Certica Products

Assessments with Unavailable Items

Updated Oct 01, 2021

When you edit or schedule an assessment, you may see messages about items that are no longer available. This may happen with items in licensed item banks as new items/passages are added and others are retired. This may also occur when item banks become unavailable to your district. If an assessment is imported from an external source, school-created items may also become unavailable if the items are not available in enCASE.

Items that are retired or missing are no longer available in item searches, cannot be added to assessments, nor will they appear in any existing assessments where they have been used. You are alerted to this when scheduling or editing an assessment or when viewing certain reports. You may add replacement items as needed. 

Alert When Scheduling

If you are scheduling an assessment that contains items/passages no longer available, you see a message titled "Action Required: Review Assessments" when you select the assessment. For example:

Click the OK button to continue with the scheduling, or click the assessment link and proceed to review or edit the assessment to replace the unavailable items. Please refer to the instructions in the section below, "Reviewing or Editing the Assessment," to replace items in an assessment.

Note: Assessments that use items from item banks that have been removed are not available for scheduling.

Alert on Reports

If you are reviewing any reports that show item details, the details for unavailable items may not be shown. For example, you might see something such as the following if the item is no longer available:

However, scores related to unavailable items are still valid.  

Reviewing or Editing the Assessment

To edit or review an assessment containing unavailable items:

  1. From the Assessments menu, choose Classroom to bring up the Search for Assessments page. 
  2. Make the required selections and click the Search button to find the assessment.

Click the Edit Assessment icon or the Preview Assessment icon:

If the assessment contains items from an item bank that is no longer available, the Alert icon appears:

Message about Removed Items

If you edit an assessment containing unavailable items, a message appears at the top of the screen. For example:

In the "Assessment" section below, you can view the items that are in the assessment under "Selected Items". 

The unavailable items do not appear. You may want to replace unavailable items by adding other items. 

Message about Unavailable Item Banks

If you are editing an assessment containing items from an item bank that is no longer available, a message appears at the top of the screen. For example:

Past administrations of the assessment are still valid, but you may no longer edit the assessment. However, you may create a copy. If you create a copy, the items listed in the message table will be removed. To replace items that will be removed, make a note of the standard alignments of the removed items listed in the table. Then create a copy and add similarly aligned items from an available item bank.

Adding Replacement Items

You may follow these suggested steps for replacing unavailable items:

  1. Check the message at the top of the screen, which indicates the standard to which the unavailable items are aligned.
  2. Make selections in the fields for finding items that are aligned to one of the standards.

Click the Load Items button.

Items that match your selections are listed in the "Available Items" section on the left. To add an item, click +Add button.

To preview the assessment, click the Save Changes and Preview button.

Mark Message as Resolved

If you replaced items that were removed, and you do not wish to see the top message again, click the Mark Resolved button.

Previous Article Reserving Item Bank Items (includes video)
Next Article Creating an Item