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2013 CRCT Pre-Administration Workshop February 2013 PowerPoint Presentation
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2013 CRCT Pre-Administration Workshop February 2013

2013 CRCT Pre-Administration Workshop February 2013

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2013 CRCT Pre-Administration Workshop February 2013

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  1. 2013 CRCTPre-Administration WorkshopFebruary 2013 Webinar Etiquette • Please use the Audio Setup Wizard in the Tools Menu to configure and test your audio settings before the presentation begins • To eliminate interference from background noise in your area, please leave the Talk Button on mute if you are not speaking • Due to the number of participants, we request that questions be submitted via Chat • You will receive a prompt to download this PowerPoint; you can also go to Window, File Transfer to download any files sent throughout this webinar • Please log in with your name and the name of your district beside it (e. g., John Smith– Appling); if you have already logged in, please place your name and district in the chat box

  2. 2013 CRCT Pre-Administration Workshop

  3. AGENDA • Training Materials • CRCT Overview • Pre-Administration • Testing • Post Testing Activities • Reporting • Retest Information • Contact Information • Questions

  4. TRAINING MATERIALS • Train the Trainer Model for system training • The Test Coordinator’s Manual and Examiner’s Manual are posted on the Georgia Department of education website: • The Manuals and other training materials are also posted on the CTB website at:

  5. TRAINING MATERIALS • Posted to both the GaDOE and CTB websites: • CRCT Pre-Administration PowerPoint presentation • CRCT Pre-Administration Webinar recording link • Test Coordinator’s Manual (TCM) • Grades 3–8 Test Examiner’s Manual (TEM) • Grade 3 Answer Document • Middle Grades Math Formula Sheet (DOE site only) • Read Aloud Guidelines & Tutorial • Parent Brochure • Additional materials posted to the CTB website: • Administration Documents • Sample Packing List • Shipment Verification Form • Sample Security Checklist • Sample Answer Document • School/Group List (SGL) • Group Information Sheet (GIS) • Stack Cover Cards • Pre-ID Barcode Label

  6. CRCT OVERVIEW • Will cover the following: • Administration Dates • Test Construction • Main Administration • Retest Administration

  7. CRCT OVERVIEW: Administration Dates • System testing dates were submitted in December/January through the Online Enrollment System • Main Administration: • April 1 – May 3 • 9 consecutive school day window • Retest Administration: • May 13 – July 26 • 1 or 2 windows of 5 consecutive days each • 2 windows are available for different grade levels

  8. CRCT OVERVIEW: Main Administration • Main Administration: April 1 – May 3 • Includes all students enrolled in grades 3 through 8, except for those taking the GAA or CRCT-M • Make-up Testing • Make-up tests should be given within the system’s scheduled 9-day administration window • Outside of the system’s scheduled window, but within the State Administration window, students in grades 3, 5, and 8 may make up the Reading section and students in grades 5 and 8 may make up Math

  9. CRCT OVERVIEW: Test Construction • Content Areas • Spring grades 3–8: Reading, Math, ELA, Science and Social Studies • Retest grade 3: Reading • Retest grades 5 and 8: Reading and Math • All items are Selected Response (multiple choice)

  10. CRCT OVERVIEW: Test Construction • Common Core Georgia Performance Standards (CCGPS) – alignment for Reading, English/Language Arts, and Mathematics • Georgia Performance Standards (GPS) – alignment for Science and Social Studies • Continued field testing of content for CCGPS and GPS

  11. PRE-ADMINISTRATION • System Test Coordinator Responsibilities • School Test Coordinator Responsibilities • Receiving Your Materials Shipment • Test Materials Adjustments Application • Distribution to Schools • Training of Test Examiners • Security • Pre-ID Labels • Coding for GNETS

  12. PRE-ADMINISTRATION: System Test Coordinator Responsibilities • Review Test Coordinator’s Manual (TCM) and Test Examiner’s Manuals (TEM) • Organize training sessions for School Test Coordinators • Organize system security plan • Receive CRCT materials and verify that all boxes have been received and develops a process to verify all numbers from System and School Packing Lists are correct • Distribute CRCT materials and Pre-ID labels to School Test Coordinators • Please order additional materials as soon as possible once you have received your initial shipment and the Test Materials Adjustment window opens on March 12, 2013

  13. PRE-ADMINISTRATION: School Test Coordinator Responsibilities • Review Test Coordinator’s Manual (TCM) and Test Examiner’s Manuals (TEM) • Organize training sessions for Test Examiners • Organize training for assessment of students with accommodations • Receive CRCT materials from System Test Coordinator and verify that all boxes have been received and material counts match those on the School Packing List • Organize school security plan • Notify System Test Coordinator if additional materials are required

  14. PRE-ADMINISTRATION: Receiving Your Materials Shipment • System Shipment includes: • System Packing List • School Packing Lists – schools should verify and turn in a signed copy to System Test Coordinator • Shipment Verification Form • System Security Checklist - hard copy included with shipment; electronic copy available at • Return Shipping Labels • System Overage materials (see next slide)

  15. PRE-ADMINISTRATION: Overage Materials • System Test Coordinators will use System overage materials to provide additional materials to those schools that exhaust School Overage materials;verify counts on packing list • School/Group Lists (SGLs) • Group Information Sheets (GISs) • Pre-coded and blank • Instructions on proper coding will be included • Test Coordinator’s and Test Examiner’s Manuals • Test booklets and Answer Sheets • Stack Cover Cards and paper bands • STC should develop a system to account for overage materials distributed to schools

  16. PRE-ADMINISTRATION: Overage Materials • System selected their system-level overage from the Enrollment System • Schools receive 10 percent overage • Schools also receive small group kits

  17. PRE-ADMINISTRATION:Receiving Your Materials Shipment • When will I receive my shipment? • Shipping dates are estimated based on dates you provided through CRCT Enrollment System in December/January • Test materials shipped to systems at least two weeks prior to testing • Shipping schedules consider Spring Break schedules • Complete System Inventory Checklist • System Test Coordinators complete step-by-step instructions upon receipt of materials and before distribution to schools • System Inventory Checklist provided in TCM on page 13 • Retest Materials are sent to all districts April 22–26 • Retest Materials boxes have round, yellow label RT 2013

  18. PRE-ADMINISTRATION:Test Materials Adjustments (TMA) • TMA application used to order additional materials for Spring and Retest administrations • The TMA application allows you to: • Place orders for additional materials online • View exactly what materials were shipped to you • Connecting to TMA application: • Login to website • Click the Login link and enter your username and password • Click the Test Materials Adjustment link • TMA windows: • Spring: March 19 – April 19 (can call Customer Service through May 2) • Retest: April 23 – July 19 (can call Customer Service through July 22)

  19. Choose the shipping address Click to fill Total Received column Modify if your shipment was short Enter the quantity you want in addition to what you have received Enter any special requests for shipping and delivery TMA QuickStart Guide available at

  20. PRE-ADMINISTRATION: Distribution to Schools • School Test Coordinators • Complete School Inventory Checklist provided in TCM on page 15; When School Testing Coordinators verify their school’s packing list, a signed copy should be provided to the System Test Coordinator • Boxes are labeled for each School and include: • School Packing List and School Security Checklist • School/Group Lists • Group Information Sheets and coding instructions • Test Coordinator’s Manuals and Test Examiner’s Manuals • Test booklets and answer sheets • Stack Cover Cards and paper bands • Schools receive an overage of materials • If additional materials are needed, School Test Coordinators contact the System Test Coordinator • Retain boxes for return shipping

  21. PRE-ADMINISTRATION: Examiner Training Train School Test Coordinators from the Administering the Tests section on page 7 of the Test Examiner’s Manual Ideally School Test Coordinators should train examiners from the copy of the Test Examiner’s Manual that the examiner will use to test (make electronic version available if training is prior to receipt of materials) Examiners should sign a roster verifying they attended training Examiners must certify on the Examiner’s Certificate that prior to the first testing session, the Examiner’s Manual was thoroughly reviewed; make examiners aware of options for accessing the Test Examiner’s Manual Confirm that examiners understand timing; minimum of 45 minutes – maximum of 70 minutes per section; extended time accommodation begins after 70 minutes has passed

  22. PRE-ADMINISTRATION: Security • All Systems must adhere to the 9 consecutive school day test window • Keep materials in secure storage (limited key access) before, during, and after testing • Student Test Booklets are presorted into class packs of 20 and 5 and must remain in their shrink-wrapped packages as late as possible to avoid security concerns • School Test Coordinators use School Security Checklists to check materials out to Test Examiners; all materials are returned to the School Test Coordinator for secure storage at the end of each day • Security Checklists will also be available as electronic (Excel) files through the first time in 2013 • Security wafer seals on all test books cannot be broken until testing begins • Each classroom must have adequate staff to monitor testing • Test Irregularities: Contact GaDOE for instruction; you may be asked to complete the online Test Irregularities form on MyGaDOE Portal

  23. PRE-ADMINISTRATION: Pre-ID Labels • Pre-ID labels are included in each School Test Coordinator Kit • Three (3) barcode labels for each student • Visible information includes: • Student name and GTID • School and System names and codes • Grade • Student birthday and gender • Ethnicity, Race and PSRC • Barcode number

  24. PRE-ADMINISTRATION: Pre-ID Labels • Three barcode labels for each student • Do not use if inaccurate • Barcodes override bubbling • Additional labels can be used on test booklet TCM Spare (Do not use for CRCT-M) CRCT Answer document CRCT Test booklet

  25. PRE-ADMINISTRATION: Pre-ID Labels Pre-ID info is provided to CTB by GaDOE; if Pre-ID Label is incorrect: Examiners must notify School Test Coordinator School Test Coordinator must update school student records Do not use incorrect Pre-ID labels Barcode info overrides bubbled info Barcode label may be used if the only inaccurate information is the grade or teacher name Pre-ID label should match info for student being tested EXACTLY; be aware of similar names Pre-ID label should be applied prior to testing If a student does not have a Pre-ID label, student info must be bubbled on the answer document When bubbling demographic information, fill in the text boxes first, then bubble

  26. PRE-ADMINISTRATION: Pre-ID Labels Barcode applied incorrectly If answers have been gridded: Transcribe student answers and demographics onto a replacement answer sheet Write VOID over the original answer sheet, and return with non-scorable materials If answers have not been gridded: Write VOID over the original answer sheet, and return with non-scorable materials Student transfers Not applied to an answer document: Securely destroy the barcode Applied to an answer document: Write VOID over the original answer sheet, and return it with non-scorable materials

  27. PRE-ADMINISTRATION: Coding GNETS Programs In order to receive results for GNETS Programs, an identifier code needs to be bubbled on each student’s answer document in the box marked GNETS Codes and instructions are included in the TCM Alpine Program 01 Burwell Program 02 Cedarwood Program 03 Coastal Academy Program 04 Coastal GA Comprehensive Academy 05 Mainstay 06 Dekalb-Rockdale Program 07 Elam Alexander Academy 08 Flint Area Learning Center 09 Harrell Learning Center 10 H.A.V.E.N. Academy 11 Heartland Academy 12 Horizon Academy 13 Northstar Educational & Therapeutic Services 14 North Metro Program 15 Northwest Georgia Educational Program 16 Oak Tree 17 GNETS of Oconee 18 Pathways Educational Program 19 River Quest Program 20 Rutland Academy 21 Sand Hills Program 22 South Metro Program 23 Woodhall Program 24

  28. TESTING Will cover the following: Preparation Administration Accommodations Irregularities

  29. TESTING: Preparation Remove or cover instructional materials that may prompt student responses Arrange seating to promote individual work Post a sign on the outside of the classroom door: Testing: Do Not Disturb In addition to the Test Examiner, a proctor is recommended for up to 30 students/required for more than 30 Examiner Materials: Examiner’s Manual Test books (Gr 3–8) and Answer sheets (Gr 3–8) Scratch paper for Math (no calculators) Two No.2 pencils with erasers per student

  30. TESTING: PreparationSmall Group Kits Small Group Kits are for those students who need a special administration of the exam in a small group environment Small Group Kits consist of 10 test books of the same grade and form; are test books only; and are administered using the same Examiner Manual and answer document as the regular test Small Group Kits are provided; schools can also use regular overage materials to create Small Group Kits of a common form Systems and Schools receive 10 percent overage; additional Small Group Kits are available by ordering through CTB Customer Service

  31. TESTING: Administration Students take one content area per day All sections from a single content area must be administered the same day Students can write in the test books; highlighters are not allowed Students take stretch breaks between Sections I and II Teacher monitoring– Circulate and Check to prevent cheating, use of calculators, going ahead, or looking back

  32. TESTING: Accommodations Be familiar with accommodations listed in IEPs Accommodations must be required for the student in order to participate in assessment be provided during routine instruction and assessment in the classroom Accommodations may not alter, explain, simplify, paraphrase, or eliminate any test item, reading passage, writing prompt, or choice option Provide verbal or other clues or suggestions that hint or give away the correct response to the student

  33. Testing: Coding Accommodations • State Required Codes (SRC) • Accommodation Type (Setting, Presentation, Response, Schedule) • Conditional Accommodation • Braille/Large Print • Read-Aloud Guidelines – Page 9 in TEM • Also - CRCT Read Aloud Guidelines and CRCT Read-Aloud Online Tutorial can be found at:

  34. Testing: Coding Accommodations If an Accommodation Type is bubbled; ACCOMMODATIONS must be bubbled also Bubble current SRC even if it is included on label; however, if the current SRC is not on the label or does not match, discard the label and bubble all demographic information ..

  35. TESTING : Irregularities (IR) • Events and circumstances, or departures from standardized testing procedures are irregularities • They may have an impact on student performance that is not possible to define • They are reported and student scores are flagged simply to say, “There is something different about the conditions under which this score was obtained. Use caution in interpreting the score.”

  36. TESTING : Irregularities All test administration irregularities must be reported by Examiners to the School Test Coordinator The School Test Coordinator sends irregularities to the System Test Coordinator for verification and to obtain the correct code The System Test Coordinator contacts the GaDOE immediately for direction If instructed to do so by GaDOE, the System Test Coordinator will investigate and complete the Testing Irregularities Documentation Form provided online on the MyGaDOE Portal Improperly coded irregularities may default to the holding of test scores

  37. TESTING : Some Examples of Irregularities (IR) • Irregularities in Test Administration: • Materials being distributed inappropriately • Directions not being followed • Improper monitoring of test administration • Student takes CRCT-M when should take CRCT

  38. Testing: Invalidations (IV) • Some irregularities are so serious that they result in invalidation of student scores • Content being disclosed, coached, or distributed • Cheating • Test Administrator altering responses during or after testing

  39. Testing: Participation Invalidation (PIV) • In addition to irregularities (IR) and invalidations (IV), systems will have to code for Participation Invalidations (PIV) for students who receive an accommodation that is not on the list of state-approved accommodations or not on the student’s IEP • Federal regulations stipulate that when inappropriate accommodations are used, students may not be considered participants in accountability calculations • In the CRCT, a potential PIV occurs when a student receives an unapproved conditional accommodation such as the reading of the reading passages on the Reading test or use of a calculator on the Math test

  40. Testing: Coding Irregularities and Invalidations Incorrect coding may result in no reports being sent.

  41. Testing: Reducing Irregular Test Administrations Ensure proper training of all test administrators Maintain clear and consistent training and support materials Make certain all accommodations are clear to test administrators particularly if the Test Examiner is not the students’ regular teacher Make certain that Test Examiners are constantly monitoring the testing environment Respond to student actions appropriately and immediately Implement a program for reporting irregularities during testing

  42. TESTING : Characteristics of a Quality Investigation Examiner should notify Principal and School Test Coordinator of incident School Test Coordinator should notify System Test Coordinator Request detailed written statements from all parties involved if necessary Follow up on details (connect the dots) Follow district procedures regarding misconduct Provide a written summary of incident and investigation findings (see page 171 SAH for a suggested statement format) Consult with GaDOE as needed System Test Coordinator is responsible for reporting to GaDOE Report to GaDOE immediately, prior to investigation Final documentation should be entered into portal

  43. POST-TEST ACTIVITIES Will cover the following: Test Examiner Responsibilities School Test Coordinator Responsibilities System Test Coordinator Responsibilities Packing Return Shipment Return Shipment Pick-up Returning Make-up Materials Return Shipment Errors

  44. POST-TEST ACTIVITIES: Test Examiner Responsibilities Test Examiner shall: Collect all test materials daily Under administrator supervision, review answer documents Where applicable, verify that the demographic and coding information is correctly gridded If instructed by the System Test Coordinator, complete Local Option Coding (Section 15) Complete For Teacher Use Only (Sections 10–14) Notify School Test Coordinator if there is a need to transpose student responses from a test book onto an answer sheet

  45. POST-TEST ACTIVITIES: Differentiating Scorable and Non-Scorable Scorable Materials Completed Group Information Sheet (GIS) Used Student Answer Sheets Non-scorable Materials Used Student Test Booklets Large Print and Braille Test booklets Unused and Voided Test booklets and Answer sheets Scratch Paper Examiner’s Manual

  46. POST-TEST ACTIVITIES: School Test Coordinator So that districts are prepared to address non-participants during Accountabilityprocessing note: Collect by school and by subject: the names of each student who should have tested but was a non-participant Categorize their non-participation as one of the following four choices: Medical Emergency, Illness, Other, or Unknown You may direct questions on the definition of non-participant and the above categories to your district’s GaDOEAccountabilitySpecialist

  47. POST-TEST ACTIVITIES: School Test Coordinator Transposing Student Answer Responses: When required and prior to returning answer sheets to the System Testing Coordinator, verify student answer responses have been transposed to an answer sheet. Transposing should be witnessed by a certified educator. If only two people are present one must be an administrator (SAH Page 43). Complete the VALIDATION FORM FOR TRANSPOSING ANSWER DOCUMENTS found on Page 172 of the Student Assessment Handbook. File one copy with school testing records and return a copy to the System Testing Coordinator.

  48. POST-TEST ACTIVITIES: School Test Coordinator Verify that Test Examiners have returned all materials The System Test Coordinator must order make-up test materials administered outside of the system’s scheduled window Inventory scorable and non-scorable materials separately Complete the School Security Checklist and place in the first box of Scorablematerials System Test Coordinators must make copies of any pages that indicate missing or nonreturned materials and place these copies in the security checklist envelope for each school; System Coordinators will retain all original school security checklists Verify that VOID is written across every voided Test booklet and Answer Sheet; return voided documents with non-scorables

  49. POST-TEST ACTIVITIES:School Test Coordinator Destroy all scratch paper If directed by the System Test Coordinator, destroy all soiled documents (biohazard); record as soiled on the School Security Checklist Verify that each GIS is filled out correctly Complete the School/Group List (SGL) Arrange all scorable documents with the student name face-up Secure each classroom’s scorable materials with a paper band using a Stack Cover Card for each bundle and a Group Information Sheet for each class (Refer to illustration on page 29 of the TCM)

  50. POST-TEST ACTIVITIES: Packing Scorable Materials Packing Scorable Materials: Band together by classroom: [Top of Stack] Stack Cover Card One per band Completed GIS One per class One class of Student Answer Sheets (Gr 3–8) [Bottom of Stack]