Chapter 3: Users - kiteassessments.org
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1. n n n n a T Teacher amp n a Teacher PNP Monitor Read Only Reactivate me fe Test Proctor n a Monitor Reactivate Scorer n Score Extended n a n a Response Items KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 5 Viewing a User To view a user perform the following steps 1 Log in to Educator Portal 2 Click the Settings menu A SETTINGS TEST MANAGEMENT REPORTS 3 Click the Users tab From Select Action select View Users Select your organizational information Ar Status Educator First Name Last Name Identifier STATE ofo gt 10 No records to view DISTRICT SCHOOL 6 Click Search 7 Review the list of users KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 6 Uploading Multiple Users Using a CSV File Note Users can only add user accounts at a lower level of access For example a user with district level access will only be able to create users with school level access If you need to add many users at one time create a CSV file All users educators test coordinators principals superintendents etc can be included in one CSV file Note A CSV file template is available Contact the ATS Help Line or your organization for more information User CSV File Format Note This file format was up2. Status pine First Name Last Name STATE DISTRICT Misa p gt o View 1 1 of 1 KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 19 9 On the Modify User screen click the Remove Organization button underneath the organization SELECT ORGANIZATION amp ASSIGN ROLES STATE ROLES v Available Roles Default Role O Building Principal DISTRICT O Building Test Coordinator Aa Building User Consortium Assessment Program Administrator SCHOOL District Superintendent v District Test Coordinator District User Alnahal Quotam Default Organization y 10 When you are finished making changes scroll to the top of the window to click Save KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 20 Resending an Invitation Email Note You must have sufficient access privileges to resend an invitation email When user accounts are created an invitation email is sent to the individual Sometimes you may need to resend that email invitation To resend an invitation email perform the following steps Log in to Educator Portal Click the Settings menu Click the Users tab From the Select Action drop down menu click View Users Select the organizational information Click Search Click the checkbox next to the user who needs a new ema
3. activate a user perform the following steps Log in to Educator Portal Click the Settings menu Click the Users tab From Select Action click View Users Select your organizational information Click Search Click the row that contains the user information you need to activate Click the Activate button aS ee Select Action View Users Educator identifier SELECT ORGANIZATION Status First Name Last Name STATE DISTRICT View 1 1 of 1 SCHOOL Note The user will receive an email inviting them to log in to Educator Portal KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 23 Changes to the Chapter The following table lists the changes made to this chapter since the last major release of the documentation Note The Page column indicates the page number of the current manual where the change appears Change Page Description of Change Logged 12 17 2015 Updated the text 12 17 2015 3 6 3 12 Added the note 12 17 2015 3 9 3 10 Updated graphics 12 17 2015 Added Reviewing User File Upload KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu
4. 3 1 Chapter 3 Users A user is a person who has a login ID user name and password for the Educator Portal system The vast majority of Educator Portal users are educators and other professionals involved in the educational system of the organization Hint Students taking tests aka assessments have a login ID user name and password for KITE Client Procedures related to students are in Chapter 4 Note More information about KITE Client is available in the Educator s Guide to KITE Client a separate manual As with any computer based system users should exercise care with their login and password A login is meant for individual use Depending upon your situation consider logging out or locking your computer when you will not be accessing it for a time period Note Chapter 1 explains the requirements for Educator Portal passwords in the procedure Changing Your Password Chapter Contents Chana cae A O c bs Ane ne et E A E ee eee zl Uode CaM User ARO LSS errereen E E E E E TE senteneaneeds 32 Individual Updates and CSV Uploads ssircicaiiinirciniion inaa iEn iii E 3 2 Permissions Related to Changing Information in Educator Portal cc ccccccccceceeeeeeees 3 3 P rnussions Related to IC SUNN aac an dt aseredeaasauedesasatenansvesedasacarsnetacauedssavavieeccavadaoaceeseeaccas 3 4 be ea 10 a Ohl gene ne ee er ene eee ee ne ere ee ee eee er ee eee eee 3 5 Uploading Multiple Users Using a CSV File cccccccc
5. H Primary_Role The primary role is the user s default role or the role that will be selected when the user first logs in to Educator Portal The role must be one that is valid for the organization Note As of September 2015 the role must be entered as an abbreviation See the following tables for explanations of each abbreviation Secondary_Role See values for If a user has a second role in Primary Role Educator Portal enter that role in this column For example a District Test Coordinator might also be a Building Principal Primary_ Assessment Y varies At least one assessment program _Program must be associated with a user when their information is uploaded Note Some commonly used entries are AMP CPASS DLM KAP etc Abbreviations for Role and Organization Role Role Description Organization Organization Abbreviation Abbreviation Description Building Test Coordinator CONS sT KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu Role Role Description Organization Organization Abbreviation Abbreviation Description Test Proctor BLDG Building RN CO UP To KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 9 Uploading a User File To upload a user file perform the following steps 1 Log in to Educator Portal 2 Cl
6. and a brief description of each role Most of the roles in Educator Portal have either building level usually one school or district level access In general building level access allows the user to view students in an individual building or school while district level access allows the user to view students in an entire school district Note To protect access to student data some of the roles including Teacher and Test Proctor can only see the students who have been assigned to them by a roster Refer to your organization s publications for any customized roles in use Individual Updates and CSV Uploads Information can be created or edited in Educator Portal either by making individual changes on screens or by uploading a batch of information using a CSV template The five main upload templates are e Organization Upload Template csv the organization upload creates or updates districts and schools in Educator Portal Use of this template 1s limited e User Upload Template csv the user upload creates or updates users in Educator Portal The user upload also assigns 1 2 roles to a user one is required Enrollment Upload _Template csv the enrollment upload creates and updates students in Educator Portal With this upload students are associated with particular schools Instead of using this template some organizations use automated data feeds e Roster Upload Template csv the roster upload creates a connectio
7. ccccccccccsesseeeeeeeeeeeeeeceeeeeeeeeseeeeeeeeeeeeess 3 6 MSS TETO e E E E 3 6 MU aT SE erT i aa E AA AEE 3 9 Rov owne U er PE WO se set vase A E EEA EE ETAR 3 11 Cee rU TT IN e seete so ua eased ont angasut donne wait soca enosodeseicoaosstteonnsastes 3 12 IV Tepe Oe SS TO AT ON seco ereceretce essere ssrsceresotanoutecoedaasnesaestuens caoesotaneussvaseonnmoetaenneesse 3 14 Editing User sS ROLES ee gece tarserasessereoatnnrecasseseceaaieanses E EEO ERN EEIE 3 15 Addin an Organization 10 A USOT srcani a a E i 3 17 Removing an Organization from a USe r 2 0 cccccccssssssssseseeeeceececeeeeeeeeeeeaasaaeeseeseeeeees 3 18 Resending an Invitation Email aac sca caeasaceseeesaves acacasersoanaeasadasaedesenezcasadaaaaeesserataseeeee 3 20 PS ACU CS casera sect ce E 3 21 PAY AUN a U ais et nedsaa A A E nun axdanamuncasdasrtaaduneuecdsnute s rey Chime es ops ios lit 0 oi ener eeeree E err nee EA emer sc trenern te nrre tT eee iter enter tre 3 23 KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 2 Understanding User Roles Educator Portal Roles define the level of access a user has to data and certain functions in the system A user s role and organization determine the information a user can access and the tasks a user can perform The table that follows lists the standard Educator Portal Roles the level of access each role has to information in Educator Portal
8. ck the row that contains the user information you need to edit Click the Modify User button Select Action View Users SELECT ORGANIZATION Status Educator First Name Identifier STATE DISTRICT On the Modify User screen click the Add Organization button Select the organizational information for the user Assign at least one role for the user in the new organization Last Name View 1 1 of 1 Note One of the roles must be marked as the default role for user in the organization Mark one of the organizations as the Default Organization When you are finished making changes scroll to the top of the window to click Save KITE Educator Portal User Manual 2015 The University of Kansas ATS Help Line 785 864 3537 Or kite support ku edu 3 18 Removing an Organization from a User Note Use caution with the Remove Organization button The Remove Organization button is underneath the section it will remove In rare cases you may need to remove an organization from a user To remove an organization perform the following steps 1 Log in to Educator Portal Click the Settings menu TEST MANAGEMENT REPORTS 3 Click the Users tab From Select Action click View Users Select your organizational information Click Search Click the row that contains the user information you need to edit Click the Modify User button Se B Select Action View Users SELECT ORGANIZATION
9. dated for the August 2015 release of Educator Portal Be sure you are using the correct template All column headings are required but if the user is not an educator 1 e will not be connected to students via a roster the Educator Identifier column may be left blank The CSV Col column is included to help you organize your CSV file Note The Data Req column indicates whether or not the spreadsheet must have data ina O aha ced sachs dcas Shc cisco column CSV Column Heading Data Format or Definition Col Req Valid Entries se First_Name oY Alphanumeric The user s first name B Legal_ Last_Name as Alphanumeric The user s last name Educator_Identifier Alphanumeric The user s identification number Note Ifthe useris an educator enter an identification number for later use on rosters Alphanumeric The user s email address This email address will be the user s login Note The email address must be valid because information about creating a password will be sent to the address KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu E Organization Data Format or Definition Req Valid Entries Y Alphanumeric The organization identifier in Educator Portal F Organization_Level Y The user s initial access level Note A user should have the lowest appropriate level of access For example most educators would have school level access SC
10. ick the Settings menu A SETTINGS i TEST MANAGEMENT 3 Click the Users tab 4 From the Select Action drop down menu click Upload Users 5 Select your organizational information SELECT ORGANIZATION veraa na organiza Status STATE E a lt lt Page ofO mi 10 gt DISTRICT SCHOOL KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 10 6 Click the CSV button 7 Locate the CSV file you created 8 Select the file 9 Click Open 10 Verify that the file name displayed matches the file you want to upload 11 Click Upload Note Users will be in Pending status until the user responds to the invitation email KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 11 Reviewing User File Upload The final step to uploading a user file is to verify that all reports uploaded successfully Information on error messages is located in Chapter 8 Messages Hint The brackets indicate that information specific to your upload testing program or state will be displayed in the message Failed The CSV file failed to upload Click the CSV asain file under the file column Status Created Updated Records were value created successfully Rejected value Records were rejected Click the CSV pubic file under the file column Aler
11. il ao a a Select Action View Users SELECT ORGANIZATION Status ee First Name Last Name STATE DISTRICT View 1 1 of 1 SCHOOL KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 21 Deactivating a User Note You must have sufficient access privileges to deactivate a user In some cases you may need to deactivate a user When a user 1s deactivated they can no longer log into Educator Portal To deactivate a user perform the following steps Log in to Educator Portal Click the Settings menu Click the Users tab From Select Action click View Users Select your organizational information Click Search Click the row that contains the user information you need to deactivate Click the Deactivate button ATA ae Select Action View Users SELECT ORGANIZATION F Jucator Status Identifier First Name Last Name STATE DISTRICT r View 1 1 of 1 SCHOOL KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 22 Activating a User Note You must have sufficient access privileges to activate a user Usually a user is activated when that user follows the instructions in the invitation email and establishes a password for Educator Portal In rare cases e g if you have deactivated the user you may need to activate a user To
12. l ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 16 9 To change the roles assigned to a user use the Roles list on the right SELECT ORGANIZATION amp ASSIGN ROLES STATE ASSIGN ROLES E Available Roles Default Role Scorer DISTRICT State Assessment Administrator v State System Administrator SCHOOL Technology Director v Test Administrator QC Person Test Proctor Default Organization Note At least one role must be marked as the default role for the user Note If you select a role that is not compatible with the organization on the left side of the screen you will receive an error message when you click Save 10 When you are finished making changes scroll to the top of the window to click Save Note If you receive any error messages make changes and Save again KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 17 Adding an Organization to a User In rare cases you may need to add an organization to a user To add an organization perform the following steps l 10 11 12 13 Log in to Educator Portal Click the Settings menu TEST MANAGEMENT REPORTS Click the Users tab From Select Action select View Users Select your organizational information Click Search The users matching your selections are displayed on the screen Cli
13. n between students and users with educator IDs i e teachers in Educator Portal Instead of using this template some organizations use automated data feeds e TEC Upload Template csv the TEC Test Exit Clear upload assigns students to tests and can exit a student from a school or district Instead of using this template some organizations use automated data feeds KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu Permissions Related to Changing Information in Educator Portal The table below lists a selection of permissions available to each standard user role Manual Changes to District Organization Create Edit Create Edit Create Edit Superintendent User Exit Enrollment Roster TEC District Test Organization Coordinator User Create Edit Activate Create Edit Create Edit Exit Create Edit PNP View PNP Inactivate Enrollment Roster TEC District User Organization Create Edit Create Edit Edit User Exit Enrollment Create Edit PNP Roster View PNP TEC Building User Create Edit Create Edit Principal Enrollment Roster TEC Test amp Clear only Building Test User Coordinator Enrollment Create Edit Create Edit Edit Create Edit PNP View PNP Roster TEC Building User User Create Edit Create Edit Enrollment Create Edit PNP Roster View PNP TEC Technology User Create Edit Create Edit n a Director Enr
14. ollment Teacher PNP n a Read Only Roster TEC Test amp Clear only Create Edit PNP View PNP View PNP gt ab gt lt Q Test Proctor n a n a n a n a la KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 4 Permissions Related to Testing Note Permissions vary depending on where the test session is displayed in Educator Portal Most high stakes assessments e g AMP KAP etc are displayed on the Test Coordination tab of Educator Portal Most other assessments e g formative interim etc are displayed on the Test Management tab of Educator Portal One exception to this general rule is that DLM assessments are all considered high stakes but are displayed on the Test Management tab The table below summarizes some of the tasks that users with the stated role can perform related to test tickets and test sessions Test Test Test Test Coordination Coordination Management Management Test Tickets Test Sessions Test Tickets Test Sessions District n a n a Print Create Edit Superintendent Monitor District Test Print Monitor Print Create Edit Coordinator Reactivate Monitor Reactivate District User n a n a Print Create Edit Monitor Building Principal Print Monitor Print Create Edit Monitor Building Test Print Monitor Coordinator Reactivate Building User la Technology la Director la la la
15. p Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 15 Editing a User s Role s Educator Portal uses a combination of a user s organization and role level of access to determine the information a user can access and the tasks that a user can perform As a general rule a user should be assigned the minimum level of access required Editing a user s role is very similar to the process used when adding new users manually one at a time Note Definitions of available roles and a summary of the information that each role can access appears in this chapter To edit a user s role perform the following steps 1 Log in to Educator Portal Click the Settings menu TEST MANAGEMENT REPORTS 3 Click the Users tab ane 4 From Select Action click View Users 5 Select your organizational information 6 Click Search The users that match your choices are displayed on the screen Hint Ifyou are adding roles to users uploaded with a CSV file click the Status column to group the list Users will be in Pending status until the user responds to the invitation email 7 Click the row that contains the user information you need to edit 8 Click the Modify User button Select Action View Users SELECT ORGANIZATION E TERA First Name Last Name STATE DISTRICT a 7E View 1 1 of 1 Hint The Modify User button looks like a pencil KITE Educator Portal User Manua
16. t District Test Coordinator District User Alahal Cuctam Default Organization Note Fields with a red asterisk are required but you should enter all known information to be sure the user is assigned the correct level of access 7 Using the Assign Roles box select the default role for the user SELECT ORGANIZATION amp ASSIGN ROLES STATE ASSIGN ROLES Available Roles Default Role Scorer DISTRICT State Assessment Administrator State System Administrator SCHOOL Technology Director Test Administrator QC Person Test Proctor Default Organization Note If you click the radio button as shown above the checkmark will be selected automatically Hint You may need to use the scroll bars to see the appropriate role For example the Teacher role is near the bottom of the list 8 When you are finished click Save KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 14 Managing User Information Following are several procedures related to managing user information including e Editing a user s role s e Adding an organization to a user e Removing an organization from a user e Resending an invitation email e Deactivating a user e Activating a user Note Procedures for changing a password are included in Chapter 1 Welcome to Educator Portal KITE Educator Portal User Manual ATS Hel
17. ts value Records were created successfully but een another issue exists Click the CSV file under the file column KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 12 Creating a User Manually Note Users can only add user accounts at a lower level of access For example a user with district level access will only be able to create users with school level access If you have sufficient access privileges you can create a user manually 1 e one at a time To add a user manually perform the following steps 1 Log in to Educator Portal 2 Click the Settings menu TEST MANAGEMENT REPORTS 3 Click the Users tab 4 From Select Action choose Add User Manually 5 Type the user s information Note If the user is an educator type an identification number for later use on rosters USER INFORMATION FIRST NAME LAST NAME EMAIL ADDRESS EDUCATOR IDENTIFIER ASSESSMENT PROGRAM KITE Educator Portal User Manual ATS Help Line 785 864 3537 2015 The University of Kansas Or kite support ku edu 3 13 6 Select organizational information for the user SELECT ORGANIZATION amp ASSIGN ROLES STATE ASSIGN ROLES Available Roles Default Role Building Principal DISTRICT C Building Test Coordinator Building User Consortium Assessment Program Administrator SCHOOL District Superintenden
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