MCAS November Retests: Student Registration & Personal Needs Profile Overview

1. Overview of the Student Registration/Personal Needs Profile for the MCAS November Retests: For New Staff The Office of Student Assessment Services September 19, 2019

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

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. • Some questions may be covered during the course of the presentation. • We will answer some questions at the end of this 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.

4. 01 SR/PNP Overview & Additional Considerations 02 Steps for Completing the Initial Import 03 Steps after the Initial Import CONTENTS 04 05 Frequently Asked Questions Resources, Support, and Next Steps

5. SR/PNP Overview and Additional Considerations for the November 2019 ELA Retest 01

6. What is the SR/PNP? • Collection of student-level data, including • student demographic data • test registration information • information on selected accommodations that a student will use during testing • Determines the basis for the initial shipment of test materials to schools, including • Student ID Labels • test administration manuals • test and answer booklets, including special test editions • The SR/PNP determines initial test orders, and provides a record of students tested and the accommodations they used.

7. SR/PNP Deadlines for the November 2019 Retests See the Guide to the SR/PNP Process for additional information.

8. For what reasons and when should we update the SR/PNP?

9. MCAS Accessibility and Accommodations • Review Accessibility and Accommodations Manual (www.doe.mass.edu/mcas/accessibility/) • Review module and previous trainings (mcas.pearsonsupport.com/training/) • Accessibility features available to all students: • Universal Accessibility Features (may differ, depending on CBT or PBT) • Designated Accessibility Features (at discretion of principal) • Accommodations available only for students with disabilities and ELs • Standard and Special Access accommodations for students with disabilities • Accommodations for ELs, with guidance based on English proficiency level • Must pre-order the accommodations from the Accessibility and Accommodations Manual listed with an “SR/PNP” designation (e.g., TTS, large print, paper, Braille)

10. Accommodations for the Nov. Retests that Must Be Included in the SR/PNP

11. Special Access Accommodations for the Nov. Retests that Must Be Included in SR/PNP

12. Guide 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.

13. Field Definitions Portion of Guide to the SR/PNP Process

14. Additional Considerations for the Nov. 2019 ELA Retest and Background on the Voided Spring 2019 Grade 10 ELA Prompt • DESE voided one of the spring 2019 grade 10 operational essays. • An independent study was conducted to see if the performance of African American students declined after the voided prompt. • The study showed that while black students in the aggregate experienced a small difference in performance as compared to white students on the second day of the test, that small difference was within the normal variation of such differences on past MCAS tests.

15. Special Student Eligibility for the November 2019 MCAS ELA Retest • Students who believe they were affected by the prompt will be allowed to take the November 2019 MCAS ELA retest for consideration for the Adams and Koplik scholarships. • Scores will be reported through 280/Advanced. • Students must take all sections of the November ELA retest (Composition and Reading Comprehension Sessions 1, 2, and 3). • The higher score will serve as the score of record: if a student does not earn a higher score on the November ELA retest, the spring 2019 grade 10 ELA score will remain the score of record.

16. Eligibility Guidelines for the Adams Scholarship • The following students may participate in the November 2019 MCAS ELA retest: • Students who were on track to meet the testing requirements for the scholarships but did not perform as well as expected on the last set of questions after the voided passage, and meet one of the following criteria: • Scored just below the equivalent of Proficient in ELA and scored in the Advanced level in either Mathematics or STE, and were Proficient in the 3rd subject OR • Scored just below the equivalent of Advanced in ELA, and also scored at least Proficient in both Mathematics and STE

17. Special Student Registration for the November ELA Retest • Schools will complete the Student Registration/Personal Needs Profile (SR/PNP) for the November retests: • September 23–October 4: Regular registration period • October 7 –10: Window to register additional students retesting for ELA (if needed)

18. Steps for Completing the Initial Import 02

19. Secure Websites for this Process • DESE Security Portal: where to find the .CSV files that can be used as the basis for the SR/PNP • https://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/PNP • http://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.

20. Logging 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).

21. Accessing DropBox Central in the Security Portal • Enter your user name and password. • You will then see an Application List. • Select DropBox Central. • Select MCAS 2019 Data. • Click Next.

22. Two .CSV Files in DropBox • Locate the “Nov2019_Retest_SRPNP_for_CD…” .CSV for students who have not yet passed the high school Competency Determination (CD) in ELA and/or Math, and save it to your computer. • Locate the “Nov2019_Retest_SRPNP_for_scholarship…” .CSV for students eligible to participate for scholarship purposes, as defined in the Commissioner’s September 18, 2019, On the Desktop memo, and save it to your computer. • Student enrollment and demographic data are current as of October 2019 SIMS. • The Department did notpre-populate accommodations in the file.

23. Demonstrations: Tasks before Importing the File • Locating the Guide to the SR/PNP Process • Opening the .CSV file downloaded from DropBox Central • Removing rows for a student who transfers out • Adding a row for a new student • Adding a student’s accommodations • Saving the updated .CSV file to your computer

24. SR/PNP Initial Import – Step A: Prepare the File • Open the .CSV file from DropBox Central that you saved to your computer. • Delete rows of students who will not participate. • Schools will only receive Student ID Labels and secure test materials for students listed in PAN by the Initial Window deadlines on slide 7. • Add rows for students who will participate in testing (enrolled after October 1, 2019). • Enter students’ selected accommodations. • Selected accommodations are not pre-populated in the data file. • Save the updated file as a .CSV file.

25. Demonstrations: Importing the File • Accessing PearsonAccess Next • Importing the .CSV file • Enrollment transfer work request • Important reminders

26. SR/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. • Note: PAN will default 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.” • When the file has completed processing, a green box with the message “Complete” will appear on the screen. • Confirm that all records have been successfully imported.

27. Enrollment Transfer Work Request • When completing an import, if the student is already enrolled in another school/district, an error message will appear. • If you receive this error message, you will need to complete an enrollment transfer work request to receive access to enroll/register this student.

28. Resolving Enrollment Transfer Work Request Errors

29. Important 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 them prior to import. • The SR/PNP file import must be done by the initial deadlines 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.

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

31. Steps after the Initial Import 03

32. Update 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.”

33. Demonstrations: Updating the SR/PNP in PAN after the Initial .CSV File Import • Adding a student record • Removing a student record • Updating an existing student record, including updating accommodations • Submitting an enrollment transfer work request

34. Adding 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”(Register Students, Manage Student Tests, Manage Groups, and Manage Enrollments 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.”

35. Adding 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. • 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 “Create.”

36. Updating 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.”

37. Resolving Enrollment Transfer Work Request Errors If you receive an error message when attempting to create a student record, submit a “Work Request” in order to enroll/register that student.

38. Creating an Enrollment Transfer Work Request

39. Creating an Enrollment Transfer Work Request (cont’d)

40. Frequently Asked Questions 04

41. Frequently 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.

42. Frequently 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 Next • User Role Matrix for PearsonAccess Next • What 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

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

44. Resources, Support, and Next Steps 05

45. Additional Resources

46. 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

47. Next Steps • Today: Complete the evaluation form. • Responses are 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

48. THANK YOU The Office of Student Assessment Services 781-338-3625 mcas@doe.mass.edu www.doe.mass.edu/mcas 75 Pleasant Street, Malden, MA 02148