2013 data corrections: aau, calpads, star, cahsee webcast september 25, 2013 start time: 9 a.m

2013 Data Corrections:AAU, CALPADS, STAR, CAHSEE

WebcastSeptember 25, 2013

Start time: 9 a.m.

2013 STAR Data Corrections Webcast | September 2013

Objectives

• Overview of data corrections and Accountability• Overview of correcting demographic data in the California

Longitudinal Pupil Achievement Data System (CALPADS)• Overview of correcting Standardized Testing and Reporting

(STAR) program data• Overview of correcting California High School Exit

Examination (CAHSEE) program data

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Introductions

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CALIFORNIA DEPARTMENT OF EDUCATIONTom Torlakson, State Superintendent of Public Instruction

September 2013

Making Data Corrections in CALPADS ODS

TOM TORLAKSONState Superintendent of Public Instruction


Topics1. Data Sources Used for

Accountability Reports2. Data Corrections Process 3. Data Files Provided to Local

Educational Agencies (LEAs)4. Timelines

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Data Sources Used for Accountability Reports

Starting with the 2012–13accountability reporting cycle, two data sources were used by the Academic Accountability Unit (AAU) to produce Academic Performance Index (API), Adequate Yearly Progress (AYP), and Program Improvement reports

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Data Sources Used for Accountability Reports (Cont.)• The two data sources:

– Assessment results, and related data fields, provided by the Educational Testing Service (ETS), and

– Enrollment, demographic, and program participation data from the California Longitudinal Pupil Achievement Data System Operational Data Store (CALPADS ODS)

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Data Correction Process

• Assessment-related data corrections are to be made through ETS

• Enrollment, demographic, and program participation data corrections are to be made using the CALPADS ODS

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Identification of Data Errors

• To help LEAs identify potential data errors, the AAU will provide accountability coordinators, who have secure ListServ privileges, with password-protected encrypted student-level data files

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Identification of Data Errors (Cont.)

• Three student-level files will be provided:– Demographic data files containing

race/ethnicity and program participation – Continuous enrollment data file

indicating which students were identified as continuously enrolled

– Four-year cohort graduation data

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Timeline• October 31, 2013: Deadline for making

corrections in the CALPADS ODS • November 1, 2013: Data extracted from

CALPADS ODS • February 2014: Revised API, AYP, PI,

Standardized Testing and Reporting, and California High School Exit Examination reports posted to the California Department of Education Web site

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Contact Information

Questions regarding the demographic and continuous enrollment data files:

Justin Lane916-323-1341

[email protected]

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Contact Information (Cont.)

Questions regarding business rules for demographic and program participation:

Michael Mercier 916-323-5029

[email protected] Dan Sikangwan 916-322-3048

[email protected]

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CALIFORNIA DEPARTMENT OF EDUCATIONTom Torlakson, State Superintendent of Public Instruction

2013 CALPADSDemographic Data Corrections

September 2013



CALPADS ObjectivesDistrict CAHSEE and STAR coordinators will understand:•Why CALPADS data should be corrected•Which CALPADS data can be corrected•When CALPADS data can be corrected•How to coordinate CALPADS data corrections through the LEA Administrator or designated CALPADS user

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Why Correct CALPADS Data?

Beginning in the 2012–13 Academic Year, the following will be calculated using CALPADS demographic data: •Adequate Yearly Progress (AYP )•Academic Performance Index (API)•Graduation rates•Dropout rates•Graduation cohort

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Which CALPADS datacan be corrected?

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The following fields may be corrected in the CALPADS Operational Data Store (ODS):•Student’s English Proficiency•English Learner Date First Enrolled in U.S. School •Ethnicity/Race•Hispanic or Latino•Parent Education Level•National School Lunch Program (NSLP) •Special Education Exit Date•Primary Disability (3-digit primary disability code; 000 = no reported disability) •R-FEP students in grades five through eleven scored Proficient or Advanced any 3 years on CST and/or CMA for ELA •Reclassified Fluent-English-Proficient (R-FEP) Date (CAHSEE Only)•Primary Language (CAHSEE Only)



When can CALPADS data be corrected?

CALPADS ODS data corrections may be made up until 5pm of the October 31, 2013 deadline.

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How to coordinate CALPADS data corrections• Each LEA has 1–2 CALPADS LEA

Administrators whose role is to provide access to local LEA users. This CALPADS LEA Admin has granted certain users privileges to modify these data.

• The District CAHSEE and STAR coordinator(s) will need to collaborate with these local users in order to make data corrections in the CALPADS ODS.

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CALPADS Support Contact Information

For CALPADS support, please contact the CALPADS Service Desk by

• E-mail: [email protected]

or • Web form:

http://www2.cde.ca.gov/calpadshelp/default.aspx

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2013 STARData Corrections


STAR ObjectivesDistrict STAR coordinators will understand:• Why data should be corrected• Which data can be corrected (See Appendix C)• What the cost is for correcting data• When data can be corrected• How to make data corrections• Data corrections vs. handscoring end-of-course

mathematics and science tests

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What’s New ?

• Only fields related to the assessments are to be corrected in the Data Corrections module.– Special conditions, accommodations,

modifications, variations– Test taken– . . . and so forth

• All other fields are to be corrected in the California Pupil Achievement Data System (CALPADS).

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Reminders

• Layout Changes– See the “What’s New” table starting on page 1 of the

Demographic Data Corrections Manual for changes to the data layout.

• Search for Student– You can search by student SSID when matching

unmatched grades four and seven students multiple choice with unmatched writing.

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Why Correct Data?

• Correct 2013 assessment data• Score uncoded and rescore miscoded end-of-course

mathematics or science tests– Other option is to hand score

• Obtain corrected data CD – Even if only making corrections in CALPADS

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• SSID• CAPA Level• County and district code for student’s residence if

residence is other than where student attends school/receives services

• Special Testing Conditions (except for certain fields)• Accommodations or Modifications Used• Adult Testing Irregularities• Inappropriate Test Preparation

Fields that may be corrected


Fields that may be corrected, con’t

• English Learner Test Variations

• Receives special education services at a nonpublic, nonsectarian school (NPS) based on IEP

• NPS school code (CST, CMA, CAPA, and STS)

• CST/CMA for Mathematics Test Taken

• CST for Science Test Taken

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Demographic fields that may NOT be corrected

• District Name

• County/District Code

• School Name

• School Code

• Grade Level of Test Taken (enrollment grade may be changed)


How much does it cost?

• One setup fee of $630– Regardless of number of administrations changed

• 16 cents per record– ALL students tested on the administration

• Additional cost for replacement reports and CD

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Example• Two administrations

– 1,000 students tested on admin 1– 5,000 students tested on admin 2

• Correct 900 students on admin 1– Cost = $630 + (0.16 x 1000) = $790

• Correct 3,000 students on admin 2– Cost = $630 + (0.16 x 5000) = $1,430

• Correct 900 students on admin 1 plusCorrect 3,000 students on admin 2– Cost = $630 +(0.16 x 6000) = $1,590

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Cost of Replacement Reports

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Report Cost per student tested in the admin.

Student Reports (paper)Student Reports (PDFs on DVD-ROM) Student Record Label

$1.50$0.25$0.80

Student Master List $0.60Student Master List Summary, School level $0.60Student Master List Summary, District level $0.60Subgroup Summaries $0.85Student Master List Summary: End-of-course CST results,

end-of-course CMA results$0.60

Student Data File on CD-ROM $0.32


Timeline• Submit form

– Form available on www.startest.org/forms.html – Last day for submissions is October 10

• System OPEN for corrections on September 16• System CLOSED for corrections on October 25

– Last day to request file download is October 24; corrected file then must be uploaded by October 25

• Corrected STAR Internet reports to be posted in January – Not the same as accountability reports

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The Process• Complete and submit form.• Obtain new password.• Access “STAR 2013 Administration.” • Make data corrections.

– Online– Offline

Request download file NO LATER than October 24• Match unmatched records (optional).• Select to “Approve – District Complete.”

– If this step is NOT completed, NO data changes will be sent to the CDE.

– Must be completed by 6 p.m. (PST) October 25.

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Online & Offline Updates

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Scenario One Scenario Two1. Request and download file.2. Edit data in file.3. Upload corrected file.

1. Edit data online.2. Submit online corrections.

Scenario Three Scenario Four1. Edit data online.2. Submit online corrections.3. Request and download file.4. Edit data in file.5. Upload corrected file.

1. Request and download file 1.2. Edit data online.3. Submit online corrections.4. Request and download file 2.5. Edit data in file 2.6. Upload file 2.


Download & Upload Format

• Based on STAR Student Data Layout – Includes ALL data in one file– Includes additional control data fields

836 Characters long

• Includes records for ALL administrations• File includes CST, CMA, and CAPA records

– STS records not included

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Format of Data File

Appendix C of Demographic Data Corrections Manual

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Sample Data FileHeader Record – Do NOT remove or alter

Trailer Record – Do NOT remove or alter

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After Download

• Save a COPY of download file to desktop.• Do NOT make online data changes in between

downloading and uploading.• Use a text editor to make data changes.

– Do not use Excel.

ImportantIf downloading and correcting the entire file, use text file (.txt) format only. Do not edit data in Microsoft Excel or any other application that could potentially reformat the data. Be sure to upload the entire corrected text file (.txt), including the header and trailer records. Do not change the sequence of any of the records in the file.

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After Download (continued)

• Keep data in same columns and sequence.• Do NOT remove records.• Do NOT change fields UIN (3–22) or “ETS Use

Only” (775–836).• Do NOT adjust header or trailer records.

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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

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Upload File Phase 1, File Check

• Successful– Proceed to Phase 2

Record checkOnly modified records will be checked

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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 are

invalid• E-mail sent to inform that Phase 2 has been

completed

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E-mail

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From: [email protected] Subject: Student Demographic Edit File Status Notification

Below is the file processing status for: STAR Student Demographic Edit Upload FileFilename: PN543.1txt.txt

Date Submitted: 2013-10-15 09:20:22.0Submitter: District STAR CoordinatorStatus: Error

The following fatal errors have occurred while processing the file:

Total Number of Records: 51Total Number of Accepted Records: 50Total Number of Rejected Records: 1Please return to [URL] to download the detailed error report for this file.Contact customer service at (800) 955-2954 if you need further assistance.


Resubmit

• Download data • Locate records in error• Correct errors• Upload ENTIRE file

– Not just the corrected error records

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SoftwareDemonstration

• Online Updates• Matching Records• Download & Upload Files

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Logon to 2013 Database

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Welcome Screen

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Online CorrectionsSearch for Student

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Online CorrectionsSearch for Student Results

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Online CorrectionsUpdate Student Data

Cannot update online:

– Special test conditions

– Modifications and accommodations

Must make these corrections offline.

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Online CorrectionsMatching Records

• Matches grades 4 and 7 multiple choice and writing.• Corrections can be made online or by downloading

your data file.• Please see page 19 of the 2013 STAR Demographic

Data Corrections Manual or call the your STAR TAC representative for further information.

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Offline CorrectionsRequest File

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Offline CorrectionsDownload File

Available the next day for download

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Offline CorrectionsEdit File

Text editor

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Offline CorrectionsUpload File

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Upload Messages

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Success

Failure


Offline CorrectionsCheck File Status

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Final Steps

• Request and save a copy of final corrected data file• Approve – District Complete

– Sends data for inclusion in January Internet posting– Sends invoice from ETS

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Approve

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Score Uncoded and Rescore Miscoded End-of-course

Mathematics or Science Tests• Two options

– Data corrections– Handscoring

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Data Corrections HandscoringQuestion: What is the fee to the school district?Zero additional cost ……if district is already performing

demographic data corrections to correct other data.

$52 per student

Question: Will updated data be sent to CDE for inclusion in Internet data posting and API/AYP calculations?

YES NOQuestion: Will updated summary reports, data CD, etc., be available?YES NOQuestion: Will there be notification of new score(s) (Student Master List, Student Record Label, data

CD, etc.)?YESThe updated Student Master List,

Student Record Label, and the student data file CD will be available for an additional charge.

YESLetter will be sent to the district STAR coordinator containing the

new/revised scores.

Question: Will updated STAR Student Reports be available?YESPaper and PDF available

NO

Data Corrections vs. Handscoring FAQs for EOC Mathematics or ScienceData Corrections vs. Handscoring FAQs for EOC Mathematics or Science


Questions?

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QuizWhich of these methods can be used to correct student demographic data online?

A. Request handscoring.B. Resubmit my Pre-ID file. C. Use the search-for-student feature to correct one student

record at a time.D. Upload an Excel spreadsheet containing only the

corrected records.

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Quiz

You should download a file, correct records online, and then upload the file.

True.

False.

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QuizWhich field can be corrected using CALPADS demographic data corrections?

A. Parent Education LevelB. School code C. District nameD. Test administration

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QuizWhat are the last two tasks you should perform before finishing the demographic data corrections process?

A. Contact the CDE and let them know you are finished, and then call STAR TAC.

B. Request and download a final copy of your district’s demographic corrections for your records, and then select the “Approve – District Complete” button.

C. Make sure to contact your district’s superintendent, and then take a coffee break.

D. Select the “Approve – District Complete” button, and then select “Unapprove.”

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Next Webcast:

2014 STAR Order Management 2014 STAR Order Management October 16, 2013 October 16, 2013

Webcast starts at 9 a.m.

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2013 CAHSEEDemographic Data

CorrectionsWebcast

September 25, 2013


• SSID• Local ID• Gender• Birthdate• Grade• Post-Grade 12 Student• Migrant Education• Gifted and Talented

Correctable Fields Using CAHSEE Online


• Assessed by CAPA• Receives special education services at NPS• NPS CDS Code• County and District Code of Residence• Met ELA Requirement• Met Math Requirement• Grade 10 Census/Make Up

Correctable Fields Using CAHSEE Online


Demographic fields that may NOT be corrected in CAHSEE Online

• Student Last Name• Student First Name• School Code• District Name• County/District Code• Accommodations/Modifications Used• English Learner Test Variations


How much does it cost?

• There is no cost for correcting CAHSEE data through CAHSEE Online.

• Corrected data files may also be downloaded at no cost.• Reprints—Student Score Report, Student Detail CD,

Summary Report-$25/student or $250 to reprint the entire district Student and Parent Reports (Any file or reprint request prior to the current school year will be an additional $300 fee.)

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Timeline• System OPENED for corrections on July 26• System CLOSES for corrections on September 30

– Last day to make corrections to July 2012 – May 2013 data through CAHSEE Online

– Reopens for available 2013–2014 data on October 4 • Corrected CAHSEE 2012–2013 Internet reports to

be posted in January – Not the same as accountability reports

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Logon to CAHSEE Onlinehttps://cahsee.ets.org/

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Logon to CAHSEE Online

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Homepage

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Data Corrections

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Search for Student

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Student Results

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LEA Profile

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Special Services Request

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Questions?And

Answers!

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2013 data corrections: aau, calpads, star, cahsee webcast september 25, 2013 start time: 9 a.m

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