by TPAC Assessment Administrator

Guidance for Send to edTPA (Pearson): LiveText Latest Help and Tips

Send to edTPA (2014-2016)

Steps to Send to edTPA

To TRANSFER with 'Send to edTPA' 

  • Make your file(s) edTPA-ready. See our File Guidance below to avoid KNOWN technical errors/ pitfalls.
  • Sign-in at LiveText.com
  • Under the Dashboard tab, locate your assignment.
  • Press 'Begin Assignment' (or 'Continue Assignment') button.

Onscreen instructions tell you what to do at LiveText and then at edTPA.com. Read carefully.

Use an assignment that your institution has "edTPA-enabled"
Click here to see image of Assignment's Step 1 2 3 page with annotated help.

  • Assignment Details: External Assessment Method area should show TPA, 2014-2016, and your content area.
       [_] Year should be 2014-2016 (9/2/15: Use only handbooks w/ 2015 on cover & Word templates w/ 2015 in footer.)
       [_] Major must match handbook cover's content area. (Don't attempt transfer if wrong.)
       [_] Teacher candidates in state of Washington should also see "(WA)" after content area. (Don't transfer if wrong.)

     
  • Assignment Details: Assignment Submission area -- Attachment list
    (BEFORE you invest time uploading any files, especially videos, please follow our 'File Guidance' section below.)
    • If EVER previously uploaded, there is no need to re-upload. Press 'Attach' from 'File Manager', then search/sort to find, check to select file(s). Repeat search/sort and select. Before pressing next, press 'Attach' button. Repeat ,if needed.
    • TIP: Store files securely ahead of time in LiveText > Tools > File Manager. Group stored files together with Smart Labels.
    • If NEVER previously uploaded, Attach' then sequence is Upload, Browse, select a file, Open. Repeat for other files. Then press 'Attach' button.
       
  • Assignment Details: Send to whom?  Choose the right-side button under header 'Send to edTPA.com'  (You may click this button after one, some, or all edTPA-ready files are attached.)
    Click here to see image of "Send to edTPA.com" page with annotated help.
    - Opens an overlay page where you (a) pin each of your already-attached files to the respective Task Part; (b) agree to transfer terms; (c) input your individualized Authorization Key* as obtained at edTPA.com via 'Integrated System Registration' or 'Manage Your Portfolio' ... both detailed below; and then (d) press 'Send to edTPA' button which validates then sychronizes/stores your files with your edTPA.com account.

*If Send-to-edTPA button throws an Authorization Key error, self-resolve and try again. Is it a typo? Is it an unnoticed, leading/ trailing space? When signed in at edTPA.com, do you see Portfolio Summary: "Switch to edTPA Platform Provider" or "Use edTPA Platform Provider." If you see that, click it to reactivate (turn ON) your existing Authorization Key. Those are top 3 reasons for Auth Key errors. For more Authorization Key help, see "Got edTPA Problems? Get Fix > Authorization Key invalid or Authorization Key is not valid."

  • NEXT STEPS at edTPA.com: Later... At edTPA.com, you MUST do remaining steps, as required of each edTPA candidate, to get your work into Pearson's edTPA Official Scoring. -- After pressing Send to edTPA, allow some time (typically 20 to 60 minutes) for Pearson to process and populate your files into your edTPA.com account. (Look for a 'transfer complete' notification email message sent from Pearson.com.) After files automatically populated in your Pearson edTPA.com account, then you MUST to go to edTPA.com and do the last few steps until edTPA.com onscreen (and Pearson.com email) confirm your portfolio is submitted / received at edTPA.com for scoring. Instructors (and/or edTPA Coordinators) may want you to forward the 'received for scoring' message that comes only to you.
    Click here to see edTPA.com's 3-minute tutorial video showing candidates what is involved in those last steps at edTPA.com.

  • We encourage LiveText members to transfer 5 days prior to an upcoming Submission Deadline.  This allows time for others to assist you with resolution of an unforeseen complexity and makes it possible for you to tend to those subsequent edTPA steps with all due care and attentiveness without being too hasty.

Oops! Need to correct? Replacement sends (to displace the prior send) are allowed until the earlier of the Pearson edTPA submission deadline OR the portfolio is confirmed received for scoring -- onscreen in Pearson's edTPA.com system, by email from Pearson.com. (Note: To allow anytime self-correction by edTPA candidates, the LiveText assignment from your institutions needs to enable "Withdraw Submission" and needs to leave the due date empty/unspecified. If settings are otherwise, ask your instructor to adjust. If you cannot reach your instructor, contact the LiveText Support Team.). You can fix a problem file and Send to edTPA.com a replacement set of defect-free files that supersedes/overwrites any earlier transfer. Withdraw Submission keeps the attached files, Authorization Key, and pin-to-parts you have done so far. In LiveText Assignment Details: Assignment Submission area -- Attachment list, remove the obsolete file ("x" removes) and attach its replacement file. When you have a complete file set in the Attachments list. use the right-side button under Send to edTPA.com, then pin the new file to its respective part. Finish that page and press 'Send to edTPA'. After 'transfer complete' is confirmed (typically in 20 to 60 minutes), you still need to proceed through all the remaining edTPA.com steps BEFORE the Submission Deadline. If you finish those remaining steps AFTER the Submission Deadline, Pearson scores your work with the cohort of the next Submission Deadline, typically a few weeks later. If your portfolio was previously already confirmed received for scoring (onscreen at edTPA.com, by email from Pearson.com), edTPA.com blocks the ability to transfer/send a replacement.

Advisories -- After transferring thousands and thousands

Pearson (not LiveText) processing time -- Most LiveText members get a "transfer complete" email message from Pearson in 20 to 60 minutes, 98% within 4 hours, nearly all within 8 hours. Average size has been 250 MB or less; more MB means longer Pearson processing time.  If candidate sends a file with a technical defect, Pearson processing nearly always emails an error in usual time frames but has been known to stall/stop processing without sending a "transcoding failed" message. See "Supply defect-free files" below.

At edTPA.com, which browser? -- When at edTPA.com, use a recent version of IE or Firefox (on PC) or Safari (on Mac). Other browsers may misbehave at edTPA.com.

Don't overlook Evidence Chart, Submission Requirements, and Errata from edTPA -- Evidence Chart (in each handbook) specifies the type and number of files per task part. edTPA Submission Requirements describe examples of what may lead to "condition codes" and "incomplete" instead of numeric scores. Errata, in a PDF updated occasionally by Pearson, lists known errors and corrections in all edTPA handbooks and templates.

Supply defect-free files -- About 1 in 100 candidates sends to edTPA a file that is defective, unusable, replaced by candidate. BEFORE UPLOADING, it is a good idea to playback each video (beginning, middle, end). For documents, PDF has fewer problems than other types. Ideally, use a different computer or different player (such as VLC for Win or Mac) so you can know that the file has no dependency specific to your machine.

Got edTPA errors? Get fix, a page of this Guidance document, helps candidates easily self-fix most any error. Please read and follow our guidance in this web document. For technical assistance, your institution likely has help available but also LiveText Support Team is your go-to resource 7 days a week during peak activity of academic terms and 6 days a week (Sun-Fri) during off-peak times. NOTE: LiveText Support Team largely relies on content of this guidance document to help you and can escalate if further help is needed.

Safety net cushion time >= 5 days -- Commonly used best practice: Transfer via Send-to-edTPA so you have all files inside your edTPA.com account at least 5 days before your edTPA submission deadline. This cushion allows time for others to help you resolve an unforeseen complexity. Very importantly, it also allows you the chance to be well rested and take your time as you carefully proceed through the remaining steps at edTPA.com until confirmed received for scoring.

Prepare ahead. Pay later. -- Members of the LiveText Community get edTPA materials, then prepare and securely store their official set of edTPA files long before and long after transfer to edTPA. The very latest time that a candidate can pay Pearson (which goes toward Pearson scoring and score reporting services) would be just prior to transfer. Register (or switch to) the edTPA.com option of Integrated edTPA Platform Provider System which generates -- inside your edTPA.com account -- a unique Authorization Key* (Authorization "to transfer" Key). Be sure content area is the same everywhere (your handbook cover = your LiveText assignment details = your edTPA.com registration). Input your "Auth Key"  into LiveText Step 3 to facilitate transfer (can be saved in Step 3, if obtained early). The "Auth Key" tells edTPA.com that an inbound file set is YOURS.

*If Send-to-edTPA button throws an Authorization Key error, self-resolve and try again. Is it a typo? Is it an unnoticed, leading/ trailing space? When signed in at edTPA.com, do you see Portfolio Summary: "Switch to edTPA Platform Provider" or "Use edTPA Platform Provider." If you see that, click it to reactivate (turn ON) your existing Authorization Key. Those are top 3 reasons for Auth Key errors. For more Authorization Key help, see "Got edTPA Problems? Get Fix > Authorization Key invalid or Authorization Key is not valid."

Ready to Send to edTPA? When?

Readers, click 'hide' button on left menu table of contents to view this page full width of the page.

edTPA.com's upcoming "not later than" Submission Deadline: 11:59 PM Pacific Time (edTPA's concrete-hard stop) of the edTPA.com Submission Deadline Date per edTPA.com. Those who miss an intended deadline, submitting just afterward, Pearson includes with those of the next deadline.

By the Submission Deadline, candidates must do ALL remaining steps to get an onscreen confirmation at edTPA.com (and email message from Pearson.com) declaring that portfolio has been submitted for scoring.

Sending/ Synchronizing files to your edTPA.com account is NOT your last step. The step that matters vs. edTPA's Submission Deadline is accepting the final/last of edTPA.com's submission agreements, after which edTPA.com confirms onscreen (and Pearson confirms by e-mail message).

edTPA.com advises/recommends sending not less than 5 days in advance. A week or more is sound advice for any edTPA candidate. This is cushion to allow tending (when not hurried, frazzled, or tired) to the remaining steps required of all edTPA candidates (such as, visually verify each piece is okay, mark ready, accept attestations) and gives you time handle and resolve the unforeseen. If you experience an unforeseen problem, those cushion days allow adequate time for you to self-resolve (with this online document) or to avail yourself of additional help and expertise on campus, at LiveText, or at edTPA support resources. Submitting 7-10 days in advance also helps you avoid risk of edTPA systems slowing as volume peaks in the last 6 days before a deadline.

Honor your institution's quoted deadline which typically is several days (e.g., one week) before edTPA.com's deadline. Those candidates who miss local deadlines may continue to use 'Send to edTPA' and subsequently finish remaining submit steps at edTPA.com until confirmed received for scoring (by Pearson email and edTPA.com screens). If edTPA's submission deadline is missed, Pearson places with those candidates of the next submission deadline.   

 

What the 'Send to edTPA' button does...

 

Send to edTPA button checks validity of Authorization Key and portfolio files vs. requirements
then securely puts your files (the exact same version) in 3 places:
1- your edTPA.com account (for edTPA's immediate use; you relinquish this copy)
2- your LiveText account (for your future reference/use)
3- your instructor's LiveText account (for your institution's future reference/use)

Attachments

Prereq: Your edTPA-enabled LiveText assignment (Notes for Instructors and Coordinators)

A LiveText assignment is "edTPA-enabled" and provided to you by your institution's coordinator or instructor.

Send-to-edTPA validates against Assignment Details settings, which should indicate:

  • External Assessment is edTPA
  • Year that encompasses your handbook, e.g., 2014-2016 would work with handbooks of 2015-2016
  • Major/ Content Area belonging to your handbook
       Example: Elementary Literacy          ... plain for National edition
       Example: Elementary Literacy (WA) ... (WA) for state of Washington edition

     

Note for Instructors and edTPA Coordinators: When doing assignment setup, please:
    a) always enable 'Withdraw Submission' and
    b) always leave LiveText assignment deadline as unspecified (no due date) within LiveText and

Doing so gives candidates the flexibility to 'Withdraw Submission' to correct and again 'Send to edTPA' multiple times with same Authorization Key, thereby sending a replacement that overwrites the previous transfer of portfolio files.

    c) always refrain from beginning assessment until AFTER the candidate has received edTPA's confirmation email message from Pearson.com.
 

If enabled, 'Withdraw Submission' is available to only candidate until the earlier of:
     - when LiveText's assignment due date passes (so please leave due date unspecified) or
     - when instructor begins assessment (so please refrain from starting local assessment action until candidate receives edTPA's confirmation email).

Around the clock, candidate then has the ability to withdraw, correct, and send to edTPA again repeatedly. Pearson edTPA will permit repeated 'Send to edTPA' as long as Authorization Key hasn't yet expired (generally good for 18 months) and as long as candidate's edTPA account hasn't yet seen/received confirmation from edTPA that 'portfolio has been submitted for scoring.'

 

About making corrections...

Corrections should be self-initiated by the candidate's pressing of instructor-enabled 'Withdraw Submission'.
Instructors and Coordinators should NEVER press 'Request Resubmission' button.

'Request Resubmission' results in an Authorization Key error when candidate next attempts to send. If that occurs, instructor are to undo the Request Resubmission action or its effects. If an instructor or candidate needs assistance, please contact the LiveText Support Team.

To replace or not replace? Candidates need to allow ample time:
     - for 'Send to edTPA' to do transfer, convert, and save of portfolio file set into edTPA.com account;
     - for all required subsequent steps at edTPA.com; and
     - for the unforeseen.

The Pearson edTPA.com deadline is a hard, fixed, concrete stop. Candidates are encouraged to transfer at least 5 days ahead of time to avoid any risk of missing their intended edTPA.com Submission Deadline. Candidates should carefully weigh and consider the risk of keeping their whole portfolio in unsubmitted status vs. pursuing an incremental refinement correction. The earlier file set that was sent to edTPA.com account is unaffected by Withdraw Submission and remains available in candidate's edTPA.com account until the more recent transfer overwrites it. 

File Guidance (Avoid Technical Pitfalls)

FILE GUIDANCE: Prepare edTPA compliant files and avoid technical errors. Are your files edTPA-ready?

Handbook:   Conform to your handbook's Evidence Chart per Task Part
            [_] Only a Supported File Type
            [_] Within Min and Max Number of Files 

Video:      [_] Each is at video data rate 1,000 kbps or less (usually 3MB to 20MB per minute)
            SEE BELOW: 'Make your videos 1000 kbps'.
            [_] Each is actually a video (Clue? NOT less than 3MB)

Documents:  [_] PDF type is least likely to error after transfer to edTPA

All:        [_] No file over 500MB
            [_] All files total under 900MB (Save/ Compress your videos)
            [_] File type extension required (unhidden on Macs)
            [_] File name to help you remember which file goes with each Task Part

Always Save or Compress your Videos at edTPA-recommended Video Data Bit Rate

Make your videos 1000 kbps (1 Mbps) --

NEVER skip the step of adjusting the video data bit rate of your videos so they are ready for web upload and transfer. Most edTPA portfolios (sum of all files) are about 250MB or less. edTPA requires that each file be not more than 500MB.

Target file size (MB)? A 20-minute video would be not more than edTPA's target of 200 MB to 300 MB when compressed per edTPA-recommended settings*
*video data bit rate = 256 kbps but never more than 1,000 kbps; dimensions = 320x240 or 640x480; frame rate = 30 per second or slightly less
Hint: Should be 3MB to 15MB (or slightly more or less) per video minute.

Too tiny? If less than 3MB, the file you thought was a video probably really isn't an actual video. If placed on any computer other than your own (e.g., friend's, Pearson's), the file will not play. It may have same icon and play on your machine; but it is merely a pointer, shortcut, playlist, or project rather than the actual video itself. That tiny file may validate but would subsequently error and fail to import for edTPA.

Caution for Mac Users: Not all MOV files are videos.
A) Please don't use QuickTime 'Export for Web' because it creates a bunch of interrelated files, of which MOV is a misleadingly one. But that tiny MOV is merely a reference/pointer and is NOT an actual video. Instead, open your original video in QuickTime Player, select File > Export. Change the file name. Select Format: 480p. Click Export. That will generate one MOV file that actually is your video.

B) If you use iPhoto, after clicking Export, be 100% certain that you select Kind: Original. (The default spits out a JPEG image, not a video.) The file size may be quite large and you have little control. We suggest Mac users use iMovie (with appropriate settings) to make video files.

The one-page Video Made Easy sheet (attached) below in DOCX and PDF tells how to know the kbps of your video, and then it gives you 5 quick and easy ways to make any video 1000 kbps in just a few minutes:

Choose one method after video has dimensions of 320x240 or 640x480
   Way #1: Any Video Converter Free
                (quick; easy, can compress multiple files at once, accepts VOD)
   Way #2: Handbrake (quick, easy)
   Way #3: Windows Live Movie Maker (reasonably quick, often already installed)
   Way #4: iMovie (pre-installed but longer conversion time, larger resulting file, longer upload time vs. Way #1, #2, #3)
   Way #5: QuickTime Player (especially easy on Mac; pre-installed on Mac/ free download for PC; reasonably quick)
                 Mac: Select File > Export. Revise name. Select 480p. Click Export button.

Each way has step by step what to click, choose, do. None are difficult. Please skip no steps, clicks, or settings.

 

Attachments

Register at edTPA.com to Get Authorization Key

How to register as a candidate who will send files through an
Integrated edTPA Platform Provider System
(Just needed prior to transfer)

  • Go to edTPA.com
  • Review "Submission and Reporting Dates" at edTPA.com
  • Click "registration"
  • At the right, click the shortcut link for "Integrated System Registration"
  • Under "Register Candidates Using an Integrated edTPA Platform Provider System", click "Register Now"
  • If the candidate has an edTPA.com account already, sign in; but if not, then next to "Don't have an account?", click "Create an account now."
  • Candidates will then create a new edTPA.com account (e-mail, password, security Q&A), fill in some personal (biographical/demographic) information, and review their newly created account for accuracy.

What does candidate get as result? Candidates who do Integrated System Registration will be issued an AUTHORIZATION KEY. (This is personalized, so inherently non-transferable. The key has some smarts built into it. Candidates will input the Authorization Key into LiveText later as a personalized companion that will travel with their portfolio file set when they send their fully prepared files via LiveText to edTPA Official Scoring. Candidates input the Authorization Key in LiveText when they have everything read to send. Smarts in the key help the edTPA know the candidate's identity, expected materials per handbook, whether or not edTPA registration has expired, etc. )

 

If you previously registered, please see below Manage Your Portfolio at edTPA.com to Get Authorization Key.

 

Note: Vouchers aren't same as Authorization Key. Please don't confuse the two.
- Voucher is a way to "pay" for one edTPA registration (like paying for a seat at the test or purchasing one-cycle of official scoring services).
- Authorization Key is a way to validate and connect portfolio materials that subsequently arrive to fulfill that particular registration.

 

Attachments

Manage Your Portfolio at edTPA.com to Get Authorization Key

What if Candidates don't get Authorization Key when registering?
Switch to edTPA platform provider

You can switch to using an edTPA platform provider.
 

At edTPA.com, under Candidates, click on Manage Your Portfolio.
Sign in, then choose the Switch to edTPA platform provider option.

Your personalized (non-transferable) Authorization Code will automatically appear onscreen, and an email message is sent containing the Authorization Code.

How long is this switching available?

edTPA.com allows you to make switch to technology platform provider until, but not after, edTPA.com screens confirm your portfolio is submitted for scoring. If you forgot to select Integrated System when registering, you may do so afterward.

Got edTPA errors?

On left menu above, see the page devoted to self-fixing problems that arise when you press Send to edTPA button or when edTPA.com (Pearson.com) experiences a technical problem and emails you an error message (instead of transfer complete message).

Use edTPA 2015 handbooks & Word templates for Official Scoring (not older materials)

edTPA 2015 handbooks. Any edTPA candidate preparing a portfolio for edTPA official scoring should ONLY be preparing portfolios that conform to edTPA 2015 materials (handbooks with 2015 on the front cover and Word templates with 2015 in the footer). That is what edTPA's official scoring will expect to see. Within the LiveText Community, at those higher education institutions who are either participating in edTPA on an exploratory or an implementation level, the 2015 candidate materials are a resource available in advance in the weeks or months before teacher candidates register/pay at edTPA.com when ready for edTPA.com's official scoring services. Please refer to the appropriate assignment on your LiveText Dashboard or your LiveText Coordinator to obtain and use these resources.

Avoid "condition codes" -- Can help avoid time and $ of retake

Assumption: All LiveText members who take edTPA want to earn their best possible edTPA score, preferably passing on first attempt.

Fact: You have 0% chance of earning a passing numeric score if your portfolio content (inside each file) is not FULLY scorable.

Mechanics are one thing. Content inside is another. While getting the mechanics right (e.g., file count, size, type) may be sufficient for stepping files through the process until confirmed received for scoring, that does NOT necessarily mean the content inside is FULLY scorable (i.e., can be reviewed by a scorer AND is able to earn a numeric score for each rubric).

Outcomes to avoid: It is quite important to take precautions to avoid earning "condition codes" instead of numeric scores. Condition codes may lead to an "incomplete" for the rubric, task, portfolio which can mandate a retake of task(s) to displace the condition codes.

Please realize that scorers are trained to assign condition codes instead of numeric scores in certain conditions / circumstances / situations. Some (not exhaustive) examples are described by edTPA Submission Requirements. Condition codes can result in an "incomplete" reported to you, your institution, and your state and may require that you purchase, prepare, and submit a retake.

Advice: Know and learn to recognize what WILL earn a condition code. Steer clear of those pitfalls.

  • Before preparing and AGAIN before sending work to edTPA Official Scoring, every candidate should be very familiar with edTPA.com > Candidate Policies > Assessment Policies > Submission Requirements > edTPA Submission Requirements.
  • AFTER transferring files into your edTPA.com account, examine each file meticulously.

For each item, what you see and hear in the edTPA.com's Review step is what scorers are intended to see and hear. Examine each item closely to be sure "condition code" situations do not exist. Find such situations and correct each.

After transfer, at edTPA.com, play each audio/video item entirely or at least spot check the beginning, a few places in middle, and the very end. Be 100% sure the audio track has no problems and the video track has no problems. At edTPA.com, open each file to be sure every page is present, is clear, has every image displayed as expected, etc. For each item, be sure the file is the one you wanted to send (i.e., that you didn't grab the wrong file name or an earlier-than-final draft when uploading). Make certain that a scorer -- unfamiliar with your content and accessing it for the first and only time -- could see and hear clearly enough to demonstrate your performance. 

Consider edTPA Submission Requirements and fix situations that may earn a condition code. Ideally, try to be well-rested and well-focused (without a stress-induced adrenaline rush) when doing this meticulous review. Review is your last chance to correct issues. When your work is confirmed received for scoring (onscreen at edTPA.com, by email from Pearson.com), you cannot further correct them.

TIP: Transferring successfully at least 5 days prior to edTPA.com's submission deadline is intended to allow time to conduct a thorough review (as edTPA.com allows and expects you to do) plus trouble-shoot and correct unforeseen problems (from LiveText.com, click withdraw submission, edit file list, realign to task/part, Send-to-edTPA to overwrite) -- with support available to assist and without jeopardizing your ability to have file set received for scoring by your preferred edTPA.com submission and reporting dates.