1. The Office of Student Assessment Services January 24, 2019
Overview of the Student Registration/ Personal Needs Profile (SR/PNP) Process
The Office of Student Assessment Services January 24, 2019

2. Scott Kelley, Data & Reporting Specialist
Presenters
Scott Kelley, Data & Reporting Specialist
Dan Wiener, Administrator for Inclusive Assessment
Jodie Zalk, Test Administration Coordinator
Liz Pennington, Pearson Project Manager
Massachusetts Department of Elementary and Secondary Education

3. 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 to
We will attempt to answer all questions asked during the session; after the session, all questions will be answered and ed out to participants.
This session is being recorded and will be available online in about one week at:
MCAS Resource Center ― mcas.pearsonsupport.com/training
In the section entitled “Training Sessions Previously Offered This School Year”

4. Steps for Completing the Initial Import01
SR/PNP Overview 02
Steps for Completing the Initial Import 03
Steps after the Initial Import
CONTENTS 04
Frequently Asked Questions 05
Resources, Support, and Next Steps

5. SR/PNP Overview 01

6. 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 for CBT and PBT, and provides a record of students tested and the accommodations they used.

7. What’s New for 2019?
Student Interoperability Framework (SIF) used for data reporting for SIF districts
A new flag in DESE data file for first-year EL students, to help identify students who will not take the ELA test
A new process for transferring students’ registration information for students who transfer schools (enrollment transfer work request in PearsonAccess Next)

8. SR/PNP Deadlines for 2019
Window for completing the initial SR/PNP process
Deadline for updating SR/PNP information (as needed)
February Biology test
December 3–14, 2018
February 12, 2019
March retests
January 7–18
March 12
Grades 3–8 tests
Initial window: January 28–Feb. 8
Extended window: Feb. 11–March 15
May 6 for ELA
May 28 for Math and STE
Grade 10 ELA test
Initial window: January 30–Feb. 12
Extended window: Feb. 13–March 11
April 5
Grade 10 Mathematics test
Extended window: Feb. 13–May 3
May 31
High School STE tests
April 1–12
June 12
Biology and Introductory Physics field tests
April 22–May 3
June 17
See the Guide to the SR/PNP Process for additional information.

9. 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)

10. MCAS Accessibility and Accommodations
Review Accessibility and Accommodations Manual (
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)

11. Accessibility Features and Accommodations That Must be Included in Student Registration/Personal Needs Profile (SR/PNP)
Accommodation #
Description
UF2
Alternative background/font color
UF5
Answer masking A1
EL1
Paper test, if unable to use computer A2
Large-print edition
A3.1 or A3.2
Screen reader or Braille edition for a student who is blind or visually impaired
A4.1 or EL3.1
Text-to-speech (TTS) for Mathematics or STE tests
A.5 or EL3.2
Human read-aloud for Mathematics or STE tests
A.6
Human signer for Math, STE, or ELA test questions only
A.9
Supplemental graphic organizer or reference sheet (Department versions only)
A10.1 or A10.2
EL4.1 or EL4.2
Human scribe or external speech-to-text device for Math and/or STE
A12
Typed responses for PBT only

12. Special Access Accommodations That Must be Included in SR/PNP
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

13. 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.

14. Field Definitions Portion of Guide to the SR/PNP Process

15. Steps for Completing the Initial Import02

16. 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
If you cannot access the Security Portal, contact your Directory Administrator (
PearsonAccess Next (PAN): where to import the SR/PNP
(also linked at
If you could access PAN before but no longer have access, try resetting your password in case the account expired.
Call MCAS Service Center ( ) if you cannot access your PAN account or for assistance with the SR/PNP import.

17. Logging into the DESE Security Portal
Click on the Security Portal link at the top right side of the DESE home page (

18. 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.

19. The .CSV File
Locate the “Spring2019…_SRPNP” .CSV file, and save it to your computer.
For SIF* districts, this file is populated with enrolled students as of January 18, 2019.
* Student Interoperability Framework
For non-SIF districts, data are current as of October 2018 SIMS.
Selected accommodations from previous MCAS tests are pre-populated as follows:
Gr. 4–8 and 10 ELA and Math: from the 2018 accommodations in that subject
Gr. 5 and 8 STE: from the 2018 accommodations for Math in grades 4 and 7
Operational high school STE and the Biology and Intro Physics field tests: from accommodations used during STE testing in grade 8

20. Demonstrations: Tasks before Importing the File
Locating the Guide to the SR/PNP Process
Removing rows for a student who transfers out
Using column L to find first-year ELs who will not participate in the ELA test* (EL status from SIF or October 2018 SIMS)
Adding a row for a new student
Updating a student’s accommodations
Saving the .CSV file
*First-year ELs are required to participate in the Mathematics and STE test administration.

21. SR/PNP Initial Import – Step A: Prepare the File
Log into the Security Portal ( to find the .CSV file posted in DropBox Central in the MCAS 2019 folder.
District and school files are posted approximately one day prior to the SR/PNP window
Delete rows of students who will not participate.
New for 2019: Use first-year EL flag in column L to find and remove the ELA row (only) for students who will not take the ELA test.
For PBT: Schools will only receive Student ID Labels and secure test materials for students listed in PAN by the Initial Window deadlines on slide 8.
Add rows for students who will participate in testing.
Enter students’ selected accommodations.
Selected accommodations are pre-populated in the data file (listed on slides 11–12).
Save the file as a .CSV file.

22. SR/PNP Initial Import – Step B: Import the File
Log into PearsonAccess Next (PAN) (
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.

23. New to 2019: 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.

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

25. New to 2019: Enrollment Transfer Work Request

26. 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 CBT and PBT tests.
Schools can update the SR/PNP (e.g., accommodations) but must also place an additional order for materials if needed.

27. (Use the “Questions” feature to ask questions.)
Questions & Answers
(Use the “Questions” feature to ask questions.)

28. Steps after the Initial Import03

29. 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.”

30. Demonstrations: Updating the SR/PNP
Adding a student record
Removing a student record
Updating an existing student record, including updating accommodations
Submitting an enrollment transfer work request

31. 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” (Enroll Students, Register Students, and Manage Student Tests 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.”

32. 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, and 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 “Enroll Students” at the top of the screen.
Confirm all the details by viewing the screen (there is nothing to click to confirm).
Click “Create.”

33. 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.”

34. New for 2019: Enrollment Transfer Work Request
If you receive an error message when attempting to create a student record, submit a “Work Request” in order to enroll/register that student.

35. New for 2019: Enrollment Transfer Work Request

36. New for 2019: Enrollment Transfer Work Request

37. Frequently Asked Questions04

38. 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

39. 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

40. (Use the “Questions” feature to ask questions.)
Questions & Answers
(Use the “Questions” feature to ask questions.)

41. Resources, Support, and Next Steps05

42. Available Resources Resource Location Online
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
Accessibility and Accommodations Manual

43. 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/
Phone:
All policy questions (e.g., student participation, accommodations)
Web:
Phone:

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Massachusetts Department of Elementary and Secondary Education

45. The Office of Student Assessment Services
THANK YOU
The Office of Student Assessment Services
75 Pleasant Street, Malden, MA 02148