Precodes and Test Materials January 16, 2018
Welcome! Introductions/Housekeeping Student Registration OOD/OOS Registration Receipt of Precodes and Test Materials 2
Housekeeping For problems hearing the presentation, dial in on a telephone. Dial-in information: in the Event Info tab at the top-left of the screen in your registration email Dialing in for audio is recommended for best sound quality. All attendees lines have been muted due to the high number of participants. For questions or comments, use the Q&A function. 3
Important Dates
Important Dates Districts upload precode files and student data following the dates on the Calendar of Events. http://tea.texas.gov/student.assessment/calendars/ 5
District Coordinators Upload Precode Files and Send Student Data
Uploading Student Registrations Beginning with April 2018 administrations, districts use the 2018 documents. Two important documents 2018 Student Data File Format for Student Registration and Precoding (PDF) Help section of the STAAR Assessment Management System and www.texasassessment.com/technology 2018 Student Upload Registration Precoding Header Template (CSV file) Students > Upload and www.texasassessment.com/technology 7
Students: Upload (3 8) PEIMS vs. District Supplied Data File Upload selection must be made for each STAAR grades 3 8 primary administration no later than three days prior to the precode deadline. April grade 4 & 7 writing April grades 5 & 8 mathematics and reading May grades 3 8 Students who have not met standard for one or more tests during the April 5 & 8 mathematics and reading administration will automatically be registered for the May 5 & 8 restest administration. 8
Students: Upload (EOC) PEIMS upload is not available for EOC administrations. Students who have not met standard for one or more STAAR EOC assessments during the previous administration(s) will automatically be registered for the following test administration (April, May, and June). Student retester registrations are available to view and edit in the Assessment Management System by the date indicated in the COE (Availability of Retester File). 9
Students: Upload (EOC) (continued) Districts must upload a student data file (Students > Upload) or individually register test takers (Students > Register) for first-time testers prior to each administration. April English I & English II May Algebra, biology, and U.S. history 10
Students: Upload PEIMS vs. District Supplied Data File Upload Rules If a district uploads a district supplied data file containing a student previously registered in another district via PEIMS upload, the student registration must be transferred to the district uploading a local data file (local data file must contain an M in the ACTION-INDICATOR column). If a district selects a PEIMS source file data upload containing a student who was previously registered elsewhere via district supplied data file, the student registration will NOT be transferred to the district that selected the PEIMS upload option. 11
Students: Upload PEIMS vs. District Supplied Data File Upload Rules (continued) For grades 3 8 administrations only, if no selection is made 3 days prior to the precode deadline, the PEIMS source file will be automatically loaded. Districts that select to upload a district supplied data file and fail to do so by the end of the paper registration (precode) window will NOT receive precoded materials. 12
Students: Upload Student Data File Upload All Student Information, Demographic, and Test Registration fields available when manually registering a student or editing a student s registration profile in the UI are included in the upload file layout. Personal Needs and Preferences (PNP) accommodation codes can be uploaded via Test Version fields. 13
Students: Upload Student Data File Upload (continued) Separate online testing groups by subject may be established for grades 3 8 via subject-specific ONLINE TEST GROUP NAME fields. If no group name is provided, NO GROUP NAME GIVEN will be used. Student test registration may be deleted by including a D in the Action-Indicator field. Student may be transferred in by placing an M in the Action- Indicator field. 14
Students: Upload Student Data File Upload (continued) Column B (CDC of Enrollment) = testing campus Column BH (Home CDC) = home campus. The home campus will default to the testing campus if left blank in file. 15
Students: Upload Student Data File Upload (continued) The Groups column (for paper test mode) establishes the precode sort order (paper testers at the time the precode window closes). EOC: By default, precoded materials will be sorted by campus/subject/student alpha order. 3-8: By default, precoded materials will be sorted by campus/grade/student alpha order. 16
Students: Upload Student Data File Upload (continued) BEST PRACTICE When updating existing student registrations, include only students whose records are being updated. If uploading all students records, download the District Students Home Campus Report (Reports > Students) and make edits to the registration records as needed directly in the file, leaving all other records untouched, and upload back into the system. 17
Students: Upload Supplied Data File Upload Reminders The last uploaded student data file will override any existing registration information where differences exist. Change: Once a group name has been established for a student registration (by test entry, by default, or with the Groups feature), a null (blank) will not override the group name with the value NO GROUP NAME GIVEN. Demographic fields left blank for a student not currently registered for an administration (first time student registration) will populate missing data with data from the Student Directory (PEIMS data) if available. 18
Students: Upload Student Data File Upload Demographic fields left blank for a student already registered for an administration will override any corresponding registration data with a null value. All records in the file that do not contain any errors or conflicts will upload successfully any records containing errors or conflicts MUST be corrected and successfully reuploaded into the system to update a student registration. 19
Students: Upload Student Data File Upload BEST PRACTICE Upload local data file far enough in advance of the precode deadline to provide adequate time for investigation and correction of upload errors and warnings. 20
Students: Register Grades 3 8 Above Grade Testing A new student may be set up for above grade level testing during the initial registration, or have his/her registration updated to indicate above grade level testing at a later time (Students>View & Edit). Students registered for above grade level test will automatically be registered for all above grade level tests offered within the administration selected. 21
Students: Register Grades 3 8 Above Grade Testing If testing online, the student will be registered for both the on grade level and above grade level online tests. NOTE: Grades 3 8 students needing to take above grade level tests at the 3 8 or EOC level must be registered for each administration separately. 22
Students: View & Edit Grades 3 8 Above Grade Testing Students registered for on grade level with an indicator for above grade level testing will NOT automatically be registered for the above grade level tests when offered in a separate administration 23
Students: View & Edit Grades 3 8 Above Grade Testing Example: Grade 3 student registered for grade 5 above grade level testing will have a registration created for grade 3 mathematics and reading and grade 5 science for the May grades 3 8 administration. The student would not, however, automatically be registered for the April grades 5 and 8 mathematics and reading administration. The student would need to be registered separately for both administrations (as necessary) to ensure above grade level precoded answer document(s) are received and/or above grade level online tests are established. 24
Students: View & Edit Grades 3 8 Above Grade Testing Students registered for above grade level test will automatically be registered for all above grade tests offered within the administration selected. Example: Grade 6 student registered for grade 7 above grade testing will have a registration created for both mathematics and reading for grades 6 and 7 for the May grades 3 8 administration. If testing online, the student would be registered for both the on grade level and above grade level online tests. 25
Students > View & Edit/Register > Tests Braille indicators for spring 2018 English Braille American Addition (EBAE) contracted EBAE uncontracted Unified English Braille (UEB) contracted UEB uncontracted Available January 18, 2018 26
Registering/Uploading Students Across Multiple (Split) Administrations (Grades 3 8) Student/Test Registration Student information for the April and May administrations will remain synced in the Assessment Management System. Changes/updates applied to student information for one administration will automatically be applied to the other when applicable. Districts DO NOT NEED TO UPDATE each administration separately! 27
Registering/Uploading Students Across Multiple (Split) Administrations (Grades 3 8) Student/Test Registration Updates made to student demographic information for May test registrations after the April precode window has closed will NOT impact precodes received. 28
Registering/Uploading Students Across Multiple (Split) Administrations (Grades 3 8) Student/Test Registration Districts that make changes to a student s First Name, Last Name, or Date of Birth after the precode window has closed MUST void the incorrect precoded answer document and hand-grid a blank answer document with the corrected student information in order to avoid a held record requiring resolution. 29
Precode Verification Report Download CSV Available prior to the close of the precode window. Lists all paper test registrations and corresponding precode data. Can be used to verify precodes, allowing districts to make corrections prior to the close of precode window. Updated nightly (changes reflected in report the following morning). CSV available January 18, 2018 for the spring 2018 administrations 30
Precode Verification Report Download PDF Available after close of the precode window Final precode list (includes OOD/OOS) 31
Precode Verification Report Lists all paper-based test registrations at the close of the precode window. One record for each precoded answer document that the district is scheduled to receive (serves as official record) Available at the campus level Organized by campus, subject, student (alpha order). 32
Precode Verification Report NOTE: The CSV version of the Precode Verification Report is not available for download after the precode window closes. Districts that prefer a CSV version of their precode report must save a copy of the CSV version on the last day of the precode window by end of day. 33
Students: Upload Upload Page - Overview Download Spreadsheet Template blank CSV file that can be used to enter student records for upload Filename click on file name to download/retrieve file that was uploaded 34
Students: Upload Upload Page - Overview Status: Uploads: indicates the fraction of records that successfully uploaded 35
Students: Upload Upload Page - Overview Errors: indicates the number of errors in the file upload Conflicts: indicates the number of conflicts in the file upload 36
Students: Upload Upload Page - Overview Actions: Download Errors: downloads an error report detailing the row number(s) in the upload file containing errors and the cell that contained the error Delete File: deletes upload file record from list; this action will not affect any records that were successfully uploaded Not recommended removal of the upload file entry may prohibit investigation of errors and warnings. 37
Students: Upload Identifying Errors Errors occur when data entered does not conform to data file specifications. Uploaded File: Errors Indicates column(s) containing errors Indicates error type Indicates number of rows (records) containing an error 38
Students: Upload Identifying Errors Further drilldown reveals: Row # with error Associated PEIMS ID 000000000 Invalid data entry 000000001 39
Students: Upload Identifying Conflicts Conflicts occur when there is a mismatch between the student data uploaded and Student Directory information. Uploaded File: Conflicts Indicates column(s) containing a conflict Indicates conflict type Indicates number of rows (records) containing a conflict 26
Students: Upload Identifying Conflicts Further drilldown reveals: Row # with conflict Associated PEIMS ID Invalid data entry 26
Online Test Registration Submission (Online Testing Only)
Upload: Personal Needs and Preferences (PNP) 43
Materials List Posted Online
Materials List Posted Online Where and how to access: Download and save a copy of the Initial Order Quantity Report (Reports > Orders tab). It shows quantities of all initial materials a district is scheduled to receive, separated out by campus and district overage. 45
Materials List Posted Online Where and how to access: Orders > View & Track tab. Downloadable CSV file contains order details for individual campuses or district overage (10% of all campus-level materials combined). Contains the same material quantities listed in the Initial Order Quantities Report along with additional order information (e.g., Order Number, Order Status, etc.) in a more readable format. 46
Materials List Posted Online NOTE: Initial materials orders for primary administrations are based off of participation counts. Districts should compare the quantity of initial materials they are to receive with current enrollments and test registrations (Test Registration Report) to determine the quantity of any additional materials needed. 47