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2011- 2012 Assessment Logistics Training For CELApro, CoAlt, and TCAP November 2011

2011- 2012 Assessment Logistics Training For CELApro, CoAlt, and TCAP November 2011. 11/2/2011. What’s New for 2011-2012?. Changes to Student Bio Grid Accommodations have been expanded to collect all accommodations that apply for each student for each test.

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2011- 2012 Assessment Logistics Training For CELApro, CoAlt, and TCAP November 2011

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  1. 2011- 2012Assessment Logistics TrainingFor CELApro, CoAlt, and TCAPNovember 2011 11/2/2011

  2. What’s New for 2011-2012? Changes to Student Bio Grid Accommodations have been expanded to collect all accommodations that apply for each student for each test. For Lectura/Escritura, the accommodations “Translated oral script” and “Word-to-word dictionary” can no longer be bubbled. Student Bio Grid has a set of bubbles labeled “State Use Only” – districts do not bubble. SBD Changes for CELApro and TCAP Accommodations fields will not be available in the Student Biographical Data (SBD) files for completion or update. Accommodations data will be present in your final GRF files. The data will be what was bubbled at test time, so be sure to complete this data. 11/2/2011 2

  3. What’s New for 2011-2012? Short-Add Forms and TCK Order Deadlines Stray marks should not be erased from test books after testing. Student Bio Grid has a set of bubbles labeled “State Use Only” – districts do not bubble. Stack cards/paper bands will be shipped in bulk and package sizes have been increased. 11/2/2011 3

  4. Assessment Logistics This Logistics Training doesn’t replace reading the SAC/DAC Manuals! http://www.cde.state.co.us/cdeassess/publications.html 11/2/2011 4

  5. Assessment Logistics TOPICS Before Testing After Testing Packaging and Shipping N-count and Student Biographical Data reviews Questions 11//2//11 5

  6. I. BEFORE TESTING 11/2/2011

  7. How do I Order Test Materials? Online Enrollments have closed for 2011-2012 All enrollment counts for CELApro and orders for materials are placed online through CTB’s Navigator system. When you became a DAC, you should have received user-IDs and passwords from CTB. CELApro has its own user-ID and password; TCAP and CoAlt, have the same user-ID and password. The log in gives you access to all information and files associated with that assessment(s). User-ID and password questions go to the CTB Help Desk 11/2/2011 7

  8. When do I Order Test Materials? Online Enrollments have closed, but they happen about the same time every year. Online Enrollment Windows on Navigator: CELApro OE Window 10/3/11 - 10/14/11 CoAlt OE Window 10/17/11 – 10/28/11 TCAP – Special Populations OE Window – 10/31/11 – 11/23/11 Counts for regular TCAP test books are based on a combination of the previous year’s counts and enrollment data from Student October, which CDE sends to CTB. If you are short of materials you may order them during the short/add windows. 11/2/2011 8

  9. 2012 Test Administration Windows 11/2/2011 9

  10. Does my District Need Early Test Administration? Request early test administration in advance of testing through the TCAP Early Testing survey on Navigator. Dates to request: 10/3/11 through 12/9/11 CoAlt and CELApro do not have early window surveys. DACs concerned about special circumstances for CELApro testing may start the administration of the Speaking section after December 15. This is not an early window that needs approval from Student Assessment. 11/2/2011 10

  11. Delivery Dates for Materials CELApro Test Materials - by December 2 Test Coordinator Kits - by December 2 CoAlt Test Materials - by January 20 Test Coordinator Kits - by January 31 TCAP Gr3 Reading Test Materials – by February 10 Gr3-10 Test Materials (except Gr3 reading) - by February 24 Test Coordinator Kits – by January 31 11/2/2011 11

  12. Test Coordinator Kits (TCK) DAC Kits: Test Booklets (and special pops), Instructions for Short/Add orders, Shipping Labels for “To be Scored” and “Not to be Scored”, Envelopes (CoAlt), Home school GIS (TCAP) SAC Kits: Rosters and Labels, Test Proctor Manuals, Group Information Sheets (GIS), School Group Lists (SGL), and Stop Sheets Teacher Read Directions, Oral Scripts, and Translated Oral Scripts are available online through Navigator 11/2/2011 12

  13. How to Order Extra Materials CELApro: Short/Add Form is available 11/16/11 for early ordering. All orders will be processed beginning 12/5/11 Last day to place a Test Materials Short/Add is 1/13/12, TCK Short/Add is 1/23/12 CoAlt: Short/Add Form is available 1/3/12 for early ordering. All orders will be processed beginning 1/25/12 Last day to place a Test Materials Short/Add is 3/14/12, TCK Short/Add is 3/23/12 11/2/2011 13

  14. How to Order Extra Materials TCAP Grade 3 Reading/Lectura: Short/Add Form is available 1/3/12 for early ordering. All orders will be processed beginning 1/24/12 Last day to place a Test Materials Short/Add is 3/1/12, TCK Short/Add is 3/6/12 TCAP all other tests: Short/Add Form is available 1/3/12 for early ordering. All orders will be processed beginning 2/7/12 Last day to place a Test Materials Short/Add is 4/3/12, TCK Short/Add is 4/13/12 CTB will address orders beyond these dates on a case by case basis. 11/2/2011 14

  15. Pre-coded Labels (PCL) Pre-coded student labels are supplied for TCAP, CoAlt, CELApro, and COACT. CELApro labels are based on Student October data. Student data for CoAlt, TCAP, and COACT labels come from the Pre-coded Labels (PCL) collection. The PCL collection is voluntary. Districts who don’t submit data for the PCL collection receive labels based on data in their Student October submission. PCL collection is12/5/11 through 1/11/12 on CDE’s Automated Data Exchange system. Submit all students for PCL, not just the new students. 11/2/2011 15

  16. Review Materials Before Testing Detailed information is found in the DAC/SAC Manual which is posted on Navigator. Step 1 Review Your Test Materials Make sure you have adequate quantities of all materials Review rosters of pre-coded information Gather information for students who do not have labels because they are new to your district Step 2 Distribute Test Materials Deliver materials to schools one week or less before testing Distribute test books to proctors only on scheduled testing date 11/2/2011 16

  17. Procedures DAC/SAC 5 68 Use Pencil ONLY! Student Name District Name Teacher Name School Name Use only a standard, wooden, graphite-based, #2 pencil on any part of the test book…. including the front cover! 11/2/2011 17

  18. II. AFTER TESTING 11/2/2011

  19. Stop Sheets for Lectura/Escritura Stop! Remove all stop sheets from completed Spanish assessments before packing and shipping. Stop sheets will stop scanning of these booklets. 11/2/2011 19

  20. After Testing Procedures Step 3 Instructions for the SAC in the DAC/SAC Manual Collect Test Materials Check Student Data Grids Test Invalidation and Accommodations fields These fieldsmust be bubbled after the student completes the test for all content areas. 11/2/2011 20

  21. Check all test books: All students are required to take the TCAP. Most test booklets will have the “0” bubble(s) filled in! All other Test Invalidation bubbles allow your district to account for missing data. All tested subjects After Testing: Test Invalidation Codes 11/2/2011 21

  22. Check all test books: All students must have one or more accommodations code bubbled on the data grid. Most test booklets will have the “0” bubble(s) filled in! Marking all that apply allows you to record all accommodations used for a student. All tested subjects After Testing: Accommodations Codes 11/2/2011 22

  23. Step 4 Instructions for School Assessment Coordinators Name on cover of draft and test books.Pencil only! Pre-coded label and/or Student Data Grid are complete and accurate. Stray marks inside the books should not be erased. Stray marks on the front cover or the student bio grid should be erased. No tape, post-it notes, staples, scratch paper, paper clips, or rubber bands should be in/on any test books. TP return test books (in alphabetical order) to SAC: Make sure transcription is complete for Braille or large print books. After Testing Procedures:Check Test Books 11/2/2011 23

  24. After Testing Procedures:How to Use the Pre-coded Labels Verify pre-coded labels with student rosters prior to testing No Free/Reduced Lunch (District Use C) and Homeless (District Use D) data printed on rosters, but data are included with label Proper placement of label on book is critical If the wrong label is placed on a book: Place two blank labels over incorrect label and then complete the student data grid 11/2/2011 24

  25. Pre-coded Labels In order for the scoring process to move smoothly, it is ESSENTIAL that the labels are not placed crooked or outside the designated area on the front cover.  Slightly off-center and tilted or upside down 11/2/2011 25

  26. After Testing Procedures:When to Use Pre-coded Labels Do not use the label if an error exists above the line of Student Data Grid - complete all information. If any data below the line is incorrect, use the label and fill in only the information that needs to be corrected. TCAP label on TCAP book, etc. 11/2/2011 26

  27. CELApro Student Data Grid What is Unique about CELApro data grid: Student’s grade level Primary Disability Home Language Language Proficiency Test Invalidation: “Eligible to take CoAlt” Accommodations At least 8 Accommodations and Test Invalidation bubbles to complete! 11/2/2011 27

  28. CoAlt Student Data Grid What is Unique about CoAlt data grid: Multiple content areas on one data grid No grade field to bubble Expanded Accommodations Test Invalidations and Accommodations for RWMS R/W Spanish version (grades 3/4) ALERT: Take care when transferring responses from the protocol to the rating form! 11/2/2011 28

  29. TCAP Student Data Grid What is Unique about TCAP data grid: Grade comes from the test book Grade 4-10 Reading/Writing on same book 11/22/2010 29

  30. Opportunities to Get the Data Right Before testing: Student October collection Pre-coded Labels (PCL) collection After testing: Data grid completion and review Student Biographical Data (SBD) collection Testing the correct students on CELA: Just because you have a CELA label for a student does not mean that this student qualifies to be tested Students who test on CELA must be identified as NEP, LEP, or FEP in Student End of Year collection. 11/2//2011 30

  31. After Testing: GIS and SGL forms SACs complete GIS and SGL forms Different colors for GIS forms by test DACs and SACs check to make sure the GIS and SGL numbers match – critical Scorable Test Books GIS SGL 11/22/2010 31

  32. Group Information Sheets - GIS Make a copy of each GIS 11/2/2011 32

  33. Different Colors of GIS Forms CELApro: Salmon CoAlt: Red TCAP: Blue Homeschooled students for TCAP: Green 11/2/2011 33

  34. School/Group Lists - SGL Make a copy of each SGL Pre-Coded Pre-Coded SGLs list ALL GIS forms with test books by content area sent in to CTB. SGLs arrive Pre-Coded. You must complete: Contact Person and Telephone number. Principal Name Grade Tested Number of test books 1 2 3 4 11/2/2011 34

  35. Shipping Materials Do Not Mix Assessments in Shipments! Use the Green Striped Boxes for shipping materials back to CTB TCAP and CELApro test books use Paper Bands and Stack Cards CoAlt will use envelopes like prior years Two Shipping Labels “To Be Scored” Purple for CELApro, Orange for CoAlt, and White for TCAP “Not To Be Scored” Yellow for all assessments 11/2/2011 35

  36. Step 7 Instructions for the School Assessment Coordinator Complete Group Information Sheet…as directed in Step 5 of SAC/DAC Manual. Make a copy of each GIS for your records. Bundle test books and Group Information Sheets with Paper Bands. Do NOT mix grades, TCAP content areas, or TCAP English with TCAP Spanish books. Do NOT include student draft booklets. Place GIS on top of the first bundle, if more than one bundle is used. Place bundles in green striped shipping box(es). Do not seal boxes yet. Complete the School/Group List and place on top of GIS in the first box. …as directed in Step 7 of the SAC/DAC Manual. Make a copy of each SGL. Send loosely sealed boxes to DAC for checking. Pack NOT TO BE SCORED materials in separate green striped boxes from TO BE SCORED materials. Prepare Test Materials for Packaging For CELApro and TCAP 11/2/2011 36

  37. Prepare Test Materials for PackagingFor CoAlt Step 7Instructions for the School Assessment Coordinator Complete Group Information Sheet…as directed in Step 5 of SAC/DAC Manual. Make a copy for your records. Place Rating Forms and Group Information Sheets into unsealed and labeled envelopes. Label envelope with school name and number. Do NOT include any materials except Rating Forms. Do NOT mix grades. Place GIS in the first envelope, if more than one envelope is used. (envelope #1 of ___, etc). Place envelopes in green striped shipping box(es). Do not seal boxes yet. Complete the School/Group List. …as directed in Step 6 of the SAC/DAC Manual. Make a copy of each SGL. Send loosely sealed green striped boxes to DAC for checking. Crumpled paper can be used as packing material. Pack NOT TO BE SCORED materials in separate green striped boxes from TO BE SCORED materials. 11/2/2011 37

  38. Step 8Instructions for the District Assessment Coordinator DACs must check to ensure that: There is a test book for every registered student in each grade level and content area. There are no sticky-notes, paper clips on books, etc. No NOT TO BE SCORED material in with TO BE SCORED materials. SACs have ensured student data grids are complete and accurate. Every book is clearly associated to an appropriate GIS (and stack card for CELApro and TCAP) The GIS and SGL forms match. Package Test Materials 11/2/2011 38

  39. Paper Bands and Stack Cover CardsFor TO BE SCORED and NOT TO BE SCORED Materials For CELApro and TCAP test materials Complete a stack cover card for each bundle of test books. Note: CoAlt Rating Forms to be scored will use an envelope, not paper bands/stack cards. 11/2/2011 39

  40. How Many Booklets per Bundle? CELApro: 20-25 TCAP Grade 3: 30 TCAP Science and Grades 4-10 Math: 25 TCAP Grades 4-10 Reading/Writing: 20 11/2/2011 40

  41. Example Packing OrderFor CELApro and TCAP TO BE SCORED Materials Top of Stack Completed School/Group List Stack Cover Card Grade 3 Group Information Sheet completed Test Books for Grade 3students tested (each bundle requires a new Stack Cover Card and is secured with two (2) paper bands) New Stack Cover Card Grade 4 Group Information Sheet completed Test Books for Grade 4students tested (each bundle requires a new Stack Cover Card and is secured with two (2) paper bands) Repeat this stacking order for all other grades. Bottom of Stack 11/2/2011 41

  42. TO BE SCORED materials • Include: • CELApro or TCAP Test Booklets to be scored • CoAlt Rating Forms to be scored Purple for CELApro Orange for CoAlt White for TCAP • Do not copy or use “fake” shipping labels! 11/2/2011 42

  43. NOT TO BE SCORED materials Include: • Unused test books (with paper band for CELApro and TCAP) • Used test books that are not to be scored (with paper band for CELApro and TCAP) • Braille and Large Print books • Oral scripts • Teacher-read directions • All used and unused draft booklets • CoAlt Test Protocols • CDs, Examiner Guides, etc. 11/2/2011 43

  44. The Green Box Place Label Here Do Not Place Label Here 11/2/2011 44

  45. Are the correct test booklets under the correct stack card or in the correct envelope for CoAlt?Do NOT mix grades or content areas! Have you numbered the stack cards or envelopes correctly? Have you returned all the “To Be Scored” materials for each grade/TCAP content area in the same shipment?Note: Make-ups will come in later shipment from the bulk of content area tests which are sent in early. Have you counted to make sure these numbers all match? Number of actual test books Number of test books noted on GIS Number of test books noted on SGL Are all “Not To Be Scored” materials separate from “To Be Scored” materials? Are all boxes taped and packaged securely to prevent excessive shifting during transit? Have you completed the School and District information on the shipping labels, i.e. box 1 of 1? Are district staff and locations ready for the pickup driver to arrive? Final Checks Before Shipping - DAC 11/2/2011 45

  46. Final Packing and Shipping - DAC SGL SGL SGL “TO BE SCORED” Materials “NOT TO BE SCORED” Materials 11/2/2011 46

  47. Shipping Test Materials to CTB 2 Weeks 2 Weeks 2 Weeks 2 Weeks Ship tests as soon as they are completed. Ship completed tests Ship completed tests Ship completed tests Ship completed tests Window Opens Window Closes 11/2/2011 47

  48. CELApro Retrieval window: December 19 – February 6 Last day to schedule pickup: February 2 TCAP Early Testing Window Grade 3 Reading/Lectura Retrieval Window: February 15 – March 2 Last day to schedule pickup: February 29 TCAP Grade 3 Writing and Math, Grades 4-10 Retrieval Window: March 8 – April 13 Last day to schedule pickup: April 11 Scheduling of Returning Materials to CTB 11/2/2011 48

  49. TCAP Regular Window Grade 3 Reading/Lectura Retrieval Window: February 15 – March 15 Last day to schedule pickup: March 13 TCAP Grade 3 Writing and Math, Grades 4-10 Retrieval Window: March 8 – April 20 Last day to schedule pickup: April 18 CoAlt Grades 3-10 Retrieval Window: March 8 – March 29 Last day to schedule pickup: March 27 Scheduling of Returning Materials to CTB 11/2/2011 49

  50. CELApro (Tentative) Ncount: February 28 – March 4 SBD: March 5 – March 16 CoAlt/TCAP (Tentative) Gr3 TCAP Ncount: March 30 – April 4 TCAP/CoAlt Ncount: May 20 – May 25 SBD: May 23 – June 10 COACT SBD Open June 26 - July 5 ADE Website: https://cdeapps.cde.state.co.us/ Log in, respondent forms, documentation After Shipping: Ncount and Student Biographical Data Review(SBD) 11/2/2011 50

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