
In this training, we will provide an overview and explain the functionality of PearsonAccessnext, the online portal to PARCC Assessments. We will review steps on how to create and manage staff accounts, communicate securely with the PARCC Customer Support team, create user accounts, and import student registration via PearsonAccessnext importing/exporting process or manually through the PearsonAccessnext user interface. We will also discuss session management and how to submit additional orders.
Please note that the student registration process varies across states and, in some states, your State education agency staff will complete your student registration process for you. Please check with your State on specific procedures for student registration for PARCC assessments.
This training may be viewed by LEA/District or school personnel involved in PARCC Assessments, and will be particularly helpful to Test Administrators and Test Coordinators.

5. PearsonAccessnext: State Responsibilities
Steps Your State Will Perform to Prepare for PARCC Computer-Based Tests:
Import Organization Files – Due by 10/17/14
Create the initial User Files for District and School User Accounts – Must be completed before import of Student Registration
Import Organization Participation Files: PBA due by 11/21/14
EOY due by 1/23/15
Some set-up work in PearsonAccessnext will be completed by your state, but it is important for you to understand this context since some steps are dependent on others and must be implemented in order. For example, your state performs activities such as creating your organization and flagging it as “participating” for each test administration. This participation status is necessary in order to import student registration and Personal Needs Profile (PNP) information.
Your state representative's first step in PearsonAccessnext is to import an Organization File for your state by October 17, 2014 for the PARCC Assessments for Computer-Based Testing. A state Organization File indicates organization details like organization name and shipping address for materials. Once a state organization structure is created, the system allows creation of user accounts in PearsonAccessnext, importing organization participation files, and adding student registration and Personal Needs Profile information.
The next step your State will perform, if not already completed during the Fall Block administration, is to add initial users into the system. This should be completed before importing the student registration information. District and school personnel must obtain user account information in order to perform any tasks in the PearsonAccessnext System. These tasks include creating other user accounts and adding student registration. PARCC will first load State users information, then State users will, in turn, import district user accounts, and district users will create other district or school accounts.
The final step your state will perform is to import the Organization Participation File. This will happen from October 20th to November 21st for the PBA administration and October 20th to January 23rd for the EOY administration. This file is not to be confused with the Organization File where each organization’s profile information is imported into the system. This file is used to indicate each organizations participation status (“Yes” or “No”) for the PBA and EOY test administrations. It will also identify school enrollment counts. Remember that when Test Coordinators import the Student Registration and PNP Files, your organization participation status must be set to “Yes” for each of the appropriate test administration.
Initial User Account File
Must be completed before SRI
Organization File
Import 9/1-10/17
Organization Participation File
Import: PBA 10/20-11/21; EOY 10/20-1/23
Student Registration File
Import: PBA now until 11/21; EOY now until 1/23
PNP Import File
Import prior to caching
test content

6. PearsonAccessnext: LEA and School Responsibilities
Steps Your State, LEA and School Test Coordinators Will Do to Prepare for PARCC Computer-Based Tests*:
The LEA and School Test Coordinator must import the Student Registration File for both the PBA and EOY Administrations.
Import student’s Personal Needs Profile (PNP) information.
Create additional users accounts for district/school staff.
Next, we will review the high level steps State, LEA, or School Test Coordinators will perform to complete the setup process for your state. This is completed by authorized users within your state who have user account access and have been granted the add-on role, Organization Role, in PearsonAccessnext. Please reference the Support page of PearsonAccessnext to find the Users Role Matrix document. This document will define PearsonAccessnext user role privileges and add-on roles to be used while creating user accounts in the system.
The Student Registration Import process is the main function LEA and School Test Coordinators will perform in the PearsonAccessnext system. The Student Registration File refers to student demographic data that details student profile and required accommodation materials and accessibility features for individual students. This file is dependent on the participation status (must be set to “Yes”) of the Organization Participation File and must be imported into the system by the deadline of November 21st for the PBA administration and January 23rd for the EOY administration. The State, LEA, or School Test Coordinators must register students in order to receive the initial order of materials that includes Student Label Rosters, Answer Documents, Test Booklets, and accommodated materials. If you miss the import deadline to generate and initial order, you still need to import student registration data, but must also order additional materials.
The Personal Needs Profile (PNP) is a file that collects information regarding a student’s accessibility features and accommodations and test administration considerations that are needed to take the PARCC computer-based assessments. Some fields in this file are dependent on other fields in the Student Registration File for each student record. Be sure to review the definitions and notes sections of the Field Definitions document when filling out this information. You may also obtain more information under the Personal Needs Profile section of the Test Coordinator Manual.
LEA and School level staff who have user accounts in the PearsonAccessnext system may create new user accounts. These accounts can be created for staff who will assist with the PARCC Assessments for Computer-Based Testing. These roles can include the Technology Coordinator or Test Administrator.
* Check your state policy in the PARCC Test Coordinator Manual or Test Administrator Manual for the person responsible for completing the importing processes, including the Student Registration Import process.
Organization File
Import 9/1-10/17
Organization Participation File
Import: PBA 10/20-11/21; EOY 10/20-1/23
Student Registration
File Import:
PBA now until 11/21; EOY now until 1/23
PNP File
Import Prior to Proctor Caching

7. PearsonAccessnext
PearsonAccessnext is a management system. Access is based on your user account role type, meaning you will only see the data and perform only those tasks for which you have been authorized. Based on your role and add-on role in the system, you may do one or more of the following:
Create and manage organizations, participation, and staff accounts
Manage student registration for testing
Order additional materials
Track test material shipments to and from Pearson
The PARCC PearsonAccessnext website is located at
Initial state user accounts will be set up by Pearson based on information provided by each PARCC state. All other accounts are created by state, district, or school staff; please note school staff accounts cannot create accounts for district staff and district staff cannot set up accounts for state staff. Each new user will receive an notification when his or her user account is created. To ensure users receive s, have your IT department to your system’s whitelist.
NOTE: The link in your initial user account setup can only be used once. Therefore if you forget your password, you will need to request it again through the Forgot Password feature.

8. PearsonAccessnext - Login
Once in the PARCC website, click Sign In on the right-hand side of the page.
This will take you to the Secure Sign In screen. From this screen, you can access several self-help options.
For example, you can reset your password by using the Forgot Password link or retrieve your user ID from the Forgot Username link.
Notice that when entering your username it does not need to be case sensitive, however the password is case sensitive.

9. PearsonAccessnext – Home Page
Once logged in, you will notice several functionalities within PearsonAccessnext. On the Home Page, you will see two banners. These banners will remain on your screen as you navigate through each page of the PearsonAccessnext system.
The first banner hosts:
The PearsonAccessnext icon. This hyperlink will take you back to the home page at any point in the system.
Moving to the right of the icon, you will see a flag. When this flag is red, it indicates student errors or warnings for your organization in the system. To resolve these warning messages, click on the flag icon. This will take you to the Students page and students with the warning will be shown in your results. Click on the information icon to find the student’s details. Here, you will notice the errors on the Test Administration Registration tab. Click this tab. Multiple Critical Warning messages are shown. You will need to scroll down the page to find each message. In this example, the student is missing multiple required fields. Note that only users with the Sensitive Data Add-on Role will be able to resolve Critical Warnings. You must edit this student’s profile in order to resolve this warning message. Let’s go back home. Select the PearsonAccessnext icon.
To the right of the flag you will find a dropdown box that identifies the test administration and the current organization into which you are logged in. As you work between test units or organizations, you will need to log in to each by using these two features. To change the test administration or organization, click on the field and a selection box will appear. Select the appropriate test administration or organization you would like to work in. If you are a large organization, a search feature is available in the Organization dropdown menu. You may enter a name or organization code to search for a particular organization. Note: Only organizations your user account is tied to will show in the selection menu.
Lastly, in this first banner you will see a person icon. This is where you can log out of the system or view account information detailing your user information, roles, and organizations. You may also update your password.

10. PearsonAccessnext– Home Page
The second banner on the home page provides:
quick references to the PearsonAccessnext administrative functionalities: Home, Setup, Testing, Reports, and Support. As an example, you may be editing a file in the Import/Export Data page and need access to the “Student Registration File Field Definitions” document, select Support > Templates. You now have quick access to the support information in the PearsonAccessnext system.

11. PearsonAccessnext - Home
The home page also provides two ways to navigate through the system’s administrative features. We already reviewed the first found on the second banner of the PearsonAccessnext website: Home, Setup, Testing, Reports, and Support. The second is found on the main content of the homepage.
Click on the dropdown menu for Setup. You will see:
Import/Export data – import and edit data files
Students – create and manage student registration information
Organizations – create and manage organization details such as editing organization information and contacts
Users – create and manage staff accounts in your organization
Orders & Shipment Tracking – order additional materials for paper based testing
Under Testing, you will see Students in Sessions, Sessions, Student Tests
The Reports dropdown menu will feature the following report categories: Operational Reports and Published Reports.

12. Organization File Import
State personnel will import Organization File information into PearsonAccessnext:
Create the Organization File using the Organization Field Definitions document.
Import the Organization File through Importing/Exporting Data in PearsonAccessnext.
The first administrative step to prepare for the PARCC Assessment is to create organizations in your State. Once organizations are indicated in the PearsonAccessnext site, you can begin to add user accounts, identify participation and enrollment counts for your organization, and add student demographic information. The Organization file is imported by your State. Again, since the intended audience for this training module is district and school level staff, we have outlined the following high-level steps for state personnel:
Prepare your Organization file using the “Organization File Field Definitions” document found under the Support link of PearsonAccessnext. This document outlines approved formatting for the purposes of importing your file through PearsonAccessnext.
Use Importing/Exporting Data under Setup in PearsonAccessnext to import your final formatted Organization file.
Select Import/Export Data and press Start.
In the Type field select Organization Import, choose your source file, and click Process.
Refresh your screen to watch the progress of the processing file.
Fix any errors until you receive a clean import file.

13. Participation File Import
Organization
Participation File Import
State personnel will import Organization Participation File information into PearsonAccessnext:
Use the Organization Participation Field Definitions document to create your file.
Import the file through Importing/Exporting Data in PearsonAccessnext.
The Organization Participation file identifies participation and enrollment counts for schools in your organization. The Organization Participation file is imported by your State to the PearsonAccessnext system. Again, since the intended audience for this training module is for district and school level staff, we have outlined high-level steps for state personnel:
Prepare your Organization Participation file using the “Organization Participation Field Definitions” document found under the Support link of PearsonAccessnext. This document outlines approved file formatting for the purposes of importing your file through PearsonAccessnext.
Use Importing/Exporting Data under Setup in PearsonAccessnext to import your final formatted Organization Participation file.
Select Import/Export Data and press Start.
In the Type field select Organization Participation Import, choose your source file, and click Process.
Refresh your screen to watch the progress of the processing file.
Fix any errors until you receive a clean import file.

14. Organization Participation
Verify that your school is participating in PBA and EOY administrations in PearsonAccessnext:
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 checked in both PBA and EOY administrations.
Verify that your school is participating in PBA and EOY administrations in PearsonAccessnext.
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 checked in both PBA and EOY administrations.

15. User Accounts
User Roles - PearsonAccessnext users must be assigned roles.
Permissions - Each User Role contains a set of permissions that determine which tasks that specific User Role can perform in PearsonAccessnext. Permissions are bundled into User Roles.
Conferrability defines the list of roles that a one user can grant (confer) to another user account during user account management.
User Roles – PearsonAccessnext users must be assigned roles. Examples include a State role, District Test Coordinator, School Test Coordinator, etc.
Permissions - Each User Role contains a set of permissions that determine which tasks that specific User Role can perform in PearsonAccessnext. Permissions are not assigned directly or individually to Users. Instead, permissions are bundled into User Roles.
Conferrability defines the list of roles that one user can grant (confer) to another user during user account management.

16. User Accounts - Base Roles
Base Roles have been created with abilities that generally align to the organization level and title of the user. A user account needs at least one base role to be functional.
Base Roles:
State Role – Assigned to state-level user accounts.
LEA/District Test Coordinator Role – Assigned to LEA/District Test Coordinator user accounts.
Non-School Institution Test Coordinator Role – Assigned to Non-School Institution Test Coordinator user accounts (Same abilities as LEA/District Test Coordinator).
School Institution Test Coordinator Role – Assigned to School Test Coordinator user accounts.
Test Administrator Role – Assigned to users who will administer computer-based tests.
Technology Coordinator Role – Assigned to users who will support technology for computer- based tests.
Base Roles have been created with abilities that generally align to the organization level and title of the user (LEA/DTC, School Test Coordinator, etc.). A user account needs at least one base role to be functional. A user account generally only needs one base role but can be assigned multiple base roles if needed. (For example: a school may have a user who is the School Test Coordinator and Technology Coordinator. This user’s account would be assigned both the School Institution Test Coordinator Base Role and the Technology Coordinator Base Role.)
List of Base Roles
State Role – Assigned to state-level user accounts.
LEA/District Test Coordinator Role – Assigned to LEA/District Test Coordinator user accounts.
Non-School Institution Test Coordinator Role – Assigned to Non-School Institution Test Coordinator user accounts (same abilities as LEA/District Test Coordinator).
School Institution Test Coordinator Role – Assigned to School Test Coordinator user accounts.
Test Administrator Role – Assigned to users who will administer computer-based tests.
Technology Coordinator Role – Assigned to users who will support technology for computer-based tests.

17. User Accounts – Add-on Roles
Add-on Roles have been created to enable states to continue with their current policies and abide by state-specific laws. Each state has the option to create user accounts with Add-on Role assignments.
Add-on Roles
Organization Role –Assigned to users who will create and modify organizations within PearsonAccessnext. 
Enrollment Role – Assigned to users who will set an organization as participating in a test administration and enter enrollment counts.
Request Additional Order Role – Assigned to users who will place an additional order.
Approve Additional Order Role – Assigned to users who will approve an additional order.
Delete Student Role – Assigned to users who will be able to delete students from PearsonAccessnext.
Sensitive Data Role – Assigned to users who will be able to view and edit Student Sensitive Data.
Do Not Report Role – Assigned to users who will be able to mark students tests as Do Not Report.
PNP Role – Assigned to users who will submit a personal needs profile through PearsonAccessnext
Add-on Roles have been created to enable states to continue with their current policies and abide by state-specific laws. Each state has the option to create user accounts with Add-on Role assignments. For example, State A may allow districts to approve additional orders. To implement this, State A will create LEA/DTC user accounts with both the LEA/District Test Coordinator Base Role and Approve Additional Order Add-on Role. State B may have a different policy where only state- level users may approve additional orders. This state will not set up LEA/District user accounts with the Approve Additional Order Add-on Role. A user account must be assigned specific Base Roles in addition to Add-on Roles in order to perform the Add-on Role ability.  View the User Role Matrix document for additional information.
List of Add-on Roles
Organization Role –Assigned to users who will create and modify organizations within PearsonAccess. 
Enrollment Role – Assigned to users who will set an organization as participating in a test administration and enter enrollment counts.
Request Additional Order Role – Assigned to users who will place an additional order.
Approve Additional Order Role – Assigned to users who will approve an additional order.
Delete Student Role – Assigned to users who will be able to delete students from PearsonAccessnext.
Sensitive Data Role – Assigned to users who will be able to view and edit Student Sensitive Data.
Do Not Report Role – Assigned to users who will be able to mark students tests as Do Not Report.
PNP Role – Assigned to users who will submit a personal needs profile through PearsonAccessnext.

18. Conferrability in PearsonAccessnext
Conferrability in PearsonAccessnext allows the State User to create District and School Level accounts and to confer on them specific Add-on Roles based on their State policies.

19. User Role Matrix
User’s role will determine the functionality the user can access.
User Role Matrix can be found on the Support page of PearsonAccessnext.
The next step is to create accounts in the PearsonAccessnext system. This can be performed by any users who have the authorization to do so.
The User Role Matrix document will assist you in determining which role, or roles, your staff need to be assigned to complete the necessary tasks. The User Role Matrix document can be found by going to Support > Templates of the PearsonAccessnext website.
Note that this document may be updated as new features are added to PearsonAccessnext, so it is important to periodically check for the most up-to-date document.
At the top of this document, you will find different role types: Base Roles and Add-on Roles.
Base Roles contain core abilities for each user type. User accounts must be set up with at least one base role in order to properly function.
Add-on Roles are used for specific tasks or actions and must be assigned in addition to the user’s Base Role to function. For example, to import/export a data file, a user account must be assigned the Organization Add-on Role in addition to either the State role, LEA/District Test Coordinator role, Non-School/Institution Test Coordinator role, or School/Institution Test Coordinator role.
On the left of this document, you will find the different functions that may be associated with certain roles.
The Notes on the right provide additional guidance on how to set up a Base Role with an Add-on Role.

20. User Interface for Creating User Accounts
Authorized LEA and school personnel will be able to create individual staff user accounts within PearsonAccessnext manually or by importing a file.
Staff user accounts are created and managed by State, LEA, and School Test Coordinators. The account management feature is found under the Setup dropdown menu. Accounts can be managed through both a file import or manually through the PearsonAccessnext user interface.
In these next steps we will show you how to create and manage accounts manually; through Users in PearsonAccessnext.
Authorized State, LEA/District and School personnel may create and view individual staff user accounts by selecting Users under Setup. Note: authorized users can create/edit user accounts only with roles equal to or less than their role; for example “School/Institution Test Coordinators” cannot create “LEA/District Test Coordinator” accounts.
From the Users page, you can utilize certain tasks. These tasks let authorized personnel view and update existing accounts, as well as create new accounts manually:
Create/Edit Users: allows you to create a new user manually or edit existing user’s organization, roles, and personal information. You can also enable or disable a user from this screen.
Reset Passwords: sends an with a password reset link to the selected user(s)*
Delete/Restore Users: allows you to delete a selected user or to restore their user account from a deleted status.
Note: if you wish to obtain a report of users in the system export a User file from the PearsonAccessnext system. Found under the Import/Export screen. This file is also helpful when needing to review and update multiple users.

21. Editing User Accounts Create / Edit Users:
Allows authorized personnel to view and update existing accounts, as well as create new accounts manually.
To view an existing account select the Show all results checkbox found under the Search dropdown menu. You may also use the filter feature and search for user accounts by First or Last Name, Username, Account Status (for deleted or disabled accounts), Roles, and Organizations.
Please select the user accounts you would like to edit.
Go to the Tasks list and select Create/Edit Users and Reset Password. Click Start. This action will allow you to do multiple administrative tasks at one time.
Notice the two administrative task tabs. Create/Edit Users is shown by default. Here you may select the user account you wish to edit from your Users selection box. In this example we will change the Last Name. Enter the new last name and press Save.
Next, choose the Reset Passwords tab. You may choose to reset all or one of your users’ passwords.
Next, we will review steps to create a new user account.
Press Exit Tasks.

22. Manually Creating a New User Account
Manually Create a New User Account:
A user’s role and organization will determine the functionality they can access.
There are two ways to create users – manually and through a file upload. We will now walk through the manual process of creating a user.
Manually creating User Accounts in PearsonAccessnext through the user interface is easy, as long as you have the authorization to do so.
This is a manual process and only one user account can be created at a time.
From the Users page, select the Create/Edit Users checkbox under the Tasks list
Press Start.
Choose Create Users in your Users selection box.
Manually fill in the required fields. When selecting the role, it is important to be aware of the permissions authorized for each role (see the User Role Matrix document, found on the Support page of PearsonAccessnext).
Finally, make sure you select the correct organization and press Create.
Note that Add-on Roles are used for specific tasks or actions and must be paired with a User Base Role function. For example, you may have someone at the district level that assists all of the schools throughout the district. In this case, you may want to assign “School/Institution Test Coordinator” role and the district organization. This will enable them to perform all of that role's functions at any school within the district. They will not, however, be able to access any of the “LEA/District Test Coordinator”-specific functions.
The new user you just created will receive a PearsonAccessnext invitation with a temporary password. Once the account is activated, the link in this can no longer used.
Notice the green status bar, acknowledging that the task was completed successfully.

23. Creating New User Accounts Through a File Import
Importing a User File:
User accounts may also be created or maintained by importing a User File; this is especially helpful when working with accounts in bulk quantities.
Creating and managing user accounts can also happen through a file import. Use the Import/Export Data found under Setup. User Files can be imported at any time as needed throughout the assessment window.
In these next steps we will review the steps necessary to import a User File.

24. Creating New User Accounts – Templates
Resources:
The first step to creating a User Import File is to follow important formatting rules. It is recommended that you review the “User File Field Definitions” document which provides instructions and field descriptions for the User Import File. The “User File Sample Layout” is a CSV file that can be used with Microsoft Excel to assist you with creating a User Import File. You may access these documents through the Support page of PearsonAccessnext. Click on Templates under Resource Categories.
Note:
The “User File Field Definitions” document provides details on each field, including expected values and field lengths.
The “User File Sample Layout” is a template that can be used to ensure data is entered into the correct field. The header row must be present before importing a data file. Files must be sent in CSV (comma separated value) format, or they will be rejected.
Tip: If you wish to view a list of existing accounts in the PearsonAccessnext, you may use the Export Data feature under Import/Export Data of the Setup dropdown menu. You will receive an extracted file with current data in the system. This will open a CSV (comma separated value) file. You may also use this file to edit or add information into the system.

25. User File – Field Definitions
Valid values are:
C (create)
U (update)
Identifies whether the user’s account is disabled.
YES = Account should be disabled.
NO = Account is not disabled.
Contains the organization codes associated with the user. Multiple values in this field should represent ALL organizations associated with the user and separated by a colon.
Contains the Username. Must be unique. If the username entered to create a new account is already taken, an error message will be received upon your import. It is suggested to use your address.
Identifies when a user account becomes active.
Format as: MM/DD/CCYY
MM is the 2-digit month
DD is the 2-digit day
CC is the century
YY is the 2-digit year
For example, if a start date is March 30, 2011, it should be entered as 03/30/2011.
Contains the role associated to a user. Multiple values in this field should represent ALL roles associated with the user and must be separated by a colon.
Identifies when a user account becomes inactive.
Format as: MM/DD/CCYY
MM is the 2-digit month
DD is the 2-digit day
CC is the century
YY is the 2-digit year
For example, if a start date is March 30, 2011, it should be entered as 03/30/2011.
This text field is required if the Disabled field is set to YES.
Let’s review the field definitions for the User File Import and highlight some important fields:
Action: valid values are upper C for creating an account or U to update an account.
Username: must be unique across the PARCC PearsonAccessnext site. If a username is used in one state, it cannot be used in another.
Authorized Organizations: when creating an account, a user must have at least one authorized organization. Multiple organizations, necessary for users who have access to multiple schools, must be separated with a colon. (Example XX :XX ). Note: you must include leading zeros.
Roles: multiple roles must be separated with a colon.
Active Begin and End Dates: Identify the date when a user account becomes active or inactive. The format is MM/DD/YYYY. These fields are optional, and will default to start when the file is processed, and end one year later. It is recommended that you enter an Active End Date for users who will no longer need access to the system beyond the end of the PARCC Assessments.
Disabled and Disabled Reason: Identify whether an account is disabled and the reason why. A NO value indicates an account is not disabled and a YES value indicates an account is disabled. If this value is YES, the Disabled Reason field is required.

26. Importing a User File
Import a User File for processing at Setup > Import/Export Data > select Import/Export Data from the Task box > click Start
Once you have followed the Field Definitions document and are ready to import your User Data file, you may import it through the Import/Export Data feature from the Setup dropdown menu.
Select Import/Export Data from the Task list and click Start.
Under the Type field select User Import, Browse for your file. Then click Process.
Once your file is imported, you may view the status by refreshing the page. In this example, there were problems with the file and “Some records were not saved.”
Scroll to the bottom of your screen and you will find tools to help you resolve this error:
Notice that record #5 in the User File contains invalid characters in the address field.
Click the “Download Records in Error” link to download records that did not process due to errors.
Correct the necessary record and resubmit for processing.

27. Customer Support for User Accounts
PARCC Customer Support agents can:
Reset passwords
Unlock accounts for LEA Test Coordinator accounts
Agents cannot:
Create accounts
Lock/unlock accounts other than LEA Test Coordinator accounts
Update addresses
Delete/undelete accounts
During this process you may need help and PARCC Customer Support is ready to assist you. Please note that Customer Support agents are directed to support some user account activities, but some activities cannot be supported by agents. If you need help in an activity not supported by a Customer Support Agent, it must be addressed with your state, district, or school personnel.
Agents may assist with resetting passwords for all users. For LEA/District Test Coordinator accounts, agents can also assist with unlocking those accounts.
All other maintenance and creation of accounts must be performed by the appropriate state, LEA, or school personnel.

28. Student Registration
Student Registration refers to student demographic data and other test-specific information about individual students.
The final, but primary test management activity for paper-based testing is registering students for testing. This can be done manually through a user interface or through a file importing process in PearsonAccessnext.
Student Registration refers to student demographic data and other testing-specific information about individual students, like accommodations.
The Student Registration Import process will automatically generate an initial order for materials and Student ID Labels. Therefore, Student Registration for Spring Block paper-based testing must be imported or entered by November 21st for PBA and January 23rd for EOY in order for schools to receive Student Label Rosters and test materials. If you miss this date, you will still need to import student registration information and then order additional material.
Note: Importing the Student Registration File is important for receiving materials and also for reporting. This is not an optional step.
Note: For schools administering the PARCC Spring Block Test, the Student Registration File MUST be imported NO LATER THAN 11/21/2014 for PBA and 1/23/2015 for EOY.

29. Student Registration – Import Process
Importing a Student Registration File for processing parallels the User File process. Administrative features used to import files are found under Setup > Import/Export Data.
Since most student registration is received in bulk, we will first review the steps to import a Student Registration File and then review steps to manually load individual records through the PearsonAccessnext user interface.
It is important that you have available a Student Registration File ready for import before you begin the process to import your student data.
Details on creating a Student Registration File are found in the training module Student Registration Import located at This module will review Field Definitions in detail and guide you on creating a successful Student Registration File.
Once you have a final formatted Student Registration File ready to import into PearsonAccessnext, follow these steps:
Confirm you are registering students in the appropriate test administration. Select the Test Administration dropdown menu to change organizations.
Next, select Import/Export Data from the Setup dropdown menu.
Select Import/Export Data from the Task list and click Start.
Under the Type field select Student Import, Choose File, then click Process. Once imported, you may view the status by refreshing the page.
In this example, there were problems with the file and “Some records were not saved.”
Scroll to the bottom of your screen and you will find tools to help you resolve this error.
Notice that the organization code is invalid.
Correct the necessary record, and resubmit for processing.
Once your file is processed successfully, your students enrollment and demographic information are now in the PearsonAccessnext System and your students are registered for the 2014 PARCC Assessment for paper-based testing.

30. Registering a Student in PearsonAccessnext
How to manually add a new student in PearsonAccessnext:
There may be times when you will need to add one student without importing an entire Student Registration File. For example, if a student transfers after Student Registration has been imported. This can be accomplished through the PearsonAccessnext User Interface.
Registering students through the PearsonAccessnext User Interface requires multiple steps:
Create a Student
Confirm Enrollment
Register a Student
Manage Student Tests
Manage Classes

31. Registering a Student in PearsonAccessnext
First we will cover steps to create a new student:
To add a new student or edit an existing student manually, select Students under Setup.
Select Create/Edit Students under the Tasks list and press Start.
If details to create a new student do not appear, select Create Students from the Students selection box.
Enter the fields for the student’s identifying information and indicate the school under which the student should be registered in the Organization field.
Press Create and notice that your student now shows in the Students selection box.

32. Registering a Student in PearsonAccessnext
Selecting the student will allow you to edit the newly created student.
Note that a PARCC Student Identifier was created automatically.
Notice that there are 5 available tabs (Create/Edit Students, Enroll Students, Register Students, Manage Student Tests, and Manage Classes):
Click on Enroll Students.

33. Registering a Student in PearsonAccessnext
The process of creating the new student automatically enrolled the student.
Enroll Students allows editing of the student’s currently assigned school. Since students may be enrolled at multiple organizations within PearsonAccessnext, it is not necessary to remove enrollments. However, if you choose to remove an enrollment, you may remove the enrollment only if there are no data associated with the enrollment record (e.g., test attempts, assigned tests, etc.).
If you wish to change this assignment or add a new school:
Click on the Organization dropdown menu and Select the school. Notice you can now checkmark the new school and uncheck the old, or, if you wish to have the student associated with both schools, check both boxes and press Save.
You will receive a confirmation message.
Click on the Register Students tab to continue.

34. Registering a Student in PearsonAccessnext
It is important that if a student has an IEP, 504, or EL plan you indicate that information on both the Register Students and Manage Student Tests pages
To Register your student be prepared with the student’s demographic information including accommodations:
Check the Registered checkbox (this action will open the registration page for this student).
Fill in the student’s demographic information. (e.g. if a student is an English language Learner (ELL) or a student with Disabilities be sure to complete the Programs section).
Press Save once you have indicated all student demographic information.
If you receive a Critical Warning, text on the page will change colors. Go back to those fields, enter the missing information, and press Save.
Your student is now Registered.

35. Registering a Student in PearsonAccessnext
(Register Student Screen Continued)
Click on the Manage Students Tests tab to continue.

36. Registering a Student in PearsonAccessnext
The Manage Student Tests tab manages the details for which test will be administered to the student.
Click on the Student field in order to add your student, then continue to fill out the required fields, such as Test, Organization, Test Format.
Note the Retest field should be set to No.
Notice that you will see each Test assigned for your student at the left hand column.
To un-assign a test for your student, click on the Test Name and uncheck the Assigned checkbox.
Press Save.

37. Registering a Student in PearsonAccessnext
For each Test Assigned, you will notice that the Personal Needs Profile fields will display here. The fields are listed in sections and follow the layout of the PNP File Layout.

38. Registering a Student in PearsonAccessnext
(PNP Continued)

39. Registering a Student in PearsonAccessnext
(PNP Continued)

40. Registering a Student in PearsonAccessnext
(PNP Continued)

41. Registering a Student in PearsonAccessnext
The General section is used by Pearson for scoring and reporting purposes. These fields will be filled out by the system once the student’s test is processed.
Click the Create button to save the Test Assignment.
If you receive any validation errors, you will need to correct them and click the Create button again.
You will then receive a green Success message and the Test assigned will now display at the left hand column under the student.
Click on Manage Classes to continue.

42. Registering a Student in PearsonAccessnext
The Manage Classes feature allows you to group students together.
Clicking on the Classes field will bring up a list of classes to select from or you may create a new class by selecting Create.
Fill in the Organization Name, for Class Type select “Assessment Session Location” , and for Assessment Session Location (the name of your class); press Save.
The Class is now an option you can select for your student.
Press Save.

43. Registering a Student in PearsonAccessnext
We have now successfully walked through the entire process. Click Exit Tasks now.

44. Edit or Delete a Student Record
Manually Search/Edit/Delete Student Registration through the PearsonAccessnext User Interface:
There are times when student profile information will need to be edited. If a student moves, his or her information will need to be deleted. These processes—editing and deleting— can be done in just a few steps.
To Delete a student record:
Search and select the student you wish to delete.
Select Delete Students from the Task menu and press Start.
Check the checkbox next to the student’s name and press Delete.
You will receive a message that the student record was deleted successfully.
To edit a student profile:
Search and select the student you wish to edit.
Select Create/Edit Student from the Task menu and press Start.
Select your student from the Students selection box and edit the student information.
Press Save.
The student’s information is now edited and saved.

45. Online Testing Management
We will now discuss Online Testing activities. These tasks can be practiced in the Training site at this time.
First we will cover creating a Session:
Go to the Testing tab and click Sessions.
From the Select Tasks pull-down menu select Create/Edit Sessions and click Start.

46. Online Testing Management
Complete the test session details by entering the Session Name and selecting the Organization (School or District) from dropdown menu.
Next, complete the Test & Form section. Select Test Assigned and choose the appropriate Practice Test from the dropdown.
Form Group Type to be set to “Main”.
If Precaching select Precaching Computer from drop down menu.
Then, enter Scheduled Start Date in Scheduling section.
Lab Location is not a required field but it is recommended to complete both.
Note: A test session will not be started until you click Start on the Session Details screen, regardless of the scheduled start date and time.
Finally add students assigned to this session, click Create.
Note: you can add individually by name or ID association or in bulk using the class option. To add students by class, select the Find by Class button and select the class containing the sample students you would like to add to the session. If you are creating a Read Aloud session, students will need to be in their own session.
Click Create to create the session. A confirmation message will be displayed once the session has been successfully created.
Alternatively, you can use the Student Registration Import process to auto-create your sessions. Please see the student registration import training for more information.

47. Online Testing Management
Once you have created the session, you can edit the session using the same Create/Edit Sessions task. Another important task is Precaching Test Content which is how you can download Test Content to your Proctor Caching machine. For more information on precaching, see the Proctor Caching and TestNav Configuration training modules.
From this screen, with the selected session, you can click to Go To Students in Sessions or from the Testing tab click Students in Sessions to continue.

48. Online Testing Management
In the Students in Sessions screen, you will see that our new Sample Session is already listed under the Session List area. You can click on the field to Add more sessions to the Session List. This will allow you to manage multiple sessions and switch between them easily.
You can also search for Students using the Search function. Note the filter for Find Students is set to search for students in the selected sessions. You can switch this filter to search for other students.

49. Online Testing Management
Clicking on the Sample Session in the Session List, will allow you manage the session.
Note the green Start button. Clicking this button will start the session. Once a session is started this button will change to a red Stop button.
The Download Resources menu allows you to open a new window or tab in your browser to view Seal Codes, Scheduled Sessions, and Student Testing Tickets.
The Update Cache button will begin the process of downloading test content to your Proctor Caching machine.
The Refresh button allows you to refresh content on the web page itself, if needed.
At the bottom of the screen the list of students in the selected session will display. Our sample student is displayed here with a Student Test Status of Ready. A Session Roster with a list of all of the students in the session is available under Reports.

50. Online Testing Management
When multiple sessions are added to the Session List, you can click Combined View to display all session details on one page. This allows you to easily monitor students and to start and stop all sessions at once.

51. Online Testing Management
The Selected Tasks menu will allow you to Mark selected students Complete and Resume them.
The Undo Student Test Submission is not available to most users and is usually reserved for Pearson and or State level users.
You can also Add, Remove, and Move selected students.
Manage Student Tests allows you to make changes to a selected student’s test assignment.

52. Additional Orders
The Additional Orders Process requires Add-on Roles to be assigned to the PearsonAccessnext User Account(s).
Request Additional Order Role - Allows a user to request additional orders in the system.
Approve Additional Order Role - Allows a user to approve additional orders in the system.
We will now cover the Additional Orders Process.
The Additional Orders Process requires Add-on Roles to be assigned to User Account(s).
The Request Additional Order Role allows a user to request additional orders in the system.
The Approve Additional Order Role allows a user to approve additional orders in the system.

53. Requesting an Additional Order
Select the appropriate Administration at the top of the screen and organization if needed.
To begin the process of requesting an Additional Order, first select the appropriate Administration at the top of the screen. You may want to change your organization if needed.

54. Requesting an Additional Order
Under the Setup, select Orders and Shipment Tracking.
Under the Setup menu, select Orders and Shipment Tracking.

55. Requesting an Additional Order
Under the Select Tasks dropdown menu check Create/Edit Orders.
Check Create/Edit Orders under the Select Tasks dropdown menu and then click the Start button.

56. Requesting an Additional Order
Fill out the Details and Ship To sections.
Fill out the Details and Ship to sections that appear on the Create/Edit Orders screen.

57. Requesting an Additional Order
Next click the Edit button that is located on the lower part of this screen.
On the lower right corner of the screen, click the Edit button to bring up a list of materials.

58. Requesting an Additional Order
Fill out the Materials Order screen.
When complete click the X button in the upper right hand corner.
Fill out the Materials Order screen. When complete, click the X button in the upper right hand corner.
Please note that all Test Material (Test Booklets and Answer Documents) are available in packages of 5 only. When entering an Additional Order, please ensure that the correct quantity of packages is entered, and not the total students. For example, if 13 Test booklets are required, enter 3 packages of 5.
Accommodated materials are packaged in kits: Large Print Test Kits, Braille Test Kits, and Read-Aloud Test kits. Order one accommodated kit per student.

59. Requesting an Additional Order
Click the Create button once you have reviewed that all your requested items are listed.
Review your requested items. Ensure that your quantity ordered is correct as materials ship in packs of five. Click the Create button once you have reviewed that all your requested items are listed correctly.

60. Additional Order - Status
The Additional Order will now be listed as “submitted” on the Orders & Shipment Tracking screen.
The Additional Order will now be listed as “submitted” on the Orders & Shipment Tracking screen. This order is now ready for approval. Check back to see the updated status of your order.
You may see the status change to: Rejected, if the order was rejected. Processing, if the order was approved and in the process of preparing for shipment and packing. In Transit – material is in transit to be delivered. And Delivered means that materials have been delivered.
Once an Additional Order has been placed, the person who submitted the order will receive an stating that an Additional Order has been created. This will not list quantities or items ordered.

61. Approving an Additional Order
Use the Find Orders field to find orders submitted. Select Search.
To search for orders needing approval, use the Find Orders Placed or Updated in field. This is a drop down menu from where you can select: Last week, Last two weeks, Last 30 days, Last 60 days, Last 180 days or Show all results.
Select your choice, click the Search button.

62. Approving an Additional Order
Under the Select Tasks dropdown menu check Approve Orders.
Click the box to the left of the order(s) you wish to approve, go to Tasks and click the drop down arrow and check Approve Orders, click Start.
You may approve orders individually or as multiple orders in a submitted status.

63. Approving an Additional Order
To view order details, click the blue “i” next to the order number.
All additional orders will be shipped via UPS Ground. The release date may remain blank for immediate approval and processing of the order. Allow 3-5 business days after an order is approved for receipt of the material.
Any expedited material shipping requests must go through Customer Service.
Please note that if a "Requested Date" is entered for a future date beyond the 3-5 business days, that order will be processed by Pearson to be received on that requested date. 
To approve the order, select Approve.
Note: Once an order is approved it cannot be cancelled or rejected in PearsonAccessnext.

64. Tracking an Additional Order
Use the Find Orders field to find orders. Select Search.
To track an additional order, go to Orders & Shipment Tracking and use the Find Orders field to search for orders. You can further filter based on submitted, processing or delivered status. Click the blue “i” next to the order to bring up the Order Details screen.

65. Tracking an Additional Order
Select the Shipment tab to locate the Tracking Number.
The order details screen will appear. Click on the Shipments tab for shipment tracking information for an order.

66. Test your knowledge: What does the PBT acronym stand for?
Paper Basic Testing
Prepare Both Tests
Paper-Based Test
Prepare Basic Testing
Which document helps you determine which roles your staff will need to be assigned when creating user accounts?
User Role Matrix
User File Field Definitions
Organization Field Definitions
User File Sample Layout
Which Add-on Role is required in order to resolve Student Critical Warnings?
Enrollment Role
Student Data Role
Sensitive Data Role
Organization Data Role
On the home page of PearsonAccessnext, which dropdown menu selection do you go to add/edit student information?
Setup > Students
Setup > Classes
Setup > Organization
Setup > User
Do user accounts in PearsonAccessnext require an Add-on Role?
Yes No
On the home page of PearsonAccessnext, which dropdown menu selection do you go to import a large data file (Organization, User, or Student registration) for processing?
Setup > Import/Export Data

67. Resources – Support Page
Within PearsonAccessnext, there are multiple resources available that you can access through the Support page.
The Support page provides a range of support options, including sections for Resources Categories, Top Resources, and Frequently Asked Questions (FAQs). These documents are searchable by keywords. You can also find information about how to contact PARCC Support if you have a question. Resources are organized by category, such as Manuals and Documents, Training, and more.

68. Resources – Training Center
From the PARCC site, select Training Center.
Select Sign In.
Enter your User ID and password, and then click Sign In to go to the Training Center.
NOTE: A separate User ID and password is required to access the Training Center; contact your LEA Test Coordinator if you have not received a login.
The PearsonAccessnext Training Center allows you to practice without affecting the “live” data for paper testing activities. For instance, LEA/District Test Coordinators can create sample students or practice placing an additional order.
The Training Center is found at:
Select Training from the Select Your Program pull-down menu. Notice that the Training Center has a brown theme, while the production site has a blue theme.
NOTE: If your current PearsonAccessnext user ID and password is configured for the training site, you may gain access to perform training site activities. If you do not have an account, please contact your State or LEA/District Test Coordinator to create a new user account.

69. Support: PARCC Support
Contact PARCC Support for assistance with:
Navigating PearsonAccessnext
Navigating the Training Center
Managing Student Registration Data
Setting up test units
Managing user IDs and passwords
Accessing resources
Setting up proctor caching
Submitting additional orders
Inquiring about shipments
Many resources are available online. PARCC Support can be reached toll free Monday through Friday from 5:00 am through 7:00 pm, Central Time, at You may also send an to You can contact PARCC Support for assistance with:
Navigating PearsonAccessnext
Navigating the Training Center
Managing Student Registration Data
Setting up test sessions
Managing user IDs and passwords
Accessing resources
Setting up proctor caching
Submitting additional orders
Inquiring about shipments
Online Support and Resources:
Call Toll Free: (5:00 am – 7:00 pm CT, Mon. –Fri.)

70. Support: State or LEA Support
Contact your State or LEA Test Coordinator for assistance with:
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
You may also contact your State or LEA/District Test Coordinator for assistance with the following:
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

71. Thank you
We have discussed the functionality of PearsonAccessnext by reviewing the steps on how to create and manage staff accounts and how to import and manage student registration in PearsonAccessnext. This concludes the PearsonAccessnext Training module. Thank you!

72. Commonly Used PARCC Acronyms
Name
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 LP
Large Print
PARCC
Partnership for Assessment of
Readiness for College and
Careers
Acronym
Name
PBA
Performance-Based Assessment
PBT
Paper-Based Test
SRF
Student Registration File
STC
School Test Coordinator TA
Test Administrator
TAM
Test Administrator Manual
TCM
Test Coordinator Manual
Please review these acronyms and become familiar with these commonly used terms.
The most common acronyms used in this presentation are:
“PBT,” which refers to Paper-Based Test
“PBA” which refers to Performance-Based Assessment,
“EOY,” for End of Year Assessment
“ELA/L” for English Language Arts/Literacy
Roles such as Test Administrator and School Test Coordinator will be represented by acronyms such as “TA,” and “STC”.