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This page allows you to control the Auto Pilot (formerly known as Integrated Accommodations) subject and accommodation mappings for your district. You can map external accommodations to their TestHound counterpart, edit, and delete individual mappings and add and manage notes. The subsections below contain brief walk-through videos and frequently asked questions.

District Accommodations Overview

 Auto Pilot FAQ
 What are the new updates to Auto Pilot?
  • The DTC will see a Last Published Date on the AP landing page beside each map name
  • Ability to export the mapping table to an excel file
  • Add accommodations to students from multiple vendors
  • Lock down accommodations for students updated via Auto Pilot
  • The ability to turn off vendor notes
  • Being able to search the map for external accommodations or TestHound mappings
  • Mapping more than one external accommodation to one TestHound accommodation simultaneously.
  • Downloading the vendor file to aid in researching errors.
  • Mapping partial data from the vendor file and publishing that to campuses while waiting to map the other data.
  • Auto Pilot Email notification for district users who elect to receive an email alert when there is a Mapping Error
 How do I upload my Accommodations File into the Auto Pilot Profile I have created?

If you are not using the automatic feed option from your accommodation vendor, you will prepare a file of accommodations.  Once you have prepared your file, click  to upload it into TestHound.  If you need assistance on how to create the file, please contact support or submit a ticket below. The file specifications are listed below.

  

A new window will open. Click Choose File and browse to where you have saved the integrated accommodation file. Then click Upload.


Auto Pilot Upload Data File Structure

  • Campus ID – 3 digit campus ID (the leading zeroes will not hold in a CSV file)
  • Local ID – locally assigned student ID
  • Subject – subject area (Reading, Math, Writing, Science, Social Studies)
  • Accommodation – accommodation name (i.e. small-group administration, oral/signed administration)


The column headings in your file must match those listed above for the import to be successful. Additionally, the file must be a “.csv” file

 How do I create a map?

To create a new Auto Pilot map, click on New Map (blue box with white +).

You will be prompted to enter a title for the accommodation mapping.  Type in a title, and then select Submit.

After creating a name for the mapping, you will be returned to the Accommodation Mapping table. 

Next, select the Auto Pilot mapping title that you have created to edit the map settings.

After the mapping process is complete, you will be able to modify the map settings. To begin, click to select the accommodation vendor and map settings.

From the Vendor drop-down select the appropriate vendor or manual upload if your district will be submitting a file.

  • Process Auto Pilot Feed Data should be On.
  • Process Vendor notes will be defaulted to Off. Select "on" if you wish to process vendor notes.
  • Auto Publish Data should be On.

Once the selections are complete, click Update.

 How do I edit the Auto Pilot settings?

Once your map or maps are created, you will need to adjust your Auto Pilot settings.

To begin, click on your accommodation mapping table page.

  • Force Auto Pilot Accommodations locks down the approval screen for campuses so that accommodations cannot be selected when approving accommodations individually in the auto pilot alert.
  • Block Manual Accommodations for AP Students locks down the student accommodation page for students that have accommodation data being submitted via Auto Pilot so that accommodations are only added or removed based on the data being received. The notes box on the student accommodation is not locked down by selecting this option and can be used to track information as needed.
  • Districts will also need to select the desired approval method for Auto Pilot data. The default for approval options will be set as Require individual student approval.

Once the selections are complete, click Update.

 How do I edit the map name?

To modify the name of your map, click Edit.  Once you have modified the name of your mapping click Submit.

You will be returned to the Accommodation Mapping table. Next select the Auto Pilot mapping title that you have created to begin associating subjects and accommodations from your accommodation vendor to what is in TestHound.

 Can I have more than one map?

Yes, you can have more than one mapping profile.  Most often this is done when a district is using one system for SPED and 504, and a separate system for LEP.

 How long does it take to set up Auto Pilot?

Once you have the data file, it takes approximately one hour (per accommodations warehouse) to map your accommodations in TestHound. Once the initial mapping process is complete, the bulk of the work is done. Mapping is an ongoing process and will need to be monitored frequently, but won't be as comprehensive as the first mapping.  Only new accommodations have to be mapped throughout the year as meetings are held.

 I would like to use Auto Pilot, but I would only like to do it for a few campuses or certain grade levels. Can I do this?

Best practices for the Auto Pilot toolkit is an "all-in" or "all-out" approach.   Including only specific campuses or specific grade levels makes usage of the toolkit difficult to implement and opens a district to the possibility of incorrect accommodations information. 

 My district tracks special ed in one piece of software and 504 and ESL in another. Will there be additional charges for me to use uploads from multiple accommodations warehouses?

There is no additional charge from TestHound for you to upload files from separate accommodations warehouses.

 If I upload files from multiple warehouses, will one accommodation mapping apply to all of the mappings?

If you are uploading files from separate accommodations software, you will need to complete the mapping for each of the separate files, unless it is possible for you to combine them into one file. 

 How do I create a mapping for the subjects from my data to those in TestHound?

District users will need to associate the subjects in the Auto Pilot upload to existing subjects in TestHound.  Using the External Subjects and TestHound Subjects drop-down menus on the Subject Assoc tab, match subjects from your upload to the subjects in TestHound.  Once you have matched subject areas, click Submit.

Please note that external subject areas can be mapped to multiple TestHound subject areas, i.e. Reading to English and Reading to Reading/ELA.  We recommend this for vendors who do not specify English as a subject.

 How do I map the accommodations from my data to those in TestHound?

Once the subject associations are complete, district users will need to associate accommodations from the Auto Pilot upload to TestHound.  This process can be completed for all subjects using the ALL Acc tab or done by individual subject area.


Using the External Accommodations and TestHound Accommodations drop-down menus, match accommodations from your upload to the accommodations in TestHound.  Once you have matched accommodations, click Submit.

If an accommodation from the Auto Pilot upload does not have a match in TestHound, the district user can  to go back to the main accommodations page and create a new TestHound accommodation to match what is being imported.  This commonly occurs when an accommodation exists for one or two subjects, but not all.

District users may also enter accommodations notes.  To enter an accommodation note during the mapping process, type the note in the Notes box and then hit submit.  After mapping has been done, users will need to click on the blue box on the appropriate accommodation line in the table to add or edit a note.

More than 1 external accommodation can be mapped to a TestHound accommodation.  For example, extra time (same day) and extra time (end of day) can both be mapped at one time to Extra Time.  Simply highlight both accommodations in the external box and choose the matching accommodation in the TestHound box, and hit submit.



If you map an accommodation incorrectly, simply click on the trash can item on the right-hand side of that line to remove the mapping.  The accommodation will return to the External Accommodations drop down menu and you will now be able to map it correctly. The accommodation will have to be deleted for all the subjects to which it is mapped in the table.

After the mapping process is complete, click to evaluate your file and determine if there are any errors.  A data analysis window will open.  If any errors are present, a Mapping Error message will be displayed.  You will need to click Close and return to the mapping associations to correct the errors.

You will be able to map partial data from the vendor file and publish that data to campuses, but there will still be data you will need to complete before all data can be processed and published out to campuses.  This allows you to map what you can and send that out to campuses but wait on other data you might need to double check  before mapping and publishing.  Campuses will receive the data you mapped, and will have a message stating there is still a mapping error at the district level to be completed.

Once all errors are corrected, click  to evaluate your file again.  If no errors are found, click Publish to push accommodations out to campuses.


Once the accommodations have been published, a window will open as confirmation.  Click Close.

.

The date of the last publish of accommodation data, manually or automatically, will appear on your Auto Pilot page associated with each vendor map profile.  If you published your mapped accommodation data manually, you will see an Auto Pilot - Last Ran message showing that the data was a manual publish.


Once you have mapped accommodations, they appear in the mapping table below.  You can easily search the map for an external accommodation, or a TestHound accommodation to see how they are mapped and change them if necessary. Use the search fields at the top of the mapping table to search for accommodations.



Note: As a district user, you are able to export a report of the current mapped Auto Pilot accommodations to Excel or PDF from the All Acc tab and individual subject tabs for each mapped vendor file with an export icon at the top right of the Assoc. Count table.

 An accommodation I mapped will not disappear from the drop-down menu. What should I do?

This is a case where the accommodation exists in your 3rd party accommodations software for a subject or subjects but does not exist for the same subject or subjects in TestHound.  In order to map the accommodations and clear them out, you will need to return to the regular Accommodations screen and add the missing accommodations for the subject(s) needed.   Once this is accomplished, the accommodations can be mapped successfully and they will disappear from the drop-down menu.

 How do I handle having accommodations in the drop-down menu that should not exist for a subject or subjects?

This is a situation of errant data being entered in by someone in the district into the 3rd party accommodations software.  While it is cause for concern, the Auto Pilot toolkit has helped you identify the problem so that it can be resolved. 

The first step is to reach out to someone in your district that oversees the sub-populations and ensure that data is corrected.  Obtain a copy of your most recent accommodations data upload and sort by the incorrect data to discern which groups of students have the incorrect information and get those departments to correct the data in your 3rd party accommodations software. 

Best practice is to correct the issue in the software and then either do a manual upload or wait for a fresh data feed from the nightly automated upload (if it is established) to correct the bad data before continuing with the mapping process.  However, if time is of the essence, you can go to the subject tab  of the incorrect data in the map and map it to [Null-Void] and it will not affect any of the students for whom it exists.  It will go ahead and map the correct subjects and you can now complete your mapping.

 How do I fix an accommodation that I mapped incorrectly?

Simply use the trash can icon on the right-hand side of the screen for the lines you need to remove.  You will need to remove the mapping for all subjects it is mapped to. They will now appear back in the drop-down menu and you can re-map them correctly.

 How do I handle data alerts/errors once I try to evaluate my data?

The most common data alerts are due to students that are not marked correctly for population in your Student Information System (SIS), or because they do not exist in TestHound. 

If I student is not marked correctly, compare the information from the alert to what is in your SIS and have the corrections made.  Once this is complete, you can evaluate and publish the data again to apply their accommodations to their campus.

If a student does not exist in TestHound, they may not yet have appeared in the nightly upload file, or they may have withdrawn from your district.  If the student does not exist in TestHound after 3 work days, reach out to support for assistance.

 How do I elect to receive Auto Pilot email notifications when I have a mapping error?

Clicking My Account in the Home bar will allow you to update your account profile, manage settings, and make changes to your security questions and answers. 

If you would like to receive an email to alert you when there is a mapping error, click Settings, and be sure to select the box under Auto Pilot.

 How do I Create an Auto Pilot File for Virtual Students? How do I create an Auto Pilot File for Online Testers?

To create a new Auto Pilot map, click on New Map (blue box with white +).

You will be prompted to enter a title for the accommodation mapping.  Type in a title, and then select Submit.

After creating a name for the mapping, you will be returned to the Accommodation Mapping table.


Next, select the Auto Pilot mapping title that you have created to edit the map settings.

After the mapping process is complete, you will be able to modify the map settings. To begin, click to select the accommodation vendor and map settings.

From the Vendor drop-down select manual upload as you will be submitting a file.

  • Process Auto Pilot Feed Data should be OFF.
  • Process Vendor notes will be defaulted to OFF.
  • Auto Publish Data should be OFF.

Once the selections are complete, click Update.

Create a csv file with the following headers:  DistrictID, CampusID, StudentID, Subject, Accommodations, Notes.

In the subject column place the subject of the test the student will be taking online, (i.e. Reading, Math, etc.). In the Accommodations column, if the purpose is to identify testing online place Online Test Delivery as your accommodation.  If the purpose is to identify virtual and or hybrid classroom students, you will first create a local virtual/hybrid accommodation under the Instructional Delivery accommodation type, then place Virtual/Hybrid in the accommodation column.

Ensure the file is saved as a .csv file.  Once the file has been created, you will need to select Upload Accommodation Data from within the map and then browse for and upload the accommodation file that has been created.

After your file has successfully uploaded you will need to map subjects, i.e. English to English, Science to Science, etc.

In your All Accommodations tab you will need to map Online Test Delivery to Online Test Delivery or if you are mapping student to virtual classes you will map virtual/hybrid to virtual/hybrid, etc. to the corresponding TestHound accommodation.

Next, click the Evaluate/Publish student data button.

The campus level will see the new changes in Auto Pilot.

Accommodations will need to be approved.

After approving student changes you will be able to filter students that have online test delivery within a test administration.


 Accommodations are not correct, how do I fix it?

The following steps should be completed when trying to troubleshoot accommodation issues. Campuses should check their auto pilot alert to be sure they have viewed/accepted the student accommodations.



If all pending updates have been approved, the alert will be green. If the exclamation point icon exists, it will tell the campus user there are mapping errors at the district level that need to be resolved.  If problems still exist, campus users should contact the DTC.

At the district level, verify that the vendor file ran and if there is a mapping error to be corrected. Check the date in the message. (If it says published-No-Mapping Error, that means there are additional accommodations that need to be mapped.)

If there are mapping errors, click on the map name on the auto pilot page, and then click on All Acc.  Click insidethe external accommodations box for things that need to be mapped. 

Map the accommodations in the external accommodations box to corresponding items in the TestHound accommodations box. Click submit ater each one and continue until they are all gone and the box is empty. You may want to check the individual subject tabs as well for any additional accommodations. When finished, click the evaluate student data icon (it looks like 2 arrows in a circle), then click publish. This will publish the updates to the campuses.


Campuses will need to check their Auto Pilot alerts and view/accept them to complete the process.

If this does not fix the problem, it could be an issue with how accommodations are mapped. The DTC should check mappings to see if there is an accommodation mapped incorrectly. If so, it can be deleted using the trash can icon, and remapped to the correct accommodation. (You must delete the accommodation association for all the subjects associated with the specific mapping). After fixing problems, be sure to evaluate and publish again. Have campuses check their alerts.

If you still have accommodations not showing, or showing incorrectly, the file can be pulled at the district level to see exactly what was sent by the vendor. Use the download icon beside the map name.


Still having issues? Please email support@testhound.com or go to the help tab and submit a ticket with detailed information, campus, student ID, problematic accommodation.