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ASSESSMENTS & ACCOUNTABILITY

ASSESSMENTS & ACCOUNTABILITY. Suspense Resolution. Mute phones while listening (*6 to mute and un-mute) Do not place your phone on HOLD Silence cell phones Hold questions until Q&A periods Submit all questions via the Chat function. GROUND RULES. 2. RECAP FROM COURSE 1 - OVERVIEW.

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ASSESSMENTS & ACCOUNTABILITY

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  1. ASSESSMENTS & ACCOUNTABILITY Suspense Resolution Assessments & Accountability v 1.0

  2. Mute phones while listening (*6 to mute and un-mute) Do not place your phone on HOLD Silence cell phones Hold questions until Q&A periods Submit all questions via the Chat function GROUND RULES 2 Assessments & Accountability v 1.0

  3. RECAP FROM COURSE 1 - OVERVIEW Assessments & Accountability v 1.0

  4. Recap – Course 1 Overview KEY POINTS • Assessment and Accountability (A/A) functionality in CALPADS is being implemented to support these main objectives … • Creating a complete individual student assessment history for STAR, CAHSEE, and CELDT • Improving the accuracy and consistency of data used to evaluate performance of individual students and educational entities • Achieving these objectives will require several iterations of CALPADS functionality • Current phase of functionality is focused on identifying issues for both LEAs and CDE related to the loading of data • Future functionality will address these issues as well as enhance the accessibility and usability of the data for LEAs and CDE Assessments & Accountability v 1.0

  5. Recap – Course 1 Overview KEY POINTS (Cont) • The initial CALPADS functionality requires no changes in the way you are currently working with assessment vendors or with CDE • Demographic changes will continue to be made with the vendor • Vendors will provide data & reports as usual • Pre-ID, where applicable, will continue as usual • Testing processes will continue as directed by assessment program offices • AYP/API results will continue to use the student data you supply to vendors • During this first phase, the expectations of LEAs are to … • Match student records for your LEA to the correct SSID when CALPADS cannot make the match automatically, using your expertise with your data • Validate the reporting, using your current assessment reporting capabilities for comparison • Provide feedback on the processes to enable a successful first phase and to help design upcoming phases Assessments & Accountability v 1.0

  6. Recap – Course 1 Overview KEY POINTS (Cont) • The expectations of CDE are to … • Match student records for your LEA to the correct SSID in CALPADS, when you indicate that a record does not belong to your LEA • Negotiate contracts with assessment vendors that ensure the data needed for a student’s complete assessment history in CALPADS is available and timely • Coordinate the needs of each impacted assessment program area to enable CALPADS to… • Provide a consistent approach to managing and reporting assessment data across assessment Programs • Report assessment results in ways that reflect the testing procedures communicated to LEAs by the program areas • Evaluate the differences between vendor and CALPADS demographic data to determine the impact on LEAs and Accountability reports of using CALPADS data instead of vendor data Assessments & Accountability v 1.0

  7. Recap – Course 1 Overview KEY POINTS (Cont) • The expectations of CDE are to … (Cont) • Work with LEAs to provide in future phases functionality focused on data accessibility and usability • When known, communicate … • When and how results data left in suspense will impact Accountability reporting • When and how current vendor relationships will be impacted Assessments & Accountability v 1.0

  8. INTRODUCTION Assessments & Accountability v 1.0

  9. Introduction SUSPENSE DATA What causes a suspense? When data is loaded, CALPADS … • matches the SSID and demographic data (gender, date of birth year) in the assessment results file with the SSID in CALPADS that has the same demographics (using SSID Assessment Date from SSID Enrollment Validation) • verifies that the student was enrolled in the results record LEA at the time of testing (using SSID Enrollment Validation) • confirms that the vendor provided the SSID Administration Date As soon as one of these conditions is not met, CALPADS places the record in suspense. SSID Assessment Date The date CALPADS uses as the date an Assessment was administered to a student. It is used to identify the information about a student that was valid at/during the time of testing. In most cases, the SSID Assessment Date is the SSID Administration Date for a Program. When enrollment cannot be validated using it, the SSID Assessment Date is determined using SSID Enrollment Validation rules and then it is used to identify valid information at/during the time of testing. SSID Administration Date is the datein an SSID’s assessment results record that is used in SSID Enrollment Validation. STAR = Testing Start Date; CAHSEE = ELA Test Date and Math Test Date; CELDT = Date Testing Completed Assessments & Accountability v 1.0

  10. Introduction SUSPENSE DATA (Cont) • A record in suspense will not be matched to a CALPADS SSID, which leaves the CALPADS assessment longitudinal record incomplete for this SSID • Records in suspense do not appear in reports; therefore, your CALPADS assessment and AYP/API reports will not be complete Why is resolving a suspense important to my LEA? Assessments & Accountability v 1.0

  11. Introduction SUSPENSE DATA MANAGEMENT • Suspense data can be resolved both Online & in Batch • Both methods are accessed from the Assessment menu How is suspense data managed? Assessments & Accountability v 1.0

  12. Introduction SUSPENSE DATA MANAGEMENT (Cont) • The following Match Results organize the results records for resolution • For LEAs: • LEA Suspense (i.e. unsuccessful matches) • LEA Matched (i.e. successful matches) • For CDE: • CDE Suspense (i.e. LEA indicated as “Not Mine”) Which records do I resolve? Assessments & Accountability v 1.0

  13. MANAGING SUSPENSE DATA - ONLINE Assessments & Accountability v 1.0

  14. Managing Suspense Data - Online LEA SUSPENSE - STEP 1: Review Student List • Filter Options are subject to user’s access rights • Match Results allow for viewing both matched records & suspense records • Search locates all students or an individual student with selected Match Result LEA Matched LEA Suspense CDE Suspense ADMIN Date & Suspense Reason Assessments & Accountability v 1.0

  15. Understanding Suspense Data LEA SUSPENSE REASONS & RESOLUTIONS Assessments & Accountability v 1.0

  16. Understanding Suspense Data LEA SUSPENSE REASONS & RESOLUTIONS Assessments & Accountability v 1.0

  17. Understanding Suspense Data LEA SUSPENSE REASONS & RESOLUTIONS (Cont.) Assessments & Accountability v 1.0

  18. Understanding Suspense Data LEA SUSPENSE REASONS & RESOLUTIONS (Cont.) GENERAL GUIDELINES for MATCHING • When results record SSID correct & CALPADS SSID incorrect: • Always correct CALPADS first • When results record demo correct & CALPADS demo incorrect: • If update CALPADS first & match after … • Subsequent match (online or batch) will provide correct CALPADS data as report data immediately or • Nightly Suspense Process will provide correct CALPADS data as report data the next day after CALPADS corrected • If match first & correct CALPADS after … • Incorrect CALPADS data will be provided as report data immediately and • Nightly Suspense Process will provide correct CALPADS report data the next day after CALPADS corrected Assessments & Accountability v 1.0

  19. Understanding Suspense Data LEA SUSPENSE REASONS & RESOLUTIONS (Cont.) GENERAL GUIDELINES for MATCHING (Cont) • When results record demo incorrect & CALPADS demo correct: • If correct vendor results data first … • Subsequent load of vendor data will cause a re-evaluation of the suspense record, clearing the suspense automatically, and present the correct CALPADS data as report data immediately • If match first & correct vendor results data after … • Correct CALPADS data will be provided as report data immediately and • Subsequent load of vendor data will not impact report data because CALPADS will not identify a change in demo data • When CALPADS enrollment is correct for time of testing, but can’t be located • Contact the Service Desk • When CALPADS enrollment is incorrect for time of testing and can’t be located • CALPADS data must be corrected before a match can be made • When results record does not contain SSID Administration Date • Contact the vendor Assessments & Accountability v 1.0

  20. Managing Suspense Data - Online LEA SUSPENSE - STEP 2: Determine Resolution • If the student record in suspense does not belong to your LEA, select “Not Mine” • The record is placed in CDE’s queue for resolution. CDE can match the record to a student in another LEA. 1 1 2 2 Assessments & Accountability v 1.0

  21. Managing Suspense Data - Online LEA SUSPENSE - STEP 2: Determine Resolution • If the resolution for the Suspense Reason requires … • Data addition/changes in CALPADS, make the additions/changes and either 1) match immediately to the corrected record using STEP 3, since the changes to ODS are available real-time, or 2) wait for the nightly suspense process to recognize that the CALPADS demo has changed and now matches the results record demo, eliminating the suspense automatically • Contacting the vendor to make changes, the suspense process that runs during a load will eliminate the suspense when CDE receives and loads the corrected data from the vendor. • Matching the record with incorrect demographic data to a CALPADS record with the correct demographic data, PROCEED TO STEP 3. Assessments & Accountability v 1.0

  22. Annual Managing Suspense Data - Online LEA SUSPENSE - STEP 3: Select Match • Select Match initiates the user-defined search for a CALPADS SSID to which the result record belongs Annual Select Match John Doe Assessments & Accountability v 1.0

  23. Managing Suspense Data - Online LEA SUSPENSE - STEP 4: Enter Search Criteria • Enter SSID and/or demographics, using * wildcard if needed Enter Search Criteria Assessments & Accountability v 1.0

  24. Managing Suspense Data - Online LEA SUSPENSE - STEP 5: Review Returns • Matching results are displayed by SSID and/or Demographics, depending on the criteria entered Note the incorrect Birth Year Suggested Correction Record Assessments & Accountability v 1.0

  25. Managing Suspense Data - Online LEA SUSPENSE - STEP 6: Choose Record • Make selection and answer “OK” to initiate the match Select the record to which suspense record will be matched Assessments & Accountability v 1.0

  26. Managing Suspense Data - Online LEA SUSPENSE - STEP 7: Match Records • Both the suspense record and the selected match record are displayed Select “Match Records” Assessments & Accountability v 1.0

  27. Managing Suspense Data - Online LEA SUSPENSE STEP 8: Resolve Problems • Return to STEP 2 and determine resolution • Repeat STEPS 3 – 7 (avoiding STEP 8) When the resolution requires changing CALPADS data, the new correction record will be available to your next SEARCH. Valid enrollment required!! Assessments & Accountability v 1.0

  28. Managing Suspense Data - Online LEA SUSPENSE STEP 9: Return to Student List • When match is successful, return to Student List to resolve another record The newly matched record is available for reporting immediately Assessments & Accountability v 1.0

  29. Managing Suspense Data - Online LEA MATCHED STEP 1: Confirm Matches • The matched Student List displays the Assessment Results record and the CALPADS record to which it has been matched • The source of the match is identified in the field “Match Source”. The source could be Batch, LEA, or State. LEA Matched LEA Suspense CDE Suspense Assessments & Accountability v 1.0

  30. LEA Matched LEA Suspense CDE Suspense Managing Suspense Data - Online LEA MATCHED STEP 2: Resolve Incorrect Match • Matched records can be …. • unmatched if incorrectly matched (UNMATCH) and re-matching will occur later • unmatched if incorrectly matched and re-matching will occur now (SELECT NEW MATCH) • unmatched and sent to CDE for matching to another LEA (NOT MINE) Assessments & Accountability v 1.0

  31. MANAGING SUSPENSE DATA - BATCH Assessments & Accountability v 1.0

  32. Annual Managing Suspense Data - Batch ACCESSING • Suspense data can also be managed in Batch • Suspense Resolution Records can be downloaded from both … • Reports and Extracts > Assessment Extracts • Manage Submissions > Student List Assessments & Accountability v 1.0

  33. Managing Suspense Data - Batch PROCESS • Suspense Resolution Extract records are downloaded for a specific Program and Administration Corrections are made offline to the extracted records Suspense Resolution Response records are uploaded, using Manage Submissions from the Assessment Menu Assessments & Accountability v 1.0

  34. Required Field Missing ABBOTT, Jay GERR0001 1231234567 Required Field Missing GERR0001 7824435891 Baba, Grey Managing Suspense Data - Batch PROCESS (Cont) • Uploaded response records are edited to confirm that they have been formed correctly and are evaluated, with the same logic used in the online, to determine if the suspense has been resolved • Status of upload is viewable in Submission Status • Details of upload errors are available on “Rejected Records” screen Assessments & Accountability v 1.0

  35. Managing Suspense Data - Batch BATCH ERRORS See file layout documentation for “Managing Suspense Data – Batch” in Wrap-up section Assessments & Accountability v 1.0

  36. Managing Suspense Data - Batch KEY POINTS • When the batch Suspense Resolution Extract record file has completed processing and when the batch Suspense Resolution Response file has completed processing, notification will be: • Displayed in CALPADS Notifications on the Home page • Emailed to the role that is appropriate for the Program for which suspense data is being resolved: • LEA STAR Coordinator for STAR data load • LEA CAHSEE Coordinator for CAHSEE data load • LEA CELDT Coordinator for CELDT data load Assessments & Accountability v 1.0

  37. MONITORING STATUS Assessments & Accountability v 1.0

  38. Monitoring Status STATUS REPORTS CDE Only • 50.1 Assessment Upload – Detail • 52.1 Assessment Snapshots - Detail Assessments & Accountability v 1.0

  39. Monitoring Status STATUS REPORTS - SUSPENSE 51.1 Assessment Suspense - Summary Description: Displays the LEA and School results of the Assessment Suspense process by Administration. For a County, the number of LEAs and Schools with data in suspense is reported. For an LEA/School displayed, the number of records in suspense is reported by Suspense Type (i.e. LEA or CDE) and then broken down within the Suspense Type by the specific conditions that generated the suspense. Data as of: Last Update field in header, which specifies the date for the last Suspense process included in this report Data Included: Number of vendor result records processed; Number of records passed (which equals records processed since currently all assessment records are accepted; Number of records in suspense for LEA resolution and for CDE resolution. Report Operation: The data can be displayed by County, LEA, and/or School for all or selected Administrations for a Program. Data can be filtered also by Suspense Type and its appropriate Suspense Code. Links: None Calculations: Totals Glossary References: None Assessments & Accountability v 1.0

  40. 3224589451, Grey, Jordan Abdul, Jordan 2274589451, 5288589451, Ferrell, J Description: Displays the LEA and School results of the Assessment Suspense process for individual students for one or more Programs and its Administrations. For a County, the number of LEAs and Schools with data in suspense is reported. For an LEA/School displayed, the number of records in suspense is reported by Suspense Type (i.e. LEA or CDE) and then broken down within the Suspense Type by the specific conditions that generated the suspense. Data as of: Last Update field in header, which specifies the date for the last Suspense process included in this report Data Included: Number of vendor result records processed; Number of records passed (which equals records processed since currently all assessment records are accepted); and Number of records in suspense for LEA resolution and for CDE resolution. Report Operation: The data can be displayed for one or more Programs and its Administrations by County, LEA, and/or School. Data can be filtered also by Suspense Type and its appropriate Suspense Code. Note that all student data is sourced from vendor results records, not from CALPADS ODS data. Links: None Calculations: None Glossary References: SSID Administration Date Monitoring Status STATUS REPORTS - SUSPENSE (Cont) 51.2 Assessment Suspense – Student Detail Assessments & Accountability v 1.0

  41. WRAP-UP Assessments & Accountability v 1.0

  42. Wrap-Up QUESTIONS Will I need to resolve CALPADS suspense records and work with my vendor to correct vendor results data that caused the suspense? Yes, until CDE announces that it will use CALPADS data for Data Quest reports. When CALPADS provides data to the CDE accountability process (AYP/API), it will provide both CALPADS and vendor data for evaluation. CDE will compare the data to determine whether/when CALPADS data can be used. Assessments & Accountability v 1.0

  43. Wrap-Up QUESTIONS (Cont) When should I begin resolving suspense data? If suspense conditions exist in your data, the suspense records are available to you for resolution after each suspense evaluation. Data is evaluated … • when vendor results data is received and loaded for a Program Administration • nightly after the first vendor data is loaded for a Program Administration • when CDE initiates a manual snapshot The schedule for receiving results data differs for each Program Administration. Therefore, the data is received and loaded at different times during the Academic Year. See General Calendar in the Reports Training for information about each Program’s data load schedule. Because reports are available for viewing immediately after the completion of the load process, this load schedule also indicates the schedule for the availability of suspense data. Assessments & Accountability v 1.0

  44. Wrap-Up QUESTIONS (Cont) How will I know when I have suspense data to resolve? When Assessment results have been loaded (which means that the suspense and snapshot processes have also completed), notification that suspense items are available for resolution and that reports are available for viewing will be: • Displayed in CALPADS Notifications on the Home page • Emailed to the following roles: • LEA STAR Coordinator for STAR data load • LEA CAHSEE Coordinator for CAHSEE data load • LEA CELDT Coordinator for CELDT data load • CDE Assessment Coordinator NOTE: Notification occurs only after data is loaded. There is no notification after the nightly process or after a CDE initiated snapshot. Assessments & Accountability v 1.0

  45. Wrap-Up QUESTIONS (Cont) Should I monitor the status of my records through the operational reports? The operational reports are available for your convenience. Monitoring can be accomplished solely through the “Student List”. How frequently should I monitor the status of my suspense records? Once you begin resolving your suspense records, you will want to monitor your list of records to verify that data changes you made have removed the record from your list of suspense records as expected. Since records in suspense do not appear in reports, your schedule for monitoring them should be based on the schedule that accurate reports need to be available for your LEA and the CDE. See General Calendarin the Reports Training for information about each Program’s data availability for reports. Assessments & Accountability v 1.0

  46. Wrap-Up KEY POINTS • When you make changes to data in the ODS, they are replicated to the ODSR in real time. However, the change will not resolve a suspense until one of the following: • You match the suspense data to the corrected CALPADS record • Suspense processing clears the suspense (in nightly process, load, or CDE snapshot) • A suspense can be resolved in CALPADS by one of the following … • the LEA correcting CALPADS data • the vendor correcting results data • the LEA and/or CDE manually assigning the suspense record to the correct SSID Assessments & Accountability v 1.0

  47. Wrap-Up KEY POINTS (Cont) • The rules for identifying an SSID Assessment Date (i.e. date CALPADS used to locate the enrollment at the time of testing) may not accurately identify a student’s enrollment at the time of testing, since an actual day of testing is not available in the results data for STAR and CELDT. Consult the Service Desk if you suspect this has occurred. • CDE will be working with assessment vendors to get the actual date of testing in the results file, which will eliminate the need to calculate this date. Assessments & Accountability v 1.0

  48. Wrap-Up DOCUMENTATION • Key Terminology • Loading Assessment Results • Data Validation & Reporting Data • Managing Suspense – Batch Files • Glossary of Terms and Business Rules – Assessments (separate document) Assessments & Accountability v 1.0

  49. Wrap-UP Questions Please Complete Our Survey http://www.csis.k12.ca.us/survey/calpads-training/ 49 Assessments & Accountability v 1.0

  50. KEY TERMINOLOGY Assessments & Accountability v 1.0

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