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Fall 2007 District Test Coordinator Training. New Mexico Public Education Department Assessment & Accountability Division September 2007. Thank You to our Hosts . Speakers. PED, Assessment & Accountability Division Cindy Gregory, Ph.D. Anne Bradley Mona Martin Robert Romero

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Fall 2007 District Test Coordinator Training

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Fall 2007 District Test Coordinator Training

New Mexico Public Education Department

Assessment & Accountability Division

September 2007

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Thank You to our Hosts

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PED, Assessment & Accountability Division

  • Cindy Gregory, Ph.D.

  • Anne Bradley

  • Mona Martin

  • Robert Romero

    Harcourt Assessment, Inc.

  • Erica Baltierra

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  • PED Staff Introductions

  • Training Objectives

  • Overview: 2007-2008 NMSAP

  • Test Security and Training

  • Special Situations

  • Test Material Packaging (Harcourt Assessment, Inc.)

  • Morning Q & A

  • AYP Data Collection and Reporting

  • Afternoon Q & A

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Questions & Answers

  • Please write all questions on cards

  • Question cards

    • Morning questions collected before lunch, answered after lunch

    • Afternoon questions collected before last break, answered after last break

  • Handouts & powerpoints on PED webpage (Thursday, 9/27 end of day)

  • Q & As from all sessions on webpage 10/6

  • Evaluation Forms & Certificates

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Senate Bill 561

Under consideration:

  • Eliminate Grade 9 testing

  • Cut back Science testing to 3 grades

  • Sunset NMHSCE (2010)

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Changes For 2007-2008


    • Some tests “on hold”

    • 3 High School Reform assessments

      • High School Readiness

      • College Readiness

      • Workplace Readiness

  • DEFINITE: AYP Calculations

    • AYP cohort rate

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Training Objectives

Participants Should:

  • Understand test security and training requirements

  • Understand the basic processes and procedures of test administration

  • Understand packaging and returning test materials for the NMSAP

  • Understand the expectations surrounding data management

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Acronyms: Tests

  • NMSAP: New MexicoStatewide Assessment Program

  • SBA: New Mexico Standards Based Assessment

  • NMHSCE: New Mexico High School Competency Exam

  • NMAPA: New Mexico Alternate Performance Assessment

  • NMELPA:New Mexico English Language Proficiency Assessment

  • NMELPT: New Mexico English Language Placement Test

  • NAEP: National Assessment of Educational Progress

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Acronyms: Tests

Test Manual Acronyms:

  • TCM: Test Coordinator’s Manual

  • DFA: Directions for Administering

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Acronyms: Testing Personnel

  • DTC: District Test Coordinator

  • STC: School Test Coordinator

  • TA: Test Administrator

  • (Proctors)

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  • Test Manuals

    • Test Coordinator’s Manual (TCM)

    • Directions for Administering (DFA)

  • New Mexico Statewide Assessment Program NMSAP 2006-2007 Procedures Manual

  • PED Assessment and Accountability Webpage


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DTC Training Materials

You should have the following handouts:

  • DTC Fall 2007 Training PowerPoint Handouts

  • Calendar of Important Dates

  • Memo to DTCs

  • Test Security Forms (3)

  • Sample Accommodations (NMELPA)

  • Sample Draft Biogrids

  • NMAC Accountability Regulations 6.10.7

  • Evaluation Form

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NMSAP Testing Windows

2007-08 NMSAP Testing Calendar

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NMSAP Testing Windows

2007-08 NMSAP Testing Calendar

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NAEP 2008

  • 2007-2008 a “small sample year”

  • Test windows vary according to participating school

  • Superintendents & principals informed in May, June, & August

  • If your school not already scheduled, you are not participating this year

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New Mexico Statewide Assessment Program

NM Standards Based Assessments (SBA)

  • Grades 3-9 and 11

  • Reading, Writing, Math, Science

    (only Reading and Math count for AYP)

  • English and Spanish versions

  • Social Studies at Grade 11 (English only)

  • Grade 11 Science, first operational year in 2008

    Test Window: February 25 – March 21, 2008

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New Mexico Statewide Assessment Program

New Mexico High School Competency Examination (NMHSCE)

  • Reading, Language Arts, Mathematics, Science, Social Studies, Written Composition

  • English and Spanish versions for Fall and Spring administration

    Test Windows:Grades 12- “13”: Oct. 1-18, 2007

    Grades 10- “13”: Jan. 14-Feb. 1, 2008

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New Mexico Statewide Assessment Program

New Mexico Alternate Performance Assessment (NMAPA)

  • Alternate Assessment for both SBA and NMHSCE

  • Grades 3-12+

  • Available only to students with significant cognitive disabilities who meet the eligibility criteria established by the PED

    Test Windows:Grades 12-”13”: Nov. 1-30, 2007

    Grades 3-12: Feb. 11- April 4, 2008

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New Mexico Statewide Assessment Program

New Mexico English Language Proficiency Assessment (NMELPA)

  • Three testing windows

  • Students are tested once per year using prior year’s test window to measure longitudinal growth

  • New kindergarten test in Spring 2008

    Test Windows:Grades 1-12:Oct. 29-Nov.16, 2007

    Grades 1-12: Jan. 14-Feb.1, 2008 Grades K-12:April 14-May 2, 2008

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Test Security and Training

  • DTCs, STCs, TAs, and Proctors should be familiar with:

  • Requirements outlined in 6.10.7 NMAC



  • 2006-07 NMSAP Procedures Manual



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Test Security: Three Principles

Test Security is everybody’s responsibility.

  • Keep test booklets in a locked and secure area before, during, and after testing.

  • Keep track of and return every test booklet, used and unused.

  • Report suspected testing irregularities to the DTC or the STC immediately.

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6.10.7 NMAC

  • Statewide Standardized Testing Security Issues and Irregularities

  • Working draft moving through PED approval process

  • 14 subsections

  • Objective

  • Superintendent’s Responsibilities

  • DTC Responsibilities

    • A-F (2.5 pages, #s 2-5)

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6.10.7 NMAC (cont’d)

  • STC Responsibilities

  • Staff :TA & Proctor Responsibilities

  • Non-Disclosure of Student Test Materials

  • Reporting Test Irregularities

  • Corrective Measures

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Test Security Forms (1 of 3)

Superintendent’s Verification Form on Test

Security and Administration Training

  • Submitted by PED timelines (Oct & Jan)

  • Includes Principal’s Verification Form

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Test Security Forms (2 of 3)

Principal’s Verification Form on Test

Security and Administration Training

  • Submitted after training is administered on test security and on test administration

  • Support material should include sign-in sheets with printed name and signature, and position of each attendee.

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Test Security Forms (3 of 3)

New Mexico Public Education Department Confidentiality

Agreement for the New Mexico Statewide Assessment

Program (NMAC

  • Replaces “Non-Disclosure Form”

  • Non-disclosure of student test materials prohibits any person from:

    • Copying,

    • Removing,

    • Electronic import/export

    • Disclosing any information related to

      • Test items,

      • Test data,

      • Other materials related to the NMSAP, or

      • Any other confidential information as defined in the Agreement

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Test Security Forms

All three forms will be located:

  • PED 2007-2008 Procedures Manual

  • PED Webpage


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Roles & Responsibilities regarding Test Security

  • Superintendent

  • Principal

  • R & R Before, During, and After Testing:

    • District Test Coordinator

    • School Test Coordinator

    • Test Administrator

    • Proctor

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Superintendent’s Responsibilities

  • Designate District Test Coordinator who holds a certified school instructor or administrator license,

    • provide that information to the PED Assessment & Accountability Division

  • Submit Superintendent’s Verification Form on Test Security and Administration Training to PED Assessment & Accountability Division by October 15, 2007 and January 15, 2008.

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Principal’s Responsibilities

  • Attend Fall & Spring DTC or STC trainings on test security and administration.[ and D(1) NMAC]

  • Submit Principal’s Verification Form on Test Security and Administration Training to Superintendent to meet PED timeline.

  • Principals shall:

    • Identify a central,secure (locked) location for test materials.

    • Develop and implement a process of daily sign-out and sign-in procedures for all statewide assessment materials.

    • Ensure reporting of all test irregularities as required in Subsection C of NMAC.

  • Notify parents of test administration.

  • Have a plan to assist with medical emergencies.

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Principal’s Responsiblities (cont’d)

  • Principals of Charter or a Special State Supported or BIA school shall receive the same in-service training and be charged with the same knowledge and accountability.

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DTC: Before Testing

  • Attend PED’s Fall and Spring trainings

  • Administer training for all STCs, TAs, and proctors on:

    • Security

    • Test administration

    • Preparation, distribution, and return of all test materials to Harcourt Assessment, Inc.

  • Maintain sign-in forms of all individuals who attend training.

  • Sign and have all attendees sign a PED Confidentiality Agreement.

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DTC: Before Testing

  • Develop a list of all students having allowable accommodations.

  • Develop a testing schedule for the district

    • Optimal Testing Times

      • Mornings

      • Tuesdays, Wednesdays, Thursdays

    • May adjust order of content area/test sessions to accommodate scheduling needs of schools in the district except for:

      • SBA Writing subtest (grades 4-9 and 11) on consecutive days without a weekend in between.

    • Students within the same school and same grade must take the same sessions at the same time (except for students with allowable accommodations).

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DTC: Before Testing

Develop a checklist or written procedure

for storing and handling test materials

that includes:

  • Documentation signed by the DTC and the STC verifying receipt of test materials from vendor

  • Provision for counting test materials daily

  • Storage in a central, secure, locked area

  • A list of school personnel who have access to test materials

  • Use PED/vendor-approved procedures to return test materials for scoring

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DTC: During Testing

  • Ensure that all schools are following testing schedule set by the district.

  • Report any missing test booklets or testing irregularities, as required by NMAC – Reporting Testing Irregularities, to the Assistant Secretary, Assessment and Accountability Division. Phone: 505-827-6683

  • Be available to STCs during test administration window.

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DTC: After Testing

  • Inventory serial numbers on scorable materials before returning to contractors

    • Scorable materials are test booklet at grade 3

      and answer document at grades 4-9 and 11

  • Notify PED if any booklets are missing.

  • Ensure that appropriate biogrid data fields for Section 2 (Test Completion, Accommodations, and Form Number) are bubbled.

  • Ensure correct Pre-ID labels are on biogrid of scorable materials

  • Ensure the name student printed on front cover of scorable material matches Pre-ID label

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DTC: After Testing

  • Vendors provide PED with list of missing test booklets on the contractor’s Did Not Return list

  • Districts on this list conduct an investigation

  • Submit a report with a cover letter from the District Superintendent to the PED

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Break Time...

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STC: Before Testing

  • Is appointed and trained by the DTC

  • Signs a PED Confidentiality Agreement

  • Provides training for all school personnel involved in test administration, preparation, and security, including the Principal

  • Uses the written district or school policy, checklist, or procedure developed for storing, accessing and administering tests

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STC: Before Testing

  • Implement plan for make-up tests

    • Test Completion VIP

  • Ensure sufficient supply of test materials is available (complete list in DFA)

  • Provide TAs/proctors a list of students receiving allowable accommodations

  • Read Test Coordinator’s Manual and Directions for Administering for the relevant test family (all levels)

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STC: During Testing

  • Ensure that TAs/proctors follow district test schedule

  • Follow district procedures for daily sign-out and sign-in for all test materials

  • Post signs near copy machines warning that tests cannot be copied

  • Report any missing test booklets or testing irregularities to DTC

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STC: After Testing

  • Confirm counts of test materials being returned are the same as those received by the school

  • Check scorable materials for any stray pencil marks

  • Ensure that appropriate biogrid data fields in Section 2 (Test Completion, Accommodations, and Test Form Number) are bubbled

  • Ensure correct Pre-ID labels are on biogrid of scorable materials

  • Ensure name student printed on front cover of scorable materials matches Pre-ID label

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STC: BIA Schools only

BIA student data is not collected through


  • Ensure that all data fields in Sections 1-3 of the biogrid are completed

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TA: Qualifications

Only trained, certified staff are permitted to

administer tests. Some examples:

  • Licensed school instructors and administrators

  • Teachers on waivers or intern licenses

  • Long-term substitutes with a valid teaching license

  • Coaches and contractors with a valid teaching license

  • Licensed counselors and related service providers

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TA: Qualifications

In the event schools require additional staff to administer the SBA, other trained (non-certified) staff members may be used to:

  • Provide one-on-one accommodations to Special Education or ELL students

  • Provide one-on-one administration because of other documented IEP accommodations

  • Must be supervised by a certified, trained staff member

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Test Proctor: Qualifications

Any staff or community member who has been trained in proper test administration and test security may serve as a proctor

  • Assist, but not act as test administrators

  • Act as hall monitors

  • Escort students to and from restroom

  • A parent cannot serve as a proctor in his or her child’s classroom

    Proctors must sign Confidentiality Agreements.

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TA: Before Testing

  • Be trained on test security and administration

  • Sign the PED Confidentiality Agreement and return to the STC

  • Read the Directions for Administering

  • Have a supply of pencils and erasers for students’ use

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TA: During Testing

  • Follow the testing schedule established by the district for your school

  • Must not be assigned to a room where a relative is being tested

  • Store test materials in a locked, secure area when not in use (as identified by STC).

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TA: During Testing

  • Use School Security Checklist daily to check out and check in all test materials (packaged with test booklets)

  • Must carry out standard examination procedures

  • Must remain attentive

  • Remain in the room during the entire testing session

  • Collect test materials, including pencils, drafts of written compositions, and scratch paper and calculators used for math after each testing session

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TA: During Testing

  • Report breaches of security to the STC immediately including:

    • Improper handling of test materials

    • Keeping or reproducing test materials or student responses

    • Allowing any unauthorized access to test materials before, during, or after testing

    • Leaving test materials unsecured

      • TA leaving room with test materials in the open

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TA: After Testing

Ensure efficient, accurate test return preparation by doing the following:

  • Confirm counts of returned test materials are the same as those received by the school

  • Check scorable materials for any stray pencil marks

  • Ensure that appropriate biogrid data fields in Section 2 are bubbled

  • Ensure correct Pre-ID labels appear on biogrid of scorable materials

  • Ensure student’s name printed on front cover of scorable material matches Pre-ID label

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Guidelines: Preparing the classroom for testing

  • Rooms should have adequate lighting, room temperature, and a quiet atmosphere

  • Place a DO NOT DISTURB sign on the door of the testing room

  • Provide adequate writing surface to accommodate test booklet and answer document (grades 4-9 and 11)

  • Allow enough space between students to prevent sharing answers

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Guidelines: Preparing the classroom for testing

  • Cover or remove anything posted in a classroom providing information that might direct students to a correct answer to any test item. Some examples:

    • Number lines containing fractions, decimals, or irrational numbers

    • Rubrics

    • Posters

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Test Security: Three Principles

Test Security is everybody’s responsibility.

  • Keep test booklets in a locked and secure area before, during, and after testing

  • Keep track of and return every test booklet, used (scorable) and unused

  • Report suspected testing irregularities to the DTC or the STC immediately

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Special Situations

  • Testing Irregularities

  • NMHSCE Waivers

  • Special Education: Allowable Accommodations

  • English Language Learners: Allowable Accommodations

  • Allowable Accommodations for Students not in Special Programs (Not SPED or 504)

  • Parental Refusal

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Testing Irregularities

  • A testing irregularity is:

    Any circumstance within or beyond the control of a school district that in the opinion of the PED or a school district, raises doubts about the propriety of standardized testing procedures, preparation materials, standardized test administration, standardized testing security, student scores attained from standardized testing, or teacher or student conduct observed during standardized testing. ( (A) NMAC)

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Reporting Testing Irregularities

  • School officials report to the DTC within 3 working days

  • The DTC submits report to the PED containing the allegations, findings, and corrective actions taken, if any

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NMHSCE Waivers

  • With the approval of the local board of education, the local superintendent may request written approval from the Secretary of Education to award a diploma to a student who has not passed the Competency Examination and who is not covered under subparagraph (b) of paragraph (1) of subsection K of regarding student with disabilities.

  • Waiver eligibility is evaluated on a case-by-case basis.

    (6.30.2 NMAC—Standards for Excellence)

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Waiver Process

  • Parent & student make request to principal

  • Principal makes request to Superintendent

  • Superintendent presents request to local school board

  • If approved by local school board, a letter of request and documentation of student’s having met all other graduation requirements is sent to:

    Veronica García, Ed.D.

    Secretary of Education,

    Jerry Apodaca Education Building

    300 Don Gaspar,

    Santa Fe, New Mexico, 87501

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Special Education: Allowable Accommodations

  • 24 codes

    • 1-24 are on your accommodations handout.

    • 24 is an accommodation that is not listed, but is approved in writing by the PED

      • DTC submits memo to the Secretary of Assessment and Accountability describing the accommodation, ensuring instructional relevance, 3-month expectation, skill deficit.

      • The PED will return a written response with approval status.

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English Language Learners: Allowable Accommodations

  • Presentation

  • Response

  • Three-month expectation

  • Local SAT determines accommodations

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Accommodations for Students Not in Special Education, 504, ELL Programs

  • Any student may receive PED allowable accommodations provided that they are documented as used in instruction for 3 months prior to the assessment window

  • Accommodation is content-area specific

  • Bubble the accommodation number

  • Not necessary to bubble a program (Section 3)

  • Never permissible to “read the Reading test” as an accommodation

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English Language Learners: Participation

After three years in U.S. schools, excluding kindergarten:

  • Students must participate in English language assessment with or without accommodations.

  • Waiver to continue testing student in his/her home language is available for up to two additional years.

  • Waiver request submitted by district superintendent to NM Secretary of Education

  • Waiver is effective only for current year

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    English Language Learners: New to U.S.

    • Option available first year in U.S. only

      • May receive language exemption from Reading test

      • Language proficiency assessment substituted for participation

      • Must take Math and other assessments

    • Scores do not affect AYP performance results

    • Exchange Students are exempt from participation in the NMSAP

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    NMELPA & NMELPT Specifics

    • Link for materials presented at the 2007 fall training for the NMELPT (Placement Test) and the NMELPA (annual test):

    • http://www.ped.state.nm.us/div/acc.assess/assess/index.html

    • See heading NMELPA Training Documents

    • 1. PowerPoints of 2007 Fall Training presented by HAI

    • 2. PDF version of PowerPoints of 2007 Fall Training presented by HAI

    • 3. PDF version of allowable accommodations for the NMELPA (includes NMELPT)

    • 4. Appendix I – Home Language Survey

    • 5. Appendix II - Sample Teacher Language Observation Form

    • 6. Appendix III – Sample Student Language Survey

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    Parental Refusal Form

    Parents have the right to refuse participation of their child in the New Mexico Statewide Assessment Program.

    • Parents take the refusal to the principal

    • Principal notifies the district office personnel

    • District office personnel should counsel the parent

    • Parental Refusalform must be completed and kept on file

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    Assessment Audits and Monitoring

    • Annual PED reviews

    • Winter 2007/Spring 2008

    • Randomly selected sites statewide

    • PED sends information about process, expectations, and scoring rubric

    • PED conducts interview and review of documents on security procedures, TA qualifications, and accommodations

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    Audits (cont’d)

    • PED sends report with recommendations and score

    • Site submits action plan as needed

    • PED conducts follow-up audit

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    TA: Assessment Support Process

    • Refer to the relevant TCM and/or DFA first.

    • Ask the STC

    • Ask the DTC if the STC is not available or has questions

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    DTC: Assessment Support Process

    • Check the PED Procedures Manual for questions about policies or procedures

    • Call the PED at 505-827-6683

    • Contact the appropriate contractor as directed in the relevant TCM for questions about materials.

      • Harcourt: 1-800-763-2306

        • CustomerSupportCenter@harcourt.com

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    Returning Test Materials

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    Returning Test Materials

    • General Guidelines

    • Test Coordinator Kits

    • Packaging Scorable Test Material

    • Packaging Non-Scorable Test Material

    • Helpful Hints

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    General Guidelines


    • District/School Materials returned to Harcourt for scoring are separated by:

      • Language (English or Spanish)

      • Type (Scorable or Non-Scorable)

      • School

      • Grade

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    Test Coordinator Kits

    • Test Coordinator Kits (TCK) supply all materials necessary to return testing material for processing

      • Separate Test Coordinator Kits are supplied for English and Spanish versions of the tests

      • Materials contained in the English and Spanish TCKs are color coded and specific for each language version of the test for SBA and NMHSCE

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    Test Coordinator Kits (Cont.)


    • Each participating district will receive a separate District Test Coordinator Kit for English and Spanish if applicable

    • Each participating school will receive a separate School Test Coordinator Kit for English and Spanish if applicable

  • Charter, BIA, and State Supported Schools

    • Each participating school will receive a separate School Test Coordinator Kit for English and Spanish if applicable

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    TCK Materials

    • Both English and Spanish District TCKs contain

      • Blank SSID Sheets

      • District Masterfile Sheets (MFS)

      • Return Labels

      • Shipping Labels

      • Paper Bands

    • Both English and Spanish School TCKs contain

      • Pre-Slugged SSID Sheets

      • Building Masterfile Sheets (MFS)

      • Paper Bands

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    Packaging Scorable Material

    • The DTC will ensure

      • Paper Bands are used to bundle scorable answer document together by grade for each school

      • A complete SSID Sheet is placed on top of each grade level stack

      • Scorable material is placed in a box with a complete color coded scorable return label

      • The District MFS is placed in box 1 of scorable materials for the district

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    Packaging Non-Scorable Materials

    • The DTC will ensure

      • Only testing material that will not be scored is placed in the non-scorable boxes

      • Non-scorable material is placed in a box with a complete color coded non-scorable return label

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    Scoring Service Identification Sheets

    Determine information printed on Score Reports

    A complete SSID Sheet must be placed on top of each group of answer documents to be scored

    SSID Sheets

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    Master File Sheets

    • Building MFS

      • White MFS for English TCK

      • Buff MFS for Spanish TCK

      • Single School per page

      • STCs place Building MFS in Box 1 of Scorable Material

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    Master File Sheets

    • District MFS

      • Multiple Schools per page

        • Summary of Building Master File Sheets

      • DTCs place in Box 1 of Scorable Material for the district

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    Return Labels

    • Each District TCK will contain color coded return shipping labels

      • There are two types of labels for each language version of the test

        • Scorable

          • Affix outside the scorable material boxes

        • Non-Scorable

          • Affix outside the non-scorable material boxes

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    Helpful Hints

    • Contact the carrier two to three days in advance to schedule material pick up

    • Retain copies of the MFS

    • Record tracking numbers for both scorable and non-scorable boxes

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    Lunch Break

    • Please hand in your cards containing questions for the topics covered in the morning session before leaving for lunch.

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    AYP Data Collection & Reporting

    Academic Growth and Analysis Bureau

    NMPED – Assessment & Evaluation Bureau

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    New for 2007-08

    • No major changes in AYP tests or calculations

    • STARS will be used for secure reporting and demographics

    • Biogrid reduced to identifiers only for PED (expanded for BIA)

    • Begin Graduation Cohort method

    Less leniency for STARS submission errors

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    Data Collection and Reporting Year-Round Process

    • Data Reporting in STARS & SIS (40D, 80D, 120D, EOY) [attendance, FAY, graduation]

    • This year there will be a PreID Label Snapshot (January) and a Test Window Snapshot (March)

    • PreID Labels (December & January)

    • Biogrid (February & March)

    • Biodata Review (April & May)

    • Graduation and Attendance Rates (June)

    • AYP Calculations & Designations (July & August)

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    PreID Labels

    • For all students grades 3-9, 11 (Districts collect data for Charter Schools)

    • More efficient and accurate than “bubbling” Biogrid

    • Longest opportunity to correct information

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    PreID Labels Process

    Submit January snapshot

    Review reports in STARS


    Resubmit corrected data to STARS

    Early February

    Data sent to vendors

    Vendors send labels & rosters to districts


    Districts distribute to schools

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    Fill out name, ID, and DOB on Biogrid.

    Destroy PreID Label When…

    • Student’s name is wrong (first, last, middle)

    • State Student ID number is incorrect (not match SIS)

    • Date of Birth is wrong (not match SIS)

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    Destroy PreID Label When…


    • Student is no longer enrolled in school

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    Use Only One!

    Correct Identifiers?


    Incorrect Identifiers?

    Bubble !

    Must match STARS

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    Don’t Forget. . .

    Must bubble Section 2 for all students:

    • If applicable,

      • Test Completion Status

    • If applicable,

      • Accommodations

    • All students (grades 4 and above)

      • Form number

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    This Year’s Biogrid…






    (Pre-ID Label)

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    Identifiers are crucial

    Because all demographics

    come from STARS

    (except for BIA Schools)


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    Biogrid Changes

    • No Feeder Schools

    • No Demographics

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    Data Issues

    • Quality of STARS submissions (missing or invalid codes)

    • Full Academic Year

    • ELL, SWD, and FRL

    • Graduation

    • Attendance

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    • Every submission is important (FAY, Graduation, Attendance)

    • Use verification reports

    • If student has never been submitted – their test won’t count

    • Appeals next year will not consider submission errors

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    Full Academic Year

    The definition of a Full Academic Year is continuous enrollment in the:

    • School

    • District

    In other words,

    there are two kinds of Full Academic Year

    Or “FAY”

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    Definition FAY

    FAY school is YES if student is:

    • Enrolled on 120th day of previous school year


    • Enrolled on 40th day and 80th day of current school year


    • Enrolled for the test window and takes the test

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    FAY is determined from STARS submissions

    120th Day previous year

    40th Day current year

    80th Day current year

    (Test Data)




    Test Day

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    FAY – Transition Grades


    FAY school is YESif student is:

    • Enrolled on 40th day, 80th day, and first day of test window of current school year


    • Has transitioned from elementary to middle school, middle school to high school, etc. within the district.




    Test Day

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    FAY – New School


    FAY school YES if student is:

    Enrolled on

    • 40th day

    • 80th day

    • and for test




    Test Day

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    FAY - District

    If FAY SCHOOL = Yes


    School =Yes

    District = Yes

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    ELL Coding

    • 0 = No/Never an ELL Student

    • 1 = Yes, Currently ELL (NEP/LEP)

    • 2 = Exited Year 1 (FEP)

    • 3 = Exited Year 2 (FEP)

    • 4 = Exited Year 3+ (FEP)

    Codes that indicate

    ELL= Yes

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    SWD Coding

    • SPED = “Yes”

    • Primary Disability = not “Gifted”

    No other distinction is made in

    Students with Disabilities

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    Economically Disadvantaged Coding

    • FRL = “Schoolwide”

    • FRL = “Targeted”

    If field is missing, it defaults to “No”

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    Who is a “Graduate”?

    • Enrolled as 9th grader in 2004

    • Receives a standard diploma

    • Graduates in 2008

    • (5 years may be allowed for special subgroups)

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    Who is not a “Graduate”?

    • Recipients of GED

    • Recipients of Certificates of Completion

    • Students exiting from your school who do not graduate elsewhere in the state

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    Who is Exempt?

    • Foreign exchange students

    • Students who transfer out of state

    • Returning 12th graders with IEPs continuing to receive FAPE

    • Students exiting to private or home school

    • Deceased

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    Keys to Accurate Rates

    • Document any senior who leaves the state, or the public education system (PED does not get this data).

    • Record all of your graduates in STARS including winter (early) graduates.

    • Finalize EOY reporting early to allow additional time to review grad lists.

    • Ensure that staff are available in summer months to review lists.

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    • Per STUDENT

    • No minimum on duration of enrollment

    • One student can contribute to several schools

    • Every student has the same weight in the calculation

    Old Calculation

    (Not correct)

    Total Days Attended

    Total Days Enrolled

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    The old calculation:

    Days Attended = 5 + 6 + 120 + 120= 251

    Days Enrolled = 10 + 20 + 120 + 120= 270

    = 93%

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    Utilize STARS reports…

    Attendance, rate for each reporting period

    Graduation, list of eligible graduates for your school

    Demographics, student rosters as well as aggregate summaries

    Yearly AYP Summaries, 2 years

    Achievement Gap Summaries, 2 years

    Check Data Submissions throughout year.

    Don’t Wait until AYP!

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    Data Quality & Submissions…

    Jared Vigil, STARS Helpdesk

    827-7935, jared.vigil@state.nm.us

    Kate Cleary, STARS Coordinator

    827-9985, kathryn.cleary1@state.nm.us

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    AYP Questions?


    827-6508 (Cindy)

    827-6528 (Tom)

    827-6509 (Stephanie)

    827-6799 (Margaret)

    Procedures Manual

    http://www.ped.state.nm.us/ search “Procedure Manual” and get latest version

    Accountability Workbook

    http://www.ped.state.nm.us/ search “Accountability Workbook” and get latest version

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    For Questions about Other Assessments…

    Anne Bradley (NMHSCE and SBA)

    827-4276, anne.bradley@state.nm.us

    Mona Martin (NMAPA)

    827-6577, mona.martin@state.nm.us

    Robert Romero (NMELPA)

    827-6683, robert.romero1@state.nm.us

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    Questions on Data Issues

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