Review student records


STAAR

Two icons with the letters D and C inside unsafe-one, and the letters C and C inside the other, used to represent District Coordinator and Campus Coordinator.Coordinate the review and updating of records.

❏ Ensure Student Information Has Been Verified

lNOTE: A student's enrolled grade level may not be updated in their registration once the student has started any online test for an administration. Enrolled grade level, including out-of-school (OOS), should be verified and updated as needed prior to the opening of the testing window.  All other demographics must be updated prior to the close of the testing window.  After an administration, districts may update the first name, last name, middle initial, and date of birth.  Districts may not update Public Education Information Management System (PEIMS) ID directly in the system after an administration. This change would require a call to the support center.


STAAR Alternate 2

Two icons with the letters D and C inside unsafe-one, and the letters C and C inside the other, used to represent District Coordinator and Campus Coordinator.Coordinate the review and updating of records.

❏ Enter or Import Student Data

There are two options for entering student data to the State of Texas Assessments of Academic Readiness (STAAR®) Alternate 2, Texas English Language Proficiency Assessment System (TELPAS), and TELPAS Alternate Assessment Management System.

  • Districts or campuses may import student data using a file created locally.
  • Districts or campuses may enter student data manually.

If you are using a locally created file, be sure to enter student data early enough to allow two weeks for verification.

Campus testing coordinators must be made aware that the files are ready for verification and updating. For more information, refer to the Technology Systems and Supports webpage. For more information concerning entering student data, refer to the STAAR Alternate 2, TELPAS, and TELPAS Alternate Assessment Management System User’s Guide.

Two icons with the letters D and C inside unsafe-one, and the letters C and C inside the other, used to represent District Coordinator and Campus Coordinator.Manage assessments of students who move.

❏ Manage Assessments of Students Who Enroll AFTER March 29

  • Students who move into a new district after the first day of the STAAR Alternate 2 testing window do not have to be tested.
  • The receiving campus at the new district can mark the tests complete and assign an “O” score code to the tests. Document the reason for the score code at the local level.

Icon with the letters C and C inside, used to represent Campus Coordinator.Verify and update student data elements.

❏ Download Files for Data Verification

District testing coordinators will notify you by email that the campus files are ready.

  • Request your registration files through the Assessment Management System.
  • You will receive a notification email that the file is ready to be viewed.
  • Ensure that you retrieve your student registration files in time to allow at least two weeks for data verification.

❏ Verify Student Data Elements

  • Ensure that all students taking the assessment have been included in the Assessment Management System.
    • Data must be included and verified even for enrolled students who are not assessed due to absence; admission, review, and dismissal (ARD) committee decision; or testing irregularities.
  • Ensure the accuracy and completeness of all data in the Assessment Management System.
    • Program information should reflect the student’s status at the time of testing.
    • Current information should be provided if the student is new to the district.
    • Current information should be provided if the student’s program information or demographic information has changed since the October 2020 Public Education Information Management System (PEIMS) submission.
    • If a demographic or program information field is left blank, data from the October 2020 PEIMS submission will be used to complete the field. If this is not possible, data from blank fields will be aggregated and reported as “No information provided” for that element.

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TELPAS

Icon with the letters D and C inside, used to represent District Coordinator.Enter student data for the Texas English Language Proficiency Assessment System (TELPAS) administration.

❏ Select a data collection option for the administration. 

Make your selection in the State of Texas Assessments of Academic Readiness (STAAR®) Alternate 2, TELPAS, and TELPAS Alternate Assessment Management System. The data collection options are defined below.

Yes – Load Student Data from the Public Education Information Management System (PEIMS): All students identified as limited English proficient (LEP) and enrolled in your district before the October PEIMS submission will be registered for the 2021 TELPAS administration using the PEIMS data submitted to the Texas Education Agency (TEA) by your district in October 2020. Students will be automatically loaded into groups based on campus and grade. The student data load process will be completed by January 11, 2021. Districts can access the data on this date. The Years in U.S. Schools field will not be populated. Before the end of the spring 2021 TELPAS administration, districts must complete this field. Additional information about updating this field will be available in January.

Your district is responsible for adding eligible students who enroll after the October 2020 PEIMS submission. After your district's data are uploaded, you may add students at any time in preparation for the TELPAS assessment window by uploading student registration data files or adding individual students in the Assessment Management System.

No – District Supplied Only: Pearson will not load any student data. Your district will submit a locally created student registration data file containing all students. Districts may choose to create and submit separate files (e.g., campus-specific files, grade-specific files, etc.) and upload each as it is completed and verified. Students will be loaded into reporting groups based on the group districts indicated in the Group Name field in the district-supplied student data file.

Districts also have the option of entering student data manually.

For more information concerning entering student data, refer to the STAAR Alternate 2, TELPAS, and TELPAS Alternate Assessment Management System User’s Guide.

Icon with the letters C and C inside, used to represent Campus Coordinator.Verify and update student data elements.

❏ Download Files for Data Verification

District testing coordinators will notify you by email that the campus files are ready.

  • Request your registration files through the Assessment Management System.
  • You will receive a notification email that the file is ready to be viewed.
  • Ensure that you retrieve your student registration files in time to allow at least two weeks for data verification.

❏ Verify Student Data Elements

  • Ensure that all enrolled K–12 English learners (ELs) have been included in the Assessment Management System.
    • Data must be included and verified even for enrolled students who are not assessed due to absence; admission, review, and dismissal (ARD) decision; extenuating circumstances; or testing irregularities.
  • If a student withdraws from your campus before the TELPAS assessment window begins, remove the student’s test assignments (2–12 online tests and K–12 holistic ratings). 
  • Ensure the accuracy and completeness of all data in the Assessment Management System.
    • Program information should reflect the student’s status at the time of testing.
    • Current information should be provided if the student is new to the district.
    • Current information should be provided if the student’s program information or demographic information has changed since the October 2020 PEIMS submission.
    • If a demographic or program information field is left blank, data from the October 2020 PEIMS submission will be used to complete the field. If this is not possible, data from blank fields will be aggregated and reported as “No information provided” for that element.

❏ Update the Information in the Correct Fields in the Registration File

Icon with the letters D and C inside, used to represent District Coordinator.Import student data files.

❏ Import Corrected Student Data Files to the Assessment Management System

  • Import the updated file or make manual changes to student records.
  • District coordinators and student data assistants have permission to import these files.

Updates to student data in the Assessment Management System are applied to the reporting of assessment results but do not alter student information at TEA contained in the PEIMS file.

Icon with the letters C and C inside, used to represent Campus Coordinator. Verify years in U.S. schools data (grades 1–12 only).

❏ Verify Years in U.S. Schools Data Collection in Consultation with the Language Proficiency Assessment Committee (LPAC)

  • Legislation requires that an EL be enrolled for 60 consecutive days in a school year for that school year to count as one year in the calculation of years in U.S. schools. Therefore, EL students enrolling in U.S. schools within the last 60 school days of a school year will be considered to be in their first year in U.S. schools for the following school year.
  • Do not include kindergarten or prekindergarten in the calculation of years in U.S. schools. Consider grade 1 as the first year for students enrolled in U.S. schools since kindergarten or before.
  • Decisions regarding the calculation of years in U.S. schools are made by the students’ LPAC in accordance with guidance available on the Language Proficiency Assessment Committee Resources webpage.
  • Refer to Gridding information in these District and Campus Coordinator Resources for specific information on recording this data.

Two icons with the letters D and C inside unsafe-one, and the letters C and C inside the other, used to represent District Coordinator and Campus Coordinator.Verify extenuating circumstances data.

❏ Verify Extenuating Circumstances Data Collection

District and campus testing coordinators must work in conjunction with the LPAC to determine whether an EL in the district has an extenuating need. The special circumstances that cause ELs to have extenuating needs are defined as follows.

  • Unschooled Asylees/Refugees
    • These ELs are determined to be unschooled asylees or refugees in accordance with state-established criteria. These students lack literacy skills in their first language and basic subject-matter knowledge and skills. They may also lack basic social skills and may have experienced emotional trauma as a result of their previous circumstances. It is highly critical that this category be coded accurately for proper identification of these students.
  • Students with Interrupted Formal Schooling (SIFE)
    • These ELs attend school in the United States, withdraw and leave the United States for a period of time, and then return to the United States. The period of time outside of the United States or the number of times the student is withdrawn from U.S. schools is significant enough that growth in English and learning of subject matter are affected.
    • These ELs may also come to the United States with limited or no prior schooling. They lack literacy skills in their first language, basic subject-matter knowledge and skills, or basic social skills. For the purpose of this data collection, include ELs who did not attend school for a period of time such that the ability to learn English and new grade-level subject-matter knowledge and skills is significantly affected.

Two icons with the letters D and C inside unsafe-one, and the letters C and C inside the other, used to represent District Coordinator and Campus Coordinator.Manage assessments of students who move.

❏ Sending Campus—Manage Students Who Withdraw BEFORE the Window Opens

  • If TELPAS test assignments for the student exist in the Assessment Management System (2–12 online tests; K–12 holistic ratings), remove the test assignments.
    • If the student enrolls in another Texas public school, the receiving campus will not be able to add test assignments or account for the student in the Assessment Management System if the student has test assignments on another campus.

It is not possible for a student to have TELPAS test assignments in multiple locations. The Assessment Management System allows only one test assignment for online and one for holistic ratings.

  • Handle migrant students who formally withdraw the same way as other students who withdraw. If a migrant student does not formally withdraw, the campus is responsible for the student’s holistic ratings and online tests. Designate the student as absent if the campus is unable to give the online tests, though every effort should be made to test the student.
  • If an EL enrolls in a Texas public school BEFORE February 22 (the start of the TELPAS assessment window), the receiving campus is responsible for all TELPAS assessments.*
  • If an EL enrolls ON or AFTER February 22, the receiving campus is only responsible for the grades 2–12 online tests (if the tests were not already administered).*

    *This is true whether the student enrolls from another Texas school or from another state or country.

❏ Sending Campus—Manage Students Who Withdraw ON or AFTER the Window Opens

  • Sending campuses are responsible for submitting holistic ratings of students who were enrolled before February 22 but withdraw before the close of the window.
  • This is true even if the ratings were not yet assigned when the student moved.
  • If the student took the grade 2–12 online tests before moving, the tests must be submitted for scoring.

❏ Receiving Campus—Manage Students Who Enroll BEFORE the Window Opens

  • The receiving campus is responsible for all TELPAS assessments.
  • K–1 and 2–12: Add and assess the student as any other enrolled EL.

❏ Receiving Campus—Manage Students Who Enroll ON or AFTER the Window Opens

  • K–1: Do not take any action. A K–1 student who enrolls on or after February 22 is not considered enrolled for TELPAS. Do not conduct holistic ratings for students who enroll on or after February 22.
  • 2–12: If the student was given the online tests on another Texas campus, take no further action. If not, the receiving campus is responsible for the online tests. Follow the steps in the TELPAS Student Moves document to determine if the student took the online tests in the sending district and move the student’s test assignment(s) if necessary.

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TELPAS Alternate

Icon with the letters D and C inside, used to represent District Coordinator.Enter student data for the Texas English Language Proficiency Assessment System (TELPAS) Alternate administration.

❏ Enter or Import Student Data

There are two options for entering student data to the State of Texas Assessments of Academic Readiness (STAAR®) Alternate 2, TELPAS, and TELPAS Alternate Assessment Management System.

  • Districts or campuses may import student data using a file created locally.
  • Districts or campuses may enter student data manually.

If you are using a locally created file, be sure to enter student data early enough to allow two weeks for verification.

Notify campus testing coordinators that the files are ready for verification and updating. Districts whose data import is based on a Public Education Information Management System (PEIMS) extract should keep in mind that TELPAS Years in U.S. Schools is not a PEIMS element. It is possible to download the comma separated values (CSV) file, provide the Years in U.S. Schools data, the unschooled asylee/refugee, and students with interrupted formal education (SIFE) data where applicable, and re-import the file, which avoids the need to add the data for each individual student within the Assessment Management System. For more information, refer to the Technology Systems and Supports webpage. For more information concerning entering student data, refer to the STAAR Alternate 2, TELPAS, and TELPAS Alternate Assessment Management System User’s Guide.

Icon with the letters C and C inside, used to represent Campus Coordinator.Verify and update student data elements.

❏ Download Files for Data Verification

District testing coordinators will notify you by email that the campus files are ready.

  • Request your registration files through the Assessment Management System.
  • You will receive a notification email that the file is ready to be viewed.
  • Ensure that you retrieve your student registration files in time to allow at least two weeks for data verification.

❏ Verify Student Data Elements

  • Ensure that all enrolled grades 2–12 English learners (ELs) eligible to participate in TELPAS Alternate have been included in the Assessment Management System.
    • Data must be included and verified even for enrolled students who are not assessed due to extenuating circumstances, medical exceptions, and No Authentic Academic Response (NAAR).
  • If a student withdraws from your campus before the TELPAS Alternate assessment window begins, remove the student’s test assignments. A receiving campus will not be able to add test assignments or account for the student in the Assessment Management System if the sending campus does not complete this task.
  • Ensure the accuracy and completeness of all data in the Assessment Management System.
  • Program information should reflect the student’s status at the time of testing.
  • Current information should be provided if the student is new to the district.
  • Current information should be provided if the student’s program information or demographic information has changed since the October 2020 PEIMS submission.
  • If a demographic or program information field is left blank, data from the October 2020 PEIMS submission will be used to complete the field. If this is not possible, data from blank fields will be aggregated and reported as “No information provided” for that element.

❏ Update the Information in the Correct Fields in the Registration File

Icon with the letters D and C inside, used to represent District Coordinator.Import student data files.

❏ Import Corrected Student Data Files to the Assessment Management System

  • Import the updated file or make manual changes to student records.
  • District coordinators and student data assistants have permission to import these files.

Updates to student data in the Assessment Management System are applied to the reporting of assessment results but do not alter student information at the Texas Education Agency (TEA) contained in the PEIMS file.

Icon with the letters C and C inside, used to represent Campus Coordinator.Verify years in U.S. schools data.

❏ Verify Years in U.S. Schools Data Collection in Consultation with Language Proficiency Assessment Committee (LPAC)

  • Legislation requires that an EL be enrolled for 60 consecutive days in a school year for that school year to count as one year in the calculation of years in U.S. schools. Therefore, EL students enrolling in U.S. schools within the last 60 school days of a school year will be considered to be in their first year in U.S. schools for the following school year.
  • Decisions regarding the calculation of years in U.S. schools are made by the students’ LPAC in accordance with guidance available on the Language Proficiency Assessment Committee Resources webpage.
  • Refer to Gridding information in these District and Campus Coordinator Resources for specific information on recording this data.

Two icons with the letters D and C inside unsafe-one, and the letters C and C inside the other, used to represent District Coordinator and Campus Coordinator.Verify extenuating circumstances data.

 ❏ Verify Extenuating Circumstances Data Collection

The special circumstances that cause ELs to have extenuating needs are defined as follows. District and campus coordinators may have to work in conjunction with the admission, review, and dismissal (ARD) committee and LPAC to determine whether an EL in the district has an extenuating need.

Students Who Enroll/Withdraw On or After First Day of Testing Window

If an EL enrolls in a Texas public school BEFORE February 22 (the start of the TELPAS Alternate assessment window), the receiving campus is responsible for all TELPAS Alternate assessments. This is true whether the student enrolls from another Texas school or from another state or country. 

If an EL enrolls ON or AFTER February 22, the student does not have to be tested. The receiving campus at the new district can mark the tests complete and assign an “E” score code to the tests. Document the reason for the score code at the local level.

If a student withdraws from your campus before the TELPAS Alternate assessment window begins, remove the student’s test assignments. If the student enrolls in another Texas public school, the receiving campus will not be able to add test assignments or account for the student in the Assessment Management System if the student has test assignments on another campus.

If an EL withdraws ON or AFTER February 22, the sending campus is responsible for TELPAS Alternate of students who were enrolled before February 22 but withdraw before the close of the window. The sending district will either submit the Observable Behaviors entered into the online system for scoring, or assign an "E" score code depending on whether the student was able to be assessed in all four domains (i.e., all 40 Observable Behaviors).

Handle migrant students who formally withdraw the same way as other students who withdraw. If a migrant student does not formally withdraw, the campus is responsible for the student’s TELPAS Alternate assessment. Designate the student as absent if the student is not able to be assessed in all four domains (i.e.,all 40 Observable Behaviors).

Student Unschooled Asylees/Refugees

These ELs are determined to be unschooled asylees or refugees in accordance with state-established criteria. These students lack literacy skills in their first language and basic subject-matter knowledge and skills. They may also lack basic social skills and may have experienced emotional trauma as a result of their previous circumstances. It is highly critical that this category be coded accurately for proper identification of these students.

Students with Interrupted Formal Schooling (SIFE)

These ELs attend school in the United States, withdraw and leave the United States for a period of time, and then return to the United States. The period of time outside of the United States or the number of times the student is withdrawn from U.S. schools is significant enough that growth in English and learning of subject matter are affected.

These ELs may also come to the United States with limited or no prior schooling. They lack literacy skills in their first language, basic subject-matter knowledge and skills, or basic social skills. For the purpose of this data collection, include ELs who did not attend school for a period of time such that the ability to learn English and new grade-level subject-matter knowledge and skills is significantly affected.

Miscellaneous Circumstances

If a situation occurs that does not appear to fall into any of the score code categories, contact TEA’s Student Assessment Division at 512-463-9536 for guidance.

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