1 Materials Management Participation Counts, Distributions, Additional Orders and Returning Test Materials 2011 Fall Academy for New District Testing Coordinators Presented By: Irasema Serrano, Pearson

2 Distribution of Test Materials Update Coordinator Information with TEA Update Coordinator Information with TEA District and Campus Coordinator Manual District and Campus Coordinator Manual Participation Counts for TAKS and EOC Participation Counts for TAKS and EOC Texas Assessment Management System Texas Assessment Management System FIRST THINGS FIRST!

3 Distribution of Test Materials What contact information does TEA need? District Coordinator Name District Coordinator Name District Coordinator Address (Mailing) District Coordinator Address (Mailing) District Coordinator Address (Shipping) District Coordinator Address (Shipping) District Coordinator Phone Number District Coordinator Phone Number District Coordinator Fax Number District Coordinator Fax Number District Coordinator Address District Coordinator Address

4 Distribution of Test Materials Why is it important for TEA to have correct information? Notification of Shipments Notification of Shipments Broadcast s Broadcast s Broadcast Faxes Broadcast Faxes Phone Requests Phone Requests User ID and password for Texas Assessment Management System (formerly Online Data Management/NCS Schoolhouse) User ID and password for Texas Assessment Management System (formerly Online Data Management/NCS Schoolhouse) Additional Materials Orders Additional Materials Orders Change Forms Change Forms

5 Distribution of Test Materials How do I know what information TEA has on file for my district? TEA Website TEA Website AskTED AskTED

6 Distribution of Test Materials How do I change the information? resources/taascoor/index.html resources/taascoor/index.html resources/taascoor/index.html resources/taascoor/index.html AskTED Coordinator for your district AskTED Coordinator for your district Everything except shipping address Everything except shipping address Student Assessment Division Student Assessment Division Shipping address for test materials Shipping address for test materials Charter Schools – different process Charter Schools – different process All changes must be submitted in writing All changes must be submitted in writing

7 Distribution of Test Materials District/Campus Coordinator Manual District/Campus Coordinator Manual What information does it contain? What information does it contain? Everything from general program information to specific testing policies and procedures, outlined for both district and campus coordinators Everything from general program information to specific testing policies and procedures, outlined for both district and campus coordinators When are DCCM manuals distributed? When are DCCM manuals distributed? Only one distribution per year, in early January Only one distribution per year, in early January Manual is distributed with the Calendar of Events poster Manual is distributed with the Calendar of Events poster Based on calendar year, not school year Based on calendar year, not school year

8 Distribution of Test Materials Participation Counts for 2012 What are participation counts? What are participation counts? Participation Counts are the number of students who will be taking a test. Participation Counts are the number of students who will be taking a test. Your first and best opportunity to order test materials for the upcoming year – including TAKS programs including STAAR 3-8, and STAAR EOC Your first and best opportunity to order test materials for the upcoming year – including TAKS programs including STAAR 3-8, and STAAR EOC Districts are required to submit participation counts via the Texas Assessment Management System’s website Districts are required to submit participation counts via the Texas Assessment Management System’s website

9 Distribution of Test Materials Participation Counts for 2012 Participation Counts for 2012 Why are Participation counts important? Why are Participation counts important? Distribution counts for all administrations (except retests) are based on participation counts submitted by districts during this period. Distribution counts for all administrations (except retests) are based on participation counts submitted by districts during this period.

10 Distribution of Test Materials Participation Counts for 2012 Participation Counts for 2012 How do I enter counts? How do I enter counts? First review the User’s Guide for the Texas Assessment Management System found at First review the User’s Guide for the Texas Assessment Management System found at Entering participation counts is a district coordinator function on the Texas Assessment Management system Entering participation counts is a district coordinator function on the Texas Assessment Management system You will need the district coordinator user ID and password in order to access the secure online system You will need the district coordinator user ID and password in order to access the secure online system

11 Distribution of Test Materials Participation Counts for 2012 Participation Counts for 2012 Are there deadlines for entering counts? Are there deadlines for entering counts? YES –It is very important that districts submit their participation counts online before the deadlines YES –It is very important that districts submit their participation counts online before the deadlines Initial participation count period Initial participation count period September 23rd thru November 7th 2011 September 23rd thru November 7th 2011 Update period available in January 2012 Update period available in January 2012

12 Distribution of Test Materials Participation Counts for 2012 Participation Counts for 2012 How do I get help? How do I get help? You may contact Pearson’s Austin Operations Center for assistance with participation counts, or for general navigation assistance with the Texas Assessment website You may contact Pearson’s Austin Operations Center for assistance with participation counts, or for general navigation assistance with the Texas Assessment website

13 Distribution of Test Materials General Shipment Information Advance Letter and Materials Page(s) Advance Letter and Materials Page(s) Shipment Models Shipment Models Delivery Schedule of Materials Delivery Schedule of Materials Notification of Shipments Notification of Shipments

14 Distribution of Test Materials General Shipment Information Advance Letter and Materials Page(s) Advance Letter and Materials Page(s) When and how are they distributed? When and how are they distributed? They will be posted online about one month before the test administration (or one week before your first shipment of materials) They will be posted online about one month before the test administration (or one week before your first shipment of materials) What information do they contain? What information do they contain? Two types of letters Two types of letters Distribution letter shows that you will be receiving an initial shipment of materials for the upcoming administration. The materials page(s) included show quantities of materials to be shipped (district totals). Distribution letter shows that you will be receiving an initial shipment of materials for the upcoming administration. The materials page(s) included show quantities of materials to be shipped (district totals). Non-distribution letter shows that you will NOT be receiving an initial shipment of materials for the upcoming administration. The materials pages(s) included show 0’s in the quantities to be shipped. Non-distribution letter shows that you will NOT be receiving an initial shipment of materials for the upcoming administration. The materials pages(s) included show 0’s in the quantities to be shipped.

15 Distribution of Test Materials General Shipment Information (cont.) Advance Letter and Materials Page(s) (cont.) Advance Letter and Materials Page(s) (cont.) Available online at Available online at Campus Materials Listings Campus Materials Listings District Overage Listing District Overage Listing District Listing District Listing Where do counts come from? Where do counts come from?

16 Distribution of Test Materials General Shipment Information (cont.) Advance Letter and Materials Page(s) Advance Letter and Materials Page(s) How do I use the information? How do I use the information? Consult with your campus coordinators regarding the quantity of test materials to be shipped, and make sure that you can cover any shortages with the district overage materials Consult with your campus coordinators regarding the quantity of test materials to be shipped, and make sure that you can cover any shortages with the district overage materials If district overage materials are not sufficient to cover additional campus needs, compile campus counts and submit one additional order per administration. If district overage materials are not sufficient to cover additional campus needs, compile campus counts and submit one additional order per administration. Submit this additional order online as early as possible after you review your advance letter and materials list(s) Submit this additional order online as early as possible after you review your advance letter and materials list(s) Specific information regarding the use of the additional order system on the Texas Assessment website is included later in this presentation Specific information regarding the use of the additional order system on the Texas Assessment website is included later in this presentation

17 Distribution of Test Materials General Shipment Information (cont.) Shipment Models Shipment Models Separate Shipments Separate Shipments Nonsecure (Shipment 1 contains all materials except test booklets [and linguistic simplification guides for LAT]) Nonsecure (Shipment 1 contains all materials except test booklets [and linguistic simplification guides for LAT]) Secure (Shipment 2) contains test booklets [and linguistic simplification guides for LAT]) Secure (Shipment 2) contains test booklets [and linguistic simplification guides for LAT]) Combined Combined Nonsecure and secure materials are packed and shipped together Nonsecure and secure materials are packed and shipped together Secure materials may include not only test booklets, but also linguistic simplification guides for LAT administrations Secure materials may include not only test booklets, but also linguistic simplification guides for LAT administrations Check the Calendar of Events to determine the shipment model for each test administration Check the Calendar of Events to determine the shipment model for each test administration

18 Distribution of Test Materials General Shipment Information (cont.) Delivery schedule of materials Delivery schedule of materials Overlapping shipments Overlapping shipments Use the Calendar of Events to help you schedule activities for overlapping shipments Use the Calendar of Events to help you schedule activities for overlapping shipments

19 Distribution of Test Materials General Shipment Information (cont.) Delivery schedule of materials (cont.) Delivery schedule of materials (cont.) How can I tell the shipments apart? How can I tell the shipments apart? Pearson box labels will note which administration and shipment each box is for, as well as if the box includes district or campus materials Pearson box labels will note which administration and shipment each box is for, as well as if the box includes district or campus materials If the box includes campus materials, the campus name and number will also be printed If the box includes campus materials, the campus name and number will also be printed

20 Distribution of Test Materials General Shipment Information (cont.) notification of shipments notification of shipments What information do they contain? What information do they contain? Each notification includes ship dates, carrier information and tracking information for each administration’s shipments Each notification includes ship dates, carrier information and tracking information for each administration’s shipments Who gets them? Who gets them? s are sent to the address on file for the district testing coordinator [see page from TEA website outlining procedures for updating district coordinator contact information] s are sent to the address on file for the district testing coordinator [see page from TEA website outlining procedures for updating district coordinator contact information] Make sure that you work with your IT department so that s from ‘pearson.com’ are not blocked as junk mail or spam including Make sure that you work with your IT department so that s from ‘pearson.com’ are not blocked as junk mail or spam including

21 Distribution of Test Materials General Shipment Information (cont.) notification of shipments notification of shipments When do they get sent out? When do they get sent out? s for initial shipments are sent in bulk at approximately 9:00 am the day after the shipment leaves Pearson s for initial shipments are sent in bulk at approximately 9:00 am the day after the shipment leaves Pearson s for additional materials shipments may be sent at any time during the day as shipments leave Pearson s for additional materials shipments may be sent at any time during the day as shipments leave Pearson It is possible that shipments sent from Austin could arrive before the shipment notification reaches your inbox It is possible that shipments sent from Austin could arrive before the shipment notification reaches your inbox

22 Save the Boxes This seems like a simple thing but, it is very important. Believe it or not, Pearson had a task force to create boxes sturdy enough to withstand shipping materials out to the districts and for the districts to use shipping materials back in to Pearson. Why? Because the process for most major shippers to sort boxes is very hard on the boxes. Boxes tumble from one belt to another thru the sorting process. Some belts travel as fast as 30 mph. If the boxes aren’t constructed properly, they can be damaged and break apart. When that happens, answer documents can be damaged, sometimes beyond repair which affects that students test results. So, all though this may sound like a simple thing, it is also a very important thing! If you have space issues, break the box down flat for storing. Just be sure to use a strong and sturdy packing tape when you get ready to ship materials back. This seems like a simple thing but, it is very important. Believe it or not, Pearson had a task force to create boxes sturdy enough to withstand shipping materials out to the districts and for the districts to use shipping materials back in to Pearson. Why? Because the process for most major shippers to sort boxes is very hard on the boxes. Boxes tumble from one belt to another thru the sorting process. Some belts travel as fast as 30 mph. If the boxes aren’t constructed properly, they can be damaged and break apart. When that happens, answer documents can be damaged, sometimes beyond repair which affects that students test results. So, all though this may sound like a simple thing, it is also a very important thing! If you have space issues, break the box down flat for storing. Just be sure to use a strong and sturdy packing tape when you get ready to ship materials back.

23 Distribution of Test Materials Additional Materials Large Print Large Print Oral Administrations Oral Administrations Dyslexia Bundled Accommodation Administrations Dyslexia Bundled Accommodation Administrations LAT LAT

24 Distribution of Test Materials Additional Materials How do I order? How do I order? First and best opportunity is during participation counts First and best opportunity is during participation counts Can also be requested via additional order system Can also be requested via additional order system

25 Distribution of Test Materials Additional Materials (cont.) In which shipment will they arrive? In which shipment will they arrive? If ordered during participation counts, they will be sent with your initial shipment of secure materials and will be packaged by campus If ordered during participation counts, they will be sent with your initial shipment of secure materials and will be packaged by campus If requested via the additional order system, they will be sent closer to the test administration date and will be packaged in bulk If requested via the additional order system, they will be sent closer to the test administration date and will be packaged in bulk

26 Distribution of Test Materials Additional Materials (cont.) Braille Braille How do I order? How do I order? Student names and PEIMS ID #’s must be provided for each Braille book ordered Student names and PEIMS ID #’s must be provided for each Braille book ordered Instructions for ordering will be coming out soon Instructions for ordering will be coming out soon In which shipment will they arrive? In which shipment will they arrive? In separate shipment from your initial non secure and secure materials In separate shipment from your initial non secure and secure materials The separate shipment will arrive closer to the test administration date than the initial shipments The separate shipment will arrive closer to the test administration date than the initial shipments

27 Distribution of Test Materials Additional Materials (cont.) Texas Assessment Management System Texas Assessment Management System How do I access the system? How do I access the system? Go to Texas Assessment website ( Go to Texas Assessment website ( Login with the district coordinator id and password Login with the district coordinator id and password Go to Test Setup – Order Additional Materials Go to Test Setup – Order Additional Materials Verify you have selected the appropriate test administration Verify you have selected the appropriate test administration Click Order Additional Materials Click Order Additional Materials How do I use the system? How do I use the system? User’s Guide User’s Guide View and track orders and shipments View and track orders and shipments Order additional materials Order additional materials View reports of order activities View reports of order activities

28 Distribution of Test Materials Additional Materials (cont.) Texas Assessment Management System (cont.) Texas Assessment Management System (cont.) How do I know what to order? How do I know what to order? Use your Advance Letter and Materials List(s) and consult with your campus coordinators to determine if the quantities of materials to be shipped are sufficient Use your Advance Letter and Materials List(s) and consult with your campus coordinators to determine if the quantities of materials to be shipped are sufficient Fill shortages from district overage first Fill shortages from district overage first Then compile district needs and submit one additional order per administration Then compile district needs and submit one additional order per administration Are there deadlines for ordering? Are there deadlines for ordering? YES -- check the Calendar of Events for each test administration to find the additional order deadline YES -- check the Calendar of Events for each test administration to find the additional order deadline Pearson cannot guarantee the delivery of test materials ordered after the deadline Pearson cannot guarantee the delivery of test materials ordered after the deadline

29 Distribution of Test Materials Additional Materials (cont.) Ordering additional materials is a three-step process. Ordering additional materials is a three-step process. First, verify that the shipping information is correct. If it is not correct, fax or mail the correction to the Students Assessment Division at TEA. First, verify that the shipping information is correct. If it is not correct, fax or mail the correction to the Students Assessment Division at TEA. Second, enter a quantity in the Quantity column for each type of test materials that you want to order. Second, enter a quantity in the Quantity column for each type of test materials that you want to order. Third, review the order, and then click Save to complete the ordering process. Third, review the order, and then click Save to complete the ordering process.

30 Distribution of Test Materials Additional Materials (cont.) Additional Materials Orders Helpful Hints Additional Materials Orders Helpful Hints Pay close attention to the form Pay close attention to the form Pack size vs. individual items Pack size vs. individual items Do try to submit only one order per test administration Do try to submit only one order per test administration DO use the viewing and tracking orders/shipments feature DO use the viewing and tracking orders/shipments feature DO use the viewing reports of order activity feature DO use the viewing reports of order activity feature DON’T order too much surplus DON’T order too much surplus DON’T submit another order if your materials don’t show up the next day DON’T submit another order if your materials don’t show up the next day

31 Returning Test Materials Assembling Scorable Materials for Return Answer Documents Answer Documents Student information correct? Student information correct? Precoded data verified? Precoded data verified? DCCM Pages DCCM Pages Hand gridded answer documents? Hand gridded answer documents? DCCM Pages 105 DCCM Pages 105

32 Assembling Scorable Materials for Return (cont.) Optional Reports Order What is an Optional Reports Order? Where do I find it? Why do I have to complete it to order ‘free’ electronic individual student record file ?

33 Returning Test Materials Assembling Scorable Materials for Return (cont.) Answer Documents (cont.) Answer Documents (cont.) Special Coding Special Coding See Campus Coordinator Activity 9 (DCCM, page 111) See Campus Coordinator Activity 9 (DCCM, page 111) Accommodations (including oral administration, large print, Braille and dyslexia bundled accommodations) Accommodations (including oral administration, large print, Braille and dyslexia bundled accommodations) Test Taken Info fields Test Taken Info fields Score codes gridded properly? Score codes gridded properly? All documents included? All documents included? Large Print or Braille documents Large Print or Braille documents Transcribed and bubbles gridded? Transcribed and bubbles gridded? Appendix D Appendix D

34 Returning Test Materials Assembling Scorable Materials for Return (cont.) ID Sheets ID Sheets Class ID Sheets Class ID Sheets What are they? What are they? How do I use them? How do I use them? Campus/Group ID Sheets Campus/Group ID Sheets What are they? What are they? What’s a ‘group’ What’s a ‘group’ How do I use them? How do I use them? Void ID Sheets Void ID Sheets What are they? What are they? What are voids? What are voids? How do I use them? How do I use them?

35 Returning Test Materials Assembling Scorable Materials for Return (cont.) Paper bands Paper bands What are they? What are they? Where do I find them? Where do I find them? How do I use them? How do I use them? What do I do if one paper band isn’t large enough to hold all my documents? What do I do if one paper band isn’t large enough to hold all my documents?

36 Returning Scorable Test Materials Assembling Scorable Materials for Return (cont.) ADPL (Answer Document Packing List) ADPL (Answer Document Packing List) What is it? What is it? Where do I find it? Where do I find it? Why is it important? Why is it important? Crucial to fill out accurately and completely Crucial to fill out accurately and completely Critical that all counts match up Critical that all counts match up ADPL ADPL Campus/Group ID Campus/Group ID Number of documents actually shipped Number of documents actually shipped Discrepancies may result in delay of test results Discrepancies may result in delay of test results Better to get late than not at all Better to get late than not at all Call AOC for instructions Call AOC for instructions ADPL missing or lost at district ADPL missing or lost at district Generic forms on website Generic forms on website Can also call AOC Can also call AOC

37 Returning Scorable Test Materials Boxing Scorable Materials for Return Use only Pearson boxes for return Use only Pearson boxes for return Why? Why? Use the appropriate return shipping labels Use the appropriate return shipping labels Scorable Scorable Addressed to 905 W. Howard Lane Addressed to 905 W. Howard Lane Number boxes appropriately Number boxes appropriately Number on return shipping label Number on return shipping label First and last box should be marked X of X First and last box should be marked X of X Count only boxes with scorable labels Count only boxes with scorable labels Use appropriate carrier labels or bills provided by Pearson Use appropriate carrier labels or bills provided by Pearson Ship on or before deadline listed in Calendar of Events Ship on or before deadline listed in Calendar of Events Shipping after the deadline may result in delay of receiving test results Shipping after the deadline may result in delay of receiving test results

38 Returning Nonscorable Materials Assembling Nonscorable Materials for Return Test booklets Test booklets All unused test booklets for grade/instructional levels 3 – 10 and Exit Level All unused test booklets for grade/instructional levels 3 – 10 and Exit Level Braille materials Braille materials Large print materials Large print materials

39 Returning Test Materials Assembling Nonscorable Materials for Return (cont.) Unused or voided precoded labels Unused or voided precoded labels Include only labels that have not been previously applied to an answer document or test booklet Include only labels that have not been previously applied to an answer document or test booklet Unused or Voided ID sheets Unused or Voided ID sheets Class Class Campus/Group Campus/Group Void Void Unused answer documents Unused answer documents Voided documents should have been returned with scorable materials Voided documents should have been returned with scorable materials Typed or tape-recorded materials Typed or tape-recorded materials

40 Returning Nonscorable Materials Boxing Nonscorable Materials for Return Use only Pearson boxes for return Use only Pearson boxes for return Why? Why? Use the appropriate return shipping labels Use the appropriate return shipping labels Nonscorable Nonscorable Addressed to 710 W. Howard Lane Addressed to 710 W. Howard Lane Number boxes appropriately Number boxes appropriately Number on return shipping label Number on return shipping label First and last box should be marked X of X First and last box should be marked X of X Count only boxes with nonscorable labels Count only boxes with nonscorable labels Use appropriate carrier labels or bills provided by Pearson Use appropriate carrier labels or bills provided by Pearson Ship on or before deadline listed in Calendar of Events Ship on or before deadline listed in Calendar of Events

41 Returning Test Materials Materials That Do Not Need to Be Returned Unused paper bands Unused paper bands Science rulers Science rulers Mathematics charts Mathematics charts Science charts Science charts Coordinator manuals or supplements Coordinator manuals or supplements Coordinator packets Coordinator packets Test administrator or rater manuals or directions Test administrator or rater manuals or directions Packing lists or packing cover sheets Packing lists or packing cover sheets

42 Shipping Update UPS is the primary carrier for Pearson UPS is the primary carrier for Pearson UPS Express used for MOST scorable shipments UPS Express used for MOST scorable shipments UPS Ground used for nonscorable shipments UPS Ground used for nonscorable shipments Motor freight carriers will to be used for large shipments depending on your district’s needs. Motor freight carriers will to be used for large shipments depending on your district’s needs.

43 How do I arrange UPS to pickup a Ground scorable shipment? Make sure that the return labels being used to ship the materials back are ground labels. Calls to UPS for ground shipments must be placed two working days before the desired pickup date. To schedule a pickup: Call UPS at 1 - (800) Inform the UPS Representative that you are calling in a pick up request for Pearson and will be using their "Return Service". Provide UPS with the following information: Account # from the return label The physical location where the packages will be picked up Estimated number of packages that will be picked up Pick ups should be scheduled hours in advance. Please note that there can be time constraints for specific pick ups based on their location. The UPS Representative will let each district know if the pick up can be made as requested Once the pick up is confirmed, the school/district will receive a confirmation number from UPS for reference if questions or changes arise.

44 How do I arrange UPS to pickup an Express Pickup Make sure that the return labels being used to ship the materials back are express labels. Calls to UPS for express shipments must be placed one working day before the desired pickup date. To schedule a pickup: Call UPS at 1 - (800) Inform the UPS Representative that you are calling in a pick up request for Pearson and will be using their "Return Service". Provide UPS with the following information: Account # from the return label The physical location where the packages will be picked up Estimated number of packages that will be picked up Pick ups should be scheduled hours in advance. Please note that there can be time constraints for specific pick ups based on their location. The UPS Representative will let each district know if the pick up can be made as requested Once the pick up is confirmed, the school/district will receive a confirmation number from UPS for reference if questions or changes arise.

45 Shipping Update UPS Shipping – Important Notes UPS Shipping – Important Notes If you have difficulty scheduling a pickup (express or ground) If you have difficulty scheduling a pickup (express or ground) Call Pearson at Call Pearson at Or Or If you do not have enough UPS labels (one per box) If you do not have enough UPS labels (one per box) Do NOT photocopy the labels Do NOT photocopy the labels Call Pearson at or Call Pearson at or

46 Returning Test Materials Reporting Interpretive Guide Interpretive Guide Posted online only Posted online only Reports User ID & Password Reports User ID & Password Sent to District Superintendents Sent to District Superintendents Reports Users Guide Reports Users Guide Posted online only Posted online only

47 Returning Test Materials Common Errors Answer documents left inside test booklets Answer documents left inside test booklets ADPL not returned ADPL not returned Discrepancies in counts Discrepancies in counts ADPL, Campus/Group ID, actual number received ADPL, Campus/Group ID, actual number received Pen used on answer documents Pen used on answer documents Pencils other than a #2 pencil used Pencils other than a #2 pencil used Using a prior administration’s answer document for the current administration (e.g., using October 2010 instead of October 2011 or using July 2011 for October 2011 testing) Using a prior administration’s answer document for the current administration (e.g., using October 2010 instead of October 2011 or using July 2011 for October 2011 testing) Incorrect or incomplete coding for LAT students. (Score code section, LAT Info section, and LAT test booklet info section must all be completed). Incorrect or incomplete coding for LAT students. (Score code section, LAT Info section, and LAT test booklet info section must all be completed).

48 Resources Telephone Assistance (DCCM, page i) Texas Education Agency’s Student Assessment Division student assessment program and policies student assessment program and policies State Board of Education or commissioner’s rules, State Board of Education or commissioner’s rules, accommodation requests, testing irregularities, accommodation requests, testing irregularities, and general testing questions and general testing questions Telephone: Fax:

49 Resources Telephone Assistance (DCCM, page i) Pearson Educational Measurement’s Austin Operations Center (AOC) shipment status, missing shipments, additional orders, shipment status, missing shipments, additional orders, standard and optional reports requests, standard and optional reports requests, score code corrections, score code corrections, student information updates or changes, student information updates or changes, hand-scoring and rescoring requests, and precoding hand-scoring and rescoring requests, and precoding Telephone (toll-free): Fax:

50 Returning Test Materials Questions/Comments