February 2013
Copyright  2013 by CTB McGraw--Hill Education.
1
Oklahoma End‐of‐Instruction OCCT & OMAAP
RES Utility District User Guide
Welcome to the Record Editing System (RES) Utility .................................................................................................3 About Your Task .................................................................................................................................................................................... 3 Security Concerns ................................................................................................................................................................................. 3 Before You Begin .................................................................................................................................................................................. 3 Contacting the Oklahoma Help Desk ..................................................................................................................................................... 4 Getting Started .......................................................................................................................................................5 Connecting to the Record Editing System Utility ................................................................................................................................... 5 Summary Information on the Home Page ........................................................................................................7 The Summary Information is your “scoreboard.” Here is what it tracks: ................................................................................................ 7 Planning Your Work ............................................................................................................................................................................... 8 Choosing How to Correct Errors ............................................................................................................................................................ 8 Correcting Records Online .......................................................................................................................................8 Browsing for a Student Record .............................................................................................................................................................. 8 Best Practices for Updating Student Records by School .......................................................................................................................................................................... 9 Searching for a Student or Group .......................................................................................................................................................... 9 Best Practices for Updating Student Records by Search Criteria ......................................................................................................................................................... 10 Your Student Data File (Districts Only) ...................................................................................................................11 Downloading a Batch File .................................................................................................................................................................... 11 Working with Your Student Data File ................................................................................................................................................... 11 Loading the Student File Back to RES................................................................................................................................................. 12 Frequently Asked Questions and Troubleshooting ..................................................................................................13 February 2013
Copyright  2013 by CTB McGraw-Hill Education.
2
Oklahoma End‐of‐Instruction OCCT & OMAAP
RES Utility District User Guide
Welcome to the Record Editing System (RES) Utility About Your Task The Record Editing System (RES) Utility allows you to modify student biographic and demographic data electronically, prior to receiving reports. You will not have an opportunity to have student data changed through CTB after reports are received. Security Concerns When you work online, always close your browser when you have finished editing records so that no unauthorized user can click your Back button to access the Record Editing System Utility. Before You Begin Make sure you have Adobe Reader installed and can open PDF files in your web browser. Adobe Reader is free software that you can download from www.adobe.com. February 2013
Copyright  2013 by CTB McGraw-Hill Education.
3
Oklahoma End‐of‐Instruction OCCT & OMAAP
RES Utility District User Guide
Contacting the Oklahoma Help Desk For help with Oklahoma OCCT and OMAAP products and services, the Oklahoma Help Desk is available: Monday through Friday, 7:30 AM to 4:30 PM, Central Time During Testing, 7:00 AM to 7:00 PM, Central Time Please note that the Oklahoma Help Desk is closed on the following holidays (actual or observed): New Year’s Day Martin Luther King, Jr. Day Presidents’ Day Memorial Day Independence Day Labor Day Thanksgiving Christmas For help by… Contact… Phone 1‐888‐282‐2010 Email OK_Helpdesk@ctb.com February 2013
Copyright  2013 by CTB McGraw-Hill Education.
4
Oklah
homa End‐of‐Instruction OCCTT & OMAAP
RES Utility District User Guide
Gettting Starrted You ccan access th
he Record Editing System U
Utility betwe
een March 4t h and March 15th, 2013. Durin
ng this time, yyou can accesss your student records, ch
heck records for errors, an
nd correct anyy errors or warnings. Conn
necting to the
e Record Editiing System U
Utility 1. U
Use your brow
wser to navigate to www.cctb.com/ok. 2. C
Click on the Access your (SSSO) Single Sig
gn‐On Accoun
nt button February 2013
Copyright  2013 by CTB
B McGraw-Hiill Education.
5
Oklah
homa End‐of‐Instruction OCCTT & OMAAP
RES Utility District User Guide
3. EEnter your Usser ID and passsword. 4. C
Click on the O
OK EOI Record
d Editing Systeem link in the
e list of availabble applicatio
ons. You w
will next be p
prompted to sselect which aadministration you want too work with. Select eitherr OK EOI Wintter/Trimesterr 2012‐13 or O
OK EOI Optio
onal Retest 20
012‐13 and cllick Submit.
Your district’s Oklahoma EOI RES Home pagge opens. February 2013
Copyright  2013 by CTB
B McGraw-Hiill Education.
6
Oklah
homa End‐of‐Instruction OCCTT & OMAAP
RES Utility District User Guide
Sum
mmary In
nformatio
on on the Home Paage Your Home Page ttells you how
w many record
ds are on your student reccord set. The eerrors are tho
ose captured during proceessing; say, fo
or example, aa student’s birrth date was not entered, you now havve the opporttunity to fix it here. Howeever, if a stud
dent’s ethnicity is incorrect, only you caan correct it—
—CTB has no w
way of knowiing a student’’s ethnicity.
Click the ‘RES’ linkk in the bread
dcrumb trail to toggle betw
ween the Winnter/Trimesteer and Option
nal Retest Adm
ministrations.. The SSummary Info
ormation is yyour “scorebo
oard.” Here iss what it traccks: Total Records for Yourr District is th
he number of answer docuuments proceessed for stud
dents in your districts now with Erro
ors is the num
mber of errorss found in stuudents’ data—
—for examplee, a student’s answer Records n
documentt did not have
e the date of birth filled ou
ut Records n
now with Warnings A warning flag indiccates probab le inaccuraciees in the dataa. Records cchanged refle
ects the numb
ber of recordss modified byy your districtt. February 2013
Copyright  2013 by CTB
B McGraw-Hiill Education.
7
Oklah
homa End‐of‐Instruction OCCTT & OMAAP
RES Utility District User Guide
Plann
ning Your Wo
ork 1. W
When the Reccord Editing SSystem Utilityy opens log in. 2. YYou may eithe
er download yyour student data to your computer (d istricts only) or modify reccords online.
3. P
Pay careful attention to stu
udent disabiliity codes and ethnicities.
4. Iff you downlo
oad your data, make sure yyou have an u
unzip utility o n your system
m. Choo
osing How to Correct Errorrs If you
u are not com
mfortable using computerrs, it’s best prractice to mo
odify student records onlin
ne. We recom
mmend down
nloading stud
dent data onlly if you are vvery familiar with computters and dataa files. The R
Record Editing System Utillity validates your student biographical and demogrraphic information captureed during proceessing of your answer documents. If a rrecord is misssing a requireed value, the Record Editin
ng System Utiility marks it with an error flag. An example of an error iss a blank value for a stude nt’s gender.
Corrrecting R
Records O
Online Theree are two ways to correct student records online: One is to brow
wse for them b
by school and
d student lastt name. Howeever, if you w
want to find th
he student re
ecords by another criterionn, for examplee: you want tto find all the records with the ssame kind of e
error and correct them all at once—you
u can search ffor a studentt or group. Whichever wayy you locate studeent records to
o correct, you
u’ll find all thiis information
n on the Hom
me page under “To Work O
Online.” Brow
wsing for a Student Record
d 1. O
On the Home page, click Browse for a SStudent Record. C
Click All to vie
ew all schoolss in your district. To limit yyour view to oonly schools w
with flagged rrecords, choo
ose the filter ffor that flag. W
When you see
e the school yyou want to w
work with, clicck on the sch
hool’s name. O
On the Studen
nts Records in
n School page
e, click the naame of the stuudent whose record you w
want to edit. TTo limit your vview to only sstudent records with Error or Warning fflags, choose the filter for that flag, and
d click on the student’s n
name. February 2013
Copyright  2013 by CTB
B McGraw-Hiill Education.
8
Oklah
homa End‐of‐Instruction OCCTT & OMAAP
RES Utility District User Guide
Best Practices forr Updating Student Record
ds by School
1. O
On Select Sch
hool in (your d
district) to Brrowse for a Sttudent Recorrd page, creatte a list by clicking All and filtering for ““Students with Errors.” If tthe list is too long, select an initial lette r. 2. C
Click on the first student name in the lisst. On the edit page that oopens, make aall the correcttions you can
n. If your cchanges corre
ect all the erro
ors, that stud
dent’s name w
will be gone w
when you retu
urn to this paage. 3. R
Repeat step 2
2 until no reco
ords remain o
on the list. 4. C
Create anothe
er list by clickking the next lletter in the aalphabet, unt il you can clicck All and no records flaggged In Error aappear. 5. FFollow your D
District’s policy for correcting Warnings:: o
To correctt them now, cchoose the filter for “Students with Waarnings” and correct all reccords before choosing another school to edit. 6. W
When there aare no errors lleft for this scchool, select aanother schoool to update.. Searcching for a Sttudent or Gro
oup 1. O
On the Home page, click Se
earch for a Sttudent or Gro
oup. 2. O
On that page, enter your search criteriaa. 3. EEnter informaation that uniquely identifiies a student or group. Thee more inform
mation you provide, the feewer matchess yyour search re
eturns. 4. M
Make sure the
e data you en
nter is valid fo
or that field. Review the fiile layout for the valid field
d values. 5. SSelect the Error option to m
match only th
hose records w
with an errorr in that field.. 6. TTo limit match
hes to only th
hose records fflagged with aan error or w
warning messaage, choose the filter for that flag. 7. In text fields, you can enter just the firstt few letters yyou’re lookinng for—such aas “daw” to m
match “Dawso
on” and ““Dawber” butt not “Adawhile.” 8. C
Click Search. 9. TTo learn how many records matched yo
our criteria, lo
ook at Total SStudents at th
he bottom of the page. 10. In the studentt records thatt appear in yo
our Search Re
esults, click thhe name of th
he student yo
ou want to edit. February 2013
Copyright  2013 by CTB
B McGraw-Hiill Education.
9
Oklah
homa End‐of‐Instruction OCCTT & OMAAP
RES Utility District User Guide
Select the eerror check box to matcch only those records with an error in that field. Usse the filter to sshow on
nly those studeents with errrors or warninggs. Best Practices forr Updating Student Record
ds by Search C
Criteria On the Search
h for a Studen
nt or Group p
page, create aa list of stude nts to edit byy entering you
ur criteria, ch
hoosing the In
n 1. O
EError filter and clicking Sea
arch. Sometim
mes you can ssave time by ffinding all reccords with thee same type o
of error and ccorrecting the
em as a group
p. 2. C
Click the first student name in the list. O
On the edit paage that openns, make all the correction
ns you can. If your changess ccorrect all the
e errors (or th
he errors iden
ntified by your search criteeria), that stud
dent’s name will be gone w
when you rreturn to this page. 3. R
Repeat step 2
2 until your lisst contains no
o records. 4. C
Create anothe
er list by ente
ering more search criteria. When you ennter criteria tthat would match all studeents and no rrecords flagge
ed In Error ap
ppear, choose
e whether to ccorrect the w
warnings. Continue editing sstudent recorrds and creatiing lists until you can’t findd any studentt records with
h flags you neeed to ote: If you nee
ed to do some
e research to gather studeent informatio
on, you may correct as maany errors as correect. Please no
you ccan, submit th
he changes, aand come bacck to edit this record later when you’vee found the in
nformation yo
ou need. When you have a question abo
out who has p
previously edited studentss’ records, clicck the Activitty Log link wh
hile in the studeent’s record. Each listing in
n the log disp
plays: 
The date and time of e
each interaction with the R
RES student reecord set. 
Who was logged in wh
hen the interaaction was initiated. 
The type o
of the interacction. February 2013
Copyright  2013 by CTB
B McGraw-Hiill Education.
10
Oklah
homa End‐of‐Instruction OCCTT & OMAAP

RES Utility District User Guide
The message associate
ed with the in
nteraction. You
ur Studen
nt Data File (Districcts Only)
Down
nloading a Batch File 1. O
On the Home page, click Create a Stude
ent Data File. 2. EEither Include
e All Schools iin District or Include Onlyy Selected Sch
hools. 3. Iff selecting schools, check all the schoolls in the list you want in thhe student daata file. 4. D
Determine if yyou want All student records, those reccords with errrors, or reco
ords with warrnings. 5. C
Click Create D
Data File. 6. W
When promptted, save the batch zip file
e to your deskktop. 7. LLocate zip file
e on desktop, double click tto open. 8. C
Click on batch
h.txt file in the zip file. Thiss is the student data in texxt format. 9. D
Drag the batch file out of tthe zip file to your desktop
p. ur Student Da
ata File Workking with You
In Excel: •
Open Exce
el. •
From Exce
el choose February 2013
Copyright  2013 by CTB
B McGraw-Hiill Education.
11
Oklahoma End‐of‐Instruction OCCT & OMAAP
RES Utility District User Guide
 “File, Open…”,  Select for “.txt” (Text) file type  Find batch.txt file from your desktop •
Text Import Wizard  Check “Delimited” radio button, then Next‐>  Uncheck “Tab”, Check “Comma”, then Next  In “Data Preview”,  Click first column  Slide scroll bar to last column  Shift‐Click last column  Choose “Text” for “Column Data Format” –it is important all fields exported as text, or formatting will be lost.  Click Finish •
Find records with “Error Description” column filled in to determine what to fix •
Edit columns to fix records. •
IMPORTANT: Records that don’t have all errors fixed in them will not be updated in the system. •
Choose “Save As…” and save as a .CSV (Comma‐delimited) file. Do not re‐open the CSV file or file formatting may be lost. •
Exit Excel. Loading the Student File Back to RES From the RES Homepage choose – •
“Upload Student Records”. •
Browse for batch.CSV file. •
Enter appropriate comments. •
Click on “Check if you file contains column headers…” checkbox. This will tell the RES utility to ignore the first row. •
Click “Submit”. •
If errors exist in the first 10 lines of your file, a confirmation screen will be shown. •
Choose either submit or cancel. •
If the file is submitted, it will be placed in a processing queue. •
If you click cancel, you can go back into the Excel spreadsheet, make your changes, and begin the upload process again. February 2013
Copyright  2013 by CTB McGraw-Hill Education.
12
Oklahoma End‐of‐Instruction OCCT & OMAAP
RES Utility District User Guide
Frequently Asked Questions and Troubleshooting GETTING STARTED Why didn’t I get a letter about Record Editing System? All District Test Coordinators currently on file with the Oklahoma State Department of Education should receive electronic notification of the Record Editing System window, the URL or web address for accessing the Record Editing System utility and reference documentation, and a copy of this user guide. These materials will also be made available on the CTB OK Web Portal located at http://www.ctb.com/ok. If there has been a recent change in personnel in your district, please contact the Oklahoma State Department of Education to ensure that the most current information for your district is on file. What is the web address for the Record Editing System Utility? Users may access the Record Editing System Utility using the provided CTB Single Sign‐On at http://www.ctb.com/ok. Where do I log in? On the CTB OK Web Portal Home page at http://www.ctb.com/ok, users may login at the top center of the page, in the section labeled “Log in.” What is my password? Users are/were provided with login IDs and initial passwords by CTB. Users will be prompted to change their default passwords when first logging into the CTB OK Web portal. If you have forgotten your password, please contact the Oklahoma EOI Help Desk at 1‐888 282‐2010 or click the Forgot Password link on the http://CTB.com/ok login page to have your password reset and emailed to you. Why doesn’t my password work? Passwords are case sensitive. Make sure your Caps Lock has not been accidentally engaged and try again. If your password was reset and emailed to you, be sure to manually enter your new password into the Password field. Do not copy and paste your password into the Password field (system security measures requires passwords to be typed in). If this does not correct the problem, please contact the Oklahoma EOI Help Desk at 1‐888‐282‐2010. Why am I locked out and unable to log in? After several login attempts with an incorrect password, CTB security systems may lock you out of your account. If this occurs, please contact the Oklahoma EOI Help Desk at 1‐888‐282‐2010. February 2013
Copyright  2013 by CTB McGraw-Hill Education.
13
Oklahoma End‐of‐Instruction OCCT & OMAAP
RES Utility District User Guide
I created my own account. Why can’t I access the Record Editing System Utility? When you create your own account, you do not automatically receive access to secure areas of the CTB OK Web Portal. Secure user accounts must be created by CTB. If you do not have a secure user account, please contact the Oklahoma EOI Help Desk at 1‐888‐282‐2010 to verify your eligibility and receive your account credentials. Can I change my password? Yes. As a best practice, each district user should create his/her own password. Click on the My Profile link to change your password. ABOUT DATA AND ERRORS Why doesn’t CTB correct the data with student information already on file? CTB does not maintain a student database. How do I know what my errors are? When you edit your data set online, the Edit Student Data page displays the list of field names flagged with errors in red bold font. The list of field names flagged with warnings appears in black bold font. Edit rules describing the conditions the fields must meet appear at the top of the screen. When a field contains an error flag, the range of values or codes you may enter follows the Edit rule. When editing offline, you may find information about required fields in the RES Layout file. Can I change something that is not flagged as an error, but I know is incorrect? If you see something that you recognize as incorrect in an editable field, you may fix it. When editing records online, editable field values have a box around them. When editing offline, editable field values do not contain an asterisk in the header row. OVERCOMING CHALLENGES I cleared the field; why is it still showing an error? To clear a field, press Backspace or Delete. When you press the spacebar, you're inserting a space character and the field is not cleared. February 2013
Copyright  2013 by CTB McGraw-Hill Education.
14