June 2013 Regents Order Form
For the June 2013 Regents Order Form, please click HERE. Below find additional information. The deadline to submit the order form and csv file is Friday, May 3, 2013. Answer sheets will be mailed to the district two-weeks prior to test administration.
Contact Gail Newcomb (518-862-5355) or Bill Adam (518-862-5310) or send an email to
Testing@neric.org if you have any questions about the form or demographic data files.
Demographic File Specification:
We strongly suggest CIOs and Testing Coordinators work closely in providing this data, as well as with Guidance Staff for names of students who will take exams but are not enrolled in a course or don’t have a teacher. NERIC will use this file to pre-print answer sheets for the Regents exams ordered by your district. Extra answer sheets will be provided for last minute walk-in students. If you’re using a NERIC-supported Student Information System, the Student Administrative Service staff can assist you with producing this file from your student system and can be reached at 518-862-5454.
· File needs a header record with field names (see example below). Fields 12 and 13 MUST be populated for Non-resident students ONLY.
· All data is considered text and must be in quotes.
· If you’d prefer, templates are available in MS Access and Excel. Please click here to obtain a .zip file with both templates.
|
Field # |
Required |
Length |
Field Name |
Description |
Example |
|
1 |
Y |
8 |
DistrictCode |
DW District Code of the HOSTING DISTRICT (Non-resident students use HOSTING DISTRICT CODE) |
NY180202 |
|
2 |
Y |
up to 6 |
LocationCode |
DW Location Code (Non-resident students, use location code of JUNREG) |
0002 |
|
3 |
Y |
10 |
Version |
DW 10 character school year end date |
2013-06-30 |
|
4 |
Y |
3 |
AdminMonth |
3 characters of month administered (Jan, Jun or Aug) |
Jun |
|
5 |
Y |
9 |
StudentID |
DW 9-digit, zero-filled local Student ID
(Non-resident students, use hosting district Student ID) |
000007978 |
|
6 |
Y |
up to 20 |
LastName |
Student’s Last Name |
Simpson |
|
7 |
Y |
up to 20 |
Firstname |
Student’s First Name |
Bartholomew |
|
8 |
Y |
2 |
GradeLevel |
DW Grade Level of Student in 2-digit format |
09 |
|
9 |
Y |
up to 9 |
CourseSection |
Local Course Code + Local Section Code (combined with “-“)
(If student is not enrolled in a course, designate as N/A or 0000) |
0300-01 |
|
10 |
Y |
up to 30 |
TeacherName |
Teacher Name as it needs to appear on answer sheet – usually, “Last Name, First Name”
(If students are not enrolled in a course, designate as N/A)
Important Note - if field 13 is populated, type the same in this field |
Doe, Jane
N/A
Springfield HS |
|
11 |
Y |
5 |
StateCourseCode |
DW 5 character state course code – See State Course Code Chart |
02106 |
|
12 |
N |
up to 30 |
DistrictName |
District Name of the HOSTING DISTRICT (Populate for Non-resident students ONLY, otherwise leave blank) |
NERIC CSD |
|
13 |
N |
up to 30 |
School |
School Name of the HOME SCHOOL of the student (Populate for Non-resident students ONLY, otherwise leave blank) |
Springfield HS |
State Course Code Chart:
| State Course Code |
Course |
Associated Regents Exam |
Required |
| 02106 |
Trigonometry / Algebra |
Algebra 2/ Trigonometry |
YES |
| 01003 |
English/Language Arts III |
Comprehensive English |
YES |
| 02072 |
Geometry |
Geometry |
YES |
| 04052 |
World History and Geography |
Global History & Geography |
YES |
| 02052 |
Algebra I |
Integrated Algebra |
YES |
| 03051 |
Biology |
Living Environment |
YES |
| 03101 |
Chemistry |
Physical Setting/Chemistry |
YES |
| 03001 |
Earth Science |
Physical Setting/ Earth Science |
YES |
| 04101 |
U.S. History—Comprehensive |
U.S. History & Government |
YES |
| 03151 |
Physics |
Physical Setting/Physics |
YES |
Demographic File Submission via Neric SharePoint:
1. Go to http://testing.neric.org (NERIC SharePoint account required).
2. Click on “Cognos Reports via SharePoint” in left-side menu. New window opens.
3. Enter the nericfs credentials you would use to access your district’s testing data
4. Click on “District Folders” in left-side menu > Click on your district folder in main window
5. Click on “Regents” folder
6. Select “Upload” > in new window, browse to the location where you saved your .csv file, select it and click “OK” to upload
Sample Demographic File:
Sample PUBLIC SCHOOL District File:
"DistrictCode","LocationCode","Version","AdminMonth","StudentID","LastName","FirstName","GradeLevel","CourseSection","TeacherName","StateCourseCode", “DistrictName”,”SchoolName”
"NY990101","0002","2013-06-30","Jun","439000001","Flinstone","Fred","10","0300-01","Caveman, Captain","02052",””,””
"NY990101","0002","2013-06-30","Jun","439000002","Rubble","Betty","09","0402m09","Slate, Larry","02052",””,””
"NY990101","JUNREG","2013-06-30","Jun","439000002","Smith","Barney","11","0000","Springfield HS","02052",”NERIC CSD”,”Springfield HS”
Sample CHARTER SCHOOL / NONPUBLIC SCHOOL / INSTITUTION / ARTICLE 81 SCHOOL File:
"DistrictCode","LocationCode","Version","AdminMonth","StudentID","LastName","FirstName","GradeLevel","CourseSection","TeacherName","StateCourseCode", “DistrictName”,”SchoolName”
"80099599","0002","2013-06-30","Jun","000000439","Jefferstone","Ambling","10","0300-01","Willard, William","04052",””,””
"80099669","0001","2013-06-30","Jun","004003009","Luke","Moses","09","0402m09","Paul, Jon","03051",””,””
"80099669","JUNREG","2013-06-30","Jun","004002123","Jones","Periwinkle","11","N/A","Another HS","03051",”NERIC Non Public School”,”Another HS” |
Scanning Options explanation (NOTE - if you need a data file you must request it by sending an email to testing@neric.org, please do this after you confirm the accuracy of the scores.)
This Section must be completed on the Order Form
- Option 1: Regional Scan Site – Machine-Score Exams - Districts/Schools choosing this option will bring answer sheets for which constructed response questions have been rated and the teacher portion of the sheets are bubbled, to a Regional Scan Site (local BOCES) on 6/11 – 6/21, excluding weekend, per BOCES schedule, to be scanned and machine scored. Answer sheets can be scanned prior to, but no later than 4:00 PM, Wednesday, June 26, 2013.
- Option 2: Manually score exams – Districts/Schools choosing this option will score the constructed response questions and bubble the answer sheets, then manually score the entire exam, but mail/hand-deliver already scored answer sheets to NERIC. Answer sheets can arrive at NERIC prior to, but no later than 4:00 PM, Wednesday, June 26, 2013.
- Option 3: Scan answer sheets In-District* - You must be an on-site scanning district to choose this option. Answer sheets can be scanned prior to, but no later than 4:00 PM, Wednesday, June 26, 2013.
Reporting of Scores to the Data Warehouse [June and January Administrations]:
NERIC WILL LOAD ALL SCORES1, ACCOMMODATIONS2, AND RESPONSES3 TO LEVEL 1.
IMPORTANT: Change in Policy – SED has established a very aggressive turn-around time for the Regents data submission. They will be pulling ALL Regents scores and accommodations on July 12 (NERIC deadline of July 10th to allow for processing time.) This data will be provided to the vendor for use in principal evaluation purposes. As a result, we needed to make a change.
Ø Regardless of your Scanning option, ALL Regents must be scanned or arrive at NERIC no later than 4:00 PM, Wednesday, June 26, 2013(see above). We will load ALL scanned scores directly to Level 1 for you. This load will happen no later than July 3rd. We will send a notification out over the Testing Listserv as well as the Data Warehouse Listserv when this happens. If you are not on one of those lists and need this notification, please contact testing@neric.org or dwhelp@neric.org. Thanks.
Ø Since the data can no longer be changed for prior years in Level 0, loading to Level 0 is no longer necessary. Since the data is loaded directly to Level 1, you will be able to see it in your Level 1 reports and then the following week in your Level 2 Reports.
Ø If there are instances where the district/school chooses to report a score other than the student’s scanned score as the score of record, those changes should be submitted AFTER our upload BUT no later than 5:00 PM on Wednesday, July 10th for inclusion with the pull for principal evaluation purposes. We would suggest that ONLY changed scores be submitted through Level 0 so that the other scanned scores are not overwritten. If you upload those changes to Level 1 prior to our upload, they will be overwritten when we load the scanned scores. Please wait for our notification that they have been loaded to push up changes.
Ø You will still be able to make changes to the scores in Level 0 between July 10 and the August 21 deadline but those changes will NOT be included or used in principal evaluations. Remember, any scores you push to Level 1 after our upload will overwrite the scanned scores and will be included in your year-end certification data.
Ø After the August freeze of data, any changes must be made in Level 0 Historical (once it reopens after the start of the school year.)
Ø As was past practice, NERIC will also load the Accommodations file2 and Response file2 for the Regents exams to the warehouse.
Ø Over the years we have seen districts NOT report their assessments because of a misunderstanding between parties at the school. We hope this will alleviate that concern.
Ø If you have any questions on this change in policy, please direct them to testing@neric.org or mary.mcgeoch@neric.org. Thank you.
Notes:
1Scores (Assessment_Fact Template): The data elements reported to the data warehouses that indicate the assessment taken by the student, the language in which the assessment was taken, and the score/performance level achieved. Score Data will be loaded to the warehouse for each exam by the deadline set forth by the NYSED.
2Test Accommodations (Assessment_Acc Template) The data elements reported to the data warehouse that indicate the accommodations bubbled at the time of the exam. Accommodation Data will be loaded to the warehouse by NERIC for each exam by the deadline set forth by the NYSED.
3Response (Assessment_Resp Template) The data elements reported to the data warehouse that indicate the name and date of the assessment, the question number, the student’s response to a multiple-choice question, and the number of points earned for the multiple-choice, constructed response, or essay question. Response Data will be loaded to the warehouse for each exam by the deadline set forth by the NYSED.