1. Virginia Administrative Training Module 2: Processing, Online, Scoring and Reporting Training Presentation After the Testing Window: What You Need to Know

2. 2 Topics Covered in this Presentation Student Test Alerts Authorization to Proceed Packaging and Shipping Materials Reports

3. 3 Student Test Alerts: What They Are And Where They Are Posted What are Student Test Alerts? A student test alert is a discrepancy within a paper or online test which prevents Pearson from scoring the test and posting the results. Where are Alerts posted? Alerts are posted within 96 hours of Pearson receiving a paper test, or immediately upon completion of an online test.  Alerts are posted on the PearsonAccess website under the Test Management tab; Click on the Resolve Student Test Alerts link.  An email is sent from VAP@support.pearson.com when Writing alerts and Non-Writing paper/pencil alerts begin to post. VAP@support.pearson.com

4. 4 Student Test Alerts: Types and Causes of Alerts Failed Validations occurs when one or more data fields are in conflict with either the type of form (audio, Braille, etc.) OR another data field (Disability Status, etc.). Also occurs if the form number is missing or invalid. No Student Registration occurs when a paper answer document is submitted for a student who is not registered for the administration. No Test Assignment occurs when a paper answer document is submitted for a student who is not assigned to this specific test. Invalid STI occurs when a paper answer document is submitted for a student without a Pre-ID label and the STI field is either blank or coded with an invalid STI (the STI was less than 10 digits, had three or more numbers in a row that were the same, or started with a 9 or a 0).

5. 5 Student Test Alerts: Types and Causes of Alerts Invalid Student Attributes occurs when a paper answer document is submitted for a student without a Pre-ID label. The demographics coded on the answer document do not match the demographics coded in PearsonAccess (First Name, Last Name, DOB, and/or Gender). Mismatched Organization occurs when a paper answer document is submitted under one organization and the student’s test assignment exists under a different organization in PearsonAccess. (The organization showing on the Resolve Student Test Alerts screen is the organization under which the document was submitted.)

6. 6 Student Test Alerts: How to resolve test alerts Which test alerts can be resolved via an SDU file?  No Student Registration  No Test Assignment  A Failed Validation alert that needs to have a “Student Registration” demographic coded (i.e., disability status) Which test alerts must be resolved manually?  Mismatched Organization  Invalid STI  Invalid Student Attributes  A Failed Validation alert that needs to have “Test Attempt” demographics coded (i.e., any Testing Status or Special Test Accommodation) Caution: Caution: An SDU will overwrite certain existing student- specific data in PearsonAccess. A blank field will overwrite existing data!

7. 7 Student Test Alerts: Tips For Resolving Alerts Invalid Student Attributes 1. Compare the Matching Student data to the student data in the top white box. They must match. 2. If the data in the white box is incorrect, update these demographic fields in EIMS. They will be updated in PearsonAccess approximately 30 minutes later. Or, the fields can be updated under Student Data in PearsonAccess. 3. If the Matching Student Data is incorrect, click edit and update the information. One common cause of Invalid Student Attributes is the student’s Middle Initial being included under the Matching Student First Name. In this example, the student’s first and last names were switched. LAURA ERICKSEN ERICKSEN, LAURA

8. 8 Student Test Alerts: Tips For Resolving Alerts (cont’d) Failed Validations - The form type cannot be changed. When typing in a form number, you must include the correct Form Type before the form number (ex: S3027). If the Form Number is missing or invalid, you will see the alert below. Form Types: W = Writing M= Mathematics H=History and Social Science R = Reading S= Science Should be S3027

9. 9 Student Test Alerts: Tips For Resolving Alerts (cont’d) Mismatched Organization  This occurs when a student’s paper answer document is submitted under one school within a division and the student’s test assignment exists under a different school in that same division in PearsonAccess. This happens most frequently when a student moves after being registered for a test, but before he or she actually takes the test.  To prevent these alerts from occurring, remove all test assignments from a student that moves out of your school. Do not remove the enrollment of the student. If you do not remove the test assignments prior to removing the enrollment of the student, the test assignment will still be tied to that student.  If you receive this alert, your DDOT will be able to remove the student’s test assignment from the previous school.

10. 10 Authorization to Proceed: What is an ATP? Requesting an Authorization to Proceed (ATP) within PearsonAccess indicates the Division Director of Testing (DDOT) has ensured the specific tasks necessary to close a given test administration have been completed and that the division is ready for Pearson to proceed with producing the electronic versions of their Post-ATP Reports.

11. 11 Authorization to Proceed: Steps Prior to an ATP Request Fax – The ATP checklist (available on the Support page of PearsonAccess) must be received by Pearson. Alerts – All Student Test Alerts must be resolved. Record Changes – A review of the division’s Pre-ATP reports and any corresponding record changes must be complete. For Writing administrations only – Student Writing Images must be downloaded and saved locally. Pearson will also make sure all appeals requested by your division have been rescored and the results were returned to you. Call Center Issues – Pearson will verify all Call Center tickets have be resolved for the test administration. NOTE: A faxed ATP form only needs to be sent once during an administration.

12. 12 Dear User, Your request for Authorization-to-Proceed (ATP) for the Summer 2009 Writing Administration has been approved. Your division's Post-ATP Reports for the administration will be generated shortly in PearsonAccess within Published Reports and you may order printed copies of select Post-ATP reports from the Request Printed Reports screen. Please note that once an order for an administration is placed, the option to order additional reports will not be available again for that administration. If you have any questions or concerns, please contact the Pearson Support Center at vap@support.pearson.com or at 866-650-9425. Authorization to Proceed: Pearson Procedures for Approval What occurs upon approval?  The status will change from “ATP Requested – Awaiting Approval” to “ATP Approved” in PearsonAccess.  The DDOT will receive an auto-generated email confirming approval. Post-ATP Reports can be viewed and/or ordered the following business day.

13. 13 Authorization to Proceed: Pearson Procedures for Denial What occurs upon ATP denial?  “ATP Requested – Awaiting Approval” status returns to “Changes in Progress”  An email is sent to the DDOT explaining the reason(s) for denial.  If your ATP is denied, you MUST re-request ATP after resolving issues outlined in the denial email. Re-requesting prior to resolution will result in another denial. NOTE: If the fax is the only missing piece of information, Pearson will allow one business day from submission of ATP request in PearsonAccess before denying your request.

14. 14 Packaging and Shipping Materials Materials that Must be Returned Answer documents to be scored Test booklets, including those containing transcribed test answers Examiner’s test booklets such as Braille or Large Print. These are different from the Examiner’s Manual and are secure testing materials. Examiner’s test booklets must be returned because they contain live test questions. Please refer to the Test Implementation Manual (TIM) for a summary of return material guidelines.

15. 15 Packaging and Shipping Materials: Materials That Should Not Be Returned Test Implementation Manual (TIM) Examiner’s Manuals Web-based test directions Unused answer documents/Pre-ID labels Used/Unused formula sheets and the Periodic Table of Elements Damaged/Voided Answer Documents – please contact VDOE if an irregularity needs to be submitted Correspondence to Pearson within materials boxes Copies of Packing Lists or Verification Forms Recordings of Read Aloud test administration

16. 16 Packaging and Shipping Materials: Preferred Packaging and Shipping Methods Scorable Materials  Only include used answer documents in the boxes  Header Sheet information must be accurate  Materials must be shipped by the specified due date  Use the correct administration label on the boxes  Use the FedEx Overnight labels or K2 Logistics Bill of Lading only Secure Materials (Non-Scorable)  Test booklets and Examiner’s copies  Materials must be shipped by the specified due date  Use the correct administration label on the boxes  Use the FedEx Ground labels or K2 Logistics Bill of Lading only

17. 17 Reports: Pre-ATP Reports What are they?  Pre-ATP reports are preliminary versions of reports and data files.  On Demand Reports are available for completed online tests, usually within 30 minutes (equated forms only). During peak testing weeks, it may take up to three hours to receive the reports.  Reports for paper/pencil tests are available within 96 hours of the receipt of the answer documents at Pearson (equated forms only).  The Pre-ATP reports should be used to ensure the accuracy of student data and scores prior to requesting ATP. Where can they be found?  Under the Test Results tab, click on either the On Demand Reports (online only) or Published Reports in PearsonAccess (division level users can click either the Division or School Radio Button).

18. 18 Reports: Pre-ATP Reports (cont’d) Reports: Pre-ATP Reports (cont’d) Data changes must be received by 3:00 pm EST each day to be included in the following day’s extract or report. If no data changes are received, the reports will not refresh. Pre-ATP reports continue to refresh per their normal schedule after a division has been approved for ATP.

19. 19 Reports: Post-ATP Reports What are they?  Post-ATP reports are the final versions of reports and data files after the ATP has been requested and approved. Where can they be found?  Under the Test Results tab, click on Published Reports in PearsonAccess (division level users can click either the Division or School Radio Button).  Post-ATP reports and data files are posted one time and are not refreshed.  Pre-ATP reports and student data extract files continue to be refreshed as scheduled.

20. 20 Reports: Post-ATP Reports (cont’d) Report Title Published Reports Location Sort OrderFormatNotes Student Report by School by Division View by: Division School Code, Grade, Alpha by Student Last Name within the School PDF File Analysis of Sub-Group Performance Report by Division View by: DivisionLevel PDF File and Available to order Analysis of Sub-Group Performance Report by School by Division View by: DivisionSchool Name, Level PDF File and Available to order Analysis of Sub-Group Performance Report by School View by: SchoolLevel PDF File and Available to order SPBQ Summary Record Extract by Division View by: DivisionSchool Name, LevelCSV and TXT SPBQ Summary Record Extract by School View by: SchoolLevelCSV and TXT Student Performance by Question (SPBQ) by School View by: School Level, Alpha by Student Last Name within the School PDF File and Available to order The Post-ATP version incorporates school and division-level performance information. Student Performance Report Label by School View by: School Grade, Alpha by Student Last Name within the School PDF File and Available to order Printed copies will be produced on gummed labels. Student Performance by Question (SPBQ) Summary Report by Division View by: DivisionLevel, Test Name PDF File and Available to order

21. 21 Reports: Post-ATP Reports (cont’d) Report Title Published Reports Location Sort OrderFormatNotes Student Performance by Question (SPBQ) Summary Report by School by Division View by: Division School Name, Level, Test Name PDF File and Available to order Student Performance by Question (SPBQ) Summary Report by School View by: SchoolLevel, Test Name PDF File and Available to order Summary Record Extract by DivisionView by: DivisionSchool Name, LevelCSV and TXT Summary Record Extract by SchoolView by: SchoolLevelCSV and TXT Summary Report by DivisionView by: DivisionLevel PDF File and Available to order Summary Report by School by DivisionView by: DivisionSchool Name, Level PDF File and Available to order Summary Report by SchoolView by: SchoolLevel PDF File and Available to order

22. 22 Reports: Ordering Printed Reports and Delivery Expectations How and when do I request printed reports?  To request printed reports, the DDOT may click on the Test Results tab after your division has been approved for ATP. Select Request Printed Reports. Select the check box for each report that you are requesting. Click Request Reports. You must place your entire report order at one time.

23. 23 Reports: Ordering Printed Reports and Delivery Expectations (cont’d) When will I receive my printed reports?  Printed Reports will arrive within 10 business days after a request is made on PearsonAccess.