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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.

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


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:

  • Description – the type of material (i.e. secure manual, test booklets, etc.)
  • 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.  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.  

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.


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. 

For FSA and NGSSS Administrations:

Security checklists files for these test administrations are uploaded at the district administration level. 

Once the files are pulled from the appropriate management system, district users will navigate to Materials > Inventory and select the appropriate test administration from the Select Admin drop‐down menu. 

Once the test administration has been selected choose the Upload Checklist icon to the right of the Inventory, Checklist, and Booklet Audit tabs.

A window will open prompting you to browse for and select the .csv security checklist provided by the vendor.

A message with green text will appear once the file has successfully been uploaded.  Inventory data will then appear on the Checklist tab.

For WIDA Test Administrations:

Security checklists files for these test administrations are uploaded at the school level but may be uploaded by district level staff.

Once the files are pulled from the appropriate management system, within the Campus Management menu users will navigate to Materials > Inventory and select the appropriate test administration from the Select Admin drop‐down menu. 

Once the test administration has been selected choose the Upload Checklist icon to the right of the Inventory, Checklist, Transfers, and Booklet Audit tabs.

A window will open prompting you to browse for and select the .csv security checklist provided by the vendor.

A message with green text will appear once the file has successfully been uploaded.  Inventory data will then appear on the Checklist tab.

TestHound's FUIM (Flying Unicorn of 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.

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).


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 Start and 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 Start Range field and scan in the bundle ID contained on the front of cover sheet within the shrink-wrapped pack.

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 offically 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. Not all administrations have the ability to enter booklet definitions manually. 

To proceed with scanning, simply select "Use these selections for sequential scans" to add security numbers to your inventory.


Once a checklist is loaded, you can click on the Auto Align icon  to make corrections in your inventory against the checklist.

Inventory that does not match a checklist will appear yellow.

Please note that in order to assign test booklets to students, your test booklets must be scanned in to your TestHound inventory.

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

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 (Classic TestHound)

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.

 By Students in a Specific Room (Classic TestHound)

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.

 By Students in a Specific Room (Classic TestHound)

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.

 By Students in a Specific Room (Classic TestHound)

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.

Batch Assignment of Booklets (Multi-Session Testing)

The next method for scanning test booklets to students is to utilize Auto Scan by selecting the Booklets menu within the test.  You will then have the ability to initiate the Auto Scan feature.

After selecting Auto Scan, the user will be prompted to scan in the first booklet within the sequence that should be assigned to students within the test.


After scanning in the first booklet, TestHound will begin auto assigning booklets to students within the first room within the first testing block and continue through the test.