09/10/20081 MEAP Coordinator Briefing Fall 2008

09/10/20082 Outline  Welcome and General Issues (Jim Griffiths)  MEAP Administration (Sue Peterman)  Assessment Accommodations (Linda Howley)  ELPA (Phil Chase)  Student ID Process (Dave Judd)  Assessment Processing (Chris McCown)

09/10/20083 Welcome and General Issues James A. Griffiths, Manager Assessment Administration And Reporting

09/10/20084 Update  Staffing changes  Interim Director of Educational Assessment and Accountability: Joseph Martineau  Interim Assessment Manager: Vince Dean  SWD Program Interim Consultant: Linda Howley  ELL Program Specialist: Phil Chase  ELL Program Analyst: Brian Cilosky  MEAP and MME Analyst: Emily Taylor

09/10/20085 Update  New Contractors  Measurement Incorporated - test administration  Pearson (formerly Harcourt) – test development  Current deadline: Assessment results reported by mid December

09/10/20086 Update  MEAP Grades 3-9 Assessment Schedule  New MEAP testing and shipment schedule  50% item release (initial test form only)  Shorten all assessments for new schedule  Allow for two distinct assessments  Released item booklets  Actual items (50%)  Item descriptors (50%)

09/10/20087 Update  Ten (10) initial assessment forms  No spiraling  Schools will have one form of each assessment For example, if school is assigned form 5, they will receive form 5 of each grade level/subject area assessment in that building For example, if school is assigned form 5, they will receive form 5 of each grade level/subject area assessment in that building  Smaller districts will have one form assigned to entire district

09/10/20088 Update  Mathematics  2 items per core GLCE  1 item per extended core GLCE  Shortened for new schedule

09/10/20089 Update  English Language Arts  Response to Paired Reading Selections replaced by Multiple choice items only, Fall 2008 Multiple choice items only, Fall 2008 Multiple choice & short answer (1 – 3 sentences) items in Fall 2009 and beyond Multiple choice & short answer (1 – 3 sentences) items in Fall 2009 and beyond  ELA given in four parts over two days Session 1 and Session 2 Session 1 and Session 2

09/10/ Update  Social Studies and Science  New GLCEs First operational appearance in fall 2010 First operational appearance in fall 2010  New standards if tests cannot be equated to previous MEAP  Eliminate social studies constructed response  Field test additional short answers  Field test additional multiple choice items

09/10/ New for

09/10/ MEAP Coordinator Briefing  Fax in questions:  questions:

09/10/ Sue Peterman, Specialist MEAP Administration & Reporting Office of General Assessment and Accountability MEAP Assessment Administration

09/10/ New for Fall 2008  Fall 2008 MEAP Schedule  No longer a 3 week window  Specific dates to administer initial test and makeup test  Begins October 14 (Mathematics)  Ends October 30 (final makeup test date)

09/10/ New for Fall 2008

09/10/ New for Fall 2008

09/10/ New for Fall 2008  Strict adherence to timelines for returning testing materials  November 5 th final ship date  Late returns incur fees and impact how results are returned

09/10/ New for Fall 2008

09/10/ New for Fall 2008  One answer document for each grade/subject area test  No pre-printed student answer documents  Pre-printed barcode label MUST be affixed to every student answer document returned for scoring  $10 fee per answer document if missing

09/10/ New for Fall 2008  Preprinted student labels shipped with initial materials (students identified 5/15- 8/1)  Second separate shipment of barcode labels (students identified 8/2 – 9/11)  Schools must use OEAA Secure Site to produce barcode labels for new students (after 9/12)

09/10/ New for Fall 2008  Initial test booklets  Forms  Schools will receive same form of test  Makeup test booklet  Form 11  One answer document per grade/subject area  ELA Session 1 and Session 2

09/10/ New for Fall 2008  Reader Scripts  IEP or 504 Plan required  Scripted version of a test booklet  Extended Time Testing  IEP or 504 Plan required  Must use Form 1

09/10/ Manuals and Handbooks  District and Building Coordinator Handbook  One Administrator Manual for EACH GRADE – new this year  Initial and makeup test directions are in each grade level manual

09/10/ Grades 3-9 MEAP Assessments  Mathematics  Two Parts (reduced from three)  Grade 3 – No calculator Use ANY Part  Grades 4 – 8 Calculators allowed on Part 2 only  Overlays for each grade level  Grade 8 Reference Sheet

09/10/ Grades 3-9 MEAP Assessments  English Language Arts  Separate answer documents for Session 1 and Session 2  Manual will indicate to test administrators when it is appropriate to use a test booklet to read directions (writing prompts)

09/10/ Grades 3-9 MEAP Assessments  Science  Two Parts  Fewer constructed response items  Social Studies  Two Parts  Constructed response item (Decision Making) eliminated

09/10/ Grades 3-9 MEAP Assessments  Use No. 2 pencil on all items (both multiple-choice and constructed- response)  No additional paper may be used with any of the MEAP tests unless prescribed as an assessment accommodation (IEP or Section 504 Plan)

09/10/ Grades 3-9 MEAP Assessments  All MEAP tests are untimed and student paced - all students must be allowed to finish each test session  Make arrangements ahead of time for few students who need to finish  Ending a test session before students are done is a misadministration

09/10/  Combined test booklet/answer document  ALL grade 3 documents (used and unused) are secure and must be returned  Students mark answers in booklet Grade 3 Answer Document Assessment Booklet

09/10/ Receipt of Materials  Materials being shipped beginning September 22 nd and in districts by the 29 th  District/building coordinators should verify quantities upon receipt  Don’t wait!

09/10/ Additional Orders  District coordinator is responsible for placing additional orders for materials  Gather additional orders request from all schools within district  Can be done on the OEAA Secure Site (

09/10/ Administration Guidelines  Assessment Security  Locked storage before, between, and after test sessions  Reporting Assessment Irregularities and Administrative Errors  Ten day rule  What should and should not be displayed during testing

09/10/ Administration Guidelines  Monitoring Assessment Administration  Review Professional Assessment and Accountability Practices for Educators, updated August 2007  Student Prohibited Behavior  Roles and Responsibilities for each person who administers MEAP tests

09/10/ Accommodated Assessments  Enlarged Print versions  School staff must transcribe student responses into a regular/scannable student answer document and return with other used student answer documents under School/Grade Header Sheet  Return enlarged print booklet

09/10/ Accommodated Assessments  Scribes, Tape Recorders, Braillewriters  School staff must transcribe student responses into a scannable student answer document and return with other used student answer documents under School/Grade Header Sheet  Return accommodated versions of test with other non-scorable material

09/10/ Accommodated Assessments  Word Processed Pages  Student constructed response items DO NOT need to be transcribed into a student answer document  Each word-processed page MUST be printed and identified with student and assessment information (including grade, subject area, and item number)

09/10/ Accommodated Assessments  Word Processed Pages  Easiest to produce student barcode label and attach to each page  Word processed pages must be inserted into a student answer document  Return in orange envelope  DO NOT return word processed pages without answer document

09/10/ Materials Return  MEAP Security Compliance Form  Signature required  District coordinator keeps – do not return to scoring contractor  MEAP Class/Group ID Sheet  Optional  MEAP School/Grade Header Sheet

09/10/ Contact Information Joseph Martineau, Interim Director, OEEA Dave Judd, Project Manager, OEAA Vince Dean, Interim Assessment Manager James Griffiths, Manager, Test Administration and Reporting Sue Peterman, Specialist, Test Administration and Reporting Bill Brown, Manager, Test Development Rodger Epp, Science Assessment Consultant Wendy Gould, ELA Assessment Consultant Ruth Isaia, Social Studies Assessment Consultant Kyle Ward, Mathematics Assessment Consultant

09/10/ Contact Information  MEAP Office  Phone  FAX  

09/10/ MEAP Coordinator Briefing  Fax in questions:  questions:

09/10/ MEAP Assessment Accommodations Linda Howley, Interim Assessment Consultant for Students with Disabilities

09/10/ Assessment Accommodations  Students with Disabilities with an IEP  General Education Students with a Section 504 Plan  English Language Learners  Accommodated Versions

09/10/ Assessment Accommodations  Special Handling  Rapid Onset of a Medical Disability  Use of Reader Scripts  Extended Time Testing

09/10/ Students with Disabilities  Must have an IEP or  IEP in the process of being completed

09/10/ Students with Disabilities  ONLY the IEP Team can determine  Participation in the MEAP and/or MI- Access assessments  Assessments accommodations are needed  If used routinely during instruction  Must be documented in the IEP

09/10/ General Education Students  Must have a Section 504 Plan

09/10/ General Education Students  Only the Section 504 Plan Committee can determine  what accommodations are needed  if used routinely for instruction  Must be documented in the Section 504 Plan

09/10/ English Language Learners  General Education Students  Assessment accommodations determined by the students instructional team  Accommodations routinely used by students during instruction  Must be documented in the student’s records

09/10/ English Language Learners  Students with Disabilities  Assessment accommodations are determined by the IEP Team  Must be documented in the IEP

09/10/ Standard Accommodations  Do NOT change the construct being assessed  Scores DO count towards NCLB participation rate and AYP

09/10/ Nonstandard Assessment Accommodations  DO change the construct being assessed  Result in an invalid score and the student will count as NOT PARTICIPATING

09/10/ State Provided Assessment Accommodations  All Form #1  Braille  Assessment Administrator Booklets for Braille  Enlarged Print

09/10/ State Provided Assessment Accommodations  CDs or Audio tapes  MUST be administered INDIVIDUALLY!!  Ordering:

09/10/ English Language Arts – Session 1

09/10/ English Language Arts – Session 2

09/10/ Other Content Areas

09/10/ Scribes, Tape Recorders, and Braille Writers  A school staff member MUST transcribe into answer folder  Spelling, punctuation, indentation and so forth MUST be transcribed EXACTLY

09/10/ Word Processors  Spell check, grammar check, dictionary, and thesaurus MUST be deactivated  Do NOT need to be transcribed

09/10/ Additional Paper  Assessment accommodation  Large handwriting  Equivalent of the space provided in the student answer document

09/10/ Returning Word Processed Documents and Additional Paper  Student name  Birth date  Student’s State UIC  District name and code  School name and code  Assessment window  Grade Content area

09/10/ Returning Word Processed Documents and Additional Paper  Second Option  Print student label in OEAA Secure Site  One on each page  Include subject area, item number  For ELA, Part number

09/10/ Returning Word Processed Documents and Additional Paper  Insert in completed student answer document  DO NOT staple, tape, paper clip, or glue to answer folder  Orange Envelope– “SPECIAL HANDLING AND/WORD PROCESSED DOCUMENTS”  Put on top of materials in “1 of X” box of answer folders being returned

09/10/ Rapid Onset of Medical Disability  Such as  Broken arm  Undergone surgery and is homebound  Document in student’s file  Disability  Accommodation provided  Bubble in “Standard accommodation”

09/10/ Contact Information Linda Howley Interim Assessment Consultant for Students with Disabilities (517)

09/10/ Participation of English Language Learners Phil Chase Assessment of English Language Learners, OEAA

09/10/ Participation of ELLs Can English language learners (ELLs) be excused from MEAP assessments?  All ELLs are to be assessed with content-based tests.  The only exception involves “recently arrived” students.

09/10/ Participation of ELLs Who are “recently arrived” students?  These are ELLs who have enrolled in a U.S. Public School for 12 months or less.  The date of entry is drawn from section 10 on the English Language Proficiency Assessment (ELPA) demographic pages.

09/10/ Participation of ELLs Who are “recently arrived” students?  Students meeting this criterion may be “excused” from taking the ELA portions of content-based tests provided that the ELPA has been administered and the student is eligible for services.  The ELPA Initial Screening is available for new students.  This is a one-time exemption. “Excused” students are reported as a sub-category for AYP.

09/10/ Participation of ELLs How do we notify the State that we have an ELL who is eligible for services? Enter ELPA Initial Screening information on the OEAA Secure Website to identify the student for Title III count. Enter ELPA Initial Screening information on the OEAA Secure Website to identify the student for Title III count. Indicate eligibility for Limited English Proficient (LEP) services with Single Record Student Database (SRSD) information— including entrance and exit dates. Indicate eligibility for Limited English Proficient (LEP) services with Single Record Student Database (SRSD) information— including entrance and exit dates.

09/10/ Accommodations for ELLs How do we determine if an ELL needs an accommodation? How do we determine if an ELL needs an accommodation?  Assessment accommodations are based on ELL performance levels and language of instruction for content area being assessed.  Spanish, Arabic and English videos  Decisions are to be made on student-by-student basis.

09/10/ Accommodations for ELLs How do we determine if an ELL needs an accommodation? How do we determine if an ELL needs an accommodation?  MEAP accommodations marked as standard result in scores that are reportable for Adequate Yearly Progress (AYP) and EducationYES!

09/10/ Contact Information  Phil Chase, Department Specialist Assessment of English Language Learners Office of Educational Assessment and Accountability (OEAA) (517)

09/10/ MEAP Coordinator Briefing  Fax in questions:  questions:

09/10/ OEAA Secure Site From Pre-id to Tested Roster Dave Judd, Project Manager Office of Educational Assessment and Accountability

09/10/ Welcome/Announcement Screen  First screen after logging in to the OEAA Secure Site.  Contains important messages in relation to the OEAA Secure Site.  Contains important deadlines and dates in relation to tasks on the OEAA Secure Site.  Contains information for all assessments:  MEAP  MME  ELPA  MI-Access  ELPA Screener  SCAS

09/10/ Welcome/Announcement Screen

09/10/ Additional Material Ordering  Ordering will be open on the OEAA Secure Site after materials arrive in districts/schools – for MEAP Appr. Sept. 22 nd  Button Name for additional materials = “Material Orders/Tracking”

09/10/ Additional Material Ordering

09/10/ Additional Material Ordering

09/10/ Student Record Search  Always search for a student prior to adding a new student record.  Search by first letter of the last name and first name and DOB. This is helpful when a student is entered with a nickname or if a name was misspelled.

09/10/ Student Summary Screen Click on “Add Test Cycle” button to assign the student to your school and the current Fall 2008 MEAP Grades 3 – 9 test cycle.

09/10/ Pre-Identified Student Report  Run a Pre-Identified Student report to identify all students assigned for the Fall 2008 MEAP Grades 3 – 9. Click on Pre-Identified Students from the menu at the left

09/10/ Pre-Identified Student Report - Cont’d Select the Test cycle, ISD, District, and School. If you are a district user, you can run a district Pre-Identified Student Report by leaving “[All]” in the school field. New Feature - You can now download the Pre-ID Student Report into an excel spreadsheet.

09/10/ Pre-Identified Student Report - cont’d All students listed on report have successfully been identified for testing.

09/10/ Pre-ID Mass Updates  The Pre-ID Mass Update screen is an efficient way to change the following information for a group of students:  Unassigning a group of students from the test cycle  Moving a group of students from one building to another within the district

09/10/ Pre-ID Mass Updates – cont’d  Changing the grade level field for a group of students  Assigning test subjects to a group of students that may be taking MEAP and MI-Access

09/10/ Pre-ID Mass Updates – cont’d Select the desired ISD, District, School, Test Cycle and Grade to be updated, then click Search.

09/10/ Pre-ID Mass Updates– Cont’d The Search Results and the Update Fields sections are then displayed. Select all or a sub-group of students and use any combination of Update Fields, then click Save.

09/10/ Demographic Updates  OEAA student demographic load for public districts/schools will occur after the Fall 2008 SRSD submission is complete and prior to the Tested Roster period, and will include the following fields from the Fall 2008 SRSD submission: Economically Disadvantaged Economically Disadvantaged English Language Learners English Language Learners

09/10/ Demographic Updates – Cont’d Ethnicity Ethnicity Feeder School Code Feeder School Code Homeless Homeless Less than Full Academic Year (LTFAY) Less than Full Academic Year (LTFAY) Migrant Migrant Special Education Special Education  The demographic load of these fields will take place after the Fall 2008 assessments have been completed and before the tested roster period.

09/10/ Demographic Updates – Cont’d  Public districts/schools should not enter the above demographic information for the Fall 2008 MEAP or MI-Access Assessments in the OEAA Secure Site prior to the Tested Roster period. Any data that is entered into the above student demographic fields will be replaced with fall SRSD data at the time of the OEAA demographic load.

09/10/ Demographic Updates – Cont’d Districts/schools will have the ability to view and modify the student demographic data in the OEAA Secure Site during the tested roster period prior to reporting. Also, please ensure any modifications are also reflected in your local student management system.

09/10/ Barcode Labels  All answer documents MUST have a barcode label.  Reprint and replace any damaged barcode labels. i.e. student tried to peel label off, student marked through barcode, etc.  Reprint and replace incorrect barcode labels. i.e. barcode was placed on answer document but a different student used the answer document.  Barcode labels are not specific to content area but they are specific to school and test cycle. i.e. ELPA, MI-Access, MEAP, and MME.

09/10/ Barcode Labels All students not on the Pre-Identified Student report will need to be assigned to the school and test cycle prior to printing barcode labels. Only print barcode labels using a laser printer, NOT INKJET! Select Barcode Labels from the menu at the left.

09/10/ Barcode Labels To generate a list of all the students assigned to the given test cycle, select from the drop down menus the ISD, District, School, and Test Cycle. Then click the Search button.

09/10/ Barcode Labels – Cont’d You may use the Select All button to select all of the students listed. Above the list of student names, you have the option to select the number of labels that you want to print for the selected students and also the starting position on the labels. When you have selected the students and are ready to print, click the Submit button. Adobe Acrobat will open a new window and display an image of your labels.

09/10/ Barcode Labels – cont’d If everything looks correct, click on the printer icon, which normally is located near the top left corner of the window.

09/10/ Barcode Label Printing Make sure that Page Scaling is set to “None” and that Auto- Rotate and Center is checked. If you have an older version of Adobe you will not have a Page Scaling field but instead will have Shrink to Fit or Shrink Oversized Pages. These will need to be unchecked.

09/10/ It gives you a complete listing of:  students for whom answer documents were received by the contractor  student demographic information pulled together from the answer document and the secure website Why is Tested Roster important?

09/10/ It gives you your last opportunity to:  verify that all answer folders were received and accounted for by the contractor  request OEAA to research any missing students and or missing assessments  update student demographic information before MEAP reports are printed and the AYP file is created Tested Roster – cont’d

09/10/   It is very important to verify that students who are marked with an unethical practice/prohibitive behavior or nonstandard accommodation are correct. If not, then you must file an appeal through the Tested Roster page. Tested Roster – cont’d

09/10/ Resource Information  Instructions for the OEAA Secure Site can be found on the login page of the secure site, by clicking on the pink link titled OEAA Secure Site User Manual  MI-Access information

09/10/ MEAP Coordinator Briefing  Fax in questions:  questions:

09/10/ Receipt and Return of Assessment Materials Chris McCown, Project Manager Measurement Incorporated

09/10/ Measurement Incorporated  Measurement Incorporated is the “new” printing, distribution, scoring, and reporting contractor for MEAP.  1 st year of a 3-year contract  Previous experience with MEAP

09/10/ Overview  Receipt of Materials – when and how you’ll receive materials  Return of Materials – how to return your materials after testing

09/10/ Receipt of Materials  Materials shipped via FedEx Ground beginning September 22 nd  All materials delivered by September 29 th  Accommodated materials, some Pre-ID labels shipped separately

09/10/ Receipt of Materials (cont.)  Inventory your shipments  Boxes numbered 1 of x, 2 of x, etc.  Packing list in Box 1  Test booklets and answer documents shrink- wrapped in packs of 10

09/10/ Packing List

09/10/ Packing List (cont.)

09/10/ Packing List (cont.)

09/10/ Receipt of Materials (cont.)  Districts receive an overage of most materials  Need more of something?  Exhaust district overage first  Place additional orders via OEAA Secure Site  Order history and shipments may be tracked via OEAA Secure Site

09/10/ Get Ready!  Review manuals and handbooks  Stress the importance of SECURITY  Know school and district codes  Optional Class/Group ID sheet

09/10/ During Testing  Make sure students use No. 2 pencil  Handle answer documents with care  Make sure all answer documents have a Pre-ID label  Make sure students fill out demographics page completely and correctly  Make sure students grid form number correctly

09/10/ Return of Materials  Follow instructions in District and Building Coordinator Handbook  Three return dates: Oct 20, Oct 27, and Nov 5 (p. B-2)

09/10/ Return of Materials (cont.)  Scorable materials to return:  Used answer documents  Used Gr 3 answer documents  Non-scorable materials to return:  Used and unused test booklets and accommodated media  Unused Gr 3 answer documents (p. G-5)

09/10/ Return of Materials (cont.)  Sort answer documents into stacks by grade, content, and form per school. (p. G-6)

09/10/ Return of Materials (cont.)  Fill out a School/Grade Header Sheet to place on top of each stack of answer documents. (p. H-2)

09/10/ Return of Materials (cont.)  Word-processed pages and additional paper are returned with answer document in the orange Special Handling Envelope. (p. D-5, D- 6)  Place identifying information on all word- processed/additional pages and place the pages inside the student’s answer document before inserting into the orange envelope.

09/10/ Return of Materials (cont.)  Return Kit:  Instructions  FedEx Airbills  Blue Measurement Incorporated scorable and green Measurement Incorporated non-scorable labels for boxes

09/10/ Return of Materials (cont.)  Materials are returned via FedEx Express. Call GoFedEx to schedule a pickup (see Coordinator Handbook for greater detail).  Call FedEx by 2:30 pm for same-day pickup.

09/10/ Return of Materials (cont.)  You only need one FedEx Airbill per shipment!

09/10/ Measurement Incorporated Contact Information  Help Desk Phone: Fax:  Know your school and district code when you call!