User Manual Education Advanced, Inc.

Transcription

1 User Manual Education Advanced, Inc.

2 2 Contents I. DISTRICT USERS 7 1. CREATING USERS 9 Resetting Passwords ACCOMMODATIONS CAMPUSES TEACHERS STUDENTS 26 5a. Student Data File Structure: STUDENT SCHEDULES 29 6a. Student Schedule Data File Structure: TEST ADMINISTRATIONS 31 7a. Creating District Test Administration 32 7b. Create New Campus Test Administration TESTS MATERIALS 38 9a. Materials > Inventory 38 Uploading Checklists 39 Adding Checklist Items 40 Deleting Items 40 9b. Materials > District Boxes 41 9c. Materials > ODT Report 42 HEY! CLICK ANY CONTENT ITEM TO VIEW IT

3 3 II. CAMPUS USERS DISTRICT USER CAMPUS LEVEL ACCESS STUDENT AND TEACHER ALERTS 46 11a. Accommodation History New Students Only (within alert category) TEACHERS 54 12a. Adding Teachers 54 12b. Teacher Account Reactivation STUDENTS 60 13a. Student Search 61 13b. Add New Students 62 13b-i. Re enroll Students 63 13b-ii. Edit Existing Students 64 13c-iii. Student View 65 Student View Tests 66 Student View Previous Accommodations and Test Forms 68 Student View Student Accommodations ROOMS 73 14a. Rooms Pull rooms 74 14b. Rooms Manual entry or editing TEST ADMINISTRATIONS 77 15a. Test Administrations Creating a new test administration TESTS 80 16a. Adding students to a test session 81 16a-i. Adding Students by Course 82 16a-ii. Adding Students by Grade 83 16a-iii. Adding Students Individually 84 16a-iv. Adding Students by Selection 84 16a-v. Adding Students by File 85

4 4 16. Tests Continued 16b. Adding Rooms to a Test Session 87 16c. Assigning test administrators to test rooms 89 16d. Assigning students to test rooms 90 16d-i. Assigning students to test rooms Manually 90 16d-ii. Assigning students to test rooms Filtering 92 Filtering by Accommodations 93 Filtering by Test Version 93 16d-iii. Automatic assigning of students room 94 Automatic assigning of students room Set Capacity 94 Automatic assigning of students room Period 95 16e. Scanning test booklets to students 95 16f. Copy room and test booklet assignments from one test to another 98 16g. Configure date of testing MATERIALS a. Materials > Inventory b. Materials > Inventory b-i. Materials > Inventory: Scanning in Test Materials b-ii. Materials > Inventory: Viewing Missing Booklets b-iii. Materials Inventory: Tracking Test Booklets b-iii. Materials Inventory: Transfer c-i. Materials > Transfer: Initiating the Transfer 105 Initiating the Transfer Single Booklet 108 Initiating the Transfer Sequential Booklets, Booklet Packets c-ii. Accepting Transfer of Materials c-iii. Materials > Scan to Boxes c-iv. Materials Boxed Booklets 112

5 5 18. REPORTS a. Reports - Master Accommodations Report b. Reports Master Schedule Report c. Reports - Teacher Schedule d. Reports - Form Letter e. Reports Master Materials f. Reports Material Control g. Reports Room Accommodations h. Reports Room Roster Report i. Reports Room Attendance Report j. Reports Room Start/Stop k. Reports Room Labels Report l. Reports Room Electronics m. Reports Boxed Booklets 130 APPENDIX A UPDATES, DISCUSSIONS & HELP a. My Account b. Updates c. Discussions d. Help 133 APPENDIX B ENGLISH ACCOMMODATIONS HS ONLY 134

6 6 I. District Users

7 7 I. District Users When you first log in to TestHound you will see a list of district user functions under the District Management heading. Below is a walkthrough of district user functions. The Processing of Data Updates alert allows district users to see when each file was successfully submitted last, as well as manage the updates. District users have access to stop and restart uploads from your student information system into TestHound, if this process is automated. To manage the data uploads, select the Status icon in the Processing of Data Updates alert. The District Settings will appear. From the menu you can manage the listed features: If any changes are made, please click in the checkbox next to each item. To return to the main menu, click Home at the top of the screen

8 8 I. DISTRICT USERS As a district user, you will have access to each campus within your district. To access a campus, choose a campus from the change campus drop down menu. Each campus within your district will be listed. Additionally, your district will be setup as a campus, i.e. districtname campus.

9 9 I. DISTRICT USERS 1. Creating Users 1. CREATING USERS By clicking on the Users Menu under District Management you will be able to view all users within your district. When you first access the user list, you will only see the first 10 users. To view additional users, choose All from the view drop down menu. As the district user, you will be responsible for creating all user accounts for your district, both at the district and campus level. To create a new user, you will need to click on New at the top right of the table shown. When creating a New User, you will first need to enter the address in the first two boxes. The security question and answer will be pre populated. You have the ability to enter a new security question and answer. When users first login to TestHound they will be asked to answer the security question to establish their user account. Once you have filled in all the information, click Create User.

10 10 I. DISTRICT USERS 1. Creating Users After clicking Create User, you will be directed to a new page (below) where you will enter the first name and last name, middle name is not a required field. You will then need to choose a role, either district or campus. If you choose a campus role, you will then be able to choose the specific campus from the Campus drop down menu. Once the information has been completed, click on Finish. The user account has now been created. The process for activating user will be covered in the campus user section of the manual. There are three user roles: District, Campus, and Specialist. The Specialist role works like the Campus role except for the fact that this role can only change student accommodations. The user can see everything else, but cannot commit any other changes.

11 11 I. DISTRICT USERS 1. Creating Users Resetting Passwords In the event that a campus user needs their password reset, the district user will perform this function. To reset the password for a campus user, the district user will need to pull up the user list by clicking on the Users Menu under District Management. After the list of users has been populated, select Edit next to user s name who needs their password reset. After selecting Edit, you will be directed to a new page with the user s account information.

12 12 I. DISTRICT USERS 1. Creating Users To reset the password, select Reset within the Reset Password table. After selecting Reset, the window will refresh and display a temporary password. The user whose password was reset will receive an from TestHound with the temporary password. The district user may also copy the temporary password and it directly to the user. WARNING: For security purposes, any user who attempts to log in to TestHound unsuccessfully, three times in a row, will have his account locked. A locked account must be unlocked and/or reset by a district user. TestHound personnel will only reset passwords for the DTC.

13 13 I. DISTRICT USERS 2. Accommodations 2. ACCOMMODATIONS Clicking on Accommodations will bring up a comprehensive list of state allowed accommodations. The accommodations include: Type I, Type II, and linguistic accommodations. When you first access the accommodations list, you will see the first 10 accommodations. To view additional accommodations, choose 10, 25, 100 or All from the View drop down menu. The accommodations listed will be what are available to select for students. You also have the ability to create a new accommodation by clicking on the New button. District users also have the ability to edit an accommodation already entered in the system.

14 14 I. DISTRICT USERS 2. Accommodations When you click either New or Edit, the screen below will appear. You will need to choose the subject the accommodation will be associated with. If creating a new accommodation for high school English I or II, select English as the subject. You will also need to select the type of accommodation (ATAPM, Type I, Type II or Linguistic), and enter the title of the accommodation. Once the edits or the new accommodation information has been entered, click Submit. Please note that editing an accommodation name may affect students currently associated with the accommodation. District users may also use a new Toolkit called Integrated Accommodations (IA) which allows for data to pass from third party software programs into TestHound. This is a fee based service. To begin the process, click on Integrated Accommodations above the accommodations table. To create a new IA mapping, click on New. You will be prompted to enter a title for the accommodation mapping. Type in a title, and then select Submit.

15 15 I. DISTRICT USERS 2. Accommodations After creating name for the mapping, you will be returned to the Accommodation Mapping table. To begin setting up the mapping, click Edit to enter populations and accommodations types associated with the upload. Using the checkboxes, select the appropriate population groups and accommodations that will be included in the upload then click Submit. You will be returned to the Accommodation Mapping table. Next select the IA mapping title that you have created to begin associating subjects and accommodations from your upload to what is in TestHound. District users will need to associate the subjects in the integrated accommodations upload to existing subjects in TestHound. Using the External Subjects and TestHound Subjects drop-down menus on the Subject Assoc tab, match subjects from your upload to the subjects in TestHound. Once you have matched subject areas, click Submit.

16 16 I. DISTRICT USERS 2. Accommodations Please note that external subject areas can be mapped to multiple TestHound subject areas, i.e. Reading to English and Reading to Reading/ELA. Once the subject associations are complete, district users will need to associate accommodations from the integrated accommodations upload to TestHound. This process can be completed for all subjects using the ALL Acc tab or done by individual subject area.

17 17 I. DISTRICT USERS 2. Accommodations Using the External Accommodations and TestHound Accommodations drop-down menus, match accommodations from your upload to the accommodations in TestHound. Once you have matched accommodations, click Submit. If an accommodation from the integrated accommodations upload does not have a match in TestHound, you may create a new TestHound accommodation. To create a new TestHound Accommodation, click on the Accommodations link on your District Management menu. You will be taken you your Accommodations interface. Once there, you will see your list of district accommodations. You will need to click on the New button at the top right of your accommodations box. You can now select the subject, accommodation type (i.e. Type I, Type II, OTAPM, ALT 2) and the accommodation title. Once you have entered this information, click Submit. Once you finish adding the necessary accommodations to your main accommodations interface, you can now click your Integrated Accommodations button to continue the mapping process.

18 18 I. DISTRICT USERS 2. Accommodations Districts users may also enter accommodations notes. To enter an accommodation note, click on the blue box on the appropriate accommodation line once accommodations have been associated. The accommodation notes window will appear. Text from the integrated accommodation upload may appear. You may edit the text or enter your own. The notes will appear on the student accommodation page that campus users access. After you have entered the text, click Submit. After the mapping process is complete, you will be able to upload your integrated accommodation file. To begin, click to upload your accommodation file (specifications below).

19 19 I. DISTRICT USERS 2. Accommodations A new will open. Click Choose File and browse to where you have saved the integrated accommodation file. Then click Upload. After uploading your file, click to evaluate your file and determine if there are any errors. A data analysis window will open. If any errors are present, a Mapping Error message will be displayed. You will need to click Cancel and return to the mapping associations to correct the errors. Once all errors are corrected, click to evaluate your file again. If not errors are found, click Publish to push accommodations out to campuses.

20 20 I. DISTRICT USERS 2. Accommodations Once the accommodations have been published, a window will open as confirmation. Click Close. Integrated Accommodations Upload Data File Structure Campus ID 3 digit campus ID (the leading zeroes will not hold in a csv file) Local ID locally assigned student ID Subject subject area (Reading, Math, Writing, Science, Social Studies) Accommodation accommodation name (i.e. small-group administration, oral/signed administration) The column headings in your file must match those listed above for the import to be successful. Additionally, the file must be a.csv file.

21 21 I. DISTRICT USERS 3. Campuses 3. CAMPUSES Selecting Campuses will show you a list of campuses in your district. Initially, 10 campuses will be shown. To view additional campuses, choose 10, 25 or All from the View drop down menu. TestHound will be pre populated with the campuses in your district. If you need to add any additional campus, click on New. If you need to edit an existing campus, click on Edit next to the campus name. When you click either New or Edit, the screen below will appear. If you click on New, you will be prompted to enter the three digit campusid, the title of the school, and your city. If you click on Edit, you will be able to edit the title and the city only. Once the edits or the new campus has been entered, click Submit.

22 22 I. DISTRICT USERS 3. Campuses If the district user clicks on a campus name, the following information can be edited: Administrators assigned to the campus»» New administrators may be added by selecting from the Administrators drop-down menu Grade levels at the campus»» Grade levels may be added by selecting from the Add Grade Level drop-down menu»» Courses may also be added from the Add Course drop-down menu -- Individual courses can be added that correspond to STAAR EOC exams

23 23 I. DISTRICT USERS 4. Teachers 4. TEACHERS Selecting Teachers from the District Management Menu will show you a list of teachers in your district. Initially, 10 teachers will be shown. To view additional teachers, choose 10, 25, 100, 1000 or All from the View drop down menu. Initially, no teachers will be loaded in TestHound. There are two methods for adding teachers. The easiest method for adding teachers is to submit a file with all teachers in your district. To begin the file upload, click on Upload Data. Please note that you can include additional staff members on each campus. The file is not limited to teachers only. Batch Enrollment When you click on Upload Data the following screen below will open below. You will be prompted to click on Choose File and then select the student data file you wish to upload. Once you have chosen the file, click on Upload. Once the file has successfully uploaded, the Teachers window will be populated with the teacher data.

24 24 I. DISTRICT USERS 4. Teachers 4a. Teacher Data File Structure: DistrictID 6 digit county district number CampusID 3 digit campus ID (the leading zeros will not hold in a csv file) SPID teacher/staff ID FirstName MiddleName LastName The column headings in your file must match those listed above for the import to be successful. Additionally, the file must be a.csv file. 4b. Add New Teacher/Staff - Individual Enrollment You may also load teacher/staff data individually. To do so, click on New.

25 25 I. DISTRICT USERS 4. Teachers After clicking on New the below screen will appear. You will be prompted to enter: The campus the teacher/staff is assigned to Their staff ID First Name Middle Name Last Name Check the box next to Available Once the required fields have been completed, click Submit to create the new teacher account.

26 26 I. DISTRICT USERS 5. Students 5. STUDENTS Selecting Students will show you a list of students in your district. Initially, 10 students will be shown, if you have loaded student data. To view additional students, choose 10, 25, 100, 1000 or All from the View drop down menu. Initially, no students will be loaded in TestHound. There are two methods for adding students. The easiest method for adding students is to submit a file with all enrolled students in your district. To begin the file upload, click on Upload Data. Batch Enrollment When you click on Upload Data, the following screen will open. You will be prompted to click on Choose File and then select the student data file you wish to upload. Once you have chosen the file, click Upload. Once the file has successfully uploaded, the Students window will be populated with your student data.

27 27 I. DISTRICT USERS 5. Students 5a. Student Data File Structure: DistrictID 6 digit county district number Campus_Number 3 digit campus ID (the leading zeroes will not hold in a csv file) Local_ID locally assigned student ID First_Name Middle_Initial Last_Name Sex Grade»» 504 true (yes) or false (no)»» SPED true (yes) or false (no)»» LEP true (yes) or false (no) The column headings in your file must match those listed above for the import to be successful. Additionally, the file must be a.csv file. Individual Enrollment As mentioned above, you also have the ability to enter new students into TestHound. To add a new student individually, click on New on the Students screen.

28 28 I. DISTRICT USERS 5. Students After clicking on New the following screen will appear. You will be prompted to enter: The campus the student will be assigned to The student s local ID First Name Middle Name or Initial Last Name Gender Grade Check the appropriate special programs for the student»» 504»» Special Education»» LEP Once the required fields have been completed, click Submit to create the new student.

29 29 I. DISTRICT USERS 6. Student Schedules 6. STUDENT SCHEDULES Selecting Student Schedules will show a list of campuses, along with the number of students associated with the campus and the records (schedule entries) entered into TestHound. The student schedules will be used when the campus administrator assigns students to a test session and when auto assigning students to test rooms. Student schedules must be uploaded. To upload a student schedule file, click Upload Data. When you click Upload Data, the following screen will open. You will be prompted to click Choose File and then select the student data file you wish to upload. Once you have chosen the file, click Upload. Once the file has successfully uploaded, the Students window will show with the student data. The warning message warns you that the changes made by uploading the new file cannot be undone; however, if new students have been enrolled in your district, you will want to upload a new student schedule file.

30 30 I. DISTRICT USERS 6. Student Schedules 6a. Student Schedule Data File Structure: DistrictID 6 digit county district number CampusID 3 digit campus ID (the leading zeroes will not hold in a csv file) StudentID locally assigned student ID Code PEIMS course number LocalName name of course (i.e. Alg2, Eng 3, Chem, etc.) Period 1, 2, 3, 4, etc. Room room at campus the class is held in»» This information should be entered in the district s SIS (student information system) There will be one line for each course a student is enrolled in. The column headings in your file must match those listed above for the import to be successful. Additionally, the file must be a.csv file.

31 31 I. DISTRICT USERS 7. Test Administrations 7. TEST ADMINISTRATIONS Selecting Test Administrations will show a list of test administrations currently entered into TestHound. TEA test administrations will be loaded into TestHound for you. Test administrations that are mandated by TEA will show as State under the Type column. As a District User, you also have the ability to create district or campus test administrations. Creating test administrations is a two part process. First you create the test administration then you create the tests you want housed in the administration. To create a new test administration, click New. After clicking on New, you will have the ability to create a district or a campus test administration. A district test administration will be viewed by all campus users, whereas a campus test administration is created specifically for one campus.

32 32 I. DISTRICT USERS 7. Test Administrations 7a. Creating District Test Administration After clicking New, the below screen will appear. To create a district test administration, choose District in the Type drop down menu. You will then need to enter: The title of the test administration ( i.e. PSAT, District Benchmark) Start Date End Date After entering this information, click Submit to create the test administration. 7b. Create New Campus Test Administration After clicking New, the following screen will appear. To create a campus test administration, choose Campus in the Type drop down menu. You will then need to: Select the campus The title of the test administration i.e. PSAT, District Benchmark Start Date End Date After entering this information, click Submit to create the test administration.

33 33 I. DISTRICT USERS 7. Test Administrations To add tests, select the test administration you created by clicking the name of the test administration. To create a new test within the test administration, select New. You will need to complete the following fields on the Tests screen. SELECT ADMIN choose a test administration the test belongs to TYPE (2 choices)»» Course OR»» Grade GRADE - Choose the appropriate course or grade SUBJECT - The subject selected will determine the subject area accommodations pulled TITLE of test TEST DATE Once all fields are complete, click Submit.

34 34 I. DISTRICT USERS 7. Test Administrations Repeat this process to finish creating all tests within the test administration. Repeat the steps above to add all appropriate grade level and subject area tests for the test administration.

35 35 I. DISTRICT USERS 8. Tests 8. TESTS Selecting Tests will allow you to see the grade level and subject test(s) within a test administration. After selecting Tests, you may be prompted to select a test administration from the Select Admin drop down menu. After selecting a Test Administration, you will then see a list of tests by grade level and subject.

36 36 I. DISTRICT USERS 8. Tests Within Tests, as a district user you will also have the ability to upload a specific list of students to a particular test. This feature is useful when the students who will be participating in the test are not easily added by any of the following methods available to campus users: Grade students tested may cross grade levels Course students may not be enrolled in the course for which they will test Individual using this method campus users must enter a local ID to add a student Selection a list of all students at a campus will be shown and the campus user must select each one To access this feature, click Select next to the specific test listed. Once you have clicked Select, the screen will refresh. At the top of the screen (below) you will see where you can click to Upload a file of the students for that test.

37 37 I. DISTRICT USERS 8. Tests Click on Choose File and a window will pop up (below). Navigate to the file you wish to upload and click Open. After selecting the file, you will be brought back to the Tests screen, where you will click Upload. 8a. Tests Student Upload File Structure: DistrictID 6 digit county district number CampusID 3 digit campus ID (the leading zeroes will not hold in a csv file) StudentID locally assigned student ID The column headings in your file must match those listed above for the import to be successful. Additionally, the file must be a.csv file. A separate file must be created for each test.

38 38 I. DISTRICT USERS 9. Materials 9. MATERIALS 9a. Materials > Inventory Selecting Materials > Inventory will allow you to see the secure test booklet types and barcode ranges within a test administration. After selecting Materials > Inventory, you will be prompted to select a Test Administration from the Select Admin drop down menu. The materials will be listed by entity, i.e. district overage and each campus. If the number of booklets scanned in matches the amount indicated by State Test Publisher, the table entries will be uncolored. If the secure material has not been scanned, the records will be colored pink. The State Test Publisher inventory data must be loaded by a District User for each test administration. To retrieve the State Test Publisher inventory, you will need to log into the Texas Assessment Management System. From the home screen, choose Test Setup Shipment Tracking. Click on the Reports menu and choose Security Checklist Download.

39 39 I. DISTRICT USERS 9. Materials A.csv file of the secure materials will be generated for you. Save this file to your computer. Uploading Checklists In TestHound, on the Materials > Inventory screen, click on Upload Checklists. A new window will open. Click on Choose File and navigate to the file you saved from the Texas Assessment Management System. Once the file is selected, choose Upload. PLEASE NOTE THAT THE INVENTORY FILE MUST BE UPLOADED BEFORE CAMPUSES WILL BE ABLE TO INVENTORY THEIR SECURE TEST MATERIAL.

40 40 I. DISTRICT USERS 9. Materials Adding Checklist Items On the materials inventory page, the district user may also individually Add Checklist Items. This feature is intended to be used when receiving Out of District Transfers from non- TestHound districts. After selecting Add Checklist Items a new window will open. The user will be prompted to enter the following: Type of material Test grade level and/or subject area Test Version Form Packaging Start Range (scanned from the materials packing list(s) or individual booklet) End Range (scanned from the materials packing list(s) or individual booklet) After the information has been entered, choose Submit. The test material will then be added to your inventory. Deleting Items On the materials inventory page, the district user may also choose to Delete items. The user may delete items associated with a test administration or items associated with a specific order number. In TAMS, multiple administrations are combined and therefore the security checklists will be combined. This will allow users to delete test material that are not associated with the selected test administration.

41 41 I. DISTRICT USERS 9. Materials A new window will appear. The Order drop-down menu will allow the user to select specific items to delete. 9b. Materials > District Boxes Selecting Materials > District Boxes will allow you to assign a campus box, a district box number and scan in the barcode from the State Test Publisher box labels. This will create a comprehensive district packing list. To utilize this feature, you will need to: Select the test administration Select the campus Choose the box number from the campus selected Campuses should number their boxes as they scan materials in District box assign the campus box a box number at the district level Label scan in the barcode from the State Test Publisher non scorable. Once the information has been entered, click Submit.

42 42 I. DISTRICT USERS 9. Materials 9c. Materials > ODT Report Selecting Materials > ODT Report will allow you to generate a Transfer of Secure Materials Form for materials being transferred to another district. The user will be prompted to select a test administration and the district to which the materials are being transferred. After the information has been selected, a list of test material will be displayed. Please note that test material will only be displayed after it has been transferred within TestHound at the campus level. (See next page) Once the test material is displayed, the user may check the Inc. box next to the material name to indicate the material to be included on the report.

43 43 I. DISTRICT USERS 9. Materials After all the appropriate test material has been checked, select Generate Report. A report will be generated listing the following: Providing district Receiving district Test material»» Name and booklet range(s) To export the report, select the blue floppy disk icon and choose the export format.

44 44 I. DISTRICT USERS 9. Materials II. Campus Users

45 45 II. CAMPUS USERS 10. District User Campus Level Access II. Campus Users There are two ways to gain access as a campus user. One is selecting a campus from the Campus drop down menu, if you are a District User, and the other is to be assigned as a Campus User. 10. DISTRICT USER CAMPUS LEVEL ACCESS As a District User, you have access to all campuses within your district. To access any campus, including your [districtname] campus, choose a campus from the change campus drop-down menu. By clicking Campus Management, you will be able to view the campus user menu exactly as the campus user will. The [districtname] campus is where all district overage is scanned in, transferred to campuses or districts needing additional material, and then scanned back in after each test administration is over. Below the functions of the Campus User are described in detail in the order they are listed under the campus management menu.

46 46 II. CAMPUS USERS 11. Student And Teacher Alerts 11. STUDENT AND TEACHER ALERTS After logging in, the user will see the following alerts grouped by data updates, integrated accommodations, students and teachers on the right hand side of the screen. Clicking view next to each alert will display a list of students or teachers that fall within each alert category. Initially there may be a large number of students/staff within each alert category as new data has been uploaded. The number of students/staff identified within each alert category will decrease throughout the year. Data updates are shown to alert to the last time a student, teacher, or schedule file was uploaded into TestHound. The Integrated Accommodations alert will allow you to pull in accommodations uploaded by the district user from a third party software. To pull these accommodations, click the name of the Integrated Accommodation file uploaded (i.e. Dillon IA). An alert will appear to remind you that accommodations will need to be verified prior to testing to ensure accuracy. Select Agree. If you do not want the message to appear again, select the checkbox and then click Agree.

47 47 II. CAMPUS USERS 11. Student And Teacher Alerts A list of students will be displayed who have changes that will be made to their accommodations based on the integrated accommodations upload. You may approve all accommodations at once by selecting Approve. A new window will open with a warning that you have chosen to approve all accommodations for your campus. Select Submit to approve all accommodations. Once you have selected Submit, the window will refresh and the student listing will no longer appear. You may also view the accommodations that will be added to each student by selecting View on the appropriate student line.

48 48 II. CAMPUS USERS 11. Student And Teacher Alerts The student view will indicate the accommodations the student will have marked based on the integrated accommodations upload. Accommodations highlighted in red indicate accommodations that were previously entered for the student, while accommodations highlighted in green indicate new accommodations added to the student. A notes section will also appear in the upper corner of the student accommodation update view. Select the notes icon and list of notes that are already entered and those that will be added through the Integrated Accommodations (if applicable) will be shown. To approve notes, click Submit.

49 49 II. CAMPUS USERS 11. Student And Teacher Alerts To approve accommodations individually, on the student page select Approve All. If you wish to return to the list of students with pending accommodation updates, select Close. You also have the ability to enter/edit accommodations manually for a student by selecting Manual Accommodations. You will be directed to the Accommodations Page where you can enter accommodations manually for the student. To return to the students with pending accommodation updates page, click Return to IA. Once all accommodations are approved, the Integrated Accommodations alert will change to green Selecting View next to a student or teacher alert will give you a listing of all students/ staff within each alert category (i.e. new, un-enrolled, re enrolled, population change etc.).

50 50 II. CAMPUS USERS 11. Student And Teacher Alerts The student/staff listing will help you prepare for testing as you will know who, whether students or staff members, are currently on your campus. To approve students or staff members and add them to your roster in TestHound, select Click in the APPROVE ALL table to the right. The message will expand to give you a warning that after confirming the students or staff, you will no longer be able to distinguish new students or staff from current students or staff in TestHound. You may choose to print screen the listing of students or staff for your reference. To confirm students or staff and add them to your roster in TestHound, click Confirm. Selecting View next to student population change alert will give you a listing of all students that will have a population change based on the upload from your student management system.

51 51 II. CAMPUS USERS 11. Student And Teacher Alerts You may approve all changes by selecting Approve All. To view the population changes for an individual student, select View on the appropriate student line. A list of all population changes for the student will appear. You may approve each change individually by clicking Approve or all changes by clicking Approve All. After approving population changes, a message will appear notifying you that based on the mapping of accommodations in the integration accommodation file, accommodations may not be automatically updated. It is important to review accommodations for students that have a population change. To approve the population changes, click Submit Change.

52 52 II. CAMPUS USERS 11. Student And Teacher Alerts 11a. Accommodation History New Students Only (within alert category) For students who are new to your campus, you have the ability to pull student accommodations and test versions if those students were in your district the previous year. This feature will only be accessible for districts that have used TestHound previously. To begin the process of pulling student accommodations and test history, click Accommodation Histories above the APPROVE ALL table on the right. A new screen will appear with text describing the process of pulling student accommodations and test versions. You may choose to either: Preview the list of students that will be affected Cancel and individually enter student accommodations Proceed and pull students accommodations and test versions without previewing the data If you select Preview from the Accommodations Histories screen, a list of students who will be affected is displayed. The last two columns of the table will identify whether the student has accommodations or test version (also called Test Forms) history.

53 53 II. CAMPUS USERS 11. Student And Teacher Alerts To pull the students accommodations and test version information, click Proceed.

54 54 II. CAMPUS USERS 12. Teachers 12. TEACHERS Selecting Teachers will show you a list of teachers at your campus. Initially, 10 teachers will be shown. To view additional teachers, choose 10 or All from the View drop down menu. 12a. Adding Teachers The teacher/staff data is uploaded by district. A campus user may add additional staff if they are not listed. To do so, click on New. After clicking on New the following screen will appear. You will be prompted to enter: Their staff ID First Name Middle Name Last Name Check the box next to Available this will allow the teacher to be assigned to a room for testing.

55 55 II. CAMPUS USERS 12. Teachers Once the required fields have been completed, click Submit to create the new teacher account. You may also edit a teacher once they are entered. To edit a teacher account, select Edit next to the teacher name on the right.

56 56 II. CAMPUS USERS 12. Teachers The only fields you will be able to edit are: First Name Middle Name Last Name address The Available check box If your district is loading staff data, teachers will be added to your list as soon as they are confirmed through one of the category alerts.

57 57 II. CAMPUS USERS 12. Teachers In the event the updates from your district management system is incorrectly updating teacher accounts at your campus, you may lock or block teacher accounts to prevent further errors. Locking an account will prevent a teacher account from being updated, while blocking an account will cause a teacher account to become inactive. Inactive teacher accounts cannot be assigned as test administrators. To lock a teacher to ensure they remain in the list of available teachers you may either click Lock All to lock all accounts listed or click on the Lock icon on the appropriate teacher line. If you attempt to lock an individual account, a message will appear verifying that you are locking a teacher account. Click OK. The Lock icon will change indicating which accounts have been locked.

58 58 II. CAMPUS USERS 12. Teachers You can unlock a teacher account by clicking the Lock icon on the appropriate teacher line to allow for updates to that account to be processed. To block a teacher account from being imported into the teacher list, click the block icon to inactivate the account. A message will appear verifying that you are blocking a teacher account and it will prevent the account from being re-imported. If you wish to proceed, click OK.

59 59 II. CAMPUS USERS 12. Teachers 12b. Teacher Account Reactivation To reactive an account that you have blocked, click Activate. A list of teacher accounts that have been blocked, will be listed. You may search for a teacher account or select a teacher account from those listed. Click Activate on the appropriate line to active a single teacher or click Active All to active all teacher accounts listed. If you activate a single teacher account, you will remain on the teacher activation screen. To return to the teacher list, select Teachers under the Campus Management menu If you choose to activate all teacher accounts, you will be returned to the teacher list.

60 60 II. CAMPUS USERS 13. Students 13. STUDENTS Selecting Students under the Campus Management Menu will show you a list of students at your campus. Initially, 10 students will be shown. To view additional students, choose 10, 25, 100 or All from the View drop down menu. Within the Students screen you will have the ability to: Search for student Add new students Re enroll students Edit existing students Student View Pull student accommodations and test version information Enter accommodations for students

61 61 II. CAMPUS USERS 13. Students 13a. Student Search To search for a student, select Search from the top of the Students screen on the right side. A search window will open at the top of the Students table. To search for a student, you can search by: Student ID OR Student Name»» To perform a search by student name, only a last name is required

62 62 II. CAMPUS USERS 13. Students 13b. Add New Students To add a new student, select New from the top right side of the Students screen. After clicking on New the following screen will appear. You will be prompted to enter: The student s local ID Be sure the student ID matches what is entered in your SIS First Name Middle Name or Initial Last Name Gender Grade Check the appropriate special programs for the student»» 504»» Special Education»» LEP Once the required fields have been completed, click Submit (shown below) to create the new student. If your district is uploading a new student data file frequently, you should not have to add new students on a consistent basis.

63 63 II. CAMPUS USERS 13. Students 13b-i. Re enroll Students To re enroll a student who was previously enrolled at your campus, select Re enroll from the top of the Students screen. After clicking on Re enroll the following screen will appear. You will be prompted to enter: The local student ID of the student you wish to re enroll on your campus After entering the student s local ID, click Submit. If your district is uploading a new student data file frequently, you should not have to reenroll students on a consistent basis.

64 64 II. CAMPUS USERS 13. Students 13b-ii. Edit Existing Students To edit existing students, select Edit on the line of the student you wish to make changes to. After clicking on Edit the following screen will appear. You will be able to edit the following fields: First Name Middle Name or Initial Last Name Enrollment status Gender Grade Check the appropriate special programs for the student»» 504»» Special Education»» LEP Please note that any changes made will be overridden by the district uploads and should be corrected in your SIS to ensure accurate information is uploaded to TestHound. Once the required fields have been completed, click Submit.

65 65 II. CAMPUS USERS 13. Students 13c-iii. Student View Student View Information To access the Student View, select a student name from the Students list.

66 66 II. CAMPUS USERS 13. Students After selecting a student name from the Students list, the following screen will appear. You will be able to view: Student information This data is view only»» It will also identify when the last change was made to a student»» Tests the student is assigned to»» Previous Accommodation and Test Version (Test Form) history»» Student schedule The student schedule cannot be altered Student View Tests You will be able to see if a student has a current test assignment. Students can be assigned as a group to a test, which will be covered later. Below is how you may assign a student individually. To add a test assignment to a student individually, select New.

67 67 II. CAMPUS USERS 13. Students The following screen will appear. You will be prompted to select a test administration from the Test Admin drop down menu. After selecting a test administration, you will then need to select a test to assign the student to from the Tests drop down menu. You can then select a room for the student from the Room drop down menu. Once the required fields have been completed, click Submit.

68 68 II. CAMPUS USERS 13. Students Student View Previous Accommodations and Test Forms In the Student View you will be able to see if a student has any previous accommodations or test versions (test forms). To view either the accommodations or test versions (test form) history, select View.

69 69 II. CAMPUS USERS 13. Students Selecting View under Previous Accommodation Histories will give you a screen that lists all accommodations that were previously entered for the student. If you wish to pull these accommodations, click Pull. Selecting View under Previous Test Forms Histories will give you a screen that lists all test versions that were previously entered for the student. If you wish to pull these test versions, click Pull.

70 70 II. CAMPUS USERS 13. Students Student View Student Accommodations TestHound allows you to enter testing accommodations and test version information for each student. Entering accommodations is done on a student by student basis unless you pull previous testing accommodations or test versions as described above. Students who have an accommodation entered will have a red colored triangle, while students who do not have accommodations will have a green colored triangle. To access the Student Accommodations screen, click the accommodation triangle under the Acc column. After clicking the accommodation triangle for a student, the screen below will appear. Accommodations are selected on a subject by subject basis. In the Subject dropdown menu, select the Subject you wish to enter accommodations for. To select an accommodation for a student, simply click in the box next to the accommodation. Once an accommodation is selected, the phrase Student does not need [subject] accommodations, will change to Student needs [subject] accommodation.

71 71 II. CAMPUS USERS 13. Students Additionally in the Student Accommodations view, you can choose an alternate test version for a student from the Alternate Test Version drop down menu. The selection of an alternate test version is done on a subject by subject basis as well. STAAR is not a choice as it is the default test version for students. A Notes text box is also provided to add additional accommodation information (i.e. type of supplemental aid, student can change level of support during oral administration, etc.) Once testing accommodations and test versions have been selected for a student, click Back to return to the student screen. You also have the ability to navigate through the student list, while in the Accommodations view. Above the student name in the Accommodations view, you can proceed to the Next > student in the list or type in a student s local ID to navigate to a specific student. You also have the ability to remove accommodations, test version information, and notes for a student at once. To do so, click Reset All.

72 72 II. CAMPUS USERS 13. Students A window will appear, allowing you to choose the information that you would like to remove from the student. Please note this process cannot be undone. Select the appropriate items to remove by selecting the checkboxes next to each item and then click Submit. You will then be directed by to the student accommodations page.

73 73 II. CAMPUS USERS 14. Rooms 14. ROOMS Selecting Rooms will display a list of rooms at your campus entered in TestHound. Initially there will not be any rooms entered into TestHound. There are two methods for entering rooms for your campus: Pull the rooms based on the data uploaded by the district Manually enter rooms Initially, 10 rooms will be shown, if you have already pulled or entered the room numbers. To view additional rooms choose 10, 25 or All from the view drop down menu.

74 74 II. CAMPUS USERS 14. Rooms 14a. Rooms Pull rooms To pull rooms that were loaded by the district, select Pull. A screen will appear with a list of rooms that were loaded into TestHound by the district. If you wish to use these rooms, select Submit.

75 75 II. CAMPUS USERS 14. Rooms 14b. Rooms Manual entry or editing Adding a Room To create new rooms or manually enter rooms at your campus, if you choose not to pull the data, select New. After selecting New, you will be asked to enter the following information to create a room. Room room number/name Required Capacity the number of students that can fit in the room for testing Not a required field but can be used later when assigning students to rooms for testing Description a brief description of the room, i.e. computer room, small group room, etc. Not a required field Once you have completed the information, click Submit.

76 76 II. CAMPUS USERS 14. Rooms Editing a Room You will also have the ability to edit rooms, by clicking Edit next to the room number. When editing a room you will only have the ability to change the capacity or the description of the room, not the room number/name itself. You can also choose to delete a room. To delete a room, click Delete next to the room number.

77 77 II. CAMPUS USERS 15. Test Administrations 15. TEST ADMINISTRATIONS Selecting Test Administrations will show a list of test administrations currently entered into TestHound. TEA test administrations will be loaded into TestHound for you. Test administrations that are mandated by TEA will show as State under the Type column. If you click on a specific test administration entry (above), a new screen will open that displays the grade level and subject tests within that test administration (below).

78 78 II. CAMPUS USERS 15. Test Administrations 15a. Test Administrations Creating a new test administration You have the ability to create additional test administrations for your campus, for instance if you would like to use TestHound to plan a STAAR simulation for your campus. To create a new test administration and subsequent tests, click New in the top right of the table below. After clicking New, a screen will appear where you will be required to enter the following information: Title of the test administration Start Date End Date The test administration you create will be specific to your campus only. After creating the test administration, you will be taken back to the Test Administrations screen. To add tests, select the test administration you created by clicking the name of the test administration.

79 79 II. CAMPUS USERS 15. Test Administrations To create a new test within the test administration, select New. You will need to complete the following fields on the Tests screen. Select Admin choose a test administration the test belongs to Type (2 choices) Course OR Grade Choose the appropriate course or grade Subject The subject selected will determine the subject area accommodations pulled Title of test Test date Once all fields are complete, click Submit. Repeat this process to finish creating all tests within the test administration. Repeat the steps above to add all appropriate grade level and subject area tests for the test administration.

80 80 II. CAMPUS USERS 16. Tests 16. TESTS Selecting Tests will allow you to see the grade level and subject test(s) within a test administration. After selecting Tests, you may be prompted to select a test administration from the Select Admin drop down menu. Once a test is selected, you enter the Test Session screen. In this screen there are several tasks that you will complete. Adding students to a test session Adding rooms to a test session Assigning test administrators to testing rooms Assigning students test rooms Manually assigning students Filtering students and then assigning students by accommodations and test version Automatic assigning of students room»» By room capacity»» By schedule Scan booklets to students Copy room and test booklets from one test to another Configure the date of the test if testing within a window

81 81 II. CAMPUS USERS 16. Tests 16a. Adding students to a test session Once in the test session screen, you will first need to add students to the test. At the top of the page, click on the [+] symbol next to STUDENTS. An Action drop down menu will appear with two choices: Add or Remove. To add students to the test, choose Add. Another drop down menu will appear. In the BY drop down menu you will select the method you wish to add students by. Each method is described in detail below.

82 82 II. CAMPUS USERS 16. Tests 16a-i. Adding Students by Course To add students by course, choose Course from the BY drop down menu. The feature is extremely helpful when assigning students to a STAAR EOC exam. After choosing Course, another drop down menu will appear where you will choose the course you wish to add students by. After selecting the course, click Submit. You may repeat this step as many times as necessary to add students in all participating courses.

83 83 II. CAMPUS USERS 16. Tests 16a-ii. Adding Students by Grade To add students by grade, choose Grade from the BY drop down menu. After choosing Grade, another drop down menu will appear titled ITEM where you will choose the grade you wish to add students by. After selecting the course, click Submit.

84 84 II. CAMPUS USERS 16. Tests 16a-iii. Adding Students Individually To add students individually to a test, choose Individual from the BY drop down menu. A new field will appear titled Stu ID. In this field you will type the student ID of the student you wish to add and then select Submit. 16a-iv. Adding Students by Selection To add students by selection, choose Selection from the BY drop down menu.

85 85 II. CAMPUS USERS 16. Tests An Add/Remove Students screen will appear which includes a list of all students currently enrolled on your campus in TestHound. You can either: Individually check the box next to a student name to add them to a test Choose Check All Once the appropriate student(s) are chosen, scroll to the bottom of the page and click on Submit. 16a-v. Adding Students by File A campus user has the ability to upload a file containing the students who will participate in a test. The file will consist of one column with the header student_id. Underneath the column header, the campus user will enter the local ID for each student participating in the selected test. The file will need to be saved as a.csv in order to be uploaded into TestHound. This feature is extremely beneficial when testing a designated group of students, i.e. grade 5 or 8 SSI or a high school EOC retest. To add students by file, choose File from the BY drop down menu.

86 86 II. CAMPUS USERS 16. Tests The toolbox will expand and the user will be prompted to select Choose File. A new window will open. Select the appropriate file to upload and select Open. Once the file has been selected, the window will close and you will be directed back to the Test View within TestHound. To process the file, select Submit and the students will be added to your test session.

87 87 II. CAMPUS USERS 16. Tests Once you have added students to your test session by any of the methods described above, the screen will refresh and show the students who have been added to your test session. Once students have been added to your test session, you must add test rooms to the test session prior to being able to assign students to test rooms. 16b. Adding Rooms to a Test Session Once the students are populated for the test, you will then need to add rooms to the test before students may be assigned to rooms. There are two methods for adding rooms to a test: selecting rooms from a drop-down menu or selecting rooms from a list of available rooms. If adding rooms to a test through the rooms drop-menu, use the rooms drop down menu to select the rooms you wish to use for the test currently shown.

88 88 II. CAMPUS USERS 16. Tests A list of all rooms entered into TestHound will appear. To select a room, simply click the room number from the list of rooms displayed. Repeat this process until all desired rooms have been selected. If adding rooms to a test through the selection of multiple rooms, select the to the right of rooms drop-down menu. A new window will appear to select the rooms you wish to use for the test currently shown. Once the appropriate rooms have been selected, click Submit. Please note that once a room is selected for a test, it cannot be used for another test that is given on the same day. Once rooms have been selected, a new table will appear to the right of the student table. You may also remove any room that you have added by selecting Rem next to the test room you wish to remove, or by checking the box next to a room number and selecting Delete Checked.

89 89 II. CAMPUS USERS 16. Tests 16c. Assigning test administrators to test rooms Once rooms have been selected, you then have the ability to assign teachers to serve as test administrators in the rooms. To assign a teacher as a test administrator in a room, select the room number in the rooms table. After selecting the room number, a new test room window will open and a teachers dropdown menu will appear. The teachers drop down menu contains a list of all teachers that are entered in TestHound who have not already been assigned to a test on the same day. From the drop down menu select the appropriate teacher from the list. Please note that once a teacher is assigned to a test room, they cannot be used for another test that is given on the same day.

90 90 II. CAMPUS USERS 16. Tests After assigning a teacher to a test room, a name table will appear under the Teachers drop-down menu that lists the teacher assigned to the test room. To continue assigning teachers to rooms, change the room number in the Select Room drop-down menu and follow the above steps to select the test administrator for the room. You may also assign more than one teacher to a testing room if needed. 16d. Assigning students to test rooms Once test rooms have been added to your test session, you will be able to assign students to test rooms. There are several methods of assigning students to test rooms. Manually assigning students Filtering students and then assigning students rooms by accommodations and test version Automatic assignment of students room»» By room capacity»» By a period from their schedule 16d-i. Assigning students to test rooms Manually Once test rooms have been assigned to a test session, to manually assign students to rooms you will need to select the [+] symbol next to asgn rooms.

91 91 II. CAMPUS USERS 16. Tests Select batch assign from the TYPE drop-down menu. A list of students assigned to the test session will be displayed. Students may be assigned to a test room based on the rooms identified in the rooms table. Select a room assignment for as many students as you would like. When you are done select Submit at the bottom of the page to submit all room changes at once. After submitting, to return to the test view page, select Return to Test.

92 92 II. CAMPUS USERS 16. Tests 16d-ii. Assigning students to test rooms Filtering TestHound incorporates a filtering feature which allows you to filter the students assigned to the test session. These filters are useful in assigning students to test rooms as some accommodations and test versions necessitate assigning students to specific rooms. To begin filtering the students, click on the [+] symbol next to FILTER. A drop down menu titled BY will appear with several choices: All will show all students assigned to the test session»» Accommodation Course courses of students assigned to test Grade grade level of students Online Room»» Ability to filter by rooms selected for the test and students not assigned to a testing room Test Version Below filtering by accommodation and test version are discussed. The same process used for these two examples will be used to filter by the other choices. Additionally, once the desired filter has been used, the students can then be assigned to a specific room based on the filter. Once the filters have been put in place, a room may be selected from the ROOM dropdown menu. To apply the room assignment to the filtered student list, select Reassign. Students may be assigned to a test room based on the rooms identified in the rooms table.

93 93 II. CAMPUS USERS 16. Tests Filtering by Accommodations As accommodations can dictate room placement for students on test day, this is a useful tool to begin assigning students to test rooms. Select Accommodation in the BY drop down menu. You will then be able to filter by the accommodations of students assigned to the test by selecting the accommodation from the ITEM drop down menu. The accommodations shown are only those applicable to the subject of the test selected. Filtering by Test Version As test version can dictate room placement for students on test day, this is a useful tool to begin assigning students to test rooms. Select Test Version in the BY drop down menu. You will then be able to filter by test version for the students assigned to the test. Select a test version from the ITEM drop down menu. The test versions shown are only those applicable to the subject of the test selected.

94 94 II. CAMPUS USERS 16. Tests 16d-iii. Automatic assigning of students room TestHound incorporates a feature that allows for the automatic assigning of students to test rooms based on either the capacity of the room or a period in the students schedule. Please note that if you have already assigned some students to test rooms manually, running the automatic configuration process will not override those room assignments. Automatic assigning of students room Set Capacity To begin the automatic assignment of students to test rooms, click on the [+] symbol next to ASGN ROOMS. From the TYPE drop down menu, select set capacity. After choosing set capacity, you will need to type in the number of students you wish to assign to a room in the capacity field. Then choose the order, either alphabetical or random. You will also have the ability to group students by gender, if desired. Once the fields are complete, click Submit. Please note that if you have not chosen test rooms yet, TestHound will retrieve rooms from the Rooms list beginning with the first room listed. If you have already assigned rooms to the test session then TestHound will first use those rooms selected to assign students.

95 95 II. CAMPUS USERS 16. Tests Automatic assigning of students room Period To begin the automatic assignment of students to test rooms, click on the [+] symbol next to ASGN ROOMS. From the TYPE drop down menu, select period. You will then select the PERIOD you wish TestHound to use to assign students to from the PERIOD drop-down menu. The room numbers will automatically be selected based on the schedule information that was uploaded by your district. Once the PERIOD has been selected, click Submit. 16e. Scanning test booklets to students Please note that in order to assign test booklets to students, your test booklets must be scanned in to your TestHound inventory. Scanning test booklets into the TestHound inventory will be covered in a later section. Based upon the State Test Publisher inventory file, TestHound will not allow you to scan an incorrect test version test booklet to a student. There are two ways that test booklets can be scanned to students. By Student The first way to scan in test booklets is to click in the Barcode field next to the first student s name on the list and begin scanning the barcode on the back of the test booklets. Repeat this process until all students have a test booklet assigned.

96 96 II. CAMPUS USERS 16. Tests If a test booklet is scanned in error to a student, simply highlight the booklet number scanned into the Barcode field and scan in the barcode of the correct test booklet. By Students in a Specific Room The next method for scanning test booklets to students is to first select a room from the Rooms table by clicking on a room number. Your view will then be filtered by the room you selected. You can then scan booklets to students one room at a time. Click in the Barcode field next to the first student s name on the list and begin scanning the barcode on the back of the test booklets. On this screen, you can also scan a test booklet to a teacher if needed. Once you have completed scanning in test booklets for the room, you can change rooms using the Select Room drop down menu.

97 97 II. CAMPUS USERS 16. Tests To facilitate faster scanning of test booklets, you may select Switch to Batch. The webpage will refresh showing a static list of students assigned to the room. Click in the Barcode field next to the first student s name on the list and begin scanning the barcode on the back of the test booklets. If using a mobile device (i.e. ipad) click in the Mobile Users field and begin scanning the barcode on the back of the test booklets. Once all scanning is complete, select Validate and Submit. Once you have completed scanning in test booklets for the room, you can change rooms using the Select Room drop down menu. To return to the previous view select Switch to Standard.

98 98 II. CAMPUS USERS 16. Tests 16f. Copy room and test booklet assignments from one test to another Once you have completed test room and test booklet assignments, you can copy the information from one test to another. You will first need to have the test you wish to copy from open, in this example Grade 3 Math. To begin the process, click on the [+] symbol next to COPY TO in your TOOLBOX at the top. You will then be prompted to select the test administration of the test you would like to copy the information to from the ADMIN drop down menu. Next, select the test from the TEST drop down menu you wish to copy the information to. Choose if you want to include room assignments and test booklet assignments by checking the boxes next to each choice. Then click Submit.

99 99 II. CAMPUS USERS 16. Tests 16g. Configure date of testing TestHound gives you the flexibility to change the date of the test you have selected. To configure the test date of the test you selected, click on the [+] symbol next to CONFIGURE. In the DATE field, type in the date you are planning to administer the test. Then click Submit.

100 100 II. CAMPUS USERS 17. Materials 17. MATERIALS The Materials section of TestHound incorporates several different areas of materials management identified below. 17a. Materials > Inventory When you select Materials > Inventory you will be prompted to select a test administration from the Select Admin drop down menu.

101 101 II. CAMPUS USERS 17. Materials After selecting a test administration, the Inventory table will be displayed (below). This table lists the test materials assigned to your campus by the publisher. The table identifies: Type the type of material (i.e. secure manual, test booklets, etc.) Test the grade level and subject area Version the test version From beginning of secure material barcode range To end of secure material bar code range Qty quantity assigned to your campus by the publisher Tra the number of booklets transferred, if any Act number of test booklets that were scanned in at the campus level»» Each entry (row) will be uncolored if amount of test materials scanned in matches the number of test booklets assigned by the publisher Asg number of test booklets assigned to students Bxd number of test booklets scanned back in to TestHound inventory after testing is complete At the end of the test administration, after booklets are scanned back into TestHound, the Inventory table will be green only if all materials are scanned back into TestHound.

102 102 II. CAMPUS USERS 17. Materials 17b. Materials > Inventory Selecting Materials > Inventory will allow you to: Scan in the test materials that you received from the publisher View missing test booklets Track booklet assignments 17b-i. Materials > Inventory: Scanning in Test Materials Prior to scanning in your test materials, be sure that you have unpacked you re the publisher boxes of secure test materials and placed the packets of materials in numerical order by grade level for STAAR and subject for STAAR EOC exams. To begin scanning, you will first need to select the test administration from the Select Admin drop down for the secure test materials that you will be scanning in. After selecting the appropriate test administration, select Receive Material to begin scanning in your materials. TestHound allows you to scan in both individual test booklets and packets of materials. TestHound will alert you that you need to ensure that you have accounted for all packets in the sequence and that you have counted the spines of the test booklets to ensure that each packet contains the correct number of booklets prior to scanning. After selecting Receive Material, click in the Start Range field (shown below).

103 103 II. CAMPUS USERS 17. Materials For inventory that has a checklist with no corresponding cover sheet bar codes: Scan the barcode on the back of the test booklet that is visible through the packet s plastic cover. The barcode on the last booklet of every packet/bundle is not visible. Since materials must be unopened until they are used, you must hand enter the end serial range located on the Test Booklet Bundle Label of the last packet of material. This is a ten digit code beginning with the letter S followed by nine numbers. To complete the sequence of the inventory line, type the barcode number that corresponds to the last booklet End Range field. Next, select Proceed. For inventory that has a checklist with corresponding cover sheet bar codes (Before March 2016): Scan the barcode on the back of the test booklet, if scanning booklets individually, or scan the barcode that corresponds to the first test booklet on the packing sheet in your first packet of the test materials for a grade or subject. After scanning the barcode, select Proceed. Important: Be sure to check the quantities to make sure they are accurate based on what the test publisher has supplied to you. Individual Scanning If you are scanning in an individual booklet, you will be prompted to scan in an End Range barcode number. Simply scan that same booklet number into the End Range field. Select Submit and the test booklet will be added to your inventory. Packet Scanning If you are scanning packets of test booklets into TestHound, click in the End Range field and scan or type in the barcode that corresponds to the last test booklet on the inventory checklist in your last packet of test materials for that grade or subject. Next, select Submit. After clicking Submit, a Confirmation message will appear detailing how many booklets you will be adding to your inventory. Prior to clicking Submit, be sure to verify the number against your packing sheet.

104 104 II. CAMPUS USERS 17. Materials 17b-ii. Materials > Inventory: Viewing Missing Booklets To assist in identifying missing test material, select the in the Inventory table. A Missing Booklets table will appear that details the booklet numbers of the test materials missing, the type, and what room the booklet was assigned to. 17b-iii. Materials Inventory: Tracking Test Booklets To view the Booklet Audit screen, select the Booklet Audit tab from the inventory table. The Booklet Audit screen will detail: The date and time the checklist was uploaded The date and time the booklet was scanned into the campus inventory The date and time the booklet was assigned and to whom If it was scanned in at the end of testing and who scanned the test booklet.

105 105 II. CAMPUS USERS 17. Materials 17b-iii. Materials Inventory: Transfer TestHound allows for the electronic transfer of test materials from one campus to another. Transfers must be initiated by the sending campus and accepted by the receiving campus prior to the test material being able to be assigned to a student. 17c-i. Materials > Transfer: Initiating the Transfer To begin the transfer, you must first select the appropriate test administration from the Select Admin drop down menu. Then select the Transfers tab and click on Initiate Transfer. Click on the Campus drop down menu. A list of campuses in your district will be displayed. Select the campus to where you will be transferring the material.

106 106 II. CAMPUS USERS 17. Materials After selecting the campus the material will be transferred to from the Campus dropdown menu, begin scanning the booklets you wish to transfer. Single Booklets If you wish to transfer a single booklet, simply scan the same booklet twice, so that the booklet number appears in the Start Range and End Range text boxes. Scan the booklet a third time or click submit.

107 107 II. CAMPUS USERS 17. Materials Multiple Sequential Booklets, Packets In order transfer multiple sequential booklets or packets, scan the beginning booklet in a sequential range of booklets into the Start Range. Scan the last booklet in the range into the End Range and either scan the last booklet again or click submit. Users also have the option to transfer the material out of district. To initiate a transfer out of district, check the Out of District Transfer box. A list of districts will be displayed in the District drop-down menu. You will then need to click in the Start Range field either follow the procedure for scanning single booklets, or sequential ranges of booklets and packets.

108 108 II. CAMPUS USERS 17. Materials Initiating the Transfer Single Booklet If you wish to transfer a single booklet, simply scan the same booklet twice, so that the booklet number appears in the Start Range and End Range text boxes. A Confirmation message will appear indicating the number of booklets you are transferring. To finalize the transfer, scan the booklet a third time or click Submit. Initiating the Transfer Sequential Booklets, Booklet Packets In order transfer multiple sequential booklets or packets, scan the beginning booklet in a sequential range of booklets into the Start Range. Scan the last booklet in the range into the End Range. A Confirmation message will appear indicating the number of booklets you are transferring. To finalize the transfer, either scan the last booklet again or click Submit.

109 109 II. CAMPUS USERS 17. Materials 17c-ii. Accepting Transfer of Materials To accept a transfer, you must first select the appropriate test administration from the Select Admin drop down menu. Then select the Transfers tab. A list of complete and transferred material will be shown. To begin accepting a transfer, click on Accept Transfer From the Transfers drop down menu, scan in the barcode for the first booklet in the Start Range. If you are accepting a single booklet transfer re-enter the same code in the End Range. Single booklets from separate sequences must be scanned in this fashion. If you have received more than one booklet in the transfer and it is from a solid sequence of booklets, you will need to scan in the barcode for the first booklet in the Start Range and then scan or type the last booklet barcode into the End Range to accept all booklets in that transfer. Once you have completed scanning in the test material, a Confirmation message will appear with the range of test booklets you have scanned in. To complete the transfer, click Submit. Separate sequences of booklets will need to be entered one at a time.

110 110 II. CAMPUS USERS 17. Materials 17c-iii. Materials > Scan to Boxes At the end of the test administration, you will scan in all test booklets. TestHound will verify the quantity scanned in at the end of the test administration matches the amount initially scanned in. To begin scanning test booklets in, choose Materials > Scan to Boxes. You will be prompted to select a box number from the Select Box drop down menu and then click Select. Click in the Booklet field and begin scanning in your test booklets. The Scan Type must be set to Booklet for the majority of the test booklets, because they will need to be scanned individually, as they were issued to students. After scanning the barcode on the back of the test booklets, a table will appear (shown below) displaying the type of material scanned in and the amount that has been boxed so far.

111 111 II. CAMPUS USERS 17. Materials The Booklet field will be cleared after each test booklet has been scanned in, allowing you to scan the next booklet. IMPORTANT: Please be aware that you must watch the Booklet field when scanning test booklets in. If an error is made while scanning test booklets, the Booklet field will be highlighted in red and the word Format will appear. This is your only warning that an error has occurred. If the error is not caught immediately, any test booklets scanned after the error occurred will not be processed. You may also have sealed packets of test materials left over after testing. These packets do not need to be opened in order to be scanned. Set the Scan Type to Packet, then scan the barcode that corresponds to the first test booklet in the range into the Booklet field. After scanning the first barcode into the Booklet field, the End Range field will appear. Type the barcode that corresponds to the last test booklet in the range for that packet of materials into the End Range field. If you have solid, unbroken sequences among several packets, you can scan in multiple packets at once using the first barcode, last barcode method.

112 112 II. CAMPUS USERS 17. Materials After scanning the last barcode in the End Range field, a Confirmation message will appear to verify the quantity of the packet you scanned in. To complete the scan of materials, click Submit Packet. After submission, a table will appear displaying the material scanned in. 17c-iv. Materials Boxed Booklets After all secure test material has been scanned back in, selecting Materials > Boxed Booklets will allow you to view a list of all material scanned into a box. You will need to select a test administration from the Select Admin drop down menu. Then select the box number you wish to view the report for from the Boxes drop down menu. After selecting a box number, a report will be generated which identifies: The booklet ID number The type of material The date and time it was scanned The user who scanned in the test booklet

113 113 II. CAMPUS USERS 18. Reports 18. REPORTS The Reports section of TestHound allows a user to pull the following reports: Master Accommodations Master Schedule Teacher Schedule Form Letter Master Materials Material Control Room Accommodations Room Roster Room Attendance Room Start/Stop Room Labels Room Electronics Boxed Booklets

114 114 II. CAMPUS USERS 18. Reports 18a. Reports - Master Accommodations Report The Master Accommodations report allows the user to pull an accommodation report for all students in TestHound. After selecting the Master Accommodations report, you will be able to configure the report by selecting from the following categories: Students Grades Types accommodation types Versions test versions Subject(s) Show Notes Once all selections are complete, click Generate Report. A report will be generated based on the selections. To export the data to either excel, PDF or word, click the blue floppy disk icon in the beige bar at the top.

115 115 II. CAMPUS USERS 18. Reports To modify the report, if desired, click on Configure Report, and the report option selections menu will open. After selecting the blue floppy disk icon, the following choices will appear. Simply click on the format you would like to export the data into. This report can be used to verify testing accommodations and test version information prior to testing. 18b. Reports Master Schedule Report The Master Schedule report allows the user to pull a list of students and the rooms they will be assigned to during a test administration. The report can then be posted for students to find where they are assigned to for testing each day. After selecting the Master Schedule report, you will be prompted to select the following: Test administration Test All Tests is the default, however, you may choose a specific test being administered (i.e. Alg. I) Homeroom (if selected) based on schedule data uploaded by the district user Sort Include Student ID (default)

116 116 II. CAMPUS USERS 18. Reports Once all selections are complete, click Generate Report. A report will be generated with a list of students and the test room they are to report to during the test administration window. To export the data to either excel, PDF or word, click the blue floppy disk icon.

117 117 II. CAMPUS USERS 18. Reports 18c. Reports - Teacher Schedule The Teacher Schedule report allows the user to pull a list of teachers and the rooms they will be assigned to during a test administration. After selecting the Teacher Schedule report, you will be prompted to select the following: Test administration Test»» All Tests is the default, however, you may choose a specific test being administered (i.e. Alg. I) Once all selections are complete, click Generate Report. A report will be generated with a list of teachers and the test room they are to report to during the test administration window. To export the data to either excel, PDF or word, click the blue floppy disk icon.

118 118 II. CAMPUS USERS 18. Reports 18d. Reports - Form Letter The Form Letter allows the user to generate a letter per student with their testing location during the test administration. After selecting the Form Letter report, you will be prompted to select the following: Test administration Student ID»» If you want to generate a letter for a specific student, enter their student ID»» If you leave this field blank a letter will be generated for every student taking at least one test during the test administration -- If a student in the report is not taking one or more tests or is not assigned a room, the room will display Not Testing. Homeroom»» The user may add a room number to the header of the report to facilitate distribution Sort The user will also be allowed to select from the following:»» Display salutation»» Include student ID»» First Name»» Middle Name»» Last Name Rich text editor»» The user may either compose or paste a letter in this area Once all selections are complete, click Generate Report.

119 119 II. CAMPUS USERS 18. Reports A letter will be generated per student with their test schedule during the test administration. To export the letter to either excel, PDF or word, click the blue floppy disk icon. 18e. Reports Master Materials

120 120 II. CAMPUS USERS 18. Reports The Master Materials report allows the user to generate a report identifying the material type, range, and quantity assigned to each room and test administrator during a test administration. After selecting the Master Materials report, you will be prompted to select the following: Test administration Test Custom title Rich text editor»» The user may either compose or paste a letter in this area Once all selections are complete, click Generate Report. The report will be generated. To export the report to either excel, PDF or word, click the

121 121 II. CAMPUS USERS 18. Reports blue floppy disk icon. 18f. Reports Material Control

122 122 II. CAMPUS USERS 18. Reports The Material Control report allows the user to pull test room rosters/materials control for a specific test within a test administration. The Material Control report has been updated to more closely match the form provided by TEA in the Coordinator s manual. After selecting the Material Control report, you will be prompted to select a test administration from the Select Admin drop down menu. After selecting the test administration, you will need to select a test from the Select Test drop down menu. To export the data to either excel, PDF or word, click the blue floppy disk icon. Once all selections are complete, click Generate Report. The Materials Control Form report identifies:

123 123 II. CAMPUS USERS 18. Reports The test administration The test subject The date of the test The room The test administration assigned The name of each student assigned to the test room including student ID The student s test version The test booklet number assigned to each student and teacher if assigned a test booklet This report can be used for the following functions: Materials control form»» All test booklet numbers are identified and there is a signature line for both the test administrator and the test coordinator Attendance Completing the seating chart 18g. Reports Room Accommodations The Room Accommodations report allows the user to pull an accommodation report by room for a specific test within a test administration. After selecting the Room Accommodations report, you will be prompted to select the following: Format»» Individual»» Matrix Test administration Test Room»» All rooms or a specific room Accommodation Type Show Notes Once all selections are complete, click Generate Report. A report will be generated with a separate page for each testing room. To export the data to either excel, PDF or word, click the blue floppy disk icon. Individual Example:

124 124 II. CAMPUS USERS 18. Reports Matrix Example: 18h. Reports Room Roster Report

125 125 II. CAMPUS USERS 18. Reports The Room Report allows the user to pull a roster of students per room. After selecting the Room Roster report, you will be prompted to select the following: Test administration Test Room Custom Title (if desired) Once all selections are complete, click Generate Report. A report will be generated with a list of students by test room for the selected test. To export the data to either excel, PDF or word, click the blue floppy disk icon. 18i. Reports Room Attendance Report

126 126 II. CAMPUS USERS 18. Reports The Room Attendance report allows the user to pull a roster of students per room. After selecting the Room Attendance report, you will be prompted to select the following: Test administration Test Room Custom Title (if desired) Once all selections are complete, click Generate Report. An attendance report will be generated with a list of students by test room for the selected test. To export the data to either excel, PDF or word, click the blue floppy disk icon. 18j. Reports Room Start/Stop

127 127 II. CAMPUS USERS 18. Reports The Room Start/Stop report allows the user to generate a report to track the start and stop time for each student within a testing room. After selecting the Room Start/Stop report, you will be prompted to select the following: Test administration Test Room Custom Title Once all selections are complete, click Generate Report. A roster will be generated per room with a list of all students assigned. To export the letter to either excel, PDF or word, click the blue floppy disk icon. 18k. Reports Room Labels Report

128 128 II. CAMPUS USERS 18. Reports The Room Labels report allows the user to print a label that can be placed on each test booklet. Since the test booklets have been assigned to specific students, the Room Labels can be printed to ensure each student receives the appropriate test booklet. After selecting the Room Attendance report, you will be prompted to select the following: Test administration Test Room Once all selections are complete, click Generate Report. A form will be generated with student and test information, as well as, room and test booklet assignments. To export the data to either excel, PDF or word, click the blue floppy disk icon inside the beige bar. The labels are formatted to print on Avery 5160 labels. The labels will print by room number, sorted alphabetically within each room. To ensure the labels print properly, turn off page scaling. Be sure when applying the labels that the label is not placed over the line on the test booklet where students are still required to write in their names. 18l. Reports Room Electronics

129 129 II. CAMPUS USERS 18. Reports The Room Electronics report allows the user to generate a student roster per room with a signature line for each student to indicate their understanding and compliance with the regulations regarding the use of electronic devices during test. After selecting the Room Electronics report, you will be prompted to select the following: Test administration Test Room Custom title Rich text editor»» The user may either compose or paste a letter in this area Once all selections are complete, click Generate Report. A roster will be generated per room with a list of all students with a signature line. To export the letter to either excel, PDF or word, click the blue floppy disk icon.

130 130 II. CAMPUS USERS 18. Reports 18m. Reports Boxed Booklets

131 131 II. CAMPUS USERS 18. Reports The Boxed Booklets report allows the user to print a report which identifies the specific secure test material scanned into each box. After selecting the Boxed Booklets report, you will be prompted to select the following: Test administration Box Once all selections are complete, click Generate Report. To export the data to either excel, PDF or word, click the blue floppy disk icon inside the beige bar.

132 132 II. CAMPUS USERS Appendix A Updates, Discussions & Help APPENDIX A UPDATES, DISCUSSIONS & HELP TestHound has added three new areas to the main screen: Updates Discussions, and Help. To access, click on either Updates or Discussions from the ribbon bar on the TestHound home page. A number in parenthesis [i.e. (1)] indicates if a new update has been made or whether discussions topics have been posted that have not yet been viewed by the user (example above). 19a. My Account Selecting My Account and then Settings will allow the user to customize the user their user settings. 19b. Updates Selecting Updates will allow the user to view any updates that have been made to TestHound. The date that the updates were made along with an explanation of the update is provided.

133 133 II. CAMPUS USERS Appendix A Updates, Discussions & Help 19c. Discussions Selecting Discussions will allow the user to post a topic for comment in a public chat area. This feature can be used to communicate on a variety of different topics, such as: Problems encountered in the program New enhancements/updates that could be beneficial 19d. Help Selecting Help will allow the user access: TestHound Manual Refresher Courses User Conferences (when available)

134 134 II. CAMPUS USERS Appendix B English Accommodations Hs Only APPENDIX B ENGLISH ACCOMMODATIONS HS ONLY With combining of the STAAR EOC English Writing and Reading tests, a new subject area for accommodations has been created to more accurately reflect the accommodations available for English I and II. To enable campus users to access the new English subject area for accommodations, it must first be created by a district user. A district user must select Accommodations from the District Management menu. After selecting Accommodations, the user will see a message to the right of the list of accommodations currently in TestHound labeled New English Subject Area. To begin, select Click in the message. After selecting Click, a new window will appear. You will be prompted to select a campus from the Campus drop down menu and a student from the Student drop down menu. This allows the user to see how the accommodations from Reading and Writing will be combined to create the new English subject area.

135 135 II. CAMPUS USERS Appendix B English Accommodations Hs Only After previewing how the data will be combined, select About English to proceed creating the English subject area. A new window will appear with an explanation of why the new subject area was created along with an explanation of how the data is being pulled. To complete the process of creating the new subject, select Proceed.