RES Overview

1. WSASRecord Editing System 2012January 11 – 12:00pm January 20, 2012Phil Cranley (608) 266-9798philip.cranley@dpi.wi.gov

2. RES Overview • Purpose of RES • Goals of Data Checking • Things to watch for in 2012 RES • Parent opt-out from book bubble only. • Primary Disability Status entry • Key cleanup fields • Access to RES • Making corrections ONLINE • Downloading data for correction • Contacting DPI/CTB with Questions

3. Purpose of RES • Checking WSAS Data for Accuracy and Completeness • Data usually clean, but stakes are high • These data will be used for: • Public (WINSS) and private (ORS) reporting • Accountability Determinations (AYP)

4. Goals of Data Checking • Ensuring accurate and complete district data • Check: • Fields with Errors • Fields with Warnings • AYP Sub-groups • Valid Score Indicator

5. WHAT’S NEW

6. New • Parent Opt-Out collected via the bubble on the book only. • Parent opt-out data collected through ISES was not always updated • The only way to be counted as parent-opt out is to fill in the bubble on the book. (Or change in RES)

7. New • Primary Disability now editable in RES • For any records where the “Disability Status” and the “Primary Disability Code” disagree an “Error” flag will be produced • All students who take WAA-SwD are assigned a disability status of “Y” • In some cases there is no primary Primary Disability Code for these students • Enter the student’s primary disability code to correct the error

8. DEMOGRAPHIC DATA / KEY CLEAN-UP FIELDS

9. Key Cleanup Fields to Look For • Fields with Errors • Fields with Warnings • School Full Academic Year (FAY) • District FAY • Test Score Indicator (Was the student tested?) • Ethnicity • ELL – English Language Learners • Students with Disabilities • Economic Disadvantage • District of Accountability • Students w/ Disabilities attending via IEP Placement (SwD-OOD)

10. Identifying and Correcting “Errors” • Records are flagged with errors when there is an illogical and/or invalid code within a record. • Examples of RES errors that can flag as invalid: Ethnicity is blank, Last name contains invalid symbols, birth date is blank, etc. • RES is not able to flag valid codes that are inaccurate for a given student. • Example of an error that RES will not flag: a male student (m) is accidentally identified as female (f)

11. Identifying and Correcting Warnings • Duplicate records will be flagged as Warnings. • Search for records with Warnings • Use the “Search for Students” feature • In many cases one of a pair of duplicates will need to be marked for deletion • Another common Warning is for the absence of WAA-SwD performance levels for Language Arts, Social Studies and Writing for students in grades 4, 8 and 10 who took WAA-SwD

12. Full Academic Year – District / School (FAYD / FAYS) • School and District Full Academic Year data are critical for district and school reporting and accountability (AYP). • Disaggregated Reports based on FAY • Reading and Math progress (AYP) based on FAY • If SFAY is “Y”, DFAY must also be “Y”.

13. Test Score Indicator • Check to see that students will have valid scores • Critical for AYP participation rate • May not have a valid score due to: • Parent opt-out • Invalidation • Not Tested

14. Parent Opt-Out • Parent opt-out is indicated by bubbling the “P” on the inside front cover of the test book. • If test status “P” is indicated, the student will receive no scores, and will be counted as “not assessed” for reporting and accountability purposes.

15. Ethnicity • A = Asian/Pacific Islander • B = Black/ Not of Hispanic Origin • H = Hispanic • I = American Indian/Alaskan Native • W = White, Not of Hispanic Origin • Although race/ethnicity is now collected in a new way, the WSAS reports will not be changed until our current testing contract expires. For more on race/ethnicity data collection and reporting see: http://dpi.wi.gov/lbstat/datarac.html

16. English Language Learners (ELL) • Level 1-5 = English Language Learner • Level 6 = Formerly ELL, now fully English proficient • Level 7 = Native English speaker. Never ELL

17. Students with Disabilities • Students who took the alternate assessment for students with disabilities (WAA-SwD) must be bubbled “Y” in the Disability field. • Make sure that the Disability Status agrees with the Primary Disability field. For instance if Disability Status = “Y”, Primary Disability must have a valid disability code • Most Students with Disabilities participate in the WKCE

18. Economic Disadvantage • N = No and means the student is NOT economically disadvantaged. • Y = Yes and means the student IS economically disadvantaged and also indicates the student’s eligibility for Free or Reduced Lunch.

19. District of Accountability • This value is calculated in ISES, or bubbled on the test book. • In almost all cases will be the same as your district number • Can be different if the student is attending your district due to an IEP placement • May be different if the student recently moved • If the student is enrolled in your district and is NOT an IEP placement, then change the District of Accountability to your district number.

20. Students with Disabilities Residing Out of District (SwD OOD) • Check for SwD OOD records in your district data. • Districts should search for a school number “8888” which will indicate that SwD OOD has been moved to your district from another district. • SwD OOD who are accountable to another district will appear in your district data if the special bubbling on the inside front cover of their test books or their ISES record is incorrect. • SwD OOD will move automatically if: • A Student with a disability is attending another district due to an IEP placement from your district. • District of Accountability does not equal the District of Attendance. (and district of accountability is valid)

21. OTHER IMPORTANT RES FIELDS

22. Wisconsin Student Number • If a duplicate or invalid WSN is detected, RES will flag the WSN field for correction. • WSN will be flagged as an error in Bold/RED. • DAC or SAC will be required to fill in the correct WSN. • VERY IMPORTANT: All WSN fields in RES will be blank. Only enter a WSN in RES if the field is flagged as an error. Do not change a WSN that the system says is okay. If it’s not flagged as an error, it doesn’t need correcting.

23. Moving Student Records • Very Rare • Different school within the district (but not if the transfer was after testing) • Mishandled books during testing window • Inter-district moves require follow-up by CTB and/or DPI • Provide complete contact information

24. Deleting Student Records • Very Rare • Moved prior to testing window • Book accidentally submit for a student who was not enrolled during test window. • Deletes require follow-up by CTB and/or DPI • Provide complete contact information

25. ACCESS TO RES

26. Access to Record Editing System (RES) • Login to the RES through www.CTB.com. • Type in your unique login, which will take you to your district and/or school: Log-ins were mailed to districts from CTB. They should have arrived in your district. • Go to My Programs-Overview which provides a link to “Record Editing System”.

27. CTB.com LOGIN

28. Record Editing System

29. MAKING CORRECTIONS AND/OR EDITS ON-LINE

30. RES Homepage – District Level

31. Summary Reports • Accessed from RES Homepage. • Shows breakdowns of demographic groups. • Can be exported to Excel. • Use to check for logic. • Can indicate significant errors or omissions

32. District Frequency

33. District Frequency - Excel

34. Search for Student Records

35. Search for Student Records

36. Generating a List of Students

37. Generating a List of Students

38. Generating a List of Students

39. Editing the Record

40. Editing the Record

41. Creating a Download File

42. Creating a Download File

43. Downloading and Saving a File

44. Editing Data Off-Line - Excel

45. Uploading Corrected Data

46. Contacting CTB/DPI • For questions about how the RES application works contact the CTB Help Desk at: (800) 282-2203 • For data and policy related questions contact Phil Cranley at DPI: (608) 266-9798 philip.cranley@dpi.wi.gov