ACT WorkKeys NCRC RegiSTAR System User Guide

Transcription

1 ACT WorkKeys NCRC TM RegiSTAR System User Guide

2 How to Contact ACT For questions regarding ACT WorkKeys online testing and the RegiSTAR TM system: Address ACT WorkKeys Operations 301 ACT Drive PO Box 168 Iowa City, IA Hours of Operation Use the table below to determine when ACT staff are available. If you are calling on Monday Friday Saturday Then the hours are 7:00 a.m. 7:00 p.m. 8:00 a.m. 2:00 p.m. Note: All hours of operation are central time and subject to change at ACT s discretion. Phone Use the table below to determine how to contact ACT. If you are Then call Or fax Inside the United States or Canada International Note: Emergency support is available by following the recorded instructions. workkeys@act.org

3 ACT WorkKeys NCRC RegiSTAR TM System User Guide Table of Contents Document Purpose... 1 Terminology... 1 Report Types... 1 Report Details... 2 Process Overview... 2 Procedure 1: Logging into RegiSTAR System... 3 Procedure 2: RegiSTAR Management Menu... 3 Procedure 3: Automated Reports: The Results File... 5 Procedure 4: Automated Reports: The Log File... 7 Manual Data Reports...10 Procedure 5: Generating a Manual Data Report...12 Procedure 6: Retrieving a Manual Report...20 Graphical Reports...21 Procedure 7: Running a Graphical Report...22 Procedure 8: Create Certificate PDF...24 Procedure 9: Create Multiple Certificate PDFs...25 Procedure 10: Certificate Management...27

4 RegiSTAR TM System User Guide ACT WorkKeys NCRC, RegiSTAR TM System User Guide Document Purpose This document contains information for RegiSTAR administrators on using the RegiSTAR TM system. RegiSTAR is a web-based system used for the reporting and management of the ACT WorkKeys National Career Readiness Certificate (ACT WorkKeys NCRC ). To earn an ACT WorkKeys NCRC, an examinee must take three required tests and achieve minimum passing levels on each. These tests, known collectively as the ACT WorkKeys NCRC tests, are: ACT WorkKeys Applied Math ACT WorkKeys Graphic Literacy ACT WorkKeys Workplace Documents On a scheduled basis, RegiSTAR automatically sweeps your test site s (or sites ) ACT WorkKeys scores, registers the ACT WorkKeys NCRCs, and creates accounts for eligible examinees. Depending on your license, the RegiSTAR sweep may encompass one or more test sites. It may also automatically print and ship paper certificates. You will use RegiSTAR to pull and run reports on tests taken and certificates issued. This document focuses primarily on these reports. In addition, you will learn about a new functionality in RegiSTAR that allows you to print certain types of certificates. Note: RegiSTAR is also used for the reporting and management of the ACT National Career Readiness Certificate (ACT NCRC). ACT NCRCs are earned when an examinee achieves minimum passing levels on each of these tests: ACT WorkKeys Applied Mathematics, ACT WorkKeys Locating Information and ACT WorkKeys Reading for Information. Terminology These are just a few terms you need to know: Agency refers to your Site in RegiSTAR. Sweep is referred to in the context of recently released test score data. RegiSTAR sweeps are done by periods of time. A sweep occurs during scheduled times, and is programmed to look for the most recent test score data since the last sweep occurred. New ACT WorkKeys NCRCs are created from this data collection and stored in the RegiSTAR system. Report Types Automated Reports As part of the scheduled sweep, RegiSTAR automatically produces two data reports that show you who tested during the sweep period, and who earned ACT WorkKeys NCRCs. When these reports are ready, the designated RegiSTAR administrator receives an notification. These files are available for 90 days from the date of the notification. Manual Reports RegiSTAR also allows you to generate your own data or graphical reports based on date ranges and test sites. You can run these reports 36 to 48 hours after your account is swept. These reports may be generated for no more than 90 days at a time. Updated

5 Report Details The table below shows the reports you can access and generate in RegiSTAR. Report Report Type Description Results File Log File Automated report produced by scheduled RegiSTAR sweep Automated report produced by scheduled Lists examinees who have earned a certificate since the last sweep Lists examinees who have taken tests since the last sweep RegiSTAR sweep Certificate Data Manual report Lists examinees who have earned a certificate in the date range you specify Test Data Manual report Lists examinees who have taken tests in the date range you specify Certificates Issued By Time Total Certificates By Time Print Certificate PDFs Manual report Manual report Manual report Displays how many certificates were issued each time a RegiSTAR sweep ran Displays a running total of certificates issued in the date range you specify Allows you to print a single or group of ACT WorkKeys NCRCs File Format Commadelimited (.csv) Text (.txt) Commadelimited (.csv) Commadelimited (.csv) Portable document format (.pdf) Portable document format (.pdf) Portable document format (.pdf) Important! The reports available through RegiSTAR must be treated with the highest security. They contain personal information such as examinee names, test scores, user IDs, passwords, and addresses. Immediately destroy any reports that are no longer of use to you. Process Overview The following table shows the overall process for using the RegiSTAR system and its features. Stage Procedure 1 Logging into RegiSTAR system 2 RegiSTAR Management Menus 3 Automated Reports: The Results File 4 Automated Reports: The Log File 5 Generating a Manual Data Report 6 Retrieving a Manual Report 7 Running Graphical Reports 8 Create Certificate PDF 9 Create Multiple Certificate PDFs 10 Certificate Management 2

6 Procedure 1: Logging into RegiSTAR System Follow the steps below to log into RegiSTAR. 1. Go to The MyWorkKeys Login page appears. 2. Enter your RegiSTAR User ID and Password, then select the Login button. The Welcome page and Main Menu appear. You are now logged into RegiSTAR. Procedure 2: RegiSTAR Management Menu From the RegiSTAR Management menu, you can see the status of your sweeps and manage certificates. 1. From the Main Menu, select RegiSTAR Management. 3

7 2. On the RegiSTAR Management page, choose your RegiSTAR Site by selecting the radio button to the left of the site name (also referred to as Agency in RegiSTAR). Then choose the Select button. Note: Except in rare situations, only one RegiSTAR site will be displayed. Result: The RegiSTAR Management screen for that RegiSTAR site (agency) appears, and the Main Menu options change to the RegiSTAR Management navigation menu. RegiSTAR Management Menu RegiSTAR Home Job Status Create Certificate PDFs NEW! Certificate Management Main Menu Log out Description The RegiSTAR Home page for your site Allows you to see the status of your sweeps Allows you to create and Print PDFs of one or more certificates (only applies to ACT WorkKeys NCRCs Allows you to view and print certificates awarded to an examinee Returns you to the Main Menu on the system Welcome page Logs you out of RegiSTAR Important! The reports available through RegiSTAR must be treated with the highest security. They contain personal information such as examinee names, test scores, user IDs, passwords, and addresses. Immediately destroy any reports that are no longer of use to you. 4

8 Procedure 3: Automated Reports: The Results File The Results File is a comma-delimited (.csv) file that lists all examinees who earned ACT WorkKeys NCRCs since the previous RegiSTAR sweep. For each examinee, it includes information such as their: Name and address Certificate level and certificate ID Certificate type Examinee user ID and password Note: If your test site does manual uploads, contact ACT WorkKeys Customer Service at for instructions on how to generate your Results File. Results File A sample Results File is shown below. Columns A-L Columns M-AA The Results File is most often used for finding examinee account information. If an examinee has an address appearing in this file, RegiSTAR automatically s information to that examinee so he or she can activate his or her account. However, if an examinee didn t provide an address, you will need to contact the examinee to provide: His or her user ID and password, as shown in the file The url to log in to his or her account Basic instructions for accessing and sharing his or her certificate online The Results File is also useful for reporting periodic data. To retrieve the Results File, follow the steps below. 1. From the RegiSTAR Management page for your RegiSTAR site, select the Job Status navigation menu. 5

9 2. On the Job Status page, you are instructed to select one of two types from the drop down menu: a. Automated Runs logs from any certificate scanning sweeps the system has performed. b. Uploaded Candidate Files Runs logs from scans that are based on candidate files that you have uploaded to the system for processing. 3. Select Automated Runs, then select the Submit button. A Search page appears. 4. You may enter any search criteria (or none, if you want to search for all reports), then select the Search button. The results of your search will appear at the bottom of the page in descending order, with the most recent results on top. 6

10 5. Select the radio button to the left of the report you want to generate, then choose the Results File button. Selecting this will download a comma-delimited (.csv) Results File. 6. Immediately you are prompted whether you want to open or save the file. Choose either the Open or Save button. These data reports are only available on this site for 90 days, which may influence your choice. Note: If you choose the Save button, it will either go to your Downloads folder by default, or you have the option to save the file to another location and give it a meaningful name. Important! The reports available through RegiSTAR must be treated with the highest security. They contain personal information such as examinee names, test scores, user IDs, passwords, and addresses. Immediately destroy any reports that are no longer of use to you. 7. The downloaded file is a WinZip compressed file. If you are saving it, Unzip it, then save it as an Excel file (.xlsx) in the location you choose. Procedure 4: Automated Reports: The Log File The Log File is a text file that lists all examinees who have tested since the previous RegiSTAR sweep, regardless of their eligibility for certificates. It includes information similar to that found in the Results File each examinee s name and address, certificate level, and certificate ID (if eligible), etc. but it also summarizes information such as the number of: Accounts created or updated Certificates awarded at each level (platinum, gold, silver, or bronze) The Log File includes all WorkKeys examinees for that time period, not just those who took the three ACT WorkKeys NCRC tests. It includes those eligible as well as those ineligible for the certificates. Note: If your test site does manual uploads, contact ACT WorkKeys Customer Service at for instructions on how to generate your Log File. 7

11 Log File A sample Log File is shown below. Because the Log File contains every examinee in the sweep, you can use it to account for examinees who didn t appear in the Results File this allows you to locate examinees who didn t pass, verify which examinees didn t get certificates, view why a certificate wasn t issued, etc. To retrieve the Log File, follow the steps below. 1. From the RegiSTAR Management page for your RegiSTAR site, select the Job Status navigation menu. 8

12 2. On the Job Status page, you are instructed to select one of two types from the drop down menu: a. Automated Runs logs from any certificate scanning sweeps the system has performed. b. Uploaded Candidate Files Runs logs from scans that are based on candidate files that you have uploaded to the system for processing. 3. Select Automated Runs, then select the Submit button. A Search page appears. 4. You may enter any search criteria (or none if you want to search for all reports), then select the Search button. The results of your search will appear at the bottom of the page in descending order, with the most recent results on top. 9

13 5. Select the radio button to the left of the report you want to generate, then choose the Log File button. Selecting this will download a text (.txt) Log File. 6. Immediately you are prompted whether you want to open or save the file. Choose either the Open or Save button. These data reports are only available on this site for 90 days, which may influence your choice. Note: If you choose the Save button, it will either go to your Downloads folder by default, or you have the option to save the file to another location and give it a meaningful name. Important! The reports available through RegiSTAR must be treated with the highest security. They contain personal information such as examinee names, test scores, user IDs, passwords, and addresses. Immediately destroy any reports that are no longer of use to you. 7. The downloaded file is a WinZip compressed file. If you are saving it, Unzip it, then save it as a text (.txt) file in the location you choose. Manual Data Reports Introduction There are two manual data reports you can generate and then retrieve: The Export Certificate Data is a CSV file that lists all examinees who earned ACT WorkKeys NCRCs in the date range you specify, and at the testing sites you specify. It includes information for each examinee, such as key demographic data, certificate type, certificate levels, individual test scores, and testing locations. The Export Test Data is a CSV file that lists all examinees that tested in the date range you specify and at the testing sites you specify, whether or not they were eligible for certificates. The Test Data Report includes all ACT WorkKeys tests, not just those utilized for the ACT WorkKeys NCRC. Unlike the automated reports, both of these reports can be generated for any date range you specify in up to 90-day increments. 10

14 Components of the Certificate Data Report A sample Certificate Data Report is shown below. Since the report includes a large number of fields, only some of the columns are shown. Columns A-P Columns P-AF Uses for the Certificate Data Report The Certificate Data Report contains a variety of information that you might use to: Perform demographic analyses Perform reporting and sorts, such as scores by test, tests per site, etc. Note: Since you can run the Certificate Data Report for any date range, you might also use it for period reporting. Components of the Test Data Report A sample Test Data Report is shown below. Since the report includes a large number of fields, only some of the columns are shown. Columns A-M Columns BC-BJ Uses for the Test Data Report You can use the Test Data Report to account for examinees that didn t qualify for a certificate and therefore didn t appear in the Certificate Data Report. Like the Log File, it includes all ACT WorkKeys tests, not just those used for the ACT WorkKeys NCRC. 11

15 Procedure 5: Generating a Manual Data Report To generate a Certificate Data Report or Test Data Report, follow the steps below. 1. Log in to RegiSTAR (see page 3 for instructions). 2. In the Main Menu on the Welcome page, select System Reports. Result: The System Reports Home page appears. 3. In the lower right corner of the page, select Generate Report. 12

16 4. A Systems Reports page appears with a list of available report types. 5. Select the report you wish to run choose Export Certificate Data or Export Test Data. 6. Select your RegiSTAR site from the drop-down menu. 7. After selecting your site name, select Continue. 13

17 8. Select the type of report you wish to run. Simple Selection: Includes data of all examinees and tests taken at your RegiSTAR site. Advanced Selection: You can select ACT WorkKeys NCRC in English or Spanish, ACT NCRC, or All. If you selected Simple Selection, skip to step 15. If you selected Advanced Selection, continue to step Select the Certificate Type from the drop-down menu, then Continue. 10. Determine if you want to include Online Global sites in your report. If yes, continue with step 11. If no, skip to step If you wish to add Electronic Testing sites or Realms to the selection criteria for your data export, select Add on the resulting page. 14

18 12. A list of testing sites will appear at the bottom of the screen. 13. Enter a check mark beside each site to be included in your report, then select Add. Tip: Use the Select All button to check all of the sites. 15

19 14. The resulting screen displays the testing sites you ve selected for inclusion on the report. Review the list of sites for accuracy. Use the buttons above the list to add or remove any sites as needed. 15. Select Continue. Result: The Paper Testing Sites tab appears. On this tab, you can add paper testing sites to the report. 16. If you want to include paper testing sites in the report, continue to step 17. If you do not want to include paper testing sites, skip to step

20 17. Select Add. Result: A list of testing sites appears at the bottom of the screen. 17

21 18. Place a check mark beside each site that you want to report on, then select Add. Tip: Use the Select All button to check all of the sites. Result: The screen displays the testing sites you ve selected for inclusion on the report. 19. Review the list of sites for accuracy. Use the buttons above the list to add or remove any sites as needed. 20. Select Continue. 18

22 21. The Date Range tab will display. Select Choose to display a calendar. Select a start date and an end date, then select Continue. Note: If you are running a Simple Report, this screen will display only the Date Range tab. Result: The File Name tab will display. 22. Enter the File Name (without spaces) that you wish to use for your report, then select Continue. Result: The search screen appears, with the following message at the top: Advanced [Certificate or Test] Export will begin processing. will be sent when process is complete to address [your address]. This may take a few seconds or a few minutes to complete, depending on the report. 19

23 Procedure 6: Retrieving a Manual Report To retrieve a manual report once it has been generated, follow the steps below. 1. Log in to RegiSTAR (see page 3 for instructions). 2. In the Main Menu on the Welcome page, select System Reports. Result: The System Reports Home page appears. 20

24 3. For the report you want, does Processed appear in the Status Column? If yes, continue to step 4. If no, wait a few minutes and then select the Search button again. Repeat this step until Processed appears in the Status column. Proceed to step Select the radio button next to the name of the report you want to view, then select Download File. 5. Select either Open or Save. If you select Save, you will be able to save the file to another location. Result: The WinZip file will be available for opening. Remember! The data reports available through RegiSTAR contain personal information and must be treated with the highest security. Immediately destroy any reports that are no longer of use to you. Graphical Reports There are two graphical reports you can run: Certificates by Time displays how many certificates (and which levels) were issued each week that a RegiSTAR sweep ran. This report runs data based on a specific date range that you select. Total Certificates by Time displays a running total of certificates issued for a specific date range that you select. Components of the Certificates Issued By Time report A sample Certificates Issued By Time report (first page only) is shown below. 21

25 Components of the Total Certificates Issued By Time report A sample Total Certificates By Time report is shown below. Procedure 7: Running a Graphical Report To run one of the graphical reports, follow the steps below. 1. Log in to the RegiSTAR System (see page 3 for instructions). 2. Select System Reports from the RegiSTAR Management Main Menu. Result: The System Reports Home page appears. 22

26 3. In the lower right corner of the page, select Generate Report. Result: A System Reports page appears with a list of available report types. 4. Select the report you want to run choose Certificates By Time or Total Certificates By Time. 5. Select your RegiSTAR site from the drop-down menu, then Continue. Result: A Date Range screen will appear. 23

27 6. Select the Choose button to display a calendar. Specify a start date and an end date, then select Continue. Result: A File Download window appears. 7. Select Open or Save. If you choose Save, you will be able to save the file to another location. Procedure 8: Create Certificate PDF To Create a Certificate PDF, follow the steps below. 1. From the RegiSTAR Management page for your RegiSTAR site, select the Create Certificate PDFs navigation menu found on the left side of the page. 2. Enter the certificate number you wish to print and Submit. 24

28 Result: The certificate will display. Procedure 9: Create Multiple Certificate PDFs To Create Multiple Certificate PDFs within your RegiSTAR site, follow the steps below. 1. To create certificates for all examinees from multiple test sites within a specific date range, select the link, Create Multiple Certificate PDFs. 2. You will have a choice of two reports to run: a. Simple Selection b. Advanced Selection Select Simple Selection, then select Continue to move to the Date Range screen. 25

29 3. Select the Choose button to display a calendar. Select a start date and an end date, then select Submit. Result: Your certificates will display. 26

30 Procedure 10: Certificate Management Certificate management allows you to search the RegiSTAR system to find certificates for an individual examinee. 1. From the RegiSTAR Management page for your RegiSTAR site, select the Certificate Management navigation menu. 2. On the Search Criteria screen, specify the information you know about the examinee. Specify at least three characters in at least one search field. You may use a % symbol in the search fields as a wild card. 3. Select Search button. The results of your search will display. 27

31 4. Alternatively, you can search by Certificate ID to display all match criteria associated with the certificate. 5. Select the radio button to the left of the name of the examinee. Then choose the Print button to print the examinee s certificate. If you wish to print the certificate, use the Create Certificate PDFs function. If you choose the Print button to request that ACT print the certificate, you may incur printing and shipping fees. 28

32 6. A print confirmation screen will appear, listing the information on the certificate you selected to print. If this information is correct, select Print. If it is incorrect, select Back to specify a different certificate ID. Result: You will receive a message that the certificate has been printed by ACT, Inc. All rights reserved. 29 MA70006.OPS2336