K-PAC Reporting Guide

Transcription

1 K-PAC Reporting Guide Access the K-PAC Report Web application by requesting access through the KSDE Application Portal. The KSDE Application Portal requires that permissions for log-in be approved by the district superintendent. 1. Access the portal at this link: 2. If you do not have a username and account already established, you will need to create one by clicking the Register button, entering your information, and selecting the appropriate district or building that you represent. 3. Select the Manage My Account link. This will open the user account management screen. 4. On the account management screen, scroll down until you find the K-PAC Report option. Click the checkbox and select the appropriate user type. Submit information by clicking button at bottom of page. Version 2.0 Page 1 of 7

2 5. The following link provides guidance on how to sign up for access to a KSDE application using the Application Portal: 1. Creating an Individual Student Record In order for a student to be included in the K-PAC Report application, the student must have a valid State Student Identification number. Certification information can be manually entered for an individual student by clicking on the Create Student Record link and entering the required data. All available certifications for the school year are included in the Certification Code dropdown menu. If entering a student manually, make certain that you choose to allow pop-ups for this website. Once required data is entered, click the Save button. A pop-up will appear asking you to verify the first and last name of the student associated with the student id entered. You will then click either approve or cancel. Version 2.0 Page 2 of 7

3 Note: Building and District users with Update or Submit access can enter student data for their respective organization level. If you do not want to enter student data in one at a time, the next sections explain how to create and upload a data file containing the necessary information. 2. Creating an Upload File Instead of manually entering multiple student records, the user can create a file containing the necessary data and upload the file to the K-PAC Report application. This file will be created in Microsoft Excel and will contain the same information that is entered on the manual entry screen. The column headings for the upload file are shown below. The complete file specifications can be found in the document on the welcome screen that is titled K-PAC Report Upload File Specifications. Remember that at least one test date and one certification code must be entered for each student, but the other test date and certification code fields are optional. Once the student data is entered in the correct format, the file should be saved as a CSV (Comma delimited) file. In the Save as type: dropdown menu, make sure that CSV (Comma delimited) is selected. 3. Uploading Student Records: Once the upload file has been created and saved on the user s computer, it can be uploaded to the K- PAC Report Application. The upload file option is located directly under the manual student data entry section on the Create Student Record page. To upload a file of student records, click the Browse button (1) and locate the file to be uploaded. Once the appropriate file is selected, click the Upload button (2). The upload and manual data entry processes can be used together. Once a file has been uploaded, the user can still add a student using the manual data entry method, and vice versa. Note: Building and District users with Update or Submit access can upload files for their respective organization level. Once the Upload button is selected, the file will be uploaded and the student records will be saved if there are no errors. If there are any errors in your upload file they will appear below the Upload button. Version 2.0 Page 3 of 7

4 The error(s) that a row contains is highlighted in red for your convenience. There is also an explanation of the errors below the error grid. Once any errors have been corrected (make corrections to the excel sheet and save on your computer), upload the corrected file and all students should now be saved. Version 2.0 Page 4 of 7

5 4. Verifying Submitted/Approved Records: All student information that is entered manually or uploaded is considered preliminary and is able to be edited and/or deleted by the user. To view all student information that has been entered, click the Submitted/Approved Records link in the left hand menu. The Submitted Records page should now display all the student information that you have entered. This page also provides the user with the opportunity to edit the information that was entered, delete a student record completely, and print the report with the currently available information. After you have verified that the information on this page is correct, you need to do nothing further. All students listed on this page will be available in the Reports section. Students that have been entered can be viewed by building level users, but because K-PAC Reporting is done at the district level, only users with the access level DISTRICT UPDATE are able to Edit or Delete student records. Version 2.0 Page 5 of 7

6 5. Reports Once student records have been submitted and appear on the Submitted/Approved Records page, they will be visible on the Report by Certification. The Report by Certification allows you to view All Students that you have entered certifications for, or to view a list of students that received a specific certification. These options are chosen from a dropdown in the upper left hand portion of the page. After a selection is made from the dropdown, clicking View Report will display those students that received the selected certification. 6. Helpful Notes Files used for upload can include any combination of students, in partial or complete rosters, that a district desires. A complete student roster can be submitted or individual students or groups of students can be uploaded. If a student is included in one upload but not in a subsequent upload, the results from the first upload will remain unchanged. Version 2.0 Page 6 of 7

7 A file specification document and sample excel template are available on the Welcome page of the K- PAC Report Application. Your students can be added to the template and it is ready to be uploaded. Version 2.0 Page 7 of 7