Washington Assessment Management System (WAMS)
Record Reconciliation
MANUAL
2011
VERSION 1.0
HELP-LINES
For assistance, please contact OSPI staff listed below:
Please fax all edit/change/assistance requests (see R3 form in appendix) to
360.725.6509. Do NOT send confidential and identifiable student information (i.e.,
SSID, Name, etc.) via email.
Data edits, Demographic updates, Test Status, Test Type,
Previously Passed and other data questions:
See Data Analyst District Distribution Matrix in the cover email, appendix of this manual
or call the Student Information Data Analysts Hotline
Phone: 360.725.6109
Fax: 360.725.6509
AssessmentAnalysts@k12.wa.us
Test Operations, Invalidations and Medical Exemptions:
Assessment Hotline
Phone: 360.725.6348
Assessment@k12.wa.us
EDS Access & Password Issues:
Please contact your District Security Manager
CEDARS and Other EDS Related Technical Issues:
IT Customer Support
Phone: 1.800.725.4311
Phone: 360.725.6371
CustomerSupport@k12.wa.us
AYP:
Bob Harmon
Phone: 360.725.6170
bob.harmon@k12.wa.us
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TABLE OF CONTENTS
CHAPTER 1: OVERVIEW ................................................................................... 4
1.1 Purpose of This Manual ......................................................................................... 4
1.2 Important Fields ..................................................................................................... 4
A. CEDARS Grade Levels. ......................................................................................... 4
B. Test Types. ............................................................................................................... 4
C. Test Status................................................................................................................ 4
For a more in-depth explanation of these test status codes, please refer to the data
dictionary in the Appendix of this document. ............................................................... 5
1.3 Functions Available in WAMS Record Reconciliation ............................................ 5
1.4 Reports Available in WAMS Record Reconciliation ............................................... 5
CHAPTER 2: BASIC PROCEDURES ................................................................. 6
2.1 Log In..................................................................................................................... 6
2.2 Searching Student Records ................................................................................... 8
2.3 Sorting Student Records ........................................................................................ 9
2.4 Changing Demographic Information .................................................................... 10
2.5 Moving Student Records ..................................................................................... 13
2.6 Merging Student Records .................................................................................... 14
2.7 Reasons that Records Cannot Be Merged .......................................................... 16
2.8 SSID Update ........................................................................................................ 17
CHAPTER 3: ADVANCED PROCEDURES AND SCENARIOS ....................... 18
3.1 Editing Entrance and Exit Dates for AYP CE and PE/NE Status ......................... 18
3.2 Changing Student Test Type ............................................................................... 20
3.3 Before Changing Test Type ................................................................................. 20
3.4 Changing Student Test Status ............................................................................. 21
3.5 Understanding Error Messages ........................................................................... 24
CHAPTER 4: HISTORY AND REPORTS.......................................................... 25
4.1 Student Record History ........................................................................................ 25
4.2 District Change History ........................................................................................ 25
4.3 Roster Report ...................................................................................................... 27
4.4 AYP Changes Report .......................................................................................... 28
4.5 Test Type Summary Report ................................................................................. 30
4.6 Duplicate SSIDs Report ....................................................................................... 31
4.7 Merge Candidates Report .................................................................................... 31
APPENDIX .......................................................................................................... 33
Data Dictionary (also available online under the HELP tab) ...................................... 33
Data Analyst Contacts for 2011 Record Reconciliation – Round 1 ............................ 35
WAMS Record Reconciliation Tips ............................................................................ 36
Record Reconciliation Request (R3) Form ................................................................. 37
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CHAPTER 1: OVERVIEW
1.1 Purpose of This Manual
The Office of Superintendent of Public Instruction prepared this manual for District
Assessment Coordinators and their designees who are using WAMS Record
Reconciliation (RR). Please use WAMS RR and this manual for all record reconciliation
for the Measurements of Student Progress (MSP), High School Proficiency Exam
(HSPE), End-of-Course (EOC) and Washington Alternate Assessment System (WAAS),
unless otherwise noted.
1.2 Important Fields
A. CEDARS Grade Levels. Students in grades 3 through 8 and 10 through 12
participate in the MSP, HSPE, or one of the WAAS alternate assessments (MSP
Basic, HSPE Basic, DAPE, and PORT). Students enrolled in courses subject to
the EOC assessment and all students in 10th grade participate in the EOC math
assessment. The correct CEDARS reporting grade must be coded for all
students participating in the assessments, regardless of test type, or off grade
(OG) errors may occur.
B. Test Types. Most students take the MSP/HSPE/EOC. However, students in
special education may take any of these other test types as directed by their IEP
teams:
HSPE Basic/MSP Basic/EOC Basic– assessment taken at CEDARS
grade level, meeting standard at Level 2;
WAAS Developmentally Appropriate Proficiency Exam (WAAS DAPE) -
assessment at a middle school or elementary school level, only applies to
CEDARS grades 11 and 12 special education students.
WAAS Portfolio (WAAS PORT)
C. Test Status. Test Status shows that a student has a test score or the reason
that the student does not have a score.
“Not Tested” are students who did not participate in testing or who did not
generate a valid score. Not Tested student records include: Absent
Unexcused, Blank, No Booklet, Incomplete, Refused, Off Grade, Not
Tested (Portfolio Only) or Invalid.
Exemptions from testing include: Absent Excused, New Non-English
Proficient, Medical Exemption, Not Enrolled, Partially Enrolled or
Previously Passed in the subject.
Off Grade appears in the field for test status when a student takes a test
they are not supposed to. It counts as not tested for the grade in which
they are enrolled and occurs in the following situations:
o MSP/HSPE/PORT: when the CEDARS grade differs from the grade
of the test booklet.
o DAPE: when the student is not properly marked in CEDARS as
receiving special education services or does not have a reporting
grade of 11 or 12.
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Category Test Status
Not Tested Absent Unexcused (AU)
Blank (BL)
Incomplete (IC)
Invalidated (IV)
No Booklet (in a given subject) (NB)
Not Tested (Portfolio Only) (NT)
Off Grade (OG)
Refused (RF)
Exempt Absent Excused (AX)
Medical Exempt (ME)
New Non-English Proficient (NN)
Not Enrolled during test window (NE)
Partially Enrolled during test window (PE)
Previously Passed (PP)
Tested Tested (TS)
Insufficient (Writing only) (IS)
For a more in-depth explanation of these test status codes, please refer to the
data dictionary in the Appendix of this document.
1.3 Functions Available in WAMS Record Reconciliation
Search, filter, and sort student records
Change demographic information by individual student
Edit AYP fields such as entrance and exit dates
Move student records between schools and districts
Merge student records including writing prompts
Change test type and test status
1.4 Reports Available in WAMS Record Reconciliation
Student Record History
District Change History
Roster Report
AYP Changes Report
Previously Passed Report
Test Type Summary Report
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CHAPTER 2: BASIC PROCEDURES
2.1 Log In
1. Log in at https://eds.ospi.k12.wa.us/Login.aspx
Usernames and Passwords can be obtained through your District Security
Manager.
To find your District Security Manager’s contact information:
- Click on the Help button in the upper right hand corner. A new window will
open.
- Click on “District Security Manager” and then select the letter that your
district name starts with. A list of District Security Managers will come up.
Note: There are two types of district users: Washington Assessment
Management User, and Washington Assessment Management Read-Only. The
user role may make changes, while the Read-Only role can view data but cannot
make changes.
2. Enter your USERNAME and PASSWORD and click the LOGIN button.
3. Select VIEW MY APPLICATIONS from either location below:
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4. Select WASHINGTON ASSESSMENT MANAGEMENT SYSTEM (WAMS).
5. Click on RECONCILIATION at the top of the screen.
Note: This link is accessible at all times, but edits can only be made during
Record Reconciliation time periods.
6. You are now ready to begin Record Reconciliation.
Important Note: Before making any changes, we recommend that you thoroughly
review this document as well as the WAMS Record Reconciliation Tips at the end of
this document.
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2.2 Searching Student Records
1. Click SHOW in the SEARCH PARAMETERS section to see the possible search
criteria. This button toggles between show and hide for the search parameters.
The list of searchable students may be filtered by selecting specific buildings or
grades within the district from the drop-down menus above the search box.
2. Searchable fields include:
Student Name Last, First, and Middle Initial.
District Student Specific identification number.
ID
SSID Specific identification number.
No SSID Check box
No District Check box
Student ID
Date of Birth MM/DD/YYYY format
Gender All, Male, Female
Race/Ethnicity All, No Ethnicity Provided (record not matched to CEDARS),
Federal Roll-up American Indian/Alaskan Native, Asian, Black, Hispanic, White,
Hawaiian/Pacific Islander, Multi-Racial, Not Provided (submitted
in CEDARS as „Not Provided‟
Exemptions By category -- Foreign, Home-Based, Private -- All, Yes, No
Special All, None, Bilingual, Special Ed, Low Income, Migrant, Foster,
Programs 504
Errors All, w/ Errors, w/o Errors, DAPE w/o Disability Code, Not Enrolled
but Tested (NE/TS), Test Type
Edit Type All, Updated, Moved, Merged, CEDARS Update
By subject:
Test Type and Test Type – HSPE, MSP, HSPB, MSPB, DAPE, PORT, ALG,
Test Status ALGB, IN1, IN1B, MU1, MU1B, GEO, GEOB, IN2, IN2B, MU2,
MU2B.
Test Status - AU, AX, BL, IC, IS, IV, ME, NB, NE, NN, NT, OG,
PE, PP, RF, TS
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3. Enter the desired criteria and click SEARCH. (Note: executing a search will hide
the parameters from view.)
To return to the full list of students, select SHOW search parameters, and clear
all criteria by clicking CLEAR and then SEARCH again.
The online page display is limited to 50 records at a time. To go to the next
page, select the page number at the top or bottom of the screen view. (Note:
large lists may take time to refresh.)
There is a “Total Records” count that will display on the right side of the screen directly
below the search parameters section. This count will tell you the number of student
records that are displayed and will update when a search is performed or when filters
are applied.
2.3 Sorting Student Records
Data may be sorted by clicking on the underlined column heading. The sort arrow icon
indicates how the current display is sorted (ascending or descending). Sorting affects
the entire list and is not limited to the page displayed.
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2.4 Changing Demographic Information
The table below lists the CEDARS data elements that can be edited in WAMS Record
Reconciliation and if the data element can be edited by district personnel or if OSPI
needs to make the change. For changes made in WAMS RR to be permanent, you also
need to update CEDARS and your district student information system.
Variables How To Update
District Student ID Use „Lookup from CEDARS‟ button OR
Ethnicity manually updatable by district staff
CEDARS Grade Level
Expected Grad Year
Grad Requirements Year
Enrollment and Exit Dates
Special Education
Bilingual Program
Foster Care
Disability
504
Free & Reduced Lunch Status (LOWINC)
Migrant Status
Gifted
Program Flags (Title I, Title III, LAP,
Homeless, Gifted, Grant 21st Century,
Early Education, Outside Services, School
Choice)
Enrollment Exemptions (Foreign F1 Visa,
Private School, Home Based)
Student Name (Last, First, MI) Use „Lookup from CEDARS‟ button OR
Gender contact OSPI Data Analysts
Date of Birth
State Student ID (SSID) Contact OSPI Data Analysts
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To change student demographic information:
1. Click on a student‟s FIRST or LAST name to bring up the EDIT STUDENT
screen.
2. Click LOOKUP FROM CEDARS to import the most recent CEDARS data
submitted for this student into this individual student record.
3. Make any manual changes that LOOKUP FROM CEDARS did not correct.
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4. Race and Ethnicity data can be updated by clicking on the EDIT DETAILED
RACE AND ETHNICITY CODES link.
5. Special Programs data not displayed on the Edit Student page can be edited by
clicking on the EDIT OTHER CEDARS DEMOGRAPHIC INFORMATION link.
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6. Click SAVE to submit changes.
7. Successful record changes are shown in green at the top of the screen. Error
messages are shown in red and should be addressed before further edits are
made.
8. Click RESET to undo changes without saving.
9. Click NEXT to proceed to the next student in the list.
10. Click the application‟s BACK button to return to the STUDENT RECORD
RECONCILIATION screen.
Note: CEDARS Grade and Test Grade are separate fields. CEDARS Grade is the
grade level of the student as reported in CEDARS. Test Grade is the grade level of the
test the student took.
2.5 Moving Student Records
Districts can move students from one school to another within their district.
1. In the STUDENT RECORD RECONCILIATION screen, select the student to be
moved by checking the white box in the first column from the left.
2. The student will appear in the SELECTED STUDENTS box on the top right hand
corner of the same screen.
3. Click MOVE SELECTED, this brings up a new screen.
4. Select the DESTINATION SCHOOL from drop-down box.
5. Enter DATE ENROLLED in the new school for each student. If the student has
already exited the new school, enter the DATE EXITED as well.
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6. Click SUBMIT to apply changes.
Important Note: To move a student into a new district, contact your district‟s
assigned OSPI Data Analyst.
2.6 Merging Student Records
Student records can be merged only if the records are located at the same
school. To merge records from different schools, first move the records to the
same school (if appropriate), then merge.
1. In the STUDENT RECORD RECONCILIATION screen, select the student
records to be merged by checking the white box in the first column.
2. The student records will appear in the SELECTED STUDENTS box.
3. Click MERGE SELECTED.
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4. Selected test types will show green in the radio buttons (see below). WAMS
Record Reconciliation will show the defaulted selections here. If the selections
are not what you intended, you may change this by selecting the appropriate
radio buttons for each test, as long as selections follow the merge rules. You
can also merge high school student writing prompts to generate total writing by
using the appropriate radio buttons.
5. The primary record is the record with the best demographic data for the student
and will be used for the merged record once saved. WAMS RR will show the
defaulted primary record, but you can change this by selecting the appropriate
radio button. Note: A Portfolio-only record can NOT be the primary record.
6. Click SUBMIT to submit changes.
The message in green at the top of the next screen indicates changes have been
accepted.
An error message in red indicates that additional changes are needed.
7. Click the application‟s BACK button to return to the STUDENT RECORD
RECONCILIATION screen.
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2.7 Reasons that Records Cannot Be Merged
The only merges allowed are between records with identical SSIDs or between a record
with an SSID and a record with a blank SSID. Also, the records to be merged must be
in the same school.
If a student has a valid test score in more than one record in the same subject the
student‟s records cannot be merged in WAMS RR. Contact the OSPI Assessment Data
Analysts for assistance.
Upon successful completion of a merge, the primary student record will contain the
updated Test Type and Test Status. All secondary student records are inactive and
shaded grey.
Student Merge Rules
Records may not be merged if any of the following conditions exist:
Any of the records are inactive (grey).
Any of the records have different SSIDs (or both SSIDs are blank/missing).
Any of the student records belong to different buildings/schools (records must be
moved into the same school and then merged).
WAAS-Portfolio Booklet IDs are not the same when two or more PORT records
are being merged.
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2.8 SSID Update
1. The SSID UPDATE page allows you to synchronize SSIDs that were changed in
CEDARS with the SSIDs of records in WAMS RR. Again, please note that it is
important to work with your district CEDARS administrator.
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CHAPTER 3: ADVANCED PROCEDURES AND SCENARIOS
3.1 Editing Entrance and Exit Dates for AYP CE and PE/NE Status
Continuously Enrolled for AYP. Student Enrollment and Exit Dates are used to compute
Continuously Enrolled (CE) for Adequate Yearly Progress (AYP). To be considered
continuously enrolled, students taking the HSPE/MSP or HSPB/MSPB must be enrolled
from October 1 through the end of their respective testing dates without having a break
in that enrollment of more than 30 consecutive calendar days.
Continuously enrolled status is determined at the student level based on subject, grade
level, and test mode (online vs. pencil/paper; for instructions on editing test mode,
please see sction 3.4 of this document).
CEDARS Grade Level and Test Type CE for AYP Window
Grade 10 HSPE and HSPB Reading:
October 1, 2010–March 17, 2011
Grade 10 and Grades 3–8 WAAS October 1, 2010–March 22, 2011
PORT, all subjects
Grades 3–8 MSP and MSPB, all October 1, 2010–May 19, 2011
subjects Paper/Pencil
Grades 4–8 MSP and MSPB, Reading, October 1, 2010–June 3, 2011
Math & Science Online
EOC October 1, 2010 – Date specified by
your district as the last day of EOC
testing for the whole district (not on a
school by school basis)
School Level CE. A student is Continuously Enrolled (CE) for AYP at the School level if
the student‟s School Enrollment Date falls on or before October 1, and the School Exit
Date is either blank or falls after the HSPE/MSP window for the student‟s grade level
and Test Type. In addition, the student must not have a break in enrollment that
exceeds 30 consecutive calendar days. Only students who are CE at the School level
are included in School AYP calculations.
District Level CE. District level CE is determined exactly the same as School level CE
above, using the District Enrollment and Exit Dates instead of the School Enrollment
and Exit Dates.
Scenario: A student moved from one school to another within the same district
during the Continuously Enrolled for AYP window.
Determination: The student would be considered Continuously Enrolled for AYP
at the district level, but not at the school level. The student would be excluded
from school AYP calculations, but included in district AYP calculations.
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Scenario: A student moved from one district to another during the Continuously
Enrolled for AYP window.
Determination: The student would not be considered Continuously Enrolled for
AYP at the district level or the school level. The student would be excluded from
school and district AYP calculations.
Scenario: A student moved from one district to another during the Continuously
Enrolled for AYP window, but moves back to the original school and district after
two weeks.
Determination: The student will be considered Continuously Enrolled for AYP at
the district level and at the school level because the break in enrollment did not
exceed 30 consecutive calendar days.
Enrollment and Exit Dates and Moving Student Records: Student Enrollment and Exit
Dates need to be updated when moving students from one school to another. The Exit
Date for the initial school must be an earlier calendar date than the Entrance Date for
the new school.
Not Enrolled Test Status (NE): Students who are not enrolled during the entire testing
window for a given subject are Not Enrolled. For example, a student moves out of state
before the testing window opens or moves into the state after the window has closed.
NE is an exemption, meaning the fact that the student didn‟t test does not negatively
impact AYP.
Partially Enrolled Test Status (PE). Students who are enrolled during only part of the
testing window for a given subject are Partially Enrolled for that subject if they do not
meet the completion criteria (2 items per subject, attempt both prompts in writing). For
example, a student completes the reading and writing HSPE/MSP, but moves to
another school during the mathematics administration and does not meet the
completion criteria for mathematics. The student has an exempt status as partially
enrolled for mathematics at the school level.
There is a filter called “No Enrollment Dates”. This filter will bring up all student records
that are missing enrollment dates, usually because the test record did not match to
CEDARS. It is very important to update these records so that CE status can be
calculated properly.
Testing window dates for the current administration can be found on the OSPI website
at http://www.k12.wa.us/assessment/StateTesting/timelines-calendars.aspx.
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3.2 Changing Student Test Type
Original test type information comes from the type of booklet submitted for scoring for
the student. Districts can make changes to the demographic information in WAMS RR
that cause a change in the Test Type for a student. Some definitions of Test Types and
how the grade level affects the type are listed below.
Test Type Grade and Level Definitions
HSPE/MSP/ALG/I Test Grade matches CEDARS Grade.
N1/MU1/GEO/IN2 Levels 3 & 4 meet standard.
/MU2
HSPB/MSPB/AL Test Grade matches CEDARS Grade.
GB/IN1B/MU1B/G Level 2 meets standard. Levels 3 & 4 will
EOB/IN2B/MU2B not show up as Basic.
DAPE Test Grade is lower than CEDARS Grade.
Levels 3 & 4 meet standard. (Grades 11
and 12 only)
PORT Portfolio Grade matches CEDARS Grade.
Levels 3 & 4 meet standard.
Any change in Test Type to Basic must be in accordance with the student‟s IEP plan.
High school students who meet standard through Basic, DAPE, or PORT may earn a
Certificate of Individual Achievement (CIA) rather than a Certificate of Academic
Achievement (CAA).
3.3 Before Changing Test Type
Before changing a Test Type to Basic make sure that Special Education is marked “Y”
and a Disability Code other than „No Disability‟ is reflected in WAMS Record
Reconciliation.
Confirm the student‟s CEDARS Grade is correct. When the Test Type is not DAPE the
student‟s CEDARS Grade should be the same as the Test Grade. The exception is in
high school, where 11th and 12th graders will take the 10th grade test.
When Test Type is DAPE the Test Grade is lower than CEDARS Grade Level.
Test Grade cannot be edited, since this comes from the student‟s actual test booklet.
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3.4 Changing Student Test Status
Changing Test Status is an important function in WAMS RR. The following table
describes the test status types in WAMS Record Reconciliation that District WAMS RR
Users will see and can update. Please see the appendix for more detail regarding test
status.
Test Status Code Status How to Update
Tested TS Tested
Insufficient (Writing only) IS Tested
Absent Unexcused AU Not Tested Update flag in edit screen
Blank BL Not Tested
Incomplete IC Not Tested
Invalidated IV Not Tested Update flag in edit screen
No Booklet NB Not Tested
Update CEDARS Grade
Off Grade OG Not Tested DAPE: Update SPED flag and
Disability Code
Refusal RF Not Tested Update flag in edit screen
Not Tested** NT Not Tested
Absent Excused AX Exempt Update flag in edit screen
Medical Exemption* ME Exempt Contact OSPI Data Analysts
Update flag in edit screen, will
New Non-English Proficient NN Exempt only change if student did not
meet standard
Not Enrolled NE Exempt Update enrollment and exit dates
Partially Enrolled PE Exempt Update enrollment and exit dates
Previously Passed* PP Exempt Contact OSPI Data Analysts
* District Users cannot make changes in WAMS RR to Previously Passed,
PP or Medical Exemption, ME. Contact OSPI for assistance with these.
** Applies to PORT only.
For a student to be Tested, they must have met completion criteria on the
test. Completion criteria for reading, math, science and all EOC exams is
2 or more items. Completion criteria for writing is both prompts being
attempted.
A Tested attempt can only be overridden by Invalidated, Off-Grade, or
NNEP.
Decisions about Invalidated status may occur after test booklets have been sent
in for scoring. Make sure to contact the Assessment Operations office with any
updates to test irregularities or changes to Invalidated status.
NNEP codes may need to be updated after the tests have been submitted. Note:
If a student is NNEP in one subject, he/she is considered NNEP in all subjects.
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NNEP status will be removed for a subject if the student meets standard in that
subject.
Medical Exemptions must be approved by OSPI Operations.
When changing a student‟s enrollment and exit dates, test status will
automatically update to Not Enrolled or Partially Enrolled, if appropriate, based
on the dates of the testing window. Please see section 3.1 for more information
about NE and PE.
To edit test status by student:
1. Click on EDIT to the right of revised test status.
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2. Make changes to the subject specific editing screen. When changes are made,
the „Resulting Attempt Code‟ in the bottom right will automatically update.
3. Click APPLY CHANGES.
a. Message in green at the top of the next screen indicates changes have
been accepted.
b. Error message in red indicates that additional changes are needed.
4. Click SAVE to keep changes. Click RESET to revert back without saving.
5. Click NEXT to proceed to the next STUDENT RECORD (Note: moving to next
record without saving does not keep the changes.)
6. Click the application‟s BACK button to return to the STUDENT RECORD
RECONCILIATION screen.
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3.5 Understanding Error Messages
Error messages provide information about data that may need to be corrected. Errors
occur when there are conflicts in student information. The most common errors can
occur for the following reasons.
Scenario: District says a student was not enrolled at all during the testing window,
but the student has a scored booklet. These records show red in the STUDENT
RECORD RECONCILIATION screen.
Solution: The district should revise the Enrollment and Exit Dates, or if the student
moved to a different district, contact the OSPI Assessment Data Analysts for
assistance. If the student tested after exiting the district it is ok to leave the
record as is.
Scenario: Student is not marked Special Education in WAMS RR, or a Disability
Code is not selected in WAMS RR but Test Type is HSPB/MSPB. These records
show red in the STUDENT RECORD RECONCILIATION screen.
Solution: If this student‟s information is up to date in CEDARS, use the Lookup
from CEDARS button. If this student‟s information is not up to date in CEDARS,
mark student Special Education and select a Disability Code. Update CEDARS
to reflect the same information.
Scenario: Student is not marked Special Education in WAMS RR, or a Disability
Code is not selected in WAMS RR but Test Type is WAAS DAPE and student is
grade 11 or 12. These records show red in the STUDENT RECORD
RECONCILIATION screen.
Solution: If this student‟s information is up to date in CEDARS, use the Lookup
from CEDARS button. If this student‟s information is not up to date in CEDARS,
mark student Special Education and select a Disability Code. Also update
CEDARS to reflect the same information.
Scenario: A high school student has two Writing records, one with prompt one
scores and the other with prompt two scores. Each record reads as Writing
Incomplete.
Solution: The two records can be merged to produce a complete Writing score
using the merge feature. The score on each prompt will show. There must be
SSID information in at least one record and both records must have the same
school code in order to merge.
If you attempted to correct data and you are still having difficulty making sense of error
messages, contact the OSPI Assessment Data Analysts for assistance.
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CHAPTER 4: HISTORY AND REPORTS
4.1 Student Record History
The Student Record History link shows all the edits performed for a particular student,
including the edit, the date and time it was performed, and by whom.
1. In the EDIT STUDENT screen, click on the RECORD HISTORY button.
4.2 District Change History
The District Change History link shows all the edits performed in the district, including
the edit, the date and time it was performed, and by whom.
1. Click on the CHANGE HISTORY link at the top of the screen.
2. The changes performed will be shown. You can undo and download changes.
Use this view of changes to verify that the changes you have made (or OSPI has
made) are correct. You can undo specific changes to a student record where
you need to. If all is correct, you can use this screen as a record of changes to
your data.
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3. Records can be sorted by NAME or GRADE by clicking on the NAME or GRADE
column headings. A specific school can be selected in the dropdown menu.
4. To UNDO any changes click the UNDO button on appropriate record.
5. To DOWNLOAD, click DOWNLOAD at the bottom of the page and then select
open or save.
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4.3 Roster Report
The Roster Report allows you to download an Excel file of your data. OSPI suggests
that you download a file before and after Reconciliation changes were made. This will
help you keep track of which students are being used to calculate your AYP status in
subgroups. The field variables in this file are:
School name
School code
Record ID (OSPI use)
Reporting Grade
SSID
Student Last Name
First Name
Middle Initial
District Student Code
Date of Birth
Gender
Ethnicity Code
AYP Continuously Enrolled Reading at District level
AYP Continuously Enrolled Math at District level
AYP Continuously Enrolled EOC at District level
AYP Continuously Enrolled Reading at School level
AYP Continuously Enrolled Math at School level
AYP Continuously Enrolled EOC at School level
Special Education Flag
Bilingual Flag
Low Income Flag
1. Select the ROSTER option in the REPORTS menu.
2. Select individual schools in the drop-down list or you can select the entire district.
3. Select ORIGINAL if you want data before changes.
4. Select CURRENT if you want data after changes.
5. Click DOWNLOAD to download the Excel files.
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4.4 AYP Changes Report
This report is used to track changes in fields that are used in AYP calculations, including
Ethnicity, Special Education, Low Income, New Non-English Proficient (NNEP), and
Continuously Enrolled. This report may be used in providing data for auditing as well as
other purposes. The counts exclude foreign students and those students attending part
time home-based or private school.
1. In the REPORTS menu, select the AYP CHANGES option.
2. You can select individual schools in the drop-down list or the entire district. You
can also select all grade levels or specify one grade.
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3. The Original section, on the left, shows AYP data before any edits were made.
4. The Current section, on the right, shows AYP data after edits.
5. Anything in red font had been changed between the Original and Current
sections.
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4.5 Test Type Summary Report
This report provides a current summary of Test Type and Test Status by grade level.
The summary count excludes students marked foreign, home-based, or private school.
This summary page uses the current data from reconciliation. It will automatically
update with any changes you make in Reconciliation. You cannot go back and view
your original data from this report, so if you want to be able to capture that summary
data, please copy and paste this report into another format before beginning any
changes to data in Reconciliation.
1. In the REPORTS menu, select the TEST TYPE SUMMARY option.
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4.6 Duplicate SSIDs Report
This report provides a list of duplicate SSIDs within a district.
1. In the REPORTS menu, select the DUPLICATE SSIDs option.
4.7 Merge Candidates Report
This report provides a list of possible merge candidates within your district. Merge
candidates are students with tested subjects that did not come together during vendor
merging, but can be merged by district and OSPI in Reconciliation to ensure correct
reporting.
1. In the REPORTS menu, select the MERGE CANDIDATES REPORT option.
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2. The VIEW STUDENTS link will take you to the EDIT STUDENT SCREEN for
that student.
3. To merge these students, please see section 2.6 of this document.
NOTE: This report may not catch ALL possible merge candidates, so please make sure
to check through all records in the district as well.
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APPENDIX
Data Dictionary (also available online under the HELP tab)
SCREEN TERMS DEFINITIONS
AYP CE Continuously Enrolled (Used for AYP calculations)
Continuously enrolled in district. Computed element, based on
CE District
entrance and exit dates in CEDARS or WAMS RR. Can be Y or N.
Continuously enrolled in school. Computed element, based on
CE School
entrance and exit dates in CEDARS or WAMS). Can be Y or N.
The type of assessment the student took:
Test Type
MSP, MSPB, HSPE, HSPB, DAPE or PORT.
Measurements of Student Progress. Test taken in grades 3-8 with
MSP
or without accommodations.
MSP Basic. Grade 3-8 student takes the test at his/her CEDARS
MSPB
grade level. Performance level 2 meets standard (per IEP team).
High School Proficiency Exam. Test taken in high school with or
HSPE
without accommodations.
HSPE Basic. High school student takes the test at the high school
HSPB
grade level. Performance level 2 meets standard (per IEP team).
EOC (ALG/IN1/MU1/ End Of Course assessments. Student takes the test after taking a
GEO/IN2/MU2) course subject to an End Of Course Assessment.
EOC Basic End Of Course Basic assessments. Student takes the test after
(ALGB/IN1B/MU1B/ taking a course subject to an End Of Course Assessment.
GEOB/IN2B/MU2B) Performance level 2 meets standard (per IEP team).
Developmentally Appropriate Proficiency Exam. Grades 11 and
DAPE 12, only. Student takes HSPE at lower grade level (per IEP team).
Levels 3 and 4 meet standard.
PORT WAAS Portfolio (per IEP team)
Test Status indicates whether a student has been tested (has
Test Status a score), and if not tested, the reason student was not tested
or is exempt.
AU Unexcused Absence – counts as not tested
AX Excused Absence – counts as exempt
Blank – test returned to be processed, but no student work –
BL
counts as not tested.
Incomplete – some student work, but does not meet completion
IC
criteria – counts as not tested.
Insufficient (writing only) – student work was either off-task, off-
IS
mode, in a foreign language, or illegible. Met completion criteria for
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tested and counts as tested, but no score or performance level
earned.
IV Test Invalidation – counts as not tested
Medical Exemption - REQUIRES OSPI OPERATIONS
ME
APPROVAL
No Booklet returned in a subject that was expected to be tested –
NB
counts as not tested.
Not Enrolled – Student did not meet completion criteria and was
NOT enrolled in school or district for the entire testing window. NE
NE
is a computed element, based on enrollment entrance and exit
dates in CEDARS. NE counts as exempt.
New Non-English Proficient (NNEP). NNEP students are in a state
bilingual program during their first year in a US school. NNEP is an
NN exempt Test Status in all subjects for state proficiency results
(Report Card) and in reading for AYP results. NNEP students are
NOT exempt in math for AYP.
NNEP students are considered participants in mathematics if they
return a test booklet with any attempt status (e.g., tested, refused,
absent unexcused) other than NB (no booklet in a subject), or AX
NNEP Mathematics
(Absent Excused). An NNEP student who does not turn in a
Participation
booklet is considered a non-participant in mathematics. ESEA
allows up to 5 percent of NNEP students to be counted as non-
participants. Absent Excused is counted as a non-participant.
Off-Grade – There are different reasons for Off-Grade. For the test
types of MSP, MSPB, HSPE, HSPB, and PORT, if a student takes
a test at a grade level other than their CEDARS grade level, they
are considered OG (10th, 11th, and 12th graders all test at a 10th
OG grade level). 9th graders are always considered OG. For the DAPE
test type, a student MUST be an 11th or 12th grader AND be
submitted in CEDARS as enrolled in special education. If the
student doesn‟t meet both of these criteria, they will be considered
OG.
Partially Enrolled – Student did not meet completion criteria and
was enrolled in school or district for only part of the testing
PE
window. PE is a computed element, based on enrollment entrance
and exit dates in CEDARS. PE counts as exempt.
Previously Passed - met standard in a content area in a previous
PP
year at the same grade level. - REQUIRES OSPI VERIFICATION.
RF Refused to take test -counts as not tested.
TS Tested – student meets completion criteria in content area.
Exempt Exempt from testing
F-1 Visa Student
V
(CEDARS element B24)
Home-Based student attending part-time
H
(CEDARS element B23)
Private school student attending part-time
P
(CEDARS element B22)
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Special Programs Indicates Student is Enrolled in these Programs:
The student is receiving services from a State Transitional
BILINGUAL
Bilingual Instruction Program (CEDARS File J)
MIGRANT Migrant student (CEDARS File I)
The student is currently in the State‟s foster care system
FOSTER
(CEDARS File B)
The student is identified as currently having a 504 plan on file
504
(CEDARS File I)
LOWINC Student Free and Reduced-Price Meal (CEDARS File I)
SPED Special Education (CEDARS File K)
Student Race/Ethnicity Federal Roll-up –
Race/Ethnicity
(Rolled up from CEDARS Files L & M)
1 American Indian or Alaska Native
2 Asian
3 Black or African American
4 Hispanic or Latino
5 Caucasian or White
6 Native Hawaiian or other Pacific Islander
7 Of more than one race or multi-racial
8 Not provided
Data Analyst Contacts for 2011 Record Reconciliation – Round 1
As in years past, support for RR will be managed at OSPI by dividing districts
alphabetically among the assessment Data Analysts. Please contact your assigned
Data Analyst with questions. This assignment is based on the first letter of the district
name.
District
Names Data Analyst Phone Number Email Address
Beginning Assigned
With:
A–H Jeff Katims (360) 725-6252 jeff.katims@k12.wa.us
I–Q Lucas Snider (360) 725-6018 lucas.snider @k12.wa.us
R–Z Meaghan Thompson (360) 725-4993 meaghan.thompson @k12.wa.us
Use the fax form (R3) to request changes that can only be made by OSPI. Please use
this form whenever possible and a fax confirmation will be sent to you when changes
are complete. Remember; do not send any student information (SSIDs) via email.
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WAMS Record Reconciliation Tips
1. Work with Title I coordinators and CEDARS coordinators to identify needed
changes to student records.
2. Look for students in UNKNOWN school and with a „0001‟ school code. Correctly
move the student into the appropriate school at your district. All „0001‟ school
code students must be moved in RR1.
3. Distribute copies of student data to School Personnel to help identify records in
need of corrections.
4. Look for duplicate records, this is most often caused by:
A student move during the testing window.
A student taking part of a test in a preprinted test booklet, and another in a
blank “extra” booklet.
A student having an on-grade preprinted MSP/HSPE booklet, but used a
booklet from another grade level for WAAS-DAPE (only applicable for 11th
and 12th graders in special education programs).
A student did not use the pre-printed booklet but used an extra hand-
bubbled booklet.
5. Search for records with no SSID and identify the SSID of the student that needs
to be updated.
6. Search for “NONAME” records that might have matches and you may be able to
supply the correct student name. Use district records to determine what student
used the booklet with the book barcode provided in the WAMS download.
7. Check that the subgroups have the appropriate number of students in them.
Verify demographic data such as ethnicity, Free/Reduced Meal status, and
program participation (i.e., Transitional Bilingual and Special Education).
8. Verify test type, test grade/CEDARS grade, and test status.
9. Check enrollment/exit dates for school and district (used for continuously enrolled
calculations and NE and PE test status).
10. Verify that all PORT and Basic students are listed as SPED and have a SPED
code and disability code in CEDARS.
NOTE: When you have finished making all of your updates and edits, you do not need
to approve the edits and there is no „finished‟ button. We will export all the updates as
is once the window closes.
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Record Reconciliation Request (R3) Form
Directions for District Assessment Coordinators and their Designees:
Please complete all district level changes and only report OSPI level changes and other issues on this form.
Please fax all requests to (360) 725-6509 OR post this form to the SFTP site and forward the automatic email with
the password to your assigned data analyst; do not send student information via email.
DISTRICT: l *FAX: DATE:
DAC/
*EMAIL: PHONE:
DESIGNEE:
*OSPI will respond via FAX or SFTP site.
Changes Requested/Issues
First Name Last Name SSID DOB Grade
(Add SSID, ME, PP)
Medical Exempt – (Form
Example: SALLY STUDENT 8888-877-777 MM/DD/YYYY 10
following this page)
OSPI RESPONSE:
OSPI RESPONSE:
OSPI RESPONSE:
OSPI RESPONSE:
OSPI RESPONSE:
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