1. Winter 2017 PearsonAccess Next District Training Webinar
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Winter 2017 PearsonAccess Next
District Training Webinar
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2. Winter 2017 PearsonAccess Next Training
New Functionality
Reminders and Helpful Hints
October 2018
Welcome to today’s Winter 2017 PearsonAccess Next Training presentation. Before we begin, I want to let you know that we will pause between each key agenda topic to take questions
At the end of the presentation, you will receive contact information for Pearson’s Customer Service, so if you forget to ask a question or think of a question after the presentation, you can contact Customer Service or me your question. Please continue to contact Pearson with any questions regarding live testing, material orders, or technical matters. Policy-related questions should be directed to the Florida Department of Education.

3. WebEx Tips
Use the WebEx Q&A feature to ask questions during the presentation.
At the top of your screen, click Q&A on the WebEx toolbar.
Click the Q&A text field.
Select All Panelists from the Send To: drop down menu.
Type your question in the field and select Send.

4. Agenda Welcome Important Dates New Functionality
Reminders & Helpful Hints
Available Resources

5. PearsonAccess Next Florida Resource Center
I would like to draw your attention to the PearsonAccess Next Florida Resource Center. It is our centralized location for all of the information you need for this testing season. It has links directly to PearsonAccess Next, documentation in Avocet, as well as Technology, Training, and Reporting Resources. It contains all of the latest bulletins and access to Support contact information. This is a public site and does not require a login. A link to the Resource Center is being added to PearsonAccess Next on the landing page.

6. Important Dates Winter EOC Administration
Activity
Begin Date
End Date
PreID Window
10/30/2017
12/22/2017
Additional Order Window
Proctor Cache & Prepare Sessions
11/13/2017
12/15/2017
Start Sessions
11/20/2017
Test Window
11/27/2017
Rejected Test Clean up

7. Changes for
Computer-based test accommodations can be assigned in the Student Registration Import/PreID File or on the Manage Student Tests tab in PearsonAccess Next
Text-to-Speech form assignments are easier to identify in the Students in Sessions Screen
Masking no longer requires a ‘form override’
Masking is made available to students based on the accommodation information provided during the PreID or the Create/Edit Student process
A new Operational Report will be available that will list student tests with identified accommodations
We have several changes we have made to the system and have updated a few processes. 7

8. Changes for
District Coordinators and School CBT Coordinators can edit all student demographic information in PearsonAccess Next
District Coordinators will log into PearsonAccess Next to update missing or incorrect demographic information on paper-based assessments
Student Authorization Ticket
Printing options are being renamed.
Alignment has been improved for easier processing and cutting.
Easily confused characters will no longer be utilized for students’ username and passwords (i.e. zero, O, one, L and I). 8

9. Coming Spring 2018 Matching and Creation of new students
Prompt for match or allow for creation of a new student
Operational Reports to assist with Clean up
Rejected Student Tests – Deferred Report
Mark Student Tests Complete at the end of Testing Window
Mark Tests Complete by session or defined set of sessions
Work in Progress Report
Real-time report during paper test processing
Report shows received/processed quantities by test subject compared to shipped quantities by test subject
New for Spring 2018 9

10. Assigning CBT Accommodations – File Upload
Computer-based test accommodations can be assigned to students by including their CBT accommodation requirements in the Student Registration Import/PreID file. This is the same process that you use to assign PBT accommodations today. CBT accommodations can also be assigned by the Create a new student process or by manually updating an existing student’s test details in PearsonAccess Next.
Qian provided the Winter PreID (SRI) file layout on 10/3. The Winter file layout includes the two new CBT accommodation fields. The Text-to-Speech and/or the Masking fields should be populated with a Y or Ys if the student requires the computer-based accommodation.

11. Assigning CBT Accommodations – Manual Entry
District Coordinators and School CBT Coordinators can manually enter the computer-based test accommodations on the Student Test screen (Testing>Student Tests or Setup>Students>Manage Student Tests).
[CLICK] The Text-to-Speech and/or the Masking fields should be populated with a Y or Ys if the student requires the computer-based accommodation.
If the student requires a Text-to-Speech form with Answer Masking then both boxes must be checked.
Once the updates have been made the student will have the appropriate form assigned to them.

12. CBT Accommodations in Students in Sessions
A TTS ‘tag’ has been added to the student record on the Students in Session screen to allow users to quickly identify students with the Text-to-Speech form assigned.
Masking (accessibility option) can be assigned to Text-to-Speech forms or to the non-TTS form.

13. CBT Accommodations in TestNav
Text-to-Speech (accommodation) will only be available to students that are assigned the Text-to-Speech form. Students will continue to enable the TTS functionality by accessing the TTS functionality panel as they have in the past.
[CLICK,CLICK]Masking (accessibility option) can be assigned to Text-to-Speech forms or to the non-TTS form. The students will be able to turn on and turn off the Masking (aka Answer Masking) through the User drop-down like they do today.

14. CBT Accommodations Report
A new Accommodation and Accessibility Assignment Report can be downloaded from Operational Reports > Students & Registrations.
The report can be filtered by Accommodation, organization and test and you can populate ALL in the accommodation field to generate a report that includes all accommodations (PB and CB) .

15. Modifying Student Demographic Data
District Coordinators and CBT Coordinators can now edit all student demographic information.
This data is accessed in Setup> Students and select task Create / Edit Students.

16. Modifying Student Test Data
District Coordinators and CBT Coordinators can now edit all student test data.
This data is accessed in Setup> Students and select task Manage Student Tests or by Testing>Student Tests and select Edit Student Tests.
If you want to modify both student demographic information and student test data (or you are not sure where the field is located) you can go to Setup>Students and select Create / Edit Students and Manage Student Tests.
Student demographic data can still be updated by importing a Student Registration Import (we recommend doing a Student Registration Export, modifying and then importing) and selecting the Don’t modify student tests check box. *If you are updating school code, FLEID, first name, or last name the system will create a new student and a new test must be assigned to that student.
* To move a student to a different school please see Student move information on slide 22.

17. Rejected Test Attempts
Rejected Student Test Alerts are created when a scanned paper- based student test cannot be matched to a current student record in PearsonAccess Next and a new student record can not be created.
Some common causes for a rejected test attempt are:
First or Last Name are missing
Missing or invalid date of birth
FLEID is missing completely, or was gridded incorrectly.
The FLEID must be 14 characters in length, beginning with ‘FL’
Duplicate test attempts for the same student
Missing Enrollment Status (for EOC)
The test matches to a student record that has an unexpected grade registration (for Grade 5 Science and Grade 8 Science only)
After you have sent your To Be Scored Material back to Pearson, you may receive some students tests listed as Rejected Test Attempts. [Read slide]
Duplicate test attempts means that Pearson has identified more than one completed test for a student (same FLEID, Last Name, First Name and DOB).
Pearson will work with FDOE to notify you of the Rejected Test Attempt clean up period (during paper-based test processing).

18. Updating Missing or Incorrect Demographic Data
Resolving paper-based processing issues directly in PearsonAccess Next will replace the current process of receiving, updating and resending spreadsheets to FDOE (Gabriel and Esra).
The red flag in the PearsonAccess Next banner will indicate that you have Rejected Student Tests.
[Review visual notification on the slide]
District Coordinators will be resolving the following issues:
Missing or incomplete FLEID
Missing Last Name
Missing First Name
Missing or invalid Date of Birth
Enrollment Status (EOC Assessments)
Duplicate tests
Off grade testers (Grade 5 and Grade 8 Science only)

19. Updating Missing Demographic Data
1. From Testing > Rejected Student Tests, search to find the rejected test(s) you want to view and fix. The Status Message column in the list of rejected tests tells you why each test was rejected.
2. Open the task list and select Edit Rejected Student Tests and click Start.
3. Find the rejected test you want to view and fix under Rejected Tests, view and edit the listed information, as appropriate.
4. Click Save to finish.

20. Updating Missing Demographic Data
This screenshot shows the next steps in resolving the rejected student test. If you need to research this issue or come back to it later for any reason you can ‘flag’ it for follow up by deferring the correction of the rejected student test and come back to it later.
To defer a test select the Defer Resolution option and under Defer Resolution Reason specify the reason. Click Save.
To correct a deferred rejected student test, follow these steps:
From Testing > Rejected Student Tests, under filters, select Show Deferred Rejected Student Tests. For further specification criteria select an option from the Rejected Status and or Organization. Select the rejected test(s) you want to view and fix. 
Open the task list and select Edit Rejected Student Tests and click Start
Find the rejected test you want to view and fix under Rejected Tests. View and edit the listed information, as appropriate.  

21. Helpful Hints and Reminders
Now let’s move on to Student Management. During this section, we will review information about navigation tips.
We’ll also discuss editing students and student transfers.

22. Student Moves
District Coordinators can move students between schools within the district
To move students to a different school within your districts, navigate to Setup>Students, then select Manage Enrollments from the task bar and click Start.
In the Organization field, type in the new school that you want to move the student to. Here is the step that is easy to miss… You have to check the box under the new school and remove the check mark from the box under the old school. Click Save and Exit.
If you would like to move students across districts, please contact Pearson for assistance or instruct your schools to create a new student.

23. Session Management
Student Authorization Tickets can be displayed for printing in four different styles. Some views contain more details. You can choose a less detailed view to conserve paper. In most formats, you need to cut the printout to provide students with their unique test login credentials. A new feature this year is the removal of confusing characters from the test tickets, such as Zero and O, or L and I.
Let’s look at examples of the ticket formats.
Here is the 1 per page Detail View.
[CLICK] Here is the Multiple Per Page View.
[CLICK] Here is the Grid View.
[CLICK] And here you see the List View.
If you are using the installed or application version of TestNav, you will not need to use the URL information on the test ticket, because you will launch TestNav using the application. Also, as a reminder, the alignment of the test tickets has changed for easier processing and cutting.

24. Best Practices in Test Management
A secondary save location is required.
Verify students have all needed Accommodations before preparing the test sessions. Changes in a student’s test details in PearsonAccess Next will NOT modify a test that is already prepared.
If a student is experiencing technical issues during testing, remember to communicate that there is a LIVE TESTER when contacting Customer Service.
Here are a few things that can help to ensure a smooth test administration.

25. Common TestNav 8 Error Codes
A complete list of error codes can be found by clicking on Error Codes, under Technology Resources on the Resource Center. [CLICK] This will take you to a list by category.
To retrieve this list, go to the Resource Center  Technology Resources  Additional Technology Resources  TestNav 8 Common Error Codes.

26. Operational & Published Reports
Now let’s discuss some helpful reporting tools designed to assist you with tracking and monitoring activity within your district or schools.

27. Operational Reports
Operational Reports are different than Published Reports. Operational Reports are generated reports that can be displayed or downloaded to help monitor site activity for your district and schools.
A variety of reports are available to help you review the data that has been loaded in PearsonAccess Next. Today we’re going to look at Operational Reports.

28. Operational Reports
As seen here, a variety of reports are available in five different reporting categories. You can generate reports for Organizations, Students & Registrations, Online Testing, Orders & Shipment Tracking, and Users.

29. Operational Reports
Here is an example of how to access a report from Operational Reports. 29

30. Operational Reports
Once you have ‘requested’ the report you can hit the arrows to refresh the screen. Once the report is available, you will select view report or download report to access the data.
Some helpful reports:
Accessibility Features and Accommodations for Student Tests
Rejected Student Test List
Deferred Rejected Student Test List 30

31. Published Reports
Published Reports are ‘point in time reports’. Published reports are generated at a specific point in time.
Examples of Published Reports are Student, School and District Score Reports, PreID Summary Reports and Security Checklists.
[Read Slide]Navigate to Published Reports prior to testing to view the PreID Summary Report (updated nightly) and Security Checklist (updated nightly). After To Be Scored material has been returned to Pearson you can view the Test Material Status Report to monitor paper test receipts and processing.
Don’t forget that the Search and Filter features are your friend when trying to locate a specific report once Summary and Student Results are available in Published Reports. 31

32. Post-Test Activities Task Description Remove Tests in Ready Status
Students in Ready status need to be removed from a session before stopping it.
Mark a Student’s Test Complete
Mark a student’s test complete when you know the student will not be resuming the test at all.
Mark Tests as Do Not Score
Tests that have been started but should not be scored should be marked as Do Not Score/Invalidated and a reason noted.
Stop Test Sessions
Stopping sessions ensures that all non-completed student tests have been reviewed and resolved. A test session cannot be stopped until all Ready students have been removed and all other students are in Completed or Marked Complete status.
NOTE: All of the activities on this page need to be completed by the close of business on the last day of the test administration.
As you begin to complete an online test administration, several important steps are part of the process for confirming that ALL students have completed their testing. By following these instructions as sessions are completed, you should be able to finish most of these post-administration tasks before the end of the operational testing window. Keep in mind that for some students, you may need to wait until the end of the testing window to determine whether they will be completing their tests before making these final updates.
The following are the session management post-test activities you will complete:
Remove Tests in Ready Status
Mark a Student’s Test Complete
Mark Tests as Do Not Score
Stop Test Sessions

33. Support
We will conclude today’s presentation with a final section containing reminders of where you can find additional information about the features presented today and contact information for Customer Service Center should you have additional questions.

34. Customer Support
This concludes our training. If you have any questions, you can me or contact our Customer Support from 7 a.m. to 8:30 p.m. Monday through Friday Eastern Time or by using the web link on PearsonAccess Next or the Resource Center.
Thank you for attending the training. Now we will respond to questions that you have entered in the Q&A. 34

35. Questions?

36. Thank you!