1. Receipt & Return of EOC Test Materials Winter 2017
Critical Shipping Information
Receipt & Return of EOC Test Materials Winter 2017
The information within this PowerPoint may be augmented with information specific to your school district policy and procedures.
This material may be augmented with special consideration appropriate for your local district and school.
Assessment Operations
November 23, 2016

2. Acronyms Assessment Support Systems Manuals and Guides User Role
MI: Measurement Inc.
OSPI: Office of Superintendent of Public Instruction
AIR: American Institutes for Research
TIDE: Test Information Distribution Engine
WCAP Portal: Washington Comprehensive Assessment Program Portal
TCM: Test Coordinators Manual
TAM: Test Administration Manual Paper Winter EOC
DC: District Test Coordinator
DA: District Administrator
SC: School Test Coordinator
TA: Test Administrator
This is a list of acronyms and the definitions that will be found during your review of information within this PowerPoint.
Office Of Superintendent Of Public Instruction

3. Schedule for Winter 2017 EOC Assessments
End-of-Course
Winter
2017
(retake)
Grade
Content
Requirement / Availability
Testing Window
11-12
Mathematics (algebra I, integrated math I, geometry, integrated math II)
Can be used for graduation for the classes of 2013 through 2018; available to students in classes of 2016 through 2018 who have not yet met the mathematics assessment graduation requirement
ONLINE: not available PAPER/PENCIL: January 3 – February 3
Classes of 2017 and beyond
Science (biology)
Required for graduation for the classes of 2017 and beyond; available to students who have completed an appropriate high school course and/or who have not met standard on the biology assessment
Important dates are updated frequently and are available at:
This slide provides details in support of the Winter End-of-course Retake Administration.
Student eligibility is outlined in the Requirement/Availability column of this slide.
The state testing window begins January 3 and ends February 3. District Test Coordinators approve each schools proposed testing schedule within this window. Details for setting testing schedules is available in the Test Coordinator Manual.
Please keep in mind that testing student toward the end of the state mandated testing window will not leave a lot of room should a situation occur that delays testing.

4. Test Material Receipt and Tracking
Winter EOC test materials will arrive in district on 12/15/16 or 1/4/17, based on the District Test Coordinators selection in WAMS.
The default date for Winter 2017 EOC material shipments is 1/4/2017.
Contents included in white District Box 1:
Box List
District Packing List
District Security Checklist
School Packing List Summary (clear plastic bag)
Winter Return Kit
The District Packing List and the School Packing List(s) should be used to assist in tracking materials to and from schools.
Follow your Test Security and Building Plan procedures for tracking and storage of secure test materials.
Do not open shrink-wrapped packages that are not intended for immediate use.
Based on the information that the DC provided in the Delivery Date for Test Materials application of WAMS, materials for the Winter EOC administration will arrive in districts on December 15 or January 4. If the earlier date was not preselected in WAMS, the default date for material shipments is January 4.
The white district box 1 includes a box list, district packing list and security checklist, school packing list summaries, and a return materials kit. This box may contain other administrative materials, including secure test materials; please verify by referring to the packing list.
The district packing list contains the test booklet serial numbers in ranges. This will help track booklets within schools. Follow your Test Security and Building Plan and monitor this process throughout testing.
To help identify the test booklet to the testing student, MI created a Security Checklist Roster in Excel format that is available through the TIDE “Orders” tab, under the “Track Shipments” tab.
Shrink wrapped packages of test booklets should not be opened unless needed for immediate use.
Retain the shipping boxes that your materials arrived in for return shipment of materials.

5. Accommodated Test Material Kits:
Translated CD, Braille, Large Print
Apply: A Student Pre-ID Label
Accommodated Kits
Large Print and Braille kits include:
A cover sheet
Instructions
Regular test booklet
Large-print or Braille test booklet
Glossaries of Non-Science or Non-Mathematics Terms
Translated Test kits include:
Cover sheet
Foreign Language CD Instructions
Foreign Language CD
Test Booklet
The slide outlines the availability and processing of accommodated forms. For additional information refer to Appendix E in the Winter EOC Test Administration Manual.
To ensure that materials are coded correctly and able to be scored, please:
Affix a pre-ID student label to the front of all test materials included in the accommodated kit. If needed, additional labels may be printed from TIDE.
If you cannot print labels prior to testing, write the students name, SSID, and school name on the front cover of accommodated forms.
Have a plan for training for identifying the person responsible for transcribing student responses into the regular test booklet. Student responses that are not transcribed into a regular test booklet will not be scored.
The annotate the scribe name and date of transcription on the front cover of the students test booklet within the “Notes: Test Administrator/Coordinator Use” box.
Responses in the large print and braille test booklets will not be scored. They must be transcribed into the standard form booklet. 5

6. Handling Defective/Damaged Booklets
After testing identify any damaged or biohazard materials
SC:
Document test booklet security barcode on the roster.
Provide TA with the new booklet
If transcribed, verify completeness of transcription.
Document incident in the “Notes: Test Administrator/Coordinator Use” box
Damaged booklet
DTC:
Complete a Test Material Variance form
Damaged booklets are returned with non-scorable materials
Do not return biohazard materials to MI
The new test booklet with transcription of student work is returned with scorable materials.
For processing of damaged and biohazard materials School Test Coordinators (SC):
Document the damaged or biohazard test booklet security bar code number on the roster and provide a new test booklet to the TA.
Biohazard test booklets are transcribed, when possible, into a clean test booklet.
SCs document the incident in the “Notes: Test Administrator/Coordinator Use” box on the front cover of the replacement student booklet.
District Test Coordinators:
For damaged or biohazard test booklets, complete a Test Material Variance form and fax information to the OSPI Assessment Operations office at (360)
Reported biohazard booklets may not be returned to MI. Follow district policy outlined in the Test Security and Building Plan on secure handling and destruction of biohazard materials.
Damaged booklets are returned to MI. Place a rubber band around any damaged booklets or slide them into a large clear plastic bag.
Reported biohazard/ soiled booklets must be recorded on the Test Material Variance Form and must securely destroyed according to state and district policies.

7. Preparing Test Materials for Return
Test Administrators (TA):
Prior to excusing students who have completed testing, account for all materials and clear all calculator memories.
Promptly return all tests and ancillary materials to the SC.
School Coordinators (SC):
Use the School Security Checklist to check off receipt of materials.
Process ancillary papers.
Verify correct placement of all student Pre-ID labels.
District Test Coordinators (DTC):
Verify that all materials have been returned.
Test materials are prescheduled for pick up on 2/13/17
Materials must be ready for pickup by 8 a.m.
Districts who would like to return materials early must contact MI.
Prior to excusing students from the testing session, TAs must:
Collect and account for all test materials passed out to each student in support of the test session.
Calculator memories must be clear for students being excused. For students needing additional time (same day), TAs should not clear calculator memories until students complete testing.
TAs must promptly return all testing materials to the School Test Coordinator according to the Test Security and Building Plan.
When receiving materials from each TA, SCs:
Must account that all materials checked out to the TA have been returned. It is important to immediately inventory materials as they are collected so that a missing booklet can be immediately noted and retrieved. The roster can be used in support of this collection.
When processing materials, make sure that all ancillary papers used during the testing session are removed from the inside front cover of the test booklets. Ancillary papers will not be scored and may damage the scanners. Ancillary materials must be securely destroyed.
Verify placement of Do Not Score and pre-ID student labels on the covers of test booklets. This is critical to ensure that MI processes booklets appropriately.
To finalize materials processing, DCs will:
Verify that all secure test materials have been collected and accounted for prior to returning materials to MI.
When secure materials have been identified as missing, DCs must immediately contact the State Test Coordinator, Kimberly DeRousie, by phone at All missing materials must be documented by completing the Test Materials Variance form and also notating on the District Security Report.
Beginning with the Winter EOC Retake administration test materials are will be prescheduled to be picked up on February 13. Materials must be ready for pickup by 8 a.m. Districts who would like to return materials before this prescheduled pick-up date must contact MI for instructions.
Reminder: Document missing materials on the Test Material Variance Form. Annotate on the District Security Report. All forms available

8. Return Shipping Kit
Within your District Box 1, locate the return kit in the clear plastic bag.
The contents in your return kit include:
Return Material Instructions
FedEx return shipping labels
Green Scorable labels
Red Non-scorable labels
Within the Return Shipping Kit you will find additional instructions in support processing and return of materials. When reviewing these instructions please keep in mind that they are generic instructions to support all states under contract with AIR. If you are unsure of an instruction, please refer to this PowerPoint or reach out to the OSPI Assessment Operations team. Contact information is available later in this slide deck.

9. Sorting Test Materials for Return Shipment
Separate ancillary papers, scorable and non-scorable materials.
Organize scorable test booklets by content.
Pack all secure test materials (test booklets, translated CDs) securely in boxes.
Affix a green scorable label to the top of all boxes containing scorable secure materials.
Record the number of each scorable box and the total number of scorable boxes on the labels (1 of __, 2 of __, etc.).
The following materials must be returned to Measurement Inc.:
Scorable and non-scorable EOC test booklets
Translated CDs
Note: All ancillary materials must be removed from test booklets and securely destroyed according to your district’s Test Security and Building Plan.
During this final test material processing stage it is important to account for materials to ensure that each test booklet has been returned. This includes large print, braille, and translated CDs. When sorting materials, verify that:
All ancillary papers have been removed from the inside front cover of test booklets. Ancillary papers must be securely destroyed.
Sort scorable and non-scorable test booklets into separate stacks.
To process Scorable test booklets you should:
Sort by content area (Algebra 1, Integrated I, Geometry, Integrated II, Biology).
It is important to verify that each scorable test booklet has a student pre-ID label applied to the front cover, in the designated area. If needed, print a label from TIDE and apply to the test booklet prior to returning to MI.
All materials identified to be scored, must be returned under the green (scorable) labels.
Pack all non-scorable materials securely into the return shipping box. There is no special sort required for non-secure materials.
All materials identified as unused or that should not be scored, must be returned under the red (non- scorable) labels. This includes translated CDs, large print, and braille booklets.
It is important to verify that a Do Not Score label is applied to ALL test booklets that are not in shrink wrapped packages. Refer to the next slide for appropriate placement of labels. 9

10. Do Not Score Label Placement
If you have exhausted your supply of DO NOT SCORE labels, promptly order additional labels.
Non-scorable test booklets
Place DO NOT SCORE labels over the student barcode label area for booklets being sent back in non-scorable red labeled boxes.
Do not place DO NOT SCORE labels over the Student Signature and Date box.
Correct
Incorrect
Additional DO NOT SCORE labels can be ordered through the MI Help Desk
Measurement Incorporated: Tel or

11. Preparing Boxes for Return Materials
Pack all scorable test booklets under the green scorable labels.
Pack all non-scorable test booklets under the red non-scorable labels.
Be sure to return scorable materials in the boxes that your test materials arrived in.
Use cushioning materials, if needed, to keep materials secure.
Use only Winter 2017 Return Shipping Labels.
Copier paper boxes and boxes used for food transportation should not be used for return of test materials.
Scorable test booklets, including test booklets with transcription, return under the green scorable labels.
Non-scorable secure materials (unused test booklets, translated CDs, braille and large-print test booklets) return under red non-scorable labels.
Use cushioning materials, if needed, to keep materials from shifting during shipment.
Only Winter 2017 Return Shipping labels can be used for returning materials. Labels from past years or other administrations cannot be processed.
The MI shipping boxes that your materials arrived in should be used for return shipment of materials, unless your district has boxes of equal or greater strength.
Use one FedEx Ground labels per box to return test materials to MI.
Materials returned in non-approved boxes have been known to break open while in transit to the scoring center. Should this occur, test booklets may be lost. This would impact reporting of student results and would also risk test security.

12. Return Shipping Procedures
Winter 2017 EOC materials are prescheduled for pick-up by FedEx on 2/13/2017
FedEx Return Material Instructions:
Remove or black out any old shipping labels
Affix the FedEx ground return label
Print the district name and address
Retain the receipt tab, from the top of the shipping label, for your records
Materials must be ready for pick-up by 8 am on 2/13/2017
Districts may return materials earlier than the prescheduled pick-up date by contacting the MI help desk. There will be no charge to the district for an earlier pick up of materials.
MI Help Desk
Tel
Materials must be returned on schedule. Returning materials after the prescribed schedule brings into question the security of the tests and validity of the student score results.
To ensure that test material boxes are prepared for FedEx pickup, you will need to:
Remove or black out any old shipping labels, including the original shipping barcode, when packaging materials for return.
Sealed boxes securely with shipping tape.
Use only the approved Return Shipping labels provided to you in order to guarantee that your boxes can be accurately tracked when you ship them to MI.
Affix the FedEx ground return label directly on top of the original address label.
Print the district name and address in the space provided on the return label.
Retain the receipt tab from the top of the return label, for your records .
Important Reminders:
Materials identified as missing or that have not been returned by the pre-scheduled pick-up date will be identified by MI and provided to the state through a security report. If materials are identified as missing in your district, you will be contacted by the State Test Coordinator. An investigation will need to be conducted and findings reported back to the state. Please share with your team that late return of materials impacts school and district results. In addition, the late return of materials brings into questions the security of test content and authenticity of student score results, which could result in the invalidation of student test scores.
DC’s or DA’s may contact the MI Help Desk if there are any problems packaging or returning test materials. For additional shipping labels or information regarding early return of test materials, contact the MI Help Desk, or

13. Non-Secure Materials
The following materials should not be returned to Measurement Inc. (MI):
TAM: At completion of testing recycle
TCM: At completion of testing recycle
Translated CD Tip Sheets and Glossaries of Non-Science and Non- Mathematics Terms should be destroyed according to district policy.
Unused Pre-ID Student Adhesive Labels should be destroyed according to district policy.
Unused Return Shipping Labels can be recycled after all materials have been returned to the contractor.
Some testing materials are considered non-secure and should not be returned to MI.
The Winter EOC TAM and TCM are non-secure and should be recycled at the end of the test administration.
Student pre-ID labels contain confidential student information and must be securely recycled/destroyed. Follow your schools Test Security and Building Plan for destruction of confidential but non-secure materials such as pre-ID student labels.
Translated CD tip sheets are non-secure and should be recycled.
Return Shipping Labels may be recycled. Do not reused for later administrations.

14. WCAP Portal: http://wa.portal.airast.org/
As training and support materials are created or updated they will post to the WCAP Portal. Communication for each posting is distributed through the WAW newsletter.
The WCAP Portal is continually undergoing enhancements—check regularly for updates.

15. OSPI Website: www.k12.wa.us

16. Revision Log Updates to this slide deck are noted below. Section Slide
Description of Change
Revision Date
If updates are needed to be made to this slide deck, they will be outlined on this revision log and communicated in the WAW newsletter.