CRCT-M Pre-Administration

WorkshopFebruary 2011

Webinar Etiquette•Please use the Audio Setup Wizard in the Tools Menu to configure and test your audio settings before the presentation begins.•To eliminate interference from background noise in your area, please leave the Talk Button (lower left of the Elluminate window) on mute if you are not speaking.•Due to the number of participants, we request that questions be submitted via Chat.

Agenda

• CRCT-M Overview• Pre-Administration• Testing• Post Test Activities• Reporting• Contact Information• Questions

Key Points• First operational administration for the CRCT-M

program• Test is only available for students receiving special

education services who meet specific CRCT-M eligibility guidelines and whose IEPs reflect this assessment

• Districts were to order CRCT-M test materials during December –January via TestTime

• Remember an eligible student may take the CRCT-M in the subject(s) determined through the eligibility process, but will also participate in the CRCT in science and social studies and for those subjects (Reading, ELA, Math) for which they were not eligible for CRCT-M

Key Points• Test materials differ from CRCT

– Vendor• CRCT-M : Georgia Center for Assessment (GCA) in Athens,

GA• CRCT: CTB/McGraw Hill in Indianapolis, Indiana

– Test booklets• Different test booklet for each subject

– Answer document• Single answer document

– Test Examiner’s Manual• Similar to CRCT, but there are differences in text and script

– System/School Coordinator Manuals• Arranged like CRCT, but has specifics about GCA material

distribution

Manuals

The School and System Test Coordinator’s Manual and the Test Examiner’s Manual are

posted in the CRCT-M Resources portlet on the Georgia Department of

Education website:http://www.doe.k12.ga.us/ci_testing.aspx?PageReq=CI_TESTING_CRCTM

CRCT-M Overview

Will cover the following:–Administration Dates–Main Administration–Retest Administration–Test Construction

Administration Dates

• System testing dates were submitted in December/January through TestTime.

• Main Administration: April 4 - May 6– 5 consecutive days

• Retest Administration: May 16 – July 29– 4 consecutive days– Two retest windows are available

Main Administration

• Main Administration: April 4 – May 6– Includes all eligible students in grades 3-8

• Make-up Testing–Make-up tests should be given within the

system’s scheduled 5-day administration window.

– Outside of the system’s scheduled window, but within the State Administration window, students in grades 3, 5, and 8 may make-up the Reading and/or Math sections.

Retest Administration

• Retest Administration: May 16 – July 29– Includes students who perform at Level 1 in Reading

(grades 3, 5, & 8) or Math (grades 5 & 8) during the Main administration.

• Exception Testing– Qualified students who miss the system’s scheduled

Retest window may receive an exception to test within the state Retest Administration window.

– All requests for exception testing must be approved through the GaDOE.

Test Construction

• Content Areas– Grades 3-8: Reading, ELA, & Math– A student may take between 1 – 3 CRCT-M tests

• Will take CRCT in any content area that is not assessed by CRCT-M

– All students will take the CRCT in Science and Social Studies

• All items are multiple-choice– There are 10 fewer items than on the CRCT.

Test Construction (continued)

Number of Items by Subject

Operational Field Test Total

Reading 30 10 40

ELA 40 10 50

Math 50 10 60

Test Construction (continued)

• Field Test Items– Help to create a pool of items for future

administrations.– Are included with Operational items in

all content areas at all grade levels.– Are not reported as part of the student’s

score.

Pre-Administration

Will cover the following:– System Test Coordinator

Responsibilities– School Test Coordinator

Responsibilities– Receiving Your Materials Shipment– Distribution to Schools– Security– Pre-ID Labels– Coding for GNETS

System Test Coordinator Responsibilities

• Reviews the Test Coordinator’s Manual (TCM) and Test Examiner’s Manuals (TEM).

• Organizes the training sessions for School Test Coordinators.

• Receives CRCT-M materials and verifies that all boxes have been received.

• Distributes CRCT-M materials and pre-ID labels to School Test Coordinators.

• Please order additional materials as soon as possible.

School Test Coordinator Responsibilities

• Reviews the Test Coordinator’s Manual (TCM) and Test Examiner’s Manual (TEM).

• Organizes training sessions for Test Examiners.

• Receives CRCT-M materials from the System Test Coordinator and verifies that all boxes have been received.

• Notifies the System Test Coordinator if additional materials are needed.

Receiving Your CRCT-M Materials Shipment

• System Shipment includes:– System Packing List– School Packing List– Shipment Verification Form– System Security Checklist– Return Shipping Labels– System Overage materials (see next slide)

Overage Materials

• System Test Coordinators will use the System overage materials to provide additional materials to those schools that exhaust the School Overage materials.– Group Information Sheets (GIS)• Pre-coded and blank (extra)• Instructions on proper coding will be

included– Test Coordinator’s & Test Examiner’s

Manuals– Test Booklets and Answer Sheets

Overage Materials

• For grades 3 – 8, you will receive an overage of 20% (with a minimum of 2) at the system level.

• System Test Coordinators may order additional materials from GCA.

Receiving Your Materials Shipment - Systems

• When will I receive my shipment?– Shipping dates are estimated based on the dates provided

through TestTime in December/January.– Test materials will be shipped to systems at least two

weeks prior to testing.– Shipping schedule will take into account Spring Breaks.

• Complete the System Inventory Checklist– Step-by-step instructions to be completed by the Test

Coordinators immediately upon receipt of materials.– System Inventory Checklist provided in the TCM on page

13.

Distribution to Schools• School Test Coordinators

– Complete the School Inventory Checklist provided in the TCM on page 15.

• Boxes are labeled for each School and include:– School Packaging List & School Security Checklist– Group Information Sheets (GIS) and coding instructions– Test Coordinator’s Manuals & Test Examiner’s Manuals– Test booklets & answer sheets

• Schools receive an overage of materials– If additional materials are needed, School Test Coordinators

contact the System Test Coordinator.

• Retain boxes for return shipping

Security

• All systems must adhere to the 5-day test window. The days must be consecutive and do not include weekends.

• Materials must be kept in secure storage before, during, and after testing

• Test books remain secure until distributed to Test Examiners on the first day of testing

Security (continued)

• School Test Coordinators use the School Security Checklist to check materials out to Test Examiners. All materials are returned immediately to the School Test Coordinator for secure storage at the end of each day’s testing session.

• Each classroom must have adequate staff to monitor testing.

• Test Irregularities: Contact GaDOE for instructions. You may be asked to complete the Test Irregularities form online on the MyGaDOE Portal.

Pre-ID Labels• Pre-ID labels will come with CRCT materials in the CRCT

School Test Coordinator Kit.• Three (3) barcode labels for each student come with CRCT.

– Only 1 label will be used for CRCT-M

• Visible information includes:– Student name & GTID– School and System names & codes– Grade– Student DOB and gender– Ethnicity, Race, and PSRC– Barcode number

Pre-ID Labels

• Use remaining CRCT barcode label (1) for CRCT-M student

• Do not use if inaccurate• Barcodes override bubbling

CRCT Answer document

CRCT Test bookletCRCT- M Answer

Document

Pre-ID Labels

• Pre-ID information is provided to CTB by GaDOE. If the Pre-ID label is incorrect:– Examiners must notify the School Test Coordinator– School Test Coordinator must update the schools student record

• Pre-ID labels should match student being tested EXACTLY. Be aware of similar names.– Do not use the label if information is incorrect. Barcode information

will override bubbled information.• Barcode label may be used if the only inaccurate information is the grade.

• If a student does not have a Pre-ID label, information must be bubbled on the answer document.

• When bubbling demographic information, fill in the text boxes first, then bubble.

Pre-ID Labels• Barcode applied incorrectly

– If answers have been gridded:• Transcribe student answers & demographics onto a replacement

answer sheet.• Write VOID over the original answer sheet and return it with your

test materials.

– If answers have not been gridded:• Write VOID over the original answer sheet and return it with your

test materials.

• Student transfers– Not applied to an answer document:

• Destroy the barcode.

– Applied to an answer document:• Write VOID over the original answer sheet and return it with your

test materials.

Coding GNETS Programs• In order to receive results for GNETS Programs, an

identifier code needs to be bubbled on each student’s answer document in the box marked GNETS.

• Codes and instructions are included in the TEM and TCM.

Alpine Program 01Burwell Program 02Cedarwood Program 03Coastal Academy Program 04Coastal GA Comprehensive Academy

05Mainstay

06Dekalb-Rockdale Program 07Elam Alexander Academy 08Flint Area Learning Center 09Harrell Learning Center

10H.A.V.E.N. Academy 11Heartland Academy

12

Horizon Academy 13Northstar Educational & Therapeutic Services

14North Metro Program 15Northwest Georgia Educational Program 16Oak Tree

17GNETS of Oconee 18Pathways Educational Program 19River Quest Program 20Rutland Academy 21Sand Hills Program

22South Metro Program 23Woodhall Program

24

CRCT-M Answer DocumentFront Cover Inside Front

CRCT-M Answer Document

Inside Back Back Cover

TESTING

Will cover the following:– Preparation– Administration– Accommodations– Testing in Small Groups– Irregularities

Testing Preparation• Remove or cover instructional materials that may

prompt student responses.• Arrange seating to promote individual work.• Post a sign on the outside of the classroom door:

“Testing: Do Not Disturb.”• One proctor is recommended for up to 30 students

and required for more than 30 students• Examiner Materials:

– Test Examiner’s Manual– Test Books and Answer Sheets– Scratch paper for math– Two No. 2 pencils with erasers per student– No calculators, unless specified in IEP

Test Administration• Students take one content area per day

– Prescribed order: Reading, ELA, Math

• Both sections from a single content area must be administered the same day.

• Students can write in the test books. Highlighters are not allowed.

• Students take a stretch break.• Teacher monitoring – “Circulate & Check”

to prevent cheating, use of calculators, going ahead, or looking back.

Accommodations• Be familiar with accommodations listed in the IEPs.• Accommodations must

– be required by the student in order to participate in the assessment

– be provided during routine instruction and assessment in the classroom

• Accommodations may not– alter, explain, simplify, paraphrase, or eliminate any test

item, reading passage, or choice option– Provide verbal or other clues or suggestions that hint or give

away the correct response to the student

• For Large Print and Braille, transcribe student answers on to a regular answer document.– Follow best-practice from Student Assessment Handbook

Coding Accommodations

• State Required Codes (SRC)• Accommodation Type (Setting,

Presentation, Response, Schedule)• Conditional Accommodation• Braille/Large Print• Read-Aloud Guidelines – in TEM– Sample test items for Read-Aloud– http://tinyurl.com/crctMreadaloud

Coding AccommodationsOn front page of Answer Document

Coding Accommodations• On each content-area test page– ELL Deferred will only appear in Reading and ELA

Note: Coding ELL Deferred on CRCT-M is different from CRCT process.

Testing in Small Groups

• The CRCT-M is a test designed for small numbers of students.

• Therefore, districts are assigned to receive only 1 form. We have taken care of sampling distribution across forms.

• Districts will not receive any special packaging of small group materials.

• Because districts receive only 1 form, all test materials can be used for those students who need a special administration of the exam in a small group environment.

Irregularities (IR)

• Events and circumstances, or departures from standardized testing procedures are irregularities. They may have an impact on student performance that is not possible to define. They are reported and student scores are flagged simply to say, “There is something different about the conditions under which this score was obtained. Use caution in interpreting the score.”

Irregularities (IR)• All test administration irregularities must be reported by

Examiners to the School Test Coordinator.• The School Test Coordinator sends irregularities to the

System Test Coordinator for verification and to obtain the correct code.

• The System Test Coordinator contacts GaDOE immediately for direction.

• If instructed to do so by GaDOE, the System Test Coordinator will investigate and complete the Testing Irregularities Documentation Form provided online on the MyGaDOE Portal.

• Improperly coded irregularities will default to the holding of test scores.

Some Examples of Irregularities (IR)

• Irregularities in Test Administration:• Materials being distributed

inappropriately• Directions not being followed• Improper monitoring of test

administration.

Invalidations (INV)

• Some irregularities are so serious in the way they affect student performances or compromise the integrity of the testing that they result in invalidation of student scores. • Content being disclosed, coached, or

distributed• Cheating• Test Administrator altering responses

during or after testing.

Participation Invalidation (PIV)

• In addition to irregularities (IR) and invalidations (IV), systems will have to code for Participation Invalidations (PIV) for students who receive an accommodation that is not on the list of state-approved accommodations or not on the student’s IEP.

• Federal regulations stipulate that when inappropriate accommodations are used, students may not be considered participants in AYP calculations.

• On the CRCT-M, a potential PIV occurs when a student receives an unapproved conditional accommodation such as the reading of the test passages or use of a calculator on the Math test.

Coding Irregularities and Invalidations

Incorrect coding may result in no reports being sent.

Reducing Irregular Test Administrations

• Ensure proper training of all test administrators• Maintain clear and consistent training and

support materials.• Make certain all accommodations are clear to

test administrators particularly if the Test Examiner is not the students’ regular teacher.

• Make certain that Test Examiners are constantly monitoring the testing environment.

• Respond to student actions appropriately and immediately.

• Implement a program for reporting irregularities during testing.

Characteristics of a Quality Investigation

• Examiner should notify Principal and School Test Coordinator of incident.

• School Test Coordinator should notify System Test Coordinator.• Request detailed written statements from all parties involved if

necessary.– Follow up on details (connect the dots)

• Follow district procedures regarding misconduct.• Provide a written summary of incident and investigation

findings.– Consult with GaDOE as needed.

• System Test Coordinator is responsible for reporting to GaDOE.• Note:

– Report to GaDOE immediately, before investigation.– Final documentation should be entered into portal.

Post-Test Activities

Covers the following:• Test Examiner Responsibilities• School Test Coordinator Responsibilities• System Test Coordinator Responsibilities• Packing Return Shipment• Return Shipment Pick-up• Returning Make-up Materials• Return Shipment Errors

POST-TEST ACTIVITIES: Test Examiner

ResponsibilitiesTest Examiner shall:• Collect all test materials daily.• Review answer documents.– Where applicable, verify that the identifying

information is correctly gridded.– If instructed by the System Test Coordinator,

complete Local Use Coding (Section 13)– Complete Sections 10-11 (on front page of

answer document) and 18-19 (on each content area test page)

– Stray marks, transcribing – monitored by certified educator

POST-TEST ACTIVITIES: Test Examiner Responsibilities

Used Materials• Completed

Group Information Sheet (GIS)

• Used Student Answer Sheets

Unused Materials• Used Student Test

Booklets • Large Print and

Braille Test booklets• Unused and Voided

Answer sheets• Unused Test Booklets• Mathematics Scratch

Paper• Test Examiner’s

Manual

POST-TEST ACTIVITIES: Test Examiner

ResponsibilitiesSo that districts are prepared to address “non-

participants” during AYP processing, make sure to:

• Collect by school and by subject … the names of each student who should have tested, but was a non-participant

• Districts will be asked to categorize their “non-participation” as one of the following four choices…Medical Emergency, Illness, Other, Unknown

• Direct questions on the definition of “non-participant” and the above categories to your district’s GaDOE Accountability Specialist

POST-TEST ACTIVITIES: School Test Coordinator

• Verify that Test Examiners have returned all materials. – Materials for make-up testing administered outside

of the system’s scheduled window must be ordered by the System Test Coordinator.

• Complete the School Security Checklist and place in the return box. 

• System Test Coordinators will need to make copies of any pages that indicate missing or nonreturned materials and place these copies in the security checklist envelope for each school. System Coordinator’s will retain all original school security checklists.

• Verify that “VOID” is written across every voided Answer Sheet. Return voided documents with your test materials.

POST-TEST ACTIVITIES:School Test Coordinator

• Destroy all Mathematics scratch paper• Destroy all soiled documents (biohazard).

– Record as soiled on the School Security Checklist.

• Verify that each GIS is filled out correctly• Arrange all used documents with the

student name face-up.• Secure each classroom’s materials with a

paper band using a Group Information Sheet for each class. (Refer to the illustration on page 35 of the TCM). – CRCT-M will NOT have Stack Cover Cards or

School/Group Information Sheets

CRCT-M Group Information Sheet

POST-TEST ACTIVITIES: Packing Materials

This is the order of materials to be sent from School Test Coordinator to System Test Coordinator. This is on page 28 of the TCM.

POST-TEST ACTIVITIES: School Test Coordinator

• Use the original shipping boxes for the return shipment. If you need additional boxes, notify the System Test Coordinator to order them through GCA.

• Pack used and unused materials together.• All materials must be returned to the System Test

Coordinator within one week of the last day of the system’s scheduled test window. In most systems, schools return used and unused materials at the same time.

• Improper packaging may delay your score reports. Detailed instructions are provided in the “After Testing” section of the TCM.

POST-TEST ACTIVITIES: System Test Coordinator

Packing Return ShipmentSystem Test Coordinators prepare materials for pick-

up.Reminders:• Do not consolidate materials from more than one

school in the same box.• Use one label per box.

– Use UPS Return Shipping Labels for all test materials.– Note: You will not need any additional shipping labels to

return your materials.

• Identify the sequence of boxes for each school on each shipping label (example: Box 1 of 10).

• Securely seal all boxes.

POST-TEST ACTIVITIES: Return Shipment Pick-up

This document is in your test materials and a copy is in the TCM.

POST-TEST ACTIVITIES: Returning Make-up

Materials• Make-up Testing– In most systems, make-up testing is

accomplished within the system’s scheduled main administration window. These materials should be returned with the main administration materials.

– For make-up testing outside of the system’s scheduled testing window, contact GCA for a Make-up Testing Kit.• The Make-up Testing Kit will include

instructions for returning these materials.

POST-TEST ACTIVITIES: Return Shipment Errors

Document preparation errors and packaging errors slow down the scoring process and can delay your score reports.

Examples include:• Document preparation errors

– Missing GIS– Schools packed together

• Document data errors– Xeroxed GIS– Student marks on timing tracks– Barcode incorrectly placed– Pre-ID placed over the wrong section

POST-TEST ACTIVITIES: Return Shipment Errors

• Packaging & Transportation Errors– Use of boxes other than the custom

CRCT-M shipping cartons– Boxes incorrectly numbered– All materials not available for pick-up as

scheduled– Unlabeled boxes– Labels applied incorrectly– Self-scheduling using a different carrier

Noted Changes

• GaDOE continues to follow the federal guidelines to include both Ethnicity (Hispanic/Not Hispanic) and Race (American Indian, Asian, Black/African American, Native American/Other Pacific Islander, White).

• IR/IV/PIV reporting errors may result in not sending reports.

• Guidelines for read-aloud accommodations are in the Test Examiners Manual.

CRCT-M Reports• Electronic Test Results via My GaDOE Portal

– Available after completion of post-administration analyses with 90% of population; this is why we encourage early testing for this inaugural administration

– PDF files – Building Roster by Grade (with summary page)

– PDF files – Performance Level 1 Roster– System Data file and Record Layout

• Paper reports (follow receipt of electronic results)– Building Roster by Grade (with summary page)– Performance Level 1 Roster– Individual Student Report– Student Score Labels

Summary Reports

Paper Results (Delivered to Systems in Early July) Summary Report of All Student Populations

School, System, and State Performance Summary Report

Class, School, System, and State

Re-Test Reports

• Electronic Test Results via My GaDOE Portal– Available after completion of post-administration

analyses with 90% of population; this is why we encourage early testing for this inaugural administration

– PDF files – Building Roster by Grade (with summary page)

– PDF files – Performance Level 1 Roster– System Data file and Record Layout

• Paper reports (follow receipt of electronic results)– Building Roster by Grade (with summary page)– Performance Level 1 Roster– Individual Student Report– Student Score Labels

CRCT-M CONTACT INFORMATION:

Ordering Materials• When System overage materials have been

exhausted, System Test Coordinators can order additional materials by contacting:

– Georgia Center for Assessment (GCA).– Phone: (888) 392-8977

• Orders will be shipped using 2nd Day shipping unless expedited shipping is needed to deliver before the start of testing.

CRCT-M CONTACT INFORMATION:

Shipping Information• Materials Order Shipments to Districts:– Your initial shipment of CRCT-M materials will

be delivered by UPS. For information, contact:• GCA

– Phone: (888) 392-8977

– Deliveries will be made at least 2 weeks prior to the first day of testing, taking spring break into account based on the dates provided to GCA through TestTime.

CRCT-M CONTACT INFORMATION:

Shipping Information• Return Shipments from Districts to GCA:

– UPS• Phone: (800) PICK-UPS• Systems can schedule pick-up through the Internet,

over the phone, or using a UPS drop-off location• Systems should package test materials and arrange

for pick-up as soon as testing is completed.– There is no set pick-up schedule. – All of your test materials should be shipped back together.– The earlier test materials are returned to GCA, then GCA

and GaDOE can begin the post-administration work that is required for this inaugural administration.

WARNING! WARNING!

• CRCT-M test materials must be returned only to GCA.

• Materials that are shipped to wrong vendor will delay scoring for state.

• Districts will bear the cost if CRCT-M materials are shipped to the incorrect location.

CRCT-M CONTACT INFORMATION: GCA Contacts

• Georgia Center for Assessment (GCA)– Phone: (888) 392-8977

• Steve Cramer, Director– Phone: (706) 542-5589– E-mail: cramer@uga.edu

• Amber Jarrard, Program Manager– Phone: (706) 542-6606– E-mail: ajrod@uga.edu

CRCT-M CONTACT INFORMATION:

Georgia Department of Education

Hayley RowlandCRCT-M Program Manager- Phone: (404) 657-0311- E-mail: harowland@doe.k12.ga.us

Dee DavisAssessment Research Director- Phone: (404) 657-0312- E-mail: medavis@doe.k12.ga.us

Questions?