September 2010Demographic Data Corrections STAR Demographic Data Corrections Webcast September 22, 2010 Start time 9:00 a.m.

September 2010Demographic Data Corrections2 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. handscoring end-of- course mathematics and science tests

September 2010Demographic Data Corrections3 What’s New? See the “What’s New” table starting on page 1 of the Demographic Data Corrections Manual for changes to the data layout. When the acceptable value is “Y or blank,” “Y” must be capitalized.

September 2010Demographic Data Corrections4 Why Correct Data? Correct API and AYP calculations –Corrected data is sent to the CDE’s Academic Accountability Unit for recalculation Score uncoded and rescore miscoded end-of-course mathematics or science tests –Other option is to hand score Obtain corrected data CD

September 2010Demographic Data Corrections5 SSID CAPA Level County/District code for student’s residence if residence is other than where student attends school/receives services Special Testing Conditions (except for certain fields) Modifications Used Adult Testing Irregularities Inappropriate Test Preparation Fields used for API and/or AYP calculations that may be corrected

September 2010Demographic Data Corrections6 Fields used for API and/or AYP calculations that may be corrected Student’s English Proficiency English Learner Date First Enrolled in U.S. School R-FEP students in grades 5–11 scored PRO or ADV 3 years on ELA CST National School Lunch Program (NSLP) Primary Disability Special Education Exit Date

September 2010Demographic Data Corrections7 Hispanic or Latino Ethnicity/Race Parent Education Level CBEDS Enrollment—District CBEDS Enrollment—School CST/CMA for Mathematics Test Taken CST for Science Test Taken Attends Nonpublic, Nonsectarian School Fields used for API and/or AYP calculations that may be corrected

September 2010Demographic Data Corrections8 Demographic fields that may NOT be corrected District Name County District School Code School Name School Code Grade Level of Test Taken (enrollment grade may be changed, however)

September 2010Demographic Data Corrections9 How much does it cost? One setup fee of $630 –Regardless of number of administrations changed 16 cents per record –ALL students tested on the administration Additional cost for replacement reports and CD

September 2010Demographic Data Corrections10 Example Two administrations –1,000 students tested on admin 1 –5,000 students tested on admin 2 Correct 900 students on admin 1 –Cost = $630 + (0.16 x 1000) = $790 Correct 3,000 students on admin 2 –Cost = $630 + (0.16 x 5000) = $1,430 Correct 900 students on admin 1 plus Correct 3,000 students on admin 2 –Cost = $630 +(0.16 x 6000) = $1,590

September 2010Demographic Data Corrections11 Cost of Replacement Reports Report Cost per student tested in the admin. Student Reports (paper) Student Reports (PDFs on DVD-ROM) Student Record Label $1.50 $0.25 $0.80 Student Master List$0.60 Student Master List Summary, School level$0.60 Student Master List Summary, District level$0.60 Subgroup Summaries$0.85 Master List Summary: End-of-course CST results, end-of-course CMA results $0.60 Student Data File on CD-ROM$0.32

September 2010Demographic Data Corrections12 Timeline Submit form –Form available on –Last day for submissions is October 8 System OPEN for corrections on September 22 System CLOSED for corrections on October 29 –Last day to request file download is October 28; corrected file then must be uploaded by October 29 Corrected STAR Internet reports to be posted in January –Not the same as accountability reports

September 2010Demographic Data Corrections13 The Process Complete and submit form Obtain new password Access “STAR 2010 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 the CDE –Must be completed by 6:00 p.m. (PST) October 29

September 2010Demographic Data Corrections14 Online & Offline Updates Scenario OneScenario Two 1.Request and download file. 2.Edit data in file. 3.Upload corrected file. 1.Edit data online. 2.Submit online corrections. Scenario ThreeScenario Four 1.Edit data online. 2.Submit online corrections. 3.Request and download file. 4.Edit data in file. 5.Upload corrected file. 1.Request and download file 1. 2.Edit data online. 3.Submit online corrections. 4.Request and download file 2 5.Edit data in file 2. 6.Upload file 2.

September 2010Demographic Data Corrections15 Download & Upload Format Based on STAR Student Data Layout –Includes ALL data in one file –Includes additional control data fields Includes records for ALL administrations File includes CST, CMA, and CAPA records –STS records not included

September 2010Demographic Data Corrections16 Format of Data File Appendix C of Demographic Data Corrections Manual

September 2010Demographic Data Corrections17 Sample Data File Header Record – Do NOT remove or alter Trailer Record – Do NOT remove or alter

September 2010Demographic Data Corrections18 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 –Do not use Excel Important If downloading and correcting the entire file, use text file (.txt) format only. Do not edit data in Microsoft Excel or any other application that could potentially reformat the data. Be sure to upload the entire corrected text file (.txt), including the header and trailer records. Do not change the sequence of any of the records in the file.

September 2010Demographic Data Corrections After Download (continued) Keep data in same columns and sequence Do NOT remove records Do NOT change fields UIN (3–22) and Checksum ( 766–827) Do NOT adjust header or trailer records 19

September 2010Demographic Data Corrections20 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

September 2010Demographic Data Corrections21 Upload File Phase 1, File Check Successful –Proceed to Phase 2  Record check  Only modified records will be checked

September 2010Demographic Data Corrections22 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 sent to inform that Phase 2 has been completed

September 2010Demographic Data Corrections23 From: 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: Tue Sep 28 11:18:36 EDT 2010 Submitter: Mark Hansen 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) if you need further assistance.

September 2010Demographic Data Corrections24 Resubmit Download data Locate records in error Correct errors Upload ENTIRE file –Not just the corrected error records

September 2010Demographic Data Corrections25 Software Demonstration Online Updates Matching Records Download & Upload Files

September 2010Demographic Data Corrections26 Login to 2010 Database

September 2010Demographic Data Corrections27 Welcome Screen

September 2010Demographic Data Corrections28 Online Corrections Search for Student

September 2010Demographic Data Corrections29 Online Corrections Search for Student Results

September 2010Demographic Data Corrections30 Online Corrections Update Student Data Cannot update online –Special test conditions –Modifications and accommodations –Must make these corrections offline

September 2010Demographic Data Corrections31 Online Corrections Matching Records Matching only available online Grade 7 multiple choice/writing Step 1: Match Demographic Records form Step 2: Match Demographic Records search results

September 2010Demographic Data Corrections32 Online Corrections Matching Records (cont.) Step 3: Unmatched record search

September 2010Demographic Data Corrections33 Online Corrections Matching Records (cont.) Step 4: Unmatched record search results Step 5: Unmatched records—student results

September 2010Demographic Data Corrections34 Offline Corrections Request File

September 2010Demographic Data Corrections35 Offline Corrections Download File Available the next day for download

September 2010Demographic Data Corrections36 Offline Corrections Edit File Text editor

September 2010Demographic Data Corrections37 Offline Corrections Upload File

September 2010Demographic Data Corrections38 Upload Messages Success Failure

September 2010Demographic Data Corrections39 Offline Corrections Check File Status

September 2010Demographic Data Corrections40 Approve

September 2010Demographic Data Corrections41 Final Step Approve – District Complete –Sends data for inclusion in January Internet posting –Sends invoice from ETS

September 2010Demographic Data Corrections42 Score uncoded and rescore miscoded end-of-course mathematics or science tests Two options –Demographic data corrections –Handscore

September 2010Demographic Data Corrections43 Data CorrectionsHand Scoring Question: Cost to district for scoring individual students? Zero additional cost … …if district is already performing demographic data corrections to correct other data. $52 per student Question: Will updated data be sent to CDE for inclusion in Internet data posting and API/AYP calculations? YESNO Question: Will updated Summary reports, data CD, etc., be available? YESNO Question: Will there be notification of new score(s) (Student Master List, Student Record Label, data CD, etc.)? YES The updated Student Master List, Student Record Label, and the student data file CD will be available for an additional charge YES Letter will be sent to the district STAR coordinator containing the new/revised scores. Question: Will updated STAR Student Reports be available? YES Paper and PDF available NO Data Corrections vs. Handscoring FAQs for EOC Mathematics or Science

September 2010Demographic Data Corrections44 Questions?

Quiz Which of these methods can be used to correct student demographic data online? A.Request a hand-score. B.Resubmit my Pre-ID file. C.Use the search for student feature to correct one student record at a time. D.Upload an Excel spreadsheet containing only the corrected records. September 2010Demographic Data Corrections45

Quiz You should download a file, correct records online, and then upload the file. True. False. September 2010Demographic Data Corrections46

Quiz Which field can be corrected using demographic data corrections? A.CBEDS B.School code C.District name D.Test administration September 2010Demographic Data Corrections47

Quiz What are the last two tasks you should perform before finishing the demographic data corrections process? A.Contact the CDE and let them know you are finished, and then call STAR TAC. B.Request and download a final copy of your district’s demographic corrections for your records, and then select the “District Approve Complete” button. C.Make sure to contact your district’s superintendent, and then take a coffee break. D.Select the “Approve – District Complete” button, and then select “Unapprove.” September 2010Demographic Data Corrections48

September 2010Demographic Data Corrections49 Next Webcast: 2011 STAR For Students With Disabilities September 29, 2010 at 9:00 a.m STAR Order Management October 20, 2010 Webcast starts at 9:00 a.m.