November 2005 Pre-ID Workshop1 2006 STAR Pre-ID Workshop Start Time 9 AM No Sound will be Broadcast until 9 AM

November 2005 Pre-ID Workshop 1

2006 STAR2006 STARPre-ID WorkshopPre-ID Workshop

Start Time 9 AMNo Sound will be Broadcast

until 9 AM


2006 STAR2006 STARPre-ID WorkshopPre-ID Workshop

November 2005


ObjectivesObjectivesDistrict STAR coordinators will:• Decide whether the district will

Pre-ID • Identify what data is required• Submit data correctly and on

time


AgendaAgenda• Pre-ID Options• 2006 Enhancements & Changes• Review Data Elements & File

Format• Data Load Process• Online Data Entry• Timeline• “Late Labels”


Pre-ID OptionsPre-ID Options


Why Pre-ID?Why Pre-ID?• Minimize coding errors on answer

documents• Reduce time at test time dedicated to

hand coding• Identify what data is missing earlier• Eliminate costly data corrections after

testing


Pre-ID OptionsPre-ID Options• Documents

– Advantage: Documents are pre-coded– Disadvantage: Data required

approximately 8 weeks prior to testing• Labels

– Advantage: Later submission of data – 5 weeks prior to testing

– Disadvantage: Time spent to apply labels to answer documents


Pre-ID OptionsPre-ID Options• “Late Labels”

– Advantage•Data submitted minimum of 5 DAYS prior to testing

•Reduces hand coding– Disadvantage

•Additional shipment to the district•Additional charge


Pre-ID CostsPre-ID Costs

• Documents and Labels– Writing: Free– Multiple-Choice & CAPA: 32 cents per

student

• Late Labels– Writing, Multiple-Choice & CAPA: 40

cents per student


Pre-ID CostsPre-ID Costs

• Optional– Parent Address: Additional 18 cents

per student

• Purchase Order required for all Pre-ID


2006 Pre-ID Enhancements 2006 Pre-ID Enhancements & &

ChangesChanges


2006 Pre-ID Enhancements2006 Pre-ID Enhancements• Download 2005 STAR demographic

data in 2006 Pre-ID format to edit for 2006 submission– Update grades– Insert rows for new students and lowest

grade – Delete/Amend students who have moved

schools – Amend other demographic data

• Upload “as is” and update each student’s data online


2006 Pre-ID Enhancements2006 Pre-ID Enhancements

• Writing Admin Number

• Test Program ID• County/District

Code• School Code• First Name• Last Name

• Birth Date (Month)• Birth Date (Day)• Birth Date (Year)• Grade Enrolled• Student ID (Optional)• CSIS ID (Required if

available)• Gender

(recommended)

Minimal Data for Writing Admin to be accepted



• Non-Alphanumeric Characters Removed– Student name– Delivery name– Teacher name

• Examples– O’Sullivan becomes O Sullivan– Jones-Smith becomes Jones Smith


2006 Pre-ID Enhancements: Parent 2006 Pre-ID Enhancements: Parent AddressAddress

• Valid characters extended to include 6 special characters

1. Number symbol #2. Period .3. Forward slash /4. Hyphen –5. Comma , (text files only)6. Ampersand &

• ALL other non-alphanumeric characters will be REPLACED with a space



• Better tracking of file uploads– Allows STAR TAC to provide better

support – No duplicate file names

•All upload files require unique name


2006 Pre-ID Changes2006 Pre-ID Changes

• No Purchase Order = No Pre-ID– Send PO to ETS

•Fax — 800-541-8455•Mail — 2731 Systron Drive

Concord, CA 94518 Attn: Nancy Olsen


2006 Pre-ID File Changes2006 Pre-ID File Changes• Position 174

– Class Size Reduction Program Option 1 (full day) or Option 2 (half day) Elementary

• Position 175– Incorporated into Position 174 data

• Position 176– ESEA Title 1


2006 Pre-ID File Changes2006 Pre-ID File Changes

• Position 245 – 246– Out-of-level removed

• Position 247 – 253– County/District Code of Residence


2006 Pre-ID File Changes2006 Pre-ID File Changes

• Coding Changed to Y/N– Pos 174 – Class Size Reduction– Pos 176 – ESEA Title 1– Pos 177 – Migrant Education– Pos 178 – Indian Education– Pos 179 – Gifted & Talented


2006 Pre-ID Data Review2006 Pre-ID Data Review&&

File FormatsFile Formats


Pre-ID DocumentationPre-ID Documentation

• Pre-ID Layout– Download from CDE

• Pre-ID Field Descriptions– Appended to Pre-ID Instructions

• Pre-ID Instructions– Released with software early

December


Pre-ID LayoutPre-ID Layout• Data File Content & Layout

– Available on CDE Web site– http://www.cde.ca.gov/ta/tg/sa/

documents/pidflstar072505.doc (Link from www.startest.org)

• Changes for 2006 Highlighted in Document in Very Light BlueVery Light Blue


Pre-ID Data ReviewPre-ID Data Review• Test Program ID:

Rejected if data not equal to 1• County/District Code:

Rejected if not your CD code• School code:

Rejected if not on CDE’s master list• Delivery name

– Used to SORT Pre-ID docs/labels– Usually a teacher or classroom name– Converts non-alpha characters to blank


Pre-ID Data ReviewPre-ID Data Review• Delivery code

– Alternative field to determine SORT order of Pre-ID documents/labels

– Usually a classroom number– Field converted to blank if contents

include non-numeric characters Use Delivery name or Delivery

code


Pre-ID Data ReviewPre-ID Data Review• Grade

– Must be a valid grade for the school– Enrollment grade of student

• Student name (First, Last, Middle initial): Non-alpha characters converted to blank

• Student ID — optional– Local student ID– Used to match 4th and 7th grade Writing and

Multiple-Choice tests if CSIS not available


Pre-ID Data ReviewPre-ID Data Review• Other Ethnicities:

Mark all that apply• Parent Education Level

– Highest education level of parent(s)/guardian(s)

– Enter 15 for “Unknown or Declined to State”

– Leave blank if hand-code on answer document


Pre-ID Data ReviewPre-ID Data Review• English Learner Date Enrolled (US):

Required only if English Proficiency is 3 (English Learner)

• R-FEP Date Reclassified: Required only if English Proficiency is 4 (Reclassified English Proficient)

• R-FEP student scored Proficient or Advanced 3 years on ELA CST – After reclassification– Does not need to be 3 consecutive years


Pre-ID Data ReviewPre-ID Data Review• English Learner in US school less than

12 months– Note change to US school from CA

school– Change occurred after Pre-ID Layout doc

published by CDE• Student with significant cognitive

disability will be assessed with CAPA– “Y” will cause a CAPA document to be

Pre-ID’d– Otherwise leave blank


Pre-ID Data ReviewPre-ID Data Review• CBEDS School & District: Continuous enrollment from October to first day of testing

• Multiple-Choice test administration: School must have order for the administration

• Writing test administration: School must have order for the administration


Pre-ID Data ReviewPre-ID Data Review• CSIS student number: District obtains

number from CSIS

• County/District Code of residence– 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– Leave blank for all other students


Pre-ID Data ReviewPre-ID Data Review

• Customer Pre-ID data field– Any alphanumeric data – Data returned on district’s results

data CD

• Filler– Leave blank where this appears


Pre-ID Data ReviewPre-ID Data Review• Parent address data

– Additional charge – Address printed on student report

• Teacher name data– No additional charge– Used to create “The California Report for

Teachers”– Names can be overridden with SGID

sheet


Questions & BreakQuestions & Break


2006 Pre-ID File Load2006 Pre-ID File Load


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

– Column numbers provided in Pre-ID Layout document

• Comma separated (.csv)– Fields in same order as described in

Pre-ID Layout document• Excel spreadsheet (.xls)

– Use template on www.startest.org– All columns defined as TEXT


One File for Both Multiple-One File for Both Multiple-Choice and Writing?Choice and Writing?

•Advantage: One file to submit

•Disadvantage: All data must be submitted in time for the earliest administration

•How to code administrations: 4th & 7th Grade students — include BOTH the Multiple-Choice Admin. & Writing Admin. numbers


Multiple Files, One for Each Admin?Multiple Files, One for Each Admin?• Advantage

– Submit files later for all but the first administration

– Submit reduced demographic data for Writing administration Pre-ID

• Disadvantage – Keep track of several deadlines & files

• How to code administrations for 4th, 7th graders– For writing, leave MC Admin # BLANK – For multiple-choice, leave Writing Admin #

BLANK


Multiple Pre-ID files – One for each Multiple Pre-ID files – One for each SchoolSchool

• Advantage: If errors found in one school’s data — easy to replace

• Disadvantage: Keep track of multiple files — possibility of missing a school

• How to code administrationsEither — One file for all administrations (MC

& Writing)Or — Separate files for each administration


Pre-ID File LoadPre-ID File Load• Step 1: Construct Pre-ID data file or

download and edit 2005 data • Step 2 (Optional but recommended):

Submit data to CSIS for validationCSIS Support [email protected]


Pre-ID File LoadPre-ID File Load• Step 3: submit Purchase Order for Pre-

ID to ETS•Fax — 800-541-8455•Mail — 2731 Systron Drive


• Step 4: Login to STAR Management System

• Step 5: Access the Pre-ID “Getting Started” option


Pre-ID File LoadPre-ID File Load• Step 6

– Enter Purchase Order Number– Accept Terms & Conditions screen

• Step 7– Upload Pre-ID Data file


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

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

• Data validation job started: Background job allows user to continue other activities

• E-mail sent with status of file and error report (if necessary)


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

• If there are data errors in the file– Either: Delete original file, correct errors,

and resubmit entire file (with new name) – Or: Alter individual records on screen using

the search & data entry/correction screens


Common File RejectionCommon File Rejection• Record Length

– Text file must be padded with spaces to 600 characters

– Excel file must have a space in last column (CC)

– Comma Separated files must have correct number of commas (80)

• Commas in data– Especially with Excel & .csv files


Examples of ErrorsExamples of Errors• Invalid date of birth• Invalid data in any field (Blanks are NOT reported as errors)

• Blank EL Date Enrolled when Student’s English Proficiency = 3 (English Learner)

• Blank RFEP Date Reclassified when Student’s English Proficiency = 4 (Reclassified Fluent English Proficient)


Duplicate RecordsDuplicate Records1. CSIS# checked within the school2. All the following data matches a

record already loaded:– Test Administration– Student Last Name– Student First Name– County, District, School Codes– Grade– Date of Birth


Common Data ErrorsCommon Data Errors• Miscoded Multiple-Choice Administration

– Administration does not exist– No order for the school/admin – Missing Leading Zeros

• Invalid CDS Code– Student– Student’s County/District code of residence

• Date Enrolled & Date Reclassified– CCYYMMDD format


Error Records

Error Table

Upload Data fileUpload Data filePrior to Pre-ID Cutoff datePrior to Pre-ID Cutoff date

Data V

alidati on

Process

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 .XLS .CSV

Duplicate Records

Error Table


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

Data V

alidati on

Process

Error Records

Error Table

Clean Records

Database

Error Table

Edit Records


2006 Pre-ID Online Data 2006 Pre-ID Online Data Entry Entry


Pre-ID Data SubmissionPre-ID Data Submission• Step 1: Submit Purchase Order for Pre-

ID to ETS•Fax — 800-541-8455•Mail — 2731 Systron Drive


• Step 2: Login to STAR Management System

• Step 3: Access the Pre-ID “Getting Started” tab option


Pre-ID Data SubmissionPre-ID Data Submission• Step 4

– Enter Purchase Order Number– Accept Terms & Conditions screen

• Step 5– Enter student data on screen


Step 5 – Screen Data EntryStep 5 – Screen Data EntryProcess OverviewProcess Overview

• “Add Student” Screen• Enter all demographic data: Fields listed

in same order as in Pre-ID File Layout document

• “Save” data• Data validation executed• If errors exist - Correct errors and

“Save”


Screen Data EntryScreen Data Entry Prior to Pre-ID Cutoff Date Prior to Pre-ID Cutoff Date

Data V

alidati on

Process

Error Records

Rejected

Clean Records

Database

Screen Entry

Duplicate Records

Rejected


Timeline Timeline



DeadlinesDeadlines• Pre-Printed Answer Docs:

Pre-ID data extracted 30 ETS working days prior to shipment of test materials

•E.g. District has 2 test administrations.Records can still be entered for test admin 2 AFTER the deadline for test admin 1 has passed.

• Labels: Pre-ID data extracted 15 ETS working days prior to shipment of test materials


DeadlinesDeadlines• Late Labels

– Additional Pre-ID data extracted 5 ETS working days prior to first day of testingorUpon request to STAR TAC

– Labels will be shipped overnight.


DeadlinesDeadlines• Warning e-mail sent approximately

5 days prior to Pre-ID file deadlines• Switch from Pre-ID’d Answer Docs

to Labels by contacting STAR TAC Representative prior to Pre-ID deadline– Contacting STAR TAC AFTER Pre-ID deadline

will cause district Pre-ID to be charged as “Late Labels”


Late LabelsLate Labels


Late Label UsageLate Label Usage• New students in district AFTER initial

Pre-ID cut off date– Enter onscreen– Upload file(s) before second deadline– Avoids hand-coding

• Students changing schools AFTER initial Pre-ID cut off date– Enter ALL information on NEW record– Destroy original Pre-ID’d doc or label– Affix late label to blank answer document


Late Label UsageLate Label Usage• Demographic data changes

– Need to DELETE original record and enter NEW record

– Destroy original Pre-ID’d doc or label– Affix late label to blank answer

document


QuestionsQuestions


Next STAR Web castNext STAR Web castPre-Test WorkshopPre-Test Workshop

Feb 1, 2006Feb 1, 2006