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Hello, and welcome to the tutorial on using the 2013--14 Edition California English Language
Development Test Data Review Module. The purpose of the DRM is to make corrections to student
demographic data errors prior to the public release of 2013--14 Edition summary results
and the calculation of Annual Measurable Achievement Objectives. Reviewing and correcting errors
in the DRM help to ensure data are as accurate as possible for school-, district-, and state-level
reports, provided later this spring. The DRM will be available February 13 through March
14, 2014. There will be no other opportunity for districts to make corrections to the 2013--14
Annual Assessment Window data. In this tutorial we will cover the following
topics: How to access the DRM application
How to select a method to make corrections How to use the online option—making corrections
using the DRM application How to use the offline option—editing data
files on a local computer Before I show you how to access the application,
it is important to note what the DRM application contains. Once all AA 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. These are the fields that
should be reviewed and corrected, if possible, within the DRM, as well as any other editable
data the district knows to be inaccurate. The DRM Data File Layout and a written user
guide are available within the DRM application and on the District Portal Home page. I will
point these out when we get to them. To access the DRM application, which will
be available February 13 through March 14, 2014, go to the CELDT Web site at http://www.celdt.org/,
and log on to the CELDT District Portal using your district code and charter number for
independent charter schools. Enter your password and select the Logon button. Once inside the
portal, on the right-hand side of the screen, select the Data Review Module (DRM) link.
This takes you to the DRM home page which has sections for both the online and offline
data correction methods. We will discuss each method in detail in a moment. Also available
on this page are the DRM User Guide and DRM Data File Layout I referenced earlier. We
recommend you use both documents while working through the application.
There are two options for making corrections to your district's student demographic data.
The first option is to fix the errors online, directly in the application. The second option
is to download the student demographic data file, make corrections offline, and then upload
the corrected file. Let's begin by using the online method. The
online portion of the DRM is located on the right-hand side of the DRM home page. Here,
you will see the total number of student records for your district. The first table breaks
down the student records by Test Purpose. The second table lists all errors and warnings
for both the district as a whole and for each school in the district. As you can see, my
district has a total of four errors and four warnings.
To begin making your corrections, select either the Entire District button or select the specific
school that you want to make corrections for. For the purposes of this tutorial, I will
select Entire District, which will take me to the District Summary page.
On the left-hand side of the District Summary page, you can view all student records by
selecting the Browse All District Records button or you can use the search field to
find a particular student by Last Name, First Name, or SSID.
On the right-hand side, you will see all errors and warnings that should be reviewed for correction.
To review specific student records for correction, you can select Total Errors & Warnings, Total
Errors, or Total Warnings. You may also view student records by the error types available
in this list. For the purposes of this tutorial, I will select the Total Errors & Warnings
button so that I can see every student record that needs to be reviewed and corrected.
This takes you to the List Errors page where you will see all of the student records in
your district that are included in the Total Errors & Warnings category. You can view the
entire list of student records, as shown here, or you can sort the student records by name
and/or filter by grade, error field, all errors, or all warnings. From the Filter by Type drop-down
menu on the right, I will choose Errors Only and then select the Go button. This will take
me to the next screen, which lists all of the errors for my district.
When you are ready to make a correction, select the Edit button next to the student record
that you want to fix. I will edit Durango Colorado's Date of Birth. Note that the next
screen, called the Correction Form, will show you all errors and/or warnings for that particular
student. You can either jump to the specific error you would like to fix by selecting the
Jump link at the top of the page, or you can scroll down manually to find the error(s),
which are shaded in red. In this case, I will scroll down and fix Durango Colorado's Birth
Year, as it was left blank and consequently flagged as an error.
I will edit the Birth Year by adding the year 2000 and scrolling down to the bottom and
selecting the Apply Edits button. Once you have done this, you will be directed to the
Record Processed page. If applicable, this page will list all outstanding errors and/or
warnings that need to be fixed or were introduced based on the previous editing of the record.
You now have the option to re-edit the record, return to the record list, or return to the
DRM menu. I will select the Return to DRM Menu button. Here, you will notice that the
number of errors has been reduced to three while the number of warnings remains the same.
Continue to make corrections until all errors and/or warnings are corrected.
Now, I will walk you through the offline method. The offline method should be selected if you
prefer to download a file to your local computer. In this case, you will make the necessary
corrections to the file and then upload it back into the DRM application.
To use this method, select the Offline Option button on the DRM home page, which I will
do now. This takes you to the Offline Option page, which presents you with various download
options. You can download all student records in your district or you can filter by school,
error field, and/or record type. You also have the option to download the file as Microsoft
Excel or Fixed-width. For the purposes of this tutorial, I will select all schools,
all error fields, and all record types in the Excel format and then select the Download
button. This produces an Excel spreadsheet, which we recommend you save before altering.
In the spreadsheet, there will be a row for each student record and a column for each
data field. Next to each data field that could possibly have an error or warning, there is
a flag column which will indicate if the data in the field created an error or a warning.
A field with an error has a red 'E' in the flag column. A field with a warning has an
orange 'W' in the flag column. Before making changes, view the acceptable values for each
field in the Data File Layout. It is very important to refer to the Data File Layout,
not only to understand how to fix an error or warning, but also to know which fields
may be edited by the district. For example, the District Name and School Name are not
editable fields and if they are altered in the downloaded file, the application will
reject the file upon upload. For the purposes of this tutorial, I will
correct the errors and warnings that are shown in my file.
The Primary Language field, or plCode, is missing for one of my students, which is why
it resulted in an error. Since I know this student's primary language is Arabic, I will
refer to page 13 of the Data File Layout to find out the code for Arabic.
As you can see here in the layout, the Primary Language Code for Arabic is 11. To fix this
error, I will go back to my spreadsheet and add 11 to the plCode field.
Now, I will fix the warning that is associated with the Student's First Name field, or studentFName.
As you can see, the student's first name is completely blank. This is not a valid value
and is why the DRM flagged it as a warning. I will add the name, Eric, to this field.
Before we move on, I want to change Mary Johnson's grade from seventh to eighth. However, I am
going to do this incorrectly so that I can show you how the DRM application notifies
you when an unacceptable value is rejected upon upload of a file. I will change the Grade
field from a valid value of "07" to an invalid value "8" without the zero in front of it.
We will discuss this again towards the end of the tutorial.
OK, let's move on. Now that all of my errors and warnings have been fixed, I am ready to
upload my file back into the DRM application. Note that if you downloaded a fixed-width
text file, the file must be uploaded back into the DRM as a fixed-width text file. If
you downloaded an Excel file, the file must be uploaded as an Excel file. Also remember
not to reorganize the columns of the file or rename the tab. Renaming the file when
you save it is acceptable. So I will save my file now and add "corrected" to the name
of the file. To upload the file, I will navigate back to
the Offline Option page from the DRM home page and select the Upload Corrected File
button. From here, I will browse for my corrected file on my local computer and then select
the Open button. The DRM application will automatically start the upload of your file
and take you to the Offline File Received page. At this point, the format of the file
needs to be validated before the upload is completed. To confirm that my file format
is correct, I will select the Validate and Import File button.
Please note that, at this point, the file will be rejected if the columns have been
reordered, if the name of the tab in the spreadsheet has been renamed, if you try to upload a file
in a format different from what you downloaded, or if the file contains duplicate records.
Duplicate records are determined by duplicate EDS Unique Identifiers in the file. If this
is the case, remove all duplicate records and upload the file again.
Once the file has been properly uploaded, the DRM application will run a validation
to see if all field specifications have been met. If the data does not meet field specifications,
the file will still be uploaded but the fields with errors will not be updated in the DRM
application. If the data meets field specifications, it will be updated, even if the student record
has other fields for which errors remain or are introduced.
When a file is uploaded properly, as you see here, a file validation summary will be provided.
It includes the number of Student Records, Students with Changes, Field Changes Accepted,
and Field Changes Rejected in the uploaded file. Also on this page is access to the Offline
Upload Error Report. The report, which is available for download in PDF format, displays
all errors in the data that were not accepted upon upload. Here is an example of the report.
Revisiting my previous example, you can see that the change from seventh to eighth grade
for Mary Johnson's record was not accepted because I entered "8" instead of "08", which
is the acceptable value. It is recommended that you review this report after each upload
so you will know which errors that you attempted to correct were not fixed in the DRM.
Continue downloading data files, making corrections, and uploading the edited files until as many
errors and warnings as possible have been corrected.
This concludes the tutorial on using the 2013--14 Edition Data Review Module. If you have questions,
contact the CELDT Customer Support Center by phone at 866-850-1039 or by e-mail at support@celdt.org.