data management manual 2018-2019 - dynamic learning maps · data management manual 2018-2019 rev:...

Data Management Manual 2018-2019 Rev: 10/25/2018 1 of 131

[email protected] Service Desk Support 1-844-675-4479

DATA MANAGEMENT

MANUAL 2018-2019

ELA, MATH, AND SCIENCE

Publication Date: 10/25/2018

All screenshots, data dictionaries, and templates shown or referred to in this manual are

accurate on the publication date noted above.

When this manual is updated, the Revision Date will also be updated. A summary of

changes is included in the Appendix under Document History.

D Y N A M I C L E A R N I N G M A P S ® C O N S O R T I U M

C O P Y R I G H T © 2 0 1 8

mailto:[email protected]



FINDING HELP

When the information in this manual and resources from your state Dynamic Learning

Maps® (DLM®) webpage do not lead to solutions, these contacts can provide additional

support.

HINT: Print this page and keep it handy!

For these topics: Contact:

Kite® Student Portal installation

General computer support

Internet availability

Display resolution

Issues with sound, headphones, speakers, etc.

Local technology

representative

How to use the Kite Student Portal and the Kite

Educator Portal

Training requirements

Assessment questions

Assessment scheduling

Local assessment coordinator

Data issues (rosters, enrollment, etc.)

The DLM Service Desk*

1-844-675-4479 (toll-free) or

[email protected]

Test invalidation requirements

Student IEP requirements

Test window dates, extensions, requirements, etc.

Test resets (may take up to 72 hours)

State Education Agency

*When contacting the DLM Service Desk:

Do not send any Personally Identifiable Information (PII) for a student via email.

This is a federal violation of the Family Education Rights and Privacy Act (FERPA).

PII includes information such as a student’s name or state identification number.

Each state has unique PII requirements. Please check with your assessment

coordinator to find out what student information can be legally emailed in your

state.

Do send

o your contact information (email address and name)

o the state and district in which your school is located

o error messages, including the testlet number if applicable to the problem

o the Service Desk ticket number when following up on a previously

submitted issue





DATA MANAGEMENT MANUAL

2018-2019

CONTENTS

Audience and Purpose ............................................................................................................ 5

What’s New in This Version ................................................................................................. 5

INTRODUCTION ............................................................................................................ 6

About the Dynamic Learning Maps® Alternate Assessment System ............................ 6

About Kite Student Portal and Educator Portal ................................................................. 6

Access Additional Resources ................................................................................................. 7

CHECKLIST TO MANAGE DATA ................................................................................ 8

STATE ORGANIZATIONS AND AUTHORITY ....................................................... 11

The State Organizational Table .......................................................................................... 11

Provide Updated State Data to the DLM Alternate Assessment Consortium ..........................11

State-Level User Accounts ................................................................................................... 12

EDUCATOR PORTAL PROCEDURES FOR DATA MANAGERS ....................... 13

Overview ................................................................................................................................. 13

Required Software ................................................................................................................. 14 Supported Browsers ..........................................................................................................................14 Spreadsheet-Editing Software ..........................................................................................................15 PDF Viewer .........................................................................................................................................16

Manage User Data ................................................................................................................. 16 Overview .............................................................................................................................................16 User Roles ...........................................................................................................................................17 Create a User File ...............................................................................................................................27 Upload a User File .............................................................................................................................36 Add a User Manually ........................................................................................................................39 Assign a User Role or Organization ................................................................................................43 Merge Multiple Accounts .................................................................................................................48 Resend the Kite Activation Email Message ....................................................................................49 Activate or Deactivate a User ...........................................................................................................52 View Users Extract .............................................................................................................................55 View Training Status Extract ............................................................................................................56




Manage Enrollment Data ..................................................................................................... 57

Create an Enrollment File .................................................................................................................57 Upload an Enrollment File ...............................................................................................................69 Change Enrollment Data Previously Uploaded ............................................................................72 Add a Student Record Manually .....................................................................................................72 Edit a Student Record Manually ......................................................................................................82 Find a Student ....................................................................................................................................86 Messages in Educator Portal ............................................................................................................87 Remove a Student from Educator Portal ........................................................................................87 Remove Multiple Students at One Time from Educator Portal ..................................................92 Upload a TEC (Test, Exit, and Clear) File .......................................................................................96 View Current Enrollment Extract ....................................................................................................98

Ensure Manage Student Moves and Transfers ................................................................ 99 Transfer a Student Manually ..........................................................................................................100 Transfer Multiple Students Using CSV Upload Templates .......................................................105

Manage Roster Data ............................................................................................................ 107

Create a Roster File ..........................................................................................................................107 Load a Roster File ............................................................................................................................113 Change Roster Data or Remove a Roster ......................................................................................115 Create a Roster Manually ...............................................................................................................119 View Roster Extract .........................................................................................................................121

Manage Data Verification and Revisions ....................................................................... 122 Why Data Verification and Revision are Important ...................................................................122 When to Conduct Data Verification and Revisions ....................................................................122 Data Manager Actions .....................................................................................................................123 Use the Data Extracts for Data Cleanup .......................................................................................125 The Educator Portal User Guide ....................................................................................................125 Where to Find Help .........................................................................................................................125

Troubleshooting .................................................................................................................. 126

Common View Access Issues .........................................................................................................126 Common Data Upload Issues ........................................................................................................126 System Error Messages ...................................................................................................................126 Service Desk Assistance Required .................................................................................................128

Reports and Data Extracts .................................................................................................. 128

GLOSSARY ................................................................................................................... 129

STATE APPENDIX ...................................................................................................... 131

Document History ............................................................................................................... 131




AUDIENCE AND PURPOSE

The DATA MANAGEMENT MANUAL for the Dynamic Learning Maps® (DLM®) alternate

assessment provides data managers with information about gathering, editing, and

uploading user, enrollment, and roster data in Educator Portal. Data managers primarily

maintain educator, student, and roster data.

WHAT’S NEW IN THIS VERSION

Information about these topics has been added or enhanced in this version.

Topic

Starting

Page

Updated Enrollment Field Definitions for entering Accountability

District and School

59

Updated Access Profile to Personal Needs and Preferences (PNP)

profile

Throughout

Updated name KITE Client to Kite Student Portal Throughout

Updates to reflect DLM website enhancements Throughout

Updated screenshots to reflect Educator Portal enhancements Throughout

New section Include Leading Zeros in an Upload File 28

Updated screenshot and hint regarding the required Educator

Identifier field from the 8/02 software release

39

New table Student Upload Definitions 75

Glossary: Updates and revisions to language in some entries 129

A more comprehensive list of changes to this manual prior to this release is included in

the Appendix under Document History on page 131 of this manual.




INTRODUCTION

ABOUT THE DYNAMIC LEARNING MAPS® ALTERNATE ASSESSMENT

SYSTEM

The Dynamic Learning Maps (DLM®) Alternate Assessment System assesses what

students with the most significant cognitive disabilities know and can do in DLM

assessed subjects areas in grades 3 through 8 and high school. The department of

education in each state determines which subjects and grades are assessed. The DLM

system provides accessibility by design and is guided by the core beliefs that all students

are to have access to challenging, grade-level content, and test administrators must

adhere to the highest levels of integrity in providing instruction and in administering

assessments based on this challenging content.

ABOUT KITE STUDENT PORTAL AND EDUCATOR PORTAL

Kite® Student Portal was designed to deliver the next generation of large-scale

assessments and was tailored to meet the needs of students with the most significant

cognitive disabilities. Educators and students use two of the four applications in Student

Portal. Students and educators each see a different part.

Students have accounts in Kite Student Portal.

Assessments are delivered to students through the use of a customized

secure interface called Kite Student Portal. Users can access Student

Portal via https://dynamiclearningmaps.org/kite, where directions for

downloading Student Portal are available for various device types.

Once launched, Student Portal prevents students from accessing

websites or other applications during testing. Practice activities and

released testlets are also available using demo student accounts

through Student Portal. Educators and staff do not have accounts in Kite

Student Portal.

Staff and educators have accounts in Kite Educator Portal.

Educator Portal (EP) is the administrative application in which staff

and educators manage student data and retrieve reports. Users can

access EP via https://educator.kiteaai.org. For information on working

within EP, see the EP sections of this manual and the EDUCATOR

PORTAL USER GUIDE on the DLM website.


https://dynamiclearningmaps.org/kite

https://educator.kiteaai.org/



ACCESS ADDITIONAL RESOURCES

Additional resources for managing data and administering testlets are available on the

DLM website. Resources are provided by the DLM Alternate Assessment Consortium,

and state-specific resources may also be available.

To access resources for your state and role, follow these steps:

1. Go to the DLM website http://dynamiclearningmaps.org.

2. Hover over the States tab to reveal a list of states.

Select your state.

HINT: Bookmark the page or save it to your favorites for quick access later.

Standard resources available across all states that support data management include

DATA MANAGEMENT

MANUAL (PDF)

Supports data managers in gathering, editing, and

uploading user (test administrator/staff), enrollment

(student), and roster (assigning students to test

administrators) data via EP.

EDUCATOR PORTAL USER

GUIDE (PDF)

Supports test administrators in navigating EP to access

assessment information, including student data and

reports.

Educator Portal Help

Feature

The Help button has frequently asked questions and

answers for various EP tasks.


http://dynamiclearningmaps.org/



CHECKLIST TO MANAGE DATA

HINT: Print these pages and keep them handy!

The key duties of the local data manager are to gather, verify, and upload educator

(teacher, test administrator, examiner), student, and roster data into Educator Portal (EP)

and to update records as needed. A brief summary of key responsibilities and steps is

summarized in the table below. A more detailed description of roles in EP can be found

in User Roles beginning on page 17 of this manual.

Data managers are to work with the assessment coordinator to align any state-provided

calendar on their state’s DLM webpage and to determine due dates to meet their district

assessment schedule.

Step

1. Read this Data Management Manual.

2. Use the resources on the state’s page to become familiar with the DLM

alternate assessments and the procedures to prepare the district’s data. See

Access Additional Resources on page 7 of this manual.

3. Log in to Educator Portal (EP) and complete the security agreement. The

security agreement must be accepted each year. See the Educator Portal User

Guide for the procedure.

4. Review the district’s information inside the State Organizational Table.xls

located on the state’s DLM webpage. Alert the State Education Agency (SEA)

representative about new or changed schools in the district or of any other

corrections needed. Include new or closed charter schools, a new or closed

building in the district, a name change of an existing school and any edits to

the name of a district or building that are needed.

5. Collect educator, student, and roster data. Use the instructions in this manual

and the templates to prepare user, enrollment, and roster files. Comma-

separated values (CSV) templates are available on the state’s DLM webpage

for states that allow district uploads. Templates must always be saved as a

CSV file. Some state agency staff upload all files. Check with the assessment

coordinator before completing any uploads.





Step

6. Verify data for accuracy.

7. Review and confirm user data from the previous year. Deactivate accounts for

users who are no longer active in the district for the DLM alternate

assessment. Users are not to have multiple email addresses in EP. Typically,

one user account can manage multiple tasks in a district. If a single user with a

Teacher role has multiple accounts with different email addresses, contact the

DLM Service Desk to consolidate the accounts in EP and in Moodle. A teacher

may serve multiple schools or districts but still have only one account in EP

with only one email address as the user log in in EP.

8. Send a test email message to users to verify the accuracy of email addresses.

9. Confirm that students and educators are linked to correct schools in the User

Upload and Enrollment Upload Templates.

10. Confirm students are linked to the correct test administrator in the Roster

Upload Template.

11. Manually update existing users or upload new users to EP, using either the

User template file upload or the user interface. All fields of a user account

may be edited to ensure the account is current.

12. Assign a role or roles to each user as needed. See Assign a User Role or

Organization on page 43 of this manual.

13. Upload Enrollment File template or enroll students using the user interface.

14. Upload Roster File template or add rosters using the user interface.

15. Notify the assessment coordinator and educators when data uploads are

complete.

16. Manage student moves as needed. See Manage Student Moves and Transfers

on page 99 of this manual.





Step

17. Manage data verification and revisions (changes to user, enrollment, and

roster data) promptly and in alignment with any state-provided calendar on

the state’s DLM webpage. See the Educator Portal User Guide for information

about reports and data extracts.




STATE ORGANIZATIONS AND AUTHORITY

NOTE: The state provides data to set up an organizational file before the district

data manager can begin work the first time in preparation for the assessment

window.

THE STATE ORGANIZATIONAL TABLE

This section describes the duties of the State Education Agency (SEA) representative

who has the State Assessment Administrator role in Educator Portal.

The DLM® Alternate Assessment Consortium states organize educational units in a

variety of structures. Some states organize districts into regions; other states define the

smallest unit as a school or a building. The Kite system defines the smallest unit in a

district as a school, and the system has been designed to accommodate many

centralized, distributed, and decentralized organizational structures.

Before uploading users in a state into Educator Portal (EP) the first time, the SEA must

provide the DLM Alternate Assessment Consortium with a current state organizational

table.

HINT: Each state’s organizational table is located on the DLM state webpage

under the Template tab. If unable to locate the state’s organization

table, check with the State Assessment Administrator.

Follow the structure in the state’s organization table closely because data in the user,

enrollment, and roster files will not load unless the organization information exactly

matches information in the state organizational table.

PROVIDE UPDATED STATE DATA TO THE DLM ALTERNATE ASSESSMENT CONSORTIUM

States are responsible for annually updating their state organizational table in mid to

late July. The SEA will use the state organizational data templates found on the secure

side of the DLM website. When completed, the templates are to be emailed to DLM-

[email protected] for the update to take place. The organizational tables in the Kite

system must be updated before any other uploads are attempted. After receiving

confirmation that the table is updated, state and district data managers can then begin

uploading User, Student, or Roster Template Files or edits in the user interface. Best

practice is to do the primary organizational table update in the summer, although,

updates can be made any time throughout the year on an as needed basis.






STATE-LEVEL USER ACCOUNTS

Each state must define its own distribution of authority and responsibility for tasks

associated with the DLM alternate assessment. For example, a state may retain all

authority and responsibility for assessment coordination and data management or

distribute parts of that authority to assessment coordinators and data managers at the

regional, district, or school level.1

After defining the state organizational table in EP, the State Assessment Administrator

(SAA) must also provide a user file with data for any additional state-level staff who

need SAA access. DLM staff will load this information and set the roles and permissions.

DLM staff will use EP to set up the highest level user account at the state level (i.e., the

SAA). The SAA can then set up user accounts at the next level, such as new District Test

Coordinators. States that wish to use a completely centralized model do not need to set

up additional user accounts other than test administrators.

1Regardless of the organizational structure, this manual refers to assessment

coordinators and data managers outside the SEA as local.




EDUCATOR PORTAL PROCEDURES

FOR DATA MANAGERS

This section outlines the step-by-step procedures a data manager will use in EP.

HINT: Always use the most recent edition of the DATA MANAGEMENT

MANUAL.

OVERVIEW

Several procedures are necessary to successfully upload the required data to Educator

Portal (EP). To understand the complete process, review the entire series of procedures

and the required and optional steps before beginning the process.

EP is the administrative application in which staff and educators manage student data

and retrieve reports. EP operates with related tables of data. Upload files in the

following order so that records and relationships are correctly linked:

1. The user file creates user accounts for state and district users. Users remain in EP

from year to year and their information is not to be uploaded again. If necessary,

edits can be performed in the user interface in EP (e.g., email or last name change).

2. The enrollment file creates student records in EP, allowing student access to Kite

Student Portal.

3. The roster file groups students by subject rosters and links students to their test

administrators by the educator identifier so they can access their students’

information in EP.

The following are key fields that link these tables:

District and School Identifiers (state organizational table)

Educator_Identifier (links a test administrator to a roster of students)2

State_Student_Identifier (uniquely identifies a student)

User Email (also the educator username for EP)

2The Educator Identifier is required for users with the role of Teacher.




HINT: Note fields are included in more than one file. The data in these fields

must match across files, especially when the same data applies to

multiple records (e.g., Attendance_School_Program_Identifier in the

enrollment file will apply to many students and must match the

organization value in the user file). Copy and paste identical data to

avoid typographical errors.

When uploading data in batches (e.g., by district or school), EP requires the use of one of

three comma-separated value (CSV) data upload templates: User Upload Template,

Enrollment Upload Template, and Roster Upload Template. An additional file is

available to exit batches of students called the Test, Exit, and Clear (TEC) Upload

Template. All files must be saved and uploaded as CSV files. Working in small batches

makes finding and fixing data-upload issues easier.

HINT: For states that allow uploads by district data management, the

templates are available on the state DLM web pages on the Template

drop-down menu. The templates are also available in EP.

Each of the following sections provides a summary of the steps for uploading the CSV

files. Also provided are the field names and definitions for each field in these files. These

field definition tables include a list of fields in the same order in which they appear in

the CSV upload template.

REQUIRED SOFTWARE

SUPPORTED BROWSERS

See the Kite Requirements webpage to choose a supported browser that will work well

with EP. For more information on browsers and technology in a district, see the

TECHNOLOGY SPECIFICATIONS MANUAL or consult the district technology personnel.

To access the Kite Requirements webpage, follow these steps:

1. Go to www.dynamiclearningmaps.org.

2. Click Kite® SUITE.


http://dynamiclearningmaps.org/requirements

http://www.dynamiclearningmaps.org/



3. Click Requirements.

4. Look for the information on Kite Student Portal installation under Instructions.

SPREADSHEET-EDITING SOFTWARE

Data managers will need access to Microsoft® Excel or other spreadsheet-editing

software to manipulate the DLM templates for CSV uploads.




PDF VIEWER

Educators and test administrators will need Adobe Acrobat Reader DC or other

software that allows them to view and print PDFs from EP.

MANAGE USER DATA

OVERVIEW

Use the User template upload file to create unique user accounts in EP that have

permissions to access specific student data within the assigned school or district. Users

include teachers, test administrators (examiners, proctors), data managers, and

assessment coordinators. Typically, technology personnel do not need EP access, but

they may have an account if they serve as backup for a role that requires access.

Creating a new user account is a multistep process in which a data manager uploads a

user’s information through a User template upload file. If users require a different role

or additional roles, assign those using the Assign a User Role or Organization procedure


To activate a user account, the user completes steps from the system-generated

activation email message. The flowchart below shows an overview of the steps required

to upload and activate a user account in EP. Data management activities include adding

additional roles or changing a user’s role and resending the account activation message.


https://get.adobe.com/reader/



USER ROLES

Role in EP Description

State Assessment

Administrator (SAA)

This role is only for staff at the State Education Agency

(SEA) and assignment of this role is an SEA decision.

Educators with this role have the highest level of permissions

in the state and can perform most data management and

instructional oversight functions in EP for any district within

their state.

The SAA role

has access to all reports and extracts and can create all

roles except a parallel role of another SAA

can edit in EP the organization name only

can transfer students between districts within their state

can edit and save the Personal Needs and Preferences

(PNP) Profile

can only view the First Contact (FC) survey

determines and assigns the role of District Test

Coordinator for each district

Who Assigns the

SAA Role in EP?

A Service Desk agent assigns the role of SAA based on SEA

communication.

District Test

Coordinator (DTC)


in the district and can perform most data management and

instructional oversight functions in EP for their district.

The DTC role

has access to all district reports and extracts

can edit and submit the FC survey

can edit and save the PNP Profile for test administrators

in the district

can add users to all available roles at the district and

building levels except the parallel role of District Test

Coordinator

Who Assigns the

DTC Role in EP?

Only an SAA can assign a DTC user or authorize in writing

to the DLM Service Desk agent to assign the DTC role.

Each state prescribes who fulfills this user role.

This role can be a good match for assessment coordinators,

district data managers, or assistant district administrators.





District

Superintendent

(SUP)

An educator with this role has permissions to perform most

data management functions.

The SUP role

can view all district reports and extracts

can only view PNP Profile

can only view the FC survey

can assign roles at the building level only

Who Assigns the SUP

Role in EP?

The SAA or DTC can assign this role. This role is typically

limited to the district superintendent. Assigning this role is

a district decision unless contrary to SEA guidance.

District User (DUS)

An educator with this role has permissions to perform most

of the same data management functions as a DTC.

The DUS role

can view most district reports and extracts

cannot access Individual Student Score Reports

can edit and save the PNP Profile

can only view FC survey

can assign roles at the building level only

Who Assigns the

DUS Role in EP?

The SAA or DTC can assign this role. Assigning this role is

a district decision unless contrary to SEA guidance.

This role can be a good match for district data managers,

assessment coordinators, district administrators, or district

program directors.

Building Test

Coordinator (BTC)


in their building and can perform most of the data

management and instructional oversight functions in EP for

their building.

The BTC role

has access to all EP reports and extracts at the building

level


can edit and submit the FC survey for test administrators

in their building

can add teacher and proctor roles only

Who Assigns the BTC

Role in EP?

The SAA, DTC, SUP, or DUS can assign this role. Assigning

this role is a district decision unless contrary to SEA

guidance.

This role can be a good match for building assessment

coordinators or building principals.





Building User (BUS)

Educators with this role have permission to perform some of

the data management functions for their building. The BUS

role

has access to some reports and extracts


can only view FC surveys

can add teacher and proctor roles only

Who Assigns the BUS

Role in EP?

The SAA, DTC, SUP, or DUS can assign this role. Assigning

this role is a district decision unless contrary to SEA

guidance.

This role can be a good match for building data managers.

Teacher (TEA)

Educators with this role are typically test administrators and

have access only to the records for those students linked to

their account by a roster.

The TEA role

has access to EP reports and extracts associated with

students on their rosters

may have access in EP to Individual Student Score

Reports depending on SEA provided permissions3

can edit and save PNP Profiles

can edit and submit FC surveys

Note: Educators with this role must have a unique Educator

Identifier associated with their account.

Who Assigns the TEA

Role in EP?

The SAA, DTC, SUP, DUS, BTC, or BUS can assign this

role.

This role is a necessary match for an educator who is the test

administrator and administers testlets to students.

Proctor (PRO)

An educator with this role is limited to the functions of test

administration only and has a very limited view of EP

reports.

The PRO role can

view the FC survey

view the PNP Profile supports

Who Assigns the

PRO Role in EP?

The SAA, DTC, SUP, DUS, BTC, or BUS can assign this

role.

3 In most states, the Individual Student Score Reports are provided to the test

administrator by their district or building assessment coordinator and not in Educator

Portal.




Roles and Permissions in Educator Portal

This table shows the permissions for common roles in EP. Upload refers to completing

the task using a CSV file upload. Manual Actions refer to completing the task through

the user interface in EP. CSV means comma-separated values.




Manual Actions in the User Interface

Roles at the

District Level

CSV

Uploads at

the District

Level

Reports at the

District Level

Users at the

District Level

Rosters at the

District Level Students at the District Level

District Test

Coordinator

(DTC)

- User

- Enrollment

- Roster

- TEC

- Blueprint Report

- Student Progress

- Class Roster

- Monitoring

Summary Report

- YE Student

(individual)

- YE Student

(bundled)

- Access to Aggregate

Reports determined

by each state

- View All Extracts

- View

- Add

- Edit

- Activate

- Deactivate

- View

- Create

- Edit

- View

- Add

- Edit

- Exit

- Find & activate

- Transfer within the district

- Edit/Save the PNP Profile

- Edit/Submit FC survey

Manage Tests

- View testlets

- View Instructional Tools

Interface (ITI)

- Create ITI Plans

- Cancel Confirmed ITI plans

- Apply SC Codes





Roles at the

District Level

CSV

Uploads at

the District

Level

Reports at the

District Level

Users at the

District Level

Rosters at the


District

Superintendent

(SUP)

- User

- Enrollment

- Roster

- TEC

- Blueprint Report

- Student Progress

- Class Roster

- Monitoring

Summary

- YE Student

(individual)

- YE Student

(bundled)


Reports determined

by each state

- View All Extracts

- View

- Add

- Edit

- Activate

- Deactivate

- View

- Create

- Edit

- View

- Add

- Edit

- Exit

- Find & activate


- View the PNP Profile

- View FC survey

Manage Tests

- View testlets

- View ITI

- Create ITI plans





Roles at the

District Level

CSV

Uploads at

the District

Level

Reports at the

District Level

Users at the

District Level

Rosters at the


District User

(DUS)

- User

- Enrollment

- Roster

- TEC

- Blueprint Report

- Student Progress

- Class Roster

- Monitoring

Summary Report

- View All Extracts

- View

- Add

- Edit

- Activate

- Deactivate

- View

- Create

- Edit

- View

- Add

- Edit

- Exit

- Find & activate



- View FC survey

Manage Tests

- View testlets

- View ITI

- Create ITI Plans




Manual Actions in the User Interface (UI)

Roles at the

Building

Level

CSV

Uploads at

the Building

Level

Reports at the

Building Level

Users at the

Building Level

Rosters at the

Building Level

Students at the

Building Level

Building Test

Coordinator

(BTC)

- User

- Enrollment

- Roster

- TEC

- Blueprint Report

- Student Progress

- Class Roster

- Monitoring

Summary Report

- YE Student

(individual)

- YE Student

(bundled)


Reports determined

by each state - View

All Extracts

- View

- Add

- Edit

- View

- Create

- Edit

- View

- Add

- Edit

- Exit

- Find & activate



Manage Tests

- View testlets

- View ITI

- Create ITI Plans





Roles at the

Building

Level

CSV

Uploads at

the Building

Level

Reports at the

Building Level

Users at the

Building Level

Rosters at the

Building Level

Students at the

Building Level

Building User

(BUS)

- User

- Roster

- Blueprint Report

- Student Progress

- Class Roster

- Monitoring

Summary Report

- View All Extracts

- View

- Add

- Edit

- View

- Create

- Edit

- View


- View FC survey

Manage Tests

- View testlets

- View ITI

- Create ITI Plans

Teacher (TEA) N/A - Blueprint Report

- Student Progress

- Class Roster

- Access in EP to

Individual Student

Score Reports

determined by each

state

- View Some Extracts

N/A - View rosters to

which they are

assigned

- View students on their

rosters



Manage Tests

- View testlets

- View ITI

- Create ITI Plans





Roles at the

Building

Level

CSV

Uploads at

the Building

Level

Reports at the

Building Level

Users at the

Building Level

Rosters at the

Building Level

Students at the

Building Level

Proctor (PRO) N/A N/A N/A - View all rosters

in their school

- View Students

- View FC survey

Manage Tests

- View testlets

- View ITI

- Create ITI Plans




CREATE A USER FILE

This is the most efficient procedure for uploading multiple new users to EP. Data

managers may also manually enter individual users (see Add a User Manually on page

39 of this manual). Returning users may access EP using their username and password

from previous years.

To create a user file, follow these steps:

1. Download the User Upload Template from the state’s DLM webpage.

HINT: Always begin by downloading this year’s template to ensure the file

is current. Do not use files saved from previous years, as they may not

upload correctly.

2. Open the User Upload Template in a spreadsheet program that saves data in the

CSV (comma delimited) format. The template must be uploaded as a CSV file.

NOTE: Some states may offer a translation resource that maps the field names listed

in the User Field Definitions table to codes and identifiers commonly used by the

state or district. See your state’s DLM webpage and go to the Templates tab.

3. Using a new row for each user, type the information for each new user into the CSV

file.

4. If a user serves multiple organizations, use a new row for each of those

organizations.

5. Complete all required fields.

6. Verify that all column headings appear in the file, even for fields left blank. Do not

delete any columns or change any column headings in the template.

7. Save the file as a CSV file, as the system will upload only files saved in CSV format.

Leave the file open until the upload in EP has been successfully completed to avoid

losing formatted information.

8. Save the file in an easily accessible location.

HINT: Data managers may save the original file as an XLS file to preserve all

of the information for later use. However, prior to an upload, the file

must be opened and saved as a CSV file or it will not upload. This is

true for all file templates. Also, do not try to upload a file formatted

from a previous year.




HINT: Excel has several CSV format choices. DLM users must choose CSV

(comma delimited format). The CSV format can be found in

Microsoft® Excel® by going to File | Save As | Save as type.

Include Leading Zeros in an Upload File

Some states have leading zeros in the district, school, student, and state identifiers.

Additionally, some states have programmed their organizations and student identifiers

to have a set number of digits for these same fields. In these cases, when uploading any

template to Educator Portal, (e.g., user template, enrollment, roster, TEC templates), if

the number of digits for the district, school, and the state and local student identifiers is

a programmed number of digits, then leading zeros must be entered to satisfy the

programmed number of digits.

In the screen shot below, the number of digits is ten in this state for the district, school,

and the state and local student identifiers. Before uploading, entries with fewer than ten

digits must have leading zeros entered so that the field entry is satisfied with ten digits

as programmed. If leading zeros are not added, an error will result.

In the following example, since the zeros are missing in the Organization ID column,

this Enrollment File Template will not upload properly until the required number of

leading zeros are added.

To easily format columns to include with leading zeros (all except those fields which

contain dates), do the following:




1. Click the column letter to select the column.

2. Using the right mouse button, click the column header to open the menu, and select

Format Cells.

3. The menu typically opens on the Number tab. If it does not, select the Number tab.

Click Custom.




4. Under Type, enter the number of zeros that match the number of programmed digits

for district, school, student, and local identifiers in your state. (e.g., if district has 10

digit numbers, even if some are leading zeros, enter 10 zeros). Click OK.

5. All numbers in the column will now have 10 digits, including the additional leading

zeros to equal a 10-digit code.

6. Upload the template, following the instructions beginning on page 36.

Best Practices

Here are some best practices for the fields in the User Upload Template.

EP displays the Legal First Name and Legal Last Name exactly as entered in the User

file. Best practice is to use mixed case (Sarah DuShagne), not all capitals (SARAH

DUSHAGNE). If a user has spaces, hyphenation, or accent marks in their name, use

these when uploading the user in EP. Including this punctuation will help at a later time

when a search is performed in the EP database to find a particular user. Although EP

accepts most characters in a user’s name, it will reject the apostrophe.

The Educator Identifier field is the required connector between test administrators

(those with the role of Teacher) and students. A User Template upload will not

successfully upload unless a unique Educator Identifier field is present. EP uses the




unique Educator Identifier field to control building-level account access to individual

student data. Also, this identifier connects test administrators with students in the

rosters. Some states do not have numerical or standardized Educator Identifiers. In this

case, the test administrator’s email address can be used. Users who are not test

administrators with the role of Teacher and who do not need to be connected to students

(e.g., assessment coordinators) are not required to have an Educator Identifier. However,

best practice is to add the unique Educator Identifier to all user records.

The Educator Identifier must be unique for each individual user within a state. When

adding the Educator Identifier, Educator Portal will accept letters, numbers, and most

characters but will reject apostrophes and blank spaces. Never use the social security

number for the Educator Identifier.

The Organization field identifies a specific school or district. EP will display only the

student records that match the user’s assigned Organization Identifier. See the state

organizational tables on the state’s webpage for more information.

Use the Organization Level column in EP to indicate the scope of user access to student

data at their district or school level. For example, test administrator accounts will be

created at the school level by recording the letters SCH (for School/Building) in the

Organization Level column. To support a test administrator with responsibilities for

classes in multiple schools or who has students from multiple districts or schools, add a

row of data in the same template for each school. The teacher’s name, email address, and

Educator Identifier can be the same as long as each line of data has a unique

organizational code. After the initial upload of the user file, the user interface can be

used to add additional organization levels for a user. See Add a User Manually on page

39 of this manual for information on adding organization.




User Field Definitions

Field Format; Length Required Description Special Notes

Legal_First_Name Alphanumeric Yes The user’s first name

Double-check that the first and last

names are listed in the correct

columns.

Legal_Last_Name Alphanumeric Yes The user’s last name

Double-check that the first and last

names are listed in the correct

columns.

Educator_Identifier

Alphanumeric;

30

Special

characters

found in email

addresses are

allowed

For test

administrators

(those with

the role of

Teacher in EP)

Not required

for other users

Usually the user’s state license

number or another state

identification number, but it could

be the user’s official school email

address. NEVER use social security

numbers. Check with the State

Assessment Administrator with

questions about this value. The

Educator Identifier can be the user’s

email address.

If a user will not be assigned to

students, this field is optional. For

example, district assessment

coordinators do not need an

Educator Identifier unless they also

test students. However, best

practice is to include the unique

Educator Identifier for all users.

Remove any spaces in the user’s

Educator Identifier and do not use

apostrophes when entering it into

the template.

Email

Alphanumeric

LOWERCASE

ONLY

Yes The user’s email address. This will

become the user’s EP login name.

New users will receive their Kite

activation email at this address. As

a key field, it must be accurate.

Official, work-issued email

addresses are strongly

recommended.





Organization Alphanumeric Yes

The code for the user’s district,

school, or other organizational unit.

Must include any leading zeros. See

Include Leading Zeros in an Upload

File on page 28 in this manual for

instructions on preserving leading

zeros in a template upload.

Use the organization code from the

state organizational table for the

district and school. A district-level

role must be associated with the

district organization code. A

school-level role must be associated

with the school organization code.

Data in the organization field will

be matched against the

organization information provided

by each state and presented in EP.

Failure to match the codes will

result in record rejection.

Organization_Level

Alphanumeric

UPPERCASE

ONLY

Yes The user’s access level (e.g., DT for

district, SCH for school/building)

Enter DT to indicate a user at the

district level or SCH to indicate a

user at the school/building level.

NOTE: If a user has a role at both

the district level (e.g., a DTC) and a

role at the school level (e.g.,

teacher), a row must be entered for

each role.





Primary_Role

Alphabetical

UPPERCASE

ONLY

Yes

The user’s default role (the role that

automatically appears when the

user logs in to EP)

The role must be one that is valid

for the organization (e.g., DTC for

district test coordinator or TEA for a

teacher role).

If left blank, the upload will

generate an error.

Details about possible values are

provided in the Codes for the

Primary and Secondary Role Fields

table on page 36 of this manual. If a

user has a role at both the district

level (e.g., a DTC) and a role at the

school level (e.g., teacher), then

after entering a row for each role,

determine which role is primary

and which role is secondary (e.g.,

the primary role as DTC and the

secondary role as TEA).





Secondary_Role

Alphabetical

UPPERCASE

ONLY

No

A second role for the user. The role

must be one that is valid for the

organization (e.g., TEA for teacher).

If a user has a second role in EP,

enter it in this column. For

example, a District Test

Coordinator might also be a

building principal. Since a specific

building principal role is not

available, choose either the BTC or

BUS role for this person.

Details about potential values are

provided in the Codes for the

Primary and Secondary Role Fields

table on page 36 of this manual.

Primary_Assessment

_Program

Alphabetical

UPPERCASE

ONLY

Yes The code associated with the

assessment program Type DLM.




Codes for the Primary and Secondary Role Fields

Role Code abbreviations must be used for the Primary_Role and Secondary_Role fields

(if needed). A building principal can have either the role of BTC or BUS since a specific

role is not available for building principal. See the permissions associated with each role

beginning on page 17 of this manual.

Role Code Role Name

TEA Teacher

PRO Proctor

BTC Building Test Coordinator

BUS Building User

SUP District Superintendent

DTC District Test Coordinator

DUS District User

SAA State Assessment Administrator

UPLOAD A USER FILE

The following is the most efficient procedure for uploading multiple new users to EP.

Data managers may also manually enter individual users. See Add a User Manually on

page 39 of this manual. Any number of users can be added manually at the data

manager’s discretion. However, the user interface is most useful when adding five or

fewer users at one time or when editing a user’s account.

1. Click Settings.

2. Select Users from the dropdown menu.

3. The View Users tab is the default. Click the Upload Users tab.




4. Apply filters in the Select Organization fields to choose the correct levels. The State

field prepopulates with the user’s state. The district prepopulates for district-level

users. The school prepopulates for school/building-level users.

HINT: If the list does not include the correct option, the account

permissions may need to be changed. Contact the District Test

Coordinator.

The most current template is available to download by hovering

the cursor over the question mark next to the CSV icon.

5. Save the user template where it can be easily found after saving, but leave the file

open until the file has successfully uploaded.

6. Click the CSV icon to open a browser window.

7. Locate the saved CSV file for upload.

8. Click the filename to select it.

9. Click Open. The filename appears in the File field.




HINT: Verify that the file has a CSV file extension. Filenames with extensions

ending in XLS or XLSX will be rejected.

10. Click Upload.

11. A message will show the number of records created/updated or rejected. Review the

confirmation message for errors.

12. If a file is rejected, click the CSV icon under File to see error messages related to the

upload.

HINT: If a file is rejected, the error file will indicate the line(s) where the

error occurred and the reason(s) the line was not valid. Correct the

data and upload again.

Attempting to upload the file with the incorrect template will cause

an error. Use the most recent version of the template.

Each row in the CSV file is one record. A user with multiple roles will

have multiple records.




ADD A USER MANUALLY

This procedure is most helpful when adding five or fewer users. Use the User Upload

Template when adding more than five users at one time. See Create a User File on page

27 of this manual for information on creating a batch upload using the template.

HINT: Data managers with the role of DTC can add district-level roles to

users, e.g., District User or District Superintendent. (Exception: only

the SAA can add the DTC role.)

1. Click Settings.


3. The View Users tab is the default. Click the Add User tab.

4. Complete all User Information fields (fields marked with a red asterisk are required):

First Name

Last Name

Email Address (will become the login ID)




Educator Identifier. Users with the role of Teacher (TEA) must have the required

unique Educator Identifier on their account. The same Educator Identifier will

also be required when a roster is created for this teacher. The Educator Identifier

links teachers to their students. An educator who does not have the Teacher role

will not have the red asterisk by Educator Identifier. The Educator Identifier can

not include spaces or the asterisk. Otherwise, most other characters are accepted.

HINT: The red asterisk identifying Educator Identifier as required will

appear after selecting the role of Teacher.

5. Under Select Organization & Assign Roles, select the State, Assessment Program,

and Role from the drop-down menus.

HINT: The selected role determines which fields appear.




6. Assigning the role activates the District and School drop-down menus; select the

correct district and school.

7. The Add button becomes active once the district is selected for a district-level roles.

When adding a school-level role, the Add button does not become available until the

school is selected. Once appropriate selections are made, click Add to upload the user

information.




HINT: If a user has multiple roles in the same district, serves multiple schools

in the same district, or serves multiple districts in the same state, the

district data manager completes steps 5–7 for each. Click Save after

adding each.

8. After saving, a confirmation message will indicate that the user has been successfully

created.

For a user with multiple roles, Educator Portal requires a default role. This default role is

the one which will display to the user when first logging in to Educator Portal.

Typically, the default role is the one in which the user spends the most time. The other

roles are available to the user when needed and can be changed in the dropdown menu

in the upper right corner of the home screen.




9. Sometimes after adding a new user, you may receive an error message indicating

that a user with the same email is already in the system.

To locate the existing user, see Activate or Deactivate a User on page 52 of this manual.

ASSIGN A USER ROLE OR ORGANIZATION

This procedure is necessary when the user needs a role other than the role(s) first

assigned during the user file upload process.

HINT: A test administrator who serves students in multiple schools is given

the Teacher role, not a district role; the Teacher role is then assigned

to that test administrator in multiple organizations. EP requires each

user to be assigned a default role for one of the organizations.

1. Click Settings.


3. On the View Users tab, apply filters in the Select Organization fields to choose the

correct level. The State field will prepopulate only with the user’s state. The district

will be prepopulated for district-level users. The school will be prepopulated for

school/building-level users.




4. Click Search.

HINT: Depending on the EP role and how the state is organized, users will

have access only to the options that appear in the dropdown menus.

A state-level user will see all districts in the state. A district-level user

will see all schools in the district. A building/school-level user will see

only their school.

When the search button is clicked, the list of all active or pending

users for the applicable organization will appear. To include inactive

users, check the box next to Include Inactive Users before clicking

Search.

5. In the table, click in the row that contains the user information to be edited.




6. Click Modify User (the pencil icon).

7. Make edits as needed (i.e., last name change, correct a spelling error, modify an

email address, etc.) on the Modify User screen and click Save.

Edits will apply to all of the user’s associated roles and organizations.

HINT: If a user’s email address changes from one year to the next or during

the school year, but the user has not changed schools, do not create a

new user account for that person. Instead, edit the user’s information

by using the above procedures. The user’s new email address will

become the new username.

If the user’s Educator Identifier changes, it can be changed on the

Modify User screen. Any new roster being created will need the new

Educator Identifier. Existing rosters will automatically be updated.




8. To further modify a user account, such as add or remove roles or organizations, go

to Select Organization & Assign Roles on the Modify User screen and select the

appropriate fields (District and School do not become available until State,

Assessment Program, and Role have been filled).

HINT: A pending status indicates that the user has not clicked the link in the

Kite activation email message to activate the account. The user may

not have received the email because a spam filter caught the Kite

activation email message or the email address used in the User

upload is incorrect.




9. Click Add.

10. Repeat steps 5–8 to add other roles or organizations.

11. If a role needs to be removed from a user, click the trash can icon at the bottom of the

screen next to the role to be removed.

12. When all changes are made, click Save to close the Modify User dialog box.

HINT: Users cannot edit or change their role or organization in their own

account. Only someone with a higher role in the district can edit the

user’s role or organization. See the EDUCATION PORTAL USER GUIDE to

learn how to edit user information.




MERGE MULTIPLE ACCOUNTS

When a user needs to access multiple organizations, the best practice is to establish one

user account with multiple roles. However, if multiple accounts were created, those

accounts can be merged into one account, which is best practice. To merge multiple

accounts into a single user account, follow these steps:

1. Determine which account to retain and use. Choose the account with the username

that matches the user’s email address.

2. Contact the DLM Service Desk about which accounts are to be combined, and

identify which account to retain. If the user has the Teacher role and has completed

required test administrator training, the account associated with the required

training is the one to be retained.

The following chart briefly tells how to make changes for user accounts.

To make this change: Do this:

Change First Name, Last Name, or

Email Address

Type the new information into the

matching field at the top of the Modify

User screen.

Remove a role Click the trash can icon in the row for

that role. Select at least one role.

Add a role

Under Select Organization & Assign

Roles, use drop-down menus to select

appropriate information.

Change the default role

In the list of roles beneath the Select

Organization & Assign Roles section,

click the radio button in the Default

Role column to the right of the desired

role.

Change Educator Identifier

Type the new information into the

matching field at the top of the Modify

User screen.

Add an organization

Under Select Organization & Assign

Roles, use drop-down menus to select

appropriate information.

Remove an organization

On the Modify User screen on the list

of roles beneath the Select

Organization & Assign Roles section,

click the trash can icon in the Edit

column.




HINT: Columns can be organized by clicking on the choose columns icon at

the bottom of the table window. The view can be personalized for the

user to make their work easier. Once the screen opens, columns can

be reorganized by clicking and dragging to a new position in the

lineup. The user can also remove one or more columns from view so

not so many columns are visible. Later, if the users change their mind

and want to see all possibilities in the table. Once satisfied with the

arrangement, click OK.

RESEND THE KITE ACTIVATION EMAIL MESSAGE

The EP logins are connected to email addresses. After the user is loaded into EP, the

system automatically generates a Kite activation email from [email protected]. The

user will need to use the information in the email to activate the EP account. The

activation link expires after 20 days.

Use the following procedure to resend the Kite activation email message; this may be

necessary if an account was not activated within the first 20 days or if a user did not

receive the initial email. The user may need to contact district technology staff to

whitelist the Kite email address.





1. Click Settings.



correct level. The State field will prepopulate only with the user’s state. No other

state will be available. The district will be prepopulated for district-level users. The

school will be prepopulated for school/building-level users.

4. Click Search.

5. Locate the user (options to filter, sort, and search are available).




6. Click the checkbox to the left of the user’s name to select the user. Uncheck the same

box to deselect a user.

7. Click the envelope icon below the user list to resend the email.

Optional: Ask the user to watch for the email. If the user does not receive the email

within a few minutes, the problem needs to be reported to the user’s district or building

technology staff. The technology staff can ensure the Kite activation email address is

whitelisted so it can get through the school’s firewall.




ACTIVATE OR DEACTIVATE A USER

Usually users are activated when they follow the instructions in the Kite activation email

and establish a password for EP.

Activate a User

1. Click Settings.






4. Check Include Inactive Users, and click Search.

5. Find the user to be activated and check the box on that row to select the user.




6. Click checkmark icon below the list of users.

7. After activating the user, the user will receive an activation email. The user’s account

must be activated within 20 days.

Deactivate a User

If a user has been deactivated, the data manager or SAA may need to reactivate a user.

Deactivated users will no longer be able to log into EP.

1. Click Settings.









4. Click Search.

HINT: Deactivating an account will cause the user to be removed from all

organizations with which they are associated. Do not deactivate an

account to remove an organization from a user. Do not remove

organizations from a user without first checking with the State

Assessment Administrator or the organization’s DTC. Some test

administrators serve students from multiple districts and therefore

will be associated with each of those districts.

5. Locate the user (options to filter, sort, and search are available), and click the

checkbox to the left of the user’s information.




6. Click the X at the bottom of the screen to deactivate the user.

The deactivated user will be removed from all organizations to which they are

associated.

HINT: If an inactive user is not found using this process, the user must be

either added manually (see Add a User Manually on page 39 of this

manual) or uploaded using a User Template Upload (see Upload a

User File on page 36 of this manual).

VIEW USERS EXTRACT

The Users Extract includes all records for EP users in the user’s organization, including

those uploaded via user file or manual user interface.

HINT: If a user is assigned to multiple organizations, that user will have a

line or record for each organization in the extract. This is expected

and does not mean that the user has multiple accounts in EP.




Name of the Extract

When the user extract is saved, use the following naming convention:

KITE_User_Extract_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv

HINT: OrgID is the organization identifier for the school or district.

UserID is the user identification number.

MM-DD-YY is the month, day, and year the report was created.

HH-MM-SS is the hour, minute, and second the report was created.

Fields in the Extract

The extract is similar but not identical to the User Upload Template. See the table User

Field Definitions on page 32 of this manual for definitions of common fields.

All of a user’s assigned roles for a particular organization appear in a single row of the

CSV file. For example, if a user is a Building Test Coordinator and a teacher, there will

be an X in each column.

HINT: For more information on how to access a data extract, see the

EDUCATOR PORTAL USER GUIDE.

VIEW TRAINING STATUS EXTRACT

The Training Status Extract creates a CSV file that shows a list of DLM users by

organization and training completion status.

Name of the Extract

When saving the Training Status extract, use the following naming convention:

DLM_PD_Training_Status_Details_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv


The fields in the Training Status extract show users’ district, school, username, first and

last name, email, user role, training status, and whether a user with the role of teacher is

a new or returning teacher.




MANAGE ENROLLMENT DATA

An enrollment file is used to upload biographic and demographic information for each

student who will participate in the DLM alternate assessment. The main enrollment file

is loaded once per year. Changes can be made as needed by subsequent uploads or

manual entries using the user interface in EP.

Each year at the end of July, the Kite system deactivates (removes from view) student

records in EP. The student records are not visible the following year. Enrollment files

must be created each year to reactivate student records for students who will

participate in assessments for the current year. Students can be added by batch

enrollment (see Upload an Enrollment File on page 69 of this manual) or individually

(see Find a Student on page 86 Add a Student Record Manually on page 72 of this

manual).

HINT: Use the Enrollment Template to reactivate student records from the

previous year that are not currently visible in EP. If using a file from a

previous year, ensure it matches the current Enrollment Template and

promote the student to the next grade level.

CREATE AN ENROLLMENT FILE

This is the optimal procedure for uploading multiple new student users to EP.

To create an enrollment file, follow these steps:

1. Download the Enrollment Upload Template from the state’s DLM webpage or from

within EP on the upload enrollment screen.

HINT: To ensure the most current file is used, always start by downloading a

new template from the DLM state webpage.

2. Open the Enrollment Upload Template in a spreadsheet program that can save data

in the CSV format. The template must be uploaded as a CSV file.

3. Using a new row for each student, type the information into the CSV file.

4. Complete all required fields. For best results for future searches in the database,

complete as many optional fields as possible. However, fields for columns T

(Gifted_Student), Y (Assessment_Program_2), and Z (Assessment_Program_3)

MUST be left blank as noted in the Enrollment Field Definitions table below.

NOTE: States may offer a translation resource that maps the field names shown

below to codes and identifiers commonly used in the state or district. Check the

DLM state webpage.




5. Verify that all column headings appear in the file, even if optional columns are left

blank. Do not remove optional columns.

6. Save the file as a CSV file in an easily accessible location but leave the file open. If the

file is closed, the formatting changes are typically lost. The system will load only files

saved in CSV format.

HINT: Students who change schools within the district or who leave the

district can be moved manually. See Manage Student Moves and

Transfers on page 99 of this manual.

Use the tables on the next several pages to compile enrollment information. Some of the

fields with limited or complex entry structures are explained at the end of this section.




Enrollment Field Definitions

Column

Letter in

Enrollment

File

Field Format;

Length Required Definition Special Notes

A

Accountability_

District_Identifier

Alphanumeric;

30 No

The unique code that has

been assigned to the

district as listed in the state

organizational table

Use the code from the District Number column

provided in the state organizational table. If the

code is numeric and contains leading zeros,

ensure that the leading zeros are retained after

each save. The number for the Attendance

District must exactly match the number in the

organization table, or the file upload will fail.

See Include Leading Zeros in an Upload File on

page 28 of this manual. This field only becomes

required if the Accountability School code is

entered in column B.




Column

Letter in

Enrollment

File

Field Format;


B Accountability_

School_Identifier

Alphanumeric;

30 No


been assigned to the school

as listed in the state

organizational table

Use the code from the School Number column




each save. The number for the attendance school

must exactly match the number in the

organization table, or the file upload will fail.


page 28 of this manual.

If the optional Accountability School code is

entered, the Accountability District code then

becomes a required field and must also be

entered to validate that the district matches the

school in the organizational table.

C Attendance_District

_Identifier

Alphanumeric;

30 Yes


been assigned to the

district where the student

attends school and

identifies the parent

organization for a school

(such as the school district)

Use the code from the District Number column




each save. The number entered in the template

must be identical to the district number in the

organizational table, or the file upload will fail.






Column

Letter in

Enrollment

File

Field Format;


D Student_Legal_

Last_Name

Alphanumeric;

60 Yes The student’s last name

Use spaces, hyphenation, and accent marks

where appropriate. Doing this helps make a

later search in the system for a student to be

more effective. Do not include apostrophes in

names.

E Student_Legal_

First_Name

Alphanumeric;

60 Yes The student’s first name


where appropriate. Doing this helps make later

searches in the system for a student more

effective. Do not include apostrophes in names.

F Student_Legal_

Middle_Name

Alphanumeric;

60 No The student’s middle name


where appropriate. Doing this helps make later

searches in the system for a student more

effective. Do not include apostrophes in names.

G Generation_Code Alphanumeric;

10 No

The part of the student’s

name used to denote the

generation in the student’s

family (e.g., Jr., Sr., III, etc.)

H Gender

Numeric; 1

0 = Female

1 = Male

Yes The student’s gender

I Date_of_Birth MM/DD/YYYY;

10 Yes

The date (month, day, and

year) of the student’s birth

This date will also appear on the Individual

Student Score Report




Column

Letter in

Enrollment

File

Field Format;


J Current_Grade_

Level

Numeric; 2

3–12. Do not

use leading

zeros in single

number

grades, e.g., 3

Yes

The grade level at which a

student enters and receives

services in a school or an

educational institution

during a given academic

session (e.g., 3 = third

grade, 11 = eleventh grade)

Some states provide an age range chart to help

data managers align the student’s age with the

grade to be assessed. Data managers are to refer

to their state’s DLM webpage with regard to

direction on a student’s grade to be assessed.

K Local_Student_

Identifier

Alphanumeric;

10 No

The unique code assigned

to the student by the

school or local education

agency

If the code is numeric and contains leading

zeros, ensure the leading zeros are retained in a

student’s local student identifier. See Include

Leading Zeros in an Upload File on page 28 of

this manual.

L State_Student_

Identifier Numeric; 10 Yes

The student’s state ID

number


zeros, ensure the leading zeros are retained in a

student’s local student identifier. See Include

Leading Zeros in an Upload File on page 28 of

this manual.

M Current_School_

Year YYYY; 4 Yes

The ending year of the

current school year (e.g.,

for the 2018–2019 school

year, enter 2019)

Use 2019




Column

Letter in

Enrollment

File

Field Format;


N Attendance_School_

Program_Identifier

Alphanumeric;

10 Yes

The school code (typically

four digits) or other

location identifier that

represents where the

student attends school (i.e.,

the school whose staff will

see the student

information, including the

student username and

password)

Use the School Number provided in the state

organizational table.


zeros, ensure the leading zeros are retained in

the attendance school program identifier. See

Include Leading Zeros in an Upload File on page

28 of this manual. Check that the leading zero is

retained after each save. The number for the

attendance school must exactly match the

number in the organization table or the file

upload will fail.

O School_Entry_Date MM/DD/YYYY;

10 Yes

The date on which the

student enrolls and begins

to receive instructional

services in a school. If the

student leaves and then

reenrolls, this date is to

reflect the most recent

enrollment date.

This entry cannot be left blank. If date is

unknown and a fictitious date can be entered to

satisfy the field. This date should be as accurate

as possible.




Column

Letter in

Enrollment

File

Field Format;


P District_Entry_Date MM/DD/YYYY;

10 No

The date (month, day, and

year) on which the student

enrolls and begins to

receive instructional

services in a school district

If unknown, this entry can be left blank.

Q State_Entry_Date MM/DD/YYYY;

10 No

The date on which the

student enrolls and begins

to receive instructional

services in the state. If the

student leaves the state

and then reenrolls in

school, this date is to


enrollment date.

If unknown, this entry can be left blank.

R Comprehensive_

Race

Numeric; 1

Yes

General racial category (or

categories) that most

clearly reflects the

individual’s recognition of

their racial background

Each entry is numeric for a race (e.g. white 1,

African American 2). A table of potential values

is provided on page 67 of this manual.

S Primary_Disability_

Code Alpha; 2 Yes

Indicates whether or not

the student has an active

IEP under the Individuals

with Disabilities Education

Act (IDEA—Part B)

Each entry is alpha (e.g., AM Autism, DB Deaf

Blindness). Tables of potential values are

provided on page 67 of this manual.




Column

Letter in

Enrollment

File

Field Format;


T Gifted_Student

Alpha; 5

TRUE

FALSE

No

Indicates whether or not

the student has an active

IEP for giftedness

Must leave blank for students taking the DLM

assessments.

U Hispanic_Ethnicity Alphanumeric;

3 Yes

The code that reflects the

individual’s recognition of

their Hispanic ethnicity

background (Yes or No)

V First_Language Alphanumeric;

2 No

The code for the primary

language or dialect (not

ethnicity) of the student

Tables of potential values are provided on page

68 of this manual.

W ESOL_Participation_

Code Numeric; 1 Yes

The type of English for

Speakers of Other

Languages (ESOL)

/bilingual program in

which the student

participates

ESOL. A table of potential values is provided on


X Assessment_

Program_1

Alphanumeric;

30 Yes

The code to enable the

DLM system and the FC

survey for the student

Enter the code DLM.

Y Assessment_

Program_2

Alphanumeric;

30 No

Allows the student to be

assigned to an additional

assessment program

Must leave blank.




Column

Letter in

Enrollment

File

Field Format;


Z Assessment_

Program_3

Alphanumeric;

30 No

Allows the student to be

assigned to an additional

assessment program

Must leave blank.




Comprehensive_Race

The column Comprehensive_Race (column R) is a required field and cannot be left

blank. Enter a number from the table to describe the student’s ethnicity.

Entry Definition

1 White

2 African American

4 Asian

5 American Indian

6 Alaska Native

7 Two or More Races

8 Native Hawaiian or Pacific Islander

Primary_Disability_Code

The column Primary_Disability_Code (column S) is a required field and cannot be left

blank. Enter one of the disability codes from the tables below in the column.

Entry Definition Entry Definition

AM Autism ND No disability

DB Deaf/blindness OH Other health impairment

DD Developmentally delayed

(ages 3–9 only)

OI Orthopedic impairment

ED Emotional disturbance

SL Speech or language

impairment

HI Hearing impairment TB Traumatic brain injury

ID Intellectual disability VI Visual impairment

LD Specific learning disability WD Documented disability

MD Multiple disabilities

EI Eligible individual

DA Decline to answer




First_Language

The column First_Language (column V) is an optional field and can be left blank. If

using the column for English speakers, leave the field blank. Otherwise, use one of the

numbers from the tables below to describe a student’s first language.


Blank English 24 Hindi

1 Chinese (Mandarin or

Cantonese)

25 Urdu

2 Dinka (Sudanese) 26 Swahili

3 French 27 Nepali

4 High German 28 American Sign Language (ASL)

5 Hmong 29 Serb

6 Khmer (Cambodian) 30 Croatian

7 Korean 31 Turkish

8 Lao

32 Karen languages (e.g., Burma,

Myanmar)

10 Filipino or Tagalog

(Philippines)

33 Haitian/Haitian Creole

11 Russian 34 Gujarati

13 Spanish 35 Punjabi

14 Vietnamese 36 Pashto

15 Arabic 37 Dari

16 Other 38 Quiche

17 Somali 39 Mam

18 Thai 40 Ilokano

19 Portuguese 41 Visayan

20 Farsi (Iranian) 42 Low German

21 Chuukese (e.g., Marshall

Island, Micronesian)

43 Other signed language

22 Bosnian

44 English—with other language

background

23 Burmese 45 Native American languages




English for Speakers of Other Languages (ESOL_Participation_Code)

The column ESOL_Participation_Code (column W) is a required field and cannot be left

blank. Enter the type of English for Speakers of Other Languages (ESOL)/bilingual

program in which the student participates using the table below.

Entry Definition

0 Neither an ESOL-eligible student nor an ESOL-monitored student

1 Title III Funded

2 State ESOL/bilingual funded

3 Both Title III and state ESOL/bilingual funded

4 Monitored ESOL student

5

Eligible for ESOL program based on an English language proficiency test

but not currently receiving ESOL program services. Example: a child

whose parents/guardians who have waived them out of ESOL services,

but the district is still obligated to provide ESOL support.

6 Receives ESOL services and not funded with Title III and/or state ESOL

funding

UPLOAD AN ENROLLMENT FILE

This is the most efficient procedure for uploading multiple new students in to Educator

Portal. Data managers may also manually enter individual students. See Add a Student

Record Manually on page 72 of this manual.

NOTE: A district or state may have a system in place for submitting multiple

student records to EP. Some DLM Consortium states enter all student data for

the state and do not want the district to enter student data. Before using the

procedures below, check with the assessment coordinator, the State Assessment

Administrator, and/or the DLM Service Desk.

When using the enrollment file upload, each row with a new student identifier results in

the creation of a new student record. A row with an existing or previously

enrolled/uploaded student identifier updates the previous record. When a student

record has been deactivated (occurs July 31 each year), the upload will reactivate the

student record for the following year.

HINT: Up to 5,000 records at a time may be loaded. However, large files may

load slowly and can be difficult to troubleshoot. Loading 100 records

or fewer is recommended to more easily enable troubleshooting.




Prior to this procedure, complete the Enrollment file template and save it in an easily

accessed location.

1. Click Settings.

2. Select Students from the dropdown menu.

3. Select the Upload Enrollment tab.

4. Apply filters in the Select Organization fields to choose the correct level. The State

field will prepopulate only with the user’s state. No other state will be available. The

district will be prepopulated for district-level users. School will prepopulate for

building-level users.

5. Select the school from the dropdown menu.





7. Locate the CSV enrollment file that contains student data.



10. Click Upload.

HINT: Either use the most current enrollment file template found on the

DLM state website or click on the question mark icon next to the CSV

icon to download the most current version of the template (as seen in

step 6). The most current template must be used or the file will not

upload.

Verify that the file has a CSV file extension. Filenames with extensions


The confirmation message indicates the number of records uploaded and, if applicable,

the number of records rejected.

11. Click the CSV icon under File to see error messages related to the upload.

If errors were found in the enrollment file template, correct the errors and upload again,

following the upload steps previously outlined.




HINT: Some alerts in the enrollment upload notify users that the student is

also enrolled in another school. Clarify where the student is currently

enrolled. If the student has left the district or transferred to another

building within the district, remove the student from the enrollment

file. Contact the SAA to transfer the student from one district to

another if needed. District-level users can transfer students from one

building to another within the district.

Each row in the CSV file is one record.

CHANGE ENROLLMENT DATA PREVIOUSLY UPLOADED

To correct or change a previous uploaded record, prepare a new file with the correct

information and repeat the upload steps under Upload an Enrollment File on 69 of this

manual. The new record will be matched to the previous record using the

State_Student_Identifier field. The new record replaces the previous record.

HINT: To move a student who has changed schools in the current district or

who has left the district, see Manage Student Moves and Transfers on

page 99 of this manual. If a student has moved out of state or is no

longer participating in the DLM alternate assessments, see Remove a

Student from Educator Portal on page 87 of this manual.

ADD A STUDENT RECORD MANUALLY

This procedure is most helpful when adding only a few students, typically five or fewer.

When adding more than five students, using the Enrollment Template is more efficient.

However, any number of students can be added manually at the data manager’s

discretion.

HINT: A student can only be manually entered in EP if their information has

either not been entered into EP previously or has not been in EP since

the 2015-2016 school year. To see if a student’s information was

previously uploaded to EP in the state, use the Find a Student feature

described on page 86 of this manual.

Use the Enrollment Template and follow the Create an Enrollment

File procedure on page 57 of this manual to reactivate student records

from the previous years that are not currently visible in EP. This could




apply to students who were never previously enrolled in EP, or those

who were enrolled prior to 2015-2016, or those who were exited from

a different district in the state during the current school year.

1. Click Settings.


3. Click the Add Student tab.

4. Enter the State Student Identifier, and Click Add.

Fill in all required fields denoted with a red asterisk. Complete all required fields. For

best results for future searches in the database, complete as many optional fields as

possible, using the tables that begin on page 75 of this manual




5. All fields with a red asterisk are required.

6. Click Save.




Student Upload Definitions

The information in this table applies only when adding a student manually. When uploading an enrollment file, use the table(s) on

page 59 of this manual. Field names with an asterisk are required.

Field Name Required Definition Special Notes

State Student

Identifier

The unique

alphanumeric code

assigned to the

student by the

school or local

education agency

Include leading zeros when applicable.

STUDENT

Legal First Name* Yes The student’s first name

Legal Middle Name No The student’s middle name

Legal Last Name* Yes The student’s last name

Generation No The part of the student’s name that denotes the family

generation (e.g., Jr., Sr., III, etc.)

DEMOGRAPHIC

Gender* Yes The student’s gender (female or male)

Date of Birth

First Language





Comprehensive

Race*

Yes General racial category (or categories) that most clearly

reflects the individual’s recognition of his or her racial

background

Hispanic Ethnicity* Yes The individual’s recognition of their Hispanic ethnicity

(Yes or No)

PROFILE

Primary Disability

Code*

Yes Whether or not the student has an active IEP under the

Individuals with Disabilities Education Act (IDEA—

Part B)

Choose from options

presented

Gifted Student No Whether or not the student has an active IEP for

giftedness (Yes, No, or blank)

Must leave blank for students

taking the DLM assessments

Assessment

Program*

Yes Enables DLM alternate assessment and the FC survey

for the student

This field prepopulates to

Dynamic Learning Maps.





ESOL Participation

Code*

Yes The type of ESOL/bilingual program in which the

student participates

ESOL

ESOL Entry Date No The date the ESOL participation began If the date is unknown, this

field can be left blank.

USA Entry Date No The date of entry into USA If the date is unknown, this

field can be left blank.

SCHOOL ENROLLMENT FOR 2018

District* Yes The unique alphanumeric code assigned to the district

by the DLM alternate assessment. This identifies the

parent organization for a school (such as the school

district).

This field will prepopulate

for district- and building-

level users, but district

options are available for

selection in a dropdown

menu for a state level user.





School* Yes The school code (typically four digits) or other location

identifier that represents where the student attends

school. This is the school whose staff sees the student

information, including the student username and

password.

This field will prepopulate

for a building-level user, but

school options are available

for selection in a dropdown

menu for a district or state

level user.

Grade* Yes The grade level that a student enters and receives

services for in a school or an educational institution

during a given academic session

Some states provide an age

range chart to help data

managers align the student’s

age with the grade to be

assessed. Refer to the state’s

DLM webpage. Click on the

Supplemental Resource tab to

access the age range chart so

the correct grade can be

entered for the student’s age.





Accountability

District

No The unique alphanumeric code that has been assigned

to the district as listed in each state’s organizational

table

This field is optional and only

becomes required when the

Accountability School is

entered in order to validate

that the district matches the

school in the organizational

table.

Other accountability district


selection by district or

building level users who have

permission to enroll students.

Accountability

School

No The unique alphanumeric code assigned to the school

as listed in each state’s organizational table

This field is optional, but if a

school code is entered, then

the corresponding

accountability district field

must also be entered to

validate that the district

matches the school in the

organizational table.

Other accountability school


selection by district or





building level users who have

permission to enroll students.

Local Student

Identifier

No The unique alphanumeric code assigned to the student

by the school or local education agency

Include leading zeros when

applicable.

State Entry Date No The date on which the student enrolls and begins to

receive instructional services in the state

If the student leaves and then

reenrolls, this date is to reflect

the most recent enrollment

date. If the date is unknown,

this field can be left blank.

District Entry Date No The date on which the student enrolls and begins to

receive instructional services in a school district


re-enrolls, this date is to


enrollment date. If the date is

unknown, this field can be

left blank.





School Entry Date* Yes The date on which the student enrolls and begins to

receive instructional services in a school


re-enrolls, this date is to


enrollment date. This field

cannot be blank. If the date is

unknown, a fictitious date

can be entered.




EDIT A STUDENT RECORD MANUALLY

This procedure cannot be used to change the school or district associated with an

existing student record. For information about changing a school or district see the

section Manage Student Moves and Transfers on page 99 of this manual. Also see the

EDUCATOR PORTAL USER GUIDE.

1. Click Settings.


3. On the View Students tab under Select Organization, the state will prepopulate.

Select the district if it does not prepopulate.

4. Select the school.




5. Click Search. A list of students will become available for the selected organization.

Note: All students in this procedure are fictitious.

6. Once the list of students is displayed, the search for a student can be quickly

narrowed by entering the student’s State ID in the field in the State ID column and

clicking Enter.




7. The system will pull the student information that matches the State ID.

8. Click the State ID to access the View Student Record screen, a summary of the

student’s information uploaded through enrollment into EP.

9. On the View Student Record window, click Edit.

NOTE: Only state, district- or building-level staff with permission to edit student

data can use the Edit button. Educators with the role of teacher cannot edit

student data.




10. On the Edit Student Record window, make the necessary changes; scroll to click

Save.

11. A message at the top of the window indicates that edits were successful. Close the

Edit Student Record window.




FIND A STUDENT

State, district, and building users with appropriate permission levels may use a State

Student Identifier to locate an inactive student record in their state and to reactivate the

record for the current school year.

1. Click Settings.


3. Click the Find Student tab, and enter the State Student Identifier.

4. Click Search.

HINT: The identifier must be an exact match to a student’s previous

enrollment record, including capitalization or lowercase for alpha

characters.

To protect student privacy, wildcard searches are not allowed.

If the student record is found in the district and school in which the user is searching,

the system will automatically pull up the View Student Record screen where the

student’s information can be reviewed. If any information needs to be updated, a user

with appropriate permissions can edit the student’s information (e.g., change the grade).





If the student has not been enrolled in Educator Portal between 2015-16 and the present

time, the user will see the message that the Student state ID does not exist. The user can

then enroll the student using Add Student or upload an enrollment file template as

previously described.

MESSAGES IN EDUCATOR PORTAL

When Find Student and Add Student functions are used in Educator Portal, the user will

received messages about the status of the student (e.g., the Student is not activated for

the current school year. Do you wish to activate the student? Another message tells the

user that the student state ID does not exist.) At that time, the user can add the student.

Other messages like these are given to the user and provide easy to follow information

or questions.

REMOVE A STUDENT FROM EDUCATOR PORTAL

This procedure is required when a student moves out of state or will no longer

participate in the DLM alternate assessment.

Some districts and states have additional accountability recommendations.




Best practice is to remove students before an assessment window opens. Contact the

DTC for dates of district data cleanup.

HINT: Student data, including the PNP Profile and FC survey data, travel

with the student record within the state. When a student moves from

one school to another or from one district to another, the student data

supplied by the previous school or district appears, so the receiving

school or district may verify or modify it.

Students who move out of one state to another in the DLM

consortium will receive a new State Student Identifier once in the new

state. Therefore, the student has an entirely new record in EP created

and their previous data does not travel with them.

1. Click Settings.


3. Select the Exit Student tab.

4. The state will prepopulate. Select the district if it does not prepopulate.




5. Select the school.

6. Click Search.

7. Select one student; click Continue.

8. On the Select Date and Reason screen, the date of the transaction will populate.

Click in the date field to change the date if needed.

9. Click in the field and select a new date.

10. Select Reason for Removing Student (exit reason) from the drop-down menu.

11. Click Exit Student.




12. The Exit Student message will appear.

HINT: The Exit Student button is unavailable until both an exit date and a

reason are selected.

13. The search for a student can be expedited by going to View Student and then

completing the district and school field. Click Search.




14. Once the full list of students populates, enter the student’s State ID in the field in

the State ID column, and click Enter.

15. The system will pull the student information that matches the State ID.

16. Select the student record and click Continue.

17. On the Select Date and Reason screen, the date of the transaction will populate.

Click in the date field to change the date if needed.

18. Click in the field and select a new date.

19. Select Reason for Removing Student (exit reason) from the drop-down menu.

20. Click Exit Student.




REMOVE MULTIPLE STUDENTS AT ONE TIME FROM EDUCATOR PORTAL

To remove multiple students at once from EP, follow these steps:

1. Download the TEC (Test, Exit, and Clear) Upload Template from the state’s DLM

resources webpage.

HINT: To ensure a current file is used, always start by downloading the

template.

2. Open the TEC (Test, Exit, and Clear) Upload Template in a spreadsheet program that

can save data in CSV format. The template must be uploaded as a CSV file.

3. Using a new row for each student, type the information into the CSV file.

4. Complete all required fields. Column F, Test Type, MUST be left blank. Do not

remove this column or heading.

NOTE: Some states provide a resource that maps the field names to codes and

identifiers commonly used in their state or district. This resource that can be

found on their state DLM website under Templates. (Also, see the table Test,

Exit, and Clear Field Definitions on page 93 of this manual).

5. Verify that all column headings appear in the file, even if some columns are left

blank.

6. Save the file as a CSV file. The system will only load files saved in CSV format.


load slowly and can be difficult to troubleshoot. DLM staff

recommend uploading 100 or fewer records at a time. Save the file in

an easily accessible location.




Test, Exit, and Clear Field Definitions


A

Record_Type

Alpha

Test

Exit

Clear

Yes

Each line in the CSV file will have one of the

following types:

Test – not used by DLM users

Exit – marks the student to be removed from

enrollment in a particular location

Clear – not used by DLM users

For DLM alternate

assessment, choose Exit.

Only Exit is used by DLM

users. Do not use Test or

Clear.

B State_Student_

Identifier Numeric; 10 Yes Student’s state ID number

Include an apostrophe

before leading zeros if the

code is numeric and contains

leading zeros.

C Attendance_

School_

Program_

Identifier

Alphanumeric;

30 Yes

The school code (typically four digits) or other

location identifier that represents where the

student attends school. This is the school whose

staff will see the student information, including

the student username and password.

The number must match a

number in the organization,

or the file upload will fail.

D Exit_Reason Numeric; 2 Yes

See the Exit_Reason Field

table on page 95 of this

manual.

E Exit_Date MM/DD/YYYY Yes The date on which this change is effective

F Test_Type

Alphanumeric;

1 No

The type of test. DLM users must leave this cell

blank.

Enter NOTHING in this

field – MUST be left blank.





G

Subject Alpha; 3 No

Enter the subject for the test. Current choices

are:

M = mathematics

ELA = English language arts

SCI = science4

SS = social studies5

H School_Year YYYY Yes The school year for which the change is effective Use 2019.

4Only some states test in science. Check with the assessment coordinator. 5Only some states test in social studies. Check with the assessment coordinator.




Exit_Reason Field

These values are used in a TEC (Test, Exit, and Clear) Upload Template for the

Exit_Reason column. Do not add leading zeros, or the system will reject the file.


1 Transfer to public school,

same district 13

Reached maximum age for

services


different district, same state 14 Discontinued schooling


different state 15

Transfer to accredited or

nonaccredited juvenile

correctional facility—

educational services

provided

4 Transfer to an accredited

private school 16

Moved within the United

States, not known to be

enrolled in school

5 Transfer to a nonaccredited

private school 17 Unknown

6 Transfer to homeschooling 18 Student data claimed in

error/never attended

7 Matriculation to another

school 19

Transfer to an adult

education facility (e.g., 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 does not meet

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




HINT: Students who are exited with any exit code will also be removed from

all rosters. To undo a previously submitted exit record for a student,

data managers may submit another TEC (Test, Exit, and Clear) file

using exit code 99; the student will be completely restored to their

previous building but will not be restored to any rosters. The data

manager will need to roster the student again.

UPLOAD A TEC (TEST, EXIT, AND CLEAR) FILE

To upload a TEC (Test, Exit, and Clear) Upload Template, follow these steps:

1. Click Settings.


3. Select the Upload TEC tab.



district will be prepopulated for district-level users.






7. Locate the CSV TEC Upload file that contains student data.



HINT: Either use the most current TEC Upload Template found on the DLM

state website or click on the question mark icon next to the CSV icon

to download the most current version of the template (as seen in step

6). The most current template must be used or the file will not upload.

Verify that the file has a CSV file extension. Filenames with extensions





10. Click Upload.

11. A message will show the number of records created, rejected, updated, and with

alerts. Review the confirmation message for errors.

12. Click the CSV icon under File to see error messages related to the upload.

VIEW CURRENT ENROLLMENT EXTRACT

The Current Enrollment extract includes all records for students who are enrolled in the

user’s organization. This includes those uploaded via web service, enrollment file, or the

manual user interface.

HINT: On occasion, a student may be enrolled in more than one school (e.g.,

one school for ELA and another school for mathematics). When this

occurs, the student will have a record or line for each school.

Name of the Extract

When saving the Current Enrollment extract, use the following naming convention:

KITE_Enrollment_Extract_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv

HINT: OrgID is the organization code for the school or district.

UserID is the user identification code.




The extract is similar but not identical to the Enrollment Upload CSV Template. See page

59 for definitions of common fields.

HINT: The roster and enrollment extracts display the last modified date, time, and

user. The user extract shows only the date a record was originally created.




Using the Enrollment Extract to Update Enrollment Records

To use the Current Enrollment extract to update enrollment records, delete the first five

columns so the extract exactly matches the Enrollment Upload Template. This method is

useful if the Current Enrollment extract was downloaded and saved by July 31 of the

previous year. By modifying the file and editing the grade for students, the DTC can use

the Current Enrollment extract to upload students for the coming school year. Ensure all

student data are correct for the current year.

The first five columns are for the following fields:

Extract State

Extract District

Extract School Name

Extract Last Modified Time

Extract Last Modified By

ENSURE MANAGE STUDENT MOVES AND TRANSFERS

This section describes the recommended steps for data managers to process a student

moving to either a new school within a district or to a different district. This includes

best practices and troubleshooting.

HINT: To move one student or a few students (five or fewer), use the

Transfer a Student Manually procedure, which uses the EP user

interface, described on page 100 of this manual. To move numerous

students (more than five), use the Transfer Multiple Students Using

CSV Upload Templates procedure on page 105 of this manual. This

procedure uses two CSV upload templates: first, the (Test, Exit, and

Clear) Upload Template to exit students from one district and school

and, second, the Enrollment Template to enroll them in the new

district or school.

Once the student is enrolled and rostered in the new school or district, completed

testlets and the Instructional Tools Interface (ITI) plans move with the student record.

The system continues testlet assignments where the student left off.

Kite Student Portal will not generate testlets for a student who has not been rostered.

HINT: To remove a student who moved out of state, use the Remove a

Student from Educator Portal procedure on page 87 of this manual.




TRANSFER A STUDENT MANUALLY

This procedure allows the transfer one or more students at one time. A user with the role

of SUP, DTC, and DUS can transfer students only within their own district. An SAA or

Service Desk agent can transfer students between districts within their state.

NOTE: Transfers between two or more districts can be accomplished only by the

SAA or a DLM Service Desk agent. If transferring more than one student to

multiple districts, the process must be completed separately for each district.

1. Click Settings.

2. Click Students.

3. Select the Transfer Students tab.








HINT: An SAA or Service Desk agent can transfer students from one district

to another. Users with the role of SUP, DTC, or DUS can transfer

students from one building to another within their district. If

transferring more than one student to the same district, the process

can be completed at one time by selecting all of the students to

transfer, the district, and the schools. To transfer students to different

districts, create separate actions for each district.

6. Select the student or students to transfer; click Next.

7. Under the District drop-down menu, select the destination district if it is different

from the sending district.

8. Under the Accountability District drop-down menu, select a new Accountability

District if different than the existing Accountability district. Otherwise it can be left




blank.

HINT: Scroll to the right to view additional columns.

9. Select Destination Attendance School, Destination Accountability School,

Destination Location, and Exit Reason.




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 column.

The Select for all menu is available for the Destination Attendance

School column, the Destination Accountability School column, the

Destination Local ID column, and click Exit.

Remove any students that need to be removed from the transfer list at

this time.

A warning message will indicate when students are already enrolled

in the destination school. These students are denoted by a flag in EP

and will not be transferred.

10. Click Next.




11. A warning screen will display before the student is transferred, indicating that

students already enrolled in the destination school, denoted by a flag icon, will not

be transferred.

12. Click Next.

HINT: The delete icon looks like a trash can. Clicking this icon deletes the

student from the transfer process, but does not delete the student

from enrollments.

13. Review the student(s) and the selected information.




14. Click No to cancel the action. When clicking No, the user will receive a warning

message to confirm the cancellation of the transfer.

15. To continue the transfer, click Yes. A message will confirm that the student has been

transferred.

After a group of students are transferred, they must be rostered to test administrators in

the new school or district by following two steps: first, Create a Roster File on page 107

of this manual and, second, Load a Roster File on page 113. If only a few students (fewer

than five) are transferred, they can be rostered by using the user interface.

TRANSFER MULTIPLE STUDENTS USING CSV UPLOAD TEMPLATES

HINT: This complex process is best used when transferring numerous

students (more than five). When transferring a small number of

students (fewer than five), use the Transfer a Student Manually

procedure on page 100 of this manual.




Move Multiple Students within a District

A district-level user may perform the entire process outlined below when multiple

students transfer within the district. However, building-level users can perform

individual tasks within their building using the following steps.

To move students from one school to another within the same district, follow these steps

in order:

1. A building-level user in the originating school exits the students using a TEC file.

When this step is completed, School A will no longer have access to the students’

data.

2. A building-level user in the receiving school enrolls the students to School B using

the Enrollment Upload Template.

HINT: Returning students (i.e., students who were previously in the school)

cannot be manually enrolled with the Add Student feature. However,

they can be enrolled using the Enrollment Upload Template,

especially in the case of multiple students. Individual students or a

few returning students can be enrolled using the Find a Student

feature on page 86 of this manual. A student who has never been

enrolled in the state can be enrolled using the Add a Student Record

Manually feature found on page 72 of this manual. School B rosters

the student. When completed, School B will have access to the

student’s data, including student username and password.

3. The School B test administrator completes and submits the PNP Profile and FC

survey.

Move a Student from One District to Another

Only a state assessment administrator or DLM Service Desk agent may perform the

entirety of the process outlined below when a single student or multiple students

transfer from one district to another within the state. However, district-level users can

perform individual tasks within their district using the following steps:

1. District A exits the student by uploading a TEC Upload Template as described in the

section Remove Multiple Students at One Time from Educator Portal on page 92 of

this manual or by manually removing the student by following the procedure

described in the section Remove a Student from Educator Portal on page 87 of this

manual. The student is then automatically removed from rosters in that district.




2. District B enrolls the student using the Enrollment Upload Template as described in

the section Upload an Enrollment File on page 69 of this manual or the Find a

Student feature on page 86 of this manual and enrolling the student.

3. District B rosters the student. See Create a Roster File beginning on page 107 of this

manual. After the student is enrolled and the rosters are completed for the student,

District B will have access to the student’s data, including student username and

password.

4. District B test administrator verifies that the PNP Profile and the FC survey settings

are still accurate and then submits the survey. See the section Complete the PNP

Profile and Complete the First Contact Survey in the Educator Portal User Guide.

HINT: A returning student can be reactivated for a district and school using

either the Find Student feature or the Add Student feature. See the

section Find a Student on page 86 or Add a Student Record Manually


A group of returning students can also be re-enrolled using the

Enrollment File Template.

MANAGE ROSTER DATA

The Roster Upload Template links students to educators and enrolls the student in a

testlet for each subject area. While the enrollment file contains one record per student,

the roster file will contain one row per student for each DLM subject area.

NOTE: Students must be rostered for each DLM subject area for all assessments

in the current school year.

CREATE A ROSTER FILE

This procedure is best for creating rosters for multiple educators and students. For only

one or two educators or a small number of students, rosters can be created manually,

using the user interface. See Create a Roster Manually on page 119 of this manual.

To create a roster file, follow these steps:

1. Download the Roster Upload Template from the state’s DLM webpage.




HINT: Always start by downloading the template to ensure the most current

and correct file is being used.

2. Open the Roster Upload Template in a spreadsheet program that can save data in

CSV format. The template must be uploaded as a CSV file.

3. Using a new row for each student and for each DLM subject, type the information

into the CSV file.

HINT: Some states offer a resource that maps the field names shown below

to codes and identifiers commonly used in their state or district. See

the State Appendix on page 131 and Access Additional Resources on


4. Complete all required fields. Column M is only used to remove students from a

roster. Otherwise, leave column M (Remove from Roster) blank.

5. Verify that all column headings appear in the file. Do not remove any columns or

headings.

6. Save the file as a CSV file. The system will load only files saved in CSV format.


load slowly and can be difficult to troubleshoot. For best results,

upload 100 or fewer records at a time. Save the file in an easily

accessible location.

The file can be given any name that helps identify the group of

students it contains.

See Include Leading Zeros in an Upload File on page 28 of this

manual for any codes that include leading zeros. Check that the

leading zeros are retained after each save, but keep the file open.

Formatting changes are typically lost when the file is closed.




Key to Table

The following table is the key for the Roster Field Definitions table beginning on page

110 of this manual.

CSV Col. Matches the column label in the Roster Template

Column

Heading

The name of the field; matches the column heading in the Roster

Template.

Data Required Indicates if the spreadsheet must have data in a particular column

(Y = Yes, N = No)

Format or

Valid Entries The type of data allowed in the field

Definition The definition of the field




Roster Field Definitions

CSV

Col. Column Heading

Data

Required

Format or

Valid Entries Definition

A Roster Name Y Alphanumeric

The name for the roster (See Best

Practices for Naming Rosters on

page 112 of this manual.)

B Subject Y Alphanumeric

Use these subject abbreviations.

Use only the subjects entries

assessed in your state. Testlets will

not be provided for any other

subject than those listed in this

table.

Entry Definition

M Mathematics

ELA English language

arts

SCI Science

SS Social studies

C Course N Alphanumeric

Some states assess courses in high

school. See the assessment

coordinator for verification about

courses within a subject (e.g.,

subject: science, course: biology).

D School Identifier Y Alphanumeric

up to 10

Identification code assigned by the

state (or other organization) that

indicates where the student attends

school.

NOTE: The entry must match an

entry in EP for the organization, or

the file upload will fail the code for

the school identifier entered in the

template MUST match the school

identifier code in the

organizational chart. If they do not

match exactly, the upload will fail




CSV

Col. Column Heading

Data

Required

Format or


E School Year

Y YYYY

The four-digit ending year of the

current school year (e.g., for the

2018–2019 school year, enter 2019)

F State Student

Identifier Y

Numeric

up to 10

The student’s state identification

code in the roster must match

exactly that same student state

identifier in the enrollment file.

G Local Student

Identifier N

Numeric

up to 10

The student’s local identification

code in the roster must match

exactly that same student local

identifier in the enrollment file.

H Student Legal

First Name Y Alphanumeric The student’s first name

I Student Legal

Last Name Y Alphanumeric The student’s last name

J Educator

Identifier Y Alphanumeric

This is a required field for test

administrators (i.e., those with the

role of Teacher). To successfully

match the student to an educator,

the Educator_Identifier in the

Roster File must exactly match the

Educator_Identifier used in the

User File. If the two do not match,

the record will fail to upload.

K Educator First

Name Y Alphanumeric The educator’s first name

L Educator Last

Name Y Alphanumeric The educator’s last name




CSV

Col. Column Heading

Data

Required

Format or


M Remove from

roster N

Remove or

leave blank

If a student is no longer to be

rostered to a particular teacher, the

student can be removed from a

previously submitted roster in

column M by typing REMOVE in

this field. Otherwise, the field is to

remain blank. NOTE: A roster can

also be removed manually using

the user interface.

NOTE: States determine which subjects and grades are assessed. Check with the

district assessment coordinator before rostering students in subjects and grades.

Best Practices for Naming Rosters

Consider defining a standard naming convention for rosters, which can make sorting

and finding a specific roster easier at a later time. In these examples, rosters that use a

standard naming convention appear neatly grouped when sorted alphabetically.

HINT: Rosters must be separated by subject.

Example:

Teacher Last Name Teacher First Name Subject

Wheeler Lisa ELA

Wheeler Lisa Math

Wheeler Lisa Science




LOAD A ROSTER FILE

This procedure is required before a student is issued the first testlet.

HINT: For best results, upload roster files separately by school. This helps

with tracking. Also, the User’s name and Educator_Identifier in the

User data must match exactly what is entered on the Roster File or the

upload will fail.

If the Educator Identifier is missing for a user with the Teacher role,

the roster upload will also fail.

1. Click Settings.

2. Select Rosters from the dropdown menu.

3. Select the Upload Roster tab.









7. Locate the CSV TEC Upload file that contains student data.


9. Click Open. The filename appears in the File field

HINT: Either use the most current Roster Upload Template found on the

DLM state website or click on the question mark icon next to the CSV

icon to download the most current version of the template (as seen in

step 6). Use the most current template or the file will not upload.




10. Click CSV icon to open a browser window.

HINT: Verify that the file has a CSV file extension. Filenames with extensions


11. Click Upload.

12. A message will show the number of records created, rejected, updated, and with

alerts. Review the confirmation message for errors. The error file will display the

line number for the record that has the error.

13. Click the CSV file icon under File to see error messages related to the upload.

HINT: Each line in the CSV file is one record.

CHANGE ROSTER DATA OR REMOVE A ROSTER

Follow this procedure to change roster data or to remove a roster. The below bulleted

list contains fields that can be changed in a roster.

NOTE: Rosters cannot be changed after the state assessment window closes. See

the SEA or SAA with further questions.

Change a roster name (see Best Practices for Naming Rosters on page 112 of this

manual).

Change the educator connected to the roster.

Change the students connected to the roster.




Remove the roster (by removing all students).

To change roster data, follow these steps:

1. Click Settings.


3. On the View Roster tab, apply filters in the Select Organization fields to choose the


state will be available. The district will be prepopulated for district-level users.

4. Click Search.

HINT: Teachers and student fields will not populate until after the Search

button is clicked.




5. Click the desired roster to open the View/Edit Roster screen.

HINT: If a subject must be changed, a new roster must be created. After

creating a new roster, move the students to the new roster. The old

roster will automatically be deleted after the last student is removed.

6. Make any of the following changes:

a. Type a Roster Name.

b. Select an Educator.




c. Check or clear check boxes to remove or add students to the roster.

HINT: If an educator is no longer to be rostered to the list of students for a

subject, the educator checkbox cannot be unchecked. Instead, a new

educator must be selected. When the new educator is selected, the

checkbox by the previous educator is automatically unchecked.

However, students can be removed from a roster by simply

unchecking the checkbox beside their name. If all students are cleared

from the roster, the roster is automatically deleted.

7. Click Save.




CREATE A ROSTER MANUALLY

Follow this procedure to manually create a roster.

1. Click Settings.


3. Click the Create Roster tab.

4. In the additional fields, accept the prepopulated options or select other available

options if allowed (e.g., District, School, etc.). Selecting other options will depend on

the user’s permissions; click Search.

5. Type a Roster Name using the naming conventions suggested in Best Practices for

Naming Rosters on page 112 of this manual; select a Subject.




6. Find the educator who is to be rostered to the students. Click the checkbox to select

that educator.

HINT: Only one educator may be selected.

7. Select or uncheck the checkboxes to remove or add students to the roster.


HINT: Use the arrows at the bottom of the screen to move between pages

when multiple students are listed. Multiple students can be selected.

8. Click Save.

9. To close the roster, click X.




HINT: A student must be rostered to one educator per school, per grade, and

per subject. If an existing roster has an incorrect subject, a new roster

with the correct subject must be created to correct the problem. See

Create a Roster File on page 107. Students must be removed from the

incorrectly named roster in order to be added to the new roster. Once

all students have been either transferred or removed from the

incorrect roster, it will be deleted automatically.

VIEW ROSTER EXTRACT

The roster extract includes all records for students who are assigned to a roster within

the user’s organization. This includes students uploaded via roster file or manually.

Name of the Extract

When the roster extract is saved, use the following naming convention:

KITE_Roster_Extract_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv

HINT: OrgID is the organization identifier for the school or district.

UserID is the user identification number.




The extract is similar but not identical to the Roster Upload Template. See the table

Roster Field Definitions on page 110 for definitions of common fields.

Understanding the Roster Extract

The roster extract creates a CSV file that lists the students and educators on every roster

in a particular school along with their grade.

Using the Extract to Update Roster Records

To use the extract as an upload for roster records, the first 10 columns in the extract must

be deleted.

HINT: If you do not remove these columns, any changes made to them will

not be applied to 2018-2019 rosters.




The first ten columns are:

Extract_State

Extract_District

Extract_School

Extract_Last_Modified_Time

Extract_Last_Modified_By

Extract_Assessment_Program_1




Extract_Student_Grade

MANAGE DATA VERIFICATION AND REVISIONS

To prepare for an assessment window before it opens, districts must verify and revise

data in EP. The data manager is best suited to organize the effort. States and educators

also have a role in verification.

HINT: Check with the assessment coordinator for variations in this

procedure.

WHY DATA VERIFICATION AND REVISION ARE IMPORTANT

Incorrect information results in incorrect testlet assignment. Accurate information

about educators (users), students (enrollment, PNP, and FC survey), and rosters is

required so that all students who need to participate in the DLM alternate assessments

are ready for assessments and receive testlets that best match their needs and abilities.

Most student data entered into EP directly affect other fields in EP and reports. For

example, a misspelled student name in EP will carry over to the Individual Student

Score Report that is delivered to the student’s parents or guardians. Errors in EP may

also result in errors on a student’s permanent record.

WHEN TO CONDUCT DATA VERIFICATION AND REVISIONS

HINT: See the EDUCATOR PORTAL USER GUIDE for information about reports

and data extracts.

See Manage Student Moves and Transfers on page 99 of this manual

to manage planned student moves.




State and district data managers need to follow these steps to begin verifying and

revising data for their district.

1. Assemble the plan and team members who will conduct data verification and

revision.

2. Determine how to communicate responsibilities about the data verification and

revision process.

3. Download the data extracts from EP to view current data.

4. Edit the data against state or district data.

a. Look for duplicate student records across different schools in the district.

Remove students from schools or districts in which they are no longer enrolled

by using Remove a Student from Educator Portal on page 87 of this manual.

5. Use procedures from this manual to modify the data.

Optional: Download a new data extract to check the work and/or distribute new

extracts to appropriate audiences for them to check the information.

The steps below are for district assessment coordinators and data managers to use to

verify and revise data for their district. The EDUCATOR PORTAL USER GUIDE includes

procedures for checking student information.

Review each student’s PNP Profile and direct the test administrator to complete each

of their students’ PNP Profile as needed.

Review and check student data (spelling, date of birth, grade, race, gender, etc.).

Review the FC survey for each student, and direct the test administrator to complete

each student’s FC survey.

HINT: If the annual requirements, such as security agreement acceptance and

all required training modules, have not been completed prior to

administering assessments, educators will receive an Access

Restricted message when attempting to access the Test Management

tab.

A student will not be assigned a testlet until the FC survey is

completed in EP.

The ACCESSIBILITY MANUAL is a valuable resource for educators who must make

decisions about the PNP Profile.

DATA MANAGER ACTIONS

While data collection and comparison can be addressed simultaneously for all three

types of files, data upload templates must be processed in a specific order so that records

and relationships (e.g., user, enrollment, roster) are correctly linked.




Data Manager Actions Procedure Title in the Manual

User

1. View the user extract.

2. Compare the extract data against district or

state data.

3. Correct data.

4. Ensure educators with the role of Teacher

have an Educator Identifier associated with

their account.

5. Upload the User File Template.

Manage User Data beginning on


Enrollment

1. View the current enrollment extract.

2. Compare the extract data against state or

district data.

3. Keep rows of information that require

correction.

4. Delete rows of information that do not

require correction.

5. Delete the first five specified columns

described above to prepare the extract for use

as an enrollment file.

6. Upload the Enrollment File template.*

7. Exit students from the system if needed.

Manage Enrollment Data

beginning on page 57 of this

manual.

Change Enrollment Data

Previously Uploaded

Roster

1. View the Roster extract.

2. Compare the extract data against state or

district data.

3. Keep rows of information that require

correction.

4. Delete rows of information that do not

require correction.

5. Delete the first five specified columns

described above to prepare the extract for use

as a roster file. Delete any columns that do

not exactly match the Roster Template File.

6. Upload the roster file.*

Manage Roster Data beginning


*Some information may be edited manually.




USE THE DATA EXTRACTS FOR DATA CLEANUP

Here are some suggestions for comparing the EP extracts against district or state data to

identify needed corrections.

Consider whether the right students are in the right places. If not, see Manage

Student Moves and Transfers on page 99 of this manual to add them to the receiving

school or district and remove them from the sending school or district. Although EP

allows for dual enrollments when needed, unintended duplicate student enrollment

records could result in errors in student reports. Correct the student information.

Look for students enrolled more than once with identical information except for

perhaps one field, (e.g., the state ID). A student may have been enrolled using a state

ID with a transposed number and then a second time with the correct state ID.

Determine which ID is correct.

Before removing the wrong entry, check the DLM Test Administration Monitoring

Extract to see if the student may have been tested on more than one account. If the

student was tested on the wrong account or on both accounts, call the DLM Service

Desk to have the accounts corrected and reconciled.

Correct inaccurate data by using administrative staff knowledge, educator reference,

or school- or district-level databases.

Experienced Excel users might consider using these features to review and compare data

(click on the links for tutorials):

Sort the data by a specific column to identify duplicates (e.g., name).

Apply a filter to a column to view select records (e.g., in the enrollment file, choose

Current_School_Year and filter out the correct value to see which records have

incorrect data or blanks).

Use VLOOKUP to search for a value and return a value from a related cell.

THE EDUCATOR PORTAL USER GUIDE

The EDUCATOR PORTAL USER GUIDE includes procedures for checking student

information:

Understanding the Accessibility Profile Extract

View and Check Student Data

View and Check Roster

Complete PNP Profile

Complete the FC survey

WHERE TO FIND HELP

Common error messages and solutions related to EP file uploads are summarized on the

Kite Troubleshooting webpage.

See Finding Help on page 2 of this manual for additional assistance.


https://support.office.com/en-in/article/Sort-data-in-a-range-or-table-62d0b95d-2a90-4610-a6ae-2e545c4a4654

http://office.microsoft.com/en-001/excel-help/filter-data-in-a-range-or-table-HP010073941.aspx

https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=3&cad=rja&uact=8&ved=0CCQQFjAC&url=https%3A%2F%2Fsupport.office.com%2Fen-nz%2Farticle%2FVLOOKUP-What-it-is-and-when-to-use-it-5984e27b-4f0d-431e-83b1-7ab062c75493&ei=AD60VPeVBNDooAS2nYCICg&usg=AFQjCNEDU81CrM366HtkNux-03vQkBtMHg&sig2=hPJjJYvY1UHwxl2Rr5rz1A

http://dynamiclearningmaps.org/kite-troubleshooting



HINT: Do not send Personally Identifiable Information or screenshots of

testlets to the Service Desk via email.

For questions about data not collected by the DLM alternate assessment, contact the

SEA.

TROUBLESHOOTING

COMMON VIEW ACCESS ISSUES

A user’s role in EP may limit access to tabs, features, or data. If a user cannot access

needed information, the data manager may need to assign that user a new or additional

role in EP. See Assign a User Role or Organization on page 43 of this manual.

COMMON DATA UPLOAD ISSUES

Experience Possible Causes

Nothing happens when the

Upload button is clicked (for

user, enrollment, or roster files)

File is not in CSV format.

An incompatible browser is used. Use a

supported browser as listed under the EP

heading on


SYSTEM ERROR MESSAGES

To view error messages, click the CSV icon.

The table below shows some error messages that may appear when uploading file

templates. Error messages include the line number in the file that was uploaded, the

name of the column header that contains the error, and other helpful information.

Message Possible Causes

### records created, ### records

updated and ### records are rejected

out of ### total records. Upload

completed with errors.

The file was uploaded, but EP found errors.

The error message will indicate how many

records were updated and how many errors

were found.





Message Possible Causes

Enter a value with a valid extension.

The file was not uploaded because the file

format was not CSV. This error may occur if

data from other programs were copied and

pasted into the CSV file. This problem can be

corrected by transferring the data into a new

CSV file template.

File format is not correct.

The file was not uploaded. A header may be

missing or incorrect. Use the templates

provided on the DLM state webpage.

File is required. User clicked the Upload button before

attaching a file.

Blank value is not valid.

The record was not actually rejected and no

action is required. This message will appear

for any field that is not required and left

blank.

The roster upload file is rejected.

Use only the

DLM subject

codes in Roster

File Template as

seen in the below

table. Spelling

and capitalization

must match

exactly. Subject

Definition

M Mathematics

ELA English language arts

SCI Science

SS Social studies

Check that the Current_School_Year field is

completed correctly.

The Attendance School Program Identifier

is not found.

The Attendance District Identifier is

incorrect.

The Date of Birth with value 11/22/2019 is

not valid. Date is in the future.




SERVICE DESK ASSISTANCE REQUIRED

Contact the Service Desk for assistance with the following items:

To change the State Student Identifier if testlets have been taken under two different

state identifiers. Contact the Service Desk to have the accounts merged into the

correct ID.

To add or change state or district organizational data.

To remove an educator from the state if an educator leaves the state or the DLM

program (not district).

REPORTS AND DATA EXTRACTS

See the EDUCATOR PORTAL USER GUIDE for information about reports and data extracts.




GLOSSARY

This glossary compiles definitions and acronyms relevant to assessment for the Dynamic

Learning Maps® (DLM®) alternate assessment.

Educator Portal

(EP)

Educator Portal (EP) is the administrative application where staff

and educators manage student data and retrieve reports. Users can

access EP via https://educator.kiteaa.org. For information on

working within EP, see the DATA MANAGEMENT MANUAL and the

EDUCATOR PORTAL USER GUIDE on the DLM website.

First Contact

(FC) survey

A survey used to collect background information about students

who are eligible for the DLM alternate assessments. The survey

goes beyond basic demographic information and includes

questions on communication, assistive technology devices, motor

and sensory impairments, and academic performance. Core

questions from the FC are used to determine a student’s first

testlet, or initialization, into the assessment.

Kite Student

Portal

A secure customized interface used to deliver assessments to

students. All students taking the DLM alternate assessment will

have unique accounts in Kite Student Portal. Test administrators

do not have accounts in Student Portal. See the TEST

ADMINISTRATION MANUAL for more information about Student

Portal.

Personal Needs

and

Preferences

profile (PNP)

Student-specific information that informs Kite Student Portal

about an individual student’s personal needs and preferences. The

PNP Profile includes information the system needs to make the

student’s user interface compatible with their accessibility needs.

In Educator Portal, the PNP Profile includes information about

display enhancements, language and braille, and audio and

environmental supports. Educators who know the student provide

the information in the profile.

State

Assessment

Administrator

(SAA)

This is an Educator Portal role assign to staff at the state education

agency who have the highest level of access and permissions in

Kite Educator Portal. An SAA can transfer students between

districts, assign the District Test Coordinator role, and have access

to all student reports and extracts.


https://educator.kiteaa.org/



State

Education

Agency (SEA)

A state department of education

technology-

enhanced

items

Computer-delivered test items that require a specialized

interaction, such as click and drag. A technology-enhanced item is

any item that is not answered using direct selection.

testlet Short for instructionally relevant testlet. A testlet begins with an

engagement activity and is followed by several items that together

increase the instructional relevance of the assessment and provide

a better estimate of a student’s knowledge, skills, and

understandings than can be achieved by a single assessment item.

Each testlet has three to nine items depending on the subject. More

specific information is found in the TEST ADMINISTRATION

MANUAL.




STATE APPENDIX

DOCUMENT HISTORY

NOTE: Page numbers are valid only for the date and version noted.

They may change in future versions.

Date Section Name/Summary of Changes Starting

Page

10/25/2018 Updated Enrollment Field Definitions for entering

Accountability District and School

59

08/03/2018 Updated screenshot and hint regarding the required

Educator Identifier field from the 8/02 software release

39

08/01/2018 Updated Access Profile to Personal Needs and

Preferences (PNP) profile

Throughout

Updated name KITE Client to Kite Student Portal Throughout

Updates to reflect DLM website enhancements Throughout

Updated screenshots to reflect Educator Portal

enhancements

Throughout

New section Include Leading Zeros in an Upload File 28

New table Student Upload Definitions 75

Glossary: Updates and revisions to language in some

entries

129


data management manual 2018-2019 - dynamic learning maps · data management manual 2018-2019 rev:...

Documents