SchoolWise STAR Pre-Id Guide 2012-2013 School Year Revised: December 20th 2012 Table of Contents What is STAR Pre-Id?... 2 Prerequisites to the Star Pre-ID Process... 2 What to ask the STAR Representitive... 2 STAR Contact Information... 2 Required Data Entry for Star Pre-ID... 3 Basic Student Data... 3 Student Program Information... 4 Parent Education Level... 5 Optional Fields for the STAR Action (CMA, STS, CAPA & NPS)... 6 STAR Pre-Id Action Details... 7 PART I Making Sure you are Ready to Go... 8 Step I ALL Student s Need SSID s... 8 Step II Login to the STAR Website... 8 Step III Validate the Purchase Order... 10 PART II Check Basic Student Data... 11 PART III Check STAR Action (CAPA, STS, CMA & NPS)... 14 PART IV Export the STAR Pre-ID Request File... 15 Step I Set the Correct Parameters for the Extract... 16 STEP III (Login to the STAR Website)... 18 Part I Review the Test Admin Summary... 19 Part II - Uploading the file... 21 Part III - Viewing the Results... 23 1
What is STAR Pre-Id? STAR Pre-ID stands for Standardized Testing and Reporting Program Pre-Identification. The Pre-Identification or "Pre-ID" process is a service currently provided to local educational agencies (LEAs) to assist with the administration of statewide assessments. To use the service, LEAs send the required student information to the test vendor in advance to "pre-plug" on test answer documents or create labels. Specifically, LEAs extract the required information for each student from their local Student Information System (SchoolWise) to create a Pre-ID file. LEAs then submit the Pre-ID file to the test vendor to generate bar-coded answer documents and/or bar-coded labels for the answer documents, and the vendor distributes them back to the LEA. Students then fill in their answers on the pre-coded or pre-labeled answer documents. After testing, the answer documents are returned to the test vendor for scoring and processing. Currently, over 600 LEAs participate in the Pre-ID process. Prerequisites to the Star Pre-ID Process First make sure that you have placed your order with STAR and faxed or sent in your purchase order to request the Pre-ID service. If you are unsure of your order status with STAR, please call them using the contact information below. Be sure to also check on your PO number (write it down) and your STAR website username and password when you talk to them. If you did send in your PO, please ask your STAR rep to check to see if it has been accepted yet. What to ask the STAR Representative 1. Find out the exact PO number that you gave STAR and write it down. (Make sure to include and number and punctuation) 2. Ask the rep if the PO has been received and accepted. 3. Ask the rep for your Username and Password to the STAR website. (Your username usually begins with DC followed by numbers. Also make sure that you write down the password exactly as they give it to you case matters!) STAR Contact Information The STAR general phone number is: The STAR general e-mail address is: star@ets.org STAR TAC representatives are assigned by county unless otherwise specifically assigned. Use the link below to locate one for your district. http://www.startest.org/starreps.html 2
Required Data Entry for Star Pre-ID DATA ENTRY IS CRUCIAL! ***************************************** Districts will incur a Penalty Fee (per student) to ETS if any of the following data fields are missing for more than the percentage of students noted within a school. Gender - 3% English Language Proficiency - 3% Primary Ethnicity - 3% Lunch Status - 3% ************************************************************************ STAR has certain requirements for student data that MUST be filled out correctly. Below is a detailed list of where in SchoolWise to input the required data. Basic Student Data Student Form (Main Page Tab) - Name, Birthday, Gender, SSID and Grade Level. (Grade Level is extracted from the Grade Level Indicator located in the top right hand corner of the Student Form - Main Page.) Primary Ethnicity (Race), Hispanic Indicator, Primary Language, English Profic (Proficiency), EL ProgSet, EL SupRec. EL Date (Date Student Became English Learner) This date is required if English Proficiency is EL. EL < 1 Year (Only check this box if the student has been an English Learner enrolled in school in US less than 12 cumulative months at time of testing) RFEP Date (Date Student was Redesignated Fluent English Proficient) RFEP Date is required if English Proficiency is RFEP! RFEP Pro 3 (R-FEP student scored Proficient or Advanced 3 years on ELA CST if this applies) 3
Student Program Information Student Form (Program Page Tab) GATE Program Title I Program Special Education Indian Education Program Meal Status (Free/Reduced) NOTE! As always with Program enrollment, please make sure students do NOT have end dates marked in the future. Also please check to see that all current program enrollment is marked as Participating. 4
Parent Education Level To set the parent Education Level from the Student Form follow along here: Student Form (Family Page Tab Click the Edit Family Button as seen above) Below set the correct Education level in the pull down menu. You may have to enable Edit mode. 5
Optional Fields for the STAR Action (CMA, STS, CAPA & NPS) Student Form (Actions Page Tab) Select the Star Pre-ID Action from the pull down menu (#2 above) then Click on the New Icon in the top right hand corner. (#3 above) That will open the form that you see to the right below: STS - Standards-based Tests in Spanish is required for Spanishspeaking English learners in grades 2 4 who will have been in school in the United States less than a cumulative 12 months when testing begins or who are receiving instruction in Spanish regardless of how long they have been in school in the United States. CAPA - Students with a significant cognitive disability will be assessed with CAPA. NPS - Student receives special education services at a nonpublic/nonsectarian school NPS-Code (Nonpublic/nonsectarian 7 digit school code) 6
STAR Pre-Id Action Details Date, Section and Teacher are not required for this Action. STS Set to Yes or leave blank or change to No in case of mistake. IMPORTANT! - Valid ONLY for Grades 2, 3, and 4. Spanish as a Primary Language English Proficiency must be EL (If these conditions are not observed the file will generate errors and have to be resubmitted.) CAPA- Set to Yes or leave blank or change to No in case of mistake. (Special Education Program Disability must NOT be blank, If this condition is not observed the file will generate errors and have to be resubmitted.) NPS Set to Yes or leave blank or change to No in case of mistake. (Special Education Program Disability must NOT be blank, If this condition is not observed the file will generate errors and have to be resubmitted.) NPS-Code Set the nonpublic/nonsectarian 7 digit school code if this applies. SpEdExDate (Ignore this field it has been replaced by the special ed data.) CmaELA Orders a CMA Test for English Language.* CmaMAT Orders a CMA Test for Math.* CmaSCI Orders a CMA Test for Science.* *CMA Test Request Fields have a default value of (0.00). The value of (0.00) means do not order this test. If you wish to order a CMA test for the student you must change the 0.00 value to (1.00) In the category that you want. In the example above, Jack Baur will be receiving a CMA ELA test. 7
PART I Making Sure you are Ready to Go Before we proceed with the STAR Pre-Id process, please make sure that you have everything you need to continue by using the quick checklist below: The exact PO number that you gave STAR (Remember that punctuation counts) The STAR Username and Password for the website. (Your username usually begins with DC followed by numbers. Also make sure that you write down the password exactly as they give it to you case matters!) Step I ALL Student s Need SSID s The very first step in the process it to make sure all of your students have SSID numbers. Please Click the link below to download our Help document. This document contains step by step instructions for obtaining SSIDs if you have not already done so. Any student missing an SSID number will have to be deleted from the Pre-Id file after you submit and will then have to be hand bubbled. http://www.schoolwise.com/calpads_obtaining_new_ssid_numbers.pdf Step II Login to the STAR Website Now it s time to test the Username and Password credentials that you have to make sure you are able to get into the STAR website. STAR requires you to used Internet Explorer 5.5 or above for a browser, so Firefox or Chrome won t work. If you try to use other browsers you may see the error window below: 8
1. Click the link below (or copy and paste it) into the Internet Explorer web browser. http://k12star.ets.org/star2013/ That should take you to the page that you see below. 2. Now enter your Username and Password, click the Logon Button. (#2 below) 3. If your Username and Password are correct, the website will log you in and the page seen here to the right will be displayed. 4. If you have trouble logging into the website please re-check your Username and Password. If you still can t seem to login please call STAR (800-955-2954) and verify your Username and Password information again. You might want to try to login while they are on the phone if you are having trouble. Once you are into the site, please proceed to the next step. 9
Step III Validate the Purchase Order The last step in this Part is to validate the Purchase Order number that you sent to STAR. On the main login page toward the bottom left of the screen (you may have to scroll) you will see the Pre-ID Menu that looks like the one below. Once the PO has been verified the Pre-ID Menu will become active for use. 1. Click on the Terms and Conditions link to load the PO Validation page seen below: 2. Enter your Purchase Order Number into the field at the bottom of the page. 3. Click on the I Agree Checkbox 4. Click the Submit Request Button. 5. If the PO has been verified correctly you will see a message like one below. If it does not verify it will say the PO has not been verified. Please check your spelling and call STAR if you are still having trouble. 10
PART II Check Basic Student Data To check your data please open the Report Explorer by clicking on the Reports button on the left side toolbar, then selecting Open Report Explorer. 1. In the SchoolWise Report Explorer there is a category of reports called File Exports Pre-ID. Double-click on that folder to show the report names that are in it. 2. If you double-click on the report called: STAR Test Pre-ID and Info Check Form, That will open the report parameter window. Shown below: 3. If you run this report with all of the default values, it will display Missing Data. (Use the CBEDS date: 10/03/2012) 11
When you click on Run - an output file dialog box will appear like the one below to the left. Navigate to the C:\SchoolWise folder and Click on the Make New Folder button. I like to name the folder StarPreID so I don t lose track of my files. Click OK once you re done. Once you select an output location the report will display. Print it out and it will look something like the example below: You will notice that the Red text under each student name will tell you what data to correct in SchoolWise. Most of the corrections will be simple data entry fields like; EL Info, English Proficiency, Missing SSID etc. Please refer to the previous section as to where each field or required data is located. 12
You may encounter an error message that looks like the one below: If you see this message it means that you need to go to the Student Form Program Page Tab and set a Primary Disability under the Special Education Program. As seen in the example below. Once you can run the STAR Test Pre-ID and Info Check form with the Missing Data parameter and it returns No Records were found You data is good to go! 13
PART III Check STAR Action (CAPA, STS, CMA & NPS) If you have marked students as CMA, CAPA, STS or NPS you can check to see if that list is accurate. Open the Report Explorer by clicking on the Reports button on the left side toolbar, then selecting Open Report Explorer. 1. In the SchoolWise Report Explorer there is a category of reports called File Exports Pre-ID. Double-click on that folder to show the report names that are in it. 2. If you double-click on the report called: STAR Pre-ID Action Student List. That will open the report parameter window. Shown below: 3. Click on Run to see the report of students like the example below: This will show you which students are marked for the STAR Action. 14
PART IV Export the STAR Pre-ID Request File Now that we have checked to make sure the data in SchoolWise is as good as we can get it, it s time to create the file to send to STAR. The File is generated from the exact same report that we used to check for data errors. Some parameters have to be changed to create the extract files instead of check for data. 1. In the SchoolWise Report Explorer there is a category of reports called File Exports Pre-ID. Double-click on that folder to show the report names that are in it. 2. If you double-click on the report called: STAR Test Pre-ID and Info Check Form, That will open the report parameter window. Shown below: 3. Continue to the next page to see the details on how to set the correct parameters. 15
Step I Set the Correct Parameters for the Extract Below is an up close screenshot of the Report Window. Please look at the Parameter detail below to decide which ones to set for the extract. 1. Census Date Leave this set to 10/05/2011 2. Choice Wave This pull down box allows you to choose the Wave for the Multiple Choice Tests. (The most common is 01. But please check to make sure.) When this is set to Wave 01 and the Writing date is set to None that will generate the Multiple Choice extract. 3. Writing Date This menu allows you to set the 4 th and 7 th Grade Writing Wave. (The most common is Wave 1, but please check to make sure.) When a Writing date is set, the Writing Exam Extract is generated. 4. Print Mailing (Extra Charge Return Mailing Labels!) If this parameter is set to Yes, the district will be charged extra $ per student in addition to the basic charge for the pre-id service. Be sure to include a purchase order to allow for this extra charge. If you have any questions about this please call STAR to make sure that you want this in your order! 5. Show Students Set this to ALL to create the extract files. 6. Reporting LEA You may have to sue this to override the CDS code if STAR wants a different one than CALAPDS. Leave it blank on your first try. 7. School Filter By default this will create an extract for All Schools in the district; you should leave this alone unless you have a special situation. 16
When you have set the parameters that you want, click the Run button to create the extract files. Make sure to create a file for the Multiple Choice and the Writing Exam. Also run the EAP if that applies to your district. After you click Run, the Choose Folder window will appear. Select the C:\SchoolWise\StarPreID folder that we created earlier and then click the OK button. You will then see the following window. A report showing all of the data opens up for your review upon file creation, as seen below. Your files are now exported and ready to send up to the STAR website! 17
STEP III (Login to the STAR Website) Now that we have exported the file from SchoolWise and we know what the name of it is, and what folder it s in, we are ready to login to the STAR website and begin the file upload process. Login to the STAR Web Site the same as before: http://k12star.ets.org/star2013/ Enter your Username and Password then click on the Logon Button, this will bring you to the main page. 18
Part I Review the Test Admin Summary Once you have logged into the website you might want to review the Test Admin Summary. This summary will give you an overview of the dates and type of labels or answer docs that you have chosen in your order. 19
Below is an example of a Test Admin Summary page. Notice the cutoff dates and Pre-ID Type. Answer Documents are usually the preferred method of Pre-ID. Labels have to be manually applied to the exam papers. Please double check your summary before you submit to make sure you are getting what you want in your order. In the example below All are set to Wave 1. 20
Part II - Uploading the file Once you are successfully logged into the STAR website, and have reviewed your Summary. You are now ready to upload the file that you created from SchoolWise. 21
1. When you click on the Load Pre-ID File Menu Selection, it will display the window below. Make sure you send up only the TXT files NOT the XLS ones. 2. Click on the BROWSE button to locate the first file. TXT files only! DO NOT send the XLS files! (We had ours in the C:\SchoolWise\StarPreID folder. I like to do the Multiple Choice First, but it really doesn t matter. 3. Click the Load Pre-ID File Button to send the file up to STAR. You will see a processing Bar then a screen that says Pre-ID File Upload Confirmation. If you get an error that says file too long you may have to rename the file before you send it up to STAR. 22
Part III - Viewing the Results Once the file is sent up to STAR and is processed, you will receive and email. It usually only take a few minutes to process a file, so you can usually wait and check in just a few minutes. Click on the Back to Pre-ID Status button to check on the file processing. Or the Pre-ID File Status Menu If it has completed with zero errors, you will have completed the process. If you do have errors, Click on the red Error text and follow the prompts to correct them. If you need help - you may call STAR. Below you will see an example of what a completed file looks like. Woo Hoo! You re done! If you ever do have to send up another file to correct errors. You will manually have to rename the filename before you re-send it to STAR. Be sure to Double Check the Total number of Student Records to make sure that the totals look correct compare with your order. Once the file says complete you are done. If you have any concerns about your file s status please call STAR. If you did have some errors to fix you will likely get an email from STAR telling you how many errors that you had in your original submission. 23