Per Title 5 (Division 1, Chapter 11, Subchapter 7.5, Article 2, Section 11511[d]) of the California Code of Regulations (CCR), Educational Data Systems is authorized to recoup costs for unused materials sent to districts. The CCR states, “For both initial and annual assessments, the school district is responsible for the cost of excessive materials ordered by the school district.” The term, Excessive Materials, is defined in Article 1 of the same code, as “the difference between the sum of the number of tests scored and 90 percent of the tests ordered by the district.”
Per this regulation, a district is responsible for using and returning for scoring 90% of the Answer Books ordered, including Braille and Large Print Versions. Districts are not responsible for the overage amount Educational Data Systems includes as part of the Initial Order test materials shipment, for materials shipped to complete “short” orders as reported by the district in a timely manner, nor for manuals and other ancillary materials.
The number of tests ordered includes the order quantities submitted by a district via the Order Management system each spring in the Initial Order, plus any additional tests ordered and sent to the district at the district’s request throughout the year as an Additional Order. CELDT District Coordinators who do not place an order online during the Initial Ordering Window accept and are responsible for the estimated quantities pre-populated in the ordering system. The estimated quantities are the number of CELDT tests scored during the previous Annual Assessment (AA) Window. For the 2010–11 Edition, the estimates were from the 2009–10 Edition AA Window.
Excessive materials charges are calculated for the previous administration year each July by adding the number of scannable Answer Books in the district’s Initial Order to the number of scannable Answer Books in any Additional Orders made throughout the year. This number is multiplied by .90 to determine how many Answer Books the district should have used and returned for scoring. Excessive materials charges apply if the total number of scannable Answer Books received for scoring is less than 90% of materials ordered throughout the test administration year. This calculation will be computed separately for braille books.
Note that the kindergarten through grade two (K−2) scannable books are much larger than the grades three through twelve (3−12) books, and therefore have a higher Excessive Materials charge.
Excessive Materials frequently asked questions can be found on the Frequently Asked Questions Web page.
The following chart shows the charge per item by grade span for the 2010−11 Edition.
| Item | Excessive Materials Charge |
|---|---|
| Answer Books (grades K–2) | $3.01 per item |
| Answer Books (grades 3–12) | $1.91 per item |
| Braille Package (all grade spans) | $146.13 per package |
To review the charges and sample calculations for the 2009–10 Edition, select the 2009–10 Excessive Materials Charges link.
The following examples show how Excessive Materials charges are calculated based on differing order quantities and percentages of materials used by a district for the 2010−11 Edition.
| Grades K–2 | Grades 3–12 | Braille | |
|---|---|---|---|
| Initial Order (spring 2010) | 50 | 120 | 2 |
| Additional Order on 9/18/10 | 10 | 0 | 0 |
| Additional Order on 2/5/11 | 0 | 30 | 0 |
| Total Order: | 60 | 150 | 2 |
| Required 90% of Order Returned for Scoring |
54 | 135 | 2 |
| Actual Documents Returned for Scoring |
50 | 126 | 1 |
| Difference: | 4 | 9 | 1 |
| Difference Multiplied by Charge | (4 X $3.01) = $12.04 | (9 X $1.91) = $17.19 | $146.13 |
| Total Charge: | $175.36 | ||
| Grades K–2 | Grades 3–12 | Braille | |
|---|---|---|---|
| Initial Order (spring 2010) | 50 | 120 | 0 |
| Additional Order on 9/18/10 | 10 | 0 | 0 |
| Additional Order on 2/5/11 | 0 | 30 | 0 |
| Total Order: | 60 | 150 | 0 |
| Required 90% of Order Returned for Scoring |
54 | 135 | 0 |
| Actual Documents Returned for Scoring |
55 | 135 | 0 |
| Difference: | -1 | 0 | 0 |
| Difference Multiplied by Charge | $0 | $0 | $0 |
| Total Charge: | $0 | ||
| Grades K–2 | Grades 3–12 | Braille | |
|---|---|---|---|
| Initial Order (spring 2010) | 50 | 120 | 0 |
| Shortage of Grade 2 Material Reported on 7/18/10 | (4)* | 0 | 0 |
| Overage of Grade K–1 Reported on 7/18/10 | (4)** | 0 | 0 |
| Total Order: | 50 | 120 | 0 |
| Required 90% of Order Returned for Scoring |
45 | 108 | 0 |
| Actual Documents Returned for Scoring |
45 | 108 | 0 |
| Difference: | 0 | 0 | 0 |
| Difference Multiplied by Charge | $0 | $0 | $0 |
| Total Charge: | $0 | ||
* Grade 2 items shipped to district with no impact on Excessive Materials Charges.
** Grade K–1 items picked-up by Educational Data Systems with no impact on Excessive
Materials Charges.
