2013 Data Corrections:
AAU, CALPADS,
STAR, CAHSEE
Webcast
September 25, 2013
Start time: 9 a.m.
Objectives
• Overview of data corrections and Accountability
• Overview of correcting demographic data in the
California Longitudinal Pupil Achievement Data
System (CALPADS)
• Overview of correcting Standardized Testing and
Reporting (STAR) program data
• Overview of correcting California High School Exit
Examination (CAHSEE) program data
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2013 STAR Data Corrections Webcast | September 2013
Introductions
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2013 STAR Data Corrections Webcast | September 2013
Making Data Corrections in
CALPADS ODS
September 2013
CALIFORNIA DEPARTMENT OF EDUCATION
Tom Torlakson, State Superintendent of Public Instruction
Topics
TOM TORLAKSON
State Superintendent
of Public Instruction
1. Data Sources Used for
Accountability Reports
2. Data Corrections Process
3. Data Files Provided to Local
Educational Agencies (LEAs)
4. Timelines
5
Data Sources Used for
Accountability Reports
TOM TORLAKSON
State Superintendent
of Public Instruction
Starting with the 2012–13
accountability reporting cycle, two
data sources were used by the
Academic Accountability Unit (AAU)
to produce Academic Performance
Index (API), Adequate Yearly
Progress (AYP), and Program
Improvement reports
6
Data Sources Used for
Accountability Reports (Cont.)
TOM TORLAKSON
State Superintendent
of Public Instruction
• The two data sources:
– Assessment results, and related data
fields, provided by the Educational
Testing Service (ETS), and
– Enrollment, demographic, and
program participation data from the
California Longitudinal Pupil
Achievement Data System
Operational Data Store (CALPADS
ODS)
7
Data Correction Process
TOM TORLAKSON
State Superintendent
of Public Instruction
• Assessment-related data
corrections are to be made through
ETS
• Enrollment, demographic, and
program participation data
corrections are to be made using
the CALPADS ODS
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Identification of Data
Errors
TOM TORLAKSON
State Superintendent
of Public Instruction
• To help LEAs identify potential
data errors, the AAU will provide
accountability coordinators, who
have secure ListServ privileges,
with password-protected encrypted
student-level data files
9
Identification of Data
Errors (Cont.)
TOM TORLAKSON
State Superintendent
of Public Instruction
• Three student-level files will be
provided:
– Demographic data files containing
race/ethnicity and program
participation
– Continuous enrollment data file
indicating which students were
identified as continuously enrolled
– Four-year cohort graduation data
10
Timeline
TOM TORLAKSON
State Superintendent
of Public Instruction
• October 31, 2013: Deadline for
making corrections in the CALPADS
ODS
• November 1, 2013: Data extracted
from CALPADS ODS
• February 2014: Revised API, AYP,
PI, Standardized Testing and
Reporting, and California High
School Exit Examination reports
posted to the California Department
of Education Web site
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Contact Information
TOM TORLAKSON
State Superintendent
of Public Instruction
Questions regarding the
demographic and continuous
enrollment data files:
Justin Lane
916-323-1341
jlane@cde.ca.gov
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Contact Information
(Cont.)
TOM TORLAKSON
State Superintendent
of Public Instruction
Questions regarding business rules for
demographic and program participation:
Michael Mercier
916-323-5029
mmercier@cde.ca.gov
Dan Sikangwan
916-322-3048
dsikangwan@cde.ca.gov
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2013 CALPADS
Demographic Data Corrections
September 2013
CALIFORNIA DEPARTMENT OF EDUCATION
Tom Torlakson, State Superintendent of Public Instruction
CALPADS Objectives
TOM TORLAKSON
State Superintendent
of Public Instruction
District CAHSEE and STAR coordinators
will understand:
• Why CALPADS data should be
corrected
• Which CALPADS data can be corrected
• When CALPADS data can be corrected
• How to coordinate CALPADS data
corrections through the LEA
Administrator or designated CALPADS
user
15
Why Correct CALPADS
Data?
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginning in the 2012–13 Academic
Year, the following will be calculated
using CALPADS demographic data:
•
•
•
•
•
Adequate Yearly Progress (AYP )
Academic Performance Index (API)
Graduation rates
Dropout rates
Graduation cohort
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Which CALPADS data
can be corrected?
TOM TORLAKSON
State Superintendent
of Public Instruction
The following fields may be corrected in the
CALPADS Operational Data Store (ODS):
•
•
•
•
•
•
•
•
•
•
•
Student’s English Proficiency
English Learner Date First Enrolled in U.S. School
Ethnicity/Race
Hispanic or Latino
Parent Education Level
National School Lunch Program (NSLP)
Special Education Exit Date
Primary Disability (3-digit primary disability code; 000 = no reported
disability)
R-FEP students in grades five through eleven scored Proficient or
Advanced any 3 years on CST and/or CMA for ELA
Reclassified Fluent-English-Proficient (R-FEP) Date (CAHSEE Only)
Primary Language (CAHSEE Only)
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When can CALPADS
data be corrected?
TOM TORLAKSON
State Superintendent
of Public Instruction
CALPADS ODS data corrections
may be made up until 5pm of the
October 31, 2013 deadline.
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How to coordinate
CALPADS data corrections
TOM TORLAKSON
State Superintendent
of Public Instruction
• Each LEA has 1–2 CALPADS LEA
Administrators whose role is to provide
access to local LEA users. This
CALPADS LEA Admin has granted
certain users privileges to modify these
data.
• The District CAHSEE and STAR
coordinator(s) will need to collaborate
with these local users in order to make
data corrections in the CALPADS ODS. 19
CALPADS Support
Contact Information
TOM TORLAKSON
State Superintendent
of Public Instruction
For CALPADS support, please contact
the CALPADS Service Desk by
• E-mail: calpads-support@cde.ca.gov
or
• Web form:
http://www2.cde.ca.gov/calpadshelp/default.aspx
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2013 STAR
Data Corrections
STAR Objectives
District STAR coordinators will understand:
• Why data should be corrected
• Which data can be corrected (See Appendix C)
• What the cost is for correcting data
• When data can be corrected
• How to make data corrections
• Data corrections vs. handscoring end-of-course
mathematics and science tests
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2013 STAR Data Corrections Webcast | September 2013
What’s New ?
• Only fields related to the assessments are to be
corrected in the Data Corrections module.
– Special conditions, accommodations,
modifications, variations
– Test taken
– . . . and so forth
• All other fields are to be corrected in the
California Pupil Achievement Data System
(CALPADS).
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2013 STAR Data Corrections Webcast | September 2013
Reminders
• Layout Changes
– See the “What’s New” table starting on page 1 of the
Demographic Data Corrections Manual for changes to
the data layout.
• Search for Student
– You can search by student SSID when matching
unmatched grades four and seven students multiple
choice with unmatched writing.
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2013 STAR Data Corrections Webcast | September 2013
Why Correct Data?
• Correct 2013 assessment data
• Score uncoded and rescore miscoded end-of-course
mathematics or science tests
– Other option is to hand score
• Obtain corrected data CD
– Even if only making corrections in CALPADS
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2013 STAR Data Corrections Webcast | September 2013
Fields that may be corrected
• SSID
• CAPA Level
• County and district code for student’s residence if
residence is other than where student attends
school/receives services
• Special Testing Conditions (except for certain fields)
• Accommodations or Modifications Used
• Adult Testing Irregularities
• Inappropriate Test Preparation
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2013 STAR Data Corrections Webcast | September 2013
Fields that may be
corrected, con’t
• English Learner Test Variations
• Receives special education services at a nonpublic,
nonsectarian school (NPS) based on IEP
• NPS school code (CST, CMA, CAPA, and STS)
• CST/CMA for Mathematics Test Taken
• CST for Science Test Taken
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2013 STAR Data Corrections Webcast | September 2013
Demographic fields that may
NOT be corrected
• District Name
• County/District Code
• School Name
• School Code
• Grade Level of Test Taken (enrollment grade may
be changed)
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2013 STAR Data Corrections Webcast | September 2013
How much does it cost?
• One setup fee of $630
– Regardless of number of administrations changed
• 16 cents per record
– ALL students tested on the administration
• Additional cost for replacement reports and CD
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2013 STAR Data Corrections Webcast | September 2013
Example
• Two administrations
– 1,000 students tested on admin 1
– 5,000 students tested on admin 2
• Correct 900 students on admin 1
– Cost = $630 + (0.16 x 1000) = $790
• Correct 3,000 students on admin 2
– Cost = $630 + (0.16 x 5000) = $1,430
• Correct 900 students on admin 1 plus
Correct 3,000 students on admin 2
– Cost = $630 +(0.16 x 6000) = $1,590
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2013 STAR Data Corrections Webcast | September 2013
Cost of
Replacement Reports
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Report
Cost per student
tested in the admin.
Student Reports (paper)
Student Reports (PDFs on DVD-ROM)
Student Record Label
$1.50
$0.25
$0.80
Student Master List
$0.60
Student Master List Summary, School level
$0.60
Student Master List Summary, District level
$0.60
Subgroup Summaries
$0.85
Student Master List Summary: End-of-course CST results,
end-of-course CMA results
$0.60
Student Data File on CD-ROM
$0.32
2013 STAR Data Corrections Webcast | September 2013
Timeline
• Submit form
– Form available on www.startest.org/forms.html
– Last day for submissions is October 10
• System OPEN for corrections on September 16
• System CLOSED for corrections on October 25
– Last day to request file download is
October 24; corrected file then must be uploaded by
October 25
• Corrected STAR Internet reports to be posted in
January
– Not the same as accountability reports
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2013 STAR Data Corrections Webcast | September 2013
The Process
•
•
•
•
Complete and submit form.
Obtain new password.
Access “STAR 2013 Administration.”
Make data corrections.
– Online
– Offline
 Request download file NO LATER than October 24
• Match unmatched records (optional).
• Select to “Approve – District Complete.”
– If this step is NOT completed, NO data changes will be sent
to the CDE.
– Must be completed by 6 p.m. (PST) October 25.
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2013 STAR Data Corrections Webcast | September 2013
Online & Offline Updates
Scenario One
1. Request and download file.
2. Edit data in file.
3. Upload corrected file.
1.
2.
3.
4.
5.
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Scenario Three
Edit data online.
Submit online corrections.
Request and download file.
Edit data in file.
Upload corrected file.
2013 STAR Data Corrections Webcast | September 2013
Scenario Two
1. Edit data online.
2. Submit online corrections.
1.
2.
3.
4.
5.
6.
Scenario Four
Request and download file 1.
Edit data online.
Submit online corrections.
Request and download file 2.
Edit data in file 2.
Upload file 2.
Download & Upload
Format
• Based on STAR Student Data Layout
– Includes ALL data in one file
– Includes additional control data fields
 836 Characters long
• Includes records for ALL administrations
• File includes CST, CMA, and CAPA records
– STS records not included
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2013 STAR Data Corrections Webcast | September 2013
Format of Data File
Appendix C of Demographic Data Corrections Manual
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2013 STAR Data Corrections Webcast | September 2013
Sample Data File
Header Record – Do NOT remove or alter
Trailer Record – Do NOT remove or alter
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2013 STAR Data Corrections Webcast | September 2013
After Download
Important
If downloading and correcting the entire file, use text file (.txt) format only. Do not edit
data in Microsoft Excel or any other application that could potentially reformat the data.
Be sure to upload the entire corrected text file (.txt), including the header and trailer
records. Do not change the sequence of any of the records in the file.
• Save a COPY of download file to desktop.
• Do NOT make online data changes in between
downloading and uploading.
• Use a text editor to make data changes.
– Do not use Excel.
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2013 STAR Data Corrections Webcast | September 2013
After Download (continued)
• Keep data in same columns and sequence.
• Do NOT remove records.
• Do NOT change fields UIN (3–22) or “ETS Use
Only” (775–836).
• Do NOT adjust header or trailer records.
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2013 STAR Data Corrections Webcast | September 2013
Upload File
Phase 1, File Check
• Unsuccessful
– All records rejected
– Possible errors
 Header record error
 Trailer record error
 Records deleted or added
 Latest download file not used for upload
 File format
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2013 STAR Data Corrections Webcast | September 2013
Upload File
Phase 1, File Check
• Successful
– Proceed to Phase 2
 Record check
Only modified records will be checked
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2013 STAR Data Corrections Webcast | September 2013
Upload File
Phase 2, Record Check
• Data for entire record has to be valid
• Updates record if all data valid
• Rejects record if ANY data on the record are
invalid
• E-mail sent to inform that Phase 2 has been
completed
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2013 STAR Data Corrections Webcast | September 2013
E-mail
From: STAR@ETS.ORG
Subject: Student Demographic Edit File Status Notification
Below is the file processing status for: STAR Student Demographic Edit Upload File
Filename: PN543.1txt.txt
Date Submitted: 2013-10-15 09:20:22.0
Submitter: District STAR Coordinator
Status: Error
The following fatal errors have occurred while processing the file:
Total Number of Records: 51
Total Number of Accepted Records: 50
Total Number of Rejected Records: 1
Please return to [URL] to download the detailed error report for this file.
Contact customer service at (800) 955-2954 if you need further assistance.
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2013 STAR Data Corrections Webcast | September 2013
Resubmit
•
•
•
•
Download data
Locate records in error
Correct errors
Upload ENTIRE file
– Not just the corrected error records
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2013 STAR Data Corrections Webcast | September 2013
Software
Demonstration
• Online Updates
• Matching Records
• Download & Upload Files
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2013 STAR Data Corrections Webcast | September 2013
Logon to 2013 Database
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2013 STAR Data Corrections Webcast | September 2013
Welcome Screen
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2013 STAR Data Corrections Webcast | September 2013
Online Corrections
Search for Student
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2013 STAR Data Corrections Webcast | September 2013
Online Corrections
Search for Student Results
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2013 STAR Data Corrections Webcast | September 2013
Online Corrections
Update Student Data
Cannot update
online:
– Special test
conditions
– Modifications and
accommodations
Must make these
corrections offline.
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2013 STAR Data Corrections Webcast | September 2013
Online Corrections
Matching Records
• Matches grades 4 and 7 multiple choice and writing.
• Corrections can be made online or by downloading
your data file.
• Please see page 19 of the 2013 STAR Demographic
Data Corrections Manual or call the your STAR TAC
representative for further information.
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2013 STAR Data Corrections Webcast | September 2013
Offline Corrections
Request File
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2013 STAR Data Corrections Webcast | September 2013
Offline Corrections
Download File
Available the next day for download
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2013 STAR Data Corrections Webcast | September 2013
Offline Corrections
Edit File
Text editor
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2013 STAR Data Corrections Webcast | September 2013
Offline Corrections
Upload File
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2013 STAR Data Corrections Webcast | September 2013
Upload Messages
Success
Failure
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2013 STAR Data Corrections Webcast | September 2013
Offline Corrections
Check File Status
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2013 STAR Data Corrections Webcast | September 2013
Final Steps
• Request and save a copy of final corrected data file
• Approve – District Complete
– Sends data for inclusion in January Internet posting
– Sends invoice from ETS
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2013 STAR Data Corrections Webcast | September 2013
Approve
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2013 STAR Data Corrections Webcast | September 2013
Score Uncoded and Rescore
Miscoded End-of-course
Mathematics or Science Tests
• Two options
– Data corrections
– Handscoring
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2013 STAR Data Corrections Webcast | September 2013
Data Corrections vs. Handscoring FAQs for EOC Mathematics or Science
Data Corrections
Handscoring
Question: What is the fee to the school district?
Zero additional cost …
…if district is already performing
demographic data corrections to
correct other data.
$52 per student
Question: Will updated data be sent to CDE for inclusion in Internet data posting and API/AYP
calculations?
YES
NO
Question: Will updated summary reports, data CD, etc., be available?
YES
NO
Question: Will there be notification of new score(s) (Student Master List, Student Record Label, data
CD, etc.)?
YES
The updated Student Master List,
Student Record Label, and the student
data file CD will be available for an
additional charge.
YES
Letter will be sent to the district STAR coordinator containing the
new/revised scores.
Question: Will updated STAR Student Reports be available?
YES
Paper and PDF available
61
NO
2013 STAR Data Corrections Webcast | September 2013
Questions?
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2013 STAR Data Corrections Webcast | September 2013
Quiz
Which of these methods can be used to correct student
demographic data online?
A. Request handscoring.
B. Resubmit my Pre-ID file.
C. Use the search-for-student feature to correct one student
record at a time.
D. Upload an Excel spreadsheet containing only the
corrected records.
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2013 STAR Data Corrections Webcast | September 2013
Quiz
You should download a file, correct records online, and
then upload the file.
True.
False.
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2013 STAR Data Corrections Webcast | September 2013
Quiz
Which field can be corrected using CALPADS
demographic data corrections?
A. Parent Education Level
B. School code
C. District name
D. Test administration
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2013 STAR Data Corrections Webcast | September 2013
Quiz
What are the last two tasks you should perform
before finishing the demographic data corrections
process?
A. Contact the CDE and let them know you are finished,
and then call STAR TAC.
B. Request and download a final copy of your district’s
demographic corrections for your records, and then
select the “Approve – District Complete” button.
C. Make sure to contact your district’s superintendent,
and then take a coffee break.
D. Select the “Approve – District Complete” button, and
then select “Unapprove.”
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2013 STAR Data Corrections Webcast | September 2013
Next Webcast:
2014 STAR Order Management
October 16, 2013
Webcast starts at 9 a.m.
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2013 STAR Data Corrections Webcast | September 2013
2013 CAHSEE
Demographic Data
Corrections
Webcast
September 25, 2013
Correctable Fields Using
CAHSEE Online
•
•
•
•
•
•
•
•
69
SSID
Local ID
Gender
Birthdate
Grade
Post-Grade 12 Student
Migrant Education
Gifted and Talented
2013 STAR Data Corrections Webcast | September 2013
Correctable Fields Using
CAHSEE Online
•
•
•
•
•
•
•
70
Assessed by CAPA
Receives special education services at NPS
NPS CDS Code
County and District Code of Residence
Met ELA Requirement
Met Math Requirement
Grade 10 Census/Make Up
2013 STAR Data Corrections Webcast | September 2013
Demographic fields that may NOT
be corrected in CAHSEE Online
•
•
•
•
•
•
•
71
Student Last Name
Student First Name
School Code
District Name
County/District Code
Accommodations/Modifications Used
English Learner Test Variations
2013 STAR Data Corrections Webcast | September 2013
How much does it cost?
• There is no cost for correcting CAHSEE data through
CAHSEE Online.
• Corrected data files may also be downloaded at no cost.
• Reprints—Student Score Report, Student Detail CD,
Summary Report-$25/student or $250 to reprint the
entire district Student and Parent Reports (Any file or
reprint request prior to the current school year will be
an additional $300 fee.)
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2013 STAR Data Corrections Webcast | September 2013
Timeline
• System OPENED for corrections on July 26
• System CLOSES for corrections on September 30
– Last day to make corrections to July 2012 – May 2013
data through CAHSEE Online
– Reopens for available 2013–2014 data on October 4
• Corrected CAHSEE 2012–2013 Internet reports to
be posted in January
– Not the same as accountability reports
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2013 STAR Data Corrections Webcast | September 2013
Logon to CAHSEE Online
https://cahsee.ets.org/
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2013 STAR Data Corrections Webcast | September 2013
Logon to CAHSEE Online
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2013 STAR Data Corrections Webcast | September 2013
Homepage
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2013 STAR Data Corrections Webcast | September 2013
Data Corrections
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2013 STAR Data Corrections Webcast | September 2013
Search for Student
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2013 STAR Data Corrections Webcast | September 2013
Student Results
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2013 STAR Data Corrections Webcast | September 2013
LEA Profile
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2013 STAR Data Corrections Webcast | September 2013
Special Services Request
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2013 STAR Data Corrections Webcast | September 2013
Questions?
And
Answers!
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2013 STAR Data Corrections Webcast | September 2013