Guidance Document for 2016-17 Ohio Pre

Guidance Document for 2016-17 Ohio Pre
Guidance Document for 2016-2017 Ohio Pre-ID Files
December 28, 2016
Contents
About This Document .......................................................................................................................................................... 1
Pre-ID Layout for OGT ......................................................................................................................................................... 1
New Pre-ID Layout for Ohio’s State Tests in English Language Arts, Mathematics, Science and Social Studies, the
Alternate Assessment and the Ohio English Language Proficiency Assessment ................................................................ 1
Notable Updates for 2016-2017 ......................................................................................................................................... 2
Frequently Asked Questions ............................................................................................................................................... 3
Identifying Test Eligibility in Pre-ID Files for Ohio’s State Tests, the Alternate Assessment and Ohio English Language
Proficiency Assessment....................................................................................................................................................... 7
About This Document
This guidance document provides key details to assist districts as they prepare their Pre-ID files.
Please make sure your district’s data manager or your Information Technology Center has the necessary information and
layouts to prepare Pre-ID file uploads for the upcoming school year.
District test coordinators should continue to watch for additional department communications on updates to testing
policies and procedures for the 2016-2017 school year.
Pre-ID Layout for OGT
For the Ohio Graduation Test (OGT), districts will continue to use the record layout description for student preidentification file format that has been in place for the past several years to Pre-ID students.
Districts will continue to use the paper/pencil TIDE, which is available at www.ohtide.org, to Pre-ID students who are
taking the OGT.
New Pre-ID Layout for Ohio’s State Tests in English Language Arts, Mathematics, Science and
Social Studies, the Alternate Assessment and the Ohio English Language Proficiency Assessment
For 2016-2017, districts must use the new Pre-ID layout to prepare and submit their student information. The new
layout collects student information for English language arts, mathematics, science and social studies tests, the
Alternate Assessment for Students with Significant Cognitive Disabilities (AASCD) and the Ohio English Language
Proficiency Assessment (OELPA). The 2016-2017 layout builds on the layout that districts used for submitting their 20152016 Pre-ID data.
Districts will use TIDE, which is available at http://oh.tide.airast.org, to pre-identify students who are taking Ohio’s State
Tests, the Alternate Assessment or the Ohio English Language Proficiency Assessment. TIDE will only accept the 20162017 Pre-ID layout. Districts will not be able to use Ohio’s prior layouts for 2016-2017 tests.
http://oh.portal.airast.org
Page 1 of 9
Notable Updates for 2016-2017
1. TIDE will collect all 2016-2017 student information under the “Ohio State Tests” administration. Some things to
note:
 Districts will submit their Pre-ID data for English language arts, mathematics, science and social studies tests, the
Alternate Assessment and the Ohio English Language Proficiency Assessment under the “Ohio State Tests 20162017” administration.
 The test eligibility listed in the student’s Pre-ID record applies to all test windows (fall, spring, summer) in the
school year.
 It is not necessary to upload new Pre-ID data prior to each administration unless data has changed (e.g., a
student has moved to a new school).
2. Rules for uploading subsequent Pre-ID files and overwriting records:
 New Pre-ID file uploads for Ohio’s State Tests, the Alternate Assessment and the Ohio English Language
Proficiency Assessment will not overwrite previous Pre-ID file uploads in TIDE. TIDE checks each record in the
new file to determine what updates to make.
 If the SSID is new, TIDE appends the new record to the student listing.
 If the SSID is already present in the student listing, TIDE will update required fields (e.g., demographics such as
student name and date of birth). TIDE will only update optional fields when a non-blank value is present in the
new file. It is important to note that the test eligibility and mode fields are now “required when applicable,”
which follows the same rule.
o This means, for example, a district may upload one Pre-ID file that includes students’ English language
arts test eligibility and mode information. Then, a subsequent file can include students’ math test
eligibility and mode information. If the ELA test eligibility and mode fields are left blank in the subsequent
file, the students’ existing ELA information will be retained in TIDE and the math information will be
appended.
 Any records with SSIDs that were included as part of a prior upload but are not included on a subsequent Pre-ID
file upload will remain in TIDE (unless an authorized user deletes them).
3. There is a new process for Pre-ID labels and generic labels:
 For students testing on paper, all scorable documents must have a Pre-ID label applied. Failure to apply a Pre-ID
label will result in scores not being reported.
 Pre-ID labels for the grades 3 – 8 tests must not be applied to high school scorable documents (and vice-versa).
The most common scenario for this is a grade 8 student taking Algebra—do not apply a grade 8 mathematics
Pre-ID label to the document; instead, apply an Algebra label to the document. Failure to apply the correct test
administration Pre-ID label will result in scores not being reported on-time.
 There are now two types of Pre-ID labels: pre-printed Pre-ID labels and print-on-demand Pre-ID labels. The
information on both types of labels is the same, and both are placed on the same space on the scorable
document.
o Pre-printed Pre-ID labels for Ohio’s State Tests are shipped only for students who were successfully
entered in TIDE with a paper (P) test mode by the published deadline. Please note that Ohio’s State Test
Pre-ID labels are only shipped for entities that also place on-time orders for the Ohio’s State Tests.
o Pre-printed Pre-ID labels for the Ohio English Language Proficiency Assessment are shipped for all
kindergarten and grade 1 students who were successfully entered in TIDE with an online (O) test mode
for the writing supplement by the OELPA deadline.
http://oh.portal.airast.org
Page 2 of 9
o



When a pre-printed Pre-ID label is not available to apply to a scorable document, a print-on-demand PreID label should be used. Authorized users can create PDFs of print-on-demand Pre-ID labels in TIDE and
print these on blank label stock. Blank label stock is automatically provided with on-time orders. If the
district did not place an on-time order or additional blank label stock is needed, district test coordinators
can order it in the additional order window.
Generic labels will no longer be provided. Districts must apply a Pre-ID label.
If a Pre-ID label is misapplied, do not attempt to remove the label. Place a print-on demand label over the
incorrect Pre-ID label, ensuring that the barcode from the incorrect label is completely covered.
Specific guidance for Pre-ID labels can be found in the Supplemental Instructions for Paper Testing manual,
available on the portal.
Frequently Asked Questions
1. Can I use the same Pre-ID layout for all state tests?
No. TIDE for OGT is configured separately and requires the “old” Pre-ID layout. TIDE for Ohio’s State Tests,
AASCD and OELPA uses the 2016-2017 layout, and will only accept Pre-ID files that follow the 2016-2017 layout.
2. Which file formats are accepted?
TIDE for OGT accepts TXT files only.
TIDE accepts TXT, Excel or CSV format. Templates are available for the Excel and CSV formats under the Upload
Pre-ID File page in the Student Information task. These templates are also available on the portal under TIDE
Support Documents.
3. What is the difference between enrolled grade 13 and enrolled grade 14?
Grade level 13 indicates “adult ed” and is for students enrolled in adult education classes with the district. Grade
level 14 indicates “proficiency only” and is for students returning to the district to test who are not enrolled in
classes.
4. How is student test eligibility for testing marked?
OGT: When logging into TIDE for OGT, district test coordinators are required to select a test administration.
Districts will continue to upload Pre-ID files for OGT under separate administrations (e.g., OGT Fall 2016, OGT
Spring 2017). By uploading a file under an OGT administration, the district is indicating that the students listed in
the file are eligible for the OGT test(s).
Ohio’s State Tests, the Alternate Assessment, and the Ohio English Language Proficiency Assessment: Districts
must expressly mark student test eligibility in the Pre-ID file for Ohio’s State Tests, the Alternate Assessment and
the Ohio English Language Proficiency Assessment. See the table at the end of this document for information on
marking test eligibility within the Pre-ID file.
http://oh.portal.airast.org
Page 3 of 9
5. Does my district have to submit separate Pre-ID files for Ohio’s State Test, the Alternate Assessment and the
Ohio English Language Proficiency Assessment?
No. The 2016-2017 Pre-ID layout includes test eligibility fields that allow districts to identify the test(s) for which
students are eligible. Therefore, districts can include students who are eligible for Ohio’s State Tests, the
Alternate Assessment and the Ohio English Language Proficiency Assessment in
the same Pre-ID file.
6. Where in TIDE do I submit Pre-ID data?
When logging into TIDE, district test coordinators will select the “Ohio State
Tests 2016-2017” administration. Under “Preparing for Testing,” locate the
Student Information dropdown. Click the dropdown arrow, then select “Upload
Pre-ID File.”
Because the Pre-ID layout collects information on a student’s specific test
eligibility and test mode, it is not necessary for districts to upload multiple files
under multiple administrations. If they elect, districts can upload one file for all
their students, but this is not a requirement. The TIDE system syncs with the
Student Testing Site (for Ohio’s State Tests and the OELPA) and the Data Entry
Interface (for the Alternate Assessment and OELPA) to set student test
eligibility based on Pre-ID data.
7. Does my district have to submit a new Pre-ID file for each administration (fall, spring) of Ohio’s State Tests?
The test eligibility listed in a student’s Pre-ID record will apply to the entire school year, e.g., if a student is preidentified as eligible for the grade 3 English language arts test, that eligibility applies to the fall 2016
administration and the spring 2017 administration. If a district pre-identifies a student in advance of the fall
2016 administration, the district does not need to pre-identify the student in advance of the spring 2017
administration. However, districts are responsible for ensuring that student records are up-to-date and accurate
prior to each administration.
8. Does my district have to submit separate Pre-ID files for each part of the test?
No. If a student is eligible for an Ohio State Test and his/her eligibility is marked in the Pre-ID file, that eligibility
applies to part 1 and part 2 of the test. Similarly, if a student is eligible for the OELPA and his/her eligibility is
marked in the pre-ID record, that eligibility applies to all domains.
9. Does my district have to Pre-ID all students who are taking Ohio’s State Tests, the Alternate Assessment and
the Ohio English Language Proficiency Assessment?
Yes. Districts must pre-identify all students who are taking an Ohio State Test, Alternate Assessment and the
Ohio English Language Proficiency Assessment in TIDE.
In order for students to access tests in the online Student Testing Site, the student’s Pre-ID record must be listed
in TIDE with the appropriate test eligibility. In order for test administrators to access a student’s record in the
online Data Entry Interface and enter scores for that student, the student’s Pre-ID record must be listed in TIDE
with the appropriate test eligibility.
Districts must pre-identify all students who are taking paper/pencil tests in TIDE by the published deadlines to
ensure receipt of Pre-ID labels. Districts that fail to Pre-ID their students who are testing on paper by the
deadline must pre-identify their students to create on-demand Pre-ID labels by the end of the test window.
http://oh.portal.airast.org
Page 4 of 9
10. What happens if my district misses the deadline for submitting Pre-ID data for Ohio’s State Tests, the
Alternate Assessment or the Ohio English Language Proficiency Assessment?
Visit the Important Dates page of the portal for deadlines for Ohio’s State Tests. Districts that fail to submit PreID data for students who will take Ohio State Tests using paper test booklets by the published deadline will not
receive pre-printed Pre-ID labels. Please note that pre-printed Pre-ID labels for the Ohio’s State Tests are only
shipped for entities that also place on-time orders for the Ohio’s State Tests. Districts that fail to indicate
kindergarten and grade 1 students as Online (O) for the writing supplement by the OELPA Pre-ID deadline, will
not receive OELPA pre-printed Pre-ID labels. Districts that that do not receive pre-printed Pre-ID labels must preidentify their students in TIDE and generate on-demand Pre-ID labels by the end of the test window. Blank label
stock for on-demand Pre-ID labels can be ordered during the additional order window.
In order for students to take Ohio State Tests or the Ohio English Language Proficiency Assessment online,
districts must Pre-ID them; students cannot test online unless they are pre-identified.
Districts that fail to submit Alternate Assessment Pre-ID data by the published deadline will not receive second
rater assignments in advance of the test window. Students must be pre-identified before scores can be entered
in the Data Entry Interface.
11. Will Pre-ID files determine order quantities for paper test materials?

For Ohio’s State Tests, districts with students who are testing on paper must request quantities of paper test
materials separately from their Pre-ID data submissions. District test coordinators and/or district
administrators must enter quantities for test booklets, answer documents and special versions under the
appropriate Paper Orders administration in TIDE. Visit the Important Dates page of the portal for Ohio’s
State Tests order windows.

For the Ohio English Language Proficiency Assessment, paper tests are intended as an accommodation for
students or districts unable to test online. Districts providing the paper accommodation must request
quantities of paper test materials in the Paper Orders OELPA Spring 2017 administration in TIDE. Pre-ID
information is used to create material orders for the kindergarten and grade 1 writing supplement for online
testers. All kindergarten and grade 1 students marked as O (for online) in the Pre-ID file for OELPA, by the
OELPA Pre-ID deadline, will receive the paper writing supplements and Pre-ID labels with the initial order
delivery.

For the Alternate Assessment, Test Administration (TA) kits are not shipped based on pre-ID data submission
in TIDE. District test coordinators and/or district administrators must enter quantities for TA Kits under the
AASCD Spring 2017 TA Kit Orders administration in TIDE. Visit the Alternate Assessment portal for important
dates.
http://oh.portal.airast.org
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12. Will districts be able to submit online accessibility features and accommodations in the Pre-ID file?
The 2016-2017 Pre-ID layout includes an accommodations field by subject for districts to indicate whether a
student is eligible to receive accommodations in that subject. Note that the accommodations fields can be set to
“yes” only for students who are marked as having an IEP or 504 or who are marked as ELL/LEP in their Pre-ID
record.
Marking whether the student is eligible for accommodations in the Pre-ID layout will not turn on features in the
Student Testing Site. Districts can use the Student Test Settings file to turn on/off student test settings and
accommodations. This file is optional.
13. If I set the “Limited English Proficient (LEP)” field to “yes”, does that make my student eligible for the Ohio
English Language Proficiency Assessment in the online Student Testing Site?
No. The “Limited English Proficient (LEP)” field, position 237 in the Pre-ID layout, is for district reporting. Districts
must use the “Test eligibility & mode: OELPA” field, position 236 in the Pre-ID layout, to indicate student
eligibility. See the table at the end of this document for additional guidance.
http://oh.portal.airast.org
Page 6 of 9
Identifying Test Eligibility in Pre-ID Files for Ohio’s State Tests, the Alternate Assessment
and Ohio English Language Proficiency Assessment
Tests
Alternate
Assessment
for Students
with
Significant
Cognitive
Disabilities
(AASCD)
English
Language
Arts –
Grades 3-8
Mathematics
– Grades 3-8
Test Eligibility Is
Based on These
Pre-ID Fields
Note
Test eligibility:
AASCD
If the student is eligible for the Alternate Assessment, mark this field as Y (yes). The
student’s record will be available in the Data Entry Interface.
If the “Test eligibility: AASCD” field is set to Y (yes),
 Students whose enrolled grade is 3, 4 or 5 will be eligible for the Grades 3-5 Alternate
Assessments.
Enrolled Grade
 Students whose enrolled grade is 6, 7 or 8 will be eligible for the Grades 6-8 Alternate
Assessments.
 Students whose enrolled grade is 10, 11 or 12 will be eligible for the high school
Alternate Assessments. Students enrolled in grade 9 do not take the AASCD; AASCDeligible students will take the high school tests after entering grade 10.
Test eligibility:
AASCD
In order to be eligible for Ohio’s State Tests, a student’s AASCD test eligibility field must be
set to N (no).
Enrolled Grade
Students with an enrolled grade of 3 are eligible for the Grade 3 English Language Arts Test.
Students with an enrolled grade of 4 are eligible for the Grade 4 English Language Arts Test,
and so on. Additionally, the test mode field must be marked.
Accelerated ELA
Grade
If the student is an accelerated tester (the tested grade is higher than the enrolled grade)
and eligible for an ELA test, enter the student’s accelerated grade for ELA in this field.
In addition to enrolled grade or accelerated grade (if applicable), the student’s test mode
must be marked.
Test mode: ELA
(Grades 3-8)
 P (paper): the student is eligible for a paper test and will receive a Pre-ID label if his/her
record is uploaded by the deadline.
 O (online): the student is eligible for an online test and will have access to the Student
Testing Site.
Test eligibility:
AASCD
In order to be eligible for Ohio’s State Tests, a student’s AASCD test eligibility field must be
set to N (no).
Enrolled Grade
Students with an enrolled grade of 5 are eligible for the Grade 5 Mathematics Test. Students
with an enrolled grade of 6 are eligible for the Grade 6 Mathematics Test, and so on.
Additionally, the test mode field must be marked.
Accelerated Math
Grade
If the student is an accelerated tester (the tested grade is higher than the enrolled grade)
and eligible for a math test, enter the student’s accelerated grade for math in this field.
Test mode:
Mathematics
(Grades 3-8)
http://oh.portal.airast.org
In addition to enrolled grade or accelerated grade (if applicable), the student’s test mode
must be marked.
 P (paper): the student is eligible for a paper test and will receive a Pre-ID label if his/her
record is uploaded by the deadline.
 O (online): the student is eligible for an online test and will have access to the Student
Testing Site.
Page 7 of 9
Tests
Social
Studies –
Grades 4 & 6
Science –
Grades 5 & 8
Test Eligibility Is
Based on These
Pre-ID Fields
Note
Test eligibility:
AASCD
In order to be eligible for Ohio’s State Tests, a student’s AASCD test eligibility field must be
set to N (no).
Enrolled Grade
Students with an enrolled grade of 4 are eligible for the Grade 4 Social Studies Test.
Students with an enrolled grade of 6 are eligible for the Grade 6 Social Studies Test.
Additionally, the test mode field must be marked.
Accelerated Social
Studies Grade
If the student is an accelerated tester (the tested grade is higher than the enrolled grade)
and eligible for the Grades 4 or 6 Social Studies Test, this field must be marked with a 4 or 6.
Test mode: Grade
4 or 6 Social
Studies
In addition to enrolled grade or accelerated grade (if applicable), the student’s test mode
must be marked.
 P (paper): the student is eligible for a paper test and will receive a Pre-ID label if his/her
record is uploaded by the deadline.
 O (online): the student is eligible for an online test and will have access to the Student
Testing Site.
Test eligibility:
AASCD
In order to be eligible for Ohio’s State Tests, a student’s AASCD test eligibility field must be
set to N (no).
Enrolled Grade
Students with an enrolled grade of 5 are eligible for the Grade 5 Science Test. Students with
an enrolled grade of 8 are eligible for the Grade 8 Science Test. Additionally, the test mode
field must be marked.
Accelerated
Science Grade
If the student is an accelerated tester (the tested grade is higher than the enrolled grade)
and eligible for the Grades 5 or 8 Science Test, this field must be marked with a 5 or 8.
Test mode: Grade
5 or 8 Science
In addition to enrolled grade or accelerated grade (if applicable), the student’s test mode
must be marked.
 P (paper): the student is eligible for a paper test and will receive a Pre-ID label if his/her
record is uploaded by the deadline.
 O (online): the student is eligible for an online test and will have access to the Student
Testing Site.
Test eligibility:
AASCD
In order to be eligible for the end-of-course tests, a student’s AASCD test eligibility field
must be set to N (no).
Enrolled Grade
High School
End-ofCourse Tests
Accelerated
The applicable
“Test eligibility &
mode” field only
http://oh.portal.airast.org
Students in grades 6-14 can be eligible for end-of-course tests. The grade value listed in the
enrolled grade will not set eligibility for end-of-course tests. End-of-course eligibility must be
expressly marked for each student by test under the test’s “Test eligibility & mode” field.
Grade level 13 indicates “adult ed” and is for students enrolled in adult education classes
with the district. Grade level 14 indicates “proficiency only” and is for students returning to
the district to test who are not enrolled in classes.
Districts do not need to mark an accelerated testing field for students in grades 6-8 who are
accelerated and are eligible to take an end-of-course test. Students in grades K-5 are not
eligible to take end-of-course tests.
A student’s eligibility for each end-of-course test is based on what is marked in the “Test
eligibility & mode” field. Marking the “P” or “O” in this field indicates the student is eligible
for the end-of-course test. Students may be eligible for more than one test as appropriate.
If a student is eligible for American Government, for example, a “P” in the “Test eligibility &
mode: American Government” field indicates the student is eligible for a paper test and will
receive a Pre-ID label if his/her record is uploaded by the deadline. If a student is eligible for
Page 8 of 9
Tests
Test Eligibility Is
Based on These
Pre-ID Fields
Note
the Physical Science test, for example, an “O” in the “Test eligibility & mode: Physical
Science” field indicates the student is eligible for an online test and will have access to the
Student Testing Site.
Enrolled Grade
 Students whose enrolled grade is 22 (kindergarten) will be eligible for the kindergarten
OELPA.
 Students whose enrolled grade is 1 will be eligible for the Grade 1 OELPA.
 Students whose enrolled grade is 2 or 3 will be eligible for the Grades 2-3 OELPA.
 Students whose enrolled grade is 4 or 5 will be eligible for the Grades 4-5 OELPA.
 Students whose enrolled grade is 6, 7 or 8 will be eligible for the Grades 6-8 OELPA.
 Students whose enrolled grade is 9, 10, 11 and 12 will be eligible for the Grades 9-12
OELPA.
Test eligibility &
mode: OELPA
In addition to enrolled grade, the student’s test mode must be marked.
 P (paper): the student is eligible for a paper test and will receive a Pre-ID label if his/her
record is uploaded by the deadline.
 O (online): the student is eligible for an online test and will have access to the Student
Testing Site. Districts will also receive pre-ID labels for the kindergarten and grade 1
writing supplements if student records are uploaded by the deadline.
Ohio English
Language
Proficiency
Assessment
(OELPA)
http://oh.portal.airast.org
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