SChool-Plan DMM Student Assessment Reporting System

SChool-Plan DMM Student Assessment Reporting System System Administrator s Manual Version 4.5 506 Clyde Ave., Mountain View CA 94043 USA Phone: (650) 641 1262

Manual Revision History Date Version Revision 1 04/20/2006 4.5 Included information on setting the same default SIS and assessment for all users in the district 2 04/20/2006 4.5 Included Custom Test Setup and Report for A+ Scoring Module (scoring performance-based assessments) Page 2 of 29 Version 4.1

Contents 1 Introduction...5 1.1 Administration Menu Items...5 2 User Account Administration...7 2.1.1 Searching for a User Account...7 2.1.2 Creating a New User Account...8 2.1.3 Making Changes to an Existing User Account...10 2.1.4 Resetting User Passwords...11 2.1.5 Deleting Users...12 3 Checking Status of Data Uploaded...13 3.1 Checking Assessment Upload Status...13 4 Custom Test Setup and Completion Report for A+ Scoring...16 4.1 Completion Report...17 4.2 Checking SIS Upload Status...18 5 Customizing Data Presentations...19 5.1 Customizing Data Display of Profile Table for your District...19 5.1.1 Impact of changes to Profile Display...21 5.2 Customizing Data Display of Achievement Table Data for your District21 5.2.1 Score Selection Options for Achievement Display...22 5.3 Setting up Color Codes for Student Level Proficiency Display...23 5.4 Setting up Default SIS and Assessment for All Users in your District...25 5.4.1 Setting your Default SIS...25 5.4.2 Setting your Default Assessment...27 6 Generating Usage Reports using Login Status...28 Page 3 of 29 Version 4.1

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1 Introduction This manual is intended for users designated as School-Plan System Administrators. It can also be used by users who have been assigned rights to some or all of the system administrative functions. System administration can be divided into three broad sets of functions: 1. User account management 2. Checking the status of data uploads and generating reject logs 3. Customizing the display of demographics and scores in the application 4. Generating Usage Reports The fourth and most important function is related to data uploads into the system. Your district data is uploaded by as a free service. Since you will not be required to upload data into School-Plan DMM, functions related to that are not detailed in this manual. At the time of creating a user account, a user may be assigned permission to perform these functions. If a user is assigned all these functions then he/she becomes a system administrator. For example, at the time of setting up a user account for a principal, he/she can be given permissions to add other users and allow them to access campus level data (not the entire district data). Similarly a district administrator may be given the rights to add other users as well as to customize data views. Please be cautions in assigning these rights. Also see section 1.2 User Account Administration for more details. Note: Although data upload related functions are open to you as a system administrator, we ask that they not be used to avoid inadvertently deleting or changing uploaded data. See the function table in section 1.1 Administration Menu Items for a list of functions that are applicable to you (depending on the permissions you were assigned to all or some of these functions) and those that must not be used even when available. 1.1 Administration Menu Items The following table contains a list of all system administrative functions and their sub functions. Functions marked Applicable are those that can be used and those marked Not Applicable are related to data upload. The menu is organized into nine main areas (represented in bold font in the table below) each represented by a button when you access the administration main screen. When you click on any of these buttons, you either have ability to complete the function directly or it may be sub divided into a second level of menu items and in some cases a third level. This document contains details on how to access each relevant function. Page 5 of 29 Version 4.1

Function Description Applicable to School-Plan System Administrators? 1 Users Manage user accounts Applicable 2 Custom Test Administrative test setup for scoring module 2.1 Setup Test Setup test for A+ Scoring 2.2 Report Audit report on A+ scoring completion 3 Clients Customize new installations Not Applicable 4 Import Request Upload data Not Applicable 5 Import Status Check data upload status 5.1 Assessment Status Applicable 5.2 SIS Status Applicable 5.3 SPELL Status Not Applicable Some of the sub functions are applicable 6 Delete Test Delete uploaded test Not Applicable data 7 Delete SIS Delete uploaded Not Applicable student roster 8 Test Type Detail Some of the sub functions are applicable 8.1 Group Test Type Not Applicable 8.2 Subjects Not Applicable 8.3 Setup Test Type Some of the sub functions are applicable 8.3.1 Test Type Definition Some of the sub functions are applicable 8.3.2 Forms Not Applicable 8.3.3 Field Mapping Not Applicable 8.3.4 Expected Values Not Applicable 8.3.5 Profile Display Applicable 8.3.6 Achievement Display Applicable 8.3.7 Assessment Display Not Applicable 8.3.8 Color Display Applicable 8.4 Test Taken Not Applicable 9 Clear Cache Not Applicable 10 Login Status Applicable 11 Spell Wizard Not Applicable 12 Delete Spell Not Applicable Page 6 of 29 Version 4.1

2 User Account Administration If you have been assigned rights to manage user accounts for SChool-Plan DMM, you will see the Admin icon on the Application Menu (See Fig.1). You can then: 1. Search for a user account 2. Add new users 3. Edit user accounts 4. Reset user passwords when they forget passwords 5. Delete Users Fig 1: Admin icon and Users function on the Application Menu If you are a system administrator and have been assigned rights to administer accounts, you can add district level users, campus level users and teacher users. If you are a principal and have rights to manage accounts, you can add or manage other campus level and teacher level accounts for your school. 2.1.1 Searching for a User Account You may need to search for a user account: 1. When you want to add a new account and you want to make sure it does not already exist in the system 2. When you want to edit an account and need to locate it 3. When you want to delete an existing account Fig 2: Find User Screen showing search for all users whose user ID starts with Sa Page 7 of 29 Version 4.1

To find a user account, 1. Click on the Admin icon on the Application Menu 2. Click on the Users button 3. The Find User screen appears. It contains various parameters which you can use to locate a user. a. UserId You can search for a user using their UserId b. Role - You can search by type of user - district level users, sub district level users (where relevant), campus level users or teacher users, using this option c. First Name - You can search for a user using their First Name or a part of it. For example sarah would find all users whose first name is sarah; searching for sa finds all users whose names start with sa. d. Last Name - You can search for a user using their Last Name or a part of it e. Region Name - You can search for a user using their Region Name. For example, you can search for all ACOE users but this would not be relevant where the application is not installed as a state-wide installation with multiple regions f. Central Office Name You can search for a user using the name of the district or a part of it g. Sub-District Name You can search for a user using their subdistrict name or a part of it h. Campus Name You can search for a user using their campus name or a part of it, if you are not sure of how exactly the name was submitted into the database 4. To search for existing users, enter filter criteria in the text/drop down boxes and click Find Users button. You can use one or a combination of values to search for an account. For example, if you would like to search for all teacher users whose first name starts with Sa you can enter Sa for first name and select teacher as the user role from drop down box. 5. The page refreshes and the query results are listed in the Search Results area 2.1.2 Creating a New User Account You can create new users if you have been given rights to do so. Before adding a user account, use the Find User option to see if the user already exists in the system. 1. Click on Admin icon on Application menu 2. Click on Users button 3. On the last row of your screen click on New User button Page 8 of 29 Version 4.1

4. This brings up the screen to add a new user. All mandatory fields on this screen are marked with a *. See Fig. 3. Fig. 3: User profile screen to add a new user a. Enter a User ID. This can be both numeric as well as alphanumeric and may contain the special characters _ (underscore), @ and. (Period). It can be 40 characters long. b. Select the Role. i. If the user must have access to data for all schools, select Central Office User. If you would like to bypass one level of drill down, you can assign them permissions as a sub-district user. The data presentation will be the same as a district user where there are no separate sub districts and reduces one level of unnecessary drill down for the user. ii. For a principal who must access one schools data, select Campus Level User. Then from the drop down, select the name of the district, sub district and the campus. iii. For a teacher user, select Teacher User and then select his/her district, sub district, campus and then her name from the teacher list. The teacher ID number in the list may be longer than the one submitted from your student Information system. This is because SChoolPlan DMM prepends the ID with the campus number to make the ID unique across the district instead of just within his/her campus c. Enter users first and last name. Each of these fields may be 50 characters long. Last name is mandatory d. Enter phone number and email. These are optional entries only e. The system assigns a default password as password every time you setup a new account. You find the Set Password to password option checked by default for a new user. Page 9 of 29 Version 4.1

f. If you would like to force the user to change his/her password to a more secure one, check the option Force Password Change on Next Login g. Set user permissions using the last three check boxes on the screen. See next section for details on how to set permissions. h. Click Add User 2.1.2.1 Setting Permissions for Users As discussed in the introduction to this manual, you can set permissions for users so that they can: 1. Manage user accounts For this option, check the box Allow Users to Add Users. Also read Introduction for more details. 2. Check the status of data uploads and generate reject logs For this option, check Allow User to Import Test Data and Allow User to Setup Test Type 3. Customize the display of demographics and scores in the application Check Allow User to Setup Test Type 4. Generate Usage Reports If a user is assigned any one of the above three permissions, he/she is automatically assigned the right to generate usage statistics. Fig. 4: User profile screen showing options to set permissions for a user 2.1.3 Making Changes to an Existing User Account To edit a user account, search for it using search parameters and Find User option. 1. On the search results screen, find the user whose account needs to be edited 2. Click on Edit next to that user account. See Fig.5. Page 10 of 29 Version 4.1

Fig 5: Edit button on User Search Results screen 3. On the next screen make changes as required 4. You cannot change the User ID 5. If there were errors in the User ID, you will need to delete the account and recreate it. 6. Save changes 2.1.4 Resetting User Passwords If a user forgets his/ her password, it cannot be retrieved. Instead you can reset the password back to the default of password. To do this: 1. Find the user account using search parameters and Find User 2. Click on Edit 3. Check the box Set Password to password. See Fig. 6. Fig 6: Resetting password 4. You can also check force Password Change on Next Login to ensure that the user sets up a secure password. This is however optional only Page 11 of 29 Version 4.1

5. Save changes 6. Now the user can login with his/her user ID and password as the password 2.1.5 Deleting Users To delete a user 1. Locate the user account using Find User and search parameters 2. Click on Remove next to the user account you wish to delete 3. Confirm that you wish to delete the account 4. Fig 7: Remove Button to delete a user from User Search Results screen Page 12 of 29 Version 4.1

3 Checking Status of Data Uploaded When you submit data for upload into SCHOOL-PLAN, you will receive an email from SchoolCity confirming that data has been uploaded. You can then login and check when the upload was completed and also see if any records were rejected. To check the status of an import and see if any records were rejected, 1. Click on Admin icon on the Application menu 2. Then click on the button Import Status. See Fig. 1 Fig 1: Import Status Button 3. You can check on the status of upload of: a. Assessment status status of any assessment you submitted for upload b. SIS upload upload status of a roster extract you submitted from your student information system c. SPELL status This feature is not available at this time 3.1 Checking Assessment Upload Status 1. Click on Admin icon on the Application menu 2. Then click on the button Import Status. 3. Click on the tab Assessment status 4. You see a list of all assessments that have been uploaded Fig 2: Assessment upload status screen Page 13 of 29 Version 4.1

5. If the status is Staging to Production Completed, then the assessment has been successfully uploaded. Other status notifications displayed during the process of upload may be: a. Request Created: Request has been created by the user b. Input Staging Load Initiated: The process to load the file to the Input Staging table has begun c. Input Staging Load Complete: The process to load the file to the Input Staging table has completed d. Production Staging Load Initiated: The process to load the Production Staging tables has begun e. Production Staging Load Complete: The process to load the Production Staging tables has completed f. Production Update Scheduled: The user has approved the import and scheduled a production update g. Staging to Production Initiated: The process to load the Production tables has begun h. Staging to Production Complete: The process to load the Production tables has completed i. Import Rejected: The user has rejected the import j. Import Failed: The import has failed 6. To view the details of an upload, click on the + next to the name of the assessment Fig 3: Assessment upload status detail screen 7. This shows what roster the assessment was associated with at the time of upload Associate with SIS 8. It shows the X and Y axis labels for the pre-defined charts that can be invoked from the report panel; not from the charting module Page 14 of 29 Version 4.1

9. You can also see how many records were submitted in the file Records and how many were rejected Rejected 10. If you would like to see the reject log and the reason for rejection, request that data from SchoolCity 11. The Delete button deletes the Import Request only; this does not delete tests or cross reference files that have been successfully imported. The Delete button only clears the Import Request record. It is however advisable to retain it for reference Page 15 of 29 Version 4.1

4 Custom Test Setup and Completion Report for A+ Scoring Before teachers can enter scores on performance-based assessments, the system administrator is required to define the assessment and the scoring rubric in DMM. The teacher will then be able to select the assessment and enter scores using the A+ module. To define the assessment and scoring rubric: 1. Login with system administrator user account 2. Click on the Admin icon on the Main Menu 3. Click on the button Custom Test 4. To setup a new test for teachers to enter scores, click on New Test Name 5. Select roster for which scores will be entered 6. Enter a name for the test. If any teacher enters scores, the name of the test cannot be changed even in the edit mode. 7. Select the school year for which this test is relevant 8. Enter the start date and end date for the test scoring. Teachers will not be able to enter scores before the start date or after the end date. You can therefore pre-create tests and make them active as required, by changing the start and end dates 9. Select the subject from the drop-down. If you cannot locate the subject you require, click on Edit Subjects and enter the subject. Then return to this screen to select it 10. Click Next 11. On the next screen, enter the rubric and the description for each scoring level. Use the Add button to add as many scoring levels as required. At this time DMM only accepts numbers. You cannot enter a BB to mean Below Basic. This feature will be available in future releases 12. After entering the scoring rubric, click on the radio button to indicate which level is considered Proficient and which one is considered Advanced 13. Click Save 14. Now the test is ready for teachers to start entering scores Page 16 of 29 Version 4.1

Fig 1: Defining a test for scoring by teachers Fig 2: Creating the rubric 4.1 Completion Report DMM system administrator can generate a report to see which teachers have completed scoring an assessment. To generate this report, 1. Click on Admin on the Main Menu 2. Click on Custom Test 3. Click on Report tab Page 17 of 29 Version 4.1

4. Select the assessment for which you wish to generate the completion report 5. The resulting report lists names of all teachers and classes which have been scored on a test and also the teachers and classes who have not completed scoring 6. If required, you can extend the scoring time by editing the end date for the test. To do this, click on Custom Test, click the Edit button and change the end date to allow more time for teachers to complete scoring. 4.2 Checking SIS Upload Status 1. Click on Admin icon on the Application menu 2. Then click on the button Import Status 3. Click on the tab SIS status 4. This provides details on upload of roster extracts submitted from your student information system Page 18 of 29 Version 4.1

5 Customizing Data Presentations You can customize data displays for your district by selecting or hiding respective options from the Profile Table and Achievement Table. Fig. 1: Profile and Achievement tables 5.1 Customizing Data Display of Profile Table for your District The Profile Display table displays demographic and program information uploaded from the assessment files you submitted. You may choose to hide any of these parameters 1. Because some of parameters may not be represented at your district For example you may hide ethnicity Vietnamese if the district has no Vietnamese students 2. Because some information may be sensitive and must be turned on only when district administrators need to view it for the purpose of analysis and reporting. To show/ hide any parameters, Page 19 of 29 Version 4.1

1. Click on Admin icon on the Administration menu 2. Click on button Test Type Detail 3. Click on the tab Setup Test Type. See Fig. 2. Fig 2: Setup Test Type Screen 4. Click on Edit next to the assessment for which you wish to change the profile display 5. Click on the tab Profile Display. See Fig. 3. Fig 3: Profile Display tab 6. This brings up the Profile Display Selection screen. See Fig. 4 7. Check/ uncheck options as required. You cannot hide the number of students tested and gender 8. Save your changes 9. Repeat these steps for all assessments Page 20 of 29 Version 4.1

Fig. 4: Profile Display Selection Screen 5.1.1 Impact of changes to Profile Display It is important to remember that any changes you make to the profile table are also reflected on the following areas: 1. Student detail screen showing student individual profile information 2. Reporting parameters where you can define a sub group for filtering data 3. Charting module Reporting Parameters selection area 4. Query module Reporting Parameters selection area 5.2 Customizing Data Display of Achievement Table Data for your District Achievement display allows the end-user to determine which assessment values are displayed in the Student Achievement Table on the upper right hand side of the dashboard view (See Fig. 5). The table can display two scores at any point in time. For each of the two values, you can label each value and set a threshold level. Setting the threshold level allows then end-user to see if performance has fallen below the threshold (scores will be displayed in red if the threshold is not met) setup at the district level based on AYP or achievement goals. Page 21 of 29 Version 4.1

Fig 5: Achievement Display Selection screen To determine what scores you wish to display on the Achievement Table, 1. Click on Admin icon on the Administration menu 2. Click on button Test Type Detail 3. Click on the tab Setup Test Type. 4. Click on Edit next to the assessment for which you wish to change the profile display 5. Click on the tab Achievement Display. 6. See details for choices of scores available in the next section Score Selection Options for Achievement Display 5.2.1 Score Selection Options for Achievement Display On a Criterion Reference Test (CRT) like the California Standards Test (CST), you can choose to display any two of the four scores available at one time: 1. Met Minimum will display the Percentage of Students who are Proficient+ (proficiency level of 4 and 5) a. Enter a label of your choice for this score b. Enter your AYP proficiency target for that year as the Value 1 Threshold. This controls the red numbers in the Achievement table. For example, if you enter a threshold of 45, and if less than 45% of students are proficient + at any grade level, then the number is displayed in red on the Achievement Table c. NPR threshold is not applicable to CRT. 2. Percent Proficient will display the Percentage of Students who are Advanced (proficiency level of 5) a. Enter an appropriate label b. Enter a threshold based on what the goal for percentage of students at level 5 is c. NPR threshold is not applicable 3. Average Raw Score 4. Average Scale Score On a Norm Reference Test there are two scores that can be displayed: Page 22 of 29 Version 4.1

1. Average NCE displays the average Norm Curve Equivalent. You can set a threshold for Value 1 Threshold to control the red number display. Do not enter any value for NPR Threshold 2. Percentage of Students with a National Percentile Rank (NPR) above X (X being the NPR threshold you setup). a. For example let us assume that you wish to display the % of Students at or above the 50 th Percentile in the Achievement Table and the goal is that at least 66% of students should perform at that level. b. You will select %of Students with NPR > x as the Value to display c. Enter a label appropriately as % of Students with NPR at or > 50 d. Enter 66 and the Value 1 Threshold and 49 as the NPR Threshold. We enter 49 as the Threshold because we wish to include even those students who have scored at the 50 Percentile. 3. Grade Equivalent - Although you see an option to display Percentage of Student at or above GE, you will find that that field contains no data and will not display any scores if selected. On Local Assessments, score selection is specific to the test uploaded and the data that was submitted. 5.3 Setting up Color Codes for Student Level Proficiency Display This feature has been added to enable each district to setup their own color coding on proficiency levels for any test, including local measures. Only the administrator has the ability to setup color codes. 1. Click on Admin icon on the Application Menu 2. Click on the button Setup Test Type 3. Click on Edit next to the name of the assessment for which you wish to setup color codes. 4. Click on the Color Display tab. Page 23 of 29 Version 4.1

Fig 6: Color Display tab 5. The system presents a screen where you may select colors for a maximum of 10 proficiency levels. 6. To select a color, click on the dropper icon. 7. This will bring up a color palette. Click on the color of your choice. 8. Repeat this until a color is chosen for the required number of proficiency levels. Note: The color palette comes up in a new window. It automatically closes after you click on a color. However, if you click on the main screen before picking a color, the palette will be minimized. It may seem to not come up when you click on the dropper again. Please note that it is only probably minimized. Locate it on your Status Bar and click to bring it up again. Page 24 of 29 Version 4.1

Click on the dropper to bring up the color palette Select a color from the palette by just clicking on the color of choice Fig 7: Color selection palette 5.4 Setting up Default SIS and Assessment for All Users in your District As the DMM System Administrator you can setup a default SIS and assessment for all users in your district. This means that all users will see the SIS and assessment you selected as the first data set when they login. Users do have the flexibility to change that using their own My Settings option. 5.4.1 Setting your Default SIS To select an SIS and set it as the default for all users in the district: 1. Login as a DMM system administrator 2. Click on My Settings on the Navigation Bar. See fig.8. 3. To select an SIS, click on the radio button for Set Default Student File. Fig. 8: My Settings option on Main Menu Page 25 of 29 Version 4.1

Fig.9: Set Default Student File (SIS) option 4. On the next screen, if this is the first time you are using this option, the default SIS will be none unless your DMM System Administrator has set a default for all users in your district. 5. Select the SIS you would like to set as your default from the drop-down. Fig. 10: Selecting default SIS from drop-down of available options 6. Click Apply 7. The system requests confirmation of selection. Click OK. 8. The screen refreshes and shows the SIS of your choice in the drop-down (the drop down will not have a dark blue background). See fig. 16. 9. The system displays a notification that your selection will take effect when you login to the application the next time. 10. If you would like it to become effective right away, logout of the application by clicking on Logout on the Navigation Bar and login again. 11. Now the SIS you selected will always be your default SIS every time you login to SChool-Plan DMM and will not be affected by any future uploads. Caution: Please note that if you have not set a default SIS, you will automatically see the last uploaded SIS as the default when you login. If you have set a default SIS, please ensure that you check for more recent uploads frequently. SchoolCity will refresh your SIS (Student Roster) frequently. The frequency may vary from district to district based on the terms of your MOU/ Contract. To check for recent updates and change your default SIS, repeat the steps above and select a more recent SIS from the drop-down. A more recent upload Page 26 of 29 Version 4.1

of SIS can be identified by it s name. For example, SIS 04-05 Q3 (SIS for School Year 2004-05 Quarter 3) would be more recent than SIS 04-05 Q1. Fig. 11: Screen display reflecting your choice of default SIS 5.4.2 Setting your Default Assessment To select an assessment and set it as the default: 1. Click on My Settings on the Navigation Bar. See fig. 11 2. To select an assessment click on the radio button for Set Default Assessment 3. On the next screen, select the assessment you would like to set as your default from the drop-down 4. Click Apply 5. The screen refreshes and shows the assessment of your choice in the drop-down (the drop down will not have a dark blue background) 6. Your selection will take effect when you login to the application the next time. 7. If you would like it to become effective right away, logout of the application by clicking on Logout on the Navigation Bar and login again. 8. Now the assessment you selected will always be your default every time you login to SChool-Plan DMM and will not be affected by any future uploads. Caution: Please note that if you have not set a default assessment, you will automatically see the last uploaded test as the default when you login. If you have set a default assessment, please ensure that you check for more recent assessment uploads frequently. SchoolCity will upload new assessment data as and when it is submitted by your district as set forth by the conditions on the MOU/Contract. To check for recent updates and change your default assessment, repeat the steps above. Note that even if you have set a default SIS and Assessment, you can change them as you view data by using the Show Student File and Assessment option at the bottom of your screen. Page 27 of 29 Version 4.1

6 Generating Usage Reports using Login Status The Login Status module is a tracking tool to keep track of the total number of times users have accessed SchoolCity SCHOOL-PLAN application within a given number of days. Fig 1: Login Status from Admin Screen T generate a Login Status report, 1. Login to the SCHOOL-PLAN application as application administrator 2. Click on the Admin icon from the Application Menu 3. Click on the Login Status button from the list of buttons 4. The Login Status page will be displayed. See Fig. 2. Fig 2: Login Status Screen 5. The Login Status window contains a From and To input box followed by the Submit button. 6. Enter the data range for which you wish to generate a report. 7. Click on the Submit button. 8. A report as seen in Fig. 3 is displayed showing how many times the application was accessed on each day and the total for the date range you entered. Page 28 of 29 Version 4.1

Fig 3: Usage report showing number of times the system was accessed in the data range specified Page 29 of 29 Version 4.1