November 2005 Pre-ID Workshop STAR Pre-ID Workshop Start Time 9 AM No Sound will be Broadcast until 9 AM

November 2005 Pre-ID Workshop STAR Pre-ID Workshop November 2005

Pre-ID Workshop3 Objectives District STAR coordinators will: Decide whether the district will Pre-ID Identify what data is required Submit data correctly and on time

November 2005 Pre-ID Workshop4 Agenda Pre-ID Options 2006 Enhancements & Changes Review Data Elements & File Format Data Load Process Online Data Entry Timeline “Late Labels”

November 2005 Pre-ID Workshop5 Pre-ID Options

November 2005 Pre-ID Workshop6 Why Pre-ID? Minimize coding errors on answer documents Reduce time at test time dedicated to hand coding Identify what data is missing earlier Eliminate costly data corrections after testing

November 2005 Pre-ID Workshop7 Pre-ID Options Documents –Advantage: Documents are pre-coded –Disadvantage: Data required approximately 8 weeks prior to testing Labels –Advantage: Later submission of data – 5 weeks prior to testing –Disadvantage: Time spent to apply labels to answer documents

November 2005 Pre-ID Workshop8 Pre-ID Options “Late Labels” –Advantage Data submitted minimum of 5 DAYS prior to testing Reduces hand coding –Disadvantage Additional shipment to the district Additional charge

November 2005 Pre-ID Workshop9 Pre-ID Costs Documents and Labels –Writing: Free –Multiple-Choice & CAPA: 32 cents per student Late Labels –Writing, Multiple-Choice & CAPA: 40 cents per student

November 2005 Pre-ID Workshop10 Pre-ID Costs Optional –Parent Address: Additional 18 cents per student Purchase Order required for all Pre-ID

November 2005 Pre-ID Workshop Pre-ID Enhancements & Changes

November 2005 Pre-ID Workshop Pre-ID Enhancements Download 2005 STAR demographic data in 2006 Pre-ID format to edit for 2006 submission –Update grades –Insert rows for new students and lowest grade –Delete/Amend students who have moved schools –Amend other demographic data Upload “as is” and update each student’s data online

November 2005 Pre-ID Workshop Pre-ID Enhancements Writing Admin Number Test Program ID County/District Code School Code First Name Last Name Birth Date (Month) Birth Date (Day) Birth Date (Year) Grade Enrolled Student ID (Optional) CSIS ID (Required if available) Gender (recommended) Minimal Data for Writing Admin to be accepted

November 2005 Pre-ID Workshop Pre-ID Enhancements Non-Alphanumeric Characters Removed –Student name –Delivery name –Teacher name Examples –O’Sullivan becomesO Sullivan –Jones-SmithbecomesJones Smith

November 2005 Pre-ID Workshop Pre-ID Enhancements: Parent Address Valid characters extended to include 6 special characters 1.Number symbol # 2.Period. 3.Forward slash / 4.Hyphen – 5.Comma, (text files only) 6.Ampersand & ALL other non-alphanumeric characters will be REPLACED with a space

November 2005 Pre-ID Workshop Pre-ID Enhancements Better tracking of file uploads –Allows STAR TAC to provide better support –No duplicate file names All upload files require unique name

November 2005 Pre-ID Workshop Pre-ID Changes No Purchase Order = No Pre-ID –Send PO to ETS Fax — Mail — 2731 Systron Drive Concord, CA Attn: Nancy Olsen

November 2005 Pre-ID Workshop Pre-ID File Changes Position 174 –Class Size Reduction Program Option 1 (full day) or Option 2 (half day) Elementary Position 175 –Incorporated into Position 174 data Position 176 –ESEA Title 1

November 2005 Pre-ID Workshop Pre-ID File Changes Position 245 – 246 –Out-of-level removed Position 247 – 253 –County/District Code of Residence

November 2005 Pre-ID Workshop Pre-ID File Changes Coding Changed to Y/N –Pos 174 – Class Size Reduction –Pos 176 – ESEA Title 1 –Pos 177 – Migrant Education –Pos 178 – Indian Education –Pos 179 – Gifted & Talented

November 2005 Pre-ID Workshop Pre-ID Data Review & File Formats

November 2005 Pre-ID Workshop22 Pre-ID Documentation Pre-ID Layout –Download from CDE Pre-ID Field Descriptions –Appended to Pre-ID Instructions Pre-ID Instructions –Released with software early December

November 2005 Pre-ID Workshop23 Pre-ID Layout Data File Content & Layout –Available on CDE Web site – uments/pidflstar doc (Link from Very Light BlueChanges for 2006 Highlighted in Document in Very Light Blue

November 2005 Pre-ID Workshop24 Pre-ID Data Review Test Program ID: Rejected if data not equal to 1 County/District Code: Rejected if not your CD code School code: Rejected if not on CDE’s master list Delivery name –Used to SORT Pre-ID docs/labels –Usually a teacher or classroom name –Converts non-alpha characters to blank

November 2005 Pre-ID Workshop25 Pre-ID Data Review Delivery code –Alternative field to determine SORT order of Pre-ID documents/labels –Usually a classroom number –Field converted to blank if contents include non-numeric characters  Use Delivery name or Delivery code

November 2005 Pre-ID Workshop26 Pre-ID Data Review Grade –Must be a valid grade for the school –Enrollment grade of student Student name (First, Last, Middle initial): Non-alpha characters converted to blank Student ID — optional –Local student ID –Used to match 4 th and 7 th grade Writing and Multiple-Choice tests if CSIS not available

November 2005 Pre-ID Workshop27 Pre-ID Data Review Other Ethnicities: Mark all that apply Parent Education Level –Highest education level of parent(s)/guardian(s) –Enter 15 for “Unknown or Declined to State” –Leave blank if hand-code on answer document

November 2005 Pre-ID Workshop28 Pre-ID Data Review English Learner Date Enrolled (US): Required only if English Proficiency is 3 (English Learner) R-FEP Date Reclassified: Required only if English Proficiency is 4 (Reclassified English Proficient) R-FEP student scored Proficient or Advanced 3 years on ELA CST –After reclassification –Does not need to be 3 consecutive years

November 2005 Pre-ID Workshop29 Pre-ID Data Review English Learner in US school less than 12 months –Note change to US school from CA school –Change occurred after Pre-ID Layout doc published by CDE Student with significant cognitive disability will be assessed with CAPA –“Y” will cause a CAPA document to be Pre-ID’d –Otherwise leave blank

November 2005 Pre-ID Workshop30 Pre-ID Data Review CBEDS School & District: Continuous enrollment from October to first day of testing Multiple-Choice test administration: School must have order for the administration Writing test administration: School must have order for the administration

November 2005 Pre-ID Workshop31 Pre-ID Data Review CSIS student number: District obtains number from CSIS County/District Code of residence –Only required for students with IEPs who are enrolled in a school or County Office of Education program but reside in another district –Must be a valid County/District code –Leave blank for all other students

November 2005 Pre-ID Workshop32 Pre-ID Data Review Customer Pre-ID data field –Any alphanumeric data –Data returned on district’s results data CD Filler –Leave blank where this appears

November 2005 Pre-ID Workshop33 Pre-ID Data Review Parent address data –Additional charge –Address printed on student report Teacher name data –No additional charge –Used to create “The California Report for Teachers” –Names can be overridden with SGID sheet

November 2005 Pre-ID Workshop34 Questions & Break

November 2005 Pre-ID Workshop Pre-ID File Load

November 2005 Pre-ID Workshop36 Valid File Formats Fixed format (.txt) –Column numbers provided in Pre-ID Layout document Comma separated (.csv) –Fields in same order as described in Pre-ID Layout document Excel spreadsheet (.xls) –Use template on –All columns defined as TEXT

November 2005 Pre-ID Workshop37 One File for Both Multiple-Choice and Writing? Advantage: One file to submit Disadvantage: All data must be submitted in time for the earliest administration How to code administrations: 4 th & 7 th Grade students — include BOTH the Multiple-Choice Admin. & Writing Admin. numbers

November 2005 Pre-ID Workshop38 Multiple Files, One for Each Admin? Advantage –Submit files later for all but the first administration –Submit reduced demographic data for Writing administration Pre-ID Disadvantage –Keep track of several deadlines & files How to code administrations for 4 th, 7 th graders –For writing, leave MC Admin # BLANK –For multiple-choice, leave Writing Admin # BLANK

November 2005 Pre-ID Workshop39 Multiple Pre-ID files – One for each School Advantage: If errors found in one school’s data — easy to replace Disadvantage: Keep track of multiple files — possibility of missing a school How to code administrations Either — One file for all administrations (MC & Writing) Or — Separate files for each administration

November 2005 Pre-ID Workshop40 Pre-ID File Load Step 1: Construct Pre-ID data file or download and edit 2005 data Step 2 (Optional but recommended): Submit data to CSIS for validation CSIS Support

November 2005 Pre-ID Workshop41 Pre-ID File Load Step 3: submit Purchase Order for Pre-ID to ETS Fax — Mail — 2731 Systron Drive Concord, CA Attn: Nancy Olsen Step 4: Login to STAR Management System Step 5: Access the Pre-ID “Getting Started” option

November 2005 Pre-ID Workshop42 Pre-ID File Load Step 6 –Enter Purchase Order Number –Accept Terms & Conditions screen Step 7 –Upload Pre-ID Data file

November 2005 Pre-ID Workshop43 Step 7 — File Submission Process Overview (1) File checked for acceptable format ( Excel, text, comma separated) Data validation job started: Background job allows user to continue other activities sent with status of file and error report (if necessary)

November 2005 Pre-ID Workshop44 Step 7 — File Submission Process Overview (2) If there are data errors in the file –Either: Delete original file, correct errors, and resubmit entire file (with new name) –Or: Alter individual records on screen using the search & data entry/correction screens

November 2005 Pre-ID Workshop45 Common File Rejection Record Length –Text file must be padded with spaces to 600 characters –Excel file must have a space in last column (CC) –Comma Separated files must have correct number of commas (80) Commas in data –Especially with Excel &.csv files

November 2005 Pre-ID Workshop46 Examples of Errors Invalid date of birth Invalid data in any field (Blanks are NOT reported as errors) Blank EL Date Enrolled when Student’s English Proficiency = 3 (English Learner) Blank RFEP Date Reclassified when Student’s English Proficiency = 4 (Reclassified Fluent English Proficient)

November 2005 Pre-ID Workshop47 Duplicate Records 1.CSIS# checked within the school 2.All the following data matches a record already loaded: –Test Administration –Student Last Name –Student First Name –County, District, School Codes –Grade –Date of Birth

November 2005 Pre-ID Workshop48 Common Data Errors Miscoded Multiple-Choice Administration –Administration does not exist –No order for the school/admin –Missing Leading Zeros Invalid CDS Code –Student –Student’s County/District code of residence Date Enrolled & Date Reclassified –CCYYMMDD format

November 2005 Pre-ID Workshop49 Error Records Error Table Upload Data file Prior to Pre-ID Cutoff date Data Validation Process Clean Records Database.TXT.XLS.CSV Duplicate Records Error Table

November 2005 Pre-ID Workshop50 Online Edit Errors Prior to Pre-ID Cutoff Date Data Validation Process Error Records Error Table Clean Records Database Error Table Edit Records

November 2005 Pre-ID Workshop Pre-ID Online Data Entry

November 2005 Pre-ID Workshop52 Pre-ID Data Submission Step 1: Submit Purchase Order for Pre-ID to ETS Fax — Mail — 2731 Systron Drive Concord, CA Attn: Nancy Olsen Step 2: Login to STAR Management System Step 3: Access the Pre-ID “Getting Started” tab option

November 2005 Pre-ID Workshop53 Pre-ID Data Submission Step 4 –Enter Purchase Order Number –Accept Terms & Conditions screen Step 5 –Enter student data on screen

November 2005 Pre-ID Workshop54 Step 5 – Screen Data Entry Process Overview “Add Student” Screen Enter all demographic data: Fields listed in same order as in Pre-ID File Layout document “Save” data Data validation executed If errors exist - Correct errors and “Save”

November 2005 Pre-ID Workshop55 Screen Data Entry Prior to Pre-ID Cutoff Date Data Validation Process Error Records Rejected Clean Records Database Screen Entry Duplicate Records Rejected

November 2005 Pre-ID Workshop56 Timeline

November 2005 Pre-ID Workshop57

November 2005 Pre-ID Workshop58 Deadlines Pre-Printed Answer Docs: Pre-ID data extracted 30 ETS working days prior to shipment of test materials E.g. District has 2 test administrations. Records can still be entered for test admin 2 AFTER the deadline for test admin 1 has passed. Labels: Pre-ID data extracted 15 ETS working days prior to shipment of test materials

November 2005 Pre-ID Workshop59 Deadlines Late Labels –Additional Pre-ID data extracted 5 ETS working days prior to first day of testing or Upon request to STAR TAC –Labels will be shipped overnight.

November 2005 Pre-ID Workshop60 Deadlines Warning sent approximately 5 days prior to Pre-ID file deadlines Switch from Pre-ID’d Answer Docs to Labels by contacting STAR TAC Representative prior to Pre-ID deadline –Contacting STAR TAC AFTER Pre-ID deadline will cause district Pre-ID to be charged as “Late Labels”

November 2005 Pre-ID Workshop61 Late Labels

November 2005 Pre-ID Workshop62 Late Label Usage New students in district AFTER initial Pre-ID cut off date –Enter onscreen –Upload file(s) before second deadline –Avoids hand-coding Students changing schools AFTER initial Pre-ID cut off date –Enter ALL information on NEW record –Destroy original Pre-ID’d doc or label –Affix late label to blank answer document

November 2005 Pre-ID Workshop63 Late Label Usage Demographic data changes –Need to DELETE original record and enter NEW record –Destroy original Pre-ID’d doc or label –Affix late label to blank answer document

November 2005 Pre-ID Workshop64 Questions

November 2005 Pre-ID Workshop65 Next STAR Web cast Pre-Test Workshop Feb 1, 2006