1 student registration import. role-based key 2 role-based codes lea test coordinator – school...

1 Student Registration Import

Role-Based Key 2 Role-Based Codes LEA Test Coordinator School Test Coordinator Test Administrator/Proctor LEA and School Technology Coordinator Accommodations Coordinator This training module is applicable to LEA Test Coordinators and School Test Coordinators.

Glossary Important Notes Introduction to PearsonAccess next Selecting Students Student Registration File Layout and Student Registration File Field Definitions Helpful Hints & File Preparation Import your File to PearsonAccess next Common Issues Resources Agenda 3

Glossary 4 PearsonAccess next : the administrative web site that is utilized for PARCC testing. Student Registration Import: the process of uploading student registration data in PearsonAccess next. Student Registration File: the file containing your student registration data imported to PearsonAccess next. Student Registration File Layout: a CSV template that can be utilized for creating your Student Registration File. Student Registration File Field Definitions: a guide that details the field names and expected values for the student registration file.

Student Registration Import Important Notes 5 This presentation will cover importing student registration data to PearsonAccess next through a system file. The process of uploading Student Registration Data is referred to as Student Registration Import in PearsonAccess next. Student Registration Windows for PARCC 2015 Spring Administration PBA: 10/20/14 11/21/14 EOY: 10/20/14 1/23/15 For schools administering the PARCC Spring Administration, the Student Registration File MUST be imported NO LATER THAN 11/21/2014 for PBA and 1/23/2015 for EOY, or Student ID Labels will NOT BE SHIPPED and the gridding of demographic section of the students answer document is required. Note: Schools must submit a Student Registration File for PBA and again for EOY (for schools participating in Spring Administration, all students must take both the PBA and EOY). Note: Your State may have an extended deadline for importing the file. Check with your state to see if there was an extension to the November 21st date.

Introduction to PearsonAccess next 6 The word Next in PearsonAccess next indicates that this is a new version of PearsonAccess. If your State is using PearsonAccess for test delivery other than PARCC assessments, please know that the PearsonAccess next system is a new and improved version of PearsonAccess where the following functionalities have changed: manage your organizations manage user accounts manage student data ordering of materials uploading and downloading files Paper-Based Assessments will require set-up work in PearsonAccess next, the online portal to PARCC Assessments.

Steps Your State Will Perform to Prepare for PARCC Computer- Based Tests: 1.Import Organization Files Due by 10/17/14 2.Create the initial User Files for District and School User Accounts Must be completed before import of Student Registration 3.Import Organization Participation Files: PBA due by 11/21/14 EOY due by 1/23/15 7 PearsonAccess next : State Responsibilities Organization Participation File Import: PBA 10/20-11/21; EOY 10/20-1/23 Student Registration File Import: PBA now until 11/21; EOY now until 1/23 Organization File Import 9/1-10/17 Initial User Account File Must be completed before SRI PNP Import File Import prior to caching test content

Steps Your State, LEA and School Test Coordinators Will Do to Prepare for PARCC Computer-Based Tests*: 1.The LEA and School Test Coordinator must import the Student Registration File for both the PBA and EOY Administrations. 2.Import students Personal Needs Profile (PNP) information. 3.Create additional users accounts for district/school staff. 8 PearsonAccess next : LEA and School Responsibilities * Check your state policy in the PARCC Test Coordinator Manual or Test Administrator Manual for the person responsible for completing the importing processes, including the Student Registration Import process. Organization Participation File Import: PBA 10/20- 11/21; EOY 10/20-1/23 Organization File Import 9/1-10/17 Student Registration File Import: PBA now until 11/21; EOY now until 1/23 PNP File Import Prior to Proctor Caching

Student Registration Import State Policy 9 The following table outlines the state policies regarding the responsibilities associated with the student registration import process for Spring testing. StateState Policy ArkansasThe Arkansas Department of Education will prepare and import the Student Registration File on behalf of schools and districts. Colorado The state will upload grades 3-11 ELA and grades 3-7 Math. Districts will need to upload grade 8 students for math and all high school math. District of Columbia OSSE will complete the Student Registration Data Import with an opportunity for LEAs to verify enrollment information. There may also be requests for pre-registration data collection on course-based testing, as needed. Illinois The Illinois State Board of Education will prepare and import the Student Registration File on behalf of schools and districts. Districts must enroll students in Student Information System (SIS) and include course assignment information. Maryland Districts will prepare and import the Student Registration File. Districts must coordinate with schools to complete this process and in some cases may have schools perform this import. MassachusettsTBD Mississippi Districts will provide registration files to the Mississippi Department of Education (MDE). Districts must coordinate with schools as necessary to complete this process. MDE will import registration files on behalf of districts. New Jersey The state will complete student registration data import. Students enrolled in districts after the closing of the student registration import window must be registered by the district/school in PearsonAccess next. New Mexico The PED will import student biodata into PearsonAccess next using the 80-day STARS snapshot. DTCs and state charter STCs may edit this data or add additional students up until the time of testing. Districts may choose to update students by uploading a revision file instead of editing the prepopulated student information in PearsonAccess next. Ohio Districts in Ohio will prepare and import the Student Registration File. Districts must coordinate with schools and Information Technology Centers (ITC) if necessary to complete this process. Rhode IslandLEAs in Rhode Island will prepare and import the student registration files. LEAs must coordinate with schools as necessary to complete this process.

Student Registration Import Selecting Students 10 Data for all students taking the PARCC Spring 2015 tests must be loaded into PearsonAccess next for each administration. For Paper-Based Testing: If a school misses the November 21 st deadline for PBA or the January 23 rd deadline for EOY to import the Student Registration File, they are still required to submit a file. If the deadline is not met, the school will not receive Student ID Labels and initial order for materials. Your State may have an extended deadline for importing the file. Check with your state to see if there was an extension to the November 21st date. For Computer-Based Testing: If a school misses the November 21 st deadline for PBA or the January 23 rd deadline for EOY to import the Student Registration File, they are still required to submit an file. If the deadline is not met, the school will not receive the needed amount of testing manuals for Computer-Based Testing and will need to do an additional order for testing manuals.

To begin creating your Student Registration File, go to PearsonAccessNext.com and select your State from the Select Your Program dropdown menu. PearsonAccessNext.com Login using your PearsonAccess next account. Click on the Support and locate the following documents: Student Registration File Layout Student Registration File Field Definitions Note: There are several State Use fields that will vary by state. Please ensure you contact your State on what needs to be included in those fields. Student Registration Import 11

Student Registration Import 12 To prepare your Student Registration File, use the Student Registration File Field Definitions as your guide. Through this document, you will walk through each field and its purpose. From left to right, you will see the following fields: Column Letter - corresponds to the.csv file layout. Field Name - provides the name of each element. Required? Y/N - indicates whether each field is required. Max Field Length - outlines the maximum number of characters allowed in each field. CEDS Definitions definitions created by the Common Education Data Standards Committee. PARCC Definitions and Notes - these are PARCC-specific definitions and notes. Expected Values - describes which characters are allowed in the field.

Student Registration File Layout 13 The Student Registration File Layout contains multiple fields that may require leading zeroes, such as the Responsible District Identifier. If you use Microsoft Excel, it is recommended that you save a source file as an Excel Spreadsheet to keep formatting (leading zeros). Prior to each upload attempt, save data file as an Excel spreadsheet. Then save again as a.csv file. If you encounter an error, make the updates in the source Excel spreadsheet and save, then save again as a.csv file. Repeat as necessary.

Student Registration File Layout 14 In Column A, enter the students 2 character state abbreviation. For example, enter AR for Arkansas.

Student Registration File Layout 15 In Column B, enter the students testing district. This is the district responsible for administering the test.

Student Registration File Layout 16 In Column C, enter the students testing school. This is the school responsible for administering the test.

Student Registration File Layout 17 In Column D, enter the students Responsible District Identifier, or District Code. This is the number you associate with the school district in your State. Note: Responsible District and Responsible School/Institution are defined as the district/school/institution that receives student scores. Only populate this field if the Reporting District is different than the Testing District. This District will not have any access to modify or view the Student Registration. They will only have access to reports after the administration.

Student Registration File Layout 18 In Column E, enter the students Responsible School/Institution Identifier, or School Code. Note: Responsible District and Responsible School/Institution are defined as the district/school/institution that receives student scores. Only populate this field if the Reporting District is different than the Testing District. This School and or Institution will not have any access to modify or view the Student Registration. They will only have access to reports after the administration.

Student Registration File Layout 19 In Column F, enter the State Student Identifier the unique ID given to each student by the state. In Column G, enter Local Student Identifier the unique ID given to each student by the state. It is an optional field required for some states that have a local student identifier.

Student Registration File Layout 20 In Column H, the PARCC Student ID will be assigned once the student is added to the system. This does not need to be included in the first import, but can be included in subsequent imports.

Student Registration File Layout 21 In Column I, enter the students last name. In Column J, enter the students first name. In Column K, enter the students middle name, if you have this data. This is an optional field.

Student Registration File Layout 22 In Column L, enter the students Birthdate. This is a required field. The birthday MUST be entered as YYYY-MM- DD or the file will error and will not process.

Student Registration File Layout 23 In Column M, enter the students Sex.

Student Registration File Layout 24 In Column N, the Optional State Data 1 is an optional field for states to input data. Contact your State to determine if this field is required.

Student Registration File Layout 25 In Column O, enter the students Grade. This must be a two character field. For example, enter 03 for Grade 3.

Student Registration File Layout 26 Columns P through U designate student ethnicity and race. In Column P, enter Y if the student is of Hispanic or Latino Ethnicity. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank. Note: Although these fields can be left blank, these fields must be filled out before the end of the administration window.

Student Registration File Layout 27 Columns P through U designate student ethnicity and race. In Column Q, enter Y if the student is of American Indian or Alaska Native race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank. Note: Although these fields can be left blank, these fields must be filled out before the end of the administration window.

Student Registration File Layout 28 Columns P through U designate student ethnicity and race. In Column R, enter Y if the student is of Asian race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank. Note: Although these fields can be left blank, these fields must be filled out before the end of the administration window.

Student Registration File Layout 29 Columns P through U designate student ethnicity and race. In Column S, enter Y if the student is of Black or African American race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank. Note: Although these fields can be left blank, these fields must be filled out before the end of the administration window.

Student Registration File Layout 30 Columns P through U designate student ethnicity and race. In Column T, enter Y if the student is of Native Hawaiian or Other Pacific Islander race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank. Note: Although these fields can be left blank, these fields must be filled out before the end of the administration window.

Student Registration File Layout 31 Columns P through U designate student ethnicity and race. In Column U, enter Y if the student is of White race. Note: In each of the ethnicity and race columns, the expected values are Y for Yes, N for No, or blank. Note: Although these fields can be left blank, these fields must be filled out before the end of the administration window.

Student Registration File Layout 32 In Column V, enter Y if the student is identified as an EL student. The LEP field provides an indication that a limited English proficient (LEP) student is served by an English language instruction educational program supported with Title III of ESEA funds. EL means the student is classified as an English Language Learner. Reference the Accessibility Features and Accommodation Manual at http://www.parcconline.org for further information.http://www.parcconline.org

Student Registration File Layout 33 In Column W, enter Y if the student is identified as an LEP student. A student could have the status of being an EL student but possibly not be supported in a Title III funded program. Reference the Accessibility Features and Accommodation Manual at http://www.parcconline.org for further information.http://www.parcconline.org

Student Registration File Layout 34 In Column X, enter Y if the student is identified as a Gifted and Talented student.

Student Registration File Layout 35 In Column Y, enter Y if the student is identified as a Migrant student.

Student Registration File Layout 36 In Column Z, enter the status of the students Eligibility Status for School Food Service Programs.

Student Registration File Layout 37 In Column AA, enter Y if the student is identified as a Student with Disabilities. If this field is marked Y, you must select a Primary Disability Type in Column AB. In Column AB, enter the students Primary Disability Type. This field is ONLY required if you selected Y in Column AA.

Student Registration File Layout 38 Columns AC through AI are optional fields for states to input data: AC Optional State Data 2 Note: Contact your State for information to see if these fields are required.

Student Registration File Layout 39 Columns AC through AI are optional fields for states to input data: AD Optional State Data 3 AE Optional State Data 4 AF Optional State Data 5 Note: Contact your State for information to see if these fields are required.

Student Registration File Layout 40 Columns AC through AI are optional fields for states to input data: AG Optional State Data 6 AH Optional State Data 7 AI Optional State Data 8 Note: Contact your State for information to see if these fields are required.

Student Registration File Layout 41 In Column AJ, for computer-based testing enter a description that will be used for the Session Name. For paper testing enter a description for the physical room number or classroom name where the testing will be administered. This is an optional field. For Computer-Based Testing, this field is used to auto create sessions. You must specify a different value for Read-Aloud students. For Paper-Based Testing, this field is used to group student labels.

Student Registration File Layout 42 In Column AK, enter a unique identifier for the Test Administrator overseeing the testing session. This is an optional field.

Student Registration File Layout 43 In Column AL, enter the students Class Section Identifier. This is a unique number or alphanumeric code assigned by an institution, school, school system, state, other agency, or entity for a particular class section. It is used for PARCC results reporting and student roster reports. This is an optional field.

Student Registration File Layout 44 In Column AM, enter the students Staff Member Identifier. This is an optional field.

Student Registration File Layout 45 In Column AN, enter the students Test Code. This is a required field. If a student is taking more than one subject, the student will have two rows on the Student Registration File: one for Math and one for English Language Arts.

Student Registration File Layout 46 In Column AO, enter P for Paper Tests and O for Online Tests. For Column AP, the Retest field is not currently utilized for 2014-2015. For this field enter N for No.

Student Registration File Layout 47 Accessibility Features and Accommodations Columns AQ through AX designate accessibility features and accommodations for each student test. If a student needs any of these accommodations, the fields must be marked with Y for Yes. These fields must be marked for the paper-based materials to be ordered. Special forms for accessibility and accommodations for Computer-Based testing will be identified through the Personal Needs Profile (PNP). For additional information on accessibility features and accommodations please reference the PARCC Accessibility Features and Accommodations Manual at http://www.parcconline.org.http://www.parcconline.org You may also contact your State for additional questions on accommodations.

Student Registration File Layout 48 In Column AQ, enter Y if the student requires Assessment Accommodation because of an English Language Learner (EL) identification. In Column AR, enter Y if the student requires Assessment Accommodation because of a 504 identification. Note: This fields are used for cross validation on the PNP file for all EL and 504 accommodations.

Student Registration File Layout 49 In Column AS, enter Y if the student requires Assessment Accommodation because of an Individualized Education Plan (IEP) identification. In Column AT, enter Y if the student requires Assessment Accommodation: Alternate Representation. Note: This fields are used for cross validation on the PNP file for all EL and 504 accommodations.

Student Registration File Layout 50 In Column AU, enter SPA if the student requires Assessment Accommodation: Translation of the Mathematics Assessment.

Student Registration File Layout 51 In Column AV, enter Y if the student requires the Assessment Accommodation: Read Aloud, ASL, or Translations into languages other than Spanish. Note: Check with your state policy for guidance.

Student Registration File Layout 52 In Column AW, enter Y if the student requires the Assessment Accommodation: Large Print. In Column AX, enter Y if the student requires the Assessment Accommodation: Braille Grade Type. NOTE: Although the accommodation fields are optional for every student, if a student needs any of these accommodations, the fields must be marked with Y for Yes. These fields must be marked for the materials to be ordered.

Student Registration File Layout 53 In Column AY, insert Y in every student record. This indicates the end of the record. If this field is left blank, the file will cause an error and not process.

Helpful Hints 54 Now that we have walked through the file layout, populate the Student Registration File Layout with the required student data. Use the Student Registration File Field Definitions as a reference to ensure all required fields have been populated. Helpful Hints! 1.Verify all required fields are populated. The header row is required. 2.Verify all state required fields are populated. 3.Save file in CSV file format. 4.Log into PearsonAccess next to import your file. Note: There are several State Use fields that will vary by state, ensure you contact your State on what needs to be included in those fields.

To import the file: Log into PearsonAccess next. Select the administration from the Admin drop down menu on the top of the screen. Import Your File 55

Next, click on Import / Export Data under SETUP. Import Your File 56

Click on Select Tasks and check Import / Export Data. Import Your File 57

Click the Start button with the Import / Export Data option checked. Import Your File 58

Choose Student Registration Import from the Type menu. Import Your File 59

Use the Browse button under Source File to select your CSV file and then click the Process button to import the file. Import Your File 60

The View File Details screen will appear next and detail the Status of your file. Import Your File 61

There are multiple Status messages that can display: Import Your File 62

Processing Issues: Import Your File 63

The status will display Complete once the file has been processed. Import Your File 64

Utilize the Errors section to resolve issues with the file. Import Your File 65

Common Issues 66 Organization Participation Errors Validate that columns A through E are correct. Verify that your school is participating in PBA and EOY administrations in PearsonAccess next : Click the Setup Button and select Organizations Under Find Organizations type in the name of your organization and click the Search button. From the Results check the name of your organization. From the Select Tasks dropdown menu check "Manage Participation" and click the Start button. Verify that the Participating box is checked. Verify this for both PBA and EOY administrations.

Common Issues 67

Common Issues 68 Student Matching Errors The import process will try to match on existing students. This matching process can result in matching errors. The matching process will match on these specific columns: Column A: State Abbreviation Column B: Testing District Column C: Testing School Column F: State Student Identifier Column G: Local Student Identifier Column I: Last Name or Surname Column J: First Name Column L: Birthdate Column M: Sex To resolve, validate that the student is correct in PearsonAccess next for Columns F, G, I, J, L, and M. Correct PearsonAccess next if necessary. Make necessary Student Registration File corrections and import file. Hint: Check columns B, C, F, and G for any missing leading zeroes.

Important Notes 69 We just covered importing student registration data to PearsonAccess next through a system file. Remember, the process of uploading Student Registration Data is referred to as Student Registration Import in PearsonAccess next. Student Registration Windows for PARCC 2015 Spring Administration PBA: 10/20/14 11/21/14 EOY: 10/20/14 1/23/15 For schools administering the PARCC Spring Administration, the Student Registration File MUST be imported NO LATER THAN 11/21/2014 for PBA and 1/23/2015 for EOY, or Student ID Labels will NOT BE SHIPPED and the gridding of demographic section of the students answer document is required. Note: Schools must submit a Student Registration File for PBA and again for EOY (for schools participating in Spring Administration, all students must take both the PBA and EOY). Note: Your State may have an extended deadline for importing the file. Check with your state to see if there was an extension to the November 21st date.

Test your knowledge: 70 What is the required file format for the Student Registration File? a..txt b..doc c..csv d..xls What are the dates for the PARCC 2015 Spring Registration Windows? a.PBA 10/20/2014 11/21/2014 b.EOY 10/20/2014 1/23/2015 c.PBA 10/20/2014 11/28/2014 d.EOY 10/20/2014 1/16/2015 Is the Header Row required for the Student Registration File? a.Yes b.No The Student Registration File must be imported into PBA administration and into EOY administration of PearsonAccess next ? a.Yes b.No For the status of Complete With Issues, what option in PearsonAccess next allows you to extract only the records that had problems? a.Download Error Messages b.Download Records in Error c.Download Students Created d.Download File How should the Birthdate field be formatted? a.MM-DD-YYYY b.DD-MM-YYYY c.YYYY-DD-MM d.YYYY-MM-DD Which are all fields that will match to student information in PearsonAccess next ? Check all that apply: a.Last Name or Surname b.First Name c.Birthdate d.Sex e.Middle Name

Contact PARCC Support for assistance with: Support Accessing resources Setting up proctor caching Submitting additional orders Inquiring about shipments Navigating PearsonAccess next Navigating the Training Center Managing Student Registration Data Setting up test units Managing user IDs and passwords Online Support and Resources: http://parcc.pearson.com/support Call Toll Free: 1-888-493-9888 (5:00 am 7:00 pm CT, Mon. Fri.) Email: [email protected] 71

Support Testing schedule Testing accommodations Unusual circumstances on test days Violations of test security School emergencies that affect testing Questions about general testing policies Questions about state communications Contact your State or LEA Test Coordinator for assistance with: 72

73 Thank you

Commonly used PARCC Acronyms 74 AcronymName CBT Computer-Based Test CCR College and Career Ready CCSS Common Core State Standards ELA/L English Language Arts/Literacy EOY End of Year LEA Local Education Agency LPLarge Print PARCC Partnership for Assessment of Readiness for College and Careers AcronymName PBA Performance-Based Assessment PBT Paper-Based Test SRF Student Registration File STC School Test Coordinator DTC District Test Coordinator TA Test Administrator TAM Test Administrator Manual TCM Test Coordinator Manual

1 student registration import. role-based key 2 role-based codes lea test coordinator – school...

Documents

student registration

student registration

system file

student id labels

new version of pearsonaccess

import organization

parcc assessments

school test coordinators