STUDENTS/STAFF MANAGEMENT -SUMMATIVE

Transcription

1 SUMMATIVE AND STATE-LEVEL TESTING STUDENTS/STAFF MANAGEMENT -SUMMATIVE This Students/Staff Management Guide is written fr leaders at schls r the district wh: Prepare and uplad a rster f students and staff Add and edit staff users individually Add and edit students individually All tasks require yu t have the Data Administratr rle in the Cmprehensive Assessment Platfrm (CAP). Cntents: Staff Access n page 2 Rles and Respnsibilities fr CAP n page 3 Rster fr Students and Staff n page 8 Manage Students n page NWEA Measures f Academic Prgress and MAP are registered trademarks; and MAP Grwth, MAP Skills, and MAP Reading Fluency are trademarks f NWEA in the United States and ther cuntries.the names f ther cmpanies and their prducts mentined are the trademarks f their respective wners.

2 Staff Access In general, yur district is slely respnsible fr keeping student data secure and cmplying with the Family Educatinal Rights and Privacy Act (FERPA). Cmprehensive Assessment Platfrm (CAP) site: Tasks fr Staff Access A. Decide which rles yu need t fill See Rles and Respnsibilities fr CAP n page 3 B. Add the user with either methd: a. Individually See Creating a User Prfile n page 5 r b. As a grup in the rster template See Rster fr Students and Staff n page 8 Best Practices Fr user names, use district addresses, because f these advantages: Staff will remember it instead f writing it dwn It's unique (a system requirement) Yu can als cpy it int the user prfile Address setting (recmmended fr autmatic system ntificatins) Fr passwrds, set security plicies that incrprate these recmmendatins: N written passwrds Tell everyne t memrize their passwrd. Nte: Typically, as part f the rster prcess, the system autmatically s a temprary passwrd, and then staff will set a permanent passwrd when first lgging int the system. N saved passwrds Disable the brwser feature that saves and aut-cmpletes passwrds. Either frce this change in the brwser settings r ask staff t disable it. 2 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA

3 Rles and Respnsibilities fr CAP Every persn wh uses the Cmprehensive Assessment Platfrm (CAP) must have ne r mre rles assigned t cntrl what that persn can d and see. Yu can fill the rles with any cmbinatin f peple yu need. One persn can hld multiple rles, and multiple peple can hld the same rle t serve as a back-up. With the fllwing rles, yu can perfrm the listed capabilities. Rles fr Platfrm Setup 3 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA

4 Rles fr Testing Students 1: Als available t Data Administratr rle (bth state and district level) 2: Als available t Data Administratr (bth state and district level), System Administratr, and Administratr rles 3: Ability fr District Prctr t add r edit students depends n a district setting 4 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA

5 Creating a User Prfile User prfiles require at least ne rle. The rle cntrls the permissins fr the user. Required rle: District Assessment Crdinatr r Data Administratr r System Administratr 1. In the left navigatin pane, select Manage Users. 2. Search t make sure the prfile desn't already exist. Tip: Select Include Inactive Users t make yur search as brad as pssible. 3. Click Create User (near the tp) if the search des nt return an existing prfile fr the user. 4. Enter the requested infrmatin under All Rles. 5. In the User Rle sectin, under Available Rles, select a rle that yu want t assign this user, then click Add. a. Repeat fr all the rles yu want t assign this user. b. T remve a rle, select it in the Rles t Assign list, and then click Remve. 6. Click Submit. Imprtant! With any change, be sure t click Submit as needed pssibly n multiple pages t cmplete the actin. The prcess is cmplete and the change is saved nly when yu see a message such as, "User prfile has been updated successfully." If yu specified an address fr this user, the system autmatically sends a user name and temprary passwrd t that address. If yu did nt specify an address fr this user, the screen displays the user name and temprary passwrd. Imprtant! Make sure t write dwn the user name and temprary passwrd befre yu leave the cnfirmatin page. Yu will need it t ntify the user directly. Inactivating r Activating a User Prfile Inactivating a user prfile prevents that persn frm lgging in t the assessment platfrm (teach.mapnwea.rg). Fr example, d this if an individual takes a leave f absence. When the user returns, yu can re-activate the prfile. Yu cannt inactivate yur wn user prfile, and yu cannt inactivate a user prfile with a higher pririty than yur wn. The rder f pririty appears in the fllwing list f rles, frm left t right. Fr example, the District Assessment Crdinatr cannt inactivate a user prfile with the System Administratr rle. Required rle: System Administratr r District Assessment Crdinatr r Data Administratr 5 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA

6 T inactivate a user prfile: 1. In the left navigatin pane, select Manage Users. 2. Search fr the user prfile. 3. In the Search Results sectin, select the prfile yu want t inactivate. 4. Click Inactivate. 5. Click OK. T activate a user prfile: 1. In the left navigatin pane, select Manage Users. 2. In the upper right crner f the page, select Include Inactive Users. 3. Search fr the user prfile. 4. Frm the search results, select the prfile yu want t activate. 5. Click Activate. 6. Click OK. Deleting a User Prfile Deleting a user prfile cmpletely remves the user. T temprarily inactivate a user prfile s that access is blcked but can easily be restred, see Inactivating r Activating a User Prfile n page 5. Imprtant! Yu can delete a user prfile nly if n classes are assciated with it. Because yu can delete a class nly if n students are assciated with it, yu must first edit the students see Edit Student Accunt Prfile n page 14. Yu cannt delete yur wn user prfile, and yu cannt delete a user prfile with a higher pririty than yur wn. The rder f pririty appears in the fllwing list f rles, frm left t right. Fr example, the District Assessment Crdinatr cannt inactivate a user prfile with the System Administratr rle. Required rle: System Administratr r District Assessment Crdinatr r Data Administratr 1. In the left navigatin pane, click Manage Users. 2. Type yur search criteria. 3. Select the user prfile yu want t remve, and then click Delete. 4. Click OK in the cnfirmatin bx that appears. 6 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA

7 Resetting a User Passwrd In mst cases, users shuld reset their wn passwrd by clicking "Frgt Username r Passwrd?" under the main lg-in prmpt. Hwever, if needed, yu can generate a temprary passwrd by updating the user's prfile. Nte: Yur rle may prhibit yu frm resetting the passwrd f users with a rle higher than yur wn (hierarchy depicted in the list f rles belw). Required rle: System Administratr r District Assessment Crdinatr r Data Administratr 1. In the left navigatin pane, click Manage Users. 2. Enter yur search criteria. 3. Select the crrect prfile and click View/Update. 4. In the All Rles sectin, click Request Passwrd Reset. Imprtant! The new passwrd des nt take effect until yu submit all changes t the user prfile. If the user prfile: includes an address passwrd sent via has n address passwrd displays n the screen after yu submit all changes, and yu must send it yurself 5. At the bttm, click Submit when the page refreshes. The User Prfile Summary page appears. If yu are resetting the passwrd fr an Instructr, yu must click Submit a secnd time n the summary page. A message states that the prfile has been updated successfully. The page displays the new passwrd r a cnfirmatin that the passwrd was sent by If the passwrd displays n the screen after yu submit the prfile, cmmunicate the temprary passwrd t the user. When lgging in with the temprary passwrd, the user is immediately prmpted t create a new passwrd. 7 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA

8 Rster fr Students and Staff Here are the main steps invlved with the rster f students fr summative testing: State departments wrk with NWEA t cmplete and imprt the rster f students. Districts r schls check the state-prvided rster. Districts r schls cmplete a standard rster t add ther required data. In additin, yu might use the rster imprt t assign the rles needed fr summative testing. See Optinal: Assigning Rles Thrugh Rster n page 9. Checking State-Prvided Rster T check the student recrds that yur state prvided, use the Students by District reprt. Required rle: Data Administratr 1. Lg int CAP (teach.mapnwea.rg). 2. Frm the left menu, chse View Reprts > Operatinal Reprts and select Students by District. 3. Frm the Reprts Queue, dwnlad the Students by District file and pen it in Excel: Tip: Srt by the clumns indicating the student's schl. 4. Frm yur student infrmatin system, generate a reprt with similar infrmatin, and then cmpare. 5. If yu find discrepancies, ntify yur state cntact. 8 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA

9 Cmpleting a Standard Rster Required rle: Data Administratr The rster prvided by the state des nt include class infrmatin and ther required student data. Als, it des nt include students wh are testing nly with MAP. S, yu must fllw the standard rster preparatin and imprt required fr MAP testing. A. Prepare the rster template Pay attentin t the Student State ID clumn, because it is the link between yur data and the rster prvided by the state. If needed, refer t the Student by District reprt frm the prir task. Fr a guided vide, see the help tpic: MAP Setup > Students/Staff Rster > Prepare Yur Rster B. Imprt the rster Specify the spring term and keep the default Add/Update selectin, nt Overwrite. Fr a guided vide, see the help tpic: MAP Setup > Students/Staff Rster > Imprt Yur Rster Optinal: Assigning Rles Thrugh Rster If yur schl has been using MAP, the rles yu assigned t staff will als apply t summative testing. Hwever, fr summative testing, the rles are split differently: Rles t Setup Test Sessins Rles t Run Testing Access District Assessment Crdinatr District Prctr All Schls Schl Assessment Crdinatr Schl Prctr Assigned Schls Fr these rles and thers, yu can use the rster template t make assignments in bulk. Lg int CAP (teach.mapnwea.rg), and dwnlad the latest Rster File Template frm the hmepage. Cmplete the Additinal Users tab, and imprt using the Additinal Users rster type ptin. See als: Rles and Respnsibilities fr CAP n page 3. 9 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA

10 Imprt Errr Slutins During the rster imprt, yu culd receive errrs at varius stages. Depending n which stage prduces the errr, use ne the fllwing checklists. Preview Errrs Did yu receive an errr during initial preview? Make sure yu saved the rster file t.csv (cmma delimited) frmat. Make sure yu have used the latest rster template including the tp heading rw. Obtain the template frm the hme page n teach.mapnwea.rg. If still an issue: Try cpying all rws f yur rster file int a blank spreadsheet file, because yur riginal file culd be crrupted. File Frmat Errrs Did yu receive an errr during file validatin? When yu encunter these errrs, click View File Frmat Errrs fr details. Examine the errr list and check the fllwing: Required clumns are cmpletely filled. User names avid invalid characters. Example: mary+jnes (+ is invalid) Invalid characters are listed n the first tab f the template. The date frmat is crrect: Example: (dashes shuld be slashes 1/1/2000) Imprt errrs yu might see: "Date f Birth must be a valid date" 10 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA

11 All clumns and the tp heading exactly match the latest rster template. Example: Imprt errrs yu might see: It varies, but invlves several incrrect values (like "Value is t lng"), because yur data des nt fllw the expected clumn rder. Infrmatin is nt repeated by accident. Example: Imprt errrs yu might see: "User Name cannt be the same fr mre than ne Instructr ID" "Last Name must be the same fr this ID" Tip Use a filter t find prblems: 11 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA

12 Recncile Errrs Did yur file validate with errrs? Grup errrs: Example: Ethnic grup name is "Caucasian" in the rster file, but "White" in the CAP custm name preferences Slutin: Either crrect the incming recrds, r request a change in the CAP preferences by cntacting yur System Administratr r Assessment Crdinatr. Individual errrs: Example: Student name is "Fredrick Smith" in the rster file, but "Fred Smith" in the existing CAP recrds Slutin: Yur gal is t avid duplicate recrds in the database. The ptins vary, but the basic chice is either t verwrite the existing, matching recrd r t create a new recrd. Tip: Befre yu recncile an errr, yu may want t first exprt a list f all errrs, s that yu can make crrectins in yur student infrmatin system r ther data surce. T exprt errrs, click Return t Errr Summary, and then click Exprt Errrs. 12 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA

13 Manage Students In additin t the rster imprt, yu can als add and edit student prfiles individually using Manage Students. With Manage Students, yu can: Add a student individually see Creating a Student Prfile n page 13 Edit students ne at a time r in bulk see Edit Student Accunt Prfile n page 14. Creating a Student Prfile Ordinarily, yu wuld imprt a rster f student recrds each term. Hwever, if a student is new r missing frm the rster, yu can create the student recrd directly. Nte: After adding the student, yu must wait fr vernight prcessing befre the student is available fr testing. Required rle: Data Administratr r District Prctr 1. In the left navigatin pane, select Manage Students. 2. Search t make sure the prfile desn't already exist. Tip: T braden yur search, try using an asterisk (*) as a wildcard in the student names. T narrw yur search, try specifying the Term when the student was added int system recrds. 3. Click Create Student (near the tp), if the search des nt return an existing prfile. 4. Click Add Term t specify infrmatin that changes frm term t term: a. Ethnic Demgraphics Required fr state-level reprting f summative testing. b. Expanded Student Data Required fr state-level reprting f summative testing. c. State Reprting Accuntability and Attendance Start typing a schl name and then chse frm the drp-dwn list. d. Add Schl Yu must search fr the schl name. Use any part f the name (such as "ele" fr Elementary). Yu can add multiple schls, but make sure t select ne and chse Designate as Schl f Recrd. e. Add Classes Start by typing the last name f the Instructr (teacher), and then select classes. If the Instructr des nt appear, yu might have chsen a term that des nt yet have the teachers laded. If needed, change r add the instructr prfile. 5. Click Add Term when the infrmatin is cmplete. 6. Click Cntinue in the review page. 7. Click Submit t finish. 13 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA

14 Imprtant! If yu d nt see the cnfirmatin message, the prfile is nt created. Be sure t click Submit, r yu risk lsing all f the student infrmatin yu specified. Edit Student Accunt Prfile Crrecting an Individual Student Required rle: Data Administratr r District Prctr r Schl Assessment Crdinatr 1. In the left navigatin pane, select Manage Students. 2. Enter criteria t search fr the student and click Search. Tip: T braden yur search, try using an asterisk (*) as a wildcard in the student names. T narrw yur search, try specifying the Term when the student was added. 3. Select the student t update and click View/Update. 4. Select the term and click View/Update Term. 5. Cmplete any gaps in the prfile, particularly the attributes marked R (Required fr reprting) s that the student appears n reprts. 6. Click Update Term. 7. Click Cntinue. 8. Click Submit. Yu are finished when yu see: "Student prfile has been updated successfully." Handling Students with Multiple Schls What if a student attends multiple schls r has recently changed schls? T reflect thse schls n reprts, find the student under Manage Students, and click View/Update Term. If staff at bth schls need access t the student's test results: Select which schl will include the student's results n summary reprts, and click Designate as Schl f Recrd. 14 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA

15 Updating in Bulk T crrect numerus students, yu can either: Re-imprt the student rster Cnsult a leader with the Data Administratr rle. r Use the Bulk Update feature in Manage Students See the fllwing steps. Required rle: Data Administratr r District Prctr r Schl Assessment Crdinatr 1. In the left navigatin pane, select Manage Students. 2. Select a Term. 3. As needed, refine yur search by using the ther menu chices that appear, such as Prgrams r Grades. Yu can als specify the Data Range when the student prfile was created. 4. Click Search. The search results list student prfiles that match yur search criteria. 5. When yu are satisfied with the search results, select the students whse prfiles yu want t update. 6. Click Bulk Update. The Bulk Edit Student Prfiles page appears, displaying the term and student prfiles yu selected. 7. T apply a change, use the buttns that appear: Imprtant! Befre taking any actin, make sure the list cntains the crrect students fr the change yu want t make. 15 OF 15 STUDENTS/STAFF MANAGEMENT -SUMMATIVE MARCH 15, 2018 NWEA