April 2010 Extended Data Corrections and Returning Materials STAR Extended Data Corrections and Returning Materials Webcast April 21, 2010 START TIME 9:00 a.m. Presenters: Michael McDaniel and Mark Hansen

April 2010 Extended Data Corrections and Returning Materials 2 Objectives District STAR coordinators will understand the following about STAR 2010 activities: 1.The benefits of using the Extended Data Corrections module to correct demographic data 2.How to use the Extended Data Corrections module 3.Which multiple-choice administration demographic data can be changed or added 4.How and when to submit Extended Data Corrections 5.How to properly package operational test materials for return 6.How to properly return operational test materials

April 2010 Extended Data Corrections and Returning Materials 3 Agenda Extended Data Corrections  Overview  Preparation  Data review and data rules  Timeline  Options for modifying demographic data –Offline—File submission –Online—Screen data entry Returning 2010 STAR test materials  Overview  Preparation  Collection  Return

April 2010 Extended Data Corrections and Returning Materials 4 Extended Data Corrections: Overview

April 2010 Extended Data Corrections and Returning Materials 5 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 Demographic Data Corrections. All data changes will be reflected at the time of reporting.

April 2010 Extended Data Corrections and Returning Materials 6 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)  Eliminate the need for Demographic Data Corrections in October (cost is $630 plus 16 cents per student)

April 2010 Extended Data Corrections and Returning Materials 7 Preparation Determine whether any data need to be updated or added. Did the district submit the “Demographic Fields to Be Hand-Marked on 2010 STAR Answer Documents or Entered During Extended 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

April 2010 Extended Data Corrections and Returning Materials 8 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. Demographic Data Corrections must be completed by the district’s selected last day of testing for the administration being corrected.

April 2010 Extended Data Corrections and Returning Materials 9 Data Review and Data Rules

April 2010 Extended Data Corrections and Returning Materials 10 Noncorrectable Data Test ProgramPosition 01 District NamePosition 02 – 21 County/District CodePosition 22 – 28 Student also assessed with STSPosition 29 School NamePosition 31 – 50

April 2010 Extended Data Corrections and Returning Materials 11 Noncorrectable Data School CodePosition 51 – 57 Delivery NamePosition 61 – 80 Delivery CodePosition 81 – 90 Grade EnrolledPosition 91 – 92 Student Assessed with CAPAPosition 211 Multiple Choice Admin PeriodPosition 214 – 215

April 2010 Extended Data Corrections and Returning Materials 12 Noncorrectable Data 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

April 2010 Extended Data Corrections and Returning Materials 13 Correctable Data All other student demographic data Parent/guardian address

April 2010 Extended Data Corrections and Returning Materials 14 Example Use: Student Transfers 1.Move Pre-ID document or label to the student’s new school. 2.Return student’s materials with scorable materials at the student’s new school. 3.Update “CBEDS School” using Extended Data Corrections. 4.Update any other school-related data. Note: Student records cannot be added or deleted using this module; use Pre-ID to add and delete student records.

April 2010 Extended Data Corrections and Returning Materials 15 Timeline

April 2010 Extended Data Corrections and Returning Materials 16 Pre-ID Cutoff Date First Day of Testing Supplemental/ Late Pre-ID Cutoff Date Last Day of Testing Edit using Extended Data Corrections Additional records Edit using Extended Data Corrections Upload file or enter online Download file and upload with edits or edit online Timeline 1 WeekApprox. 3 Weeks Approx. 6–9 Weeks 2-day blackout period

April 2010 Extended Data Corrections and Returning Materials 17 Modify Demographic Data Offline: File Submission

April 2010 Extended Data Corrections and Returning Materials 18 Extended Corrections

April 2010 Extended Data Corrections and Returning Materials 19 Extended Corrections Menu Download a file containing all post–Pre-ID records that are still available to be edited. Upload a file containing corrected records for all post–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.

April 2010 Extended Data Corrections and Returning Materials 20 Modify Demographic Data: Process 1.Request a file by selecting the Download Extract File link in the Extended Corrections area of the left navigation bar. 2.Select the checkbox next to the text “My Extended 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.

Step 1: Download Data April 2010 Extended Data Corrections and Returning Materials 21 Check this box Request download Download file next day Data in the file

April 2010 Extended Data Corrections and Returning Materials 22 Step 2: Edit Data Edit using text editor  Use Microsoft WordPad, EditPad, other commercially available text editors. –Cannot use Notepad, Notepad will not preserve formatting  Editor should feature the following: oLine number option oColumn number option oWord 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).

April 2010 Extended Data Corrections and Returning Materials 23 Step 3: Upload Amended File Select the Upload File link in the “Extended Corrections” area in the left navigation bar. Select Browse to locate your file Select Load File to start your upload

April 2010 Extended Data Corrections and Returning Materials 24 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].”

April 2010 Extended Data Corrections and Returning Materials 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.

April 2010 Extended Data Corrections and Returning Materials 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.

April 2010 Extended Data Corrections and Returning Materials 27 Step 5: Correct Errors Select the word “Error” under “Status” to display a list of errors. Note: Errors should be corrected. Some errors, when left uncorrected, may incur additional charges to the school district.

April 2010 Extended Data Corrections and Returning Materials 28 Modify Demographic Data Online

April 2010 Extended Data Corrections and Returning Materials 29 Extended Corrections

April 2010 Extended Data Corrections and Returning Materials 30 Extended Corrections Menu Search and edit individual student records

April 2010 Extended Data Corrections and Returning Materials 31 Search for a Student 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).

April 2010 Extended Data Corrections and Returning Materials 32 Student Select the student’s last name to view the data associated with the student.

April 2010 Extended Data Corrections and Returning Materials 33 Modify Student Demographic Data

April 2010 Extended Data Corrections and Returning Materials 34 Questions?

April 2010 Extended Data Corrections and Returning Materials 35 Returning 2010 STAR Test Materials

April 2010 Extended Data Corrections and Returning Materials 36 Returning 2010 STAR Test Materials Collect and process test materials:  Consult the STAR Management System for your materials return date.  Verify that all test materials have been returned from test sites  Separate materials by test: –Separate CST/CMA materials by grade level. –Separate CAPA materials. –Separate STS materials by grade.  Separate scorable and nonscorable materials.

April 2010 Extended Data Corrections and Returning Materials 37 What is Scorable? Scorable materials include (but are not limited to) the following:  Used answer documents for the CSTs/CMA, CAPA, and STS  Used test booklets for the following: –CST for Grade 2 –CST for Grade 3 –CMA for Grade 3 –STS for Grade 2 –STS for Grade 3  Used School and Grade Identification (SGID) sheets See the list of scorable materials on page 66 of the District and Test Site Coordinator Manual.

April 2010 Extended Data Corrections and Returning Materials 38 What is Nonscorable?  Directions for Administration (DFAs) for the following tests: –CST for Grade 2 –STS for Grade 2  CAPA Examiner’s Manuals  Unused, damaged, or voided (used) test booklets for the following tests: –CST for Grade 2 –CST for Grade 3 –CMA for Grade 3 –STS for Grade 2 –STS for Grade 3  All used and unused test booklets, all tests, for grades four through eleven Nonscorable materials include (but are not limited to) the following:  Damaged or voided (used) answer documents  Transparencies  Used and unused large-print and braille  Additional SGIDs  Unused paper bands  Unused Pre-ID labels

April 2010 Extended Data Corrections and Returning Materials 39 Additional Guidelines for Nonscorables Practice tests for grades two through four may be returned or discarded. Extras do not need to be returned. See the “Guidelines for Handling Nonscorable Materials” on page 67 of the District and Test Site Coordinator Manual for more information on nonscorable materials, including:  Materials that must be securely destroyed  Materials to be marked as “Void”  Materials that you may discard

April 2010 Extended Data Corrections and Returning Materials 40 Returning 2010 STAR Test Materials Work with one grade level at a time  Are CAPA answer documents signed?  Verify that all demographic information that was to be hand-marked is complete.  Carefully review answer document sections A2, A3, and A4. –Are accommodations and modifications properly marked in section A3? Review after-testing procedures on pages 63–66 of the District and Test Site Coordinator Manual.

April 2010 Extended Data Corrections and Returning Materials 41 Returning 2010 STAR Test Materials Correctly package scorable materials.  Complete an SGID sheet for CST/CMA –Pack the CST for Grade 3 test booklets on top of the CMA for Grade 3 test booklets.  Complete an SGID for the CAPA.  Complete an SGID for the STS.  Band an SGID sheet and answer documents for each grade and test.  Complete the Master File Sheet.  Pack banded sets of documents and the master file sheet in the original cartons.  Complete colored address labels for each carton. –Test site leaves school district counts blank. –School district counts consolidated shipment.

April 2010 Extended Data Corrections and Returning Materials 42 Returning 2010 STAR Test Materials Returning 2010 STAR Test Materials

April 2010 Extended Data Corrections and Returning Materials 43 Returning 2010 STAR Test Materials

April 2010 Extended Data Corrections and Returning Materials 44 Returning 2010 STAR Test Materials Correctly package nonscorable materials.  Separate all nonscorable materials by grade.  Use a black pen to mark all voided answer documents.  Box nonscorable CST, CMA, CAPA, and STS test materials by subject and grade.  Complete an address label for each carton.

April 2010 Extended Data Corrections and Returning Materials 45 Returning 2010 STAR Test Materials Make sure to properly label each box.  Standardized packing helps speed up the scoring process.  Fill out the shipping label correctly, listing the boxes from each school and the total school district count.  Fill out the Master File Sheet completely; include grades that did not test.  Follow the packing outline on page 66 of the District and Test Site Coordinator Manual.  Return all materials on time. –Site: Return to the school district no more than two days after testing is completed. –District: Return to STAR Processing Center no more than five days after testing is completed for each administration period.

April 2010 Extended Data Corrections and Returning Materials 46 Live Demonstration: How to Properly Pack Test Materials

April 2010 Extended Data Corrections and Returning Materials 47 Questions?

April 2010 Extended Data Corrections and Returning Materials 48 More Questions? For STAR technical questions: STAR TAC— For STAR policies: CDE— For accountability questions: CDE Academic Accountability Unit—

April 2010 Extended Data Corrections and Returning Materials 49 Next STAR Webcast: May 26, 2010 STAR Reports Preview