Critical Shipping Information
This material should be
augmented with special
consideration appropriate for
your local district and school.
September 4, 2012 Assessment Operations Team
WAAS-DAPE Important Dates
* WAMS registration of students participating in the November
(if your district has students participating in the November
WAAS-DAPE you must register students during this window)
* WAMS-Material “initial” order window for Spanish DFAs WAAS-Portfolio Important Dates
(if needed for students participating in the November WAAS- September 4–18 Activity Date(s)
DAPE, you must order Spanish DFAs during this window)
WAMS registration of students participating in the
Coordinator/Proctor Training PowerPoints and Material November WAAS-Portfolio, via Excel roster in WAMS-
Receipt/Pack/Ship PowerPoint Posts to the Test September 28 Profile >FilesDownload. September 4 –
Administration Web site (if your district has students participating in the Fall October 12
Ship 1: Assessment Coordinator Manuals, English and Spanish WAAS-Portfolio Retake you must register students
Direction for Administration manuals arrive in district
during this window)
WAMS-Material order window for additional ACMs and DFAs. October 11-November 8
Data Point 1: Fall evidence collection October 3rd
Shipment 2: Test booklets, accommodated forms, student Pre-
ID Adhesive Labels arrive in district Data Point 2: Fall evidence collection October 21st
WAMS-Material order window for additional Test Booklets and
October 18-November 8 Data Point 3: Fall evidence collection November 11th
Last day to train Proctors and complete Proctor Training Log October 27 Return Shipping Kits for high school Portfolio
November 2012 WAAS-DAPE test administration window binders arrive in district. Calculations based ONLY November 13th
(According to district approved testing schedule within the November 1–14 on confirmed registrations
mandatory testing window) UPS One-Day pickup up of completed portfolios November 19th
Proctor and Assessment Coordinator/Administrator survey
Proctors submit Security Assurance Form to School
Schools/sites submit Administration/Security report to District
Ship to DRC all used and unused November 2012 WAAS-DAPE
test booklets and accommodated material
District Assessment Coordinator to submit District Security
Report and Test Material Variance Form (if applicable) to OSPI
ACM, English and Spanish DFAs arrive – 10/10/12
S M T W Th F S
Test materials arrive – 10/17/12
1 2 3 4 5 6
Return All Scorable and Non-Scorable– 11/19/12
7 8 9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 24 25 26 27 DAPE Testing Windows
28 29 30 31 November 1-14
S M T W Th F S
1 2 3
District Administration Security Reports must
4 5 6 7 8 9 10
be faxed to the Assessment Operations Office.
11 12 13 14 15 16 17 Fax Number: 360-586-2728
18 19 20 21 22 23 24
25 26 27 28 29 30
Test Materials Receipt
With your initial materials shipment, you will receive a Return Shipping Kit.
The Return Shipping Kit will contain:
Return Verification Form
Return Shipping Instructions
DRC Colored Return Labels
– For most districts, the Return Shipping kit will be in a white Tyvek envelope
inside a blue district box
Also included in your blue district box (or envelope) is a Shipping Cover Memo,
your Packing List, ‘Red X Do-Not-Score Labels’ and tan with yellow stripe
Accommodated Test Material Kits
Accommodated materials are packaged Read-Aloud Reading CD: Reading kits
Standard Form Test Booklet
as a kit inside a zip-lock bag with a Read Aloud CD
corresponding Standard, Form A, test Read Aloud CD Tip Sheet
booklet. Large Print: Reading, Writing and Math kits
Large Print Test Booklet
For November Additional Order kits, you Standard Form Test Booklet
will need to either apply: Large Print Mathematics Glossary and Symbols and
A Student Pre-ID Adhesive Label or
Braille: Reading, Writing and Math kits
A two-tone Tan School/Site Label Braille Test Booklet
Standard Form Test Booklet
and complete boxes 1-5 on back Braille Mathematics Glossary and Symbols and
cover Definitions Sheet
Translated CD: Mathematics kits
Standard Form Test Booklet
Mathematics Glossary and Symbols and Definitions
Translated CD Instructions
Additional Material Order in WAMS
Prior to placing an AO, verify material received in initial shipment.
Ensure you order enough
School/Site, Red X and Return
Shipping labels to accommodate
additional orders of test
-10/11 - 11/8
Order A/O Test Booklets and
-10/18 - 11/8
Order A/O Return Shipping and
-10/18 – 11/13
Pre-ID Roster Pre-ID Barcode Roster
Also available in electronic form via WAMS
Your Electronic Roster (or paper) should be used to:
Track material within the district and school
Verify accuracy of pre-coded student demographics and suggest updates for your student
Document test booklet barcode assignment when using an overage booklet.
Document reason for not testing, Excused or Unexcused, Withdrawn date, etc.
Document testing irregularities
Document accommodations used
Add student information when assigning a test booklet to a new student
Scorable Overage and Additional Order test booklets MUST either have:
A) Student Pre-ID Adhesive Label B) A School/Site Label applied to the front cover
and Boxes 1-5 on the back cover completed
OR 1. SSID
2. Student Name
3. District Student ID
5. Birth Date
Student Pre Id Label
or apply School/Site
If you adhere a Student Pre-ID Adhesive Label to the lower left, front cover
of the test booklet, do not complete the demographic page.
For students who complete only one day of the writing assessment:
CAA Options Eligibility for Writing
When a student tests in one booklet the district should return the tested booklet with Scorable materials.
Box 7. IF THIS STUDENT WAS NOT TESTED,
INDICATE THE REASON.
For Writing Booklets Only: When any student in
grades 10-12 tested on only day 1 or only day 2:
• Return the single completed booklet
with scorable materials.
• Return the unused booklet as non-
• To show reason not tested,
make note on the Pre-ID roster.
Dear Danielle, Caution: Never mark or cover the test booklet
security barcode number on the front cover of
Do not apply ANY type of label (Pre-ID,
School/Site or Do-Not-Score) here. This
barcode is used to track the return of test
Altering or obscuring this barcode will cause a
delay in scoring test materials.
Proctors must collect and account for all
Student Signature (Required) individual paper provided for the assessments,
Student Pre ID Label
or apply School/Site
and return to your School Assessment
Coordinator according to your secure test
material handling plan.
Collect and account for all booklets:
Transcribe as needed - DRC will not transcribe student work
Verify that boxes 1-5 (student demographics) were completed when using School/Site
Verify correct placement of any test booklet label (i.e. School Site, Red-X)
Confirm accommodations (Box 6) are accurate and all other information is complete
Materials to be retained by District:
Pre-ID Barcode Roster
Proctor Training Log Sheet
School/Site Administration Security Reports
Test Security Assurance forms
Each test site must include with the testing materials delivered to the school/site
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: Immediately document missing test booklets and accommodated material
on the Material Variance Form and annotate on the District Security Report.
Immediately fax the completed forms to OSPI at (360) 586-2728.
Returning all WAAS-DAPE Accommodated Kits:
Braille, Large Print, Read-Aloud CD and Translated CD
Transcribe all student responses from or within the accommodated
form directly into the standard form test booklet that accompanied the
large print or Braille kit.
For scribing, use the ‘Notes: Proctor/Coordinator Use’ box to note that
the booklet has been scribed. Provide scribe name and date.
Verify the scribe or transcribe circle has been
properly filled in on the demographic page.
Return the standard form test booklet (including
transcription) with scorable materials.
Return the accommodated form (large print/Braille)
with non-scorable materials.
Sort stacks of test booklets by content
Verify completeness of the demographic page and that a School/Site Label was applied if
using an overage or additional order test booklet.
Pack in boxes – multiple content under the correct return label can be placed in one box.
WAAS-DAPE WAAS-DAPE MS WAAS-DAPE MS
MS Reading Writing Math
Scorable: Grades 11, 12
WAAS-DAPE ES WAAS-DAPE ES WAAS-DAPE ES
Reading Writing Math
Non-Scorable No special sort is required
Verify individual test booklets have
a Red-X Do-Not-Score Label on
the lower left, front cover or
draw a red X on the back cover
(demographic page) of the test
Accommodated Do NOT Score Braille & Large Print Test Booklets
CDs Verify completeness of transcription
Special Processing Alert
DO NOT tape or staple alerts or
other loose paper to test Defective booklets include, but are not limited to: torn
booklets as this will cause booklets, misplaced Pre-ID labels, etc.
booklet damage. Processing Soiled Test Booklets
If possible, transcribe student responses into a standard
form test booklet. Return transcribed booklet with
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 plastic zip-lock bag and Return with
E.g. School/Site label
incorrectly applied over
test book security Place Special Processing Alert on top of booklets zip-lock
barcode number. bag.
Complete a Testing Irregularity Report to document the
Districts are responsible for transcribing into new test booklets.
DRC will NOT process/score soiled test booklets placed in bags.
Scorable Booklets and Boxes
Return all test booklets to be scored.
Including test booklets with transcription.
Use only November 2012 WAAS-DAPE Return Shipping Labels.
Labels from past years or other administrations cannot be processed.
Return all booklets that should not be scored
(Pre-ID and overage, Large print and braille that have been transcribed into a standard form)
Use Red-X Do-Not-Score labels. Applying a red-X label to the front cover of
the Non-Scorable booklet eliminates the need to draw a red X on the back
Red-X Do-Not-Score Labels are used for single booklets. Shrink wrapped
packages of unused booklets should not be opened and do not need a red X
Additional labels can be ordered in WAMS.
Placing Red-X Do-Not-Score Labels
Correct Incorrect Incorrect Incorrect
If a label is accidentally placed on a test booklet in the student information box, do
not attempt to remove. Apply a School/Site label over the Red X label and code the
students demographic information on the back cover (demographic page)
Colored Return Labels
Place carrier Return
Place colored DRC labels on Flap A. Service shipping label to
Return test booklets to:
Data Recognition Corporation
7303 Boone Ave N
Brooklyn Park, MN 55428
All testing materials (scorable and non-scorable) will be returned via United Postal Service
(UPS). School Districts need to apply a colored DRC and UPS Return Shipping Label.
Return Verification Form
Districts should return the 2012 November WAAS-DAPE Return
Verification Form to assist with material tracking.
Both an electronic (click form) and fax version may be
downloaded from the Test Administration Web site:
2012 November WAAS-DAPE RVF
The Test Administration Web site is continually
undergoing enhancements—check often for updates.