Data Cleanup and Validation for 2017

In preparation for the spring assessment, everyone should take steps to validate and clean up data in Educator Portal. In most cases, the district data manager or assessment coordinator are the best roles to organize the effort. States and teachers also have a role in the validation.


Why does this Data Cleanup Matter?   


Incorrect data = Inaccuracies in testlet assignments and reports


Accurate information about teachers, students, and rosters is required so that all students who need to participate in DLM assessments for state accountability purposes are ready for testing and will receive testlets that best match their needs and abilities. Incorrect data may result in no testlet assignment or incorrect testlet assignment for a student.


Teacher Data Cleanup Responsibilities

  1. Complete training in Moodle with a score of 80% or higher.
  2. Review or complete each student’s Access Profile.
  3. Review or complete each student’s First Contact survey.
  4. Review and check student data – spelling, DOB, grade, race, gender, etc.
  5. Review and check rosters – make sure each student is on the appropriate roster for each content area being tested (ELA, M, SCI, or SS only). Ensure that no courses are listed in column L in the roster extract.

NOTE: A teacher will not be able to administer a testlet unless they have passed required training, completed the First Contact survey for the student in Educator Portal, and read, agreed to, and signed the Security Agreement in Educator Portal. 

The Test Administration Manual includes procedures for checking student information.

The Accessibility Manual is a valuable resource for teachers making decisions about the Access Profile.


District Data Cleanup Responsibilities

  1. Determine how the data cleanup process responsibilities are communicated.
  2. Edit the letter on last page of this document and send it to teachers to solicit their help in making sure data is accurate.
  3. After teachers have completed their cleanup, cleanup time begins for district level staff. Please ensure you know the dates that your state expects you to complete your cleanup work.
  4. Assemble your plan and team members to conduct data cleanup and validation.
  5. Determine how the data clean-up process responsibilities are communicated.
  6. Use procedures from the Data Management Manual to pull data extracts from Educator Portal and view current data.
  7. Ensure every user with the role of teacher has an educator identifier.
  8. Edit the data against your district or state data. Are the right students in the right places? If not, review the section titled Manage Student Moves in the Data Management Manual to add them to the new school or district, and remove them from the old school or district. Correct inaccurate data by using administrative knowledge, teacher reference, or school/district level databases. Only users with the role of District Test Coordinator or Building Test Coordinator can manually edit all student information. Other district and building roles can make limited edits. See the Data Management Manual section called Roles and Permissions in Educator Portal for more information.
  9. Look for students who have been enrolled more than once with identical information except perhaps one field, e.g., the state ID. A student may have been enrolled using a state ID with a transposed number and then a second time with the corrected state ID. Investigate which one is correct and remove the wrong one.  NOTE: If testing occurred on both accounts, call the DLM Service Desk to get the accounts combined.
  1. More than one person should check the data. Pull a new data extract to check your work and/or distribute new extracts to appropriate audiences for them to check the information.
  2. Use procedures from the Data Management Manual to modify data.
  3. While data collection and comparison can be addressed simultaneously for the user, enrollment, and roster templates, new templates should be processed in the following order so that records and relationships are correctly linked: 

First: Upload User file | Second: Upload Enrollment file | Third: Upload Roster file


Using Data Extracts

Here are some suggestions on how EP data extracts can be used to compare district and/or state data to identify corrections that are needed.

Experienced Excel users might consider using these features to review and compare data (click on the links for these features to find tutorials).

  1. Sort the data by a specific column to identify duplicates (for example name).
  2. Apply a filter to a column to view select records (for example, in the Enrollment file, choose DLM_Status and filter out 2017 [the correct value] to see which records have incorrect data or blanks).

Use VLOOKUP to search for a value and return a value from a related cell.