Student Provisioning

Assessment Logistics

September 22,2022

© 2022 Tennessee Department of Education

#TNBestforAll

STUDENT READINESS

TENNESSEE PUBLIC SCHOOLS WILL BE �EQUIPPED TO SERVE THE ACADEMIC �AND NON-ACADEMIC NEEDS OF ALL �STUDENTS IN THEIR CAREER PATHWAYS

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ACADEMICS

ALL TENNESSEE STUDENTS WILL HAVE ACCESS TO A HIGH-QUALITY EDUCATION, �NO MATTER WHERE THEY LIVE

EDUCATORS

TENNESSEE WILL SET A NEW PATH FOR �THE EDUCATION PROFESSION AND BE �THE TOP STATE IN WHICH TO BECOME AND REMAIN A TEACHER AND LEADER FOR ALL

We will set all students on a path to success.

Agenda

• Data Flow
• Scheduling for Assessed Courses (SIS)
• EIS Business Rules
• Visibility Tool & High Priority Metrics

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Testing Modes for 2022-23

• End of Course (EOC) and Grade 6-8
• Computer-based testing (CBT) via TestNav
• Grades 6-8 and EOC will be online for all subparts of their assessments.

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• Grades 3-5 and Grade 2 (optional)
• All paper-based testing (PBT) with paper/pencil
• Grade 2 (ELA/Math) and Grade 3 (ELA/Math/Science) in consumable test books
• Grade 3-5 Social Studies remains paused

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Data Flow

Overview of provisioning students for TCAP tests.

Data Flow

District SIS

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EIS

Visibility Tool PearsonAccess^Next

Data Flow

District SIS

EIS

• ALL updates to any data must be

completed in your SIS.

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• Extracts must be sent and received before EIS and Vis Tool update.
• Verify that extracts were received if EIS does not update.

Data Flow

Visibility Tool

• VisTool pulls key data points for assessed course codes
• It is a data base for ensuring SIS/EIS data is accurate prior to the test administration.
• Students will not be in VisTool if all business rules to pull the data are not met in EIS.

EIS

Data Flow

PearsonAccess^next

• Pearson receives information containing testing data from VisTool daily.

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• Pearson uploads that data into the correct administrative platform.
• VisTool and PearsonAccess^next are “sister platforms” that should be used together when verifying data.

Visibility Tool

Districts Need Access to These Platforms for Successful Testing

• Single Sign ON
• EIS
• VisTool
• TNShare (access to DTC folder)
• Educator Portal

* The district SIS/EIS Supervisor or Director should submit the District/School Access form to EIS Help Desk.

• PearsonAccess^next
• DTCs have ability to create accounts for anyone level to or below their role.
• TDOE must create a DTC role.

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Scheduling for Assessed Courses

The following course codes register students for specific tests.

Two Very Helpful Webinars

• DTC/SIS Supervisor’s Scheduling for Assessment Provisioning webinar
• Recording & FAQ link
• Slide deck

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• Alternate v. Comprehensive Course Code Training webinar
• Recording & FAQ link
• Slide deck

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Assessment Course Codes

• Scheduling for Assessment Provisioning document in LiveBinders.

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Assessed Course Checklist

• Appropriate Assessed Course Code
• Local Class Number (LCN)

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• Teacher of Record (TOR) – Only one (“Y”)
• Beginning and End dates for the class
• Student
• Teacher
• Class Assignment
• Class Period and Duration

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• Test window set for Fall, Spring, or Traditional.

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Assessed Course Teacher Checklist

• Teacher is listed as a staff member for the school in EIS

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• Teacher license number
• Staff beginning and end dates
• Beginning and end dates cannot overlap when there is a teacher change

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• Assigned as the TOR of the class
• Only one teacher can be marked as the TOR even if the class is co-taught.

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Student Checklist

• Active enrollment dates for the district and school in EIS
• Current Grade level
• Gender
• DOB
• Other demographic information
• Class schedule with at least one assessed course code
• Course Number
• Class section (LCN)
• Student Class Assignment Dates
• Teacher of Record (TOR)
• Period/Duration set

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Assessed Course Code Guidance

Different Course Codes

TCAP Achievement (ACH) Assessments Grades 2-8

Achievement Course Codes (ACH)

These course codes register students for spring TCAP ACH assessments

Achievement Course Codes (ACH)

These course codes register students for spring TCAP ACH assessments

TCAP End of Course (EOC) Assessments High School

EOC Regular Math Course Codes

Test windows should be marked fall for fall block classes, spring for spring block classes, and traditional for year-long classes

EOC Extended Scheduling Math Course Codes

• Used for any student who needs extended learning in math.

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• Part 1 and 2 are taken during the same school year.

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• Test window must be set for tested course code.

EOC A/B Math Course Codes

• Math courses for students with qualifying disability

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• Each course counts as a math credit, so one course taken each year of high school.

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• Test window must be set for tested course code.

EOC Course Codes for English, Science and Social Studies

Test windows should be marked fall for fall block classes, spring for spring block classes, and traditional for year-long classes

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EOC Course Codes for IGCSE Courses

Test windows should be marked fall for fall block classes, spring for spring block classes, and traditional for year-long classes

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EOC Comprehensive Course Codes

• Test registration is based off of course code and grade level

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• Test window should be set to Spring or Traditional

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• Testing will occur in the spring semester.

TCAP Alternate (ALT) Assessments Grades 2-11

Achievement Course Codes (ACH)

• These course codes register students for spring TCAP ALT assessments.

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Achievement Course Codes (ACH)

These course codes register students for spring TCAP ALT assessments

EOC Alternate Course Codes

• Test registration is based off of course code and grade level.

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• Test window should be set to Spring or Traditional

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• Testing will occur in the spring semester.

English Learners (EL) Assessments Grades K-12

EL Course Code Tidbits

• EL Course Codes DO NOT provision ELPA.
• ELAP is provisioned by “L” or “W” codes in EIS.

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• Qualifying students MUST be enrolled in an EL course and ELA/ENG course in the same year (K-8 & 9-12).

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• K-8 students with WIDA score of 3.5 – 4.2 should be enrolled in course code G22X01 and the appropriate ELA ACH course code.

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EL and ELA Course Codes for �Grades 2-8

This

One of these

EL Course Code Tidbits

• Grade 9-12 students must take at lease one ENG assessment while in High School.
• Student must be enrolled in English I or English II the year they take the assessment

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• WIDA proficiency levels below 3.5 use course codes G22H00 – G22H03.

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• Course code G22H04 is used when proficiency level is 3.5 or higher.

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EL Course Codes Guidance for �Grades 9-12

EIS Business Rules

These Business Rules must be applied for student data to pull into VisTool.

Business Rules for EIS Enrollment

• For a student record to result in a test registration, the student must have:

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1. Active Enrollment in a school/district
2. Instructional Grade record for that enrollment
3. Student Class Assignment (course code) for that enrollment
4. Class Section (local class number) for the student class assignment
5. Teacher identified as the teacher of record for the class section
6. Valid Teacher License number for the teacher of record
7. Test Window set (data piece missing most often)
8. Begin/End Dates for Teacher and Student Class

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EIS: Student Enrollment

USID: Unique State Identification

If either of these are missing, the class schedule will not load

EIS: Student Schedule

If there is a schedule change, dates cannot overlap.

EIS: Student Assessed Course

• Check for beginning and end dates for the class
• Test window set
• Class period and Duration (if pull out, may show 0)
• Teacher of record is assigned, has TLN, beginning dates and marked Y as TOR.

Other Data Points

• Schedules under Primary Enrollment are the only courses that pull for assessments.
• Students can only be enrolled in one school in the testing platform.
• A student’s schedule in EIS needs to show the courses and assessments the student is taking.
• An 8^th grade student taking Biology for high school credit will take the Biology EOC.
• A student in alternative school must have the assessed course codes on their schedule if they need to take an assessment for a class.

Visibility Tool and High Priority Metrics

How to use VisTool and common High Priority Metrics

Checking TCAP Visibility Tool

• VisTool is the platform that helps us know if there are issues with data in the district SIS or in EIS.

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• It ensures data is clean before PearsonAccess^next opens.

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• It ensures no classes or students are missing so all students will be in PearsonAccess^next for all assessed courses.

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• It is important to start checking VisTool as soon as it opens, and student schedules are in EIS.

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TCAP Visibility Tool Troubleshooting

• If you receive this message when logging into VisTool:
• Check the clock on your computer to make sure it has the correct time.
• If it is off by more than 30 seconds of the time in EIS, it will result in this error.
• Reset your computer clock if necessary.

TCAP VisTool

• All DTCs and BTCs should have access to this app in SSO.
• SIS/EIS supervisors and special pops supervisors may want access.
• Data is pulled from EIS into VisTool daily.
• Each Tile gives information on student data.
• Tiles with the i icon contain school information
• Tiles with the briefcase have EIS business rules applied
• Only student scheduled for at least one assessed course will be in VisTool.

TCAP VisTool Tiles

• Demographic Tiles ensure the accuracy for reporting. They include:
• Student Population by Gender
• Code AB Enrollments
• Students with IEP
• Reported Student Race
• EL Status
• Student Population by Grade

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• Enrollment by Test Content Area is a spreadsheet listing all students pulling for a specific subject.
• High Priority Metrics show business rules that are not met which may keep students from registering for a test.
• Students enrolled in courses lists all assessed courses a student has on their schedule.

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Enrollment by Test Content Area

• The number tells how many students are scheduled for the specific test.
• You can download the spreadsheet by content area to see a list of students and class information.
• If the number is lower than expected, then the test windows may not be set for some sections.

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• Starting checking data as soon as schedules are loaded into EIS.

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High Priority Metrics

• Gives district/school information on why students or classes may not load.

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• Can only be and must be corrected in your SIS
• Extract to EIS
• In Vis Tool next morning if successful

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• Use the circled ? to open the list.
• Prevents upload into PearsonAccess^next.

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High Priority Metrics

• Identifies the School ID and Name

Identifies the type of High Priority Metric

Identifies the local class number in EIS

High Priority Metrics (Class)

• Assessed classes with no teacher of record*
• Classes with multiple teachers of record with same dates or overlapping dates
• Classes missing staff member class assignment*
• Course codes in the wrong test window
• End of date of first semester is in January
• Should be the last day of student attendance for fall semester

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High priority metric errors are usually a SIS to EIS issue

High Priority Metrics (Class)

Assessed Class with no TOR

• Teacher is not marked as TOR as shown
• TOR has an end date before the end of the class meet date
• TOR was deleted so the class will also be deleted from VisTool.

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High Priority Metrics (Class)

Classes missing staff member class assignments

• A class with students assigned to it must also have a teacher assigned with a Teacher License Number (TLN).
• Check to see if the missing teacher is on the school staff list in EIS.

High Priority Metrics (Class)

Multiple teachers of record

• There can only be one teacher marked as the TOR for the class with the same dates
• If the teacher changes during the year, the dates cannot overlap.
• If that happens, check the Enrollment by Content spread sheet to verify the correct TOR is listed. This is the data that gets sent to PearsonAccess^next.

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High Priority Metrics (Class)

Test Window Not Set for Class

• Null = Traditional will not pull students into VisTool
• Test window must be set to Fall, Spring, or Traditional according to the class begin and end dates.
• Fall – fall block classes that test in the fall administration.
• Spring – spring block classes that test in the spring administration.
• Traditional- Year-long courses that test in the spring administration.
• All ALT and Comprehensive course codes are set as Traditional or Spring and test during spring administration.

High Priority Metrics (Class)

End dates end prior to assessment window

• The class will be dropped from VisTool on the end date (10/23/2020)
• Dropped from Vis Tool and PearsonAccess^next on end date
• Very Critical when the date occurs during data/student counts in PearsonAccess^next

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• To fix the issue
• Students and teacher should be scheduled for the second part of the semester to pull back into the VisTool and PearsonAccess^next
• Change the dates to end after the test administration

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End Dates

High Priority Metrics (Class)

Test Window does not match with begin/end dates

• Dates are set to fall ending in December.
• Test Window set to Spring.
• Will pull for spring into VisTool or PearsonAccess^next.

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High Priority Metrics (Class)

End date for class ends in January

• Assessed courses should end on the last day students attend class for the semester.
• Class dates ending in January may not pull into VisTool or PearsonAccess^next correctly.

High Priority Metrics (Class)

Class missing class period and duration

• This class won’t pull into Vis Tool because it technically doesn’t meet.
• A class type listed as pull out that has 0-0 in this area does pull.

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High Priority Metrics (Teacher)

• Teachers without an email address
• Teachers without a license number
• Teacher assignments with no end date for fall administration

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High Priority Metrics (Teacher)

No teacher license number

• Students in a class with a teacher without a teacher license who is marked as the TOR will not pull into VisTool or PearsonAccess^next

High Priority Metrics (Student)

• Students assigned to duplicate content areas
• Students who are currently registered in two different districts and/or schools
• Students not enrolled in at least one assessed course code
• Students with incomplete enrollments
• Students with an assigned grade of P3, P4, etc.
• Students listed in two different grades

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High Priority Metrics (Student)

Students assigned to duplicate content areas

• Students cannot be assigned an assessed course code twice.
• The student class assignment dates cannot overlap if a student changes sections of an assessed course.

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High Priority Metrics (Student)

Students registered in two districts

• Cannot be entered in two districts/schools during the same dates
• The withdraw and enrollment dates should not overlap or be on the same day.

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High Priority Metrics (Student)

Students not enrolled in at least one assessed course code

• Must be enrolled in the appropriate assessed course codes to register for testing.
• All assessed course codes can be found in the Provisioning for Assessments Guide in LiveBinders.

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High Priority Metrics (Student)

Student with incomplete enrollments

• Check EIS if a student is enrolled in your SIS but not in EIS.
• A student cannot be missing a primary enrollment, grade level, enrollment dates, or a class schedule and demographic information will not pull into the VisTool or PAN.

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High Priority Metrics (Student)

Students listed in two different grade levels

• This can happen if districts enroll the student in a different grade level from the previous district or the student is enrolled without a grade level in a district.
• Students will often register as kindergarten students in PAN when this occurs.

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Why is Visibility Tool Important?

• Eliminates clean-up
• Ensures your data is clean
• Reduces additional orders for paper tests
• Prevents last minute stress to fix and clean data
• It is the only way to get data to PearsonAccess^next

– Students not in PearsonAccess^next will not be able to take tests online during the administration window

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Ensure accurate results, data, and next steps!

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Support and Resources

District Technology Support Desk

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DT.Support@tn.gov

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For help with EIS issues

LiveBinders

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• Visibility Tool Tab
• Assessment Provisioning Guide
• Milestones Document

Tonya Chase

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Tonya.F.Chase@tn.gov

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For help when students are not loading into VisTool or PAN and any questions you may have

Denette Kolbe

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Denette.Kolbe@tn.gov

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For help when students are not loading into VisTool or PAN and any questions you may have

Questions?

Thank You!

#TNBestforAll