PTE Academic Score Report Website User Guide

PTE Academic Score Report Website User Guide Website Customer Service For these issues… Contact • Username/password issues Your Site Administrato...
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PTE Academic Score Report Website User Guide

Website Customer Service For these issues…

Contact

• Username/password issues

Your Site Administrator

• Changes to access permissions (such as which school/ program data you can access and whether you can view test-taker photos)

If you do not know who your Site Administrator is, please e-mail [email protected].

• Activating/deactivating your user account • Changes to institution, school or program information (including address changes, addition/removal of programs) • Changes to your name, address, phone number or other contact information • Issues related to the Score Report Website User Guide • Ideas for site enhancements • Problems accessing, searching for or displaying score reports or photographs • Problems downloading score reports (PDF files or data files) • Technical issues, such as problems related to specific pages of the site • Issues related to modifying your Site Administrator profile • Issues related to scripted downloads

• Questions about the Terms and Conditions • Requests for training

• Americas [email protected] Telephone (toll free, US and Canada): 877-501-6866 (7 a.m. to 7 p.m. Central Time) • Europe/Middle East/Africa [email protected] Telephone: +44 161 855 7214 (8 a.m. to 6 p.m. UK Time; 9 a.m. to 7 .m. CET) • Asia Pacific and India [email protected] Telephone (toll number): (603) 8314 9653 (8:30 a.m. to 6 p.m. AEST) Please see the Recognizing Institution FAQs available on our website (www.pearsonpte.com). Alternatively, please contact [email protected].

• Assistance with setting entry requirements

Copyright © 2009 NCS Pearson, Inc., a Pearson Education business. All rights reserved. Pearson, VUE and the Pearson VUE logo are trademarks in the U.S. and/or other countries of Pearson Education, Inc., or its affiliate(s). Adobe® and Reader® are registered trademarks of Adobe Systems, Inc. Microsoft, Windows, Windows Vista and Internet Explorer are registered trademarks of Microsoft Corporation in the U.S. and/or other countries.

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PTE Academic Score Report Website User Guide (1.0)

Table of Contents Website Customer Service.................................................................................................................................ii Chapter 1: Introduction .......................................................................................................... 1-1

Overview ............................................................................................................................................ 1-2 What You Need to Use the Website.............................................................................................. 1-3 Logging In .......................................................................................................................................... 1-4 Navigating the Website .................................................................................................................... 1-7 Chapter 2: Test-Taker Reports .............................................................................................. 2-1

Report Options.................................................................................................................................. 2-2 Running Reports ............................................................................................................................... 2-3 Viewing all score reports for a selected time period............................................................. 2-5 Viewing a list of test takers who submitted scores during a selected time period ........... 2-7 Searching for test takers ............................................................................................................ 2-9 Downloading score data.......................................................................................................... 2-11 Viewing Reports Using Adobe® Reader® .................................................................................... 2-14 Chapter 3: Site Administration .............................................................................................. 3-1

Changing Your Profile and Password (Score Report User) ....................................................... 3-2 Changing Your Profile and Password (Site Administrator) ....................................................... 3-4 Managing Accounts for Other Users (Site Administrator)......................................................... 3-6 Viewing a list of user accounts................................................................................................. 3-7 Creating a user account ............................................................................................................. 3-8 Modifying a user account or resetting the password .......................................................... 3-10 Viewing and Editing Institution/School/Program Information............................................. 3-12 Appendix A:Data File Information ......................................................................................... A-1

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PTE Academic Score Report Website User Guide (1.0)

1 Introduction Welcome! This user guide provides information about using the Pearson Test of English (PTE) Academic Score Report website. The guide is intended for users who access score reports for PTE Academic test takers through the site and for users who administer the site for an institution. This chapter provides introductory information about the website and contains these sections: ™ Overview (page 1-2) ™ What You Need to Use the Website (page 1-3) ™ Logging In (page 1-4) ™ Navigating the Website (page 1-7)

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Overview The PTE Academic Score Report website provides each institution that receives PTE Academic scores with quick, convenient access to test-taker score reports. The site has been designed to be extremely easy for all types of users—no technical expertise is needed! Using the website, your institution can do the following: ™ Access score reports sent to programs by test takers. Scores can be accessed online very soon after test takers make them available to a program, which means no waiting to receive paper score reports by mail. Score reports include all relevant test taker data, including the photo of the test takers taken at the test center before he or she was seated for the test (if you have been assigned permission to view photos). ™ View all reports made available to a program during a certain time period, view only the reports for specific test takers, or search for just the score reports in which you are interested. ™ Print the reports you have selected or save reports on your computer as PDF files. Your program can control how score reports are managed and whether paper copies are needed. ™ Listen to the sample audio file, which the test taker recorded at the start of the test. ™ Download score report data and import the data into your institution’s database. ™ View and edit the contact information that PLT has on file for your institution, departments/ schools and areas of study/programs. ™ Use the simple tools available on the site to manage accounts for users at your school and provide each user with permission to access the test-taker information he or she requires. At each institution, there are three main user roles on the PTE Academic Score Report website: ™ Score Report Users—These users log in to the website to view, print and download PTE Academic score reports. ™ Department/School Site Administrators—These administrators are responsible for setting up accounts for new users within a specific school at an institution and specifying which features and score reports they can access. They also edit account information for existing users, reset user passwords and activate/deactivate user accounts. These users can also access PTE Academic score reports, if needed. ™ Institution Site Administrators—These administrators are responsible for setting up accounts for new users within all schools throughout an institution and specifying which features and score reports they can access. They also edit account information for existing users, reset user passwords and activate/deactivate user accounts. These users can also access PTE Academic score reports, if needed.

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PTE Academic Score Report Website User Guide (1.0)

What You Need to Use the Website To use the website, you need the following items: ™ High-speed Internet connection—Your institution needs a high-speed Internet connection (not a dial-up connection). ™ Outbound web access—Your institution must allow outbound web access to include these IP addresses: 159.182.111.0/24 and 159.182.211.0/24. To test the access, enter the web address below in your browser and ensure that you see the Login screen shown on the next page. If you cannot access the web address, there may be firewalls or security software in place that are restricting access. The technical support staff at your institution will need to address these issues. ™ Computer running the Microsoft® Windows Vista, XP or Windows 2000 operating system. ™ Web browser—To run the site, you need the Microsoft Internet Explorer web browser (version 6.0 or higher). While you may be able to access the site using other browsers, we cannot guarantee that it will function as expected. ™ Adobe® Reader®—Reports on the website are displayed with the Adobe® Reader® application. In addition, displaying this user guide by clicking the Help link on the website requires Adobe® Reader®. To download the most recent version, visit www.adobe.com. ™ Username and password—Pearson initially provides a Site Administrator at an institution with a username and password. The administrator can then create website accounts for other users and provide them with a username and password. ™ Website address—http://www.pearsonvue.com/ptescores

Need help? The Customer Service link that appears on each page of the website provides information about how to get help with a variety of issues. This information is also included on page ii of this guide. For example, if you are a Score Report User and need your permissions changed in your website profile, you should contact your Site Administrator for assistance.

Introduction

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Logging In To log in to the PTE Academic Score Report website, type the following in the Internet Explorer Address field. Then click Go. http://www.pearsonvue.com/ptescores The Login screen allows you to log in as described below. To log in, enter your username and password in these fields and click Enter. If you are a Score Report User and you forget your password, your Site Administrator can reset it for you. If you are a Site Administrator, contact Customer Service to have your password reset.

Click the Customer Service link for information about whom to contact regarding various website issues.

The links at the bottom of the page provide the information indicated by the link name.

Note You will be prevented from logging in in the following cases: ™ You enter an incorrect username/password combination more than three times. You will need to have your password reset as noted above. (Note that the incorrect attempts are three consecutive attempts which may occur all at one time or over a period of days.)

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PTE Academic Score Report Website User Guide (1.0)

™ Your Site Administrator has inactivated your user account. Please contact your administrator for assistance. ™ Your institution has been inactivated on the website. Please contact your administrator for assistance. If you are logging in to the website for the first time, your password has been reset or your current password has been in effect for more than 90 days, you are asked to create a new password. Follow the instructions below to set up a new password. As indicated on the screen, your password must contain at least eight characters and must contain at least two characters that are either not letters or differ in case from the other characters. In addition, the password cannot contain your website username. In the Current Password field, type the password you initially used to log in. Type a new password in the New Password field, and then type it again in the Confirm New Password field. Click Save Password to continue.

When you log in to the website for the first time, you must agree to the PTE Academic Terms and Conditions before using the site. The Terms and Conditions agreement is displayed on the screen as shown in the following illustration.

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™ Carefully read the terms, and then click the I Agree or I Disagree button. ™ If you click I Disagree, you are not logged in to the website. ™ If you click I Agree, your website home page is displayed as described in the next section of this guide. ™ The Terms and Conditions link is displayed at the bottom of each page of the website. Click the link to review the terms at any time.

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PTE Academic Score Report Website User Guide (1.0)

Navigating the Website After you log in to the website, your home page is displayed. The home page for a Score Report User is illustrated below, and the home page for a Site Administrator is shown on the next page. The features highlighted in these illustrations are available on all pages of the site. Your institution name and role (Score Report User) are displayed in the upper right corner of every page. The navigation bar contains links that represent the main areas of the website to which your user role has access. Click a link to move to the corresponding area. These links are described on the home page and in Chapters 2 and 3 of this guide.

The Customer Service link provides information about whom to contact regarding various website issues. The Help link displays this user guide. The Home link returns you to this home page. The Log Out button ends your website session and logs you out of the site.

The links at the bottom of the screen provide the information indicated by the link name.

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The home page for a Site Administrator is shown below.

The navigation bar contains links that represent the main areas of the website to which your user role has access. Click a link to move to the corresponding area. These links are described on the home page and in Chapters 2 and 3 of this guide.

Your institution name and role (School Site Administrator or Institution Site Administrator) are displayed in the upper right corner of every page. The Customer Service link provides information about whom to contact regarding various website issues. The Help link displays this user guide. The Home link returns you to this home page. The Log Out button ends your website session and logs you out of the site.

The links at the bottom of the screen provide the information indicated by the link name.

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PTE Academic Score Report Website User Guide (1.0)

2 Test-Taker Reports This chapter provides information about accessing test-taker data through the PTE Academic Score Report website. This chapter covers features that are available when you click Score Reports on the navigation bar. The chapter contains these sections: ™ Report Options (page 2-2) ™ Running Reports (page 2-3) z

Viewing all score reports for a selected time period (page 2-5)

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Viewing a list of test takers who submitted scores during a selected time period (page 2-7)

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Searching for test takers (page 2-9)

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Downloading score data (page 2-11)

™ Viewing Reports Using Adobe® Reader® (page 2-14)

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Report Options The PTE Academic Score Report website provides several methods of accessing test-taker score information. A test taker must specifically choose to make his or her scores available to your program. When you select a program on the website, you will only see score reports for test takers who have made their scores available to that program. You can only select a program if your Site Administrator has granted you access to that program. If you have not been granted access to a program, you will not be able to select that program and access test-taker reports sent to that program. You can access three main types of test-taker data using the website: ™ Test-taker score reports—You can view score reports in PDF format on your computer screen. You can also print the reports and save the PDF files on your computer. Refer to “Running Reports” on page 2-3. For information about the reports that are displayed, see “Viewing Reports Using Adobe® Reader®” on page 2-14. ™ Test-taker audio files—You can listen to an audio file that the test taker recorded during his or her test. Refer to “Running Reports” on page 2-3. ™ Test-taker score data—You can save raw score report data on your computer in a predefined file format (either CSV or TXT) that you can import into a database at your institution. Refer to “Downloading score data” on page 2-11.

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PTE Academic Score Report Website User Guide (1.0)

Running Reports 1.

Click Score Reports on the navigation bar.

2.

Select one or more programs for which you want to view score reports. Click Next.

All schools and programs to which you have been given access are listed on the screen, as shown in the illustration below. Click the box next to the name of the program(s) you want to choose, or click Select All to select all of the listed programs. If the program for which you want to view score reports is not listed, you need to ask your Site Administrator to assign the program to your user account.

3.

Select an option on the main Score Reports screen (next page) for the reports you want to view.

™ The heading on this screen indicates how many programs you selected on the previous screen. If you selected only one program, that program’s name is displayed in the heading. To see which programs you chose, click the Score Reports link again; the programs you previously chose are still selected. ™ The rows in the table on this screen show the dates on which test takers’ scores were made available (published) to your program. Each day in the current week (through the

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previous day) is listed first, so that you can choose to access only the most recent data. There are also rows labeled “Previous 6 weeks” and “Previous month.” These allow you to access score reports that were made available during these time periods. ™ A record count value appears in parentheses following the date for each time period displayed on the screen. This value indicates the total number of score reports published to the selected program(s) during the indicated time period. If there were no score reports published within a time period, the record count is zero (0). ™ The columns in the table represent four methods of accessing data, as shown in the illustration below. The Search All button provides another method, which is especially useful if you need to find a specific test taker and know the approximate date on which he or she tested or published scores to your program. To view the names of test takers who submitted scores to the program during an available time period, click the icon in this column corresponding to the time period you want. This page also allows you to listen to test-taker audio files. Refer to “Viewing a list of test takers who submitted scores during a selected time period” on page 2-7.

To search for score reports for time periods not listed in the table on this screen, or to search for a specific test taker, click Search All. Refer to “Searching for test takers” on page 2-9.

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To view all score reports submitted to the program during an available time period, click the icon in this column corresponding to the time period you want. Refer to “Viewing all score reports for a selected time period” on page 2-5.

To download score data for all test takers who submitted score reports to your program during an available time period, click the CSV or TXT icon corresponding to that time period. Refer to “Downloading score data” on page 2-11.

PTE Academic Score Report Website User Guide (1.0)

Viewing all score reports for a selected time period This option allows you to generate all score reports that test takers submitted to the selected program(s) during the selected time period. ™ You can choose a day within the current week, one of the previous six weeks or the previous month. (To locate score reports submitted during previous time periods, you need to use the Search All feature. See “Searching for test takers” on page 2-9.) ™ You do not have the opportunity to choose the names of the test takers whose score reports you want to view; all score reports made available to the program(s) during the selected time period are displayed. ™ After you click the View Score Reports icon for a time period, you see the screen shown on the next page. If you click Next, the score reports are generated as described in “Viewing Reports Using Adobe® Reader®” on page 2-14. ™ Note that if you have selected multiple programs, you will generate score reports for all of the programs you chose. If a test taker submitted scores to more than one of the selected programs during the time period you chose, the PDF file will contain a separate report for each of those programs. PDF files are sorted by school and program name and then by testtaker last name.

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The page indicates how many score reports are included in the time period you selected. The higher the number, the longer it takes the score reports to appear on your screen.

Click Next to generate the score reports, or click Cancel to return to the previous screen.

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PTE Academic Score Report Website User Guide (1.0)

Viewing a list of test takers who submitted scores during a selected time period This option allows you to view the names of all test takers who submitted scores to the selected program(s) during the selected time period. You can then choose one or more test takers and generate their PDF reports or listen to an audio file for a selected test taker. ™ You can choose a day within the current week, one of the previous six weeks or the previous month. (To locate test takers who submitted scores during prior time periods, you need to use the Search All feature. See “Searching for test takers” on page 2-9.) ™ After you click the View List/Play Audio icon for a time period, you see a list of test-taker names as shown on the next page. The table lists each test taker’s name, testing date and other information. ™ The Play Audio icon is available if your Site Administrator has granted you permission to listen to test-taker audio files. (Please contact your Site Administrator if you want this permission added to or removed from your website account.) This icon allows you to play an unscored audio item that the test taker recorded during the test. The files are in AU format. When you click a Play Audio icon, a File Download dialog box is displayed. Click Open to play the file or Save to save the file. If you click Open, the file begins playing in the application currently associated with AU files on your computer, such as Windows Media Player or Apple Quick Time Player. (If AU files are not associated with any application on your computer, you will be asked which application should be used to open the file.) If you click Save, you are asked to select a filename and location. ™ To select test takers whose score reports you want to view, click the box next to each test taker’s name (or click the box in the upper left corner of the table to select all names in the list). Then click View Scores below the table to display the screen shown on page 2-6. If you click Next to continue, the score reports are generated as described in “Viewing Reports Using Adobe® Reader®” on page 2-14.

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This text indicates which time period you selected on the previous screen.

Click a box to select the name of a test taker whose report you want to view. A checkmark appears in the box. (Click again to deselect the name.) To select all test-taker names, click the box in the upper left corner of the table.

Click View Scores or click Cancel to return to the previous screen.

Click the Play Audio icon to listen to a clip of a recording made by the test taker during the test.

Initially, test-taker names are listed in alphabetical order according to last name. To sort the list based on a different column, click one of the column headings.

To display only the last names that begin with a certain letter of the alphabet, click one of these letters. (If there are test-taker names that start with a letter, that letter is displayed in bold.) Redisplay all test-taker names by clicking Show All.

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PTE Academic Score Report Website User Guide (1.0)

Searching for test takers The search option allows you to enter criteria and locate specific test takers who have submitted scores to your program. You can then choose one or more test takers and generate their score reports or download their data. ™ After you click Search All, you see the screen shown on the next page. You can enter criteria in the fields to locate all test takers that match the criteria. ™ Use the Date Range fields to specify the time period you want to search. A test taker’s records are available for two years after his or her testing date. z z

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Past two years—Select this option to search the past two years of test taker records. Test dates—Select this option to locate test takers who took the PTE Academic during a specified time period. You can then enter dates in the Beginning and End fields by clicking a calendar icon and choosing a date or by typing a date in MM/DD/YYYY format. Score Publication dates—Select this option to locate test takers who sent score reports to the selected program(s) during a specified time period. You can then enter dates in the Beginning and End fields by clicking a calendar icon and choosing a date or by typing a date in MM/DD/YYYY format.

The Test and Score Publication dates may or may not be similar for a given test taker. For example, a test taker may take the PTE Academic on January 4, 2010 (test date). Her test is scored, and the scores are made available to your program on January 8, 2010 (score publication date). In this case, the two dates are similar. However, another test taker may take the test on January 4, 2010 (test date). He decides to have the scores sent to your program on September 25, 2010 (score publication date). In this case, the two dates are quite different. ™ If you are searching for a specific test taker, you can enter his or her first name and or last name; you must enter at least the first character of either name. You can also enter the test taker’s date of birth by clicking the calendar icon and choosing a date or by typing a date in MM/DD/YYYY format. ™ If you are working with multiple programs, the search will be performed across all of the programs you selected. ™ Note that if you plan to download CSV or TXT data, you can only enter search criteria in the Score Publication date fields. ™ After entering your criteria, select an option in the “I would like to” field and click Go. If you choose View List, the results are displayed on the Test Taker List screen as shown on page 2-8. If you choose View Scores, the View Score Reports page is displayed as described in “Viewing all score reports for a selected time period” on page 2-5. If you choose Download CSV or Download TXT, you can download the score data as described in “Downloading score data” on page 2-11.

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Use these fields to select the time period you want to search. If you select either the Test or Score Publication option, enter dates in the Beginning and End fields or click a calendar icon to select a date. You can search the past two years.

Click an option in this field and click Go to generate data for test takers who meet the criteria you entered, or click Cancel to return to the previous screen.

In addition to entering a date, you can also enter a test taker’s name. You must type at least one letter in the First Name and/or Last Name field. For example, you could enter a test date range of 02/01/2010 through 04/01/2010 and type “Chen” in the Last Name field. This would locate all test takers who took the PTE Academic between February 1 and April 1, 2010, who submitted scores to the selected program(s), AND whose last name is Chen.

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In addition to entering a date, you can also enter a test taker’s date of birth in MM/DD/YYYY format. For example, you could enter a test-date range of 02/01/2010 through 04/01/2010 and type 10/25/1980 in the Date of Birth field. This would locate all test takers who took the PTE Academic between February 1 and April 1, 2010, submitted scores to the selected program(s), AND were born on 25 October, 1980.

PTE Academic Score Report Website User Guide (1.0)

Downloading score data The data download options allow you to download score data for all score reports that test takers submitted to the selected program(s) during the selected time period. ™ You can choose a day within the current week, one of the previous six weeks or the previous month. (To download data for test takers who submitted scores during prior time periods, you need to use the Search All feature. See “Searching for test takers” on page 2-9.) ™ You do not have the opportunity to choose which test takers’ data you want to download; all score data made available to the program during the selected time period is downloaded. ™ Data can be downloaded in either comma-separated value (CSV) or text (TXT) format, and the data is downloaded using a specific file layout. Refer to Appendix A for information about the file layouts and data fields. ™ By default, CSV files are named “report.CSV.” By default, TXT files are assigned a name that indicates which data the file contains. For example, if you downloaded score data published to your program for the three-month period from January 1, 2010 through March 31, 2010, the file would be named “Scores-2010-01-01-2010-03-31-rev-0.scoredata.” The “rev-0” part of the filename is not updated automatically; however, if you download data for the same time period multiple times, you can change the revision number in the filename manually when you save the file. ™ If you choose to download score data, the sequence of dialog boxes shown on the next page is displayed. Follow the steps to download the file to your computer.

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1. Click Save in the File Download dialog box.

2. In the Save As dialog box, locate the folder in which you want to save the file. In the Save as type field, choose All Files. (A filename is automatically entered in the File name field, although you can change the name if needed.) Click Save.

3. The Download Complete dialog box appears after the file has been downloaded to your computer. Click Close. The data file is now available in the folder you selected in step 2.

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PTE Academic Score Report Website User Guide (1.0)

Viewing Reports Using Adobe® Reader® After you select which score reports you want to generate as described in “Running Reports” on page 2-3, you see the File Download dialog box shown below. You can either open the reports or save them for later viewing.

™ Open the reports immediately—To open the selected reports immediately, click Open in the File Download dialog box. The reports are displayed in the Adobe Reader application as described on the following pages. ™ Save the reports on your computer to view later—To save the reports in a file that you can open later, click Save in the File Download dialog box. In the Save As dialog box, locate the folder in which you want to save the file. In the File name field, type the name you want to give the file. For example, you might name the file “Feb 8 Score Reports.pdf.” Click Save to save the PDF file in the location you chose. Double-click the filename at any time to open the file in the Adobe Reader application as described on the following pages. Please note that PDF files you save on your computer are not automatically updated if a test taker’s information changes. When you click Open or double-click a report filename as described above, the reports are displayed in PDF format in the Adobe Reader application. You must have Adobe Reader installed on your computer or an error message appears and the reports are not displayed. The PDF document contains all reports from the time period you selected or for the specific test takers you selected. If you choose to view test-taker score reports, the report displays the test taker’s score and information about the test taker, as shown in the following example. ™ Each score report consists of one page. ™ If you have permission to view photographs, the score reports contain the test taker’s photo. All test takers are photographed at the test center before being seated for the PTE Academic. ™ The score report provides the test taker’s contact information, along with information about the candidate’s education. Because test takers are not required to provide all of this information, some fields may be blank.

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The illustration below highlights some features in the Adobe Reader application that you may want to use. Note that the appearance of the screen may differ depending on which version of Adobe Reader you are using. Use the Help menu to obtain additional information. Print button

Help menu

Note If you encounter any problems when viewing or printing the reports, first be sure you have the latest version of Adobe Reader installed on your computer. To download the latest version, visit www.adobe.com.

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PTE Academic Score Report Website User Guide (1.0)

3 Site Administration This chapter provides information about working with user accounts (either your own or those of other users) and viewing institution/school/program information on the website. The chapter contains these sections: ™ Changing Your Profile and Password (Score Report User) (page 3-2) ™ Changing Your Profile and Password (Site Administrator) (page 3-4) ™ Managing Accounts for Other Users (Site Administrator) (page 3-6) z

Viewing a list of user accounts (page 3-7)

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Creating a user account (page 3-8)

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Modifying a user account or resetting the password (page 3-10)

™ Viewing and Editing Institution/School/Program Information (page 3-12)

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Changing Your Profile and Password (Score Report User) If you are a Score Report User, you can click My Profile on the navigation bar to see your website account information as shown on the next page. This information is initially entered by your administrator. You can change your contact information and password. To change your assigned schools/programs or your permissions, please contact your Site Administrator.

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PTE Academic Score Report Website User Guide (1.0)

This area indicates which permissions you have been assigned, such as whether you are permitted to view test-taker photographs. It also lists the schools and programs within your institution to which your administrator has given you access. You are permitted to access test-taker reports for the programs listed here.

Click Change Password if you want to change your password. On the next screen, enter your current password and the new one you want to use, and click Save Password. (Your password must contain at least eight characters.)

This area lists your name, e-mail address, mailing address, telephone number, and other contact information. Click Edit if you need to change this information.

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Changing Your Profile and Password (Site Administrator) If you are a Site Administrator, you can click My Profile on the navigation bar to see your website account information. You can make changes to your information, as indicated in the illustration on the next page.

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This area indicates which permissions you have been assigned, such as whether you are permitted to view test-taker photographs. It also lists the schools and programs within your institution that you have selected for score report access. Click Edit below this area if you need to change this information. As a Site Administrator, you can grant other users access to all programs in the school(s) to which you have been granted access. If you will be accessing score reports, however, you can choose here which programs’ scores you want to access (if any).

Click Change Password if you want to change your password. On the next screen, enter your current password and the new one you want to use, and click Save Password. (Your password must contain at least eight characters.)

This area lists your name, e-mail address, mailing address, telephone number, and other contact information. Click Edit below this area if you need to change this information.

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Managing Accounts for Other Users (Site Administrator) One of a Site Administrator’s main responsibilities is to create website accounts for other users. There are four main steps involved in setting up a new user account: ™ Entering user information and selecting the user’s role—When creating an account, you are required to enter the user’s name, e-mail address, address, and telephone number. You also need to select the user’s role, which in most cases will be Score Report User.

Important When you create a user account, be sure to use his or her actual email address as the username. This email address may be used to communicate with users and to track website usage if a security issue arises. Also, please be sure that all users have their own website accounts and do not share accounts. ™ Setting permissions—You can determine if the user has access to test-taker photographs, can listen to test-taker audio files and can download score data using a separate scripting feature. Whether or not the first two permissions should be granted may depend on the policies of your institution, state/province or country. ™ Granting the user access to schools and programs—School Site Administrators can grant users access to any school to which they have been granted access. Institution Site Administrators can grant users access to all schools within the institution. When you assign access permissions for user accounts, only the schools to which you have been granted access are listed. The schools and programs you select determine which score reports the user will be permitted to access. You can choose to grant a user access to only certain programs within a school. For example, an institution may contain two schools, each with five programs. If a user only needs to access score reports for one program in one school and two programs in the other, then you should only grant access to those specific programs. ™ Providing the user with his or her password—After you enter a user’s information, grant access to schools and programs and save the account, an initial password for the user is automatically generated. The password is displayed on the screen, and you need to provide it to the user. For security reasons, please be sure not to email a username and password to a user in the same message. As described in Chapter 1, when a user first logs in to the website, he or she is asked to select a new password. If a user forgets the selected password, you can reset it and provide him or her with another new one as described in “Modifying a user account or resetting the password” on page 3-10. Users can also change their passwords on the website at any time as described in “Changing Your Profile and Password (Score Report User)” on page 3-2 and “Changing Your Profile and Password (Site Administrator)” on page 3-4.

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PTE Academic Score Report Website User Guide (1.0)

Viewing a list of user accounts To see a list of all of the user accounts created for your institution, click Users on the navigation bar. Each user’s information is displayed on the screen as shown below. User accounts created for all schools and programs within your institution are listed in this table. For each account, the user’s name, role and contact information is provided, along with the names of the schools and programs to which the user has been granted access. You can choose to display active or inactive accounts. Click the View/Edit icon to display a user’s account information. Refer to “Modifying a user account or resetting the password” on page 3-10 for details.

Click Add New User to create a new website user account. Refer to “Creating a user account” on page 3-8 for more information.

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Creating a user account To create a user account, click Users on the navigation bar and then click Add User. (Refer to the previous page.) Follow the instructions in the illustration below to enter the account information. To create an account, choose “Active” in the Status field and select an option in the Role field. Enter the user’s e-mail address in the Username/Email field. This is the username the user will enter when logging in to the website. In the remaining fields, enter the user’s contact information. All fields labeled with an asterisk (*) are required.

Click Save Changes to create the account and display the screen shown on the next page.

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PTE Academic Score Report Website User Guide (1.0)

When you click Save Changes on the screen shown on the previous page, you see the screen shown below. Follow the instructions in the illustration below to finish setting up the account. When you click Save Changes on the screen shown below, a message indicates that the user’s profile has been successfully changed, and the user’s initial password is displayed. Refer to the next section if you need to change the user’s information. The permissions you can assign to the user are listed here. Check the box for each permission you want to assign.

Click Save Changes to save the account information and display the user’s password.

The schools to which you have been granted access and which you can assign to the user are listed here. Check the boxes for the schools to which the user needs access. When you select a school, the programs within the schools are listed below the school name. Check the boxes for the programs to which the user needs access. Note that selecting a school does not grant the user access to any programs. You must check the boxes for each program you want to assign to the user.

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Modifying a user account or resetting the password To change a user account, click Users on the navigation bar and then click the View/Edit icon for the account you want to edit. (Refer to “Viewing a list of user accounts” on page 3-7.) ™ Note that you may not be able to edit information for every user account listed on the Manage Users page. If the Reset Password and Edit buttons are not displayed on the screen, the account belongs to a school to which you don’t have access, and you cannot make changes to the account. ™ If you reset a user’s password, he or she will be required to select a new password when logging in. Refer to Chapter 1 for more information. ™ When editing a user’s account, you can change the contact information, the permissions and the schools and programs to which the user has been granted access. You can also change the account’s status to inactive. When an account is inactive, the user cannot log in to the website. Be sure to inactivate an account when a user leaves your institution or no longer requires access to the website. If a user leaves temporarily, such as to take maternity leave, you can set the status to active again when the user returns.

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PTE Academic Score Report Website User Guide (1.0)

Follow the instructions in the illustration below to change a user’s account information. This area indicates which permissions the user is assigned and lists the programs for which the user can access score data. Click Edit below this area to change the information. The fields become editable just as when you created the account (refer to “Creating a user account” on page 3-8); make the necessary changes and click Save Changes.

Click Reset to change the user’s password (if, for example, the user forgot his or her password). A new password is displayed at the top of the screen, and you need to provide it to the user.

This area lists the mailing address and other contact information. Click Edit below this area to change this information. The fields become editable just as when you created the account (refer to “Creating a user account” on page 3-8); make the necessary changes and click Save Changes.

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Viewing and Editing Institution/School/Program Information The website allows all users to view and edit contact information and other data for your institution and the schools and programs within the institution based on your user role: ™ Score Report Users can view the institution/school/program data but cannot make changes to it or create new schools or programs. ™ School Site Administrators can view the institution/school/program data, edit data for existing programs and create new programs. He or she cannot edit data for schools or create new schools. ™ Institution Site Administrators can view the institution/school/program data, edit data for existing programs and schools, create new programs and schools and edit data for the institution. To view institution information, click Institutions on the navigation bar to display the screen shown on the next page. Note that you can view information for all schools and programs within your institution, even if you have not been granted permission to access score reports for those schools or programs. Most of the fields on these screens are self-explanatory, but details about some of the fields are listed below. ™ Program Code—A unique code is assigned to each program when it is created. The format used is XXX-YY-ZZ. XXX is the code assigned to the institution, YY is the code assigned to a school within that institution, and ZZ is the code assigned to a program within that school. When you create a school or program, a code is automatically generated; although you can change it, it is usually best to accept the automatically generated code to ensure the code is unique and adheres to the other requirements for codes. ™ Status—Every program is assigned a status of Active or Inactive. For example, a program’s status might be changed to Inactive if the institution cancels the program. When the status is set to Inactive, the program’s information still remains in the database for reporting and other purposes, and authorized users can still access the program’s score reports on the website. However, once a program is Inactive, test takers can no longer send score reports to that program. ™ Nicknames (institutions and schools)—The field allows you to enter abbreviations, acronyms or alternate names by which an institution or school is commonly known. If a test taker enters the abbreviation or alternate name when searching for a program, he or she will be able to locate your institution or school. For example, Massachusetts Institute of Technology is commonly known as MIT.

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PTE Academic Score Report Website User Guide (1.0)

This area lists information specific to the institution, such as its official name and main address.

This area lists all schools within the institution. Click the View/Edit icon to see information about one of the schools in the list. Institution Site Administrators can click Add Department/ School to create a new school within the institution; enter information in all of the required fields and click Save Changes.

Institution Site Administrators can click Edit to make changes to the institution address or nicknames.

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If you click one of the View/Edit icons shown in the screen on the previous page, you see the screen shown below. This screen shows information for the selected school. This area lists information specific to the school, such as its official name and main address.

This area lists all programs within the school. Click the View/Edit icon to see information about one of the programs in the list. Institution and School Site Administrators can click Add Area of Study/ Program to create a new school within the institution; enter information in all of the required fields and click Save Changes. (Use the Copy From fields to quickly copy address and contact information from an existing school or program.) Institution Site Administrators can click Edit to make changes to the school address or nicknames.

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PTE Academic Score Report Website User Guide (1.0)

If you click one of the View icons shown in the screen on the previous page, you see the screen shown below. This screen shows information for the selected program. This area lists information specific to the program, such as its official name, mailing address and program contact. Institution and School Site Administrators can click Edit to make changes to the information.

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You can also quickly view program information by clicking Programs on the navigation bar. The Programs screen lists all programs within the institution, as shown below. Click the View/Edit icon for a program to display program information. (Refer to the previous page for details.) This screen lists all programs within the institution. Click the View/Edit icon to view or edit information about one of the programs in the list as shown on the previous page. Institution and School Site Administrators can click Add Area of Study/Program to create a new school within the institution; enter information in all of the required fields and click Save Changes. (Use the Copy From fields to quickly copy address and contact information from an existing school or program.)

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PTE Academic Score Report Website User Guide (1.0)

A Data File Information This chapter provides information about data files that are downloaded through the website. (The downloading process is described in “Downloading score data” on page 2-11.) The chapter contains the following information: ™ CSV Data File Layout for PTE Academic Scores—Lists the fields that are available in the downloaded CSV data files and information about the field widths and positions in a record. ™ TXT Data File Layout for PTE Academic Scores—Lists the fields that are available in the downloaded TXT data files and information about the field widths and positions in a record.

A-1

Data File Layout for PTE Academic Scores – CSV Format FIELD NAME

DETAILS

LAST NAME FIRST NAME MIDDLE NAME

BLANK = NOT AVAILABLE

GENDER

M = MALE, F = FEMALE

DATE OF BIRTH

DDMMMYYYY (EXAMPLE: 02NOV2009)

TELEPHONE NUMBER STREET ADDRESS – LINE 1 STREET ADDRESS – LINE 2 STREET ADDRESS – LINE 3 CITY STATE/PROVINCE/COUNTY

2-7 LETTER ABBREVIATION; BLANK = NOT APPLICABLE

POSTAL CODE COUNTRY OF RESIDENCE

3-LETTER ABBREVIATION

COUNTRY OF CITIZENSHIP

3-LETTER ABBREVIATION

EMAIL ADDRESS REGISTRATION ID

PLT PLUS 9 DIGITS

TEST DATE

DDMMMYYYY (EXAMPLE: 02NOV2009)

SCORES VALID UNTIL

DDMMMYYYY (EXAMPLE: 02NOV2009)

FIRST-TIME TEST TAKER

Y = YES, N = NO

OVERALL PERCENTILE

RANGE = 00-99; BLANK = NO PERCENTILE AVAILABLE

LISTENING PERCENTILE

RANGE = 00-99; BLANK = NO PERCENTILE AVAILABLE

READING PERCENTILE

RANGE = 00-99; BLANK = NO PERCENTILE AVAILABLE

SPEAKING PERCENTILE

RANGE = 00-99; BLANK = NO PERCENTILE AVAILABLE

WRITING PERCENTILE

RANGE = 00-99; BLANK = NO PERCENTILE AVAILABLE

OVERALL SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

LISTENING SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

READING SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

SPEAKING SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

WRITING SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

GRAMMAR SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

ORAL FLUENCY SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

PRONUNCIATION SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

SPELLING SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

VOCABULARY SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

WRITTEN DISCOURSE SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

IRREGULARITY CODE

BLANK = NOT APPLICABLE

PROGRAM RECEIVING SCORES

XXXYYZZ: XXX = INSTITUTION/ORG CODE, YY = DEPT/SCHOOL CODE, ZZ = AREA OF STUDY/PROGRAM CODE

DATE SCORES AVAILABLE TO PROGRAM

DDMMMYYYY (EXAMPLE: 02NOV2009)

Data File Layout for PTE Academic Scores – TXT Format All fields contain character data.

START

END

SIZE

FIELD NAME

1

50

50

LAST NAME

51

80

30

FIRST NAME

DETAILS

81

102

22

MIDDLE NAME

BLANK = NOT AVAILABLE

103

103

1

GENDER

M = MALE, F = FEMALE

104

112

9

DATE OF BIRTH

DDMMMYYYY (EXAMPLE: 02NOV2009)

113

132

20

TELEPHONE NUMBER

133

172

40

STREET ADDRESS – LINE 1

173

212

40

STREET ADDRESS – LINE 2

213

252

40

STREET ADDRESS – LINE 3

253

284

32

285

292

8

293

308

16

309

311

3

COUNTRY OF RESIDENCE

3-LETTER ABBREVIATION

312

314

3

COUNTRY OF CITIZENSHIP

3-LETTER ABBREVIATION

315

364

50

EMAIL ADDRESS

365

376

12

REGISTRATION ID

PLT PLUS 9 DIGITS

377

385

9

TEST DATE

DDMMMYYYY (EXAMPLE: 02NOV2009)

386

394

9

SCORES VALID UNTIL

DDMMMYYYY (EXAMPLE: 02NOV2009)

395

395

1

FIRST-TIME TEST TAKER

Y = YES, N = NO

CITY STATE/PROVINCE/COUNTY

2-8 LETTER ABBREVIATION; BLANK = NOT APPLICABLE

POSTAL CODE

396

397

2

OVERALL PERCENTILE

RANGE = 00-99; BLANK = NO PERCENTILE AVAILABLE

398

399

2

LISTENING PERCENTILE

RANGE = 00-99; BLANK = NO PERCENTILE AVAILABLE

400

401

2

READING PERCENTILE

RANGE = 00-99; BLANK = NO PERCENTILE AVAILABLE

402

403

2

SPEAKING PERCENTILE

RANGE = 00-99; BLANK = NO PERCENTILE AVAILABLE

404

405

2

WRITING PERCENTILE

RANGE = 00-99; BLANK = NO PERCENTILE AVAILABLE

406

407

2

OVERALL SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

408

409

2

LISTENING SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

410

411

2

READING SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

412

413

2

SPEAKING SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

414

415

2

WRITING SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

416

417

2

GRAMMAR SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

418

419

2

ORAL FLUENCY SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

420

421

2

PRONUNCIATION SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

422

423

2

SPELLING SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

424

425

2

VOCABULARY SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

426

427

2

WRITTEN DISCOURSE SCORE

RANGE = 10-90; BLANK = NO REPORTABLE SCORE

428

429

2

IRREGULARITY CODE

BLANK = NOT APPLICABLE

430

436

7

PROGRAM RECEIVING SCORES

XXXYYZZ: XXX = INSTITUTION/ORG CODE, YY = DEPT/SCHOOL CODE, ZZ = AREA OF STUDY/PROGRAM CODE

437

445

9

DATE SCORES AVAILABLE TO PROGRAM

DDMMMYYYY (EXAMPLE: 02NOV2009)