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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.