2015–16 Edition Excessive Materials

Per California Code of Regulations, Title 5 (5 CCR), Section 11511(d) (Division 1, Chapter 11, Subchapter 7.5, Article 2), Educational Data Systems is authorized to recoup costs for unused materials sent to districts. The 5 CCR states, “For both initial and annual assessments, the school district is responsible for the cost of excessive materials ordered by the school district.” The term, excessive materials, is defined in Article 1 of the same code, as “the difference between the sum of the number of tests scored and 90 percent of the tests ordered by the district.”

Per this regulation, a district is responsible for using, and returning for scoring, 90 percent of the Answer Books ordered, including Braille and Large Print Versions. Districts are not responsible for the overage amount Educational Data Systems includes as part of the Initial Order test materials shipment; materials shipped to complete “short” orders as reported by the district by the published deadline; manuals and other ancillary materials.

The number of tests ordered includes the quantities in the Initial Order submitted by a district via the Order Management system each spring, plus any additional Answer Books ordered and sent to the district at the district’s request throughout the year by way of an Additional Order.

2015–16 Edition Excessive Materials Charges

Excessive materials charges are calculated for the previous administration year each September by adding the number of scannable Answer Books in the district’s Initial Order to the number of scannable Answer Books in any Additional Orders made throughout the year. This number is multiplied by 0.90 to determine how many Answer Books the district should have used and returned for scoring. Excessive materials charges apply if the total number of scannable Answer Books received for scoring is less than 90 percent of materials ordered throughout the test administration year. This calculation will be computed separately for braille books.

Note that the kindergarten through grade two (K–2) scannable Answer Books are much thicker than the grades three through twelve (3–12) Answer Books and therefore, have a higher excessive materials charge.

Frequently asked questions about excessive materials charges can be found on the Frequently Asked Questions Web page.

The following chart shows the charge per item by grade span for the 2015–16 Edition.

Item Excessive Materials Charge
Answer Books (grades K–2) $3.03 per item
Answer Books (grades 3–12) $2.27 per item
Braille Package (all grade spans) $126.17 per package

The following examples show how excessive materials charges are calculated based on differing order quantities and percentages of materials used by a district for the 2015–16 Edition.


Example A (charges)

Grades K–2 Grades 3–12 Braille
Initial Order (spring 2015) 100 220 2
Additional Order on 8/21/15 10 0 0
Additional Order on 3/10/16 0 30 0
Total Order: 110 250 2
Required 90% of Order
Returned for Scoring
99 225 2
Actual Documents Returned
for Scoring
90 220 1
Difference: 9 5 1
Difference Multiplied by Charge (9 X $3.03) = $27.27 (5 X $2.27) = $11.35 $126.17
Total Charge: $164.79

Example B (no charges)

Grades K–2 Grades 3–12 Braille
Initial Order (spring 2015) 100 220 2
Additional Order on 8/21/15 10 0 0
Additional Order on 3/10/16 0 30 0
Total Order: 110 250 2
Required 90% of Order
Returned for Scoring
99 225 2
Actual Documents Returned
for Scoring
100 225 2
Difference: -1 0 0
Difference Multiplied by Charge $0 $0 $0
Total Charge: $0

Example C (no charges with shortages and overages reported)

Grades K–2 Grades 3–12 Braille
Initial Order (spring 2015) 100 220 0
Shortage of Grade 2 Material Reported on 7/15/15 (20)* 0 0
Overage of Grade K–1 Reported on 7/15/15 (20)** 0 0
Total Order: 100 220 0
Required 90% of Order
Returned for Scoring
90 198 0
Actual Documents Returned
for Scoring
90 198 0
Difference: 0 0 0
Difference Multiplied by Charge $0 $0 $0
Total Charge: $0
*Replacement Grade 2 items shipped to the district as a shortage with no impact on excessive materials charges.

**Grades K–1 items picked up by Educational Data Systems with no impact on excessive materials charges.