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Private School User’s Guide
2016‐2017
Progress Monitoring and
Reporting Network
TABLE OF CONTENTS
TABLE OF CONTENTS ........................................................................................................................................... i
ABOUT THE SYSTEM ........................................................................................................................................... 1
Overview ............................................................................................................................... .................................... 1
Principal’s Checklist ............................................................................................................................... ................... 1
Browser and System Specifications .......................................................................................................................... 2
Navigation............................................................................................................................... .................................. 3
Family Educational Rights and Privacy Act (FERPA) Statement ............................................................................4
News & Information ............................................................................................................................... .............. 5
Passwords ............................................................................................................................... .............................. 6
Forgotten Password ............................................................................................................................... ............... 7
Home Page ............................................................................................................................... ............................. 8
Menu Bar (#1) ............................................................................................................................... .................... 8
Home............................................................................................................................... .................................. 8
Profile............................................................................................................................... ................................. 9
News ............................................................................................................................... ................................ 10
WSS ............................................................................................................................... .................................. 10
3‐12 WAM ............................................................................................................................... ........................ 11
Downloads ............................................................................................................................... ....................... 11
Resources............................................................................................................................... ......................... 11
FLKRS Reports ............................................................................................................................... .................. 12
Sign Out............................................................................................................................... ............................ 12
Name and Access Level (#2) ........................................................................................................................... 12
School Name (#3) ............................................................................................................................... ............. 13
Tabs (#4) ............................................................................................................................... .......................... 13
SCHOOL REGISTRATION.....................................................................................................................................14
PMRN SIGN IN ...................................................................................................................................................20
ASSESSMENT CALENDAR ...................................................................................................................................24
USERS ...............................................................................................................................................................27
Access Levels ............................................................................................................................... ............................ 27
School Administrator ............................................................................................................................... ........... 28
School Designee ............................................................................................................................... ................... 28
Reading Teacher ............................................................................................................................... .................. 28
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TABLE OF CONTENTS
School Reports User............................................................................................................................... ............. 28
Add, Remove and Edit Users............................................................................................................................... .... 28
Add New User ............................................................................................................................... ...................... 28
Remove Existing User ............................................................................................................................... .......... 31
Edit Existing User ............................................................................................................................... ................. 33
Send User Name and Password .............................................................................................................................. 35
STUDENTS .........................................................................................................................................................37
Enroll Students ............................................................................................................................... ......................... 37
Withdraw Students ............................................................................................................................... .................. 39
View All Students Enrolled In School ...................................................................................................................... 42
Modify Student Demographics ............................................................................................................................... 43
CLASSES/PERIODS .............................................................................................................................................45
Add a Class/Period to Listed Teacher ..................................................................................................................... 45
Add Students to a Class/Period .............................................................................................................................. 46
Remove Student from Class/Period........................................................................................................................ 50
Move Class Roster to another Teacher................................................................................................................... 52
Delete Class/Period............................................................................................................................... .................. 55
CLASS SUMMARY ..............................................................................................................................................56
Data Entry ............................................................................................................................... ................................ 56
FLKRS‐WSS Resources ............................................................................................................................... .............. 59
SCHOOL REPORTS..............................................................................................................................................60
TEACHER REPORTS ............................................................................................................................................61
STUDENT REPORTS ............................................................................................................................................62
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ABOUT THE SYSTEM
Overview
This guide provides information to private school administrators responsible for utilizing the Progress Monitoring and Reporting Network (PMRN) for the Florida Kindergarten Readiness Screener – Work Sampling System (FLKRS‐WSS).
At the beginning of each school year, private school principals register to use the PMRN system for the FLKRS‐WSS on the Just Read, Florida! (JRF!) website at www.justreadflorida.org. Florida Department of Education (FDOE) representatives review and verify the registration information within 24 to 48 hours. Once the school registration is accepted, the principal or designee may sign into the PMRN system at https://pmrn.fldoe.org to complete the set up tasks for the current school year. Then, FLKRS‐WSS observational data may be entered into the PMRN system pursuant to section, 1002.69, Florida Statutes (F.S.).
Principal’s Checklist
This guide covers each component of the Principal’s Checklist:
1. Register school at www.justreadflorida.org 2. Receive registration acceptance notification via email 3. Review FLKRS‐WSS data entry window in the PMRN system 4. Enter non‐instructional days occurring within the first 30 days of school 5. Add users and access levels 6. Create classes 7. Enroll students 8. Add students in classes 9. Provide instructions to teachers for FLKRS‐WSS data entry 10. Monitor FLKRS‐WSS Missing Score Report during 30‐day data entry window 11. Distribute FLKRS‐WSS Parent Letters after 30‐day data entry window is closed
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ABOUT THE SYSTEM
Browser and System Specifications
The table below contains the browser and system specifications recommended for optimal use of the PMRN system.
Recommended Bandwidth Specifications External Connection to Internet 100 kbps per student or faster Internal School Network 1000 kbps per student or faster Desktop, Laptop, Netbook & Thin Client / Virtual Desktop Infrastructure Operating System
Windows Mac OS X Linux Chrome OS
Memory Connectivity
Screen Size Screen Resolution Input Device Requirements
Recommended Specifications Windows 7, Windows 8.1, Windows 10 Mac OS 10.11.4 or newer Linux: Ubuntu 16.10, Fedora 23 or newer Chrome OS 19 or newer
1gb RAM or greater Computers must be able to connect to the Internet via wired or wireless networks. 9.5 inch screen size or larger 1024 x 768 resolution or higher Keyboard, Mouse
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ABOUT THE SYSTEM
Navigation
The PMRN system web address is https://pmrn.fldoe.org. Private schools have a designated sign in area on the lower, right side of the web page.
ABOUT THE SYSTEM
Family Educational Rights and Privacy Act (FERPA) Statement
The PMRN contains official student records. After signing in, users must agree to adhere to the provisions of the FERPA and Florida laws regarding access to and disclosure of these records.
Select I Agree.
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ABOUT THE SYSTEM
News & Information
After the FERPA Statement, a News & Information page may be displayed. This page contains the most recent and relevant information pertaining to the PMRN.
Select Next.
NOTE: The News & Information page will not appear again at sign‐in until a new item is posted. This page may be accessed at any time by clicking the News link located in the PMRN menu.
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ABOUT THE SYSTEM
Passwords
For security reasons, first‐time users must reset the password upon signing in. Follow the onscreen instructions to enter the Identifier and create a new password. Users can obtain their Identifier by contacting the IEN Service Center toll‐free at 1‐855‐814‐2876 or email [email protected].
After entering the Identifier and new password, click Submit.
A notice will appear on the screen to indicate the password has been changed.
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ABOUT THE SYSTEM
Forgotten Password
Users may click the Forgot your Password? link on the sign‐in page to receive their username and a temporary password.
Enter email address and select Submit.
If the email address is unique to the user and valid in the PMRN database, the password will be sent to the email address entered. The password must be reset upon sign in.
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ABOUT THE SYSTEM
Home Page
The Home Page is the key navigation page within the PMRN. There are four main areas:
1. Menu Bar 2. User’s Name and Access Level Bar 3. School Name 4. Tabs (based on access level)
1
2 3
4
Menu Bar (#1)
The menu bar is located at the top of the screen. Each menu bar item is described below.
Home
This page re‐directs users to the home screen.
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ABOUT THE SYSTEM
Profile
This page allows users to manage their own contact information and password.
The first and last name displayed here will appear on parent letters, so it is important to ensure the correctness of this information.
Ensure that the email address is correct in order to receive notifications, as well as temporary passwords.
Users may change their password by filling in the boxes in the bottom section of the Profile page.
Click Save for changes to take effect.
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ABOUT THE SYSTEM
News
This page contains the most recent and relevant information pertaining to the PMRN.
WSS
This page contains the FLKRS‐WSS documents available for download, such as the WSS data entry guide for public or private school users, the teacher administration manual (TAM), report instructions, developmental guidelines and more.
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ABOUT THE SYSTEM
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3‐12 WAM
This page is not available for private school users.
Downloads
This page is not available for private school users.
Resources
This page opens a new window for the JRF! website where various user guides and resources are available for public and private school users.
ABOUT THE SYSTEM
FLKRS Reports
This page provides a download of the district and state FLKRS reports. The reports are released in late November each school year.
Sign Out
This link ends the PMRN session securely.
User’s Name and Access Level (#2)
The user’s name and access level are displayed in a bar below the main menu. It is important to acknowledge the access level in use as this determines the functionality available. More information on access levels is contained in this guide.
NOTE: If users have more than one access level, the term will be hyperlinked. Click on the Access Level hyperlink to return to the User Access Level Selection page to select a different access level.
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ABOUT THE SYSTEM
School Name (#3)
The school name is displayed below the user’s name and access level. It is important to acknowledge the school in use because users may have access to more than one school.
Tabs (#4)
The access level in use determines the functionality available. For example, the tabs available to a school administrator and school designee look like this:
While the tabs available to a reading teacher look like this:
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SCHOOL REGISTRATION
At the beginning of each school year, private school principals register to use the PMRN system for the FLKRS‐WSS on the JRF! website at www.justreadflorida.org. FDOE representatives review and verify the registration information within 24 to 48 hours. Once the school registration is accepted, the principal or designee may sign into the PMRN system at https://pmrn.fldoe.org to complete the set up tasks for the current school year. Then, FLKRS‐WSS observational data may be entered into the PMRN system pursuant to s. 1002.69, F.S.
The following section provides steps for the school registration process.
1. Open an internet browser such as Internet Explorer, Chrome, Firefox or Safari.
2. Go to the JRF! website at www.justreadflorida.org.
3. Scroll down to PMRN v5.1 /FAIR‐FS/FLKRS and select Private Schools.
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SCHOOL REGISTRATION
4.
5.
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Select Private School Registration.
Use the drop down to select County/District Name and School Name.
SCHOOL REGISTRATION
6.
7.
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Verify the school information displayed and make changes as needed. Enter and re‐enter the first student instructional day. A default date is provided. Change the date to reflect the actual first student instructional day.
Verify the principal information and make changes as needed. Create a four‐digit alphanumeric verification code and RETAIN this code as it will be needed during the verification process.
SCHOOL REGISTRATION
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8. Read the acknowledgement statement and check the box.
9. Once all required fields are complete, click Submit.
10. The final step of registration requires verification that the school registration information is correct. If anything needs to be modified, click the Back button. If all information is correct, click the Save button.
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SCHOOL REGISTRATION
11. A confirmation screen is now displayed.
12. The principal will receive two notifications via email. First, the principal is notified that the school’s registration is pending:
SCHOOL REGISTRATION
The registration review process takes 24‐48 hours. After the registration is accepted, the principal is notified:
At this point, the principal may access the PMRN system to complete the set‐up tasks involving the assessment calendar, users, classes/periods and students.
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PMRN SIGN IN
The following section provides steps for the PMRN system sign in process.
1. Open an internet browser such as Internet Explorer, Chrome, Firefox or Safari.
2. Go to the PMRN system at https://pmrn.fldoe.org.
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PMRN SIGN IN
3.
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Go to the Private School Sign In area and enter the user name and password. The “Forgot Your Password?” link is available if needed.
NOTE: First time users and those resetting their password with the “Forgot Your Password?” link will be asked to enter their Identifier. Users can obtain their Identifier by contacting the IEN Service Center toll‐free at 1‐855‐814‐2876 or email [email protected].
PMRN SIGN IN
4.
5.
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Review the FERPA Statement. Select I Agree.
Review the News & Information page. Select Next.
PMRN SIGN IN
6.
7.
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Review School Registration Information. Select Submit.
The PMRN system features are now available for the current school year.
ASSESSMENT CALENDAR
It is important for school principals to review the assessment calendar and enter non‐instructional days that occur during the first 30 days of school to ensure an accurate assessment calendar window.
The following section provides steps for reviewing the assessment calendar and entering non‐instructional days.
1. Select Assessment Calendar from the School Reports tab.
2. Review the PMRN Important Dates displayed. The WSS Start Date is the first day of student instruction (as entered on the school registration form). The WSS Data Entry Close Date is based on 30 instructional days (excluding weekends and Labor Day). Schools may enter up to five (5) non‐instructional days to account for additional school closings, extending the WSS Data Entry Close Date. To enter non‐instructional days, select the Click here to add non‐instructional days for WSS link.
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ASSESSMENT CALENDAR
3.
4.
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Enter the non‐instructional day in the format requested (MM/DD/YY). Select Save.
NOTE: The system automatically accounts for weekends and Labor Day as non‐instructional days.
A success message is displayed. Repeat if necessary. Requests for non‐instructional days greater than five must be sent for approval by contacting the IEN Service Center toll‐free at 1‐855‐814‐2876 or email [email protected].
ASSESSMENT CALENDAR
5.
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Navigate back by selecting the School Reports tab and the Assessment Calendar link. The calendar is updated with the non‐instructional day(s) entered, and the WSS Data Entry Close Date is adjusted.
USERS
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Principals add users to the PMRN system and provide access levels to users. Access levels determine the functionality available. For example, the reading teacher access level allows the input of FLKRS‐WSS data; only the reading teacher access level provides this functionality. Principals may also remove or edit users. This is especially important for schools that have used the PMRN system for multiple years. Each school year, the Users list should be reviewed and managed accordingly.
The following section provides information on access levels and steps for managing users.
Access Levels
Private school access levels include school administrator, school designee, reading teacher and school reports user. The functionality for each access level is described below.
School Administrator
School Designee
Reading Teacher
School Reports User
Register School X View School Reports X X X
View Assessment Calendar X X Enter Non‐Instructional Days X X Edit School Registration X
View Teacher Reports X X X X View Student Reports X X X X Manage School Users X X
Add, Remove, Edit Users X X Assign Access Levels X X Send Username and Password X X
Manage Classes/Periods X X Manage Students X X
Add Students X X Modify Student Demographics X X
View Class Summary X Input FLKRS‐WSS Data X
NOTE: Additional access levels listed in the PMRN system are not applicable to private schools.
USERS
School Administrator
The principal that registers the school is provided the school administrator access level. School administrators have access to all information within the PMRN system for their specific school. Users with this access level may register the school, enter non‐instructional days, assign access levels to other users, manage school users, manage classes/periods, manage students and view reports.
School Designee
The school designee access level is similar to the school administrator access level. However, this access level cannot register the school or modify registration information.
Reading Teacher
The reading teacher access level is designed for teachers with students. This is the only access level that may enter the FLKRS‐WSS data for students. Users with this access level may also view teacher and student reports.
School Reports User
The school reports user access level is designed for school staff that need to view reports at the school, teacher and student levels.
Add, Remove and Edit Users
School administrators and designees may add, remove and edit existing users on the Users tab. Additionally, they may send usernames and password to users.
Add New User
1. Select the Users tab and click the Add User button to begin adding users.
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USERS
2.
3.
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Enter an Identifier, first name, last name and email address for the user.
NOTE: An Identifier must be nine characters in length. It may contain letters and/or numbers. This is the Identifier a new user needs for their first login. Additionally, the email address must be unique for the user. Using the same email address on two or more accounts will cause a “duplicate email address” error message at sign in and prevent access until this issue is resolved.
Check the appropriate access level boxes and then select Submit.
NOTE: In order for an access level to be granted, the user requires a check mark in the Allow? column and the corresponding Access to PMRN column. Some boxes are pre‐checked by the system. When providing the reading teacher access level, be sure to check boxes in both columns.
USERS
4.
5.
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Confirm the user information is correct and select Continue.
A success message is displayed and the user is added to the system.
2. Remove all access level(s) from user by unchecking the available boxes and select Submit.
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USERS
Remove Existing User
1. Select the Users tab and click the user’s name.
USERS
3.
4.
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Confirm the request to delete the user and select Continue.
A success message is displayed and user information is updated.
NOTE: The system will not permit a user to be removed with existing classes. An error message will appear with instructions to withdraw or re‐assign the students.
USERS
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Edit Existing User
1. Select the Users tab and click the user’s name.
2. School administrators may edit the user’s email address and access level only. After the information is changed, select Submit.
NOTE: The individual must modify his/her own first or last name by selecting their Profile link.
USERS
3.
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Verify that the information is correct and select Continue.
USERS
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4. A success message is displayed.
Send User Name and Password
1. Locate the user and click the Send User Name and Password link to the right of the user’s name. Once selected, an email will be sent to the user with their username and password. The user must provide their Identifier and reset the password upon signing in.
NOTE: Users receiving their username and password will be asked to enter their Identifier upon next sign in. Users can obtain their Identifier by contacting the IEN Service Center toll‐free at 1‐855‐814‐2876 or email [email protected].
USERS
2. A success message is displayed.
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STUDENTS
School administrators and designees enroll students to the school or withdraw them using the Students tab. Student demographics can also be modified using the Students tab.
This section provides information on managing students.
Enroll Students
1. Click on the Students tab and select Enroll a Student.
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STUDENTS
2.
3.
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Enter the student information. Fields marked with an asterisk are required. When all fields are complete, select Add.
NOTE: The Identifier entered may be a SSN or a unique student identification number. To use the Alias ID automatically generated by the system, select Student’s SSN is not available.
A success message is displayed. Repeat steps to enroll additional students.
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STUDENTS
Withdraw Students
1. Click on the Students tab. Select Kindergarten in the grade drop down. Select Show All.
STUDENTS
2.
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In the list of students displayed, check the box next to the student(s) you wish to withdraw and then click the Withdraw Selected Students button.
STUDENTS
3.
4.
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Verify the student to withdraw and select Continue.
A success message is displayed.
STUDENTS
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View All Students Enrolled In School
1. Click on the Students tab. Select Kindergarten in the grade drop down. Select Show All. When students have been assigned to classes, the class/period is listed. Students without a class/period assigned cannot be assessed.
STUDENTS
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Modify Student Demographics
1. Click on the Students tab. Select Kindergarten in the grade drop down. Select Show All.
2. Click on a student’s hyperlinked name to open their record.
STUDENTS
3.
4.
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Review the demographics and make changes as needed. Click Update to save changes.
NOTE: The student’s name, birthdate and gender may be changed. The identifier may not be changed. The Modified Task Flow is specific to the FAIR‐FS assessment that is not available to private school users.
A success message is displayed.
CLASSES/PERIODS
When the reading teacher access level is provided, the user becomes eligible for a class on the Classes/Periods tab. School administrators and designees create classes/periods for the teachers listed.
This section provides information on managing classes/periods.
Add a Class/Period to Listed Teacher
1. Locate the teacher and click Add Class/Period to the right of the teacher’s name.
2. Select the class type, teacher name and grade from the drop down lists. Select the appropriate period, if applicable. The “U” period is the default selection, for unassigned. Select Submit.
NOTE: The class type contains two choices: reading and resource. Private schools do not have the ability to add resource teachers so the selection should always be reading.
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CLASSES/PERIODS
3. The class is created. The student count is zero because there are no students in the class. Select the Classes/Periods tab again to create additional classes for reading teachers as needed.
Add Students to a Class/Period
1. Select the Classes/Periods tab and click the class name.
2.
3.
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CLASSES/PERIODS
To add a student to the class/period, select Add Student to Class.
Display all students enrolled in the school by selecting the Show All button.
4.
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CLASSES/PERIODS
All students enrolled in the school via the Students tab are displayed. Students with a red X indicate that the student is assigned to another teacher’s class roster. To add students to this class, check the box next to the student(s) you wish to add and then click the Submit button.
NOTE: If no students are displayed, that means there are no students enrolled in the school. Students can be enrolled on this page (using the Enroll Student button) or via the Students tab. Enrolling students via the Classes/Periods tab will add the student directly into a teacher’s class and to the school. Enrolling students via the Students tab will add the student to the school only.
5.
6.
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CLASSES/PERIODS
A success message is displayed and the student count increases. Select the Return to Class Roster button.
The student is added to the class roster.
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CLASSES/PERIODS
Remove Student from Class/Period
1. Select the class/period.
2. Select the Remove Student from Class button.
3.
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CLASSES/PERIODS
A check mark in front of a student’s name indicates that they are currently in this teacher’s class/period. To remove a student, uncheck the In Class box to the left of the student’s name and select Submit.
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CLASSES/PERIODS
4. A success message is displayed and the student count decreases.
Move Class Roster to another Teacher
1. Select the class/period that needs to be moved to another teacher.
2.
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CLASSES/PERIODS
Below the class roster, use the Move Class Roster drop down to select an eligible teacher and select Submit. Only teachers that do not have an existing class/period may be selected.
NOTE: To move students to a teacher with an existing class/period, use the Remove Student from Class and Add Student to Class buttons.
3.
4.
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CLASSES/PERIODS
A success message is displayed.
Select the Classes/Periods tab to see the results.
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CLASSES/PERIODS
Delete Class/Period
1. Delete a class by clicking the Delete Class/Period link to the right of the class name. Only classes that have no students assigned to them can be deleted.
2. A success message is displayed.
CLASS SUMMARY
Once the reading teacher access level is provided, classes created and students enrolled in the classes, the reading teachers can enter the FLKRS‐WSS observational data.
The following section provides information on steps for entering the FLKRS‐WSS observational data during the data entry window.
Data Entry
1. Select the Class Summary tab and click the class link.
2. The class roster and FLKRS‐WSS data entry status is displayed.
The blank circle indicates no data has been entered for the student. The completely filled‐in circle indicates data entry for the section is complete. The half‐filled circle indicates some entries have been made for the student, but data entry is not complete.
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CLASS SUMMARY
3.
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Select the FLKRS Demographics tab to begin the data entry process. Select a student from the drop down and complete each section. Click Save.
Repeat this for every student. The FLKRS‐WSS demographics must be completed and saved for each student prior to entering his/her WSS data.
CLASS SUMMARY
4.
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Select the WSS tab. Select a student’s name from the dropdown to enter the student’s rating for each indicator. Repeat this process for each student by the 30th instructional day.
NOTE: The system automatically saves each entry, therefore no ‘Save’ button is provided. The entries may be changed until the end of the 30‐day window.
CLASS SUMMARY
5. Select the Class Summary tab to review the FLKRS‐WSS data entry status.
The blank circle indicates no data has been entered for the student. The completely filled‐in circle indicates data entry for the section is complete. The half‐filled circle indicates some entries have been made for the student, but data entry is not complete.
FLKRS‐WSS Resources
For more information about the FLKRS‐WSS, click on the WSS link and the Resources link in the PMRN header.
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SCHOOL REPORTS
The School Reports tab is available to school administrators, school designees and school report users. However, the functionality varies for each access level.
School Reports include:
1. Assessment Calendar – Displays PMRN important dates such as the FLKRS‐WSS data entry start and close dates. This link is also utilized to add non‐instructional days, thus extending the data entry close date. The link is available to school administrators, school designees and school report users. However, school report users cannot add non‐instructional days.
2. Edit School Registration – Provides the ability to edit school registration information. This link is available to school administrators only.
3. FLKRS School Report (PDF) – Provides summary of student observations captured by domain and overall FLKRS‐WSS Status. This report is available after the FLKRS‐WSS data entry window has closed for the school.
4. FLKRS‐WSS Missing Score Report – Identifies students that do not have FLKRS‐WSS data entered by teacher and class/period. This report is available to school administrators, school designees and school report users.
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TEACHER REPORTS
The Teacher Reports tab is available to school administrators, school designees, reading teachers and school report users.
Teacher Reports include:
1. WSS Missing Score Report – Identifies students that do not have WSS data entered by teacher and class/period. This report is available to school administrators, school designees, reading teachers and school report users.
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STUDENTS REPORTS
The Student Reports tab is available to school administrators, school designees, reading teachers and school report users.
Student Reports include:
1. FLKRS‐WSS Parent Letter – After the FLKRS‐WSS data entry window for the school closes, the school may view and print the FLKRS‐WSS Parent Letter for each of their kindergarten students. The letter is available in English, Spanish or Haitian Creole.
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