2015 CMAS PearsonAccess Training for DACs Spring 2015

Purpose of This Training What information can you expect to get out of this training? o TestNav 8 Overview o TestNav 8 Tools and Accommodations o An overview of PearsonAccess What should you know/be able to do after the training? o How to access and navigate TestNav 8 o How to access and navigate PearsonAccess o Where to locate PearsonAccess Resources and Support

Agenda TestNav 8 Testing Engine, Tools, and Accommodated Forms PearsonAccess Overview for DACs Available Resources User Accounts Student Data Test Management Create Online Test Sessions Manage Test Sessions Test Results Support/Resources Available Contact Information Questions

Online Testing Resources PearsonAccess User Guide Minimum System Requirements PearsonAccess Overview Training Modules TestNav Combined Technical Guide TestNav and Proctor Caching Quick Start Tips for TestNav : Adobe Flash Player and Java 4

TestNav 8 Test Engine TestNav 8 is a secure, browser-based application used to take computer- based tests. 5

*Currently unavailable, but included with the Fall 2014 High School CMAS: Science and Social Studies Assessments. Students may preview the Notepad functionality in a module available on PearsonAccess > Support > Downloads. TestNav Tools 6

TestNav Online Special Forms Text-to-Speech Text is read aloud to the student by means of the embedded text-to-speech software Color Contrast Allows the student to select alternate colors for text and background Spanish Audio Allows the student to hear the assessment in Spanish Text-to-Speech with Color Contrast enabled Spanish Audio with Color Contrast 7

TestNav Assistive Technology Devices Assistive Technology Devices listed in the link below have no known conflicts with TestNav 8 Pearson is developing items that are Web Content Accessibility Guidelines (WCAG) compliant 8

PearsonAccess – Overview for DACs PearsonAccess is a comprehensive test management system. To access PearsonAccess go to: and select Colorado from the drop down. One portal for resources, student information, PearsonAccess test sessions, online testing, and score entry. In PearsonAccess, the Support tab contains valuable information, training presentations, templates, and other documentation.

User Accounts in PearsonAccess Your Account User Roles and Permissions Designate Technology Staff User Account Maintenance

Colorado User Roles District Assessment Coordinator (DAC) District Technology Coordinator (DTC) Student Enrollment (SE) School Assessment Coordinator (SAC) CMAS Test Administrator CoAlt Score Entry Please see the User Role Matrix for detailed permissions. PearsonAccess User Roles 11

DAC will Create New User Accounts and Assign Roles for DTCs, SACs and Student Enrollment (staff members managing student data) 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: o Manage Expired/Locked Accounts o Reset Passwords o Update Roles PearsonAccess User Accounts 12

View and Create User Accounts The DAC and SAC roles can view and manage other user accounts. DAC and SAC permissions include: Create user accounts Reset other users’ passwords Lock and unlock accounts Delete accounts Update account information Export user data PearsonAccess User Accounts 13

PearsonAccess USER ROLE DEFINITIONS

Student Demographic Information DACs and SEs have access to Student Personally Identifiable Information (PII) SACs, Test Administrators, DTCs have access to limited student demographic information: Last name, First name DOB Gender SASID

District Assessment Coordinators (DACs) permissions include: Creating user IDs for DTCs, SACs, and Student Enrollment roles Adding Students to PearsonAccess Creating PearsonAccess test sessions Checking teacher assignments Checking student registration Mark test complete Monitor test sessions within PearsonAccess District Assessment Coordinators (DACs)

District Technology Coordinator (DTC) District Technology Coordinator permissions include: Site Readiness Work closely with DACs to verify schools and districts are ready for online testing Responsible for setting up student computers and testing environments for computer-based testing. 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:

Student Enrollment permissions include: Managing student enrollment data Including Student Personally Identifiable Information Ensuring that all students are uploaded to PearsonAccess and that demographic information is correct. Student Enrollment

School Assessment Coordinators (SACs) permissions include: Creating user IDs for CMAS Test Administrators and CoAlt Test Examiners Creating PearsonAccess test 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 Mark test complete and stop open sessions School Assessment Coordinators (SAC) 19

CMAS Test Administrators permissions include: Ability to administer the ePATs Proctor caching test content Starting session Stop test sessions if all students are finished with the assessment. Administering the CMAS and managing PearsonAccess test sessions Checking student test status CMAS Test Administrators

CoAlt Test Examiners permissions include: Entering IEP information Entering student scores in PearsonAccess CoAlt Test Examiners 21

Colorado PearsonAccess Landing Page To access the Colorado PearsonAccess landing page, point your browser to 22

PARCC PearsonAccess Landing Page 23

PearsonAccess Training Site Access to the training site can be found at PearsonAccess.com/co Select the training center The Training Center Sign in area is in brown 24

PearsonAccess – Logging In Enter your User ID and Password then click Sign In If you have problems logging in, use the links below to Unlock User, Reset your password, if you need help signing in or if you have forgotten your User ID. 25

PearsonAccess – Home The Home tab in PearsonAccess displays links to the all the functions available to your user account. PearsonAccess (live testing) site has blue bar PearsonAccess Training site has brown bar 26

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. Username and password for the Training Site are different from the operational site. This keeps students and testing data secure. 27

PearsonAccess - Training Site Sample students can be created 28

PearsonAccess Navigation 29

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

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

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

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

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

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. There is a wildcard search available: use the first few letters/characters then the %

PearsonAccess - 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

PearsonAccess Student Data DAC and Student Enrollment Role 37

CMAS - Colorado Department of Education (CDE) will upload students into PearsonAccess with student information directly from the Data Pipeline. Districts can begin updating data beginning 02/16/15 CoAlt – Districts will upload their student data directly into PearsonAccess beginning 02/16/15 PearsonAccess Student Data

PearsonAccess Student Data Student Data Upload (SDU) 39

Student Data What is Student Data? Send Student Data Manage Student Directory

The SDU process allows 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. PearsonAccess Student Data Upload (SDU) Process

Districts may complete the following activities by submitting SDU files: 1.Initial orders will be captured by Pearson on March 6, Create group names (testing groups) for Test Assignments (before testing) 3.Provide accommodations information March 6, Update demographics by March 6, Add and/or release students by March 6, 2015 PearsonAccess Student Data Upload (SDU) Process

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

SDU Template Required Fields: Testing District Code Testing School Code Student Last Name Student First Name Date of Birth Gender Grade Administration Code Test Code SASID* End of Record Indicator SDU Template: Required Fields

Test Code is a required field: There are different test codes for each grade Each student in the SDU should have one record You can assign special forms and accommodations during the initial load of SDU, populate the appropriate fields according to the SDU layout SDU Template: Test Code

SASID is a required field: If you have a student that is missing their SASID you can add the student without it. PearsonAccess will create a temporary SASID number. Temporary SASID will be easy to identify as it will begin with the letter “T” Temporary SASID can be updated later via the UI SDU Template: SASID

SDU – Form Assignment Special Forms listed below can be assigned through the SDU Text to Speech Color Contrast Text to Speech & Color Contrast Oral Script Spanish Audio Spanish Audio & Color Contrast Accommodations can also be assigned through the SDU 47

Create Groups Districts that are submitting their own SDU should include group names in the initial upload. NOTE: If the group name is blank on the SDU students will be in a “Default Group” 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 In the Group Name field change to the new group name and upload the file 48

SDUs need to be uploaded by March 6, 2015for initial orders Secure additional orders will be accepted via the Additional Order Process in PearsonAccess from 04/01/15 – 04/30/15 Non-secure additional orders will be accepted via the Additional Order Process in PearsonAccess from 04/01/15 – 05/06/15 PearsonAccess Student Data Upload (SDU) Process

Special Forms Ordering Select the appropriate combination of Test Forms and Scripts in the SDU file. Examples: Test Form “1” and Script “2” = Online Accommodated form with Spanish Oral Script Test Form “3” and Script “1” = Large Print Accommodated form with English Oral Script Initial Orders Test forms 0 = No Accommodation Needed 1 = Accommodated Online Form 2 = Paper Form (Regular 3 = Large Print 4 = Contracted Braille 5 = Uncontracted Braille X = Does not apply blank Scripts 1 = English Oral Script 2 = Spanish Oral Script 3 = Script for Translation X = Does not apply blank

Provide Accommodations Information The DAC or the Student Enrollment designee provides the required accommodations information as outlined in the SDU layout. Review accommodations in the Registration Student Data File (RSDU). Update accommodations information within the SDU file. Update Demographics The DAC or the Student Enrollment designee verifies demographic information. Review demographics in the Registration Student Data File (RSDU). Update demographic information within the SDU file. 51

Add a New Student When a student needs to be added to PearsonAccess, the district needs to register the new student and assign to a test session: Download Registration File from PearsonAccess, add the new student as a new case in the student Registration file and upload through the Send Student Data page OR Upload SDU file that (only) contains the new student. See Requesting a Registration File, Sending Student Data and Adding a New Student sections in the PearsonAccess User Guide. Student Data Layout and Template documents can be found on PearsonAccess > Support > Resources > Templates. 52

Out of District Student Transfer When a student withdraws from your district, before starting an assessment, follow these steps: Ensure the student is not in a test session. Once students are in test sessions, students must be manually removed from the test session. To remove the student from a test session via the SDU: o Download the Registration File o Set Column “BT” to “D” for the student and upload the updated file through on the Send Student Data page in PearsonAccess. 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. 53

Creating PearsonAccess Test Sessions DAC, SAC and Student Enrollment 54

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. Before adding students to a test sessions be sure to update if accommodated form and/or TTS is needed. Create sessions at least one week before testing window Test Session Management

Accommodations and Accommodated Forms 56

Accommodated selections (as well as text to speech) can be made on student-by-student basis by DACs and the SE role within PearsonAccess with one of two options. 1.Using the following fields in the SDU upload: Assigning Students to Online Accommodated Forms –Option 1

Assigning Students to Online Accommodated Forms –Option 2 2. Using the PearsonAccess User Interface: Go to Test Management > Register Students. To view all students, select the Show All Students check box and then click Search. To search for an individual student, enter search criteria and then click Search. You must enter or select at least one search field; the more specific the criteria, the more focused the search will be. Select a student. Click the name of the student. Click on the Assigned Tests tab Click on the test name Click Edit and make the changes. Click Save.

Assigning Special Forms in PA Test Session Overrid e Text to Speech Color Contrast Text to Speech & Color Contrast Oral Script Spanish Audio Spanish Audio & Color Contrast Text to Speech Color Contrast Text to Speech & Color Contrast Oral Script Spanish Audio Spanish Audio & Color Contrast 1)Before testing select Form Override * 2)Select Appropriate Form Group Type from menu 3)Select the default form and provide a short reason *If the override feature is used to assign an accommodated form or TTS, verify that the appropriate information is also indicated on the Student Test Details screen by selecting the student’s name and then “Edit” and “Save”.

PearsonAccess Adding Students through the User Interface DACs and Student Enrollment 60

Adding a New Student With the PearsonAccess user interface users can: add a new student to the database. (DAC and Student Enrollment) enroll the student in a test. (DAC, Student Enrollment or SAC) register the student for a test. (DAC, Student Enrollment or SAC)

Adding a New Student To add a new student, follow the step-by-step instructions. In four steps you can add the required student data to the system so that the student is ready to test. If you exit the screens before completing all four steps, you will need to manually enroll and assign the student to a test.

New Student

Adding a New Student (continued) 1.Go to Student Data > Student Data Information. 2.Select the Students option button. 3.Click New Student. 4.Enter the required information to create the student, and then click Save and Next. 5.Enter the required information to register the student for a test administration, and then click Save and Next. 6.The student is now registered for testing in the selected test administration. 7.To register the student in a group, select the group or create a new group, and then click Save and Next. 8.The student is added to the group. Select the test the student will take and then click Save and Exit. 9.The student is now successfully enrolled and registered to test.

Updating Student Data Through user interface You can search by Student Name SASID Don’t forget you can use the % sign as a wildcard search

Test Setup Register Students Assign Student to Groups and Tests Change Test Formats

Register Students Students must be registered before the online testing session begins.

Assign a Registered Student to a Group and Test

To manually assign a registered student to a group and test: Go to Test Management > Register Students. Then, Select “Registered Students” from the View By options set. Search for the student and Click the name of the student. Next, Click the Assigned Groups tab. Click the Add Group Assignment button. And select the check box for the group, and then click the Add button. Click the Yes – Continue with Add button. Click on Assigned Tests Tab Select the test

Creating Online Test Sessions Steps to Create Online Test Sessions Add Students to Test Session Oral Administrations Authorizations

Steps to Creating Online Test Sessions

Student Authorization Tickets Student Authorization Tickets provide students with the information required to log into their test. Students type into a web browserhttps://testnav.com.co Students enter Username and Test Code SAC Print Student Authorization tickets and Seal Codes located in each PearsonAccess test session On the day students take the online test, distribute tickets and Seal Codes to Test Administrators Collect Student Authorization Tickets after testing

Seal Codes When students are ready to “unseal” a sealed test section, provide the Seal Code for that section only. Seal Codes apply only to sealed test sections. Each test contains 3 sealed test sections. Seal Codes must be used in the order they are printed. Seal Codes become invalid as soon as the test session is stopped. (A new test session requires new Seal Codes.) A short video is available on PearsonAccess>Support>Training>Printing Authorization Tickets

Proctor Caching Test Content and Administering Assessments DAC, SAC, Technology Coordinator, and Test Administrator 74

Proctor Cache Test Content – Test Administrators Proctor Caching – Enables districts to download encrypted test content to a local computer. A district downloads the content once for each test administration. Reduces the amount of bandwidth for testing. Proctor Caching Tutorial

Starting a PearsonAccess Test Session Test Administrators will need to log into PearsonAccess to start a test session Test sessions status shows as either Start or Stop

Students Log In to TestNav Once the test session is started, the Test Administrator will provide the students with their Student Authorization Tickets. –Students will type the URL found on the ticket into their browser –Students will find their username and testcode –Enter username and testcode in appropriate fields

TestNav Testing Engine TestNav Welcome page Screen will show the Test Name Number of questions Students will select “Start Test Now”

TestNav Testing Engine Section 1 Seal Code Entry Test Administrator will provide the seal code Student will enter the seal code and then select “Start Section”

TestNav Screens and Icons Text to Speech Navigation Flag Items and Review Tools User Menu

TestNav Testing Engine Section 1 Sample Questions After entering the seal code, students will see three sample questions that allow them to practice answering different item types. Sample questions are available only for Section 1. Students will see a STOP screen after the last sample question.

TestNav Testing Engine Sections 2 and 3 STOP page This is the screen students will see after entering seal codes for Sections 2 and 3. The Test Administrator will continue with the “SAY” directions. When all instructions have been read to the students, they will click the blue forward arrow button to start the test.

Logging out of TestNav Sections 1 and 2 Students must navigate to the Review screen using the Review button in the toolbar: In the top right corner of the screen, students will select the blue “End Section” button.

Logging out of TestNav Sections 1 and 2 Students logging out of Sections 1 and 2 will then see: They will select the green “Continue” button.

Logging out of TestNav Sections 1 and 2 Students click “Yes” on the Section Exit Warning dialog.

Logging out of TestNav Sections 1 and 2 The seal code screen for the next section (2 or 3) will load. Once on this screen, students must complete steps to log out of TestNav. Students will select the User icon in the top-right portion of the screen and select “Logout of TestNav.”

Logging out of TestNav The student will select the blue “Save and Return Later” button.

TestNav Testing Engine Sections 1 and 2 Once successfully logged out of TestNav, students will see:

Logging out of TestNav Section 3 Seal Code Entry

Logging out of TestNav Section 3 Students must navigate to the Review screen using the Review button in the toolbar: In the top right corner of the screen, students will select the blue “End Section” button. If students have answered all questions, they will see a green “Submit Final Answers” button in addition to the “End Section” button. This button only appears if all questions have been answered.

Logging out of TestNav Section 3 Students logging out of Section 3 will see: They will select the green “Submit Final Answers” button.

Logging out of TestNav The student will select the green “Yes, Submit Final Answers” button.

Logging out of TestNav Section 3 Students have now submitted their final answers and they will see the following screen. NOTE: Selecting the “Submit Final Answers” button submits student answers and automatically logs students out of TestNav. Students do not need to perform the extra steps of logging out of TestNav, as they must do at the completion of Sections 1 and 2.

Monitoring Test Sessions 94

Student Status Each student has their own status indicator Static status that will appear in session details

Monitoring Test Sessions Monitor the status of students in the session. To refresh a student’s testing status: Click the Refresh icon in the Status column of the student list on the Session Details screen to refresh the student’s status.

View Student Progress A Test Administrator can view a student’s progress to determine if all questions have been answered Click on View Progress to view the student’s progress in the test

PearsonAccess Test Session Security Test sessions have multiple levels of security controls Session level security allows you to start/stop the entire test session to control access Student level security allows you to control access on a student level when the session is started

Resuming a Student If a student has exited a test they must be Resumed before they can log back into the test The student status is Exited Select the checkbox next to the student’s name Click Resume Test, Confirm you want to resume the test

Mark Test Complete A student may be manually marked complete if they are finished testing but did not submit their test. Do not mark a test complete unless a student has completed the test or will not be returning to finish the test. Select the checkbox next to the student’s name and click Mark Test Complete.

Mark Test Complete Select the choice to use the same reason for all students, or use a different reason for each student Enter the Reason Code using the drop down menu –This reason code does NOT invalidate the test Click Save

Stopping a Test Session All test sessions must be Stopped at the end of a test administration All students in a session must be in Completed or Marked Complete status Click on Stop to stop the test session

Removing or Moving Students from PearsonAccess Test Sessions Click the check box next to the student to be moved to a different session, or removed. Click Remove or Move Select Yes to confirm or No to cancel the action The Students Not Assigned to Session Report is available on the Manage Test Sessions screen.

CoAlt Score Entry Score Entry 104

Manage Teacher Assignments Online Score Entry

Assigning a Teacher to a Assigned Student Select the Assigned Students option button. Select a student(s) and then click Assign Teacher. Select a teacher from the drop-down and click Save.

Removing a Teacher from an Assigned Student Select the Assigned Students option button. Select a student(s) and then click Remove Teacher. Click Yes-Continue with Removal.

Assigning a Subject to an Assigned Student Select the Assigned Students option button. Select a student(s) and then click Assign Subject. Select the subject and click Assign Subjects.

Removing a Subject from an Assigned Student Select the Assigned Students option button. Select a student(s) and then click Remove Subject. Click Yes-Continue with Removal.

Additional Ordering DACs 110

How to Place an Order Click on Test Setup tab Click on Order Additional Materials and Tracking sub tab

How to Place an Order Click on Order Additional Materials

How to Place an Order Complete Shipping Information Verify Address, , and Phone. Enter Date Needed, Shipment Reason, and any Special Instructions Click Next Date Needed is the requested delivery date

Enter the Quantity of materials needed Click Next How to Place an Order

Review Order Click Submit Order How to Place an Order

Each box in the shipment can be tracked separately Click on a box’s Tracking Number to see the shipping vendor’s tracking information Tracking Shipments

Support Support Page on PearsonAccess Avocet Chat Feature Toll Free Phone Support  Support

Avocet Support An online, alphabetical, topic-based index for assessment manuals and materials Easy search capabilities Frequently updated and updated on demand News feed with the latest broadcast s Most popular topics at the top View pages, print results, and download full PDFs 118

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Contacting Customer Service CMAS: Science and Social Studies – PARCC – Reasons for districts to contact Pearson: –Procedural questions—will be sent to Pearson Program Team and/or CDE –Ordering –PearsonAccess questions –TestNav questions 121

Questions 122