2011- 2012Assessment Logistics Training

For CELApro, CoAlt, and TCAP

November 2011

11/2/2011

What’s New for 2011-2012?

• Changes to Student Bio Grid– Accommodations have been expanded to collect all accommodations

that apply for each student for each test.– For Lectura/Escritura, the accommodations “Translated oral script” and

“Word-to-word dictionary” can no longer be bubbled.– Student Bio Grid has a set of bubbles labeled “State Use Only” –

districts do not bubble.

• SBD Changes for CELApro and TCAP– Accommodations fields will not be available in the Student Biographical

Data (SBD) files for completion or update.– Accommodations data will be present in your final GRF files.– The data will be what was bubbled at test time, so be sure to complete

this data.

11/2/2011 2

What’s New for 2011-2012?

• Short-Add Forms and TCK Order Deadlines

• Stray marks should not be erased from test books after testing.

• Student Bio Grid has a set of bubbles labeled “State Use Only” – districts do not bubble.

• Stack cards/paper bands will be shipped in bulk and package sizes have been increased.

11/2/2011 3

Assessment Logistics

This Logistics Training doesn’t replace reading the SAC/DAC Manuals!

http://www.cde.state.co.us/cdeassess/publications.html

11/2/2011 4

Assessment Logistics

TOPICS

I. Before TestingII. After TestingIII.Packaging and ShippingIV.N-count and Student Biographical Data reviewsV. Questions

11//2//11 5

I. BEFORE TESTING

11/2/2011

How do I Order Test Materials?

Online Enrollments have closed for 2011-2012• All enrollment counts for CELApro and orders for

materials are placed online through CTB’s Navigator system.

• When you became a DAC, you should have received user-IDs and passwords from CTB.

• CELApro has its own user-ID and password; TCAP and CoAlt, have the same user-ID and password.

• The log in gives you access to all information and files associated with that assessment(s).

• User-ID and password questions go to the CTB Help Desk

711/2/2011

When do I Order Test Materials?

• Online Enrollments have closed, but they happen about the same time every year.

• Online Enrollment Windows on Navigator:– CELApro OE Window 10/3/11 - 10/14/11– CoAlt OE Window 10/17/11 – 10/28/11– TCAP – Special Populations OE Window – 10/31/11 – 11/23/11

• Counts for regular TCAP test books are based on a combination of the previous year’s counts and enrollment data from Student October, which CDE sends to CTB.

• If you are short of materials you may order them during the short/add windows.

811/2/2011

2012 Test Administration Windows

11/2/2011 9

Does my District Need Early Test Administration?

• Request early test administration in advance of testing through the TCAP Early Testing survey on Navigator.

• Dates to request: 10/3/11 through 12/9/11

• CoAlt and CELApro do not have early window surveys.– DACs concerned about special circumstances for CELApro

testing may start the administration of the Speaking section after December 15. This is not an early window that needs approval from Student Assessment.

11/2/2011 10

Delivery Dates for Materials

• CELApro– Test Materials - by December 2– Test Coordinator Kits - by December 2

• CoAlt– Test Materials - by January 20– Test Coordinator Kits - by January 31

• TCAP– Gr3 Reading Test Materials – by February 10– Gr3-10 Test Materials (except Gr3 reading) - by

February 24 – Test Coordinator Kits – by January 31

1111/2/2011

Test Coordinator Kits (TCK)

• DAC Kits:– Test Booklets (and special pops), Instructions for Short/Add

orders, Shipping Labels for “To be Scored” and “Not to be Scored”, Envelopes (CoAlt), Home school GIS (TCAP)

• SAC Kits:– Rosters and Labels, Test Proctor Manuals, Group

Information Sheets (GIS), School Group Lists (SGL), and Stop Sheets

• Teacher Read Directions, Oral Scripts, and Translated Oral Scripts are available online through Navigator

1211/2/2011

How to Order Extra Materials

• CELApro:– Short/Add Form is available 11/16/11 for early ordering.– All orders will be processed beginning 12/5/11– Last day to place a Test Materials Short/Add is 1/13/12, TCK

Short/Add is 1/23/12

• CoAlt:– Short/Add Form is available 1/3/12 for early ordering.– All orders will be processed beginning 1/25/12– Last day to place a Test Materials Short/Add is 3/14/12, TCK

Short/Add is 3/23/12

1311/2/2011

How to Order Extra Materials

• TCAP Grade 3 Reading/Lectura:– Short/Add Form is available 1/3/12 for early ordering.– All orders will be processed beginning 1/24/12– Last day to place a Test Materials Short/Add is 3/1/12, TCK

Short/Add is 3/6/12

• TCAP all other tests:– Short/Add Form is available 1/3/12 for early ordering.– All orders will be processed beginning 2/7/12– Last day to place a Test Materials Short/Add is 4/3/12, TCK

Short/Add is 4/13/12• CTB will address orders beyond these dates on a case by case

basis.

1411/2/2011

Pre-coded Labels (PCL)

• Pre-coded student labels are supplied for TCAP, CoAlt, CELApro, and COACT.

• CELApro labels are based on Student October data.• Student data for CoAlt, TCAP, and COACT labels come

from the Pre-coded Labels (PCL) collection.• The PCL collection is voluntary.• Districts who don’t submit data for the PCL collection

receive labels based on data in their Student October submission.

• PCL collection is12/5/11 through 1/11/12 on CDE’s Automated Data Exchange system.

• Submit all students for PCL, not just the new students.

1511/2/2011

Review Materials Before Testing

• Detailed information is found in the DAC/SAC Manual which is posted on Navigator.

• Step 1 Review Your Test Materials– Make sure you have adequate quantities of all materials– Review rosters of pre-coded information– Gather information for students who do not have labels

because they are new to your district

• Step 2 Distribute Test Materials– Deliver materials to schools one week or less before testing– Distribute test books to proctors only on scheduled testing

date

11/2/2011 16

5DAC/SAC

68Procedures

Use Pencil ONLY!

Student Name District Name Teacher Name School Name

Use only a standard, wooden, graphite-based, #2 pencil on any part of the test book…. including the front cover!

11/2/2011 17

II. AFTER TESTING

11/2/2011

Stop Sheets for Lectura/Escritura

Stop! Remove all stop sheets from completed Spanish assessments before packing and shipping.

Stop sheets will stop scanning of these booklets.

1911/2/2011

After Testing ProceduresStep 3 Instructions for the SAC in the DAC/SAC

Manual

• Collect Test Materials

• Check Student Data Grids

– Test Invalidation and Accommodations fields

• These fields must be bubbled after the student completes the test for all content areas.

2011/2/2011

Check all test books:

All students are required to take the TCAP.

Most test booklets will have the “0” bubble(s) filled in!

All other Test Invalidation bubbles allow your district to account for missing data.

After Testing: Test Invalidation Codes

2111/2/2011

All tested subjects

Check all test books:All students must have one or more accommodations code bubbled on the data grid.

Most test booklets will have the “0” bubble(s) filled in!

Marking all that apply allows you to record all accommodations used for a student.

After Testing: Accommodations Codes

2211/2/2011

All tested subjects

• Step 4 Instructions for School Assessment Coordinators

• Name on cover of draft and test books. Pencil only!

• Pre-coded label and/or Student Data Grid are complete and accurate.

• Stray marks inside the books should not be erased.

• Stray marks on the front cover or the student bio grid should be erased.

• No tape, post-it notes, staples, scratch paper, paper clips, or rubber bands should be in/on any test books.

• TP return test books (in alphabetical order) to SAC:

• Make sure transcription is complete for Braille or large print books.

After Testing Procedures:Check Test Books

11/2/2011 23

After Testing Procedures:How to Use the Pre-coded Labels

• Verify pre-coded labels with student rosters prior to testing– No Free/Reduced Lunch (District Use C) and

Homeless (District Use D) data printed on rosters, but data are included with label

• Proper placement of label on book is critical • If the wrong label is placed on a book:

– Place two blank labels over incorrect label and then complete the student data grid

11/2/2011 24

Pre-coded Labels

In order for the scoring process to move smoothly, it is ESSENTIAL that the labels are not placed crooked or outside the designated area on the front cover.

Slightly off-center and tiltedor upside down

11/2/2011 25

After Testing Procedures:When to Use Pre-coded Labels

• Do not use the label if an error exists above the line of Student Data Grid - complete all information.

• If any data below the line is incorrect, use the label and fill in only the information that needs to be corrected.

• TCAP label on TCAP book, etc.

11/2/2011 26

What is Unique about CELApro data grid:

Student’s grade levelPrimary DisabilityHome LanguageLanguage ProficiencyTest Invalidation:“Eligible to take CoAlt”Accommodations

At least 8 Accommodations and Test Invalidation bubbles to complete!

CELApro Student Data Grid

11/2/2011 27

What is Unique about CoAlt data grid:

Multiple content areas on one data grid

No grade field to bubbleExpanded AccommodationsTest Invalidations and Accommodations for RWMS

R/W Spanish version (grades 3/4)

ALERT: Take care whentransferring responses from the

protocol to the rating form!

CoAlt Student Data Grid

11/2/2011 28

What is Unique about TCAP data grid:

Grade comes from the test book

Grade 4-10 Reading/Writing on same book

TCAP Student Data Grid

11/22/2010 29

Opportunities to Get the Data Right

• Before testing:– Student October collection– Pre-coded Labels (PCL) collection

• After testing:– Data grid completion and review– Student Biographical Data (SBD) collection

• Testing the correct students on CELA:– Just because you have a CELA label for a student

does not mean that this student qualifies to be tested– Students who test on CELA must be identified as

NEP, LEP, or FEP in Student End of Year collection.

11/2//2011 30

After Testing: GIS and SGL forms

• SACs complete GIS and SGL forms• Different colors for GIS forms by test• DACs and SACs check to make sure the GIS and SGL

numbers match – critical

GIS

SGL

Scorable

Test Books

11/22/2010 31

Group Information Sheets - GIS

SACs complete the GIS

Must Complete

and Bubble

Pre-coded

1. Principal’s name X

2. School name X

3. Number of Students Testing

X

4. Grade For CELApro and CoAlt

For TCAP

5. Special Codes X

6. Organization name, District name, etc.

X

Make a copy of each GIS

11/2/2011 32

Different Colors of GIS Forms

• CELApro: Salmon

• CoAlt: Red

• TCAP: Blue– Homeschooled students for TCAP: Green

11/2/2011 33

School/Group Lists - SGL

SGLs list ALL GIS forms with test books by content area sent in to CTB.

SGLs arrive Pre-Coded.

You must complete:

1. Contact Person and Telephone number.

2. Principal Name

3. Grade Tested

4. Number of test books

Make a copy of each SGL

11/2/2011 34

Pre-Coded Pre-Coded

1

2 3 4

Shipping Materials

11/2/2011 35

• Do Not Mix Assessments in Shipments!• Use the Green Striped Boxes for shipping materials back

to CTB• TCAP and CELApro test books use Paper Bands and

Stack Cards– CoAlt will use envelopes like prior years

• Two Shipping Labels• “To Be Scored”

– Purple for CELApro, Orange for CoAlt, and White for TCAP

• “Not To Be Scored”– Yellow for all assessments

Step 7 Instructions for the School Assessment Coordinator

1. Complete Group Information Sheet…as directed in Step 5 of SAC/DAC Manual. Make a copy of each GIS for your

records.

2. Bundle test books and Group Information Sheets with Paper Bands. Do NOT mix grades, TCAP content areas, or TCAP English with TCAP Spanish

books. Do NOT include student draft booklets.

3. Place GIS on top of the first bundle, if more than one bundle is used.

4. Place bundles in green striped shipping box(es). Do not seal boxes yet.

5. Complete the School/Group List and place on top of GIS in the first box.

1. …as directed in Step 7 of the SAC/DAC Manual. Make a copy of each SGL.

6. Send loosely sealed boxes to DAC for checking.

7. Pack NOT TO BE SCORED materials in separate green striped boxes from TO BE SCORED materials.

Prepare Test Materials for Packaging For CELApro and TCAP

11/2/2011 36

Prepare Test Materials for PackagingFor CoAltStep 7 Instructions for the School Assessment Coordinator

1. Complete Group Information Sheet…as directed in Step 5 of SAC/DAC Manual. Make a copy for your records.

2. Place Rating Forms and Group Information Sheets into unsealed and labeled envelopes.

Label envelope with school name and number. Do NOT include any materials except Rating Forms.

Do NOT mix grades.

3. Place GIS in the first envelope, if more than one envelope is used. (envelope #1 of ___, etc).

4. Place envelopes in green striped shipping box(es). Do not seal boxes yet.

5. Complete the School/Group List.…as directed in Step 6 of the SAC/DAC Manual. Make a copy of each SGL.

6. Send loosely sealed green striped boxes to DAC for checking. Crumpled paper can be used as packing material.

7. Pack NOT TO BE SCORED materials in separate green striped boxes from TO BE SCORED materials.

11/2/2011 37

Step 8 Instructions for the District Assessment Coordinator

DACs must check to ensure that:• There is a test book for every registered student in each

grade level and content area.

• There are no sticky-notes, paper clips on books, etc. No NOT TO BE SCORED material in with TO BE SCORED materials.

• SACs have ensured student data grids are complete and accurate.

• Every book is clearly associated to an appropriate GIS (and stack card for CELApro and TCAP)

• The GIS and SGL forms match.

Package Test Materials

11/2/2011 38

Paper Bands and Stack Cover CardsFor TO BE SCORED and NOT TO BE SCORED Materials

For CELApro and TCAP test materials

Complete a stack cover card for each bundle of test books.

Note: CoAlt Rating Forms to be scored will use an envelope, not paper bands/stack cards.

11/2/2011 39

How Many Booklets per Bundle?

• CELApro: 20-25

• TCAP Grade 3: 30

• TCAP Science and Grades 4-10 Math: 25

• TCAP Grades 4-10 Reading/Writing: 20

11/2/2011 40

Example Packing OrderFor CELApro and TCAP TO BE SCORED Materials

Top of Stack• Completed School/Group List• Stack Cover Card• Grade 3 Group Information Sheet• completed Test Books for Grade 3 students tested (each bundle

requires a new Stack Cover Card and is secured with two (2) paper bands)

• New Stack Cover Card• Grade 4 Group Information Sheet• completed Test Books for Grade 4 students tested (each bundle

requires a new Stack Cover Card and is secured with two (2) paper bands)

• Repeat this stacking order for all other grades.Bottom of Stack

11/2/2011 41

TO BE SCORED materials

Include:

• CELApro or TCAP Test Booklets to be scored

• CoAlt Rating Forms to be scored

Purple for CELApro

Orange for CoAlt

White for TCAP

• Do not copy or use “fake” shipping labels!

11/2/2011 42

NOT TO BE SCORED materialsInclude:

• Unused test books (with paper band for CELApro and TCAP)

• Used test books that are not to be scored (with paper band for CELApro and TCAP)

• Braille and Large Print books

• Oral scripts

• Teacher-read directions

• All used and unused draft booklets

• CoAlt Test Protocols

• CDs, Examiner Guides, etc.11/2/2011 43

The Green Box

11/2/2011 44

Place Label Here Do Not Place Label Here

1. Are the correct test booklets under the correct stack card or in the correct envelope for CoAlt?Do NOT mix grades or content areas!

2. Have you numbered the stack cards or envelopes correctly?

3. Have you returned all the “To Be Scored” materials for each grade/TCAP content area in the same shipment?Note: Make-ups will come in later shipment from the bulk of content area tests which are sent in early.

4. Have you counted to make sure these numbers all match?• Number of actual test books• Number of test books noted on GIS• Number of test books noted on SGL

5. Are all “Not To Be Scored” materials separate from “To Be Scored” materials?

6. Are all boxes taped and packaged securely to prevent excessive shifting during transit?

7. Have you completed the School and District information on the shipping labels, i.e. box 1 of 1?

8. Are district staff and locations ready for the pickup driver to arrive?

Final Checks Before Shipping - DAC

11/2/2011 45

Final Packing and Shipping - DAC

SGL SGL

“TO BE SCORED” Materials

“NOT TO BE SCORED” Materials

SGL

11/2/2011 46

Shipping Test Materials to CTBShip tests as soon as they are completed.

Window Opens

2 Weeks 2 Weeks 2 Weeks2 Weeks

Ship completed

tests

Ship completed

tests

Ship completed

tests

Ship completed

tests

Window Closes

11/2/2011 47

Scheduling of Returning Materials to CTB

• CELApro– Retrieval window: December 19 – February 6

o Last day to schedule pickup: February 2

• TCAP Early Testing Window– Grade 3 Reading/Lectura Retrieval Window: February 15 –

March 2o Last day to schedule pickup: February 29

– TCAP Grade 3 Writing and Math, Grades 4-10 Retrieval Window: March 8 – April 13 o Last day to schedule pickup: April 11

11/2/2011 48

Scheduling of Returning Materials to CTB

• TCAP Regular Window– Grade 3 Reading/Lectura Retrieval Window: February 15 –

March 15o Last day to schedule pickup: March 13

– TCAP Grade 3 Writing and Math, Grades 4-10 Retrieval Window: March 8 – April 20o Last day to schedule pickup: April 18

• CoAlt– Grades 3-10 Retrieval Window: March 8 – March 29

o Last day to schedule pickup: March 27

11/2/2011 49

After Shipping: Ncount and Student

Biographical Data Review (SBD)

• CELApro (Tentative)– Ncount: February 28 – March 4– SBD: March 5 – March 16

• CoAlt/TCAP (Tentative)– Gr3 TCAP Ncount: March 30 – April 4– TCAP/CoAlt Ncount: May 20 – May 25– SBD: May 23 – June 10• COACT SBD– Open June 26 - July 5• ADE Website: https://cdeapps.cde.state.co.us/ – Log in, respondent forms, documentation

11/2/2011 50

How to Handle Questions1. Check the appropriate manual first.

2. If Test Proctor has questions, ask SAC.

3. If SAC has questions, ask DAC and inform your building principal.

4. If DAC has questions:

– Refer to Manuals– If DAC has questions about materials, call CTB:

1-800-994-8557– If DAC has questions about policies or procedures,

check the Procedures Manual and Accommodations Manuals.

– If the DAC still has questions, call CDE: 303-866-6929.11/2/2011 51

Call the CTB Help Desk

1.800.994.8557 for questions about your CELApro,

CoAlt, and TCAP Materials 

11/2/2011 52