ScanTracks© User Guide - MSDE

ScanTracks
© Security Barcode Scanning Solution User Guide Version 3.3.3 -­‐ January 2013 Table of Contents Overview......................................................................................................................................... 4 Background ..................................................................................................................................... 4 How the ScanTracks Solution Works................................................................................................ 4 About FileMaker Pro ....................................................................................................................... 5 What You Will Be Asked To Do ........................................................................................................ 5 Requirements for Use ..................................................................................................................... 6 System Requirements ..................................................................................................................... 6 Windows Requirements............................................................................................................................ 6 Mac OS Requirements .............................................................................................................................. 6 Software Installation....................................................................................................................... 6 Step 1: Download and Install FileMaker Pro ............................................................................................. 6 Step 2: Download the Main File ............................................................................................................... 8 Step 3: Proper Location of The Security Scan File ..................................................................................... 9 Step 4 (Optional): Creating Shortcuts ..................................................................................................... 10 Step 5: Configuring the Barcode Reader ................................................................................................. 10 To Begin Using ScanTracks............................................................................................................. 11 ScanTracks Versions ...................................................................................................................... 12 Network Access Instructions ......................................................................................................... 17 Wireless Connections .................................................................................................................... 19 Scan Incoming ............................................................................................................................... 19 Scan Incoming vs. Scan Outgoing................................................................................................... 21 Scan Outgoing ............................................................................................................................... 23 Check for Updates ......................................................................................................................... 24 Export to Microsoft Excel .............................................................................................................. 25 Save Backup .................................................................................................................................. 25 Send Email Summary..................................................................................................................... 25 Transfer To ALL-­‐Shred ................................................................................................................... 25 Show Missing Booklets.................................................................................................................. 27 Print Complete .............................................................................................................................. 28 Non-­‐Scannable Barcode ................................................................................................................ 28 Barcode Scanning User Support..................................................................................................... 29 Support Ticket Process............................................................................................................................ 29 Troubleshooting and Technical Support .................................................................................................. 30 Additional Support Resources ....................................................................................................... 31 Problems and Possible Solutions ............................................................................................. 32 Special Scanning Procedures for Certain Special Schools ............................................................... 34 Daily Tracking Overview ................................................................................................................ 35 How It Works ................................................................................................................................ 35 Requirements for Use ................................................................................................................... 35 Download and Install the ScanTracks Solution............................................................................... 36 How the Daily Tracking Solution Works ......................................................................................... 36 Getting Started.............................................................................................................................. 37 Create My Test Groups.................................................................................................................. 37 Get My Primary Student Records .................................................................................................. 40 If There Are Problems With Your Student Records......................................................................... 41 Assign Students Screen.................................................................................................................. 42 Assign Students To Test Groups..................................................................................................... 43 Suggested Work Flow.................................................................................................................... 46 Special Format Materials............................................................................................................... 47 Entering Form Designations........................................................................................................... 52 Check For Updates ........................................................................................................................ 53 Save Backup .................................................................................................................................. 53 Printing Reports ............................................................................................................................ 55 Other Reports Available ................................................................................................................ 58 Search For Students Or Booklets ................................................................................................... 59 Oh, By The Way! ........................................................................................................................... 59 LAC Only Functions........................................................................................................................ 61 Transfer Booklets .......................................................................................................................... 62 Update My Transfers..................................................................................................................... 62 Check a School's Status ................................................................................................................. 62 Print Summary All Schools............................................................................................................. 63 Check Reported Missing ................................................................................................................ 63 Mark A Booklet Non-­‐Scannable..................................................................................................... 63 School-­‐To-­‐School Transfer............................................................................................................. 63 Export All LEA Records .................................................................................................................. 65 Appendix A – ScanTracks Dashboard ............................................................................................. 65 Appendix B .................................................................................................................................... 69 ScanTracks User Guide
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Appendix C .................................................................................................................................... 71 Appendix D ................................................................................................................................... 73 Overview ScanTracks© is a database management system designed for the Maryland State Department of Education (MSDE) to help School Test Coordinators (STCs) and Local Accountability Coordinators (LACs) account for secure test booklets used during the various Maryland State Assessment programs, including the High School Assessments (HSA), the Maryland School Assessment in Reading and Mathematics (MSA), the Maryland School Assessment in Science (MSA/Science), and the ACCESS For ELLs exam. Local use of this system will maximize the likelihood that all secure testing materials will be successfully accounted for in order to maintain test security. Background Maryland’s State assessments use secure testing materials whose value would be compromised if test items were made available to teachers, students, or members of the general public. Accordingly, great efforts are made to ensure that all secure testing materials are accurately accounted for prior to, during, and after the administration of these assessments. Test security may be compromised in any number of ways throughout the assessment process. For example, students may remove a secure test booklet from a testing situation, Test Examiners (TEs) may inadvertently misplace a secure test booklet, or STCs may be distracted by other duties and misplace a test, etc. The sheer magnitude of accounting for hundreds of thousands of test booklets by the vendor responsible for verifying return of secure test materials creates numerous opportunities for quality assurance errors in work force and work flow. How the ScanTracks Solution Works Once secure test materials have been shipped by the appropriate testing contractor for a given assessment program, the testing contractor will submit a file to MSDE. This file will contain a record for each secure item (test books, large print materials, KurzweilTM CDs, etc.) shipped throughout Maryland. Each record will contain a serialized item number (security barcode), the LEA number, the school number, a description of the secure material, and the grade. The file will then be loaded onto a centralized server containing a master FileMaker Pro database. The ScanTracks© software will automatically connect each user to the server and download the records for his or her school or central office. During the scanning process, date and time stamps will be appended to the record of each secure test booklet following each successful scan. Once the secure materials have been scanned, the date and time stamps will be uploaded or sent back to the server. ScanTracks User Guide
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About FileMaker Pro FileMaker Pro is a relational database management system. It includes a powerful “script” feature that allows a number of functions to be automated. All of the operations in ScanTracks have been scripted so that the user simply clicks on a button or icon to initiate a sequence of operations and functions. FileMaker Pro has an auto-­‐save feature with preferences as to how often it is automatically saved defined in the preferences dialogue box within the File menu. This means that you will not see a Save function in the File menu in FileMaker Pro. However, the auto-­‐save feature is something of a double-­‐
edged sword. On the one hand, it keeps you from having to remember to backup your work on a regular basis. On the other hand, if the file with which you’re working is not closed properly (for example, if you have a power outage), FileMaker Pro may complain about this the next time you open the file; in some cases it may give you an error message, and in the worst possible case, it may refuse to open the file (because the file was damaged). The upshot of all of this is: Always close your files by quitting FileMaker Pro properly! Do not simply turn the computer off! NOTE: Be especially careful if you are using a laptop computer that is being powered by a battery. Pay close attention to the available battery life, and make absolutely certain you quit the application before your laptop goes into powersave mode. Do not begin a download or upload if your battery is low! What You Will Be Asked To Do Use of the ScanTracks© software requires that several “semi-­‐technical” steps be performed. You may be able to perform these tasks yourself, or you may require assistance from the local technology support contact in your school or school system. The steps in implementing the ScanTracks© scanning program are listed below. You must: • Attend a training session to learn how to use the software; • Run a program to install FileMaker Pro 10 (or higher) software (license provided by MSDE) on a designated computer in your school; •Download the ScanTracks© software from a website; • Retrieve a file attachment from an email message; • Connect a barcode reader (provided by your local school system) to the USB port on the designated computer; • Adjust the volume on the designated computer so that you can hear system alerts; and • Set the correct date and time on the designated computer if either is incorrect. If you believe you may require assistance with any of the above tasks, please notify your local technology support contact in your school or school system before implementation of the ScanTracks© software program, in advance of a testing window. ScanTracks User Guide
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Requirements for Use The following are required in order to use ScanTracks©: • A personal computer with a CD-­‐ROM drive (either Macintosh or Windows); • A licensed copy of FileMaker Pro 10 or higher (provided by MSDE) for Macintosh or FileMaker Pro 10 or higher for Windows; • A current copy of the specific ScanTracks© solution file for the appropriate assessment; • Internet connectivity with TCP Port 5003 opened in both directions; and • A USB barcode reader (provided by your local school system) System Requirements To install and use FileMaker Pro 10 (or higher), you will need to download and run the installer progam from the following URL: http://msde.sidusgroup.com. Please note that the Sidus Group website will redirect you to MSDE’s Docushare website, where you will be required to enter your credentials in order to access the download link. If you need access to MSDE's Docushare website in order to download FileMaker Pro, please contact your LAC for assistance. Windows Requirements •
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Windows 7 Home, Business, or Ultimate: Pentium III 800 MHz or faster with 512 MB RAM Windows Vista Home, Business, or Ultimate: Pentium III 800 MHz or faster with 512 MB RAM Windows XP SP3: Pentium III 500 MHz or faster with 256 MB RAM SVGA (800x600) or higher resolution video adapter and display • The font named "Symbol" must be installed to properly display certain characters on the screen. Mac OS Requirements •
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Macintosh computer with PowerPC G3 processor or faster, or Intel-­‐based Macintosh computer 256 MB RAM Mac OS X version 10.4.8 (or greater) QuickTime 6.4 to 7 software (available at www.apple.com if it was not included with your Mac OS version) Software Installation Step 1: Download and Install FileMaker Pro To Install the FileMaker Pro 10 software on your computer, complete the following steps: 1. In your web browser, go to http://msde.sidusgroup.com. 2. Choose the FileMaker link from the main menu. ScanTracks User Guide
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Enter 2-­‐digit LEA Number (include a leading zero if needed, e.g., 01, 02, etc.). Enter 4-­‐digit School Number (include a leading zero if needed, e.g., 0213, 0714, etc.). Type in your Name. Type in your Email Address (a valid e-­‐mail address is required in order to use ScanTracks©). Select your computer type (Windows or Mac) Press the Submit button. FileMaker Download Page You will then be forwarded to the appropriate MSDE DocuShare location to download the ScanTracks installation utility. You will need your MSDE supplied DocuShare username and password at this time. Please contact your LAC if you need assistance accessing DocuShare; Sidus Group does not have usernames and passwords for Docushare. For PC users: When the download completes, double-­‐click on the new program file on your desktop named “FileMaker_10.exe or FileMaker_11.exe.” This will begin the install. Follow installation prompts to complete install. After you receive the dialog box that states that the install is complete, please move on to the next step. ScanTracks User Guide
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For Mac OS X users: The download will contain what is called a DMG file, a disk image file. If your computer does not automatically mount it as a separate volume on your desktop, simply locate the file in your Downloads folder and double-­‐click it. Look for the FileMaker Pro 10 (or higher) “package”. Double-­‐click the package and follow any directions on your computer. Step 2: Download the Main File After you have successfully installed FileMaker Pro, proceed to the following. To install the ScanTracks software on your computer complete the following steps: 1. In your web browser, go to http://msde.sidusgroup.com. 2. Choose the ScanTracks© link from the main menu. 3. Enter 2-­‐digit LEA Number (include a leading zero if needed, e.g., 01, 02, etc.). 4. Enter 4-­‐digit School Number (include a leading zero if needed, e.g., 0213, 0714, etc.). 5. Type in your Name. 6. Type in your Email Address (a valid e-­‐mail address is required in order to use ScanTracks©). 7. Press the Submit button. You will be forwarded to the ScanTracks© download page at this time. Under the heading Current Test Administration ScanTracks© Main Files, download the appropriate file you need to use for this administration. ScanTracks User Guide
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ScanTracks Download Page NOTE: All versions of ScanTracks expire on the day after the last statewide pickup of secure testing materials. Therefore, you must download, install, and replace any previous versions of ScanTracks, with a new version for each test administration cycle. Please read and carefully follow the instructions on this page. Many of the support questions that we receive are because most users do not follow these instructions. Step 3: Proper Location of The Security Scan File With earlier versions of the Security Scan file, the user was required to move the file to the FileMaker Pro 10 directory. We recognized that this was one of the most difficult challenges for local users. Therefore, beginning with the 2010 MSA administration, users will no longer be required to insure that the file is located in the FileMaker Pro 10 directory. All file exchanges with the server, all local backups, and all other file management activities will be able to utilize a variable file path to accomplish all of the Security Scan functions. In short, what this will mean to the user is that the file may be downloaded and located anywhere on the local hard drive. ScanTracks User Guide
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We suggest that you locate the file in a directory to which you have full read and write access. Typically, this will be your “User” Documents folder. Please be aware however, that many local school systems routinely re-­‐image user hard drives to help protect their networks against viruses and other malware. This might mean that all of your work could potentially be erased by your local technology department, unless the Security Scan file is located in a directory that is omitted from such remote re-­‐
imaging procedures. Once you have downloaded the ScanTracks file and begun scanning your test materials, DO NOT download the file again. Otherwise, your scanned in or scanned out records may be lost. If you are unsure about the best location for insuring that your files will not be inadvertently erased, please contact your local support technician for further assistance. NOTE: Do not rename or move this file. Do not attempt to modify this file. If you have trouble with the actual downloading of the Security Scan file, submit a support ticket via the support website at http://msde.sidusgroup.com, and the file will be sent to you as an attachment in an email message. Step 4 (Optional): Creating Shortcuts Once you have confirmed that the file is in the proper location, we suggest that you create a shortcut to the ScanTracks solution. A shortcut will create an icon on your desktop. All of the reports created using ScanTracks will be automatically saved to the “User” Documents directory. The shortcut will provide quick access to those reports! To create a shortcut to the “User” Documents directory, perform the following steps: 1. Navigate to the Documents Folder using your login account. 2. Right click on the folder. 3. Select Send To>Desktop (create Shortcut) 4. Go to your desktop. 5. You should see an icon named Shortcut to Documents. To create a shortcut to the ScanTracks application, perform the following steps: 6. Navigate to the location of the file. 7. Right click on the file. 8. Select Send To>Desktop (create Shortcut) 9. Go to your desktop. 10. You should see an icon named Shortcut to HSA_Security_Scan.fp7 (or whatever version of the file you are currently using. Step 5: Configuring the Barcode Reader •
Plug the USB (flat) end of the cable that came with the barcode reader into the USB port of your computer. It can only be plugged in one way. If extra distance from your scanning computer is ScanTracks User Guide
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needed, a USB extension cord has been included with some scanner packages. If you do not need to use this extension cord, please store for future use. Plug the other end of the cable into the barcode reader (some readers may have the cable permanently attached). Optional for Windows users, follow the instructions for the install wizard. Indicate that the hardware installed is a human interface device (HID). Macintosh users will simply need to plug the barcode reader into the USB port of the computer. If you see an installer wizard appear after you plug in the barcode reader, simply click the red close button in the top left corner of the window. NOTE: Do not attempt to modify any of the settings for the barcode reader. The reader should be pre-­‐
configured with the correct settings. If the reader is not preconfigured, locate the card that came inside the box with your scanner and scan the barcodes listed on the card. Both Windows PC users and Macintosh users should scan the barcodes on the side of the card that says, “Mac”. Use only the barcode reader supplied to you by MSDE. Do not use any other reader. If your barcode fails to work properly, download the file named “ScanTracks Barcode Config.pdf” from the documentation tab of the Sidus Group website and follow the instructions printed on the document. If you have multiple USB devices connected to your computer, you may need a powered USB hub in order to provide sufficient power to operate the barcode reader. Optionally, you may need to disconnect any other USB devices while using the barcode reader. Insufficient power to the barcode reader will typically manifest itself as a failure of the reader to “chirp” after scanning or as a failure to transmit the barcode data to the computer. To Begin Using ScanTracks Make sure the appropriate file for the upcoming assessment is in the proper location on your hard drive. Launch FileMaker Pro, and navigate your directory to open the appropriate file. You will be asked to log in. • LEA: Enter the two digit number for your LEA (e.g., 09). • School ID: Enter the four digit number for your School Number (e.g., 0703). • Password: Enter the password you have been assigned. • Click OK. You should receive an email message from ScanTracks Notify that will have the words “First Contact” somewhere in the email subject. This message contains your password for each specific administration, along with other important information regarding the upcoming administration. NOTE: Notice the opening dates for the particular exam content and/or grade level that will be specific to the current assessment administration. You will not be able to scan your outgoing booklets prior to the first administration date of each assessment. You may however, scan your incoming booklets to verify the accuracy of your packing list at any time. There are no date restrictions for scanning your incoming booklets. ScanTracks User Guide
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Pay close attention to the expiration date. This means that you must account for all secure test materials by scanning them into the database prior to the last scheduled pickup date established by MSDE. If you find any secure testing materials in your building after the final pickup date, you must contact your LAC to make arrangements for their secure return. You will still be able to generate reports after the expiration date; you simply won't be able to scan any test booklets. • Single-­‐click Continue on the splash screen that appears. NOTE: All of the clickable links in ScanTracks are to be treated like buttons. Please single-­‐click these buttons. If you try to double-­‐click the buttons, it is possible that you may cause a corruption in your file. A clickable link will be displayed by your cursor’s changing from a pointer to a hand. ScanTracks Versions There are four different versions of the ScanTracks Barcode Scanning Solution, each of which requires a different local client file, depending upon which assessments the school will be administering. For the High School Assessments (HSA) and Modified High School Assessment (Mod-­‐HSA), the local user file is named HSA_Security_Scan. For the Maryland School Assessment in reading and mathematics (MSA) in grades 3 through 8, the local user file is named MSA_Security_Scan, and for the Maryland School Assessment in Science (MSA/Science) in grades 5 and 8, the local user file is named Science_Security_Scan. Beginning with the 2011-­‐2012 school year, Maryland will administer a new assessment called ACCESS For ELLs. This assessment is designed for assessing the English Language Proficiency of students identified as being eligible for ELL services. The exam is given annually in WIDA Consortium member states to monitor students' progress in acquiring academic English. WIDA stands for World-­‐Class Instructional Design and Assessment. There are currently 31 member states in the WIDA Consortium. Maryland adopted the WIDA standards during the 2010-­‐2011 year, and this will be the ScanTracks User Guide
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second statewide administration of the ACCESS For ELLs exam in the state. The exam assesses a student’s English language proficiency in four domains: 1) Listening, 2) Speaking, 3) Reading, and 4) Writing. The ScanTracks version of the file for this exam is named ACCESS_Security_Scan. The main difference between the other versions of the ScanTracks solution and the ACCESS For ELLs version is that secure test materials will be grouped and counted according to what are called “grade level clusters” instead of by content, such as algebra, biology, etc. There are 5 grade level clusters for the ACCESS For ELLs exam as follows: Kindergarten Grades 1 through 2 Grades 3 through 5 Grades 6 through 8 Grades 9-­‐12 See the figure below: ScanTracks User Guide
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Additionally, within each grade level cluster there are three forms of the exam. These forms are: Tier A for beginning ELL students Tier B for intermediate students Tier C for advanced students If you have any questions about which grade level cluster and/or which form of the exam should be administered to a particular student, please contact your District Assessment Coordinator for assistance. There are also a few wording differences for this exam: In Maryland, we use the term “Local Accountability Coordinator, or LAC” to refer to the district level or county level administrator responsible for test administration. But for this exam, we will use the title “District Assessment Coordinator, or DAC”. Similarly, in Maryland we refer to the school-­‐level contact as the “School Test Coordinator, or STC”. For the ACCESS For ELLs exam, the school-­‐level title will be “School Assessment Coordinator, or SAC”. Please note that this barcode security scanning will not include the scanning of any of the Alternate ACCESS materials, since there are so few of these materials shipped throughout the State. NOTE: While each of the secure assessments will require the use of a different version of the ScanTracks solution, the interface, functionality, and user experience will be consistent across all versions. Throughout this document, screen captures may reference different versions of the solution; however, all of the instructions contained in this document will be applicable across all versions. The primary difference will affect only the content of each assessment and the corresponding “dashboard” at the bottom of the main window. When you first open the file, your screen should look something like the screen capture in Figure 1 below. If your screen resolution is set to less than 1024 pixels wide, it will look slightly different. In order to use the Daily Tracking Solution for MSA and MSA Science, your screen resolution must be set to a minimum of 1024 by 768. Note that the screen currently indicates that school is not yet selected in the upper left corner. Move your mouse over the Functions panel in the upper right corner where the start point is flashing. Make sure you are connected to the internet (you can launch your web browser to check). ScanTracks User Guide
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Figure 1 Single-­‐click on Get My School Info. The software will connect to the FileMaker Pro server and search for your school record, based on the LEA and School Number you entered when you logged in. It will ask you to confirm the school name. If it is correct, click Correct, if not, click Incorrect, then check with your LAC regarding your LEA and School ID. This first time you connect to our servers to get your school information, you will also be asked to verify your contact information. Note that you will be given only one opportunity to change your contact information. Please see below: If the information is correct, click “Correct”; if not, click “Change”. If you select change, you will be presented with a dialog box asking you to enter your correct contact information. Simply enter your correct Last Name, your First Name, and your email address. ScanTracks User Guide
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We value your privacy and will only use your contact information to correspond with you regarding alerts, the availability of updates to your records, etc. Once you have verified your contact information, note that your school name will be listed, along with your address and your LAC's email address. Also note that a check mark will be placed next to that function to indicate that you have successfully completed it. Single-­‐click on Verify Date & Time. Your computer's clock must be set properly in order to accurately record the date and time stamps that you will be entering for each secure booklet that you scan. If either is incorrect, you must set your computer's clock to the current date and time before proceeding. Single-­‐click on Test Sound Level. The software is designed to validate each barcode that you scan. It checks to make sure that you have not previously scanned that booklet, makes sure that the booklet belongs to your school, etc. If a scan fails any of the validation procedures, the computer will beep and display an on-­‐screen alert indicating why it failed the validation routines. If you can't hear the beep, you will not know that the scan failed. Be certain that you have read and understood the alert; dismissing an alert only makes the alert go away. It does not fix the problem. If you are scanning in a noisy environment, you may need to turn the sound level up to its maximum level to be able to hear the beep. You must test the sound level at least once during each session. Each time you close and reopen the file, the check mark is erased. Single-­‐click Get Primary Records. You must be connected to the internet in order to perform this function. The software will connect to a remote FileMaker Pro server and download the primary week records for the booklets shipped to your school. Depending upon the speed of your computer, the speed of your network, the amount of internet traffic at the time you download, the number of test booklets shipped to your school, etc., this may take several minutes. Please be patient. Do not attempt to perform any other functions while this process is taking place. Generally speaking, it takes about 15 seconds to download 1000 records, assuming you have a fairly robust broadband connection. ScanTracks User Guide
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If your school did not receive primary records based on a preprint file submitted by your LAC, and you only received “add orders” or transfers from your LAC, you will be required to follow a slightly different procedure for downloading your records. These instructions can be found in the section Special Scanning Procedures for Certain Special Schools of this User Guide. Once you have followed the special procedures, you will be alerted to the total number of records downloaded. Click OK. NOTE: The counts listed under the Shipped column and the Total column for each booklet type will indicate the number of secure test booklets sent to you by the test vendor. Please also note that the timing of the shipment of test materials and the loading of records for your location may not necessarily coincide. So, for example, it is possible that you may have materials in your possession but no records for those materials, and vice versa. Please be patient during the first few days of the shipment process, and do not contact the Sidus Group support team for assistance, since that group has no control over when it receives records from the test vendor. If more than five days have passed since the receipt of your initial shipment of materials, and there is still a discrepancy between your ScanTracks “Ship” counts and your actual physical materials count, please notify your LAC. Your LAC has the ability to track the shipment of materials from the test vendor to your location by way of online tracking numbers. Network Access Instructions NOTE: If you will be scanning your materials using a desktop workstation with a continuous connection to the internet, you may skip this section. All functions that are performed by contacting the FileMaker server require that the user be connected to a local area network. This includes such functions as “Get My School Info,” “Get Primary Records,” “Check For Updates”and “Save Backup”. If you are using a laptop or other computer without a continuous connection to a network, you must ensure that you are connected in order to perform any of these functions. Once you have successfully performed any of these functions, the ScanTracks software will disconnect from the network server, and you will no longer need to be connected to the network in order to scan your secure materials. When you first attempt to connect to one of our FileMaker servers to “Get My School Info”, you will see the following alert: ScanTracks User Guide
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The only way the software can actually know if you are connected to the internet is to attempt to display a small Weather Channel window as shown above. If you are connected, you will see the weather for Baltimore the first time you try to connect; during subsequent attempts, you will see the weather for your zip code. If you do not see the Weather Channel information, or if this window says, “This computer’s
Internet connection appears to be offline” at any time while you are trying to perform some external function as mentioned above, or click “No”. Otherwise, your file could potentially become corrupt. Perhaps your secure materials are located in an area of the building without internet access. Simply connect to the network, perform any of the functions listed above, exit FileMaker Pro, disconnect from the network, take your computer to the remote location, scan your materials, then reconnect to the network in order to “Check For Updates,” “Save Backup,” etc. If you experience a network connection failure, you may see the following message: Additionally, if your network is not configured properly, or your network is temporarily down, you may see the following alert: ScanTracks User Guide
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Simply click the OK button and exit FileMaker Pro. Do not attempt to perform any of the remote functions listed above until your network connection is re-­‐established. This alert typically appears when port TCP 5003 is not opened in both directions. This is required for ScanTracks and FileMaker Pro to communicate using the internet. Never leave your ScanTracks file open overnight, and always make sure that you Quit or Exit the FileMaker Pro application if you are not planning to use the ScanTracks software for an extended period of time. In the unfortunate event that you have a system crash, you will probably receive an alert indicating so, and if your file consequently becomes corrupt, you might need to contact the Sidus Group support staff for assistance. Wireless Connections If you will be connecting to the internet using a wireless connection, make sure you are in a location where you have a strong signal. Wi-­‐Fi connections tend to be spotty, and a dropped connection could also corrupt your file. Scan Incoming The purpose of “Incoming” scanning is to help you confirm that you have received what the test vendor indicates has been sent to you. If you note any discrepancies between what you have received through your incoming scanning and what is reported on your Shipping Notice or Inventory List, you should first double-­‐check that you have scanned all of your materials. You should count your materials and compare those counts to your shipping notice. If you are confident that you have not received the materials identified on your shipping notice, you should notify your LAC and await further guidance. In order to scan your “Incoming” booklets to verify the accuracy of your packing list, single-­‐click Scan Incoming in the top right corner of the green panel. For incoming scans, an STC may scan the package barcode that is either attached to the outside of each package of test booklets or printed on an Assembly ID sheet. If you choose to scan the package barcode, your incoming scan counts will be incremented by the total number of booklets in each package, and all items within the package will be accounted for. Optionally, you may open each package and scan each individual test booklet. Check with your LAC to determine which process you are expected to follow in your school system; some LACs do not permit package scanning and require that all “Incoming” scanning be performed on individual secure materials. ScanTracks User Guide
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The test vendor for the ACCESS For ELLs exam does not provide package barcodes for the secure materials used during this assessment. So, unfortunately, once you receive your materials, you will need to open each shrink-­‐wrapped package and scan each of the individual items contained within the package. If there are any problems with the incoming scan process, submit a support ticket via the support website at http://msde.sidusgroup.com. Beginning with the 2013 administration of MSA Reading and Math, and extending across all subsequent HSA, MSA Science, and ACCESS For ELLs administrations, we implemented a more user friendly method to capture the barcodes during the Incoming and Outgoing scanning process. Please see below: You should click on “Scan Incoming” in the upper right hand corner of the window, as soon you receive your test materials. The purpose of scanning your materials “In”, as we said earlier, is to verify that you have received the materials that the test vendor shipped to you. As you begin scanning, note that the Status field will change from Stopped to Scan Outgoing or Scan Incoming, depending upon which type of scan you are performing. Have your stack of booklets nearby, and place the barcode reader about a half-­‐inch above the barcode. Press the button on the barcode reader. If the reader scans the barcode properly, you will hear a small chirp from the reader. You will also subsequently hear a double-­‐click confirmation sound indicating that the software has completed all validation routines. Do not begin scanning another package or booklet until you have heard the confirmation sound. You may turn off ScanTracks User Guide
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the confirmation sound by clicking on the icon below the Confirmation On Off label, although it is highly recommended that you leave it on while scanning. It may take a little practice getting used to scanning the barcodes. In general, allow the reader about a half second or so to register the barcode; it is not an immediate process. Simply point the scanner at the barcode, press the button on the bottom of the reader, and wait for the reader to chirp. If the reader doesn’t chirp, let go of the button, center the reader on the barcode, and try again. The package barcodes for special format materials such as Braille, large print, and Kurzweil CD kits are sometimes particularly difficult to scan. We suggest you begin by placing the barcode reader directly on top of the barcode. Then press and hold the button. Then slowly lift the reader away from the barcode. With practice, you will generally be able to manage scanning these special format barcodes. Note the following on the screen: If the booklet passed the validation routines, several things will happen. First, the Last Valid Scan field will display the barcode for the booklet or package you just scanned. This information will be helpful if you must briefly pause or stop scanning, since you will be able to tell where you left off. Second, the Scans This Session field will increment by the number of booklets scanned to indicate the number of successful scans during this session. You should count each stack of scanned booklets and compare that number to the Scans This Session number to verify that you have correctly scanned all booklets. You may reset the session scan count at any time by clicking on the number displayed. This number will also reset to zero, if you close the file and open it back up. Third, the Totals fields under Scanned In or Scanned Out (depending upon which type of scan you are performing) will increment to indicate the total number of booklets scanned in all sessions. Finally, the scanned counts for each booklet type will also increment. You may scan different booklet types in any order at any time; the software will properly identify each booklet type. Continue scanning each booklet or package barcode until you have accounted for all booklets shipped to you. Once you finished scanning, click on Stop Scan to stop the scanning process. Scan Incoming vs. Scan Outgoing You may generally perform either function at any time, with the following stipulation: Outgoing scans are date sensitive. You may only perform Outgoing scans on or after the first scheduled Statewide date of testing for a particular content area. Consult the Test Administration and Coordination Manual (TACM) to determine the first scheduled statewide dates for testing in each content area, or make note of the “Open” dates at the ScanTracks splash screen. For MSA, MSA Science, and ACCESS For ELLs, there is a testing “window” approved by MSDE. Your particular testing dates however, will be determined by your LAC. You must insure that follow all locally-­‐approved testing schedules. When the total number of incoming scans equals the total number of shipped booklets, the software will automatically ask you if you would like to send an email message containing this information to your LAC. Check with your LAC to determine whether you are expected to send an email for completed incoming scans. Follow the messages from the system to send an email to your LAC. Optionally, you may click on Send Email Summary at any time to send an email for either incoming or outgoing scans. You will not receive any checkoffs (√) for completed incoming scans; the purpose for scanning incoming ScanTracks User Guide
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booklets is only to verify that you have received the booklets that the vendor has indicated were shipped to you. If you note any discrepancies between the materials you have received and the vendor’s packing list, please complete the appropriate inventory discrepancy form found in the Test Administration and Coordination Manual (TACM) and notify your LAC immediately. Once you have finished scanning all of your “Incoming” scans, the ScanTracks solution will ask you if you would like to save a backup of your completed incoming scanned records to our servers. See below: You should definitely take advantage of this opportunity to backup your work using our servers. A hard drive failure, or an inadvertent re-­‐imaging of your hard drive by your technology department will erase all of the work you have done, with no method for recovery. Although this backup may take a few minutes to complete, and you will need to plan that amount of time into your schedule, we can recover your work with the click of a button if you follow our guidance about backing up your work. Once you have successfully completed a backup, the date and time of that backup will be displayed under the last checkoff (√) item in the “Functions” panel. While we are on the subject of backups, please be aware that you may also backup your scanned records manually (either incoming or outgoing) at any time. Simply single-­‐click on the “Save Backup:” link in the Functions panel. In general, you should probably backup your work once for every hour or so that you have been scanning materials. At a minimum, you should backup at the end of each day that you have been scanning materials. If you are unfortunate enough to experience a hard drive failure, please contact the Sidus Group support team for assistance. Do not try to start over on your own by downloading and installing a new file. If you do, you will probably receive the following alert: ScanTracks User Guide
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Scan Outgoing You should only scan your materials “Out” after the completion of testing and just prior to the return shipment of your materials to the test vendor. You must account for all secure materials shipped to your location. On or after the first scheduled statewide date of testing for a particular content area, you may begin scanning your Outgoing booklets. Once you have completed scanning the booklets for a particular content area, the software will indicate a check mark (√) for the completed outgoing scans. It will also ask you if you would like to send your scanned records to be updated on the server. It is a good idea to click Yes when asked this question. It will save you time later. Additionally, this represents another opportunity to backup all of your hard work. Just remember that you must be connected to the network before you attempt this function. Any successfully uploaded records get marked in your local file and will be excluded from being sent to the server in subsequent uploads. This process actually updates the records on the server with the date and time stamps generated by your scanning of the booklets. For a variety of reasons, it generally takes longer to update your records than it takes to download your records. Therefore, you should take advantage of the opportunity to send completed outgoing scanned records when asked. Optionally, as mentioned above, you may upload any completed outgoing scanned records at any time by clicking on Save Backup. Make sure you subsequently place the scanned booklets in the box for return shipment. Don't forget that you might lose the checkoff (√) for any content area if you get new records for makeups or LAC transfers. The field “Backup Scan Out” will indicate the cumulative count of booklets that you have successfully uploaded to the server. NOTE: Your task is not complete until all scanned booklets have been backed up to the server. Beginning a few days prior to the last statewide pickup, you might receive a screen alert during file startup if either of the following conditions is true: 1. Your Backup Scan Out count is zero. This means that you have not backed up any of your “Outgoing” scanned records back to the server. Make sure you are connected to the network, and click on Save Backup. 2. The difference between your Total Ship count and your Total Outgoing Scan Count is greater than ten (10). This means that you have 10 or more items that must be scanned before the last statewide pickup date. Remember, you may not scan secure materials after the last statewide pickup date, and you may not have secure materials in your possession after that date. ScanTracks User Guide
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Special format materials for large print, Braille, and KurzweilTM , as well as MOD-­‐HSA materials will be identified according to the content with which they are associated; they will not be reported separately on the dashboard. However, you will be able to easily identify these materials by the product description that is shown when printing any of the completed scan reports or missing scan reports. They simply are not counted separately. Scan the barcode printed on these materials as you would for all other secure materials. Check for Updates The system is currently configured to treat booklets shipped from the vendor for the primary week of testing as "Shipped Primary" (even for makeups shipped to the LAC for overage materials). If your school was shipped "Add-­‐On" booklet orders that were not entered into the primary shipment files, these records will be downloaded during the Check For Updates process. Additionally, any makeup booklets that you order (for either Week 1 or Week 2 of HSA testing) and any transfer booklets from your LAC, or “School-­‐To-­‐School” transfers initiated by your LAC, will be downloaded during this process. You may need to perform this process several times during the course of testing in order to insure that you have received all records for booklets that were shipped to you. You must be connected to your network in order to perform this function. Single-­‐click on Check For Updates. If there are any new records for your school, they will be downloaded during this process. Makeup records and/or transfer records will be identified by the system and included in the appropriate Booklet Type counts as well as all Total counts. If you had previously been given a checkoff (√) for completing a scan for your primary week testing, the checkoff (√) may be erased, since additional booklets may now have been added to one or more of your booklet types. You may perform the Check For Updates function at any time. You should always check for updates whenever you receive new booklets. If we have your correct email address in our database, you will be notified with a courtesy email message when you have new records to be downloaded (except for LAC transfers and School-­‐To-­‐School). Scan any new booklets you receive the same way you scanned the primary week’s booklets. Beginning with the May, 2011 HSA test administration, a new feature has been added to the ScanTracks software that allows LACs to electronically transfer materials from school-­‐to-­‐school. If you are the “receiving” school for these transfers, you will receive an alert during the Check For Updates process indicating that you have successfully downloaded “X” number of records as a result of a school-­‐to-­‐
school transfer by your LAC. Similarly and conversely, if you are the “sending” school for these transfers, meaning that your LAC took the materials from your school, you will receive an alert ScanTracks User Guide
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indicating that “X” number of records have been successfully deleted from your file as a result of a school-­‐to-­‐school transfer by your LAC. See below: Export to Microsoft Excel The ScanTracks solution has the capability of exporting the booklet barcode number, the secure materials description, and the content of each secure item to a Microsoft Excel file. You may use this exported file to assign your materials to students, Test Examiners, test groups, etc., for purposes of daily tracking of materials or any other locally-­‐established reason. Just be careful not to overwrite any file that you have previously created and modified by adding content. You must either move the file to another location or rename the file. Save Backup As stated previously, you may perform this function at any time. The software will ask you to do so after you complete the scanning “In” for all booklets and the scanning “Out” for each booklet type. If you perform it manually by clicking on Save Backup, it will check to see if you have completed any Incoming or Outgoing scans that have not been previously backed up. If you don’t, the software will tell you so. Send Email Summary This function is used to send an email message to your LAC indicating the summary information from your completed scans. The software does not require that you have an email client installed on your computer. Instead, the software will send the message through our online servers. Simply click Yes when asked if you would like to send an email summary to your LAC, or click on the link at any other time to send an email summary. The ScanTracks software will automatically connect to an email server and send the message to your LAC. It will also send a copy to your email address. You must be connected to the internet to perform this function. If you are not connected, the process will fail without notice. Also please note that the message will not show up in your “Sent” messages list, since the message is actually being sent by a remote email server, not your email client. Transfer To ALL-­Shred Beginning with the October, 2010 HSA administration, STCs will have the ability to record the transfer of soiled or damaged test booklets to ALL-­‐Shred. Simply single-­‐click on the link within the Functions area ScanTracks User Guide
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that says, “Transfer To ALL-­‐Shred”. For MSA and MSA Science testing, this process accounts for the test booklet as well as the answer document, since these two exams use an integrated test booklet/answer document. However, for HSA testing, please note that this function may only be used for recording the transfer of test booklets; it will not allow the STC to record the transfer of answer documents, since the ScanTracks solution does not currently offer a method for capturing answer document “lithocodes” as they are called. If you need to record the transfer of answer documents to ALL-­‐Shred, you must manually document such transfer using the appropriate appendix provided in the TACM or another locally-­‐developed form. Optionally, if you use this transfer function within the ScanTracks solution to transfer a secure test booklet to ALL-­‐Shred, and you need to also transfer an answer sheet, you may manually record the answer sheet on the report generated within the ScanTracks solution. See below: When you single-­‐click on “Transfer To ALL-­‐Shred” during HSA testing, you will be alerted to the fact that you may only use this function to document the transfer of soiled test booklets to ALL-­‐Shred. Click “Yes” if you wish to proceed. At the next dialogue box, you will be asked to scan the booklet barcode or type the booklet barcode. Once you do so, the software will search to make sure that the booklet ID is found among the records in your local file. If the search passes validation, you will be given an opportunity to either create a PDF export of the report or print the report directly to a printer. In either case, please note that you must send a copy of ScanTracks User Guide
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the report to your LAC, and you should also keep a copy for your records. Of course, you must also send the soiled test booklet to ALL-­‐Shred. Please review the latest version of the TACM for additional information. For the ACCESS For ELLs exam, this function is referred to as “Mark Materials Not Returned”. However, the process will behave exactly like it does for the HSA, MSA, and MSA Science exams. The only difference is that for this exam, the user will be asked to provide an explanation regarding why each item is not being returned. The explanation will need to be hand-­‐documented on the form that can be generated within the ACCESS Security Scan software. As with other Maryland secure assessments, the materials must be sent to ALL-­‐Shred by way of a secure, traceable delivery method within one (1) day. When using this function during MSA testing, note that the software will check to see if the booklet has been assigned to a student. If it has been previously assigned to a student (which we would deem highly likely), the software will require that you remove the student assignment prior to transferring the secure test booklet to ALL-­‐Shred. The software will also ask you if you would like to reassign the replacement booklet to the student. You should generally follow the onscreen guidance provided by the software. Just be sure that you follow all of the requirements specified in the TACM, including sending the soiled test booklet to ALL-­‐Shred using a “secure, traceable delivery method”. Please note also that for MSA testing, it is not necessary, nor is it possible, to scan the booklet “Out”. The software does that for you and marks the test booklet record with a special designation indicating that it was transferred to ALL-­‐Shred. Show Missing Booklets If you believe you have scanned all test booklets in your possession, and the number of booklets scanned does not equal the total number of booklets shipped, click on the button labeled Show Missing in the lower panel. The software will show you the booklet(s) that have not been scanned into the database. This function may be performed for either Incoming or Outgoing scans. You may print the report (or create a PDF file) to assist you in accounting for the missing booklet(s). Perhaps you had administered some makeup tests and placed the test booklets in your closet. Perhaps you were distracted in the scanning process, and failed to scan a booklet. In any event, it is critical for you to attempt to locate the booklet and scan it into the database as quickly as possible. If the booklet simply cannot be found, notify your school principal and LAC immediately. Wait for further instructions from your LAC. ScanTracks User Guide
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Print Complete If you would like to print a report of the booklets that have been scanned, click on the Print button under Print Complete. This function may also be performed for either Incoming or Outgoing scans. You will be given the option of printing directly to a local or networked printer or creating a PDF export of the report. Check with your LAC to determine whether you are expected to print a report of all scanned booklets. Technically, it is not necessary to do so, because the records showing your date and time stamps are updated on the FileMaker Pro server each time you backup your scanned records to the server. Your LAC will have access to the information in this database, should questions arise in the future. On the other hand, submitting a copy of this report along with your returned materials will substantially strengthen your position, should one or more of your booklets be reported as "unaccounted for" by the vendor. Non-­Scannable Barcode If you attempt to scan a booklet with a damaged barcode, and the barcode simply will not scan, you should report the non-­‐scannable booklet to your LAC. Note that this function should only be used for those limited instances where the barcode reader simply does not chirp when trying to scan a barcode. If the reader chirps and the software issues an alert message, regardless of the nature of the message, then you should not use this function. Barcodes can become damaged for a number of reasons. Students have been known to doodle on the barcodes; the printed barcode might be smudged during the printing process, etc. NOTE: Also, please be extremely careful when invalidating a secure test booklet during MSA testing, in which you are asked to draw a large black diagonal line on the front of the test booklet (see the TACM for further details). If you are not careful following these directions, it is possible that you might damage the security barcode and subsequently cause it to be non-­‐scannable. Just make sure that your diagonal line does not run through the security barcode. Here's what to do: • Try to identify the barcode number as best you can. • Make two photocopies of the non-­‐scannable barcode; not the entire booklet, just the page showing the non-­‐scannable barcode. Keep one copy for your records, and send one copy to your LAC. • Single-­‐click on the mail icon under your school information that says, "Report any barcode that cannot be scanned...". The software will ask you to type the number of the non-­‐scannable barcode. It will then search your records to see if you have the record for the non-­‐scannable item in your local file. If the software finds that record, it will send an email to your LAC using our online email server. • If you find a non-­‐scannable barcode, and you report it to your LAC, your LAC can then enter the non-­‐
scannable barcode information into the system. Later, when you Check For Updates (as described above), the booklet will be marked in your records as non-­‐scannable. So it is extremely important that you notify your LAC if you have a non-­‐scannable barcode. It is not possible to manually type the barcode number into the database as though you were actually scanning the item. The database is configured to accept only barcodes that are scanned into it. Of course, you are expected to return the ScanTracks User Guide
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non-­‐scannable booklet along with your other materials; just make sure you let your LAC know about the problem beforehand. Barcode Scanning User Support Support Ticket Process Support issues should be submitted to the Sidus Group tech support department via the support website at http://msde.sidusgroup.com or by clicking on the Support Team Icon within the ScanTracks software. To submit a ticket: • Choose the Support link. • Enter 2-­‐digit LEA Number. • Enter 4-­‐digit School Number. • Type in your Name. • Type in your Email Address. Support Login Screen ScanTracks User Guide
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You will then be forwarded to the ScanTracks Support form to identify and submit your problem to the ScanTracks support staff. Upon entering a support request, you will receive an automatic notification that will contain a unique incident identifier, your information, and a link to view the status or to update your ticket. Please do not respond to this email. If you would like to update or add information about the technical issue that you are having please do so by clicking on the link that is contained in your email. Troubleshooting and Technical Support All hardware and networking support issues must be directed to your local tech support contact. These include such things as setting your computer's clock properly, installing the FileMaker Pro software, getting the barcode reader to work properly, etc. If you are experiencing difficulty related to the use of this software, submit a support ticket via the support website at http://msde.sidusgroup.com. If your problem is time-­‐sensitive or urgent, call 888-­‐997-­‐4387 option 1. Technical Support is available from 7am-­‐5pm, Monday-­‐Friday; we may also be available for support at other times, although support cannot be guaranteed outside of these hours. Before you call however, please review the Problems and Possible Solutions listed in the following Section to see if there is any easy solution to your problem. ScanTracks User Guide
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Additional Support Resources The support website contains additional training resources and the most up-­‐to-­‐date versions of the User and Reference Guides for the ScanTracks scanning solution On this page you will find the following resources: • ScanTracks UserGuide o Digital Version of the complete most recent user guide • ScanTracks Quick Reference o Condensed user material with only STC functionality • ScanTracks training Video o Full video demonstration of the ScanTracks System • Barcode Scanner Configuration File o Directions to configure barcode scanners for both Mac and PC ScanTracks User Guide
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Problems and Possible Solutions Problem: I get a message saying that someone has renamed the file. Possible Solution: The file must be named “HSA_Security_Scan” or “MSA_Security_Scan” or “Science_Security_Scan” or “ACCESS_Security_Scan” based on the appropriate test administration. If the file happens to have a number appended to the end of the file name, e.g., “HSA_Security_Scan (3)”, you can get the file working properly by removing the appendix. Problem: I get a message saying that someone has set this file to read only. Possible Solution: This is a local “permissions” issue setting on your computer. Ask for local tech support assistance. All of the files listed above must have read and write privileges for the account (user) who will be scanning the booklets. Problem: Something flashes across my screen, but I can't read it. Possible Solution: Click on Stop Scan, then click Scan Incoming or Scan Outgoing. Problem: I get an alert saying something about a network error and the number -­‐5003. Possible Solution: Your network may be down. Open your internet browser (e.g., Internet Explorer, Safari, etc.) and check to see if you can connect to a website outside of your local network. If you can’t connect, try waiting a few minutes, then try again. If the problem persists, contact your local tech support for assistance. The port TCP 5003 must be enabled on your network for outbound packets to the FileMaker server. If you are certain that the port TCP 5003 is open on your network, you may need to reinstall the FileMaker Pro software. If you need assistance with that process, please contact the Sidus Group technical support team for assistance. Problem: I get an alert saying my school record(s) can't be found. Possible Solution: The software can't find your LEA and School Number. Submit a support ticket via the support website at http://msde.sidusgroup.com. Problem: I get a message saying the maximum server users have been exceeded. Possible Solution: The server is configured to reject requests for transactions if the number of connected users exceeds a certain number. Simply wait a few minutes and try again. Problem: I get a message saying my computer's date is wrong...and I lost my checkoff (√) for Verify Date and Time. Possible Solution: Set your computer's date and time properly. Also, check to make sure that your time zone settings are correct, as well as your daylight savings time settings. Ask someone for help if you don't know how to do it. Problem: I'm trying to scan a test booklet, and I hear the barcode reader chirp, but nothing happens. Possible Solution: Your barcode reader may have lost its configuration settings. Try scanning both barcodes on the credit-­‐card sized configuration card that came in the box with your scanner. Scan the barcodes on the side that says, “MAC”, even if you are using a Windows PC. You may also download a PDF file containing the reconfiguration barcodes from the Documentation tab of the Sidus Group website (msde.sidusgroup.com). You'll simply scan the barcodes on the printout. That will reconfigure your scanner. Also check to make sure you don’t have too many USB devices connected to your ScanTracks User Guide
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computer. Do not plug your scanner into a non-­‐powered USB hub; it will probably not provide sufficient power for the scanner to work properly. Problem: I keep getting a message saying, "Can't find a record for this booklet," but I have the booklet in my hand. Possible Solution: This message means the software has searched for the booklet you scanned and cannot find a record for the booklet. Click on “Check for Updates”. If that doesn't work, email tech support and type the barcode number in the body of the email message. You may have been shipped the wrong test booklets. Is the booklet one that was transferred to you by your LAC? If so, your LAC will need to transfer the booklet from his or her central office overage. Problem: I get a message saying the file is corrupt and to use the recover command. Possible Solution: Call the number listed above. There are three disaster recovery procedures built into the software. Problem: I get a message saying there was a problem downloading my records from the previous session. Possible Solution: Call the number listed above. There is a procedure built into the software if your previous download was interrupted. Problem: I get a message saying "Communication with the host was lost and could not be re-­‐
established". Possible Solution: Call the number listed above. Problem: I get a message saying something about duplicate records being deleted. Possible Solution: Double-­‐check your record counts. If they seem to be accurate, you need not take any further action. If your records counts do not appear to be correct, use the support website to submit a ticket at http://msde.sidusgroup.com. Problem: I get a message saying something about INVALID records being deleted. Possible Solution: In the past, the test publishers have occasionally sent invalid records to the Sidus Team. Consequently, the ScanTracks solution has been revised to handle these unexpected errors. Our solution will now correctly identify, delete, and replace any invalid records with the correct records, once these records have been corrected by the test publisher. Problem: I get a message saying, “The length of the barcode you scanned is invalid”. Possible Solution: You may not type a booklet ID into the system. All booklets must be scanned using the barcode reader. Also check to make sure that you are scanning the correct barcode. And finally, make sure you have the scanner centered over the barcode. For some long barcodes, it is possible for the scanner to read only part of the barcode. The software will not recognize a partial scan of the barcode. This alert could also indicate that the barcode scanner is not configured properly. Download the “ScanTracks Barcode Config.pdf” file from the documentation tab of the Sidus Group website and follow the printed instructions. Problem: I get a message saying that I do not have sufficient permissions to create a disaster recovery file. ScanTracks User Guide
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Possible Solution: Please ask your local tech support contact to grant you full write permissions to the FileMaker directory or the directory in which your ScanTracks file is located. Otherwise, you will have no way to recover from a system crash. Problem: I get a message saying that the file was not closed properly during the previous session, and there is now a message displayed on my screen showing a crash count. Possible Solution: Please make sure that you close the ScanTracks file by either clicking on the “Quit” button in the top right corner or selecting “Exit” or “Quit” from the FileMaker Pro menu. Also remember to close your ScanTracks file before you leave for the day. Leaving the file open overnight can cause the FileMaker application to crash. Crashes can cause your data file to become corrupt. If you receive this alert, double-­‐check all of your ship counts, as well as your scan in and scan out counts. If any count is inaccurate, please contact Sidus tech support for assistance. Problem: I get a message saying that “This file failed data integrity checks at startup”. Possible Solution: Most likely, you had an application or system crash in a previous session, and your file has become corrupt. Contact Sidus tech support for asistance. In most cases, we can restore the integrity of your data file, particularly if you have been saving backups regularly. Special Scanning Procedures for Certain Special Schools Procedures for Special Schools: Schools that are planning to participate in the barcode scanning, and that do NOT receive primary shipments of secure materials will need to follow a slightly different procedure from all other schools that receive primary shipments, based on the LEA preprint file. These might include special schools with highly mobile student populations that, nonetheless, need to scan secure materials that are transferred to them by the LACs. 1) The STC should download and install the software as usual. 2) The STC should click on “Get My School Info”. 3) The STC should “Verify Date and Time” and “Test Sound Level”. 4) Instead of clicking on Get Primary Records (since there won’t be any), the STC should hold down the shift key (caps lock off) and click on Check For Updates. Once you see the webpage for the Weather Channel, release the shift key; otherwise, you will be asked for a password, and you will not know the correct password. It is not your user name and password used for ScanTracks. 5) This routine will bypass the requirement of having downloaded primary records and having received the check off before proceeding to Check For Updates. The routine will only need to be performed once, since it will automatically check off the function labeled “Get Primary Records”. Only the types of schools listed above must use this special procedure. The procedure cannot be undone. ScanTracks User Guide
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Daily Tracking Solution
Daily Tracking Overview The ScanTracks© Daily Tracking Solution is a new module embedded within the current MSA
and MSA Science security barcode scanning solution. The software is designed to accomplish
one goal. It allows School Test Coordinators (STCs) to scan student barcodes and booklet barcodes
in order to assign booklets to students and students to test groups. Using this solution by STCs or
other school staff helps schools meet the COMAR (Code of Maryland) requirements regarding the
documentation of Test Examiner logs, as well as the requirement to document the daily distribution
and receipt of secure testing materials. Once the connection has been established between students
and their assigned secure test materials, and the students have been assigned to test groups, reports
may be generated to document those connections.
How It Works We believe you will find the ScanTracks© Daily Tracking Solution to be elegant in its
simplicity. STCs will begin by creating test groups using an automated test group creation
routine, during which they will be asked to enter the last name, the first name, and the room
number for each test examiner in their building. Once the test groups have been created, the
user will simply select the appropriate test examiner from a popup menu and start the
scanning process. The user will first be asked to scan the student barcode that has been
previously applied to the back cover of a secure test booklet. This scan will assign the
student to the test group. Following successful validation of that assignment, the user will
be asked to turn the test booklet over and scan the security barcode located on the front
cover of the test booklet. The successful validation of that second scan completes the
assignment cycle. Beginning with the 2010 administration of MSA Science and continuing
with the 2011 MSA Reading and Math administration, users may also type or scan the Form
Number using the Daily Tracking Solution.
Every effort has been made to implement all validation routines so that they are consistent
with MSDE's Test Administration and Coordination Manual (TACM).
Requirements for Use The same requirements for use of the ScanTracks© Security Barcode Solution (see page 3) also
apply to the use of the Daily Tracking Solution, with one notable exception:
• The minimum screen resolution that is supported is 1024 X 768. This restriction is
required because of the amount of screen real estate needed to display all of the
information that users will need to be able to see.
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Download and Install the ScanTracks Solution Please refer to page 5 of this User’s Guide for directions regarding the downloading and
installation of the ScanTracks Security Barcode Solution. Since the Daily Tracking Solution is
embedded within the current ScanTracks solution, it does not require you to download and
install additional software. From our perspective, the use of this solution is entirely voluntary,
both at the individual school level, and at the local school system level. However, please check
with your Local Accountability Coordinator (LAC) to see whether there are recommendations
or restrictions on the use of this solution within your local school system.
How the Daily Tracking Solution Works As you already know through the use of the ScanTracks Security Barcode Scanning Solution,
the test vendor provides MSDE with a file containing records for each secure item (test books,
large print materials, KurzweilTM CDs, etc.) shipped throughout Maryland. These records
contain a unique serialized item number (security barcode), the LEA number, the school
number, a description of the secure material, and the grade level.
As part of the preprint file submission process, local school systems are also required to
submit student demographic information to the test vendor for the purpose of preparing
preprinted student barcode labels. These student barcode labels are simply serial numbers
that connect a student’s scorable test materials to the student demographic record. The test
vendor has agreed to provided us with files containing those student barcodes, along with
the corresponding student demographic information. Once we have received those files, we
will load them onto our deployment servers, and local users will be able to download their
student records, just like they download their test security records.
Please note that there will be certain limitations to this process. For example, there is
currently no way to delete a student record if the student has transferred out of your school.
Additionally, there is no method for assigning a test booklet to a student in a different grade
level, even if that grade level information was incorrect in the preprint file, or if the
information has subsequently changed since the date of the preprint file submission.
So for now, please be tolerant and understanding of these limitations. Should you be faced
with one of the above-mentioned issues, simply use your best judgement as to the best way
to resolve the situation, or contact your LAC for advice. Also, don’t be afraid to document
the steps you have taken by writing things down (remember that?) and documenting by
hand. You can easily write a student’s name and secure test materials assignments on a
report, or your can also scratch that same name off of any report you may have already
prepared. The purpose of the Daily Tracking Solution is to help you stay focused on the
responsibilities of testing without worrying about the time consuming task of tracking paper
documentation. In the final analysis, we believe this solution will help save you an
incredible amount of time.
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Getting Started Once you have downloaded the MSA Security Scan file, follow the steps for getting your
school information, verifying your date and time, testing your sound level, and getting your
primary records. You must complete all of these steps before you may begin assigning
students to test groups. Please see pages 10 and 11 earlier in this User’s Guide for directions
regarding these steps. Recognizing that many of you would like to begin creating your test
groups for assigning students as soon as possible, the Daily Tracking Solution allows you to
begin that process immediately, even before the student records and the security records are
available. The only requirement is that you “Get My School Info” before beginning the test
creation process.
You will notice that there is a new icon near the top right corner of the window that says,
“Daily Tracking”. Single-click that icon. This will take you to the Daily Tracking home page.
See Figure 1 below.
Figure 1
Create My Test Groups Single-click on the first icon that says, “Create My Test Groups”.
You will be asked to enter the last name, the first name, and the room number (or other
designation) for each of your test groups that will be used during the MSA administration.
When you begin the test group creation process, the software will initially start with a group
identified as “Math Group 001”. See Figure 2 below.
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Figure 2
Please note that the test group designation (i.e., Math Group 001) cannot be changed by the
user. The software needs that designation for its validation and navigation routines.
At this point, simply type the last name of a test examiner who will be administering any
MSA exam at your school. Then tab or click to the first name field and enter the first name of
that examiner. Both of these data elements (at a minimum) are required in order to create a
test group. Note that the room number or other designation is recommended but not
required. This means that the Daily Tracking Solution will not complain if you leave the
room blank. However, you should also be aware that MSDE guidelines may require the
documentation of room location as specified in the TACM.
Click “Create” when you have entered the information for your first math test group.
For purposes of creating test groups, we have assumed that each test examiner at your
school will have at least one math group and at least one reading group. Consequently,
when you click “Create”, the next test group record that will be created will be a reading test
group with the designation “Read Group 001”. Note that the last name, first name, and
room information that you entered for math will be copied to your first reading group. See
Figure 3 below:
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Figure 3
You may accept this examiner assignment for “Read Group 001” by clicking Create, or you
may modify the information that is automatically entered from the previous math record, if
necessary, simply by changing the information in any of the fields. The only requirement of
the actual software is that you must have one math group and one reading group for each
numeric group that you create. So, for example, if your highest math group happens to be
“Math Group 025”, you must also have a corresponding “Read Group 025”, even if you
don’t use that group. The software will not allow you to have an odd number of groups.
Feel free to use whatever notations you may need to use to setup your examiner names in
such a way that they are meaningful to your specific circumstances. For example, if Mary
Poppins will be testing at two different grade levels, such as might occur for accommodated
test groups, you might use “Poppins 7” as the last name for one grade level and “Poppins 8”
for another grade level. The software doesn’t care what you enter for the last name; it only
cares about “Math Group 001”. This will be explained subsequently.
Once you have finished creating your test groups, click the button that says “Done”. You
can always add more groups later, and you can edit your test groups at anytime. To edit any
test group’s information, simply click on the icon labeled “Edit A Test Group” at the Daily
Tracking home page, and follow the prompts. Don’t worry; the software will not let you
make a mistake.
Note that when you click “Done”, you will receive an alert saying “No Record Created”.
This is simply the solution’s attempt to inform you that you did not create an even number
of records. Remember that you must always create a math group and a corresponding
reading group for each numeric group that you create. If you click “Done” before you have
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said “Create” to your corresponding reading group, the math group will also be deleted. See
Figure 4 below:
Figure 4
Get My Primary Student Records Single-click on the icon that says “Get My Primary Student Records”.
You will be taken to a screen that will ask you to confirm that you are connected to the
internet. Simply look for a small Weather Channel window showing the current weather for
your zip code. If you see it, click “Yes”; if not, click “No” and check your network
connections. If you are able to successfully download your student records, you will receive
a successful download alert showing the number of student records assigned to your school
as a result of the preprint file submitted by your central office. Note that the total record
download count will be twice your enrollment count, since each student will have one
record for reading and one record for math. See Figure 5 below:
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Figure 5
If There Are Problems With Your Student Records Please do not contact the Sidus Group or ScanTracks regarding issues with your student
records. We have no control over what is submitted by your central office staff as part of the
preprint process; we simply make those records available for you to scan. Names that are
spelled incorrectly, wrong grade level assignments, etc., are not able to be changed within
the Daily Tracking Solution (with two notable exception to be explained later). We suggest
that you contact either your LAC or your special education director for advice if you notice
errors or discrepancies in your student records. You should not allow errors in the preprint
file or the student records that you download to keep you from following guidelines
established by MSDE or your local policies and procedures. The Daily Tracking Solution is
designed to help you do your work; it is not designed to give you guidance or advice, nor is
it designed to force you into doing something that violates test security.
The Daily Tracking Solution is a utility … a tool to help you get your test groups set up
quickly and efficiently. The electronic information contained in the Daily Tracking Solution
is not intended to be an original source document for any school system, the Maryland State
Department of Education, or the test vendor. It is intended to help School Test Coordinators
meet the COMAR requirements of creating Student Tracking Forms and Test Examiner Logs.
None of the information that you enter into the Daily Tracking Solution will be reported
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anywhere. It doesn’t get reported to Pearson; it doesn’t get reported to MSDE; it doesn’t even
get reported to your central office. However, for users of the Daily Tracking Solution who
work in Montgomery County Public Schools, please note that we provide periodic updates
of the information backed up to our servers to your central office staff in order to help save
you time.
For example, suppose that a student was identified on the preprint file as being in grade 3.
Further suppose that for some administrative reason, the student’s grade assignment was
changed to grade 4 prior to testing. The ScanTracks Daily Tracking Solution will not let you
assign grade 4 materials to the student as part of the scanning process. When we receive
updates to the student records from the test vendor, we will attempt to update these types of
grade-level reassignments as best we can. If the grade level assignment cannot be changed,
under this scenario, you should print out your Daily Tracking Report for the grade 4 test
group in which the student will take the exam, then simply write down the student’s
information on the printed copy of the report. It’s OK to write on these reports!
Assign Students Screen Single-click on the button that says “Assign Students To Test Groups”. This will take you to
the Assign Students screen. See Figure 6 below:
.
Figure 6
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If you have used the ScanTracks Security Barcode Scanning solution in the past, much of
what you see will look familiar to you. There are “Start Scan” and “Stop Scan” buttons right
where they have been in the past. There are “Function” links, a “Status” field, etc. The “Last
Valid Scan” field will display the last name, first name, and middle initial of the last student
assigned to a test group, instead of just a barcode number.
Take a look at the dashboard at the bottom of the window. Note that the frame is divided
between reading and mathematics, just the same as the security scanning software. Further
note however, that each of those panels is also divided into “Students” and “Booklets”.
Under the “Students” columns, there are fields that display the Total student population by
grade level. These counts are based on the preprint file submitted by your central office and
any updated records downloaded during the Check For Updates process. Also under the
Students columns are fields labeled “Assign” and “Waiting”. The former will increment as
you assign students to test materials, while the latter will decrement as you assign students
to test materials. These fields will allow you to monitor the number of students assigned to
test groups as well as the number of student awaiting assignment.
Similarly, under the “Booklets” columns, there are fields that display the booklet Totals, the
booklets “Assigned”, and the booklets in “Reserve”. Again, you should monitor these
columns while you are assigning students to test groups. Should any of your “Reserve”
counts fall below five remaining booklets, the count will turn red as an alert that you might
want to consider acquiring additional materials for testing.
If you are unsure of what a particular screen element is showing you, or what a particular
button is designed to do, simply mouse over the object, and a friendly flyout window will
provide you with an explanation of the object’s function. After you have assigned students
to test groups, you can even mouse over the student’s name to see more student
demographic information, such as date of birth, race, special format materials, etc. You can
also mouse over the booklet ID to see a description of the secure materials and the Form. See
this small flyout:
Assign Students To Test Groups Let the fun begin! Sorry, couldn’t resist.
Remember how this is designed to work. Before you start scanning, you must pick a test
group from the popup menu near the left side of the top frame. The popup will display the
test group designation (e.g., Math Group 001) and last name of the examiners assigned to
each of the groups you created previously. Click on the button that says “Pick Group
Here…”, and pick the first group to which you wish to assign students. Note that the groups
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are sorted by content first (i.e., math followed by read) and then sorted numerically within
each content (i.e., 001 followed by 002, etc.).
Once you have selected your first test group, the examiner’s last name and first name will be
displayed in the field below the popup. Note that the test group will remain empty.
Single-click “Start Scan” in the top right frame. You should hear a small single-click
confirmation; if you don’t, turn your sound level up. A dialog box like the one below will
appear. It is asking you to scan a “Student Barcode” or “Control Barcode” (more about
control barcodes later). So for now, simply pick up a test booklet to which you have
previously applied a student label, turn the booklet over to the back cover where the student
barcode should be located (MSA), and scan the student barcode. For the March, 2013 MSA
administration, student barcodes are easily identified since they begin with “63”. Test
security barcodes begin with “29”. See Figure 7.
Figure 7
Please be aware that student barcodes are not content specific. Thus, you may use reading
and math student barcodes interchangeably, provided of course, that they are correctly
assigned to the identified student. Just remember to keep your barcodes organized.
If the student barcode passes validation routines, a number of things will happen. First, the
student’s last name, first name, and middle initial will display in the first row of the portal
(think class list) on the left side of screen. Second, the next dialog box asking you to scan the
security barcode, will also display the student’s name. See Figure 8.
Figure 8
Also note that the test group and test type below the examiner’s name are now complete.
Since this student was identified on the preprint file as being in grade 6, and since we picked
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a math test group from the popup menu, we know that this is a regular sixth-grade test
group.
So the next step to complete the student assignment is to flip the test booklet over and scan
the Security Barcode located on the front cover. Note that MSA Science barcodes are
reversed. The student barcode is on the front cover, while the security barcode is on the back
cover.
The software was designed so that you would only need to touch a test booklet once (other
than applying the labels, of course). As a matter of fact, the software even checks to see if
you scanned the test booklet “In” using the Security Barcode Scanning solution. If the
solution finds that you haven’t scanned the booklet “In”, the solution scans it “In” for you
and puts the “Scan In” date and time stamps on the booklet record.
Assuming the test booklet scan passes all validation routines, you will hear a double-click
confirmation sound (just like you do in the security barcode scanning module), and the
booklet ID will display in the portal frame to the left of the student’s name. See Figure 9
below:
Figure 9
If you happen to make a mistake and assign a student to the wrong test group, you may
remove the student from the test group in one of two ways. You may click “Stop” in the
dialog box to stop the scanning process and then click on the trash can icon located at the far
right of the line containing the student’s name. Optionally, and even easier, simply rescan
the student barcode for the student you would like to remove. You will be presented with
the following alert. See Figure 10 below:
Figure 10
If you accidently receive this alert, don’t panic. Simply say “Yes”, then rescan the student
barcode and the security barcode to reassign the student to the test group. Remember that
you can always select the default dialog choice (in this case, Yes) by simply scanning any
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barcode. You do not need to put down the barcode reader to pick up the mouse and click
the Yes default button. The only exception to this statement is that you can’t select any print
dialog or page setup dialog defaults by scanning any barcode, since these dialog boxes
contain entry fields. Also, a few alerts having to do with the reassignment special format
materials will require that you select the button that is NOT the default button. More on this
later.
Once you have completed a cycle of assigning a student to a test group and assigning secure
test materials to that student, that test group becomes “locked” for the grade level and
content. If you try to assign reading materials to a student in a math test group, or if you try
to assign a student enrolled in a different grade, the software will complain similar to the
alert shown below:
Figure 11
Suggested Work Flow At this point, you probably have a good sense of how the Daily Tracking solution is
designed to work. In very broad terms, you will create your test groups, assign students to
those test groups, and then assign secure materials to those students.
In order to facilitate your work flow, we suggest that you first establish your test groups
through collaboration with your colleagues. Perhaps you will administer your exams based
on student schedules for reading and math. Maybe you will use your first period reading
groups, etc. Perhaps you will consult with your special populations staff (e.g., ELL staff,
special education staff, etc.) about which students will require accommodated test groups.
Regardless of how you approach this task, we suggest that you apply your preprinted
student labels to the appropriate secure test materials before you begin scanning. Then we
suggest that you stack your secure test materials by test group. After you have applied your
labels, and your materials are organized by test group, it becomes a fairly simple matter to
start the scanning process, pick up a test booklet, scan the student barcode, flip the booklet
over, and then scan the security barcode. Obviously we encourage you to feel free to
approach your work flow in any way that is comfortable to you and your unique
circumstances.
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Special Format Materials Assigning special format materials to students is a bit complex. In order to correctly assign
special format materials to a student requiring those accommodated materials, it is necessary
to scan each item barcode for each of the secure materials in the special format package or
“kit” as they are called.
Start by scanning the student barcode as you would normally. The software will know if the
student requires special format materials. If so, you will receive a special format alert like
the one below. See Figure 14 below:
Figure 14
Begin by scanning the security barcode for any of the secure items in the special format “kit”.
Since you probably have the test booklet in your hand, just flip it over and scan the security
barcode from the front cover. The software will validate that the item you scanned is from
the correct special format kit. It will also check to make sure the item is not assigned to
another student, etc. If the first secure item passes validation, the software will present you
with another alert like the one below:
At this point, simply scan the next security barcode from the same special format kit. The
software will not allow you to assign another item from a different kit; all assigned items
must be from the same kit. So try to keep your kits organized. You might want to consider
keeping them in their original shrink-wrap package.
Continue scanning all of the secure items from the special format kit, in any order you
choose. The software wll know how many items to expect for the various special format kits,
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and once you have scanned all of the expected items, you will hear the familiar “doubleclick” confirmation indicating that all of the items for the special format kit have passed
validation procedures and were assigned to the previously selected student.
It might be helpful for you to know that for the 2013 MSA Reading and Math administration,
Large Print kits and Kurzweil kits will both contain two secure items. Braille kits however,
will contain three secure items.
Once you have correctly assigned special format materials to the student, please make note
of the fact that the “Booklets” count and the “Students” count at the bottom of the assigned
students list on the left will differ. In other words, 1 student may have 2 or more secure
special format materials assigned to him or her. See this small clip below:
If it becomes necessary to make changes to the assignment of special format materials, we
have implemented two new procedures for doing this beginning with the 2013 MSA
administration.
Conceptually speaking, there are two possible scenarios to consider:
1) A student assigned to take a special format exam on the preprint needs to be
administered regular testing materials as a result of an IEP team decision
2) A student previously assigned to take a regular exam needs to be administered
special format materials as a result of an IEP decision.
The ScanTracks Daily Tracking Solution can accommodate either of these scenarios. For
students requiring a reassignment from special format materials to regular testing materials,
simply follow this procedure.
1) Scan the student barcode as you would normally. You will receive a system beep
and alert informing you of the student’s special format status and a message
asking you to scan a barcode for any item from the special format kit.
2) Instead of scanning an item from the special format kit, simply scan a barcode for a
regular test booklet.
3) The software will alert you with the following message:
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4) If you wish to reassign the student from special format materials to regular format
materials, click on the “Yes” button. Note that the default choice is “No” so that
you don’t inadvertently select it.
5) At this point, you will receive a second challenge alert asking you if you are
certain that the student’s educational plan specifies that he or she should be
administered regular format materials. See below:
6) If you are certain of this reassignment, select “Yes” at this dialog box.
For students requiring a reassignment to special format materials from regular testing
materials, simply follow this procedure.
1) Scan the student barcode as you would normally.
2) At the next dialog box, when the software asks you to scan the security barcode,
instead of scanning a regular test material barcode, scan a barcode from the special
format kit, i.e., Braille, Large Print, or Kurzweil.
3) The software will alert you with the following message:
4) If you wish to reassign the student to special format materials from regular format
materials, click on the “Yes” button. Note that the default choice is “No” so that
you don’t inadvertently select it.
5) At this point, you will receive a second challenge alert asking you if you are
certain that the student’s educational plan specifies that he or she should be
administered special format materials. See below:
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6) If you are certain of this reassignment, select “Yes” at this dialog box.
7) You will receive a notice indicating that the reassignment was successful. See
below:
At this point, you will be asked to scan all of the items in the special format kit, even though
you already scanned one item to initiate the reassignment. Simply follow the on-screen
directions for scanning each of the items from the same special format kit.
Yep, it’s that easy!
One or two final notes here regarding the reassignment of special format materials: If you
cancel out of the reassignment routine at any point, you will be alerted to the fact that the
student’s special format status has been set to its original value. See below:
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Let’s say that, for whatever reason, you have a number of special format kits, and you simply
want to use the test booklet from that kit and assign it to a regular student. You don’t want
to technically reassign the student to take the exam using special format materials, you
simply want to use the test booklet. Beginning with the 2013 MSA administration, we added
some functionality that allows school test coordinators to simply use the test booklet from a
special format package and assign that test booklet to regular students.
Begin by scanning the student barcode as usual. Next, scan the test booklet from s special
format kit. The software will recognize that the test booklet is part of a special format kit and
alert asking if you would like to reassign the student to take the exam using special format
materials.
You should next select ‘No’ to this alert. The software will then ask if you simply want to
use the test booklet from this special format kit.
At this dialog box, select “Yes”. The software will then allow you to simply use the test
booklet from the special format kit for regular testing purposes.
The software also will not ask you for the Form number, since we already know the Form
number for these test booklets, and we automatically enter that information for you.
And finally, also note that we use a designation value of “C” for any student whose special
format designation status is changed. So, when you print your student level directory
reports (see Printing Reports below), if you see the letter “C” in a student’s special format
status, it means that the status was changed as a result of performing these above-referenced
routines.
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At this point, it is also appropriate to mention that students who were identified on the
preprint file as taking an exam online will be able to have their exams reassigned to pencil
and paper exams using this solution. When we make your student records available for
downloading, we make all of your student records available for downloading, regardless of
their preprint delivery method (electronic or pencil paper). If a decision is made to change a
student’s method of exam delivery from online to pencil and paper, for whatever legitimate
administrative reason, you should receive student barcode labels from the test publisher for
those students. Of course, this will necessitate making the appropriate changes in Pearson
Access. However, once you receive your student barcode labels, you will be able to assign
them to take the exam using pencil and paper using the Daily Tracking Solution.
Entering Form Designations Beginning with the 2010 MSA Science administration, the ScanTracks solution allows users
to enter Form designations to the Daily Tracking Report in one of two ways.
By turning “On” the function to “Scan Or Type Form Number” (see below), the user will be
prompted to type or scan the Form Number (or Form Letter) during the assignment of
students to test groups. The ScanTracks software will alert you to the possibility of scanning
or typing the form designation twice; it will no longer bug you after two notices. See this
small clip below:
The process would be: 1) Scan student barcode, 2) Scan security barcode, 3) Scan or type
Form. We might refer to this as an “inline” process for entering Form designations.
Please note that valid Form Numbers for reading during the MSA 2013 administration are 1
and 2; valid Form Letters for math are A and B. Valid Form Numbers for MSA Science are 1
through 10.
Valid forms for any given administration may change from year-to-year.
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The user may choose to enter the form designation by typing the form (boring) or scanning
the form. In order to scan the form designation, download the PDF file from the
documentation tab of the Sidus Group website at: http://msde.sidusgroup.com. Look for
the document named, “MSA Control and Form Barcodes”.
Optionally, you may enter the form designation by looping through your student groups
once all students have been assigned to that group. If you prefer this method of entering
form designations, leave the above-referenced function in the “Off” position. Then once you
have finished assigning students to your groups, single-click on the button at the very
bottom of the student list that says, “Add Form Numbers To This Group”. See this tiny clip
below:
This routine will allow you to “loop” or step down through the alphabetical listing of all
students in the selected group and type or scan the form designation. You may use
whichever method you prefer to enter the form designation. As a final option, of course, you
may simply hand write the form designation on your printed copy of the Daily Tracking
report.
Note here please, that special format testing materials for reading will all use Form 1, and
that all special format materials for math will use Form A. The ScanTracks solution will
automatically enter those form designations for you. We thought you would like that.
Check For Updates Beginning with the 2011 MSA Reading and Math administration, the test vendor has
informed us that there will be three opportunities for local school systems to update the
preprinted student information. The dates for those update deadlines are listed in the
TACM. If your local school system takes advantage of the opportunity to update the student
records for your school, newly enrolled students transferring into your school after the first
preprint file submission may be added to your file by simply clicking on “Check For
Updates” within the Daily Tracking Solution, just as you check for updates within the
security scan file module. As we receive those records from the test vendor, we will notify
you via email of their availability for download. Please recognize however, that if you
receive new students at your school following submission of your county’s initial preprint
file, and if your county does not update that file or update the student records through
Pearson Access, we have no way to help you generate those records.
Save Backup Because of the considerable amount of work involved in preparing these daily tracking
reports, we have added the ability to backup your work to our servers. You should
definitely take advantage of this new functionality in the event that you would experience a
problem with your computer. Simply single-click on the third link under “Functions” that
says, “Save Backup”. You will receive the following alert: See Figure 15 below:
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Figure 15
If you select “Yes”, you will be taken to the usual page where you will be asked to confirm
that you are connected to the internet. If you see the Weather Channel window for your zip
code, click “Yes”. If the backup is successful, you will receive an alert advising you of the
number of student assignments that have been backed up to our servers. This backup will
also save your test group records. You will receive a checkoff indicating that the backup was
completed, and you will see a date and time stamp showing your last successful backup. See
this small clip below:
Beginning with the 2012 administration of MSA Science, we began providing information
within the Assign Students screen regarding the number of Backups Waiting and Backups
Complete. See below:
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You should monitor these numbers as you are assigning students to test groups, and to the
extent possible, you should backup regularly. So, how often should you perform a backup
of your student assignments? The question is easily answered by asking another question.
How much work are you willing to lose? If you experience a hard drive failure or your hard
drive gets inadvertently re-imaged by your technology department, you WILL lose
everything. Our suggestion is that you backup your student assignments about once for
every hour or so that you have worked on assigning students. At a minimum, you should
backup at the end of each day that you have worked on assigning students. Make sure that
you allow several minutes for the backup to complete, because you cannot interrupt the
process. If you experience a hard drive failure, we will be able to recover your student
assignments and test groups to the point at which you successfully completed your last
backup. It is also important to note here that the Save Backup function in the Daily Tracking
Solution is not connected to the Save Backup function in the Security Scan section. You must
perform these backups independently.
Printing Reports At some point, obviously, you will want to begin printing reports for use during testing or to
share with other professionals. We’ve spent a considerable amount of time adding reporting
capabilities to the Daily Tracking solution, and we hope these will meet your needs.
We probably don’t need to remind you about this, but we will do so anyway. Many of the
reports that you are able to generate using the Daily Tracking Solution contain confidential
student information. As such, you must treat these reports in precisely the same professional
and ethical manner in which you are expected to treat any other confidential student
information. You should only share these reports with those who have a need to know
relative to their specific assignments of administering, proctoring, or providing student
accommodations. Keep these reports just as secure as you keep your test materials, and for
goodness sake, do not leave these reports lying around for students and others to see.
Part of the reason you are doing all of this work is so that you can meet the requirements of
COMAR regarding “Test Examiner Logs”. Please see the appropriate references in the
TACM for further information (e.g., Section 1: General Information from MSDE). The other
reason you are doing this is to help you maintain test security. The Daily Tracking Report
helps you meet both of these requirements.
To print a Daily Tracking Report for a test group to which you have assigned students and
their corresponding secure assessment materials, single-click on the “Print Current Group”
button. You will need to “Stop Scan” if you haven’t done so already. See this small clip
below:
The Daily Tracking Report lists all students assigned to that particular test group, along with
other important information, such as the test examiner’s name, the content, the grade level,
the security barcode of the items assigned to the student, etc. Note that the fourth student
ScanTracks User Guide
55
listed has two secure items assigned to him. Also note that the Students count and the
Booklets count differ as a result.
MSA/Mod-MSA
05
Daily Tracking Report
School:
0302
Test Group: Read Group 001
Lockerman Middle School
LEA:
Printed: 2/10/2010
Students: 28
Booklets: 29
The School Test Coordinator (STC) uses this sheet to record distribution and collection of secure testing materials to and from the Test
Examiner (TE). Use a separate sheet(s) for each test group. Retain a copy for your files. You may need this information if materials are
reported missing during inventory. *The Security ID barcode number is printed on the Student Test Book cover next to the scannable
barcode lines. When splitting a package of Test / Response Books between classes, be sure to record the correct barcode numbers
for the TE receiving the Books from the split package. Report any missing booklets to your principal and LAC immediately.
Distributed To TE
Day 1
Day 2
(TE Initials)
Test Examiner:
Poppins, Mary
Returned To STC
Day 1
Test Group Type:
MSA Reading 06
Room:
Room 123
Day 2
(STC Initials)
Student Name
Adams, John M
Statewide ID Security ID*
2910325399
6549365800
Form
Description
Reading Grade 6 Form 1-10
Anthony, John T
Asbury, John R
7188764514
9935339238
6549365817
6549365824
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Bacorn, John W
1235794903
6569999206
6569999213
Reading Grade 6 LP Kit
Reading Grade 6 TB Form 1
Bamaca Cruz, Mary S
Barde, John R
Bartin, Mary J
Beaven, Mary M
3446450223
5266790726
2805163726
2954353625
6549365848
6549365855
6549365862
6549365879
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Beverley, Mary L
3501796224
6549365886
Reading Grade 6 Form 1-10
Bishop, Mary L
Blake, Mary D
Blankenbaker, Mary M
1150154649
6442408384
9417722019
6549365893
6549365909
6549365916
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Blann, Mary M
Bolden Jr, John A
Boley, John W
6025430402
1040378928
4746339874
6549365923
6549365930
6549365947
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Borawski, John T
Bounds, John M
Bowdle, Mary R
7214426054
7917047647
2028607411
6549365954
6549365961
6549365978
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Boyles, John A
Brandt, John C
Brooks, John M
Brown, John M
Brown, John L
Burke, Mary M
8021740213
9482067446
7429001504
6842328653
5861844711
4553821108
6549365985
6549365992
6549366005
6549366012
6549366029
6549366036
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Reading Grade 6 Form 1-10
Proctor Name(s):
Examiner’s Signature:
1
Date:
By initialing this form, you are verifying that you have received the indicated quantities of secure MSA/Mod-MSA testing materials.
There is a place on the form to the left of the test examiner’s name for the TE to initial the
form for both Day 1 and Day 2 of testing. This is where the TE acknowledges distribution of
the listed secure materials for each day of testing. Similarly, there is a corresponding place to
the right of the test examiner’s name for the STC to acknowledge the return of the listed
secure materials following completion of each day of testing. We suggest that you do not
treat this exchange of secure materials as a simple formality; rather, it should be regarded as
a “chain of custody” transfer. Each party should be convinced that he or she has received
the materials listed on the form (hint: at least count them in the presence of the other party).
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There is also a place for proctor names to be listed, along with a place for the test examiner’s
signature and date. There is also a place to indicate the names of individuals that provide
accommodations. COMAR requirements currently specify that these Test Examiner Logs
must be kept for 6 years.
Beginning with the 2011 MSA Reading and Math administration, we have added an option
to the printing of the Daily Tracking report. It is now possible to not only print the abovereferenced report, but it is also possible to print a similar but slightly different report
containing checkboxes for use by the TE to indicate students who “Did Not Take Session”
(see below).
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Alert: It is extremely important for you to note that the actual student test booklets also have
a checkbox to indicate that a student is in need of make-up testing. These are located in the
top right corner of the front cover of the test booklet. Therefore, should you decide to use the
above-referenced Daily Tracking report to keep track of students who are in need of makeup testing, you MUST insure that all of your test examiners understand which method you
will use to keep track of students requiring make-up testing. Your failure to insure that all
students requiring make-up testing ultimately receive those make-up sessions could
seriously affect a student’s score. This particular report has been extremely popular during
the first three years of use of the Daily Tracking Solution, and so we have included it as an
option for this year’s administration. However, we wanted you to be aware of a potential
serious pitfall if all of your test examiners do not follow your directions.
Other Reports Available It may not be readily obvious, but each of the fields in the dashboard panel that displays
student counts or booklet counts is able to generate a report simply by single-clicking the
field. If you mouse over any of those fields, you will be able to see a flyout window
explaining what each report will generate. These are the reports you may generate for each
content and grade level by single-clicking the appropriate field in the dashboard panel:
1) A student roster displaying the student barcode, the local student ID, the name,
the grade, the gender, the special format status, and the date of birth.
2) A student assignment report (sorted alphabetically by name) that lists the
student’s name, test group, test examiner, and room number. Very helpful for
front office staff (that’s another reason to include room numbers).
3) A student waiting assignment report, similar to the student roster mentioned in #1
above that shows only those students who have not been assigned to testing
groups. This could be incredibly helpful after testing when folks want to know
who did not take an exam and the reason why.
4) A booklet roster (sorted by booklet ID) showing the security barcode ID, the
package ID, and a description of all secure test materials for which your are
accountable.
5) A booklet assignment report (sorted by booklet ID) showing the security barcode
ID, a description of the secure materials, the student to whom the booklet is
assigned, and the name of the test examiner of the test group to which the student
is assigned.
6) A reserve booklet report that displays a list of the secure materials that have not
been assigned to any students.
7) Beginning with the 2011 MSA administration, there is also a new report that will
print a list of all special format identified students based on your LEA’s preprint
file and/or your reassignment of students to that category. We thought this report
would help STCs identify students requiring specific testing considerations
beyond the regular MSA administration. The button to generate this report is
located on the Daily Tracking home page.
As is true with the Security Barcode scanning solution, you will be given an opportunity to
either print these reports to a local or networked printer, or create PDF files that you can
share with other people. If you create PDF files using this functionality, just remember that
your PDF files will be saved to your “User” Documents directory or folder.
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Search For Students Or Booklets You may search for any student assignment or any booklet assignment at any time by simply
single-clicking on the appropriate magnifying glass button. Remember that student barcode
labels are not content specific, and consequently, you must single-click the magnifying glass
button under reading if you want to search for a student’s reading assignment; single-click
the button under mathematics if you are searching for an assigned math test booklet.
Oh, By The Way! Remember the reference to the control barcodes earlier in this section? Well, we’ve thought a
lot about how people work when they approach an assignment like this. And we started
thinking about all of the times that people need to reach for the mouse on their computer.
Let’s consider a scenario.
You have picked Mrs. Poppin’s “Math Group 001” from the popup menu, you assigned 22
students to her test group, and you assigned 22 test booklets to those same students. Pretty
cool, huh?
But now you need to assign students and materials to Mrs. Poppin’s “Read Group 001”.
Normally you would need to put down the barcode reader, pick up the mouse, click on the
“Stop Scan” button, pick the next group from the popup list, click the “Start Scan” button, put
down the mouse, and pick up the barcode reader to begin assigning students and booklets to the
next group. Makes me tired just thinking about it. Must be a better way. Well, there is.
The ScanTracks Daily Tracking Solution incorporates a unique design feature that allows
you to perform a number of navigational and control actions simply by scanning a barcode.
What if you could change the test group content (i.e., from math to reading or vice versa) for
Mrs. Poppin’s group by simply scanning a barcode? What if you could move from your
reading group 007 to reading group 008 by simply scanning a barcode? What if you forgot a
student and needed to go back to a previous group? And what if you could go to that
previous group by simply scanning a barcode? What if you could print your Daily Tracking
Report by simply scanning a barcode? Search for a student assignment? Find the test group
to which a test booklet has been assigned? Now that would be sweet.
Download the PDF file named “MSA Control and Forms Barcodes” from the Documentation tab
on the Sidus Group website, and you can manage all of the above with one scan of one control
barcode. This is our best attempt to make almost all of the scanning process “hands free” or at
least “mouse free”. So print out these barcodes and keep them close to your computer. You may
perform the following control functions by scanning the appropriate barcode.
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CHANGE CONTENT
Scan this barcode to change the content (from reading to math, or vice versa) of the
group number selected.
FIND BOOKLET
Scan this barcode to search for a booklet in order to determine to which group it is
assigned.
FIND MATH
Scan this barcode to find a student’s assigned math group.
FIND READ
Scan this barcode to find a student’s assigned reading group.
NEXT GROUP
Scan this barcode to change to the next group number for the booklets being assigned.
PREVIOUS GROUP
Scan this barcode to change to the previous group number for the booklets being
assigned.
PRINT GROUP
Scan this barcode to print the Daily Tracking Report for the current group being
assigned.
STOP SCAN
Scan this barcode to stop the scanning process.
We think you will find this functionality to be absolutely amazing. It’s so easy to use, we
don’t even think we need to explain it to you; it just works. You will be pleasantly surprised
at how quickly you can move from one group to the next, scanning student barcodes and test
security barcodes with an invigorating rhythm that will help make at least part of your STC
responsibilities … well, fun.
Let the fun begin :-0
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LAC Only Functions The routines associated with this function are for use only by your LAC (or DAC). To access these routines for LAC use, click on LAC Functions Only. All of the functions performed from the LAC Functions main menu will tend to be slower than functions performed on your local file. You will be working directly on the FileMaker Pro server over the internet. You will be operating on several hundred thousand records stored on the server. Please be patient. ScanTracks User Guide
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Transfer Booklets Click on the Fedex button that says, Transfer Records. Pick the “To” school using the popup menus on the left. Single-­‐click Start Scan. Scan a booklet or package ID. You'll get a double-­‐click confirmation sound when the transfer is complete. The portal window will list all of the booklets you have transferred. The total number transferred will be displayed to the right of the portal window. The transfer count is for this school on this date. If you need to transfer to a different school, click Stop Scan first, pick a different school from the To popup menu, then click Start Scan again. You will be able to print the "Redistribution Form" for either all transfers to date, today's transfers, or the current batch only. If you need to Undo a transfer, you may do so in one of two ways. 1. You may click on the red flag to the far right of the portal window for each transfer record you wish to Undo. 2. Rescan the booklet or package ID and click Yes when asked if you would like to Undo the transfer. Click on Back To LAC to return to the main menu for LAC Functions. Update My Transfers Once you have completed your transfers, single-­‐click on Update My Transfers. This routine will mark the booklets you have previously downloaded to your local file as having been transferred. The counts for these booklets will show as debits (negative values) in the transfer counts on your dashboard. The software finds these transferred records on the server, then updates your local records with the transferred information. However, you will not subsequently be able to undo a transfer if either the STC or the LAC updates the transferred information. So think carefully about how and when you will perform this process. Check a School's Status Each time a school connects to the server to download or upload information, a transaction is initiated on the server that updates summary information for that school. The update will display total records downloaded, total incoming records scanned, total outgoing records scanned, as well as the date and time stamp of the last transaction. Single-­‐click on Check A School's Status to view a particular school’s scanning status. Pick the school from the menu, then click continue. Please note however, that the counts listed are based upon the summary information reported by the client’s local version of the file, and these counts may differ from the counts actually uploaded to the server. This will be particularly true for incoming scans and for local users who have not uploaded all of their outgoing scans to the server. If you would like to see the completed scans or the missing booklets report (not currently scanned), click on the Print Complete or Show Missing button for the appropriate booklet type. ScanTracks User Guide
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Print Summary All Schools If you would like to print a report showing shipped totals and scanned totals for all schools in your school system, click on Print Summary All Schools. Follow the alerts on the screen. Check Reported Missing This function will allow an LAC to search for any materials reported as “unaccounted for” by the vendor after they have been returned following testing. You may type any booklet or package number into the system, and the system will return the scanned status of the specific materials you requested. Simply enter the booklet or package number, click “Check,” and click “Stop” when you are finished. Click on “Print This Report” to print out the results of your research. Mark A Booklet Non-­Scannable This function allows an LAC to mark a booklet as non-­‐scannable. It should only be used if the barcode is smudged, torn, doodled on, etc., and consequently, the barcode reader simply will not read the barcode. If the barcode reader can read the barcode and returns any alert or message, then your STCs should not use this function. Follow the directions on the screen for reporting a non-­‐scannable booklet. Once you have done so, the STC who reported the booklet to you will have his or her records updated (advise him or her to “Check For Updates) to show that the booklet was reported to you as non-­‐
scannable. Thus, he or she will be able to receive a check mark(√) for having scanned the booklet. Please note that STCs are required to send you a copy of the cover page showing the damaged barcode; you should keep these copies for your records. Also note that STCs are obviously required to return the non-­‐scannable secure materials, along with their other materials, following testing. School-­To-­School Transfer Beginning with the May, 2011 HSA administration, LACs will have the capability of initiating school-­‐to-­‐
school electronic transfers of secure materials. Look for the school-­‐to-­‐school transfer icon on the LAC Functions page and single-­‐click it. Doing so will take you to the school-­‐to-­‐school transfer page. These transfers will be performed much like the LAC transfers mentioned previously. Simply select the school “From” which you wish to transfer materials, then select the school “To” which you wish to transfer materials. Click Start Scan. The software will perform a number of validation routines to insure the integrity of these transfers. For example, the software will check to make sure that each secure item belongs to the school from which you are transferring the materials. You may transfer single booklet items or multiple package items by entering the booklet barcode or the package barcode, respectively. Note also that the software will allow you to transfer items by either scanning or typing the barcode. The decision to allow typing of the security barcode was based on the consideration that in some of the larger LEAs, it might not be feasible to actually have the secure materials in-­‐hand in order to effect the transfer. If you have a large number of secure materials that need to be transferred from school-­‐to-­‐school, and you can identify those materials in some meaningful way, feel free to contact the ScanTracks developer for assistance. ScanTracks User Guide
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The printed Redistribution of Materials report for school-­‐to-­‐school transfers will be slightly different from the one printed using the LAC Transfers function. When you effect such school-­‐to-­‐school transfers, it is important that you understand how the record keeping will be managed in each location. Here are the details: 1)
The school “From” which you are transferring the items will have these records marked for deletion on the local file. In order to effect the transfer for the “From” school, the STC will need to click on Check For Updates. That update process will mark the records in the local file with a deletion flag, and simply remove them from their file. The sending STC will receive an alert saying that X number of records were deleted as a result of a school-­‐to-­‐school transfer implemented by the LAC. 2)
The school “To” which you are transferring materials will have those same records on the server marked as additions to the local file. In order to effect the transfer for the “To” school, the receiving STC will also need to click on Check For Updates. That update process will download these records as new additions to the local file. The receiving STC will receive an alert saying that X number of records have been successfully downloaded as a result of a school-­‐to-­‐school transfer implemented by the LAC. Once you have completed a school-­‐to-­‐school transfer, click on the button to return to the LAC Functions page. The software will alert you to remember to notify each STC to click on Check For Updates. Please don’t forget to perform this process; we have no way to push these updates down to the school level. Each school must pull these updates down to his or her local file. Please understand that this process is a chain-­‐of-­‐custody electronic transfer of the unique security records on our servers. Consequently, these school-­‐to-­‐school transfers (just like LAC transfers) cannot be “Undone” without a considerable amount of manual intervention, once either the sending school or the receiving school consummates the electronic transfer by clicking on “Check For Updates”. So we ask that you require your schools to consummate the actual physical transfer of these materials, once you perform these electronic transfers. Note that these routines are currently written with certain limitations. For example, you will not be able to transfer secure materials from a school to your central office; you will be required to select a “From” and a “To” school. Additionally, you will not be able to transfer materials multiple times; so, for example, you won’t be able to transfer materials from School A to School B and then to School C. These transfers cannot be performed ad infinitum. Finally, please make sure you read and follow the guidance from the TACM regarding school-­‐to-­‐school transfers. To help emphasize this point, here is the language from the May, 2011 TACM: “This is to occur only if the LAC has exhausted the additional material received in the initial
shipment and there is insufficient time for delivery from the vendor”. ScanTracks User Guide
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Export All LEA Records Beginning with the January, 2012 HSA administration, LACs now have the capability of exporting all of the security barcode records assigned to their LEA. Clicking on the appropriate button within the LAC functions will search the database for all records for the LAC’s local school system and alert the user regarding the total number of records found. The alert will also ask the user if he or she would like to export those records to a tab-­‐delimited text file. Selecting “Yes” will gather all records for the LEA and export those records to the user’s “My Documents” directory on Windows operating systems and to the user’s “Documents” directory for Mac OS. The file will be named “LEA XX ACCESS Scan Extract.txt”. The following data elements are included in the file: 1)
Booklet ID (unique barcode identifier) 2)
The item description 3)
The 2 byte LEA Code 4)
The 4 byte School Code 5)
The Scan “In” value for the record 6)
The Scan “In” date for the record 7)
The Scan “In” time for the record 8)
The Scan “Out” value for the record 9)
The Scan “Out” date for the record 10)
The Scan “Out” time for the record Users should be able to open these files using any popular database or spreadsheet software. When using Microsoft Excel, simply follow the Import Wizard suggestions for the appropriate field types. Note here that all fields other than the date and time fields should be formatted as text, not general. Appendix A – ScanTracks Dashboard Screen Elements ScanTracks User Guide
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1.
2.
3.
4.
5.
School name and address. Click on the icon to send an email message to your LAC about any booklet that will not scan. Click to submit a support ticket via the support website at http://msde.sidusgroup.com. Shows the booklet type for each category, e.g., biology, government, etc. Shows the number of booklets shipped to you by the vendor for use during the primary week of testing. 6. Shows any makeup materials for week 1 or week 2 that were shipped to you. 7. Shows any materials transferred from your LAC to your school. 8. Shows the total number of booklets shipped for each booklet type. 9. Shows the number of booklets you have scanned “in”. Compare these counts to your packing lists and redistribution forms (if applicable). 10. Shows the number of booklets you have scanned “out” for return shipment. Your scanned out totals should equal your shipped totals. 11. You will receive a checkoff when your scanned out totals equal your shipped totals. 12. Click on the print button for any booklet type to print a report showing those booklets that have been scanned in or scanned out. 13. Click on the find button to print a report showing any unscanned booklets for incoming or outgoing scans. 14. Shows the column totals for each category. 15. Shows the status of the scanning function. • Stopped means the program is not ready to accept barcodes. • Scan Incoming means the program is ready to accept barcodes for incoming scans. • Scan Outgoing means the program is ready to accept barcodes for outgoing scans. 16. Shows the barcode ID of the last booklet or package that was successfully scanned. ScanTracks User Guide
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17. Shows the number of booklets scanned since the file was opened. Closing and opening the file resets the count to zero. 18. The barcode you are currently scanning will be entered into this field. You will probably not see the barcode ID because it will be processed very quickly. 19. Shows whether the confirmation sound following each scan is on or off. You may turn it off by clicking on the icon. You should generally leave the confirmation sound on. 20. Click the link to begin incoming scanning of your secure materials. You may scan your booklets to verify receipt of materials from the vendor or your LAC (transfers) as soon as you receive them. Check with your LAC to see whether this is optional or required in your school system. 21. Click the link to begin outgoing scanning of your secure materials. You may scan your outgoing booklets on or after the first date of testing for each content area. Make sure that you place the booklets into the box for return shipment as soon as you have completed scanning each booklet type. 22. Click this link to stop the scanning process. If you click on any other link or click anywhere else on the screen, the software will automatically stop scanning. 23. Click on this link to get your school information the first time you use the file. Once you have verified that the information is correct, a checkoff will be placed to the left of this link. 24. Click on this link to check the date and time of your computer’s internal clock. If it is not accurate within a few minutes, please set the clock to the correct date and time. 25. Click on this link to test the sound level of your computer’s audio settings. You must be able to hear any system alerts from the software. You will be required to check the sound level every time you close and open the file. 26. Click this link to download your primary week records from the server. These records will generally be available on the first date of materials delivery specified in the Test Administration and Coordination Manual (TACM) published by MSDE. You will probably also receive an email message indicating that the records are available for download. ScanTracks User Guide
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27. Click on this link to check for any additional records after you have downloaded your primary week records. This function will check for “add-­‐on” orders, week 1 and week 2 makeup materials, and transfers from your LAC. 28. Click on this link to send your completed outgoing date and time stamps to the server. You will be prompted automatically and advised to perform this function after you have completed scanning each content area. It will save you time later. If you decline the offer, you may perform this function at any time by clicking the link. 29. Click this link to send an email summary of incoming or outgoing scans to your LAC. The software will automatically ask you to do so after you have completed scanning all booklets. 30. This link is for use by LACs only. 31. This field displays the total count of all secure materials uploaded to the server. Your task is not complete until this number matches the Scan Out Totals under Item 10. 32. This button will export all of your records to a Microsoft Excel file. 33. This button will turn the Tool Tips On or Off. 34. This field displays the host name and IP address of the server to which you are connecting. This information will be helpful to the tech support team, should you require technical assistance. ScanTracks User Guide
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Appendix B Detailed FileMaker Pro Installation – Windows (for tech staff reference only) Before you begin the installation process, exit other open programs and save your work. Installation notes Before you install FileMaker Pro, review the following notes: • To install FileMaker Pro, you must have Administrator privileges. • If your computer is running virus protection software, turn it off prior to installing FileMaker Pro, and then turn it back on afterwards. • When you are installing FileMaker Pro, you will see the License Agreement panel. Read the Software License Agreement. If you accept the terms of the license agreement, click I accept..., then click Next. • By default, FileMaker Pro will be installed in this folder: C:/Program Files/FileMaker/FileMaker Pro 10 During installation, you can choose another drive or another folder. • By default, FileMaker Pro Advanced will be installed in this folder: C:/Program Files/FileMaker/FileMaker Pro 10 Advanced During installation, you can choose another drive or another folder. • During installation, you can choose whether to install all program features (Complete), or to install only selected portions of the program (Custom). For example, you may choose not to install certain features in order to save disk space. • At the start of installation, you choose a language version for the FileMaker Pro application. The default selection matches your operating system language. A Complete install will install only the language version you choose. You can install additional language versions by choosing Custom install, then selecting other language packs from the list of supported languages. • Prior to an upgrade installation or software update, FileMaker software scans all hard drives and volumes connected to your system, searching for previous versions. This scan may take several minutes if you have multiple drives or volumes. ScanTracks User Guide
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Installing FileMaker Pro You must use the installation program to install FileMaker Pro—you can’t install FileMaker Pro by dragging files to your hard disk. If you want to create an install log file that lists the registry entries and path of all installed files, you must install FileMaker Pro from the command line. See “Installing FileMaker Pro from the command line” on page 15. To install FileMaker Pro on your hard disk: 1. Insert the CD into your CD or DVD drive, and open the FileMaker CD window. (If you paid for your software online, navigate to the Install icon.) 2. Click the Install icon. 3. The FileMaker Pro InstallShield Wizard appears. 4. Install FileMaker Pro by following the on-­‐screen instructions. 5. When the installation is complete, click Finish. When installation completes, you see the Product Registration panel. Installing FileMaker Pro from the command line Note: this is recommended only for advanced users To install FileMaker Pro from the command line and create an installation log file: 1. Insert the CD into your CD or DVD drive. (If you paid for your software online, skip this step.) 2. Open a command window. 3. In the command window, type 4. E:\Files\setup.exe /v“/Lr C:\FMP9InstallLog.txt” 5. where E: is the CD or DVD drive. If your CD or DVD drive uses a different drive letter, type that letter instead of E. 6. Follow the on-­‐screen instructions. 7. The FMP9InstallLog.txt file will be located in the root directory of your hard disk. You can view it with WordPad or a word processing program. Note If your CD or DVD drive is not located at drive E, then substitute the correct letter for your drive. Where files are stored on your hard disk The FileMaker Pro installer copies files to several folders on your hard disk, depending on the installation options you choose and your operating system. If you performed a command line installation and specified an install log file, you can view the install log file, which lists the location of each installed file. Uninstalling, modifying, or repairing FileMaker Pro You can use the Windows XP Add or Remove Programs control panel, or Windows Vista Programs and Features control panel, to uninstall FileMaker Pro, replace missing or corrupt files, or to change which features are installed. For more information, refer to Windows Help. Note Uninstalling doesn’t delete files that you’ve created, as long as they are named differently than the sample and template (Starter Solution) files that are installed with FileMaker Pro. ScanTracks User Guide
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Appendix C Detailed FileMaker Pro Installation – Mac OS (for tech staff reference only) Before you begin the installation process, quit other open programs and save your work. Installation notes Before you install FileMaker Pro, review the following notes: • If your computer is running virus protection software, turn it off prior to installing FileMaker Pro, and then turn it back on afterwards. • When you are installing FileMaker Pro, you will see the License Agreement panel. Read the Software License Agreement. If you accept the terms of the license agreement, click Accept. • During installation, you can choose whether to install all the program files (an Easy Install), or to install portions of the program (a Custom Install). For example, you may choose not to install certain features in order to save disk space. • An Easy Install installs FileMaker Pro in the language matching your operating system. You can install additional language versions by choosing Custom install, then selecting other language packs from the list of supported languages. • Prior to an upgrade installation or software update, FileMaker software scans all hard drives and volumes connected to your system searching for previous versions. This scan may take several minutes if you have multiple drives or volumes. Installing FileMaker Pro You must use the installation program to install FileMaker Pro—you can’t install FileMaker Pro by dragging files to your hard disk. To install FileMaker Pro on your hard disk: 1. Insert the CD into your CD or DVD drive, and open the FileMaker CD window. (If you paid for your software online, skip this step.) 2. Locate and double-­‐click the FileMaker Pro 10 installer icon. 3. When prompted, type your Mac OS administrator user name and password. 4. Install FileMaker Pro by following the on-­‐screen instructions. 5. Click Quit to leave the Installer. When installation completes, you see a Product Registration dialog box. Where files are stored on your hard disk The FileMaker Pro installer copies files to several folders on your hard disk, depending on the ScanTracks User Guide
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installation options you choose and your operating system. When installation is complete, you can view the Installer Log File in the FileMaker Pro 10 folder. The log file lists the location of each installed file. You can view it with TextEdit or a word processing program. ScanTracks User Guide
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Appendix D MSDE STC Contact Database Instructions – For LAC use only Sidus Group has deployed an easy-­‐to-­‐use contact database for Local Accountability Coordinators to organize the STC info that the ScanTracks program will use to track record information. To use the system, in your web browser, go to http://msde.sidusgroup.com and click on the following link located at the bottom of the page: Login to Contact Database
How to use the contact management system 1. Login a. Enter your LEA Code b. Enter “XXXX” for School Code. c. Enter the password you were provided. 2.Click the “Add New” link – marked with a red circle in the image below. 3. Enter the following info for the person you would like to add in the text boxes shown: a. School Name b. First Name c. Last Name d. Email Address e. Phone ScanTracks User Guide
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4. Click the Submit button to the right of the text boxes when you are finished. Submit button marked with a red circle in the image below. To edit the contact for a specific school, click on the Pencil icon. To delete an entry, click the Trash Can icon. ScanTracks User Guide
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Export Contact Database The STC contact management system also provides functionality that allows LACs to export their contacts into a variety of formats. To export the database in Microsoft Excel format, click the Excel icon. To export the database in Adobe PDF format, click the PDF icon. ScanTracks User Guide
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