2012 STAR Demographic Data Corrections

1. 2012 STARDemographic Data Corrections Webcast September 27, 2012 Start time 9 a.m. Demographic Data Corrections

2. Objectives District STAR coordinators will understand: • Why data should be corrected • Which data can be corrected • 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 Demographic Data Corrections

3. What’s New? • 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. Demographic Data Corrections

4. Why Correct Data? • Correct API and AYP calculations • Corrected data are sent to the CDE’s Academic Accountability Unit for recalculation • Score uncoded and rescore miscoded end-of-course mathematics or science tests • Other option is to hand score • Obtain corrected data CD Demographic Data Corrections

5. Fields used for API and/or AYP calculations that may be corrected • 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 Demographic Data Corrections

6. Fields used for API and/or AYP calculations that may be corrected • Student’s English Proficiency • English Learner Date First Enrolled in U.S. School • R-FEP student scored PRO or ADV any 3 years on CST and/or CMA for ELA • National School Lunch Program (NSLP) • Primary Disability • Receives special education services at a nonpublic, nonsectarian school (NPS) based on IEP Demographic Data Corrections

7. Fields used for API and/or AYP calculations that may be corrected • Hispanic or Latino • Ethnicity/Race • Parent Education Level • CBEDS Enrollment—District • CBEDS Enrollment—School • CST/CMA for Mathematics Test Taken • CST for Science Test Taken Demographic Data Corrections

8. 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, however) Demographic Data Corrections

9. 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 Demographic Data Corrections

10. 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 Demographic Data Corrections

11. Cost of Replacement Reports Demographic Data Corrections

12. Timeline • Submit form • Form available on www.startest.org/forms.html • Last day for submissions is October 20 • System OPEN for corrections on October 1 • System CLOSED for corrections on November 9 • Last day to request file download is November 8; corrected file then must be uploaded by November 9 • Corrected STAR Internet reports to be posted in January • Not the same as accountability reports Demographic Data Corrections

13. The Process • Complete and submit form. • Obtain new password. • Access “STAR 2012 Administration.” • Make data corrections. • Online • Offline • Request download file NO LATER than November 8 • Match unmatched records (optional). • Online only • 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) November 9. Demographic Data Corrections

14. Online & Offline Updates Demographic Data Corrections

15. Download & Upload Format • Based on STAR Student Data Layout • Includes ALL data in one file • Includes additional control data fields • 838 Characters long • Includes records for ALL administrations • File includes CST, CMA, and CAPA records • STS records not included Demographic Data Corrections

16. Format of Data File Appendix C of Demographic Data Corrections Manual Demographic Data Corrections

17. Header Record – Do NOT remove or alter Trailer Record – Do NOT remove or alter Sample Data File Demographic Data Corrections

18. After Download Important If 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. • Save a COPY of download file to desktop • Do NOT make online data changes in between downloading and uploading • Use text editor to make data changes • Do not use Excel Demographic Data Corrections

19. 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” (777–838) • DoNOTadjust header or trailer records Demographic Data Corrections

20. 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 Demographic Data Corrections

21. Upload File Phase 1, File Check • Successful • Proceed to Phase 2 • Record check • Only modified records will be checked Demographic Data Corrections

22. 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 Demographic Data Corrections

23. E-mail Demographic Data Corrections

24. Resubmit • Download data • Locate records in error • Correct errors • Upload ENTIRE file • Not just the corrected error records Demographic Data Corrections

25. SoftwareDemonstration Online Updates Matching Records Download & Upload Files Demographic Data Corrections

26. Logon to 2012 Database Demographic Data Corrections

27. Welcome Screen Demographic Data Corrections

28. Online CorrectionsSearch for Student Demographic Data Corrections

29. Online CorrectionsSearch for Student Results Demographic Data Corrections

30. Online CorrectionsUpdate Student Data • Cannot update online • Special test conditions • Modifications and accommodations • Must make these corrections offline Demographic Data Corrections

31. Online CorrectionsMatching Records • Matching only available online • Grade 4 and 7 multiple choice & writing Step 1: Match Demographic Records form Step 2: Match Demographic Records search results Demographic Data Corrections

32. Online CorrectionsMatching Records (cont.) Step 3: Unmatched record search Demographic Data Corrections

33. Online CorrectionsMatching Records (cont.) Step 4: Unmatched record search results Step 5: Unmatched records—student results Demographic Data Corrections

34. Offline CorrectionsRequest File Demographic Data Corrections

35. Offline CorrectionsDownload File Available the next day for download Demographic Data Corrections

36. Offline CorrectionsEdit File Text editor Demographic Data Corrections

37. Offline CorrectionsUpload File Demographic Data Corrections

38. Upload Messages Success Failure Demographic Data Corrections

39. Offline CorrectionsCheck File Status Demographic Data Corrections

40. Approve Demographic Data Corrections

41. Final Steps • Request & save a copy of final corrected data file • Approve – District Complete • Sends data for inclusion in January Internet posting • Sends invoice from ETS Demographic Data Corrections

42. Score uncoded and rescore miscoded end-of-course mathematics or science tests • Two options • Demographic data corrections • Handscore Demographic Data Corrections

43. Data Corrections vs. Handscoring FAQs for EOC Mathematics or Science Demographic Data Corrections

44. Questions? Demographic Data Corrections

45. Quiz Which of these methods can be used to correct student demographic data online? • Request a hand-score. • Resubmit my Pre-ID file. • Use the search for student feature to correct one student record at a time. • Upload an Excel spreadsheet containing only the corrected records. Demographic Data Corrections

46. Quiz You should download a file, correct records online, and then upload the file. True. False. Demographic Data Corrections

47. Quiz Which field can be corrected using demographic data corrections? • Parent Education Level • School code • District name • Test administration Demographic Data Corrections

48. Quiz What are the last two tasks you should perform before finishing the demographic data corrections process? • Contact the CDE and let them know you are finished, and then call STAR TAC. • Request and download a final copy of your district’s demographic corrections for your records, and then select the “Approve – District Complete” button. • Make sure to contact your district’s superintendent, and then take a coffee break. • Select the “Approve – District Complete” button, and then select “Unapprove.” Demographic Data Corrections

49. Next Webcast: 2012 STAR Order Management October 17, 2012 Webcast starts at 9 a.m. Demographic Data Corrections