DataDirector Users` Guide

DataDirector Users` Guide
USER
GUIDE
DATADIRECTOR
Rev. 6/8/2011
Contents
0BProduct Overview ......................................................................................................................................... 5
1BGeneral DataDirector Questions and Answers .............................................................................................. 6
19BHow to Login ............................................................................................................................................................. 7
20BHow to Logout........................................................................................................................................................... 7
21BGetting Help .............................................................................................................................................................. 7
2BAccess Levels ............................................................................................................................................................. 7
2BGetting Started ............................................................................................................................................. 7
23BDataDirector Welcome Page ..................................................................................................................................... 8
24BDataDirector News Page ........................................................................................................................................... 8
25BOverview of Data Director Pages ............................................................................................................................. 12
3BManaging Your Profile and Password Information...................................................................................... 13
26BChanging Your Password ......................................................................................................................................... 13
4BAssessments ............................................................................................................................................... 15
27BAssessments List ..................................................................................................................................................... 15
28BCreating a New Assessment .................................................................................................................................... 16
29BTest Series ............................................................................................................................................................... 18
30BCreating a New Test Series ...................................................................................................................................... 19
Item Bank™ ................................................................................................................................................. 22
31BCreating a New Item in Item Bank ........................................................................................................................... 24
68BPassages .............................................................................................................................................................. 30
32BItem Wrapping in PDF ............................................................................................................................................. 32
5BInstructional Resources .............................................................................................................................. 35
6BExams ......................................................................................................................................................... 37
3BExams List ............................................................................................................................................................... 37
69BLocating an Exam ................................................................................................................................................. 37
70BViewing an Exam .................................................................................................................................................. 38
71BReplacing the PDF Exam Booklet .......................................................................................................................... 39
34BExam Creation ......................................................................................................................................................... 40
35BCreating an Exam without ItemBank ....................................................................................................................... 41
Organizing an Answer Sheet in Clusters ............................................................................................................... 45
36BLinking Standards to an Exam .................................................................................................................................. 47
37BCreating an Exam with Item Bank ............................................................................................................................ 48
Distributing Points in an Exam ............................................................................................................................. 51
38BSharing an Exam ...................................................................................................................................................... 51
39BAutomatic Export to Assessment ............................................................................................................................ 54
72BCreating Multiple Versions of an Exam ................................................................................................................ 54
40BEditing an Answer Sheet.......................................................................................................................................... 55
41BPrinting an Answer Sheet for Scanning .................................................................................................................... 56
42BOnline Exams .......................................................................................................................................................... 61
73BObtaining a Login Key for an Online Exam ........................................................................................................... 61
74BRetaking an Online Exam ..................................................................................................................................... 62
75BResetting the Online Exam Time .......................................................................................................................... 63
76BDownloading Online Exam Test Keys ................................................................................................................... 63
7BResetting and Generating Online Test Keys ......................................................................................................... 64
78BOnline Testing FAQ .............................................................................................................................................. 65
43BAdministering an Online Exam ................................................................................................................................ 65
7B
Standards .................................................................................................................................................... 69
4BStandards Search Field Descriptions ........................................................................................................................ 69
45BSearching for Standards .......................................................................................................................................... 70
46BBrowsing for Standards ........................................................................................................................................... 70
8BReports ....................................................................................................................................................... 72
47BEditing a Report ...................................................................................................................................................... 73
48BCreating a Report from a List (Make This a Report) ..................................................... Error! Bookmark not defined.
9BExam Reports .............................................................................................................................................. 77
49BExam Report Types .................................................................................................................................................. 77
79BView Exam Reports by Roster .............................................................................................................................. 78
10BPre-Built Reports ........................................................................................................................................ 83
50BGenerating Pre-Built Reports .................................................................................................................................. 84
1BCommunication .......................................................................................................................................... 86
51BView Site Users ....................................................................................................................................................... 86
52BSite Users List .......................................................................................................................................................... 86
53BSchool Profiler Report ............................................................................................................................................. 87
54BEmailing Users ......................................................................................................................................................... 87
5BSearch Users Permissions ........................................................................................................................................ 88
12BStudents ..................................................................................................................................................... 89
Searching for Students ............................................................................................................................................ 89
80BBasic Student Search............................................................................................................................................ 89
83BDisplaying Students in a List-See More Students ................................................................................................. 91
13BPrograms .................................................................................................................................................... 93
56B Programs List .......................................................................................................................................................... 93
57BLinking an Assessment or Exam to a Program ......................................................................................................... 93
86BDuplicating a Program ......................................................................................................................................... 94
87BDeleting a Program .............................................................................................................................................. 94
58BCreating a New Program ......................................................................................................................................... 95
14BReport Cards ............................................................................................................................................... 96
59BReport Cards List ..................................................................................................................................................... 96
60B1Generating Report Cards ......................................................................................................................................... 97
15BData ............................................................................................................................................................ 98
62BDemographics List ................................................................................................................................................... 98
8BDemographic Summary Field Descriptions ........................................................................................................... 98
63BCreating a New Demographic .................................................................................................................................. 99
16BData Management .................................................................................................................................... 100
64BEnter/Edit Data (Multiple) ..................................................................................................................................... 100
65BImporting Data ...................................................................................................................................................... 101
6BAdd/Remove Additional Materials ........................................................................................................................ 104
17BAdministration .......................................................................................................................................... 105
67BM anaging Users .................................................................................................................................................. 105
89BList All Site Users................................................................................................................................................ 105
90BBecome another User ........................................................................................................................................ 106
91BResetting a Username or Password ................................................................................................................... 106
92BAdding a User .................................................................................................................................................... 106
93BMerging Duplicate Users .................................................................................................................................... 109
94BActivating and Deactivating Users...................................................................................................................... 110
18BPermissions/Sharing ................................................................................................................................. 112
95BChanging User Permissions ................................................................................................................................ 112
P rod u ct O v er vi e w
DataDirector is an innovative web-based data management solution designed to help
educators meet the needs of every student and improve student performance.
DataDirector helps make sense of a huge range of data to provide longitudinal tracking
and reporting of student assessment data, student demographic data, and attendance, as
well as professional development activities, program activities, student grades and teacher
data.
Au d i en c e
DataDirector was built by educators, for educators and distinguishes itself from simpler
assessment solutions by allowing users to combine and utilize data from multiple sources
and formats, and then compare and refine those data sets to help answer complex
questions like, "How are my students performing over time?”
To ol s an d
Cap a b il i t ie s
DataDirector's powerful tools provide insight into every student by integrating data from
many sources, including:
0B
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Assessments such as Iowa Tests of Basic Skills and various state tests
Demographic information and grades
District or system administered tests
Daily classroom assessments given by teachers
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At the district, system, school and classroom level, educators can analyze and create
custom reports on:
Patterns and needs
Enrichment programs and interventions
Areas for further professional development
Re q u ir e m en t s
Standard DataDirector Users – Using Data Director Website
Operating System
Windows 7
Windows Vista
Windows XP
Macintosh OS 10.4
and Up
Web Browser
Adobe Reader
Microsoft IE 6 or higher
(IE 8 is recommended)
Firefox 2 or higher
(Firefox 3 is
recommended)
7.0 or higher
Safari 2.0 or higher
(Safari 3 is
recommended)
Firefox 2 or higher
(Firefox 3 is
recommended)
7.0 or higher
Additional
Requirements
Internet access
Processor: 2.8GHz or
higher
Memory: 2 GB RAM or
higher
JavaScript must be
enabled
800x600 screen
resolution
Riverside Publishing provides hosting for DataDirector through an application service provider (ASP) model.
Under the ASP model, users can access the system from any computer with Internet access 24 hours a day,
seven days a week. In order to offer the best possible experience, broadband Internet access is hi ghly
recommended. A faster connection to the Internet will improve user experience and provide faster access to
data.
Obtaining Software Upgrades
Microsoft Internet Explorer is a free download available at www.microsoft.com/IE
Adobe Reader is a free download available at http://get.adobe.com/reader/
Firefox is a free download available at www.mozilla.com
Apple Safari is a free download available at www.apple.com/safari/
Microsoft Net Framework is a free download available at www.microsoft.com/net/
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Questions? If you have any questions or concerns, contact DataDirector Customer Support at (877)993-2633
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G eneral DataDirector Questions and Answers
1B
Q: What is DataDirector?
A: DataDirector is a web-based data and assessment management system that allows you to view,
disaggregate, and analyze student data.
Q: How will DataDirector benefit me?
A: The system allows you to easily access student data:
• State proficiency reports
• Benchmark results
• Important demographic information (e.g. language level, language fluency, ethnicity, etc.)
• Transcripts and schedule information
Q: What type of data is stored in DataDirector?
A: Virtually any data can be stored in the system including assessments, demographics (ethnicity, language
fluency, and special ed.), courses, schedules, grades, transcripts, and more.
Q: Where does the data in the system come from?
A: Most data is pulled by the district from the student information system (SIS). State data comes from the
state to the district on CD’s. The files are forwarded to DataDirector administrators for upload.
Q: How often is the data updated?
A: The data is updated as often as new roster files are submitted. This is entirely controlled by district data
personnel.
Q: Who can access DataDirector?
A: The system can only be accessed with a username and password. These are maintained by district and
DataDirector system administrators. Only teachers and site and district administrators are granted
access.
Q: What data can I access?
A: Teachers and program personnel will only have access to the students on their roster. Once a teacher
has been rostered to a student, they will always have access to that student’s data – past, present, and
after the student leaves their class. Depending on the level of historical data submitted by the district, you
have the potential to view multiple years of information. Individuals with administrative rights view all
students at a site(s).
Q: How do I access DataDirector?
A: As a web-based tool, the system is accessible anywhere you have internet access.
G etting Started
2B
Before you begin…

You will need the unique URL for your site

Your username and password
How to Login
19B
Follow these steps to login to DataDirector:
Step
Action
1
Enter your DataDirector site address in an internet browser
2
A. Enter your username and password
B.
Click Login
Note: You may be prompted to change your
password if this is your first login.
Password Standards
Passwords must be at least six characters long, are
case sensitive, and cannot contain your username.
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How to Logout
You can logout of DataDirector by clicking the logout link on the Welcome page or the
Logout icon located in the upper right corner on any page.
Getting Help
You can get help from within the program by clicking DataDirector Help located in the
upper right corner on any page.
Access Levels
Access levels or roles are set by the District Administrator when accounts are established.
Your role controls the sites you can access, the students you can view, and the actions
you can perform in DataDirector.
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The following table describes the default roles and the access associated with those
roles.
Role
Has access to...
Admin
Access to all users at a site.
Teacher
Access to all students on their roster for the current
academic year and past academic years.
School or
Program User
Access to students through a program. Have access to all
students assigned to the program(s) they are associated
with.
DataDirector Welcome Page
23B
The DataDirector Welcome page is displayed after login. All of the sites that you have access to will be listed.
Every user has one account. This account may be affiliated with multiple sites. Your role determines the view you
see when you login to DataDirector.
a.
Select All Students to access all students at the school, or
b. Select My Students to access only the students on your roster.
Information
and status
messages
Sites you can
access
DataDirector
News Page
24B
The DataDirector News Page is displayed after you select your site. It contains release
notes and notifications such as site maintenance and changes in support hours.
Basic Navigation
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There are several ways to navigate within DataDirector. Click on a subject area in the tab bar located
along the top of every page, or select a link in the side menu bar which appears along the left side of
the page within each topic.
Tab Bar
Important Note: In most cases you cannot use the browser Back button to return to the previous page. Unless
there is a BACK button on the DataDirector page, you must click on the tab bar to return to the main page.
Side Menu Bar
The side menu contains links to actions that can be taken such as View, Create, and Edit.
Options that appear in the side menu change according to the page you are viewing. Your role and
permissions also affect the options you will see listed. As a teacher, you may see different choices in
the menu than an administrator would.
Hide m enu
You can hide the side menu to get a
wider view of a page. Click the tab
on the outer side of the menu to
hide or unhide the menu.
Site Options
The header at the top of each DataDirector page contains links to view and change your user settings.
Administrators can use the [admin tools] link to manager users and the site.
Use the following links in the header to perform these actions:
Link
My
information
Admin tools
Change site
Description
Change your own personal information such as; name, email address, or
password.
Manage user, site, and administrative functions such as permissions, data
management, logs, and statistics.
If you have rights to multiple sites, this link returns you to the site list page.
From the sites list you can change to a different site. Also, if you have
multiple roles at a site (i.e. teacher and administrator) you can use this link
to change to your other role.
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Lists, Filters, and Data Sorting
Most DataDirector list pages are divided into two sections. The top section contains options to filter the list that
appears in the bottom section after you click Search. If the search does not return what you are searching for
(assessment, exam, etc.) uncheck some boxes to increase the number of results found.
DataDirector List Page
The results of the
boxes checked here…
…are reflected in the
records that appear
here.
Sorting Lists
The results of a search are listed in columns with headers. Column headers for columns that can
be sorted appear in blue. Click a column header to sort the records in ascending or descending
order.
Downloading
Lists
Lists and reports can be downloaded or exported from DataDirector in Excel, PDF, or .txt format.
The available formats will be indicated by the icons below. Click an icon to download the list in
the selected format.
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Action Icons
Lists may also contain columns of icons which allow you to perform actions in a row (ex. share,
un-share, duplicate, hide, unhide, delete).
Checking the top level box
select all the rows in the list.
In some instances, this
allows the same action to be
performed for everything
selected checked.
If an icon column within the table is empty, you don’t have permission to take the action
represented by that icon.
Icon
Description
Share*
Shares (assessment, exam, etc.) with other users. Generally, you
can share what you have created and what others have given you
the permission to share. See Error! Reference source not found.
Error! Bookmark not defined..
Hide
Hides selected from view. Only applies to your list view. Other
users will still see the item in their list if they have not hidden it.
Note: Column name changes to unhide when hidden items are
displayed.
Searching for
Data
Duplicate
Creates a duplicate of the selected. The title of a duplicated object
is “duplicate of...” by default.
Delete*
Deletes selected and all its associated data for ALL users.
Generally, non-administrators will only have permission to delete
that which they have created. You may give others the permission
to delete what you have created; however, this should be used
with caution. If another user deletes an exam, for instance, and
there are students and scores for that exam, all scores will be
deleted and cannot be retrieved.
Checkbox
Allows the same action to be applied to multiple objects. Checkbox
and choose With Selected from the drop-down at the bottom of
the list page.
There are multiple ways to locate assessments, exams, demographics, and report cards. You can
search for records by selecting filters, searching for keywords (exams only), or searching by
groups.
Select filter options in the top half of the page and click Search to load a list of assessments,
exams, demographics, or report cards at the bottom on the page.
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Overview of Data Director Pages
25B
Page
Assessments
Description
Stores and displays summary data for
test scores, proficiency levels, and
summary results from state-wide and
local test.
This page allows you to—
View and access assessments that has been shared
with you.
Create new assessments and test series.
Upload, enter, or edit student data for storing and
reporting.
Store data about one test or multiple tests in a
single assessment.
Perform calculations of assessment data, e.g.
averages, sums multipliers, percentages, and
differences.
Exams
Stores, displays, and reports exam
data.
Create tests aligned to state standards and generate
answer documents.
Enter or upload student test data for scoring and
reporting.
Build tests from a question bank pre-aligned to
state standards.
Link standards to exams or assessments.
Reports
View common and shared reports.
View a variety of reports such as benchmark and
state test t comparison reports, reports based on
student groups, e.g., gifted, Spanish, middle range
performing and/or grade levels containing local and
state test data, and reports using virtually any
combination of assessment and demographic
information.
Standards
Lists state and national academic
standards.
Search for and view standards by grade-level,
discipline, and strand.
Students
Search student data by academic year,
term, grade and/or period.
Search for students by academic year or term,
grade, course type, teach or demographics.
Access an individual or group of students to create
reports
Generate student list and view assessments, exams
and programs.
Communication
Programs
Contains tools to help with user
management (usernames and
passwords, profile information, site
affiliations, permissions, login statistics).
Allows administrators to grant other
users access to students not rostered to
them, e.g. , gifted students, speech, PE.
View all site users and permissions.
Search for users.
Create and place students into specialized groups to
track progress and determine the effectiveness of a
particular program, intervention, etc.
Generate student list and view assessments, exams
and programs to narrow down results.
Link exams and assessments to students in the
program.
Data
Contains all demographic files including
general demographics, language,
ethnicity.
Access pertinent student demographic information.
Create a demographic.
Sort demographic information.
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M anaging Your Profile and Password Information
3B
Each DataDirector user has a profile that at a minimum consists of their user name and password, but may also contain
additional information, such as phone number and email address. Click the [my information] link in the DataDirector
header to access your own personal information.
You can change your update your personal information and change your login password on this page. Click User Details
to view your full profile.
Change
Password
Changing Your Password
26B
Note: No one can view your password. An administrator can reset your password, but cannot tell you what
your password is currently set to .
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Follow these Steps to change your password:
1.
2.
3.
4.
5.
Click the [my information] link in the DataDirector header.
Scroll to the bottom of the page to the Login Information
Type your New Password
Type your new password again in Confirm New Password
Click Save Changes
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User Profile Page
Personal information
that you may edit.
Site affiliations
and Permissions
set by an
Administrator
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Assessments
4B
Assessments store summary data such as, overall test scores and proficiency levels for statewide, local, and custom
created exams. When an exam is created, a corresponding assessment is created with the same name by default;
however, assessments can be created independent of exams and auto-creation can be turned off.
Assessments
List
27B
The Assessments List is the first page displayed. The top-half of the Assessments List Page is a form
for selecting filters to search for assessments. The form displays a number of check boxes that can
be used to filter available assessments. The more filters selected the smaller the assessments list
will be. If the assessments list does not contain the assessment you are searching for, try
deselecting filters.
Assessments List
In addition to filtering by subject area academic year, grade, and scope/test type, you can select
one of the list options from the drop-down box:
Select this option
To limit list to assessments...
My Assessments
You created.
Shared Assessments
Shared with you by others.
Hidden Assessments
You chose to hide from view.
Show All
All assessments you can access.
The List All link beside the drop-down list box will clear all filters and display all assessments that
you can access. Hidden assessments will remain hidden.
Assessments are listed with the following columns. Column headers that appear in blue can be
sorted in ascending or descending order. The following is a description of the columns in the list.
Assessment Date-Date
entered as the
“administered” date
when it was created.
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Author – Name of
the user that
created the
assessment.
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Title given to the
assessment
created.
Click the title in the
list to open the
assessment.
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Creating a New Assessment
28B
Follow these steps to create a new assessment:
Step
Action
1
Navigate to Assessments >Create a New assessment
2
Enter Assessment Summary details and click Next Step
Assessment Summary Field Descriptions
Field Name
Assessment Name
Description
Description
Title that appears in the assessment list (Required)
Description of the assessment. Appears under the
assessment name in the assessment list. (Optional entry)
Date Type
Specifies when the assessment information was
gathered—on a single date or during a range of dates.
Multiple Rows
Specifies whether there is a single or multiple rows of data
per student.
Date Given
Date(s) assessment was given.
Academic Year
Academic Year that the assessment will be stored under.
(Defaults to current)
Grades
Grades assessment applies to. (Required)
Subject Area
Academic subject the assessment applies to.
Scope/Test Type
Specifies subject area the assessment pertains to. The
scope/test type is used for filtering to assist in locating the
assessment after it is created. (Required)
Number of Fields
Number of fields to include in the assessment.
(Required)
Assessment Target
Identifies whether the assessment pertains to students or
teachers.
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Step
3
Action
Describe assessment fields and click Next Step
Assessment Columns Field Descriptions
Field
Description
Field Name
Field Type
Name of the field that display as column headers in reporting.
Identifies the type of data stored and the type of calculations that
can be performed on the field.
Max Value
Specifies the maximum allowable value for numeric fields.
A. Type Field Name(s)
B. Select Field Type from drop-down box
C. Enter a maximum value (if applicable)
After your assessment is created, the side menu bar changes to Assessment Edit Options which allow you to make
changes to the assessment. You also have the option to set permissions and sharing, enter, import, or clear responses,
as well as duplicate and/or delete the assessment.
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Test Series
29B
A test series allows you to combine data from several assessments or exams in the same
subject. A test series is created for assessments or exams given in the same time period but can
apply to various grade levels and courses. A single series does not compare assessments/exams
given over the course of a year or more.
Test series data can also be used to create custom reports for the series or the individual
assessments included in the series. It can also be used in the following pre-built reports:
 Pivot Table
 Multiple Assessment Listing
Examples: A test series can be created for math benchmark exams given at all elementary
grades OR Science exams given in various subjects (Earth Science, Chemistry, and Physics).
Notes:
The permission to create a Test Series is usually given to a single user in a district.
Disable auto-export prior to making edits to an exam that is part of a test series. Make
edits to the exam and then add the exam back into the test series.
A newly created test series is not immediately available. There is a 24 hour refresh time
between when the series is created and when it will be available for use.
Viewing a Test
Series
You can view existing test series by navigating to Assessments > View Test Series. You can
narrow the list of assessments by using the Assessment List filters and then selecting View Test
Series to view the test series that pertain to the assessments in the list.
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Creating a New Test Series
30B
Follow these steps to create a new test series:
Step
Action
1
Navigate to Assessments > Create a New Test Series
2
Enter test series summary and click Next Step
Test Series Field Descriptions
Field Name
3
Description
Test Series Name
Required Title that appears in the list
Description
Provides a description of the series. (Optional)
Date Type
Specifies when the information was gathered—on a single
date or during a range of dates.
Date Given
Date test was given if date type is Use a single date or
range of dates if date type is Use a date range.
Academic Year
Academic year that the test will be stored under.
Subject Area
Academic subject the test applies to. (Required)
Scope/Test Type
Specifies subject area the test pertains to. (Required)
Test Series Target
Identifies whether the series pertains to students or
teachers.
The default fields are listed. Click Yes... to accept
those fields or No... to define your own fields.
Tips:

Always choose Yes, use default fields if the data you
are using comes from an Exam created in DataDirector.

Choose No define my own fields
Note: Chose yes to use the test series in
pre-built reports.
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Step
4
Action
Select Assessments to include in the Test Series.
A. Search for assessments by selecting a data set filter in Step1
B. Select Assessment(s) to include in test series in Step 2
C. Click A
Notes:
Click the magnifying glass icon in the list to view the assessment attributes (
Click the red ‘x’ in the Selected Data Sets list to remove a selected assessment (
Additional assessments/exams can be added after the series is created.
5
).
).
A list of linked assessments or exams is displayed--verify that these are the items you
want to include in your test series.
You may remove items from the list:
Check box in the Remove column and click Remove or
Search for additional data sets to include in the series before proceeding.
Repeat Step 4 above.
Click Next Step
6
Identify fields
A. Select each field from the drop-down that you would like to associate to the Test
Series field for each exam/assessment.
(If the data comes from an exam created in DataDirector, the match is automatic).
B. Click Finish
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View the new
test series
The new test series data is shown. The data for all the assessments/exams is now combined into
one new assessment (Test Series). Students are listed alphabetically. The first column in the list
identifies which exam was taken by each student.
The test results can be downloaded in Excel (.xls), PDF, or tab-delimited (.txt) format.
You may select another available test
series from drop-down list
The new test series is now viewable from the Assessments page. Select View Test Series from the
side menu bar. The folder icon in the list indicates that it is a test series.
Click the '+' sign to expand the list and view all the assessments contained in the series.
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Item Bank™
The Item Bank is a repository of test questions, aligned to state and national content standards that can be used in
exam creation. Districts can purchase Item Bank content which can be views and used to create exams but cannot be
edited. User created items can also be stored in Item Bank. Item questions can be in multiple formats – multiple
choice, constructed response, true/false, or rubrics, allowing teachers to create highly customized exams for their
students.
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The Item Bank is accessed via the Exams Tab. From this page you can initiate the following actions:
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Search all items in the Item Bank.
View all items in the Item Bank.
View only items I have created.
View items created in my district (may not apply to all districts).
Create a new Item Bank item.
There are several ways to view items. You have the following options in the Item Bank section of the side menu:

All Items - displays all items that exist in the Item Bank, including items you have created.
My Items- a subset of All Items. Lists items you have created.
Districtwide Items- a subset of all items. Lists only items that were created in your district.
An item is comprised of the following components:
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Item ID Number
Action Icons
Item Status
Question
Answer choices
with desired
response
highlighted
Standards that
apply to this item.
Click the blue
link to view
the Standard.
The Item Attributes
and values that
apply to this item.
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The following icons appear in the Item window. The particular icons that appear depend on the action you are
performing and whether or not the item was created in DataDirector.
Click this icon
To perform this action
View a single item.
Edit item details. (Only applies to created items)
Create a copy of the item and assign it a unique Item ID.
Prevent other users in the district from using a created item on their
exams unless they have special privilege to use locked items.
Share the approved items you’ve created with others in the district.
Delete an item you created or a created item you have been granted
rights to delete from the Item Bank. Only available before district
approval.
Provide feedback on the item.
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Creating a New Item in Item Bank
31B
Item Bank Question Editor
The Item Builder Page allows you to create new items or modify existing items. You will use the Item Bank
Question Editor to create or modify items. The question editor box allows you to build the question in the
format you would like students to see it.
Many of the formatting buttons are the same as those used in a standard word processor.
Hover the mouse over a button for a description of its action.
The following table provides a description of the buttons that are unique to this editor.
Click this button
Insert Image
To perform this action
Allows you to select an image stored in your Item Bank
Images or upload an image from your computer to
incldude in the question or answer. (See
X
Inserting an image in an Item Bank question, below).
X
Insert Special
Character
Opens a pop-up chart
which allows you to
select a special
character to add to the
question or answer.
Table Properties
Opens a pop-up
window which allows
you to set the
properties for and
insert a table into the
question.
Insert horizontal
line
Change text color
Inserts a hortizontal line in the question/answer.
Open a drop-down palet te of colors that you can chose
to change the color of the text.
Item Builder Page
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The Item Builder page consists of an icon bar and four tabbed sections that guide you through creating the item
(Item), linking passages (Passages), and standards (Standards), and then previewing how the item will appear on the
exam (Preview). The center of the page is the form for creating or editing the item.
Tabbed
sections
The Item Builder contains an icon bar. The following table describes the function of the icons.
Icon
Description
Performs same function as Create New Item
link. Opens a new, blank Item Builder Page.
Saves item in its present state of completion.
Note: This is not the same as Create Item.
This icon will save your entries but does not
create the item or make it available for use.
Performs the same function as the All Items
link. Opens a window that lists all available
items.
Opens a popup box to enter an item number
and locate an item by item ID.
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Follow these steps to create a new item:
Step
Action
1
Navigate to Exams>ItemBank>Create New Item
2
Enter Item Properties
A. Label-Type a descriptive label for the item. The label is for internal purposes and not
displayed to students.
B. Question—Type question in the box. Use icons to create formatting, insert pictures,
formulas, etc.
See Related Topics
Item Bank Question Editor , pg. 24
X
X
X
Inserting an image in an Item Bank question, pg. 29
X
X
X
Type your question in this space. Use the formatting buttons above to
format how the text or picture appears.
3
Scroll down and enter Answer Choices. Check the box next to the correct answer.
Use arrows to
move answer up
or down
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Step
4
Action
Set item options (all are optional):
Select radio button to determine if item should wrap to
multiple columns or all questions/answer choices should
appear in a single column
Status-Select radio button to make item active or
inactive (Note: An item must be active to be used in
creating an exam.)
Select Language from drop-down list
Select Cognitive Difficulty level from drop-down.
5
Click Save Item from the Icon bar or the Create item button at the bottom of the page.
6
An Item Builder ID is assigned, the
item is saved. Item must be linked
to a standard before it can be used.
Link item to Standard—
A. Click the Standards tab on the
Item creation page.
B. Click Search for standards to
link to this item.
7
A Standards Search window opens—
You may enter one of the following filters to locate standards to link to your item:
Standard Code: Enter a standard code
Keyword: Enter a word(s) into the blank box
Grade: Check a grade box to limit any search to a particular grade level.
Standard Disciplines: Select the discipline or strand
C. Click Search
Check box next to standard(s) you want to link to the item and click Close to return to the Item or Search
Again to find additional standards.
You will receive an on screen confirmation that the standard has been
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linked.
The item is now ready to be used.
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Inserting an image in an Item Bank question
You may insert an image to be used as part of an item you create. Once an image is uploaded to the ImageBank it cannot
be deleted. There is also no sorting of images in the ImageBank, so the first item uploaded will always appear listed first
and so on.
Follow these steps to insert an image into an Item Bank question.
Step
Action
1
Click the Insert Picture icon on the Question toolbar
2

Select one of your images already
stored in My Images,
or

Click Upload New Image to
upload an image from your
computer.
To Upload an Image
To upload an image:
A. Click Select Image
B. Locate image you want to upload (must
be .jpg or .gif format)
C. Enter a Short Description
D. Click Save and Continue
The image is now included in the images displayed in My Images.
E.
Click the image to insert it into the Question Editor.
The image name now appears in the Question Editor. The image will appear when the item is saved and previewed.
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Passages
68B
Passages are additional information that is necessary to answer an exam question. For example, an item may relate to
paragraph (passage) that must be read before answering a question. Passages may also be images that relate to the
exam question.
Creating a new passage to link to an Item
Follow these steps to create a new passage to link to an item.
Step
Action
1
With the item open, click the Passage tab
2
Select Create a new passage
3
A. Enter Title
B. Type passage text and or insert image
C. Click Create Passage
Linking an Existing Passage to an Item
You have the option to link an item to a Passage.
Follow these steps to link an existing passage to an item.
Step
Action
1
With the item open, click the Passage tab
2
Select Link this item to an existing passage
3
A list of passages is displayed.
Click the passage to view it or click Link
The passage and its attributes are displayed.
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Item Creation Preview Tab
The preview tab displays item with standards, passages, linked, correct answer highlighted and attributes.
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Item Wrapping in PDF
32B
There are several options to help control the way items render in PDF. You can set these controls during exam creation
or after the exam has been created.
Note: You must turn off auto-export to assessment if enabled, before you can modify an exam.
Navigate to Exams and locate the exam you want to modify. You have the ability to make the following modifications
which will change how exam materials are rendered:
Page Break: Forces an item to begin on a new page. This feature is useful for large, image heavy items.
Sequential items will continue, filling the remainder of the page, if additional space is available. A
page break will be inserted before the item selected.
Wrap Distractors: Allows both the question and the distractors (answer) to utilize the entire space of
the page, removing the one column format from their PDF. Sequential items will begin on a new page.
Wrap Distractors and Page Break: By choosing to wrap distractors (answer choices) and insert a page
break, Forces an item to begin on a new page while removing the one column limitation. Selecting
both options causes the entire space of the page to be utilized for a single item. By selecting this
option, a page break may be inserted before and after the item selected.
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Page Break Example



Before
Create a new exam using the ItemBank or locate an
ItemBank exam.
Download the exam booklet as a PDF - some items
will contain large passages which do not allow enough
space for the question to follow. These items must be
adjusted.
Return to the exam and select Modify
Questions/Items.
Locate the question that is rendering incorrectly in
PDF and check Page Break box. This forces the
question to appear on a new page.
Note: The page break occurs before the item
selected.
(ex. if the box is checked for question one, the new
page question one will begin on a new page.)

The item will begin on a new page. If other items are
available, they will continue below and wrap into the
second column.
After
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Wrap Distractors Example
Before

Create a new exam using the ItemBank or locate an
ItemBank exam.

Download the exam booklet as a PDF - Some items may
contain images as answer choices. Each answer choice
may not fit precisely and will need to be altered.

Return to the exam and select Modify
Questions/Items.
o
Locate the question that is rendering incorrectly
in PDF.

Check the Wrap Distractors box. This will remove the
one column limitation, insuring that all answer choices
fit on the page. If there is not room on the existing
page for answer choices to wrap into two columns, the
item will be moved to a new page in order to
accommodate the wrapping of the distractors.

The question and distractors will wrap into a single
page.

Distractors will not necessarily wrap into an even two column format. The system will accommodate
as many distractors as possible in a single column before moving to the second column. This is to
accommodate items with an odd number of distractors.
After
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I nstructional Resources
5B
Links to Destination Reading®, Destination Math® and netTrekker instructional resources are available during exam
creation for subscribing customers.
Follow these steps to access instructional resources:
Step
Action
1
Navigate to: Exams and select Search ItemBank from the side menu.
2
Filter to the level of standard you would like to search for, and click Search for Items.
3
You will see a Resources link if a standard is associated with an item and a resource
instructional link. The number of available resources is also displayed in parenthesis
next Resources.
Click Resources to view related material. If resources are available from more than
one resources, you will receive a pop-up box to choose which source to view.
4
Click View Resource view a Destination or netTrekker resource.
Note: Instructional Resources are also available via the Standards page from a Standards search.
Item Approval Option
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Some districts allow items you create to be shared with others in the districts after they have been reviewed and
approved.
Items that have been submitted for district approval cannot be edited once submitted or approved. If your item is not
approved by your district, you will be given an opportunity to modify this item and re-submit it for approval.
Important Note: Once your request is submitted, you will no longer be able to modify this item. If you are not
ready to submit your item now, click he cancel button below.
T
T
T
T
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E xams
6B
DataDirector allows you to view and create all types of exams, including benchmark exams aligned to state and national
standards, custom quizzes, and generate answer documents.
Exams List
3B
The Exams List is the first page displayed when you click the Exams tab. The top-half of the
Exams List Page are filter options that can be used to filter the list of exams that will appear in
the exams list.
A
B
Locating an
Exam
69B
C
There are several ways to locate an exam in DataDirector.
A. Checkboxes next to the filter(s) you would like to apply and click Search.
B.
Select a filter group from the drop-down box and click Search.
 My exam lists only exams you have created.
 Shared exams lists only exams shared with you by others
 Hidden exams lists exams that were marked as hidden (from view)
 Archived exams lists exam that were hidden from view and archived
 Show all lists all exams that you can access.
C. Enter an Exam ID number and click Search to go to a specific exam.
Exams are listed in the lower half of the Exams List page. Each row in the list represents a
separate exam. Columns with headers that appear in blue can be sorted in ascending or
descending order.
Click an exam title in the list to open the exam.
ID Unique ID
assigned when
exam was created.
U
U
Author Name of
the user that
created the
exam.
Exam Date The
“administered” date.
U
U
Status indicates
whether auto-export is
on or off. An icon
appears in the column
if automatic export is
enabled.
U
U
Title Click the title
in the list to open
the exam.
U
U
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Viewing an Exam
The easiest way to view an existing exam is to click the Exams Tab, use one of the search methods above to get a list of
exams and click on the exam title in the list. Clicking the title will take you to the Exam Summary page. If the exam has
been given previously, there will be more data to report and you will see more information, such as:
70B
A list of reports
A bar graph that displays the results by performance band
Grading Summaries and Statistical Analysis
Answer sheets and exam booklets
Depending on the permissions set in your district, you may have the option to download exam materials such as answer
sheets and exam booklets.
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Replacing the PDF Exam Booklet
71B
You may want to replace the Exam Booklet created by DataDirector with a custom formatted exam booklet you have
created on your own. The Add/Remove Additional Materials link can be used to upload your own exam booklet.
Follow these steps to upload your own exam booklet:
Step
Action
1
Locate and open an exam and select Add/Removed Additional Materials from the Data
Management section of the side menu bar
2
A. Enter a Label to identify your exam booklet
B. Click Browse and locate the file you want to attach.
C. Check the box next to Exam Booklet
3
Click Submit
Select Return to Exam
The booklet you just uploaded now appears in the Exam Materials Download section at the bottom of the Exam View
page.
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Exam Creation
34B
Exam creation is a multi-step process. The Exam Creation Wizard will guide you through the steps. Your choices in each
step determine the options that appear next. The steps for creating an exam using Item Bank questions are different
than creating an exam without using Item Bank questions
You will be guided through the following tasks:
 Completing the Exam Summary
 Choosing question options
 Entering exam questions
 Aligning questions to Standards
 Creating or uploading an answer key
EXAM CREATION TIPS . . .
Keep in mind when creating exams that information you enter will appear in the exams list, reports, and answer
sheets and may be viewed by other teachers, administrators and DataDirector users, depending on the
permissions you set. Make sure the titles and descriptions you enter are descriptive enough to be useful in
identifying and locating the exam.
Understanding the following terminology will be helpful in completing the exam creation process.
Term
ItemBank
Description
A repository of test questions, responses, and supporting information that
can be selected and assigned to an exam. (See Item Bank, pg 23).
X
X
Clusters
Visual division of questions on answer sheets by strands.
Performance Bands
Performance bands represent breakdowns of the ALS benchmarks
(0-20 = far below basic, 21-40 = below basic, etc.
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Creating an Exam without ItemBank
35B
Follow these steps to create a new non-Item Bank exam:
Step
Action
1
Navigate to Exams >Create a New Exam
2
Complete Exam Summary
A. Enter Exam Summary information—Description is optional. The exam will be assigned a unique ID
number when created. Description is optional.
 Title
 Examid

Descripti
on
 Type
Title that appears in the exam
list (Required)
Automatically created unique
numeric identifier used for high
speed scanning only.
Enter a description of the
exam. (Optional)
Appears under the exam name
in the exam list. Useful in
identifying exam after creation.
Provides another field for
locating exam.
 Test Date
Date exam will be given –
defaults to current date (used
for recordkeeping purposes
only).
 Academic
Year
Academic Year that the exam
will be stored under –defaults
to current year (used for
recordkeeping purposes only).
Term exam applies to .(Optional)
 Term
B. Select Filters—

Checkboxes next to Grades the exam applies
to.

Select Subject Area from the drop-down

Select Scope/Test Type for the exam- select User-Created for quizzes or tests specific to your class or
school.
C. Click Next Step
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The Exam Creation Wizard will guide you through the remaining steps to creating the exam.
Choose exam question options
96B


Your responses to the questions will determine what the next step will be. The Exam Creation Options table,
below gives an explanation of the options and the steps to complete each section.
Answer questions and click Next Step.
Exam Creation Options
Question
Action
A. Use Item Bank
No-go to B.
B. Use clusters
No-exam uses only one response type
(ex. all multiple choice)
Yes –See steps below
C. Number of questions
Enter number of questions on exam
D. Question type
Select radio button and specify answer
format—can only be multiple choice or
true false for non-Item Bank exams
E. Align to standards
Non-ItemBank exams do not have to be
linked to standards.
See also...
Using Clusters to Create an Exam
on pg. 43
X
Searching for Standards on pg. 70
X
No-go to F.
Yes-You will have the option to align to
State or National Standards
F. Performance bands
G. Sharing
Yes-Make modifications on the Exam
Performance Bands Page and click
Save.
Permissions/Sharing on pg.108
X
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(Optional)
Questions are assigned generic field names, such as Q1, Q2, Q3, by default. If you are using clusters, the default field
names begin with the cluster name abbreviation. This is how the question will be identified on the answer sheet and
reports that corresponds to the exam. Generally, there is no need to modify these labels.
You may edit question field names (e.g. MCRC1, MCRC2, etc.) if desired.
This option appears if you selected Yes-align to standards during exam setup.
A. Search for Academic Standards by one of a combination of the following:
Standard Code: Enter a full or partial standard
Keyword: Enter a word(s) into the blank box
Grade: Check a grade box to limit any search to a particular grade level or grade levels
Standard Disciplines: Select the discipline or strand, then
B.
Click Search.
Scroll through the standards in the left column and check the box next to the one(s) you want to link to the
right column.
C. Click LINK
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A. Use the drop-down menu to choose the correct answer for each question.

If an answer field is left blank, that question will not be included in the scoring (unless the question type was rubric).

If an asterisk * is entered in the answer field, all students will get that question correct regardless of what they marked.
B. Click Next Step.
(Optional)
This option appears if Modify Performance Bands was chosen in Exam Setup.
A. Modify your performance band ranges and band titles as needed. If any of the band ranges are changed,
enter the end range, then left-click the mouse anywhere outside the text field in the browser window.
This will adjust the range numbers.
B.
Click Next Step.
The Reset button will change the performance bands to the original district default values.
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Organizing an Answer Sheet in Clusters
Using clusters or strands in exam creation determines the test format and layout of the answer sheet. Organizing by
clusters visually divides the exam into strands or groups. Numbering is started over with each new cluster.
Use the table below to determine which cluster type to choose.
Cluster Type
Order sequentially by
item-- allows you to
match non-consecutive
items to various clusters
with the same response
type (ex. All true-false, all
multiple choice).
Reporting by cluster will be
available.
Order sequentially by
cluster-- visually divides
exam into clusters with
continuous numbering
throughout the exam.
Response types may be
the
same or a combination of
types (i.e., multiple
choice,
true/false, rubric, etc.).
Test Format...
Answer Sheet will look like…
1. Question
Answer Choice 1
Answer Choice 2
Answer Choice 3
Answer Choice 4
2. Question
Answer Choice 1
Answer Choice 2
Answer Choice 3
Answer Choice 4
Reading Comprehension
1. Question
a. Answer Choice 1
b. Answer Choice 2
c. Answer Choice 3
d. Answer Choice 4
Vocabulary
16. Question
True
False
Essay
25. Essay Question
Reporting by cluster will be
available.
Order by cluster—
visually divides the exam
into clusters, and starts
numbering over with each
new cluster.
Response types may be the
same or a combination of
types (i.e., multiple choice,
true/false, rubric, etc.).
Reporting by cluster will be
available.
Reading Comprehension
1. Question
a. Answer Choice 1
b. Answer Choice 2
c. Answer Choice 3
d. Answer Choice 4
Vocabulary
1. Question
True
False
Essay
1. Essay Question
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Follow these steps to create clusters:
Step
Action
1
Enter cluster name, description, sort order and click Next Step
2
If ordered sequentially by item:
Link questions to clusters using the check boxes and the Link button and click Next Step
3
A.
B.
Select the value for each question from the drop-down boxes or click the green arrow to upload a new
answer key
Click Next Step
4
See Linking to Standards
5
A.
B.
6
Select the value for each question from the drop-down boxes or click the green arrow to upload a new
answer key
Click Next Step
See Performance Bands
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Linking Standards to an Exam
36B
Before you begin…
Automatic exam export to assessments must be disabled. If automatic exam export to assessment is
enabled, you will receive a warning that structural changes are disabled and given the option to turn off
automatic exporting.
Follow these steps to link standards to an exam:
Step
Action
1
Search for and locate an existing exam.
2
Select Standards from the side menu bar
3
A. Search for Academic Standards by one of a combination of the following:
Standard Code: Enter a full or partial standard
Keyword: Enter a word(s) into the blank box
Grade: Check a grade box to limit any search to a particular grade level or
grade levels
Standard Disciplines: Select the discipline or strand, then
B. Click Search.
4
Scroll through the standards in the left column and check the box next to the one(s) you
want to link to the right column.
Click LINK
Select Return to Exam from the side menu bar and scroll down to the Linked standard(s) section of the Exam View
Summary page. The standards selected now appear listed here:
You have the option to re-enable automatic export to assessment.
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Creating an Exam with Item Bank
37B
Follow these steps to create exam questions using Item Bank:
Step
Action
1
Navigate to Exams >Create a New Exam
2
Complete Exam Summary
A. Enter Exam Summary information—Description is optional. The exam will be assigned a
unique ID number when created. Description is optional.
 Title
 Examid

Description
Title that appears in the exam list
(Required)
Automatically created unique
numeric identifier used for high
speed scanning only.
Enter a description of the exam.
(Optional)
Appears under the exam name in
the exam list. Useful in identifying
exam after creation.
 Date Type
Date or date range exam is given
 Test Date
Date exam will be given – defaults
to current date (used for
recordkeeping purposes only).
Academic Year that the exam will be
stored under –defaults to current
year (used for recordkeeping
purposes only).
Term exam applies to .(Optional)
 Academic
Year
 Term
B. Select Filters—all fields are mandatory
Type refers to the scope of the exam.
C. Click Next Step
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The Exam Creation Wizard will guide you through the remaining steps to creating the exam.
Choose exam question options
97B

Your responses to the questions will determine what the next step will be. The Exam Creation Options table,
below gives an explanation of the options and the steps to complete each section.

Answer questions and click Next Step.
Exam Creation Options
Question
Action
A. Use Item Bank
No-go to B.
B. Use clusters
No-exam uses only one response
type (ex. all multiple choice)
Yes –See steps below
C. Number of
questions
Enter number of questions on exam
D. Question type
Select radio button and specify
answer format—can only be
multiple choice or true false for nonItem Bank exams
E. Align to standards
Non-ItemBank exams do not have
to be linked to standards.
See also...
Using Clusters to Create an
Exam on pg. 43
X
Searching for Standards on pg.
70
X
No-go to F.
Yes-You will have the option to
align to State or National Standards
F. Performance bands
G. Sharing
Yes-Make modifications on the
Exam Performance Bands Page
and click Save.
Permissions/Sharing on pg.108
X
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Step
1
Action
Search for Items to include in your exam:
A. Fill in one or more options on the top portion of the Item Search page to locate items to include on the exam.
B. Optionally, select Display Options at the bottom of the page.
Note: Display options only determine how the results are displayed on the page. It does not affect the exam in anyway.
C. Click Search For Items
2
Items appear grouped by standard. See for more detailed explanation of all the options.
You have the option to:
Click '+' sign to add Item to exam
Click ‘-‘ to remove an Item from an exam
Click the flag to flag items for further review
3
After selecting all your items, click
Preview Exam
You are given the option to modify the exam columns, delete, edit, or duplicate questions, change sort
order, and set point values.
 To evenly distribute point values, enter Total Points for this Exam and click Set Points
 Click Finish Exam Creation once you have made all your modifications
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Viewing Items Grouped by Standard
Click the Item Title in the list to view Items grouped by a standard. Check the box next to each item ID you want to
include in the exam.
Check box to add
item to exam
Click to View Item
Distributing Points in an Exam
You can set the total number of points for an exam and how you want the points distributed per questions.
If you would like some questions to be worth more than others, you can manually change the point values for any
question and the total points for the exam will be updated. You also have the option to have all points evenly distributed
to all questions in the exam.
Follow these steps to distribute points in an exam:
Step
Action
1
Select the exam and choose Modify Questions/Items from the side menu bar.
2
Option A. Distribute points evenly—
A. Enter Total Points for this Exam and click Set Points
Option B. Set point values—
B. Enter values in the Points column for each question
A
B
3
Click Save
Sharing an Exam
38B
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You may share exams and associated materials you create or have been given permissions to share. You can access
sharing options from the Exams list or from the Permissions/Sharing link in the Exams Edit Options section of the side
menu bar.
Exam List
Icon only appears if
you have permissions
to share the exam.
Exam Edit Options
Use an Existing Permission Set
Follow these steps to use an existing permission set for exam permissions/sharing.
A. Select a Permission Set from the drop-down if you already have permission set(s) created
Add to existing… add permission to the assessment/exam, etc. to the users existing permissions
Replace existing… changes the users existing permissions to those in the permission set chosen.
B. Choose whether or not to apply the same permissions to the associated assessment (if applicable)
C.
Click Apply
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Manually Create the Permissions-Create Global Permissions
Important Note: Global permissions will give permission to EVERYONE in your DataDirector site.
T
Follow these steps to create global permissions.
A. Click link to create global permissions.
B.
Enable the Yes button for the permissions you would like to give to everyone in your district.
Option
Description
Allow Exam Report Download
Allows users to view all exam reports for the exam that is shared with them
for students that are rostered to them.
Allow Answer Documents
Download
Allows users to view the answer sheet for the exam that is shared with them.
Allow Question Booklet
Download/Hide Questions
Allows users to view the system generated question booklet for the exam
that is shared with them. Users will also be given permission to modify
questions.
Please note: In order to modify questions, users must have the
permission to Allow Question Booklet Download/Hide Questions as
well as the permission to Allow Editing of Questions/Items
If users only have the permission to Allow Question Booklet
Download/Hide Questions, they will not have the ability to modify
questions The questions will appear to be hidden.
Allow Other Materials Download
Allows users to download additional materials such as administration instructions or
supplemental materials for the exam that is shared with them.
If you select Yes to Allow Download you will have additional options to choose which materials to allow users to
download.
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Choose whether or not to apply these settings to the corresponding assessment (if applicable)
The allowed permissions are now reflected as icons on the permissions page:
Automatic Export to Assessment
39B
When an exam is created an assessment with the same name is automatically created which holds the summary of the
exam data. Auto-export must be turned off to edit an exam once it’s been created. You will receive a message
prompting you to turn automatic export on or off.
To turn off automatic export, select the link in the Exam General section. This link changes to Turn on automatic
export… when automatic export is off.
Creating Multiple Versions of an Exam
72B
Follow these steps to create multiple versions of an exam:
Step
Action
1
Create an exam or locate an existing exam.
2
Open the exam
3
In the Exam Summary Section 
Click the pencil icon next to Exam consists of xx version

Select the number of versions to add from the drop-down and click Go
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Editing an Answer Sheet
40B
You can modify your answer key at any time by accessing the exam.
If you enter an asterisk * in the answer field, it works as a wild card meaning that all students will get this exam question
correct regardless of what they answered.
If you enter a blank in the answer field, the question will not be included in the scoring.
Follow these steps to edit an exams answer sheet:
Step
1
Action
Locate and open an exam and select Answer Key from the side menu bar, or
From the Exam View Summary page:
Scroll down the Exam Summary Section
Click the pencil Icon next to Answer key exist
2
You have the option to:
A. Make edits directly on the page and click Save Changes
B.
Download the answer key in Excel, make edits, and upload the revised file, (see
Uploading data)
or
C.
Click the link to upload a key file from your computer (see Uploading data)
B or C
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Printing an Answer Sheet for Scanning
41B
Before you begin…
You must have the following to print an answer sheet for scanning:
 Adobe Reader 7.0 or higher
 Letter Paper – Print on white, 8 ½ x 11 paper (Long exams may require legal paper- 8 x 14)
 Laser Quality Printer – Use a laser quality printer only. DO NOT make photocopies of
answer sheets that will be scanned.
Follow these steps to print an answer sheet:
Step
Action
1
Locate and open an exam
2
Select answer sheet from the ANSWER SHEETS Section of the side menu bar,
or
Select a PDF file from the Exam Materials Download section at the bottom of the
Exam Summary page.
4
Choose from one of three options:
a) Print answer sheets for class(es) at a school (with student names)
b) Print answer sheets for students participating in a program, (with student
names) or
c) Print a generic answer sheet without student names
Go to Step 6
5
If you chose a) or b) in Step 4 you will receive a confirmation of your selection and an
option to pick students to generate answer sheets for individually.
Click Generate Answer Sheet.
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Step
Action
If you checked the box to pick students individually—
Check box next to student name(s) to create answer sheets for and click Generate
Answer Sheet.
6
Save the document to your computer.
7
Open the PDF document
8
From within Adobe Acrobat, go to File>Print
 Verify that Page Scaling option is set to Fit to Printer Margins (exact
verbiage varies)
9
Click Print
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Verify that your answer sheet printed correctly
If your answer sheet does not meet the following requirement, it will not scan correctly.

Your answer sheet should have six registration marks. Verify that all six marks are clearly and darkly
printed at the top and bottom of the page.

Verify that all questions are included on the answer sheet. If your exam is long, you may need to use legal
size paper for the answer sheet. Good
Bad
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Entering Student Data into Exams
Data Entry Options
There are four methods of getting student data into exams:
Online testing.
Using DataScanner to scan student answers into DataDirector.
Uploading data in tab delimited, comma delimited, or colon delimited .txt file format.
Manually enter student responses; single entry at a time, or multiple entries at a time.
Entering Student Data for a Single Student
Follow these steps to enter data for a single student:
Step
Action
1
Locate and open the exam
2
Select Enter/Edit Data (Single) from the Data
Management section of the side menu bar.
3
Enter student responses for the questions. Tab or use the mouse to move from
one answer field to the next.
Hover the mouse pointer over the field name to see the maximum value for that
field.
4
Click Save to save
entries for that student.
You may use the Next button or select another student name from the Available Students drop-down to enter
more data. Click Save and Return to Results when done.
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Entering Student Data for a Multiple Students
Notes:
 When you jump to another page, any changes you have made will be saved automatically.
 If you are entering a lot of data, make sure to click Save periodically. DataDirector’s security automatically logs
you out after 15 minutes of inactivity. It’s recommended that you save your work at least every 15 minutes to
prevent losing any entries.
Follow these steps to enter or edit multiple student records at a time:
Step
Action
1
Locate and open the exam.
2
Select Enter/Edit Data (Multiple) from
the Data Management section of the
side menu bar.
3
Enter the responses in the table displayed on the screen.
Hover the mouse pointer over the field name to see the maximum
value for that field.
4
Click Save or Save and Return to Results when finished.
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Online Exams
42B
Note: The ability to create an online exam requires special permissions which must be enabled. See
your District Administrator for further details.
Obtaining a Login Key for an Online Exam
73B
Follow these steps to get a login key for an online exam:
Step
Action
1
Locate the and open the exam
2
Scroll to the bottom of the Exam View page and click the pencil icon next to
Online Exam has been configured.
3
4
Select Add Unrostered Student from the side menu bar
Enter the student’s name and click Save
You will receive an onscreen confirmation that the student has been added.
5
Select Manage Students and Keys from the side menu bar
6
Locate the student in the student list and give the student their test key.
7
Once the student is rostered in DataDirector—
Locate the student’s ID number—
a. Navigate to the Students page
b. Enter the students name and click Go
c. Click the student’s name to view their details page
8
9
A. Repeat Steps 1 and 2 above
B. Select Manage Students and Keys from the side menu bar
C. Locate the student’s new record (usually toward the top of the student list)
and click the student icon (
) to the left of the student’s name.
Enter the student’s ID number and click Save
74B
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Retaking an Online Exam
Note: You must contact DataDirector Customer Support to retake an online exam See your District
Administrator for further details.
Follow these steps to allow a student to retake an online exam:
Step
1
2
Action
Follow Steps 1-6 in Obtaining a Login Key for an Online Exam, above
A. Check the box next to the student’s name.
B. Select Delete Key and Test Information from the Exam Key Options dropdown
C. Click Save
You will receive a confirmation of the change—
4
Expired Test Key—Regenerate test keys
A. Select Manage Students and Keys from the side menu bar
B. Locate the student’s new record (usually toward the top of the student list) and
click the student icon (
5
) to the left of the student’s name.
Enter the student’s ID number and click Save
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Resetting the Online Exam Time
75B
Follow these steps to allow a student to reset the online exam time:
Step
1
2
Action
Follow Steps 1-6 in Obtaining a Login Key for an Online Exam, above
1. Check the box next to the student name(s)
2. Update the Login Window Start Time , (optional) Update Duration
3. Click Save
C
B
A
Downloading Online Exam Test Keys
76B
Follow these steps to download online exam test keys:
Step
Action
1
Follow Steps 1-6 in Obtaining a Login Key for an Online Exam, above
2
Click the .XLS icon to download the list in Excel
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Resetting and Generating Online Test Keys
7B
Follow these steps to reset or generate test keys:
Step
1
2
Action
Follow Steps 1-6 in Obtaining a Login Key for an Online Exam, above
1. Select student(s)
2. Choose Reset or generate test keys from the Exam Key Options drop-down
3. Click Save
C
B
A - Select All or
Individual names
from the list
3
Distribute/redistribute test keys to students.
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Online Testing FAQ
Q. I have a student who is not on my list, but needs to take the test. How do I get a login key for this student?
78B
A. See Obtaining a Login Key for an Online Exam, above.
Q. There is a student who clicked all the way through the test and exited before answering all the questions. How
do I get that student back in the system to re-take the test?
A. See Retaking an Online Exam, above
Q. A gray box comes up for the student that says something about an internet connection disruption. What does
the student do?
A. Have the student click OK in the notification box to return to the exam. If the student already clicked Cancel,
instruct the student to log in to the test again. They will be returned to the section of the test where they left off
when they received the message.
Q. My students cannot log in. Once they enter their test key, they get a message that states, “This key has not
been permitted access at this time”.
A. The student may have attempted to login after the designated login time. Update the login time/duration and
have the student login again. See Resetting the Online Exam Time, above.
Q. My students cannot log in. Once they enter their test key, they get a message that states “Your test key is
invalid. Please try again or seek help from an administrator”
A. Verify that the test key the student is using is the same as the test key for the exam. . Spot -check the test keys
with the ones the students have. If they are not the same, see Downloading Online Exam Test Keys and Resetting
or Generating Test Keys, above
Q. The students have to scroll A LOT to see the items (including to the right and left).
A. Adjust the screen resolution of the monitor the student is using to take the exam.
Follow these steps to adjust the monitor’s screen resolution:
It may be necessary to minimize the internet browser screen to view the computer’s desktop. Click the minimize
button in the top right corner of the browser to minimize
it.
Step
Action
1
Right-click on the desktop and select Properties from the pop-up
menu.
2
Click to open the Settings tab.
3
In the Screen resolution section-Slide the arrow until the resolution is 1024 by 768
pixels and click Apply.
Administering an Online Exam
43B
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Before you begin…
A.
You must have the url to the test site, ex. (The beginning of the web address should be the same as the
address used when logging into DataDirector.)
B.
You must have the test key.
Students should follow these steps to take an online exam:
Step
1
Action
Login to the test site during the testing window opening time.
Students will see a Welcome Message.
2
Enter the test key and click Go
3
Confirm name and the test
A. Click Ok
B.
Select Yes
C.
Click OK
Complete the Tutorial (Optional)
If the tutorial is enabled, a prompt to complete an introductory tutorial will be displayed. The introductory tutorial
will teach students to use features such as the highlighter, strikethrough, and notes. It will also teach them to jump to
a question, mark a question, and review their answers. Once students have completed the tutorial, they may click
Exit Section and begin their test.
Monitoring Student Progress
During the test, an educator may monitor student progress on the exam. Open the exam in DataDirector and select
Proctor Monitoring from the side menu bar.
Note: You must have the permission to create an online test in order to access this feature.
You may then view student progress on the exam.
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Online Exam Controls
During the exam, students may be instructed to perform actions which require action with a mouse, such as
highlighting a word. They may use the mouse to interact with items on your screen as you would use your hands to
interact with objects in the physical world to perform such actions as move, open, or change, or discard an object.
This table explains how to perform the controls that may be required during an online exam.
Action
How to…
Highlight a word
Left-click with the mouse and drag the mouse pointer over the object you want to
highlight (word, sentence, etc.) and then release the mouse button once it is
highlighted.
Strikethrough
Right-click the answer choice to strikethrough it.
Enter a note
Click anywhere on the screen and type the note in the pop-up box. A small yellow
icon will appear where you entered the note when it is closed.
Navigate
Click a button to move through the exam, mark a question, pause the test, or move
forward or backward through questions.
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Upon Exam Completion
A review screen will prompt students to review their answers. They have the option to return to skipped questions,
review questions, or exit and end the test.
Once they have exited, they will be prompted to close their browser.
Please note: Once a student exits a section, they cannot retake the test. They must be provided with
a bubble sheet to scan and override online answers.
Contact your test administrator to delete the student’s existing responses in that test. Once you receive confirmation
that the student responses have been deleted, and the student has completed the exam, return to the t est and click
the pencil icon for Online Exam has been configured.
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S tandards
7B
DataDirector integrates state and national standards into exam creation and reporting. Standards can be linked to
teacher/administrator created exams and results can be reported by standard. The Standards page allows you to
search and browse academic standards; however, in most cases searches are not conducted directly from this page.
The option to search for standards is a part of the exam creation and the item creation process.
Standards
Search Field
Descriptions
4B
You can search for standards during exam and item creation.
Click ‘+’ to expand.
Check the top level
box to include all
underlying standards
The following table describes the fields on the Academic Standards search page:
Field
Description
Standard Code
Search for standards matching the specific code or partial code
entered.
Keywords
Search for standards matching word(s) or partial word(s) entered.
Grades
Check boxes to search for standards that apply to a grade or group
of grades. If left unchecked, search results will include all grades.
There are also links that will automatically check (or uncheck)
equivalent grades for associated levels (Preschool through High
School) or uncheck all.
Standard
Disciplines
Hierarchical breakdown of standards. Expand the list to select
individual standards within a group or check the top-level standard
to search for all standards which fall under that category.
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45BSearching for
Standards
Follow these steps to search for standards from the Standards page:
Step
1
Action
Search for standards by any of the following methods.
Standard Code: Enter a standard code and click Search to view it.
Keyword: Enter a word(s) into the blank box, and then click Search.
Grade: Check a grade box to limit any search to a particular grade level.
Standard Disciplines: Select the discipline or strand, and then click
Search.*
*If you don’t select a Standard Discipline the search will contain ALL standards.
It is recommended that you select at least one discipline to narrow your search.
2
Click a standard in the list to view its details.
You have the option to:
Download the list to Excel, or
Refine your search
46BBrowsing for
Standards
You can also Browse for Academic Standards. Browsing allows you to refine the results one
step at a time. The first choice you have is which standards to search, state or national.
The choices you make on each page determine the next set of options that are available.
Breadcrumbs along the
top of the page show the
progression of your
choices. Click on a
previous choice to return
to that list.
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Once all the options are chosen, the standards matching all the criteria are listed.
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R eports
8B
DataDirector has several easy-to-use reports that provide detailed feedback on how students are performing.
DataDirector Reports contains pre-built reports based on national, state, and local standards. DataDirector also
allows you to create a variety of custom reports based on combinations of assessment and demographic information,
such as student groups;, e.g. gifted, Spanish, middle range performing and/or grade levels, based on l ocal and state
test data.
Reports List
The Reports page is divided into four sections:




Report Summary
Fields
My 5 Most recent Reports-The five most recent custom reports you
created.
5 Most Recent Shared Reports-The five most recent reports others
have created and/or shared with you.
District Focus Reports-Reports related to your district; typically
grade, teacher course and/or schedule histories. (May not be
available in all districts)
Pre-Built Reports-Reports based on state and local data.
The following table describes the fields on the Create a New Report and Report Edit
Summary Pages.
Field
Description
Subject
Describes the group contained in the report: Individual Students,
summarized groups of students, Teachers, or Schools
Report Title
Title that was given to the report when it is created. This is the title
that will appear in the Reports List
Summary
Descriptive summary of information contained in report (optional).
This is the summary that will appear in the report list.
Description
Report description (optional)
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Editing a Report
47B
You can edit reports that you created as well as reports that have been shared with you and you have been given rights to
edit.
Editing the Report
Summary
Follow these steps to modify a report summary:
Step
Action
1
Locate and open report
2
Select Summary from the side menu bar
3
Enter the changes you would like to make and click Save Changes
Note: Depending on the edits made and the type of information
contained in the report, you may be required to make additional
selections such as filters and data sets.
HT
TH
The report will be regenerated with the changes.
Refining the
Report Data Set
A data set is a field that represents a sub-set of a larger set of data. Data sets specify which
fields to include on a report. When the report is created, the data set is the search criteria
used to identify which records to report.
For instance, there is data available for all students that took a certain exam; however, you
only want a report of 5th grade students for the 2010 academic year. The data sets would
be the Grade field and the Academic Year.
Example of a report data set
Follow these steps to modify the report data set:
Step
Action
1
Locate and open the report
2
Choose Refine Data Set from the Report Edit Options section of the side
menu bar.
3
Fields values that can be modified are enabled. Those which cannot are
grayed out and not selectable.
Make desired changes and click Click Here to further refine your data set
for additional options
4
Click Save to save changes or Save and return to results to save changes
and regenerate report.
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Modifying Report
Columns
Modifying the report columns changes the column names, display, and sort order for the
fields you choose to modify. This link also allows you to add or delete columns in the
report.
Follow these steps to modify report columns:
Step
Action
1
Locate and open report
2
Choose Modify Columns from the Report Edit Options section of the side
menu bar
3
Make desired modifications
Depending on the type of data contained in the report, you will have options
to:
Change report graph options
Modify column name(s)
Modify column display order
Delete columns
Add columns
Change sort order
4
Click Save to save changes or Save and return to results to save changes
and regenerate report.
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Creating a Customized Report from a List
You can create custom reports from the results of a student search, demographics, programs, etc.
Follow these steps to create a custom report from a list:
From the search results--Action
Step
1
Select Make this a Report from the side menu bar
2
Select Summary from the Report Edit Options section in the side menu bar.
3
Edit Your Report Summary
A. Report Title - Enter a new
report title (Start the title with
an academic year, e.g. 20072008)
B. Click Save Changes
4
Add Data
A. Select Modify Columns from the Report Edit Options section of the side menu bar
B. Click Click Here to add another report
column
5
Specify your search criteria
A. Select Filters in Step 1 (left column) to narrow the data set options
B. Choose data set in Step 2 (right column) that you would like to include in report
A report column will be added with data for each box you select.
C. Click Next Step
A
B
6
Specify your report columns and click Next Step.
7
Refine Data
A. Select Refine Data Set Report Edit Options section of the side menu bar.
B. Click Click Here to further refine your data set
C. Follow Step 6, above
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8
Specify Your Search Criteria—select fields with the data you want to limit your report by and
click Next Step
9
Select the first radio button next to Specify a value… and click Next Step
10
Specify the value(s) for your search criteria and click Next Step
Note: The customized report only contains the refined data set. Example: Students who received a certain
proficiency level. You can add to this report or change your data sets at any time by selecting Refine Data again.
You have the option of modifying the customized
report. Select Modify Columns from the Report Edit
Options section of the side menu bar and make
any of the following changes:
-Change the column titles
- Change the display order of the columns
- Delete columns
- Add another report column
- Define how the report should be sorted
Report Output Options
After the report is created, there are several options available for displaying and using the output.
PDF—Group by Teacher Downloads the report in PDF format and groups the records by teacher
PDF—Group by Teacher/Period Downloads the report in PDF format and groups the records by teacher and then
by period within that grouping.
Attach These Students to a Program Attaches the list of students in the report to an existing program.
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E xam Reports
9B
Exam reports are used to analyze student performance and test data. Exam reports can be accessed from Exams or
Reports
Exam Report Types
49B
The following table describes the type of exam reports and what each contains. You can navigate between the report
types by clicking its link in the side menu bar. All exam reports can be downloaded in Excel or PDF format.
Report
District Exam
 Summarized
 By School
School Exam
Classroom Exam
Classroom Exam
Response Matrix
Classroom
Performance
Summary
Classroom
Standards
Performance
Student Exam
 Complete
 Abbreviated
 Responses
Parent
Letter/Spanish
Parent Letter
Exam Student
Feedback
Description
View assessment results for each school within the district
Pie chart graphically display data for each school site tested. Response Frequency
shows most frequent response to each question and the percentage of times it was
answered correctly.
Classroom performance average by standard/cluster and for overall test.
Performance level distribution across a site.
Description for each standard and cluster used in test.
Allows you to view one class at a time - Displays the most data.
Summarizes results for each classroom by number of students tested, average
number of correct, and average percent correct.
Performance level distribution with pie chart
For each standard and cluster by description, number of items, percent correct,
and number correct
Response Frequency table-tabulates student item-by-item responses.
Response Matrix Features:
Item-by-item responses per student
Displays class average percent correct by item
Performance level distribution with pie chart
Classroom roster with number of correct, percent correct, and percent correct by
standard and cluster per student
This report displays the most information on a single page. Color-coding on this
report makes it easy for teachers to analyze performance by standards/cluster per
student.
Performance level distribution with pie chart
Classroom roster with number correct, percent correct and percent correct by
standard and cluster per student
Displays the most information on one page
Student Exam Report (Full): performance summary, performance detail and
response frequency results
Student Exam Report (Abbreviated): performance summary and standard detail
Student Exam Responses: report with number correct, percent correct and
response frequency
Downloadable PDF intended for teachers to share with parents/guardians (available
in English and Spanish)
Provides performance summary, standards reporting and helpful study tips
Number and percent correct
Questions missed (with student and correct responses)
Formatted to fit up to six students per page
Notes:
 Viewing reports from the Exams page
There must be student data in the exam to view the report. This page displays bar graphs that
present student data by performance bands and exam summaries with links to edit the exam. Click
on the report name in the list to view it or click the PDF icon to download the report.
 Viewing reports from the Reports page
Accessing the reports via the Reports page allows you to specify individual student results within
demographic filters. See Pre-built reports >
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Reports are displayed by Student and District by default. To view reports by roster, select
View By Roster from the side menu bar. The report is displayed broken down by roster.
View Exam Reports
by Roster
79B
District Exam Report
98B
District Exam Report-Performance Level Summary
9B
Standard/Cluster
Scores
School/student
count
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Classroom Exam Report (per class)
Report Features
 Summary results for
each classroom:
number of students
tested, average
number correct, and
average percent
correct.
 Performance-level
distribution with pie
chart.
 Description, number of
items, percent correct,
and number correct,
for each standard and
cluster
 Response Frequency
Table-Itemized
tabulation of student
responses.
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Classroom Exam Report (Response Matrix)
Report Features
 Itemized responses per
student.
 Class average Percent
correct by item.
Classroom Performance Summary Report
Report Features
 Color-coding by
proficiency-level makes
it easy for teachers to
analyze performace by
standard/cluster per
student.
 Performance-level
distribution with pie
chart.
 Displays classroom
roster with the number
and percent correct for
each student as well as
percent correct by
standard, and cluster.
 This report displays the
most information on a
single page.
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Student Exam Report (Complete)
Report Features
 Student Exam Report (Full):
performance summary,
performance detail and
response frequency results
 Student Exam Report
(Abbreviated): performance
summary and standard
detail
 Student Exam Responses:
report with number correct,
percent correct and
response frequency
 Parent Letter:
Downloadable PDF
intended for teachers to
share with
parents/guardians
(available in English and
Spanish). Provides
performance summary,
standards reporting and
helpful study tips
 Exam Student Feedback
Number and percent
correct.
Questions missed (with
student and correct
responses)
Formatted to fit up to six
students per page (suitable
for Avery Label 5164)
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Grading Summaries and Statistical Analysis Report (Complete)
Advanced Statistical Features
Report Features
Test Statistics – statistical analysis of
overall respondent data including
min/max/median/mean score, inter
quartile range, variance, standard
deviation, and confidence interval
reporting
• Respondent Statistics – total and
percent score by student
• Frequency Distribution – tabulation of
percentage range and performance
band frequency
• Item Statistics –item-by-item statistics
on sample size, number missing, p
value, point bi-serial
• Item Analysis –analysis of the results
for each item’s answer choice and
distracters.
• All Statistics Reports (Excel Download)
–a comprehensive report that
downloads data from each of the
statistic reports.
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P re-Built Reports
10B
DataDirector includes pre-built reports which provide data from scores, tests, assessments. Pre-built reports contain
many graphs which compare performance based on state and local scores.
The following table describes some of the reports available in DataDirector. See the Pre-built Reports page within
DataDirector for a list of reports available to your district.
Title
Summary
HT
T
Longitudinal Report
A longitudinal report that shows the progress over time and over a variety of
assessments
Multi Year Comparison
A longitudinal comparison of performance level data from multiple years.
Percent Proficient Trend
Analysis
Reports number and percentage of student’s proficient versus not proficient
on a state report.
DIBELS / DIBELS Next / IDEL Tables, graphs, and reports based on DIBELS, DIBELS Next, or IDEL
assessment data.
Exam Reports
District, school, classroom, and student level item analysis and standardbased reports.
Multiple Assessment Listing
Reporting tool enabling multiple assessment and demographic data to be
viewed side by side.
Reading Lions Report
The Reading Lions Skills Assessments are designed to help classroom
teachers and grade level teams determine how effectively their delivery of
instruction is meeting expected student learning.
Percent Proficient Report
A statewide accountability system mandated by the No Child Left Behind
Act of 2001 which requires each state to ensure that all schools and
districts make Adequate Yearly Progress.
Band Percentages Report
Multiple year comparison by percentage of students in each performance
band.
Pivot Table Report
Compare matched proficiency level results from any two CST, CELDT or
locally administered tests (using a Test Series) by direct comparison (linear
view) or by degrees of change (differential view).
Student Profile Report
In-depth, academic and demographic profile of an individual student. It
includes a robust, graphic PDF of state and local data, schedule information,
transcript records and more.
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Generating Pre-Built Reports
50B
Pre-Built reports are accessible by navigating to Reports>Pre-Built Reports and selecting the report in the list.
DataDirector allows you to refine the output that appears on the report by selection options while building the
reports.
Note: If there is no data available that matches a choice, the next option will not appear and you will
not have the ability to proceed.
Only fields that have data will be listed in the drop-down boxes as options. For instance, if you choose
“Grade 12” and there are no records for Grade 12 students, you will not be able to generate the report.
If the Grade list contains grades 10, 11, 12—there would be no data available for other grades and
therefore they would not appear in the list.
Roster
Options
One of the first steps in building the report is choosing a roster option. The roster chosen will
determine the group of students or teachers the report will pertain to. The following table
explains the roster options choices.
Option
Select Manually
Allows you to select the criteria for the report manually. Each
selection guides you to another set of criteria to choose from, such as
site, student population/roster year, grade, demographics.
From Report
Allows you to select a group of students/teachers contained in another
report, including a custom report you created or that has been shared
with you.
Allows you to select a group of students/teachers that are affiliated
with an existing program.
From Program
Report Type
Options
You may be asked to choose a report type. The following table explains the report type
choices.
Option
Adding
Demographic
Filters
Description
Description
Cohort Report
Students from a selected academic year and their scores for the selected test years
(i.e. 2007-2008 students and their scores from 2007, 2006 and 2005).
Limited Cohort
Report
Students from a selected academic year who have results from the selected test
years (i.e. 2007-2008 students who have scores in 2007 and 2006 and 2005).
Year To Year
Comparison
Compares students and their results from one academic year to others (i.e. 20072008 students and their scores from test year 2007-2008 compared to 2006-2007
students and their scores from test year 2006-2007). This report requires rostering
for the same assessment year.
Some reports give you the option of adding demographic filters. When you add filters, only
the students matching the filters will appear on the report.
You will see the Add Demographic Filter(s) button when this
option is available.
Available filters will be listed in the Demographic
Filter(s) pop-up window. Select the filter(s) and click
Save Changes. “currently in use” now appears next
to the Add Demographic Filter(s) button.
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Report Display
Options
Option
Description
Report Breakdown
Breaks the report down by met/not met proficiency or by proficiency
level.
Proficiency Levels
Breaks results into selected proficiency levels. Allows you to see how
many/percentage of students performance in each of the selected
groups/years.
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C ommunication
1B
The Communication page displays a count of the total number of site users. This page is used to perform
administrative functions for viewing users, viewing and editing permissions, and adding a user. These functions are
also available via the [admin tools] link.
View Site
Users
51B
Site Users
List
52B
To view the Site Users from the Communication page, click the View Site Users link.
This link opens the Site Users List.
The Site Users List displays all DataDirector users in your District, pass and presently
active. This list contains all users, teachers, and students that have been added or
uploaded to DataDirector. The list is downloadable to Excel.
District Administrators can use this list to perform the following functions:
Download users list in Excel format
View/user profile details
View login statistics
Email users (pg. 87)
X
X
Become the user- view a DataDirector site as another user. (pg. 106)
X
X
See the DataDirector Administrator’s Guide for more information on viewing and editing site users.
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The School Profiler Report displays state data from approximately seven different state
School
Profiler Report databases for specific school sites. This report allows schools to view three years worth of
53B
data. It also contains summary findings for critical data driven questions.
Emailing
Users
54B
DataDirector allows you to search for a group of users to email. The filters you use to locate
the users…
Follow these steps to email a group of users from DataDirector:
Step
1
Action
Navigate to the Communication page and search for users
Enter identifying information
A.
Click Show/Hide Advanced Search Options
B.
Check box next to Email Exists
C.
Enter any other identifying information
D.
Click Submit
2
Select Email These Users from the side menu bar
3
Select Email Options:
A. Select users to email To
B.
Verify or enter From
C.
Enter Subject
D. Type Body of email message
+ Indicates that the user has access to all
students at this site.
E.
Click Send Message
~ Indicates that the user is a current
term (I.E. 2010-2011) user.
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Search Users
Permissions
5B
Follow these steps to search for user permissions from the Communication page:
Step
Action
1
Select Search User Permissions from the side menu bar
2
Enter identifying information and click Search
Notes:
All fields are optional. The more specific the information, the narrower
the search.
Use Search User Permissions to narrow your search to specific users and
user IDs, sites, and user types or to view permission details.
If nothing is selected the search results will show all users and user types.
3
A table listing the user types in use at that site is displayed.
Click the icon at the end of the row to edit
permissions.
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S tudents
12B
The Students page is useful in searching for students and building custom reports based on student groups or
programs. Student lists can also be attached to a program and used to view assessments, exams, and student
profile reports.
Searching for Students
Basic Student Search
80B
The student search page contains filter for locating students that meet the criteria selected. Each field selected is
additional criteria so only students that meet ALL the criteria selected will be returned in the list.
To conduct a basic student search—Select or enter search criteria and click GO
A list of students matching the criteria is returned. You can perform the following actions with this list:

Download this list in Excel (.xls), PDF, or tab delimited (.txt) format by clicking the icon for the
corresponding file format.

Make this list a report Select Make This a Report from the side menu bar

Delete the list (does not delete the students, just the report that resulted from the search)

Attach the students in the list to a program
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Each student’s name is
a link to view the
student’s profile.
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Viewing
Students by
Academic Year
As a teacher, you can view students rostered to you by academic
year.
Advanced
Student Search
Options (Admin
Only)
Select a time period
or All Students.
If you are an administrator at the site, you will have
advanced search options available to you. The side
menu bar will contain additional search criteria which
allow you to search by Schedule, Transcripts*, Sites,
and Teachers. Click a link to add additional options
to the page search page. For instance, enabling
Teachers will add a list of teachers to the search
page. When a search option is displayed, the word (disable) is displayed next to it. Clicking on
it again will disable or remove that option from the student search screen.
You may also select an academic year from the View section of the side menu bar to view
students rostered to you for that academic year.
Displaying Students in a List-See More Students
To maximize the number of students you see per page, click the Show drop-down box at the
top of a student list and select a higher number, e.g. 50 or 100.
83B
Making a
Student List
into a Report
Select the Make This a Report link in the side menu bar following a student search to view or
download a student list. After the report is created, you have the option to edit it, modifying
the columns, refining the data set, and set or change permissions/sharing.
Report Options
Duplicate-creates a copy of the student search results/report
Delete-deletes student search report
PDF—Group By-creates and downloads a report in PDF format grouped by teacher or
by teach and period.
Attach These Students to a Program—attaches students to a program.
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Attaching a list
of Students to a
Program
You can use the list of students from a search to add participants to a program.
Follow these steps to attach students to a program following a student search:
Step
Action
1
Click Attach These Students to a Program
2
Select an existing program from the drop-down box or create a new program
3
Click Go
4
Confirm addition to selected program
The Program Details page is displayed. Showing the number of students involved in the
program.
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P rograms
13B
Programs allow you to create a group of students that fit a certain criteria and assign teachers or other DataDirector
users to that program thereby granting them access to this group of students. Teachers are automatically granted
access to students rostered to them. There may be other staff members (e.g. counselors, resource teachers,
resource specialist, or other administrators) who need access to students in the school or teachers that need access
to students not rostered to them.
There are no pre-defined programs in DataDirector. All programs are created manually. Admins can create
programs and assign individuals the programs. Those with access to the program are able to view Student Profile
Reports for the program participants, search for individual test results, and build custom reports based on students
assigned to a program.
Programs List
56B
The programs list is the first page displayed. Select one of the view options in the side menu bar to view a subset of
programs:
Select this link
My Programs
Hidden Programs
To limit list to programs...
You created or that have been shared with you.
You have hidden from appearing in programs lists.
Visible Programs
A subset of All Programs-lists programs that have not been
hidden from appearing in programs lists.
All Programs
All programs you can access.
Linking an Assessment or Exam to a Program
57B
Linking assessments or exams to a program allows teachers and non-teaching staff to track the progress of students
assigned a program.
Follow these steps to link an assessment or exam to an program:
Step
Action
1
Open the program
2
3
Click Assessments or Exams from the LINK section of the side menu bar
Select an assessment/exam from the drop-down box and click Save Changes
The linked items appear listed on the Program Details page. Select un-link next to an item to unlink it from the
program.
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Duplicating a Program
86B
Creates a copy of the selected program including links to assessments/exams associated with the program . You
have the option to duplicate the list of students and/or teachers. You may also add students/teachers to the
duplicate of the program.
Follow these steps to duplicate a program:
Step
Action
1
Select a program from the programs list or create a new program.
2
Select Duplicate from the side menu bar.
Note: This option only appears if you have permissions to duplicate the
program. If Duplicate does not appear in the Program General Section,
you do not have permission to duplicate it.
3
Check boxes to duplicate the list of students/and or teachers involved
with the program (optional) and click Duplicate Create Program.
The program details page is displayed. The title of the program is Copy of… by default. Select the Basic Information
link in the side menu bar to change the name of the program.
Deleting a Program
87B
Deletes selected program and all links to students, teachers, assessments, exams affiliated with the program.
Deletions cannot be undone. Deleting the program deletes it for ALL users.
Follow these steps to delete a program:
Step
Action
1
Find the program in the programs list
2
Check the Delete icon or open the program and select Delete from the side
menu bar
3
Click Yes, please delete...
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Creating a New Program
58B
You can create a new program and attach a list of students to it. Teachers can also be linked to programs which
allow them to have access to students assigned to the program.
Follow these steps to create a new program:
Step
Action
1
Select Create a New Program from the side menu bar
2
Enter program information and click Save Changes
3
Program Details page is displayed:
A. Click add students
To add individual students- see Step 4
To attach a list of students, follow steps in
B.
Attaching a List of Students to a Program Xon page 92X.
Click add teachers
To add individual teachers- see Step 4
4
Add participants
A. Enter student’s name or ID or Teacher’s name and click Submit
B. Select the name(s) in the left column and click ADD
C. Click Continue when all users are selected.
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R eport Cards
14B
Report Cards for all rostered students by academic year. DataDirector allows teachers to enter and print report card
data for each individual student or in a class list.
Report Cards List
59B
The Report Cards List is the first page displayed when you click the Report Cards tab. The top-half of the page
gives you the option to filter by Academic Year and Grade. Only the years and grade -levels
available will appear as filters.
You can narrow the list by:
Select this option
My Report Cards
Shared Report Cards
Hidden Report Cards
Show All
To limit list to report card of students...
On your roster
Shared with you by others.
You chose to hide from view.
All you can access.
Report Cards List lists all report cards of rostered students by academic year and grade.
Current academic year. Check Show All
Report Cards to view other available
Report Cords
60B
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Generating Report Cards
61B
Note: Generation may take a while to complete depending on the number of cards there are to
generate.
Report cards can be generated from the Report Cards page by selecting report cards from the list and selecting
Generate All Report Cards from the side menu bar.
Follow these steps to generate selected report cards from the list:
U
U
Step
Action
1
Check box next to report cards you want to generate
2
Select Generate from the with selected drop-down box
3
Choose whether or not to print in duplex (print on both sides of the paper)
4
Click Generate Report Cards
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D ata
15B
The Data page contains student demographic information. A demographic allows you to input summary data into
DataDirector for data tracking and reporting purposes. Demographics are used as filters throughout DataDirector
reporting and locating student groups and data.
Demographics
List
62B
The top-half of the Demographics List Page is a list of filter options. The results of the
filters selected on the top of the page are reflected in the list at the bottom of the page.
The more filters selected the narrower the demographics list will be. In addition to
filtering by academic year and scope/test type, you can select one of the list options from
the drop-down box:
Select this option
My demographics
Shared demographics
Hidden demographics
Show All
To limit list to demographics...
You created.
Shared with you by others.
You chose to hide from view.
All demographics you can
access.
The List All link beside the drop-down list box will clear all filters and display all
demographics that the user can access. Hidden demographics will remain
hidden. Demographics found are displayed in a table after the filter’s list with the
following columns. Each row of this table represents a separate demographic. Column
headers that appear in blue can be sorted.
Demographic
Summary Field
Descriptions
8B
Column
Title
Description
Title that was given to the demographic when it was created. You can click
the title to view the demographic.
Author
Demographic
Date
Action Icons
Name of the user that created the demographic.
Date entered as the “administered” date when the demographic was
created or the date as exported from the demographic.
Icons that perform actions on the demographic in the row. (See tablebelow)
The icons only appear if you have permission to use them for that particular
demographic. The column will be blank if you do not have access to that
action.
Defines/describes attributes of the demographic.
Field Name
Demographic Name
Description
Date Type
Multiple Rows
Date Given
Academic Year
Scope/Test Type
Number of fields
Demographic Target
Description
Title that appears in the demographic list.
Provides a description of the demographic. Appears under the
demographic name in the demographic list. (Optional entry)
Specifies when the demographic information was gathered—
on a single date or during a range of dates.
Specifies whether there is a single or multiple rows of data
per student.
Date demographic applies to. If date type is Use a single date
or range of dates if date type is Use a date range.
Academic Year that the demographic will be stored under.
Specifies subject area the demographic pertains to such as the
District or standard. (Optional).
Number of fields to include in the demographic.
Identifies whether the demographic applies to students or teachers.
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Creating a New Demographic
63B
Follow these steps to create a new assessment:
Step
Action
1
Navigate to Data >Create a New Demographic
2
Enter Demographic Summary details and click Next Step
Required Fields—Demographic Name, Scope/Test Type, Number of Fields
3
Describe demographic fields and click Next Step
A.
Type Field Name(s)
B. Select Field Type from drop-down box
C. Enter a Field Flag (if applicable)
Adding Data to a Demographic
See the Data Management Section, beginning on page 100 of this guide for information about importing and
entering data into a Demographic.
X
X
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D ata Management
16B
Enter/Edit Data (Multiple)
64B
Definition
Allows you to enter information for multiple students at the same time. Lists multiple
students on a page and allows you to fill a column with the same entry.
Note: This option may not appear in the side menu bar when the data already exists.
Applies to
Assessment, Exams, Report Cards, Demographics,
Notes:
 When you jump to another page, any changes you have made will be saved automatically.
 If you are entering a lot of data, make sure to click Save periodically. DataDirector’s security automatically
logs you out after 15 minutes of inactivity. It’s recommended that you save your work at least every 15
minutes to prevent losing any entries.
Follow these steps to enter or edit multiple student records at a time:
Step
Action
1
Locate and open the item (exam, demographic etc.)
2
Select Enter/Edit Data (Multiple) from the Data Management section of the
side menu bar.
3
Enter the responses in the table displayed on the screen.
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Importing Data
65B
Definition
Allows you to import data such as exam responses and grades via a text file.
Applies to
Assessments, Exams, Report Cards, Demographics,
Follow these steps to import data:
Action
Step
1
Locate and open the item (exam, demographic etc.)
2
Select Import Data from the side menu bar
3
A. Click Choose File and
4
B.
Locate the file you want to import
C.
Click Upload File Now
The first ten rows of data will be displayed.
Choose how you want the data imported (see examples below):
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Step
Action
5
Use the drop-down boxes to map fields to your data file and click Next
6
Confirm data mapping and settings—click Looks Good, Continue if everything is
mapped correctly or Start Over to go back and make changes.
7
Click OK to confirm that you want to import the file.
8
You will receive a message that your data file is being processed:
Notification that the import is complete will appear in the green info bar.
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Should data in the file be used to update records that already exist?
Field Name
Description
Yes, but only blank fields
Existing records remain unchanged; however, fields that contain
no data will be updated with the information in the imported
file.
Yes, overwrite existing fields
Existing records will be overwritten with data in the imported
file.
No, keep all existing data
Data in the imported file is ignored if information exists in the
record.
Administrator
Options for
Importing Data
Add missing students from import file to database - check this box to add
students from the import file to DataDirector if they do not already exist in the
database.
U
U
Student Name Update Options – defines how the database should be updated
with names in the import file.
U
U
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Add/Remove Additional Materials
6B
Definition
Allows you to upload and attach additional materials or remove materials previously
attached.
Applies to
Assessments, exams, report cards, demographics
Follow these steps to add/remove materials:
Step
Action
1
Locate and open the item
2
To attached a file:
A. Enter a Label (title for attachment)
B.
Click Choose File
C.
Click Upload
The uploaded file appears listed on the page with the label you gave it.
To remove the attachment, click the trash can.
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Administration
17B
This section covers some basic tools available to DataDirector Administrators for managing the site, users, and their
rights and permissions. Refer to the DataDirector Administrator’s Guide for additional information on
Administrator actions.
Related Resources
DataDirector Administrator’s Guide
Most administrator functions can be accessed via the Admin Tools link in the DataDirector page header.
M anaging Users
67B
List All Site
Users
89B
Navigate to: Admin Tools> List All from the USER MANAGEMENT Section of the side menu
bar
The Site Users List allows you to view all DataDirector users with active or inactive accounts.
This list can be downloaded in Microsoft Excel (.xls) or comma delimited (.csv) format. The
following functions can also be performed from the Site Users list:
Download users list in Excel format
Email a user
View/user profile details
View login statistics
Become the user
.
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Become
another User
90B
Administrators have a higher level of access and permissions than other users. Administrators
can multiple sites and access user profiles. The become another user function allows
administrators to view DataDirector pages as another user would view them without having to
login with the user’s password. This is helpful when it’s necessary to test something or
troubleshoot issues with a users account.
Follow these steps to view DataDirector as another user:
Step
Resetting a
Username or
Password
91B
Action
1
Navigate to Admin tools > Become another user
2
Enter Username of the user you want to become and click Go
Resetting the username or password allows an administrator to change the user’s username
and/or password. Resets can be initiated from the Communication page or the admin tools
link.
Follow these steps to reset a username or password:
Step
Action
1
Navigate to Communication or Admin Tools
2
Enter search criteria to locate the user
3
Click View Details
4
Click edit profile at the top of the results page
5
A. Scroll down to Login Information at the bottom of the page.
B.
Enter the new login information
C.
(Optional) Checkbox to force a password change at next login
D. Click Save Changes
Adding a User
92B
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Administrators can add DataDirector users. Although teachers appear in the DataDirector User list, teachers cannot
be added using this method. Teachers must be added to DataDirector using Rostering. Refer to the DataDirector
Administrator’s Guide for more information on uploading data files and rosters.
Before you begin…
You must have District Administrator rights to manage user permissions.
Login to DataDirector and select the All Students link for your district.
Passwords must be at least six characters long, are case sensitive, and cannot contain the user
name.
Important Note: Please pay particular attention to Step #3 to be sure you are performing the desired
action and to avoid creating duplicate users. To resolve duplicate user issues, see Merging Duplicate
users on pg. 109
X
Follow these steps to add DataDirector user:
Action
Step
1
Navigate to Admin tools > Add a User or Communication>Add a User
2
Enter user’s first name, last name and click Add This User
3
If a user with the same name already exists in the system, complete option A or B, otherwise go to
Step 4.
You will be asked verify whether you are adding the user that already exists or creating a brand
new user with the same name.
A. Click the use this person link if it is the same user. You will have the option to edit the
user’s profile, or
B.
Click the click here link to create a new profile.
A
B
4
A. Enter User Information. This is where you will create the user’s username and password.
Check Force Password Change on Next Login for require the user to change their
password the first time they login
Check Force Usage Agreement on Next Login if your users are required to accept a
usage agreement prior to using DataDirector.
B.
Click Save Changes when all entries are complete.
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Action
Step
5
Set site affilliations.
A.
Select site(s) in the
list
B.
Select Academic Year
C.
Check boxes to set
user type
D.
Click Add User to
Selected Sites
Click the “+” sign to expand Show/Hide Existing Site Affiliations to verify that user is added to the appropriate
sites, for the appropriate years, with the appropriate user type.
To delete an affiliation, check the box in the list and click delete
.
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Merging Duplicate Users
93B
The merge function allows an administrator to merge users when more than one account exists for the same
person. Duplicates may be identified when adding a new user or by initiating a search for users with the same name
or Student ID. DataDirector lists records that appear to be a match. An administrator must verify that the users are
the same and should be merged.
Important Note: There is no method for unmerging users. If you have questions about merging, stop and
contact DataDirector Customer Support at (877) 411-1629.
Match Strictness Options
The match strictness tells DataDirector how many characters have to match before the informa tion entered is
considered a match to records in the database.
Option
Definition
Very Strict Matching
Compares entry against records in the database and returns records
that match up to 50 characters to identify a match.
Strict Matching
Compares entry and returns records that match by 7 characters.
Loose Matching
Compares entry and returns records that match up to 3 characters.
Follow these steps to merge duplicate users:
Step
Action
1
Click Admin Tools
2
Select Merge Duplicate Users the User Management
Section of the side menu bar
.
3
Search for Duplicate users by:
Entering the user’s name,
Entering the Student ID, or
Leaving the first and last name blank
to automatically find matching
names/numbers
A. Enter search criteria
B.
Choose a Match Strictness option
C.
Click Search
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Step
4
Action
A list of possible duplicate users is displayed.
Click View Matches
5
Select the users you want to compare
as possible duplicates to merge and
click Next
6
7
A. Select the fields in each
record that you would
like merged
B.
Click Finish and Merge.
C.
Click OK to the popup
confirmation box.
Carefully review the merged record before proceeding.
Merged records cannot be restored.
A. Click Confirm Merge
B.
Click OK to the popup confirmation box.
A yellow status message is displayed:
Activating and Deactivating Users
94B
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Deactivating a user makes their DataDirector account unavailable. It prevents the user from logging in and removes
their profile from view so that it does not appear in the user list or searches. The user’s account remains inactive
until it is reactivated. An example of a situation when a user might be deactivated would be a user that is no longer
employed by or affiliated with the school or district and therefore no longer needs access to DataDirector.
Note:
User accounts, when deactivated, are not actually deleted from the DataDirector database.
This is to ensure that any relationships that resource might have with project data can be preserved
in case the account is reactivated later.
Follow these steps to activate or deactivate a user:
Step
Action
1
Navigate to the Communication page and locate the user or locate user in site users list.
2
Click the view details link for the user you want to deactivate/activate.
3
The selected user’s profile is displayed.
If the user is activated there will be a deactivate link, if the user is inactive, there will be an
activate link. Click the appropriate link.
If an active user is deactivated, the word INACTIVE will now appear below the user ID.
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P ermissions/Sharing
18B
DataDirector allows you to share assessments, exams, reports, and programs you create with other users.
The Permissions page gives you the option to manually set the permissions, or assign permissions based on pre defined Permission Groups. The easiest way to access permission options is by clicking the hand (share) icon for the
item you would like to share. The icon appears in color if the item has not been shared and black and white if it is
currently being shared. The column is empty if you do not have permission to share.
Unshared
Shared
Permissions and Sharing options are accessible in the EDIT OPTIONS section of the side menu bar for assessments,
exams, reports, report cards, and demographics.
Permission Sets
Use an Existing
Permission Set
The Permission Set feature allows you to create permission sets for groups of users you
typically share with (e.g., department chairs, administrators, and specific people at your
site/district).
To use an existing permission set—select it from the drop-down. You have two options
for how to add the permissions.
Add to existing… add permission to the assessment/exam, etc. to the users
existing permissions
Replace existing… changes the users existing permissions to those in the
permission set chosen.
Manually Creating
Permissions
Refer to the DataDirector Administrator’s Guide for instructions on manually creating
permissions.
Related Resources
DataDirector Administrator’s Guide
Definitions of
Permission Levels
The following table describes permission levels. Refer to the DataDirector
Administrator’s Guide for instructions on defining and assigning permissions.
Permissions
Description
Global
Shares selected item with all users district-wide
User-level
Shares selected item with specified users
Site-level
Shares selected item with entire site.
Site-level by affiliation
Creates permissions for all teachers by grade level
Changing User Permissions
95B
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Users can inherit site permissions, user type permissions, and user-specific permissions. Permissions are inherited in
the following order:
1.
2.
3.
Default permissions for the site
User Type permissions at the site
User specific permissions
Any changes to the default site or user type permissions will be reflected in a user’s permissions.
Follow these steps to change user permissions:
Step
Action
1
Navigate to the Communication page and locate the user or locate user in site users list.
2
Click view details
3
Scroll to the bottom of the profile and click …View and edit user permissions
A. Click View User Permissions at
Site tab
B.
A
Click the link to the Site Name
you want to edit permissions
to.
Note: You may need to click the ‘+’
sign next to Show/Hide User Site
Affiliations to expand the site list
B
5
Click Edit
6
Add user to selected groups or Grant, Deny site specific permissions
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