2013 STAR Pre-ID Workshop

2013 STAR Pre-ID || Slide 1

2013 STAR2013 STARPre-ID WorkshopPre-ID Workshop

November 14, 2012START TIME 9:00 a.m.

Presenters: Mike McDaniel and Mark Hansen

November 2012

November 2012

ObjectivesObjectives

District STAR coordinators will know:• What data are necessary to Pre-ID

CST and CMA writing administration(s)CST, CMA, CAPA, STS multiple-choice

administration(s)EAP essay administration

• How and when to submit data• The benefits of

Supplemental order/late label processExtended Pre-ID data corrections process


November 2012

AgendaAgenda• 2013 Reminders • Pre-ID options and charges• How to Pre-ID for each administration

CST and CMA writing Multiple choice Early Assessment Program (EAP) essay

• Data review and data rules BREAK• Timeline • File format and upload process• Online data entry• Late/Supplemental Labels• Extended Pre-ID Data Corrections


2013 Pre-ID 2013 Pre-ID What’s New and Reminders What’s New and Reminders

November 2012 2013 STAR Pre-ID || Slide 4

• Date for ungraded programs The date used for determining the testing grade of a student in

an ungraded program has changed; for 2012–13, it is November 1, 2012 (Education Code [EC] Section 48000 [a][2]).

• Continuous enrollment data collection Continuous enrollment data will not be processed in STAR

Pre-ID, Extended Pre-ID Data Corrections, on STAR answer documents, or in post-test Demographic Data Corrections.

This field is no longer required for Pre-ID processing. Valid continuous enrollment data entered during Pre-ID will be converted to blank before being forwarded for printing.

• No ASAM data collection Alternative School Accountability Model data will not be

collected in STAR Pre-ID, Extended Pre-ID Data Corrections, or on STAR answer documents.

2013 What’s New2013 What’s New


• District Data Summary The “District Data Summary” report displays a

breakdown of student counts within selected fields of a selected multiple-choice test administration

• Missing Demographic Report E-mail notice sent to District STAR Coordinators Generated by Pre-ID load and will reside on the STAR

Management System

2013 Reminders2013 Reminders


November 2012

2013 Reminders, continued 2013 Reminders, continued • Charge for CST/CMA, CAPA Pre-ID and address

printed on CST/CMA, CAPA Student Reports• Charge for STS Pre-ID and address printed on STS

Student Report• Extended Pre-ID Data Corrections gives access to

data after Pre-ID cutoff dateAble to edit student demographic dataUnable to delete file or individual student records• Review all field changes


November 2012

2013 Reminders, continued2013 Reminders, continued• Supplemental/Late labels are available.• In grades 3 and 8–11, CMA has separate

test booklet/answer documents from CSTs.• In grades 4–7, CMA and CST answer

documents are combined.• Each student Pre-ID’d for a CMA in grades

8–11 will also receive a Pre-ID’d CST answer document.


November 2012

2013 Reminders, continued2013 Reminders, continued• Grade 3

Combination CST and CMA test-takers not identified for one of the two tests at Pre-ID cutoff will have to have the non-Pre-ID’d test hand-marked. Minimal demographics are required.

• Grade 8–11Combination CST and CMA test-takers not

identified for CMA at Pre-ID cutoff will have to have the CMA test hand-marked. Minimal demographics are required.


• Grades 2–11STS test takers not identified at

Pre-ID cutoff will have to have the non–Pre-ID’d test hand-marked.–Full demographics must be provided

in Pre-ID or no score can be produced.

2013 Reminders, continued2013 Reminders, continued


Pre-ID Pre-ID Options and ChargesOptions and Charges


November 2012

Pre-ID OptionsPre-ID Options• Documents

Advantage: Documents are pre-codedDisadvantage: Data required approximately

8 weeks prior to testing• Labels

Advantage: Later submission of data (approximately 5 weeks prior to testing)

Disadvantage: Time spent to apply labels to answer documents


November 2012

Pre-ID OptionsPre-ID Options• Late/Supplemental Labels

Advantage–Data submitted minimum of 7 calendar

days prior to SELECTED LAST day of testing

–Reduces or eliminates hand-marking demographic data

Disadvantage–Additional shipment to the district–Additional charge $0.44 vs $0.38


November 2012

Pre-ID ChargesPre-ID Charges• Documents and labels

CST/CMA writing: No chargeEAP Essay: No chargeCST/ CMA Multiple choice

– $0.38 per studentCAPA

– $0.38 per studentSTS

– $0.38 per student• Supplemental/Late Labels

CST and CMA writing, EAP Essay, CST/CMA, CAPA, and STS

– $0.44 per student2013 STAR Pre-ID || Slide 14

November 2012

Pre-ID ChargesPre-ID Charges• Optional

Parent/Guardian address: – Additional $0.22 per report

Address printed on CST, CMA, and CAPA individual Student Reports

Address printed on STS individual Student Reports

– Example: Grade 4 student receiving CST, CMA, and STS reports

• Purchase order (P.O.) required for all Pre-IDOne P.O. to cover all Pre-ID charges

CST & CMA $0.22 STS + $0.22 Total $0.44


November 2012

ReminderReminder2013 Pre-ID2013 Pre-ID

• No P.O. = No Pre-IDSend P.O. for “STAR Pre-ID Services” to

ETS:–Mail — 2731 Systron Drive

Concord, CA 94518 Attn: STAR TAC

–Fax — 800-541-8455


How to Pre-ID for Each How to Pre-ID for Each AdministrationAdministration


November 2012

CST and CMA Writing Application CST and CMA Writing Application AdministrationsAdministrations

• Separate file(s) from multiple-choice Pre-ID file(s)• Include grades 4 and 7 students only

Students in grades 4 and 7 taking CST for ELA or CMA for ELA Students in grades 4 and 7 assessed with CAPA should NOT

be included

• Multiple-choice test administration period (Pos 214–215) Leave BLANK

• Writing test date (Pos 216–217) “01” if file contains students testing on March 5 “02” if file contains students testing on May 7

• Requires minimal demographic data to be submitted


November 2012

CST and CMA Writing Application CST and CMA Writing Application AdministrationsAdministrations

• Test Program ID• County/District Code• School Code• Grade Enrolled• Last Name• First Name• CMA for ELA (218)

• Date of Birth (Month)• Date of Birth (Day)• Date of Birth (Year)• Gender • SSID • Writing Admin

Number (01, 02)• Student ID locally

assigned (optional)

Minimal Data Required


November 2012

Multiple-Choice AdministrationsMultiple-Choice Administrations• Separate file for each administration• Multiple-Choice Test Administration

Period (Pos 214–215) “01” – “08”

• Writing Test Date (Pos 216–217) Leave BLANK

• Include students in all gradesStudents in grades 4, 7, and 11 who may

have already been Pre-ID’d for CST writing, CMA writing, and EAP essay in a separate file MUST be included in the multiple-choice file in order to obtain Pre-ID for the MC administration


November 2012

Multiple-Choice AdministrationsMultiple-Choice Administrations(Continued)(Continued)

• Students assessed with CST onlyLeave CAPA test (Pos 211) and CMA

tests (Pos 218–220) BLANKGrades 2 and 3

– Each record will create a Pre-ID test booklet or label

Grades 4–11 – Each record will create a Pre-ID answer

document or label


November 2012


• Students assessed with CMA only1. Disability code (Pos 189–191) must NOT equal “000” 2. Leave CAPA test (Pos 211) BLANK3. Leave Special Education Exit Date (Pos 239–246) BLANK Grade 3

– “Y” if Student will be assessed with CMA–ELA (Pos 218)– “Y” if Student will be assessed with CMA–Math (Pos 219)– Leave CMA–Science (Pos 220) BLANK

Each record will create Pre-ID CMA test booklet or label Grade 4

– “Y” if Student will be assessed with CMA–ELA (Pos 218)– “Y” if Student will be assessed with CMA–Math (Pos 219)– Leave CMA–Science (Pos 220) BLANK

Each record will create a Pre-ID answer document or label Grade 5

– “Y” if Student will be assessed with CMA–ELA (Pos 218)– “Y” if Student will be assessed with CMA–Math (Pos 219)– “Y” if Student will be assessed with CMA–Science (Pos 220)

Each record will create a Pre-ID answer document or label


November 2012


• Students assessed with CMA only Grade 6

–“Y” if Student will be assessed with CMA–ELA (Pos 218)–“Y” if Student will be assessed with CMA–Math (Pos 219)


Grade 7 –“Y” if Student will be assessed with CMA–ELA (Pos 218)–“Y” if Student will be assessed with CMA–Math (Pos 219)



• Students assessed with CMA only Grade 9

– “Y” if Student will be assessed with CMA–ELA (Pos 218)

– “Y” if Student will be assessed with CMA–Math (Pos 219)

– Each record will create a Pre-ID answer document or label

Grade 10 – “Y” if Student will be assessed with CMA–ELA (Pos

218)– “Y” if Student will be assessed with CMA–Math (Pos

219)– “Y” if Student will be assessed with CMA–Science

(Pos 220)– Each record will create a Pre-ID answer document or

label

November 2012



November 2012


• Students assessed with a combination of CST and CMA Grade 3

– Indicate in Pos 218 and 219 which content area will be assessed with CMA

– Disability code (Pos 189–191) must NOT equal “000” – Leave Pos 211 and 220 BLANK– Each record will create Pre-ID CST and CMA booklets or 2 labels

Grade 4– Indicate in Pos 218 and 219 which content area will be assessed with

CMA– Disability code (Pos 189–191) must NOT equal “000” – Leave Pos 211 and 220 BLANK– Each record will create a Pre-ID answer document or label

Grade 5– Indicate in Pos 218, 219, and 220 which content area(s) will be

assessed with CMA– Disability code (Pos 189–191) must NOT equal “000” – Leave Pos 211 BLANK– Each record will create a Pre-ID answer document or label


November 2012



– Indicate in Pos 218 and 219 which content area will be assessed with CMA

– Disability code (Pos 189–191) must NOT equal “000” – Leave Pos 211 and 220 BLANK– Each record will create a Pre-ID answer document or label

Grade 7– Indicate in Pos 218 and 219 which content area will be assessed

with CMA– Disability code (Pos 189–191) must NOT equal “000” – Leave Pos 211 and 220 BLANK– Each record will create a Pre-ID answer document or label

Grade 8– Indicate in Pos 218, 219, and 220 which content area(s) will be

assessed with CMA– Disability code (Pos 189–191) must NOT equal “000” – Leave Pos 211 BLANK– Each record will create two Pre-ID answer documents or labels


November 2012



– Indicate in Pos 218 and 219 which content area(s) will be assessed with CMA

– Disability code (Pos 189–191) must NOT equal “000” – Leave Pos 211 and 220 BLANK– Each record will create two Pre-ID answer documents or labels

Grade 10– Indicate in Pos 218, 219 and 220 which content area(s) will be

assessed with CMA– Disability code (Pos 189–191) must NOT equal “000” – Leave Pos 211 BLANK– Each record will create two Pre-ID answer documents or labels

Grade 11– Indicate in Pos 218, 219 which content area(s) will be assessed

with CMA– Disability code (Pos 189–191) must NOT equal “000” – Leave Pos 211 and 220 BLANK– Each record will create two Pre-ID answer documents or labels


November 2012


• Students assessed with CAPAGrades 2–11

–“Y” if student with significant cognitive disability will be assessed with the CAPA (Pos 211)

–Disability code (Pos 189–191) must NOT equal “000”

–Each record will create a Pre-ID CAPA answer document or label


November 2012


• Students assessed with STS in addition to CST and/or CMAGrades 2 and 3

– “Y” if Student will also be assessed with the STS (Pos 29)– Not valid for students assessed with CAPA– Student must be Spanish-speaking English learner– Creates an additional Pre-ID STS test booklet or label

Grades 4–11 – “Y” if Student will also be assessed with the STS (Pos 29)– Not valid for students assessed with CAPA– Student must be Spanish-speaking English learner– Creates an additional Pre-ID STS answer document or

label


November 2012

EAP Writing Essay EAP Writing Essay AdministrationAdministration

• Separate file from multiple-choice Pre-ID file(s)

• Include grade 11 students onlyStudents in grade 11 assessed with CAPA should

NOT be included• Multiple-Choice Test Administration Period

Leave BLANK (Pos 214–215) • Writing Test Date (Pos 216–217)

“03” (indicates EAP Essay administration) • Requires minimal demographic data to be

submitted


November 2012

EAP Writing Essay EAP Writing Essay AdministrationAdministration

• Test Program ID• County/District Code• School Code• Grade Enrolled• Last Name• First Name

• Date of Birth (Month)• Date of Birth (Day)• Date of Birth (Year)• Gender• SSID • Writing Admin

Number (03)• Student ID locally

assigned (optional)

Minimal Data Required


November 2012

Transfer a Student Pre-ID Transfer a Student Pre-ID Record from School to SchoolRecord from School to School


November 2012

Transfer a Student Pre-ID Record Transfer a Student Pre-ID Record From School to School From School to School

• Pre-ID allows users to transfer students from one school to another within the same school district after Pre‑ID data have been extracted and before the supplemental order/late label cutoff date.

• The process will create a late label for the transferred student.


November 2012

Transfer a Student Pre-ID Record Transfer a Student Pre-ID Record From School to SchoolFrom School to School

• Select the Search Student Profile link in the left navigation bar.

• Enter search criteria in at least one of the Primary Search fields.

• Enter search criteria in any of the Secondary Search fields to narrow the search.

• Select Search to perform the search.


• If the student’s data can be accessed, select the Transfer button at the bottom of the page.– When student data has been extracted, a message appears under the

school district name on the top of the page. Message includes a reminder that you may need to later make changes to demographics.

• Select OK on the “Are you sure you want to transfer this student” alert box.

November 2012



November 2012


• In the Student Profile form that appears, change the school in the School dropdown list and update.

• Enter data in fields, as appropriate.

• When entries are complete, select Submit to submit and exit out of the Transfer Student Profile form.


November 2012

Transfer Student Pre-ID Records Transfer Student Pre-ID Records From School to School (Transfer in From School to School (Transfer in

Bulk) Bulk) • Use the file upload process

described starting on page 21 of the 2013 Pre-ID Manual.

• View the file error report by selecting the Pre-ID File Status link and then selecting the appropriate error link.

• Select the Duplicate link under “Duplicate Errors” in the error tree to display a list of all duplicate students eligible for Transfer.


November 2012

Transfer Student Pre-ID Records Transfer Student Pre-ID Records From School to School (Transfer in From School to School (Transfer in

Bulk)Bulk)• Select a student to transfer on the Pre-ID Error Report page.1.Select the Transfer button.2.Change the student’s school.3.Transfer and Get Next Errored Record to save changes and

open the next student record or Transfer/Exit to save changes and return to the “Pre-ID File Error Report” or Refresh to delete any data that were just entered or Cancel to return to the Pre-ID File Error Report.


November 2012

Transfer Student Records in Bulk Transfer Student Records in Bulk • Select the students to transfer on the

Pre-ID File Error Report page.1. Check the boxes of the students on

the Pre-ID File Error Report to transfer or the Select All check box to select all the students within the error category.

2. Select the Bulk Transfer button.3. Select OK on the “Are you sure you

want to bulk transfer students?” alert box.


2013 Pre-ID 2013 Pre-ID Data Review and Data RulesData Review and Data Rules


November 2012

Pre-ID DocumentationPre-ID Documentation• Pre-ID Layout

Download from CDE Pre-ID Web page– http://www.cde.ca.gov/ta/tg/sa/pid.asp

• Pre-ID and Extended Pre-ID Data Corrections Instructions Manual

Released with STAR Management System module November 30

– http://www.startest.org/sms.html


November 2012

2013 Pre-ID Changes2013 Pre-ID Changes


• What’s New in the layoutManual, Pages 2–4

• Pre-ID layoutManual, Pages 73–95

– Field descriptions marked with “Changed in 2013”

November 2012

Pre-ID Data RemindersPre-ID Data RemindersHandling Illegal CharactersHandling Illegal Characters

• Non–alphanumeric charactersStudent name

– Records are written to error table.– Districts MUST clean up these records.– If character is not removed record will NOT be used to

Pre-ID.Delivery name

– Records are written to error table.– If character is not removed record WILL still be used to

Pre-ID.– Character will be removed when data extracted on

Pre-ID cutoff date.


November 2012

Pre-ID Data RemindersPre-ID Data RemindersStudent’s Street AddressStudent’s Street Address

• Valid characters include six special characters

1. Number symbol #2. Period .3. Forward slash /4. Hyphen –5. Ampersand & 6. Apostrophe '


November 2012

Demographic Fields to Be Hand-Marked on Demographic Fields to Be Hand-Marked on 2013 STAR Answer Documents or Entered 2013 STAR Answer Documents or Entered During Extended Pre-ID Data Corrections During Extended Pre-ID Data Corrections

• Submit form prior to uploading data to avoid records being reported as being “in error.”

• Allow 24 hours after submitting form before loading data.

• Data may be added online after the Pre-ID cutoff date using Extended Pre-ID Data Corrections, or hand-marked on answer documents


November 2012

Pre-IDPre-IDData ReviewData Review

• Test Program ID (Pos 1) Must be “1”

• County/District Code (Pos 22–28) Must be the 7-digit CD code of district uploading data

• Student will also be assessed with STS (Pos 29) Grades 2–11 only Primary Language must be “01” (Spanish) AND English

Proficiency must be “EL ” (English Learner) Only include “Y” for students that the district will test with STS

– Required to take STS if they: Are receiving instruction in Spanish

OR Will have attended U.S. schools less than 12 cumulative

months on the first day of testing (regardless of whether they receive instruction in English or Spanish)

– At the option of the school district: Any other Spanish-speaking English learners


November 2012


• Delivery Name (Pos 61–80) Used to sort Pre-ID docs/labels

Documents are shrink-wrapped by “Delivery name”

Usually a teacher or classroom nameConverts nonalpha characters to blank

• Delivery Code (Pos 81–90) Alternative or additional field to determine sort

order of Pre-ID documents/labels Documents NOT shrink-wrapped by

“Delivery code”Usually a classroom numberField converted to blank if contents include

alpha (A–Z, a–z) characters2013 STAR Pre-ID || Slide 47

November 2012


• Grade (Pos 91–92)Must be a valid grade for the school

–Check school district Profile dataEnrollment grade of student

–No out-of-level testing allowed • Student’s name (Last, First, Middle initial)

(Pos 93–113)– If nonalpha character is not corrected

record will NOT be used to Pre-ID • Student’s locally assigned ID Number—optional

(Pos 114–123) 2013 STAR Pre-ID || Slide 48

November 2012


• SSID (Pos 133–142) Statewide Student Identifier Required for all students Used to match grade 4 and 7 Writing with multiple-

choice test Used to match grade 3 and 8–11 CMA Used to match grade 11 EAP Essay with multiple-

choice test• Hispanic or Latino (Pos 143 )

Mark each with a “Y” or “N”• Parent Education Level (Pos 167–168)

Highest education level of most educated parent/ guardian


November 2012


• Program Participation (Pos 177–180) Mark each with a “Y” or “N”

• NSLP (Pos 185) Mark each with a “Y” or “N”

• English Learner date first enrolled in school in the United States or one of its territories (Pos 192–199) Required only if English Proficiency is “EL”

(English Learner)• R-FEP Date Reclassified (Pos 200–207)

Required only if English Proficiency is “RFEP” (reclassified fluent English proficient)

• R-FEP student scored Proficient or Advanced any 3 years on ELA CST and/or CMA (Pos 208) After reclassification Do not need to be 3 consecutive years Leave BLANK for grades 2–4


November 2012


• English Learner enrolled in school in the United States or one of its territories less than 12 months at time of testing (Pos 209)“Y” or leave blankRequired only if English Proficiency is “EL”

(English learner)• Student with significant cognitive disability will be

assessed with CAPA (Pos 211)“Y” will cause CAPA document to be Pre-ID’d

Pre-ID CAPA documents will be pre-marked as “Examiner” answer documents

Blank will cause a Pre-ID CST or CMA document or label to be printed


November 2012


• CALPADS Fall 1 District (Pos 212) and School (Pos 213) (Formerly CBEDS) Valid values Y, N or blank. Will not be sent for printing.

• Multiple-choice test administration (Pos 214–215) Must contain leading zero School must have an order for the administration If MC admin is completed leave writing administration

BLANK• Writing test administration (Pos 216–217)

Must contain leading zero School must have order for the administration Use “03” for EAP Essay If writing administration is completed, leave multiple-

choice administration BLANK


November 2012


• Student will be assessed with CMA–ELA (Pos 218) Valid for grades 3–11

Disability code (Pos 189–191) must NOT equal “000” At grade 3, creates a Pre-ID CMA test booklet

• Student will be assessed with CMA–Math (Pos 219) Valid for grades 3–11

Disability code (Pos 189–191) must NOT equal “000” At grade 3 creates a Pre-ID CMA test booklet

• For grade 3, if both CMA–ELA and CMA–Math are “Y,” a Pre-ID CST test booklet will NOT be created

• Student will be assessed with CMA–Science (Pos 220) Valid for grades 5, 8, and 10 only

Disability code (Pos 189–191) must NOT equal “000”


November 2012


• Student receives special education services at an NPS (Pos 231) Only valid if Primary Disability is not “000” If school code is “0000001” then this field must be “Y”

• NPS school code (Pos 232–238) 7-digit code obtained from CDE Web site

http://www.cde.ca.gov/re/sd/• Exit Date from Special Education Services

(Pos 239–246)Format CCYYMMDDValid Range 20070101 to 20120812 Only valid if primary disability is “000” Not required for records with primary disability “000”

Students who have never received special education services


November 2012


• Enter county and district codes for students with IEPs if student’s residence is other than where student attends school/receives services. (Pos 247–253) Only required for students with IEPs who are enrolled

in a school or county office of education program but reside in another district

– Must be a valid County/District code– Only valid if Primary Disability is not “000”– Leave blank if student resides in the district where

instruction is being provided Leave blank for all other students


November 2012


• Parent/Guardian address data (Pos 331–421)Charged per student, additional charge for STSAddress printed on STAR Student Reports

CST, CMA, CAPA, and STS • Customer Pre-ID Data Field (Pos 422–500)

Any alphanumeric data Data returned on district’s CD


QuestionsQuestionsBreak — 15 minutesBreak — 15 minutes


Additional Pre-ID Order

Pre-IDCutoff Date

March 5

March 24

March 30

New Pre-ID OrderUpload file or enter online Grades 4 and 7 Upload file or

enter online Grades 4 and 7

TimelineTimelineCST/CMA Writing and EAP EssayCST/CMA Writing and EAP Essay

Feb 27

March 6

Upload file or enter online Grade 11

Additional Pre-ID Order

New Pre-ID OrderUpload file or enter online Grade 11

Last day for EAP testing

CST/C

MA

Writing m

akeup day

CST/C

MA

Writing and first day

for EAP Essay

Last Day for C

ST/CM

A W

riting Pre-ID

Last day for EAP Essay Pre-ID2-day

blackout period


November 2012

Pre-IDCutoff Date

First Day of

Testing

Supplemental/Late Pre-IDCutoff Date

Last Day of

Testing

New Pre-ID Order

Edit using Extended Pre-ID Data Corrections

Additional Order

Edit using Extended Pre-ID Data Corrections

Upload file or enter online

Upload file or enter online

Download file and upload with edits or edit online

Download file and upload with edits, or edit online

TimelineTimelineMultiple-Choice AdministrationMultiple-Choice Administration

1 WeekApprox. 3 WeeksApprox. 6–9 Weeks

2 day Blackout Period


November 2012

Data Extracted for Pre-IDData Extracted for Pre-ID• Administration set up as Pre-ID Type

“Documents”Database will be searched automatically for new

data records on the following dates:– Pre-ID document cutoff date

Pre-ID documents will be produced at 38 cents rate

– 21 calendar days later, on the regular Pre-ID label cutoff date

Pre-ID labels will be produced at 38 cents rate– 7 calendar days prior to selected last day of

testing Pre-ID labels will be produced at 44 cents rate


November 2012

Data Extracted for Pre-IDData Extracted for Pre-ID• Administration set up as Pre-ID type

“Labels”Database will be searched automatically for new

data records on the following dates: Pre-ID cutoff date

Pre-ID labels will be produced at 38 cents rate

7 calendar days prior to last day of testing Pre-ID labels will be produced at 44 cents

rate


November 2012

Question TimeQuestion TimeA new student enters the school district prior to the Pre-ID document cutoff date but you do not have all the student’s demographic data. What would you do to avoid hand-marking an answer document?


November 2012

Question TimeQuestion TimeA new student enters the school district 10 days prior to first day of testing but you do not have all the student’s demographic data. What would you do to avoid hand-marking an answer document?


November 2012

Question TimeQuestion TimeA student’s NSLP information was left blank when data were submitted for Pre-ID. The administration on which the student is testing has started and the school district has now obtained these data. Can these data be associated with the student without the school district incurring a charge?If so, how?


November 2012

Question TimeQuestion TimeA student’s NSLP information was left blank when data were submitted for Pre-ID. The administration in which the student is being tested ended yesterday and school district has now obtained these data. Can these data be associated with the student without the district incurring a charge?If so, how?


November 2012

Question TimeQuestion TimeA student moves to another school in the same school district after the Pre-ID cutoff date and before the first day of testing.

Can you obtain a new Pre-ID label?

If so, what else needs to be done in order to have correct demographic data for this student?


November 2012

Valid File FormatsValid File Formats• Fixed format (.txt)

Positions provided in the Pre-ID Layout document posted at http://www.cde.ca.gov/ta/tg/sa/pid.asp

• Comma separated (.csv)Fields in same order as described in Pre-ID

Layout document• Excel spreadsheet (.xlsx, .xls)

Templates availableUse either template on

http://www.startest.org/sms.html All columns defined as TEXT


November 2012

One Administration Only Per FileOne Administration Only Per File

• CST/CMA Writing AdministrationCode Writing Administration “01” or “02”Leave Multiple-Choice Administration BLANK

• EAP Essay AdministrationCode Writing Administration = “03”Leave Multiple-Choice Administration BLANK

• Multiple-Choice AdministrationsLeave Writing Administration BLANKCode Multiple-Choice Administration =

“01,” “02,” etc.2013 STAR Pre-ID || Slide 68

November 2012

Pre-IDPre-IDFile LoadFile Load

• Step 1 Send P.O. for “STAR Pre-ID Services” to ETS:

– Mail — 2731 Systron DriveConcord, CA 94518

Attn: STAR TAC– Fax — 800-541-8455

• Step 2Extract data from Student Information System

and format as .txt, .xlsx, .xls, or .csv file.• Step 3

Submit “Demographic Fields to Be Hand-Marked on 2013 STAR Answer Documents or Entered During Extended Pre-ID Data Corrections” form, if applicable.


November 2012


• Step 4Log on to the STAR Management System

– http://k12star.ets.org/star2013/welcomePage.do

• Step 5Access the Pre-ID

“Terms and Conditions” option


November 2012


• Step 6Enter P.O. NumberAccept Terms and Conditions

• Step 7Upload Pre-ID Data file


November 2012

Step 7 — File SubmissionStep 7 — File SubmissionProcess Overview (1)Process Overview (1)

• File checked for acceptable format (Excel, text, comma-separated)

• File placed in queue for next data validation jobNormally processed within two hours but

guaranteed next day • E-mail sent with status of file and error

report (if necessary)


File Upload Error MessageFile Upload Error Message


November 2012

Common Reasons for File RejectionCommon Reasons for File Rejection• Filename not unique

Suggested file naming convention – Countydistrictname_Admin_Version_2013.extension

AlamedaCOE_W01_V1_2013.txt AlamedaCOE_MC01_V1_2013.xls

• Record LengthText file must be padded with spaces to 600

charactersExcel file must have a space in last column (CJ)

on each rowComma-separated files must have correct

number of commas (84)• Commas in data

Must NOT be included in Excel and .csv files


November 2012

Step 7 — File SubmissionStep 7 — File SubmissionProcess Overview (2)Process Overview (2)

• If there are data errors in the file, return to STAR Management System to review detailed error reports; then eitherDelete original file, correct errors, and

resubmit entire file (with new name)Or,

Alter individual records on screen using the detailed error report screens


November 2012

Duplicate RecordsDuplicate Records1. SSID checked within the school district2. All the following data match a record

already loaded within the school district: Test Administration Student Last Name Student First Name Grade Date of Birth (day, month, year)


November 2012

Examples of ErrorsExamples of Errors• Invalid date of birth• Invalid data in any field • Blank EL Date Enrolled when student’s

English Proficiency = EL (English learner)• Blank R-FEP Date Reclassified when student’s

English Proficiency = RFEP (reclassified fluent English proficient)

• Blank data for: NSLP, SSID, Gender, Primary Disability, English Proficiency, Hispanic or Latino, Only if “Demographic Fields to Be Hand-Marked on 2013 STAR Answer Documents or Entered During Extended Pre-ID Data Corrections” form not submitted to ETS


November 2012

Other Common Data ErrorsOther Common Data Errors• Miscoded multiple-choice administration

Administration does not existNo order for the school/administration Missing leading zeros

• Invalid CDS CodeStudentStudent’s County/District Code of

Residence


November 2012

Error Records

Error Table

Upload Data fileUpload Data filePrior to Pre-ID Cutoff DatePrior to Pre-ID Cutoff Date

Data V

alidat i on P ro cess

Clean Records

Database

1 FIELDBROOK ELEMENTAR1262794 FIELDBROOK ELEMENTAR6007850 KIRKENDALL 02 AGAPINAN MADISON K 041 FIELDBROOK ELEMENTAR1262794 FIELDBROOK ELEMENTAR6007850 KIRKENDALL 02 ALLEN RACER F 041 FIELDBROOK ELEMENTAR1262794 FIELDBROOK ELEMENTAR6007850 KIRKENDALL 02 DIEMER GALEN L 101 FIELDBROOK ELEMENTAR1262794 FIELDBROOK ELEMENTAR6007850 KIRKENDALL 02 FELL GABRIELLEL 111 FIELDBROOK ELEMENTAR1262794 FIELDBROOK ELEMENTAR6007850 KIRKENDALL 02 HANSEN MIRANDA B 051 FIELDBROOK ELEMENTAR1262794 FIELDBROOK ELEMENTAR6007850 KIRKENDALL 02 KRAMER ALYSSA M 111 FIELDBROOK ELEMENTAR1262794 FIELDBROOK ELEMENTAR6007850 KIRKENDALL 02 LAIDLAW TORI N 10



.TXT .XLSX .XLS .CSV

Duplicate Records

Error Table


November 2012

Online Edit Errors Online Edit Errors Prior to Pre-ID Cutoff DatePrior to Pre-ID Cutoff Date

Dat a V

alidati on P ro ces sError Records

Error Table

Clean Records

Database

Error Table

Edit Records


2013 Pre-ID2013 Pre-IDOnline Data Entry Online Data Entry


November 2012

Pre-ID Data SubmissionPre-ID Data Submission• Step 1: Send P.O. for “STAR Pre-ID

Services” to ETS:– Mail — 2731 Systron Drive

Concord, CA 94518 Attn: STAR TAC

– Fax — 800-541-8455• Step 2

Submit “Demographic Fields to Be Hand-Marked on 2013 STAR Answer Documents or Entered During Extended Pre-ID Data Corrections” form, if applicable


November 2012

Pre-ID Data SubmissionPre-ID Data Submission• Step 3: Log on to the STAR

Management System• Step 4: Access the Terms and

Conditions link from the Pre-ID area of the left navigation bar

• Step 5Enter P.O. numberAccept Terms and Conditions screen

• Step 6Enter student data on screen


November 2012

Step 6 – On-Screen Data EntryStep 6 – On-Screen Data EntryProcess OverviewProcess Overview

• “Add Student” screen• Enter all demographic data: Fields listed in same

order as in Pre-ID File Layout document• If “Demographic Fields to Be Hand-Marked on 2013

STAR Answer Documents or Entered During Extended Pre-ID Data Corrections” form submitted prior to data entry Following fields may be left BLANK

– NSLP, SSID, Gender, Primary Disability, Student’s English Proficiency, Hispanic or Latino

• Save data• Data validation executed• If errors exist, correct errors and save


November 2012

On-Screen Data EntryOn-Screen Data Entry Prior to Pre-ID Document Cutoff Date Prior to Pre-ID Document Cutoff Date

Data V

ali dat i on P ro cess

Error Records

Rejected

Clean Records

Database

Screen Entry

Duplicate Records

Rejected2013 STAR Pre-ID || Slide 92

November 2012

Example of Error Record in Online Example of Error Record in Online EntryEntry


November 2012

Add and Edit StudentAdd and Edit Student• Add new students

Prior to regular cutoff date On-screen entry or additional file

Student’s Pre-ID document/label created along with other data After regular cutoff date and prior to supplemental/late

label cutoff date On-screen entry or additional file

Student’s Pre-ID label created as separate file • Edit student demographics

Data can be updated PRIOR to Pre-ID documents being created

Use Pre-ID to search student profile Data can be updated AFTER the Pre-ID cutoff date

Use the Extended Pre-ID Data Corrections option On-screen update Download and upload corrections No new students can be added


November 2012

Prior to Pre-ID Cutoff DatePrior to Pre-ID Cutoff Date

• Data have not yet been used to create Pre-ID documents or labelsAccess data using Pre-ID option

– Search “Student Profile”OR

– Delete file and reload with correct data


November 2012

Prior to Pre-ID cutoff date

After Extended Pre-ID Data Corrections window start date


November 2012

After Pre-ID Cutoff DateAfter Pre-ID Cutoff Date• Data has been used to create Pre-ID

documents or labelsAccess data using option Extended Pre-ID

Data Corrections See Extended Pre-ID Data Corrections

Window Start Date in Test Admin Summary Search StudentOR Download file, edit data, reload

Do not delete or add records Keep data in same order Do not change header or trailer records


November 2012

Prior to Pre-ID cutoff date

After Extended Pre-ID Data Corrections window start date


Presented in a plain-text file and available as a downloadable .zip file

Replaces the list of missing demographic data that had been e-mailed to the school district in previous years

Will not be e-mailed to District STAR Coordinators

Will reside on the STAR Management System Generated by Pre-ID load and extract

Missing Pre-ID Demographic Missing Pre-ID Demographic ReportReport


District Data Profile Report District Data Profile Report


District Data Profile District Data Profile


Late/Supplemental Labels Late/Supplemental Labels


November 2012

Late/Supplemental Label UsageLate/Supplemental Label Usage• Provide data for new students in school district

AFTER initial Pre-ID cutoff dateEnter on screenUpload file(s) before supplemental order/late

label cutoff date for the administrationAvoids hand-markingData will automatically be used to create

labels 7 calendar days prior to the LAST day of testing


Extended Pre-ID Data Extended Pre-ID Data Corrections Corrections


November 2012

Extended Pre-ID Data Extended Pre-ID Data Corrections UsageCorrections Usage

• Update student data or provide missing data AFTER the Pre-ID cutoff dateUpdate on screenDownload Pre-ID data, edit file, and

reload before last day of testing for the administration

Avoids hand-marking documents (for missing data only)


November 2012

Extended Pre-ID Data Extended Pre-ID Data Corrections MenuCorrections Menu

Search and edit individual student records.

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.


November 2012

Extended Pre-ID Data Extended Pre-ID Data CorrectionsCorrections

• Further informationManual at http://www.startest.org/sms.htmlCall STAR TAC at 800-955-2954


QuestionsQuestions


More Questions?More Questions?

STAR TAC—800-955-2954Pre-ID, Extended Pre-ID Data Corrections, Ordering questions

CDE—916-445-8765Policy questions


Next STAR WorkshopsNext STAR WorkshopsJanuary 2013January 2013

STAR Pre-Test CAPA Train-the-Trainer

Webcasts January 23, 2013


2013 STAR Pre-ID Workshop

Documents

Transcript of 2013 STAR Pre-ID Workshop