Role-Based Key 2 Role-Based Codes LEA Test Coordinator School
Test Coordinator Test Administrator/Proctor LEA and School
Technology Coordinator Accommodations Coordinator This training
module is applicable to LEA Test Coordinators and School Test
Coordinators.
Slide 3
Glossary Important Notes Introduction to PearsonAccess next
Selecting Students Student Registration File Layout and Student
Registration File Field Definitions Helpful Hints & File
Preparation Import your File to PearsonAccess next Common Issues
Resources Agenda 3
Slide 4
Glossary 4 PearsonAccess next : the administrative web site
that is utilized for PARCC testing. Student Registration Import:
the process of uploading student registration data in PearsonAccess
next. Student Registration File: the file containing your student
registration data imported to PearsonAccess next. Student
Registration File Layout: a CSV template that can be utilized for
creating your Student Registration File. Student Registration File
Field Definitions: a guide that details the field names and
expected values for the student registration file.
Slide 5
Student Registration Import Important Notes 5 This presentation
will cover importing student registration data to PearsonAccess
next through a system file. The process of uploading Student
Registration Data is referred to as Student Registration Import in
PearsonAccess next. Student Registration Windows for PARCC 2015
Spring Administration PBA: 10/20/14 11/21/14 EOY: 10/20/14 1/23/15
For schools administering the PARCC Spring Administration, the
Student Registration File MUST be imported NO LATER THAN 11/21/2014
for PBA and 1/23/2015 for EOY, or Student ID Labels will NOT BE
SHIPPED and the gridding of demographic section of the students
answer document is required. Note: Schools must submit a Student
Registration File for PBA and again for EOY (for schools
participating in Spring Administration, all students must take both
the PBA and EOY). Note: Your State may have an extended deadline
for importing the file. Check with your state to see if there was
an extension to the November 21st date.
Slide 6
Introduction to PearsonAccess next 6 The word Next in
PearsonAccess next indicates that this is a new version of
PearsonAccess. If your State is using PearsonAccess for test
delivery other than PARCC assessments, please know that the
PearsonAccess next system is a new and improved version of
PearsonAccess where the following functionalities have changed:
manage your organizations manage user accounts manage student data
ordering of materials uploading and downloading files Paper-Based
Assessments will require set-up work in PearsonAccess next, the
online portal to PARCC Assessments.
Slide 7
Steps Your State Will Perform to Prepare for PARCC Computer-
Based Tests: 1.Import Organization Files Due by 10/17/14 2.Create
the initial User Files for District and School User Accounts Must
be completed before import of Student Registration 3.Import
Organization Participation Files: PBA due by 11/21/14 EOY due by
1/23/15 7 PearsonAccess next : State Responsibilities Organization
Participation File Import: PBA 10/20-11/21; EOY 10/20-1/23 Student
Registration File Import: PBA now until 11/21; EOY now until 1/23
Organization File Import 9/1-10/17 Initial User Account File Must
be completed before SRI PNP Import File Import prior to caching
test content
Slide 8
Steps Your State, LEA and School Test Coordinators Will Do to
Prepare for PARCC Computer-Based Tests*: 1.The LEA and School Test
Coordinator must import the Student Registration File for both the
PBA and EOY Administrations. 2.Import students Personal Needs
Profile (PNP) information. 3.Create additional users accounts for
district/school staff. 8 PearsonAccess next : LEA and School
Responsibilities * Check your state policy in the PARCC Test
Coordinator Manual or Test Administrator Manual for the person
responsible for completing the importing processes, including the
Student Registration Import process. Organization Participation
File Import: PBA 10/20- 11/21; EOY 10/20-1/23 Organization File
Import 9/1-10/17 Student Registration File Import: PBA now until
11/21; EOY now until 1/23 PNP File Import Prior to Proctor
Caching
Slide 9
Student Registration Import State Policy 9 The following table
outlines the state policies regarding the responsibilities
associated with the student registration import process for Spring
testing. StateState Policy ArkansasThe Arkansas Department of
Education will prepare and import the Student Registration File on
behalf of schools and districts. Colorado The state will upload
grades 3-11 ELA and grades 3-7 Math. Districts will need to upload
grade 8 students for math and all high school math. District of
Columbia OSSE will complete the Student Registration Data Import
with an opportunity for LEAs to verify enrollment information.
There may also be requests for pre-registration data collection on
course-based testing, as needed. Illinois The Illinois State Board
of Education will prepare and import the Student Registration File
on behalf of schools and districts. Districts must enroll students
in Student Information System (SIS) and include course assignment
information. Maryland Districts will prepare and import the Student
Registration File. Districts must coordinate with schools to
complete this process and in some cases may have schools perform
this import. MassachusettsTBD Mississippi Districts will provide
registration files to the Mississippi Department of Education
(MDE). Districts must coordinate with schools as necessary to
complete this process. MDE will import registration files on behalf
of districts. New Jersey The state will complete student
registration data import. Students enrolled in districts after the
closing of the student registration import window must be
registered by the district/school in PearsonAccess next. New Mexico
The PED will import student biodata into PearsonAccess next using
the 80-day STARS snapshot. DTCs and state charter STCs may edit
this data or add additional students up until the time of testing.
Districts may choose to update students by uploading a revision
file instead of editing the prepopulated student information in
PearsonAccess next. Ohio Districts in Ohio will prepare and import
the Student Registration File. Districts must coordinate with
schools and Information Technology Centers (ITC) if necessary to
complete this process. Rhode IslandLEAs in Rhode Island will
prepare and import the student registration files. LEAs must
coordinate with schools as necessary to complete this process.
Slide 10
Student Registration Import Selecting Students 10 Data for all
students taking the PARCC Spring 2015 tests must be loaded into
PearsonAccess next for each administration. For Paper-Based
Testing: If a school misses the November 21 st deadline for PBA or
the January 23 rd deadline for EOY to import the Student
Registration File, they are still required to submit a file. If the
deadline is not met, the school will not receive Student ID Labels
and initial order for materials. Your State may have an extended
deadline for importing the file. Check with your state to see if
there was an extension to the November 21st date. For
Computer-Based Testing: If a school misses the November 21 st
deadline for PBA or the January 23 rd deadline for EOY to import
the Student Registration File, they are still required to submit an
file. If the deadline is not met, the school will not receive the
needed amount of testing manuals for Computer-Based Testing and
will need to do an additional order for testing manuals.
Slide 11
To begin creating your Student Registration File, go to
PearsonAccessNext.com and select your State from the Select Your
Program dropdown menu. PearsonAccessNext.com Login using your
PearsonAccess next account. Click on the Support and locate the
following documents: Student Registration File Layout Student
Registration File Field Definitions Note: There are several State
Use fields that will vary by state. Please ensure you contact your
State on what needs to be included in those fields. Student
Registration Import 11
Slide 12
Student Registration Import 12 To prepare your Student
Registration File, use the Student Registration File Field
Definitions as your guide. Through this document, you will walk
through each field and its purpose. From left to right, you will
see the following fields: Column Letter - corresponds to the.csv
file layout. Field Name - provides the name of each element.
Required? Y/N - indicates whether each field is required. Max Field
Length - outlines the maximum number of characters allowed in each
field. CEDS Definitions definitions created by the Common Education
Data Standards Committee. PARCC Definitions and Notes - these are
PARCC-specific definitions and notes. Expected Values - describes
which characters are allowed in the field.
Slide 13
Student Registration File Layout 13 The Student Registration
File Layout contains multiple fields that may require leading
zeroes, such as the Responsible District Identifier. If you use
Microsoft Excel, it is recommended that you save a source file as
an Excel Spreadsheet to keep formatting (leading zeros). Prior to
each upload attempt, save data file as an Excel spreadsheet. Then
save again as a.csv file. If you encounter an error, make the
updates in the source Excel spreadsheet and save, then save again
as a.csv file. Repeat as necessary.
Slide 14
Student Registration File Layout 14 In Column A, enter the
students 2 character state abbreviation. For example, enter AR for
Arkansas.
Slide 15
Student Registration File Layout 15 In Column B, enter the
students testing district. This is the district responsible for
administering the test.
Slide 16
Student Registration File Layout 16 In Column C, enter the
students testing school. This is the school responsible for
administering the test.
Slide 17
Student Registration File Layout 17 In Column D, enter the
students Responsible District Identifier, or District Code. This is
the number you associate with the school district in your State.
Note: Responsible District and Responsible School/Institution are
defined as the district/school/institution that receives student
scores. Only populate this field if the Reporting District is
different than the Testing District. This District will not have
any access to modify or view the Student Registration. They will
only have access to reports after the administration.
Slide 18
Student Registration File Layout 18 In Column E, enter the
students Responsible School/Institution Identifier, or School Code.
Note: Responsible District and Responsible School/Institution are
defined as the district/school/institution that receives student
scores. Only populate this field if the Reporting District is
different than the Testing District. This School and or Institution
will not have any access to modify or view the Student
Registration. They will only have access to reports after the
administration.
Slide 19
Student Registration File Layout 19 In Column F, enter the
State Student Identifier the unique ID given to each student by the
state. In Column G, enter Local Student Identifier the unique ID
given to each student by the state. It is an optional field
required for some states that have a local student identifier.
Slide 20
Student Registration File Layout 20 In Column H, the PARCC
Student ID will be assigned once the student is added to the
system. This does not need to be included in the first import, but
can be included in subsequent imports.
Slide 21
Student Registration File Layout 21 In Column I, enter the
students last name. In Column J, enter the students first name. In
Column K, enter the students middle name, if you have this data.
This is an optional field.
Slide 22
Student Registration File Layout 22 In Column L, enter the
students Birthdate. This is a required field. The birthday MUST be
entered as YYYY-MM- DD or the file will error and will not
process.
Slide 23
Student Registration File Layout 23 In Column M, enter the
students Sex.
Slide 24
Student Registration File Layout 24 In Column N, the Optional
State Data 1 is an optional field for states to input data. Contact
your State to determine if this field is required.
Slide 25
Student Registration File Layout 25 In Column O, enter the
students Grade. This must be a two character field. For example,
enter 03 for Grade 3.
Slide 26
Student Registration File Layout 26 Columns P through U
designate student ethnicity and race. In Column P, enter Y if the
student is of Hispanic or Latino Ethnicity. Note: In each of the
ethnicity and race columns, the expected values are Y for Yes, N
for No, or blank. Note: Although these fields can be left blank,
these fields must be filled out before the end of the
administration window.
Slide 27
Student Registration File Layout 27 Columns P through U
designate student ethnicity and race. In Column Q, enter Y if the
student is of American Indian or Alaska Native race. Note: In each
of the ethnicity and race columns, the expected values are Y for
Yes, N for No, or blank. Note: Although these fields can be left
blank, these fields must be filled out before the end of the
administration window.
Slide 28
Student Registration File Layout 28 Columns P through U
designate student ethnicity and race. In Column R, enter Y if the
student is of Asian race. Note: In each of the ethnicity and race
columns, the expected values are Y for Yes, N for No, or blank.
Note: Although these fields can be left blank, these fields must be
filled out before the end of the administration window.
Slide 29
Student Registration File Layout 29 Columns P through U
designate student ethnicity and race. In Column S, enter Y if the
student is of Black or African American race. Note: In each of the
ethnicity and race columns, the expected values are Y for Yes, N
for No, or blank. Note: Although these fields can be left blank,
these fields must be filled out before the end of the
administration window.
Slide 30
Student Registration File Layout 30 Columns P through U
designate student ethnicity and race. In Column T, enter Y if the
student is of Native Hawaiian or Other Pacific Islander race. Note:
In each of the ethnicity and race columns, the expected values are
Y for Yes, N for No, or blank. Note: Although these fields can be
left blank, these fields must be filled out before the end of the
administration window.
Slide 31
Student Registration File Layout 31 Columns P through U
designate student ethnicity and race. In Column U, enter Y if the
student is of White race. Note: In each of the ethnicity and race
columns, the expected values are Y for Yes, N for No, or blank.
Note: Although these fields can be left blank, these fields must be
filled out before the end of the administration window.
Slide 32
Student Registration File Layout 32 In Column V, enter Y if the
student is identified as an EL student. The LEP field provides an
indication that a limited English proficient (LEP) student is
served by an English language instruction educational program
supported with Title III of ESEA funds. EL means the student is
classified as an English Language Learner. Reference the
Accessibility Features and Accommodation Manual at
http://www.parcconline.org for further
information.http://www.parcconline.org
Slide 33
Student Registration File Layout 33 In Column W, enter Y if the
student is identified as an LEP student. A student could have the
status of being an EL student but possibly not be supported in a
Title III funded program. Reference the Accessibility Features and
Accommodation Manual at http://www.parcconline.org for further
information.http://www.parcconline.org
Slide 34
Student Registration File Layout 34 In Column X, enter Y if the
student is identified as a Gifted and Talented student.
Slide 35
Student Registration File Layout 35 In Column Y, enter Y if the
student is identified as a Migrant student.
Slide 36
Student Registration File Layout 36 In Column Z, enter the
status of the students Eligibility Status for School Food Service
Programs.
Slide 37
Student Registration File Layout 37 In Column AA, enter Y if
the student is identified as a Student with Disabilities. If this
field is marked Y, you must select a Primary Disability Type in
Column AB. In Column AB, enter the students Primary Disability
Type. This field is ONLY required if you selected Y in Column
AA.
Slide 38
Student Registration File Layout 38 Columns AC through AI are
optional fields for states to input data: AC Optional State Data 2
Note: Contact your State for information to see if these fields are
required.
Slide 39
Student Registration File Layout 39 Columns AC through AI are
optional fields for states to input data: AD Optional State Data 3
AE Optional State Data 4 AF Optional State Data 5 Note: Contact
your State for information to see if these fields are
required.
Slide 40
Student Registration File Layout 40 Columns AC through AI are
optional fields for states to input data: AG Optional State Data 6
AH Optional State Data 7 AI Optional State Data 8 Note: Contact
your State for information to see if these fields are
required.
Slide 41
Student Registration File Layout 41 In Column AJ, for
computer-based testing enter a description that will be used for
the Session Name. For paper testing enter a description for the
physical room number or classroom name where the testing will be
administered. This is an optional field. For Computer-Based
Testing, this field is used to auto create sessions. You must
specify a different value for Read-Aloud students. For Paper-Based
Testing, this field is used to group student labels.
Slide 42
Student Registration File Layout 42 In Column AK, enter a
unique identifier for the Test Administrator overseeing the testing
session. This is an optional field.
Slide 43
Student Registration File Layout 43 In Column AL, enter the
students Class Section Identifier. This is a unique number or
alphanumeric code assigned by an institution, school, school
system, state, other agency, or entity for a particular class
section. It is used for PARCC results reporting and student roster
reports. This is an optional field.
Slide 44
Student Registration File Layout 44 In Column AM, enter the
students Staff Member Identifier. This is an optional field.
Slide 45
Student Registration File Layout 45 In Column AN, enter the
students Test Code. This is a required field. If a student is
taking more than one subject, the student will have two rows on the
Student Registration File: one for Math and one for English
Language Arts.
Slide 46
Student Registration File Layout 46 In Column AO, enter P for
Paper Tests and O for Online Tests. For Column AP, the Retest field
is not currently utilized for 2014-2015. For this field enter N for
No.
Slide 47
Student Registration File Layout 47 Accessibility Features and
Accommodations Columns AQ through AX designate accessibility
features and accommodations for each student test. If a student
needs any of these accommodations, the fields must be marked with Y
for Yes. These fields must be marked for the paper-based materials
to be ordered. Special forms for accessibility and accommodations
for Computer-Based testing will be identified through the Personal
Needs Profile (PNP). For additional information on accessibility
features and accommodations please reference the PARCC
Accessibility Features and Accommodations Manual at
http://www.parcconline.org.http://www.parcconline.org You may also
contact your State for additional questions on accommodations.
Slide 48
Student Registration File Layout 48 In Column AQ, enter Y if
the student requires Assessment Accommodation because of an English
Language Learner (EL) identification. In Column AR, enter Y if the
student requires Assessment Accommodation because of a 504
identification. Note: This fields are used for cross validation on
the PNP file for all EL and 504 accommodations.
Slide 49
Student Registration File Layout 49 In Column AS, enter Y if
the student requires Assessment Accommodation because of an
Individualized Education Plan (IEP) identification. In Column AT,
enter Y if the student requires Assessment Accommodation: Alternate
Representation. Note: This fields are used for cross validation on
the PNP file for all EL and 504 accommodations.
Slide 50
Student Registration File Layout 50 In Column AU, enter SPA if
the student requires Assessment Accommodation: Translation of the
Mathematics Assessment.
Slide 51
Student Registration File Layout 51 In Column AV, enter Y if
the student requires the Assessment Accommodation: Read Aloud, ASL,
or Translations into languages other than Spanish. Note: Check with
your state policy for guidance.
Slide 52
Student Registration File Layout 52 In Column AW, enter Y if
the student requires the Assessment Accommodation: Large Print. In
Column AX, enter Y if the student requires the Assessment
Accommodation: Braille Grade Type. NOTE: Although the accommodation
fields are optional for every student, if a student needs any of
these accommodations, the fields must be marked with Y for Yes.
These fields must be marked for the materials to be ordered.
Slide 53
Student Registration File Layout 53 In Column AY, insert Y in
every student record. This indicates the end of the record. If this
field is left blank, the file will cause an error and not
process.
Slide 54
Helpful Hints 54 Now that we have walked through the file
layout, populate the Student Registration File Layout with the
required student data. Use the Student Registration File Field
Definitions as a reference to ensure all required fields have been
populated. Helpful Hints! 1.Verify all required fields are
populated. The header row is required. 2.Verify all state required
fields are populated. 3.Save file in CSV file format. 4.Log into
PearsonAccess next to import your file. Note: There are several
State Use fields that will vary by state, ensure you contact your
State on what needs to be included in those fields.
Slide 55
To import the file: Log into PearsonAccess next. Select the
administration from the Admin drop down menu on the top of the
screen. Import Your File 55
Slide 56
Next, click on Import / Export Data under SETUP. Import Your
File 56
Slide 57
Click on Select Tasks and check Import / Export Data. Import
Your File 57
Slide 58
Click the Start button with the Import / Export Data option
checked. Import Your File 58
Slide 59
Choose Student Registration Import from the Type menu. Import
Your File 59
Slide 60
Use the Browse button under Source File to select your CSV file
and then click the Process button to import the file. Import Your
File 60
Slide 61
The View File Details screen will appear next and detail the
Status of your file. Import Your File 61
Slide 62
There are multiple Status messages that can display: Import
Your File 62
Slide 63
Processing Issues: Import Your File 63
Slide 64
The status will display Complete once the file has been
processed. Import Your File 64
Slide 65
Utilize the Errors section to resolve issues with the file.
Import Your File 65
Slide 66
Common Issues 66 Organization Participation Errors Validate
that columns A through E are correct. Verify that your school is
participating in PBA and EOY administrations in PearsonAccess next
: Click the Setup Button and select Organizations Under Find
Organizations type in the name of your organization and click the
Search button. From the Results check the name of your
organization. From the Select Tasks dropdown menu check "Manage
Participation" and click the Start button. Verify that the
Participating box is checked. Verify this for both PBA and EOY
administrations.
Slide 67
Common Issues 67
Slide 68
Common Issues 68 Student Matching Errors The import process
will try to match on existing students. This matching process can
result in matching errors. The matching process will match on these
specific columns: Column A: State Abbreviation Column B: Testing
District Column C: Testing School Column F: State Student
Identifier Column G: Local Student Identifier Column I: Last Name
or Surname Column J: First Name Column L: Birthdate Column M: Sex
To resolve, validate that the student is correct in PearsonAccess
next for Columns F, G, I, J, L, and M. Correct PearsonAccess next
if necessary. Make necessary Student Registration File corrections
and import file. Hint: Check columns B, C, F, and G for any missing
leading zeroes.
Slide 69
Important Notes 69 We just covered importing student
registration data to PearsonAccess next through a system file.
Remember, the process of uploading Student Registration Data is
referred to as Student Registration Import in PearsonAccess next.
Student Registration Windows for PARCC 2015 Spring Administration
PBA: 10/20/14 11/21/14 EOY: 10/20/14 1/23/15 For schools
administering the PARCC Spring Administration, the Student
Registration File MUST be imported NO LATER THAN 11/21/2014 for PBA
and 1/23/2015 for EOY, or Student ID Labels will NOT BE SHIPPED and
the gridding of demographic section of the students answer document
is required. Note: Schools must submit a Student Registration File
for PBA and again for EOY (for schools participating in Spring
Administration, all students must take both the PBA and EOY). Note:
Your State may have an extended deadline for importing the file.
Check with your state to see if there was an extension to the
November 21st date.
Slide 70
Test your knowledge: 70 What is the required file format for
the Student Registration File? a..txt b..doc c..csv d..xls What are
the dates for the PARCC 2015 Spring Registration Windows? a.PBA
10/20/2014 11/21/2014 b.EOY 10/20/2014 1/23/2015 c.PBA 10/20/2014
11/28/2014 d.EOY 10/20/2014 1/16/2015 Is the Header Row required
for the Student Registration File? a.Yes b.No The Student
Registration File must be imported into PBA administration and into
EOY administration of PearsonAccess next ? a.Yes b.No For the
status of Complete With Issues, what option in PearsonAccess next
allows you to extract only the records that had problems?
a.Download Error Messages b.Download Records in Error c.Download
Students Created d.Download File How should the Birthdate field be
formatted? a.MM-DD-YYYY b.DD-MM-YYYY c.YYYY-DD-MM d.YYYY-MM-DD
Which are all fields that will match to student information in
PearsonAccess next ? Check all that apply: a.Last Name or Surname
b.First Name c.Birthdate d.Sex e.Middle Name
Slide 71
Contact PARCC Support for assistance with: Support Accessing
resources Setting up proctor caching Submitting additional orders
Inquiring about shipments Navigating PearsonAccess next Navigating
the Training Center Managing Student Registration Data Setting up
test units Managing user IDs and passwords Online Support and
Resources: http://parcc.pearson.com/support Call Toll Free:
1-888-493-9888 (5:00 am 7:00 pm CT, Mon. Fri.) Email:
[email protected] 71
Slide 72
Support Testing schedule Testing accommodations Unusual
circumstances on test days Violations of test security School
emergencies that affect testing Questions about general testing
policies Questions about state communications Contact your State or
LEA Test Coordinator for assistance with: 72
Slide 73
73 Thank you
Slide 74
Commonly used PARCC Acronyms 74 AcronymName CBT Computer-Based
Test CCR College and Career Ready CCSS Common Core State Standards
ELA/L English Language Arts/Literacy EOY End of Year LEA Local
Education Agency LPLarge Print PARCC Partnership for Assessment of
Readiness for College and Careers AcronymName PBA Performance-Based
Assessment PBT Paper-Based Test SRF Student Registration File STC
School Test Coordinator DTC District Test Coordinator TA Test
Administrator TAM Test Administrator Manual TCM Test Coordinator
Manual