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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?
  • Removal of the identification of student populations or accommodation types to be controlled via data from one vendor
  • Only students included in your accommodation vendor files will be updated via Auto Pilot
  • Add accommodations to students from multiple vendors
  • Lockdown accommodations for students updated via Auto Pilot
  • The ability to turn off vendor notes
 How do I upload my Accommodations File into the Auto Pilot Profile I have created?

Once you have prepared your file, click  to upload it into TestHound if you are manually uploading data.  If you need assistance on how to create the file, please contact your Account Manager.

  

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 mapping profile?

To create a new Auto Pilot mapping, click on New Mapping (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 additional accommodations cannot be selected when approving accommodations individually.
  • 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 mapping profile 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 mapping profile?

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.

 Do I really have to complete the mapping process myself? Is there someone that can do this for me?

Your account manager would be happy to assist you in completing the initial mapping process. Once initial mapping has occurred, TestHound personnel will review the mapping with the DTC.  The DTC will then accept responsibility for the accuracy of all mappings.  After the initial upload is completed, the DTC will be responsible for mapping any new accommodations that appear in the future.  

 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 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.  

 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 will need 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, click on the blue box on the appropriate accommodation line once accommodations have been associated.


The accommodation notes window will appear.  Text from the Auto Pilot upload will appear.  You may edit the text or enter your own.  The notes will appear on the student accommodation page that campus users access.  After you have entered the text, click 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. 

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.

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.

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 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 bad data being entered in by someone in the district to 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 map the incorrect data to [Null-Void] and it will not affect any of the students for whom it exists.  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.  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 your Account Manager for assistance.


 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 you have viewed/accepted the student accommodations.



If all pending updates have been approved, the alert will be green. 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. Check the big square white box for things that need to be mapped. Then check under each subject tab to ensure no accommodations need to be mapped under the specific subject.

Map the accommodations in the external accommodations box. Click submit and continue until they are all gone and when 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 the map. 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.


Video Step By Step Tutorials (7 steps)