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Student Registration Import

Student Registration Import. Role-Based Key. Role-Based Codes LEA Test Coordinator – School Test Coordinator – Test Administrator/Proctor – LEA and School Technology Coordinator – Accommodations Coordinator –.

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Student Registration Import

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  1. Student Registration Import

  2. Role-Based Key Role-Based Codes LEA Test Coordinator – School Test Coordinator – Test Administrator/Proctor – LEA and School Technology Coordinator – Accommodations Coordinator – This training module is applicable to LEA Test Coordinators and School Test Coordinators.

  3. Commonly used PARCC Acronyms

  4. 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

  5. Glossary 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.

  6. 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 andthe 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).

  7. 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.

  8. 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 * Dates may vary by state. User Account File – Uploads no later than 9/8 Organization File Import 8/25 – 9/8 Student Registration File Import 9/8 – 10/3 Organization Participation File Import 9/8 – 10/3

  9. 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 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

  10. 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. If you have any additional questions, please contact your state assessment office.

  11. 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.

  12. Student Registration Import • 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.

  13. Student Registration Import • To prepare your Student Registration File, use the Student Registration File Field Definitionsas 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. • FieldName - 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.

  14. 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.

  15. Student Registration File Layout • In Column A, enter the student’s 2 character state abbreviation. For example, enter “AR” for Arkansas.

  16. Student Registration File Layout • 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.

  17. Student Registration File Layout • 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.

  18. Student Registration File Layout • 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. • It is required only if the student is being tested at an alternate institution.

  19. Student Registration File Layout • 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.

  20. Student Registration File Layout • 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.

  21. Student Registration File Layout • 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.

  22. Student Registration File Layout • 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.

  23. Student Registration File Layout • In Column M, enter the student’s Sex.

  24. Student Registration File Layout • 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.

  25. Student Registration File Layout • In Column O, enter the student’s Grade. This must be a two character field.For example, enter “03” for Grade 3.

  26. Student Registration File Layout • 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.

  27. Student Registration File Layout • 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.

  28. Student Registration File Layout • 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.

  29. Student Registration File Layout • 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.

  30. Student Registration File Layout • 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.

  31. Student Registration File Layout • 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.

  32. Student Registration File Layout • 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 http://www.parcconline.org for further information.

  33. Student Registration File Layout • 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 http://www.parcconline.org for further information.

  34. Student Registration File Layout • In Column X, enter Y if the student is identified as a Gifted and Talented student.

  35. Student Registration File Layout • In Column Y, enter Y if the student is identified as a Migrant student.

  36. Student Registration File Layout • In Column Z, enter the status of the student’s Eligibility Status for School Food Service Programs.

  37. Student Registration File Layout • 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.

  38. Student Registration File Layout • 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.

  39. Student Registration File Layout • 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.

  40. Student Registration File Layout • 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.

  41. Student Registration File Layout • 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.

  42. Student Registration File Layout • 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.

  43. Student Registration File Layout • In Column AM, enter the student’s Staff Member Identifier. This is an optional field.

  44. Student Registration File Layout • 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

  45. Student Registration File Layout • 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 2014-2015. This field can be ignored.

  46. Student Registration File Layout • 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 Manualat http://www.parcconline.org. • You may also contact your State for additional questions on accommodations.

  47. Student Registration File Layout • 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.

  48. Student Registration File Layout • 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.

  49. Student Registration File Layout • 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.

  50. Student Registration File Layout • In Column AW, enter Y if the student requires the Assessment Accommodation: Dictated Oral Response.

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