CRCT-M Pre-Administration

WorkshopFebruary 2014

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Agenda

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

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Key Points• The CRCT-M is only available for students who

– have not achieved grade-level proficiency on the previous year’s state-mandated test (i.e. CRCT) in the content area under consideration,

– are receiving special education services,– meet specific eligibility guidelines, – have not achieved basic proficiency for 2 or more consecutive years, and– whose IEPs reflect this assessment.

• Districts were to order CRCT-M test materials, via TestTime, from December 13, 2013 through January 10, 2014.

• 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, and Math) for which they were not eligible for CRCT-M.

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Key Points

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• Students who achieved Basic Proficiency for 2 or more consecutive years on the CRCT-M in the same content area are ineligible for the CRCT-M in that content area for 2014.

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’s Manual• Arranged like CRCT, but has specifics about GCA material

distribution

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Key Points• System Test Coordinators (STC) can return scorable and non-

scorable documents packed separately and may ship at different times. – Ship scorables to the Georgia Center for Assessment (GCA)

as soon as possible after the conclusion of testing (must be within five days).

– Once schools have returned all scorable answer documents, the STC may ship materials back to GCA (and we encourage you to do so).

• You are not required to wait 5 days to ship for scoring.• The timely return of scorables is critical to the attainment of the

necessary representational sample for reporting.

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Manuals

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

be posted in the coming weeks to the GaDOE website location below:

http://www.gadoe.org/Curriculum-Instruction-and-Assessment/Assessment/Pages/CRCTM-Resources.aspx

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CRCT-M Overview

Covers the following:– Test Construction– Main Administration– Retest Administration– Exception Testing

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Test Construction• Content Areas

– Grades 3-8: Reading, ELA, & Math– An eligible student may be administered the

CRCT-M in up to 3 content areas as outlined in their IEP

• The appropriate CRCT content area assessment must be administered for 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.

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Test Construction

Number of Items by Subject

Operational Field Test* Total

Reading 30 10 40

ELA 40 10 50

Math 50 10 60

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*Field Test items are not reported in the student’s score.

Test Construction

• 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.

• We will be field testing items in spring 2014.

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Main Administration• Main Administration: March 31 – May 2

– Eligible Grade 3 – 8 students with IEP’s – Content Areas

• Reading• English/Language Arts• Mathematics

• It is important for STCs to communicate with special education colleagues during the months of February and March to ensure that the system’s original order, entered into TestTime, will be sufficient when testing actually begins. – Additional orders may be placed once you receive your

materials from GCA and have completed the inventory process you conduct after materials are delivered.

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Retest Administration

• Retest Administration: May 12 – July 25– 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 discussed with GaDOE.

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Pre-Administration

Covers the following:– System Test Coordinator

Responsibilities– School Test Coordinator

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

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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 to School Test Coordinators.• Communicates with special education colleagues to ensure

adequate materials will be available and, if needed, place a timely request for additional materials.

• Make sure to review additional information relative to roles/responsibilities in the Student Assessment Handbook.

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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 school boxes have been received• Notifies the System Test Coordinator if additional materials are needed• Manages all aspects of school’s test administration including but not limited

to – Materials management– Scheduling– Testing Environment– Management of Student Testing Accommodations– Ensure that students’ are administered the designated test as defined in their IEP– Test Security– Adherence to guidelines as outlined in TCM and TEM

• Make sure to review additional information relative to roles/responsibilities in the Student Assessment Handbook.

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Receiving Your CRCT-M Materials Shipment

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

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System Overage Materials

• System Test Coordinators will use the system overage materials to provide additional materials to those schools that exhaust the School materials.– Group Information Sheets (GIS)– Test Coordinator’s & Test Examiner’s Manuals– Test Booklets and Answer Sheets– Paper bands– Empty cartons

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Overage Materials

• For grades 3 – 8, you will receive an overage of 30% (with a minimum of 2 booklets) at the system level.

• System Test Coordinators may order additional materials from GCA.

• Also, extra test booklets will be sent for Read-alouds.

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Receiving Your Materials Shipment - Systems

• Arrival of test materials– 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

17.

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Distribution to Schools• School Test Coordinators

– Complete the School Inventory Checklist provided in the TCM on page 19.

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

• Schools do not receive an overage of materials– If additional materials are needed, School Test

Coordinators contact the System Test Coordinator.• Retain boxes for return shipping

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Security

• All systems must adhere to the 5-day main test window. These 5 days include 3 days of testing for the content areas and 2 designated make-up days. 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.

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Security• 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.

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Pre-ID Labels

• Test ID

– Transmission instructions for Pre-ID Cycle 3 required that systems use 09 to identify students who will take CRCT-M this spring.

– Verify with your FTE Coordinator that your district complied with these instructions.

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Pre-ID Labels• Pre-ID labels will come with CRCT-M School Test

Coordinator Kit.• Two barcode labels for each student come with

CRCT-M.– 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

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Pre-ID Labels

• Do not use if inaccurate• Barcodes override bubbling

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Pre-ID Labels• Student information is provided to GCA 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

• Do not use the label if information is incorrect. – Barcode information will override bubbled information.

• When unavailable, information must be bubbled on the answer document.

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

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Pre-ID Labels• Barcode applied incorrectly

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

answer sheet following criteria outlined in TEM.• Write VOID over the original answer sheet and return it with your

non-scorables.

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

non-scorables.

• 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

non-scorables

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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 13

Northstar Educational & Therapeutic Services 14

North Metro Program 15

Northwest Georgia Educational Program 16

Oak Tree 17

GNETS of Oconee 18

Pathways Educational Program 19

River Quest Program 20

Rutland Academy 21

Sand Hills Program 22

South Metro Program 23

Woodall Program 24

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CRCT-M Answer Sheet

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CRCT-M Retest Answer Sheet

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TESTING

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

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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 30 or more 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

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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. Monitor also needs to ensure that students are in the right place on the answer sheet.

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

– appear on the State approved list of accommodations for the CRCT-M

– be required by the student in order to used during 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, Transpose student answers on to a regular answer document.– STCs MUST ensure that this process is completed– follow best-practice from Student Assessment Handbook

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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-Aloudhttp://www.gadoe.org/Curriculum-Instruction-and-Assessment/Assessment/Pages/CRCT-Resources.aspx

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Coding Accommodations

If an Accommodation Type is bubbled; ACCOMMODATIONS must be bubbled also.

Bubble SRC even if it is included on label; however, if the current SRC is not on the label or does not match, discard the label and bubble all demographic information ..

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Coding Accommodations• On each content-area test page

– EL Deferred will only appear in Reading and ELA

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Testing in Small Groups• The CRCT-M is a test designed for small numbers of

students.

• Therefore, districts are assigned 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.

– The only exception would be the Braille form. Braille is always Form 1; a student booklet is packaged with the Braille booklet.

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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.”

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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.

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Irregularities (IR)

• 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.

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Examples of Irregularities (IR)

• Irregularities in Test Administration:• Materials being distributed inappropriately• Directions not being followed• Improper monitoring of test administration• Incorrect/inappropriate accommodations

provided for students

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Invalidations (IV)

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

distributed– Cheating– Test Administrator altering responses during or

after testing.

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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.

• 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.

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

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Participation Invalidation (PIV)

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• A potential PIV will also occur when students who are ineligible to take the CRCT-M are administered the test.

– CRCT-M mistakenly given instead of the CRCT.

– CRCT-M given to students who earned scores at or above 330 (Basic Proficiency: PL3) for two or more consecutive years.

– CRCT-M administered to students who Met or Exceeded Standard on the CRCT in 2013.

Coding Irregularities and Invalidations

• Incorrect coding may result in no reports being sent.

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Reducing Irregularities

• 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 student’s 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

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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”), and

– follow district procedures regarding potential cases involving staff misconduct.

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Characteristics of a Quality Investigation

• Report to GaDOE immediately, before investigation

• Provide a written summary of incident and investigation findings (see page 175 in the Student Assessment Handbook)

• Consult with GaDOE as needed

• System Test Coordinator is responsible for reporting to GaDOE.

• Final documentation must be entered into portal. https://portal.doe.k12.ga.us/Login.aspx

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Post-Test ActivitiesCovers 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

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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).

– Transcribing – monitored by certified educator. See Student Assessment Handbook for further information about transposing student responses.

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POST-TEST ACTIVITIES: Test Examiner Responsibilities

Scorables• Completed Group

Information Sheet (GIS)

• Used Student Answer Sheets

Non-Scorables•Used Test Booklets •Large Print and Braille Test booklets•Unused and Voided Answer sheets•Unused Test Booklets•Mathematics Scratch Paper•Manuals (TEM & TCM)•Unused GIS•Scratch Paper

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POST-TEST ACTIVITIES: School Test Coordinator

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Transposing Student Answer Responses:

• When required and prior to returning answer sheets to the System Testing Coordinator, verify student answer responses have been transposed to an answer sheet.

• Transposing should be witnessed by a certified educator. If only two people are present one must be an administrator (see page 44 of the Student Assessment Handbook).

• Complete the VALIDATION FORM FOR TRANSPOSING ANSWER DOCUMENTS found on Page 177 of the Student Assessment Handbook. File one copy with school testing records and return a copy to the System Testing Coordinator.

Please remember that if this process is not completed, students will not receive a score. Failure to complete this process may result

in the system being invoiced fees for costs associated with resolution.

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 non-returned 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 non-scorable test materials.

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POST-TEST ACTIVITIES:School Test Coordinator

•Safely & securely destroy all soiled documents (biohazard).

– Record as soiled on the School Security Checklist.

•Arrange all used documents with the student name face-up.

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• Verify that each Group Information Sheet (GIS) is filled out correctly.

POST-TEST ACTIVITIES:School Test Coordinator

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POST-TEST ACTIVITIES:School Test Coordinator

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• Secure each grade’s materials with a paper band using one GIS.

• Pack scorable and non-scorable materials separately.

Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org

POST-TEST ACTIVITIES: School Test Coordinator

Scorables– GCA will send additional

boxes (flattened)with original shipment.

– Pack scorables in the order indicated in the graphic.

– A Group Information Sheet should be placed on the top of each grade level packet.

– If more than one box is needed, do not separate grade level packets.

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Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org

POST-TEST ACTIVITIES: School Test Coordinator

Nonscorables– Use original shipping boxes.– Pack all nonscorable items in the box,

including:• All unused manuals• Unused and voided Student Answer Sheets• Unused Student Test Booklets• Used Student Test Booklets• Unused GIS• Math scratch paper • Return to the System Test Coordinator per their

instructions

All Braille materials should be returned in the original packaging as shipped to the school.

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POST-TEST ACTIVITIES: System Test Coordinator

Responsibilities• So that districts are prepared to address

“non-participants” during accountability 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

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POST-TEST ACTIVITIES: System Test Coordinator

• 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 (provided by GCA) for all test materials.

• Note: Should you need additional shipping labels, contact GCA.

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

– The Security Checklist should be placed in Box 1 of the scorable shipment (Shipment 1).

– Securely seal all boxes.

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POST-TEST ACTIVITIES: System Test Coordinator

• Follow the shipping instructions that appear in your test materials and the TCM.

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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 the appropriate testing materials.• In the rare event that make-up testing is needed

outside the system’s scheduled testing window, it must be approved by GaDOE.

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POST-TEST ACTIVITIES: Return Shipment Errors

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

• Missing GIS• Schools packed together• Student answers in test booklets not transposed to

answer sheet– Document data errors

• Xeroxed GIS• Student marks on timing tracks• Barcode incorrectly placed

– Pre-ID placed over the wrong section

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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

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

– Available after completion of post-administration analyses with 50% of sample

– PDF files – Building Roster by Grade – PDF files – Performance Level 1 Roster by Grade– System Data file and Record Layout– District testing early in the window should return materials

as soon as possible

• Paper reports (follow receipt of electronic results)– Building Roster by Grade– Performance Level 1 Roster by Grade– Individual Student Reports– Student Score Label

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Summary Reports

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

School, System, and State– Performance Summary Report

School, System, and State

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Retest Reports

• Electronic Test Results via My GaDOE Portal– PDF files – Building Roster by Grade– PDF files – Performance Level 1 Roster by Grade– System Data file and Record Layout

• Paper reports (follow receipt of electronic results)– Building Roster by Grade– Performance Level 1 Roster by Grade– Individual Student Reports– Student Score Label

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Ordering Materials• When System overage materials have been

exhausted, System Test Coordinators can order additional materials by going to:

https://gcap.tsars.uga.edu/testtime• Orders will be shipped using 2nd Day shipping unless

expedited shipping is needed. • Requests for Advanced Reading Aids through GPAT

are due February 17.– Fax form to August Ogletree at 770.359.3882 and

404.656.5976

– Form located on page 154-155 of the Student Assessment Handbook

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Ordering Materials

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CRCT-M CONTACT INFORMATION:

Shipping Information• Shipments to Districts:

– Your initial shipment of CRCT-M materials will be delivered by UPS.

• For more information call GCA– (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.

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Shipping Information• Systems must schedule pick-up as soon as

testing is completed.• Return scorables within 5 days from the end of

CRCT-M testing.• Return non-scorables within 10 days from the end of

CRCT-M testing.

• Must call UPS to schedule pickup• Phone: 1-800-377-4877• Shipments are all prepaid and the shipping code

appears on the UPS label.• The How to Schedule a Pickup Using UPS Returns

Services document provides detailed shipping directions.

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IMPORTANT

• Once schools have returned all scorable answer documents, the STC may ship to GCA (and we encourage you to do so).

• You are not required to wait 5 days to ship for scoring.

• The timely return of scorables is critical to the attainment of the necessary representational sample for reporting.

• If a student’s answers are supposed to be transposed to an answer sheet, please check and be sure that this has been done before test materials are shipped to vendor.

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CRCT-M CONTACT INFORMATION: GCA Contacts

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

Amanda Ferster, CRCT-M Program Manager

– Phone: (706) 542-6606– E-mail: aefers@uga.edu

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CRCT-M CONTACT INFORMATION:

Georgia Department of Education

August Ogletree, CRCT-M Assessment Specialist

– Phone: (404) 463-6675– E-mail: aogletree@doe.k12.ga.us

Tony Eitel, Assessment Administration Director– Phone: (404) 656-0478– E-mail: aeitel@doe.k12.ga.us

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Questions?

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