Critical Shipping Information This material should be augmented with special consideration appropriate for your local district and school. September 4, 2012 Assessment Operations Team Key Dates WAAS-DAPE Important Dates Activity Date(s) * WAMS registration of students participating in the November WAAS-DAPE assessments. September 4–18 (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 October 10 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- October 17 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 Accommodated Forms 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 November 1–20 available online Proctors submit Security Assurance Form to School November 15 Coordinator Schools/sites submit Administration/Security report to District November 15 Assessment Coordinator Ship to DRC all used and unused November 2012 WAAS-DAPE November 19 test booklets and accommodated material District Assessment Coordinator to submit District Security November 19 Report and Test Material Variance Form (if applicable) to OSPI October Shipments 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 November 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 School/Site labels. 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 Definitions Sheet 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 Translated CD Mathematics Glossary and Symbols and Definitions Sheet Translated CD Instructions Additional Material Order in WAMS Prior to placing an AO, verify material received in initial shipment. https://eds.ospi.k12.wa.us Ensure you order enough School/Site, Red X and Return Shipping labels to accommodate additional orders of test booklets. Order ACMs -10/11 - 11/8 Order A/O Test Booklets and Accommodated Forms -10/18 - 11/8 Order A/O Return Shipping and Ancillary Materials -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 information system 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 4. Gender 5. Birth Date Student Pre Id Label or apply School/Site Label here 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- scorable. • To show reason not tested, make note on the Pre-ID roster. Test Booklets Dear Danielle, Caution: Never mark or cover the test booklet security barcode number on the front cover of test booklets. 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 booklets. 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 Label here 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 Labels 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 booklet. 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 scorable materials. 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 non-scorable materials. 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 incident. Available online: www.k12.wa.us/TestAdministration/FormsReports/ 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. Non-Scorable 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 cover. 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 applied. 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 MSP Materials Place carrier Return Place colored DRC labels on Flap A. Service shipping label to Flap B. B A 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: www.k12.wa.us/TestAdministration/FormsReports 2012 November WAAS-DAPE RVF The Test Administration Web site is continually undergoing enhancements—check often for updates.
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