1. 2007 STAR Demographic Data Corrections
Webcast
September 26, 2007
Start time 9:00 AM
September 2007
Demographic Data Corrections

2. Demographic Data Corrections
Objectives
District STAR coordinators will understand:
Why data should be corrected
What data can be corrected
What the cost is for correcting data
When data can be corrected
How to make data corrections
Data Corrections vs. Hand Scoring end-of-course math and science tests
September 2007
Demographic Data Corrections

3. Demographic Data Corrections
What’s New?
Additional updatable fields
SSID #
Special Education Exit Date
Fields removed from data corrections
Class size reduction
School mobility
File layout
File upload acceptance screen added
Replacement Individual Student Reports available (paper or electronic)
September 2007
Demographic Data Corrections

4. Demographic Data Corrections
Why Correct Data?
Correct API and AYP calculations
Corrected data is sent to CDE’s Academic Accountability Unit for recalculation
Score uncoded and rescore miscoded end-of-course math or science tests
Other option is hand score
Obtain clean Data CD
These are in priority order.
For full details of what and how API and AYP values may be affected by incorrect data you should contact the Dept. of Education’s EPIC group (Bob Bernstein).
Rescoring miscoded or uncoded Math and Science tests for high school students
Clean Data CD can be requested at an additional cost.
September 2007
Demographic Data Corrections

5. Fields used for API and/or AYP calculations that may be corrected
SSID
CAPA Level
County/District Code of Residence for students with IEP plans
Special Testing Conditions
Accommodations and Modifications Used
Adult Testing Irregularities
Inappropriate Test Preparation
Student’s English Proficiency
English Learner Date First Enrolled in U.S. school
September 2007
Demographic Data Corrections

6. Fields used for API and/or AYP calculations that may be corrected
R-FEP Date Reclassified
R-FEP students in grades 5–11 scored PRO or ADV 3 years on ELA CST
NSLP
Primary Disability (3-digit primary disability code; 000 = no reported disability)
Primary Ethnicity
Parent Education Level
Special Education Exit Date
September 2007
Demographic Data Corrections

7. Fields used for API and/or AYP calculations that may be corrected
CBEDS Enrollment—District
CBEDS Enrollment—School
CST for Mathematics Test Taken
CST for Science Test Taken
September 2007
Demographic Data Corrections

8. Demographic fields that may NOT be corrected
District Name
County District Code
School Name
School Code
Grade Level of Test Taken
Charter School Code
Independent Charter School Flag
September 2007
Demographic Data Corrections

9. Demographic Data Corrections
How much does it cost?
One set up fee $630
Regardless of number of administrations changed
16 cents per record
ALL students tested on the administration
Additional cost for replacement reports and CD
Paper Process is only available for those districts without Internet access.
Pricing example follows:
September 2007
Demographic Data Corrections

10. Demographic Data Corrections
Example
Two administrations
1000 students tested on admin. 1
5000 students tested on admin. 2
Correct 900 students on admin. 1
Cost = $630 + (0.16 x 1000) = $790
Correct 3000 students on admin. 2
Cost = $630 + (0.16 x 5000) = $1,430
Correct 900 students on admin. 1 plus Correct 3000 students on admin. 2
Cost = $630 +(0.16 x 6000) = $1,590
Build 1 
A district with TWO multiple-choice test administrations
Build 2 
Correcting 9, 90 or 900 students on the first administration will cost the same.
Build 3 
Correcting 3, 30, 300, 3000 students on the second administration will cost the same.
Build4 
Only ONE set up fee is applied if students are updated on multiple administrations.
NOTE: If the CAPA data is updated this WILL have a separate set up fee!
But, there is no reason for the CAPA file to be updated.
September 2007
Demographic Data Corrections

11. Cost of Replacement Reports
Cost per Student Tested on the admin.
Student Report Paper
Student Report PDF on DVD-ROM
Student Record Label
$1.50
$0.25
$0.80
Student Master List
$0.60
Group Summary CAT/6 Survey, District level
$0.85
Group Summary CAT/6 Survey, School level
Student Master List Summary CST, District level
Student Master List Summary CST, School level
Subgroup Summaries
Master List Summary: CST End-of-course results (mathematics and science)
Student Data File on CD-ROM
$0.32
Cost of replacement reports.
Once again, the “Price Per Student” fee refers to ALL students in an administration.
Hence, a new CD for Administration ONE (in our previous example) would cost 1000 x 0.25 = $250
September 2007
Demographic Data Corrections

12. Demographic Data Corrections
Timing
Submit Form
Form available on
Last day for submissions 12 October
System OPEN for corrections 25 September
System CLOSED for corrections 31 October
Last Day to request file download 30 October, corrected file then must be uploaded by 31 October.
Corrected STAR Internet reports to be posted December
Form currently available by calling the STAR Technical Assistance Center.
You will have just over ONE Month to perform corrections.
Corrected data will be used in the December posting of data by CDE.
September 2007
Demographic Data Corrections

13. Demographic Data Corrections
The Process
Complete and submit form
Obtain new password
Access “STAR 2007 Administration”
Data corrections
Online
Offline
Match unmatched records (optional)
Online only
“Approve – District Complete”
If this step is NOT completed NO data changes will be sent to CDE
Must be completed by 6:00 pm (PST) October 31
50,000 foot overview.
The web site used will be the same as for 2004 Ordering and Pre-ID but a NEW password will be provided to those wishing to perform corrections.
Suggested order. One does NOT have to do Matching before other corrections. Remember matching does NOT affect API and AYP calculations.
On-line = On screen data corrections which was the only option in 2003.
Off-line = Allows a district to download a file, make corrections to the file and then upload it.
September 2007
Demographic Data Corrections

14. Online & Offline Updates
Sequence One
Sequence Two
Request and download file.
Edit data in file.
Upload corrected file.
Edit data online.
Submit online corrections.
Sequence Three
Sequence Four
Request and download file 1.
Request and download file 2
Edit data in file 2.
Upload file 2.
The web site used will be the same as for 2004 Ordering and Pre-ID but a NEW password will be provided to those wishing to perform corrections.
Suggested order. One does NOT have to do Matching before other corrections. Remember matching does NOT affect API and AYP calculations.
On-line = On screen data corrections which was the only option in 2003.
Off-line = Allows a district to download a file, make corrections to the file and then upload it.
September 2007
Demographic Data Corrections

15. Download & Upload Format
Based on CD Data File Layout
Includes ALL data in one file
Includes additional control data fields
Includes records for ALL administrations
File includes CST and CAPA records (STS records not included)
Layout of file is available from STAR Technical Assistance Center but is essentially the same as the CD Layout with a header and trailer record and a few additional fields on each record.
September 2007
Demographic Data Corrections

16. Demographic Data Corrections
Format of Data File
Appendix C of manual
Field
Start
End
Len
Field Description
Update Rules
Acceptable Values 1 2
Record Type
Not Updatable
Numeric (01 = CST and CAT/6, 02 = CAPA) 3 22 20
Vendor Student Number
Numeric 23 43 21
Student Name Last Name (23–33) First Name (34–42) Middle Initial (43)
Updatable but cannot be modified to all blank
Alpha (A–Z) or Blank 4 44 53 10
Student Number
Updatable
Alpha (0–9) or Blank 5 54 63
SSID Number
Alpha (0–9) Valid SSID# or Blank 6 64 65
Date of Birth Month
Updatable but cannot be modified to blank
Numeric (01–12) or Blank 66 67
Date of Birth Day
Numeric (01–31) or Blank 68 71
Date of Birth Year
Numeric (1983–2000) or Blank 7 72
Gender
Updatable but cannot be modified to blank or multiple marks
Alpha (F or M), Blank or ‘+’ = Multiple Marks
September 2007
Demographic Data Corrections

17. Demographic Data Corrections
Sample Data File
Header Record – Do NOT remove or alter
Trailer Record – Do NOT remove or alter
September 2007
Demographic Data Corrections

18. Demographic Data Corrections
After Download
Save a COPY of download file to desktop!!!
Do NOT make online data changes in-between downloading and uploading
Use text editor to make data changes
No Excel or Access
Keep data in same columns and sequence
Do NOT remove Records
Do NOT change fields UIN (3-22) and Control Data ( )
Do NOT adjust Header or Trailer records
We recommend that you work on a copy of the download file.
On-Line edits should not be made between downloading a file and uploading the corrected file.
If this is done the upload will fail (no changes will be made by the upload) and a new download must be requested, amended and reloaded.
A warning is given of this fact when records are amended on-line.
Keep the data in the same columns and in the same sequence.
Possible editors:
EditPlus
EditPadLite
Do NOT use Excel or Microsoft WORD or any other program that might lose the format or insert control characters into the file.
Access can be used with care by those who are experts in using Access.
September 2007
Demographic Data Corrections

19. Upload file Phase 1 - File Check
Unsuccessful
All records rejected
Possible errors
Header Record Error
Trailer Record Error
Records Deleted or Added
Latest Download file not used for upload
File Format
Reasons for failure include:
Tampering with the “Header Record” or “Trailer Record”
Records added or removed from the file (even if the header is amended to match the count in the file the file will still be rejected because the count is different to that which was downloaded!)
The LATEST download file must be amended and used to upload changes.
September 2007
Demographic Data Corrections

20. Upload file Phase 1 - File Check
Successful
Proceed to Phase 2
Record Check
Only modified records will be checked
Phase 2 checks each record.
September 2007
Demographic Data Corrections

21. Upload file Phase 2 - Record Check
Data for entire record has to be valid
Updates record if all data valid
Rejects record if ANY data on the record is invalid
sent to inform that Phase 2 has been completed
Entire record must be valid for the record to be updated.
e.g. If three data items on a record are changed and one is in error the entire RECORD is rejected.
If three records are changed and one contains errors then two will be updated and the third rejected.
September 2007
Demographic Data Corrections

22. Demographic Data Corrections
From:
Subject: Student Demographic Edit File Status Notification
Below is the file processing status for: STAR Student Demographic Edit Upload File
Filename: PN543.1txt.txt
Date Submitted: Thu Sep 06 11:18:36 EDT 2007
Submitter: Jonathan Halling
Status: Error
Total Number of Records: 51
Total Number of Accepted Records: 50
Total Number of Rejected Records: 1
Please return to [URL] to download the detailed error report for this file.
Contact customer service at (800) if you need further assistance.
An summary of the upload is sent once it is complete.
Our example has 3 records rejected due to errors.
These errors are not listed in the . If all 7900 were in error this would be a VERY long .
So, how do I find which records are in error?
September 2007
Demographic Data Corrections

23. Demographic Data Corrections
Resubmit
Download data
Locate records in error
Correct errors
Upload ENTIRE file
Not just the corrected error records
Errors may be corrected either through the “On-Line” (record per screen) process OR
By locating the errors in the upload file, correcting the data, and resubmitting the corrected file.
Resubmit the entire file NOT just the corrected records.
Do not try to set data back to it’s original form using this download, as it will not work. To reset data there are two ways:
Download a new file
Correct the data BACK to the original values on this file
Reload the file
However, this will only work if the data you are resetting is VALID data, as invalid data will be rejected.
If you truly need to reset back to the data that was present on the database on 27 September (when edits opened for business) then you will need to request this from STAR Technical Assistance folk.
September 2007
Demographic Data Corrections

24. Software Demonstration
Online Updates
Matching Records
Download & Upload Files
September 2007
Demographic Data Corrections

25. Demographic Data Corrections
Login to 2007 Database
September 2007
Demographic Data Corrections

26. Demographic Data Corrections
Welcome Screen
September 2007
Demographic Data Corrections

27. Online Corrections Search for Student
September 2007
Demographic Data Corrections

28. Online Corrections Search for Student Results
September 2007
Demographic Data Corrections

29. Online Corrections Update Student Data
Cannot update
Special test conditions
Modifications and Accommodations
September 2007
Demographic Data Corrections

30. Online Corrections Matching Records
Matching only available online
September 2007
Demographic Data Corrections

31. Online Corrections Matching Records
September 2007
Demographic Data Corrections

32. Offline Corrections Request File
September 2007
Demographic Data Corrections

33. Offline Corrections Download File
Available the next day for download
September 2007
Demographic Data Corrections

34. Offline Corrections Edit File
Text editor
September 2007
Demographic Data Corrections

35. Offline Corrections Upload File
September 2007
Demographic Data Corrections

36. Demographic Data Corrections
Upload Messages
Success
Failure
September 2007
Demographic Data Corrections

37. Offline Corrections Check File Status
September 2007
Demographic Data Corrections

38. Demographic Data Corrections
Approve
September 2007
Demographic Data Corrections

39. Demographic Data Corrections
Final Step
Approve – District Complete
Sends data for inclusion in December Internet posting
Sends invoice from ETS
NOTE: No invoice or data changes will be performed if this last step is not performed!
September 2007
Demographic Data Corrections

40. Demographic Data Corrections
Score uncoded and rescore miscoded “End Of Course” math or science tests
Two Options
Demographic Data Corrections
Hand Score
If the End of Course Math &/or Science test codes are correct this is what will happen:
The student’s test will be RESCORED
The corrected score will be used when data is provided to CDE for their internet posting in December
A report of the students revised scaled score(s) and performance level(s) can be obtained:
This will NOT be in the same format as the original Student Report.
It will be a shortened report providing minimal information.
In order to receive this the district will need to supply a list of students to ETS.
4) No other reports will be automatically produced unless the district chooses to have paper reports reprinted.
September 2007
Demographic Data Corrections

41. Demographic Data Corrections
Hand scoring
Factor: Cost to district
Zero additional cost ….
if district is already performing Demographic Data Corrections to correct other data.
$52 per student
Factor: Updated data sent to CDE for inclusion in Internet data posting and API/AYP calculations
YES. NO
Factor: Updated Summary reports, data CD, etc. availability
YES
Factor: New score notification (Student Master List, Student Record Label, data CD, etc.)
Student Master List, Student Record Label, and the student data file CD available for an additional charge
Letter will be sent to the district STAR coordinator containing the new/revised scores.
Factor: Updated STAR Student Report availability
Paper and PDF available
September 2007
Demographic Data Corrections

42. Demographic Data Corrections
Questions?
September 2007
Demographic Data Corrections

43. UPCOMING STAR Webcasts
October 26 9:00 AM – 2008 STAR Ordering Materials
December 05 9:00 AM – 2008 STAR Pre-ID
September 2007
Demographic Data Corrections