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This page will show the campus user all of the alerts they are likely to see on their TestHound home page and how to process each of those alerts.

The campus user will see alerts grouped by Processing of Data Updates, Auto Pilot, Students, and Teachers on the right-hand side of the screen. Initially, there may be a large number of students/staff within each alert category as new data has been uploaded at the start of a new school year or for a new TestHound district. The number of students/staff identified within each alert category will decrease throughout the year.

Clicking view next to each alert will display a list of students or teachers that fall within each alert category.

The Processing of Data Updates box gives a date and time the last student, teacher, or schedule files were uploaded into TestHound. Your DTC may choose to suspend nightly uploads of your Teachers file to prevent any changes you make on your teacher management page located in your Campus Management Menu. File processing may also be disabled at the district level during summer to allow for summer testing consolidation.  Data alerts that are Red and say NP indicate your data did not publish in the last three days.  Data that is Green and says P indicates the data did publish.  When a district level user turns off a data feed, that line will be Gray and say OFF.  If you notice problems with your data feeds, please contact your DTC or district data processing department.

Hovering over the name of the file with your mouse will give you important information about the file so you can check with your district data department.

The Auto Pilot alert will allow you to pull in accommodations uploaded by the district user or from a third party software.  Your Auto Pilot alert box will be highlighted in red when new changes need to be verified. The number indicates how many students are in the alert that have accommodation changes. To pull these accommodations, click the name of the Auto Pilot Alert title. The step-by-step instructions for processing this alert are available on the Campus Accommodations page in the Help Tab.  The  exclamation mark indicates that there are mapping errors at the district level that need to be addressed before the campus will receive updated accommodation information, please contact your DTC.

The Removed from AP alert will show a listing of students that are no longer included in the latest version of the accommodations file being sent from the vendor(s). Click on the Removed from AP alert to see these students. You will have the option to  confirm that these student(s) accommodations will be removed. Please note that removing the accommodations cannot be undone and will have to either be managed manually or wait until they are updated via Auto Pilot if this is done in error.  You can also download a list of these students using the download button beside the confirm button for your reference. Once the student is confirmed, they will disappear from the list.  It is recommended you download the list before confirming.

You may also see a Population Changes alert. This alert will show you any students on your campus that have had 504, SPED, or LEP designation changes. Note: population change data comes from the SMS, and not the AP vendor. If you see inconsistencies in student designations, you will need to check the SMS entry. More information about Population changes is included in the last section.

After you click view next to each alert, you will see the list of students that are newly enrolled on your campus or unenrolled. You will be able to process these students in two different ways.

To the right of your listed student(s) you will see an APPROVE ALL box. Click to approve all the student(s) listed to the left. You will be presented with a confirmation and have to click confirm to fully process the approval.

The message will expand to give you a warning that after confirming the students or staff, you will no longer be able to distinguish new students or staff from current students or staff in TestHound. You may choose to “print screen” the listing of students or staff for your reference. To confirm students or staff and add them to your roster in TestHound, click Confirm.

You can click on an individual student’s name (highlighted in blue). You will then be presented with a student dashboard for that particular student. You will see a current schedule for the student and if they are currently enrolled in any tests or have previous accommodation/test form histories. You can use the Change Status drop-down menu to change the student’s status to Approved from Unenrolled to New Student.

Selecting View next to student population change alert will give you a listing of all students that will have a population change based on the upload from your student management system.

You may approve all changes by selecting Approve All.

To view the population changes for an individual student, select View on the appropriate student line. A list of all population changes for the student will appear. You may approve each change individually by clicking Approve or all changes by clicking Approve All.

After approving population changes, a message will appear notifying you that based on the mapping of accommodations in the Auto Pilot accommodation file, accommodations may not be automatically updated. It is important to review accommodations for students that have a population change. To approve the population changes, click Submit Change.


This page will outline the steps a CTC should take when manually entering student accommodations and the steps to verify and approve student accommodations when using Auto Pilot.



To manually enter accommodations for students, start by clicking on the triangle next to the student's name.

Choose the appropriate subject for the accommodations from the subject drop-down menu. You will see a listing of subjects pertaining to your campus grade levels and courses.

Click in the box next to the appropriate accommodation specific to the student. The screen will flash indicating the accommodation change has been saved.

Notes may be be entered in the "notes" box at the top of the accommodation page.


Important note: If your district is using Auto Pilot and student accommodations are uploaded via vendor file, additional accommodations should NOT be entered manually for those students. Any accommodations that do not match the accommodations in the file will be flagged red for removal. Approving red accommodations will remove those associations for the student.  Your DTC may have the option for adding accommodations manually for Auto Pilot students disabled and you will not be able to add them.  If you need to add manual accommodations and are unable to, check with your DTC.


On your Home page, you’ll need to click on the Auto Pilot Alert. With the update to Auto Pilot, even if your district uses multiple accommodation vendors, there will only be one link to select. The link will be highlighted in red when there are new student accommodation updates that need to be approved. The number out to the side will tell you how many students are in the alert that needs to be approved. The link will be highlighted in green where all accommodation updates have been approved and no new accommodation updates are pending.

The new Exclamation point alert will tell the campus user when there is a mapping error that needs to be corrected at the district level.  Mapping errors are new accommodations or subject areas that are in the latest version of the vendor file that needs to be associated with TestHound accommodations. The mapping and publishing process has to be completed at the district level before campus users will see updated accommodation data. The Last Ran message box will tell you which map(s) has the error so you can communicate with your DTC.

   

Clicking the Auto Pilot Alert title will show you all students with pending accommodations as well as Last Ran information for all vendor files associated with Auto Pilot for your district.

           

Clicking on View beside a student's name will take you to the auto pilot review page where you can approve accommodations for the student.  After reviewing/approving accommodations for that student, clicking on next will take you directly to the next student in the alert. 



The Removed from AP alert will tell campuses which students who were previously in the incoming vendor file, are no longer in the file.  Campuses will select the Removed from AP alert and then confirm if these student(s) accommodations should be removed.  TestHound will remove the accommodations from the students. Student accommodations should be verified in the vendor program to assure the accommodations should, in fact, be removed before confirming students in this alert.  After confirming, the student(s) will have accommodations removed in TestHound.  If this is done in error, the accommodations would have to be entered back in manually or when the file runs again containing their information. There is also a download button to export the list of students to provide a record of the students who were in the alert.  Once students are confirmed, they will disappear from the list.


Click “View” next to the individual student entry. Do not click “Approve All” as this will approve all changes to all students at once. You can print this page before you make any changes if you’d like. Producing a Master Accommodations Report is a great way to verify all student accommodations after the verification process.


Be sure to look at the items highlighted in GREEN. These are the accommodations that are being added to this student from your accommodation management system. Check these with information provided by the program leads on your campus.

Items highlighted in RED are accommodations that are NOT in accommodation fileThese will be removed when the accommodations are approved. Check these with information provided by the program leads at your campus. 

If there is no change on a specific accommodation, you will see a checkmark next to the accommodation and it will not be highlighted at all.

Moving the mouse cursor over a green highlighted or checked accommodation will identify the map the data is coming from (i.e. eSped, SuccessEd, Skyward, etc.)

Important note: If you are not seeing accommodations that should be associated with your student, notify your DTC so that he/she can check the current mapping configurations for Auto Pilot. Also, any accommodations that are not locked, archived, etc. will not be sent by the vendor via the file.

Accommodations and notes can be approved for all students at once or on a student-by-student basis.

Approving All Accommodation Updates

Begin by clicking on the red highlighted Auto Pilot Alert on your campus home page. You will see a list of all students with Pending Accommodation Updates and an Approve All link at the top of that student box if the DTC has enabled the approve all function.  If not, you will not see the Approve All link and will need to contact your DTC or approve each student individually using the View link.

When you click the Approve All link, you will receive an APPROVING STUDENT ACCOMMODATIONS alert. Clicking Submit will approve all changes which includes new (green) and removed (red) accommodations and any vendor notes. IMPORTANT NOTE: After clicking submit, changes cannot be undone. It is import to view and verify all student accommodations prior to approval.

The Approve All feature is only available if it has been enabled by your DTC in the district Auto Pilot interface. Contact your DTC for Approval All access.

Approving Accommodations for Individual Students

Begin by clicking on the red highlighted Auto Pilot Alert on your campus home page. You will see a list of all students with Pending Accommodation Updates. Each student will have a clickable View link to the right of their name. Clicking that link will take you to that specific student's pending accommodation page.


You can view all accommodations for a student or approve accommodations by subject. The individual student page will default to the ALL Acc tab. Clicking Approve All while on the ALL Acc tab on the student page will approve all accommodations in every subject for the student.

Once you have verified the Auto Pilot accommodations in TestHound with your Accommodations Spreadsheet or Master Accommodations report for this student, you can click Approve All. It is not necessary to check or un-check the individual highlighted boxes. TestHound will do this for you upon clicking the Approve All link.

You can click on the Next icon to move directly to the next student in the alert list.



The Removed from AP alert is an alert that is given at the campus level when a student who has been in the auto pilot file, is no longer in the file.   The campus can then check to see what the reason is.  Perhaps they have withdrawn, moved to another campus in the district, or have had accommodations removed in the vendor program.  If the campus deems it necessary to remove the accommodations in TestHound, the user can check the box beside the student's name and choose "confirm checked" at the bottom of the alert, and TestHound will remove the accommodations.  This cannot be undone.  Student status and accommodations should be verified in the vendor program to ensure the accommodations do, in fact, need to be removed.  Once removed, the accommodations would have to be entered back in manually or when the vendor file runs again.  This list can also be downloaded for reference using the download icon beside the confirm all button.  Once a student has been confirmed, they will no longer show in the list.







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 alerts.



If all pending updates have been approved, the alert will be green. If problems still exist, campus users should contact the DTC.

The exclamation point indicates there is mapping that need to be done at the district level.  Please contact your DTC.

At the district level, the DTC will verify that the vendor file ran and if there is a mapping error to be corrected.  After the mappings have been done and published at the district level, campuses will get a new red AP alert.


If accommodations are still not showing correctly, the DTC should check the  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. (It must be deleted  for all the subjects associated with the specific mapping). After fixing problems, the DTC will need to evaluate and publish again. Campuses should 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. 

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.















If you’d like to add more notes to a student’s accommodations, you can click Manual Accommodations from the Auto Pilot menu or click the students triangle from the main student menu. 

It is important to understand that you cannot change the notes that come your district file via Auto Pilot.  You can however enter your own custom notes that are in addition to the Auto Pilot notes.  Adding custom notes will not cause you to be out of sync with the district upload.

When finished entering notes, clicking outside the box will save your entry and then you can go back to the Auto Pilot page.

When on the student triangle page, what you add will saved when you click outside the notes box and you can then navigate to another page as needed.
















This page will help campus users manage their test administrators by showing them how to add new, edit existing, and lock/inactive current test administrators.

 

Selecting Test Administrators will show you a list of test administrators at your campus. Initially, 10 test administrators will be shown. To view additional test administrators, choose 10 or All from the View drop‐down menu. The test administrators data is uploaded by district. A campus user may add additional staff if they are not listed. 


After clicking on New, you will be prompted to enter the test administrator's staff ID, first name, middle name, last name, email address, and check the box next to Available – this will allow the test administrators to be assigned to a room for testing. Entry of the middle name and email address are not required to have the test administrators active in TestHound. The ID can be a staff ID, if applicable, or it can be anything the user decides, it does not matter to TestHound, what the ID is. Once the required fields have been completed, click Submit to create the new test administrators account. The new test administrators will be locked to prevent the file upload from overwriting the change.

You may also edit a test administrators once they are entered. To edit a test administrators account, select Edit next to the test administrator's name on the right.

In the event the updates from your district management system are incorrectly updating test administrators accounts at your campus, you may lock or block test administrator accounts to prevent further errors.  Locking an account will prevent a test administrator account from being updated when a new test administrators file is run, while blocking an account will cause a test administrators account to become inactiveInactive test administrators accounts cannot be assigned as test administrators. To lock a test administrators to ensure they remain in the list of available test administrators you may either click Lock All to lock all accounts listed or click on the Lock icon on the appropriate test administrator line. 

 

To block a test administrators account from being imported into the test administrator list, click the block icon to inactivate the account.  A message will appear verifying that you are blocking a test administrator account and it will prevent the account from being re-imported. If you wish to proceed, click OK.

Click on the Reactivate link at the top of the test administrators box. A list of test administrator accounts that have been blocked, will be listed.  You may search for a test administrators account or select a test administrators account from those listed.

 

Click Activate next to a specific test administrator's name to activate the single test administrator or click Activate All to active all test administrator accounts listed. If you activate a single test administrator account, you will remain on the test administrators activation screen.  To return to the test administrators list, select test administrators under the Campus Management menu. If you choose to activate all test administrator accounts, you will be returned to the test administrators list.



This page will show the TestHound components available on the student page how the CTC can use this page.

Selecting Students under the Campus Management Menu will show you a list of students at your campus. Initially, 10 students will be shown. To adjust the student view, choose 10, 25, 100, 1,000 or All from the View drop‐down menu.

 

Edit Existing Students: 

To edit existing students, click on the pencil icon on the line of the student you wish to make changes to.

You will be able to edit the following fields:  

-First Name, Middle Name or Initial, and Last Name  

-Enrollment status  

-Gender  

-Grade -Check the appropriate special programs for the student: 504, Special Education, LEP  


*Please note that any changes made will be overridden by the district uploads and should be corrected in your SIS to ensure accurate information is uploaded to TestHound. 

Searching for a student

 To search for a student, select Search from the top of the Students screen on the right side. A search window will open at the top of the Students table.  

-You can enter the Student ID OR Student Name: to perform a search by student name, only a last name is required.

Add new students

 To add a new student, select New from the top right side of the Students screen. After clicking on New, you will be prompted to enter:  

-The student’s local ID- Be sure the student ID matches what is entered in your SIS  

-The State Student ID- for TX this is the TSDS, for FL it is the FLEID and for TN it is the TN ID 

-First Name, Middle Name or Initial, and Last Name  

-Gender  

-Grade 

-Check the appropriate special programs for the student: 504, Special Education, or LEP

Click Submit

This information will be updated when TestHound and your SMS update in the nightly feed.

Re-enroll students: 

After clicking on Re‐enroll, you will be prompted to enter the local student ID of the student you wish to re‐enroll on your campus.

To access the Student View or student dashboard, select a student name from the Students list by clicking on their name highlighted in blue. After selecting a student name from the Students list, you will be able to view:  

 Student information: 

 -The student 504, SPED, and LEP data is view only on this page.

-This page will also identify when the last change was made to a student profile.

 - You will be able to see if a student has a current test assignment. Students can be assigned as a group to a test here or within the test itself. To add a test assignment to a student individually, select New.  Next, select the Test Administration, the test, and the room you would like to add the student in and click submit.

 

Previous Accommodations and Test Forms:

You will be able to see if a student has any previous accommodations or test versions (test forms). To view either the accommodations or test versions (test form) history, select View. Selecting View under Previous Accommodation Histories will give you a screen that lists all accommodations that were previously entered for the student. 

 

-Accommodation History – New Students Only (within alert category)

For students who are new to your campus, you have the ability to pull student accommodations and test versions if those students were in your district the previous year. This feature will only be accessible for districts that have used TestHound previously. To begin the process of pulling student accommodations and test history, click Accommodation Histories above the APPROVE ALL table on the right. 

  

A new screen will appear with text describing the process of pulling student accommodations and test versions. You may choose to either:  

 

• Preview the list of students that will be affected  

 

• Cancel and individually enter student accommodations  

 

• Proceed and pull students accommodations and test versions without previewing the data  


If you select Preview from the Accommodations Histories screen, a list of students who will be affected is displayed. The last two columns of the table will identify whether the student has accommodations or test version (also called Test Forms) history. 

 

To pull the student's accommodations and test version information, click Proceed. 

 

Student schedule:

-The student schedule cannot be altered but will show you the latest version of the schedule pulled from the district SMS

Student Test History (for districts that have purchased Performance Tracker):

If your district subscribes to Performance Tracker, a 3-8 or EOC table will be displayed with the student's test history based on STAAR files uploaded by the DTC. Column headings will be color coded based on whether the student Met Std (green), Std Not Met (red), Exclusion (blue), or if the student did not have a score code of "S" the cell with the student data will now reflect the score code that was assigned to the student (gray). For instance, a student with a score code of "A" will have SC-A displayed, or a score code of "O" will be displayed as SC-O.

 


The accommodations pull is a tool meant to facilitate transfer of accommodations from one campus to another campus within the same district.  This tool is useful when your district has not subscribed to Auto Pilot.

When you log-in to TestHound, you will click on Students->Accommodation Histories.

This will bring you to a list of all students at your campus that have accommodation histories.

 

Next, you can click on a student’s name, and the campuses where they currently have accommodation history files will appear. 

Click “View” on the line of the most recent campus, choose to fill in “Include Student Notes” if you wish, then “Pull”.  The student’s most recent accommodations will be pulled into your campus. 

The list will shrink as you progress, allowing you to check each student’s accommodations individually as you go.  This best practice assures that all incoming students start the year with the correct accommodations in place and allows you to be aware of any needs those students may have as early as possible.


To manually enter accommodations for students, start by clicking on the triangle next to the student's name.

Choose the appropriate subject for the accommodations from the subject dropdown menu.

Click in the box next to the appropriate accommodation specific to the student. The screen will flash indicating the accommodation change has been saved.

Notes maybe be entered in the "notes" box at the top of the accommodation page.

If it is necessary to reset accommodations for the student, you may do so by clicking the "reset all" box and choosing the appropriate selections and submitting.

Accommodations for each subject must be entered in the appropriate subject from the dropdown.

You have access to the demographic information associated with the students on your campus.  This is the data that TestHound is receiving for your district and is utilized when processing past performance data, precode files, and SIRS files at district level. 

As a campus user, you can verify this demographics data for students so that you can check their precode associations directly in TestHound.  The bar above each code option has an info icon that will show you what each field means in reference to the precode options.


I. Accessing the EOC Tracker- Campus Management

Step 1. From Campus Management, click on the Students Tab

Step 2. The link to the EOC Tracker is in the upper right hand corner of the Student Tab Table

II. Filtering Students



Filtering Directions

Filtering a group of students can be done with a variety of options.

The district has the option to Filter and Export All Students, or All Students served by a program, or Select a Campus, choose from Grade, Program, and get a more specific list of students.


Step 1: Select a campus.

Step 2: Select a grade level or leave at Select to Show All Students.

Step 3: Select from the different programs (SPED, LEP, 504, GT) to filter out students in the special programs.

Step 4: If wanting to view the students that have failed or are missing an EOC, check this box.

Step 5: The filter can be used at any time after any of the selections are made.  All boxes do not have to be populated to be able to filter.  (Ex.  If only wanting to view students served by Sped, just use the Program filter and select Filter).

Step 6: Any filtered view can also be Exported to Excel.


III. Title Bar Filtering


Multiple filters can be done. 

Click on the Title (Sped) and a list will be generated that brings all of the Sped Students to the top, if you select Sped again, it will resort them to the bottom of the list. 

The LEP option can then be selected to bring to the top, students that are Sped and LEP. 

The tests can also be sorted to show blanks at the top, to indicate a missing score/test.

I. Accessing the Upload Exclusion feature

 Step 1. From the Campus Management Screen, Click on Students. Note to Mac users: When saving the file, instead of choosing Save As CSV (Comma delimited), there should be an option for CSV UTF-8 (Comma delimited).  Saving it with that format will prevent upload errors associated with file format.

Step 2. Click on Exclusion Files in the upper right corner.

II. Creating a template to upload-please name your files uniquely so they are easily identifiable later.

Step 3. Download the template and populate with necessary fields

Exclusion_Template.csv

ExclusionTemplate Description.xlsx


Step 4. Or in an Excel Spreadsheet, create the column headers- (this is beneficial if a spreadsheet has already been created for some fields).

DistrictID

StudentID

Grade

Course

Exclusion

Date

Note

III. Column Header-no spaces in the header titles

IV. Field Desciptions


Column Definitions



DistrictID

Required; State defined six digit DistrictID, no dashes or spaces

StudentID

Required; District's local StudentID; 1-10 digits in length, no dashes or spaces-please NO PEIMS IDs

Grade

Optional; integer values 3-12; [Note: required for STAAR exclusions]

Course

Required; allowed values: A1, BI, E1, E2, US

Exclusion


Required; allowed values: ALT2, ARD, CBE, E1 LEP, FEX, IGC, OS/PS, SA,WVR20-each exclusion will need it's own line of student data.  Students will be listed multiple times for multiple exclusions

Date

Optional; allowed format mm/dd/yyyy; represents the date of the exclusion

Note

Optional; description or notes concerning the exclusion; 500 characters maximum

Courses


A1

Algebra I

BI

Biology

E1

English I

E2

English II

US

U.S. History

Exclusions



ALT2

STAAR Alternate 2

ARD

EOC ARD Exempt – Special Education

CBE

Credit-by-Exam (CBE)

E1 LEP

English I Special Provision – LEP (Limited English Proficient)

FEX

Foreign Exchange

IGC

IGC – Individual Graduation Committee

OS/PS

Out of State or Private School

SA

Substitute Assessment

WVR20

Waived-CVD 19



 V. Upload the Data

Step 1. Save the spreadsheet as a CSV (Comma-delimited-.csv)Note to Mac users: When saving the file, instead of choosing Save As CSV (Comma delimited), there should be an option for CSV UTF-8 (Comma delimited).  Saving it with that format will prevent upload errors associated with file format.

Step 2. Click on the Upload Exclusions link.

Step 3. Upload the .CSV file

Step 4. When clicking on a student’s name, go to the Student Details Page (under Campus Management), the contents of the file will be applied to each student contained in the file.

Step 5. After uploading the file, check for errors and duplicates by clicking on the Upload Exclusions button.  Then the pencil beside the uploaded file.  A list of duplicate records and invalid student IDs will be listed below.

Errors


Data can be corrected manually by clicking on the student's name and edited in the PT table or the file can be deleted to remove the data from all students in the file, the file can be corrected, and then reloaded.

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To enter a test exclusion manually for a student, click on the student’s name link.

Pick the appropriate exclusions link for either entering an EOC, or 3-8 exclusion.

Once you have selected the appropriate record/exclusion, select the new link.

 

If you have selected the EOC exclusion, you will be prompted to select the appropriate grade, course, and type for the exclusion.  Enter a date, as well as any notes needed for the exclusion, then click on submit.

If you have selected the 3-8 exclusion, you will be prompted to also select the appropriate grade, course, and type for the exclusion.  Enter a date, as well as any notes needed for the exclusion, then click on submit.

 

Exclusions will be color coded in blue on the student’s page, as well as in the Student PT Summary report.


Registering students for the BOY assessments is much like registering them for the STAAR assessments using the Precode option in Performance Tracker. 

Students must be registered for tests according to their current grade level for this assessment.  The state testing vendor will then adjust the grade level of test down one level to give the student access to the level of test they would have taken last year.  Campuses will assign students to tests in their current grade and once they have done that, you can use the Precode link on the Performance Tracker page to pull the precode file for that administration.  No adjustment is needed on your part, it will happen at the vendor level.

EOC students can be added to the test they need to take, no adjustment will be made by the vendor. 9th graders will need to be added to the BOY 3-8 admin at the campus level in the 9th grade assessments we created for this purpose.  This will ensure they get the 8th grade assessments from last year. To ensure the 9th graders get registered, be sure to run a precode 3-8 file for that BOY 3-8 admin.

The precode file can be generated after the campuses have assigned all students who are testing to their respective tests. Please refer to the Performance Tracker help tab question "How can I generate a precode file" for directions.

Please refer to TEA's guidance for BOY assessments here : TEA’s FAQ https://tea.texas.gov/sites/default/files/covid/covid19-optional-beginning-of-year-assessments.pdf


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I. Accessing the Retester files feature

 Step 1. From the Campus Management Screen, Click on Students.

Step 2. Click on Retester files in the upper right corner.

II. Creating a template to upload-it is helpful to name your files uniquely so they are easily identifiable later.

Step 3. Build your file and populate with necessary fields  Header titles as below-use this as the order of the columns

DistrictID

AdminDate 

StudentID

Grade 

Course 


III. Column Headers-no spaces in the header titles

IV. Field Descriptions


Column Definitions



DistrictID

Required; State defined six-digit DistrictID, no dashes or spaces

StudentID

Required; District's local StudentID; 1-10 digits in length, no dashes or spaces-please NO PEIMS IDs

Grade

current grade of student-optional

Course

Required; allowed values: A1, BI, E1, E2, US-each course will need it's own line of student data.  Students will be listed multiple times for multiple courses.

AdminDate


xxyy, last spring's admin date.  Use 1520. This is the ETS date code for Spring 2020.





Courses


A1

Algebra I

BI

Biology

E1

English I

E2

English II

US

U.S. History

 V. Upload the Data

Step 1. Save the spreadsheet as a CSV (Comma-delimited-.csv) Note to Mac users: When saving the file, instead of choosing Save As CSV (Comma delimited), there should be an option for CSV UTF-8 (Comma delimited).  Saving it with that format will prevent upload errors associated with the file format.

Step 2. Click on the Retester files

Step 3. Upload the .CSV file

Step 4. When clicking on a student’s name, go to the Student Details Page (under Campus Management), the contents of the file will be applied to each student contained in the file.


Students will be coded with an "O" for other and will be color coded Gray.  When adding by retester in the test, these students will be pulled in as well as the other "red" retesters.

The retester file can be deleted after the administration to remove the O code and retester color coding from the students' PT table. 





This page will show campus administrators how to add new rooms, add descriptions, and add capacities to current rooms.

Selecting Rooms will display a list of rooms at your campus entered in TestHound. Initially, there will not be any rooms entered into TestHound. There are two methods for entering rooms for your campus:

-Pull the rooms based on the data uploaded by the district

-Manually enter rooms: 10 rooms will be shown, if you have already pulled or entered the room numbers. To view additional rooms, choose 10, 25 or All from the view drop‐down menu.

Note:  Clicking on the room number/name (highlighted in blue) will show you the current schedule data associated with that room on your campus.

 You can create new rooms or manually enter rooms at your campus if you choose not to pull the data, select New. After selecting New, you will be asked to enter the following information to create a room.

 -Room – room number/name (this information is required and is what will be printed on reports for the room name/number)

 -Capacity – the number of students that can fit in the room for testing (Not a required field but can be used later when assigning students to rooms for testing)

 -Description – a brief description of the room, i.e. computer room, small group room, etc. (Not a required field) 

Once you have completed the information, click Submit.


Need to make some changes to your rooms?  You will also have the ability to edit rooms individually or using the Batch Edit feature. Note: When editing a room, you will only have the ability to change the capacity or the description of the room, not the room number/name itself.

Editing Individual Rooms:

Click on the edit icon next to the room number. Update the capacity and/or description and click Submit.


Batch Editing Rooms:

Click in the box to the left of all rooms that need to be edited and click on the Batch Edit button that appears at the top of your Room box. Note: You will not see the Batch buttons until the rooms are selected.

You will get a pop up where you can edit the capacity and description information for all selected rooms. Click Submit when finished.


You can also choose to delete a room. Rooms can be deleted individually or using the Batch Delete option. Note: The room will be hidden from view but can be pulled back into your active room list by clicking the Pull link at the top.

Deleting Individual Rooms:

Click on the trash can icon to the far right of the room number. You will get a popup alert explaining what happens to the room when removed. Click Ok to proceed or Cancel if you don't want to complete the process.

Batch Deleting Rooms:

Click in the box to the left of all rooms that need to be deleted and click on the Batch Delete button. Note: You will not see the Batch buttons until the rooms are selected.

You will get a pop-up alert that needs to be confirmed before rooms are removed. Click Ok to proceed or Cancel if you do not want to complete the process.



This page will show campus administrators how to create locate test administrations and the included tests for each administration.

Selecting Test Administrations will show a list of test administrations currently entered into TestHound. State test administrations will be loaded into TestHound for you. Test administrations that are mandated by your state will show as State under the Type column. If you click on a specific test administration entry, a new screen will open that displays the grade level and subject tests within that test administration (below).  There is a column titled MSS.  This helps identify the test administrations that have Multi-Session Scheduling enabled.


Administrations will show a list of test administrations currently entered into TestHound. State required test administrations will be loaded into TestHound for you. Test administrations that are mandated by your state will show as State under the Type column. If you click on a specific test administration entry, a new screen will open that displays the grade level and subject tests within that test administration (below).

Creating a new test administration You have the ability to create additional test administrations for your campus. For instance, if you would like to use TestHound to plan a STAAR simulation for your campus. To create a new test administration and subsequent tests, first click on Test Administrations then click New in the top right of the table below.

 

This is a two-step process where first you create the test administration then the individual tests you wanted included in the administration.

It is important to note a few best practices for creating Test Administrations:

Your administration titles should be more generic titles and more specific titles for tests. An elementary school may set up and administration with their campus name in the campus name in the title and then follow with specific test titles.

For example:

  • Test Administration Title:  LES-Spring Benchmark
  • Test Title:  3rd Grade Math

After clicking New, a screen will appear where you will be required to enter the following information:

    • Title of the test administration
    • Start Date and End Date 


 


When you finish entering the required field, click Submit. The test administration you create will be specific to your campus only.


 To create a new test within the test administration, click on Tests from your Campus Management menu. You will need to complete the following fields on the Tests screen. 

 

-Select Admin: use the drop down menu to select the test administration you want to add a test to

-Click New to begin the process

-Enter the Type: (You have 2 choices- Course OR Grade: Choose the appropriate course or grade associated with your test 

-Subject 

-The subject selected will determine the subject area accommodations pulled

-Title of test

-Test date: Make sure you select a test date within the testing window of the administration your created


Once all fields are complete, click Submit.


The administration has been added for you, just click the one that corresponds to your level, 3-8 or EOC.  For these tests,  you will add students to the test that corresponds to their current grade level.  Once the district submits the registration file, the testing vendor will adjust that grade level to the one below for last year's assessment. This will ensure the student takes the assessment at the grade level they would have taken it last year.  Adding students to the tests is like adding them to any other test.  Just be sure to use the test for their current grade level.

For EOC students, just add them to the test you wish for them take for the BOY assessment.  If that is this year's assessment, use the add by course option.  If it is last  year's test, use the add by selection or add by file option.  Refer to the help tab on the test page for instructions on adding by file.

9th grade students, who will take BOY at the previous 8th grade level will need to be added to the BOY 3-8 admin, 9th grade tests we created especially for this.  This will ensure they are registered in the 3-8 admin but in 9th grade tests so when the vendor makes the adjustment to a grade level below, they will be given an 8th grade test.

For students who would have tested above grade last year, assign them in a test a grade up from where you want them to test, so when the adjustment is made by the testing vendor, they will be in the correct test for last year's assessment. 

Please refer to TEA's guidance for BOY assessments here : TEA’s FAQ https://tea.texas.gov/sites/default/files/covid/covid19-optional-beginning-of-year-assessments.pdf


This page gives CTCs the steps to build tests using multiple configurations.  Below, you will find two videos to assist in the test building process.  The first video covers the steps for creating a test by capacity, often used for EOC test sessions.  The other video covers the steps for creating a test based on class period, often used for grade level testing.

Selecting Tests will allow you to see the grade level and subject test(s) within a test administration. After selecting Tests, you may be prompted to select a test administration from the Select Admin drop‐down menu.  Once a test is selected, you enter the Test Session screen. In this screen there are several tasks that you will complete:

-Adding students to a test session

-Adding rooms to a test session

-Assigning test administrators to testing rooms

-Assigning students test rooms

-Manually assigning students

-Filtering students and then assigning students by accommodations and test version

-Automatic assigning of student’s room

-By room capacity

-By schedule

-Scan booklets to students

-Copy room and test booklets from one test to another

-Configure the date of the test if testing within a window After selecting a test, the user will see breadcrumbs appear in the upper right-hand corner to allow you to toggle through test administrations, tests, and rooms with ease.

Once rooms have been selected, a new table will appear to the right of the student table


Selecting Tests will allow you to see the grade level and subject test(s) within a test administration. After selecting Tests, you may be prompted to select a test administration from the Select Admin drop‐down menu.

Once a test is selected, you enter the Test Session screen. In this screen there are several tasks that you will complete.

  • Adding students to a test session
  • Adding rooms to a test session
  • Assigning test administrators to testing rooms
  • Manually assigning students to rooms
  • Assigning of student’s room by:
    • Room capacity
    • Schedule or period
    • Batch assign
  • Filtering students and then assigning students by accommodations and test version
  • Scan booklets to students
  • Copy room and test booklets from one test to another
  • Configure the date of the test if testing within a window.

After selecting a test, the user will see breadcrumbs appear in the upper right-hand corner to allow you to toggle through test administrations, tests, and rooms with ease.


Once in the test session screen, you will first need to add students to the test. At the top of the page, click on the [+] symbol next to STUDENTS. An Action drop‐down menu will appear with two choices: Add or Remove. To add students to the test, choose Add.

 

Another drop‐down menu will appear. In the BY drop‐down menu you will select the method you wish to add students by. Each method is described in detail below.


Adding students to a test by course:

To add students by course, choose Course from the BY drop‐down menu. The feature is extremely helpful when assigning students to a STAAR EOC exam. After choosing Course, another drop‐down menu will appear where you will choose the course you wish to add students by. After selecting the course, click Submit. You may repeat this step as many times as necessary to add students in all participating courses. If you have more than one course housed under another, a Version drop-down menu will appear so that you can specify what courses or versions you want added to your test.


Adding students to a test by grade:

To add students by grade, choose Grade from the BY drop‐down menu. After choosing Grade, another drop‐down menu will appear titled ITEM where you will choose the grade level you wish to add to the test. Click Submit.

Adding an individual student or hand-picking groups of students for a test:

The best methods to use in this situation, would be to add students using one of the three following adding features: Individual,Selection, or File.

-To add students individually to a test, choose Individual from the BY drop‐down menu. A new field will appear titled Stu ID. In this field you will type the student ID of the student you wish to add and then select Submit.

-To add students by selection, choose Selection from the BY drop‐down menu. An Add/Remove Students screen will appear which includes a list of all students currently enrolled on your campus in TestHound. You can choose either: Individually check the box next to a student name to add them to a test or choose Check All as pictured below.

Once the appropriate student(s) are chosen, scroll to the bottom of the page and click on Submit.

Adding students to a test by file:

A campus user has the ability to upload a file containing the students who will participate in a test.  The file will consist of one column with the header student_id.  Underneath the column header, the campus user will enter the local ID for each student participating in the selected test.  The file will need to be saved as a .csv in order to be uploaded into TestHound.  This feature is extremely beneficial when testing a designated group of students, i.e. grade 5 or 8 SSI or a high school EOC retest. To add students by file, choose File from the BY drop‐down menu.

-The toolbox will expand and the user will be prompted to select Choose File. A new window will open.  Select the appropriate file to upload and select Open.  

-Once the file has been selected, the window will close and you will be directed back to the Test View within TestHound.

Adding students to a test by Retester designation:

If your district uses the Performance Tracker toolkit, you have ability to add students into a testing session by Retester designation. With Performance Tracker, your DTC has the ability to upload STAAR and SIRS (Student Information Retrieval Service) files, generate SIRS files, and generate precode files. When those STAAR past performance data files and SIRS files are uploaded, as a CTC you'll have access to that data for all students included in those file uploads.

To add the retesters to a testing session, click the plus sign next to Students in your TOOLBOX at the top of the test page.

 

TestHound will produce a pop-up box with a listing of all retesters (students that did not meet the standard on the current test) and then populate those student in your test.

Those students will be highlighted in red so that you can distinguish those testers from other testing groups within the test. Retesters are also filterable when building student groups in testing rooms.

Adding Rooms:

The next step in the process is adding rooms to your test when you are assigning students to rooms by Set Capacity, Room Capacity, or Batch Assign. If you are assigning students to rooms by Period, there is a different order of operations. Learn more about assigning students to rooms in the next section.

Once the students are populated for the test, you will then need to add rooms to the test before students may be assigned to rooms. There are two methods for adding rooms to a test:  selecting rooms from a drop-down menu or selecting rooms from a list of available rooms. If adding rooms to a test through the rooms drop-menu, use the rooms drop‐down menu to select the rooms you wish to use for the test currently shown. A list of all rooms entered into TestHound will appear. 

By selecting the gray + to the right of the Rooms drop-down menu, a list of all rooms entered into TestHound will appear. 

To select a room, simply click the room number from the list of rooms displayed. Repeat this process until all desired rooms have been selected. If adding rooms to a test through the selection of multiple rooms, select the plus to the right of rooms drop-down menu.  A new window will appear to select the rooms you wish to use for the test currently shown.

Once the appropriate rooms have been selected from the popup, click Submit. A new table will appear to the right of the student table. You may also remove any room that you have added by selecting Rem next to the test room you wish to remove, or by checking the box next to a room number and selecting Delete Checked.

Please note that once a room is selected for a test, it cannot be used for another test that is given on the same day.



Assigning test administrators to test rooms: Once rooms have been selected, you then have the ability to assign teachers to serve as test administrators in the rooms. To assign a teacher as a test administrator in a room, select the room number in the rooms table by clicking on the room number highlighted in blue. 


After selecting the room number, a new test room window will open and a teachers drop‐down menu will appear. The teachers drop‐down menu contains a list of all teachers that are entered in TestHound who have not already been assigned to a test on the same day. From the drop‐down menu select the appropriate teacher from the list. Teachers that are not marked as Available will not appear in the teacher drop-down list. To change the availability status of a teacher, go to Teachers in the Campus Management menu.  


Please note that once a teacher is assigned to a test room, they cannot be used for another test that is given on the same day.  



After assigning a teacher to a test room, a name table will appear under the teachers drop-down menu that lists the teacher assigned to the test room. 

To continue assigning teachers to rooms, change the room number in the Select Room drop-down menu and follow the above steps to select the test administrator for the room. You may also assign more than one teacher to a testing room if needed.


What options do I have for putting students into testing rooms? 


Once test rooms have been added to your test session, you will be able to assign students to test rooms. There are several methods of assigning students to test rooms.  

  • Manually assigning students 
  • Filtering students and then assigning students rooms by accommodations and test version  
  • Automatic assignment of students to a room  
  • By room/set capacity -filter first by accommodation or place students manually, then use the room/set capacity
  • By a period from their schedule - assign by period first, then use the filter to move small groups or move students manually.


Assigning students to test rooms ‐ Manually  

Once test rooms have been assigned to a test session, to manually assign students to rooms you will need to select the [+] symbol next to asgn rooms. 

 

Select batch assign from the TYPE drop-down menu. A list of students assigned to the test session will be displayed.   

Students may be assigned to a test room based on the rooms identified in the rooms table.  Select a room assignment for as many students as you would like.  When you are done select Submit at the bottom of the page to submit all room changes at once. After submitting, to return to the test view page, select Return to Test.

It is important to note: While using Batch Assign, Your TestHound session will terminate after 30 minutes of inactivity within the browser. Making selections from a drop-down list will not renew your session. If you are planning to schedule a large number of rooms it is advised that you do not spend more than 20 minutes without clicking the submit button at the bottom of the page or your selections may not be recorded.


How do I move specific groups of students into rooms? 

  

TestHound incorporates a filtering feature which allows you to filter the students assigned to the test session. These filters are useful in assigning students to test rooms as some accommodations and test versions necessitate assigning students to specific rooms. To begin filtering the students, click on the [+] symbol next to FILTER. A drop‐down menu titled BY will appear with several choices:  


  • All – this option will show all students assigned to the test session  
  • Accommodation- this option will allow you to filter by specific accommodations  
  • Course – this option will show the courses of students assigned to test  
  • Do Not Test Designation
  • Performance Tracker users:
    • PT: Met Standard
    • PT: Not Met Standard
    • PT: Excluded
  • Grade – grade level of students 
  • Online 
  • Room  
  • Ability to filter by rooms selected for the test and students not assigned to a testing room  
  • Test Version 



You also have the ability to apply sub-filters. If you need to filter students by more than one filter option, click the sub filter box above the BY: drop down box. For example, you can sub-filter multiple accommodations such as students with Oral Adm Q & A and Extra Time.

Below, filtering by accommodation and test version are discussed. The same process used for these two examples will be used to filter by the other choices. Additionally, once the desired filter has been used, the students can then be assigned to a specific room based on the filter. 

Once the filters have been put in place, a room may be selected from the ROOM dropdown menu. To apply the room assignment to the filtered student list, select Reassign. 


Students may be assigned to a test room based on the rooms identified in the rooms table. 


Filtering • by Accommodations 


As accommodations can dictate room placement for students on test day, this is a useful tool to begin assigning students to test rooms. 

Select Accommodation in the BY drop‐down menu. 

You will then be able to filter by the accommodations of students assigned to the test by selecting the accommodation from the ITEM drop‐down menu. The accommodations shown are only those applicable to the subject of the test selected.


Filtering • by Test Version 

As test version can dictate room placement for students on test day, this is a useful tool to begin assigning students to test rooms. 

Select Test Version in the BY drop‐down menu. 

You will then be able to filter by test version for the students assigned to the test. Select a test version from the ITEM drop‐down menu. The test versions shown are only those 

applicable to the subject of the test selected.


Now that I have my small groups arranged, how do I assign the rest of my students to testing locations? 

  

Automatic assigning of students to rooms 

TestHound incorporates a feature that allows for the automatic assigning of students to test rooms based on either the capacity of the room or a period in the students’ schedule. 


Please note that if you have already assigned some students to test rooms, running the automatic configuration process using the period option, will  override those room assignments. If you are assigning by period, do that step first, then filter out accommodated students.  


Automatic assigning of students to rooms • Set Capacity 

To begin the automatic assignment of students to test rooms, click on the [+] symbol  next to ASGN ROOMS. 


  

From the TYPE drop‐down menu, select set capacity. 

After choosing set capacity, you will need to type in the number of students you wish to assign to a room in the capacity field. Then choose the order, either alphabetical or random. 

You will also have the ability to group students by gender, if desired. 

Once the fields are complete, click Submit. 

  

Please note that if you have not chosen test rooms yet, TestHound will retrieve rooms from the Rooms list beginning with the first room listed. If you have already assigned rooms to the test session then TestHound will first use those rooms selected to assign students. 


Automatic assigning of students to a room • Period 

  

To begin the automatic assignment of students to test rooms, click on the [+] symbol next to ASGN ROOMS. 

From the TYPE drop‐down menu, select period. You will then select the PERIOD you wish TestHound to use to assign students to from the PERIOD drop-down menu. The room 

numbers will automatically be selected based on the schedule information that was 

uploaded by your district. 

Once the PERIOD has been selected, click Submit. 


Please note that in order to assign test booklets to students, your test booklets

must be scanned in to your TestHound inventory. Scanning test booklets into the

TestHound inventory will be covered in a later section.

Based upon the State Test Publisher inventory file, TestHound will not allow you to scan an incorrect test version test booklet to a student.

There are two ways that test booklets can be scanned to students:

 

By Student

The first way to scan in test booklets is to click in the Barcode field next to the first student’s name on the list and begin scanning the barcode on the back of the test booklets. Repeat this process until all students have a test booklet assigned.

If a test booklet is scanned in error to a student, simply highlight the booklet number scanned into the Barcode field and scan in the barcode of the correct test booklet.

 

By Students in a Specific Room

The next method for scanning test booklets to students is to first select a room from the Rooms table by clicking on a room number. Your view will then be filtered by the room you selected. You can then scan booklets to students one room at a time. Click in the Barcode field next to the first student’s name on the list and begin scanning the barcode on the back of the test booklets. On this screen, you can also scan a test booklet to a teacher if needed. Once you have completed scanning in test booklets for the room, you can change rooms using the Select Room drop‐down menu.


 


To facilitate faster scanning of test booklets, you may select Switch to Batch or Auto scan.

-Switch to Batch- The webpage will refresh showing a static list of students assigned to the room. Click in the Barcode field next to the first student’s name on the list and begin scanning the barcode on the back of the test booklets. If using a mobile device (i.e. iPad) click in the Mobile Users field and begin scanning the barcode on the back of the test booklets.


Once all scanning is complete, select Validate and Submit. Once you have completed scanning in test booklets for the room, you can change rooms using the Select Room drop‐down menu. To return to the previous view select Switch to Standard.


-AutoScan to Students in a Specific Room

The next method for scanning test booklets to students is to first select a room from the Rooms table by clicking on a room number. Your view will then be filtered by the room you selected. To initiate the AutoScan feature, click on the button.

 

Click in the Barcode field next to the first student’s name on the list and scan the barcode on the back of the first test booklet you will assign.  After scanning in the barcode on the back of the first test booklet, TestHound will automatically assign a test booklet to each sequentially.

You have the ability to copy a test from one administration to another. This is a great feature to prevent the double entry of test building or if your destination test only requires a few changes.

Once you have completed test room and test booklet assignments, you can copy the information from one test to another. You will first need to have the test you wish to copy from open, in this Algebra 1 example. To begin the process, click on the [+] symbol next to COPY TO in your TOOLBOX at the top.

You will then be prompted to select the destination administration or test administration of the test you would like to copy the information to from the ADMIN drop‐down menu.

Next, select the destination test from the TEST drop‐down menu you wish to copy the information to.

Choose if you want to include room assignments and test booklet assignments by checking the boxes next to each choice. Then click Submit. If you only want to include the room assignments, don't check test booklet assignments.

You can also copy only booklets if you don't want to copy over the entire test configuration. To begin the process, click on the [+] symbol next to COPY TO in your TOOLBOX at the top.

You will then be prompted to select the destination administration or test administration of the test you would like to copy the information to from the ADMIN drop‐down menu.

Next, select the destination test from the TEST drop‐down menu you wish to copy the information to. Select Booklets Only from the TYPE drop down and click submit. The booklets will only copy over if the students are in the destination test.


The TestHound system is also set up to make sure that you don't overwrite data you may already have in your destination test. You will recieve a message if data already exists in that destination. If you wish to delete data in your destination tests, click on the  RESET link to the right.


The following recommendations are meant to serve as a guide if you consolidate campuses for summer testing.

Data Feeds & Student Campus Assignment - DTC Must Perform These 5 Tasks

  • Turn off the nightly data feeds to ensure any changes made to student campus assignment will not be overwritten by nightly data
  • Ensure all accommodations for students are entered into TestHound and verified prior to turning off the nightly data feeds
  • The DTC can create a summer testing campus within TestHound as a location for housing SSI retesters during the June administration (optional - students can be grouped for summer retests at existing campuses)
  • Edit the student data upload to associate SSI retesters with the 3 digit campus ID of the summer testing campus and manually upload the data in District Management > Students > Upload Data
  • The DTC can assign a CTC to the summer testing campus

Accommodations and Assigning Students to Tests

  • The CTC must process the New student alerts to add the students to the summer testing campus
  • The CTC will need to pull student accommodation histories for previously entered accommodations to be associated with students
  • The CTC can upload a list of students needing to participate in the summer retests within each test (i.e. Grade 5 Reading, Grade 5 Math, etc.)
    • [+] > Students > Add > File
    • The file contains a header (StudentID) and the local ID of each student needing to participate in the first column, and must be saved as a .csv.
    • The CTC may create the necessary test administrators, if needed, and rooms at the summer testing campus

Inventory:

  • To associate the inventory with the summer testing campus, ensure transfers are initiated to and received by the CTC at the summer testing campus
  • After transfers have been received the CTC may assign students to test booklets
  • At the end of testing all material will be scanned to boxes at the summer testing campus



Make-up Testing


Students who are absent on the designated test day will need to be added to make-up testing sessions.  Make-up test sessions are done within the original test and are created by adding a make-up testing room to the test and then moving students into the makeup room.  The steps below will outline the steps to this process:


  • Select the Rooms menu and then choose New to create a make-up testing room
  • If you will be using room 101 as a make-up testing room but it is already assigned to a test, you will create a “new” room, for example 101 MU
    • The MU designation represents that this is a make-up testing room and differentiates it from the original room 101
    • You may add addition information to room such as test date (i.e. 101 MU 4-11) or if it’s a make-up room for Oral Admin (i.e. 101 MU OA 4-11)
  • After the room is created the campus user will need to add the make-up room to the test using either the rooms drop-down menu or the Add Rooms button
  • After the room has been added to the test, students can then be assigned to the room(s)
  • After students have been assigned to the make-up testing rooms, the campus user will need to rerun the required reports for the testing bin(s)

If you’d like the test date for the reports to reflect the day of testing, you can change the test date within the test by selecting the [+] next to Configure




This page will give CTCs instructions on processing materials from a vendor checklist and through manual entry.

The Materials section of TestHound incorporates several different areas of materials management identified below. Your materials management process may be determined by the materials vendor. 

  

Selecting Materials > Inventory will allow you to:

  • Scan in the test materials that you received from the testing vendor
  • View missing test booklets
  • Track booklet assignments


When you select Materials > Inventory you will be prompted to select a test administration from the Select Admin drop‐down menu. 

After selecting a test administration, the Inventory table will be displayed (below). 


You will see a series of tabs across the top: Inventory, Checklist, Transfers, Booklet Audit.

  • Inventory – materials that have been scanned into inventory for the campus
  • Checklist – the information about inventory provided by the publisher
  • Transfers – status of materials transfers
  • Booklet Audit – search for booklet information


It is important to note that the Inventory tab will show no data until the inventory on the Checklist tab is received.


Once you click on the Checklist tab, the table lists the test materials assigned to your campus by the publisher.

This table lists the test materials assigned to your campus by testing vendor. The table identifies:

  • Type – the type of material (i.e. secure manual, test booklets, etc.)
  • Test – the grade level and subject area
  • Version – the test version
  • Form - form type
  • L - language type
  • From – beginning of secure material barcode range
  • To – end of secure material bar code range
  • Qty – quantity assigned to your campus by the testing vendor
  • Trn – the number of booklets transferred, if any
  • Act – number of test booklets that were scanned in at the campus level
    • Each entry (row) will be uncolored if amount of test materials scanned in matches the number of test booklets assigned by the testing vendor
  • Asg – number of test booklets assigned to students

  • Box – number of test booklets scanned back in to TestHound inventory after testing is complete

  • Inv– number of booklets that do not exist in the checklist
  • Wrg– number of booklets that are not defined in inventory in the same fashion as the publisher's checklist. Causes are:
    • materials that were not originally on the checklist that were scanned into inventory in anticipation of an updated checklist correction, but defined differently than so defined by the publisher
    • materials that were on the original checklist but the physical booklets differ in definition from what was sent in the publisher's checklist.


At the end of the test administration, after booklets are scanned back into TestHound, the Inventory table will be green only if all materials are scanned back into TestHound.

  

What do the colors mean?  Here is a guide!

RECEIVING INVENTORY:

Purple – Inventory is defined differently than checklist.  This could be due to a mistake in defining the inventory prior to getting the checklist.  It could also occur because the checklist says you have a type (Alg 1), but what you actually have on hand is a different type (US History).  Purple does not mean you are necessarily wrong, it just means you should double check the definitions. DO NOT SCAN THESE TO STUDENTS until you have verified everything is correct.

Red – Inventory does not match booklet totals.  This is usually due to not having scanned in all the booklets in a sequence, or having scanned in a large sequence where there is a break/gap and where the booklets are considered two separate sequences. DO NOT SCAN THESE TO STUDENTS until you have made corrections.

Yellow – Inventory does not belong to checklist.  This could be because the vendor has multiple shipments and you already have in hand something considered part of a separate shipment.  No need to worry, just scan in the booklets and wait for a checklist update.  Remember to define them if you want to assign the booklets to students!

White – All inventory corresponds to checklist.  These are defined, correctly inventoried booklets that align with the checklist.  They can be scanned to students immediately.

Green – All inventory is boxed. Go home.


TRANSFERRED MATERIALS:

Red – Inventory does not match booklet totals because you have scanned them to another campus and the receiving campus has not accepted the transferred material items yet.  You are responsible for them until they have been received.

Green – All booklets that were transferred have been inventoried by the receiving campus.  They are the receiving campus’s responsibility now and will have to be boxed at that location.

Prior to scanning in your test materials, be sure that you have unpacked your publisher boxes of secure test materials and placed the packets of materials in numerical order by grade level for STAAR and subject for STAAR EOC exams.  

  

To begin scanning, you will first need to select the test administration from the Select Admin drop‐down for the secure test materials that you will be scanning in. 

After selecting the appropriate test administration, select the Receive Material icon to begin scanning in your materials.

TestHound allows you to scan in both individual test booklets and packets of materials.

TestHound will alert you that you need to ensure that you have accounted for all packets in the sequence and that you have counted the spines of the test booklets to ensure that each packet contains the correct number of booklets prior to scanning. After selecting Receive Material, click in the Start Range field (shown below).



For inventory that has a checklist with no corresponding cover sheet bar codes:  (ex: Pearson)

The Pearson checklist must be downloaded from the publisher and uploaded to TestHound at the district level.  Scan the barcode on the back of the test booklet that is visible through the packet’s front plastic cover.  Flip the packet over and scan the booklet barcode showing through the back  plastic cover.  Next, hit the Enter key. (If all barcodes become available in the future on the front label of the packet, you can scan from the visible barcodes). 

For inventory that has a checklist with corresponding cover sheet bar codes:  (ex: ETS)

Scan the barcode on the front of the packet label that corresponds to the first test booklet on your first packet of the test materials for a grade or subject. Hit enter.  Next, scan the barcode on the front of the label of last packet that corresponds to the last book  in the range .

  


Important: Be sure to check the quantities to make sure they are accurate based on what the test publisher has supplied to you.

Individual Scanning  


Individual Scanning

If you are scanning in an individual booklet, you will be prompted to scan in an End Range barcode number. Simply scan that same booklet number into the End Range field. The test booklet will be added to your inventory.  

  

Packet Scanning  

If you are scanning packets of test booklets into TestHound, click in the End Range field and scan or type in the barcode that corresponds to the last test booklet on the inventory checklist in your last packet of test materials for that grade or subject.



Confirmation message will appear at the bottom of the Scan In Inventory box detailing how many booklets you will be adding to your inventory. Be sure to verify the number against your packing sheet or checklist.

All items officially received from the checklist will appear under your Inventory tab.

TestHound's Inventory management is a robust inventory management system that allows for you to begin tracking your booklets from the moment you receive them. This means if they are not on the checklist, or you do not have a checklist, you can still manage your materials.


Prior to scanning in your test materials, be sure that you have unpacked your publisher boxes of secure test materials and placed the packets of materials in numerical order by grade level for STAAR and subject for STAAR EOC exams.  


To begin scanning, you will first need to select the test administration from the Select Admin drop‐down for the secure test materials that you will be scanning in. 

After selecting the appropriate test administration, select the Receive Material icon to begin scanning in your materials.

TestHound allows you to scan in both individual test booklets and packets of materials.

TestHound will alert you that you need to ensure that you have accounted for all packets in the sequence and that you have counted the spines of the test booklets to ensure that each packet contains the correct number of booklets prior to scanning. After selecting Receive Material, click in the Start Range field (shown below).

Scan the barcode on the label on the first packet for the booklet that correponds to the first booklet in the range (ETS) or scan the booklet number that is showing through on the front of the packet (Pearson). Hit enter.

Next, scan the barcode on the label of the last packet in the range that corresponds to the last book in that range (ETS) or scan the booklet number that is showing through the back of the packet (Pearson).


Important: Be sure to check the quantities to make sure they are accurate based on what the test publisher has supplied to you.


Individual Scanning

If you are scanning in an individual booklet, you will be prompted to scan in an End Range barcode number. Simply scan that same booklet number into the End Range field. The test booklet will be added to your inventory.  

  


Packet Scanning  

If you are scanning packets of test booklets into TestHound, click in the End Range field and scan or type in the barcode that corresponds to the last test booklet on the inventory checklist in your last packet of test materials for that grade or subject.

 


Confirmation message will appear at the bottom of the Scan In Inventory box detailing how many booklets you will be adding to your inventory. Be sure to verify the number against your packing sheet or checklist.

All items officially received from the checklist will appear under your Inventory tab.


When inventory does not match a checklist, or there is not checklist in the system to match to your inventory, you will get a warning popup and will have to decide how to proceed. You can either submit the packet information with no definitions and wait for it to appear on the checklist, or you can choose to define the inventory manually. WARNING: If you do not define the inventory, you will not be able to assign those booklets to students until a checklist is in the system to define the booklets or you edit and add the definitions manually.


Defining the booklets manually is simple. Click in the box for "Check to manually assign booklets definitions". If you are going to be scanning in multiple but separate ranges of the same materials, you can also fill in the box called "Use these selections for sequential scans" to speed up the process. Once you click "Check to manually assign booklet definitions"  you get a screen with a series of dropdown menus that you can use to apply the definitions. Choose the information that correctly applies to the booklets you are working with, then click "Submit Packet". If you make a mistake, do not worry. You can correct things in the "Inventory" tab later by clicking on the + sign on the line of inventory and using the pencil to edit the definitions.


Inventory that does not match a checklist will appear yellow.

 


If you need to make changes, click on the icon to expand the line and get access to the edit icon, . Clicking on this will give you access again to the same drop down options as before so that you can redefine the booklets.

Once a checklist arrives, either because TestHound uploaded (ETS) it or because you manually uploaded it (Pearson administrations only), you can click on the Auto Align icon to make corrections in your inventory against the checklist.

Please note that in order to assign test booklets to students, your test booklets must be scanned in to your TestHound inventory and, if no checklist is available, they must be defined manually.

Booklets can only be assigned to students once the students are added to a test in the Test View. For help with Test setup, please refer to the help article named "Campus Tests"

Based upon the State Test Publisher inventory file and the booklet verification associations your District Test Coordinator has set up at the district level, TestHound will not allow you to scan an incorrect test version test booklet to a student.


There are two ways that test booklets can be scanned to students:

By Student

The first way to scan in test booklets is to click in the Barcode field next to the first student’s name on the list and begin scanning the barcode on the back of the test booklets. Repeat this process until all students have a test booklet assigned.

If a test booklet is scanned in error to a student, simply highlight the booklet number scanned into the Barcode field and scan in the barcode of the correct test booklet.

 

By Students in a Specific Room

The next method for scanning test booklets to students is to first select a room from the Rooms table by clicking on a room number. Your view will then be filtered by the room you selected. You can then scan booklets to students one room at a time. Click in the Barcode field next to the first student’s name on the list and begin scanning the barcode on the back of the test booklets. On this screen, you can also scan a test booklet to a teacher if needed. Once you have completed scanning in test booklets for the room, you can change rooms using the Select Room drop‐down menu.


 


To facilitate faster scanning of test booklets, you may select Switch to Batch or Auto scan.

-Switch to Batch- The webpage will refresh showing a static list of students assigned to the room. Click in the Barcode field next to the first student’s name on the list and begin scanning the barcode on the back of the test booklets. If using a mobile device (i.e. iPad) click in the Mobile Users field and begin scanning the barcode on the back of the test booklets.


Once all scanning is complete, select Validate and Submit. Once you have completed scanning in test booklets for the room, you can change rooms using the Select Room drop‐down menu. To return to the previous view select Switch to Standard.


-AutoScan to Students in a Specific Room

The next method for scanning test booklets to students is to first select a room from the Rooms table by clicking on a room number. Your view will then be filtered by the room you selected. To initiate the AutoScan feature, click on the button.

 

Click in the Barcode field next to the first student’s name on the list and scan the barcode on the back of the first test booklet you will assign.  After scanning in the barcode on the back of the first test booklet, TestHound will automatically assign a test booklet to each sequentially.

Troubleshooting Scanners for Windows Computers

First, check to see if your scanner is fully charged. If you have TestHound Scanner 201 Model, plug the scanner into a wall plug using the charging cord and adapter.  Leave it plugged in for 30 minutes.

Be sure the drivers for your scanner are installed on your computer. Plug in your USB adapter to your computer and your operating system should begin downloading automatically.  The completion of the driver download is usually signified with an audible sound. Some issues with scanners can be remedied by having someone from your IT department remove and reinstall the drivers.

Make sure the USB adapter is paired with the correct scanner and the USB adapter is in the computer you are using. Each scanner is uniquely paired to its USB adapter and must be in the computer you are using while scanning in TestHound.

Try using the cord instead of the USB adapter. When using the cord to connect to the scanner, be sure the cord is fully inserted into the bottom of the scanner.

Try using a different USB port on the computer. Make sure the USB adapter or cord is fully in the port.

Make sure the screen refreshes. If scanning booklets individually, the TestHound screen will flash each time the scan has saved.

Test the scanner with any type of bar code. Open an Excel spreadsheet, notepad, or a word document and scan any item with a barcode (i.e. candy-bar wrapper, cola can, or any other item you may have that has a bar-code) using the scanner. If your scanner is functioning properly, any item with a barcode will scan into a program where information can be typed in. 

Once you confirm you can scan something, then test the bar-code on the booklet in that same document.  

Troubleshooting Scanners for IOS (MAC) Setup

Plug in your scanner and make sure it is fully charged.

If the scanner is plugged in with the USB cable, and the Mac is unable to identify the keyboard, click continue.

The system will then prompt you to select the key on the keyboard that is to the right of the shift key so the system can identify the keyboard. Rather than clicking any key, using your scanner—scan any barcode telling the computer that you are using the scanner in place of a keyboard.

-Will put a barcode here.

The system will then prompt you to identify the keyboard type (EAN, ISO, or ANSI).

Select "ANSI (United States and others)" and click "Continue."

Test that your scanner is functioning as expected by opening Notes (or any other program where you can type text into) and scan a barcode.

Confirm that the barcode that was entered into the program matches the barcode that was scanned.



The Reports page allows the campus user to access all TestHound reports in one place.

Reports 


Reports can be accessed by clicking on Reports in the Campus Management menu. The Reports section of TestHound allows a user to pull the following reports:  

  • Student PT Summary
  • Student DNT
  • Master Accommodations  
  • Master Schedule  
  • Test Administrator Schedule  
  • Form Letter  
  • Master Materials  
  • Material Control  
  • Room Accommodations  
  • Room Roster  
  • Room Attendance  
  • Room Start/Stop  
  • Room Labels  
  • Room Electronics  
  • Boxed Booklets 

You can use the dropdown menu to select the report of choice and configuration options for each report. Reports for specific tests will give you the option to select the report type, administration, test, and sessions (MSS).


 

Designated Supports and Accommodations Reports

Master Accommodations: 

The Master Accommodations report allows the user to pull an accommodation report for all students in TestHound, or by specific test administrations, based on your chosen specifications.  You can utilize the Test Admin: dropdown to run the master accommodations report for specific test administrations.  

  

After selecting the Master Accommodations report, you will be able to configure the report for all or specific test administrations by selecting from the following categories:  

Students: Choose by 504, SPED, LEP designation, accommodated with no designation (RTI), or all populations  

• Grades: Choose individual or multiple grades  

• Accommodation types: Specify the accommodation types you want to be included in your report  

• Test versions: Choose the test versions you want to be included in your report. If you do not select specific versions, all versions will be present in your report. 

• Subject(s): Choose individual or multiple subjects   

• Show notes associated with each student. Custom Notes are those added manually by the Campus Testing Coordinator in the notes box on the student accommodation page. AP notes are those added in Auto Pilot by the District Testing Coordinator. Vendor notes are those that come in automatically from the participating vendors. (not all vendors send notes). Checking these boxes will ensure the notes appear in the report.


The report can be generated and export it to Excel, PDF, or Word. It is recommended that this report be exported to Excel since it is already set up in a spreadsheet (matrix) format. 

The report has a signature line at the bottom to assist in the verification process.

It is important to not select "students with no accommodations" and "All Accommodations" at the same time. Also, it is important to note that this is a dynamic report. When an option such as STAAR ALT2 is not available as a checkable field under test version, it means no student has been assigned that test type. 

  

Room Accommodations: 

The Room Accommodations report allows the user to pull an accommodation report by room for a specific test within a test administration that shows student accommodation information. This report will also contain the test version and population (504, SPED, LEP) information. You will be able to configure your report similar to the Master Accommodations report by selecting from several options:  

• Format: Individual (this format will only show the accommodated students in each testing room) or Matrix (same format as the Master Accommodations report)  

• Test administration and test 

• Room: All rooms or a specific room  

• Accommodation Type: Select the accommodation types you want to be represented in your report  

• Show Notes associated with each individual student. Custom Notes are those added manually by the Campus Testing Coordinator in the notes box on the student accommodation page. AP notes are those added in Auto Pilot by the District Testing Coordinator. Vendor notes are those that come in automatically from the participating vendors. (not all vendors send notes). Checking these boxes will ensure the notes appear in the report.



  

 

Material Control: 

The Material Control report allows the user to pull test room rosters/materials control for a specific test within a test administration.

  

After selecting the Material Control report, you will be prompted to select a test administration from the Select Admin drop‐down menu.  

After selecting the test administration, you will need to select a test from the Select Test drop‐down menu. Once all selections are complete, click Generate Report. 

To export the data to either excel, PDF, or word, click the blue floppy disk icon.

  

This report also supplies the CTC with a seating chart, a place to mark students present/absent, and a place to indicate if students need to be relocated during testing. The CTC will also be able to utilize the report to identify the following: 

• The test administration  

• The test subject  

• The date of the test  

• The room  

• The test administrator(s) assigned to the room and any associated materials if issued to students

• The name of each student assigned to the test room including student ID  

• The student’s test version  

• The test booklet number assigned to each student 



This report can be used for the following functions:  

• Materials control form: All test booklet numbers are identified and there is a signature line for both the test administrator and the test coordinator  

• Attendance  

• Directions for completing the seating chart 


Master Schedule: 

The Master Schedule report allows the user to pull a list of students and the rooms they will be assigned to during a test administration. The report can then be posted for students to find where they are assigned to for testing each day. After selecting the Master Schedule report, you will generate your report to include the following:  

• Test administration  

• The specific test within the administration: All Tests is the default, however, you may choose a specific test being administered (i.e. Alg. I)  

• Homeroom (if selected) – based on schedule data uploaded by the district user  

• Sort students by room and name or name only 

• Include Student ID (default): You may configure your report by unchecking the Student ID box 

  

Once all selections are complete, click Generate Report.


A report will be generated with a list of students and the test room they are to report to during the test administration window. To export the data to either excel, PDF, or word, click the blue floppy disk icon.


 


Test Administrator Schedule: 

 

The Test Administrator Schedule works similarly to the Master Schedule report in that this report allows the user to pull a list of test administrators and the rooms they will be assigned to during a test administration. After selecting the Test Administrator Schedule report, you will be prompted to select the following:  


• Test administration  

• Test: All Tests is the default, however, you may choose a specific test being administered (i.e. Alg. I) 

 Once all selections are complete, click Generate Report 

 

A report will be generated with a list of teachers and the test room they are to report to during the test administration window. To export the data to either excel, PDF, or word, click the blue floppy disk icon. 







Master Materials: 

The Master Materials report allows the user to generate a report identifying the material type, range, and quantity assigned to each room and test administrator during a test administration. The report will also provide a location for materials to be signed out at the beginning of testing and back in when testing is finished. After selecting the Master Materials report, you will be prompted to select the following:  


• Test administration  

• Test  

• Custom title  

• Rich text editor: The user may either compose or paste instructions within the text box. Entering text in the Instructions box is not required to generate the report. 

The report includes the following information for each test:

  • rooms
  • test administrators
  • materials groups: barcode ranges and quantities, if assigned to students
  • boxes for signing materials out and it


Click Configure Report if you need to make any changes. Your report can be exported to Excel, PDF, or Word by clicking on the Floppy Disk icon at the top of your report preview box.


Room Labels: 

 

The Room Labels report allows the user to print a label that can be placed on each test booklet. Since the test booklets have been assigned to specific students, the Room Labels can be printed to ensure each student receives the appropriate test booklet. After selecting the Room Attendance report, you will be prompted to select the following:  

 • Test administration  

 • Test  

 • Individual room or all rooms included in the test 

 

Click Generate Report. Your report will appear in a preview window. 


Each label will contain the student’s name, room assignment, booklet number, test, and grade.  

  

It is important to export this report to PDF, use Avery 5160 address labels, and note that when this report is printed, you should make sure that your computer doesn’t have “Shrink to Fit”, “Fit to Page”, etc. selected before clicking Print.


Boxed Booklets: 

The Boxed Booklets report allows the user to print a report which identifies the specific secure test material scanned into each box.  

After selecting the Boxed Booklets report, you will select 


-Test Administration 

-Box that you want to be included  

  

You will then be able to generate a report showing every included booklet. Once all selections are complete, click Generate Report. To export the data to either excel, PDF or word, click the blue floppy disk icon inside the beige bar.


 



PT Summary Report:

The PT Summary Report allows the user to view by EOC then select all grade levels or view one at a time.  This report is available for EOC students.  The highest score data or exclusion data is reported for EOC students.  The report can also be run for 3-8 students after score data has been uploaded for the current year.  The 3-8 report does not track data from the previous year.

Make the selection, then Generate Report. To export the data to either Excel, PDF, or Word, click the blue floppy disk icon inside the beige bar.


Score Information:

NM Not Met Standard 

MET Met Standard

SC-A Score Code Absent

SC-O Score Code Other

Exclusions:

ALT STAAR ALT2

ARD EOC ARD Exempt Decision

CBE Credit-By-Exam

E1 LEP English I Special Provision LEP

FEX Foreign Exchange

IGC Individual Graduation Committee

OOS Out of School/Private School

SA Substitute Assessment

WVR20 Waived COVID


Form Letter:

The Form Letter allows you to generate a letter for each student with their testing location(s) during the test administration. After selecting the Form Letter report, you will be able to configure the report with the following:  

• Test administration  

• Student ID:  

-If you want to generate a letter for a specific student, enter their student ID           

-If you leave this field blank a letter will be generated for every student taking at least one test during the test administration                                                                     

-If a student in the report is not taking one or more tests or is not assigned a room, the room will display “Not Testing.” You will also have the option to check the box “Only display tests for which the student has a room assignment.” 

• Homeroom: You may add a room number to the header of the report to facilitate distribution  

• Sort  

• You will also be allowed to select from the following:  

-Display salutation: Include student ID, first, middle, and last name            

• Rich text editor: You may either compose or paste a letter in this area 

Once all selections are complete, click Generate Report

A letter will be generated per student with their test schedule during the test administration. To export the letter to either excel, PDF or word, click the blue floppy disk icon.

 

Room Electronics: 

 

The Room Electronics report allows you to generate a student roster per room with a signature line for each student to indicate their understanding and compliance with the regulations regarding the use of electronic devices during a test. After selecting the Room Electronics report, you will be able to configure your report to reflect:   

 

• Test administration   

• Test  

• Room  

• Custom title  

• Rich text editor: You may either compose or paste a letter in this area 

 

 Once all selections are complete, click Generate Report



A roster will be generated per room with a list of all students with a signature line. To export the letter to either excel, PDF or word, click the blue floppy disk icon. 

  

Need to collect student signatures for other purposes? You can also add a customized title and enter your chosen text to use your report for purposes other than testing.


Room Roster: 

Just need a list of students in each testing location? The Room Roster report allows the user to pull a roster of students per room. After selecting the Room Roster report, you will be able to configure your report with the following options:   


• Test administration  

• Test  

• Room  

• Custom Title  

  


Once all selections are complete, click Generate Report.



A report will be generated with a list of students by test room for the selected test. To export the data to either excel, PDF, or word, click the blue floppy disk icon. 

 

Room Start/Stop: 

 

The Room Start/Stop report allows you to generate a report to track the start and stop time for each student within a testing room. The report gives you three start/stop recording fields for each student and administrator assigned to the room.  

 

  After selecting the Room Start/Stop report, you will be able to generate the reports with the following criteria:  


  • Test administration  
  • Test  
  • Room  
  • Custom Title 

 

Once all selections are complete, click Generate Report.

A roster will be generated per room with a list of all students assigned. To export the letter to either excel, PDF or word, click the blue floppy disk icon. 

 

Room Attendance: 

 

Need a report just to track attendance in your testing locations? The Room Attendance report allows you to pull a roster of students per room. After selecting the Room Attendance report, you will be able to select your report criteria from the following:  

 

  • Test administration  
  • Test  
  • Room  
  • Custom Title 

 

Once all selections are complete, click Generate Report 

 

An attendance report will be generated with a list of students by test room for the selected test. To export the data to either excel, PDF, or word, click the blue floppy disk icon. 



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