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Key Dates for Accountability and Reporting

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OAKS Online Science and Social Sciences partial test records (any test where the student completed one or more questions, but never finished the test) will be available on Friday, June 23 in the Student Centered Staging, Accountability Warehouse Extract (AWE) and Secure Assessment Reports 2.0 applications. If you do not have access to these applications, please contact your district security administrator.

Records where the student completed 1-4 questions have a Test Attempted flag of ‘P’ and no scores or performance levels. Records where the student completed 5 or more questions have a Test Attempted flag of ‘Y,’ a Rescore flag of ‘Y’ and an adjusted total score (no strand scores) and performance levels.

Be sure to resolve errors in Student Centered Staging before downloading or reviewing records online so that the data is as accurate as possible. Please contact your Regional ESD Partner for more information or for assistance accessing these records.


Schedule of Collections and Validations (that impact Report Cards and other accountability reports):
  • July 10 - Annual Cumulative ADM collection closes (changes may be made by district request only through August 18)
  • July 6 - Sept 15 – Report Validation Window for Class Size
  • August 18 – Last day for changes in Student Centered Staging (to be reflected in Public release of Report Card Details and State Test Results)
  • August 18 – Last day for changes in Third Period Cumulative ADM (to be reflected in Public release of Report Card Details and State Test Results)
  • August 18 – Report Card Validations close for Not Chronically Absent, Student Enrollment, Mobility, English Language Arts Student Performance, Mathematics Student Performance, Science Student Performance
  • Sept 22 – Report Card Narrative collection window closes

For more upcoming reporting deadlines, please see the Assessment & Accountability Checklist.


The Not Chronically Absent and Student Enrollment validations opened on June 8, and the Assessment validations (English Language Arts, Mathematics, and Science) opened on June 15. These validations will remain open through August 18. The validations are accessible through the Achievement Data Insight (ADI) application. Contact your district security administrator if you do not have access to the application, or if you do not see these validations once you access the application. Please review your data during this window. No changes to the underlying data will be allowed after August 18. For more information, see the training videos on the Video Training - 2016-2017 webpage.


Student Centered Staging is open for editing 2016-17 test records as of 9 AM on Tuesday, June 6. All 2016-17 subjects will close again at 5 PM on Friday, June 9 for preliminary Report Card processing over the weekend, and will re-open for editing by 9 AM on Tuesday, June 13.

Staging Components Completed:

  • OAKS Extended Assessment records (English Language Arts, Mathematics, and Science) are available as of May 26. (OAKS Extended Assessment records submitted by April 27 for grade 12 students were available on May 12.) District Test Coordinators who wish to view or download records for students who took an Extended Assessment in 2016-17 may select the Test Type “Extended Assessments” when searching for records in Student Centered Staging, Accountability Warehouse Extract (AWE) or Secure Assessment Reports.
  • Virtual records have been created that indicate non-participation of required English Language Arts, Mathematics, and Science assessments based on data submitted in the Third Period Cumulative ADM collection for enrollment on May 1, 2017. A virtual record is created for the student if there is not a valid test in the required content areas as described by the grade of enrollment in the ADM collection. NOTE: about 97% of the Smarter Balanced English Language Arts and 91% of Smarter Balanced Mathematics test records are currently loaded, so there are more virtual records at this time that will be deleted as we receive and process the remaining Smarter Balanced records.
  • Accountability flags (such as RCSchlPartic, RCSchlPerf and ParticSchlInstID) have been filled on all records that were loaded by Friday, June 2 indicating which tests are used for accountability reporting. These fields are not available in the Student Centered Staging download file, but the full set of fields will be available through the AWE Student Extract or Bulk Download option. PLEASE NOTE that there is a one-day lag for changes to test records in Student Centered Staging (district edits or newly loaded records) to be available in the Warehouse applications (AWE and Secure Assessment Reports).
  • Student group information such as race/ethnicity, special education, and other program flags have been filled on all records that were loaded by Friday, June 2 from Third Period Cumulative ADM for students enrolled on the first school day in May (except the Migrant Education Flag, which is filled from the OMSIS). For more information on How to Edit Demographic and Program Fields and the Student Centered Staging File Format, see documents on the Student Centered Staging Resources webpage.
  • Virtual ELPA records have been created that indicate non-participation of the required ELPA21 test for English Learner (EL) students, based on data submitted in the Title III: English Learners collection as of June 2. A virtual ELPA record is created for the student if there is not a valid ELPA21 test for any student identified as eligible for EL services during the current school year. (The EL collection will be open for review until June 19, 2017.)
  • PLEASE NOTE: First-year EL students with a virtual record will NOT be counted as a non-participant if the student has a valid ELPA21 test (indicated with data field LEPFg = ‘B’ on the test record).

Staging Components Not Yet Completed:

  • OAKS Online tests partially completed (aka “Partials”) in Science and Social Sciences (to be completed by June 23, 2017)
  • Smarter Balanced completed English Language Arts and Mathematics tests taken mid-May through June 9 (to be completed by June 30, 2017)
  • Smarter Balanced tests partially completed (aka “Partials”) in English Language Arts and Mathematics (to be completed by July 7, 2017)

If you do not have access to Student Centered Staging, AWE, or Secure Assessment Reports 2.0 applications, please contact your district security administrator.

Be sure to resolve errors before downloading or reviewing records online so that the data is as accurate as possible. Please contact your Regional ESD Partner for more information or for assistance accessing assessment records.


The Freshman on Track Data Collection opened May 11 in the Consolidated Collections application and will remain open through Friday, June 30. For questions, please contact your Regional ESD Partner or Isabella Jacoby at 503-947-5878.


The 2016-17 Class Roster Collection opened May 11 and will remain open until 11:59 PM on Friday, June 30. The purpose of the Class Roster Collection is to link teachers and students with instructional courses. Please log into Consolidated Collections to submit your data. Training for this collection was presented on April 26, 2017, and a recording can be found at the video training website. More information about this collection, including the Class Roster Manual, can be found at either the Class Roster Resources page or the Schedule of Due Dates page. Please contact either your Regional ESD Partner or Beth Blumenstein at 503-947-5767 with questions.


The Annual Cumulative ADM collection is open for data submission from May 18, 2017 – July 10, 2017. This collection is the submission of Cumulative ADM records for the period of July 1, 2016 – June 30, 2017. The purpose of the Annual Cumulative ADM collection is for State School Funding and graduation and drop out reports.

More information about Annual Cumulative ADM and the web training on Thursday, May 11 can be found in the ODE district event announcement. If you have any questions, please contact your Regional ESD Partner or Elyse Bean at 503-947-5831.


The Report Card Narrative Data Collection opened May 4 in the Achievement Data Insight (ADI) application and will remain open through Friday, September 22. A training video can be found on the 2016-17 Video Training page under Report Card Narrative Collection 2016-17. For questions, please contact your Regional ESD Partner or Isabella Jacoby at 503-947-5878.


Upcoming Dates

June 8 - August 18 - Report Validation Window for Not Chronically Absent, Student Enrollment

June 15 - August 18 - Report Validation Window for Assessment Participation, Performance, Growth (English Language Arts, Mathematics, Science)

June 23 - OAKS Online Partial Science and Social Sciences Results Available in Student Centered Staging, Secure Assessment Reports, AWE

June 28 - REMINDER: Last day to place 2017-18 Kindergarten Assessment test orders in OAKS Online TIDE
June 28 - REMINDER: Last day for ELPA21 Pilot Screener Testing
June 30 @ 11:59 PM - Collection Window CLOSES for Class Roster 2016-17
June 30 @ 11:59 PM - Collection Window CLOSES for Freshman On Track 2016-17
June 30 - July 2 - OAKS Online Test Delivery System, TIDE, and Online Reporting System offline for scheduled maintenance

July 4 - ODE is closed for the Independence Day holiday.
July 6 @ 2 PM - Webinar: Training for Class Size Validation 2016-17
July 6 - 14 - Data Collection Audit Review Window for: Class Roster 2016-17
July 6 - August 11 - Report Validation Window for Freshman On-Track 2016-17
July 6 - September 15 - Report Validation Window for Class Size 2016-17
July 7 - Smarter Balanced Partial ELA and Math Results Available in Student Centered Staging, Secure Assessment Reports, AWE

July 10 @ 11:59 PM - Collection Window CLOSES for Discipline Incidents 2016-17
July 10 @ 11:59 PM - Collection Window CLOSES for Annual Cumulative ADM 2016-17

July 20 - 28 - Data Collection Audit Review Window for Annual Cumulative ADM 2016-17
July 20 - October 4 - Report Validation Window for Preliminary School and District Report Card Detail PDFs

July 26 @ 2 PM - Webinar: Report Card Summary 2016-17
July 27 - October 4 - Report Validation Window for Preliminary School and District Report Card Summary PDFs

August 1 - 4 - Delivery Window 1 for 2017-18 Kindergarten Assessment Booklets

August 8 - Last day to make arrangements for DTC Kindergarten Assessment make-up training
August 8 - October 19 - 2017-18 Kindergarten Assessment Testing Window (Early Literacy, Early Math, Approaches to Learning)
August 10 - 18 - Report Validation Window for Secure Test Results for 2016-17 in ADI (AGR)
August 10 - September 22 - Report Validation Window for Expulsions & Suspensions, Unsafe Schools in ADI
August 10 - October 30 - Collection Window for Kindergarten Assessment 2017-18 (Early Literacy, Early Math, Approaches to Learning)
August 11 - Report Validation Window CLOSES for Freshman On-Track 2016-17

August 14 @ 5 PM - School and District Report Card Appeals due to ODE
August 17 - September 18 - Data Collection Audit Review Window for Discipline Incidents 2016-17
August 18 @ 9 AM - Webinar: ODE-provided Kindergarten Assessment Training (required for District Test Coordinators in districts supporting Kindergarten programs)
August 18 - REMINDER: Last day for changes in Student Centered Staging & Third Period Cumulative ADM to be included in final refresh of Assessment data validations in ADI
August 18 @ 5 PM - Report Validation Window CLOSES for Student Enrollment, Not Chronically Absent, ELA Student Performance, Math Student Performance, Science Student Performance
August 18 @ 5 PM - August 21 - TEMPORARY CLOSURE of 2016-2017 Subjects in Student Centered Staging, AWE and Secure Assessment Reports for accountability report processing

August 21 - 25 - Delivery Window 2 for 2017-18 Kindergarten Assessment Booklets
August 22 @ 9 AM - 2016-2017 Subjects Available in Student Centered Staging, AWE and Secure Assessment Reports
August 24 - September 1 - Data Collection Review Window for Freshman On-Track 2016-17
August 25 @ 2 PM - Webinar: Training for Kindergarten Assessment Collections 2016-17
August 25 - 27 - OAKS Online Test Delivery System (including Practice Tests), TIDE, and Online Reporting System (ORS) offline for scheduled maintenance



Resources

  • UPDATED 6/16/2017: Assessment and Accountability Checklist 2016-2017 (includes Reporting Schedule)
    This document provides:
    1. Assessment testing windows for the 2016-17 school year;
    2. Key events and district responsibilities related to the ordering, handling, administration, and reporting of Oregon Statewide Assessment and Smarter Balanced results;
    3. Data collection windows, related to school and district accountability reports for the 2016-17 school year;
    4. Key events and district responsibilities related to student and staff level data collection used in school and district report cards, and assessment group reports.
  • Collection and Validation Dates for the current year on the District website
  • Schedule of Due Dates on the District website
  • Assessment & Accountability Update
    The "Assessment & Accountability Update" is a weekly newsletter highlighting news, updates, and changes to the state's assessment efforts. To subscribe to this newsletter, go to the state library listserve page.

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