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2014 CRCT Pre-Administration Workshop February 2014 1 Webinar Etiquette Please use the Audio Setup Wizard in the Tools Menu to configure and test your.

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1 2014 CRCT Pre-Administration Workshop February Webinar Etiquette Please use the Audio Setup Wizard in the Tools Menu to configure and test your audio settings before the presentation begins To eliminate interference from background noise in your area, please leave the Talk Button on mute if you are not speaking Due to the number of participants, we request that questions be submitted via Chat You will receive a prompt to download this PowerPoint; you can also go to Window, File Transfer to download any files sent throughout this webinar Please log in with your name and the name of your district beside it (e. g., John Smith– Appling); if you have already logged in, please place your name and district in the chat box

2 2014 CRCT Pre-Administration Workshop 2

3 AGENDA Training Materials CRCT Overview Pre-Administration Testing Post Testing Activities Reporting Retest Information Contact Information Questions 3

4 TRAINING MATERIALS Train the Trainer Model for system training The Test Coordinator’s Manual and Test Examiner’s Manual are posted on the Georgia Department of education website: Assessment/Assessment/Pages/CRCT-Resources.aspx Assessment/Assessment/Pages/CRCT-Resources.aspx The Manuals and other training materials are also posted on the CTB website at: ; select 2014 CRCT Pre-Administration Workshop optionhttp://www.ctb.com/gacrct 2014 CRCT Pre-Administration Workshop 4

5 TRAINING MATERIALS Posted to both the GaDOE and CTB websites: –CRCT Pre-Administration PowerPoint presentation –CRCT Pre-Administration Webinar recording link –Test Coordinator’s Manual (TCM) –Grades 3–8 Test Examiner’s Manual (TEM) –Grade 3 Student Answer Sheet –Middle Grades Math Formula Sheet (DOE site only) –Read Aloud Guidelines & Tutorial –Parent Brochure Additional materials posted to the CTB website: –Administration Documents Sample Packing List Shipment Verification Form Sample Security Checklist Sample Answer Document School/Group List (SGL) Group Information Sheet (GIS) Stack Cover Cards Pre-ID Barcode Label 5

6 CRCT OVERVIEW Will cover the following: Administration Dates Test Construction Main Administration Retest Administration 6

7 CRCT OVERVIEW: Administration Dates System testing dates were submitted in December/January through the Online Enrollment System –Main Administration: March 31 – May 2 9 consecutive school day window –Retest Administration: May 12 – July 25 1 or 2 windows of 5 consecutive days each 2 windows are available for different grade levels 7

8 CRCT OVERVIEW: Main Administration Main Administration: March 31 – May 2 –Includes all students enrolled in grades 3 through 8, except for those taking the GAA or CRCT-M Make-up Testing –Make-up tests should be given within the system’s scheduled 9-day administration window –Outside of the system’s scheduled window, but within the State Administration window, students in grades 3, 5, and 8 may make up the Reading section and students in grades 5 and 8 may make up Math 8

9 CRCT OVERVIEW: Test Construction Content Areas –Spring grades 3–8: Reading, Math, ELA, Science and Social Studies –Retest grade 3: Reading –Retest grades 5 and 8: Reading and Math All items are Selected Response (multiple choice) 9

10 CRCT OVERVIEW: Test Construction Test Items are based on the state-mandated content standards Cut scores are the same as the past several administrations; a scale score of 800 is minimum for Meets the Standard, 850 is minimum for Exceeds the Standard Continued field testing of content for next generation of Grades 3-8 assessments CRCT Content Descriptions and CRCT Study Guides are available in the CRCT section of the Testing/Assessment Website 10

11 PRE-ADMINISTRATION System Test Coordinator Responsibilities School Test Coordinator Responsibilities Receiving Your Materials Shipment Test Materials Adjustments Application Distribution to Schools Training of Test Examiners Security Pre-ID Labels Coding for GNETS 11

12 PRE-ADMINISTRATION: System Test Coordinator Responsibilities Review Test Coordinator’s Manual (TCM) and Test Examiner’s Manuals (TEM) Organize training sessions for School Test Coordinators Organize system security plan Receive CRCT materials and verify that all boxes have been received and develops a process to verify all numbers from System and School Packing Lists are correct Distribute CRCT materials and Pre-ID labels to School Test Coordinators  Please order additional materials as soon as possible once you have received your initial shipment and the Test Materials Adjustment window opens on March 12,

13 PRE-ADMINISTRATION: School Test Coordinator Responsibilities Review CRCT Test Coordinator’s Manual (TCM) and CRCT Test Examiner’s Manuals (TEM) Organize training sessions for Test Examiners Organize training for assessment of students with accommodations Receive CRCT materials from System Test Coordinator and verify that all boxes have been received and material counts match those on the School Packing List Organize school security plan Notify System Test Coordinator if additional materials are required 13

14 PRE-ADMINISTRATION: Receiving Your Materials Shipment System Shipment includes: –System Packing List –School Packing Lists – schools should verify and turn in a signed copy to System Test Coordinator –Shipment Verification Form –System Security Checklist - hard copy included with shipment; electronic copy available at –Return Shipping Labels –System Overage materials (see next slide) 14

15 PRE-ADMINISTRATION: Overage Materials System Test Coordinators will use System overage materials to provide additional materials to those schools that exhaust School Overage materials; verify counts on packing list –School/Group Lists (SGLs) –Group Information Sheets (GISs) Pre-coded and blank Instructions on proper coding will be included –Test Coordinator’s Manuals and Test Examiner’s Manuals –Test booklets and Answer Sheets –Stack Cover Cards and paper bands SyTC should develop a system to account for overage materials distributed to schools 15

16 PRE-ADMINISTRATION: Overage Materials System selected their system-level overage from the Enrollment System Schools receive 10 percent overage Schools also receive small group kits 16

17 PRE-ADMINISTRATION: Receiving Your Materials Shipment When will I receive my shipment? –Shipping dates are estimated based on dates you provided through CRCT Enrollment System in December/January –Test materials shipped to systems at least two weeks prior to testing –Shipping schedules consider Spring Break schedules Complete System Inventory Checklist –System Test Coordinators complete step-by-step instructions upon receipt of materials and before distribution to schools –System Inventory Checklist provided in the TCM on page 13 –Retest Materials are sent to all districts April 21–25 –Retest Materials boxes have round, yellow label 17 RT 2014

18 PRE-ADMINISTRATION: Test Materials Adjustments (TMA) TMA application used to order additional materials for Spring and Retest administrations The TMA application allows you to: – Place orders for additional materials online – View exactly what materials were shipped to you Connecting to TMA application: – Login to website – Click the Login link and enter your username and password – Click the Test Materials Adjustment link TMA windows: – Spring: March 12 – April 19 (can call Customer Service through May 1) – Retest: April 23 – July 19 (can call Customer Service through July 22) 18

19 19 Choose the shipping address Click to fill Total Received column Modify if your shipment was short Enter the quantity you want in addition to what you have received Enter any special requests for shipping and delivery TMA QuickStart Guide available at

20 PRE-ADMINISTRATION: Distribution to Schools School Test Coordinators –Complete School Inventory Checklist provided in TCM on page 15; when School Testing Coordinators verify their school’s packing list, a signed copy should be provided to the System Test Coordinator Boxes are labeled for each School and include: –School Packing List and School Security Checklist –School/Group Lists –Group Information Sheets and coding instructions –Test Coordinator’s Manuals and Test Examiner’s Manuals –Test booklets and answer sheets –Stack Cover Cards and paper bands Schools receive an overage of materials –If additional materials are needed, School Test Coordinators contact the System Test Coordinator Retain boxes for return shipping 20

21 PRE-ADMINISTRATION: Examiner Training Train School Test Coordinators from the Administering the Tests section on page 9 of the CRCT Test Examiner’s Manual (TEM) Ideally, School Test Coordinators train examiners from copy of TEM that examiner uses to test (make electronic version available if training is prior to receipt of materials) Examiners should sign a roster verifying they attended training Examiners must certify on the Examiner’s Certificate that prior to the first testing session, the TEM was thoroughly reviewed; make examiners aware of options for accessing TEM Confirm that examiners understand timing; minimum of 45 minutes – maximum of 70 minutes per section; extended time accommodation begins after 70 minutes has passed 21

22 PRE-ADMINISTRATION: Security All Systems must adhere to the 9 consecutive school day test window Keep materials in secure storage (limited key access) before, during, and after testing Student Test Booklets are presorted into class packs of 20 and 5 and must remain in their shrink-wrapped packages as late as possible to avoid security concerns School Test Coordinators use School Security Checklists to check materials out to Test Examiners; all materials are returned to the School Test Coordinator for secure storage at the end of each day Security Checklists will also be available as electronic (Excel) files through Security wafer seals on all test books must not be broken until testing begins Each classroom must have adequate staff to monitor testing Test Irregularities: Contact GaDOE for instruction; you may be asked to complete the online Test Irregularities form on MyGaDOE Portal 22

23 PRE-ADMINISTRATION: Pre-ID Labels Pre-ID labels are included in each School Test Coordinator Kit Three (3) barcode labels for each student Visible information includes: –Student name and GTID –School and System names and codes –Grade –Student birthday and gender –Ethnicity, Race and PSRC –Barcode number Retain a copy of the Pre-ID File from Cycle 3 Data Collections as a resource for all student information collected. 23

24 PRE-ADMINISTRATION: Pre-ID Labels Three barcode labels for each student Do not use if inaccurate Barcodes override bubbling Additional labels can be used on test booklet Do not use spare for CRCT-M TCM CRCT Answer documentCRCT Test booklet Spare (Do not use for CRCT-M) 24

25 PRE-ADMINISTRATION: Pre-ID Labels Pre-ID info is provided to CTB by GaDOE; if Pre-ID Label is incorrect: – Examiners must notify School Test Coordinator – School Test Coordinator must update school student records – Do not use incorrect Pre-ID labels – Barcode info overrides bubbled info – Barcode label may be used if the only inaccurate information is the grade or teacher name Pre-ID label should match info for student being tested EXACTLY; be aware of similar names Pre-ID label should be applied prior to testing Demographic information, fill in the text boxes first, then bubble 25

26 PRE-ADMINISTRATION: No or Incorrect Pre-ID Label If a student does not have a Pre-ID label or the information or the label is incorrect the student info must be bubbled onto the answer document. If demographic information has to be bubbled, see page 5 of the Test Examiner’s Manual for guidance When bubbling demographic information, fill in the text boxes first, then bubble the corresponding letters/numbers SRCs and EIP should be coded as this information will appear in the Student Record data; the district Student Record Coordinator is the suggested resource for this information 26

27 PRE-ADMINISTRATION: Pre-ID Labels Barcode applied incorrectly – If answers have been bubbled: Following guidance in the TCM and TEM, transpose student answers and demographics onto a replacement answer sheet Write VOID over the original answer sheet, and return with non- scorable materials – If answers have not been bubbled: Write VOID over the original answer sheet, and return with non- scorable materials Student transfers – Not applied to an answer document: Securely destroy the barcode – Applied to an answer document: Write VOID over the original answer sheet, and return it with non-scorable materials 27

28 Guidance for GNETS Students GNETS students’ answer sheets should be returned under a Group Information Sheet (GIS) coded for their home district and school GIS should be provided for students served by GNETS by the students’ home district Ideally, scorable materials for GNETS students will be returned with those of the student’s home district 28

29 Guidance for GNETS Students GNETS sites who manage their own materials should coordinate with their students’ home districts regarding the GIS and the shipping of scorable materials If GNETS materials arrive for scoring ahead of the home district, the scores for these students will arrive with those of the home district Contact CTB Customer Service for guidance if GNETS scorable materials ship after those of the home district If GNETS materials arrive after the home district scores have posted, the home district will receive a supplemental set of reports 29

30 Guidance for GNETS Students The home school district will receive Pre-ID labels for their students served by the GNETS program provided these students were included in the Pre-ID file extract. The home district and the appropriate GNETS personnel should collaborate to see that these labels are applied to the GNETS students’ Student Answer Sheet 30

31 PRE-ADMINISTRATION: Coding GNETS Programs In order to receive results for GNETS Programs, an identifier code needs to be bubbled on each student’s answer document in the box marked GNETS Codes and instructions are included in the TCM Alpine Program01 Burwell Program02 Cedarwood Program 03 Coastal Academy Program04 Coastal GA Comprehensive Academy05 Mainstay06 Dekalb-Rockdale Program07 Elam Alexander Academy08 Flint Area Learning Center09 Harrell Learning Center10 H.A.V.E.N. Academy11 Heartland Academy12 Horizon Academy13 Northstar Educational & Therapeutic Services14 North Metro Program15 Northwest Georgia Educational Program16 Oak Tree17 GNETS of Oconee 18 Pathways Educational Program19 River Quest Program20 Rutland Academy21 Sand Hills Program22 South Metro Program23 Woodhall Program24 31

32 TESTING Will cover the following: Preparation Administration Accommodations Irregularities 32

33 TESTING: Preparation Remove or cover instructional materials that may prompt student responses Arrange seating to promote individual work Post a sign on the outside of the classroom door: Testing: Do Not Disturb In addition to the Test Examiner, a proctor is required for 30 or more student Examiner Materials: – Test Examiner’s Manual – Test books (Gr 3–8) and Answer sheets (Gr 3–8) – Scratch paper for Math (no calculators) – Two No.2 pencils with erasers per student 33

34 TESTING: Preparation of Small Group Kits Small Group Kits are for those students who need a special administration of the exam in a small group environment Small Group Kits consist of 10 test books of the same grade and form; are test books only; and are administered using the same Test Examiner’s Manual and answer document as the regular test Small Group Kits are provided; schools can also use regular overage materials to create Small Group Kits of a common form Systems and Schools receive 10 percent overage; additional Small Group Kits are available by ordering through CTB Customer Service 34

35 TESTING: Administration Students take one content area per day All sections from a single content area must be administered the same day Students can write in the test books; highlighters are not allowed Students take stretch breaks between Sections I and II Teacher monitoring– Circulate and Check to prevent cheating, use of calculators, going ahead, or looking back 35

36 TESTING: Accommodations Be familiar with accommodations listed in IEPs Accommodations must – be required for the student in order to participate in assessment – be provided during routine instruction and assessment in the classroom Accommodations may not – alter, explain, simplify, paraphrase, or eliminate any test item, reading passage, writing prompt, or choice option – Provide verbal or other clues or suggestions that hint or give away the correct response to the student See page 144 of the SAH for guidance for an requesting an accommodation not included in the list of approved accommodations 36

37 Testing: Coding Accommodations State Required Codes (SRC) Accommodation Type (Setting, Presentation, Response, Schedule) Conditional Accommodation Braille/Large Print Read-Aloud Guidelines – Page 11 in TEM – Also - CRCT Read Aloud Guidelines and CRCT Read-Aloud Online Tutorial can be found at: Assessment/Assessment/Pages/CRCT-Resources.aspx Assessment/Assessment/Pages/CRCT-Resources.aspx 37

38 Testing: Coding Accommodations 38 Bubble current SRC even if it is included on label; however, if the current SRC is not on the label or does not match, discard the label and bubble all demographic information.. If an Accommodation Type is bubbled; ACCOMMODATIONS must be bubbled also

39 TESTING : Irregularities (IR) Events and circumstances, or departures from standardized testing procedures are irregularities – They may have an impact on student performance that is not possible to define – They are reported and student scores are flagged simply to say, “There is something different about the conditions under which this score was obtained. Use caution in interpreting the score.” 39

40 TESTING : Irregularities All test administration irregularities must be reported by Examiners to the School Test Coordinator The School Test Coordinator sends irregularities to the System Test Coordinator for verification and to obtain the correct code The System Test Coordinator contacts the GaDOE immediately for direction If instructed to do so by GaDOE, the System Test Coordinator will investigate and complete the Testing Irregularities Documentation Form provided online on the MyGaDOE Portal Improperly coded irregularities may default to the holding of test scores 40

41 TESTING : Some Examples of Irregularities (IR) Irregularities in Test Administration: Materials being distributed inappropriately Directions not being followed Improper monitoring of test administration Student takes CRCT-M when should take CRCT - careful monitoring and communication of test versions is critical. Students must be administered the correct assessment. Student “going ahead” or “going back” 41

42 Testing: Invalidations (IV) Some irregularities are so serious that they result in invalidation of student scores Content being disclosed, coached, or distributed Cheating Test Administrator altering responses during or after testing 42

43 Testing: Participation Invalidation (PIV) In addition to irregularities (IR) and invalidations (IV), systems will have to code for Participation Invalidations (PIV) for students who receive an accommodation that is not on the list of state-approved accommodations or not on the student’s IEP Federal regulations stipulate that when inappropriate accommodations are used, students may not be considered participants in accountability calculations In the CRCT, a potential PIV occurs when a student receives an unapproved conditional accommodation such as the reading of the reading passages on the Reading test or use of a calculator on the Math test 43

44 Guidance for Irregularity Entries Please refer to the following slides for guidance for 1.providing adequate detail when entering an irregularity 2.determining the point at which certain frequently reported incidents should be reported as an irregularity Following this guidance will help GaDOE provide a timely response to your portal entries. Note: Phone calls or s are not a substitute for portal entries 44

45 Considerations and Requirements when entering Irregularities in the MyGaDOE Portal for the CRCT Guidance for MyGaDOE Portal Entries Provide narrative in the “Comment” section to help elaborate on the irregularity (or in the “Reason for Invalidation” section if applicable). Please do this even if the matter has been discussed with GaDOE staff by phone or . If you are reporting an irregularity for which it is known an invalidation will result – make sure to indicate “Yes” in the Invalidation drop-down box. Please include in the comments the Form # involved (if relevant to the irregularity). Names of students and their GTIDs must be provided in the appropriate Portal field(s)/uploaded file(s). If the space in the comments field is not sufficient, upload statements and other documents that provide necessary details on the event. Make sure you indicate the correct “Assessment Cycle” (Spring 2014 or Summer 2014 – for retest administrations) in that field. In an event that involves multiple students – some of whom may be IR and some who may be IV, please enter them as two separate records. After submitting an irregularity in the Portal, be sure to return to the Portal later to check on its status and to review GaDOE feedback. 45

46 Considerations and Requirements when entering Irregularities in the MyGaDOE Portal for the CRCT – cont. Testing Interruption Scenarios The health and dignity of students are important considerations With regards to situations of a personal nature where it becomes necessary for a student to leave the testing site, please be reminded of this guidance from page 122 of the Student Assessment Handbook: Given that the health and dignity of students should never be jeopardized, schools must have a plan in place for students who become ill during test administration. Document locally Break of Short Duration: For an individual student, a short, unexpected interruption in testing (such as a short-duration, supervised trip to the restroom, stepping into the hallway due to coughing, the need to get a drink of water, etc.) does not require the submission of an irregularity. However, the event should be recorded/documented in local notes/records. The same is true of a minor circumstance that does not cause a significant interruption (such as a short and/or accidental announcement over the intercom). 46

47 Considerations and Requirements when entering Irregularities in the MyGaDOE Portal for the CRCT – cont. Submit as a Testing Interruption irregularity on the MyGaDOE Portal Leaves testing before completing either section, but stays at school and can return to testing the same day: If a student has to leave testing for an extended period of time but remains at school and is sequestered between the time testing was suspended and testing is resumed from other students and any resources that might contain test content, then the student may finish the test. Leaves testing and school after completing Section One: Students who can complete Section One but are unable to begin Section Two and leave school can makeup Section Two on a subsequent day. Leaves testing and school while working on a section that they do NOT complete: If a student has to leave testing during a section and is unable to return to testing to finish testing on the same day, as a rule, students are not allowed to reenter this section on a subsequent school day. If the district believes there is reason for an exception to this guidance, please contact the GaDOE. Again, be prepared to provide the time the student had access to test content and the number of items to which the student was exposed. 47

48 Considerations and Requirements when entering Irregularities in the MyGaDOE Portal for the CRCT – cont. Relative to students “going ahead” and “going back” As a general rule, if this is brief and inadvertent a report in the Portal is not necessary. Instead document locally Instances of a student “going ahead” into Section Two (before being directed to do so) OR “going back” to Section One after that section is complete (resulting in access to content and/or to bubbling/changing answers) are irregularities and require a portal entry. Please include in your MyGaDOE Portal entry the number of questions that were answered in the section at issue, the amount of additional time the student was in the section, and the number of answers choices that were bubbled or changed (if applicable). If this information is not provided, the Portal entry will be rejected pending a response on these points. Further Guidance for students who “Go ahead” The School Test Coordinator should provide guidance to the Test Examiner as follows: The student should be stopped immediately if discovered very early (<5 items) in Section Two and – staff should attempt to ascertain amount of time spent in Section Two; – any student answers already bubbled should be left as is until the student resumes Section Two with the rest of the group; at this time, the student would then be allowed to review and change answers as is normally be permitted; – when the student resumes Section Two with rest of the group, the time that was spent in the section without permission should be deducted from the 70 minute maximum for the affected student(s) only. If the student has gone beyond a small number of items in Section Two (before that section begins), the student should finish Section Two and their test materials should be collected immediately upon completion. 48

49 Testing: Coding Irregularities & Invalidations Incorrect coding may result in no reports being sent. 49

50 Testing: Reducing Irregular Test Administrations Ensure proper training of all test administrators Maintain clear and consistent training and support materials Make certain all accommodations are clear to test administrators particularly if the Test Examiner is not the students’ regular teacher Make certain that Test Examiners are constantly monitoring the testing environment Respond to student actions appropriately and immediately Implement a program for reporting irregularities during testing 50

51 TESTING : Characteristics of a Quality Investigation Examiner should notify Principal and School Test Coordinator of incident School Test Coordinator should notify System Test Coordinator Request detailed written statements from all parties involved if necessary – Follow up on details (connect the dots) Follow district procedures regarding misconduct Provide a written summary of incident and investigation findings (see page 171 SAH for a suggested statement format) – Consult with GaDOE as needed System Test Coordinator is responsible for reporting to GaDOE – Report to GaDOE immediately, prior to investigation – Final documentation should be entered into portal 51

52 POST-TEST ACTIVITIES Will cover the following: Test Examiner Responsibilities School Test Coordinator Responsibilities System Test Coordinator Responsibilities Packing Return Shipment Return Shipment Pick-up Returning Make-up Materials Return Shipment Errors 52

53 POST-TEST ACTIVITIES: Differentiating Scorable and Non-Scorable Scorable Materials Completed Group Information Sheet (GIS) Used Student Answer Sheets Non-scorable Materials Used Student Test Booklets Large Print and Braille Test booklets Unused and Voided Test booklets and Answer sheets Scratch Paper Test Examiner’s Manual 53

54 Test Examiner Responsibilities Collect and account for all testing materials in the testing site after each day’s testing Return all test materials the School Test Coordinator at the conclusion of testing each day Additionally, at the conclusion of the final day of testing Notify the School Test Coordinator of any students who did not take all or part of the test Notify the School Test Coordinator if student answers need to be transposed onto a Student Answer Sheet 54

55 Under School Test Coordinator Supervision All test materials should be collected from Test Examiners and secured after each administration session Under administrator supervision, review answer documents – Where applicable, verify that the demographic and coding information is correctly bubbled – If instructed by the System Test Coordinator, complete Local Option Coding (Section 15) – Complete For Teacher Use Only (Sections 10–14) 55

56 POST-TEST ACTIVITIES: School Test Coordinator So that districts are prepared to address non-participants during Accountability processing note: Collect by school and by subject: the names of each student who should have tested but was a non-participant Categorize their non-participation as one of the following four choices: Medical Emergency, Illness, Other, or Unknown You may direct questions on the definition of non-participant and the above categories to your district’s GaDOE Accountability Specialist 56

57 POST-TEST ACTIVITIES: School Test Coordinator Transposing Student Answer Responses: When required and prior to returning answer sheets to the System Testing Coordinator, verify student answer responses have been transposed to an answer sheet. Transposing should be witnessed by a certified educator. If only two people are present one must be an administrator (SAH Page 43). Complete the VALIDATION FORM FOR TRANSPOSING ANSWER DOCUMENTS found on Page 172 of the Student Assessment Handbook. File one copy with school testing records and return a copy to the System Testing Coordinator. 57

58 POST-TEST ACTIVITIES: School Test Coordinator Verify that Test Examiners have returned all materials – The System Test Coordinator must order make-up test materials administered outside of the system’s scheduled window Inventory scorable and non-scorable materials separately Complete the School Security Checklist and place in the first box of scorable materials System Test Coordinators must make copies of any pages that indicate missing or unreturned materials and place these copies in the security checklist envelope for each school; System Coordinators will retain all original school security checklists Verify that VOID is written across every voided Test booklet and Answer Sheet; return voided documents with non-scorables 58

59 POST-TEST ACTIVITIES: School Test Coordinator Destroy all scratch paper If directed by the System Test Coordinator, safety and security destroy all soiled documents (biohazard); record as soiled on the School Security Checklist Verify that each GIS is filled out correctly Complete the School/Group List (SGL) Arrange all scorable documents with the student name face- up Secure each classroom’s scorable materials with a paper band using a Stack Cover Card for each bundle and a Group Information Sheet for each class (Refer to illustration on page 29 of the TCM) 59

60 POST-TEST ACTIVITIES: Packing Scorable Materials Packing Scorable Materials: Band together by classroom: [Top of Stack] Stack Cover Card – One per band Completed GIS – One per class One class of Student Answer Sheets (Gr 3–8) [Bottom of Stack] 60

61 POST-TEST ACTIVITIES: School Test Coordinator Use original shipping boxes for return shipment; if additional boxes are required, notify the System Test Coordinator to order them through CTB Customer Service Pack scorable and non-scorable materials separately Account for all scoreable and non-scoreable materials then concentrate on processing scorable materials for return for scoring All non-scorable materials must be returned to the System Test Coordinator within one week of the last day of the system’s scheduled test window Improper packaging may delay your score reports; detailed instructions are provided in the After Testing section of the TCM Special care not to mix CRCT and CRCT-M materials 61

62 Upon receipt of materials, check and double check counts of Student Test Booklets and Student Answer Sheets – This provides a baseline for final inventory resolution After each testing session/each day of testing, account for all Student Test Booklets and Student Answer Sheets in your building School Test Coordinator Best Practices Tips 62

63 School Test Coordinator Best Practices Tips Develop a method for tracking students alternating between CRCT and CRCT-M – Consider preemptively placing Post it notes over sections that should be left blank to be sure the student answers in the correct section Develop a method to track and verify that, where necessary, students answers have been transposed from test books to answer sheets. 63

64 School Test Coordinator Best Practices Tips Before scorable materials are packaged for return to the district, be sure the total count of scorable, voided/soiled-biohazard, and unused Student Answer Sheets matches the baseline number established during the initial inventory count – The school can then search for missing Student Answer Sheets potentially left in test books or test distribution containers 64

65 POST-TEST ACTIVITIES: System Test Coordinator Packing Return Shipment System Test Coordinators prepare materials for pick-up; details in the School and System Test Coordinator’s Manual Reminders: Do not consolidate materials from more than one school in the same box Use one label per box – Use WHITE Return Shipping Labels for scorable materials – Use Yellow Return Shipping Labels for non-scorable materials – Note: You will not need any additional shipping labels to return your materials Identify the sequence of boxes by filling in the line on the white scorable label that reads “SCH BOX __ OF __” On the same white label, fill in the total number of boxes for the entire system in the space provided “SYS BOX __OF__” Securely seal all boxes See page 36 of TCM if it is necessary to palletize scorable or non-scorable materials. 65

66 POST-TEST ACTIVITIES: Return Shipment Pick-up Assessment Distribution Services (ADS) will contact systems five business days before the scheduled pick-up to verify return shipments – The pick-up date for scorable materials is the fifth business day following the scheduled completion of testing unless noted in the CRCT Enrollment System – The pickup date for non-scorable materials is the tenth business day following the scheduled completion of testing unless noted in the CRCT Enrollment System – Please give a two weeks notice if you need to change pick up dates 66

67 POST-TEST ACTIVITIES: Returning Make-up Materials Make-up Testing – In most systems, make-up testing is accomplished within the system’s scheduled main administration window; these materials should be returned with main administration materials – For make-up testing outside of the system’s scheduled testing window, contact CTB for a Make-up Testing Kit The Make-up Testing Kit will include instructions for returning these materials 67

68 POST-TEST ACTIVITIES: Return Shipment Errors Document preparation errors and packaging errors slow down the scoring process and can delay your score reports Examples include: Document preparation errors – Missing GIS – Unused/used materials packaged together – Different school materials packaged together – Mixing CRCT and CRCT–M materials Document data errors – Copy of GIS, not original – Student marks on timing tracks – Pre-ID labels incorrectly placed 68

69 POST-TEST ACTIVITIES: Return Shipment Errors Packaging and Transportation Errors – Use of boxes other than the custom CRCT shipping cartons – Boxes incorrectly numbered – All materials not available for pick-up as scheduled – Unlabeled pallets/boxes – Labels applied incorrectly – Self-scheduling using a different carrier 69

70 CRCT Main Administration Reports First set of electronic Test Results (GaDOE Portal, five day turn around time after representative sample is met) – PDF files – Class Roster (with summary page) – PDF files – Performance Level 1 Roster – System Data file and Record Layout Paper reports (10 business days after receipt of electronic results) – Class Roster (with summary page) – Performance Level 1 Roster – Individual Student Reports – Student Score Labels 70

71 Summary Reports  Paper Results (Delivered to Systems the week of June 23–30 )  Summary Report of All Student Populations  School, System, and State  Performance Summary Report  Class, School, System, and State 71

72 CRCT OVERVIEW: Retest Administration Retest Administration: May 12 – July 25 –Includes students who perform at Level 1 in Reading (grades 3, 5, and 8) or Math (grades 5 and 8) during the Main Administration Exception Testing –Qualified students who miss the system’s scheduled Retest window may receive an exception to test within the state Retest Administration window –All requests for exception testing must be approved by the GaDOE Online Retest Option: May 12 – July 25 72

73 No Pre-ID Labels for Retest Labels from Spring 2014 main administration cannot be reused during the summer administration Review options for completing student demographic information on the Student Answer Sheet from page 15 of the TCM 73

74 Retest SGL Pre-populated for grade levels There are no teachers names for Retest The Retest School/Group List will now be pre- populated with grade levels 74

75 Options for Packing Retest Scorable Materials Scorable Materials One Box Per School: – See page 33 of the CRCT Retest Test Coordinator’s Manual. – Use peach school and system return labels Scorable Materials Multiple Schools Per Boxes: – See page 33 of the CRCT Retest Test Coordinator’s Manual. – Us peach system return label only with an accompanying packing list in System Box 1 75

76 Retest Administration: Online Retest Option Administration Schedule: May 12 – July 25, 2014 Reporting Options –Systems testing in mixed mode (both Online and Paper/Pencil) 5-day turnaround time (TAT) begins at receipt of Paper/Pencil answer docs System will receive reports for both modes together Separate records for students taking different content in different modes –Schools testing entirely in Online mode System must inform CTB customer service which schools are testing online 2-day TAT will begin the day after the online test ends and CTB is informed that testing has ended for all online testers Reporting does not begin until the representative sample is met For more information about testing online, visit the CTB-hosted CRCT website: 76

77 Retest Administration: Online Retest Option Important Dates Dec 11, 2013 – Jan 10, 2014System Test CoordinatorsEnrollment System CRCT 2014 Registration Dec 13, 2013 – Feb 6, 2014System Test CoordinatorsEnroll in CRCT 2014 Online Retest Feb 18, 2014System Test Coordinators Receive confirmation of CRCT Online Retest participation March 24, 2014 & April 14, 2014 Technology CoordinatorsCRCT Online Retest Webinar Training Starting April 22, 2014Technology Coordinators Complete CRCT Online Retest site readiness activities Submit site certification April 22, 2014All StaffReceive CRCT Online Retest system accounts April 17, 2014 & April 30, 2014 System Test CoordinatorsCRCT Online Retest training session May 12 – July 25, 2014All StaffAdminister CRCT 2014 Online Retest Sessions 77

78 Retest Reports Electronic Test Results (GaDOE Portal, 2–5 day TAT after representative sample is met) – PDF files – Class Roster (with summary page) – PDF files – Performance Level 1 Roster – System Data file Note: Systems with schools testing 100 percent online can receive reports for those schools in two days Paper reports (10 business days after receipt of electronic results) – Class Roster (with summary page) – Performance Level 1 Roster – Individual Student Reports – Student Score Labels 78

79 Second Year of Availability Electronic Security Checklist ISOFT Secure File Sharing – Electronic (Excel) versions of the System and School Security Checklists will be available for download – To connect to ISOFT Login to websitewww.ctb.com/gacrct Click the Login link and enter your username and password Click the CRCT File Sharing link, which will be below the heading Secure File Sharing 79

80 Online Retest Survey Reminder RTS – Registration and Tech Survey – Required registration for Retest Online If you missed this opportunity, contact DOE – Capture of Workstation/Network capacity – Status indicator for site readiness – Online Test Participation Indicator for Systems & Schools – Follow-up on February 18 for online participants and training – Link to recording of CRCT Online Retest Survey overview - start at 30:00 into the recording : View the Blackboard Collaborate recording View the Blackboard Collaborate recording 80

81 Updates to Online Testing Program Registration and Technology Survey Tool (RTS) for Online Testing has discrete Registration checkboxes Experience Online Testing – open practice test Default test window is 5 days (in Test Administration System) Timeout occurs if session break is more than 20 minutes

82 CONTACT INFORMATION: Ordering Materials When System overage materials have been exhausted, System Test Coordinators can order additional materials by: – Test Materials Adjustments (TMA) Application Login to websitewww.ctb.com/gacrct Click the Login link and enter your username and password Click the Test Materials Adjustment link – Contacting the CTB Customer Service Team – Orders are shipped via Ground shipping unless expedited shipping is needed to deliver before the start of testing; ground shipments typically arrive within 2–3 days of order. Requests for Advanced Reading Aids due February 18 Fax form to Sally Kemph at and Robert McLeod at (770) (pages 144–145 Student Assessment Handbook) 82

83 CONTACT INFORMATION: Shipping Information Materials Order Shipments – Your initial shipment of CRCT materials will be delivered by Assessment Distribution Service (ADS); for information, contact: CTB Customer Service – Phone: (866) – Fax: (866) – – Hours: 8:00am to 6:00pm (Eastern) – Deliveries will be made at least two weeks prior to first day of testing, taking spring break into account and based on dates provided to CTB through the Online Enrollment System 83

84 CONTACT INFORMATION: Shipping Information Return Shipments – Assessment Distribution Service (ADS) Phone: (800) The default scorable materials pick-up date is five business days from the last day of the scheduled test window unless otherwise selected through the enrollment system The non-scorable materials pick-up date is 10 business days from the last day of the scheduled test window unless otherwise selected through the enrollment system The Pickup Schedule is provided in the TCM on page 37 84

85 CONTACT INFORMATION: CTB Contacts CTB Customer Service Team – Phone: (866) – Fax: (866) – – Hours: 8:00am to 6:00pm (Eastern) Nadia Greer, Program Associate – Phone: (800) , ext – Fax: (888) – – Website: Deborah Meloche, Senior Program Manager – Phone: (502) – 85

86 CONTACT INFORMATION: Georgia Department of Education Robert McLeod, CRCT Assessment Specialist -Phone: (404) Test administration information – Phone: (800) or (404)

87 QUESTIONS 87


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