See Test Site Coordinator Responsibilities Section
Identify and coordinate testing students placed in NonPublic Schools by IEP
Before Testing (Continued)
If submitted Pre-ID file, fill out:
List of Demographic Fields Required to be Hand-gridded for Schools Participating in the Pre-ID Service (p. 45)
Provide the list as a handout to test site coordinators during training
Before Testing (Continued)
Receive test materials (starting about 2 weeks before test administration)
Shipment 1: nonsecure testing materials
Shipment 2: secure testing materials
Shipment 3: (optional) Pre-ID answer documents
Shipment 4: (optional) late Pre-ID labels
Upon receipt of shipments, open boxes and conduct inventory
Distribute test materials to sites
Be the liaison between test sites, ETS, and CDE
Complete the Test Security Breach Report Form and/or Test Administration Incident Report Form notifying both CDE and ETS of potential testing irregularities that involve examiners or test sites, if applicable
Test Site Coordinator Responsibilities
Test Site Coordinators Responsibilities
Read the responsibilities and procedures in the “test site coordinator” section of the District Test Site Coordinator Manual
Organize, implement, and supervise all activities necessary to conduct testing at school site
Ensure compliance with CAHSEE regulations
Train test examiners and proctors
Test Site Coordinator Responsibilities (Continued)
Place nonscorable materials (PINK shipping labels)
Test Site Packing List and Security Tracking Forms
Test Booklets, inc. large print and braille
All original copies transcribed essays
PINK Shipping Labels
PINK Shipping Labels
After Testing-Return Materials to District Coordinator
Follow specific information from district coordinator and return materials accordingly and appropriately to the district.
District coordinator can follow a “after testing” section in the district coordinator responsibilities
Receive and inventory test materials from sites
Account for all test booklets and CDs
Complete District Packing List and Security Tracking
Ensure all answer docs are batched by grade with School and Grade Identification (SGID) Sheet; packed in scorable boxes
Arrange with courier (FedEx or land carrier) for pickup
After Testing (Continued)
Late return of scorable materials may delay results and reports being delivered on time.
“Late” = shipped from district after the Wednesday following the test administration
If scorable materials are received from districts late, a late processing fee of $450 is charged to district.
Pick-up Dates for Scorable and Nonscorable Materials-Fall 2008*
Scorable Pick-up Window
Nonscorable Pick-up Window
December 6 & 13
* Schedules for spring 2009 administrations will be available soon.
After Testing (Continued)
After Testing Continued
Use CAHSEE Online http://cahsee.ets.org for:
Making student demographic corrections
Downloading student results
Special Presentation CAHSEE Data Corrections
Go to the secure CAHSEE Online site at http://cahsee.ets.org and select the CONTINUE button.
Select the database in which you are making Demographic Corrections for. Enter your Username and Password and then select the LOGIN button.
Select the drop down menu under the header “Demographic Corrections”
Select the administration in which you need to make demographic corrections to and hit the SUBMIT button
There are several options to review your demographic data on this page. Select RETRIVE MY DISTRICT’S PROFILE.
You can view your data in a summary format. Listed here are critical fields.
Below the critical fields are Optional Fields. Select one of the Optional fields and you will see a summary of that data on your screen.
For example choose Primary Ethnicity and select the SUBMIT button.
View the breakdown for Primary Ethnicity here. Hit the Back Button to get to the Demographic Correction page.
Notice the numbers for African American and American Indian, we will be working with them later.
Option 1: To edit an individual student record, use any of the fields listed on the right to search for that student record. Then, hit the SEARCH button. For example, the last name is used.
All students with that last name are presented. If you select their last name highlighted in blue on the left you will be able to access this student’s demographic information.
You can change any demographic information listed on this page. Anything grayed out you are not able to change.
Example: change this student’s Primary Ethnicity (African – American to American Indian or Alaskan) and see how that affects your data. Hit the SUBMIT button and you will be returned to the page with the students names.
Select the Back to Search Page button and you will end up on the demographic correction page. Repeat steps to retrieve your district profile and here is the change.
African American changed from 83 to 82 and American Indian changed from 10 to 11.
Option 2: Mass Student Demographic Update. This requires a file in either text format or excel format. The layout is exactly the same as your Pre-ID file except there is an added field for Census/Make-up, field 601.
This PDF on the CAHSEE home page at www.ets.org/cahsee shows all the fields for a text file as well as what fields are updateable and what are not. To create a mass demographic correction file use your Pre-ID file and add filler fields from position 501- 600.
Here is a sample of an excel demographic correction file, notice only key matching fields are needed. When you are ready to upload your file remove all the headers from the file. Your file will not upload with headers included.
Select the Browse button and select your demographic correction file from where you have saved it. Select Open.
Your file has now been selected and you can hit the continue button to update your district’s demographic data.
Your file is processing. The larger the file the longer the processing time will be. Sometimes the files are too large and will need to be broken down into smaller files.
You are now able to see where the corrections have been made. You can either continue with the changes or cancel them and start over.
If you hit continue you will receive a confirmation page of your edits. At the bottom of the page is a Table of Errors, you will need to hit continue here for the system to accept your edits.
Once the system accepts your edits, you are taken back to your home page and you are able to see the edits you have made by going back into your District Profile page.
Now that you have corrected your demographic data, you can see how it affects your District Reporting. Under the District Reporting section select the CONTINUE button.
Let’s look at your data prior to making demographic corrections by selecting District Demographic Summary Report for ELA within grade 11. Select the SUBMIT button and you will see your results.
You can see that there are 5 American Indian students who were tested and 47 African American students tested. Now let’s look at this after demographic corrections are completed.
We have gone in and submitted our Mass Demographic Correction file and you can now see that there are 6 American Indian and 46 African American students who have tested.