 BOARD OF COOPERATIVE
EDUCATIONAL SERVICES
CAPITAL REGION BOCES
ALBANY, SCHOHARIE, SCHENECTADY, SARATOGA COUNTIES
900 Watervliet-Shaker Road
Albany, NY 12205
(518) 862-5300 Fax (518) 862-5378
JANUARY 2015 - REGENTS ANSWER SHEET SERVICES & NON-SECURE DOCUMENTS ORDER FORM
Directions: The order form and data file MUST be received by NERIC no later than 4PM, December 5, 2014. Check the box to the left of each Regents exam you will
administer. Then write the number of students listed on the CSV file and write the number of extra blank sheets requested. When ordering Extra Answer Sheets please estimate
higher rather than lower, your district will be billed for # of sheets scanned, not # printed. To order non-secure testing documents (i.e. booklets, reference tables, information
booklets), check the box next to each exam and write the number of documents needed. Complete the Contact Information; check a Scanning/Scoring Option, and sign the
Authorization of Expenditure. Please contact us with any questions: Gail Newcomb 518-862-5355, Bill Adam 518-862-5310, or send an email to [email protected]
Student Demographic Data File: Please see the second page of this document for additional information, the exact .csv file specification and submission instructions.
Billing: Your district will be billed for the precise number of tests and non-secure documents processed thru NERIC. The rate for the Regents scanning/scoring service is
$2.10* per student per answer sheet processed. The rate for non-secure documents is .40¢ per document ordered. Your district will be billed in the 2014-15 academic year. If
you need an assessment data file you must request it by sending an email to [email protected]; do this after you confirm the accuracy of the scores on the regents reports. This
order form must be signed by your superintendent, business official or whoever else is authorized to approve this expenditure.
Check
to
order
Test Name
Number of
students
included on
the CSV file
Blank indistrict
answer
sheets
requested
Check to
order
Test Name

Algebra 2/Trigonometry

Phy Setting/Chemistry

Algebra I (Common Core)

Phy Setting/Earth Science

Comprehensive English

US History & Government

ELA (Common Core)

Geometry

Global History & Geography

Integrated Algebra

Living Environment
Number of
students
included on
the CSV file
Blank indistrict
answer
sheets
requested
DO NOT
Physics - RESTRICTED
ORDER
SCANNING / SCORING OPTION – important note, all answer sheets
must be scanned by Fri., 2/6/15, 4:00PM: Our district/school will:
1 – Scan answer sheets @ a Regional BOCES Scan Site by

scanning site schedule deadline
2 - Manually score exams & mail or hand-deliver sheets to

NERIC by deadline
3 – Scan answer sheets In-District by deadline. *You must be

an on-site scanning district to choose this option.
Printing Option (check ONLY one [1] option) – if nothing is checked sheets will be printed Alpha (Building/Student)
 Alpha (Building/Student)
 Teacher (Building/Teacher/Student)
 Course Section (Building/Course Section/Student)
Non-Secure Documents (check to order and write the number requested on the line to the right of the exam name.)
 Comprehensive English #:
 Global History & Geography #:
 Chemistry #:
 Physical Setting/Earth Science #:
 US History & Government #:
 Physics #:
 ELA Common Core #:
District Name:
School/Building Name:
Contact Person:
Email:
Contact Person Title:
Phone (include area code):
REPORTING OF SCORES to the State Data Warehouse:(Please see page 3 for explanation)

NERIC will load scores to Level 1
To be completed by person authorizing the expenditure:
Name:
Title:
Signature:
Email:
Please fax this completed form (first page only) to Gail Newcomb at 518-862-5378. See the second page of this document for the CSV file submission instructions.
The order form and data file MUST be received by NERIC no later than 4PM, Friday, December 5, 2014. To avoid sending multiple data files, please wait until closer
to the 12/5/14 deadline to submit your final data file.
Answer sheets will be mailed to the district 2-weeks prior to test administration.
Demographic File Specification:
We strongly suggest CIOs and Testing Coordinators work closely in providing this data, as well as with Guidance Staff for names of students who
will take exams but are not enrolled in a course or don’t have a teacher. NERIC will use this file to pre-print answer sheets for the Regents exams
ordered by your district. Extra answer sheets will be provided for last minute walk-in students. If you’re using a NERIC-supported Student
Information System, the Student Administrative Service staff can assist you with producing this file from your student system and can be reached at
518-862-5454.
Field #
Required
• File needs a header record with field names (see example below). Fields 12 and 13 MUST be populated for Non-resident students ONLY.
• All data is considered text and must be in quotes.
• If you’d prefer, templates are available in MS Access and Excel. Please click here to obtain a .zip file with both templates
1
Y
8
DistrictCode
2
Y
up to 6
LocationCode
3
4
5
6
7
8
9
Y
Y
Y
Y
Y
Y
Y
10
3
9
up to 20
up to 20
2
up to 9
Version
AdminMonth
StudentID
LastName
Firstname
GradeLevel
CourseSection
10
Y
30
TeacherName
Length
Field Name
11
12
Y
N
5
up to 30
StateCourseCode
DistrictName
13
N
up to 30
School
Description
Example
DW District Code of the HOSTING DISTRICT
(Non-resident students use HOSTING DISTRICT CODE)
DW Location Code
(Non-resident students, use location code of “JANREG”)
DW 10 character school year end date
3 characters of month administered (Jan, Jun or Aug)
DW 9-digit local Student ID
Student’s Last Name
Student’s First Name
DW Grade Level of Student in 2-digit format
Local Course Code + Local Section Code (combined with “-“)
(If students are not enrolled in a course, designate as N/A or 0000)
Teacher Name as it needs to appear on answer sheet – usually, “Last
Name, First Name” (If students are not enrolled in a course, designate as
N/A)
IMPORTANT NOTE – if School Field is populated, type the same
in this field
DW 5 character state course code – See chart below
District Name of the HOSTING DISTRICT
Populate for Non-resident students ONLY, otherwise leave blank
School Name of the HOME SCHOOL of the student
Populate for Non-resident students ONLY, otherwise leave blank
State Course Code Chart:
State
Course
Course
Code
02106
Trigonometry / Algebra
01003
English/Language Arts III
02072
Geometry
04052
World History and Geography
02052
Algebra I
03051
Biology
03101
Chemistry
03001
Earth Science
04101
U.S. History—Comprehensive
02052CC Algebra I (Common Core)
01003CC English/Language Arts III (Common Core)
DNA
Physics
Associated Regents Exam
Algebra 2/ Trigonometry
Comprehensive English
Geometry
Global History & Geography
Integrated Algebra
Living Environment
Physical Setting/Chemistry
Physical Setting/ Earth Science
U.S. History & Government
Algebra I Common Core
ELA Common Core
*Physical Setting/Physics
NY180202
80099999
0002
2015-06-30
Jan
000007978
Simpson
Bartholomew
09
0300-01
Doe, Jane
N/A
NERIC HS
03051
NERIC CSD
NERIC HS
Required
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
Note:
*Physics is restricted
and NERIC will not
produce an answer
sheet for this exam.
Districts are to use
the answer sheet
provided with the
Physics Test booklet.
RESTRICTED
Demographic File Submission via NERIC Connect:
1.
2.
3.
4.
5.
6.
7.
Go to the Testing Webpage http://neric.org/testing (NERIC SharePoint account required).
Click on the link “District Folders on SharePoint” under the Resources menu. New window opens.
Enter the nericfs credentials you would use to access your district’s testing data.
Click on “District Folders” in left-side menu. Click on your district folder in main window.
Click on “Regents” folder.
Select “Upload,” in new window, browse to the location where you saved your .csv file, select it and click “OK” to upload.
Or you can email the file to [email protected]
Sample Demographic File:
Sample PUBLIC SCHOOL District File:
"DistrictCode","LocationCode","Version","AdminMonth","StudentID","LastName","FirstName","GradeLevel","CourseSection","TeacherName","StateCourseCode",
“DistrictName”,”SchoolName”
"NY990101","0002","2015-06-30","Jan","439000001","Flinstone","Fred","10","0300-01","Caveman, Captain","02052",””,””
"NY990101","0002","2015-06-30"," Jan ","439000002","Rubble","Betty","09","0402m-09","Stone, Lima","02052",””,””
"NY990101","JANREG","2015-06-30"," Jan ","439000002","Smith","Barney","11","0000","NERIC HS","02052",”NERIC UFSD”,”NERIC HS”
Sample CHARTER SCHOOL / NONPUBLIC SCHOOL / INSTITUTION / ARTICLE 81 SCHOOL File:
"DistrictCode","LocationCode","Version","AdminMonth","StudentID","LastName","FirstName","GradeLevel","CourseSection","TeacherName","StateCourseCode",
“DistrictName”,”SchoolName”
"80099599","0002","2015-06-30"," Jan ","000000439","Jefferstone","Ambling","10","0300-01","Quartz, William","04052",””,””
"80099669","0001","2015-06-30"," Jan ","004003009","Luke","Moses","09","0402m-09","Paul, Jon","03051",””,””
"80099669","JANREG","2015-06-30"," Jan ","004002123","Jones","Periwinkle","11","N/ A"," NERIC HS ","03051",”NERIC CSD”,”NERIC HS”
Scanning Options explanation - THIS SECTION MUST BE COMPLETED ON THE ORDER FORM
Option 1: Regional Scan Site – Machine-Score Exams - Districts/Schools choosing this option will bring answer sheets for which constructed response questions have
been rated and the teacher portion of the sheets are bubbled, to a Regional Scan Site (local BOCES) between 1/28-1/31, per BOCES schedule; to be scanned and
machine scored. Answer sheets can be scanned prior to, but no later than 4:00 PM, Friday, February 6, 2015.
Option 2: Manually score exams – Districts/Schools choosing this option will score the constructed response questions and bubble the answer sheets, then manually
score the entire exam, but mail/hand-deliver already scored answer sheets to NERIC. Answer sheets can be scanned prior to, but no later than 4:00 PM, Friday,
February 6, 2015.
Option 3: Scan answer sheets In-District* - You must be an on-site scanning district to choose this option. Answer sheets can be scanned prior to, but no later
than 4:00 PM, Friday, February 6, 2015.
(NOTE - if you need an assessment data file you must request it by sending an email to [email protected]; please do this after you confirm the accuracy of the scores on
the regents reports. Each subsequent report should include ALL records scanned at that point in time, not just the last scanned batch.)
Reporting of Regents Scores to the Data Warehouse:
NERIC WILL LOAD ALL SCORES1, ACCOMMODATIONS2, AND RESPONSES3 TO LEVEL 1 for January and June administrations as long as you meet
all of our deadlines and make corrections as requested. IF your students have not been loaded to Level 0 or are missing either a NYSSIS ID or an enrollment
record, your records will reject. If you do not make the needed corrections in time, you will be responsible for loading the scores AND accommodations for
those students. Please correct all errors immediately upon notification to avoid this issue.
IMPORTANT: Loading of Data Policy
 Regardless of your Scanning option, ALL Regents must be scanned or arrive at NERIC no later than 4:00 PM, Friday, February 6, 2015 (see above).
NERIC will load ALL scanned scores directly to Level 1 for you. This load will happen per NYSED schedule, TBD. NERIC will send a notification
out over the Testing Listserv as well as the Data Warehouse Listserv when this happens. If you are not on one of those lists and need this notification,
please contact [email protected] or [email protected]. Thanks.
 Since the data can no longer be changed for prior years in Level 0, loading to Level 0 is no longer necessary. Since the data is loaded directly to Level
1, you will be able to see it in your Level 1 reports and then the following week in your Level 2 Reports.
 If there are instances where the district/school chooses to report a score other than the student’s scanned score as the score of record, those changes
should be submitted AFTER our final upload. Those changes should be submitted through Level 0 to Level 1 AFTER our upload. We would suggest
that ONLY changed scores be submitted through Level 0 so that the other scanned scores are not overwritten. If you upload those changes to Level 1
prior to our final upload, your scores will be overwritten when we load the scanned scores. Please wait for our notification that they have been loaded
to push up changes.
 As was past practice, NERIC will also load the Accommodations file2 and Response file2 for the Regents exams to the warehouse.
 If you have any questions on our data loading policy, please direct questions to [email protected] or [email protected]. Thank you.
Notes:
1
Scores (Assessment_Fact Template):
The data elements reported to the data warehouses that indicate the assessment taken by the student, the
language in which the assessment was taken, and the score/performance level achieved. Score Data will be
loaded to the warehouse for each exam by the deadline set forth by the NYSED.
2
Test Accommodations (Assessment_Acc Template)
The data elements reported to the data warehouse that indicate the accommodations bubbled at the time of the
exam. Accommodation Data will be loaded to the warehouse by NERIC for each exam by the deadline set forth
by the NYSED.
3
Response (Assessment_Resp Template)
The data elements reported to the data warehouse that indicate the name and date of the assessment, the
question number, the student’s response to a multiple-choice question, and the number of points earned for the
multiple-choice, constructed response, or essay question. Response Data will be loaded to the warehouse for
each exam by the deadline set forth by the NYSED.