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

2. Assessments & Accountability v 1.0 22 – 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

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

4. 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

5. 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

6. 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

7. 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

8. Assessments & Accountability v 1.0 8 INTRODUCTION

9. Assessments & Accountability v 1.0 9 SSID Administration Date is the date in 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 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.

10. Assessments & Accountability v 1.0 10 Introduction SUSPENSE DATA (Cont) Why is resolving a suspense important to my LEA? 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

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

12. Assessments & Accountability v 1.0 12 Introduction 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”) SUSPENSE DATA MANAGEMENT (Cont) Which records do I resolve?

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

14. Assessments & Accountability v 1.0 14 Managing Suspense Data - Online 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 SUSPENSE - STEP 1: Review Student List LEA Matched LEA Suspense CDE Suspense ADMIN Date & Suspense Reason

15. Assessments & Accountability v 1.0 15 Understanding Suspense Data NameTriggerResolution Date Of Birth Mismatch If Student Date of Birth Year for SSID in results record <> Student Date of Birth Year in ODS SINF data that was valid at the time of testing If SSID in results record is incorrect, use CALPADS “Select Match” to match the results record to a CALPADS student record with the correct SSID If SSID is correct but Date of Birth Year in results record is incorrect, use “Select Match” to match the results record to a CALPADS student record with the same SSID which has the correct DOB Year If no record is found, use SSID Enrollment Validation rules to identify the Assessment Date for the SSID and locate the SINF data for that date. If missing, add a SINF record or correct existing SINF data. Repeat “Select Match”. If the SSID Assessment Date identified does not accurately represent the time of testing for the student, contact the vendor to correct the SSID Administration Date (after contacting Service Desk). If SSID and Date of Birth Year in results record are correct, correct CALPADS data before making a match. Use SSID Enrollment Validation rules to identify the Assessment Date for the SSID and locate the SINF data for that date. Add a SINF record if missing or correct existing SINF data. Then use “Select Match” to match the results record to the CALPADS student record with the same SSID which now has the correct DOB Year LEA SUSPENSE REASONS & RESOLUTIONS

16. Assessments & Accountability v 1.0 16 Understanding Suspense Data NameTriggerResolution Gender Mismatch If Student Gender Code for SSID in results record <> Student Gender Code in ODSR SINF data that was valid at the time of testing Same as Date of Birth Mismatch, using Gender SSID Mismatch If SSID in results record does not exist in ODSR Enroll student in CALPADS Use “Select Match” to match the results record to new CALPADS student record for the SSID Admin Date Empty If the Administration Date in the results record is blank Contact vendor to correct the SSID Administration Date in the results record (after contacting Service Desk) LEA SUSPENSE REASONS & RESOLUTIONS

17. Assessments & Accountability v 1.0 17 Understanding Suspense Data NameTriggerResolution LEA Mismatch If enrollment in LEA at the time of testing could not be validated If SSID in results record is incorrect, use CALPADS “Select Match” to match the results record to a CALPADS student record with the correct SSID If SSID is correct in results record, use SSID Enrollment Validation rules to identify the SSID Assessment Date that CALPADS is using to identify the enrollment record at the time of testing If the student was enrolled in the LEA on the Assessment Date, either enroll the student in CALPADS or correct existing CALPADS enrollment. Then use “Select Match” to match the results record to the CALPADS student record with the same SSID which now has an enrollment that includes the Assessment Date. If the student was enrolled in the LEA at the time of testing, but not on the Assessment Date, contact vendor to correct the SSID Administration Date in the results record for the SSID (after contacting Service Desk). LEA SUSPENSE REASONS & RESOLUTIONS (Cont.)

18. 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

19. 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

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

21. Assessments & Accountability v 1.0 21 Managing Suspense Data - Online 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. LEA SUSPENSE - STEP 2: Determine Resolution

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

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

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

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

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

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

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

29. Assessments & Accountability v 1.0 29 Managing Suspense Data - Online 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 STEP 1: Confirm Matches LEA Matched LEA Suspense CDE Suspense

30. Assessments & Accountability v 1.0 30 LEA Matched LEA Suspense CDE Suspense Managing Suspense Data - Online Matched records can be …. LEA MATCHED STEP 2: Resolve Incorrect Match − 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)

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

32. Assessments & Accountability v 1.0 32 Annual Managing Suspense Data - Batch 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 ACCESSING

33. Assessments & Accountability v 1.0 33 Managing Suspense Data - Batch 1. Suspense Resolution Extract records are downloaded for a specific Program and Administration PROCESS 2. Corrections are made offline to the extracted records 3. Suspense Resolution Response records are uploaded, using Manage Submissions from the Assessment Menu

34. Assessments & Accountability v 1.0 34 Managing Suspense Data - Batch PROCESS (Cont) 4. 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 GERR0001 Required Field Missing GERR0001 Required Field Missing ABBOTT, Jay 1231234567 7824435891 Baba, Grey

35. Assessments & Accountability v 1.0 35 Managing Suspense Data - Batch BATCH ERRORS Error #Error NameError DescriptionSeverity SUSP0001Invalid SubmitterReporting LEA must equal institution identifier of submitter User IDFatal SUSP0002Invalid Reporting SchoolSchool must be a valid code in CDS and have an active CALPADS reporting relationship with the Reporting LEA Fatal SUSP0007Invalid SSIDSSID must be a valid CALPADS SSID in the ODSFatal SUSP0069Mismatch of SSID Demographics Student Gender Code and Student Date of Birth Year must equal existing ODS Student Gender Code and Student Date of Birth Year Fatal SUSP0234Multiple Suspense Resolution Records for Participant Record ID Only one Suspense Resolution record per Participant Record ID may be submitted. Fatal SUSP0235SSID already matched for Administration A results record for this SSID exists for this LEA with different UIN for the Administration of the Suspense Record Warning SUSP0236Fields differ from Extract Record The content of the following fields differs from the Extract Record content: Record Type Code, Program, Administration Code, Testing Validation Date, Suspense Code Fatal SUSP0237Participant Record ID not found A record with the specified Participant ID can not be found in the AADS Participants table Fatal SUSP0238Invalid Test DateAssessment Record has invalid or null Test DateFatal SUSP0239SSID in Participant record is different from SSID in Match record Warning GERR0001Required Field MissingA required field for the submitted Records Type is missingFatal FRMT0001Wrong field lengthField length must match CALPADS File Specifications (CFS)Fatal See file layout documentation for “Managing Suspense Data – Batch” in Wrap-up section

36. Assessments & Accountability v 1.0 36 Managing Suspense Data - Batch 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 KEY POINTS

37. Assessments & Accountability v 1.0 37 MONITORING STATUS

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

39. Assessments & Accountability v 1.0 39 Monitoring Status 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 STATUS REPORTS - SUSPENSE

40. Assessments & Accountability v 1.0 40 Monitoring Status 51.2 Assessment Suspense – Student Detail STATUS REPORTS - SUSPENSE (Cont) Grey, Jordan Abdul, Jordan Ferrell, J 3224589451, 2274589451, 5288589451, 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

41. Assessments & Accountability v 1.0 41 WRAP-UP

42. 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.

43. 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.

44. 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.

45. 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 Calendar in the Reports Training for information about each Program’s data availability for reports.

46. Assessments & Accountability v 1.0 46 Wrap-Up 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) KEY POINTS 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

47. Assessments & Accountability v 1.0 47 Wrap-Up 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. KEY POINTS (Cont)

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

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

50. Assessments & Accountability v 1.0 50 KEY TERMINOLOGY

51. Assessments & Accountability v 1.0 51 Key Terminology KEY TERMS & RELATIONSHIPS Reporting and Data Storage utilize standard definitions ADMINISTRATION DATE (SSID) ASSESSMENT DATE (SSID) ADMINISTRATION DATE (SSID) ASSESSMENT DATE (SSID)

52. Assessments & Accountability v 1.0 52 Key Terminology Program (Testing Program) – STAR Testing Program – CAHSEE Testing Program – CELDT Testing Program Administration - ADMIN (Program Administration) Indicator for a Program’s testing DATA DEFINITIONS cycle: – STAR = ANNUAL – CAHSEE = JUL, OCT, NOV, DEC, FEB, MAR, & MAY – CELDT = JUL, AUG, SEP, OCT, NOV, DEC, JAN, FEB, MAR, APR, MAY, & JUN

53. Assessments & Accountability v 1.0 53 Key Terminology DATA DEFINITIONS (Cont) Calendar (Program Testing Calendar) The schedule for each Program Administration used to indicate the valid testing days for a Program Administration Assessment – STAR = California Standards Tests (CST) California Modified Assessment (CMA) California Alternate Performance Assessment (CAPA) Standards-based Tests in Spanish (STS) – CAHSEE = CAHSEE – CELDT = CELDT

54. Assessments & Accountability v 1.0 54 Key Terminology DATA DEFINITIONS (Cont) Test Content Area (Test Content Area) Subject content area to which the Test belongs (See Documentation) Name of testing instrument (See Documentation)

55. Assessments & Accountability v 1.0 55 Key Terminology TESTS Tests and associated Content Area (Test Content Area)

56. Assessments & Accountability v 1.0 56 Key Terminology TESTS (Cont)

57. Assessments & Accountability v 1.0 57 Key Terminology TESTS (Cont)

58. Assessments & Accountability v 1.0 58 Key Terminology TESTS (Cont)

59. Assessments & Accountability v 1.0 59 LOADING ASSESSMENT RESULTS

60. Assessments & Accountability v 1.0 60 Loading Assessment Results AADS Requires … – Vendor Results Data – Student Profile Data Enrollment (SENR) Student Information (SINF) Student Program (SPRG) LOAD PROCESS A B C D Reporting

61. Assessments & Accountability v 1.0 61 Loading Assessment Results VENDOR RESULTS DATA LOAD How does “Manage Submissions” work for Assessment Results? The following processes are performed : 1.LOAD 2.TRANSFORMATION 3.SUSPENSE 4.SNAPSHOT

62. Assessments & Accountability v 1.0 62 Loading Assessment Results STUDENT PROFILE DATA LOAD What data does CALPADS replicate into ODSR from ODS and when? Student Profile data is replicated from the ODS into the ODSR in real-time as transactions in the ODS occur. The data in the ODSR is a subset of ODS data from all enrollments for currently and previously enrolled students.

63. Assessments & Accountability v 1.0 63 Loading Assessment Results STUDENT PROFILE DATA LOAD (Cont) When does ODSR data get replicated into AADS for reporting? ODSR Student Profile data for a Program Administration gets replicated into AADS as a part of the Suspense Resolution Process by LEAs and CDE, as part of the Suspense Process evaluation of data (nightly and when a Snapshot is taken during a load or manually initiated by CDE i.e. update & freeze of reporting data for a Program Administration). The data include: − For Test Participants without data in suspense: Data that were valid at the time of testing (i.e. SSID Assessment Data Records) − For Non-Test Participants: Data that were valid during the time of testing (i.e. LEA Testing Window) Note: occurs only during Snapshot Process − For currently enrolled students without data in suspense: Current data SSID Assessment Data Records are the ODSR Student Profile Records (SENR, SINF, SPRG) valid at the time of testing that are used in the Suspense Process to validate a Testing Participant’s enrollment. Test Participants are students with results records for a Program Administration (both valid and invalid results)

64. Assessments & Accountability v 1.0 64 Loading Assessment Results STUDENT PROFILE DATA LOAD (Cont) What data does CALPADS snapshot in AADS? data replicated into AADS from ODSR for the Program Administration. This is the data used to report results for Program Administrations, as well as to report results/lack of results for currently enrolled students. The Snapshot process updates and freezes both the vendor results data for the Program Administration and all of the Student Profile

65. Assessments & Accountability v 1.0 65 Loading Assessment Results LOADING RULES SUMMARY ProgramLoad NameInitial Load Rules STAR P1 P2 P3 Overwrite previous load for academic year. Evaluate for Suspense If previous record exists for UIN (student Unique Identification Number), reevaluate for suspense, except for – LEA or CDE Resolved. Do not re-match demo Post P3-LEA(s) No overwrite of P3. Load & evaluate for Suspense If previous record exists for UIN, reevaluate for suspense, except for – LEA or CDE Resolved. Do not re-match demo. Note: Multiple loads are possible for different sets of LEA(s). Load Name is used for Snapshot Name and Extract Name When new data are loaded, suspense records that have been resolved stay resolved, unless enrollment can no longer be validated

66. Assessments & Accountability v 1.0 66 Loading Assessment Results LOADING RULES SUMMARY (Cont) ProgramLoad NameInitial Load Rules CAHSEE MONTHLY-ADMIN NAME QUARTERLY 1-4 EOY No overwrite of previous load for academic year. Load & evaluate for suspense If SSID is in a subsequent load for the same Test & – Same ADMIN, replace previous record & reevaluate for suspense, except for LEA or CDE Resolved. Do not re-match demo. – Different ADMIN, save each record & evaluate new for suspense CELDT MONTHLY-ADMIN NAME PRE-DRM POST-DRM No overwrite of previous load for academic year. Load & evaluate for suspense If SSID is in a subsequent load for the same Test & – Same ADMIN, replace previous record & reevaluate for suspense, except for LEA or CDE Resolved. Do not re-match demo. – Different ADMIN, save each record & evaluate new for suspense Multiple ADMINS are stored for same test (CAHSEE & CELDT)

67. Assessments & Accountability v 1.0 67 DATA VALIDATION & REPORTING DATA

68. Assessments & Accountability v 1.0 68 Data Validation & Reporting Data DATA VALIDATION PROCESS - SUMMARY Suspense Resolution Process (online & batch) – Runs limited validation – If matched, removes suspense and copies ODSR Test Participant Data to AADS as transaction completes Suspense Process – Nightly – For suspense records, runs full validation on those for which ODSR Test Participant Data has changed. If new match, removes suspense and copies ODSR Test Participant Data to AADS – For matched records, runs validation on those for which ODSR Test Participant Data has changed. (For Batch matched record, runs full validation; for LEA/CDE matched record, runs limited validation) If still match, refreshes AADS data If no longer match, places in suspense – For currently enrolled students, copies to AADS new data and refreshes existing if ODSR data has changed

69. Assessments & Accountability v 1.0 69 DATA VALIDATION PROCESS - SUMMARY (Cont) Suspense Process - In Load – For new record, runs full validation If matched, copies ODSR Test Participant Data to AADS for Admin & Load If no match, places in suspense for Admin & Load – For all matched records and suspense records, runs validation on those for which ODSR Test Participant Data has changed for Admin in record and on those for which the vendor results have changed. (For Batch matched and suspense record, runs full validation; For LEA/CDE matched, runs limited validation) If still matches, refreshes AADS data for Admin & Load (Note: If multiple Admins are loaded for a Program and a load for one of the Admins includes a record for a previous Admin, the most current information about the Admin is reported when the information on the report is not related to a Load) If no match, places in suspense for Admin & Load – For currently enrolled students, copies to AADS new data and refreshes existing if ODSR data has changed Data Validation & Reporting Data

70. Assessments & Accountability v 1.0 70 DATA VALIDATION PROCESS - SUMMARY (Cont) Snapshot Process – In Load and Standalone – Always includes the Suspense Process – For Non-Test Participants, copies to AADS new data and refreshes existing if ODSR data valid during testing has changed – Freezes AADS data (i.e. CALPADS Student Profile Data for Test Participants with matched vendor assessment result record, as well as Student Profile Data for Non-Test Participants and currently enrolled student data). Note that Test Participants with suspense data are not included. Data Validation & Reporting Data Definitions Full data validation = SSID, demo (gender, birth date year) enrollment, vendor Administration Date Limited data validation = enrollment, vendor Administration Date. SSID & demo mismatch are allowed Test Participant = Students with results records for a Program Administration Non Test Participant = Students who were enrolled during the time of testing for a Program Administration (i.e. during LEA Testing Window) who do not have a results record for the Program Administration.

71. Assessments & Accountability v 1.0 71 REPORTING DATA COPIED TO AADS - SUMMARY For Test Participant – data valid at the time of testing (i.e. SSID Administration Data records) For Non-Test Participant – data valid during the time of testing (i.e. most current data during the LEA Testing Window) For Currently Enrolled Student – data valid for the most current enrollment at the school being reported Data Validation & Reporting Data

72. Assessments & Accountability v 1.0 72 MANAGING SUSPENSE – BATCH FILES

73. Assessments & Accountability v 1.0 73 Managing Suspense Data - Batch SUSPENSE RESOLUTION EXTRACT RECORD

74. Assessments & Accountability v 1.0 74 Managing Suspense Data - Batch SUSPENSE RESOLUTION EXTRACT RECORD (Cont)

75. Assessments & Accountability v 1.0 75 Managing Suspense Data - Batch SUSPENSE RESOLUTION RESPONSE RECORD

76. Assessments & Accountability v 1.0 76 Managing Suspense Data - Batch SUSPENSE RESOLUTION RESPONSE RECORD (Cont)

77. Assessments & Accountability v 1.0 77 Managing Suspense Data - Batch SUSPENSE RESOLUTION RESPONSE RECORD (Cont)