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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.