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Massachusetts Comprehensive Assessment System

Review of 2012 MCAS and Accountability Data Registration for Reporting Teleconferences

To:Superintendents, Principals, and Directors of Charter Schools, Approved Private Special Education Schools, Educational Collaboratives, and Institutional Programs
From:Mitchell D. Chester, Ed.D.
Commissioner of Elementary and Secondary Education
Date:July 12, 2012


I am writing to provide you with information regarding the release of 2012 MCAS and accountability data, including procedures and deadlines for data review and discrepancy reporting. Please note that you may not release any data to the public until the official release of school and district results in mid-September.

2012 MCAS and Accountability Data Release Schedule

School and district leaders will have access to full preliminary results for all spring 2012 MCAS tests beginning August 6, 2012. Data files in .csv and Microsoft Excel .xls formats, and student rosters in .pdf format, will be available in DropBox Central available at the Department's Security Portal at

School and district leaders will have access to preliminary school and district accountability data in mid-August, also through the Department's Security Portal.

In September official student, school, and district MCAS results and official accountability reports will be released to schools, districts, and the public. Please note that schools and districts will not have the opportunity to preview official school and district aggregate MCAS results prior to the public release.

The schedule for the release and review of school and district MCAS and accountability data is attached Download PDF Document  Download MS WORD Document.

MCAS Discrepancy Reporting

The Department's online discrepancy reporting period for MCAS data will be open from August 6 through August 10, 2012. It is essential that principals and school leaders review their preliminary results during this period, or delegate this task to a designee, as discrepancies reported after 5:00 p.m. on August 10 will not be corrected in time for the official September release of reports.

The online MCAS discrepancy reporting tool will be available at the MCAS Service Center website at MCAS Service Center. Detailed instructions for reporting MCAS data discrepancies will be posted at the MCAS Service Center website and in the MCAS 2012 Data Dropbox at the Department's Security Portal. The discrepancy reporting tool is password protected, and you must use the user name and password that were mailed to you in a Department memorandum dated January 3, 2012.

Review of Preliminary Accountability Data

In June, we provided you with provisional 2009-2011 accountability and assistance levels and associated data via the Security Portal. The purpose of this provisional release was to offer district staff the opportunity to become familiar with the metrics and classification system that will replace No Child Left Behind (NCLB) accountability status labels and Adequate Yearly Progress (AYP) reporting, and also to determine set-aside amounts for FY2013 Title I, Part A grants.

In mid-August, we will provide you with preliminary 2012-2013 school and district accountability and assistance levels and Progress and Performance Index (PPI) data based on data from 2009-2012, also via the Security Portal. Instructions for reporting discrepancies will be posted with the preliminary data in the Security Portal. Please note that the reporting window for discrepancies related to the high school graduation rate for the 2011 cohort closed in winter 2012, and the end-of-year reporting window for SIMS-related discrepancies for the 2011-2012 school year closed on July 9, 2012.

Accessing MCAS and Accountability Data Online

To access MCAS data at the Department's Security Portal, go to and enter your user name and password to log in. Beginning August 6, to access data files in .csv and .xls formats and student rosters in .pdf format, select "DropBox Central," and then select "MCAS 2012 Data."

Superintendents and charter school leaders with the security role "Accountability (District Level)" may access all accountability data for their district. Additional information on how to access and review these data, as well as opportunities to register for informational webinars, will be shared with districts in early August.

Each district's Directory Administrator is responsible for assigning security roles to appropriate district staff. If you need assistance accessing data in the Security Portal, please speak with the Directory Administrator in your district. A list of Directory Administrators by district is available at If, after speaking with your Directory Administrator, you still have questions regarding access to these data, please call 781-338-DATA (3282) between 8:30 a.m. and 5:00 p.m.

Education Data Warehouse (EDW) Reports

The migration of MCAS reporting and analysis tools from Education Data Warehouse (EDW) v2.6 to v3.0 is now complete. The new interface allows users to select one of three tabs to obtain reports appropriate to the data and level of analysis desired:

  • District
  • School
  • Student

At the district and school level, users have access to reports on achievement, growth, curriculum, item analysis, and Student Information Management System (SIMS) enrollment indicators. At the student level, users have access to student roster reports, student assessment history, student growth data, and Competency Determination (CD) status.

We welcome your input for future enhancements.

MCAS and Accountability Reporting Teleconferences

To assist you in your MCAS and accountability discrepancy reporting, the Department will hold teleconferences on Monday, August 6, from 2:30-3:15 p.m. and on Tuesday, August 7, from 10:00-10:45 a.m. Participants can dial in toll free to a presentation offering direction and advice for reviewing preliminary results; a question and answer session will follow. Registration for the teleconferences will take place at MCAS Service Center. Select "MCAS," then select "Registration for Training" to locate the registration link.

Further Information

Please contact the appropriate office listed below if you have questions.

Accessing MCAS data files or the discrepancy reporting toolMCAS Service Center
Running reports in the EDWEducation Data Warehouse
Policies regarding the reporting of MCAS resultsStudent Assessment Services
Reporting accountability discrepancies and policies regarding the reporting of accountability resultsSchool Improvement Grant Programs

Last Updated: July 16, 2012
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