PearsonAccessApril 14, 2010

PearsonAccess – Agenda

• Order Tracking• Additional Orders• Student Data Upload (SDU) files• New Student Wizard• Online Testing• Reports • Resource Materials

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

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

Mass-load files• Initial Spring and Winter Student Data Uploads (SDU’s) will be

sent to Pearson by the GaDOE Data Collections Division• SDU’s will be accepted from systems for EOCT Mid-months,

EOCT Summer administration and new student updates only for EOCT Spring and Summer 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: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 Teacher Last Name field for your Class Name to make adding students to sessions easy– If Teacher Last Name has multiple subgroups, distinguish

the groups by unique identifier (ex: Smith1, Smith2, etc)

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 administrati

on 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. Check on the (+) to expand and show each error or the (-) to

hide that detail.

New Student Wizard

• The process to create a student, register the student, and assign the student to a test via the online interface is simplified.

• A wizard helps users to easily create a new student, register the student, assign the student to a class, and assign tests to the student.

• If a user completes a portion of the process, the wizard will pick up where the process left off. For example, if a student already existed and they need to be registered for the test administration, the wizard will start at the registration process and continue to complete the rest of the activities through assignment of the student to a test.

New Student Wizard

From the ‘Student

Data’ tab, choose

the ‘Manage Student

Data’ subtab

and click on the ‘New

Student’ Button

New Student Wizard – Student Details

Enter ‘Student Details’

then click on ‘Save and

Next’ to move to the next step in

adding a student.

New Student Wizard-Test Registration Details

Enter Test Administration

and Grade, then click on

‘Save and Next’

New Student Wizard-Registration Classes

Add the student

to an existing class, or

add a new

class by choosing the ‘New

Class’ button.Then click ‘Save and

Next’.

New Student Wizard-Assigned TestsAssign the new student to tests

by clicking in the

box next to the test

name.Add Test Details: Online

Testing, Subject

Indicator and Test

ID Then click ‘Save

and Exit’.

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 using the New Student Wizard.

• Why Register Students?– Students must be registered to test online.– New Paper testers that were not included in the Pre-ID file sent to the

state in February do not need to be registered – but all required gridded information MUST be included on Answer Document to process and report the student’s test attempt. Failure to include all demographic information will result in a test alert and may result in a reporting delay for that student.

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 sessionThe new session now shows in your session

list – no students are in session yet.

Test Management – Add students to session

Click on ‘Add Students’ to

bring students in to 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

Online Testing TroubleshootingWhat do I do when...??

• Student test attempt cannot be resumed– Call Pearson Call Center for assistance.– Do NOT mark student complete or close session that

contains the student at issue (we cannot resume a student in a closed session!).

– Do NOT move student to a new session and close original session.

• Student is not visible to put in a session– Verify that the student has been assigned to that test.– Verify that the student has the online indicator selected.

• Pearson Call Center - 888-705-9414

Completing your online testing(Clean-up of sessions)

• If you have students that will not finish testing, please mark those students complete.

• If there are students in sessions that have not started, please remove them from the session.

• If you have a session that has a student with an issue, please complete resolution of the student PRIOR to the end of testing window.

• Close ALL sessions. – Systems with open sessions after the close of the testing

window will receive an email request to complete the cleanup of their sessions.

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

Test Management – Helpful toolsVerify 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 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- Note: Reports will be posted once a representative sample has been met regardless of the mode of testing

Test Results -View Published Reports

Click 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’

Class Reports

Resource Materials

Click on User Documentation

User Guide and User Roles

ContactsGaDOE

Melissa Faux 404-656-5975

mfaux@doe.k12.ga.us

PEARSONGeorgia Customer 888-705-9414Service Center

Robin Jindrich-Cecil 888-705-9414 ext. 21-6973Georgia@support.pearson.com

Questions?