Test Material Processing Training Fall 2018 Template Training for School and District Staff This presentation contains a script in the notes section. If you are accessing this information with a screen reader, be sure you are reading the notes section as well as the text contained in the slides. THE NOTES ON THIS SLIDE ARE SPECIFIC TO THE DC, REVISION NEEDED FOR SCs & TAs: This PPT was created to support training of staff that support state testing. Please supplement with information specific to your district and schools. Published November 6, 2018 This presentation contains a script in the notes section. If you are accessing this information with a screen reader, be sure you are reading the notes section as well as the text contained in the slides.

Definitions and Acronyms AIR American Institutes for Research ARMS Assessment Reporting Management System DA District Administrator DC District Test Coordinator MI Measurement Incorporated OSPI Office of Superintendent of Public Instruction PIRG Professional Standards and Security, Incident, and Reporting Guidelines SBA Smarter Balanced Assessment SC School Test Coordinator Acronym Definition TA Test Administrator TAM Test Administration Manual TIDE Test Information Distribution Engine WAMS Washington Assessment Management System WCAP Washington Comprehensive Assessment Program As we move through this slide deck, there will be times that acronyms are used instead of fully displaying the name of a system or material. This slide displays several acronyms that include the definition. There also is a Definitions and Acronyms document posted to the WCAP Portal, at the address listed on the bottom of this slide. You can also perform a quick search by entering the word “Acronym” into the search field. A Definitions and Acronyms document is available on the WCAP portal: http://wa.portal.airast.org/ (search word Acronyms)

2018 Fall Important Dates Administration Grade Paper Test Window Material Due in District A/O Schedule Ship Materials to MI Security Reports Due Fall Smarter Balanced & OGL 11, 12 10/29 – 11/16/18 * 9/24 – 11/6/18 11/27/18 When paper testing, it is important that districts and schools follow the state mandated paper testing and material return schedule. This includes all testing with accommodated forms. Materials must be returned no later than five business days after the completion of each school's test administration. If testing into the last week of the state window, materials must be returned no later than the dates listed in the “Ship Materials to MI” column. * Fall material delivery depends on the date ordered; refer to the A/O schedule on the WCAP Portal.

Test Material Receipt Testing Materials will arrive via FedEx. Boxes will be labeled with the DC’s name and shipping address. Each box label references the appropriate school name and is numbered sequentially. Contents included in District Box 1: Box List District Packing List District Security Checklist Copies of the School Packing Lists Return Kit (Green scorable and red non-scorable return labels, FedEx return shipping labels, Return shipping instructions) Find the District Packing List and the School Packing List(s). Use these sheets to sort boxes by schools and verify that all materials have been received. Do not open shrink-wrapped packages that are not intended for immediate use. Follow instructions in your Test Security and Building Plan (TSBP) for district procedures and chain of custody for secure test materials. The box with the Return Kit may contain other administrative material. This box may also contain secure test materials; please verify by referring to the packing list. The district packing list contains the test booklet serial numbers in ranges. This will help to track booklets within schools. To help identify the test booklet to a student, MI has created a Security Checklist Roster in Excel format that is available through the TIDE “Orders” tab, under the “Track Shipments” tab. . Shrink wrapped packages of test booklets should not be opened unless they are in need of immediate use. The MI shipping boxes that your materials arrived in must be retained for return shipment of materials. Instruct SC’s on the procedures in the Test Security and Building Plan for collecting and accounting for materials. Communicate provisions for locked, secure overnight storage of all test materials. Monitor this process throughout testing.

Receipt of Test Materials in Schools Verify each school box is labeled with your school name and is sequentially numbered. Open box 1, and verify that it contains the following the following: Box List School Packing List School Security Checklist Pre-ID labels and print-on-demand labels DO NOT SCORE labels Return Kit Box 1 may also contain secure test materials, please refer to your School Packing List. Verify that all materials listed on the School Security Checklist have been delivered to your school. Do not distribute copies of secure test materials until just prior to testing. Instruct TA’s on the procedures outlined in your schools Test Security and Building Plan (TSBP) and chain of custody for secure test materials. SC’s receive materials and use the School Security Checklist to verify materials within school boxes. Immediately report any discrepancies to your DC. Box 1 contains administrative materials as in the Box List, School Packing List, etc. Locate the serial numbers of all secure material sent to your school and verify against the security checklist. Shrink wrapped packages of test booklets should not be opened unless they are in need of immediate use. Conduct test orientation activities and provide TA’s with a copy of the administration manuals, and other supporting materials that may be downloaded from the WCAP-portal. TAM’s are not secure and may be distributed before testing begins. Verify that each TA is familiar with the Test Security and Building Plan for processes including collecting and accounting for test materials. Monitoring this process throughout testing is important.

Responsibilities for Material Return Role Responsibility TA Prior to excusing students, account for all materials and clear all calculator memories Promptly return test materials to the SC SC Process ancillary papers, according to state and district policy Verify placement of student pre-ID labels Follow your Test Security and Building Plan for procedures for materials handling and return of materials to the SC, DC, and MI DC Investigate and report any missing materials using a Testing Incident Report Schedule material pick up date Retain the 15 digit tracking number on the bottom of the label for tracking purposes TA Responsibilities: Prior to excusing students from the testing session: Collect and account for all test materials passed out to each student in support of the test session. Clear all calculator memories. Return test materials to the SCs according to guidance in the Test Security and Building Plan. SC Responsibilities: Ensure all materials checked out to TAs have been returned. Immediate inventory of materials is important, a missing booklet can be immediately noted and retrieved. The roster can be used in support of this collection. Remove ancillary papers from test booklets. Ancillary papers will not be scored and may cause damage to 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. DC Responsibilities: Ensure all materials checked out to SCs have been returned. Missing materials generate security reports that will require DC action. Document missing materials by submitting a Testing Incident Form via ARMS. Note any missing materials on the District Administration and Security Report. Schedule material pickup date. Return shipments must be scheduled early enough to meet the return 5 business days after each school’s test administration ends. Materials must be ready for pickup by 8 a.m. Material return kits include return shipping labels. Pack materials according to the directions in this training. Be sure to write down the tracking number from the bottom of the shipping labels. Track your return shipment online at www.fedex.com or by calling 1-800- 463-3339. Materials must be returned no later than five days at completion of each school’s test administration window. If testing into the last week of the state window, materials must be returned no later than the dates listed in the “Material Returned by” column outlined on slide 3.

Handling Defective/Damaged Booklets When testing is complete, identify any damaged or biohazard materials. SC Actions Document test booklet security barcode on roster Provide TA with new booklet Verify completeness of transcriptions Document incident on front cover of test booklet DC Actions Return damaged booklet with non-scorable materials Return transcribed test booklet with scorable materials Report biohazard material to OSPI & MI and securely destroy Submit a Test Material Variance form via ARMS Proper reporting of test booklet issues prevents security reports from being generated. SC Responsibilities Document the damaged or biohazard test booklet security bar code number on the roster. Provide a new test booklet for transcription, when possible. Verify student responses have been transcribed from the biohazard test booklet into a clean test booklet. DC Responsibilities: Submit a Test Material Variance Form in ARMS for biohazard booklets not being returned to Measurement Incorporated (MI). Report the biohazard test booklet to the MI help desk 1.866.762.1056. Please do not return biohazard booklets with bodily fluid, such as blood or vomit, to MI. Follow the policy outlined in the Professional Standards and Security, Incident, and Reporting Guidelines (PIRG) on secure handling, destruction, and reporting of biohazard materials.

Secure vs. Non-Secure Materials Test & answer booklets Accessibility forms (large print, Braille, Spanish) ELA Listening Transcript SECURE Materials must be returned to MI TAM & TCM (recycle) TA Scripts of Student Directions (recycle) Scratch & graph paper (securely destroy) Unused Return Shipping Labels (securely destroy) Test tickets & student pre-ID labels (securely destroy) NON-SECURE Materials are recycled or securely destroyed The Secure Materials listed below must be returned to MI within 5 days of the end of each school’s test administration. Test and answer booklets Large Print test and answer booklets Braille test and answer booklets ELA Listening Transcript The Non-secure Materials listed below can be recycled at the end of the state test administration windows. Test Administration Manuals (TAMs) TA Script of Student Directions Test Coordinators Manual (TCM) Return Shipping Labels (Do not use for other administrations) The Ancillary Materials with Secure Information listed below contain secure and identifying information and must be securely destroyed at the end of each test administration. Test Tickets Unused student pre-ID labels

Processing Materials for Return Shipment Separate & remove all ancillary papers & securely destroy Separate scorable from non-scorable materials Organize scorable test booklets by content, then grade Scorable booklets should be packed securely in boxes with a green scorable label Record each box & the total number of scorable boxes on the labels (1 of __, 2 of __, etc.) Document the serial numbers on each box of return materials for tracking purposes Non-scorable test materials should be packed securely in boxes with 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. When sorting materials, verify that: All ancillary papers are removed and securely destroyed. Scorable materials have been sorted from non-scorable test booklets. Scorable test booklets should be first sorted by content, then by grade. Verify that each scorable test booklet has a student pre-ID label. Test booklest without pre-ID labels, or with hand-written information will not be processed. If additional student labels are needed, they can be printed from TIDE. Materials identified as scorable must be returned under the green (scorable) labels. Non-scorable are not required to be sorted. Non-scorable test booklets should be packed securely in return shipping boxes. Materials identified as non-scorable must be returned under the red (non-scorable) labels.

Preparing Boxes for Return DCs are responsible for scheduling the pick-up date Materials must be returned no later than 5 business days at completion of each school’s test window Return materials in the boxes that they arrived in Use Return Shipping labels from current administration Be sure to retain your tracking number from the bottom of the Return Shipping Label DCs are responsible for scheduling a material pick-up date. Be sure to schedule your test material pick-up early enough to meet the return requirement of 5 business days at completion of each school’s test administration. To ensure that test material boxes are prepared for FedEx pickup, you will need to: Return your shipment using the shipping boxes that your materials arrived in. Other 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 prevent materials from shifting. Remove or black out any old shipping labels and the original shipping barcode. Seal boxes securely with shipping tape. Use pre-printed ground return labels provided in your return kit. If additional return labels are needed contact the MI help desk. Affix the return label directly on top of the original address label. Print the district name and address in the space provided on the return label.

Special Handling Considerations Does the number of materials packaged for return, match the security report received with your initial shipment & any additional orders placed? When applicable, have you reported any materials not accounted for or not returned to MI? Have student responses in Large Print and Braille SB test booklets been transcribed into the standard print answer booklet that arrived in the accommodated kit? If you have answered yes to all of the questions above, you are now ready to schedule your FedEx pickup. Smarter Balanced Math and ELA - Large Print and Braille test booklets must be transcribed into the standard print answer booklet that arrived with the accommodated kits. 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. On the next slide we will walk through the steps taken when additional follow up is required.

Security Report Process The flow chart below describes the process between district, OSPI, and MI when materials have not been returned. In this scenario if the district is able to promptly provide OSPI with the requested information, no further action is required. District returns most test materials within the mandatory shipping window MI receives & processes district shipment, identifying when materials were not returned Unaccounted for materials initiates a security report to be generated & sent to OSPI Initial communication sent: DCs review records & provide tracking numbers MI will process materials and identify any materials that were shipped to districts and not checked back in. Materials not checked in at MI generate Security Reports MI sends Security Reports to OSPI Assessment Operations office sends an email communication to DCs and DAs alerting them to the missing materials When necessary, we will ask DCs to investigate discrepancies. First communication – Alerts the district of possible missing materials DCs are asked to review records to ensure materials were shipped on schedule Locate materials not yet shipped Provide tracking numbers for return materials District Administration and Security Reports are due to OSPI no later than five business days after the conclusion of the test administration window. OSPI updates records and notifies MI if materials were recently shipped Materials arrive at MI and district is removed from next security report. DC receives email that materials have been checked in & no further action is required.

First OSPI Communication Reporting Schedule The table below outlines the schedules that the security process will follow for the 2018 Fall Retake administration. Administration Test Window Closes Materials Returned 1st Security Report First OSPI Communication Fall 2018 11/16/18 11/27/18 11/30/18 12/5/18 For the 2018 Fall administration the security reporting process will follow the schedules outlined below. Fall 2018 SB and OGL administration paper-pencil testing ends on 11/16/18, test materials are due to be shipped back to MI by 11/27/18, MI will provide OSPI with the first security report on 11/30/18, with new reports generated weekly, until all missing materials cases have been closed.

Paper Test Supports on the Portal Visit the WCAP portal at wa.portal.airast.org General Information Glossaries MASA Important Dates A/O Schedule Test Material Variance form Manuals & User Guides TCM TAM TA Script Translated Directions Modules Test Coordinator Training Assessment Update Webcast TA Training ARMS Training The test supports listed above support test material processing and are available on the WCAP portal.

DCs & Trained DAs Customer Support Issue Before Calling, Resolve Locally by: Contact Support General Test Information Visit the WCAP portal & review your WAW newsletters Assessment Operations, 360.725.6348, or assessment@k12.wa.us Missing Materials Missing materials are immediately reported to OSPI via ARMS, & also need to be reported to MI ARMS: https://eds.ospi.k12.wa.us/ MI Help Desk, 1.866.762.1056, or MIHelp@measinc.com Data, Pre-ID, & Report Card For data, student records & accountability refer to the SRMAAG For TIDE issues refer to the TIDE UG Assessment Analysts, 360.725.6109 assessmentanalysts@k12.wa.us Accessibility Features Refer to the Guidelines on Tools, Supports, & Accommodations Select Assessment Office, GTSA@k12.wa.us Graduation Alternatives Visit the Graduation Alternatives website Graduation Alternatives, 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 your school staff receive the most up to date information including school district procedures and policies.

Revision Log Updates to the Module after November 6, 2018 are noted below. Section Slide Description of Change Revision Date Blank If updates are needed, they will be outlined on this revision log and communicated in the WAW newsletter.