Transcript 2013 CO ACT Student Biographical Data An overview to help you have a successful data submission. Assessment Unit.

2013 CO ACT Student Biographical Data
An overview to help you have a successful data
submission.
Assessment Unit
What’s in this overview?
Slide No.
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What, When, & Why
What’s new for 2013
TCAP and CO ACT SBD Differences
Steps in the Process
CO ACT Sample Reports
11 th Grade Alternate
Contact Information
Colorado Department of Education
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7-15
16-25
26-31
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CO ACT SBD: What
 Student Biographical Data (SBD) Review is a
review of the demographic data submitted for
each student who took the 11th grade CO ACT
assessment.
 SBD for CO ACT will be an electronic process in
which districts will be able to update their data
using the Automated Data Exchange (ADE) at
the Colorado Department of Education.
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CO ACT SBD: When
 Opens on Friday, June 21, 2013
 Closes on Tuesday, July 2, 2013
 Districts cannot make changes to CO
ACT data after July 2.
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CO ACT SBD: Why
 The 11th grade CO ACT assessment is part of the
Colorado Student Assessment Program.
 Results are included in the calculations for the
accountability ratings for the District Performance
Framework (DPF) and the School Performance
Framework (SPF) (high schools only).
 Participation rate on the CO ACT is also calculated for
the DPF and SPF.
Colorado Department of Education
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What's New for 2013
 Nothing new in the ADE data update for 2013
 Foreign Exchange Students:
 For this year districts may identify foreign exchange students to the CDE
Assessment Unit through a separate file. Students included in this file will be
excluded from accountability performance calculations. Foreign exchange students
are considered non-residents and their parents reside in another country. These
students will be associated with the following in the Student October collection:
 An attendance code of 04 (Non-resident, Choice – public schools of choice) or 05 (Non-Resident NonChoice.
 State of Parent’s Residence is a country code other than the United States (see
https://cdeapps.cde.state.co.us/countrycodes.htm for valid values)
 Policies will be clarified for future years.
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Differences between
CO ACT and TCAP SBD
 CO ACT allows for blank responses in many fields. Fields
left blank are treated as the most common response which
is usually listed first on the file layout sheet. This is often
the value of “A”. This means that if you want a value other
than that default you must enter a value and not leave it
blank.
 There is No NCount process for CO ACT
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Differences between
CO ACT and TCAP SBD
 Some fields are not changeable based on the way ACT
deals with self-reporting student data.
 There are several fields that were changeable in TCAP SBD
that ACT does not allow to be changed and are thus not
included in the file layout for CO ACT SBD.
 Ethnicity
 Gender
 DOB
 Student name will appear in the file but will not be
changeable.
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Differences between
CO ACT and TCAP SBD
Changeable CO ACT fields:
 ACT School Code
 SASID
 Block V Questions
 New to School (Q1)
 Continuously Enrolled (Q2)
 Migrant/Immigrant Status (Q3)
 Language Background (Q4)
 Eng. Language Learner Program (Q5)
 Primary Disability (Q6)
 Test Accommodations (Q7)
 Educational Programs (Q8)
 Free/Reduced Lunch (Q9)
 Testing Status (Q10)
 Race/Ethnicity (Q11)
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Differences between
CO ACT and TCAP SBD
Changes are allowed to the ACT School
Code when the wrong code has been
entered.
 If there is an error in where the record is being reported, the ACT
school code may be changed to place the record in the proper
school by using the following procedure.
 A list of ACT school codes can be found at:
https://ade.cde.state.co.us/actcodes.htm
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Differences between
CO ACT and TCAP SBD
Changes to ACT School code continued
If a district needs to move a record from a school in one district, they must…
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Communicate with the district to which they are moving the student and
receive approval before changing the ACT school code.
The sending district should also ask the receiving district for the correct data
for the record in question. The receiving district will not have the opportunity
to change the records they receive as these transfers will be made by ACT after
the window closes.
It is suggested that all communication regarding changes of ACT school codes
be in writing. Email provides a satisfactory method of doing so.
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Differences between
CO ACT and TCAP SBD
Changes to ACT School code continued.
 Each error/warning report obtained after a school code has
been changed will exhibit a warning for records on which any
ACT school codes were changed. This warning is for
information only and will not stop processing. It is meant to
help districts double check changes.
 Any changes in the ACT school code which moves records will
not be reflected on school reports until the data has been
changed by ACT after July 6th.
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Differences between
CO ACT and TCAP SBD
When is it appropriate to move a CO ACT
record from one school or district to another?
 It is appropriate to move a record if an ACT school code
was miscoded at testing time and this is confirmed by
both districts or schools.
 A record may also be moved if a student took the CO ACT
in a school other than the one where he or she was
officially enrolled at the time of testing.
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Differences between
CO ACT and TCAP SBD
Duplicate Records: How will they be handled?
 DO NOT delete duplicate records if they are found in your file.
 ACT will attempt to find duplicates before they send the file to
CDE
 If duplicates are still found, ACT will determine which record is
valid and will be retained. Please contact staff at CDE—see
contact information at the end of this document.
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SASID Check for CO ACT SBD
 On CO ACT the SASID match will only be a check to verify that
the SASID on the record is a valid one in the RITS system at
CDE.
 Names, DOB, and Gender will not be matched in this check.
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The STEP BY STEP Process
Important: ADE Respondents
 If you need to add or change an CO ACT respondent from last
year, the Respondent information form is located on the web at:
https://cdeapps.cde.state.co.us/actsbd_respform.htm
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The STEP BY STEP Process
IMPORTANT: Computer Requirements
 Computer must meet requirements on ADE website
 Can be either PC or MAC
 Configured to use a RECENT version of either Netscape
Navigator (4.7) or Internet Explorer (IE 5.5) (minimum)
 Have MS Excel or some other spreadsheet or data analysis
software capable of creating space delimited (.prn) files
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The STEP BY STEP Process
Downloading Your File
 Sign into the ADE system at CDE using your district user name and password as well
as your personal user name and password.
 Full instructions for using the ADE system are available at
https://cdeapps.cde.state.co.us/doc_toc.htm#actsbd in the section title
documentation. (Look for the ACT section).
 After you have logged in, download the file named actxxxx.cs1 or actxxxx.tx1. The
cs1 file is a comma delimited file while the tx1 file is an ASCII text file. It is your
choice on which to use, although the cs1 file imports easily into Excel using the file
import wizard. (For more information see:
https://cdeapps.cde.state.co.us/doc_toc.htm#actsbd and click on the section
describing how to use comma delimited and text files).
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The STEP BY STEP Process
Formatting the File and Accessing Reports
 Import the file into your spreadsheet software and format it. There are complete
instructions for using Microsoft Excel at
https://cdeapps.cde.state.co.us/doc_toc.htm#actsbd . Carefully follow these
directions. A header/template is available at this same website to help with
formatting.
 If you are using Excel, make sure to change each field to a text field (detailed steps
are in the Excel instructions).
 Save the formatted data file to your computer ‘desktop’ or in a computer file folder.
 If your file has not been formatted correctly, it will not be the correct length and
will not be accepted by the ADE system.
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The STEP BY STEP Process
Initial File Submission to ADE
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Save your formatted Excel file in Excel first and save again as a ‘spacedelimited text’ file (.prn). STEP BY STEP instructions are available in the
instructions for using Excel and using the ADE system on the ADE
website).
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Your file should be named: actxxxx.01a. Use your district number in place
of the “xxxx”.
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Before making any changes to the data, submit the “.prn” file back to the
ADE system which will accomplish two things.
 It will let you know if your formatting is correct before you make a
lot of changes that could be lost if reformatting is necessary.
 It will allow you to get an ERROR, WARNING REPORT which will
facilitate determining the data that need to be modified or added if
missing.
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The STEP BY STEP Process
Correcting the Data
 Once your file has been accepted by the ADE system as formatted correctly,
you can begin to update and correct the data.
 Make an extra copy of your work as an Excel file and then make your
submission as you did in a previous step.
 Review your reports to find any further data changes that are needed.
 Continue to submit your file and review reports until you are no longer
receiving errors, and you are ok with any warnings on your reports. (Each
submission will have a higher number. For example, your first submission will
be actxxxx.01a the next will be actxxxx.02a etc.
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The STEP BY STEP Process
Approving the Data
 When you pass all edit checks and are satisfied with your data you must:
 Download and check your “Final Data Summary Report”
 Approve your data following the instructions on using the ADE website.
 Follow the screen shots on “USING THE ADE WEBSITE” until you are certain you
have approved your data.
IF YOU DO NOT APPROVE THE FILE, YOUR DATA WILL REVERT BACK TO THE INITIAL
VERSION!
 See the following screen shot.
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As with TCAP SBD you must see the
following screen to finish the CO ACT
SBD Process
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The STEP BY STEP Process
REMEMBER!!!
 CO ACT SBD closes 07/02/13.
 There is absolutely no flexibility because of need to
meet ACT’s deadlines; to publish reports; to calculate
DPF/SPF, etc.
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The STEP BY STEP Process
After CO ACT SBD Closes on July 2, 2013
 CDE sends file to ACT for processing.
 ACT will send final data back to CDE.
 CDE posts the final version of data and reports on ADE.
Districts will be notified when the final reports are available.
 This final data review is for informational and verification
purposes only; no further changes can be made after July 5th.
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CO ACT Sample Reports
 These are generated for your review and verification of
the CO ACT demographic data.
 The following are examples of the reports that will be
available to districts.
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Edit/Error Report
 A successful file submission to ADE must be achieved before this
report will be generated.
 Other than the initial reports, this will be the only report available
until all edit checks for errors (not warnings) have been passed.
 This is a guide as to what must be changed to pass errors and
warnings.
 Remember errors stop processing and must be corrected before the
file can be approved. Warnings do not require corrections before
approval but should be reviewed carefully and corrected where
possible.
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Edit Error Report Sample
Note: Edit report will look slightly different because the formatting was adjusted to keep information
together for this presentation..
06/30/2011
Colorado Department of Education
Page : 1
12:30 PM 2010-2011 ACT Student Biographical Data Collection
Report: ACTREB
Edit Error Report
File : actXXXX.eba
District: XXX DISTRICT NAME
Data file: act0130.04a
Total # of records in data file :
Total # of errors for data file :
3,586
49
Q4
Q5
Q6
Q7
Q8
Q9
Q10
Q11
123456
A
A
B
A
A
A
K
B
A
A
D
•The edit report lists each student in each category with
‘errors,’ (highlighted in red here) that need to be fixed.
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Q3
Q3
S
Q2
Q2
SCHOOL
Q1
8888
SASID
District
Name (first 30)
Schnl Name
(first 15)
e
5114
Test Type
Schl Num
00493892
ACT HS Code
Sequence
Number
Error: If a student is reported as having an IEP, then that student must have a reported disability.
Summary Reports
 Summary Reports provide a disaggregated report of counts
for each school’s data. It is shown at the school level.
 Examine the final version closely to be sure it is accurate.
 These reports will show only those fields that can be
changed in SBD
 This allows you to find errors that may not be exposed in
the error/warning process.
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Summary Report Example
School: 0000
NEW HIGH SCHOOL
ACT HS Code:060025
Block T
Variable
Variable Value
Q1
October New to school yes
no
Q8
Q4
Educational Program
Language Background
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None
IEP onlyIEP only
504 only
Title I only
IEP and Title I
504 and Title I
English
Spanish
Other
Blank or Invalid
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Count
9
216
200
0
200
0
0
25
0
215
9
1
0
Summary Report Example Cont.
The previous example shows…
 200 of your 225 students on an IEP — this is
“unlikely.”
 Even though these records may not be coded
correctly, they would not trigger an error or warning
or appear in any other warning or error report
because they meet the edit rule for students on an
IEP.
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11 th Grade Alternate
Assessment
 For those 11th graders not taking the ACT because of
participation in the 11th Grade Alternate Assessment
(online), the SBD process was handled during the SBD
for TCAP/TCAPA, not during the CO ACT SBD.
 No matches will be made between CO ACT and 11th
Grade Alternate Assessment records during this
process.
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CO ACT SBD Contacts
 Specific questions about the CO ACT SBD process contact
 Christine Deines, [email protected]
303-866-6877
 Jessica Allen, [email protected]
303-866-6281
Colorado Department of Education
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