6.1 Example of an Item and Its Codebook Information

Data management involves the documentation, organization, and storage of collected data. Good data management practices help ensure consistency in how information is collected, coded, and arranged for data analysis. Data management procedures also reduce the chance of errors that could go undetected throughout the life of a project. Particularly as the volume of data increases, assessment teams will benefit from having a clear plan and protocols for data management, as well as staff with relevant expertise, including statisticians and information technology specialists.

Assessment teams should develop a data codebook that describes each variable in the data file and defines the values permitted for each. The codebook maps each item in the assessment to its variable label in the data set, variable codes for the response options, variable formats, and codes for missing values (Shiel and Cartwright 2015).

Enumerators responsible for scoring multiple-choice items will need an answer key with the correct response options identified for each item. The codebook identifies for enumerators which codes are to be entered into the database for a correct response, incorrect response, missing information when no answer is provided, or instances when a student inappropriately selects multiple options (box 6.1).

Most codebooks are developed using Microsoft Excel and Microsoft Word because these files can be easily saved and exported to other file formats. Codebooks communicate to external specialists the meaning of each variable and its associated values, thereby supporting their ability to conduct data analysis without continuous guidance from the team responsible for data collection and coding.

BOX 6.1. Example of an Item and Its Codebook Information

Item 6. Reading comprehension 6. According to the text, Sara and her family went to the ___________

A. river B. beach * C. country D. mountains Item: 6. According to the text, Sara and her family went to the ___________

Variable name: item 6 Correct response: B.

Codes for response options.

( 1 ) Correct answer. ( 0 ) Incorrect answer. ( –999 ) Missing value. Note: Any other value is considered invalid.

Source: Original compilation for this publication.