NYSAA Training for Test Coordinators Serving as DLM

NYSAA Training for Test Coordinators Serving as DLM Data Managers December 2018 1

NYSAA Overview New York State Alternate Assessment (NYSAA) Students The NYSAA is part of the NYSED testing program that measures student performance on alternative achievement standards in the areas of ELA, Math and Science for students with the most severe cognitive challenges. The CSE determines whether a student with a severe cognitive disability is eligible to take the NYSAA. Eligible students are assessed as follows: • Using Dynamic Learning Maps (DLM) computer based testing (CBT). • ELA and Math: in grades 3 -8 and one time at the secondary level prior to exciting HS. • Science in grades 4 and 8 and one time at the secondary level prior to exciting HS. • Students are assessed using a series of testlets in ELA, math, and science depending on grade level and content area. • Students are assessed according to AGE and not necessarily their ATS grade. • All NYSAA eligible HS students are assigned to the Grade 9 cohort in Educator Portal, regardless of their ATS grade. • Students will not be assessed in Social Studies. • Schools that need assistance in identifying NYSAA eligible students should contact their FSC ASE. Further NYSAA administration information can be found at http: //www. p 12. nysed. gov/assessment/nysaa/home. html and the NYCDOE testing page. 2

Participants in DLM Assessments Participant (EP Role) Responsibilities School Test Coordinator (Data Manager) • Oversees assessment administration • Manages data in the building Technology Coordinator (N/A) • Manages technology to support assessment activities Test Administrator (Teacher) • Prepares students and administers assessments • Relies on TC support for troubleshooting data issues Student • Participates in assessments 3

Other Roles and Supports Borough Assessment Implementation Directors (BAIDs) Support Schools by: • • • Providing access to Educator Portal Supporting navigation of Educator Portal Answering emails in NYSAA Mailbox Training TCs as Data Managers for their schools Providing Completion Reports 4

What’s New in DLM for 2018 -2019 • “KITE Client” is now the “KITE Student Portal” There will be no automatic update and you must uninstall the KITE Client from devices that are used to test students, and reinstall the KITE Student Portal prior to testing. • Educator Portal has been update and has a new URL: https: //educator. kiteaai. org/ 5

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NYSAA Timeline • December: • • DOE loads NYSAA eligible students into DLM KITE Educator Portal TC trainings in NYSAA in order to oversee administration TCs gather and edit data in the Educator Portal for Users and Students TCs roster students to educator administering content area assessment • January-February: • Test Administrators train using the self directed training and complete Post Training Activities • Test Administrators complete Personal Needs Profile (PNP) and First Contact Survey (FCS) for NYSAA students • March-June: • Testing window opens March 11 through June 7, 2019 7

DATA MANAGEMENT RESPONSIBILITIES AND RESOURCES 8

Required Trainings for Schools December 7 -18, 2018: NYSAA Test Coordinators serving as Data Managers attend half day session conducted by BAIDS in Computer Labs January 2019: Test Administrators complete required training at their school: New Test Administrators • Total Training Time 2. 5 hours • Successfully complete 4 Modules with passing score of 80% on posttraining activities Returning Test Administrators • Total Training Time 1 hour • Successfully complete 1 Module with passing score of 80% on posttraining activities 9

Data Manager Roles and Responsibilities • Gather, validate, and add user/teacher, roster, and new student data in Educator Portal • Provide troubleshooting for data issues identified by other participants (Ex: Create teacher accounts for new NYSAA administrators and troubleshot login issues) • Manage data and data verification throughout the school year (Ex: Confirm that the list of NYSAA students listed in Educator Portal is complete) 10

Data Manager Resources • Book mark the following link: http: //www. dynamiclearningmaps. org/newyork • Educator Portal User Guide • Test Administrator Manual • Blueprints for ELA, Math and Science • Subscribe to NYSAA updates from Dynamic Learning Maps by emailing: dlmft 3 -l-join@lists. ku. edu • Read TC News and BAID Updates 11

SCHOOL TEST COORDINATOR NEXT STEPS 12

KITE Suite: Two Parts Educator Portal (EP) https: //educator. kiteaai. org/ KITE Student Portal http: //dynamiclearningmaps. org/require ments Educators and district staff log in online Students log in to take assessments. to manage student, user, and assessment data. 13

KITE Educator Portal 14

MANAGE USER DATA 15

Info to Know - Users Returning Users with existing NYSAA Educator Portal accounts are “rolled over” from the year before • • Existing users login with their existing username (email address) and password. • Note: If a returning user’s name or DOE email address has changed you should email your BAID with their new and old name and email address so that the update may be applied. If you have users who have moved between schools since the previous school year, you must contact your BAID to request that their account be modified. New Users NYSAA Test Coordinators must create new “Teacher” accounts for staff members who will be administering the NYSAA assessment to students. • • Teachers administering must have “Teach ID” entered in portal when their account is created. • Note: NYSAA Test Coordinator can enter the teacher’s DOE email address in the field that asks for “Teach ID” New users will receive an activation email after their account is created. 16

Resend the Account Activation Email Tip! To support teachers in accessing their NYSAA Educator Portal account you will need to resend account activation emails under the following scenarios: • The user did not activate the account within the first 20 days • A user did not receive the account activation email • The user unknowingly deleted the account activation email 17

MANAGE STUDENT ENROLLMENT DATA 18

Info to Know - Students • Data Management uploaded Enrollment File into KITE Educator Portal for all NYSAA eligible students in early December • NYSAA Test Coordinators have the capability to Add or Edit students manually in the KITE Educator Portal if a student is admitted or discharged from your school after the initial data upload occurs in December 19

Add and Edit a Student Manually • To add or edit a student manually you must know required student: • Student First and Last Name • Student NYC ID Number • Student New York State (NYS) ID Number • Student Date of Birth (DOB) • Student Demographic Information (Race, ELL Status, etc. ) • Student Profile (Primary Disability Code, ESOL Entry Date, USA Entry Date) • Resources: • A helplet video on “Adding or Editing Student Manually” can be found on the DLM support page here: https: //dynamiclearningmaps. org/erp/videos 20

Add and Edit a Student Manually Common Questions: • Where do I find the STATE STUDENT IDENTIFIER? • The STATE STUDENT Identifier can be found in the SBIO screen in ATS, labeled as the NYSID. • What is the ESOL PARTICIPATION CODE? • For students who are not entitled to ENL services select option 0 - “Not an ESOL eligible student and not an ESOL monitored student…” • For students who are entitled to ENL services select option 1 – “Title III Funded” 21

Exit a Student Manually Students who are “Exited” from the Educator Portal are removed from your list of NYSAA students who are participating in the assessment. A student may be exited if… • Student is leaving the school • Student is leaving NYS • Student is no longer participating in the NYSAA The Exit Student button is unavailable until both an exit date and a reason are selected • Student will be unenrolled and removed from rosters • Student test sessions will become available once the student is transferred and rostered again at the same grade level 22

MANAGE ROSTER DATA 23

Roster Students NYSAA Test Coordinators must use the KITE Educator Portal to “Roster” each student to a teacher for each NYSAA subject (ELA, Math, and (if applicable) Science) • Tip! Use a standard naming convention when creating rosters (Ex: Ms. Smith’s ELA Roster) • Students cannot be dual rostered, and if added to a new roster they will be removed from the old roster. Resources A DLM video tutorial on student roster creation in the KITE Educator Portal can be found here: https: //dynamiclearningmaps. org/erp/videos#Verifying. Rosters 24

REQUIRED TEST ADMINISTRATOR TRAINING 25

Required Test Administrator Training • • • Required test administrator training for teachers participating in 2018– 19 DLM testing is available on a state-driven schedule The Guide to DLM Required Test Administrator Training (pdf) is a great place to start, with information about accessing the DLM Moodle training site for your first login At your first login, use your temporary password which is the first part of your email address, up to the “@”. For example, educator Jane Jones will use her email of jjones@email. com as her login name and a temporary password of jjones on her first login to Moodle. She will then be prompted to change her password. New Test Administrator Training is approximately two and a half hours. Returning Test Administrator Training is one hour Successfully complete all requirements = prerequisite for access to student’s KITE Client login credentials 26

Test Administrator Responsibilities • Test Security Agreement • Check student data (enrollment, roster) • Update/complete Personal Needs Profile(PNP) and First Contact Survey before test window opens on March 11, 2019 • Testlet Information Page 27

Student Learning Profile Personal Needs Profile • • • Language & Braille Environment Spoken Audio Magnification Invert, contrast, overlay color choices First Contact Survey • • • Communications Academics Sensory characteristics Motor characteristics Computer access For new students complete PNP making sure to utilize IEP For new students complete FCS making sure to utilize IEP Data carries forward each year, for returning students review and update as needed Data carries forward each year, must be reviewed and submitted before the first assessment each year Use the Accessibility Manual when Student entry into the assessment making decisions about needed supports system is based on responses to select items in the First Contact Survey Ensure students are using accessibility features during school day activities 28

Testlet Delivery • Students are assigned one testlet at a time in each subject • Testlets are delivered for all Essential Elements (EE) in the blueprint • Testlet Information Pages (TIPs) provide test administrators with information specific to each testlet • Download/print the TIP ahead of testing • Access from the Test Management section of the Educator Portal • Testlet type, number of items, materials needed, suggested substitutions 29

REPORTS AND DATA EXTRACTS 30

Reports in Educator Portal First report requested must finish before requesting the next. 31

What Different Extracts Show • DLM Test Monitoring Extract – For each student shows testlets assigned, in progress, completed and number of testlets required by subject • Roster –Students rostered by teacher and subject • Security Agreement Completion • Training Status – Training completion status of users by organization • Users – Provides Educator Portal users and their role(s) 32

Managing Data Verification and Revisions Data Cleanup means asking the Data cleanup is the responsibility of all following questions: users. ü Is every student rostered to the ü Ask teachers to verify that student right teacher? data is correct and to contact you if ü Are there any students they find incorrect data. appearing who will not be taking the DLM Alternate ü Is every student enrolled in the Assessment? correct grade based on Age Range ü Does the student have a valid Chart? NYSIS ID? ü Is every student rostered to the correct subject? ü ELA and Math grades 3 -9 ü High School grade 9 ü Science grades 4, 8, 9 (HS) 33

Why Can’t TA Test Students? Troubleshoot: 6 Most Common Issues 1. Test administrators must have the role of teacher and have their educator identifier on their EP account. 2. Test administrators must take all required training and pass at 80% or higher. 3. Test administrators must read, agree to, and sign the Security Agreement. 4. Test administrators must complete and submit the First Contact survey and Personal Needs Profile, then 24 hours for testlets to be generated. 5. Test administrators must have the role of ‘teacher’ and have their educator identifier on their EP account. 6. Students must be correctly rostered to the test administrator. 7. An up-to-date supported browser must be used for Educator Portal. 34

Special Circumstances Code Students must first be added to Educator Portal then rostered to a teacher and the first contact survey completed This results in a testlet being generated Once the testlet is generated it is not opened The teacher notifies the building test coordinator (BTC)that a special circumstance code needs to be applied The BTC enters the special circumstance code one time per content area under the Test Management Tab 35

THANK YOU! Resources: • Educator Portal login https: //educator. kiteaai. org • Dynamic Learning Maps home page http: //dynamiclearningmaps. org • Your DLM state page http: //dynamiclearningmaps. org/newyork • KITE Suite information and downloads http: //dynamiclearningmaps. org/kite • NYC Info. Hub NYSAA https: //infohub. nyced. org/nyc-doetopics/performance-assessment/performance-and-assessmentresources/new-york-state-alternative-assessment 36

QUESTIONS? 37