PearsonAccess GHSGT Participation Counts and User Accounts July 22, 23, and 28, 2009

PearsonAccess – GHSGT Agenda Single Login Resource Materials User Accounts Contact Information (Profile) Authorizations Add Schools/Delete Schools/Change School Name Participation Counts (Enrollment) Additional Orders Order Tracking

Training Center

Georgia Landing Page

Login Page If you forget your password

Resource Materials

Click on User Documentation

User Guide and User Roles

PearsonAccess Landing Page Administrative Management

Click on View User Accounts to view current users or to add new users

Add a New User

Authorizations – User Roles Proctors/Examiners – online testing – Reset own password – View, add, delete, edit sessions – Student authorization tickets – Seal codes – Start/Stop Sessions – Resume test – Mark test complete – View student

Authorizations – User Roles School Coordinators (Proctor roles with the addition of the below) – Edit own user account and others at a same level or at Proctor/Examiner level – Reset password at same level or at Proctor/Examiner level – View organization – View participation in a test administration – View administration details – Online testing – add, view, edit, delete sessions – Add/Remove students from session – View published reports

Authorizations – User Roles System Coordinators (School Coordinator and Proctor roles plus) – Export/Send user account file – Add contacts – Delete contacts – View/edit participation counts – View summary of participation counts – Submit student data upload files – Order additional materials – View/track initial shipment and additional orders

Ability to Add Multiple Users

Example of User Upload List Note: the file must be in a csv format to upload to PearsonAccess

Upload User File

View Organization (System/School)

Click on System Name

Test Administration

Responsibilities Mailing and Shipping Address

Add/Delete/Change School Name Click on View Organizations

Add a New School Click on New Organization Click on School to view all schools

Add a New School Enter State School Code (3 digit System Code, 4 digit School Code)

Delete a School To delete a school, click on the box to the left of the school name and then click Delete

Change a School Name Click on Edit and update the School Name

Click on Save You may also mark a school as closed

Participation (enrollments)

Status of Participation Counts

Enter Participation Counts

Complete Participation Counts To complete participation counts

To Continue Entering Counts

Summary of Counts

Participation Counts – Summary Item can be entered and updated until the day the window closes

Order Additional Materials & Tracking

Ordering Additional Materials Click on the order to obtain tracking information

Order Status and Tracking Ability to track shipments, both initial distribution and additional orders

Implementation Schedule Winter GHSGT Participation/Enrollment Counts will be entered through PearsonAccess July EOCT Fall Mid-Month Administrations August 10 – 21, September 21 – 25, October , November Fall GHSGT additional materials order to be entered on PearsonAccess September 1 – September 24 Winter EOCT Administration November 30 – January 8

Things to Do Review Users Guide Become familiar with Training Site Bring your questions to the workshops Verify Profile information – Contact name and phone number – Shipping and mailing addresses – Must contain fax number and address Verify school codes are up-to-date with current state school codes

Training Schedule July – Users Guide posted – User Ids for Training Site sent July 13 – User Ids for Live Site sent July 17 – Detailed training for Systems via Elluminate July 20 - GHSGT participation counts, user accounts, contact information July 22, 23, 28 – review of participation counts, user accounts, contact information, introduction to EOCT online testing August – One on one trainings with Systems – Call Pearson to schedule

Contacts Georgia Department of Education GHSGT Dr. Kay Ellen Rutledge EOCT Dr. Paula Rufus

Contact Information Pearson EOCT Robin Jindrich-Cecil ext GHSGT Nancy Milder ext Customer Service Center

PearsonAccess Online Testing and Student Upload files July 22, 23, and 28, 2009

Pearson Access Home Page

PearsonAccess – Online Topics Covered in Training Navigation tips for Pearson Access Student Data - Upload (SDU) Best Practices Student Data - SDU Error Messages Test Management – Register Students Test Management – Manage Test Sessions Test Management – Session Details Test Results – View published reports Test Results – Report List Contact information

Navigation Tips for Pearson Access Before you begin using Pearson Access, it is best to familiarize yourself with the navigation and data elements that you will see on every screen. Using these elements will help you quickly find the test administration, organization, task, and data that youre looking for.

Global Navigation Links Appear at the top of every screen Global Navigation Links appear at the top of each page in Pearson Access to provide quick navigation to pages you may need to reference while using Pearson Access

Tabs and Sub-tabs Tabs and sub-tabs allow you to navigate quickly to specific screens. The current screen is indicated by the bold white text. For example, these tabs show Test Management > Manage Test Sessions.

Bread crumbs Breadcrumbs that show the navigation path to the screen. The underlined breadcrumbs are hyperlinks. Click on any of the links to return to that page.

Change Administration Name of the test administration you are viewing. Click Change to go to a different test administration. The administration change will apply to all screens.

Change Organization The name of the organization whose data you are viewing. Click Change Organization to view a different organizations data within the same test administration. The organization change will apply to all screens.

Close Help Window To close the Help window, click on the <<? This will close the Help windows on all screens. Click on the ? to reopen the Help window on all screens.

Student Data Uploads Student Data Uploads were formerly known as Pre-ID files or Mass-load files Most Student Data Uploads (SDUs) will be sent to Pearson by the Ga DOE Data Collections Division SDUs will be accepted from systems for EOCT Mid- month and new student updates only for EOCT main administrations Pearson Access SDU file layout differs from data file submitted to GaDOE ALL students must be included on files sent to GaDOE regardless of testing method

Student Data Upload (SDU) Best Practices: What can an SDU accomplish? An SDU can: – register a student for a test administration – create a class and add a student to that class – assign a student to a test (paper/pencil and online) – modify existing Student Registration demographics An SDU cannot: – create an online test session – add students to an already existing online test session – modify a students Master Record demographics: First Name, Last Name, Date of Birth, Gender or GTID – modify an existing tests Class Name

SDU Best Practices: What resources are needed? Student Data File Upload Requirements Student Data File Layout – ed from Pearson at the start of an administration – Posted on Pearson Access website – Check for the updated versions of these resources at the beginning of each test administration

SDU Best Practices: Tips for a successful upload The header row MUST be removed prior to submission. SDU file must be saved as a.csv (comma-separated) file and uploaded in that format. Do not submit the file using.xls (Excel template default). Opening.csv file in Excel before uploading removes formatting. Use Notepad or text editor to review your file without losing formatting. Use Teacher Last Name field for your Class Name to make adding students to sessions easy

Send Student Data Choose the Student Data Tab Then select the Send Student Data link

Notifications for SDU files Before uploading the SDU, make sure to update additional contacts.

SDU Best Practices: Overview of How to Submit an SDU File Within Pearson Access On the Send Student Data Submission page, choose the appropriate Test Administration, click Browse to search for your Student Data File and then click Send. Make sure your students are loaded to the correct administration by selecting from the drop down list! Select your SDU file by browsing here

SDU Best Practices: Overview of How to Submit an SDU File within Pearson Access (contd) Processing: It could take up to 24 hours for the file to be processed. Successfully Completed SDU: File Status of each SDU submitted is shown here

SDU Error Messages You will receive an that details any errors on your SDU file Status will change to Complete, Complete with Problems, Rejected Errors can be exported to Excel for easier resolution by systems

SDU Error Messages Click on the messages link for file details on the errors in the SDU file

SDU Error Messages The number of records with each error is displayed. Click on the (+) to expand and show each error or the (-) to hide that detail.

Test Management Register Students, Manage Test Sessions and Resolve Student Alerts

Test Management – Register Students How are students registered? – Typically, registration occurs using an SDU upload file. The main SDU will come from GaDOE and be uploaded by Pearson. – Student data can be entered manually. Why Register Students? – Students must be registered to receive a pre-id label – For EOCT, students must be registered to be assigned to a paper/pencil or online test

Test Management – Manage Test Sessions View/Create Test Sessions Add registered students to a Test Session Proctor Test Sessions

Test Management – Manage Test Sessions To create a new test session, click on New Session

Test Management – Create a new session Enter your session name and other required fields Make sure to click on Save

Test Management – Create a new session The new session now shows in your session list – no students are in the session yet

Test Management – Add students to session Click on Add Students to bring students into your new session

Test Management – Add students to session Students can be added to sessions by class or by student by changing the view here

Test Management – Add students to session Select the students or class you would like to add by checking the box Then click on Add to Session button

Test Management – Manage Test Sessions To see a printable list of all sessions, click on the Adobe link for Currently Scheduled Sessions. Example is shown below

Test Management – Manage Test Sessions To view session details, click on the session name

Test Management –Session Details Add Students to session Remove/Move students from session Proctor caching Start/Stop session Create session roster Print Authorization Tickets Find Seal Codes Resume tests Mark students complete

Test Management – Manage Test Sessions Manage Test Sessions from Session Details Screen

Test Management – Print Authorizations Click on Authorizations to print the Student Authorization Tickets and obtain Seal Codes

Test Management – Move Students Select student to move by checking box, then click on Move

Test Management – Move Students Students can be moved to a new or existing test session if they have NOT started their test

Test Management – Start Session Start the session by clicking on Start. Make sure you stop sessions by clicking on Stop after all students have submitted their tests

Test Management – Resume Test

Test Management – Helpful tools Click on Schools view on the Register Students page to see a summary of the status of the Students in your schools

Administrative Management – Helpful tools From the Administrative Management page you can click on the link to Verify Transmission Receipt to view the transmission of student responses to Pearson!

Administrative Management – Helpful tools Verify Transmission Receipt The student selection screen is shown, allowing you to choose all students or search for a particular student

Administrative Management – Helpful tools Verify Transmission Receipt The student item status is shown for each item. The Item Status Column will show you if the item has been visited and if a response has been received for that item. The Response column shown here will not appear to system or school users.

Test Management – Helpful tools Verify Transmission Receipt You can also link to the Verify Transmission Receipt from the Session Details page by clicking on responses in the Status column

Register Students – Helpful tools Reverse SDU A Reverse SDU file can be requested to verify the information entered for your students. The Reverse SDU will be in the SDU data file layout and will be placed on the Test Results page.

Test Results Electronic reports for online and paper testing will be posted to the Test Results page Reports generated (i.e.Reverse SDU files) will also be posted under Test Results

Test Results -View Published Reports Click on the Organization to bring up the list of reports available

Test Results –Report List Select report by clicking on report name in the Report List

Training Schedule July – Users Guide posted – User Ids for Training Site sent July 13 – Detailed training for Systems via Elluminate July 13 - GHSGT participation counts, user accounts, contact information July 22, 23, 28 – review of participation counts, user accounts, contact information, introduction to EOCT online testing August – One on one trainings with Systems – Call Pearson to schedule

Contacts Georgia Department of Education GHSGT Dr. Kay Ellen Rutledge EOCT Dr. Paula Rufus

Contact Information Pearson EOCT Robin Jindrich-Cecil ext GHSGT Nancy Milder ext Customer Service Center

Questions?