Personal Needs Profile SRPNP Process The Office of Student Assessment Services September 24 2018 Presenters Scott Kelley Data amp Reporting Specialist Robert Pelychaty Accommodations Specialist ID: 759635
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Overview of the Student Registration/Personal Needs Profile (SR/PNP) Process
The Office of Student Assessment Services September 24, 2018
Slide2Presenters
Scott Kelley, Data & Reporting Specialist Robert Pelychaty, Accommodations SpecialistJodie Zalk, Test Administration CoordinatorLiz Pennington, Pearson Project Manager
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Slide3Logistics for This Session
Questions may be asked at any time using the Q & A feature on the WebEx screen. Specific questions about a student or your district should instead be sent by email to mcas@doe.mass.edu. We will attempt to answer all questions asked during the session; after the session, all questions will be answered and emailed out to participants. This session is being recorded and will be available online in about one week at:MCAS Resource Center -- mcas.pearsonsupport.com/training In the section entitled “Training Sessions Previously Offered This School Year”
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Slide4CONTENTS
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SR/PNP Overview
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Steps for Completing the Initial Import
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Steps after the Initial Import
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Frequently Asked Questions
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Resources and Support
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SR/PNP Overview
Slide6What is the SR/PNP?
Collection of student-level data, including student demographic datatest registration informationinformation on selected accommodations that a student will use during testingDetermines the basis for the initial shipment of test materials to schools, including Student ID Labelstest administration manualstest and answer booklets, including special test editionsThe accuracy of the SR/PNP is important because it determines initial orders, and provides a record of students tested and the accommodations they used.
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Window for completing the initial SR/PNP processDeadline for updating SR/PNP information (as needed)* November retestsSeptember 24–October 5, 2018**November 19, 2018February Biology testDecember 3–14, 2018**February 12, 2019March retests January 7–18**March 12Grades 3–8 testsInitial window: January 28–February 8**Extended window: February 11–March 15May 6 for ELA May 28 for Math and STE Grade 10 ELA testInitial window: January 30–February 12**Extended window: February 13–March 11April 5Grade 10 Mathematics test Initial window: January 30–February 12**Extended window: February 13–May 3May 31High School STE testsApril 1–12**June 12Biology and Introductory Physics field testsApril 22–May 3June 17***
*
Schools should update the SR/PNP for the following situations:
A student enrolls in your school after the initial upload was submitted.
A student transfers out of your school.
A student’s accommodations and/or accessibility features have changed.
A student’s demographic information has changed (e.g., last name) or was entered incorrectly.
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After the initial SR/PNP window closes, schools should update the SR/PNP, but if changes require additional paper-based test materials, the school must place an order for additional materials online at
www.mcasservicecenter.com
. Also note that Student ID Labels cannot be generated for students whose SR/PNP information is submitted after the initial window closes.
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Schools do not need to update the SR/PNP after the initial SR/PNP window for the grade 10 ELA and Math field test and the high school Biology and Introductory Physics question tryout administrations, with the exception of assigning tests to newly enrolled students who will be participating in testing.
Slide8Guide to the SR/PNP Process
The Field Definitions describe each accommodation. The Field Notes describe eligibility to receive the accommodation and/or describe how to complete that field. The Expected Values indicate options for selecting the accommodation.
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Slide9Field Definitions Portion of
Guide to the SR/PNP Process
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Slide10MCAS Accessibility and Accommodations
New: Same policy for all grades/testsReview the Accessibility and Accommodations Manual (www.doe.mass.edu/mcas/accessibility/).Register for accessibility/accommodations session on Sept. 28: www.doe.mass.edu/conference/?ConferenceID=9891 Accessibility features available to all studentsUniversal Accessibility Featuresavailable to all students, but may differ depending on CBT or PBTDesignated Accessibility Featurescan be given to any student, at the discretion of the principalAccommodations available only for students with disabilities and ELsStandard and Special Access accommodations for students with disabilities Accommodations available for ELs, with guidance based on English proficiency level Enter the accommodations that are designated in the Accessibility and Accommodations Manual as “SR/PNP”
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Steps for Completing the Initial Import
Slide12Secure Websites for this Process
DESE Security Portal: where to find the .CSV files that can be used as the basis for the SR/PNPhttps://gateway.edu.state.ma.us/If you cannot access the Security Portal, contact your Directory Administrator (www.doe.mass.edu/InfoServices/data/diradmin/list.aspx). PearsonAccess Next (PAN): where to import the SR/PNPhttp://mcas.pearsonaccessnext.com (also linked at http://mcas.pearsonsupport.com/pearsonaccessnext/) If you could access PAN before but no longer have access, try resetting your password in case the account expired.Call MCAS Service Center (800-737-5103) if you cannot access your PAN account or for assistance with the SR/PNP import.
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Slide13Logging into the DESE Security Portal
Click on the Security Portal link at the top right side of the DESE home page (www.doe.mass.edu).
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Slide14Accessing DropBox Central in the Security Portal
Enter your user name and password.You will then see an Application List.Select DropBox Central.Select MCAS 2018 Data.Click Next.
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Slide15Selecting the .CSV File
Select your organization, and enter the drop box. Select the “Nov2018_Retest_SRPNP” .CSV file, and save it to your computer.This file is populated with students eligible for the November retests as of September 18, 2018. Note that accommodations are not pre-populated for the November retests.
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Slide16Demonstrations
Locating the Guide to the SR/PNP ProcessRemoving a row for a studentAdding a row for a new studentUpdating a student’s accommodationsSaving the .CSV fileImportant reminders
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Slide17SR/PNP Initial Import – Step A: Prepare the File
Log into the Security Portal (https://gateway.edu.state.ma.us/) to find the .CSV file posted in DropBox Central in the MCAS 2018 folder.District and school files posted approximately two days prior to the SR/PNP windowDelete rows of students who will not participate. Schools will only receive Student ID Labels and secure test materials for students listed in PAN.Add rows for students who will participate in testing.Enter students’ selected accommodations.Accommodations are not pre-populated in the data file. (This is only done for the spring administrations.) Save the file as a .CSV file.
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Slide18SR/PNP Initial Import – Step B: Import the File
Log into PearsonAccess Next (PAN) (https://mcas.pearsonaccessnext.com/). Select the appropriate test administration in the top right.PAN defaults users to the last administration you were working in.On the Setup menu, select “Import/Export Data.” In the Select Tasks dropdown, select “Import/Export Data.” Click “Start.”In the Type dropdown, select “Student Registration Import.” Ignore the option “Don’t modify student tests.” Choose the .CSV file you had previously saved, and select “Process.”Confirm that all records have been successfully imported.When the file has completed processing, a green box with the message “Complete” will appear on the screen.
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Slide19Important Reminders
Confirm that the correct administration name is shown in the top right corner in PAN.Only school or district test coordinators can import an SR/PNP file.Test administrators do not have permission to do so.If columns are hidden, be sure to unhide prior to import.The SR/PNP file import must be done by the deadline in order for schools to receive an initial order of test materials. Schools can update the SR/PNP (e.g., accommodations) but must also place an additional order for materials if needed.
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Slide20Demonstrations
Accessing PearsonAccess NextImporting the .CSV fileImportant reminders
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Slide21Questions & Answers
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Steps after the Initial Import
Slide23Update the SR/PNP after the Initial Import
Schools should update the SR/PNP for the following situations: A student enrolls in your school after the initial upload was submitted.A student transfers out of your school.A student’s accommodations have changed.A student’s demographic information has changed (e.g., last name) or was entered incorrectly.Schools may need to order additional materials for students who were added to the SR/PNP after the initial import.
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Slide24Update SIMS Data
Update any changes to student information in SIMS.Contact the district’s SIMS contact. To find the contact for your district, go to profiles.doe.mass.edu/search/search.aspx?leftNavID=11239, select “SIMS Contact” from the Function menu, and click “Get Results.”
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Slide25Demonstrations
Adding a student recordRemoving a student recordUpdating an existing student record, including updating accommodations
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Slide26Adding a New Student Record
Log into PAN. Then select the test administration in the top right corner.On the Setup menu, select “Students.” In the Select Tasks dropdown, select “Create/Edit Students” and “Registration” (Enroll Students, Register Students, and Manage Student Tests will automatically be selected). Click “Start.”Tabs will appear at the top of the screen for each task that will be done sequentially. Add details to the New Student screen. Enter all required fields (indicated by a red asterisk). Click “Create.”
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Slide27Adding a New Student Record – continued
Click “Register Students” at the top of the screen. Click the “Registered” checkbox. Click the “Student Grade” dropdown, indicate the student’s grade, and click “Save.” Click “Manage Student Tests” at the top of the screen.Select the student from the dropdown, assign a test to the student, and select the organization. Leave the group name blank.Select the test format, and then select the checkbox next to each accessibility feature and/or accommodation the student will use.Click “Enroll Students” at the top of the screen. Confirm all the details by viewing the screen (there is nothing to click to confirm). Click “Create.”
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Slide28Updating an Existing Student Record
Log into PAN. On the Setup menu, select “Students.” Search for the student record by the last name or SASID. Click the checkbox next to the student’s name. From the Select Tasks dropdown, select “Create/Edit Students” and/or “Manage Student Tests” (depending on what needs to be updated). Click “Start.”Update the student information as needed. Click “Save.”
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Frequently Asked Questions
Slide30Frequently Asked Questions
What if a student doesn’t have a SASID?Call your district SIMS contact to create a new SASID, or locate the student’s existing SASID from the prior school, if applicable. If you do not have a student’s SASID by the file import deadline, create and assign a “fake” 10-digit SASID starting with “88” (instead of “10”). Update the SASID in PAN as soon as you receive the actual SASID.SASIDs cannot be newly assigned for students 22 years of age or older.What if a student is listed in the .CSV file, but has already passed one of the tests?Contact mcas@doe.mass.edu.
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Slide31Frequently Asked Questions – cont’d
What if I lose my PAN password?Click “Forgot Password” on the PAN login screen.What if I need to create more users for PAN?Refer to resources (mcas.pearsonsupport.com/pearsonaccessnext): Guide to Importing Users into PearsonAccess NextUser Role Matrix for PearsonAccess NextWhat if I don’t have access to the Security Portal to find the .CSV files?Contact your Directory Administrator www.doe.mass.edu/InfoServices/data/diradmin/list.aspx
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Slide32Questions & Answers
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Resources and Support
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Resource
Location
Online
Guide to the SR/PNP Process
(includes common error codes)
mcas.pearsonsupport.com/manuals/
(Click on “PearsonAccess Next Guidance”)
User Role Matrix
mcas.pearsonsupport.com/pearsonaccessnext/
(Click on “User Information”)
Guide to Importing Users into PearsonAccess Next
File layouts:
Student Registration file layout
PAN User Export file layout
mcas.pearsonaccessnext.com/
Support > Documentation
Training resources
Recording of this session
Online training modules on the SR/PNP and accessibility and accommodations
mcas.pearsonsupport.com/training
Upcoming training opportunities
www.doe.mass.edu/mcas/training.html
Accessibility and Accommodations Manual
www.doe.mass.edu/mcas/accessibility/
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All questions on logistics and technology (e.g., PearsonAccess Next, SR/PNP, TestNav)Web: mcas.pearsonsupport.com/ Email: mcas@measuredprogress.orgPhone: 800-737-5103
MCAS Service Center
DESE Office of Student Assessment Services
Email and Phone Support
All policy questions (e.g., student participation, accommodations)
Web:
www.doe.mass.edu/mcas
Email:
mcas@doe.mass.edu
Phone:
781-338-3625
Slide36Evaluation Form
The evaluation form will only be available when you close this WebEx session. You will not be able to return to it later.Note that responses will be 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.
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Slide37THANK YOU
781-338-3625
mcas@doe.mass.edu
www.doe.mass.edu/mcas
75 Pleasant Street, Malden, MA 02148
The Office of Student Assessment Services