This page will give CTCs instructions on processing materials from a vendor checklist and through manual entry.
The Materials section of TestHound incorporates several different areas of materials management identified below. Your materials management process may be determined by the materials vendor.
Selecting Materials > Inventory will allow you to:
Scan in the test materials that you received from the testing vendor
View missing test booklets
Track booklet assignments
When you select Materials > Inventory you will be prompted to select a test administration from the Select Admin drop‐down menu.
After selecting a test administration, the Inventory table will be displayed (below).
You will see a series of tabs across the top: Inventory, Checklist, Transfers, and Booklet Audit.
Inventory – materials that have been scanned into inventory for the campus
Checklist – the information about inventory provided by the publisher
Transfers – status of materials transfers
Booklet Audit – search for booklet information
It is important to note that the Inventory tab will show no data until the inventory on the Checklist tab is received.
Once you click on the Checklist tab, the table lists the test materials assigned to your campus by the publisher.
This table lists the test materials assigned to your campus by the testing vendor. The table identifies:
Type – the type of material (i.e. secure manual, test booklets, etc.)
Test – the grade level and subject area
Version – the test version
Form - form type
L - language type
From – the beginning of the secure material barcode range
To–end of secure material bar code range
Qty – quantity assigned to your campus by the testing vendor
Trn – the number of booklets transferred, if any
Act – number of test booklets that were scanned in at the campus level
Each entry (row) will be uncolored if the number of test materials scanned in matches the number of test booklets assigned by the testing vendor
Asg – number of test booklets assigned to students
Box – number of test booklets scanned back into TestHound inventory after testing is complete
Inv– number of booklets that do not exist in the checklist
Wrg– number of booklets that are not defined in inventory in the same fashion as the publisher's checklist. Causes are:
materials that were not originally on the checklist that was scanned into inventory in anticipation of an updated checklist correction, but defined differently than so defined by the publisher
materials that were on the original checklist but the physical booklets differ in definition from what was sent in the publisher's checklist.
At the end of the test administration, after booklets are scanned back into TestHound, the Inventory table will be green only if all materials are scanned back into TestHound.
What do the colors mean? Here is a guide!
RECEIVING INVENTORY:
Purple – Inventory is defined differently than a checklist. This could be due to a mistake in defining the inventory prior to getting the checklist. It could also occur because the checklist says you have a type (Alg 1), but what you actually have on hand is a different type (US History). Purple does not mean you are necessarily wrong, it just means you should double-check the definitions. DO NOT SCAN THESE TO STUDENTS until you have verified everything is correct.
Red – Inventory does not match booklet totals. This is usually due to not having scanned in all the booklets in a sequence, or having scanned in a large sequence where there is a break/gap and where the booklets are considered two separate sequences. DO NOT SCAN THESE TO STUDENTS until you have made corrections.
Yellow – Inventory does not belong to the checklist. This could be because the vendor has multiple shipments and you already have in hand something considered part of a separate shipment. No need to worry, just scan in the booklets and wait for a checklist update. Remember to define them if you want to assign the booklets to students!
White – All inventory corresponds to the checklist. These are defined, correctly inventoried booklets that align with the checklist. They can be scanned for students immediately.
Green – All inventory is boxed. Go home.
TRANSFERRED MATERIALS:
Red – Inventory does not match booklet totals because you have scanned them to another campus and the receiving campus has not accepted the transferred material items yet. You are responsible for them until they have been received.
Green – All booklets that were transferred have been inventoried by the receiving campus. They are the receiving campus’s responsibility now and will have to be boxed at that location.
Prior to scanning in your test materials, be sure that you have unpacked your publisher boxes of secure test materials and placed the packets of materials in numerical order by grade level and/or subject based on the test.
To begin scanning, you will first need to select the test administration from the Select Admin drop‐down for the secure test materials that you will be scanning in.
After selecting the appropriate test administration, select the Receive Material icon to begin scanning in your materials.
TestHound allows you to scan in both individual test booklets and packets of materials.
TestHound will alert you that you need to ensure that you have accounted for all packets in the sequence and that you have counted the spines of the test booklets to ensure that each packet contains the correct number of booklets prior to scanning. After selecting Receive Material, click in the Start Range field (shown below).
The checklist must be downloaded from the publisher and uploaded to TestHound at the district level.
For inventory that has a checklist with no corresponding cover sheet bar codes:
Scan the barcode on the back of the test booklet that is visible through the packet’s front plastic cover. Flip the packet over and scan the booklet barcode showing through the back plastic cover. Next, hit the Enter key. (If all barcodes become available in the future on the front label of the packet, you can scan from the visible barcodes).
For inventory that has a checklist with corresponding cover sheet bar codes:
Scan the barcode on the front of the packet label that corresponds to the first test booklet on your first packet of the test materials for a grade or subject. Hit enter. Next, scan the barcode on the front of the label of the last packet that corresponds to the last book in the range.
Important: Be sure to check the quantities to make sure they are accurate based on what the test publisher has supplied to you.
Individual Scanning
Individual Scanning
If you are scanning in an individual booklet, you will be prompted to scan in an End Range barcode number. Simply scan that same booklet number into the End Range field. The test booklet will be added to your inventory.
Packet Scanning
If you are scanning packets of test booklets into TestHound, click in the End Range field and scan or type in the barcode that corresponds to the last test booklet on the inventory checklist in your last packet of test materials for that grade or subject.
A Confirmation message will appear at the bottom of the Scan In Inventory box detailing how many booklets you will be adding to your inventory. Be sure to verify the number against your packing sheet or checklist.
All items officially received from the checklist will appear under your Inventory tab.
TestHound's Inventory management is a robust inventory management system that allows for you to begin tracking your booklets from the moment you receive them. This means if they are not on the checklist, or you do not have a checklist, you can still manage your materials.
Prior to scanning in your test materials, be sure that you have unpacked your vendor-provided boxes of secure test materials and placed the packets of materials in numerical order by grade level and subject.
To begin scanning, you will first need to select the test administration from the Select Admin drop‐down for the secure test materials that you will be scanning in.
After selecting the appropriate test administration, select the Receive Material icon to begin scanning your materials.
TestHound allows you to scan in both individual test booklets and packets of materials.
TestHound will alert you that you need to ensure that you have accounted for all packets in the sequence and that you have counted the spines of the test booklets to ensure that each packet contains the correct number of booklets prior to scanning. After selecting Receive Material, click in the Start Range field (shown below).
Scan the barcode on the label on the first packet for the booklet that corresponds to the first booklet in the range or scans the booklet number that is showing on the front of the packet. Hit enter.
Next, scan the barcode on the label of the last packet in the range that corresponds to the last book in that range or scans the booklet number that is shown on the back of the packet.
Important: Be sure to check the quantities to make sure they are accurate based on what the test publisher has supplied to you.
Individual Scanning
If you are scanning in an individual booklet, you will be prompted to scan in an End Range barcode number. Simply scan that same booklet number into the End Range field. The test booklet will be added to your inventory.
Packet Scanning
If you are scanning packets of test booklets into TestHound, click in the End Range field and scan or type in the barcode that corresponds to the last test booklet on the inventory checklist in your last packet of test materials for that grade or subject.
A Confirmation message will appear at the bottom of the Scan In Inventory box detailing how many booklets you will be adding to your inventory. Be sure to verify the number against your packing sheet or checklist.
All items officially received from the checklist will appear under your Inventory tab.
When inventory does not match a checklist, or there is no checklist in the system to match your inventory, you will get a warning popup and will have to decide how to proceed. You can either submit the packet information with no definitions and wait for it to appear on the checklist, or you can choose to define the inventory manually. WARNING: If you do not define the inventory, you will not be able to assign those booklets to students until a checklist is in the system to define the booklets or you can add the definitions manually.
Defining the booklets manually is simple. If you are going to be scanning in multiple but separate ranges of the same materials, you can fill in the box called "Use these selections for sequential scans" to speed up the process. . Choose the information that correctly applies to the booklets you are working with, then click "Submit Packet". If you make a mistake, do not worry. You can correct things in the "Inventory" tab later by clicking on the + sign on the line of inventory and using the pencil to edit the definitions.
Inventory that does not match a checklist will appear yellow.
If you need to make changes, click on the icon to expand the line and get access to the edit icon, Clicking on this will give you access again to the same drop-down options as before so that you can redefine the booklets.
Once a checklist arrives and has been uploaded by the district test coordinator, you can click on the Auto-Align icon to make corrections in your inventory against the checklist.
Please note that in order to assign test booklets to students, your test booklets must be scanned into your TestHound inventory and, if no checklist is available, they must be defined manually.
Booklets can only be assigned to students once the students are added to a test in the Test View. For help with Test setup, please refer to the help article named "Campus Tests"
There are two ways that test booklets can be scanned for students:
By Student
The first way to scan in test booklets is to click in the Barcode field next to the first student’s name on the list and begin scanning the barcode on the back of the test booklets. Repeat this process until all students have a test booklet assigned.
If a test booklet is scanned in error to a student, simply highlight the booklet number scanned into the Barcode field, delete it, hit enter, and scan in the barcode of the correct test booklet.
By Students in a Specific Room
The next method for scanning test booklets for students is to first select a room from the Rooms table by clicking on a room number. Your view will then be filtered by the room you selected. You can then scan booklets to students one room at a time. Click in the Barcode field next to the first student’s name on the list and begin scanning the barcode on the back of the test booklets. On this screen, you can also scan a test booklet for a teacher if needed. Once you have completed scanning in test booklets for the room, you can change rooms using the Select Room drop‐down menu.
To facilitate faster scanning of test booklets, you may select Auto Scan.
-AutoScan to Students in a Specific Room
The next method for scanning test booklets for students is to first select a room from the Rooms table by clicking on a room number. Your view will then be filtered by the room you selected. To initiate the AutoScan feature, click on the button.
Click in the Barcode field next to the first student’s name on the list and scan the barcode on the back of the first test booklet you will assign. After scanning in the barcode on the back of the first test booklet, TestHound will automatically assign a test booklet to each sequentially.
To delete a book from a student, click in the barcode box, delete the book, and hit enter. Then you can scan a new book for the student if needed.
