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California English Language Development Test
2016–17 Edition
Data Review Module (DRM)
Layout
Version 1.0 December 5, 2016
Prepared by
Educational Data Systems
For the
California Department of Education
Assessment Development and
Administration Division
1430 N Street, Suite 4409
Sacramento, CA 95814
2016–17 CELDT DRM Data File Layout
Version 1.0 Page ii December 5, 2016
This page intentionally left blank to facilitate double-sided printing.
2016–17 CELDT DRM Data File Layout
Version 1.0 Page iii December 5, 2016
TABLE OF CONTENTS
New or Changed for the 2016–17 Edition .............................................................................. iv
Downloading and Uploading Files .............................................................................................. v Editing Data ................................................................................................................................ v Error and Warning Flags ............................................................................................................. v Test Purpose Rules .................................................................................................................. vii
Appendix A: SSID Error and Warning Codes .........................................................................9
LIST OF TABLES
Table 1: Test Purpose Rules .................................................................................................... vii Table 2: Data Review Module (DRM) Data File Layout ..............................................................1
2016–17 DRM Data File Layout
Version 1.0 Page iv December 5, 2016
New or Changed for the 2016–17 Edition
Field Name Changes
Field Number
Old Field Name New Field Name
None
Field Code and/or Error Rule Changes
Field Number
Field Name Rule Old Code/Error Rule New Code/Error Rule
1 Edition 2015–2016 2016–2017
18 Date of Birth (Year) 1993–2013 1994–2014
30 Date Testing Completed Valid dates: 07012015–10312015 Valid dates: 07012016–10312016
32 Most Recent Previous CELDT Administration Date
2006 to 2015
Note: For 2006, only months July–Dec. apply; for 2015, only months January–June apply
2006 to 2016
Note: For 2006, only months July–Dec. apply; for 2016, only months January–June apply
44 Student’s Grade During Most Recent Previous CELDT Administration
Must be equal to Current Grade or Current Grade minus 1 through Current Grade minus 9
Must be equal to Current Grade or Current Grade minus 1 through Current Grade minus 10
Fields that cannot be updated (for display only)
Field Number
Field Name
4 District Name
5 County/District/School Code
6 Charter Number
7 School Name
20 Gender
Fields that will not be updated during DRM
The following fields will be populated from a merge with the California Longitudinal Pupil Achievement Data System (CALPADS) twice per edition: once each for the Post-Data Review Module (DRM) and the
November–June Cumulative Student Score Files (SSFs). Field Name
Primary Language Code
Primary Disability Code
Date First Enrolled in USA School
Program Participation: Migrant
Special Ed Services Code
NPS Code
County/District of Residence for students with IEPs
Deleted Fields
Field Name
None
2016–17 DRM Data File Layout
Version 1.0 Page v December 5, 2016
The 2016–17 Edition Data Review Module (DRM) online application, developed by Educational Data Systems for the California English Language Development Test (CELDT), assists local educational agencies in making corrections to student demographic data for students tested during the Annual Assessment Window. There are two options for making data corrections: (1) online data corrections via data entry screens and (2) offline data corrections via downloadable data files.
This document provides the information necessary to successfully use both options.
Further instructions on the DRM are contained in the 2016–17 Edition DRM User Guide available on the CELDT Web site at https://www.celdt.org/resources/archives/.
Downloading and Uploading Files
The DRM downloadable files are available as fixed-width text (.txt) files and Microsoft Excel (.xlsx) files. The fixed-width text files are normally used with mainframe editor programs or statistical package programs. Files downloaded as fixed-width text files must be uploaded back into the DRM application as fixed-width text files with an extension of .txt.
Districts not using mainframe editor programs should use the Microsoft Excel format, as corrections to data can easily be made in the editable cells. Be sure to maintain the original column order and format as well as column header names and worksheet names so that the edits can be uploaded back into the DRM application. Files downloaded as Microsoft Excel files must be uploaded back into the DRM application as Excel files with an extension of .xls or .xlsx. Please note that the Gender field will not be updated during the upload process.
Editing Data
Certain data fields are editable, while others are not. The “User May Update” column in Table 2 indicates whether the field is editable (i.e., the changes made by the district to the information will overwrite the existing values in the DRM). For downloaded files:
If this column indicates a “Yes,” the district may update the values in this field for any student, whether the field is flagged as an error or not. To ensure the data input is valid and will overwrite the data in the DRM, follow the rules in the “Valid Values,” “Edits,” and “Edit Rules” columns for each field where a change is made.
If this column indicates a “No,” the district may not update the values in this field for any student. Data changed in these fields in the downloaded file will be ignored upon upload to the DRM.
Error and Warning Flags
A “flag” field has been included after each field that may be edited by the district. The DRM application evaluates each data value according to the edit rules in the layout and determines if there are errors or warnings. If the DRM application detects errors or warnings in the data, it adds an error or a warning code in the flag field associated with that data field. The flag codes are an indication of which data corrections need to be made.
If the code in the flag field is an “E,” this indicates an “error” in the field; if the code in the flag field is a “W,” this indicates a “warning.” A blank in the flag field indicates no inaccuracies in the data according to the edit rules.
2016–17 DRM Data File Layout
Version 1.0 Page vi December 5, 2016
Error flags (“E”) indicate inaccuracies in the data that may impact district accountability, (i.e., the English Learner Indicator [ELI] in the state’s new accountability system), or other statewide reports. In order for the district’s ELI data to be as accurate as possible, all errors must be corrected. An error flag in the State Student Identifier (SSID) field indicates that the update to fix this error can be made in the DRM application.
Warning flags (“W”) indicate possible inaccuracies in the data, which should be reviewed for correction. Correcting data with warning flags will help make school, district, and state summary reports more accurate. A warning flag in the SSID field indicates that the update to fix this warning may need to be made in CALPADS and/or in the DRM application.
Fields that are not editable (e.g., Grade Span - Field 25) or are editable but have no edit rules (e.g., local Student ID Number - Field 21), have no flag field or error codes. Note that it is not necessary to remove the flag codes (E or W) from the flag fields prior to uploading the file back into the DRM.
2016–17 DRM Data File Layout
Version 1.0 Page vii December 5, 2016
Test Purpose Rules
The Test Purpose, which indicates whether a student is an Initial Assessment (IA) or an Annual Assessment (AA) student, is important for accountability purposes. If a student has previously been tested with the CELDT (i.e., AA), the most recent previous CELDT administration date, the most recent previous CELDT scale scores, and the most recent CELDT grade for the student are all required to be filled in. (If this information is not available for a student, the data may be left blank but will receive an error flag.) If a student was tested for the first time with the 2016–17 Edition CELDT (i.e., IA), then these data will not be available and the fields must be left blank.
The following table summarizes the Test Purpose rules and error codes as they relate to the previous administration and corresponding scores.
Table 1: Test Purpose Rules
Demographic Page Box 10 Box 12 Box 11
File Layout Field Number 32 34 36 38 40 42 44
Test Purpose
Most Recent
Previous CELDT
Adminis-tration
Most Recent
Previous Listening
Scale Score
Most Recent
Previous Speaking
Scale Score
Most Recent
Previous Reading
Scale Score
Most Recent
Previous Writing Scale Score
Most Recent
Previous Overall Scale Score
Student’s Grade During Most
Recent Previous CELDT
Adminis-tration
Online Error
Codes
1 = IA (Initial
Assessment)
ALL FIELDS MUST BE BLANK ERROR If NOT ALL BLANKS
2 = AA (Annual
Assessment)
ALL FIELDS MUST BE FILLED IN
(Exception: K–1 Reading and Writing Scale Scores must be blank if the previous
CELDT administration date was before July 1, 2009.)
ERROR If ANY or
ALL BLANKS
Valid Values
01–12 &
2006 to 2016
220–725 140–740 220–770 220–810 180–761 00–12 Error If Invalid
Note: If Test Purpose = 2 (Annual Assessment) and any or all of the associated data above are missing or invalid after the DRM, the district’s ELI may be affected.
2016–17 DRM Data File Layout
*Answer Doc: The box number from the demographic pages of the scannable Answer Book
Version 1.0 Page 1 December 5, 2016
Table 2: Data Review Module (DRM) Data File Layout
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Field Name Valid Values Edits Edit Rules User May
Update
Description and Data Source S
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Column Location and
Header Title for Excel File
1 Edition 2016–2017 No 1 9 9 Column A
edition
2 EDS Unique Identifier
Alpha None No EDS (Educational Data Systems) unique identifier
comprised of Batch/Scan (8) and Litho (7)
10 24 15 Column B
edsID1
3 Filler None None No 25 25 1 Column C
fill0
4 District Name Alpha Letters A–Z, 0–9, Blank
No District Name from California
Department of Education (CDE) County District School (CDS)
Master file
26 55 30 Column D districtName
5 County/ District/ School Code
Column 56–57: County Code, Alpha 01–58 or 99
Column 58–62: District Code, Alpha 00000–99999
Column 63–69: School Code, Alpha 0000000–9999999
Must be alpha and match CDE valid CDS code list
No Group Identification Sheet (GIS);
14-digit CDS number
56 69 14 Column E cdsCode
6 er
Charter Number Alpha 0000–9999 No 4-digit Charter Number from GIS
70 73 4 Column F charterNum
7 School Name Alpha Letters A–Z, 0–9, Blank
No School Name 74 103 30 Column G schoolName
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*Answer Doc: The box number from the demographic pages of the scannable Answer Book
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Field Name Valid Values Edits Edit Rules User May
Update
Description and Data Source S
tart
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Column Location and
Header Title for Excel File
8 Student’s Last Name
Alpha May only include alphabetic letters, numbers, periods, hyphens, and apostrophes
Warning if ALL Blank or Invalid
Yes Answer Doc* #1 or Pre-Identification
(Pre-ID) label
104 114 11 Column H studentLName
9 Last Name Flag 115 115 1 Column I lnameFlag
10 Student’s First Name
Alpha May only include alphabetic letters, numbers, periods, hyphens, and apostrophes
Warning if ALL Blank or Invalid
Yes Answer Doc* #1 or Pre-ID
116 124 9 Column J studentFName
11 First Name Flag 125 125 1 Column K fnameFlag
12 Student’s Middle Initial
Alpha or Blank A–Z Warning if Invalid Yes Answer Doc* #1 or Pre-ID
126 126 1 Column L studentMInitial
13 Middle Initial Flag 127 127 1 Column M
miFlag
14 Date of Birth (Month)
Alpha; 01–12 Must contain leading zero for 1–9
Must be in range 01 through 12
Error if Invalid Yes Answer Doc* #3 or Pre-ID
128 129 2 Column N birthMonth
15 Birth Month Flag 130 130 1 Column O bmonthFlag
16 Date of Birth (Day)
Alpha; 01–31 Must contain leading zero for 1–9
Must be in range 01 through 31
Error if Invalid Yes Answer Doc* #3 or Pre-ID
131 132 2 Column P birthDay
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*Answer Doc: The box number from the demographic pages of the scannable Answer Book
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Field Name Valid Values Edits Edit Rules User May
Update
Description and Data Source S
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Column Location and
Header Title for Excel File
17 Birth Day Flag 133 133 1 Column Q bdayFlag
18 Date of Birth (Year)
Alpha; 1994–2014 Edit for valid values
Error if Invalid Yes Answer Doc* #3 or Pre-ID
134 137 4 Column R birthYear
19 Birth Year Flag 138 138 1 Column S byearFlag
20 Gender Alpha None None No Answer Doc* #7 or Pre-ID
139 139 1 Column T gender
21 t Student ID Number (Local Use Only)
Alpha; 0–9 or Blanks None None Yes Answer Doc* #4 or Pre-ID 140 149 10
Column U localID
22 Statewide Student Identifier (SSID)
Alpha; 0–9 Edit for valid SSID based on CDE CALPADS rules
Error based on CALPADS Flag
Code
Yes Answer Doc* #5 or Pre-ID 150 159 10
Column V SSID
23 SSID Flag 160 160 1
Column W ssidFlag
24 SSID Flag Code See Appendix A for SSID
Error/Warning Flag Codes
161 161 1
Column X ssidFlagCode
25 Grade Span 1 = K–1 2 = 2 3 = 3–5 4 = 6–8 5 = 9–12
None None No Grade span in which the student
tested (Answer Book used)
162 162 1
Column Y gradeSpan
2016–17 DRM Data File Layout
*Answer Doc: The box number from the demographic pages of the scannable Answer Book
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Field Name Valid Values Edits Edit Rules User May
Update
Description and Data Source S
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Column Location and
Header Title for Excel File
26 Grade Alpha; 00–12 00 – Kindergarten 01 – Grade 1 02 – Grade 2 03 – Grade 3 04 – Grade 4 05 – Grade 5 06 – Grade 6 07 – Grade 7 08 – Grade 8 09 – Grade 9 10 – Grade 10 11 – Grade 11 12 – Grade 12
Must contain leading zero in grades 1–9.
Must be valid for the Grade Span Tested. Data will be invalid if the changed grade does not match the grade span range in field 25.
Error if Invalid Yes Answer Doc* #6 or Pre-ID
163 164 2
Column Z grade
27 Grade Flag
165 165 1
Column AA gradeFlag
28 Test Purpose Alpha; 1 = Initial Assessment (IA) or
2 = Annual Assessment (AA)
Edit for valid values
Error if Blank or value is
5 = Unknown
Yes Answer Doc* #8 or Pre-ID
166 166 1
Column AB testPurpose
29 Test Purpose Flag
167 167 1
Column AC purposeFlag
30 Date Testing Completed
Alpha (MMDDYYYY)
Valid Dates: 07012016–10312016
Edit for valid values
Error if Blank or Invalid
Yes Answer Doc* #9 or filled in by EDS if blank or invalid during scoring
168 175 8
Column AD testDate
2016–17 DRM Data File Layout
*Answer Doc: The box number from the demographic pages of the scannable Answer Book
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Field Name Valid Values Edits Edit Rules User May
Update
Description and Data Source S
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Column Location and
Header Title for Excel File
31 Date Testing Completed Flag
176 176 1
Column AE
testDateFlag
Please see Table 1 on page vii for Test Purpose Rules and associated
Previous Scores/Grade Fields Edit Rules
32 Most Recent Previous CELDT Administration (MMYYYY)
Alpha or Blanks
Columns 177–178: 01–12 (MM)
Columns 179–182: 2006 to 2016 (YYYY)
Note: For 2006, only months July–December apply; for 2016, only months January–June apply
If Test Purpose = 1 (IA) this field must be Blank
If Test Purpose = 2 (AA) this field must be valid
Also see Table 1 on Page vii
Error if Test Purpose = 1 and field is not Blank
Error if Test Purpose = 2 and field is Blank or
Invalid
Yes Answer Doc* #10 or Pre-ID
177 182 6
Column AF prevTestDate
33 Previous Admin Flag
183 183 1
Column AG prevDateFlag
34 Most Recent Previous Listening Scale Score (SS)
Numeric; 220–725 or Blank
Also see Table 1 on Page vii for validity rules
Error if Test Purpose = 1 and field is not Blank
Error if Test Purpose = 2 and field is Blank or
Invalid
Yes Answer Doc* #12 or Pre-ID
184 186 3
Column AH prevListenSS
2016–17 DRM Data File Layout
*Answer Doc: The box number from the demographic pages of the scannable Answer Book
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Field Name Valid Values Edits Edit Rules User May
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Description and Data Source S
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Header Title for Excel File
35 Most Recent Previous Listening SS Flag
187 187 1
Column AI prevLSSFlag
36 Most Recent Previous Speaking Scale Score (SS)
Numeric; 140–740 or Blank
Also see Table 1 on Page vii for validity rules
Error if Test Purpose = 1 and field is not Blank
Error if Test Purpose = 2 and field is Blank or
Invalid
Yes Answer Doc* #12 or Pre-ID
188 190 3
Column AJ prevSpeakSS
37 Most Recent Previous Speaking SS Flag
191 191 1
Column AK prevSPSSFlag
38 Most Recent Previous Reading Scale Score (SS)
Numeric; 220–770 or Blank
Also see Table 1 on Page vii for validity rules
Error if Test Purpose = 1 and field is not Blank
Error if Test Purpose = 2 and field is Blank or
Invalid
Yes Answer Doc* #12 or Pre-ID
192 194 3
Column AL prevReadSS
39 Most Recent Previous Reading SS Flag
195 195 1
Column AM prevRSSFlag
40 Most Recent Previous Writing Scale Score (SS)
Numeric; 220–810 or Blank
Also see Table 1 on Page vii for validity rules
Error if Test Purpose = 1 and field is not Blank
Error if Test Purpose = 2 and field is Blank or
Invalid
Yes Answer Doc* #12 or Pre-ID
196 198 3
Column AN prevWritSS
2016–17 DRM Data File Layout
*Answer Doc: The box number from the demographic pages of the scannable Answer Book
Version 1.0 Page 7 December 5, 2016
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Field Name Valid Values Edits Edit Rules User May
Update
Description and Data Source S
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Column Location and
Header Title for Excel File
41 Most Recent Previous Writing SS Flag
199 199 1
Column AO prevWSSFlag
42 Most Recent Previous Overall Scale Score (SS)
Numeric; 180–761 or Blank
Also see Table 1 on Page vii for validity rules
Error if Test Purpose = 1 and field is not Blank
Error if Test Purpose = 2 and field is Blank or
Invalid
Yes Answer Doc* #12 or Pre-ID
200 202 3
Column AP prevOverallSS
43 Most Recent Overall SS Flag
203 203 1
Column AQ prevOSSFlag
44 Student’s Grade During Most Recent Previous CELDT Administration
Alpha; 00–12 or Blank 00 – Kindergarten 01 – Grade 1 02 – Grade 2 03 – Grade 3 04 – Grade 4 05 – Grade 5 06 – Grade 6 07 – Grade 7 08 – Grade 8 09 – Grade 9 10 – Grade 10 11 – Grade 11 12 – Grade 12
If specified, value must = Current Grade or
Current Grade minus 1 through
Current Grade minus 10
Also see Table 1 on Page vii for additional validity rules
Error if Test Purpose = 1 and field is not Blank
Error if Test Purpose = 2 and field is Blank or
Invalid
Yes Answer Doc* #11 or Pre-ID
204 205 2
Column AR prevGrade
45 Previous Grade Flag
206 206 1
Column AS prevGradeFlag
46 Accommodations - Listening
Alpha; Y = Yes or Blank None None Yes Answer Doc* #15 207 207 1
Column AT accListen
47 Accommodations - Speaking
Alpha; Y = Yes or Blank None None Yes Answer Doc* #15 208 208 1
Column AU accSpeak
2016–17 DRM Data File Layout
*Answer Doc: The box number from the demographic pages of the scannable Answer Book
Version 1.0 Page 8 December 5, 2016
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Field Name Valid Values Edits Edit Rules User May
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48 Accommodations - Reading
Alpha; Y = Yes or Blank None None Yes Answer Doc* #15 209 209 1
Column AV accRead
49 Accommodations - Writing
Alpha; Y = Yes or Blank None None Yes Answer Doc* #15 210 210 1
Column AW accWrite
50 Modifications - Listening
Alpha; Y = Yes or Blank None None Yes Answer Doc* #15 211 211 1
Column AX modListen
51 Modifications - Speaking
Alpha; Y = Yes or Blank None None Yes Answer Doc* #15 212 212 1
Column AY modSpeak
52 Modifications - Reading
Alpha; Y = Yes or Blank None None Yes Answer Doc* #15 213 213 1
Column AZ modRead
53 Modifications - Writing
Alpha; Y = Yes or Blank None None Yes Answer Doc* #15 214 214 1
Column BA modWrite
54 Alt. Assessment - Listening
Alpha; Y = Yes or Blank None None Yes Answer Doc* #15 215 215 1
Column BB aaListen
55 Alt. Assessment - Speaking
Alpha; Y = Yes or Blank None None Yes Answer Doc* #15 216 216 1
Column BC aaSpeak
56 Alt. Assessment - Reading
Alpha; Y = Yes or Blank None None Yes Answer Doc* #15 217 217 1
Column BD aaRead
57 Alt. Assessment - Writing
Alpha; Y = Yes or Blank None None Yes Answer Doc* #15 218 218 1
Column BE aaWrite
58 EDS Unique Identifier2
Alpha Internal EDS identifier
219 233 15 Column BF
edsID2
2016–17 DRM LEA Data File Layout
Version 1.0 Page 9 December 5, 2016
Appendix A: SSID Error and Warning Codes
Flag Code
Error/ Warning
Error/ Warning
Name Error/Warning Description Correcting SSID
1 Error Missing The SSID is missing from the Answer Book or Pre-Identification label.
Look up student in the district student information system (SIS) and enter the correct SSID in the DRM.
2 Error Invalid An SSID is present but is not in valid SSID format (e.g., 9 digits instead of 10 digits), or does not meet the SSID algorithm requirements.
Look up correct SSID in CALPADS and update in the DRM and district SIS.
3 Error Retired The SSID is valid but corresponds to a retired SSID per the retired SSID table in CALPADS.
Look up correct SSID in CALPADS and update in the DRM and SIS.
4 Warning Not Found –
No Match
The SSID is validly constructed but a corresponding SSID is not found in CALPADS.
Verify that a CALPADS record exists at the school for this student during the timeframe they took the CELDT. Look up the correct SSID and update in the DRM and district SIS.
Check that the CDS code, Date Test Completed (DTC), Date of Birth, and Last Name are accurate in both the DRM and CALPADS.
5 Error Not Found –Match
The SSID is validly constructed, and, although a corresponding SSID is not found in CALPADS, a matching CALPADS record is found because the CDS code, Date of Birth, and Last Name are the same between the DRM and CALPADS.
Update the SSID in the DRM and SIS based on the correct SSID from the matched CALPADS record (check CALPADS Comparison File for the value of SSID).
6 Warning Found –Not
Enrolled
The SSID is valid and found in CALPADS but cannot be matched to an enrollment record because the CDS code between the Answer Book and CALPADS are not the same or the enrollment date range in CALPADS does not encompass the DTC bubbled on the Answer Book.
Check to see if the SSID in the DRM is correct for this student.
Check the DTC field to be sure it is the actual date tested for this student, and if not, correct and update the DTC field.
Check the student enrollment records in CALPADS to be sure that the enrollment dates are correct in CALPADS.
END OF DOCUMENT