Pearson Kentucky Program Team January 2014

1. Kentucky Performance Rating for Educational Progress K-PREP PearsonAccess Training Pearson Kentucky Program TeamJanuary 2014 www.PearsonAssessments.com

2. PearsonAccess Overview • Getting Started • Navigation Page • Organizations • Test Setup • Additional Orders • Test Results

3. The PearsonAccess Advantage • PearsonAccess will be used to: • View student enrollment counts for K-PREP* • Order accommodated testing materials (Braille, Large-Print, Audio and Text Reader CD (PC and/or Mac) • Order additional materials if the district has a shortage • Update district and school profiles • *NOTE: Districts will be able to view the participation counts for testing materials at each school by grade, but will NOT be able to edit these numbers counts.

4. Getting Started PearsonAccess Training

5. Getting Started on PearsonAccess • Logging Into PearsonAccess: • Go to: www.PearsonAccess.com/ky • This will take you to the Kentucky Homepage: All DACs should have a user id and password, if not please contact KDE. Once KDE informs Pearson of a DAC update an account will be created and an auto email will be sent. If a new DAC did not receive this email please contact the Pearson Customer Service Center. KYHelp@support.pearson.com

6. PearsonAccess Kentucky Homepage: Home Tab Contact Information: Pearson & KDE Home Tab Log-in Button

7. PearsonAccess Kentucky Homepage: Support Tab Top Resources Resource Categories Key FAQs FAQ Categories

8. How to Log Into PearsonAccess Step 1: Begin on the PA Landing Page: www.pearsonaccess.com/ky Step 2: Click on the “Log into PearsonAccess” button: Step 3: Enter your User IDand Password: Note: Unlock User, Reset password, Forgot your user name and helplinks Step 4: Click on the “Login” button: Note: Account will be locked after 5 unsuccessful log-in attempts. Once your account is locked, contact your district assessment coordinator to have it unlocked. 30 minutes of inactivity will automatically log users out.

9. Resetting Your Password

10. Retrieving Your Username On the Login screen, click the Forgot your User Name link to go to the Forgot your User Name screen. 2. Enter your e-mail address, and then click: E-mail User Name. 3. You will receive an e-mail from kyhelp@support.pearson.com with your User Name.

11. Unlock User • To request to unlock account and reset your password, enter your User ID and Email Address, and then click Unlock user. • You will receive an email from Kyhelp@support.pearson.com containing instructions and a link to a screen for resetting your password.

12. Navigation Page PearsonAccess Training

13. PearsonAccess Navigation Page: Things To Note Administrative Links Current Organization: State, District or School Level (in this example: Jefferson County) Personalized Welcome Message

14. PearsonAccess Navigation Page: Things To Note (cont.) PearsonAccess Navigation Tabs PearsonAccess Navigation Tab Content

15. Organizations PearsonAccess Training

16. Organizations Organizations An organization is an entity in the organizational hierarchy, such as a district or school. For example, District 3 and Columbus High School each are an organization. An organization must "exist" in the system before that organization can participate in testing or test-related activities, such as ordering materials. To update an organization or the organization hierarchy in the system, click View Organizations.

17. View Organizations If you have access to more than one type of organization, select the organization type in the View By field. View Organizations Click on an organization name to view more details about the organization.

18. Test Setup PearsonAccess Training

19. Test Setup Under the title of some pages you will see the name of the test administration you are viewing. Click the Change To view data from a different test administration, click: Change Test Setup activities help you to prepare for paper testing. To provide administration details, click: Enter Administration Details To order additional paper testing materials (after the initial order) or to track orders and view shipment information, click: Order Additional Materials and Tracking(Note: This can be performed only during the timeframe listed in the Dates column.) To enter accommodated materials counts or view student participation counts, click: Manage Participation Counts.

20. Enter Administration Details This section shows material receiving and pickup information and starting and ending dates for test administration activities. DAC must choose a shipping date option. Note the shipping windows. To let the program team know when your materials will be scheduled for delivery click the Edit button and select a date. Choose one of the dates below for shipping of test materials.

21. Order Additional Materials and Tracking • Order Additional Materials and Tracking • You use Order Additional Materials and Tracking to order additional paper materials (short shipments, etc.), check on the status of existing orders, and track order shipments. • To view order details, click on the order name. • To see the status of materials shipped back to Pearson, select View By: Shipments to Pearson. Click on the Tracking Number to view the shipper’s tracking screen. • To approve an order, select the check box next to the order name, then click Approve. • To delete and order, select the check box next to the order name, then click Delete. • To view reports, click on Reports then select the report to view. • Step-by-step instructions are located in the PearsonAccess Users Guide.

22. Manage Participation Counts Participation counts refer to the number of students that will be taking a test. Participation counts are the main method for districts to view regular test materials for paper testing, such as test booklets and student response booklets. The regular counts are not editable. The only test materials that can be ordered are the accommodated test materials such as Braille, Large-Print and audio. Accommodation counts can be changed if the status is “complete”. As long as the “window” for entering participation counts is still open. Accommodation counts are not considered final until the closing day is reached. Accommodated counts can be changed, regardless of the status shown on the screen. Only after the window closes is an order for materials finalized and shipped, based on the participation counts as of the closing date. (See the Test Setup Overview screen for window opening and closing dates.)

23. Participation Counts (cont’d) If you see any discrepancies in participation counts, please contact KDE at: dacinfo@education.ky.gov If you see any discrepancies in participation counts, please contact KDE at: dacinfo@education.ky.gov 25 35 65 50 23

24. Additional Orders PearsonAccess Training

25. Ordering Additional Materials and Tracking You use Order Additional Materials and Tracking to order additional materials (short shipments, missing materials, etc.) You can also check on the status of existing orders and track order shipments. The main method for ordering materials is to provide student enrollment counts via the KDE Student Information System. Use the Additional Order function only if you need more materials than originally ordered.

26. Ordering Additional Materials • Ordering additional materials • Go to Test Setup > Order Additional Materials and Tracking. • Click the Order Additional Materialsbutton ( ) go to the • Order Additional Materials screen. Use this screen to confirm your shipping information Click Next button when done. Note: Additional orders must be submitted AND approved by the Kentucky Program Team before 1:30 ET to be considered same-day business.

27. Materials Ordering Screen

28. Test Results PearsonAccess Training

29. Test Results Published Reports Published reports are pre-generated reports and data extracts. To view a published report Go to Test Results > View Published Reports to see a list of available reports. Select “District” or “School” from the ViewBy options set. Click the organization name to see a list of reports for that organization. Click the Report Name to view or print the report.

30. Kentucky Program Team Pearson State Services Help kyhelp@support.pearson.com 1-888-437-1430 Hours: 6am – 7:30pm CST T: 888 437 1430 F: 319 339 6525

31. Questions?