2011 STAR Extended Pre-ID Data Corrections March 30, 2011 START TIME 9:00 a.m. Presenters: Michael...

2011 STAR2011 STARExtended Pre-ID Data CorrectionsExtended Pre-ID Data Corrections

March 30, 2011START TIME 9:00 a.m.

Presenters: Michael McDaniel and Nicole Goward

Extended Pre-ID Data Corrections 1March 2011

2011 STAR2011 STARExtended Pre-ID Data CorrectionsExtended Pre-ID Data Corrections

March 30, 2011START TIME 9:00 a.m.

Presenters: Michael McDaniel and Nicole Goward

Extended Pre-ID Data Corrections 2March 2011

ObjectivesObjectives

District STAR coordinators will understand the following about STAR 2011 activities:

1. The benefits of using the Extended Pre-ID Data Corrections module to correct demographic data

2. How to use the Extended Pre-ID Data Corrections module

3. Which multiple-choice administration demographic data can be changed or added

4. How and when to submit Extended Pre-ID Data Corrections

March 2011 Extended Pre-ID Data Corrections 3

AgendaAgenda

• Extended Pre-ID Data CorrectionsOverview

– What’s new?PreparationData review and data rules Timeline Options for modifying demographic data

– Offline—File submission– Online—Screen data entry


Extended Pre-IDExtended Pre-ID Data Corrections: Data Corrections:

OverviewOverview


2011 What’s New2011 What’s New

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

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

• Missing Demographic Report Will no longer be e-mailed to District STAR Coordinators

An e-mail will still be sent explaining how to access the report

Will now be generated by Pre-ID load and will reside on the STAR Management System


OverviewOverview

• This module allows districts to:Correct student demographic information for

multiple-choice administrationsAdd missing student demographic information for

multiple-choice administrationsAmend student’s parent/guardian address printed

on individual student report(s)• There is no charge for Extended Pre-ID Data

Corrections. As long as a valid purchase order was submitted for

pre-ID• All data changes will be reflected at the time of

reporting.


BenefitsBenefits

• Reduce hand-marking of answer documents• Provide more current and accurate demographic

data used to create STAR reports• Reduce the number of STAR Student Reports

returned to the district as undeliverable• Provide potential time and cost savings:

Reports will not be delayed because of missing data

Eliminate the need to provide data at the time of scoring (cost is $1.32 per student)

Cost savings over having to use Data Corrections after STAR reports have been produced


PreparationPreparation

Determine whether any data need to be updated or added.

• Did the district submit the “Demographic Fields to Be Hand-Marked on 2011 STAR Answer Documents or Entered During Extended Pre-ID Data Corrections” form?

• Have any demographic data for the student changed since Pre-ID was used to print documents/labels?For example: Statewide Student ID English proficiency Student’s address


Preparation (continued)Preparation (continued)

• Develop a plan and a timeline. Gather the data required to be updated for each student.

– Which data require updating?– Where can you find the updated data?– When will you have the data available?

Update the STAR demographic data.– Decide on the method to use:

o On-screen—one student at a timeo File—download data, correct, and reload corrected datao Combination

– Updates can be performed over many days.

• Extended Pre-ID Data Corrections must be completed prior to the district’s selected last day of testing for the administration.


Data Review and Data RulesData Review and Data Rules


Noncorrectable DataNoncorrectable Data

March 2011

Test Program ID Position 01

District Name Position 02 – 21

County/District Code Position 22 – 28

Student also assessed with STS Position 29

School Name Position 31 – 50

Extended Pre-ID Data Corrections 12


March 2011

School Code Position 51 – 57

Delivery Name Position 61 – 80

Delivery Code Position 81 – 90

Student Assessed with CAPA Position 211

Multiple-Choice Admin Period Position 214 – 215



March 2011

Writing Test Date Position 216 – 217

Student Assessed with CMA – English–Language Arts

Position 218

Student Assessed with CMA – Mathematics

Position 219

Student Assessed with CMA – Science

Position 220

CMA Student Will Take CST EOC Test

Position 221


Correctable DataCorrectable Data

• All other student demographic data

• Parent/guardian address


TimelineTimeline


March 2011

Pre-IDCutoff Date

First Day of

Testing

Supplemental/Late Pre-IDCutoff Date

Last Day of

Testing

Edit using Extended Pre-ID Data Corrections

Additional records

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

TimelineTimeline

7 calendar daysApprox. 3 WeeksApprox. 6–9 Weeks

2-day blackout period


Modify Demographic Data Offline:Modify Demographic Data Offline:File SubmissionFile Submission


Extended Pre-ID Data Extended Pre-ID Data CorrectionsCorrections


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

March 2011

Download a file containing all extracted Pre-ID records that are still available to be edited.

Upload a file containing corrected records for all extracted 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.


1. Request a file by selecting the Download Extract File link in the Extended Pre-ID Data Corrections area of the left navigation bar.

2. Select the checkbox next to the text “My Extended Pre-ID Data Corrections File for.”

3. Select the Submit Data Request button.

4. The extract file will be available for download the following day.

5. Select the file name to download the data.


Modify Demographic Data: ProcessModify Demographic Data: Process

Step 1: Download DataStep 1: Download Data

March 2011

Check this box

Request download

Download file next day


Data in the file

Step 2: Edit DataStep 2: Edit Data

• Edit using text editor Use EditPad, Text Pad or other commercially available text

editors.– Cannot use Notepad, Notepad will not preserve formatting

Editor should feature the following:– Line number option– Column number option– Word wrap OFF option

• NEVER IMPORT THE DATA INTO EXCEL OR ANY OTHER APPLICATION THAT WILL REFORMAT THE DATA.

• Make changes to demographic data. NEVER add student records.

• The only acceptable format for upload is a fixed-format text file (.txt).


Select the Upload File link in the “Extended Pre-ID Data Corrections” area in the left navigation bar.

March 2011

Select Browse to locate your file

Select Load File to start your upload


Step 3: Upload Amended FileStep 3: Upload Amended File

File Upload MessagesFile Upload Messages

• Successful upload “An e-mail will be sent to provide results.” “An e-mail address is not defined. Please return later to view

results.”• Unsuccessful upload messages

“File extension incorrect - File must be of type .txt.” “File with same name exists - File must have a unique name.” “File will not be accepted after the [Last Day of Testing].”


Step 4: Review Uploaded Data File Step 4: Review Uploaded Data File StatusStatus

Select the Upload File Status link in the “Extended Corrections” area in the left navigation bar to view information about data errors in the upload file.


Step 4:Step 4:Review Uploaded Data File Status (cont.)Review Uploaded Data File Status (cont.)

File Status:Submitted – File has been uploaded but not processed.In Process – Data records are currently being validated.Error – File contains some data records that are in error.

– Select Error to obtain list of errors (similar in structure to Pre-ID).Complete – All data loaded and processed without errors.Failed Processing – File loaded with errors and failed to process.


Step 5: Correct ErrorsStep 5: Correct Errors

Select the Error link under “Status” to display a list of errors.

March 2011

Note:Errors should be corrected. Some errors, when left uncorrected, may incur additional charges to the school district.


Modify Demographic Data OnlineModify Demographic Data Online


Extended Pre-ID Data Extended Pre-ID Data CorrectionsCorrections


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

March 2011

Search and edit individual student records


Search for a StudentSearch for a Student

March 2011

Enter search criteria in at least one Primary Search Field.

Enter search criteria in any of the Secondary Search criteria

fields to narrow the search.

Select Search to see matching criteria for

student(s).


Student Student

Select the student’s last name to view the data associated with the student.


Modify Student Demographic Modify Student Demographic DataData


District Data Profile ReportDistrict Data Profile Report


District Data Profile Report District Data Profile Report


District Data Profile District Data Profile


Questions?Questions?


More Questions?More Questions?

For STAR technical questions:STAR TAC—800-955-2954

For STAR policies: CDE—916-445-8765

For accountability questions:CDE Academic Accountability Unit—916-319-0863


Next STAR Webcast:Next STAR Webcast:May 25, 2011May 25, 2011

STARSTAR Reports PreviewReports Preview


2011 STAR Extended Pre-ID Data Corrections March 30, 2011 START TIME 9:00 a.m. Presenters: Michael...

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