American Diploma Project Administrative Site Training

Getting Help FAQs Support Center M-F, 6:00 a.m. - 7:30 p.m., Central Time

Hardware and Software Equal Functionality in both Windows and Macintosh environments Hardware and software recommendations are listed in PearsonAccess Technology Guidelines: Recommended Hardware and Software

Logging in to the ADP Site Account Creation is sent to you with login instructions and a hyperlink Click on hyperlink to open initial login page Read and accept Confidentiality Agreement Set new password Logging In Navigate to in your browser Click Log into PearsonAccess Enter user name and password and click Login You have only two chances to enter the correct User Name and Password on the login screen On the third unsuccessful login attempt, your account will be locked.

To Reset Your Password Navigate to the Login Screen Click on Reset your password Link Enter your user name and address, and then click Reset Password An containing instructions on how to set up a new password will be sent to your address Resetting Your Password

Becoming Familiar with Screen Layouts Global navigation links Tabs and subtabs (bold white text shows the current screen) “Breadcrumbs” show the navigation path to the current screen Test administration name Current organization

Your Account To reset your password Click Reset Password Enter the old and new password Click Save Password Expiration PearsonAccess will periodically expire your password You will be notified on login that your password is pending expiration Pearson recommends you change your password when notified at login If your password expires before it is reset you will need to have it reset in order to log in to the system Edit Name or Address Click Edit, make the changes, and then click Save

Administrative Management User Accounts A user account is the primary method for controlling access to the system and maintaining security of data A user is an educator, test administrator, teacher, or other person who has been given a PearsonAccess user account Viewing User Accounts Go to Administrative Management > View User Accounts The View User Accounts screen shows a list of user accounts that you can view and edit. The accounts you see are based on your own user role and on the organization that is listed in the Current Organization field.

Administrative Management About User Accounts What are “roles”? When user accounts are created, the user is assigned one or more roles, such as District Test Coordinator, School Test Coordinator, etc. Each role has a set of permissions associated with it. How do I know which permissions are associated with a role? See the User Roles and Permissions document in the User Documentation area of the Support page in the secure site. What does “locked” or “unlocked” in the Status column mean? A locked account prohibits the user from logging in to the system. An unlocked account means that the user can log in to the system.

Administrative Management Creating New User Accounts Go to Administrative Management > View User Accounts Click New User to go to the New User Account screen Enter the required demographic information As an option, you can specify an account Start Date and End Date. If you choose this option, the user can log in only during the specified time frame. Note: A user account will expire at 1:00 a.m. on the End Date. Select a user role (or roles) for the new user Select an organization (or organizations) for the new user You can select organizations at different levels of the hierarchy Click Save After you click Save, a notification is automatically sent to that user’s address

Administrative Management Viewing or editing a user account Click on a user ID in the User ID column on the View User Accounts screen to go to that user’s User Account Details screen. Click Edit to make changes to the user account. Click Save to save the changes Each role has a set of permissions associated with it. Locking or unlocking a user account Select the check box for the user on the View User Accounts screen. Click Mark User As Select “locked” or “unlocked” in the drop-down list. Click “Yes” on the Confirmation screen. Resetting a user password Select the check box for the user. Click Reset Password After you reset a user’s password, an notification is sent to that user. The contains instructions for defining a new password

Organizations Definition Is an entity in the organizational hierarchy State, district, or school To view your organization details Click on Organizations->View Organization-> Click on your organization name Contacts Personnel designated to serve as the point of contact between the organization and Pearson To view contact details Click the Contacts tab to go to the Contacts screen Click the contact’s name to go to the Contact Details screen To edit contact details, contact your state contact or Pearson.

Student Data Definition of Student Data Student data refers to student demographic data and other test-related information about individual students. Student data must be uploaded or entered into the system before students can be registered for a test, receive a pre-ID student label, or have results be reported

Student Data – Student Data File Submission Send Student Data Student data are submitted to the system by uploading a student data file Before you submit a file, make sure that your file meets the data file requirements Sending a student data file Go to Student Data > Student Data File Submission. Click Browse to locate the student data file on your computer. Select the file by highlighting it. Click Send Student File to submit the selected file.

Student Data – Student Data File Submission Checking the upload status of a submitted file The Upload Status section of the screen displays the processing status of submitted files. Processing = File still being processed. Complete = File was successfully uploaded. Complete With Problems = Problems were detected during processing. Rejected = Although the data were entered according to the file layout requirements, there is an additional problem with the file. The processing status typically is displayed within 24 hours of submitting the file. To view file details Click on the message in the Messages column to go to File Details. Review the file details. Click the “+” in the Data Problems area for a description of any errors. Use this information to fix the student data file, and then resubmit the file. Only the first 100 data problems encountered in the submitted file are displayed on the screen. To view all data problems encountered in the submitted file, click Export to Excel.

Student Data – Student Data Information Viewing and editing student data Go to Student Data > Student Data Information. Select the View By mode. View By: Students When you select “View By: Students” you will be prompted to search. To view all students, select the “Show All Students” checkbox and then click Search. To search for an individual student, enter search criteria and then click Search. (You must enter or select at least one search field.) View By: Schools Click the school name to see students in that school. To edit a student’s master record Click on the student name on the Student Data Information screen to go to the Student Details screen. Click Edit to make changes to the Student Master Record, and then click Save.

Student Data – Student Data Information Manually adding a student Go to Student Data > Student Data Information. Click New Student. Follow the New Student Wizard to create and register the student. Deleting a student Go to Student Data > Student Data Information. Select the check box for the student, and then click Delete. A student cannot be deleted if the student already is registered and assigned to a test. We recommend not deleting students. If you receive a pre-ID label for a student not taking the test, please shred the label.

Test Setup Primary test setup activities Participation counts are used for ordering test materials. The state will provide your participation counts for you. The Enter Administration Details screen is used to verify testing dates to ensure materials are delivered on time. The state will set the testing dates for you. The Orders screen is used to order additional materials after the participation count window is closed. Please use the Additional Orders if your school will be ordering retake materials.

Test Setup - Orders Orders Functionality You use Orders to order additional paper materials (short shipments, missing materials, etc.). You can also check on the status of existing orders and track order shipments. The main method for ordering materials is by entering participation counts during test setup (see Test Setup > Participation Counts). (The state will provide the participation counts for you. Use the Order function only if you need more materials than originally ordered or if you have a task order and purchase order in place with Pearson to order retakes. Material orders can be restricted by date and time. Only materials that can be ordered within the date and time established for additional orders will be displayed online for ordering.

Test Setup - Orders To View Orders Click the Orders link in the navigation bar at the top of the screen to go to the Orders screen To View an Individual Order Click the order name in the Order column to view the items ordered. Click the Shipping Details tab to view shipping information. Click View in the Shipment column to view shipment information. If the order has not yet been approved, you will see limited shipping details. If the order has been approved and shipped, click on a tracking number in the Tracking Number column to go to the shipper’s tracking page. Click the Shipment Confirmation tab to view confirmation information (if the order has been shipped and received). Click Edit to enter a shipment receipt data and to indicate whether there was a problem with the shipment.

Test Setup - Orders Ordering additional materials Click Order Additional Materials to go to the Order Additional Materials screen. Enter (or verify) the required shipping information, and then click Next. Enter a quantity in the Quantity column for each type of test material that you want to order, and then click Next. Review the order, and then click Submit Order to submit the order. You will see a message confirming that your order was submitted.

Test Setup - Orders Viewing reports of order activity Click Reports on the Orders screen and select a report from the drop-down list. Tracking shipments to Pearson Select “View By: Shipments to Pearson” on the Orders screen. Click a tracking number in the Tracking Number column to go to the shipper’s tracking page. The shipper’s tracking page will open in a new browser window.

Test Management Primary test management activities Student registration is used for registering students (for paper and online testing) and generating pre-ID labels (for paper testing). All students who are testing should be registered. Students included in the student data upload are automatically registered. Managing test sessions is used during online testing for creating, viewing, starting, monitoring, and stopping online test sessions. Resolving student test alerts is used for resolving data problems that are discovered during the scanning process (for paper testing). The state will resolve student test alerts for you but may ask for your assistance with the process.

Test Management – Resolving Student Test Alerts Types of Alerts Unmatched Test Attempt Alerts. This is typically due to the student not matching a unique student in the system. This could occur if a student is not included in the Student Data Upload (SDU) file or if records in the SDU file submitted by the school or district did not load into the PearsonAccess system. Invalid Student Attributes Alerts. If you did not use pre-ID labels, it is possible that the demographic information students gridded (last name, first name, date-of-birth, gender, or grade) does not match their student record in PearsonAccess. No Student Registration and No Test Assignment Alerts. This typically happens if a student was manually entered into the system but was not registered to the administration. This can also happen if a student is registered but does not have a class or test assigned. Viewing and Resolving Alerts Log into PearsonAccess ( Select Test Management at the top of the screen. Select Resolve Student Test Alerts.

Test Results Published Reports Published reports are pre-generated reports and data extracts available for viewing, download, and printing. To view a published report Go to Test Results > Published Reports to see a list of available reports. Select the View By radio button. Click the Organization Name to see a list of reports for that organization. Click the Report Name to view the report.

Questions?