Test Information and Distribution Engine

Test Information and Distribution Engine
Connecticut Smarter Balanced Assessments




                       Test Information and
                        Distribution Engine
                                                                       User Guide
                                                                              2014-2015

                                                                     Published January 19, 2015
                                             Prepared by the American Institutes for Research®




Descriptions of the operation of the Test Information Distribution Engine, Test Delivery System,
and related systems are property of the American Institutes for Research (AIR) and are used
with the permission of AIR.
Test Information and Distribution Engine
Table of Contents
Introduction to This User Guide ................................................................................................................ 1
   Organization of This User Guide .............................................................................................................. 1
   Document Conventions ............................................................................................................................ 2
   Intended Audience .................................................................................................................................... 2
Section I. Overview of the Test Information Distribution Engine........................................................... 3
   Description of TIDE................................................................................................................................... 3
   System Requirements .............................................................................................................................. 4
   Understanding User Roles and Permissions ............................................................................................ 4
Section II. Accessing TIDE ......................................................................................................................... 7
   Activating Your TIDE Account .................................................................................................................. 7
   Logging in to TIDE .................................................................................................................................... 8
   Changing Your Account Information and Password ................................................................................. 9
   Resetting Your Password ....................................................................................................................... 10
   Logging out of TIDE ................................................................................................................................ 11
Section III. Understanding the TIDE Interface ........................................................................................ 12
   TIDE’s Home Page ................................................................................................................................. 12
   Sorting Retrieved Records...................................................................................................................... 13
   Switching Between CT Smarter Balanced Systems............................................................................... 13
   Changing Test Administration or Institution ............................................................................................ 14
   Selecting Records for an Action ............................................................................................................. 15
   Navigating Back to Retrieved Records ................................................................................................... 15
Section IV. Managing TIDE Users ............................................................................................................ 16
   Retrieving User Accounts ....................................................................................................................... 16
   Viewing and Editing User Details ........................................................................................................... 17
   Adding User Accounts ............................................................................................................................ 19
   Deleting User Accounts .......................................................................................................................... 20
   Adding, Editing, or Deleting Users through File Uploads ....................................................................... 20
       Understanding the User Upload File Format ...................................................................................... 20
       Submitting a User Upload File ............................................................................................................ 22
Section V. Working with Student Information ........................................................................................ 24
   Retrieving Student Records .................................................................................................................... 24
   Viewing and Editing Students ................................................................................................................. 26
   Printing Testing Tickets and PreID Labels ............................................................................................. 31
   Uploading Test Settings.......................................................................................................................... 32
       Understanding the Test Settings Upload File Format ........................................................................ 32



                                                                            ii
Test Information and Distribution Engine
TIDE User Guide                                                                                                                   Table of Contents


       Submitting a Test Settings Upload File .............................................................................................. 39
Section VI. Working with Appeals ........................................................................................................... 41
   Understanding Appeals .......................................................................................................................... 41
       Types of Appeals ................................................................................................................................ 41
       Status of Appeals ............................................................................................................................... 42
   Retrieving Appeals .................................................................................................................................. 42
   Creating Appeals .................................................................................................................................... 45
   Creating Appeals Through File Uploads................................................................................................. 46
       Understanding the Appeal Upload File Format .................................................................................. 46
       Submitting an Appeal Upload File ...................................................................................................... 47
Section VII. Working with Rosters of Students ...................................................................................... 48
   Viewing Rosters ...................................................................................................................................... 48
   Adding a New Roster .............................................................................................................................. 49
   Modifying an Existing Roster .................................................................................................................. 50
   Deleting a Roster .................................................................................................................................... 50
   Printing a Roster ..................................................................................................................................... 51
   Creating Rosters Through File Uploads ................................................................................................. 52
       Understanding the Roster Upload File Format ................................................................................... 52
       Submitting a Roster Upload File ......................................................................................................... 53
Section VIII. Downloading and Installing Voice Packs .......................................................................... 55
Appendix A. Exporting Retrieved Records ............................................................................................ 56
Appendix B. Processing File Uploads .................................................................................................... 57
   How TIDE Processes Large Files ........................................................................................................... 57
   How TIDE Validates File Uploads .......................................................................................................... 57
   Resolving File Upload Errors .................................................................................................................. 58
   Reviewing Upload History....................................................................................................................... 59
Appendix C. Opening CSV Files in Excel 2007 or Later ........................................................................ 61
Appendix D. User Support ....................................................................................................................... 63




                                                                            iii
Test Information and Distribution Engine
Table of Figures
Figure 1. TIDE’s position in the assessment process ................................................................................... 4
Figure 2. Hierarchy of User Roles ................................................................................................................. 6
Figure 3. Fields in the Please Log In page ................................................................................................... 7
Figure 4. TIDE Card ...................................................................................................................................... 8
Figure 5. Please Log In Page ....................................................................................................................... 8
Figure 6. Fields in the My Account Page ...................................................................................................... 9
Figure 7. Fields in the Reset Your Password Page .................................................................................... 10
Figure 8. TIDE Home Page for the District Administrator Role................................................................... 12
Figure 9. Sort Columns ............................................................................................................................... 13
Figure 10. Switching Between CT Smarter Balanced systems .................................................................. 13
Figure 11. Change Institution/Test Administration Page ............................................................................ 14
Figure 12. Options for Selecting Retrieved Records .................................................................................. 15
Figure 13. Button to use to return to a listing of retrieved records .............................................................. 15
Figure 14. Selection Fields in the View/Edit Users Page............................................................................ 16
Figure 15. Retrieved Users ......................................................................................................................... 16
Figure 16. Edit User Page ........................................................................................................................... 17
Figure 17. Form Fields in the Add Users Page ........................................................................................... 19
Figure 18. Sample User Upload File ........................................................................................................... 22
Figure 19. User Upload File Preview .......................................................................................................... 23
Figure 20. Selection Fields in the View/Edit Students Page ....................................................................... 24
Figure 21. Additional Student Search Criteria (Form Fields) ...................................................................... 24
Figure 22. Additional Student Search Criteria (Displayed) ......................................................................... 25
Figure 23. Retrieved Students (partial view) ............................................................................................... 25
Figure 24. View Student Details Page (Top Portion) .................................................................................. 26
Figure 25. Sample Testing Ticket ............................................................................................................... 31
Figure 26. Sample PreID Label ................................................................................................................... 31
Figure 27. Sample Test Settings Upload File ............................................................................................. 39
Figure 28. Test Settings Upload File Preview (partial view) ....................................................................... 39
Figure 29. Selection Fields in the View Appeals Page ............................................................................... 42
Figure 30. Retrieved Appeals...................................................................................................................... 43
Figure 31. Selection Fields in the Create Appeals Page ............................................................................ 45
Figure 32. Retrieved Appeals...................................................................................................................... 45
Figure 33. Sample Appeals Upload File ..................................................................................................... 46
Figure 34. Appeals Upload File Preview ..................................................................................................... 47
Figure 35. Manage Rosters Page—selection fields .................................................................................... 48



                                                                            iv
Test Information and Distribution Engine
TIDE User Guide                                                                                                                 Table of Figures


Figure 36. Manage Roster Page—Viewing a Roster’s Students ................................................................ 49
Figure 37. Printer-Friendly Version of a Roster .......................................................................................... 51
Figure 38. Sample Roster Upload File ........................................................................................................ 53
Figure 39. Roster Upload File Preview ....................................................................................................... 54
Figure 40. Export Options ........................................................................................................................... 56
Figure 41. Sample Error Messages ............................................................................................................ 58




                                                                           v
Table of Tables
Table 1. Document Conventions ................................................................................................................... 2
Table 2. User Roles and Associated Permissions ........................................................................................ 4
Table 3. Fields in the View User Details Page ............................................................................................ 18
Table 4: Columns in the User Upload File .................................................................................................. 20
Table 5. Fields in the View Student Details Page ....................................................................................... 27
Table 6: Columns in the Test Settings Upload file. ..................................................................................... 32
Table 7. Types of Appeals .......................................................................................................................... 41
Table 8. Statuses of Appeals ...................................................................................................................... 42
Table 9. Fields in the View Appeals Page .................................................................................................. 43
Table 10: Columns in the Appeals Upload File ........................................................................................... 46
Table 11: Columns in the Rosters Upload File ........................................................................................... 52
Table 12. Export Options ............................................................................................................................ 56
Table 13. Record Thresholds for Offline Processing .................................................................................. 57
Table 14. File Upload Error Icons and Resolutions .................................................................................... 58
Table 15. Columns in the Error Messages report ....................................................................................... 58
Table 16. Columns in Upload History ......................................................................................................... 59




                                                                          vi
Introduction to This User Guide
This section describes the contents of this user guide.


Organization of This User Guide
This guide contains the following sections:

•   Section I, Overview of the Test Information Distribution Engine, lists TIDE’s features, system
    requirements, and provides an overview of user roles and permissions.

•   Section II, Accessing TIDE, describes how to activate your TIDE account, how to log in and
    log out, and how to change your password.

•   Section III, Understanding the TIDE Interface, describes what appears in the TIDE interface,
    how to sort columns, how to switch between other assessment applications, and how to
    change your user role and test administration.

•   Section IV, Managing TIDE Users, describes how to view, add, and modify TIDE user
    accounts.

•   Section V, Working with Student Information, describes how to view, add, and modify
    information pertaining to students, their test eligibilities, and their test accommodations.

•   Section VI, Working with Appeals, describes how to view and create testing appeals.

•   Section VII, Working with Rosters of Students, describes how to create, modify, and delete
    rosters of students associated with teachers and schools.

•   Section VIII, Downloading and Installing Voice Packs, describes how to download the
    available voice packs.

•   Appendix A, Exporting Retrieved Records, describes how to export retrievals into a variety
    of file formats.

•   Appendix B, Processing File Uploads, describes how TIDE processes file uploads and how to
    resolve associated error messages.

•   Appendix C, Opening CSV Files in Excel 2007 or Later, describes how to open CSV files in
    recent versions of Microsoft Excel.

•   Appendix D, User Support, explains how to contact the help desk.




                                                 1
TIDE User Guide                                                             Introduction to This User Guide



Document Conventions
Table 1 describes the conventions appearing in this user guide.

Table 1. Document Conventions

 Icon     Description

          Warning: This symbol accompanies information regarding actions that may cause loss of
          data.

          Caution: This symbol accompanies information regarding actions that may result in incorrect
          data.

          Note: This symbol accompanies helpful information or reminders.



 bold     Boldface italic indicates a page name.
 italic

 bold     Boldface indicates an item you click or a drop-down list selection.

 mono     Monospace indicates a file name or text you enter from the keyboard.




Intended Audience
This user guide is intended for state-, district-, and school-level test administrators and
coordinators who manage the assessment effort. You should be familiar with the concepts of
test eligibility, test settings, accommodations, and general management of user accounts for an
enterprise-wide system.

To use TIDE, you need to be familiar with using a web browser to retrieve data and with filling
out web forms. If you want to use the file upload and download features, you also need to be
familiar with using a spreadsheet application and working with comma-separated value (CSV)
files.




                                                      2
Section I. Overview of the Test Information
Distribution Engine
Description of TIDE
Test Information Distribution Engine (TIDE) performs the following functions:

•   Registering students for assessments

•   Establishing test settings and accommodations

•   Viewing students’ associations with districts, schools, and rosters

•   Delivering voice packs for testing computers

•   Managing appeals

•   Managing rosters

•   Managing users accounts

Depending on your state and user role, you may not have access to all these functions.

Figure 1 illustrates TIDE’s functions and their place in the assessment process. At its core, TIDE
contains a list of students enrolled in your schools. TIDE receives the vast majority of this
student information from uploads from external systems, although TIDE has features for
manually modifying students’ test settings. TIDE then distributes this information to the
appropriate target system. Test Delivery System (TDS) receives students’ eligibilities, settings,
and accommodations; this enables TDS to deliver the appropriate test to any given student in
the required format. Online Reporting System (ORS) receives students’ institutional
associations; this enables ORS to aggregate scores at the classroom, school, district, and state
levels.




                                                 3
TIDE User Guide                                       Overview of the Test Information Distribution Engine


                           Figure 1. TIDE’s position in the assessment process

            Manual
                                                                                        Test Delivery System
          Registrations                         Students’ test eligibility, settings,
                                                       accommodations



                                TIDE



                                                 Students’ demographics, roster,
                                                 school, and district associations
          Overnight                                                                       Online Reporting
           Loads                                                                               System




System Requirements
To use TIDE, you need a recent version of a web browser, such as Firefox, Chrome, or Internet
Explorer. For a detailed list of system requirements, which includes the supported operating
systems and web browsers, see the Online System Requirements. This publication is available in
the Resources section of the Connecticut Smarter Balanced Assessments Portal,
https://CT.portal.airast.org.


Understanding User Roles and Permissions
Each user in TIDE has a role, such as a district-level user or a school-level user. Each role has an
associated list of permissions to access certain features within TIDE. For example, a district-level
user can perform activities related to districts. This can include adding or deleting TIDE users. A
teacher can perform different activities. This can include downloading screen readers but not
re-opening a test.

Table 2 describes TIDE’s user roles. The top row contains the various roles, and the subsequent
rows indicate the tasks permitted to those roles.

Table 2. User Roles and Associated Permissions
      *
 Task                                                          DA             DC        SC         TE          TA

 Working with Student Information

 Retrieving Student Records                                                                                

 Uploading Test Settings                                                               

 Viewing and Editing Students                                                                              

 Printing Testing Tickets and PreID Labels                                                                 




                                                     4
TIDE User Guide                                       Overview of the Test Information Distribution Engine


         *
    Task                                                   DA        DC        SC        TE        TA

    Managing Users

    Retrieving User Accounts                                                  

    Adding User Accounts                                                      

    Adding, Editing, or Deleting Users through File                           
    Uploads

    Viewing and Editing User Details                                          

    Deleting User Accounts                                                    

    Working with Appeals

    Creating Appeals                                                          

    Retrieving Appeals                                                                          

    Creating Appeals Through File Uploads                                     

    Working with Rosters of Students

    Viewing Rosters                                                                    

    Adding a New Roster                                                                

    Modifying an Existing Roster                                                       

    Deleting a Roster                                                                  

    Printing a Roster                                                                  

    Creating Rosters Through File Uploads                                              

    Voice Packs

    Downloading and Installing Voice Packs                                                      
*
 DA—District Administrator; DC—District Test Coordinator; SC—School Test Coordinator; TE—Teacher,
TA—Test Administrator




                                                      5
TIDE User Guide                               Overview of the Test Information Distribution Engine


 There is a hierarchy to the user roles             Figure 2. Hierarchy of User Roles
 listed in Table 2. As indicated
 in Figure 2, the district administrator is              District Administrator
 at the top of the hierarchy, followed by
 district test coordinator, then school
 test coordinator, then teacher and test                      District Test
 administrator. Generally, user roles that                    Coordinator
 are higher in the hierarchy have access
 to more sensitive or critical data and                       School Test
 tasks within TIDE.                                           Coordinator



                                                  Teacher                  Test Administrator




                                              6
Section II. Accessing TIDE
This section explains how to activate your TIDE account, log in to TIDE, reset a forgotten
password, change account information, and how to log out.


Activating Your TIDE Account
Your TIDE administrator creates your account, and then TIDE sends you an introductory email.
This email contains the following information:

•   A link for logging in to TIDE. This link expires 30 days after the email was sent.

•   Your temporary password.

If you do not receive an account activation email, check your spam folder. Emails are sent from
NEAC-DoNotReply@airast.org, so you may need to add this address to your contact list.

To activate your account:

1. Click the link in the introductory email. The Please Log In page appears.

                              Figure 3. Fields in the Please Log In page




2. In the Old Password field, enter the password in the activation email.

3. In the other password fields, enter a new password. The password must be eight characters
   long and have three of the following: one lowercase alphabetic character, one uppercase
   alphabetic character, one number, and one special character %, #, or !.

4. Click Submit. The Select a Security Question page appears.


                                                  7
TIDE User Guide                                                                   Accessing TIDE


5. Mark the checkbox next to a question, and enter an answer.

6. Click Save. The CT Smarter Balanced portal page appears.

Account activation is complete. You can proceed to TIDE by clicking the TIDE card (see Figure 4)
in the portal page.


Logging in to TIDE
To log in to TIDE:

1. Open your web browser and navigate to                                      Figure 4. TIDE Card
   the CT Smarter Balanced portal at
   https://CT.portal.airast.org.

2. Click the Test Administrators or Test
   Coordinators card.

3. Click the TIDE card. The Please Log In page
   appears.


4. Enter your email address and password,                             Figure 5. Please Log In Page
   and then click Log In. The Home page
   appears.

Depending on your user role, TIDE may prompt
you to select a role, district, or school to
complete the login.




                                                 8
TIDE User Guide                                                                 Accessing TIDE



Changing Your Account Information and Password
You can modify your name, phone number, password, and other account information.

To modify account information:

1. In the banner (see Figure 8), click My Account. The My Account page appears (see Figure 6).

                             Figure 6. Fields in the My Account Page




2. To modify your user information, in the User Information section, enter updates as
   necessary. (To change your email address, contact your TIDE administrator).

3. To modify your password, do the following:

   a. In the Old Password field, enter your current password.

   b. In the New Password and New Password (again) fields, enter the new password. The
      password must be eight characters long and have three of the following: one lowercase
      alphabetic character, one uppercase alphabetic character, one number, and one special
      character %, #, or !. Your password cannot be the same as your current or previous
      password.

4. Click Update. TIDE saves your changes, and a confirmation message appears.




                                                9
TIDE User Guide                                                                   Accessing TIDE



Resetting Your Password
You need to reset your password if you forgot it or if the TIDE administrator locked your
account.

To reset your password:

1. Display the Home page by following steps 1–3 in the section Logging in to TIDE.

2. In the Please Log In page (see Figure 5), click Forgot Your Password?. The Reset Your
   Password page appears (see Figure 7).

                          Figure 7. Fields in the Reset Your Password Page




3. Enter your TIDE email address, and click Next. Your security question appears.

4. Enter the response to the security question, and click OK. TIDE sends you an activation
   email with a new temporary password.

5. Return to the login page, enter your username and the temporary password from step 4,
   and click Log In. The Please Log In page appears (see Figure 3).

6. In the Old Password field, enter the temporary password from step 4, and enter a new
   password. The password must be eight characters long and have three of the following: one
   lowercase alphabetic character, one uppercase alphabetic character, one number, and one
   special character %, #, or !. Your password cannot be the same as your current or previous
   password.

7. Click Submit. TIDE resets your password. The Select a Security Question page appears.

8. Review and modify your answers to the security question as necessary, and click Save.

The TIDE home page appears.




                                                10
TIDE User Guide                                        Accessing TIDE



Logging out of TIDE
To log out of TIDE:

•   In the TIDE banner (see Figure 8), click Logout.




                                                11
Section III. Understanding the TIDE Interface
This section describes TIDE’s Home page and some common tasks such as sorting retrieved
records.


TIDE’s Home Page
The first page you see after logging in to TIDE is the Home page (see Figure 8). This page’s
appearance differs depending on your role. Some roles, such as those for schools, have just a
few tabs and tasks; other roles, such as those at the district level, have several tabs and tasks.

                     Figure 8. TIDE Home Page for the District Administrator Role
                                                   User
                                                   name   Role      Logout



                                                                                      District and Test
                                                                                      Administration


                                                                                       Tabs




                                                                                       Tasks




        CAUTION: Loss of Data Working with TIDE in more than one tab or browser window may
        result in changes in one tab overwriting changes made in another tab. Do not have more than
        one TIDE browser tab or window open at one time.




                                                 12
TIDE User Guide                                                     Understanding the TIDE Interface



Sorting Retrieved Records
Many tasks in TIDE involve retrieving data from a database. You can sort the retrieved records
by clicking any of the column headings in the retrieval table. For example, Figure 9 is a portion
of the /Edit Users page. You can sort the records by clicking Role, District, or School. (In the
complete /Edit Users page, there are many more columns by which you can sort.)

                                      Figure 9. Sort Columns
                                                     Sort columns




Switching Between CT Smarter Balanced Systems
Depending on your role, when you log in to TIDE you can also switch to other CT Smarter
Balanced systems.

To switch to another CT Smarter Balanced system:

•   In the banner, click Test Information Distribution Engine, and then select the other system
    you want to use (see Figure 10).

                    Figure 10. Switching Between CT Smarter Balanced systems




          Available CT
        Smarter Balanced
            Systems




                                                13
TIDE User Guide                                                     Understanding the TIDE Interface



Changing Test Administration or Institution
Depending on your permissions, you may have access to more than one test administration or
more than one school. You can also change to another user role if one is available to you. (For
an explanation of user roles, see Understanding User Roles and Permissions.)

To change test administration or institution:

1. In the TIDE banner (see Figure 8), click Change Institution/Test Administration. The Change
   Institution/Test Administration page appears (see Figure 11).

                       Figure 11. Change Institution/Test Administration Page




2. Update the information as necessary. All fields are editable.

3. Click Submit. A new home page appears that is associated with your selections.




                                                14
TIDE User Guide                                                          Understanding the TIDE Interface



Selecting Records for an Action
In some retrieval pages, you can perform an action on the retrieved records. For example, in
the View Users page, you can export and download the retrieved records as an Excel file.

You can select all the retrieved records for a given action, or you can select some of them.
Referring to Figure 12, if you mark the checkbox in the header row, TIDE selects all the records.
If you mark a checkbox in an individual row, TIDE selects that record—and any other individual
records you mark.

                           Figure 12. Options for Selecting Retrieved Records




                  Selects all retrieved records




                     Selects individual record




Navigating Back to Retrieved Records
When you retrieve records, such as a listing of students or users, you can click on a View button
that provides a page to view or modify an individual record. (See, for example, Figure 15.) If you
want to return to the retrieved records, you must click Go Back To Search Results, not your
browser’s Back button. See Figure 13.

                   Figure 13. Button to use to return to a listing of retrieved records




                                                                   Use this button instead of
                                                                   your browser’s Back button
                                                                   to return to a listing




                                                   15
Section IV. Managing TIDE Users
This section describes user roles and associated permissions. This section also describes how to
manage user accounts.


Retrieving User Accounts
You can retrieve user accounts that satisfy given criteria. For a list of user roles that can
perform this task, see Table 2.

To retrieve user accounts:

1. Click the Manage Users tab, then click /Edit Users. The /Edit Users page appears
   (see Figure 14).

                        Figure 14. Selection Fields in the View/Edit Users Page




2. From the drop-down lists, select search criteria.

3. Optional: Refine your search by specifying an email address, first name, or last name.

4. Click Search. TIDE displays the found users at the bottom of the /Edit Users page
   (see Figure 15).

                                      Figure 15. Retrieved Users




                                                  16
TIDE User Guide                                                               Managing TIDE Users


From the listing of retrieved users, you can do the following:

•   View detailed information about a user; see Viewing and Editing User Details.

•   Delete user accounts; see Deleting User Accounts.

•   Sort the listing; see Sorting Retrieved Records.

•   Export the listing; see Appendix A, Exporting Retrieved Records.


Viewing and Editing User Details
You can view and modify detailed information about a user’s TIDE account. For a list of user
roles that can perform this task, see Table 2.

To view and edit user details:

1. Retrieve the user account you want to view or edit by following the procedure in the
   section Retrieving User Accounts.

2. In the listing of retrieved users, click View corresponding to the user whose account you
   want to view (see Figure 15). The Edit User page appears (see Figure 16).

                                     Figure 16. Edit User Page




3. If your user role allows it, modify the user’s details as required. Use Table 3 as a reference.



                                                17
TIDE User Guide                                                                     Managing TIDE Users


4. Click Save.

5. To return to the listing of user accounts, click Go Back to Search Results. (Do not use your
   browser’s Back button to return to the listing.)

Table 3 describes the fields in the View User Details page.

Table 3. Fields in the View User Details Page

 Field                        Description

 District                     District associated with the user. To modify the district, you must delete
                              and then add the user. For details, see Deleting User Accounts
                              and Adding User Accounts. (This field does not appear for school-level
                              users.)

 School                       School associated with the user. To modify the school, you must delete
                              and then add the user. For details, see Deleting User Accounts
                              and Adding User Accounts. (This field does not appear for district-level
                              users.)

 Username                     Email address for logging in to TIDE.

 First Name                   User’s first name.

 Last Name                    User’s last name.

 Phone                        User’s phone number.




                                                   18
TIDE User Guide                                                               Managing TIDE Users



Adding User Accounts
When you add a user account, its role must be lower in the hierarchy than your role. (For an
explanation of the user role hierarchy, see Understanding User Roles and Permissions.)
Referring to Figure 2, school test coordinators can add teachers and test administrators, and
district administrators can add all user roles. Furthermore, you can add only those users that
fall within your institution. For example, district-level users can create school-level accounts
only for schools within their district.

For a list of user roles that can perform this task, see Table 2.

To add a user account:

1. Click the Manage Users tab, then click Add Users. The Add Users page appears.

                            Figure 17. Form Fields in the Add Users Page




2. Select the required role, district, and school (for school-level users) associated with the new
   user.

3. Using Table 3 as a reference, enter the user’s email address, first name, last name, and
   other details in the optional fields.

4. Click Add User.

TIDE adds the account and sends the new user an activation email from NEAC-
DoNotReply@airast.org.




                                                  19
TIDE User Guide                                                                  Managing TIDE Users



Deleting User Accounts
For a list of user roles that can perform this task, see Table 2.

To delete user accounts:

1. Retrieve the user accounts you want to delete by following the procedure in the
   section Retrieving User Accounts.

2. In the /Edit Users page, do one of the following (see Figure 12):

   o Mark the checkbox for the accounts you want to delete.

   o Mark the checkbox at the top of the table to delete all retrieved user accounts.

3. Click Delete.

4. In the confirmation dialog box, click OK.

TIDE deletes the user accounts.


Adding, Editing, or Deleting Users through File Uploads
If you have many users to add, edit, or delete, it may be easier to perform those transactions
through file uploads. This task requires familiarity with composing comma-separated value
(CSV) files or working with Microsoft Excel. The following sections describe how to compose the
files and then upload them to TIDE.

Understanding the User Upload File Format
The upload file is an Excel or CSV file with a heading row and data rows. Table 4 describes the
columns in the upload file and associated valid values.

Table 4: Columns in the User Upload File

 Column                    Description                              Valid Values

 District ID*              District associated with the user.       District ID that exists in TIDE. Up
                                                                    to 30 characters.

 School ID                 School associated with the user.         School ID that exists in TIDE. Up
                                                                    to 30 characters. Must be
                                                                    associated with the district ID.
                                                                    Can be blank when adding
                                                                    district-level users.

 FirstName*                User’s first name.                       Up to 35 characters.

 LastName*                 User’s last name.                        Up to 35 characters.




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 Column            Description                               Valid Values

 Email*            User’s email address.                     Any standard email address. Up
                                                             to 128 characters that are valid
                                                             for an email address. This is the
                                                             user’s username for logging in to
                                                             TIDE.

 Phone             User’s phone number.                      Phone number in xxx-xxx-xxxx
                                                             format.

 Role*             User’s role. For an explanation of user   One of the following:
                   roles, see Understanding User Roles       DA—District administrator.
                   and Permissions.
                                                             DC—District test coordinator.
                                                             SC—School test coordinator.
                                                             TE—Teacher.
                                                             TA—Test administrator.

 Action*           Indicates if this is an add, modify, or   One of the following:
                   delete transaction.                       Add—Add new user or edit
                                                             existing user record.
                                                             Delete—Remove existing user
                                                             record.

*Required field.




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Figure 18 is an example of a simple upload file with the following transactions:

•   The first row adds Thomas Walker as a TIDE user, specifying all fields except phone number.

•   The second row modifies Thomas Walker’s account, changing his role and adding the phone
    number. In this case you must list values in all other columns, even if you do not change
    them.

•   The third row deletes Thomas Walker’s account.

•   The fourth row adds Patricia Martin as a test administrator for school 9000.

•   The fifth row adds Patricia Martin as a school test coordinator for a different school—9001.

                                 Figure 18. Sample User Upload File




Submitting a User Upload File
This section describes how to upload a file for adding, modifying, or deleting users. For a list of
user roles that can perform this task, see Table 2.

To submit a user upload file:

1. Click the Manage Users tab, then click Upload Users. The Upload Users page appears.

2. Download one of the file templates by clicking Download Excel Template or Download CSV
   Template.

3. Open the file in a spreadsheet application or text editor, and add a row for each user you
   want to add, modify, or delete. Be sure to follow the guidelines in Table 4. Save the file on
   your computer.

4. In the Upload Users page, click Browse, and navigate to the file you created in step 3.




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5. Click Upload File. TIDE displays a preview of the uploaded file (see Figure 19). Use this
   preview to verify you uploaded the correct file.

                                 Figure 19. User Upload File Preview




6. Click Next. TIDE validates the file and displays error messages, if any. For information about
   resolving error messages, see Resolving File Upload Errors.

        NOTE: Validation and commitment of large files If your file contains a large number of
        records, TIDE processes it offline and sends you a confirmation email when complete. While
        TIDE is validating the file, do not press Cancel as TIDE may have already started processing
        some of the records. For more information, see How TIDE Processes Large Files.


7. Click Commit. TIDE commits those records that do not have errors.

You can view a history of file uploads; see the section Reviewing Upload History for details.




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Section V. Working with Student Information
This section describes how to add, modify, and delete students’ records, and how those records
affect testing and reporting.


Retrieving Student Records
You can retrieve students’ records that satisfy given criteria. For a list of user roles that can
perform this task, see Table 2.

To retrieve student records:

1. Click the Student Information tab, then click View/Edit Students. The View/Edit Students
   page appears (see Figure 20).

                      Figure 20. Selection Fields in the View/Edit Students Page




2. From the drop-down lists and in the text boxes, enter search criteria.

3. Optional. To refine your search, do the following:

   a. Click Add Additional Search Criteria. Additional search fields appear (see Figure 21).

                      Figure 21. Additional Student Search Criteria (Form Fields)




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TIDE User Guide                                                       Working with Student Information


   b. Make selections for the additional search criterion, and then click Add Criteria. TIDE
      displays the criterion in the View/Edit Students page (see Figure 22).

                      Figure 22. Additional Student Search Criteria (Displayed)




                                                                                  Standard
                                                                                   search
                                                                                   criteria




                                                                                  Additional
                                                                                   search
                                                                                   criteria



   c. Repeat steps a–b to add additional search criteria.

   d. To delete an additional search criterion, click X next to it.

4. Click Search. TIDE displays the retrieved students at the bottom of the View/Edit Students
   page (see Figure 23).

                            Figure 23. Retrieved Students (partial view)




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TIDE User Guide                                                      Working with Student Information


From the listing of retrieved students, you can do the following:

•   View and edit detailed information about a student; see Viewing and Editing Students.

•   Print testing tickets and PreID labels; see Printing Testing Tickets and PreID Labels.

•   Sort the listing; see Sorting Retrieved Records.

•   Export the listing; see Appendix A, Exporting Retrieved Records.


Viewing and Editing Students
You can view and edit detailed information about a student’s record. For a list of user roles that
can perform this task, see Table 2.

To view and edit student details:

1. Retrieve the student record you want to view or edit by following the procedure in the
   section Retrieving Student Records.

2. In the listing of retrieved records, click View corresponding to the student whose record you
   want to view (see Figure 23). The View Student Details page appears (see Figure 24).

                         Figure 24. View Student Details Page (Top Portion)




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TIDE User Guide                                                              Working with Student Information


3. If your user role allows it, modify the student’s record as required. Use Table 5 as a
   reference.

4. Click Save.

5. To return to the listing of student accounts, click Go Back to Search Results. (Do not use
   your browser’s Back button to return to the listing.)

Table 5 describes the fields in the View Student Details page.

Table 5. Fields in the View Student Details Page

 Field                        Description

 School IRN                   Internal Retrieval Number (IRN) of school where student is enrolled.

 Student Demographics

 Reporting District           ID of district in which student is enrolled.

 Reporting District           ID of school in which student is enrolled.

 Last Name                    Student’s last name.

 First Name                   Student’s first name.

 Birth Date (MMDDYYYY)        Student’s date of birth.

 Middle Name                  Student’s middle name.

 SSID                         Student’s State Student Identifier (SSID) within the enrolled district.

 Confirmation Code            Code used to authenticate the student at testing time.

 User Defined Name 2          Free-text field for supplementary information about the student.

 User Defined Name 1          Free-text field for supplementary information about the student.

 Resident Town Code           Connecticut’s code for the town where the student resides.

 Grade Level When             Grade in which student is enrolled during the test administration.
 Assessed

 Gender                       Student’s gender.

 Paper Tester                 Indicates if the student’s school is testing with paper-pencil in one or
                              more subjects where an online test is available.

 IDEA Indicator               Student’s Special Education program status.

 LEP Status                   Student’s LEP status.

 Section 504                  Student’s 504 status.

 Economic Disadvantage        Student’s economic status.
 Status

 Language Code                The primary language spoken by the student.



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TIDE User Guide                                                          Working with Student Information



 Field                        Description

 English Language             Student’s English-language proficiency status.
 Proficiency Level

 Migrant Status               Student’s migrant status.

 First Entry Date into a US   Student’s first day of school (ELL students only).
 School

 LEP Entry Date               Student’s English Proficiency entry date, if applicable.

 LEP Exit Date                Student’s English Proficiency exit date, if applicable.

 Title III Language           Student’s Title III language status.
 Instruction Program Type

 Primary Disability Type      Student’s primary disability.

 Race and Ethnicity

 Hispanic or Latino           A student of Cuban, Mexican, Puerto Rican, South or Central American,
                              or other Spanish culture or origin, regardless of race.

 American Indian or Alaska    A student having origins in any of the original peoples of North America
 Native                       and South America (including Central America) and who maintains tribal
                              affiliation or community attachment.

 Asian                        A student having origins in any of the original peoples of the Far East,
                              Southeast Asia, or the Indian Subcontinent. This area includes, for
                              example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the
                              Philippine Islands, Thailand, and Vietnam.

 Black or African American    A student having origins in any of the black racial groups of Africa.

 White                        A student having origins in any of the original peoples of Europe, the
                              Middle East, or North Africa.

 Native Hawaiian or Other     A student having origins in any of the original peoples of Hawaii, Guam,
 Pacific Islander             Samoa, or other Pacific Islands.

 Interim Testing Grade

                     Grade at which the student is tested during the upcoming interim test.
                              For example, marking the Grade 4 checkbox under the Mathematics
                              subject indicates the student receives the fourth-grade mathematics
                              interim test.

 Test Settings

 Non-Embedded Designated Supports

 ELA                          Designates the non-embedded designated supports available to students
                              for English-language arts tests.

 ELPT                         Designates the non-embedded designated supports available to students
                              for performance tasks.

 Mathematics                  Designates the non-embedded designated supports available to students
                              for mathematics tests.



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TIDE User Guide                                                      Working with Student Information



 Field                     Description

 Color Contrast

 ELA                       Student’s color contrast designation for English-language arts tests.

 ELPT                      Student’s color contrast designation for performance tasks.

 Mathematics               Student’s color contrast designation for mathematics tests.

 Masking

 ELA                       Designates if masking is available for English-language arts tests.

 ELPT                      Designates if masking is available for performance tasks.

 Mathematics               Designates if masking is available for mathematics tests.

 Permissive Mode

 ELA                       Designates if permissive mode is allowed for English-language arts tests.

 ELPT                      Designates if permissive mode is allowed for performance tasks.

 Mathematics               Designates if permissive mode is allowed for mathematics tests.

 Print Size

 ELA                       Designates if zoom is permissible for English-language arts tests.

 ELPT                      Designates if zoom is permissible for performance tasks.

 Mathematics               Designates if zoom is permissible for mathematics tests.

 Translations (Glossary)

 ELA                       Designates the glossaries available for English-language arts tests.

 ELPT                      Designates the glossaries available for performance tasks.

 Mathematics               Designates the glossaries available for mathematics tests.

 Language (Designated Supports and Accommodations)

 ELA                       Designates the languages available for English-language arts tests.

 ELPT                      Designates the languages available for performance tasks.

 Mathematics               Designates the languages available for mathematics tests.

 Text-to-Speech (Designated Supports and Accommodations)

 ELA                       Designates the text-to-speech options available for English-language arts
                           tests.

 ELPT                      Designates the text-to-speech options available for performance tasks.

 Mathematics               Designates the text-to-speech options available for mathematics tests.




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TIDE User Guide                                                     Working with Student Information



 Field                    Description

 American Sign Language

 ELA                      Designates if American Sign Language is available for English-language
                          arts tests.

 ELPT                     Designates if American Sign Language is available for performance
                          tasks.

 Mathematics              Designates if American Sign Language is available for mathematics
                          tests.

 Print on Demand

 ELA                      Designates if print-on-demand is available for English-language arts
                          tests.

 ELPT                     Designates if print-on-demand is available for performance tasks.

 Mathematics              Designates if print-on-demand is available for mathematics tests.

 Close Captioning

 ELA                      Designates if closed captioning is available for English-language arts
                          tests.

 Non-Embedded Accommodations

 ELA                      Designates the non-embedded accommodations available to students
                          outside of Test Delivery System for English-language arts tests.

 ELPT                     Designates the non-embedded accommodations available to students
                          outside of the Test Delivery System for performance tasks.

 Mathematics              Designates the non-embedded accommodations available to students
                          outside of the Test Delivery System for mathematics tests.

 Streamlined

 ELA                      Designates if streamlined-mode is available for English-language arts
                          tests.

 ELPT                     Designates if streamlined-mode is available for performance tasks.

 Mathematics              Designates if streamlined-mode is available for mathematics tests.




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TIDE User Guide                                                      Working with Student Information



Printing Testing Tickets and PreID Labels
A testing ticket is a hardcopy form that includes a student’s username and confirmation code
for logging in to a test. Referring to the example Figure 25, the student’s username for testing
is 8894651001, and the confirmation code is 09-UI&^.

                                  Figure 25. Sample Testing Ticket




A PreID label is a label that you affix to a student’s testing materials, such as an answer booklet.
Referring to the example in Figure 26, the student’s name, SID, and identifying bar code appear
on the label. The test administrator affixes this label to the student’s answer booklet.

                                   Figure 26. Sample PreID Label




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TIDE User Guide                                                       Working with Student Information


TIDE generates the tickets or labels as PDF files that you download with your browser.
See Table 2 for a list of users who can perform this task.

To print testing tickets or PreID labels:

1. Retrieve the students for which you want to print tickets or labels by following the
   procedure in the section Retrieving Student Records.

2. Click the column headings to sort the retrieved students in the order by which you want
   them printed. (For information about sorting, see Sorting Retrieved Records.)

3. Do one of the following (see Figure 12):

    o Mark the checkboxes for the students you want to print.

    o Mark the checkbox at the top of the table to print tickets or labels for all retrieved
      students.

4. Do one of the following:

    o To print testing tickets, click Print Testing Tickets.

    o To print PreID labels, click Print PreID Labels.

Your browser downloads the generated PDF file.


Uploading Test Settings
If you have many students for whom you need to apply test settings, it may be easier to
perform those transactions through file uploads. This task requires familiarity with composing
comma-separated value (CSV) files or working with Microsoft Excel. The following sections
describe how to compose the files and then upload them to TIDE.

Understanding the Test Settings Upload File Format
The upload file is an Excel or CSV file with a heading row and data rows. Table 6 describes the
columns in the upload file and associated valid values.

Table 6: Columns in the Test Settings Upload file.

 Column Name                    Description                    Valid Values

 SSID*                          State-assigned student         Up to 30 alphanumeric characters.
                                identifier which is unique     Must exist in TIDE.
                                within that district.




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TIDE User Guide                                                        Working with Student Information



 Column Name                Description                        Valid Values

 PrintSize:        Student’s print-size               One of the following:
                            accommodation for tests in         TDS_PS_L0—No magnification, 14 pt.
                            the indicated subject. For
                            example, the column                TDS_PS_L1—1.5 magnification, 21 pt.
                            PrintSize:ELA indicates the        TDS_PS_L2—1.75 magnification,
                            print size for tests in English-   24.5 pt.
                            language arts.
                                                               TDS_PS_L3—2.5 magnification, 35 pt.
                                                               TDS_PS_L4—3.0 magnification, 42 pt.
                                                               If blank, text appears as 14 point.

 ColorContrast:    Color of text and background       One of the following:
                            for tests in the indicated         TDS_CC0—Black on white.
                            subject. For example, the
                            column ColorContrast:ELA           TDS_CCInvert—White on black.
                            indicates the color for tests in   TDS_CCMagenta—Black on rose.
                            English-language arts.
                                                               TDS_CCMedGrayLtGray—Medium gray
                                                               on light gray.
                                                               TDS_CCYellowB—Yellow on Blue.
                                                               If blank, test appears as black text on
                                                               white background.

 Masking:          Masking setting for tests in       One of the following:
                            the indicated subject. For         TDS_Masking0—Masking is not
                            example, the column                available.
                            Masking:ELA indicates the
                            masking setting for tests in       TDS_Masking1—Masking is available.
                            English-language arts.

 PermissiveMode:   Permissive mode setting for        One of the following:
                            tests in the indicated subject.    TDS_PM1—Students can use
                            For example, the column            accessibility software during tests,
                            Permissive Mode:ELA                such as screen readers or magnifiers.
                            indicates the permissive
                            mode setting for tests in          TDS_PM0—Students can use only the
                            English-language arts.             secure browser during tests.
                                                               If blank, permissive mode is off.

 StreamlinedMode:           Streamlined interface setting      One of the following:
                   for tests in the indicated         TDS_SLM1—Streamlined interface is
                            subject. For example, the          available.
                            column Streamlined
                            Interface:ELA indicates the        TDS_SLM0—Streamlined interface is
                            streamlined interface setting      not available.
                            for tests in English-language      If blank, streamlined interface is not
                            arts.                              available.




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