easyCBM provides four pre-formatted export files for all currently rostered students in a district, one for each Benchmark period and one for all Progress Monitoring scores for the full year. These are available for every year your district has recorded scores in easyCBM. The exported files contain all student data, including scores and percentile ranks, for currently rostered students in the district.
To maintain a record of all students and their scores from previous years, districts should, before uploading new roster information, export the Benchmark and Progress Monitoring reports to their district’s data warehouse. This needs to be completed prior to June 30. (easyCBM rolls over to the new school year each year on July 1.)
The roster for the current school year determines the grade level at which students appear on easyCBM exported files. Students and their demographic data are always up-to-date per the current roster, even when you produce exported files for previous years, when their demographic data may have been different.
For example, if a student is currently enrolled in third grade, then results pulled for that student's first grade scores will show those scores at the student's third grade level along with the student's current demographic information as a third-grader.
Students who leave the district and are not re-rostered for the following year do not appear in the export files produced by easyCBM. This extends to exports you run now for previous years when the student did exist on a roster. This is true for any student who moved to a different district and for all eighth-graders. When 8th grade students move up to high school and no longer use easyCBM, those students and their unique IDs remain in easyCBM but are removed from current views of exported files and search results.
If you need to access assessment results for students who are no longer in the district, you must re-add those students to the current roster file. Once you have added them, you will be able to see their previous years' results by viewing their individual and group reports. Additionally, this data will be available for export by choosing the appropriate school year from when the student attended if the student was on the final roster file.
For related topics, see:
Exporting Benchmark and Progress Monitoring Data
Working with Downloaded Benchmark and progress Monitoring Data