12/8/17: CBT Data Requirements, Grades 3-8 ELA and Math

Data Requirements, Computer-Based Testing Grades 3-8 ELA and Math        

Sent to Level 1 / RICs on December 8, 2017.

The data requirements for populating student data to the Nextera Admin system for the 2017-18 school year are outlined below. This year, we are trying to provide more specificity due to the fact that we want schools to have accurate program service data at L2, such as the 0220 code "Eligible for Alternate Assessment," that will allow us to filter out the students taking NYSAA from the Grades 3-8 Nextera Admin student data populated to Nextera Admin.

We understand that data certification does not happen until August, but what we want our districts to know is that we are using the following data, which is required as part of BEDS day enrollment data and also required to be maintained for all students throughout the year:

  • Student Enrollment Records
  • Student Demographic Records
  • Student Program Service Records

If a school does not have program service records in L2 when we pull the student data for Nextera Admin, the related fields in the Nextera Pre-ID data file will default to No/N for all data. This will not affect data population in Nextera Admin; students will still be populated without program service records.

Last year’s student pre-id data file layout from Nextera can be found on CBT Support in the “Resources” section. Additionally, this article includes a document provided by the Office of Information and Reporting Services that identifies data requirements in reference to SIRS.

NYSED and Questar require the program service records, such as English language learners (LEP), students with disabilities (SWD), NYSAA eligibility, indications of economically disadvantaged, and more for the purpose of psychometric analysis between students testing on paper and testing on computer. For equating like students in our dual-mode comparability studies, we must know student demographic and program service data.

During the CBT Fall Presentation Sessions, we advised the field to try to have their student enrollment records, including demographic and program service, to L2 by December 15, 2017. This date aligns with the closing of the NYSED online examination request system. Beginning on 12/15/17, the L2 data warehouse staff and NYSED will begin to review student data for schools that have ordered CBT to identify missing student data and advise the RICs.

Final student data for populating Nextera Admin for Grades 3-8 ELA and math will be pulled according to the following schedule:

  1. ELA: Demographic, enrollment, program service data due (all fields in the file layout)
    • Final date for data due to Level 2: January 19
    • L2 to OSA: January 22 (SED review/exception files/etc.)
    • Nextera Admin open for ELA: February 20
  2. Math: Demographic, enrollment, program service data due (all fields in the file layout)
    • Final date for data due to Level 2: February 9
    • L2 to OSA: February 12 (SED review/exception files/etc.)
    • Nextera Admin open for Math: March 13
  3. SAFT: Demographic, enrollment, program service data due (all fields in the file layout)
    • Final date for data due to Level 2: April 6
    • Nextera Admin open for field testing on computers: April 23

Figure 1: CBT 2018 Data Timeline



Q: Why do we have to send student enrollment, demographic, and program service records to L2 by a certain date?

A: Because L2 will provide student data to Questar to pre-populate student enrollment into the Nextera Admin system for our schools to organize and administer computer-based testing to their students in the spring. We do not transmit data to Questar for CBT at any other time after the Nextera Admin data pull, which is why the demographic and program service student data is needed—we need student details for our analysis work. 

Q: What if we have students missing at L2 or new students are added to the school’s data after the data deadline?

A: School administrators can manually add students to the Nextera Admin system for administering computer-based testing in the spring. The student must have a NYSSIS ID in order to be input manually into Nextera Admin for CBT.

Q: What are the most important data elements to send for student program service records?

A: All of them. However, if you want students that are taking NYSAA removed from the student data populated to Nextera Admin, you should be sure that the following program service code is accurate for all students, 0220,  Eligible for Alternate Assessment.

L2 will identify students in this category to remove them from the data being sent to Questar for populating Nextera Admin. This helps the school focus only on those students that are testing Grades 3-8 ELA and/or math during the computer-based testing administration.

Q: Why does Questar need student program service data?

A: For equating and comparability studies that compare like populations of students testing on paper to students testing on computer. Propensity score matching allowed for the identification of groups of students who tested via PBT that was similar to the groups of students who tested via CBT on a number of school and student characteristics, including achievement on the prior year’s test.

Q: Does student program service data appear on Nextera Admin?

A: No, it will not appear on Nextera Admin for the 2018 CBT test administration. As an enhancement for NYSED, Questar is removing fields, such as fields related to economic or disability status and other data that is collected in student program service records.

Q: If I have students whose program service records were wiped recently and are not available again for the Nextera Admin student data pull, will my students still be populated to Nextera Admin?

A: Yes, students with missing program service records will be populated to Nextera Admin. Not all students in the state have program service records, so when there is no program service record data for a student, the L2 data warehouse defaults all data to “No.” The Questar student pre-id data file requires that NYSED (and other states) populate various data fields with either a “Yes” or “No” indication. There is no impact to a student’s ability to test on computers in the spring if program service records are missing for the student.

Q: What if I have students taking the NYSAA test but did not load their 0220 program service record to L2 before the Nextera Admin data pull?

A: This student will be populated to Nextera Admin and will need to be marked by the district test coordinator with a Not Testing Code in Nextera Admin.

Q: What if I have a new student from a different state who arrives in my district the week of operational testing and does not have a NYSSIS ID? Will that student be able to test on computers?

A: Yes, we have developed a Fast Track NYSSIS ID process that is only open to districts during the operational testing window and only available to districts that have ordered computer-based tests.