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 for Administration of California Statewide Assessments (October 2009) link on the Resources Web page of the California Department of Education (CDE) CELDT Web site.
Q: Where can I obtain Test Security Agreement forms?
A: The Test Security Agreement forms may be downloaded from the CELDT Web site from the Resources Document Archive 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. All forms must be available in the event of an audit. Do not send security forms to the contractor.
Q: Why is there no "Declined to State" option for the ethnicity question?
A: Federal guidelines require that the race and ethnicity for all students are identified. The most accurate information is obtained at the local level and efforts should be made to obtain the information from parents or guardians. The CDE will implement a default designation in federal reports that will be applied to records without valid race designations. To prevent such default designations, LEAs may want to re-survey students for whom the data are missing.
Q: How will we know if we have been selected to participate in field testing?
A: Once the Initial Ordering Window is closed, the districts chosen for field testing will be notified. At that point, each district will receive an e-mail explaining their field testing status. The e-mail will indicate whether or not your district will be provided a field test form and the field test form number, if applicable.
Q: Does my district need to send in a Superintendent's Designation Form 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 California English Language Development Test (CELDT) Superintendent's Designation of CELDT District Coordinator Form (PDF - 20KB - 1p) is e-mailed to the current CELDT District Coordinator at the start of each annual administration (typically in the winter prior to the start of the following school year). An electronic copy is also provided on the home page of the CELDT Web site.
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. There is a link to a Web page in the secure District Portal (after secure logon) where the CELDT District Coordinator can add up to three additional contact e-mail addresses for people who will receive non-secure e-mails. 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 returned a Superintendent's Designation Form (designating a CELDT District Coordinator), your charter is considered an Independent Charter, treated as its own district, and will return scorable test materials directly to Educational Data Systems. If you are a dependent charter (your district coordinator ordered materials for your school), then you are considered a site within a district and will 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?
A: Yes, although there were minor changes to the GIS between Editions, the position of the fields did not change, so the GIS from the 2009–10 and 2010–11 Editions may be used.
Q: Our Pre-Identification (Pre-ID) labels have school, district, and teacher names on them; do we have to fill this information in on the Answer Books also?
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: Should fifth year seniors take the CELDT?
A: Yes. Until an English learner 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: If an Annual Assessment (AA) student is gone for the entire AA Window, when they return, do they take the CELDT and if so, do we return the answer document to the contractor for scoring?
A: Yes, the student must be tested within 30 days of returning to the district. It is highly recommended that the district return the document in the next scorable monthly shipment for official scoring. Note that districts do not receive apportionments for nor are annual measurable achievement objectives (AMAO's) calculated for AA students tested outside of the AA Window.
Q: Do we need to test foreign exchange students?
A: Yes. The law does not specify that any students may be exempted.
Q: Can our district ship all of the scorable documents at the end of the window?
A: Districts must ship documents to Educational Data Systems for scoring at the end of each month for all students who tested during that month.
Q: If an English learner is absent during the AA Window, when they return, do they take the CELDT 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 that the district return the Answer Book in the next monthly shipment for official scoring.
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 June 1–15, 2011 for the 2011–12 Edition.
Q: Can our district ship all of the AA scorable documents at the end of the AA Window?
A: Districts should ship both annual and initial assessment documents to Educational Data Systems for scoring at the end of each month for all students who tested during that month. See the Retrieval Schedule in the Test Coordinator's Manual (2011-12 Ed.) for administration month Request a Pick Up 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 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 documents and return them for scoring?
A: Scorable Answer Books must be returned by grade groups. 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 Kits, as well as listed on the School/Group List (SGL). See the CELDT Site Coordinator “After Testing” section of the Test Coordinator's Manual (2011-12 Ed.) 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 have the Pre-ID labels ordered in time to return Answer Books in August, so we wait until November. Is this all right?
A: Yes. If Answer Books are held until all labels are received, take care to return them prior to the AA Window Request a Pick Up 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 pick up beginning the first day of each month until the "Last Day to Request Pick Up" date noted on the Retrieval Schedule in the Test Coordinator's Manual (2011-12 Ed.) 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 Pick Up site reopens in mid-November. See the Retrieval Schedule in the Test Coordinator's Manual (2011-12 Ed.) for the specific Request a Pick Up days for the administration month of November.
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: 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 tests. Test purpose IA 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.
Q: May students write in the non-consumable Test Book?
A: No, under normal circumstances students may not write in the Test Book so they can be reused. 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 STOT binder materials, CD's, DVD's 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 Pick Up section of the secure District Portal during the Secure Materials Destruction Window.
Q: Are we 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: Q: What do I do with unused CELDT Student, Test, and Answer Books from the 2010–11 Edition?
A: All secure test materials must be destroyed at the end of each test administration. The 2010–11 Edition Secure Materials Destruction Window is open June 1–July 25, 2011. Read more about the secure destruction options on the Secure Materials Destruction Options Instructions (PDF - 65KB - 2pp).
Q: Q: Is there a security document for personnel who are not trained to administer the test, however they will be in contact with test material (e.g., principal, custodian, secretaries)? A: As a secure test, CELDT materials must be stored in a secure location at all times. The document titled, Test Security Affidavit for Examiners and Proctors (PDF - 164KB - 1p), is to be signed by all staff who handle or otherwise have exposure to CELDT materials. There is no separate form for those who are not administering the test.
Q: Do all examiners need to be trained on all portions of the test if they are just 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: Seat allocations for STOT workshops are based on the total number of English learners tested in a district during the previous year. At minimum, each district and independent charter school must send one staff member to a state-sponsored or regional training. The number of spots allocated per district is sent to CELDT District Coordinators via e-mail each spring prior to the opening of the workshop registration window, and is posted on the STOT Web page within the secure District Portal.
Q: How can my district send more people to be trained than the number of spaces we are allocated?
A: At least one seat is available for each district at one of the fifteen state-sponsored workshops. After a district submits requests to fill its allocated slot(s), 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. Additional training opportunities are available at local/regional workshops. A frequently updated listing of regional workshops is available on the Local/Regional Workshops section of the STOT Web page.
Q: Our County-District code is seven digits. Which numbers do we use to logon to the secure District Portal?
A: The secure District Portal requires only the 5-digit district code (no 2-digit county code) and a secure password. If you do not have this information, contact the CELDT Customer Support Center at 866-850-1039 or support@celdt.org.
Q: Is there a way for me to change my password to something that is easier to remember after I logon?
A: No. The passwords were created using the most recent CDE security requirements. They use alpha, numeric, and special characters to keep them highly secure.
Q: What information and programs will I be able to access within the District Portal?
A: Districts will find links to the following items within the District Portal: Shipping Address Update Form, Additional Contacts List, CELDT Coordinator Directory, Pre-Identification Data Management software, Data Review Module software, Order Management system for initial and additional orders, Scoring Training of Trainers (STOT) workshop registration information, Request a Pick-up forms for scorable and nonscorable shipments, Student Test Results, and other secure documents.
Q: Will my district need to order new CELDT testing materials each administration year?
A: Yes. Each school year (July 1 to June 30) requires a new test edition. Districts may use only materials developed for the current edition for students testing within the current school year. Previous edition materials must be securely destroyed by the district or shipped back to the contractor for destruction during the specified destruction window.
Q: What is the process for placing an Initial Order of test materials each year?
A: Test materials for each upcoming administration year must be ordered via the online Order Management system within the secure District Portal of the CELDT Web site. Districts must place both Initial and Additional Orders through this site. The Initial Ordering Window is open in March of each year, and additional orders may be placed beginning in July of the new test administration year. To place an order, logon to the secure District Portal and select the Order Management link.
Q: When is the Initial Ordering Window?
A: The Initial Ordering Window is held in March of each year. Additional orders may be placed according to the dates found on the inside front cover of the Test Coordinator's Manual (2011-12 Ed.).
Q: How can my district place an order for additional test materials after receiving the initial shipment?
A: The Additional Order Window opens July 1 of each year and continues through the deadline at the end of the administration year. This deadline is specified on the inside front cover of the Test Coordinator's Manual (2011-12 Ed.).
Q: If my district did not place an Initial Order, will we still get test materials?
A: It depends on whether or not Educational Data Systems has an California English Language Development Test (CELDT) Superintendent's Designation of CELDT District Coordinator Form (PDF - 20KB - 1p) (SDF) on file for your district for the upcoming Edition. Several scenarios are explained below:
Q: Will overage automatically be added to the Initial Order?
A: Yes. For Test and Answer Books a 10% overage will be provided to the district, and a set number of Examiner’s Manuals will also be provided based on the entire district's order quantity per grade span. At the school level, overage will only be provided if round-up due to minimum package sizes is needed; otherwise the exact number of documents will be provided.
Q: Is there a batch upload function we can use to place an order for a large district?
A: Yes. There is an Excel template (Offline Option) that may be downloaded from the Order Management system within the secure District Portal. Instructions for downloading, completing, and uploading the template are found on the download page. This option is only available during the Initial Ordering Window.
Q: The independent charter schools in the district are showing up on our list of schools within the Order Management system. What should we do?
A: Independent charter schools are each considered their own district. Use the Contact Us link to call or e-mail the CELDT Customer Support Center and ask that the independent charter schools be removed from your school list. After confirmation with each charter school, Educational Data Systems will remove the school(s) from your district's list and create a separate district account for each.
Q: Can my district order fewer Test Books than Answer Books because we plan to reuse the Test Books?
A: Yes. Districts may order fewer Test Books at grades 3 through 12 and reuse them if they are completely unmarked. Answer Books are consumable and may only be used once, therefore, one Answer Book per student must be ordered. The kindergarten through grade 2 books are consumable and may not be reused.
Q: Can we change the number of manuals we receive in the Initial Orders system?
A: No. The number of manuals received by each school is a set ratio (for the 2011–12 Edition it is 1 per 15 students at K–5, and 1 per 25 at grades 6–12). The district overage will also contain additional manuals based on the quantity of Answer Books ordered at the district by grade span. Additional manuals may be ordered through an Additional Order.
Q: Does the Initial Order Estimated Student Count report within the Order Management system move the counts from one grade to the next from year to year?
A: No. The student counts reflect the number of students tested during the AA Window from the previous school year and have not been "aged" ahead.
Q: If a school runs out of the field test form (2–6), what form should they use and where do they get it?
A: If a school using a field test form runs out of that form, attempt to locate and transfer field test forms from other schools within the district. Field test forms may also be ordered through the Order Management system in an Additional Order until no inventory on these forms remains. District coordinators may alternately choose to switch to using Form 1 materials once all field test forms are depleted. These materials can be obtained from the district overage.
Q: If the number of students dramatically decreases from the time we placed our Initial Order in March, may we return some of the materials so that we can lessen our potential Excessive Materials charges?
A: Educational Data Systems is not required to accept returns based on over-ordering and there will be no Excessive Materials returns for the 2011–12 Edition. However, since we understand that some districts are going through unanticipated changes, returns will be accepted for the following reasons:
If the above criteria are met, returns will be accepted if all of the following additional conditions are also met:
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 Test Coordinator's Manual, can we request overnight shipping?
A: Yes, you may request and pay for overnight shipping. However, note that this does not expedite the fulfillment of the order. Orders are processed in the order received, within seven working days of receipt.
Q: How do we order Pre-ID labels for Answer Book demographic pages?
A: A link to the online Pre-ID system will be available on the secure District Portal of the CELDT Web site. This function will be available approximately mid-June through mid-September. An e-mail announcement will be sent in early June with more information.
Q: For Pre-ID or bubbling on the Answer Book, how far back can previous year's 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. Once CALPADS is updated, these scores will be 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 found 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 set-up fee allows districts to upload and submit one file for printing. There is an additional file 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 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 there be an additional charge for submitting more than one Pre-ID file?
A: Yes. See the above two questions for information on fees.
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: Can I receive a label for student records without SSIDs?
A: Yes. If you do not have a Statewide Student Identifier (SSID) for a student at the time Pre-ID file(s) are submitted, the SSID may be filled in on the Answer Book at the time of testing. For tests submitted during the AA Window, the SSID may also be entered during the DRM if the SSID is unknown at the time of testing.
Q: Is there an extra fee for submitting a file during the Late Label Window?
A: Yes, the pricing structure for Pre-ID files submitted during the Late Label Window is different. See the Pre-ID Services Web page on the CELDT Web site for more information on fees and the Late Label Window 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.
Q: Is there a difference between IA labels and AA labels?
A: The labels look exactly the same. The test purpose is printed on the label.
Q: Can I leave the ethnicity questions blank and still get a label for that student?
A: No. At least one selection must be marked in the ethnicity fields (Pre-ID Data File Layout fields 21–40). A blank in field 21 (Hispanic or Latino?) is acceptable only if a race is chosen in fields 23–40. Likewise, if no race is marked in fields 23–40, field 21 (Hispanic or Latino?) must be marked. Blanks in all ethnicity fields (21–40) will result in an error and no labels will be produced for those students.
Q: If a student label is placed on an Answer Book, what 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:
Each field is identified with an asterisk (*) on the demographic pages, and in the demographic page instructions in the Examiner's Manuals, and Test Coordinator's Manual (2011-12 Ed.).
Q: How long after the purchase order is received by Educational Data Systems can we begin uploading Pre-ID files?
A: Immediately.
Q: Where on your Web site is the Pre-ID Data File Layout document?
A: After logging on to the secure District Portal, the link to the Pre-ID Data File Layout document is directly below the Pre-ID Data Management link.
Q: Is there a Pre-ID user guide?
A: Yes. A short User Guide is available for download below the link to the Pre-ID application on the secure District Portal.
Q: Can we receive the Pre-ID labels grouped and sorted by teacher or class name?
A: Yes. Districts have two fields that can be used for a personalized sort. They are field 9 (Delivery Name) and field 10 (Delivery Code). Districts may enter the desired information in these fields and labels will be sorted according to the sort order information provided.
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 system does not recognize, each student in that school 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 Pre-ID system. 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 recommend software for the creation of Pre-ID files. However, Excel files are accepted, in addition to fixed-width text files.
Q: Can both students with Test Purpose "1—Initial Assessment" and Test Purpose "2— Annual Assessment" be included in the same Pre-ID file?
A: Yes.
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 overrides all other grades.
If a student's grade from the Pre-ID label is different from the grade span of the Answer Book, and no grade is bubbled 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% of the group is in the same grade.
Q: Are the student address fields required in the Pre-ID data files submitted by the districts?
A: No, it is optional. However, the printing of the parent/guardian address on the Student Performance Level Report is included in the price of Pre-ID.
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 over-identified 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 accepted by the State Board of Education.
Q: If another district has provided a cumulative file that contains only a hardcopy of the Student Performance Level Report or Student Record Label for the K–1 2009–10 Edition test, how can I convert the raw scores for Reading and Writing to scale scores?
A: The Raw Score-to-Scale Score and Domain Conversion tables for the 2009–10 Edition for K–1 Reading and Writing have been posted to the CELDT Document Archive Web page.
Q: Is there a PowerPoint or archive available from each CELDT Live! presentation?
A: Yes. Archived PowerPoint slides and transcripts for current year topics of the online training presentations are available in the Workshops section of the CELDT Web site. To access these online training resources, select the CELDT Live! Online Presentations link on the Workshops page. A complete listing of archived presentations is available through the Past Presentations link.
Q: What will each CELDT Live! presentation cover?
A: The CELDT Live! series of presentations (A,B,C, etc.) will cover a range of different topics relevant to the current test administration year. If you have additional suggestions for CELDT Live! topics, please e-mail your suggestions to the CELDT Customer Support Center at support@celdt.org.
Q: What are the dates of upcoming CELDT Live! presentations?
A: Dates for future presentations are listed on the Upcoming Presentations page of the CELDT Web site. An e-mail announcement is sent to all CELDT District Coordinators and individuals on the additional contacts list approximately one week prior to each CELDT Live! presentation.
Q: Can I get a copy of the questions asked during CELDT Live! presentations?
A: Yes. Transcripts can be found on the Past Presentations Web page of the CELDT Web site.
Q: How do I participate in CELDT Live! presentations?
A: On the day of the event, approximately 10 minutes prior to the presentation, go to the CELDT Live! page on the CELDT Web site and select the link under the title of the current presentation. This link will launch the presentation and provide you with the information you need to logon. The audio access code will be listed along with the link. However, you do not need to call in via telephone, as the audio is played over your computer speakers or headphones. If you wish to participate only via telephone, the audio only call-in information will be provided in the e-mail announcement and on the Web site. Fully accessible transcripts of the presentation are also available through an accompanying link.
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: 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 Student Score Labels reprinted to reflect DRM changes. 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 during 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 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 (PDF - 240KB - 15pp).
Q: Are districts required to mail CELDT Student Performance Level Reports now that student addresses are being printed on them?
A: No. The law requires that the parent/guardian be notified of CELDT results within 30 days of receipt of the score report by the district. LEAs determine the method of delivery.
Q: If a student takes the CELDT twice by mistake and both tests are sent to the test contractor, what steps should districts follow after receiving two official score reports?
A: 1) Communicate the results of the first assessment to the student’s parents (a note may be placed in the student’s cumulative file indicating that a second test was administered in error.)
2) Results for both administrations will be reflected in CALPADS.
3) For Title III Accountability, AMAO calculations will use the scores from the first test based on the Date Testing Completed field. Districts do not have the option of removing testing data from the contractor or state database after results have been submitted for processing.
Q: When will districts receive the summary reports?
A: Performance Level Summary Reports and Roster Reports for AA students tested within the AA Window are available approximately one month after the Data Review Module closes in late spring. Performance Level Summary Reports for IA and AA/IA Combined are available approximately three months after the end of the annual administration in the fall. Reports are shipped directly to the designated CELDT District Coordinator.
Q: Can we view a district's summary of errors before the DRM Window opens?
A: No. Data in the DRM, including summary statistics, are not available until the window opens.
Q: Can we edit a previous year's data?
A: No. Only current year's data 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: Some students in our district were tested on the CELDT in error. Can these students be deleted in DRM?
A: No. Student records may not be deleted in DRM.
Q: If a 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 the 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 and/or the demographic pages of the Answer Book.
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: Follow the steps in the DRM User Guide (available under the Data Management link within the District Portal during the DRM Window) through the Edit a Student Record link. 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 the student or the SSID number is incorrect, you can select the record and make the appropriate change.
Q: For special education students who take an alternate assessment, how should their previous year's scores be entered?
A: If a student took an alternate assessment in a previous year and a CELDT answer document was returned with alternate assessment marked, the student would have received the lowest obtainable scale score. 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 grade can be changed in the DRM for a student as long as it falls within the grades represented by 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 DRM. If the student was actually a grade 2 student you cannot change the grade, because grade 2 is not included in the 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 at the end of the DRM Window are placed back into the scoring system and will be reported out 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 DRM from the scoring system based on a master County-District-School code list from the CDE, and 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.
Q: When will my district be notified if we have a 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 mail a hard copy 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, but 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. 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, the braille books and their components are significantly more expensive to produce. If these materials are not used by the district, the costs for reproduction must be recouped.
