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This page allows you to control your user accounts. You can add users, define user roles, set campus associations, reset user passwords, and lock/unlock user accounts from this page. You can also generate a list of all your active users and related user information.

The district and campus users have many alerts they can sign up to receive.  To sign up for alerts, go to My Account on the main page toolbar, then select Settings.


Under Settings, the user can select options for emails when items are posted to the Discussion Board, an email every time an Update is posted, as well as an email a mapping error is present in AutoPilot (this alert is only available to district users)




Creating New Users:
By clicking on the Users Menu — under District Management — you will be able to view all users within your district. When you first access the user list, you will only see the first 10 users. To view additional users, choose All from the filter drop‐down menu. As the district Apprentice user, you will be responsible for creating user accounts for your district, both at the district and campus levels. As a district Professional user, you will be responsible for creating additional user accounts after your initial User file is uploaded.
To create a new user, you will need to click on New at the top right of the table shown.
When creating a New User, you will first need to enter the email address in the first two boxes. You will enter the first name and last name, middle name is not a required field. You will then need to choose a role, either District, Campus, Trainee or Specialist. Selecting the Campus, Trainee, or Specialist role will produce a drop-down to select the user's primary campus association. Once the information has been completed, click on Next. The user account has now been created. TestHound will send an automated email to the user with a temporary login password. The user's full email address will be the designated login username.


The process for new users to set up their accounts will be covered in the campus user section of the Help? tab.


There are four user roles: District, Campus, Specialist, and Trainee. The Specialist role works like the Campus role except for the fact that this role can only change student accommodations. The user can see everything else, but cannot commit any other changes.  The Trainee role gives new users video tutorials and  access to AutoPilot alerts and Teacher and Student alerts, as well as access to campus Teachers, Students, and Rooms.  

To assign a user role, the district user will need to pull up the user list by clicking on the Users Menu — under District Management. After the list of users has been populated, click Edit next to the user’s name who needs to have a user role assigned. 

After clicking Edit, you will be directed to a new page with the user’s account information. To assign a role, click on the drop-down menu for Role and select the desired option. Then click submit. The user will now have a new role assignment.

 

Changing User Status:

As a district user, you have the option to change the Active and Approved Status of any user if a user leaves the district or no longer needs access. Click Edit to the right of the user information.

 

You will see Active and Approved checked for the user. Remove the checkmark from each box by clicking on each box. Click the Submit link.

The trainee role gives new users access to AutoPilot alerts and Teacher and Student alerts, as well as access to campus Teachers, Students, and Rooms.  Users can view video tutorials and work through the trainee role activities before the officially scheduled TestHound training (for new districts) or for existing districts, new users can get training and practice associated with those activities.

Users logging in to TestHound for the first time will see the TestHound Subscription Services Terms of use. 

Clicking Decline will log the user out of the system.  Clicking Accept will log the user into their campus homepage.  New district users will be taken to their district page.  On the homepage, you will see a list of video segments for trainees to watch.  

District users can click on the blue link for each video to see which users have not viewed the video.

Users who have not viewed the video content will be listed along with an option for the District Testing Coordinator to email a reminder notice.

To email all users who have not viewed the video click on the blue email link.  To email a specific user you may click on the user individually to send an email.

Video # 1 Auto Pilot Alerts 

Video # 2 Removed from Auto Pilot Alert

Video #3 Rooms Menu

Video #4 Student Alerts

Video #5 Students Menu

Video #6 Test Administrator Alert

Video #7 Test Administrator Menu

Video #8 TestHound Overview

You have the ability to view a list of all your users with their campus and status associations.

When you click on Users under the District Management Menu, you will see an active User List link at the top of your user list box.

TestHound will generate a report in the preview window showing a report containing the following:

  • User name
  • User role
  • Status (Active Act, Approved App, Locked Out Lck)
  • Campus Association

You can export your report to Excel, PDF, or Word using the floppy disk icon at the top of the preview window. When you are finished viewing the report, click Close Report to go back to the user page.

Once the user has been created, the system returns you to the Users menu. From there, click Edit by the name of the user you wish to assign to multiple campuses. On the next screen, find the Campuses drop-down on the right-hand side of the screen and choose the campus(es) you want to add. You will also have the option to choose the user’s primary campus, which they will automatically be logged in to every time they sign in. To assign a primary campus, click the box to the left of the campus. The primary campus will be default campus when the user logs into TestHound.  Note: Campus users must be assigned campus in order to log in.

The user will now have a Campus selection drop-down menu when they login to the system.

In the event that a campus user needs their password reset, the district user will perform this function.

To reset the password for a campus user, the district user will need to pull up the user list by clicking on the Users Menu — under District Management. After the list of users has been populated, select Edit next to the user’s name who needs their password reset. After selecting Edit, you will be directed to a new page with the user’s account information.


To reset the password, select Reset within the Reset Password table. After selecting Reset, the window will refresh and display an Email was sent message. The user, whose password was reset, will receive an email from TestHound with a link to reset their password.

User Password Recovery: Users also have the ability to recover a forgotten password.

WARNING: For security purposes, any user who attempts to log in to TestHound unsuccessfully, three times in a row, will have his/her account locked. A locked account must be unlocked and/or reset by a district user. TestHound personnel will only reset passwords for the DTC.

On the login screen, click the Forgot Password? link below Username and Password. The Forgot Password? process cannot be completed unless security questions and answers were previously set. Users can set up or change security questions and answers by clicking on the My Account tab at the top and selecting Change Password Q & A.

The user will have to enter their current username and check the box CAPTCHA box proving "I'm not a robot". Checking this box will give you a series of pictures to identify. Once the user has satisfied the criteria, click the Submit button.

The user will receive an Identity Confirmation asking for the answer for one of the security questions previously set.

The user will receive an email at the email address on file (current username) with a link to finish the password reset process. These links expire, so the user will want to finish this process within an hour of receiving the link email.


The user will be prompted to answer two previously set security questions and confirm those security questions before the process can be completed.

The user will then be prompted to create a new password. Passwords require a minimum of 8 characters with one non-alphanumeric character.

To unlock the account for a campus user, the district user will need to pull up the user list by clicking on the Users Menu — under District Management. After the list of users has been populated, select Edit next to the user’s name who needs their account unlocked.

After selecting Edit, you will be directed to a new page with the user’s account information. To unlock the account, click in the "Is Locked Out" box and remove the check, then click submit. The user will now be unlocked.

To activate or deactivate users, you can select a group of users that need to be activated or deactivated by using the filter by roles function.

Select from Campus, Trainee, Specialist, or District


Then Select the users that need to be Activated or Deactivated or Select All Users.


You can also check the box beside the names of any users you wish to change and then activate/deactivate those users.


This page allows you to control the list of accommodations for your district.  You can add, edit and delete accommodations from here, as well as gain access to the Auto Pilot Toolkit, if your district has purchased it.

Clicking on Accommodations will bring up a comprehensive list of state allowed accommodations.

The accommodations include: AF, ALT2, DS, DS* TEA, and Version accommodations. When you first access the accommodations list, you will see the first 10 accommodations. To view additional accommodations, choose 10, 25, 100 or All from the View drop‐down menu.

The accommodations listed will be what are available to select for students and what the campuses will see as available accommodations for students.

If an accommodation is highlighted yellow, that particular accommodation is no longer associated with a student that still belongs to your district. If an accommodation is white, that particular accommodation is associated with a student or students within your district.

Accommodations with an *beside them have a booklet verification associated with them.


Accommodations that do not have an Edit or Delete beside them, and are noted as Online, cannot be edited or deleted.  These are associated with the precode file.  Students with these accommodations will be populated in the precode file for Performance Tracker districts.


The accommodations table can also be exported to Excel using the Export link located at the top of the accommodations table.  Clicking the link will populate a report in an Excel file download showing all accommodations, related subject areas, and accommodation type.


District users also have the ability to edit an accommodation already entered in the system.

When you click either New or Edit, the screen below will appear. You will need to choose the subject the accommodation will be associated with. If creating a new accommodation for high school English I or II, select English as the subject. If you prefer to apply this accommodation to "all subjects," select "all subjects" from the Subject drop down.You will also need to select the type of accommodation (AF, ALT2, DS, DS* TEA, Version), and enter the title of the accommodation.

Once the edits or the new accommodation information has been entered, click Submit.


Accommodations that do not have an Edit or Delete beside them, and are noted as Online, cannot be edited or deleted.  These are associated with the precode file.  Students with these accommodations will be populated in the precode file for districts with the  Performance Tracker toolkit.


Please note that editing an accommodation name may affect students currently associated with the accommodation.

District users may also use the Auto Pilot toolkit which allows for data to pass from third-party software programs into TestHound.  This is a fee-based service based on the purchase of the Auto Pilot toolkit.

To begin the process, click on Auto Pilot above the accommodations table.

Please refer to the Auto Pilot section for more details.

District users may associate test booklet types with specific accommodations. For each item listed, associate the accommodation(s) a student must have in order to be assigned that type of booklet. To begin this process, click on Assoc at the top of the Accommodations page.

Then, for example if associating the accommodation Braille to Braille booklets, click on the blue + sign icon to the right of Braille.

Select the proper accommodation. (in the example, this would be Braille) In most cases, leave "all subjects" under the Subject drop down, and then Submit. If you prefer to choose specific subjects, you also have the ability to do this under the Subject drop down.

Continue to follow this process for all booklet verification items listed. Oral Admin (FM01) is most likely the only item that might require multiple accommodations. It is important to include any accommodation that should require a student to be assigned a FM01 booklet. Also, be aware that the Spanish Association must be in place in order to scan a Spanish booklet to a student that requires it.

In order to view the accommodations and subjects associated with the item, click on the gray + sign to the left of the item for an expanded view.

Booklet verifications may be deleted at any time using the trashcan icon next to the item. They can also be deleted individually from the expanded view.


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

District Accommodations Overview

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

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

  

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


Auto Pilot Upload Data File Structure

  • You will need to create a csv file with the following headers:  DistrictID, CampusID, LocalID, Subject, Accommodations, Notes, be sure to use this order and don't put spaces in the titles.


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

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

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

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

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

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

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

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

Once the selections are complete, click Update.

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

To begin, click on your accommodation mapping table page.

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

Once the selections are complete, click Update.

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

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

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

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

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

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

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

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

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

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


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

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

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

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



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

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

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

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


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

.

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


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



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

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

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

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

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

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

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

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

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

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

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

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

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

After creating a name for the map, you will be returned to the Accommodation Map table.


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

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

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

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

Once the selections are complete, click Update.

You will need to create a csv file with the following headers:  DistrictID, CampusID, LocalID, Subject, Accommodations, Notes, be sure to use this order and don't put spaces in the titles.  The file should be a complete file for all campuses in the district, do not do individual campus uploads.  Also, if you have already done a virtual/online upload and you do a subsequent upload, any students not included in the subsequent file who were in the previous one, will be flagged in the Removed from AP alert at the campus level.

In the subject column place the subject of the test the student will be taking online, (i.e. Reading, Math, etc.). In the Accommodations column, if the purpose is to identify testing online, place Online Test Delivery as your accommodation. 

If the purpose is to identify virtual and or hybrid classroom students, you will first go to the accommodations tab in your district menu, and create a local accommodation called virtual/hybrid accommodation and choose  Instructional Delivery for the accommodation type, then place Virtual/Hybrid (or whatever you named it) in the accommodation column in the file.

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

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

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

Next, click the Evaluate/Publish student data button.

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

Accommodations will need to be approved.

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

Directions: This process will clear out all accommodations for all students.  This includes those coming from the vendor file plus those manually entered. 

Step 1: Turn off any vendor files currently coming in.

Step 2: Create a new Auto Pilot Map (name it Clear Accommodations)

Step 3: Create an Auto Pilot file with every student in the district.  You will need the students local ID numbers.  It may be easiest to get a list from your Student Information System.  This can also be gathered from TestHound by going to Students (View All) Then copy and paste all of the students to a new Excel sheet.  You are only going to need the student ID numbers and campus number, so you will want to only copy that column to your new Auto Pilot file.

Header Row of the file:

In TestHound: Go to Students, View All, Highlight and then Copy all of the students. Paste them in a blank Excel document.  You will need the Campus ID and the StudentID columns, Copy the Campus ID column and paste into the template, then copy the StudentID column and paste it into the template.

Use one subject – Math

Put in one Accommodation- NONE

Step 4: In the Accommodations Tab- add a new accommodation- NONE- Make it an  AF.  Then apply to all subjects.

Step 5: Upload the new Auto Pilot file you created. (File must be saved as .csv)

Step 6: Map the one subject (Math) to all subjects.

Step 7: Map the accommodation NONE to NONE

Step 8: Publish the map


Step 9: Approve Auto Pilot alerts at each campus (make sure you turn on the option to “Approve All”)


Step 10: You can turn back on your Auto Pilot nightly map, go to the Accommodations Tab and delete NONE, and then delete the Auto Pilot Map “Clear Accommodations”

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



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

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

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

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


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

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

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


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





This page allows you to control your campus configurations. You can add campuses and edit campus names, define the grades and courses available at each campus, and set their campus administrators.


Selecting Campuses will show a list of campuses in your district. Initially, 10 campuses will be shown. To view additional campuses, choose 10, 25 or All from the View drop‐down menu.

TestHound will be pre‐populated with the campuses in the district. If additional campuses are needed, click on New. If a campus needs to be edited, click on Edit next to the campus name.

Clicking on New or Edit, the screen below will appear. To create a new campus, click on New, the three-digit campus ID will need to be entered, the title of the school, and city.

Clicking on Edit will allow the title and city only to be edited.

Once the edits or the new campus has been entered, click Submit.

How do I add/remove grade levels or assessment courses?

If the district user clicks on a campus name, the following information can be edited:

  • Administrators assigned to the campus
    • New administrators may be added by selecting from the Administrators drop-down menu
  • Grade levels at the campus
    • Grade levels may be added by selecting from the Add Grade Level drop-down menu
    • Courses may also be added from the Add Course drop-down menu
    • Individual courses can be added that correspond to STAAR EOC exams

How do I delete a campus?

A campus cannot be deleted.  The campus contains data that will be archived and preserved, therefor a campus cannot be deleted.

If the district user clicks on a campus name, the following information can be edited:

  • Administrators assigned to the campus
    • New administrators may be added by selecting from the Administrators drop-down menu
  • Grade levels at the campus
    • Grade levels may be added by selecting from the Add Grade Level drop-down menu
    • Courses may also be added from the Add Course drop-down menu
    • Individual courses can be added that correspond to STAAR EOC exams

For a test to be accessible at a campus, the campus must be configured for said test.




This page allows you to control your list of test administrators that can be used during testing. You can add/remove test administrators.

Click here to go to the template download page.

Selecting Test Administrators from the District Management Menu will show you a list of test administrators in your district. Initially, 10 test administrators will be shown. To view additional test administrators, choose 10, 25, 100, 1000 or All from the View drop‐down menu.

Initially, no test administrators will be loaded in TestHound. There are two methods for adding test administrators. The easiest method for adding test administrators is to submit a file with all test administrators in your district to TestHound for automation. Another way to upload test administrators is manually through a file upload. To begin the manual file upload, click on Upload Data.  

Please note that you can include additional staff members on each campus. 

Batch Enrollment

When you click on Upload Data the following screen (as pictured below) will open. You will be prompted to click on Choose File and then select the test administrators data file you wish to upload. Once you have chosen the file, click on Upload. Note: Be sure to include all campuses in the file you are uploading.  Attempting to load one campus at a time will override the previous file uploaded.

Once the file has successfully uploaded, the Test Administrators window will be populated with the test administrators data.

Test Administrator Data File Structure:

  • DistrictID – 6-digit county district number
  • CampusID – 3-digit campus ID (the leading zeros will not hold in a csv file)
  • SPID – teacher/staff ID
  • FirstName
  • MiddleName
  • LastName
  • Email

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

Note: If you are sending a file via SMS through SFTP, you don’t need to manually load a teacher file.

Add New Test Administrator - Individual Enrollment

You do not have to upload a new file each time you need to add a new test administrators. You may also load test administrators data individually. To do so, click on New at the top of your test administrators list.

After clicking on New, the screen below will appear. You will be prompted to enter:

  • The associated campus for the test administrator member
  • Staff ID
  • First Name
  • Middle Name
  • Last Name
  • Email
  • Check the box next to Available

 Once the required fields have been completed, click Submit to create the new test administrators account.

If at any time the DTC wishes to turn off nightly data uploads for test administrators, it can be accomplished from the home page.  This is typically used during summer testing. To do so, click the pencil icon to the left of Status.

You will see a list of settings for each of your district's automation files. Teacher files and all other files can be suspended from nightly automation by clicking the box to the left of each file option.

On the District Management home page, you will see that any suspended files will be highlighted in red. To activate nightly automation again, click the pencil icon to the left and remove the check mark from the appropriate Suspend boxes.



This page allows you to add student files to your district, access Performance Tracker, and generate district-wide DNT and EOC tracker reports.  


Click here to go to the templates download page.

Student View

Selecting Students from the District Management menu will show you a list of students in your district. Initially, 10 students will be shown, if student data has been uploaded manually or through automation. To view additional students, choose 10, 25, 100, 1000, or All from the View drop‐down menu.  Districts can click on any student to be taken to the student dashboard.


Performance Tracker

If your district uses the Performance Tracker toolkit, you can assess your District Performance Tracker page by clicking the Performance Tracker link at the top of the Students box.

DNT (Do Not Test) Report

For Districts without Performance Tracker, you can generate a district-wide report of all DNT records associated with students at all campuses. (detailed instructions below)

Upload Student Files

If you are an Apprentice district or don't have your student, schedule, and teacher files automated for other reasons, upload new student files using the Upload Data button. (detailed instructions below)


You have the ability to run a report that shows all DNT (Do Not Test) records that CTCs associated with students across the district. (For districts without the Performance Tracker toolkit).  The report will outline data including:

  • Type (subject or course)
  • Test
  • Notes entered by the CTC

To generate the report, click on the District DNT Report button at the top of the Students page.

You will then select the type of report you would like to run: subject, course, or both. Selecting Subject or Course will produce a secondary Test drop-down that will allow you to specify the subject or course you want to be included in the report.

After you have made your Type and Test selections, click Generate Report.

Like other TestHound reports, the DNT report can be exported to Exel, PDF, or Word. Click on the floppy disk icon to select your export of choice.




Selecting Students from the District Management menu will show you a list of students in your district. Initially, 10 students will be shown, if you have loaded student data. To view additional students, choose 10, 25, 100, 1000, or All from the View drop‐down menu.

Initially, no students will be loaded in TestHound. There are two methods for adding students. For Apprentice districts or districts without automated files from your SIS, the easiest method for adding students is to submit a file with all enrolled students in your district. To begin the file upload, click on Upload Data.

When you click on Upload Data at the top right, the following screen will open. You will be prompted to click on Choose File and then select the student data file you wish to upload. Once you have chosen the file, click Upload.

Once the file has successfully uploaded, the Students window will be populated with your student data.

Student Data File Structure:

  • District – 6 digit county district number
  • Campus_Number – 3 digit campus ID (the leading zeroes will not hold in a csv file)
  • Local_ID – locally assigned student ID
  • First_Name
  • Middle_Initial
  • Last_Name
  • Sex
  • Grade
  • 504 – true (yes) or false (no)
  • SPED – true (yes) or false (no)
  • LEP ‐ true (yes) or false (no)


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


I. Accessing the EOC Tracker- District Management

Step 1. From District 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 sort 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.


Individual Enrollment

As mentioned above, you also have the ability to enter new students into TestHound. To add a new student individually, click on New on the Students screen.


After clicking on New the following screen will appear. You will be prompted to enter:

  • The campus the student will be assigned to
  • The student’s local ID
  • The student's State ID:  For TX this is the TSDS, for FL it is the FLEID, for TN it is the TN ID
  • First Name
  • Middle Name or Initial
  • Last Name
  • Gender
  • Grade
  • Check the appropriate special programs for the student
    • 504
    • Special Education
    • LEP

Once the required fields have been completed, click Submit to create the new student.

An alert will be posted on the CTC's home page when a new student is enrolled manually or by file.






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This page allows you to upload student schedule data and view the number of records per campus. 

Click here to go to the templates download page.

Selecting Student Schedules will show a list of campuses, along with the number of students associated with the campus and the records (schedule entries) entered into TestHound. The student schedules will be used when the campus administrator assigns students to a test session and when auto‐assigning students to test rooms.

Student schedules must be uploaded. To upload a student schedule file, click Upload Data.

When you click Upload Data, the following screen will open. You will be prompted to click Choose File and then select the student data file you wish to upload. Once you have chosen the file, click Upload.

Once the file has successfully uploaded, the Students window will show with the student data.

The warning message warns you that the changes made by uploading the new file cannot be undone; however, if new students have been enrolled in your district, you will want to upload a new student schedule file.


Student Schedule Data File Structure:

  • DistrictID – 6 digit county district number
  • CampusID – 3 digit campus ID (the leading zeroes will not hold in a CSV file)
  • StudentID – locally assigned student ID
  • Code – PEIMS course number
  • LocalName – name of course (i.e. Alg2, Eng 3, Chem, etc.)
  • Period – 1, 2, 3, 4, etc.
  • Room – room at the campus where the class is held
    • This information should be entered in the district’s SIS (student information system) There will be one line for each course a student is enrolled in. 

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




This page allows the District Testing Coordinator to create and manage test administrations.

Selecting Test Administrations will show a list of test administrations currently entered into TestHound. TEA test administrations will be loaded into TestHound for you. Test administrations that are mandated by TEA will show as “State” under the “Type” column.


Best Practices Note: 

Think of the Test Administrations like a folder.  You want the Test Administration name to be broad and cover ALL tests that would take place in a period of time. Consider the Tests themselves to be the documents in the folder.  The Test names need to be specific.  An example of this naming system would be having a Test Administration with the name October Benchmarks, with Tests named “5th Grade Writing, 3rd Grade Science, 7th Grade Social Studies and Algebra 1. 

The Test Administration names should broadly describe the administration.  It covers all the tests in that period, from Elementary to High School.  This naming system will reduce clutter and provide clarity for all users in the district.  As campus users have the ability to create Test Administrations and Tests, they should also follow this pattern of nomenclature.


As a District User, you have the ability to create district or campus test administrations.  To create a new test administration, click New.

After clicking on New, you will have the ability to create a district or a campus test administration. A district test administration will be viewed by all campus users, whereas a campus test administration is created specifically for one campus and only visible to that campus.

After clicking New, the below screen will appear. To create a district test administration, choose District in the Type drop‐down menu.

You will then need to enter:

  • The title of the test administration ( i.e. PSAT, District Benchmark)
  • Start Date
  • End Date

After entering this information, click Submit to create the test administration.


After clicking New, the following screen will appear. To create a campus test administration, choose Campus in the Type drop‐down menu.

You will then need to:

  • Select the campus
  • The title of the test administration
  • i.e. PSAT, District Benchmark
  • Start Date
  • End Date

After entering this information, click Submit to create the test administration.


To add tests, select the test administration you created by clicking the Title of the test administration.


To create a new test within the test administration, select New.

You will need to complete the following fields on the Tests screen.

  • SELECT ADMIN – choose a test administration the test belongs to
  • TYPE (2 choices)
    • Course OR
    • Grade
  • GRADE - Choose the appropriate course or grade
  • SUBJECT - The subject selected will determine the subject area accommodations pulled
  • TITLE of test
  • TEST DATE

 Once all fields are complete, click Submit.

 Repeat this process to finish creating all tests within the test administration.

 

Repeat the steps above to add all appropriate grade level and subject area tests for the test administration.

When you create an administration at the district level, all campuses with grade levels that correspond to the grade levels set for that administration will be able to see it.  When you create an administration at the campus level, only that campus will be able to see it.


You have the option to change previously set booklet verifications for individual test administrations. To make these changes, click on the Title of the specific test administration. You will see a list of all tests associated with that administration and a blue icon at the top-right of the Tests box.

The icon will prompt a popup where you can add and remove booklet verification options using the box to the left of each booklet type. Click Submit when all necessary options have been selected. 


Note: Booklet verification options can be set for all test administrations through the Booklet Verification option located on the Accommodations tab in your District Management Menu.


This page allows you to add tests to district created administrations, manage the subject and grade level from this page.  You can also configure and adjust booklet verification for test administrations.

To create a new test within the test administration, choose the administration, then click New.

You will need to complete the following fields on the Tests screen.

  • SELECT ADMIN – choose a test administration the test belongs to
  • TYPE (2 choices)
    • Course OR
    • Grade
  • GRADE - Choose the appropriate course or grade
  • SUBJECT - The subject selected will determine the subject area accommodations pulled
  • TITLE of test
  • TEST DATE

Once all fields are complete, click Submit.

Repeat this process to finish creating all tests within the test administration.

Repeat the steps above to add all appropriate grade level and subject area tests for the test administration.

Note:  Additional tests can only be added to local assessments. Tests are only accessible by campuses that have the assigned grade levels and courses associated with each test. For example, elementary schools won't have access to secondary tests and visa versa. 

Booklet Verification:

You have the ability to update booklet verification options for individual test administrations. Clicking the blue icon,, at the top right of the Tests box will produce a popup menu showing the current booklet associations. You can use the checkbox to the left of each booklet type to add or remove those associations for the test administration.

This task is normally performed at the campus level, but it can be done at the district level as well. 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.

After selecting a Test Administration, you will then see a list of tests by grade level and subject.  Campus Testing Coordinators will see tests that apply to the grades/subjects offered at their campus.  If a CTC does not see a test that has been created, check the Campus setup under District Management.

Within Tests, as a district user, you will also have the ability to upload a specific list of students to a particular test. This feature is useful when the students who will be participating in the test are not easily added by any of the following methods available to campus users:

  • Grade – students tested may cross grade levels
  • Course – students may not be enrolled in the course for which they will test
  • Individual – using this method campus users must enter a local ID to add a student
  • Selection – a list of all students at a campus will be shown and the campus user must select each one


To access this feature, click Select next to the specific test listed.

Once you have clicked Select, the screen will refresh. At the top of the screen (below) you will see where you can click to Upload a file of the students for that test.

Tests Student Upload File Structure:

  • DistrictID – 6 digit county district number
  • CampusID – 3 digit campus ID (the leading zeroes will not hold in a CSV file)
  • StudentID – locally assigned student ID

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

Click on Choose File and a window will pop‐up (below). Navigate to the file you wish to upload and click Open.

After selecting the file, you will be brought back to the Tests screen, where you will click Upload

Note:  If your campuses are using Multi-Session Scheduling, test sessions have to be created at the campus level prior to the upload of a student file at the district level.

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 Tasks

Update Student Data file for re-testers at consolidated campuses.

      • Requirements: you will need

        1. The student data file that is sent to TestHound.
        2. A file with a list of IDs for re-testers. 
        3. Create and configure the new campus(es) in TestHound for summer testing.
  • Data Feeds & Student Campus Assignment

    • 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
    • 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. It is best if you ADD the Student IDs and summer campus IDs to the bottom of the file that is being sent nightly and re-upload the whole thing.
    • 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.
      • If you are a performance tracker district, and you have loaded the latest data file of scores, CTCs should be able to add students to the test using the add by retesters option in the test.
      • 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 by the DTC to the summer campus 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




This page allows you to manage inventory at the district level. You can upload files, view materials progress, and track materials from here.

Selecting Materials > Inventory will allow you to see the secure test booklet types and barcode ranges within a test administration. After selecting Materials > Inventory, you will be prompted to choose a Test Administration from the Select Admin drop-down menu.

The materials will be listed by the entity, i.e., district overage, and each campus. If the number of booklets scanned matches the amount indicated by the testing vendor, the table entries would be uncolored.  If the secure material has not been scanned, the records will be colored pink.

Depending on the publisher, your inventory checklist:

  • may be uploaded directly into TestHound for you.  TestHound will receive the file directly from the publisher.  You will be able to take inventory as soon as you have booklets arrive, and do not have to wait until the publisher makes the file available.  File availability depends solely on the publisher.  An example of this type of inventory would be something published by ETS.
  • may need to be created by the campus testing coordinator by adding the checklist items manually at the campus level.  Manual entry at campus level occurs when the publisher does not provide a file for inventory verification, or when some of the items are missing and expected in a follow-up file, such as Braille or Large Print.  In this situation, follow the process listed below for Adding Checklist Items to create your inventory checklist.
  • may be uploaded by the district coordinator for test administrations where the vendor does not provide the checklist to TestHound but rather to the district (Pearson).

STAAR Alt 2 download directions:

The checklist is available to download from Pearson Access Next under Published Reports – Alt 2 Security Checklist. The file is found under “Published Reports.”      

Be sure to choose the .csv version of the file. 

Once you have the file in a .csv format, you’ll be able to upload it under District Management > Materials > Inventory.   

  1. From your District, Materials, Inventory menu, select either the STAAR ALT 2 EOC or STAAR ALT 2 3-8 administration, then click on the icon with an arrow pointing upward in a blue box to upload the file that you download from Pearson. 
  2. Only upload the inventory file into one of the STAAR ALT 2 administrations - the file will be split into the appropriate test administrations for you. 
  3. Once the file is uploaded, your district and campus inventory will be managed just like STAAR 3-8 and EOC. 

The Pearson inventory module is done by individual booklets rather than packets.  While there is no way to scan in a range of booklets at once, this should not significantly increase your processing time.  Simply scan the bar code of each cover sheet and move to the next booklet.  The cover sheet means you do not have to open the packets until you are ready. 


To manage materials for District Overage, select the campus titled District Overage from the Campus drop-down menu on the right-hand side of the screen.  If you do not see this menu, click Home, and it should appear.


The Materials section of TestHound incorporates several different areas of materials management identified below.


Materials > Inventory Overview

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

After selecting a test administration, the Inventory table will be displayed:

Explanation of tabs:

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

This table lists the test materials assigned to your campus by the 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- booklet form
  • L- booklet language
  • 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) would be uncolored if the number 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 into 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.

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

Materials > Inventory: Scanning in Test Materials


Before scanning in your test materials, be sure that you have unpacked your boxes of secure test materials and placed the packets of materials in numerical order by grade level or subject, depending on the organization of the exams or publisher checklist.

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 Receive Material to begin scanning in your materials.


TestHound allows you to scan incomplete test booklet ranges via scanning 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 before scanning. 

After selecting Receive Material, click in the Start Range field (shown below).

  • If your publisher provides cover sheets or labels with the full packet range in the bar codes, scan each packet (ex: Louisiana) to take your inventory. If the inventory scanned matches the information in the checklist, the system accepts the booklet range and allows you to scan the next line of booklets.

  • If your publisher does not provide cover sheets with inventory information in the bar codes, click in the End Range field and scan in the barcode that corresponds to the last test booklet on the packing sheet in your last packet of test materials for that grade or subject. You do not have to scan one packet at a time; you can scan the entire range of booklets by scanning the first in the range of material, and then the last.


After submitting a line of inventory, a Confirmation message will appear detailing how many booklets you will be adding to your inventory. Before clicking Submit, be sure to verify the number against your packing sheet.


What do the colors mean?

What do the colors mean?  Here is a guide!

RECEIVING INVENTORY:

Purple – Inventory is defined differently from the 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 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 the 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! This is done by selecting Auto-align inventory definitions to the checklist:


White – All inventory corresponds to the 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.


Editing

In order to edit a checklist item, click the  icon.

The user can see all ranges of material by clicking on the to expand the view.

The user cannot edit ranges of material at the district level if the booklets have already transferred, and they have been accepted as a transfer at the campus level.

You can now use the drop-down menus to edit the following:

  • Type of material
  • Test – grade level and/or subject area
  • Test Version
  • Form

Deleting

On the materials inventory page, the district user may also choose to Delete items.  

The user can see all ranges of the material scanned by clicking on the

The material can then be deleted by clicking on the


The user may delete items associated with a test administration or items associated with a specific order number.  In the files from some publishers, multiple administrations are combined, and therefore, the security checklists will be combined.  This will allow users to delete test material that is not associated with the selected test administration.


A new window will appear.  Click Submit to delete or Cancel to cancel out.

TestHound allows for the electronic transfer of test materials from one campus to another. Transfers must be initiated by the sending campus and accepted by the receiving campus prior to the test material being able to be assigned to a student.

NOTE: You must have inventoried the booklets you want to transfer before you can make a transfer.

To begin the transfer, you must first select the appropriate test administration from the Select Admin drop-down menu. Then click on Initiate Transfer.

Scan the first booklet in the range of test material you will be transferring.

Scan the last booklet in the range of test material you will be transferring.

A list of campuses in your district will be displayed in the Campus drop-down menu. Select the campus where you want to make the transfer.

Users also have the option to transfer the material out of the district.  To initiate a transfer out of the district, check the Out of District Transfer box.  A list of districts will be displayed in the District drop-down menu. 

Click submit to complete the transfer.


Initiating the Transfer • Single Booklet

If you are transferring a single booklet, scan the barcode from the back of the test booklet into the Start field. When the screen flashes, the End field will appear. Scan the same number into the End field. Select the destination campus from the drop-down menu. To finalize the transfer, click Submit.


Accepting Transfer of Materials

To accept a transfer, you must first select the appropriate test administration from the Select Admin drop-down menu. If you select the Transfers tab, a list of complete and transferred material will be shown.

To begin accepting a transfer, click on Accept Transfer.

 

Scan the first booklet in the range of test material that will be accepted from the transfer.

The screen will flash, and a new field will appear. Scan the last booklet in the range of test material that will be accepted from the transfer.

TestHound will receive the transfer and allow you to scan more booklets for additional transfers, or you can click the to exit out and return to the inventory screen.


If you are receiving a single booklet, scan the barcode into the Start Range field and the End Range.

Selecting Materials > ODT will allow you to generate a Transfer of Secure Materials Form for materials being transferred to another district.

The user will be prompted to select a test administration and the district to which the materials are being transferred.


After the information has been selected, a list of test materials will be displayed.  Please note that test material will only be displayed after it has been transferred within TestHound at the campus level.


Once the test material is displayed, the user may check the Inc. box next to the material name to indicate the material to be included in the report.


After all the appropriate test material has been checked, select Generate Report.  A report will be generated listing the following:

  • Providing district
  • Receiving district
  • Test material
  • Name and booklet range(s)



To export the report, select the blue floppy disk icon and choose the export format.

If your campus does not need the materials you transferred to them, and you need to reclaim the materials, you have two possible options:

  • If the materials transfer has not been accepted at the campus, you can delete the transfer in District Overage by clicking on the Transfers tab and then the trashcan icon.

  • If the materials transfer has been accepted at the campus, you can have the campus transfer the booklets back to the district overage.


Selecting Materials > District Boxes will allow you to assign a campus box, a district box number, and scan in the barcode from the testing vendor box labels. This will create a comprehensive district packing list.

To utilize this feature, you will need to:

  • Select the test administration
  • Select New
  • Select the campus
  • Choose the box number from the campus selected
  • Campuses should number their boxes as they scan materials in
  • District box – assign the campus box a box number at the district level
  • Label – scan in the barcode from the testing vendor non‐scorable. Once the information has been entered, click Submit.

To assist in identifying missing test material, select the  in the Inventory table.


A Missing Booklets table will appear that details the booklet numbers of the test materials missing, the type, and what room the booklet was assigned to. These booklets are missing from a box.


To view the Booklet Audit screen, select the Booklet Audit tab from the inventory table.


The Booklet Audit screen will detail:

  • The date and time the checklist was uploaded
  • The date and time the booklet was scanned into the campus' inventory
  • The date and time the booklet was assigned and to whom
  • If it was scanned in at the end of testing and who scanned the test booklet.


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.



Performance Tracker allows you to upload STAAR and SIRS (Student Information Retrieval Service) files, generate SIRS files, and generate precode files. Performance Tracker also includes the option to generate a Precode File that includes the X and Y for the inclusion of Large Print and Oral Administration. 

Select the test results file, then select Upload Data.

A new window will open.  Click Choose File and browse to where the saved the data files are stored.  

Next, select the year and grade level of the file being uploaded from the Data Set drop-down menu.  For the file to process correctly, the correct data set needs to be selected.


SIRS files and Score reporting files are named in a way that will identify the year the data is associated with.  For example:

The first string of numbers is the district ID.  The second string is the date the SIRS request was submitted (or the date it comes back from ETS).  The E is for EOC (STAAR will have an S)  and the next 4 digits are the important ones.  The first 2 are the admin (13=fall, 15=spring, 16=summer) the last 2 are the year.  For example:

Important here is the last 2 digits in that 4 digit number, that’s the year. This indicates the data type selection that needs to be made when uploading the file into TestHound.  STAAR (3-8) SIRS files are listed as the month and year.  S_0519 would be May of 2019.  So again, the last 2 digits are what you look for.


Next, select the type of file being uploaded from the Data Type drop-down menu.

  • Post Testing is the .txt score files that are posted after testing and can be downloaded from ETS according to the dates on the TEA Calendar of Events
  • Post SIRS is the .txt files that are downloaded from ETS once a SIRS file has been uploaded (typically available within 24-48 hours after the SIRS file has been uploaded)

After all of the selections have been made, click Upload.  NOTE:  When EOC data files are uploaded, Performance Tracker will pull in the cumulative test data records.

How Do I Know What Data Set to Choose for Performance Tracker?

SIRS files and Score reporting files are named in a way that will identify the year the data is associated with.  For example:

The first string of numbers is the district ID.  The second string is the date the SIRS request was submitted (or the date it comes back from ETS).  The E is for EOC (STAAR will have an S)  and the next 4 digits are the important ones.  The first 2 are the admin (13=fall, 15=spring, 16=summer) the last 2 are the year.  For example:

Important here is the last 2 digits in that 4 digit number, that’s the year. This indicates the data type selection that needs to be made when uploading the file into TestHound. 

STAAR (3-8) SIRS files are listed as the month and year.  S_0519 would be May of 2019.  So again, the last 2 digits are what you look for.

After the file has been uploaded, a table will appear with the status of the file.  Initially, the status will be "received" and when complete will change to "processed".  The table will also indicate Valid records (records where test data was successfully matched) and Failed records (records where data was unable to be matched).

 After the file has completed processing, a new table will appear with the names of students for whom test data has been associated.  

Initially, 5 students will be shown.  You may search for a student by typing in the local ID or to view additional students, choose 10, 25, or All from the View drop‐down menu.

By choosing Select next to a student’s name a table will appear displayed the test data by subject or EOC course associated with the student.

If a 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 and the box will be highlighted 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 DTC has the option to include the substitute assessment exclusion information for the students that is captured in the data file. If chosen, the exclusion of substitute assessment will be added for those students.

A failed lookup is the result of a failed association between the PEIMS ID in the data file uploaded and the PEIMS ID in the demographic file submitted by the district.  The most common reason this occurs is that the PEIMS ID may be inaccurate in one of the two files or the student is no longer enrolled in the district and the student's data is not being submitted via the demographic file.

 To update failed lookups, select the Validate Failed Lookups icon.

A list of students with failed lookups will appear.  If you know the student’s local ID you may type it in the text box and click GO to associate the test data to the student.


The file can be deleted along with the associated scores if it was uploaded improperly.  To do so, select the Delete File and Scores button.

A new window will open stating that if the file is deleted it will also delete associated scores data.  If you wish to proceed select Submit.

Performance Tracker will allow the creation of a SIRS (Student Information Retrieval Service) file that will capture test history for students who tested outside of your district. 

Prior to generating a SIRS file, download the 7-zip utility to open the encrypted file. (7-zip only works on PCs.  Mac users will need to install a program such as KEKA)

Navigate to the following web address to download the free 7-zip utility program:  www.7-zip.org

Once at the website, a table at the top of the web page will appear with the choices below:

If unsure of the type that should be downloaded, select the link for the 64-bit version.  Once the 7-zip utility is installed, return to TestHound.

**Before generating a SIRS file, all student alerts should be accepted at the campus level to ensure all students are at the correct campus and all new students have been processed.**

 To generate a SIRS file select Generate SIRS.

A new window will open prompting you to create a password that can be used to open the encrypted zip folder that will be sent to you.  The password must be a minimum of 12 characters and consist of only numbers or letters.  Once you have typed in the password select Generate.

When the file has been downloaded right-click or in Chrome select the arrow to the right of the file name, then choose Show in a folder.

The Downloads folder will open and the zipped folder titled SIRS_ [District ID] _[Date] will appear.

Right-click on the zipped SIRS folder and choose 7-Zip > Extract here.

You will need to put the password in again.


The window below will open indicating when the files have been extracted.  When the process is complete, select Close.

A new folder will appear within the designated location.  Open the folder and within there will be two files. (The files may auto extract under the zipped folder as well.)

The first file will be the pre-formatted SIRS file that can be submitted to ETS to retrieve test data for students.  The second file SIRS_[District ID]_Date_errors contains records indicating students whose data could not be matched to a PEIMS ID in the demographics file being submitted by the district.


Once you have your non-error SIRS file saved that you generated in TH.

  • Log-in to TAMS
  • Go to Reports
  • Hover down to Students
  • Click on “SIRS” (near the top, all the way to the right, next to “General”)
  • Choose file
  • Click to agree to the confidentiality statement
  • Click the green upload button
  • Check the status to see if there are any errors, it should say “Requested” if it went through.
  • Check back in a few hours to see if it’s been fulfilled, some times you have to wait until the following day.
  • Once it says “Fulfilled” in the status column, click on the magnifying glass in the actions column.
  • You now have results for several admins, and each admin file will need to be uploaded to TestHound Performance Tracker.

Performance Tracker will allow the generation of a registration file that is uploaded to ETS to receive precoded answer documents as well as registering students for online tests with their embedded supports.  Test format (paper versus online), as well as online embedded supports, are generated based on the accommodation data entered in TestHound for students.  When accommodations or versions are updated in TestHound, the precode report can be generated immediately afterward to reflect those changes.

To extract the precode file from TestHound, download the 7-zip utility to open the encrypted file.   (7-zip only works on PCs.  Mac users will need to install a program such as KEKA)

Navigate to the following web address to download the free 7-zip utility program:  www.7-zip.org


Once at the website, a table at the top of the web page will appear with the choices below:

If unsure of the type that should be downloaded, select the link for the 32-bit version.  Once the 7-zip utility is installed, return to TestHound.


Prior to generating a precode file, students will need to be added to test sessions for them to be included in the file.  Students do not have to be assigned to testing rooms only added to the test sessions to be included when the precode file is created.  Student alerts and Auto Pilot alerts should also be accepted to be sure all information is up to date before running the precode file.


Once students have been added to test sessions, to generate a precode file select Precode File.

The page will refresh and you can select Request Precode in order to generate the precode file.

Select the test administration and format (EOC vs 3-8) for the file needing to be created. In order to include the X and Y for Large Print and Oral Administrations, select the checkbox. By selecting Archive Precode Data, this will allow the precode file to be archived and then used as a comparison for changes that need to be made to the answer document.  Once appropriate selections have been made, choose Request.


After the file has been requested, a new window will open indicating that the file is being generated. Files are processed in a queue and the length of time to generate the file depends on the size of the district and the number of requests ahead of the file in the system. As soon as the file is ready to be downloaded, an email will be sent to the user requesting the file. Select Close and resume normal activities of the system while the file generates.

When the email is received with the notification of the precode file being ready, select Performance Tracker > Precode Files. A window will appear with the files that have been requested. Select the Download Precode File () icon next to the appropriate file.

A new window will open requesting a 12 character password and select Download to receive the file. This password will be used to open the encrypted file.

When the file has been downloaded right-click or in Chrome select the arrow to the right of the file name, then choose Show in a folder.  Open the Downloads folder on your computer to access the file.

When in the Downloads folder a zipped folder titled Precode_ [District ID] _[Date] should appear.

Right-click on the zipped SIRS folder and choose 7-Zip > Extract files.

A new window will open prompting the selection of a location where the files will be extracted and to enter the password that was created when generating the file in TestHound.  Next, select OK.

The window below will open indicating when the files have been extracted.  When the process is complete, select Close.

A new folder will appear within the designated location.  Open the folder and within there will be two files.

The first file will be the precode file that can be submitted to ETS to register students for testing.  The second file Precode_[District ID]_Date_errors contains records indicating students who have incomplete data in the demographics file being submitted by the district and can be used to clean up the data being received through the demographic file.

Once the precode file is generated it can be opened and manually edited as needed.

PLEASE NOTE when the precode file is opened to make changes, any leading zeros will be dropped if they are present within columns in Excel.  Those leading zeros will need to be added back if any are removed in order for the file to successfully process.

Please follow the steps below as needed to return any leading zeros:

Highlight the entire column that contains data where leading zeros would need to be added

Right-click in the highlighted area and choose Format Cells

In the Category, select Custom

In the Type section, the word General will be in a text box, and also highlighted underneath

Click inside the text box (NOT the field with the items listed), delete out the word General and type in as many zeros as the field should contain

  • For a PEIMS ID, you would type nine zeros (000000000)
  • For a (TX) District ID, you would put in six zeroes (000000)
  • For a TX Campus ID, it would be 3 zeros (000)

Once the updates are completed, save your document as .csv and then proceed with uploading the file for student registration.

I. Accessing the EOC Tracker- District Management

Step 1. From District 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 re-sort 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 District Management Screen, Click on Performance Tracker.

Step 2. Click on Exclusion 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. 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 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

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 the 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


Files can also be deleted to remove data from all  students in the file,  in case of errors, and then corrected and reloaded.

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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 District Management Screen, Click on Performance Tracker.

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

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








These are the templates for data uploads.  Use the information included to format your reports for uploading into TestHound.  All uploaded files must be in .csv format.

"Teachers" data template

"Students" data template

"Schedules" data template

 

 

 


 

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