Receipt ReturnEOC

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Critical Shipping Information

Packaging and Shipping
End-of-Course (EOC)
Spring 2012

May 25, 2012 Assessment Operations Team
Accommodated Test Material Kits
Accommodated materials (Translated
CDs, large print and Braille) are packaged
Large Print kits
as a kit inside a zip-lock bag with a Large Print Test Booklet
corresponding Standard Form A, Standard Form Test Booklet
consumable test booklet and the other  Mathematics only: Large Print Glossary of Non-Mathematic Terms
necessary documents for the type of kit.  Biology only: Large Print Glossary of Non-Science Terms

Braille kits:
If you Pre-Identified these students, this
Braille Test Booklet
kit will come with Pre-ID booklets. For Standard Form Test Booklet
Additional Order kits, you will need to Mathematics only: Braille Glossary of Non-Mathematic Terms
either apply:  Biology only: Braille Glossary of Non-Science Terms

A Pre-ID student adhesive label or
Translated kits:
A two-tone Tan School/Site label and Standard Form EOC Test Booklet
complete boxes 1-6 on back cover EOC Translated CD
CD Instructions
 Mathematics only: Glossary of Non-Mathematic Terms
 Biology only: Glossary of Non-Science Terms

Note
Chinese translation is in Mandarin

ACM 61
Test Booklet Processing

Your Pre-ID Roster should be used to:
 Track Materials ALGEBRA 1 End-of-Course (EOC)
PRE-ID STUDENT ROSTER
 Document the test booklet barcode Spring 2012
number (located on front cover, upper right CDS Code: 12345-6789
District: MOCKUP SD
School: MOCKUP HIGH SCHOOL
hand corner) assigned to students from Subject: ALGEBRA
Group: UNKNOWN
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 Annotate absences, withdrawn,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. Pre-ID Barcode Roster
 Inventory testing material prior to returning Also available in electronic form via WAMS
to DRC for processing and scoring.

Missing/Damaged Material Processing:
1. Complete a Material Variance Report
and submit to OSPI
2. Annotate on your District Security Report
Additional Orders Via WAMS
WAMS Material Order Page https://eds.ospi.k12.wa.us/
Immediately inventory contents of
each shipment and promptly place
additional orders, via WAMS, if
needed.
4/17-6/18
EOC Test booklet and
accommodated forms.
4/17-6/20
Return Shipping Materials

3/19-6/18
DFA and ACM

When an order of 30 or more test booklets
is placed, be sure to place an order for
additional test booklet labels and DRC
colored return shipping labels, if
applicable.

Orders placed in error can be deleted the same day the order was placed.
WAMS
Additional Order Schedule

District
Administration/Security
Report must be faxed
(360/586-2728) to the
Assessment Operations
Office no later than two
weeks after administration!

Additional Order Schedule is available for download at:
http://www.k12.wa.us/TestAdministration/FormsReports/default.aspx
WEB
Test Material Return Dates
May 2012
S M T W T F S

1 2 3 4 5
MARK YOUR CALENDARS
6 7 8 9 10 11 12
13 14 15 16 17 18 19 End-of-course Pickup Dates
20 21 22 23 24 25 26 May 29
27 28 29 30 31 June 5, 12, 19, 21, or 26

Note: If your district did not make a selection, the
June 2012 system defaulted to June 19th. To change your EOC
S M T W T F S Pickup date email: assessment@k12.wa.us and follow
1 2 the instructions for requesting a change of pickup on
page 53 of the ACM.
3 4 5 6 7 8 9
10 11 12 13 14 15 16
17 18 19 20 21 22 23
24 25 26 27 28 29 30
Test Booklet Processing

Proctors must collect and account for all “individual” papers
provided during the assessment, then securely shred them.
All additional papers must be removed from test booklets.
School/Site Label Hierarchy
 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.
 A Student Pre-ID Adhesive Label is adhered to the front
cover of the test booklet.
 Apply tan School/Site Labels and complete boxes 1–6 on
the back cover (demographic page) when:
 Using an overage or additional order test booklet.
 Using a Pre-ID test booklet of a student no longer in
your district, to assess another student.

Apply barcode label here if
document is to be scored
 If your district runs out of Site labels, additional School/Site

ATTENTION:
labels can be ordered in WAMS. Notes Box:
Use to annotate,
scribes, irregular
administration, etc.

Place tan School/Site label here.

Only use EOC School/Site and Student Pre-ID Adhesive Labels. Labels marked as MSP or HSPE
cannot be processed. Request additional School/Site Labels if you run out, DO NOT make copies of
labels or ship booklets back to DRC without Pre-ID or School/Site Label identification.

ACM 61-63
Coding Overage Test Booklets
Overage test booklets To-Be-Processed/Scored MUST have:
A) Pre-ID Student Adhesive Label B) Boxes 1-6 completed
or School/Site Label applied • Grade
• SSID
• Student Name
• District Student ID
• Gender
• Birth Date
or School/Site label here
Apply Pre-ID student

If you adhere a Pre-ID student adhesive label to the lower left, font cover of
the test booklet, DO NOT complete the demographic page.
Completing Back Cover (demographic page)
 If you do not have a student Pre-ID adhesive label
for the student being tested, apply a tan
School/Site label to the front cover and complete
the Back Cover (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
enrolled in your district, to assess another student.
Box 15 (Pre-ID Override)
ONLY complete box 15 when using a pre-
identified test booklet to assess another
student and you do not have a Pre-ID
label for the new student testing or a
School/Site label to apply to the front
cover (this will override the original Pre-
ID information). Complete boxes 1-6 and
verify student demographic information
against your student information system.

ACM ~ R28-R32
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 non Pre-ID
Booklets
– Verify correct placement of any test booklet label (i.e. School/Site, Red-X)
– Confirm accuracy of accommodations and ensure all other information is complete
 Materials to be retained by District:
– Pre-ID Barcode Roster
– Proctor Training Log
– School/Site Administration Security Reports
– Test Security Assurance forms
– Each test site must include with the testing materials delivered to the district
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: Document missing test booklets and accommodated material on the
Material Variance Form and annotate on the District Security Report.
Fax the completed forms to OSPI at (360) 586-2728.
ACM 67-72
Non-Secure Material Retention

The following materials should not be returned to DRC:
 Assessment Coordinators Manuals – recycle at completion of
MSP/HSPE/EOC/DAPE Spring testing.
 Directions for Administration Manuals- recycle at completion of EOC Spring
2012 testing.
 CD tip sheets (Translated CDs), Mathematics Formula Sheets 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 School Secure Test Material Handling Plan.
 Unused Student Pre-ID Adhesive Labels- destroy according to district
procedure
 Unused test booklet Labels and Return Shipping Labels (recycle after test
materials have been returned to the contractor)
Test Booklets
CAUTION: Never mark or obscure the test booklet
security barcode number on the front cover of test
booklets. This includes applying ANY type of label
(Pre-ID, School/Site or Do-Not-Score). This barcode
is used to track the return of test booklets.
Altering or obscuring this barcode will cause a delay
in scoring test materials.

Remove Glossaries and
Trigonometric Tables from
test booklets
or apply School/Site
Student Information

label here

Student
Signature
(Required)
Accommodated Test Material Kits:
Braille, Large Print, Translated CDs
 All student responses must be transcribed verbatim
into the standard form test booklet that accompanied
the large print or Braille kit.

 Return accommodated form with non-scorable
materials.

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

 Verify the transcribe bubble has been properly filled
in on the demographic page.

ACM 59-61
Processing Test Booklets
Private & Home-Based
 How to process Private School and Home-Based students’ test
booklets (resident district):

 Use an overage or additional order (non-Pre-ID) test booklet to
assess a student from a private or home-school setting.
 Complete boxes 1-6 and box 10 on the back cover
(demographic page).
 Apply your School/Site label to the lower left, front cover of the
student test booklet and return with Scorable materials.
Processing Test Booklets
Other Districts
 Processing test booklets of students being assessed from other
districts:
 If pre-registered online, Online School Program students will generate a test
booklet and a Pre-ID Roster for all booklets from that Online School Program. This
will be sent to the testing district. If not pre-registered, but the enrolled district
provides you with either a Pre-ID test booklet, Pre-ID student adhesive label, or
their School/Site label, you may return the student booklet with your To-Be-
Processed/Scored materials.
 If you do not receive Pre-ID testing materials or a school/site label from the
student’s home district, complete boxes 1-6 on the back cover (demographic
page) of an overage booklet and return the test booklet to the home district to
process for scoring. Transfer of booklets must be shipped with signature required.
NOTE: If you are unable to return the test booklet to the home district, complete
boxes 1-6 on the back cover (demographic page) of the student booklet (Do not
apply one of your School/Site labels) and return with your district’s materials. This
student record can be corrected during the SSID overage process or during
Record Reconciliation.
Sorting Test Booklets

Sort stacks of test booklets by:
1. Scorable
a. Content
b. Grade (optional)
2. Non-Scorable
a. No special sort is required
b. Verify individual test booklets have a Red-X Non-Scorable label on the
lower left, front cover or draw a Red-X on the back cover
(demographic page) of the test booklet.

ACM ~ 71-76
Sorting Booklets for Return
Sort Scorables by Content
DRC Return Shipping
Label Color Algebra Geometry Integrated 1 Retake Year 1

Lavender SSS
(Provides expedited
shipping, does not
affect pickup date. )

ACM page 70 correction:
You may sort EOC Multiple Contents of scorable materials
booklets by grade, but it may be returned in the same box.
is not required.

Non-Scorable No Special
Sort Required
Multiple schools may be
packaged in the same box.
Accommodated Do NOT Score Braille & Large Print Test Booklets
CDs Verify completeness of transcription
Special Processing Alert
Processing defective booklets include, but are not limited to:
torn booklets, erroneously placed labels (Pre-ID, School/Site
or Red X labels) etc.
 Complete a special processing alert cover with a brief
description of the issue and place on top of the affected
booklet(s).

E.g. School/Site label Processing Soiled Test Booklets (page 65 of the ACM)
incorrectly applied over test 1. If possible, transcribe student responses into a standard form
book security barcode number. test booklet. Return transcribed booklet with Scorable
materials.
2. 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 zip-lock bag and attach a Special
Processing sign. Return with Non-Scorable materials.
Available online: 3. Grades 10 for Participation and AYP results
www.k12.wa.us/TestAdministration/ If transcription is not possible, complete boxes 1-6 and
FormsReports/default.aspx box 13 of a blank test booklet and return coded test booklet
with your Scorable materials. Annotate on your Pre-ID
Roster.
4. Complete a Testing Irregularity Report and include a Test
Material Variance form to document the incident.

Districts are responsible for transcribing into new test booklets. DRC will NOT
process/score soiled test booklets placed in bags.
Statistical Sample Test Booklets
Scorable
Statistical Sample EOC Label
Return all Statistical Sample test
booklets containing student work

AND

Return all test booklets marked:
 Absent during testing window
 Refusal Standard Return EOC Label

 NNEP Exemption
 Invalidated
 EOC-Basic
 Previously Passed

BOX ______ of ______

If you are an EOC SSS school, return materials under DRC two-tone
lavender colored labels, according to your standard return schedule.
These labels provide expedited shipping.
Test Booklets
Non-Scorable
 Return all test booklets that were not used Not-to-be-processed/scored
(Pre-ID and Overage).
 In your Blue district box, you received Red-X
DO-NOT-SCORE labels. Applying a Red-X label
to the front cover of the Non-Scorable test
booklet eliminates the need to draw a Red-X
on the back cover (demographic page).
 Red-X DO-NOT-SCORE labels are to be used
for single booklets. Shrink wrapped packages
of unused booklets should not be opened
and do not need Red-X labels.
 If needed, additional Red-X DO-NOT-SCORE
Labels can be ordered during the WAMS-
Material order window.
Red-X Do-Not-Score labels

Following are examples of how not to apply a Red-X Do-Not-Score label.

ACM ~ 63
Colored Return Labels
EOC Materials King Solutions Districts
do not need to apply
service carrier labels.
King Solutions will
adhere their own label
Place colored DRC to Flap B.
UPS districts should
labels on Flap A.
place their UPS labels
on Flap B
B
A
Return test booklets to:
Data Recognition Corporation
7303 Boone Ave N
Brooklyn Park, MN 55428
Return Verification Form

This verification form will help to ensure all test
materials reach contractors.

EOC Test Return Verification Form
Districts should complete the
2012 EOC test material Return
Verification Form, to assist
with materials tracking.
These can be downloaded
from the test administration
Web site:
http://www.k12.wa.us/TestAdministration/Fo
rmsReports/default.aspx

ACM ~ 54
www.k12.wa.us

The Test Administration Web site is
continually undergoing enhancements—
WEB stay tuned for updates