Training Video

Adding and Managing Users for the Standards-based Tests in Spanish

  • Download is available upon request


[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: "Adding and Managing Users for the Standards-based Tests in Spanish (STS)".
  • The shot changes to a visual of a man in office attire at a desk with an open laptop in front of him.
  • A banner with white on red lettering appears to his left, reading “MARQUES BARRON.” Under his name, on highlighted white lettering is his title, “PROGRAM MANAGER”.
[PRESENTER - MARQUES BARRON]
  • Hi, I am Marques Barron, ETS Program Manager of the Standards-based Tests in Spanish or STS. This video will focus on adding and assigning test administrators and school site coordinators in Administration and Registration Tools or ART. We will begin at the CAASPP Portal.
[GRAPHICS]
  • The screen changes to a blue, white and green PowerPoint background with the CAASPP logo at the top left, and to the right “WELCOME TO THE CAASP PORTAL.”
  • Underneath it, are eight green buttons labeled: “Home”, “About”, “Test Administration,” “Resources,” “ Training,” “FAQ”, “Calendar,” and “System Status.”
  • Underneath that is a stock photo of children sitting at computers.
  • Below that, eight green menu buttons are labeled “Test Operations Management Systems,” “Test Administrator Interface With All Online Tests,” “Practice and Training Tests,” “Smarter Balanced Digital Library.. A second row reads “Secure Browsers,” “Completion Status/Roster Management,” “STAIRS” and “Smarter Balanced Interim Assessments.”
  • Below that is “Latest News and Tips for the CAASPP Administration” with a list of various items of interest.
  • To the right is a light-blue box labeled “Help for LEA CAASP Coordinators” and contact information.
[PRESENTER - MARQUES BARRON]
  • Under Test Administration select Primary Language Assessment.
[GRAPHICS]
  • A drop-down menu listing all of the choices in this category appears. Under CAASPP System Assessments, the cursor moves onto “Primary Language Assessment.”
  • The screen changes to the Primary Language Assessment page. As the top left is the CAASPP logo with “California Assessment of Student Performance and Progress” underneath it. Under that the toolbar from the last page remains. Below that is “Primary Language Assessment” with two short paragraphs beneath summarizing the program. Beneath that are two buttons, “Standards-based Tests in Spanish” and “California Spanish Assessment.”
  • To the right is a column with “Help” information and beneath that, a list of “Additional Resources”
[PRESENTER - MARQUES BARRON]
  • Next select the green Standards-based Test in Spanish button.
[GRAPHICS]
  • The subheading under the same CAASP logo and toolbar reads: “Primary Language Assessment—Standards-based Test in Spanish for Reading/Language Arts (STS).
  • Under that are two boxes, one reading “Testing Administrator Interface for the STS,” and next to it, a box labeled “Administration and Registration Tools (ART).” That box is circled in red.
  • Underneath both boxes is a General Information/Background paragraph: “The optional Standards-based Tests in Spanish (STS) for Reading Language Arts (RLA) are multiple-choice tests that allow Spanish-speaking English learners (ELs) to demonstrate their knowledge of the California content standards by taking an RLA assessment in their primary language. Biliterate, bilingual California educators and test developers constructed the STS for RLA items. Students make take the STS for RLA in addition to, not in place of, Smarter Balanced English language arts/literacy (ELA) assessments.”
  • On the right is the same column as on the previous page, showing a HELP box and a list of Additional Resources.
[PRESENTER - MARQUES BARRON]
  • Now that you have reached the STS web page, select the green Administration and Registration Tools button.
[GRAPHICS]
  • The screen changes to nine logos, three across and three down. The top three are under “Assessments,” and the middle and bottom are under “Registration.” In the middle row, all the way to the right, the “Create/Modify Students” button is highlighted in blue, then circled in red.
[PRESENTER - MARQUES BARRON]
  • Using your ART logon credentials, you will be directed to the ART main page. I will first show you how to add and manage users individually.
  • To add and manage users individually, select the Create/Modify User button. This will take a few seconds to fully load.
[GRAPHICS]
  • The “Smarter Balanced” logo is on the top left of this new screen, labeled “Administration and Registration tools.” Under that is a selection of Search Filters for the database, and under that a grey toolbar allowing to “Search,” ‘Export” or
  • “Add New User.” This middle option (“Add New User”) is circled in red. [PRESENTER - MARQUES BARRON]
  • To add users select the Add New User button, which is denoted with a checkmark and plus icon, located below the search filters.
  • A new page will load with the same checkmark and plus icon located to the far right of the list of column headers, under the Role Associations section.
[GRAPHICS]
  • A similar page to the previous one loads. In the center is a green bar labeled “Role Associations,” with five sections within it denoted, “Role,” “Responsible Entity Type,” “Associated Entity Id,” as well as a checkmark and plus icon, which is circled in red.
  • Four drop down boxes are below each category.
[PRESENTER - MARQUES BARRON]
  • Select the checkmark and plus icon.
[GRAPHICS]
  • Four boxes directly above the green bar are labeled “First Name,” “Last Name”, “Email Address” and “Telephone Number.”
  • Underneath the green bar are three blank drop down menu boxes.
[PRESENTER - MARQUES BARRON]
  • Here you will fill in the required user information. This includes the user’s first and last name, and e-mail address. The user’s telephone number is optional.
  • Under the Role Associations section, you will select the appropriate Role using the drop-down menu. If you are adding a school site coordinator, you will select School Coordinator. If you are adding a Test Administrator, you will select Test Administrator.
  • For this demonstration I have selected the Test Administrator role.
[GRAPHICS]
  • The Test Administrator box is circled in red.
[PRESENTER - MARQUES BARRON]
  • Next, select Institution which is the designation for a school from the Responsible Entity Type drop-down menu. You will need to select Institution from the Responsible Entity Type drop-down menu whether you are assigning a Test Administrator or School Coordinator role, for the user you are adding.
[GRAPHICS]
  • The “Responsible Entity” box is filled out with INSTITUTION, and circled in red.
[PRESENTER - MARQUES BARRON]
  • Next, select the user’s institution from the Associated Entity ID drop-down menu. You can begin typing the CDS code as a shortcut and select your district or school when it becomes visible in the drop-down window.
[GRAPHICS]
  • This drop-down box under “Associated Entity ID” is highlighted in blue with the example “9000000: DEMO CDE SCHOOL SITE” filled out in it. It is then circled in red.
[PRESENTER - MARQUES BARRON]
  • Finally, review your information and select the Save button.
[GRAPHICS]
  • Under the dropdown boxes, are two gray boxes. The one on the left is labeled “Save” and one on the right is labeled “Cancel.” The “Save” box is circled in red.
[PRESENTER - MARQUES BARRON]
  • You have now added a School Site Coordinator and/or Test Administrator in ART.
[GRAPHICS]
  • On a simple blue background is the banner “Adding STS Roles for Existing Users in ART.”
  • On the bottom of the page, “Adding and Managing Users for the Standards-based Tests in Spanish” and the CAASPP Logo as well as the ETS logo.
[PRESENTER - MARQUES BARRON]
  • Now that I have demonstrated how to add individual users for STS in ART, I will show you how to add or assign STS roles for existing users in ART.
  • To do this you must go to the ART Portal and select the Create/Modify User button. Again, this will take a few seconds to fully load.
[GRAPHICS]
  • The screen reverts to the ART Portal (the page of nine logos, 3 under “Assessments,” and 6 under “Registration.”) In the middle row, all the way to the right, the “Create/Modify Students” button is highlighted in blue, then circled in red.
  • The new screen has eight boxes under “search filters” for First name, Last Name” etc. Under those boxes are three more black ones, “Search.” “Add New User” and “Export.”
  • Underneath is a green bar with the same categories as the “Search Filter” boxes:
  • First Name, Last Name, Email Address, Telephone Number, and four subgroupings under “Role Associations” – Role, Associated Entity Name, Responsible Entity Type and State Abbreviations.
  • The boxes beneath have been filled about with Marques Barron’s specific information.
[PRESENTER - MARQUES BARRON]
  • To manage existing users enter the user’s first name, last name, or e-mail in the user search filters section. As you enter the user’s information it will appear in the space below. Once the user’s information appears in the space below, select the pencil icon on the right side of the user’s information.
  • After selecting the pencil icon, you will notice that the roles associated with this user will appear. Here you will select the checkmark and plus icon.
  • This will add a new row where you will use the drop downs to select the appropriate information associated with the new role for this user.
[GRAPHICS]
  • The screen reflects the narrative instruction, showing each box filled out with the user’s first name, last name and e-mail, each time pointed out by a large red arrow, Then the checkmark is selected and new rows appear with the new information.
[PRESENTER - MARQUES BARRON]
  • As mentioned in the previous section, to assign the School Coordinator role you will select School Coordinator from the drop-down menu under Role. To add the Test Administrator role you will select Test Administrator from the drop-down menu under Role. In this demonstration I am adding the Test Administrator role for this user as you can see by the selection under Role.
  • For both the School Coordinator role and Test Administrator role you will select Institution from the Responsible Entity Type drop-down menu.
  • Next, select the user’s institution from the Associated Entity ID drop-down menu. You can begin typing the CDS code as a shortcut and select your district or school when it becomes visible in the drop-down menu.
  • Finally, review your information and select the Save button.
  • You have now added a School Coordinator role or a Test Administrator role to an existing user in ART.
[GRAPHICS]
  • The screen remains the same, reflecting only the specific additions in the narration as outlined by Mr. Barron. Each insertion, “Test Administrator,” for Role, “INSTITUTION” for Responsible Entity, and “Demo CDE School” for Associated Entity ID. are circled in red as they are filled out in their respective drop down windows. Then the Save button is circled in red.
[PRESENTER - MARQUES BARRON]
[GRAPHICS]
  • On a blue screen, the text “Adding Multiple STS Users and Roles in ART” appears.
  • The next screen returns to the ART portal. On the blue banner that extends to the right, one of the menu choice is “Resources,” and the drop down menu is circled with two choices, “Download Templates,” and beneath that, “User Guide.”
[PRESENTER - MARQUES BARRON]
  • To upload multiple users at once, download the template file from the Resources tab located at the top of the ART Portal.
[GRAPHICS]
  • A “Download Templates” page opens. Underneath this heading is “Download file by selecting the file,” then a large light blue box with “Entity Name” as its title in a green header. Beneath that is with small, checkable boxes to the left of each choice. They are: “District,” “Group of Districts,” “Institution,” “Group of Institutions,” “Students,” “Student Group,” “User,” “Designated Supports and Accommodations,” “Explicit Eligibility,” and in a row at the bottom, “CSV,” “ XLSX,” “ TAB,” and “ELS.”
[PRESENTER - MARQUES BARRON]
  • Select the checkbox next to User and then choose your file type. The XLSX and XLS file types are the best formats to use for Excel.
  • Upon selecting User and a file format, the Download button will appear. Select it, and download the new template to your computer.
[GRAPHICS]
  • A rectangular black button marked “DOWNLOAD” appears.
[PRESENTER - MARQUES BARRON]
  • Open the downloaded template by navigating to the location where you saved the downloaded file.
[GRAPHICS]
  • An EXCEL spreadsheet appears, with 10 columns (A, B, C, D, E, F, G , H, I, J) across, and 33 rows going down. Only rows 1-11 are filled out, under headings that read: “First Name,” “Last or Surname,” “ElectronicMailAddress,” “Telephone Number,” “Role,” “Associated Entity ID,” “Associated Entity Name,” “Level,” “State Abbreviation” and “Delete.” Sample information is in these rows for 5 individuals, “Barron Marques,” “Jackson Brown,” “Sarah Aquino,” “Grace Yoo,” and “Shawny Grey.”
[PRESENTER - MARQUES BARRON]
  • In the template, you will fill out the same information as you would when adding a new user in ART. You will need to input user information each time you assign a role.
  • School Site Coordinators will need to be assigned a School Coordinator role and Test Administrators will need to be assigned a Test Administrator role. Enter the appropriate CDS Code under AssociatedEntityID. Please note the AssociatedEntityName column is where you will enter the institution name but this column is optional. Under Level you will enter INSTITUTION in all caps for any STS user role that you are adding.
  • [GRAPHICS]
  • Each time Mr. Barron specifies an entry, the screen zooms in on that category and a red box highlights it.
[PRESENTER - MARQUES BARRON]
  • Once all users have been added to the spreadsheet, you will need to go back to the ART portal and upload the form to the ART system by selecting the Upload Institutions, User and Students icon.
[GRAPHICS]
  • The ART Portal reappears, and in the middle row, on the left, the “Upload Institutions, User and Students” icon is circled.
  • A new page appears labeled “Upload File.”
  • Underneath it reads: “Upload file by selecting the file if you have a modern browser.
  • Beneath that is circled in red, “Entity:” with a box next to it reading “User.” To the right of that is “Select File” with a box next to it labeled “Choose file.”
  • Below that a green banner shows two categories, “File Name” and “File Size.”
  • Underneath that a light blue box has under the first category, “User-template sample.xlsx” and under the second, “9.59 KB.” At the far right are two grey boxes.The top one has a checkmark on it with the label, “Upload.” The one beneath has an “X” mark, and beneath it the label “Cancel.”
  • Following the narration, the red circle disappears from around the “User” box and appears around the “Choose File” box, then around the “Upload” box.
[PRESENTER - MARQUES BARRON]
  • In the Entity drop-down menu, select User. Then select the Choose File button and select the file from your computer.
  • Now, select the Upload button to add the users to the system.
  • Once you have selected the Upload button, you will be directed to a preview of your file where you will only see the first five or six rows of your file. As you can see here, some users have been designated as DL_EndUser role in addition to the School Coordinator or Test Administrator roles. District Coordinators have access that allows them to modify users within their district or districts. Users that have been assigned the School Coordinator role have access to modify users within their school or schools.
  • Select the Validate button after you have confirmed you uploaded the correct file.
[GRAPHICS]
  • A page labeled “Preview File” appears, and underneath it, “This page allow you to preview the first few records in the file to ensure that you uploaded the correct file and the data are in the correct fields.
  • “USER” is beneath that.
  • A filled out Excel spreadsheet with a list of names and categories reappears.
  • Underneath are two boxes, “Validate” and “Cancel.” When Mr. Barron says, “Select the ‘Validate’ button, it is circled in red.
[PRESENTER - MARQUES BARRON]
  • Once the file is validated, the added users will each receive an e-mail containing a temporary password that does not expire. This temporary password must be changed to access the ART. District Coordinators should also contact CalTAC if a new institution needs to be added or if the LEA is going to change its e-mail domain.
  • Please note the e-mail you receive will say Welcome to the Smarter Balanced Digital Library, although you may not have added the DL_EndUser role. This is just the automated e-mail for any user that has been added in ART.
[GRAPHICS]
  • A new page appears with the header “Welcome to the Smarter Balanced Digital Library.” Beneath it is a copy of an email, from SmarterDoNotReply@smarterbalanced.org to Mr. Barron, giving him a username and a password, and instructions on how to access the digital library using it as well as on how to change the password.
  • A new screen appears with the notice:
    “The District Coordinator should whitelist:
    @opentestsystem.org
    Smarter-DoNotReply@smarterbalanced.org
    DoNotReply=smarterbalancedlibrary.org@srmail.smarterbalanced.org
    DoNotReply@srmail.smarterbalanced.org
    to ensure that new users receive their temporary password.”
  • The email from “SmarterDoNotReply” reappears on the screen.
  • The screen changes to Mr. Barron at his desk, in front of a laptop.
[PRESENTER - MARQUES BARRON]
  • This completes our video. If you have any questions please contact then California Technical Assistance Center or CalTAC for support. For more information regarding the STS, please visit the STS Web page through the CAASPP Portal.
  • Thank you for watching this demonstration video.