2012 STAR Data Corrections Webcast presentation

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2012 STAR Data Corrections Webcast presentation Powered By Docstoc
					                    2012 STAR
                 Demographic Data
                   Corrections
                        Webcast
                   September 27, 2012
                    Start time 9 a.m.


September 2012         Demographic Data Corrections   1
                 Objectives

District STAR coordinators will understand:
• Why data should be corrected
• Which data can be corrected
• What the cost is for correcting data
• When data can be corrected
• How to make data corrections
• Data corrections vs. handscoring end-of-
  course mathematics and science tests



September 2012   Demographic Data Corrections   2
                     What’s New?

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




September 2012          Demographic Data Corrections    3
                 Why Correct Data?

• Correct API and AYP calculations
      – Corrected data are sent to the CDE’s
        Academic Accountability Unit for
        recalculation
• Score uncoded and rescore
  miscoded end-of-course
  mathematics or science tests
      – Other option is to hand score
• Obtain corrected data CD

September 2012       Demographic Data Corrections   4
  Fields used for API and/or AYP
calculations that may be corrected
• SSID
• CAPA Level
• County and district code for student’s
  residence if residence is other than where
  student attends school/receives services
• Special Testing Conditions (except for certain
  fields)
• Accommodations or Modifications Used
• Adult Testing Irregularities
• Inappropriate Test Preparation
September 2012   Demographic Data Corrections   5
  Fields used for API and/or AYP
calculations that may be corrected
• Student’s English Proficiency
• English Learner Date First Enrolled in U.S.
  School
• R-FEP student scored PRO or ADV any 3
  years on CST and/or CMA for ELA
• National School Lunch Program (NSLP)
• Primary Disability
• Receives special education services at a
  nonpublic, nonsectarian school (NPS)
  based on IEP
September 2012   Demographic Data Corrections   6
  Fields used for API and/or AYP
calculations that may be corrected
• Hispanic or Latino
• Ethnicity/Race
• Parent Education Level
• CBEDS Enrollment—District
• CBEDS Enrollment—School
• CST/CMA for Mathematics Test Taken
• CST for Science Test Taken

September 2012     Demographic Data Corrections   7
Demographic fields that may NOT be
           corrected
      • District Name
      • County/District Code
      • School Name
      • School Code
      • Grade Level of Test Taken (enrollment
        grade may be changed, however)




September 2012     Demographic Data Corrections   8
                  How much does it cost?

• One setup fee of $630
   – Regardless of number of administrations
     changed
• 16 cents per record
   – ALL students tested on the administration
• Additional cost for replacement reports and CD




 September 2012          Demographic Data Corrections   9
                      Example

• Two administrations
      – 1,000 students tested on admin 1
      – 5,000 students tested on admin 2
• Correct 900 students on admin 1
      – Cost = $630 + (0.16 x 1000) = $790
• Correct 3,000 students on admin 2
      – Cost = $630 + (0.16 x 5000) = $1,430
• Correct 900 students on admin 1 plus
  Correct 3,000 students on admin 2
      – Cost = $630 +(0.16 x 6000) = $1,590



September 2012        Demographic Data Corrections   10
                          Cost of
                    Replacement Reports
Report                                                   Cost per student
                                                         tested in the admin.
Student Reports (paper)                                  $1.50
Student Reports (PDFs on DVD-ROM)                        $0.25
Student Record Label                                     $0.80
Student Master List                                      $0.60
Student Master List Summary, School level                $0.60
Student Master List Summary, District level              $0.60
Subgroup Summaries                                       $0.85
Student Master List Summary: End-of-course CST $0.60
   results, end-of-course CMA results
Student Data File on CD-ROM                              $0.32



   September 2012         Demographic Data Corrections           11
                   Timeline
• Submit form
   – Form available on www.startest.org/forms.html
   – Last day for submissions is October 20
• System OPEN for corrections on October 1
• System CLOSED for corrections on November 9
   – Last day to request file download is
     November 8; corrected file then must be
     uploaded by November 9
• Corrected STAR Internet reports to be posted in
  January
   – Not the same as accountability reports


  September 2012   Demographic Data Corrections   12
                       The Process
•   Complete and submit form.
•   Obtain new password.
•   Access “STAR 2012 Administration.”
•   Make data corrections.
     – Online
     – Offline
            • Request download file NO LATER than November 8
• Match unmatched records (optional).
   – Online only
• Select to “Approve – District Complete.”
   – If this step is NOT completed, NO data changes will
     be sent to the CDE.
   – Must be completed by 6 p.m. (PST) November 9.

September 2012            Demographic Data Corrections   13
                    Online & Offline Updates

         Scenario One                              Scenario Two
1. Request and download file.             1. Edit data online.
2. Edit data in file.                     2. Submit online corrections.
3. Upload corrected file.
        Scenario Three                             Scenario Four
1. Edit data online.                      1. Request and download file 1.
2. Submit online corrections.             2. Edit data online.
3. Request and download file.             3. Submit online corrections.
4. Edit data in file.                     4. Request and download file 2.
5. Upload corrected file.                 5. Edit data in file 2.
                                          6. Upload file 2.


   September 2012           Demographic Data Corrections        14
                   Download & Upload
                        Format

• Based on STAR Student Data Layout
  – Includes ALL data in one file
  – Includes additional control data fields
        • 838 Characters long
• Includes records for ALL administrations
• File includes CST, CMA, and CAPA
  records
  – STS records not included

  September 2012       Demographic Data Corrections   15
                 Format of Data File
        Appendix C of Demographic Data Corrections Manual




September 2012          Demographic Data Corrections   16
                      Sample Data File

                 Header Record – Do NOT remove or alter




                 Trailer Record – Do NOT remove or alter




September 2012              Demographic Data Corrections   17
                    After Download
                            Important
If downloading and correcting the entire file, use text file (.txt)
format only. Do not edit data in Microsoft Excel or any other
application that could potentially reformat the data. Be sure to
upload the entire corrected text file (.txt), including the header and
trailer records. Do not change the sequence of any of the records
in the file.


  • Save a COPY of download file to desktop
  • Do NOT make online data changes in
    between downloading and uploading
  • Use text editor to make data changes
        – Do not use Excel


   September 2012          Demographic Data Corrections    18
          After Download (continued)

• Keep data in same columns and sequence
• Do NOT remove records
• Do NOT change fields UIN (3–22) or “ETS
  Use Only” (777–838)
• Do NOT adjust header or trailer records




September 2012     Demographic Data Corrections   19
                    Upload File
                 Phase 1, File Check

• Unsuccessful
    – All records rejected
    – Possible errors
          •   Header record error
          •   Trailer record error
          •   Records deleted or added
          •   Latest download file not used for upload
          •   File format



September 2012            Demographic Data Corrections   20
                    Upload File
                 Phase 1, File Check

• Successful
    – Proceed to Phase 2
        Record check
          Only modified records will be checked




September 2012        Demographic Data Corrections   21
                      Upload File
                 Phase 2, Record Check

 • Data for entire record has to be valid
 • Updates record if all data valid
 • Rejects record if ANY data on the
   record are invalid
 • E-mail sent to inform that Phase 2
   has been completed



September 2012         Demographic Data Corrections   22
                                   E-mail

From: STAR@ETS.ORG
Subject: Student Demographic Edit File Status Notification

Below is the file processing status for: STAR Student Demographic Edit Upload File
Filename: PN543.1txt.txt

Date Submitted: 2012-10-15 09:20:22.0
Submitter: District STAR Coordinator
Status: Error

The following fatal errors have occurred while processing the file:

Total Number of Records: 51
Total Number of Accepted Records: 50
Total Number of Rejected Records: 1
Please return to [URL] to download the detailed error report for this file.
Contact customer service at (800) 955-2954 if you need further assistance.




   September 2012               Demographic Data Corrections            23
                   Resubmit

•   Download data
•   Locate records in error
•   Correct errors
•   Upload ENTIRE file
      – Not just the corrected error records




September 2012      Demographic Data Corrections   24
                      Software
                    Demonstration




                    Online Updates
                   Matching Records
                 Download & Upload Files



September 2012         Demographic Data Corrections   25
                 Logon to 2012 Database




September 2012          Demographic Data Corrections   26
                 Welcome Screen




September 2012      Demographic Data Corrections   27
                 Online Corrections
                 Search for Student




September 2012       Demographic Data Corrections   28
              Online Corrections
           Search for Student Results




September 2012     Demographic Data Corrections   29
                  Online Corrections
                 Update Student Data

                                                     Cannot update
                                                     online
                                                      – Special test
                                                        conditions
                                                      – Modifications and
                                                        accommodations
                                                      – Must make these
                                                        corrections offline




September 2012        Demographic Data Corrections            30
                      Online Corrections
                      Matching Records
                                                            • Matching only
                                                              available online
                                                            • Grade 4 and 7
                                                              multiple choice &
                                                              writing
Step 1: Match Demographic Records form
                       Step 2: Match Demographic Records search results




     September 2012          Demographic Data Corrections              31
               Online Corrections
             Matching Records (cont.)




                 Step 3: Unmatched record search

September 2012          Demographic Data Corrections   32
                    Online Corrections
                  Matching Records (cont.)
                                                         Step 4: Unmatched record
                                                         search results



Step 5: Unmatched
records—student results




     September 2012       Demographic Data Corrections                   33
                 Offline Corrections
                    Request File




September 2012        Demographic Data Corrections   34
                 Offline Corrections
                   Download File
  Available the next day for download




September 2012        Demographic Data Corrections   35
                 Offline Corrections
                       Edit File

  Text editor




September 2012        Demographic Data Corrections   36
                 Offline Corrections
                     Upload File




September 2012        Demographic Data Corrections   37
                  Upload Messages
Success




Failure




 September 2012      Demographic Data Corrections   38
                 Offline Corrections
                 Check File Status




September 2012        Demographic Data Corrections   39
                 Approve




September 2012   Demographic Data Corrections   40
                  Final Steps

• Request & save a copy of final
  corrected data file
• Approve – District Complete
      – Sends data for inclusion in January
        Internet posting
      – Sends invoice from ETS




September 2012      Demographic Data Corrections   41
Score uncoded and rescore miscoded
   end-of-course mathematics or
           science tests
 • Two options
       – Demographic data corrections
       – Handscore




 September 2012     Demographic Data Corrections   42
Data Corrections vs. Handscoring FAQs for
      EOC Mathematics or Science
 Data Corrections                                   Hand Scoring
 Question: What is the fee to the school district?
 Zero additional cost …                             $52 per student
 …if district is already performing demographic
   data corrections to correct other data.
 Question: Will updated data be sent to CDE for inclusion in Internet data posting and API/AYP
    calculations?
 YES                                                NO
 Question: Will updated summary reports, data CD, etc., be available?
 YES                                                NO
 Question: Will there be notification of new score(s) (Student Master List, Student Record
    Label, data CD, etc.)?
 YES                                                YES
 The updated Student Master List, Student           Letter will be sent to the district STAR coordinator
 Record Label, and the student data file CD will    containing the new/revised scores.
 be available for an additional charge.
 Question: Will updated STAR Student Reports be available?
 YES                                                NO
 Paper and PDF available

  September 2012                       Demographic Data Corrections                         43
                 Questions?




September 2012    Demographic Data Corrections   44
                            Quiz
Which of these methods can be used to
correct student demographic data online?


      A. Request a hand-score.
      B. Resubmit my Pre-ID file.
      C. Use the search for student feature to correct
         one student record at a time.
      D. Upload an Excel spreadsheet containing only
         the corrected records.




September 2012        Demographic Data Corrections   45
                       Quiz
You should download a file, correct records
online, and then upload the file.


       True.

       False.




September 2012   Demographic Data Corrections   46
                              Quiz
Which field can be corrected using
demographic data corrections?


      A.    Parent Education Level
      B.    School code
      C.    District name
      D.    Test administration




September 2012          Demographic Data Corrections   47
                           Quiz
What are the last two tasks you should
perform before finishing the demographic
data corrections process?
     A. Contact the CDE and let them know you are
        finished, and then call STAR TAC.
     B. Request and download a final copy of your
        district’s demographic corrections for your
        records, and then select the “Approve –
        District Complete” button.
     C. Make sure to contact your district’s
        superintendent, and then take a coffee break.
     D. Select the “Approve – District Complete”
        button, and then select “Unapprove.”
September 2012       Demographic Data Corrections   48
                 Next Webcast:


     2012 STAR Order Management
           October 17, 2012
         Webcast starts at 9 a.m.




September 2012     Demographic Data Corrections   49

				
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