1. Critical Shipping Information
Test Material Processing Training Receipt & Return of Test Materials Spring 2017
The information within this PowerPoint should be augmented with information specific to your school district policy and procedures.
This material should be augmented with special consideration appropriate for your local district and school.
Assessment Operations
May 2, 2017

2. Acronyms Assessment Support Systems Manuals and Guides User Role
Additional Acronyms
MI: Measurement Inc.
OSPI: Office of Superintendent of Public Instruction
AIR: American Institutes for Research
TIDE: Test Information Distribution Engine
WCAP Portal: Washington Comprehensive Assessment Program Portal
TCM: Test Coordinators Manual
TAM: Test Administration Manual (Spring Online and Paper)
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
TSBP: Test Security and Building Plan
This is a list of acronyms and the definitions that will be found during your review of information within this PowerPoint.
Office Of Superintendent Of Public Instruction

3. Paper and Accommodated Form Schedules EOC, MSP, OGL, SBA
The next slide provides details to support the spring paper and accommodated form administration.
Paper testing for the Spring administration is to support large print, braille, and standard print forms for students whose IEP states paper.
Additional information and requirements is in the notes section.
DCs will approve each schools proposed testing schedule for paper and accommodated forms within this window.
Please keep in mind that testing students toward the end of the state mandated testing window will not leave a lot of room should a situation occur that delays testing.

4. Paper* and Accommodated Form Schedule
Assessment
Content
Grade
Testing Window
Paper and Accommodated Forms
EOC
Math
11-12
May 8 – June 9
(must be administered within the last three weeks of the school year, but no later than June 9)
Biology 10
Classes of 2017 and beyond
MSP
Science
5 & 8
April 17 ‒ May 19
OGL
ELA &
10-12
March 6 – May 19
SBA
ELA & Math
3-8
March 6 ‒ May 19
(must be administered within the last 12 weeks of the school year, but no later than May 19)
High School
May 5 ‒ May 26
(must be administered within the last 3 weeks of the school year, but no later than May 26)
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 District Test Coordinator (DC) to the OSPI state test coordinator. Requests are submitted via or by fax All requests will be reviewed and notification of results will be provided to the DC.
* Paper testing for the Spring administration is to support large print, braille, and standard print forms for students whose IEP states paper.

5. District Test Material Receipt and Tracking
Districts will be served by FedEx for receipt and return of materials.
Test materials will arrive at the district in boxes labeled with the DC’s name and shipping address.
Each box label references the school name and if the school order has 2 or more boxes, then the boxes for that school will be sequentially numbered.
When test materials arrive, locate the district materials.
District materials are located in a white District Box 1 which contains:
Box List
District Packing List
District Security Checklist
School Packing List Summary
Return Kit
Other administrative material
Find your district Return Kit. It is in a clear plastic bag located inside the white District Box 1. This kit should be used to return any unused district overage.
The Return Kit contains:
Green scorable and red non-scorable return labels
FedEx return shipping labels
Return Shipping Instructions
Follow your Test Security and Building Plan procedures for tracking and storage of secure test materials.
Both District Box 1 and School Box 1 may contain secure test materials.
Find the Return Kit and place in an area that is readily available during processing of materials for return to MI.
Find the District Packing List, use these sheets to sort boxes by building and verify that you have received all of the boxes. If you have not received all of the boxes indicated, any discrepancies representing shortages in the quantity or damage of materials shall be reported immediately to OSPI by completing a Test Material Variance Form, then place a follow-up call to the AIR help desk at (844)
Test materials are packaged by school and supplied based on the enrollment/material orders or the pre-ID information submitted. The district overage materials (if applicable) are packaged separately. They are to be used if any school needs additional or replacement materials.
Materials must be verified immediately to ensure accuracy and timely replacement of materials, if necessary. Verify your overage as soon as possible after distributing materials to the buildings.
Use the District Security Checklist, located in white District Box 1, to verify your district overage. The serial numbers of all secure materials sent with the original order are recorded on the security checklist.
Do NOT open any shrink-wrapped packages of test booklets that are not intended for immediate use.
The District Packing List and the School Packing List(s) can be used to assist in tracking materials to and from schools.
Instruct SCs on the procedures for collecting and accounting for test materials. Communicate provisions for locked, secure overnight storage of all test materials and continue to monitor this process throughout testing.
Note: Materials are linked to your district and should not be shared with other districts, unless approved by your state office.

6. Receipt of Test Materials in Schools
School materials may be in a clear plastic envelope in the brown School Box 1 with a yellow label that says “District Information Enclosed”.
The envelope contains:
School Packing List Summary
Other administrative material
Each box label references your school name and is sequentially numbered.
When test materials arrive, open Box 1, which contains the following:
Box List
School Packing List
School Security Checklist
Pre-printed, pre-ID Labels, with DO NOT SCORE labels
Blank print-on-demand Labels
Sheets of DO NOT SCORE Labels
Return Kit:
Green scorable and red non-scorable Return Labels
FedEx Return Shipping Labels
Return Shipping Instructions
Follow your buildings security plan for securely storing materials in a locked, secured, limited access storage and continue to monitor this process throughout testing.
School Box 1 may contain secure test materials, refer to the School Packing List.
Find the School Security Checklist to verify the school order.
The serial numbers of all secure materials sent with the original order are recorded on the security checklist.
Do NOT open any shrink-wrapped packages of test booklets that are not intended for immediate use.
Compare the types and quantities of materials received with your testing needs.
Contact your DC to place any additional orders for materials.
Place all secure materials in locked, secure storage, with limited access.
Save the boxes your test materials were delivered in for returning materials when testing is completed.
SCs are not to distribute testing materials to TAs until the morning of each scheduled test session. Materials must be immediately returned by TAs at the end of the testing session.
Instruct TAs on the procedures for collecting and accounting for test materials.

7. Accommodated Test Material Kits:
Translated CD, Braille, Large Print
Accommodated Kits
Large Print and Braille kits include:
Cover Sheet
Instructions
Regular test/answer booklet
Large-print or Braille test booklet
Glossaries of Non-Science or Non-Mathematics Terms (EOC, MSP, OGL)
ELA Listening Script (Smarter Balanced ELA)
Translated Test kits include:
Cover sheet
Foreign Language CD Instructions
Foreign Language CD
Test/answer booklet
Glossaries of Non-Science or Non-Mathematics Terms
Instructions for Administering Braille and Large-Print Assessments
General
TAs must provide users of both the Braille and Large Print versions of the test with sufficient time to complete the test. The SC should provide TAs with Braille and Large Print test kits as appropriate. The following materials are included in the Braille and Large Print test kits:
Braille Test Kits
a cover sheet;
a copy of braille and large print instructions;
a grade-appropriate version of the following: a regular test booklet, a plastic- bound Braille test/answer booklet, a packet of ancillary materials (transcribers notes) are included on the inside back cover of the Braille booklets.
Large Print Test Kits
a copy of braille and large print instructions;
a grade-appropriate version of the following: a Large Print test/answer booklet (if applicable), and a regular answer booklet.
Student Identification
Place a student pre-ID label on the cover of the Braille or Large Print test booklet, responses in these test booklets will not be scored. Place a student pre-ID label on the answer booklet that student responses will be transcribed into.
Follow the protocols in the Guidelines on Tools, Supports and Accommodations. If responses are not transcribed into a regular answer booklet they will not be scored. Regular print test/answer booklets are enclosed in the Braille or Large Print kit.
Ensure that the student’s name is written and a student Pre-ID label is affixed to the front cover of the regular test/answer booklet and the Large Print answer booklet.
Note: When Large Print answer booklets are used they must still be transcribed into a regular answer booklet in order to be scored.
Timing
Students testing with accommodated forms should be allowed sufficient time to complete the test.
Recording Answers
The guidelines below must be followed to ensure accurate and fair transcription of student responses:
All test materials and student responses are to be considered secure and confidential.
Only persons who know Braille should transcribe Braille responses.
Transcribers should be impartial and have no vested interest in student scores.
Transcriptions of student responses (including incomplete responses) must be identical to what the student provides, including grammar, punctuation, and spelling. All transcriptions should be proofread by a second impartial party to confirm accuracy. For graphic responses, two transcribers should collaborate to transfer the response.
When transcription is complete, student responses must be securely destroyed.
Do not dispose of student responses by placing them in the trash.
The TA must provide written affirmation to the SC/DC that student responses have been completed on the student test/answer booklet with fidelity.
Under no circumstances should a student’s answer be altered or edited— to do so is a direct violation of test security.
Returning Test Materials
Transcribed, pre- ID, student answer booklets should be returned with districts scorable materials. Large Print and Braille test booklets will be returned with districts non-scorable materials.
Collect all secure testing materials, including ancillary papers and process according to your school’s TSBP.
Apply: A Student Pre-ID Label
Responses in the Large Print and Braille test booklets will not be scored. They must be transcribed into the standard form booklet. 7

8. Handling Defective/Damaged Booklets
When testing is complete, identify any damaged or biohazard materials. SC
Document test booklet security barcode on the roster.
Provide TA with the new booklet.
If transcribed, verify completeness of transcription.
Document incident in the “Notes: Test Administrator/Coordinator Use” box.
Damaged booklet DC
Complete a Test Material Variance form.
Damaged booklets are to be returned with non-scorable materials.
Do not return biohazard materials to MI.
The test booklet with transcription of the student’s work is returned with scorable materials.
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.
Biohazard test booklets must be transcribed into a clean test booklet, if possible.
The DC is responsible for:
Damaged or biohazard test booklets, complete a Test Material Variance form and fax information to the OSPI Assessment Operations office at (360)
Reporting biohazard booklets may not be returned to MI. Follow district policy outlined in the Test Security and Building Plan 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.
DO not return biohazard materials to MI.

9. TA, SC, and DC Responsibilities for Material Return
TA role in the return process:
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 role in the return process:
Use the chain of custody process (for material receipt, storage, and return of school testing materials to DC) outlined in your building plan, to ensure all materials have been collected and accounted for at the end of testing.
Verify placement of student pre-ID labels and process ancillary papers.
DC role in the return process:
Verify all materials have been accounted for, if any materials are missing, investigate then report using the Test Material Variance Form, a Testing Incident Report and note on your District Administration and Security Report.
Smarter Balanced, MSP and OGL test materials are prescheduled for pick up on 5/30/17.
EOC prescheduled pickup TBD.
Materials must be ready for pickup by 8 a.m.
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 or by calling
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.
TAs must 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.
When processing materials, 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 will:
Verify that all secure test materials have been collected and accounted for prior to returning materials to MI.
When secure materials have been identified as missing. Missing materials must be documented by completing a Test Materials Variance Form, a District Administration and Security Report, and a Testing Incident Form.
Materials must be ready for pickup by 8 a.m.
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 or by calling
Districts who have completed testing and would like to return materials early can call the MI Helpdesk for additional instructions.

10. Return Shipping Kit
Within your District Box 1, locate the return kit in the clear plastic bag.
The contents in your return kit include:
Return Material Instructions
FedEx return shipping labels
Green Scorable labels
Red Non-scorable labels
Within the Return Kit you will find additional instructions to support processing and return of materials. When reviewing these instructions please keep in mind that they are generic instructions to support all states under contract with AIR. If you are unsure of an instruction, please refer to this training or reach out to the OSPI Assessment Operations team at: or (360)

11. Do Not Score Label Placement
If you have exhausted your supply of DO NOT SCORE labels, promptly order additional labels.
Non-scorable test booklets
Place DO NOT SCORE labels over the student barcode label area for booklets being sent back in non-scorable red labeled boxes.
Do not place DO NOT SCORE labels over the Student Signature and Date box.
It is important to verify that a Do Not Score label is applied to ALL test booklets that are not in shrink wrapped packages.
Correct
Incorrect
Additional DO NOT SCORE labels can be ordered through the MI Help Desk
Measurement Incorporated: Tel or

12. Packaging Test Materials for Return Shipment
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/answer 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.).
To ease tracking in case of missing materials document the ranges of serial numbers in each box of return materials.
Package all non-scorable testing materials securely in sturdy boxes and affix a red non- scorable label to the tops of all non-scorable boxes.
The following materials are secure and must be returned to MI immediately after testing concludes:
test/answer booklets accommodated forms translated CDs ELA listening transcripts
No materials should be retained for future administrations.
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 translated 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 you should:
Sort by content area, then grade.
It is important to verify that each scorable test booklet has a student pre-ID label applied to the front cover, in the designated area. 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 translated CDs, large print, braille test/answer booklets, and ELA listening transcripts. 12

13. Preparing Boxes for Return Materials
Be sure to return materials in the boxes that the test materials arrived in, if you need additional boxes be sure that 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 secure.
Use only Spring 2017 Return Shipping Labels.
Spring 2017 Return Shipping Labels do not have a tab to tear off like the labels that were used in past administrations.
Be sure to write down your tracking number (15- digit number, no parenthesis) from the bottom of the Return Shipping Label so that you can track your shipment in case of missing materials.
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.
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 spring 2017 Return Shipping labels provided to you in order 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.
Spring return shipping labels do not have a tab to tear off like the labels that were used in past administrations.
Important Reminders:
Materials identified as missing or that have not been returned by the pre-scheduled 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.
Districts may return materials earlier than the prescheduled pick-up date by contacting the MI help desk. There will be no charge to the district for an earlier pick up of materials.
DC’s or DA’s 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, or
MI Help Desk
Tel

14. 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.
Translated CD Tip Sheets, Glossaries, Tool Button Sheets, and 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 MUST be recycled after all materials have been returned to the contractor. Don not use fro 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 reused for later administrations.

15. Paper Test Supports on the Portal
General Information
User Guides and Manuals
Modules
Translated CD TA Instructions
English, Arabic, Chinese, Korean, Russian, Somali, Spanish, and Vietnamese
Professional Standards and Security, Incidents, and Reporting Guidelines
Test Coordinator Training
Demos and Glossaries
Available for OGL ES, OGL MS, MSP Gr5, MSP Gr8, Algebra, Integrated I, Geometry, Integrated II, and Biology
Paper Test Administration Manual
Test Administrator Training
Tool Button Tip Sheets
Available for Biology, Mathematics, and Science
TA Script of Student Directions
Available for Braille and Large Print, EOC, MSP, OGL, and Smarter Balanced
Assessment Update Webinars
Forms
School Site Administration and Security Report, District Administration and Security Report, Test Security Staff Assurance Form, Test Incident Report/Log, Test Question Ambiguity
Translated Student Directions
Available for Online SBA ELA and Mathematics and Online and Paper Science
Test Material Processing Training
A/O Schedules
Available for ELPA21, EOC, MSP, OGL, and SBA
Test Coordinator’s Manual
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.

16. OSPI State Testing Website
State Testing and Timelines Schedules
District Test Coordinator Contact Information:
Test Administration Laws and Guidelines:

17. Customer Support Issue Before Calling Contact Support
Missing Materials
Immediately send OSPI a Test Material Variance Form, and Test Incident Report, notate missing materials on District Administration and Security Report. Missing materials also need to be reported to MI.
Fax completed forms to OSPI Operations
MI Help Desk
Additional Orders (A/O)
DC check district overage to see if additional materials need to be ordered, place A/O in TIDE, if needed.
Additional questions, contact the OSPI Operations office or
Data, Pre-ID, TIDE Data Flow And Report Card Questions
For Pre-ID and TIDE issues refer to the TIDE User Guide to troubleshoot locally.
Additional questions contact the OSPI Assessment Analysts
Accommodations
For accommodations questions refer to the Guidelines on Tools, Supports and Accommodations to resolve locally.
Additional questions, contact OSPI’s Select Assessment office at
Graduation Alternatives
Visit the Graduation Alternatives website to resolve locally.
Additional questions, contact OSPI Graduation Alternatives office at /
General Test Information
For questions regarding assessment policy and test administration visit the WCAP portal and review your Washington Assessment Weekly WAW newsletters to resolve locally.
Additional questions, contact the OSPI Operations office or
District Test Coordinators (DCs) are the point of contact between the district and the state. DC’s will contact OSPI, when necessary. OSPI will refer all school staff questions back to the DC for support. This will ensure that you receive the most up to date information including school district procedures and policies.

18. Revision Log Updates to this slide deck are noted below. Section Slide
Description of Change
Revision Date
TA, SC, and DC Responsibilities for Material Return 9
Corrected “Smarter Balanced, MSP and OGL test materials are prescheduled for pick up on 5/2030/17.
5/2/17
If updates are needed to be made to this slide deck, they will be outlined on this revision log and communicated in the WAW newsletter.