2016–17 FSA TIDE Webinar

Topics Updated TIDE Interface Review of District Tasks Review of School Tasks Today we will discuss the updated TIDE interface, review key district tasks and review key school tasks.

Updated TIDE Interface Benefits: Cleaner/Clearer layout Mobile ready site Emphasis on accessibility Additional Updates: Participation and Test Completion Reports moved to TIDE Enhanced Order Tracking capabilities Improved add/edit functionality TIDE has been given an update and some new features have been added. Benefits of the new interface include: A Cleaner and Clearer Layout. – There is less scrolling, less clicking, and a better workflow. It’s Mobile Ready. – You can accomplish many of your TIDE tasks from your mobile device. And There’s an Emphasis on Accessibility – It’s easy to use with screen readers and built to accommodate all users. Additional updates include being able to: Monitor test progress in TIDE by accessing both Participation Reports and Test Completion Rates – This allows you to use just one system for all of your administrative testing tasks. Enhanced order tracking capabilities allows for all order information to be housed in one spot, including shipment tracking (when available). And we have improved add/edit functionality. – There is a new layout that is more intuitive with more descriptive error messages.

Updated TIDE Interface: General Navigation This is the updated TIDE Interface you will see after logging in and selecting your test administration. While there are a few new tasks, the main changes are within navigating the tasks in TIDE. After presenting the slides I will do a short demonstration and walk through some of the first few tasks you will need to complete when TIDE opens on Wednesday, August 17th. Remember, we will post a copy of this presentation for your reference. In addition, an updated TIDE User Guide will be posted on the portal and you can always contact the help desk with questions. Let’s get started. The banner at the top of the TIDE homepage will indicate your role and the administration you are logged in to. It contains the System Navigation menu, a General Resources drop-down, a Help button, a Manage Account drop-down, a Log Out button, and a Find Student by ID search field. TIDE Tasks are now organized in columns based on tasks typically completed before, during, or after testing: The first section, Preparing for Testing, includes tasks associated with Users, Students, Orders, and Rosters The second section, Administering Tests, includes access to Printing Test Tickets, tasks associated with Invalidations and Requests, and Monitoring Test Progress, where you will access participation reports. The third section, After Testing, will include Test Completion Rates.

Updated TIDE Interface: General Navigation When TIDE opens on August 17th, district and school users will only see the first two columns (Preparing for Testing and Administering Tests). The After Testing column will be available closer to the start of the Fall EOC test window. Most tasks will only require two clicks to access. Users will expand the main task menu on the home page and then select the sub-task they want to complete.

DISTRICT TASKS The next several slides will provide updates and reminders for tasks pertaining to District Users.

Verifying Contact Information and Placing Additional Orders When TIDE opens on August 17th, the first task for districts to complete is ordering test administration manuals for the Fall EOC and Retake administrations. Before placing an order in each administration, you will need to verify your contact and shipping information.

District Tasks: Verify Contact Information Under Preparing for Testing, Click Orders > Place Additional Orders. In the Verify Contact Information Panel, enter or verify all information in both the DAC and Shipping Information fields. Click Verify. As I mentioned previously, you will only need two clicks to access most tasks in TIDE. These slides will contain the section (Preparing for Testing, Administering Tests, or After Testing) and then the two clicks needed to begin the task. To Verify Contact Information expand Orders and click Place Additional Orders. The first time you enter this task, the Verify Contact Information Panel will expand. Verify or enter all information in both the DAC and Shipping Information fields and then click Verify. You will receive confirmation that your information has been verified and then the Search for Orders Panel will be visible.

District Tasks: Placing Additional Orders From Preparing for Testing, Click Orders > Place Additional Orders. Select District or select School and choose a specific school. Click Search. To place an order, Select District or select School and choose a specific school. Then click Search.

District Tasks: Placing Additional Orders Enter quantities in the Additional Quantity window. Click Save Orders. A comment box appears. Click Submit. Review the Quantity Approved column after you save your order to ensure it was captured correctly. Enter quantities in the Additional Quantity window for each material needed. When finished, click Save Orders. A comment box will appear. You can leave it blank or enter optional comments for your use only. Please do not use comments to provide special shipping information or instructions for DRC or AIR. Click Submit. An order summary box will open. Review the Quantity Approved column to ensure your order was captured correctly. Remember that additional orders will remain populated with the material quantity you have entered until the next business day @ 10am ET – for instance if you place an order for 10 CBT Work folders at noon, and wish to place an order for 15 more before 10am ET the next day, you will alter this field to 25. Just a reminder that Test Administration Manuals should be ordered as soon as possible after TIDE opens on August 17th. All other Fall EOC materials will also be available on this date.

Uploading a PreID File Now let’s review the process for uploading a PreID file.

District Tasks: Uploading a PreID File Under Preparing for Testing, Click Student Information > Upload Students. Click Download Templates > PreID Layout for the PreID file requirements, also sent via email by Qian Liu on 7/28. PreID File Layouts are very similar to last year’s, however, there were some updates to the layout to address new fields such as FLEID, Testing Accommodations Listed on IEP or 504 Plan, and closed captioning. To upload a PreID file, expand Student Information and click Upload Students. You can download a PDF of the PreID file requirements for Fall EOC by clicking on Download Templates and then PreID Layout. This document was also sent via email by Qian Liu on July 28th.

District Tasks: Uploading a PreID File Click Browse to choose a file, and Next to see a preview. Sample Preview After creating and saving a PreID file, click Browse to choose the file and then Next to see a preview of your file.

District Tasks: Uploading a PreID File Click Next to validate the file. TIDE displays errors or warnings. Click Continue with Upload to upload the file as is. Or, correct the errors on the original file and Upload a Revised File. After verifying that you uploaded the correct file, click next to validate the file. TIDE displays errors or warnings if applicable. As part of the updates made to TIDE, we introduced detailed validation so you can see exactly which fields have errors or warnings. At this time, TIDE is only displaying errors for PreID student uploads. You can click the error icon to view a message that provides more information on how to correct the error. If your file contains less than 200 errors, you can choose to Continue with the Upload. However TIDE does not upload the records that have errors. You can also Upload a Revised File by correcting the errors in the original file and starting the upload process again.

District Tasks: Uploading a PreID File The Confirmation page appears. If your file contains more than 2,000 records, it will be processed offline. You will receive an email when the processing is complete. If your file contains less than 2,000 records, you will receive a confirmation message after the file processes. It will contain the number of records that were uploaded and number of records excluded if applicable. If your file contains more than 2,000 records, it will process off-line and you will receive an email when the processing is complete.

District Tasks: Uploading a PreID File To check on the status of a PreID Upload (including offline), go to Student Information > Upload Students, and expand the Upload History panel. To check on the status of a PreID Upload (including offline files), expand the Upload History panel in the Upload Students task. The status column will let you know whether your file has uploaded or if there were issues that may have occurred. A status of Processed indicates that the file successfully uploaded. Please note: large files can take up to 24 hours to process. You should only re-upload a file on the same day if the status indicates Error, Rejected or Previewed. If you chose to continue with the upload, but your file contained some errors, you can Download the Validation Report which will specify the error(s) for each rejected record. Download the Records Rejected file, correct the errors, and upload the smaller file.

Student Information: Add/View/Edit Now let’s review how to add individual students and view or edit student information.

District Tasks: Add/View/Edit Student Information Under Preparing for Testing, Click Student Information > Add Student to upload individual students. Complete all required fields and click Save. Remember to be sure you are working in the correct administration. To add an individual student in TIDE, expand Student Information and click Add Student. Complete all required fields and click Save. And just a reminder to be sure you are working in the correct administration. A student must be added/uploaded to each administration in which they will test.

District Tasks: Add/View/Edit Student Information To edit student information, click View/Edit/Export Students, search for the student, and click the edit icon [ ]. To edit student information, click View/Edit/Export Students. In the search for students panel select District, School, and any additional search criteria. Click the edit icon and a View/Edit Student window will open. After viewing or editing a particular student, close the window and your original search results will remain.

Managing Users I’ll now review how to create and edit accounts. Note that all user accounts from last year were brought over to the new site. You can add new accounts, modify existing accounts, or delete accounts as necessary.

District Tasks: Managing Users Under Preparing for Testing > Manage Users To create accounts: Click Upload Users to upload a file or Add User to add an individual user. To edit accounts: Click View/Edit/Export Users, Search for user and click the edit icon [ ] to edit the record. To create accounts, either click Upload Users to upload a file or Add User to add an individual user. To edit existing accounts click View/Edit/Export Users, search for the user and click the edit icon.

District Tasks: Managing Users User Information The email address field is not modifiable. If email is incorrect, you must delete and add the user again. To add another role or school to an existing user, add the user again with the additional information. TA Certified field can be modified, if needed. A few reminders regarding User Information: The email address field is not modifiable. If the email address is incorrect, you must delete the user and add them again. To add another role or school to an existing user, add the user again with the additional information. District Assessment Coordinators can modify the TA Certified field, if needed.

Invalidations and Requests District Assessment Coordinators will again be able to create invalidations and requests AND approve both “Re-open a test” requests and “Re-open a test session” requests. Let’s review how to approve these request types.

District Tasks: Approving Requests Under Administering Tests, Click Invalidations and Requests > Approve Requests. Use the fields to search for the record(s). The number of pending requests will be indicated next to the Invalidations and Requests task on the TIDE home page. To approve a “Re-open a test” or “Re-open a test session” request, expand Invalidations and Requests and click Approve Requests. Choose a request type and click Search. You can include additional information such as Session ID or SID to narrow down your search results.

District Tasks: Approving Requests Select the record(s) you wish to approve and click Process. Select Retract, Reject, or Process. Enter a reason in the comments box and then select Submit. To see the reason for the request click the comments icon [ ]. Select the record(s) to approve and click Process. Next, select the action you want to take on the request – either Retract, Reject, or Process. Enter a reason for your selection in the comments box and then select Submit. You will receive a confirmation message that the request was completed successfully. You can view the reason for the request by clicking the comments icon in the Request Status column.

SCHOOL TASKS Now we will take a look at tasks performed by School Users.

Managing Users We will start with Managing Users. While the tasks are similar as outlined for District Assessment Coordinators, the ability to perform some of the tasks is limited for school level users.

School Tasks: Managing Users To add an individual user, under Preparing for Testing, Click Manage Users > Add User Select the role and enter in user’s Email Address, Last Name, First Name, and Phone Number (optional) and then click Save. CBT Coordinators are the only school level role that can Add Users. To add a user, expand Manage Users and click Add User. Select the role and enter in the user’s Email Address, Last Name, and First Name. Phone Number is optional and then click Save.

School Tasks: Uploading Users To add multiple users, under Preparing for Testing, Click Manage Users > Upload Users Select Download Templates and create file. Select Browse to select the file and Next to preview your file. To add multiple users, click Upload Users. Select Download Templates, choose either a CSV or Excel file format, and create a file. Select Browse to select the file and Next to preview your file.

School Tasks: Uploading Users Select Next to validate the file. TIDE displays errors or warnings. Click Continue with Upload to upload the file as is. Or, correct the errors on the original file and Upload a Revised File. After verifying you uploaded the correct file, Select Next to validate the file. TIDE will display errors or warnings. For User uploads, TIDE will display errors if the field contains invalid characters or values. A warning will display if the user is already in TIDE. Records with warnings will still upload. You can click the error icon to view a message that provides more information on how to correct the error. You can choose to Continue with the Upload, however, TIDE does not upload records that have errors, or Upload a Revised File by correcting errors in the original file and starting the upload process again.

School Tasks: View/Edit Users Under Preparing for Testing, Click Manage Users > View/Edit/Export Users, and search for the user. Click [ ] to view or edit the record. To search for users to view or edit information, expand Manage Users and click View/Edit/Export Users. You can search by role, email address, name or phone number. Click the edit icon to view or edit the record. Remember that Email Addresses are not modifiable.

Student Information Tasks associated with Student Information varies by role at the school level. All school users can view and export students within their school. CBT Coordinators also have the ability to add and edit students.

School Tasks: Confirming Student Information Under Preparing for Testing, Click Student Information > View/Edit/Export Students, and search for the student. Click [ ] to view the record. To view/edit students, expand Student Information and click View/Edit/Export Students. Search for all students within the school or add additional criteria to narrow your search. Click the edit icon to view a student record.

School Tasks: Confirming Student Information Confirm/update information in the Demographics panel of the record. Student information is displayed in 4 panels on the page. The first panel is Student Demographics. The SID field is not modifiable but all other fields in this section can be edited.

School Tasks: Confirming Student Information Confirm/update information in the Race and Ethnicity and the Additional Information panels of the record. The second panel is Race and Ethnicity. The third panel is Additional Information, which contains Test Indicator, Enrollment Status for EOC tests, and Class Code.

School Tasks: Confirming Student Information On Accommodations panel, confirm/update information. Click Save when finished. The fourth panel is Accommodations. You can update accommodations by toggling the on/off button. If student information was modified in any of the 4 panels, Click Save when finished to update student information.

School Tasks: Adding Students Under Preparing for Testing, Click Student Information > Add Student Make selections and type in entries for all required fields and click Save. To add a new student, expand Student Information and click Add Student. Make selections and type entries for all required fields in the four panels and click Save. If a field contains invalid characters/values or a required field is left blank, an error message will be displayed. You will need to correct the error before you can add the student. You will receive a confirmation message after the student has been successfully added to TIDE.

Printing PreID Labels and Test Tickets The next few slides will provide information on printing PreID Labels and Test Tickets.

School Tasks: Printing On-Demand PreID Labels Under Preparing for Testing, Click Student Information > View/Edit/Export Students. Search for students. To print On-Demand PreID Labels, Expand Student Information and click View/Edit/Export Students. Search for the student(s) you need to print PreID labels for.

School Tasks: Printing On-Demand PreID Labels Select records, click the print icon [ ] and select PreID Labels. A separate window or tab will open. You will then select the records, click the print icon and then select PreID Labels. A separate window or tab will open.

School Tasks: Printing On-Demand PreID Labels Select the subject(s) you want to print a label for, a start position and click Print. Next, select the subject(s) you want to print a label for, select a start position, and then click Print.

School Tasks: Printing On-Demand PreID Labels Open the file with the selected student labels. Print the PDF on the labels provided by DRC. Open the file with the selected student labels and Print the PDF on the labels provided by DRC.

School Tasks: Printing Test Tickets Under Administering Tests, Click Print Test Tickets > Print from Student List. Search for students. To print Test Tickets, expand the Print Test Tickets menu under Administering Tests and click Print from Student List. Search for students and select the records that need test tickets.

School Tasks: Printing Test Tickets Select the records you wish to print and click [ ] and select Test Tickets. A separate window or tab will open. Select a Layout and click Print. Open the file with the selected student tickets. Print the PDF. Click the print button and select Test Tickets. A separate window or tab will open. Select a layout and click print. Open the file with the selected students’ test tickets and print the PDF. Test Tickets can also be printed from the View/Edit/Export Students task. Follow the same steps for PreID Labels, except choose Test Tickets.

Rosters Tasks associated with Rosters will be discussed next.

School Tasks: Rosters To view or edit Rosters, under Preparing for Testing, Click Rosters > View/Edit Rosters. Search for a Roster. To view or edit Rosters, expand Rosters and click View/Edit Rosters. Then search for a Roster.

School Tasks: Rosters Click [ ] to view or edit a Roster. PreID Rosters are view only. User Defined Rosters can be modified. Click [ ] to add a student, and [ ] to remove a student. Click the edit icon to view or edit a roster. PreID Rosters are view only. User Defined Rosters can be modified. On the View/Edit Rosters page, you can search for students to add to a Roster. Click the plus icon to add a student and click the x icon to remove a student.

School Tasks: Adding Rosters To Add Rosters, under Preparing for Testing, Click Rosters > Add Roster. Search for students. Select students from the “Available Students” list to add to the roster. Type Roster Name. Select Teacher Name. Click Save. To add a new roster, expand Rosters then click Add Roster. Search for students and then select students to add to the roster. Type in a Roster Name, Select a Teacher from the drop-down and then Click Save.

School Tasks: Rosters Click [ ] and select Roster or Test Tickets. A new tab or window will open. You can print a roster list or test tickets from a roster. After searching for rosters, select the roster, click the print icon and select Roster or Test Tickets. You will follow the same process as described before for printing PreID Labels and Test Tickets.

Invalidations and Requests CBT Coordinators have the ability to create the following invalidations and request types: “Invalidate a test”, “Re-open and test”, and “Re-open a test session”. Let’s review how these requests are created in TIDE.

School Tasks: Create Invalidations and Requests Under Administering Tests, Click Invalidations and Requests > Create Requests. Select a request type to create and enter an SID, Result ID, or Session ID. To create an invalidation or other request, expand invalidations and requests and click create requests. Select a request type, enter an SID, Result ID or Session ID and click Search.

School Tasks: Create Invalidations and Requests Choose a record(s) and click Create. Enter a reason and click Submit. Select a record(s) and click Create. Enter a reason and click Submit. You can view submitted requests, by selecting “View/Export Requests”. CBT Coordinators also have the ability to upload Invalidations and Requests.

Demonstration and Q & A We will now go into the TIDE website to review the layout and navigation of the site and review a few key tasks.

Logging into TIDE While all accounts have been moved over, users will need to reset their passwords and security question upon logging in for the first time this school year.

When you log in for the first time this school year, under the “First Time Login This School Year?” section, select the "Request a new one" link just below the login prompt. Enter their email address used for TIDE and other FSA Systems to have a temporary password emailed to them. If they do not request a new password, users will receive the error message indicated. After they receive the temporary password, they will log in with the temporary password and then follow the instructions to change their password and answer at least one security question.