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Secure Site

TINA FOOTE

SECURE SITE ANALYST

Secure Site

The Secure Site is located at www.Michigan.gov/baa-secure

If you don’t have access, go to www.Michigan.gov/securesitetraining and click on the “How do I get access to the Secure Site” link for instructions

Test Center Establishment Page

New this year!

The screen is NOT used to complete the SAT and PSAT establishment process

The screen is NOT used to complete the ACT participation process

This screen is available for district and schools to verify schools that HAVE completed the ACT participation and SAT and PSAT establishment process

Lists status of participation and establishment along with ACT and College Board school codes

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Test Center Establishment Page

Is now available

The screen will be updated each Thursday

Click on Test Center Establishment from the Assessment Registration menu

Currently only received ACT WorkKeys information

College Boards SAT and PSAT information is expected shortly

Test Center Establishment Page

Select ACT WorkKeys, SAT, PSAT 10 or PSAT 9 to filter the search results by schools that have completed the participation or establishment process. More than one can be selected at a time.

Test Center Establishment Search Results

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District and Schools Contacts Page

New this year!

Page will list all assessment school contact types from the Educational Entity Master (EEM)

Changes to the list must be done in the EEM by the district authorized EEM user (not always but usually the district pupil accounting person)

Users can use it to identify district and school level contacts within their district

Changes made to the EEM will be reflected on the page the following day

District and School Contacts Search

Use the Contact Type drop down to filter by the assessment contact types used by our office. Only one can be selected at a time.

District and School Contacts Search

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District and School Contacts Search Results

Pre-Identification of Students

January 9, 2017 our office will pre-identify all grade 11 and required grade 12 students from the Michigan Student Data System (MSDS) Fall General Collection (student count day data)

Student Record Maintenance (SRM) files that have been submitted through January 5, 2017

The Pre-Id Student Report will be available to schools 8:00 am, January 9

Schools will be responsible for pre-identifying additional students directly on the Secure Site

Schools will receive barcode labels for student paper/pencil answer documents for students pre-identified by 5:00 p.m., February 14, 2017

Pre-Identification of Students

M-STEP students testing online will need to be put into online test sessions on the Secure Site by 5:00 p.m., February 27 Students will be transferred to eDIRECT in the test sessions

eDIRECT will be available March 7

Students will continue to be pre-identified on the Secure Site through the end of testing for all components of the MME

Schools will need to print student barcode labels from the Secure Site to place on paper/pencil answer documents

Students taking the online M-STEP will be transferred to eDIRECT

Students will need to be put into a test session in eDIRECT at this point

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Pre- ID File Upload

Upload a Pre-ID File

Pre-ID File Layout on log in page of Secure Site

File can be created by the school or district and must be a .txt or .csv file

Pre-ID File Template on log in page of Secure Site

Must use the Student Data File along with the template for column formatting

Must save as a .csv file

A separate file must be created for each test period

Spring 2017 test period = SAT, MI-Access and M-STEP

Spring 2017 WorkKeys test period = WorkKeys

Pre-ID File Upload

Multiple files can be loaded

When ready go to Pre-ID under the Assessment Registration menu and select Pre-ID Students, then select File Upload from the Pre-ID Method drop down.

Check the status of your file on the Pre-ID Results page found under the Assessment Registration and Pre-ID menu

Pre-File Layout

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Pre-ID Template

• Opens in Excel• Must use the Pre-ID File Format document for formatting of each field

• Example…ethnicity is a number• Must be saved as a .csv file before uploading to the Secure Site

Pre-ID File Upload

Select File Upload from the Pre-ID Method drop down

Pre-ID File Upload Results

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Pre-ID One Student at a Time

Students can be pre-ID one student at a time through Student Search

Pre-ID One Student at a Time

Pre-ID One Student at a Time

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Pre-ID One Student at a Time

For M-STEP, Online will be selected automatically if school did not receive an online waiver. If a student is taking paper/pencil, Paper/Pencil will need to be selected.

MSDS Copy

Students can be copied from MSDS into the Secure Site for a test cycle

The MSDS data will be from the Fall MSDS General Collection (fall student count day) and student record maintenances (SRM) files submitted If new students have not been submitted in MSDS, they will not

come up on the MSDS Copy function

Check with your district student pupil accounting person to determine their practice and timing of when they submit new student enrollment in MSDS

MSDS Copy

Select MSDS Copy from the Pre-ID Method drop down

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MSDS Copy

“Source Grade” is the grade the student is currently listed in MSDS. Remember we are using Fall MSDS data and SRMs, so it should be the student’s current grade unless a student was held back and MSDS was not updated

MSDS Copy

Destination Test Cycle – test cycle the student should be pre-identified inDestination Grade – the grade level the student will be testing in

Pre-Identification of MME Students

IMPORTANT:

Students must be pre-identified to all three MME assessments SAT, WorkKeys and M-STEP separately. This is important for barcode labels and also for accurate initial material orders paper/pencil testing and transfer to online system for online M-STEP

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Mass Update Assessments

Students pre-identified to one of the three MME components can be copied over as a group to the remaining two MME components

Mass Update Assessments

Search Test Cycle that students have already been pre-identified in

Pre-ID Student Report

• Students are available on the Pre-ID Student Report as soon as they are pre-identified to a test cycle

• Can search by Test Period (SAT, MI-Access and M-STEP) (WorkKeys is it’s own) or Test Cycle

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Pre-ID Student Report

Pre-ID Student Report

Use to ensure students are pre-identified to all three components of the MME (SAT, WorkKeys, and M-STEP science and social studies)

Students can be unassigned from a test cycle from the report

Use it to ensure all paper/pencil answer documents are returned

Use it to identify students that did not test and jot down the reason – you will need this information later

Barcode Labels

All paper/pencil answer documents require a student barcode label on it for scoring Missing barcodes can delay or prevent student scoring

Schools may incur a fee for each missing barcode label

Barcode labels for students pre-identified on the Secure Site by 5:00 p.m., February 14 will be printed and shipped from the contractor

New students pre-identified, missing barcode label or damaged barcode label must be printed by the school from the Secure Site

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Barcode Label

SAT, WorkKeys, M-STEP, PSAT 9 and PSAT 10 barcode labels must be used on the correct answer document.

The assessment name (Spring 2017 SAT, Spring 2016 WorkKeys, etc.) will print on the barcode label based on the Test Cycle you select, ensure it is placed on the correct answer document.

Barcode Label

Barcode Label

Pre-ID After Date field – use this to filter students that barcode labels were not printed by the contractor. The cut off date will be February 14 so when printing barcode labels enter February 14 in the field and only bring up new students pre-identified after February 14

Starting Position field – when using a partial sheet of labels, enter the position the labels should start printing on. This will prevent you from using a new sheet of labels every time.

Number of Copies field – this does not need to be used with SAT or WorkKeys since there is only one answer document. When printing M-STEP you can change the field to 2 to get labels for both science and social studies

Print barcode labels on Avery 5161 or 5961 labels. They are 1”x4”, 2 columns and 20 to a page

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Barcode Labels

After selecting students and clicking the Print Barcodes button, printing instructions will display….please read before clicking OK.

Barcode Labels

Labels will come up in Adobe….if it does not make sure pop up blockers are disabled.

Click the Printer Icon in adobe to print and follow the previous printing instructions that displayed.

Do not click on File and print, this is part of the web browser and will not print the labels.

SAT Material Orders

SAT standard materials will be sent based on the number of students pre-identified minus the approved accommodation applications Accommodated materials will be sent based on the approved

applications

Standard material count will be based on the pre-ID in Secure Site on February 14 at 5:00 pm

Important to have all your students pre-identified to ensure the proper number of initial materials

Standard material order can be viewed on the Initial Material Order page but it can only be changed by the number of students pre-identified for testing

Accommodated versions cannot be viewed on the order screen

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SAT Material Orders

Additional material orders, if needed, can be entered on the Additional Material Order page March 23 – March 30

Make Up materials will be ordered through College Board April 12-April 13

WorkKeys Material Orders

WorkKeys standard materials will be based on the number of students pre-identified

Standard material count will be based on the pre-ID in Secure Site on February 14 at 5:00 pm

The number of standard materials can only be updated based on the number of students pre-identified

Important to have all your students pre-identified to ensure the proper number of initial materials

Schools must order accommodated materials needed from the Initial Material Order screen on the Secure Site The accommodated order will be subtracted from the standard materials order

WorkKeys Material Orders

Additional material orders, if needed, can be entered on the Additional Material Order page March 23 –March 30

Make Up tests will be ordered from the Additional material Order page of the Secure Site April 12 – April 13 – put it on your calendar.

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PSAT Material Order

PSAT standard materials will be sent based on the number of students pre-identified minus the approved accommodation applications Accommodated materials will be sent based on the approved

applications

Standard material count will be based on the pre-ID in Secure Site on February 14 at 5:00 pm Important to have all your students pre-identified to ensure the proper

number of initial materials

Standard material order can be viewed on the Initial Material Order page but it can only be changed by the number of students pre-identified for testing Accommodated versions cannot be viewed on the order screen

PSAT Material Order

Additional material orders, if needed, can be entered on the Additional Material Order page March 23 – March 30

There are no make up materials for PSAT, use the original materials that were sent

M-STEP Material Order

M-STEP standard material orders will be based on the students pre-identified AND selected for paper/pencil testing Once the order is saved (if done before February 14), students may

continue to be pre-ID but you will need to change the number of standard materials on the order screen by 5:00 pm, February 14

Accommodated materials will be ordered from the Initial Material Order screen on the Secure Site Braille and Enlarged Print will require the selection of the student(s)

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Material Orders – IMPORTANT

• Check the order screens to verify the counts, address and who the order is going to

• Corrections or changes to the Address field must be made in the Educational Entity Master (EEM) by the district authorized EEM user (usually the district student pupil accounting person)

Incident Reports

This is not used for College Boards SAT, PSAT or ACT WorkKeys. Following their instructions to report incidents

Complete an incident report: Requesting a new test (online or paper/pencil)

Reporting a student who is resuming testing (paper/pencil only)

Reporting test irregularities and misadministrations

Marking a test “Do Not Score” (paper/pencil only)

Marking a test “Prohibitive Behavior,” and

Marking a test “Nonstandard Accommodation”

Check the M-STEP manual for more details in Appendix C

Incident Reports

• Must search before a new incident report can be created• If you select test cycle only it will search for any incident reports submitted based on

your level of access• Only enter a student’s name and/or UIC number if you are looking for a student that

has already been included in an incident report

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Incident Reports

Note that you can also review a report by clicking on Review Report from this page

Incident Report

• The Requestor Name/Phone/Email comes from the users MEIS account and can be updated by logging into MEIS

• CC Email field can be used to copy an individual on the Incident Report• Contact Title/Name/Phone/Email is the district assessment coordinator from the

Educational Entity Master (EEM) and can be updated by the district authorized EEM user

Incident Report

• Click Save to save the incident report without submitting it to the assessment and accountability office• This will save the incident report so you can go back and later and complete it

• Click Save and Submit to submit it to the assessment and accountability office for review• Once it has been submitted you cannot update or change the incident report unless

additional information is requested

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Accountable Students & Test Verification

Last opportunity to fix or submit issues that affect assessment and accountability reporting

Used to verify student enrollment and demographics for accountability purposes. Opportunity to update MSDS with student enrollment, exit and

demographics for accountability and assessment reporting

Need to involve the district student pupil accounting person

This will not be available for PSAT 9 and 10

Accountable Students & Test Verification

Used to verify paper/pencil and electronic answer documents have been received by the contractor.

Used to log a reason a student did not take one of the required assessments. This is not used for PSAT 9 and 10

Possible accountability exemption

Meet federal reporting requirements

Start watching for communications regarding the process in May.

Accountable Students & Test VerificationThings to do ahead of time….

Warn your student pupil accounting person that we will be pulling student enrollment, exits and demographics for accountability and assessment reporting using an “as of date” on or before May 26, 2017 and submitted by June 21 This will not be needed for grades 9 and 10.

DAS will not use the MSDS End of Year Collection, so Student Maintenance Files (SRM) will need to be submitted to update student information. Watch for additional communications regarding the deadline date which may be early June. This will not be needed for grades 9 and 10

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Accountable Students & Test VerificationThings to do ahead of time….

Remember, districts do NOT have to wait to update MSDS until our review period, this can be done prior to and through our review period

Give a copy of the Best Practices, MSDS Reporting Guide for Trouble-free Accountability Data located at www.Michigan.gov/securesitetraining to the district student pupil account person.

Accountable Students & Test VerificationThings to do ahead of time….

Ask teachers to keep track of students that did not test with the reason why and turn that information in to a centralized person

This will not be needed for grades 9 and 10

You will need this to identify if a test is missing or was not taken

You will need this to select a reason a student did not test

Accountable Students & Test Verification

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Secure Site Support

www.michigan.gov/Securesitetraining

Email baa@Michigan.gov

Call 877-560-8378, select option 3