Mindy Roden, Assessment Unit

Mindy Roden, Assessment Unit
CoAlt Data Management Mindy Roden, Assessment Unit Fall 2016

CoAlt: Science and Social Studies Agenda
Important Dates Activities Before Testing Chain of Custody, Test Security, Annual Training and PearsonAccessnext Activities During Testing Administering the assessment, Testing Procedures, and Examples of administering the CoAlt: Science and Social Studies Assessment Activities After Testing Online Score Entry, Status Reports, and Returning Materials Support

CoAlt: Science and Social Studies CoAlt PearsonAccessnext Important Dates
Title Dates* Student Data upload/Participation Counts for initial orders January 9 – 27, 2017 Materials Arrive in Districts March 27, 2017 Additional Orders - Secure Materials March 28 - April 25, 2017 Additional Orders - Non-Secure Materials March 28 - May 3, 2017 Testing Window April 10 – 28, 2017 Score Entry Deadline May 3, 2017 Schedule Pickup Deadline Materials Pickup Deadline May 5, 2017 As you may be aware the CoAlt: Science and Social Studies assessments are fast approaching. Here we have a list of some important dates for the CoAlt: Science and Social Studies assessments. The first date listed is the student data upload and participation counts for the initial orders. Pearson will receive a file from CDE and load into PearsonAccess. Districts are then responsible to confirm participation counts on the participation counts screen between 1/9/16 and 1/27/16. Districts will receive materials based on these participation counts. If new CoAlt students move into your district, and your participation needs increased after 1/27/17 you will need to place an additional order in order to receive materials for that student. Administration materials will arrive in district by March 27th and you can start ordering additional materials on March 28th . The additional order window for secure materials will close on April 25th and the window for non-secure is open a bit longer until May 3rd to allow for the ordering of return labels. The administration window is from April 10th through April 28th . Please note - you will have an additional three business days to enter scores. All scores must be entered by the following Wednesday, May 3rd. If scores are not entered by May 3rd, a student report for the student will not be available. Districts will need to schedule the pick up of materials with UPS. The deadlines for arranging CoAlt/nonscorable materials pick-up is May 3rd. All CoAlt materials must be picked up no later then May 5th. *An early high school science option is available. The early window dates are 3/27-4/14 or 4/3-4/21. Materials for the early window will arrive on 3/17. High school science materials must be returned the week following the close of the early window.

Security and the Chain of Custody
All CoAlt testing materials are secure. Each person in the chain is responsible for test security while the assessment is in their possession. Secure Storage Distribution of Materials All CoAlt testing materials are secure before, during and after test administration. A written district and school chain of custody is required. Each person in the chain is responsible for test security while the assessment is in their possession. Secure storage: CoAlt Test Examiners must account for and return test materials and individualized accommodations to the SAC for storage in a secure and locked location immediately after administration, at least on a daily basis. Test materials must not be stored in classrooms. Test Examiners must not leave testing materials unattended before, during or after testing SAC distributes materials to Test Examiners: The SAC is responsible for the distribution of test materials to CoAlt Test Examiners and for the collection of the test materials during the preparations or accommodations as well as on each day of testing. SACs will have Test Examiners sign the CoAlt materials out and back in once returned. Only materials for the student being assessed at that time should be distributed to the Test Examiner. Test Examiners need access to a student’s materials prior to the test’s administration in order to prepare and organize the provided student materials and manipulatives.

Test Security Items are not reproduced*
Student responses are not reproduced Student responses are recorded only in the test book or on the score form – to be entered into PearsonAccessnext No digital cameras, video cameras or recoding devices of any type *If a student requires modifications to the test items, contact your DAC for PDF versions of the materials that may be used for reproduction. It is important to remind your staff during training that the CoAlt is a secure assessment. Security for this assessment should be as rigorous as the assessment for general education students. Due to the nature of the assessment, Test Examiners have direct interaction with the test items. Test Examiners need to remember that items and student responses are not to be reproduced in any way – including talking about them with colleagues later, or writing notes on what to include in future lesson plans for students.

The Testing Environment
Separate testing space No distractions Turn off the phone (including cell phones) Not disrupted by other staff Not disrupted by other students Anyone in the testing room Must be trained on security Must sign a Colorado Security Agreement form Must sign a confidentiality form Unlike the other statewide assessments, the CoAlt must be given in a separate, one-on-one testing environment. One of the Test Examiner’s responsibilities during administration is to provide the student the best opportunity to show what he or she knows. The Test Examiner’s focus is to be on the student and the assessment, thus there must not be anything in the testing environment that would distract either the Test Examiner or the student. Phones should not ring in the test environment, and test examiners should not answer the phone during the assessment. Other staff members should not enter and exit the testing environment during test administration. Test Examiners may not monitor other students while giving the assessment. It is the district and schools responsibility to ensure Test Examiners have what they need to provide the assessment in a quiet, non-disruptive location. It should be a rare instance where there is anyone in the testing environment in addition to the Test Examiner and the student. Should an additional staff member need to be in the testing room, at a minimum they must be trained on test security, and sign the confidentiality form. State sanctioned Test Monitors may be in the CoAlt testing environment.

Test Examiners Must be a Certified Educator District employee
General Education / Special Education NOT substitute license Should be the person who knows the student (and the student’s mode of communication) best – but not a relative Must be trained annually The CoAlt: Science and Social Studies administration requires judgment calls at the time of administration, thus the assessment is given by a Test Examiner not a Test Proctor. This distinction in terminology is important. Test Examiners must be a district employee who is a certified educator. Test Examiners may be special educators, general educators, Speech Language Pathologists or School Psychologist. Para-educators who hold a valid teaching license may administer the assessment. A substitute teaching license does not meet the criteria to administer this assessment. The Test Examiner should be a person who is familiar to the student, but may not be a relative. All Test Examiner’s must be trained annually.

Annual Training Should include: Resources Available
Communication Protocols Security Administration Procedures Provide an opportunity to practice giving released items Provide an opportunity for immediate feedback Provide an opportunity to ask questions This slide indicates what should be included in the annual CoAlt: Science and Social Studies training. Based on feedback, CoAlt Test Examiners were unaware of the released items and other materials available to them to help them prepare to give the assessment. It is important to share the links to released items, and the CoAlt Examiner’s Manual. These are available on the CDE website at the links show here. You need to cover the communication protocol for your district. Who do they contact with questions on how to administer the assessment, or if they need assistance? Remind CoAlt Test Examiners about test security, and the procedures in place to ensure a standardized test for all students. Finally, a review/refresh of how to give the items must be included. It is the District’s responsibility to ensure all CoAlt Test Examiners are not only are comfortable and confident with following the testing protocol, but that they are doing it correctly. This cannot be done without an opportunity to observe Test Examiner’s practicing giving items. Trainings are to provide Test Examiners with an opportunity to practice giving released items, and to receive immediate feedback. It is important to correct Test Examiners when they are not following the procedures. Trainings must also provide Test Examiners the ask questions and receive answers.

Managing PearsonAccessnext Create/Update a Test Examiner User
Accounts can be created or updated through the User Interface (UI) or through the User File import/export process. District Assessment Coordinators (DACs) and School Assessment Coordinators (SACs) can create Test Examiner accounts in PearsonAccessnext. DACs and SACs can also add the Test Examiner role to existing PearsonAccessnext user accounts. Log into PAN and select the CoAlt administration DACs and SACs can create Test Examiner accounts through the User Interface (UI) or through the User File import/export process The next few slides will walk you through this process. Colorado > > CO CoAlt: Science and Social Studies Spring 2017

Managing PearsonAccessnext Create/ Update Account through a User File Import/Export
Directions for creating or updating user accounts through the file import/export process are found in the PearsonAccessnext Online User Guide at To create a new Test Examiner account or add the Test Examiner role to an existing account TEST_EXAMINER should be entered in Column G in the user file. Column Letter Field Name Expected Value G Roles TEST_EXAMINER

Managing PearsonAccessnext Create/Update a Test Examiner User through the UI
Select Setup > Users. For existing users, next use the Find Users search box to locate the account and select the checkbox next to the username. Select Create/Edit Users from the Tasks drop-down and select Start. Under setup select users Select Create/Edit Users

Complete/update the necessary fields for the user on the Details screen. In the Selected Roles field, select Test Examiner from the list of available roles. Select Create/Save. Under setup select users Select Create/Edit Users

Once the green Success: Changes saved message appears at the top of the screen, the account has been created or updated. Newly created users will automatically receive an with a link to set a password. Select the Exit Tasks button. Step-by-step directions with screen shots are available on the CDE Assessment Training webpage, Appendix H in the CMAS and CoAlt Procedures Manual, Avocet and in PearsonAccessnext support. Under setup select users Select Create/Edit Users

Managing PearsonAccessnext
Registering Students Students can be manually enrolled and registered through the PearsonAccessnext user interface or by importing a SR/PNP. For information about registering students through a SR/PNP import, view the CoAlt SR/PNP Field Definitions Document located on the Support page of PearsonAccessnext. Note: The CoAlt SR/PNP Field Definitions Document will be posted later this fall. Users assigned the LEA/District Test Coordinator Role and School/Institution Test Coordinator Role can create/edit, enroll, register, and assign a test to a student record through the UI. Users assigned the Sensitive Data add-on role or the Student Test Update add-on role in addition to the LEA/District Test Coordinator Role or School/Institution Test Coordinator Role can import an SR/PNP.

Registering Students via the User Interface Log into PAN and select the CoAlt administration. Colorado > > CO CoAlt:: Science and Social Studies Spring 2017

Registering Students via the User Interface Go to Setup > Students. Select Create/Edit Students, Register Students, and Manage Student Tests under the Tasks dropdown menu and click Start.

Registering Students via the User Interface On the Create/Edit Students screen, enter the student’s demographic information. Make sure to correctly enter all information, especially the State Student ID. Click Create.

Registering Students via the User Interface On the Register Students screen, select the student to register and check the Registered option. The student’s Grade Level and Responsible School Code will also need to be entered. Click Save.

Registering Students via the User Interface On the Manage Student Tests screen click Create Student Tests. Select the student from Student dropdown menu. Select the Test from the Test dropdown menu. Select the Organization from the Organization dropdown menu. Select Alternate from the Test Format dropdown menu. Click Create.

Test Examiner Assignments A Test Examiner (TE) must be assigned to each student test in PAnext in order to enter student scores. The same TE can be assigned to multiple students. PAnext user accounts that have been assigned the TE role will only be able to see students to whom they have been assigned. The DAC or SAC needs to assign the TE to the student test. Note: Only users within the Test Examiner Role can be assigned to a student test. Make sure that the Test Examiner user account is attached to the organization in which the student is enrolled.

Assigning a User to a Student Test Sign into PAnext and select the CO CoAlt: Science and Social Studies Spring 2017 Administration. Select the Student Tests under the Testing button. To locate students select Show all results under the search button.

Assigning a User to a Student Test Select the checkbox in line with the student’s name (additional students can also be selected at the same time if Test Examiners need to be assigned to multiple students).

Assigning a User to a Student Test In the Select Tasks dropdown menu, select Assign Users to Student Tests.

Assigning a User to a Student Test Under Authorized Users, start to type the user name of the user you want to assign to the student test. Select the user name when it appears. You MUST start to type the user name for the user to appear. This is a little different from other screen functionality where a dropdown of users will appear when the field is selected. Only users assigned the Test Examiner Role can be assigned to a student. Only users assigned the State, LEA, or STC roles can assign users to a student test.

Assigning a User to a Student Test Select the checkbox in line with the student’s name (additional students can also be selected at the same time if Test Examiners need to be assigned to multiple students) Select Assign to selected student tests. Select Save. The screen shots demonstrate a way to assign a user to multiple students. A user could also do this directly on the student row and select save.

Removing a User from an Assigned Student Select the X next to the user name under Authorized Users Select Save

Receiving and Distributing Materials
Timely Review procedures Prepare materials Upon request, DACs may distribute PDF versions of task manipulatives for accommodations Contact CDE for additional information Before testing DACs will distribute CoAlt materials to schools. This must be completed in timely manner so Test Examiners may have access to review the testing procedures and to prepare task manipulatives and accommodated materials. Upon request DACs may distribute the PDF version of the task manipulative.

CoAlt: Science and Social Studies
During Testing Test book layout Two item types Selected Response Supported Performance Tasks Online Score Entry Recommended: Enter scores on the same day the test is administered At the latest, online score entry must be completed by May 3rd The pages of the CoAlt test books are oriented so that the Test Examiner administers the test while facing the student. The test book includes scripted text for the Test Examiner to read aloud to the student. There is two different types of items, selected response and supported performance tasks. We will show examples of both item types and how to administer each. After the Examiner is finished giving the student the CoAlt Assessment the test examiner will need to enter the student’s scores into PearsonAccessNext. It is recommended that student scores be entered on the same day the assessment is administered. Remember that for the spring 2017 administration, scores entry must be completed by Wednesday, May 3rd.

Test Materials In grades 4, 5 & 7 there is one test form per grade: Form 171 In grades 8 and HS there are two test forms: Form 172 Each student must be assessed with their own book and corresponding task manipulatives. Each student MUST be assessed with the same book and corresponding manipulatives per subject. The task manipulatives are shrink-wrapped together with the test book. Its important to keep the test materials that were shrink-wrapped, together. In grades 8 and HS forms should be assigned to students.

During Testing Student is presented with three or four answer options Student will work with item until the correct answer is received or maximum attempts is reached CoAlt Test Examiners may NOT reword prompts Re-present prompt at level four only when the student does not respond An additional prompt is included to engage the student at level three Only one data point is recorded Once students are assigned to teachers in PearsonAccess, they will be able to administer the assessment Based on feedback from score monitors in the fall, it became apparent that reminding test examiners of the basics is important. The student is presented with three or four answer options for each item. The student will work with item until the correct answer is received or maximum attempts is reached CoAlt Test Examiners may NOT reword prompts Re-present prompt at level four only when the student does not respond An additional prompt is included to engage the student at level three Only one data point is recorded

Test Materials and Task Manipulatives In each CoAlt Test Kit Test book with form number on the front Task manipulatives Score entry form (with task manipulatives) For recording purposes only – use to complete online score entry after test completion Secure return envelope Task manipulatives shrink-wrapped with each test book must be used with that specific test book. Task manipulatives must be cut apart prior to testing. Test materials that were shrink-wrapped together should stay together at all times. In each CoAlt Test Kit there will be the following; - A test book with the subject and form number on the front - Shrink wrapped task manipulatives - Score entry form—this will be with the task manipulatives - Secure return envelope—all of the cut apart task manipulatives are returned in this envelope – one per student

Online Score Entry Enter the students score in PearsonAccessnext
Select the CoAlt administration and the appropriate organization. Select Testing > Student Tests. Colorado > > CO CoAlt: Science and Social Studies Spring 2017 After the Examiner has given the student the assessment they need to enter the students scores into PearsonAccessNext in order for the student to receive a score. Remember that it is best practice for Test Examiners to enter scores the same day the student took the assessment, and that all scores must be entered by the end of day on May 3rd.

Locate the student by typing the student’s last name into the search box or by selecting the Search drop-down and select Show all results. Select the checkbox in line with the student’s name (additional students can also be selected at the same time if scores need to be entered for multiple students). Start typing the student’s last name in to the search box, as an alternative you can select the search drop-down and “Show all results” Select the check box next to the student’s name, if you are entering scores for more than one student you can select them all by checking the box to each student’s name.

Select Score Alternate Student Tests from the Tasks drop-down and then select the Start button. Select the student’s name on the left side of the screen, select the appropriate form number from the Enter Form Number drop-down, and select the Save button. Select “Score Alternate Student Tests” Then the start button Select the students name on the left side of the screen, using the drop down select the proper form number, and save

Enter IEP and assessment accommodations Test Examiners will enter the student’s IEP accommodation information on the left. Accommodations that were used on the assessment are entered on the right.

Enter the student’s scores Optional: Enter responses to the Test Administration Questions. The Test Examiner then enters the scores for each items.

Select the Save button. Once the green Success: Changes saved message appears at the top of the screen, select the Exit Tasks button. Test Examiners must then click Save. A check marked Successfully Saved message displays in a green bar. To clear the entered score, select exit tasks.

Online Score Entry Verification
Verify the entry of students score in PearsonAccessnext DACs and SACs can access Score Entry Reports through PAnext. Verify the status of student tests across the district or school. Two types of reports are available and can be displayed through the UI or downloaded as .csv files: Summary Reports - contain Student Test status counts by test/grade across the district or school Status Reports - contain Student Test status by individual student across the district or school. Select the CoAlt administration and the appropriate organization. Select Reports > Score Entry Reports. As the DAC or SAC you will have access to school level reports to see the progress of each school’s CoAlt Assessments. Colorado > > CO CoAlt: Science and Social Studies Spring 2017

Verify the entry of students score in PearsonAccessnext The Score Entry Reports screen will appear. Based on the selected organization, the report options will be either District or School level: District School As the DAC or SAC you will have access to school level reports to see the progress of each school’s CoAlt Assessment.

Verify the entry of students score in PearsonAccessnext Select Display Report or Download CSV for the Summary Report. Verify Student Test status counts by test/grade in the Not Started, In Progress, and Completed columns. As the DAC or SAC you will have access to school level reports to see the progress of each school’s CoAlt Assessment.

Verify the entry of students score in PearsonAccessnext Select Display Report or Download CSV for the Status Report. Verify individual student test status in the Status column. As the DAC or SAC you will have access to school level reports to see the progress of each school’s CoAlt Assessment.

Return Materials All materials must be returned to the DAC after testing: Secure Return Envelope (1 per student) Task manipulatives Used score recording forms Security Form (1 per Test Examiner) Any accommodated task manipulatives will be securely destroyed by the DAC and should not be returned to Pearson. If PDF versions of the task manipulatives were made available to SACs/Test Examiners, the Verification of Removal of Saved Data form must be completed and collected (see CMAS and CoAlt Procedures Manual, Appendix G). Do not return materials to Pearson until score entry has been verified for each student. DACs or SACs must verify that all task manipulatives and used score recording forms have been placed in the secure return envelope. There should be one envelope per student. DACs or SACs must also check that the envelope includes a signed and dated Security Form. After the materials and Security Form have been verified, DACs or SACs must seal the secure return envelope.

Return Materials Immediate Return*
Schools return to DAC once last student has tested DACs return to Pearson once last school has tested Last day to schedule pick-up May 3, 2017 Last day for material pick-up May 5, 2017 Do not return materials to Pearson until score entry has been verified for each tested student Use the blue nonscorable return label for CoAlt See 5.0 After Testing in Procedures Manual *Schools participating in the early high school science administration window (either 3/27-4/14 or 4/3-4/21) must return high school science materials the week following the close of the early high school science window. Materials must be returned immediately. Schools return materials to Districts once the last student has tested. DACs return materials to Pearson once the last school has tested. Since all scores are entered into PearsonAccess, all CoAlt materials are Nonscorable, and the blue return label should be used. Refer to the Procedures Manual for additional information on preparing materials for return to Pearson.

CoAlt: Science and Social Studies Support
Support Page on PearsonAccessnext Toll Free Phone Support Support

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