Data Cleanup Tools 1

Close Out 2015 SAGE Testing Overview of Special Codes Management of Special Codes Working with Special Codes – TIDE – ORS Use Cases Summary 2

Check Test Status Management to make sure all invalidations are approved. Ensure all special codes are marked appropriately. 3

Make sure all Opt Outs are invalidated. Make sure all invalidations are approved. 4

Special Codes – Participation codes – accommodated, modified – Non-participation codes – all others USOE Policy: Every student who is enrolled in a SAGE assessed course for at least 10 days must be accounted for. The student should either take SAGE or a special code must be assigned explaining why they did not test. 5

Special Codes can be viewed in either TIDE or ORS Special Codes can only be modified, added or deleted in TIDE 6

You can use TIDE’s Special Code Assignments tab to modify special codes for eligible tests. In addition, if a special code had been assigned prior to eligibility being removed, you can still view and modify the code in TIDE as long as the student is enrolled in the LEA or school using this tab. If you assign a non-participation special code prior to testing, TIDE removes the student’s eligibility and the student will not be able to start that test. In order for that student to take the test, you must remove the special code in TIDE (change to No Special Code). The ORS includes only eligible tests. However, if a student had started a test that was later invalidated, that test will be included in the ORS reports. 7

Searches from either Student Information or Special Code Assignments tabs display special codes in the results table. If a student is no longer eligible for a test and a special code had been assigned, it will be displayed as long as the student is still enrolled in the LEA or school. 8

Modifying or deleting a special code can only be done from the Special Code Assignments tab. If a special code had been assigned, it can be modified from Special Code Assignments tab, even if the student is no longer eligible. 9

New Discrepancy tab identifies students who did not participate in a test that they were eligible for and do not have a non- participation special code assigned. You can set special codes for these students from this tab. 10

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Special Codes can be viewed from ORS. All students who participated in a test will have a record in ORS whether they are still eligible or not. Students who have not participated in a test and have a non-participation special code assigned are excluded from ORS. – (absent, parent opt out, etc.) 14

Test Management Center – Test Completion Rates – Summary Statistics – Plan and Manage Testing – Test Status Code Report 15

Test Completion Rates Report – Generated nightly (not real time data) – Can be run by LEA or school – Displays students eligible, started and completed for test(s) selected 16

Summary Statistics Report – Generated in real time – Can be run by LEA for a selected test – Displays # and % not tested and tested with proficiency level – Based on scores generated for eligible tests For ELA, this requires a score on both reading and writing 17

Plan and Manage Testing Reports – Generated in real time – Can be run by LEA or school – Controlled by Get Specific box – Includes eligible students or those that have started tests 18

Test Status Code Report – Generated in real time – Can be run by the LEA or School – Provides a list of all students with the tests for which they are eligible or have started. – For each row (student/test), the report will show testing status and a special code, if assigned. 19

Split into 2 groups – Non-participators Did not attempt the test – Participators Attempted the test Attempt Rule: A student is considered to have participated in a test after answering six questions or after responding with any non-blank character in a writing prompt. 20

Case 1: John Doe is enrolled in 6 th grade math for the school year and has not participated in the grade 6 math test – If there is no special code assigned, assign a code in TIDE using the Special Code Assignments or Discrepancy tabs – If an incorrect special code had been assigned, modify in TIDE using the Special Code Assignments tab 21

Case 2: John Doe is enrolled in Biology and completes instruction in December but does not take the Biology test, then enrolls in Chemistry for the spring. – If there is no special code assigned for biology, assign a code in TIDE using the Discrepancy tab – If an incorrect special code had been assigned for biology, modify in TIDE using the Special Code Assignments tab 22

Case 3a: John Doe is enrolled in Biology and completes instruction in December but does not take the Biology test, then transfers to another school within the LEA and does not enroll in Biology. – If there is no special code assigned for Biology, assign a code in TIDE using the Discrepancy tab – If an incorrect special code had been assigned for Biology, the LEA admin can modify in TIDE using the Special Code Assignments tab 23

Case 3b: John Doe is enrolled in Biology and completes instruction in December but does not take the Biology test, then transfers to another LEA and does not enroll in Biology. – If there is no special code assigned for Biology, assign a code in TIDE using the Discrepancy tab. – If an incorrect special code had been assigned for Biology, contact the SAGE Help Desk. 24

Case 1: John Doe is enrolled in 6 th grade math for the school year and participated in the grade 6 math test – If there is no special code, or if the special code is incorrect, add or modify in TIDE using the Special Code Assignments tab 25

Case 2: John Doe is enrolled in Biology and completes instruction in December and takes the Biology test. The parent then requests an Opt Out or you need to mark as accommodated. – If an incorrect special code had been assigned, modify in TIDE using the Special Code Assignments tab – If a special code had not been assigned while the student is eligible, contact the SAGE Help Desk. 26

Case 3a: John Doe is enrolled in Biology and completes instruction in December and takes the Biology test. He then transfers to another school within the LEA and then the parent requests an Opt Out for Biology. – If an incorrect special code had been assigned, the LEA can modify in TIDE using the Special Code Assignments tab. – If a special code had not been assigned while the student was eligible, contact the SAGE Help Desk. 27

Case 3b: John Doe is enrolled in Biology and completes instruction in December and takes the Biology test, then transfers to another LEA and the parent requests an Opt Out for Biology. – Contact the SAGE Help Desk. 28

Special Codes can be viewed in TIDE or ORS. Special Codes can only be edited in TIDE: – Special Code Assignments tab Add – if student is eligible Modify/Delete – if special code previously assigned – Discrepancy tab Add – if student did not participate Best Practice – Enter special codes throughout the year when students are eligible. 29

The participation and Test Status Code Reports in the ORS display only eligible tests. However, if a student had started a test that was later invalidated, that test will be included in the ORS reports. 30

Special codes must be accurate in SAGE by the end of each LEA’s testing window. Four tools are available to assist in confirming and marking special codes: Discrepancy Resolution Available no later than 5/25 Identify tests that haven’t been taken which need a special code Test Status Report – ORS 2015 Special Codes Clean Up Jared Wright Enrolled in school and eligible for test Enrolled in school no longer eligible for test No longer in school Did not participate  < 6 answers  No characters on Writing View – Special Code Assignments Add – Discrepancy Resolution or Special Codes Assignments Remove – Special Code Assignments Change - Special Code Assignments View – Special Code Assignments Add – Discrepancy Resolution Remove – Special Code Assignments Change - Special Code Assignments View – Discrepancy Resolution Add – Discrepancy Resolution Remove – call SAGE Help Desk Change - call SAGE Help Desk Participated  6+ answers  1+ characters on Writing View – Special Code Assignments Add – Special Code Assignments Remove – Special Code Assignments Change - Special Code Assignments View – Special Code Assignments Add – call SAGE Help Desk Remove – Special Code Assignments Change - Special Code Assignments View – call SAGE Help Desk Add – call SAGE Help Desk Remove – call SAGE Help Desk Change – call SAGE Help Desk USOE Assessment Director Meeting - April 30, 2015

Updated Special Code Validation User Guide can be found on the portal at this link.link 32