The Office of Student Assessment Services September 19, 2019 Overview of the Student Registration/Personal Needs Profile for the MCAS November Retests: For New Staff The Office of Student Assessment Services September 19, 2019

Scott Kelley, Data and Reporting Specialist Presenters Scott Kelley, Data and Reporting Specialist Robert Pelychaty, Accommodations and Appeals Coordinator Jodie Zalk, Test Administration Coordinator Liz Pennington, Pearson Project Manager Massachusetts Department of Elementary and Secondary Education

Logistics for This Session Questions may be asked at any time using the Questions feature on the GoToWebinar screen. Questions about a specific student should be sent by email to mcas@doe.mass.edu. Some questions may be covered during the course of the presentation. We will answer some questions at the end of this session. After the session, we will email questions and answers to participants. This session is being recorded and will be available online in about one week at the MCAS Resource Center.

SR/PNP Overview & Additional Considerations 01 SR/PNP Overview & Additional Considerations 02 Steps for Completing the Initial Import 03 Steps after the Initial Import CONTENTS 04 Frequently Asked Questions 05 Resources, Support, and Next Steps

SR/PNP Overview and Additional Considerations for the November 2019 ELA Retest

What is the SR/PNP? Collection of student-level data, including student demographic data test registration information information on selected accommodations that a student will use during testing Determines the basis for the initial shipment of test materials to schools, including Student ID Labels test administration manuals test and answer booklets, including special test editions The SR/PNP determines initial test orders, and provides a record of students tested and the accommodations they used.

SR/PNP Deadlines for the November 2019 Retests Window for completing the initial SR/PNP process Deadline for updating SR/PNP information (as needed) Regular window September 23–October 4 November 18 Window to register additional students retesting for ELA (if needed) October 7–10 See the Guide to the SR/PNP Process for additional information.

For what reasons and when should we update the SR/PNP? Before or During Test Administration After Test Administration To add students not included in the DESE data file  Note: Complete an enrollment transfer work request for students from other schools in MA. (Students from out of state can be added using the SR/PNP interface.)  To remove students no longer enrolled To remove test assignments for students included in the SR/PNP who will not participate (e.g., students taking MCAS-Alt) To edit accommodations Note: Can remove accommodations that were not used during testing To edit demographic information (e.g., last name spelled wrong)

MCAS Accessibility and Accommodations Review Accessibility and Accommodations Manual (www.doe.mass.edu/mcas/accessibility/) Review module and previous trainings (mcas.pearsonsupport.com/training/) Accessibility features available to all students: Universal Accessibility Features (may differ, depending on CBT or PBT) Designated Accessibility Features (at discretion of principal) Accommodations available only for students with disabilities and ELs Standard and Special Access accommodations for students with disabilities Accommodations for ELs, with guidance based on English proficiency level Must pre-order the accommodations from the Accessibility and Accommodations Manual listed with an “SR/PNP” designation (e.g., TTS, large print, paper, Braille)

Accommodations for the Nov. Retests that Must Be Included in the SR/PNP Description A2 Large-print edition A.5 or EL3.2 Human read-aloud for the Mathematics retest A.6 Human signer for Math or ELA (test questions only for ELA) A.9 Supplemental graphic organizer or reference sheet (Department versions only) (www.doe.mass.edu/mcas/accessibility/organizers/) A10.1 or A10.2 EL4.1 or EL4.2 Human scribe or external speech-to-text device for Math A12 Typed responses

Special Access Accommodations for the Nov Special Access Accommodations for the Nov. Retests that Must Be Included in SR/PNP Accommodation # Description SA1.1 or SA1.2 Text-to-Speech or Human read-aloud for ELA SA2 Human signer for ELA passages SA3.1 or SA3.2 Human scribe or external speech-to-text device for ELA SA4 Calculation device or arithmetic table for non-calculator Math test session SA5 Spell-checker for ELA SA6 Word prediction for ELA

Guide to the SR/PNP Process The Field Definitions describe each accommodation. The Field Notes describe eligibility to receive the accommodation and/or describe how to complete that field. The Expected Values indicate options for selecting the accommodation.

Field Definitions Portion of Guide to the SR/PNP Process

DESE voided one of the spring 2019 grade 10 operational essays. Additional Considerations for the Nov. 2019 ELA Retest and Background on the Voided Spring 2019 Grade 10 ELA Prompt DESE voided one of the spring 2019 grade 10 operational essays. An independent study was conducted to see if the performance of African American students declined after the voided prompt. The study showed that while black students in the aggregate experienced a small difference in performance as compared to white students on the second day of the test, that small difference was within the normal variation of such differences on past MCAS tests.

Special Student Eligibility for the November 2019 MCAS ELA Retest Students who believe they were affected by the prompt will be allowed to take the November 2019 MCAS ELA retest for consideration for the Adams and Koplik scholarships. Scores will be reported through 280/Advanced. Students must take all sections of the November ELA retest (Composition and Reading Comprehension Sessions 1, 2, and 3). The higher score will serve as the score of record: if a student does not earn a higher score on the November ELA retest, the spring 2019 grade 10 ELA score will remain the score of record.

Eligibility Guidelines for the Adams Scholarship The following students may participate in the November 2019 MCAS ELA retest: Students who were on track to meet the testing requirements for the scholarships but did not perform as well as expected on the last set of questions after the voided passage, and meet one of the following criteria: Scored just below the equivalent of Proficient in ELA and scored in the Advanced level in either Mathematics or STE, and were Proficient in the 3rd subject OR Scored just below the equivalent of Advanced in ELA, and also scored at least Proficient in both Mathematics and STE

Special Student Registration for the November ELA Retest Schools will complete the Student Registration/Personal Needs Profile (SR/PNP) for the November retests: September 23–October 4: Regular registration period October 7 –10: Window to register additional students retesting for ELA (if needed)

Steps for Completing the Initial Import 02

Secure Websites for this Process DESE Security Portal: where to find the .CSV files that can be used as the basis for the SR/PNP https://gateway.edu.state.ma.us/ If you cannot access the Security Portal, contact your Directory Administrator (www.doe.mass.edu/InfoServices/data/diradmin/list.aspx). PearsonAccess Next (PAN): where to import the SR/PNP http://mcas.pearsonaccessnext.com (also linked at http://mcas.pearsonsupport.com/pearsonaccessnext/) If you could access PAN before but no longer have access, try resetting your password in case the account expired. Call MCAS Service Center (800-737-5103) if you cannot access your PAN account or for assistance with the SR/PNP import.

Logging into the DESE Security Portal Click on the Security Portal link at the top right side of the DESE home page (www.doe.mass.edu).

Accessing DropBox Central in the Security Portal Enter your user name and password. You will then see an Application List. Select DropBox Central. Select MCAS 2019 Data. Click Next.

Two .CSV Files in DropBox Locate the “Nov2019_Retest_SRPNP_for_CD…” .CSV for students who have not yet passed the high school Competency Determination (CD) in ELA and/or Math, and save it to your computer. Locate the “Nov2019_Retest_SRPNP_for_scholarship…” .CSV for students eligible to participate for scholarship purposes, as defined in the Commissioner’s September 18, 2019, On the Desktop memo, and save it to your computer. Student enrollment and demographic data are current as of October 2019 SIMS. The Department did not pre-populate accommodations in the file.

Demonstrations: Tasks before Importing the File Locating the Guide to the SR/PNP Process Opening the .CSV file downloaded from DropBox Central Removing rows for a student who transfers out Adding a row for a new student Adding a student’s accommodations Saving the updated .CSV file to your computer

SR/PNP Initial Import – Step A: Prepare the File Open the .CSV file from DropBox Central that you saved to your computer. Delete rows of students who will not participate. Schools will only receive Student ID Labels and secure test materials for students listed in PAN by the Initial Window deadlines on slide 7. Add rows for students who will participate in testing (enrolled after October 1, 2019). Enter students’ selected accommodations. Selected accommodations are not pre-populated in the data file. Save the updated file as a .CSV file.

Demonstrations: Importing the File Accessing PearsonAccess Next Importing the .CSV file Enrollment transfer work request Important reminders

SR/PNP Initial Import – Step B: Import the File Log into PearsonAccess Next (PAN) (https://mcas.pearsonaccessnext.com/). Select the appropriate test administration in the top right. Note: PAN will default users to the last administration you were working in. On the Setup menu, select “Import/Export Data.” In the Select Tasks dropdown, select “Import/Export Data.” Click “Start.” In the Type dropdown, select “Student Registration Import.” Ignore the option “Don’t modify student tests.” Choose the .CSV file you had previously saved, and select “Process.” When the file has completed processing, a green box with the message “Complete” will appear on the screen. Confirm that all records have been successfully imported.

Enrollment Transfer Work Request When completing an import, if the student is already enrolled in another school/district, an error message will appear. If you receive this error message, you will need to complete an enrollment transfer work request to receive access to enroll/register this student.

Resolving Enrollment Transfer Work Request Errors

Important Reminders Confirm that the correct administration name is shown in the top right corner in PAN. Only school or district test coordinators can import an SR/PNP file. Test administrators do not have permission to do so. If columns are hidden, be sure to unhide them prior to import. The SR/PNP file import must be done by the initial deadlines in order for schools to receive an initial order of test materials. Schools can update the SR/PNP (e.g., accommodations) but must also place an additional order for materials if needed.

Questions & Answers (Use the “Questions” feature to ask questions or to request any demonstrations in PearsonAccess Next.)

Steps after the Initial Import 03

Update any changes to student information in SIMS. Update SIMS Data Update any changes to student information in SIMS. Contact the district’s SIMS contact. To find the contact for your district, go to profiles.doe.mass.edu/search/search.aspx?leftNav ID=11239, select “SIMS Contact” from the Function menu, and click “Get Results.”

Adding a student record Removing a student record Demonstrations: Updating the SR/PNP in PAN after the Initial .CSV File Import Adding a student record Removing a student record Updating an existing student record, including updating accommodations Submitting an enrollment transfer work request

Adding a New Student Record Log into PAN. Then select the test administration in the top right corner. On the Setup menu, select “Students.” In the Select Tasks dropdown, select “Create/Edit Students” and “Registration” (Register Students, Manage Student Tests, Manage Groups, and Manage Enrollments will automatically be selected). Click “Start.” Tabs will appear at the top of the screen for each task that will be done sequentially. Add details to the New Student screen. Enter all required fields (indicated by a red asterisk). Click “Create.”

Adding a New Student Record – continued Click “Register Students” at the top of the screen. Click the “Registered” checkbox. Click the “Student Grade” dropdown, indicate the student’s grade. Click “Save.” Click “Manage Student Tests” at the top of the screen. Select the student from the dropdown, assign a test to the student, and select the organization. Leave the group name blank. Select the test format, and then select the checkbox next to each accessibility feature and/or accommodation the student will use. Click “Create.”

Updating an Existing Student Record Log into PAN. On the Setup menu, select “Students.” Search for the student record by the last name or SASID.   Click the checkbox next to the student’s name. From the Select Tasks dropdown, select “Create/Edit Students” and/or “Manage Student Tests” (depending on what needs to be updated). Click “Start.” Update the student information as needed. Click “Save.”

Resolving Enrollment Transfer Work Request Errors If you receive an error message when attempting to create a student record, submit a “Work Request” in order to enroll/register that student.

Creating an Enrollment Transfer Work Request

Creating an Enrollment Transfer Work Request (cont’d)

Frequently Asked Questions 04

Frequently Asked Questions What if a student doesn’t have a SASID? Call your district SIMS contact to create a new SASID, or locate the student’s existing SASID from the prior school, if applicable. If you do not have a student’s SASID by the file import deadline, create and assign a “fake” 10-digit SASID starting with “88” (instead of “10”). Update the SASID in PAN as soon as you receive the actual SASID. SASIDs cannot be newly assigned for students 22 years of age or older. What if a student is listed in the .CSV file, but has already passed one of the tests? Contact mcas@doe.mass.edu.

Frequently Asked Questions – cont’d What if I lose my PAN password? Click “Forgot Password” on the PAN login screen. What if I need to create more users for PAN? Refer to resources (mcas.pearsonsupport.com/pearsonaccessnext): Guide to Importing Users into PearsonAccess Next User Role Matrix for PearsonAccess Next What if I don’t have access to the Security Portal to find the .CSV files? Contact your Directory Administrator www.doe.mass.edu/InfoServices/data/diradmin/list.aspx

Questions & Answers (Use the “Questions” feature to ask questions or to request any demonstrations in PearsonAccess Next.)

Resources, Support, and Next Steps 05

Additional Resources Resource Location Guide to the SR/PNP Process (includes common error codes) mcas.pearsonsupport.com/manuals/ (Click on “PearsonAccess Next Guidance”) User Role Matrix mcas.pearsonsupport.com/pearsonaccessnext/ (Click on “User Information”) Guide to Importing Users into PearsonAccess Next File layouts: Student Registration file layout PAN User Export file layout mcas.pearsonaccessnext.com/ Support > Documentation Training resources Recording of this session Online training modules on the SR/PNP and accessibility and accommodations mcas.pearsonsupport.com/training Upcoming training opportunities www.doe.mass.edu/mcas/training.html Accessibility and Accommodations Manual www.doe.mass.edu/mcas/accessibility/

Email and Phone Support MCAS Service Center DESE Office of Student Assessment Services All questions on logistics and technology (e.g., PearsonAccess Next, SR/PNP, TestNav) Web: mcas.pearsonsupport.com/ Email: mcas@measuredprogress.org Phone: 800-737-5103 All policy questions (e.g., student participation, accommodations) Web: www.doe.mass.edu/mcas Email: mcas@doe.mass.edu Phone: 781-338-3625

Today: Complete the evaluation form. Next Steps Today: Complete the evaluation form. Responses are associated with the name and email address used to log in. Email your input to mcas@doe.mass.edu if you have problems accessing or completing the form. Later this week/early next week: Receive an email with the Q&A from this session Recording will be available Massachusetts Department of Elementary and Secondary Education

The Office of Student Assessment Services THANK YOU The Office of Student Assessment Services 781-338-3625 mcas@doe.mass.edu www.doe.mass.edu/mcas 75 Pleasant Street, Malden, MA 02148