Using the OEAA Secure Site - Michigan Institute for Educational
Contents
1. button located on Student Search page o When saving new student system will double check for a matching record o Fields in red are required Add a New Student Add a New Student ugemi Scart Add a New Student 1 MSDS Copy lest MSDS Dopey Limi o Once the list of students return select all or select only a few students to be copied over into the OEAA Secure Site o Once you click Save a file is created and the students are loaded into the secure site MSDS Copy MSDS Copy o Click on MSDS Copy from the left o Important to note date at top left of MSDS Copy screen o Can only use for students that were submitted on the MSDS submission dated at the top left MSDS Copy o Once saved Pre ID Imported Files screen will display with status of file o Must click Search button to refresh screen to view the change in status o If an error is displayed must contact OEAA Student Test Cycle Copy o Click on Student Test Cycle Copy from the menu at the left o Allows a user to copy students from a previous test cycle into a new test cycle o Mostly used by private schools who do not submit a MSDS file Student Test Cycle Copy Maden esl Cycle Copy Student Test Cycle Copy o Once saved Pre ID Imported Files screen will display with status of file o Must click Search button to refresh screen to view the change in status o If an error is dis2. Tested Roster o Submission of not tested reasons o Hosting score reports and data files Welcome Announcement Screen To view lnmpertant information aed documents pertaining to a specific axsessrment saiet He nessen hon Ihe donjons menu below To begin working on the OF AA Secure Site piezse chek on the epprepriete ink fromm the mens at thee left E worse pihen ri i wey IL lel aird barcode bebe Lota The date Misia Cedar sore wil Eee sealain airus 4 Buh Ji Saji ip ode Rie Poe ere Diii sdh he simi Conima be aes additional memas VIH Tee b Ailit eel ee ie ee iii mern Welcome Announcement Screen Initial Material Orders aol Coder creer wil be aed Cebruery 3 cred muerte Kien Cee Cecicheriatie for erry achiral mileti Cola Odp b dT ji eee ari pria daliai o Order initial testing materials and accommodated versions District school may need to estimate Opportunity to order additional materials closer to the assessment o Used by the contractor when determining parrean meannan Eats quantities to print Detia Cass ANALITA fom DEAA Security Compliance Foren DEAA Sbuata Commlaoce For Ee OF AA Secure Se liser Mania D Sette bia Une Manusi ie a a Bre D0 File Formit Eee Pie Moral Versen 2 4 Daire Harih Li ara edb Pes meet Cacai 0 ert abe Enei Ha 02 Sree Wire Initial Material Orders Initial Material Orders o If you do not enter counts o Click on Initial Material Orders at the lef
3. either the school or district office ELPA r E A a Orie address listed in the EEM The selection AS SeS INEN SC PCIE is made by a district level user and is o Click on Add l Material Orders from the for the complete district left o Always check for school or district overage before ordering additional materials o The Additional Material Orders screen Additional Material Orders Additional Material Orders Additional Orders Test Cycle ISD District School Test Cycle l 15D Select v Select District School _ None v None Additional Material Orders Additional Material Orders o MME materials will be shipped to the o MEAP Access materials will be MME Test Supervisor address listed in shipped to the MEAP Access ine BEM l l l Coordinator address listed in the EEM MEAP materials be shipped to either the school or district MEAP Coordinator G ELPA materials will be shipped to address listed in the EEM The either the school or district ELPA selection is made by a district level Coordinator address listed in the EEM user and is for the whole district The selection is made by a district level o Ml Access materials will be shipped user and is for the whole district to the district Ml Access Coordinator address listed in the EEM Order Summary Tracking Order Summary Tracking o Track the status of your order s and shipment of assessment materials o Click on Order Summary T
4. Not Tested reasons submitted No AYP Change either the content area is not used for AYP and does not affect participation or the reason not tested cannot be used for exemption which would result in No AYP Change AYP Change the content area is used for AYP and the not tested reason can and will be used for AYP participation exemption Open the not tested reason still needs to be reviewed by OEAA to verify if the reason is eligible for a AYP participation exemption Not Tested Issues tudeeris Mot Tested asira VWs m Maida Ech Hadcal Emergency AP Changa ama E Eae H Oher AYP ho Changa Litl uho Badia Gch P 5 fa Click on the Issue number in blue to view the details Report Printing Options o Default option is the Green option o Selection must be made at a district level for public schools o Selection made at a school level for private schools o All reports still available on secure site in pdf format for either option o Selection made during or after tested roster 14 Report Printing Options Student Test Scores Report rating Options o Users can access score reports on the each Citera OEAA Secure Site by clicking on Test Cycle Fall 2008 M 10 er Bay Area 0 8 Student Test Scores from the left District School _ A as wi o Electronic reports are available on the Search Results save NOTE The report printing options apply only to printed paper reports O
5. not be included on the report Pre Identified Student Report Click on Pre Identified Students from the left 1p Ethnic Codes Pre ldentified Student Report cand 2 Asian or Pacific Islander 3 Black not of Hispanic Orig Spring 2009 ELPA ie 5 White not of Hispanic Origin 0 Wayne RESA 6 Multiracial District Dearbom City Schoo District 7 Othe School Charles A Lindbergh Elementary School Grade 00 K it e a ay LT Unassign Students Student Summary Lint Wee Pampita Bith Data jatres hhh Shite Mi sagan Ta Unaeaign District Grade Artediments Scheduled Lansing Pubbe Scheel Disteh 2020 Dwight Bich Middle Scho SEAI 07 Fal SMT MEAP Grader 3 District i Grade Assessment History Bredgrs Elari 0E Boni SCE EFi Brdar Putiki Shorea i1 U Unassigned IT Ariran Taken Pre Identified Student Report o The report can be used as a tool to ensure that all answer documents are returned o If a student did not test you can note on the report by hand the reason This can be very useful when verifying tested roster after the assessment o Once the testing ends schools will no longer have access to the Pre Identified Student Report Print it Barcode Labels o All answer documents MUST have a barcode label o Reprint and replace any damaged barcode labels i e student tried to peel label off student marked through barcode etc o Do not need to reprint a barcode lab
6. o Ability to select the number of barcode labels per student and also the starting print position on the sheet of labels Barcode Label Printing tee HES LAPP Fac aa ied Pigment Siwur Mma Comers erat F oma Tp HP laisia da FEL amp dF ered Cer O hmas Part Source bp POF page ma Jinri ia Pil Pert toio ari biach Firar Tia ihre Updating Student Demographics o Demographics can be updated during the tested roster period by schools however if the MSDS data is submitted correctly schools should not need to update demographics o Feeder School Code and LTFAY cannot be updated or changed by schools o Demographics can be updated through the Mass Demo Update screen or the individual student s demographic screen 10 Mass Demo Updates Mass Demo Updates Se ee o Select Mass Demo Updates from the left o All fields in the Update Field section can be updated for a group of students at one time o Student s names will be listed as a blue link and can be clicked on to go to that student s demographic screen for updates This would save time rather than doing a student search for multiple students Tested Roster Tested Roster o Click on Tested Roster from the left for MEAP o You can submit an issue for missing test Ml Access MEAP Access and ELPA missing students student that should be moved o Click on MME Tested Roster for MME and student test records that need
7. to be o The Tests Taken columns will be specific to the pO eG MOi E SARE ont reer assessment type i e ELPA Ml Access MEAP O The tested roster can be printed and will list ALL MEAP Access and MME students that were pre identified for testing and were not unassigned even if they did not test opportunity to review the data make Can be used to determine if there are demographic corrections and report missing students missing from the tested roster that answer documents prior to the creation of reports did test and data files o The tested roster review period is the LAST Tested Roster Tested Roster o The tested roster screen list all students and answer o A note in red will appear above the list of students if documents received by the contractor along with one or more students are not identified as special student s demographic information education SE on the Ml Access and MEAP Access o The tested roster can be downloaded using the If not marked SE test will be invalidated and will not be Download button at the top right update demographic counted for AYP information and then download using the Demographic Students that have been bubbled with a non standard Upload link on the menu accommodation NS and or prohibited behavior PB You cannot change auden iame HEMOUEG will need to be verified and if marked incorrectly will need to be appealed to OEAA using the tested roster student add a student or chang
8. to be linked OEAA nightly automatically downloads UICs from CEPI Nothing to do in OEAA Secure Site If student is shown as assessed in all content areas even if more than one line you do not need to submit a not tested reason Students Not Tested o Search defaults to Not Assessed students o Change Assessed field to All to list all students Easy to identify if student has multiple lines of data 13 Students Not Tested students Mot Tested Search mirii Debor Kaingy Soy Cind Lg Arrermrni Tear Fel 23 eee M hhh bt ES ES M LIF IO By Or Eih IE LEF EO MA W EE IG T tase Codet The me was ecoepted ME MEGP E Eremo baad an the maun that i TEF Mi Ml ote H Gontent res not sprapsad Mi ADAP tore Bo Andee hae been subriib d Dl Gut al Level Fil Protein Mahar Mis Mon Seeareh Not Tested Issues o Click on Not Tested Issues on the left Students Hol Tested Issues Search Cremer Arrespmeni Tear Report Printing Options o Click on Report Printing Options from the left o Two options Print All Reports Class Item Analysis Class Roster Comprehensive Report Demographic Report Individual Student Report Item Analysis Report Parent Report Summary Report Student Record Labels The Green option Print Individual Student Report Parent Report and Student Record Labels All other reports available online Not Tested Issues o User can view all
9. EAA Secure Site prior to the hardcopies that are shipped to school Regardless of the printing option selected all reports will continue to be available in electronic format to view print and or download Sekt 0 0 Report Printing Options Print All Reports Class Item Analysis Class Roster Comprehensive Report Demographic Report Individual Student Report Item Analysis Report Parent Report Summary Report Student Labels The GREEN option Print Individual Student Report Parent Report and Student Labels All other reports are available online Student Test Scores Student Test Scores o Downloadable Student Data file is available on the Student Test Scores screen o Once you select the Test Cycle from the dropdown the links at the bottom of the page will change specific to the test cycle These include the Student Data File Layout Guide to Reports etc Student Record Labels Student Record Labels o Student Record Labels are sent to schools with the printed reports o Can be reprinted by clicking on Student Record Labels from the left o Make sure that Page Scaling is set to None and that Auto Rotate and Center is checked o If you have an older version of Adobe you will tine not have a Page Scaling field but instead will have Shrink to Fit or Shrink Oversized Pages These will need to be unchecked a o All students will be listed based on search criteria entered select the students desir
10. Using the OEAA Secure Site www michigan gov OEAA Secure User ID o OEAA will create district administration level users for public schools and school administration level users for nonpublic schools The form is available by emailing oeaa michigan gov o Password resets should be done by the district administration level user If OEAA must reset a password for an active user the user needs to send a request to oeaa michigan gov from the active user s email address Welcome Announcement Screen First screen after logging in to the OEAA Secure Site Click on Announcements on the left at any time Contains important messages related to the OEAA Secure Site Contains important deadlines and dates related to tasks on the OEAA Secure Site Contains information for all assessments MEAP Ml Access ELPA ELPAS ELPA Screener MME SCAS MEAP Access User ID o Each district should have at least one district administrator level user identified for the OEAA Secure Site OEAA recommends having more than one o OEAA will direct a user request to one of the district administrators o District administrators have the ability to Create new users Delete users Modify a users level of access Modify a user s access to building s Reset passwords Functions of the OEAA Secure Site o Order assessment materials o Pre identification of students o Demographic management o Verification of scanned answer documents
11. arch from the left o Most students will already have a record ey uct nae f o Use one or two letters of the first name 4 Cty of Bet last name and DOB on a Statewide Primary Ethnie Group search for better results Dana Nene Schoo Nene Building Code State Wide Search Requires Last Name First Nasse Date Of Barth tudent Search New student ure Student 1D Name Girth Oste Gender Ethricky 69445970250 foote nathan d 15 1986 M Asian or Pacific Islander Student Search One Student at a Time Student Search One Student at a Time 0 Click on Add Test Cycle button for ELPA Student Information MEAP MME Ml Access and MEAP Access ee o o Click on ELPA Screener for ELPA screener Ti Ls ie i ent ry Address City State Zip d E Michigan o Required fields are in red If you cannot See the grade field to the far unass nDistrict Buildin Grade Assessments Scheduled right may have to scroll over depending on P Lansing Public School District 33020 Dwight Rich Middle Schoo 5068 07 Fall 2007 MEAP Grades 3 9 U screen size District Building Grade Assessment History Bridgman Public Schools 11340 Bridgman Elementary School 0400 06 Spring 2008 ELPA U Unassigned T Assessment Taken Student Search One Student at a Time Add a New Student o Most students should already have a record o Always do a student search before adding a new student o Click on New Student
12. are English language learner ELL and if there is see al m E a need for ELL services ISD District School al None 9 None O Scored by the schools not the state by clicking Ise nt Gener ELPA Screener Entry from the left z ul o Schools responsible for entering student Ethnicity UIC Student wi information and scores LastName i Fist ame Satay Sater o Student barcode labels can only be printed after Ld Submit Date W Dese W entering scores o Student Record Labels are not available for the ELPA Screener at this time Search Results 150 District School Issue Type Issue Status Issue Number Submit Date Status Date District Rpt Date uIc Student Name Gender Ethnicity Grade Fnter search criteria and nress the Search Rutton ELPA Screener Entry ELPA Screener Entry FORA Soreener Fairy o Click on ELPA Screener Entry from the menu at the left o The Test Information section is specific to a FME grade level and will open once the grade level DP rer ic crop is selected ninpa o The Years of Schooling field is important for y AYP purposes ELPA Screener Reports o Available immediately by clicking on ELPA Screener Reports after entering ELPA Screener scores have been entered o Only have access to scores that were entered by your school or district depending on your level of access o Reports available Individual Student Report Class Roste
13. e the test taken fields screen on the file If not appealed test will be invalidated and will not If a student is missing or should not be included on count for AYP the tested roster for your school you must submit an The tested roster will not be available after the review issue from the tested roster screen period has ended PRINT it using the Report button Tested Roster Tested Roster Issues Tested Roster Search District o Click on Roster Issues from the left FEF _ O Submitted issues are reviewed by OEAA 2 Test Cycle al Spring 2009 ELPA W o Status of submitted issues can be tracked 4 Non Std Primary Ethnic Group Grade Gender Test Discrep PB Accomm Accomm a TO wi yw Open SE LEP ED HS Homeless l l MS FLEP i aly aly wy a ly m ta gt In Process Class Group Code a Not Fou nd ial Math E Science 3 Social Studies __ ELPA Search Results Combine Move Mising student Missing Test Accepted The district that you have selected has 1 student s marked as prohibitive behavior and 6 student s marked with nonstandard accommodations If this is incorrect please R 6J e Ct e d submit an appeal before the end of the tested roster period Tests Taken School uIC Student Student Name Gndr Eth DOB Grade M SCSS R W L SP FLEP LEPED SE PB NS Tested Roster Issues ELPA Screener Entry Tested Roster Issues o ELPA Screener is used to determine student that Test Cycle Isue Type ise Status
14. ed Move to new test cycle Move to new school Change grade level Unassign students from test cycle PrelD Mass Update Preld Mass Updates Search Criteria ISD Barry ISD 08 v School i Deton Klog High School 0900 L Assigned Unassigned Students AII Students v pdate Fields Destination Test Cycle Destination School District Delton Kellogg School District 08010 Test Cycle E Spring 2009 MME w Sort By i Sort Order Default v ase W Assign Unassign Students None J None None Search Results School Student Select Al tt a Assigned Student Name Grade Unassigned Unassign Students o Not required but recommended o Once unassigned student will no longer show up on Pre ldentified Student Report or other secure site reports and screens o If not unassigned will not affect AYP o Can unassign group of students on Preld Mass Update screen or individually on Student Demographic screen Pre Identified Student Report o Always run a Pre ldentified Student Report well in advance of deadlines by clicking on Pre Identified Students from the left o Students will be on the report as soon as they are identified using any pre ID tool o Schools will receive printed barcode labels for students listed on the report prior to pre ID deadlines set by OEAA o Students who will not or should not be assessed and who are unassigned from the test cycle will
15. ed click on the Submit button o Ability to change the starting print position on the sheet of labels 15 Educational Entity Master EEM Future Developments o Entity information updated nightly e District name and state code building name O Using MSDS Early Roster instead of and state code grade configuration OEAA Pre ID o Email updates and important information sent o Race to the Top and State to assessment contacts principals and Longitudinal Data System impacts superintendents listed in EEM o Other Ideas o Materials shipped to address and contact person listed for assessment o Changes must be made in the EEM by the district authorized EEM user OEAA Secure Site User Manual Questions o The user manual for the OEAA Secure Site can be found in several locations on the site Log in page prior to logging in Bottom of the Announcement page The button at the bottom of the menu on the left once you have logged in The Support link at the top of each page of the site o Contact OEAA at oeaa michigan gov or 877 560 8378 for additional assistance Contact Info Dave J udd Assistant Office Director OEAA juddd michigan gov
16. el due to demographic changes o Reprint and replace incorrect barcode labels i e barcode was placed on answer document but a different student used the answer document Barcode Labels o Barcode labels are not specific to content area but they are specific to school and test cycle i e ELPA MEAP Access MI Access MEAP and MME o Students not on the Pre ldentified Student Report will need to be assigned to the school and test cycle prior to printing barcode labels o Click on Barcode Labels from the left Barcode Label Printing o Make sure that Page Scaling is set to None and that Auto Rotate and Center is checked o If you have an older version of Adobe you will not have a Page Scaling field but instead will have Shrink to Fit or Shrink Oversized Pages These will need to be unchecked o Only print barcodes locally using a laser printer NOT INKJET Updating Student Demographics o OEAA will update the following demographics using the current MSDS submission just prior to the tested roster Economically Disadvantaged ED English Language Learners ELL Ethnicity Homeless HL Migrant MS Special Education SE Feeder School Code Less than a Full Academic Year LTFAY Barcode Label Printing o After Date only students identified after the date entered will be listed o Students will be listed based on search criteria select students desired click on the Submit button
17. played must contact OEAA Pre ID Import File o The file format is located on the LOG IN page before logging in or at the bottom of the Announcement page after logging in o Districts schools can extract student data from their student record system o File must be in the required format and saved as a csv or txt file o File will be loaded by user to the OEAA Secure Site Student Test Cycle Copy Select Student Copy List School Name Birth Date Gender M Metropolis High School 0000 Kent Clark 6 1 1938 F N Metropolis High School 0000 Lane Lois 3 14 1990 F V F Metropolis High Schoo 0000 Luther Lex N90 M F o Select all or select the few students to be copied to the new test cycle o Once you click Save a file is created and the students will be loaded into the new test cycle selected Student Test Cycle Copy Pre ID Template o The template is an Excel file and is located on the LOG IN page before logging in or at the bottom of the Announcement page o File must be saved as a csv prior to loading to the secure site o Districts schools can extract student data from their student record system o File will be loaded by user to the OEAA Secure Site by selecting Pre ID Import from the left Loading Pre ID File Loading Pre ID File o Once saved Pre ID Imported Files screen will display with status of file lt o Must click Search button to refresh screen to view j the change in
18. r Student Data File Students Not Tested o Data under Enrolled columns loaded from the current MSDS submission o Date under the Assessed columns loaded from the OEAA Secure Site o Fall assessments MEAP Ml Access MEAP Access included on Student Not Tested screen together o Spring assessments MME and Ml Access included on Student Not Tested screen together Students Not Tested If the student took multiple assessment type MEAP Ml Access or MEAP Access then the student will be listed on two or more lines If student is shown assessed in all content areas do not need to submit a reason why the student didn t test If no check box or data under Enrolled columns student not on MSDS and do not need to submit a reason not tested Click Students Not Tested from the left Students Not Tested o Purpose is to report reason why a student did not test o Needed for federal reporting for all content areas o Used for possible AYP participation exemption for math and reading Reviewed by OEAA to determine if it meets exemption guidelines Science writing and social studies are not used for AYP Students Not Tested o Enrolled and Assessed data matched based on student Unique Identification Number UIC number If OEAA and MSDS UIC data does not match student may be listed on two lines District UIC resolver should be notified that the student may have multiple UIC s that may need
19. racking from left o The following information will be available Search Criteria when tracking your order shipment a a a Order Detail for each order from initial and District l e additional material orders None None Current status of ordered i e pending shipped Order Number Order Status Date shipped m Tracking number with link to track the package through the shipping vendor i e FedEx or UPS Order Summary Tracking Pre Identification of Students Samanna o Pre ID students Some students may be pre identified by OEAA depending on assessment o MEAP students are loaded for grades 3 9 for most districts but not all o Ml Access and MEAP Access OEAA does not pre id students o ELPA students with low ELPA screener scores submitted as an ELL student on MSDS and students that took the previous pm spring ELPA en o MME grade 11 students from the SRSD and eligible grade 12 a ers ae RE students ims n e i E One Student at a Time New Student W e l na MSDS Co Click on View under Order Detail for details of order py Click on link under Shipment Detail to view the packing slip Student Test Cycle Copy Click on the link under Tracking to track the order Pre ID File Upload Template Click the Report button to print Student Search One Student at a Time Student Search One Student at a time Student Search J Partial Info Search O Click on Student Se
20. status Iie pad r P bagat te o If an error is displayed click on the error link in blue cgi for a detail of errors to be fixed o If more than 50 errors are found no records will load o Click on the radio button to the left of the file and click on the Download button to download the records with errors Pria ae oe are LS See Mee L Regs eee boar Loading Pre ID File Loading Pre ID File o A message may display stating that there are students to be resolved by your UIC resolver Records have loaded but there may be problems with the UIC such as a duplicate UIC multiple UIC or a missing UIC EE EERE aerar Notify your district UIC resolver Dan WA tse nn ny ans e a oe tomar ez enema There is nothing more to do on the OEAA Tha cieptreck for TA ENAA a TAS esl cain fe al lamas eg seo lane Secure Site regarding the UIC s arire Drempt pigen gign me uewrat ber The name of the p nn why wooded ihe Coreipeoniy batch fi Subenitbed The dabe trr that the fle was suberetted gring tre pubruthed upload ae date E uninad d A bi eorolited ai ih _ ueni fer Pr Tha cht ere TRE an Lape fale Pal Gigi el ihe heey Lee 7 Pte Smt Baiat Cirpi h 4 z pate i pgri rise to be Mre by Dh DRATD aidhear ee Ehe Sie ieee Bh Pa peed Mha Pre ID Mass Update o Click on PrelD Mass Update from the left o Update Fields section opens after search o Mass updates for students already pre identifi
21. t MEAP MME and ELPA may not receive enough as materials and will not receive any accommodated o Each Initial Material Order screen lists only versions of assessment materials available for the assessment selected Ml Access and MEAP Access will not receive any materials Initial Material Orders f Search i z l istri hool o Verify correct shipping address and contact person test peT a coordinator and if incorrect notify authorized district Selec v Select Educational Entity Master EEM user District School Grade levels displayed on the Initial Material Orders None i none i screen are based on the grade levels for the building in the EEM If grade levels are not indicated in the EEM all grade levels are displayed Initial Material Orders Initial Material Orders intial Maternal Orders MME materials will be shipped to the attention of the MME Test Supervisor listed in the EEM MEAP materials be shipped to either the school or district office MEAP address listed in the EEM The selection is made by a district level user and is for the complete district MI Access materials will be shipped to the attention of the MI Access Coordinator and address listed in the EEM Initial Material Orders Additional Material Orders o MEAP Access materials will be shipped to the attention of the MEAP Access Coordinator and address listed in the EEM o ELPA materials will be shipped to l l l
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