1. ACCESS for ELLs Test Ordering, Administrative, and Security Procedures Special Instructions for Pennsylvania November 7, 2013

2.  2013-14 testing schedule and webinar training dates  Guidelines for administration of ACCESS/Alternate ACCESS testing window  Considerations for ordering ACCESS/Alternate ACCESS test booklets  Procedures for managing transfers and withdrawals  Procedures for completing the School Header Sheet  Special Instructions and Information for Pennsylvania (the goldenrod sheet that accompanies testing materials) Overview

3. Testing Schedule and Webinar Training Dates

4. 4 2013-2014 PA Testing Schedule TaskStart DateEnd Date LEA Test Administrator Training Window--01/26/14 LEAs Order Test Materials11/11/1312/13/13 PIMS Precode Data Collection period for ACCESS for ELLs®11/14/1311/28/13 LEAs Receive Test Materials--01/13/14 Test Window01/27/1403/07/14 Order Additional Materials Deadline--02/21/14 PIMS ACCESS for ELLS Data Collection Snapshot Date--03/07/14 PIMS ACCESS for ELLs Data Collection Period03/07/1403/14/14 LEAs Ship Completed Materials to MetriTech--03/14/14 MetriTech Data Validation website open for corrections04/22/1404/25/14 PIMS ACCESS for ELLs Correction Window04/22/1404/25/14 PIMS ACCESS for ELLs data corrections (only for LEAs notified by PDE) 05/12/1405/15/14 Reports Shipped to District* Week of 06/09/14* *Subject to change depending on timeliness of materials returned to Metritech and accuracy of demographic data in PIMS & Metritech.

5. ACCESS/Alternate Training Webinars DateTimeTopic August 21, 20131:30-3:30 pmUse of the W-APT for Identification and Placement November 5, 201310 am-12 pmAdministering ACCESS Grades 1-12 November 5, 20131:30-3:30 pmAdministering Kindergarten ACCESS November 7, 201310 am-12 pmACCESS Test Ordering & Security November 7, 20131:30-3:30 pmAdministering Alternate ACCESS May 22, 201410 am-12 pmACCESS for ELLs Score Interpretation

6. 6 2013-2014 Required LEP Data Collections Data CollectedWindowTemplates RequiredPurposeImpact Student DataOctober  District Snapshot  School Enrollment  Programs Fact  Student  Student Snapshot Collects data on LEP students in programs designed for LEP students. This data is used for federal reporting purposes. Title III LEP & Immigrant Children & Youth funding determined by this report PreCodeNovember  School Enrollment  Program Fact  Student  Student Snapshot Provides student precode labels for the ACCESS for ELLs, Alternate ACCESS for ELLs, PSSA, and Keystone test booklets. Labels for WIDA ACCESS for ELLs and Alternate ACCESS for ELLs assessments are generated from this collection. ACCESS for ELLs Reporting Collection February  Student  Student Snapshot  Program Fact  District Fact Collects data on LEP and Title III LEP students who are administered the ACCESS for ELLs English Language Proficiency Assessment during the ACCESS for ELLs test window. This snapshot is used for federal reporting purposes and for accountability purposes. Collects counts of Title III nonpublic students served. This data is used to determine Title III allocations. ACCESS Test Files are matched to reported LEP students. Test booklets that do not match demographic data in PIMS are invalidated for federal reporting and accountability purposes. Data MUST be accurate. Failure to report a count of nonpublic students served may negatively impact Title III funding. LEP SystemMarch  NA  Application is online and accessed through the PDE Portal. Collects data on LEP students in programs designed for LEP students. This data is used for federal reporting purposes and program compliance monitoring. Based on compliance reviews, PDE provides technical assistance to LEAs. ELL End of Year CountJune  Student Snapshot  School Enrollment  Program Fact  Student  District Fact Collects data on LEP, ICY, and Title III students who were enrolled in a school at any time during the school year. This snapshot is used for federal reporting purposes. Reported to Congress. Impacts federal decisions concerning policy and funding for LEP and Immigrant students.

7. LEP Data Collection Training Webinars CollectionDateTopic EnrollmentSeptember 17, 18, 24, October 3 PIMS Enrollment Snapshot Training PrecodeNovember 4, 5PIMS PSSA/ACCESS for ELLs Precode Training ACCESSFebruary 19, 25PIMS ACCESS for ELLs Snapshot Training LEPFebruary 27LEP System Data Collection Training End of YearJune 10, 18ESL End of Year Snapshot Training

8. NEW for 2014 Alternate ACCESS for ELLs is available for ELLs with significant cognitive disabilities who meet eligibility requirements. Accountability for transfer students will be attributed to the sending district (where student moved from). Bilingual/ESL type is no longer a bubbling requirement for all students with or without a precode label.

9. Considerations for Ordering ACCESS/Alternate ACCESS Test Booklets

10. Which LEAs Order ACCESS/Alternate ACCESS Assessments?  School Districts  Charter Schools  Cyber Charter Schools  Full Time/Comprehensive CTCs  Intermediate Units  Approved Private Schools (APS)  Private Residential Rehabilitative Institutes (PRRI)  Juvenile Correctional Institutes  Alternative Education for Disruptive Youth Programs

11. For Which Students do LEAs Order Assessments?  All LEAs (School Districts, Charter Schools, Cyber Charter Schools, Full Time/Comprehensive CTCs, Intermediate Units, Approved Private Schools, Private Residential Rehabilitative Institutes, Juvenile Correctional Institutes, Alternative Education for Disruptive Youth Programs) must order assessments for all ELLs being educated on site at their location.  SDs, CSs, CTCs who have students who are receiving their educational services at an off site location other than their district of residence need to ensure that testing materials are being ordered by that off-site entity and that the ACCESS for ELLs assessment will be administered by the teacher providing the ESL services.  IUs, APSs, PRRIs, Juvenile Correctional Institutes, AEDY Programs who have ELL students receiving their educational services at their locations need to ensure that testing materials are ordered for any students on-site.

12. For Which Students do LEAs Order Assessments? LEAs should order only the number of tests needed for current ELLs who are being educated on site at their locations. LEAs should order the appropriate assessment (ACCESS/Alternate ACCESS), form (grade span), and tier (A,B,C) for each ELL student. LEAs should consult IEPs to determine appropriate assessments for ELLs with significant cognitive disabilities who may meet the PA Criteria to Determine Participation in the Alternate ACCESS for ELLs.

13. How Do I Order the ACCESS/Alternate ACCESS Assessments?  LEAs who ordered assessments last year (2012-2013) use MetriTech’s online ordering database.  CSs, cyber charter schools, IUs, APSs, PRRIs, Juvenile Correctional Institutes and Alternative Education for Disruptive Youth Programs who are ordering assessments for the first time must request a WIDA Order Form by calling 1-800-747-4868 or by emailing MetriTech at wida@metritech.com or must go to MetriTech’s website and download the order form, as follows:wida@metritech.com  Go to MetriTech ‘s web site at wida@metritech.com, click on the client area, select WIDA Access for ELLs from the list displayed, and then click on 2014 WIDA Order Form. Follow instructions on the form to complete and return.wida@metritech.com

14. Guidelines For Administration of ACCESS/Alternate ACCESS Testing Window

15.  Requirement of No Child Left Behind Act of 2001, Title 1: Improving the Academic Achievement of the Disadvantaged.  Pennsylvania, like all States in the United States, are required to submit education data to the Federal Government. Why Do LEAs Administer This Assessment?

16. Who is Responsible to Administer the Assessment?  LEAs providing ESL instruction to current ELLs are responsible to administer the ACCESS/Alternate ACCESS  SDs, CSs, CTCs who have students who are receiving their educational services at an off site location other than their district of residence need to ensure that the ACCESS/Alternate ACCESS is administered at these sites by the teacher providing the ESL services at the off-site location.  IUs, APSs, PRRIs, Juvenile Correctional Institutes, AEDY Programs who have students receiving their educational services at their locations need to ensure that the ACCESS/Alternate ACCESS is administered at these sites by the teacher providing the ESL services at their location.

17. How Do Test Administrators Become Certified to Administer ACCESS/Alternate ACCESS Assessments?  LEAs’ ACCESS for ELLs test facilitators must ensure that test administrators meet eligibility and certification criteria in order to administer the ACCESS/Alternate ACCESS.  LEAs’ ACCESS for ELLs test facilitators must create personal accounts for test administrators to enter the ACCESS for ELLs Online Training Course.  For CS, cyber charter schools, IUs, APS, PRRI, Juvenile Correctional Institutes and Alternative Education for Disruptive Youth Programs who are ordering assessments for the first time, the designated ACCESS for ELLs test facilitator must contact PDE and provide your AUN number. PDE will contact WIDA and then WIDA will provide you with a W-APT login.

18. Procedures for Managing Transfers and Withdrawals

19. How do I Manage Withdrawals?  If a student is administered the entire ACCESS for ELLs assessment prior to withdrawal, the LEA returns scorable materials to MetriTech. The student is included in the March 7 English Language Learners-ACCESS for ELL PIMS Collection. CHANGE in procedure since the November 7, 2013 training webinar:  If a student is administered one or more sections of the ACCESS for ELLs test (but not all sections) and moves out of state or out of the country, the LEA returns scorable materials to MetriTech. The student is included in the March 7 English Language Learners-ACCESS for ELL PIMS Collection.

20. How do I Manage Transfer Students?  If a student is administered the entire ACCESS for ELLs assessment prior to transfer, the LEA returns scorable materials to MetriTech. The student is included in the March 7 English Language Learners-ACCESS for ELL PIMS Collection.  If the student is administered one or more sections of the ACCESS for ELLs test in one school and transfers to another school (may be a new district), the student is administered the remaining sections at the receiving school or district using a second test booklet.  The sending and receiving LEAs must each fill out a “Student Transfer Form.”  The sending school or district must contact the receiving school or district in order to ensure the student’s completion of the ACCESS for ELLs assessment and to confirm accuracy of the Student Transfer Form (with the sending school’s information).  The sending district is responsible to report the student in the March 7 English Language Learners-ACCESS for ELL PIMS Collection. The sending district receives the score report and is responsible to forward a copy to the receiving school.

21. Student Transfer Form Directions for Use: Use this form when a student takes one or more sections of the ACCESS for ELLs test (but not all sections of the test) in one school (student moved from) and transfers to or from another school (student moved to) where the student takes the remaining sections. 2) Do Not Use This Form if the student moved out of state or out of the country. 3) Fill in all available information on the form. 4) Contact the other school/district to confirm accuracy of the demographic data. 5) Paper-clip this form to the front of the test book (DO NOT STAPLE OR TAPE). 6) Place this test behind a ‘School Header Sheet’ with the name of the sending district and school (student moved from). This will ensure accountability is applied to the LEA that educated the student. 7) MetriTech will combine scores from all sections taken by the same student in different schools/districts and send the score report to the sending LEA(student moved from).

22. Student Transfer Form

23. How do I Manage Transfer Students?  A student should be administered each ACCESS for ELLs component only once during Pennsylvania’s testing window. Students should not be re- administered any component of the 2014 ACCESS for ELLs assessment.  In the case of a transfer student who has not been administered all sections of the ACCESS for ELLs test, the receiving LEA must make every effort to ensure that all components of the ACCESS for ELLs assessment are administered prior to the close of the 2014 testing window.

24. Procedures for Completing the School Header Sheet

25. How do I Complete the School Header Sheet?  School Header Sheets identify the district/school of residence for accountability purposes. Therefore, test materials returned for students under a School Header Sheet are attributed to the LEA and school identified on the School Header Sheet.  LEAs must provide on the School Header Sheet the district number (9 digit AUN#) and name, along with the school number (4 digit #) and name that identifies the district/school of residence for the student to ensure accurate attribution for accountability purposes.  Student Score reports will be sent to the district indicated on the School Header Sheet. The district of residence should ensure that a copy of the Teacher Report and Parent/Guardian Report be sent to alternative educational sites (IU, APS, PRRI, Juvenile Correctional Institution, AEDY Program).

26. How do I Complete the School Header Sheet?  School Header Sheets provided to LEAs ordering the ACCESS for ELLs include the name/number and school name/number of the ordering LEA pre- printed on the form.  For SDs, CSs, CTCs, the School Header Sheet placed on top of materials to be scored must indicate the district/building where the student is receiving educational services.  For IUs, APS, PRRI, Juvenile Correctional Institutes and AEDY Programs, the School Header Sheet placed on top of materials to be scored must indicate the district of residence district number (9 digit AUN #) and district name, along with the 4 digit school number and school name of where the student would have attended at the district of residence if they were not receiving their educational services at the off-site location.

27. Guidelines For Completing School Header Sheet  Therefore, IUs, APSs, PRRIs, Juvenile Correctional Institutions, and Alternative Education for Disruptive Youth Programs must cross out the pre- printed names and numbers on the School Header Sheet and hand-write the district of residence, the district of residence 9 digit AUN number, the school name, and 4-digit school number indicating the location where the student would have attended if the student were not receiving educational services off site. This will ensure accurate attribution.  MetriTech is unable to process any School Header Sheets that report a school location of 9999 or 0000. These types of entities do not receive score reports, nor are they held accountable for AMAO determinations. Failure to accurately attribute students using the School Header Sheet negatively impacts receipt of score reports and accountability determinations for LEAs.

28. Special Instructions and Information for Pennsylvania

29. Special Instructions and Information  Students from another state or country who initiate enrollment in an LEA prior to February 21, 2014 and are placed in your ESL Program must be administered the ACCESS for ELLs annual assessment for the 2014 testing year.  Students from another state or country who initiate enrollment in an LEA after February 21, 2014 and are placed in your ESL Program are not required to be assessed using the ACCESS for ELLs annual assessment for the 2014 testing year.  Nonpublic students that do not receive Title III supplemental services through the school district or consortium are not eligible to be administered the ACCESS for ELLs assessment. If your LEA does provide Title III supplemental services to nonpublic students and uses the ACCESS for ELLs assessment as the tool to measure the effectiveness of the services provided, you need to appropriately bubble the nonpublic student’s testing booklet in the State Defined Optional Data fields.  Exited and monitored students are not administered the ACCESS for ELLs assessment.

30. Special Instructions and Information  All identified ELLs, including students with disabilities, placed in an ESL or Bilingual Instructional program at the time of the assessment window, must be administered the ACCESS or Alternate ACCESS assessment as required federally through NCLB.  IEP teams determine whether an ELL with significant cognitive disabilities meets the Pennsylvania eligibility criteria for participation in the Alternate Access for ELLs.  For all ELLs with disabilities, participation in ACCESS or Alternate ACCESS with or without accommodations must be documented in the IEP under Section IV. Participation in State and Local Assessments.

31. Special Instructions and Information  Pennsylvania adheres to WIDA’s guidelines when considering appropriate accommodations for English language learners with disabilities.  Since ACCESS for ELLs is a language proficiency test and has certain standard features that might lessen the need for accommodations, the accommodations provided in the District and School Test Administration Manual apply only to ELLs with disabilities, and the testing accommodation should be stated in the student’s IEP or 504 plan.  Any student, including those students with disabilities, should not be required to continue the assessment if evidence of the frustration level and inability to continue is evident. HOWEVER, students should be encouraged to complete as much of the assessment as possible.

32. Special Instructions and Information Students with or without precode labels:  Test administrators must bubble the following field: Special Accommodations in field 23.  Test administrators are no longer be required to bubble the Bilingual/ESL type in field 24. Students without precode labels:  The following field definitions provide PA specific guidelines for filling out student information on test booklets.  District Name: You may abbreviate your LEAs name in this field.  District Number: This is the 9 digit assigned LEA/AUN number.  Racial/Ethnic Group: Leave Blank. You must hand-bubble the Race/Ethnicity of the student in the State Defined Optional Data Fields (Using the first two fields only). All responses need to be two digits.  State Support Delivery Model: Leave Blank. This field is not collected in PA.  Language codes for field 6 can be found in the PIMS Volume 2 Manual (Appendix J).

33. Special Instructions and Information  The State, through MetriTech, will provide a paper copy of individual student assessment results and district overall results.  MetriTech will post on the MetriTech secure server all student data for LEA’s to download free of charge. If you want a CD, MetriTech will also provide this service free of charge as long as it’s ordered using the form provided by MetriTech and is returned with your completed test materials.  Assessment results are also available through the ACCESS for ELLs Data Interaction tool, eMetric.  NEW: ACCESS for ELLs Growth Reports available through WIDA/Metritech. Contact Metritech Customer Service wida@metritech.com or 800.747.4868 for details.wida@metritech.com

34. QUESTIONS? The mission of the department is to academically prepare children and adults to succeed as productive citizens. The department seeks to ensure that the technical support, resources and opportunities are in place for all students, whether children or adults, to receive a high quality education.