2009 STAR Supplemental Order/Late Labels and Extended Data Corrections Webcast

1. 2009 STARSupplemental Order/Late LabelsandExtended Data Corrections Webcast March 25, 2009 START TIME 9:00 a.m. Presenter: Michael McDaniel Supplemental Order/Late Labels and Extended Data Corrections

2. Objectives District STAR coordinators will know the following: • The benefits of using the supplemental/late label process • How to submit data to obtain supplemental/late labels • The benefits of using the Extended Data Corrections module to correct demographic data • How to use the Extended Data Corrections module • Which multiple-choice administration demographic data can be changed or added • How and when to submit Extended Data Corrections Supplemental Order/Late Labels and Extended Data Corrections

3. Agenda • Supplemental/Late Labels • Overview • Timeline • Options for data submission • File submission • Screen data entry • Extended Data Corrections • Overview • Preparation • Data review and data rules • Timeline • Options for modifying demographic data • Offline—File submission • Online—Screen data entry Supplemental Order/Late Labels and Extended Data Corrections

4. Supplemental Order/Late Labels: Overview Supplemental Order/Late Labels and Extended Data Corrections

5. Overview • 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. Supplemental Order/Late Labels and Extended Data Corrections

6. Benefits • Reduce hand-marking of answer documents. • Reduce errors caused by hand-marking and avoid incorrect data being used to create reports. Supplemental Order/Late Labels and Extended Data Corrections

7. Timeline Supplemental Order/Late Labels and Extended Data Corrections

8. Timeline Pre-IDCutoff Date First Day of Testing Supplemental/Late Pre-IDCutoff Date Last Day of Testing Upload file or enter online 2-day blackout period Additional Data Upload file or enter online Approx. 6–9 Weeks Approx. 3 Weeks 1 Week Supplemental Order/Late Labels and Extended Data Corrections

9. Timeline • 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. Supplemental Order/Late Labels and Extended Data Corrections

10. Options for Data Submission Supplemental Order/Late Labels and Extended Data Corrections

11. Options 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. Supplemental Order/Late Labels and Extended Data Corrections

12. Supplemental Order/Late Labels and Extended Data Corrections

13. Submit student demographic data Supplemental Order/Late Labels and Extended Data Corrections

14. Questions? Supplemental Order/Late Labels and Extended Data Corrections

15. Extended Data Corrections: Overview Supplemental Order/Late Labels and Extended Data Corrections

16. Overview • 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. Supplemental Order/Late Labels and Extended Data Corrections

17. Benefits • 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). Supplemental Order/Late Labels and Extended Data Corrections

18. Preparation 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 Supplemental Order/Late Labels and Extended Data Corrections

19. 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: • On-screen—one student at a time • File—download data, correct, and reload corrected data • 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. Supplemental Order/Late Labels and Extended Data Corrections

20. Data Review and Data Rules Supplemental Order/Late Labels and Extended Data Corrections

21. Noncorrectable Data Supplemental Order/Late Labels and Extended Data Corrections

22. Noncorrectable Data Supplemental Order/Late Labels and Extended Data Corrections

23. Noncorrectable Data Supplemental Order/Late Labels and Extended Data Corrections

24. Correctable Data • All other student demographic data • Parent/guardian address • Student’s teacher(s) Supplemental Order/Late Labels and Extended Data Corrections

25. Example Use: Student Transfers • Move Pre-ID document or label to the student’s new school. • Return student’s materials with scorable materials at the student’s new school. • Update “CBEDS School” using Extended Data Corrections. • 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. Supplemental Order/Late Labels and Extended Data Corrections

26. Timeline Supplemental Order/Late Labels and Extended Data Corrections

27. Timeline Pre-IDCutoff Date First Day of Testing Supplemental/Late Pre-IDCutoff Date Last Day of Testing Edit using Extended Data Corrections Upload file or enter online Download file and upload with edits or edit online Edit using Extended Data Corrections 2-day blackout period Additional records Upload file or enter online Download file and upload with edits or edit online Approx. 6–9 Weeks Approx. 3 Weeks 1 Week Supplemental Order/Late Labels and Extended Data Corrections

28. Modify Demographic Data Offline:File Submission Supplemental Order/Late Labels and Extended Data Corrections

29. Extended Corrections Supplemental Order/Late Labels and Extended Data Corrections

30. Extended 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. Supplemental Order/Late Labels and Extended Data Corrections

31. Modify Demographic Data:Process • Request a file by selecting the Download Extract File link in the Extended Corrections area of the left navigation bar. • Select the checkbox next to the text “My Extended Data Corrections File for.” • Select the Submit Data Request button. • The extract file will be available the following day. • Select the file name to download the data. Supplemental Order/Late Labels and Extended Data Corrections

32. Step 1:Download Data Check this box Request download Data in the file Download file next day Supplemental Order/Late Labels and Extended Data Corrections

33. Step 2:Edit 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: • Line number option • Column number option • 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) Supplemental Order/Late Labels and Extended Data Corrections

34. Step 3:Upload 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 Supplemental Order/Late Labels and Extended Data Corrections

35. File 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]. Supplemental Order/Late Labels and Extended Data Corrections

36. Step 4:Review 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. Supplemental Order/Late Labels and Extended Data Corrections

37. Step 4:Review Uploaded Data File Status (cont.) File Status: Submitted – File has been uploaded but not processed In Process – Data records are currently being validated Error – 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 errors Failed Processing – File loaded with errors and failed to process Supplemental Order/Late Labels and Extended Data Corrections

38. Step 5:Correct 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. Supplemental Order/Late Labels and Extended Data Corrections

39. Modify Demographic Data Online Supplemental Order/Late Labels and Extended Data Corrections

40. Extended Corrections Supplemental Order/Late Labels and Extended Data Corrections

41. Extended Corrections Menu Search and edit individual student records Supplemental Order/Late Labels and Extended Data Corrections

42. Search for a Student Enter search criteria in at least one Primary Search Field. Select Search to see matching criteria for student(s). Enter search criteria in any of the Secondary Search criteria fields to narrow the search. Supplemental Order/Late Labels and Extended Data Corrections

43. Student Select the student’s last name to view the data associated with the student. Supplemental Order/Late Labels and Extended Data Corrections

44. Modify Student Demographic Data Supplemental Order/Late Labels and Extended Data Corrections

45. Questions? Supplemental Order/Late Labels and Extended Data Corrections

46. More Questions? For STAR technical questions:STAR TAC—800-955-2954 For STAR policies:CDE—916-445-8765 Supplemental Order/Late Labels and Extended Data Corrections

47. Next STAR WebcastApril 29, 2009Getting Involved in Assessment Review Panels, Standard Setting, Item Writer Training, and Field- Testing Supplemental Order/Late Labels and Extended Data Corrections