Test Material Processing & Security Training

1. Test Material Processing & Security Training 2019 Spring SBA and WCAS Administration Template Training for School and District Staff This presentation contains a script in the notes section. If you are accessing this information with a screen reader, be sure you are reading the notes section as well as the text contained in the slides. Published April 1, 2019

2. Acronyms Full Definitions and Acronyms list at: http://wa.portal.airast.org/ (search word Acronyms)

3. Spring 2019 Important Dates

4. Material Chain of Custody

5. Material Receipt and Processing

6. District Receipt & Processing of Materials Box #1 contains the Return Kit and may also contain other administrative material and secure test materials. It is important to identify this box to ensure that materials are processed appropriately. The District and the School Packing List(s) from box 1 should be used to sort boxes by schools and to verify receipt of all materials. Boxes for school use will include the school name and be numbered sequentially. Do not open shrink-wrapped packages that are not intended for immediate use. Follow instructions in your TSBP for district procedures and chain of custody for secure test materials.

7. School Receipt & Material Processing Test material boxes are labeled with the school name and numbered sequentially. The School Packing List from box 1 is used to verify receipt of materials. • Once materials have been verified SCs should: • Sort materials according to the district approved test sessions and attach student labels to test booklets. • Follow instructions in the TSBP for school procedures and chain of custody for secure test materials. • Not distribute secure test materials to TAs until just prior to each testing session. • Verify TAs have been trained and understand procedures outlined in the school’s TSBP for chain of custody of secure test materials.

8. TA Receipt & Material Processing When receiving test materials just prior to the current test session, TAs should verify that the SC has: • Provided material quantities to support the number of students in their session. • Provided ancillary materials approved for the test being administered. • Placed a student Pre-ID label on each booklet. Follow instructions in your TSBP for school procedures and chain of custody for secure test materials. • TAs should have a process in place for tracking the materials checked out to students and for inventory of materials prior to release of students. This includes clearing the calculator memory. • TAs should not distribute test materials to students until just prior to beginning the session.

9. Preparing Materials for Return to MI

10. Responsibilities for Material Return

11. Secure vs. Non-Secure Materials

12. Handling Defective/ Damaged Booklets • Steps for processing damaged materials. • SC Actions: • Document test booklet security barcodes • Provide TA with a new booklet • Verify completeness of transcriptions • Band both booklets together for DC processing • DC Actions: • Return damaged booklet with non-scorable materials • Return transcribed booklet with scorable materials • Report damaged materials via the Test Material Variance form in ARMS.

13. Handling Biohazard Materials • Steps for processing biohazard materials • SC Actions • Provide TA with a new booklet for transcription • Verify completeness of transcriptions • Document test booklet security barcodes • Package biohazard booklet in large plastic bag • DC Actions • Report biohazard material to OSPI via a Test Material Variance form submitted in ARMS • Securely destroy biohazard material. Do not return biohazard materials to MI

14. DEI Entry for WCAS tests

15. WCAS DEI Entry: DC, DA, SC Tasks Before Testing • Transcriber training: • Complete all TA training and paperwork • Read and follow the guidelines in Appendix D of the GTSA • Read the Training TA Say script • Student test settings in TIDE: • All paper forms: Test Mode => Science => Paper • Braille: Embedded Accommodations, Presentation => Braille

16. WCAS DEI Entry: Available Tests Page

17. WCAS Paper-Pencil: During Testing • TA uses the secureTA Say Script to administer the test: • What to say during testing. • Reminders about Locking Items. • Guidance for DEI entry of each item. • Students have a test booklet. • Students record answers/responses in their test booklet.

18. WCAS Paper-Pencil: After Testing • Spanish booklets do not get put into DEI. • TA transcribes student responses from standard-print, large-print and Braille into DEI.

19. WCAS DEI Entry: DC, DA, SC Tasks After Testing Confirm that DEI entry has been completed before packing and shipping materials. The Available Tests page in DEI will show “inactive” and “no more opportunities” for the test when entry is complete.

20. WCAS Paper-Pencil: After Testing (continued) • All used, Spanish test booklets must be shipped back to MI as scorable. • All of the other test booklets, and the secureTA Say Script, are shipped back to MI as non-scorable. • Make sure all student booklets have a pre-ID label attached.

21. WCAS DEI Entry: Verifying Entry • All booklets will be checked upon arrival in MI warehouse. • If the booklet is not entered into DEI, MI will send it back to the district for entry.

22. WCAS DEI Training & Guidance • DEI User Guide • DEI Training Module • Training TA Script & Secure TA Say Script • Test Materials Processing Training

23. WCAS DEI Support & Troubleshooting • Fix the settings in TIDE. • Chrome and Firefox work best with the items. • Do not use Internet Explorer. • Pause the test if you have issues. • Contact the AIR Help Desk for technology issues. • For content based issues, email the content team with “DEI support [dist name]”

24. Processing Materials for Return

25. Processing Materials for Shipment

26. Preparing Boxes for Return • Return materials in the boxes they arrived in • Use current administration shipping labels • If additional labels are needed, contact the MI HelpDesk • Retain your tracking number from the bottom of the Return Shipping Label • DCs are responsible for scheduling the pick-up date • Materials must be returned no later than 5 business days at completion of each school’s test window

27. Special Handling Considerations

28. Reporting

29. Security Report Process The flow chart below describes the process between district, OSPI, and MI when materials have not been returned. In this scenario if the district is able to promptly provide OSPI with the requested information, no further action is required. District returns most test materials within the mandatory shipping window MI receives & processes district shipment, identifying when materials were not returned Unaccounted for materials initiates a security report to be generated & sent to OSPI Initial communication sent: DCs review records & provide tracking numbers Materials arrive at MI and district is removed from next security report. OSPI updates, records, and notifies MI if materials were recently shipped • DC receives email that materials have been checked in. No further action is required.

30. Security Report Process (continued) The flow chart below describes the process between district, OSPI, and MI when materials have not been returned. In this scenario if the district is able to promptly provide OSPI with the requested information, no further action is required. District returns most test materials within the mandatory shipping window MI receives & processes district shipment, identifying when materials were not returned Unaccounted for materials initiates a security report to be generated & sent to OSPI Initial communication sent: DCs review records & provide tracking numbers Materials arrive at MI and district is removed from next security report. OSPI updates, records, and notifies MI if materials were recently shipped • DC receives email that materials have been checked in. No further action is required.

31. Reporting Schedule The table below outlines the schedule that the security process will follow for the 2019 Spring test administration.

32. Customer Support

33. Revision Log Updates to the Module after April 1 are noted below.