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Scheduling CASE Benchmark Assessments

Updated Sep 08, 2021

Starting with the 2019-2020 school year, district and school administrators are able to schedule CASE Benchmark Assessments for their schools and classes. 

The CASE team securely assigns requested assessments a week before the test window opens for the district. An email alerts the main contact(s) specifying which tests have been made available to the district along with the test window details.

Scheduling the First Annual Benchmark Assessments

When you schedule the first benchmark assessments of the year, The District Test Coordinator (DTC), the School Test Coordinator (STC), and a School Administrator (SA) should follow the steps outlined below.  

Step 1: DTC reviews and assigns to schools

The enCASE District Test Coordinator (DTC) user(s) should review the available Benchmark assessments for accuracy and then make the assessments available to the appropriate schools. The assessments cannot be accessed or scheduled to classrooms by any other user until they are made available to school buildings.

Click the Assign Schools icon beside any assessment shown in the Make Approved Benchmark Assessments Available to Schools window of the dashboard. (Alternatively, choose Assign Schools from Assessments on the top menu.)

The Assign Schools page opens, showing all available assessments and schools. To shorten the list when working with multiple assessments, use the filters at the top of the Assign Schools page. For example, to find all K-5 ELA assessments to assign to just the K-5 schools choose “Language Arts” from the Subject filter and “Elementary (K-5)” from the School Type filter.

Click the “+” icon to add assessments [1] and schools [2] to assign them to each other. They appear in the “Selected Assessments” and “Selected Schools” boxes after they are selected, as shown below.

Note: You may select multiple subjects and grades at the same time (e.g., to assign all elementary titles to all elementary schools). Remove mistakes by clicking the “x”.

Once the grouping is complete, click the Assign button. This assigns all the Selected Assessments to the all the Selected Schools, marks the titles with the assigned schools, and they become available to school-level administrators. You may continue this process to assign additional assessments and schools.

Step 2: DTC requires enCASE Kiosk (optional)

If your district uses enCASE Kiosk, you may require it for one or more selected schools. To do so, click the box for "Require enCASE Kiosk." See Using enCASE Kiosk to Secure Testing for more information.

Tip: To require enCASE Kiosk for some assessments but not others, assign them to schools in two groups. Select one group of assessments (e.g., those requiring enCASE Kiosk) and do the assignment. Then return here and assign the other group (e.g., those that do not require enCASE Kiosk). 

Step 3: DTC previews the assessment (optional)

To view the assessment in an environment similar to the student testing experience, a DTC user may preview a scheduled benchmark assessment from the dashboard by clicking the Preview Assessment icon.

For a mathematics benchmark assessment, you can view a calculator-enabled section to view and access the Desmos calculator:

Step 4: SA, STC, or DTC makes the assessments available to classrooms

An enCASE SA, STC, or DTC may now assign the assessments to specific classrooms by clicking the Assign Classrooms icon from their dashboard:

Note: Unscheduled assessments or those with open test windows are generally located in the "Schedule Upcoming and Open Benchmark Testing to Classrooms" section. However, if you are a school-level administrator and an assessment is already scheduled to at least one classroom at any of your affiliated schools, the assessment is located only in the "Assessment Summary" section of your dashboard.

Click the “+” symbol beside the classroom to add it to the schedule, and then click Save Changes. Editing the initial assignment for additions or corrections is also permitted here.

Remove mistakes by using the “x” symbol.

Note: The “Person” icon (for "Limit to Specific Students") allows for scheduling of specific students within a classroom. This is useful in situations such as self-contained multiple grade classrooms.

Note: If text-to-speech is enabled for the district, this dialog box shows which students will have text-to-speech enabled for the scheduled assessment. This column is read-only. To make changes to a student's text-to-speech status, an administrator may edit the student's user account. See Text-to-Speech Functionality for more information. 

In this example, the CASE Benchmark Assessment "Scheduler Example Elementary SS Benchmark 1" has now been assigned to the 4th grade classroom(s) at Asher Academy and will automatically appear on the student dashboards when the window opens. Note that districts have additional control options over student assessment access using the enCASE Optional District ON-OFF Switch.

Step 5: DTC edits administration settings as needed

If you are the DTC, you may control the following administration settings:

  • The end date/time for the testing window
  • Test Duration
  • Real-Time Proctoring

To edit the End Date and End Time of the testing window:

To set a time limit for the assessment, set "Time Duration" to Yes. Then enter a number of minutes (no greater than 500 minutes). (During a timed test, a timer appears in the upper-right corner of the test. Students are forced to submit the test for scoring when the time is up. )

Tip: During a test, a DTC, STC, or teacher may extend the time using Real-Time Proctoring

To allow Real-Time Proctoring for all the classrooms on the schedule (provided an educator plans to monitor testing while students are taking the assessment), set "Real-Time Proctoring" to Yes. (Before enabling, refer to Real-Time Proctoring for details, which can help you decide whether to allow your teachers and administrators to use real-time proctoring and the actions it allows.)

Scheduling Benchmarks 2 and 3

The "Copy Recipients" feature allows a District Test Coordinator to copy previously created benchmark schedules for all classes within the district with just a few clicks per assessment title. (e.g., assign the Alg1 Benchmark 2 to all classrooms that took the Alg1 Benchmark 1). 

Note that school level administrators can easily access and edit this to reflect any small changes that may have occurred using their own Assign Classes process. 

From the Make Approved Benchmark Assessment Available to Schools section of the enCASE District Test Coordinator user’s dashboard, click the Copy Recipients from Another Schedule icon.

To find a schedule to copy:

  1. Select filters as necessary to locate the desired previous schedule and click the radio button beside it.
  2. Uncheck the "Show Only Schedules with Open Testing Windows" box.
  3. Click Search Schedules.

Verify the desired schedule and click the Copy Recipients icon. This reuses the original schedule for every class in the

The dashboard appears. Continue the process with each assessment needed.

Extending the Benchmark Window When Necessary

Snow, hurricanes and emergencies happen. The enCASE designated District Test Coordinator user(s) may extend one or all of the test windows as a group. It is very important that the CASE Benchmark team be alerted if this action is taken to avoid incomplete reporting! 

To extend a testing window:

  1. Scroll down the dashboard to the "Assessment Summary" section.
  2. Locate the assessment that needs an extension and click on the blue Extend testing window link.

The assessment is added to a pop-up box. Grades and subjects may all be mixed into one extension period as desired.

In the pop-up box, set the new "End Date" and "End Time" as needed [1]. (Note: The "End Time" sets the time to close the testing window each day.) Click Set Testing Window End Date/Time [2] to complete the process.

Important: Notify the CASE Benchmark team of your changes. Refer to the Student Experience article for more information on the student experience.

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