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PARCC Spring 2014 Field Test
Test Administration Training: Computer-Based Testing This presentation will guide you through some functions of PearsonAccess, the portal to access the PARCC assessment system.
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Agenda Accessing PearsonAccess Resources in PearsonAccess
PearsonAccess Functionality Administrative Management Student Data Test Setup Test Management Test Results Training Center Additional Resources In this training, we will provide an overview of PearsonAccess and the Administration tasks completed within the system. This training may be completed by any personnel involved in the PARCC Field Test Administration. We will start with accessing PearsonAccess and the resources within the system, and then move onto each function and its corresponding tasks. Finally we touch on the Training Center, where users can practice the steps covered during this training, and provide some additional available resources.
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PearsonAccess PearsonAccess is the single, consolidated online system for managing the PARCC assessments. Access is role-based, meaning you will only see the data and perform only those tasks for which you have been authorized. This is an overview of PearsonAccess, including but not limited to what is PearsonAccess, user access, support, administrative use, as well as available resources, training sessions, and information on the Training Center. Access is role-based, meaning you will only see the data and perform only those tasks for which you have been authorized. Based on your role in the system, you may do one or more of the following: Manage student data for testing Manage staff accounts Create computer-based test sessions
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How Do I Access PearsonAccess?
The PARCC PearsonAccess website may be accessed at PearsonAccess is the single, consolidated online tool for managing the PARCC assessments. The PARCC PearsonAccess website is located at ( Initial LEA/District Test Coordinator user accounts will be set up by Pearson based on information provided by each PARCC state. All other accounts are set up by district staff; please note that some PARCC states may set-up other accounts instead of district staff. Each new user will receive an notification when his or her user account is created. Also, this same process applies to the PARCC Training Center and login IDs will need to be created in the PARCC Training Center for all users that will be participating in the Infrastructure Trial or will need access to prepare for the PARCC Field Test. To ensure users receive s, have your IT to your district’s whitelists. NOTE: The link in your initial user account setup can only be used once. Once in the PARCC website, click on Sign In in the column on the right-hand side of the page. This will take you to the Secure Login screen. From the login screen, you can also reset your password or retrieve your user ID if necessary. Additionally, if you accidentally locked your account, the Unlock User link will allow you to unlock your account. If your account is locked by an administrator, you will need to contact your coordinator for assistance.
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PearsonAccess Home Page
Once logged in, the Home page will list the different tasks associated within each tab. The right-hand side of the screen will list the current organization. If you would like to work on a particular school, you will click on change organization and select the appropriate organization.
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Resources Each page you navigate to will have a “Help” box located on the left-hand side of the screen that you can expand or minimize. Additionally, there are multiple resources available that you can access through the Support link. The Support page provides a range of support options, including sections for Resources and Frequently Asked Questions (FAQs), and 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.
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Training Resources The Training section helps you locate tutorials, manuals, documents, etc. For example, the Training section of the Resources page contains various training resources such as tutorials and training documents.
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Test Administration Tasks
PearsonAccess Tabs Manage staff user accounts Administrative Management Review organization contacts Organizations Student Data Test Setup Test Administration Tasks PearsonAccess Tabs Test Management Send student data files Filter and sort students Add, delete, or change student data Now let’s review the functionality within PearsonAccess. This chart will help you navigate through the system. The column on the left hand side describes the different tasks and points to the related tab where you will perform these functions. Order additional materials and track shipments Configure TestNav Register students Manage test sessions View extracted reports Test Results
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Administrative Management
In the Administrative Management section, we will cover managing staff user accounts both manually and through a system file. Additionally, we will show how to communicate securely with PARCC Customer Support.
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User Roles and Permissions
User accounts must be created before personnel can login to PearsonAccess; the user’s role will determine the functionality they can access. The User Roles and Permissions document will assist you in assigning the appropriate role for each of the users you set up in your district. The User Roles and Permissions document can be found by going to Support > Manuals and Documents.
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View and Create Individual User Accounts
Authorized district and school personnel will be able to view and create staff user accounts within PearsonAccess manually or by submitting a file. Authorized district and school personnel may create and view individual staff user accounts by selecting Administrative Management, and then View User Accounts. Authorized roles can create user accounts with roles equal to or less than their role; for example School/Institution Test Coordinators cannot create LEA/District Test Coordinator accounts.
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View User Accounts View User Accounts lets authorized personnel view and update existing accounts, as well as create new accounts manually. After selecting View User Accounts, you can filter your search by user ID, name, address, role, organization, status and deleted accounts. From the View User Account page, you will also be able to: Mark User As: locked, unlocked, deleted or not deleted. This can be used on an individual account, or when you have to update multiple accounts at one time. Simply select the checkbox next to each applicable User ID. Reset Password: sends an with a password reset link to the selected user(s). Export to Excel: allows you to export selected accounts. This is helpful when reviewing and updating multiple users. The Send User Account File process will be covered shortly. New User: allows you to create new users manually
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Manually Create a New User Account
A user’s role and organization will determine the functionality they can access. To create a new user account manually, fill in the required demographic blanks. When selecting the role, it is important to be aware of the permissions authorized for each role (see the User Roles and Permissions document). Finally, make sure you select the correct role organization (district or school) as applicable. Note that the organization and role are separate. 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 give the the 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.
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Send User Account File User accounts may also be created or maintained by submitting a user account file; this is especially helpful when working with accounts in bulk. You can also submit a file to create or update user accounts by selecting Send User Account File on the Administrative Management page. User account files can be submitted at any time as needed throughout the assessment window.
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User Account File By using the Export to Excel button on the View User Accounts page, a template is created for submitting a User Account file. By using the Export to Excel button on the View User Accounts page, a template is created for submitting a User Account file. This will open a CSV (comma separated value) file for your use.
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User Account File fields
The User Account File template, and some important fields. Let’s review the User Account File header and highlight some important fields: Action: this field is case sensitive; valid values are C (create) or U (update). User ID: User ID must be unique and a minimum of 8 characters long. Middle Name: this field is optional, and can be left out of the file completely. It can be useful in differentiating users with the same or similar name; for example John E. Doe vs John A. Doe. 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. Roles: multiple roles must be separated with a colon. Locked: valid values are TRUE or FALSE. Start and End Date: format is MM/DD/YYYY HH:mm. Time should be entered using the 24-hour clock. Fields are optional, and will default to start when the file is processed, and end one year later. Deleted: valid values are TRUE or FALSE. If an account is marked Deleted, it can be undeleted by populating the Delete field with FALSE.
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Send User Account File Submit your file for processing at Administrative Management > Send User Account File. To submit a user account file, select Send User Account File from the Administrative Management page, and Browse for your file. Then click Send. Once submitted, you may view the status by refreshing the page; in this example, there were problems with the file. Selecting the link in the Messages column will provide additional information for resolving the error. Correct the necessary lines, and resubmit for processing. There are 4 possible statuses on the file submission: • Processing: The file is going through the validation process. • Complete: All records in the file were successfully uploaded. • Complete with problems: Only valid records in the file were uploaded. • Rejected: The file format was invalid or ALL of the records in the file were invalid.
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Agent Authorizations PARCC Customer Support agents may:
Reset passwords Unlock accounts for LEA/District Test Coordinator accounts Update addresses for LEA/District Test Coordinator accounts Agents may not: Create accounts Lock/unlock accounts for non-LEA/District Test Coordinator accounts Update addresses for non-LEA/District Test Coordinator accounts Delete/undelete accounts When contacting PARCC Customer Support, please note that agents may assist with resetting passwords for all users. For LEA/District Test Coordinator accounts, agent may also assist with unlocking accounts and updating addresses. All other maintenance and creation of accounts must be performed by the appropriate district or school personnel.
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Customer Support Requests
Customer Support Requests allow authorized staff to securely communicate with Pearson. Customer Support Requests are accessed on the Administrative Management page, under System Status. Unlike , Customer Support Requests can be used to securely send files that are related to a support request. They can also be used to submit questions without attachments. As the request proceeds, status updates are provided. You may also view your previously submitted requests.
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Student Data In the Student Data section, we will cover managing student data both manually and through a system file.
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Student Data Student Data refers to student demographic data and other testing-specific information about individual students. Student data refers to student demographic data and other testing-specific information about individual students. Student data must be uploaded or entered by each district or state before students can be registered for a test or receive Student ID Labels. Student ID Labels are provided when available and data are submitted before the paper registration deadline for the test administration. From the Student Data page, you will be able to select from the following options: Send Student Data: Send student files through PearsonAccess Check for problems with sent files Student Data Information: Filter and sort students View total student counts Change student data
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Send Student Data – Resources
Resources for creating a student data upload (SDU) file can be located on the Support > Resources > Templates page. A student data upload (SDU) file format and template header can be accessed from Support > Resources > Templates. Files must be sent in CSV (comma separated value) format.
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Send Student Data Submitting an SDU file to mass upload students for testing is the most common way students are registered. There are two options from Send Student Data when submitting an SDU file: register students for testing or validation only. To submit a file, select Browse and then Send. Some states will be submitting student data upload files for their districts and schools; while in other states, the school or district will submit the student data upload files. Please contact your State Field Test Contact if you have any questions. NOTE: If you are using the SDU header, remember to REMOVE the header and save as a CSV format before submitting. To register students for testing, select the appropriate Test Administration but do not check the Validation Only box. This allows districts to register students for testing within an administration. The “Validation Only” checkbox should be selected to indicate that the file is being sent only for validation purposes. This allows districts to send SDU files up to three weeks prior to the registration window for an administration and to correct any errors so a clean data file will be ready once the registration window opens. When “Validation Only” is selected, students will not be registered for the administration. Before selecting Send, you may choose to add additional contacts to the File Status Notification . Simply enter the contact’s address, and select Add Contact. After sending the file, the system will send two s; one confirming the submission, and one after processing is complete.
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Send Student Data - Status
Once an SDU is submitted, PearsonAccess provides detailed status updates, along with applicable error information. Once an SDU is submitted, the status will be updated. There are 4 possible statuses: • Processing: The file is going through the validation process. • Complete: All records in the file were successfully uploaded. • Complete with problems: Only valid records in the file were uploaded. • Rejected: The file format was invalid or ALL of the records in the file were invalid. Error messages can be viewed by selecting the link in the Messages column. Note that messages for files submitted for Validation will be preceded by “Validation Upload.”
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Student Data Information
Student Data Information allows you to search for students, add or delete students, update enrollment, and view reports. The Student Data Information page allows you to search for students in PearsonAccess. You may also add new students or delete students manually, update a student’s enrollment, and view the enrollment changes report. Any students loaded in error, ie not participating in the field test, may be deleted here. The View By options set lets you search by schools or students. Selecting “Schools” will display a list of schools with the number of students per grade. If you click on a school, you will see additional student information. Selecting “Students” will prompt you for search criteria. The Search options set lets you search within your current organization, or unenrolled students; these are students who exist in PearsonAccess but are not enrolled within your current organization. To view all students within your current organization, select “Students” from the View By options set, then 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. Students matching your criteria will be displayed at the bottom of the screen.
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Student Data Information – Search Results
After executing a search, selecting an individual student provides the Student Details with the student record and enrollments. After searching for a student, you may select the link on the student’s name and view the Student Details screen. The Student Details screen will contain the Student’s Master Record and Enrollments.
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Enrollments The Enrollments tab shows current enrollment for a student, and allows you to manually update enrollment as needed. The Enrollments tab shows where a student is currently enrolled within PearsonAccess, and to manually update enrollments as needed. PearsonAccess is separate from local student information systems, and must be maintained separately. Since students may be enrolled at multiple organizations within PearsonAccess, 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.).
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Adding a New Student When adding new students, remember:
To add a new student, select New Student from the Student Data Information page. While you may exit at any time after Step 1, a student will be able to test only after all four steps in the new-student wizard are completed. When adding new students, remember: ■ 1) Students are enrolled to a school. ■ 2) Students are registered for a test administration. ■ 3) Students are assigned to a registration class. ■ 4) Students are assigned to a test.
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Enrollment Changes Report
The Enrollment Changes report shows students who have changed enrollments within your organization. You can view the Enrollment Changes report to see students who have changed enrollments in PearsonAccess within your organization. NOTE: This report includes students being enrolled into your school/district, as well as former students being enrolled into a new school/district. Click on Reports from the Student Data Information screen, and then select the Enrollments Changes link to open the report. The default period of time covered is the last 30 days; you may change the period of time during which the student(s) was transferred from the drop down options, and then select View Results.
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Test Setup In the Test Setup section, we will cover ordering additional materials and configuring TestNav, the student test delivery system.
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Test Setup Test Setup activities help you to prepare for both paper and online testing. Test Setup activities help you to prepare for both paper and online testing. The primary test setup activities for PARCC are ordering additional materials and tracking orders, and configuring TestNav. Participation Counts and Administration Details will not be used in Spring 2014. Order Additional Materials and Tracking is used for ordering additional materials after the initial shipment, as well as tracking shipments from Pearson. Configure TestNav manages district and/or school TestNav and proctor caching settings. NOTE: It is important to select the appropriate administration; click the Change link to change administrations as needed.
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Order Additional Materials
Use Order Additional Materials and Tracking to order additional paper materials than originally provided in your initial distribution. Orders can be submitted by users with the following roles: LEA/District Test Coordinator Non-School/Institution Test Coordinator School/Institution Test Coordinator Ordering additional materials is a three-step process. Verify the shipping information is correct. If it is not correct, contact your State Field Test Contact. Enter a quantity in the Quantity column for each type of material that you want to order. Review the order, and then click Save to complete the ordering process. Order additional paper materials (such as manuals or test materials) if you need more than originally provided in your initial distribution. This is often necessary for significant enrollment increases. Additional Orders can be submitted by users with the following roles: LEA/District Test Coordinator, Non-School/Institution Test Coordinator and School/Institution Test Coordinator. See the User Roles and Permissions documents for more information. Ordering additional materials is a three-step process. First, verify the shipping information is correct. If it is not correct, contact your State Field Test Contact. Second, enter a quantity in the Quantity column for each type of test material that you want to order. Third, review the order, and then click Save to complete the ordering process. NOTE: Collect the counts for the entire district prior to placing your order. Placing one additional order reduces the number of shipments and inventory you must track. Existing orders can be reviewed. If the order has not yet been approved, item quantities still can be changed.
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Order Additional Materials
Review orders carefully; quantities should take into account how materials are packaged, and that orders are for the correct field test component. You may filter your search as needed. Please be aware of the quantity listed for each item. Some materials come in packs and singles so you want to ensure that you are placing an additional order for the correct quantity needed. For example, if you need 25 secure test books, you would want to enter quantity 5 in row two, not 25. Also, make sure orders are submitted for the field test component for which the school was selected – PBA or EOY. 5
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Shipment Tracking Order Additional Materials and Tracking is also used to check on the status of existing orders and track order shipments. An will be sent to the district coordinator when any order is shipped. Selecting the link in the Order column will display the contents and detailed delivery information.
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Shipment Tracking - Reports
Multiple order and shipment reports are available for review by selecting Reports. Multiple reports are available to help you manage your materials, such as the Total Order Detail, which lists all materials for each organization in your district, and the Security Checklist Detail, which lists material serial numbers.
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Configure TestNav Using Configure TestNav, you can manage proctor caching computer configurations and response file save locations. Using the Configure TestNav link, you can mange proctor caching configurations and response file save locations. Proctor caching refers to downloading encrypted test content from the Pearson testing server to a secure local computer prior to starting a test session. While proctor caching is not required, it is strongly recommended. In order for TestNav to recognize the proctor caching machine, it must be added in PearsonAccess. Click on New Configuration to create a proctor caching configuration for your organization(s). After selecting New Configuration, you will follow the online steps to complete your configuration. More information about proctor caching and configuring TestNav is covered in the Technical Setup Training module.
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Test Management In the Test Management section, we will cover registering students to test, and managing computer-based testing sessions.
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Test Management The primary test management activities are registering students and managing test sessions. The primary test management activities are registering students and managing test sessions. Resolve Student Test Alerts will not be used in Spring 2014. Register Students allows you to manually assign students to paper & online tests, update student demographic data before testing, and view student counts by administration. Student registration tasks will be completed by the LEA/District Test Coordinator or the School/Institution Test Coordinator. Managing Test Sessions is one of the main activities for computer-based testing. We will cover how to create, view, start, monitor, and stop online test sessions. We will also give an overview of proctor caching and instructions on how to print authorizations. Initial creation of the test sessions will be completed by the LEA/District Test Coordinator or the School/Institution Test Coordinator, while Test Administrators will generally manage the test session once testing begins. Remember, it is important to select the appropriate administration; click the Change link to change administrations as needed. NOTE: A student cannot be placed into an online testing session without being registered and assigned to an online test. Register Students allows you to manually assign students to paper & online tests, update student demographic data before testing, and view student counts by administration. Managing Test Sessions is one of the main activities for computer-based testing.
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Register Students – Manual Registration
Students are typically registered via an SDU file, but can be registered manually. Typically students are enrolled in a school, registered for a test, and assigned to classes when student data files are submitted, but a student can also be registered manually. For example, if a student transfers after student data files have been processed. To register a student manually, go to Test Management > Register Students. From the View By options set, select “Unregistered Students;” you can search by specific criteria, or Show All Students, then click Search. From the search results, click on the link for the student you would like to register; complete the required fields, signified by the red arrow, and then click Register Student.
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Register Students – Manual Steps
After manually registering a student, a registration class and test(s) need to be added. After registering the student, the student will need to be assigned a registration class and test(s). From the Register Students screen, choose “Registered Students” from the View by options set. Enter search criteria and select the appropriate student. Go to the Assigned Groups tab and click either Add Class Assignment to select an existing class, or New Class to create a new registration class. After selecting a registration class, select the Assigned Tests tab to add a test. Only one test can be added at a time; if a student is taking more than one test, you will need to add each test separately on the Assigned Tests tab.
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Register Students Register Students also allows you to run reports to help you manage student registrations. Use the registration file to: view student registration information, and update information (such as change from paper to computer-based (online) testing, update students’ grade levels, or update demographics) and then upload the updated student information using the registration file via Send Student Data. Use the registration summary file to: view counts of unregistered students, registered students, students being tested, students with existing test assignments, students with valid test attempts, and students with failed test attempts. The report includes only schools that are participating in the selected test administration. From the Register Students screen, you are able to run reports to help you manage your student registrations. Four report options are available: Request Registration File, Request Registration Summary, Request Test Summary, and Request Attempt File. Reports will extract data for students matching the current search criteria. Once run, these reports are found on Test Results > View Published Reports. The two registration reports will be used most frequently. You can request a registration file to update information (such as change from paper to computer-based (online) testing, update students’ grade levels, or update demographics) and then upload the updated student information using the registration file via Send Student Data. You can also request a copy of the registration summary file that includes counts of unregistered students, registered students, students being tested, students with existing test assignments, students with valid test attempts, and students with failed test attempts. The report includes only schools that are participating in the selected test administration.
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Register Students – View/Update/Remove Registrations
From the Register Students screen, you can also view, update, or remove registrations. Finally, from the Register Students screen, you can also view, remove, or update student registrations as needed. To remove a student’s registration, enter search criteria and then select the checkbox next to the name of the student or students you wish to update. Then click Remove Registration. To view or update a student’s registration, select the link for the student’s name. Select the appropriate tab to view information, and click the Edit button to make any necessary updates. When edits for the tab are complete, click Save to finalize your changes.
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Manage Test Sessions Most activities associated with computer-based test sessions will be performed on Manage Test Sessions. Most activities associated with computer-based (online) test sessions will be performed on the Manage Test Sessions screen. This is where PearsonAccess will be utilized by online session administrators and online test administrators who oversee online testing. Test sessions are virtual groupings of students who will test at the same time or place. From this screen, authorized personnel will be able to create new sessions, view or edit existing sessions, delete sessions, and access reports to help track and monitor sessions. To view or edit an existing session, click on the session name. To create a new session, click New Session. To delete a session, place a check mark next to the session name and then click Delete. To view details about currently scheduled test sessions, click Currently Scheduled Sessions. To view a CSV file with students registered to test but not in a session, click Students not assigned to session. To download the session list as a CSV file, click Session List Download. To view or edit an existing session, click on the session name. To create a new session, click New Session. To delete a session, place a check mark next to the session name and then click Delete. To view details about currently scheduled test sessions, click Currently Scheduled Sessions. To view a CSV file with students registered to test but not in a session, click Students not assigned to session. To download the session list as a CSV file, click Session List Download.
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Create Test Sessions Before students can take a computer-based test, test sessions must be created. Click the New Session button. Enter a session name and select a school. Enter the remaining session details. Required fields are designated with a red arrow. If applicable, select “No” from the Read Aloud by Test Examiner drop-down menu. For administrations in which there is only one form, “Main” must be selected from the Form Group Type drop-down menu. If applicable, a proctor caching computer should be selected from the Proctor Caching Computer drop-down menu. To grant school-level users the ability to assign district-level proctor caching computers to test sessions, select the “Include caching computers defined for the District” checkbox. You may add students now, or you can add students later. Click the Save button after completing all session details. Before students can take a computer-based test, test sessions must be created by the LEA/District Test Coordinator or School/Institution Test Coordinator. From the Manage Test Sessions screen, click the New Session button. You will not be able to save the session unless all required fields have been selected; required fields are designated with a red arrow. You must enter a session name and select a school before the remaining session details can be selected. If applicable, select “No” from the Read Aloud by Test Examiner drop-down menu. For administrations in which there is only one form, “Main” must be selected from the Form Group Type drop-down menu. If you will be proctor caching, which is strongly recommended, a proctor caching computer should be selected from the Proctor Caching Computer drop-down menu. The appropriate TestNav configurations should have been created prior to creating test sessions. If you are a district-level user and need to grant school-level users the ability to assign district-level proctor caching computers to test sessions, select the “Include caching computers defined for the District” checkbox. Students can be added to the session at this time; select either “Groups” or “Students” from the View By options set. Select the checkbox next to the group(s) or student(s) you want to add. Click the Save button after entering all session details.
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Read Aloud Administrations
A Read Aloud administration is an accommodation for eligible students. A separate test session must be created for each test subject that will be Read Aloud. You may add multiple students to the session, as long as they are all receiving a Read Aloud administration. Students receiving a Read Aloud administration should be tested separately from students who are not receiving this accommodation. To create a Read Aloud administration testing session, select “Yes” in the Read Aloud by Test Examiner drop down on the New Test Sessions screen. For more information about this and other accommodations, please see the PARCC Accessibility Features and Accommodations Manual. NOTE: If the drop down is unavailable (grayed out) then the Read Aloud accommodation is not valid for the test to be administered. A Read Aloud administration is an accommodation available for eligible students. A separate test session must be created for each test subject that will be Read Aloud. You may add multiple students to the session, as long as they are all receiving the Read Aloud accommodation. Students receiving a Read Aloud administration should be tested separately from students who are not receiving this accommodation. To create a Read Aloud administration testing session, select “Yes” in the Read Aloud by Test Examiner drop down on the New Test Sessions screen. For more information about this and other accommodations, please see the PARCC Accessibility Features and Accommodations Manual. NOTE: If the drop down is unavailable (grayed out) then the Read Aloud accommodation is not valid for the test to be administered.
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Session Details The Session Details screen allows you to manage the details of each test session. In the Session Details screen, you can: start and stop a test session, print Student Authorizations and/or seal codes, print Proctor Authorizations (for Read Aloud administrations), proctor cache test content, print a session roster, apply TestNav configurations, monitor individual student’s tests, resume a student’s test, mark a test complete, and add/remove/move students. In the Session Details screen, you will find most of the test administrator’s functions. From this screen, you can start and stop a test session, print Student Authorizations and/or seal codes, print Proctor Applications (for Read Aloud administrations), proctor cache test content, print a session roster, apply TestNav configurations, monitor individual student’s tests, resume a test, mark a test complete, and add/remove/move students.
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Proctor Caching Test Content
Proctor caching refers to downloading encrypted test content from the Pearson testing server to a secure local computer prior to starting a test session. Proctor caching refers to downloading encrypted test content from the Pearson testing server to a secure local computer prior to starting a test session. Proctor caching is completed at the session level, on the Session Details screen. Note, the Proctor Caching button will be disabled and you will not be able to cache the test content for the test session if you do not have access to proctor caching or if you are not within the proctor caching window. Proctor caching is available up to one week before an administration; districts will receive notification when it is available. Proctor caching is completed at the session level, on the Session Details screen. The Proctor Caching button will be disabled and you will not be able to cache the test content for the test session if you do not have access to proctor caching or if you are not within the proctor caching window. Proctor caching is available up to one week before an administration; districts will receive notification when it is available.
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Student and Proctor Authorizations
Student and Proctor authorizations are needed to perform certain functions at the session level. Student and Proctor authorizations are needed to perform certain functions at the session level. Each student must have an authorization in order to log in to a test. A proctor authorization (log in for test administrator) allows a test administrator to log in and view the same test (Read Aloud) that the students receiving a Read Aloud Accommodation are taking. These are only needed for Read Aloud Administration test sessions. Authorizations contain: the URL to enter into an Internet browser to access tests through the browser-based TestNav, a unique login ID, and the test code needed to log in. Student authorizations also contain the keystrokes available for navigating through TestNav. Each student must have an authorization in order to log in to a test. Proctor authorizations (log in for test administrator) are only for Read Aloud Administrations. Authorizations contain: the URL to access tests through the browser-based TestNav, a unique login ID, and the test code needed to log in. Student authorizations also contain the keystrokes available for navigating through TestNav.
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Authorizations - Seal Codes
Seal codes are the electronic equivalents of the adhesive tabs that are used to seal sections of paper test booklets. Seal codes will also need to be printed. Seal codes are the electronic equivalents of the adhesive tabs that are used to seal sections of paper test booklets. There will be one set of seal codes assigned to each test session. Before students in a test session can go to the next sealed section of an electronic test, they must enter the appropriate four-digit seal code. Seal codes for a specific test session are listed on the seal codes document. There will be one set of seal codes assigned to each test session. Before students in a test session can go to the next sealed section of an electronic test, they must enter the appropriate four-digit seal code. Seal codes for a specific test session are listed on the seal codes document.
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Starting Test Sessions
A test session must be started before students can begin testing. Scheduling a date and time for a new test session is intended primarily for planning purposes. A test session will not start until you click the Start button on the Session Details screen, regardless of the scheduled start date and time. NOTE: If you do not have access to start a test session, the Start button will be disabled and you will not be able to start the test session. A test session must be started before students can begin testing. Scheduling a date and time for a new test session is intended primarily for planning purposes. A test session will not start until you click the Start button on the Session Details screen, regardless of the scheduled start date and time. NOTE: If you do not have access to start a test session, the Start button will be disabled and you will not be able to start the test session.
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Monitoring Test Sessions
The table below gives an explanation of the possible statuses for students as they test. Status Meaning Ready The student has not yet started the test. Active The student has logged in and started the test. Exited The student has exited TestNav but has not submitted test responses, e.g. took a break. (Student must be resumed by a test administrator to continue testing.) Resumed The student has been authorized by a test administrator to resume the test. Resumed-Upload The student has been authorized to resume the test, and any responses saved locally can be uploaded when the student is ready to continue testing. Completed The test has been submitted by the student through TestNav and the data has been processed. Marked Complete The student has exited TestNav and will not resume the same test, e.g left due to illness. After the test session has been started, you can monitor the test session and refresh a student’s testing status. There are 7 possible statuses a student’s test can be in. Ready: The student has not yet started the test. Active: The student has logged in and started the test. Exited: The student has exited TestNav but has not submitted test responses. (The student must be resumed by a test administrator to continue testing.) Resumed: The student has been authorized to resume the test. Resumed-Upload: The student has been authorized to resume the test, and any responses saved locally can be uploaded when the student is ready to continue testing. Completed: The test has been submitted by the student through TestNav and the data has been processed. Marked Complete: The student has exited TestNav and will not resume the same test, or the student never logged in to this test and will not have another opportunity to test within the administration but must be accounted for.
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Resuming a Student’s Test
A test administrator must resume an Exited student’s test in order for the student to complete testing. A test administrator must resume an Exited student’s test in order for the student to complete testing. From the Session Details screen, select the checkbox for the student. Click the Resume Test button; the student’s status will change to “Resumed” (if the student was in “Exited” status) or “Resumed-Upload” (if the student was in “Active” status). The student can then log in using the same username and test code from the original student authorization. If you are proctor caching and the student’s response file was saved on the local client computer, have the student log in to TestNav from the same computer so that the file can be transmitted to the Pearson testing server. Select the checkbox for the student on the Session Details screen. Click the Resume Test button. The student’s status will change to “Resumed” (if the student was in “Exited” status) or “Resumed-Upload” (if the student was in “Active” status). The student’s test will be resumed from the point at which it was exited or interrupted. Any saved test responses that the student entered will be uploaded when the connection to the Pearson testing server is reestablished. Have the student log in using their original student authorization.
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View Test Progress The Status column in the Session Details allows administrators to view test progress. When available, select the student’s View Progress link to review test progress. Users with Organization and Technology Coordinator Roles only do not have access to view progress. The Status column in the Session Details allows administrators to view test progress. When available, you may select the View Progress link for any student to review test progress. Users with Organization and Technology Coordinator Roles only do not have access to view progress. You will not be able to view the student’s actual responses but you will be able to see the status of each question. There are 4 possible statuses for each question: Visited/No Response Required: Student has visited the item but no response is required. Visited/Answered: Student has visited the item and entered a response. Visited/Not Answered: Student has visited the item but has not entered a response. Not Visited: Student has not visited the item. This option is also available at Administrative Management > System Status > View Test Progress. Status Meaning Visited/No Response Required Student has visited the item but no response is required. Visited/Answered Student has visited the item and entered a response. Visited/Not Answered Student has visited the item but has not entered a response. Not Visited Student has not visited the item.
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Mark Test Complete If a student has exited a test and will not resume testing, the test can be manually marked “complete.” If a student has exited a test and will not resume testing (for example, the student has left due to illness), the test can be manually marked “complete.” From the Session Details screen, select the checkbox next to the student, and then click the Mark Test Complete button. You will be prompted to enter a reason for marking the test “complete.” Click the Save button, and the student’s status will then change to “Marked Complete.” Select the checkbox for the student on the Session Details screen. Click the Mark Test Complete button. You will be prompted to enter the reason for marking the test “complete.” Click the Save button. The student’s status will change to “Marked Complete.”
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Stopping Test Sessions
You cannot stop a test session until all students in the session are in “Completed” or “Marked Complete” status. After all students have completed the test and submitted their responses, or been marked “complete,” you should stop the session. Click the Stop button. NOTE: A session does not stop until you click the Stop button. The system will NOT automatically start or stop a session. Once a session has been stopped, it can no longer be modified. After all students have completed the test and submitted their responses, or been marked “complete,” you should stop the session. If necessary, you can move students who were unable to test to a separate make-up session. From the Session Details screen, select the Stop button to close the session. Once a session has been stopped, it can no longer be modified. NOTE: A session does not stop until you click the Stop button. The system will NOT automatically start or stop a session.
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Test Results In the Test Results section, we will cover accessing report extracts you may request through the system.
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Test Results – View Published Reports
Reports in Spring 2014 include data extracts that are available for viewing, downloading, and printing. For Spring 2014, the only reports available will be data extracts requested in the PearsonAccess system. These include requested registration files and summaries, for example. Go to Test Results > View Published Reports to see a list of available reports. If necessary, click the Change link and select the correct administration. From the View By options set, select the correct organization type. Click on the organization link in the available list. Open the desired report(s); icons designate the report’s format. Go to Test Results > View Published Reports to see a list of available reports. If necessary, click the Change link and select the correct administration. From the View by options set, select the correct organization type. Click on the organization link in the available list. Open the desired report(s); icons designate the report’s format.
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Resources Additional Resources
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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. The PearsonAccess Training Center allows you to practice without affecting the “live” data for paper and computer-based testing activities. For instance, after LEA/District Test Coordinators create sample students, test administrators can practice registering students and assigning them to registration groups and tests. Users can also place an additional order, create test sessions and assign students to the sessions. Note, the Training Center has a brown theme, while the production site has a blue theme. NOTE: A separate user ID and password is required to access the Practice Center. NOTE: A separate User ID and password is required to access the Training Center; contact your LEA/District Test Coordinator if you have not received a login.
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PARCC Customer Support
Online support and resources: 6:00 am – 8:00 pm (CT) Monday–Friday Toll free: Call or PARCC Support for assistance with: navigating PearsonAccess navigating the Training Center managing student data setting up test sessions managing user IDs and passwords accessing resources setting up proctor caching submitting additional orders shipment inquiries TestNav Many resources are available online at PARCC Customer Support can be reached toll free from 6:00 am through 8:00 pm, Central Time, Monday through Friday at You may also send an to You can contact PARCC Support for assistance with: navigating PearsonAccess navigating the Training Center managing student data setting up test sessions managing user IDs and passwords accessing resources setting up proctor caching submitting additional orders shipment inquiries TestNav
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State Field Test Contact
Contact your State Field Test Contact for assistance with: testing accommodations handling unusual circumstances on test days violations of test security handling school emergencies that affect testing questions about general online testing policy questions about state communications You may also contact your State Field Test Contact for assistance with the following: testing accommodations handling unusual circumstances on test days violations of test security handling school emergencies that affect testing questions about general online testing policy questions about state communications
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