2011 COACT Student Biographical Data

An overview to help you have a successful data submission.

Unit of Student Assessment

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What’s in this overview?

What, When, & Why 3-5 What’s new for 2011 6 CSAP and COACT SBD Differences 7-15 Steps in the Process 16-25 COACT Sample Reports 26-32 11th Grade Alternate 33 Contact Information 34

Slide No.

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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 COACT assessment.

SBD for COACT 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 Tuesday, June 28, 2011 Closes on Wednesday, July 6, 2011 Districts will have seven business days

to examine their data, make changes, and resubmit file to the ADE system.

Districts cannot make changes to COACT data after July 6th.

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CO ACT SBD: Why

The 11th grade COACT 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 COACT is also calculated for the DPF and SPF.

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What's New for 2011

There are no changes in the COACT SBD collection for 2011 from 2010.

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Differences between COACT and CSAP SBD

COACT 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 COACT Different reports (see Sample Reports-pg. 26-

32)

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Differences between COACT and CSAP 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 CSAP SBD that ACT does not allow to be changed and are thus not included in the file layout for COACT SBD. Ethnicity Gender DOB Student name will appear in the file but will

not be changeable.

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Differences between COACT and CSAP SBD

Changeable COACT 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)

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Differences between COACT and CSAP SBD

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

Changes are allowed to the ACT School Code when the wrong code has been entered.

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Differences between COACT and CSAP SBD

Changes to ACT School code continued

If a district needs to move a record from a school in one district, they must…

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 betweenCOACT and CSAP 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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When is it appropriate to move a COACT 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 COACT in a school other than the one where he or she was officially enrolled at the time of testing.

Differences betweenCOACT and CSAP SBD

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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.

Differences betweenCOACT and CSAP SBD

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SASID Check for COACT SBD

On COACT 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 COACT 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 Save your formatted Excel file in Excel first and save again as a

‘space-delimited text’ file (.prn). STEP BY STEP instructions are available in the instructions for using Excel and using the ADE system on the ADE website).

Your file should be named: actxxxx.01a. Use your district number in place of the “xxxx”.

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 CSAP SBD you must see the following screen to finish the COACT SBD Process

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The STEP BY STEP Process

REMEMBER!!!

COACT SBD closes 07/06/11. 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 COACT SBD Closes on July 6, 2011

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 6th.

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COACT Sample Reports

These are generated for your review and verification of the COACT 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

11:55 AM 2007-2008 ACT Student Biographical Data Collection Report: SBDREB Edit Error Report File : act1234.01a

District: 1234 MY DISTRICT R-2Data file: act1234.01aTotal # of records in data file : 76Total # of errors for data file : 30

RECORDS WITH Q8 IEP= B OR E MUST HAVE A DISABILITY= IN RANGE OF B-LACT Rec. Dist. Dist. Schl. Schl. Test Act HS Name SASIDNumber Code Name Code Name Type Code00493892 5114 MINE 8888 MY SCHOOL S 123456 Fabian Student L 1234567891

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Edit Error Report Continued

•Edit report lists each student in each category with ‘errors,’ (highlighted in red here) that need to be fixed. (Line is continued from previous slide.)Q1 Q2 Q3 Q4 Q5 Q6 Q7 Q8 Q9 Q10N C M L E P T E F TT E I B L D A P R SS S L L------ - - - - - - - - - - - - - - - - - - - ---- ---- ---- - - - - - - RECORDS WITH Q8 ED PROG = B OR E MUST HAVE A DISABILITY= IN RANGE OF B-L

A A A A A A A B A A

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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 Count Q1 October New to school yes 9 no 216

Q8 Educational Program None 0 IEP onlyIEP only 200 200 504 only 0 Title I only 0 IEP and Title I 25 504 and Title I 0

Q4 Language Background English 215 Spanish 9 Other 1 Blank or Invalid 0

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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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11th 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 CSAP/CSAPA, not during the COACT SBD.

No matches will be made between COACT and 11th Grade Alternate Assessment records during this process.

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COACT SBD Contacts

Specific questions about the COACT SBD process contact Christine Deines, Deines_C@cde.state.co.us

303-866-6877 Margaret Lake, Lake_M@cde.state.co.us

303-866-6802