PearsonAccess April 14, 2010

PearsonAccess – Agenda Order Tracking Additional Orders Student Data Upload (SDU) files New Student Wizard Online Testing Reports Resource Materials

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

Student Data Uploads Student Data Uploads were formerly known as Pre-ID files or Mass-load files Initial Spring and Winter Student Data Uploads (SDU’s) will be sent to Pearson by the GaDOE Data Collections Division SDU’s will be accepted from systems for EOCT Mid-months, EOCT Summer administration and new student updates only for EOCT Spring and Summer 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 student’s Master Record demographics: First Name, Last Name, Date of Birth, Gender or GTID – modify an existing test’s Class Name

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 Teacher Last Name field for your Class Name to make adding students to sessions easy – If Teacher Last Name has multiple subgroups, distinguish the groups by unique identifier (ex: Smith1, Smith2, etc)

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 administratio n 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 (cont’d) 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. Check on the (+) to expand and show each error or the (-) to hide that detail.

New Student Wizard The process to create a student, register the student, and assign the student to a test via the online interface is simplified. A wizard helps users to easily create a new student, register the student, assign the student to a class, and assign tests to the student. If a user completes a portion of the process, the wizard will pick up where the process left off. For example, if a student already existed and they need to be registered for the test administration, the wizard will start at the registration process and continue to complete the rest of the activities through assignment of the student to a test.

New Student Wizard From the ‘Student Data’ tab, choose the ‘Manage Student Data’ subtab and click on the ‘New Student’ Button

New Student Wizard – Student Details Enter ‘Student Details’ then click on ‘Save and Next’ to move to the next step in adding a student.

New Student Wizard-Test Registration Details Enter Test Administration and Grade, then click on ‘Save and Next’

New Student Wizard-Registration Classes Add the student to an existing class, or add a new class by choosing the ‘New Class’ button. Then click ‘Save and Next’.

New Student Wizard-Assigned Tests Assign the new student to tests by clicking in the box next to the test name. Add Test Details: Online Testing, Subject Indicator and Test ID Then click ‘Save and Exit’.

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 using the New Student Wizard. Why Register Students? – Students must be registered to test online. – New Paper testers that were not included in the Pre-ID file sent to the state in February do not need to be registered – but all required gridded information MUST be included on Answer Document to process and report the student’s test attempt. Failure to include all demographic information will result in a test alert and may result in a reporting delay for that student.

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 session yet.

Test Management – Add students to session Click on ‘Add Students’ to bring students in to 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

Online Testing Troubleshooting What do I do when...?? Student test attempt cannot be resumed – Call Pearson Call Center for assistance. – Do NOT mark student complete or close session that contains the student at issue (we cannot resume a student in a closed session!). – Do NOT move student to a new session and close original session. Student is not visible to put in a session – Verify that the student has been assigned to that test. – Verify that the student has the online indicator selected. Pearson Call Center

Completing your online testing (Clean-up of sessions) If you have students that will not finish testing, please mark those students complete. If there are students in sessions that have not started, please remove them from the session. If you have a session that has a student with an issue, please complete resolution of the student PRIOR to the end of testing window. Close ALL sessions. – Systems with open sessions after the close of the testing window will receive an request to complete the cleanup of their sessions.

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

Test 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 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 - Note: Reports will be posted once a representative sample has been met regardless of the mode of testing

Test Results -View Published Reports Click 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’

Class Reports

Resource Materials

Click on User Documentation

User Guide and User Roles

Contacts GaDOE Melissa Faux PEARSON Georgia Customer Service Center Robin Jindrich-Cecil ext

Questions?