Georgia Alternate Assessment Mid-Year Administration Workshop 2012-2013

Mid-Year Administration Workshop The PowerPoint is located in the GAA Presentations Portlet at this location: http://www.doe.k12.ga.us/Curriculum-Instruction-and-Assessment/Assessment/Pages/GAA-Presentations.aspx While you are waiting, please attend the following tasks: Use the Audio Setup Wizard in the Tools Menu to configure and test your audio settings before the presentation begins. To eliminate interference from background noise in your area, leave the Talk Button on mute. Due to the number of participants, we request that questions are submitted via the Chat Box. Login with your name and the name of your district beside it (e. g., Deborah Houston – Colquitt County). If you have already logged on, place your name and district name in the Chat Box.

Topics Covered in this Presentation Updates for 2012-2013 Key Dates System Test Coordinator Responsibilities School Test Coordinator Responsibilities Beyond Logistics- Supporting the Assessment Process Support Role Completing the SDIF Portfolio Organization Portfolio Review Transfer Students Test Security Contact Information

Updates for the 2012-2013 Administration

Updates for the 2012-2013 Administration Three different Student Demographic Information Forms are being used in the 2012-2013 administration of the GAA SDIF for grades K and 3-8 Form is green SDIF for High School (regular administration) Form is orange SDIF for High School Retest (GPS) Form is blue

SDIF for Grades K and 3-8

Must use the Grades K, 3-8 form SDIF for Grades K and 3-8 Must use the Grades K, 3-8 form Be certain that the SDIF form marked Grades K, 3-8 is used for all students in those grades taking the GAA.

SDIF for High School

Must use the High School form SDIF for High School Must use the High School form Be certain that the SDIF form marked High School is used for all high school students taking the GAA for the 1st time.

SDIF for High School Retest

SDIF for High School Retest Must use the High School Retest form Be certain that the SDIF form marked High School Retest is used for all high school retest students.

Updates for the 2012-2013 Administration Two different Electronic Entry Sheets are being used in the 2012-2013 administration of the GAA: The Entry Sheet for “Kindergarten, Grades 3-8, and High School” The Entry Sheet for “High School Retest” (GPS)

Electronic Entry Sheet for grades K, 3-8, and High School Must use the K, 3-8, & HS Entry Sheet If submitting a blue binder for students in K, Grades 3-8, High School (1st time tester), the “K, Grades 3-8, & HS Entry Sheet” must be used.

Electronic Entry Sheet for High School Retest Must use the HS Retest Entry Sheet If submitting a black binder for retest, the “High School Retest Entry Sheet” must be used.

Reminders for the High School Assessment The High School Mathematics Blueprint Retest Opportunities for the High School GAA

Reminders for the High School Mathematics Blueprint The mathematics courses assessed for the GAA must be selected based upon the high school math course offerings designated by the local system. Integrated courses for Math I and Math II Discrete courses for GPS Algebra and GPS Geometry

Reminders for the High School Mathematics Blueprint It is a requirement that both mathematics entries on which a student is assessed come from the same course. If taking the integrated courses, the student must be assessed on Math I and Math II. If taking the discrete courses, the student must be assessed on GPS Algebra and GPS Geometry.

Reminders for the High School Mathematics Blueprint DO NOT assess students on any combination of integrated and discrete courses! For example: A student who is assessed on Mathematics I for the first mathematics entry and on GPS Geometry for the second mathematics entry will receive a nonscorable code for the second mathematics entry. This will result in a nonscorable entry.

High School Mathematics Blueprint Integrated Math Math I and Math II

High School Mathematics Blueprint GPS Algebra & GPS Geometry Discrete Math

Retest Opportunities for the High School GAA Students pursuing a diploma, who are assessed on the GAA and do not achieve a proficient score in one or more content areas, will be offered retest opportunities.

Retest Opportunities for the High School GAA Retesting is required only in the content area(s) for which the student achieved a proficiency level of Emerging Progress (not proficient). For each content area requiring a retest, both entries for the content area must be submitted. If the student was not proficient due to receiving a “1” in Generalization, he/she must be retested in all 4 content areas.

Retest Opportunities for the High School GAA Retest Option 1: Completed Administration opened on 9/4/12; High School portfolios were returned to Questar by 11/9/12. System received reports the week of 1/14/13. Retest Option 2: Open Administration opened on 9/4/12; High School portfolios are returned to Questar by 3/29/13. Systems will receive reports the week of 6/3/13. Retest Option 3: Open Administration opened on 1/7/13; High School portfolios are returned to Questar by 3/29/13. Systems will receive reports the week of 6/3/13.

Materials for High School Retest (GPS) Blue High School Student Demographic Information Forms (SDIF) Black Portfolio Binders Administration Forms Return Shipping Instructions

Retest Materials Systems with students who did not pass one or more content areas on the High School GAA received retest materials in August: GAA High School retest materials were included in Shipment 1 Arrived in systems August 27–29, 2012 Black Portfolio Binders Blue High School Student Demographic Information Forms (SDIF) Retest Return Kits

Retest Materials The BLACK PORTFOLIO BINDERS must be used when administering the High School Retest. Be certain to use the SDIF designated High School Retest. Pre-ID Labels ARE NOT used for the High School Retest. Hand-coding of all information requested on the High School SDIF is required if the student is a retester.

Key Dates 2012-2013 Administration

Key Dates: Materials Receipt Shipment 1 – August 27-29, 2012 Examiner’s Manuals School and System Test Coordinator’s Manuals Informational Brochures Blue student binders – used for grades K, 3-8, & High School Black student binders – used for High School Retest SDIF – Blue High School Retest (GPS) version Retest Return kits – used for high school retest only Vinyl media pouches Media pouches are intended only for portfolios that contain videos, DVDs, flash drives, or other such media.

Key Dates: Materials Receipt Shipment 2 – February 4–5, 2013 Main Administration SDIFs green grades K, 3-8 orange High School blue High School Retest (GPS) Return kits – all grades (K, 3-8, High School, Retest) Pre-ID Labels – for grades K, 3-8 & High School (students assessed for 1st time in grade 11)

Key Dates: Materials Receipt Important Reminder Use the return kit provided in Shipment 2 to return blue and black binders. Pre-ID Labels ARE NOT used for the High School Retest.

Key Dates: Student Enrollment GAA enrollment count collection window: October 29 – November 30, 2012 Materials may be ordered for new students by contacting Questar’s Customer Service Call Questar’s GAA Customer Service at (866) 997-0698 E-mail Questar’s GAA Customer Service at GA@QuestarAI.com

Key Dates: Materials Return The administration window closes on March 29, 2013 The window for returning materials is March 15 through March 29, 2013. Materials from all of the schools must be collected before scheduling a return shipment. Early return is encouraged and appreciated! ALL materials MUST be shipped to Questar no later than March 29, 2013. Please make sure materials are returned on time; portfolios returned late will NOT be scored.

System Test Coordinator Responsibilities Logistics

System Test Coordinator Responsibilities Materials and Distribution Receive GAA materials and verify that the correct material amounts have been shipped to you. If additional materials are needed, order using the “Additional Materials Order Form” on page 21 of the School and System Test Coordinator’s Manual.

System Test Coordinator Responsibilities Distribute GAA materials to the School Test Coordinators. Media pouches should be distributed only to teachers who specifically request them for audiotapes, videotapes, or computer discs – there is a limited supply. The retained boxes which the binders arrived in, in August, shall be used for returning materials to Questar in March.

System Test Coordinator Responsibilities Return Instructions Set an appropriate return date for your system and inform teachers. Receive and inventory the binders from your schools. Pack the binders in the cartons in which they were received. Portfolios must be organized by grade for each school. Portfolios from multiple schools may be packed together in one carton (organized by school & grade). Destroy manuals and other partially used or unused materials.

System Test Coordinator Responsibilities Complete the Transmittal Form found in the Return Kit If a school in the system participated in the GAA but is not listed on the Transmittal Form, write the school name and state-assigned system and school code on a blank line. Follow the instructions on the form providing all of the information requested. Place the Transmittal Form on top of the binders in Box 1 of your shipment. Please complete the Feedback Form (located on page 19 of the coordinator’s manual) and place it in Box 1 along with the Transmittal Form.

Transmittal Form The Transmittal Form is used to indicate the number of binders being returned for each school in the system as well as the total number of binders being returned for the system. The form is used at Questar to verify all binders have been received that were sent by the system.

System Test Coordinator Responsibilities Seal the boxes securely and place one Questar “GAA Materials" return shipping label on each box. In the lower left corner of each label, write the number of the box and the total number of boxes (i.e., Box 1 of 1; Box 2 of 4; etc.) to be shipped to Questar. “GAA Materials” Return Shipping Label (PINK labels) UPS Shipping Label Box 1 0f 3

System Test Coordinator Responsibilities Using the directions given in the Return Kit, call UPS the day before materials are to be returned to schedule the pick-up. Keep the UPS “Return Service Customer Receipt” for your records. Remember: materials must leave the system no later than March 29, 2013. If you have any questions about the return process, please call Questar Customer Service at 1-866-997-0698.

School Test Coordinator Responsibilities Logistics

School Test Coordinator Responsibilities Materials and Distribution Receive testing materials from your System Test Coordinator. Verify quantities so that there is one binder for every student participating in the GAA. Review GAA pre-id labels; discard labels for students who are not participating in the GAA. Assemble GAA materials and distribute to the test administrators. Vinyl media pouches can be requested from the System Test Coordinator as needed (for audio/video tapes or DVDs only).

School Test Coordinator Responsibilities Verify that a Validation Form for each student was completed and signed by the test administrator and the building administrator. Should either signature be missing, please secure the needed signature before submitting the binder. No exceptions! Please complete the Feedback Form (located on page 19 of the coordinators’ manual) and place it in Box 1 of your shipment.

School Test Coordinator Responsibilities Return Instructions Collect portfolios from every teacher in the school who assessed students on the GAA. Make sure that the portfolio contents are organized correctly and that the forms are legible. Verify that the appropriate Student Demographic Information Form (SDIF) was completed accurately and placed in the vinyl overlay on the front of the binder. If a pre-ID label was used, make certain that it was placed in the appropriate space on the SDIF.

School Test Coordinator Responsibilities Pack the binders in the shipping cartons in which they arrived. Binders must be organized by grade, but more than one grade can be placed in a shipping carton. Extraneous GAA materials that are not being submitted (such as partially completed forms or other GAA-related documentation) should be returned to the System Test Coordinator on or before the date the shipment leaves the school system.

School Test Coordinator Responsibilities The School Test Coordinator Checklist for Returning Portfolios can be found on pages 17 and 18 of the School and System Test Coordinator’s Manual. As a reminder, there are checklists in each manual designed to ensure the portfolio is compiled correctly. GAA Examiner’s Manual (pages 52-55) System and School Test Coordinator’s Manual (page 17-18)

Supporting the Assessment Process Beyond Logistics Supporting the Assessment Process

The Support Role Before the assessment window closes: Review portfolios to ensure that all requirements have been met: Has the SDIF been completed correctly and placed under the vinyl overlay on the front of the portfolio binder? Have all forms been filled out completely, legibly, and accurately? Have the contents of the portfolio been organized correctly? Have the required standards been assessed? Have the correct number of entries been included for each grade and content area? Does each entry have both Primary and Secondary Evidence for both Collection Period 1 and Collection Period 2?

The Support Role Before the assessment window closes: Review portfolios to ensure that all requirements have been met: Use the checklists in the GAA Examiner’s Manual to ensure evidence is annotated appropriately (pages 50-52) Review the nonscorable codes to avoid potential problems.

The Support Role The following slides will provide a quick overview of the information that should be reviewed and verified before the portfolio is submitted. Student Demographic Information Form (SDIF) Portfolio and evidence organization Reminders for Portfolio Reviewers

Student Demographic Information Forms A Student Demographic Information Form must be completed and submitted for each student participating in the GAA. The SDIF will be used to identify the student for reporting purposes. This form is a machine-scanned document (scannable). Do Not Photocopy–Photocopies will not scan.

Student Pre-ID Label Student Pre-ID labels have been provided for use on the Student Demographic Information Form. (These labels contain the information requested in boxes B-D, F-G, and I on the SDIF.) If using the student pre-ID label, affix it within the dotted lines on the SDIF so that it covers a portion of the student name grid. Direction of label is not a factor. Complete boxes A, E, H, K, and J (if applicable). If a pre-ID label is not used, manually complete all required information in Boxes A–I (Grade K,3-8 SDIF) / Boxes A–I (High school SDIF). For High School Retest, Boxes A–I must all be completed.

Instructions for Completing the SDIF Step-by-step instructions are provided on pages 3 and 4 of each type of SDIF. Remember to detach the instruction sheet before placing the completed form in the vinyl overlay on the front of the student’s binder.

SDIF – Grades K and 3-8: Page 1 If a pre-ID label has been provided for the student testing, place the label in the appropriate space on the SDIF. It is important that the pre-ID label be placed properly within the dotted lines provided on the SDIF. Complete Boxes A, J (if applicable), K, L, M, N, and O (if applicable), even if a pre-ID label is provided. If no pre-ID label is provided, manually complete all boxes of the form. Insert the completed form in the clear vinyl overlay on the front of the student’s binder. Remember, this form will be scanned. DO NOT 3-hole punch the form, and DO NOT place it inside the binder. Pre-ID Label affixed within dotted line.

SDIF – Grades K and 3-8: Page 2 Follow the directions carefully to fill in the Strand information in Box L. Fill in the letters of the teacher’s first initial and last name in Box M. **NOTE** Boxes N and O are to be completed only as directed by the GaDOE.

SDIF – High School: Page 2 Follow the directions carefully to fill in the Strand information in Box L. Fill in the letters of the teacher’s first initial and last name in Box M. **NOTE** Boxes N and O are to be completed only as directed by the GaDOE.

SDIF – High School Retest, Page 2 Complete Box L to indicate the content area (s) being rested. Follow the directions carefully to fill in the Strand information in Box L. Fill in the letters of the teacher’s first initial and last name in Box M. **NOTE** Boxes N and O are to be completed only as directed by the GaDOE.

Portfolio Organization Ensure that the portfolio is complete and organized correctly.

Divider 1 – Student Information This form is a required document that must be completed and signed by both the Building Administrator and the person responsible for submitting the portfolio. Refusal to sign the Validation Form is NOT an option.

Divider 1 – Student Information This form should be signed by the parent or guardian so that the portfolio may be used for training Georgia educators. If not signed, portfolio will still be scored.

Divider 2- English/Language Arts Grades K, 3-8, and High School Secondary Evidence Primary Evidence Entry Sheet 1 English/Language Arts Entry Sheet 2 Collection Period 1 Collection Period 1 Collection Period 2 Collection Period 2

Divider 3- Mathematics Grades K, 3-8, and High School Secondary Evidence Primary Evidence Entry Sheet 1 English/Language Arts Entry Sheet 2 Secondary Evidence Primary Evidence Entry Sheet 1 Mathematics Entry Sheet 2 Entry Sheet 1 Mathematics Entry Sheet 2 Mathematics Collection Period 1 Collection Period 1 Collection Period 2 Collection Period 2

Divider 4- Science Grades 3-8 Secondary Evidence Primary Evidence Entry Sheet Science Collection Period 1 Collection Period 2

Divider 5- Social Studies Grades 3-8 Secondary Evidence Primary Evidence Entry Sheet Social Studies Collection Period 1 Collection Period 2

NOTE: High School Science -- 2 entries are required Secondary Evidence Primary Evidence Entry Sheet 1 Science Entry Sheet 2 Collection Period 1 Collection Period 1 Collection Period 2 Collection Period 2 65

NOTE: High School Social Studies-- 2 entries are required Secondary Evidence Primary Evidence Entry Sheet 1 Social Studies Entry Sheet 2 Collection Period 1 Collection Period 1 Collection Period 2 Collection Period 2 66

Entry Evidence Organization (e.g., Reading Comprehension Standard) Collection Period 1 Initial/Baseline Collection Period 2 Progress Primary Evidence Secondary Evidence Reminder: Dates on Primary Evidence for Collection Period 1 and Primary Evidence for Collection Period 2 must be a minimum of 14 calendar days apart. Secondary Evidence

The Importance of Portfolio Review

The Importance of Portfolio Review Use the Checklist for Teachers and Portfolio Reviewers to ensure that all evidence and documentation requirements have been met (page 55 of the GAA Manual). Each of the 4 tasks submitted for the entry must be reviewed for alignment. Tasks must be academic All 4 tasks must demonstrate connection to the standard and element Instruction precedes assessment; task must provide evidence of student’s assessed performance after instruction. Checklist can be found on page 53 of the manual. 69

The Importance of Portfolio Review When reviewing evidence documentation, the teacher and portfolio reviewer must ask him or herself the following questions: What, specifically, was the student asked to do as it aligns to the standard and element? What were the actual questions/actions asked of the student? What were the student’s answers? How did he/she respond? Were the answers/responses correct? Has evaluation of student performance by the teacher been clearly documented? What was the type and frequency of prompting required for the student to successfully complete the task?

The Importance of Portfolio Review Task descriptions, though brief, must be clear and written with sufficient information to tie the task to the intent of the standard and element/indicator. Observation and Interview Forms must be written to describe the specific responses and level of performance for each individual student. If documenting a group activity, be specific about what was asked of the individual student, how and in what manner he/she responded, and whether his/her response was correct. Annotations that are too generic or non-specific could result in the entry being nonscorable. 71

Transfer Students & Test Security

Transfer Students – Within State For in-state students who change schools or who were not previously enrolled in a Georgia public school during the assessment window: The sending system is responsible for transferring the student’s portfolio (including a signed validation form and all evidence previously collected) to the receiving system (Suggestion: transfer via a trackable delivery method). IDEA requires that educational documents follow the student in a timely manner. If you experience difficulty getting a portfolio, the System Test Coordinator or Special Education Director should contact the GaDOE Assessment Division or the Special Education Services Division for assistance.

Transfer Students – Out of State Students enrolling in a Georgia school from another state after January 1, 2013: Must have at least the first Collection Period completed Box J – This box is to be completed ONLY for students enrolling in a Georgia school from another state after January 1, 2013. If a Not Complete portfolio is being submitted, fill in the circle for each content area(s) assessed.

Test Security The GAA is an ongoing assessment that takes place in the classroom. Teachers need ready access to materials. Student work and GAA documentation should be secured (in the classroom) when not in use. Completed portfolios must NOT be photocopied. The portfolio is a secure test document like any other. System Test Coordinators should collect and destroy other GAA-related materials that are not included in the portfolio. printed materials soft copy, electronically downloaded materials It is not necessary to collect or destroy unused student work.

Test Security While the GAA materials themselves are not considered secure materials, student work and entries are secure once they have been chosen as assessment evidence and placed in the GAA portfolio binder. Maintaining security of all student materials is crucial to obtaining valid and reliable assessment results. 76

Test Security Given the unique features of the GAA (such as the test window), test security must be considered and attended to throughout the school year and not just during the portfolio submission phase. Content entries are considered secure once they are included in the assessment binder. The assessment binder should not be removed from the school building, except when sign-out procedures are in effect for the purpose of peer reviews. 77

Test Security Once compiled into the portfolio, student work and materials being used for the purposes of the GAA must be kept in locked storage in the classroom– except during use. Access to those materials must be restricted to authorized individuals only. It is the direct responsibility of all individuals who administer the assessment to follow security procedures and protect the integrity of the assessment process. 78

Test Security Any action which compromises assessment security or leads to the invalidation of an individual student’s or a group of students’ test scores will be viewed by the Georgia Department of Education (GaDOE) as inappropriate use or handling of tests and will be treated as such. Any concern regarding test security must be reported to GaDOE immediately.   Assessment Division staff members are available to help system personnel develop and implement appropriate assessment security procedures. 79

Irregularities and Invalidations Situations That Could Result In An Irregularity or Invalidation: Failure to adhere to administration procedures Fabricating, altering, or modifying evidence Misrepresenting the student’s involvement in the tasks or his/her subsequent achievement/progress Submitting photocopied evidence Important Note: These cases must be reported on the GaDOE portal immediately. Depending on the circumstances, Systems should be prepared to respond to GaDOE inquiries within 24 hours.

Contact Information Deborah Houston, GaDOE Assessment Division Dhouston@doe.k12.ga.us (404) 657-0251 Kayse Harshaw, Division for Special Education Services Questions about curriculum access for students with significant cognitive disabilities Kharshaw@doe.k12.ga.us (404) 463-5281 Questar GAA Customer Service Hotline GA@QuestarAI.com Toll free (866) 997-0698 Mention Evaluation link at the end of the presentation

GAA Resources The following materials are available from the GAA web page: http://www.gadoe.org/Curriculum-Instruction-and-Assessment/Assessment/Pages/GAA-Resources.aspx Examiner’s Manual School and System Test Coordinator’s Manual Score Interpretation Guide Forms Blueprint Division for Special Education Services and Supports Access to the Common Core Georgia Performance Standards (CCGPS) for Students with Significant Cognitive Disabilities can found at http://gadoe.org/ci_exceptional.aspx The CCGPS/GPS Resource Board -A repository of activities that are aligned at an access level to the CCGPS (Math and English Language Arts), and the GPS (Science, Social Studies, and High School Math). Double click on the link

2012 Fall Training Webinars  Fall Training Presentations: GAA Updates and HS Retest August 13, 2012 GAA Fall 2012 Training for New Examiners August 14, 2012 GAA Documentation and a Review of Scoring August 21, 2012 GAA Preparing Students for Assessment and Alignment August 27, 2012  Located on GAA Presentations webpage http://www.gadoe.org/Curriculum-Instruction-and-Assessment/Assessment/Pages/GAA-Presentations.aspx

Access to CCGPS/GPS Resources Electronic Resource Board for Access to the CCGPS/GPS for Students with Significant Cognitive Disabilities The Access to the CCGPS/GPS Resource Board contains: Free downloadable activities and materials for use with students with significant cognitive disabilities across grade levels and curricular areas Resources (internet, literature, etc.) to provide access to the general education curriculum Adapted stories for all grade levels and directions on acquiring adapted literature Instructions for acquiring adapted books Instructional strategies and best practice guidelines Data Sheets Georgia Alternate Assessment (GAA) suggestions/tips Georgia Project for Assistive Technology (GPAT) information Activities and materials for High School Access Courses To register and receive your password for the Access to the CCGPS/GPS Resource Board for Students with Significant Cognitive Disabilities: send an e-mail with first/last name and preferred e-mail address to one of the following persons: Kayse Harshaw (sharshaw@doe.k12.ga.us) Debbie Reagin (dreagin@doe.k12.ga.us)