Q: Should fifth-year seniors take the CELDT?
A: Yes. Until an English learner (ages 3–21 per Title III of the Elementary and Secondary Education Act) is no longer enrolled or is reclassified as English fluent, s/he must take the CELDT.
Q: If a student is Reclassified Fluent English Proficient (RFEP) or Initial Fluent English Proficient (IFEP) by a former district and the receiving district believes s/he needs services, should the student be tested with the CELDT?
A: No. Students previously given an RFEP or IFEP classification may not take the CELDT again. However, this does not preclude the district from offering English learner services to the student.
Q: Do we need to test foreign exchange students?
A: Yes. The law does not specify that any students may be exempted.
Q: Do we test students in a transitional or “pre” kindergarten class?
A: Yes. These students are to take the kindergarten test.
Q: What test variations can be made for special education students while giving the CELDT?
A: Information on CELDT test variations is available at the Test Variations, Accommodations, and Modifications link on the Resources Web page of the California Department of Education (CDE) CELDT Web site.
Q: Do I need to mark Accommodations used if the student is given the Braille Version?
A: The braille form alone is not considered an accommodation for the CELDT. Only mark accommodation for a braille form if the student requires an accommodation noted in the Matrix (e.g., student dictates short composition response.)
Q: Where can I obtain Test Security Agreement forms?
A: The Test Security Agreement forms are available in the District and Test Site Coordinator’s Manual on the Document Archive Web page.
Q: Do we send the security forms to Educational Data Systems?
A: No. The security forms are to be maintained by the CELDT District Coordinator and kept on file in the district office for 12 months from the date signed. All forms must be available in the event of an audit. Do not send security forms to the contractor.
Q: Does my district need to send in a Superintendent's Designation of CELDT District Coordinator form (SDF) each year if the coordinator has not changed?
A: Yes. Each year, the district superintendent must designate a CELDT District Coordinator and supply that information to the CELDT contractor. An edition-specific CELDT SDF is available prior to the start of each annual administration (typically in the spring, around the opening of the Initial Ordering Window). The current CELDT District Coordinator may download the electronic version of the form from within the CELDT District Portal.
Q: Our current CELDT District Coordinator is no longer with the district. How do we access the SDF?
A: Contact the CELDT Customer Support Center for a blank copy of the SDF.
Q: Can there be more than one CELDT District Coordinator on file?
A: No. The CDE requires that there be only one designated CELDT District Coordinator for each school district at any given time.
Q: Can additional district staff be added to an e-mail list to receive non-secure communications?
A: Yes. The CELDT District Coordinator can add up to three additional contact e-mail addresses for staff to receive non-secure e-mails. To do this, select the Additional District Contacts link within the secure District Portal. The CELDT District Coordinator remains the only contact of record for the CELDT and the only one to receive the password to the District Portal.
Q: Does the CELDT Site Coordinator at a charter school send scorable materials to the district or ship them directly to Educational Data Systems?
A: Only CELDT District Coordinators order and return materials to Educational Data Systems for scoring. If your charter has submitted an SDF (designating a CELDT District Coordinator), your charter is considered an Independent Charter, and is treated as its own district. Return scorable test materials directly to Educational Data Systems. If you are a dependent charter (the authorizing district’s CELDT Coordinator ordered materials for your school), then you are considered a site within a district. Return your scorable materials directly to the district office.
Q: If we have leftover Group Identification Sheets (GIS) from a previous edition, can we use them?
Q: Our Pre-Identification (Pre-ID) labels have school, district, and teacher names on them; do we also have to fill in this information on the Answer Books?
A: Yes. The handwritten information in Box 2 on the Answer Book is used to confirm the number of students in each grade group. When Answer Books are returned with incomplete information, this information is used to ensure that they are processed in the correct school and grade group.
Q: If an English learner is absent during the Annual Assessment (AA) Window, does s/he take the CELDT when s/he returns, and if so, do we return the Answer Book to the contractor for scoring?
A: Yes. The student must be tested as soon as possible. It is highly recommended, upon completion of the CELDT, that the district return the Answer Book in the next monthly shipment for official scoring.
Q: What do we do with an incomplete test?
A: This information is provided in the Unusual Testing Situations section of the District and Test Site Coordinator’s Manual.
Q: When can we expect to receive our Initial Order test materials shipment?
A: The window for districts to receive the Initial Order test materials shipment, including the Test Coordinator's Kit, is May 15 through June 13, 2014 for the 2014–15 Edition.
Q: Can our district ship all of the AA scorable documents at the end of the AA Window?
A: Districts should ship all scorable documents for all students who tested during that month, regardless of test purpose, to Educational Data Systems for scoring at the end of each month. See the Retrieval Schedule in the District and Test Site Coordinator’s Manual for administration month Request a Pickup deadlines.
Q: May we submit Answer Books for AA students after the AA Window deadline?
A: Districts should submit annual assessments for official scoring and reporting during the month that students took the test even after the AA Window has closed. However, scores for annual assessments submitted outside the AA Window will not be included in Annual Measurable Achievement Objective (AMAO) calculations. Additionally, the district will not find testing data on these students in the AA Window Data Review Module (DRM) system.
Q: How do we group scorable Answer Books and return them for scoring?
A: Scorable Answer Books must be returned by grade groups by school. A grade group is defined as all students at a school in a given grade. Each grade group must be returned with a school-coded GIS provided in the Test Coordinator’s Kits as well as be listed on the School/Group List (SGL). See the CELDT Site Coordinator "After Testing" section of the District and Test Site Coordinator’s Manual for details on packaging groups.
Q: Can we use the SGL from previous editions for the current administration?
A: No. The SGL has been redesigned for the new edition. Therefore, the current SGL provided in the Test Coordinator’s Kit and through the Order Management system must be used.
Q: We test students in August but don't usually receive the Pre-Identification (Pre-ID) labels in time to return Answer Books in August, so we wait until the October deadline. Is this all right?
A: Yes. If Answer Books are held until all labels are received, make sure to return them prior to the AA Window Request a Pickup or On-Your-Own Shipment deadlines in mid-November. Answer Books submitted after this deadline will be considered received outside of the AA Window even, if the tests were administered during the AA Window (July 1–October 31).
Q: Is it okay to send completed tests before the month is over?
A: Yes. Districts may request a pickup beginning the first day of each month until the "Last Day to Request Pickup" date published on the Retrieval Schedule in the TCM for each administration month. To avoid mixing the scorable AA Window materials with the Initial Assessment (IA) November materials, districts must hold documents for students tested at the beginning of November until the scorable material Request a Pickup site reopens in mid-November. See the Retrieval Schedule in the District and Test Site Coordinator’s Manual for the specific Request a Pickup days for the administration months of October and November.
Q: How do we schedule a pickup of scorable documents?
A: Requests for pickup must be placed through the Request a Pickup application within the secure District Portal. See the CELDT District Coordinator section of the District and Test Site Coordinator’s Manual for specific information on placing the request.
Q: Can AA and IA scorable documents be returned in the same shipment?
A: Yes. Documents for all students who test in a given month, regardless of test purpose, must be returned at the end of that month for scoring. AA and IA scorable Answer Books should be grouped together behind the same GIS if they are in the same grade at the same school.
Q: What do we do if UPS does not pick up our scorable materials shipment?
A: If your boxes are not picked up within five working days of submitting the Request a Pickup, call or e-mail the CELDT Customer Support Center for assistance. Do not place an additional request.
Q: If we only have a few scorable documents, can we ship them in an envelope?
A: No. Boxes protect the contents much more than an envelope can and are much harder to lose in transit.
Q: If a student leaves the public school system and returns to the district at a later date (e.g., temporarily moves out of state, goes to a private or nonpublic school [NPS], etc.), will the test purpose be AA or IA when the student returns?
A: The test purpose is AA for all students who have ever taken the CELDT in the past, regardless of the length of time that has passed between testing. The IA test purpose is only for students who have never taken the CELDT.
Q: Will the Pre-ID labels be delivered at the same time as the test materials?
A: No. Pre-ID labels are shipped independently of the test materials, and delivery is dependent on when the district submits a completed file and a valid purchase order. It takes two to three weeks to print and ship the Pre-ID labels after a district submits a file during the regular Pre-ID Window and five working days if submitted during the Pre-ID Expedited Service Window.
Q: May students write in the non-consumable Test Book?
A: No. Under normal circumstances students may not write in the Test Book so that they can be reused. Information on CELDT test variations, including marking in the Test Book, is available at the Test Variations, Accommodations and Modifications link on the Resources Web page of the California Department of Education (CDE) CELDT Web site. If writing in books does occur, please ensure the following:
Q: May the district destroy CELDT materials locally?
A: Yes. Once the Secure Materials Destruction Window opens, districts that choose to destroy the materials locally may do so using a secure destruction method. Remember that the Scoring Training of Trainers (STOT) binder materials, CDs, DVDs, and all other electronic media must also be securely destroyed. Districts choosing to destroy locally must indicate that they have chosen this option by logging into the Request a Pickup section of the secure District Portal during the Secure Materials Destruction Window.
Q: Are districts required to use the CELDT-specific boxes for the return of secure materials for destruction?
A: No. Districts may use any sturdy box to return the materials for destruction. Double-walled boxes are recommended.
Q: Why can districts destroy CELDT materials only at the end of the yearly administration?
A: The CELDT contract requires the contractor to have a test materials destruction options window once a year. Since new students may enter the district throughout the year, districts must retain materials to ensure that tests are available for incoming students until the end of the administration year.
Q: Do all examiners need to be trained on all portions of the test if they are only administering or scoring one domain?
A: Examiners and proctors must be trained on the portions of the test they are administering and are not required to receive training on other domains.
Q: How many people from each district can attend STOT workshops?
A: For the 2014–15 Edition, only one new trainer from each district may attend the STOT workshops. Trainers that attended a STOT training in the 2013–14 Edition may receive training at a regional workshop or through the online Moodle training.
Q: How can my district send more people to be trained than the number of spaces we are allocated?
A: If your district already has one new trainer registered, or there are no new trainers in your district, the CELDT District Coordinator may submit a Request to Attend form for additional staff, through the same registration system, to be added to a waiting list. If available, seats at workshops will automatically fill with participants from the waiting list once the registration for each workshop closes.
Q: If my district is not able to attend the STOT workshop, how will we receive the STOT Training Kit (binder)?
A: The entire binder, broken up into sections, will be posted within Moodle. District staff can download the PDF files and print them locally. Another option is to order a copy of the binder, at cost, by submitting the STOT Training Materials Order Form, available on the Scoring Training of Trainers Workshops Web page.
Q: If we need to place an order after the last day to request an Additional Order for the AA Window deadline specified in the TCM, can we request overnight shipping?
A: No. There is no expedited shipping of test materials.
Q: If an Initial Order was not submitted during the Initial Ordering Window in the spring, when can my district place an Initial Order?
A: The Order Management system reopens on July 1, 2014 and an order may be placed at that time. Allow two weeks for processing from the date of submission.
Q: My district submitted an Initial Order during the Initial Ordering Window in the spring, but we did not receive a shipment. Why?
A: Most likely, this is because Educational Data Systems did not receive your district's 2014–15 Edition SDF, which is a requirement in order to receive the 2014–15 Edition Initial Order shipment. Once the SDF is received and we begin fulfilling Initial Orders again in July 2014, your district's order will be fulfilled within two weeks.
Q: How do we order Pre-ID labels for Answer Book demographic pages?
A: A link to the online Pre-ID application will be available within the secure District Portal of the CELDT Web site. This service will be available approximately mid-June for the 2014–15 Edition. An e-mail announcement will be sent in early June with more information. Pre-ID Window dates and pricing can be viewed on the Pre-ID Services Web page.
Q: For Pre-ID or bubbling on the Answer Book, how far back can previous years’ scores be used?
A: Data from as far back as July 2006 may be used to report previous CELDT scale scores. Scores prior to July 1, 2006 were calculated using a different scale and may not be used.
Q: Why do districts need to provide previous CELDT data (Previous CELDT Scale Scores, Previous Test Administration Date and Previous Grade) when the contractor and the CDE already have this data?
A: It is the responsibility of the district to provide all CELDT data for each student to ensure that all information is as accurate and up-to-date as possible. These scores, dating back to the 2008–09 Edition, are now also available in CALPADS.
Q: Will the previous CELDT scores be printed on the Pre-ID labels?
A: No. Only select individual student identifying information will be printed on Pre-ID labels. A sample of the current Pre-ID label can be found on the last page of the Pre-ID User Guide located on the Pre-ID Services Web page.
Q: How many Pre-ID labels will we get per student?
A: One label will be printed per student record submitted.
Q: May a district submit more than one Pre-ID file?
A: Yes. The Pre-ID setup fee includes the submission of one file for printing. There is a fee for each additional file uploaded and submitted for printing. Districts should include the cost of the multiple file fees in their purchase order. All files must be uploaded and submitted by the Pre-ID Expedited Service Window deadline. See the Pre-ID Services Web page on the CELDT Web site for more information on fees and deadlines.
Q: Can a district submit a Pre-ID file separately for each school in the district?
A: Yes. See the question above or the Pre-ID Services Web page for information about charges for uploading and submitting multiple files.
Q: Will a pre-formatted template be available for download?
A: Yes. An Excel template will be available for district use. The template can be found on the Pre-ID Services Web page.
Q: Is there an extra fee for submitting a file during the Expedited Service Window?
A: Yes. The pricing structure for Pre-ID files submitted during the Expedited Service Window is different. See the Pre-ID Services page on the CELDT Web site for more information on Expedited Service Window fees and deadlines.
Q: How long will it take for my Pre-ID labels to be shipped?
A: Once your file is submitted, it takes two to three weeks to print and ship your Pre-ID labels. If multiple files are submitted on the same day, they will be printed and shipped together. Files submitted during the Expedited Service Window will be expedited and printed and shipped within five working days of submission.
Q: Is there a difference between IA labels and AA labels?
A: No. The labels look exactly the same. The test purpose is printed on the label.
Q: If a student label is placed on an Answer Book, which fields on the demographic pages, if filled in at the time of testing, override the information in the Pre-ID file?
A: The fields on the Pre-ID label that will be overridden by hand-bubbled fields on the demographic pages are:
Q: How long after the purchase order is received by Educational Data Systems can we begin uploading Pre-ID files?
Q: Where on your Web site is the Pre-ID Data File Layout document?
Q: Is there a Pre-ID user guide?
A: Yes. A short User Guide is available for download. It is located below the Pre-ID Data Management link within the secure District Portal.
Q: Can we receive the Pre-ID labels grouped and sorted by teacher or class name?
A: Yes. Districts may use field 6 (Delivery Name) and field 7 (Delivery Code) for a personalized sort. Districts may enter the desired information in these fields and labels will be sorted according to the sort order information provided on page vii of the Pre-ID Data File Layout.
Q: If a new school opens after the Pre-ID Window has opened, how can a district submit a file for the students in that school?
A: If a district tries to upload a file with students in a school that the Pre-ID application does not recognize, each of these records will have an error on the school code. The CELDT District Coordinator will need to call the CELDT Customer Support Center to add the school to the CELDT testing database. Once the school has been added, the district has two choices:
Q: What software should I use to create a Pre-ID file?
A: There is no recommended software for the creation of Pre-ID files. Both Excel files and fixed-width text files are accepted.
Q: Can students with Test Purpose "1—Initial Assessment" and Test Purpose "2— Annual Assessment" be included in the same Pre-ID file?
Q: Which grade is ultimately used to report a student's results—the grade in the Pre-ID file, on the GIS, or bubbled on the Answer Book?
A: In most cases, the grade in the Pre-ID file overrides all other grades. When a Pre-ID label is not present or if the grade on the Pre-ID label does not correspond with the grade span on the Answer Book, the grade bubbled on the Answer Book overrides all other grades. If no grade is filled in on the Answer Book, the grade from the GIS is applied.
If a student's grade from the Pre-ID label is different from the test grade span of the Answer Book, and no grade is bubbled in the appropriate field on the Answer Book or the GIS, the student is assigned the grade of the other students in the same grade group if at least 80 percent of the group is in the same grade.
Q: What will each Tutorial cover?
A: Tutorials are designed to be short demonstrations (8–12 minutes) on how to use CELDT Web-based applications. Tutorials are planned for the following applications for the 2014–15 Edition: Initial Test Materials Ordering, Pre-Identification, Local Scoring Tool, Packing Scorable Test Materials, and Data Review Module (DRM).
Q: Can the district download the Fundamentals videos?
A: Yes. The Fundamentals videos are available for download in MP4 format in both English and Spanish. The district may also download the closed captioned file in both languages and load it to a local video player.
Q: What is a SubRip file?
A: The SubRip file is the closed captioned "subtitle" file you load to a video player. It is used to sync the audio text with the video.
Q: If I make corrections in the DRM, will my district receive revised student reports and score labels?
A: No. Changes made in the DRM are only reflected in the following reports and files: The Post-DRM AA Student Score File, summary reports provided through DataQuest, and printed Performance Level Summary Reports and Roster Reports. For a fee, districts may choose to have Student Performance Level Reports and/or Student Score Labels reprinted to reflect changes made in the DRM. Pricing and order information can be found on the Optional Services Web page.
Q: What does it mean if a student's report shows "AA/IA Unknown"?
A: This means that both the AA and IA test purpose bubbles were filled in or that neither was filled in. Test purpose can be updated in the DRM for student tests submitted during the AA Window.
Q: Where is the CELDT Criterion shown on the report?
A: The CELDT Criterion is not printed on the Student Performance Level Report or the Student Record Label. To find out if an individual student has met the criterion, refer to field 110 of the Student Score File Layout.
Q: Is the CELDT Overall Scale Score rounded?
A: No. Once the Overall Scale Score is calculated, truncate the number (drop all numbers to the right of the decimal). Refer to the instructions on how to calculate the Overall Scale Score in the Scoring Guide section of the Examiner’s Manuals for more information.
Q: How was the 5 percent weight established for the K–1 Reading and Writing domains for the Overall scale score calculation?
A: The CDE reviewed K–1 performance data for all four domains and analyzed various weightings of each domain. The data analysis validated a concern that K–1 students may be overidentified as English learners with equal weighting of all four domain scale scores. This information was then provided to the CELDT Technical Advisory Group which, after careful analysis, provided a recommendation of 5 percent weights each for Reading and Writing and 45 percent each for Listening and Speaking. The recommendation was then presented to and approved by the State Board of Education.
Q: We have a student for whom we have a local Speaking score, but on the report, the student has been given the lowest possible score. Why is that?
A: The entire Speaking domain is dependent on responses and scores entered by the test examiner. There are several possible scenarios in which this section in the Answer Book would be left blank and thereby produce a lowest possible score. Possible scenarios are:
To avoid this, examiners should only use the Examiner's Manual and the student’s Answer Book when administering the Speaking section and each Answer Book should be checked for accuracy of student information.
Q: We disagree with the scores for a student. How do we dispute the scores?
A: Scores and responses may be reviewed for a student by submitting the CELDT Rescore Request Form available through the CELDT Customer Support Center. Once the form and purchase order are received, results from the review will be available within 60 days.
Q: Can we edit data from a previous year?
A: No. Only data from the current edition is available in the current DRM.
Q: If the test purpose was marked on the demographics page as IA, but by the time the DRM opens, we find that the test purpose was actually an AA, can we correct this in the DRM?
A: Yes. The test purpose is an editable field in the DRM.
Q: A student in our district was tested on the CELDT in error. Can their record be deleted from the DRM?
A: No. Student records may not be deleted.
Q: If an RFEP student was tested in error, is there anything we can do to correct this?
A: No. Student data cannot be deleted once submitted. To avoid repeating this mistake in the future, a note should be placed in the student's file.
Q: After uploading a batch of corrections, will the data be processed immediately?
A: Yes. As soon as the file is uploaded, the changes are electronically validated and updated immediately.
Q: Who provided the information displayed in the DRM?
A: Your district provided the information through the CELDT Pre-ID file(s) and/or the demographic pages of the Answer Books.
Q: Why doesn't Educational Data Systems correct the data with student information already on file?
A: The contractor does not maintain a student records database. It is the responsibility of the district to ensure that the data submitted on either the Pre-ID file or the demographic pages are current and accurate, and edited, if necessary, during the DRM.
Q: How do I know what my district's errors are?
A: Online: The DRM User Guide provides various methods to view errors and warnings. After you have found a student record with errors, the fields that contain errors are displayed at the top of the page.
Offline: Each field that could have an error or warning (or both) is immediately followed by a flag field which indicates the type of flag in the preceding field. Fields that are not editable or are editable but have no edit rules do not have a flag field.
If the field has a flag, "E" is used to indicate an error in the field and "W" is used to indicate a warning. A blank flag field indicates no inaccuracies in the data according to the edit rules.
Q: Can I change something that is not flagged as an error but I know is incorrect?
A: Yes. Any information in an editable field that does not show up as an error or warning, but that you know is an error, can be fixed in the DRM application. For example, if you know that the name of a student or the SSID number is incorrect, you can select the record and make the appropriate change.
Q: How should previous year's scores be entered for special education students who take an alternate assessment?
A: If a student took an alternate assessment in any or all CELDT domains in a previous year and a CELDT Answer Book was returned with alternate assessment marked, the student would have received the lowest obtainable scale score in the appropriate domain(s). Use these scores as you would any other scores and enter them into the DRM application.
Q: What do I do if a student is no longer in our district?
A: Correct the student's data as accurately as possible. The district that tested a student is responsible for that student's results and those results will be included in the testing district's AMAOs and summary reports.
Q: Can the student’s grade be changed in the DRM?
A: The student’s grade can be changed in the DRM as long as it falls within the grade span of the Answer Book submitted. For example, if a student used a grades 3–5 Answer Book, and the grade marked for the student was grade 3 but he or she is really a grade 4 student, you can change the grade to 4 in the DRM. If the student was actually a grade 2 student, you cannot change the grade because grade 2 is not included in the grade span of the Answer Book. In this case, you will need to leave the error in the DRM application.
Q: What if I do not correct all errors?
A: Errors that are not corrected by the end of the DRM Window are placed back into the scoring system and will be reported as unchanged. These errors cannot be changed at any other time and may affect your AMAOs.
Q: Why can we not change the school codes and school names in the DRM?
A: The data on school names and codes are downloaded into the DRM from the scoring system based on a master County-District-School code list from the CDE and are pre-printed on the GIS provided to each district at the beginning of the school year. School names and codes must remain the same throughout the year. If there is an error on the school code for multiple students, districts may request a correction, for a fee, prior to the end of the DRM Window.
Q: When will my district be notified if we have an Excessive Materials charge?
A: During the month of September, Educational Data Systems will calculate the Excessive Materials charges for the previous edition and send a notification via e-mail to the current CELDT District Coordinator. If your district does not have any Excessive Materials charges, the CELDT District Coordinator will not receive a notice or other Excessive Materials communications.
Q: Will I receive a bill in the mail?
A: After receiving a purchase order or check from your district, Educational Data Systems will provide an invoice to the district’s accounts payable office.
Q: How can I pay this charge?
A: Educational Data Systems accepts district-issued checks only.
Q: Where do I send the check for payment?
A: The information related to payment will be contained in the e-mail. Checks may be mailed to the following address:
Educational Data Systems
c/o: Accounting Department
P.O. Box 225
Santa Clara, CA 95052-0225
Q: What if my district wants to dispute the charges?
A: If you do not agree with the calculations, please provide an explanation, in writing, to the CELDT Customer Support Center. Educational Data Systems will review the dispute and respond to the district in writing.
Q: Why are there different charges?
A: The grades K–2 Answer Books are notably more expensive to print and ship than the grades 3–12 Answer Books. With this differential pricing, high school districts are not penalized for the higher cost of the larger K–2 books. Additionally, braille books and their components are significantly more expensive to produce.