Frequently Asked Questions

Categories:

General

Q: If a student is classified as reclassified fluent English proficiency (RFEP) or initial fluent English proficient (IFEP) by a former local education agency (LEA), and the receiving LEA believes s/he needs services, should the student be tested with the CELDT?

A: No. Students previously given an RFEP or IFEP classification may not take the CELDT again. However, this does not preclude the LEA from offering English learner services to the student.


Q: Do we need to test foreign exchange students?

A: Yes. The law does not specify that any students may be exempted.


Q: If a student has never previously taken the CELDT, and upon testing is classified as IFEP, should the school designate the student as IFEP even though the student was classified as an English learner in another state or country?

A: Yes. If the student from another state or country is enrolling in a California public school for the first time, and the school district has identified the student as IFEP, then IFEP is the official student's designation, regardless of the previous designation in another state or country.


Q: Do we test students in a transitional kindergarten class?

A: Yes. These students are to take the kindergarten test. All students enrolled in the LEA in the first year of a two-year kindergarten program (i.e., transitional kindergarten), whose primary language is other than English as determined by a home language survey, must be administered the CELDT within 30 calendar days of enrollment or 60 calendar days prior to instruction, but not before July 1, per the CELDT California Code of Regulations (CCR), Title 5, Section 11511.


Q: What test variations can be made for special education students while giving the CELDT?

A: Information on CELDT test variations is available at the Test Variations, Accommodations, and Modifications link on the Resources Web page of the California Department of Education (CDE) CELDT Web site.


Q: Do I need to mark Accommodations on the Answer Book if the student is given the Braille Version?

A: The braille form alone is not considered an accommodation for the CELDT. Only mark accommodation for a braille form if the student requires an accommodation noted in the matrix (e.g., student dictates short composition response.)


Q: Where can I obtain Test Security Agreement forms?

A: The Test Security Agreement forms are available in the District and Test Site Coordinator’s Manual located on the Document Archive Web page.


Q: Do we send the Test Security Agreement forms to Educational Data Systems?

A: No. The security forms are to be maintained by the CELDT District Coordinator and kept on file in the district office for 12 months from the date signed. All forms must be available in the event of an audit. Do not send security forms to the contractor.


Superintendent's Designation of District Coordinator

Q: Does my district need to submit a request for Superintendent's Designation of CELDT District Coordinator each year if the coordinator has not changed?

A: Yes. Each year, the district superintendent must authorize a CELDT District Coordinator and supply that information to the CELDT contractor. An edition-specific CELDT District Coordinator designation method is available prior to the start of each annual administration (typically in the spring, around the opening of the Initial Ordering Window). The current CELDT District Coordinator must submit a request to designate a CELDT District Coordinator by way of the CELDT District Portal.


Q: Our current CELDT District Coordinator is no longer with the district. How do we access the online request form?

A: Districts that do not currently have access to the District Portal must contact the CELDT Customer Support Center for an electronic copy of the designation form.


Q: Can there be more than one CELDT District Coordinator on file?

A: No. The CDE requires that there be only one designated CELDT District Coordinator for each school district at any given time.


Q: Can additional district staff be added to an e-mail list to receive non-secure communications?

A: Yes. The CELDT District Coordinator can add up to three additional contact e-mail addresses for staff to receive non-secure e-mails. To do this, select the Additional District Contacts link within the secure District Portal. The CELDT District Coordinator remains the only contact of record for the CELDT and the only one to receive the password to the District Portal.


Q: How do we change our shipping address?

A: The CELDT District Coordinator can log on to the secure District Portal and select the Update Shipping Information link in the District CELDT Information section. Fill out the information that has changed and select the Submit button.


District and Test Site Coordinator's Manual (TCM)

Q: Should the CELDT Site Coordinator at a charter school send scorable materials to the district or ship them directly to Educational Data Systems?

A: Only CELDT District Coordinators order and return materials to Educational Data Systems for scoring. If your charter has submitted an authorization request for a CELDT District Coordinator, your charter is considered an Independent Charter, and is treated as its own district. Return your scorable test materials directly to Educational Data Systems.

If you are a dependent charter (the authorizing district’s CELDT District Coordinator ordered materials for your school), then you are considered a site within a district. Return your scorable materials directly to your district office.


Q: If we have leftover Group Identification Sheets (GIS) from a previous edition, can we use them?

A: Yes.


Q: Our Pre-ID labels have school, district, and teacher names on them; do we also have to fill in this information in the Answer Books?

A: Yes. When Answer Books are returned with incomplete information, the information from Box 2 is used to ensure that they are processed in the correct school and grade group.


Q: What do we do with an incomplete test?

A: This information is provided in the Unusual Testing Situations section of the District and Test Site Coordinator’s Manual.


Q: When can we expect to receive our Initial Order test materials shipment?

A: The window for districts to receive the Initial Order test materials shipment, including the Test Coordinator's Kit, is May 15 through June 15, 2017 for the 2017–18 Edition. Districts that order test materials after July 1 should receive them within two weeks as long as a CELDT District Coordinator designation is on file.


Q: How do we group scorable Answer Books and return them for scoring?

A: Scorable Answer Books must be returned by grade groups by school. A grade group is defined as all students at a school in a given grade. Each grade group must be returned with a school-coded Group Identification Sheet (GIS) provided in the Test Coordinator’s Kit as well as be listed on the School/Group List (SGL). Review the CELDT Site Coordinator “After Testing” section of the District and Test Site Coordinator’s Manual (TCM) for details on packaging groups.


Q: Can we use the SGL from previous editions for the current administration?

A: No. The SGL has been redesigned for the new edition. Therefore, the current SGL provided in the Test Coordinator’s Kit and through the Order Management system must be used.


Q: Is it okay to send completed tests before the enf of the month?

A: No. Districts may request a pickup during the last five working days of each month until the "Last Day to Request a Pickup" date published on the Retrieval Schedule in the TCM for each administration month. See the Retrieval Schedule in the District and Test Site Coordinator’s Manual for specific information on placing a request. This application will be available during the last five working days of each month.


Q: How do we schedule a pickup of scorable documents?

A: Requests for pickup must be placed through the Request a Pickup application within the secure District Portal. See the CELDT District Coordinator section of the District and Test Site Coordinator’s Manual for specific information on placing a request. This application will be available during the last five working days of each month.


Q: What do we do if UPS does not pick up our scorable materials shipment?

A: If your boxes are not picked up within three working days of submitting the Request a Pickup, call or e-mail the CELDT Customer Support Center for assistance. Do not place an additional request for pick-up in the CELDT District Portal.


Q: If we only have a few scorable documents, can we ship them in an envelope?

A: No. Boxes protect the contents much more than an envelope can and are much harder to lose in transit.


Q: If a student leaves the public school system and returns to the district at a later date (e.g., temporarily moves out of state, goes to a private or nonpublic school, etc.), will the test purpose be AA or IA when the student returns?

A: The test purpose is AA for all students who have taken the CELDT in the past, regardless of the length of time that has passed between testing. The IA test purpose is only for students who have never taken the CELDT. The CELDT 2017–18 Edition is to be administered to IA students only.


Q: Will the Pre-ID labels be delivered at the same time as the test materials?

A: No. Pre-ID labels are shipped independently of the test materials, and delivery is dependent on when the district submits a completed file and a valid purchase order. It takes up to 10 working days to print and ship the Pre-ID labels after a district submits a file and district purchase order (PO).


Q: May students write in the non-consumable Test Book?

A: No. Unless indicated in a student’s individualized education plan, Test Books may not be written in. Information on CELDT test variations, including marking in the Test Book, is available at the Test Variations, Accommodations and Modifications link on the Resources Web page of the California Department of Education (CDE) CELDT Web site. If writing in books does occur, please ensure the following:

  • All final answers are bubbled and/or written in the Answer Book.
  • Affected Test Books are not re-used and are designated for secure destruction.

Q: May the district destroy 2017–18 CELDT materials locally?

A: Yes. Once the Secure Materials Destruction Window opens, districts that choose to destroy the materials locally may do so using a secure destruction method. Remember that the Scoring Training of Trainers (STOT) binder materials and all other electronic media must also be securely destroyed. Districts choosing to destroy locally must indicate that they have chosen this option by logging on to the secure District Portal and selecting the Local Destruction of Secure Materials link during the Secure Materials Destruction Window.


Q: Are districts required to use the CELDT-specific boxes for the return of secure materials for destruction?

A: No. Districts may use any sturdy box to return the materials for destruction. Double-walled boxes are recommended.


Q: Why can districts destroy CELDT materials only at the end of the yearly administration?

A: The CELDT contract requires the contractor to have a test materials destruction options window once a year. Since new students may enter the district throughout the year, districts must retain materials to ensure that tests are available for incoming students until the end of the administration year (i.e., June 30).


Scoring Training of Trainers (STOT) Workshops

Q: Do all test examiners need to be trained on all portions of the test if they are only administering or scoring one domain?

A: Test examiners and proctors must be trained on the portions of the test they are administering and are not required to receive training on other domains.


Q: How many people from each district can attend STOT workshops?

A: For the 2017–18 Edition, new trainers are given priority to attend the statewide STOT workshops. See the STOT Workshops Web pages for more information about attendance.


Q: How can my district send more people to be trained than the number of spaces we are allocated?

A: If your district already has one new trainer registered, or there are no new trainers in your district, the CELDT District Coordinator may submit a Request to Attend form through the same registration system, to add staff to a waiting list. If available, seats at workshops will automatically fill with participants from the waiting list once the registration for each workshop closes.


Q: How can my district receive a STOT Training Kit (binder)?

A: All new CELDT district trainers must attend a 2017–18 STOT workshop in order to receive a 2017–18 STOT binder. CELDT district trainers who have previously attended a STOT workshop must fulfill the 2017–18 training requirements by completing the online training presentations or by attending a regional workshop, which will provide each attendee with a 2017–18 STOT binder. If you are completing the online training, you will receive access to the STOT binder on the Moodle Training Site, which can be downloaded and printed locally. Another option is to order a copy of the binder, at cost, by submitting the STOT Training Materials Order Form, available on the STOT Workshop Web page. However, CELDT training materials may only be ordered by an individual who has completed training at a state-sponsored STOT workshop and has been certified as a CELDT trainer.


Ordering Materials

Q: Can we request overnight shipping of our Initial Order or Additional Order?

A: No. There is no expedited shipping of test materials.


Q: If an Initial Order was not submitted during the Initial Ordering Window in the spring, when can my district place an Initial Order?

A: The Order Management system reopens on July 1 of each year and an order may be placed at that time. Allow two weeks for processing from the date of submission.


Q: My district submitted an Initial Order during the Initial Ordering Window in the spring, but we did not receive a shipment. Why?

A: Most likely, this is because Educational Data Systems did not receive your district’s 2017–18 Edition superintendent designation, which is a requirement in order to receive the 2017–18 Edition Initial Order shipment. Once the CELDT District Coordinator superintendent designation is received and we begin fulfilling Initial Orders again in July 2017, your district’s order will be fulfilled within two weeks.


Pre-Identification (Pre-ID)

Q: How do we order Pre-ID labels for Answer Book demographic pages?

A: A link to the online Pre-ID application will be available within the secure District Portal of the CELDT Web site. This service will be available approximately mid-June for the 2017–18 Edition. Pre-ID Window pricing can be viewed on the Pre-ID Services Web page.


Q: How many Pre-ID labels will we get per student?

A: One label will be printed per student record submitted.


Q: May a district submit more than one Pre-ID file?

A: Yes. The Pre-ID setup fee includes the submission of one file for printing. There is a fee for each additional file uploaded and submitted for printing. Districts should include the cost of the multiple file fees in their purchase order. See the Pre-ID Services Web page on the CELDT Web site for more information on fees and deadlines.


Q: Can a district submit a Pre-ID file separately for each school in the district?

A: Yes. See the question above or the Pre-ID Services Web page for information about charges for uploading and submitting multiple files.


Q: Will a pre-formatted template be available for download?

A: Yes. An Excel template will be available for district use. The template can be found on the Pre-ID Services Web page.


Q: Can I receive a label for a student record without a Statewide Student Identifier (SSID)?

A: Yes. If you do not have an SSID for a student at the time Pre-ID file(s) are submitted, the SSID may be filled in on the Answer Book at the time of testing.


Q: How long will it take for my Pre-ID labels to be shipped?

A: Once your file is submitted, it takes two weeks to print and ship your Pre-ID labels. If multiple files are submitted on the same day, they will be printed and shipped together.


Q: If a student label is placed on an Answer Book, which fields on the demographic pages, if filled in at the time of testing, override the information in the Pre-ID file?

A: The fields on the Pre-ID label that will be overridden by hand-bubbled fields on the demographic pages are:

  • Student ID Number (Local Use Only)
  • Statewide Student Identifier (SSID)
  • Local Use
Each field is identified with an asterisk (*) on the demographic pages, in the demographic page instructions in the Examiner’s Manuals, and in the TCM.


Q: How long after the purchase order is received by Educational Data Systems can we begin uploading Pre-ID files?

A: Immediately.


Q: Where on your Web site is the Pre-ID Data File Layout document?

A: The layout is located on the Pre-ID Services Web page and within the secure District Portal directly below the Pre-ID Data Management link.


Q: Is there a Pre-ID user guide?

A: Yes. A short user guide is available for download. It is located below the Pre-ID Data Management link within the secure District Portal.


Q: Can we receive the Pre-ID labels grouped and sorted by teacher or class name?

A: Yes. Districts may use field 6 (Delivery Name) and field 7 (Delivery Code) for a personalized sort. Districts may enter the desired information in these fields and labels will be sorted according to the sort order information provided on page vii of the Pre-ID Data File Layout.


Q: If a new school opens after the Pre-ID Window has opened, how can a district submit a file for the students in that school?

A: If a district tries to upload a file with students in a school that the Pre-ID application does not recognize, each of these records will have an error on the school code. The CELDT District Coordinator will need to call the CELDT Customer Support Center to add the school to the CELDT testing database. Once the school has been added, the district has two choices:

  1. Delete the original file from within the Pre-ID application and, after waiting a minimum of 24 hours, upload it again.
  2. Delete the original file from within the Pre-ID application, delete the students from the new school from the file and upload the file again. Then, after waiting a minimum of 24 hours, upload another file with just the students in the new school. Note that the fee for uploading and submitting multiple files will be applied when using this method.


Q: What software should I use to create a Pre-ID file?

A: There is no recommended software for the creation of Pre-ID files. Both Excel files and fixed-width text files are accepted.


Q: Can students with Test Purpose "1—Initial Assessment" and Test Purpose "2— Annual Assessment" be included in the same Pre-ID file?

A: The CELDT 2017–18 Edition is for Initial Assessment students only. Records for students with a Test Purpose of “2—Annual Assessment” will generate errors in your Pre-ID file, and labels will not be printed for these students.


Q: Which grade is ultimately used to report a student's results—the grade in the Pre-ID file, on the GIS, or bubbled on the Answer Book?

A: In most cases, the grade in the Pre-ID file overrides all other grades. When a Pre-ID label is not present or if the grade on the Pre-ID label does not correspond with the grade span on the Answer Book, the grade bubbled on the Answer Book overrides all other grades. If no grade is filled in on the Answer Book, the grade from the GIS is applied.

If a student's grade from the Pre-ID label is different from the test grade span of the Answer Book, and no grade is bubbled in the appropriate field on the Answer Book or the GIS, the student is assigned the grade of the other students in the same grade group if at least 80 percent of the group is in the same grade.


Fundamentals and Tutorials

Q: What will each tutorial cover?

A: Tutorials are designed to be short demonstrations (8–12 minutes) on how to use CELDT Web-based applications. Tutorials are planned for the following applications for the 2017–18 Edition: Initial Ordering Application, Pre-Identification Application, Local Scoring Tool, and Packing and Returning Scorable Documents.


Q: Can the district download the Fundamentals videos?

A: Yes. The CELDT Fundamentals Videos are available for download in MP4 format in both English and Spanish. The district may also download the closed captioned file in both languages and load it to a local video player.


Q: What is a SubRip file?

A: The SubRip file is the closed captioned "subtitle" file you load to a video player. It is used to sync the audio text with the video.


Reports

Q: If I make corrections in the DRM, will my district receive revised student reports and score labels?

A: No. Changes made in the 2016–17 DRM are only reflected in the following reports and files: The Post-DRM AA Student Score File, summary reports provided through DataQuest, and printed Performance Level Summary Reports and Roster Reports. For a fee, districts may choose to have Student Performance Level Reports and/or Student Score Labels reprinted to reflect changes made in the DRM. Pricing and order information can be found on the Optional Services Web page. There will not be an opportunity to make corrections to records in the 2017–18 Edition.


Q: Where is the CELDT Criterion shown on the report?

A: The CELDT Criterion is not printed on the Student Performance Level Report or the Student Record Label. To find out if an individual student has met the criterion, refer to field 90 of the Student Score File record for the student.


Q: Is the CELDT Overall Scale Score rounded?

A: No. Once the Overall Scale Score is calculated, truncate the number (drop all numbers to the right of the decimal). Refer to the instructions on how to calculate the Overall Scale Score in the Scoring Guide section of the Examiner’s Manuals for more information.


Q: How was the 5 percent weight established for the K–1 Reading and Writing domains for the Overall Scale Score calculation?

A: The CDE reviewed K–1 performance data for all four domains and analyzed various weightings of each domain. The data analysis validated a concern that K–1 students may be overidentified as English learners with equal weighting of all four domain scale scores. This information was then provided to the CELDT Technical Advisory Group which, after careful analysis, provided a recommendation of 5 percent weights each for Reading and Writing and 45 percent each for Listening and Speaking. The recommendation was then presented to and approved by the State Board of Education.


Q: We have a student for whom we have a local Speaking score, but on the report, the student has been given the lowest possible score. Why is that?

A: The entire Speaking domain is dependent on responses and scores entered by the test examiner. There are several possible scenarios in which this section in the Answer Book would be left blank and thereby produce a lowest possible score. Possible scenarios are:

  • During test administration, the examiner entered scores and responses directly onto a Student Score Sheet or the List of Items and Score Keys that are provided in the Examiner’s Manuals, instead of onto the Answer Book.
  • Modifications or an alternate assessment were used for Speaking

To avoid such scenarios, examiners should only use the Examiner's Manual and the student’s Answer Book when administering the Speaking section and each Answer Book should be checked for accuracy of student information.


Q: We disagree with the scores for a student. How do we dispute the scores?

A: Scores and responses may be reviewed for a student by submitting the CELDT Rescore Request Form available through the CELDT Customer Support Center. Once the form and purchase order are received, results from the review will be available within 60 days.


Data Review Module (DRM)

Q: Will there be a DRM for the CELDT 2017–18 Edition?

A: No. Districts will not have an opportunity to correct student demographic data during the 2017–18 Edition. Because EDS and DVRO will not perform a mid-year CALPADS merge for the 2017–18 Edition, some data will not be available to districts that they have received in the past.



Excessive Materials Charges

Q: When will my district be notified if we have an Excessive Materials charge?

A: During the month of September, Educational Data Systems will calculate the Excessive Materials charges for the previous edition and send a notification via e-mail to the current CELDT District Coordinator. If your district does not have any Excessive Materials charges, the CELDT District Coordinator will not receive a notice or other Excessive Materials communications.


Q: Will I receive a bill in the mail?

A: After receiving a purchase order or check from your district, Educational Data Systems will provide an invoice to the district’s accounts payable office.


Q: How can I pay this charge?

A: Educational Data Systems accepts district-issued checks only.


Q: Where do I send the check for payment?

A: The information related to payment will be contained in the e-mail. Checks may be mailed to the following address:

Educational Data Systems
c/o: Accounting Department
15850 Concord Circle, Suite A
Morgan Hill, CA 95037


Q: What if my district wants to dispute the charges?

A: If you do not agree with the calculations, please provide an explanation, in writing, to the CELDT Customer Support Center. Educational Data Systems will review the dispute and respond to the district in writing.


Q: Why are there different charges?

A: The grades K–2 Answer Books are notably more expensive to print and ship than the grades 3–12 Answer Books. With this differential pricing, high school districts are not penalized for the higher cost of the larger K–2 books. Additionally, braille books and their components are significantly more expensive to produce.