Precodes for Spring Keystone Exams for 2018-19 School Year
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Precodes for Spring Keystone Exams for 2018-19 School Year


Welcome to the webinar on the Precodes for
the Spring Keystone Exams for the 2018-19 school year.
This webinar is presented by Emily Wolff, Statistician from the Division of Assessment
and Accountability. The Division of Assessment and Accountability
is part of the Bureau of Curriculum, Assessment and Instruction and is responsible for PIMS
trainings, the Attribution Map and all accountability reporting functions including the Future Ready
PA Index and SPP. We provide assessment data that will be used for the ESSA Dashboard and
PVAAS reporting. This webinar will provide information regarding
the PIMS internal snapshot for the Spring Keystone Precodes which will be taken at 12pm
on March 7, 2019. Any entity that teaches a Keystone-related
course, must assess the student in Algebra, Biology and/or Literature Keystones as end-of-course
exam(s). Keystone courses are designated in PIMS by the LEA as ‘trigger’ courses.
Designating a course as such is a local decision and not mandated by PDE. LEAs should look
at the content standards for a Keystone course before designating the course in PIMS to ensure
that students have the requisite knowledge to demonstrate proficiency. A student does
not have to complete the course in order to take the Keystone Exam. If the student is
near the end of the Keystone course, the student should take the Keystone Exam. Students taking
the Keystone Exam must be uploaded to PIMS during the internal snapshot date. In order to submit the correct data, PIMS
Administrators must first identify the students who are taking the Keystone and upload them
for this internal snapshot. These students should be coded with valid value ‘Y’,
‘N’ or ‘O’ for Spring Keystones in field 215 in order for the student record
to be sent in the file to DRC for generating precode labels and test set up sessions.
There are two templates, Student and School Enrollment, that need to be updated and uploaded
in Collection Window 6 to ensure the data passes the Data Quality Engine Rules.
It’s important that PIMS Administrators verify that data has been successfully uploaded
by running verification reports. PIMS Administrators are also encouraged to run the Presnap Assessment
Subgroup comparison_Keystones report because the data that is in that report is the data
that PIMS shows as uploaded for the LEA. The deadline is emphasized. Final data must
be uploaded by noon on March 7, 2019. This is an overview of the details we will
be discussing for the Precodes for Spring Keystone Exams’ Internal Snapshot. It begins
with the student in the blue circle, which includes the student’s five matching criteria.
The other boxes include data about the student. These include the Student’s Demographics
and School Enrollment. It is very important that the five matching
criteria are correct. The five matching criteria are First Name, Last Name, Date of Birth,
PAsecureID and Grade. Most of these fields are now part of the DQE Rules when the LEA
submits data. Although PIMS will accept all special characters, DRC does not. Please make
sure the first and last name use what is listed on an official document such as a birth certificate,
passport, or baptismal record. The name should match the same name as listed in the PAsecureID
system. Please make sure the student’s PAsecureID is unique to the student. Students with two
IDs or two students sharing one ID should be resolved by contacting the PIMS Help Desk.
Please make sure birthdate is accurate. Grade must match in both the Student and School
Enrollment templates. Data from the school enrollment template is
used to determine which students are included in the internal snapshot. The template includes
entry and withdrawal dates, codes and grades. The school, district, and state entry dates
in the Student Template are also used to determine which students are included in the internal
snapshot. In the student template, field 99 is the school
entry date. The school entry date cannot be beyond the current school year. This date
should be on or before the date in the school enrollment template. Field 98 is the district
entry date. This date cannot be beyond the current school year. Field 109 is the state
entry date which is the date the student entered a Pennsylvania school. The guidelines for submitting the school,
district, and state entry dates are as follows: The dates must be in ISO format, which is
the four digit year, followed by the 2 digit month and then the 2 digit day as shown in
this slide. These fields cannot be left blank. They are
required fields. The dates must fall within the current SY
or before. There is a DQE rule that ensures future dates cannot be entered.
The state entry date is the date the student entered a PA school.
The district entry date must be on or after the State Entry date.
The school entry date must be on or after the district and state entry dates.
Essentially, the student must be in the state and district on or before s/he can be in the
school. The assessment participation code for the
spring keystones is within field number 215. Enter ‘Y’ for yes if a student is taking
the Keystone Exam(s) and needs a precode label Enter ‘N’ for no if the student is not
taking the Keystone Exam(s) and does not need a precode label
And Enter ‘O’ for Online testers. These students will appear in the precode file to
DRC and can be added to test sessions if a student changes to ‘Y’.
Although online testers do not need a precode label, it is a good idea to submit those students.
This is so that the data file sent to DRC will be inclusive of all students and provide
flexibility for the LEA. For example, if your LEA cannot give the test online and your online
tester becomes a paper/pencil tester, you can still set up test sessions for the student
through the DRC system since the student will already be uploaded in your data file. However,
if you did not submit the online tester during this internal snapshot, the student will not
appear in the DRC data file and a precode cannot be generated for that student. This
means the booklet must be hand-bubbled. Due to winter weather delays, there will be
a delay in reporting the Winter Keystone results prior to the Spring Keystone Precode upload.
Therefore it is suggested that students who took the winter keystone exam (as recorded
in field 214) but are potentially retesting are also submitted as needing precodes or
testing online so that precode labels can be available for them should they be retesting. Additional fields in the student template
to be particularly aware of include the following. Field number 117 is the District Code of Residence
Please refer to appendix N of the PIMS manual for guidance regarding this field.
Field number 165 is the Location Code of Residence Important to note, If the District of Residence
does not have a school within the student’s grade level, use 0000. Field number 67 refers to Student Status
Please see Appendix L in PIMS Manual Volume 2 for further guidance.
Values of note include homeschooled, court placed, and agency placed.
Value “O” denotes a student is non-public. Non-public students will be excluded from
the snapshot. The demographics for students are embedded
in precode labels. If the student cannot be matched using the five matching criteria,
the student record has to be matched manually to their test record by the LEA. Using student
demographics can help LEAs identify unmatched students. Demographics include a student having
an IEP, being an English Learner, being economically disadvantaged, and a student’s race and
ethnicity. Regarding Field number 88 Economically Disadvantaged
(ED) The LEA determines this status.
The CEP indicator is a school designation, but economically disadvantaged is a student
level designation. Therefore not all CEP students are identified as economically disadvantaged. Additional fields to be aware of are field
numbers 38 and 167 which refer to special education students.
Field 38 must be y or e for field 167 to be y.
Only school districts and charter schools may enter ‘Y’ in field 167. The below Cognos reports reflect data loaded
into Production. There are 4 reports of note that can be run
prior to the snapshot to check one’s data. There are Three warning reports
first, a report to alert you to Duplicate students reported at other LEAs
second, a report to alert you to whether the Reporting district and district of residence
differ And third, a report to alert you to Students
at location code 9999 The fourth report of note is the Presnap assessment
subgroup comparison keystones report Which offers a current year to previous year
comparison of reported data by subgroup The presnap assessment subgroup comparison
keystones report and the keystone assessment subgroup ACS report
are designed to show you your subgroup information. The main subgroups are listed on the slide,
but there are a few others. This report will flag discrepancies in data BEFORE the data
is final if run in the Presnap. The Keystone Assessment Subgroup ACS-Precodes will be in
the Snapshot folder and will serve as the ACS for the assessments and accountability
internal snapshots in 2018-19. The due date for the Accuracy Certification
Statement is March 8, 2019. Once PIMS re-opens after the internal snapshot
is taken at 12pm on March 7, LEAs can run their ACS. Please note that an ACS is REQUIRED
for the spring Keystone precodes internal snapshot. The previous year snapshot date of March 1,
2018 and the current year snapshot date of March 7, 2019
Are the dates to be used when running the indicated presnap and snapshot reports. The following business rules are the criteria
used to determine if a student record is included or excluded in the DRC file.
Per business rule number 1, in order to be included in the DRC file, a student must be
reported as enrolled in grades 3 through 12 in a Keystone course as designated in PIMS
by the LEA. Business rule number 2 states, A student record
must include the student’s first name, last name, birthdate, PAsecureID and Grade. Note
that grade must match in the student template and the school enrollment template.
The third business rule is that, special characters other than numbers, dashes, and apostrophes
will be removed. If there are any special characters other than numbers, dashes and
apostrophes, it will cause a mismatch in the DRC system and the LEA will have to manually
match each student. Business rule number 4 states that The student
is school aged. Rule number 5 is fairly new. The student’s
school, district, and state entry dates must be correct and valid. A DQE rule prevents
dates in the future. Business Rule number 6 is covered in several
slides and discusses how records are unduplicated and what LEA will receive the precode label. When more than one LEA reports a student,
the following rules will be applied to unduplicate students:
These first two rules primarily address students in part time and full time CTCs.
If a student is reported by one or more occupational (part-time) CTC and an LEA of any other type
then the record submitted by the ‘Other’ LEA will be used because it is the ‘Other’
LEA that is providing the educational services for the subjects assessed.
If a student is reported by a Comprehensive full time CTC and a school district or charter
school, then the Comprehensive CTC’s record will be used because it is the Comprehensive
CTC that is providing the educational services for the subjects assessed.
In regard to IUs. If a student is reported by an IU and one
or more LEAs, then the record submitted by the IU will be used.
Regarding charter schools. If a student is reported by a charter school
and one or more school districts, then the record submitted by the charter school will
be used. If a student is reported by an approved private
school and one or more school districts/charter schools/CTCs, then the record submitted by
the approved private school will be used. If a student is reported by a private residential
rehabilitation institution and one or more LEAs, then the record submitted by the PRRI
will be used. If multiple school districts submit a record
for the same student, then the record submitted by the district with the most recent DISTRICT
ENTRY DATE will be used. If multiple charter schools submit a record
for the same student, then the record submitted by the charter school with the most recent
ENTRY DATE will be used. This competes the 6 Business Rules for the
Precode internal snapshots. An additional note regarding IU classrooms
housed in a district building. In such cases, The IU is responsible for the students in
the IU classroom housed outside the IU. Therefore the IU is responsible for uploading those
students. The district should only be uploading its own students. The IU should be uploading
its students even if they are housed in a district’s building. An IU classroom housed
in a district building must use the IU’s labels and hand bubble booklets if it cannot
get precode labels. In the case of hand-bubbling, The IU classroom
students should be bubbled with the AUN of the sending school district or charter school. Please reach out for assistance regarding
this webinar and the precodes for the spring keystone exams. The following list of contacts
is provided if you have questions or need clarification. For more information on the 2018-19 Precodes
for the Spring Keystone Exams, please visit PDE’s website at www.education.pa.gov.

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