2016 17 Edition Data Review Module (DRM) Layout - … English Language Development Test. 2016 – 17 Edition Data Review Module (DRM) Layout . Version 1.0 December 5, 2016 . Prepared

California English Language Development Test

2016–17 Edition

Data Review Module (DRM)

Layout

Version 1.0 December 5, 2016

Prepared by

Educational Data Systems

For the

California Department of Education

Assessment Development and

Administration Division

1430 N Street, Suite 4409

Sacramento, CA 95814

2016–17 CELDT DRM Data File Layout

Version 1.0 Page ii December 5, 2016

This page intentionally left blank to facilitate double-sided printing.

2016–17 CELDT DRM Data File Layout

Version 1.0 Page iii December 5, 2016

TABLE OF CONTENTS

New or Changed for the 2016–17 Edition .............................................................................. iv

Downloading and Uploading Files .............................................................................................. v Editing Data ................................................................................................................................ v Error and Warning Flags ............................................................................................................. v Test Purpose Rules .................................................................................................................. vii

Appendix A: SSID Error and Warning Codes .........................................................................9

LIST OF TABLES

Table 1: Test Purpose Rules .................................................................................................... vii Table 2: Data Review Module (DRM) Data File Layout ..............................................................1

2016–17 DRM Data File Layout

Version 1.0 Page iv December 5, 2016

New or Changed for the 2016–17 Edition

Field Name Changes

Field Number

Old Field Name New Field Name

None

Field Code and/or Error Rule Changes

Field Number

Field Name Rule Old Code/Error Rule New Code/Error Rule

1 Edition 2015–2016 2016–2017

18 Date of Birth (Year) 1993–2013 1994–2014

30 Date Testing Completed Valid dates: 07012015–10312015 Valid dates: 07012016–10312016

32 Most Recent Previous CELDT Administration Date

2006 to 2015

Note: For 2006, only months July–Dec. apply; for 2015, only months January–June apply

2006 to 2016

Note: For 2006, only months July–Dec. apply; for 2016, only months January–June apply

44 Student’s Grade During Most Recent Previous CELDT Administration

Must be equal to Current Grade or Current Grade minus 1 through Current Grade minus 9

Must be equal to Current Grade or Current Grade minus 1 through Current Grade minus 10

Fields that cannot be updated (for display only)

Field Number

Field Name

4 District Name

5 County/District/School Code

6 Charter Number

7 School Name

20 Gender

Fields that will not be updated during DRM

The following fields will be populated from a merge with the California Longitudinal Pupil Achievement Data System (CALPADS) twice per edition: once each for the Post-Data Review Module (DRM) and the

November–June Cumulative Student Score Files (SSFs). Field Name

Primary Language Code

Primary Disability Code

Date First Enrolled in USA School

Program Participation: Migrant

Special Ed Services Code

NPS Code

County/District of Residence for students with IEPs

Deleted Fields

Field Name

None


Version 1.0 Page v December 5, 2016

The 2016–17 Edition Data Review Module (DRM) online application, developed by Educational Data Systems for the California English Language Development Test (CELDT), assists local educational agencies in making corrections to student demographic data for students tested during the Annual Assessment Window. There are two options for making data corrections: (1) online data corrections via data entry screens and (2) offline data corrections via downloadable data files.

This document provides the information necessary to successfully use both options.

Further instructions on the DRM are contained in the 2016–17 Edition DRM User Guide available on the CELDT Web site at https://www.celdt.org/resources/archives/.

Downloading and Uploading Files

The DRM downloadable files are available as fixed-width text (.txt) files and Microsoft Excel (.xlsx) files. The fixed-width text files are normally used with mainframe editor programs or statistical package programs. Files downloaded as fixed-width text files must be uploaded back into the DRM application as fixed-width text files with an extension of .txt.

Districts not using mainframe editor programs should use the Microsoft Excel format, as corrections to data can easily be made in the editable cells. Be sure to maintain the original column order and format as well as column header names and worksheet names so that the edits can be uploaded back into the DRM application. Files downloaded as Microsoft Excel files must be uploaded back into the DRM application as Excel files with an extension of .xls or .xlsx. Please note that the Gender field will not be updated during the upload process.

Editing Data

Certain data fields are editable, while others are not. The “User May Update” column in Table 2 indicates whether the field is editable (i.e., the changes made by the district to the information will overwrite the existing values in the DRM). For downloaded files:

If this column indicates a “Yes,” the district may update the values in this field for any student, whether the field is flagged as an error or not. To ensure the data input is valid and will overwrite the data in the DRM, follow the rules in the “Valid Values,” “Edits,” and “Edit Rules” columns for each field where a change is made.

If this column indicates a “No,” the district may not update the values in this field for any student. Data changed in these fields in the downloaded file will be ignored upon upload to the DRM.

Error and Warning Flags

A “flag” field has been included after each field that may be edited by the district. The DRM application evaluates each data value according to the edit rules in the layout and determines if there are errors or warnings. If the DRM application detects errors or warnings in the data, it adds an error or a warning code in the flag field associated with that data field. The flag codes are an indication of which data corrections need to be made.

If the code in the flag field is an “E,” this indicates an “error” in the field; if the code in the flag field is a “W,” this indicates a “warning.” A blank in the flag field indicates no inaccuracies in the data according to the edit rules.

https://www.celdt.org/resources/archives/


Version 1.0 Page vi December 5, 2016

Error flags (“E”) indicate inaccuracies in the data that may impact district accountability, (i.e., the English Learner Indicator [ELI] in the state’s new accountability system), or other statewide reports. In order for the district’s ELI data to be as accurate as possible, all errors must be corrected. An error flag in the State Student Identifier (SSID) field indicates that the update to fix this error can be made in the DRM application.

Warning flags (“W”) indicate possible inaccuracies in the data, which should be reviewed for correction. Correcting data with warning flags will help make school, district, and state summary reports more accurate. A warning flag in the SSID field indicates that the update to fix this warning may need to be made in CALPADS and/or in the DRM application.

Fields that are not editable (e.g., Grade Span - Field 25) or are editable but have no edit rules (e.g., local Student ID Number - Field 21), have no flag field or error codes. Note that it is not necessary to remove the flag codes (E or W) from the flag fields prior to uploading the file back into the DRM.


Version 1.0 Page vii December 5, 2016

Test Purpose Rules

The Test Purpose, which indicates whether a student is an Initial Assessment (IA) or an Annual Assessment (AA) student, is important for accountability purposes. If a student has previously been tested with the CELDT (i.e., AA), the most recent previous CELDT administration date, the most recent previous CELDT scale scores, and the most recent CELDT grade for the student are all required to be filled in. (If this information is not available for a student, the data may be left blank but will receive an error flag.) If a student was tested for the first time with the 2016–17 Edition CELDT (i.e., IA), then these data will not be available and the fields must be left blank.

The following table summarizes the Test Purpose rules and error codes as they relate to the previous administration and corresponding scores.

Table 1: Test Purpose Rules

Demographic Page Box 10 Box 12 Box 11

File Layout Field Number 32 34 36 38 40 42 44

Test Purpose

Most Recent

Previous CELDT

Adminis-tration

Most Recent

Previous Listening

Scale Score

Most Recent

Previous Speaking

Scale Score

Most Recent

Previous Reading

Scale Score

Most Recent

Previous Writing Scale Score

Most Recent

Previous Overall Scale Score

Student’s Grade During Most

Recent Previous CELDT

Adminis-tration

Online Error

Codes

1 = IA (Initial

Assessment)

ALL FIELDS MUST BE BLANK ERROR If NOT ALL BLANKS

2 = AA (Annual

Assessment)

ALL FIELDS MUST BE FILLED IN

(Exception: K–1 Reading and Writing Scale Scores must be blank if the previous

CELDT administration date was before July 1, 2009.)

ERROR If ANY or

ALL BLANKS

Valid Values

01–12 &

2006 to 2016

220–725 140–740 220–770 220–810 180–761 00–12 Error If Invalid

Note: If Test Purpose = 2 (Annual Assessment) and any or all of the associated data above are missing or invalid after the DRM, the district’s ELI may be affected.


*Answer Doc: The box number from the demographic pages of the scannable Answer Book

Version 1.0 Page 1 December 5, 2016

Table 2: Data Review Module (DRM) Data File Layout

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Field Name Valid Values Edits Edit Rules User May

Update

Description and Data Source S

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Column Location and

Header Title for Excel File

1 Edition 2016–2017 No 1 9 9 Column A

edition

2 EDS Unique Identifier

Alpha None No EDS (Educational Data Systems) unique identifier

comprised of Batch/Scan (8) and Litho (7)

10 24 15 Column B

edsID1

3 Filler None None No 25 25 1 Column C

fill0

4 District Name Alpha Letters A–Z, 0–9, Blank

No District Name from California

Department of Education (CDE) County District School (CDS)

Master file

26 55 30 Column D districtName

5 County/ District/ School Code

Column 56–57: County Code, Alpha 01–58 or 99

Column 58–62: District Code, Alpha 00000–99999

Column 63–69: School Code, Alpha 0000000–9999999

Must be alpha and match CDE valid CDS code list

No Group Identification Sheet (GIS);

14-digit CDS number

56 69 14 Column E cdsCode

6 er

Charter Number Alpha 0000–9999 No 4-digit Charter Number from GIS

70 73 4 Column F charterNum

7 School Name Alpha Letters A–Z, 0–9, Blank

No School Name 74 103 30 Column G schoolName




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Column Location and


8 Student’s Last Name

Alpha May only include alphabetic letters, numbers, periods, hyphens, and apostrophes

Warning if ALL Blank or Invalid

Yes Answer Doc* #1 or Pre-Identification

(Pre-ID) label

104 114 11 Column H studentLName

9 Last Name Flag 115 115 1 Column I lnameFlag

10 Student’s First Name

Alpha May only include alphabetic letters, numbers, periods, hyphens, and apostrophes

Warning if ALL Blank or Invalid

Yes Answer Doc* #1 or Pre-ID

116 124 9 Column J studentFName

11 First Name Flag 125 125 1 Column K fnameFlag

12 Student’s Middle Initial

Alpha or Blank A–Z Warning if Invalid Yes Answer Doc* #1 or Pre-ID

126 126 1 Column L studentMInitial

13 Middle Initial Flag 127 127 1 Column M

miFlag

14 Date of Birth (Month)

Alpha; 01–12 Must contain leading zero for 1–9

Must be in range 01 through 12

Error if Invalid Yes Answer Doc* #3 or Pre-ID

128 129 2 Column N birthMonth

15 Birth Month Flag 130 130 1 Column O bmonthFlag

16 Date of Birth (Day)

Alpha; 01–31 Must contain leading zero for 1–9

Must be in range 01 through 31


131 132 2 Column P birthDay




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17 Birth Day Flag 133 133 1 Column Q bdayFlag

18 Date of Birth (Year)

Alpha; 1994–2014 Edit for valid values


134 137 4 Column R birthYear

19 Birth Year Flag 138 138 1 Column S byearFlag

20 Gender Alpha None None No Answer Doc* #7 or Pre-ID

139 139 1 Column T gender

21 t Student ID Number (Local Use Only)

Alpha; 0–9 or Blanks None None Yes Answer Doc* #4 or Pre-ID 140 149 10

Column U localID

22 Statewide Student Identifier (SSID)

Alpha; 0–9 Edit for valid SSID based on CDE CALPADS rules

Error based on CALPADS Flag

Code

Yes Answer Doc* #5 or Pre-ID 150 159 10

Column V SSID

23 SSID Flag 160 160 1

Column W ssidFlag

24 SSID Flag Code See Appendix A for SSID

Error/Warning Flag Codes

161 161 1

Column X ssidFlagCode

25 Grade Span 1 = K–1 2 = 2 3 = 3–5 4 = 6–8 5 = 9–12

None None No Grade span in which the student

tested (Answer Book used)

162 162 1

Column Y gradeSpan




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26 Grade Alpha; 00–12 00 – Kindergarten 01 – Grade 1 02 – Grade 2 03 – Grade 3 04 – Grade 4 05 – Grade 5 06 – Grade 6 07 – Grade 7 08 – Grade 8 09 – Grade 9 10 – Grade 10 11 – Grade 11 12 – Grade 12

Must contain leading zero in grades 1–9.

Must be valid for the Grade Span Tested. Data will be invalid if the changed grade does not match the grade span range in field 25.


163 164 2

Column Z grade

27 Grade Flag

165 165 1

Column AA gradeFlag

28 Test Purpose Alpha; 1 = Initial Assessment (IA) or

2 = Annual Assessment (AA)

Edit for valid values

Error if Blank or value is

5 = Unknown


166 166 1

Column AB testPurpose

29 Test Purpose Flag

167 167 1

Column AC purposeFlag

30 Date Testing Completed

Alpha (MMDDYYYY)

Valid Dates: 07012016–10312016

Edit for valid values

Error if Blank or Invalid

Yes Answer Doc* #9 or filled in by EDS if blank or invalid during scoring

168 175 8

Column AD testDate




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31 Date Testing Completed Flag

176 176 1

Column AE

testDateFlag

Please see Table 1 on page vii for Test Purpose Rules and associated

Previous Scores/Grade Fields Edit Rules

32 Most Recent Previous CELDT Administration (MMYYYY)

Alpha or Blanks

Columns 177–178: 01–12 (MM)

Columns 179–182: 2006 to 2016 (YYYY)

Note: For 2006, only months July–December apply; for 2016, only months January–June apply

If Test Purpose = 1 (IA) this field must be Blank

If Test Purpose = 2 (AA) this field must be valid

Also see Table 1 on Page vii

Error if Test Purpose = 1 and field is not Blank

Error if Test Purpose = 2 and field is Blank or

Invalid


177 182 6

Column AF prevTestDate

33 Previous Admin Flag

183 183 1

Column AG prevDateFlag

34 Most Recent Previous Listening Scale Score (SS)

Numeric; 220–725 or Blank

Also see Table 1 on Page vii for validity rules



Invalid


184 186 3

Column AH prevListenSS




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35 Most Recent Previous Listening SS Flag

187 187 1

Column AI prevLSSFlag

36 Most Recent Previous Speaking Scale Score (SS)





Invalid


188 190 3

Column AJ prevSpeakSS

37 Most Recent Previous Speaking SS Flag

191 191 1

Column AK prevSPSSFlag

38 Most Recent Previous Reading Scale Score (SS)





Invalid


192 194 3

Column AL prevReadSS

39 Most Recent Previous Reading SS Flag

195 195 1

Column AM prevRSSFlag

40 Most Recent Previous Writing Scale Score (SS)





Invalid


196 198 3

Column AN prevWritSS




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41 Most Recent Previous Writing SS Flag

199 199 1

Column AO prevWSSFlag

42 Most Recent Previous Overall Scale Score (SS)





Invalid


200 202 3

Column AP prevOverallSS

43 Most Recent Overall SS Flag

203 203 1

Column AQ prevOSSFlag

44 Student’s Grade During Most Recent Previous CELDT Administration

Alpha; 00–12 or Blank 00 – Kindergarten 01 – Grade 1 02 – Grade 2 03 – Grade 3 04 – Grade 4 05 – Grade 5 06 – Grade 6 07 – Grade 7 08 – Grade 8 09 – Grade 9 10 – Grade 10 11 – Grade 11 12 – Grade 12

If specified, value must = Current Grade or

Current Grade minus 1 through

Current Grade minus 10

Also see Table 1 on Page vii for additional validity rules



Invalid


204 205 2

Column AR prevGrade

45 Previous Grade Flag

206 206 1

Column AS prevGradeFlag

46 Accommodations - Listening

Alpha; Y = Yes or Blank None None Yes Answer Doc* #15 207 207 1

Column AT accListen

47 Accommodations - Speaking


Column AU accSpeak




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48 Accommodations - Reading


Column AV accRead

49 Accommodations - Writing


Column AW accWrite

50 Modifications - Listening


Column AX modListen

51 Modifications - Speaking


Column AY modSpeak

52 Modifications - Reading


Column AZ modRead

53 Modifications - Writing


Column BA modWrite

54 Alt. Assessment - Listening


Column BB aaListen

55 Alt. Assessment - Speaking


Column BC aaSpeak

56 Alt. Assessment - Reading


Column BD aaRead

57 Alt. Assessment - Writing


Column BE aaWrite

58 EDS Unique Identifier2

Alpha Internal EDS identifier

219 233 15 Column BF

edsID2

2016–17 DRM LEA Data File Layout


Appendix A: SSID Error and Warning Codes

Flag Code

Error/ Warning

Error/ Warning

Name Error/Warning Description Correcting SSID

1 Error Missing The SSID is missing from the Answer Book or Pre-Identification label.

Look up student in the district student information system (SIS) and enter the correct SSID in the DRM.

2 Error Invalid An SSID is present but is not in valid SSID format (e.g., 9 digits instead of 10 digits), or does not meet the SSID algorithm requirements.

Look up correct SSID in CALPADS and update in the DRM and district SIS.

3 Error Retired The SSID is valid but corresponds to a retired SSID per the retired SSID table in CALPADS.

Look up correct SSID in CALPADS and update in the DRM and SIS.

4 Warning Not Found –

No Match

The SSID is validly constructed but a corresponding SSID is not found in CALPADS.

Verify that a CALPADS record exists at the school for this student during the timeframe they took the CELDT. Look up the correct SSID and update in the DRM and district SIS.

Check that the CDS code, Date Test Completed (DTC), Date of Birth, and Last Name are accurate in both the DRM and CALPADS.

5 Error Not Found –Match

The SSID is validly constructed, and, although a corresponding SSID is not found in CALPADS, a matching CALPADS record is found because the CDS code, Date of Birth, and Last Name are the same between the DRM and CALPADS.

Update the SSID in the DRM and SIS based on the correct SSID from the matched CALPADS record (check CALPADS Comparison File for the value of SSID).

6 Warning Found –Not

Enrolled

The SSID is valid and found in CALPADS but cannot be matched to an enrollment record because the CDS code between the Answer Book and CALPADS are not the same or the enrollment date range in CALPADS does not encompass the DTC bubbled on the Answer Book.

Check to see if the SSID in the DRM is correct for this student.

Check the DTC field to be sure it is the actual date tested for this student, and if not, correct and update the DTC field.

Check the student enrollment records in CALPADS to be sure that the enrollment dates are correct in CALPADS.

END OF DOCUMENT

Documents

2016 17 Edition Data Review Module (DRM) Layout - … English Language Development Test. 2016 – 17 Edition Data Review Module (DRM) Layout . Version 1.0 December 5, 2016 . Prepared