CAA/CIA Database Frequently Asked Questions

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1 FAQs: What is the CAA/CIA Database? Who is listed in the Graduation Database? When will I see CEDARS updates reflected in the Graduation Database? How do the scores get in the Graduation Database? How do I correct missing scores in the Graduation Database? How does a student earn a CAA or CIA, and what does DIPLOMA mean in the Graduation Database? How does the application choose which score to display as the best? What do the different colors in the on-screen met standard field mean? Can I download the Graduation Database? Who is listed on the CAA Options tab? How do I find a specific student on the CAA Options tab? Who do I contact if I have a question or concern with the CAA/CIA Database? Glossary of test types in the Graduation Database download What is the CAA/CIA Database? The CAA/CIA Database is an online application in the Education Data System (EDS) designed to help districts track high school students progress toward meeting the state assessment graduation requirements and earning either their Certificate of Academic Achievement (CAA) or Certificate of Individual Achievement (CIA). Each student will have their highest or best score from either the state assessment test or one of the CAA Options displayed for each subject. Within the application, there are five tabs: Home This screen provides information on how up-to-date the data in the application is, and how a student can earn one of the two certificates. Graduation Database This screen is the bulk of the application and it provides a list of currently enrolled students with their best scores, as well as an Excel file download. CAA Options This screen contains a list of the CAA Options being used by any currently enrolled students. There is also an Excel file download of this list. Retro Basic This screen allows a district level CAA/CIA User to apply the Retro Basic assessment option for students receiving special education services. A Historic view is also available to audit applied retro basics. Historic Scores - This screen allows you to access all state assessment scores, for batches of students newly enrolled in your district, during a specified date range. Who is listed in the Graduation Database? The Graduation Database lists all high school students who are reported through CEDARS as currently enrolled. CEDARS is the source for all of the student information contained in the database. The 8/5/2015 Page 1 of 5 OSPI Student Information

2 download includes, but is not limited to: student name, SSID, district student ID, grade level, school, district, gender, birth date, race/ethnicity, special education flag, and bilingual flag. The onscreen view contains a reduced amount of demographic information so that you can quickly determine your student s progress towards meeting their assessment graduation requirements. Corrections to any inaccurate student information in the Graduation Database MUST be made through CEDARS. There will be one student record in the Graduation Database for every enrollment record in CEDARS, regardless of the Primary School flag. If a student is dual-enrolled in two different schools, there will be two records in the Graduation Database. In addition to the currently enrolled students, students who are recent graduates, dropouts or transfers will continue to show up in the Graduation Database with their assigned withdrawal code. These students will show up for the remainder of the school year or until they are enrolled in another school district. I corrected a student s name/ssid/grade/etc. in CEDARS. When will I see that update reflected in the Graduation Database? The Graduation Database pulls updated CEDARS data every night. Most districts upload CEDARS data once a week, over the weekend. So you may not see your update until Monday morning. Ok, so the students come from CEDARS. How do the scores get in the Graduation Database? After each test administration, the new score file is loaded to the CAA/CIA Database. The test records in the score file are matched to the student records from CEDARS on three data points: SSID, full last name, and the first five characters of the first name. If any of these three do not match, the score will not show up, and it will appear as if the student did not test. I have a student who had scores in the Graduation Database, but now the scores have disappeared. How do I get this corrected? Because of the matching criteria listed above, if a student changes their name the scores they have in the Graduation Database can become unlinked. The embedded fax form below can be used to alert the Student Information office of these changes, and we can link the scores and enrollment record back together. Here is the fax form: How are the Met Grad Requirement columns calculated? The ELA/Math/Science columns summarize Met Grad Requirement Yes or No based on the tests that a student has taken and the tests that they are eligible to apply towards graduation requirements based on their graduation requirement year. 8/5/2015 Page 2 of 5 OSPI Student Information

3 How is the CIA/CAA Determination field calculated? The CIA/CAA Determination field will display a value for each student. Here is a quick reference guide to explain each value: All students: DIPLOMA ---- For students in the class of 2012 or earlier this indicates that the student has met standard in reading and writing, or that one or more subjects have been waived. For students in the class of 2013 or later, this indicates that all of the required subjects have a Yes in the met standard field, but one or more of them are due to having been waived. CAA ---- Student has met standard in all of the subjects required for their graduation and none of the subjects were tested using an alternate assessment (Smarter Balanced Off Grade, Basic, DAW/DAPE, WA-AIM, and Portfolio). CIA ---- Student has met standard in all of the subjects required for their graduation and one or more of the subjects were tested using an alternate assessment (Smarter Balanced Off Grade, Basic, DAW/DAPE, WA-AIM, and Portfolio). A student tested multiple times in one subject, how does the application choose which score to display? The Graduation Database uses a hierarchy that takes the test type, whether the test was attempted, if the student met standard, and the actual score into account. The score that comes out with the highest priority will be the one that is displayed. For example, a student who takes the HSPE and meets standard (400) but has a previous WASL-Basic score (375) that also meets standard. Their HSPE score will take precedence because the hierarchy will favor the test type that isn t an alternate test. In another example, a student has a HSPE score that doesn t meet standard (350) and a HSPE-Basic score that also doesn t meet standard (370). The HSPE score will take precedence over the HSPE-Basic score even though the scale score is numerically lower because the test type is given a higher value. I m looking at the Graduation Database in my browser, what do the different colors in the met standard field mean? Red ---- No ---- Student did not meet standard Green ---- Yes ---- Student met standard on the WASL/HSPE/Smarter Balanced Blue ---- Yes ---- Student met standard using an Alternate Assessment or a CAA Option Yellow Shading ---- Yes/No ---- Student used a CAA Option 8/5/2015 Page 3 of 5 OSPI Student Information

4 The Graduation Database is great in my browser, but can I download it? The on-screen display of the Graduation Database is limited in space, and sometimes contains many pages that are hard to scroll through. Luckily there is a button in the upper left part of the screen that will allow you to download the entirety of the Graduation Database. The Excel file download contains more detailed information that won t fit in the browser window (such as what school the student is in and what test type is being used as the student s best score). If you have questions about the different test types, please refer to the glossary at the end of this document. Who is listed on the CAA Options tab? The CAA Options tab is a list of all currently enrolled students who are accessing one or more of the Options available as alternatives to meeting the assessment graduation requirements. A student will be listed multiple times if they are using multiple Options or have Options in multiple subjects. If a student used an Option but is no longer enrolled in CEDARS, they will NOT be listed in the CAA Options tab. How do I find a specific student on the CAA Options tab? The CAA Options tab includes search fields for SSID, Last Name, or First Name. There are also drop-down menus that allow you to filter by a specific Option or by subject. Just like the Graduation Database, there is a Download button that allows you to download the list of students using Options into an Excel file. Who do I contact if I have a question or concern with the CAA/CIA Database? To correct any student information (incorrect SSID, name, grade level, etc.), please first work with your district CEDARS coordinator to have the changes made in CEDARS. If you are unable to correct the problem at a district level, please contact: OSPI Customer Support CustomerSupport@k12.wa.us If a student s CAA Options data is incorrect, please contact: Laurel Nanke (360) Laurel.Nanke@k12.wa.us For all other questions or concerns regarding the CAA/CIA Database, please contact: Assessment Data Analysts (360) (hotline) AssessmentAnalysts@k12.wa.us 8/5/2015 Page 4 of 5 OSPI Student Information

5 Glossary of test types in the Graduation Database download: Current State Assessments: SBA ---- Smarter Balanced Assessment SBA Off Grade ---- Smarter Balanced Assessment Off Grade WA-AIM ---- WA-Access to Instruction & Measurement DAPE ---- Developmentally Appropriate Proficiency Exam (previously DAWL) HSPE ---- High School Proficiency Exam HSPB ---- HSPE-Basic (meeting standard at a level 2) ALG ---- EOC Math Year 1 Algebra ALGB ---- EOC Math Year 1 Algebra Basic IN EOC Math Year 1 Integrated 1 IN1B ---- EOC Math Year 1 Integrated 1 Basic GEO ---- EOC Math Year 2 Geometry GEOB ---- EOC Math Year 2 Geometry Basic IN EOC Math Year 2 Integrated 2 IN2B ---- EOC Math Year 2 Integrated 2 Basic BIO ---- EOC Biology BIOB ---- EOC Biology Basic CAA Options: ACT ---- American College Testing - college admissions test AP ---- Advanced Placement test COE ---- Collection of Evidence GPA ---- Grades Comparison LDA ---- Locally Determined Assessment PSAT ---- Preliminary SAT test SAT ---- SAT - college admissions test IS-E ---- In State Eligibility eligible to use other options NN-E ---- NNEP Eligibility eligible to use other options OOS-E ---- Out of State Eligibility eligible to use other options WVR-A ---- Awareness Waiver WVR-O ---- Out of State Waiver WVR-S ---- Special Circumstances Waiver 8/5/2015 Page 5 of 5 OSPI Student Information

6 Previous State Assessments: WASL ---- Washington Assessment of Student Learning DAW Early name for the Basic test (meeting standard at a level 2) WAMO ---- WASL-Modified; early name for the Basic test (meeting standard at a level 2) WABA ---- WASL-Basic (meeting standard at a level 2) DAWL ---- Developmentally Appropriate WASL OOGL ---- Out of Grade Level POOL ---- Portfolio Out of Grade Level MU EOC Makeup Math Year 1 MU1B ---- EOC Makeup Math Year 1 Basic RE EOC Retake Math Year 1 RE1B ---- EOC Retake Math Year 1 Basic RE EOC Retake Math Year 2 RE2B ---- EOC Retake Math Year 2 Basic PORT ---- Washington Alternate Assessment System Portfolio 8/5/2015 Page 6 of 5 OSPI Student Information