1. 2012 STAR Pre-ID || Slide 1 2012 STAR Pre-ID Workshop November 16, 2011 START TIME 9:00 a.m. Presenters: Mike McDaniel and Mark Hansen November 2011

2. Objectives District STAR coordinators will know: What data are necessary to Pre-ID  CST and CMA Writing administration(s)  CST, CMA, CAPA, STS multiple-choice administration(s)  EAP Essay administration How and when to submit data The benefits of  Supplemental Order/Late Label process  Extended Pre-ID Data Corrections process 2012 STAR Pre-ID || Slide 2

3. 2012 STAR Pre-ID || Slide 3 November 2011 Agenda 2012 Reminders Pre-ID options and charges How to Pre-ID for each administration  CST and CMA Writing  Multiple Choice  Early Assessment Program (EAP) Essay Data review and data rules BREAK Timeline File format and upload process Online data entry Late/Supplemental Labels Extended Pre-ID Data Corrections

4. 2012 STAR Pre-ID || Slide 4 2012 Pre-ID What’s New and Reminders November 2011

5. New Fields  Student English Teacher SEID—optional  Student Math Teacher SEID—optional Rule Changes  New in 2011 Field 221, “CMA Student will take CST end-of- course test” is now optional - informational only Field Changes  R-FEP student scored Proficient or Advanced any 3 years on the ELA for CST and/or CMA  ASAM Schools Only – Student enrolled in school less than 80 days prior to testing (Alternative Schools Accountability Model)  Pre-ID and Extended Pre-ID Data Corrections manuals are now combined 2012 What’s New November 2011 2012 STAR Pre-ID || Slide 5

6. District Data Summary  The “District Data Summary” report displays a breakdown of student counts within selected fields within a selected multiple-choice test administration Missing Demographic Report  Not e-mailed to District STAR Coordinators  Generated by Pre-ID load and will reside on the STAR Management System 2012 Reminders November 2011 2012 STAR Pre-ID || Slide 6

7. 2012 STAR Pre-ID || Slide 7 November 2011 2012 Reminders, continued Charge for CST/CMA, CAPA Pre-ID and address printed on CST/CMA, CAPA Student Reports 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 Review all field changes

8. 2012 STAR Pre-ID || Slide 8 November 2011 2012 Reminders, continued Supplemental/Late labels are available. In grades 3 and 8–11, CMA has separate test booklet/answer documents from CSTs. In grades 4–7, CMA and CST answer documents are combined. Each student Pre-ID’d for a CMA in grades 8–11 will also receive a Pre-ID’d CST answer document.

9. 2012 STAR Pre-ID || Slide 9 November 2011 2012 Reminders, continued Grade 3  Combination CST and CMA test-takers not identified for one of the two tests at Pre-ID cutoff will have to have the non-Pre-ID’d test hand- marked. Minimal demographics are required. Grade 8–11  Combination CST and CMA test-takers not identified for CMA at Pre-ID cutoff will have to have the CMA test hand-marked. Minimal demographics are required.

10. Grades 2–11  STS test takers not identified at Pre-ID cutoff will have to have the non–Pre-ID’d test hand-marked.  Full demographics required. 2012 Reminders, continued November 2011 2012 STAR Pre-ID || Slide 10

11. 2012 STAR Pre-ID || Slide 11 Pre-ID Options and Charges November 2011

12. 2012 STAR Pre-ID || Slide 12 November 2011 Pre-ID Options 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

13. 2012 STAR Pre-ID || Slide 13 November 2011 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 district –Additional charge $0.44 vs $0.38

14. 2012 STAR Pre-ID || Slide 14 November 2011 Pre-ID Charges Documents and labels  CST/CMA Writing: No charge  EAP Essay: No charge  CST/ CMA Multiple choice –$0.38 per student  CAPA –$0.38 per student  STS –$0.38 per student Supplemental/Late Labels  CST and CMA Writing, EAP Essay, CST/CMA, CAPA, and STS –$0.44 per student

15. 2012 STAR Pre-ID || Slide 15 November 2011 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 4 student receiving CST, CMA, and STS reports Purchase order (P.O.) required for all Pre-ID  One P.O. to cover all Pre-ID charges CST & CMA$0.22 STS+ $0.22 Total$0.44

16. November 2011 Reminder 2012 Pre-ID No P.O. = No Pre-ID  Send P.O. for “STAR Pre-ID Services” to ETS: –Mail — 2731 Systron Drive Concord, CA 94518 Attn: STAR TAC –Fax — 800-541-8455 2012 STAR Pre-ID || Slide 16

17. 2012 STAR Pre-ID || Slide 17 How to Pre-ID for Each Administration November 2011

18. 2012 STAR Pre-ID || Slide 18 November 2011 CST and CMA Writing Application Administrations Separate file(s) from multiple-choice Pre-ID file(s) Include grades 4 and 7 students only  Students in grades 4 and 7 taking CST for ELA or CMA for ELA  Students in grades 4 and 7 assessed with CAPA should NOT be included Multiple-choice test administration period (Pos 214–215)  Leave BLANK Writing test date (Pos 216–217)  “01” if file contains students testing on March 6  “02” if file contains students testing on May 1 Requires minimal demographic data to be submitted

19. 2012 STAR Pre-ID || Slide 19 November 2011 CST and CMA Writing Application Administrations Test Program ID County/District Code School Code Grade Enrolled Last Name First Name CMA for ELA (218) Date of Birth (Month) Date of Birth (Day) Date of Birth (Year) Gender SSID Writing Admin Number (01, 02) Student ID locally assigned (optional) Minimal Data Required

20. 2012 STAR Pre-ID || Slide 20 November 2011 Multiple-Choice Administrations 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 4, 7, and 11 who may have already been Pre-ID’d for CST Writing, CMA Writing, and EAP Essay in a separate file MUST be included in the multiple-choice file in order to obtain Pre-ID for the MC administration

21. 2012 STAR Pre-ID || Slide 21 November 2011 Multiple-Choice Administrations (Continued) Students assessed with CST only  Leave CAPA test (Pos 211) and CMA tests (Pos 218–220) BLANK  Grades 2 and 3 –Each record will create a Pre-ID test booklet or label  Grades 4–11 –Each record will create a Pre-ID answer document or label

22. 2012 STAR Pre-ID || Slide 22 November 2011 Multiple-Choice Administrations (Continued) Students assessed with CMA only 1.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  Grade 3 –“Y” if Student will be assessed with CMA–ELA (Pos 218) –“Y” if Student will be assessed with CMA–Math (Pos 219) –Leave CMA–Science (Pos 220) BLANK  Each record will create Pre-ID CMA test booklet or label  Grade 4 –“Y” if Student will be assessed with CMA–ELA (Pos 218) –“Y” if Student will be assessed with CMA–Math (Pos 219) –Leave CMA–Science (Pos 220) BLANK  Each record will create a Pre-ID answer document or label  Grade 5 –“Y” if Student will be assessed with CMA–ELA (Pos 218) –“Y” if Student will be assessed with CMA–Math (Pos 219) –“Y” if Student will be assessed with CMA–Science (Pos 220)  Each record will create a Pre-ID answer document or label

23. 2012 STAR Pre-ID || Slide 23 November 2011 Multiple-Choice Administrations (Continued) Students assessed with CMA only  Grade 6 –“Y” if Student will be assessed with CMA–ELA (Pos 218) –“Y” if Student will be assessed with CMA–Math (Pos 219)  Each record will create a Pre-ID answer document or label  Grade 7 –“Y” if Student will be assessed with CMA–ELA (Pos 218) –“Y” if Student will be assessed with CMA–Math (Pos 219)  Each record will create a Pre-ID answer document or label

24. Students assessed with CMA only  Grade 9 –“Y” if Student will be assessed with CMA–ELA (Pos 218) –“Y” if Student will be assessed with CMA–Math (Pos 219) –“N” CMA student will take CST end-of-course (EOC) test (Pos 221)  Each record will create a Pre-ID answer document or label  Grade 10 –“Y” if Student will be assessed with CMA–ELA (Pos 218) –“Y” if Student will be assessed with CMA–Math (Pos 219) –“Y” if Student will be assessed with CMA–Science (Pos 220) –“N” CMA student will take CST EOC test (Pos 221)  Each record will create a Pre-ID answer document or label November 2011 2012 STAR Pre-ID || Slide 24 Multiple-Choice Administrations (Continued)

25. 2012 STAR Pre-ID || Slide 25 November 2011 Multiple-Choice Administrations (Continued) Students assessed with a combination of CST and CMA  Grade 3 –Indicate in Pos 218 and 219 which content area will be assessed with CMA –Disability code (Pos 189–191) must NOT equal “000” –Leave Pos 211 and 220 BLANK  Each record will create Pre-ID CST and CMA booklets or 2 labels  Grade 4 –Indicate in Pos 218 and 219 which content area will be assessed with CMA –Disability code (Pos 189–191) must NOT equal “000” –Leave Pos 211 and 220 BLANK  Each record will create a Pre-ID answer document or label  Grade 5 –Indicate in Pos 218, 219, and 220 which content area(s) will be assessed with CMA –Disability code (Pos 189–191) must NOT equal “000” –Leave Pos 211 BLANK  Each record will create a Pre-ID answer document or label

26. 2012 STAR Pre-ID || Slide 26 November 2011 Multiple-Choice Administrations (Continued) Students assessed with a combination of CST and CMA  Grade 6 –Indicate in Pos 218 and 219 which content area will be assessed with CMA –Disability code (Pos 189–191) must NOT equal “000” –Leave Pos 211 and 220 BLANK  Each record will create a Pre-ID answer document or label  Grade 7 –Indicate in Pos 218 and 219 which content area will be assessed with CMA –Disability code (Pos 189–191) must NOT equal “000” –Leave Pos 211 and 220 BLANK  Each record will create a Pre-ID answer document or label  Grade 8 –Indicate in Pos 218, 219 and 220 which content area(s) will be assessed with CMA –Indicate in Pos 221 if the student will take a CST EOC Test –Disability code (Pos 189–191) must NOT equal “000” –Leave Pos 211 BLANK  Each record will create two Pre-ID answer documents or labels

27. 2012 STAR Pre-ID || Slide 27 November 2011 Multiple-Choice Administrations (Continued) Students assessed with a combination of CST and CMA  Grade 9 –Indicate in Pos 218 and 219 which content area(s) will be assessed with CMA –Disability code (Pos 189–191) must NOT equal “000” –Leave Pos 211 and 220 BLANK –Indicate in Pos 221 if the student will take a CST EOC Test  Each record will create two Pre-ID answer documents or labels  Grade 10 –Indicate in Pos 218, 219 and 220 which content area(s) will be assessed with CMA –Disability code (Pos 189–191) must NOT equal “000” –Leave Pos 211 BLANK –Indicate in Pos 221 if the student will take a CST EOC Test  Each record will create two Pre-ID answer documents or labels  Grade 11 –Indicate in Pos 218, 219 which content area(s) will be assessed with CMA –Disability code (Pos 189–191) must NOT equal “000” –Leave Pos 211 and 220 BLANK –Indicate in Pos 221 if the student will take a CST EOC Test  Each record will create two Pre-ID answer documents or labels

28. 2012 STAR Pre-ID || Slide 28 November 2011 Multiple-Choice Administrations (Continued) Students assessed with CAPA  Grades 2–11 –“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

29. 2012 STAR Pre-ID || Slide 29 November 2011 Multiple-Choice Administrations (Continued) Students assessed with STS in addition to CST and/or CMA  Grades 2 and 3 –“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  Creates an additional Pre-ID STS test booklet or label Grades 4–11 –“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  Creates an additional Pre-ID STS answer document or label

30. 2012 STAR Pre-ID || Slide 30 November 2011 EAP Writing Essay Administration 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” Requires minimal demographic data to be submitted

31. 2012 STAR Pre-ID || Slide 31 November 2011 EAP Writing Essay Administration Test Program ID County/District 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

32. 2012 STAR Pre-ID || Slide 32 November 2011 Transfer a Student Pre-ID Record from School to School

33. 2012 STAR Pre-ID || Slide 33 November 2011 Transfer a Student Pre-ID Record From School to School Pre-ID allows users to transfer students from one school to another within the same school district 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

34. 2012 STAR Pre-ID || Slide 34 November 2011 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.

35. 2012 STAR Pre-ID || Slide 35 November 2011 Transfer a Student Pre-ID Record From School to School If the student’s data can be accessed, select the Transfer button at the bottom of the page. –When student data has been extracted, a message appears under the school district name on the top of the page. Message includes a reminder that you may need to later make changes to demographics (e.g. school CBEDS date). Select OK on the “Are you sure you want to transfer this student” alert box.

36. 2012 STAR Pre-ID || Slide 36 November 2011 Transfer a Student Pre-ID Record From School to School In the Student Profile form that appears, change the school in the School dropdown list and update. Enter data in fields, as appropriate. An e-mail notification will be sent to the district STAR coordinator for any state- required fields that are left blank. When entries are complete, select Submit to submit and exit out of the Transfer Student Profile form.

37. 2012 STAR Pre-ID || Slide 37 November 2011 Transfer Student Pre-ID Records From School to School (Transfer in Bulk) Use the file upload process described starting on page 21 of the 2012 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.

38. 2012 STAR Pre-ID || Slide 38 November 2011 Transfer Student Pre-ID Records From School to School (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/Get Next Errored Record to save changes and open the next student record or Transfer/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.

39. November 2011 Transfer Student Records 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. 2012 STAR Pre-ID || Slide 39

40. 2012 STAR Pre-ID || Slide 40 2012 Pre-ID Data Review and Data Rules November 2011

41. 2012 STAR Pre-ID || Slide 41 November 2011 Pre-ID Documentation Pre-ID Layout  Download from CDE Pre-ID Web page –http://www.cde.ca.gov/ta/tg/sa/pid.asp Pre-ID and Extended Pre-ID Data Corrections Instructions Manual  Released with STAR Management System module November 15 –http://www.startest.org/sms.html

42. 2012 STAR Pre-ID || Slide 42 November 2011 2012 Pre-ID Changes

43. 2012 Pre-ID Changes, continued November 2011 2012 STAR Pre-ID || Slide 43

44. 2012 STAR Pre-ID || Slide 44 November 2011 Pre-ID Data Reminders Handling Illegal Characters Non–alphanumeric characters  Student name –Records are written to error table –Districts 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

45. 2012 STAR Pre-ID || Slide 45 November 2011 Pre-ID Data Reminders Student’s Street Address Valid characters include six special characters 1.Number symbol # 2.Period. 3.Forward slash / 4.Hyphen – 5.Ampersand & 6.Apostrophe'

46. 2012 STAR Pre-ID || Slide 46 November 2011 Demographic Fields to Be Hand-Marked on 2012 STAR 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

47. 2012 STAR Pre-ID || Slide 47 November 2011 Pre-ID Data Review Test Program ID (Pos 1)  Must be “1” County/District Code (Pos 22–28)  Must be the 7-digit CD code of district uploading data Student will also be assessed with STS (Pos 29)  Grades 2–11 only  Primary Language must be “01” (Spanish) AND English Proficiency must be “EL ” (English Learner)  Only include “Y” for students that the district will test with STS –Required to take STS if they:  Are receiving instruction in Spanish OR  Will have attended U.S. schools less than 12 cumulative months on the first day of testing (regardless of whether they receive instruction in English or Spanish) –At the option of the school district:  Any other Spanish-speaking English learners

48. 2012 STAR Pre-ID || Slide 48 November 2011 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

49. 2012 STAR Pre-ID || Slide 49 November 2011 Pre-ID Data Review Grade (Pos 91–92)  Must be a valid grade for the school –Check school 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)

50. 2012 STAR Pre-ID || Slide 50 November 2011 Pre-ID Data Review SSID (Pos 133–142)  Statewide Student Identifier  Required for all students  Used to match grade 4 and 7 Writing with multiple- choice test  Used to match grade 3 and 8–11 CMA  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

51. 2012 STAR Pre-ID || Slide 51 November 2011 Pre-ID Data Review 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) R-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  Do not need to be 3 consecutive years  Leave BLANK for grades 2–4

52. 2012 STAR Pre-ID || Slide 52 November 2011 Pre-ID Data Review 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

53. 2012 STAR Pre-ID || Slide 53 November 2011 Pre-ID Data Review CBEDS District (Pos 212) and School (Pos 213)  Continuous enrollment from October to first day of testing 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 (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

54. 2012 STAR Pre-ID || Slide 54 November 2011 Pre-ID Data Review Student will be assessed with CMA–ELA (Pos 218)  Valid for grades 3–11  Disability code (Pos 189–191) must NOT equal “000”  At grade 3, creates a Pre-ID CMA test booklet Student will be assessed with CMA–Math (Pos 219)  Valid for grades 3–11  Disability code (Pos 189–191) must NOT equal “000”  At grade 3 creates a Pre-ID CMA test booklet For grade 3, if both CMA–ELA and CMA–Math are “Y,” a Pre-ID CST test booklet will NOT be created 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” CMA student will take a CST end-of-course test (Pos 221)  Y or N

55. 2012 STAR Pre-ID || Slide 55 November 2011 Pre-ID Data Review 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 20070101 to 20120812  Only valid if primary disability is “000”  Not required for records with primary disability “000”  Students who have never received special education services

56. 2012 STAR Pre-ID || Slide 56 November 2011 Pre-ID Data Review Enter county and district 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 district –Must be a valid County/District code –Only valid if Primary Disability is not “000” –Leave blank if student resides in the district where instruction is being provided  Leave blank for all other students

57. 2012 STAR Pre-ID || Slide 57 November 2011 Pre-ID Data Review Parent/Guardian address data (Pos 331–421)  Charged per student, additional charge for STS  Address printed on STAR Student Reports  CST, CMA, CAPA, and STS Customer Pre-ID Data Field (Pos 422–500)  Any alphanumeric data  Data returned on district’s CD

58. 2012 STAR Pre-ID || Slide 58 Questions Break — 15 minutes November 2011

59. Additional Pre-ID Order Pre-ID Cutoff Date March 6 March 24 March 30 New Pre- ID Order Upload file or enter online Grades 4 and 7 Timeline CST/CMA Writing and EAP Essay Feb 29 March 7 Upload file or enter online Grade 11 Additional Pre-ID Order New Pre- ID Order Upload file or enter online Grade 11 Last day for EAP testing CST/CMA Writing makeup day CST/CMA Writing and first day for EAP Essay Last Day for CST/CMA Writing Pre-ID Last day for EAP Essay Pre-ID 2-day blackout period November 2011 2012 STAR Pre-ID || Slide 59

60. 2012 STAR Pre-ID || Slide 60 November 2011 Pre-ID Cutoff Date First Day of Testing Supplemental/ Late Pre-ID Cutoff Date Last Day of Testing New Pre-ID Order Edit using Extended Pre-ID Data Corrections Additional Order Edit using Extended Pre-ID Data Corrections Upload file or enter online Download file and upload with edits or edit online Download file and upload with edits, or edit online Timeline Multiple-Choice Administration 1 WeekApprox. 3 Weeks Approx. 6–9 Weeks 2 day Blackout Period

61. 2012 STAR Pre-ID || Slide 61 November 2011 Data Extracted for Pre-ID 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

62. 2012 STAR Pre-ID || Slide 62 November 2011 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

63. 2012 STAR Pre-ID || Slide 63 November 2011 Question Time A new student enters the school district prior to the Pre-ID document cutoff date but you do not have all the student’s demographic data. What would you do to avoid hand- marking an answer document?

64. 2012 STAR Pre-ID || Slide 64 November 2011 Question Time A new student enters the school district 10 days prior to first day of testing but you do not have all the student’s demographic data. What would you do to avoid hand- marking an answer document?

65. 2012 STAR Pre-ID || Slide 65 November 2011 Question Time A student’s NSLP information was left blank when data were submitted for Pre-ID. The administration on which the student is testing has started and the school district has now obtained these data. Can these data be associated with the student without the school district incurring a charge? If so, how?

66. 2012 STAR Pre-ID || Slide 66 November 2011 Question Time A student’s NSLP information was left blank when data were submitted for Pre-ID. The administration in which the student is being tested ended yesterday and school district has now obtained these data. Can these data be associated with the student without the district incurring a charge? If so, how?

67. 2012 STAR Pre-ID || Slide 67 November 2011 Question Time A student moves to another school in the same school district after the Pre-ID cutoff date and before the first day of testing. Can you obtain a new Pre-ID label? If so, what else needs to be done in order to have correct demographic data for this student?

68. 2012 STAR Pre-ID || Slide 68 November 2011 Valid File Formats Fixed format (.txt)  Positions provided in the Pre-ID Layout document posted at http://www.cde.ca.gov/ta/tg/sa/pid.asp Comma separated (.csv)  Fields in same order as described in Pre-ID Layout document Excel spreadsheet (.xlsx,.xls)  Templates available  Use either template on http://www.startest.org/sms.html  All columns defined as TEXT

69. 2012 STAR Pre-ID || Slide 69 November 2011 One Administration Only Per File CST/CMA Writing Administration  Code Writing Administration “01” or “02”  Leave Multiple-Choice Administration BLANK 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.

70. 2012 STAR Pre-ID || Slide 70 November 2011 Pre-ID File Load Step 1  Send P.O. for “STAR Pre-ID Services” to ETS: –Mail — 2731 Systron Drive Concord, CA 94518 Attn: STAR TAC –Fax — 800-541-8455 Step 2  Extract data from Student Information System and format as.txt,.xlsx,.xls, or.csv file Step 3  Submit “Demographic Fields to Be Hand-Marked on 2012 STAR Answer Documents or Entered During Extended Pre-ID Data Corrections” form, if applicable

71. 2012 STAR Pre-ID || Slide 71 November 2011 Pre-ID File Load Step 4  Log on to the STAR Management System –http://k12star.ets.org/star2012/welcomePage.do Step 5  Access the Pre-ID “Terms and Conditions” option

72. 2012 STAR Pre-ID || Slide 72 November 2011

73. 2012 STAR Pre-ID || Slide 73 November 2011 Pre-ID File Load Step 6  Enter P.O. Number  Accept Terms and Conditions Step 7  Upload Pre-ID Data file

74. 2012 STAR Pre-ID || Slide 74 November 2011

75. 2012 STAR Pre-ID || Slide 75 November 2011 Step 7 — File Submission Process Overview (1) 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)

76. 2012 STAR Pre-ID || Slide 76 File Upload Error Message November 2011

77. 2012 STAR Pre-ID || Slide 77 November 2011 Common Reasons for File Rejection Filename not unique  Suggested file naming convention –Countydistrictname_Admin_Version_2012.extension  AlamedaCOE_W01_V1_2012.txt  AlamedaCOE_MC01_V1_2012.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

78. 2012 STAR Pre-ID || Slide 78 November 2011 Step 7 — File Submission Process Overview (2) If there are data errors in the file, return to STAR 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

79. 2012 STAR Pre-ID || Slide 79 November 2011

80. 2012 STAR Pre-ID || Slide 80 November 2011

81. 2012 STAR Pre-ID || Slide 81 November 2011

82. 2012 STAR Pre-ID || Slide 82 November 2011 Duplicate Records 1.SSID checked within the school district 2.All the following data match a record already loaded within the school district:  Test Administration  Student Last Name  Student First Name  Grade  Date of Birth (day, month, year)

83. November 2011 2012 STAR Pre-ID || Slide 83

84. 2012 STAR Pre-ID || Slide 84 November 2011

85. 2012 STAR Pre-ID || Slide 85 November 2011 Examples of Errors 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, CBEDS (district and school)  Only if “Demographic Fields to Be Hand-Marked on 2012 STAR Answer Documents or Entered During Extended Pre-ID Data Corrections” form not submitted to ETS

86. 2012 STAR Pre-ID || Slide 86 November 2011 Other Common Data 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/District Code of Residence

87. 2012 STAR Pre-ID || Slide 87 November 2011 Error Records Error Table Upload Data file Prior to Pre-ID Cutoff Date Data Validation Process Clean Records Database.TXT.XLSX.XLS.CSV Duplicate Records Error Table

88. 2012 STAR Pre-ID || Slide 88 November 2011 Online Edit Errors Prior to Pre-ID Cutoff Date Data Validation Process Error Records Error Table Clean Records Database Error Table Edit Records

89. 2012 STAR Pre-ID || Slide 89 2012 Pre-ID Online Data Entry November 2011

90. 2012 STAR Pre-ID || Slide 90 November 2011 Pre-ID Data Submission Step 1: Send P.O. for “STAR Pre-ID Services” to ETS: –Mail — 2731 Systron Drive Concord, CA 94518 Attn: STAR TAC –Fax — 800-541-8455 Step 2  Submit “Demographic Fields to Be Hand- Marked on 2012 STAR Answer Documents or Entered During Extended Pre-ID Data Corrections” form, if applicable

91. 2012 STAR Pre-ID || Slide 91 November 2011 Pre-ID Data Submission Step 3: Log in to the STAR 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

92. 2012 STAR Pre-ID || Slide 92 November 2011 Step 6 – On-Screen Data Entry Process Overview “Add Student” screen Enter all demographic data: Fields listed in same order as in Pre-ID File Layout document If “Demographic Fields to Be Hand-Marked on 2012 STAR 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, CBEDS (District and School) Save data Data validation executed If errors exist, correct errors and save

93. 2012 STAR Pre-ID || Slide 93 November 2011 On-Screen Data Entry Prior to Pre-ID Document Cutoff Date Data Validation Process Error Records Rejected Clean Records Database Screen Entry Duplicate Records Rejected

94. 2012 STAR Pre-ID || Slide 94 November 2011 Example of Error Record in Online Entry

95. 2012 STAR Pre-ID || Slide 95 November 2011 Add and Edit Student 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

96. 2012 STAR Pre-ID || Slide 96 November 2011 Prior to Pre-ID Cutoff Date 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

97. 2012 STAR Pre-ID || Slide 97 November 2011 Prior to Pre-ID cutoff date After Extended Pre-ID Data Corrections window start date

98. 2012 STAR Pre-ID || Slide 98 November 2011

99. 2012 STAR Pre-ID || Slide 99 November 2011 After Pre-ID Cutoff Date Data has 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  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

100. 2012 STAR Pre-ID || Slide 100 November 2011 Prior to Pre-ID cutoff date After Extended Pre-ID Data Corrections window start date

101. 2012 STAR Pre-ID || Slide 101 November 2011

102.  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 school district in previous years  Will not be e-mailed to District STAR Coordinators  Will reside on the STAR Management System  Generated by Pre-ID load and extract Missing Pre-ID Demographic Report November 2011 2012 STAR Pre-ID || Slide 102

103. District Data Profile Report 2012 STAR Pre-ID || Slide 103 November 2011

104. District Data Profile November 2011 2012 STAR Pre-ID || Slide 104

105. 2012 STAR Pre-ID || Slide 105 Late/Supplemental Labels November 2011

106. 2012 STAR Pre-ID || Slide 106 November 2011 Late/Supplemental Label Usage Provide data for new students in school district 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

107. 2012 STAR Pre-ID || Slide 107 Extended Pre-ID Data Corrections November 2011

108. 2012 STAR Pre-ID || Slide 108 November 2011 Extended Pre-ID Data Corrections Usage 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)

109. 2012 STAR Pre-ID || Slide 109 November 2011 Extended Pre-ID Data Corrections Menu 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

110. 2012 STAR Pre-ID || Slide 110 November 2011 Extended Pre-ID Data Corrections Further information  Manual at http://www.startest.org/sms.html  Pre-Test Workshops—January 2012  Call STAR TAC at 800-955-2954

111. 2012 STAR Pre-ID || Slide 111 Questions November 2011

112. 2012 STAR Pre-ID || Slide 112 More Questions? STAR TAC—800-955-2954 Pre-ID, Extended Pre-ID Data Corrections, Ordering questions CDE—916-445-8765 Policy questions November 2011

113. 2012 STAR Pre-ID || Slide 113 Next STAR Workshops January 2012 Next STAR Workshops January 2012 STAR Pre-Test CAPA Train-the-Trainer Webcasts January 18, 2012 November 2011