1. Test Material Processing Training Receipt and Return of Test Materials Spring 2018
This PowerPoint was created to support training of staff who handle secure test materials. Please supplement information in this PowerPoint template with information specific to your district and schools.
This material should be augmented with special consideration appropriate for your local district and school.
May 18, 2018
If you are using a screen reader to view this presentation, please also read the script included in the Notes section.

2. Acronyms Assessment Support Systems Assessments Manuals and Guides
User Role
MI: Measurement Incorporated
OSPI: Office of Superintendent of Public Instruction
AIR: American Institutes for Research
TIDE: Test Information Distribution Engine
WCAP Portal: Washington Comprehensive Assessment Program Portal
ARMS: Assessment Reporting Management System
ELPA21: English Language Proficiency for the 21st Century
EOC: End-of-Course Exams
SB: Smarter Balanced
WCAS: Washington Comprehensive Assessment of Science
WIDA: World-class Instructional Design and Assessment
TCM: Test Coordinators Manual
TAM: Test Administration Manual
PIRG: Professional Standards and Security, Incident, and Reporting Guidelines
TSSD: TA Script of Student Directions
DC: District Test Coordinator
DA: District Administrator
SC: School Test Coordinator
TA: Test Administrator
This table lists acronyms and definitions used throughout this PowerPoint.

3. Spring 2018 Important Dates
Paper- Pencil Test Administration
Grade
Paper Test Window
Material:
Due in District
TIDE: Additional Material Orders
Material to Contractor:
No later than
District Security Reports Due
SBA
3–8
4/16 – 5/25/18
4/2/18
4/3/18
6/1/18
WCAS
5 & 8
OGL HS
5/4 – 5/25/18
4/23/18
4/24/18 11
EOC 12
5/7 – 6/8/18
N/A
4/6/18
6/15/18
When paper testing, it is important that districts and schools follow the state mandated paper testing and material return schedule. This includes all testing with accommodated forms.
Materials are returned at the end of each school’s test administration. If testing into the last week of the state window, materials must be returned no later than the dates listed in the “Material To Contractor No Later than” column.

4. Responsibilities for Material Return
Role
Responsibility TA
Prior to excusing students who have completed testing, account for all materials and clear all calculator memories.
Enter all student responses to the WCAS assessment into the DEI system.
Promptly return all tests and ancillary materials to the SC. SC
Follow your Test Security and Building Plan for material receipt, storage, and return of school testing materials to DC.
Verify correct placement of student pre-ID labels.
Process ancillary papers, according to state and district policy. DC
Account for all test materials. Investigate and report missing materials using a Testing Incident Report. Note any missing materials on your District Administration and Security Report.
Preschedule material pick up date no later than 5 business days at completion of each school test administration. Materials must be ready by 8 a.m.
Retain the 15 digit tracking number on the bottom of the label for tracking purposes.
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.
Promptly return all testing materials to the SCs according to the Test Security and Building Plan.
After receiving materials from each TA, SCs:
Ensure that all materials checked out to the TAs 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.
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:
Verify that all secure test materials have been collected and accounted for prior to returning materials to MI.
Document any missing materials by completing a Testing Incident Form and add a note on District Administration and Security Report.
Are responsible for scheduling their own pickup date for the spring administration. Return shipments must be scheduled no later than 5 business days at completion of each school test administration. Materials must be ready for pickup by 8 a.m. on your prescheduled pick up date.
Be advised that the driver who comes to pick up your materials may not be the same driver that normally comes.
The return kit includes pre-printed ground return shipping labels to attach to each box being shipped. These labels do not have a tab to tear off like the labels that were used in past administrations.
Please make sure your materials have been packed as described in this training.
Be sure to write down the tracking number (excluding the number in parenthesis, this will be a 15-digit number) from the bottom of the label so you will be able to track your shipment online at or by calling
Districts who have completed testing and would like to return materials early can call the MI Helpdesk for additional instructions.

5. Paper-Pencil Test Form Processing
Smarter Balanced /EOC
WCAS
Standard print forms are returned to MI for scoring.
Standard print forms with student responses must be entered into DEI.
Spanish print forms are returned to MI for scoring.
Large print and Braille booklets with student responses must be entered into DEI.
Large print and Braille booklets with student responses must be transcribed into the standard print test booklet that accompanied the accommodated kit.
Smarter Balanced Paper-Pencil standard print forms, Spanish print forms, Braille forms, and large print forms, with student responses are returned directly to MI for scoring.
WCAS Paper-Pencil Requires that standard print forms, Braille forms, and large print forms be entered by trained staff directly into the DEI system for a score to be generated.
Test booklets with student responses entered into DEI must then be returned to Measurement Incorporated (MI) as non-scorable.
Refer to the DEI User Guide on the WCAP Portal for step-by-step instructions on test eligibility, test mode, and entry of student responses.
It is important to note that WCAS locking items will lock in DEI, so entry and verification is important prior to moving on.
WCAS Spanish forms are the only WCAS paper forms that do not get entered into the DEI.
Spanish forms will be sent under the scorable label, to MI for processing and scoring.

6. Handling Defective/Damaged Booklets
When testing is complete, identify any damaged or biohazard materials.
SC Do’s
Do document test booklet security barcode on roster
Do provide TA with new booklet
Do verify completeness of transcriptions
Do document incident on front cover of test booklet
DC Do’s
Do return damaged booklet with non-scorable materials
Do return test booklet with transcription in scorable materials
Do call MI Helpdesk to report biohazard material
Do submit a Test Material Variance form via ARMS
Proper reporting of biohazard booklets prevents security reports from being generated.
The SC should follow the guidelines below for processing of damaged and biohazard materials:
Document the damaged or biohazard test booklet security bar code number on the roster and provide a new test booklet to the TA.
Verify transcription of student responses from biohazard test booklets into a clean test booklet, when possible.
The DC is responsible for:
Processing damaged or biohazard test booklets by completing a Test Material Variance form in ARMS for biohazard booklets not being returned to Measurement Incorporated (MI). Follow policy outlined in the PIRG on secure handling and destruction of biohazard materials. Biohazard test booklets must also be reported to the MI Help Desk.
Ensuring that damaged booklets are returned to MI. Place a rubber band around any damaged booklets or slide them into a large clear plastic bag.
DC Don’ts
Don’t return biohazard materials to MI. Notify OSPI through the Test Material Variance Form in ARMS, and follow district policy on documenting and securely destroying

7. Processing Materials
Secure materials to be returned to MI immediately after testing concludes:
Test & Answer booklets
Accommodated forms
Foreign Language CDs
The WCAS science TA Script of Student Directions
The ELA Listening Transcript
The following materials should not be returned to MI:
TAM & TCM, recycle
Non-Secure TA Scripts of Student Directions, recycle.
Scratch/graph paper, test tickets, student pre-ID labels are destroyed according to district policy.
Unused student Pre-ID Labels, destroy according to district policy.
Unused Return Shipping Labels, recycle after all materials have been returned to the contractor.
Secure test materials that are to be immediately returned to MI, include test and answer booklets, Braille and large print booklets, Foreign Language CDs, TA Script of Student Directions for WCAS, and the ELA Listening Transcript.
MI will process materials and generate Security Reports to identify any materials that were shipped to districts and not returned at the end of the test administration. When necessary, we will ask DCs to investigate discrepancies.
District Administration and Security Reports are due to OSPI no later than five business days after the conclusion of the test administration window.
Some materials are considered non-secure and should not be returned to MI. This includes TAMs, non-secure TA Script of Student Directions, and the TCM.
TAMs, TA Script of Student Directions and the TCM are non-secure, and should be recycled at the end of the test administration.
Unused student pre-ID labels contain confidential student information and must be securely recycled/destroyed, according to district policy.
Return Shipping Labels may be recycled. Do not reuse for later administrations.
Detailed information for processing, packaging, and shipping of test materials is located in the Test Material Processing Training, posted to the Portal, within the Modules folder.

8. Packaging Test Materials for Return Shipment
Processing Materials
Separate and remove all ancillary papers and securely destroy.
Separate scorable from non-scorable materials.
Organize scorable test booklets by content and grade.
Pack all scorable test booklets securely in boxes they arrived in and affix a green scorable label to the tops of all scorable boxes.
Record the number of each scorable box and the total number of scorable boxes on the labels (1 of __, 2 of __, etc.).
Document the serial numbers in each box of return materials for tracking purposes.
Package testing materials securely in sturdy boxes and affix a red non-scorable label.
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 foreign language 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:
Sort by content area, then grade.
Verify that each scorable test booklet has an AIR student pre-ID label applied to the front cover, in the designated area. Test booklets with hand written information will not be processed. 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.
To process non-scorable test booklets you should:
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 large print, Braille test booklets, and foreign language CDs.

9. Preparing Boxes for Material Return
Districts are responsible for scheduling their own pick-up date, no later than 5 business days after each schools test administration
Return materials in the boxes that the test materials arrived in. Use cushioning materials, if needed, to keep materials secure.
Use only Spring 2018 Return Shipping Labels.
Be sure to retain your tracking number (15-digit number, no parenthesis) from the bottom of the Return Shipping Label.
To report damaged/missing test materials contact the MI Help Desk:
Tel ,
For the spring administration, DCs are responsible for prescheduling a material pick-up date. Return shipments must be scheduled for pick-up no later than 5 business days at completion of each test administration.
To ensure that test material boxes are prepared for FedEx pickup, you will need to:
Use MI shipping boxes that your materials arrived in. If additional boxes are needed, district boxes may be used if they are of equal or greater strength. Copier paper boxes and boxes used for food transportation should not be used for return of test materials.
Use cushioning materials, if needed, to keep materials from shifting during shipment.
Remove or black out any old shipping labels, including the original shipping barcode, when packaging materials for return.
Seal boxes securely with shipping tape.
Use only the approved Spring 2018 Return Shipping labels provided to guarantee that your boxes can be accurately tracked when you ship them to MI. The return kit includes pre-printed ground return labels to attach to each box being shipped.
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.
Important Reminders:
Materials identified as missing or that have not been returned by the 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.
DCs or DAs 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

10. Paper Test Supports on the Portal
General Information
User Guides and Manuals
Modules
Glossaries
Test Administration Manual (TAM)
Test Coordinator Training
Materials Available for Student Access
Guidelines on Tools, Supports and Accommodations (GTSA)
Assessment Update Webinars
Spring 2018 Important Dates
TA Script of Student Directions
Test Administrator Training
Additional Order Schedules
Translated Student Directions
ARMS Training Module
Test Material Variance Form
DEI User Guide
DEI Module
Visit the WCAP portal

11. Customer Support Issue Before Calling, Resolve Locally by:
Contact Support
General Test Information
Visit the WCAP portal and review your WAW newsletters.
Operations
, or
Missing Materials
Missing materials are immediately reported to OSPI at , and also need to be reported to MI.
MI Help Desk
, or
Data, Pre-ID, and Report Card
For data, student records and accountability refer to the SRMAAG. For TIDE issues refer to the TIDE Guide.
Assessment Analysts
Accommodations
Refer to the GTSA.
Select Assessment Office
Graduation Alternatives
Visit the Graduation Alternatives website.
DCs and trained DAs are the point of contact between the district and the state. DCs and trained DAs will contact OSPI, when necessary. OSPI will refer all school staff questions back to the DC and DAs for support. This will ensure that you receive the most up to date information including school district procedures and policies.

12. Revision Log Updates to the Module after May 18, 2018 are noted below.
Section
Slide
Description of Change
Revision Date
If updates are needed throughout the school year, they will be outlined on this revision log and communicated in the WAW newsletter.