pearsonaccess ghsgt participation counts and user accounts july 22, 23, and 28, 2009

PearsonAccessGHSGT Participation Counts

and User AccountsJuly 22, 23, and 28, 2009

PearsonAccess – GHSGT Agenda

Single Login• Resource Materials• User Accounts• Contact Information (Profile)• Authorizations• Add Schools/Delete Schools/Change School Name• Participation Counts (Enrollment)• Additional Orders• Order Tracking

Training Center

Georgia Landing Pagehttp://www.pearsonaccess.com

Login Page

If you forget your password

Resource Materials

Click on User Documentation

User Guide and User Roles

PearsonAccess Landing PageAdministrative Management

Click on View User Accounts to view current users or to add

new users

Add a New User

Authorizations – User Roles • Proctors/Examiners – online testing

– Reset own password– View, add, delete, edit sessions– Student authorization tickets– Seal codes– Start/Stop Sessions– Resume test– Mark test complete– View student

Authorizations – User Roles• School Coordinators (Proctor roles with the addition of the below)

– Edit own user account and others at a same level or at Proctor/Examiner level

– Reset password at same level or at Proctor/Examiner level– View organization– View participation in a test administration– View administration details– Online testing – add, view, edit, delete sessions– Add/Remove students from session– View published reports

Authorizations – User Roles• System Coordinators (School Coordinator and Proctor

roles plus)– Export/Send user account file– Add contacts– Delete contacts– View/edit participation counts– View summary of participation counts– Submit student data upload files– Order additional materials– View/track initial shipment and additional orders

Ability to Add Multiple Users

Example of User Upload List

Note: the file must be in a csv format to upload to PearsonAccess

Upload User File

View Organization (System/School)

Click on System Name

Test Administration

Responsibilities

Mailing and

Shipping Address

Add/Delete/Change School Name

Click on View Organizations

Add a New School

Click on New Organization

Click on School to view all schools

Add a New School

Enter State School Code(3 digit System Code, 4

digit School Code)

Delete a School

To delete a school, click on the box to the left of the school name

and then click Delete

Change a School Name

Click on Edit and update the School Name

Click on Save

You may also mark a school as closed

Participation (enrollments)

Status of Participation Counts

Enter Participation Counts

Complete Participation Counts

To complete participation

counts

To Continue Entering Counts

Summary of Counts

Participation Counts – Summary

Item can be entered and updated until the day the window closes

Order Additional Materials & Tracking

Ordering Additional Materials

Click on the order to obtain tracking

information

Order Status and Tracking

Ability to track shipments, both initial distribution and additional orders

Implementation Schedule

• Winter GHSGT Participation/Enrollment Counts will be entered through PearsonAccess July 20-31

• EOCT Fall Mid-Month Administrations August 10 – 21, September 21 – 25, October 19 - 23, November 16 - 20

• Fall GHSGT additional materials order to be entered on PearsonAccess September 1 – September 24

• Winter EOCT Administration November 30 – January 8

Things to Do• Review User’s Guide • Become familiar with Training Site• Bring your questions to the workshops • Verify Profile information

– Contact name and phone number– Shipping and mailing addresses– Must contain fax number and e-mail address

• Verify school codes are up-to-date with current state school codes

Training Schedule• July

– User’s Guide posted – User Id’s for Training Site sent July 13– User Id’s for Live Site sent July 17– Detailed training for Systems via Elluminate

• July 20 - GHSGT participation counts, user accounts, contact information

• July 22, 23, 28 – review of participation counts, user accounts, contact information, introduction to EOCT online testing

• August– One on one trainings with Systems – Call Pearson to schedule

ContactsGeorgia Department of Education

GHSGTDr. Kay Ellen Rutledge 404-463-5047 krutledg@doe.k12.ga.us

EOCT Dr. Paula Rufus 404-656-5975

prufus@doe.k12.ga.us

Contact InformationPearson

EOCTRobin Jindrich-Cecil 800-627-7990 ext. 21-6973

GHSGTNancy Milder 800-627-7990 ext. 21-6476

georgia@support.pearson.com

Customer Service Center 1- 888-705-9414

PearsonAccessOnline Testing and Student

Upload filesJuly 22, 23, and 28, 2009

Pearson Access Home Page

PearsonAccess – Online Topics Covered in Training

• Navigation tips for Pearson Access• Student Data - Upload (SDU) Best Practices• Student Data - SDU Error Messages• Test Management – Register Students• Test Management – Manage Test Sessions• Test Management – Session Details• Test Results – View published reports• Test Results – Report List• Contact information

Navigation Tips for Pearson Access

Before you begin using Pearson Access, it is best to familiarize yourself with the navigation and data elements that you will see on every screen.

Using these elements will help you quickly find the test administration, organization,

task, and data that you’re looking for.

Global Navigation LinksAppear at the top of every screen

Global Navigation Links appear at the top of each page in Pearson Access to provide quick navigation to pages you may need to reference

while using Pearson Access

Tabs and Sub-tabs

Tabs and sub-tabs allow you to navigate quickly to specific screens. The current screen is indicated by the bold white text. For example, these

tabs show Test Management > Manage Test Sessions.

“Bread crumbs”

“Breadcrumbs” that show the navigation path to the screen. The underlined breadcrumbs are hyperlinks. Click on any of the links to

return to that page.

Change Administration

Name of the test administration you are viewing. Click Change to go to a different test administration. The administration change will apply to all

screens.

Change Organization

The name of the organization whose data you are viewing. Click Change Organization to view a different organization’s data within the same test administration. The organization change will apply to all screens.

Close Help Window

To close the Help window, click on the <<? This will close the Help windows on all screens. Click on the ? to reopen the Help window on all

screens.

Student Data Uploads• Student Data Uploads were formerly known as Pre-ID

files or Mass-load files• Most Student Data Uploads (SDU’s) will be sent to

Pearson by the Ga DOE Data Collections Division• SDU’s will be accepted from systems for EOCT Mid-

month and new student updates only for EOCT main administrations

• Pearson Access SDU file layout differs from data file submitted to GaDOE

• ALL students must be included on files sent to GaDOE regardless of testing method

Student Data Upload (SDU) Best Practices: What can an SDU accomplish?

• An SDU can:– register a student for a test administration– create a class and add a student to that class– assign a student to a test (paper/pencil and online)– modify existing “Student Registration” demographics

• An SDU cannot: – create an online test session– add students to an already existing online test session– modify a student’s Master Record demographics: First

Name, Last Name, Date of Birth, Gender or GTID– modify an existing test’s Class Name

SDU Best Practices:What resources are needed?

• Student Data File Upload Requirements• Student Data File Layout

– Emailed from Pearson at the start of an administration

– Posted on Pearson Access website– Check for the updated versions of these resources

at the beginning of each test administration

SDU Best Practices:Tips for a successful upload

• The header row MUST be removed prior to submission.

• SDU file must be saved as a .csv (comma-separated) file and uploaded in that format. Do not submit the file using .xls (Excel template default). Opening .csv file in Excel before uploading removes formatting. Use Notepad or text editor to review your file without losing formatting.

• Use Teacher Last Name field for your Class Name to make adding students to sessions easy

Send Student Data

Choose the Student Data

Tab

Then select the Send

Student Data link

Email Notifications for SDU files

Before uploading the

SDU, make sure to update

additional email

contacts.

SDU Best Practices:Overview of How to Submit an SDU File Within Pearson Access

On the Send Student Data Submission page, choose the appropriate Test Administration, click Browse to search for your Student Data File and then click Send.

Make sure your students are loaded to the correct

administration by

selecting from the

drop down list!

Select your SDU

file by browsing

here

SDU Best Practices:Overview of How to Submit an SDU File

within Pearson Access (cont’d)

Processing: It could take up to 24 hours for the file to be processed.

Successfully Completed SDU:

File Status of each SDU

submitted is shown here

SDU Error Messages

• You will receive an email that details any errors on your SDU file

• Status will change to ‘Complete’, ‘Complete with Problems’, ‘Rejected’

• Errors can be exported to Excel for easier resolution by systems

SDU Error Messages

Click on the messages link for file details

on the errors in the SDU file

SDU Error Messages

The number of records with each error is displayed. Click on the (+) to expand and show

each error or the (-) to hide that detail.

Test ManagementRegister Students, Manage Test Sessions and Resolve Student Alerts

Test Management – Register Students

• How are students registered?– Typically, registration occurs using an SDU upload

file. The main SDU will come from GaDOE and be uploaded by Pearson.

– Student data can be entered manually.

• Why Register Students?– Students must be registered to receive a pre-id label– For EOCT, students must be registered to be

assigned to a paper/pencil or online test

Test Management – Manage Test Sessions

• View/Create Test Sessions• Add registered students to a Test Session• Proctor Test Sessions

Test Management – Manage Test Sessions

To create a new test

session, click on New Session

Test Management – Create a new session

Enter your session name and

other required fields

Make sure to click on ‘Save’

Test Management – Create a new session

The new session now shows in your session list – no students are in the

session yet

Test Management – Add students to session

Click on ‘Add Students’ to bring students into your

new session

Test Management – Add students to session

Students can be added to sessions by class or by student

by changing the view here

Test Management – Add students to session

Select the students or class you would

like to add by checking the box

Then click on ‘Add to Session’ button

Test Management – Manage Test Sessions

To see a printable list of all sessions, click on the Adobe link for Currently Scheduled Sessions. Example is shown

below

Test Management – Manage Test Sessions

To view session details, click on

the session name

Test Management –Session Details

• Add Students to session• Remove/Move students from session• Proctor caching• Start/Stop session• Create session roster• Print Authorization Tickets• Find Seal Codes• Resume tests• Mark students complete

Test Management – Manage Test Sessions

Manage Test Sessions from Session Details

Screen

Test Management – Print Authorizations

Click on Authorizations to print the Student

Authorization Tickets and obtain Seal Codes

Test Management – Move Students

Select student to move by checking box, then click on

‘Move’

Test Management – Move Students

Students can be moved to a new or existing test session

if they have NOT started their test

Test Management – Start Session

Start the session

by clicking on

‘Start’.

Make sure you stop sessions

by clicking on ‘Stop’ after all students

have submitted their tests

Test Management – Resume Test

Test Management – Helpful tools

Click on

‘Schools’ view on the ‘Register Students’

page to see asummary of

the status of the Students in

your schools

Administrative Management – Helpful tools

From the

Administrative Management page

you can click on the link to Verify

Transmission Receipt to view the

transmission of student responses to

Pearson!

Administrative Management – Helpful toolsVerify Transmission Receipt

The

student selection screen is shown,

allowing you to choose

all students or search

for a particular student

Administrative Management – Helpful tools Verify Transmission Receipt

The student item status is shown for each item.

The Item Status Column will show

you if the item has been visited and if a response has been received

for that item. The Response column shown here will not

appear to system or school users.

Test Management – Helpful tools Verify Transmission Receipt

You can also link

to the Verify Transmission

Receipt from the Session Details page by clicking on ‘responses’ in

the Status column

Register Students – Helpful tools Reverse SDU

A ‘Reverse SDU’ file can be

requested to verify the

information entered for your students. The

Reverse SDU will be in the SDU data file layout

and will be placed on the ‘Test

Results’ page.

Test ResultsElectronic reports for online and paper testing will be posted to the Test Results page

Reports generated (i.e.Reverse SDU files) will also be posted under Test Results

Test Results -View Published Reports

Click on the Organization to bring up the list of reports

available

Test Results –Report List

Select report by clicking on report name in the ‘Report List’

Training Schedule• July

– User’s Guide posted – User Id’s for Training Site sent July 13– Detailed training for Systems via Elluminate

• July 13 - GHSGT participation counts, user accounts, contact information

• July 22, 23, 28 – review of participation counts, user accounts, contact information, introduction to EOCT online testing

• August– One on one trainings with Systems – Call Pearson to schedule

ContactsGeorgia Department of Education

GHSGTDr. Kay Ellen Rutledge 404-463-5047 krutledg@doe.k12.ga.us

EOCT Dr. Paula Rufus 404-656-5975

prufus@doe.k12.ga.us

Contact InformationPearson

EOCTRobin Jindrich-Cecil 800-627-7990 ext. 21-6973

GHSGTNancy Milder 800-627-7990 ext. 21-6476

georgia@support.pearson.com

Customer Service Center 1- 888-705-9414

Questions?