Online Enrollments District User Guide

Transcription

ACSI Student Assessment Program
Online Enrollment
User Guide
Spring 2015
Proprietary and Confidential
Copyright © 2014 by CTB/McGraw-Hill LLC
Welcome to the Online Enrollment System .................................................................................... 1
About Your Task........................................................................................................................................................1
Before You Begin ......................................................................................................................................................1
Contacting ACSI Customer Service ..........................................................................................................................2
Getting Started ............................................................................................................................ 3
Connecting to Online Enrollment ...............................................................................................................................3
About the Online Enrollment Home Page ..................................................................................................................5
Entering Enrollment Numbers ....................................................................................................... 7
Enter Enrollments Online ..........................................................................................................................................7
School Demographics and Optional Scoring Services Survey ............................................................ 9
School Demographics ...............................................................................................................................................9
Optional Scoring Services ....................................................................................................................................... 10
Completing the Online Enrollment Process ............................................................................................................. 13
Frequently Asked Questions and Troubleshooting .........................................................................14
Online Enrollment School User Guide
Welcome to the Online Enrollment System
Online Enrollment is an application that is a part of CTB’s suite of eBusiness applications called
Navigator. With Online Enrollment you can easily verify and change your school’s information and
ensure that CTB/McGraw-Hill has accurate data for machine scoring of the current test administration.
This User Guide offers instructions and best practices for using Online Enrollment.
About Your Task
Before CTB can send the pre-filled forms and test coordinator materials to your school, we need to know
the approximate number of students taking the test. We also need accurate shipping information for
sending your Test Coordinator Kit and scoring reports. As the Test Coordinator, you will be responsible
for providing this necessary information within the enrollment window of either 11/3/14 – 1/16/15 or
1/26/15 – 2/20/15, so that your test coordinator materials are delivered on time. The Online
Enrollment system application will make this a quick and easy process. The enrollment process should
take about 15 minutes to complete.
Once you have entered your enrollment estimates for each grade level, the Online Enrollment system
will guide you through the School Demographics and Optional Scoring Services Survey. After you have
finished the survey, a link will appear on the Online Enrollment home page that will allow you to access
the survey questions again, if needed, to make changes at anytime during the enrollment window. The
survey should take about 15 minutes to complete.
To review descriptions of the Optional Scoring Reports available to order, please refer to the ACSI 2015
Assessment Catalog or go to www.purposefuldesign.com.
Your Test Coordinator Kit will be shipped to your school after the close of the Online Enrollment window
in which you participated.
Before You Begin
Please make sure you have Adobe Acrobat Reader installed and are able to open PDF files in your web
browser.
For security purposes, please follow the best practice of always closing your browser when you have
finished reviewing your records. This prevents an unauthorized user from using your browser back
button to access Online Enrollment.
Please note that the Online Enrollment system will time-out after 20 minutes of inactivity and you will
have to log in again to access the system.
Every time you enter the Online Enrollment system, make sure you check the Important Messages
section on the left-hand side of the web page because there may be new messages added that you
need to know since the last time you were in the system.
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Contacting ACSI Customer Service
Please see page 9 of this User Guide for Frequently Asked Questions. If you have additional questions
after reading this User Guide, ACSI Customer Service is available:
Monday through Friday, 7:00 a.m. to 4:30 p.m., Mountain Time
For help by…
Contact…
Phone
800-367-0798 (U.S. schools)
719-528-6906 (International schools)
Email
[email protected]
The following technical specifications detail minimum and recommended hardware and software
requirements to support the Online Enrollment system application. This web-based application
operates effectively with the most minimum of technical requirements. While this application will run
faster and more efficiently at the recommended technical specifications, the system is designed to
operate under less desirable conditions so long as you have access to the Internet and a current web
browser.
Network Attribute
Minimum
Recommended
LAN Connectivity
Building/Facility Bandwidth
10MB, 256KB
100MB, T-1 Line (1.54MB)
Desktop Bandwidth
56K
128K or better
Routers and Switches
Network Hubs
Cisco 2600 and 2900 Series
Wiring and Cables
CAT-5
Fiber backbone to the switches
Hardware & Software
Recommended Minimum Requirements
Desktop PC or Laptop
166 MHz Pentium Processor or Apple equivalent
Input Devices
Keyboard and Mouse
Memory (RAM)
64 MB or greater
Windows 7: Internet Explorer 9.0 or higher
Web Browser
Windows 7: Firefox 24.0 or higher
Windows 7: Chrome 34.0.1847.131 or higher
MAC OS 10.4: Safari 6.1 or higher
Software
Adobe Acrobat Reader
Display
15” SVGA with 1024x768 resolution
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Getting Started
You can access the Online Enrollment system during one of the enrollment windows listed below.
1st Window: 11/3/14 – 1/16/15 (complete Online Enrollment no later than January 16th, in order to
receive your Test Coordinator Kit by February 27, 2015)
2nd Window: 1/26/15 – 2/20/15 (complete Online Enrollment no later than February 20, in order to
receive your Test Coordinator Kit by March 27, 2015)
You can revisit and update your information only during the enrollment window in which you
participated.
Connecting to Online Enrollment
1. Use your browser to navigate to www.ctb.com/login.
2. Enter your User ID and Password at login to enter the Navigator system.
3. If you have forgotten your login or this is the first time you are accessing the Online Enrollment
system, please see the enclosed Login Information sheet or contact ACSI Customer Service. Be
sure to keep your username and password information in a secure location. You will need it for
future test administrations and to access other information via ctb.com.
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4. Upon login, you should first confirm or change your email address. This is important so that you
can receive an email confirmation after entering your student enrollment quantities, and so that
you can request a new password if at any point you misplace or forget your password. It is also
important to keep your email address current because it is used to communicate important test
administration information to you at various times. To change your email address, follow the
instructions below:
a. On the My Programs – Overview page, click on the My Profile button in the left-hand
column
b. Click on the Edit link under Contact Information
c. Change your email address (you may also update the contact name and phone number
at this time)
d. Click on the Save button
5. On the left hand navigation click on Overview under My Programs to return to the My Programs
Overview page.
6. On the My Programs – Overview page, click on the ACSI Spring 2015 Enrollment Services link
under the Enrollments section.
7. You will be prompted to verify your shipping address:
a. The school’s physical (street) address must be entered into the online system. CTB will
send your Test Coordinator Kit and your scoring reports to this address. Do not use a PO
Box address for the shipping address. You must use a physical address or your order
cannot be delivered.
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b. The contact name, phone number, fax number, and email address will be used for
official correspondence. This can include questions about your orders or information,
shipping updates, and errata notifications.
c. If your TerraNova Materials Order Form (that was submitted to ACSI) indicated that the
order was to be billed to a public school system, ACSI will use that same billing address
for your scoring invoice. If your scoring invoice is NOT to be billed to the public system’s
address that was on your materials order form, please contact ACSI Customer Service
with the correct bill-to information.
Also, if a Purchase Order number is required on your scoring invoice, please enter it in
the Purchase Order field.
d. When you’ve reviewed and updated all of these fields, click on the Continue button in
the lower left-hand corner of the screen.
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About the Online Enrollment Home Page
You have now completed the basic set-up of contact information and testing dates within the Online
Enrollment system.
1. Under the School Information heading, you can see the contact information you’ve entered. This
also tells you when you last updated the site information. You can update this, and any editable
information within the enrollment system throughout the entire enrollment window.
To edit your site information, click on the red Edit link (shown below).
2. Your enrollment status is defaulted as Pending (shown circled in red above). You must change your
status to Participating after you enter your estimated enrollments, which is the next step.
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Entering Enrollment Numbers
Enter Enrollments Online
On the Online Enrollment Home Page, click on Enter Enrollments to be directed to the Enter Enrollments
page.
In the status field, your school will be marked as Pending as enrollment counts are not preloaded.
In order for CTB to send you a Test Coordinator Kit for the Spring Assessment, you must first change
your status to Participating by choosing this option from the drop-down menu. Next, you need to
enter the approximate number of students that will be tested in each grade. To enter your
enrollment quantities, select the grade level box and type in the number. You may also update the
purchase order number you entered on the earlier step, if applicable. The purchase order number
field is displayed at the bottom of the list of grade boxes.
If you entered enrollments for the previous spring test administration, your enrollments will appear
as Estimates in gray beside the boxes. To populate the grade boxes with your estimates, click the
“Estimates” link next to “Copy/Fill”. Then you may make any necessary updates for this
administration.
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When you have finished entering your enrollment numbers, click on the Done button and you will be
taken directly into the School Demographics and Optional Scoring Services Survey.
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School Demographics and Optional Scoring Services Survey
After you input your enrollments, you will be brought directly into the Survey.
It is imperative that you complete the form for your school to receive optional services (Precoded
Barcode Labels and/or optional reports), and for ACSI to receive important demographic information
about schools. The form consists of two sections: 1) School Demographics, and 2) Optional Scoring
Services. During the Online Enrollment window, you have unlimited access to the form to review or
modify your responses. The form should take about 15 minutes to complete.
School Demographics
The following information is needed for your school:
1. Accreditation, school size, years in existence
2. Textbook Publisher information – For each grade in your school, please select the textbook
publisher you use for the subject(s) listed. Completion of your textbook information is not
mandatory; however, ACSI appreciates your participation for research purposes. Grayed out
subjects and grade levels are not applicable. Be sure to scroll to the bottom of the page and select
“Continue.”
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Optional Scoring Services
The remainder of the form collects optional scoring services information. These optional, supplemental
reports may be purchased in addition to the reports you receive automatically in your ACSI Scoring
Package. Please enter the services that your school would like to order. These services are billed per the
pricing in the ACSI Assessment catalog.
1. Student Precoded Barcode Labels (Pre-coding Services) – Please indicate if you would like to
purchase optional Student Precoded Barcode Labels. For this service, you will be required to provide
accurate student data in the required format during the Student PreID Upload window.
2. TerraNova 3, ACSI Edition School Student Data File--Please also indicate if you would like to
purchase an ascii-formatted school student data file on CD. This file may be used to import data
into a Student Management System (SMS).
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3. Optional Reports (TerraNova 3 only) – On pages 6 and 7 of the Optional Scoring Services form, there
are ten optional printed score reports available to order. Please indicate any optional printed score
reports you would like to order for your school, at which grades (or all grades). Please note that you
will receive one copy of each optional report that you order. You may skip any questions for reports
you do not wish to order. You may also click the “Clear Selection” button to remove a previous
selection for any Optional Report. When complete, or if you do not wish to order any optional
reports, scroll to the bottom and click “Continue”.
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4. State Proficiency Reports (TNSPR) – State Proficiency Reports are available for select states. If your
state is listed, select the grades for which you would like this report. When finished, or if you do not
wish to order the State Proficiency Report for your school, scroll to the bottom of the page and click
“Done”.
When you have completed entering your enrollments and responding to the questions in the survey,
you can download a report of what you entered into the survey, as well as download an Enrollment
Detail Report showing the enrollment counts you entered.
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You may come back into the School Demographics and Optional Scoring Services form as often as you
like while your Online Enrollment window is open to review/update your selections by clicking “Optional
Scoring Services” in the dark blue menu bar at the top of the Online Enrollment home page. Once the
Online Enrollment window is closed, CTB will process your scoring order and you will not be able to
make further updates.
Completing the Online Enrollment Process
When you have completely entered your enrollment numbers and changed the status to Participating,
you can go to the Online Enrollment Home Page and send a confirmation of the Online Enrollment
completion to yourself. This email is provided for your convenience. You may continue to login and
change enrollment information if needed, until the date the enrollment window closes.
You may send yourself or others at your school an email confirmation with your school’s enrollment
status by entering an email address in the box. The box is pre-populated with the email address of the
logged-in user. Click Submit to generate the confirmation email. After sending yourself an email, you
may input a different email address to send a confirmation to a colleague. The confirmation email will
not show the quantities entered just your school’s current enrollment status.
If you would like a record of what you entered into the Online Enrollment system, click My Reports in the
upper menu bar, and then click the Detail Report button. You will be able to download a report showing
the detailed enrollment counts you entered by grade. This is the same report that is available via the
button on the last page of the survey.
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Frequently Asked Questions and Troubleshooting
1. What’s the web site address for the Online Enrollment system?
You will access the Online Enrollment system though the CTB-hosted home page at
www.ctb.com/login. There is also a link to the CTB login site at www.purposefuldesign.com.
2. What happens if I forget my password?
On the Login web page, enter your user ID under the Forgotten your password? section, and click on
the “hint” or “reset password” button. Please retain your username and password information in a
secure location. You will need it each time you access ctb.com.
3. What if I forgot my User ID?
See the Login Information sheet included with this User Guide, or contact ACSI Customer Service at
[email protected] or 800-367-0798.
4. What if I miss the Online Enrollment window?
If you miss the enrollment window contact ACSI Customer Service as soon as possible to make
special arrangements for entering your enrollment information. Online Enrollment must be
completed so you can receive a Test Coordinator’s Kit containing the essential forms to send in with
your tests for machine scoring. Tests will not be accepted at the scoring center without the forms
that CTB produces after your school does Online Enrollment.
5. I am not sure how many students I will actually have at the time of testing. What will happen if I
need more scoring materials than I receive in my Test Coordinator’s Kit?
Please use your best (generous) estimates of student enrollment information in Online Enrollment.
Once the enrollment window has closed, CTB will prepare your customized Test Coordinator Kit
based on the number of students entered. If you have significant changes in student enrollment
numbers, please contact ACSI Customer Service. Additional Test Coordinator materials will be
shipped to your school as expeditiously as possible.
6. What does TN3 mean?
TN3 stands for TerraNova 3 ACSI Edition.
7. How do I order Large Print test materials?
You may contact ACSI Customer Service to order Large Print test materials.
8. Why is there a ‘letter’ after my school name?
In order to differentiate schools with the same name, CTB added a letter to the end of the school
name. It is only used for CTB’s processes.
9. What if I would like to order optional scoring services after my Online Enrollment window closes?
You may contact ACSI Customer Service to order optional scoring services.
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10. What are Precoded Barcode Labels?
Precoded Barcode Labels are affixed to answer documents instead of manually bubbling student
demographic data. This is an optional service that may be ordered in the Optional Reports section
of Online Enrollment. To complete your order, an electronic file of student data must be uploaded
to CTB’s website during the Online Enrollment window you use, following a specific format as
described in the Precode Upload User Guide.
11. What is the 7-digit School Code?
The school code is your ACSI customer number, or “Member ID” number, with leading zeroes added
to make it a 7-digit number.
12. How do I determine which Region my school is in?
Please locate your state in the following table to determine your Region. All schools outside the
continental United States are considered International (Region 10).
Region Name
States
Region Number
California
California, Hawaii
01
Florida
Florida
02
Mid-America
Illinois, Indiana, Iowa,
Michigan, Minnesota,
Nebraska, North Dakota,
South Dakota, Wisconsin
03
Northeast
Connecticut, Delaware, DC,
Maine, Maryland,
Massachusetts, New
Hampshire, New Jersey,
New York, Pennsylvania,
Rhode Island, Vermont
04
Northwest
Alaska, Idaho, Montana,
Oregon, Washington
05
Ohio River Valley
Kentucky, Ohio,
West Virginia
06
Rocky Mountain
Arizona, Colorado, Nevada,
New Mexico, Utah,
Wyoming
07
Southeast
Alabama, Georgia,
Mississippi, North Carolina,
South Carolina, Tennessee,
Virginia
08
South Central
Arkansas, Kansas,
Louisiana, Missouri,
Oklahoma, Texas
09
International
Outside of U.S.
10
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Online Enrollments District User Guide

Transcription

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