1. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 1 2009 STAR Supplemental Order/Late Labels and Extended Data Corrections Webcast March 25, 2009 START TIME 9:00 a.m. Presenter: Michael McDaniel

2. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 2 Objectives District STAR coordinators will know the following: 1.The benefits of using the supplemental/late label process 2.How to submit data to obtain supplemental/late labels 3.The benefits of using the Extended Data Corrections module to correct demographic data 4.How to use the Extended Data Corrections module 5.Which multiple-choice administration demographic data can be changed or added 6.How and when to submit Extended Data Corrections

3. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 3 Agenda Supplemental/Late Labels  Overview  Timeline  Options for data submission –File submission –Screen data entry Extended Data Corrections  Overview  Preparation  Data review and data rules  Timeline  Options for modifying demographic data –Offline—File submission –Online—Screen data entry

4. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 4 Supplemental Order/Late Labels: Overview

5. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 5 Overview This process allows districts to obtain Pre-ID labels for students who enroll in the district after the original Pre-ID cutoff date. Supplemental/late labels are charged at 44 cents per student.

6. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 6 Benefits Reduce hand-marking of answer documents. Reduce errors caused by hand- marking and avoid incorrect data being used to create reports.

7. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 7 Timeline

8. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 8 Pre-ID Cutoff Date First Day of Testing Supplemental/ Late Pre-ID Cutoff Date Last Day of Testing Additional Data Upload file or enter online Timeline 1 WeekApprox. 3 Weeks Approx. 6–9 Weeks 2-day blackout period

9. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 9 Timeline Provide data for new students in district AFTER initial Pre-ID cutoff date. Data will automatically be used to create labels 7 calendar days prior to the LAST day of testing.  Call STAR TAC if district wants labels created earlier.

10. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 10 Options for Data Submission

11. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 11 Options for Data Submission Same options as for regular Pre-ID File upload Screen data entry Combination Note: Districts can still obtain supplemental/late labels even if data were not submitted by the regular Pre-ID deadline.

12. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 12

13. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 13 Submit student demographic data

14. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 14 Questions?

15. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 15 Extended Data Corrections: Overview

16. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 16 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 teacher information used to create the California Report for Teachers.  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.

17. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 17 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 need to provide data at time of scoring (cost is $1.32 per student).  Eliminate need for Demographic Data Corrections in October (cost is $630 plus 16 cents per student).

18. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 18 Preparation Determine whether any data need to be updated or added. Did the district submit the “Demographic Fields to Be Hand-Marked on 2009 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  Student’s teacher’s name

19. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 19 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 before the district’s selected last day of testing of the administration during which the student is testing.

20. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 20 Data Review and Data Rules

21. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 21 Noncorrectable Data Test ProgramPosition 01 District NamePosition 02 – 21 County/District CodePosition 22 – 28 Student also assessed with STSPosition 29 School NamePosition 31 – 50

22. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 22 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

23. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 23 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

24. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 24 Correctable Data All other student demographic data Parent/guardian address Student’s teacher(s)

25. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 25 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.

26. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 26 Timeline

27. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 27 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

28. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 28 Modify Demographic Data Offline: File Submission

29. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 29 Extended Corrections

30. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 30 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.

31. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 31 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 the following day. 5.Select the file name to download the data.

32. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 32 Step 1: Download Data Check this box Request download Data in the file Download file next day

33. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 33 Step 2: Edit Data Edit using text editor  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 Only acceptable format for upload is a fixed format text file (.txt)

34. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 34 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

35. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 35 File Upload Messages Successful upload  An e-mail will be sent to provide results.  An e-mail 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].

36. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 36 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.

37. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 37 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

38. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 38 Step 5: Correct Errors Click on the word “Error” under “Status” to display list of errors. Note: Errors should be corrected. Some errors, when left uncorrected, may incur additional charges to the district.

39. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 39 Modify Demographic Data Online

40. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 40 Extended Corrections

41. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 41 Extended Corrections Menu Search and edit individual student records

42. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 42 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).

43. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 43 Student Select the student’s last name to view the data associated with the student.

44. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 44 Modify Student Demographic Data

45. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 45 Questions?

46. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 46 More Questions? For STAR technical questions: STAR TAC—800-955-2954 For STAR policies: CDE—916-445-8765

47. March 2009 Supplemental Order/Late Labels and Extended Data Corrections 47 Next STAR Webcast April 29, 2009 Getting Involved in Assessment Review Panels, Standard Setting, Item Writer Training, and Field- Testing