Data Loading: Collection of Evidence (COE)

School Data Solutions 2017

In this guide we’ll be covering how to export COE scores from OSPI.

We’ll discuss how to manipulate the score files so that they are in the correct format for our Manual Score Loader.

We will cover the use of the Manual Score Loader to upload the score files into Homeroom.

Finally we will discuss the steps for verifying the upload was successful.

Begin by navigating to the OSPI website:

https://eds.ospi.k12.wa.us

Login with your credentials.

After logging into OSPI you will need to agree to their privacy policy before exporting the score files.

After agreeing to OSPI’s privacy policy you will be directed to the Home section which allows you to manage your account information.

Click on View my Applications.

From the My Applications page we have access to a variety of applications that we can use to export Student data.

Collection of Evidence scores come from the Washington Assessment Management System (WAMS)

Click on the WAMS link to access our score files.

Select your District from the drop-down list.

Click Next.

After selecting your District you will be directed to the WAMS home page.

Click the Assessment Operations tab on the navigation bar.

After clicking Assessment Operations you will be directed to this page.

Click the File Downloads tab on the navigation bar.

Now that we’re finally atAssessment Operations > File Downloadswe can select an Administration year.

For the guide we’ll be exporting 2016 Administration scores.

The score files are successfully downloading.

From the 2016 Administration page we can export a multitude of score files.

Navigate to 3. Graduation Alternatives:COE Score Results – February Collection

Download the Feb2016 files only - NOT JUNE 2016:• Feb2016 COE Scores.xls• Feb2016 COE Math Scores.xls

Great! Now we have exported the score files, but we’re only partially done.

Now we must manipulate and combine the files into the format our Manual Score Loader is expecting.

Navigate to your download folder.

Collection of Evidence changed in June 2016.

If you are loading COE scores for any administration after Feb 2016 make sure you consult the:

COE Data Loading Guide 16-17 to Current

as the current test structure and the manipulation required by the score file will differ from previous years.

We need to combine the three subject areas into a single CSV (Comma Separated Values) file.

We need to separate the Reading and Writing scores in to two separate score columns.

We also need to edit the Score column (Column S) to reflect the fact that it is the score for the Reading section of the test.

We will apply the same formatting to the other subject areas that we combine into our score file.

Open the next file.

Copy the scores. In the example there are only two rows. Do not copy the first row or column headers.

Paste into the first score file.

We’ve now combined our score files. The scores outlined in blue are Reading, scores outlined in orange are Writing, and scores outlined in green are Math.

But we’re not done yet.

Here’s where we have to get creative. We need to add two new columns:• Math Year 1 Score• Writing Score• Change the Score column to Reading Score

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We created a Reading Score column from our original Score column.

We added a Math Year 1 Score column and copied and pasted the scores from column “U” into that column.

We added a Writing Score column and copied and pasted the score from column “U” into that column.

You can further clean the file to expedite the loading process.

Simply delete any non-vital columns from the score file:

i.e. District Name, District Code, Gender, DOB, Grad Year, etc.

It probably won’t make much of a difference with only a few Student records but on a large score file, with thousands of Student records, this step can dramatically reduce the amount of time it takes to upload the scores.

I know from experience that the Manual Loader is looking for a Student Identifier (SSID, Other ID, or External Application ID), Administration Date (if available), Math Year 1 Score, Math Year 2 Score, Reading Score, Writing Score, and Biology Score.

For this particular assessment Grade level is not required, often times it is a requirement so it’s better not to remove it, just to be safe.

How do you know what test structure the Manual Score Loader is expecting from your score files?

You can search for the test in the Manual Loader.

In the search field we typed “Collection of Evidence”

Which returned the following:• COE Biology• COE Math Yr1• COE Math Yr2• COE Reading• COE Writing

If our score file contains these columns we should be in business.

Make sure to save your combined file as a CSV (Comma Separated Values) file otherwise the Manual Score Loader will not be able to process it and load the scores.

Now that we have exported our score files, made the necessary changes to the files and combined the individual files into a single CSV file we can begin the upload process.

Navigate to your District website:

https://example.schooldata.net/admin

Login with your credentials.

Before we can load our score file we need to identify which type of Student identifier our score file is using.

We can compare IDs from our score file against Student’s in the database.

Click on Homeroom Admin to search Student information.

Next click on Students.

Next click on Student Information.

We can use the search field to determine which type of Student identifier is utilized in our score file.

Copy a random Student SSID from column “G” in the combined CSV.

Paste the SSID into the search field and hit Enter.

If there are no results select another SSID.

The identifier should correspond to either the SSID, Other ID, or External Application ID.

If none of the Student identifiers provided in the score file correspond to the SSID, Other ID, or External Application ID please contact your Supervisor, Customer Service representative, or School Data Solutions.

After determining which identifier is used click on the Home icon to return to the Admin home.

From the Admin home dashboard we can begin the upload process.

Click on Uploads.

Next click on Upload Assessment Scores.

Select the Manual Score Loader.

COE is an Assessment that scores must be loaded manually for.

After selecting the Manual Score Loader make the following selections:

Select the year you wish to upload scores for.

Choose the type of Student identifier (SSID, Other ID, External Application ID).

Search for the Assessment Test you are loading scores to.

We can see that the Test structure matches the columns we have in our score file.

Select the Test structure to upload scores to.Since our score files did not contain anyBiology scores, we will leave that strand unselected.

Next click Choose File and navigate to the combined CSV we created earlier and select it.

Now we begin the process of column association.

We’re essentially telling the Manual Score Loader which columns from our score file correspond to the Test structure we’re uploading to.

This is a finicky process and can take some practice to get quick with. The best thing to do is to take your time, to be thorough and methodical.

Mistakes at this stage will cause scores to not load at all or to be loaded incorrectly.

If mistakes are made start over.

To associate a column click on the column i.e. Reading Score.

From the pop-over menu select the corresponding Test structure i.e. Collection of Evidence Reading.

Move to the next column and repeat this process until all requiredcolumns have been identified.

If you accidentally misidentify column it will cause the wrong scores to be loaded.

i.e. Writing scores loaded in place of Math Yr1 scores.

If you accidentally identify the same column twice, it will give you an error that the column has already been identified.

In either case, refresh the page and re-select the Manual Score Loader and repeat the process.

This is why it pays to be methodical, especially during this stage.

After correctly identifying all required columns click Process this File.

If column headers are a perfect match, they will associate automatically.

Because the Student identifier in the score file was the SSID and the column header containing the SSIDs was “SSID”, this association was automatic.

Check you inbox for the Upload Results email.

At this stage we can check to see if the upload was successful.

The rows processed are the number of Student records in the score file.

The number of executions are the scores that were loaded.

Less than 100% of executions occurring is not necessarily a problem.

Perhaps Students were only tested in one area i.e. Math but not Biology and ELA.

Errors are what we’re most concerned with.

Luckily for us there are none.

If errors had occurred remove the successfully uploaded scores re-examine your CSV file and re-load.

If you are unable to correct the error, please contact your Customer Service Representative, Supervisor, or School Data Solutions.

Skips are also not necessarily a bad thing and could just be an indicator that a Student was tested in one area but not another.

After verifying the results of the Homeroom Admin CSV email, it’s best to verify that the load was successful in Homeroom.

Perform a spot check in Homeroom of several random Students from the score file.

Compare the scores in the file with what you observe in Homeroom, if it everything is a match we can confirm that the scores were loaded successfully.

Congratulations – Now you are a master of loading Collection of Evidence… until the test structure changes.

Thanks for using our Data Loading Guide! Please distribute as needed.

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