pearsonaccess ghsgt participation counts and user accounts july 22, 23, and 28, 2009
TRANSCRIPT
PearsonAccessGHSGT Participation Counts
and User AccountsJuly 22, 23, and 28, 2009
PearsonAccess – GHSGT Agenda
Single Login• Resource Materials• User Accounts• Contact Information (Profile)• Authorizations• Add Schools/Delete Schools/Change School Name• Participation Counts (Enrollment)• Additional Orders• Order Tracking
Training Center
Georgia Landing Pagehttp://www.pearsonaccess.com
Login Page
If you forget your password
Resource Materials
Click on User Documentation
User Guide and User Roles
PearsonAccess Landing PageAdministrative Management
Click on View User Accounts to view current users or to add
new users
Add a New User
Authorizations – User Roles • Proctors/Examiners – online testing
– Reset own password– View, add, delete, edit sessions– Student authorization tickets– Seal codes– Start/Stop Sessions– Resume test– Mark test complete– View student
Authorizations – User Roles• School Coordinators (Proctor roles with the addition of the below)
– Edit own user account and others at a same level or at Proctor/Examiner level
– Reset password at same level or at Proctor/Examiner level– View organization– View participation in a test administration– View administration details– Online testing – add, view, edit, delete sessions– Add/Remove students from session– View published reports
Authorizations – User Roles• System Coordinators (School Coordinator and Proctor
roles plus)– Export/Send user account file– Add contacts– Delete contacts– View/edit participation counts– View summary of participation counts– Submit student data upload files– Order additional materials– View/track initial shipment and additional orders
Ability to Add Multiple Users
Example of User Upload List
Note: the file must be in a csv format to upload to PearsonAccess
Upload User File
View Organization (System/School)
Click on System Name
Test Administration
Responsibilities
Mailing and
Shipping Address
Add/Delete/Change School Name
Click on View Organizations
Add a New School
Click on New Organization
Click on School to view all schools
Add a New School
Enter State School Code(3 digit System Code, 4
digit School Code)
Delete a School
To delete a school, click on the box to the left of the school name
and then click Delete
Change a School Name
Click on Edit and update the School Name
Click on Save
You may also mark a school as closed
Participation (enrollments)
Status of Participation Counts
Enter Participation Counts
Complete Participation Counts
To complete participation
counts
To Continue Entering Counts
Summary of Counts
Participation Counts – Summary
Item can be entered and updated until the day the window closes
Order Additional Materials & Tracking
Ordering Additional Materials
Click on the order to obtain tracking
information
Order Status and Tracking
Ability to track shipments, both initial distribution and additional orders
Implementation Schedule
• Winter GHSGT Participation/Enrollment Counts will be entered through PearsonAccess July 20-31
• EOCT Fall Mid-Month Administrations August 10 – 21, September 21 – 25, October 19 - 23, November 16 - 20
• Fall GHSGT additional materials order to be entered on PearsonAccess September 1 – September 24
• Winter EOCT Administration November 30 – January 8
Things to Do• Review User’s Guide • Become familiar with Training Site• Bring your questions to the workshops • Verify Profile information
– Contact name and phone number– Shipping and mailing addresses– Must contain fax number and e-mail address
• Verify school codes are up-to-date with current state school codes
Training Schedule• July
– User’s Guide posted – User Id’s for Training Site sent July 13– User Id’s for Live Site sent July 17– Detailed training for Systems via Elluminate
• July 20 - GHSGT participation counts, user accounts, contact information
• July 22, 23, 28 – review of participation counts, user accounts, contact information, introduction to EOCT online testing
• August– One on one trainings with Systems – Call Pearson to schedule
ContactsGeorgia Department of Education
GHSGTDr. Kay Ellen Rutledge 404-463-5047 [email protected]
EOCT Dr. Paula Rufus 404-656-5975
Contact InformationPearson
EOCTRobin Jindrich-Cecil 800-627-7990 ext. 21-6973
GHSGTNancy Milder 800-627-7990 ext. 21-6476
Customer Service Center 1- 888-705-9414
PearsonAccessOnline Testing and Student
Upload filesJuly 22, 23, and 28, 2009
Pearson Access Home Page
PearsonAccess – Online Topics Covered in Training
• Navigation tips for Pearson Access• Student Data - Upload (SDU) Best Practices• Student Data - SDU Error Messages• Test Management – Register Students• Test Management – Manage Test Sessions• Test Management – Session Details• Test Results – View published reports• Test Results – Report List• Contact information
Navigation Tips for Pearson Access
Before you begin using Pearson Access, it is best to familiarize yourself with the navigation and data elements that you will see on every screen.
Using these elements will help you quickly find the test administration, organization,
task, and data that you’re looking for.
Global Navigation LinksAppear at the top of every screen
Global Navigation Links appear at the top of each page in Pearson Access to provide quick navigation to pages you may need to reference
while using Pearson Access
Tabs and Sub-tabs
Tabs and sub-tabs allow you to navigate quickly to specific screens. The current screen is indicated by the bold white text. For example, these
tabs show Test Management > Manage Test Sessions.
“Bread crumbs”
“Breadcrumbs” that show the navigation path to the screen. The underlined breadcrumbs are hyperlinks. Click on any of the links to
return to that page.
Change Administration
Name of the test administration you are viewing. Click Change to go to a different test administration. The administration change will apply to all
screens.
Change Organization
The name of the organization whose data you are viewing. Click Change Organization to view a different organization’s data within the same test administration. The organization change will apply to all screens.
Close Help Window
To close the Help window, click on the <<? This will close the Help windows on all screens. Click on the ? to reopen the Help window on all
screens.
Student Data Uploads• Student Data Uploads were formerly known as Pre-ID
files or Mass-load files• Most Student Data Uploads (SDU’s) will be sent to
Pearson by the Ga DOE Data Collections Division• SDU’s will be accepted from systems for EOCT Mid-
month and new student updates only for EOCT main administrations
• Pearson Access SDU file layout differs from data file submitted to GaDOE
• ALL students must be included on files sent to GaDOE regardless of testing method
Student Data Upload (SDU) Best Practices: What can an SDU accomplish?
• An SDU can:– register a student for a test administration– create a class and add a student to that class– assign a student to a test (paper/pencil and online)– modify existing “Student Registration” demographics
• An SDU cannot: – create an online test session– add students to an already existing online test session– modify a student’s Master Record demographics: First
Name, Last Name, Date of Birth, Gender or GTID– modify an existing test’s Class Name
SDU Best Practices:What resources are needed?
• Student Data File Upload Requirements• Student Data File Layout
– Emailed from Pearson at the start of an administration
– Posted on Pearson Access website– Check for the updated versions of these resources
at the beginning of each test administration
SDU Best Practices:Tips for a successful upload
• The header row MUST be removed prior to submission.
• SDU file must be saved as a .csv (comma-separated) file and uploaded in that format. Do not submit the file using .xls (Excel template default). Opening .csv file in Excel before uploading removes formatting. Use Notepad or text editor to review your file without losing formatting.
• Use Teacher Last Name field for your Class Name to make adding students to sessions easy
Send Student Data
Choose the Student Data
Tab
Then select the Send
Student Data link
Email Notifications for SDU files
Before uploading the
SDU, make sure to update
additional email
contacts.
SDU Best Practices:Overview of How to Submit an SDU File Within Pearson Access
On the Send Student Data Submission page, choose the appropriate Test Administration, click Browse to search for your Student Data File and then click Send.
Make sure your students are loaded to the correct
administration by
selecting from the
drop down list!
Select your SDU
file by browsing
here
SDU Best Practices:Overview of How to Submit an SDU File
within Pearson Access (cont’d)
Processing: It could take up to 24 hours for the file to be processed.
Successfully Completed SDU:
File Status of each SDU
submitted is shown here
SDU Error Messages
• You will receive an email that details any errors on your SDU file
• Status will change to ‘Complete’, ‘Complete with Problems’, ‘Rejected’
• Errors can be exported to Excel for easier resolution by systems
SDU Error Messages
Click on the messages link for file details
on the errors in the SDU file
SDU Error Messages
The number of records with each error is displayed. Click on the (+) to expand and show
each error or the (-) to hide that detail.
Test ManagementRegister Students, Manage Test Sessions and Resolve Student Alerts
Test Management – Register Students
• How are students registered?– Typically, registration occurs using an SDU upload
file. The main SDU will come from GaDOE and be uploaded by Pearson.
– Student data can be entered manually.
• Why Register Students?– Students must be registered to receive a pre-id label– For EOCT, students must be registered to be
assigned to a paper/pencil or online test
Test Management – Manage Test Sessions
• View/Create Test Sessions• Add registered students to a Test Session• Proctor Test Sessions
Test Management – Manage Test Sessions
To create a new test
session, click on New Session
Test Management – Create a new session
Enter your session name and
other required fields
Make sure to click on ‘Save’
Test Management – Create a new session
The new session now shows in your session list – no students are in the
session yet
Test Management – Add students to session
Click on ‘Add Students’ to bring students into your
new session
Test Management – Add students to session
Students can be added to sessions by class or by student
by changing the view here
Test Management – Add students to session
Select the students or class you would
like to add by checking the box
Then click on ‘Add to Session’ button
Test Management – Manage Test Sessions
To see a printable list of all sessions, click on the Adobe link for Currently Scheduled Sessions. Example is shown
below
Test Management – Manage Test Sessions
To view session details, click on
the session name
Test Management –Session Details
• Add Students to session• Remove/Move students from session• Proctor caching• Start/Stop session• Create session roster• Print Authorization Tickets• Find Seal Codes• Resume tests• Mark students complete
Test Management – Manage Test Sessions
Manage Test Sessions from Session Details
Screen
Test Management – Print Authorizations
Click on Authorizations to print the Student
Authorization Tickets and obtain Seal Codes
Test Management – Move Students
Select student to move by checking box, then click on
‘Move’
Test Management – Move Students
Students can be moved to a new or existing test session
if they have NOT started their test
Test Management – Start Session
Start the session
by clicking on
‘Start’.
Make sure you stop sessions
by clicking on ‘Stop’ after all students
have submitted their tests
Test Management – Resume Test
Test Management – Helpful tools
Click on
‘Schools’ view on the ‘Register Students’
page to see asummary of
the status of the Students in
your schools
Administrative Management – Helpful tools
From the
Administrative Management page
you can click on the link to Verify
Transmission Receipt to view the
transmission of student responses to
Pearson!
Administrative Management – Helpful toolsVerify Transmission Receipt
The
student selection screen is shown,
allowing you to choose
all students or search
for a particular student
Administrative Management – Helpful tools Verify Transmission Receipt
The student item status is shown for each item.
The Item Status Column will show
you if the item has been visited and if a response has been received
for that item. The Response column shown here will not
appear to system or school users.
Test Management – Helpful tools Verify Transmission Receipt
You can also link
to the Verify Transmission
Receipt from the Session Details page by clicking on ‘responses’ in
the Status column
Register Students – Helpful tools Reverse SDU
A ‘Reverse SDU’ file can be
requested to verify the
information entered for your students. The
Reverse SDU will be in the SDU data file layout
and will be placed on the ‘Test
Results’ page.
Test ResultsElectronic reports for online and paper testing will be posted to the Test Results page
Reports generated (i.e.Reverse SDU files) will also be posted under Test Results
Test Results -View Published Reports
Click on the Organization to bring up the list of reports
available
Test Results –Report List
Select report by clicking on report name in the ‘Report List’
Training Schedule• July
– User’s Guide posted – User Id’s for Training Site sent July 13– Detailed training for Systems via Elluminate
• July 13 - GHSGT participation counts, user accounts, contact information
• July 22, 23, 28 – review of participation counts, user accounts, contact information, introduction to EOCT online testing
• August– One on one trainings with Systems – Call Pearson to schedule
ContactsGeorgia Department of Education
GHSGTDr. Kay Ellen Rutledge 404-463-5047 [email protected]
EOCT Dr. Paula Rufus 404-656-5975
Contact InformationPearson
EOCTRobin Jindrich-Cecil 800-627-7990 ext. 21-6973
GHSGTNancy Milder 800-627-7990 ext. 21-6476
Customer Service Center 1- 888-705-9414
Questions?