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End of Course Tests (EOCT) Pre-Administration Webinar Spring 2014 March 4 – March 6, 2014. Our session will start momentarily. While you are waiting, please do the following: Configure your microphone and speakers by going to : Tools-audio-audio setup wizard - PowerPoint PPT Presentation
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End of Course Tests (EOCT)Pre-Administration Webinar
Spring 2014
March 4 – March 6, 2014
While you are waiting, please do the following:
Configure your microphone and speakers by going to:
•Tools-audio-audio setup wizard
Enter/edit your profile information by going to:
•Tools-Preferences-My profile...
•Complete the information on the “Identity” tab, click “OK”
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Our session will start momentarily
AGENDA• Introductions• What’s New/Reminders• Purpose/Overview• Use of Calculators• Scheduling Considerations/Test Makeup Procedures• Students to Be Tested/Accommodations• Grading• Security/Testing Irregularities• Receipt, Return and Tracking of Materials• Scores and Reports• EOCT Important Dates• EOCT Resources• Contact Information
What’s New/Reminders• Graph Paper in mathematics
– For all mathematics EOCTs, it is recommended that graph paper be provided to students, and it may be printed from the GaDOE website at: http://www.gadoe.org/Curriculum-Instruction-and-Assessment/Assessment/Pages/EOCT-Resources.aspx.
– If graph paper is used, students should put their names on each sheet of paper and it must be collected at the end of the testing session. Used graph paper should be destroyed per the instructions provided in the Test Coordinator’s Manual.
– Only quarter-inch (1/4) graph paper may be used.
• System Readiness Tools (for online testing)– With our recent TestNav update, these tools are important for you to use
to test your system.
• Neither “Test-Outs” or Retests may be conducted during Main Administrations
What’s New/Reminders• Mathematics I and GPS Algebra EOCTs were
discontinued in 2012-2013.• Mathematics II and GPS Geometry are being
discontinued at the end of Summer 2014 (7/18/14). – The Mathematics II and GPS Geometry EOCTs will not be
available for the mid-month or main administrations during the 2014-2015 school year.
– Schools should plan to create their own final exams for these courses.
– Schools should follow the local grading practices and policies in place for courses without an associated EOCT.
What’s New/Reminders• Large Print size has increased to 18 point font (paper and online).• Students who are still productively working in a section at 60
minutes may be provided an additional 15 minutes for that section. Systems/Schools should plan accordingly when scheduling.
• All Georgia Pearson Access users should have completed the transition from TestNav 6.9.004 to TestNav 6.9.008 in October 2013. TestNav 6.9.004 no longer functions for Georgia EOCTs.
• Ensure that online testing virus scans will not interrupt testing sessions
• After summer, scoring anomalies resulting from school/system errors may be irreparable.
What’s New/Reminders
• When creating a session for students with Large Print or Read Aloud accommodations, do not place them in "main" sessions and then move them at a later date. These students should be placed in Large Print or Read Aloud sessions initially so the proper form can be assigned.
What’s New/Reminders• The EOCT Examiner’s Manual communicates the
minimum expectation that students should be given scratch paper for the Physical Science, Economics, and mathematics EOCTs. – This should not necessarily be interpreted as a prohibition
of scratch paper in the other content areas. – Be consistent within your district and develop the
appropriate security procedures.• Student’s must put their names on the paper.• All scratch paper must be treated as secure test material and collected at
the end of the testing session.
PearsonAccess – Student Upload
When entering student data into PearsonAccess (either manually or via SDU Upload) . . .•It is critical that BOTH the FTE Number and GTID fields are completed.•Not doing so could complicate Assessment Processing functions that are required for accountability (CCRPI) purposes.
Electronic ISRs• Electronic ISRs will be posted on
PearsonAccess, regardless of whether or not districts request paper copies
• Please note that districts who have not previously requested electronic copies will not have access to files prior to the Spring 2014 administration
– Districts may download these files for their records
Staggered Delivery of Testing Materials
Three test material delivery dates:• Systems testing April 28th to May 9th
April 15th-18th • Systems testing May 12th to May 23rd
April 23rd - 24th • Systems testing May 26th to June 6th
May 7th - 8th
Online Testing – System Readiness Tools
Additional resources available for districts to enhance the online testing experience.• System Readiness Tools:
System Checks Infrastructure Trial One-on-one training
EOCT Overview
• The purpose of the EOCT is to assess student achievement of the state adopted curriculum in core courses and to provide diagnostic data in support of improved student achievement.
• The EOCT serves as a student’s final exam as a portion of the final course grade.
• The EOCT serves as a component in Georgia’s College & Career Ready Performance Index (CCRPI).
Purpose
EOCT Assessments• Ninth Grade Literature and Composition• American Literature and Composition• Biology• Physical Science• U. S. History• Economics/Business/Free Enterprise• GPS Geometry• Mathematics II: Geometry/Algebra II/Statistics• Coordinate Algebra• Analytic Geometry
EOCT Assessments• Each test booklet is divided into two sections.• Students may complete Sections I and II in day one or
Section I in day one and Section II in day two.• Students may not complete a portion of a section and then
complete the remainder of the section later in the day or the next day.
• This will result in an invalidation of the test. – For example, if a student becomes ill during Section I and does not
complete that section, the student may not complete the remainder of the Section I upon return to school.
EOCT Courses Course ID Course Name Corresponding EOCT
23.0610000 9th Literature and Comp 9thLit23.0510000 Am Literature and Comp AMELit23.0530000 AP Language Comp (American Lit Comp) AMELit23.06130 IB English B HL AMELit23.0680000 IB English SL (Am Lit) AMELit26.0120000 Biology I BIO26.0140000 AP Biology BIO26.0180000 IB Biology SL BIO26.0190000 IB Biology HL BIO40.0110000 Physical Science PHY45.0810000 General US History USH45.0820000 AP US History USH45.0870000 IB History of Americas SL USH45.08930 IB History of Americas HL USH45.0610000 General Economics ECO45.0620000 AP Macro ECO45.0630000 AP Micro ECO45.0650000 IB Economics SL ECO45.066000 IB Economics HL ECO27.0820000 Mathematics II MATH II27.0920000 Accelerated Mathematics II MATH II27.06220 GPS Geometry GEOGPS27.09500 Accelerated GPS Geometry/Advanced Algebra GEOGPS27.09710 Coordinate Algebra CALG27.09750 Accelerated Coordinate Algebra/Analytic Geometry A CALG27.09720 Analytic Geometry ANGEO27.09760 Accelerated Analytic Geometry B/Advanced Algebra ANGEO
Administration Windows• Main Administrations:
• Spring 2014• Summer 2014
• Mid-Months:• Spring 2014 - January, February and March
• Retest Administrations:• Spring Retest Administration will coincide with the
Summer Main administration (June 16 - July18).– There will be a Main form and a Retest form. If administering
the Main online, make sure the correct form is selected for students.
Testing Modes• End-of-Course Tests may be administered via
paper and pencil or online. – Paper/pencil assessments will be available during
spring and summer main administrations.– Online assessments are available for all
administrations (required for mid-month and retest administrations).
• Calculators are allowable on the following EOCTs:– Analytic Geometry– Coordinate Algebra – GPS Geometry – Mathematics II– Physical Science – Economics
• Calculators that store text or graphing calculators cannot be used. Use of such a device will result in invalidation.
– Examiners should verify appropriate calculator use prior to the beginning of testing.
– Refer to detailed calculator restrictions in the Student Assessment Handbook.
• A 4-function calculator is available in TestNav as part of online testing.
– Students are allowed to use their own calculators (that meet guidelines) when testing online.
Use of Calculators
Scheduling Considerations• Diligent attention must be given to the development of a schedule that
protects the security and integrity of the test administration. • EOCT may be scheduled at any time during the state testing window.
– Systems may elect a one-day or a two-day administration; however, all schools in the system must follow the same schedule as closely as possible.
– Individual subject areas must be administered on the same or consecutive days within the system.
– At no time should some students complete a test one week and another group of students complete the same test the following week.
– For scheduling examples, please refer to the EOCT section of the Student Assessment Handbook.
*Allowing flexibility in the scheduling of the EOCT, to meet the variety of school schedules that exist, is dependent upon everyone involved in the administration protecting the integrity of the program.
Scheduling Considerations• Schools must adhere to the testing times prescribed in the Examiner’s
Manuals. – Total administration time for the tests is 90-120 minutes. – Any students who are productively working after 60 minutes have passed for
that section may be provided an additional 15 minutes for that section. – Additional time is required for disseminating materials, completing forms, and
other test protocols. – Allowing too much or too little time may result in an invalidation.
• When scheduling tests, consider the optimum time to administer the tests. – Consider logistics, including time and staffing. – During one-day test administrations, lunch should not serve as the break
between sections I and II. To do so, would allow for potential breaches of test security.
NEW
Scheduling Considerations – Test Make-ups
• The purpose of the make-up days is to administer the tests to students who were unexpectedly absent during the regularly scheduled administration. – Includes sick days, verified court dates, etc.– Does not include personal vacations, school field trips.– When in doubt, contact GaDOE.
• Make-ups must only be administered during the district’s window– Permission to test outside district window will only be considered in
rare, case-by-case circumstances and must be pre-approved by GaDOE.
Students To Be Tested
• Any student, regardless of grade-level, enrolled in an EOCT course must take the appropriate EOCT.– For example, if a student is taking a course to complete
the state requirement for Biology, that student must take the Biology EOCT regardless of the course title assigned by the local system.
Students To Be Tested• Students who are:
– taking a block-scheduled course who complete the full year course in one semester will be tested at the end of that semester.
– following a traditionally scheduled (36-week) course will be tested at the end of the second semester of the course.
– completing a course at the end of one semester (typically Economics) will be tested at the completion of the course.
Students To Be Tested• Students who are:
– Middle-school students enrolled in an EOCT course will be tested – regardless of whether not they are awarded high school credit for the course. These students will also be required to take the appropriate grade level (based upon their FTE grade) CRCT.
– enrolled in credit recovery or “make-up” courses that will award credit for an EOCT course that the student previously failed.
Students To Be Tested• Students who are:
– enrolled in Advanced Placement (AP) and/or International Baccalaureate (IB) courses that have a corresponding EOCT must be administered the EOCT if credit is being awarded as a “core” (required) course. If the student is completing an AP or IB course as an “elective,” the student should not be required to take the EOCT. This assumes that the student will fulfill their EOCT requirement when they take the course for “core” (required) credit.
– enrolled in alternative schools and GNETS locations. – participating in “dual enrollment” for an EOCT course. – enrolled in a Georgia public school while also enrolled in a private
school, home study program, or non-traditional educational center for which they receive graduation credit for one of the required EOCT courses. These students must take the EOCT regardless of the private school, home study, or non-traditional educational center’s accreditation status.
Students To Be Tested• Students with disabilities and English Learners (EL) who
are enrolled in EOCT courses for credit. – Students who receive accommodations for instructional and
classroom assessment purposes may also be eligible for accommodations during the administration of End-of-Course Tests.
– Accommodations provided for statewide assessment must be listed on IEP, IAP, or EL TPC and should be consistent with the student’s instructional program.
• Students enrolled in your system who are also enrolled in EOCT courses via Georgia Virtual School (GAVS) – Must be administered the appropriate EOCT at their home
school.– It is the school test coordinator’s responsibility to ensure that
these students’ answer documents are coded accurately (“30” under SDU A).
– Documents not coded to reflect students enrollment with GAVS could delay or interfere with student grade reports.
Students To Be Tested
Students To Be Tested
• Students enrolling from non-accredited programs, non-accredited schools, or non-traditional educational entities must take and pass the EOCT with a minimum of 70 grade conversion score to receive credit for the course.
• It is the responsibility of the local school system to determine whether criteria are met for awarding credit.
Students NOT To Be Tested• Students who wish to earn credit through the
testing out option (Main Administrations are not to be utilized for “test-out” administrations.)
• Transfer students who have earned credit at an accredited school for an EOCT associated course.
Students NOT To Be Tested• Students who have: (1) previously taken an EOCT
course, (2) took the accompanying EOCT, and (3) earned core credit for the course are not required to take the EOCT.– For example, if a student is completing an EOCT course as an “elective”,
the student would not be required to take the EOCT. The student is required to take the EOCT when they take and complete the course for “core” credit.
– If you have questions in such circumstances, please contact GaDOE Assessment.
Accommodations• Students who receive accommodations for
instructional and classroom assessment purposes may also be eligible for accommodations during testing.
– Accommodations provided for statewide assessment must be listed on IEP, IAP, or EL TPC and should be consistent with the student’s instructional program.
• To avoid an irregularity, please ensure that students who should receive accommodations are properly identified prior to testing.
• Only approved accommodations may be used. – Please refer to the Accommodations Manual and the
Student Assessment Handbook.
• Use of accommodations not on the list must be approved in advance by Melissa Fincher, Associate Superintendent for Assessment and Accountability.– Six weeks should be allowed for these requests to be
reviewed.– See page 144 of the Students Assessment Handbook for
details.
Accommodations
What percentage of a student’s course grade does an EOCT comprise?
Cohort 1Students who enter grade 9 for the first time in SY2011 -2012 or after
• EOCT counts as 20% of course grade
Cohort 2Students who entered grade 9 for
the first time between July 2008 and June 2011
• EOCT counts as 15% of course grade
The percentages for these two cohorts are defined by State Board of Education rule 160-4-2-.13
(STATEWIDE PASSING SCORE)
Grading• Students must earn a 70 or higher final course grade
to pass the course and earn credit for graduation.• If your school awards 1.0 credit upon completion of a
year long course, the EOCT should count as either 15% or 20% that final grade.
• If your school awards 0.5 credit at the end of the first semester, and 0.5 credit at the end of the second semester, the EOCT should count as either 15% or 20% of the final second semester course grade.
Grading• If a student is not present for an EOCT administration (main or mid-month),
the system may issue an Incomplete and allow the student to test during a future testing window (main or mid-month). – This Incomplete may remain as the student’s course grade until their
testing requirement is fulfilled. • If, after attempts have been made to have the student test in a future
window, the student does not take the EOCT, the course grade shall reflect that the student did not participate in the test. – The system may issue a zero as 15% or 20% (dependent upon date first
enrolled in grade nine) of the final course grade. – There should be sufficient documentation to indicate the student was
notified of testing opportunities and did not participate.• The EOCT is Georgia's assessment utilized for federal high school
accountability. As a result, systems must provide for the participation of all students in completion of an EOCT course.
Security• Maintaining test security and test integrity is critical.• All EOCT must be administered and supervised by a Georgia-certified
educator.• Everyone involved in the testing process must be properly trained and
informed of their roles and responsibilities for test security.– Attendance at training must be mandatory and well-documented.– Untrained examiners must not be allowed to test.
• Students and teachers need to understand test protocols and the ramifications of not following testing procedures.
• The school principal must be made aware of any issues involving testing or test security.
• Violations may result in invalidation of students’ tests and/or referral to the Professional Standards Commission for disciplinary action.
Security• Student Test Booklets must be kept stored in a secure place accessible only
by the principal and the test coordinator at all times.• Test materials must not be removed from their secure storage location for
reasons other than the preparation of materials for testing, actual test administration, and the completion of tasks as prescribed by test manuals.
• Shrink-wrapped packages must remain sealed until Test Coordinators are ready to prepare test materials for administration.
• Distribute testing materials as close to the actual testing time as possible. • Testing materials should only be issued to persons who have been carefully
advised of their responsibilities for test security. – Only staff members who have been trained on the proper management of
secure test materials should handle such materials.
Security• All persons receiving testing materials must sign a checkout sheet
when they receive the materials. This sheet should show date and time.
• All testing materials issued to persons administering tests must be counted carefully when given out and when returned. – If a problem occurs, School Test Coordinator should be notified
immediately. • Test Coordinators and/or Examiners should keep a record of all
students tested for each EOCT administration. • In addition to student’s name and EOCT administered, please
remember to include form numbers for each student in your documentation. Please be sure to keep copies of these records.
• Students must write their names on the cover of their test booklet and any scratch paper.
Security • Please follow all instructions in the test manuals exactly.
– Do not add anything to, or delete anything from, the directions in the test manual. This violates standardized test conditions and may invalidate scores.
• All testing materials must be collected and returned immediately after the testing session. – Please be reminded that Student Authorization Tickets and used scratch
paper are considered secured materials and must be handled as such.– Examiners are responsible for turning them in and coordinators are
responsible for verifying that they do. • For example, if a teacher is administering the EOCT three times (a morning session, a
mid-day session, and an afternoon session) the collections/checking-in of secure materials, should occur a minimum of three times. In other words and by way of this example, examiners should not be in possession of their morning session materials until the end of the school day.
• Please see Pages 26-38 of the Student Assessment Handbook for additional information.
Security - Examiner Training• Documentation of attendance at the district and
building level (include agenda and materials used).• Ensure examiners have an opportunity to review
examiner manual prior to testing date (in a secure environment). – Updated manuals have also been posted on the GaDOE
(EOCT) website.
• Examiners should be clear on logistical procedures in place for security of materials.
Testing Irregularities• All personnel in the local system must follow protocol as they become
aware of testing irregularities. • Signs of any testing irregularity must be dealt with immediately.
– Test Examiner > School Test Coordinator > System Test Coordinator > Mary Nesbit-McBride
• The school principal must also be made aware of any instances of a testing irregularity.
• Reports of testing irregularities from persons other than the STC (or their designee), will be referred to the STC to ensure proper reporting protocols are followed.
• Please do not include identifiable student information such as, social security numbers, GTID, or FTE numbers in emails sent to GaDOE.
Testing Irregularities• All irregularities must be coded, documentation
completed and submitted on the Testing Irregularity Form in the MyGaDOE Portal.
• When entering the documentation into the portal, please:– Select the appropriate “Administration Cycle” - Spring 2014.– Select the appropriate “Administration” - EOCT Main.– Include the form number of the test that needs to be coded as an
Irregularity or Invalidation.• Failure to include the form number when completing the Testing
Irregularity Form will result in delayed and/or inaccurate reporting of scores.
Testing Irregularities• When entering the documentation into the portal,
please:– Clearly indicate if a score should be invalidated, or
counted as an irregularity.• If tests needs to be invalidated, please select from drop
down menu the reason for invalidation.– Described in detail the circumstances surrounding the
reason for invalidating the test.
Cell Phones & Electronic Devices• Students are not permitted to use, or bring into the testing
environment, any electronic device that could allow them to access, retain, or transmit information (e.g., cell phone, smartphone, PDA, electronic recording, camera, or playback device, etc.). Announcements must be made prior to testing that such devices are not allowed in the testing environment and that possession or improper use of such devices during testing may result in disciplinary action in accordance with the system's student code of conduct and/or test invalidation.
• Script has been added to the Examiner’s Manual regarding this topic. This script, as with all script, MUST be read to students.
Cell Phones and Electronic DevicesSource: Student Assessment Handbook 2013-2014
• In the event an examiner confirms during testing that a student is using a device to access, retain, or share information, the examiner must with minimal disruption:
– collect the device, – stop testing that student, – remove the student from the testing session, and – notify the School Test Coordinator immediately.
• In the event such actions are suspected, but not yet confirmed, the examiner must with minimal disruption:
– collect the device, – allow the student to complete testing, – notify the School Test Coordinator immediately, and – as soon as it is appropriate attempt to confirm whether or not the device has been used
in violation of the guidelines above. • Simple possession of a device (including the ringing of a phone during test
administration) may be addressed in keeping with the system’s code of conduct and does not require an irregularity report to the GaDOE.
Testing Irregularities• In addition to entering irregularities into the portal, once IRR
or INV codes are received, you MUST:• Grid and bubble student answer documents (if the test
was administered via paper/pencil) OR• Enter code into PearsonAccess (if the test was
administered online)• Once received, IRR codes can be used on all future
irregularities but documentation must be entered into the portal.
• Only the GaDOE may invalidate assessments.
Testing Irregularities - Paper• On answer documents, you must:
– Fill-in the appropriate irregularity or invalidation bubble.
– Grid the 5-digit SDU B code.– Failure to grid both the correct SDU-B code and fill-in the
correct corresponding bubble will result in the delayed and/or inaccurate reporting of scores.
Testing Irregularities – Online • For students who test online, follow these steps in
PearsonAccess:1. Click on Test Management.
Testing Irregularities – Online 2. Find and Select the student
Testing Irregularities – Online 3. Once you find the student, click on Assigned Tests:
Testing Irregularities – Online 4. Select the Subject:
Testing Irregularities – Online 5. To enter the SDU B code, click on the Edit button.
Testing Irregularities – Online 6. Select ‘Yes’ by using the drop down options for either the
Irregularity, Invalidation or PIV box.
7. Enter the 5-digit SDU-B code.
Failure to select ‘yes’ for the correct indicator (Irregularity/Invalidation/PIV) and/or failure to enter the correct corresponding SDU-B code will result in the delayed and/or inaccurate reporting of scores.
Testing Irregularities – Irregularity/Invalidation Matrix
Failure to grid both the correct SDU-B code and fill-in the correct corresponding bubble will result in action listed in the right-hand column.
Bubble Irregularity Code Score
INV Valid IRR code InvalidatedINV No code Scored As IsIRR Valid INV code InvalidatedIRR No code Scored As Is
No Bubble Valid INV code InvalidatedNo Bubble Valid IRR code Scored as an IRR
Testing Irregularities Some examples of irregularities:• Cheating
– Following an investigation and confirmation student test scores will be invalidated by GaDOE
– If the incident involves improper conduct on the part of staff, a referral to the Professional Standards Commission for disciplinary action may result
• Using a graphing calculator or other prohibited devices– Following confirmation of the use of a prohibited device
during a testing administration, student scores will be invalidated by GaDOE
Testing Irregularities Some examples of irregularities:• Sickness during testing administration
– Student gets sick prior to starting the test• Upon return to school student will complete the test in its entirety and
test is scored as is; does not require portal entry• If testing online, please do not “submit” the student’s answers
– Student gets sick after having completed Section I but before starting Section II
• Upon return to school student will complete Section II of the test and test is coded as an irregularity; requires portal entry
– Student gets sick while testing in either Section I or II• Test scores are invalidated by GaDOE; requires portal entry
Testing Irregularities Some examples of irregularities:• Accommodations
– Students given the wrong accommodation or not given their accommodation
• Test scores may be invalidated by GaDOE• School or system notifies parent (as soon as possible)• Requires portal entry
– Students refuse their accommodation• School or system notifies parent (prior to the beginning of testing if at
all possible)• Test scores are coded as an irregularity; requires portal entry• Please fill in the Accommodations code on student answer document
or on PearsonAccess since the school attempted to provide the accommodation (See next slide)
• These irregularities might be prevented by inviting students to discuss their accommodations prior to testing.
Student Answer Document
PearsonAccessSelect ‘Yes’ by using the drop down options for a possible selection for each accommodation.
Testing Irregularities Some examples of irregularities:• Testing the wrong student or subject area
– Students given the wrong EOCT• Test scores are invalidated by GaDOE; requires portal
entry– Students testing under wrong GTID
• Contact GaDOE as soon as possible– Much easier to fix during the administration or within
the first 48 hours after the close of the administration
Tips to Avoid Testing Irregularities • Adhere to test security policies, protocols and procedures.• Reinforce the use of active monitoring in testing environments.• Immediately report any possible testing irregularities.• Properly identify all students who should receive accommodations
prior to testing. • Students IEP/IAP/TPC plans should be regularly reviewed to
determine if accommodations are still appropriate or needed.• If a student is suspected of cheating but there is no proof of his or her
action, allow the student to complete the section and/or entire test. – An invalidation can always occur after all of the facts are collected.
• Have a plan in place to quickly secure testing environments and/or materials in the event of an evacuation during a testing administration.
Tips to Avoid Testing Irregularities For Online Testing• Please use the system readiness tools to monitor the district’s
network infrastructure and capability prior to and during testing.
• If you encounter connectivity issues – prior to the start of testing, please use your best judgment as to
whether or not to allow students to begin testing– during Section I testing, please use your best judgment as to whether
or not to allow students to continue on to Section II
• Student Authorization Tickets must be used to verify student name and GTID prior to testing.
Student Authorization Ticket
To avoid a student testing under another student’s GTID, you must :
1.Print ALL Student Authorization Tickets;
2.Have students verify AND sign their names BEFORE testing begins
Students must verify and sign their names
Allb Allcorrect
Receipt of Materials• Materials will be delivered on one of three distribution dates.• System Test Coordinators must:
– Ensure sufficient quantities of materials are provided for each school.– Locate pickup/return instructions, memo, return labels, and
airbills/bills of lading.– For any discrepancies, contact Pearson Customer Call Center at 888-
705-9414.
• School Test Coordinators should sign for materials and verify counts.– Upon receipt use security checklist (found in shipment) to inventory all
materials. Please document any discrepancies in the portal.
• Test Examiners should sign for materials and verify counts.
Receipt of Materials
• Delivery dates are dictated by the testing dates originally entered in PearsonAccess.
• Additional orders will not be approved and shipped until the system has received their initial shipment.
• Please place Pre-ID Labels in box located at the bottom left hand corner of answer document.– Please do not submit documents with labels placed
incorrectly on answer document; this may delay scoring.
• For students without Pre-ID Labels, all demographic information must be bubbled.
Answer Documents
Answer DocumentsComplete the following sections with or without Pre-ID labels
Place Pre-ID Label here
DOB – Century Indicator
Complete Following Sections Only if Applicable• SRC must be coded for students with IEP, EL/TPC, or 504 IAP, with
or without accommodations • Types of accommodations:
– S – Setting– P – Presentation– R – Response– SC – Scheduling
• Identify basis of accommodations:– IEP, EL/TPC, or 504 IAP
Answer DocumentsFOR TEACHER USE ONLY
• If applicable, code Braille or Large Print.• The PTNA option should only be bubbled by
the Examiner if a student is present and can not or will not take a test. If a student answers one question on any section of the test, PTNA should NOT be bubbled.
Answer DocumentsFOR TEACHER USE ONLY
Complete Following Sections Only if ApplicableState Directed Use (SDU A and SDU B)• SDU A – Code for Georgia Network for Educational and Therapeutic
Support (GNETS) and Georgia Virtual School (GAVS)• SDU B – Two codes, one for Irregularity and one for
Invalidation– Call Mary Nesbit-McBride for code– The 5 digit SDU-B code must be gridded (paper) or entered
online in addition to indicating the appropriate corresponding bubble.
Answer DocumentsSDU A & SDU B
Classroom Identification Sheet
Complete only one Classroom
Identification Sheet per group.
Results will be reported based on how answer documents are grouped behind Classroom Identification Sheets. You may group students in whatever manner meets the reporting needs of your school/system.
Class ID sheet updates:
•Color has changed from last year!
•Analytic Geometry has been added.
Return of MaterialsMaterials to be returned to Pearson:• Completed Answer Documents with Classroom ID Sheet (note: Locally
scanned documents should not be returned during the testing window)• Test Booklets
– Test booklets (used and unused) are bar-coded and scanned upon receipt.
– Check each test booklet to ensure there are no Answer Documents in the books.
• It is critical to the success of the EOCT that all documents are returned immediately after test administration. Promptly returning your materials helps ensure timely results can be returned to your system.– Failure to return secure testing materials may result in referral to the
Georgia Professional Standards Commission (PSC).
Return of Materials• Do NOT return the following materials to Pearson:
– All manuals, unused/voided answer documents, scratch paper. These must be shredded or destroyed.
• You must ensure all answer documents have been accounted for PRIOR to destroying the unused/voided documents.
• Please KEEP the test booklet security checklist for your records.
Return of MaterialsAnswer Documents
– Return by UPS Overnight or K2 Logistics/AAA Cooper (larger systems).
– Use Pearson’s purple return labels along with UPS airbill (purple) or K2 Logistics/AAA Cooper overnight airbill.
Test Books– Return by UPS Ground or K2 Logistics/AAA Cooper (larger
systems).– Use Pearson white return labels along with UPS ground
label (red) or K2 Logistics/AAA Cooper freight bill.
Return of Materials – Local Scanning Districts
• Spring 2014 Answer Documents will be returned during a defined window at the conclusion of the administration.
• Pearson will send districts special labels in June 2014 for the return of locally-scanned answer documents. Please do not use labels sent during the initial distribution to return scanned documents.
– To check on the status of shipments to and from Pearson follow these steps in PearsonAccess:
1. Click on the Test Setup tab:
Tracking of Materials
Tracking of Materials2. Select Order Additional Materials and Tracking:
Tracking of Materials
3. Select Order from Pearson or Shipments to Pearson:
Scores and ReportsFive-day Rapid Scoring and Reporting of Class Rosters/ISR’s
• These begin posting to PearsonAccess after the required sample size is met.
• Timely return of scores depends upon: – accuracy of answer documents and Classroom
ID Sheets–Use of correct system/school codes– proper packaging of answer documents– timely shipment of answer documents
Scores and ReportsSystems will receive a full set of reports for each main administration. These reports include: •Preliminary On-Demand Class Rosters (electronic only-PearsonAccess).
– Available for online testers only. – Includes the same data fields as the Preliminary Class Roster Report.– Requested by a test administrator once a student/class submits their online test. – To request the report, go to the “On Demand Reports” section of the Test Results
tab on PearsonAccess. The report will post electronically to the same location.– Contains student level data for a “class.”– Each time the report is requested, it is refreshed with the most current testing
information for a particular class.– Preliminary Class Rosters will still be produced.
Scores and Reports• Preliminary Class Roster (electronic only-PearsonAccess) with
the 5-day turnaround (Rapid Scoring). – Includes Student Name, DOB, GTID, Grade Level and Grade
Conversion.– Posted electronically to the “View Published Reports”
section of the Test Results tab on PearsonAccess within 5 days from the date answer documents are received for scoring.
• Class Roster Reports (electronic only-PearsonAccess) will post once a representative sample of subject areas have been received. – Once Class Rosters are posted, Preliminary Reports
will be removed from PearsonAccess. – Includes Scale Score, Performance Level, Grade
Conversion score, and domain level information for each student in a specific class.
– Batch printing is available to print single pdf’s that contain all Class Rosters by subject for a particular day.
• Posted electronically to the Test Results tab and selecting the “School” radio button.
Scores and Reports
• Individual Student Reports (electronic or paper if requested)– Includes Scale Score, Performance Level, Grade
Conversion score.• Lexile scores will be reported on the back of ISR’s for
9th Grade Literature and American Literature– Posted electronically or sent at the end of the
administration with summary reports.– One copy should be filed in the student’s
permanent record and one given to student/parent.– Batch printing is available to print single pdf’s that
contain all ISR’s by subject for a particular day.• Posted electronically to the Test Results tab and selecting
the “School” radio button.
Scores and Reports
Scores and Reports• Summary Reports (system, school and class)
– Generated by subject and present summary statistics for a particular group of students.
• Content Area Summary Reports (system and school) – Provides information for school, system and state at the Domain
Level.• System Data File
– Available on PearsonAccess once class rosters and ISR’s are available.
• Posted to the Test Results tab by selecting the “System” radio button
– Also posted to GaDOE portal at the time summary reports are posted.
Scores and Reports
• EOCT scores must be included on or with students’ report cards.
• If student report labels were ordered, they are to be placed on students’ permanent record folder. – Systems may request these labels on the PearsonAccess
Administration Details page during each enrollment period.
Delays in Scoring and Reporting Late shipping Errors in packing documents for return Errors in coding answer documents Invalid/incorrect or no form numbers Labels placed incorrectly on answer document Bent/folded or torn answer document Stray marks Students administered the same test twice
Scores and Reports
Important DatesTask Start Date End Date
Spring 2014 enrollment counts entered on PearsonAccess January 2 January 17
Spring 2014 local scanning enrollment entered on PearsonAccess January 2 January 17
January Mid-Month/Retest Online Testing January 21 January 31
February Mid-Month/Retest Online Testing February 10 February 21
March Mid-Month/Retest Online Testing (Test-Outs Permitted) March 3 March 14
Summer enrollment counts entered on PearsonAccess March 17 March 28
Summer 2014 local scanning enrollment entered on PearsonAccess March 17 March 28
Spring 2014 Main Administration April 28 June 6
Summer 2014 Main and Retest Administration June 16 July 18
EOCT Resources• Student Assessment Handbook• Georgia State Testing Calendar• Test Coordinator’s Manual• Examiner’s Manual & Online Examiner’s Manual• Score Interpretive Guide• Content Descriptions• Content Weights• Student Study Guides• Coordinate Algebra, Analytic Geometry, GPS Geometry, Mathematics II Formula
Sheets• Coordinate Algebra & Analytic Geometry Released Items and Commentary• Physical Science Periodic Table• Physical Science Reference Sheet• Online Testing System Readiness Tools• User Guides found on the Support Tab of PearsonAccess
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Contact InformationGeorgia Department of EducationMary Nesbit-McBride Tony Eitel404-232-1207 [email protected] [email protected]
PearsonMegan Dutko Robin Jindrich-Cecil888-705-9414 x 21-6559 888-705-9414 x [email protected] [email protected]
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End of Course Tests (EOCT)Local Scanning Webinar
Spring 2014
March 5, 2014
Local Scanning Reminders
• Please be mindful of the following:– Local scanning is a privilege.– Local scan districts have the responsibility to
follow all procedures in a timely manner.– Failure to follow all procedures will be considered
a security breach.– Failure to follow all procedures can result in losing
local scanning privileges.Please understand these policies and procedures are designed to protect and have not been designed in an arbitrary manner – there are reasons for these procedures.
AGENDA• Purpose of Training• Returning Local Scanning Answer Documents• Local Scanning Process Overview
– Enrollment Reminder– Minimum Hardware Requirements/Supported Operating Systems– Test Deck Process/Approval to Proceed– High Level Process Overview– Local Scanning Process (“How To”)– Tab Controls
• Procedural Guidelines/Certification of Adherence• Local Scanning Testing Administration • Frequently Asked Questions• Contacts
Purpose of Training
• Review the complete cycle of the local scanning process, including:– Hardware requirements & supported operating
systems– Testing the software (test deck process) – A high level overview of the local scanning process– How to scan Class ID sheets and Answer
Documents
Enrollment Reminder• Only districts that enrolled for local scanning during the Spring enrollment
window are approved for local scanning. • If you are unsure whether you are enrolled for the Spring 2014 local scanning testing
administration, please contact Robin Jindrich-Cecil at 888-705-9414 x 21-6973.
Minimum Hardware Requirements• Make sure your scanner agreement is up to date and
proper scanner maintenance/care has been adhered to. • Make sure your scanner, personal computer, and Internet
connectivity meet minimum requirements. • Minimum Windows PC Hardware Requirements
– Pentium processor - 866 MHz,– System memory of 384 MB (512 MB recommended)– Hard drive space: 650 MB of free space, minimum (1GB recommended). The required space may
increase depending on the application's data storage requirements.– Video Adapter with 24-bit color (recommended), 65K colors minimum– Monitor at 1024 x 768 resolution– A CD-ROM drive for installation– An Internet connection that will allow the transfer of data to and from Pearson’s secure FTP site – A web browser for accessing web-based support information– RS-232 Serial port required for OpScan scanners. RS-232 or USB 2.0 required for iNSIGHT
scanners.– All users of iNSIGHT scanners should obtain the new drivers from the below website (scroll to
the iNSIGHT series group at: http://www.scantron.com/productupdates
Supported Operating Systems• Windows XP and XP Professional SP2
• Windows 7 32 bit– Windows 7 32 bit is the successor to Vista Business Edition.– Windows 2000 Professional SP4 is no longer supported.
• All windows hot fixes for the service pack must also be installed. Please consult with your local technology coordinator.
• For hardware questions, please contact Michael Adkins at Scantron: 1-800-SCANTRON ext 6480
Test Deck Process/Approval to Proceed• Systems are required to complete the test deck process prior to the start
of the Spring Administration.
• The test deck process includes required steps that must be completed prior to scanning the test deck (i.e.: removing current local scanning software and downloading new software), as well as test deck materials.
– Test deck materials include Class ID sheets and Answer Documents that you will scan and upload to Pearson for review.
– Please do not grid test deck materials. Doing so could delay the test deck process and result in a district not being able to participate in local scanning.
• In mid March, Pearson will send email notification to System Testing Coordinators of when test decks are being sent to districts. Test decks should be sent out the week of March 28th.
• System Test Coordinators must complete their test deck process no later than April 18th, 2014.
Test Deck Process/Approval to Proceed
• Test deck process must be completed by April 19th. – Failure to do so will result in a district’s inability to
participate in local scanning for the Spring 2014 administration.
• Once Pearson validates the successful transmission of the test decks, email notification will be sent to the System Testing Coordinator with approval to scan “live” answer documents.
Do not scan “live” student Answer Documents prior to Pearson’s authorization.
Reminder: Pearson must provide approval to proceed before “live” scanning can begin
1. New Class ID Sheets/Answer Documents will be sent along with the delivery of your Spring 2014 testing materials.
• Unused Class ID Sheets/Answer Documents from previous administrations must be destroyed and cannot be used.
2. Class ID Sheets/Answer Documents must be prepared for scanning per the directions in the Examiner’s Manual.
3. Review accuracy and completion of the “batch” you are about to scan.• Batch= One Class ID Sheet/Answer Documents
High Level Process Overview – Scanning “Live” Documents
High Level Process OverviewSamples of Classroom ID Sheet & Answer Document
4. Have a second certified employee review the batch.
5. Scan one Class ID sheet with associated Answer Documents.
6. Print Preliminary Reports.• Review accuracy of the Preliminary Report prior to uploading the scan file
to Pearson. • Have a second certified employee review prior to upload.• Note: For Analytic Geometry, there will be no preliminary reports
available for the Spring 2014 administration.
7. Upload scan file to Pearson.
High Level Process Overview
High Level Process Overview
• The Golden Rule: If a batch has already been uploaded (sent to Pearson), it cannot be uploaded again or modified.
Local Scanning Process:The Golden Rule
Local Scanning Process• Prior to Scanning: Review batch for accuracy. Have a second certified
employee review the batch.
Confirm all required fields are complete on the Class ID Sheet and the accuracy of each field.
Confirm the Answer Documents behind the Class ID sheet contain all of the students that should be reported under that Class ID sheet.
Batch
Local Scanning ProcessScanning ProcessOnce a batch has been scanned, a batch number is assigned.
- Batch Number= Teacher Name, School Name, System Name, Subject from Class ID Sheet.
The local scanning software will begin a series of checks against the batch to determine if this is a new batch being scanned and/or uploaded.
Possible scenarios:
1. If an operator scans a new batch (batch does not exist on the scanner); no error messages will occur.
2. If an operator scans a batch that’s already been scanned, but has not been uploaded, the operator will be prompted to perform one of the following actions:• Create: a new batch ID is created for the documents being actively
scanned• Replace: replaces the previously scanned batch with the newly
scanned batch• Append: adds new records to the original scanned batch
Local Scanning Process
Scanning Process
Options:1. “Resume Scanning” will act as if the duplicate Answer Document doesn’t exist and will not scan it again.
2. If the Answer Document belongs in this batch, you may remove it from Batch 000005 (for example) as long as that batch has not been uploaded. Re-scan Batch 00005 without the “duplicate” Answer Document & select “Replace.”
3. If an Answer Document has been scanned in a previous batch, it cannot be scanned into another batch. It can only exist in one batch.
Local Scanning Process
Scanning Process4. If an Answer Document has been uploaded, no changes can be made.
The Answer Document cannot be scanned again.
Options:1. “Resume Scanning” will act as if the duplicate AD doesn’t exist and will not scan it again.
Local Scanning Process
5. If an operator attempts to scan or upload a batch already uploaded, the below error messages will occur.
Scanning a batch already sent to Pearson
Uploading a batch that’s already been uploaded
Tab Controls
•Shows the current batch being scanned and indicates the progress of Expected Sheets vs. Answer Sheets being scanned.
Scanning Tab
•Upon completion of scanning, if the number of Answer Documents scanned does not equal the number of Expected Sheets as indicated on the Class ID sheet, a message will appear.
Tab ControlsReporting Tab• Batch data view indicating status of batch. (New, Sent, Failed)
• View can be sorted on any column into ascending or descending order by clicking the desired column heading.
• View Filters provides additional viewing options.
• Score and Print: select the output of the Preliminary Report. Review before you upload.
•FTP Upload/Upload Batch- to send the batch to Pearson
•Maintenance allows you to delete a batch or batches. Note: deleting a batch in “Sent” status will only delete the batch from the data view. You will not be able to scan or upload Answer Documents already sent.
Procedural GuidelinesResponsible Parties:• System Test Coordinators or School Test Coordinators are responsible for
the scanning and/or supervision of scanning End-of-Course Tests (EOCT) answer documents.– Scanning should take place with a minimum of two certified employees
present.– Paraprofessionals or clerical staff should not scan documents.
Training:• Ultimate responsibility lies with System Test Coordinators to ensure certified
employees are trained on the local scanning process.• Any employee participating in the local scanning process must receive
appropriate training and demonstrate an understanding of the entire process before being permitted to scan documents.
• Training should take place in advance of the actual scanning of documents.
Security:• At no time should students be allowed to scan and/or assist with the scanning of
documents nor should they be allowed in the area where documents are being scanned or stored.
• Teachers of EOCT courses should not be allowed to scan documents.• Scanning should take place with a minimum of two certified employees present.• Answer documents for Braille students should not be scanned locally. Please
return those documents to Pearson for processing.• Verify that all bubbled information is accurate and complete. Ensure the correct
form number is gridded prior to the start of scanning.• Scanning should be completed immediately at the end of the system’s testing
window. • Irregularities and Invalidations will be coded on answer documents in the same
manner as documents that are sent to Pearson for scoring.
Procedural Guidelines
Scanning Environment:• There should be one central location where scanning will take place;
individual schools should not be allowed to scan documents. – With the exception of districts with only one school participating.
• If systems with only one school participating in local scanning choose to have all scanning take place at that school, the School Test Coordinator should be designated to scan documents and supervise scanning at the school level – The System Test Coordinator should supervise this process in all cases
possible.
Procedural Guidelines
After Scanning:• Immediately after scanning, the System Test Coordinator must submit the file to Pearson for
reporting.• Submit the file only ONCE. • The System Test Coordinator is responsible for the secure delivery of results to schools. • A centrally located secure (and dry) area must be available for storage of scanned answer
documents after completion of scanning. – These documents remain secured test materials even after scanning is completed.
• DO NOT SEND LOCALLY SCANNED ANSWER DOCUMENTS BACK TO PEARSON DURING THE ADMINISTRATION WINDOW. Special labels will be sent after the administration for the return of these documents.
– In the event that scanned documents are inadvertently returned to Pearson, systems run the risk of documents being re-scanned by Pearson which will create problems with the scoring process and will delay system and state reports.
• Test Booklets must be returned to Pearson. Please ensure there are no Answer Documents in the books before returning them.
Procedural Guidelines
Proper Packaging & Return of Local Scanned Answer Documents
• For the Spring 2014 administration, local scanning districts will be receiving a packet with specific instructions for returning answer documents AFTER the conclusion of the STATE testing window on June 6th, 2014.
• Answer Documents will be returned during a designated window, using special return labels (Peach color).
• These locally scanned documents should be returned free of damage and in an organized fashion for long-term storage by Pearson.
• Do NOT return the following materials to Pearson:– All manuals, unused/voided answer documents, scratch paper. These
must be shredded or destroyed.• Remember, failure to return secure testing materials constitutes a
breach of test security.
• All System Test Coordinators and certified personnel responsible for scanning End-of-course Tests (EOCT) must sign a Certification of Adherence to Local Scanning Procedures form.
• Please remember that this form:– can be found on the EOCT resources page under “Other Documents
and Resources” near bottom of the page– was revised and now includes a line for the Superintendent’s
signature– a copy must be forwarded to GaDOE immediately after all scanning is
finished/uploaded– and also kept on file with the System Test Coordinator
CERTIFICATION OF ADHERENCE TO LOCAL SCANNING PROCEDURES
CERTIFICATION OF ADHERENCE TO LOCAL SCANNING PROCEDURESTHERE IS A NEW FORM ON THE WEBSITE TO GRAB AND DROP IN
Important Dates• Test Deck process completed and approved by Pearson
– April 12th - 19th, 2014
• Spring 2014 Testing Administration– April 28th – June 6th, 2014
• Spring 2014 Local Scanning Enrollment Window– January 2 - 18, 2014
Frequently Asked Questions1. When scanning a batch, I receive a message prompting me to Create, Replace, or
Append.If you are scanning a batch that’s already been scanned, but has not been uploaded, you will be prompted to do one of the following:
Create: a new batch ID will be created for the documents being actively scanned.Replace: the previously scanned batch will be replaced with the newly scanned batch. Append: new records will be added to the original scanned batch.
2. When scanning a batch, I received an error message stating the batch has already been sent to Pearson and cannot be changed by scanning new or re-scanning previous answer sheets.
Once a batch has been uploaded to Pearson, you are unable to scan the batch again. A transmitted batch cannot be changed.
Frequently Asked Questions
3. When uploading a batch, I received an error message stating the selected batch has already been sent to Pearson and cannot be sent again.
Once a batch has been uploaded, the batch has already been sent, and cannot be uploaded again.
Frequently Asked Questions4. I received an error message indicating the scanner has stopped, and a specific examination
cannot be added to a different batch.
This message occurs if an Answer Document has already been scanned (but not uploaded) in a previous batch. An Answer Document can only exist in one batch. Two options exist when this message occurs:a) The “Resume Scanning” button will act as if the duplicate Answer Document does not exist and will not scan it again. b) The “Stop Scanning” button can be used if you want to remove the Answer Document that’s already been scanned in another batch, allowing you to scan it in this batch. You can only do this if the batch it was originally scanned in has not been uploaded.
• Select “Stop Scanning” and remove the batch you are currently attempting to scan. Set it aside. • Locate the batch that was scanned that had this Answer Document in it. Rescan that batch
(without the Answer Document) and select “Replace” when prompted. • Rescan the batch that was set aside. Since you’ve removed the Answer Document
from the other batch, you will be allowed to scan it in the current batch.
Frequently Asked Questions5. I received the below error message indicating the scanner has stopped, and a
specific examination cannot be rescanned because it’s already been sent to Pearson.
This error message indicates that a Answer Document that you are trying to scan has already been uploaded in another batch. No changes can be made. Select the “Resume Scanning” button and the scanner will act as if the duplicate Answer Document does not exist, and will allow you to continue the scanning of the current batch.
Frequently Asked Questions6. Can I scan multiple Class ID sheets within the same “batch”?
No. One Class ID sheet and the corresponding answer documents below it equal one batch.
7. I am getting Software Installation (JIT) Errors when I try to install the scanning software.
These errors arise from the failure of the client operator to have sufficient computer authority to install software. Make sure the operator has sufficient access rights to perform the installation. Your system’s technical support contact should be able to help with this error.
8. I am getting FTP Communications Errors.
These errors are usually caused by system configuration issues. Contact your system’s technical support. The most common causes of FTP communication issues are:
• Failure to open an FTP path through the local firewall• Use of Proxy servers requiring a reconfiguration of Windows Internet
Explorer.
9. I am receiving an error message that says: Neither the bar code or GTID numbers resolved properly. This examination form must be manually corrected before it can be accepted.
Barcode reader errors can have several different causes. If you are having issues with barcodes, take the following steps:
• Make sure the barcode reader is correctly positioned to read the bar code on the answer document. The correct setting for your barcode reader is 6.8. You may need to alter this standard setting very slightly once you’ve confirmed the barcode reader is correctly positioned to read the bar code.
• Many scanners have a hardware diagnostic for determining the state of the bar code device. See your scanner documentation for information on the availability of this tool.
Frequently Asked Questions
10. I am getting an ‘Invalid Form ID’ error.
Form ID errors result from the scanner not recognizing the document that is being scanned. If you received this error, check for the following:
• Incorrect placement of documents in the hopper. Make sure documents are placed face up with the bottom of the document feeding in first.
• Invalid documents. Only the documents sent with your Spring 2014 materials should be used.
• The scanner is not configured to read the EOCT answer documents.
Frequently Asked Questions
Contacts
Georgia Department of EducationMary Nesbit-McBride Tony Eitel404-232-1207 [email protected] [email protected]
PearsonMegan Dutko Robin Jindrich-Cecil888-705-9414 x 21-6559 888-705-9414 x [email protected] [email protected]
