ASSESSMENTS & ACCOUNTABILITY

1. ASSESSMENTS & ACCOUNTABILITY Suspense Resolution and Reports Assessments and Accountability v3.0

2. Rules Mute yourself *6 Silence cellphones HOLD 1 conversation at a time Address yourself when speaking Assessments and Accountability v3.0

3. Who Should to Be Here Individuals assigned to CALPADS maintenance & Individuals responsible for Assessment and Accountability Data Assessments and Accountability v3.0

4. Prerequisites Assessments and Accountability v3.0

5. Agenda Terminology Verify Resolution Managing Suspense Wrap-Up Overview Reports & Extracts Assessments and Accountability v3.0

6. Terminology Assessments and Accountability v3.0

7. Terminology Assessments and Accountability v3.0

8. Terminology (cont) Assessments and Accountability v3.0

9. Overview Assessments and Accountability v3.0

10. A/A Purpose Creating a complete individual student assessment history for STAR, CAHSEE, and CELDT Building Comprehensive Longitudinal Data Set Assessments and Accountability v3.0

11. A/A Functionality Current Assessment and Accountability Process outside of CALPADS CDE Analysis, Measurement & Accountability Reporting Division AYP/API Results DataQuest/Public Assessment Results to CDE Local Student Data (Electronic or Manual) Demographic Data Corrections back to Testing Vendor - Optional Testing Vendor Scored Results Assessment Results back to LEA Pre-Id Service Request Pre-ID Docs Returned START HERE Optional Answer Documents Demographic Data and Continuous Enrollment Pre-ID or hand-bubbled demographic completed answer documents sent to assessment vendor for scoring Assessments and Accountability v3.0

12. 2012/2013 A/A Processes Assessments and Accountability v2.0

13. A/A Functionality Current Assessment and Accountability Process includes CALPADS DataQuest/Public AYP/API Results CDE Analysis, Measurement & Accountability Reporting Division Accountability Reports AYP/API results imported to CALPADS Manage Suspense A/A Reports Results Records Loaded in CALPADS Enrollment data pulled from CALPADS API Continuous Enrollment Assessment Results to CDE Local Student Data (Electronic or Manual) Demographic Data Corrections back to Testing Vendor - Optional SENR Continuous Testing Vendor Scored Results Assessment Results back to LEA CALPADS Pre-Id Service Request Pre-ID Docs Returned START HERE Optional Answer Documents Demographic Data API Continuous Enrollment Pre-ID or hand-bubbled demographic completed answer documents sent to assessment vendor for scoring Assessments and Accountability v3.0

14. Session Focus • This session will focus on • The process of loading the Results Records in CALPADS • The matching of those Results Records to records in CALPADS • The LEAs expectation of this process (Managing Suspense) • Using reports to assist with local data decisions Assessments and Accountability v3.0

15. A/A Results Loading Process 1 START Depending on continual loading of data, (Vendor updates, P1, P2, P3) Loading Assessment Data in CALPADS 2 4 3 Assessments and Accountability v3.0

16. A/A Results Records Loading Tentative calendar of loading the Results Records in CALPADS STAR CAHSEE CELDT Assessments and Accountability v3.0

17. A/A Responsibilities CALPADS Assessments and Accountability v3.0

18. A/A Enrollment records Pulled Tentative Calendar for pulling Enrollment data from CALPADS Continuous Enrollment – Enrollment from Census Day thru First Day of admin date. For all students with STAR scores, students who were not enrolled for more than 30 consecutive calendar days are considered not continuously enrolled and will not be included in the API/AYP calculations. Assessments and Accountability v3.0

19. MANAGING SUSPENSE DATA Assessments and Accountability v3.0

20. Managing Suspense Linking the Results Records to CALPADS Records • 3. Five attributes are used during this process matching records before “linking” results to a student. • 4. Results Records that did not match or “link” are placed in suspense for LEAs to resolve. • 1. Program Results Records are loaded into CALPADS • 2. A nightly process is run which matches vendor Results Records to records in CALPADS Assessments and Accountability v3.0

21. Managing Suspense What are Suspense Records? Suspense records are Results Records that were loaded into CALPADS for your LEA however due to a specific discrepancy they did not match or link with any SSID in CALPADS associated with your LEA Assessments and Accountability v3.0

22. Managing Suspense Importance of Suspense Resolution: Assessments and Accountability v3.0

23. Managing Suspense System generated Matching Process - Nightly Matching process criteria Demographics in CALPADS Most current results from test vendor Suspense Further action needed Matched No action needed When all criteria is met the results are “matched” however as soon as one of these conditions is not met, CALPADS places the record in “suspense”. Assessments and Accountability v3.0

24. Managing Suspense Suspense Error Descriptions Assessments and Accountability v3.0

25. Managing Suspense Assessment Process in CALPADS Why? - When? - How? Student Profile Data -Enrollment (SENR) -Student Information (SINF) -Student Program (SPRG) Student Profile Data copied from…. ODS to ODSR real time ODSR to AADS in … -Manage Suspense Resolution Processes (LEA & CDE) -Suspense Process (Nightly) -Snapshot Process (Data Load & CDE) STAGING Where you manage your Student Profile data ODS Where all the data is loaded Real Time AADS Copy of ODS and where you manage your Assessment Data (Manage Suspense) Where Assessment reportsare generated from Nightly Process ODSR • Reporting from AADS requires • Vendor test results and • CALPADS student data Real Time Operational Reports Reports used in Verifying and Managing Suspense Assessments and Accountability v3.0

26. Managing Suspense Force Matching Process – Initiated by User 2002 2001 SSID Birth Year Missing Admin Enrollment Gender Demographics in CALPADS Results from test vendor SSID Birth Year Missing Admin Enrollment Gender FORCE A user can “force” the match when there is a discrepancy in the data OR when the data has been corrected with the Vendor (but new results not yet loaded) IMPORTANT NOTE: Once data is matched, forced or automatic, that record will not appear in suspense again, even when new data is uploaded, unless there is a change in enrollment ownership Assessments and Accountability v3.0

27. Managing Suspense Determine Resolution and Action to take * Results Record are data loaded from the vendor Assessments and Accountability v3.0

28. Managing Suspense Actions and Methods for Correcting Records in Suspense Suspense Resolution Actions • The LEA correcting CALPADS data • or • The vendor provides a corrected results file after LEA corrects data on vendor site or • The LEA and/or CDE assigning the suspense record to the correct SSID Suspense Resolution Methods • Manual match which provides reporting data to Manage Suspense immediately or • Force match which provides reporting data to Manage Suspense immediately or • Automated match (nightly suspense) which provides reporting data to Manage Suspense the following day Note: Results records from vendor will be used for AYP/API including uncorrected data Assessments and Accountability v3.0

29. Managing Suspense Research SIS, ODS ODS – Online Maintenance Search ODS Results Record Incorrect? Start Suspense Resolution NO Search for Offending Record Retrieve and Correct Offending Record Analyze Error YES Suspense Resolution Either Option Vendor Website Both or 1 Local Decision Force Match Immediate Resolution Allow Nightly Suspense Process to Auto Match Correct Vendor Data Wait for periodic new load of Vendor Data Record remains in suspense and is not included in reports Suspense Resolved Reports Refreshed Nightly including the record on reports End Assessments and Accountability v3.0

30. Managing Suspense Remember…. If Results reports are in error, changes must be made through Vendor to be reflected in AYP and API calculations Calendar of vendor loads/updates Results Record = Vendor results that were uploaded into CALPADS Assessments and Accountability v3.0

31. Managing Suspense Steps taken in CALPADS For clearing Suspense Records Assessments and Accountability v3.0

32. CALPADS Roles Assessment and Accountability CALPADS LEA STAR Coordinator 1 CALPADS LEA CAHSEE Coordinator 2 CALPADS LEA CELDT Coordinator 3 CALPADS LEA Accountability Coordinator 4 Assessments and Accountability v3.0

33. A/A Landing Page Assessment Landing Page CDE Only • Manage Program Administrations • View Assessment Event Status Assessments and Accountability v3.0

34. Managing Suspense Assessments > Online Maintenance > Manage Suspense Data 1 2 Selecting report criteria and filters • 1. Select filter for Program and Administration (subject to user’s access rights), and Academic Year • 2. Select Academic Year Assessments and Accountability v3.0

35. Managing Suspense Assessment > Manage Suspense Data > Search > Student List Assessments and Accountability v3.0

36. Managing Suspense Error Analysis Example #1 Condition = Record in Suspense does not belong to your LEA Resolution = Pass on to the CDE as “not mine” Assessments and Accountability v3.0

37. Managing Suspense Managing Suspense Assessment > Manage Suspense Data > Search > Student List Record immediately removed from list Assessments and Accountability v3.0

38. Managing Suspense Error Analysis Example #2 Condition = Results Record loaded (vendor data) is incorrect Resolution = Force the match to current record for your LEA in CALPADS Determine locally if vendor data will be corrected outside of CALPADS Assessments and Accountability v3.0

39. Managing Suspense Select Match initiates the user-defined search for a matching CALPADS SSID Assessments and Accountability v3.0

40. Managing Suspense Enter Search Criteria Enter SSID and/or demographics, using * wildcard if needed Results Record CALPADS Search M Assessments and Accountability v3.0

41. Managing Suspense Review Results: Matching results are displayed by SSID and/or Demographics, depending on the criteria entered Suspense Results Record CALPADS Search criteria Matched criteria results in CALPADS Assessments and Accountability v3.0

42. Managing Suspense Choose Match: Make selection and to initiate the match Suspense Results Record CALPADS Search M Matched criteria results in CALPADS Assessments and Accountability v3.0

43. Managing Suspense Match Records Both the suspense Results Record and the CALPADS selected match record are displayed Suspense Results Record Matched criteria results in CALPADS Assessments and Accountability v3.0

44. Managing Suspense Record Matched Successfully – Return to Student List Assessments and Accountability v3.0

45. Managing Suspense • Remember what data are used on reports • The demographic data used on Reports is from the Results Record – Not the ODS • When you force the match, ask yourself what data is incorrect? Is it the results data? • Understand that you are forcing the two data sources to “link,” however if the results data is incorrect, that incorrect data will be displayed on the reports. Assessments and Accountability v3.0

46. Managing Suspense Error Analysis Example #3 Condition = Record in suspense due to Calpads Data being Incorrect Resolution = Correct data in CALPADS Option 1 force the match Option 2 let nightly process match records once corrected Assessments and Accountability v3.0

47. Managing Suspense Select Match initiates the user-defined search for a matching CALPADS SSID Assessments and Accountability v3.0

48. Managing Suspense Enter Search Criteria Enter SSID and/or demographics, using * wildcard if needed Results Record CALPADS Search M Assessments and Accountability v3.0

49. Managing Suspense Review Results: Matching results are displayed by SSID and/or Demographics, depending on the criteria entered Suspense Results Record CALPADS Search M Matched criteria results in CALPADS Assessments and Accountability v3.0

50. Managing Suspense Correcting Data in CALPADS Assessments and Accountability v3.0