STAAR TOMS Quick Guide 2016 2017
Table of Contents System Requirements... 3 Log in to the System for the First Time... 3 Log In to TOMS... 3 Users... 4 Add an Individual User... 4 Search for a User... 4 Edit User Information... 4 Add a User Role... 5 Reactivate User Account... 5 Manage Students... 5 Search for an Existing Student... 5 Edit Existing Student Information... 7 Edit Test Information... 8 STAAR 3 8... Error! Bookmark not defined. STAAR EOC... 8 Prepare Technology... 9 Verify Technology Prerequisites... 9 Download from Software Center... 9 Manage Online Testing... 10 Search Sessions... 10 Sessions at a Glance... 11 View Testing Groups... 11 Download and Print Test Tickets... 12 Update Online Test Attributes... 12 MARCH 23, 2017 PAGE 2 OF 14
System Requirements TOMS STAAR QUICK GUIDE System functionality and screens may display, operate, or appear differently in different browsers and operating systems. The website is optimally viewed using a 1280 x 1024 screen resolution. The system is supported on the following web browsers: Google Chrome (Preferred browser by ETS) Mozilla Firefox (latest version) Internet Explorer 10 and above Safari Mozilla Firefox LTS Safari on ipad (all) Log in to the System for the First Time Once a user account is created, separate welcome emails that contain a username and a temporary password will be sent to the user. Users cannot log in to the system without the information provided in the welcome emails from the STAAR-noreply@ets.org address. Users must log in and establish a new password within 10 days. Passwords expire every 365 days. Log In to TOMS 1. Navigate to http://texasassessment.com. 2. In the Log In for Administrators box on the right side of the webpage, select STAAR Assessment Management System. 3. Enter the username and temporary password contained in the welcome emails. 4. Click Sign In. 5. Once the Change Your Password screen displays, enter the Temporary Password. 6. Enter and confirm a New Password, and click Continue. MARCH 23, 2017 PAGE 3 OF 14
NOTE: The password is case-sensitive. The new password cannot be the same as the temporary password and cannot include the username, first name, or last name. Passwords must be between 8 and 16 characters and include: a lowercase letter, a through z, an uppercase letter, A through Z, and at least one number, 0 through 9, or a symbol, such as!@#$%^&*( ). 7. In the Select Security Questions and Answers screen, select and answer three security questions. 8. Click Continue. Users Add an Individual User 1. In the left navigation pane, click Users > Add. 2. Under Demographic Information, enter the user information in the fields. 3. In the Roles section, click Select Organization. 4. In the Search field, enter at least the first three letters in the name or the CDC code. 5. Select the organization for the user. 6. Select a user role, and click Add Role. 7. In the Save User dialog window, click CLOSE. 8. Click SAVE. Search for a User 1. In the left navigation pane, click Users > View & Edit. 2. Enter search terms for the user. Search is available by Keyword, First Name, Last Name, Username, Email, staff ID, Organization, Status, and Role. 3. Click SEARCH. A list of search Results displays. Edit User Information 1. In the left navigation pane, click Users > View & Edit. MARCH 23, 2017 PAGE 4 OF 14
2. Enter search terms for the user. 3. Click SEARCH. A list of search Results displays. 4. In the list of search Results, select the appropriate user. 5. In the Actions column, click the Edit icon. 6. Edit any of the Demographic Information fields for the user, and click SAVE. Add a User Role 1. In the left navigation pane, click Users > View & Edit. 2. Enter search terms for the user. 3. Click SEARCH. A list of search Results displays. 4. In the list of search results, find the appropriate user. 5. In the Actions column, click the Edit icon. 6. In the Roles section, click Select Organization. 7. In the Select Organization dialog, under Search, enter at least the first three letters in the name or the CDC code. 8. Select the appropriate Organization from the list. A list of available user roles displays. 9. Select the role to be assigned to the user, and click Add Role. 10. In the Confirmation: User Role dialog, click CLOSE. The role is added to the user profile, and can be seen in the Roles in the System section. NOTE: repeat these steps to assign additional roles to the same user. 11. Click SAVE when complete. Reactivate User Account 1. In the left navigation pane, select Users, and then View & Edit. 2. Click Search to display all users for you organization. 3. Click Download Search Results for the template with your campus users. 4. Open and Update the spreadsheet using the following steps: a. Enter U in the Action column. b. Enter user names in First Name and Last Name columns. c. Enter organization and role codes in the Organization Code:Role Code column. i. Example: 101912###:CTC001 d. Enter user email addresses in the Email Address column. e. Enter Active in the Account Status column. f. Save the file as a CSV file. 5. In the left navigation pane, select Users, and then Upload. 6. In the Upload a File section, click Choose File in the Select Upload section. 7. In the File Upload window, locate your saved CSV file, and select Open. 8. Click the UPLOAD button. NOTE: Adding and editing user accounts is possible with this process. Manage Students Search for an Existing Student 1. In the left navigation pane, click Students > View & Edit. 2. Under Search for Students, select a Test Administration from the drop down menu. MARCH 23, 2017 PAGE 5 OF 14
3. Enter search terms for the student. Search is available by First Name, Last Name, PEIMS ID, Grade, and Organization. 4. Click SEARCH. A list of search results displays. The full PEIMS ID can be viewed by hovering the cursor over the masked PEIMS ID. NOTE: Download search results button appears, you can download the full list and verify demographics, student information, and test information. Add a filter and freeze panes in excel, and save file as xlsx instead of csv to save formatting, the Organization name is required for the download to be available. Register Students 1. In the left navigation pane, click Students > Register. 2. Select the Test Administration. 3. Type the PEIMS ID of the student you are registering 4. Click ADD STUDENT. a. If the red header with an error appears. Read the error message, the student might exist on for your campus already with a name different from your roster. b. If the error is related to a transfer from another campus submit a Student Add Request on SharePoint. c. If a blue header appears, with Retester Found, you can click YES, CONTINUE this will import pre-existing information for the student. d. If no pop-up appears, and the next page is the Student Profile page. i. Enter the Name, DOB, Sex, Grade, Local Student ID, and select your campus as the Home Campus ii. Prior to the testing window closing, transfer the student back to the actual home campus. Transfer Students Out 1. In the left navigation pane, click Students > Transfer 2. Select the Test Administration and complete all the fields required 3. Click Search, the students name will appear at below with a blue transfer icon. 4. Click on the icon, then on the next page select the District, Campus, and reason. 5. Click Save Transfer, and confirm the transfer MARCH 23, 2017 PAGE 6 OF 14
Import Student Ticket For online assessments, is a student is setup by another district/campus, usually for STAAR with embedded supports turned on by other campuses, then the testing campus can import a student s ticket. The import will change the home campus to the importing campus, you can then change the other tests to the testing campus. Remember to transfer the students out if this is not the home campus. 1. In the left navigation pane, click Online Testing > Manage Online Testing. 2. Choose from the Test Administration options. 3. Choose the correct Subject and Testing Grade option. 4. Under Organization, enter at least three letters of the name or CDC number, then elect the organization from the list. 5. Click SEARCH. 6. Click on the group icon to view the group where to student will be added. 7. Click IMPORT TICKET, information about import tickets is posted above this button. 8. Complete all fields, the information must match information in TOMS (not Chancery). 9. Click Search, then IMPORT. Edit Existing Student Information 1. In the left navigation pane, click Students > View & Edit. 2. Under Search for Students, select a Test Administration from the drop down menu. 3. Enter search terms for the student. 4. Click SEARCH. 5. Select the appropriate student from the list of search results. 6. In the Actions column, click the Edit icon. NOTE: When editing a student registration is not available, the View icon will appear. 7. Click the Profile tab, then edit any of the information fields for the student. 8. Click UPDATE. MARCH 23, 2017 PAGE 7 OF 14
Edit Test Information The window for editing paper registration closes before the tests are administered. The online registration window remains open until the end of the test window. STAAR EOC & 3-8 1. In the left navigation pane, click Students > View & Edit. 2. Under Search for Students, select a Test Administration from the drop down menu. 3. Enter search terms for the student. 4. Click SEARCH. A list of search results displays. 5. Select the appropriate student from the list of search results. 6. In the Actions column, click the Edit icon. 7. Select the Tests tab. 8. Change the test Mode as necessary, Paper/Online. 9. Online Only: If needed, select the Personal Needs and Preferences (PNP) C, L, T a. C Content Supports b. L Language and Vocabulary Supports c. T Text-to-Speech 10. Click UPDATE. MARCH 23, 2017 PAGE 8 OF 14
Prepare Technology TOMS STAAR QUICK GUIDE Verify Technology Prerequisites Testing coordinators and technology staff should review the technology infrastructure to ensure each school meets the minimum requirements for administering online tests. Use the Online Readiness Tools provide by ETS (https://tx-bandwidth.caltesting.org/) to determine the number of simultaneous testers. Download from Software Center MARCH 23, 2017 PAGE 9 OF 14
HISD PowerUp devices are required to use the Software Center. A document will be attached to the end of the guide. Connecting your device with an internet cable fixes most problems with failed downloads error message. Manage Online Testing Search Sessions 1. In the left navigation pane, click Online Testing > Manage Online Testing. 2. Choose from the Test Administration options. 3. Choose the correct Subject and Testing Grade option. 4. Under Organization, enter at least three letters of the name or CDC number, then elect the organization from the list. 5. Click SEARCH. MARCH 23, 2017 PAGE 10 OF 14
Sessions at a Glance The Sessions at a Glance window displays testing activity for the sessions included in Search Sessions. The table below describes the Sessions at a Glance icons. View Testing Groups 1. In the left navigation pane, click Online Testing > Manage Online Testing. 2. Choose from the Test Administration options. 3. Choose the correct Subject and Testing Grade option. 4. Under Organization, enter at least three letters of the name or CDC number, then elect the organization from the list. 5. Click SEARCH. 6. Under Session at a Glance, click on the View icon to view a Testing Group. The tables below describe the icons in the Status column and the Actions column. NOTE: Tests that have expired without having been opened will automatically be voided. Tests that have been opened but not completed by the end of the testing window will default to a score of S unless changed by the district. To request a test to be reopened within 2 hours of test closing contact the Student Assessment Online Team at 713-349-7460. MARCH 23, 2017 PAGE 11 OF 14
Download and Print Test Tickets 1. In the left navigation pane, click Online Testing > Manage Online Testing. 2. Enter the search terms for the session. 3. Under the Search Sessions results list, click on the View icon to view a Group. 4. Click the Print All Tickets & Rosters (PDF) to download test tickets for the entire group. 5. To print selected test tickets, check the boxes next to the student(s) name. Individual test tickets can also be downloaded in the Actions Column. 6. Click the Print Selected Tickets & Rosters (PDF) button. 7. If desired, enter search terms under Update Results to generate test tickets for another subject, grade, group, or test version within the same school. Update Online Test Attributes 1. In the left navigation pane, click Online Testing > Manage Online Testing. 2. Enter search terms for the session(s). 3. Under the Search Sessions results list, click on the View icon to view a Group. 4. Click the Test Attributes icon next to the student s test that needs to be updated. 5. Use the Change Score Code drop-down menu to change the score code. A Absent O - Other PW - Parental Wavier S - Score 6. Click any of the Accommodations check boxes that apply. 7. Click any of the Indicator check boxes that apply. 8. Click Submit. MARCH 23, 2017 PAGE 12 OF 14
Groups A campus can now create and manage groups in TOMS. Create Group 1. In the left navigation pane, click Online Testing, then click Groups. 2. Click on Create Group tab. 3. Select the Test Administration, verify Campus, type a Group Name to create, then press CONTINUE. 4. Under Select students to add to the group, select a Subject, Testing Grade, and MARCH 23, 2017 PAGE 13 OF 14
(optionally) Group from the dropdown lists to search for students to add. NOTE: The Personal Needs and Preference (PNP) checkboxes on this page are used for search criteria and do not add supports to student tests. 5. From the Results list on the left select a student or students to add to the online testing group. 6. Click the ADD TO button. 7. Once all appropriate students are added, click the SAVE GROUP button to move the student into the newly created group. MARCH 23, 2017 PAGE 14 OF 14