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USBE addresses ALO rostering issues, Acadience licensing and lost third‑party test file; staff debates paper-records retention policy
Summary
USBE staff told assessment directors that ALO rostering and Acadience licensing issues are being addressed, and disclosed that the statewide 2024–25 Apple test state file was lost by a vendor and cannot be retrieved from that vendor.
USBE staff updated assessment directors on multiple operational issues affecting test rostering and vendor platforms.
Roster and class codes: Staff reported Howard School and PowerSchool districts are sending teacher email addresses into ALO successfully and that USBE is still working with other SIS vendors (Skyward, Infinite Campus) to automate updates. For next year, USBE said new core codes will differentiate sixth graders in middle school from sixth graders in elementary schools so that middle‑school sixth graders will not roster into elementary-administered assessments. Staff explained this is to prevent middle-school sixth graders from appearing on elementary rosters inadvertently and advised districts to update core codes when advised.
Acadience licensing and test features: Staff said Acadience (reading) licenses for kindergarten–third grade are state-paid; licenses for grades 4–6 in Acadience math are not state-paid and must be purchased by districts if they want teacher entry for those grades. Staff warned teachers not to enter data for grades without purchased licenses.
Rostering fatal errors and troubleshooting: USBE staff walked through common fatal-error tabs (student, SCRAM record, course membership/course master) and explained how each category prevents data from reaching the Data Gateway or prevents rostering for course-based tests (RISE, Acadiance/Acadience, STAMP). They noted that new student enrollments or record changes can cause a student to drop off rostering for a day, and that result returns can lag several days.
Lost state file for Apple test 2024–25: Staff member 8 reported an important vendor data loss: "Unfortunately, the state file with the statewide results for those for that test has been lost, unfortunately, irretrievably. We have switched vendors. We have no access to those results. So if you didn't, as an LEA, run those results, unfortunately, there is no way to get them. That is extremely unfortunate." Staff said future retrieval will be available via an API with the new vendor, and apologized for the loss.
Records retention for Acadience math paper worksheets: Staff raised a records-retention issue for Acadience math (computation and concepts & application). Because some measures remain paper-based for verification and instruction, staff said the existing records-retention practice requires keeping records for three years after the student leaves the school. Attendees raised concerns about practical burden; staff said they will gather feedback and consult with Sid and Teresa about potential policy adjustments.
Why it matters: Rostering and vendor issues directly affect whether students are tested and whether results return timely; lost statewide files are irreversible for districts that did not extract results locally. The proposed core-code change for sixth graders will change rostering behavior and should be implemented in SIS data ahead of test windows.
USBE asked districts to send SSIDs and examples if they encounter non‑roster behavior and to report fatal errors with the indicated tab so staff can investigate.
