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D ATA S T E WA RD
M A NUA L 20 14 - 15
Revision Date: August 22, 2014
Version 1.0
All screen shots, data dictionaries, and templates shown or referred to in this manual are
accurate as of August 22. You may proceed with uploads using the published templates
without risk of rework.
If there are updates that impact those items, we will provide release notes to describe the
changes. Release notes will be posted on your state’s DLM webpage (where you found
this manual). An alert will also be posted on the Test Updates webpage.
DYNAMIC LEARNING MAPS CONSORTIUM
COPYRIGHT ©2014
HELP DESK
For questions regarding the online testing system or for additional assistance, please
contact the Help Desk at 1-855-277-9751 (toll-free) or [email protected].
•
•
•
The Help Desk is open Monday through Friday from 8:00 a.m. to 7:00 p.m. Central
Time.
During your state’s spring testing window, the Help Desk is open from 7:00 a.m. to
7:00 p.m. Central Time.
The Help Desk is closed in observance of the following holidays.
Labor Day
Veterans Day
Thanksgiving Day
Christmas & New Year’s
break
Martin Luther King, Jr. Day
Memorial Day
Independence Day
Monday, September 1, 2014
Tuesday, November 11, 2014
Thursday, November 27, 2014 &
Friday, November 28, 2014
Wednesday, December 24, 2014 (half day)
through
Thursday, January 1, 2015
Monday, January 19, 2015
Monday, May 25, 2015
Friday, July 3, 2015
The Help Desk provides support for a variety of situations, including:
•
•
•
Testing environment issues
Test administration and user account issues
Student information issues
When contacting the Help Desk, provide as much detail as possible about the issues
encountered and the system on which it occurred. Please include:
• Your contact information (email address, name)
• The state and district in which your school is located
• Error messages
• Operating system and browser information
• Information about network configuration
Test Administrators are directed to contact the local Technical Liaison if they encounter
technical issues related to Internet availability, KITE installation, display resolution,
and/or issues with sound/headphones/speakers, etc.
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DATA STEWARD MANUAL 2014-15
CONTENTS
Help Desk ................................................................................................................................. 2
Audience and Purpose ............................................................................................................ 5
Kansas Users ........................................................................................................................................ 5
INTRODUCTION ............................................................................................................ 6
About Dynamic Learning Maps ........................................................................................... 6
About KITE and Educator Portal .......................................................................................... 6
Access Additional Resources................................................................................................. 7
CHECKLIST FOR DATA STEWARD ........................................................................... 8
DLM Testing Phases for 2014-15........................................................................................... 9
STATE ORGANIZATIONS AND AUTHORITY....................................................... 10
The State Organization Table ............................................................................................. 10
Provide New State Data to DLM .....................................................................................................10
Provide Updated State Data to DLM ..............................................................................................10
State-Level User Accounts ................................................................................................... 10
EDUCATOR PORTAL USER GUIDE FOR DATA STEWARDS ........................... 12
Overview ................................................................................................................................. 12
Process Flow Diagram .......................................................................................................................12
Manage User Account ........................................................................................................... 13
Activate Educator Portal Account ...................................................................................................13
Access Educator Portal ......................................................................................................................14
Reset Educator Portal Password ......................................................................................................15
Change Password ..............................................................................................................................18
Complete Security Agreement .........................................................................................................19
Change Display Name ......................................................................................................................20
Change Default Organization and Role ..........................................................................................21
Manage User Data ................................................................................................................. 22
Create a User File ...............................................................................................................................24
Load a User File .................................................................................................................................26
Assign a User Role or Multiple Roles .............................................................................................28
Merge Multiple Accounts .................................................................................................................32
Change User Account Information .................................................................................................32
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Resend the KITE Activation Email Message ..................................................................................36
Manage Enrollment Data ..................................................................................................... 39
Create an Enrollment File .................................................................................................................39
Load an Enrollment File....................................................................................................................47
Change Enrollment Data Previously Uploaded ............................................................................49
Add a Student Record Manually .....................................................................................................49
Remove a Student from Educator Portal ........................................................................................51
Load a TEC File ..................................................................................................................................55
Manage Roster Data .............................................................................................................. 56
Create a Roster File ............................................................................................................................56
Load a Roster File ..............................................................................................................................61
Change Roster Data ...........................................................................................................................63
Create a Roster Manually .................................................................................................................65
Troubleshooting .................................................................................................................... 68
Common Data Upload Issues ..........................................................................................................68
System Error Messages .....................................................................................................................68
Help Desk Assistance Required .......................................................................................................69
APPENDIX ..................................................................................................................... 70
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AUDIENCE AND PURPOSE
This document supports the Data Steward in preparing schools for the Dynamic
Learning Maps™ assessment. It provides information about gathering, editing, and
uploading user (teacher/staff), enrollment (student), and roster (assigning students to
teachers) data in Educator Portal.
It provides an overview of DLM and includes a checklist of key duties. It addresses
planning needs, resources, and detailed procedures for each of the Data Steward’s
responsibilities.
Be sure to check your state specific page on the DLM website to see if your state has
provided additional information about responsibilities for local and state Data Stewards.
KANSAS USERS
Data Stewards in Kansas will only use parts of this manual because of the state’s current
contract with the Center for Educational Testing and Evaluation (CETE) which allows
data to be uploaded via the KIDS system. Kansas Data Stewards should:
1. Complete all activities related to new users.
2. Upload TEST/STCO records through the KIDS system.
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INTRODUCTION
ABOUT DYNAMIC LEARNING MAPS
Dynamic Learning Maps™ (DLM) is a multi-state consortium that has developed a new
type of computer-delivered alternate assessment. The DLM Alternate Assessment
System is an assessment program designed to more validly measure what students with
significant cognitive disabilities know and can do.
The DLM system includes computer-based assessments and a web-based dashboard for
educators to manage student information and educator professional development. DLM
assessments are administered on a variety of devices.
As a Data Steward, you will be asked to support the data needs for your state, district, or
school.
For more information about the Dynamic Learning Maps Consortium, please visit
http://dynamiclearningmaps.org/.
ABOUT KITE AND EDUCATOR PORTAL
The Kansas Interactive Testing Engine (KITE) platform was designed and developed to
meet the needs of the next generation of large-scale assessments. KITE™ consists of four
applications. The two parts students and teachers see are:
Students have accounts in KITE Client.
KITE Client delivers assessments to students through the use of a
customized secure web browser accessible on multiple devices. Practice
activities and released tests are also available to students through KITE. In
this manual we use KITE to describe the KITE Client. Staff do NOT have
accounts in KITE.
Staff and educators have accounts in Educator Portal (EP).
Educator Portal is the administrative application where staff and
educators manage student data; access professional development
modules, required test administration training, and practice activities; and
retrieve reports. The Data Steward uses Educator Portal. You can access
EP via https://educator.cete.us. NOTE: The Instructional Tools tab will not
be active until Phase B in November 2014. Reports will not be available
until spring 2015.
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ACCESS ADDITIONAL RESOURCES
Additional resources for Data Stewards and Test Administrators are available on the
DLM website under Assessments | Operational Testing
http://dynamiclearningmaps.org/content/operational-testing.
•
•
To find materials specific to your state, choose your state from the menu.
To find materials specific to a role, choose the role from the menu.
Standard resources available across all states which Data Stewards may find helpful
include:
Data Steward Manual (PDF)
Supports the Data Steward in gathering, editing,
and uploading user (teacher/staff), enrollment
(student), and roster (assigning students to
teachers) data via Educator Portal.
Test Administration Manual (PDF)
Supports the Test Administrator in preparing
themselves and students for testing.
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CHECKLIST FOR DATA STEWARD
The key duties of the local Data Steward are to gather, validate, and upload teacher,
student, and roster data into Educator Portal; and to update records as needed. A brief
summary of key responsibilities and steps is summarized in the table below.
Work with your Assessment Coordinator to determine due dates to meet your district
testing schedule. An additional resource for planning is the DLM Testing Phases for
2014-15 calendar on page 9.

Step
1. Read this Data Steward Manual.
2. Use the resources on your state’s page to become familiar with DLM and the
procedures to prepare your district’s data. See Access Additional Resources on
page 7.
3. Activate your Educator Portal account and complete the security agreement
upon your first login if it appears.
4. Review your district’s State Organizational Date; alert state representative of
incorrect data as needed.
5. Collect teacher, student, and roster data. Use the instructions in this manual
and the templates to prepare User, Enrollment, and Roster files. CSV templates
are available on the Operational Testing webpage.
6. Validate data for accuracy.
a. Send test email message to users to validate accuracy of email address.
b. Confirm students and teachers are linked to correct schools in the User
and Enrollment Templates.
c. Confirm students are linked to correct teacher in the Roster Template.
7. Upload User file to Educator Portal.
8. Assign a role or roles to each user. See Assign a User Role or Multiple Roles on
page 28.
9. Upload Enrollment and Roster files to Educator Portal.
10. Alert Assessment Coordinator and teachers when data uploads are complete.
11. Assist with changes to user, enrollment, and roster data. We recommend
changes only be made during the windows for data validation and cleanup as
noted in the DLM Testing Phases for 2014-15 calendar on page 9.
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DLM TESTING PHASES FOR 2014-15
Phase A
Field Test
Tasks from Checklist
Organizational Table
Changes Submitted to
DLM (state level)
1-8
9
Phase B
Field Test
Phase C
Field Test
Braille
Field Test
Operational
Instructionally
Embedded
Jan 5-Mar 6
(tentative)
Oct 13-31
Operational
Instructionally
Embedded
Nov 10-Dec 20
Jan 19-Feb 6
Mar 16-Jun 12
Due Date
9/5
Due Date
9/5
Due Date
9/5
Due Date
9/5
Due Date
9/5
9/29
10/1-10
10/27
10/1-10
How do I get started?
My state/district is…
New to DLM testing (has NOT
participated in a field test or pilot test).
Not new to DLM. We have used
Educator Portal to upload teacher and
student data to DLM before.
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10/1-10
1/5
10/1-10
Spring Test
3/2
2/23-3/13
Go to the section in this manual titled…
STATE ORGANIZATIONS AND
AUTHORITY
EDUCATOR PORTAL USER GUIDE
FOR DATA STEWARDS
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STATE ORGANIZATIONS AND AUTHORITY
The state must set up an organizational file before the Data Steward can begin
work the first time.
THE STATE ORGANIZATION TABLE
Educational units in the DLM consortium states are organized in a variety of structures.
Some states organize districts into regions; others define the smallest unit as a school or
a building. The KITE system has been designed to accommodate many centralized,
distributed, and decentralized organizational structures.
Before any users in a state can be uploaded into Educator Portal, the State Education
Agency (SEA) must provide DLM with State Organization Tables. If you are uncertain if
your state has already provided this information, check with your SEA or review your
state’s DLM webpage.
It is important that you follow the structure in your State’s Organization Table because
data in your User (teacher), Enrollment (student), and Roster files will not load unless
the organization information you use matches information in your State Organization
Table.
PROVIDE NEW STATE DATA TO DLM
Email [email protected] to connect the state data team with the DLM data team and
begin the process to provide your state organization table which is the first step in
providing teacher and student information to DLM.
PROVIDE UPDATED STATE DATA TO DLM
States are responsible for providing changes to state organizational data. Email [email protected] with those details. State and district users should await confirmation
that changes have been made before proceeding.
STATE-LEVEL USER ACCOUNTS
Each state must define its own distribution of authority and responsibility for tasks
associated with DLM testing. A state may, for example, retain all authority and
responsibility for assessment coordination and data stewardship; or distribute parts of
that authority to Assessment Coordinators and Data Stewards at the regional, district, or
school level. 1
Regardless of the organizational structure, Assessment Coordinators and Data
Stewards outside the SEA are referred to as “local” in this guide.
1
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Once the State Organization Table is defined in Educator Portal, SEAs must also provide
a user file with records for the state-level Assessment Coordinator and Data Steward.
DLM will load this information and set the roles and permissions. DLM will set up (in
Educator Portal) the top-most user account at the state level. Those users will, in turn,
set up user accounts at the next level. States that wish to use a completely centralized
model do not need to set up additional user accounts except for teacher records.
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EDUCATOR PORTAL USER GUIDE FOR DATA
STEWARDS
OVERVIEW
PROCESS FLOW DIAGRAM
Several procedures are required to successfully upload the required data to Educator
Portal. We recommend you review the entire series of procedures to understand the
complete process.
Educator Portal is the administrative application where staff and educators manage
student data; access professional development modules, required test administration
training, and practice activities; and retrieve reports. EP operates with related tables of
data. Upload files in this order so that records and relationships are correctly linked.
1. The User File creates user accounts for state and district users such as teachers, test
proctors, and administrators in Educator Portal.
2. The Enrollment File creates student records in Educator Portal, allowing the student
access to KITE.
3. The Roster File groups students by course rosters and links students to their
teachers so that the teacher can access the student information in Educator Portal.
The key fields linking these tables are:
• District, School, and Building Identifiers (State Organization Table)
• Educator_Identifier (links a teacher to a roster of students)
• State_Student_Identifier (uniquely identifies a student)
• E-mail (also the teacher username for Educator Portal)
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Hint: Note fields which are included in more than one file. The data in these
fields must match across files, especially where the same data applies
to many records (e.g., Attendance_School_Program_Identifier in the
Enrollment File will apply to many students and must match the
Organization value in the User file). Use copy and paste to avoid
typos.
You will use three upload templates (User, Roster, and Enrollment). These files must be
saved and uploaded as Comma-Separated Values (CSV) tables. We recommend that you
prepare and upload your data in batches (by school for example). Working in small
batches will make it easier to find and fix data upload issues.
Each of the following sections summarizes the steps to upload the three types of files.
Also listed are the field names and definitions for each field in these files. These “data
dictionaries” are in the same order as each CSV upload template.
MANAGE USER ACCOUNT
ACTIVATE EDUCATOR PORTAL ACCOUNT
Before you can upload data to Educator Portal for other users, you need to activate your
Educator Portal account. You should have been given an account with the District Test
Coordinator role assigned so you can fulfill your Data Steward responsibilities. If you
already have an account, skip to the procedure titled Access Educator Portal on page 14.
1. After the SEA Data Steward has uploaded the data required to set up Educator
Portal accounts for local Data Stewards, you will receive an “Activate your Account
for KITE Assessment Administration” email message from [email protected].
Hint: The email message may reference KITE, but this is the path to
Educator Portal.
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2. Click the link in the message. The Activate User screen appears.
3. Complete these fields:
First Name
Last Name
Password
Confirm Password
4. Click Activate.




5. Receive a confirmation message. Click Back To Login.
ACCESS EDUCATOR PORTAL
Hint: The first time you access Educator Portal, go to the procedure titled
Activate Educator Portal Account on page 12.
To access Educator Portal, follow these steps:
1. Using a recommended internet browser, go to https://educator.cete.us/.
2. Complete these fields on The Sign In screen.


Username (usually your email address; use lower case)
Password (case sensitive)
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3. Click Sign In.
RESET EDUCATOR PORTAL PASSWORD
Hint: Use this procedure ONLY if you forgot your password. To change
your password, see Change Password on page 18.
To reset a password in Educator Portal, follow these steps:
1. Go to Educator Portal at https://educator.cete.us.
2. Click Forgot Password?
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3. Type your Username.
4. Click Submit. Receive a password reset email from [email protected] within
one hour; check your junk or spam email folders if this automated message does not
arrive.
5. Click the link in the message.
6. Type your Username.
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7. Type a new password in the Password and Confirm Password fields.
8. Click Submit.
9. Click Return to KITE Login Page.
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CHANGE PASSWORD
To change your password, follow these steps:
1. Click My Profile.
2. Click Change Password on the left menu.
3. Complete these fields.



Current Password
New Password
Confirm Password
4. Click Save.
5. Click the X to close the pop-up window.
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COMPLETE SECURITY AGREEMENT
Educators and Educator Portal users who have access to DLM assessments will be
required to read and respond to a security agreement. This information is stored in
Educator Portal and is renewable annually. The Security Agreement should appear the
first time you log in to Educator Portal.
A summary of completed agreements will be distributed to DLM state partners at the
end of the year.
1. Go to My Profile.
2. Click Security Agreement on the left menu.
3. Read the agreement.
4. Choose your reply.
5. Type your full name in the field.
6. Click Save.
7. Click the X to close the pop-up window.
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CHANGE DISPLAY NAME
The display name is the name that shows when you log into the application. The default
display name is the first name and last name that was defined in the user upload
completed by your Data Steward to create your account. Changing your display name is
optional.
To edit your display name, follow these steps:
1. Click My Profile.
2. Click Edit Display Name on the left menu.
3. Type your Display Name.
4. Click Save.
5. Click the X to close the pop-up window.
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CHANGE DEFAULT ORGANIZATION AND ROLE
The default organization and role impact the view that appears when you log into
Educator Portal. The default organization and role was defined in the user upload
completed by your Data Steward to create your account. Changing your default
organization and role is optional.
To change your default organization and role, follow these steps:
1. Click My Profile.
2. Click Change Default Organization and Role on the left menu.
3. Choose the organization and role you want to be the default.
4. Click Save.
5. Click the X to close the pop-up window.
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MANAGE USER DATA
You will use the User File to create unique user accounts in Educator Portal with
permission to access specific student data within the assigned school or district. Users
include teachers, test administrators, Data Stewards, and Assessment Coordinators.
Optionally, you may consider creating an account for Technical Liaisons.
Creating a new user account is a multi-step process where you upload the user, and
assign a role. To activate their account, a user completes steps from the systemgenerated activation email message. A flow chart showing an overview of the steps
required to upload and activate a user account in Educator Portal is available. Data
Stewards are able to change a user’s role and re-send the account activation message to
new users.
There is an option in Educator Portal to create one’s own account without uploading
data. PLEASE DO NOT USE THIS FEATURE AS IT MAY CAUSE FUTURE
PROBLEMS UPLOADING DATA.
Please note:
•
•
•
•
•
This form cannot be used to overwrite existing data in the system.
If a user completes this form using data identical to data previously uploaded,
the user will receive an error message.
If a user completes the form using different or new data, the user might have
trouble getting their roster assigned to the right account.
If this form is completed first and the Data Steward tries to upload a data file
with that user in it, the Data Steward will receive an error message.
If a teacher does use this form to create an account, the Data Steward must
update the user’s role to include the teacher role.
The User file contains these fields:
• Legal First Name
• Legal Last Name
• Educator Identifier
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•
•
Email
Organization
Organization Level
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Educator Portal displays the Legal First Name and Legal Last Name exactly as they are
entered in the User file. Best practices are to use mixed-case (Sarah DuShagne) not all
capitals (SARAH DUSHAGNE). Use spaces, hyphenation, and accent marks to produce
better results later.
The Educator Identifier field is the key connector between teachers and students and is
used to group student records into rosters. Educator Portal uses the Educator Identifier
field to control building-level account access to individual student data. This code must
be unique within the state. If you do not have an identifier value for a teacher, DO NOT
upload that user. Users who do not need to be connected to students are not required to
have an Educator Identifier.
The column labeled Organization is an alphanumeric field used to identify a specific
school or district. Upon logging into Educator Portal, only the student records that
match the user’s assigned Organization ID will be displayed. See your State
Organizational Tables for more information.
Use the Organization Level field to indicate the scope of user access to student data
within Educator Portal. For example, teacher accounts will typically be created at the
school level by recording the letters SCH in the Organization Level column. SCH stands
for School/Building. To support a teacher with responsibilities for classes in multiple
buildings, choose one Organizational Level in the User file (typically SCH) and use the
procedure titled Assign a User Role on page 28 to add more Organizational Levels.
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CREATE A USER FILE
This is a required procedure.
To create a user file, follow these steps.
1. Download the User Template from your state’s DLM webpage.
Hint: Always start by downloading the template to ensure sure you have the
current file.
2. Open the User Template in a spreadsheet program that can save data in the CSV
format. Template MUST be uploaded as a CSV file format.
3. When using the upload template, make sure all fields are formatted as text. This will
preserve leading zeroes. If, after saving the file as CSV, you reopen it, you will need
to reset the format to text to ensure the leading zeroes remain.
All of the field names must be included as column headings in your CSV file for
the upload process to work. The “Req?” column indicates whether or not a field
must contain information for each user to ensure a successful file upload.
Columns with “No” in the table below can be blank for a user.
4. Using a new line (row) for each user, type the information for each new user into the
CSV file.
5. Verify that all column headings appear in the file, even if some columns are blank.
Hint: Not all columns in the CSV template require data. However, all
columns in the CSV template must be included to successfully upload.
6. Save the file as a CSV file. The system will only load files saved in CSV format.
Hint: Save the file in a location you can easily access later.
The User File data dictionary shown on the following pages is not expected to change
for 2014-15. Your state may offer a resource which maps the field names shown below to
codes and identifiers commonly used in your state or district. See the Appendix on page
70 and Access Additional Resources on page 7.
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Field
Legal_First_Name
Format; Length
Alphanumeric
Req?
Yes
Description
The user’s first name.
Legal_Last_Name
Alphanumeric
Yes
The user’s last name
Educator_Identifier
Alphanumeric; 30
Yes for
teachers
The user’s identification code. For
educators, this is usually their state license
number. Alternatively, another state
identification number may be used. NEVER
use social security numbers. Check with
your SEA Data Steward if you have
questions about this value.
The user’s email address. This will become
the user’s Educator Portal login name.
Special characters
found in email
addresses are allowed
No for
other users
E-mail
Alphanumeric
Use only lower case.
Yes
Organization
Alphanumeric
Yes
The code for the user’s district, school, or
other organizational unit. Must include any
leading zeros.
Organization_Level
Alphanumeric
Yes
The user’s access level, e.g., DT (district),
SCH (school/building).
UPPERCASE ONLY
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Special Notes
Double-check that you have first and last
names listed in the correct columns.
Double-check that you have first and last
names listed in the correct columns.
If a user will not be assigned to students,
leave this field blank. For example, a
district supervisor would not need an
educator identifier.
New users will receive their KITE
activation email message to this address.
As a key field, it must be accurate. It is
strongly recommended that it be the
official work-issued address. We
recommend sending an email message to
verify the accuracy of the address before
including it in your upload.
Use the Organization code from your
State Organizational Table. Data in this
field will be matched against the
organization information provided by
your state and present in KITE and
Educator Portal. Failure to match will
result in record rejection.
Use the Organization_Level from your
State Organizational Table. Users can
have only one organization level for the
initial upload.
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LOAD A USER FILE
This is a required procedure.
To load a user file to Educator Portal, follow these steps:
1. Click Configuration.
2. Click Users.
3. Select Upload Users.
4. Apply filters in the Select Organization fields to choose the level you need.
Hint: If you do not see the correct option listed, your account permissions
may need to be changed. Contact your state-level Data Steward.
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5. Click to find the CSV file on your computer.
A browser window appears.
6. Locate the CSV file you created.
7. Click the file name to select it.
8. Click Open.
The filename appears in the File field.
Hint: Verify that the file has a .csv file extension. Filenames with extensions
ending in .xls or .xlsx will be rejected.
9. Click Upload.
The confirmation message indicates the number of records uploaded and if
applicable, the number of records rejected.
Hint: Each line in the CSV file is one record.
10. Click View Details to see error messages related to the upload.
Hint: If the rejection reason is that the email address is invalid, this may
mean that the user already has an account in the system.
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ASSIGN A USER ROLE OR MULTIPLE ROLES
Data Stewards can change user roles by following the Change User Account
Information procedure on page 32.
This is a required procedure.
Before a user can begin using Educator Portal the account must be assigned at least one
role. The role determines the tasks the user can complete.
Role in Educator Portal
Teacher
Building User
Building Test Coordinator
Building Principal
District User
District Test Coordinator
District Superintendent
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Description
A teacher account. Teachers access only the records for
those students linked to their account by a roster. They
can view records and also edit some information. This
role is a good match for the Test Administrator,
Teacher, or Test Examiner.
Can access records for all students in that building. Can
view records and also edit some information.
A person in the building who needs to be able to
perform test coordination functions. Can assign roles to
users and add users in an individual building. Can
upload enrollment and roster files and modify student
records.
Has view-only access to users and students in an
individual building.
Can upload user, enrollment and roster files. Cannot
assign user roles. Has limited access to all students in
the district.
A person at the district level who needs to be able to
perform test coordination functions. Can add roles and
users in a district and the contained buildings. Can
upload enrollment and roster files and modify student
records. This role is a good match for district Data
Stewards and Assessment Coordinators.
Has view-only access to users and students in a district.
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This table shows the permissions for each role (as defined in Educator Portal). Some
tasks may be completed using a CSV file upload (CSV). Some tasks may be completed
through the Educator Portal User Interface (UI).
Permission/
Role in Educator Portal
User
Add new user
Remove user
Edit user information
Enrollment
Add new student
Move a student to another school
Move a student to another
district
Remove a duplicate student
Edit a student’s demographic
information
Edit a student’s Access (PNP)
Profile
Edit a student’s First Contact data
Roster
Remove student from roster
Create new roster
Edit roster
Teacher
District Test
Coordinator
Building
Test
Coordinator
State
Assessment
Coordinator
CSV/UI
CSV/UI
CSV/UI
Help
Desk
X
UI*
UI
UI
UI
CSV/UI
CSV
CSV/UI
CSV
CSV/UI
CSV
CSV
X
CSV
CSV
CSV
UI
UI
UI
UI
UI
UI
UI
UI
CSV/UI
CSV/UI
CSV/UI
CSV/UI
CSV/UI
CSV/UI
CSV/UI
CSV/UI
CSV/UI
*limited editing capabilities
Table 1: Roles and Permissions in Educator Portal
Hint: A teacher who serves students in multiple schools is given the teacher
role – not a district role -- but is assigned that role in multiple
organizations.
To assign a user role, follow these steps:
1. Click Configuration.
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2. Click Users.
3. Select View Users.
4. Select State.
5. Apply filters in the Select Organization fields to choose the level you need; click
Search.
Hint: The levels you see depend upon how your state is organized and your
Educator Portal role. A state-level user will see more levels than a
teacher in a single school district.
6. Sort or filter the Status field to view New users.
Hint: The Status field reflects whether the account is New, Pending, or
Active. New indicates the user information has been uploaded, but a
role has not yet been assigned. Once a role has been assigned (in this
procedure), the KITE activation email message is generated. The
status appears as Pending. When the user activates their account, the
status changes to Active.
7. Select a user.
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8. Click Modify User (the pencil).
9. The Modify User screen appears.
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10. Select the checkbox to the left of the role or roles listed under Available Roles.
11. Choose one Default Role.
12. Click Save to save your work and close the dialog box.
Hint: An educator with roles in multiple organizations will use a filter on the
Home Page of Educator Portal to see students on different school
rosters.
MERGE MULTIPLE ACCOUNTS
When a user needs to access multiple organizations, the best practice is to establish a
single user account with multiple roles. If you need to merge multiple accounts into a
single user account you may follow these steps.
1. Determine which account is the one you want to retain and enhance. We recommend
you choose the one with the Username that matches the user’s email address.
2. Contact the Help Desk with the accounts to be combined, clarifying which Username
you wish to retain.
CHANGE USER ACCOUNT INFORMATION
Some Educator Portal users have permissions to change a user’s account information
such as the display name, email address, or role. Use this procedure if you need to
change user account information (excluding a password). Also see Table 1: Roles and
Permissions in Educator Portal.
Hint: Users may change their own Display Name, Password, and Default
Organization and Role in the My Profile section of Educator Portal.
The TEST ADMINISTRATION MANUAL includes these procedures.
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To change user account information, follow these steps:
1. Click Configuration.
2. Click Users.
3. Select View Users.
4. Select your State.
5. Apply filters in the Select Organization fields to choose the level you need; click
Search.
Hint: The levels you see depend upon how your state is organized and your
Educator Portal role. A state-level user will see more levels than a
teacher in a single school district.
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6. Locate the user (options to filter, sort and search are available).
Hint: Existing users have an Active status.
7. Click the row to highlight the user.
8. Click Modify User (the pencil).
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9. The Modify User screen appears.
10. What do you want to do?
If you want to…
Change First Name, Last Name, or
Email Address.
Remove a role
Then…
Type the new information into the
matching field.
Clear the checkbox to the left of the role
listed under Available Roles.
Hint: There must be at least
one role selected.
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If you want to…
Add a role
Then…
Select the checkbox to the left of the role
listed under Available Roles.
Click the button in the Default Role
column to the right of the desired role.
Contact the Help Desk on behalf of the
user.
Click Remove Organization.
Change the default role
Correct Educator Identifier
Remove an organization
11. Click Save.
12. KITE will issue an email to the user indicating that a change has been made.
RESEND THE KITE ACTIVATION EMAIL MESSAGE
Use this procedure if you need to resend the KITE activation e-mail message.
Educator Portal logins are connected to email addresses, and each user must activate
their user account individually. After the user is loaded into Educator Portal, the system
will automatically generate a KITE activation email from [email protected]. The
user should use the information in the email to activate their Educator Portal account.
The activation link expires after 20 days.
If a user is having difficulty logging on to Educator Portal, you can use the steps below
to resend their activation email message. To resend the activation email message, follow
these steps.
1. Click Configuration.
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2. Click Users.
3. Select View Users.
4. Locate the user (options to filter, sort and search are available).
Hint: A Pending status indicates:
- user has not clicked the link in the KITE activation email message to
active their account
- a spam filter caught the KITE activation email message
- the email address used in the User upload is incorrect
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5. Click the checkbox to select the user.
6. Click Resend Email.
7. Optional: contact the user and ask them to watch for the email.
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MANAGE ENROLLMENT DATA
An enrollment file is used to upload demographic information for each student who will
be participating in DLM testing. The enrollment file is only loaded once, unless changes
are required.
Kansas does NOT use the Enrollment process described here. Kansas student
records for DLM testing are included in the KIDS data and Student Course
(STCO) records. See your state Data Steward for more information.
CREATE AN ENROLLMENT FILE
This is a required procedure.
To create an Enrollment file, follow these steps.
1. Download the Enrollment Template from your state’s DLM webpage.
Hint: Always start by downloading the template to ensure sure you have the
current file.
2. Open the Enrollment Template in a spreadsheet program that can save data in the
CSV format.
3. Using a new line (row) for each user, type the information for each new student into
the CSV file.
4. Verify that all column headings appear in the file, even if some columns are blank.
Hint: Not all columns in the CSV template require data. However, all
columns in the CSV template must be included to successfully upload.
5. Save the file as a CSV file. The system will only load files saved in CSV format.
Hint: Save the file using a location you can easily access later.
Use the tables on the next several pages to compile your enrollment information. Some
of the fields with limited or complex entry structures are explained at the end of this
section.
All of the column headings are required. The “Req?” column indicates whether
or not a column must contain information to ensure a successful file upload.
Columns with “No” in the table below can be blank.
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Your state may offer a resource which maps the field names shown below to codes and
identifiers commonly used in your state or district. See the Appendix on page 70 and
Access Additional Resources on page 7.
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Field
AYP_School_
Identifier
Format; Length
Alphanumeric; 30
Req?
No
Residence_District_
Identifier
Alphanumeric; 30
Yes
Student_Legal_
Last_Name
Student_Legal_
First_Name
Student_Legal_
Middle_Name
Generation_Code
Alphanumeric; 60
Yes
Definition
The unique number that has been assigned
by DLM to the school building as listed in
your State Organization Table.
The unique code that has been assigned to
the district by DLM. This identifies the
parent organization for a school (such as the
school district).
The student’s last name.
Alphanumeric; 60
Yes
The student’s first name.
Alphanumeric; 60
No
The student’s middle name
Alphanumeric; 10
No
Gender
Numeric; 1
0 = Female
1 = Male
MM/DD/YYYY; 10
Yes
The part of the student’s name used to
denote the generation in his/her family, e.g.,
Jr., Sr., III, etc.
The student’s gender.
Date_of_Birth
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Yes
Special Notes
Use the district-level ID
provided in your State
Organizational Table.
The date (month, day, and year) on which
the student was born.
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Field
Current_Grade_
Level
Format; Length
Numeric; 2
03-12
Req?
Yes
Definition
The grade level or primary instructional
level at which a student enters and receives
services in a school or an educational
institution during a given academic session.
For example, 03=3rd grade, 11=11th grade.
Local_Student_
Identifier
Alphanumeric; 10
No
State_Student_
Identifier
Current_School_
Year
Numeric; 10
Yes
The unique alphanumeric code assigned to
the student by the school or local education
agency.
The student’s state ID number.
YYYY; 4
Yes
Funding_School
Alphanumeric; 30
No
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The ending year of the current school year
(e.g., for the 2014–2015 school year, enter
2015).
The unique code assigned by the state that
indicates the location where the student is
counted for state funding and/or for the
Principal’s Building Report. If a district does
not have a school for an educational level
(e.g., does not have a high school), the
district central office building number
should be used.
Help Desk Support
Special Notes
For Kansas, who uploads
using the KIDS system, this
information is different.
This field helps determine
which assessment the student
is assigned.
Use 2015 for all DLM
students.
Use the code provided in
your State Organizational
Table.
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Field
Attendance_School_
Program_Identifier
Format; Length
Alphanumeric; 10
Req?
Yes
Definition
The building number (building numbers are
typically four digits) or other location
identifier assigned by DLM.
School_Entry_Date
MM/DD/YYYY; 10
No
District_Entry_Date
MM/DD/YYYY; 10
No
State_Entry_Date
MM/DD/YYYY; 10
Yes
Comprehensive_
Race
Numeric; 5
Yes
The date on which the student enrolls and
begins to receive instructional services in a
school. If the student should leave and then
re-enroll, this date should reflect the most
recent enrollment date.
The date (month, day, and year) on which
the student enrolls and begins to receive
instructional services in a school district.
The date on which the student enrolls and
begins to receive instructional services in the
state. If the student should leave the state
and then re-enroll in school, this date should
reflect the most recent enrollment date.
General racial category (or categories) that
most clearly reflects the individual’s
recognition of his or her racial background.
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Special Notes
Use the Organization code
from your State
Organizational Table.
If your data has leading
zeroes, check that they are
retained after each save. The
number must match one in
your organization, or the file
upload will fail.
Details about potential values
are provided in a separate
table below.
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Field
Primary_Disability_
Code
Format; Length
Alpha; 2
Req?
No
Gifted_Student
No
Hispanic_Ethnicity
Alpha; 5
TRUE
FALSE
Alphanumeric; 3
First_Language
Alphanumeric; 2
No
DLM_Status
Blank
TRUE
FALSE
Numeric; 1
Yes
TRUE enables Dynamic Learning Maps and
the First Contact Survey for the student.
Yes
The type of ESOL/Bilingual Program in
which the student participates.
ESOL_Participation_
Code
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No
Definition
Indicates whether or not the student has an
active Individual Education Plan (IEP) under
the Individuals with Disabilities Education
Act (IDEA—Part B).
Indicates whether or not the student has an
active Individual Education Plan (IEP) for
giftedness.
The code which reflects the individual’s
recognition of his or her Hispanic ethnicity
background. (Yes, No, blank)
The code for the primary language or dialect
(not ethnicity) of the student.
Help Desk Support
Special Notes
Details about potential values
are provided in a separate
table below.
Leave blank for DLM
students.
Details about potential values
are provided in a separate
table below.
Must be TRUE for all DLM
field test students.
Details about potential values
are provided in a separate
table below.
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Comprehensive_Race
Entry
1
2
4
5
6
7
8
Definition
White
African American
Asian
American Indian
Alaska Native
Two or More Races
Native Hawaiian or Pacific islander
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First_Language
Entry Definition
Blank English
1
Chinese (Mandarin or
Cantonese)
2
Dinka (Sudanese)
3
French
4
High German
5
Hmong
6
Khmer (Cambodian)
7
Korean
8
Lao
Entry Definition
24
Hindi
25
Urdu
10
33
34
35
36
37
38
39
40
41
42
43
Gujarati
Punjabi
Pashto
Dari
Quiche
Mam
Ilokano
Visaya
Low German
Other Signed Language
22
Filipino or Tagalog
(Philippines)
Russian
Spanish
Vietnamese
Arabic
Other
Somali
Thai
Portuguese
Farsi (Iranian)
Chuukese (e.g., Marshall
Island, Micronesian)
Bosnian
Swahili
Nepali
American Sign Language (ASL)
Serb
Croatian
Turkish
Karen languages (e.g., Burma,
Myanmar)
Haitian/Haitian Creole
44
23
Burmese
45
English—with other language
background
Native American Languages
Entry
MR
ID
OH
OI
Definition
Mental retardation
Intellectual disability
Other health impairment
Orthopedic impairment
SL
TB
VI
Speech/language disability
Traumatic brain injury
Visual impairment
11
13
14
15
16
17
18
19
20
21
26
27
28
29
30
31
32
Primary_Disability_Code
Entry
Blank
AM
DB
DD
ED
HI
LD
MD
Definition
None
Autism
Deaf/blindness
Developmentally delayed (ages
3-9 only)
Emotional disturbance
Hearing impairment
Specific learning disability
Multiple disabilities
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ESOL_Participation_Code
Entry
Definition
0
Not an ESOL eligible student and not an ESOL monitored student
1
Title III Funded
2
State ESOL/Bilingual Funded
3
Both Title III and State ESOL/Bilingual Funded
4
Monitored ESOL student
5
ESOL program eligible, based on an English language proficiency test,
but not currently receiving ESOL program services. Example: Parents
that have waived their child out of ESOL services, but the district is still
obligated to provide ESOL support.
6
Receives ESOL services and not funded with Title III and/or State ESOL
Funding.
LOAD AN ENROLLMENT FILE
This is a required procedure.
Hint: Large files load slowly and are difficult to troubleshoot. We
recommend loading 100 or fewer students at a time, unless you are
confident about the quality of your data.
To load the Enrollment file, follow these steps:
1. Click Configuration.
2. Click Students.
3. Select Upload Enrollment.
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4. Select State.
If you do not see the correct option listed, your account permissions may need to
be changed. Contact your state-level Data Steward or SEA.
5. Apply filters in the Select Organization fields to choose the level you need.
6. Click to find the CSV file on your computer.
A browser window appears.
7. Locate the CSV file you created.
8. Click the file name to select it.
9. Click Open.
The filename appears in the File field.
Hint: Verify that the file has a .csv file extension. Filenames with extensions
ending in .xls or .xlsx will be rejected.
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10. Click Upload.
The confirmation message indicates the number of records uploaded.
Hint: Each line in the CSV file is one record.
CHANGE ENROLLMENT DATA PREVIOUSLY UPLOADED
Prepare a new file with the correct information and repeat the upload steps. The new
record will be matched to the previous record using the State_Student_Identifier field.
The new record replaces the previous record.
Contact the Help Desk:
• If you change any of the name fields. This requires follow up action by the Help
Desk team.
• To correct an error in the State_Student_Identifier field.
ADD A STUDENT RECORD MANUALLY
This procedure is most helpful when adding only a few students. When adding several
students it is best to use the Enrollment Template.
To add a student record manually using the Educator Portal interface, follow these
steps.
1. In Quick Links, click Student.
2. From the Select Action drop down list, select Add Student Manually.
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3. Select your State.
Hint: After you select your state, additional drop down menus will display.
4. From the additional drop down menus, select the appropriate information (e.g.,
district, school, etc.)
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5. Complete the remaining fields using the tables which begin on page 41.
Hint: Click Reset to clear all fields.
6. Click Save.
REMOVE A STUDENT FROM EDUCATOR PORTAL
This procedure is required when a student moves from one DLM district to another or is
no longer attending school in one of the DLM member states.
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Your district or state may have additional accountability recommendations.
We recommend you use this feature during the data validation and cleanup window in
March 2015 (see the DLM Testing Phases for 2014-15 on page 9).
Your district or state may have a system in place for submitting multiple student
records to Educator Portal. Before using these procedures, check with your
organization and/or the Help Desk.
Kansas does NOT use the procedure described here. Kansas student records for
DLM testing are included in the KIDS data and Student Course (STCO) records.
See your state Data Steward for more information.
To remove a student from Educator Portal, follow these steps.
1. Download the Test, Exit, and Clear (TEC) Template from your state’s DLM webpage.
Hint: Always start by downloading the template to ensure sure you have the
current file.
2. Open the TEC Template in a spreadsheet program that can save data in the CSV
format.
3. Using a new line (row) for each student, type the information into the CSV file.
4. Verify that all column headings appear in the file, even if some columns are blank.
5. Save the file as a CSV file. The system will only load files saved in CSV format.
Hint: Save the file using a location you can easily access later.
Large files load slowly and are difficult to troubleshoot. We
recommend loading 100 or fewer students at a time.
6. Save your file in a location you can access later.
The TEC File data dictionary shown on the following pages is not expected to change for
2014-15. Your state may offer a resource which maps the field names shown below to
codes and identifiers commonly used in your state or district. See the Appendix on page
70 and Access Additional Resources on page 7.
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Field
Record_Type
Format; Length
Alpha
Req?
Yes
• Test
• Exit
• Clear
Description
Each line in the CSV file will have one of the following
types:
Special Notes
DLM will choose Exit.
• Test – makes the student available for enrollment in
a test.
• Exit – marks the student to be removed from
enrollment in a particular location.
• Clear – resets the test or exit value for the student to
blank.
State_Student_
Identifier
Numeric; 10
Yes
Student’s state ID number.
Attendance_
School_
Program_
Identifier
Alphanumeric;
30
Yes
The number of the location where the student is
enrolled.
Exit_Reason
Numeric; 2
No
Exit_Date
MM/DD/YYYY
No
The date on which this change is effective.
Test_Type
Alphanumeric; 1
No
Indicates the type of test. DLM users choose:
The number must match a
number in your organization,
or the file upload will fail.
See the table on page 54.
• 3 = Alternate Assessment (DLM)
Subject
Alpha; 3
No
Enter the subject for the test. Current choices are:
• M = Mathematics
• ELA = English Language Arts
School_Year
YYYY
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No
The school year for which the change is effective.
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Exit_Reason Field
These values are used in a test, exit, and clear file for the Exit_Reason column.
Entry Definition
1
Transfer to public school, same
district
2
Transfer to public school,
different district, same state
3
Transfer to public school,
different state
Entry Definition
13
Reached maximum age for
services
14
Discontinued schooling
4
Transfer to an accredited
private school
16
5
17
6
Transfer to a non-accredited
private school
Transfer to home schooling
7
Matriculation to another school
19
8
Graduated with regular
diploma
20
9
Completed school with other
credentials (e.g., districtawarded GED)
Student death
Student illness
21
10
11
12
15
18
98
99
Transfer to accredited or nonaccredited juvenile correctional
facility—educational services
provided
Moved within the United
States, not known to be
enrolled in school
Unknown
Student data claimed in
error/never attended
Transfer to an adult education
facility (i.e., for GED
completion)
Transfer to a juvenile or adult
correctional facility—no
educational services provided
Student moved to another
country, may or may not be
continuing enrollment
Unresolved exit
Undo a previously submitted
exit record
Student expulsion (or longterm suspension)
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LOAD A TEC FILE
1. In the Quick Links section, click Student.
2. From the Select Action drop-down, select Upload TEC.
3. In the State drop-down menu, select your state.
Hint: After you select your state, additional drop down menus display.
4. Make selections in the additional drop down menus.
5. In the File field, click the CSV Browse button.
6. Locate the CSV file you need.
7. Open the CSV file.
Hint: Verify that the file has a .csv file extension. Filenames with extensions
ending in .xls or .xlsx will be rejected.
8. Click Upload.
9. Review the confirmation message for errors.
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MANAGE ROSTER DATA
The Roster Template links students to teachers and enrolls the student in a test for each
subject area. While the Enrollment file contains one record per student, the Roster file
will contain two records (rows) per student to represent each DLM subject area
(mathematics and English language arts).
Students must be rostered once for each subject area (Mathematics and English
language arts) for all testing in the 2014-2015 school year.
Kansas does NOT use the Roster process described here. Kansas student records
for the DLM field test are included in the KIDS data and Student Course (STCO)
records. See your state Data Steward for more information.
CREATE A ROSTER FILE
This is a required procedure.
To create a Roster file, follow these steps.
1. Download the Roster Template from your state’s DLM webpage. We recommend
you do not start from a data extract from your existing system. Copy and paste
records into the CSV file in the corresponding field.
Hint: Always start by downloading the template to ensure sure you have the
current file.
2. Open the Roster Template in a spreadsheet program that can save data in the CSV
format.
3. Using a new line (row) for each student and for each subject (Mathematics and
English Language Arts), type the information into the CSV file.
Hint: Sally will have one row for Mathematics and one row for English
Language Arts in this file.
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4. Verify that all column headings appear in the file, even if some columns are blank.
Hint: Not all columns in the CSV template require data. The “Req?” column
in the following table indicates whether or not a column must contain
information for each student to ensure a successful file upload.
Columns with “No” in “Req?” column can be blank for each student if
the information is unavailable.
5. Save the file as a CSV file. The system will only load files saved in CSV format.
Hint: Save the file using a location you can easily access later.
Large files load slowly and are difficult to troubleshoot. We
recommend loading 100 or fewer students at a time.
6. Save your file in a location you can access later.
Hint: The file can be given any name that helps identify the group of
students it contains.
The Roster File data dictionary shown on the following pages is not expected to change
for 2014-15. Your state may offer a resource which maps the field names shown below to
codes and identifiers commonly used in your state or district. See the Appendix on page
70 and Access Additional Resources on page 7.
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Field
Residence_District_ Identifier
Format; Length
Alphanumeric; 30
Req?
Yes
Student_Legal_Last_Name
Alphanumeric; 60
Yes
Description
The unique code that has been
assigned to the district by DLM.
This identifies the parent
organization for a school (such
as the school district).
The student’s last name.
Student_Legal_First_Name
Alphanumeric; 60
Yes
The student’s first name.
Local_Student_Identifier
Alphanumeric; 20
No
Student’s state ID number or
student’s school ID number.
State_Student_Identifier
Alphanumeric; 10
Yes
The student’s state ID number.
Current_School_Year
YYYY
Yes
The ending year of the current
school year.
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Special Notes
Use the district-level ID
provided in your State
Organizational Table.
Make sure first and last names
are in the correct columns.
Make sure first and last names
are in the correct columns.
If your data has leading zeroes,
check that they are retained
after each save.
Must match field of same
name in Enrollment file.
If your data has leading zeroes,
check that they are retained
after each save. Must match
field of same name in
Enrollment file
Must be 2015 for all DLM
students. If it is incorrect, the
record will reject.
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Field
Attendance_School_
Program_Identifier
Format; Length
Alphanumeric; 30
Req?
Yes
Description
The building number (building
numbers are typically four
digits) or other location
identifier assigned by DLM.
State_Subject_Area_Code
N/A
Yes
State_Course_Identifier
Alphanumeric
Yes
Course_Section
Alphanumeric; 30
Yes
Educator_Identifier
Alphanumeric; 30
Yes
The subject area code assigned
by DLM.
This helps identify the course
without categorizing the course
(use Course_Section to group
students).
Use course sections to group
students into rosters so they are
easily identifiable when a test
session is created.
The code which is associated
with an Educator Portal user
profile (e.g., the teacher ID
number, employee number, or
the educator’s e-mail address).
Special characters
found in email
addresses are
allowed
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Special Notes
Use the Organization code
from your State Organizational
Table.
The number must match one
in your organization, or the
file upload will fail. If your
data has leading zeroes, check
that they are retained after
each save.
Enter “English Language Arts”
or “Mathematics”
Enter “English Language Arts”
or “Mathematics”
Enter “English Language Arts”
or “Mathematics”.
To successfully match student
to teacher, this code must
match the Educator_Identifier
used in the User file. If it does
not match an existing
Educator_Identifier then the
record will fail to upload.
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Field
Enrollment_Status
Format; Length
Numeric; 2
Req?
No
Description
Not relevant for DLM.
Educator_Last_Name
Alphanumeric; 40
Yes
Educator’s last name.
Educator_First_ Name
Alphanumeric; 40
Yes
Educator’s first name.
DLM_Status
Blank
TRUE
FALSE
Yes
TRUE enables Dynamic
Learning Maps and the First
Contact Survey for the student.
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Special Notes
Leave blank for all DLM
students.
Make sure first and last names
are in the correct columns.
Make sure first and last names
are in the correct columns.
Must be TRUE for all DLM
students.
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LOAD A ROSTER FILE
This is a required procedure.
Hint: Roster files must be uploaded separately by building or the records
will be rejected. Roster records are rejected if a teacher account is not
found for the teacher(s) on the roster.
To upload the roster file into Educator Portal, follow these steps.
1. Click Configuration.
2. Click Rosters.
3. Select Upload Roster.
4. Apply filters in the Select Organization fields to choose the level you need.
If you do not see the correct option listed, your account permissions may need to
be changed. Contact your state-level Data Steward or SEA.
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5. Click to find the CSV file on your computer.
A browser window appears.
6. Locate the CSV file you created.
7. Click the file name to select it.
8. Click Open. The filename appears in the File field.
Hint: Verify that the file has a .csv file extension. Filenames with extensions
ending in .xls or .xlsx will be rejected.
9. Click Upload.
The confirmation message indicates the number of records uploaded.
Hint: Each line in the CSV file is one record.
10. Click Upload.
A message shows the number of records created, rejected, and updated.
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11. Click View Details to see error messages related to the upload.
CHANGE ROSTER DATA
Using this procedure, you may:
•
•
•
•
Change a roster name.
Change the content area.
Change the teacher connected to the roster
Change the students connected to the roster.
To change roster data, follow these steps.
1. Click Configuration.
2. Click Rosters.
3. Select View Roster.
4. Apply filters in the Select Organization fields to choose the level you need.
5. Click Search.
6. Click the desired roster; the View/Edit Roster screen appears.
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7. Make the desired changes. You may:




Type a Roster Name.
Choose a Content Area.
Select an Educator.
Select or clear check boxes to remove or add students to the roster.
8. Click Save.
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CREATE A ROSTER MANUALLY
To create a roster manually using the Educator Portal interface, follow these steps.
1. In the Quick Links section, click Rosters.
2. In the Select Action drop-down menu, select Create Roster Manually.
3. Select your State.
Hint: After you select a state, you will see options to select a district and
school.
4. Select your District.
5. Select your School.
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6. Click Search.
7. Type a Roster Name.
8. Select a Content Area.
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9. Click the checkbox next to one Educator.
Hint: You may only select one educator.
10. Select or clear the check boxes to remove or add students to the roster.
Hint: You may select more than one student.
11. Click Save.
12. To close the roster, click X.
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TROUBLESHOOTING
See the KITE webpage for additional troubleshooting information.
COMMON DATA UPLOAD ISSUES
Experience
Nothing happens when I click the
Upload button (for User, Enrollment, or
Roster files).
Possible Causes
 File is not CSV format.

Incompatible browser; use a
supported browser if possible:
o
Firefox 22.0 recommended
(also 10.0.5 and 23.0)
o
Internet Explorer 8
o
Safari 6.0.5
Google Chrome is not supported.
SYSTEM ERROR MESSAGES
To view error messages, click View Details. A message which reads “invalid” does not
require action; a message which reads “rejected” requires action.
The table below shows some error messages which may appear when uploading Roster
or Enrollment files.
This table does NOT apply to web service users (such as Kansas).
Message
### records created, ### records updated
and ### records are rejected out of ###
total records. Upload completed with
errors.
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Possible Causes
The file was uploaded, but Educator
Portal found errors. The hash tags (#) will
be replaced with numbers indicating how
many records updated and how many
errors were found.
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Message
Please enter a value with a valid
extension.
File format is not correct.
File is required.
“Blank value is not valid”
The Roster upload file is rejected
Possible Causes
The file was NOT uploaded because the
file format was not CSV. This error may
occur if you have copied and pasted data
from other programs into the CSV file.
Typically this can be corrected by
transferring the data into a fresh copy of
the CSV file that you are attempting to
upload.
The file was NOT uploaded. One possible
reason is that a header is missing or is
incorrect. Use the templates provided on
the name of webpage for your state.
User clicked the Upload button before
attaching a file.
The record is not actually rejected and no
action required. This message will appear
for any field that is not required and is
left blank.
Use only “English Language Arts” or
“Mathematics” in the
State_Subject_Area_Code field. Spelling
and capitalization must be as shown
above.
Check the Current_School_Year field is
completed correctly.
HELP DESK ASSISTANCE REQUIRED
Please contact the Help Desk for assistance with these items.
•
•
•
•
Change the State Student Identifier.
Add or change state or district organizational data.
Remove a student from Educator Portal.
Remove a teacher from the state. If a teacher leaves the state (not district).
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APPENDIX
If your state has provided an appendix to this manual with information customized for
your state, you will find that on your state’s DLM webpage. The filename will look like
this:
DATA STEWARD MANUAL APPENDIX ST (where ST is the two-letter abbreviation for your
state). See Access Additional Resources on page 7 to get started.
SEAs: if you wish to provide a state appendix to this manual, send the finished file along
with a DLM Website Update Request Form.
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