Student Registration Import

Student Registration Import
Welcome to: “Student Registration Import.” This module for LEA Coordinators and School Test Coordinators will cover how to submit a Student Registration File in PearsonAccess Next, using the PARCC Student Registration File Layout.

Role-Based Key Role-Based Codes
TAMS Overview for IC Role-Based Codes LEA Test Coordinator – School Test Coordinator – Test Administrator/Proctor – LEA and School Technology Coordinator – Accommodations Coordinator – Understanding where to find available material is key to successful training, so we created a key to help identify which materials are appropriate for each role. These colored coded icons will identify material relevant to each role throughout this training. This training module is applicable to LEA Test Coordinators and School Test Coordinators. Note: roles within your organization may differ, these are suggestions to help identify training needs. This training module is applicable to LEA Test Coordinators and School Test Coordinators.

Commonly used PARCC Acronyms
Name CBT Computer-Based Test CCR College and Career Ready CCSS Common Core State Standards ELA/L English Language Arts/Literacy EOY End of Year LEA Local Education Agency LP Large Print PARCC Partnership for Assessment of Readiness for College and Careers Acronym Name PBA Performance-Based Assessment PBT Paper-Based Test SRF Student Registration File STC School Test Coordinator DTC District Test Coordinator TA Test Administrator TAM Test Administrator Manual TCM Test Coordinator Manual Please review these acronyms and become familiar with these commonly used terms. The most common acronyms used in this presentation are: “PBT,” which refers to Paper-Based Test “PBA” which refers to Performance-Based Assessment, “EOY,” for End of Year “ELA/L” for English Language Arts/Literacy Roles such as Test Administrator will be represented by “TA,” and “STC” for School Test Coordinator.

Agenda Glossary Important Notes Introduction to PearsonAccess Next
Selecting Students Student Registration File Layout and Student Registration File Field Definitions Helpful Hints & File Preparation Import your File to PearsonAccess Next Common Issues Resources We will provide an overview of the PARCC Student Registration File Layout, and tasks that must be completed within PearsonAccess Next. We will cover some important notes and how to select students, and then move onto available resources and the steps needed to prepare your file. Finally, we will touch on how to import your file to PearsonAccess Next, and provide some additional available resources.

Glossary TAMS Overview for IC PearsonAccess Next: the administrative web site that is utilized for PARCC testing. Student Registration Import: the process of uploading student registration data in PearsonAccess Next. Student Registration File: the file containing your student registration data imported to PearsonAccess Next. Student Registration File Layout: a CSV template that can be utilized for creating your Student Registration File. Student Registration File Field Definitions: a guide that details the field names and expected values for the student registration file. The following terms will be used throughout this training. The administrative web site that is utilized for PARCC testing is named PearsonAccess Next. The name for the process of uploading student registration data in PearsonAccess Next is called Student Registration Import. The file that is imported to PearsonAccess Next is referred to as the Student Registration File. In PearsonAccess Next, under Support you will find the Student Registration File Layout, a template that can be utilized for creating your Student Registration File. Also in PearsonAccess Next, you will find the Student Registration File Field Definitions which details the field names and values for the Student Registration File.

Student Registration Import – Important Notes
This presentation will cover importing student registration data to PearsonAccess Next through a system file. The process of uploading Student Registration Data is referred to as Student Registration Import in PearsonAccess Next. Student Registration Windows for PARCC 2014 Fall Block PBA: 9/8/14 – 10/3/14 EOY: 9/8/14 – 10/3/14 For schools administering the PARCC Fall Block Test, the Student Registration File MUST be imported NO LATER THAN 10/3 for PBA and EOY, or Student ID Labels will NOT BE SHIPPED and the gridding of demographic section of the student’s answer document is required. Note: Schools must submit a Student Registration File for PBA and again for EOY (for schools participating in Fall Block, all students must take both the PBA and EOY). We will cover importing student registration data to PearsonAccess Next through a system file. The process of uploading Student Registration Data is referred to as Student Registration Import in PearsonAccess Next. The Student Registration Windows for the PARCC 2014 Fall Block Test are as follows: PBA: 9/8/14 – 10/3/14 EOY: 9/8/14 – 10/3/14 For schools administering the PARCC Fall Block Test, the Student Registration File MUST be imported NO LATER THAN 10/3 for PBA and EOY in order for schools to receive Student ID Labels and other testing materials. Note: Schools must submit a Student Registration File for PBA and again for EOY (all students must participate in both PBA and EOY).

Introduction to PearsonAccess Next
The word “Next” in PearsonAccess Next indicates that this is a new version of PearsonAccess. If your State is using PearsonAccess for test delivery other than PARCC assessments, please know that the PearsonAccess Next system is a new and improved version of PearsonAccess where the following functionalities have changed: manage your organizations manage user accounts manage student data ordering of materials uploading and downloading files Paper-Based Assessments will require set-up work in PearsonAccess Next, the online portal to PARCC Assessments. The word “Next” in PearsonAccess Next indicates that this is a new version of PearsonAccess. If your State is using PearsonAccess for test delivery other than PARCC assessments, please know that the PearsonAccess Next system is a new and improved version of PearsonAccess where functionalities to manage your organizations, user accounts, student data, ordering of materials, and uploading and downloading files have changed. Paper-Based Assessments will require set-up work in PearsonAccess Next, the online portal to PARCC Assessments.

PearsonAccess Next: State Responsibilities
Steps your State will perform to prepare for PARCC Paper-Based Assessments: Import Organization files Create the initial User Files for District and/or School User Accounts for your State Import Organization Participation Files The set-up work in PearsonAccess Next will be performed by two sets of user roles: State level personnel and LEA, District, and School Test Coordinators. Some steps are dependent on other steps and must be implemented in order. We will first review the steps your State will perform in the PearsonAccess Next system. These steps are necessary so that your organization is available in the PearsonAccess Next system and is flagged as “participating” in order to import Student Registration Data. Your State representative's first step in PearsonAccess Next is to import an Organization file for your State by September 8, 2014 for the PARCC Assessment for Paper-Based Testing. A state Organization file indicates each organization’s name, identification number, type, shipping address for materials, direction for district overage, primary contact for mailing, and address. Once a state’s organization structure is created, the system allows creation of user accounts, importing organization participation files, and student registration data for each district and school under that state. The next step your State will perform is to add users into the system no later than September 8, District and school personnel must obtain user account information in order to perform any tasks in the PearsonAccess Next system. These tasks include creating other user accounts and adding student registration data. Pearson will first load State users information, then State users will, in turn, import district user accounts, and district users will create other district or school accounts. The final step your State will perform is to import the Organization Participation file. This will happen from September 8th to October 3rd. This file is not to be confused with the Organization file where each organization’s profile information is imported into the system. This file is used to indicate each organizations participation status for the Performance Based Assessment (PBA) and the End of Year (EOY) test administrations. It will also identify school enrollment counts. Remember that the Student Registration File for your organization cannot be imported until your organization’s participation status is set to “Yes” for each appropriate test administration. User Account File – Uploads no later than 9/8 * Dates may vary by state. Organization File Import 8/25 – 9/8 Student Registration File Import 9/8 – 10/3 Organization Participation File Import 9/8 – 10/3

PearsonAccess Next: LEA and School Responsibilities
Steps your State, LEA /District/School Test Coordinators will do to prepare for PARCC Paper-Based Assessments: Import Student Registration File Due by 10/3/14 Students cannot be registered in PBA and EOY unless their organization/school is flagged as “participating.” Accounts must have a State, DTC, or STC role with Sensitive Data role to complete this process. Create additional users accounts for district/school staff Next, we will review the high level steps State, LEA or School Test Coordinators will perform to complete the set-up process for your State. This is completed by authorized users within your State who have user account access and have been granted the Add-on Role: Organization Role, in PearsonAccess Next. Please reference the Support page of PearsonAccess Next to find the Users Role Matrix document. This document will define PearsonAccess Next user role privileges and Add-on roles to be used while creating user accounts in the system. Student Registration Import is the main function LEA and School Test Coordinators will perform in the PearsonAccess Next system. The Student Registration File refers to student demographic data that details student profile and accommodation information about individual students. This file is dependent on the participation status of the Organization Participation file and must be imported into the system by the paper registration deadline of October 3rd for each test administration. The State, LEA, or School Test Coordinators must register students in order to receive the initial order of materials that includes Student ID Labels and Student ID Rosters, Answer Documents, Test Booklets, and accommodated materials. If you miss the October 3rd deadline, you still need to import a student registration file, but must also order additional materials. We review this process of ordering additional materials in the training module: Order Additional Materials. LEA and School level staff who have user accounts in the PearsonAccess Next system may create new user accounts. These accounts can be created for staff who will assist with the PARCC Assessments for Paper-Based Testing. These roles can include the Technology Coordinator or Test Administrator. If you wish to view detailed steps for these tasks, go to the PearsonAccess Next Training Module. This module will further support Test Coordinators in creating and managing staff accounts, communicating securely with the PARCC Customer Support team, and importing Student Registration Data via the PearsonAccess Next importing/exporting process or manually through the PearsonAccess Next User Interface. Please note that the student registration process varies across States and, in some states, your State education agency staff will complete your Student Registration Import process for you. Please check with your State on specific procedures for the Student Registration Import for PARCC assessments. Check your State policy for the person responsible to complete the importing processes, including the Student Registration Data Import process. Student Registration File 9/8 – 10/3 Organization Participation File 9/8 – 10/3 Organization File 8/25 – 9/8

Student Registration Import – State Policy
The following table outlines the state policies regarding the responsibilities associated with the student registration import process for Fall Block testing. State State Policy Arkansas The Arkansas Department of Education will prepare and upload the Student Registration File on behalf of schools and districts. Illinois The Illinois State Board of Education will prepare and upload the Student Registration File on behalf of schools and districts. Districts must enroll students in SIS and include course assignment information. Maryland Districts in Maryland will prepare and upload the Student Registration File. Districts must coordinate with schools to complete this process and in some cases may have schools perform the upload. Ohio Districts in Ohio will prepare and upload the Student Registration File. Districts must coordinate with schools and ITCs if necessary to complete this process. Rhode Island LEAs in Rhode Island will prepare and upload the student registration files. LEAs must coordinate with schools as necessary to complete this process. Mississippi Districts will provide registration files to the Mississippi Department of Education (MDE). Districts must coordinate with schools as necessary to complete this process. MDE will upload registration files on behalf of districts. The following table outlines the state policies regarding the responsibilities associated with the student registration import process for Fall Block testing. If you have any additional questions, please contact your state assessment office. If you have any additional questions, please contact your state assessment office.

Student Registration Import – Selecting Students
Data for all students taking the PARCC 2014 Fall Block must be loaded into PearsonAccess Next for each administration. Do not include students who are taking alternate assessments. If a school misses the October 3rd deadline to import the Student Registration File, they are still required to submit an file. If the October 3rd deadline is not met, the school will not receive Student ID Labels and initial order for materials. Data for all students taking the PARCC 2014 Fall Block must be loaded into PearsonAccess Next for each administration. If a school misses the October 3rd deadline to import the Student Registration File, they are still required to submit a file and can place an additional order for materials, also if the October 3rd deadline is not met, the school will not receive Student ID Labels and initial order for materials.

To begin creating your Student Registration File, go to PearsonAccessNext.com and select your State from the “Select Your Program” dropdown menu. Login using your PearsonAccess Next account. Click on the “Support” and locate the following documents: Student Registration File Layout Student Registration File Field Definitions Note: There are several State Use fields that will vary by state. Please ensure you contact your State on what needs to be included in those fields. To begin creating your Student Registration File, go to PearsonAccessNext.com and select your State from the “Select Your Program” dropdown menu. You will need to log into the site using your PearsonAccess Next account. Next click on Support and locate both of these documents: Student Registration File Layout Student Registration File Field Definitions Note: There are several State Use fields that will vary by state. Please ensure you contact your State on what needs to be included in those fields.

To prepare your Student Registration File, use the Student Registration File Field Definitions as your guide. Through this document, you will walk through each field and its purpose. From left to right, you will see the following fields: Column Letter - corresponds to the .csv file layout. Field Name - provides the name of each element. Required? Y/N - indicates whether each field is required. Max Field Length - outlines the maximum number of characters allowed in each field. CEDS Definitions – definitions created by the Common Education Data Standards Committee. PARCC Definitions and Notes - these are PARCC-specific definitions and notes. Expected Values - describes which characters are allowed in the field. To prepare your file, you should use the Student Registration File Field Definitions as your guide. Through this document, you will walk through each field and its purpose. From left to right, you will see the following fields: Column Letter - This corresponds to the .csv file layout. Field Name - provides the name of each element. Required Y/N - This field indicates whether each field is required. Max Field Length - This outlines the maximum number of characters allowed in each field. CEDS Definitions – Definitions created by the Common Education Data Standards committee. PARCC Definitions and Notes - These are PARCC-specific definitions and notes. Expected Values - describes which characters are allowed in the specific field. This may be alphanumeric, special characters, specific abbreviations, etc.

Student Registration File Layout
The Student Registration File Layout contains multiple fields that may require leading zeroes, such as the Responsible District Identifier. If you use Microsoft Excel, it is recommended that you save a source file as an Excel Spreadsheet to keep formatting (leading zeros). Prior to each upload attempt, save data file as an Excel spreadsheet. Then save again as a .csv file. If you encounter an error, make the updates in the source Excel spreadsheet and save, then save again as a .csv file. Repeat as necessary. The Student Registration File Layout contains multiple fields that may require leading zeroes, such as the Responsible District Identifier. If you use Microsoft Excel, it is recommended that you save a source file as an Excel Spreadsheet to keep formatting of leading zeros. Prior to each upload attempt, save the data file as an Excel spreadsheet. Then save again as a .csv file. If you encounter an error, make the updates in the source Excel spreadsheet and save, then save again as a .csv file. Repeat as necessary.

In Column A, enter the student’s 2 character state abbreviation. For example, enter “AR” for Arkansas. In Column A, you will enter the student’s 2 character state abbreviation. For example, enter “AR” for Arkansas.

In Column B, enter the student’s Responsible District Identifier, or District Code. This is the number you associate with the school district in your State. Note: Responsible District and Responsible School/Institution are defined as the district/school/institution that receives student scores. In Column B, please enter the student’s Responsible District Identifier, or District Code. This is the number you associate with the school district in your State, and is the district responsible for the student’s educational services.

In Column C, enter the student’s Responsible School/Institution Identifier, or School Code. Note: Responsible District and Responsible School/Institution are defined as the district/school/institution that receives student scores. In Column C, provide the student’s Responsible School Identifier, or School Code. If you use Microsoft Excel, it is recommended that you save a source file as an Excel Spreadsheet to keep formatting (leading zeros). Prior to each upload attempt, save data file as an Excel spreadsheet. Then save again as a .csv file. If you encounter an error, make the updates in the source Excel spreadsheet and save, then save again as a .csv file. Repeat as necessary.

In Column D, enter the student’s testing district. This is the district responsible for administering the test. It is required only if the student is being tested at an alternate institution. In Column E, enter the student’s testing school. This is the school responsible for administering the test. Column D is the student’s testing district. This is the district responsible for administering the test if the student will be tested at an alternate institution or location. Column E is the student’s testing school. This is the school responsible for administering the test if the student will be tested at an alternate institution or location.

In Column F, enter the State Student Identifier – the unique ID given to each student by the state. In Column G, enter Local Student Identifier – the unique ID given to each student by the state. It is an optional field required for some states that have a local student identifier. In Column F, enter the student’s State Student Identifier. This is any number you use in your State to identify a particular student. In Column G, enter the student’s Local Student Identifier. This is an optional field required for some states that have a local student identifier.

In Column H, the PARCC Student ID will be assigned once the student is added to the system. This does not need to be included in the first import, but can be included in subsequent imports. For Column H, enter the PARCC Student ID. This is an optional field that can be used in conjunction with a student that moves districts, schools, or states. PearsonAccess Next will assign this ID once the student is added to the system. This ID can later be used by the new district, school, or state.

In Column I, enter the student’s last name. In Column J, enter the student’s first name. In Column K, enter the student’s middle name, if you have this data. This is an optional field. Enter the student’s last name in Column I, and the student’s first name in Column J. If you have the student’s middle name, enter this in Column K. This is an optional field, however it can be helpful in distinguishing students with the same or similar name, for example John Michael Doe vs. John Robert Doe. It is strongly suggested that you include the middle name if you have the information.

In Column L, enter the student’s Birthdate. This is a required field. The birthday MUST be entered as YYYY-MM-DD or the file will error and will not process. The student’s Birthdate will go in Column L. This is a required field. The birthday MUST be entered as YYYY-MM-DD or the file will error and will not process. In Microsoft Excel you can update the formatting of columns. First highlight the cells you want to format and then right click and choose “Format Cells…” to bring up the Format Cells dialog. To format the date, choose “Custom” under Category and in the Type field, enter yyyy-mm-dd. Once you save the file as a CSV file, make sure you do not open the file before uploading or this formatting will be lost.

In Column M, enter the student’s Sex. In Column M, provide the student’s Sex.

In Column N, the Optional State Data 1 is an optional field for states to input data. Contact your State to determine if this field is required. Column N, is an optional field for states to input data. Please check with your State to see what is required in this field.

In Column O, enter the student’s Grade. This must be a two character field. For example, enter “03” for Grade 3. Enter the student’s Grade in Column O. This is a two character field. For example, enter “03” for Grade 3.

Columns P through U designate student ethnicity and race. In Column P, enter Y if the student is of Hispanic or Latino Ethnicity. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank. Columns P through U are utilized to designate student ethnicity and race. In each of these columns, the expected values are Y for Yes, N for No, or blank. Column P is for designating Hispanic or Latino Ethnicity.

Columns P through U designate student ethnicity and race. In Column Q, enter Y if the student is of American Indian or Alaska Native race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank. Column Q is for American Indian or Alaska Native race.

Columns P through U designate student ethnicity and race. In Column R, enter Y if the student is of Asian race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank. Column R is for Asian race.

Columns P through U designate student ethnicity and race. In Column S, enter Y if the student is of Black or African American race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank. Column S is for Black or African American race.

Columns P through U designate student ethnicity and race. In Column T, enter Y if the student is of Native Hawaiian or Other Pacific Islander race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank. Column T is for Native Hawaiian or Other Pacific Islander race.

Columns P through U designate student ethnicity and race. In Column U, enter Y if the student is of White race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank. Column U is for White race.

In Column V, enter Y if the student is identified as an ELL student. The LEP field provides an indication that a limited English proficient (LEP) student is served by an English language instruction educational program supported with Title III of ESEA funds. ELL means the student is classified as an English Language Learner. In Column V, enter Y if the student is identified as an ELL student. The LEP field provides an indication that a limited English proficient (LEP) student is served by an English language instruction educational program supported with Title III of ESEA funds. ELL means the student is classified as an English Language Learner. Reference the Accessibility Features and Accommodation Manual at for further information.

In Column W, enter Y if the student is identified as an LEP student. A student could have the status of being an ELL student but possibly not be supported in a Title III funded program. In Column W, enter Y if the student is identified as an LEP student. A student could have the status of being an ELL student but possibly not be supported in a Title III funded program. Reference the Accessibility Features and Accommodation Manual at for further information.

In Column X, enter Y if the student is identified as a Gifted and Talented student. In Column X, enter Y if the student is identified as a Gifted and Talented student.

In Column Y, enter Y if the student is identified as a Migrant student. In Column Y, enter Y if the student is identified as a Migrant student.

In Column Z, enter the status of the student’s Eligibility Status for School Food Service Programs. The student’s Eligibility Status for School Food Service Programs is entered in Column Z by entering the appropriate status, Y for Yes and N for No.

In Column AA, enter Y if the student is identified as a Student with Disabilities. If this field is marked Y, you must select a Primary Disability Type in Column AB. In Column AB, enter the student’s Primary Disability Type. This field is ONLY required if you selected Y in Column AA. In Column AA, enter Y if the student is identified as a Student with Disabilities. If this field is marked Y, you must enter a Primary Disability Type in Column AB. Column AB is ONLY required if you entered Y in Column AA.

Columns AC through AI are optional fields for states to input data: AC – Optional State Data 2 Note: Contact your State for information to see if these fields are required. For columns AC through AI you will input your State information. You will need to contact your State for information on what is required in theses fields. Columns AC through AI are similar to column N which is “Optional State Data 1”.

Columns AC through AI are optional fields for states to input data: AD – Optional State Data 3 AE – Optional State Data 4 AF – Optional State Data 5 Note: Contact your State for information to see if these fields are required. Contact your State for information to see if these fields are required.

Columns AC through AI are optional fields for states to input data: AG – Optional State Data 6 AH – Optional State Data 7 AI – Optional State Data 8 Note: Contact your State for information to see if these fields are required. Contact your State for information to see if these fields are required.

In Column AJ, enter a description for the physical room number or classroom name where the paper testing will be administered. This is an optional field. In Column AK, enter a unique identifier for the Test Administrator overseeing the testing session. This is an optional field. In Column AJ, enter a description for the physical room or classroom name where the paper testing will be administered. This is an optional field. For Column AK, enter a unique identifier for the Test Administrator overseeing the testing. This is an optional field.

In Column AL, enter the student’s Class Section Identifier. This is a unique number or alphanumeric code assigned by an institution, school, school system, state, other agency, or entity for a particular class section. It is used for reporting and student roster reports. This is an optional field. In Column AL, enter the student’s Class Section Identifier. This is a unique number or alphanumeric code assigned by an institution, school, school system, state, other agency, or entity for a particular class section. It is used for reporting and student roster reports. This is an optional field.

In Column AM, enter the student’s Staff Member Identifier. This is an optional field. In Column AM, enter the student’s Staff Member Identifier. This is an optional field.

In Column AN, enter the student’s Test Code. This is a required field. If a student is taking more than one subject, the student will have two rows on the Student Registration File: one for Math and one for English Language Arts. Below are the English Language Arts/Literacy and Mathematics Test Codes: Grade 09 ELA = ELA09 Grade 10 ELA = ELA10 Grade 11 ELA = ELA11 Geometry = GEO01 Algebra I = ALG01 Algebra II = ALG02 In Column AN, enter the student’s Test Code. This is a required field. If a student is taking more than one subject, the student will have two rows on the Student Registration File: one for Math and one for English Language Arts.

In Column AO, enter “P” for Paper Tests. Paper-Based Tests are the only mode available for 2014 Fall Block. For Column AP, the Retest field is not currently utilized for This field can be ignored. In Column AO, enter “P” for Paper Tests. Paper-Based Tests are the only mode available for 2014 Fall Block. For Column AP, this field is not currently utilized for This field can be ignored.

Accessibility Features and Accommodations Columns AQ through BF designate accessibility features and accommodations for each student test. If a student needs any of these accommodations, the fields must be marked with Y for Yes. These fields must be marked for the materials to be ordered. For additional information on accessibility features and accommodations please reference the PARCC Accessibility Features and Accommodations Manual at You may also contact your State for additional questions on accommodations. Now we will cover Assessment Accommodations. Columns AQ through BF designate accessibility features and accommodations for each student test. Although these fields are optional for every student, they must be provided for students that require these accommodations to ensure they receive the correct test form. Note: For additional information on accessibility features and accommodations please reference the PARCC Accessibility Features and Accommodations Manual at You may also contact your State for additional questions on accommodations.

In Column AQ, enter Y if the student requires Assessment Accommodation because of an English Language Learner (ELL) identification. In Column AR, enter Y if the student requires Assessment Accommodation because of a 504 identification. In Column AQ, enter Y if the student requires the Assessment Accommodation: English Language Learner (ELL). In Column AR, enter Y if the student requires the Assessment Accommodation 504.

In Column AS, enter Y if the student requires Assessment Accommodation because of an Individualized Education Plan (IEP) identification. In Column AT, leave this column blank. Paper-Based Tests are the only mode available for 2014 Fall Block. In Column AS, enter Y if the student requires the Assessment Accommodation: Individualized Education Plan (IEP). For Column AT, leave this column blank. Paper-Based Tests are the only mode available for 2014 Fall Block.

In Column AU, leave this column blank. This accommodation is not available for Fall Block testing. In Column AV, enter Y if the student requires the Assessment Accommodation: Extra Time. In Column AU, leave this column blank. This accommodation is not available for Fall Block testing. Enter Y in Column AV if the student requires the Assessment Accommodation: Extra Time.

In Column AW, enter Y if the student requires the Assessment Accommodation: Dictated Oral Response. In Column AW, enter Y if the student requires the Assessment Accommodation: Dictated Oral Response.

In Column AX, enter Y if the student requires the Assessment Accommodation: Calculator. For Column AX, enter Y if the student requires the Assessment Accommodation: Calculator. The student must meet criteria set forth in the PARCC Accessibility Features and Accommodations Manual. Note: student must meet requirements for these accommodations. For additional information on accessibility features and accommodations please reference the PARCC Accessibility Features and Accommodations Manual at

In Column AY, enter Y if the student requires the Assessment Accommodation: Test Administrator Read Question Aloud. In Column AY, enter Y if the student requires the Assessment Accommodation: Test Administrator Read Question Aloud. For ELA, Student must meet criteria set forth in the PARCC Accessibility Features and Accommodations Manual. Note: student must meet requirements for these accommodations. For additional information on accessibility features and accommodations please reference the PARCC Accessibility Features and Accommodations Manual at

In Column AZ, enter Y if the student requires the Assessment Accommodation: Dictionary in Native Language. In Column BA, enter Y if the student requires Assessment Accommodation: Word Prediction. * For Column AZ, enter Y if the student requires the Assessment Accommodation: Dictionary in Native Language. In Column BA, enter Y if the student requires the Assessment Accommodation: Word Prediction. The student must meet criteria set forth in the PARCC Accessibility Features and Accommodations Manual. * Note: student must meet requirements for these accommodations.

In Column BB, enter Y if the student requires Answer Masking. This can be done with external masking cards (e.g. blank paper, straight edge). In Column BC, enter Y if the student requires Answer Masking. Use colored overlays for background color. Font color cannot be changed. NOTE: Although the accommodation fields are optional for every student, if a student needs any of these accommodations, the fields must be marked with Y for Yes. In Column BB, enter Y if the student requires Answer Masking. This can be done with external masking cards (e.g. blank paper, straight edge). In Column BC, enter Y if the student requires Answer Masking. Use colored overlays for background color. Font color cannot be changed. These can be marked to track, and they will need to be provided by the school/district.

In Column BD, enter Y if the student requires the Assessment Accommodation: Large Print. In Column BE, enter Y if the student requires the Assessment Accommodation: Braille Grade Type. NOTE: Although the accommodation fields are optional for every student, if a student needs any of these accommodations, the fields must be marked with Y for Yes. These fields must be marked for the materials to be ordered. In Column BD, enter Y if the student requires the Assessment Accommodation: Large Print. In Column BE, enter Y if the student requires the Assessment Accommodation: Braille Grade Type. Large Print or Braille must have a Y in order for the materials to be ordered.

In Column BF, enter Y if the student requires the Assessment Accommodation: Tactile Graphics. NOTE: Although the accommodation fields are optional for every student, if a student needs any of these accommodations, the fields must be marked with Y for Yes. In Column BF, enter Y if the student requires the Assessment Accommodation: Tactile Graphics. In addition to the Braille test booklet, if the student will also need tactile graphics, it must be listed here to be ordered.

In Column BG, insert Y in every student record. This indicates the end of the record. If this field is left blank, the file will cause an error and not process. Insert “Y” in Column BG for every student record. This indicates the end of the record. If this field is left blank, the file will cause an error and not process.

Helpful Hints Now that we have walked through the file layout, populate the Student Registration File Layout with the required student data. Use the Student Registration File Field Definitions as a reference to ensure all required fields have been populated. Helpful Hints! Verify all required fields are populated. The header row is required. Verify all state required fields are populated. Save file in CSV file format. Log into PearsonAccess Next to import your file. Now that we have walked through the file layout, populate the Student Registration File Layout with the required student data. Use the Student Registration File Field Definitions as a reference to ensure all required fields have been populated. If you use Microsoft Excel, it is recommended that you save a source file as an Excel Spreadsheet to keep formatting such as leading zeros. Prior to each upload attempt, save the data file as an Excel spreadsheet. Then save again as a .csv file. If you encounter an error, make the updates in the source Excel spreadsheet and save, then save again as a .csv file. Repeat as necessary. Here are some helpful hints: Verify all required fields are populated. Note that the header row is required. Verify with your individual state policy for additional state required fields. Make sure the Student Registration File Layout is saved as a CSV file. Go to File > Save As > and select CSV (comma delimited) from the Save as Type drop down menu. If it is not in a CSV file format, the file will be rejected and students will not be registered for testing. Log into PearsonAccess Next to import your file. Note: There are several State Use fields that will vary by state, ensure you contact your State on what needs to be included in those fields.

Import Your File To import the file: Log into PearsonAccess Next.
Select the administration from the Admin drop down menu on the top of the screen. To import the file, you will need to log into PearsonAccess Next. Then select either “Fall Block – PBA” or “Fall Block – EOY” under Note that the same file must be imported once for each administration.

Import Your File Next, click on Import / Export Data under SETUP.
Next, click on “Select an action” under SETUP. Then click “Import / Export Data” to begin the process.

Import Your File Click on Select Tasks and check Import / Export Data.
From the pull-down menu Select Tasks, check: Import / Export Data.

Import Your File Click the Start button with the Import / Export Data option checked. Now, click the Start button next to Selected Tasks.

Import Your File Choose Student Registration Import from the Type menu. Next, choose Student Registration Import from the Type menu.

Import Your File Use the “Browse…” button under Source File to select your CSV file and then click the Process button to import the file. Now, click on the “Browse…” button under Source File to select you student CSV file. To import the file, click the Process button.

Import Your File The View File Details screen will appear next and detail the Status of your file. The View File Details screen will appear next and detail the status of your file. File Information details will display beneath the status. You can use the blue refresh icon next to Details to refresh the status.

Import Your File There are multiple Status messages that can display:
At first the Status will display Pending, stating that the File has been queued for processing. Following this, a Status of Processing will display, and once complete if the File processed without any issues, a Status of Complete will display.

Import Your File Processing Issues:
If there are any issues, the Status will state Complete with issues. There are two other possible status that can occur: A Status of Stopped: File processing has been stopped - This status change typically requires a system admin intervention. A Status of Rejected: The file format was invalid or ALL of the records in the file were invalid.

Import Your File The status will display Complete once the file has been processed. Once a file has completed processing, under File Information the number of Successful Records and Error Records will be displayed. You will also have four options available. The Download File option allows you to download the original file that was imported to PearsonAccess Next. The Download Students Created allows you to download a file containing only the students that were created during the process.

Import Your File Utilize the Errors section to resolve issues with the file. The Download Records in Error option allows you to download a file containing only the records that had issues. You can then make the necessary changes to these records and import this smaller file to PearsonAccess Next to resolve the remaining record issues. The Download Error Messages option allows you to download a file with the record number and error messages. For larger files, this is the best way to see a complete set of error messages when the number of error messages is too large to display on PearsonAccess Next.

Common Issues Organization Participation Errors
Validate that columns A through E are correct. Verify that your school is participating in PBA and EOY administrations in PearsonAccess Next: Click the “Setup” Button and select “Organizations” Under “Find Organizations” type in the name of your organization and click the “Search” button. From the Results check the name of your organization. From the “Select Tasks” dropdown menu check "Manage Participation" and click the “Start” button. Verify that the “Participating” box is checked. Verify this for both PBA and EOY administrations. If you receive organization participation error messages please validate that your Student Registration File has columns A through E correct, including any leading zeroes that are applicable for your organization. Then verify that your school is participating in PBA and EOY administrations in PearsonAccess Next. Click the “Setup” Button and select “Organizations” Under “Find Organizations” type in the name of your organization and click the “Search” button. From the Results check the name of your organization. From the “Select Tasks” dropdown menu check “Manage Participation” and click the “Start” button. Verify that the “Participating” box is checked. Verify this for both PBA and EOY administrations.

Common Issues **Screenshot only**

Common Issues Student Matching Errors
The import process will try to match on existing students. This matching process can result in matching errors. The matching process will match on these specific columns: Column A: State Abbreviation Column B: Responsible District Identifier Column C: School/Institution Identifier Column F: State Student Identifier Column G: Local Student Identifier Column I: Last Name or Surname Column J: First Name Column L: Birthdate Column M: Sex To resolve, validate that the student is correct in PearsonAccess Next for Columns F, G, I, J, L, and M. Correct PearsonAccess Next if necessary. Make necessary Student Registration File corrections and import file. Hint: Check columns B, C, F, and G for any missing leading zeroes. If students already exist in PearsonAccess Next, the import process will try to match on existing students. This matching process can result in matching errors. The matching process will match on these specific columns: Column A: State Abbreviation Column B: Responsible District Identifier Column C: School/Institution Identifier Column F: State Student Identifier Column G: Local Student Identifier Column I: Last Name or Surname Column J: First Name Column L: Birthdate Column M: Sex To resolve these errors, validate that the student is correct in PearsonAccess Next for Columns F, G, I, J, L, and M. You can edit the Student in PearsonAccess Next if necessary and then make any necessary corrections to the Student Registration File and import the file as needed.

Important Notes We just covered importing student registration data to PearsonAccess Next through a system file. Remember, the process of uploading Student Registration Data is referred to as Student Registration Import in PearsonAccess Next. Student Registration Windows for PARCC 2014 Fall Block PBA: 9/8/14 – 10/3/14 EOY: 9/8/14 – 10/3/14 For schools administering the PARCC Fall Block Test, the Student Registration File MUST be imported NO LATER THAN 10/3 for both PBA and EOY, or Student ID Labels will NOT BE SHIPPED and the gridding of demographic section of the student’s answer document is required. Note: Schools must submit a Student Registration File for PBA and again for EOY (for schools participating in Fall Block, all students must take both the PBA and EOY). We just covered importing student data to PearsonAccess Next through a system file. The process of uploading Student Registration Data is referred to as Student Registration Import in PearsonAccess Next. Don’t forget the Student Registration Windows for the PARCC 2014 Fall Block Test are as follows: PBA: 9/8/14 – 10/3/14 EOY: 9/8/14 – 10/3/14 For schools administering the PARCC Fall Block Test, the Student Registration File MUST be imported NO LATER THAN 10/3 for PBA and EOY in order for schools to receive Student ID Labels and other testing materials. Note: Schools must submit a Student Registration File for PBA and again for EOY (all students must participate in both PBA and EOY).

Test your knowledge: What is the required file format for the Student Registration File? .txt .doc .csv .xls What are the dates for the PARCC 2014 Fall Block Registration Windows? 9/8/2014 – 10/31/2014 9/8/2014 – 10/3/2014 9/8/20/14 – 11/3/2014 9/8/20/14 – 10/24/2014 Is the Header Row required for the Student Registration File? Yes No The Student Registration File must be imported into PBA administration and into EOY administration of PearsonAccess Next? For the status of Complete With Issues, what option in PearsonAccess Next allows you to extract only the records that had problems? Download Error Messages Download Records in Error Download Students Created Download File How should the Birthdate field be formatted? MM-DD-YYYY DD-MM-YYYY YYYY-DD-MM YYYY-MM-DD Test Your Knowledge Quiz Which are all fields that will match to student information in PearsonAccess Next? Columns I, J, K, L Columns I, J, L, M Columns I, J, K, M Columns I, J, L, F

Support Contact PARCC Support for assistance with:
Navigating PearsonAccess Next Navigating the Training Center Managing Student Registration Data Setting up test units Managing user IDs and passwords Accessing resources Setting up proctor caching Submitting additional orders Inquiring about shipments Many resources are available online. PARCC Support can be reached toll free Monday through Friday from 5:00 am through 7:00 pm, Central Time, at You may also send an to You can contact PARCC Support for assistance with: Navigating PearsonAccess Next Navigating the Training Center Managing student registration data Setting up test sessions Managing user IDs and passwords Accessing resources Setting up proctor caching Submitting additional orders Inquiring about shipments Online Support and Resources: Call Toll Free: (5:00 am – 7:00 pm CT, Mon. –Fri.)

Support Contact your State or LEA Test Coordinator for assistance with: Testing schedule Testing accommodations Unusual circumstances on test days Violations of test security School emergencies that affect testing Questions about general testing policies Questions about state communications You may also contact your State or LEA Test Coordinator for assistance with the following: Testing schedule Testing accommodations Unusual circumstances on test days Violations of test security School emergencies that affect testing Questions about general testing policies Questions about state communications

We have discussed how to submit a Student Registration File in PearsonAccess Next, using the PARCC Student Registration File Layout. This concludes the Student Registration Import training module. Thank you! Thank you

Student Registration Import

Similar presentations

Presentation on theme: "Student Registration Import"— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Student Registration Import

Similar presentations

Presentation on theme: "Student Registration Import"— Presentation transcript:

Similar presentations

About project

Feedback