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2014 CRCT Pre-Administration Workshop February 2014

2014 CRCT Pre-Administration Workshop February 2014

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2014 CRCT Pre-Administration Workshop February 2014

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  1. 2014 CRCTPre-Administration WorkshopFebruary 2014 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. 2014 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 Test 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:; select 2014 CRCT Pre-Administration Workshopoption

  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 Student Answer Sheet • 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: • March 31 – May 2 • 9 consecutive school day window • Retest Administration: • May 12 – July 25 • 1 or 2 windows of 5 consecutive days each • 2 windows are available for different grade levels

  8. CRCT OVERVIEW: Main Administration • Main Administration: March 31 – May 2 • 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 • Test Items are based on the state-mandated content standards • Cut scores are the same as the past several administrations; a scale score of 800 is minimum for Meets the Standard, 850 is minimum for Exceeds the Standard • Continued field testing of content for next generation of Grades 3-8 assessments • CRCT Content Descriptions and CRCT Study Guides are available in the CRCT section of the Testing/Assessment Website

  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, 2014

  13. PRE-ADMINISTRATION: School Test Coordinator Responsibilities • Review CRCT Test Coordinator’s Manual (TCM) and CRCT 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 Manuals and Test Examiner’s Manuals • Test booklets and Answer Sheets • Stack Cover Cards and paper bands • SyTC 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 the TCM on page 13 • Retest Materials are sent to all districts April 21–25 • Retest Materials boxes have round, yellow label RT 2014

  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 12 – April 19 (can call Customer Service through May 1) • 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 9of the CRCT Test Examiner’s Manual (TEM) Ideally, School Test Coordinators train examiners from copy of TEM that examiner uses 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 TEM was thoroughly reviewed; make examiners aware of options for accessing TEM 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 • Security wafer seals on all test books must not 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 • Retain a copy of the Pre-ID File from Cycle 3 Data Collections as a resource for all student information collected.

  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 • Do not use spare for CRCT-M 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 Demographic information, fill in the text boxes first, then bubble

  26. PRE-ADMINISTRATION: No or Incorrect Pre-ID Label If a student does not have a Pre-ID label or the information or the label is incorrect thestudent info must be bubbled onto the answer document. • If demographic information has to be bubbled, see page 5 of the Test Examiner’s Manual for guidance • When bubbling demographic information, fill in the text boxes first, then bubble the corresponding letters/numbers • SRCs and EIP should be coded as this information will appear in the Student Record data; the district Student Record Coordinator is the suggested resource for this information

  27. PRE-ADMINISTRATION: Pre-ID Labels Barcode applied incorrectly If answers have been bubbled: Following guidance in the TCM and TEM, transpose 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 bubbled: 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

  28. Guidance for GNETS Students • GNETS students’ answer sheets should be returned under a Group Information Sheet (GIS) coded for their home district and school • GIS should be provided for students served by GNETS by the students’ home district • Ideally, scorable materials for GNETS students will be returned with those of the student’s home district

  29. Guidance for GNETS Students • GNETS sites who manage their own materials should coordinate with their students’ home districts regarding the GIS and the shipping of scorable materials • If GNETS materials arrive for scoring ahead of the home district, the scores for these students will arrive with those of the home district • Contact CTB Customer Service for guidance if GNETS scorable materials ship after those of the home district • If GNETS materials arrive after the home district scores have posted, the home district will receive a supplemental set of reports

  30. Guidance for GNETS Students • The home school district will receive Pre-ID labels for their students served by the GNETS program provided these students were included in the Pre-ID file extract. The home district and the appropriate GNETS personnel should collaborate to see that these labels are applied to the GNETS students’ Student Answer Sheet

  31. 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

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

  33. 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 required for 30 or more student Examiner Materials: Test 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

  34. TESTING: Preparation of Small 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 Test Examiner’s 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

  35. 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

  36. 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 See page 144 of the SAH for guidance for an requesting an accommodation not included in the list of approved accommodations

  37. Testing: Coding Accommodations • State Required Codes (SRC) • Accommodation Type (Setting, Presentation, Response, Schedule) • Conditional Accommodation • Braille/Large Print • Read-Aloud Guidelines – Page 11 in TEM • Also - CRCT Read Aloud Guidelines and CRCT Read-Aloud Online Tutorial can be found at:

  38. 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 ..

  39. 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.”

  40. 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

  41. 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 - careful monitoring and communication of test versions is critical. Students must be administered the correct assessment. • Student “going ahead” or “going back”

  42. 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

  43. 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

  44. Guidance for Irregularity Entries Please refer to the following slides for guidance for providing adequate detail when entering an irregularity determining the point at which certain frequently reported incidents should be reported as an irregularity Following this guidance will help GaDOE provide a timely response to your portal entries. Note: Phone calls or emails are not a substitute for portal entries

  45. Considerations and Requirements when entering Irregularities in the MyGaDOE Portal for the CRCT Guidance for MyGaDOE Portal Entries • Provide narrative in the “Comment” section to help elaborate on the irregularity (or in the “Reason for Invalidation” section if applicable). Please do this even if the matter has been discussed with GaDOE staff by phone or email. • If you are reporting an irregularity for which it is known an invalidation will result – make sure to indicate “Yes” in the Invalidation drop-down box. • Please include in the comments the Form # involved (if relevant to the irregularity). • Names of students and their GTIDs must be provided in the appropriate Portal field(s)/uploaded file(s). • If the space in the comments field is not sufficient, upload statements and other documents that provide necessary details on the event. • Make sure you indicate the correct “Assessment Cycle” (Spring 2014 or Summer 2014 – for retest administrations) in that field. • In an event that involves multiple students – some of whom may be IR and some who may be IV, please enter them as two separate records. • After submitting an irregularity in the Portal, be sure to return to the Portal later to check on its status and to review GaDOE feedback.

  46. Considerations and Requirements when entering Irregularities in the MyGaDOE Portal for the CRCT – cont. Testing Interruption Scenarios The health and dignity of students are important considerations With regards to situations of a personal nature where it becomes necessary for a student to leave the testing site, please be reminded of this guidance from page 122 of the Student Assessment Handbook: Given that the health and dignity of students should never be jeopardized, schools must have a plan in place for students who become ill during test administration. Document locally • Break of Short Duration: For an individual student, a short, unexpected interruption in testing (such as a short-duration, supervised trip to the restroom, stepping into the hallway due to coughing, the need to get a drink of water, etc.) does not require the submission of an irregularity. However, the event should be recorded/documented in local notes/records. The same is true of a minor circumstance that does not cause a significant interruption (such as a short and/or accidental announcement over the intercom).

  47. Considerations and Requirements when entering Irregularities in the MyGaDOE Portal for the CRCT – cont. Submit as a Testing Interruption irregularity on the MyGaDOEPortal • Leaves testing before completing either section, but stays at school and can return to testing the same day: If a student has to leave testing for an extended period of time but remains at school and is sequestered between the time testing was suspended and testing is resumed from other students and any resources that might contain test content, then the student may finish the test. • Leaves testing and schoolafter completing Section One: Students who can complete Section One but are unable to begin Section Two and leave school can makeup Section Two on a subsequent day. • Leaves testing and school while working on a section that they do NOT complete: If a student has to leave testing during a section and is unable to return to testing to finish testing on the same day, as a rule, students are not allowed to reenter this section on a subsequent school day. If the district believes there is reason for an exception to this guidance, please contact the GaDOE. Again, be prepared to provide the time the student had access to test content and the number of items to which the student was exposed.

  48. Considerations and Requirements when entering Irregularities in the MyGaDOE Portal for the CRCT – cont. Relative to students “going ahead” and “going back” • As a general rule, if this is brief and inadvertent a report in the Portal is not necessary. Instead document locally • Instances of a student “going ahead” into Section Two (before being directed to do so) OR “going back” to Section One after that section is complete (resulting in access to content and/or to bubbling/changing answers) are irregularities and require a portal entry. Please include in your MyGaDOE Portal entry the number of questions that were answered in the section at issue, the amount of additional time the student was in the section, and the number of answers choices that were bubbled or changed (if applicable). If this information is not provided, the Portal entry will be rejected pending a response on these points. Further Guidance for students who “Go ahead” The School Test Coordinator should provide guidance to the Test Examiner as follows: • The student should be stopped immediately if discovered very early (<5 items) in Section Two and • staff should attempt to ascertain amount of time spent in Section Two; • any student answers already bubbled should be left as is until the student resumes Section Two with the rest of the group; at this time, the student would then be allowed to review and change answers as is normally be permitted; • when the student resumes Section Two with rest of the group, the time that was spent in the section without permission should be deducted from the 70 minute maximum for the affected student(s) only. • If the student has gone beyond a small number of items in Section Two (before that section begins), the student should finish Section Two and their test materials should be collected immediately upon completion.

  49. Testing: Coding Irregularities & Invalidations Incorrect coding may result in no reports being sent.

  50. 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