2014 CMAS PearsonAccess Training for SACs February 28, 2014

1. 2014 CMAS PearsonAccess Training for SACs February 28, 2014

2. Agenda • TestNav 8 Testing Engine, Tools and Accommodated Forms • PearsonAccess Overview for SACs • PearsonAccess User Roles • User Accounts • Logging In • Training Site • PearsonAccess Navigation • Student Data • PearsonAccess Test Sessions • Make Up Testing • Proctor Caching Test Content • Additional Orders • Support/Resources Available • Questions You can watch the complete webinar on the Support tab of PearsonAccess at your own page OR read the PA manual —will be a requirement in the CMAS SAC Assurance

3. PearsonAccess Overview for SACs

4. PearsonAccess - Overview • PearsonAccess is a comprehensive test management system • To access PearsonAccess go to: www.pearsonaccess.com, then select Colorado • One portal for resources, student information, PearsonAccess test sessions, online testing and score entry TRAINING SITE brown LIVE SITE blue

5. PearsonAccess – Support Tab No login required

6. PearsonAccess - Training Site The PearsonAccess Training Site for the Colorado Program allows you to practice without affecting “live” data for paper and online testing activities. Sample students can be created

7. PearsonAccess Navigation

8. PearsonAccess - Navigation Global navigation links appear on the top of every screen.

9. PearsonAccess - Navigation Tabs and sub tabs allow you to navigate quickly to specific screens

10. PearsonAccess - Navigation “Breadcrumbs” show the navigation path to the screen

11. PearsonAccess - Navigation To change the test administration, click on the Change link. The administration change will apply to all screens.

12. PearsonAccess - Navigation: Help Help offers context-specific support. Click to close the Help window.

13. PearsonAccess - Navigation: Search When locating student or testing data, use the Search function to make your search more targeted. Click Hide Search to close it. Filtering the data makes your navigation through the system more efficient.

14. Pearson Access - Navigation: Organization Click on the change organization link to view a different organization’s data within the same administration. Examples of organizations are districts and school. The organization change will apply to all screens

15. PearsonAccess User Roles

16. User Role Matrix • Each CSI school’s SAC has been assigned the SAC &SE roles in PearsonAccess. Each STC has been assigned the TC role.

17. PearsonAccess User Accounts • Access to PearsonAccess is role-based • DAC will Create New User Accounts and Assign Roles for DTCs, SACs and Student Enrollment • SAC will Create New User Accounts and Assign Roles for CMAS Test Administrators and CoAlt Test Examiners • DACs and SACs will manage the User Accounts they set up, this includes: • Manage Expired/Locked Accounts • Update Roles

18. PearsonAccess User Accounts • To view and access current user accounts • Log in to PearsonAccess • Administrative Management > View User Accounts

19. Viewing PearsonAccess User Accounts • View and verify user accounts • Export to user account file to Excel or view individual user accounts within PearsonAccess: • User ID • Name • E-mail Address • Roles • Organizations (schools) • Status • Deleted

20. Creating PearsonAccess User Accounts • Create a New Individual User Account • Go to Administrative Management > View User Accounts. • Click New User to go to the New User Account screen.

21. Creating PearsonAccess User Accounts • Create a New Individual User Account (for few staff) • Enter the required fields. • Select a user role (or roles) for the new user. • Select an organization (or organizations) for the new user. • Click Save. After you click Save, a notification is sent automatically to that user’s email address. • The email contains a link to the login screen where the new user can choose a password and enter the site.

22. Sending PearsonAccess User Account Files • Send User Account Files (for many staff) • Go to Administrative Management > Send User Account File. • Click Browse to select the user account file saved on your computer or local network to be uploaded.

23. PearsonAccess User Accounts • Sending User Account Files • Click Send to submit the selected file. • The PearsonAccess User Load Template is an Excel file that can be used as a template to upload data. • The PearsonAccess User Load Template and Layout documents can be found on PearsonAccess > Support > Templates.

24. PearsonAccess User Accounts • Sending User Account Files • If an email address is provided, an email notification will be sent to you when processing is complete. • The email will detail the status of the uploaded file and provide you with a link to the PearsonAccess website so you can review the file upload details. • The User will also receive an email directing the new User to log in to PearsonAccess and provide a password.

25. PearsonAccess User Roles (SACs) • School Assessment Coordinators (SACs) permissions include: • Creating user IDs for CMAS Test Administrators and CoAlt Test Examiners • Creating PearsonAccesstest sessions and teacher assignments • Selecting proctor caching servers when setting up PearsonAccess test sessions (CMAS only) • Printing Student Authorization Tickets and Seal Codes (CMAS only) • Monitoring test administration sessions within PearsonAccess

26. PearsonAccess User Roles (Student Enrollment) • Student Enrollment permissions include: • Managing student enrollment data • Ensuring that all students are uploaded to PearsonAccess and that demographic information is correct • If the SAC is also serving as the SE, the SAC should work with your school’s data submissions contact to ensure accuracy in both PearsonAccess and your SIS.

27. PearsonAccess User Roles (TC) • District Technology Coordinator permissions include: • Site Readiness • When you see “DTC” in PearsonAccess, it typically refers to CSI schools’ School Technology Coordinators (STC) • STCs work closely with SACs to verify schools are ready for online testing • STC is responsible for setting up student computers and testing environments for computer-based testing. • STCs must verify that all student workstations meet minimum requirements for test delivery and that all third party software dependencies and the updated versions of software have been installed. • Link to Site Readiness: http://www.cde.state.co.us/assessment/dtcwebinars

28. PearsonAccess User Roles (TC) • Technology Coordinator permissions also include: • Configuring TestNav and Proctor Caching • STCs will set up TestNav student response file backup locations. • STCs complete proctor caching server configuration in advance of the assessment window.

29. PearsonAccess User Roles(CMAS Test Administrators) • CMAS Test Administrators permissions include: • Ability to administer the ePATs • Proctor caching test content • Starting and stopping test sessions • Administering the CMAS and managing PearsonAccess test sessions • Checking student test status • Marking test complete

30. PearsonAccess User Roles (CoAlt Test Examiners) • CoAlt Test Examiners permissions include: • Entering IEP information • Entering student scores in PearsonAccess

31. Roles-based Access The interface dynamically changes to display only functions for which the user is authorized. CoAlt Score Entry Role CMAS Test Administrator Role

32. PearsonAccess Student DataStudent Data Upload (SDU)

33. Student data has been provided by CDE and available in PearsonAccess Schools are responsible to verify in PearsonAccess that student data is correct Check # of students Check students that have had updates to demographics after mid-January PearsonAccess Student Data

34. The SDU process allows schools and districts to load and update large groups of students in a single upload file. The SDU template and file layout documentation are available on the Support tab within PearsonAccess. For detailed directions regarding the SDU process, please see the PearsonAccess User’s Guide on the Support tab within PearsonAccess. PearsonAccess Student Data Upload (SDU) Process

35. Schools may complete the following activities by submitting SDU files: Submit initial orders for paper documents (update participation counts) (by March 14) Paper test books for accommodations Braille and Large Print Scripts Test Administration Manuals CoAlt materials Create group names (testing groups) for Test Assignments (before testing) Provide accommodations information (by May 2) Update demographics (by May 2) Add and/or release students (by May 2) PearsonAccess Student Data Upload (SDU) Process

36. SDU Resources PearsonAccess >Support > Templates SDU File Layout SDU File Template SDU Directions & Template Student Data Upload (SDU) Layout SDU File Template

37. SDU Layout Upload SDU with CMAS Accommodations, CMAS Scripts, and CoAlt Accommodations filled in by 3/14. (Use TCAP Accommodation Form as starting point.) Upload SDU with Group Name filled in BEFORE creating testing sessions in PearsonAccess.

38. CMAS Procedures Manual Manual provides information about accommodations. Appropriate administration of the accommodations will be forthcoming from CDE/PearsonAccess.

39. Follow the instructions in Registration File & SDU Directions file. Use PearsonAccess User Manual (found in Manuals subtab) as necessary Update SDU by 3/14/14 • Remove students from Default group • Add accommodations to file • Update student demographics • Add/release students

40. Create Groups (complete by 3/14) • All students are uploaded to PearsonAccess using a “Default Group” name. • Default groups can be updated to match existing class, period or roster groups to simplify Test Session creation and tracking. • Default group should be updated before test sessions are built. Once students are in test sessions, students must be manually removed from the test session before the Default Group name can be updated. • To update Groups and Group Names: • Download the Registration File • Set Delete Flag to “D” and upload the updated file through on the Send Student Data page in Pearson Access. • Update Group Name, remove the Delete flag and upload the updated file through on the Send Student Data page in Pearson Access. • See “Requesting a Registration File” and “Sending Student Data” in the PearsonAccess User Guide. Student Data Layout and Template documents can be found on PearsonAccess > Support > Resources > Templates.

41. Schools may submit initial paper orders (update participation counts) through March 14, 2014 SDUs need to be uploaded by March 14, 2014 for initial orders Secure additional orders will be accepted via the Additional Order Process in Pearson Access from 4/1/14 – 4/29/14 Non-secure additional orders will be accepted via the Additional Order Process in Pearson Access from 4/1/14 – 5/6/14 PearsonAccess Student Data Upload (SDU) Process

42. PearsonAccess Student DataUpdates within PearsonAccess

43. Creating PearsonAccess Test Sessions DAC, SAC and Student Enrollment

44. Creating a PearsonAccess Test Session A virtual grouping of students by grade level and content area. Students must be placed in a scheduled test session before they can log in to a test. Select Test Management tab > Manage Test Sessions Click New Session to create a new test session Create sessions at least one week before testing window

45. Creating a PearsonAccess Test Session Enter the session information displayed on the Session Details screen Select to View By Groups radio button to add students to the session

46. Test Session Details The Test Session Details screen displays each session’s status, assigned test, start time and assigned students Session start time is a guideline for planning and is not enforced by the online testing system

47. Moving Students into Test Sessions To move or add students to a testing session within PearsonAccess, click Add Students

48. Moving Students into Test Sessions Select to View By Groups or Students radio button to add students to the session Place a check next to those students to add or move the student into the session and click Add to Session

49. Typically, student registration occurs when a student data file is submitted to the system. If student data is entered manually (i.e.,: not by submitting a student data file), or if student registration information is not included in the student data file, then the student will need to be registered. To register students manually: Student must be enrolled in one or more schools The student must be registered for a test administration Once registered, assign the student to a group Assign the student to a test Student Registration