Slide 1. Slide 2. The Need. Using Microsoft Excel

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1 Slide 1 Using Microsoft Excel to Collect and Analyze Using Microsoft Excel to Collect and Analyze California California Standards Standards Text Data Test Data Presented by: Michael Nunn CTAP Region 11 Hello. My name is Michael Nunn. I m a Technology Consultant with the California Technology Assistance Project or CTAP for Region 11, which provides technology assistance for Los Angeles County. I m also a Consultant with Instructional Technology Outreach of the Los Angeles County Office of Education. I d like to tell you about a tool that I ve developed that can assist in the process of collecting and analyzing California Standards Test Data. Slide 2 The Need Need Analyze to Analyze and and share Share data Data in an inexpensive and easy way. There is a lot of student achievement data available to administrators. Some of that data can be expensive to acquire. While other data can be free of charge. Data that is free is often difficult to analyze. Because of this, administrators need tools to assist in the analysis of data.

2 Slide 3 The Task Create A Tool a tool to that Collect can collect Data relevant and Convert data and to convert Graphs it into tables and graphs. Realizing that there is a need for tools that can help in the analysis of student achievement data, I felt that it would be a good idea to build one. So the task that I set out on was to create a tool that assists in the collection and analysis of California Standards Test data. Keeping the cost down also seemed like a good idea so I thought it best that this tool utilize free and easily accessible data. To help make it usable by many administrators, the tool should use software that s common and easy to come by. The process of using it should be as easy and straight forward as possible. Finally, I felt that this collection and analysis tool should be able to convert data into tables and graphs that could then be copied into other programs. Slide 4 The Tool Copied A spreadsheet Data is where Automatically pasted data is automatically Converted converted into tables and graphs So what I came up with was a set of files that use Microsoft Excel to work with data from the STAR website that s provided by the California Department of Education. These files allow data to be simply pasted in. Data is automatically converted into tables and graphs which can then be placed into other programs like Microsoft Word or PowerPoint.

Slide 5 The Process Download the template. The Locate Process your school s - Overview data. Copy the data. Paste the data into Excel. Here s the way it works.

Through a web browser like Internet Explorer, you navigate to the STAR website, locate your school s data and copy it. Then switch to Excel and paste the data. That s it.

3 Slide 5 The Process Download the template. The Locate Process your school s - Overview data. Copy the data. Paste the data into Excel. Here s the way it works. You choose and download the correct Excel file or template for the school that you would like to look at. Through a web browser like Internet Explorer, you navigate to the STAR website, locate your school s data and copy it. Then switch to Excel and paste the data. That s it. Slide 6 Step 1: Let s Try It Choose and download the correct template for your school of choice. Open a browser and navigate to: Let s Try It For best results, use Internet Explorer on a PC, and Safari if using a Mac. Let s try it. The first thing to do is to download the correct template for your school of choice. Using a browser, navigate to the Using Microsoft Excel to Collect and Analyze California Standards Test Data web page. For best results, use Internet Explorer if you re using a PC, and Safari if using a Mac. The url is ctap.lacoe.edu/cst. Notice that there s no www in that address. Slide 7 Let s Try It Step 1 cont: Choose and download the correct template for your school of choice. This will take you to a page with a picture of me training a principal in the use of this tool. ctap.lacoe.edu/cst This will take you to a page with a picture of me training a principal in the use of the tool.

4 Slide 8 Let s Try It Step 1 cont: Choose and download the correct template for your school of choice. Choose and Download the Template Scroll down to the list of files. These are the templates. I ll choose the file called, CST file for grades Download the file. On your computer, it may be called something like Pc_cst07_9_12_v01.xls. If you scroll down the page, you ll see a list of Associated files. The first file is a Step-by-step guide. There you can find detailed instructions on using this set of analysis files. Below the guide is a list of the templates for you to choose from. For this demonstration, I ll choose the file called CST file for grades Download the file by clicking on the link. The actual file name will be a little different. As the name suggests, this file is configured for use at a school with grades If your school has a different set of grade levels, you ll need to select the file that s appropriate. A K-5 school is different than a K-6 school which is different than a 6-8 and so on. If you don t see your grade level configuration, you can use the K-12 file. Today, I m working on a Macintosh, but the same file will also work on a PC. Slide 9 Go to Data Site Step 2: Navigate to the STAR website at Click on the link for STAR Test Results. Go to the STAR Web Site Now that you ve downloaded the Excel template file, navigate to the STAR website. It s located at star.cde.ca.gov. Notice, once again, that there is no www in that address. I m presenting this in 2008, but the most recent data that is available is for The template that you downloaded in the previous step is configured to begin at 2007 as the Most Recent Year. When 2008 data becomes available, I ll create a set of files that recognizes 2008 as the most recent year. For now, click on the STAR 2007 Test Results link.

5 Slide 10 Find Your Data Step 3: Locate your school s data. On the following page, click on the Test Results link. Click on the link for Test Results. Find Test Results Slide 11 Find Your Data Step 3 cont: Locate your school s data. Navigate to your school by using the pull-down menus. You are looking at All Students in the Most Recent year available. Select Your School Now it s time to locate your school. You do this by using the pull-down menus that I ve put the red box around. You start by selecting your county, then district and school. Once you ve made these selections, you must click on the View Report button that s just below the Sub-Group label. Right now we re looking at All Students in the Most Recent year available. Slide 12 Step 4: Highlight data beginning with CST English Language Arts. It is important that you select the correct data. Select and Copy Select and Copy Data Once you have your data on the screen, you then select and copy the data. Currently, the Excel files are designed to accept English Language Arts and Mathematics. So for our purpose we will begin highlighting data beginning with the words CST English Language Arts. You do this by moving your mouse just to the left of CST English-Language Arts, click and hold the mouse button down and drag your mouse diagonally down and to the right. It s OK if the page scrolls down as you are doing this. This is a very important step. You

6 need to make sure that you start right at the phrase CST English- Language Arts. Slide 13 Step 4: Highlight data through Math. Copy! The amount of data selected varies a little depending on your school s grade configuration. Select and Copy Select and Copy 2 Continue highlighting until you get to the end of the math data. Once you have selected the correct data, copy it using your browser menu or the shortcut of your choosing. The amount of data that you copy varies by the grade level configuration of your school. Slide 14 Step 5: Move to Excel Open the Microsoft Excel template. Open the template that you downloaded in Step 1. The file may appear complex. After a little bit of time with the file, it will be easier to use. Move to Excel Once you have copied your data from the STAR website, it s time to bring it into Excel. Go ahead and open the template that you downloaded in Step 1 You should get a spreadsheet that looks something like this. At first glance, this will probably appear complicated. It s designed to collect three years worth of data for a variety of student subgroups. After you ve worked with it a little, it will get easier to use.

7 Slide 15 Step 6: Paste the Data Use the Menu to navigate to the correct location. The data that was highlighted and copied from the STAR website in Step 4 was for All Students in the Most Recent year available. Click on the link for Paste Most Recent under All Students. Click Paste Most Recent The part of the spreadsheet that you see is a menu with several links. I ll be focusing on just one part of that menu. What we need to do, is navigate to the correct place so that we can paste the data from the STAR website. The data that was copied from the STAR website was for All Students and for the Most Recent Year. Click Just One Time on the link for Paste Most Recent which is under All Students. Slide 16 Paste the Data Step 6 cont: Use the Menu to navigate to the correct location. After clicking once on the link in the template menu, you will be taken to a specific location. Don t click on any other cell. Just paste the data! Paste the Data This will take you to a specific location on the spreadsheet. It s important that you don t click on any other cell at this point. The spot that you are at is the exact starting place for pasting your data. Paste the data using the Excel menu or the shortcut of your choosing. Slide 17 Step 6: Locate Your Data Use the Menu to navigate to the correct location. After pasting your data, you need to locate it. The easiest way to do this is to return to cell A1 so you can use the navigation links. Then click on View Most Recent. Locate Your Data After pasting your data, the next step will be locating the corresponding tables and graphs. The easiest way to do this is to use the navigation menu which is reached by returning to cell A1. When you get back to cell A1, click on View Most Recent. This will take you to the English/Language Arts graph for All Students in the Most Recent Year.

8 Slide 18 View the Data Step 6 cont: After pasting the data When you paste the data, your selected data is reformatted. Two tables and two graphs are created. Only the graphs are displayed here. English/Language Arts Mathematics View the Data When you paste your data, the spreadsheet reformats it. Two tables and two graphs are created. There is a table and graph for English/Language Arts And a table and graph for Mathematics Slide 19 Three-Year Comparison Step 6 cont: After pasting the data If you repeat the process and paste the two previous years of data, you can view three-year comparison charts.. Three-Year Comparison Data Two examples are shown. 9th Grade ELA 10th Grade Geometry If you repeat the process and paste in the two previous years of data for All Students, you can access 3-year comparison graphs. The real benefit to this, is that you can view and compare three years of data by subject or grade level after pasting just three easily accessible sets of data. Slide 20 Now you have tables and graphs that can be used in other applications. The tables and graphs can be copied into applications like Microsoft Word or Microsoft PowerPoint. Use the Data Use the Data These tables and graphs can now be used as they are, or they can be used to supplement other documents. With very little effort, they can be copied into other applications like Microsoft Word or PowerPoint.

9 Slide 21 Use the Data These tables and graphs can now be used for presentations to staff, community, or other stakeholders. They can also support grant writing, accreditation, and other purposes Presentations, Grade 9-3 Year Comparison - Geometry Grants, - All Student and Reports Year Advanced Proficient Basic Below Far Below Here s an example of copying and pasting a graph into PowerPoint. This technique can be used to help you put together presentations that you may wish to give to your staff, community, or other stakeholders. I could have just as easily pasted this graph into a Microsoft Word file to help illustrate a point in a report, for instance. The idea, is that you can now collect data from the STAR website and put it into a form that is easy to work with. Slide 22 For More Information For more information and detailed instructions on the use of these templates Please visit For More Information Or / For more information and detailed instructions on the use of these templates please visit the CTAP Region 11 website at ctap.lacoe.edu/cst. Information is also available on the Technology Information Center for Administrative Leadership (TICAL) website at: n/.

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