ADE Director's Communication Memo Form

Memo Number : COM-08-002

Date Created : 07/10/2007


other: All Principals
Testing Coordinators
Federal Coordinators

Type of Memo: Informational
Response Required: No
Section:   Special Assistant - Ms. Janinne Riggs
2006-2007 AYP Data Corrections

Regulatory Authority:

Contact Person:
Janinne Riggs

Phone Number:


In an effort to further improve the accuracy of the assessment and enrollment information used in the Adequate Yearly Progress (AYP) status determination process, the Arkansas Department of Education (ADE) and the National Office for Research on Measurement and Evaluation Systems (NORMES) again are providing schools an opportunity to check and correct student information prior to AYP calculation.

This year's enrollment data were pulled by the Arkansas Public School Computer Network (APSCN) on the first day of testing for all test sessions except the mid-year Algebra and Geometry EOC exams. The mid-year EOC enrollment data were pulled on March 10, 2007. This was done to improve the accuracy of the demographic data at the time of testing.

Enrollment data from APSCN were matched with assessment data from Questar by student identification number (ID). This process results in data sets that can be reviewed, corrected, and submitted to NORMES for incorporation into the AYP calculations.

A 2007 Discrepancy Report has been created to quickly identify problems between the two source data sets. In addition, several data sets have been created for schools to examine and submit for corrections where necessary. The demographic data and enrollment status provided by the APSCN system will be used for demographic membership for AYP this year. There will be no “mismatch” data sets for the 2007 corrections process. Therefore, students who match on ID between the source data sets will be provided for review and correction of demographic, local education agency (LEA), or ID information. Students unable to be matched due to ID errors or missing ID numbers will be presented in a separate data set for correction to enable more students to be matched for AYP calculations.

The 2007 Discrepancy Report, directions for completing the process, and all data sets will be available in the ED.STATS web portal.
• The 2007 Discrepancy Report will be available in the 2006/2007 AR Analysis Reports tab.
• The directions for completing the corrections process will be provided via a link on the ED.STATS portal's 'Welcome' tab.
• All corrections will be made in the downloaded Excel spreadsheets that will be posted for download on the ED.STATS portal on the 'Data Downloads' tab.

Corrections Available-Data corrections will be posted July 12, 2007, on the ED.STATS portal under the '2006/07 Report and Data Download' tab.

Corrections Due Date—All corrections must be submitted by 4:30 p.m. Thursday, July 19, 2007.

Submit Corrections--Submit to the following email address:

To provide additional assistance with the corrections process, NORMES will host three 1-hour web-informational sessions. These sessions will be hosted on July 12, 2007.

Session 1: 9:30 a.m. – 10:30 a.m.
Session 2: 11:00 a.m. – 12:00 p.m.
Session 3: 3:00 p.m. – 4:00 p.m.

Each session is open to the first 50 to register by going to the site provided below to complete the online registration form. Each session will be recorded and posted for review on the ED.STATS portal's 'Welcome' tab for those unable to participate in one of the three live sessions.

Questions regarding the data corrections process, the data sets, data entry, etc. should be directed to NORMES (479-575-5593).

Questions regarding policies related to determining Adequate Yearly
Progress (e.g. Which students are counted; Home bound student count, etc.) should be directed to Janinne Riggs at the ADE (501-682-4219).


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