1 Materials Management II – After the Test December 2011 Texas Assessment Conference Presented By: Terri Fish, Pearson Bill Waring, Pearson Michael Marin, Pearson Irasema Serrano, Pearson

2 Materials Management II Back to Basics First Things First Update Contact Information for TEA (& Pearson) What contact information does TEA need? District Coordinator Name District Coordinator Address (Mailing) District Coordinator Address (Shipping) District Coordinator Phone Number District Coordinator Fax Number District Coordinator Address

3 Materials Management II 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

4 Materials Management II 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? AskTED Coordinator for your district Everything except shipping address Student Assessment Division Shipping address for test materials

5 Materials Management II 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 fax 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 II Returning Test Materials Assembling Scorable Materials for Return Answer Documents Ensure submission of appropriate answer documents Pages S-22 thru S-23 Student information correct? Precoded data verified? Pages S-20 thru S-21 Instructions for Verifying Precoded Student Information Hand gridded answer documents? Pages S-21 thru S-22

7 Materials Management II Returning Test Materials Assembling Scorable Materials for Return Answer Documents Special Coding See Coordinate preparation of answer documents (DCCM pages S-38 thru S-40) Score codes gridded properly? Test Taken Info fields Accommodations Accommodations for Students with Disabilities Linguistic Accommodations for ELLs

8 Materials Management II Returning Test Materials Assembling Scorable Materials for Return Answer Documents All documents included? No documents left inside test books Large Print or Braille documents Transcribed and bubbles gridded?

9 Materials Management II Returning Test Materials Assembling Scorable Materials for Return ID Sheets Class ID Sheets What are they? How do I use them? Campus/Group ID Sheets What are they? What’s a ‘group’ How do I use them?

10 Materials Management II Returning Test Materials Assembling Scorable Materials for Return ID Sheets Void ID Sheets What are they? What are voids? How do I use them?

11 Materials Management II Returning Test Materials Assembling Scorable Materials for Return Paper bands What are they? Where do I find them? How do I use them? What do I do if one paper band isn’t large enough to hold all my documents?

12 Materials Management II Returning Test Materials Assembling Scorable Materials for Return ID Sheet/Paper Band Scenario #1 Blue Bonnet Elementary – Gr 3 Campus has five grade 3 teachers/classrooms Wants CSR’s to come back by teacher How many campus/group ID sheets are needed? How many class ID sheets are needed? How many paperbands are needed? How should paper bands be marked?

13 Materials Management II Returning Test Materials Assembling Scorable Materials for Return ID Sheet/Paper Band Scenario #1 (cont.) How many campus/group ID sheets are needed? One. There should only be one campus/group ID sheet per grade per campus How many class ID sheets are needed? Five. One for each teacher/classroom so the CSR’s will be foldered by teacher/classroom How many paperbands are needed? Mostly likely only 1 since grade 3 will start using answer sheets this year How should paper bands be marked? Blue Bonnet Elementary, Grade 3, Pkg 1 of 1

14 Materials Management II Returning Test Materials Assembling Scorable Materials for Return ID Sheet/Paper Band Scenario #2 Blue Bonnet Elementary – Gr 4 Campus has five grade 4 teachers/classrooms Wants CSR’s to come back alphabetically by grade How many campus/group ID sheets are needed? How many class ID sheets are needed? How many paperbands are needed? How should paper bands be marked?

15 Materials Management II Returning Test Materials Assembling Scorable Materials for Return ID Sheet/Paper Band Scenario #2 (cont.) How many campus/group ID sheets are needed? One. There should only be one campus/group ID sheet per grade per campus How many class ID sheets are needed? One. CSR’s will be foldered alphabetically by grade How many paperbands are needed? Mostly likely only 1 since grade 4 answer documents are usually sheets How should paper bands be marked? Blue Bonnet Elementary, Grade 4, Pkg 1 of 1

16 Materials Management II Returning Test Materials Assembling Scorable Materials for Return ID Sheet/Paper Band Scenario #3 Austin Middle School – Gr 8 Campus has 1000 eighth graders Wants CSR’s to come back alphabetically by grade How many campus/group ID sheets are needed? How many class ID sheets are needed? How many paperbands are needed? How should paper bands be marked?

17 Materials Management II Returning Test Materials Assembling Scorable Materials for Return ID Sheet/Paper Band Scenario #3 (cont.) How many campus/group ID sheets are needed? One. There should only be one campus/group ID sheet per grade per campus How many class ID sheets are needed? One. CSR’s will be foldered alphabetically by grade How many paperbands are needed? Mostly likely two due to the number of answer sheets/students How should paper bands be marked? Austin Middle School, Grade 8, Pkg 1 of 2 and 2 of 2

18 Materials Management II Returning Test Materials Assembling Scorable Materials for Return Verify assembly of scorable materials Refer to Campus Coordinator information DCCM page S-41 How to Pack Materials for Return to District Coordinator Refer to District Coordinator information DCCM pages S-43 thru S-44 How to Pack for Return to Testing Contractor

19 Materials Management II Returning Test Materials Assembling Scorable Materials for Return Optional Reports Ordering – STAAR (NEW) Review Optional Reports Brochure Review instructions in the Assessment Management System User’s Guide Select desired reports for each administration in the Test Setup tab of the Assessment Management System Why do I have to order the ‘free’ electronic individual student record file?

20 Materials Management II Returning Test Materials Assembling Scorable Materials for Return Optional Reports Ordering – TELPAS (NEW) Review instructions in the Assessment Management System User’s Guide Same process as STAAR

21 Materials Management II Returning Test Materials Assembling Scorable Materials for Return ADPL (Answer Document Packing List) What is it? Where do I find it? Why is it important? Crucial to fill out accurately and completely Critical that all counts match up ADPL Campus/Group ID Number of documents actually received Discrepancies may result in delay of test results

22 Materials Management II Returning Test Materials Assembling Scorable Materials for Return ADPL (Cont.) Separate ADPLs for STAAR (includes STAAR English, STAAR Spanish and STAAR L administrations) STAAR Modified STAAR EOC (includes STAAR L EOC administrations) STAAR Modified EOC TAKS Exit Level Retest TAKS Grades 10, 11 and Exit Level TELPAS

23 Materials Management II Returning Test Materials Assembling Scorable Materials for Return ADPL (Cont.) Better to get late than not at all Call AOC for instructions ADPL missing or lost at district Generic forms on website Can also call AOC

24 Materials Management II Returning Test Materials Boxing Scorable Materials for Return Use only Pearson boxes for return Why? Use the appropriate return shipping labels Scorable Addressed to 905 W. Howard Lane Number boxes appropriately Number on return shipping label First and last box should be marked X of X Count only boxes with scorable labels

25 Materials Management II Returning Test Materials Boxing Scorable Materials for Return (cont.) Use appropriate carrier labels or bills provided by Pearson Ship on or before deadline listed in Calendar of Events Shipping after the deadline may result in delay of receiving test results

26 Materials Management II Returning Test Materials Assembling Nonscorable Materials for Return Test booklets Grouped by grade for STAAR grades 3 – 8 Grouped by course for STAAR EOC Grouped by Grade for TAKS grades 10, 11, and Exit Level Braille materials Large print materials Secure English Clarification guides

27 Materials Management II Returning Test Materials Assembling Nonscorable Materials for Return (Cont.) Unused or voided precoded labels Include only labels that have not been previously applied to an answer document or test booklet Unused or Voided ID sheets Class Campus/Group Void

28 Materials Management II Returning Test Materials Assembling Nonscorable Materials for Return (Cont.) Unused or blank answer documents Voided documents should have been returned with scorable materials Typed or tape-recorded materials

29 Materials Management II Returning Test Materials Boxing Nonscorable Materials for Return Use only Pearson boxes for return Why? Use the appropriate return shipping labels Nonscorable Addressed to 710 W. Howard Lane Number boxes appropriately Number on return shipping label First and last box should be marked X of X Count only boxes with nonscorable labels

30 Materials Management II Returning Test Materials Boxing Nonscorable Materials for Return Use appropriate carrier labels or bills provided by Pearson Ship on or before deadline listed in Calendar of Events

31 Materials Management II Returning Test Materials Materials That Do Not Need to Be Returned Coordinator Manuals or Supplements Test Administrator Manuals Coordinator packets Unused paper bands Reference materials or graph paper that students have removed from their test booklets

32 Materials Management II Returning Test Materials Materials That Do Not Need to Be Returned Packing lists or assembly identification sheets Scratch paper Used large print grid sheets Approved/allowed supplemental aids

33 Materials Management II Shipping Update UPS is the primary parcel carrier for Pearson UPS Next Day Air used for some scorable shipments UPS Ground used for some scorable and nonscorable shipments If you do not have enough UPS labels (one per box) Do NOT photocopy the labels Order them through the order additional materials process Call Pearson at Motor freight carriers will continue to be used for large shipments

34 Materials Management II Shipping Update To schedule a pickup through UPS Call Inform the UPS Representative that you are calling in a pick up request for Pearson and will be using their Return Service Provide the following information to UPS Account number from the return label Scorable – 1Y361W Non-Scorable – 1Y36Y7 Physical location (address) where packages will be picked up Estimated number of packages to be picked up

35 Materials Management II Shipping Update Provide the following information to UPS (cont.) Calls to UPS should be made 24 – 48 hours prior to the requested pickup date Representative will let you know if pick up can be made as requested Some locations may have time constraints on pick ups Representative will provide a confirmation number for reference in case questions or changes arise If you have difficulty scheduling a pickup Call Pearson at Or

36 Materials Management II Returning Test Materials Reporting Interpreting Assessment Reports Guide Posted online only Reports Paper reports are sent to the Superintendent Online reports can be viewed by those in a Superintendent or District Testing Coordinator user role

37 Materials Management II Returning Test Materials FAQ’s – Common Questions Precoding shipments Documents vs. Labels Separate shipments Participation Counts vs. Ordering Materials Important Reminder Precoding files have NO impact or connection to the quantity of materials shipped to a district or campus. Distribution numbers are based directly on the participation counts submitted during the fall and January update period

38 Materials Management II Returning Test Materials Common Errors Answer documents left inside test booklets ADPL not returned Discrepancies in counts ADPL, Campus/Group ID, actual number received

39 Materials Management II Returning Test Materials Common Errors Pen used on answer documents Multiple choice Essay and/or short answers Pencils other than a #2 pencil used Using a prior administration’s answer document for the current administration (e.g., using October 2010 instead of October 2011 or using July 2011 for October 2011)

40 Resources Websites Texas Assessment Management System website TEA Student Assessment website Texas Statewide Network of Assessment Professionals website (T-SNAP) Other helpful links can be found on pages O-1 and O-2 in the DCCM

41 Resources Contact Information (DCCM, page O-1) Texas Education Agency’s Student Assessment Division Student assessment program and TEA policies State Board of Education or commissioners rules Accommodation requests Testing irregularities, and, General testing questions Telephone: Fax:

42 Resources Contact Information (cont) Pearson’s Austin Operations Center (AOC) Shipment status Missing shipments Additional orders Standard and optional reports requests Score code corrections Student information updates or changes Hand-scoring and rescoring requests, and, Precoding Telephone (toll-free): Telephone: Fax:

43 Resources Contact Information (cont) Pearson’s Austin Operations Center (AOC) Accessing and navigating the Texas TrainingCenter for TELPAS online rater training and calibration Telephone (toll-free) for coordinators: Telephone (toll-free) for raters: for all:

44 Resources Contact Information (cont) Pearson’s Austin Operations Center (AOC) Accessing online resources or online test administration procedures and for online testing technical concerns or issues Telephone (toll-free): Telephone: Fax:

45 Materials Management II Returning Test Materials Questions/Comments