ETS® Data Manager

1 ETS data Manager User manual July 2020 Page 2 ETS data Manager User manual Customer Support and System Requirements Customer Support If you have questions about the ETS data Manager , please contact ETS Code Control: Phone: 1-855-242-6478 (toll-free in the United States, Territories and Canada) 1-609-310-3252 (all other locations) Monday Friday 8:30 5 Eastern Time Email: System Requirements Web browsers that support HTML 5 Browsers: Internet Explorer 9+, Firefox +, Google Chrome +, Safari (OSX) +, Opera + File exports to PDF can be read with Adobe Acrobat Reader Office 2007 or higher is required to download Excel and Word documents Enable JavaScript , cookies and pop-ups in your browser Oracle Access Manager WebGate Plug-In ActiveX controls and plug-ins " must be enabled in Microsoft Internet Explorer Browsers in beta stage are not supported Quirks mode is not supported Internet Explorer compatibility modes are not supported Note: If you encounter a problem, please send the details to Include your browser version, operating system version and as many other relevant details as possible.

2 Copyright 2020 by Educational Testing Service. All rights reserved. ETS, the ETS logo, GRE, TOEFL, TOEFL iBT, SCORESELECT and SCORELINK are registered trademarks of Educational Testing Service (ETS) in the United States and other countries. All other trademarks are property of their respective owners. ETS data Manager User manual Page 3 Table of Contents Customer Support .. 2 System Requirements .. 2 Overview of the ETS data 4 User Roles .. 4 Signing In to the ETS data Manager .. 6 Signing In .. 6 ETS Portal Home Page .. 7 Viewing Score data .. 9 Selecting GRE or TOEFL Score data .. 9 Selecting Search Criteria for Score 9 Multiple Institution Search 9 Viewing Search 11 Viewing a Score 12 Viewing Test-Taker 14 Viewing GRE Analytical Writing Essay 15 Listening to TOEFL Test-Taker Speech 15 Exporting Score data to Microsoft Excel, PDF or SCORELINK 16 Accessing and Creating Summary data Reports.

3 17 Quick Reports (GRE data only) .. 18 Custom Reports .. 19 Saved Reports .. 22 Managing User Access (Lead Administrators Only) .. 23 Adding New Users .. 23 Reviewing Requests for 24 Requests to Update Access .. 27 Managing Existing User Access .. 27 Frequently Asked 28 Appendix A, GRE Major Field Code 31 Appendix B, GRE Score Reporting Record Layout .. 35 Appendix C, TOEFL Score Reporting Record Layout .. 38 Page 4 ETS data Manager User manual Overview of the ETS data Manager The ETS data Manager , available through a secure online portal, is exclusively for official GRE and TOEFL score users. Institutions and organizations that have a GRE or TOEFL score reporting code can use the ETS data Manager for easy, on-demand access to score information, test-taker data and more, free of charge. The ETS data Manager makes it easy for approved users to view either GRE or TOEFL score information currently being sent to them by ETS.

4 It allows for fast and convenient viewing capabilities, quick lookup of test-taker information, and easy sorting and filtering of data . This service does not affect how you are currently receiving GRE and TOEFL scores. Rather, it is designed to be a complementary service to further enhance your current admissions, approval, or other processes, and support the existing GRE and TOEFL score reporting services. Approved users of the ETS data Manager can do the following without requiring encryption software: view individual score reports online view and download rosters of test takers, including score data download score reports or score report data in multiple formats, including Microsoft Excel, PDF and SCORELINK print score reports receive automated server-to-server data feeds view test-taker photos view GRE Analytical Writing essay responses listen to TOEFL test-taker speech samples It is important to note that a test taker s score information appears in the data Manager only if the test taker specifically directed ETS to send scores to your institution or organization.

5 User Roles There are two types of user roles in the ETS data Manager : Lead Administrators and Secondary Users. The two roles are described in more detail in the sections below. Lead Administrators Each institution needs to have at least one designated Lead Administrator, and institutions can designate multiple Lead Administrators. Lead Administrators are institutional representatives who are responsible for approving and managing access to online score data at their institution. They can: access score data for their institution approve access for other Lead Administrators approve access to score data and other services for Secondary Users create new users directly in the portal to allow immediate access to score data share a link with their staff or faculty to complete a Request Form to access score data online modify users profiles and deactivate users access when users leave the institution or change positions reset passwords on behalf of users ETS data Manager User manual Page 5 Overview of the ETS data Manager (continued) Additionally, Lead Administrators can use the Permissions feature to customize viewing privileges based on the institutions unique needs or policies.

6 With this feature, Lead Administrators can control Secondary Users access by assessment type (GRE tests and/or TOEFL tests) and data type (score data , photos, etc.). This process allows for ease of use and data availability throughout the institution but leaves the institution completely in control of who in their organization sees what data . Institutions can have as many Lead Administrators as needed to manage the access of all score users and to ensure appropriate access to GRE and TOEFL scores across the institution. Based on feedback we have received, we expect that the number of Lead Administrators at each institution will be relatively small. Secondary Users Each institution needs to decide whether to also designate Secondary Users to use the ETS data Manager in addition to the Lead Administrator(s). Secondary Users are institutional representatives who need to access score data online but aren t responsible for approving and managing who has access to score data for their institution.

7 Secondary Users can access score data and other services that their Lead Administrator approves for them. Institutions can designate as many Secondary Users as needed to ensure appropriate access to GRE and TOEFL scores across the institution. Based on feedback we have received, we expect that the number of secondary users will vary across institutions. Your institution is not required to have any Secondary Users. Page 6 ETS data Manager User manual Signing In to the ETS data Manager Signing In To access the ETS data Manager , you first need to sign in to the ETS Portal at with the username and temporary password ETS sent to you when your request to access score data was approved. Note that first-time users are prompted to change their password the first time they sign in to the ETS Portal. The ETS Portal Sign-in page appears below. ETS Portal Sign-in Page Password Policy The password you use must meet the following guidelines: It must be at least eight characters long.

8 It must contain characters from at least three out of five categories: uppercase alphabetic characters (A-Z), lowercase alphabetic characters (a-z), numerals (0-9), non-alphanumeric characters (for example: !, $, #, or %,), unicode characters. It must not contain any part of your user ID, first name or last name when their length is greater than two characters. It must not be one of the previous five passwords you used in the system. Login credentials should not be shared among staff. Your institution can have as many Lead Administrators and Secondary Users as needed. Note that individual email addresses are required, and shared email addresses cannot be used. ETS data Manager User manual Page 7 Signing In to the ETS data Manager (continued) Forgotten Username or Password Retrieval Note: If you no longer have access to the email address associated with your account, contact ETS Code Control (refer to page 2).

9 You will not be able to recover your username or reset your password online. If you forget your username, select the Forgot Username link on the ETS Portal Sign-in page. When prompted, enter the email address associated with your account. Your username will be emailed to that address. If you forget your password, select the Forgot Password link on the ETS Portal Sign-in page. When prompted, enter your username and the email address associated with your account, answer your security question, and then create a new password. After that, you can sign back in using your new password. If you still have difficulty, a Lead Administrator at your institution can generate a new temporary password for you. It will be automatically emailed to the email address associated with your account. ETS Portal Home Page When you have successfully signed in to the ETS Portal, the ETS Portal Home page will display.

10 ETS Portal Home Page On the ETS Portal Home page, the View GRE Score data section will display if you have access to GRE score information, the View TOEFL Score data section will display if you have access to TOEFL score information, and both sections will display if you have access to both GRE and TOEFL score information. Page 8 ETS data Manager User manual Signing In to the ETS data Manager (continued) You will be able to select from the following functions: Access GRE and/or TOEFL score data in the ETS data Manager View links on the GRE and/or TOEFL websites View or update your profile Change your password or security question View the ETS data Manager User manual The Manage My Users section will display if you have been approved as a Lead Administrator. This section includes the following functions: Review and approve requests to access the ETS data Manager Customize viewing privileges for Secondary Users ( , score data , GRE essay responses) Manage existing users Add new users ETS data Manager User manual Page 9 Viewing Score data Approved Lead Administrators and Secondary Users can view test-taker score information for their institution or organization.