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Preparing Your School’s April FCAT Documents
For ReturnStudent Achievement - Our Number One
Priority
___1. Verify that all distributed secure materials have been returned. Notify the district coordinator immediately if any secure materials are missing and complete the necessary investigation.
___ 2. Remove any stray Math reference sheets or periodic tables from the test books and answer documents. (Grades 5-8 and Retake Math and Grade 8 Science).
___ 3. Verify that you have collected all required administration information. Make a copy for your files.
____4. Verify that your Security Log and Seating Chart have been completed correctly. Make a copy for your files.
____5. If a test has been invalidated for any of the reasons listed on pages 20-21, verify that the DNS bubble has been gridded and the document is placed with the “TO BE SCORED” materials. You would include them in your count on the Document Count Form.
____6. Verify that the DNS bubble has been gridded on any defective documents (see pages 21-22) and place the documents with the “NOT TO BE SCORED” materials.
As You Receive TEST MATERIALS From As You Receive TEST MATERIALS From The Test Administrators, Do The Following:The Test Administrators, Do The Following:
____ 7. Verify that no DNS bubbles have been gridded by mistake. If a DNS bubble has been gridded by mistake, verify that the DNS bubble has been erased and the UNDO bubble has been gridded, and place the document with the “TO BE SCORED” materials.
____ 8. Verify that each student has completed the required information (Student Name, School/District Name) in the upper left corner of the student grid sheet, even if a label has been affixed in the lower left corner.
Separate the test materials applicable to your school into stacks as follows:
•Your School’s “To Be Scored” Documents•By Grade Level and document type
•Home Education Program “To Be Scored” Documents (49-9998)•By Grade Level and document type
•McKay Scholarship Program - Private Schools “To Be Scored” (49-3518)•By Grade Level and document type
As You Receive TEST MATERIALS From As You Receive TEST MATERIALS From The Test Administrators, Do The Following:The Test Administrators, Do The Following:
As You Receive TEST MATERIALS From As You Receive TEST MATERIALS From The Test Administrators, Do The Following:The Test Administrators, Do The Following:
•McKay Scholarship Program – ENROLLED IN YOUR PUBLIC SCHOOL
•Will be processed by using your school number
•Virtual School Program “To Be Scored” Documents
•See page 10 for the correct program number.
“NOT TO BE SCORED” Materials which includes:
•Used and unused test books •unused non pre-identified and pre-identified documents•defective documents with all DNS bubbles gridded
Preparing Your School’s “TO BE SCORED” Answer Documents – Count Forms
•Verify that you have included all documents from make-up sessions before you complete the forms.
•Complete a separate Document Count Form for each grade level and document type.
•DO NOT combine documents for more than one grade level and document type under the same Document Count Form.
•Retake “To Be Scored” materials must be sorted by document type ONLY.
•The Count Form is scannable and must not be photocopied.
•Once the Count Forms are completed, you may copy them for your records.
•Place each completed Count Form on top of the first stack of corresponding “TO BE SCORED” answer documents.
•NOTE: The information on the Document Count Form will be used for scoring purposes. If information (e.g., school number) on the Document Count form conflicts with information on a PreID label or a student grid sheet, the information on the Document Count Form will be used. Therefore, it is vital that all information on this form be accurate.
Complete the DOCUMENT COUNT FORM by following the directions on the form.
•Complete a separate Document Count Form for each grade level and document type.
•Do not combine documents for more than one grade level/document type under the same DOCUMENT COUNT FORM.
•Write the School name in the space labeled School Name.
•In the space labeled District/School Number, write: the appropriate school number.
•Once the Count Forms are completed, you may copy them for your records.
•Place each completed Document Count Form on top of the appropriate stack of “To Be Scored” documents.
Completing The Document Count Form Completing The Document Count Form For Your SchoolFor Your School
Ensure that the
correct district and
school numbers are
gridded.
Grid the correct
documentation type,
number of
documents under
the form, and
special document
type, if applicable.
Documents for each grade level and document type must be paper banded separately. You may use more than one Paper Band per grade level and
document type, if necessary. Follow these steps for each paper band you use:
Write the district/school number and school name on the paper band.
Count the number of “TO BE SCORED” documents that will be banded in each paper band. Write that number under Number of “TO BE SCORED” Documents Contained in This Paper Band.
Under Number of Banded Stacks per Document Count Form, number the paper bands 1 of n, 2 of n, etc., where n is the school’s total number of banded stacks per Document Count Form.
Place a paper band around each stack of “TO BE SCORED” answer documents. The Document Count Form must be under the paper band on top of the
stack labeled 1 of n.
Seal the paper band and be sure that it securely holds the documents. Do not use staples, paper clips, or tape.
Write the district/school number and school name on the paper band.
Count the number of “TO BE SCORED” documents that will be banded in each paper band. Write that number under Number of “TO BE SCORED” Documents Contained in This Paper Band.
Under Number of Banded Stacks per Document Count Form, number the paper bands 1 of n, 2 of n, etc., where n is the school’s total number of banded stacks per Document Count Form per grade level.
Preparing Home Education, Private Preparing Home Education, Private McKay, and Florida Virtual School McKay, and Florida Virtual School
““TO BE SCORED” DocumentsTO BE SCORED” Documents
Process these documents separately from your school’s “TO BE SCORED” documents by using the school number 49-9998, 49-3518, and see page 10 for appropriate numbers for the Florida Virtual School.
Scores for the Home Education and McKay students will be returned to the District Office for distribution. Results will NOT be aggregated with district or school data.
Scores for the Florida Virtual School students will be returned to the Florida Virtual School Office for distribution. Results will NOT be aggregated with district or school data.
Complete the DOCUMENT COUNT FORM by following the directions on the form.
•Complete a separate Document Count Form for each program, grade level and document type.
•Do not combine documents for more than one grade level/document type under the same DOCUMENT COUNT FORM.
•Write the Program name in the space labeled School Name instead of your school name.
•In the space labeled District/School Number, write: the appropriate program number.
•Once the Count Forms are completed, you may copy them for your records.
•Place each completed Document Count Form on top of the appropriate stack of “To Be Scored” Program documents.
Completing The Document Count Form For Completing The Document Count Form For Home Education, Private McKay, and Florida Home Education, Private McKay, and Florida
Virtual SchoolVirtual School
Documents for each program, grade level, and document type must be paper banded separately. You may use more than one Paper Band per grade level and
document type, if necessary. Follow these steps for each paper band you use:
Write the district/program number and program name on the paper band.
Count the number of “TO BE SCORED” documents that will be banded in each paper band. Write that number under Number of “TO BE SCORED” Documents Contained in This Paper Band.
Under Number of Banded Stacks per Document Count Form, number the paper bands 1 of n, 2 of n, etc., where n is the school’s total number of banded stacks per Document Count Form.
Place a paper band around each stack of “TO BE SCORED” answer documents. The Document Count Form must be under the paper band on top of the stack labeled 1 of n.
Seal the paper band and be sure that it securely holds the documents. Do not use staples, paper clips, or tape.
Grade 3 “TO BE SCORED” Answer Documents Blue Labels Blue Labels
Grades 4-8 “TO BE SCORED” Answer Documents Red-LabelsRed-Labels
Grades 9, 10, & Retake “TO BE SCORED” Answer Documents Peach Labels Peach Labels
VI “TO BE SCORED” Answer Documents White-LabelsWhite-Labels
“NOT TO BE SCORED” Test Materials Yellow-LabelsYellow-Labels
District Coordinator Box Create your own LabelCreate your own Label
Calculator Boxes Create your own LabelCreate your own Label
*It is your responsibility to package all materials correctly. Mispackaged materials will delay reporting of student results.
You Will Be Preparing The Following Types Of You Will Be Preparing The Following Types Of Boxes For Return To The District Coordinator:Boxes For Return To The District Coordinator:
Preparing Grade 3 “To Be Scored” Blue-Label Boxes
1. Banded stacks containing Document Count Forms, and your school’s Grade “TO BE SCORED” answer documents for each grade level and
document type.
2. Banded stacks containing Document Count Forms, and “TO BE SCORED” documents for each grade level and document type. (Home Education 49-9998, Private McKay Scholarship,49-3518 and Virtual School Program see appropriate numbers on page 10)
3. Seal the boxes.
4. Place a Blue-Label in the square on the top of each box that reads “Apply return shipping label here. Labels may be placed over any existing shipping
labels. Do NOT use Red-Labels to return Grade 3 “To Be Scored” materials.
5. Use the space on the labels marked SCHOOL: Box__OF__ to number the boxes 1 of n, 2 of n, etc., where n is the school’s total number of boxes with Blue-Labels.
6. Return the Grade 3 Blue-Label boxes to the district warehouse no later than Wednesday, April 25, 2012, by 2:30 pm.
Preparing Grades 4-8 “To Be Scored” Red-Label Boxes
1. Banded stacks containing Document Count Forms and your school’s “TO BE SCORED” answer documents for each grade level and document type.
2. Banded stacks containing Document Count Forms and “TO BE SCORED” answer documents for each grade level and document type. (Home Education 49-
9998 McKay Scholarship, 49-3518, and Virtual School Program- see appropriate numbers on page 10)
3 Seal the boxes.
4 Place a Red-Label in the square on the top of each box that reads “Apply return shipping label here.” Labels may be placed over any existing shipping labels.
5. Use the space on the labels marked SCHOOL: Box__OF__ to number the boxes 1 of n, 2 of n, etc., where n is the school’s total number of boxes with Red-Labels.
6. Return the Red-Label boxes to the district warehouse no later than Tuesday, May 1, 2012, by 2:30 pm.
Preparing Grades 9, 10 & Retakes“To Be Scored” - Peach-Label Boxes
1. Banded stacks containing Document Count Forms and your school’s “TO BE SCORED” answer documents for each grade level and document type.
2. Banded stacks containing Document Count Forms and “TO BE SCORED” answer documents for each grade level and document type. (Home Education 49-
9998 McKay Scholarship 49-3518, and Virtual School Program see appropriate numbers on page 10)
3 Seal the boxes.
4 Place a Peach-Label in the square on the top of each box that reads “Apply return shipping label here.” Labels may be placed over any existing shipping
labels.
5. Use the space on the labels marked SCHOOL: Box__OF__ to number the boxes 1 of n, 2 of n, etc., where n is the school’s total number of boxes with Peach-Labels.
6. Return the Peach-Label boxes to the district warehouse no later than Wednesday, April 25, 2012, by 2:30 pm.
___1. Verify that all distributed secure materials have been returned. Notify the district coordinator immediately if any secure materials are missing and complete the necessary investigation.
___ 2. Verify that you have collected all required administration information. Make a copy for your files.
___ 3. Verify that your Security Log has been completed correctly. Make a copy for your files.
____4. Verify that each Special Document Return Envelope contains documents for one student only. Materials for one student may be placed in more than one envelope.
____5. Ensure that the student’s first and last names, school name, and district name are written in the box in the upper left corner of the student’s large print test and answer book.
____6. Verify that the student grid sheet of each regular print answer document has been completed correctly or has a student label affixed.
____7. If the test is “TO BE SCORED”, verify that DNS bubble has not been gridded on the regular print answer document. If the DNS bubble has been gridded by mistake, erase the DNS
bubble and grid the UNDO bubble.
____8. If a test is “NOT TO BE SCORED”, verify that DNS bubble has been gridded. See Test Invalidation/Defective Document Policies and Procedures on pages 20-22 for information on test invalidation.
PreparingPreparing LARGE PRINT and BRAILLE LARGE PRINT and BRAILLE White Label BoxesWhite Label Boxes
Preparing The LARGE PRINT and BRAILLE Preparing The LARGE PRINT and BRAILLE White Label Boxes White Label Boxes (continued)(continued)
Make sure that each student envelope contains the following materials for each subject tested:
•LARGE PRINT
_Large Print Test and Answer Book AND Regular Print Answer Book/Answer Folder or Regular Print Test and Answer Book
•BRAILLE
_Braille Answer Sheets containing student responses (separated by subject)_Braille Test Books/(Session/Volume 1 and Session/Volume 2)_Braille Student Pledge_Regular Print Answer Book/Answer Folder _Regular Print Test and Answer Book
•Ensure that each envelope contains documents for only one student. Although documents for more than one SUBJECT may be placed in the same envelope, do not place documents for more than one STUDENT in the same envelope.
•DO NOT place “NOT TO BE SCORED” materials in the Materials Return Envelope.
•Verify that the Special Document Return Envelope (s) for each student are completed according to the instructions on the envelope. Verify the completed information on the outside of each
Special Document Return Envelope and seal the envelope.
Preparing The LARGE PRINT and BRAILLE Preparing The LARGE PRINT and BRAILLE White Label Boxes White Label Boxes (continued)(continued)
•Complete one Document Count Form for each student and place it with the Large Print/Braille test materials inside the student’s first Special Document Return Envelope (1 of n). See the sample Document Count Form on page 245.
•Place all of the “TO BE SCORED” Large Print/Braille test materials into the boxes in which they arrived, according to the diagram on page 299.
•Seal the box.
•Place a WHITE-Label on the top of each special document box, according to the diagram on page 300.
•Use the space on the labels marked SCHOOL: Box__OF__ to number the boxes 1 of n, 2 of n, etc., where n is the school’s total number of boxes with White-Labels.
•Return the White-Labeled boxes to the district warehouse : Grade 3 - Wednesday, April 25, 2012, by 2:30 pm, Grades 9, 10, & Retakes - Wednesday, April 25, 2012, by 2:30 pm, and Grades 4-8 Tuesday, May 1, 2012, by 2:30 pm
Preparing the “NOT TO BE SCORED”Preparing the “NOT TO BE SCORED”Yellow-Label BoxesYellow-Label Boxes
1. Place all “NOT TO BE SCORED” documents in the boxes. This would include:
_Used and unused Test books
_Unused non-pre-identified documents
_Unused pre-identified documents
_Defective documents
_Documents with all DNS bubbles gridded
_Test books and answer books that have NEVER had a student name on them, have NEVER had a label on them or have NEVER been gridded.
2. Seal the boxes.
3Place a Yellow-Label in the square on the top of each box that reads “Apply return shipping label here.” Labels may be placed over any existing shipping labels.
4. Use the space on the labels marked SCHOOL: Box__OF__ to number the boxes 1 of n, 2 of n, etc., where n is the school’s total number of boxes with Yellow-Labels.
5.Return the Yellow-Label boxes to the district warehouse no later than Wednesday, May 9, 2012, by 2:30 pm.
Sealing The BoxesSealing The Boxes
Points To Remember
1. Make sure the packing tape does not cover the label.
2. Labels are scannable and should not be photocopied.
3. Do not place labels over the meeting point of the two flaps.
District Coordinator Box District Coordinator Box _Original FCAT Administration Record/Security Checklists
_Original Chain of Custody Form
_Original Records of Attendance
_Original Test Administration Security Logs
_Original Seating Charts
_Original Test Group Code Rosters
_Original Student Pre ID Rosters
_Original FCAT Administration and Security Agreement (School Coordinator and School Administrator Only)
_Original Test Administrator Prohibited Activities Agreement
_Original Session Roster
_Original Authorization Tickets
_Original Seal Codes
_Math Reference Sheets and Math Work Folders
_Science Reference Sheets/Periodic Tables
_Braille paper that does not contain student responses
_Rulers
_ Seal the box and send to the attention of Nereida Gonzalez
_Must be returned the week of May 14-18, 2012
1. Test Administration Manuals (Keep at your school site until FCAT test results are received for all students)
2. Unused paper bands (trash)
3. Unused Document Count Forms (trash)
4. Unused Return Labels (trash)
5. Plastic bags with the return materials kit (trash)
6. Memos and school packing slips from Pearson (Keep at your school site until DOE 2012 FCAT Missing Materials Report is received)
7. Student Pre ID Labels (shred)
OTHER MATERIALS
Go to www.PearsonAccess.com/fl
Click Support and complete the Test Administrator or School Assessment Coordinator Comment Form. If you also coordinated a computer-based test, complete a separate CBT comment form.
Feedback from these forms will be summarized by the contractor for FDOE use.
Please provide feedback that will be meaningful to the FDOE and the contractor. If you have comments pertinent to school/district procedures, please contact your School or District Coordinator.
Preparing Calculator BoxesPreparing Calculator Boxes
Calculators must be returned to the District Warehouse the week of May 21– May 25, 2012. Place a label on the boxes and send them to the attention of Nereida Gonzalez.
Band the calculators with rubber bands in bundles of 10. Place FCAT Calculators in the boxes received.
Seal the boxes.
DO NOT WRITE ON THE CALCULATOR BOXES
CORRECT PACKAGING CORRECT PACKAGING
INCORRECT PACKAGINGINCORRECT PACKAGING
DO NOT WRITE ON CALCULATOR DO NOT WRITE ON CALCULATOR BOXESBOXES
FCAT “No, No’s”
Test materials must be returned in the boxes in which they were received. Contact Nereida if you need additional boxes.
FCAT “No, No’s”
Yellow Label
is used to
return “Not To
Be Scored”
test materials.
This box
contained all
the forms that
are returned
to the District
Coordinator.
