FSA Paper Scanning and Processing

1. FSA Paper Scanning and Processing January 29, 2019 K–12 Student Assessment

2. Welcome Agenda • Contractor Roles • Scanning/Processing Overview • Common Issues with Returned Materials • Best Practices for Returning Materials • Contact Information • Questions

3. Contractor Roles

4. Roles and Responsibilities • American Institutes for Research (AIR): AIR is the FSA vendor responsible for the Test Information Distribution Engine (TIDE), the Test Delivery System (TDS), the Discrepancy Resolution System (DRS), FSA Reporting to include printing and shipping Student Score Reports.

5. Roles and Responsibilities • Data Recognition Corporation (DRC): DRC is the vendor responsible for processes associated with paper-based FSA materials, including printing, shipping, receiving, transcribing, and scanning. • DRC provides AIR with handscoring and paper scan data. AIR scores and reports the student results.

6. Scanning/Processing Overview

7. Test and Answer Books Received at DRC • Boxes are received and scanned at Box Check-in • Boxes are hand-scanned and sorted based on the color of the Return Box Label

8. Test and Answer Books Received at DRC • Boxes transferred to Receiving area • The boxes are opened and each test and answer book security barcode, as well as the PreID label or U-Blank barcode, are hand-scanned to link each book to their original box.

9. Test and Answer Books Received at DRC • Boxes transferred to Receiving area • The books are sorted and boxed by type as they are being hand-scanned. They are then rescanned through scan machines to eliminate any sorting errors encountered from the initial scan, and to ensure material counts match against previously scanned data.

10. Test and Answer Books Received at DRC • Test and Answer Books transferred to Document Processing • The Document Processing team (DP) is responsible for processing used test and answer books. Test and answer books are logged into batches, cut, scanned, edited and validated, and boxed for retrieval and storage. • Test and Answer Books transferred to Problem Cart • Test and answer books that have missing, damaged, or incorrect PreID labels, post-it notes attached, or loose paper inside the test and answer book will be placed on the Problem Cart for resolution by the DRC Project Management Team.

11. Common Issues with Returned Materials

12. Common Return Issues • PreID Labels • Boxes returned incorrectly • Materials returned to the incorrect vendor • Post-it Notes or loose sheets of paper inside test and answer books • Moldy, biohazardous, or damaged test and answer books • Test and answer books that are placed on the Problem Cart risk being in late reporting due to tight processing deadlines.

13. PreID Labels • PreID labels issues are the most common reason test and answer books are transferred to the problem cart. • No PreID label • Unusable PreID label • Test ticket used as PreID label • PreID label applied to student information box • Return Label applied to test and answer book

14. No PreID Label In order to resolve and process the document, DRC’s Project Management Team will search for a matching student in TIDE based on the information written in the student information box. If a match is found, DRC will apply an On-Demand PreID label. If any of the identifying information is missing or the student is not found in TIDE, DRC contacts the district. If the student is not in TIDE and it is after the testing window closes, DRC applies a District/School label and if no FLEID is available, the record is given a Score Flag of 4.

15. Unusable PreID Labels • Approximately 421 unusable labels were received from the Spring 2018 administrations • Poor print quality (faded, too dark, smudged) • Creased or wrinkled label • Barcode font is missing • Human readable number is missing • Incorrect administration • Incorrect label stock/size • Pencil marks in the barcode

16. Unusable PreID Labels (cont.) • Poor print quality (faded, too dark, smudged) • Labels that are faded, streaked, smudged, or of poor print quality often cannot be scanned. • A new On-Demand PreID label should be placed over the affected label.

17. Unusable PreID Labels (cont.) • Creased or wrinkled label • Creased or wrinkled labels often cannot be scanned because the crease interferes with the barcode. • A new On-Demand PreID label should be placed over the affected label.

18. Unusable PreID Labels (cont.) • Barcode font is missing • The barcode font is embedded in the On-Demand PreID label PDF. If the label prints without a barcode, it may have something to do with the printer. Using a different printer may resolve the issue. • A new On-Demand PreID label should be placed over the affected label.

19. Unusable PreID Labels (cont.) • Human readable number is missing • A missing human readable number does not prevent a book from being scanned. However, the human readable number is used in some cases where the barcode is unreadable by the image scanners. • PreID labels that have the human readable number printed on the next label below can be corrected by deselecting the “Print to Fit” option in the printer settings before printing On-Demand PreID labels.

20. Unusable PreID Labels (cont.) • Incorrect administration • The most common EOC problem cart issue is a FSA Mathematics PreID label applied to an Algebra 1 or Geometry test and answer book. • Spring 2018, DRC received several test and answer books with Spring 2017 PreID labels and several Pearson PreID labels applied. • A new On-Demand PreID label should be placed over the affected label.

21. Unusable PreID Labels (cont.) • Incorrect label stock/size • A new On-Demand PreID label should be placed over the affected label.

22. Unusable PreID Labels (cont.) • Pencil marks in the barcode • If pencil marks are present on or within the PreID or security barcodes, the marks may interfere with ability to check in the book. • The pencil marks should carefully be erased or a new On-Demand PreID label should be placed over the affected label.

23. Test Ticket Used as PreID Label • Test tickets do not have barcodes, which contain the student information and are required to check in and scan the books. • A new On-Demand PreID label should be placed over the affected label.

24. PreID Label Applied to Student Information Box • PreID labels applied to the student information box should have a blank white label applied over it and a second PreID label printed from the On-Demand PreID labels system should be applied to the “APPLY PREID LABEL HERE” box.

25. Return Label Applied to Test and Answer Book • Return shipping labels are to be applied to the outside of the boxes. • Return shipping labels should not be used as a DO NOT SCORE label on the book. If the book is returned in the correct Not To Be Scored labeled box, the book will not be scored.

26. Boxes Returned Incorrectly • Not To Be Scored test and answer books returned in scorable boxes or To Be Scored test and answer books returned in nonscorable boxes • EOC materials returned with WRM return box labels or vice versa • Pearson boxes returned with Pearson return labels and DRC UPS-RS labels • No return box label • Duplicate return box label

27. Common Return Issues • Post-it Notes or loose sheets of paper inside test and answer books will be placed on the problem cart • NGSSS EOC or Statewide Science materials shipped to DRC and FSA materials shipped to Pearson • Moldy, biohazardous, or damaged test and answer books

28. Best Practices for Returning Materials

29. Best Practices and Tips for Returning Materials • Label is applied and is clear and clean of hand writing • Student information written in top left corner of demographic page • DRC strongly suggests using the DRC Return Bags and zip ties to return scorable material • Seals • Deselect Print to Fit printer setting before printing On-Demand PreID labels • Special Documents returned with regular print Form 1 book

30. Best Practices and Tips for Returning Materials • Upon receipt of materials, remove colored return labels and UPS-RS labels from the last box of the shipment and place in a secure location • On-Demand PreID labels can be placed over damaged or incorrect labels. Using a new book is not necessary. • Keep Writing PreID-labeled books for makeups in a secure location • Keep Return labels off the box seam by applying the colored return label on the box flap with an “A” and the UPS label on the flap with a “B”

31. Best Practices and Tips for Returning Materials When packing boxes for return, place the test and answer books in the box in one of three ways: • all the same way • split the test and answer books in half with one half facing one way, the other half facing the other way • place the test and answer books in batches of 20 or 25 and switch each batch the opposite way Test and answer books should not be flipped the opposite way every other book.

32. Best Practices and Tips for Returning Materials Answer Document Tracking Report (ADTR) • A report generated by DRC to track all regular print test and answer books received from scorable and nonscorable shipments. • The purpose of the report is to identify and resolve any discrepancies that might exist between local records of what the district or school returned to DRC and DRC’s records of what was received from that district or school prior to the release of student score reports. • The ADTR can be found in the After Testing section in TIDE and is available to both District Assessment Coordinators (DACs) and Computer-Based Testing Coordinators (CBTs) shortly after materials are shipped to DRC. Individual reports can be found in the Track Documents section of the ADTR page in TIDE, typically the Friday or Monday after scanning begins.

33. Contact Information

34. Florida Project Team Customer ServiceMain Line: 866-815-7246, option 2FLProjectTeam@DataRecognitionCorp.com DRC Project Management Team • Angie Karn – 763-268-2421;AKarn@DataRecognitionCorp.com • Neo Mpunga– 763-268-1979; NMpunga@DataRecognitionCorp.com

35. Questions