Login to the appropriate paper administration (i.e. STAAR Alt 2 Paper Orders) in TIDE.

Choose order history.

Select reports.

Select the dropdown for track documents and select security checklist.

You may consider saving a copy of the file so that you have an unopened copy. Then split the materials checklist between EOC and 3-8. Be sure to preserve any leading zeros. It is good practice to start with a clean file and paste from the original. Be sure to save as a .csv and then you can upload it into TestHound.

Selecting Materials > Inventory from the district menu will allow you to see the secure test booklet types and barcode ranges within a test administration after they have been uploaded. After selecting Materials > Inventory, you will be prompted to choose a Test Administration from the Select Admin drop-down menu.

The materials will be listed by the entity, i.e., district overage, and each campus. If the number of booklets scanned matches the amount indicated by the testing vendor, the table entries would be uncolored.  If the secure material has not been scanned, the records will be colored pink.

Inventory file availability depends solely on the publisher. Depending on the publisher, your inventory checklist:

• will be uploaded by the district coordinator for test administrations.

• may need to be created by the campus testing coordinator by adding the checklist items manually at the campus level.  Manual entry at the campus level occurs when the publisher does not provide a file for inventory verification, or when some of the items are missing and expected in a follow-up file, such as Braille or Large Print.  In this situation, follow the process listed below for Adding Checklist Items to create your inventory checklist.

Directions for uploading your district's Inventory Checklist for STAAR and STAAR Alt 2:

You will need to receive a copy of your inventory file checklist directly from your testing vendor.

Once you have the file, you’ll be able to upload it under District Management > Materials > Inventory.   

1. From your District, Materials, and Inventory menu, select the appropriate test administration either STAAR ALT 2 EOC, STAAR ALT 2 3-8, STAAR EOC, or the STAAR 3-8, administration. Then click on the icon with an arrow pointing upward in a blue box to upload the file that you download from Pearson. 

2. For STAAR Alt2, all material is contained in one checklist from the vendor. This means 3-8 and EOC are all in one file. In TestHound, these are 2 separate administrations. You have 2 options in loading the checklist. Depending on your comfort level with Excel, you can manually split the items in the file into 2 separate files, one for EOC items and one for 3-8 items. Then you can load the files separately into the 2 admins. OR you can leave the file as is and load it into both administrations. At the district level, you as the DTC will see all material in both admins. This means you will see EOC items on the 3-8 admin list and vice versa. Those items will never reconcile in that admin, but they will in the one they pertain to. Your campuses, however, will see what is pertinent to them only.

3. Remember to save it as a .csv file to upload to TH. Any leading zeros in the district CDC number will have to be added back in.

If the vendor's checklist is listed by individual booklets rather than packets, i.e. STAAR ALT 2 you will be unable to scan in a range of booklets at once. Simply scan the bar code of each book in the kit (or cover sheet if applicable) (you will need to scan it 2 times to account for the beginning and end range) and move to the next booklet. 

To manage materials for District Overage, select the campus titled District Overage from the Campus drop-down menu on the right-hand side of the screen.  If you do not see this menu, click Home, and it should appear. The overage campus is for the DTC to manage the extra overage supply of booklets for the district. These can be transferred to campuses as needed to fill shortages. Campuses will scan their own assigned materials at their own campus.

The Materials section of TestHound incorporates several different areas of materials management identified below. You will scan your overage books into your inventory, transfer books as needed to your campuses and other districts, and create boxes to scan your overage materials back in as well as prepare district boxes for shipping back to the vendor.

When you select Materials > Inventory, you will be prompted to choose a test administration from the Select Admin drop-down menu.

After selecting a test administration, the Inventory table will be displayed:

Explanation of tabs:

• Inventory – materials that have been scanned into inventory for the campus

• Checklist – the information about inventory provided by the publisher

• Transfers – the status of materials transfers

• Booklet Audit – search for booklet information

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- booklet form

• L- booklet language

• 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) would 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.

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

Before scanning in your test materials, be sure that you have unpacked your boxes of secure test materials and placed the packets of materials in numerical order by grade level or subject, depending on the organization of the exams or publisher checklist.

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 Receive Material to begin scanning your materials.

TestHound allows you to scan incomplete test booklet ranges via scanning 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 before scanning. 

After selecting Receive Material, click in the Start Range field (shown below).

• If your publisher provides cover sheets or labels with the full packet range in the bar codes, scan each packet (ex: Louisiana) to take your inventory. If the inventory scanned matches the information in the checklist, the system accepts the booklet range and allows you to scan the next line of booklets.

• If your publisher does not provide cover sheets with inventory information in the bar codes, click in the End Range field and scan in the barcode that corresponds to the last test booklet on the packing sheet in your last packet of test materials for that grade or subject. You do not have to scan one packet at a time; you can scan the entire range of booklets by scanning the first in the range of material, and then the last.

After submitting a line of inventory, a Confirmation message will appear detailing how many booklets you will be adding to your inventory. Before clicking Submit, be sure to verify the number against your packing sheet.

What do the colors mean?  Here is a guide!

RECEIVING INVENTORY:

Purple – Inventory is defined differently from the 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 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 check with the vendor for a checklist update. OR you can define them now so they are ready to transfer to the campus as needed.   This way you don’t have to wait for a new checklist to be uploaded and include your new booklets. When you scan a book that is not on the checklist, you will get a message to that effect. Choose the correct kind of books to define the packet(s). Books not on the checklist will appear yellow in inventory.

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.

In order to edit a checklist item, click the icon.

The user can see all ranges of material by clicking on the to expand the view.

The user cannot edit ranges of material at the district level if the booklets have already been transferred, and they have been accepted as a transfer at the campus level.

You can now use the drop-down menus to edit the following:

• Type of material

• Test – grade level and/or subject area

• Test Version

• Form

On the materials inventory page, the district user may also choose to Delete items.  

The user can see all ranges of the material scanned by clicking on the 

The material can then be deleted by clicking on the 

The user may delete items associated with a test administration or items associated with a specific order number.  In the files from some publishers, multiple administrations are combined, and therefore, the security checklists will be combined.  This will allow users to delete test material that is not associated with the selected test administration.

A new window will appear.  Click Submit to delete or Cancel to cancel out.

TestHound allows for the electronic transfer of test materials from one campus to another. Transfers must be initiated by the sending campus and accepted by the receiving campus prior to the test material being able to be assigned to a student.

NOTE: You must have inventoried the booklets you want to transfer before you can make a transfer.

To begin the transfer, you must first select the appropriate test administration from the Select Admin drop-down menu. Then click on Initiate Transfer.

Scan the first booklet in the range of test material you will be transferring.

Scan the last booklet in the range of test material you will be transferring.

A list of campuses in your district will be displayed in the Campus drop-down menu. Select the campus where you want to make the transfer.

Users also have the option to transfer the material out of the district.  To initiate a transfer out of the district, check the Out of District Transfer box.  A list of districts will be displayed in the District drop-down menu. 

Click submit to complete the transfer.

Initiating the Transfer • Single Booklet

If you are transferring a single booklet, scan the barcode from the back of the test booklet into the Start field. When the screen flashes, the End field will appear. Scan the same number into the End field. Select the destination campus from the drop-down menu. To finalize the transfer, click Submit.

Accepting Transfer of Materials

To accept a transfer, you must first select the appropriate test administration from the Select Admin drop-down menu. If you select the Transfers tab, a list of complete and transferred material will be shown.

To begin accepting a transfer, click on Accept Transfer. 

Scan the first booklet in the range of test materials that will be accepted from the transfer.

The screen will flash, and a new field will appear. Scan the last booklet in the range of test materials that will be accepted from the transfer.

TestHound will receive the transfer and allow you to scan more booklets for additional transfers, or you can click the to exit and return to the inventory screen.

If you are receiving a single booklet, scan the barcode into the Start Range field and the End Range.

Selecting Materials > ODT will allow you to generate a Transfer of Secure Materials Form for materials being transferred to another district.

The user will be prompted to select a test administration and the district to which the materials are being transferred.

After the information has been selected, a list of test materials will be displayed.  Please note that test material will only be displayed after it has been transferred within TestHound at the campus level.

Once the test material is displayed, the user may check the Inc. box next to the material name to indicate the material to be included in the report.

After all the appropriate test material has been checked, select Generate Report.  A report will be generated listing the following:

• Providing district

• Receiving district

• Test material

• Name and booklet range(s)

To export the report, select the blue floppy disk icon and choose the export format.

If your campus does not need the materials you transferred to them, and you need to reclaim the materials, you have two possible options:

• If the materials transfer has not been accepted at the campus, you can delete the transfer in District Overage by clicking on the Transfers tab and then the trashcan icon.

• If the materials transfer has been accepted at the campus, you can have the campus transfer the booklets back to the district overage.

• At the end of the test administration, you will scan all test booklets. TestHound will verify the quantity scanned in at the end of the test administration matches the amount initially scanned in.

  NEW: Before secure test materials can be scanned to a box at the conclusion of a test administration, boxes according to type must be created

  To create new boxes, select Materials > Campus Boxes.

  Choose the appropriate test administration (i.e. December EOC) from the Select Admin drop-down menu. Initially, the screen will be blank indicating no boxes have been created.

• 

• Select the + icon to create boxes for secure material to be scanned into.

  A series of drop-down boxes will appear.

  

  Using the Select BoxType drop-down, choose the type of box you want to create then select Submit.   You are not required to enter or scan anything in the Return Label, Shipping Label, or Note field at this time.

  

  Once the box type is submitted you will be redirected to a page displaying how many boxes of each type have been created. Each submission of a box type creates an additional box of that type. Once the estimated number of boxes for each type has been created you will be ready to scan secure test material.

• 

   Once box types have been created, secure test materials can be scanned into boxes. To begin scanning secure materials to boxes, select Materials > Scan to Boxes.

  You will be prompted to choose the appropriate test administration (i.e. December STAAR EOC) from the Select Admin drop-down menu. Next, you will choose the box that you want to begin scanning secure test material into using the Select Box drop-down (i. e. To be scored 1, To be scored 2, Not to be scored 1, etc.).

  To begin scanning test booklets in, choose Materials > Scan to Boxes. Select the appropriate test administration from the Select Admin drop-down menu. You will then be prompted to select a box number from the Select Box drop‐down menu..

• 

  The Scan Type must be set to Booklet for the majority of the test booklets because they will need to be scanned individually, as they were issued to students. After scanning the barcode on the back of the test booklets, a table will appear (shown below) displaying the type of material scanned in and the amount that has been boxed so far. You may choose Packet as the type if you still have books packaged in the original packets and use the packet barcodes on the front.

  The Booklet field will be cleared after each test booklet has been scanned in, allowing you to scan the next booklet.

  IMPORTANT: Please be aware that you must watch the Booklet field when scanning test booklets. If an error is made while scanning test booklets, the Booklet field will be highlighted in red and the word Format will appear. This is your only warning that an error has occurred. If the error is not caught immediately, any test booklets scanned after the error occurred will not be processed.

  You may also have sealed packets of test materials left over after testing. These packets do not need to be opened in order to be scanned. Use the packet type, and then scan the barcode on the package that corresponds to the first test booklet in the range into the field.

  After scanning the first barcode into the field, the End Range field will appear. Scan the barcode that corresponds to the last test booklet in the range for that packet of materials into the End Range field. If you have solid, unbroken sequences among several packets, you can scan in multiple packets at once using the “first barcode”, and “last barcode” methods.

  Under the Reports tab, a Boxed Booklets report is available. When selected, it will show you the booklet numbers assigned to each box for the test administration that has been chosen. The report may be generated as Word, Excel, or PDF documents.

electing Materials > District Boxes will allow you to see the campus boxes that have been created.

To utilize this feature, you will need to:

• Select Materials from your District Management menu.

• Select the test administration

• 

• Choose the campus you wish to view

• You will be able to scan return and shipping labels as needed to each campus box as you build your district shipment. (note: campuses can also scan the labels as they box materials if applicable).

• 

The Master Box Report in the District Materials menu will allow you to see the boxes, and material, as created during the boxing process.

To assist in identifying missing test material, select in the Inventory table.

A Missing Booklets table will appear that details the booklet numbers of the test materials missing, the type, and what room the booklet was assigned to. These booklets are missing from a box.

To view the Booklet Audit screen, select the Booklet Audit tab from the inventory table.

The Booklet Audit screen will detail:

• The date and time the checklist was uploaded

• The date and time the booklet was scanned into the campus' inventory

• The date and time the booklet was assigned and to whom

• If it was scanned in at the end of testing and the person that scanned the test booklet.

Troubleshooting Scanners for Windows Computers

First, check to see if your scanner is fully charged. If you have TestHound Scanner 201 Model, plug the scanner into a wall plug using the charging cord and adapter.  Leave it plugged in for 30 minutes.

Be sure the drivers for your scanner are installed on your computer. Plug in your USB adapter to your computer and your operating system should begin downloading automatically.  The completion of the driver download is usually signified with an audible sound. Some issues with scanners can be remedied by having someone from your IT department remove and reinstall the drivers.

Make sure the USB adapter is paired with the correct scanner and that the USB adapter is in the computer you are using. Each scanner is uniquely paired to its USB adapter and must be in the computer you are using while scanning in TestHound.

Try using the cord instead of the USB adapter. When using the cord to connect to the scanner, be sure the cord is fully inserted into the bottom of the scanner.

Try using a different USB port on the computer. Make sure the USB adapter or cord is fully in the port.

Make sure the screen refreshes. If scanning booklets individually, the TestHound screen will flash each time the scan has been saved.

Test the scanner with any type of bar code. Open an Excel spreadsheet, notepad, or a Word document and scan any item with a barcode (i.e. candy-bar wrapper, cola can, or any other item you may have that has a bar-code) using the scanner. If your scanner is functioning properly, any item with a barcode will scan into a program where information can be typed in. 

Once you confirm you can scan something, then test the bar code on the booklet in that same document.  

Troubleshooting Scanners for IOS (MAC) Setup

Plug in your scanner and make sure it is fully charged.

If the scanner is plugged in with the USB cable, and the Mac is unable to identify the keyboard, click continue.

The system will then prompt you to select the key on the keyboard that is to the right of the shift key so the system can identify the keyboard. Rather than clicking any key, using your scanner—scan any barcode telling the computer that you are using the scanner in place of a keyboard.

-Will put a barcode here.

The system will then prompt you to identify the keyboard type (EAN, ISO, or ANSI).

Select "ANSI (United States and others)" and click "Continue."

Test that your scanner is functioning as expected by opening Notes (or any other program where you can type text) and scanning a barcode.

Confirm that the barcode that was entered into the program matches the barcode that was scanned.