1 Ohio Graduation Tests (OGT) (F-2) District Test Coordinator and Building Test Coordinator Review of Procedures

2 Overview of Changes for OGT 2008–2009 New calculators Two-sided demographic information on answer documents Generic Pre-ID labels

3 Overview of Changes for OGT 2008–2009 (Cont.) Tracking used and unused answer documents Boxing senior/graduating student answer documents separately Modifications to readable serial number

4 Texas Instruments: TI-30X IIS New Calculators (Cont.)

5 Texas Instruments: TI-30X IIS o Fall shipment on September 15  Orders based on spring fail counts  JVSDs will be included o Spring shipment on February 2  Orders based on grade 10 enrollment Additional calculators may be purchased through Copco, the distributor, at , and at multiple retail outlets New Calculators (Cont.)

6 Two-Sided Demographic Page Front page—to be completed by all

7 Inside front page: To be completed if no Pre-ID label is available

8 Two-Sided Demographic Page If Pre-ID label is used, there is no need to fill out inside front cover. If generic label is used, additional information must be filled in on inside front cover. If no Pre-ID label or generic label, bubble district and school IRN in place of using header sheets.

9 To be used when no Pre-ID label is available Generic Pre-ID Labels

10 Generic Pre-ID Labels (Cont.) Contains district and school names and IRNs. Still requires bubbling of all other information on back of two-sided demographic page. Generic labels are not available for students enrolled in JVSDs.

11 Tracking Answer Documents All answer documents, used and unused, must be returned. Unique barcodes are printed on all answer documents. All answer documents are checked in during receiving. Information about returned answer documents will be posted in TIDE so districts can check for any missing answer documents.

12 Returning Answer Documents Used answer documents: Box separately Use Blue Return Box label

13 Returning Unused Answer Documents Unused answer documents: Box with test booklets and CDs Use Salmon Return Box label

14 UPS-RS Label For the fall and summer administrations, all boxes shipped to DRC must have UPS-RS labels on them.

15 UPS-RS Label (Cont.)

16 Graduating Senior Answer Documents Box separately: o Use Blue Return Box Label o Use Yellow “Seniors and Other Graduating Students Only” Box Label DRC will send empty flat boxes.

17 Graduating Senior Answer Documents (Cont.) Yellow “Seniors and Other Graduating Students Only” Box Label

18 Serial Number The human-readable serial number has been enlarged. Only the eight numbers on the right side should be used.

19 Tracking Returned Answer Documents in TIDE Starting November 17 for the fall OGT administration, the serial numbers for answer documents that have been returned to DRC and checked in will be listed in TIDE. If the answer document has a Pre-ID label, the student’s name and birthdate will also be listed in TIDE. If there is no Pre-ID label, the student’s name and birthdate will be listed in TIDE after the document has been scanned. If an answer document is listed as “pending” in TIDE, DRC has not yet checked it in. There may be a period of several days after an answer document is received at DRC before it is checked in.

20 Ohio Graduation Tests (OGT) Test Schedule and Procedures

21 October 2008 Test Schedule October 10—DTCs receive materials from Data Recognition Corporation via UPS October 15—BTCs receive materials from DTCs October 27–November 9—Test window

22 October 2008 Test Schedule (Cont.) November 3 —First automatic pickup of scorable answer documents from nonpublic, community and JVS schools and public districts with only one school November 4—First automatic pickup of scorable answer documents from public districts with more than one school November 4–14—Return of remaining scorable answer documents to DRC November 14—Return of remaining nonscorable test materials and unused answer documents to DRC

23 October 2008 Test Schedule (Cont.) December 15—Senior rosters posted January 8, 2009—Printed reports delivered; downloadable and interactive data posted

24 March 2009 Test Schedule March 2—DTCs receive materials from DRC March 5—BTCs receive materials from DTCs March 16–29—Test Window March 23—First automatic pickup of scorable answer documents from nonpublic, community and JVS schools and public districts with only one school

25 March 2009 Test Schedule March 24—First automatic pickup of scorable answer documents from public districts with more than one school March 25–April 3—Return of remaining scorable answer documents to DRC April 3—Return of remaining nonscorable test materials, including unused answer documents, to DRC May 18—Senior rosters posted May 28—Final results due

26 June 2009 Test Schedule Summer testing is optional. June 15–28—Test window June 15–July 3—Return of scorable answer documents to DRC June 18–July 8—Return of nonscorable test materials, including unused answer documents to DRC August 3—Senior rosters posted August 25—Printed reports delivered; downloadable and interactive data posted (No automatic pickup of answer documents; DTCs or BTCs must arrange pickup with UPS)

27 Before Testing Test materials are packaged by school; shipped to district. All OGT boxes will have a pink dot on them. The District Box will be a white box and will have a green round sticker labeled “District Materials Enclosed.” The District Box will include your packing list and other administrative materials—including your Return Kit Packet. Receiving, checking and distributing test materials (for DTCs):

28 Before Testing (Cont.) The first item in the white District Box will be the School Box Range Sheet. Receiving, checking and distributing test materials (for DTCs):

29 Before Testing (Cont.) Use the School Box Range Sheet to verify the total number of boxes sent to you and then sort the boxes of test materials by building. If you did not receive a box for a building that is testing, please call the OGT Help Desk and press “1.” Receiving, checking and distributing test materials (for DTCs):

30 Before Testing (Cont.) The District Packing List itemizes the overage materials (5%) provided for your district. The packing list identifies the box each item is in. Receiving, checking and distributing test materials (for DTCs):

31 Before Testing (Cont.) The District Security Checklist Receiving, checking and distributing test materials (for DTCs):

32 District Security Checklist The District Security Checklist provides a range of all overage secure materials sent to the district. It also lists every secure item. Use the District Security Checklist to inventory your secure material. If there is missing or damaged material, note it on the Secure Material Resolution Form. Receiving, checking and distributing test materials (for DTCs):

33 Before Testing School administrative material, such as the packing lists and security checklist, will be in the white box marked “Packing List Enclosed.” Use the school security checklist to inventory materials (retain documentation for returning materials after testing). Receiving, checking and distributing test materials (for BTCs):

34 School Security Checklist

35 Before Testing (Cont.) Report any discrepancies to your DTC immediately. Do not open shrink-wrapped packages until test day. Place test materials in secure storage until day of testing. Receiving, checking and distributing test materials (for BTCs):

36 Basic Guidelines for Test Administration Student record responses in the OGT scannable answer document only; responses must be written with a No. 2 pencil only; do not use mechanical pencils. All answer documents are administration specific; please be sure to use the correct answer document for each administration.

37 Uploading Pre-ID Files in TIDE TIDE is compatible with ODE’s standard fixed-file Pre-ID layout. Districts or ITCs must submit Pre-ID files in TIDE by deadline for each administration. Deadlines will be published in the OGT Monthly Communication.

38 Using the Pre-ID Label

39 Using the Pre-ID Label (Cont.) Additional information on page 1 of the answer document must be completed by hand, if applicable (e.g., School Use Only section completed by TA). If a Pre-ID label contains any incorrect information, do not use it. Instead, bubble all student information on pages 1 and 2. Have SSIDs available for students without Pre-ID labels.

40 Generic Label Starting in fall 2008, DRC will provide generic labels.

41 Generic Label (Cont.) The generic label will have district and school IRN information only. If you have a student who does not have a Pre-ID label, use the generic label to identify the student’s district and school for reporting.

42 Generic Label (Cont.) If you use a generic label, all of the student’s demographic information on page 2 must be bubbled as well as any applicable information on page 1 such as Migrant Status. Have district and school IRN available to bubble for students who do not use a Pre-ID label or a generic Pre-ID label.

43 Answer Document Changes Student district and school information is captured through the generic label or by bubbling district/school information.

44 Answer Document Demographic Page

45 Demographic Sheet The first page has a place to affix the Pre-ID or generic label. Box A should be filled in completely. The rest of the front page contains information that would not be captured on a Pre-ID label, e.g., LEP status.

46 Answer Document Demographic Page

47 Demographic Sheet The second page (inside front cover) contains information that would be contained on a Pre-ID label. If a Pre-ID label is not available for the student and you affixed a generic label on the front page, the second page must be filled out completely. For JVSD students, generic labels are not available. If a Pre-ID label is not available, then the student’s home district and attending school IRN must be written and bubbled in.

48 Accessing Student Data Senior data is available online approximately 45 days after the close of the test window. Printed score reports will arrive in districts and online data will be available for all other grades approximately 60 days after the close of the test window. Access the online reporting system by logging into the educator’s workroom available at

49 Test Information Distribution Engine (TIDE) for Ordering OGT Materials

50 TIDE and Pre-ID TIDE can be accessed at Pre-loaded enrollment counts: o For March 2009, based on grade 10 enrollment file received from ODE in early December plus October 2008 fail count and 5% overage at the district and school level. o If insufficient, ODE will review/approve enrollment increase and additional order requests placed in TIDE. Special version quantities are not pre-loaded and need to be entered in TIDE.

51 Form 1 (Spring Testing Only) Form 1 must be used for students who receive a special version of the test (CD, Braille, large print, foreign language, etc.). Form 1 should also be used for read alouds. Spiraled forms should be used for all other students. For spring testing, one form 1 will be sent for each special version. Additional form 1’s can be ordered in TIDE if needed. Form 1 orders will need to be approved by ODE.

52 Ordering Additional Materials Order additional materials through TIDE. Note: ODE approval is required for significant additional material requests. Please allow time for ODE to review and approve your request. For fall testing, TIDE will reopen on September 30 for late orders.

53 Purposes of TIDE DTC can update name, address, phone number, and mailing address. You can provide two addresses in TIDE. All communications will be sent to both addresses. Call the OGT Help Desk to update shipping address. In addition to placing orders, a main purpose of TIDE is to maintain accurate contact names, mailing addresses and shipping information:

54 TIDE Sections Logging in Verifying contact information Verifying testing Uploading Pre-ID file—locate, preview, validate, and commit Create, view, edit orders Confirm delivery

55 TIDE Cautions The Pre-ID file must be on the fixed file data layout provided by ODE. Excel cannot be used; Notepad, Microsoft Word, or another text editor must be used. Any update requires a complete file upload. Any upload overrides the existing upload.

56 Attending District The attending district on the Pre-ID file must be the level at which you log into TIDE. For hierarchy schools, community schools, correctional institutions, and JVSDs with more than one school that choose to have materials shipped to each school, the attending district on the Pre-ID file should be the same as the attending school. As part of reporting, AIR will match up the actual attending district with the data for these entities.

57 Home School and Home District The home district field in the Pre-ID file is mandatory for JVSDs. For JVSD students, their home district/school is their district/school of residence. Non-JVSDs should not complete these fields. Exceptions must be approved by ODE. Use these fields at your own risk.

58 Late Answer Documents (Late Batch) Check to see that materials are packaged correctly. Many late batch answer documents were not the result of intentional late return, but these answer documents were found later in test booklets.

59 Late Batch and Appeals and Verifications Report back results of A&V before July 18, immediately after July 4 holiday

60 Late Batch If answer documents are in late batch, this runs the risk of not getting results back for EMIS; we will try but cannot guarantee.

61 Appeals and Verifications

62 Appeals and Verifications (Cont.) Appeals can only come from DTCs, not students or parents. ODE form must be used and signed by the superintendent. The charge is $15 for each rescore (this is refunded if there is a change in score).

63 Appeals and Verifications (Cont.) Form should be faxed/mailed to ODE, which will review. ODE will respond with the result within 30 days of receipt. Verifications must come on the same form.

64 Appeals There are 30 days to appeal. This year EMIS reporting deadline is July 17. Those who wait until the end of the appeal window may not receive results in time for EMIS reporting.

65 Final Comments and Questions Enter “OGT Resources” in the search box to access the manuals electronically. Thank you for your time and attention. Final questions?

66 Ohio Test of English Language Acquisition (OTELA) Spring 2009

67 OTELA OTELA test will be longer because of imbedded field test items. Uniform window 3–12—January–March.

68 OTELA 2009 Key Dates October 13– November 7, 2008 TIDE open for Pre-ID uploads and materials orders January 12, 2009Districts receive K–12 test materials January 19–March 13, 2009K–12 test window March 16, 2009*Last day for UPS pickup of OTELA materials for return to AIR * IMPORTANT: Materials not returned on March 16, 2009 will not be scored. There will be no late processing or scoring for spring 2009 OTELA.

69 OTELA Contacts For information about…Contact OTELA policy Accommodations Ohio Department of Education (ODE) Office of Assessment Phone: Fax: Receiving and returning shipments Ordering materials American Institutes for Research (AIR) Phone:

70 Online Reporting System OGT Online Reporting System will have same functionalities as those for OAT. us.info/.

71 Final Comments and Questions Thank you for your time and attention. Final questions?