1. PearsonAccess: Before Testing Call-In Phone Number: 877-554-0877 Conference Code: 182 833 8134 Meeting Password: Pearson Dana Serafini February 10, 2015

2. WebEx Basics To unmute your phone: press #6 To mute your phone: press *6 Chat feature Send to: Sawyer Willman Questions

3. Agenda 1.PearsonAccess 2.Resources 3.Preparing for Testing 4.1 Week Before Testing

4. 1 PearsonAccess Overview Landing Pages Sign In to PearsonAccess User Accounts

5. Overview The PearsonAccess website (http://www.pearsonaccess.com/mn) is the portal to all Pearson services used by the Minnesota school districts. Use this site to access test administration activities, training, and other resources.

6. Landing Pages Home Student & Family Teacher & Test Monitor Assessment & Technology Coordinator

7. Sign In to PearsonAccess Helpful links for user IDs and passwords

8. How do I receive a PearsonAccess DAC user account? Pearson receives District Assessment Coordinator (DAC) information from MDE-ORG. Pearson creates DAC accounts for both the PearsonAccess operational site and the Training Center within 2–3 business days after receiving the file.  What if you haven’t received an account? o Confirm your contact information is correct in MDE-ORG.  What if MDE-ORG is correct and I still haven’t received an account? o Call or email the Pearson Help Desk. DACs are responsible for creating all other district accounts. Phone: 888-817-8659 Email: Mnhelp@support.pearson.com

9. 2 Resources Resources Page Item Samplers Training Center

10. Resources Page From the Home page, select Resources under Quick Links OR select Go to Resources on any of the landing pages.

11. Item Samplers Available to students and other users to become familiar with item types and format of the online tests Aligned to the Minnesota Academic Standards but contain fewer items than the actual tests NOT practice tests CANNOT be used to predict how well students will perform on the assessments Two ways to access online item samplers: 1.On the Item Samplers page in PearsonAccess:  Use to allow students to become familiar with item types, test format, and online functionality 2.Through the Training Center:  Use to allow students to become familiar with item types, test format, and online functionality AND  Use to allow both Test Monitors and students to become familiar with test administration

12. Item Sampler Page

13. Item Sampler Resources The Accessing Online Item Samplers PowerPoint and Recorded Training are also available on the Pearson Training tab on the PearsonAccess Resources page. Training Center: Self-Registration:  http://selfregistertraining.testnav.com

14. Training Center Practice setting up mock test sessions and administering Item Samplers. Become familiar with PearsonAccess administration functions.  KEY DIFFERENCES between PearsonAccess operational vs. Training Center: PearsonAccess operational:  All student data comes from MDE’s precode file  Shipment Tracking and Additional Orders available PearsonAccess Training Center:  No real data is affected  No reporting  Item samplers are available through practice test sessions o Create sample students, manually add students, or upload a student data file

15. Training Center TIP: When creating user accounts, assign different user IDs for PearsonAccess and Training Center. Training Center: brown PearsonAccess operational: green

16. Questions?

17. 3 Preparing for Testing Create User Accounts View Student Data  Student Enrollment Data  Student Eligibility Data Create a Rostered Group MTAS: Manage Teacher Assignments Place an Additional Order Indicate Participation for Written Composition GRAD Retests April 2015 Proctor Cache Setup Technology Readiness Resources

18. Create User Accounts There are two ways to create user accounts: Create an account manually, OR Create an account via file upload. Reminder: Separate accounts need to be set up for PearsonAccess and the Training Center.

19. Create a User Account Manually Steps to create a user account manually: 1.Sign in to PearsonAccess. 2.Select Administrative Management at the top. 3.Select View User Accounts under Security. 4.Select New User in the gold bar. 5.Complete the fields (fields with a red arrow are required). Demographic Information: User ID, First Name, Last Name, E-mail Address (Start Date/End Date are optional fields. If not completed, Start Date will default to the date the is account created; End Date will default to one year from the date the account was created.) Roles: Select the checkbox next to the appropriate role(s). (You can select multiple, if applicable.) See the PearsonAccess User Role Matrix for permissions associated with each role located on the User Guides and Technology tab. Organizations: Select the district or school to which the user should have access. (You can select multiple, if applicable.) 6.Select Save. New users will receive an automated email to set up their password.

20. Create a User Account via File Upload Steps to create a user account via file upload: 1.Create your user account file. Instructions and template can be found on the User Guide and Technology tab on the Resources page. 2.Select Administrative Management at the top. 3.Select Send User Account File under Security. 4.Select Browse. Find and select your csv file on your computer. Select Open to load your file. Select Send. 5.PearsonAccess will process and validate the records and check for errors. You will receive an email notification when processing is complete. All valid records will be loaded; records with data problems will not be loaded. 6.Check the Status column. Complete = all records loaded successfully Complete with problems = some or all records did not load successfully 

21. Problem with File Upload? If the Status = Complete with Problems: 1.Select the Processing complete hyperlink in the Messages column. 2.Select the Plus sign in the Records column. This will display the user accounts with problems and a description of the errors. Common problems: The user ID must be at least 8 characters.  Recommended: email address for operational user ID; first four letters of last name plus first two letters of first name, plus “tr” (i.e. Dana Serafini = seradatr) Create your file as an Excel spreadsheet, confirm any leading zeroes are present, select Save As, and save your file as a csv. Don’t open the csv file before loading. See the PearsonAccess Uploading User Accounts: Instructions and Template on the User Guides and Technology tab on the PearsonAccess Resources page.

22. View Student Data All Student Enrollment Data and Student Eligibility Data in PearsonAccess comes from MDE’s precode file. Student Enrollment Data  Search and filter student enrollment data in the district or school Student Eligibility Data  Search and filter student eligibility by a specific test administration NOTE per Important Dates sheet: In order for a student to be loaded in PearsonAccess for online testing or data entry, any MARSS enrollment updates must be submitted at least three business days in advance. Once MARSS is submitted to MDE, that data is gathered overnight and is available the next day in Test WES for Pretest Editing and Precode Student Eligibility. Any change made in Pretest Editing or Precode Student Eligibility will be reflected in PearsonAccess in two business days.

23. View Student Eligibility Data Search and filter student eligibility data by a specific test administration. Verify student eligibility data prior to testing.  Change organization at right (if needed).  Change the test administration (if needed).

24. View Student Eligibility Data Confirm students are loaded to PearsonAccess for the correct test and accommodation (if applicable)  View accommodations by student OR  Request a registration file To view accommodations by student: 1.Select Student Eligibility Data under Test Management 2.Search for and select the student 3.Select the Assigned Tests tab 4.Select the test 5.View the accommodations (“Yes” will be next to an accommodation if received from precode.) NOTE: Starting with MCA, the test session form group type (main, accommodated, or data entry) will be validated against the accommodation indicated in PearsonAccess when a student logs into TestNav.

25. Registration File Request a Registration file in PearsonAccess  Under Test Management, select Student Eligibility Data, and then select Request Registration File.  An auto-generated email will be sent when the file is ready.  To download, under Test Results, select Published Reports and then select the file to download. Registration file columns to view to confirm eligibility:  Column B: MARSS/SSID  Column D, E, F: District Number, District Type, School Number  Column J, K: Last Name, First Name  Column Z: Test code for the test the student is eligible for (e.g., OLPA03M is OLPA grade 3 mathematics) o If a test code is present in this column, the student is eligible for that specific test (meaning they have an open test assignment.) If the student is eligible for more than one test, they will appear in the file for each test on a separate row. If a test code is not present in this column, the student has either already completed all tests or Pearson has not received eligibility for any test.

26. Create a Rostered Group for Teachers Rostered groups can be created by DACs, DAs, SACs, and SAs to allow teachers to view student results in On-Demand and Longitudinal Reports for only those students rostered to them. (This is NOT a required task, but available if desired.) Two ways to create a rostered group:  Create a rostered group manually, OR  Create a rostered group via file upload. The PearsonAccess Uploading Student Rosters for Reporting: Instructions and Template are posted to the User Guides and Technology tab on the PearsonAccess Resources page.

27. Create a Rostered Group Manually Steps to create a rostered group manually: 1.Select Student Enrollment Data on the Home page. 2.Use the Search fields to find students, or select the Show All Students checkbox. 3.Use the checkboxes to select students for a group. 4.Select Assign to a Rostered Group. 5.Select a school from the drop-down menu. 6.Select either Move to An Existing Rostered Group or Move to a new Rostered Group radio button. 7.Select Assign Students in the upper right corner. 8.Select Yes – Continue with Action.

28. Create a Rostered Group via File Upload Steps to upload a rostered group: 1.Select Student Roster File Submission on the Home page. 2.Select Browse. Find and select your csv file on your computer. Select Open to load your file. Select Send. 3.PearsonAccess will process and validate the records and check for errors. You will receive an email notification when processing is complete. All valid records will be loaded; records with data problems will not be loaded. 4.Check the Status column. Complete = all records loaded successfully Complete with problems = some or all records did not load successfully  See the PearsonAccess Uploading Student Rosters for Reporting: Instructions and Template on the User Guides and Technology tab on the PearsonAccess Resources page.

29. MTAS: Manage Teacher Assignments Under the MTAS Score Entry tab, Manage Teacher Assignments allows DACs and DAs to assign students to teachers in order for teachers to be able to enter LCI data and scores into PearsonAccess. In order to manage teacher assignments: student(s) must appear in PearsonAccess and MTAS Score Entry user account(s) must be created for teachers. IMPORTANT: Users with the DAC, DA, SAC, or SA user role in PearsonAccess do NOT need to be assigned to students in order to enter LCI data or scores. Users with the MTAS Score Entry role MUST be assigned to at least one student in order to enter LCI data or scores. MTAS- assigning teachers to students NOTE: The SACs and SAs user roles only have the permission to only VIEW Manage Teacher Assignments.

30. MTAS: Manage Teacher Assignments Steps to assign a teacher to an assigned student (sort by student): 1.Select Manage Teacher Assignment under MTAS Score Entry. 2.Select the Assigned Student radio button. 3.To view all students, select Show All Students checkbox and then select Search. To search for an individual student, enter search criteria and then select Search. 4.Select the checkbox for the student(s) and subject(s) and then select Assign Teacher. 5.Select a teacher from the drop-down menu. All users with the MTAS Score Entry user role at that district or school will display as options in the drop-down menu. 6.Select Save. Steps to remove a teacher from an assigned student (sort by student): 1.Complete steps 1–3 above then select the checkbox for the student(s) and subject(s) and then select Remove Teacher. 2.Select Yes-Continue with Removal.

31. MTAS: Manage Teacher Assignments Steps to remove a teacher from an assigned student (sort by teacher): 1.Select Manage Teacher Assignment under MTAS Score Entry. 2.Select the Teacher radio button. 3.To view all students, select Show All Students checkbox and then select Search. To search for an individual student, enter search criteria and then select Search. 4.Select the checkbox for the teacher(s) and test(s) and then select Remove Teacher. 5.Select Yes-Continue with Removal. Coming Soon: District Assessment Coordinator and District Administrator Quick Guide for MTAS Score Entry will be available on the User Guides and Technology tab on the PearsonAccess Resources page. Steps to change a teacher from an assigned student (sort by teacher): 1.Complete steps –3 above then select the checkbox for the teacher(s) and test(s) and then select Change Teacher. 2.Select a teacher from the drop-down menu. All users with the MTAS Score Entry user role at that district or school will display as options in the drop-down menu. 3.Select Save.

32. Demonstration View Student Enrollment Data View Student Eligibility Data Manage Teacher Assignments for MTAS

33. Place an Additional Order MCA and MTAS 2015 and Written Composition GRAD Retests April 2015  Order accommodated test materials in PearsonAccess (if needed).  Steps to place order: 1.Select Shipment Tracking and Additional Material Orders on the Test Setup tab on the Home page. 2.Select Order Additional Materials 3.Type the total quantity for each item(s). 4.Review and submit your order. Reading and Mathematics GRAD Retests  Complete the GRAD Accommodated Test Materials Order Form or GRAD 12-point Font Accommodated Test Books Order Form and fax to Pearson at 319-358-4299. See the Important Dates sheet for all applicable dates.

34. Indicate Participation for Written Composition GRAD This is only needed for Written Composition GRAD Retests to indicate participation. Select Administration Details on the Home page. Confirm you are viewing the Written Composition GRAD April administration. The default is No. You ONLY need to change IF you are participating. Select Edit. Select Yes in the drop-down menu.  By indicating YES, your district will receive an initial distribution of regular materials.

35. Proctor Cache Setup There are four main steps involved in Proctor Caching. The first two setup steps can be done at any time. 1.Installing the Proctor Caching software 2.Setup Technology Configurations See Proctor Caching information on the User Guides & Technology tab as well as the Pearson Training tab on the Resources page. 3.Pre-caching (download) the test content (1 week before testing) Online Test Sessions must be created prior to Proctor Caching. 4.Running Proctor Caching (during testing) In order for Proctor caching to be successful, the proctor caching machine must be on AND the software must be running during testing.

36. Technology Readiness Resources Visit the PearsonAccess Resources page for technology readiness resources: The Infrastructure Readiness Checklist and User Guide and SystemCheck Tool resources are available on the User Guides and Technology tab. All Technology Forum PowerPoints and recordings are available on the Pearson Training tab.

37. 4 1 Week Before Testing Dates for PearsonAccess Tasks Online Test Sessions  Self-Registration vs. Manual Registration Create Student Login Information Proctor Cache Tests Enter LCI for MTAS

38. Dates for PearsonAccess Tasks for MCA and MTAS 2015 MCA 2015  Testing Dates: o Reading and Mathematics: 3/9/15 – 5/8/15 o Science: 3/9/15 – 5/15/15  Create Test Sessions and Proctor Cache Tests: o Reading and Mathematics: 3/2/15 – 5/8/15 o Science: 3/2/15 – 5/15/15 MTAS 2015  Enter Learner Characteristics Inventory (LCI): 3/2/15 – 5/8/15  Testing Dates and Score Entry: 3/9/15 – 5/8/15

39. Self-Registration vs. Manual Registration Test Sessions Self-registration allows students to request access to the test session when they log into a test. This allows more flexibility because District Assessment Coordinators do not have to manually add or move groups of student names into test sessions ahead of time; students request access at the time of testing. As students log in, Test Monitors will see students who are requesting access into the session, and they can either approve or deny the requests. Manual registration allows students to be added to the test session prior to logging in to test by selecting the Add Students button on the Session Details screen in PearsonAccess. Manual test sessions do not allow Test Monitors to approve or deny requests at the time of testing. Do not use the Add Students button when setting up test sessions if you want Test Monitors to be able to approve students for testing. While MDE only recommends manual test sessions for data entry, PearsonAccess does not prevent districts from creating manual test sessions for online testing. The Online Test Monitor Certification Course will provide DACs and Test Monitors step-by-step instructions for creating and starting test sessions and administering tests and is available on the Pearson Training tab.

40. Create an Online Test Session: Self-Registration Steps to create an online test session: 1.Select Online Test Sessions under Test Management. 2.Verify the test administration (e.g., MCA/MTAS 2015), or change if needed. 3.Select New Session. 4.Complete fields (fields with a red arrow are required): Session Name: e.g., Dana’s class 101 School: Select from drop-down Test to be Administered: e.g., Grade 3 Mathematics OLPA Read Aloud by Test Examiner: Will automatically default to NO Form Group Type: Main (standard test form) or Accommodated (only available for mathematics and science tests, accommodated text-to-speech. For Science MCA and Mathematics GRAD retests, this is also the form group type student must log in to if they are using a script in conjunction with the online test.) Scheduled Start Date: Select the calendar icon; used for planning only—does NOT start the test Scheduled Start Time and Location/Room: optional fields, for planning purposes only 5.Select Save. See the Online Testing Quick Guide located on the User Guide and Technology tab of the PearsonAccess Resources page for instructions and screenshots.

41. Create a Data Entry Test Session: Manual Registration Follow the same steps as creating an online test session for self-registration EXCEPT: For the Form Group Type, select Data Entry. Add students to the test session prior to the Test Administrator logging into the TestNav Data Entry form. 1.Once the test session is created, select the test session name under Online Test Sessions. 2.Select Add Students. 3.Select the View by Students radio button. 4.Select the checkbox(es) next to the student(s) to add to the data entry test session. 5.Select Add to Session. When you go back to the Session Details screen, the student will now appear in Ready status. See the Data Entry Quick Guide located on the User Guide and Technology tab of the PearsonAccess Resources page for instructions and screenshots.

42. Create Student Login Information To log in to TestNav, students need the following information:  First and Last Name o Must match exactly as they appear in PearsonAccess o Not case sensitive o Check for extra spaces if name appears to be correct  MARSS/SSID  Test Code o The test code is automatically generated after a test session is created. Test codes are specific to each test session. Self-Registration (Main and Accommodated forms):  http://selfregister.testnav.com

43. Create Student Login Information It is up to the district to determine how to provide the student login information to students. Two recommended options for providing student login information: 1.Use the Instructions for Creating Student Login Information in conjunction with the Student Login Information Template (Word document and Excel spreadsheet) to create one-page documents using the Mail Merge process. Instructions and templates are located on the Directions tab on the Resources page. 2.Write the test code (from the test session) on the board for all students that should be in that specific test session.  NOTE: Test sessions are specific to the test grade, subject, and form group type (Main, Accommodated, or Data Entry). Training Center Student Login Information Templates are also available directly under the Student Login Information Templates.

44. Student Authorization Tickets for Data Entry Test Sessions To log in to the Data Entry form in TestNav, Test Administrators need the following information:  MARSS/SSID  Test Code o The test code is automatically generated after a test session is created. Test codes are specific to each test session. Manual Registration (Data Entry forms):  http://testnav.com/mn

45. Student Authorization Tickets for Data Entry Test Sessions It is up to the district to determine how to provide Test Administrators login information for data entry. Student Authorization Tickets can be viewed or printed by completing the following steps: 1.Once a data entry test session is created and students are added, select Authorizations. 2.Select Student Authorizations. 3.Select the view you would like the pdf to download (Detail View, 6-per-sheet View, Grid View, List View.) 4.The Student Authorization Ticket will include the Manual Registration TestNav URL and credentials to log in to the Data Entry form in TestNav.

46. Proctor Cache Tests Pre-caching (downloading) the test content can be completed 1 week prior to the test window opening or at any time before students test. Online test sessions must be created prior to Proctor Caching.

47. MTAS Score Entry: LCI Data Entering Learner Characteristics Inventory (LCI) data may be completed one week prior to the test administration (3/2/15 – 5/8/15) by selecting Enter Scores under MTAS Score Entry. In order to enter LCI data or scores:  Users with the MTAS Score Entry role MUST be assigned to at least one student by their DAC or DA.  Users with the DAC, DA, SAC, or SA role do NOT need to be assigned to students.  Your current organization must be set at the school level.

48. Enter LCI Data LCI data must be entered and submitted once per student before any MTAS scores can be entered. The Student Selector box will list groups of MTAS grade(s) and subject(s). If there is more than one group, select the plus sign to expand the group to see all the students in a given grade/subject group. DACs, DAs, SACs, and SAs will have access to all students who have MTAS eligibility for a grade and subject. Users with the MTAS Score Entry role will only have access to students that their DAC or DA assign to them using the Manage Teacher Assignment link under MTAS Score Entry.

49. Enter LCI Data (Cont.) Select the Learner Characteristics Inventory radio button to begin entering data. You will need to indicate any assistive technology devices that will be used during the administration of the MTAS by selecting each applicable checkbox. If no assistive technology devices were used, select “No assistive devices used.”  If this checkbox is selected, you will not be able to select other checkboxes unless it is deselected. All LCI fields are required, except for the Teacher Comments section. Select Save to save your responses. Once all data is complete and saved, the icon next to the LCI radio button will change to “Completed,” and the Submit button will appear. You may then select Submit. You will be asked to confirm that you are ready to submit. Select Yes-Submit or No- Cancel. A “Successfully saved” message will appear on the green bar each time you save data. Once the LCI is submitted, the LCI radio button will no longer appear and the student’s MTAS test radio button will appear in the applicable group under Assessment Details.

50. Important Notes about LCI Data Once the LCI is submitted, it can no longer be accessed or edited. After entering and submitting LCI data for a student, MTAS scores may be entered at any time during the testing window. Even if LCI data is entered before the MTAS testing window opens, you cannot administer MTAS tasks or enter MTAS scores until the testing window opens. Coming Soon: A MTAS Score Entry Quick Guide will soon be available on the User Guide and Technology tab of the PearsonAccess Resources page for instructions and screenshots on entering LCI data and scores.

51. Demonstration Create an Online Test Session: Self-Registration Create a Data Entry Test Session: Manual Registration Enter LCI Data for MTAS

52. Resources Page on PearsonAccess Directions tab:  Instructions for Creating Student Login Information  Student Login Information Template (Word and Excel)  Training Center Student Login Information (Word and Excel) User Guides and Technology tab:  Online Testing Quick Guide  Data Entry Quick Guide  PearsonAccess User Role Matrix  Online Testing Infrastructure Readiness Checklist and User Guide  Coming Soon:  MTAS Score Entry Quick Guide for Test Administrators  District Assessment Coordinator and District Administrator Quick Guide for MTAS Score Entry

53. Pearson Help Desk 888-817-8659 Monday – Friday, 6:00 a.m. – 7:30 p.m. (CT) mnhelp@support.pearson.com Questions?

54. A recording of this training session will be posted to the Pearson Training tab on the Resources page at www.pearsonaccess.com/mn.