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WSAS Record Editing System 2011 January 12 12:00pm January 21, 2011 Phil Cranley 608 266-9798 philip.cranleydpi.wi

RES Overview. Purpose of RESGoals of Data CheckingThings to watch for in 2011 RESParent opt-out from book bubble only.Key cleanup fieldsAccess to RESMaking corrections ONLINEDownloading data for correctionContacting DPI/CTB with Questions . Purpose of RES. Checking WSAS Data for Accuracy and

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WSAS Record Editing System 2011 January 12 12:00pm January 21, 2011 Phil Cranley 608 266-9798 philip.cranleydpi.wi

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    1. WSAS Record Editing System 2011 January 12 – 12:00pm January 21, 2011 Phil Cranley (608) 266-9798 philip.cranley@dpi.wi.gov Hi. Hi.

    2. RES Overview Purpose of RES Goals of Data Checking Things to watch for in 2011 RES Parent opt-out from book bubble only. Key cleanup fields Access to RES Making corrections ONLINE Downloading data for correction Contacting DPI/CTB with Questions Simple and straightforwardSimple and straightforward

    3. Purpose of RES Checking WSAS Data for Accuracy and Completeness Data usually clean, but stakes are high These data will be used for: Public (WINSS) and private (ORS) reporting Accountability Determinations (AYP) What is RES? On-line application used to review and correct student demographic data. Why do we use RES? RES is the last opportunity for districts to check the data that will be used for reporting and AYP. Districts submit most data through WSAS and ISES. These data are generally complete and accurate.What is RES? On-line application used to review and correct student demographic data. Why do we use RES? RES is the last opportunity for districts to check the data that will be used for reporting and AYP. Districts submit most data through WSAS and ISES. These data are generally complete and accurate.

    4. Goals of Data Checking Ensuring accurate and complete district data Check: Fields with Errors AYP Sub-groups Valid Score Indicator Data are used for reporting and accountability. Look for errors and warnings Check all of the AYP and disaggregated reporting sub-groups Make sure that those whom you expect to have a score will have a score.Data are used for reporting and accountability. Look for errors and warnings Check all of the AYP and disaggregated reporting sub-groups Make sure that those whom you expect to have a score will have a score.

    5. WHAT’S NEW (2010)

    6. New In 2010 Last year more than half of the parent opt-outs were mistakes. This was due to “Test Status” data from ISES not being updated. So this year, only student’s whose books have the parent opt out bubble marked will be counted as parent opt out. Make a list of students in your district who were opted out, and chack them in RES. Parent opt-out students count as not tested.Last year more than half of the parent opt-outs were mistakes. This was due to “Test Status” data from ISES not being updated. So this year, only student’s whose books have the parent opt out bubble marked will be counted as parent opt out. Make a list of students in your district who were opted out, and chack them in RES. Parent opt-out students count as not tested.

    7. DEMOGRAPHIC DATA / KEY CLEAN-UP FIELDS Flagged fields. AYP fieldsFlagged fields. AYP fields

    8. Key Cleanup Fields to Look For Fields with Errors Fields with Warnings School Full Academic Year (FAY) District FAY Test Score Indicator (Was the student tested?) Ethnicity ELL – English Language Learners Students with Disabilities Economic Disadvantage District of Accountability Students w/ Disabilities attending via IEP Placement (SwD-OOD)

    9. Identifying and Correcting “Errors” Records are flagged with errors when there is an illogical and/or invalid code within a record. Examples of RES errors that can flag as invalid: Ethnicity is blank, Last name contains invalid symbols, birth date is blank, etc. RES is not able to flag valid codes that are inaccurate for a given student. Example of an error that RES will not flag: a male student (m) is accidentally identified as female (f) Errors are within a record. Blank or invalid codes. Valid codes that happen to be wrong are not flagged.Errors are within a record. Blank or invalid codes. Valid codes that happen to be wrong are not flagged.

    10. Identifying and Correcting Warnings Duplicate records will be flagged as Warnings. Search for records with Warnings Use the “Search for Students” feature In most cases one of the duplicates will need to marked for deletion Warnings are generated for duplicate records. Most of the duplicate records are one complete book, and one empty book. Remember that students were to take ALL of WKCE or ALL of WAA-SwD. Not portions of each. If a student took portions of each test, the student will be counted twice.Warnings are generated for duplicate records. Most of the duplicate records are one complete book, and one empty book. Remember that students were to take ALL of WKCE or ALL of WAA-SwD. Not portions of each. If a student took portions of each test, the student will be counted twice.

    11. Full Academic Year – District / School (FAYD / FAYS) School and District Full Academic Year data are critical for district and school reporting and accountability (AYP). Disaggregated Reports based on FAY Reading and Math progress (AYP) based on FAY If SFAY is “Y”, DFAY must also be “Y”.

    12. Test Score Indicator Check to see that students will have valid scores Critical for AYP participation rate May not have a valid score due to: Parent opt-out Invalidation Not Tested Make sure that all of the students that you believe tested have a “Valid Score Indicator”. You will be able to check by WAA-SwD and by WKCE.Make sure that all of the students that you believe tested have a “Valid Score Indicator”. You will be able to check by WAA-SwD and by WKCE.

    13. Parent Opt-Out Parent opt-out is indicated by bubbling the “P” on the inside front cover of the test book. If test status “P” is indicated, the student will receive no scores, and will be counted as “not assessed” for reporting and accountability purposes. We’ve already discussed this, but it is important for reporting and accountability to make sure that you are properly accounting for any students who were not tested, and including all student who were tested.We’ve already discussed this, but it is important for reporting and accountability to make sure that you are properly accounting for any students who were not tested, and including all student who were tested.

    14. Ethnicity A = Asian/Pacific Islander B = Black/ Not of Hispanic Origin H = Hispanic I = American Indian/Alaskan Native W = White, Not of Hispanic Origin Although race/ethnicity is now collected in a new way, the WSAS reports will not be changed until our current testing contract expires. For more on race/ethnicity data collection and reporting see: http://dpi.wi.gov/lbstat/datarac.html We are transitioning to new Race/Ethnicity reporting categories, but, for now, we are still using the same 5 that we have for the past couple of decades.We are transitioning to new Race/Ethnicity reporting categories, but, for now, we are still using the same 5 that we have for the past couple of decades.

    15. English Language Learners (ELL) Level 1-5 = English Language Learner Level 6 = Formerly ELL, now fully English proficient Level 7 = Native English speaker. Never ELL

    16. Students with Disabilities Students who took the alternate assessment for students with disabilities (WAA-SwD) must be bubbled “Y” in the Disability field. Most Students with Disabilities participate in the WKCE

    17. Economic Disadvantage N = No and means the student is NOT economically disadvantaged. Y = Yes and means the student IS economically disadvantaged and also indicates the student’s eligibility for Free or Reduced Lunch.

    18. District of Accountability This value is calculated in ISES, or bubbled on the test book. In almost all cases will be the same as your district number Can be different if the student is attending your district due to an IEP placement May be different if the student recently moved If the student is enrolled in your district and is NOT an IEP placement, then change the District of Accountability to your district number. The district that holds a student IEP is ultimately responsible for that student’s academic progress.The district that holds a student IEP is ultimately responsible for that student’s academic progress.

    19. Students with Disabilities Residing Out of District (SwD OOD) Check for SwD OOD records in your district data. Districts should search for a school number “8888” which will indicate that SwD OOD has been moved to your district from another district. SwD OOD who are accountable to another district will appear in your district data if the special bubbling on the inside front cover of their test books or their ISES record is incorrect. SwD OOD will move automatically if: A Student with a disability is attending another district due to an IEP placement from your district. District of Accountability does not equal the District of Attendance. (and district of accountability is valid) If a student who was placed in your district due to an IEP the record should automatically be transferred back to the student’s home (IEP) district. If the student’s record does appear with your data, make sure that the district of accountability and the disability status are correct. The record should “move” when the data are re-summarized after the RES window.If a student who was placed in your district due to an IEP the record should automatically be transferred back to the student’s home (IEP) district. If the student’s record does appear with your data, make sure that the district of accountability and the disability status are correct. The record should “move” when the data are re-summarized after the RES window.

    20. OTHER IMPORTANT RES FIELDS

    21. Wisconsin Student Number If a duplicate or invalid WSN is detected, RES will flag the WSN field for correction. WSN will be flagged as an error in Bold/RED. DAC or SAC will be required to fill in the correct WSN.

    22. Moving Student Records Very Rare Different school within the district (but not if the transfer was after testing) Mishandled books during testing window Inter-district moves require follow-up by CTB and/or DPI Provide complete contact information

    23. Deleting Student Records Very Rare Moved prior to testing window Book accidentally submit for a student who was not enrolled during test window. Deletes require follow-up by CTB and/or DPI Provide complete contact information Some duplicates may be marked for deletion. Some duplicates may be marked for deletion.

    24. ACCESS TO RES

    25. Access to Record Editing System (RES) Login to the RES through www.CTB.com. Type in your unique login, which will take you to your district and/or school: Log-ins were mailed to districts from CTB. They should have arrived in your district. Go to My Programs-Overview which provides a link to “Record Editing System”. On-Line System.On-Line System.

    26. CTB.com LOGIN Log-in at ctb.com, and enter the username and password sent by CTB. Usernames and passwords will arrive via US Mail, and will be sent to the DACs.Log-in at ctb.com, and enter the username and password sent by CTB. Usernames and passwords will arrive via US Mail, and will be sent to the DACs.

    27. Record Editing System Click on the “Record Editing System” link under “Post-Test Modifications"Click on the “Record Editing System” link under “Post-Test Modifications"

    28. MAKING CORRECTIONS AND/OR EDITS ON-LINE

    29. RES Homepage – District Level ONE SUMMARY REPORT IS AVAILABLE it’s called the District Fequency. View District Reports. District Frequency.ONE SUMMARY REPORT IS AVAILABLE it’s called the District Fequency. View District Reports. District Frequency.

    30. Summary Reports Accessed from RES Homepage. Shows breakdowns of demographic groups. Can be exported to Excel. Use to check for logic. Can indicate significant errors or omissions Demographic breakdowns by reporting categories, and by gradeDemographic breakdowns by reporting categories, and by grade

    31. District Frequency Likely a little bit difficult to see on the power point. Grades tested across the top. Student groups listed down the right hand side. Good way place to start to see if the data are what you expect. Note that school FAY may be very low where the lowest grade in school is a grade level of testing. Frequency can be downloaded in Excel.Likely a little bit difficult to see on the power point. Grades tested across the top. Student groups listed down the right hand side. Good way place to start to see if the data are what you expect. Note that school FAY may be very low where the lowest grade in school is a grade level of testing. Frequency can be downloaded in Excel.

    32. District Frequency - Excel Grades tested across the top. Student groups listed down the right hand side.Grades tested across the top. Student groups listed down the right hand side.

    33. Search for Student Records

    34. Search for Student Records Select a specific students name or for demographic characteristics such as disability, race, gender, ELL status, economic status, FAY, etc. Or search for all records with errors or warnings.Select a specific students name or for demographic characteristics such as disability, race, gender, ELL status, economic status, FAY, etc. Or search for all records with errors or warnings.

    35. Generating a List of Students A list of student records will be generated. The names are links to the individual record. Student characteristics are list across the top. Note that you can search by assessment taken (WKCE or WAA-SwD) also note that leading zeros are required for grade and school number.A list of student records will be generated. The names are links to the individual record. Student characteristics are list across the top. Note that you can search by assessment taken (WKCE or WAA-SwD) also note that leading zeros are required for grade and school number.

    36. Generating a List of Students The valid score indicators for WKCE and WAA-SwD and the error and warning flags are on the right hand side of the screen.The valid score indicators for WKCE and WAA-SwD and the error and warning flags are on the right hand side of the screen.

    37. Generating a List of Students Total number of records matching your chosen criteria is displayed at the bottom of the list. Say you have 10 students with disabilities. You can search and review the list. If it matches, great. If your shows 11, you may need to edit to one. Do that by clicking on the students name.Total number of records matching your chosen criteria is displayed at the bottom of the list. Say you have 10 students with disabilities. You can search and review the list. If it matches, great. If your shows 11, you may need to edit to one. Do that by clicking on the students name.

    38. Editing the Record Warnings or Errors listed in the box at the top. Some data are not editable. Such as year, grade, and date of testing, the state, district and school and the “valid Score indicator”. Demographic fields are editable.Warnings or Errors listed in the box at the top. Some data are not editable. Such as year, grade, and date of testing, the state, district and school and the “valid Score indicator”. Demographic fields are editable.

    39. Editing the Record When the record is accurate and complete press the submit button to return to the list of students. Records that are marked for deletion will not be deleted until after the RES window. DPI or CTB will follow-up with most deletion requests.When the record is accurate and complete press the submit button to return to the list of students. Records that are marked for deletion will not be deleted until after the RES window. DPI or CTB will follow-up with most deletion requests.

    40. Creating a Download File Select “Create a Student Data File” from the main district menu. This feature is not available to schools who are editing data. Downloading is for district users only.Select “Create a Student Data File” from the main district menu. This feature is not available to schools who are editing data. Downloading is for district users only.

    41. Creating a Download File I recommend creating a data file of all records and checking it against your student information system. Remember that the WSAS data reflects enrollment at the time of testing. I recommend creating a data file of all records and checking it against your student information system. Remember that the WSAS data reflects enrollment at the time of testing.

    42. Downloading and Saving a File Save the file to your computer. It is a zipped tab-delimited text file. After saving the file to a local machine you will need to unzip the file in order to open it with Excel. Remember that these are confidential data. Please keep these data secure.Save the file to your computer. It is a zipped tab-delimited text file. After saving the file to a local machine you will need to unzip the file in order to open it with Excel. Remember that these are confidential data. Please keep these data secure.

    43. Editing Data Off-Line - Excel The data can be opened in Excel/Access or other data processing applications. It contains a header row to define the columns. Note that some of the column headings have an asterisk. These fields cannot be edited. The file will not reload if these fields are edited. They are system key fields and un-editable demographic fields. Save an changes to the file. Make sure to save the file as a comma delimited file. Otherwise it will not load back into RES.The data can be opened in Excel/Access or other data processing applications. It contains a header row to define the columns. Note that some of the column headings have an asterisk. These fields cannot be edited. The file will not reload if these fields are edited. They are system key fields and un-editable demographic fields. Save an changes to the file. Make sure to save the file as a comma delimited file. Otherwise it will not load back into RES.

    44. Uploading Corrected Data From the main district page select “Upload your student data file” and you will be taken to this screen. Type in or browse for your corrected data file and give it a description that includes the date and time of day. Hit submit. From the main district page select “Upload your student data file” and you will be taken to this screen. Type in or browse for your corrected data file and give it a description that includes the date and time of day. Hit submit.

    45. Contacting CTB/DPI For questions about how the RES application works contact the CTB Help Desk at: (800) 282-2203 For data and policy related questions contact Phil Cranley at DPI: (608) 266-9798 philip.cranley@dpi.wi.gov Application Questions – why does this button do this. Data questions – what does ELL 4 mean? Policy questions – should this student’s record be deleted? Remember the dates January 12-21 closes at noon on Friday the 21stApplication Questions – why does this button do this. Data questions – what does ELL 4 mean? Policy questions – should this student’s record be deleted? Remember the dates January 12-21 closes at noon on Friday the 21st

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