Guidance Document for 2014-15 Ohio Pre

Guidance Document for 2014-15 Ohio Pre-ID Files
Published 8/28/14
Ohio will be using different Pre-ID layouts to collect student information for different tests during the 2014-15 school
year. It is important for districts to start preparing for changes in the way Pre-ID information is submitted.
This guidance document provides key details to assist districts as they prepare Pre-ID files for the following tests:
 Ohio Graduation Tests (OGT)
 Ohio Test of English Language Acquisition (OTELA)
 Grade 3 Reading Ohio Achievement Assessment (OAA)
 Ohio Computer Based Assessments (OCBA) and Paper/Pencil Assessments for Science and Social Studies
 Alternate Assessment for Students with Significant Cognitive Disabilities (AASCD)
Please make sure your district’s data manager or your Information Technology Center has the necessary information and
layouts to prepare Pre-ID file uploads for the upcoming school year.
District test coordinators should continue to watch for additional Ohio Department of Education communications on
updates to testing policies and procedures for the 2014-15 school year.
Pre-ID Layout for OGT, OTELA and OAA
For the Ohio Graduation Tests (OGT), Ohio Test of English Language Acquisition (OTELA) and the Grade 3 Reading Ohio
Achievement Assessment (OAA), districts will continue to use the record layout description for student pre-identification
file format that has been in place for the past several years to Pre-ID students.
Districts will continue to use the Test Information Distribution Engine (TIDE), which is available at www.ohtide.org, to
Pre-ID students who are taking the OGT, OTELA or OAA. A copy of this layout is available here.
NEW Pre-ID Layout for the Science and Social Studies Tests and the Alternate Assessment
For the Science and Social Studies Tests and the Alternate Assessment for Students with Significant Cognitive Disabilities
(AASCD), districts must use a new layout to prepare and submit their student Pre-ID information. The “Ohio Science and
Social Studies and Ohio Alternate Assessment 2014-15” layout includes fields that designate which test(s) students are
eligible for and whether students taking Science and Social Studies Tests will test online or will need Pre-ID labels to
apply to paper booklets. The Ohio Department of Education has made other updates to the layout, so please review it
carefully.
Districts will use the Test Information Distribution Engine (TIDE) for online administrations, which is available at
oh.tide.airast.org, to Pre-ID students who are taking Science and Social Studies Tests and students who are taking the
Alternate Assessment. TIDE for online administrations has been configured to accept the new Pre-ID layout. Districts will
not be able to use Ohio’s prior layout for these tests. A copy of this new layout is available here.
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Key Dates for OGT, OTELA and OAA Pre-ID Files
Administration
Window for Uploading Pre-ID Files
(dates for ordering materials may be different)
Test
Window
TIDE System Address
Layout
Fall 2014 OAA (3R)
8/11/14 - 9/10/14
10/6/14 10/10/14
www.ohtide.org
Old
Fall 2014 OGT
8/19/14 - 9/4/14
10/27/14 11/9/14
www.ohtide.org
Old
Spring 2015 OTELA
10/13/14 - 10/30/14
1/12/15 3/6/15
www.ohtide.org
Old
Spring 2015 OGT
1/5/15 - 1/14/15
www.ohtide.org
Old
Spring 2015 OAA
(3R)
1/19/15 - 2/19/15
3/16/15 3/29/15
4/20/15 5/1/15
www.ohtide.org
Old
Summer 2015 OGT
5/18/15 - 5/22/15
6/15/15 6/28/15
www.ohtide.org
Old
Key Dates for Science and Social Studies and Alternate Assessment Pre-ID Files
Note that districts can include records for students who are taking the Science and Social Studies Tests online and on
paper, as well as students who are taking the Alternate Assessment, in the same Pre-ID file.
Administration
Window for Uploading Pre-ID Files
(dates for ordering materials differ)
Test
Window
TIDE System Address
Layout
Spring 2015 AASCD
10/27/14 - 5/15/15
2/23/15 4/17/15
oh.tide.airast.org
New
oh.tide.airast.org
New
oh.tide.airast.org
New
Districts must Pre-ID students by 1/23/15 in
order to receive second rater assignments by
2/2/15.
New students can be pre-identified through
4/17/15. Any demographic updates made by
4/17/15 will be reflected in paper reports.
Demographic updates made through 5/15/15
will be reflected in ORS only.
Spring 2015 Sci/SS
PBA (online)
Spring 2015 Sci/SS
EOY (online)
Spring 2015 Sci/SS
PBA (paper/pencil)
Spring 2015 Sci/SS
EOY (paper/pencil)
10/27/14 - 5/15/15
10/27/14 - 5/15/15
Districts must Pre-ID all students who will be
testing on paper by 1/23/15 in order for Pre-ID
labels to be printed and shipped for use on the
PBA and EOY scannable documents.
3/2/15 3/13/15
5/4/15 5/15/15
3/2/15 3/13/15
5/4/15 5/15/15
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Frequently Asked Questions
1. Can I use the same Pre-ID layout for all tests?
No. TIDE for OGT, OTELA and OAA is configured separately from TIDE for online administrations and requires the
“old” Pre-ID layout. TIDE for online administrations uses the new layout, and will only accept Pre-ID files that
follow the “new” layout.
2. Which file formats are accepted?
TIDE for OGT, OTELA and OAA accepts TXT files only. TIDE for online administrations accepts TXT, XLXS or CSV
format. A template will be available.
3. How is student test eligibility marked?
When logging into TIDE for OGT, OTELA and OAA, district test coordinators are required to select a test
administration. Districts will continue to upload Pre-ID files for OGT, OTELA and OAA under separate
administrations (e.g., OGT Fall 2014, OTELA Spring 2015). By uploading a file under an OGT, OTELA or OAA
administration, the district is indicating that the students listed in the file are eligible for the selected test,
assuming each student’s enrolled grade is valid for the selected administration.
Test eligibility must be explicitly marked in the Pre-ID file for Science and Social Studies Tests and the Alternate
Assessment. Although different test administrations will be available in TIDE for online administrations, districts
will be able to upload Pre-ID files for Science and Social Studies Tests and the Alternate Assessment in one file.
See the next section of this guidance document for additional details on how to identify test eligibility.
4. Does my district have to submit separate OGT, OTELA and OAA Pre-ID files?
Yes. As noted in question 3, student test eligibility for OGT, OTELA and OAA is dependent on the administration
under which the Pre-ID file is uploaded. Therefore, districts must create and upload separate Pre-ID files for
each OGT, OTELA and OAA administration.
Reminder: Each Pre-ID upload in TIDE for OGT, OTELA and OAA overwrites all previously submitted data for the
selected administration.
5. Does my district have to submit separate Alternate Assessment and Science and Social Studies Pre-ID files?
No. The new Pre-ID layout includes test eligibility fields that allow districts to identify the test(s) for which
students are eligible. Therefore, districts can include students who are eligible for the Alternate Assessment and
Science and Social Studies Tests in the same Pre-ID file.
Note: New Pre-ID file uploads will not automatically overwrite previous Pre-ID file uploads in TIDE for online
administrations. New records can be appended to the listing in TIDE with subsequent Pre-ID file uploads. If a
new Pre-ID file is uploaded, only SSIDs that are in TIDE for online administrations already and are included in the
new Pre-ID file will be overwritten. Any records with SSIDs that were included as part of the original upload but
are not included on a subsequent Pre-ID file upload will remain in TIDE for online administrations (unless they
are deleted by the district).
6. Does my district have to submit separate Pre-ID files for the Performance-Based Assessment and the End-ofYear Test?
No. If a student is eligible for the Science and Social Studies test and his/her eligibility is marked in the Pre-ID
file, that eligibility applies to both the Performance-Based Assessment and the End-of-Year test.
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Pre-ID records that have a test mode of “P” and that are submitted by the published deadline will be used to
print Pre-ID labels for the Performance-Based Assessment and the End-of-Year test.
7. The new Pre-ID layout for the Science and Social Studies Tests includes a field for the Biology Exam. Will
Biology be administered in spring 2015?
The Biology End-of-Course Exam will not be given in spring 2015.
8. Does my district have to Pre-ID all students?
If districts wish to receive Pre-ID labels for OGT, OTELA and OAA, they must successfully submit Pre-ID data by
the published deadlines.
Districts must pre-identify all students who are taking the Alternate Assessment in TIDE for online
administrations. In order for test administrators to access a student’s record in the Data Entry Interface and
enter scores for that student, the student’s Pre-ID record must be listed in TIDE for online administrations.
Districts must pre-identify all students who are taking a Science or Social Studies Test in TIDE for online
administrations. In order for students to access tests in the Test Delivery System, the student’s Pre-ID record
must be listed in TIDE for online administrations.
Districts must pre-identify all students who are taking paper/pencil Science or Social Studies Tests in TIDE for
online administrations to ensure receipt of Pre-ID labels. All districts should submit Pre-ID files in order to
receive Pre-ID labels for students who are using paper test booklets. The application of Pre-ID labels will ensure
that a student’s Performance-Based Assessment data and the End-of-Year data can be merged.
9. Which grade(s) should be included for each test?
Test
Grade(s)
OGT
10*, 11, 12
Adult Education (13)
OGT Only (14)
STEM school students below grade 10 (15)
OAA
OTELA
AASCD
Science and Social Studies
*Grade 10 students are eligible for the spring OGT only.
03
01-12
Kindergarten (22)
03-08, 10-12
03-12 (accelerated testing permitted)
10. What happens if my district misses the deadline for submitting Pre-ID data?
Districts that fail to submit Pre-ID data by the listed deadlines for OGT, OTELA and OAA will not receive Pre-ID
labels.
Districts that fail to submit Alternate Assessment Pre-ID data by the January 23 deadline will not receive second
rater assignments in advance of the test window. Students who are not pre-identified by January 23 must be
pre-identified before scores can be entered in the Data Entry Interface.
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Districts that fail to submit Pre-ID data for students who will take Science and Social Studies Tests using paper
test booklets by the published deadline will not receive Pre-ID labels. In order for students to take Science and
Social Studies Tests online, districts must pre-ID them; students cannot test online unless they are pre-identified.
In order to ensure that all student records can be successfully merged between the Performance-Based
Assessment and the End-of-Year test, it is imperative that districts Pre-ID all students who are enrolled in their
schools and eligible for the Science and Social Studies Tests.
11. Will test material orders be based on Pre-ID files?
No. Test material orders are collected separately from Pre-ID files. Test booklets, answer documents and other
testing material orders are not based on data collected in the Pre-ID files.
12. Will districts be able to submit student test settings and accommodations for the Science and Social Studies
Tests in the Pre-ID file?
The Ohio Department of Education and the American Institutes for Research are working to develop a separate,
optional, file layout that districts can use to submit student test settings and accommodations for the Science
and Social Studies Tests.
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Identifying Test Eligibility in Ohio Pre-ID Files for the Science and Social Studies Tests and
the Alternate Assessment
Tests
Alternate
Assessment
for Students
with
Significant
Cognitive
Disabilities
(AASCD)
Test Eligibility Is
Based on These
Pre-ID Fields
Test eligibility:
AASCD
Enrolled Grade
Test eligibility:
AASCD
Enrolled Grade
Social
Studies Grades 4 & 6
Accelerated Social
Studies Grade
Test mode: Grade
4 or 6 Social
Studies
Test eligibility:
AASCD
Enrolled Grade
Science Grades 5 & 8
Accelerated
Science Grade
Test mode: Grade
5 or 8 Science
American
Government
American
History
Physical
Science
Test eligibility:
AASCD
The applicable
“Test eligibility &
mode” field only
Note
If the student is eligible for the Alternate Assessment, mark this field as Y (yes). The
student’s record will be available in the Data Entry Interface.
If the “Test eligibility: AASCD” field is set to Y (yes),
 Students whose enrolled grade is 3, 4 or 5 will be eligible for the Grades 3-5 Alternate
Assessments.
 Students whose enrolled grade is 6, 7 or 8 will be eligible for the Grades 6-8 Alternate
Assessments.
 Students whose enrolled grade is 10, 11 or 12 will be eligible for the high school
Alternate Assessments.
In order to be eligible for the Ohio Computer Based Assessments or the paper tests in
Science and Social Studies, a student’s AASCD test eligibility field must be set to N (no).
Students with an enrolled grade of 4 are eligible for the Grade 4 Social Studies Test.
Students with an enrolled grade of 6 are eligible for the Grade 6 Social Studies Test.
Additionally, the test mode field must be marked.
If the student is an accelerated tester (the tested grade is higher than the enrolled grade)
and eligible for the Grades 4 or 6 Social Studies Test, this field must be marked with a 4 or 6.
In addition to enrolled grade or accelerated grade (if applicable), the student’s test mode
must be marked.
 P (paper); the student is eligible for a paper test and will receive a Pre-ID label if his/her
record is uploaded by the deadline.
 O (online); the student is eligible for an online test and will have access to the Test
Delivery System.
In order to be eligible for the Ohio Computer Based Assessments or the paper tests in
Science and Social Studies, a student’s AASCD test eligibility field must be set to N (no).
Students with an enrolled grade of 5 are eligible for the Grade 5 Science Test. Students with
an enrolled grade of 8 are eligible for the Grade 8 Science Test. Additionally, the test mode
field must be marked.
If the student is an accelerated tester (the tested grade is higher than the enrolled grade)
and eligible for the Grades 5 or 8 Science Test, this field must be marked with a 5 or 8.
In addition to enrolled grade or accelerated grade (if applicable), the student’s test mode
must be marked.
 P (paper); the student is eligible for a paper test and will receive a Pre-ID label if his/her
record is uploaded by the deadline.
 O (online); the student is eligible for an online test and will have access to the Test
Delivery System.
In order to be eligible for the Ohio Computer Based Assessments or the paper tests in
Science and Social Studies, a student’s AASCD test eligibility field must be set to N (no).
Eligibility for each high school end-of-course exam for Science and Social Studies is based on
its corresponding “Test eligibility & mode” field. Students may be eligible for more than one
test as appropriate.
If a student is eligible for American Government, for example, a “P” in the “Test eligibility &
mode: American Government” field indicates the student is eligible for a paper test and will
receive a Pre-ID label if his/her record is uploaded by the deadline. If a student is eligible for
the Physical Science test, for example, an “O” in the “Test eligibility & mode: Physical
Science” field indicates the student is eligible for an online test and will have access to the
Test Delivery System.
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