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Managing Access to the K-12 Reporting PortalPresented by The College Board and the Colorado Department of Education
2017-2018
K-12 Assessment Reporting Portal PSAT and SAT assessment data for schools and districts is stored in the K-12 Assessment Reporting portal. The portal provides a variety of reports and student level data. Entry to the portal requires an access code or through permission granted by the Colorado Department of Education. At the school and district levels, permissions are assigned by the District Assessment Coordinator (DAC).https://k12reports.collegeboard.org/login
College Board Reporting ToolsThe information in this presentation is designed to guide educators on the use of the Manage Access Tool which allows schools and districts access to the portal for PSAT and SAT data.
Managing Access ToolPermissions and access to the reporting portal are created in the Managing Access tool. District Assessment Coordinators will use this tool to distribute permission to campus and district staff. There are four categories of permission ranging from summary access to student level data access. https://account.collegeboard.org/login
1. Understanding Roles in the K-12 Assessment Reporting Portal • Role of the District Assessment Coordinator• Description of K-12 Reporting Access Roles
2. Beginning with a College Board Professional Account• Create a College Board Account
3. Operating the Access Management Tool• Where to find the tool• Purpose of the tool• Troubleshooting
4. Assigning Roles Using the Access Management Tool• Manage District and Campus Access• Manage Users• Granting Permissions• Troubleshooting
Agenda
1. Understanding Roles in theK-12 Assessment Reporting Portal
• Learn about • Role of the Access Manager• Access Distribution • Reports available in the K-12 Reporting Portal
• Users:• District Assessment Coordinators• Designated Campus Access Managers
The Colorado Department of Education communicates the steps to access with the district assessment coordinator
Steps to access the K-12 Assessment Reporting Portal
The DAC is identified as the Access
Manager for each district
The DAC creates a
College Board Professional
Account
DAC activates the Manage Access role using the
Access Code
DAC assigns roles to
individual staff members in the district
Log in to the K12 Score Reporting
Portal
District/school staff member
creates a College Board Professional
Account
K-12 Reporting Portal Access Management Process - Permissions In Colorado the Department of Education has designated the District Assessment Coordinator as the individual who will control access and grant permissions for schools and district staff. Using the Manage Access Tool, the DAC gives permissions to the following:
• Manage Access Tool• K-12 Assessment Reporting Portal
• Summary Reports• Detail Reports – Student level data• Download Center – Data files
The Manage Access Tool https://dat.collegeboard.org/dat/login
The K-12 Assessment Reporting Portal https://k12reports.collegeboard.org/
District AssessmentCoordinator
College BoardColorado Dept.
of Education
District IT Staff
District Staff
Campus Staff
Teachers/ Counselors
District Assessment Coordinator Access Management Permission Distribution
Recommended permissions for individual district and school personnel
K-12Reporting
Portal
Summary Reports (K-12) Detailed Reports (K-12)
Student level data
Download Center Summary Reports (K-12) Detailed Reports (K-12)
Student level data
Summary Reports (K-12) Detailed Reports (K-12)
Student level data (per district privacy guidelines)
Manage Access
Tool Access Management (DAT) (K-12)Select 1 or 2 staff to serve as back up
File Downloads (K-12) Access Management (DAT) (K-12)
District AssessmentCoordinator
District IT StaffDistrict Staff Campus Staff Teachers/ Counselors
Access Managers: District Assessment Coordinators
Who They AreThe District Assessment Coordinator is the designated Access Manager for the district. They will use the Manage Access Tool to control and manage access to the College Board tools their high school and district colleagues use, including the SAT® Suite integrated reporting portal, K-12 Assessment Reporting.
What They DoAccess Managers can:
Grant, manage, and revoke access to their institution’s K-12 Assessment Reporting Portal Add additional Access Managers Provide access to Electronic Score Report data file downloads Provide access to enhanced online assessment reporting
Access Managers:District Assessment Coordinators (cont.)
For additional step-by-step instructions on using this tool to assign and manage access for your school, watch our webinar using this link:
www.youtube.com/watch?v=PROWF8BIztU
Access Managers will not be able to see any assessment results or reports using the Manage Access tool.
Once Access Managers set up their account and log in to the Manage Access tool, they must take the next step and assign themselves access to the K-12 Assessment Reporting tool in order to view assessment results or download files.
What They See
Reports Description Recommended Roles
File Downloads (K-12)
This is the only permission that provides access to the Download Center to download pre-formatted data files for import into student information systems. The files are provided in .txt and .csv format.
IT personnel that need access to files for inclusion in data warehouse.
Summary Reports (K-12)
User has access to the Reports Center for aggregate assessment score reporting. This user cannot view student level data.
Anyone who needs summary-level data but should not have access to individual student information. Example: Curriculum Director
Detailed Reports (K-12)
User has access to the Reports Center for both aggregate and detail assessment score reporting.Users can search for students or drill down from the aggregate assessment score reports to see student-level reports
Principals, teachers, counselors, anyone who works with students and needs student-level access.
K-12 Assessment Reports The K-12 Score Reporting Portal is home to a wealth of information that can help schools analyze test scores. The summary below describes the different report functions.
K-12Reporting
Portal
Summary Reports (K-12) Detailed Reports (K-12)
Student level data
Summary Reports (K-12) Detailed Reports (K-12)
Student level data (per district privacy guidelines)
Manage
Access Tool
Access Management (DAT) K-12
Granting Access Management Permissions to Campus Staff
Campus staff who control Access Management should use their best judgement and the guidelines provided on the previous slides to provide permissions to other school staff. Individuals may have access to one or multiple reporting roles.
Hint: Additional recommendations for assigning school staff to roles can be found in the Educator Access flyer located on the College Board Colorado website, www.collegeboard.org/colorado
District AssessmentCoordinator
Campus Staff Teachers/ Counselors
This is the dashboard of the Access Management Tool where the manager of this tool grants permissions to district and campus staff to use the K-12 Assessment Reporting Portal.
Schools and districts should annually review and update district access to reflect staffing changes.
Access Management Tool
District Assessment Coordinators
Troubleshooting hint: If reports are not visible in K-12 Assessment Reporting, check to see if access to those reports have been assigned to the user. For example, only those who have been assigned access to detailed reports will be able to see student level data.
In addition to providing permissions to others, the DACs must assign themselves permissions to access K-12 Assessment Reporting (a.k.a. the Educator Portal). The access manager distributes access but only has K-12 Assessment reporting access when assigned.
Schools and districts will be able to • download student scores for
PSAT and SAT • create a variety of reports• find student level data
Once an educator has accepted access to the K-12 Reporting Portal, a variety of reports is available.
Welcome to the K-12 Assessment Reporting Portal
Accessing the K–12 Assessment Reporting tool, for Reports or ESR (Electronic Score Report)
There is a one time site agreement of terms and conditions.
K-12 Assessment Reporting – First Time Login
2. Beginning with a College Board Professional Account
• Learn how to create a College Board professional account
• Users: All Users in any role
To get started using the College Board’s K-12 Assessment Reporting Portal, a user must have two things:
1. A College Board professional account.Create an account here: https://cbaccount.collegeboard.org
2. Reporting Portal permissions granted by the institution’s access manager. Every district has an access manager.
The District Assessment Coordinator (DAC) is the Reporting Portal access manager for each Colorado school district. A DAC receives access permission from the CDE.
Access to the Educator Portal Requires a College Board Professional Account
If you’ve already used the portal, just sign in to access scores.
College BoardProfessional Account
Create a College Board Account
Create a College Board Account onwww.collegeboard.org or https://account.collegeboard.org/login
New Userssign up here
***Do you already have a College Board account? If you’re not certain, check here.
Contact Customer Service if you have multiple accounts. Customer Service will be able to help consolidate them into a single account. (877) 922-6273
To create a College Board Professional Account, the school’s Attending Institution (AI) code is important. Providing the school or district is essential when assigning roles in the Access Management Tool.
Professional Account Required Information
3. Operating the Access Management Tool
Learn how to• Locate the tool• Add Schools to the district view• Troubleshoot issues
Users:• Assessment Coordinators and Designated Campus Staff
Steps To Locate the Manage Access Tool
2. Already signed in? Click here
1. Sign in
3. Open “My Dashboard”
Account Dashboard
The Dashboard lists all of the tools and services available in an account. Educators may have different services listed depending on how College Board programs are utilized. The DAC will need:1. K-12 Assessment Reporting 2. Managing Access to support K-12
Assessment Reporting.
Access Management Dashboard
The Access Manager tools
• View district and campus users • Renew or Revoke selected
users• Monitor Expiration Dates • Assign Roles to users
A best practice is to• Set expiration dates that will
not conflict with the arrival of test scores or when most staffing changes may occur.
• Monitor the expiration dates of district and school staff.
Access Managers
Districts with More than One High SchoolAdding or Removing Schools to the District View
District access shows only district level information. To see individual high schools add each high school.
Select edit on the dashboard to add or remove schools.
Access managers can remove access to a school by using the “X” button in the remove column.
Additional schools can also be added by using the school’s access code that was provided to you upon becoming the access manager.
For Districts with More than One High SchoolAdding or Removing Schools
The user’s institution will appear as theorganization.
CO School District
Adding a School to the District View
Contact Jared Anthony at CDE, [email protected] for missing or additional access codes.
Adding a school requires an access code for each additional high school.
1. When you have the access code, look in the “Professional Organization” dropdown for the selection titled “Select Another Organization”.
2. Enter the school’s access code.
3. Click “Add”
• Scroll down toward the bottom of the “Tools and Services” page to the “Add Additional Tools and Services” section
• Select the “General” drop down and click “Get Access” for “Managing Access to Support K12 Assessment Reporting.”
Troubleshooting: If Manage Access Does not appear on theTools and Services Menu
K-12
Troubleshooting: If a request for an Access Code Appears
If the link says to “Request Access”, contact the District Assessment Coordinator.
If you are the DAC and it says, “to request access...”, contact Jared Anthony at CDE,[email protected]
Colorado High School
K-12
K-12
K-12
4. Assigning Roles Using the Access Management Tool
Learn how to• Manage District and Campus Access
• Manage Users
• Grant Permissions
• Trouble shoot issues
Users:• Assessment Coordinators and Designated Campus Staff
This is the Access Management Dashboard. The tabs at the top of the page allow the access manager to
• Manage users• Assign Roles• Invite Users• See Pending Invitations
Dashboard
Access Management
The Dashboard also allows the access manager to • Grant Access to
schools and the district from a drop down menu
• View user roles for assigned staff
• Review and update expiration dates
Dashboard
Manage Users
Morton High School
Anthony High School
• Names that appear on the list have one or more roles associated with the school.
• The Access Manager can monitor and update expiration dates.
• Access may be revoked if individuals leave or move to new positions.
• If the role indicates N/A, that individual did not specify their employer when they created their College Board account.
Monitor Users
Manage Users
1. Select the role that you would like to assign in the “User role dropdown”.
2. Update the user view using the “update view” button.
3. Check the box next to the name of the person whom you would like to assign to that role.
Tip: If you are an access manager and missing a role, follow the same process.
Steps for Assigning Roles
Assign Roles
1. Over the course of the year, access managers may need to add new district or school users. For each new user added, the access manager will need:• First and Last name• Work email
2. Designate the high school and select an appropriate role for the user.
3. The manager may grant multiple roles in the drop down menu.
4. Emailed invitations will provide a link to log into the Educator Portal once the recipient has accepted the invitation.
Invite New Users to the Educator Portal
Invite Users
1
2
3
4
Invitation to Users
Dear Debbie, Debbie invites you to access with the Detailed Reports (K-12) role for Jane Dapkus School This invitation expires on Tue Mar 20 22:35:53 EDT 2018. Here's how to get started: If you don't have a College Board account, create one here. If you already have an account, click here to add access. You'll need to sign in. Forgot your username? Forgot your password?
Please do not respond to this email as it is not a monitored email address. If you have a question or comment concerning College Board email services, please contact our Customer Service Department. To ensure that collegeboard.org email is not incorrectly identified as spam, please add [email protected] to your address book. © 2018 The College Board. All rights reserved. The College Board, 250 Vesey Street, New York, NY, 10281
Invitations will be sent to users from a College Board, not from the Access Manager’s email account.
The invitation for access has an expiration date.
Remind email recipients to check their junk mail should the email not appear in the Inbox.
• Track invitations to see when they are accepted
• Resend invitations or cancel• Suggest recipients check their
junk mail if the invitation does not appear in their mail box.
• Have questions? Help Topics has information to help navigate and use the manage access tool
Pending Invitations
Manage Access
Welcome to the K-12 Assessment Reporting Portal
Educators may view the Reporting portal by selecting the tool in their College Board account dashboard or by signing in directly at: https://k12reports.collegeboard.org/login
Once permissions are established educators may log in to the K-12 Assessment Reporting portal.
Need Help with Access to the K-12 Reporting Portal?Educators who attempt to use the reporting portal but do not have K-12 Assessment Reporting access permissions will see a notice to request access. A list of Access Managers for the district will be listed in the pop up notice.
School and district staff needing assistance should contact the District Assessment Coordinator (DAC) for more information.
DACs needing assistance should contact Jared Anthony at CDE, [email protected]
Thank You.For assistance contact
Sarah Orlowski for additional k-12 reporting and access management [email protected]
Kelly Doubleday for additional k-12 reporting and access management [email protected]
Jared Anthony for k-12 reporting and access to the “access management” tools [email protected]
For step-by-step instructions on using this tool to assign and manage access for your school, watch our webinar using this link:
www.youtube.com/watch?v=PROWF8BIztU
