User Manual March 2018

Transcription

1 User Manual March 2018

2 1.1 Chapter 1: Welcome to Educator Portal The Kansas Interactive Testing Engine (KITE ) system is used to deliver standardized tests. The two facets of the KITE system encountered most often are Educator Portal, which is used to assign students to test sessions, and the KITE Client software, which students use to take tests. This manual contains procedures for using Educator Portal. For more information about the KITE system, refer to the other manuals. Educator s Guide to KITE Client Software An overview of KITE Client software, including how to navigate through a test and descriptions of tools available during testing. KITE Client Software Installation Guides Each guide provides instructions on installing KITE Client software on a particular type of machine or operating system. Local Caching Server (LCS) Installation Guides Each guide provides instructions on installing an LCS in a particular operating system. Chapter Contents Chapter 1: Welcome to Educator Portal Structure of Educator Portal User Manual A Note about Graphics Version Information Disclaimer Using Educator Portal Required Software Getting Help Logging in to Educator Portal Resetting a Forgotten Password Changing an Expired Password Educator Portal Home Page Login Name Login Role, Organization, and Assessment Program Menus My Profile Quick Links Editing Your User Account Changing Your Displayed Name Changing Your Default Role Changing Your Password Reading and Responding to the Security Agreement Reviewing the Renewal and Expiration Dates Changes to the Chapter

3 1.2 Structure of Educator Portal User Manual Educator Portal User Manual is composed of several chapters and multiple appendices. The manual includes the following chapters: Chapter 1, Welcome to Educator Portal, provides an overview of Educator Portal, including information about how to log in and how to manage personal information. Chapter 2, Organizations, explains how to set up organizations within the system. Check your organization s supplementary documentation for details on who manages and updates your organization. Chapter 3, Users, explains how to add and update user information. The chapter also explains the access various roles have in Educator Portal. Chapter 4, Students, explains procedures related to students, including enrollment, TEC files, and entering and editing a student s access profile (PNP). Chapter 5, Rosters, explains procedures related to rosters. Chapter 6, Testing, explains procedures related to preparing for tests, printing student login information, printing special forms, monitoring test sessions, reactivating test sessions, scoring tests using a rubric, and projected testing procedures. Chapter 7, Reports, explains the major reports available in Educator Portal. Chapter 8, Messages, lists the messages that may be received when uploading data into Educator Portal. The appendices cover a range of organization-specific information. Each chapter includes a table of contents for that chapter. The following table lists some of the commonly requested procedures and specifies the chapter that contains information about that procedure. Hint: The chapters contain procedures in addition to the ones listed here. Note: For page numbers, see the individual chapters. Procedure Chapter Access Profile Creating or Editing a Student s Access Profile (or PNP) 4 Daily Access Codes printing 6 Enrollment CSV Loading an Enrollment File 4 Invitation Resending an Invitation to a User 3 Logging In 1 Passwords Resetting and Changing 1 PNP Creating or Editing a Student s Access Profile (or PNP) 4 Projected Testing CSV Uploading 6 Projected Testing Editing 6

4 1.3 Procedure Chapter Projected Testing Manually Entering 6 Reports Enrollment, Rosters, Users, PNP Settings 7 Roles Adding or Changing Roles for a User 3 Roles Changing Your Default Role 1 Roles List of Roles in Educator Portal 3 Roster Editing a Roster 5 Roster Manually Creating 5 Roster CSV Loading a Roster File 5 Rubrics Scoring a Test 6 Special Circumstances, Entering 6 Student Login Information (Daily Access Codes or Test Tickets) 6 Students Adding Manually 4 TEC CSV Loading a Test, Exit, and Clear (TEC) File 4 Test Forms Special Versions of Test Forms 6 Test Sessions Creating, Editing, and Deleting 6 Test Sessions Monitoring and Ending 6 Test Tickets Printing 6 User CSV Adding Multiple Users with a CSV File 3 User Information, Editing 3 A Note about Graphics Every effort was made to assure the graphics in this manual match what the users will see when using Educator Portal. In some cases, however, graphics vary depending on role or have been edited to allow you to view more information or to obscure personal details. Version Information This manual provides documentation for KITE system releases through March Note: Major updates to this manual occur at least annually, before summative testing windows open.

5 1.4 Disclaimer The Kansas Interactive Testing Engine, KITE, the KITE logo, Dynamic Learning Maps, DLM, the DLM logo, cpass, and the cpass logo are trademarks of The University of Kansas. All other trademarks referenced in this guide belong to their respective owners. Using Educator Portal Educator Portal is a web-based application, so you will need to be connected to the Internet to access the system. Required Software To effectively use Educator Portal, your machine should have the following software. Supported browser (see your organization s website for the most updated list). PDF viewer software that allows you to open and print PDF files. Spreadsheet program to create comma-separated values (CSV) files if you need to upload information. Getting Help Common tasks are described in this manual, but if you need additional help, call or the Service Desk. Hint: Check your organization s website for a toll-free number for the Service Desk. Phone: kite-support@ku.edu

6 1.5 Logging in to Educator Portal To log in to Educator Portal, perform the following steps. 1. Open a supported web browser. 2. Navigate to 3. In the USERNAME field, type your username (usually your address). 4. In the PASSWORD field, type your password. Note: Passwords are case sensitive. 5. Click Sign In.

7 1.6 Resetting a Forgotten Password If you have forgotten your password for Educator Portal, you can reset the password. A new password must meet the following guidelines: Eight to thirty-two (8-32) characters in length At least one special character At least one uppercase letter At least one lowercase letter At least one number Note: Passwords cannot be reused within one year (365 days). To reset a password, perform the following steps. 1. On the Educator Portal Sign In Screen, click Forgot Password?

8 In the USERNAME field, type your user name. 3. Click Submit. Hint: A message displays verifying that your reset request was received. Note: Within an hour, you will receive an from KITE-Support@ku.edu with instructions for resetting your password. Hint: Check your Junk or Spam folders if you do not see this .

9 1.8 Changing an Expired Password Note: Approximately one month before your password expires, you will receive an warning you of the upcoming event. Your password for Educator Portal will expire every 180 days; a little more frequently than twice per year. A new password must meet the following guidelines: Eight to thirty-two (8-32) characters in length At least one special character At least one uppercase letter At least one lowercase letter At least one number Note: Passwords cannot be reused within one year (365 days). To change your expired password, perform the following steps. 1. On the Expired Password screen, in the USER NAME field, verify your user name. 2. In the PASSWORD field, type a new password. 3. In the CONFIRM PASSWORD field, type the new password again. 4. Click Submit. 5. On the Reset Password screen, click Return to KITE Login Page. 6. Use your user name and new password to log in to Educator Portal.

10 1.9 Educator Portal Home Page On the home page of Educator Portal, the options you are able to view depend on the assessment program and the role you have in your organization. For example, teachers usually have a different level of access than district test coordinators. The specific roles available to you have been determined by your organization.

11 1.10 Login Name Your login name displays on the upper right side of the screen after the phrase Logged in as.

12 1.11 Login Role, Organization, and Assessment Program Your role, organization, and assessment program appear in three drop-down menus under your name. Role If you have more than one role in the system (e.g., a building test coordinator might also be a teacher), you can switch between those roles using the Role drop-down menu. Note: If you have more than one role in Educator Portal, the procedures available to you will change depending on the selected role. If you do not see a menu or tab you usually see, check your role.

13 1.12 Organization If you have the same role in more than one organization in the system (e.g., you might be a teacher in multiple schools), you can switch between those organizations using the Organization drop-down menu. Assessment Program If you have more than one assessment program for the selected role and organization, you can switch between those assessment programs using the Assessment Program drop-down menu. Note: If you have more than one assessment program in Educator Portal, the procedures available to you will change depending on the selected assessment program. If you do not see a menu or tab you usually see, check your assessment program.

14 1.13 Menus The menus that display on the home page depend on the level of access you have to Educator Portal (i.e., your role). Some of the menus include: Home An icon of a house that returns you to the home page of Educator Portal. Settings Used by administrators to add students, upload rosters, assign and change roles (i.e., levels of access), etc. The available options depend on your organization and level of access. Manage Tests Allows you to create and edit test sessions, monitor tests, and print test tickets. Reports Contains most of the reports available in Educator Portal, including enrollment, rosters, test administration, and test tickets. Help Contains answers to frequently asked questions about Educator Portal. Note: If you do not see a menu that you believe you should see, contact your local technical contact(s).

15 1.14 My Profile The My Profile section of the home screen contains a button used to reach the My Profile window where you can quickly update your displayed name and your password. Hint: To access your profile, click the icon of the two people.

16 1.15 Quick Links The Quick Links section of the home page allows you to quickly access several areas of the system, including the following. Student see Chapter 4: Students. Rosters see Chapter 5: Rosters. Monitor Session see Chapter 6: Testing. Extracts see Chapter 7: Reports

17 1.16 Editing Your User Account You can change some of the information connected with your user account such as your displayed name, password, and default role. The procedures that follow explain the process for: Changing your displayed name, Changing your default role, Changing your password, Resetting a forgotten password, Changing an expired password, Reading and responding to the security agreement, and, Reviewing the renewal and expiration dates of the security agreement.

18 1.17 Changing Your Displayed Name The name that displays when you are logged in to Educator Portal is your display name and is based on the name provided when your account was created. If you wish, you can change this information. To display a different name on the Educator Portal screens, perform the following steps. 1. On the Educator Portal home page, click the icon under MY PROFILE. 2. On the My Profile window, click Edit Display Name. 3. In the DISPLAY NAME field, type your name as you want it to be displayed. 4. Click Save. 5. To close the window, click the X button.

19 1.18 Changing Your Default Role Many people will only have one level of access (or role) in Educator Portal; however, if you have more than one role, you can determine which role automatically displays each time you log in to Educator Portal. To change your default role, perform the following steps. 1. On the Educator Portal home page, click the icon under MY PROFILE. 2. On the My Profile window, click Change Default Role. 3. Use the drop-down menus to change the role you want to display each time you log in to Educator Portal. 4. Click Save. 5. To close the window, click the X button.

20 1.19 Changing Your Password Your password for Educator Portal will expire every 180 days. A new password must meet the following guidelines: Eight to thirty-two (8-32) characters in length At least one special character At least one uppercase letter At least one lowercase letter At least one number Note: Passwords cannot be reused within one year (365 days). To change your password, perform the following steps. 1. On the Educator Portal home page, click the icon under MY PROFILE. 2. On the My Profile window, click Change Password.

21 In the CURRENT PASSWORD field, type your current password. 4. In the NEW PASSWORD field, type your new password. 5. In the CONFIRM PASSWORD field, type your new password again. 6. Click Save. 7. To close the window, click the X.

22 1.21 Reading and Responding to the Security Agreement The Security Agreement is contained in Educator Portal. This section explains how to access the agreement and view expiration dates. Note: The first time you log in to Educator Portal, you will have to read and sign the security agreement. You can also access the agreement at a later time. To read and respond to the security agreement, perform the following steps. 1. Log in to Educator Portal. Note: If this is your first time logging in to Educator Portal, the security agreement will display. 2. On the Educator Portal home page, click the icon under MY PROFILE. 3. On the My Profile window, click Security Agreement. 4. Read the security agreement. 5. At the bottom of the page, select the appropriate radio button (to agree or disagree). Note: To continue using Educator Portal, you must agree to follow the standards.

23 Type your name in the Name field. 7. Click Save. A message appears indicating that the security agreement was saved successfully. 8. To close the window, click the X button.

24 1.23 Reviewing the Renewal and Expiration Dates The security agreement is in effect until the beginning of the next school year. To review the renewal/expiration information, perform the following steps. 1. Log in to Educator Portal. 2. On the Educator Portal home page, click the icon under MY PROFILE. 3. On the My Profile window, click Renewal/Expiration. 4. Review the information. 5. To close the window, click the X button.

25 1.24 Changes to the Chapter The following table lists the changes made to this chapter since the last major release of the documentation. Note: The Page column indicates the page number of the current manual where the change appears. Change Logged Page Description of Change 03/02/ Updated registration marks. 03/02/ Updated graphics 03/02/ Corrected numbering.

26 2.1 Chapter 2: Organizations In Educator Portal, an organization is a multi-level grouping of Educator Portal users and students. Each level of the organization is associated with either a logical or physical structure. For example, many organizations have, at their top level, a state defined by a geographic location. The top level of an organization is divided into logical groups and those groups may be further divided. A common organizational structure is state, districts, and schools. For organizations that contain multiple states, the top level of the structure is usually consortium. In some cases, an organization may also be divided into regions, areas, and buildings. In most cases, your organization will have already been entered in to Educator Portal. Depending upon your organization and role in the system, you may be able to view organizations. Chapter Contents Chapter 2: Organizations Viewing an Organization Changes to the Chapter

27 2.2 Viewing an Organization To view an organization, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Organization tab. 4. In the Select Action drop-down menu, click View Organization. 5. Select the organization information. 6. Click Search. 7. Click once on the organization you wish to view.

28 Click the View selected row button. Hint: The View selected row button looks like a piece of paper. 9. On the View Organization window, review the information. Note: You cannot make changes to the organization information. 10. Click X to close the window.

29 2.4 Changes to the Chapter The following table lists the changes made to this chapter since the last major release of the documentation. Note: The Page column indicates the page number of the current manual where the change appears. Change Logged Page Description of Change 03/02/ Updated View Organization graphic.

30 3.1 Chapter 3: Users A user is a person who has a login ID (user name and password) for the Educator Portal system. The vast majority of Educator Portal users are educators and other professionals involved in the educational system of the organization. Hint: Students taking tests (aka assessments) have a login ID (user name and password) for the KITE Client software. Procedures related to students are in Chapter 4. Procedures related to testing are in Chapter 6. Note: More information about the KITE Client software is available in the Educator s Guide to KITE Client Software (a separate manual). As with any computer-based system, users should exercise care with their login and password. A login is meant for individual use. Depending upon your situation, consider logging out or locking your computer when you will not be accessing it for a time period. Note: Chapter 1 explains the requirements for Educator Portal passwords in the procedure: Changing Your Password. Chapter Contents Chapter 3: Users Understanding User Roles Individual Updates and CSV Uploads Role Permissions Viewing a User Uploading Multiple Users Using a CSV File User CSV File Format Uploading a User File Reviewing User File Upload Creating a User Manually Claiming an Existing User Managing User Information Editing a User s Role(s) or Organization(s) Adding a Role or Organization to a User Removing a Role or Organization from a User Resending an Invitation Deactivating a User Activating a User Changes to the Chapter

31 3.2 Understanding User Roles Educator Portal Roles define the level of access a user has to data and certain functions in the system. A user s role and organization determine the information a user can access and the tasks a user can perform. Most of the roles in Educator Portal have either building-level (usually one school) or districtlevel access. In general, building-level access allows the user to view students in an individual building (or school) while district-level access allows the user to view students in an entire school district. Note: To protect access to student data, users with the role of Teacher can only see the students who have been assigned to them by a roster. Refer to your organization s publications for any customized roles in use. Individual Updates and CSV Uploads Information can be created or edited in Educator Portal either by making individual changes on screens or by uploading a batch of information using a CSV template. The five main upload templates are: User_Upload_Template.csv the user upload creates or updates users in Educator Portal. The user upload also assigns 1-2 roles to a user (one is required). Enrollment_Upload_Template.csv the enrollment upload creates and updates students in Educator Portal. With this upload, students are associated with particular schools. Instead of using this template, some organizations use automated data feeds. Roster_Upload_Template.csv the roster upload creates a connection between students and users with educator IDs, i.e., teachers, in Educator Portal. Instead of using this template, some organizations use automated data feeds. TEC_Upload_Template.csv the TEC (Test, Exit, Clear) upload assigns students to tests and can exit a student from a school or district. Instead of using this template, some organizations use automated data feeds. Projected_Testing_Upload_Template.csv the projected testing upload creates and updates the system-wide (all assessment programs) projected testing schedule. Role Permissions All role permissions, found under the menus, are program and organization specific. If an action does not display as described in the manuals, the procedure is not allowed for your role at your organization. Refer to your organization s publications for additional information on role permissions.

32 3.3 Viewing a User To view a user, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Users tab. 4. In the Select Action drop-down menu, click View Users. 5. Select the organization information. 6. Click Search. 7. Review the list of users.

33 3.4 Uploading Multiple Users Using a CSV File Note: Users can only add user accounts at a lower level of access. A CSV file template is available on your organization s website. You will need to complete the CSV file using software outside of Educator Portal. All users (educators, test coordinators, principals, etc.) can be included in one CSV file. User CSV File Format All column headings are required, but if the user is not an educator (i.e., will not be connected to students via a roster), the Educator_Identifier column may be left blank. The CSV Col column is included to help you organize your CSV file. Note: The Data Req? column indicates whether or not the spreadsheet must have data in a particular column. CSV Col. Column Heading Data Req? Format of Valid Entries Definition A Legal_First_Name Y Alphanumeric The user s first name. B Legal_Last_Name Y Alphanumeric The user s last name. C Educator_Identifier N Alphanumeric The user s identification number. Note: If the user is an educator, enter an identification number for later use on rosters. D Y Alphanumeric The user s address. This address will be the user s login. Note: The address must be valid because information about creating a password will be sent to the address. E Organization Y Alphanumeric The organization identifier in Educator Portal. F Organization_Level Y CONS ST RG AR DT BLDG SCH The user s initial access level. Note: A user should have the lowest appropriate level of access. For example, most educators would have school-level access (SCH).

34 3.5 CSV Col. Column Heading Data Req? Format of Valid Entries G Primary_Role Y BTC BUS DTC DUS PRO SUP TEA H Secondary_Role N See values for Primary_Role. I Primary_Assessment _Program Definition The primary role is the user s default role, or the role that will be selected when the user first logs in to Educator Portal. The role must be one that is valid for the organization. If a user has a second role in Educator Portal, enter that role in this column. For example, a District Test Coordinator might also be a Building Principal. Y varies At least one assessment program must be associated with a user when their information is uploaded. Note: Some commonly used entries are CPASS, DLM, KAP, etc.

35 3.6 Abbreviations for Role and Organization Role Abbreviation Role Description Organization Abbreviation Organization Description BTC Building Test Coordinator CONS Consortia BUS Building User ST State DTC District Test Coordinator RG Region DUS District User AR Area PRO Test Proctor BLDG Building SUP District Superintendent TEA Teacher

36 3.7 Uploading a User File To upload a user file, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Users tab. 4. In the Select Action drop-down menu, click Upload Users. 5. Select the organization information. 6. In the File field, click the CSV icon. 7. Select the appropriate CSV file. Note: Verify that the file has a.csv file extension. 8. Click Open. 9. Click Upload. Note: Users will be in Pending status until the user responds to the invitation .

37 3.8 Reviewing User File Upload The final step to uploading a user file is to verify that all reports uploaded successfully. Information on error messages is located in Chapter 8: Messages. Hint: The brackets ([ ]) indicate that information specific to your upload, testing program, or state will be displayed in the message. Status Message Description Image Failed The CSV file failed to upload. Click the CSV file under the file column. Created/Updated: [value] Records were created successfully. Rejected: [value] Records were rejected. Click the CSV file under the file column. Alerts: [value] Records were created successfully, but another issue exists. Click the CSV file under the file column.

38 3.9 Creating a User Manually Note: Users can only add user accounts at a lower level of access. To add a user manually (i.e. one at a time), perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Users tab. 4. In the Select Action drop-down menu, click Add User. 5. On the Add User screen, complete the appropriate fields. Note: If the user is an educator, type an identification number for later use on rosters. Hint: Fields marked with a red asterisks are required. Hint: The user s address will become their login ID.

39 Under Select Organization & Assign Roles, complete the appropriate fields. Note: Depending on the program, organization, and role you are logged into, selections may not be available. If the action is grayed out, the selection is not allowed. Hint: Fields marked with a red asterisks are required. Note: Fields appear depending on the selected role. 7. Click Add. Note: To add multiple roles or organizations, repeat steps 6 and Scroll to the top of the screen and click Save.

40 3.11 Claiming an Existing User Existing users can be claimed by their new organization. Note: Users must be inactive to be claimed. To claim an existing user, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Users tab. 4. In the Select Action drop-down menu, click Claim Users. 5. Enter first and last name or educator identifier. 6. Click Search. 7. In the table, click the row that contains the user you need to claim. 8. Click the Claim User button. Hint: The Claim User button looks like a pencil. 9. Click OK. Note: If the user is active in another organization, you will be prompted to send a deactivation request to that organization.

41 3.12 Managing User Information Depending upon your organization and role in the system, you may not be able to perform the procedures in this section of the chapter. Note: Procedures for changing a password are included in Chapter 1: Welcome to Educator Portal.

42 3.13 Editing a User s Role(s) or Organization(s) Note: Users can only edit user accounts at a lower level of access. Educator Portal uses a combination of a user s role (level of access) and organization to determine the information a user can access and the tasks that a user can perform. As a general rule, a user should be assigned the minimum level of access required. Editing a user s role is very similar to the process used when adding users manually (i.e. one at a time). To edit a user s role, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Users tab. 4. In the Select Action drop-down menu, click View Users. 5. Select your organization information. 6. Click Search. Hint: If you are adding roles to users uploaded with a CSV file, click the Status column to group the list. Users will be in Pending status until the user responds to the invitation In the table, click the row that contains the user information you need to edit. 8. Click the Modify User button.

43 3.14 Hint: The Modify User button looks like a pencil. 9. On the Modify User screen, click the Modify button in the row that contains the information you need to edit. Hint: The Modify button looks like a pencil.

44 Edit the information in the drop-down menus. 11. Click the Save button. Hint: The Save button looks like a floppy disk.

45 3.16 Note: If you wish to cancel the edits, click the cancel button. Hint: The Cancel button looks like a No symbol. 12. When you have finished making changes, scroll to the top of the screen and click Save.

46 3.17 Adding a Role or Organization to a User Note: Users can only add a role at a lower level of access. To add a role or organization to a user, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Users tab. 4. In the Select Action drop-down menu, click View Users. 5. Select the organization information. 6. Click Search. 7. In the table, click the row that contains the user information you need to edit. 8. Click the Modify User button. Hint: The Modify User button looks like a pencil.

47 Under Select Organization & Assign Roles, complete the appropriate fields. Note: Depending on the program, organization, and role you are logged into, selections may not be available. If the action is grayed out, the selection is not allowed. Hint: Fields marked with a red asterisks are required. Note: Fields appear depending on the selected role. 10. Click Add. 11. When you have finished making changes, scroll to the top of the screen and click Save.

48 3.19 Removing a Role or Organization from a User Note: Use caution when using the Remove Organization button. To remove a role or organization from a user, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Users tab. 4. In the Select Action drop-down menu, click View Users. 5. Select the organization information. 6. Click Search. 7. In the table, click the row that contains the user information you need to edit. 8. Click the Modify User button. Hint: The Modify User button looks like a pencil.

49 On the Modify User screen, click the Remove button in the row that contains the information you need to remove. Hint: The Remove button looks like a trash can. 10. On the Delete message, click Delete. 11. When you have finished making changes, scroll to the top of the screen and click Save.

50 3.21 Resending an Invitation Note: Depending upon your organization and role, you may not be able to access this function. If the icon does not display, the procedure is not allowed. When user accounts are created, an invitation is sent to the individual. Sometimes, you may need to resend that invitation. To resend an invitation , perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Users tab. 4. From the Select Action drop-down menu, click View Users. 5. Select the organization information. 6. Click Search. 7. In the table, click the row that contains the user who needs an invitation resent. 8. Click the Re-Send button. Hint: The Re-Send button looks like an envelope.

51 3.22 Deactivating a User Note: Depending upon your organization and role, you may not be able to access this function. If the icon does not display, the procedure is not allowed. When a user is deactivated, they can no longer log into Educator Portal. To deactivate a user, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Users tab. 4. In the Select Action drop-down menu, click View Users. 5. Select the organization information. 6. Click Search. 7. In the table, click the row that contains the user information you need to deactivate. 8. Click the Deactivate button. Hint: The Deactivate button looks like an X.

52 3.23 Activating a User Note: Depending upon your organization and role, you may not be able to access this function. If the icon does not display, the procedure is not allowed. Usually, a user is activated when that user follows the instructions in the invitation . In rare cases (e.g., if you have deactivated the user), you may need to activate a user. To activate a user, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Users tab. 4. In the Select Action drop-down menu, click View Users. 5. Select the organization information. 6. Click Search. 7. In the table, click the row that contains the user information you need to activate. 8. Click the Activate button. Hint: The Activate button looks like a checkmark. Note: The user will receive an inviting them to log in to Educator Portal.

53 3.24 Changes to the Chapter The following table lists the changes made to this chapter since the last major release of the documentation. Note: The Page column indicates the page number of the current manual where the change appears. Change Logged Page 03/02/ Added Claim User. Description of Change

54 4.1 Chapter 4: Students For existing student records, you can view student details to see if the correct information is reported in Educator Portal. You are able to view students information, such as name and identification number, as well as the educator to whom the student is assigned. If the student has a personal needs profile (PNP), you can enter or view this information also. Some users are able to modify individual students information. Note: Depending on your access privileges, you may or may not see all students in a building. For example, a teacher can only view students associated to them by a roster, but a building-level user can view all the students in a building. Chapter Contents Chapter 4: Students Viewing a Student Uploading Student Information Using a CSV File Enrollment CSV File Format Uploading an Enrollment File Reviewing Enrollment File Upload TEC (Test, Exit, Clear) CSV File Format Uploading a TEC File Reviewing TEC File Upload Creating or Editing an Access Profile or PNP Making Changes to Individual Students Creating a Student Manually Editing an Individual Student s Information Finding an Individual Student Transferring Students Manually Exiting a Student Manually Creating Test Records Manually Clearing Test Records Manually Viewing Test Records Students by Test Record Viewing Test Records Test Records by Student Changes to the Chapter

55 4.2 Viewing a Student To view a student s information, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Students tab. 4. In the Select Action drop-down menu, choose View Students. 5. Select the organization information. 6. Click Search. 7. Click on the student s State ID number.

56 Review the student s information. Hint: You can open the student s Access Profile (PNP) or First Contact Survey (FCS) (if applicable) from the View Student Record window.

57 4.4 Uploading Student Information Using a CSV File Note: Depending upon your program, organization, and role, you may not be able to access these functions. If the action does not display in the drop-down menu, the procedure is not allowed. Two different CSV files contain student information: the Enrollment CSV and the TEC (Test, Exit, Clear) CSV. Depending upon the procedures in use by your organization, you may use none, one, or both of these files. Enrollment CSV used to load detailed information about each student including their legal name, birth date, school, and other identifying information. TEC CSV used to assign a student to a summative test, exit a student from a district, or clear the student s assignment to a test. Note: CSV file templates are available on your organization s website.

58 4.5 Enrollment CSV File Format Note: This file format was updated for the August 2016 release of Educator Portal. Be sure you are using the correct template. In many cases, your organization will have a system in place to load multiple student records into Educator Portal. Check with your organization for the specific system used by your organization. All column headings are required, but Educator Portal does not require data in every column. The CSV Col column is included to help you organize your CSV file. Note: The Data Req? column indicates whether or not the spreadsheet must have data in a particular column. CSV Col. Column Heading Data Req? Format of Valid Entries Definition A B AYP_School_ Identifier Attendance_District_ Identifier N Numeric The number assigned to the school building for tracking adequate yearly progress (AYP) for the No Child Left Behind Act (NCLB) of Y Alphanumeric Identification code assigned by the state (or other organization) that indicates the district the student attends. This district receives login information. Note: The entry must match an entry in Educator Portal for your organization, or the file upload will fail. C D E Student_Legal_ Last_Name Student_Legal_ First_Name Student_Legal_ Middle_Name Hint: This column was formerly Residence_ District_Identifier. Y Alphanumeric The student s last name. Y Alphanumeric The student s first name. N Alphanumeric The student s middle name.

59 4.6 CSV Col. Column Heading Data Req? Format of Valid Entries Definition F Generation_Code N Jr., Jr, Sr., Sr, II, III, IV, V Part of the student s name used to denote the generation in his/her family. Hint: The values are not casesensitive. G Gender Y 0 1 The student s gender. Note: Any values other than 0 or 1 will cause the file upload to fail. 0 = Female 1 = Male H Date_of_Birth Y MM/DD/YYYY The date on which the student was born. I Current_Grade_Level Y 1-12 (inclusive) The grade level (or primary instructional level) for a student during the current academic year. J K Local_Student_ Identifier State_Student_ Identifier N Alphanumeric Unique code assigned to the student by the school or local education agency. Y Numeric The student s state identification number. L Current_School_Year Y YYYY The four-digit ending year of the current school year (e.g., for the school year, enter 2016). M Attendance_School_ Program_Identifier Y Alphanumeric Identification code assigned by the state (or other organization) that indicates the school the student attends. This school receives test tickets. Note: The entry must match an entry in Educator Portal for your organization, or the file upload will fail.

60 4.7 CSV Col. Column Heading Data Req? Format of Valid Entries Definition N School_Entry_Date Y MM/DD/YYYY Date the student enrolls and begins to receive instructional services in a school. Note: If the student leaves and then re-enrolls, use the most recent enrollment date. O District_Entry_Date N MM/DD/YYYY Date the student enrolls and/or begins to receive instructional services in a school district. P State_Entry_Date N MM/DD/YYYY Date the student enrolls and begins to receive instructional services in the state. Q Comprehensive_ Race Y The general racial category that most clearly reflects the individual s recognition of his or her racial background. Note: The number three (3) is not used. 1 = White 2 = African American 4 = Asian 5 = American Indian 6 = Alaska Native 7 = Two or more races 8 = Native Hawaiian or Pacific Islander R Primary_Disability_ Code Y Alphanumeric The primary disability under which the student receives services for an active Individual Education Plan (IEP) under the Individuals with Disabilities Education Act (IDEA, Part B). Note: See the Primary Disability Code table for valid entries. S Gifted_Student N YES NO Indicates whether or not the student has an active Individual Education Plan (IEP) for giftedness.

61 4.8 CSV Col. Column Heading Data Req? Format of Valid Entries Definition T Hispanic_Ethnicity Y YES NO Indicates whether or not the student is of Hispanic ethnicity. U First_Language N Numeric Code for the primary language or dialect (not ethnicity) of the student. Note: See the First Language Field table for valid entries. V ESOL_Participation_ Code Y The code explains whether a student is eligible for, monitored for, or receives ESOL services, including funding sources. 0 = Neither eligible for nor monitored for ESOL services 1 = Receives ESOL services, Title III Funding 2 = Receives ESOL services, State ESOL/Bilingual Funding 3 = Receives ESOL services, Both Title III and State ESOL/Bilingual Funding 4 = Monitored for ESOL services (previously received services) 5 = Not receiving ESOL services, but eligible for ESOL 6 = Receives ESOL services, not funded with Title III or State ESOL W X Y Assessment_Progra m_1 Assessment_Progra m_2 Assessment_Progra m_3 Y varies Each student must be associated with at least one assessment program. Use the abbreviation for the assessment program, e.g., CPASS, DLM, KAP, etc. N varies If the student is associated with a second assessment program, enter the program in this column. Use the abbreviation for the assessment program, e.g., CPASS, DLM, KAP, etc. N varies If the student is associated with a third assessment program, enter the program in this column. Use the abbreviation for the assessment program, e.g., CPASS, DLM, KAP, etc.

62 4.9 First_Language Field Code Definition Code Definition Blank English 24 Hindi 1 Chinese including Mandarin and Cantonese 2 Dinka (Sudan) 3 French 4 High German 5 Hmong 6 Khmer (Cambodia) 7 Korean 8 Lao or Laotian 9 n/a 10 Filipino or Tagalog (Philippines) 11 Russian 13 Spanish 14 Vietnamese 15 Arabic 16 Other 17 Somali 18 Thai 19 Portuguese 20 Farsi or Persian (Iran) 21 Micronesian, including Chuukes and Ebon (Chuuk, Marshall Islands) 22 Bosnian 23 Burmese 25 Urdu 26 Swahili 27 Nepali 28 American Sign Language (ASL) 29 Serbian 30 Croatian 31 Turkish 32 Karen languages, including Sgaw, Pwo, and Pa o (Burma/Myanmar) 33 Haitian Creole (Haiti) 34 Gujarati 35 Punjabi 36 Pashto 37 Dari (Afghanistan) 38 Quiché or K iche 39 Mam 40 Ilokano 41 Visaya 42 Low German 43 Other Signed Language 44 English with another language background ESOL 45 Native American Languages

63 4.10 Primary_Disability_Code Field Code Definition AM DA DB DD EI ED HI LD MD ND ID OH OI SL TB VI WD Autism Decline to Answer Deaf/blindness Developmentally delayed (as defined by the individual state) Eligible Individual Emotional disturbance Hearing impairment Specific learning disability Multiple disabilities No Disability Intellectual disability Other health impairment Orthopedic impairment Speech/language disability Traumatic brain injury Visual impairment Documented Disability

64 4.11 Uploading an Enrollment File To load an enrollment file, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Students tab. 4. In the Select Action drop-down menu, click Upload Enrollment. 5. Select the organization information. 6. In the File field, click the CSV icon. 7. Select the appropriate CSV file. Note: Verify that the file has a.csv file extension. 8. Click Open. 9. Click Upload.

65 4.12 Reviewing Enrollment File Upload The final step to uploading an enrollment file is to verify that all reports uploaded successfully. Information on error messages is located in Chapter 8: Messages. Hint: The brackets ([ ]) indicate that information specific to your upload, testing program, or state will be displayed in the message. Status Message Description Image Failed The CSV file failed to upload. Click the CSV file under the file column. Created/Updated: [value] Records were created successfully. Rejected: [value] Records were rejected. Click the CSV file under the file column. Alerts: [value] Records were created successfully, but another issue exists. Click the CSV file under the file column.

66 4.13 TEC (Test, Exit, Clear) CSV File Format The TEC (Test, Exit and Clear) file has three purposes: TEST to assign a student to a summative assessment, EXIT to remove a student from a district or school, CLEAR to remove a student s assignment to an assessment. Before using a TEC CSV, check with your organization to be sure your organization uses a TEC File. Note: A CSV file template is available on your organization s website. All column headings are required, and all rows must include data in the four columns: Record_Type, State_Student_Identifier, Attendance_School_Program_Identifier, and School_Year. Depending on the entry in the Record_Type column, the other columns may or may not require data. For example, an EXIT record must include an Exit_Reason and Exit_Date, but other record types do not. In addition to the first four columns: TEST records require a Test_Type and Subject, EXIT records require an Exit_Reason and Exit_Date, and CLEAR records require a Test_Type and Subject. Note: An asterisk (*) in the Data Req? column indicates the field is required for only some Record Types. Those Record Types are listed in the Definition column of the table. CSV Col. Column Heading Data Req? Format of Valid Entries Definition A Record_Type Y TEST EXIT CLEAR Indicates the type of information being uploaded for each line of the CSV file. TEST = Assigns a student to an assessment (test). EXIT = Removes a student from a district. CLEAR = Removes a student s assignment to an assessment. B State_Student_ Identifier Y Numeric The student s state identification number.

67 4.14 CSV Col. Column Heading Data Req? Format of Valid Entries Definition C Attendance_School_ Program_Identifier Y Alphanumeric Identification code assigned by the state (or other organization) that indicates the school the student attends. Note: The entry must match an entry in Educator Portal for your organization, or the file upload will fail. D Exit_Reason * Numeric Note: See the Exit_Reason field table for entries. The reason code for removing the student from the school or district. Note: This field is required if the Record_Type is EXIT. E Exit_Date * MM/DD/YYYY The date on which the change is effective. Note: This field is required if the Record_Type is EXIT. F Test_Type * Varies by organization. G Subject * Varies by organization. Indicates the type of test. Note: This field is required if the Record_Type is TEST or CLEAR. The subject code for the assessment. Note: This field is required if the Record_Type is TEST or CLEAR. H School_Year Y YYYY The four-digit ending year of the current school year (e.g., for the school year, enter 2016).

68 4.15 Exit_Reason Field Code Definition Code Definition 1 Transfer to public school, same district 2 Transfer to public school, different district, same state 3 Transfer to public school, different state 4 Transfer to an accredited private school 5 Transfer to a non-accredited private school 13 Reached maximum age for services 14 Discontinued schooling 15 Transfer to accredited or nonaccredited juvenile correctional facility educational services provided 16 Moved within the United States, not known to be enrolled in school 17 Unknown educational services provided 6 Transfer to home schooling 18 Student data claimed in error/never attended 7 Matriculation to another school 19 Transfer to an adult education facility (i.e., for GED completion) 8 Graduated with regular diploma 20 Transfer to a juvenile or adult correctional facility no educational services provided 9 Completed school with other credentials (e.g., district-awarded GED) 21 Student moved to another country, may or may not be continuing enrollment 10 Student death 30 Student no longer meets eligibility criteria for alternate assessment 11 Student illness 98 Unresolved exit 12 Student expulsion (or long-term suspension) 99 Undo a previously submitted exit record

69 4.16 Uploading a TEC File To upload a TEC file, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Students tab. 4. In the Select Action drop-down menu, click Upload TEC. 5. Select the organization information. 6. In the File field, click the CSV icon. 7. Select the appropriate CSV file. Note: Verify that the file has a.csv file extension. 8. Click Open. 9. Click Upload.

70 4.17 Reviewing TEC File Upload The final step to uploading a TEC file is to verify that all reports uploaded successfully. Information on error messages is located in Chapter 8: Messages. Hint: The brackets ([ ]) indicate that information specific to your upload, testing program, or state will be displayed in the message. Status Message Description Image Failed The CSV file failed to upload. Click the CSV file under the file column. Created/Updated: [value] Records were created successfully. Rejected: [value] Records were rejected. Click the CSV file under the file column. Alerts: [value] Records were created successfully, but another issue exists. Click the CSV file under the file column.

71 4.18 Creating or Editing an Access Profile or PNP Note: Depending upon your organization and role, you may not be able to access this function. If the button does not display, the procedure is not allowed. An access profile (or Personal Needs Profile (PNP)) is the part of a student s record that controls the types of tools and accommodations that will be available when the student takes a test. You can edit an access profile by viewing a student. Note: Access profile options are organization-specific. This chapter provides only an overview of options that may be available. Before you set an access profile, you should understand the Graphic User Interfaces (GUIs) that exist within the KITE Client software: the general user interface and the alternate user interface. Depending on the GUI that the student will use, some accommodations are not available or might function differently. The general interface is the one in which most student assessments are delivered. This interface includes a toolbar that a student may use to access various tools, including masking, auditory background, spoken, magnify, color overlay, invert color, and color contrast. Note: If the student uses the general interface, you will choose whether a tool appears automatically (Activate by Default) or when selected by a student. The Activate by Default selection creates a visible change for some, but not all, tools. The alternate interface is designed for students who are part of the Dynamic Learning Maps (DLM ) program. Note: The alternate interface does not include a toolbar. All accommodations that a student needs should be marked as Activate by Default. To create or edit a student s access profile, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Students tab. 4. In the Select Action drop-down menu, choose View Students.

72 Select the organization information. 6. Click Search. 7. Click on the student s State ID number. 8. On the View Student Record window, click the link next to Access Profile (PNP). Hint: If you are creating a PNP, the link will say No Settings. If you are editing a PNP, the link will say Custom.

73 Click Edit Settings. Hint: If you are editing a PNP, the window will display the accommodations currently selected. Note: As you move through the tabs, be sure to Save.

74 4.21 Display Enhancements Tab Note: Access Profile options are organization-specific. The example below may vary from what you see in the system. Accommodation Format of Valid Entries Definition Magnification 2x, 3x, 4x, 5x Increases the size of everything on the screen in the KITE Client software during testing. Overlay Color Invert Color Choice Masking White, Blue, Yellow, Gray, Red, Green Answer Masking Custom Masking Changes the background color of the test. The default background color is white, and the hexadecimal colors appear as you hover the mouse over the choices. Changes the background color of the test to black with white lettering. Allows the student to hide parts of the test, either the answers or custom areas. Note: General UI Only Contrast Color Changes the background and text colors for the test to one of the four preset choices or to custom colors. If you use custom colors, enter the hexadecimal values for the colors.

75 4.22 Language & Braille Tab Note: Access Profile options are organization-specific. The example below may vary from what you see in the system. Accommodation Item Translation Display Keyword Translation Display Signing Type Tactile Braille Definition Translates items into the selected language, when available. Translates keywords into the selected language, when available. Indicates the signing type used by the student. Used to select supports for the tactile accommodation, when available. Used to indicate Braille preferences.

76 4.23 Audio & Environment Support Tab Note: Access Profile options are organization-specific. The example below may vary from what you see in the system. Accommodation Auditory Background Definition Allows the computer to play background music/noise during the test. Note: General UI Only Breaks Additional Testing Time Spoken Audio Single Switches Indicates that breaks are allowed. Indicates that additional testing time is allowed. Enables text-to-speech if it is available for the test. Indicate the preferences for when spoken audio should be used. Enables the use of a switch. Use the default settings or make adjustments to scan speed, initial delay and repeat frequency.

77 4.24 Other Supports Tab The Other Supports tab lists accommodations that are made outside of the KITE Client software. Selections made on this tab are important for reporting and for ensuring alternate test forms are assigned when needed. Note: Access Profile options are organization-specific. See your organization s publications for available options.

78 4.25 Making Changes to Individual Students Many organizations only enter student information into Educator Portal using CSV upload templates and/or an automatic data feed. Depending upon your organization and role in the system, you may not be able to perform the procedures in this section of the chapter. Creating a Student Manually Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display in the drop-down menu, the procedure is not allowed. To add a student manually, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Students tab. 4. In the Select Action drop-down menu, click Add Student. 5. Use the table that follows to complete the fields on the screen. Field Name Req? Notes State Y The student s state organization. District Y The student s district organization. School Y The student s school organization. Legal First Name Y The student s first name. Legal Middle Name N The student s middle name. Legal Last Name Y The student s last name. Generation N Part of the student s name used to denote the generation in his/her family, e.g., Jr., Sr., III, etc. Date of Birth Y Date on which the student was born (MM/DD/YYYY). Gender Y Female or Male Current School Year Y Select from the list. Current Grade Y Select from the list.

79 4.26 Field Name Req? Notes AYP School Identifier N The number assigned to the school building for tracking adequate yearly progress (AYP) for the No Child Left Behind Act (NCLB) of Attendance District Identifier N Identification code assigned by the state (or other organization) that indicates the district the student attends. This district will receive login information. Attendance School Identifier N Identification code assigned by the state (or other organization) that indicates the school the student attends. This school will receive login information. Comprehensive Race Y Select from the list. Hispanic Ethnicity Y Select from the list. First Language N Select from the list. State Student Identifier Y The student s state ID number. Local Student Identifier N Unique alphanumeric code assigned to the student by the school or local education agency. Gifted Student N Select from the list. State Entry Date N Date the student enrolls and begins to receive instructional services in the state. If the student leaves the state and then re-enrolls, this date should reflect the most recent enrollment date (MM/DD/YYYY). School Entry Date Y Date the student enrolls and begins to receive instructional services in a school. If the student leaves the school and then re-enrolls, this date should reflect the most recent enrollment date (MM/DD/YYYY). District Entry Date N Date the student enrolls and begins to receive instructional services in a school district (MM/DD/YYYY). Primary Disability Code Y Select from the list. Assessment Program Y Select one or more from the list. ESOL Participation Code Y Select from the list. ESOL Entry Date N Date ESOL participation began (MM/DD/YYYY). USA Entry Date N Date of entry into the USA (MM/DD/YYYY). Hint: Click Reset to clear all fields. 6. Click Save.

80 4.27 Editing an Individual Student s Information Note: Depending upon your program, organization, and role, you may not be able to access this function. If the Edit link does not display, the procedure is not allowed. To edit student information, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Students tab. 4. In the Select Action drop-down menu, click View Students. 5. Select the organization information. 6. Click Search. 7. Click on the student s State ID number.

81 On the View Student Record window, click Edit. 9. On the Edit Student Record window, make the necessary changes. 10. When you have finished making changes, scroll to the bottom of the screen and click Save. A message at the top of the window indicates that edits were successful. 11. Close the Edit Student Record window.

82 4.29 Finding an Individual Student Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display in the drop-down menu, the procedure is not allowed. To find a student enrolled in a previous year, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Students tab. 4. In the Select Action drop-down menu, click Find Student. 5. Enter State Student Identifier. 6. Click Search. 7. Click Yes.

83 Click on OK or Edit Student. 9. If editing, select the appropriate field values and click Save.

84 4.31 Transferring Students Manually Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display in the drop-down menu, the procedure is not allowed. To transfer one or more students from one school to other locations, perform the following steps. 1. Login to Educator Portal. 2. Click the Settings menu. 3. Click the Students tab. 4. In the Select Action drop-down menu, choose Transfer Students. 5. Select the organization information. 6. Click Search.

85 Select one or more students. 8. Click Next 9. In the table, select the new school from the Destination Attendance School drop-down menu in each row. Hint: Destination AYP School and Destination Local ID columns are optional. 10. Select the exit reason from the Exit Reason drop-down menu in each row. Note: You may need to scroll to the right to locate additional columns.

86 4.33 Hint: If all students have the same exit reason, select the exit reason from the Select for all drop-down menu in the header of the Exit Reason column. Hint: The Select for all drop-down menu is available for the Destination Attendance School column, Destination AYP School column, Destination Local ID column, and Exit Reason column. 11. Click Next. 12. Remove any students not to be transferred using the delete button in each row. Note: You may need to scroll to the right to locate the delete column. Hint: The delete button looks like a trash can. 13. Click Next. 14. Click Yes.

87 4.34 Exiting a Student Manually Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display in the drop-down menu, the procedure is not allowed. To remove one student from a school, perform the following steps. 1. Login to Educator Portal. 2. Click the Settings menu. 3. Click the Students tab. 4. In the Select Action drop-down menu, click Exit Student. 5. Select the organization information. 6. Click Search.

88 Select a student. 8. Click Continue. 9. On the Select Date and Reason screen, type or select the exit date.

89 Select the Reason for Removing Student (exit reason). 11. Click Exit Student. Note: The Exit Student button is unavailable until both an exit date and reason are selected.

90 4.37 Creating Test Records Manually Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display in the drop-down menu, the procedure is not allowed. Use the Test Records data extract instead. To create a test record manually, perform the following steps. 1. Login to Educator Portal. 2. Click the Settings menu. 3. Click the Test Records tab. 4. In the Select Action drop-down menu, click Create Test Record. 5. On the Create Test Records screen, complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 6. Click Search. 7. Select one or more students. 8. Click Next. 9. Select the Subject and Test Type. 10. Click Yes.

91 4.38 Clearing Test Records Manually Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display in the drop-down menu, the procedure is not allowed. Use the Test Records data extract instead. To clear a test record manually, perform the following steps. 1. Login to Educator Portal. 2. Click the Settings menu. 3. Click the Test Records tab. 4. In the Select Action drop-down menu, click Clear Test Record. 5. On the Clearing Test Records screen, complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 6. Click Search.

92 Select one or more students. 8. Click Next. 9. Click Yes.

93 4.40 Viewing Test Records Students by Test Record Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display in the drop-down menu, the procedure is not allowed. Use the Test Records data extract instead. To view a test record, perform the following steps. 1. Login to Educator Portal. 2. Click the Settings menu. 3. Click the Test Records tab. 4. In the Select Action drop-down menu, click View Test Record. 5. In the View Type drop-down menu, click View Students by Test Record. 6. On the Viewing Test Records screen, complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 7. Click Search.

94 Review the list of students associated with the selected test. Hint: To view another list of students, click Back. 9. When you have finished viewing the list, click Done.

95 4.42 Viewing Test Records Test Records by Student Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display in the drop-down menu, the procedure is not allowed. Use the Test Records data extract instead. To view a test record, perform the following steps. 1. Login to Educator Portal. 2. Click the Settings menu. 3. Click the Test Records tab. 4. In the Select Action drop-down menu, click View Test Record. 5. In the View Type drop-down menu, click View Test Records by Student 6. On the Viewing Test Records screen, complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 7. Click Search. 8. From the list, select a student.

96 Click Next. 10. Review the list of tests associated with the student. Hint: To view another student s tests, click Back. 11. When you have finished viewing the list, click Done.

97 4.44 Changes to the Chapter The following table lists the changes made to this chapter since the last major release of the documentation. Note: The Page column indicates the page number of the current manual where the change appears. Change Logged Page Description of Change 03/02/ , 4.11, 4.16, 4.18, 4.25, 4.27, 4.29, 4.31, 4.34, 4.37, 4.38, 4.40, 4.42 Updated graphics.

98 5.1 Chapter 5: Rosters Rosters connect students to educators (users) in Educator Portal. Before rosters are entered, both educators and students must be entered into Educator Portal. Rosters can be viewed, edited, created manually, or created through an upload process. Chapter Contents Chapter 5: Rosters Viewing a Roster Uploading Rosters Using a CSV File Roster CSV File Format Uploading a Roster File Reviewing Roster File Upload Creating a Roster Manually Editing a Roster Changes to the Chapter

99 5.2 Viewing a Roster To view a roster, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Rosters tab. 4. In the Select Action drop-down menu, click View Roster. 5. Select the organization information. 6. Click Search. 7. Click once on the roster row you need to view.

100 5.3 Uploading Rosters Using a CSV File Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display in the drop-down menu, the procedure is not allowed. If you have sufficient access privileges, you can upload one or more rosters at a time using a CSV file available on your organization s website. You will need to complete the CSV file using software outside of Educator Portal. Roster CSV File Format All column headings are required, but some columns do not require data. The CSV Col column is included to help you organize your CSV file. Note: The Data Req? column indicates if the spreadsheet must have data in a particular column. CSV Col. Column Heading Data Req? Format of Valid Entries Definition A Roster Name Y Alphanumeric The name for the roster. B Subject Y Alphanumeric The subject code assigned by the state. Valid entries include ELA, M, SCI, and SS. C Course N Alphanumeric The identification code for a particular course. Hint: Course is not a required field. A course should only be entered if directed to do so by your assessment program. D School Identifier Y Alphanumeric Identification code assigned by the state (or other organization) that indicates the school the student attends. Note: The entry must match an entry in Educator Portal. E School Year Y YYYY The four-digit ending year of the current school year (e.g., for the school year, enter 2016).

101 5.4 CSV Col. Column Heading Data Req? Format of Valid Entries Definition F G H I State Student Identifier Local Student Identifier Student Legal First Name Student Legal Last Name Y Numeric The student s state identification number. N Numeric Unique code assigned to the student by the school or local education agency. Y Alphanumeric The student s first name. Y Alphanumeric The student s last name. J Educator Identifier Y Alphanumeric The educator s identification number. Note: This number should match a user in Educator Portal. K Educator First Name Y Alphanumeric The educator s first name. L Educator Last Name Y Alphanumeric The educator s last name. M Remove from roster N Remove If the information should be removed from a roster, type Remove in this column. Otherwise, the column should remain blank.

102 5.5 Uploading a Roster File To upload a roster file, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Rosters tab. 4. In the Select Action drop-down menu, click Upload Roster. 5. Select the organization information. 6. In the File field, click the CSV icon. 7. Select the appropriate CSV file. Note: Verify that the file has a.csv file extension. 8. Click OK. 9. Click Upload.

103 5.6 Reviewing Roster File Upload The final step to uploading a roster file is to verify that all reports uploaded successfully. Information on error messages is located in Chapter 8: Messages. Hint: The brackets ([ ]) indicate that information specific to your upload, testing program, or state will be displayed in the message. Status Message Description Image Failed The CSV file failed to upload. Click the CSV file under the file column. Created/Updated: [value] Records were created successfully. Rejected: [value] Records were rejected. Click the CSV file under the file column. Alerts: [value] Records were created successfully, but another issue exists. Click the CSV file under the file column.

104 5.7 Creating a Roster Manually Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display in the drop-down menu, the procedure is not allowed. To create a roster manually (i.e. one at a time), perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Rosters tab. 4. In the Select Action drop-down menu, click Create Roster. 5. Select the organization information. 6. Click Search.

105 In the Roster Name field, type a name for the roster. 8. In the Subject menu, select the subject area. Hint: Course is not a required field. A course should only be entered if instructed to do so by your assessment program. 9. Click the checkbox next to the appropriate educator. 10. Click the checkbox(s) next to the appropriate student(s). 11. Click Save.

106 5.9 Editing a Roster Note: Depending upon your program, organization, and role, you may not be able to access this function. If the Save button does not display, the procedure is not allowed. To edit a roster, perform the following steps. 1. Log in to Educator Portal. 2. Click the Settings menu. 3. Click the Rosters tab. 4. In the Select Action drop-down menu, click View Roster. 5. Select the organization information. 6. Click Search. 7. Click once on the roster row you need to view. 8. On the View/Edit Roster window, review or make changes as needed. Note: If you clear a checkbox, the educator or student will be removed from the roster. If all students are removed from the roster, it will be deleted. 9. When you are finished making changes, click Save.

107 5.10 Changes to the Chapter The following table lists the changes made to this chapter since the last major release of the documentation. Note: The Page column indicates the page number of the current manual where the change appears. Change Logged Page Description of Change 03/02/ , 5.5, Updated graphics.

108 6.1 Chapter 6: Testing and Student Logins Note: For information about tests administered under the Instructional Tools tab, see the DLM documentation. After your organization has entered users, students, and rosters, you will use Educator Portal to obtain student login information to be entered into KITE Client. Depending upon your assessment program, the test sessions and login information are accessed on one of two tabs in the Manage Tests menu, either Test Coordination or Test Management. Only a few user roles (like Building and District Test Coordinator) have access to tests and login information on the Test Coordination tab, while many more user roles have some access to tests and/or login information on the Test Management tab. This chapter first discusses the use of test tickets vs. daily access codes. Then, the chapter is divided by tasks that can be performed on the Test Management tab, tasks that can be performed on the Test Coordination tab, and tasks that can be performed on the Projected Testing tab. Chapter Contents Chapter 6: Testing and Student Logins Test Tickets Understanding Test Tickets Printing Tickets for One Test Session Printing Tickets for Multiple Sessions Daily Access Codes Understanding Daily Access Codes Accessing Student Login Usernames/Passwords Printing One Daily Access Code Printing Multiple Daily Access Codes Test Management Tab Creating a Test Session Editing a Test Session Deleting a Test Session Monitoring Tests Ending Tests Special Versions of Test Forms Entering a Special Circumstance Test Coordination Tab Monitoring Tests Ending and Reactivating Tests Special Versions of Test Forms Scoring a Test Using a Rubric Entering a Special Circumstance Projected Testing Tab Viewing Projected Testing

109 6.2 Projected Testing CSV File Format Uploading Projected Testing Reviewing Projected Testing File Upload Adding Projected Testing Manually Editing Projected Testing Changes to the Chapter

110 6.3 Test Tickets Note: For 2018 high-stakes, summative testing, cpass and DLM use test tickets. Understanding Test Tickets Test tickets contain the students login usernames, passwords, ticket numbers, and other information used when the student takes a test. Test tickets are generated in Educator Portal and can be accessed from the Manage Tests menu on either the Test Management tab or Test Coordination tab. If you are unsure where to locate test tickets, check with your organization. Note: For more information on entering test tickets into the KITE Client software, refer to the Educator s Guide to KITE Client Software. To print test tickets, you first download (or open) a PDF that contains the test tickets. Multiple test tickets are contained on each page of the PDF, so the tickets will need to be separated (cut apart) before testing begins. Note: Depending on your organization and role, you may be able to download a CSV file with test ticket information. This CSV file is described in Chapter 7: Reports. Test Management Tab Within Educator Portal, under the Manage Tests menu, test tickets are displayed on the Test Management tab. On the Test Management tab, you will see a row for each roster assigned to a particular test. You can open an individual PDF to print the tickets associated with one roster, or select multiple rows to create one PDF with the tickets for multiple rosters. The assessment program name, roster name, and educator s last name are printed on the upper right side of the test ticket. The dotted lines are guidelines for use when separating the test tickets.

111 6.4 Test Coordination Tab Within Educator Portal, under the Manage Tests menu, test tickets for certain assessments appear on the Test Coordination tab. On the Test Coordination tab, you will see a separate row for each subject and grade level. You can open an individual PDF to print all of the tickets for a subject and grade level, e.g., all third-grade mathematics test tickets, or you can select multiple rows to create one PDF with the tickets for multiple grades and content areas. Hint: Because the PDFs can contain multiple tickets for each student, you may save time by opening only one PDF per subject and grade level. The assessment program name is printed on the upper right side of the test ticket. The dotted lines are guidelines for use when separating the test tickets.

112 6.5 Printing Tickets for One Test Session Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display, the procedure is not allowed. Note: PDF files may contains several tickets, so allow time to print the file and cut the tickets apart before distributing them. To print test tickets, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Management (or Test Coordination) tab. Note: If finding test tickets under the Test Coordination tab, click View Test Sessions in the Select Action drop-down menu. 4. Complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 5. Click Search. 6. In the Tickets column, click the PDF icon. 7. Save the file. Hint: If you save the file, you can easily reprint test tickets. 8. Open and print the PDF.

113 6.6 Printing Tickets for Multiple Sessions Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display, the procedure is not allowed. Note: Printing tickets for multiple sessions may result in a large number of tickets in a single PDF. The large number of tickets may increase the time needed to separate and sort the test tickets before testing can begin. To print test tickets for multiple test sessions, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Management (or Test Coordination) tab. Note: If finding test tickets under the Test Coordination tab, click View Test Sessions from the Select Action drop-down menu. 4. Complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 5. Click Search. 6. Use the checkboxes to select the test sessions you need to print.

114 Click View Tickets. 8. Save the PDF file. Hint: If you save the file, you can easily reprint test tickets. 9. Open and print the PDF file.

115 6.8 Daily Access Codes Note: For 2018 high-stakes, summative testing, KAP uses daily access codes. Understanding Daily Access Codes Daily access codes are alphanumeric values that, along with student login usernames and passwords, allow students access to high-stakes, summative testing. Daily access codes are generated in Educator Portal and can be accessed from the Manage Tests menu on the Test Coordination tab. Note: For more information on entering the daily access codes and student login usernames/passwords into the KITE Client software, refer to the Educator s Guide to KITE Client Software. On the Test Coordination tab, after entering the assessment program and test day information, you will see a separate row for each subject and grade. You can open an individual PDF to print all the daily access codes for a subject and grade level (e.g. all third-grade mathematics daily access codes, one code for each test session), or you can select multiple rows to create one PDF with the daily access codes for multiple grades and subjects. All students in the associated subject and grade use the same daily access codes. The daily access codes PDF contains information on the date and times the daily access codes are usable, the subject and grade, and the access code for each of the test session.

116 6.9 Accessing Student Login Usernames/Passwords Note: The Student Login Usernames/Passwords report is described in greater detail in Chapter 7: Reports. Assessment programs using daily access codes require student login usernames and passwords to be accessed using the Student Login Usernames/Passwords report. To access student login usernames and passwords, perform the following steps. 1. Login to Educator Portal. 2. Click the Reports menu. 3. Under Data Extracts, click Downloads.

117 Locate the line for Student Login Usernames/Passwords. 5. In the Action column, click the New File button. 6. If a window displays, use the drop-down menus to select information. Note: Depending on your role, the data extract may or may not require you to select additional filters. Hint: Fields marked with a red asterisks are required. 7. Click OK. Note: If an older version of the file exists, you will see a message asking you to confirm replacing the existing file. Click Yes. 8. When the file is generated, click the CSV icon. 9. Open or save the CSV file. 10. When the file is generated, click the CSV icon. 11. Open or save the CSV file. Note: CSV files contain student login usernames and passwords for several students, so allow time to print the file and separate the information before distributing.

118 6.11 Printing One Daily Access Code Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display in the drop-down menu, the procedure is not allowed. To print a daily access code, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Coordination tab. 4. In the Select Action drop-down menu, click View Daily Access Codes. 5. Complete the appropriate fields. 6. In the Daily Access Codes column, click the PDF icon. Hint: Daily access codes can also be downloaded as a CSV file. Both files contain the same information. 7. Click Done. 8. Save the file. 9. Open and print the PDF.

119 6.12 Printing Multiple Daily Access Codes Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display in the drop-down menu, the procedure is not allowed. To print multiple daily access codes, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Coordination tab. 4. In the Select Action drop-down menu, click View Daily Access Codes. 5. Complete the appropriate fields. 6. Use the checkboxes to select the daily access codes you would like to print. 7. Click the View Access Codes button. Hint: Daily access codes can also be downloaded as a CSV file. Both files contain the same information. 8. Click Done. 9. Save the PDF file. 10. Open and print the PDF file.

120 6.13 Test Management Tab Depending upon your organization and role in the system, you may not be able to perform the procedures in this section of the chapter. Hint: The test management tab contains interim assessment options, along with other tests. Depending upon your program, interim testing may not be available.

121 6.14 Creating a Test Session Note: In many cases, students are automatically enrolled in assessments on the Test Management tab. If your students are automatically enrolled, you may not be able to create test sessions for those assessments. As part of creating a test session, you select the test, assign students to the test, and name the test session. To create a test session, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Management tab. 4. Click Add Test Session.

122 Select an Assessment Program. Hint: Testing Program is an optional field. 6. Click Search. 7. In the list of available tests, click the radio button to select the appropriate test. Hint: To view test questions, click the Assessment Name. 8. Click Next.

123 6.16 If you do not see a list of students, select the organization information and click Search. 9. Click the checkboxes to select the student(s) you need to add to the test session. 10. Click Next. 11. Type a short but descriptive test session name. Note: You will not be able to rename the test session. 12. Click Save.

124 6.17 Editing a Test Session After creating a test session, you can view and edit the students that are in that test session. To add or remove a student s name from a test session, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Management tab. 4. Complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 5. Click Search. 6. In the Test Session Name column, click the name of the test session you need to edit.

125 Use the checkboxes to add or remove a student. Note: If you clear a checkbox, the student will be removed from the test session. 8. When you have finished making changes, click Save.

126 6.19 Deleting a Test Session Note: Depending upon your program, organization, and role, you may not be able to access this function. If the icon does not display, the procedure is not allowed. On occasion, you may need to delete a test session that was created in error or a test session that has not been and will not be used. To delete a test session, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Management tab. 4. Complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 5. Click Search. 6. In the Actions column, click the delete icon. Hint: The delete icon looks like a trash can. 7. Click Continue to confirm the deletion.

127 6.20 Monitoring Tests You will be able to see which students have started the test and whether or not they have completed various sections of the test. To monitor a test session, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Management tab. 4. Complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 5. Click Search. 6. In the Test Session Name column, click the name of the test you need to monitor.

128 Click the Monitor tab. 8. Review the information on the screen. On the Monitor Test Session screen, the Status column indicates whether the student has started a test. Each numbered column corresponds to a question on the test. Questions that have been answered display filled-in circle. Questions that have not been answered display an empty circle.

129 6.22 Ending Tests If a student is taking a test and gets disconnected, you might need to end that specific test session manually. To manually end a test session, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Management tab. 4. Complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 5. Click Search. 6. In the Test Session Name column, click the name of the test.

130 Click the Monitor tab. 8. Click the checkbox next to the student whose test session needs to be ended. 9. Click End Test Session.

131 6.24 Special Versions of Test Forms Some of the tests administered in Test Management include special forms of the test that accommodate certain student needs. To print special versions of test forms, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Management tab. 4. Complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 5. Click Search. 6. In the Test Session Name column, click the name of the test.

132 In the Test Information column, click the PDF icon. Hint: Some braille forms use a unique icon. Other special versions of test forms use the default PDF icon. 8. Save the PDF file. 9. Open and print the PDF file.

133 6.26 Entering a Special Circumstance In the event that a student cannot take or complete a high-stakes, summative assessment, you will need to enter the special circumstance. To enter the special circumstance for a student, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Management tab. 4. Complete the appropriate fields. Hint: Fields marked with a red asterisks are required. Note: If the testing window has closed, click the Show expired checkbox. 5. Click Search. 6. In the Test Session Name column, click the name of the test session you need to update.

134 Select the appropriate student. 8. In the Special Circumstance column, select the applicable circumstance. Hint: You may need to scroll to the right in the list to locate the column. 9. Click the Save button. Hint: Once the Save button is clicked, the Special Circumstance Status column updates to indicate the special circumstance code was saved. Note: Some special circumstances require additional state-level approval. Those circumstances will display the following dialog box when you save them.

135 6.28 Test Coordination Tab Depending upon your organization and role in the system, you may not be able to perform the procedures in this section of the chapter. Note: The Test Coordination tab has organization-specific views. The graphics below may vary from what you see in the system.

136 6.29 Monitoring Tests Note: Depending upon your program, organization, and role, you may not be able to access this function. If the tab does not display, the procedure is not allowed. When monitoring tests, will not be able to view any student answers. Instead, you will be able to see which students have started the test and whether or not they have completed various sections of the test. To monitor a test session, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Coordination tab. 4. In the Select Action drop-down menu, click View Test Sessions. 5. Complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 6. Click Search. 7. In the Test Session Name column, click the name of the test session you need to monitor.

137 Click the Monitor tab. 9. Review the information on the screen. On the Monitor Test Session screen, the Status column indicates whether the student has started a test. Each numbered column corresponds to a question on the test. The solid blue circles indicate that the student has completed the question. An empty circle indicates that the student has not completed the question. Two asterisks (**) indicate that the student was not assigned the question.

138 6.31 Ending and Reactivating Tests Note: Depending upon your program, organization, and role, you may not be able to access this function. If the tab does not display, the procedure is not allowed. Note: Tests can only be reactivated if they have a status of Complete. Note: If your site is using the fully offline mode of an LCS during testing, you should not need to reactivate tests. Before reactivating a test, you must end the test session for the student. To reactivate a test, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Coordination tab. 4. In the Select Action drop-down menu, click View Test Sessions. 5. Complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 6. Click Search.

139 In the Test Session Name column, click the name of the test session you need to end. 8. Click the Monitor tab. 9. Click the checkbox next to the student s name whose test needs to be ended. 10. Click End Test Session. 11. Click the box next to the student s name whose test needs to be reactivated. Note: The Reactivate button displays when a student is selected. 12. Click Reactivate.

140 A message asks you to confirm the reactivation. 14. Click OK.

141 6.34 Special Versions of Test Forms Note: Depending upon your program, organization, and role, you may not be able to access this function. If the tab does not display, the procedure is not allowed. Some of the tests administered in Test Coordination include special forms of the test that accommodate certain student needs. To print special versions of test forms, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. On the Test Coordination tab. 4. In the Select Action drop-down menu, click View Test Sessions. 5. Complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 6. Click Search. 7. In the Print Test column, click the PDF icon. 8. Save the PDF file. 9. Open and print the PDF file.

142 6.35 Scoring a Test Using a Rubric Note: Depending upon your program, organization, and role, you may not be able to access this function. If the tab does not display, the procedure is not allowed. Tests with content that cannot be automatically scored by the system require scoring using rubrics. To manually score a test, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Coordination tab. 4. In the Select Action drop-down menu, click View Test Sessions. 5. Complete the appropriate fields. Hint: Fields marked with a red asterisks are required. 6. Click Search. 7. In the Test Session Name column, click the test session that needs to be manually scored.

143 Click the Scores tab. 9. In the numbered column that needs grading, click Not Scored. 10. Review the question. 11. Review the answer.

144 Select the appropriate rating for each of the rubric categories. Hint: Use the scroll bar on the right to see all of the rubric categories. 13. When you are finished scoring the answer, click Save. 14. Click Close.

145 6.38 Entering a Special Circumstance Note: Depending upon your program, organization, and role, you may not be able to access this function. If the action does not display in the drop-down menu, the procedure is not allowed. In the event that a student cannot take or complete a high-stakes, summative assessment, you will need to enter the special circumstance. To enter the special circumstance for a student, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Test Coordination tab. 4. In the Select Action drop-down menu, click View Test Sessions. 5. Complete the appropriate fields. Hint: Fields marked with a red asterisks are required. Note: If the testing window has closed, click the Show expired checkbox. 6. Click Search. 7. In the Test Session Name column, click the name of the test session you need to update.

146 Select the appropriate student. 9. In the Special Circumstance column, select the applicable circumstance. Hint: You may need to scroll to the right in the list to locate the column. 10. In the save column, click the Save icon. Hint: The Save icon looks like a floppy disk. Note: Some special circumstances require additional state-level approval. Those circumstances will display the following dialog box when you save them.

147 6.40 Projected Testing Tab Depending upon your organization and role in the system, you may not be able to perform the procedures in this section of the chapter.

148 6.41 Viewing Projected Testing To view your projected testing calendar, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Projected Testing tab. Note: System-wide testing projections appear here. 4. Click the View My Calendar side tab. Hint: An x indicates the school is marked as testing on that date.

149 6.42 If you have sufficient access privileges, you can upload a projected testing schedule using a CSV file available on your organization s website. You will need to complete the CSV file using software outside of Educator Portal. Projected Testing CSV File Format All column headings are required, but some columns do not require data. The CSV Col column is included to help you organize your CSV file. Note: The Data Req? column indicates if the spreadsheet must have data in a particular column. CSV Col. Column Heading Data Req? Format of Valid Entries Definition A Assessment Program Y Alphanumeric The abbreviation for the assessment program, e.g., CPASS, DLM, KAP, etc. B State Y Alphanumeric The two-letter state abbreviation, e.g., KS, CO, etc. C DistrictID Y Alphanumeric Identification code assigned by the state (or other organization) that indicates the district. Note: The entry must match an entry in Educator Portal. D DistrictName N Alphanumeric The name of the district. E SchoolID Y Alphanumeric Identification code assigned by the state (or other organization) that indicates the school. Note: The entry must match an entry in Educator Portal. F SchoolName N Alphanumeric The name of the school. G Month Y Alphanumeric Testing month(s). Note: Months may be written entirely or as threeletter abbreviations. H-AL 1-31 N Alphanumeric Each number corresponds with a calendar date. Enter X, x, Y, or y to indicate a testing date.

150 6.43 Uploading Projected Testing To load a projected testing file, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Projected Testing tab. 4. Click the Upload side tab. 5. In the File field, click the CSV icon. Hint: Fields marked with a red asterisks are required. 6. Select the appropriate CSV file. Note: Verify that the file has a.csv file extension.

151 Click Open. 8. Click Upload.

152 6.45 Reviewing Projected Testing File Upload The final step to uploading a projected testing file is to verify that all reports uploaded successfully. Information on error messages is located in Chapter 8: Messages. Hint: The brackets ([ ]) indicate that information specific to your upload, testing program, or state will be displayed in the message. Status Message Description Image Failed The CSV file failed to upload. Click the CSV file under the file column. Created/Updated: [value] Records were created successfully. Rejected: [value] Records were rejected. Click the CSV file under the file column. Alerts: [value] Records were created successfully, but another issue exists. Click the CSV file under the file column.

153 6.46 Adding Projected Testing Manually To manually add projected testing, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Projected Testing tab. Note: System-wide testing projections appear here. 4. Click the View My Calendar side tab. 5. Select organization information, projection type (scoring or testing), and testing month.

154 Click on the calendar icon. 7. Click on the testing dates. Hint: Multiple dates can be selected. 8. Click Save.

155 6.48 Editing Projected Testing To edit your projected testing calendar, perform the following steps. 1. Log in to Educator Portal. 2. Click the Manage Tests menu. 3. Click the Projected Testing tab. Note: System-wide testing projections appear here. 4. Click the View My Calendar side tab. 5. Click on the calendar icon of the month you want to edit. Hint: An x indicates the school is marked as testing on that date. 6. Click on a date to select/unselect.

156 6.49 Note: A month must have at least one date selected. 7. Click Save.

157 6.50 Changes to the Chapter The following table lists the changes made to this chapter since the last major release of the documentation. Note: The Page column indicates the page number of the current manual where the change appears. Change Logged Page Description of Change 3/06/ , , 6.14, 6.21, 6.23, 6.30, , 6.41, 6.46 Updated graphics. 03/06/ Updated process steps. 03/06/ Added note.

158 7.1 Chapter 7: Data Extracts and Reports Note: Most of these reports include Personally Identifiable Information (PII), so please take appropriate precautions to protect saved files. Educator Portal can produce different types of reports. The reports that are available to you will depend on your role in Educator Portal and your organization. For example, to create districtlevel reports, the user s role must be district-level or higher. In addition, some reports are only available at certain times of the year, for example, after summative, high stakes testing has been completed and scores have been processed. Note: For help interpreting reports, refer to your organization s publications. This chapter includes a procedure for creating a data extract, descriptions of several data extracts, and a procedure for printing reports. Note: Progress reports (for ITI) and professional development extracts are described in the DLM Appendix. Note: Test ticket and student login extracts are described in the KAP Appendix. Chapter Contents Chapter 7: Data Extracts and Reports Data Extracts Creating a Data Extract Accessibility Profile (PNP) Accessibility Profile Counts Current Enrollment Roster Test Records Users Reports Changes to the Chapter

159 7.2 Data Extracts Data extracts are CSV files that contain a copy of the information currently loaded into Educator Portal. Some of these extracts can be used to upload information into Educator Portal. All of the data extracts described in this chapter are created on the same screen. In fact, you use the same procedure to create each data extract; the main difference is choosing the New File button on a particular line of the screen. The following pages contain a procedure for creating a data extract, followed by highlights of the information contained in each data extract.

160 7.3 Creating a Data Extract To create a data extract, perform the following steps. Note: Each time a data extract is created, the older file will be unavailable. If you need to refer to the older file, save it before creating a new data extract. 1. Login to Educator Portal. 2. Click the Reports menu. 3. Under Data Extracts, click Downloads. 4. Locate the line for the file you wish to create.

161 In the Action column, click the New File button. 6. If a window displays, use the drop-down menus to select information. Note: Depending on your role, the data extract may or may not require you to select additional filters. Hint: Fields marked with a red asterisks are required. 7. Click OK. Note: If an older version of the file exists, you will see a message asking you to confirm replacing the existing file. Click Yes. 8. When the file is generated, click the CSV icon. 9. Open or save the CSV file.

162 7.5 Accessibility Profile (PNP) Accessibility Profile creates a CSV file that lists the accessibility (PNP) settings for the students enrolled in a particular school. Only students who have PNP settings are included in the file. The file contains a column for every possible PNP setting and indicates if that setting has been chosen for a student. Name of the File When you save the Accessibility Profile download, the file will have the following name: Educator_Portal_PNP_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv Hint: OrgID is the organization identifier for your school or district. UserID is your user identification number. MM-DD-YY is the month, day, and year the file was created. HH-MM-SS is the hour, minute, and second the file was created. Fields in the File The file includes information about a student s PNP settings. Each of the possible PNP settings is included in the file. See the example below. The file indicates whether or not an accommodation has been selected for a student, and, if an accommodation has multiple settings, the details of those settings are listed. For example, the overlay color can be set to one of several pre-determined colors. The file lists the hexadecimal value of the color selected (e.g., #87cffd) as well as the description of the color (e.g., Light Sky Blue). You may also see the following results in columns: N/A indicates that the accommodation has not been selected, either because the selection depends upon another item being checked or because the accommodation is not available for your organization. Not Selected appears when an accommodation has been selected, but Activate by Default has not been selected. Selected indicates that the accommodation has been selected on the student s PNP. Some columns on the file that may be of particular interest are described in the table below. Column Name Last Modified Time Last Modified By Description Lists the date and time that the PNP settings were last modified. The format used is MM/DD/YYYY HH:MM AM/PM and time zone. The name of the person who made the last change to the PNP settings.

163 7.6 Accessibility Profile Counts Accessibility Profile Counts creates a CSV file that lists the total number of students who have a particular setting on their Access Profile (PNP). The students are counted in two categories: DLM and General Assessment, so a CSV file will contain a minimum of two lines. Depending upon your organization and role, you can retrieve summary data in several configurations. If you have district-level or state-level access, you will need to select filters for the file. Note: If you have school-level access to Educator Portal (i.e., you access the data for one school), you will not need to select any filters. The CSV file will have two lines of data, summarizing the PNP settings for your school. District-Level Access The district-level filter window displays a choice of two summary levels: District or School and three possible combinations for selecting the data to be included in the CSV file. Settings Filter CSV Contents District Summary Level CSV file contains two lines of data PNP counts summarized for the district. School Summary Level CSV file contains multiple lines of data two lines for each of the schools in the district.

164 7.7 Settings Filter CSV Contents School Summary Level School selected CSV file contains two lines of data PNP counts summarized for a single school. State-Level Access The state-level filter window displays a choice of three summary levels: State, District, or School and six possible combinations for selecting the data to be included in the CSV file. Settings Filter CSV Contents State Summary Level CSV file contains two lines of data PNP counts summarized for the entire state. District Summary Level CSV file contains multiple lines of data two lines for each of the districts in the state. District Summary Level District selected CSV file contains two lines of data PNP counts summarized for a single district.

165 7.8 Settings Filter CSV Contents School Summary Level CSV file contains multiple lines of data two lines for each of the schools in the state. School Summary Level District selected CSV file contains multiple lines of data two lines for each of the schools in the selected district. School Summary Level District Selected School selected CSV file contains two lines of data PNP counts summarized for a single school.

166 7.9 Name of the File When you save the Accessibility Profile Summary download, the file will have the following name: Summary_Accessibility_Profile_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv Hint: OrgID is the organization identifier for your school or district. UserID is your user identification number. MM-DD-YY is the month, day, and year the file was created. HH-MM-SS is the hour, minute, and second the file was created. Fields in the File The file includes information about the PNP settings in use. Unlike the Accessibility Profile file, PNP settings are summarized by category. See the example below. As you can see in the example, the file provides a count of the total number of students who have the accommodation selected in their PNP.

167 7.10 Current Enrollment Current Enrollment creates a CSV file listing the students enrolled in a particular school. Note: If your program will use the file to maintain enrollment records, be sure to delete the first five columns in the file (state, district, school, modified time, and modified by) before uploading the CSV. Name of the File When you save the Current Enrollment download, the file will have the following name: KITE_Enrollment_Extract_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv Hint: OrgID is the organization identifier for your school or district. UserID is your user identification number. MM-DD-YY is the month, day, and year the file was created. HH-MM-SS is the hour, minute, and second the file was created. Fields in the File The file includes information about each student. With the addition of Extract_State, Extract_District, Extract_School, Extract_Last_Modified_Time, and Extract_Last_Modified_By, the columns are the same as those in the Enrollment CSV described in Chapter 4: Students.

168 7.11 Roster Roster creates a CSV file that lists the students and teachers on every roster in a particular school. Note: If your program will use the file to maintain rosters, be sure to delete the first five columns in the file (state, district, school, modified time, and modified by) before uploading the CSV. Name of the File When you save the Roster download, the file will have the following name: KITE_Roster_Extract_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv Hint: OrgID is the organization identifier for your school or district. UserID is your user identification number. MM-DD-YY is the month, day, and year the file was created. HH-MM-SS is the hour, minute, and second the file was created. Fields in the File The file includes information about rosters. With the addition of Extract_State, Extract_District, Extract_School, Extract_Last_Modified_Time, Extract_Last_Modified_By Assessment Program 1, Assessment Program 2, Assessment Program 3, and Assessment Program 4, the columns are the same as those in the Roster CSV described in Chapter 5: Rosters.

169 7.12 Test Records Test Records creates a CSV file that lists the test type(s) and subject(s) in which a student is currently enrolled. Note: If your program uses the TEC CSV and plans to use the Test Record file to upload test information, be sure to delete the first three columns in the file (state, district, and school) before uploading the CSV. Name of the File When you save the Test Records download, the file will have the following name: KITE_TEC_Extract_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv Hint: OrgID is the organization identifier for your school or district. UserID is your user identification number. MM-DD-YY is the month, day, and year the file was created. HH-MM-SS is the hour, minute, and second the file was created. Fields in the File The file includes information about a student s test type(s) and subject(s). With the addition of Extract State, Extract District, Extract School Name, and Grade, the columns are the same as those in the TEC CSV described in Chapter 4: Students. Note: The test type codes and subjects are program-specific.

170 7.13 Users Note: Depending upon your organization and role, you may not be able to access this function. If the row does not display, the procedure is not allowed. Users creates a CSV file that lists the users and their role(s) in a particular school. When you create the file, you must select the school. The file contains a column for all of the roles available in Educator Portal and indicates if that role has been assigned to the user. Name of the File When you save the Users download, the file will have the following name: KITE_User_Extract_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv Hint: OrgID is the organization identifier for your school or district. UserID is your user identification number. MM-DD-YY is the month, day, and year the file was created. HH-MM-SS is the hour, minute, and second the file was created. Fields in the File The file includes information about the roles assigned to a user. You can see the user s name, educator ID (if applicable), address, and each organization to which the user belongs. If a user is assigned to more than one organization, they will appear on multiple lines in the CSV. For example, if an educator works in more than one school, they would appear on a line for each school in the CSV. All of the roles that the user is assigned for a particular organization appear on a single line of the CSV. For example, if the user is a Building Test Coordinator and a Building Principal, you would see an X in each column.

171 7.14 Reports The reports in Educator Portal are created after summative testing has completed in a state and the scores have been processed and recorded. Depending upon your assessment program and role you may or may not have access to these reports. Note: These reports contain data about summative assessments. The information contained in the report is available at certain times of the year. If you cannot access the reports, check with your organization to see if the reports are currently available. To print a report, perform the following steps. 1. Log in to Educator Portal. 2. Click the Reports menu. 3. On the left side of the screen, click the report name. Note: The choices available to you will vary depending upon your role in Educator Portal, your assessment program(s), and the data available after testing. Hint: KAP reports are under General Assessments. DLM reports are under Alternate Assessments. cpass reports are under Career Pathways Assessments.

172 Use the menus to select the report criteria. Note: Reports contain between one and four search criteria that must be selected. When a criterion has been selected, the number next to it will change to a green checkmark. 5. After all criteria have been selected, click a link to open a PDF of the report. Note: The links will vary depending upon the type of report. Hint: For information on interpreting the results in the report, see your organization s publications.