Materials Management I Participation Counts, Distributions, Additional Orders and Texas Assessment Management System

1. Materials Management IParticipation Counts, Distributions, Additional Orders and Texas Assessment Management System 2010 Fall Academy for New District Testing Coordinators Presented By: Kaye Draper, Pearson

2. Materials Management IDistribution of Test Materials • Update Coordinator Information with TEA • District and Campus Coordinator Manual • Participation Counts for TAKS and EOC • Texas Assessment Management System FIRST THINGS FIRST!

3. Materials Management IDistribution of Test Materials First Things First • Update Contact Information for TEA (& Pearson)

4. Materials Management IDistribution of Test Materials What contact information does TEA need? • District Coordinator Name • District Coordinator Address (Mailing) • District Coordinator Address (Shipping) • District Coordinator Phone Number • District Coordinator Fax Number • District Coordinator E-Mail Address

5. Materials Management IDistribution of Test Materials Why is it important for TEA to have correct information? • Notification of Shipments • shipping@txassessmail.pearson.com • Broadcast E-mails • Broadcast Faxes • Phone Requests • User ID and password for Texas Assessment Management System (formerly Online Data Management/NCS Schoolhouse) • Additional Materials Orders • Change Forms

6. Materials Management IDistribution of Test Materials How do I know what information TEA has on file for my district? • TEA Website • askTED • http://askted.tea.state.tx.us/

7. Materials Management IDistribution of Test Materials How do I change the information? • http://www.tea.state.tx.us/student.assessment/resources/taascoor/index.html • askTED Coordinator for your district • Everything except shipping address • Student Assessment Division • Shipping address for test materials • Charter Schools – different process • All changes must be submitted in writing

8. Materials Management IDistribution of Test Materials • District/Campus Coordinator Manual • What information does it contain? • TAKS (including TAKS Accommodated) and TELPAS testing programs included • Everything from general program information to specific testing policies and procedures, outlined for both district and campus coordinators

9. Materials Management IDistribution of Test Materials • District/Campus Coordinator Manual • When is it distributed? • Only one distribution per year, in early December • Manual is distributed with the Calendar of Events poster • Based on calendar year, not school year

10. Materials Management IDistribution of Test Materials • District/Campus Coordinator Manual • How do I use it? • Read it thoroughly....more than once! • Write in it • Tab important or frequently used sections • 3-ring binder format

11. Materials Management IDistribution of Test Materials • Participation Counts for 2011 • What are participation counts? • Formerly known as enrollment; refer to the number of students who will be taking a test. • Your first and best opportunity to order test materials for the upcoming year – for all TAKS programs (except TAKS-Alt) and EOC • Districts are required to submit participation counts via the Texas Assessment Management System on the Texas Assessment website • www.texasassessment.com

12. Materials Management IDistribution of Test Materials • Participation Counts for 2011 • Why is it important? • Distribution counts for all administrations (except retests) are based on participation counts submitted by districts during this period

13. Materials Management IDistribution of Test Materials • Participation Counts for 2011 • How do I enter counts? • Entering participation counts is a district coordinator function on the Texas Assessment Management system • You will need the district coordinator user ID and password in order to access the secure online system

14. Materials Management IDistribution of Test Materials • Participation Counts for 2011 • How do I enter counts? • First review the User’s Guide for the Texas Assessment Management System found at http://www.TexasAssessment.com/guide

15. Materials Management IDistribution of Test Materials • Participation Counts for 2011 • Are there deadlines for entering counts? • YES –It is very important that districts submit their participation counts online before the deadlines • Initial participation count period • September 17th thru October 31st November 14th • Update period available in January

16. Materials Management IDistribution of Test Materials • Participation Counts for 2011 • How do I update my counts? • There is an update period for participation counts in January 2010, HOWEVER..... • Changes in materials quantities during this period will ONLY affect the April TAKS 3 – 10 and Exit Level and the April TAKS-M administrations

17. Materials Management IDistribution of Test Materials • Participation Counts for 2011 • How do I get help? • You may contact Pearson’s Austin Operations Center for assistance with participation counts, or for general navigation assistance with the Texas Assessment website • 800-627-0225

18. Materials Management IDistribution of Test Materials • Texas Assessment Management System • New for Fall 2010 • See August 12th email “Transitioning to the Texas Assessment Management System” • Online training • Webex trainings presented in September 8-10th • Presentations and speaker’s notes from all three sessions are currently posted under the Training tab on the Resources page of the Texas Assessment website (http://www.TexasAssessment.com/training).   • Available as self-paced modules on September 24th • User’s Guide • http:www.texassessment.com/guide • http:www.texasassessment.com/login

19. Materials Management IDistribution of Test Materials • Advance Letter and Materials Page(s) • Shipment Models • Delivery Schedule of Materials • Email Notification of Shipments GENERAL SHIPMENT INFORMATION

20. Materials Management IDistribution of Test Materials General Shipment Information • Advance Letter and Materials Page(s) • When and how are they distributed? • They will be posted online about one month before the test administration (or one week before your first shipment of materials) • What information do they contain? • Two types of letters • Distribution letter shows that you will be receiving an initial shipment of materials for the upcoming administration. The materials page(s) included show quantities of materials to be shipped (district totals). • Non-distribution letter shows that you will NOT be receiving an initial shipment of materials for the upcoming administration. The materials pages(s) included show 0’s in the quantities to be shipped.

21. Materials Management IDistribution of Test Materials General Shipment Information (cont.) • Advance Letter and Materials Page(s) (cont.) • Available online at http://www.TexasAssessment.com/login • Campus Materials Listings • District Overage Listing • District Listing • Where do counts come from?

22. Materials Management IDistribution of Test Materials General Shipment Information (cont.) • Advance Letter and Materials Page(s) • How do I use the information? • Consult with your campus coordinators regarding the quantity of test materials to be shipped, and make sure that you can cover any shortages with the district overage materials • If district overage materials are not sufficient to cover additional campus needs, compile campus counts and submit one additional order per administration. • Submit this additional order online as early as possible after you review your advance letter and materials list(s) • Specific information regarding the use of the additional order system on the Texas Assessment website is included later in this presentation

23. Materials Management IDistribution of Test Materials General Shipment Information (cont.) • Shipment Models • Separate Shipments • Nonsecure (Shipment 1 contains all materials except test booklets [and linguistic simplification guides for LAT]) • Secure (Shipment 2) contains test booklets [and linguistic simplification guides for LAT]) • Combined • Nonsecure and secure materials are packed and shipped together • Secure materials may include not only test booklets, but also linguistic simplification guides for LAT administrations • Check the Calendar of Events to determine the shipment model for each test administration

24. Materials Management IDistribution of Test Materials General Shipment Information (cont.) • Delivery schedule of materials • Overlapping shipments • Use the Calendar of Events to help you schedule activities for overlapping shipments • You will need to keep up with the nonsecure shipments, secure shipments, combined shipments, precoded materials shipments and additional order shipments for TAKS

25. Materials Management IDistribution of Test Materials General Shipment Information (cont.) • Delivery schedule of materials (cont.) • How can I tell the shipments apart? • Pearson box labels will note which administration and shipment each box is for, as well as if the box includes district or campus materials • If the box includes campus materials, the campus name and number will also be printed

26. Materials Management IDistribution of Test Materials General Shipment Information (cont.) • E-mail notification of shipments • What information do they contain? • Each email notification includes ship dates, carrier information and tracking information for each administration’s shipments • Who gets them? • Emails are sent to the email address on file for the district testing coordinator [see page from TEA website outlining procedures for updating district coordinator contact information] • Make sure that you work with your IT department so that emails from ‘pearson.com’ are not blocked as junk mail or spam including shipping@txassessmail.pearson.com

27. Materials Management IDistribution of Test Materials General Shipment Information (cont.) • E-mail notification of shipments • When do they get sent out? • Emails for initial shipments are sent in bulk at approximately 9:00 am the day after the shipment leaves Pearson • Emails for additional materials shipments may be sent at any time during the day as shipments leave Pearson • It is possible that shipments sent from Austin could arrive before the shipment notification email reaches your inbox

28. Materials Management IDistribution of Test Materials General Shipment Information (cont.) • Save boxes for returning materials

29. Materials Management IDistribution of Test Materials • Large Print • Oral Administrations • Dyslexia Bundled Accommodation Administrations • LAT • TAKS-M ADDITIONAL MATERIALS

30. Materials Management IDistribution of Test Materials Additional Materials • How do I order? • First and best opportunity is during participation counts • Can also be requested via additional order system

31. Materials Management IDistribution of Test Materials Additional Materials (cont.) • In which shipment will they arrive? • If ordered during participation counts, they will be sent with your initial shipment of secure materials and will be packaged by campus • If requested via the additional order system, they will be sent closer to the test administration date and will be packaged in bulk

32. Materials Management IDistribution of Test Materials Additional Materials (cont.) • Braille • How do I order? • Student names and PEIMS ID #’s must be provided for each Braille book ordered • Instructions for ordering will be coming out soon

33. Materials Management IDistribution of Test Materials Additional Materials (cont.) • Braille (cont.) • In which shipment will they arrive? • In separate shipment from your initial nonsecure and secure materials • The separate shipment will arrive closer to the test administration date than the initial shipments

34. Materials Management IDistribution of Test Materials Additional Materials (cont.) • Texas Assessment Management System • How do I access the system? • Go to Texas Assessment website (http://www.TexasAssessment.com/login) • Login with the district coordinator id and password • Go to Test Setup – Order Additional Materials • Verify you have selected the appropriate test administration • Click Order Additional Materials

35. Materials Management IDistribution of Test Materials Additional Materials (cont.) • Texas Assessment Management System (cont.) • How do I use the system? • User’s Guide • View and track orders and shipments • Order additional materials • View reports of order activities

36. Materials Management IDistribution of Test Materials Additional Materials (cont.) • Texas Assessment Management System (cont.) • How do I know what to order? • Use your Advance Letter and Materials List(s) and consult with your campus coordinators to determine if the quantities of materials to be shipped are sufficient • Fill shortages from district overage first • Then compile district needs and submit one additional order per administration

37. Materials Management IDistribution of Test Materials Additional Materials (cont.) • Texas Assessment Management System (cont.) • Are there deadlines for ordering? • YES -- check the Calendar of Events for each test administration to find the additional order deadline • Pearson cannot guarantee the delivery of test materials ordered after the deadline

38. Materials Management IDistribution of Test Materials Additional Materials (cont.) • Additional Materials Orders Helpful Hints • Pay close attention to the form • Pack size vs individual items • Do try to submit only one order per test administration

39. Materials Management IDistribution of Test Materials Additional Materials (cont.) • Additional Materials Orders Helpful Hints (cont.) • DON’T submit another order if your materials don’t show up the next day • DON’T order too much surplus • DO use the viewing and tracking orders/shipments feature • DO use the viewing reports of order activity feature

40. Materials Management IDistribution of Test Materials October Exit Retest Administration • BE PREPARED • TAKS Exit Retest (combined shipment method)

41. Materials Management IDistribution of Test Materials Questions/Comments