TEST COORDINATOR’S MANUAL Spring 2015ocs.archchicago.org/Portals/23/Accreditation... · exclude these students’ test results from school summaries. Students considered Limited

TEST COORDINATOR’S MANUAL Spring 2015

Archdiocese of Chicago

Elementary Administration

68364-15E

Developed and published by CTB/McGraw-Hill LLC, 20 Ryan Ranch Road, Monterey, CA 93940-5703. Copyright © 2013 by CTB/McGraw-Hill LLC. All rights reserved. No part of this publication may be reproduced or distributed in any form or by any means, or stored in a database or retrieval system, without the prior written permission of the publisher. CTB is a registered trademark.

TerraNova, Third Edition, TerraNova, The Second Edition, and InView are registered trademarks of McGraw-Hill Education

Contents Schedule of Important Dates for the Spring 2015 Testing Program i Partners in Your Assessment Program A Message from the Archdiocese of Chicago Contract Team 1 Important Telephone Numbers for Shortages, Errors, and Reports 1 Message to Test Coordinators and Administrators Administrations – Mandated and Optional 2 Archdiocesan Policies Regarding Calculators and Special Populations 2 Reports 3 School Identification 3 2015 TerraNova Pre- and Post-Test Workshops 4 Testing Schedule 4 Test Materials to be Administered Mandated Grades 5 Optional Testing 6 Steps in the Assembly of Test Materials Step 1 Preparation for Testing 7 Step 2 Review Your Test Materials 8 Step 3 Distribute Test Materials 9 Step 4 Check Answer Documents 10 Physical Condition 10 Invalidation of Content Area 11 Student-identification Information 12 Special Coding in TerraNova Test Book 15 Special Coding of the Program Section 16 Step 5 Complete and Check Group Information Sheets 17 Step 6 Complete the School/Group List 19 Step 7 Prepare Answer Documents for Shipping 21 Step 8 Package and Ship Test Materials 22

Retention, Inventory, and Storage of Reusable Materials 24 Appendices Appendix A. Birth Date Error Notice 25 Appendix B. Coordinator’s Inventory 26 Appendix C. Office of Catholic Schools Test Security and Administration 28

Schedule of Important Dates for the Spring 2015 Testing Program

Please observe the following schedule so that CTB/McGraw-Hill may serve you most efficiently:

February 2, 2015 All test materials should have arrived at individual school buildings. Please complete your inventory of materials immediately upon receipt and report shortages to CTB at (800) 538-9547 option 1.

February 4, 2015 Pre-test webinar. February 23, 2015 Last day to order additional test materials

from CTB. Note: Shipment of materials after the

short/add materials window will be charged to the school.

February 23 – 27, 2015 Schools may administer Practice Tests (optional).

March 2 – March 13, 2015 March 9 – 13, 2015

Conduct scheduled testing for TerraNova, Third Edition and InView. Schools schedule online pickup of answer documents (see page 23).

March 13, 2015 Last day to assemble and package all answer documents for shipment to CTB. Documents will be picked up at the address where the test materials were delivered.

March 9 – 17, 2015 Answer documents to be picked up between 8:00 a.m. and 3:30 p.m. for shipment to the CTB Scoring Center.

April 10 – 20, 2015 Test reports to be delivered to schools. Please inventory all reports for every class and grade. Report any discrepancies to CTB at (800) 428-2669.

May 4 – 7, 2015 Post-test data analysis workshops to be held (times and locations to be determined).

i

Test Coordinator’s Manual Page 1

Partners in Your Assessment Program

A Message from the Archdiocese of Chicago Contract Team

We have designed this guide to help you organize and assemble the CTB test materials that will be sent to us for scoring. We have sequentially described the steps you should follow in checking and assembling test materials to ensure that your testing program is successful for students, teachers, parents, and schools.

If you feel this guide is not clear, or if there is additional information you need, please contact Dr. Jorge Peña [[email protected]; (312) 534-5289].

Important Telephone Numbers for Shortages, Errors, and Reports

To contact the Archdiocese of Chicago Contract Team at CTB:

By telephone: (800) 428-2669 By FAX: (831) 393-6902 All missing test reports must be called into CTB within 90 days. Schools will be charged after 90 days for any reprinting due to errors.

Representatives are available to customers from 10:00 a.m. to 6:30 p.m. Central Standard Time. CTB’s FAX is available 24 hours a day.

CTB’s Assessment Solutions Consultant for the Archdiocese of Chicago is Brian Bell at (630) 305-0613.

For shortages and to order additional test materials, please call Customer Services at (800) 538-9547 Option 1 by February 23, 2015.

for assistance

shortages and ordering additional materials

Page 2 Test Coordinator' s Manual

Message to Test Coordinators and Administrators

Mandated Administration:

The Archdiocese of Chicago Office of Catholic Schools (OCS) requires schools to administer TerraNova, Third Edition Multiple Assessments and InView tests to Grades 3, 5, and 7.

In all grades, InView must be administered before TerraNova.

Optional Administrations:

Testing at optional Grade KG - Schools may administer TerraNova, Third Edition Complete Battery.

Testing is optional for Grades 1, 2, 4, 6, and 8. Schools may administer TerraNova, Third Edition Multiple Assessments. In Grades 2–8, InView will also be given to help determine whether students are working up to their scholastic potential.

Archdiocesan Policies Regarding Calculators and Special Populations

Administration

This manual contains specific information necessary for the completion of student answer documents and Group Information Sheets, and for packaging completed materials for return to CTB’s Scoring Center. It is imperative that the directions for administration are followed exactly as written to ensure fidelity with testing procedures.

Calculators

• All Level 12 (Grade 2) testing – No calculators are allowed.

• No calculators may be used in Section 1 of the Math test for Levels 13 – 18 (Grades 3-8).

• Calculators may be used in Sections 2 and 3 of the Math test for Levels 13 - 18 (Grades 3 - 8).

Special Populations

Students who have an IEP who require oral reading or extended time will take the test with appropriate accommodations. Each student’s answer document should be coded with a Special Code (see page 16), which will exclude these students’ test results from school summaries.

Students considered Limited English Proficient (LEP) or students with English as a Second Language (ESL) should also have their answer documents coded to exclude them from summaries (see page 16).


Reports

After the tests have been scored at CTB, your school will receive the following:

• Online Reporting System — Access to online reports which include 2015 TerraNova results and three years of electronic longitudinal data.

• Premier Home Report — This report provides graphic displays of NP scores, with objectives-based results for all test subjects. Also includes the following: (1) Explanation of key assessment terms, (2) Activities based on individual student needs, (3) Web-based resources for use in the student’s home, (4) Translation Guides in the top ten most common ELL languages to aid parents in understanding the report. (1 copy).

• Cal-Stik Label — For use on permanent record file cards (1 copy). Grade 7 will receive two copies.

School Identification

Because there are common or similar school names within the Archdiocese, an additional level of identification to differentiate one school from another is required. Your school has been assigned a unique identification number and the school name has been abbreviated (if necessary) to fit within the school name grid of the Group Information Sheet. It is critical that the abbreviated school name and the five-digit school number code be used on the answer documents and Group Information Sheets at all grade levels in order to keep your reports together.


2015 TerraNova Pre- and Post-Test Workshops

Pre-Test Workshops (Registration is not required)

Date Day Time Location

February 12, 2015 Thursday TBD Webinar

Post-Test Workshops (Registration Deadline: May 1, 2015) Attendance is Required of All Elementary Schools

Date Day Time Location

May 4, 2015 Monday TBD TBD

May 5, 2015 Tuesday TBD TBD

May 6, 2015 Wednesday TBD TBD

May 7, 2015 Thursday TBD TBD

Testing Schedule All schools must use this schedule.

Test Dates March 2 March 3 March 4* March 5 March 6

Subtest InView Principal’s

Choice: Science Principal’s

Choice: Social Studies

and Reading Reading Language or or Math Math


Test Materials to be Administered Mandated Grades

For all students to receive the full range of available scores, it is essential the following test levels be used:

Grade Description Code # 3

TerraNova, Third Edition Multiple Assessment Test Book, Level 13 Form G TerraNova, Third Edition Multiple Assessment Pre-Packaged Punch-outs

54738-02 54936-00

TerraNova, Third Edition Multiple Assessment Test Directions, Level 13 Form G 54749-02 TerraNova, Third Edition Practice Activities, Level 13 Form G 54776-00 TerraNova, Third Edition Practice Directions, Level 13 Form G 54783-00 InView Test Book, Level 1 54150-02 InView Test Directions, Level 1 54160-00 InView Practice Test, Level 1 54156-00 InView Practice Test Directions, Level 1

54162-00

5

TerraNova, Third Edition Multiple Assessment Test Book, Level 15 Form G TerraNova, Third Edition Multiple Assessment Pre-Packaged Punch-outs

54740-02 54936-00

TerraNova, Third Edition Multiple Assessment Test Directions, Level 14-15 54750-02 TerraNova, Third Edition Practice Activities, Level 15 Form G 54777-00 TerraNova, Third Edition Practice Directions, Level 15 Form G 54784-00 InView Test Book, Level 2 54151-00 InView Test Directions, Level 2-6 54161-00 InView Practice Test, Level 2 54157-00 InView Practice Test Directions, Level 2-6

54163-00

7

TerraNova, Third Edition Multiple Assessment Test Book, Level 17 Form G

54742-02

TerraNova, Third Edition Multiple Assessment Pre-Packaged Punch-outs 54936-00 TerraNova, Third Edition Multiple Assessment Test Directions, Level 16-18 Form G 54751-02 TerraNova, Third Edition Practice Activities, Level 17 Form G 54778-00 TerraNova, Third Edition Practice Directions, Level 17 Form G 54785-00 InView Test Book, Level 3 54152-00 InView Test Directions, Level 2-6 54161-00 InView Practice Test, Level 3 54157-00 InView Practice Test Directions, Level 2-6

54163-00


Optional Testing:

Grade Description Code # K TerraNova, Third Edition Complete Battery Test Book, Level 10 Form G 54805-02 TerraNova, Third Edition Complete Battery Test Directions, Level 10 Form G 54817-02 TerraNova, Third Edition Practice Activities, Level 10 Form G 54760-00 TerraNova, Third Edition Practice Directions, Level 10 Form G 54767-00 1 TerraNova, Third Edition Multiple Assessment Test Book, Level 11 Form G 54736-02 TerraNova, Third Edition Multiple Assessments Test Directions, Level 11 Form G 54747-02 TerraNova, Third Edition Practice Activities, Level 11 Form G 54774-00 TerraNova, Third Edition Practice Directions, Level 11 Form G 54781-00 2 TerraNova, Third Edition Multiple Assessment Level 12 Form G 54737-02 TerraNova, Third Edition Multiple Assessment Level 12 Test Directions 54748-02 TerraNova, Third Edition Multiple Assessment Practice Activities, Level 12 54775-00 TerraNova, Third Edition Multiple Assessment Practice Directions, Level 12 54782-00 InView Test Book, Level 1 54150-02 InView Test Directions, Level 1 54160-00 InView Practice Test, Level 1 54156-00 InView Practice Test Directions, Level 1 54162-00 4 TerraNova, Third Edition Multiple Assessment Test Book, Level 14 Form G 54739-02 TerraNova, Third Edition Multiple Assessment Pre-Packaged Punch-outs 54936-00 TerraNova, Third Edition Multiple Assessment Test Directions Level 14-15 Form G 54750-02 TerraNova, Third Edition Practice Activities, Level 14 Form G 54777-00 TerraNova, Third Edition Practice Directions, Level 14 Form G 54784-00 InView Test Book, Level 2 54151-00 InView Test Directions, Level 2-6 54161-00 InView Practice Test, Level 2-6 54157-00 InView Practice Test Directions, Level 2-6 54163-00 6 TerraNova, Third Edition Multiple Assessment Test Book, Level 16 Form G 54741-02 TerraNova, Third Edition Multiple Assessment Pre-Packaged Punch-outs 54936-00 TerraNova, Third Edition Multiple Assessment Test Directions, Level 16-18 Form G 54751-02 TerraNova, Third Edition Multiple Assessment Practice Activities, Level 16 54778-00 TerraNova, Third Edition Multiple Assessment Practice Directions, Level 16 54785-00 InView Test Book, Level 3 54152-00 InView Test Directions, Level 2-6 54161-00 InView Practice Test, Level 2-6 54157-00 InView Practice Test Directions, Level 2-6 54163-00 8 TerraNova, Third Edition Multiple Assessment Test Book, Level 18 Form G 54743-02 TerraNova, Third Edition Multiple Assessment Pre-Packaged Punch-outs 54936-00 TerraNova, Third Edition Multiple Assessment Test Directions, Level 16-18 Form G 54751-02 TerraNova, Third Edition Multiple Assessment Practice Activities, Level 18 54778-00 TerraNova, Third Edition Multiple Assessment Practice Directions, Level 18 54785-00 InView Test Book, Level 4 54153-00 InView Test Directions, Level 2-6 54161-00 InView Practice Test, Level 2-6 54157-00 InView Practice Test Directions, Level 2-6 54163-00


Preparation for Testing

Announce and post the testing schedule provided by OCS to the school community no later than February 27, 2015. Communicate the purpose of the TerraNova testing to all school stakeholders.

Review the Examiner’s Manuals and Test Directions for Teachers for all tests and levels and become thoroughly familiar with their contents.

Scheduling the test: the principal shall adhere to the test schedule developed by OCS to ensure fidelity with test administration procedures.

Conduct a workshop with teachers to familiarize them with test administration. Administer the appropriate practice tests prior to the actual testing. Careful checking of

the practice tests will identify those students who may need extra help with the mechanics of taking tests.

Gather your materials: • several No. 2 pencils with erasers for each student • a sufficient number of test books • a sufficient number of answer sheets if the students are using reusable test books • appropriate Examiner’s Manuals and Test Directions for Teachers • Group Information Sheet(s) and Test Book Envelopes • a Do Not Disturb sign (not furnished by CTB) • a watch or clock with second hand (a stopwatch is recommended) • scratch paper

If your school is NOT using barcode labels, please follow these directions (see pages 12-13 for more information regarding barcode labels): • If students are able to complete the student-identifying information themselves, draw a

model of the answer document’s front cover on the chalkboard to guide them in completing the form. See page 13 of this guide for a sample answer document.

• If students are not able to complete the student-identifying information themselves, complete all the student-identifying information, including correct birth dates, on the answer documents prior to distributing them.

Administer tests in the predetermined order. InView should be administered before TerraNova.

For the Multiple Assessments extended responses, students may either write or print their answers.

Create a process for the distribution and collection of test materials during each day of testing. Test materials must not be left in classrooms overnight during test administration but must be securely stored in a site approved by the principal.

Step 1


Review Your Test Materials

These instructions will explain the procedures for completing the documents necessary for securing, distributing, and returning the Archdiocese of Chicago test materials to CTB and ensuring accurate reporting of the test results. Please read these directions carefully before distributing any test materials to the teachers.

The following items should be noted:

• We use the term “School Test Coordinator” to refer to the person who will be responsible for receiving test materials from CTB before testing, distributing the materials to the teachers/test administrators, collecting the materials after testing, and returning the materials to CTB. The School Test Coordinator is the Principal or Assistant Principal and is responsible for communication between CTB and the schools.

• The Principal is responsible for the timely submission of test materials for scoring and an informative distribution of test results to students, parents, and faculty.

• Inventory and check test materials immediately upon receipt. Please use the packing slip to carefully check the shipment. If you discover any shortages, incorrect shipments, or if you have late additions, promptly contact our Customer Service Department at (800) 538-9547, Option 1. Please note that for any orders placed after February 23, your school will be charged for any expedited shipping needed to insure test materials arrive in time for testing.

• Save the sturdy boxes in which test materials were shipped so that you can use them to return answer documents to CTB.

• Review and verify all student biographical information on the student answer documents (see pages 12-16).

• If, after reading these instructions and the enclosed information, you have any questions about the test materials or the instructions for organizing and returning the materials to CTB, please call (800) 428-2669 between the hours of 10:00 A.M. and 6:30 P.M. (Central Time), Monday through Friday. CTB uses a voice mail system to record messages at other times. We will respond to those calls during our regular business hours.

Step 2


Distribute Test Materials

Shortly before the testing date, distribute the practice tests, test books, and answer sheets (if used), pre-coded Group Information Sheets, and Test Book/Answer Sheet Envelopes to the examiners who will be administering the test.

When you distribute these…. do this:

Answer Sheets and Test Books

Distribute answer sheets (if used) and test books in appropriate numbers to each class.

Group Information Sheets (GIS)—scannable documents that are submitted to CTB with each set of answer documents to be scored and reported as a single group School/Group List (SGL) —document to check the information used to group the answer documents (one per school)

Distribute Group Information Sheets to each class to be completed by the teachers. Distribute one School/Group List for each school to be completed by the School Test Coordinator.

Test Book Envelopes—used with the GIS and the SGL to group answer documents for scoring

Note: If you need additional Group Information Sheets and/or School Group Lists, please call (800) 428-2669. Do not photocopy any documents. If you need additional Test Book envelopes, please call (800) 538-9547, Option 1.

Note: For information on administering the tests, please refer to the appropriate Test Directions.

Step 3


Check Answer Documents

Immediately after the testing session, the examiner collects the test documents from the students and checks the physical condition, including dark, clear marking. Then the documents are checked for accurate student-identification information, and non-valid tests are identified.

Physical Condition There are some conditions that interfere with the electronic scoring process. Please check documents that are to be machine-scored for the following:

If you find this…. do this:

scratch paper tape of any kind Post-it™ Notes staples pins paper clips

Remove them.

light marks

incomplete erasures

stray marks

Erase inappropriate marks or make marks heavier as needed. Principal must approve this process to ensure the integrity of testing procedures.

bent corners folds in document creases in document paper damaged by erasures ripped or torn sheets

Copy the filled-in circles onto a clean, unused document. Use a No. 2 pencil only. Use a soft eraser. Mark responses with solid, dark, filled-in circles.

Note: Please carefully count test documents to ensure that a document has been collected from each student who was tested.

Step 4


Invalidation of Content Area Students should mark only one response for an item and should erase completely any responses they do not want. If a student is obviously marking answers randomly or marking multiple answers, treat the student’s work for that content area as invalid.

Special circumstances, interruptions, or distractions that affect individual or group performance can result in invalid student books. Students who experience sudden illness or become unduly disturbed by the testing situation should have their student books and/or answer sheets marked as invalid for that content area (for example: Science, Social Studies, or Mathematics).

To invalidate a student book or answer sheet, fill in all answer choices for questions 1 through 5 of the content area. Please note that the entire content area (for example: Science, Social Studies, Mathematics) will be invalidated. It is not possible to invalidate only one part of a content area.

Absentees Do not return answer documents for students who were absent. Blank student books may be used in future administrations.


Student-identification Information Check the student-identification information on all barcode labels and student answer documents. This information should have already been filled in during the test administration or by the CTB Precoding Service. Review the data for accuracy and check all handwritten entries for legibility. All marks should be solid and dark.

Place the barcode label in the space labeled “Place Student Label Here.” Do not place any other labels here or it will delay processing. Discard any unused barcode labels. If the precoded data on the barcode label is inaccurate, discard the label and manually bubble the student-identifying information directly onto the answer document. The student barcode label overrides any biographical information that is bubbled.

Any information bubbled in the Program/Accommodations sections will override the barcode. New IEPs (identified after January 16, 2015) must be bubbled directly on the answer document.

Please note: If the student’s birth date is left blank or is misbubbled, no InView scores will be reported. See Appendix A for examples.

Place only barcode labels in the area marked “Place Student Label Here”. DO NOT PLACE ANY OTHER LABELS IN THIS AREA AS THIS WILL CAUSE DELAYS DURING PROCESSING.

Sample Answer Document



Below is a sample of the student data grid from the answer document. Use it and the explanations on the following page to check the answer documents. You will only need to manually bubble the entire student answer document if (1) a barcode label is not available for a student, or (2) any precoded data on the barcode label is incorrect (with the exception of the Teacher Name, School Name, and District since those fields are not actually bubbled on the document and are not scanned).

Completing Demographic Information If a barcode label was not included for a student or if any information on the barcode label is incorrect, then you must complete the demographic information inside the front cover of the test book. For enhanced accuracy, Test Administrators should complete the student identification information for each student prior to test administration.

3

4

1

2

5


6 7 8

9


When you check this…. look for this:

Student’s last name, first name, and middle initial

Letters must be printed, one per box, above the lettered circles. Under each box, the circle with the same letter must be filled in.

Teacher’s name, name of the school, and the school district

Fill in Teacher Name. Print school name and school number (see Appendix C). For District, write your school’s Vicariate number and the Deanery letter (e.g., III-C).

Student’s birth date

The date of birth must be printed in the boxes and the corresponding circles filled in. (If the “day” is not a two-digit number, the number should be preceded by a zero.) If the birth date is omitted, or mis-bubbled, no CSI score will be available. See Appendix A.

Gender and Grade Fill in the circle corresponding to the student’s gender and grade level.

Special Codes

See next page for coding requirements. Special coding is not completed on InView documents.

Ethnicity/Race Fill in the circle corresponding to the student’s Ethnicity, also fill in the bubble for student’s Race.

Home Language Refer to Table 1 on page 8 in the Test Directions for Teachers book instructions and the language codes.

Program Fill-in ONLY IF requirements for providing students with Testing Accommodations are met. Carefully follow all instructions on the next page.

Testing Accommodations There is no coding requirement for the Testing Accommodations and Program Sections this year.

1

2

3

4

5

7

6

9

8


Special Coding in TerraNova Test Book

All schools are required to fill-in the Special Codes grid found in the student answer document, per the instructions below.

• Columns K, L, M, and O are reserved for Archdiocesan use only.

Complete ONLY When It Applies to the Student

Column K – Student is included in the Chicago Title I Program

1 = Yes

Column L – Student received a Caritas Scholarship

1 = Yes

Column M – Student received an Access Scholarship

1 = Yes

Complete for EVERY Student

Column O – Student attended any school in the Archdiocese of Chicago for three years or more (Can involve more than your school; e.g., a student who just enrolled this year in your school and previously attended a different Catholic school in the Archdiocese of Chicago for two years would be coded “yes”.) 1 = Yes 2 = No


Special Coding of the Program Section

IMPORTANT: If a student is taking the TerraNova under standardized conditions (i.e., no testing accommodations), do NOT fill-in any bubble in the Program or Testing Accommodations sections of a student’s test book.

Program Section: Section 8 of the Inside Front Cover of the Test Booklet

• Mark IEP if the student’s qualifying documentation is an ICEP or IEP.

• Mark 504 if the student has a qualifying 504 Plan.

• Mark LEP/ELL if the student has qualifying documentation for LEP or ELL.

• Do NOT mark both the IEP bubble and the 504 bubble.

Any information bubbled in the Program/Accommodations sections will override the barcode. New IEPs (identified after January 16, 2015) must be bubbled directly on the answer document.

If a principal has serious concerns about the appropriateness of administering the TerraNova under standard testing conditions for a particular student, contact Judy Doyle ([email protected]) or Dr. Jorge Peña ([email protected]).


Complete and Check Group Information Sheets

The Group Information Sheet (GIS) provides data that will appear on your reports. It is essential that a complete and accurate GIS be placed on top of each stack of answer documents whose scores are to be reported together. One GIS is to be used for each group. Some information has already been filled in (pre-coded). Some information must be hand-entered by the teachers. Please review both the pre-coded and hand-entered materials for accuracy.

The test given in the mandated grades 3, 5, and 7 will be TerraNova, Third Edition Multiple Assessments.

The test given in the optional grades 1, 2, 4, 6 and 8 will be TerraNova, Third Edition Multiple Assessments.

Note: The ONLY exception to this is that Grade K students have the option to test with TerraNova, Third Edition Complete Battery, Level 10.

Step 5

Sample Group Information Sheet



TEACHER NAME The teacher’s last name must be printed in the boxes, and then the first name or initial, if needed. Under each box, the circle with the same letter must be filled in.

SCHOOL NAME The school name has been precoded.

NUMBER STUDENTS TESTING

GRADE

The number of students whose answer documents are grouped with the GIS must be printed in the boxes and the corresponding circles filled in.

The circle that shows the grade of the students being tested should be filled in.

ORGANIZATION NAME ELEMENT/DIST. NAME SO # STATE

Organization Name, Element/ District Name, SO #, and State have been pre-coded.

SPECIAL CODES

This has been pre-coded with your school identification number.

TEST TYPE

Look here to find appropriate GIS to use for each group.

MA = Multiple Assessments

CB = Complete Battery (Gr K Only)

Note: After a GIS has been checked for accuracy, place it on top of the students’ answer documents. Then, put the GIS and the answer documents in the appropriate envelope. When more than one envelope is needed, number them 1 of 2, 2 of 2, etc. Be sure to put the GIS in the first envelope only.

It is not necessary to alphabetize these answer documents, but it can be helpful to ensure you’ve accounted for each student.

1

2

3

4

5

6


Complete the School/Group List

Fill out one School/Group List for grades that took TerraNova, Third Edition Multiple Assessments and a separate SGL for any Gr K that took TerraNova, Third Edition Complete Battery.

The School/Group List is CTB’s way of ensuring that we have received all groups of answer documents. Every Group Information Sheet completed must have an entry on the appropriate School/Group List. Fill in information on the School/Group List as instructed on the following page. Keep a photocopy of the completed document for your records.

Step 6

CHICAGO ARCH

MIKE SMITH 8 27

6 7

Sample School/Group List

Deanery

MULTIPLE ASSESSMENTS



DISTRICT/ELEMENT NAME

Deanery has been pre-coded.

SCHOOL The school name has been pre-coded. Make sure the school name is written as it appears on each Group Information Sheet.

CTB SCHOOL NUMBER The school number has been pre-coded.

CONTACT PERSON

PHONE NUMBER

Please provide the School Test Coordinator’s name and phone number.

TEACHER

GRADE

NUMBER TESTED

List each group by the name shown on its Group Information Sheet—typically the course teacher’s name. For each group, write the grade and the number of students tested, which should match what is filled in on the corresponding Group Information Sheet. Include ALL students in this count. Do not exclude students coded in the “Programs” section of the answer document.

TEST TYPE

Look here to find the appropriate SGL to use for each grade.

AREA OR REGION

Vicariate–Deanery number is pre-coded.

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2

4

5

3

6

7


Prepare Answer Documents for Shipping

Below are the steps that must be taken to prepare answer documents for shipment to the CTB Scoring Center. To ensure that your test reports give you the full range of information they are designed to provide, proper completion of these steps are essential. Failure to follow these directions may cause a delay in processing your answer documents.

Follow these guidelines…

For Gr K CB test books and Gr 1 – 8 Multiple Assessment books

Test books should be alternated as shown and grouped by teacher. It is not necessary to alphabetize documents. Place a Group Information Sheet on top of teachers’ test books. Place the Group Information Sheet with the corresponding test books in the envelope(s) provided. When more than one envelope is needed, number them 1 of 2, 2 of 2, etc., as illustrated.

Note: For Grade K, there are no InView test books at Level 10, only TN3 Complete Battery test books.

Step 7

1

GROUP INFORMATION SHEET

Mary Adam’s TN Test Book

Mary Adam’s InView Test Book

Sue Smith’s TN Test Book

Sue Smith’s InView Test Book

InView

Test Book

Test Book

Test Book

Test Book

Test Book

Test Book


Package and Ship Test Materials

When all the test materials have been returned to and checked by the School Test Coordinator, the materials should be packaged according to the following guidelines to ensure safe shipment. All completed answer documents, Group Information Sheets, and School/Group Lists are to be returned to CTB via courier service. All reusable test books, Examiner’s Manuals, Test Directions for Teachers, and unused answer documents are to be inventoried and stored in a secure location at the school.

Follow these guidelines…

Obtain shipping cartons.

Use corrugated cardboard cartons that are sturdy and dry. The boxes in which testing materials were delivered to you are ideal. Ensure that labels and other markings have been removed or covered. If using CTB cartons, ignore directions preprinted on these boxes.

Place all envelopes in cartons.

Stack the envelopes flat in the cartons. Place the TerraNova, Third Edition Multiple Assessments School/Group List (SGL) on top of the envelopes, or, if there are multiple boxes for a school, on top of the envelopes in Box #1 for that school.

If a school is testing any Gr K students with TerraNova, Third Edition Complete Battery, please package those documents separately in an additional box.

Add packing materials to cartons.

Add enough packing material to hold the documents securely in place during transit. Then, seal each box tightly with packing tape.

Step 8

1

3

2


Attach shipping labels to cartons.

Attach or affix a shipping label to each carton. These labels were included with your test materials.

Mark the cartons.

Mark each carton with a unique number such as: “1 of 3,” “2 of 3,” “3 of 3,” etc.

Arrange for pickup.

1. You must go online to enter the box count of test materials requiring pickup. Using any Web browser for the Internet, go to http://programs.ctb.com/archdiochicago

2. Enter your School Number, Site Coordinator, and Email address. Then select the SEARCH button. This will direct you to the Request Pickup page.

3. To schedule a pickup, enter the number of boxes to be picked up in the assigned field.

4. After scheduled pickup submits, a confirmation page will appear and labels will be created for your boxes. While the labels are being created, you will see the following message on the screen: Please wait while we are creating the PDF labels. A pop-up screen will appear to save or to open and print the labels.

5. When the pop-up screen appears, select “open” and your labels will be ready to print. Select the print icon to print your labels. Tape a label to each box. The carrier driver will pick up your boxes the day after you have submitted the pickup request.

6. For shipments that are more than 21 boxes, enter the pickup information. A confirmation page will appear and a bill of lading will be created. Print the bill of lading and place it with all the materials scheduled for pickup. The carrier driver will pick up your boxes the day after you have submitted the pickup request.

7. Email confirmation will be sent after the order has been scheduled and the labels printed.

5

4

For questions regarding pickup of materials please contact Customer Service at (800) 538-9547 option 1.

6


Retention, Inventory, and Storage of Reusable Materials

1. Collect reusable test materials and group them together.

2. Ensure that test materials are in good order. Test books should be free of all pencil marks, drawings, and computations. Materials should be clean and neat.

3. Inventory and record the number of each of the reusable materials (refer to Appendix B).

4. Pack materials in sturdy boxes and seal securely.

5. Label contents on the outside of the boxes.

6. Store reusable materials in a secure place that is under your direct supervision. Test materials must NOT be available to school staff between testing sessions.


Appendix A. Birth Date Error Notice

The following are actual examples of birth date coding errors. CTB’s software will blank out the entire birth date if any of the following conditions exist. This will cause CSI and anticipated scores to be missing from reports.

Missed bubbling digit of the year

Both digits of year in one column

Three bubbles in one column

No month bubbled

No. 2 Pencil was not used to fill in bubbles.


Appendix B. Coordinator’s Inventory of TerraNova, Third Edition and InView Materials

Grade Code Description

New Material Received from CTB

Sent to Class

Returned from Class

Current Inventory

1 54736-02 TerraNova, Third Edition Level 11 Form G Multiple Assessments Test Book

1 54747-02 TerraNova, Third Edition Level 11 Form G Multiple Assessments Test Directions

1 54774-00 TerraNova, Third Edition Level 11 Multiple Assessments Practice Activities

1 54781-00 TerraNova, Third Edition Level 11 Multiple Assessments Directions for Practice Activities

1, 2, 3 54936-00 TerraNova, Third Edition Levels 11–13 Multiple Assessments Pre-Packaged Punch-out Manipulatives





2, 3 54150-00 InView, Level 1 Test Book 2, 3 54160-00 InView, Level 1 Examiner’s Manual 2, 3 54156-00 InView, Level 1 Practice Test 2, 3 54162-00 InView, Level 1 Practice Test Directions 3 54738-02 TerraNova, Third Edition Level 13 Form G

Multiple Assessments Test Book





4, 5 54750-02 TerraNova, Third Edition Levels 14–15 Form G Multiple Assessments Test Directions

4, 5 54936-00 TerraNova, Third Edition Levels 14–15 Multiple Assessments Pre-Packaged Punch-out Manipulatives


Grade Code Description

New Material Received from CTB

Sent to Class

Returned from Class

Current Inventory

4, 5 54777-00 TerraNova, Third Edition Levels 14–15 Multiple Assessments Practice Activities

4, 5 54784-00 TerraNova, Third Edition Levels 14–15 Multiple Assessments Directions for Practice Activities

4, 5 54151-00 InView, Level 2 Test Book

4, 5, 6, 7, 8

54161-00 InView, Levels 2–6 Examiner’s Manual

4, 5, 6, 7, 8

54157-00 InView, Level 2–6 Practice Test

4, 5, 6, 7, 8

54163-00 InView, Level 2–6 Practice Test Directions



6, 7, 8 54751-02 TerraNova, Third Edition Levels 16–18 Form G Multiple Assessments Test Directions

6, 7, 8 54778-00 TerraNova, Third Edition Levels 16–18 Multiple Assessments Practice Activities

6, 7, 8 54785-00 TerraNova, Third Edition Levels 16–18 Multiple Assessments Directions for Practice Activities

6, 7, 8 54936-00 TerraNova, Third Edition Levels 16–18 Multiple Assessments Pre-Packaged Punch-out Manipulatives

6, 7 54152-00 InView, Level 3 Test Book 7 54742-02 TerraNova, Third Edition Level 17 Form G

Multiple Assessments Test Book


8 54153-00 InView, Level 4 Test Book Optional Complete Battery Testing -

Grade K

K 54805-02 TerraNova, Third Edition Level 10 Complete Battery Test Book

54817-02 TerraNova, Third Edition Level 10 Complete Battery Test Directions

54760-00 TerraNova, Third Edition Level 10 Complete Battery Practice Activities

54767-00 TerraNova, Third Edition Level 10 Complete Battery Practice Activity Directions


Appendix C Office of Catholic Schools

Test Security, Administration, and Test Results

The procedures outlined in the Test Security, Administration, and Test Results ensures that tests are administered with complete fidelity to administrative procedures. Establishing and maintaining test security and test administration ensures the reliability, validity, and absence of bias.

General Principles • The school principal has the primary responsibility to ensure test security. • All school staff shares in the responsibility to ensure maximum test security, following all policies and

procedures of the Office of Catholic Schools (OCS) and the test publisher. • All school staff works to ensure the security of all test materials before, during, and after test

administration. • No person may copy, reproduce, or paraphrase in any manner or for any reason any test materials

without the express written consent of the test publisher. • All test security breaches or test administration irregularities are to be reported within one business

day to the Director of School Improvement and Accreditation in the Office of Catholic Schools, Dr. Jorge Peña ([email protected]).

• Teacher and Staff Discussions. School faculty and staff should not discuss test items or specific content with each other as such discussions risk compromising test content and the integrity of test results.

• Attitude and Motivation. Schools and teachers shall promote a positive attitude with the standardized testing program to optimize student attitude and motivation as well as reduce test anxiety, which all affect student performance and testing/school experience. Emphasis should be on the purpose of the test and its value to helping student’s reaching his/her learning goals; not a test to “cram” or study to score high. Negative attitudes about testing generally or about the specific tests used are not acceptable in demeanor or in communications.

• Testing Environment. All reasonable measures should be taken to ensure that any classroom displays, posters, etc. do not aid students in taking the test. Additionally, principals, test coordinators, and teachers share in the responsibility to ensure the physical environment does not negatively affect student test performance (e.g., room temperature, any room or outside distractions, etc.).

• Administering Tests to Students. Teachers must follow all test administration procedures described by the test publisher and the OCS. Any questions should be directed to the principal and test coordinator to address. If the issue cannot be resolved locally, the school principal should contact the OCS within one business day. Students must be given the full amount of time allotted for testing. Students who finish a section early must sit quietly until the current section ends. Students may not read a novel work on school assignments between sections of the test.

• Monitoring Students During Testing. Teachers are to be actively monitoring and supervising students during all testing time. Teachers should not be preoccupied with other tasks during test administration (e.g., correcting papers, reading, writing, or browsing the Internet, etc.). Monitoring should be vigilant to discourage and detect any student cheating. If student cheating is suspected, teachers should address it immediately and, to the extent as possible, avoid distracting other students taking the test. Additionally, monitoring and communication should be done in such a manner that all students are expected to take tests with integrity and honor.


• Answering Student Questions During Testing. Teachers can assist students with issues concerning the mechanical aspects of marking answers and clarifying directions. However, teachers shall not indicate answers, point out the rationale of an item, or prompt students in any manner. Teachers are referred to test administration procedures from the publisher materials and Pre-Test Workshops.

• Supervising Classroom Testing. The principal and test coordinator should visit classrooms periodically during all test administrations to respond to any questions from teachers and to ensure all procedures are followed appropriately. If there is any question about the appropriateness of following testing procedures, the principal should contact the OCS within one business day.

• Answering Student Questions After Testing. Teachers shall refrain or otherwise minimize any discussion of specific test questions with students or among students. Rehashing questions may result in unintended negative consequences (e.g., raising test anxiety, unnecessary debates about one or more items, breach of test security because the test item becomes memorable, disruption or time waster, etc). Reviewing the ambiguity of a test item, item choices, tasks, or what the “correct” response is counterproductive, even if you as a teacher may have some concerns about the item.

Teachers

• Review Test Materials. All test materials should be reviewed to ensure that student name, birth date, grade level, school information, accommodation code, or exemption code, etc. are correct. Verification of all student identification and school information is accurate.

• Altering Student Responses. No student responses may be altered without the principal’s direct authorization and supervision. Any questions about the darkness of student response markings should be brought to the attention of the test coordinator and principal.

• Remove Stray Marks. Stray student marks on or near item options or tracking marks along the edge of a test book page or answer sheet should be erased only after notifying the principal and obtaining authorization (see page 10).

Principal and Test Coordinator

• Altering Student Responses. Student responses should not be altered in most circumstances. Sometimes student responses may not be dark enough for scanning machines to detect a student’s responses. Under such cases, the principal and test coordinator should review the materials and supervise any altering of student responses.

• Verify Class Information Sheets. Review/double check for accuracy and completeness, conferring with teachers on any corrections or missing information. Also, conduct an accounting of test booklets and other test materials needed for scoring on a per-envelope and per-classroom basis.

• School Information Sheet. Per test publisher instructions, complete, correct (if necessary) and review/double check for accuracy and completeness.

• Make and Retain Copies of All Shipping and Handling Forms. Copies of shipping/handling forms should be retained as a receipt until test reports are received.

• Shipping and Handling. Follow all shipping and handling instructions as specified by the test publisher.

• Packing and Pickup. Schools should have all post-administration processing, handling, and shipping responsibilities prior to the first pickup date on the testing program calendar in the Test Coordinator’s Manual. The principal should ensure that all boxes for pickup are stored in a secure area and can be easily located by authorized staff to oversee the pickup. A pickup receipt should

Page 30 Test Coordinator’s Manual

be retained along with the school’s shipping and handling forms.

• Other Test Materials. All reusable and unused test materials must be accounted for and secured in a locked location immediately following each test administration.

o Any consumable test materials (i.e., can be used once only) that have been marked in any way, including spoiled test materials, should be destroyed properly so it does not compromise of the test (e.g., shredding).

o A complete inventory update should be done to securely track all test materials and be prepared for the test material order the next school year.

o Testing manipulatives used during the current test administration should not be used for subsequent test administrations. However, teachers and students may opt to use them in the classroom or at home.

Receive, Review and Distribute Test Reports • Verify Receipt of Test Reports. Upon receiving testing reports, verify that all expected reports

were included in the shipment. Principals should notify the test publisher in a timely manner but no longer than thirty (30) days from receiving the shipment.

• Report Any Suspicious Results. Any potential testing irregularity or serious concerns with your test results should be reported to the OCS and the test publisher for further investigation. Such investigations cannot be done after ninety (90) days from the test scoring.

• Review of Current Results. Test results should be reviewed by all faculty to: 1) identify individual student strengths and weaknesses, 2) patterns among students with in the classroom for instructional grouping, 3) classroom/grade patterns, and 4) school wide needs or trends.

Access to Test Results and Distribution Schools can access the previous year’s data online. Schools can save these reports as PDF files and can design and print their own reports.

• Authorized Access. Principals or school staff (Assistant Principal, Test Coordinator, Tech Coordinator) the principal assigns will manage the online accounts for its school. This management will include creating and delete accounts to access school and student data. The school principal should ensure that only current school staff has access to its school data.

• Electronic Storage of Test Results. Schools that save TerraNova results electronically should take all reasonable steps to ensure the confidentiality of this data. This is particularly important involving individual student test data, regardless of format (e.g., online access, PDF file, spreadsheets, other). Storing any test results should be retained in a safe location and under the control of current school or OCS employees. At no time should individual student test data be stored on personal storage devices or computers. Aggregate test results schools publish or publicly release does not have this constraint. Retention schedules guidelines for electronic records should follow those described below for paper reports.

Security of Test Results Individual Student Test Results

All individual student reports and group reports that list individual student results should be used to meet students’ educational needs while attending the school. These reports must be treated as secure documents so as not to breach confidentiality of student records. As such, only authorized school personnel should be allowed to access to these reports.


School Test Results

The school test results do not involve confidential information and may be distributed and published. Schools are encouraged to share grade or school level test results with their stakeholders and public, as it deems appropriate. Schools should take care in the reporting of school level test results to ensure clarity of its communications. Suggested reporting practices may be found on the following pages for schools to follow in its reporting of test results.

Analyze, Use, and Communicate Test Results • Professional Development. The school principal, test coordinator, and school faculty (when

appropriate and feasible) should regularly attend professional development opportunities on how to organize, analyze, and communicate test results.

• Analyze Test Results. Schools should maintain a historical record of test results for each grade level tested for internal study and communicating test results to others. Schools are encouraged to refer to test publisher’s materials to better understand and interpret test results (e.g., Guide to Test Interpretation). Schools are also strongly encouraged to analyze student test performance longitudinally; i.e., how a group of students perform year to year and as they progress from grade to grade. Such analyses are feasible only if there are not many students transferring in or out of the school. Alternatively, schools may elect to track individual student test performance to better understand student achievement over time. When appropriate, schools may wish to report test results as one measure of a collection of measures in evaluating a school program or initiative.

• Use Test Results. Schools should conduct a careful study of test results each year to inform any curriculum or instruction improvements (e.g., review of OPI scores). Some schools also find it useful to conduct an item analysis to identify areas of strength and weakness in the school curricula or classroom instruction. Review and use of individual student test results by faculty teams to promote student learning (e.g., guide instructional grouping).

• Share Test Results for Next Year. It is recommended that schools establish a time for teachers to review individual student test results to shape instructional planning.

• Communicate Test Results. Schools should communicate test results with its parents, school board, parish community, and prospective school parents. Communication is most effective when it is clearly stated, accurate, and comprehensible to the audience. Providing a context for understanding the purpose, merits, and limitations of the standardized test can help audiences better understand school and student test results. Schools benefit by focusing on a few major and meaningful test results in their communications. A one-page briefing highlighting these communication focal points will help maintain a clear and consistent message to parents and other constituents and stakeholders. The OCS will provide schools with a sample letter to communicate test results. Teachers should not only be familiar with these communication focal points but also be able to respond to questions. Whenever uncertain in responding to questions, refrain from guessing or speculating. Refer questions to the principal or test coordinator for investigation and then provide an answer in a timely manner. Below are some of the ways a school may choose to communicate test results.

o Distribute the Premier Home Report (provided by the test publisher) along with a cover letter from the school. The cover letter may include some or all of the following: purpose of the test, current test results by grade, historical school trends, announcement of a parent information night, open invitation to request an individual appoint to discuss test results, etc.

o Offering a parent information night provides an opportunity to present additional test results communicated in the parent cover letter and respond to parent questions.

o Parent-Teacher conferences or individual appointments are an excellent way for a parent to learn about how their child(ren) performed on the test.

Page 32 Test Coordinator’s Manual

o Communicating test results to the board should draw from the school’s communication focal points. Sharing additional test results, including a formal presentation or discussion at a school board meeting is a good practice as well as meeting transparency and accountability obligations. It is recommended the principal or a school representative provide some background information about testing and test interpretation so board members are better prepared to understand test results and ask constructive questions.

o School publications, marketing materials, including the school web site, are some important approaches to convey test results. Care should be taken to report clearly, accurately, and unambiguously so all communications do not cause confusion or miscommunication.

o Principals or other school personnel should be willing to speak with prospective parents about test results. Public communications and with new families is challenging because some background is needed. Find communication materials on the OCS Resource Portal or contact the Office of Catholic Schools for assistance.

• Reviewing a Student’s Test After Scoring. On very rare occasions it may be necessary to verify information on a student’s answer sheet or to review a student’s responses on a test because test results are wildly different than expected. On these rare occasions, contact CTB to request a copy of the test and notify Dr. Jorge Peña ([email protected]). Parents may review their child’s test only under the direct supervision of school staff. The test copy may not be taken from the school. No copies of any kind (e.g., photocopy, pictures, handwritten) may be made for any purposes. The test copy sent to the school should be destroyed after the review of the test has been completed. The test copy should not be saved or filed unless it is needed for legal purposes. If so, it should be kept in a secure and locked location. It is important that the security of the test is not comprised.