Research, Evaluation and Accountability Test Coordinator’s Training Series

1. Research, Evaluation and AccountabilityTest Coordinator’s Training Series Preparing Your School’s FCAT Retake Documents For Return

2. As You Receive FCAT SSS TEST MATERIALS From The Test Administrators, Do The Following: ___1. Verify that all distributed secure materials have been returned. Notify the district coordinator immediately if any secure materials are missing and complete the necessary investigation. ___ 2. Make copies of and file the records of required administration information collected by each test administrator. (Page 19 of the manual) ___ 3. Make copies of and file the security checklists with the records of security numbers from each test administrator. ___ 4. Make copies of and file the Retake FCAT Security Log(s). ___ 5. Make copies of and file the Seating Charts.

3. As You Receive SSS TEST MATERIALS From The Test Administrators, Do The Following: • ___ 6. Separate the Retake test materials into stacks as follows: • Your School’s Retake Documents To Be Scored • By Grade Level and document type • Fall Reading SSS Retake Test and Answer Book • Fall Mathematics SSS Retake Test and Answer Book • Your School’s Retake Documents Not To Be Scored Materials • All NOT TO BE SCORED documents which includes: • Unused test and answer books and used test and answer books with the DNS bubble gridded • Includes unused non-preidentified and preidentified documents and any documents with the DNS bubble gridded

4. As You Receive SSS TEST MATERIALS From The Test Administrators, Do The Following: ___ 7. If a test is NOT TO BE SCORED, verify that the DNS bubble has been gridded. If a DNS bubble has been gridded by mistake, verify that the DNS bubble has been erased and the UNDO bubble has been gridded, and place the document in the appropriate stack of TO BE SCORED materials.

5. Preparing Your School’s TO BE SCORED Answer Documents For Return • ___8. Complete a separate • RETAKE DOCUMENT COUNT FORM for each document type and grade level tested. • Verify that you have included all documents from make-up sessions before you complete the forms. • DO NOT combine documents for more than one document type or grade level under the same form. • The Count Form is scannable and must not be photocopied. • Place the completed RETAKE Count Form on top of the first stack of TO BE SCORED documents.

6. Complete The SSS ANSWER DOCUMENT RETURN SUMMARY • __9. Complete the SSS Answer Document RETURN SUMMARY as instructed below. • Every completed RETAKE DOCUMENT COUNT FORM must have an entry on the ANSWER DOCUMENT RETURN SUMMARY. • Transfer the information from each RETAKE DOCUMENT COUNT FORM to the ANSWER DOCUMENT RETURN SUMMARY, making sure that the Number of TO BE SCORED Documents Returned for each grade level and document type is correct. • Complete only one ANSWER DOCUMENT RETURN SUMMARY for your regular print documents. • Verify that the number of To Be Scored documents returned and the number of documents indicated on the RETAKE DOCUMENT COUNT FORMS match the entries on the ANSWER DOCUMENT RETURN SUMMARY.

7. Complete the SSS ANSWER DOCUMENT RETURN SUMMARY • ___10. Complete the preidentified RETAKE ANSWER DOCUMENT RETURN SUMMARY FORMS which have been provided for your school. • The following information has been preidentified on all Summary Forms. • District Name and Number • School Name and Number • Grade Level and Subject Tested

8. Complete SSS Paper Bands __11. Each grade level and document type must be paper banded separately. You may use more than one Paper Band per grade level, if necessary. Follow these steps for each paper band you use: Grid the appropriate administration (Fall). Grid the appropriate document type. Write the school name and district/school number at the bottom of the paper band. Count the number of TO BE SCORED documents that will be banded in each paper band. Write that number under Number of To Be Scored Documents Contained in This Paper Band. Under Number of banded Stacks per Retake Document Count Form, number each paper band 1 of n, etc., where n is the school’s total number of banded stacks per Retake Document Count Form. Place a paper band around each stack of TO BE SCORED documents. Make sure that the Retake Document Count Form is under the paper band on top of the stack labeled 1 of n. Be sure that the band securely holds the documents. Do not use staples, paper clips, or tape.

9. You Will Be Preparing The Following Types Of Boxes For Return To The District Coordinator: Retakes TO BE SCORED Test and Answer Books – RED Labels NOT TO BE SCORED Materials – YELLOW Labels VI Test Materials if applicable – WHITE Labels District Coordinator Box – Create your own Label *It is your responsibility to package the materials correctly for processing and score reporting. Mispackaged materials will delay reporting of student results.

10. Packing The Boxes Red Label– Retakes • Answer Document Return Summary • 2. First banded stack containing a Retake DOCUMENT COUNT FORM, and TO BE SCORED test and answer books for one grade level and document type • 1. Additional banded stacks, each containing TO BE SCORED test and answer books for one grade level and document type

11. Sealing The Boxes Points To Remember 1. Make sure the packing tape does not cover the label. 2. Labels are scannable and should not be photocopied. 3. Do not place labels over the meeting point of the two flaps.

12. Labeling The Boxes Place the CORRECT COLORED LABEL on the top of each box.

13. Packing NOT TO BE SCORED Materials Yellow Labels • 1. Place all NOT TO BE SCORED secure materials in boxes. This would include: • Unused Test and Answer Books • Used Test and Answer Books with the DNS bubble gridded 2. Seal the box(es). 3. Place a YELLOW LABEL on the top of each box • Use the space on the labels marked Box __ of __ to number the boxes 1of n, 2of n, etc., where n is the school’s total number of boxes with yellow labels. • Return the yellow-labeled shipment to the District Coordinator.

14. Preparing LARGE PRINT and BRAILLE Materials For Return WHITE Label • Complete the following as soon as testing has ended: • Verify that all distributed secure materials have been returned. If any secure materials are missing, notify the district coordinator immediately. • Make copies of the records of required administration informatin collected by test administrators and file the copies • Make copies of all FCAT Security Logs and file the copies • Verify that each student grid sheet has been completed correctly or has a student label affixed.

15. Preparing LARGE PRINT and BRAILLE Materials For Return (continued) • Check each Large Print and Braille Materials Return Envelope and verify that each envelope contains documents for one student only. • Ensure that the student’s name and district/school number appear in the appropriate locations. • If a test is TO BE SCORED, verify that DNS bubble has not been gridded. If the DNS bubble has been gridded by mistake, erase the DNS bubble and grid the UNDO bubble. If test is NOT TO BE SCORED, verify that the DNS bubble has been gridded.

16. Preparing LARGE PRINT and BRAILLE Materials For Return (continued) • Complete a Retake Document Count Form for each grade level/document type for each student using large print or braille materials. • Make sure that each student’s envelope contains the following materials for each subject tested: • Completed Retake Document Count Form • Large Print Retake Test and Answer Book • Completed Retake Document Count Form • Regular Print Test and Answer Book • _Braille Test Book • Braille Answer Sheets containing student responses (separated by subject) Note: Although documents for more than one SUBJECT may be placed in the same envelope, do not place documents for more than one STUDENT in the same envelope. DO NOT place NOT TO BE SCORED materials in a Large Print and Braille Materials Return Envelope.

17. Complete The LARGE PRINT And BRAILLE Materials Return Envelope • Verify the completed information on the outside of each student envelope and seal the envelope. • Complete the Large Print and Braille Answer Document Return Summary according to the directions on the form, and place it on top of the Return Envelope in the first box of large print and braille materials. • Return all Large Print and Braille test materials in the original boxes in which they arrived. Seal the boxes. Page 71 • _Place a WHITE label anywhere on the top of each box. Labels should not be photocopied.

18. Packing District Coordinator Only Box • 1. Place all non-secure materials in the box(es). This would include: • Original Security Checklists • Original Fall Retake FCAT Security Log • Original Records of Attendance • Original Seating Charts • Original Test Group Code Rosters _Original Student Pre-ID Roster _Math Reference Sheets • Large Print and Braille scripts, Braille paper that does not contain student responses 2. Seal the box(es) and Write District Coordinator on the top of the box(es) 3. The District Coordinator will inform you when to return the boxes.

19. NON-SECURE MATERIALS • 1. Test Administration Manuals (Store at your school site until Retakes test results are received for all students) • 2. Unused paper bands (trash) • Unused Retake Document Count Forms (trash) • Unused Answer Document Return Summary Forms (trash) • 5. Plastic bags from the return materials kit (trash) • Memos and packing slips from CTB (trash) • 7. Unused return labels (trash) • 8. Unused student pre-id labels (shred)

20. QUESTIONS Nereida Gonzalez – Testing Technician 407-518-2902 gonzalezn@osceola.k12.fl.us