1 Materials Management I Before the Test Participation Counts, Distributions, Additional Orders and Texas Assessment Management System December 2011 Texas Assessment Conference Presented By: Terri Fish, Pearson Michael Marín, Pearson Irasema Serrano, Pearson

2 Materials Management I Back to Basics Update Coordinator Information with TEA Participation Counts for STAAR and TAKS Distributions of Materials Texas Assessment Management System

3 Materials Management I Back to Basics First Things First Update Contact Information for TEA (& Pearson) District Coordinator Name District Coordinator Address (Mailing) District Coordinator Address (Shipping) District Coordinator Phone Number District Coordinator Fax Number District Coordinator Address

4 Materials Management I Back to Basics How do I know what information TEA has on file for my district? TEA Website District Directory (AskTED) How do I change the information? strict/ strict/ TED Administrator for your district Everything except shipping address Student Assessment Division Shipping address for test materials

5 Materials Management I Back to Basics How do I change the information? (cont.) Charter Schools If Superintendent or District Testing Coordinator have changed, please contact the Charter School Division at (512) Charter School must submit changes in writing on district letterhead and faxed to TEA's Student Assessment Division at (512) Change to shipping address may also be mailed to the following address: Student Assessment Division Texas Education Agency 1701 North Congress Avenue Austin, Texas 78701

6 Materials Management I Back to Basics Why is it important for TEA to have correct information? Notification of Shipments Broadcast s Phone Requests User ID and password for Texas Assessment Management System Additional Materials Orders Change Forms

7 Materials Management I Participation Counts for 2012 What are participation counts? Refer to the number of students who will be taking a specific test or type of test Your first and best opportunity to order test materials for the upcoming year - STAAR and TAKS programs Districts are required to submit participation counts via the Texas Assessment Management System on the Texas Assessment website Why is it important? Distribution counts for all administrations (except retests) are based on participation counts submitted by districts during this period

8 Materials Management I Participation Counts for 2012 How do I enter counts? Entering participation counts in the Texas Assessment Management system can be done only by those assigned the appropriate role: District Testing Coordinator District Testing Assistant Test Setup Assistant Note: You will need a user ID and password in order to access the secure online system

9 Materials Management I Participation Counts for 2012 How do I enter counts? Review the User’s Guide for the Texas Assessment Management System found at

10 Materials Management I Participation Counts for 2012 Are there deadlines for entering counts? YES –It is very important that districts submit their participation counts online before the deadlines Initial participation count period ended in early November Update period available in January 2012, HOWEVER, changes in materials quantities during this period will ONLY affect the April and May administrations

11 Materials Management I Participation Counts for 2012 How do I get help? You may contact Pearson’s Austin Operations Center for assistance with participation counts, or for general navigation assistance with the Texas Assessment website

12 Materials Management I Distribution of Test Materials Manual Distributions First Distribution – Early January District and Campus Coordinator Manual Calendar of Events Poster - calendar year Directions for District Coordinator, Campus Coordinator, and Test Administrators – TAKS, TAKS-M, and LAT TELPAS Manual for Raters and Test Administrators

13 Materials Management I Distribution of Test Materials Manual Distributions (con’t) Second Distribution – Late February STAAR Test Administrator Manual Grades 3 – 5 STAAR Test Administrator Manual Grades 6 – 8 STAAR Test Administrator Manual EOC

14 Materials Management I Distribution of Test Materials District/Campus Coordinator Manual What information does it contain? STAAR (including STAAR Spanish, STAAR L and STAAR Modified) and TELPAS testing programs included Everything from general program information to specific testing policies and procedures Outlined for both district and campus coordinators

15 Materials Management I Distribution of Test Materials District/Campus Coordinator Manual (cont.) How do I use it? Read it thoroughly….more than once! Write in it Tab important or frequently used sections 3-ring binder format

16 Materials Management I Distribution of Test Materials District/Campus Coordinator Manual (cont.) When is it distributed? Only one distribution per year, in early January Based on calendar year, not school year Should be retained for use throughout the testing year Distributed with The Calendar of Events poster Directions for District Coordinators, Campus Coordinators and Test Administrators – TAKS, TAKS-M and LAT TELPAS Manual for Raters and Test Administrators

17 Materials Management I Distribution of Test Materials Directions for District Coordinators, Campus Coordinators, and Test Administrators – TAKS, TAKS-M and LAT What information does it contain? TAKS, TAKS-M, and LAT Everything from general program information to specific testing policies and procedures Outlined for both district and campus coordinators as well as test administrators Should be retained for use throughout the testing year

18 Materials Management I Distribution of Test Materials Test Administrator Manuals STAAR Test Administrator Manual Grades 3 – 5 STAAR Test Administrator Manual Grades 6 – 8 STAAR Test Administrator Manual EOC

19 Materials Management I Distribution of Test Materials Test Administrator Manuals (cont.) What information do they contain? STAAR program general information (including STAAR L and STAAR M) Test Administration Calendar Test Security and Confidentiality Test Administrator responsibilities Test Administrator directions (specific) Applicable Appendices - Completing student identification - Gridding on the answer document - Oral administration instructions - Test Administrator security oath

20 Materials Management I Distribution of Test Materials Test Administrator Manuals (cont.) When are they distributed? Only one distribution per year, in late February – NEW for 2012! Should be retained for use throughout the testing year

21 Materials Management I Distribution of Test Materials Advance Letter and Materials List(s) Shipment Model Delivery Schedule of Materials Notification of Shipments Initial Distribution of Materials

22 Materials Management I Distribution of Test Materials General Shipment Information Advance Letter and Materials Page(s) When and how are they distributed? They will be posted online about one month before the test administration (or one week before shipment of materials) What information do they contain? Two types of letters Distribution letter shows that you will be receiving an initial shipment of materials for the upcoming administration. The materials page(s) included show quantities of materials to be shipped (district totals) Non-distribution letter shows that you will NOT be receiving an initial shipment of materials for the upcoming administration. The materials page(s) included show 0’s in the quantities to be shipped

23 Materials Management I Distribution of Test Materials General Shipment Information (cont.) Advance Letter and Materials Page(s) (cont.) Available online at Campus Materials Listings District Overage Listing District Listing Where do counts come from?

24 Materials Management I Distribution of Test Materials General Shipment Information (cont.) Advance Letter and Materials List(s) How do I use the information? Review the quantity of test materials to be shipped Make sure that you can cover any shortages with the district overage materials If overage materials are not sufficient submit one additional order per administration. Submit this additional order online as early as possible after you review your advance letter and materials list(s )

25 Materials Management I Distribution of Test Materials General Shipment Information (cont.) Shipment Model - Combined Nonsecure and secure materials are packed and shipped together Secure materials may include not only test booklets, but English Clarification Guides for STAAR L administrations Note: All initial distributions are combined shipments this year – NEW for 2012

26 Materials Management I Distribution of Test Materials General Shipment Information (cont.) Delivery schedule of materials Use the Calendar of Events to help you schedule activities for shipments You will need to keep up with the combined shipments, precoded materials shipments and additional order shipments

27 Materials Management I Distribution of Test Materials General Shipment Information (cont.) Delivery schedule of materials (cont.) How can I tell the shipments apart? Pearson box labels will note which administration and shipment each box is for, as well as if the box includes district or campus materials If the box includes campus materials, the campus name and number will also be printed

28 Materials Management I Distribution of Test Materials General Shipment Information (cont.) notification of shipments What information do they contain? Each notification includes ship dates, carrier information and tracking information for each administration’s shipments Who gets them? s are sent to the address on file for the district testing coordinator Make sure that you work with your IT department so that s from ‘pearson.com’ are not blocked as junk mail or spam including

29 Materials Management I Distribution of Test Materials General Shipment Information (cont.) notification of shipments When do they get sent out? s for initial shipments are sent in bulk at approximately 9:00 am the day after the shipment leaves Pearson s for additional materials shipments may be sent at any time during the day as shipments leave Pearson It is possible that shipments sent from Austin could arrive before the shipment notification reaches your inbox

30 Materials Management I Distribution of Test Materials General Shipment Information (cont.) Save boxes for returning materials Why?

31 Materials Management I Distribution of Test Materials General Shipment Information (cont.) Specific Shipment Information Initial Distribution (combined shipment) Box 1 How do I find it? It will always be white What’s in it? District Packing Lists Pallet Detail Report District Coordinator Packet

32 Materials Management I Distribution of Test Materials Specific Shipment Information (cont.) Initial Distribution (combined shipment) Box 2 – District Overage Materials What’s in it? District Coordinator Materials Package - ID Sheets (Campus/Group, Class, Voided) - Paper Bands

33 Materials Management I Distribution of Test Materials Specific Shipment Information (cont.) Initial Distribution (combined shipment) Box 2 – District Overage Materials What’s in it? (cont.) Blank Answer Documents Limited number of test books for resolving shortages Limited number of secure English Clarification Guides for STAAR L administrations for resolving shortages

34 Materials Management I Distribution of Test Materials Specific Shipment Information (cont.) Initial Distribution (combined shipment) Box 3 + – Campus Materials How are they boxed? Individually by campus* Campuses will never be mixed within a box* Label will include campus name and number *Exception – very small districts

35 Materials Management I Distribution of Test Materials Specific Shipment Information (cont.) Initial Distribution (combined shipment) Box 3 + – Campus Materials What’s in them? Campus Packing List Campus Coordinator Materials Package ID Sheets (Campus/Group, Class, Voided) Paper Bands

36 Materials Management I Distribution of Test Materials Specific Shipment Information (cont.) Initial Distribution (combined shipment) Box 3 + – Campus Materials What do I do with it? No need to open boxes at district level* Forward to campuses for check-in Campus Coordinators should open and inventory materials and report any discrepancies to you immediately *Exception – very small districts

37 Materials Management I Distribution of Test Materials Specific Shipment Information (cont.) TELPAS Online Administration One shipment of materials Will contain the TELPAS Manuals TEA process to approve any requests for paper-based administrations No secure materials will be sent

38 Materials Management I Distribution of Test Materials Specific Shipment Information (cont.) TELPAS (cont.) No District Coordinator Packet will be sent The following materials will be posted online only: District Coordinator and Superintendent Oaths Standard and Optional Reports Lists NEW – optional reports will be ordered through the Texas Assessment Management System

39 Materials Management I Distribution of Test Materials Braille Large Print Oral Administrations STAAR L STAAR Spanish STAAR-M Additional Materials Orders Helpful Hints

40 Materials Management I Distribution of Test Materials Additional Materials (cont.) Braille New Process 2012 Braille Ordering broadcast sent to districts on November 7 th, 2011 Posted under Communications in the Resource section of the Texas Assessment Management System New process starting this year Identify students needing Braille in the Texas Assessment Management System

41 Materials Management I Distribution of Test Materials Additional Materials (cont.) Braille, cont. Deadline to submit initial orders for 2012 spring administrations was November 30, 2011 Districts will have an opportunity to order additional materials and change braille order information during an update period before each administration Deadline for updating orders for all braille for the March administrations is February 20, 2012 More info can be found in the November 7 th, 2011 broadcast , including schedule of all update periods.

42 Materials Management I Distribution of Test Materials Additional Materials (cont.) Braille (cont.) In which shipment will they arrive? In separate shipment from your initial shipment of materials Shipment will arrive closer to the test administration date than the initial shipments

43 Materials Management I Distribution of Test Materials Additional Materials Large Print, Oral Administration, STAAR L, STAAR Spanish, STAAR-Modified How do I order? First and best opportunity is during participation counts Can also be requested via additional order system

44 Materials Management I Distribution of Test Materials Additional Materials (cont.) Large Print, Oral Administration, STAAR L, STAAR Spanish, STAAR-Modified In which shipment will they arrive? If ordered at participation counts time, they will be sent with your initial shipment of materials and will be packaged by campus If requested via the additional order system, they will be sent closer to the test administration date and will be packaged in bulk

45 Materials Management I Distribution of Test Materials Additional Materials (cont.) How do I know what to order? Use your Advance Letter and Materials List(s) Consult with Campus Coordinators to determine if quantities of materials to be shipped are sufficient Fill shortages from district overage first Then compile district needs and submit one additional order per administration

46 Materials Management I Distribution of Test Materials Additional Materials (cont.) Are there deadlines for ordering? YES -- check the Calendar of Events for each test administration to find the additional order deadline Pearson cannot guarantee the delivery of test materials ordered after the deadline

47 Materials Management I Distribution of Test Materials Additional Materials (cont.) Texas Assessment Management System How do I access the system? Go to Texas Assessment website ( Login with the appropriate id and password Go to Test Setup – Order Additional Materials Verify you have selected the appropriate test administration Click Order Additional Materials

48 Materials Management I Distribution of Test Materials Additional Materials (cont.) Texas Assessment Management System (cont.) How do I use the system? User’s Guide Order additional materials View and track orders and shipments View reports of order activities

49 Materials Management I Distribution of Test Materials Additional Materials (cont.) Additional Materials Orders Helpful Hints DO pay close attention to the form DO watch pack size vs. individual items DO try to submit only one order per test administration DON’T submit another order if your materials don’t show up the next day DON’T order too much surplus

50 Materials Management I Distribution of Test Materials Additional Materials (cont.) Additional Materials Orders Helpful Hints DO use the viewing and tracking/orders feature on the Assessment Management System DO use the viewing reports of order activity feature on the Assessment Management System Reports tabs shows all of your orders in a variety of formats

51 Materials Management I Distribution of Test Materials Texas Assessment Management System 2012 will be second year for the new system User’s Guide Texas Assessment Computer Lab – room 402 Staffed with Pearson support personnel for one-on-one help Open Monday and Tuesday from 8:30 – 5:30

52 Materials Management I Distribution of Test Materials Texas Assessment Management System Online training – self-paced modules Posted under the Training tab on the Resources page of the Texas Assessment website ( Introduction to PearsonAccess Organization Overview Proctor Caching Implementation Overview Setting Up Online Testing Environment Overview Student Data Management Overview Test Management Overview Test Results Overview Test Setup Overview User Management Overview Teacher Portal Training

53 Materials Management I Distribution of Test Materials Questions/Comments