2007 STAR Demographic Data Corrections Webcast September 26, 2007 Start time 9:00 AM September 2007 Demographic Data Corrections

Demographic Data Corrections Objectives District STAR coordinators will understand: Why data should be corrected What data can be corrected What the cost is for correcting data When data can be corrected How to make data corrections Data Corrections vs. Hand Scoring end-of-course math and science tests September 2007 Demographic Data Corrections

Demographic Data Corrections What’s New? Additional updatable fields SSID # Special Education Exit Date Fields removed from data corrections Class size reduction School mobility File layout File upload acceptance screen added Replacement Individual Student Reports available (paper or electronic) September 2007 Demographic Data Corrections

Demographic Data Corrections Why Correct Data? Correct API and AYP calculations Corrected data is sent to CDE’s Academic Accountability Unit for recalculation Score uncoded and rescore miscoded end-of-course math or science tests Other option is hand score Obtain clean Data CD These are in priority order. For full details of what and how API and AYP values may be affected by incorrect data you should contact the Dept. of Education’s EPIC group (Bob Bernstein). Rescoring miscoded or uncoded Math and Science tests for high school students Clean Data CD can be requested at an additional cost. September 2007 Demographic Data Corrections

Fields used for API and/or AYP calculations that may be corrected SSID CAPA Level County/District Code of Residence for students with IEP plans Special Testing Conditions Accommodations and Modifications Used Adult Testing Irregularities Inappropriate Test Preparation Student’s English Proficiency English Learner Date First Enrolled in U.S. school September 2007 Demographic Data Corrections

Fields used for API and/or AYP calculations that may be corrected R-FEP Date Reclassified R-FEP students in grades 5–11 scored PRO or ADV 3 years on ELA CST NSLP Primary Disability (3-digit primary disability code; 000 = no reported disability) Primary Ethnicity Parent Education Level Special Education Exit Date September 2007 Demographic Data Corrections

Fields used for API and/or AYP calculations that may be corrected CBEDS Enrollment—District CBEDS Enrollment—School CST for Mathematics Test Taken CST for Science Test Taken September 2007 Demographic Data Corrections

Demographic fields that may NOT be corrected District Name County District Code School Name School Code Grade Level of Test Taken Charter School Code Independent Charter School Flag September 2007 Demographic Data Corrections

Demographic Data Corrections How much does it cost? One set up fee $630 Regardless of number of administrations changed 16 cents per record ALL students tested on the administration Additional cost for replacement reports and CD Paper Process is only available for those districts without Internet access. Pricing example follows: September 2007 Demographic Data Corrections

Demographic Data Corrections Example Two administrations 1000 students tested on admin. 1 5000 students tested on admin. 2 Correct 900 students on admin. 1 Cost = $630 + (0.16 x 1000) = $790 Correct 3000 students on admin. 2 Cost = $630 + (0.16 x 5000) = $1,430 Correct 900 students on admin. 1 plus Correct 3000 students on admin. 2 Cost = $630 +(0.16 x 6000) = $1,590 Build 1  A district with TWO multiple-choice test administrations Build 2  Correcting 9, 90 or 900 students on the first administration will cost the same. Build 3  Correcting 3, 30, 300, 3000 students on the second administration will cost the same. Build4  Only ONE set up fee is applied if students are updated on multiple administrations. NOTE: If the CAPA data is updated this WILL have a separate set up fee! But, there is no reason for the CAPA file to be updated. September 2007 Demographic Data Corrections

Cost of Replacement Reports Cost per Student Tested on the admin. Student Report Paper Student Report PDF on DVD-ROM Student Record Label $1.50 $0.25 $0.80 Student Master List $0.60 Group Summary CAT/6 Survey, District level $0.85 Group Summary CAT/6 Survey, School level Student Master List Summary CST, District level Student Master List Summary CST, School level Subgroup Summaries Master List Summary: CST End-of-course results (mathematics and science) Student Data File on CD-ROM $0.32 Cost of replacement reports. Once again, the “Price Per Student” fee refers to ALL students in an administration. Hence, a new CD for Administration ONE (in our previous example) would cost 1000 x 0.25 = $250 September 2007 Demographic Data Corrections

Demographic Data Corrections Timing Submit Form Form available on www.startest.org Last day for submissions 12 October System OPEN for corrections 25 September System CLOSED for corrections 31 October Last Day to request file download 30 October, corrected file then must be uploaded by 31 October. Corrected STAR Internet reports to be posted December Form currently available by calling the STAR Technical Assistance Center. You will have just over ONE Month to perform corrections. Corrected data will be used in the December posting of data by CDE. September 2007 Demographic Data Corrections

Demographic Data Corrections The Process Complete and submit form Obtain new password Access “STAR 2007 Administration” Data corrections Online Offline Match unmatched records (optional) Online only “Approve – District Complete” If this step is NOT completed NO data changes will be sent to CDE Must be completed by 6:00 pm (PST) October 31 50,000 foot overview. The web site used will be the same as for 2004 Ordering and Pre-ID but a NEW password will be provided to those wishing to perform corrections. Suggested order. One does NOT have to do Matching before other corrections. Remember matching does NOT affect API and AYP calculations. On-line = On screen data corrections which was the only option in 2003. Off-line = Allows a district to download a file, make corrections to the file and then upload it. September 2007 Demographic Data Corrections

Online & Offline Updates Sequence One Sequence Two Request and download file. Edit data in file. Upload corrected file. Edit data online. Submit online corrections. Sequence Three Sequence Four Request and download file 1. Request and download file 2 Edit data in file 2. Upload file 2. The web site used will be the same as for 2004 Ordering and Pre-ID but a NEW password will be provided to those wishing to perform corrections. Suggested order. One does NOT have to do Matching before other corrections. Remember matching does NOT affect API and AYP calculations. On-line = On screen data corrections which was the only option in 2003. Off-line = Allows a district to download a file, make corrections to the file and then upload it. September 2007 Demographic Data Corrections

Download & Upload Format Based on CD Data File Layout Includes ALL data in one file Includes additional control data fields Includes records for ALL administrations File includes CST and CAPA records (STS records not included) Layout of file is available from STAR Technical Assistance Center but is essentially the same as the CD Layout with a header and trailer record and a few additional fields on each record. September 2007 Demographic Data Corrections

Demographic Data Corrections Format of Data File Appendix C of manual Field Start End Len Field Description Update Rules Acceptable Values 1 2 Record Type Not Updatable Numeric (01 = CST and CAT/6, 02 = CAPA) 3 22 20 Vendor Student Number Numeric 23 43 21 Student Name Last Name (23–33) First Name (34–42) Middle Initial (43) Updatable but cannot be modified to all blank Alpha (A–Z) or Blank 4 44 53 10 Student Number Updatable Alpha (0–9) or Blank 5 54 63 SSID Number Alpha (0–9) Valid SSID# or Blank 6 64 65 Date of Birth Month Updatable but cannot be modified to blank Numeric (01–12) or Blank 66 67 Date of Birth Day Numeric (01–31) or Blank 68 71 Date of Birth Year Numeric (1983–2000) or Blank 7 72 Gender Updatable but cannot be modified to blank or multiple marks Alpha (F or M), Blank or ‘+’ = Multiple Marks September 2007 Demographic Data Corrections

Demographic Data Corrections Sample Data File Header Record – Do NOT remove or alter Trailer Record – Do NOT remove or alter September 2007 Demographic Data Corrections

Demographic Data Corrections After Download 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 No Excel or Access Keep data in same columns and sequence Do NOT remove Records Do NOT change fields UIN (3-22) and Control Data (751-812) Do NOT adjust Header or Trailer records We recommend that you work on a copy of the download file. On-Line edits should not be made between downloading a file and uploading the corrected file. If this is done the upload will fail (no changes will be made by the upload) and a new download must be requested, amended and reloaded. A warning is given of this fact when records are amended on-line. Keep the data in the same columns and in the same sequence. Possible editors: EditPlus www.editplus.com EditPadLite www.editpadlite.com Do NOT use Excel or Microsoft WORD or any other program that might lose the format or insert control characters into the file. Access can be used with care by those who are experts in using Access. September 2007 Demographic Data Corrections

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 Reasons for failure include: Tampering with the “Header Record” or “Trailer Record” Records added or removed from the file (even if the header is amended to match the count in the file the file will still be rejected because the count is different to that which was downloaded!) The LATEST download file must be amended and used to upload changes. September 2007 Demographic Data Corrections

Upload file Phase 1 - File Check Successful Proceed to Phase 2 Record Check Only modified records will be checked Phase 2 checks each record. September 2007 Demographic Data Corrections

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 is invalid E-mail sent to inform that Phase 2 has been completed Entire record must be valid for the record to be updated. e.g. If three data items on a record are changed and one is in error the entire RECORD is rejected. If three records are changed and one contains errors then two will be updated and the third rejected. September 2007 Demographic Data Corrections

Demographic Data Corrections E-mail From: STAR@ETS.ORG Subject: Student Demographic Edit File Status Notification Below is the file processing status for: STAR Student Demographic Edit Upload File Filename: PN543.1txt.txt Date Submitted: Thu Sep 06 11:18:36 EDT 2007 Submitter: Jonathan Halling Status: Error Total Number of Records: 51 Total Number of Accepted Records: 50 Total Number of Rejected Records: 1 Please return to [URL] to download the detailed error report for this file. Contact customer service at (800) 955-2954 if you need further assistance. An E-mail summary of the upload is sent once it is complete. Our example has 3 records rejected due to errors. These errors are not listed in the e-mail. If all 7900 were in error this would be a VERY long e-mail. So, how do I find which records are in error? September 2007 Demographic Data Corrections

Demographic Data Corrections Resubmit Download data Locate records in error Correct errors Upload ENTIRE file Not just the corrected error records Errors may be corrected either through the “On-Line” (record per screen) process OR By locating the errors in the upload file, correcting the data, and resubmitting the corrected file. Resubmit the entire file NOT just the corrected records. Do not try to set data back to it’s original form using this download, as it will not work. To reset data there are two ways: Download a new file Correct the data BACK to the original values on this file Reload the file However, this will only work if the data you are resetting is VALID data, as invalid data will be rejected. If you truly need to reset back to the data that was present on the database on 27 September (when edits opened for business) then you will need to request this from STAR Technical Assistance folk. September 2007 Demographic Data Corrections

Software Demonstration Online Updates Matching Records Download & Upload Files September 2007 Demographic Data Corrections

Demographic Data Corrections Login to 2007 Database September 2007 Demographic Data Corrections

Demographic Data Corrections Welcome Screen September 2007 Demographic Data Corrections

Online Corrections Search for Student September 2007 Demographic Data Corrections

Online Corrections Search for Student Results September 2007 Demographic Data Corrections

Online Corrections Update Student Data Cannot update Special test conditions Modifications and Accommodations September 2007 Demographic Data Corrections

Online Corrections Matching Records Matching only available online September 2007 Demographic Data Corrections

Online Corrections Matching Records September 2007 Demographic Data Corrections

Offline Corrections Request File September 2007 Demographic Data Corrections

Offline Corrections Download File Available the next day for download September 2007 Demographic Data Corrections

Offline Corrections Edit File Text editor September 2007 Demographic Data Corrections

Offline Corrections Upload File September 2007 Demographic Data Corrections

Demographic Data Corrections Upload Messages Success Failure September 2007 Demographic Data Corrections

Offline Corrections Check File Status September 2007 Demographic Data Corrections

Demographic Data Corrections Approve September 2007 Demographic Data Corrections

Demographic Data Corrections Final Step Approve – District Complete Sends data for inclusion in December Internet posting Sends invoice from ETS NOTE: No invoice or data changes will be performed if this last step is not performed! September 2007 Demographic Data Corrections

Demographic Data Corrections Score uncoded and rescore miscoded “End Of Course” math or science tests Two Options Demographic Data Corrections Hand Score If the End of Course Math &/or Science test codes are correct this is what will happen: The student’s test will be RESCORED The corrected score will be used when data is provided to CDE for their internet posting in December A report of the students revised scaled score(s) and performance level(s) can be obtained: This will NOT be in the same format as the original Student Report. It will be a shortened report providing minimal information. In order to receive this the district will need to supply a list of students to ETS. 4) No other reports will be automatically produced unless the district chooses to have paper reports reprinted. September 2007 Demographic Data Corrections

Demographic Data Corrections Hand scoring Factor: Cost to district Zero additional cost …. if district is already performing Demographic Data Corrections to correct other data. $52 per student Factor: Updated data sent to CDE for inclusion in Internet data posting and API/AYP calculations YES. NO Factor: Updated Summary reports, data CD, etc. availability YES Factor: New score notification (Student Master List, Student Record Label, data CD, etc.) Student Master List, Student Record Label, and the student data file CD available for an additional charge Letter will be sent to the district STAR coordinator containing the new/revised scores. Factor: Updated STAR Student Report availability Paper and PDF available September 2007 Demographic Data Corrections

Demographic Data Corrections Questions? September 2007 Demographic Data Corrections

UPCOMING STAR Webcasts October 26 9:00 AM – 2008 STAR Ordering Materials December 05 9:00 AM – 2008 STAR Pre-ID September 2007 Demographic Data Corrections