recorded november 8, 2013 presenter mike mcdaniel

2014 Pre-ID Workshop | 1November 2013

2014 Pre-ID Workshop for Paper-based Testing of

CSTs for Science; CMA for Science; CAPA for ELA,

Mathematics, and Science; STS for RLA; and EAP

Recorded November 8, 2013Presenter Mike McDaniel


ObjectivesLEA testing coordinators will know:• What data are necessary to Pre-ID

− CST, CMA, (grades 5, 8, and 10)

− CAPA for Science (grades 5, 8, and 10)

− CAPA English–Language Arts (ELA) and Mathematics (grades 2–11)

− STS for Reading/Language Arts (RLA) (grades 2–11)

− EAP (essay, CST for ELA Grade 11), CST for Algebra II and/or CST for Summative H.S. Math)

• How and when to submit data• The benefits of

− Supplemental order/late label process− Extended Pre-ID data corrections process


• 2014 Reminders • Pre-ID options and charges• How to Pre-ID for each administration

− Multiple choice− EAP essay

• Data review and data rules • Timeline • File format and upload process• Online data entry• Late/Supplemental labels• Extended Pre-ID Data Corrections

Agenda


2014 Pre-ID 2014 Pre-ID What’s New and Reminders What’s New and Reminders


• Tests that students are required to take in 2014 are:− CSTs for Science for students in grades 5, 8, and 10

− CMA for Science for students in grades 5, 8, and 10 who meet the CMA eligibility requirements

− CAPA ELA, Science and Mathematics (grades 2–11) who meet the CMA’s eligibility requirements

− EAP (essay, CST for ELA Grade 11), CST for Algebra II and/or CST for Summative H.S. Math)

2014 What’s New


• Tests that are state-paid but optional in 2014 are: − STS for RLA for students in grades 2–11 LEAs may order the STS for RLA for students who are

Spanish-speaking English learners (ELs) who will have been in school in the United States or one of its territories for less than 12 cumulative (not consecutive) months and who are receiving instruction in Spanish.

Only students who are coded as ELs will receive scores.

− EAP for grade 11 (essay, CST for ELA Grade 11), CST for Algebra II and/or CST for Summative H.S. Math)

2014 What’s New, cont.


• District Data Profile for LEAs− The “District Data Profile” report for LEAs

displays a breakdown of student counts within selected fields of a selected multiple-choice test administration

• Missing Demographic Report− E-mail notice sent to LEA testing coordinators

− Generated by Pre-ID load

− Will reside on the Test Management System

2014 Reminders


• There is a charge for CST, CMA, and CAPA Pre-ID and address printed on CST, CMA, and CAPA Student Reports.

• There is a charge for STS Pre-ID and address printed on STS Student Report.

• Extended Pre-ID Data Corrections gives access to data after Pre-ID cutoff date.− Able to edit student demographic data− Unable to delete file or individual student records

• You should review all field changes.

• Supplemental/Late labels are available.

2014 Reminders, cont.


Pre-ID Pre-ID Options and ChargesOptions and Charges


• Documents − Advantage: Documents are pre-coded− Disadvantage: Data required approximately 8 weeks prior to testing

• Labels− Advantage: Later submission of data (approximately 5 weeks prior

to testing)− Disadvantage: Time spent to apply labels to answer documents

Pre-ID Options


• Late/Supplemental Labels− Advantage:

Data submitted minimum of 7 calendar days prior to SELECTED LAST day of testing

Reduces or eliminates hand-marking demographic data

− Disadvantage: Additional shipment to the LEA Additional charge $0.44 vs $0.38

Pre-ID Options, cont.


• Documents and labels− EAP essay

No charge− CST or CMA multiple-choice

$0.38 per student− CAPA

$0.38 per student− STS

$0.38 per student• Supplemental/Late labels

− EAP essay, CST, CMA, CAPA, and STS $0.44 per student

Pre-ID Charges


• Optional− Parent/Guardian address:

Additional $0.22 per report» Address printed on CST, CMA, and CAPA individual

Student Reports

» Address printed on STS individual Student Reports

Example: Grade 5 student receiving CST and STS reports

CST

$0.22 STS

+ $0.22 Total

$0.44

Pre-ID Charges, cont.


• Purchase order (P.O.) required for all Pre-ID− One P.O. to cover all Pre-ID charges

• No P.O. = No Pre-ID− Send P.O. for “California TAC Pre-ID Services”

to ETS: Mail— ATTN: California TAC

2731 Systron DriveConcord, CA 94518

Fax— 800-541-8455

Pre-ID Purchase Orders


How to Pre-ID for How to Pre-ID for Each AdministrationEach Administration


• Separate file for each administration• Multiple-Choice Test Administration Period

(Pos 214–215) − “01” – “08”

• Writing Test Date (Pos 216–217) − Leave BLANK

• Include students in all grades− Students in grades 11 who may have already been

Pre-ID’d for EAP essay in a separate file MUST be included in the multiple-choice file in order to obtain Pre-ID for the MC administration

Multiple-Choice Administrations


• Students assessed with CST only− Leave CAPA test (Pos 211) and CMA tests

(Pos 218–220) BLANK

− Grades 5, 8, 10, and 11 Each record will create a Pre-ID answer document

or label

Multiple-Choice Administrations, cont.


• Students assessed with CMA only1. Disability code (Pos 189–191) must NOT equal

“000.” 2. Leave CAPA test (Pos 211) BLANK.3. Leave Special Education Exit Date (Pos 239–246)

BLANK. 4. For grades 5, 8, and 10, “Y” if Student will be

assessed with CMA–Science (Pos 220).− Each record will create a Pre-ID answer document

or label.



• Students assessed with CAPA− Grades 2–11

Enter “Y” if student with significant cognitive disability will be assessed with the CAPA (Pos 211).

Disability code (Pos 189–191) must NOT equal “000.”

Each record will create a Pre-ID CAPA answer document or label.



• Students assessed with STS in addition to CST and/or CMA− Grades 5, 8, and 10

Enter “Y” if Student will also be assessed with the STS (Pos 29).

Not valid for students assessed with CAPA. Student must be Spanish-speaking English learner. Process creates an additional Pre-ID STS answer

document or label



• Separate file from multiple-choice Pre-ID file(s)• Include grade 11 students only

− Students in grade 11 assessed with CAPA should NOT be included

• Multiple-Choice Test Administration Period− Leave BLANK (Pos 214–215)

• Writing Test Date (Pos 216–217)− “03” (indicates EAP Essay administration)

• Requires minimal demographic data to be submitted

EAP Essay Administration


• Test Program ID• County/LEA Code• School Code• Grade Enrolled• Last Name• First Name

• Date of Birth (month)• Date of Birth (day)• Date of Birth (year)• Gender• SSID • Writing Admin Number (03)• Student ID locally assigned

(optional)

Minimal Data Required

EAP Essay Administration, cont.


Transfer a Student Pre-ID Transfer a Student Pre-ID Record from School to SchoolRecord from School to School


• Pre-ID allows users to transfer students from one school to another within the same LEA after Pre‑ID data have been extracted and before the supplemental order/late label cutoff date.

• The process will create a late label for the transferred student.

Transfer a Student Pre-ID Record From School to School


• Select the Search Student Profile link in the left navigation bar.

• Enter search criteria in at least one of the Primary Search fields.

• Enter search criteria in any of the Secondary Search fields to narrow the search.

• Select Search to perform the search.



• If the student’s data can be accessed, select the Transfer button at the bottom of the page.– When student data have been extracted, a message appears under the LEA

name on the top of the page. Message includes a reminder that you may need to make changes to demographics later.

• Select OK on the “Are you sure you want to transfer this student” alert box.



• In the Student Profile form that appears, change the school in the School dropdown list and update.

• Enter data in fields, as appropriate.

• When entries are complete, select Submit to submit and exit out of the Transfer Student Profile form.



• Use the file upload process described starting on page 42 of the 2014 Pre-ID Manual.

• View the file error report by selecting the Pre-ID File Status link and then selecting the appropriate error link.

• Select the Duplicate link under “Duplicate Errors” in the error tree to display a list of all duplicate students eligible for Transfer.


(Transfer in Bulk)


• Select a student to transfer on the Pre-ID Error Report page.

1. Select the Transfer button.

2. Change the student’s school.

3. Transfer and Get Next Errored Record to save changes and open the next student record or Transfer and Exit to save changes and return to the “Pre-ID File Error Report” or Refresh to delete any data that were just entered or Cancel to return to the Pre-ID File Error Report.


(Transfer in Bulk)


• Select the students to transfer on the Pre-ID File Error Report page.

1. Check the boxes of the students on the Pre-ID File Error Report to transfer or the Select All check box to select all the students within the error category.

2. Select the Bulk Transfer button.

3. Select OK on the “Are you sure you want to bulk transfer students?” alert box.


(Transfer in Bulk)


2014 Pre-ID 2014 Pre-ID Data Review and Data RulesData Review and Data Rules


• Pre-ID layout− Download from http://www.startest.org/sms.html

• Pre-ID and Extended Pre-ID Data Corrections Instructions Manual− Released with Order Management System module

November 4

− http://www.startest.org/sms.html

Pre-ID Documentation


• What’s New in the layout− Manual, Pages 1–3

• Pre-ID layout− Manual, Pages 69–90

• Updated field descriptions marked with “Changed in 2014”

2014 Pre-ID Changes


• Non–alphanumeric characters− Student name

Records are written to error table. LEAs MUST clean up these records. If character is not removed, record will NOT be used to

Pre-ID.− Delivery name

Records are written to error table. If character is not removed, record WILL still be used to

Pre-ID. Character will be removed when data extracted on

Pre-ID cutoff date.

Pre-ID Data Reminders:Handling Illegal Characters


• Valid characters include six special characters1. Number symbol #

1. Period .

2. Forward slash /

3. Hyphen –

4. Ampersand &

5. Apostrophe '

Pre-ID Data Reminders:Student’s Street Address


Demographic Fields to Be Hand-Marked on 2014 Answer Documents or Entered During

Extended Pre-ID Data Corrections • Submit form prior to

uploading data to avoid records being reported as being “in error.”

• Allow 24 hours after submitting form before loading data.

• Data may be added online after the Pre-ID cutoff date using Extended Pre-ID Data Corrections, or hand-marked on answer documents.


• Test Program ID (Pos 1)− Must be “1”

• County/LEA Code (Pos 22–28) − Must be the 7-digit CD code of LEA uploading data

• Student will also be assessed with STS RLA (Pos 29)− Grades 2–11 only− At the option of the school LEA− Primary Language must be “01” (Spanish) AND

English Proficiency must be “EL” (English Learner)− Only include “Y” for students the LEA will test with

STS

Pre-ID Data Review


• Delivery Name (Pos 61–80) − Used to sort Pre-ID docs/labels

Documents are shrink-wrapped by “Delivery name”− Usually a teacher or classroom name− Converts nonalpha characters to blank

• Delivery Code (Pos 81–90) − Alternative or additional field to determine sort order of

Pre-ID documents/labels Documents NOT shrink-wrapped by “Delivery code”

− Usually a classroom number− Field converted to blank if contents include alpha (A–Z,

a–z) characters

Pre-ID Data Review, cont.


• Grade (Pos 91–92)− Must be a valid grade for the school

Check “District Profile” data− Enrollment grade of student

No out-of-level testing allowed

• Student’s name (Last, First, Middle initial) (Pos 93–113)

− If nonalpha character is not corrected, record will NOT be used to Pre-ID

• Student’s locally assigned ID Number—optional (Pos 114–123)



• SSID (Pos 133–142)− Statewide Student Identifier

− Required for all students

− Used to match grade 11 EAP essay with multiple-choice test

• Hispanic or Latino (Pos 143) − Mark each with a “Y” or “N”

• Parent Education Level (Pos 167–168)− Highest education level of most educated parent/guardian



• Program Participation (Pos 177–180) − Mark each with a “Y” or “N”

• NSLP (Pos 185) − Mark each with a “Y” or “N”

• English Learner date first enrolled in school in the United States or one of its territories (Pos 192–199) − Required only if English Proficiency is “EL” (English Learner)

• FEP Date Reclassified (Pos 200–207) − Required only if English Proficiency is “RFEP” (reclassified

fluent English proficient)• R-FEP student scored Proficient or Advanced any 3 years on ELA

CST and/or CMA (Pos 208)− After reclassification− Does not need to be 3 consecutive years



• English Learner enrolled in school in the United States or one of its territories less than 12 months at time of testing (Pos 209)− “Y” or leave blank− Required only if English Proficiency is “EL” (English

learner)• Student with significant cognitive disability will be

assessed with CAPA (Pos 211)− “Y” will cause CAPA document to be Pre-ID’d

Pre-ID CAPA documents will be pre-marked as “Examiner” answer documents

− Blank will cause a Pre-ID CST or CMA document or label to be printed



• Multiple-Choice Test Administration (Pos 214–215)− Must contain leading zero− School must have an order for the administration− If MC admin is completed, leave writing administration BLANK

• Writing Test Administration for EAP (Pos 216–217)− Must contain leading zero− School must have order for the administration− Use “03” for EAP essay− If writing administration is completed, leave multiple-choice

administration BLANK



• Student will be assessed with CMA–Science (Pos 220)− Valid for grades 5, 8, and 10 only

Disability code (Pos 189–191) must NOT equal “000”

• Student receives special education services at an NPS (Pos 231)− Only valid if Primary Disability is not “000”− If school code is “0000001” then this field must be “Y”



• NPS school code (Pos 232–238)− 7-digit code obtained from CDE Web site

http://www.cde.ca.gov/re/sd/

• Exit Date from Special Education Services (Pos 239–246)− Format CCYYMMDD− Valid Range 20090101 to 20140812− Only valid if primary disability is “000”− Not required for records with primary disability “000”

Students who have never received special education services



• Enter county and LEA codes for students with IEPs if student’s residence is other than where student attends school/receives services. (Pos 247–253)− Only required for students with IEPs who are enrolled in a

school or county office of education program but reside in another LEA Must be a valid County/LEA code Only valid if Primary Disability is not “000” Leave blank if student resides in the LEA where instruction is

being provided

− Leave blank for all other students



• Parent/Guardian address data (Pos 331–421)− Charged per student

− Additional charge for STS

− Address printed on Student Reports CST, CMA, CAPA, and STS

• Customer Pre-ID Data Field (Pos 422–500) − Any alphanumeric data

− Data returned on LEA’s CD



Pre-IDCutoff Date February 3 March 24 March 30

New Pre-ID Order

Upload file or enter online

Grade 11

Additional Pre-ID Order


Grade 11

Last day for EAP testing

First day for EAP Essay

Last day for EAP Essay Pre-ID

2-day blackout period

Timeline EAP Essay


Pre-IDCutoff Date

First Day of Testing

Supplemental/Late Pre-ID

Cutoff DateLast Day of

Testing

New Pre-ID Order Edit using Extended Pre-ID Data Corrections

Additional Order

Edit using Extended Pre-

ID Data Corrections



Download file and upload with edits

or edit online

Download file and upload

with edits, or edit online

1 WeekApprox. 3 WeeksApprox. 6–9 Weeks

2 day Blackout Period

Timeline Multiple-Choice Administration


• Administration set up as Pre-ID type “Documents”− Database will be searched automatically for new

data records on the following dates: Pre-ID document cutoff date

» Pre-ID documents will be produced at 38 cents rate 21 calendar days later, on the regular Pre-ID label

cutoff date» Pre-ID labels will be produced at 38 cents rate

7 calendar days prior to selected last day of testing» Pre-ID labels will be produced at 44 cents rate

Data Extracted for Pre-ID


• Administration set up as Pre-ID type “Labels”− Database will be searched automatically for new

data records on the following dates: Pre-ID cutoff date Pre-ID labels will be produced at 38 cents rate 7 calendar days prior to last day of testing Pre-ID labels will be produced at 44 cents rate

Data Extracted for Pre-ID


• Fixed format (.txt)− Positions provided in the Pre-ID layout

• Comma separated (.csv)− Fields in same order as described in Pre-ID layout

• Excel spreadsheet (.xlsx, .xls)− Templates available− Use either template on

http://www.startest.org/sms.html − All columns defined as TEXT

Valid File Formats


• EAP Essay Administration− Code Writing Administration = “03”− Leave Multiple-Choice Administration BLANK

• Multiple-Choice Administrations− Leave Writing Administration BLANK− Code Multiple-Choice Administration = “01,”

“02,” etc.

One Administration Only Per File


• Step 1 − Send P.O. for “California TAC Pre-ID Services” to ETS:

Mail— ATTN: California TAC


Fax— 800-541-8455

• Step 2− Extract data from Student Information System and format

as .txt, .xlsx, .xls, or .csv file.

Pre-ID File Load


• Step 3− Submit “Demographic Fields to Be Hand-Marked on

2014 Answer Documents or Entered During Extended Pre-ID Data Corrections” form, if applicable.

• Step 4− Log on to the Test Management System.

http://k12star.ets.org/star2013/welcomePage.do

• Step 5− Access the Pre-ID “Terms and Conditions” option.

Pre-ID File Load, cont.


• Step 6− Enter P.O. Number.

− Accept Terms and Conditions.

• Step 7− Upload Pre-ID Data file.

Pre-ID File Load, cont.


• File checked for acceptable format (Excel, text, comma-separated)

• File placed in queue for next data validation job− Normally processed within two hours but guaranteed

next day • E-mail sent with status of file and error report (if

necessary)

Step 7 – File Submission Process Overview (1)


File Upload Error Message


• File name is not unique− Suggested file naming convention:

CountyLEAname_Admin_Version_2014.extension AlamedaCOE_W01_V1_2014.txt AlamedaCOE_MC01_V1_2014.xls

• Record length− Text file must be padded with spaces to 600 characters− Excel file must have a space in last column (CJ) on each

row− Comma-separated files must have correct number of

commas (84)• Commas in data

− Must NOT be included in Excel and .csv files

Common Reasons for File Rejection


• If there are data errors in the file, return to the Test Management System to review detailed error reports; then either− Delete original file, correct errors, and resubmit

entire file (with new name);

OR

− Alter individual records on screen using the detailed error report screens.

Step 7 – File Submission Process Overview (2)


1. SSID checked within the LEA

2. All the following data match a record already loaded within the LEA:− Test Administration

− Student Last Name

− Student First Name

− Grade

− Date of Birth (day, month, year)

Duplicate Records


• Invalid date of birth• Invalid data in any field • Blank EL Date Enrolled when student’s English

Proficiency = EL (English learner)• Blank R-FEP Date Reclassified when student’s

English Proficiency = RFEP (reclassified fluent English proficient)

• Blank data for: NSLP, SSID, Gender, Primary Disability, English Proficiency, Hispanic or Latino, Only if “Demographic Fields to Be Hand-Marked on 2014 Answer Documents or Entered During Extended Pre-ID Data Corrections” form not submitted to ETS

Examples of Errors


• Miscoded multiple-choice administration− Administration does not exist

− No order for the school/administration

− Missing leading zeros

• Invalid CDS Code− Student

− Student’s County/LEA Code of Residence

Other Common Data Errors


Error Records

Error TableD

ata Validation Process

Clean Records

Database

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.TXT .XLSX .XLS .CSV

Duplicate Records

Error Table

Upload Data File Prior to Pre-ID Cutoff Date


Data Validation Process Error Records

Error Table

Clean Records

DatabaseError Table

Edit Records

Online Edit Errors Prior to Pre-ID Cutoff Date


2014 Pre-ID 2014 Pre-ID Online Data EntryOnline Data Entry


• Step 1: Send P.O. for “California TAC Pre-ID Services” to ETS:− Mail— ATTN: California TAC


− Fax— 800-541-8455• Step 2

− Submit “Demographic Fields to Be Hand-Marked on 2014 Answer Documents or Entered During Extended Pre-ID Data Corrections” form, if applicable

Pre-ID Data Submission


• Step 3: Log on to the Test Management System• Step 4: Access the Terms and Conditions link

from the Pre-ID area of the left navigation bar• Step 5

− Enter P.O. number− Accept Terms and Conditions screen

• Step 6− Enter student data on screen

Pre-ID Data Submission


• “Add Student” screen• Enter all demographic data: Fields listed in same order

as in Pre-ID file layout• If “Demographic Fields to Be Hand-Marked on 2014

Answer Documents or Entered During Extended Pre-ID Data Corrections” form submitted prior to data entry− Following fields may be left BLANK

NSLP, SSID, Gender, Primary Disability, Student’s English Proficiency, Hispanic or Latino

• Save data• Data validation executed• If errors exist, correct errors and save

Step 6 – On-Screen Data Entry Process Overview


Data Validation Process

Error Records

Rejected

Clean Records

Database

Screen Entry

Duplicate Records

Rejected

On-Screen Data Entry Prior to Pre-ID Document Cutoff Date


Example of Error Record in Online Entry


• Add new students− Prior to regular cutoff date

On-screen entry or additional file Student’s Pre-ID document/label created along with other data

− After regular cutoff date and prior to supplemental/late label cutoff date On-screen entry or additional file Student’s Pre-ID label created as separate file

• Edit student demographics− Data can be updated PRIOR to Pre-ID documents being created

Use Pre-ID to search student profile− Data can be updated AFTER the Pre-ID cutoff date

Use the Extended Pre-ID Data Corrections option On-screen update Download and upload corrections No new students can be added

Add and Edit Students


• Data have not yet been used to create Pre-ID documents or labels− Access data using Pre-ID option

Search “Student Profile”

OR Delete file and reload with correct data

Prior to Pre-ID Cutoff Date


Prior to Pre-ID cutoff date

After Extended Pre-ID Data Corrections window start date


• Data have been used to create Pre-ID documents or labels.− Access data using option Extended Pre-ID Data

Corrections. See Extended Pre-ID Data Corrections Window Start

Date in Test Admin Summary. Select Search Student.

OR Download file, edit data, reload. Do not delete or add records. Keep data in same order. Do not change header or trailer records.

After Pre-ID Cutoff Date


Prior to Pre-ID cutoff date

After Extended Pre-ID Data Corrections window start date


• Presented in a plain-text file and available as a downloadable .zip file

• Replaces the list of missing demographic data that had been e-mailed to the LEA in previous years

• Will not be e-mailed to LEA testing coordinator

• Will reside on the Test Management System

• Generated by Pre-ID load and extract

Missing Pre-ID Demographic Report


District Data Profile Report for LEAs


District Data Profile for LEAs


Late/Supplemental LabelsLate/Supplemental Labels


• Provide data for new students in LEA AFTER initial Pre-ID cutoff date− Enter on screen

− Upload file(s) before supplemental order/late label cutoff date for the administration

− Avoids hand-marking

− Data will automatically be used to create labels 7 calendar days prior to the LAST day of testing

Late/Supplemental Label Usage


Extended Pre-ID Data Extended Pre-ID Data CorrectionsCorrections


• Update student data or provide missing data AFTER the Pre-ID cutoff date− Update on screen

− Download Pre-ID data, edit file, and reload before last day of testing for the administration

− Avoids hand-marking documents (for missing data only)

Extended Pre-ID Data Corrections Usage


Search and edit individual student records.

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.

Extended Pre-ID Data Corrections Menu


• Further information− Manual at http://www.startest.org/sms.html

− Call the California TAC at 800-955-2954

Extended Pre-ID Data Corrections


Questions?Questions?


More Questions?• California TAC—800-955-2954

Pre-ID, Extended Pre-ID Data Corrections, Ordering questions

• CDE—916-445-8765Policy questions


Next Workshops:Next Workshops:Pre-Test

CAPA Train-the-Trainer

January, 2014