march 2009 supplemental order/late labels and extended data corrections 1 2009 star supplemental...

March 2009 Supplemental Order/Late Labels and

Extended Data Corrections 1

2009 STAR2009 STARSupplemental Order/Late LabelsSupplemental Order/Late Labels

andandExtended Data Corrections Extended Data Corrections

Webcast Webcast

March 25, 2009START TIME 9:00 a.m.

Presenter: Michael McDaniel



ObjectivesObjectivesDistrict 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



AgendaAgenda

• Supplemental/Late LabelsOverviewTimelineOptions for data submission

– File submission– Screen data entry

• Extended Data CorrectionsOverviewPreparationData review and data rules Timeline Options for modifying demographic data

– Offline—File submission– Online—Screen data entry



Supplemental Order/Late Labels: Supplemental Order/Late Labels: OverviewOverview



OverviewOverview

• 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.



BenefitsBenefits

• Reduce hand-marking of answer documents.

• Reduce errors caused by hand-marking and avoid incorrect data being used to create reports.



TimelineTimeline



Pre-IDCutoff Date

First Day of

Testing

Supplemental/Late Pre-IDCutoff Date

Last Day of

Testing

Additional Data

Upload file or enter online


TimelineTimeline

1 WeekApprox. 3 WeeksApprox. 6–9 Weeks

2-day blackout period



TimelineTimeline

• 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.



Options for Data SubmissionOptions for Data Submission



Options for Data SubmissionOptions 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.



Submit student demographic data



Questions?Questions?



Extended Data Corrections: Extended Data Corrections: OverviewOverview



OverviewOverview

• 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.



BenefitsBenefits• 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).



PreparationPreparation

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



Preparation (continued)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:

o On-screen—one student at a timeo File—download data, correct, and reload corrected datao Combination

– 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.



Data Review and Data RulesData Review and Data Rules



Noncorrectable DataNoncorrectable Data

Test Program Position 01

District Name Position 02 – 21

County/District Code Position 22 – 28

Student also assessed with STS Position 29

School Name Position 31 – 50




School Code Position 51 – 57

Delivery Name Position 61 – 80

Delivery Code Position 81 – 90

Grade Enrolled Position 91 – 92

Student Assessed with CAPA Position 211

Multiple Choice Admin Period Position 214 – 215




Writing Test Date Position 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



Correctable DataCorrectable Data

• All other student demographic data

• Parent/guardian address

• Student’s teacher(s)



Example Use: Example Use: Student TransfersStudent 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.



TimelineTimeline



Pre-IDCutoff Date

First Day of

Testing

Supplemental/Late Pre-IDCutoff Date

Last Day of

Testing

Edit using Extended Data Corrections

Additional records

Edit using Extended Data Corrections



Download file and upload with edits or edit online

Download file and upload with edits or edit online

TimelineTimeline

1 WeekApprox. 3 WeeksApprox. 6–9 Weeks

2-day blackout period



Modify Demographic Data Offline:Modify Demographic Data Offline:File SubmissionFile Submission



Extended CorrectionsExtended Corrections



Extended Corrections MenuExtended 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.



Modify Demographic Data:Modify Demographic Data:ProcessProcess

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.



Step 1:Step 1:Download DataDownload DataCheck this box

Request download

Data in the file

Download file next day



Step 2:Step 2:Edit DataEdit 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:o Line number optiono Column number optiono 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

• Only acceptable format for upload is a fixed format text file (.txt)



Step 3:Step 3:Upload Amended FileUpload 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



File Upload MessagesFile 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].



Step 4:Step 4:Review Uploaded Data File StatusReview 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.



Step 4:Step 4:Review Uploaded Data File Status (cont.)Review Uploaded Data File Status (cont.)

File Status:Submitted – File has been uploaded but not processedIn Process – Data records are currently being validatedError – 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 errorsFailed Processing – File loaded with errors and failed to process



Step 5:Step 5:Correct ErrorsCorrect 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.



Modify Demographic Data OnlineModify Demographic Data Online



Extended CorrectionsExtended Corrections



Extended Corrections MenuExtended Corrections Menu

Search and edit individual student records



Search for a StudentSearch 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).



Student Student

Select the student’s last name to view the data associated with the student.



Modify Student Demographic DataModify Student Demographic Data



Questions?Questions?



More Questions?More Questions?

For STAR technical questions:

STAR TAC—800-955-2954

For STAR policies: CDE—916-445-8765



Next STAR WebcastNext STAR WebcastApril 29, 2009April 29, 2009

Getting Involved in Getting Involved in Assessment Review Panels, Assessment Review Panels,

Standard Setting, Item Writer Standard Setting, Item Writer Training, and Field- TestingTraining, and Field- Testing

march 2009 supplemental order/late labels and extended data corrections 1 2009 star supplemental...

Documents

data need

missing data

data submissionoptions

data changes

incorrect data

accurate demographic

data submissionsame

extended data corrections