STAR Extended Pre-ID Data Corrections March 28, 2012 START TIME 9 a.m. Presenters: Michael McDaniel and Mark Hansen Extended Pre-ID Data Corrections 1 March 2012

2 Objectives District STAR coordinators will understand the following about STAR 2012 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 2012 Extended Pre-ID Data Corrections 2

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 2012 Extended Pre-ID Data Corrections 3

4 Extended Pre-ID Data Corrections: Overview March 2012 Extended Pre-ID Data Corrections 4

What’s New Manual Pre-ID and Extended Pre-ID Data Corrections manuals are now combined New Fields  Position 501–510 Student English Teacher SEID—optional  Position 511–520 Student Math Teacher SEID—optional Field Changes  Position 208 R-FEP student scored Proficient or Advanced any 3 years on the ELA for CST and/or CMA  Position 210 ASAM Schools Only – Student enrolled in school less than 80 days prior to testing (Alternative Schools Accountability Model) March 2012 Extended Pre-ID Data Corrections 5

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 2012 Extended Pre-ID Data Corrections 6

Reminders How to know if corrections may be needed. District Data Profile  The “District Data Profile” report displays a breakdown of student counts within selected fields within a selected multiple-choice test administration. Missing Demographic Report  Alert ed to District STAR Coordinators  Generated by Pre-ID load and extract  Resides on the STAR Management System Extended Pre-ID Data Corrections March 2012

8 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:  Ensure timely reports with correct data  Eliminate the need to provide data at the time of scoring (cost is $1.32 per student)  Realize cost savings over having to use Data Corrections after STAR reports have been produced March 2012 Extended Pre-ID Data Corrections 8

9 Preparation Determine whether any data need to be updated or added. Did the district submit the “Demographic Fields to Be Hand-Marked on 2012 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 2012 Extended Pre-ID Data Corrections 9

10 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: –On-screen—one student at a time –File—download data, correct, and reload corrected data –Combination  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 2012 Extended Pre-ID Data Corrections 10

11 Data Review and Data Rules March 2012 Extended Pre-ID Data Corrections 11

12 Noncorrectable Data March 2012 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

13 Noncorrectable Data March 2012 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

14 Noncorrectable Data March 2012 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

15 Correctable Data All other student demographic data Parent/guardian address March 2012 Extended Pre-ID Data Corrections 15

16 Timeline March 2012 Extended Pre-ID Data Corrections 16

17 March 2012 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

18 Modify Demographic Data Offline: File Submission March 2012 Extended Pre-ID Data Corrections 18

19 Extended Pre-ID Data Corrections March 2012 Extended Pre-ID Data Corrections 19

20 Extended Pre-ID Data Corrections Menu March 2012 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

21 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 2012 Extended Pre-ID Data Corrections 21 Modify Demographic Data: Process

22 Step 1: Download Data March 2012 Check this box Request download Download file next day Extended Pre-ID Data Corrections 22 Data in the file

23 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 2012 Extended Pre-ID Data Corrections 23

24 Select the Upload File link in the “Extended Pre-ID Data Corrections” area in the left navigation bar. March 2012 Select Browse to locate your file Select Load File to start your upload Extended Pre-ID Data Corrections 24 Step 3: Upload Amended File

25 File Upload Messages Successful upload  “An will be sent to provide you the results of your student file. Please return later to view the results.”  “Your file has been accepted. An address is not defined for you. Please return later to view the results.” Unsuccessful upload messages  “The file extension is not valid for upload. Please submit a text file (.txt).”  “A file with the same name as [filename] has already been submitted. Please resubmit the file with a new file name.”  “File will not be accepted after the [Last Day of Testing].” March 2012 Extended Pre-ID Data Corrections 25

26 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 2012 Extended Pre-ID Data Corrections 26

27 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 a 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 2012 Extended Pre-ID Data Corrections 27

28 Step 5: Correct Errors Select the Error link in the “Status” column to display a list of errors. March 2012 Note: Errors should be corrected. Some errors, when left uncorrected, may incur additional charges to the school district. Extended Pre-ID Data Corrections 28

29 Modify Demographic Data Online March 2012 Extended Pre-ID Data Corrections 29

30 Extended Pre-ID Data Corrections March 2012 Extended Pre-ID Data Corrections 30

31 Extended Pre-ID Data Corrections Menu March 2012 Search and edit individual student records Extended Pre-ID Data Corrections 31

32 Search for a Student March 2012 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

33 Student Select the student’s last name to view the data associated with the student. March 2012 Extended Pre-ID Data Corrections 33

34 Modify Student Demographic Data March 2012 Extended Pre-ID Data Corrections 34

35 District Data Profile Report March 2012 Extended Pre-ID Data Corrections 35

36 District Data Profile Report March 2012 Extended Pre-ID Data Corrections 36

37 District Data Profile March 2012 Extended Pre-ID Data Corrections 37

38 Last Step: Download Data again March 2012 Check this box Request download Download file next day Extended Pre-ID Data Corrections 38 Data in the file Your record of corrections made.

39 Questions? March 2012 Extended Pre-ID Data Corrections 39

40 More Questions? For STAR technical questions: STAR TAC— For STAR policies: CDE— For accountability questions: CDE Academic Accountability Unit— March 2012 Extended Pre-ID Data Corrections 40

41 Next STAR Webcast: May 23, 2012 STAR Reports Preview March 2012 Extended Pre-ID Data Corrections 41