1. Receipt & Return ELPA Test Materials
Critical Shipping Information
Receipt & Return ELPA Test Materials
The information in this slide deck may be augmented with special consideration appropriate for your district and school.
Spring 2017
The information within this PowerPoint may be augmented with information specific to your school district policy and procedures.
Assessment Operations
January 30, 2017

2. Acronyms Assessment Support Systems Manuals and Guides User Role
OSPI: Office of Superintendent of Public Instruction
MI: Measurement Inc.
AIR: American Institutes for Research
TIDE: Test Information Distribution Engine
TDS: Test Delivery System
ORS: Online Reporting System
DEI: Data Entry Interface
WCAP Portal: Washington Comprehensive Assessment Program Portal
DEI: Data Entry Interface (Module and User Guide)
TAM: Test Administration Manual ELPA21
DFA: Directions for Administration (Writing Supplement)
GTSA: Guidelines on Tools, Supports, and Accommodations
DC: District Test Coordinator
DA: District Administrator
SC: School Test Coordinator
TA: Test Administrator
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. Schedule for Spring 2017 ELPA21 Assessments
Grade
Content
Requirement / Availability
Testing Window
K-12
Listening, Reading, Writing, Speaking
Required for federal and state accountability for EL students who qualify for the State Transitional Bilingual Program.
Online:
February 1 – March 30
This slide provides details in support of the Spring 2017 ELPA21 assessment.
The state testing window begins February 1 and ends March 30.
Please keep in mind that testing students toward the end of the state mandated testing window, may limit a students ability to test, should a situation occur that delays testing.
Important dates are updated frequently and are available within the Key Dates Excel Calendar on the WCAP Portal:

4. Test Material Receipt and Tracking
ELPA21 test materials arrived in district by January 26.
Contents included in white District Box 1:
Box List
District Packing List
District Security Checklist
School Packing List Summary (clear plastic bag)
Return Kit
The District Packing List and the School Packing List(s) should be used to assist in tracking materials to and from schools.
Follow your Test Security and Building Plan procedures for tracking and storage of secure test materials.
Do not open shrink-wrapped packages that are not intended for immediate use.
The white district box 1 includes a box list, district packing list, security checklist, school packing list summaries, and a return materials kit. This box may contain other administrative materials, including secure test materials, so it is important to refer to the packing list so that secure materials can be processed accordingly.
The district packing list contains the test booklet serial numbers in ranges. This will help track booklets within schools. Follow your Test Security and Building Plan and monitor the chain of custody throughout testing.
To help identify the test booklet to the testing student, MI created a Security Checklist Roster in an Excel format that is available for download through TIDE “Orders” tab, under the “Track Shipments” tab.
Shrink wrapped packages of test booklets should not be opened unless needed for immediate use.
Retain the shipping boxes that your materials arrived in for return shipment of materials.

5. Test Material Overview
The ELPA21 Operational Assessment includes the following materials:
Secure Materials:
Online Assessments: Grades K, 1, 2-3, 4-5, 6-8, and 9-12
Paper Test Booklets—Standard Print (IEP ONLY): Grades K, 1, 2-3, 4-5, 6-8, and 9-12
Paper Writing Supplement: Grades K & 1
Audio Listening CDs
Directions for Administration (DFA) for Writing Supplement & large print
Non-Secure Coordinator and TA Support Materials available for download from the ELPA21 User Card, on the WCAP Portal
Test Administration Manual (TAM)
Data Entry Interface User Guide
Technology Skills Checklist
Test Administration Time Chart
Scratch Paper Log
User Guides: TIDE, ORS
Guidelines on Tools, Supports, and Accommodations
Tool Button Sheet
All materials identified under the “Secure Materials” label are available for order through the TIDE Additional Order window.
Paper test booklets are available for students in grades K-12 who have an IEP stating paper as the method to accessing state assessments.
Students in grades K and 1 must be administered the paper Writing Supplement. It is highly recommended to administer this directly after the online writing test.
Test booklets, accommodated forms, Writing Supplements, Listening CDs, and DFAs are secure and must be processed accordingly.

6. Accommodated Test Material Kits:
Braille and Large Print
Apply: A Student Pre-ID Label
Accommodated Kits
Large Print and Braille kits include:
A cover sheet
Instructions
Regular test booklet
Large-print or Braille test booklet
To ensure that materials are coded correctly and able to be scored, please:
Affix a pre-ID student label to the front of all test materials included in the accommodated kit. If needed, additional labels may be printed from TIDE.
If you cannot print labels prior to testing, write the students name, SSID, and school name on the front cover of accommodated forms.
Test Administrators (TAs) will enter student data from the paper/pencil and Braille versions of the test into the DEI system. Listening, Reading, and some Writing test responses will be entered before the Speaking portion of the test is given. Test booklets will be returned to the vendor for the rest of the Writing responses to be scored. This includes the Writing Supplement.
Test Administrators (TAs) will enter student data from the paper/pencil and Braille versions of the test into the DEI system. Listening, Reading, and some Writing test responses will be entered before the Speaking portion of the test is given. Test booklets will be returned to the vendor for the rest of the Writing responses to be scored. This includes the Writing Supplement. 6

7. Handling Defective/Damaged Booklets
After testing identify any damaged or biohazard materials
School Test Coordinator Coordinators:
Document test booklet security barcode on the roster.
Provide TA with the new booklet.
If transcribed, verify completeness of transcription.
The new test booklet with transcription of student work is returned with scorable materials.
Complete a Test Material Variance form.
Damaged booklets are returned with non-scorable materials.
Biohazard materials do not get returned to MI.
Damaged booklet
For processing of damaged and biohazard ELPA21 materials School Test Coordinators will:
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 are transcribed, when possible, into a clean test booklet.
For damaged or biohazard test booklets, complete a Test Material Variance form and fax information to the OSPI Assessment Operations office at (360)
Reported 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.
Damaged booklets are returned to MI. Place a rubber band around any damaged booklets or slide them into a large clear plastic bag.
Reported biohazard/ soiled booklets must be recorded on the Test Material Variance Form and must securely destroyed according to state and district policies.

8. Preparing Test Materials for Return
Test Administrators (TA):
Prior to excusing students who have completed testing, account for all materials.
Promptly return all tests and ancillary materials to the School Test Coordinator.
School Test Coordinators:
Use the School Security Checklist to check off receipt of materials.
Process ancillary papers.
Verify correct placement of all student Pre-ID labels.
Verify that all materials have been returned.
District Test Coordinators:
ELPA21 materials do not have a prescheduled pick-up date.
District Test Coordinators contact FedEx to arrange for pickup of test materials.
Materials must be returned no later than five business days after testing is complete.
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 School Test Coordinator according to the Test Security and Building Plan.
When receiving materials from each TA, School Test Coordinators:
Must account that all materials checked out to the TA 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, District Test Coordinators will:
Verify that all secure test materials have been collected and accounted for prior to returning materials to the District Test Coordinator.
When secure materials have been identified as missing, District Test Coordinators must immediately contact the State Test Coordinator, Kimberly DeRousie, by phone at All missing materials must be documented by completing the Test Materials Variance form and also notating on the District Security Report.
ELPA21 test materials DO NOT have a prescheduled pickup date. District Test Coordinators will contact FedEx directly to schedule pickup.
Materials MUST BE returned no later than 5 days after testing has completed.
Reminder: Document missing materials on the Test Material Variance Form. Annotate on the District Security Report. All ELPA forms available

9. Sorting Test Materials for Return Shipment
Separate ancillary papers, scorable, and non-scorable materials.
Organize scorable test booklets by grade.
Pack all secure test materials securely in boxes.
Affix a green scorable label to the top of all boxes containing scorable secure materials.
Record the number of each scorable box and the total number of scorable boxes on the labels (1 of __, 2 of __, etc.).
The following materials MUST BE returned to Measurement Inc.:
Scorable and non-scorable ELPA21 test booklets
Kindergarten and Grade 1 Writing Supplements
DFAs
Audio Listening CDs
Note: Ancillary materials must be removed from test booklets. Any ancillary materials with student identifying information or student work must be securely destroyed.
During this final test material processing stage it is important to account for materials to ensure that all materials have been returned. This includes large print, braille, Writing Supplements, and Audio Listening CDs. When sorting materials, verify that:
All ancillary papers have been removed from the inside front cover of test booklets. Any ancillary materials with student identifying information, or student work, must be securely destroyed according to the school’s Test Security and Building Plan.
Sort scorable and non-scorable test booklets into separate stacks.
To process scorable test booklets you should:
Sort scorable ELPA21 test booklets by grade.
Make sure that each test booklet has a student pre-ID label applied to the front cover. If needed, print a label from TIDE and apply to the test booklet prior to returning to MI.
Verify that all paper-pencil tests, including large print, and braille tests have been transcribed into the Data Entry Interface.
All materials 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 the large print and braille booklets, DFAs, and Audio Listening CDs.
It is important to verify that a Do Not Score label is applied to ALL test booklets that are not in shrink wrapped packages. Refer to the next slide for appropriate placement of labels. 9

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 Shipping Kit you will find additional instructions in 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 PowerPoint or reach out to the OSPI Assessment Operations team.

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.
Correct
Incorrect
Additional DO NOT SCORE labels can be ordered through the MI Help Desk
Measurement Incorporated: Tel or

12. Preparing Boxes for Return Materials
Pack all scorable test booklets under the green scorable labels.
Pack all non-scorable test booklets under the red non-scorable labels.
Be sure to return scorable materials in the boxes that your test materials arrived in.
Use cushioning materials, if needed, to keep materials secure.
Use only Spring 2017 Return Shipping Labels.
Copier paper boxes and boxes used for food transportation should not be used for return of test materials.
Scorable test booklets, including test booklets with transcription, return under the green scorable labels.
Non-scorable secure materials (unused test booklets, Audio Listening CDs, braille and large-print test booklets) return under red non-scorable labels.
Use cushioning materials, if needed, to keep materials from shifting during shipment.
Only Spring 2017 Return Shipping labels can be used for returning materials. Labels from past years or other administrations cannot be processed.
The MI shipping boxes that your materials arrived in should be used for return shipment of materials, unless your district has boxes of equal or greater strength.
Use one FedEx Ground label per box to return test materials to MI.
Materials returned in non-approved boxes have been known to break open while in transit to the scoring center. Should this occur, test booklets may be lost. This would impact reporting of student results and would also risk test security.

13. Return Shipping Procedures
Spring 2017 ELPA21 testing materials DO NOT have a prescheduled pickup date. FedEx Return Material Instructions:
Remove or black out any old shipping labels
Affix the FedEx ground return label
Print the district name and address
Retain the receipt tab, from the top of the return label, for your records.
Contact FedEx to arrange for pickup of testing materials.
To initiate a return, use one of the following methods:
Use select “Ship,” then select “Schedule and Manage Pickups” from the drop down menu, then click “Schedule Ground Return Pickup.”
Call FedEx Customer Service: ; explain that you need a “Package Returns Program” pickup.
Provide materials to your regular FedEx Ground driver.
Materials must be returned five days after testing has completed. Returning materials late brings into question the security of the tests and validity of the student score results.
To ensure that test material boxes are prepared for FedEx pickup, you will need to:
Remove or black out any old shipping labels, including the original shipping barcode, when packaging materials for return.
Sealed boxes securely with shipping tape.
Use only the approved Return Shipping labels provided to you in order to guarantee that your boxes can be accurately tracked when you ship them to MI.
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.
Keep a record of shipment/tracking information in case of missing materials.
Important Reminders:
Materials identified as missing or that have not been returned by the end of the testing window 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.
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

14. Non-Secure Materials
The following materials should not be returned to Measurement Inc. (MI):
TAM: At completion of testing recycle
Unused Pre-ID Student Adhesive Labels should be destroyed according to district policy.
Unused Return Shipping Labels can be recycled after all materials have been returned to the contractor.
Some testing materials are considered non-secure and should not be returned to MI.
The ELPA21 TAM is 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. Follow your schools Test Security and Building Plan for destruction of confidential but non-secure materials such as pre-ID student labels.
Return Shipping Labels may be recycled. Do not reused for later administrations.

15. WCAP Portal: http://wa.portal.airast.org/
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.
The WCAP Portal is continually undergoing enhancements—check regularly for updates.

16. OSPI Website: www.k12.wa.us

17. Revision Log
Updates to this slide deck after January 31, 2017 are noted below.
Section
Slide
Description of Change
Revision Date
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.