Student Registration Import

Report
Student Registration Import
1
Role-Based Key
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.
2
Agenda
•
•
•
•
•
•
•
•
•
3
Glossary
Important Notes
Introduction to PearsonAccessnext
Selecting Students
Student Registration File Layout and Student Registration File
Field Definitions
Helpful Hints & File Preparation
Import your File to PearsonAccessnext
Common Issues
Resources
Glossary
PearsonAccessnext: the administrative web site that is utilized for PARCC testing.
Student Registration Import: the process of uploading student registration data
in PearsonAccessnext.
Student Registration File: the file containing your student registration data
imported to PearsonAccessnext.
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.
4
Student Registration Import
– Important Notes
This presentation will cover importing student registration data to
PearsonAccessnext through a system file. The process of uploading Student
Registration Data is referred to as Student Registration Import in PearsonAccessnext.
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 student’s 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).
5
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
PearsonAccessnext
The word “Next” in PearsonAccessnext 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 PearsonAccessnext 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
6
Paper-Based Assessments will require set-up work in PearsonAccessnext, the
online portal to PARCC Assessments.
PearsonAccessnext: State
Responsibilities
Steps Your State Will Perform to Prepare for PARCC ComputerBased 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
Initial User Account File
Must be completed before SRI
Organization File
Import 9/1-10/17
7
Organization Participation File
Import: PBA 10/20-11/21;
EOY 10/20-1/23
PNP Import File
Student Registration File
Import: PBA now until 11/21; Import prior to caching
test content
EOY now until 1/23
PearsonAccessnext: LEA and
School Responsibilities
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 student’s Personal Needs Profile (PNP) information.
3. Create additional users accounts for district/school staff.
Organization File
Import 9/1-10/17
8
Organization
Student Registration
Participation File
File Import:
Import: PBA 10/20PBA now until 11/21;
11/21; EOY 10/20-1/23 EOY now until 1/23
PNP File
Import Prior to
Proctor Caching
* 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.
Student Registration Import
– State Policy
The following table outlines the state policies regarding the responsibilities associated with
the student registration import process for Spring testing.
State
State Policy
Arkansas
The 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.
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.
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.
District of Columbia
Illinois
Maryland
Massachusetts
Mississippi
New Jersey
New Mexico
Ohio
Rhode Island
9
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.
TBD
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.
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 PearsonAccessnext.
The PED will import student biodata into PearsonAccessnext 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 PearsonAccessnext.
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.
LEAs 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
Data for all students taking the PARCC Spring 2015 tests must be
loaded into PearsonAccessnext for each administration.
For Paper-Based Testing:
•
•
If a school misses the November 21st deadline for PBA or the January 23rd 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:
•
•
10
If a school misses the November 21st deadline for PBA or the January 23rd 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.
Student Registration Import
To begin creating your Student Registration File, go to
PearsonAccessNext.com and select your State from the “Select Your
Program” dropdown menu.
• Login using your PearsonAccessnext 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.
11
Student Registration Import
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.
12
Student Registration File
Layout
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.
13
Student Registration File
Layout
• In Column A, enter the student’s 2 character state abbreviation. For example,
enter “AR” for Arkansas.
14
Student Registration File
Layout
• In Column B, enter the student’s testing district. This is the district responsible
for administering the test.
15
Student Registration File
Layout
• In Column C, enter the student’s testing school. This is the school responsible
for administering the test.
16
Student Registration File
Layout
• In Column D, enter the student’s 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.
17
Student Registration File
Layout
• In Column E, enter the student’s 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.
18
Student Registration File
Layout
• 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.
19
Student Registration File
Layout
• 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.
20
Student Registration File
Layout
• In Column I, enter the student’s last name.
• In Column J, enter the student’s first name.
• In Column K, enter the student’s middle name, if you have this data. This is an
optional field.
21
Student Registration File
Layout
• In Column L, enter the student’s
Birthdate. This is a required field. The
birthday MUST be entered as YYYY-MMDD or the file will error and will not
process.
22
Student Registration File
Layout
• In Column M, enter the student’s Sex.
23
Student Registration File
Layout
• 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.
24
Student Registration File
Layout
• In Column O, enter the student’s Grade. This must be a two character field. For
example, enter “03” for Grade 3.
25
Student Registration File
Layout
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.
26
Student Registration File
Layout
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.
27
Student Registration File
Layout
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.
28
Student Registration File
Layout
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.
29
Student Registration File
Layout
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.
30
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
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.
31
Student Registration File
Layout
• 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.
32
Student Registration File
Layout
• 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.
33
Student Registration File
Layout
• In Column X, enter Y if the student is identified as a Gifted and Talented
student.
34
Student Registration File
Layout
• In Column Y, enter Y if the student is identified as a Migrant student.
35
Student Registration File
Layout
• In Column Z, enter the status of the student’s Eligibility Status for School Food
Service Programs.
36
Student Registration File
Layout
• 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 student’s Primary Disability Type. This field is ONLY
required if you selected Y in Column AA.
37
Student Registration File
Layout
• 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.
38
Student Registration File
Layout
• 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.
39
Student Registration File
Layout
• 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.
40
Student Registration File
Layout
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.
41
Student Registration File
Layout
• In Column AK, enter a unique identifier for the Test Administrator overseeing
the testing session. This is an optional field.
42
Student Registration File
Layout
• In Column AL, enter the student’s 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.
43
Student Registration File
Layout
• In Column AM, enter the student’s Staff Member Identifier. This is an optional
field.
44
Student Registration File
Layout
• In Column AN, enter the student’s 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.
45
Student Registration File
Layout
• 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.
46
Student Registration File
Layout
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.
• You may also contact your State for additional questions on accommodations.
47
Student Registration File
Layout
• 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.
48
Student Registration File
Layout
• 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.
49
Student Registration File
Layout
• In Column AU, enter SPA if the student requires Assessment Accommodation:
Translation of the Mathematics Assessment.
50
Student Registration File
Layout
• 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.
51
Student Registration File
Layout
• 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.
52
Student Registration File
Layout
• 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.
53
Helpful Hints
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.
2.
3.
4.
Verify all required fields are populated.
• The header row is required.
Verify all state required fields are populated.
Save file in CSV file format.
Log into PearsonAccessnext 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.
54
Import Your File
To import the file:
• Log into PearsonAccessnext.
• Select the administration from the Admin drop down menu on the top of the
screen.
55
Import Your File
Next, click on Import / Export Data under SETUP.
56
Import Your File
Click on Select Tasks and check Import / Export Data.
57
Import Your File
Click the Start button with the Import / Export Data option checked.
58
Import Your File
Choose Student Registration Import from the Type menu.
59
Import Your File
Use the “Browse…” button under Source File to select your CSV file and then click
the Process button to import the file.
60
Import Your File
The View File Details screen will appear next and detail the Status of your file.
61
Import Your File
There are multiple Status messages that can display:
62
Import Your File
Processing Issues:
63
Import Your File
The status will display Complete once the file has been processed.
64
Import Your File
Utilize the Errors section to resolve issues with the file.
65
Common Issues
Organization Participation Errors
Validate that columns A through E are correct.
Verify that your school is participating in PBA and EOY administrations in
PearsonAccessnext:
• 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.
66
Common Issues
67
Common Issues
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 PearsonAccessnext for Columns F, G, I, J, L,
and M. Correct PearsonAccessnext if necessary. Make necessary Student Registration File
corrections and import file.
Hint: Check columns B, C, F, and G for any missing leading zeroes.
68
Important Notes
We just covered importing student registration data to PearsonAccessnext through
a system file. Remember, the process of uploading Student Registration Data is
referred to as Student Registration Import in PearsonAccessnext.
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 student’s 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).
69
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:
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
PearsonAccessnext?
a. Yes
b. No
70
For the status of Complete With Issues, what option in
PearsonAccessnext 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
PearsonAccessnext? Check all that apply:
a. Last Name or Surname
b. First Name
c. Birthdate
d. Sex
e. Middle Name
Support
Contact PARCC Support for assistance with:

Navigating PearsonAccessnext

Accessing resources

Navigating the Training Center

Setting up proctor caching

Managing Student Registration Data

Submitting additional orders

Setting up test units

Inquiring about shipments

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
Contact your State or LEA Test Coordinator for assistance with:
72

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
Thank you
73
Commonly used PARCC
Acronyms
Acronym Name
CBT
Computer-Based Test
PBA
Performance-Based Assessment
CCR
College and Career Ready
PBT
Paper-Based Test
CCSS
Common Core State Standards
ELA/L
English Language Arts/Literacy
SRF
Student Registration File
EOY
End of Year
STC
School Test Coordinator
LEA
Local Education Agency
DTC
District Test Coordinator
LP
Large Print
Partnership for Assessment of
Readiness for College and
Careers
PARCC
74
Acronym Name
TA
Test Administrator
TAM
Test Administrator Manual
TCM
Test Coordinator Manual

similar documents