New Mexico Procedures for Closing PARCC Test Sessions
Contents
Introduction .............................................................................................................................................. 1
Stop Online Test Sessions in PearsonAccessNext ........................................................................................ 2
Not Tested Reasons .................................................................................................................................. 3
New Mexico State-Specific Not Tested Reason Codes ............................................................................. 4
Void PBA/EOY Score Reasons ................................................................................................................... 4
New Mexico State-Specific Void Codes .................................................................................................... 5
Updating Not Tested and Void Codes via File Import ............................................................................... 5
Withdrew before Test Completion ........................................................................................................... 7
Post-testing Procedures for Paper-based Testing .................................................................................... 8
Coding Changes for 2015 .......................................................................................................................... 9
Homeschooled Students ........................................................................................................................... 9
Test Administrator Survey ...................................................................................................................... 10
Introduction
This document augments two Pearson documents that describe post-testing procedures. The document
PARCC Closing Test Sessions Guide describes how to close test sessions in PearsonAccessNext (PAN) under
several scenarios, including when students registered for testing don’t participate and when testing
irregularities occur.
The Spring 2015 PARCC Test Coordinator's Manual (TCM) describes post-testing procedures for paperbased testing (see pages 42–57, sections 6.11–6.27).
The following information focuses on New Mexico-specific directions for marking students as not tested
and voiding tests that should not be scored. Other common procedures are only briefly described here
so please reference the Pearson documents for more details. PAN users must have the STUDENT TEST
UPDATE ROLE to mark Not Tested and Void reason codes. All PED-approved test coordinators have been
granted that role and may confer it on other users (e.g., site test coordinators) at their discretion. See
the Pearson online user guide for information about editing user accounts.
Schools should keep only the Test Coordinator Manuals and Test Administrator Manuals between
administrations, to be recycled after the EOY.
For computer-based tests (CBT), please complete the processes in this manual before April 13, which is
the start of the EOY window. As explained later in this guide, PAN processes for paper-based tests (PBT)
will occur at a later time.
Mark Student Tests Complete in PearsonAccessNext
If students clicked “Submit Final Answers” at the end of their test sessions, their tests will already be in
completed status. Students may not have submitted tests for a variety of reasons. If, at the completion
of testing, student tests are not in completed status, the Test Coordinator must mark student tests
complete. Guidance for this process is on pages 10–11 (Part D) of Pearson’s Guide to Closing Test
Sessions (http://avocet.pearson.com/PARCC/Home#7431). Student tests must be in completed status
before test sessions can be stopped.
Stop Online Test Sessions in PearsonAccessNext
Following completion of testing, all sessions must be stopped in PAN.
(a) In the Students in Sessions screen, review the Student Test Status column in the list of students at
the bottom of the screen. All students must be in Completed or Marked Complete status.
(b) If all students are in a Completed status, click the Stop button under the session name. If students
are not in a Completed status, click on the student test status button to review the Student Test &
Item Progress screen. Depending on the student’s progress, mark the test complete or remove the
student from the session following procedures in the Pearson document.
(b)
(a)
Not Tested Reasons
The test coordinator must identify reasons that students do not test in PAN. Note: Not tested reason
codes are ONLY for students who do not take any part of the test. If students begin testing but have a
non-traditional test administration, this will be indicated in the Void PBA/EOY Score section.
(a)
(b)
(c)
(d)
Click the Setup button and choose Students in the drop down.
On the Students screen, search for the student in the Find Students search bar.
Check the box for the student in the list at the bottom of the screen.
At the top of the screen, click the Select Tasks drop down and check the box for Manage
Student Tests.
(e) Click Start to the right of Select Tasks.
(f) On the Manage Student Tests screen, click the completed test beneath the student’s name.
Under Test Details, check the box next to Not Tested Code; and select a Reason from the drop
down. Refer to the New Mexico State-Specific Not Tested Reason Codes table on the following
page.
(g) Scroll to the bottom of the screen and click Save.
New Mexico State-Specific Not Tested Reason Codes
Not Tested Reason
Absent
Language Exempt for ELA (1st year EL in US Schools)1
Parental Refusal
Other Non-Tested Reason
9th Grade EL Eligible for SLA SBA – not testing ELA 20151
Student completed less than 50% of class by test window
Reserved for PED use
Reserved for PED use
Reserved for PED use
Not Tested Code
Absent
Not Tested Reason 1
Not Tested Reason 2
Not Tested Reason 3
Not Tested Reason 4
Not Tested Reason 5
Not Tested Reason 6
Not Tested Reason 7
Not Tested Reason 8
Void PBA/EOY Score Reasons
(a) Follow steps a-e on the previous page to select students whose tests should not be scored
because the test attempt was aborted. On the Manage Student Tests screen, check the box next
to Void Code (beneath Not Tested Reason) and select a Reason from the drop down. Refer to
the New Mexico State-Specific Void Codes table on the following page.
(b) Scroll to the bottom of the screen and click Save.
Note: PAN automatically creates a duplicate, voided test record when tests are reset (i.e., PED
unsubmits a test for which students prematurely submitted answers or Test Administrators marked
tests complete. These test records can be identified in the Manage Student Tests screen because
“unsubmitted” is listed as the void score reason (see image).
1
Previous guidance indicated the need to unassign these students from an ELA test in PAN. In order to assign Not
Tested Reasons 1 and 4, you must reassign the student’s ELA test.
Because the void score reason code “Unsubmitted” is automatically populated by PAN in cases where
tests are reset, it cannot be indicated by a test coordinator. Instead, the following void codes should be
selected:
New Mexico State-Specific Void Codes
Void Reason
Invalid initial test attempt replaced by a test reassignment due to missing
accommodations, incorrect test assignment, or technical issues.
Parent or student refusal to continue testing.
Reserved for PED use
Reserved for PED use
Reserved for PED use
Reserved for PED use
Reserved for PED use
Reserved for PED use
Void Code
Void Reason 1
Void Reason 2
Void Reason 3
Void Reason 4
Void Reason 5
Void Reason 6
Void Reason 7
Void Reason 8
Updating Not Tested and Void Codes via File Import
As an alternative to entering on the Manage Student Tests screen, Not Tested and Void Score reason
codes may be populated in the Student Test Update file, which is a .csv file that is available for
import/export by PAN users with the STUDENT TEST UPDATE ROLE. When the Student Test Update file
is exported, it will contain all the data fields from the Student Registration File and Personal Needs
Profile (PNP), as well as not tested and void information already in the system. The following steps
describe how to enter additional not tested and void information in a spreadsheet and batch upload into
PAN.
Step 1:
Navigate to SetupImport / Export DataSelect Tasks Import / Export DataStart
Step 2:
Under Type, select Student Test Update Export from the pulldown. Beneath the Type
pulldown, check which test records to include in the report. If you wish to void completed
tests, then select “Include Attempts.” If you wish to enter not tested reasons, select “Include
Test Assignments” to include assigned tests that were not attempted by students. Click
Process.
Step 3:
Refresh the View File Details screen until the Download File button appears. Click the
Download File button.
Step 4:
Save the .csv file to a local directory and open it in Excel. Populate column CT with “Y” if a
student did not test. Populate column CV with “Y” the test needs to be voided. Populate
columns CW with CU with the appropriate reason code (number only) from the tables on
the previous pages.
Step 5:
Fix columns B, C, L, and O to match the format required by PAN. See instructions on pages 56 of the Step-by-step Guide for Creating Test Sessions document, as these columns are identical
between the Student Registration File and Student Test Update file.
Step 6:
Repeat Step 1 to import the revised .csv file.
Step 7:
Resolve errors in Excel, if necessary, and re-import until all records are successful.
Withdrew before Test Completion
For students who withdrew during the test window after partially completing a test, enter
“UNENROLLED” in the Optional State Data 4 the Register Students screen. Only users with the
SENSITIVE DATA ADD-ON ROLE will be able to enter this data in PAN as follows:
Step 1:
Step 2:
Step 3:
Step 4:
Go to SetupStudents and use filters to find the student(s) who withdrew before
completion. Check the box(es) next to the ID number(s).
Go Select TasksRegister StudentsStart.
On the Register Students screen, enter “UNENROLLED” in the Optional State Data 4 field.
Scroll to the bottom of the screen and click Save.
(Race and Programs data fields are omitted from this screen shot.)
For PAN users with the STUDENT TEST UPDATE role, the Optional State Data 4 field can alternatively be
populated in column AE of the Student Test Update File at the same time as not tested and void
information is entered:
Post-testing Procedures for Paper-based Testing
Scorable and nonscorable materials must be collected and returned within ten (10) days after
completing each PARCC administration. Test Coordinators will have the opportunity to apply not tested
and void score codes after Pearson scans the books and indicates the completed status for these tests in
PAN. Guidance will be provided once Pearson’s scanning and scoring schedule is finalized.
Test Coordinators may void a test that should not be scored by writing “Do Not Score” or drawing an “X”
in large font on the Student ID page of the test booklet. Do not to write over the barcode. Return these
Test Booklets with nonscorable materials for the following circumstances:

The Test Booklet is damaged (and has been transcribed).

Unused Test Booklets have Student ID Labels applied.

Large Print or Braille Test Booklets for which student responses have been transcribed into a
corresponding form-level Test Booklet for processing/scoring (refer to transcription instructions
in Section 7.4 of the PARCC Test Coordinator Manual)
Coding Changes for 2015
Test Coordinators previously marked the following test codes for SBA. You will NOT mark the following
codes for PARCC.



Medical Exemptions. PED will track and record medical exemptions based on approved forms.
These non-tested forms will not be included in participation rates.
Testing Irregularities. PED will also track and record invalidations due to testing irregularities
and will suppress reporting and aggregating for these tests.
Non-allowed Modification. Like testing irregularities, PED will track and record non-allowed
modifications, suppressing their reporting and aggregation.
You do not have to indicate students who will take the following tests instead of PARCC assessments:


Alternate Assessments (NCSC/NMAPA)
Spanish Language Arts SBA
The PED will gather and report student data from PARCC, NCSC, NMAPA, and SBA.
Note: Students taking alternate assessments will not test PARCC but were uploaded into PAN
registrations from STARS. For these students, you may do any of the following:



Remove PAN test registrations
Delete the students out of PAN
Leave their online test registrations assigned in PAN (but do not put the students in a session)
Note: Eligible EL students taking the SLA assessment from Measured Progress were also uploaded to
PAN from the STARS file. For these students, you may do any of the following:


Remove ELA test registrations in PAN
Leave their online ELA test registrations assigned in PAN (but do not put the students in a
session)
You will not be charged for online test registrations for assessments students do not take.
Homeschooled Students
Homeschooled students are not marked in PAN prior to testing. They will be indicated during review of
the summative record file, at which time a Report Suppression Code will be applied. This code will allow
for generation of student reports but will suppress student data for aggregation.
Test Administrator Survey
After all online test sessions are complete, instruct Test Administrators to complete the survey at
https://www.humrro.org/PARCC/TestAdminCBT. For schools doing paper-based testing, instruct Test
Administrators to complete the survey at https://www.humrro.org/PARCC/TestAdminPBT.
If a Test Administrator is administering both the PBA and the EOY, he or she should complete the survey
once after each administration. Although not required, participation is strongly encouraged.
Information from this survey will be summarized and used to inform future PARCC testing policies,
procedures, and practices.
TAs should complete the PBA survey no later than Friday, April 10, and the EOY survey no later than
Friday, May 22.