Assessment Operations TeamJanuary 21,2015

Critical Shipping Information

Receipt & Return of Winter EOCTesting Material

Winter 2015Algebra, Geometry, Integrated Math 1,

Integrated Math 2, and Biology

This material should be augmented with special consideration appropriate for your local district and school.

Important Dates

EOC Important Dates

WAMS-Material order window for additional Test Booklets and Accommodated Forms closes January 30, 2015

WAMS-Material order window for additional return shipping materials closes February 5, 2015

EOC 2015 test administration window ends February 6, 2015

Proctors submit Test Security Assurance Form to School Assessment Coordinator Last day of Testing

Schools/sites submit School/Site Administration and Security Report to District Assessment Coordinator Upon the return of materials

Ship to DRC all used and unused EOC test booklets and accommodated material Refer to email distributed on January 21, 2015

District Assessment Coordinator to submit District Administration and Security Report and Test Material Variance Form (if applicable) to OSPI

Within 2 weeks of materials pickup

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The following materials are available to assist districts with Test Material Processing:

http://k12.wa.us/TestAdministration/TestMaterialProcessing.aspx

• Additional Order Shipping Schedule• Test Material Processing Handbook • Return Shipping Instructions• Return Verification Form

Test Material Processing Resources

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Test Materials Receipt

With your initial materials shipment you received a Return Shipping Kit. The Return Shipping Kit will contain:

Return Shipping Instructions Sheet UPS - Return Shipping (RS) labels are included.

The number of UPS-RS labels in your kit is equal to the number of DRC RS labels enclosed.

Return Verification Form (also available for electronic submission on the Test Administration Web site: http://www.k12.wa.us/TestAdministration/TestMaterialProcessing.aspx).

DRC Return Shipping labels (colored)

Also included in your blue district box (or envelope) is a Shipping Cover Memo, your Packing List, ‘Red X Do-Not-Score’ Labels and Beige School/Site labels.

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Pre-ID Roster

Pre-ID RosterAlso available in electronic form via WAMS

Your Pre-ID Roster should be used to: Track Materials Document the test booklet barcode

number (located on front cover, upper right hand corner) assigned to students from overage and additional order materials. This is required for test booklet retrieval,

• Record hand-bubbled demographic information.

Document all testing irregularities and track accommodations provided to students.

Annotate absences, withdrawn, incompletes, etc.

Inventory testing material prior to returning to DRC for processing and scoring.

Missing Material Processing:1. Complete a Material Variance Report and

submit to OSPI 2. Annotate on your District Security

Report 5

Test Booklets

Student Signature (Required)

Caution: Never mark or cover the test booklet security barcode number on the front cover of test booklets.Do not apply ANY type of label (Pre-ID, School/Site or Do-Not-Score) here. This barcode is used to track the return of test booklets. Altering or obscuring this barcode will cause a delay in scoring test materials.

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Proctors must collect and account for all individual papers (Glossaries, Formula Sheets) provided for the assessments, and return to your School Assessment Coordinator according to your Test Security and Building Plan.

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Scorable Overage and Additional Order test booklets MUST either have:

B) A School/Site Label applied to the front cover and Boxes 1-6 on the back cover completed1. Grade2. SSID3. Student Name4. Gender5. District Student ID6. Birth Date

A) Student Pre-ID Adhesive Label

Coding Overage Booklets and Label Hierarchy

If you adhere a Student Pre-ID Adhesive Label to the lower left, front cover of the test booklet, do not complete the

demographic page.

OR

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Completing the Demographic Page

All invalidations must be approved by DACs

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Non-Secure Material Retention

The following materials should not be returned to DRC: Assessment Coordinators Manuals – recycle at completion of EOC Winter testing. Directions for Administration - recycle at completion of Winter EOC 2015 testing. CD tip sheets, Mathematics Formula Sheets, Trigonometric Tables, and Glossaries of

Non-Mathematics and Non-Science Terms. If provided during the testing environment, test proctors must immediately collect, account for, and process according to Test Security and Building Plan.

Unused Student Pre-ID Adhesive Labels - destroy according to district policy. Unused School/Site and Return Shipping Labels (recycle after test materials have been

returned to the contractor).

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Preparing Test Materials for Return

Collect and account for all booklets: Transcribe as needed - DRC will not transcribe student work Verify that boxes 1-6 (student demographics) were completed when using School/Site

Labels Verify correct placement of any test booklet label (i.e. School/Site, Red-X) Confirm accommodations (Box 7) are accurate and all other information is complete

Materials to be retained by District: Pre-ID Roster Proctor Training Log Sheet School/Site Administration Security Reports Test Security Assurance Forms Each test site must include with the testing materials delivered to the School

Assessment Coordinator, an annotated and signed copy of their Pre-ID Roster. This copy should be kept at the district for reference if materials are shown missing.

Reminder: Immediately document missing test booklets and accommodated material on the Test Material Variance Form and annotate on the District Administration and Security Report. http

://www.k12.wa.us/TestAdministration/TestMaterialProcessing.aspx 10

Coding Overage Booklets

Option 1: Apply a Student Pre-ID Adhesive Label Option 2: Apply School/Site Labels and complete boxes 1–6 on the

demographic page when: Using an overage test booklet. Using an additional order test booklet. Using a Pre-ID test booklet of a student no longer in your district to assess another student and you do not have a student Pre-ID adhesive label. If your district runs out of Site labels, additional School/Site labels can be ordered in WAMS.

Do not apply School/Site Labels when:

Pre-ID student test booklets were used by the identified student; this includes Pre-ID test booklets from another district/online school program.

The correct student Pre-ID label is adhered to the front cover of the test booklet.

Notes Box:

Use to annotate, scribes, irregular administration, etc.When testing an out-of-

district student with no Pre-ID booklet, contact the resident district to obtain a School/Site Label for that student’s booklet.

When testing an out-of-district student with no Pre-ID booklet, contact the resident district to obtain a School/Site Label for that student’s booklet. 11

Returning all EOC Accommodated Kits: Translated CD, Braille, Large Print

Transcribe all student responses from or within the accommodated form directly into the standard form test booklet that accompanied the large print or braille kit.

For scribing, use the “Notes: Proctor/Coordinator Use” box to note that the booklet has been scribed. Provide scribe name and date.

Verify the scribe or transcribe circle has been properly filled in on the demographic page.

Return the standard form test booklet (including transcription) with scorable materials.

Return the accommodated form (large print/braille)with non-scorable materials. 12

Options for Returning EOC Test Booklets

Option 1:

Return as Scorable:• All test booklets containing

student work for scoringReturn as Scorable all test booklets

marked:• Absent during testing window• Refusal• NNEP Exemption• Invalidated• EOC-Basic• Previously Passed

Verify coding during Record Reconciliation

Option 2:

Return as Scorable:• All test booklets containing

student work for scoringReturn as Non-Scorable all test

booklets for students who were:• Absent during testing window• Refusal• NNEP Exemption• Invalidated• Previously Passed

Keep accurate Pre-ID Roster records to update attempt codes during Record Reconciliation for students whose booklets were returned as non-scorable.

Completion CriteriaEOC Mathematics and Biology: Must attempt 2 questions. 13

Sort stacks of test booklets by content. Sorting by grade is optional. Verify completeness of the demographic page and that a School/Site Label was applied

when using an overage or additional order test booklet. Pack in boxes – multiple content under the correct return label can be placed in one box.

Sorting Test Booklets

Algebra Geometry Integrated 1 Integrated 2

BiologyScorable:

EOC

Non-Scorable

No special sort is required

Do NOT Score Braille & Large Print Test Booklets Verify completeness of transcription

Accommodated CDs

Verify individual test booklets have a Red-X Do-Not-Score Label on the lower left, front cover or draw a red X on the back cover (demographic page) of the test booklet.

Multiple contents of non-scorable materials may be returned in the same box. Multiple schools may be packaged in the same box. 14

Scorable Booklets and Boxes

Return all test booklets to be scored.Including test booklets with transcription.

Standard Return EOC Label

Use only Winter 2015 EOC Return Shipping

Labels. Labels from past

years or other administrations

cannot be processed.

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Special Processing Alert

Available online:http://www.k12.wa.us/TestAdministration/TestMat

erialProcessing.aspx

Districts are responsible for transcribing into new test booklets. DRC will NOT process/score soiled test booklets placed in bags.

E.g. School/Site label

incorrectly applied over

test book security

barcode number.

Defective booklets include, but are not limited to: torn booklets, misplaced Student Pre-ID Adhesive Labels, etc.Processing Soiled Test Booklets

If possible, transcribe student responses into a standard form test booklet. Return transcribed booklet with scorable materials.

Either place a Red X Do-Not-Score Label on the front cover or mark a large red X on the back cover of the soiled test booklet. Package in a plastic zip-lock bag and return with non-scorable materials.

Place Special Processing Alert on top of booklets zip-lock bag.

Complete a Testing Irregularity Report to document the incident.

DO NOT tape or staple alerts or other loose paper to test booklets as this will cause

booklet damage.

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Non-Scorable

Return all booklets that should not be scored(Pre-ID, overage, and large print/braille that have been transcribed into a standard form)

Use Red-X Do-Not-Score labels. Applying a red-X label to the front cover of the Non-Scorable booklet eliminates the need to draw a red X on the back cover.

Red-X Do-Not-Score Labels are used for single booklets. Shrink wrapped packages of unused booklets should not be opened and do not need a red X applied.

Additional labels can be ordered in WAMS.

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Placing Red-X Do-Not-Score Labels

Correct Incorrect Incorrect Incorrect

If a label is accidentally placed on a test booklet in the student information box, do not attempt to remove. Apply a School/Site Label over the Red X Label and code the

students demographic information on the back cover (demographic page) 18

A

B

Colored Return Labels EOC Materials

Place colored DRC labels on Flap A. Place carrier Return Service shipping label to Flap B.

Return test booklets to: Data Recognition Corporation

7303 Boone Ave NBrooklyn Park, MN 55428

All testing materials (Scorable and Non-Scorable) will be returned via United Postal Service (UPS). All boxes need to have a DRC Return Shipping Label. All School Districts need to apply

a UPS Return Shipping Label. 19

Return Verification Form

Districts should return the 2015 EOC Return Verification Form to assist with material tracking.

Forms may be downloaded from the Test Administration Web site: www.k12.wa.us/TestAdministration/FormsReports

2015 EOC RVF

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OSPI Website: www.k12.wa.us

The Test Administration Web site is continually undergoing enhancements—check often for updates.

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