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, and manuals and other ancillary materials.

The number of tests ordered includes the quantities in the Initial Order 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. The district submits both order types via the California English Language Development Test (CELDT) Order Management system.

2017–18 Edition Excessive Materials Charges

Educational Data Systems calculates excessive materials charges for the previous administration (July–June) each September by adding the number of scannable Answer Books in the district’s Initial Order to the number of scannable Answer Books in Additional Orders made throughout the year. This number is multiplied by 0.90 to determine the number of scannable 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 is computed separately for braille books.

Note that the kindergarten through grade two (K–2) scannable Answer Books have more pages than the grades three through twelve (3–12) scannable 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 2017–18 Edition.

Item Excessive Materials Charge
Answer Books (grades K–2) $3.43 per item
Answer Books (grades 3–12) $2.57 per item
Braille Package (all grade spans) $154.89 per package

To review the charges and sample calculations for the 2016–17 Edition, select the 2016–17 Excessive Materials Charges link.

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 2017–18 Edition.


Example A (charges)

Grades K–2 Grades 3–12 Braille
Initial Order (spring 2017) 100 220 2
Additional Order on 8/19/17 10 0 0
Additional Order on 3/24/18 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 $3.43) = $30.87 (5 X $2.57) = $12.85 $154.89
Total Charge: $198.61

Example B (no charges)

Grades K–2 Grades 3–12 Braille
Initial Order (spring 2017) 100 220 2
Additional Order on 8/19/17 10 0 0
Additional Order on 3/24/18 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 2017) 100 220 0
Shortage of Grade 2 Material Reported on 7/15/17 (20)* 0 0
Overage of Grade K–1 Reported on 7/15/17 (20)** 0 0
Total Order: 100 220 0
Required 90% of Order
Returned for Scoring
90 198 0
Actual Documents Returned
for Scoring
92 200 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.

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