2013-14 edition drm user guide - celdt english language development test 2013–14 edition data...

California English Language Development Test

2013–14 Edition

Data Review Module (DRM) User Guide

Version 1.0

January 2014

2013–14 Edition CELDT Data Review Module User Guide

January 2014 Copyright © California Department of Education

Table of Contents Purpose ........................................................................................................................ 1

General Information ...................................................................................................... 1

Before You Begin .......................................................................................................... 2

Connecting to the DRM ................................................................................................. 2

Researching Your Work ................................................................................................ 5

Online Option—Making Corrections Using the DRM Application ............................. 5

Viewing Student Records ........................................................................................... 5

A. Browse All District Records ............................................................................. 6

B. Search Entire District (School) ........................................................................ 7

C. Viewing and Correcting Errors ........................................................................ 8

Editing a Student Record ........................................................................................... 9

Offline Option—Editing Data Files on a Local Computer ........................................ 12 Creating and Downloading a Data File .................................................................... 12

File Name Conventions ............................................................................................ 14

Editing a Downloaded Data File ............................................................................... 14

Editing a Student Record Offline .............................................................................. 15

Uploading Files Back to DRM .................................................................................. 15


January 2014 Copyright © California Department of Education 1

Purpose All local educational agencies (LEAs) should use the Data Review Module (DRM) application to make corrections to California English Language Development Test (CELDT) Annual Assessment (AA) student demographic data errors, but especially districts receiving Title III funds, to ensure the most accurate data possible for the Annual Measurable Achievement Objectives (AMAOs) 1 and 2 calculations. Correcting demographic errors also provides the most accurate school-, district-, and state-level summary reports, provided later this spring. This DRM User Guide provides instructions and best practices for using the DRM application. Once all Annual Assessment Window answer documents are scored, the master score data, including student demographic information, are reviewed against the DRM Data File Layout rules. When an issue is detected, the affected field in the student record is marked with an error or a warning flag. The DRM application assists districts in correcting flagged fields so that post-DRM student and accountability reports are as accurate as possible.

General Information The DRM will be available online from 8 a.m. Pacific Time (PT), Thursday, February 13 through 5 p.m. PT, Friday, March 14, 2014. During this window you can:

• Download the DRM Data File Layout from the CELDT Web site Quick Links or from the secure District Portal to learn:

○ Which fields and/or rules are new or changed for the 2013–14 Edition ○ Definitions of errors and warnings ○ Conditions that trigger the flags ○ Valid ranges and codes for each field ○ Edit rules to remove errors and warnings

• Review the DRM Summary to identify the schools and fields that have errors and warnings.

• Review the Errors and Warnings to identify the type of information you will need to correct errors and warnings.

• Browse or search student records to find records with errors or warnings.

• Use the DRM application to correct errors and warnings in student records.

• Download and correct errors and warnings in data files (recommended for data processing experts only) using your own software. Data files must be properly handled during the download, edit, and upload processes to avoid data corruption.

• Upload data files that contain edits and corrections.

The DRM includes student records for all students tested during the AA Window, July 1 to October 31, 2013, and whose answer documents were received by the “Receipt Date for Scoring” deadline of November 14, 2013, or were in shipments requested for pickup no later than November 8, 2013, as published in the 2013–14 Edition District and Test Site Coordinator’s Manual. Data for answer documents received after these dates will not be included in the DRM.

https://www.celdt.org/district/auth/login.aspx?ReturnUrl=%2fdistrict%2fdefault.aspx



Before You Begin Decide if you will work solely online using the DRM application or work with downloaded data files. If you plan to work with downloaded data files, make sure to have an appropriate application to open and edit Microsoft Excel or fixed-width text files. Educational Data Systems does not provide technical application support and cannot answer questions on the use of Microsoft Excel or fixed-width text file programs. If you need assistance with the DRM application after reading this DRM User Guide, contact the CELDT Customer Support Center during the hours of 7:30 a.m. to 5 p.m. PT, Monday through Friday. Do not e-mail any data to the CELDT Customer Support Center, as this would be a security breach (e-mailing secure student data).

Phone: 866-850-1039 Fax: 800-761-5024 E-mail: [email protected]

Connecting to the DRM 1. Log on to the secure CELDT District Portal at http://www.celdt.org/. (See figure 1.) 2. Enter the five-digit district code and password. Independent charter schools must also

enter the four-digit charter school number in the space provided. (Dependent charter schools are the responsibility of their home district and do not have access to the DRM except through their CELDT District Coordinator.)

Figure 1: CELDT Web Site Home Page and District Logon

mailto:[email protected]

http://www.celdt.org/



3. Next, select the Data Review Module (DRM) link. (See figure 2.) The DRM Data File Layout and the DRM User Guide can also be downloaded from this Web page.

Figure 2: CELDT District Portal



4. The DRM Summary page displays summary information for the district and for each school as follows: (See figure 3.)

District Test Purpose Breakdown displays the number of students tested in the district, within the AA Window, by test purpose. Total Student Records displays the number of student records scored for the 2013–14 Edition AA Window. Numbers are displayed for the entire district and each school in the district. Total Errors displays the number of error flags. Error flags (E) indicate inaccuracies in the data that may impact district accountability, i.e., AMAOs or other statewide reports. All errors must be corrected to ensure that student data are as accurate as possible. Total Warnings displays the number of warning flags. Warning flags (W) indicate possible inaccuracies in the data. Districts are strongly encouraged to correct any inaccurate data associated with warning flags.

Figure 3: Data Review Module (DRM) – Summary Page



Researching Your Work 1. Review the district summary information. (See figures 3 and 4.) 2. Identify the schools and the fields that have the highest numbers of errors. The DRM

Summary page displays counts of errors and warnings for the entire district and for each school.

3. Refer to the DRM Data File Layout document for error and warning explanations. 4. Gather the information you will need to correct the errors and warnings.

Online Option—Making Corrections Using the DRM Application 1. On the DRM Summary page, select the Entire District link to correct data by error type for

the entire district. Or, select one of the school name links to view and correct the data records for that individual school. (See figure 3.)

2. If the Entire District link is selected, that will take you to the District Summary page. This page displays a list of errors for students in the entire district. If a school name is selected, that will take you to the specific school summary page and will display a list of errors for students in the selected school.

Viewing Student Records There are several ways to filter down and view individual student records. If the district is chosen, three options are available for viewing the records. (See figure 4.)

A. Browse All District Records for records for the entire district B. Search Entire District for records meeting specific criterion C. Viewing and Correcting Errors and warnings from a list of records with a specific error

type The sections that follow provide detailed descriptions for each viewing option.



Figure 4: DRM District Summary

A. Browse All District Records 1. Select the Browse All District (School) Records link on the District (School) Summary

page. (See figure 4.) All records for the district (school) are displayed. (See figure 5.) To view more records, select the Next > link at the bottom of the page.

2. The default sort order is alpha by Last Name. Use the “Sort By” drop-down menu to re-sort the list of student records. Choose a field from the list, then select the Go button.

3. To edit a student record, select the Edit link in the Action column.

A B

C



Figure 5: Browse All Records

B. Search Entire District (School) 1. In the Search Entire District (School) section of the District (School) Summary

page, you can search for all records that meet a certain criterion. (See figure 4.) The default sort order is alpha by Last Name. Use the “Search Field” drop-down menu to search for records based on Last Name, First Name, or SSID.

2. In the “Search Query” box, type in information for the student record you want to find that corresponds to the Search Field chosen.

3. Select the Search button. All of the matching records for the district (school) are displayed. (To view more records, select the Next > link.) Note that name searches will do partial matching, so searching the Last Name field for “CA,” will match last names with “CA” anywhere in that field. a. When on the Search Results page, the default sort order is alpha by Last Name.

Use the “Sort By” drop-down menu to re-sort the list of student records. Records can be sorted by Last Name, First Name, or Grade. (See figure 6.)

b. To edit a student record, select the Edit link in the Action column.



Figure 6: District Summary – Search Results

C. Viewing and Correcting Errors 1. In the Viewing / Correcting Errors section of the District (School) Summary page:

(See figure 4.) a. To view all records with errors and warnings, select the Total Errors & Warnings link. b. To view all records with errors, select the Total Errors link. c. To view all records with a specific error, select the specific field name link. d. To view all records with warnings, select the Total Warnings link.

2. Once on the List Errors page, the default sort order is alpha by Last Name. Select from the drop-down menus at the top of the List Errors page, changing one or more options, to re-sort the student records. Select the Go button to run the selection criteria against the list of student records. (See figure 7.) • Use the “Sort By” drop-down menu to select a sorting order for the records based on

Last Name, First Name, Grade, or Error Field. • Use the “Filter by Error Field” drop-down menu to filter the list to display only those

records that contain errors in a specific field. • Use the “Filter by Type” drop-down menu to filter the list to display only those

records that contain Errors Only, Warnings Only, or All Types (errors and warnings).



Figure 7: List Errors

3. A PDF report listing the student records and their errors shown on the page can be obtained by selecting the Print List link at the top right of the List Errors Web page. (See figure 8.)

Figure 8: List Errors – Print List

Editing a Student Record 1. From the District Summary page (See figure 4.), navigate to a student record using

method A, B, or C from the Viewing Student Records section. 2. Select the Edit link in the Action column to view the entire record of the selected student

for editing. (See figure 8.) 3. The Correction Form for the selected student record will display. (See figure 9.) For your

review, fields with errors and warnings are displayed in the box at the top of the page.



4. To correct a specific error or warning, select the Jump link next to the message to go directly to that field with the error or warning. Or scroll down the page to review all fields for this student record.

Figure 9: Correction Form

5. Correct the errors or modify the information in this student record by changing or

entering the correct data. Many fields have a pull-down menu to select specific responses that meet field criteria. Other fields require information be typed into a text box or be selected from check boxes or radial buttons. Correct all fields with error and warning flags. More than one error and/or warning may be edited at a time. You may also correct demographic information for fields that are not highlighted with an error or warning. Uneditable fields, such as the Grade Span, will not have a method of changing the data on the form.

6. Data entered for each field must meet field specifications which include both the valid value(s) and edit criteria for that field. Refer to the 2013–14 Edition DRM Data File Layout document for field specifications.

7. Continue editing fields for this student record. Once editing is complete, select the Apply Edits button at the bottom of the Correction Form to make the change(s). (See figure 10.) If additional information is needed in order to correct certain fields, correct as many fields as possible and apply the edits. You can return to correct records later when you have the information you need. Edits to student records may be made at any time until the end of the DRM Window.



8. If, after changes are made on the Correction Form, corrections should not be applied, select Cancel Changes & Go Back button. (This option will cancel all of the changes you made to this record in this session.) (See figure 10.)

Figure 10: Correction Form–Apply Edits or Cancel Changes

9. After selecting the Apply Edits button, a Record Processed page will display, providing

information regarding whether the edits made meet the field specifications. If the edits meet the field specifications, select the Return to Record List button to continue correcting additional student records. (See figure 11.)

Figure 11: Record Processed, Edits Successful

10. If any of the field specifications are not met by the changes submitted, the specific criteria will be displayed. You may choose the Re-edit Record button to go back to the student record and correct the error, or choose the Return to Record List to select a different student record. (See figure 12.)



Figure 12: Record Processed, Errors Exist

Note that occasionally an inaccuracy in one field triggers errors and warnings for another field—a cross-field validation error. When trying to correct one of these fields, such as Test Purpose, it can be helpful to change one field at a time to see if that correction removes any other flags.

11. Repeat the process above (Editing a Student Record) until as many errors and warnings as possible have been corrected.

12. When all errors and warnings for the entire district have been corrected, the “Total Errors” and “Total Warnings” on the District Summary page will both be zero. (See figures 3 and 4.)

Offline Option—Editing Data Files on a Local Computer To work with a data file and make corrections offline, a batch of student records or the entire student records set from the master data set must be downloaded to a local computer. This allows the district to make corrections by updating the data file using a student information system or, if the Microsoft Excel download option is selected, to make corrections using a spreadsheet format. These options may be faster than updating one record at a time using the online option. Corrected data files must then be uploaded back into the DRM application.

Creating and Downloading a Data File 1. Follow the instructions in this guide for Connecting to the DRM and Researching Your

Work on pages 2 through 4. CAUTION: The district is responsible for downloaded data. The most recent corrections will always overwrite earlier corrections (either online or in uploaded files). For this reason, it is recommended that you work with one file at a time. Download and make corrections to one file and upload the edited file before downloading another. To prevent data loss, it is also recommended that you use either the offline or the online method, but not both at the same time.



2. To download a data file, select the Offline Option button from the DRM Summary page. (See figure 13.)

Figure 13: DRM Summary – Offline Option

3. From the Offline Option page (See figure 14.), use the default options of “All Schools,” “All Fields,” and “All Records” to download a data file that contains all student records, or filter for specific records by using the following drop-down menus: • School—Choose one school or All Schools • Error Field—Choose a specific field or All Fields • Record Type—Choose a specific record type (Errors Only, Warnings Only, or All

Records) 4. Choose the download format by selecting from the “File Format” drop-down menu.

Districts can download the files as fixed-width text files (.txt) or Microsoft Excel (.xlsx) files.

5. Note: MS Office XP and 2003 Users: DRM files downloaded for Excel are in the Excel 2007 and newer format (with the .xlsx extension). Users of older versions of Office may read these files by installing the Microsoft Office Compatibility Pack.

http://www.microsoft.com/en-us/download/details.aspx?id=3



6. After selecting one or more filters and the file format, select the Download button. (See figure 14.)

Figure 14: Offline Option: Download File

File Name Conventions The downloaded files created by the DRM application have the following naming conventions:

• Excel files: “CELDT_DRM_Offline_YYYYMMDD_HHMMSS.xlsx”

• Fixed-width text files: “CELDT_DRM_Offline_Fixed_YYYYMMDD_HHMMSS.txt” “YYYYMMDD_HHMMSS” identifies the year, month, day, hour, minute, and second that the data file was created. This naming convention will identify when the file was created and will ensure that every file downloaded has a unique name.

Editing a Downloaded Data File 1. Download the DRM Data File Layout and refer to this document throughout the editing

process. 2. Review the general information in the DRM Data File Layout on downloading, editing, and

uploading files.



3. The “User May Update” column of the DRM Data File Layout indicates whether the information changed in the downloaded file will update the existing values in the DRM application. • If “Yes,” the district may update the values in this field for any student, whether the

field is flagged as an error, warning, or not. Follow the “Valid Values,” “Edits,” and “Edit Rules” specifications to ensure valid information is uploaded into the DRM application.

• If “No,” the district may not update the values in this field for any student. Information changed in these fields in the downloaded file will be ignored upon upload.

Warning: Take care not to strip leading zeroes; add, delete, hide, or move columns; or otherwise compromise file or data integrity. The DRM will reject data files if columns in the file have been moved and/or if the Unique Identifier in fields 2 and 94 do not match. Important Information for Excel Users: Data can be compromised by sorting incorrectly. For this reason, the Microsoft Excel spreadsheets have been locked and are not sortable. Cells that may not be edited will not allow for changes. Data processors highly familiar with the sorting options within Excel may unprotect the spreadsheet and sort as necessary.

Editing a Student Record Offline Each field that could have an error or warning is immediately followed by a flag field that indicates the type of flag on the preceding field. Fields that cannot be edited (such as Grade Span—Field 29), or can be edited, but have no edit rules (such as Student ID Number—Field 26), do not have a flag field. If the field has a flag, an “E,” used to indicate an error in the field, or a “W,” used to indicate a warning, will be present in the flag field. A blank in the flag field indicates no inaccuracies in the data according to the valid values and edit rules. Error flags (E) indicate inaccuracies in the data that may impact district accountability, i.e., AMAOs or other statewide reports. All errors must be corrected. Warning flags (W) indicate possible inaccuracies in the data and should be reviewed for correction.

1. Make corrections by entering the correct data into the data field. For example, if Field 30—Grade displays “13” (an invalid value), Field 31—Grade Flag will contain an “E”. Enter “12” in Field 30—Grade to correct the grade for this student to 12. It is not necessary to remove the “E” or “W” in the flag fields.

2. Correct as many errors and warnings as possible in the entire data file. Uploading Files Back to DRM

1. Log on to the secure District Portal at http://www.celdt.org/. 2. Select the Data Review Module link. 3. Select the Offline Option button. (See figure 13.) 4. Select the Upload Corrected File button. (See figure 14.)

http://www.celdt.org/



5. Locate the edited file and select it. Upload will begin automatically. Note:

• Files downloaded as fixed-width text files must be uploaded back into DRM as fixed-width text files with an extension of “.txt”.

• Files downloaded as Excel files must be uploaded back into DRM as Excel files with an extension of “.xls” or “.xlsx”.

6. The DRM application will confirm that the file has been received. To confirm that the file format is correct, select the Validate and Import File button. The “Upload” function then analyzes data in each field independently and then for fields with dependencies on other fields.

• Data that do not meet field specifications (e.g., values are out of range) will not be updated in the DRM application.

• Data that meet field specifications will be updated even if the student record has other fields for which errors remain or are introduced.

7. If the file contains duplicate records (i.e., more than one record with the same Unique Identifier), the file will be rejected. Correct the file, then upload it again.

8. A file validation summary will be displayed with a link to a detailed Upload Error Report, which may be printed. (See figure 15.)

Figure 15: Offline File Validation Results

9. Return to the DRM Summary page to view a summary of the remaining errors and

warnings. (See figure 4.) 10. Continue downloading data files, making corrections, uploading the edited files, or

working online until as many errors and warnings as possible have been corrected.

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