2013 Data Corrections:AAU, CALPADS, STAR, CAHSEE
WebcastSeptember 25, 2013
Start time: 9 a.m.
2013 STAR Data Corrections Webcast | September 2013
Objectives
• Overview of data corrections and Accountability• Overview of correcting demographic data in the California
Longitudinal Pupil Achievement Data System (CALPADS)• Overview of correcting Standardized Testing and Reporting
(STAR) program data• Overview of correcting California High School Exit
Examination (CAHSEE) program data
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2013 STAR Data Corrections Webcast | September 2013
Introductions
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CALIFORNIA DEPARTMENT OF EDUCATIONTom Torlakson, State Superintendent of Public Instruction
September 2013
Making Data Corrections in CALPADS ODS
TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
Topics1. Data Sources Used for
Accountability Reports2. Data Corrections Process 3. Data Files Provided to Local
Educational Agencies (LEAs)4. Timelines
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TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
Data Sources Used for Accountability Reports
Starting with the 2012–13accountability reporting cycle, two data sources were used by the Academic Accountability Unit (AAU) to produce Academic Performance Index (API), Adequate Yearly Progress (AYP), and Program Improvement reports
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TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
Data Sources Used for Accountability Reports (Cont.)• The two data sources:
– Assessment results, and related data fields, provided by the Educational Testing Service (ETS), and
– Enrollment, demographic, and program participation data from the California Longitudinal Pupil Achievement Data System Operational Data Store (CALPADS ODS)
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TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
Data Correction Process
• Assessment-related data corrections are to be made through ETS
• Enrollment, demographic, and program participation data corrections are to be made using the CALPADS ODS
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TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
Identification of Data Errors
• To help LEAs identify potential data errors, the AAU will provide accountability coordinators, who have secure ListServ privileges, with password-protected encrypted student-level data files
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TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
Identification of Data Errors (Cont.)
• Three student-level files will be provided:– Demographic data files containing
race/ethnicity and program participation – Continuous enrollment data file
indicating which students were identified as continuously enrolled
– Four-year cohort graduation data
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TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
Timeline• October 31, 2013: Deadline for making
corrections in the CALPADS ODS • November 1, 2013: Data extracted from
CALPADS ODS • February 2014: Revised API, AYP, PI,
Standardized Testing and Reporting, and California High School Exit Examination reports posted to the California Department of Education Web site
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TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
Contact Information
Questions regarding the demographic and continuous enrollment data files:
Justin Lane916-323-1341
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TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
Contact Information (Cont.)
Questions regarding business rules for demographic and program participation:
Michael Mercier 916-323-5029
[email protected] Dan Sikangwan 916-322-3048
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CALIFORNIA DEPARTMENT OF EDUCATIONTom Torlakson, State Superintendent of Public Instruction
2013 CALPADSDemographic Data Corrections
September 2013
TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
CALPADS ObjectivesDistrict CAHSEE and STAR coordinators will understand:•Why CALPADS data should be corrected•Which CALPADS data can be corrected•When CALPADS data can be corrected•How to coordinate CALPADS data corrections through the LEA Administrator or designated CALPADS user
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TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
Why Correct CALPADS Data?
Beginning in the 2012–13 Academic Year, the following will be calculated using CALPADS demographic data: •Adequate Yearly Progress (AYP )•Academic Performance Index (API)•Graduation rates•Dropout rates•Graduation cohort
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TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
Which CALPADS datacan be corrected?
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The following fields may be corrected in the CALPADS Operational Data Store (ODS):•Student’s English Proficiency•English Learner Date First Enrolled in U.S. School •Ethnicity/Race•Hispanic or Latino•Parent Education Level•National School Lunch Program (NSLP) •Special Education Exit Date•Primary Disability (3-digit primary disability code; 000 = no reported disability) •R-FEP students in grades five through eleven scored Proficient or Advanced any 3 years on CST and/or CMA for ELA •Reclassified Fluent-English-Proficient (R-FEP) Date (CAHSEE Only)•Primary Language (CAHSEE Only)
TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
When can CALPADS data be corrected?
CALPADS ODS data corrections may be made up until 5pm of the October 31, 2013 deadline.
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TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
How to coordinate CALPADS data corrections• Each LEA has 1–2 CALPADS LEA
Administrators whose role is to provide access to local LEA users. This CALPADS LEA Admin has granted certain users privileges to modify these data.
• The District CAHSEE and STAR coordinator(s) will need to collaborate with these local users in order to make data corrections in the CALPADS ODS.
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TOM TORLAKSONState Superintendent of Public Instruction
TOM TORLAKSONState Superintendent of Public Instruction
CALPADS Support Contact Information
For CALPADS support, please contact the CALPADS Service Desk by
• E-mail: [email protected]
or • Web form:
http://www2.cde.ca.gov/calpadshelp/default.aspx
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2013 STARData Corrections
2013 STAR Data Corrections Webcast | September 2013
STAR ObjectivesDistrict STAR coordinators will understand:• Why data should be corrected• Which data can be corrected (See Appendix C)• 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
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2013 STAR Data Corrections Webcast | September 2013
What’s New ?
• Only fields related to the assessments are to be corrected in the Data Corrections module.– Special conditions, accommodations,
modifications, variations– Test taken– . . . and so forth
• All other fields are to be corrected in the California Pupil Achievement Data System (CALPADS).
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2013 STAR Data Corrections Webcast | September 2013
Reminders
• 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.
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2013 STAR Data Corrections Webcast | September 2013
Why Correct Data?
• Correct 2013 assessment data• Score uncoded and rescore miscoded end-of-course
mathematics or science tests– Other option is to hand score
• Obtain corrected data CD – Even if only making corrections in CALPADS
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2013 STAR Data Corrections Webcast | September 201326
• 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
Fields that may be corrected
2013 STAR Data Corrections Webcast | September 2013
Fields that may be corrected, con’t
• English Learner Test Variations
• Receives special education services at a nonpublic, nonsectarian school (NPS) based on IEP
• NPS school code (CST, CMA, CAPA, and STS)
• CST/CMA for Mathematics Test Taken
• CST for Science Test Taken
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2013 STAR Data Corrections Webcast | September 201328
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)
2013 STAR Data Corrections Webcast | September 2013
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
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2013 STAR Data Corrections Webcast | September 2013
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 plusCorrect 3,000 students on admin 2– Cost = $630 +(0.16 x 6000) = $1,590
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2013 STAR Data Corrections Webcast | September 2013
Cost of Replacement Reports
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Report Cost per student tested in the admin.
Student Reports (paper)Student Reports (PDFs on DVD-ROM) Student Record Label
$1.50$0.25$0.80
Student Master List $0.60Student Master List Summary, School level $0.60Student Master List Summary, District level $0.60Subgroup Summaries $0.85Student Master List Summary: End-of-course CST results,
end-of-course CMA results$0.60
Student Data File on CD-ROM $0.32
2013 STAR Data Corrections Webcast | September 2013
Timeline• Submit form
– Form available on www.startest.org/forms.html – Last day for submissions is October 10
• System OPEN for corrections on September 16• System CLOSED for corrections on October 25
– Last day to request file download is October 24; corrected file then must be uploaded by October 25
• Corrected STAR Internet reports to be posted in January – Not the same as accountability reports
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2013 STAR Data Corrections Webcast | September 2013
The Process• Complete and submit form.• Obtain new password.• Access “STAR 2013 Administration.” • Make data corrections.
– Online– Offline
Request download file NO LATER than October 24• Match unmatched records (optional).• 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) October 25.
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2013 STAR Data Corrections Webcast | September 2013
Online & Offline Updates
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Scenario One Scenario Two1. Request and download file.2. Edit data in file.3. Upload corrected file.
1. Edit data online.2. Submit online corrections.
Scenario Three Scenario Four1. Edit data online.2. Submit online corrections.3. Request and download file.4. Edit data in file.5. Upload corrected file.
1. Request and download file 1.2. Edit data online.3. Submit online corrections.4. Request and download file 2.5. Edit data in file 2.6. Upload file 2.
2013 STAR Data Corrections Webcast | September 2013
Download & Upload Format
• Based on STAR Student Data Layout – Includes ALL data in one file– Includes additional control data fields
836 Characters long
• Includes records for ALL administrations• File includes CST, CMA, and CAPA records
– STS records not included
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2013 STAR Data Corrections Webcast | September 2013
Format of Data File
Appendix C of Demographic Data Corrections Manual
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2013 STAR Data Corrections Webcast | September 2013
Sample Data FileHeader Record – Do NOT remove or alter
Trailer Record – Do NOT remove or alter
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2013 STAR Data Corrections Webcast | September 2013
After Download
• Save a COPY of download file to desktop.• Do NOT make online data changes in between
downloading and uploading.• Use a text editor to make data changes.
– Do not use Excel.
ImportantIf 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.
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2013 STAR Data Corrections Webcast | September 2013
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” (775–836).• Do NOT adjust header or trailer records.
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2013 STAR Data Corrections Webcast | September 2013
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
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2013 STAR Data Corrections Webcast | September 2013
Upload File Phase 1, File Check
• Successful– Proceed to Phase 2
Record checkOnly modified records will be checked
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2013 STAR Data Corrections Webcast | September 2013
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
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2013 STAR Data Corrections Webcast | September 2013
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From: [email protected] Subject: Student Demographic Edit File Status Notification
Below is the file processing status for: STAR Student Demographic Edit Upload FileFilename: PN543.1txt.txt
Date Submitted: 2013-10-15 09:20:22.0Submitter: District STAR CoordinatorStatus: Error
The following fatal errors have occurred while processing the file:
Total Number of Records: 51Total Number of Accepted Records: 50Total Number of Rejected Records: 1Please return to [URL] to download the detailed error report for this file.Contact customer service at (800) 955-2954 if you need further assistance.
2013 STAR Data Corrections Webcast | September 2013
Resubmit
• Download data • Locate records in error• Correct errors• Upload ENTIRE file
– Not just the corrected error records
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2013 STAR Data Corrections Webcast | September 2013
SoftwareDemonstration
• Online Updates• Matching Records• Download & Upload Files
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2013 STAR Data Corrections Webcast | September 2013
Logon to 2013 Database
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2013 STAR Data Corrections Webcast | September 2013
Welcome Screen
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2013 STAR Data Corrections Webcast | September 2013
Online CorrectionsSearch for Student
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2013 STAR Data Corrections Webcast | September 2013
Online CorrectionsSearch for Student Results
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2013 STAR Data Corrections Webcast | September 2013
Online CorrectionsUpdate Student Data
Cannot update online:
– Special test conditions
– Modifications and accommodations
Must make these corrections offline.
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2013 STAR Data Corrections Webcast | September 2013
Online CorrectionsMatching Records
• Matches grades 4 and 7 multiple choice and writing.• Corrections can be made online or by downloading
your data file.• Please see page 19 of the 2013 STAR Demographic
Data Corrections Manual or call the your STAR TAC representative for further information.
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2013 STAR Data Corrections Webcast | September 2013
Offline CorrectionsRequest File
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2013 STAR Data Corrections Webcast | September 2013
Offline CorrectionsDownload File
Available the next day for download
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2013 STAR Data Corrections Webcast | September 2013
Offline CorrectionsEdit File
Text editor
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2013 STAR Data Corrections Webcast | September 2013
Offline CorrectionsUpload File
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2013 STAR Data Corrections Webcast | September 2013
Upload Messages
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Success
Failure
2013 STAR Data Corrections Webcast | September 2013
Offline CorrectionsCheck File Status
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2013 STAR Data Corrections Webcast | September 2013
Final Steps
• Request and save a copy of final corrected data file• Approve – District Complete
– Sends data for inclusion in January Internet posting– Sends invoice from ETS
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2013 STAR Data Corrections Webcast | September 2013
Approve
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2013 STAR Data Corrections Webcast | September 2013
Score Uncoded and Rescore Miscoded End-of-course
Mathematics or Science Tests• Two options
– Data corrections– Handscoring
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2013 STAR Data Corrections Webcast | September 201361
Data Corrections HandscoringQuestion: What is the fee to the school district?Zero additional cost ……if district is already performing
demographic data corrections to correct other data.
$52 per student
Question: Will updated data be sent to CDE for inclusion in Internet data posting and API/AYP calculations?
YES NOQuestion: Will updated summary reports, data CD, etc., be available?YES NOQuestion: Will there be notification of new score(s) (Student Master List, Student Record Label, data
CD, etc.)?YESThe updated Student Master List,
Student Record Label, and the student data file CD will be available for an additional charge.
YESLetter will be sent to the district STAR coordinator containing the
new/revised scores.
Question: Will updated STAR Student Reports be available?YESPaper and PDF available
NO
Data Corrections vs. Handscoring FAQs for EOC Mathematics or ScienceData Corrections vs. Handscoring FAQs for EOC Mathematics or Science
2013 STAR Data Corrections Webcast | September 2013
Questions?
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2013 STAR Data Corrections Webcast | September 2013
QuizWhich of these methods can be used to correct student demographic data online?
A. Request handscoring.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.
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2013 STAR Data Corrections Webcast | September 2013
Quiz
You should download a file, correct records online, and then upload the file.
True.
False.
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2013 STAR Data Corrections Webcast | September 2013
QuizWhich field can be corrected using CALPADS demographic data corrections?
A. Parent Education LevelB. School code C. District nameD. Test administration
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2013 STAR Data Corrections Webcast | September 2013
QuizWhat 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.”
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2013 STAR Data Corrections Webcast | September 2013
Next Webcast:
2014 STAR Order Management 2014 STAR Order Management October 16, 2013 October 16, 2013
Webcast starts at 9 a.m.
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2013 CAHSEEDemographic Data
CorrectionsWebcast
September 25, 2013
2013 STAR Data Corrections Webcast | September 201369
• SSID• Local ID• Gender• Birthdate• Grade• Post-Grade 12 Student• Migrant Education• Gifted and Talented
Correctable Fields Using CAHSEE Online
2013 STAR Data Corrections Webcast | September 201370
• Assessed by CAPA• Receives special education services at NPS• NPS CDS Code• County and District Code of Residence• Met ELA Requirement• Met Math Requirement• Grade 10 Census/Make Up
Correctable Fields Using CAHSEE Online
2013 STAR Data Corrections Webcast | September 201371
Demographic fields that may NOT be corrected in CAHSEE Online
• Student Last Name• Student First Name• School Code• District Name• County/District Code• Accommodations/Modifications Used• English Learner Test Variations
2013 STAR Data Corrections Webcast | September 2013
How much does it cost?
• There is no cost for correcting CAHSEE data through CAHSEE Online.
• Corrected data files may also be downloaded at no cost.• Reprints—Student Score Report, Student Detail CD,
Summary Report-$25/student or $250 to reprint the entire district Student and Parent Reports (Any file or reprint request prior to the current school year will be an additional $300 fee.)
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2013 STAR Data Corrections Webcast | September 2013
Timeline• System OPENED for corrections on July 26• System CLOSES for corrections on September 30
– Last day to make corrections to July 2012 – May 2013 data through CAHSEE Online
– Reopens for available 2013–2014 data on October 4 • Corrected CAHSEE 2012–2013 Internet reports to
be posted in January – Not the same as accountability reports
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2013 STAR Data Corrections Webcast | September 2013
Logon to CAHSEE Onlinehttps://cahsee.ets.org/
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2013 STAR Data Corrections Webcast | September 2013
Logon to CAHSEE Online
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2013 STAR Data Corrections Webcast | September 2013
Homepage
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2013 STAR Data Corrections Webcast | September 2013
Data Corrections
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2013 STAR Data Corrections Webcast | September 2013
Search for Student
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2013 STAR Data Corrections Webcast | September 2013
Student Results
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2013 STAR Data Corrections Webcast | September 2013
LEA Profile
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2013 STAR Data Corrections Webcast | September 2013
Special Services Request
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2013 STAR Data Corrections Webcast | September 2013
Questions?And
Answers!
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