Setting Up Roles in College Board's Access Management Tool

Bob Kefgen's picture

With the shift to SAT and PSAT, Principals are going to have access to a robust set of online data analysis and reporting tools including not just institutional information, but demographic data, test content and question analysis, and trend views. The online report will also be available before paper reports are sent out. But in order to gain access to this powerful data portal, you need to make sure your district or school has accessed College Board's Data Access Management Tool and assigned users to different roles within the system.

For those of us who are more familiar with ACT systems, your district's Access Manager is the equivalent of the old Site Administrator role. The Data Access Management Tool is the platform the district Access Manager (also called the DAT) will use to administer user access to data, which they will do by assigning roles to each district employee who needs access to score reports and other information. The following chart summarizing the roles is from College Board's document, Access the K12 Reporting Tool & Manage Access Tool, which also walks users step-by-step through the process of setting up roles in the Manage Access Tool. MASSP has added a third column to provide some guidance around who might fill each of these roles in local districts:

Role Description Who could fill this role?
DAT for Assessment Reporting K12 The manage access role. This is not a reporting role, rather a role that is able to provide access to an Institution's K-12 reporting tool to multiple individuals. The assessment coordinator or other person in your building assigned as the primary point of contact on assessment issues. This could also be the principal, an assistant principal, counselor, etc.
Assessment Reporting K12 Data Files Management Data files download access. These can be IT vendors hired by Institutions, Institution technology staff, or other Institution staff. Who could fill this role: Whoever has access to and will import these reports into your student data warehouse. This may be your local technology staff, assessment coordinator, or even someone at your ISD.
Assessment Reporting K12 Summary Aggregate Basic Assessment Score Reporting, limited summary data access. Who could fill this role: Anyone who needs summary-level data but should not have access to individual student information. Example: Curriculum Director
Assessment Reporting K12 Detail Detailed Basic Assessment Score Reporting, including drill down to individual student score data. Who could fill this role: Principals, teachers, counselors, anyone who works with students and needs student-level access.

Next Steps And Other Considerations

If you have not already undertaken the process of assigning roles in College Board's Manage Access Tool, we recommend that you start by reviewing College Board's document, Access the K12 Reporting Tool & Manage Access Tool, which walks users step-by-step through the process, with screenshots.

As you are assigning these roles, or even if you have already assigned people, here are some additional considerations you should make:

  • Are your role assignments consistent with your district's student privacy policy? For example, granting student-level access (Assessment Reporting K12 Detail) provides users access to ALL students' data. If your district policy limits teacher access to only those students in their classes, granting student-level access to teachers could violate your district's privacy policy. Maybe you can only grant them summary level access.
  • When you grant someone access, you must specify an expiration date for that access. While your inclination might be to simply choose the furthest date in the future possible so you do not have to revisit this again, that might not be the best choice. If you grant two years worth of access permissions to someone who leaves your district, you will have to go in and revoke that permission later or risk violating student privacy laws. If you instead set everyone's access to expire at the end of June each year, you can count on and schedule time each July to renew and refresh your access list rather than having to remember to remove people after the fact. And the latter policy provides better protection for your student's data.

Other Resources

Over the next several weeks, MASSP is going to be rolling out a series of articles highlighting various aspects of the College Board reporting portal and providing tools for Principals. College Board is also scheduling and conducting score portal trainings through ISDs across the state.

If you are feeling particularly ambitious, College Board has set up a Google folder with all of their score portal training documents. You can access that here.