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Data Management Manual 2019-2020 Rev: 08/03/2019 1 of 132
[email protected] Service Desk Support 1-855-277-9751
DATA MANAGEMENT
MANUAL 2019-2020
ELA, MATH, AND SCIENCE
Publication Date: 08/01/2019
All screenshots, data dictionaries, and templates shown or referred to in this manual are
accurate on the publication date noted above.
When this manual is updated, the Revision Date will also be updated. A summary of
changes is included in the Appendix under Document History.
D Y N A M I C L E A R N I N G M A P S ® C O N S O R T I U M
C O P Y R I G H T © 2 0 1 9
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FINDING HELP
When the information in this manual and resources from your state Dynamic Learning
Maps® (DLM®) webpage do not lead to solutions, these contacts can provide additional
support.
HINT: Print this page and keep it handy!
For these topics: Contact:
Kite® Student Portal installation
General computer support
Internet availability
Display resolution
Issues with sound, headphones, speakers, etc.
Local technology
representative
How to use the Kite Student Portal and the Kite
Educator Portal
Training requirements
Assessment questions
Assessment scheduling
Local assessment coordinator
Data issues (rosters, enrollment, etc.)
The DLM Service Desk*
1-855-277-9751 (toll-free) or
Test invalidation requirements
Student IEP requirements
Test window dates, extensions, requirements, etc.
Test resets (may take up to 72 hours)
State Education Agency
*When contacting the DLM Service Desk:
Do not send any Personally Identifiable Information (PII) for a student via email.
This is a federal violation of the Family Education Rights and Privacy Act (FERPA).
PII includes information such as a student’s name or state identification number.
Each state has unique PII requirements. Please check with your assessment
coordinator to find out what student information can be legally emailed in your
state.
Do send
o your contact information (email address and name)
o the state and district in which your school is located
o error messages, including the testlet number if applicable to the problem
o the Service Desk ticket number when following up on a previously
submitted issue
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DATA MANAGEMENT MANUAL
2019-2020
CONTENTS
Audience and Purpose ............................................................................................................ 5
What’s New in This Version ................................................................................................. 5
INTRODUCTION ............................................................................................................ 6
About the Dynamic Learning Maps® Alternate Assessment System ............................ 6
About Kite Student Portal and Educator Portal ................................................................. 6
Access Additional Resources ................................................................................................. 7
CHECKLIST TO MANAGE DATA ................................................................................ 8
STATE ORGANIZATIONS AND AUTHORITY ....................................................... 11
The State Organizational Table .......................................................................................... 11
Provide Updated State Data to the DLM Alternate Assessment Consortium ..........................11
State-Level User Accounts ................................................................................................... 12
EDUCATOR PORTAL PROCEDURES FOR DATA MANAGERS ....................... 13
Overview ................................................................................................................................. 13
Required Software ................................................................................................................. 14 Supported Browsers ..........................................................................................................................14 Spreadsheet-Editing Software ..........................................................................................................15 PDF Viewer .........................................................................................................................................16
Manage User Data ................................................................................................................. 16 Overview .............................................................................................................................................16 User Roles ...........................................................................................................................................17 Create a User File ...............................................................................................................................28 Upload a User File .............................................................................................................................37 Add a User Manually ........................................................................................................................40 Assign a User Role or Organization ................................................................................................44 Merge Multiple Accounts .................................................................................................................49 Resend the Kite Activation Email Message ....................................................................................50 Activate or Deactivate a User ...........................................................................................................53 View User Extract ..............................................................................................................................56 View Training Status Extract ............................................................................................................57
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Manage Enrollment Data ..................................................................................................... 58
Enrollment Field Validations ...........................................................................................................58 Create an Enrollment File .................................................................................................................59 Upload an Enrollment File ...............................................................................................................71 Change Enrollment Data Previously Uploaded ............................................................................74 Add a Student Record Manually .....................................................................................................74 Edit a Student Record Manually ......................................................................................................83 Find a Student ....................................................................................................................................87 Messages in Educator Portal ............................................................................................................88 Remove a Student from Educator Portal ........................................................................................88 Remove Multiple Students at One Time from Educator Portal ..................................................93 Upload a TEC (Test, Exit, and Clear) File .......................................................................................98 View Current Enrollment Extract ..................................................................................................100
Ensure Manage Student Moves and Transfers .............................................................. 101
Transfer a Student Manually ..........................................................................................................102 Transfer Multiple Students Using CSV Upload Templates .......................................................107
Manage Roster Data ............................................................................................................ 109
Create a Roster File ..........................................................................................................................109 Load a Roster File ............................................................................................................................114 Change Roster Data or Remove a Roster ......................................................................................117 Create a Roster Manually ...............................................................................................................120 View Roster Extract .........................................................................................................................122
Manage Data Verification and Revisions ....................................................................... 123 Why Data Verification and Revision are Important ...................................................................123 When to Conduct Data Verification and Revisions ....................................................................123 Data Manager Actions .....................................................................................................................124 Use the Data Extracts for Data Cleanup .......................................................................................126 The Educator Portal User Guide ....................................................................................................126 Where to Find Help .........................................................................................................................126
Troubleshooting .................................................................................................................. 127 Common View Access Issues .........................................................................................................127 Common Data Upload Issues ........................................................................................................127 System Error Messages ...................................................................................................................127 Service Desk Assistance Required .................................................................................................129
Reports and Data Extracts .................................................................................................. 129
GLOSSARY ................................................................................................................... 130
STATE APPENDIX ...................................................................................................... 132
Document History ............................................................................................................... 132
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AUDIENCE AND PURPOSE
The DATA MANAGEMENT MANUAL for the Dynamic Learning Maps® (DLM®) alternate
assessment provides data managers with information about gathering, editing, and
uploading user, enrollment, and roster data in Educator Portal. Data managers primarily
maintain educator, student, and roster data.
WHAT’S NEW IN THIS VERSION
Information about these topics has been added or enhanced in this version.
Topic
Starting
Page
Updates to section Manage Enrollment Data 58
Updates to Student Upload Definitions table 77
Update to Remove a Student from Educator Portal 88
Updates to Glossary 130
To learn about updates to test administration resources such as this manual, subscribe to
Test Updates on the DLM website (https://dynamiclearningmaps.org/test-updates).
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INTRODUCTION
ABOUT THE DYNAMIC LEARNING MAPS® ALTERNATE ASSESSMENT
SYSTEM
The Dynamic Learning Maps (DLM®) Alternate Assessment System assesses what
students with the most significant cognitive disabilities know and can do in DLM
assessed subject areas in grades 3–8 and high school. The department of education in
each state determines which subjects and grades are assessed. The DLM system
provides accessibility by design and is guided by the core beliefs that all students are to
have access to challenging, grade-level content, and test administrators must adhere to
the highest levels of integrity in providing instruction, and in administering assessments
based on this challenging content.
ABOUT KITE STUDENT PORTAL AND EDUCATOR PORTAL
Kite® Student Portal was designed to deliver the next generation of large-scale
assessments and was tailored to meet the needs of students with the most significant
cognitive disabilities. Educators and students use two of the four applications in Student
Portal. Students and educators each see a different part.
Students have accounts in Kite Student Portal.
Assessments are delivered to students through the use of a customized
secure interface called Kite Student Portal. Users can access Student
Portal via https://dynamiclearningmaps.org/kite, where directions for
downloading Student Portal are available for various device types.
Once launched, Student Portal prevents students from accessing
websites or other applications during testing. Practice activities and
released testlets are also available using demo student accounts
through Student Portal. Educators and staff do not have accounts in Kite
Student Portal.
Staff and educators have accounts in Kite Educator Portal.
Educator Portal is the administrative application in which staff and
educators manage student data and retrieve reports. Users can access
Educator Portal via https://educator.kiteaai.org. For information on
working within Educator Portal, see the Educator Portal sections of
this manual and the EDUCATOR PORTAL USER GUIDE on the DLM
website (dynamiclearningmaps.org).
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ACCESS ADDITIONAL RESOURCES
Additional resources for managing data and administering testlets are available on the
DLM website. Resources are provided by the DLM Alternate Assessment Consortium,
and state-specific resources may also be available.
To access resources for your state and role, follow these steps:
1. Go to the DLM website http://dynamiclearningmaps.org.
2. Hover over the States tab to reveal a list of states.
Select your state.
HINT: Bookmark the page or save it to your favorites for quick access later.
Standard resources available across all states that support data management include
DATA MANAGEMENT
MANUAL (PDF)
Supports data managers in gathering, editing, and
uploading user (test administrator/staff), enrollment
(student), and roster (assigning students to test
administrators) data via Educator Portal.
EDUCATOR PORTAL USER
GUIDE (PDF)
Supports test administrators in navigating Educator
Portal to access assessment information, including
student data and reports.
Educator Portal Help
Feature
The Help button has frequently asked questions and
answers for various Educator Portal tasks.
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CHECKLIST TO MANAGE DATA
HINT: Print these pages and keep them handy!
The key duties of the local data manager are to gather, verify, and upload educator
(teacher, test administrator, examiner), student, and roster data into Educator Portal and
to update records as needed. A brief summary of key responsibilities and steps is
summarized in the table below. A more detailed description of roles in Educator Portal
can be found in User Roles beginning on page 17 of this manual.
Data managers are to work with the assessment coordinator to align any state-provided
calendar on their state’s DLM® webpage and to determine due dates to meet their
district assessment schedule.
Step
1. Read this DATA MANAGEMENT MANUAL.
2. Use the resources on the state’s page to become familiar with the DLM
alternate assessments and the procedures to prepare the district’s data. See
Access Additional Resources on page 7 of this manual.
3. Log in to Educator Portal and complete the security agreement. The security
agreement must be accepted each year. See the Educator Portal User Guide for
the procedure.
4. Review the district’s information inside the State Organizational Table.xls
located on the state’s DLM webpage. Alert the State Education Agency (SEA)
representative about new or changed schools in the district or of any other
corrections needed. Include new or closed charter schools, a new or closed
building in the district, a name change of an existing school, and any edits to
the name of a district or building that are needed.
5. Collect educator, student, and roster data. Use the instructions in this manual
and the templates to prepare user, enrollment, and roster files. Comma-
separated values (CSV) templates are available on the state’s DLM webpage
for states that allow district uploads. Templates must always be saved as a
CSV file. Some state agency staff upload all files. Check with the assessment
coordinator before completing any uploads.
CHECKLIST TO MANAGE DATA
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Step
6. Verify data for accuracy.
7. Review and confirm user data from the previous year. Deactivate accounts for
users who are no longer active in the district for the DLM alternate
assessment. Users are not to have multiple email addresses in Educator Portal.
Typically, one user account can manage multiple tasks in a district. If a single
user with a Teacher role has multiple accounts with different email addresses,
contact the DLM Service Desk to consolidate the accounts in Educator Portal
and in Moodle. A teacher may serve multiple schools or districts but still have
only one account in Educator Portal with only one email address as the user
login in Educator Portal.
8. Send a test email message to users to verify the accuracy of email addresses.
9. Confirm that students and educators are linked to correct schools in the User
Upload and Enrollment Upload Templates.
10. Confirm students are linked to the correct test administrator in the Roster
Upload Template.
11. Manually update existing users or upload new users to Educator Portal, using
either the User template file upload or the user interface. All fields of a user
account may be edited to ensure the account is current.
12. Assign a role or roles to each user as needed. See Assign a User Role or
Organization on page 44 of this manual.
13. Upload Enrollment File template or enroll students using the user interface.
14. Upload Roster File template or add rosters using the user interface.
15. Notify the assessment coordinator and educators when data uploads are
complete.
16. Manage student moves as needed. See Manage Student Moves and Transfers
on page 101 of this manual.
CHECKLIST TO MANAGE DATA
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Step
17. Manage data verification and revisions (changes to user, enrollment, and
roster data) promptly and in alignment with any state-provided calendar on
the state’s DLM webpage. See the EDUCATOR PORTAL USER GUIDE for
information about reports and data extracts.
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STATE ORGANIZATIONS AND AUTHORITY
NOTE: The state provides data to set up an organizational file before the district
data manager can begin work the first time in preparation for the assessment
window.
THE STATE ORGANIZATIONAL TABLE
This section describes the duties of the State Education Agency (SEA) representative
who has the State Assessment Administrator role in Educator Portal.
The DLM® Alternate Assessment Consortium states organize educational units in a
variety of structures. Some states organize districts into regions; other states define the
smallest unit as a school or a building. The Kite system defines the smallest unit in a
district as a school, and the system has been designed to accommodate many
centralized, distributed, and decentralized organizational structures.
Before uploading users in a state into Educator Portal the first time, the SEA must
provide the DLM Alternate Assessment Consortium with a current state organizational
table.
HINT: Each state’s organizational table is located on the DLM state webpage
under the Template tab. If unable to locate the state’s organization
table, check with the State Assessment Administrator.
Follow the structure in the state’s organization table closely because data in the user,
enrollment, and roster files will not load unless the organization information exactly
matches information in the state organizational table.
PROVIDE UPDATED STATE DATA TO THE DLM ALTERNATE ASSESSMENT CONSORTIUM
States are responsible for annually updating their state organizational table in mid to
late July. The SEA will use the state organizational data templates found on the secure
side of the DLM website. When completed, the templates are to be emailed to DLM-
[email protected] for the update to take place. The organizational tables in the Kite
system must be updated before any other uploads are attempted. After receiving
confirmation that the table is updated, state and district data managers can then begin
uploading User, Student, or Roster Template Files, or edits in the user interface. Best
practice is to do the primary organizational table update in the summer, although
updates can be made any time throughout the year as needed.
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STATE-LEVEL USER ACCOUNTS
Each state must define its own distribution of authority and responsibility for tasks
associated with the DLM alternate assessment. For example, a state may retain all
authority and responsibility for assessment coordination and data management or
distribute parts of that authority to assessment coordinators and data managers at the
regional, district, or school level.1
After defining the state organizational table in Educator Portal, the State Assessment
Administrator (SAA) must also provide a user file with data for any additional state-
level staff who need SAA access. DLM staff will load this information and set the roles
and permissions. DLM staff will use Educator Portal to set up the highest level user
account at the state level (i.e., the SAA). The SAA can then set up user accounts at the
next level, such as new District Test Coordinators. States that wish to use a completely
centralized model do not need to set up additional user accounts other than test
administrators.
1Regardless of the organizational structure, this manual refers to assessment
coordinators and data managers outside the SEA as local.
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EDUCATOR PORTAL PROCEDURES
FOR DATA MANAGERS
This section outlines the step-by-step procedures a data manager will use in Educator
Portal.
HINT: Always use the most recent edition of the DATA MANAGEMENT
MANUAL.
OVERVIEW
Several procedures are necessary to successfully upload the required data to Educator
Portal. To understand the complete process, review the entire series of procedures and
the required and optional steps before beginning the process.
EP is the administrative application in which staff and educators manage student data
and retrieve reports. Educator Portal operates with related tables of data. Upload files in
the following order so that records and relationships are correctly linked:
1. The user file creates user accounts for state and district users. Users remain in
Educator Portal from year to year and their information is not to be uploaded again.
If necessary, edits can be performed in the user interface in Educator Portal (e.g.,
email or last name change).
2. The enrollment file creates student records in Educator Portal, allowing student
access to Kite Student Portal.
3. The roster file groups students by subject rosters and links students to their test
administrators by the educator identifier so the test administrator can access their
students’ information in Educator Portal.
The following are key fields that link these tables:
District and School Identifiers (state organizational table)
Educator_Identifier (links a test administrator to a roster of students)2
State_Student_Identifier (uniquely identifies a student)
User Email (also the educator username for Educator Portal)
2The Educator Identifier is required for users with the role of Teacher.
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HINT: Some fields are included in more than one file. The data in these fields
must match across files, especially when the same data applies to
multiple records (e.g., Attendance_School_Program_Identifier in the
enrollment file will apply to many students and must match the
organization value in the user file). Copy and paste identical data to
avoid typographical errors.
When uploading data in batches (e.g., by district or school), Educator Portal requires the
use of one of three comma-separated value (CSV) data upload templates: User Upload
Template, Enrollment Upload Template, and Roster Upload Template. An additional file
is available to exit batches of students called the Test, Exit, and Clear (TEC) Upload
Template. All files must be saved and uploaded as CSV files. Working in small batches
makes finding and fixing data-upload issues easier.
HINT: For states that allow uploads by district data management, the
templates are available on the state DLM web pages on the Template
drop-down menu. The templates are also available in Educator Portal.
Each of the following sections provides a summary of the steps for uploading the CSV
files. Also provided are the field names and definitions for each field in these files. These
field definition tables include a list of fields in the same order in which they appear in
the CSV upload template.
REQUIRED SOFTWARE
SUPPORTED BROWSERS
See the Kite Requirements webpage to choose a supported browser that will work well
with Educator Portal. For more information on browsers and technology in a district, see
the TECHNOLOGY SPECIFICATIONS MANUAL or consult the district technology personnel.
To access the Kite Requirements webpage, follow these steps:
1. Go to www.dynamiclearningmaps.org.
2. Click KITE® SUITE.
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3. Click Requirements.
4. Look for the information on Kite Student Portal installation under Instructions.
SPREADSHEET-EDITING SOFTWARE
Data managers will need access to Microsoft® Excel or other spreadsheet-editing
software to manipulate the DLM templates for CSV uploads.
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PDF VIEWER
Educators and test administrators will need Adobe Acrobat Reader DC
(https://get.adobe.com/reader/) or other software that allows them to view and print
PDFs from Educator Portal.
MANAGE USER DATA
OVERVIEW
Use the User template upload file to create unique user accounts in Educator Portal that
have permissions to access specific student data within the assigned school or district.
Users include teachers, test administrators (examiners, proctors), data managers, and
assessment coordinators. Typically, technology personnel do not need Educator Portal
access, but they may have an account if they serve as backup for a role that requires
access.
Creating a new user account is a multistep process in which a data manager uploads a
user’s information through a User template upload file. If users require a different role
or additional roles, assign those using the Assign a User Role or Organization procedure
on page 44 of this manual.
To activate a user account, the user completes steps from the system-generated
activation email message. The flowchart below shows an overview of the steps required
to upload and activate a user account in Educator Portal. Data management activities
include adding additional roles, or changing a user’s role, and resending the account
activation message.
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USER ROLES
Role in Educator
Portal Description
State Assessment
Administrator (SAA)
This role is only for staff at the State Education Agency
(SEA) and assignment of this role is an SEA decision.
Educators with this role have the highest level of permissions
in the state and can perform most data management and
instructional oversight functions in Educator Portal for any
district within their state.
The SAA role
has access to all reports and extracts and can create all
roles except a parallel role of another SAA
can edit in Educator Portal the organization name only
can transfer students between districts within their state
can edit and save the Personal Needs and Preferences
(PNP) Profile
can only view the First Contact survey
determines and assigns the role of District Test
Coordinator for each district
Who Assigns the
SAA Role in Educator
Portal?
A Service Desk agent assigns the role of SAA based on SEA
communication.
District Test
Coordinator (DTC)
Educators with this role have the highest level of permissions
in the district and can perform most data management and
instructional oversight functions in Educator Portal for their
district.
The DTC role
has access to all district reports and extracts
can edit and submit the First Contact survey
can edit and save the PNP Profile for test administrators
in the district
can add users to all available roles at the district and
building levels except the parallel role of District Test
Coordinator
Who Assigns the
DTC Role in
Educator Portal?
Only an SAA can assign a DTC user or authorize in writing
to the DLM Service Desk agent to assign the DTC role.
Each state prescribes who fulfills this user role.
This role can be a good match for assessment coordinators,
district data managers, or assistant district administrators.
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Role in Educator
Portal Description
District
Superintendent
(SUP)
An educator with this role has permission to perform most
data management functions.
The SUP role
can view all district reports and extracts
can only view PNP Profile
can only view the First Contact survey
can assign roles at the building level only
Who Assigns the SUP
Role in Educator
Portal?
The SAA or DTC can assign this role. This role is typically
limited to the district superintendent. Assigning this role is
a district decision unless contrary to SEA guidance.
District User (DUS)
An educator with this role has permissions to perform most
of the same data management functions as a DTC.
The DUS role
can view most district reports and extracts
cannot access Individual Student Score Reports, unless
the state has given specific permission to this role
can edit and save the PNP Profile
can only view First Contact survey
can assign roles at the building level only
Who Assigns the
DUS Role in
Educator Portal?
The SAA or DTC can assign this role. Assigning this role is
a district decision unless contrary to SEA guidance.
This role can be a good match for district data managers,
assessment coordinators, district administrators, or district
program directors.
Building Test
Coordinator (BTC)
Educators with this role have the highest level of permissions
in their building and can perform most of the data
management and instructional oversight functions in
Educator Portal for their building.
The BTC role
has access to all Educator Portal reports and extracts at
the building level
can edit and save the PNP Profile
can edit and submit the First Contact survey for test
administrators in their building
can add teacher and proctor roles only
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Role in Educator
Portal Description
Who Assigns the BTC
Role in Educator
Portal?
The SAA, DTC, SUP, or DUS can assign this role. Assigning
this role is a district decision unless contrary to SEA
guidance.
This role can be a good match for building assessment
coordinators or building principals.
Building User (BUS)
Educators with this role have permission to perform some of
the data management functions for their building. The BUS
role
has access to some reports and extracts
can edit and save the PNP Profile
can only view First Contact surveys
can add teacher and proctor roles only
Who Assigns the BUS
Role in Educator
Portal?
The SAA, DTC, SUP, or DUS can assign this role. Assigning
this role is a district decision unless contrary to SEA
guidance.
This role can be a good match for building data managers.
Teacher (TEA)
Educators with this role are typically test administrators and
have access only to the records for those students linked to
their account by a roster.
The TEA role
has access to Educator Portal reports and extracts
associated with students on their rosters
may have access in Educator Portal to Individual
Student Score Reports depending on state provided
permissions3
can edit and save PNP Profiles
can edit and submit First Contact surveys
Note: Educators with this role must have a unique Educator
Identifier associated with their account.
Who Assigns the TEA
Role in Educator
Portal?
The SAA, DTC, SUP, DUS, BTC, or BUS can assign this
role.
This role is a necessary match for an educator who is the test
administrator and administers testlets to students.
3 In most states, the Individual Student Score Reports are provided to the test
administrator by their district or building assessment coordinator and not in Educator
Portal.
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Role in Educator
Portal Description
Proctor (PRO)
An educator with this role is limited to the functions of test
administration only and has a very limited view of Educator
Portal reports.
The PRO role can
view the First Contact survey
view the PNP Profile supports
Who Assigns the
PRO Role in Educator
Portal?
The SAA, DTC, SUP, DUS, BTC, or BUS can assign this
role.
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Roles and Permissions in Educator Portal
This table shows the permissions for common roles in Educator Portal. Upload refers to completing the task using a CSV file upload.
Manual Actions refer to completing the task through the user interface in Educator Portal. CSV means comma-separated values.
Manual Actions in the User Interface
Roles at the
District Level
CSV
Uploads at
the District
Level
Reports at the
District Level
Users at the
District Level
Rosters at the
District Level Students at the District Level
District Test
Coordinator
(DTC)
- User
- Enrollment
- Roster
- TEC
- Blueprint Report
- Student Progress
- Class Roster
- Monitoring
Summary Report
- End-of-year
Individual Student
Score Reports
- End-of-year
Individual Student
Score Reports
(bundled)
- Access to Aggregate
Reports determined
by each state
- View All Extracts
- View
- Add
- Edit
- Activate
- Deactivate
- View
- Create
- Edit
- View
- Add
- Edit
- Exit
- Find & activate
- Transfer within the district
- Edit/Save the PNP Profile
- Edit/Submit First Contact
survey
Manage Tests
- View testlets
- View the Instruction and
Assessment Planner
- Create plans and assign
testlets in the Instruction and
Assessment Planner
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Manual Actions in the User Interface
Roles at the
District Level
CSV
Uploads at
the District
Level
Reports at the
District Level
Users at the
District Level
Rosters at the
District Level Students at the District Level
- Cancel assigned testlets in
the Instruction and
Assessment Planner
- Apply SC Codes, depending
on state permissions
District
Superintendent
(SUP)
- User
- Enrollment
- Roster
- TEC
- Blueprint Report
- Student Progress
- Class Roster
- Monitoring
Summary
- End-of-year
Individual Student
Score Reports
- End-of-year
Individual Student
Score Reports
(bundled)
- Access to Aggregate
Reports determined
by each state
- View All Extracts
- View
- Add
- Edit
- Activate
- Deactivate
- View
- Create
- Edit
- View
- Add
- Edit
- Exit
- Find & activate
- Transfer within the district
- View the PNP Profile
- View First Contact survey
Manage Tests
- View testlets
- View the Instruction and
Assessment Planner
- Create plans in the
Instruction and Assessment
Planner
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Manual Actions in the User Interface
Roles at the
District Level
CSV
Uploads at
the District
Level
Reports at the
District Level
Users at the
District Level
Rosters at the
District Level Students at the District Level
District User
(DUS)
- User
- Enrollment
- Roster
- TEC
- Blueprint Report
- Student Progress
- Class Roster
- Monitoring
Summary Report
- View All Extracts
- View
- Add
- Edit
- Activate
- Deactivate
- View
- Create
- Edit
- View
- Add
- Edit
- Exit
- Find & activate
- Transfer within the district
- Edit/Save the PNP Profile
- View First Contact survey
Manage Tests
- View testlets
- View the Instruction and
Assessment Planner
- Create plans and assign
testlets in the Instruction and
Assessment Planner
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Manual Actions in the User Interface (UI)
Roles at the
Building
Level
CSV
Uploads at
the Building
Level
Reports at the
Building Level
Users at the
Building Level
Rosters at the
Building Level
Students at the
Building Level
Building Test
Coordinator
(BTC)
- User
- Enrollment
- Roster
- TEC
- Blueprint Report
- Student Progress
- Class Roster
- Monitoring
Summary Report
- End-of-year
Individual Student
Score Reports
- End-of-year
Individual Student
Score Reports
(bundled)
- Access to Aggregate
Reports determined
by each state - View
All Extracts
- View
- Add
- Edit
- View
- Create
- Edit
- View
- Add
- Edit
- Exit
- Find & activate
- Edit/Save the PNP Profile
- Edit/Submit First Contact
survey
Manage Tests
- View testlets
- View the Instruction and
Assessment Planner
- Create plans and assign
testlets in the Instruction and
Assessment Planner
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Manual Actions in the User Interface (UI)
Roles at the
Building
Level
CSV
Uploads at
the Building
Level
Reports at the
Building Level
Users at the
Building Level
Rosters at the
Building Level
Students at the
Building Level
Building User
(BUS)
- User
- Roster
- Blueprint Report
- Student Progress
- Class Roster
- Monitoring
Summary Report
- View All Extracts
- View
- Add
- Edit
- View
- Create
- Edit
- View
- Edit/Save the PNP Profile
- View First Contact survey
Manage Tests
- View testlets
- View the Instruction and
Assessment Planner
- Create plans and assign
testlets in the Instruction and
Assessment Planner
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Manual Actions in the User Interface (UI)
Roles at the
Building
Level
CSV
Uploads at
the Building
Level
Reports at the
Building Level
Users at the
Building Level
Rosters at the
Building Level
Students at the
Building Level
Teacher (TEA) N/A - Blueprint Report
- Student Progress
- Class Roster
- Access in Educator
Portal to Individual
Student Score Reports
determined by each
state
- View Some Extracts
N/A - View rosters to
which they are
assigned
- View students on their
rosters
- Edit/Save the PNP Profile
- Edit/Submit First Contact
survey
Manage Tests
- View testlets
- View the Instruction and
Assessment Planner
- Create plans and assign
testlets in the Instruction and
Assessment Planner
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Manual Actions in the User Interface (UI)
Roles at the
Building
Level
CSV
Uploads at
the Building
Level
Reports at the
Building Level
Users at the
Building Level
Rosters at the
Building Level
Students at the
Building Level
Proctor (PRO) N/A N/A N/A - View all rosters
in their school
- View Students
- View First Contact survey
Manage Tests
- View testlets
- View the Instruction and
Assessment Planner
- Create plans and assign
testlets in the Instruction and
Assessment Planner
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CREATE A USER FILE
This is the most efficient procedure for uploading multiple new users to Educator Portal.
Data managers may also manually enter individual users (see Add a User Manually on
page 40 of this manual). Returning users may access Educator Portal using their
username and password from previous years.
To create a user file, follow these steps:
1. Download the User Upload Template from the state’s DLM webpage.
HINT: Always begin by downloading this year’s template to ensure the file
is current. Do not use files saved from previous years, as they may not
upload correctly.
2. Open the User Upload Template in a spreadsheet program that saves data in the
CSV (comma delimited) format. The template must be uploaded as a CSV file.
NOTE: Some states may offer a translation resource that maps the field names listed
in the User Field Definitions table to codes and identifiers commonly used by the
state or district. See your state’s DLM webpage and go to the Templates tab.
3. Using a new row for each user, type the information for each new user into the CSV
file.
4. If a user serves multiple organizations, use a new row for each of those
organizations, but use the same educator identifier and email address.
5. Complete all required fields.
6. Verify that all column headings appear in the file, even for fields left blank. Do not
delete any columns or change any column headings in the template.
7. Save the file as a CSV file, as the system will upload only files saved in CSV format.
Leave the file open until the upload in Educator Portal has been successfully
completed to avoid losing formatted information.
8. Save the file in an easily accessible location.
HINT: Data managers may save the original file as an XLS file to preserve all
of the information for later use. However, prior to an upload, the file
must be opened and saved as a CSV file or it will not upload. This is
true for all file templates. Also, do not try to upload a file formatted
from a previous year.
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HINT: Excel has several CSV format choices. DLM users must choose CSV
(comma delimited format). The CSV format can be found in
Microsoft® Excel by going to File | Save As | Save as type.
Include Leading Zeros in an Upload File
Some states have leading zeros in the district, school, student, and state identifiers.
Additionally, some states have programmed their organizations and student identifiers
to have a set number of digits for these same fields. In these cases, when uploading any
template to Educator Portal (e.g., user template, enrollment, roster, TEC templates), if
the number of digits for the district, school, and the state and local student identifiers is
a programmed number of digits, then leading zeros must be entered to satisfy the
programmed number of digits.
In the screen shot below, the number of digits is 10 in this state for the district, school,
and the state and local student identifiers. Before uploading, entries with fewer than 10
digits must have leading zeros entered so that the field entry is satisfied with 10 digits as
programmed. If leading zeros are not added, an error will result.
In the following example, since the zeros are missing in the Organization ID column,
this Enrollment File Template will not upload properly until the required number of
leading zeros are added.
To easily format columns to include with leading zeros (all except those fields which
contain dates), do the following:
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1. Click the column letter to select the column.
2. Using the right mouse button, click the column header to open the menu, and select
Format Cells.
3. The menu typically opens on the Number tab. If it does not, select the Number tab.
Click Custom.
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4. Under Type, enter the number of zeros that match the number of programmed digits
for district, school, student, and local identifiers in your state. (e.g., if district has 10
digit numbers, even if some are leading zeros, enter 10 zeros). Click OK.
5. All numbers in the column will now have 10 digits, including the additional leading
zeros to equal a 10-digit code.
6. Upload the template, following the instructions beginning on page 37.
Best Practices
Here are some best practices for the fields in the User Upload Template.
Educator Portal displays the Legal First Name and Legal Last Name exactly as entered
in the User file. Best practice is to use mixed case (Sarah DuShagne), not all capitals
(SARAH DUSHAGNE). If a user has spaces, hyphenation, or accent marks in their
name, use these when uploading the user in Educator Portal. Including this punctuation
will help at a later time when a search is performed in the Educator Portal database to
find a particular user. Although Educator Portal accepts most characters in a user’s
name, it will reject the apostrophe.
The Educator Identifier field is the required connector between test administrators
(those with the role of Teacher) and students. A User Template will not successfully
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upload unless a unique Educator Identifier field is present. Educator Portal uses the
unique Educator Identifier field to control building-level account access to individual
student data. Also, this identifier connects test administrators with students in the
rosters. Some states do not have numerical or standardized Educator Identifiers. In this
case, the test administrator’s email address can be used. Users who are not test
administrators with the role of Teacher and who do not need to be connected to students
(e.g., assessment coordinators) are not required to have an Educator Identifier. However,
best practice is to add the unique Educator Identifier to all user records.
The Educator Identifier must be unique for each individual user within a state. When
adding the Educator Identifier, Educator Portal will accept letters, numbers, and most
characters but will reject apostrophes and blank spaces. Never use the social security
number for the Educator Identifier.
The Organization field identifies a specific school or district. Educator Portal will
display only the student records that match the user’s assigned Organization Identifier.
See the state organizational tables on the state’s webpage for more information.
Use the Organization Level column in Educator Portal to indicate the scope of user
access to student data at their district or school level. For example, test administrator
accounts will be created at the school level by recording the letters SCH (for
School/Building) in the Organization Level column. To support a test administrator with
responsibilities for classes in multiple schools, or who has students from multiple
districts or schools, add a row of data in the same template for each school. The teacher’s
name, email address, and Educator Identifier can be the same as long as each line of data
has a unique organizational code. After the initial upload of the user file, the user
interface can be used to add additional organization levels for a user. See Add a User
Manually on page 40 of this manual for information on adding organization.
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User Field Definitions
Field Format; Length Required Description Special Notes
Legal_First_Name Alphanumeric Yes
The user’s first name Double-check that the first and last
names are listed in the correct
columns.
Legal_Last_Name Alphanumeric Yes The user’s last name Double-check that the first and last
names are listed in the correct
columns.
Educator_Identifier Alphanumeric;
30
Special
characters
found in email
addresses are
allowed
For test
administrators
(those with
the role of
Teacher in
Educator
Portal)
Not required
for other users
Usually the user’s state license
number or another state
identification number, but it could
be the user’s official school email
address. NEVER use social security
numbers. Check with the State
Assessment Administrator with
questions about this value.
If a user will not be assigned to
students, this field is optional. For
example, district assessment
coordinators do not need an
Educator Identifier unless they also
test students. However, best
practice is to include the unique
Educator Identifier for all users.
Remove any spaces in the user’s
Educator Identifier and do not use
apostrophes when entering it into
the template.
Email Alphanumeric
lowercase
ONLY
Yes
The user’s email address. This will
become the user’s Educator Portal
login name.
New users will receive their Kite
activation email at this address. As
a key field, it must be accurate.
Official, work-issued email
addresses are strongly
recommended.
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Field Format; Length Required Description Special Notes
Organization Alphanumeric Yes The code for the user’s district,
school, or other organizational unit.
Must include any leading zeros. See
Include Leading Zeros in an Upload
File on page 29 in this manual for
instructions on preserving leading
zeros in a template upload.
Use the organization code from the
state organizational table for the
district and school. A district-level
role must be associated with the
district organization code. A
school-level role must be associated
with the school organization code.
Data in the organization field will
be matched against the
organization information provided
by each state and presented in
Educator Portal. Failure to match
the codes will result in record
rejection.
Organization_Level Alphanumeric
UPPERCASE
ONLY
Yes The user’s access level (e.g., DT for
district, SCH for school/building)
Enter DT to indicate a user at the
district level or SCH to indicate a
user at the school/building level.
NOTE: If a user has a role at both
the district level (e.g., a DTC) and a
role at the school level (e.g.,
teacher), a row must be entered for
each role.
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Field Format; Length Required Description Special Notes
Primary_Role Alphabetical
UPPERCASE
ONLY
Yes The user’s default role (the role that
automatically appears when the
user logs in to Educator Portal)
The role must be one that is valid
for the organization (e.g., DTC for
district test coordinator or TEA for a
teacher role).
If left blank, the upload will
generate an error.
Details about possible values are
provided in the Codes for the
Primary and Secondary Role Fields
table on page 37 of this manual. If a
user has a role at both the district
level (e.g., a DTC) and a role at the
school level (e.g., teacher), then
after entering a row for each role,
determine which role is primary
and which role is secondary (e.g.,
the primary role as DTC and the
secondary role as TEA).
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Field Format; Length Required Description Special Notes
Secondary_Role Alphabetical
UPPERCASE
ONLY
No A second role for the user. The role
must be one that is valid for the
organization (e.g., TEA for teacher).
If a user has a second role in
Educator Portal, enter it in this
column. For example, a District
Test Coordinator might also be a
building principal. Since a specific
building principal role is not
available, choose either the BTC or
BUS role for this person.
Details about potential values are
provided in the Codes for the
Primary and Secondary Role Fields
table on page 37 of this manual.
Primary_Assessment
_Program
Alphabetical
UPPERCASE
ONLY
Yes The code associated with the
assessment program
Type DLM.
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Codes for the Primary and Secondary Role Fields
Role Code abbreviations must be used for the Primary_Role and Secondary_Role fields
(if needed). A building principal can have either the role of BTC or BUS since a specific
role is not available for building principal. See the permissions associated with each role
beginning on page 17 of this manual.
Role Code Role Name
TEA Teacher
PRO Proctor
BTC Building Test Coordinator
BUS Building User
SUP District Superintendent
DTC District Test Coordinator
DUS District User
SAA State Assessment Administrator
UPLOAD A USER FILE
The following is the most efficient procedure for uploading multiple new users to
Educator Portal. Data managers may also manually enter individual users. See Add a
User Manually on page 40 of this manual. Any number of users can be added manually
at the data manager’s discretion. However, the user interface is most useful when
adding five or fewer users at one time or when editing a user’s account.
1. Click Settings.
2. Select Users from the dropdown menu.
3. The View Users tab is the default. Click the Upload Users tab.
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4. Apply filters in the Select Organization fields to choose the correct levels. The State
field prepopulates with the user’s state. The district prepopulates for district-level
users. The school prepopulates for school/building-level users.
HINT: If the list does not include the correct option, the account
permissions may need to be changed. Contact the District Test
Coordinator.
The most current template is available to download by hovering
the cursor over the question mark next to the CSV icon.
5. Save the user template where it can be easily found after saving, but leave the file
OPEN until the file has successfully uploaded.
6. Click the CSV icon to open a browser window.
7. Locate the saved CSV file for upload.
8. Click the filename to select it.
9. Click Open. The filename appears in the File field.
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HINT: Verify that the file has a CSV file extension. Filenames with extensions
ending in XLS or XLSX will be rejected.
10. Click Upload.
11. A message will show the number of records created/updated or rejected. Review the
confirmation message for errors.
12. If a file is rejected, click the CSV icon under File to see error messages related to the
upload.
HINT: If a file is rejected, the error file will indicate the line(s) where the
error occurred and the reason(s) the line was not valid. Correct the
data and upload again.
Attempting to upload the file with the incorrect template will cause
an error. Use the most recent version of the template.
Each row in the CSV file is one record. A user with multiple roles will
have multiple records.
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ADD A USER MANUALLY
This procedure is most helpful when adding five or fewer users. Use the User Upload
Template when adding more than five users at one time. See Create a User File on page
28 of this manual for information on creating a batch upload using the template.
HINT: Data managers with the role of DTC can add district-level roles to
users, e.g., District User or District Superintendent. (Exception: only
the SAA can add the DTC role.)
1. Click Settings.
2. Select Users from the dropdown menu.
3. The View Users tab is the default. Click the Add User tab.
4. Complete all User Information fields (fields marked with a red asterisk are required):
First Name
Last Name
Email Address (will become the login ID)
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Users with the Educator Portal role of Teacher (TEA) must have the required
unique Educator Identifier on their account. The same Educator Identifier will
also be required when a roster is created for this teacher. The Educator Identifier
links teachers to their students. An educator who does not have the Teacher role
will not have the red asterisk by Educator Identifier. The Educator Identifier
cannot include spaces or the asterisk. Otherwise, most other characters are
accepted.
HINT: The red asterisk identifying Educator Identifier as required will
appear after selecting the role of Teacher.
5. Under Select Organization & Assign Roles, select the State, Assessment Program,
and Role from the drop-down menus.
HINT: The selected role determines which fields appear.
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6. Assigning the role activates the District and School drop-down menus; select the
correct district and school.
7. The Add button becomes active once the district is selected for a district-level roles.
When adding a school-level role, the Add button does not become available until the
school is selected. Once appropriate selections are made, click Add to upload the user
information.
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HINT: If a user has multiple roles in the same district, serves multiple schools
in the same district, or serves multiple districts in the same state, the
district data manager completes steps 5–7 for each. Click Save after
adding each. This way the teacher will only have had to complete
Required Test Administrator Training one time to qualify in each school
or district.
8. After saving, a confirmation message will indicate that the user has been successfully
created.
For a user with multiple roles, Educator Portal requires a default role. This default role is
the one which will display to the user when first logging in to Educator Portal.
Typically, the default role is the one in which the user spends the most time. The other
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roles are available to the user when needed and can be changed in the dropdown menu
in the upper right corner of the home screen.
9. Sometimes after adding a new user, you may receive an error message indicating
that a user with the same email is already in the system.
To locate the existing user, see Activate or Deactivate a User on page 53 of this manual.
ASSIGN A USER ROLE OR ORGANIZATION
This procedure is necessary when the user needs a role other than the role(s) first
assigned during the user file upload process.
HINT: A test administrator who serves students in multiple schools is given
the Teacher role, not a district role; the Teacher role is then assigned
to that test administrator in multiple organizations. Educator Portal
requires each user to be assigned a default role for one of the
organizations.
1. Click Settings.
2. Select Users from the dropdown menu.
3. On the View Users tab, apply filters in the Select Organization fields to choose the
correct level. The State field will prepopulate only with the user’s state. The district
will be prepopulated for district-level users. The school will be prepopulated for
school/building-level users.
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4. Click Search.
HINT: Depending on the Educator Portal role and how the state is
organized, users will have access only to the options that appear in
the dropdown menus. A state-level user will see all districts in the
state. A district-level user will see all schools in the district. A
building/school-level user will see only their school.
When the search button is clicked, the list of all active or pending
users for the applicable organization will appear. To include inactive
users, check the box next to Include Inactive Users before clicking
Search.
5. In the table, click in the row that contains the user information to be edited.
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6. Click Modify User (the pencil icon).
7. Make edits as needed (i.e., last name change, correct a spelling error, modify an
email address, etc.) on the Modify User screen and click Save.
Edits will apply to all of the user’s associated roles and organizations.
HINT: If a user’s email address changes from one year to the next or during
the school year, but the user has not changed schools, do not create a
new user account for that person. Instead, edit the user’s information
by using the above procedures. The user’s new email address will
become the new username, but the user’s password will not change.
For users with the Teacher role, contact the Service Desk to ensure
their Moodle account is also updated for the Required Test
Administrator Training.
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If the user’s Educator Identifier changes, it can be changed on the
Modify User screen. Any new roster being created will need the new
Educator Identifier. Existing rosters will automatically be updated.
8. To further modify a user account, such as add or remove roles or organizations, go
to Select Organization & Assign Roles on the Modify User screen and select the
appropriate fields (District and School do not become available until State,
Assessment Program, and Role have been filled).
HINT: A pending status indicates that the user has not clicked the link in the
Kite activation email message to activate the account. The user may
not have received the email because a spam filter caught the Kite
activation email message or the email address used in the User
upload is incorrect. The activation link expires after 20 days and will
need to be reactivated.
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9. Click Add.
10. Repeat steps 5–8 to add other roles or organizations.
11. If a role needs to be removed from a user, click the trash can icon at the bottom of
the screen next to the role to be removed.
12. When all changes are made, click Save to close the Modify User dialog box.
HINT: Users cannot edit or change their role or organization in their own
account. Only someone with a higher role in the district can edit the
user’s role or organization.
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MERGE MULTIPLE ACCOUNTS
When a user needs to access multiple organizations, the best practice is to establish one
user account with multiple roles. However, if multiple accounts were created
previously, those accounts can be merged into one account, which is best practice. To
merge multiple accounts into a single user account, follow these steps:
1. Determine which account to retain and use. Choose the account with the username
that matches the user’s email address.
2. Contact the DLM Service Desk about which accounts are to be combined, and
identify which account to retain. If the user has the Teacher role, and has completed
Required Test Administrator Training, the account associated with the required
training is the one to be retained.
The following chart briefly tells how to make changes for user accounts.
To make this change: Do this:
Change First Name, Last Name, or Email
Address
Type the new information into the
matching field at the top of the Modify
User screen.
Remove a role Click the trash can icon in the row for
that role. Select at least one role.
Add a role
Under Select Organization & Assign
Roles, use drop-down menus to select
appropriate information.
Change the default role
In the list of roles beneath the Select
Organization & Assign Roles section,
click the radio button in the Default
Role column to the right of the desired
role.
Change Educator Identifier
Type the new information into the
matching field at the top of the Modify
User screen.
Add an organization
Under Select Organization & Assign
Roles, use drop-down menus to select
appropriate information.
Remove an organization
On the Modify User screen on the list
of roles beneath the Select
Organization & Assign Roles section,
click the trash can icon in the Edit
column.
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HINT: Columns can be organized by clicking on the choose columns icon at
the bottom of the table window. The view can be personalized for the
user to make their work easier. Once the screen opens, columns can
be reorganized by clicking and dragging to a new position in the
lineup. The user can also remove one or more columns from view so
not so many columns are visible. Once satisfied with the arrangement,
click OK.
Later, if users change their mind and want to see all possibilities in the
table again, they can click, “add all” and reselect the columns they
want to see and rearrange again. Once satisfied with the arrangement,
click OK.
RESEND THE KITE ACTIVATION EMAIL MESSAGE
The Educator Portal logins are connected to email addresses. After the user is loaded
into Educator Portal, the system automatically generates a Kite activation email from
[email protected]. The user will use the information in the email to activate the
Educator Portal account. The activation link expires after 20 days.
Use the following procedure to resend the Kite activation email message; this may be
necessary if an account was not activated within the first 20 days or if a user did not
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receive the initial email. The user may need to contact district technology staff to
whitelist the Kite email address.
1. Click Settings.
2. Select Users from the dropdown menu.
3. On the View Users tab, apply filters in the Select Organization fields to choose the
correct level. The State field will prepopulate only with the user’s state. No other
state will be available. The district will be prepopulated for district-level users. The
school will be prepopulated for school/building-level users.
4. Click Search.
5. Locate the user (options to filter, sort, and search are available).
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6. Click the checkbox to the left of the user’s name to select the user. Uncheck the same
box to deselect a user.
7. Click the envelope icon below the user list to resend the email.
Optional: Ask the user to watch for the email. If the user does not receive the email
within a few minutes, the problem needs to be reported to the user’s district or building
technology staff. The technology staff can ensure the Kite activation email address is
whitelisted so it can get through the school’s firewall.
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ACTIVATE OR DEACTIVATE A USER
Usually users are activated when they follow the instructions in the Kite activation email
and establish a password for Educator Portal.
Activate a User
1. Click Settings.
2. Select Users from the dropdown menu.
3. On the View Users tab, apply filters in the Select Organization fields to choose the
correct level. The State field will prepopulate only with the user’s state. No other
state will be available. The district will be prepopulated for district-level users. The
school will be prepopulated for school/building-level users.
4. Check Include Inactive Users, and click Search.
5. Find the user to be activated and check the box on that row to select the user.
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6. Click the checkmark icon below the list of users.
7. After activating the user, the user will receive an activation email. The user’s
account must be activated within 20 days.
Deactivate a User
If a user has been deactivated, the data manager or SAA may need to reactivate a user.
Deactivated users will no longer be able to log into Educator Portal.
1. Click Settings.
2. Select Users from the dropdown menu.
3. On the View Users tab, apply filters in the Select Organization fields to choose the
correct level. The State field will prepopulate only with the user’s state. No other
state will be available. The district will be prepopulated for district-level users. The
school will be prepopulated for school/building-level users.
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4. Click Search.
HINT: Deactivating an account will cause the user to be removed from all
organizations with which they are associated. Do not deactivate an
account to remove an organization from a user. Do not remove
organizations from a user without first checking with the State
Assessment Administrator or the organization’s DTC. Some test
administrators serve students from multiple districts and, therefore,
will be associated with each of those districts.
5. Locate the user (options to filter, sort, and search are available), and click the
checkbox to the left of the user’s information.
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6. Click the X at the bottom of the screen to deactivate the user.
The deactivated user will be removed from all organizations to which they are
associated.
HINT: If an inactive user is not found using this process, the user must be
either added manually (see Add a User Manually on page 40 of this
manual) or uploaded using a User Template Upload (see Upload a
User File on page 37 of this manual).
VIEW USER EXTRACT
The User Extract includes all records for Educator Portal users in the user’s organization,
including those uploaded via user file or manual user interface.
HINT: If a user is assigned to multiple organizations, that user will have a
line or record for each organization in the extract. This is expected
and does not mean that the user has multiple accounts in Educator
Portal.
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Name of the Extract
When downloaded, the user extract uses the following naming convention:
Kite_User_Extract_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv
HINT: OrgID is the organization identifier for the school or district.
UserID is the user identification number.
MM-DD-YY is the month, day, and year the report was created.
HH-MM-SS is the hour, minute, and second the report was created.
Fields in the Extract
The extract is similar but not identical to the User Upload Template. See the table User
Field Definitions on page 33 of this manual for definitions of common fields.
All of a user’s assigned roles for a particular organization appear in a single row in the
CSV file. For example, if a user is both a Building Test Coordinator and a teacher, the
user will have an X in the Building Test Coordinator column and the teacher column.
HINT: For more information on how to access a data extract, see the
EDUCATOR PORTAL USER GUIDE.
VIEW TRAINING STATUS EXTRACT
The Training Status Extract creates a CSV file that shows a list of DLM users by
organization and training completion status. This extract is useful when teachers are
unable to create plans in the Instruction and Assessment Planner or when they unable to
begin testing.
Name of the Extract
When saving the Training Status extract, use the following naming convention:
DLM_PD_Training_Status_Details_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv
Fields in the Extract
The fields in the Training Status extract show users’ district, school, username, first and
last name, email, user role, training status, and whether a user with the role of teacher is
a new or returning teacher.
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MANAGE ENROLLMENT DATA
An enrollment file is used to upload biographic and demographic information for each
student who will participate in the DLM alternate assessment. The main enrollment file
is loaded once per year. Changes can be made as needed by subsequent uploads or
manual entries using the user interface in Educator Portal.
Each year at the end of July, the Kite system deactivates (removes from view) student
records in Educator Portal. The student records are not visible the following
year. Enrollment files must be created each year to reactivate student records for
students who will participate in assessments for the current year. Students can be
added by batch enrollment (see Upload an Enrollment File on page 71 of this manual) or
individually (see Find a Student on page 87 or Add a Student Record Manually on page
74 of this manual). Ensure the students from the previous year have the correct grade
assigned for the current year.
ENROLLMENT FIELD VALIDATIONS
Validations are applied to prevent duplicate enrollments within a state when a user
attempts to enroll a student, either using an enrollment template upload or the user
interface to add or edit a student. First, the validation of the state student identifier is
applied. If the same student identifier exits for another student, the user will receive a
message that a student with that state student identifier already exists and is active for
the school year. The user can then verify the student’s state identifier and edit where
necessary. If no matching state student identifier is found, the system continues the next
validation of the student’s legal first name, legal last name, gender, and date of birth. If
all four of these fields match an existing student, the user will receive the following
warning message:
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The user then either continues to enroll the student or cancels and goes back to review.
Based on the user’s decision, the student record will either be saved or discarded. In the
case of an enrollment template upload, if another student exits with same details, then
the record will be processed. However, the user will be warned and can then edit where
necessary.
HINT: Use the Enrollment Template to reactivate student records from the
previous year that are not currently visible in Educator Portal. If using
a file from a previous year, ensure it matches the current Enrollment
Template and promote the student to the next grade level.
CREATE AN ENROLLMENT FILE
This is the optimal procedure for uploading multiple students into Educator Portal.
To create an enrollment file, follow these steps:
1. Download the Enrollment Upload Template from the state’s DLM webpage or from
within Educator Portal on the upload enrollment screen.
HINT: To ensure the most current file is used, always start by downloading a
new template from the DLM state webpage.
2. Open the Enrollment Upload Template in a spreadsheet program that can save data
in the CSV format. The template must be uploaded as a CSV file.
3. Using a new row for each student, type the information into the CSV file.
4. Complete all required fields. For best results for future searches in the database,
complete as many optional fields as possible. However, fields for columns T
(Gifted_Student), Y (Assessment_Program_2), and Z (Assessment_Program_3)
MUST be left blank as noted in the Enrollment Field Definitions table below.
NOTE: States may offer a translation resource that maps the field names shown
below to codes and identifiers commonly used in the state or district. Check the
DLM state webpage.
5. Verify that all column headings appear in the file, even if optional columns are left
blank. Do not remove optional columns.
6. Save the file as a CSV file in an easily accessible location but leave the file open. If
the file is closed, the formatting changes are typically lost. The system will load only
files saved in CSV format.
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HINT: Students who change schools within the district or who leave the
district can be moved manually. See Manage Student Moves and
Transfers on page 101 of this manual.
Use the tables on the next several pages to compile enrollment information. Some of the
fields with limited or complex entry structures are explained at the end of this section.
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Enrollment Field Definitions
Column
Letter in
Enrollment
File
Field Format;
Length Required Definition Special Notes
A
Accountability_
District_Identifier
Alphanumeric;
30 No
The unique code that has
been assigned to the
district as listed in the state
organizational table
Use the code from the District Number column
provided in the state organizational table. If the
code is numeric and contains leading zeros,
ensure that the leading zeros are retained after
each save. The number for the Attendance
District must exactly match the number in the
organization table, or the file upload will fail.
See Include Leading Zeros in an Upload File on
page 29 of this manual. This field only becomes
required if the Accountability School code is
entered in column B.
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Column
Letter in
Enrollment
File
Field Format;
Length Required Definition Special Notes
B Accountability_
School_Identifier
Alphanumeric;
30 No
The unique code that has
been assigned to the school
as listed in the state
organizational table
Use the code from the School Number column
provided in the state organizational table. If the
code is numeric and contains leading zeros,
ensure that the leading zeros are retained after
each save. The number for the attendance school
must exactly match the number in the
organization table, or the file upload will fail.
See Include Leading Zeros in an Upload File on
page 29 of this manual.
If the optional Accountability School code is
entered, the Accountability District code then
becomes a required field and must also be
entered to validate that the school matches the
district in the organizational table.
C Attendance_District
_Identifier
Alphanumeric;
30 Yes
The unique code that has
been assigned to the
district where the student
attends school and
identifies the parent
organization for a school
(such as the school district)
Use the code from the District Number column
provided in the state organizational table. If the
code is numeric, and contains leading zeros,
ensure that the leading zeros are retained after
each save. The number entered in the template
must be identical to the district number in the
organizational table, or the file upload will fail.
See Include Leading Zeros in an Upload File on
page 29 of this manual.
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Column
Letter in
Enrollment
File
Field Format;
Length Required Definition Special Notes
D Student_Legal_
Last_Name
Alphanumeric;
60 Yes The student’s last name
Use spaces and hyphenation, but do not use
special characters or apostrophes in a student’s
name.
E Student_Legal_
First_Name
Alphanumeric;
60 Yes The student’s first name
Use spaces and hyphenation, but do not use
special characters or apostrophes in a student’s
name.
F Student_Legal_
Middle_Name
Alphanumeric;
60 No The student’s middle name
Use spaces and hyphenation, but do not use
special characters or apostrophes in a student’s
name.
G Generation_Code Alphanumeric;
10 No
The part of the student’s
name used to denote the
generation in the student’s
family (e.g., Jr., Sr., III, etc.)
H Gender
Numeric; 1
0 = Female
1 = Male
2-Nonbinary/
undesignated
(New Jersey
only)
Yes The student’s gender Nonbinary/undesignated is a choice for New
Jersey only.
I Date_of_Birth MM/DD/YYYY;
10 Yes
The date (month, day, and
year) of the student’s birth
This date will also appear on the Individual
Student Score Report.
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Column
Letter in
Enrollment
File
Field Format;
Length Required Definition Special Notes
J Current_Grade_
Level
Numeric; 2
3–12. Do NOT
use leading
zeros in single
number
grades, e.g., 3
Yes
The grade level at which a
student enters and receives
services in a school or an
educational institution
during a given academic
session (e.g., 3 = third
grade, 11 = eleventh grade)
Some states provide an age range chart to help
data managers align the student’s age with the
grade to be assessed. Data managers are to refer
to their state’s DLM webpage with regard to
direction on a student’s grade to be assessed.
K Local_Student_
Identifier
Alphanumeric;
10 No
The unique code assigned
to the student by the
school or local education
agency
If the code is numeric and contains leading
zeros, ensure the leading zeros are retained in a
student’s local student identifier. See Include
Leading Zeros in an Upload File on page 29 of
this manual.
L State_Student_
Identifier Numeric; 10 Yes
The student’s state ID
number
If the code is numeric and contains leading
zeros, ensure the leading zeros are retained in a
student’s local student identifier. See Include
Leading Zeros in an Upload File on page 29 of
this manual.
M Current_School_
Year YYYY; 4 Yes
The ending year of the
current school year (e.g.,
for the 2019-2020 school
year, enter 2020)
Use 2020
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Column
Letter in
Enrollment
File
Field Format;
Length Required Definition Special Notes
N Attendance_School_
Program_Identifier
Alphanumeric;
10 Yes
The school code (typically
four digits) or other
location identifier that
represents where the
student attends school (i.e.,
the school whose staff will
see the student
information, including the
student username and
password)
Use the School Number provided in the state
organizational table.
If the code is numeric and contains leading
zeros, ensure the leading zeros are retained in
the attendance school program identifier. See
Include Leading Zeros in an Upload File on page
29 of this manual. Check that the leading zero is
retained after each save. The number for the
attendance school must exactly match the
number in the organization table or the file
upload will fail.
O School_Entry_Date MM/DD/YYYY;
10 Yes
The date on which the
student enrolls and begins
to receive instructional
services in a school. If the
student leaves and then
reenrolls, this date is to
reflect the most recent
enrollment date.
This entry cannot be left blank. If date is
unknown and a fictitious date is entered to
satisfy the field, this date should be realistic and
as accurate as possible.
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Column
Letter in
Enrollment
File
Field Format;
Length Required Definition Special Notes
P District_Entry_Date MM/DD/YYYY;
10 No
The date (month, day, and
year) on which the student
enrolls and begins to
receive instructional
services in a school district
If unknown, this entry can be left blank.
Q State_Entry_Date MM/DD/YYYY;
10 No
The date on which the
student enrolls and begins
to receive instructional
services in the state. If the
student leaves the state
and then reenrolls in
school, this date is to
reflect the most recent
enrollment date.
If unknown, this entry can be left blank.
R Comprehensive_
Race
Numeric; 1
Yes
General racial category (or
categories) that most
clearly reflects the
individual’s recognition of
their racial background
Each entry is numeric for a race (e.g. white 1,
African American 2, etc.). A table of potential
values is provided on page 69 of this manual.
S Primary_Disability_
Code
Alpha; 2 letters
for each code Yes
Indicates whether or not
the student has an active
IEP under the Individuals
with Disabilities Education
Act (IDEA—Part B)
Each entry is alpha (e.g., AM Autism, DB Deaf
Blindness). Tables of potential values are
provided on page 69 of this manual.
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Column
Letter in
Enrollment
File
Field Format;
Length Required Definition Special Notes
T Gifted_Student
Alpha; 5
TRUE
FALSE
No
Indicates whether or not
the student has an active
IEP for giftedness
Must leave blank for students taking the DLM
assessments.
U Hispanic_Ethnicity Alphanumeric Yes
The code that reflects the
individual’s recognition of
their Hispanic ethnicity
background (Yes or No)
V First_Language Alphanumeric;
1 or 2 No
The code for the primary
language or dialect (not
ethnicity) of the student
Tables of potential values are provided on page
70 of this manual.
W ESOL_Participation_
Code
Numeric; 1
number only Yes
The type of English for
Speakers of Other
Languages (ESOL)
/bilingual program in
which the student
participates
ESOL. A table of potential values is provided on
page 71 of this manual.
X Assessment_
Program_1
Alphanumeric;
30 Yes
The code to enable the
DLM system and the First
Contact survey for the
student
Enter the code DLM in all caps
Y Assessment_
Program_2
Alphanumeric;
30 No
Allows the student to be
assigned to an additional
assessment program
Must leave blank.
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Column
Letter in
Enrollment
File
Field Format;
Length Required Definition Special Notes
Z Assessment_
Program_3
Alphanumeric;
30 No
Allows the student to be
assigned to an additional
assessment program
Must leave blank.
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Comprehensive_Race
The column Comprehensive_Race (column R) is a required field and cannot be left
blank. Enter a number from the table to describe the student’s ethnicity. For questions or
direction about comprehensive race, ask the assessment coordinator or the state
assessment administrator.
Entry Definition
1 White
2 African American
4 Asian
5 American Indian
6 Alaska Native
7 Two or More Races
8 Native Hawaiian or Pacific Islander
Primary_Disability_Code
The column Primary_Disability_Code (column S) is a required field and cannot be left
blank. Enter one of the disability codes from the tables below in the column.
Entry Definition Entry Definition
AM Autism ND No disability
DB Deaf/blindness OH Other health impairment
DD Developmentally delayed
(ages 3–9 only)
OI Orthopedic impairment
ED Emotional disturbance
SL Speech or language
impairment
HI Hearing impairment TB Traumatic brain injury
ID Intellectual disability VI Visual impairment
LD Specific learning disability WD Documented disability
MD Multiple disabilities
EI Eligible individual
DA Decline to answer
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First_Language
The column First_Language (column V) is an optional field and can be left blank. If
using the column for English speakers, leave the field blank. Otherwise, use one of the
numbers from the tables below to describe a student’s first language.
Entry Definition Entry Definition
Blank English 24 Hindi
1 Chinese (Mandarin or
Cantonese)
25 Urdu
2 Dinka (Sudanese) 26 Swahili
3 French 27 Nepali
4 High German 28 American Sign Language (ASL)
5 Hmong 29 Serb
6 Khmer (Cambodian) 30 Croatian
7 Korean 31 Turkish
8 Lao
32 Karen languages (e.g., Burma,
Myanmar)
10 Filipino or Tagalog
(Philippines)
33 Haitian/Haitian Creole
11 Russian 34 Gujarati
13 Spanish 35 Punjabi
14 Vietnamese 36 Pashto
15 Arabic 37 Dari
16 Other 38 Quiche
17 Somali 39 Mam
18 Thai 40 Ilokano
19 Portuguese 41 Visayan
20 Farsi (Iranian) 42 Low German
21 Chuukese (e.g., Marshall
Island, Micronesian)
43 Other signed language
22 Bosnian
44 English—with other language
background
23 Burmese 45 Native American languages
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English for Speakers of Other Languages (ESOL_Participation_Code)
The column ESOL_Participation_Code (column W) is a required field and cannot be left
blank. Enter the type of English for Speakers of Other Languages (ESOL)/bilingual
program in which the student participates using the table below.
Entry Definition
0 Neither an ESOL-eligible student nor an ESOL-monitored student
1 Title III Funded
2 State ESOL/bilingual funded
3 Both Title III and state ESOL/bilingual funded
4 Monitored ESOL student
5
Eligible for ESOL program based on an English language proficiency test
but not currently receiving ESOL program services. Example: a child
whose parents/guardians have waived them out of ESOL services, but
the district is still obligated to provide ESOL support.
6 Receives ESOL services and not funded with Title III and/or state ESOL
funding
UPLOAD AN ENROLLMENT FILE
This is the most efficient procedure for uploading multiple new students into Educator
Portal. Data managers may also manually enter individual students. See Add a Student
Record Manually on page 74 of this manual.
NOTE: A district or state may have a system in place for submitting multiple
student records to Educator Portal. Some DLM Consortium states enter all
student data for the entire state and do not want the district to enter student
data. Before using the procedures below, check with the assessment coordinator,
the State Assessment Administrator, and/or the DLM Service Desk.
When using the enrollment file upload, each row that has a new student identifier
results in the creation of a new student record. A row with an existing or previously
enrolled/uploaded student identifier updates the previous record. When a student
record has been deactivated (occurs July 31 each year), the upload will reactivate the
student record for the following year.
HINT: Up to 5,000 records at a time may be loaded. However, large files may
load slowly and can be difficult to troubleshoot. Loading 100 records
or fewer is recommended to more easily enable troubleshooting.
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Prior to this procedure, complete the Enrollment file template and save the file as a CSV
file in an easily accessible location but leave the file OPEN. If the file is closed, the
formatting changes are typically lost. The system will only load files saved in CSV
format.
1. Click Settings.
2. Select Students from the dropdown menu.
3. Select the Upload Enrollment tab.
4. Apply filters in the Select Organization fields to choose the correct level. The State
field will prepopulate only with the user’s state. No other state will be available.
The district will be prepopulated for district-level users. School will prepopulate for
building-level users.
HINT: Either use the most current enrollment file template found on the
DLM state website or click on the question mark icon next to the CSV
icon to download the most current version of the template (as seen in
step 6). The most current template must be used or the file will not
upload.
Verify that the file has a CSV file extension. Filenames with extensions
ending in XLS or XLSX will be rejected.
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2.
5. Select the school from the dropdown menu.
6. Click the CSV icon to open a browser window.
7. Locate the CSV enrollment file that contains student data.
8. Click the filename to select it.
9. Click Open. The filename appears in the File field.
10. Click Upload.
The confirmation message indicates the number of records uploaded and, if applicable,
the number of records rejected.
11. Click the CSV icon under File to see error messages related to the upload.
If errors were found in the enrollment file template, correct the errors and upload again,
following the upload steps previously outlined.
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HINT: Some alerts in the enrollment upload notify users that the student is
also enrolled in another school. Clarify where the student is currently
enrolled. If the student has left the district or transferred to another
building within the district, remove the student from the enrollment
file. Contact the SAA to transfer the student from one district to
another, if needed. District-level users can transfer students from one
building to another within their district.
Each row in the CSV file is one record.
CHANGE ENROLLMENT DATA PREVIOUSLY UPLOADED
To correct or change a previous uploaded record, prepare a new file with the correct
information and repeat the upload steps under Upload an Enrollment File on 71 of this
manual. The new record will be matched to the previous record using the
State_Student_Identifier field. The new record replaces and updates the previous record.
HINT: To move a student who has changed schools in the current district or
who has left the district, see Manage Student Moves and Transfers on
page 101 of this manual. If a student has moved out of state or is no
longer participating in the DLM alternate assessments, see Remove a
Student from Educator Portal on page 88 of this manual.
ADD A STUDENT RECORD MANUALLY
This procedure is most helpful when adding only a few students, typically five or fewer.
When adding more than five students, using the Enrollment Template is more efficient.
However, any number of students can be added manually at the data manager’s
discretion.
HINT: A student can only be manually entered in Educator Portal if their
information has either not been entered into Educator Portal
previously or has not been in Educator Portal since the 2015-2016
school year. To see if a student’s information was previously
uploaded to Educator Portal in the state, use the Find a Student
feature described on page 87 of this manual.
Use the Enrollment Template and follow the Create an Enrollment
File procedure on page 59 of this manual to reactivate student records
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from the previous years that are not currently visible in Educator
Portal. This could apply to those who were enrolled prior to 2015-
2016, or those who were exited from a different district in the state
during the current school year.
1. Click Settings.
2. Select Students from the dropdown menu.
3. Click the Add Student tab.
4. Enter the State Student Identifier, and Click Add.
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5. Fill in all required fields denoted with a red asterisk. All fields with a red asterisk
are required.
6. Click Save.
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Student Upload Definitions
The information in this table applies only when adding a student manually. When uploading an enrollment file, use the table(s) on
page 61 of this manual. Field names with an asterisk are required.
Field Name Required Definition Special Notes
State Student
Identifier
The unique
alphanumeric code
assigned to the
student by the
school or local
education agency
Include leading zeros when applicable.
STUDENT
Legal First Name* Yes The student’s first name Do not use special characters
or an apostrophe.
Legal Middle Name No The student’s middle name Do not use special characters
or an apostrophe.
Legal Last Name* Yes The student’s last name Do not use special characters
or an apostrophe.
Generation No The part of the student’s name that denotes the family
generation (e.g., Jr., Sr., III, etc.)
This is an optional field and
can be left blank.
DEMOGRAPHIC
Gender* Yes The student’s gender:
F = Female
M = Male)
N = Non-binary/undesignated (New Jersey only)
Three choices will appear for
New Jersey only users.
Date of Birth Yes DD/MM/YYYY
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Field Name Required Definition Special Notes
First Language No This field can be used to describe a student’s first
language.
First Language is an optional
field and can be left blank.
Comprehensive
Race*
Yes General racial category (or categories) that most clearly
reflects the individual’s recognition of his or her racial
background
Hispanic Ethnicity* Yes The individual’s recognition of their Hispanic ethnicity
(Yes or No)
PROFILE
Primary Disability
Code*
Yes Whether or not the student has an active IEP under the
Individuals with Disabilities Education Act (IDEA—
Part B)
Choose from options
presented
Gifted Student No Whether or not the student has an active IEP for
giftedness (Yes, No, or blank)
Must leave blank for students
taking the DLM assessments
Assessment
Program*
Yes Enables DLM alternate assessment and the First
Contact survey for the student
This field prepopulates to
Dynamic Learning Maps.
ESOL Participation
Code*
Yes English for Speakers of Other Languages (ESOL)
The type of ESOL/bilingual program in which the
student participates
English for Speakers of Other
Languages (ESOL) is a
required field and cannot be
left blank.
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Field Name Required Definition Special Notes
ESOL Entry Date No The date the ESOL participation began If the specific date is
unknown, and a fictitious
date is entered to satisfy the
field, this date should be
realistic and as accurate as
possible.
USA Entry Date No The date of entry into USA If the specific date is
unknown, and a fictitious
date is entered to satisfy the
field, this date should be
realistic and as accurate as
possible.
SCHOOL
ENROLLMENT
FOR 2020
District* Yes The unique alphanumeric code assigned to the district
by the DLM alternate assessment. This identifies the
parent organization for a school (such as the school
district).
This field will prepopulate
for district- and building-
level users, but for a state-
level user, district options are
available for selection in a
dropdown menu.
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Field Name Required Definition Special Notes
School* Yes The school code (typically four digits) or other location
identifier that represents where the student attends
school. This is the school whose staff sees the student
information, including the student username and
password.
This field will prepopulate
for a building-level user, but
for a district or state-level
user, school options are
available for selection in a
dropdown menu.
Grade* Yes The grade level that a student enters and receives
services for in a school or an educational institution
during a given academic session
Some states provide an age
range chart to help data
managers align the student’s
age with the grade to be
assessed. Refer to the state’s
DLM webpage. Click on the
Supplemental Resource tab to
access the age range chart so
the correct grade can be
entered for the student’s age.
Accountability
District
No The unique alphanumeric code that has been assigned
to the district as listed in each state’s organizational
table
This field is optional and only
becomes required when the
Accountability School is
entered in order to validate
that the district and school
match in the organizational
table.
Other accountability district
options are available for
selection by district or
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Field Name Required Definition Special Notes
building level users who have
permission to enroll students.
Accountability
School
No The unique alphanumeric code assigned to the school
as listed in each state’s organizational table
This field is optional, but if a
school code is entered, then
the corresponding
accountability district field
must also be entered to
validate that the district and
school match in the
organizational table.
Other accountability school
options are available for
selection by district or
building level users who have
permission to enroll students.
Local Student
Identifier
No The unique alphanumeric code assigned to the student
by the school or local education agency
Include leading zeros when
applicable.
State Entry Date No The date on which the student enrolls and begins to
receive instructional services in the state
If the student leaves and then
re-enrolls, this date is to
reflect the most recent
enrollment date. If the date is
unknown, this field can be
left blank. If date is unknown
and a fictitious date is
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Field Name Required Definition Special Notes
entered, this date should be
realistic and as accurate as
possible.
District Entry Date No The date on which the student enrolls and begins to
receive instructional services in a school district
If the student leaves and then
re-enrolls, this date is to
reflect the most recent
enrollment date. If the date is
unknown, this field can be
left blank. If date is unknown
and a fictitious date is
entered, this date should be
realistic and as accurate as
possible.
School Entry Date* Yes The date on which the student enrolls and begins to
receive instructional services in a school
This entry cannot be left
blank. If the specific date is
unknown and a fictitious date
is entered to satisfy the field,
this date should be realistic
and as accurate as possible.
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EDIT A STUDENT RECORD MANUALLY
This procedure cannot be used to change the school or district associated with an
existing student record. For information about changing a school or district see the
section Manage Student Moves and Transfers on page 101 of this manual.
1. Click Settings.
3. Select Students from the dropdown menu.
4. On the View Students tab under Select Organization, the state will prepopulate.
Select the district if it does not prepopulate.
5. Select the school.
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6. Click Search. A list of students will become available for the selected organization.
Note: All students in this procedure are fictitious.
7. Once the list of students is displayed, the search for a student can be quickly
narrowed by entering the student’s State ID in the field in the State ID column and
clicking Enter.
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8. The system will pull the student information that matches the State ID.
9. Click the State ID to access the View Student Record screen, a summary of the
student’s information uploaded through enrollment into Educator Portal.
10. On the View Student Record window, click Edit.
NOTE: Only state, district- or building-level staff with permission to edit student
data can use the Edit button. Users with the role of teacher cannot edit student
data.
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11. On the Edit Student Record window, make the necessary changes; scroll to click
Save.
12. A message at the top of the window indicates that edits were successful. Close the
Edit Student Record window.
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FIND A STUDENT
State, district, and building users with appropriate permission levels may use a State
Student Identifier to locate an inactive student record in their state and to reactivate the
record for the current school year.
1. Click Settings.
2. Select Students from the dropdown menu.
3. Click the Find Student tab, and enter the State Student Identifier.
4. Click Search.
HINT: The identifier must be an exact match to a student’s previous
enrollment record, including capitalization or lowercase for alpha
characters.
To protect student privacy, wildcard searches are not allowed.
If the student record is found in the district and school in which the user is searching,
the system will automatically pull up the View Student Record screen where the
student’s information can be reviewed. If any information needs to be updated, a user
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with appropriate permissions can edit the student’s information (e.g., change the grade).
Note: All students in this procedure are fictitious.
If the student was not enrolled in Educator Portal between the 2015-16 school year and
the present time, the user will see the message that the Student state ID does not exist.
The user can then enroll the student using Add Student or upload an enrollment file
template as previously described.
MESSAGES IN EDUCATOR PORTAL
When Find Student and Add Student functions are used in Educator Portal, the user will
receive messages about the status of the student (e.g., the student is not activated for the
current school year. Do you wish to activate the student? Another message tells the user
that the student state ID does not exist.) At that time, the user can add the student. Other
messages like these are given to the user and provide easy to follow instructions or
questions.
REMOVE A STUDENT FROM EDUCATOR PORTAL
This procedure is required when a student moves out of state or will no longer
participate in the DLM alternate assessment.
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Some districts and states have additional accountability recommendations that result in
students being removed from Educator Portal.
Best practice is to remove students before an assessment window opens. Contact the
DTC for dates of district data cleanup.
HINT: Student data, including the PNP Profile and First Contact survey data,
travel with the student record within the state. When a student
moves from one school to another or from one district to another, the
student data supplied by the previous school or district appears. The
receiving school or district may verify or modify it.
Students who move out of one state to another in the DLM
consortium will receive a new State Student Identifier once in the new
state. Therefore, the student has an entirely new record in Educator
Portal and their previous data does not travel with them.
1. Click Settings.
2. Select Students from the dropdown menu.
3. Select the Exit Student tab.
4. The state will prepopulate. Select the district if it does not prepopulate.
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5. Select the school.
6. Click Search.
7. Select one student; click Continue.
8. On the Select Date and Reason screen, the date of the transaction will populate.
Click in the date field to change the date if needed.
9. Click in the field and select a new date.
10. Select Reason for Removing Student (exit reason) from the drop-down menu.
11. Click Exit Student.
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12. The Exit Student message will appear.
HINT: The Exit Student button is unavailable until both an exit date and a
reason are selected.
13. The search for a student can be expedited by going to View Student and then
completing the district and school field. Click Search.
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14. Once the full list of students populates, enter the student’s State ID in the field in
the State ID column, and click Enter.
15. The system will pull the student information that matches the State ID.
16. Select the student record and click Continue.
17. On the Select Date and Reason screen, the date of the transaction will populate.
Click in the date field to change the date if needed.
18. Click in the field and select a new date.
19. Select Reason for Removing Student (exit reason) from the drop-down menu.
20. Click Exit Student.
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REMOVE MULTIPLE STUDENTS AT ONE TIME FROM EDUCATOR PORTAL
To remove multiple students at once from Educator Portal, follow these steps:
1. Download the TEC (Test, Exit, and Clear) Upload Template from the state’s DLM
resources webpage.
HINT: To ensure a current file is used, always start by downloading the
template.
2. Open the TEC (Test, Exit, and Clear) Upload Template in a spreadsheet program
that can save data in CSV format. The template must be uploaded as a CSV file.
3. Using a new row for each student, type the information into the CSV file.
4. Complete all required fields. However, column F, Test Type, MUST be left blank.
Do not remove this column or heading.
NOTE: Some states provide a resource that maps the field names to codes and
identifiers commonly used in their state or district. This resource that can be
found on their state DLM website under Templates. (Also, see the table Test,
Exit, and Clear Field Definitions on page 94 of this manual).
5. Verify that all column headings appear in the file, even if some columns are left
blank.
6. Save the file as a CSV file. The system will only load files saved in CSV format.
HINT: Up to 5,000 records at a time may be loaded. However, large files may
load slowly and can be difficult to troubleshoot. DLM staff
recommend uploading 100 or fewer records at a time. Save the file in
an easily accessible location.
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Test, Exit, and Clear Field Definitions
Field Format; Length Required Description Special Notes
A
Record_Type
Alpha
Test
Exit
Clear
Yes
Ea Each line in the CSV file will have one of the
following types:
Test – not used by DLM users
Exit – marks the student to be removed from
enrollment in a particular location
Clear – not used by DLM users
For DLM alternate
assessment, choose Exit.
Only Exit is used by DLM
users. Do not use Test or
Clear.
B State_Student_
Identifier Numeric; 10 Yes Student’s state ID number
Include leading zeros if the
code is numeric and contains
leading zeros.
C Attendance_
School_
Program_
Identifier
Alphanumeric;
30 Yes
The school code (typically four digits) or other
location identifier that represents where the
student attends school. This is the school whose
staff will see the student information, including
the student username and password.
The number must match a
number in the organization,
or the file upload will fail.
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Field Format; Length Required Description Special Notes
D
Exit_Reason Numeric; 2 Yes
See the Exit_Reason Field
table on page 97 of this
manual. NOTE: some states
allow only certain exit codes
to be used. See your
assessment coordinator for
those codes. If an exit code is
used that isn’t allowed in
your state, then the upload
will fail and following error
reason will appear: This
record is rejected because exit
code “xxx” is not valid in your
state.”
E Exit_Date MM/DD/YYYY Yes The date on which this change is effective.
F Test_Type
Alphanumeric;
1 No
The type of test. DLM users must leave this cell
blank.
Enter NOTHING in this
field – MUST be left blank.
G
Subject Alpha; 3 No
Enter the subject for the test. Current choices
are:
M = mathematics
ELA = English language arts
SCI = science4
SS = social studies5
4Only some states test in science. Check with the assessment coordinator. 5Only some states test in social studies. Check with the assessment coordinator.
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Field Format; Length Required Description Special Notes
H School_Year YYYY Yes
The school year for which the change is
effective. Use 2019.
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Exit_Reason Field
These values are used in a TEC (Test, Exit, and Clear) Upload Template for the
Exit_Reason column. Do not add leading zeros to the code, or the system will reject the
file.
HINT: Choose only the exit codes valid for the state. If exit codes are chosen
that are not valid in the state, users will see the error message: This
record is rejected because exit code “xxx” is not valid in your state. Check
with the district assessment administrator or the state assessment
administrator for the codes that are valid for the state.
Entry Definition Entry Definition
1 Transfer to public school,
same district 13
Reached maximum age for
services
2 Transfer to public school,
different district, same state 14 Discontinued schooling
3 Transfer to public school,
different state 15
Transfer to accredited or
non-accredited juvenile
correctional facility—
educational services
provided
4 Transfer to an accredited
private school 16
Moved within the United
States, not known to be
enrolled in school
5 Transfer to a non-accredited
private school 17 Unknown
6 Transfer to homeschooling 18 Student data claimed in
error/never attended
7 Matriculation to another
school 19
Transfer to an adult
education facility (e.g., for
GED completion)
8 Graduated with regular
diploma 20
Transfer to a juvenile or
adult correctional facility—
no educational services
provided
9
Completed school with
other credentials (e.g.,
district-awarded GED)
21
Student moved to another
country—may or may not
be continuing enrollment
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Entry Definition Entry Definition
10 Student death 30
Student does not meet
eligibility criteria for
alternate assessment
11 Student illness 98 Unresolved exit
12 Student expulsion (or long-
term suspension) 99
Undo a previously
submitted exit record
HINT: Students who are exited with any exit code will also be removed from
all rosters. To undo a previously submitted exit record for a student,
data managers may submit another TEC (Test, Exit, and Clear) file
using exit code 99; the student will be completely restored to their
previous building but will not be restored to any rosters. The data
manager will need to roster the student again.
UPLOAD A TEC (TEST, EXIT, AND CLEAR) FILE
To upload a TEC (Test, Exit, and Clear) Upload Template, follow these steps:
1. Click Settings.
2. Select Students from the dropdown menu.
3. Select the Upload TEC tab.
4. Apply filters in the Select Organization fields to choose the correct level. The State
field will prepopulate only with the user’s state. No other state will be available. The
district will be prepopulated for district-level users.
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5. Select the school from the dropdown menu.
6. Click the CSV icon to open a browser window.
7. Locate the CSV TEC Upload file that contains student data.
8. Click the filename to select it.
9. Click Open. The filename appears in the File field.
HINT: Either use the most current TEC Upload Template found on the DLM
state website or click on the question mark icon next to the CSV icon
to download the most current version of the template (as seen in step
6). The most current template must be used or the file will not upload.
Verify that the file has a CSV file extension. Filenames with extensions
ending in XLS or XLSX will be rejected.
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10. Click Upload.
11. A message will show the number of records created, rejected, updated, and with
alerts. Review the confirmation message for errors.
12. Click the CSV icon under File to see error messages related to the upload.
VIEW CURRENT ENROLLMENT EXTRACT
The Current Enrollment extract includes all records for students who are enrolled in the
user’s organization. This includes those uploaded via web service, enrollment file, or the
manual user interface.
HINT: On occasion, a student may be enrolled in more than one school (e.g.,
one school for ELA and another school for mathematics). When this
occurs, the student will have a record or line for each school.
Name of the Extract
When saving the Current Enrollment extract, use the following naming convention:
KITE_Enrollment_Extract_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv
HINT: OrgID is the organization code for the school or district.
UserID is the user identification code.
MM-DD-YY is the month, day, and year the report was created.
HH-MM-SS is the hour, minute, and second the report was created.
Fields in the Extract
The extract is similar but not identical to the Enrollment Upload CSV Template. See page
61 for definitions of common fields.
HINT: The roster and enrollment extracts display the last modified date, time, and
user. The user extract shows only the date a record was originally created.
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Using the Enrollment Extract to Update Enrollment Records
To use the Current Enrollment extract to update enrollment records, delete the first five
columns so the extract exactly matches the Enrollment Upload Template. This method is
useful if the Current Enrollment extract was downloaded and saved by July 31 of the
previous year. By modifying the file and editing the grade for students, the DTC can use
the Current Enrollment extract to upload students for the coming school year. Ensure all
student data are correct for the current year.
The first five columns are for the following fields:
A. Extract State
B. Extract District
C. Extract School Name
D. Extract Last Modified Time
E. Extract Last Modified By
ENSURE MANAGE STUDENT MOVES AND TRANSFERS
This section describes the recommended steps for data managers to process a student
moving to either a new school within a district or to a different district. This includes
best practices and troubleshooting.
HINT: To move one student or a few students (five or fewer), use the
Transfer a Student Manually procedure, which uses the Educator
Portal user interface, described on page 102 of this manual. To move
numerous students (more than five), use the Transfer Multiple
Students Using CSV Upload Templates procedure on page 107 of this
manual. This procedure uses two CSV upload templates: first, the
TEC (Test, Exit, and Clear) Upload Template to exit students from one
district and school and, secondly, the Enrollment Template to enroll
them in the new district or school.
Once the student is enrolled and rostered in the new school or district, all completed
testlets and all plans created using the Instruction and Assessment Planner, as well as
any assigned testlets, move with the student record. Test administration at the new
district or school may continue where the student left off as soon as the student is
rostered to the new teacher.
Kite Student Portal will not generate testlets for a student who has not been rostered.
HINT: To remove a student who moved out of state, use the Remove a
Student from Educator Portal procedure on page 88 of this manual.
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TRANSFER A STUDENT MANUALLY
This procedure allows the transfer of one or more students at one time. A user with the
role of District Superintendent, District Test Coordinator, and District User can transfer
students only within their own district. A State Assessment Administrator or Service
Desk agent can transfer students between districts within their state.
1. Click Settings.
2. Click Students.
3. Select the Transfer Students tab.
4. Apply filters in the Select Organization fields to choose the correct level. The State
field will prepopulate with the user’s state. No other state will be available. The
district will be prepopulated for district-level users and no other districts will be
available.
5. Select the school from the dropdown menu.
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HINT: If transferring more than one student to the same district, the process
can be completed at one time by selecting all of the students to
transfer, the district, and the schools. To transfer students to different
districts, create separate actions for each district.
6. Select the student or students to transfer; click Next.
7. Under the District drop-down menu, select the destination district if it is different
from the sending district.
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8. Under the Accountability District drop-down menu, select a new Accountability
District if different than the existing Accountability district. Otherwise it can be left
blank.
HINT: Scroll to the right to view additional columns.
9. Select Destination Attendance School, Destination Accountability School,
Destination Location, and Exit Reason.
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HINT: If all students have the same exit reason, select the exit reason from
the Select for all drop-down menu in the header of the column.
The Select for all menu is available for the Destination Attendance
School column, the Destination Accountability School column, and
the Destination Local ID column. After selecting, click Exit.
Remove any students that need to be removed from the transfer list at
this time.
A warning message will indicate when students are already enrolled
in the destination school. These students are denoted by a flag in
Educator Portal and will not be transferred.
10. Click Next.
11. A warning screen will display before the student is transferred, indicating that
students already enrolled in the destination school, denoted by a flag icon, will not
be transferred.
12. Click Next.
HINT: The delete icon looks like a trash can. Clicking this icon deletes the
student from the transfer process, but does not delete the student
from enrollments.
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13. Review the student(s) and the selected information.
14. Click No to cancel the action. When clicking No, the user will receive a warning
message to confirm the cancellation of the transfer.
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15. To continue the transfer, click Yes. A message will confirm that the student has
been transferred.
After a group of students is transferred, they must be rostered to test administrators in
the new school by following two steps: first, Create a Roster File on page 109 of this
manual and, second, Load a Roster File on page 114. If only a few students (fewer than
five) are transferred, they can be rostered by using the user interface.
TRANSFER MULTIPLE STUDENTS USING CSV UPLOAD TEMPLATES
HINT: This complex process is best used when transferring numerous
students (more than five). When transferring a small number of
students (fewer than five), use the Transfer a Student Manually
procedure on page 102 of this manual.
Move Multiple Students within a District
A district-level user may perform the entire process outlined below when multiple
students transfer within the district. However, building-level users can perform
individual tasks within their building using the following steps.
To move students from one school to another within the same district, follow these steps
in order:
1. A building-level user in the originating school exits the students using a TEC file.
When this step is completed, School A will no longer have access to the students’
data.
2. A building-level user in the receiving school enrolls the students to School B using
the Enrollment Upload Template.
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HINT: Returning students (i.e., students who were previously in the school
to where the student is being transferred) cannot be manually
enrolled with the Add Student feature. However, they can be enrolled
using the Enrollment Upload Template, especially in the case of
multiple students. Individual students or a few returning students
can be enrolled using the Find a Student feature on page 87 of this
manual. A student who has never been enrolled in the state can be
enrolled using the Add a Student Record Manually feature found on
page 74 of this manual. After enrolling the students in School B, roster
them to their new test administrator. When completed, School B will
have access to the students’ data, including student username and
password.
3. The School B test administrator completes and submits the PNP Profile and First
Contact survey.
Move a Student from One District to Another
Only a state assessment administrator or DLM Service Desk agent may perform the
entirety of the process outlined below when a single student or multiple students
transfer from one district to another within the state. However, district-level users can
perform individual tasks within their district using the following steps:
1. District A exits the student by uploading a TEC Upload Template as described in the
section Remove Multiple Students at One Time from Educator Portal on page 93 of
this manual or by manually removing the student by following the procedure
described in the section Remove a Student from Educator Portal on page 88 of this
manual. The student is then automatically removed from rosters in District A.
2. District B enrolls the student using the Enrollment Upload Template as described in
the section Upload an Enrollment File on page 71 of this manual or the Find a
Student feature on page 87 of this manual and enrolls the student.
3. District B rosters the student. See Create a Roster File beginning on page 109 of this
manual. After the student is enrolled and the rosters are completed for the student,
District B will have access to the student’s data, including student username and
password.
4. District B test administrator verifies that the PNP Profile and the First Contact
survey settings are still accurate and then submits both. See the section Complete the
PNP Profile and Complete the First Contact Survey in the EDUCATOR PORTAL USER
GUIDE.
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HINT: A returning student can be reactivated for a district and school using
either the Find Student feature or the Add Student feature. See the
section Find a Student on page 87 or Add a Student Record Manually
on page 74 of this manual.
A group of returning students can also be re-enrolled using the
Enrollment File Template.
MANAGE ROSTER DATA
The Roster Upload Template links students to users in Educator Portal with the role of
teacher. While the enrollment file contains one record per student, the roster file will
contain one row per student for each DLM subject area. In other words, one line for
ELA, one line for mathematics, and one line for science, if applicable. In some states,
students may also be rostered to social studies.
HINT: Students must be rostered for each DLM subject area for all
assessments in the current school year.
CREATE A ROSTER FILE
This procedure is best for creating rosters for multiple educators and students. For only
one or two educators or a small number of students, rosters can be created manually,
with the user interface. See Create a Roster Manually on page 120 of this manual.
To create a roster file, follow these steps:
1. Download the Roster Upload Template from the state’s DLM webpage.
HINT: Always start by downloading the template to ensure the most current
and correct file is being used.
2. Open the Roster Upload Template in a spreadsheet program that can save data in
CSV format. The template must be uploaded as a CSV file.
3. Using a new row for each student and for each DLM subject, type the information
into the CSV file.
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HINT: Some states offer a resource that maps the field names shown below
to codes and identifiers commonly used in their state or district. See
the State Appendix on page 132 and Access Additional Resources on
page 7 of this manual.
4. Complete all required fields. Column M (Remove from Roster) is only used to
remove students from a roster. Otherwise, leave column M blank.
5. Verify that all column headings appear in the file. Do not remove any columns or
headings.
6. Save the file as a CSV file. The system will load only files saved in CSV format.
HINT: Up to 5,000 records at a time may be loaded. However, large files may
load slowly and can be difficult to troubleshoot. For best results,
upload 100 or fewer records at a time. Save the file in an easily
accessible location.
The file can be given any name that helps identify the group of
students it contains.
See Include Leading Zeros in an Upload File on page 29 of this
manual for any codes that include leading zeros. Check that the
leading zeros are retained after each save, but keep the file open.
Formatting changes are typically lost when the file is closed.
Key to Table
The following table is the key for the Roster Field Definitions table beginning on page
111 of this manual.
CSV Column Matches the column label in the Roster Template
Column
Heading
The name of the field; matches the column heading in the Roster
Template.
Data Required Indicates if the spreadsheet must have data in a particular column
(Y = Yes, N = No)
Format or
Valid Entries The type of data allowed in the field
Definition The definition of the field
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Roster Field Definitions
CSV
Column
Column
Heading
Data
Required
Format or
Valid Entries Definition
A Roster Name Y Alphanumeric
The name for the roster (See Best
Practices for Naming Rosters on
page 113 of this manual.)
B Subject Y Alphanumeric
Use the subject abbreviations in the
below table. Use only the subjects
entries assessed in your state.
Testlets will not be provided for
any other subject than those listed
in this table. Use only the
abbreviations listed below. No
other abbreviations will be
accepted.
Entry Definition
M Mathematics
ELA English language
arts
SCI Science
SS Social studies
C Course N Alphanumeric
Some states assess end-of-
instruction courses in high school.
See the assessment coordinator for
verification about courses within a
subject (e.g., subject: science,
course: biology).
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CSV
Column
Column
Heading
Data
Required
Format or
Valid Entries Definition
D School
Identifier Y
Alphanumeric
up to 10
Identification code assigned by the
state (or other organization) that
indicates where the student attends
school.
NOTE: The entry must match an
entry in Educator Portal for the
organization, or the file upload will
fail. The code for the school
identifier entered in the template
MUST match the school identifier
code in the organizational chart. If
they do not match exactly, the
upload will fail.
E School Year
Y YYYY
The four-digit ending year of the
current school year (e.g., for the
2019-2020 school year, enter 2020)
F State Student
Identifier Y
Numeric
up to 10
The student’s state identification
code in the roster must match
exactly that same student state
identifier in the enrollment file.
G Local Student
Identifier N
Numeric
up to 10
This is not a required field and can
be left blank. However, if an
identifier is enter, the student’s
local identification code in the
roster must match exactly that
same student local identifier in the
enrollment file.
H Student Legal
First Name Y Alphanumeric The student’s first name
I Student Legal
Last Name Y Alphanumeric The student’s last name
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CSV
Column
Column
Heading
Data
Required
Format or
Valid Entries Definition
J Educator
Identifier Y Alphanumeric
This is a required field for test
administrators (i.e., those with the
role of Teacher in Educator Portal).
To successfully match the student
to an educator, the
Educator_Identifier in the Roster
File must exactly match the
Educator_Identifier used in the
User File. If the two do not match,
the record will fail to upload.
K Educator
First Name Y Alphanumeric The educator’s first name
L Educator Last
Name Y Alphanumeric The educator’s last name
M Remove from
roster N
Remove or
leave blank
If a student is no longer to be
rostered to a particular teacher, the
student can be removed from a
previously submitted roster by
typing REMOVE in column M.
Otherwise, the field is to remain
blank. NOTE: A roster can also be
removed manually using the user
interface.
NOTE: States determine which subjects and grades are assessed. Check with the
district assessment coordinator before rostering students in subjects and grades.
Best Practices for Naming Rosters
Consider defining a standard naming convention for rosters, which can make sorting
and finding a specific roster easier at a later time. In these examples, rosters that use a
standard naming convention appear neatly grouped when sorted alphabetically.
HINT: Rosters must be separated by subject.
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Example:
Teacher Last Name Teacher First Name Subject
Wheeler Lisa ELA
Wheeler Lisa Math
Wheeler Lisa Science
LOAD A ROSTER FILE
This procedure is required before a student can be assessed.
HINT: For best results, upload roster files separately by school. This helps
with tracking. Also, the User’s name and Educator_Identifier in the
User data must match exactly what is entered on the Roster File or the
upload will fail.
If the Educator Identifier is missing for a user with the Teacher role,
the roster upload will also fail.
1. Click Settings.
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2. Select Rosters from the dropdown menu.
3. Select the Upload Roster tab.
4. Apply filters in the Select Organization fields to choose the correct level. The State
field will prepopulate only with the user’s state. No other state will be available.
The district will be prepopulated for district-level users.
5. Select the school from the dropdown menu.
6. Click the CSV icon to open a browser window.
7. Locate the CSV Upload file that contains student data.
8. Click the filename to select it.
9. Click Open. The filename appears in the File field
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HINT: Either use the most current Roster Upload Template found on the
DLM state website or click on the question mark icon next to the CSV
icon to download the most current version of the template (as seen in
step 6). Use the most current template or the file will not upload.
10. Click the CSV icon to open a browser window.
HINT: Verify that the file has a CSV file extension. Filenames with extensions
ending in XLS or XLSX will be rejected.
11. Click Upload.
12. A message will show the number of records created, rejected, updated, and with
alerts. Review the confirmation message for errors. The error file will display the
line number for the record that has the error.
13. Click the CSV file icon under File to see error messages related to the upload.
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HINT: Each line in the CSV file is one record.
CHANGE ROSTER DATA OR REMOVE A ROSTER
Follow this procedure to change roster data or to remove a roster. The below bulleted
list contains fields that can be changed in a roster.
NOTE: Rosters cannot be changed after the state assessment window closes. See
the SEA or SAA with further questions.
Change a roster name (see Best Practices for Naming Rosters on page 113 of this
manual).
Change the educator connected to the roster.
Change the students connected to the roster.
Remove the roster (by removing all students).
To change roster data, follow these steps:
1. Click Settings.
2. Select Rosters from the dropdown menu.
3. On the View Roster tab, apply filters in the Select Organization fields to choose the
correct level. The State field will prepopulate only with the user’s state. No other
state will be available. The district will be prepopulated for district-level users.
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4. Click Search.
HINT: Teachers and student fields will not populate until after the Search
button is clicked.
5. Click the desired roster to open the View/Edit Roster screen.
HINT: If a subject must be changed, a new roster must be created. After
creating a new roster, move the students to the new roster. The old
roster will automatically be deleted after the last student is removed.
6. Make any of the following changes:
a. Type a Roster Name.
b. Select an Educator.
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c. Check or clear check boxes to remove or add students to the roster.
HINT: If an educator is no longer to be rostered to the list of students for a
subject, the educator checkbox cannot be unchecked. Instead, a new
educator must be selected. When the new educator is selected, the
checkbox by the previous educator is automatically unchecked.
However, students can be removed from a roster by simply
unchecking the checkbox beside their name. If all students are cleared
from the roster, the roster is automatically deleted.
7. Click Save.
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CREATE A ROSTER MANUALLY
Follow this procedure to manually create a roster.
1. Click Settings.
2. Select Rosters from the dropdown menu.
3. Click the Create Roster tab.
4. In the additional fields, accept the prepopulated options or select other available
options if allowed (e.g., District, School, etc.). Selecting other options will depend on
the user’s permissions; click Search.
5. Type a Roster Name using the naming conventions suggested in Best Practices for
Naming Rosters on page 113 of this manual; select a Subject.
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6. Find the educator who is to be rostered to the students. Click the checkbox to select
that educator.
HINT: Only one educator may be selected.
7. Select or uncheck the checkboxes to remove or add students to the roster.
Note: All students in this procedure are fictitious.
HINT: Use the arrows at the bottom of the screen to move between pages
when multiple students are listed. Multiple students can be selected.
8. Click Save.
9. To close the roster, click X.
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HINT: A student must be rostered to one educator per school, per grade, and
per subject. If an existing roster has an incorrect subject, a new roster
with the correct subject must be created to correct the problem. See
Create a Roster File on page 109. Students must be removed from the
incorrectly named roster in order to be added to the new roster. Once
all students have been either transferred or removed from the
incorrect roster, it will be deleted automatically.
VIEW ROSTER EXTRACT
The roster extract includes all records for students who are assigned to a roster within
the user’s organization. This includes students uploaded via roster file or manually.
Name of the Extract
When the roster extract is saved, use the following naming convention:
Kite_Roster_Extract_OrgID_UserID_MM-DD-YY_HH-MM-SS.csv
HINT: OrgID is the organization identifier for the school or district.
UserID is the user identification number.
MM-DD-YY is the month, day, and year the report was created.
HH-MM-SS is the hour, minute, and second the report was created.
Fields in the Extract
The extract is similar but not identical to the Roster Upload Template. See the table
Roster Field Definitions on page 111.
Understanding the Roster Extract
The roster extract creates a CSV file that lists the students and educators on every roster
in a particular school along with their grade.
Using the Extract to Update Roster Records
To use the extract as an upload for roster records, delete the first 10 columns in the
extract so that it matches the Roster Template. Those are columns A–J.
HINT: If you do not remove these columns, any changes made to data in
these columns will not be applied to 2019-2020 rosters.
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The first 10 columns are:
A. Extract_State
B. Extract_District
C. Extract_School
D. Extract_Last_Modified_Time
E. Extract_Last_Modified_By
F. Extract_Assessment_Program_1
G. Extract_Assessment_Program_2
H. Extract_Assessment_Program_3
I. Extract_Assessment_Program_4
J. Extract_Student_Grade
MANAGE DATA VERIFICATION AND REVISIONS
To prepare for an assessment window before it opens, districts must verify and revise
data in Educator Portal. The data manager is best suited to organize the effort. States
and educators also have a role in verification.
HINT: Check with the assessment coordinator for variations in this
procedure.
WHY DATA VERIFICATION AND REVISION ARE IMPORTANT
Incorrect information results in incorrect testlet assignment. Accurate information
about educators (users), students (enrollment, PNP Profile, and First Contact survey),
and rosters is required so that all students who need to participate in the DLM alternate
assessments are ready for assessments and receive testlets that best match their needs
and abilities.
Most student data entered into Educator Portal directly affect other fields in Educator
Portal and reports. For example, a misspelled student name in Educator Portal will carry
over to the Individual Student Score Report that is delivered to the student’s parents or
guardians. Errors in Educator Portal may also result in errors on a student’s permanent
record.
WHEN TO CONDUCT DATA VERIFICATION AND REVISIONS
HINT: See the EDUCATOR PORTAL USER GUIDE for information about reports
and data extracts.
See Manage Student Moves and Transfers on page 101 of this manual
to manage planned student moves.
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State and district data managers need to follow these steps to begin verifying and
revising data for their district.
1. Assemble the plan and team members who will conduct data verification and
revision.
2. Determine how to communicate responsibilities about the data verification and
revision process.
3. Download the data extracts from Educator Portal to view current data.
4. Edit the data against state or district data.
a. Look for duplicate student records across different schools in the district.
Remove students from schools or districts in which they are no longer enrolled
by using Remove a Student from Educator Portal on page 88 of this manual.
5. Use procedures from this manual to modify the data.
Optional: Download a new data extract to check the work and/or distribute new
extracts to appropriate audiences for them to check the information.
The steps below are for district assessment coordinators and data managers to use to
verify and revise data for their district. The EDUCATOR PORTAL USER GUIDE includes
procedures for checking student information.
Review each student’s PNP Profile and direct the test administrator to complete each
of their students’ PNP Profiles as needed.
Review and check student data (spelling, date of birth, grade, race, gender, etc.).
Review the First Contact survey for each student, and direct the test administrator to
complete each student’s First Contact survey.
HINT: If the annual requirements, such as security agreement acceptance and
all required training modules, have not been completed prior to the
opening of the assessment window, educators will receive an Access
Restricted message when attempting to create plans for students in
the Instruction and Assessment Planner or the Test Management tab
in Educator Portal.
Also, a plan cannot be created or an assessment cannot be assigned
until the First Contact survey is completed in Educator Portal.
The ACCESSIBILITY MANUAL is a valuable resource for educators who must make
decisions about the PNP Profile.
DATA MANAGER ACTIONS
While data collection and comparison can be addressed simultaneously for all three
types of files, data upload templates must be processed in a specific order so that records
and relationships (e.g., first users, second enrollments, and third rosters) are correctly
linked.
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Data Manager Actions Procedure Title in the Manual
User
1. View the user extract.
2. Compare the extract data against district or
state data.
3. Correct data where needed.
4. Ensure educators with the role of Teacher
have an Educator Identifier associated with
their account.
5. Upload the User File Template.
Manage User Data beginning on
page 16 of this manual.
Enrollment
1. View the current enrollment extract.
2. Compare the extract data against state or
district data.
3. Keep rows of information that require
correction.
4. Delete rows of information that do not
require correction.
5. Delete the first five specified columns
previously described to prepare the extract
for use as an enrollment file.
6. Upload the Enrollment File template.*
7. Exit students from the system if needed.
Manage Enrollment Data
beginning on page 58 of this
manual.
Change Enrollment Data
Previously Uploaded.
Roster
1. View the Roster extract.
2. Compare the extract data against state or
district data.
3. Keep rows of information that require
correction.
4. Delete rows of information that do not
require correction.
5. Delete the first 10 specified columns
previously described to prepare the extract
for use as a roster file.
6. Upload the roster file.*
Manage Roster Data beginning
on page 109 of this manual.
*Some information may be edited manually.
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USE THE DATA EXTRACTS FOR DATA CLEANUP
Here are some suggestions for comparing the Educator Portal extracts against district or
state data to identify needed corrections.
Consider whether the right students are in the right places. If not, see Manage
Student Moves and Transfers on page 101 of this manual to add them to the
receiving school or district and remove them from the sending school or district.
Although Educator Portal allows for dual enrollments when needed, unintended
duplicate student enrollment records could result in errors in student reports.
Correct the student information.
Look for students enrolled more than once with identical information except for
perhaps one field, (e.g., the state ID). A student may have been enrolled using a state
ID with a transposed number and then a second time with the correct state ID.
Determine which ID is correct.
Before removing the wrong entry, check the DLM Test Administration Monitoring
Extract to see if the student may have been tested on more than one account. If the
student was tested on the wrong account or on both accounts, call the DLM Service
Desk to have the accounts corrected and reconciled.
Correct inaccurate data by using administrative staff knowledge, educator reference,
or school- or district-level databases.
Experienced Excel users might consider using these features to review and compare data
(click on the links for tutorials):
Sort the data by a specific column to identify duplicates (e.g., name).
Apply a filter to a column to view select records (e.g., in the enrollment file, choose
Current_School_Year and filter out the correct value to see which records have
incorrect data or blanks).
Use VLOOKUP to search for a value and return a value from a related cell.
THE EDUCATOR PORTAL USER GUIDE
The EDUCATOR PORTAL USER GUIDE includes procedures for checking student
information:
Understanding the Accessibility Profile Extract
View and Check Student Data
View and Check Roster
Complete PNP Profile
Complete the First Contact survey
WHERE TO FIND HELP
Common error messages and solutions related to Educator Portal file uploads are
summarized on the Kite Troubleshooting webpage.
See Finding Help on page 2 of this manual for additional assistance.
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HINT: Do not send Personally Identifiable Information or screenshots of
testlets to the Service Desk via email.
For questions about data not collected by the DLM alternate assessment, contact the
SEA.
TROUBLESHOOTING
COMMON VIEW ACCESS ISSUES
A user’s role in Educator Portal may limit access to tabs, features, or data. If a user
cannot access needed information, the data manager may need to assign that user a new
or additional role in Educator Portal. See Assign a User Role or Organization on page 44
of this manual.
COMMON DATA UPLOAD ISSUES
Experience Possible Causes
Nothing happens when the
Upload button is clicked (for
user, enrollment, or roster files)
File is not in CSV format.
An incompatible browser is used. Use a
supported browser as listed under the Educator
Portal heading on
http://dynamiclearningmaps.org/requirements
SYSTEM ERROR MESSAGES
To view error messages, click the CSV icon.
The table below shows some error messages that may appear when uploading file
templates. Error messages include the line number in the file that was uploaded, the
name of the column header that contains the error, and other helpful information.
Message Possible Causes
### records created, ### records
updated and ### records are rejected
out of ### total records. Upload
completed with errors.
The file was uploaded, but Educator Portal
found errors. The error message will indicate
how many records were updated and how
many errors were found.
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Message Possible Causes
Enter a value with a valid extension.
The file was not uploaded because the file
format was not CSV. This error may occur if
data from other programs were copied and
pasted into the CSV file. This problem can be
corrected by transferring the data into a new
CSV file template.
File format is not correct.
The file was not uploaded. A header may be
missing or incorrect. Use the templates
provided on the DLM state webpage.
File is required. User clicked the Upload button before
attaching a file.
Blank value is not valid.
The record was not actually rejected and no
action is required. This message will appear
for any field that is not required and left
blank.
The roster upload file is rejected.
Use only the DLM subject codes in Roster File
Template as seen in the below table. Spelling
and capitalization must match exactly.
Subject Definition
M Mathematics
ELA English language arts
SCI Science
SS Social studies
Check that the Current_School_Year field is
completed correctly.
The Attendance School Program Identifier
is not found.
The Attendance District Identifier is
incorrect.
The Date of Birth with value 11/22/2019 is
not valid. Date is in the future.
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SERVICE DESK ASSISTANCE REQUIRED
Contact the Service Desk for assistance with the following items:
To change the State Student Identifier if testlets have been taken under two different
state identifiers. Contact the Service Desk to have the accounts merged into the
correct ID.
To add or change state or district organizational data.
To remove an educator from the state if an educator leaves the state or the DLM
program (not district).
REPORTS AND DATA EXTRACTS
See the EDUCATOR PORTAL USER GUIDE for information about reports and data extracts.
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GLOSSARY
This glossary compiles definitions and acronyms relevant to assessment for the Dynamic
Learning Maps® (DLM®) alternate assessment.
Educator Portal Educator Portal is the administrative application where staff and
educators manage student data and retrieve reports. Users can
access Educator Portal via https://educator.kiteaai.org/. For
information on working within Educator Portal, see the DATA
MANAGEMENT MANUAL and the EDUCATOR PORTAL USER GUIDE
on the DLM website.
First Contact
Survey
A survey used to collect background information about students
who are eligible for the DLM alternate assessments. The survey
goes beyond basic demographic information and includes
questions on communication, assistive technology devices, motor
and sensory impairments, and academic performance.
Core questions from the First Contact survey are used to
recommend the linkage level for each Essential Element during the
fall window. Core questions are also used during the spring
window for any Essential Elements that were not tested during the
fall window.
Kite Student
Portal
A secure customized application used to deliver assessments to
students. All students taking the DLM alternate assessment will
have unique accounts in Kite Student Portal. Test administrators
do not have accounts in Student Portal. In addition to operational
testing in Student Portal, practice activities and released testlets
can be administered using Student Portal. The log in credentials
for the practice activities and released testlets are unique to each
one. See the TEST ADMINISTRATION MANUAL for more information
about Student Portal.
Personal
Learning
Profile
This is a collective term used to describe a student’s personal
needs and preferences settings entered in the PNP Profile in
addition to information about the student entered in the First
Contact survey in Educator Portal.
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Personal Needs
and
Preferences
(PNP) Profile
Student-specific information that informs Kite Student Portal
about an individual student’s personal needs and preferences. The
PNP Profile includes information the system needs to make the
student’s user interface compatible with their accessibility needs.
The PNP Profile includes information about display
enhancements, language and braille, and audio and environmental
supports. Educators who know the student provide the
information in the profile found in Educator Portal.
State
Assessment
Administrator
(SAA)
This is an Educator Portal role assigned to staff at the state
education agency who have the highest level of access and
permissions in Kite Educator Portal. An SAA can transfer students
between districts, assign the District Test Coordinator role, and
have access to all student reports and extracts.
State
Education
Agency (SEA)
A state department of education.
technology-
enhanced
items
Computer-delivered test items that require a specialized
interaction, such as click and drag. A technology-enhanced item is
any item that is not answered using direct selection.
testlet A short assessment that begins with an engagement activity and
includes 3–9 items, depending on the subject. Together the items
increase the instructional relevance of the assessment and provide
a better estimate of a student’s knowledge, skills, and
understandings than can be achieved by a single assessment item.
Each testlet assesses only one Essential Element except for the
writing testlet, which assesses all writing Essential Elements
together in one testlet. Testlets are either teacher-administered or
computer-delivered. More specific information is found in the
TEST ADMINISTRATION MANUAL.
Data Management Manual 2019-2020 Rev: 08/01/2019 132 of 132
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STATE APPENDIX
DOCUMENT HISTORY
NOTE: Page numbers are valid only for the date and version noted.
They may change in future versions.
Date Section Name/Summary of Changes Starting
Page
Updates to section Manage Enrollment Data 58
Updates to Student Upload Definitions table 77
Update to Remove a Student from Educator Portal 88
Updates to Glossary 130