Office Hours Session #1 Tasks in PearsonAccess Next

1. Office Hours Session #1Tasks in PearsonAccess Next The Office of Student Assessment Services March 12, 2019

2. Presenters • Scott Kelley, Data & Reporting Specialist • Robert Pelychaty, Accommodations and Appeals Coordinator • Jodie Zalk, Test Administration Coordinator • Elizabeth Pennington, Project Manager at Pearson

3. Logistics for This Session • Questions may be asked at any time using the Questions feature on the GoToWebinar screen. • Questions about a specific student should be sent by email to mcas@doe.mass.edu. • We will take breaks to answer questions during the session. • After the session, we will email questions and answers to participants. • This session is being recorded and will be available online in about one week at the MCAS Resource Center. • In the section entitled “Training Sessions Previously Offered This School Year”

4. 01 Introduction to PearsonAccess Next Sessions 02 Creating PAN Sessions 03 Managing and Monitoring Sessions CONTENTS 04 05 Resources, Support, and Next Steps Enrollment Transfer Process in PAN

5. Introduction to PearsonAccess Next Sessions 01

6. What are PearsonAccess Next Sessions? • Sessions are a group of students in PearsonAccess Next (PAN) who will be taking the same test together. • Each PAN Session is grade and subject specific. • All the test sessions for a subject area test are automatically created for each student assigned to a PAN Session. • PAN Sessions can be created at any time prior to administration. • Recommended: Create PAN Sessions approximately two weeks before test administration • The timing can help to minimize changes needed (e.g., student transfers).

7. PAN Session Names • A PAN Session name may contain up to 50 characters. • Recommended: Use a naming convention for PAN Sessions that will help test administrators quickly and easily find the test they are administering, including the following items: • test administrator name • testing location • grade • subject area test • Example: Smith_Rm202_G4_Math

8. Creating PAN Sessions 02

9. Two Ways to Create PAN Sessions • There are two ways to create PAN Sessions: file import or user interface. • A file import in the SR/PNP can only be done one time. Additional changes would need to be made through the user interface. • Recommended: Use the file import for large numbers of students or when creating 5 or more PAN Sessions. • Use the user interface to create a separate PAN Session for students with the Human Reader or Human Signer accommodation.

10. Demonstrations • Creating PAN Sessions via the Import • Creating PAN Sessions via the User Interface • Special instructions for Human Reader and Human Signer PAN Sessions

11. Option 1: Creating Sessions via SR/PNP Import • Setup > Import/Export Data > Select Tasks, Import/Export Data > Student Registration Export > Process • Export the file and add the appropriate Session names for each student in column M. When completed, save the file as a .CSV. • Setup > Import/Export Data >in the Tasks dropdown, choose Import/Export Data > Student Registration Import >select the file you just saved > Process • Confirm that your Sessions have been created by going to Testing > Sessions > Show All Results

12. Option 2: Creating Sessions via PAN User Interface • Testing > Sessions > Select Tasks, Create/Edit Sessions > Start • Complete the required fields and click Create

13. Adding Students to PAN Sessions • Go to Testing>Sessions>Create/Edit Sessions • Once required information is entered, students can be selected for the specific PAN Session at the bottom of the screen.

14. Creating Human Read Aloud and Human Signer Sessions • Use the user interface to create a separate PAN Session for students with the Human Reader or Human Signer accommodation. • This process assigns the students in this Session the same test form, and assigns a proctor testing ticket for the test administrator to access a test to read or sign from his or her own device. • NOTE: Any responses entered using the proctor testing ticket will not be saved. Test administrators need to make sure that students use their own (student) testing ticket. • There should be no more than 5 students per Human Reader/Human Signer PAN Session.

15. Designating Human Read Aloud and Human Signer Sessions • Testing > Sessions > select your Session(s), then go to Select Tasks, Create/Edit Sessions> Start • Make sure your Session is selected on the left hand side of the screen, scroll down and check the Proctor Reads Aloud box, and then select either Human Read Aloud or Human Signer in the Form Group Type dropdown. Click Save.

16. Questions & Answers (Use the “Questions” feature to ask questions or to request any demonstrations in PearsonAccess Next.)

17. Managing and Monitoring Sessions 03

18. Tasks for Principals/Test Coordinators • Continue to update student information in PAN throughout administration. • Work with technology coordinator to conduct an Infrastructure Trial • Refer to statewide testing schedule for recommended dates: www.doe.mass.edu/mcas/cal.html • Create PAN Sessions and assign students to Sessions. • Verify whether students have the correct accommodations. • Prepare PAN Sessions up to two days before testing. • Print testing tickets and distribute them, using tracking forms. • Stop PAN Sessions after testing is complete.

19. Tasks for Test Administrators • Verify whether students have the correct test forms prior to testing, including accommodated forms. • Start the PAN Session. • Distribute testing tickets to students, and track testing tickets throughout administration. • Unlock the PAN Session. • Monitor live student testing on Students in Sessions screen. • Resume students who exit TestNav unexpectedly during a test session.

20. Demonstrations • Access the PNP report • Prepare PAN Sessions • Download testing tickets and Session Student Roster • Verify accommodations • Start a PAN Session • Lock/unlock a PAN Session • Manage active student tests

21. Prepare PAN Sessions • Before PAN Sessions have been prepared, verify students’ accommodations: • Reports > Operational Reports > Students and Registrations > PNP Report • View the Students in Sessions page to see accommodated forms listed next to students’ names. • Sessions must be “prepared” by principals/test coordinators before they can be started (“Starting” Sessions is shown on slide 28). • Preparing Sessions assigns the test forms to students. • Recommended: Do this step one or two days before testing.

22. Prepare Sessions • Testing > Students in Sessions > Find the Session and select the checkbox to see the Session Details screen. • Click the blue Prepare Session button.

23. Download Testing Tickets and the Session Student Roster • Student testing tickets and proctor testing tickets (for human read aloud/signer PAN Sessions) are located in the Resources dropdown in the Students in Sessions view, along with a Session Student Roster.

24. Print Testing Tickets • Testing tickets contain the login information that students need to type in to begin each test session. • Students use the same testing ticket for each subject area test (e.g., Jon Ward has one ticket for grade 4 ELA, and a different ticket for grade 4 Mathematics). • Print testing tickets one or two days before testing, and distribute them to test administrators on the day of testing. • Testing tickets are considered secure and must be tracked. • Note: Proctor testing tickets are available for Human Read Aloud and Human Signer Sessions only.

25. Student Testing Tickets

26. Proctor Testing Tickets • Sample Proctor Testing Ticket for Human Reader and Human Signer accommodations

27. Verify Students’ Accommodated Forms Prior to Testing (After Sessions Are Prepared) • View the Students in Sessions page to see accommodated forms listed next to students’ names. • Text-to-speech, Read aloud, Assistive Technology (AT), Screen Reader • If an accommodated form is not listed (or if the wrong form is listed), remove the student from the PAN Session, update the SR/PNP, and then add the student back into the same PAN Session. • Human Read-Aloud and Human Signer Sessions (listed in the “Form Group Type” column) must be corrected in the Sessions >Edit sessions task.

28. Start the Session • Testing > Sessions > select one or more Sessions > Show Students in Sessions > click Session name or Combined View > Start Session • PAN sessions may be “prepared” up to two days prior to testing. • PAN sessions should not be “started” earlier than one day prior to testing. Principals should determine if they will “start” PAN Sessions or delegate this to test administrators.

29. Unlock the Test Session • Test sessions are locked by default; the test administrator should unlock the test session when ready for students to log into the test. • Test sessions can be unlocked for the entire class, or at the individual student level. • Unlocking at the student level is useful for make-up testing or when only a few tests in the session will be administered. • Recommended: Lock the test session at the end of the day to maintain test security.

30. Unlock the Test Session • Testing > Students in Sessions > select your PAN Session on the left hand side: • To unlock the test session for all the students: slide the padlock for the selected session to the unlocked position. • To unlock at the student level: select the session status dropdown to the right of the student name and select Unlock.

31. Manage Active Student Tests • Test administrators should monitor student testing in PAN. • Testing > Sessions > select their PAN session, click Go to Students in Sessions • On the Students in Sessions screen, view the progress of the entire class and individual students. • A progress bar for the entire class shows at the top. • Click to refresh to see updates. • A status for each student also appears. • Click on the status bar to view individual student progress through the test session.

32. Manage Active Student Tests

33. Student Status Key • The following table lists the statuses that may appear for each student in a session and a description of each status.

34. Guidance for Test Administrators • CBT Test Administrator’s Manual (TAM) www.doe.mass.edu/mcas/testadmin/manual/TAM-CBT.pdf • Student Status Key -- page 118 of the CBT TAM • Using the “Students in Sessions” Screen and instructions on resuming students’ tests -- Appendix B of the CBT TAM

35. Questions & Answers (Use the “Questions” feature to ask questions or to request any demonstrations in PearsonAccess Next.)

36. Resources, Support, and Next Steps 04

37. What if TestNav stops responding or exits a student from the test? • Attempt to identify the cause (e.g., security violation, loss of connectivity). • Test administrator resumes the student’s test. • Contact your technology coordinator to report repeated technical interruptions. • Issues that cannot be resolved quickly should be immediately reported to the MCAS Service Center at 800-737-5103. • Large-scale technology failures (i.e., ones that affect one or more classrooms or in which the testing schedule is interrupted) should also be reported to the Department at 781-338-3625. • It is not necessary to report to the Department a loss in connectivity that can be quickly restored with minimal interruption to student testing.

38. Troubleshooting Tips • Steps that apply to any technology problems that may occur during testing: • Do not move a student to a new device. • Do not turn off the device. • Make note of which testing device the student was using. • If there is a situation in which a student is waiting for more than 15 minutes, then schedule the student to complete the session at a later time. • See troubleshooting steps in both the Principal’s Administration Manual (Appendix A) and the CBT TAM (Appendix C) .

39. Why might a student record not be found when assigning that student to a Session? • Student is assigned to PBT. • Student would need to be assigned to CBT. • Student is assigned to a different grade level. • Student would need to be assigned the appropriate grade level test.

40. Additional Resources

41. Second “Office Hours” Session Register at www.doe.mass.edu/mcas/training.html.

42. Email and Phone Support MCAS Service Center DESE Office of Student Assessment Services • All questions on logistics and technology (e.g., PearsonAccess Next, SR/PNP, TestNav) • Web: mcas.pearsonsupport.com/ • Email: mcas@measuredprogress.org • Phone: 800-737-5103 • All policy questions (e.g., student participation, accommodations) • Web: www.doe.mass.edu/mcas • Email: mcas@doe.mass.edu • Phone: 781-338-3625

43. Next Steps • Today: Complete the evaluation form. • Responses associated with the name and email address used to log in • Email your input to mcas@doe.mass.edu if you have problems accessing or completing the form. • Later this week/early next week: • Receive an email with the Q&A from this session • Recording will be available

44. Enrollment Transfer Process in PAN 05

45. New: Enrollment Transfer The purpose of the Work Request is to manage students who move between organizations.

46. Demonstrations • Registering a Student for Testing • Creating Work Requests • Approving Work Requests

47. Registering a Student for Testing • If a student has moved to your organization, the first step is to attempt to create the student record in PAN. • To create a student record in PAN, go to Setup>Students>Select Tasks>Create/Edit Students>Start • If you receive an error message because the student is enrolled at another organization (in PAN), you will need to create a Work Request to transfer the student record.

48. Creating a Work Request • To create a Work Request, go to Setup > Work Request > Select Tasks > Request/Delete Enrollment Transfer > Start

49. Creating a Work Request • Fill out the required information, and click Search.

50. Approving a Work Request • After completing the request, an email is sent to the initial district/school where the student is currently registered. • The initial school will need to approve the request. To do so, go to Setup > Work Request > Select Task bar > Approve/Reject Enrollment Transfer > Start. Then, click Approve (as long as the student has transferred out of your district/school). • If a request has not been approved within 24 hours, call the MCAS Service Center at 800-737-5103 for support.