Test Material Processing Training Receipt and Return of Test Materials Winter 2017 This PowerPoint was created to support training of staff who handle secure test materials. Please supplement information in this PowerPoint template with information specific to your district and schools. This material should be augmented with special consideration appropriate for your local district and school. December 21, 2017 OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION If you are using a screen reader to view this presentation, please also read the script included in the Notes section.

Acronyms Assessment Support Systems Manuals and Guides User Role MI: Measurement Incorporated OSPI: Office of Superintendent of Public Instruction AIR: American Institutes for Research TIDE: Test Information Distribution Engine WCAP Portal: Washington Comprehensive Assessment Program Portal ARMS: Assessment Reporting Management System TCM: Test Coordinators Manual TAM: Test Administration Manual PIRG: Professional Standards and Security, Incident, and Reporting Guidelines TSSD: TA Script of Student Directions DC: District Test Coordinator DA: District Administrator SC: School Test Coordinator TA: Test Administrator This table lists acronyms and definitions used throughout this PowerPoint.

EOC Important Dates Important Winter Retake Administration Activities First due in district materials date 12/11/17 Additional order window opens for districts with first material drop date 12/12/17 Second due in district materials date 1/2/18 Open of the Winter EOC retake administration Close of the Winter EOC retake administration 2/2/18 Last day to return Winter EOC materials 2/9/18 Last day to submit District Administration and Security Reports The Winter EOC administration starts on January 2, 2018. When paper testing it is important that districts/schools adhere to the state mandated paper testing schedule, this includes all testing with accommodated forms. There will be no extensions to the paper testing window. If a school experiences conflicts with a testing schedule, or when a special unavoidable circumstance limits a student’s ability to be assessed during the state mandated schedule, a Modified Testing Schedule form may be submitted by the DC to the OSPI State Test Coordinator. Requests are submitted via email: Kimberly.DeRousie@k12.wa.us or by fax (360) 586-2728. All requests will be reviewed and notification of results will be provided to the DC.

Do’s and Don’ts of Handling Defective/Damaged Booklets When testing is complete, identify any damaged or biohazard materials. SC Do’s Do document test booklet security barcode on roster Do provide TA with new booklet Do verify completeness of transcriptions Do document incident on front cover of test booklet Do complete a Test Material Variance form Do return damaged booklet with non-scorable materials Do return test booklet with transcription in scorable materials Do call MI Helpdesk 1. 866.762.1056 to report biohazard material Proper reporting of biohazard booklets prevents security reports from being generated. The SC should follow the guidelines below for processing of damaged and biohazard materials: Document the damaged or biohazard test booklet security bar code number on the roster and provide a new test booklet to the TA. Verify transcription of student responses from biohazard test booklets into a clean test booklet, when possible. The DC is responsible for: Processing damaged or biohazard test booklets by complete a Test Material Variance form and fax information to the OSPI Assessment Operations office at 360 586-2728. Biohazard booklets not being returned to Measurement Incorporated (MI). Follow policy outlined in the PIRG on secure handling and destruction of biohazard materials. Ensuring that damaged booklets are returned to MI. Place a rubber band around any damaged booklets or slide them into a large clear plastic bag. DC Don’ts Don’t return biohazard materials to MI. Follow district policy on documenting and securely destroying

Responsibilities for Material Return Role Responsibility TA Prior to excusing students who have completed testing, account for all materials and clear all calculator memories. Promptly return all tests and ancillary materials to the SC. SC Follow your Test Security and Building Plan for material receipt, storage, and return of school testing materials to DC. Verify correct placement of student pre-ID labels. Process ancillary papers, according to state and district policy. DC Account for all test materials. Investigate and report missing materials using a Testing Incident Report. Note any missing materials on your District Administration and Security Report. Preschedule material pick up date no later than 5 business days at completion of each school test administration. Materials must be ready by 8 a.m. Retain the 15 digit tracking number on the bottom of the label for tracking purposes. Prior to excusing students from the testing session, TAs must: Collect and account for all test materials passed out to each student in support of the test session. Promptly return all testing materials to the SCs according to the Test Security and Building Plan. After receiving materials from each TA, SCs: Ensure that all materials checked out to the TAs have been returned. It is important to immediately inventory materials as they are collected so that a missing booklet can be immediately noted and retrieved. The roster can be used in support of this collection. Make sure that all ancillary papers used during the testing session are removed from the inside front cover of the test booklets. Ancillary papers will not be scored and may damage the scanners. Ancillary materials must be securely destroyed. Verify placement of Do Not Score and pre-ID student labels on the covers of test booklets. This is critical to ensure that MI processes booklets appropriately. To finalize materials processing, DCs: Verify that all secure test materials have been collected and accounted for prior to returning materials to MI. Document any missing materials by completing a Testing Incident Form and add a note on District Administration and Security Report. Are responsible for scheduling their own pickup date for winter and spring administrations. Return shipments must be scheduled no later than 5 business days at completion of each school test administration. If testing to the end of the window on February 2, you will return materials no later than February 9, 2018. Materials must be ready for pickup by 8 a.m. on your prescheduled date. Be advised that the driver who comes to pick up your materials may not be the same driver that normally comes. The return kit includes pre-printed ground return labels to attach to each box being shipped. These labels do not have a tab to tear off like the labels that were used in past administrations. Please make sure your materials have been packed as described in this training. Be sure to write down the tracking number (excluding the number in parenthesis, this will be a 15-digit number) from the bottom of the label so you will be able to track your shipment online at www.fedex.com or by calling 1-800-463-3339. Districts who have completed testing and would like to return materials early can call the MI Helpdesk for additional instructions.

Packaging Test Materials for Return Shipment Processing Materials Separate and remove all ancillary papers and securely destroy. Separate scorable from non-scorable materials. Organize scorable test booklets by content and grade. Pack all scorable test booklets securely in boxes they arrived in and affix a green scorable label to the tops of all scorable boxes. Record the number of each scorable box and the total number of scorable boxes on the labels (1 of __, 2 of __, etc.). Document the rannon-scorableges of serial numbers in each box of return materials for tracking purposes. Package testing materials securely in sturdy boxes and affix a red non-scorable label. During this final test material processing stage it is important to account for materials to ensure that each test booklet has been returned. This includes large print, Braille, and foreign language CDs. When sorting materials, verify that: All ancillary papers have been removed from the inside front cover of test booklets. Ancillary papers must be securely destroyed. Sort scorable and non-scorable test booklets into separate stacks. To process scorable test booklets: Sort by content area, then grade. Verify that each scorable test booklet has an AIR student pre-ID label applied to the front cover, in the designated area. Test booklets with hand written information will not be processed. If needed, print a label from TIDE and apply to the test booklet prior to returning to MI. All materials identified to be scored, must be returned under the green (scorable) labels. To process non-scorable test booklets you should: Pack all non-scorable materials securely into the return shipping box. There is no special sort required for non-secure materials. All materials identified as unused or that should not be scored, must be returned under the red (non- scorable) labels. This includes large print, Braille test booklets, and foreign language CDs.

Return to Scoring Contractor The following materials are secure and must be returned to MI immediately after testing concludes: Test booklets Accommodated forms Foreign Language CDs All scorable and non-scorable test booklets must be returned at the end of the test administration. Note: Foreign Language CDs are secure and must be returned to MI with your district’s non-scorable test materials. DO NOT DESTROY. Return ALL test booklets (standard, large-print, Braille, scorable and non-scorable) at the end of the test administration. Security Reports will be generated and sent to districts missing any materials listed above. Returning Large-Print, Braille and Foreign Language CD test kits Transcribed, pre-ID student test booklets are to be returned with districts’ scorable materials. Large print and Braille test booklets and foreign language CDs will be returned with districts’ non-scorable materials.

Preparing Boxes for Material Return Districts are responsible for scheduling their own pick-up date, no later than 5 business days after each schools test administration. All return shipments must be scheduled for pick-up no later than February 9, 2018. Return materials in the boxes that the test materials arrived in. Use cushioning materials, if needed, to keep materials secure. Use only Winter 2018 Return Shipping Labels. Be sure to retain your tracking number (15-digit number, no parenthesis) from the bottom of the Return Shipping Label. To report damaged or missing test materials contact the MI Help Desk: Tel 1. 866.762.1056, MIHelp@measinc.com For the winter EOC administration, DCs are responsible for prescheduling a material pick-up date. Return shipments must be scheduled for pick-up no later than 5 business days at completions of each schools test administration. If testing until the end of the window, the last date available for request of return is February 9, 2018. To ensure that test material boxes are prepared for FedEx pickup, you will need to: Use MI shipping boxes that your materials arrived in. If additional boxes are needed, district boxes may be used if they are of equal or greater strength. Copier paper boxes and boxes used for food transportation should not be used for return of test materials. Use cushioning materials, if needed, to keep materials from shifting during shipment. Remove or black out any old shipping labels, including the original shipping barcode, when packaging materials for return. Seal boxes securely with shipping tape. Use only the approved Winter 2018 Return Shipping labels provided to guarantee that your boxes can be accurately tracked when you ship them to MI. The return kit includes pre-printed ground return labels to attach to each box being shipped. Affix the FedEx ground return label directly on top of the original address label. Print the district name and address in the space provided on the return label. Important Reminders: Materials identified as missing or that have not been returned by the pick-up date will be identified by MI and provided to the state through a security report. If materials are identified as missing in your district, you will be contacted by the State Test Coordinator. An investigation will need to be conducted and findings reported back to the state. Please share with your team that late return of materials impacts school and district results. In addition, the late return of materials brings into questions the security of test content and authenticity of student score results, which could result in the invalidation of student test scores. DCs or DAs may contact the MI Help Desk if there are any problems packaging or returning test materials. For additional shipping labels or information regarding early return of test materials, contact the MI Help Desk, MIHelp@measinc.com, or 1-866-762-1056.

Non-Secure Ancillary and RS Materials The following materials should not be returned to MI: TAM: At the end of administration, recycle. TCM: At the end of administration, recycle. TA Script of Student Directions, recycle. Scratch/graph paper should be destroyed according to district policy. Unused student Pre-ID Labels should be destroyed according to district policy to ensure the confidentiality of student information. Unused Return Shipping Labels may be recycled after all materials have been returned to the contractor. Do not use for future administrations. Some testing materials are considered non-secure and should not be returned to MI. TAMs, TA Script of Student Directions and the TCM are non-secure, and should be recycled at the end of the test administration. Student pre-ID labels contain confidential student information and must be securely recycled/destroyed, according to your TSBP. Translated CD tip sheets are non-secure and should be recycled. Return Shipping Labels may be recycled. Do not reuse for later administrations.

Paper Test Supports on the Portal General Information User Guides and Manuals Modules EOC Glossaries and Translated Test Demos Test Administration Manual (TAM) Winter retake paper administration Test Coordinator Training Materials Available for Student Access TA Script of Student Directions Available for Braille, large print and foreign language CD kit Test Administrator Training District/School/Staff Security Reports Test Incident Report/Log Test Question Ambiguity Translated Student Directions Available in seven languages for single and three session administrations Assessment Update Webinars As training and support materials are created or updated they will post to the WCAP Portal. Communication for each posting is distributed through the WAW newsletter.

OSPI State Testing Web Site 2017-18 State Testing and Timelines Schedules: http://www.k12.wa.us/assessment/StateTesting/timelines-calendars.aspx District Test Coordinator Contact Information: http://www.k12.wa.us/TestAdministration/Contacts.aspx Test Administration Laws and Guidelines: http://www.k12.wa.us/TestAdministration/Laws/default.aspx This slide provides resources located on the OSPI web site in support of the Winter EOC administration.

Customer Support Issue Before Calling, Resolve Locally by: Contact Support General Test Information Visit the WCAP portal and review your WAW newsletters. Operations 360.725.6348, or assessment@k12.wa.us Missing Materials Missing materials are immediately reported to OSPI at 360-725-6348, and also need to be reported to MI. MI Help Desk 1.866.762.1056, or MIHelp@measinc.com Data, Pre-ID, and Report Card For data, student records and accountability refer to the SRMAAG. For TIDE issues refer to the TIDE Guide. Assessment Analysts 360.725.6109 assessmentanalysts@k12.wa.us Accommodations Refer to the GTSA. Select Assessment Office GTSA@k12.wa.us Graduation Alternatives Visit the Graduation Alternatives website. 360.725.6393 Graduation.alternatives@k12.wa.us DCs and trained DAs are the point of contact between the district and the state. DCs and trained DAs will contact OSPI, when necessary. OSPI will refer all school staff questions back to the DC and DAs for support. This will ensure that you receive the most up to date information including school district procedures and policies.

Revision Log Updates to the Module after December 21, 2017 are noted below. Section Slide Description of Change Revision Date If updates are needed throughout the school year, they will be outlined on this revision log and communicated in the WAW newsletter.