2014 CMAS PearsonAccess Training for SACs February 28, 2014

Agenda TestNav 8 Testing Engine, Tools and Accommodated Forms PearsonAccess Overview for SACs o PearsonAccess User Roles o User Accounts o Logging In o Training Site o PearsonAccess Navigation o Student Data o PearsonAccess Test Sessions o Make Up Testing o Proctor Caching Test Content o Additional Orders Support/Resources Available Questions You can watch the complete webinar on the Support tab of PearsonAccess at your own page OR read the PA manual —will be a requirement in the CMAS SAC Assurance

PearsonAccess Overview for SACs

PearsonAccess - Overview PearsonAccess is a comprehensive test management system To access PearsonAccess go to: then select Coloradowww.pearsonaccess.com One portal for resources, student information, PearsonAccess test sessions, online testing and score entry LIVE SITE blue TRAINING SITE brown

PearsonAccess – Support Tab No login required

PearsonAccess - Training Site The PearsonAccess Training Site for the Colorado Program allows you to practice without affecting “live” data for paper and online testing activities. Sample students can be created

PearsonAccess Navigation

PearsonAccess - Navigation Global navigation links appear on the top of every screen.

PearsonAccess - Navigation Tabs and sub tabs allow you to navigate quickly to specific screens

PearsonAccess - Navigation “Breadcrumbs” show the navigation path to the screen

PearsonAccess - Navigation To change the test administration, click on the Change link. The administration change will apply to all screens.

Help offers context-specific support. Click to close the Help window. PearsonAccess - Navigation: Help

PearsonAccess - Navigation: Search When locating student or testing data, use the Search function to make your search more targeted. Click Hide Search to close it. Filtering the data makes your navigation through the system more efficient.

Pearson Access - Navigation: Organization Click on the change organization link to view a different organization’s data within the same administration. Examples of organizations are districts and school. The organization change will apply to all screens

PearsonAccess User Roles

User Role Matrix Each CSI school’s SAC has been assigned the SAC & SE roles in PearsonAccess. Each STC has been assigned the TC role.

Access to PearsonAccess is role-based DAC will Create New User Accounts and Assign Roles for DTCs, SACs and Student Enrollment SAC will Create New User Accounts and Assign Roles for CMAS Test Administrators and CoAlt Test Examiners DACs and SACs will manage the User Accounts they set up, this includes: o Manage Expired/Locked Accounts o Update Roles PearsonAccess User Accounts

To view and access current user accounts Log in to PearsonAccess Administrative Management > View User Accounts PearsonAccess User Accounts

View and verify user accounts Export to user account file to Excel or view individual user accounts within PearsonAccess: User ID Name Address Roles Organizations (schools) Status Deleted Viewing PearsonAccess User Accounts

Create a New Individual User Account Go to Administrative Management > View User Accounts. Click New User to go to the New User Account screen. Creating PearsonAccess User Accounts

Create a New Individual User Account (for few staff) Enter the required fields. Select a user role (or roles) for the new user. Select an organization (or organizations) for the new user. Click Save. After you click Save, a notification is sent automatically to that user’s address. The contains a link to the login screen where the new user can choose a password and enter the site. Creating PearsonAccess User Accounts

Send User Account Files (for many staff) Go to Administrative Management > Send User Account File. Click Browse to select the user account file saved on your computer or local network to be uploaded. Sending PearsonAccess User Account Files

Sending User Account Files Click Send to submit the selected file. The PearsonAccess User Load Template is an Excel file that can be used as a template to upload data. The PearsonAccess User Load Template and Layout documents can be found on PearsonAccess > Support > Templates. PearsonAccess User Accounts

Sending User Account Files If an address is provided, an notification will be sent to you when processing is complete. The will detail the status of the uploaded file and provide you with a link to the PearsonAccess website so you can review the file upload details. The User will also receive an directing the new User to log in to PearsonAccess and provide a password. PearsonAccess User Accounts

School Assessment Coordinators (SACs) permissions include: Creating user IDs for CMAS Test Administrators and CoAlt Test Examiners Creating PearsonAccess test sessions and teacher assignments Selecting proctor caching servers when setting up PearsonAccess test sessions (CMAS only) Printing Student Authorization Tickets and Seal Codes (CMAS only) Monitoring test administration sessions within PearsonAccess PearsonAccess User Roles (SACs)

Student Enrollment permissions include: Managing student enrollment data Ensuring that all students are uploaded to PearsonAccess and that demographic information is correct If the SAC is also serving as the SE, the SAC should work with your school’s data submissions contact to ensure accuracy in both PearsonAccess and your SIS. PearsonAccess User Roles (Student Enrollment)

PearsonAccess User Roles (TC) District Technology Coordinator permissions include: Site Readiness When you see “DTC” in PearsonAccess, it typically refers to CSI schools’ School Technology Coordinators (STC) STCs work closely with SACs to verify schools are ready for online testing STC is responsible for setting up student computers and testing environments for computer-based testing. STCs must verify that all student workstations meet minimum requirements for test delivery and that all third party software dependencies and the updated versions of software have been installed. Link to Site Readiness:

PearsonAccess User Roles (TC) Technology Coordinator permissions also include: Configuring TestNav and Proctor Caching STCs will set up TestNav student response file backup locations. STCs complete proctor caching server configuration in advance of the assessment window.

CMAS Test Administrators permissions include: Ability to administer the ePATs Proctor caching test content Starting and stopping test sessions Administering the CMAS and managing PearsonAccess test sessions Checking student test status Marking test complete PearsonAccess User Roles (CMAS Test Administrators)

CoAlt Test Examiners permissions include: Entering IEP information Entering student scores in PearsonAccess PearsonAccess User Roles (CoAlt Test Examiners)

CoAlt Score Entry Role The interface dynamically changes to display only functions for which the user is authorized. CMAS Test Administrator Role Roles-based Access

PearsonAccess Student Data Student Data Upload (SDU)

Student data has been provided by CDE and available in PearsonAccess Schools are responsible to verify in PearsonAccess that student data is correct –Check # of students –Check students that have had updates to demographics after mid-January PearsonAccess Student Data

The SDU process allows schools and districts to load and update large groups of students in a single upload file. The SDU template and file layout documentation are available on the Support tab within PearsonAccess. For detailed directions regarding the SDU process, please see the PearsonAccess User’s Guide on the Support tab within PearsonAccess. PearsonAccess Student Data Upload (SDU) Process

Schools may complete the following activities by submitting SDU files: 1.Submit initial orders for paper documents (update participation counts) (by March 14)  Paper test books for accommodations  Braille and Large Print  Scripts  Test Administration Manuals  CoAlt materials 2.Create group names (testing groups) for Test Assignments (before testing) 3.Provide accommodations information (by May 2) 4.Update demographics (by May 2) 5.Add and/or release students (by May 2) PearsonAccess Student Data Upload (SDU) Process

SDU Resources PearsonAccess >Support > Templates SDU File Layout SDU File Template SDU Directions & Template SDU File Template Student Data Upload (SDU) Layout

SDU Layout 1.Upload SDU with CMAS Accommodations, CMAS Scripts, and CoAlt Accommodations filled in by 3/14. (Use TCAP Accommodation Form as starting point.) 2.Upload SDU with Group Name filled in BEFORE creating testing sessions in PearsonAccess.

CMAS Procedures Manual Manual provides information about accommodations. Appropriate administration of the accommodations will be forthcoming from CDE/PearsonAccess.

Follow the instructions in Registration File & SDU Directions file. Use PearsonAccess User Manual (found in Manuals subtab) as necessary Update SDU by 3/14/14 Remove students from Default group Add accommodations to file Update student demographics Add/release students

Create Groups (complete by 3/14) All students are uploaded to PearsonAccess using a “Default Group” name. Default groups can be updated to match existing class, period or roster groups to simplify Test Session creation and tracking. Default group should be updated before test sessions are built. Once students are in test sessions, students must be manually removed from the test session before the Default Group name can be updated. To update Groups and Group Names: Download the Registration File o Set Delete Flag to “D” and upload the updated file through on the Send Student Data page in Pearson Access. o Update Group Name, remove the Delete flag and upload the updated file through on the Send Student Data page in Pearson Access. See “Requesting a Registration File” and “Sending Student Data” in the PearsonAccess User Guide. Student Data Layout and Template documents can be found on PearsonAccess > Support > Resources > Templates.

Schools may submit initial paper orders (update participation counts) through March 14, 2014 SDUs need to be uploaded by March 14, 2014 for initial orders Secure additional orders will be accepted via the Additional Order Process in Pearson Access from 4/1/14 – 4/29/14 Non-secure additional orders will be accepted via the Additional Order Process in Pearson Access from 4/1/14 – 5/6/14 PearsonAccess Student Data Upload (SDU) Process

Accommodations and Accommodated Forms

Making Accommodated Selections in PearsonAccess Accommodated selections can be made on student-by- student basis by DACs and the SE role within PearsonAccess using the steps outline below. Go to Test Management > Register Students. To view all students, select the Show All Students check box 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; the more specific the criteria, the more focused the search will be. Select a student. Click the name of the student. Click Edit and make the changes. Click Save.

Selecting Accommodated Forms Override Text to Speech Color Contrast Text to Speech & Color Contrast Oral Script 1)Before testing select Form Override 2)Select Appropriate Accommodated Form Group Type from menu 3)Select the default accommodated form and provide a short reason

Click on Test Management tab Click on Register Students sub tab Click on Request Registration File Click Yes-Continue with Request Request Registration File of Enrolled Students

Updates can be made through the SDU process Refer to the Student Data Upload document for detailed information on each field included in the SDU file. Leave header row in Submit as a.csv or.txt file Complete an SDU

Click on Student Data tab Click on Send Student Data sub tab Submit an SDU File

Click Browse to find the.csv or.txt file Select the Test Administration Click Send Submit an SDU File

Complete: all records were loaded Rejected o Verify that file is in.csv or.txt format o Change format and resubmit o Correct errors and resubmit Review Status of an SDU File

Provide Accommodations Information The SAC or the Student Enrollment designee provides the required accommodations information as outlined in the SDU layout. Review accommodations in the Registration Student Data File (RSDU). Update accommodations information within the SDU file. Load the file to Pearson Access See “Requesting a Registration File” and “Sending Student Data” in the PearsonAccess User Guide. Student Data Layout and Template documents can be found on PearsonAccess > Support > Resources > Templates.

Update Demographics The DAC or the Student Enrollment designee verifies demographic information. Review demographics in the Registration Student Data File (RSDU). Update demographic information within the SDU file. Load the file to Pearson Access See “Requesting a Registration File” and “Sending Student Data” in the PearsonAccess User Guide. Student Data Layout and Template documents can be found on PearsonAccess > Support > Resources > Templates.

Add a New Student A student is not in the original CDE SDU load, the district needs to register the new student and assign to a test session: Download Registration File from PearsonAccess, append student to the Registration file and upload through the Send Student Data page OR Upload SDU file that (only) contains the new student. See Requesting a Registration File, Sending Student Data and Adding a New Student sections in the PearsonAccess User Guide. Student Data Layout and Template documents can be found on PearsonAccess > Support > Resources > Templates.

Release a Student When a student leaves your district (CSI) for another district, follow these steps to ensure the receiving district can register and test the student. Ensure the student is not in a test session. Once students are in test sessions, students must be manually removed from the test session before the Default Group name can be updated. To release a student: o Download the Registration File o Set Delete Flag to “D” for the student and upload the updated file through on the Send Student Data page in Pearson Access. See “Requesting a Registration File” and “Sending Student Data” in the PearsonAccess User Guide. Student Data Layout and Template documents can be found on PearsonAccess > Support > Resources > Templates.

PearsonAccess Student Data Updates within PearsonAccess

Creating PearsonAccess Test Sessions DAC, SAC and Student Enrollment

Creating a PearsonAccess Test Session A virtual grouping of students by grade level and content area. Students must be placed in a scheduled test session before they can log in to a test. Select Test Management tab > Manage Test Sessions Click New Session to create a new test session Create sessions at least one week before testing window

Creating a PearsonAccess Test Session Enter the session information displayed on the Session Details screen Select to View By Groups radio button to add students to the session

Test Session Details The Test Session Details screen displays each session’s status, assigned test, start time and assigned students Session start time is a guideline for planning and is not enforced by the online testing system

Moving Students into Test Sessions To move or add students to a testing session within PearsonAccess, click Add Students

Moving Students into Test Sessions Select to View By Groups or Students radio button to add students to the session Place a check next to those students to add or move the student into the session and click Add to Session

Typically, student registration occurs when a student data file is submitted to the system. If student data is entered manually (i.e.,: not by submitting a student data file), or if student registration information is not included in the student data file, then the student will need to be registered. To register students manually: 1.Student must be enrolled in one or more schools 2.The student must be registered for a test administration 3.Once registered, assign the student to a group 4.Assign the student to a test Student Registration

PearsonAccess Student Data Adding Students DACs and Student Enrollment

New Student Wizard Adding a New Student With the new student wizard users can: add a new student to the database. (DAC and Student Enrollment) enroll the student in a test. (DAC, Student Enrollment or SAC) register the student for a test. (DAC, Student Enrollment or SAC)

New Student Wizard Adding a New Student To add a new student, follow the step-by-step instructions. In four steps you can add the required student data to the system so that the student is ready to test. If you exit the wizard before completing all four steps, the wizard will walk you through the remaining steps when you are ready. You can exit the wizard at any time, and the system will retain the last saved activity.

New Student Wizard

Adding a New Student (continued) 1.Go to Student Data > Student Data Information. 2.Select the Students option button. 3.Click New Student. 4.Enter the required information to create the student, and then click Save and Next. 5.Enter the required information to register the student for a test administration, and then click Save and Next. 6.The student is now registered for testing in the selected test administration. 7.To register the student in a group, select the group or create a new group, and then click Save and Next. 8.The student is added to the group. Select the test the student will take and then click Save and Exit. 9.The student is now successfully enrolled and registered to test.

Student Authorization Tickets DAC, SAC, and Test Administrator

Student Authorization Tickets Student Authorization Tickets provide students with the information required to log into their test. Students type into a web browserhttps://co.testnav.com Students enter Username and Test Code SAC Print Student Authorization tickets and Seal Codes located in each PearsonAccess test session On the day students take the online test, distribute tickets and Seal Codes to Test Administrators Collect Student Authorization Tickets after testing

Student Authorization Tickets Click on Authorizations > Student Authorizations to create a PDF document that has each student’s testing credentials Multiple printing options for Student Authorization Tickets

Student Authorization Tickets Username: Test Code:

Seal Codes DAC, SAC, and Test Administrator

Seal Codes When students are ready to “unseal” a sealed test section, provide the Seal Code for that section only. Seal Codes apply only to sealed test sections. Each test contains 3 sealed test sections. Seal Codes must be used in the order they are printed. Seal Codes become invalid as soon as the test session is stopped. (A new test session requires new Seal Codes.)

Seal Codes To print Seal Codes go to Session Details > Authorizations and click on Seal Codes from the drop down.

Seal Codes

Proctor Caching Test Content and Administering Assessments DAC, SAC, Technology Coordinator, and Test Administrator

Proctor Cache Test Content – Test Administrators Step 1 Test Administrators click on the Proctor Caching button to begin the caching process. (DACs, SACs, and Technology Coordinators also have the ability Proctor Cache if needed.)

Proctor Caching Test Content Step 2: Proctor Cache The test forms to be cached for the test session will display. Click the Next button to begin caching.

Starting a PearsonAccess Test Session To start a session click Start Test sessions status shows as either Started or Not Started

Students Log In to TestNav Once the test session is started students launch a browser and enter the TestNav address provided in the Student Authorization Ticket When TestNav loads students enter the Username and Test Code provided in the Student Authorization Ticket Test Code Username

TestNav Testing Engine TestNav Welcome page

TestNav Testing Engine Section 1 Seal Code Entry

TestNav Testing Engine Section 2 Seal Code Entry

TestNav Testing Engine Section 3 Seal Code Entry

TestNav Testing Engine Sample Item

TestNav Testing Engine Navigation Flag Items and Review Tools User Menu Constructed Response Tools

Student Status Each student has their own status indicator

Monitoring Test Sessions Monitor the status of students in the session. To refresh a student’s testing status: Click the Refresh icon in the Status column of the student list on the Session Details screen to refresh the student’s status.

View Student Progress A Test Administrator can view a student’s progress to determine if all questions have been answered Click on View Progress to view the student’s progress in the test

PearsonAccess Test Session Security Test sessions have multiple levels of security controls Session level security allows you to start/stop the entire test session to control access Student level security allows you to control access on a student level when the session is started

Resuming a Student If a student has exited a test they must be Resumed before they can log back into the test The student status is Exited Select the checkbox next to the student’s name Click Resume Test, Confirm you want to resume the test

Mark Test Complete A student may be manually marked complete if they are finished testing but did not submit their test. Do not mark a test complete unless a student has completed the test or will not be returning to finish the test. Select the checkbox next to the student’s name and click Mark Test Complete.

Mark Test Complete Select the choice to use the same reason for all students, or use a different reason for each student Enter the Reason and click Save

Stopping a Test Session All test sessions must be Stopped at the end of a test administration All students in a session must be in Completed or Marked Complete status Click on Stop to stop the test session

Option 3 Student completes missed test section in a make-up session, then rejoins the original testing group for remaining sections. Option 2 Student tests missed section while the original testing group tests next section. Make-Up Testing Option 1 - Recommended Student remains in the original test session and completes the missed test section in advance of re-joining original (physical) testing group. Several options are available to manage make-up testing:

Make Up Testing

Removing or Moving Students from PearsonAccess Test Sessions Click the check box next to the student to be moved to a different session, or removed. Click Remove or Move Select Yes to confirm or No to cancel the action The Students Not Assigned to Session Report is available on the Manage Test Sessions screen.

CoAlt Score Entry Score Entry

Manage Teacher Assignments Online Score Entry

Assigning a Teacher to a Assigned Student Select the Assigned Students option button. Select a student(s) and then click Assign Teacher. Select a teacher from the drop-down and click Save.

Removing a Teacher from an Assigned Student Select the Assigned Students option button. Select a student(s) and then click Remove Teacher. Click Yes-Continue with Removal.

Assigning a Subject to an Assigned Student Select the Assigned Students option button. Select a student(s) and then click Assign Subject. Select the subject and click Assign Subjects.

Removing a Subject from an Assigned Student Select the Assigned Students option button. Select a student(s) and then click Remove Subject. Click Yes-Continue with Removal.

Additional Ordering SACs

How to Place an Order Click on Test Setup tab Click on Order Additional Materials and Tracking sub tab

How to Place an Order Click on Order Additional Materials

How to Place an Order Complete Shipping Information Verify Address, , and Phone. Enter Date Needed, Shipment Reason, and any Special Instructions Click Next Date Needed is the requested delivery date

Enter the Quantity of materials needed Click Next How to Place an Order

Review Order Click Submit Order How to Place an Order

Each box in the shipment can be tracked separately Click on a box’s Tracking Number to see the shipping vendor’s tracking information Tracking Shipments

Support Support Page on PearsonAccess Chat Feature Toll Free Phone Support  Support

Questions