Assessment Operations TeamNovember 26, 2012

Critical Shipping Information

This material should be augmented with special consideration appropriate for your local district and school.

Key Dates

Winter EOC 2013 Important Dates

Activity Date(s)

Coordinator/Proctor Training PowerPoints and Material Receipt/Pack/Ship PowerPoint Posts to the Test Administration website

November 19

Ship 1: Assessment Coordinator Manuals arrive in district November 16

Shipment 2: Test booklets, accommodated forms, student Pre-ID Adhesive Labels, English and Spanish Direction for Administration manuals arrive in district

December 10January 2

Winter 2013 EOC Test Administration Window(According to district approved testing schedule within the mandatory testing window)

January 2 – February 8

Proctors submit Security Assurance Form to School CoordinatorFebruary 8 or last day of testing

Schools/sites submit Administration/Security report to District Assessment Coordinator

February 11

Ship to DRC all used and unused Winter EOC test booklets and accommodated material according to date selected in WAMS- Profile- Delivery and Pickup

January 23January 30February 13

District Assessment Coordinator to submit District Security Report and Test Material Variance Form (if applicable) to OSPI

February 13

ShipmentsARRIVE: ACM– 11/16 Test materials, English and Spanish DFAs– 12/10 or

1/2 RETURN: All Scorable and Non-Scorable – 1/23,

1/30 or 2/13

Testing Window1/2 – 2/8

District Administration Security Reports must be faxed to the Assessment Operations Office. Fax Number: 360-586-2728

Pre-ID Pre-ID EOC students- 10/8 – 11/1 Pre-ID Students Receiving Services – 10/8 – 11/1 Modify ACM orders – 10/9 – 10/22 Modify DFA orders - 10/9 – 11/1

Return ShippingReturn EOC Materials - 1/23

1/302/13

Test Materials Receipt

With your initial materials shipment, you will receive a Return Shipping Kit. The Return Shipping Kit will contain:

Return Verification Form Return Shipping Instructions UPS Return Shipping Labels DRC Colored Return Labels

– For most districts, the Return Shipping kit will be in a white Tyvek envelope inside a blue district box

Also included in your blue district box (or envelope) is a Shipping Cover Memo, your Packing List, ‘Red X Do-Not-Score Labels’ and tan with brown stripe School/Site labels.

Accommodated Test Material Kits:Translated CD, Braille, Large Print

 

Large Print: Year 1 Math, Year 2 Math and Biology kits Large Print Test BookletStandard Form Test BookletLarge Print GlossaryBraille: Year 1 Math, Year 2 Math and Biology kits Braille Test BookletStandard Form Test Booklet Braille GlossaryTranslated CD: Year 1 Math, Year 2 Math and Biology kits Standard Form Test BookletTranslated CDGlossary Translated CD Instructions

Large Print: Year 1 Math, Year 2 Math and Biology kits Large Print Test BookletStandard Form Test BookletLarge Print GlossaryBraille: Year 1 Math, Year 2 Math and Biology kits Braille Test BookletStandard Form Test Booklet Braille GlossaryTranslated CD: Year 1 Math, Year 2 Math and Biology kits Standard Form Test BookletTranslated CDGlossary Translated CD Instructions

Accommodated materials are packaged as a kit inside a zip-lock bag with a corresponding Standard, Form A, test booklet.For Winter EOC Additional Order kits, you will need to either apply:A Student Pre-ID Adhesive Label orA two-tone Tan School/Site Label and complete boxes 1-6 on back cover

Additional Material Order in WAMS

Ensure you order enough School/Site, Red X, and Return Shipping labels to accommodate additional orders of test booklets.

Order ACMs -11/19/12 – 2/4/13

Order A/O Test Booklets, DFAs and Accommodated Forms-12/11/12 – 2/4/13

Order A/O Return Shipping and Ancillary Materials-12/11/12 – 2/8/13

https://eds.ospi.k12.wa.us

Prior to placing an AO, verify material received in initial shipment.

Pre-ID Roster Pre-ID Barcode Roster

Also available in electronic form via WAMS

Pre-ID Barcode RosterAlso available in electronic form via WAMS

Your Electronic Roster (or paper) should be used to: Track material within the district and school Verify accuracy of pre-coded student demographics and suggest updates for your student

information system Document test booklet barcode assignment when using an overage booklet. Document reason for not testing, Excused or Unexcused, Withdrawn date, etc. Document testing irregularities Document accommodations used Add student information when assigning a test booklet to a new student

Scorable Overage and Additional Order test booklets MUST either have:

B) A School/Site Label applied to the front cover and Boxes 1-6 on the back cover completed

1. Grade2. SSID3. Student Name4. District Student ID5. Gender6. Birth Date

A) Student Pre-ID Adhesive Label

If you adhere a Student Pre-ID Adhesive Label to the lower left, front cover of the test booklet, do not complete the

demographic page.

OR

Stud

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Test Booklets

Student Signature (Required)

Caution: Never mark or cover the test booklet security barcode number on the front cover of test booklets.Do not apply ANY type of label (Pre-ID, School/Site or Do-Not-Score) here. This barcode is used to track the return of test booklets. Altering or obscuring this barcode will cause a delay in scoring test materials.

Stud

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Proctors must collect and account for all individual paper provided for the assessments, and return to your School Assessment Coordinator according to your secure test material handling plan.

Collect and account for all booklets: Transcribe as needed - DRC will not transcribe student work Verify that boxes 1-6 (student demographics) were completed when using School/Site

Labels Verify correct placement of any test booklet label (i.e. School Site, Red-X) Confirm accommodations (Box 7) are accurate and all other information is complete

Materials to be retained by District: Pre-ID Barcode Roster Proctor Training Log Sheet School/Site Administration Security Reports Test Security Assurance forms Each test site must include with the testing materials delivered to the school/site

assessment coordinator, an annotated and signed copy of their Pre-ID Roster. This copy should be kept at the district for reference if materials are shown missing.

Reminder: Immediately document missing test booklets and accommodated material on the Material Variance Form and annotate on the District Security Report.

Immediately fax the completed forms to OSPI at (360) 586-2728.

Returning all EOC Accommodated Kits: Braille, Large Print, and Translated CD

Transcribe all student responses from or within the accommodated form directly into the standard form test booklet that accompanied the large print or Braille kit.

For scribing, use the ‘Notes: Proctor/Coordinator Use’ box to note that the booklet has been scribed. Provide scribe name and date.

Verify the scribe or transcribe circle has been properly filled in on the demographic page.

Return the standard form test booklet (including transcription) with scorable materials.

Return the accommodated form (large print/Braille/translated CD)with non-scorable materials.

Sort stacks of test booklets by content Verify completeness of the demographic page and that a School/Site Label was applied if

using an overage or additional order test booklet. Pack in boxes – multiple content under the correct return label can be placed in one box.

Scorable: Sort by content

Non-Scorable No special sort is required

Verify individual test booklets have a Red-X Do-Not-Score Label on the lower left, front cover or draw a red X on the back cover (demographic page) of the test booklet.

Algebra Geometry

Do NOT Score Braille & Large Print Test Booklets Verify completeness of transcription

Accommodated CDs

BiologyIntegrated Math 2

Integrated Math 1

Special Processing Alert

Available online:www.k12.wa.us/TestAdministration/FormsRe

ports/

Districts are responsible for transcribing into new test booklets. DRC will NOT process/score soiled test booklets placed in bags.

E.g. School/Site label

incorrectly applied over

test book security

barcode number.

Defective booklets include, but are not limited to: torn booklets, misplaced Pre-ID labels, etc.

Processing Soiled Test Booklets If possible, transcribe student responses into a standard

form test booklet. Return transcribed booklet with scorable materials.

Either place a Red X Do-Not-Score Label on the front cover or mark a large red X on the back cover of the soiled test booklet. Package in a plastic zip-lock bag and Return with non-scorable materials.

Place Special Processing Alert on top of booklets zip-lock bag.

Complete a Testing Irregularity Report to document the incident.

DO NOT tape or staple alerts or other loose paper to test booklets as this will cause

booklet damage.

Scorable Booklets and Boxes

Return all test booklets to be scored.Including test booklets with transcription.

Use only Winter 2013 EOC Return Shipping Labels. Labels from past years or other administrations cannot be processed.

Non-Scorable

Return all booklets that should not be scored(Pre-ID and overage, Large print and braille that have been transcribed into a standard form)

Use Red-X Do-Not-Score labels. Applying a red-X label to the front cover of the Non-Scorable booklet eliminates the need to draw a red X on the back cover.

Red-X Do-Not-Score Labels are used for single booklets. Shrink wrapped packages of unused booklets should not be opened and do not need a red X applied.

Additional labels can be ordered in WAMS.

Placing Red-X Do-Not-Score Labels

Correct Incorrect Incorrect Incorrect

If a label is accidentally placed on a test booklet in the student information box, do not attempt to remove. Apply a School/Site label over the Red X label and code the

students demographic information on the back cover (demographic page)

AA

BB

Colored Return Labels MSP Materials

Place colored DRC labels on Flap A.Place carrier Return Service shipping label to Flap B.

Return test booklets to: Data Recognition Corporation

7303 Boone Ave NBrooklyn Park, MN 55428

All testing materials (scorable and non-scorable) will be returned via United Postal Service (UPS). School Districts need to apply a colored DRC and UPS Return Shipping Label.

2013 Winter EOC RVF

Return Verification Form

Districts should return the 2013 Winter EOC Return Verification Form to assist with material tracking.

Both an electronic (click form) and fax version may be downloaded from the Test Administration website: www.k12.wa.us/TestAdministration/FormsReports

The Test Administration website is continually undergoing enhancements—check often for updates.