Training Video

Assigning User Roles and Managing Student Groups

Part 1: Assigning user roles in ART (00:00—07:13)
Part 2: Creating and managing student groups in the Reporting System (07:13—13:44)

Transcript

[MUSIC] and [GRAPHICS]

  • The CAASPP logo appears on a black chalkboard background. It is "CAASPP" in lowercase letters and resembles a chalk drawing. The letters "ca" are white and are superimposed over a blue globe with a green silhouette of California inside it. The letters "aspp" are green. White text appears above the logo and reads "Assigning User Roles in ART (Pt. 1) and Creating and Managing Student Groups in the Reporting System (Pt. 2)". The words "Training Video," written in blue, appear below "CAASPP."
  • The shot changes to a man in office attire, sitting at a desk with an open laptop in front of him.
  • A red banner appears in the upper left corner of the screen, containing white text which reads "CHANG YI." Under his name, in small white letters is his title, "PRODUCT ADMINISTRATOR."
  • The logo disappears and he begins to speak.
[PRESENTER - CHANG YI]
  • Hi, my name is Chang Yi. I’m a Product Administrator with ETS. This video will cover assigning user roles and managing student groups in the Smarter Balanced Interim Assessment Reporting System. This video will provide a two-part demonstration of the steps required to first, assign the user roles required for access to the Interim Assessment Reporting System in the Administration and Registration Tools, ART interface and second, manage the student group upload process to provide educators within a school or district access to results for a specific group of students in the Interim Assessment Reporting System.
[GRAPHICS]
  • The screen changes to reveal two blue banners which appear under the heading "Overview." The first banner reads "Administration and Registration Tools (ART)."
  • Underneath it, black type on a white background reads "Part 1: Assign user roles using either (1) an upload template or (2) a modified user export file."
  • The second blue banner appears below the first one and reads "Reporting System."
  • Underneath it, black type on a white background reads "Part 2: Create and manage student groups."
[PRESENTER - CHANG YI]
  • What’s important to keep in mind is that while user roles are created and assigned in ART, groups are created and managed in the interim assessment reporting system.
  • There are two ways to assign user roles for the Interim Assessment Reporting System. You can either start from scratch with a file template or modify an export file of existing users. We will first demonstrate the user authorization process using the user upload file template. Use of a template ensures that the user file you upload is properly formatted for successful processing by ART.
[GRAPHICS]
  • The screen changes to the CAASPP Portal Web page. In the upper left corner is the CAASPP logo, and to the right are the words "WELCOME TO THE CAASPP PORTAL." Directly below there is a green toolbar with eight drop-down boxes labeled Home, About, Test Administration, Resources, Training, FAQs, Calendar, and System Status. Underneath that is a stock photo of children using computers, and eight green buttons arranged in two rows of four columns. From left to right, the buttons are labeled [Test Operations Management System (TOMS)], [Test Administrator Interface for All Online Tests], [Practice & Training Tests], [Smarter Balanced Digital Library], [Secure Browsers], [Completion Status/Roster Management], [STAIRS], and [Smarter Balanced Interim Assessments]. Below that is a section titled "Latest News and Tips for the CAASPP Administration." Immediately to the right of that section, there is a box labeled "Help for LEA CAASPP Coordinators" with a contact phone number, an e-mail address, and a link to an online chat hotline.
[PRESENTER - CHANG YI]
  • The Administration and Registration Tools, ART system can be accessed via the CAASPP Portal Web site at caaspp.org on the Interim Assessment Administration Resources page. ART is the system we use to authorize user access to the Interim Assessment Reporting System.
[GRAPHICS]
  • The cursor hovers over the [Smarter Balanced Interim Assessments] button, and then selects it.
  • The screen changes to the "Interim Assessment Administration Resources" Web page. Under this title are eight buttons. On the top row, the buttons are labeled [Interim Assessment Viewing System], [Test Operations Management System (TOMS)], [Test Administrator Interface for All Online Tests]; on the middle row are [Completion Status/Roster Management], [Hand Scoring Training Guides and Exemplars], and [Interim Assessment Hand Scoring System]; and on the bottom row, [Administration and Registration Tools (ART)] and [Interim Assessment Reporting System]. Beneath each button is a short description of what each button is used to access.
  • To the right is a green box labeled "Help for LEA CAASPP Coordinators" with contact information, and a list of "Additional Resources."
[PRESENTER - CHANG YI]
  • So we begin by logging into the ART interface.
[GRAPHICS]
  • The cursor selects the [Administration and Registration Tools (ART)] button on the bottom left.
  • On a new Web page text appears that reads "Please Log In" with instructions in small print beneath it. Under that the text reads "Learn More about the Digital Library," along with a brief description.
  • To the right are two empty boxes labeled "Username," and "Password."
[GRAPHICS]
  • The screen changes to the ART Portal, which displays 10 logos, with three rows across and three down. The top row of logos are under "Assessments," and the middle and bottom rows of logos are under "Registration."
  • Above these logos is a blue navigation bar titled "Administration and Registration Tools." To the far right at the top is a tab labeled "Resources," with a drop-down menu that includes two options, "Download Templates" and "User Guide." All three options are circled in red. The cursor then selects "Download Templates."
[PRESENTER - CHANG YI]
  • So we begin by logging into the ART interface. The user upload template is accessed by hovering over the Resources tab in the top navigation menu and selecting Download Templates.
[GRAPHICS]
  • Underneath the blue navigation bar, a list appears under the heading "Download Templates." Below this heading the text reads "Download file by selecting the file." There is a large box with the words "Entity Name" in a green header row at the top. Beneath that are nine small, checkable boxes labeled "District," "GroupOfDistricts," "Institution," "GroupOfInstitutions," "Student," "StudentGroup," "User," "DesignatedSupportsAndAccommodations," and "ExplicitEligibility," and in a row directly below that are four small checkable boxes labeled "CSV," "XLSX," "TAB," and "XLS."
[PRESENTER - CHANG YI]
  • On the Download Templates page, select the User template and either XLSX or XLS as the desired file format. Select the Download button to open the User template.
[GRAPHICS]
  • The "User" box and the "XLSX" box are checked, and a [Download] button with a check mark appears below them.
  • A blank Excel spreadsheet opens up, with the columns labeled "FirstName," "LastOrSurname," "ElectronicMailAddress," "TelephoneNumber," and "Role."
[PRESENTER - CHANG YI]
  • With the blank template now open, add the user’s first name, last name, e-mail address, and an optional telephone number.
  • The role column is where you include one of three interim assessment reporting system user roles. Keep in mind that each unique role assignment requires a separate row.
[GRAPHICS]
  • Each column (first name, last name, e-mail address, and telephone number) are highlighted as they are being referred to.
[GRAPHICS]
  • Sample entries for three individuals "Jeff Smith," "Bob Sapp," and "Jessica Johnson" have been populated in the spreadsheet. Next to each name is the information corresponding to the column heading (e-mail address, telephone number, etc.) for that particular individual.
[PRESENTER - CHANG YI]
  • So, if in our first row, we wanted to assign Jeff, a teacher, access to results for his group of 4th grade students, we would assign him the PII_GROUP role.
[GRAPHICS]
  • The role column on the spreadsheet is highlighted, with PII GROUP, GROUP_ADMIN, and PII next to the corresponding names listed by Mr. Yi.
  • Across the screen large text reads "Assign the PII_GROUP role to staff who require access to results for a specific group."
  • When each user (Jeff and Bob) is referred to, his row is highlighted.
[PRESENTER - CHANG YI]
  • To provide access to Jeff’s 4th graders, we would assign Bob the GROUP_ADMIN role, so that Bob could create the group of students for Jeff to access. This role allows Bob to create and manage student groups uploads in the Interim Assessment Reporting System, not ART, for his affiliated school or district. Please note the GROUP_ADMIN role does not allow Bob to view any student results.
[GRAPHICS]
  • Across the screen large text reads "Assign the GROUP_ADMIN role only to administrators who will create and manage specific student groups for staff."
[PRESENTER - CHANG YI]
  • And lastly, if in our third row, we wanted to assign Jeff’s LEA CAASPP coordinator, Jessica, access to view reports and personally identifiable information for all students in the school and Local Educational Agency, you would assign her the PII role. This role grants Jessica unrestricted access to all Interim Assessment results for her affiliated school or district.
[GRAPHICS]
  • Jessica Johnson’s entire row of information is highlighted.
[PRESENTER - CHANG YI]
  • Now, enter the County-District-School (CDS) code in column F.
[GRAPHICS]
  • The column under "AssociatedEntityID" is highlighted, and each row is populated with a CDS number.
[PRESENTER - CHANG YI]
  • Column G, the LEA or school’s name, is optional.
[GRAPHICS]
  • Column G, the school’s name, is highlighted.
[PRESENTER - CHANG YI]
  • Enter either DISTRICT or INSTITUTION in column H – depending on the level of access desired. Institution in the ART system means school, but we need to enter INSTITUTION, not SCHOOL for the file to be processed successfully. Information in the Level column, column H, must be entered using all capital letters.
[GRAPHICS]
  • Column H, "Level" is highlighted.
[PRESENTER - CHANG YI]
  • Lastly, enter CA in Column I.
[GRAPHICS]
  • Column I, ‘’State Abbreviation’’ is highlighted.
[PRESENTER - CHANG YI]
  • So now that we’re finished, we’ll save this user file so that we can upload our new reporting system user roles.
[GRAPHICS]
  • On a new screen, the blue banners reappear. The first banner is labeled "ART" and underneath the text reads "Part 1: Assign user roles using either (1) an upload template or (2) a modified user export file." (Option 2 is underlined and in red typeface.)
  • The second blue banner is labeled "Reporting System." Underneath the text reads "Part 2: Create and manage student groups."
[PRESENTER - CHANG YI]
  • We will now move onto a demonstration of the second option which requires a modification of user roles for existing users in ART. We recommend LEA CAASPP coordinators take this action as they transition from one administrative year to the next or for routine user maintenance.
  • You’ll begin by exporting your LEA or school’s user file from ART.
[GRAPHICS]
  • The Administration and Registration Web page reappears briefly, with the [Create/Modify User] button (middle row, on the far right) highlighted and the cursor placed upon it.
[PRESENTER - CHANG YI]
  • To do this, go to the Create/Modify Users - User Search Interface, type in the name of your district or school. Allow a few seconds for the system to perform the search then select the Export button.
[GRAPHICS]
  • A submenu appears labeled "Administration and Registration Tools." Beneath that is a section titled "User Search" and under that are eight empty boxes labeled for each identifying designation.
  • The cursor selects the "Institution Name" which is filled in as "Demo CDE."
  • Below these boxes are [Search], [Add New User], and [Export] buttons.
  • Beneath that is a multicolumn spreadsheet with two sample results of individuals meeting the criteria put into the search filter for "Institution."
  • The cursor moves to the [Export] button, and a box opens beneath it with the choices, "Export Current page," "Export all results," "As CSV," or "As Excel" with option buttons to either [Cancel] or [Submit]. The cursor selects the [Submit] button.
[PRESENTER - CHANG YI]
  • Select Export all results and your preferred file format, we recommend Excel.
[GRAPHICS]
  • An Excel spreadsheet appears, using the example of "Jessica Johnson" and her information across four rows. All of the information is the same except for her Role, which differs in each of the four rows. (PII, GENERAL, District Coordinator, and DL_EndUser).
  • On the top far right side of the spreadsheet is a new column labeled "DELETE" which is highlighted in bright yellow. The cursor selects the column when Mr. Yi refers to it.
[PRESENTER - CHANG YI]
  • With your ART user export file now opened, add DELETE using all capital letters to column J, for all users who require their permissions changed from PII to PII_Group. These are users for whom you’d like to grant restricted access to ONLY student groups specified by your Student Group Administrator.
  • For any additional reporting system roles, you’ll need to add a new row for each user’s additional role. For instance, you’ll need to add the educator’s information for all columns, including the new role in column E.
[GRAPHICS]
  • A new row, highlighted in yellow, appears for Jessica Johnson, with her "role" as "PII_GROUP."
[PRESENTER - CHANG YI]
  • Once you’ve finished modifying your user upload file, you’ll then save the file in either CSV or XLSX format, we recommend XLSX.
[GRAPHICS]
  • Across the screen large text reads "Save file in CSV or XLSX format."
  • The screen then returns to the Administration and Registration Tools Web page.
[PRESENTER - CHANG YI]
  • So now that we’re finished building the user file, we can upload our new reporting system user roles.
  • Note that either approach, use of the template or modification of existing users, requires upload to ART in the exact same way.
  • We’ll go back to the ART home page and select the Upload Institutions, Users, and Students button.
[GRAPHICS]
  • On the ART Web page, the cursor selects the "Upload Institutions, User and Students" option, which is highlighted in blue.
  • A submenu appears with the text "Upload File" at the top left corner of the Web page. Underneath this heading the text reads "Upload file by selecting the file if you have a modem browser." Below that appears the word "Entity" with a drop-down field next to it that reads "Select." Next to that are the words "Select File" and a [Choose File] button.
  • Beneath that a green header bar shows two columns labeled "File Name" and "File Size," and below that, a box with text that reads "No files to upload."
[PRESENTER - CHANG YI]
  • With the user file saved, now move onto the Upload File page, select User for the Entity type and choose your file from your computer and select the Upload button.
[GRAPHICS]
  • The cursor moves to the Entity box, under which a drop-down menu opens with the options of District, GroupOfDistricts, Institution, etc. The cursor selects and highlights "User" for the entity type, and then selects the [Choose File] button.
  • A box opens showing a PC file folder with two files in it "group.csv" and "user.csv." "User.csv" is highlighted in blue, and appears in the "File name" box. The cursor then selects the [Open] button.
  • The screen returns to the Upload File Web page, where the file "user.csv" appears under the File Name column. The cursor then selects the [Upload] button.
  • The screen now shows a Web page with the words "Preview File" at the top and a tab labeled "USER." Under the title "USER" a five row Excel column reappears with Jessica Johnson’s information populated in each row, differentiated by five different role types. The cursor then selects the [Validate] button.
[PRESENTER - CHANG YI]
  • Once you select Upload, you’ll be shown a preview of your file—only displaying the first five or six rows of your file. Select the Validate button.
[GRAPHICS]
  • The "Overview" ART Web page with the two blue banners reappears. The first banner is labeled "Administration and Registration Tools (ART)" and has text below which reads "Part 1: Assign user roles using either (1) an upload template or (2) a modified user export file."
  • The second banner is labeled "Reporting System." Below it, the text reads "Part 2: Create and manage student groups." ("Part 2" is underlined and uses a red, bold typeface.)
[PRESENTER - CHANG YI]
  • So that completes the ART user file upload portion of the video. You will now transition away from the ART system to a demonstration of the student group management process that takes place in the Interim Assessment Reporting System not in ART.
[GRAPHICS]
  • The Interim Assessment Administration Resources Web page reappears, with its eight green buttons. The last button on the bottom row [Interim Assessment Reporting System] is selected.
  • The Smarter Balanced Reporting System Welcome Web page appears, with a short description of its purpose and a stock photo of a young woman looking at a computer screen. In the center of the Web page is a blue [Log In] button. At the bottom of the Web page are three logos, from left to right "Interim Assessments Interpretive Guide," "User Guide," and "Reporting System Overview."
[PRESENTER - CHANG YI]
  • The user assigned the GROUP_ADMIN role via ART using the just-described ART User file upload process will manage the creation and maintenance of student groups for their designated school or LEA.
[GRAPHICS]
  • The cursor selects the [Log In] button, and the "Username" and "Password" boxes appear. In the Username box, Bsapp@demo.k12.ca.us appears, as well as an encrypted password in the Password box. The cursor selects the [Log In] button again.
[PRESENTER - CHANG YI]
  • We’ll have Bob, our GROUP_ADMIN user, log into the Interim Assessment Reporting System. Only users assigned the GROUP_ADMIN role will see the Manage Student Groups button on the Interim Assessment Reporting System landing page.
[GRAPHICS]
  • On the Smarter Balanced Reporting System Web page, three search filters appear under the heading "Access Assessment Results." The first filter is "Search by Student ID." The second filter is "Search by School Name," and the third is "Search by My Groups."
  • On the right side of the Web page is a "Welcome!" box with buttons that lead to a "User Guide" and an "Interim Assessments Interpretive Guide." Above this box is a small [Manage Student Groups] button. It is circled in red when Mr. Yi refers to its selection.
[PRESENTER - CHANG YI]
  • To locate the student group upload file template, first select the Manage Student Groups button.
[GRAPHICS]
  • A similar Web page appears with the heading "Student Group Administration." Underneath it a box with three drop-down menus for the categories of "School," "School Year," and "Subject" are populated with "A Better Chance," "2017–18," and "All."
  • Below that box is another search field allowing the user to "Search groups by name."
  • At the top right corner is a blue [Upload Groups] button, which the cursor has selected.
[PRESENTER - CHANG YI]
  • Then select the Upload Groups button.
[GRAPHICS]
  • A new Web page titled "Upload New or Revised Groups" appears. Below the heading, the text reads "To make changes to an existing group, please upload a replacement file." Underneath that is a warning message which reads "WARNING: Groups in the uploaded file will replace existing groups if they have the same school ID, school year and group name. All other groups will not be deleted or changed."
  • In a white box beneath the warning text is the option to "Drag and drop to upload or browse for files."
  • Below that is a box for checking the "Upload Status."
  • At the top right corner is a small [CSV File Format] button.
[PRESENTER - CHANG YI]
  • In order to create your initial upload file designating students as specific groups, select the CSV File Format button.
[GRAPHICS]
  • A new Web page appears titled "CSV File Format.’’ In a large box under the heading is a list of instructions that reads as follows:
  • "How to write the CSV

    1. The CSV file must include the headers found in the template file provided below.
    2. Every row must include a valid school_natural_id, school_year, and group_name.
    3. Groups for a particular school must be listed together and must not be separated by lists of groups for other schools.
    4. Groups must be listed together and not separated by rows of other groups.
    5. A group’s subject must be listed as Math, ELA, or All.
    6. There is a limit of 200 students that may be assigned to a single group.
    7. A user must have the GROUP_ADMIN role for a school in order to upload groups."
  • Beneath the instruction list is a [Template] button and a [User Guide] button.
[PRESENTER - CHANG YI]
  • At this point you’ll want to review the directions provided on screen and download the student group file upload template by selecting the Template button. You will be prompted to download a file named groups.csv.
[GRAPHICS]
  • The cursor selects the [Template] button.
  • Two downloaded files appear at the bottom left corner of the Web page. The first file is named "groups.csv," and the second file is named "users.xls."
  • The cursor selects the "groups.csv" file.
[PRESENTER - CHANG YI]
  • Open the file.
[GRAPHICS]
  • A spreadsheet appears with the information sorted according to a group name of "Grade04_Jeff – Per 1" in six columns from A–F.
  • Every time Mr. Yi refers to a category, that particular column is highlighted.
[PRESENTER - CHANG YI]
  • The student and teacher columns E and F are used to assign students and/or teachers to the group specified in Columns A, B and C. Statewide Student Identifiers SSIDs are used to place students in a group and teacher email addresses are used to grant access to that student group. Keep in mind, that teachers’ assigned access using the student group upload file, must have already been assigned the PII_GROUP role in ART.
  • Group Name - In column A, you’ll want to enter the name you feel is appropriate to the group you are creating. For example, we’ll name this group Grade04_Jeff-Per 1.
  • School Natural ID - In column B, you’ll enter the 14-digit CDS, County-District-School code for the school.
[GRAPHICS]
  • Across the screen in large text reads "school_natural_id = 14-digit CDS code."
[PRESENTER - CHANG YI]
  • School Year - Column C requires entry of the current administration year. In this case, 2018.
  • Subject Code - Column D requires entry of the subject, for example, Math, ELA, or All.
  • The SSID and teacher e-mail columns, columns E and F will both attach to information in columns A through C. Columns E and F are also independent of each other, so either one can be populated, or both.
  • Student SSID. A few additional pointers to keep in mind, you must not modify the column headers. Modification of column headers will result in a failed file upload.
[GRAPHICS]
  • Each time Mr. Yi refers to a category, it is highlighted.
  • A list appears as if written in chalk on a blackboard, each line is added as Mr. Yi states the rule.
  • "-Do NOT modify column headers"
  • "-Maximum 200 students per group"
  • "-Multiple groups OK"
  • "-User roles
  • (PII, PII_GROUP, GROUP_ADMIN)"
[PRESENTER - CHANG YI]
  • You can assign a maximum of 200 students per group. However, you can include as many unique groups of up to 200 students as you wish, in a single upload file. Students and teachers can be assigned to multiple groups.
  • The PII role alone will not grant you access to the student groups created for a particular school or LEA. Users assigned the PII role must also be assigned the PII_Group role through ART, then assigned access to the student group via the student group file upload process managed by the GROUP_ADMIN user directly into the Interim Assessment Reporting System.
[GRAPHICS]
  • The screen returns to the main ART Portal.
[PRESENTER - CHANG YI]
  • You do not upload student groups in ART. Please ignore the Upload Student Groups button in the ART interface. All student group management is handled in the Interim Assessment Reporting System.
[GRAPHICS]
  • A red circle with a diagonal line across it appears over the "Upload Student Groups" icon.
  • A message in large, blue text appears across the screen and reads "ALL student group management occurs in the Interim Assessment Reporting System, NOT in the ART interface."
[PRESENTER - CHANG YI]
  • This is an example of a student group upload file for two different groups.
[GRAPHICS]
  • The Web page changes to the Excel spreadsheet example for Grade04_Jeff. There are 14 rows, seven for Per 1 and seven for Per 2. When Mr. Yi refers to a particular section of the spreadsheet, it is highlighted.
[PRESENTER - CHANG YI]
  • You’ll begin by adding all of the students to a particular group as seen in rows 2 through 8 here.
  • Then, add all of the students to another group as seen in rows 9 through 15.
  • Note that the teacher e-mail only needs to be filled in for one line within the group. The remaining cells in column F can be left blank.
  • However, if you’re looking to assign multiple users access to a particular group, for example, if period 1 is a specialized population, the general education teacher may wish to have access as well as an administrator. To do this, the two user login email addresses can be added to any lines 3 through 8.
[GRAPHICS]
  • Two sample e-mail addresses are added in column F in rows three and four.
[PRESENTER - CHANG YI]
  • Now that you’ve created your upload file, the group administrator can return to the Upload New or Revised Groups page.
[GRAPHICS]
  • The screen changes to the Upload New or Revised Groups Web page, which now has an "Upload History" section at the bottom of the Web page, with "Upload Status," "Upload ID," "File Name," and "Date Created" fields.
[PRESENTER - CHANG YI]
  • Note that if you’ve already uploaded a group with the same name, school ID, and school year, you’ll be replacing that group with your current upload.
[GRAPHICS]
  • A message in large, blue text appears across the screen and reads "Uploading a student group file with the same name as an existing group will replace, not supplement, that group."
[PRESENTER - CHANG YI]
  • No other groups will be deleted or changed.
  • You have the option of dragging the file directly onto the page or browsing for the file on your computer.
[GRAPHICS]
  • The cursor hovers over the "Drag and drop to upload or to browse for files" field and then selects "browse for files."
  • A computer folder opens and the "group.csv" file is selected. The cursor then selects the [Open] button.
[PRESENTER - CHANG YI]
  • Once you’ve uploaded the file you’ll be taken to the Upload History page, where you can check whether the file has any errors.
[GRAPHICS]
  • Under the "Upload History" section at the bottom of the Upload New or Revised Group Web page there are two entries in green under "Upload Status" that read "Processed." There is also an entry in red that reads "Bad Data."
[PRESENTER - CHANG YI]
  • Once you’ve opened up the View Errors tab, you’ll see a message indicating any issues with the file.
[GRAPHICS]
  • Next to the "Bad Data" entry is a box labeled "View Errors." The cursor selects it and the following text appears: "Message: Row: 0 Failure: File does not appear to be a valid CSV with a header row."
[PRESENTER - CHANG YI]
  • If the uploaded file is marked Processed then the group administrator has successfully completed this task.
[GRAPHICS]
  • The shot changes back to Mr. Yi sitting at his desk. Superimposed on the left side of the screen is the following information:
  • CA Technical Assistance Center
  • CalTAC
  • Phone: 1-800-955-2954
  • E-mail: caltac@ets.org
[PRESENTER - CHANG YI]
  • And for further assistance, LEA CAASPP Coordinators should contact the California Technical Assistance Center at the number and e-mail provided on-screen.
  • That brings us to the end of the demonstration, thanks for watching.