Copyright © 2008 State of Florida, Department of State

2008 F

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Fall 2008 FCAT Retake Administration Schedule

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Grade Level

Day 1Mon.,Oct. 6

Day 2Tues.,Oct. 7

Day 3Wed.,Oct. 8

Thurs.,Oct. 9

Day 4Fri.,

Oct.10

Day 5 Mon., Oct.13

11-Adult

SSS Reading Retakes

Untimed

SSS Mathematics Retakes

Untimed

Make-up

Teacher Planning

DayNo

Testing

Make-up Make-up

Training Packet, back of front cover

Fall 2008 FCAT Retake VI and HHIP Extended Schedule

To provide the most appropriate testing conditions and to allow sufficient time for necessary accommodations for Visually Impaired (VI) students and Hospital/Homebound Program (HHIP) students, the Florida Department of Education has approved an expanded testing window as noted below:• Fall 2008 FCAT Retake extended testing window for VI

and HHIP students only is September 29 to October 13, 2008. 

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Test Accommodations Field in ISIS

Verify that all students requiring Braille or Large Print test materials have the proper Test Accommodation documented in District’s Integrated Student Information System (ISIS).• Test Accommodations field on the Additional ESE

Information screen in ISIS. 

S L I D E 4Weekly Briefings #3692 and 4548

Students to Be Tested

• Grades 11 through 13 Regular high school students who have not yet passed

both parts of the FCAT required for graduation with a standard diploma

• Adult Education Students in Adult Education classes who have not yet

passed both parts of the FCAT required for graduation with a standard diploma (Adult high school students in an “adult high school credit program,” as defined in Section 1004.02(4), FS, which leads to a standard high school diploma, must meet the same requirements as other high school students.)

• Certificate of Completion students• Florida Virtual School

Students in grade 11 or higher who are enrolled in a public school only

S L I D E 5TAM 2-3

Students NOT Allowed to Participate in Retake

• Home Education Program students• Students enrolled in private schools through the McKay

or Corporate Tax Credit Scholarship Program• Students enrolled in grade levels Grade 10 or below

S L I D E 6TAM 2-3

Registration Procedures

• Adult Education students must register to take the FCAT in advance by Friday, September 25, 2008. Miami-Dade County Public Schools FCAT Registration

Form (FM-2975) should be used to register students.Students MAY be permitted to register after this date

on a space-available basis.• “Walk in” or unregistered students are not to be

admitted to a test session.They may only be assigned to a waiting list until

student eligibility is verified. They may be scheduled for a make-up session.

S L I D E 7Training Packet 6-7

Accommodations

• Students with Disabilities Accommodations stated in the student’s current IEP

or 504 plan:PresentationRespondingSchedulingSettingAssistive Devices

Emergency 504 PlanContact Joanne Rosen, ESE at 305-995-4697

S L I D E 8TAM 3, 73-80

Accommodations

• English Language Learners (ELLs) Students who are currently receiving services in a

program operated in accordance with an approved district LEP plan:

Flexible SettingFlexible SchedulingAdditional TimeAssistance in Heritage LanguageApproved Dictionary

S L I D E 9TAM 3, 81

Test Administration and Security Procedures State and District Requirements

• Standards, Guidelines, and Procedures for Test Administration and Test Security available at http://oada.dadeschools.net/TestChairInfo/InfoForTestChair.asp Adopted by School Board General Guidelines

• Florida Statue and Rules• School Procedural Checklist

S L I D E 10TAM, 83-86

Prohibited ActivitiesFlorida Statute and State Board Education Rule

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• Reading the passages, test items, or performance tasks.

• Revealing the passages, test items, or performance tasks.

• Copying the passages, test items, or performance tasks.

• Explaining or reading test items or passages for students.

• Changing or otherwise interfering with student responses to test items.

• Causing achievement of schools to be inaccurately measured or reported.

• Copying or reading student responses.

TAM 10, 83-86

Prohibited Activities, cont.

• Allowing students to handle secure materials before or after test administration.• Leaving secure materials unattended.• Leaving secure materials in classrooms or taking

them out of the building overnight.• Test administrators must NOT administer the FCAT to

their family members.

S L I D E 12TAM 10, 83-86

Prohibition of Electronic Devices

• Possession of any electronic device that reproduces, transmits, calculates, or records IS cause for invalidation. “Possession” is defined as “within arm’s reach,”

even if the electronic device is not visible. Students should not have cell phones in their

pockets, clipped to their belts, at their desks, or anywhere they can be easily accessed during testing.

• Test administrators and proctors should also turn-off their electronic devices during testing.

S L I D E 13TAM v, 23, 27, 95

General Security Guidelines

Provide secure storage Restrict access

◦ (3 or fewer keys) Handle secure materials,

including affixing of labels in a limited-access area

Maintain documentation◦ Chain of custody◦ Book assignment to

students Train test administrators and

proctors Monitor students during lunch

break or extended breaks

Do not test in a cafeteria, gymnasium, auditorium, or library

Do not allow unauthorized access to materials or content

Do not open secure materials prior to date allowed

Do not allow untrained or uncertified staff to test studentso No coaching/assistance

during test administrationo No viewing, reviewing,

copying, debriefing test content

S L I D E 14

DO DO NOT

Reporting Irregularities

• All school staff are professionally responsible for ensuring appropriate administration procedures and reporting any irregularities.

Reporting procedures Specified in Standards, Guidelines, and Procedures

for Test Administration and Test Security Test Chairperson / Principal Student Assessment and Educational Testing Regional Center and/or Charter School Operations Appropriate investigative unit, if applicable

• The district will submit the required state reports of missing materials and breaches in test administration procedures on your behalf.

S L I D E 15TAM 11-12

Reporting Irregularities, cont.

• School personnel must be prepared to provide documentation and information in support of subsequent investigations of an incident. Testing conditions and test security protocol Testing location of students, including a list of

students who tested at the same location and seating assignment

Academic history of students Resolution of the incident Steps implemented to avoid future losses or breaches

S L I D E 16TAM 11-12

Other Incidents

• Missing materials from shipment Inform SAET immediately

• Scoring irregularities identified during state or vendor scanning, scoring, and auditing procedures PIM reporting on notification

• Materials listed in state/vendor “Missing Materials Report” Conduct thorough search Return materials and/or provide documentation, as

directed

S L I D E 17

Test Group Codes

• Security measure used by the Florida Department of Education to identify testing groups.

• Assign a four-digit code to each testing room.• Do not merge testing groups when extended time is

allowed.

S L I D E 18TAM 17

Planning for the Test Administration

• Verify counts of shrink-wrap packets against packing slip and report missing materials immediately.

• Request additional materials, as necessary.• Ensure that an adequate supply of FCAT calculators is

available.• Verify student information on PreID roster.• Maintain a record of the security numbers of the secure

test materials you receive from the district coordinator. Security Checklist

• Train test administrators and proctors.• Assign proctors. • Review Test Invalidations Policies and Procedures.

S L I D E 19TAM 12, 39-41

Sample Security Checklist

S L I D E 20TAM 13

Steps for Verifying Student Information and Affixing a PreID Label

Verify that the student is still enrolled and will be tested. Verify the information on the PreID Roster against the school’s

student information database.• The PreID Roster includes each student’s complete Social

Security Number or Florida Student number• FL ID# XXX-XX-6789X or FL ID# 1302345678

• Because the complete Social Security Number is not printed on the label, the PreID Roster MUST be used to verify student information.

• It is not necessary to check both the labels and the roster because the same file is used to create the roster and the labels.

• If the student last name, student ID number, district number, OR school number is INCORRECT, do NOT use the label.

Always use the FL ID number, NOT the student ID number when verifying student’s information or hand-gridding an answer document.

S L I D E 21

TAM 7-8

Sample Student Label

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Affix the label in the box in the lower left corner of the student grid sheet.

Do not remove labels once they have been affixed.

Do not place a label over another label.TAM 8

Hand-Gridding Student Answer Documents

• Test and answer booklets must be hand-gridded according to the directions in the Test Administration Manual.

• Guidance on coding the correct grade level information on Retake answer documents is provided in the Test Administration Manual.

• The Florida ID number should be coded NOT the student ID number.

S L I D E 23TAM 4-7

Large Print (LP) and Braille (BR):Instructions for Completing Student Grid Sheets

S L I D E 24

IMPORTANT DISTINCTION:

• For LP users, the student grid sheet on the front cover of the large print test and answer book must be completed.

• For BR users, the student grid sheet of the regular print test and answer book must be completed and included in each student's return envelope.

• Complete each student’s grid sheet in one of the following ways: Affix the student’s verified PreID label to the label

area on the APPROPRIATE grid sheet, or Grid the APPROPRIATE student grid sheet by hand

TAM 62-63

Sample Student Grid Sheet

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Content Assessed

Student Label Area

Form Code

Security Number Area

Timing Tracks

Registration Mark

Registration Mark

Student Demographic Information

Timing Tracks

Student Information (must be completed by the student)

School Use OnlyDNS and UNDO bubbles

TAM 9

Document Configuration and Materials Allowed During Testing

S L I D E 26

DOCUMENT TITLEMC GR

SR & ER

Reading SSS Retake Test and Answer Book

Mathematics SSS Retake Test and Answer Book

Materials Needed for Retake

FCAT CalculatorSSS Mathematics Reference Sheet

TAM 4

Training Test Administrators and Proctors

All personnel involved in the FCAT administration must receive training prior to the FCAT administration and sign a FCAT Administration and Security Agreement Form. All signed forms must be retained at the school site for 1 year following the release of results.

Inappropriate actions by school or district personnel before, during, or after test administration may result in consequences such as test invalidations and/or loss of teaching certification.

• Please carefully read the Test Security Policies and Procedures to ensure that you are following the correct procedures.

Only instructional certified personnel may serve as test administrators.

Instructional certified personnel AND support staff may serve as proctors.

S L I D E 27TAM 10-11, 83-86

FCAT Administration and Security Agreement Form

S L I D E 28TAM 89

Training Test Administrators and Proctors: Preparing for Testing

At the time of registration and before scheduling the student to participate in a test session, the student’s eligibility for the test must be verified.

Make sure that each room is free of distractions and hasComfortable seatingGood lightingAdequate ventilation

Remove or cover all visual aids in the room, such as posters showing mathematical or scientific concepts.

Post the signs that are provided in your Test Administration Manual.

S L I D E 29TAM 17-19

Training Test Administrators and Proctors: Test Administration Procedures

Make sure that:students are not facing each other if seated at tablesstudents are not in seating that allows them to view

other students’ answersthere is sufficient space (at least three feet) between

students The test script must be read verbatim. • Test administrators should become familiar with script

before the first day of testing. Determine the appropriate Option A, B, or C to be read

by test administrators Student’s identification must be checked when students

are admitted to the testing room each day. Electronic devices must be out of arm’s reach and

turned-off.S L I D E 30

TAM v, 11, 20, 62

Training Test Administrators and Proctors:

Test Administration Procedures, cont.

If a student starts a test and leaves without finishing (for an appointment, illness, etc.), he/she will NOT be allowed to complete the test.

Attendance rosters, seating charts, and test group codes define groups tested together and help to maintain a record of student room assignments. • The use of seating charts or recording of specific seat

assignments is strongly recommended. Test administrators are required to actively monitor

students during a test session.• It is not appropriate to talk on the telephones, grade

papers, read, or work on the computer during testing.

S L I D E 31TAM 17, 21; Training Packet 12, Attachment F

LP and Braille Test Administration Procedures

Students using large print materials must record answers in the large print documents. If a test administrator records a student’s responses, it must record directly into large print documents.• Remember that RECORDING responses is not the same as

TRANSCRIBING responses. District/school personnel may not transcribe student

responses from large print and Braille documents into regular print answer documents; however, they may transfer answers from defective documents.

FCAT talking calculators may not have a change sign key (+/-) which is used to perform operations involving negative numbers.• Test administrators may perform only actions involving negative

numbers requested by the student using a regular FCAT calculator then read the display to the student.

S L I D E 32TAM 63-65

Supervising Test Administration

During testing, ensure that students:

have appropriate test materials on desks

use only No. 2 pencils do not have books, notes,

scratch paper, or electronic devices of any kind (including, but not limited to, cell phones, MP3 players, or electronic games), even if they do not use them

do not talk or make any disturbance

do not ask for help answering any test questions

work independently mark their answers in the

appropriate area

Do NOT: talk with students about any

test item help students answer any

test item check through books return books to students

after they have been collected

discuss test items or answers with students even after all test materials have been returned and testing has ended

read through a test book

S L I D E 33TAM 21

Required Administration Information

Students assigned to the room (provide Student Name and Florida ID Number)

Attendance Information –Present, Present but Invalidated, Absent, Withdrawn

Test Group Code Unique Security Number of the Test and Answer Book

Assigned to Each Student – will require more than one entry if a student is participating in both Reading and Mathematics

S L I D E 34

Schools must maintain the following information for each testing room:

TAM 17

FCAT Administration Record

S L I D E 35www.ctb.com/fcat

Proctors

1–30 students Test Administrator*

31–60 studentsTest Administrator and 1

Proctor

61–90 studentsTest Administrator and 2

Proctors

S L I D E 36

Personnel Needed Based on Student Participation:

*It is recommended that a proctor be assigned to rooms with 30 or fewer students whenever possible.

TAM 11

Proctors, cont.

Proctor Duties and Responsibilities:

• School personnel Prepare, distribute, and collect materials under direct

supervision of the test administrator Complete student grid sheets

• Non-school personnel Assist in monitoring test administration only May NOT participate in any of the test administration

procedures (e.g., preparing, distributing, and collecting) May only be used as an “extra pair of eyes” May NOT assist in rooms where family members are

tested

S L I D E 37TAM 11

Sample Security Log

S L I D E 38

TAM 91

Test Invalidation Policies and Procedures

The DNS bubble MUST be gridded on a USED document if :

1. The document is defective.

2. A student’s last name, student ID number, district number, OR school number on an affixed label is INCORRECT.

3. A label has been placed over another label.

4. A student is found with an electronic device during testing.

5. The student is disruptive or is caught cheating during testing. Grid the DNS bubble on the test and answer book Test administrator must discuss the situation with the

school coordinator before a final invalidation decision is made

S L I D E 39TAM 14-15

Test Invalidation Policies and Procedures, cont.

The DNS Bubble MAY be gridded if:6. A student becomes ill and is unable to finish, OR is not

allowed the correct amount of time (the length of a typical school day) to finish the test.

Consideration: Was the student provided adequate time to respond to the test questions? And will the results be a valid representation of the student’s ability?Yes – submit the document for scoringNo – invalidate that test on the document and handle it

accordingly

If the validity of the test has not been compromised, you may allow a student to return to the testing room during the same day for the remainder of time left for the test.

S L I D E 40

It is not necessary to invalidate UNUSED documents if they are packaged with NOT TO BE SCORED materials.

TAM 14-15

Sample DO NOT SCORE (DNS) & UNDO Bubbles

S L I D E 41

Fall Retake Sample

There is one DNS bubble and one UNDO bubble for each Fall Retake Test and Answer Book.

TAM 14-15

Organizing Test Materials for Return

Every day, verify the return of all secure materials from test administrators.

Verify DNS and UNDO bubbles.

Make copies of and file the following: Original Security Checklist Records of required administration information

collected by test administrators all SSS Security Logs

Set aside NOT TO BE SCORED materials

S L I D E 42TAM 43-46

Organizing Test Materials for Return, cont.

Prepare TO BE SCORED test materials.Separate materials into stacks by grade level.Within each grade’s stack, organize into groups by

document type.For example, first stack Grade 11 Retake Reading

answer documents, next stack Grade 11 Retake Mathematics answer documents, and so on.

S L I D E 43TAM 43-46

Preparing TO BE SCORED for Return

Complete the appropriate SSS Retake Document Count Form for each document type/grade level.• Verify that you have included all documents from make-up

sessions before you complete each form.

Place each completed document count form on top of the first stack of corresponding TO BE SCORED answer documents.

Complete the SSS Answer Document Return Summary. • Transfer the information from each document count form to

the Answer Document Return Summary.• Verify that the number of documents returned and the

number of documents indicated on the count forms match the entries on the Answer Document Return Summary.

Complete and secure SSS Paper Bands.• Do not use staples, paper clips, or tape.

S L I D E 44TAM 47

Sample Retake Document Count Form

S L I D E 45

TAM 44

Sample Answer Document Return Summary

S L I D E 46

TAM 45

Sample Paper Band

S L I D E 47TAM 46

Packaging Test Materials

S L I D E 48

Packaging Diagram

TAM 48

Preparing NOT TO BE SCORED for Return

Place all NOT TO BE SCORED documents in boxes

• Unused test and answer booklets,

• Unused non-preidentified and preidentified answer documents,

• Defective documents, and

• Answer documents with all DNS bubbles.

S L I D E 49TAM 49-50

Return Label Reference Chart

MATERIALS INCLUDED LABEL COLOR

TO BE SCORED Test and Answer BooksTO BE SCORED Test and Answer Books REDRED

NOT TO BE SCORED MaterialsNOT TO BE SCORED Materials YELLOWYELLOW

S L I D E 50TAM 47, 49

LP and BR: Steps for Returning Materials

Make sure that each student’s envelope contains the following:

Ensure that each envelope contains documents for only ONE student

Verify the completed information on the outside of each student’s return envelope and seal the envelope

Place the appropriate large print and Braille materials into the boxes in which they arrived

S L I D E 51

Large Print Braille

Completed Retake Document Count Form

Large Print Test and Answer Book

Completed Retake Document Count Form Regular Print Test and Answer BookBraille Test Book Braille Answer Sheets containing student responses (separated by subject)

TAM 67-70

LP and BR: Steps for Returning Materials, cont.

Seal the boxes.

Place a WHITE (SSS) label on each box.

Return the WHITE-labeled (SSS) boxes to the district coordinator.

Place non-secure LP and BR materials into the other District Coordinator ONLY boxes or handle them as directed by the district coordinator.

S L I D E 52TAM 67-70

District Coordinator Only Box

Original Security Checklist Original Test Administration Record(s), or equivalent

school-developed document(s) Original SSS Security Logs Copy of the Answer Document Return Summary Form A copy of the Large Print and Braille Answer Document

Return Summary, if applicable Original Accounting for All SSS Secure Documents Original School Procedural Checklist No return label needed – mark Box District

Coordinator ONLY

S L I D E 53TAM 49

Online Comment Forms

The SSS comment forms are available online at: www.ctb.com/fcat for both test administrators and school coordinators• Click on 2008 Fall FCAT

S L I D E 54TAM 38, 50

Training Materials Link

The SSS vendor’s training materials are available online at: www.ctb.com/fcat• Click on 2008 Fall FCAT

Training materials from today’s training are available online at:

http://oada.dadeschools.net/TestChairInfo/InfoForTestChair.asp

S L I D E 55

Contact Information

Student Assessment and Educational Testing

FCAT ProgramMaria C. Bruguera, Director

Email: mbruguera@dadeschools.net or Mara Ugando, Staff Specialist

Email: mugando@dadeschools.net

Phone: 305-995-7520Fax: 305-995-7522

S L I D E 56