The Initial ELPAC test results can only be imported from the Import Test Results page in the Aeries Web Version. It will not be able to be imported from Aeries Client Version.
The Import Test Results process will also add the Initial ELPAC test parts into the Testing Control (CTL) table when necessary.
NOTE: As of January 2020 the Initial ELPAC test results provided by TOMS no longer include results for the Listening, Speaking, Reading or Writing subtests.
Select the Initial ELPAC Test Results file layout to import the Initial ELPAC student results. When deciding which year file layout to use, select the file layout that was in effect when the data was downloaded.
For the 2019-20 data files and forward the only file format that is available from the TOMS site is an Excel (.xlsx) file. This file will need to be converted to a Comma Delimited (.csv) file before it can be imported into Aeries. Once the Initial ELPAC file layout is selected a message will display explaining this.
To convert the file open it in Excel and select Save As. Select the CSV (Comma delimited) (*.csv) file type and then click on the Save button.
After the data file has been converted to a Comma Delimited (.csv) file click on the Select File(s) to Load button on the Import Test Results page, select the Initial ELPAC data file, and click on Open. Then continue to load and match the records.
The Default Date for the Initial ELPAC test results is the oldest Date Testing Completed date in the data file. The Testing Administration for the test results is MMYY where MM is the month of the Date Testing Completed date and YY is the year of the Date Testing Completed date.
The Student State ID is the primary identification in the Initial ELPAC Student Results data files. It should be the first method used for matching students.
The Edit button to the left of the test record can be used to manually match test records to students that may not have been matched during the match process or that may have been matched to an incorrect student. Please see the Import Test Results article for detailed instruction on how to do this.
The Print Unmatched Students report will list the unmatched students along with some identifying information and can be used as an aid in identifying the students.
Once all of the students are matched click on the Update Test Tables button. The Initial ELPAC Test Results import will add/update records to the Test Scores (TST), Testing Exclusions (TEX), and Language Assessment (LAC) tables. After the import process has completed an email with summary information will be sent to the user that initiated the import.
The Initial ELPAC test results also include the Initial Fluency level of the students based on their test performance. The Initial Fluency (ITF) value and Date of Initial Fluency (ITD) are updated in the Language Assessment page during the Import Test Results process.
Updating the TBD Language Fluency to EL or IFEP
As the Initial ELPAC scores are imported into the Test Scores (TST) table, the Language Assessment Initial Fluency (LAC.ITF) and Initial Fluency Date (LAC.ITD) fields are also populated with the ELAS and Date Testing Completed provided in the student results file. The LEA will need to update the student's Language Fluency (STU.LF) from TBD to the new Initial Fluency (LAC.ITF) value and the Language Assessment Program Start Date (LAC.SD) or the Language Assessment Initial Fluent English Proficient Date (LAC.IFD) to the Initial Fluency Date (LAC.ITD). The data can be updated by hand or through a change query.
The following query can be used to list all students with a language fluency of TBD and an Initial Fluency other than blank. In this example 'T' is the language fluency code for TBD. You will need to modify the query to use the language fluency codes used by your district.
LIST STU LAC STU.TG STU.ID STU.LN STU.FN STU.GR STU.LF LAC.SD LAC.IFD LAC.ITF LAC.ITD IF STU.LF = "T" AND LAC.ITF # " "
- After the list of students is reviewed update the IFEP Start Date (LAC.IFD) for the students that have been designated as IFEP and the Program Start Date (LAC.SD) for the students that have been designated EL in the Initial Fluency (LAC.ITF):
CHANGE STU LAC LAC.IFD TO LAC.ITD IF STU.LF = "T" AND LAC.ITF = "IFEP" AND LAC.ITD # NULL AND LAC.IFD = NULL
CHANGE STU LAC LAC.SD TO LAC.ITD IF STU.LF = "T" AND LAC.ITF = "EL" AND LAC.ITD # NULL AND LAC.SD = NULL
- Then update the language fluency codes (STU.LF) based on the Initial Fluency (LAC.ITF) value. In this example, 'L' is the district's language fluency code for EL and 'I' is the district's language fluency code for IFEP. You will need to modify the queries to use the language fluency codes used by your district.
CHANGE STU LAC STU.LF TO "L" IF STU.LF = "T" AND LAC.ITF = "EL" AND LAC.ITD # NULL
CHANGE STU LAC STU.LF TO "I" IF STU.LF = "T" AND LAC.ITF = "IFEP" AND LAC.ITD # NULL
The following query can be used to review the results:
LIST STU LAC STU.TG STU.ID STU.LN STU.FN STU.GR STU.LF LAC.SD LAC.IFD LAC.ITF LAC.ITD IF LAC.ITF # " "
NOTE: When running the queries, you will need to substitute the language fluency (STU.LF) codes with those used by your district. Also, if inactive student data records need to be updated remember to select the Include Inactives option under the query statement.
Beginning with the 2020-21 school year new SELA records do not need to be sent to CALPADS immediately after importing IELPAC scores and updating the language fluency information for the new students. CALPADS will have already received the new language fluency information during a nightly upload with TOMS.
Please see the CALPADS SELA Import Process articles for more information on the SELA process and maintaining the most current ELAS data in Aeries and CALPADS.