2011 STAR Extended Pre-ID Data Corrections March 30, 2011 START TIME 9:00 a.m. Presenters: Michael McDaniel and Nicole Goward Extended Pre-ID Data Corrections 1 March 2011

2011 STAR Extended Pre-ID Data Corrections March 30, 2011 START TIME 9:00 a.m. Presenters: Michael McDaniel and Nicole Goward Extended Pre-ID Data Corrections 2 March 2011

Objectives District STAR coordinators will understand the following about STAR 2011 activities: 1.The benefits of using the Extended Pre-ID Data Corrections module to correct demographic data 2.How to use the Extended Pre-ID Data Corrections module 3.Which multiple-choice administration demographic data can be changed or added 4.How and when to submit Extended Pre-ID Data Corrections March 2011 Extended Pre-ID Data Corrections 3

Agenda  Overview –What’s new?  Preparation  Data review and data rules  Timeline  Options for modifying demographic data –Offline—File submission –Online—Screen data entry March 2011 Extended Pre-ID Data Corrections 4

Extended Pre-ID Data Corrections: Overview March 2011 Extended Pre-ID Data Corrections 5

2011 What’s New District Data Summary  The “District Data Profile Summary” report displays a breakdown of student counts for selected fields within a selected multiple-choice test administration Missing Demographic Report  Will no longer be ed to District STAR Coordinators  An will still be sent explaining how to access the report  Will now be generated by Pre-ID load and will reside on the STAR Management System March 2011 Extended Pre-ID Data Corrections 6

Overview This module allows districts to:  Correct student demographic information for multiple-choice administrations  Add missing student demographic information for multiple-choice administrations  Amend student’s parent/guardian address printed on individual student report(s) There is no charge for Extended Pre-ID Data Corrections.  As long as a valid purchase order was submitted for pre-ID All data changes will be reflected at the time of reporting. March 2011 Extended Pre-ID Data Corrections 7

Benefits Reduce hand-marking of answer documents Provide more current and accurate demographic data used to create STAR reports Reduce the number of STAR Student Reports returned to the district as undeliverable Provide potential time and cost savings:  Reports will not be delayed because of missing data  Eliminate the need to provide data at the time of scoring (cost is $1.32 per student)  Cost savings over having to use Data Corrections after STAR reports have been produced March 2011 Extended Pre-ID Data Corrections 8

Preparation Determine whether any data need to be updated or added. Did the district submit the “Demographic Fields to Be Hand-Marked on 2011 STAR Answer Documents or Entered During Extended Pre-ID Data Corrections” form? Have any demographic data for the student changed since Pre-ID was used to print documents/labels? For example:  Statewide Student ID  English proficiency  Student’s address March 2011 Extended Pre-ID Data Corrections 9

Preparation (continued) Develop a plan and a timeline.  Gather the data required to be updated for each student. –Which data require updating? –Where can you find the updated data? –When will you have the data available?  Update the STAR demographic data. –Decide on the method to use: oOn-screen—one student at a time oFile—download data, correct, and reload corrected data oCombination –Updates can be performed over many days. Extended Pre-ID Data Corrections must be completed prior to the district’s selected last day of testing for the administration. March 2011 Extended Pre-ID Data Corrections 10

Data Review and Data Rules March 2011 Extended Pre-ID Data Corrections 11

Noncorrectable Data March 2011 Test Program IDPosition 01 District NamePosition 02 – 21 County/District CodePosition 22 – 28 Student also assessed with STSPosition 29 School NamePosition 31 – 50 Extended Pre-ID Data Corrections 12

Noncorrectable Data March 2011 School CodePosition 51 – 57 Delivery NamePosition 61 – 80 Delivery CodePosition 81 – 90 Student Assessed with CAPAPosition 211 Multiple-Choice Admin PeriodPosition 214 – 215 Extended Pre-ID Data Corrections 13

Noncorrectable Data March 2011 Writing Test DatePosition 216 – 217 Student Assessed with CMA – English–Language Arts Position 218 Student Assessed with CMA – Mathematics Position 219 Student Assessed with CMA – Science Position 220 CMA Student Will Take CST EOC Test Position 221 Extended Pre-ID Data Corrections 14

Correctable Data All other student demographic data Parent/guardian address March 2011 Extended Pre-ID Data Corrections 15

Timeline March 2011 Extended Pre-ID Data Corrections 16

March 2011 Pre-ID Cutoff Date First Day of Testing Supplemental/ Late Pre-ID Cutoff Date Last Day of Testing Edit using Extended Pre-ID Data Corrections Additional records Edit using Extended Pre-ID Data Corrections Upload file or enter online Download file and upload with edits or edit online Timeline 7 calendar daysApprox. 3 Weeks Approx. 6–9 Weeks 2-day blackout period Extended Pre-ID Data Corrections 17

Modify Demographic Data Offline: File Submission March 2011 Extended Pre-ID Data Corrections 18

Extended Pre-ID Data Corrections March 2011 Extended Pre-ID Data Corrections 19

Extended Pre-ID Data Corrections Menu March 2011 Download a file containing all extracted Pre-ID records that are still available to be edited. Upload a file containing corrected records for all extracted Pre-ID records that were downloaded. Display status of uploaded file and errors encountered on edited records. Unedited records do NOT pass through validation routines. Extended Pre-ID Data Corrections 20

1.Request a file by selecting the Download Extract File link in the Extended Pre-ID Data Corrections area of the left navigation bar. 2.Select the checkbox next to the text “My Extended Pre-ID Data Corrections File for.” 3.Select the Submit Data Request button. 4.The extract file will be available for download the following day. 5.Select the file name to download the data. March 2011 Extended Pre-ID Data Corrections 21 Modify Demographic Data: Process

Step 1: Download Data March 2011 Check this box Request download Download file next day Extended Pre-ID Data Corrections 22 Data in the file

Step 2: Edit Data Edit using text editor  Use EditPad, Text Pad or other commercially available text editors. –Cannot use Notepad, Notepad will not preserve formatting  Editor should feature the following: –Line number option –Column number option –Word wrap OFF option NEVER IMPORT THE DATA INTO EXCEL OR ANY OTHER APPLICATION THAT WILL REFORMAT THE DATA. Make changes to demographic data.  NEVER add student records. The only acceptable format for upload is a fixed- format text file (.txt). March 2011 Extended Pre-ID Data Corrections 23

Select the Upload File link in the “Extended Pre-ID Data Corrections” area in the left navigation bar. March 2011 Select Browse to locate your file Select Load File to start your upload Extended Pre-ID Data Corrections 24 Step 3: Upload Amended File

File Upload Messages Successful upload  “An will be sent to provide results.”  “An address is not defined. Please return later to view results.” Unsuccessful upload messages  “File extension incorrect - File must be of type.txt.”  “File with same name exists - File must have a unique name.”  “File will not be accepted after the [Last Day of Testing].” March 2011 Extended Pre-ID Data Corrections 25

Step 4: Review Uploaded Data File Status Select the Upload File Status link in the “Extended Corrections” area in the left navigation bar to view information about data errors in the upload file. March 2011 Extended Pre-ID Data Corrections 26

Step 4: Review Uploaded Data File Status (cont.) File Status: Submitted – File has been uploaded but not processed. In Process – Data records are currently being validated. Error – File contains some data records that are in error. – Select Error to obtain list of errors (similar in structure to Pre-ID). Complete – All data loaded and processed without errors. Failed Processing – File loaded with errors and failed to process. March 2011 Extended Pre-ID Data Corrections 27

Step 5: Correct Errors Select the Error link under “Status” to display a list of errors. March 2011 Note: Errors should be corrected. Some errors, when left uncorrected, may incur additional charges to the school district. Extended Pre-ID Data Corrections 28

Modify Demographic Data Online March 2011 Extended Pre-ID Data Corrections 29

Extended Pre-ID Data Corrections March 2011 Extended Pre-ID Data Corrections 30

Extended Pre-ID Data Corrections Menu March 2011 Search and edit individual student records Extended Pre-ID Data Corrections 31

Search for a Student March 2011 Enter search criteria in at least one Primary Search Field. Enter search criteria in any of the Secondary Search criteria fields to narrow the search. Select Search to see matching criteria for student(s). Extended Pre-ID Data Corrections 32

Student Select the student’s last name to view the data associated with the student. March 2011 Extended Pre-ID Data Corrections 33

Modify Student Demographic Data March 2011 Extended Pre-ID Data Corrections 34

District Data Profile Report March 2011 Extended Pre-ID Data Corrections 35

District Data Profile Report March 2011 Extended Pre-ID Data Corrections 36

District Data Profile March 2011 Extended Pre-ID Data Corrections 37

Questions? March 2011 Extended Pre-ID Data Corrections 38

More Questions? For STAR technical questions: STAR TAC— For STAR policies: CDE— For accountability questions: CDE Academic Accountability Unit— March 2011 Extended Pre-ID Data Corrections 39

Next STAR Webcast: May 25, 2011 STAR Reports Preview March 2011 Extended Pre-ID Data Corrections 40