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2 0 1 2 – 1 3 C a l i f o r n i a P h y s i c a l F i t n e s s T e s t ( P F T ) • Contract with a vendor, who provides forms to collect the student PFT data • Use the Template Generator application The next step in the process involves compiling the LEA data, which may require transferring the student-level data from score sheets or scannable forms into an electronic format that conforms to the “2012–13 PFT Student Data File Layout.” FITNESSGRAM Software One option for collecting and compiling data involves the use of the FITNESSGRAM software. Note that users of Versions 8.0 to 8.5 and 9.0 FITNESSGRAM software will not score the students correctly as the HFZs (i.e., performance standards) changed in 2010–11. Users of Versions 8.0 to 8.5 and 9.0 can access a free update for Versions 8.6 and 9.2.2 from the FITNESSGRAM Software Updates Web page at http://www.fitnessgram.net/home/ that will properly score the FITNESSGRAM to the latest standards. Note: Human Kinetics, the CDE, and the SJCOE no longer support FITNESSGRAM Version 6.0 software. Human Kinetics will not be updating FITNESSGRAM Version 8 software to be used with Windows 7 or Macintosh 10.7 operating systems. For more information about the Version 8 system requirements go to http://www.fitnessgram.net/requirements/ Web page . MS Excel Template The PFT Student Data Template (MS Excel spreadsheet) is available on the PFT Resources page of the California PFT Web site at http://www.pftdata.org/ for use to compile the PFT data. This template follows the “2012–13 PFT Student Data File Layout” and produces a file in the accepted tab-delimited text format. It only includes one worksheet. Instructions about how to complete the template are also provided. Template Generator The Template Generator application, which is available to PFT coordinators by logging on to the PFT Manager through the secure District Portal of the California PFT Web site at http://www.pftdata.org/, generates a PFT student data file from data uploaded using an exported FITNESSGRAM 8 or 9 data file, 2012–13 STAR Pre- ID file, or both. Files uploaded to the Template Generator must be in tab-delimited format. The Template Generator provides the MS Excel template described above with the information filled in from the fields in the uploaded file(s). If STAR Pre-ID and FITNESSGRAM files are both uploaded, the demographic data from the STAR Pre-ID file and test data from the FITNESSGRAM file are combined into one file by matching SSIDs; therefore, it is important that the SSID data are included in PFT Coordinator Manual 28 California Department of Education • November 2012
2 0 1 2 – 1 3 C a l i f o r n i a P h y s i c a l F i t n e s s T e s t ( P F T ) both files. The capacity of the Template Generator to combine data from two files will be operational by February 1, 2013. This Template Generator is designed to reduce some of the challenges experienced by FITNESSGRAM users in preparing a PFT student file for submission. Detailed instructions for using this application are available from the Template Generator link on the secure District Portal. Additional Considerations PFT data to be collected and reported by LEAs must include results for every student, including students with disabilities, in grades five, seven, and nine, whether or not the student was fully tested (complete), partially tested (partial), or not tested at all (none). However, data for students tested in grades ten or higher, which is done to determine exemption eligibility (pursuant to California Education Code Section 51241, Subsection [b]), should not be included in data submitted to the SJCOE. Note: Data submitted for students who are not enrolled in grades five, seven, or nine will flag as errors and not be scored nor reported. In reporting the data, special care should be taken to make sure that all students have their DOB, Gender, PFT Start Date and all scores recorded correctly (e.g., values are within the allowed ranges, height [feet and inches] and weight [pounds] provided for all students). Leave entries blank for tests not taken by a student. The scoring program treats a result of zero (0) differently from a blank. A zero indicates a test taken with a resulting score of zero (e.g., zero inches reached on the Back-Saver Sit and Reach). A blank indicates a test was not attempted by the student. File Format and Data Submission After the PFT data have been collected for each school and compiled electronically, LEAs or their vendors must prepare the file as tab-delimited or tab-separated text. This file format can be created from MS Excel. The tab-delimited or tab-separated text file is the only acceptable file format for submitting files via the Web Data Upload application described below. Any other file format will not be accepted by the system and will not be processed nor scored. Note: Transmission of data files from a vendor or submission of data files to SJCOE, the state PFT contractor, via e-mail attachments is absolutely not an option and violates student privacy (California Government Code Section 11019.9 and Family Educational Rights and Privacy Act [FERPA]). PFT Coordinator Manual 29 California Department of Education • November 2012
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