1. District Coordinator Training Fall 2016
PearsonAccessnext
District Coordinator Training
Fall 2016 1

2. WebEx Tips
Use the Webex chat feature to ask questions during the presentation.
At the top of your screen, click the Webex toolbar.
Click the chat bubble.
Select All Participants as the recipient.
Type your question in the field.

3. Today’s Topics Technical Documentation What’s New Proctor Cache
Demonstration of Frequent Tasks
Wrap Up
This presentation covers the technical documentation that is available to districts and schools and will introduce you to some improvements that have been made to PearsonAccess Next. It also covers Proctor Cache functionality. The end of the presentation covers PearsonAccess Next and walks through tasks that you perform frequently.

4. Technical Documentation

5. System Requirements
Review up-to-date requirements for PearsonAccess Next at
Review guidelines for firewalls, content filtering and proxy servers
Two new URLs have been added to the whitelist for the school year
System s
@support.pearson.com
Requirements for TestNav and ProctorCache are available at
As you prepare for testing, be sure to review PearsonAccess Next system requirements and confirm computers and devices meet minimum requirements. These guidelines can be found within PearsonAccess Next Support.
In order to receive s from PearsonAccess Next be sure your systems are configured to accept s
Remember, the requirements for TestNav and ProctorCache are different. The requirements documentation is maintained online and can be found in the PearsonAccess Next Support Section.
We are working to update this information on the FLAssessments.com/TestNav page.

6. Additional Resources PearsonAccessnext User Guide
PearsonAccessnext Training Modules & Videos
Avocet
Pearson will provide these slides as well as a recording of the training for you to utilize and share with others. In addition to this training and the test administration manual, you can also access additional resources at the links here.
Pearson is currently working with FLDOE to create a Florida specific PearsonAccess Next user guide for future administrations.

7. What’s New
Pearson appreciates all of your feedback and patience with the rollout of PearsonAccess Next. Here are improvements that Pearson is implementing for the fall administrations. We definitely have more work to do! Pearson is continuing to work on enhancements to PearsonAccess Next to make the system more efficient which will ultimately decrease the number of steps/time it takes to perform each task.

8. Live Chat

9. Live Chat
Live Chat is another way to contact Customer Support when you need assistance
Live Chat can be accessed on PearsonAccessNext
The chat feature has been turned on and we have staff trained and ready to chat with you to provide technical support. You must sign in to PearsonAccess Next to access the Live Chat feature.

10. PearsonAccessnext Enhancements
Prepare sessions
Unlock sessions
Viewing sessions in session mgmt.
Authorization tickets
Printing selected student authorization tickets
Masked SID
User account expiration date
Undo Submit
Here are the new features in PearsonAccess Next for the Fall 2016 administrations. 10

11. Session Management

12. Finding Sessions in Students in Sessions
Sessions can now be found by starting to type name as well as using filters.
User can continue to scroll up and down the list and select the sessions that are needed.  The icons next to the session names indicate the status of the session.

13. Prepare Sessions in Advance
Prepare: This step is performed on sessions in a status of Not Prepared.  In this step, Form Assignments and Section Security Codes (seal codes) are assigned. 
If multiple sessions are selected or if a test has multiple forms, it is possible that a state of "Preparing" may show up for a session.  This means that the Prepare process is currently in progress and has not yet completed.
While unlikely, if any errors did occur during the Prepare process, another status may display of "Errors - Not Prepared."  Some possible reasons for errors could be:
Corrupt forms
Form setup issues
Start/Restart:  After a session has been "prepared", it has a status of Ready.  The next step is to Start the session.  Starting a session has been changed to only allowing students to login to TestNav.  Once the session has been started, then the session status is In Progress. The session will remain in this status until it is stopped. 
Once the session has been prepared, you will not have to prepare the session if you add or remove students from the session at a later time.
You can select ‘prepare all’ to prepare all sessions selected.

14. Prepare Sessions in Advance continued….
This new process has allowed the removal of restrictions on number of students in a session.  In past Pearson had recommended a session size of 200 or fewer students (had to be under 500 to start the session).
It has also allowed the return of Start All/Stop All/Restart All Sessions capability.
The prepare step should be completed prior to the day of testing, when possible. This is more important for larger sessions. For smaller sessions the prepare step should complete very quickly and could be done the day of testing without experiencing any delays.
The prepare step can be completed by users that are assigned the District Coordinator role or the CBT Coordinator role.

15. Lock or Unlock Test Sessions
This feature will prevent a student from being able to login to TestNav and take a test. This is the electronic equivalent to picking up all of the paper test booklets at the end of the testing period.
Once a session has been prepared and started, the session will still need to be unlocked, you can unlock the session as soon as a session has been started. The unlock and lock functionality is an added security measure. When session are started, any test in ready or resumed status could be accessed using the student authorization ticket. This new functionality allows you to lock (and unlock) student tests. This could be utilized for students that are absent on the day of testing and need to make up the test at a later date.

16. Student Authorization Tickets

17. Student Authorization Tickets
Improvement to Student Authorization Ticket Layout
Allows user to dynamically select how many tickets they would like to view/print at a time while viewing the actual tickets.
Font sizes were increased.
Pearson received feedback that it needs to be easier to identify and print only selected student authorization tickets. Pearson has added functionality to make printing selected authorization tickets easier.

18. Student Authorization Tickets
Added the ability to print/reprint selected tickets within a session
Only 1 student test selected to print the authorization ticket
Pearson is continuing to work on developing an easier process for identifying and printing authorization tickets.
2 student tests in this session

19. Student Authorization Tickets
Added ability to mask the Student ID

20. Undo Submit

21. Undo Submit
Users with the DAC user role now have the ability to undo submitted tests.
This is completed from the Students in Sessions screen.
You may direct schools to contact your office if they have student tests that need to be unsubmitted.
Districts no longer need to contact FDOE or Pearson to unsubmit tests. Districts should keep a local record of the tests that have been unsubmitted for reference.

22. Configuring TestNav

23. Configure TestNav
Enter TestNav Configurations in PearsonAccessnext to manage proctor caching computer configurations and response file save locations. This is the same process districts have used in PearsonAccess.
Enter TestNav Configurations in PearsonAccessnext to manage proctor caching computer configurations and response file save locations.
This is an important step! Configuration needs to take place in order to cache test content. Proctor Cache does not automatically do it. Save response files (SRFs) are back-up locations in case Pearson needs to locate log files to recover student responses if an issue occurred.
Enter details including: configuration name, your organization(s), computer name, the Proctor Caching machine IP address, enter port 4480 to configure Proctor Caching.
For SRFs as a default, TestNav creates a Pearson directory in the home directory of the testing computer. It is recommended to create a secondary location. If you are using Android, Chromebooks or iPad devices there is only one save file location and is not customizable.

24. TestNav Apps

25. TestNav Apps
Apps will need to be updated for the 16/17 school year (before Fall Administrations)
Apple’s new installation steps
play/TN/TestNav+8+- +Upcoming+Changes+to+Testing+on+iOS
App Check
Benefits of the Desktop App
System Requirement Changes for School Year
play/TN/TestNav+8+- +System+Requirement+Changes+for School+Year
New apps were released on 8/8/16. Please be sure to review the new installation steps if you are installing the app from the App Store. 25

26. Users

27. Users
Currently the system displays when the password expired for a user account but does not show when it will expire in the future.  A change has been put in place to address both conditions.
User details page will display the password expiration date.

28. Proctor Cache

29. Precache by Test
After configuring TestNav, creating test sessions and adding students to test sessions, you will be able to download, or precache, the test content to the designated caching computer/server.
PearsonAccessnext allows you to precache content by test.
Precaching by test allows you to cache ALL forms for a specific test to specific ProctorCache machine.
There is a new version of Proctor Cache software. The update is optional. 29

30. Precaching Test Content
How to video available within PearsonAccessnext Online User Guide

31. Precaching Details
Proctor Caching will determine which form(s) are needed for the test administration, and display the estimated size of the content, along with the estimated time to download.
Select Precache

32. Precaching
A message will appear to indicate that the caching process has begun.
From the Pearson Proctor Cache Java Applet, select Run (the Chrome browser can not be used to precache tests since it no longer supports Java).

33. PearsonAccessnext Frequent Tasks

34. PearsonAccessnext Demonstration
Creating Students
Moving Students to a different school
Creating Test Sessions
Managing Test Sessions
Moving Students to New Sessions
Starting and Managing Sessions
Resuming Student Tests

35. Creating Students

36. Create/Edit Students
The Create / Edit Students functionality will walk you through the steps of creating, registering, assigning tests, adding classes and moving the student into a session.
Registering students through PearsonAccessnext requires you to complete the following steps:
Create a Student
Confirm Enrollment
Register a Student
Manage Student Tests
Manage Classes (if using classes to organize students)
Setup tasks must be completed before students can test, including enrollment, registration, test assignments and class assignments.

37. There may be times when you will need to add one student without importing an entire Student Registration File. For example, if a student transfers after the PreID file has been imported. This can be accomplished through PearsonAccessnext . You can add students at any time, however, if test sessions have already been created be sure they get added to the appropriate session.
Access the “i” button for additional information.
FLEID field is optional for Fall. Pearson is working with development to remove or hide the Enroll Students and Register Students tabs.

38. Moving a Student to a Different School

39. Moving a Student to a Different School
You can move students to a different school prior to the student taking a test.
Select the student that needs to be moved to a different school within your district.
Choose the Enroll Students task.
Add the new school in the Organization drop down by clicking on the field.
Check the box under the new school and remove the check from the old school.

40. Creating Test Sessions

41. Creating Test Sessions
To create test sessions, go to the Testing tab and click Sessions.
From the Select Tasks pull-down menu select Create/Edit Sessions and click Start.
Sessions are automatically created during the PreID upload.

42. Test Session Details
Here is where you will enter session details such as session name and start times, and assign form group type. You will also add a precaching computer (drop down will list one or more options based on TestNav configurations). Next find and add individual students or groups of students to the test session. Click create. You can go back and edit details as needed.

43. Managing Test Sessions

44. Add, Remove or Move
When test sessions are created in PearsonAccessnext, you can select tasks to add students to sessions, remove students from sessions and move students between sessions.
To make changes to existing test sessions, you can select Add, Remove or Move students using the tasks within Students in Sessions.
Example of this could be for make-up sessions – moving a student to a different session or if you need to add a new student to a session.

45. Adding a Student to a Test Session
From Testing > Students in Sessions, search to find the student(s) you want to add or click the down arrow next to the Search button to reveal and select the option to show all results. Select the student(s) you want to add. 

46. Adding a Student to a Session Cont.
Open the task list and select Add Students to Sessions and click Start
Select the session from the Session menu. You cannot add students to a Stopped session

47. Adding a Student to a Session Cont.
Under Find available students, search to find specific student(s) or click the down arrow next to the Search button to reveal and select the option to show all results. Select students to add by marking the box next to each name. Click Add.

48. Monitoring Test Sessions

49. Sessions
To monitor students currently testing in sessions, you will have to choose which sessions to monitor first Select Testing>Sessions.
Click the down arrow next to the Search button to reveal and select the option to show all results.

50. Sessions Cont. Select the session(s) you want to view or edit.
Go back to Select Tasks>Click Show Students in Sessions
Click to the next slide

51. Sessions Cont.
From here you can see the students in the session you chose and they status they are currently in.

52. Students in Sessions (Animations) Click once:
In the Students in Sessions screen you can click on the ADD field to add more sessions to the Session List. This will allow you to manage multiple sessions and switch between them easily. You can also go back to “Sessions” to view and select one or more sessions you would like to view.
Click twice: When multiple sessions are added to the Session List, you can click Combined View to display all session details on one page. This allows you to easily monitor students and to start and stop all sessions at once.
Click once:
You can also search for Students using the Search function. Note the filter for Find Students is set to search for students in the selected sessions. You can switch this filter to search for other students.

53. Starting Test Sessions
This slide demonstrates the combined session view where you can start multiple sessions at once.
Once a session is started this button will change to a red Stop button. DO not stop a session until all students have completed their tests!

54. Monitoring Test Sessions - Students in Sessions
When students begin testing you can monitor how they are progressing by using the status information. Test sessions can be monitored by single session or combined view of multiple test sessions

55. Resuming Student Tests
(Animations) Click Once:
If a student is exited from the test and needs to resume, the Test Administrator can use the Resume Students Tests task to resume the student’s test. Be sure to first select the students name then select resume students tests.
Once resumed a student can login with their ticket to complete the test. The student’s status will update in the Students in Sessions screen to an orange indicator they have been “resumed”.