2009 STAR Pre-ID Workshop

2009 STAR Pre-ID || Slide 1December 2008

2009 STAR2009 STARPre-ID WorkshopPre-ID Workshop

December 9, 2008START TIME 8:30 AM

Presenters: Mike McDaniel and Mark Hansen


ObjectivesObjectives

District STAR coordinators will know:• What data are required 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 Data Corrections process


AgendaAgenda• 2009 Reminders • Pre-ID options and charges• How to Pre-ID for each administration

CST and CMA Writing Application 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 Data Corrections


2009 Pre-ID 2009 Pre-ID Reminders Reminders


2009 Reminders 2009 Reminders

• Charge for STS Pre-ID and address printed on STS Student Report

• Access to data after Pre-ID Cutoff DateAble to edit student demographic dataUnable to delete file or individual student

records

• Supplemental/Late labels

• Pre-ID file layout changes


Pre-ID Pre-ID Options and ChargesOptions and Charges


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


Pre-ID OptionsPre-ID Options

• Late/Supplemental LabelsAdvantage

• Data submitted minimum of 7 calendar days prior to LAST day of testing

• Reduces or eliminates hand-marking demographic data

Disadvantage• Additional shipment to the district• Additional charge


Pre-ID ChargesPre-ID Charges

• Documents and LabelsCST/CMA Writing: No chargeEAP Essay: No chargeMultiple Choice Grades 2 and 9–11

• $0.38 per student for CSTMultiple Choice Grade 3–8

• $0.38 per student for CST and CMACAPA

• $0.38 per studentSTS

• Additional $0.38 per student

• Supplemental/Late LabelsCST and CMA Writing, EAP Essay, CST/CMA

(MC), CAPA, and STS: $0.44 per student


Pre-ID CostsPre-ID Costs

• OptionalParent/Guardian address:

• Additional $0.22 per report • Address printed on CST, CMA, CAPA, and STS

individual Student Reports• E.g. Grade 4 student receiving CST, CMA, and STS

reports = $0.44o One charge for CST and CMAo Additional charge for STS

• Purchase Order required for all Pre-IDOne PO to cover all Pre-ID charges


ReminderReminder2009 Pre-ID2009 Pre-ID

• No Purchase Order (PO) = No Pre-IDSend PO 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


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 grade 4 and 7 taking CST–ELA and CMA–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 3 “02” if file contains students testing on May 5

• Requires minimal demographic data to be submitted


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

(recommended) • Writing Admin

Number (01, 02)• Student ID locally

assigned (optional)

Minimal Data Required


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


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



• 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

o 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

o 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)

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



• 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)

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

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


Grade 8 • “Y” if Student will be assessed with CMA–ELA (Pos 218)• “Y” if Student will be assessed with CMA–Science (Pos

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



• 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

o 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

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

• Indicate in Pos 218, 219, and 220 which content area will be assessed with CMA

• Disability code (Pos 189–191) must NOT equal “000” • Leave Pos 211 BLANK




• Students assessed with a combination of CST and CMA Grade 6

• 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


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


Grade 8• Indicate in Pos 218 and 220 which content area will be assessed with CMA• Disability code (Pos 189–191) must NOT equal “000” • Leave Pos 211 and 219 BLANK




• 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”

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



• 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

o Creates an additional Pre-ID STS test booklet or label

Grade 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

o Creates an additional Pre-ID STS answer document or label


EAP Writing Essay EAP Writing Essay AdministrationAdministration

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

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

should NOT be included

• Multiple-Choice Test Administration PeriodLeave BLANK (Pos 214–215)

• Writing Test Date (Pos 216–217)“03”

• Requires minimal demographic data to be submitted


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

(recommended) • Writing Admin

Number (03)• Student ID locally

assigned (optional)

Minimal Data Required


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


Transfer a Student Pre-ID Transfer a Student Pre-ID Record from School to School Record 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 has been extracted and before the Supplemental Order/Late Label Cutoff date.

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


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


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

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

under the school district name on the top of the page….

– …. and the Transfer button appears at the bottom of the page.

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


Transfer a Student Pre-ID record Transfer a Student Pre-ID record from School to Schoolfrom School to School

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

• Enter data in fields, as appropriate.

• An e-mail notification will be sent to the district STAR coordinator for any state-required fields that are left blank.

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


Transfer a Student Pre-ID Record Transfer a Student Pre-ID Record from School to School (Transfer in from School to School (Transfer in

Bulk) Bulk) • Use the file upload process

described starting on page 16 of the 2009 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.


Transfer a Student Pre-ID Record Transfer a Student Pre-ID Record 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.

• Select the Transfer button.• Transfer/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 was just entered.

• Check the boxes of the students to transfer.

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

you want to bulk transfer students?” alert box.


2009 Pre-ID 2009 Pre-ID Data Review and Data RulesData Review and Data Rules


Pre-ID DocumentationPre-ID Documentation

• Pre-ID LayoutDownload from CDE Web site

• http://www.cde.ca.gov/ta/tg/sa/documents/preidstar0809.doc

• Pre-ID Instruction ManualReleased with software November 18

• http://www.startest.org/instruct.html


2009 Pre-ID Changes2009 Pre-ID Changes

• New Functionality Extended Data Corrections available for Writing administration

• New Fields There are no new fields for 2009

• Changed Fields Student will be assessed with CMA–ELA (Pos 218)

• Valid only for students in Grades 3–8• Disability code (Pos 189–191) must NOT equal “000”

Student will be assessed with CMA–Math (Pos 219)• Valid only for students in Grades 3–7• Disability code (Pos 189–191) must NOT equal “000”

Student will be assessed with CMA–Science (Pos 220)

• Valid only for students in Grade 5 and 8• Disability code (Pos 189–191) must NOT equal “000”

• Deleted Fields Receiving Title I Services


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 and teacher 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


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

• Valid characters extended to include 6 special characters

1. Number symbol #

2. Period .

3. Forward slash /

4. Hyphen –

5. Ampersand &


Demographic Fields to Be Hand-Marked on Demographic Fields to Be Hand-Marked on 2009 STAR Answer Documents or Entered 2009 STAR Answer Documents or Entered

During Extended Data CorrectionsDuring Extended 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 Data Corrections, or hand-marked on answer documents


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 “3” (English Learner) Only include “Y” for students that the district will test with STS

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

ORo 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:o Any other Spanish-speaking English learners



• 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 non-alpha 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) characters



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

• Check district Profile dataEnrollment grade of student

• No out-of-level testing allowed

• Student’s name (Last, First, Middle initial) (Pos 93–113)

• If non-alpha character is not corrected record will NOT be used to Pre-ID

• Student’s ID Number locally assigned — optional (Pos 114–123)



• SSID (Pos 133–142)Statewide Student Identifier Required for all studentsUsed to match grades 4 and 7 Writing with

multiple-choice testUsed to match grade 3 CST and CMAUsed to match grade 11 EAP Essay with

multiple-choice test

• Parent Education Level (Pos 167–168)Highest education level of parent(s)/guardian(s)Enter “15” for “Unknown or Declined to State”



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

• English Learner date first enrolled in school in the United States (Pos 192–199) Required only if English Proficiency is “3”

(English Learner)

• R-FEP Date Reclassified (Pos 200–207) Required only if English Proficiency is “4” (Reclassified

Fluent English Proficient)

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



• English Learner enrolled in school in the United States less than 12 months at time of testing (Pos 209)“Y” or leave blankRequired only if English Proficiency is “3”

(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



• CBEDS District (Pos 212) and School (Pos 213) Continuous enrollment from October to first day of

testing• 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



• Student will be assessed with CMA–ELA (Pos 218) Valid for grades 3–8

• 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 3–7

• 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 and 8 only

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



• 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/• Exit Date from Special Education Services (Pos

239–246)Format CCYYYMMDDValid Range 20040101 to 20090812 Only valid if Primary Disability is “000” Not required for all Primary Disability “000”

• Students who have never received special education services



• County/District Code for student’s residence if residence is other than school district where student attends school/receives services (includes students in county office of education special education programs) (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



• Parent/Guardian address data (Pos 331–421)Additional charge Address 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



• Teacher name data (Pos 501–550)No additional chargeUsed to create “California Report for

Teachers”Names can be overridden with SGID sheet

when returning answer documents for scoring• Reminder — Only ONE name can be

marked on the SGID sheet

• FillerLeave blank where this appears


QuestionsQuestionsBreak – 15 minutesBreak – 15 minutes


Additional Order

Pre-IDCutoff Date

March 3

March 24

March 31

New Order

Upload 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 25

March 4

Upload file or enter online Grade 11

Additional Order

New Order

Upload file or enter online Grade 11

Last D

ay EA

P T

esting

CS

T/C

MA

Writin

g m

ake-up

day

1st D

ay CS

T/C

MA

Writin

g

and

1st D

ay EA

P E

ssay

Last D

ay for C

ST

/CM

A W

riting

Pre-ID

Last D

ay for E

AP

Essay P

re-ID2-day blackout period


Pre-IDCutoff Date

First Day of

Testing

Supplemental/Late Pre-IDCutoff Date

Last Day of

Testing

New Order Edit using Extended Data Corrections

Additional Order

Edit using Extended 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

Multiple-Choice AdministrationMultiple-Choice Administration

1 WeekApprox. 3 WeeksApprox. 6–9 Weeks

2 day Blackout Period


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

o Pre-ID documents will be produced at 38 cents rate• 21 days later on the regular Pre-ID Label Cutoff Date

o Pre-ID labels will be produced at 38 cents rate• 7 days prior to last day of testing

o Pre-ID labels will be produced at 44 cents rateDistricts can request an additional labels

production date sometime between the automatic regular label and Supplemental Order/ Late Label Cutoff dates by calling STAR TAC

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


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

o Pre-ID labels will be produced at 38 cents rate• 7 days Prior to Last day of testing


Districts can request an additional labels production date sometime between the automatic regular label and Supplemental Order/ Late Label Cutoff dates by calling STAR TAC



Question TimeQuestion Time

A 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?



A new student enters the 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?



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



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



A student moves to another school in the same district after the Pre-ID Cutoff Date and before the first day of testing.

Do you need to obtain a new answer document or label?

Can the original Pre-ID answer document or label be sent to, and used at, the student’s new school? If so, what else needs to be done in order to have correct demographic data for this student?


Valid File FormatsValid File Formats

• Fixed format (.txt)Positions provided in Pre-ID Layout

document

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

Pre-ID Layout document

• Excel spreadsheet (.xls)Template availableUse template on http://www.startest.orgAll columns defined as TEXT


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.


Pre-IDPre-IDFile LoadFile Load

• Step 1 Send PO 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, .xls, or .csv file• Step 3

Submit “Demographic Fields to Be Hand-Marked on 2009 STAR Answer Documents or Entered During Extended Data Corrections” form if applicable



• Step 4Log in to STAR Management System

• http://k12star.ets.org/STAR2009/welcomePage.do

• Step 5Access the Pre-ID

“Terms and Conditions” option




• Step 6Enter PO NumberAccept Terms and Conditions

• Step 7Upload 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)

• File placed in queue for next data validation jobNormally processed within 2 hours but

guaranteed next day

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


File Upload error messageFile Upload error message


Common File RejectionCommon File Rejection• Filename not unique

Suggested file naming convention • Countydistrictname_Admin_Version_2009.extension

o AlamedaCOE_W01_V1_2008.txto AlamedaCOE_MC01_V1_2008.xls

• Record LengthText file must be padded with spaces to 600

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

on each rowComma-separated files must have correct

number of commas (84)• Commas in data

Must NOT be included in Excel and .csv files


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

• If there are data errors in the fileReturn to STAR Management System to

review detailed error reportsThen either:

• Delete original file, correct errors, and resubmit entire file (with new name)

Or:• Alter individual records on screen using the

detailed error report screens





Duplicate RecordsDuplicate Records

1. SSID checked within the District

2. All the following data matches a record already loaded within the District:

Test Administration Student Last Name Student First Name Grade Date of Birth (day, month, year)




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

English Proficiency = 3 (English Learner)• Blank R-FEP Date Reclassified when student’s

English Proficiency = 4 (Reclassified Fluent English Proficient)

• Blank data for: NSLP, SSID, Gender, Primary Disability, Primary Language, Primary Ethnicity, CBEDS (district and school)Only if “Demographic Fields to Be Hand-Marked on

2009 STAR Answer Documents or Entered During Extended Data Corrections” form not submitted to ETS


Other Common Data ErrorsOther Common Data Errors

• Miscoded Multiple-Choice AdministrationAdministration does not existNo order for the school/administration Missing leading zeros

• Invalid CDS CodeStudentStudent’s County/District Code of

Residence


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


2009 Pre-ID2009 Pre-IDOnline Data Entry Online Data Entry


Pre-ID Data SubmissionPre-ID Data Submission

• Step 1: Send PO for “STAR Pre-ID Services” to ETS:

• Mail — 2731 Systron DriveConcord, CA 94518

Attn: STAR TAC• Fax — 800-541-8455

• Step 2Submit “Demographic Fields to Be Hand-

Marked on 2009 STAR Answer Documents or Entered During Extended Data Corrections” form if applicable


Pre-ID Data SubmissionPre-ID Data Submission

• Step 3: Log in to STAR Management System

• Step 4: Access the Terms and Conditions link from the Pre-ID area of the left navigation bar

• Step 5Enter PO numberAccept Terms and Conditions screen

• Step 6Enter student data on screen


Step 6 – Screen Data EntryStep 6 – 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 2009

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

• NSLP, SSID, Gender, Primary Disability, Student’s English Proficiency, Primary Ethnicity, CBEDS (District and School)

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


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

DateDate

Data V

alidati on

Process

Error Records

Rejected

Clean Records

Database

Screen Entry

Duplicate Records

Rejected



Add and Edit StudentAdd and Edit Student• Add new students

Prior to regular cutoff date• Screen entry or additional file

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

label cutoff date• Screen entry or additional file

o 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 Data Corrections” option

o On-screen updateo Download and upload correctionso No new students can be added


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

• Data has 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


Prior to Pre-ID Cutoff Date

After Extended Data Correction Window Start Date



After Pre-ID Cutoff DateAfter Pre-ID Cutoff Date

• Data has been used to create Pre-ID documents or labelsAccess data using new option, Extended

Data Corrections• See Extended Data Corrections Window Start

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

o Do not delete or add recordso Keep data in same ordero Do not change header or trailer records


Prior to Pre-ID Cutoff Date

After Extended Data Correction Window Start Date


Late/Supplemental Labels Late/Supplemental Labels


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

• Call STAR TAC if district wants labels created earlier


Extended Data Corrections Extended Data Corrections


Extended Data Corrections Extended Data Corrections UsageUsage

• 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)


Extended Data Corrections MenuExtended Data Corrections 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


Extended Data CorrectionsExtended Data Corrections

• Further informationManual at http://www.startest.org\instruct.htmlPre-Test Workshops—Jan. and Feb. 2009Webcast—March 19, 2009 at 9:00 AMCall STAR TAC 800-955-2954


QuestionsQuestions


More Questions?More Questions?

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

CDE—916-445-8765Policy questions


Next STAR WorkshopsNext STAR WorkshopsJan – Feb 2008Jan – Feb 2008

STAR Pre-Test CAPA Train-the-Trainer