ASSESSMENTS & ACCOUNTABILITY
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Transcript of ASSESSMENTS & ACCOUNTABILITY
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Assessments & Accountability v 1.0
ASSESSMENTS & ACCOUNTABILITY
Suspense Resolution
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– Mute phones while listening (*6 to mute and un-mute)– Do not place your phone on HOLD– Silence cell phones– Hold questions until Q&A periods– Submit all questions via the Chat function
GROUND RULES
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RECAP FROM COURSE 1 - OVERVIEW
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Recap – Course 1 Overview
KEY POINTSAssessment and Accountability (A/A) functionality in
CALPADS is being implemented to support these main objectives …
− Creating a complete individual student assessment history for STAR, CAHSEE, and CELDT
− Improving the accuracy and consistency of data used to evaluate performance of individual students and educational entities
Achieving these objectives will require several iterations of CALPADS functionality
− Current phase of functionality is focused on identifying issues for both LEAs and CDE related to the loading of data
− Future functionality will address these issues as well as enhance the accessibility and usability of the data for LEAs and CDE
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Recap – Course 1 Overview
KEY POINTS (Cont)
The initial CALPADS functionality requires no changes in the way you are currently working with assessment vendors or with CDE− Demographic changes will continue to be made with the vendor
− Vendors will provide data & reports as usual
− Pre-ID, where applicable, will continue as usual
− Testing processes will continue as directed by assessment program offices
− AYP/API results will continue to use the student data you supply to vendors
During this first phase, the expectations of LEAs are to …− Match student records for your LEA to the correct SSID when CALPADS
cannot make the match automatically, using your expertise with your data
− Validate the reporting, using your current assessment reporting capabilities for comparison
− Provide feedback on the processes to enable a successful first phase and to help design upcoming phases
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Recap – Course 1 Overview
KEY POINTS (Cont)
The expectations of CDE are to …
− Match student records for your LEA to the correct SSID in CALPADS, when you indicate that a record does not belong to your LEA
− Negotiate contracts with assessment vendors that ensure the data needed for a student’s complete assessment history in CALPADS is available and timely
− Coordinate the needs of each impacted assessment program area to enable CALPADS to…
− Provide a consistent approach to managing and reporting assessment data across assessment Programs
− Report assessment results in ways that reflect the testing procedures communicated to LEAs by the program areas
− Evaluate the differences between vendor and CALPADS demographic data to determine the impact on LEAs and Accountability reports of using CALPADS data instead of vendor data
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Recap – Course 1 Overview
KEY POINTS (Cont)
The expectations of CDE are to … (Cont)− Work with LEAs to provide in future phases functionality focused on data
accessibility and usability
− When known, communicate … When and how results data left in suspense will impact Accountability
reporting When and how current vendor relationships will be impacted
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INTRODUCTION
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SSID Administration Date is the date in an SSID’s assessment results record that is used in SSID Enrollment Validation. STAR = Testing Start Date; CAHSEE = ELA Test Date and Math Test Date; CELDT = Date Testing Completed
Introduction
SUSPENSE DATA
What causes a suspense?When data is loaded, CALPADS …matches the SSID and demographic data (gender, date of birth
year) in the assessment results file with the SSID in CALPADS that has the same demographics (using SSID Assessment Date from SSID Enrollment Validation)
verifies that the student was enrolled in the results record LEA at the time of testing (using SSID Enrollment Validation)
confirms that the vendor provided the SSID Administration Date
As soon as one of these conditions is not met, CALPADS places the record in suspense.
SSID Assessment Date The date CALPADS uses as the date an Assessment was administered to a student. It is used to identify the information about a student that was valid at/during the time of testing. In most cases, the SSID Assessment Date is the SSID Administration Date for a Program. When enrollment cannot be validated using it, the SSID Assessment Date is determined using SSID Enrollment Validation rules and then it is used to identify valid information at/during the time of testing.
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Introduction
SUSPENSE DATA (Cont)
Why is resolving a suspense important to my LEA?
A record in suspense will not be matched to a CALPADS SSID, which leaves the CALPADS assessment longitudinal record incomplete for this SSID
Records in suspense do not appear in reports; therefore, your CALPADS assessment and AYP/API reports will not be complete
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Introduction
Suspense data can be resolved both Online & in Batch
Both methods are accessed from the Assessment menu
SUSPENSE DATA MANAGEMENT
How is suspense data managed?
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Introduction
The following Match Results organize the results records for resolution
– For LEAs: LEA Suspense (i.e. unsuccessful matches)
LEA Matched (i.e. successful matches)
– For CDE: CDE Suspense (i.e. LEA indicated as “Not Mine”)
SUSPENSE DATA MANAGEMENT (Cont)
Which records do I resolve?
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MANAGING SUSPENSE DATA - ONLINE
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Managing Suspense Data - Online
Filter Options are subject to user’s access rights Match Results allow for viewing both matched records & suspense records Search locates all students or an individual student with selected Match Result
LEA SUSPENSE - STEP 1: Review Student List
LEA MatchedLEA SuspenseCDE Suspense
ADMIN Date &Suspense Reason
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Understanding Suspense Data
Name Trigger Resolution
Date Of Birth Mismatch
If Student Date of Birth Year for SSID in results record <> Student Date of Birth Year in ODS SINF data that was valid at the time of testing
• If SSID in results record is incorrect, use CALPADS “Select Match” to match the results record to a CALPADS student record with the correct SSID
• If SSID is correct but Date of Birth Year in results record is incorrect, use “Select Match” to match the results record to a CALPADS student record with the same SSID which has the correct DOB Year
• If no record is found, use SSID Enrollment Validation rules to identify the Assessment Date for the SSID and locate the SINF data for that date. If missing, add a SINF record or correct existing SINF data. Repeat “Select Match”.
• If the SSID Assessment Date identified does not accurately represent the time of testing for the student, contact the vendor to correct the SSID Administration Date (after contacting Service Desk).
• If SSID and Date of Birth Year in results record are correct, correct CALPADS data before making a match. Use SSID Enrollment Validation rules to identify the Assessment Date for the SSID and locate the SINF data for that date. Add a SINF record if missing or correct existing SINF data. Then use “Select Match” to match the results record to the CALPADS student record with the same SSID which now has the correct DOB Year
LEA SUSPENSE REASONS & RESOLUTIONS
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Understanding Suspense Data
Name Trigger Resolution
Gender Mismatch
If Student Gender Code for SSID in results record <> Student Gender Code in ODSR SINF data that was valid at the time of testing
Same as Date of Birth Mismatch, using Gender
SSID Mismatch
If SSID in results record does not exist in ODSR
• Enroll student in CALPADS• Use “Select Match” to match the results record to new CALPADS
student record for the SSID
Admin Date Empty
If the Administration Date in the results record is blank
• Contact vendor to correct the SSID Administration Date in the results record (after contacting Service Desk)
LEA SUSPENSE REASONS & RESOLUTIONS
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Understanding Suspense Data
Name Trigger Resolution
LEA Mismatch
If enrollment in LEA at the time of testing could not be validated
• If SSID in results record is incorrect, use CALPADS “Select Match” to match the results record to a CALPADS student record with the correct SSID
• If SSID is correct in results record, use SSID Enrollment Validation rules to identify the SSID Assessment Date that CALPADS is using to identify the enrollment record at the time of testing
• If the student was enrolled in the LEA on the Assessment Date, either enroll the student in CALPADS or correct existing CALPADS enrollment. Then use “Select Match” to match the results record to the CALPADS student record with the same SSID which now has an enrollment that includes the Assessment Date.
• If the student was enrolled in the LEA at the time of testing, but not on the Assessment Date, contact vendor to correct the SSID Administration Date in the results record for the SSID (after contacting Service Desk).
LEA SUSPENSE REASONS & RESOLUTIONS (Cont.)
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Understanding Suspense Data
LEA SUSPENSE REASONS & RESOLUTIONS (Cont.)
GENERAL GUIDELINES for MATCHING
When results record SSID correct & CALPADS SSID incorrect:– Always correct CALPADS first
When results record demo correct & CALPADS demo incorrect:– If update CALPADS first & match after …
Subsequent match (online or batch) will provide correct CALPADS data as report data immediately or
Nightly Suspense Process will provide correct CALPADS data as report data the next day after CALPADS corrected
– If match first & correct CALPADS after … Incorrect CALPADS data will be provided as report data immediately
and Nightly Suspense Process will provide correct CALPADS report data the next
day after CALPADS corrected
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Understanding Suspense Data
LEA SUSPENSE REASONS & RESOLUTIONS (Cont.)
GENERAL GUIDELINES for MATCHING (Cont)
When results record demo incorrect & CALPADS demo correct:– If correct vendor results data first …
Subsequent load of vendor data will cause a re-evaluation of the suspense record, clearing the suspense automatically, and present the correct CALPADS data as report data immediately
– If match first & correct vendor results data after … Correct CALPADS data will be provided as report data immediately
and Subsequent load of vendor data will not impact report data because CALPADS will not
identify a change in demo data
When CALPADS enrollment is correct for time of testing, but can’t be located– Contact the Service Desk
When CALPADS enrollment is incorrect for time of testing and can’t be located– CALPADS data must be corrected before a match can be made
When results record does not contain SSID Administration Date– Contact the vendor
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Managing Suspense Data - Online
1. If the student record in suspense does not belong to your LEA, select “Not Mine”
2. The record is placed in CDE’s queue for resolution. CDE can match the record to a student in another LEA.
LEA SUSPENSE - STEP 2: Determine Resolution
1
2
1
2
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Managing Suspense Data - Online
If the resolution for the Suspense Reason requires …– Data addition/changes in CALPADS, make the additions/changes and either 1) match
immediately to the corrected record using STEP 3, since the changes to ODS are available real-time, or 2) wait for the nightly suspense process to recognize that the CALPADS demo has changed and now matches the results record demo, eliminating the suspense automatically
– Contacting the vendor to make changes, the suspense process that runs during a load will eliminate the suspense when CDE receives and loads the corrected data from the vendor.
– Matching the record with incorrect demographic data to a CALPADS record with the correct demographic data, PROCEED TO STEP 3.
LEA SUSPENSE - STEP 2: Determine Resolution
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Managing Suspense Data - Online
Select Match initiates the user-defined search for a CALPADS SSID to which the result record belongs
LEA SUSPENSE - STEP 3: Select Match
Annual
Select Match
John Doe
Annual
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Managing Suspense Data - Online
Enter SSID and/or demographics, using * wildcard if needed
LEA SUSPENSE - STEP 4: Enter Search Criteria
Enter Search Criteria
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Managing Suspense Data - Online
Matching results are displayed by SSID and/or Demographics, depending on the criteria entered
LEA SUSPENSE - STEP 5: Review Returns
Suggested Correction Record
Note the incorrect Birth Year
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Managing Suspense Data - Online
Make selection and answer “OK” to initiate the match
LEA SUSPENSE - STEP 6: Choose Record
Select the record to which suspense record will be matched
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Managing Suspense Data - Online
Both the suspense record and the selected match record are displayed
LEA SUSPENSE - STEP 7: Match Records
Select “Match Records”
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Managing Suspense Data - Online
Return to STEP 2 and determine resolution Repeat STEPS 3 – 7 (avoiding STEP 8)
LEA SUSPENSE STEP 8: Resolve Problems
When the resolution requires changing CALPADS data, the new correction record will be available to your next SEARCH.
Valid enrollment required!!
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Managing Suspense Data - Online
When match is successful, return to Student List to resolve another record
LEA SUSPENSE STEP 9: Return to Student List
The newly matched record is available for reporting immediately
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Managing Suspense Data - Online
The matched Student List displays the Assessment Results record and the CALPADS record to which it has been matched The source of the match is identified in the field “Match Source”. The source could be Batch, LEA, or State.
LEA MATCHED STEP 1: Confirm Matches
LEA MatchedLEA SuspenseCDE Suspense
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LEA MatchedLEA SuspenseCDE Suspense
Managing Suspense Data - Online
Matched records can be ….
LEA MATCHED STEP 2: Resolve Incorrect Match
− unmatched if incorrectly matched (UNMATCH) and re-matching will occur later− unmatched if incorrectly matched and re-matching will occur now (SELECT
NEW MATCH)− unmatched and sent to CDE for matching to another LEA (NOT MINE)
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MANAGING SUSPENSE DATA - BATCH
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Annual
Managing Suspense Data - Batch
Suspense data can also be managed in Batch
Suspense Resolution Records can be downloaded from both …
– Reports and Extracts > Assessment Extracts– Manage Submissions > Student List
ACCESSING
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Managing Suspense Data - Batch
1. Suspense Resolution Extract records are downloaded for a specific Program and Administration
PROCESS
2. Corrections are made offline to the extracted records
3. Suspense Resolution Response records are uploaded, using Manage Submissions from the Assessment Menu
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Managing Suspense Data - Batch
PROCESS (Cont)
4. Uploaded response records are edited to confirm that they have been formed correctly and are evaluated, with the same logic used in the online, to determine if the suspense has been resolved
– Status of upload is viewable in Submission Status
– Details of upload errors are available on “Rejected Records” screen
GERR0001 Required Field Missing
GERR0001 Required Field Missing
ABBOTT, Jay 1231234567
7824435891Baba, Grey
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Managing Suspense Data - Batch
BATCH ERRORSError # Error Name Error Description Severity
SUSP0001 Invalid Submitter Reporting LEA must equal institution identifier of submitter User ID Fatal
SUSP0002 Invalid Reporting School School must be a valid code in CDS and have an active CALPADS reporting relationship with the Reporting LEA
Fatal
SUSP0007 Invalid SSID SSID must be a valid CALPADS SSID in the ODS Fatal
SUSP0069 Mismatch of SSID Demographics
Student Gender Code and Student Date of Birth Year must equal existing ODS Student Gender Code and Student Date of Birth Year
Fatal
SUSP0234 Multiple Suspense Resolution Records for Participant Record ID
Only one Suspense Resolution record per Participant Record ID may be submitted.
Fatal
SUSP0235 SSID already matched for Administration
A results record for this SSID exists for this LEA with different UIN for the Administration of the Suspense Record
Warning
SUSP0236 Fields differ from Extract Record
The content of the following fields differs from the Extract Record content: Record Type Code, Program, Administration Code, Testing Validation Date, Suspense Code
Fatal
SUSP0237 Participant Record ID not found
A record with the specified Participant ID can not be found in the AADS Participants table
Fatal
SUSP0238 Invalid Test Date Assessment Record has invalid or null Test Date Fatal
SUSP0239 SSID in Participant record is different from SSID in Match record
SSID in Participant record is different from SSID in Match record Warning
GERR0001 Required Field Missing A required field for the submitted Records Type is missing Fatal
FRMT0001 Wrong field length Field length must match CALPADS File Specifications (CFS) Fatal
See file layout documentation for “Managing Suspense Data – Batch” in Wrap-up section
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Managing Suspense Data - Batch
When the batch Suspense Resolution Extract record file has completed processing and when the batch Suspense Resolution Response file has completed processing, notification will be:
– Displayed in CALPADS Notifications on the Home page – Emailed to the role that is appropriate for the Program for which suspense
data is being resolved: LEA STAR Coordinator for STAR data load LEA CAHSEE Coordinator for CAHSEE data load LEA CELDT Coordinator for CELDT data load
KEY POINTS
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MONITORING STATUS
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Monitoring Status
STATUS REPORTS
CDE Only 50.1 Assessment
Upload – Detail 52.1 Assessment
Snapshots - Detail
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Monitoring Status
51.1 Assessment Suspense - Summary
Description: Displays the LEA and School results of the Assessment Suspense process by Administration. For a County, the number of LEAs and Schools with data in suspense is reported. For an LEA/School displayed, the number of records in suspense is reported by Suspense Type (i.e. LEA or CDE) and then broken down within the Suspense Type by the specific conditions that generated the suspense.
Data as of: Last Update field in header, which specifies the date for the last Suspense process included in this report
Data Included: Number of vendor result records processed; Number of records passed (which equals records processed since currently all assessment records are accepted; Number of records in suspense for LEA resolution and for CDE resolution.
Report Operation: The data can be displayed by County, LEA, and/or School for all or selected Administrations for a Program. Data can be filtered also by Suspense Type and its appropriate Suspense Code.
Links: None
Calculations: Totals
Glossary References: None
STATUS REPORTS - SUSPENSE
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Monitoring Status
51.2 Assessment Suspense – Student Detail
STATUS REPORTS - SUSPENSE (Cont)
Grey, Jordan
Abdul, Jordan
Ferrell, J
3224589451,
2274589451,
5288589451,
Description: Displays the LEA and School results of the Assessment Suspense process for individual students for one or more Programs and its Administrations. For a County, the number of LEAs and Schools with data in suspense is reported. For an LEA/School displayed, the number of records in suspense is reported by Suspense Type (i.e. LEA or CDE) and then broken down within the Suspense Type by the specific conditions that generated the suspense.
Data as of: Last Update field in header, which specifies the date for the last Suspense process included in this report
Data Included: Number of vendor result records processed; Number of records passed (which equals records processed since currently all assessment records are accepted); and Number of records in suspense for LEA resolution and for CDE resolution.
Report Operation: The data can be displayed for one or more Programs and its Administrations by County, LEA, and/or School. Data can be filtered also by Suspense Type and its appropriate Suspense Code. Note that all student data is sourced from vendor results records, not from CALPADS ODS data.
Links: None
Calculations: None
Glossary References: SSID Administration Date
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WRAP-UP
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Wrap-Up
QUESTIONS
Will I need to resolve CALPADS suspense records and work with my vendor to correct vendor results data that caused the suspense?
Yes, until CDE announces that it will use CALPADS data for Data Quest reports. When CALPADS provides data to the CDE accountability process (AYP/API), it will provide both CALPADS and vendor data for evaluation. CDE will compare the data to determine whether/when CALPADS data can be used.
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Wrap-Up
QUESTIONS (Cont)
When should I begin resolving suspense data?If suspense conditions exist in your data, the suspense records are available to you for resolution after each suspense evaluation. Data is evaluated … when vendor results data is received and loaded for a Program Administration nightly after the first vendor data is loaded for a Program Administration when CDE initiates a manual snapshot
The schedule for receiving results data differs for each Program Administration. Therefore, the data is received and loaded at different times during the Academic Year. See General Calendar in the Reports Training for information about each Program’s data load schedule. Because reports are available for viewing immediately after the completion of the load process, this load schedule also indicates the schedule for the availability of suspense data.
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QUESTIONS (Cont)
How will I know when I have suspense data to resolve?When Assessment results have been loaded (which means that the suspense and snapshot processes have also completed), notification that suspense items are available for resolution and that reports are available for viewing will be: Displayed in CALPADS Notifications on the Home page Emailed to the following roles:
– LEA STAR Coordinator for STAR data load– LEA CAHSEE Coordinator for CAHSEE data load– LEA CELDT Coordinator for CELDT data load– CDE Assessment Coordinator
NOTE: Notification occurs only after data is loaded. There is no notification after the nightly process or after a CDE initiated snapshot.
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QUESTIONS (Cont)
Should I monitor the status of my records through the operational reports?
The operational reports are available for your convenience. Monitoring can be accomplished solely through the “Student List”.
How frequently should I monitor the status of my suspense records?Once you begin resolving your suspense records, you will want to monitor your list of records to verify that data changes you made have removed the record from your list of suspense records as expected.
Since records in suspense do not appear in reports, your schedule for monitoring them should be based on the schedule that accurate reports need to be available for your LEA and the CDE. See General Calendar in the Reports Training for information about each Program’s data availability for reports.
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When you make changes to data in the ODS, they are replicated to the ODSR in real time. However, the change will not resolve a suspense until one of the following:
– You match the suspense data to the corrected CALPADS record– Suspense processing clears the suspense (in nightly process, load, or CDE
snapshot)
KEY POINTS
A suspense can be resolved in CALPADS by one of the following …− the LEA correcting CALPADS data− the vendor correcting results data− the LEA and/or CDE manually assigning the suspense record to the
correct SSID
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The rules for identifying an SSID Assessment Date (i.e. date CALPADS used to locate the enrollment at the time of testing) may not accurately identify a student’s enrollment at the time of testing, since an actual day of testing is not available in the results data for STAR and CELDT. Consult the Service Desk if you suspect this has occurred.
CDE will be working with assessment vendors to get the actual date of testing in the results file, which will eliminate the need to calculate this date.
KEY POINTS (Cont)
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DOCUMENTATION Key Terminology Loading Assessment Results Data Validation & Reporting Data Managing Suspense – Batch Files Glossary of Terms and Business Rules –
Assessments (separate document)
Wrap-Up
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Please Complete Our Survey
49
Questions
http://www.csis.k12.ca.us/survey/calpads-training/
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KEY TERMINOLOGY
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KEY TERMS & RELATIONSHIPS
PROGRAM STAR
CAHSEECELDT
ADMINISTRATION
ASSESSMENT STAR = CST, CMA, CAPA
CAHSEE = CAHSEECELDT = CELDT
ASSESSMENT DATE (Reported)
TESTExamples:
English/Language ArtsAlgebra I EOC
CONTENT AREA
ADMINISTRATION DATE (SSID)
CALENDAR
Reporting and Data Storage utilize standard definitions
ADMINISTRATION DATE (SSID)
ASSESSMENT DATE (SSID)
PROGRAM STAR
CAHSEECELDT
ADMINISTRATION
ASSESSMENT STAR = CST, CMA, CAPA
CAHSEE = CAHSEECELDT = CELDT
ASSESSMENT DATE (Reported)
TESTExamples:
English/Language ArtsAlgebra I EOC
CONTENT AREA
ADMINISTRATION DATE (SSID)
CALENDAR
ADMINISTRATION DATE (SSID)
ASSESSMENT DATE (SSID)
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Key Terminology
Program (Testing Program)
– STAR Testing Program– CAHSEE Testing Program– CELDT Testing Program
Administration - ADMIN (Program Administration) Indicator for a Program’s testing
DATA DEFINITIONS
cycle:– STAR = ANNUAL– CAHSEE = JUL, OCT, NOV, DEC, FEB, MAR, & MAY– CELDT = JUL, AUG, SEP, OCT, NOV, DEC, JAN, FEB, MAR, APR, MAY, & JUN
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DATA DEFINITIONS (Cont)
Calendar (Program Testing Calendar)
The schedule for each Program Administration used to indicate the valid testing days for a Program Administration
Assessment – STAR =
California Standards Tests (CST) California Modified Assessment (CMA) California Alternate Performance Assessment (CAPA) Standards-based Tests in Spanish (STS)
– CAHSEE = CAHSEE– CELDT = CELDT
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DATA DEFINITIONS (Cont)
Test
• Content Area (Test Content Area) Subject content area to which the Test belongs(See Documentation)
Name of testing instrument (See Documentation)
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TESTS
Tests and associated Content Area (Test Content Area)
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TESTS (Cont)
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TESTS (Cont)
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TESTS (Cont)
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LOADING ASSESSMENT RESULTS
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AADS Requires …– Vendor Results Data
– Student Profile Data Enrollment (SENR) Student Information (SINF) Student Program (SPRG)
LOAD PROCESS
CALPADSPortal
CALPADS Staging
Area
CALPADS Integration
Hub (ZIS, FTP,
ESB)
LEA Systems
Local CALPADS
ZIS
State Users
Other Systems
LEA
Assessment Vendors
CALPADS Assessment & Accountability
Data Store(AADS)
CALPADS Operational Data Store Replicated
(ODSR)
CALPADS State
Reporting Snapshots
CALPADS Operational Data Store
(ODS)A
BC
D
Reporting
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VENDOR RESULTS DATA LOAD
How does “Manage Submissions” work for Assessment Results?
The following processes are performed:
1. LOAD
2. TRANSFORMATION
3. SUSPENSE
4. SNAPSHOT
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STUDENT PROFILE DATA LOAD
What data does CALPADS replicate into ODSR from ODS and when?
Student Profile data is replicated from the ODS into the ODSR in real-time as transactions in the ODS occur. The data in the ODSR is a subset of ODS data from all enrollments for currently and previously enrolled students.
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STUDENT PROFILE DATA LOAD (Cont)
When does ODSR data get replicated into AADS for reporting?
ODSR Student Profile data for a Program Administration gets replicated into AADS as a part of the Suspense Resolution Process by LEAs and CDE, as part of the Suspense Process evaluation of data (nightly and when a Snapshot is taken during a load or manually initiated by CDE i.e. update & freeze of reporting data for a Program Administration). The data include:
− For Test Participants without data in suspense: Data that were valid at the time of testing (i.e. SSID Assessment Data Records)
− For Non-Test Participants: Data that were valid during the time of testing (i.e. LEA Testing Window) Note: occurs only during Snapshot Process
− For currently enrolled students without data in suspense: Current data
SSID Assessment Data Records are the ODSR Student Profile Records (SENR, SINF, SPRG) valid at the time of testing that are used in the Suspense Process to validate a Testing Participant’s enrollment.
Test Participants are students with results records for a Program Administration (both valid and invalid results)
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STUDENT PROFILE DATA LOAD (Cont)
What data does CALPADS snapshot in AADS?
data replicated into AADS from ODSR for the Program Administration.
This is the data used to report results for Program Administrations, as well as to report results/lack of results for currently enrolled students.
The Snapshot process updates and freezes both the vendor results data for the Program Administration and all of the Student Profile
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LOADING RULES SUMMARY
Program Load Name Initial Load Rules
STAR P1 P2 P3
Overwrite previous load for academic year. Evaluate for Suspense
If previous record exists for UIN (student Unique Identification Number), reevaluate for suspense, except for
– LEA or CDE Resolved. Do not re-match demo
Post P3-LEA(s) No overwrite of P3. Load & evaluate for Suspense If previous record exists for UIN, reevaluate for suspense,
except for– LEA or CDE Resolved. Do not re-match demo.
Note: Multiple loads are possible for different sets of LEA(s).
• Load Name is used for Snapshot Name and Extract Name
When new data are loaded, suspense records that have been resolved stay resolved, unless enrollment can no longer be validated
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LOADING RULES SUMMARY (Cont)
Program Load Name Initial Load Rules
CAHSEE MONTHLY-ADMIN NAME QUARTERLY 1-4 EOY
No overwrite of previous load for academic year. Load & evaluate for suspense
If SSID is in a subsequent load for the same Test &– Same ADMIN, replace previous record & reevaluate for
suspense, except for LEA or CDE Resolved. Do not re-match demo.
– Different ADMIN, save each record & evaluate new for suspense
CELDT MONTHLY-ADMIN NAME PRE-DRM POST-DRM
No overwrite of previous load for academic year. Load & evaluate for suspense
If SSID is in a subsequent load for the same Test &– Same ADMIN, replace previous record & reevaluate for
suspense, except for LEA or CDE Resolved. Do not re-match demo.
– Different ADMIN, save each record & evaluate new for suspense
Multiple ADMINS are stored for same test (CAHSEE & CELDT)
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DATA VALIDATION & REPORTING DATA
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DATA VALIDATION PROCESS - SUMMARY
Suspense Resolution Process (online & batch)– Runs limited validation– If matched, removes suspense and copies ODSR Test Participant Data to
AADS as transaction completes Suspense Process – Nightly
– For suspense records, runs full validation on those for which ODSR Test Participant Data has changed.
If new match, removes suspense and copies ODSR Test Participant Data to AADS
– For matched records, runs validation on those for which ODSR Test Participant Data has changed. (For Batch matched record, runs full validation; for LEA/CDE matched record, runs limited validation)
If still match, refreshes AADS data If no longer match, places in suspense
– For currently enrolled students, copies to AADS new data and refreshes existing if ODSR data has changed
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DATA VALIDATION PROCESS - SUMMARY (Cont)
Suspense Process - In Load – For new record, runs full validation
If matched, copies ODSR Test Participant Data to AADS for Admin & Load If no match, places in suspense for Admin & Load
– For all matched records and suspense records, runs validation on those for which ODSR Test Participant Data has changed for Admin in record and on those for which the vendor results have changed. (For Batch matched and suspense record, runs full validation; For LEA/CDE matched, runs limited validation)
If still matches, refreshes AADS data for Admin & Load (Note: If multiple Admins are loaded for a Program and a load for one of the Admins includes a record for a previous Admin, the most current information about the Admin is reported when the information on the report is not related to a Load)
If no match, places in suspense for Admin & Load
– For currently enrolled students, copies to AADS new data and refreshes existing if ODSR data has changed
Data Validation & Reporting Data
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DATA VALIDATION PROCESS - SUMMARY (Cont)
Snapshot Process – In Load and Standalone– Always includes the Suspense Process– For Non-Test Participants, copies to AADS new data and refreshes
existing if ODSR data valid during testing has changed – Freezes AADS data (i.e. CALPADS Student Profile Data for Test
Participants with matched vendor assessment result record, as well as Student Profile Data for Non-Test Participants and currently enrolled student data). Note that Test Participants with suspense data are not included.
Data Validation & Reporting Data
Definitions• Full data validation = SSID, demo (gender, birth date year) enrollment, vendor Administration Date• Limited data validation = enrollment, vendor Administration Date. SSID & demo mismatch are allowed• Test Participant = Students with results records for a Program Administration• Non Test Participant = Students who were enrolled during the time of testing for a Program
Administration (i.e. during LEA Testing Window) who do not have a results record for the Program Administration.
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REPORTING DATA COPIED TO AADS - SUMMARY
For Test Participant– data valid at the time of testing (i.e. SSID Administration Data records)
For Non-Test Participant– data valid during the time of testing (i.e. most current data during the LEA
Testing Window)
For Currently Enrolled Student– data valid for the most current enrollment at the school being reported
Data Validation & Reporting Data
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MANAGING SUSPENSE – BATCH FILES
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Managing Suspense Data - Batch
SUSPENSE RESOLUTION EXTRACT RECORD
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SUSPENSE RESOLUTION EXTRACT RECORD (Cont)
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SUSPENSE RESOLUTION RESPONSE RECORD
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SUSPENSE RESOLUTION RESPONSE RECORD (Cont)
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SUSPENSE RESOLUTION RESPONSE RECORD (Cont)