Texas Assessment Management System Student Directory and Send Files Sara Snuggs December 2011

Data Levels

Student Directory Data At Directory-level: PEIMS-ID Name Date-of-Birth Gender PEIMS Elements Also: Enrollments Groups Braille

Student Directory Data Because assessment data is retained, students are not removed from the directory when they graduate or otherwise withdraw from Texas schools. Enrollment is not removed when a student is promoted from Elementary School to Middle School.

Permanent and Temporary Students A Permanent student is one who is already in the Student Directory, either from the student assessment history or a PEIMS snapshot. A Temporary student is a student who did not already exist in the Student Directory. For reference, see the Student Directory Overview document available on the Resources > Technology Information page of TexasAssessment.com.

Permanent and Temporary Students Districts can edit the following information for Temporary students: LAST-NAME, FIRST-NAME, MIDDLE-INITIAL, DATE-OF-BIRTH, and SEX-CODE in the Student Directory. Districts cannot edit Permanent students except for Record Changes / Student Test Warnings. A Temporary student in the Student Directory will be converted to Permanent either from a PEIMS upload or after a test administration is reported.

Student Data Directory – Data Sources October PEIMS snapshots Send Student Data or manually adding students within the Assessment Management System Assessment data from completed test administrations

Student Data Directory - Updates Districts can update Student Directory data during the Record Changes and Student Test Warnings processes. Districts can correct a student’s: PEIMS-ID (for suspect records only) LAST-NAME, FIRST-NAME MIDDLE-INITIAL and DATE-OF-BIRTH.

Student Data Directory – Making Updates For updates to a student’s history / suspect records outside an administration, districts can access Student History through Online Data Management (SchoolHouse) Updates are uploaded to the Assessment Management System twice a day

Student Data Directory – Making Updates If an update requires Pearson assistance, you may submit your request one of two ways: Fax your request and any documentation to the Austin Operations Center Submit a Customer Support Request in the Assessment Management System (Administrative Management > Customer Support Requests)

Student Directory – Matching Criteria PEIMS-ID and two out of three of the following criteria: LAST-NAME, FIRST-NAME, and DATE-OF-BIRTH. Any students who are not currently found in the Student Directory are added. PEIMS demographic variables are only updated during a PEIMS load, and no previous test-administration-level demographics are changed by the PEIMS file.

Student Directory – Matching Criteria Students with the same PEIMS number as someone already in the Student Directory, but whose data does not match on other criteria, will not be added to the Student Directory. Likewise, students with invalid required fields cannot be added to the Student Directory.

Data Levels

Registration-level Data At Registration-level: Grade Administration Demographics Also: Registered Group Assigned Tests

Registration-level Data Demographics left blank will initially default from the Directory when Sending Student Data

Data Levels

Test-level Data At Test-level: Accommodations Score Code Format Do Not Report Do Not Report Reason

Student Directory Q & A

Send File Process Send file processes for: Student Data Roster Data User Accounts (covered in a mini-session) During this session, we will: Overview creating and sending files Discuss new options Discuss error messages

Send Student Data Student Data refers to student demographic data and other testing-related information about individual students.

Send Student Data Resources Review the Student Data File Format for Student Registration and Precoding (Manuals tab), and use the Student Data File Header for Student Registration and Precoding (Downloads tab) to prepare a csv student data file.

Create a Student Data File (csv format) Request a Registration File.

Create a Student Data File (csv format) Or, start with the student data file header.

Create a Student Data File (csv format) Or, start with the student data file header.

Create a Student Data File (csv format)

Create a Student Data File (csv format)

Send Student Data Send student data to register students for an administration or update registration information. Additionally, with new options, send a file for validation only or directory only.

Send Student Data for Validation Only Send student data for Validation Only to identify errors before the registration window is open. Students will not be registered.

Send Student Data for Directory Only Send Student Data for Directory Only to add students to the directory so they can be added to Rostered Groups, or to update existing students’ enrollment.

File Status Processing = File still being processed. (Processing may take up to 24 hours.) Complete = File was successfully uploaded. Complete with problems = Some of the records contained errors. Click the link in the Messages column for error information. Rejected = the file format was invalid or all of the records contained errors.

File Status

Student Data Problems Data Problems Export Detail

Send Student Data Q & A

Send Roster Data Send Roster Data refers to the ability to group students into a Rostered group. Organize students Teachers view through Teacher Portal

Send Roster Data Review the Creating a Roster Data File section of the User's Guide for the Texas Assessment Management System (Technology Information tab) and the Student Roster File Header for Student Registration and Precoding (Downloads tab) to prepare a roster data file.

Create Roster Data File Request a Rostered Group File.

Create Roster Data File Or, start with the student roster file header.

Create Roster Data File

Create Roster Data File

Create Roster Data File Create groups and add students as before, leave the Action and Group-Name-Current columns blank. New Actions: Remove Student – matches on Group Name and PEIMS ID and removes student Rename Group – matches on Group-Name-Current and renames group to Group-Name (do not send student data in this row) Delete Group – matches on Group-Name and removes students from group and deletes group (do not send student data in this row)

Create Roster Data File

Send Roster Data Send roster data to create rostered groups, add students, remove students, rename rostered groups or delete rostered groups.

Send Roster Data File Note that after the roster data file is processed it will take approximately one hour before the student data is available in the Teacher Portal. It might take longer for very large files.

File Status Processing = File still being processed. (Processing may take up to 24 hours.) Complete = File was successfully uploaded. Complete with problems = Some of the records contained errors. Click the link in the Messages column for error information. Rejected = the file format was invalid or all of the records contained errors.

File Status

Roster Data Problems Export Data Problem Detail

Send Roster Data File Q & A