PRINCIPALS BUILDING LEVEL TEST COORDINATORS

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PRINCIPALS / BUILDING LEVEL TEST COORDINATORS

• May 3, 2006
• Westwood MS
• Videoconference Lab

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DATES

• See handout.

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D DATES
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adDitional DATES

• TEST DISAGGREGATION
• Monday, August 14th PM for elementary schools
• Tuesday, August 15th AM for middle/high schools
• UHS Media Center

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FILE FOLDER

• Additional Materials Order Form
• Copy of WESTEST Secure Materials Tracking Form
• Copy of CTB Packing List for Secure Shipment
• Notification of Home-Instructed Students to be
  tested at your school
• Documentation of IEP Accommodations memo

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FORMS
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FORMS

• Notebook
• Section 5

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School Security Checklist
Check received column
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Place Student Label Here
Student completes this information.
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Bio-Grid The Bio-Grid is completed only for
students who do not have a pre-slugged
label. The Bio-Grid should be completed by the
Principal/Building Level Coordinator. The WVEIS
number must be correct.
Check to make sure students have not filled in
these bubbles
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Group Information Sheet
Transfer the teacher name, grade level and number
tested to the School Group List. The GIS is
placed under the Stack Cover Card of the first
bundle for an Examiner or Grade Level.
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Stack Cover Card

• The Stack Cover Card requires the following
  information
• Teacher Name
• County Number (0 placed before the county two
  digit code)
• School Number 3 digits
• Grade grade level tested
• Bundle/Stack _of X (X being the total number of
  bundles for that grade level or teacher)
• Total number of students listed on the GIS (total
  number in all bundles for that grade or teacher)
• Total number of test booklets in THIS Bundle

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The School/Group List

• Use only one SGL per school
• Place in Box 1
• The names on the SGL must match the names on the
  GIS exactly.
• Home Instructed Students will be listed on a
  separate (Home Instructed) SGL.
• Non-Public Schools will be listed on a separate
  (Non-Public) SGL

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Group Information Sheet GIS
School Group List SGL
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TEST COORDINATORS KITSchool Folder
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SCHOOL ENCLOSURES

• 1 WVDE Cover Letter
• Poster School Instructions for Returning Test
  Materials to CTC (green)
• Security Checklist Instructions (pink)
• 1 Barcode Label Instruction Page
• School Group List(s)(SGL) 3 per school
• Group Information Sheet (GIS) one per five
  students
• Pre-coded Barcode Labels for all students in
  schools WVEIS file
• Return shipping labels for school use

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TESTS TO SCHOOLS

• Friday, May 5th
• Test Delivery by Van, Truck

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SCHOOL SECURITY CHECKLISTPrincipal/BLTC Role

• Locate the official triplicate
• School Security Checklist in Box 1
• of your test shipment and
• complete the following steps.

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STEP 1, 2, 3

• Open the banded bundles of test booklets.
• Verify that all the test booklets are in
  sequential barcode order (e.g., 00000-01,
  00000-02, etc.).
• Verify that the barcode numbers printed on the
  test booklets match the numbers listed on the
  packing list (located in Box 1 of your school
  shipment).

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STEP 4, 5, 6

• On the Security Checklist, place checkmarks in
  the received column as appropriate to verify
  receipt of each test booklet.
• Document any barcode discrepancies on the
  Security Checklist.
• Notify the CTC immediately of any discrepancies.

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UNOFFICIAL SECURITY CHECKLIST

• A xeroxed UNOFFICIAL copy of your schools
  security checklist can be found in the manila
  envelope inside Box 1 of your secure shipment.
  This may be used to generate class rosters for
  the Examiner.
• The OFFICIAL triplicate original of your schools
  security checklist must remain in the hands of
  the Building Level Test Coordinator.

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LABELS / BOOKLET NUMBERS

• Once you have finalized your testing groups,
• you are ready to affix Student Barcode Labels
• to test booklets. Booklet by booklet, place
• the student label on the allotted space on the
• booklet cover then write the students name
• on the OFFICIAL School Security Checklist
• beside the assigned booklet number. Use
• consecutive booklet numbers for students
• within a single testing group.

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NOTES

• Use the Security Checklist procedure for any
  teacher/examiner who must read aloud to students.
  Place the name of the teacher/examiner in the
  student name box on the Security Checklist.
  Use the same check in check out procedure for
  this test booklet.

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NOTES

• Complete the Bio-Grid information on the inside
  cover of the test booklet for any student not
  having a pre-slugged label. Record the test
  booklet number assigned to the student on the
  Security Checklist.

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NOTES

• Prepare a class packet per examiner
• Examiners Manual
• Math manipulatives
• Test booklets
• DO NOT DISTURB sign
• Extra pencils, erasers
• Scratch paper
• Testing Irregularity Sheet
• Testing Roster

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ON TEST DAYS . . .

• Distribute tests to examiners each day.
  Examiners should initial the Check Out column on
  the checklist.
• Remind of Do not copy/disclose/ allow to be
  disclosed rule.
• Collect booklets for absent examinees shortly
  after testing begins.
• Collect materials and store within a locked,
  secure central location after daily testing.
• Initial the Check-In column on the checklist
  when examiners return test booklets daily.

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PLEASE NOTE

• The Principal/Building Level Test Coordinator
  maintains the Security Checklist during test
  administration. Do NOT distribute the official
  Security Checklist to examiners.

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PREPARING BUNDLES FOR RETURN

• A Principal/BLTC Responsibility

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STEP 1 (TCM P.21)

• Separate the completed and partially completed,
  from the unused test booklets.
• Verify return of all test booklets from each
  examiner.
• Make sure the numbers listed on the School
  Security Checklist match the test booklets
  returned from examiners.
• All discrepancies must be resolved before
  materials are returned to CTC.
• NEW Verify with examiner that no invalid
  bubble has been filled in unnecessarily.

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STEP 2 (TCM P.21)

• Complete the Group Information Sheet (GIS) and
  transfer information to School/Group List (SGL)
• Teacher Name
• students tested
• Grade level tested

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STEP 2 (contd) (TCM P.21)

• Note that the GIS dictates the level of TestMate
  Clarity aggregation.
• If you want to generate reports by GRADE
  only, list the Grade Level (e.g. Grade 3) in lieu
  of Teachers Name. If you want to generate
  reports by class groups within grade, fill in the
  Teachers name last name first, space, first
  initial.

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STEP 3 (TCM P.21)

• Transfer the information from each GIS form to
  the School/Group List (SGL) EXACTLY as written
  and bubbled in on the GIS.

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STEP 4 (TCM P.22)

• Stack test booklets in groups of 10 or less by
  grade level or by teacher. Include regular-sized
  test booklets containing the transcribed student
  responses from large-print booklets.

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STEP 4 (contd) (TCM P.22)

• For each stack, insure that
• Booklets are all the same grade level
• Spines are facing the same direction

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STEP 5 (TCM P.22)

• Place a completed stack cover card on top of each
  stack.

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STEP 5 (contd) (TCM P.23)

• Make sure each stack cover card contains the
  following
• Teachers Name last name first, followed by
  first initial
• County Number 056
• School Number
• Grade Grade level tested
• Bundle/Stack ___ of ___ (Number 1 of X, 2 of
  X, etc with X the total number of bundles
  for that grade level or teacher (as per GIS)

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STEP 5 (contd) (TCM P.23)

• Total number of students listed on the GIS
  check that this number is the total of test
  booklets in ALL bundles for that GIS (grade level
  or teacher)
• Total number of test booklets in this bundle
  check that this number is the total of test
  booklets in THIS individual bundle for the
  pertinent grade level or teacher

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STEP 6 (TCM P.23)

• Insert the completed GIS under the Stack Cover
  Card in the first bundle for the grade
  level/teacher.

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STEP 7 (TCM P.23)

• Secure each bundle with one horizontal and one
  vertical band. Use only bands provided by
  CTB/McGraw-Hill.

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STEP 8 (TCM P.23)

• Place marked bundles in the CTB/McGraw-Hill
  boxes.
• Keep each grade level / teachers bundles
  together in the box(es).
• Bundle 1 of X is placed on top of the stacks
  for that grade level / teacher.
• Keep grade level bundles grouped together and
  packed in the same box(es) if possible.

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STEP 9

• One School/Group List is generally needed for
  each school.
• Do not include Homeschooled students booklets on
  your schools GIS and SGL. Simply place them
  used or unused along with the unofficial
  Homeschool Security Checklist in the ziploc bag
  they arrived in and place the bag in Box 1 or
  your return shipment.
• Bundle 1 of X is placed on top of the stacks
  for that grade level / teacher.
• Keep grade level bundles grouped together and
  packed in the same box(es) if possible.

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STEP 10 (TCM P.23)

• Place all unused test booklets and all
  large-print test booklets sorted by grade level
  in CTB/McGraw-Hill boxes.
• Unused test booklets do not need to be bundled.
• If unopened, keep test booklets banded.

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STEP 11 (TCM P.23-4)

• Fill in all information on the green, yellow and
  pink labels.
• Green labels for public schools / yellow for
  non-public are placed over the CTB/McGraw-Hill
  shipping label.
• Pink labels for unused test booklets are placed
  over the CTB/McGraw-Hill shipping labels.

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Numbering Boxes
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STEPS 12/13 (TCM P.24)

• Boxes are NOT to be sealed by the
  principal/building level test coordinator.
• Keep a copy of the School Security Checklist,
  School Group List, school rosters, and Test
  Irregularity Sheets.

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STEPS 14/15 (TCM P.24)

• Shred all scratch paper, as it is considered
  secure.
• Prepare unsealed boxes to the County Test
  Coordinator with the following
• School Security Checklists (top and middle
  copies)
• Test Irregularity Sheets
• School Group List (submit original).

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TEST RETURN PROCEDURE

•  Call Jos or me on Monday, May 22nd to identify
  the date you project that you will be completely
  finished with WESTEST materials. All WESTEST
  materials MUST be back in the Warehouse by 300
  PM Thursday, May 25th unless you have notified
  Jos of a need to extend the deadline for your
  school.
• We will schedule a pickup with Chuck and notify
  you of the approximate time
•  
•                

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REMEMBER . . .

• As anxious as you will be to rid your school of
  WESTESTs, we will be readier, more willing and
  more eager to relieve you of them! Unless you
  must, dont wait until 300 PM on the 25th.

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TEST RETURN CONSIDERATION

•    If your school received 3 or fewer cartons,
  please consider delivering them back to the
  Warehouse after calling Jos or me to notify us of
  the date/approximate time you plan to do so.

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WESTEST FAQsFrequently Asked Questions

•   http//westest.k12.wv.us/faq.htm

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COUNTY PACKING SLIP

• Found in Box 1
• Return in Box 1

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ADDITIONAL MATERIALS

• CTB materials Tests, student barcode
• labels, School Group Lists, Group Information
• Sheets, Stack Cover Cards . . . request from
• Betsy using Additional Materials Order Form2
• Only the CTC should call the CTB/
• McGraw-Hill West Virginia customer
• Service line with requests for additional
• materials or questions.

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CTC RESPONSIBILITY

• Prior To May 11, contact each Building Level Test
  Coordinator to ensure that you have sufficient
  quantities to administer the tests.

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CONFIRMATIONWESTEST ACCOMMODATIONS

• Underline
• Refused
• Signature

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CONFIRMATION STEPS

• 2 copies WVS.326 Testing Option Report 1 for
  WESTEST Math Examiner, 1 for WESTEST R/LA
  Examiner
• PRE WESTEST Teacher reviews
• POST WESTEST Teacher codes each accommodation
  listed for each child supervised during testing

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CONFIRMATION STEPS

• Principal/BLTC collects marked copies of all
  coded Testing Options Reports
• Return to Betsy with test booklets
• I will duplicate, return a copy to you, keep a
  copy in my file, and provide a copy to Patty
  Benedum.
• WHY ?? OEPA monitoring and Special Ed. Continuing
  and Focused Monitoring Process

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CONFIRMATION CODES

• Student Name Underline name(s) of students to
  whom (s)he administers WESTEST
• Circle accommodations provided
• Asterisk accommodations not provided
• Write REFUSED for accommodation child refuses to
  accept
• Examiner Signature with legible signature/date of
  test administration on bottom of report

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BUT . . .

• (New) Discrepancy Reporting

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Student Counts ReceivedvsStudent Counts Reported

• If the student test booklets received differ
  from the student counts reported on the SGL/GIS
  sheets, the CTB Scoring Project Manager will fill
  out a discrepancy report and email it to the CTC,
  with a copy of the SGL and a list of the students
  processed a copy will be forwarded to WVDE. CTB
  will expect resolution within 2 days and then
  proceed to process the students.