Accommodations Upload Quick Guide Oklahoma School Testing Program & College and Career Readiness Assessments Spring 2018

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1 Accommodations Upload Quick Guide Oklahoma School Testing Program & College and Career Readiness Assessments Spring

2 Table of Contents Extracting the emetric Report in OK EdPlan... 3 Uploading to the OSTP Portal... 7 Resolving Records with Errors... 9 Key Information about Accommodations Upload

3 Extracting the emetric Report in OK EdPlan Log on to: (district name) Type your username (First name space last name), Type in your password Update Questions and Login 1. On the main menu of OK EdPlan, choose Reporting. From the dropdown select, Advanced Reporting. 2. Click on the word or the + symbol to expand and see subfolders. Choose: OK Reports: OK Reports Library: Assessment Reports: Emetric v 1.2. Double click on the red ball to open the file. The report will display in the internet browser. 3

4 3. Under the heading Input Controls select one site to generate the report. Uploading into Measured Progress will require one report per site. 4. Review the document for accuracy. All corrections need to be done in through finalized IEPs in OK EdPlan. Updates to Advanced Reporting will take 24 hours. Run the report again in Advanced Reporting to review for accuracy. Repeat this process as necessary. 5. Choose the symbol in the top menu bar to Export Document As: CSV Archive 4

5 6. Choose OK (Default options will remain unchanged). 7. The report will autogenerate as a zip file. Locate the file in the bottom left corner of your computer screen or choose save from a pop-up window. -or- choose save from a pop-up window. 5

6 8. Save the file with the District_Site_Date_eMetric in the title on your computer. Select Save Double click on the blue z file folder. A prompt will display all the files in the folder. Save the.csv file to your computer. Remember, the date the report was generated is the snapshot of finalized IEP accommodations in OK EdPlan. If changes of data will likely occur, wait to run the report until closer to the time of test administration for the most accurate accommodations required by online testing. Selecting to open the Excel document will display all online accommodations needed for emetric. A 0 represents the student does not have accommodations. A 1 represents the student would have an accommodation. Note: Column A will automatically appear with an unusual STN number. Place the mouse between column A and B, a plus with arrows will appear hold down the mouse to drag the column where the STN numbers appear in whole. Review the data for accuracy. 6

7 The report will appear in a format needed for upload into emetric. Do not add additional columns. Save the file as site name-emetric Report- Date. The report is ready for upload to emetric. Repeat this process for each site within the district of students needing online emetric accommodations. Uploading to the OSTP Portal After you have downloaded reports for each site you are ready to upload those CSV files to the OSTP Portal. Log into the OSTP Portal Click on Administration. Navigate to the students tab by clicking on Students tab at the top of the page. Select the school from the drop down menu you are uploading accommodations for and then click Upload Accommodations. 7

8 Click Choose File and select the file saved on your computer and then click Upload. After uploading the accommodations file, a green confirmation message will pop-up with the date and time of the file upload. A summary of the file upload will also be provided. The summary will display the number of records that were successfully processed and the number of records that were not processed due to errors in the upload file. Any records that were not successfully uploaded will be assigned an error message in the Type of Error section of the Error file. The records containing errors may be downloaded as a CSV file by 8

9 clicking Download records with errors and re-uploaded back into the portal once corrected. You will repeat this process for all schools you are uploading accommodations for. Resolving Records with Errors The following is a sample error file. The error file will contain two columns: State Student ID and Type of Error. State Student ID Number is the State Student ID Number associated with the records that are in error. Type of Error is the error associated with the record. In this example, five records were not processed in the file upload. The table below will provide you the next steps to resolve any errors in your accommodations upload file. Once you have resolved the records with errors in your file, you will save the file as a CSV and reupload into the OSTP Portal. 9

10 Key Information about Accommodations Upload Accommodation upload files must be in CSV format. The file upload record limit is 1000 records per file. The column headers in the uploaded file must match the Accommodations upload template. Outside of the operational testing window accommodations upload is available 24 hours a day. Accommodations upload is available from 7:00PM to 7:00AM daily during the operational testing window. Valid values in the accommodations fields in the accommodations upload file are blank, 0, and 1. o Blank = no action o 0 = remove accommodation o 1 = add accommodation 10