Tool Search: Assessment Data Mart

Data Marts are stored collections of various student data records that districts and states use to federally report. Information stored in a data mart is uniquely collected by a snapshot and is a static copy of the original record. District- and state-level users should follow the two-step validation and authentication process all data marts use to report the most accurate data.

The BIE Assessment Data Mart is a collection of student assessment data that was previously added to the student's assessment record. Data collected and stored in this data mart can be reviewed in two ways:

Assessment Data Mart Report - information is reported in PDF or CSV format and must be generated individually for each school.
Assessment Report (Ad Hoc Reporting) - information for one to multiple schools displays on a pivot table where data can be analyzed using drill-down methods, sorting features, filter options and graphs to summarize the results.

The BIE Assessment Rate Data Mart tool is available in both the BIE District and NASIS State Edition sites.

BIE Assessment Data Mart Tool

Read - View the BIE Assessment Data Mart tool.
Write - Generate snapshots and reports using the BIE Assessment Data Mart tool.
Add- N/A
Delete - N/A

Users must have tool rights to both the BIE Assessment Data Mart tool and its validation/authentication sub-tools. Users with Read rights to the BIE Assessment Data Mart tool will receive a notification in their Process Alerts when a snapshot or report has finished processing. Only BIE State Edition users can generate an Authentication Snapshot. The Authentication Snapshot sub-right is ONLY available in NASIS State Edition sites.

For more information about Tool Rights and how they function, see the Tool Rights article.

BIE Assessment Data Mart Logic

The BIE Assessment Data Mart uses the following logic.

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Calendar:

Calendars meeting the following conditions are included in reporting:

Calendar is marked as BIE Type of I: Instructional
Calendar Exclude check box IS NOT marked

Student:

Students who meet the following conditions are included in reporting:

Student has a NASIS ID
Student is enrolled into an instructional grade level mapped to BIE Grade Level Code KG-12
Student has at least one reportable assessment

Students will not report if:

Student's enrollment type is 3: Public Enrolled
Student's enrollment is marked as No Show
Student's enrollment start and end dates are the same
Student's enrollment is marked as BIE Exclude

Assessments:

For an assessment to report, the following conditions must be met:

Assessment must have Testing Window start and end dates. This is identified as the Start Date and End Date entered in Test Setup for the assessment.
Assessment type must be either GEN: General or ALT: Alternate
Assessment must be marked as 'Report Via Data Mart'

Assessment Requirements

Tool Search: Assessment Center

Before any test data can be added to a student's assessment record (which can then be later retrieved by the data mart), a test structure must be defined using the Assessment Center tool. This tool controls what data elements should be collected from a test, how they will display on the student's assessment record, and if the assessment will be available to the BIE Assessment Data Mart.

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Test Setup (Assessment)

For the BIE Assessment Data Mart to successfully collect and report student assessment records, the following fields must be defined (at minimum). Refer to the Assessment Center—Test Detail article for additional information and documentation about all of the Test Detail fields.

Field	Description
Name	Name of the test.
Code	State or District-specific code associated with the test. This code primarily identifies the test when using Campus Ad Hoc reporting tools, graduation criteria and state reporting extracts.
Start Date	First date the test is offered (or start date of the testing window).
End Date	Last date the test is offered (or end date of the testing window).
Assessment Type	Test type indicates whether the test is considered an alternate assessment, general assessment, assessment for EL identification, or an assessment that measures English Proficiency in EL students.
Field Test	BIE District Edition
Report Via Data Mart	Identifies which assessments will report to the BIE Assessment Data Mart. NASIS State Edition only.

Data Mart Workflow

Additional information regarding the process and workflow of a Data Mart can be viewed in the Data Mart Workflow article.
All Data Marts follow a two-step Validation and Authentication process. This process allows student data to be reviewed and corrected before it is submitted for federal reporting.

Generate a Snapshot

Snapshots are the student data collection method data marts use to capture specific data points (first name/last name, gender, etc.) from various locations in Campus and build them into a data table. Student information captured by a snapshot is static and does not reflect real-time changes. As changes are made to student information, a new snapshot must be generated to update the data mart.

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One data table is built for each school included in the snapshot. A school must have at least one eligible calendar for a snapshot to be generated. This process can be done for one or multiple schools at a time, but processing time may vary when more than one school is selected.

The Authentication Snapshot is only available to State Edition users.

BIE Assessment Data Mart Snapshot Editor

Select Snapshot from the BIE Assessment Data Mart tool.
Select a Snapshot Type: Validation or Authentication.
Select a Cohort Year. If the calendar year is 19-20, the cohort year is 2020.
Select a pre-created Ad Hoc filter from the School Selection Filter. (Optional) This field is only available in the State Edition.
Select one or multiple schools. One snapshot will be generated per school.
Select Generate. Notification will be sent to Process Alerts when the snapshot is done processing.

Consider generating new snapshots when:

New scores were added to student assessment records after a snapshot was generated and should be included in the data mart.
Corrections to student information fields are not reflected when the report is generated.
A long time has passed since the last snapshot was generated, and the final report is being submitted.

Snapshots can be generated as needed. However, a history of snapshots is not stored, and data from the previous snapshot will be overwritten when a new snapshot is generated.

Snapshot Editor Field Descriptions

Field	Description
Snapshot Type (State Edition only)	This field determines the type of snapshot to generate. Validation captures the records from the user interface and builds a data table. A validation snapshot is required before an authentication snapshot can be generated. After generating the validation snapshot, use the validation report to review the data. Authentication is a copy of the data collected from the most recent validation snapshot used for federal reporting submission. After generating the authentication snapshot, use the authentication report for final sign-off and submission. Consider generating a final validation snapshot before the authentication snapshot is generated. This will ensure any changes made during the validation process are captured, and all correct information is submitted for final reporting.
School Year	Identifies the year the snapshot is capturing and collecting attendance data from.
School Selection Filter (Ad hoc) (State Edition only)	Only available in State Edition sites. Allows for selecting an ad hoc filter to filter down to a pre-defined list of schools.
School	Allows for the selection of one or multiple schools. Snapshot processing time may vary if more than one school is selected. Use the search field at the top of the school list to search for a specific school. Only one snapshot will be generated and stored per school.
Count of Selected Schools	Displays a numeric value for the number of schools selected to be included in the snapshot.
Select All	Selects all or deselects all schools across all pages to be included in the snapshot.
Generate	Select after all other required field selections have been made. A report is not automatically produced when a snapshot has finished generating. Refer to the Report section for further details. Campus does not retain a history of snapshots. When a new snapshot is generated, data from the previous snapshot will be overwritten. Users may choose to generate a new snapshot as corrections are being made to various areas of student information.
Reset	Returns screen to original defaults.
Back	Returns the user to the BIE Assessment Data Mart editor screen.

Notifications

Users with Read (R) access to the BIE Graduation Rate Data Mart tool will receive notifications in their Process Alerts when:

A snapshot has been submitted. Only the user who submitted the snapshot will receive this notification. Clicking on the message link displays a notification report.
A snapshot (validation or authentication) has been submitted and completed syncing. To view the data captured by the completed snapshot, a report must be generated.
A report is available. If a user selects Submit to Batch Queue to generate the report (validation or authentication), a notification will display when it is ready to view. Click the message link to view the report. The report can also be retrieved from the data mart's Report tool.
An error has prevented a record from syncing to the state. The DIS Sync error can be further reviewed under System Administration > Data Interchange in the Error Log.
- Errors can not be corrected in the snapshot. If a correction is needed, it must be made at the location where the data is entered. Generate a new snapshot to sync the corrected record.
- If a record fails to sync, only that record is affected; it will not prevent other records from syncing.

Notifications
Generate a Report

Generate a report for a specific school and school year to review or authenticate the student information captured by the snapshot. Only one school and school year may be selected at a time.

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A sign-off page will be appended to the end of the printed Authentication Report. This will only be done in PDF report formats.

The BIE Assessment Data Mart report includes personally identifying student information including NASIS IDs.

BIE Assessment Data Mart Report Editor

Select Report.
Select a Snapshot Type.
Select a School Year.
Select a school. Only one school can be selected at a time.
Select Generate Now or Submit to Batch Queue under Report Processing.
- If Submit to Batch Queue is selected, a Process Alerts notification will be sent to the user's Message Center when the report is ready to view.
Select a Report Format (CSV or PDF).
Select Generate.

Report Editor Field Descriptions

Field	Description
Snapshot Type	Determines which table to generate the report from (Validation or Authentication). Only a Validation Report can be used with a Validation Snapshot. Only an Authentication Report can be used with an Authentication Snapshot.
School Year	Identifies the school year the report is based on. Only students with Primary enrollments in the selected school year are included.
School	Allows for selecting a single school to view the data records captured by the snapshot.
Output Options
Report Processing	Determines if the report should be generated now or processed later. If Batch Queue is selected, users will receive a notification in their Process Alerts inbox when the report is ready.
Format Type	Options include CSV or PDF. The Authentication Signature page only appends when the Authentication Report is generated in PDF format. This report returns a large number of data points, so users may find it easier to review it in CSV format first.
Other Selections
Generate	Generates the report based on the selections made in the report editor.
Reset	Clears and resets the report editor to default settings.
Back	Exits the report editor and returns to the BIE Assessment Data Mart Editor.

Report Example

PDF Report Example with Sign-off Page

BIE Assessment Data Mart Reported Fields

The following fields are displayed in a generated report. All fields are included and displayed if the report is generated in CSV format. Reports generated in PDF format restrict the reported fields to only include NASIS ID and the assessment information.

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Students report once for each non-excluded assessment where the testing window falls within the dates of the reporting year selected. If a student takes the same test multiple times within the year, the test with the highest scale score reports.

Field

Description

Location

Authentication Date

Reports the date and time the BIE Assessment Data Mart snapshot was authenticated for the school.

N/A

Validation Date

Reports the date and time of the school's last BIE Assessment Data Mart validation snapshot.

N/A

Generated On

Reports the date and time the BIE Assessment Data Mart report was generated.

N/A

Student Assessment Details

NASIS ID

The unique identifier for the student.

Census > People > Demographics > NASIS ID

Database:
person.otherID

Last Name

CSV Only

Reports the student's last name.

Census > People Identities > Current Identity > Last Name

Database:
identity.lastName

First Name

CSV Only

Reports the student's first name.

Census > People Identities > Current Identity > First Name

Database:
identity.firstName

Middle Name

CSV Only

Reports the student's middle name.

Census > People Identities > Current Identity > Middle Name

Database:
identity.middleName

Name Suffix

CSV Only

Reports the suffix of the student's name.

Census > People Identities > Current Identity > Suffix

Database:
Identity.suffix

Birth Date

CSV Only

Reports the student's date of birth.

Census > People > Identities > Current Identity > Birth Date

Database:
Identity.birthDate

Gender

CSV Only

Reports the student's sex.

Census > People > Identities > Current Identity > Gender

Database:
student.gender

Grade

CSV Only

Reports the student's grade level of their Primary enrollment for the school and year selected.

Student Information > General > Enrollment > Grade

Database:
GradeLevel.regionalGrade

Assessment State

Reports the State Code of the assessment if State Test is populated in the Test Type field.

Reports the National Code of the assessment if National Test is populated in the Test Type field.

Assessment > Test Setup > Test Type > State Test > State Code

Assessment > Test Setup > Test Type > National Test > National Code

Database:

Test.stateCode

Test.nationalCode

Assessment Name

Reports the name of the test entered in Test Setup.

Assessment > Test Setup > Name

Database:
Test.name

Assessment Code

Reports the code of the test entered in Test Setup.

Assessment > Test Setup > Code

Database:
Test.code

Assessment Subject

Reports the subject of the test entered in Test Setup.

Assessment > Test Setup > Subject

Database:
Test.type

Assessment Type

Code

Description

Location

REGASSWOACC

Reports if the Assessment Type in Test Setup is GEN: General Assessment AND the Received Accommodation field in the student's assessment record is blank.

Assessment > Test Setup > Assessment Type

Student Information > General > Assessment > Received Accommodation

Database:

Test.assessmentType

TestScore.receivedAccommodation

REGASSWACC

Reports if the Assessment Type in Test Setup is GEN: General Assessment AND the Received Accommodation field in the student's assessment has a value populated.

Assessment > Test Setup > Assessment Type

Student Information > General > Assessment > Received Accommodation

Database:

Test.assessmentType

TestScore.receivedAccommodation

ALTASSALTACH

Reports if the Assessment Type in Test Setup is ALT: Alternate.

Assessment > Test Setup > Assessment Type

Database:
Test.assessmentType

Otherwise, reports blank.

Testing Window Start
Required

Reports the Start Date of the test.

Assessment > Test Setup > Start Date

Database:
Test.startDate

Testing Window End
Required

Reports the End Date of the test.

Assessment > Test Setup > End Date

Database:
Test.endDate

Score Date

Reports the date the student took the test.

Student Information > General > Assessment > Date

Database:
TestScore.dateTaken

FAY (Full Academic Year)

Reports FAY (Full Academic Year) if the student had a continuously active enrollment for all instructional days within the reporting window of October 1st through the End Date of the assessment.

Otherwise, reports Not FAY.

Student Information > General > Enrollment > Service Type

Student Information > General > Enrollment > Start Date

Student Information > General > Enrollment > End Date

Database:
Calculated

Participation School BIE Group Number

Reports the BIE Group Number of the school where the student took the test.

State Edition: Student Information > General > Assessment > School Tested

System Administration > Resources > School > BIE Group Number

Database:
School.groupNumber

Participation School Name

CSV Only

Reports the name of the school where the student took the test.

State Edition: Student Information > General > Assessment > School Tested

System Administration > Resources > School > Name

Database:
testScore.schoolID

Participation Type

Reports the federal code associated to how the student participated in taking the assessment.

If the Standard Type on the student's Assessment tab is different from the Standard Type associated with the test in Test Setup, the student's assessment will override Test Setup.
If none of the criteria is met, field reports blank.

Code	Description	Location
REGPARTWOACC	Reports if the assessment's Assessment Type is GEN: General Assessment AND the Received Accommodation field is blank.	Assessment > Test Setup > Assessment Type Student Information > General > Assessment > Received Accommodation Database: Test.assessmentType TestScore.receivedAccommodation
REGPARTWACC	Reports if the assessment's Assessment Type is GEN: General Assessment AND the Received Accommodation field has a value populated.	Assessment > Test Setup > Assessment Type Student Information > General > Assessment > Received Accommodation Database: Test.assessmentType TestScore.receivedAccommodation
ALTPARTGRADELVL	Reports if the assessment's Assessment Type is ALT: Alternate AND the assessment's Standards Type is R: Grade Level.	Assessment > Test Setup > Assessment Type Assessment > Test Setup > Standards Type Database: Test.assessmentType Test.standardType
ALTPARTMODACH	Reports if the assessment's Assessment Type is ALT: Alternate AND the assessment's Standards Type is M: Modified.	Assessment > Test Setup > Assessment Type Assessment > Test Setup > Standards Type Database: Test.assessmentType Test.standardType
ALTPARTALTACH	Reports if the assessment's Assessment Type is ALT: Alternate AND the assessment's Standards Type is A: Alternate.	Assessment > Test Setup > Assessment Type Assessment > Test Setup > Standards Type Database: Test.assessmentType Test.standardType
FLDTSTREGPART	Reports if the assessment's Assessment Type is GEN: General Assessment AND the Field Test box is marked for the assessment AND the student did not receive Accommodations.	Assessment > Test Setup > Assessment Type Assessment > Test Setup > Field Test Student Information > General > Assessment > Received Accommodation Database: Test.assessmentType Test.fieldTest (new field) TestScore.receivedAccomodation
FLDTSTALTPART	Reports if the assessment's Assessment Type is ALT: Alternate AND the Field Test box is marked for the assessment AND the Standards Type for the assessment is A: Alternate.	Assessment > Test Setup > Assessment Type Assessment > Test Setup > Field Test Assessment > Test Setup > Standards Type Database: Test.assessmentType Test.fieldTest (new field) Test.standardType
FLDTSTGRDPART	Reports if the assessment's Assessment Type is ALT: Alternate AND the Field Test box is marked for the assessment AND the Standards Type for the assessment is R: Grade Level.	Assessment > Test Setup > Assessment Type Assessment > Test Setup > Field Test Assessment > Test Setup > Standards Type Database: Test.assessmentType Test.fieldTest (new field) Test.standardType
MEDEXEMPT	Reports if the Reason Code for the assessment is 05: Exempt.	Student Information > General > Assessment > Reason Code Database: Test.reasonCode
NPART	Reports if the Reason Code is populated with any value except 05: Exempt. Reason Code must not be blank for code to report.	Student Information > General > Assessment > Reason Code Database: Test.reasonCode

Scale Score

Reports the scale score the student received for the test.
Otherwise, reports blank.

If the student takes the same assessment more than once, the assessment with the highest scale score will report. If a scale score does not exist, the latest score Date is used.

Student Information > General > Assessment > Scale Score

Database:
TestScore.scaleScore

Raw Score

Reports the raw score the student received for the test.
Otherwise, reports blank.

Student Information > General > Assessment > Raw Score

Database:
TestScore.rawScore

Performance Level

Reports the description of the proficiency level the student received for the test.
If Proficiency Level description is blank the raw Result Level will populate.

If the assessment includes child test strands, the following order of operations is followed:

If the child test includes a Proficiency Level and a Result, the Proficiency Level will be reported.
If the child test does not include a Proficiency Level, the Result will be reported (of the child).
If the child test does not include a Proficiency Level or a Result, the Proficiency Level of the Parent test reports.
If the parent test does not include a Proficiency Level, the Result will be reported (by the parent).

Student Information > General > Assessment > Proficiency Level (description)

Student Information > General > Assessment > Result (label)

Database:

TestScore.resultLevel

AcctProfLevelItem.description

Primary Disability
CSV Only

Reports the code of the student's primary disability from their latest LOCKED BIE IEP or BIE IEP with Transition plan.

Student Information > Special Ed > General > Documents > Plans > Enrollment Status > Primary Disability

Database:
planstate.disability1

Special Ed Setting
CSV Only

Reports the code of the student's special ed setting from their latest LOCKED BIE IEP or BIE IEP with Transition plan.

Student Information > Special Ed > General > Documents > Plans > Enrollment Status > Special Ed Setting

Database:
planstate.specialEdSetting

English Learner

CSV Only

Reports the student's EL status determined by the following conditions:

If...	Reports as...
If a student meets more than one condition the last condition met will report.
Student's Program Status equals EL	EL
Student Program Status = Exited EL AND the First Year Monitoring Date is on or within the reporting window	1st Year Monitoring
Student Program Status = Exited EL AND the Second Year Monitoring Date is ON OR WITHIN the Reporting Window	2nd Year Monitoring
Student Program Status = Exited EL AND the Third Year Monitoring Date ON OR WITHIN the Reporting Window	3rd Year Monitoring
Student Program Status = Exited EL AND the Fourth Year Monitoring Date ON OR WITHIN the Reporting Window	4th Year Monitoring
Student's Program Status EQUALS Exited EL AND the Program Exit Date is EQUAL TO OR GREATER THAN system date	EL
Student's Program Status EQUALS Exited EL AND the Program Exit Date is AFTER the Temporary Reporting Window	EL
Student did NOT meet any of the above conditions	NOT EL

Student Information > General > Program Participation > English Learners (EL) > Program Status

Student Information > General > Program Participation > English Learners (EL) > Identified Date

Student Information > General > Program Participation > English Learners (EL) >

Fourth Year Monitoring

Student Information > Program Participation > English learners (EL)

Database:
Calculated

Economic Disadvantaged

CSV Only

Reports as Y.

Coded

Migrant

CSV Only

Reports as N.

Coded

Homeless

CSV Only

Reports the student's Homeless Nighttime Residence code.

Student Information > General > Enrollment > BIE Reporting > Homeless Nighttime Residence

Database:
bie.homelessNighttimeResidenceBIE

Foster Care

CSV Only

Reports Y if the student's Foster Care record(s) fall within their primary enrollment's start and end dates.
Otherwise, N reports.

Student Information > Program Participation > Foster Care > Start Date

Student Information > Program Participation > Foster Care > End Date

Database:
calculated

Race Ethnicity

CSV Only

Reports the Federal Designation code associated to the student's race/ethnicity.

ISEP and Non-ISEP students will report as 2: American Indian/Alaska Native when any value (including 999:Non Tribal Member) populates the Tribe field on the student's NASIS record.

Census > People > Identities > Race Ethnicity > Federal Designation

Database:
Identity.raceEthnicity

Military Connection Status

CSV Only

Reports Y if the Military Connected check box is marked on the student's primary enrollment.
Otherwise, N reports.

Student Information > General > Enrollment > BIE Reporting > Military Connected

Database:
enrollmentBIE.militaryConnected

Section 504

CSV Only

Reports Y if the student has a 504 plan with dates within their primary enrollment start and end dates.
Otherwise, N reports.

Student Information > Program Participation > BIE Section 504 > Start Date

Student Information > Program Participation > BIE Section 504 > End Date

Database:

Section504BIE.startDate

Section504BIE.endDate

Tribe

CSV Only

Reports the code of the tribe the student belongs to.

Student Information > General > NASIS > Tribe

Database:
nasis.tribalCode

BIE Enrollment Type (ISEP Status)

CSV Only

Reports the student's BIE Enrollment Type for their primary enrollment.

Student Information > General > Enrollment > BIE Reporting > Enrollment Type

Database:
bie.stateAidBIE

BIE District Number

CSV Only

Reports the BIE District Number of the district the reporting school is associated with for the student.

System Administration > Resources > District Information > BIE District Number

Database:
District.groupNumber

BIE Group Number (State School Number)

CSV Only

Reports the BIE Group Number of the reporting school for the student.

System Administration > Resources > School > BIE Group Number

Database:
School.groupNumber

BIE Assessment Data Mart

BIE Assessment Data Mart Logic

Calendar:

Student:

Assessments:

Assessment Requirements

Data Mart Workflow

Generate a Snapshot

Snapshot Editor Field Descriptions

Notifications

NotificationsGenerate a Report

Report Editor Field Descriptions

Report Example

BIE Assessment Data Mart Reported Fields

Related Articles

Notifications
Generate a Report