1. Georgia Alternate Assessment
Mid-Administration Training for School and System Test Coordinators
February 2018
Deborah Houston
GaDOE Assessment Specialist

2. Presentation Topics Key Dates
Important Reminders for the Administration
System Test Coordinator Responsibilities
School Test Coordinator Responsibilities
Beyond Logistics - Supporting the Assessment Process
Support Role
Completing the SDIF
Portfolio Organization
Portfolio Review
Transfer Students
Test Security
Contact Information

3. Key Dates for the
Administration

4. Key Dates GAA Assessment Window September 5, 2017 - March 23, 2018
Shipment 1 - Administration Materials Examiner's Manuals School and System Test Coordinator's Manuals Informational Brochures Student Portfolios
August 28 - September 1, 2017
GAA Enrollment Count Entry Window
November 1 - December 1, 2017
Shipment 2 - Reconciliation Shipment Additional Portfolios
December , 2017
Shipment 3 - Administration Return Materials Student Demographic Information Forms Shipment Return Kits Pre-ID Labels and Rosters
February 1 - 5, 2018
Materials Return Window * Early return (prior to March 12) is encouraged
March , 2018
Shipment 4 - GAA Score Reports
June 1 - 7, 2018

5. Important Reminders for the
Administration

6. Important Reminders for the 2017-2018 Administration
Two different Student Demographic Information Forms (SDIFs) are being used in the administration of the GAA
SDIF for Kindergarten and Grades 3-8
Form is Green
SDIF for High School
Form is Orange

7. SDIF for Kindergarten, and Grades 3-8
Be certain the SDIF form marked “Kindergarten, Grades 3-8” is used for all students in those grades (K, 3-8) taking the GAA.

8. SDIF for High School
Be certain that the SDIF form marked “High School” is used for all students in high school taking the GAA.

9. Important Reminders for the 2017-2018 Administration
One Electronic Entry Sheet is being used for the administration of the GAA.

10. System Test Coordinator Responsibilities
Logistics

11. System Test Coordinator Responsibilities
Materials and Distribution
Receive GAA materials and verify that the correct amounts have been shipped to your attention.
If additional materials are needed, order using the “Additional Materials Order Form” on page 20 of the School and System Test Coordinator’s Manual.
Distribute GAA materials to the School Test Coordinators.
Media pouches can be ordered for teachers who specifically request them for submitting flash/USB drives or computer discs (if other formats of media returned, verify against the Examiner’s Manual for the approved list).
The retained boxes that the portfolios arrived in (August), shall be used for returning materials to Questar in March.
Additional Materials Request form is on page 20 of the School and System Test Coordinator’s Manual

12. System Test Coordinator Responsibilities
Shipment Return Instructions
Set an appropriate return date for your system and inform teachers.
Receive and inventory the portfolios from your schools.
Pack the portfolios in the cartons in which they were received.
Portfolios must be organized by grade for each school.
Portfolios from multiple schools may be packed together in one carton (organized by school & grade).
Destroy manuals and other partially used or unused materials.
Hard copies that were shipped in August
Copies that have been downloaded to desktops and hard drives
Photocopied materials

13. System Test Coordinator Responsibilities
Complete the Transmittal Form found in the Shipment Return Kit
If a school in the system participated in the GAA but is not listed on the Transmittal Form, write the school name and state- assigned system and school code on a blank line.
Follow the instructions on the form providing all of the information requested.
Place the Transmittal Form on top of the portfolios in Box 1 of your shipment.
Please complete the Feedback Form (located on page 19 of the coordinator’s manual) and place it in Box 1 along with the Transmittal Form.
GAA Feedback Form is on page 19 of the School and System Test Coordinator’s Manual

14. Transmittal Form
The Transmittal Form is used to indicate the number of portfolios being returned for each school in the system as well as the total number of portfolios being returned for the system.
The form is used at Questar to verify all portfolios have been received that were returned by the system.

15. System Test Coordinator Responsibilities
Seal the boxes securely and place one Questar “GAA Materials" return shipping label on each box.
In the lower left corner of each label, write the number of the box and the total number of boxes (i.e., Box 1 of 1; Box 2 of 4; etc.) to be shipped to Questar.
“GAA Materials”
Return Shipping Label (PINK labels)
UPS Shipping Label

16. System Test Coordinator Responsibilities
Using the directions given in the Shipment Return Kit, call UPS the day before materials are to be returned to schedule the pick-up.
Keep the UPS “Return Service Customer Receipt” for your records.
Remember: materials MUST leave the system (handed off to UPS) no later than March 23, 2018.
If you have any questions about the return process, please contact Questar’s Customer Support.

17. School Test Coordinator Responsibilities
Logistics

18. School Test Coordinator Responsibilities
Materials and Distribution
Receive testing materials from your System Test Coordinator.
Verify quantities so that there is one portfolio for every student participating in the GAA.
Review GAA pre-id labels; discard labels for students who are not participating in the GAA.
Assemble GAA materials and distribute to the teachers, including Media pouches if required.

19. School Test Coordinator Responsibilities
Verify that a Validation Form for each student was completed and signed by the test administrator and the building administrator.
Should either signature be missing, please secure the needed signature before submitting the portfolio.
No exceptions!
Please complete the Feedback Form (located on page 19 of the coordinators’ manual) and place it in Box 1 of your shipment.
A copy of the Validation Form is in the Examiner’s Manual on pages 77 and 78.

20. School Test Coordinator Responsibilities
Return Instructions
Collect portfolios from every teacher in the school who assessed students on the GAA.
Make sure that the portfolio contents are organized correctly and that the forms are legible.
Verify that the appropriate Student Demographic Information Form (SDIF) was completed accurately and placed in the vinyl overlay on the front of the portfolio.
If a pre-ID label was used, make certain that it was placed in the appropriate space on the SDIF.

21. School Test Coordinator Responsibilities
Pack the portfolios in the shipping cartons in which they arrived.
Portfolios must be organized by grade, but more than one grade can be placed in a shipping carton.
Extraneous GAA materials that are not being submitted (such as partially completed forms or other GAA-related documentation) should be returned to the System Test Coordinator on or before the date the shipment leaves the school system.
Electronic and Printed Entry Sheets
Observation Forms
Interview Forms
Data Forms
Annotation Sheets

22. School Test Coordinator Responsibilities
The School Test Coordinator Checklist for Returning Portfolios can be found on page 16 of the School and System Test Coordinator’s Manual.
As a reminder, there are checklists in each manual designed to ensure the portfolio is compiled correctly.
GAA Examiner’s Manual (pages 56-57)
School and System Test Coordinator’s Manual (page 16)

23. Supporting the Assessment Process
Beyond Logistics
Supporting the Assessment Process

24. The Support Role Before the assessment window closes
Review portfolios to ensure that all requirements have been met:
The SDIF must be completed correctly and placed under the vinyl overlay on the front of the portfolio.
All forms must be filled out completely, legibly, and accurately.
The contents of the portfolio have been organized correctly.
The required standards have been assessed.
The correct number of entries have been included for each grade and content area.
Each entry has both Primary and Secondary Evidence for both Collection Period 1 and Collection Period 2.

25. The Support Role
Before the assessment window closes
Review portfolios to ensure that all requirements have been met:
Use the checklists in the GAA Examiner’s Manual to ensure evidence is annotated appropriately.
Review the nonscorable codes to avoid potential problems.
Do not include personal information about the students in their tasks beyond their name. Home addresses and other details are often included.
Ensure that the SDIF and Transmittal form are complete and
accurate.
A Checklist for Teachers and Portfolio Reviewers is on pages of the Examiner’s Manual
Checklists for School and System Test Coordinators are listed on page 16 of the School and System Test Coordinator’s Manual.

26. The Support Role
The following slides will provide a quick overview of the information that should be reviewed and verified before the portfolio is submitted.
Student Demographic Information Form (SDIF)
Portfolio and evidence organization
Reminders for Portfolio Reviewers

27. Student Demographic Information Forms
A Student Demographic Information Form must be completed and submitted for each student participating in the GAA.
The SDIF will be used to identify the student for reporting purposes.
double check that each student’s SDIF has the correct codes for your school system and their school.
This form is a machine-scanned document. Do Not Photocopy–Photocopies will not scan.

28. Student Pre-ID Label
Student Pre-ID labels have been provided for use on the Student Demographic Information Form. (These labels contain the information requested in boxes B-D, G, and I on the SDIF.)
GAA
DOB: 01/01/XXXX
If using the student pre-ID label, affix it within the dotted lines on the SDIF so that it covers a portion of the student name grid. Direction of label is not a factor. Complete boxes A, F, H, K, and J (if applicable).
If a pre-ID label is not used, manually complete all required information in Boxes A–I (Grade K, 3-8 SDIF) / Boxes A–I (High school SDIF).

29. Instructions for Completing the SDIF
Step-by-step instructions are provided on pages 3 and 4 of each type of SDIF.
Remember to detach the instruction sheet before placing the completed form in the vinyl overlay on the front of the student’s portfolio.

30. SDIF – Kindergarten, Grades 3-8: Page 2
Follow the directions carefully to fill in the Strand information in Box L. (Strands indicated on the SDIF should match what is listed on the entry sheet.)
Fill in the letters of the teacher’s first initial and last name in Box M.
**NOTE** Boxes N and O are to be completed only as directed by the GaDOE.

31. SDIF – High School: Page 2
Follow the directions carefully to fill in the Strand information in Box L. (Strands indicated on the SDIF should match what is listed on the entry set.)
Fill in the letters of the teacher’s first initial and last name in Box M.
**NOTE** Boxes N and O are to be completed only as directed by the GaDOE.

32. Portfolio Organization
Ensure that the portfolio is complete and organized correctly

33. Divider 1 – Student Information
This form is a required document that must be completed and signed by both the Building Administrator and the person responsible for submitting the portfolio. Refusal to sign the Validation Form is NOT an option.

34. Divider 1 – Student Information
This form should be signed by the parent or guardian so that the portfolio may be used for training Georgia educators.
If not signed, portfolio will still be scored.
Examiner’s Manual page 79.

35. Divider 2 – English Language Arts Grades K, 3-8, and High School
Secondary Evidence
Primary Evidence
Entry Sheet 1
English Language Arts
Entry Sheet 2
Collection Period 1
Collection Period 1
Collection Period 2
Collection Period 2

36. Divider 3 – Mathematics Grades K, 3-8, and High School
Secondary Evidence
Primary Evidence
Entry Sheet 1
Mathematics
Entry Sheet 2
Collection Period 1
Collection Period 1
Collection Period 2
Collection Period 2

37. Divider 4 – Science Grades 5 and 8
Secondary Evidence
Primary Evidence
Entry Sheet
Science
Collection Period 1
Collection Period 2

38. NOTE: High School Science – 2 entries are required
Secondary Evidence
Primary Evidence
Entry Sheet 1
Science
Entry Sheet 2
Collection Period 1
Collection Period 1
Collection Period 2
Collection Period 2

39. Divider 5 – Social Studies Grades 5 and 8
Secondary Evidence
Primary Evidence
Entry Sheet
Social Studies
Collection Period 1
Collection Period 2

40. NOTE: High School Social Studies – 2 entries are required
Secondary Evidence
Primary Evidence
Entry Sheet 1
Social Studies
Entry Sheet 2
Collection Period 1
Collection Period 1
Collection Period 2
Collection Period 2

41. The Anatomy of a GAA Entry
(e.g., Reading
Literary
Standard)
Collection Period 1
Initial/Baseline
Collection Period 2
Progress
Primary Evidence
Secondary Evidence
14 calendar days
Note: There must be 14 days between Primary Evidence in CP1 and Primary Evidence in CP2.
There must be two distinct collection periods; CP1 must be completed before CP2 begins.

42. The Importance of Portfolio Review

43. The Importance of Portfolio Review
Use the Checklist for Teachers and Portfolio Reviewers to ensure that all evidence and documentation requirements have been met.
Each of the 4 tasks submitted for the entry must be reviewed for alignment.
Tasks must be academic
All 4 tasks must demonstrate connection to the standard and indicator
Instruction precedes assessment; task must provide evidence of student’s assessed performance after instruction.
A Checklist for Teachers and Portfolio Reviewers is on pages of the Examiner’s Manual
Checklists for School and System Test Coordinators are listed on page 16 of the School and System Test Coordinator’s Manual.

44. The Importance of Portfolio Review
Task descriptions, though brief, must be clear and written with sufficient information to tie the task to the intent of the standard and element/indicator.
Observation and Interview Forms must be written to describe the specific responses and level of performance for each individual student.
If documenting a group activity, be specific about what was asked of the individual student, how and in what manner he/she responded, and whether his/her response was correct.
Annotations that are too generic or non-specific could result in the entry receiving a nonscorable code.

45. The Importance of Portfolio Review
When reviewing evidence documentation, the teacher and portfolio reviewer must ask the following questions:
What, specifically, was the student asked to do as it aligns to the standard and element?
What were the actual questions/actions asked of the student?
What were the student’s answers? How did he/she respond?
Were the answers/responses correct? Has evaluation of student performance by the teacher been clearly documented?
What was the type and frequency of prompting required for the student to successfully complete the task?

46. Transfer Students and Test Security

47. Transfer Students – Within State
For in-state students who change schools or who were
not previously enrolled in a Georgia public school
during the assessment window:
The sending system is responsible for transferring the student’s portfolio (including a signed validation form and all evidence previously collected) to the receiving system (Suggestion: transfer via a track-able delivery method).
IDEA requires that educational documents follow the student in a timely manner.
If you experience difficulty getting a portfolio, the System Test Coordinator or Special Education Director should contact the GaDOE Assessment Division or the Special Education Services and Supports Division for assistance.
Additional information is listed on page 8 of the Examiner’s Manual.

48. Transfer Students – Out of State
Students enrolling in a Georgia school from another
state, private school, or home study after January 1, 2018:
Must have at least the first Collection Period completed.
Box J on SDIF – This box is to be completed ONLY for students
enrolling in a Georgia school from another state after
January 1, If an incomplete portfolio is being
submitted, the appropriate “Not Complete” bubble should
be filled in the circle for each content area(s) assessed.
Additional information is listed on page 8 of the Examiner’s Manual.
Coding for box J is on the instructions on the SDIF.

49. Test Security The GAA is an ongoing assessment that takes
place in the classroom.
Teachers need ready access to materials.
Student work and GAA documentation should be secured (in the classroom) when not in use.
Completed portfolios must NOT be photocopied or retained, electronically.
The portfolio is a secure test document like any other.
System Test Coordinators should collect and destroy other GAA- related materials that are not included in the portfolio.
Printed materials
Soft copy, electronically downloaded materials
It is not necessary to collect or destroy unused student work.

50. Test Security While the GAA materials themselves are not
considered secure materials, student work and entries are
secure once they have been selected as assessment evidence
and placed in the GAA portfolio.
Maintaining security of all student materials is crucial to obtaining valid and reliable assessment results.
Given the unique features of the GAA (such as the test window), test security must be considered and attended to throughout the school year and not just during the portfolio submission phase.
Content entries are considered secure once they are included in the assessment portfolio.

51. Test Security The assessment portfolio should not be removed
from the school building, except when sign-out procedures are
in effect for the purpose of peer reviews.
Once compiled into the portfolio, student work and materials being used for the purposes of the GAA must be kept in locked storage in the classroom– except during use.
Access to those materials must be restricted to authorized individuals only.
It is the direct responsibility of all individuals who administer the assessment to follow security procedures and protect the integrity of the assessment process.

52. Test Security Any action which compromises assessment
security or leads to the invalidation of an individual student’s
or a group of students’ test scores will be viewed by the
Georgia Department of Education (GaDOE) as inappropriate
use or handling of tests and will be treated as such.
Any concern regarding test security must be reported to the GaDOE immediately.  
Assessment Division staff members are available to help system personnel develop and implement appropriate assessment security procedures.

53. Irregularities and Invalidations
Situations that could result in an Irregularity
or an Invalidation:
Failure to adhere to administration procedures
Fabricating, altering, or modifying evidence
Misrepresenting the student’s involvement in the tasks or his/her subsequent achievement/progress
Submitting photocopied evidence
Removal of selected evidence off campus
Important Note:
These cases must be reported on the GaDOE portal immediately.
Depending on the circumstances, Systems should be prepared to
respond to GaDOE inquiries within 24 hours.

54. GAA Resources

55. GAA Resources GaDOE Assessment Web pages:
Assessment/Assessment/Pages/GAA-Resources.aspx
Materials Available:
Examiner’s Manual, School and System Test Coordinator’s Manual
Extended Content Standards
Student Samples Resource Guide
Sample Tasks Resource Guide
Electronic Entry Sheet and Binder Forms
Blueprints and Standards
Participation Criteria
Score Interpretation Guide
Recorded training webinars and PowerPoints:
Assessment/Assessment/Pages/GAA-Presentations.aspx
Double click on the link

56. GAA Resources Extended Standards
The extended standards provide guidance to educators in identifying examples of student skills that align to the state’s content standards and their related indicators/elements. The extended standards:
illustrate aligned skills.
are derived (or “extended”) from the grade level standard.
identify an entry point that allows educators to teach standard-based skills that are both appropriate for the student with disabilities and allow the student to move toward higher levels of learning within the standard.   

57. GAA Resources Student Samples Resource Guide (SSRG)
The SSRG provides exemplars of tasks that are both aligned to grade-level content standards and accessible to students with a range of significant cognitive disabilities for all grades and all content areas. These exemplar tasks:
represent a range of aligned tasks which can be adapted for use by teachers according to the needs and abilities of their individual students. 
represent both the most commonly used content standards along with other content standards which are selected less frequently by teachers. 

58. GAA Resources Sample Task Resource Guide
Provides sample tasks that are both aligned to grade-level content standards and accessible to students with a range of significant cognitive disabilities.
Contains sample tasks for all grades and all content areas.
Samples are intended to be used by teachers to inform their creation of assessment tasks which will be suitable for students with varying degrees of cognitive disabilities.

59. GAA Resources
The following resources, which include information on the GAA and the state-mandated content standards, are available for local systems and educators.
The web site hosts the state- mandated content standards.
The Georgia Standards of Excellence (GSE) Resource Board is a forum for teachers to discuss curriculum access and post ideas, including adapted lesson plans and materials. To enroll for the GSE Resource Board, contact the Division for Special Education Services and Supports.
Double click on the link

60. Contact Information
Deborah Houston – GaDOE Assessment Division
(404)
Crystal Callaway– Special Education Services and Support
Questions about curriculum access for students with significant cognitive disabilities
Resource Board
(404)
Questar’s Customer Support
(866) – Toll free

61. Post-Assessment Webinar
Training Dates
June 5 and 6, 2018
Training Purpose
The purpose of this training is to provide System and School personnel with information to interpret reports and data related to the Georgia Alternate Assessment (GAA).
The Georgia Alternate Assessment
The Use of Alternate Assessments and GAA Scores
GAA Scoring Rubric
Nonscorable Summary
How Scores Are Calculated
Overview of Types of GAA Score Reports
Interpreting the GAA Scores
Rescore Window – June 5 through August 10, 2018

62. Thank you!