New District Assessment Coordinator Training Tracy Cerda and Jennifer Burton 1

2 Responsibilities – Before Testing

Build a Support Network Collaborate with colleagues in your school and district –MARSS Coordinator –Technology Coordinator –Superintendent –Special Education Director –ELL Staff –ALC Staff –Principals Collaborate in your region and the state –AYP Coordinators, Service Cooperatives, and Regional Information Management Centers –MDE Area Code Contact 3

4 Prepare Data in MARSS WES MARSS data used for Title I, Title III, Written Composition GRAD, and Reading and Mathematics GRAD retests Work with MARSS Coordinator to review student demographics –Enrollment records should be updated as changes occur within the district –MARSS data is edited in the district and submitted to MARSS WES (Web Edit System)

5 How is MARSS data used for assessments? Before testing: loading enrollments to Test WES for pretest editing During testing: adding new students for online assessments After testing: matching assessment records to enrollment records in Test WES for posttest editing MARSS contact:

Prepare for Reading and Mathematics GRAD Retests Graduation data list download in Educator Portal Optional online monthly testing windows Students eligible to test every 8 weeks Add students through MARSS 6

Order Diploma Retest Materials 7 Reading and Mathematics GRAD retests –Online administration mode only –Order accommodated materials by faxing the order form in the Procedures Manual to Pearson –Order monthly as needed

Order Diploma Retest Materials 8 Written Composition GRAD retests (seniors only) Regular test materials sent based on MARSS January 10 – 28: Order accommodated test materials in PearsonAccess February 11: Precode file of students available in Test WES

Order Diploma Retest Materials 9 Reading and Mathematics BST retests –Use additional orders process in PearsonAccess for ordering –Order both regular and accommodated test materials –Registration window: February 23 – April 11

10 Basics Window in PearsonAccess December 13 – January 28 Enter administration details –Title I assessments –Title III assessments –Written Composition GRAD Steps in PearsonAccess –Change the administration –Go to the Test Setup tab and click on “Enter Administration Details”

11 Basics Window in PearsonAccess Indicate labels or pre-printed answer documents Select overage amounts –No overage for accommodated materials Select delivery to district or school Select delivery date Indicate test administration dates –Reading MCA and MCA-Modified –Math MCA paper administrations

12 Basics Window in PearsonAccess Indicate if you do want student results labels for MCA, MCA-Modified and MTAS –Default is set to No –$75 fee per school after Basics Window closes –Automatically sent for TEAE and all diploma tests Indicate date ISRs were delivered Indicate participation in optional grade 12 Reading MCA paper administration

13 Pretest Editing in Test WES Confirm or change online or paper administration mode for grades 3-8 Mathematics MCA –Until January 28 (paper administration selection) –Until March 1 (can change from paper to online administration) Grades 5-8 Mathematics MCA-Modified does not have a paper administration option

14 Pretest Editing in Test WES Submit a Site Readiness Workbook –December 13 – March 7 –All districts are required to submit a new workbook and run Full-Length Sample Test –Workbook includes: Contacts Readiness checklist Scheduling tool Network Assessment: use tab in Excel file or web-based system check tool to complete

15 Pretest Editing in Test WES Confirm or select test assignment, and Identify accommodations by student for: –Title I Reading and Mathematics (MCA, MCA- Modified, MTAS) –Title I Science (MCA and MTAS) –Title III (TEAE/MN SOLOM) –Grade 9 Written Composition (GRAD and Alternate Assessment: Writing) Test materials and students loaded to online systems are based on test assignment

MCA-Modified Test Selection Eligibility determined by subject by IEP team Certify during pretest editing that students will meet all requirements in Alternate Assessment Eligibility Requirements by time of testing 16

MCA-Modified Test Selection Use Student Status for Potential MCA-Modified Participation list to determine persistently low performance for past two years –Available in Educator Portal –Lists student status as Y, N, or ? –Not a student eligibility list 17

MCA-Modified Test Selection Verify student has goals in IEP aligned to reading and mathematics grade-level content standards –Review overview for developing standards-based IEPs on Special Education Policy section of MDE website Contacts –Special Education: Debra Price Ellingstad at –Compliance and Assistance: 18

MCA-Modified Test Selection 19

20 Accommodations Selection Students needing accommodations for online Mathematics MCA must be administered the paper test –Large print, Braille, mathematics script, or mathematics CD selections mean accommodated materials, paper test book, and answer document will be sent

21 Accommodations Selection Students needing accommodations for online Mathematics MCA-Modified and Science MCA stay online –Large print, Braille, and script selections mean materials will be sent –Accommodated audio available in online accommodated form Accommodations indicated in Test WES will be pre-bubbled or pre-indicated online

Script, CD, and Accommodated Audio 22 REGULAR AUDIO: What is the perimeter of the shape? Type your answer in the box. ACCOMMODATED AUDIO/SCRIPT/CD: What is the perimeter of the shape? Beginning at the right side and continuing around clockwise, the shape is labeled: eighteen (18) centimeters (cm), twenty-six (26) centimeters (cm), eight (8) centimeters (cm), fifteen (15) centimeters (cm). Type your answer in the box.

23 Pretest Editing in Test WES Optional sort order –Receive pre-printed books or labels in specified order –Group students loaded to online systems Optional precode indicator –Identify students who should not be included for high school science test

24 Request Alternate Assessment Waiver If needed, submit waiver in Test WES detailing circumstances that could result in more than 1 percent of students demonstrating proficiency on MTAS –Feb 28–March 25 (if needed, must be done before testing) –Superintendent must authorize/submit AYP questions:

25 Training Modules PearsonAccess Webinars SchoolSuccess Webinars Assessment Conference Review or Attend Available Trainings

26 Train Staff Train Test Monitors and any other staff working with test administration –Staff administering accommodations –Staff administering online assessments –Staff inventorying and organizing test materials –Scribes Have Technology Coordinators receive technical training Ensure MTAS test administrators receive training Training for all staff must documented

27 Establish Security Procedures District security procedure –Maintain security of materials –Consider classroom and computer lab setup –Plan for common testing interruptions (e.g., illness, restroom breaks, fire alarm, lunch) Non-Disclosure Agreements –Completed each school year by anyone who may handle or view test materials –Kept on file for 12 months

28 Set District Testing Schedule State-assigned administration dates for diploma tests Entire testing windows available to administer and enter scores for MTAS General scheduling considerations –Small group or individual settings –Accommodation administration –Make-ups given after scheduled testing within testing windows

29 Set District Testing Schedule – Online Administrations Mathematics MCA and MCA-Modified –Administer together –Pausing capability Science MCA –Two sections –High school administration options

30 Set District Testing Schedule – Paper Administrations Reading MCA and MCA-Modified –Administer together –Set testing schedule by grade across district TEAE –Set testing schedule by grade band within each school

31 Resources for Students Tutorials –Stand-alone available in PearsonAccess (Math MCA and Math MCA-Modified, Reading and Math GRAD) –Embedded in test (Math MCA-Modified and Science MCA) Item samplers –Available on MDE and PearsonAccess Websites Classroom assessments (Science MCA) –Hidden link Pearson Perspective –Online calculator practice –Released items

32 Prepare Technology Full Length Sample Test –Used to verify software configurations and network performance –Accessed through PearsonAccess training center –Run before submitting site readiness workbook ePAT Launcher –Used to deliver the Mathematics MCA and MCA- Modified, Science MCA, and Reading and Mathematics GRAD item samplers –Must be installed on each computer

33 Prepare Technology TestNav –Used to deliver the Mathematics MCA and MCA- Modified, Science MCA, and Reading and Mathematics GRAD retests –Must be installed on each computer Proctor Caching –Software used to accelerate the delivery of test content and reduce the amount of bandwidth required during testing –Test sessions must be proctor cached before testing

Responsibilities – During Testing 34

35 Receive and Inventory Test Materials Test Materials Security Checklists used for inventorying and organizing materials –District checklist: materials in district overage shipment –School checklist: materials in each school’s shipment –Test Monitor: used to assign test materials to students Use form in Procedures Manual Download electronic Security Checklist Detail report from PearsonAccess –Kept on file for 12 months

36 Receive and Inventory Test Materials Check accuracy of student demographic information on answer document or labels –If student name, birth date, or MARSS number is incorrect, answer document can be used –If grade is incorrect, hand bubble new answer document Keep materials secure before, during, and after test administration

37 Maintain Documentation Test Administration Report –Used to report any issues or special circumstances during testing –Submitted for Title I and Title III test administrations –Do not submit for: Diploma assessments If there are no issues

38 Maintain Documentation Test Administration Report –Options for submitting Return with test materials Fax to Pearson Add online in PearsonAccess by student

39 Maintain Documentation Test Security Notification –Used to report a security breach for all assessments Any misadministration of a diploma test is considered a security breach –Report to DAC immediately when issue arises –DAC immediately contacts MDE

Prepare for Test Administration All instructional posters or graphics need to be covered –Classroom walls, computer labs, student desks Separate answer document –For MCA and MCA-Modified –For Reading and Mathematics 40

Prepare for Test Administration Writing prompts used for grade 9 and grade 12 Written Composition GRAD are specific to test date Grade 12 Reading MCA retest opportunity –Additional opportunity for seniors –Same state-assigned testing days as grade 10 –Available for MCA only 41

42 Provide Test Monitor Directions Contents –Scripted directions read to students by test monitor immediately before test administration –Instructions for test monitors Training –Provide to test monitors prior to administration for review and training –TEAE Test Monitor Directions are secure and are provided day of testing

43 Provide Test Monitor Directions Paper administration –Paper folder format –Combined for MCA and MCA-Modified Online administration –Web-based presentation with optional audio –Combined for Mathematics MCA and MCA- Modified and Science MCA with subject-specific sections –Options for GRAD Retests

44 Distribute Paper Materials Must provide MTAS materials upon arrival to test administrators so they can prepare materials for administration Organize paper assessment materials for test monitors –Test book –Student pre-assigned answer document –Accommodated materials –Keep materials secure until test administration

45 Prepare for Online Test Administration Create user logins and passwords for staff for PearsonAccess and SchoolSuccess Ensure new students are added to MARSS for loading to online tests

46 Prepare for Online Test Administration “Classroom” management in SchoolSuccess –Starting March 7: Set up teacher accounts Assign “classrooms” to teachers Transfer students into “classrooms” –Starting March 29: Enter scores for MTAS and Alternate Assessment: Writing Scores entered by teachers, or Scores entered by district designated staff

47 Prepare for Online Test Administration Test Session Management in PearsonAccess –Starting March 7: Set up test sessions Ensure all students have been added to a session Start test sessions –Starting March 21 Proctor caching for Mathematics MCA and MCA- Modified and Science MCA

48 Distribute Online Assessment Materials Organize online assessment materials to test monitors –Student authorization tickets –Seal code (Science MCA only) –Headphones –Scratch paper –Hard copy mathematics formula sheets (optional)

Online Test Administration Test navigation –Sections with seal code (Science MCA) –Pausing capability (Mathematics MCA and MCA- Modified) –One section only (Reading and Mathematics GRAD) Test audio –Student initiated (Mathematics MCA and Mathematics GRAD retest) –Auto play (Science MCA and Mathematics MCA- Modified 49

Prepare Accommodations Available accommodations for students with an IEP or 504 plan or English Learners in Procedures Manual Verify test book form matches accommodation 50

51 Prepare Accommodations Students needing accommodations for online Mathematics MCA must take paper administration –Receive accommodated test materials and paper test book –Student answers are entered into answer document –Answer document sent in for scoring School remains online administration mode –Online test window is the same for all students in the school

52 Prepare Accommodations Set up online accommodated sessions for Mathematics MCA-Modified, Science MCA, and Mathematics GRAD –Student with accommodations (large print, Braille, script, accommodated audio) need an accommodated form –Responses to large print and Braille must be scribed into online form

53 Hand-held Calculators for Online Assessments For Mathematics MCA, students move to paper test, only allowed as an accommodation For Mathematics MCA-Modified, only allowed as an accommodation and must be administered in an individual setting Allowed on Mathematics GRAD and Science MCA

Monitoring and Audits MDE staff monitoring of districts –Observation of test administration at a school –Part of an overall strategy to improve administration of assessments –Sample monitoring checklist available in Procedures Manual 54

Monitoring and Audits MCA-Modified student selection –Record review process of IEPs –Student meets eligibility requirements MTAS field audits –Trained auditors visit selected school sites –Evaluate the validity and reliability of assessment and training of test administrators 55

Responsibilities – After Testing 56

57 Collect and Return Materials Verify all accommodations are indicated Indicate test codes and demographic codes before returning: –“New-to-Country” for each subject –Absent, Invalid, Medical Excuse, and Not Enrolled test codes Two options for indicating –Bubble on answer document –Enter in online systems

58 Collect and Return Materials Package scorable and secure materials separately Scorable materials include: –Used answer documents –Answer documents with test codes or other demographic information –Grade 3 MCA test/answer document –Grades 3–4 TEAE test/answer document

59 Collect and Return Materials Secure materials include: –Test books –Accommodated materials –TEAE Test Monitor Directions –MTAS Task Administration Manuals and Presentation Pages

60 Collect and Return Materials Materials securely disposed of at the district: –Unused pre-printed answer documents –Scratch paper for TEAE Writing, Mathematics MCA and MCA-Modified, Science MCA, and Mathematics GRAD retests –Student Authorization Tickets –MTAS Response Option Cards

61 Collect and Return Materials Package, label, and return test materials by “Ship by” date –Answer documents are returned for scoring earlier than secure materials (especially high school) –Return dates vary by test –Use generic School/Grade Identification sheets for answer documents –Secure materials for different tests can be returned in the same box

62 Collect and Return Materials Stop all online test sessions for Mathematics MCA and MCA-Modified, Science MCA, and Reading and Mathematics GRAD retests Return all accommodated materials for online tests Verify that all student scores are entered and submitted for MTAS and Alternate Assessment: Writing

63 Posttest Editing in Test WES May 31–June 17 Match assessment records and MARSS enrollment records Edit student assessment records –Student demographic information –Accommodation codes –Test codes Preview AYP participation calculations

Reporting Results include Individual Student Reports (ISR), district and school summary files, and District Student Results (DSR) files Format: –Electronic reports posted to Educator Portal or PearsonAccess –Hard-copy results sent to districts for distribution to parents 64

65 Reporting – Early Reports Provided in May for graduation, remediation, and placement decisions Available for: –High school Reading and Mathematics MCA and MTAS –Grade 9 Written Composition GRAD and Alternate Assessment: Writing –TEAE/MN SOLOM –Grades 3-8 Reading MCA and MTAS

Reporting – Final Reports Spring testing results –Embargoed final assessment results in Educator Portal –Final reports shipped to districts Monthly Reading and Mathematics GRAD retest results 66

67 Adequate Yearly Progress (AYP) Preliminary results posted in late August –Includes preliminary public release Submit AYP appeals in Test WES –August 18 – September 16 Final public release in September AYP questions

GRAD Student Records Highest score placed on transcript MDE recommends using the following status codes to represent the highest assessment score: –Pass –Not Pass –Blank Refer to pages of the Procedures Manual 68

SERVS Student – Phase I MDE website used to document alternate pathways for meeting GRAD requirements –Pass at individual rate –Mathematics alternate pathway –ELL exemption –Pass other state (reciprocity) MDE enters reciprocity 69

70 Resources

MDE Resources Weekly s Read weekly Assessment Update via Research and Assessment section of MDE website > Accountability Programs > Assessment and Testinghttp://education.state.mn.us

Pearson Information Pearson is the vendor for the Minnesota assessment system Contact Pearson with questions on ordering, materials shipments, and online testing –Phone: – –PearsonAccess: –SchoolSuccess:

MDE Assessment Contacts Area CodesContactNumber 507, 952 MDE Staff Jennifer Burton , 763 Tracy Cerda , 320 Julie Nielsen-Fuhrmann Additional Resource: Lisa Grasdalen Manager: Linda Sams Fax: