CMAS: PARCC English Language Arts and Mathematics Registration for Paper-Based Testing Materials November 4, 2014

Agenda Paper-Based Testing Materials for ELA and Math Who May use Paper-based Forms for ELA and Math? How should Districts make Decisions about Paper-Based Materials? Student Registration What will CDE upload to PearsonAccessnext ? What will districts need to upload to PearsonAccessnext ? Student Registration File Step-by-Step Instructions File layout clarifications Final Takeaways 2

What are the Paper-based Testing Materials for English Language Arts and Mathematics? “Regular” forms for mathematics and 3rd grade English language arts Accommodated materials: Paper-based forms for assessments that most students will be taking online Braille Large print Spanish forms (Mathematics) Forms for math translation, signing, human reader (oral presentation) Note: all of these forms are also available in online format. 3

Who Can Use Paper-based Forms? Mathematics: Everyone Students with disabilities and English language learners requiring paper-based accommodations English language arts: 3rd grade 4th-11th grades: 4

Students Eligible for Spanish Language Assessment Students in grades 3 and 4 who qualify to take the Spanish Language Assessment should be registered for an online assessment Note: Decision making flowchart is located at http://www.cde.state.co.us/assessment/spanishliteracyassessmentqualification 5

Making Decisions about Paper-based Forms for All Students Mathematics: Colorado will allow districts to choose between a paper-based administration or an online administration for mathematics this year based on technology capacity (device, bandwidth, personnel, etc.) as a transition strategy to fully online assessments. Note: The equation editor was glitchy during field testing. That tool has been improved. A version that can be used instructionally is scheduled to be available by the end of this month. The updated tool will be posted at http://parcc.pearson.com/tutorial/. Third grade English language arts: There were concerns from some in the field about 3rd grade students’ readiness for extensive online writing. Based on their instructional approach, districts may make a decision regarding 3rd grade assessment mode. Availability for paper-based forms for next year will be determined after this administration. 6

Making Decisions about Paper-based Accommodated Forms and Materials Students with disabilities and English learners may need paper-based accommodations as identified in their IEPs or learning plans Information on accommodations is located here http://www.parcconline.org/parcc-accessibility-features-and-accommodations-manual. Ensure that you are using the manual updated in November 2014. It is strongly recommended that students requiring the accessibility feature (math) or accommodation (ELA) of read aloud (oral presentation) use the online assessment with text-to-speech. 7

Determine Mode for Mathematics and 3rd grade English Language Arts Consult with content specialists/teachers Make joint recommendation with District Technology Coordinator to superintendent Move forward with superintendent’s decision Mathematics and ELA: mode may vary by school Mathematics: mode may vary by grade Example: you may choose to administer elementary via paper-based and high school via online administration 8

Registering Students for Paper-Based Materials General Information 9

9/17/2018 Who Can Register Students for Paper-based Accommodations? Assigning the Sensitive Data Role in PearsonAccessnext The person engaging with the student level demographic data will have access to sensitive personally identifiable information (e.g., free/reduced lunch status). Assign the Sensitive Data Role accordingly. The Sensitive Data Role is an add on role. It has to be assigned in addition to one of the following roles: LEA/District Coordinator School Test Coordinator Training on adding user roles is available in the PearsonAccessnext training on https://parcc.tms.pearson.com/ The training modules available now are for fall, do not use them. The spring modules are forthcoming. 10

Registering Students for Paper-based Materials 9/17/2018 Registering Students for Paper-based Materials Districts may register students for paper-based materials through two methods: The Student Registration File (SRF) The PearsonAccessnext user interface Accommodations for online testing will be captured in the Personal Needs Profile (PNP). Training on this module will be forthcoming The original ordering date for paper-based testing materials was November 21* (This deadline is being extended). Districts may place additional orders for paper-based materials for new students only 11

9/17/2018 Will Student Demographic Information be Available in PearsonAccessnext? By noon November 12th, CDE will upload data, including student demographic information, from Data Pipeline to PearsonAccessnext When districts pull a Student Registration File (SRF) from PearsonAccessnext, the file will: Include an ELA record for all students in grades 3-11 Include a math record for all students in grades 3-7 Default to online as the mode of administration Note: Districts participating in the math flexibility pilot will need to change the test assignment registration for 7th graders participating in Algebra I or Integrated Math I. Use the PearsonAccessnext interface to delete the previous test assignment. 12

Registering Students for Paper-Based Materials Using the Student Registration File to Order Paper-Based Materials 13

Changing the Student Registration File The Student Registration File (SRF) is a file that can be used to enroll students into test sessions for online administration and to order paper-based testing materials. This is helpful for changing a group of students at one time. Districts may export Student Registration Files with student demographic data and test assignment information from PearsonAccessnext Districts may import Student Registration Files with modified information back into PearsonAccessnext Once the SRF has been exported from PearsonAccessnext, use the data file layout from the support page to make changes to the file.

Exporting Student Registration Files from PearsonAccessnext To export the file: Log into PearsonAccessnext. Select the administration from the Admin drop down menu on the top of the screen.

Support Sign into PearsonAccessnext On the Support page click on the file format of .pdf Choose: Spring Student Registration File Field Definitions 16

Exporting Student Registration Files from PearsonAccessnext Next, click on Import / Export Data under SETUP.

Exporting Student Registration Files from PearsonAccessnext Click on Select Tasks and check Import / Export Data.

Exporting Student Registration Files from PearsonAccessnext Click the Start button with the Import / Export Data option checked.

Exporting Student Registration Files from PearsonAccessnext Choose Student Registration Export from the Type menu. Note: Student Registration Delete is not expected to be an available option.

Exporting Student Registration Files from PearsonAccessnext The status will display as “Complete” once the file has been processed.

Importing SRF into Excel Open Excel (do not open the downloaded file by clicking on it) From the Data tab click on Get External Data “From Text” Browse to the downloaded file and click on the import button 22

Importing SRF into Excel Choose Delimited (should be automatically chosen) Next Remove “Tab” and select “Comma” The first column is already selected - Hold the shift key and scroll to the last column and click – this will select all columns (they go to a black background) Select “text” Finish If asked where to put the data, ensure you are on a clear worksheet and then click “ok” Save this file as an Excel file and use it as your source. 23

Ordering Paper Materials for All Students Adding Math to the SRF 9/17/2018 Ordering Paper Materials for All Students Adding Math to the SRF Remember, you will need to add to the SRF: Grades 8-10 Grades 11-12 as necessary Information on the available math options is posted at http://www.cde.state.co.us/assessment/newassess-parcc Ensure you enter all of the required fields Demographic : Columns A, B, C, F, I, J, L, M, O F- SASID must be unique (no temporary SASIDS) Testing: Columns AN, AO, AP, and AY Students must take the same format (paper, computer) in both PBA and EOY. 24

Ordering Paper Materials for All Students Adding Students to the SRF In Column L, enter the student’s Birthdate. This is a required field. The birthday MUST be entered as YYYY-MM-DD or the record will error and will not upload to PearsonAccessnext.

Ordering Paper Materials for All Students Changing the Student Registration File Students in grades 3-10 will need to have two rows in the SRF One for ELA One for math. CDE is uploading 3-11 ELA and 3-7 math Districts will need to add grades 8-10 math Districts will need to add grades 11 and 12 math as necessary Math ELA/L AN Test Code MAT03 ELA03 MAT04 ELA04 MAT05 ELA05 MAT06 ELA06 MAT07 ELA07 MAT08 ELA08 ALG01 ELA09 GEO01 ELA10 ALG02 ELA11 MAT1I   MAT2I MAT3I

Ordering Paper Materials for All Students Changing the Student Registration File For mathematics, to order paper-based materials district-wide: Filter the exported file by column O (grade) for relevant grades Filter column AN (Test code) by relevant test code (MAT03-MAT08, ALG01, GEO01, ALG02, MAT1I, MAT2I, MAT3I) Change column AO (test format) from O to P For 3rd Grade ELA, to order paper-based materials: Filter column O (grade) by 03 Filter column AN (Test code) by ELA03 and or MAT03 Note: Only change 3rd Grade ELA, and ELA assignments in other grade levels for students with an accommodation 27

9/17/2018 Ordering Accommodated Paper Materials Identify Students and Accommodations Students with disabilities (IEP and 504) English learners The fields in the SRF on the following slides will create an order for paper-based testing materials. There are also fields in the SRF that create online test sessions. For online testing, the PNP will enroll students into an accommodated or accessible form. The file format for the SRF is located on the support page of PearsonAccessnext 28

9/17/2018

Ordering Accommodated Paper Materials File Layout Clarifications The following fields are used to cross validate accommodations and must be correct: AQ – Student who is an English Language Learner AR – Student with a 504 AS – Student with an IEP Accommodated forms cannot be assigned to a student if these fields are not populated. The PNP (coming soon) will use these field as a cross reference for assigning forms to students. 31

Ordering Accommodated Paper Materials File Layout Clarifications 9/17/2018 Ordering Accommodated Paper Materials File Layout Clarifications Mark “P” in field AO (Test Format) for the following accommodation: AT – Alternate format – paper test: Use for students who require paper and pencil test format for English Language Arts or math as an approved accommodation. This does not order materials. 32

Ordering Accommodated Paper Materials File Layout Clarifications 9/17/2018 Ordering Accommodated Paper Materials File Layout Clarifications Mark “P” in field AO (Test Format) for the following accommodations: AU – Translation of the Mathematics in paper Used to order Spanish paper-based materials (mark “SPA”) For onsite translations into other languages, the Human Reader or Human Signer form should be ordered (AV). AV – Human Reader or Human Signer Used for a student taking the paper-based form of the assessment and also needing audio presentation (mark “Human Read Aloud” or “Human Signer”) There is no oral script for either online or paper forms. The human reader or signer must know the audio guidelines for the subject being read. http://www.parcconline.org/parcc-accessibility-features-and-accommodations-manual Reminder: text-to-speech is available for the online form. Strongly encouraged for students needing audio presentation 33

Ordering Accommodated Paper Materials File Layout Clarifications 9/17/2018 Ordering Accommodated Paper Materials File Layout Clarifications Mark “P” in field AO (Test Format) for the following accommodations: AW – Large Print Used to order paper-based large print materials (Mark “Y” for Yes). Reminder: students can enlarge text and magnify portions of the screen on the online forms of the assessment. AX – Braille with Tactile graphics Used to order a paper-based braille test with tactile graphics (Mark “Y” for Yes). Note: For students using a screen reader or refreshable braille, an additional order will need to be placed for the tactile graphics. 34

Importing Student Registration Files to PearsonAccessnext Step-by-Step Instructions Once changes have been made to the SRF, save the file as a CSV (comma separated values) file. http://co.pearsonaccessnext.com 35

Importing Student Registration Files to PearsonAccessnext To import the file: Log into PearsonAccessnext. Select the administration from the Admin drop down menu on the top of the screen. File will need to be uploaded into both PBA and EOY. Follow the export steps that were presented, until the choice of file type

Importing Student Registration Files to PearsonAccessnext Choose Student Registration Import from the Type menu. Note: Student Registration Delete is not expected to be an available option.

Changes in PearsonAccessnext Individual students may be registered for paper-based materials through the PearsonAccessnext User Interface. Refer to the PearsonAccessnext training module Additions to test assignment can be made via the User Interface. Select the student Select Manage Student Tests Create Student Tests Select Student Complete required fields: Test, Organization, Test Format, Retest = no Create 38

Changes in PearsonAccessnext 9/17/2018 Changes in PearsonAccessnext Deleting Test Assignments: Select the student Select Manage Student Tests Select student test assignment to delete Deselect Assigned Save 39

Final Takeaways 40

Timeline Date Activity November 21* (will be extended) 9/17/2018 Timeline Date Activity November 21* (will be extended) Submit Paper Material Orders to PearsonAccessnext PBA: February 23 – March 31 EOY: April 13 – May 19 Submit Additional Orders for Paper Materials (for new students only) January Training for DACs 1 week prior to testing Update PearsonAccessnext student registration Prior to proctor caching Upload Personal Needs Profile (PNP) (file layout available by 11/24/14) 1 week after testing PBA: no later than April 10 EOY: no later than May 29 Return paper-based materials 41

What DACs Need to Know Initial paper orders are placed by updating the SRF or through PearsonAccessnext User Interface by November 21* (will be extended). CDE will review registrations to ensure that schools/districts haven’t accidentally indicated all paper across all grades for ELA. If more paper is selected than expected for ELA, CDE will override the order. DAC will be notified Districts will need to update PearsonAccessnext prior to testing with new students. 42

What Data People Need to Know Two registration records are needed per student in grades 3-10. Grade 11 may have one or two records, depending on if they are required to be assessed in math. Students in grade 12 who are taking Algebra II or Math III will have only one record. The file must be uploaded into PearsonAccessnext twice Once for PBA Once for EOY 43

Contact Questions about policy and procedures and PearsonAccessnext 9/17/2018 Contact Questions about policy and procedures and PearsonAccessnext Stephanie Boyd - boyd_s@cde.state.co.us Questions on data file layouts: Jessica Allen - allen_j@cde.state.co.us 44