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Phyllis D. Spencer Director for Local Testing Wake County Public Schools.

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Presentation on theme: "Phyllis D. Spencer Director for Local Testing Wake County Public Schools."— Presentation transcript:

1 Phyllis D. Spencer Director for Local Testing Wake County Public Schools

2 Carol L. Jenkins, Senior Director for Testing Wake County Public Schools Brian K. Sumner, Senior Administrator for Alternate Assessments Wake County Public Schools Brian Swiger, NCDPI

3 Barbara Williams Wendell Howard Nelson Surles



6 Microsoft InfoPath Microsoft Excel/Word Quickr


8 An application used to develop XML-based data entry forms XML

9 This is what you see when you first open the application.

10 Text Box Rich Text Box Drop Down List List Box Date Picker (with pop-up calendar) Check Box (for multiple answer questions) Option Button (for multiple choice questions) Multiple Selection List Box File Attachment Hyperlinks …and many more, as well as customized controls! Controls


12 School enters information into the form Save the form Attach and the form to Testing Office Save forms in a common folder

13 Data Export File Export To MS Excel



16 Highlight all of the files and click okay.


18 In a matter of seconds…




22 Save time, track materials, and track inventory

23 This process is streamlined using MS Excel and MS Word for: Taking inventory Completing distribution lists Creating test material sign out sheets All instructions presented are for Microsoft Office 2003



26 There are two main files used for creating the distribution list: MS Excel spreadsheet MS Word document/mail merge For WCPSS purposes the files are posted on our internal website School test coordinators download and save the files to their home directory

27 Test coordinators review their precoded answer sheets for each class and fill in their information on the spreadsheet. Date refers to the Test Date AS = Answer Sheet TB = Test Booklet OIPP = One Item Per Page X2 = NCExtend2

28 The number of answer sheets and test booklets for each class will be calculated in the fields AS Total and TB Total.

29 Save your changes. Here is an example of how the completed spreadsheet will look. WARNING: After you have entered all the information for your school it is a good idea to delete all the rows with a 0 in the Ans Shts and Books column. This will keep you from printing extra pages after the information has been mail merged.

30 Now click on the tab labeled Sign Out at the bottom left corner of the spread sheet Select fields will transfer to the Sign Out worksheet.

31 Mail merge automatically creates a series of classroom distribution lists. NOTE: You must have already entered information into the spreadsheet before following these steps.

32 Open the MS Excel spreadsheet and the MS Word document. When you open the MS Word document you may get what looks like an error message. Click NO.

33 In the MS Word document Tools Letters and Mailings Mail Merge

34 When the mail merge opens, a side bar will appear on the right side of the window. Click the blue Next link toward the bottom right side of the page until you get to Step 3

35 Once on Step 3 click the blue Browse link just above the middle of the page. Find and choose the spreadsheet file as your data source by double clicking the file

36 After double-clicking the file another window will open and youll see a box asking you to select a table. Click OK

37 Another window will open showing all the different headings in the spreadsheet. Click OK

38 Click the blue link at the bottom right corner of the screen that says Next: Write your letter

39 Click the blue link at the bottom right corner of the screen that says Next: Preview your letters

40 Here, youll be able to look over each page to ensure that all the desired data have been transferred over.

41 You will be able to print everything once you click on Complete the merge.

42 We recommend test coordinators either save or.pdf the document for each day to keep a running record. We also recommend printing each day on a different color of paper to avoid confusion. WARNING: If you didnt delete the extra rows in your original spreadsheet you will end up printing several extra pages.






48 Wake County Public Schools Testing Office – Phone: Fax: Carol L. Jenkins, Sr. Director – Phyllis D. Spencer, Director – Brian K. Sumner, Sr. Admin. – Barbara S. Williams, Testing Technician – Wendell Howard, Testing Technician – Nelson Surles, Testing Technician – David Holdzkom, Assistant Superintendent, Evaluation and Research –

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