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Summary:
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When I run one of the NCLB AYP
reports, the enrollment numbers that appear are too low to be accurate.
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Details:
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Annual Yearly Progress (AYP)
reports used for No Child Left Behind (NCLB) reporting are only supposed to
include the original administration of any given test. Any type of
retest is not allowed to be included on these reports. In addition, if
a student was absent for the first administration of the test, but takes the
test later, this is also included because it is still the first actual
administration of the test for that student.
SOL Tracker has a feature built in to locate the first administration of any
given test for each student and to flag it for use on AYP reports.
This is the Use for AYP field that is displayed on the Overview of
Student Test Scores and Individual Student Test Scores screens.
This process is performed after an import when you check the Process
Tests and Grades After Import checkbox from the Import Wizard.
When performed at that time, any flagged records (records that have
not been disseminated) within the system will be processed, and the first
administration of any given test will have the Use for AYP field
checked and any subsequent administrations will not. Typically, the
only flagged records are those that have been recently imported, so these
are the ones that are normally processed.
You can choose to process all records within the system by going to Data
Utilities, selecting the Update Test Records tab, checking the
checkbox to process all records, then clicking on the Update Test Records
Information button. This will update the Use for AYP fields
of all test records within the system.
Note that you can manually edit the Use for AYP checkboxes for any
given test record from either the Overview of Student Test Scores or
Individual Student Test Scores screen. However, running the
processes to automatically populate the field will override any manual edits
made previously.
Another factor that could negatively alter the accuracy of enrollment
numbers is when the same physical student is split between multiple student
records (with different Student ID's) within the system. If
both student records have different administrations of the same test, they
can both be flagged for use in AYP reporting. This is because the
system considers all student records within the system to be distinct
physical students, and in this case it appears that both tests are first
administrations, although in reality they are the same student and one test
is a retake. To resolve this problem, you should attempt to locate and
merge duplicate student records within the system. This is covered
extensively in the SOL Tracker User's Guide. Note also that
when two student records are merged, either singly or using the automated
mass-merging features, the Use for AYP fields from the associated
test records are automatically reprocessed. |
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Last Modified: |
April 07, 2004 |
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Versions Applicable to: |
4.0 |
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