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Pre-ID Reports: (CELDT) and (CAHSEE)

Contents

Introduction

The California Pre-ID report generates a Pre-Identification file to be used in ordering CELDT or CAHSEE exams.

Selection Criteria

Selection criteria determine which database records are used in the report.

CEDLT Student Selection

The report selects which student records from the [Students] table based on the following criteria:

  • The student must not be excluded from state reporting.
  • The student must have a value populated for the Testing Purpose field on the PreID Exam Information page.
  • The student must have a Current ELA Status equal to English Learner (EL), or To Be Determined (TBD).
  • The student must not have a Primary Language equal to English (00).

CAHSEE Student Selection

  • The report selects which student records from the [Students] table based on the following criteria:
  • The student must not be excluded from state reporting.
  • The student must be enrolled in one of the grade levels entered when running the report.
  • The student must have a not taken, or taken and not passed, either the English Language or Mathematics CAHSEE exam, which the report determines by referencing the Prior CAHSEE Experience field on the PreID Exam Information page.

Report Input

This report is run at the School and District level.

For help with navigation and running the report, see How to Find and Generate a Report.

Field

Description

Use

If run at the district level, choose one of the following from the pop-up menu:

  • Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria.
  • Current School Only – Includes all records associated with the current school that meet the selection criteria.
  • District Wide – Includes all records on the PowerSchool server that meet the selection criteria.

If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.

Students to Include

Indicate which students to include in the report by selecting one of the following options:

  • The selected [number] students only – Run the report for students in the current selection.
  • All students – Run the report for all students in the current school or district that meet the selection criteria.

Note: If running the report for a single student, or group of students, select the students prior to runningreport.

Processing Options

Choose a time to run the report from the pop-up menu:

  • In Background Now (Recommended) – Execute the report immediately in the background.
  • ASAP – Execute the report in the order it is received in the Report Queue.
  • At Night – Execute the report during the next evening.
  • On Weekend – Execute the report during the next weekend.
  • On Specific Time – Execute the report on the date and time specified.

Specific Date/Time

Enter a date using the format mm/dd/yyyyor mm-dd-yyyyin order to run the report on a specific day. The incorrect format displays an alert and the date field is submitted as a blank entry.

Use the pop-up menus to schedule the report to be run at a specific hour and minute.

Example: 7/29/2008 @ 10 AM : 05.

For which exam is this Pre-ID file being generated?

Choose the appropriate test from the pop-up menu.

This field is required.

Select Prior Year to get CELDT Test Scores

Choose the appropriate year term from the pop-up menu in order to extract CELDT test scores from a previous school year.

Note: If a CELDT test score does not exist for the year selected, the report will include a test score from a previous year, up to five years prior to their current grade level.

CAHSEE: CBEDS date for this school year

Enter the CBEDS date for the current school year.

CAHSEE: First date of testing

Enter the first date of testing for the STAR or CAHSEE exam.

CAHSEE: Exit Codes for Withdrawals

Enter the exit codes used when a student withdraws from the district – used to determine Continuous District Enrollment. Separate exit codes with commas. For example: 40,180,200,240,400,410,420,450,460.

CAHSEE: Grade Levels

Enter the appropriate student grade levels Separate grade levels with commas. For example: 2,3,4,5,6,7,8,9,10,11,12.

Would you like the parent name and address to print on the parent report?

Choose Yes or No from the pop-up menu.

Note: The district will be charged an additional fee per student for this service.

Would you like to receive the California Report for Teachers?

Choose Yes or No from the pop-up menu.

Allow eligible Migrant programs to be counted as participating?

Choose the appropriate value from the pop-up menu:

  • Choose Yes to report students as enrolled in a Migrant Program if the Education Program Membership code is either (1) Eligible or (3) Participating.
  • Choose No to only report students as enrolled in a Migrant Program if the Education Program Membership code is (3) Participating.

Note: Edit eligible/participating status via Start Page > Student > State/Province – CA > Program Eligibility > Edit Program Eligibility.

Allow eligible GATE programs to be counted as participating?

Choose the appropriate value from the pop-up menu:

  • Choose Yes to report students as enrolled in a GATE Program if the Education Program Membership code is either (1) eligible or (3) participating.
  • Choose No to only report students as enrolled in a GATE Program if the Education Program Membership code is (3) participating.

Note: Edit eligible/participating status via Start Page > Student > State/Province – CA > Program Eligibility > Edit Program Eligibility.

Bypass Validation

Choose Yes or No from the pop-up menu.

Choosing No requires PowerSchool to validate whether the records meet the selection criteria listed above. The report returns a validation error if any of the selection criteria is not met.

Run with Delimiters

Check the box to include delimiters in the file, which provides a title for each column.

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Report Output

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Report Output Format: The report output format for this report is a fixed length or caret delimited.

Item #

Data Element

Description

[Table]FieldName

Field Type

Field Length

Begin Pos.

1

Test Program ID

The exam selected when running the report.

Valid values:

CEDLT – 7

STAR – 1

CAHSEE – 5

N/A

Text

1

1

2

County/District Code

The district number.

Note: This value must match a CDE value from the CDS code list.

[Prefs]Value

[Prefs]Name = districtnumber

Text

7

2

4

School Code

The school number.

The report references the school associated to the student. The report extracts the value from the 7-digit School Number field on the Edit School page at the district.

[Schools]CA_CSIS_SchoolNum

Text

7

10

5

Test Purpose

CELDT only

The purpose of the test.

Valid values:

1 – Initial Identification

2 – Annual Assessment

This field is required for CELDT.

Note: If a CELDT test score does not exist for the year selected, the report will include a test score from a previous year, up to five years prior to their current grade level.

[Students]CA_CELDT_TestPurpose

Text

1

17

6

Testing Group Name (Delivery Name)

The name of the student’s test group.

[Students]CA_GroupName

Text

20

18

7

Testing Group Code (Delivery Code)

The code associated with the student’s testing group.

[Students]CA_GroupCode

Text

10

38

8

Grade Level

The student’s grade level.

The report extracts the value from the CA Grade Level Override field, if populated.

Note: For CAHSEE, a grade level override of AD (adult) will be reported as AE.

[Students]Grade_Level or

[Students]CA_GradeLevelOverride

Text

2

47

9

Student’s Last Name

The student’s last name.

[Students]Last_Name

Text

11

50

10

Student’s First Name

The student’s first name.

[Students]First_Name

Text

9

69

11

Student’s Middle Initial

The student’s middle initial.

[Students]Middle_Name

Text

1

70

12

Student ID Number

The student’s locally assigned identification number.

[Students]Student_Number

Text

10

71

13

Date of Birth (Month)

The student’s month of birth.

 

[Students]DOB

Text

2

81

14

Date of Birth (Day)

The student’s day of birth.

 

[Students]DOB

Text

2

83

15

Date of Birth (Year)

The student’s year of birth.

 

[Students]DOB

Text

4

85

16

Gender

The student’s gender.

[Students]Gender

Text

1

89

17

Statewide Student Number

The student’s state assigned identification number.

Note: This value must be a valid SSID.

[Students]State_StudentNumber

Text

10

90

18

Post-Grade 12 Student for CAHSEE

CAHSEE only

The report extracts Y if the if either condition is met:

  • (40) Student receiving specialized services must be selected for Enrollment Status on the CALPADS Student Information page.

Post-Grade 12 Student for CAHSEE field is equal to Yes on the CALPADS Student Information page.

[Students]CA_EnrollmentStatus = 40

[Students]CA_PostGrade12 = Y

Text

1

100

19

English Learner Services

CELDT only

Indicates whether the student is an English language learner.

The report extracts the student’s English Learner Program if one of the following criteria are met:

  • (2) Annual Assessment is selected for Testing Purpose on the Pre-ID Exam Information page.
  • (EL) English Learner is selected for Current ELA Status on either the CA Student Information or English Learners page.

The value is extracted from the English Learner Program field on the CALPADS English Learners page.

 

[Students]CA_CELDT_TestPurpose = 2 (Annual Assessment)

[S_CA_STU_ELA_C]ELAStatus = EL

[Students]CA_EL

 

Text

1

101

20

Student Assessed with CAPA (Disabled Student will be assessed with an Alternate Assessment)

CAHSEE only

The report extracts Y if the following criteria are met:

  • Yes is selected for the “Student will be assessed with an Alternative Assessment (CAPA)” field on the Pre-ID Exam Information page.
  • The student has a Primary Disability other than 000 selected on the Program Eligibility page.

Note: The Education Program Code must be 144 (Special Education) in order to populate the Primary Disability code.

Students with Students with Alternative Assessment (CAPA) set to ‘Y’ will not be extracted on STAR Writing.

Valid values: Y or blank

[Students]CA_AltAssess

[StudentProgram]CA_Prog_Code

[StudentProgram]CA_Pri_Disability_Code

Text

1

102

23

Prior CAHSEE English Language Arts

CAHSEE only

The report extracts Y if (1) CAHSEE English-Lang. Arts Never Taken is not selected for Prior CAHSEE Experience on the PreID Exam Information page.

[Students]CA_HSEEExpEng

Text

1

106

24

Prior CAHSEE Mathematics Experience

CAHSEE only

The report extracts Y if (1) CAHSEE Mathematics Never Taken is not selected for Prior CAHSEE Experience on the PreID Exam Information page.

[Students]CA_HSEEExpMath

Text

2

107

25

Previous CELDT Test Date

CELDT only

The report extracts the test date in the format MMYYYY. if the following criteria are met:

  1. A record exists for the student on the Test Scores page for a test with the name CELDT.
  2. The test date occurs on or after July 1st of the school year selected for “Select Prior Year to get CELDT Test scores.”
  3. The test date occurs on or before June 30th of the year following the school year selected for “Select Prior Year to get CELDT Test scores.”
  4. (2) Annual Assessment must be selected for Testing Purpose on the PreID Exam Information page.

Note: If a CELDT test score does not exist for the year selected, the report will include a test score from a previous year, up to six years prior to their current grade level.

[StudentTest]Test_Date

[Students]CA_CELDT_TestPurpose = 2

[Test]Name = CELDT

Text

5

108

26

Grade Level for Student During Previous CELDT Admin

CELDT only

The value is extracted for the student if the student has a test on the Test Scores page with the name CELDT. This value may be reported up to seven grade levels prior to the student’s current grade level. For example, if the student’s current grade level is 10, then 10, 9, 8, 7, 6, 5, 4, or 3 may be reported.

Note: See Define Tests and Test Scores for information about setting up the CELDT test in PowerSchool.

[StudentTest]Grade_Level

[Test]Name = CELDT

[StudentTest]TestID = [Test]ID

Text

2

114

27

CELDT Previous Listening Scale Score

CELDT only

The report extracts a value from the Number field on the Test Scores page for a test score named Listening Scale associated with a test named CELDT, if the student is in kindergarten or above.

Note: See Define Tests and Test Scores for information about setting up the CELDT test in PowerSchool.

[StudentTestScore]NumScore

[Test]Name = CELDT

[TestScore]Name = Listening Scale

[StudentTestScore]TestScoreID = [StudentTests]TestID = [Test]ID

[Students]Grade_Level >= 0

Text

2

116

28

CELDT Previous Speaking Scale Score

CELDT only

The report extracts a value from the Number field on the Test Scores page for a test score named Speaking Scale associated with a test named CELDT, if the student is in kindergarten or above.

Note: See Define Tests and Test Scores for information about setting up the CELDT test in PowerSchool.

[StudentTestScore]NumScore

[Test]Name = CELDT

[TestScore]Name = Speaking Scale

[StudentTestScore]TestScoreID = [StudentTests]TestID = [Test]ID

[Students]Grade_Level >= 0

Text

3

119

29

CELDT Previous Reading Scale Score

CELDT only

The report extracts a value from the Number field on the Test Scores page for a test score named Reading Scale associated with a test named CELDT, if the student is in kindergarten or above.

Note: See Define Tests and Test Scores for information about setting up the CELDT test in PowerSchool.

[StudentTestScore]NumScore

[Test]Name = CELDT

[TestScore]Name = Reading Scale

[StudentTestScore]TestScoreID = [StudentTests]TestID = [Test]ID

[Students]Grade_Level >= 0

Text

3

122

30

CELDT Previous Writing Scale Score

CELDT only

The report extracts a value from the Number field on the Test Scores page for a test score named Writing Scale associated with a test named CELDT, if the student is in kindergarten or above.

Note: See Define Tests and Test Scores for information about setting up the CELDT test in PowerSchool.

[StudentTestScore]NumScore

[Test]Name = CELDT

[TestScore]Name = Writing Scale

[StudentTestScore]TestScoreID = [StudentTests]TestID = [Test]ID

[Students]Grade_Level >= 0

Text

3

125

31

CELDT Previous Overall Score

CELDT only

The report extracts a value from the Number field on the Test Scores page for a test score named Overall Scale associated with a test named CELDT, if the student is in kindergarten or above.

Note: See Define Tests and Test Scores for information about setting up the CELDT test in PowerSchool.

[StudentTestScore]NumScore

[Test]Name = CELDT

[TestScore]Name = Overall Scale

[StudentTestScore]TestScoreID = [StudentTests]TestID = [Test]ID

[Students]Grade_Level >= 0

Text

3

128

32

Local Use

N/A

N/A

Text

10

131

33

Student Parent Name

CAHSEE only

The report extracts both the guardian’s first and last name from the CALPADS Guardian Information page if Yes is selected for the option “Would you like the parent name and address to print on the parent report?”

Note: The extract chooses the guardian name based on the value chosen for the Parent/Guardian 1 field on the CALPADS Parent/Guardian page.

[Students]CA_PrimaryGuardian

[Students]Guardian_fn

[Students]Guardian_ln

or

[Students]CA_Guardian2_fn

[Students]CA_Guardian2_ln

or

[Students]Mother

or

[Students]Father

Text

40

141

34

Student’s Street Address First Line

The report extracts the mailing address, if populated. Otherwise, the report extracts the residential street address.

The report extracts a value if Yes is selected for the option “Would you like the parent name and address to print on the parent report?”

[Students]Mailing_Street

or

[Students]Street

Text

30

181

35

Students Street Address Second Line

The report extracts the second line of the mailing address, if populated.

The report extracts a value if Yes is selected for the option “Would you like the parent name and address to print on the parent report?”

[Students]CA_Address2

Text

30

211

36

Student’s City Name

The report extracts the mailing city, if populated. Otherwise, the report extracts the residential city.

The report extracts a value if Yes is selected for the option “Would you like the parent name and address to print on the parent report?”

[Students]Mailing_City

or

[Students]City

Text

20

241

37

State

The report extracts the mailing state, if populated. Otherwise, the report extracts the residential state.

A value is extracted if Yes is selected for the option “Would
you like the parent name and address to print on the parent report?”

[Students]Mailing_State

or

[Students]State

Text

2

261

38

Student’s Zip Code

The report extracts the mailing zip code, if populated. Otherwise, the report extracts the residential zip code.

A value is extracted if Yes is selected for “Would you like the parent name and address to print on the parent report?”

[Students]Mailing_Zip

or

[Students]Zip

Text

9

263

39

Customer Pre-ID Data Field

CAHSEE only

The report extracts the data entered in the Customer

Pre-ID Data to be included on the parent report field on the PreID Exam Information page.

A value is extracted if Yes is selected for the option “Would you like the parent name and address to print on the parent report?”

[Students]CA_PreIDDAta2

Text

79

272

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