Overview of the Student Registration/ Personal Needs Profile (SR/PNP) Process

1. Overview of the Student Registration/Personal Needs Profile (SR/PNP) Process The Office of Student Assessment Services January 24, 2019

2. Presenters • Scott Kelley, Data & Reporting Specialist • Dan Wiener, Administrator for Inclusive Assessment • Jodie Zalk, Test Administration Coordinator • Liz Pennington, Pearson Project Manager

3. Logistics for This Session • Questions may be asked at any time using the Questions feature on the GoToWebinar screen. • Questions about a specific student should be sent by email to mcas@doe.mass.edu. • We will attempt to answer all questions asked during the session; after the session, all questions will be answered and emailed out to participants. • This session is being recorded and will be available online in about one week at: • MCAS Resource Center ― mcas.pearsonsupport.com/training • In the section entitled “Training Sessions Previously Offered This School Year”

4. 01 SR/PNP Overview 02 Steps for Completing the Initial Import 03 Steps after the Initial Import CONTENTS 04 05 Frequently Asked Questions Resources, Support, and Next Steps

5. SR/PNP Overview 01

6. What is the SR/PNP? • Collection of student-level data, including • student demographic data • test registration information • information on selected accommodations that a student will use during testing • Determines the basis for the initial shipment of test materials to schools, including • Student ID Labels • test administration manuals • test and answer booklets, including special test editions • The SR/PNP determines initial test orders for CBT and PBT, and provides a record of students tested and the accommodations they used.

7. What’s New for 2019? • Student Interoperability Framework (SIF) used for data reporting for SIF districts • A new flag in DESE data file for first-year EL students, to help identify students who will not take the ELA test • A new process for transferring students’ registration information for students who transfer schools (enrollment transfer work request in PearsonAccess Next)

8. SR/PNP Deadlines for 2019 See the Guide to the SR/PNP Process for additional information.

9. For what reasons and when should we update the SR/PNP?

10. MCAS Accessibility and Accommodations • Review Accessibility and Accommodations Manual (www.doe.mass.edu/mcas/accessibility/) • Review module and previous trainings (mcas.pearsonsupport.com/training/) • Accessibility features available to all students: • Universal Accessibility Features (may differ, depending on CBT or PBT) • Designated Accessibility Features (at discretion of principal) • Accommodations available only for students with disabilities and ELs • Standard and Special Access accommodations for students with disabilities • Accommodations for ELs, with guidance based on English proficiency level • Must pre-order the accommodations from the Accessibility and Accommodations Manual listed with an “SR/PNP” designation (e.g., TTS, large print, paper, Braille)

11. Accessibility Features and Accommodations That Must be Included in Student Registration/Personal Needs Profile (SR/PNP)

12. Special Access Accommodations That Must be Included in SR/PNP

13. Guide to the SR/PNP Process • The Field Definitions describe each accommodation. • The Field Notes describe eligibility to receive the accommodation and/or describe how to complete that field. • The Expected Values indicate options for selecting the accommodation.

14. Field Definitions Portion of Guide to the SR/PNP Process

15. Steps for Completing the Initial Import 02

16. Secure Websites for this Process • DESE Security Portal: where to find the .CSV files that can be used as the basis for the SR/PNP • https://gateway.edu.state.ma.us/ • If you cannot access the Security Portal, contact your Directory Administrator (www.doe.mass.edu/InfoServices/data/diradmin/list.aspx). • PearsonAccess Next (PAN): where to import the SR/PNP • http://mcas.pearsonaccessnext.com • (also linked at http://mcas.pearsonsupport.com/pearsonaccessnext/) • If you could access PAN before but no longer have access, try resetting your password in case the account expired. • Call MCAS Service Center (800-737-5103) if you cannot access your PAN account or for assistance with the SR/PNP import.

17. Logging into the DESE Security Portal • Click on the Security Portal link at the top right side of the DESE home page (www.doe.mass.edu).

18. Accessing DropBox Central in the Security Portal • Enter your user name and password. • You will then see an Application List. • Select DropBox Central. • Select MCAS 2019 Data. • Click Next.

19. The .CSV File • Locate the “Spring2019…_SRPNP” .CSV file, and save it to your computer. • For SIF* districts, this file is populated with enrolled students as of January 18, 2019. • * Student Interoperability Framework • For non-SIF districts, data are current as of October 2018 SIMS. • Selected accommodations from previous MCAS tests are pre-populated as follows: • Gr. 4–8 and 10 ELA and Math: from the 2018 accommodations in that subject • Gr. 5 and 8 STE: from the 2018 accommodations for Math in grades 4 and 7 • Operational high school STE and the Biology and Intro Physics field tests: from accommodations used during STE testing in grade 8

20. Demonstrations: Tasks before Importing the File • Locating the Guide to the SR/PNP Process • Removing rows for a student who transfers out • Using column L to find first-year ELs who will not participate in the ELA test* (EL status from SIF or October 2018 SIMS) • Adding a row for a new student • Updating a student’s accommodations • Saving the .CSV file *First-year ELs are required to participate in the Mathematics and STE test administration.

21. SR/PNP Initial Import – Step A: Prepare the File • Log into the Security Portal (https://gateway.edu.state.ma.us/) to find the .CSV file posted in DropBox Central in the MCAS 2019 folder. • District and school files are posted approximately one day prior to the SR/PNP window • Delete rows of students who will not participate. • New for 2019: Use first-year EL flag in column L to find and remove the ELA row (only) for students who will not take the ELA test. • For PBT: Schools will only receive Student ID Labels and secure test materials for students listed in PAN by the Initial Window deadlines on slide 8. • Add rows for students who will participate in testing. • Enter students’ selected accommodations. • Selected accommodations are pre-populated in the data file (listed on slides 11–12). • Save the file as a .CSV file.

22. SR/PNP Initial Import – Step B: Import the File • Log into PearsonAccess Next (PAN) (https://mcas.pearsonaccessnext.com/). • Select the appropriate test administration in the top right. • Note: PAN will default users to the last administration you were working in. • On the Setup menu, select “Import/Export Data.” • In the Select Tasks dropdown, select “Import/Export Data.” Click “Start.” • In the Type dropdown, select “Student Registration Import.” • Ignore the option “Don’t modify student tests.” • Choose the .CSV file you had previously saved, and select “Process.” • When the file has completed processing, a green box with the message “Complete” will appear on the screen. • Confirm that all records have been successfully imported.

23. New to 2019: Enrollment Transfer Work Request • When completing an import, if the student is already enrolled in another school/district, an error message will appear. • If you receive this error message, you will need to complete an enrollment transfer work request to receive access to enroll/register this student.

24. Demonstrations: Importing the File • Accessing PearsonAccess Next • Importing the .CSV file • Enrollment transfer work request • Important reminders

25. New to 2019: Enrollment Transfer Work Request

26. Important Reminders • Confirm that the correct administration name is shown in the top right corner in PAN. • Only school or district test coordinators can import an SR/PNP file. • Test administrators do not have permission to do so. • If columns are hidden, be sure to unhide them prior to import. • The SR/PNP file import must be done by the initial deadlines in order for schools to receive an initial order of CBT and PBT tests. • Schools can update the SR/PNP (e.g., accommodations) but must also place an additional order for materials if needed.

27. Questions & Answers (Use the “Questions” feature to ask questions.)

28. Steps after the Initial Import 03

29. Update SIMS Data • Update any changes to student information in SIMS. • Contact the district’s SIMS contact. • To find the contact for your district, go to profiles.doe.mass.edu/search/search.aspx?leftNavID=11239, select “SIMS Contact”from the Function menu, and click “Get Results.”

30. Demonstrations: Updating the SR/PNP • Adding a student record • Removing a student record • Updating an existing student record, including updating accommodations • Submitting an enrollment transfer work request

31. Adding a New Student Record • Log into PAN. Then select the test administration in the top right corner. • On the Setup menu, select “Students.” • In the Select Tasks dropdown, select “Create/Edit Students”and “Registration”(Enroll Students, Register Students, and Manage Student Tests will automatically be selected). Click “Start.” • Tabs will appear at the top of the screen for each task that will be done sequentially. • Add details to the New Student screen. Enter all required fields (indicated by a red asterisk). Click “Create.”

32. Adding a New Student Record – continued • Click “Register Students”at the top of the screen. • Click the “Registered”checkbox. • Click the “Student Grade”dropdown, indicate the student’s grade, and click “Save.” • Click “Manage Student Tests”at the top of the screen. • Select the student from the dropdown, assign a test to the student, and select the organization. • Leave the group name blank. • Select the test format, and then select the checkbox next to each accessibility feature and/or accommodation the student will use. • Click “Enroll Students”at the top of the screen. • Confirm all the details by viewing the screen (there is nothing to click to confirm). • Click “Create.”

33. Updating an Existing Student Record • Log into PAN. • On the Setup menu, select “Students.” • Search for the student record by the last name or SASID.   • Click the checkbox next to the student’s name. • From the Select Tasks dropdown, select “Create/Edit Students”and/or “Manage Student Tests”(depending on what needs to be updated). Click “Start.” • Update the student information as needed. • Click “Save.”

34. New for 2019: Enrollment Transfer Work Request If you receive an error message when attempting to create a student record, submit a “Work Request” in order to enroll/register that student.

35. New for 2019: Enrollment Transfer Work Request

36. New for 2019: Enrollment Transfer Work Request

37. Frequently Asked Questions 04

38. Frequently Asked Questions • What if a student doesn’t have a SASID? • Call your district SIMS contact to create a new SASID, or locate the student’s existing SASID from the prior school, if applicable. • If you do not have a student’s SASID by the file import deadline, create and assign a “fake” 10-digit SASID starting with “88” (instead of “10”). Update the SASID in PAN as soon as you receive the actual SASID. • SASIDs cannot be newly assigned for students 22 years of age or older. • What if a student is listed in the .CSV file, but has already passed one of the tests? • Contact mcas@doe.mass.edu.

39. Frequently Asked Questions – cont’d • What if I lose my PAN password? • Click “Forgot Password” on the PAN login screen. • What if I need to create more users for PAN? • Refer to resources (mcas.pearsonsupport.com/pearsonaccessnext): • Guide to Importing Users into PearsonAccess Next • User Role Matrix for PearsonAccess Next • What if I don’t have access to the Security Portal to find the .CSV files? • Contact your Directory Administrator • www.doe.mass.edu/InfoServices/data/diradmin/list.aspx

40. Questions & Answers (Use the “Questions” feature to ask questions.)

41. Resources, Support, and Next Steps 05

42. Available Resources

43. Email and Phone Support MCAS Service Center DESE Office of Student Assessment Services • All questions on logistics and technology (e.g., PearsonAccess Next, SR/PNP, TestNav) • Web: mcas.pearsonsupport.com/ • Email: mcas@measuredprogress.org • Phone: 800-737-5103 • All policy questions (e.g., student participation, accommodations) • Web: www.doe.mass.edu/mcas • Email: mcas@doe.mass.edu • Phone: 781-338-3625

44. Next Steps • Today: Complete the evaluation form. • Only available when you close this webinar • Responses associated with the name and email address used to log in • Email your input to mcas@doe.mass.edu if you have problems accessing or completing the form. • Tomorrow/early next week:Receive an email with the following resources: • The recording of this session • The Q&A from this session

45. THANK YOU The Office of Student Assessment Services 781-338-3625 mcas@doe.mass.edu www.doe.mass.edu/mcas 75 Pleasant Street, Malden, MA 02148