2013 Data Corrections: AAU, CALPADS, STAR, CAHSEE Webcast September 25, 2013 Start time: 9 a.m.

2013 STAR Data Corrections Webcast | September 2013 Objectives Overview of data corrections and Accountability Overview of correcting demographic data in the California Longitudinal Pupil Achievement Data System (CALPADS) Overview of correcting Standardized Testing and Reporting (STAR) program data Overview of correcting California High School Exit Examination (CAHSEE) program data 2

2013 STAR Data Corrections Webcast | September 2013 Introductions 3

CALIFORNIA DEPARTMENT OF EDUCATION Tom Torlakson, State Superintendent of Public Instruction September 2013 Making Data Corrections in CALPADS ODS

TOM TORLAKSON State Superintendent of Public Instruction Topics 1.Data Sources Used for Accountability Reports 2.Data Corrections Process 3.Data Files Provided to Local Educational Agencies (LEAs) 4.Timelines 5

TOM TORLAKSON State Superintendent of Public Instruction Data Sources Used for Accountability Reports Starting with the 2012–13 accountability reporting cycle, two data sources were used by the Academic Accountability Unit (AAU) to produce Academic Performance Index (API), Adequate Yearly Progress (AYP), and Program Improvement reports 6

TOM TORLAKSON State Superintendent of Public Instruction Data Sources Used for Accountability Reports (Cont.) The two data sources: –Assessment results, and related data fields, provided by the Educational Testing Service (ETS), and –Enrollment, demographic, and program participation data from the California Longitudinal Pupil Achievement Data System Operational Data Store (CALPADS ODS) 7

TOM TORLAKSON State Superintendent of Public Instruction Data Correction Process Assessment-related data corrections are to be made through ETS Enrollment, demographic, and program participation data corrections are to be made using the CALPADS ODS 8

TOM TORLAKSON State Superintendent of Public Instruction Identification of Data Errors To help LEAs identify potential data errors, the AAU will provide accountability coordinators, who have secure ListServ privileges, with password-protected encrypted student-level data files 9

TOM TORLAKSON State Superintendent of Public Instruction Identification of Data Errors (Cont.) Three student-level files will be provided: –Demographic data files containing race/ethnicity and program participation –Continuous enrollment data file indicating which students were identified as continuously enrolled –Four-year cohort graduation data 10

TOM TORLAKSON State Superintendent of Public Instruction Timeline October 31, 2013: Deadline for making corrections in the CALPADS ODS November 1, 2013: Data extracted from CALPADS ODS February 2014: Revised API, AYP, PI, Standardized Testing and Reporting, and California High School Exit Examination reports posted to the California Department of Education Web site 11

TOM TORLAKSON State Superintendent of Public Instruction Contact Information Questions regarding the demographic and continuous enrollment data files: Justin Lane

TOM TORLAKSON State Superintendent of Public Instruction Contact Information (Cont.) Questions regarding business rules for demographic and program participation: Michael Mercier Dan Sikangwan

CALIFORNIA DEPARTMENT OF EDUCATION Tom Torlakson, State Superintendent of Public Instruction 2013 CALPADS Demographic Data Corrections September 2013

TOM TORLAKSON State Superintendent of Public Instruction CALPADS Objectives District CAHSEE and STAR coordinators will understand: Why CALPADS data should be corrected Which CALPADS data can be corrected When CALPADS data can be corrected How to coordinate CALPADS data corrections through the LEA Administrator or designated CALPADS user 15

TOM TORLAKSON State Superintendent of Public Instruction Why Correct CALPADS Data? Beginning in the 2012–13 Academic Year, the following will be calculated using CALPADS demographic data: Adequate Yearly Progress (AYP ) Academic Performance Index (API) Graduation rates Dropout rates Graduation cohort 16

TOM TORLAKSON State Superintendent of Public Instruction Which CALPADS data can be corrected? 17 The following fields may be corrected in the CALPADS Operational Data Store (ODS): Student’s English Proficiency English Learner Date First Enrolled in U.S. School Ethnicity/Race Hispanic or Latino Parent Education Level National School Lunch Program (NSLP) Special Education Exit Date Primary Disability (3-digit primary disability code; 000 = no reported disability) R-FEP students in grades five through eleven scored Proficient or Advanced any 3 years on CST and/or CMA for ELA Reclassified Fluent-English-Proficient (R-FEP) Date (CAHSEE Only) Primary Language (CAHSEE Only)

TOM TORLAKSON State Superintendent of Public Instruction When can CALPADS data be corrected? CALPADS ODS data corrections may be made up until 5pm of the October 31, 2013 deadline. 18

TOM TORLAKSON State Superintendent of Public Instruction How to coordinate CALPADS data corrections Each LEA has 1–2 CALPADS LEA Administrators whose role is to provide access to local LEA users. This CALPADS LEA Admin has granted certain users privileges to modify these data. The District CAHSEE and STAR coordinator(s) will need to collaborate with these local users in order to make data corrections in the CALPADS ODS. 19

TOM TORLAKSON State Superintendent of Public Instruction CALPADS Support Contact Information For CALPADS support, please contact the CALPADS Service Desk by or Web form: 20

2013 STAR Data Corrections

2013 STAR Data Corrections Webcast | September 2013 STAR Objectives District STAR coordinators will understand: Why data should be corrected Which data can be corrected (See Appendix C) 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 22

2013 STAR Data Corrections Webcast | September 2013 What’s New ? Only fields related to the assessments are to be corrected in the Data Corrections module. – Special conditions, accommodations, modifications, variations – Test taken –... and so forth All other fields are to be corrected in the California Pupil Achievement Data System (CALPADS). 23

2013 STAR Data Corrections Webcast | September 2013 Reminders Layout Changes – See the “What’s New” table starting on page 1 of the Demographic Data Corrections Manual for changes to the data layout. Search for Student – You can search by student SSID when matching unmatched grades four and seven students multiple choice with unmatched writing. 24

2013 STAR Data Corrections Webcast | September 2013 Why Correct Data? Correct 2013 assessment data Score uncoded and rescore miscoded end-of-course mathematics or science tests – Other option is to hand score Obtain corrected data CD – Even if only making corrections in CALPADS 25

2013 STAR Data Corrections Webcast | September SSID CAPA Level County and district code for student’s residence if residence is other than where student attends school/receives services Special Testing Conditions (except for certain fields) Accommodations or Modifications Used Adult Testing Irregularities Inappropriate Test Preparation Fields that may be corrected

2013 STAR Data Corrections Webcast | September 2013 Fields that may be corrected, con’t English Learner Test Variations Receives special education services at a nonpublic, nonsectarian school (NPS) based on IEP NPS school code (CST, CMA, CAPA, and STS) CST/CMA for Mathematics Test Taken CST for Science Test Taken 27

2013 STAR Data Corrections Webcast | September Demographic fields that may NOT be corrected District Name County/District Code School Name School Code Grade Level of Test Taken (enrollment grade may be changed )

2013 STAR Data Corrections Webcast | September 2013 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 29

2013 STAR Data Corrections Webcast | September 2013 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 30

2013 STAR Data Corrections Webcast | September 2013 Cost of Replacement Reports 31 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 Student Master List Summary: End-of-course CST results, end-of-course CMA results $0.60 Student Data File on CD-ROM$0.32

2013 STAR Data Corrections Webcast | September 2013 Timeline Submit form – Form available on – Last day for submissions is October 10 System OPEN for corrections on September 16 System CLOSED for corrections on October 25 – Last day to request file download is October 24; corrected file then must be uploaded by October 25 Corrected STAR Internet reports to be posted in January – Not the same as accountability reports 32

2013 STAR Data Corrections Webcast | September 2013 The Process Complete and submit form. Obtain new password. Access “STAR 2013 Administration.” Make data corrections. – Online – Offline  Request download file NO LATER than October 24 Match unmatched records (optional). Select to “Approve – District Complete.” – If this step is NOT completed, NO data changes will be sent to the CDE. – Must be completed by 6 p.m. (PST) October

2013 STAR Data Corrections Webcast | September 2013 Online & Offline Updates 34 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.

2013 STAR Data Corrections Webcast | September 2013 Download & Upload Format Based on STAR Student Data Layout – Includes ALL data in one file – Includes additional control data fields  836 Characters long Includes records for ALL administrations File includes CST, CMA, and CAPA records – STS records not included 35

2013 STAR Data Corrections Webcast | September 2013 Format of Data File Appendix C of Demographic Data Corrections Manual 36

2013 STAR Data Corrections Webcast | September 2013 Sample Data File Header Record – Do NOT remove or alter Trailer Record – Do NOT remove or alter 37

2013 STAR Data Corrections Webcast | September 2013 After Download Save a COPY of download file to desktop. Do NOT make online data changes in between downloading and uploading. Use a 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. 38

2013 STAR Data Corrections Webcast | September 2013 After Download (continued) Keep data in same columns and sequence. Do NOT remove records. Do NOT change fields UIN (3–22) or “ETS Use Only” (775–836). Do NOT adjust header or trailer records. 39

2013 STAR Data Corrections Webcast | September 2013 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 40

2013 STAR Data Corrections Webcast | September 2013 Upload File Phase 1, File Check Successful – Proceed to Phase 2  Record check  Only modified records will be checked 41

2013 STAR Data Corrections Webcast | September 2013 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 are invalid sent to inform that Phase 2 has been completed 42

2013 STAR Data Corrections Webcast | September 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: :20:22.0 Submitter: District STAR Coordinator Status: Error The following fatal errors have occurred while processing the file: 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.

2013 STAR Data Corrections Webcast | September 2013 Resubmit Download data Locate records in error Correct errors Upload ENTIRE file – Not just the corrected error records 44

2013 STAR Data Corrections Webcast | September 2013 Software Demonstration Online Updates Matching Records Download & Upload Files 45

2013 STAR Data Corrections Webcast | September 2013 Logon to 2013 Database 46

2013 STAR Data Corrections Webcast | September 2013 Welcome Screen 47

2013 STAR Data Corrections Webcast | September 2013 Online Corrections Search for Student 48

2013 STAR Data Corrections Webcast | September 2013 Online Corrections Search for Student Results 49

2013 STAR Data Corrections Webcast | September 2013 Online Corrections Update Student Data Cannot update online: – Special test conditions – Modifications and accommodations Must make these corrections offline. 50

2013 STAR Data Corrections Webcast | September 2013 Online Corrections Matching Records Matches grades 4 and 7 multiple choice and writing. Corrections can be made online or by downloading your data file. Please see page 19 of the 2013 STAR Demographic Data Corrections Manual or call the your STAR TAC representative for further information. 51

2013 STAR Data Corrections Webcast | September 2013 Offline Corrections Request File 52

2013 STAR Data Corrections Webcast | September 2013 Offline Corrections Download File Available the next day for download 53

2013 STAR Data Corrections Webcast | September 2013 Offline Corrections Edit File Text editor 54

2013 STAR Data Corrections Webcast | September 2013 Offline Corrections Upload File 55

2013 STAR Data Corrections Webcast | September 2013 Upload Messages 56 Success Failure

2013 STAR Data Corrections Webcast | September 2013 Offline Corrections Check File Status 57

2013 STAR Data Corrections Webcast | September 2013 Final Steps Request and save a copy of final corrected data file Approve – District Complete – Sends data for inclusion in January Internet posting – Sends invoice from ETS 58

2013 STAR Data Corrections Webcast | September 2013 Approve 59

2013 STAR Data Corrections Webcast | September 2013 Score Uncoded and Rescore Miscoded End-of-course Mathematics or Science Tests Two options – Data corrections – Handscoring 60

2013 STAR Data Corrections Webcast | September Data CorrectionsHandscoring Question: What is the fee to the school district? 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

2013 STAR Data Corrections Webcast | September 2013 Questions? 62

2013 STAR Data Corrections Webcast | September 2013 Quiz Which of these methods can be used to correct student demographic data online? A.Request handscoring. 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. 63

2013 STAR Data Corrections Webcast | September 2013 Quiz You should download a file, correct records online, and then upload the file. True. False. 64

2013 STAR Data Corrections Webcast | September 2013 Quiz Which field can be corrected using CALPADS demographic data corrections? A.Parent Education Level B.School code C.District name D.Test administration 65

2013 STAR Data Corrections Webcast | September 2013 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 “Approve – District 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.” 66

2013 STAR Data Corrections Webcast | September 2013 Next Webcast: 2014 STAR Order Management October 16, 2013 Webcast starts at 9 a.m. 67

2013 CAHSEE Demographic Data Corrections Webcast September 25, 2013

2013 STAR Data Corrections Webcast | September SSID Local ID Gender Birthdate Grade Post-Grade 12 Student Migrant Education Gifted and Talented Correctable Fields Using CAHSEE Online

2013 STAR Data Corrections Webcast | September Assessed by CAPA Receives special education services at NPS NPS CDS Code County and District Code of Residence Met ELA Requirement Met Math Requirement Grade 10 Census/Make Up Correctable Fields Using CAHSEE Online

2013 STAR Data Corrections Webcast | September Demographic fields that may NOT be corrected in CAHSEE Online Student Last Name Student First Name School Code District Name County/District Code Accommodations/Modifications Used English Learner Test Variations

2013 STAR Data Corrections Webcast | September 2013 How much does it cost? There is no cost for correcting CAHSEE data through CAHSEE Online. Corrected data files may also be downloaded at no cost. Reprints—Student Score Report, Student Detail CD, Summary Report-$25/student or $250 to reprint the entire district Student and Parent Reports (Any file or reprint request prior to the current school year will be an additional $300 fee.) 72

2013 STAR Data Corrections Webcast | September 2013 Timeline System OPENED for corrections on July 26 System CLOSES for corrections on September 30 – Last day to make corrections to July 2012 – May 2013 data through CAHSEE Online – Reopens for available 2013–2014 data on October 4 Corrected CAHSEE 2012–2013 Internet reports to be posted in January – Not the same as accountability reports 73

2013 STAR Data Corrections Webcast | September 2013 Logon to CAHSEE Online 74

2013 STAR Data Corrections Webcast | September 2013 Logon to CAHSEE Online 75

2013 STAR Data Corrections Webcast | September 2013 Homepage 76

2013 STAR Data Corrections Webcast | September 2013 Data Corrections 77

2013 STAR Data Corrections Webcast | September 2013 Search for Student 78

2013 STAR Data Corrections Webcast | September 2013 Student Results 79

2013 STAR Data Corrections Webcast | September 2013 LEA Profile 80

2013 STAR Data Corrections Webcast | September 2013 Special Services Request 81

2013 STAR Data Corrections Webcast | September 2013 Questions? And Answers! 82