DISTRICT TEST COORDINATOR SPRING 2012 PRETEST WORKSHOP

1. January 24 and 25, 2012 DISTRICT TEST COORDINATORSPRING 2012 PRETEST WORKSHOP

2. Forms for District Test Coordinator • Delivery Verification form • Additional Materials and Labels Request forms (district version) • Additional Materials/Labels Request form (school version) • Return Verification form • NOTE: All of these forms will be posted to eDIRECT in MS Word format (they are also included in your binder). DTCs may complete the forms and send an electronic version to LACS@datarecognitioncorp.com.

3. Materials Receipt • Large-print and braille materials will arrive with standard print materials on Monday, January 23. • Order deadline for additional materials is Monday, January 30. • Electronic security checklists for inventories and answer documents are posted to LEAPweb and include student’s full name, masked SSN, date of birth, and the inventory or answer document precode number and security number.

4. Testing Schedule • Testing window: February 6–March 16 • Testing should begin as soon as possible to ensure all students are tested. • Kindergarten, Grades 1–2 • Reading, Writing, Listening, Speaking: test administrator observes students in a variety of settings throughout the testing window • Grades 3–12 • Reading, Writing, Listening: administered in groups by grade cluster and may be scheduled one domain a day • Speaking: administered individually

5. Kindergarten, Grades 1 and 2 Test Materials • Assess using inventories only: one for kindergarten students and one for students in grades 1 and 2 • Teacher records score for each row in the inventory (no separate answer document). • As soon as scores are recorded, inventories are considered secure and confidential material. • Assessment Guide • Contains support materials for kindergarten, grades 1 and 2 • Available on LDOE website: http://www.louisianaschools.net/topics/elda.html

6. Grades 3–12 Secure Materials • Test booklets for grade clusters 3–5, 6–8, 9–12 • Reading/Writing Test Booklet • Listening/Speaking Test Booklet • Answer documents for grade clusters 3–5, 6–8, 9–12 • Each answer document includes all four domains (Reading, Writing, Listening, Speaking).

7. Grades 3–12 Secure Materials (continued) • Listening and Speaking CDs • One Listening CD for grade clusters 3–5, 6–8 • Two Listening CDs for grade cluster 9–12 • One Speaking CD for each grade cluster • Speaking Scoring Guide • Includes all grade clusters: 3–5, 6–8, 9–12 • One guide sent for every five students • Each Test Administrator should have a Speaking Scoring Guide.

8. Large-print and Braille Materials(Grades 3–12 Only) • Students who use large-print test booklets: • Circle responses to the multiple-choice questions in the test booklet. • Write responses for Writing, Part 1: Writing Prompts in the standard print answer document. • Braille test booklets are provided for Reading, Writing, and Listening only. To administer Speaking for students using braille, test administrators use the Speaking Scoring Guide and the braille TA instructions. • All student responses must be transferred to a scorable answer document to receive a score. (Instructions for transferring responses are in the Test Administration Manual and in the braille TA instructions.)

9. Demographics Specific to ELDA for NCLB • First or native language (may code more than one) • Born in U.S. • Date of entry into U.S. • Time enrolled in a school in the U.S. • Type of specialized language program • Time student has received services in specialized language programs NOTE: Since the above data are necessary for NCLB reporting, accurate data must be entered in these fields for all students.

10. Nonparticipation Codes • Listed on the answer document/inventory • Coded by principal on answer document/inventory if the student does not test with the document due to one of the following reasons: • Student is no longer enrolled at the school. • Precoded materials are received for a student who was misclassified as LEP. • Student is absent for the entire testing cycle due to illness. • Student completed the test on another answer document. • The student’s family member(s) died. • The student is in protective custody. NOTE: Only one nonparticipation code may be marked.

11. Preidentified Answer Documents • These documents require hand coding for education classification, exceptionalities, and accommodations students actually received during testing. • Bar-code labels must NOT be placed over the preprinted student information. • Test administrators must NOT correct any errors in the preprinted student information. All errors should be reported to the School Test Coordinator, who must report them to the district’s Student Information System (SIS) Coordinator for corrections in the SIS database.

12. Bar-code Labels ALIGN TOP OF LABEL S510107 3999999 001 Pelican Parish 000 Bayou High School ELDA SPR 2012 BAR-CODE LABEL • Hand-coded inventories and answer documents require bar-code labels. • Bar-code labels are program specific. • The testing program and administration are identified at the bottom of the bar-code label.

13. Nonpublic School Students • Districts are responsible for administering annual English proficiency assessments to nonpublic school students who receive Title III services. • ELDA or other assessments may be used. • If ELDA is used, districts should use their district overage materials. • Do not affix bar-code labels to documents for these students.

14. Unscorable Document Labels • Use if an answer document was • damaged • soiled • for another student • marked with ink, highlighter, marker, or crayon • Unscorable documents must not be thrown away. • Any responses must be transferred to a scorable hand-coded document to be scored. • Documentation about the incident should be kept by the District Test Coordinator.

15. Listening and Speaking Tests • Listening (grades 3–12) • If the test administrator thinks students may have difficulty managing the Listening tasks, students may be directed to mark their answers in their test booklets while listening to the CD. • Answers must be transferred to a scorable answer document by either the student or the test administrator. • Speaking (grades 3–12) • When responding to a question that does not have a related picture in the test booklet, students may be distracted by pictures for other questions. If needed, the test administrator may place a blank piece of paper on top of the picture. • Instructions are provided in the Test Administration Manual.

16. Packaging Materials for Return • Scorable materials: • Schools are provided two resealable plastic bags for return of scorable documents (maximum, 15 per bag). • Schools with 30 or fewer scorable documents use the resealable plastic bags, placed in box on top of nonscorable materials. • Schools with more than 30 scorable documents must use separate boxes for scorable and nonscorable materials. • Nonscorable materials: • Nonscorable materials may only be packed with scorable materials by schools with 30 or fewer scorable documents. NEW: Schools must place scorable materials, including those packed in the resealable plastic bags, into a DRC return bag. After verifying scorable materials for each school, seal each DRC return bag with one of the provided plastic ties.

17. Packaging Materials for Return (continued) • DRC return labels • Must be affixed to flap A of each district and school box. • TAN labels go on boxes of scorable documents, including any box of nonscorable materials that contains resealable plastic bags of scorable documents. • WHITE labels go on boxes that contain only nonscorable materials. • UPS Next-day Air Return Service labels • Must be affixed to flap B of each district and school box. • Do not make copies of UPS labels.

18. Materials Return • One UPS pickup for all materials is prescheduled for Monday, March 19. • Districts may return materials before this date if all schools have completed testing. • If returning materials before Monday, March 19, the District Test Coordinator must schedule the UPS pickup. • Materials for multiple schools must NOT be packaged in the same box, regardless of how few the materials. • Additional boxes have been included in material shipments.

19. Straggler Answer Documents • These are answer documents that are incorrectly packaged or received by DRC after the cutoff date. • DRC's procedures for handling straggler documents: • Documents will be scanned and scored at a later date. • Documents will not appear on the used answer document report but may appear on the missing materials report. • A score memo will be released with the student’s score and the student’s Web history will be updated. • No student labels will be sent, and scores will not appear online in the CSV file or the assessment summary reports.

20. General Reminders • TA numbers must be entered January 23–March 16 by using www.LEAPweb.org. • Answer documents, inventories, test booklets, or bar-code labels cannot be transferred from one school to another. • The security checklist must be used to keep track of secure materials and security numbers. • When calling DRC with score inquiries or requests to locate documents, you must supply the security number. • Search and score fees: • The cost of $100 to search and $100 to score answer documents that are returned without a label or returned inside a test booklet. • FERPA • To maintain student confidentiality, any personal student information such as first and last name, SSN, and DOB must be relayed to DRC via an encrypted file in an email, fax, or phone conversation.