2010 STAR Extended Data Corrections and Returning Materials Webcast

1. 2010 STARExtended Data Corrections and Returning MaterialsWebcast April 21, 2010 START TIME 9:00 a.m. Presenters: Michael McDaniel and Mark Hansen Extended Data Corrections and Returning Materials

2. Objectives District STAR coordinators will understand the following about STAR 2010 activities: • The benefits of using the Extended Data Corrections module to correct demographic data • How to use the Extended Data Corrections module • Which multiple-choice administration demographic data can be changed or added • How and when to submit Extended Data Corrections • How to properly package operational test materials for return • How to properly return operational test materials Extended Data Corrections and Returning Materials

3. Agenda • Extended Data Corrections • Overview • Preparation • Data review and data rules • Timeline • Options for modifying demographic data • Offline—File submission • Online—Screen data entry • Returning 2010 STAR test materials • Overview • Preparation • Collection • Return Extended Data Corrections and Returning Materials

4. Extended Data Corrections: Overview Extended Data Corrections and Returning Materials

5. Overview • This module allows districts to: • Correct student demographic information for multiple-choice administrations • Add missing student demographic information for multiple-choice administrations • Amend student’s parent/guardian address printed on individual student report(s) • There is no charge for Extended Demographic Data Corrections. • All data changes will be reflected at the time of reporting. Extended Data Corrections and Returning Materials

6. Benefits • Reduce hand-marking of answer documents • Provide more current and accurate demographic data used to create STAR reports • Reduce the number of STAR Student Reports returned to the district as undeliverable • Provide potential time and cost savings: • Reports will not be delayed because of missing data • Eliminate the need to provide data at the time of scoring (cost is $1.32 per student) • Eliminate the need for Demographic Data Corrections in October (cost is $630 plus 16 cents per student) Extended Data Corrections and Returning Materials

7. Preparation Determine whether any data need to be updated or added. • Did the district submit the “Demographic Fields to Be Hand-Marked on 2010 STAR Answer Documents or Entered During Extended Data Corrections” form? • Have any demographic data for the student changed since Pre-ID was used to print documents/labels? For example: • Statewide Student ID • English proficiency • Student’s address Extended Data Corrections and Returning Materials

8. Preparation (continued) • Develop a plan and a timeline. • Gather the data required to be updated for each student. • Which data require updating? • Where can you find the updated data? • When will you have the data available? • Update the STAR demographic data. • Decide on the method to use: • On-screen—one student at a time • File—download data, correct, and reload corrected data • Combination • Updates can be performed over many days. • Demographic Data Corrections must be completed by the district’s selected last day of testing for the administration being corrected. Extended Data Corrections and Returning Materials

9. Data Review and Data Rules Extended Data Corrections and Returning Materials

10. Noncorrectable Data Extended Data Corrections and Returning Materials

11. Noncorrectable Data Extended Data Corrections and Returning Materials

12. Noncorrectable Data Extended Data Corrections and Returning Materials

13. Correctable Data • All other student demographic data • Parent/guardian address Extended Data Corrections and Returning Materials

14. Example Use: Student Transfers • Move Pre-ID document or label to the student’s new school. • Return student’s materials with scorable materials at the student’s new school. • Update “CBEDS School” using Extended Data Corrections. • Update any other school-related data. Note: Student records cannot be added or deleted using this module; use Pre-ID to add and delete student records. Extended Data Corrections and Returning Materials

15. Timeline Extended Data Corrections and Returning Materials

16. Timeline Pre-IDCutoff Date First Day of Testing Supplemental/Late Pre-IDCutoff Date Last Day of Testing Edit using Extended Data Corrections Upload file or enter online Download file and upload with edits or edit online Edit using Extended Data Corrections 2-day blackout period Additional records Upload file or enter online Download file and upload with edits or edit online Approx. 6–9 Weeks Approx. 3 Weeks 1 Week Extended Data Corrections and Returning Materials

17. Modify Demographic Data Offline:File Submission Extended Data Corrections and Returning Materials

18. Extended Corrections Extended Data Corrections and Returning Materials

19. Extended Corrections Menu Download a file containing all post–Pre-ID records that are still available to be edited. Upload a file containing corrected records for all post–Pre-ID records that were downloaded. Display status of uploaded file and errors encountered on edited records. Unedited records do NOT pass through validation routines. Extended Data Corrections and Returning Materials

20. Modify Demographic Data:Process • Request a file by selecting the Download Extract File link in the Extended Corrections area of the left navigation bar. • Select the checkbox next to the text “My Extended Data Corrections File for.” • Select the Submit Data Request button. • The extract file will be available for download the following day. • Select the file name to download the data. Extended Data Corrections and Returning Materials

21. Step 1:Download Data Check this box Requestdownload Data in the file Download file next day Extended Data Corrections and Returning Materials

22. Step 2:Edit Data • Edit using text editor • Use Microsoft WordPad, EditPad, other commercially available text editors. • Cannot use Notepad, Notepad will not preserve formatting • Editor should feature the following: • Line number option • Column number option • Word wrap OFF option • NEVER IMPORT THE DATA INTO EXCEL OR ANY OTHER APPLICATION THAT WILL REFORMAT THE DATA. • Make changes to demographic data. • NEVER add student records. • The only acceptable format for upload is a fixed-format text file (.txt). Extended Data Corrections and Returning Materials

23. Step 3:Upload Amended File Select the Upload File link in the “Extended Corrections” area in the left navigation bar. Select Browse to locate your file Select Load File to start your upload Extended Data Corrections and Returning Materials

24. File Upload Messages • Successful upload • “An e-mail will be sent to provide results.” • “An e-mail address is not defined. Please return later to view results.” • Unsuccessful upload messages • “File extension incorrect - File must be of type .txt.” • “File with same name exists - File must have a unique name.” • “File will not be accepted after the [Last Day of Testing].” Extended Data Corrections and Returning Materials

25. Step 4:Review Uploaded Data File Status Select the Upload File Status link in the “Extended Corrections” area in the left navigation bar to view information about data errors in the upload file. Extended Data Corrections and Returning Materials

26. Step 4:Review Uploaded Data File Status (cont.) File Status: Submitted – File has been uploaded but not processed. In Process – Data records are currently being validated. Error – File contains some data records that are in error. – Select Error to obtain list of errors (similar in structure to Pre-ID). Complete – All data loaded and processed without errors. Failed Processing – File loaded with errors and failed to process. Extended Data Corrections and Returning Materials

27. Step 5:Correct Errors Select the word “Error” under “Status” to display a list of errors. Note: Errors should be corrected. Some errors, when left uncorrected, may incur additional charges to the school district. Extended Data Corrections and Returning Materials

28. Modify Demographic Data Online Extended Data Corrections and Returning Materials

29. Extended Corrections Extended Data Corrections and Returning Materials

30. Extended Corrections Menu Search and edit individual student records Extended Data Corrections and Returning Materials

31. Search for a Student Enter search criteria in at least one Primary Search Field. Select Search to see matching criteria for student(s). Enter search criteria in any of the Secondary Search criteria fields to narrow the search. Extended Data Corrections and Returning Materials

32. Student Select the student’s last name to view the data associated with the student. Extended Data Corrections and Returning Materials

33. Modify Student Demographic Data Extended Data Corrections and Returning Materials

34. Questions? Extended Data Corrections and Returning Materials

35. Returning 2010 STAR Test Materials Extended Data Corrections and Returning Materials

36. Returning 2010 STAR Test Materials • Collect and process test materials: • Consult the STAR Management System for your materials return date. • Verify that all test materials have been returned from test sites • Separate materials by test: • Separate CST/CMA materials by grade level. • Separate CAPA materials. • Separate STS materials by grade. • Separate scorable and nonscorable materials. Extended Data Corrections and Returning Materials

37. Scorable materials include (but are not limited to) the following: Used answer documents for the CSTs/CMA, CAPA, and STS Used test booklets for the following: CST for Grade 2 CST for Grade 3 CMA for Grade 3 STS for Grade 2 STS for Grade 3 Used School and Grade Identification (SGID) sheets What is Scorable? See the list of scorable materials on page 66 of the District and Test Site Coordinator Manual. Extended Data Corrections and Returning Materials

38. What is Nonscorable? • Nonscorable materials include (but are not limited to) the following: • Directions for Administration (DFAs) for the following tests: • CST for Grade 2 • STS for Grade 2 • CAPA Examiner’s Manuals • Unused, damaged, or voided (used) test booklets for the following tests: • CST for Grade 2 • CST for Grade 3 • CMA for Grade 3 • STS for Grade 2 • STS for Grade 3 • All used and unused test booklets, all tests, for grades four through eleven • Damaged or voided (used) answer documents • Transparencies • Used and unused large-print and braille • Additional SGIDs • Unused paper bands • Unused Pre-ID labels Extended Data Corrections and Returning Materials

39. Additional Guidelines for Nonscorables • Practice tests for grades two through four may be returned or discarded. Extras do not need to be returned. • See the “Guidelines for Handling Nonscorable Materials” on page 67 of the District and Test Site Coordinator Manual for more information on nonscorable materials, including: • Materials that must be securely destroyed • Materials to be marked as “Void” • Materials that you may discard Extended Data Corrections and Returning Materials

40. Returning 2010 STAR Test Materials • Work with one grade level at a time • Are CAPA answer documents signed? • Verify that all demographic information that was to be hand-marked is complete. • Carefully review answer document sections A2, A3, and A4. • Are accommodations and modifications properly marked in section A3? • Review after-testing procedures on pages 63–66 of the District and Test Site Coordinator Manual. Extended Data Corrections and Returning Materials

41. Returning 2010 STAR Test Materials • Correctly package scorable materials. • Complete an SGID sheet for CST/CMA • Pack the CST for Grade 3 test booklets on top of the CMA for Grade 3 test booklets. • Complete an SGID for the CAPA. • Complete an SGID for the STS. • Band an SGID sheet and answer documents for each grade and test . • Complete the Master File Sheet . • Pack banded sets of documents and the master file sheet in the original cartons. • Complete colored address labels for each carton. • Test site leaves school district counts blank. • School district counts consolidated shipment . Extended Data Corrections and Returning Materials

42. Returning 2010 STAR Test Materials Extended Data Corrections and Returning Materials

43. Returning 2010 STAR Test Materials Extended Data Corrections and Returning Materials

44. Returning 2010 STAR Test Materials • Correctly package nonscorable materials. • Separate all nonscorable materials by grade. • Use a black pen to mark all voided answer documents. • Box nonscorable CST, CMA, CAPA, and STS test materials by subject and grade. • Complete an address label for each carton. Extended Data Corrections and Returning Materials

45. Returning 2010 STAR Test Materials • Make sure to properly label each box. • Standardized packing helps speed up the scoring process. • Fill out the shipping label correctly, listing the boxes from each school and the total school district count. • Fill out the Master File Sheet completely; include grades that did not test. • Follow the packing outline on page 66 of the District and Test Site Coordinator Manual . • Return all materials on time . • Site: Return to the school district no more than two days after testing is completed. • District: Return to STAR Processing Center no more than five days after testing is completed for each administration period. Extended Data Corrections and Returning Materials

46. Live Demonstration: How to Properly Pack Test Materials Extended Data Corrections and Returning Materials

47. Questions? Extended Data Corrections and Returning Materials

48. More Questions? For STAR technical questions:STAR TAC—800-955-2954 For STAR policies: CDE—916-445-8765 For accountability questions: CDE Academic Accountability Unit—916-319-0863 Extended Data Corrections and Returning Materials

49. Next STAR Webcast:May 26, 2010STARReports Preview Extended Data Corrections and Returning Materials