2014 CMAS PearsonAccess Training

for SACs

February 28, 2014

Agenda

• TestNav 8 Testing Engine, Tools and Accommodated Forms• PearsonAccess Overview for SACs

o PearsonAccess User Roleso User Accountso Logging Ino Training Siteo PearsonAccess Navigationo Student Datao PearsonAccess Test Sessionso Make Up Testingo Proctor Caching Test Contento Additional Orders

• Support/Resources Available• Questions

You can watch the complete webinar on the

Support tab of PearsonAccess at your

own page OR read the PA manual —will be a

requirement in the CMAS SAC Assurance

PearsonAccess Overview for SACs

PearsonAccess - Overview• PearsonAccess is a comprehensive test management system• To access PearsonAccess go to: www.pearsonaccess.com,

then select Colorado• One portal for resources, student information, PearsonAccess

test sessions, online testing and score entry

LIVE SITEblue

TRAINING SITE brown

PearsonAccess – Support Tab

No login required

PearsonAccess - Training Site• The PearsonAccess Training Site for the Colorado Program

allows you to practice without affecting “live” data for paper and online testing activities.

• Sample students can be created

PearsonAccess Navigation

PearsonAccess - Navigation

Global navigation links appear on the top of every screen.

PearsonAccess - Navigation

Tabs and sub tabs allow you to navigatequickly to specific screens

PearsonAccess - Navigation“Breadcrumbs” show the navigation path to the screen

PearsonAccess - NavigationTo change the test administration, click onthe Change link. The administration changewill apply to all screens.

Help offers context-specific support. Click to close the Help window.

PearsonAccess - Navigation: Help

PearsonAccess - Navigation: SearchWhen locating student or testing data, use the Search function to make your search more targeted. Click Hide Search to close it. Filtering the data makes your navigation through the system more efficient.

Pearson Access - Navigation: Organization

Click on the change organization link to view a different organization’s data within the same administration. Examples of organizations are districts and school. The organization change will apply to all screens

PearsonAccess User Roles

User Role Matrix Each CSI school’s SAC has been assigned the SAC & SE roles in PearsonAccess. Each STC has been assigned the TC role.

Access to PearsonAccess is role-based

DAC will Create New User Accounts and Assign Roles for DTCs, SACs and Student Enrollment

SAC will Create New User Accounts and Assign Roles for CMAS Test Administrators and CoAlt Test Examiners

DACs and SACs will manage the User Accounts they set up, this includes:

o Manage Expired/Locked Accountso Update Roles

PearsonAccess User Accounts

To view and access current user accounts• Log in to PearsonAccess • Administrative Management > View User Accounts

PearsonAccess User Accounts

View and verify user accountsExport to user account file to Excel or view individual user accounts within PearsonAccess:

• User ID• Name• E-mail Address • Roles• Organizations (schools)• Status • Deleted

Viewing PearsonAccess User Accounts

Create a New Individual User Account• Go to Administrative Management > View

User Accounts.• Click New User to go to the New User

Account screen.

Creating PearsonAccess User Accounts

Create a New Individual User Account (for few staff)• Enter the required fields.• Select a user role (or roles) for the new user.• Select an organization (or organizations) for the new user. • Click Save. After you click Save, a notification is sent

automatically to that user’s email address. • The email contains a link to the login screen where the

new user can choose a password and enter the site.

Creating PearsonAccess User Accounts

Send User Account Files (for many staff)• Go to Administrative Management > Send User Account

File.• Click Browse to select the user account file saved on your

computer or local network to be uploaded.

Sending PearsonAccess User Account Files

Sending User Account Files

• Click Send to submit the selected file.

• The PearsonAccess User Load Template is an Excel file that can be used as a template to upload data.

• The PearsonAccess User Load Template and Layout documents can be found on PearsonAccess > Support > Templates.

PearsonAccess User Accounts

Sending User Account Files• If an email address is provided, an email

notification will be sent to you when processing is complete.

• The email will detail the status of the uploaded file and provide you with a link to the PearsonAccess website so you can review the file upload details.

• The User will also receive an email directing the new User to log in to PearsonAccess and provide a password.

PearsonAccess User Accounts

School Assessment Coordinators (SACs) permissions include: • Creating user IDs for CMAS Test

Administrators and CoAlt Test Examiners• Creating PearsonAccess test sessions and

teacher assignments• Selecting proctor caching servers when

setting up PearsonAccess test sessions (CMAS only)

• Printing Student Authorization Tickets and Seal Codes (CMAS only)

• Monitoring test administration sessions within PearsonAccess

PearsonAccess User Roles (SACs)

Student Enrollment permissions include:

• Managing student enrollment data

• Ensuring that all students are uploaded to PearsonAccess and that demographic information is correct

If the SAC is also serving as the SE, the SAC should work with your school’s data submissions contact to ensure accuracy in both PearsonAccess and your SIS.

PearsonAccess User Roles (Student Enrollment)

PearsonAccess User Roles (TC)District Technology Coordinator permissions include:

Site Readiness• When you see “DTC” in PearsonAccess, it typically

refers to CSI schools’ School Technology Coordinators (STC)

• STCs work closely with SACs to verify schools are ready for online testing

• STC is responsible for setting up student computers and testing environments for computer-based testing.

• STCs must verify that all student workstations meet minimum requirements for test delivery and that all third party software dependencies and the updated versions of software have been installed.

• Link to Site Readiness: http://www.cde.state.co.us/assessment/dtcwebinars

PearsonAccess User Roles (TC)Technology Coordinator permissions also include:

Configuring TestNav and Proctor Caching• STCs will set up TestNav student response file

backup locations. • STCs complete proctor caching server configuration

in advance of the assessment window.

CMAS Test Administrators permissions include: • Ability to administer the ePATs• Proctor caching test content• Starting and stopping test sessions• Administering the CMAS and managing

PearsonAccess test sessions• Checking student test status• Marking test complete

PearsonAccess User Roles(CMAS Test Administrators)

CoAlt Test Examiners permissions include:

• Entering IEP information

• Entering student scores in PearsonAccess

PearsonAccess User Roles (CoAlt Test Examiners)

CoAlt Score Entry Role

The interface dynamically changes to display only functions for which the user is authorized.

CMAS Test Administrator Role

Roles-based Access

PearsonAccess Student Data

Student Data Upload (SDU)

• Student data has been provided by CDE and available in PearsonAccess

• Schools are responsible to verify in PearsonAccess that student data is correct– Check # of students– Check students that have had updates to

demographics after mid-January

PearsonAccess Student Data

• The SDU process allows schools and districts to load and update large groups of students in a single upload file.

• The SDU template and file layout documentation are available on the Support tab within PearsonAccess.

• For detailed directions regarding the SDU process, please see the PearsonAccess User’s Guide on the Support tab within PearsonAccess.

PearsonAccess Student Data Upload (SDU) Process

Schools may complete the following activities by submitting SDU files: 1. Submit initial orders for paper documents (update

participation counts) (by March 14) Paper test books for accommodations Braille and Large Print Scripts Test Administration Manuals CoAlt materials

2. Create group names (testing groups) for Test Assignments (before testing)

3. Provide accommodations information (by May 2)4. Update demographics (by May 2)5. Add and/or release students (by May 2)

PearsonAccess Student Data Upload (SDU) Process

SDU Resources • PearsonAccess >Support > Templates• SDU File Layout• SDU File Template

SDU Directions & Template

SDU File Template Student Data Upload (SDU) Layout

SDU Layout1. Upload SDU with CMAS Accommodations, CMAS Scripts, and CoAlt Accommodations filled in by 3/14.

(Use TCAP Accommodation Form as starting point.)2. Upload SDU with Group Name filled in BEFORE creating testing sessions in PearsonAccess.

CMAS Procedures ManualManual provides information about accommodations. Appropriate administration of the accommodations will be forthcoming from CDE/PearsonAccess.

Follow the instructions in Registration File & SDU Directions file. Use PearsonAccess User Manual (found in Manuals subtab) as necessary

Update SDU by 3/14/14

• Remove students from Default group• Add accommodations to file• Update student demographics• Add/release students

Create Groups (complete by 3/14)• All students are uploaded to PearsonAccess using a “Default

Group” name.• Default groups can be updated to match existing class, period

or roster groups to simplify Test Session creation and tracking. • Default group should be updated before test sessions are

built. Once students are in test sessions, students must be manually removed from the test session before the Default Group name can be updated.

• To update Groups and Group Names:• Download the Registration File

o Set Delete Flag to “D” and upload the updated file through on the Send Student Data page in Pearson Access.

o Update Group Name, remove the Delete flag and upload the updated file through on the Send Student Data page in Pearson Access.

• See “Requesting a Registration File” and “Sending Student Data” in the PearsonAccess User Guide. Student Data Layout and Template documents can be found on PearsonAccess > Support > Resources > Templates.

Schools may submit initial paper orders (update participation counts) through March 14, 2014

• SDUs need to be uploaded by March 14, 2014 for initial orders

• Secure additional orders will be accepted via the Additional Order Process in Pearson Access from 4/1/14 – 4/29/14

• Non-secure additional orders will be accepted via the Additional Order Process in Pearson Access from 4/1/14 – 5/6/14

PearsonAccess Student Data Upload (SDU) Process

PearsonAccess Student Data

Updates within PearsonAccess

Creating PearsonAccess Test Sessions

DAC, SAC and Student Enrollment

Creating a PearsonAccess Test Session• A virtual grouping of students by grade level and content

area. Students must be placed in a scheduled test session before they can log in to a test.

• Select Test Management tab > Manage Test Sessions

• Click New Session to create a new test session

• Create sessions at least one week before testing window

Creating a PearsonAccess Test Session • Enter the session information displayed on the Session Details

screen

• Select to View By Groups radio button to add students to the session

Test Session Details • The Test Session Details screen displays each session’s

status, assigned test, start time and assigned students

• Session start time is a guideline for planning and is not enforced by the online testing system

Moving Students into Test Sessions

• To move or add students to a testing session within PearsonAccess, click Add Students

Moving Students into Test Sessions

• Select to View By Groups or Students radio button to add students to the session

• Place a check next to those students to add or move the student into the session and click Add to Session

Typically, student registration occurs when a student data file is submitted to the system.

If student data is entered manually (i.e.,: not by submitting a student data file), or if student registration information is not included in the student data file, then the student will need to be registered.

To register students manually:1. Student must be enrolled in one or more schools2. The student must be registered for a test

administration3. Once registered, assign the student to a group4. Assign the student to a test

Student Registration