CRCT PreAdministration Workshop Presentation February 2014

2014 CRCT
Pre-Administration Workshop
February 2014
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2014 CRCT
Training Materials
CRCT Overview
Post Testing Activities
Retest Information
Contact Information
• Train the Trainer Model for system training
• The Test Coordinator’s Manual and Test Examiner’s Manual
are posted on the Georgia Department of education website:
• The Manuals and other training materials are also posted on
the CTB website at: ; select 2014
CRCT Pre-Administration Workshop option
• Posted to both the GaDOE and CTB websites:
CRCT Pre-Administration PowerPoint presentation
CRCT Pre-Administration Webinar recording link
Test Coordinator’s Manual (TCM)
Grades 3–8 Test Examiner’s Manual (TEM)
Grade 3 Student Answer Sheet
Middle Grades Math Formula Sheet (DOE site only)
Read Aloud Guidelines & Tutorial
Parent Brochure
• Additional materials posted to the CTB website:
– Administration Documents
• Sample Packing List
• Shipment Verification Form
• Sample Security Checklist
• Sample Answer Document
• School/Group List (SGL)
• Group Information Sheet (GIS)
• Stack Cover Cards
• Pre-ID Barcode Label
Will cover the following:
• Administration Dates
• Test Construction
• Main Administration
• Retest Administration
CRCT OVERVIEW: Administration Dates
• System testing dates were submitted in
December/January through the Online Enrollment
– Main Administration:
March 31 – May 2
• 9 consecutive school day window
– Retest Administration:
May 12 – July 25
• 1 or 2 windows of 5 consecutive days each
• 2 windows are available for different grade levels
CRCT OVERVIEW: Main Administration
• Main Administration: March 31 – May 2
– Includes all students enrolled in grades 3 through 8,
except for those taking the GAA or CRCT-M
• Make-up Testing
– Make-up tests should be given within the system’s
scheduled 9-day administration window
– Outside of the system’s scheduled window, but
within the State Administration window, students in
grades 3, 5, and 8 may make up the Reading section
and students in grades 5 and 8 may make up Math
CRCT OVERVIEW: Test Construction
• Content Areas
– Spring grades 3–8: Reading, Math,
ELA, Science and Social Studies
– Retest grade 3: Reading
– Retest grades 5 and 8: Reading and
• All items are Selected Response
(multiple choice)
CRCT OVERVIEW: Test Construction
• Test Items are based on the state-mandated content
• Cut scores are the same as the past several
administrations; a scale score of 800 is minimum for
Meets the Standard, 850 is minimum for Exceeds the
• Continued field testing of content for next generation
of Grades 3-8 assessments
• CRCT Content Descriptions and CRCT Study Guides
are available in the CRCT section of the
Testing/Assessment Website
System Test Coordinator Responsibilities
School Test Coordinator Responsibilities
Receiving Your Materials Shipment
Test Materials Adjustments Application
Distribution to Schools
Training of Test Examiners
Pre-ID Labels
Coding for GNETS
System Test Coordinator Responsibilities
• Review Test Coordinator’s Manual (TCM) and Test Examiner’s
Manuals (TEM)
• Organize training sessions for School Test Coordinators
• Organize system security plan
• Receive CRCT materials and verify that all boxes have been
received and develops a process to verify all numbers from
System and School Packing Lists are correct
• Distribute CRCT materials and Pre-ID labels to School Test
 Please order additional materials as soon as possible once
you have received your initial shipment and the Test
Materials Adjustment window opens on March 12, 2014
School Test Coordinator Responsibilities
• Review CRCT Test Coordinator’s Manual (TCM) and CRCT Test
Examiner’s Manuals (TEM)
• Organize training sessions for Test Examiners
• Organize training for assessment of students with
• Receive CRCT materials from System Test Coordinator and
verify that all boxes have been received and material counts
match those on the School Packing List
• Organize school security plan
• Notify System Test Coordinator if additional materials are
Receiving Your Materials Shipment
• System Shipment includes:
– System Packing List
– School Packing Lists – schools should verify and
turn in a signed copy to System Test Coordinator
– Shipment Verification Form
– System Security Checklist - hard copy included
with shipment; electronic copy available at
– Return Shipping Labels
– System Overage materials (see next slide)
Overage Materials
• System Test Coordinators will use System overage materials to
provide additional materials to those schools that exhaust School
Overage materials; verify counts on packing list
– School/Group Lists (SGLs)
– Group Information Sheets (GISs)
• Pre-coded and blank
• Instructions on proper coding will be included
– Test Coordinator’s Manuals and Test Examiner’s Manuals
– Test booklets and Answer Sheets
– Stack Cover Cards and paper bands
• SyTC should develop a system to account for overage materials
distributed to schools
Overage Materials
• System selected their system-level overage from the
Enrollment System
• Schools receive 10 percent overage
• Schools also receive small group kits
Receiving Your Materials Shipment
• When will I receive my shipment?
– Shipping dates are estimated based on dates you provided
through CRCT Enrollment System in December/January
– Test materials shipped to systems at least two weeks prior to
– Shipping schedules consider Spring Break schedules
• Complete System Inventory Checklist
– System Test Coordinators complete step-by-step instructions
upon receipt of materials and before distribution to schools
– System Inventory Checklist provided in the TCM on page 13
– Retest Materials are sent to all districts April 21–25
– Retest Materials boxes have round, yellow label
Test Materials Adjustments (TMA)
• TMA application used to order additional materials for Spring and Retest
• The TMA application allows you to:
– Place orders for additional materials online
– View exactly what materials were shipped to you
• Connecting to TMA application:
– Login to website
– Click the Login link and enter your username and password
– Click the Test Materials Adjustment link
• TMA windows:
– Spring: March 12 – April 19 (can call Customer Service through May 1)
– Retest: April 23 – July 19 (can call Customer Service through July 22)
Choose the shipping address
QuickStart Guide
available at
Click to fill Total Received
Modify if your shipment was
Enter the quantity you
want in addition to what
you have received
Enter any special requests for
shipping and delivery
Distribution to Schools
• School Test Coordinators
– Complete School Inventory Checklist provided in TCM on page 15; when School
Testing Coordinators verify their school’s packing list, a signed copy should be
provided to the System Test Coordinator
• Boxes are labeled for each School and include:
School Packing List and School Security Checklist
School/Group Lists
Group Information Sheets and coding instructions
Test Coordinator’s Manuals and Test Examiner’s Manuals
Test booklets and answer sheets
Stack Cover Cards and paper bands
• Schools receive an overage of materials
– If additional materials are needed, School Test Coordinators contact the System
Test Coordinator
• Retain boxes for return shipping
• Train School Test Coordinators from the Administering the Tests
section on page 9 of the CRCT Test Examiner’s Manual (TEM)
• Ideally, School Test Coordinators train examiners from copy of TEM
that examiner uses to test (make electronic version available if
training is prior to receipt of materials)
• Examiners should sign a roster verifying they attended training
• Examiners must certify on the Examiner’s Certificate that prior to
the first testing session, the TEM was thoroughly reviewed; make
examiners aware of options for accessing TEM
• Confirm that examiners understand timing; minimum of 45
minutes – maximum of 70 minutes per section; extended time
accommodation begins after 70 minutes has passed
• All Systems must adhere to the 9 consecutive school day test window
• Keep materials in secure storage (limited key access) before, during, and
after testing
• Student Test Booklets are presorted into class packs of 20 and 5 and
must remain in their shrink-wrapped packages as late as possible to
avoid security concerns
• School Test Coordinators use School Security Checklists to check
materials out to Test Examiners; all materials are returned to the School
Test Coordinator for secure storage at the end of each day
• Security Checklists will also be available as electronic (Excel) files
• Security wafer seals on all test books must not be broken until testing
• Each classroom must have adequate staff to monitor testing
• Test Irregularities: Contact GaDOE for instruction; you may be asked to
complete the online Test Irregularities form on MyGaDOE Portal
• Pre-ID labels are included in each School Test
Coordinator Kit
• Three (3) barcode labels for each student
• Visible information includes:
Student name and GTID
School and System names and codes
Student birthday and gender
Ethnicity, Race and PSRC
Barcode number
• Retain a copy of the Pre-ID File from Cycle 3 Data
Collections as a resource for all student information
•Three barcode labels for each
•Do not use if inaccurate
•Barcodes override bubbling
•Additional labels can be used on
test booklet
•Do not use spare for CRCT-M
CRCT Answer document
CRCT Test booklet
(Do not use for CRCT-M)
• Pre-ID info is provided to CTB by GaDOE; if Pre-ID Label is
– Examiners must notify School Test Coordinator
– School Test Coordinator must update school student
– Do not use incorrect Pre-ID labels
– Barcode info overrides bubbled info
– Barcode label may be used if the only inaccurate
information is the grade or teacher name
• Pre-ID label should match info for student being tested
EXACTLY; be aware of similar names
• Pre-ID label should be applied prior to testing
• Demographic information, fill in the text boxes first, then
No or Incorrect Pre-ID Label
If a student does not have a Pre-ID label or the information or
the label is incorrect the student info must be bubbled onto the
answer document.
• If demographic information has to be bubbled, see page 5 of
the Test Examiner’s Manual for guidance
• When bubbling demographic information, fill in the text boxes
first, then bubble the corresponding letters/numbers
• SRCs and EIP should be coded as this information will appear
in the Student Record data; the district Student Record
Coordinator is the suggested resource for this information
• Barcode applied incorrectly
– If answers have been bubbled:
• Following guidance in the TCM and TEM, transpose student
answers and demographics onto a replacement answer sheet
• Write VOID over the original answer sheet, and return with nonscorable materials
– If answers have not been bubbled:
• Write VOID over the original answer sheet, and return with nonscorable materials
• Student transfers
– Not applied to an answer document:
• Securely destroy the barcode
– Applied to an answer document:
• Write VOID over the original answer sheet, and return it with
non-scorable materials
Guidance for GNETS Students
• GNETS students’ answer sheets should be
returned under a Group Information Sheet
(GIS) coded for their home district and school
• GIS should be provided for students served by
GNETS by the students’ home district
• Ideally, scorable materials for GNETS students
will be returned with those of the student’s
home district
Guidance for GNETS Students
• GNETS sites who manage their own materials should
coordinate with their students’ home districts
regarding the GIS and the shipping of scorable
• If GNETS materials arrive for scoring ahead of the
home district, the scores for these students will arrive
with those of the home district
• Contact CTB Customer Service for guidance if GNETS
scorable materials ship after those of the home district
• If GNETS materials arrive after the home district scores
have posted, the home district will receive a
supplemental set of reports
Guidance for GNETS Students
• The home school district will receive Pre-ID
labels for their students served by the GNETS
program provided these students were
included in the Pre-ID file extract. The home
district and the appropriate GNETS personnel
should collaborate to see that these labels are
applied to the GNETS students’ Student
Answer Sheet
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 TCM
Alpine Program
Burwell Program
Cedarwood Program
Coastal Academy Program
Coastal GA Comprehensive Academy
Dekalb-Rockdale Program
Elam Alexander Academy
Flint Area Learning Center
Harrell Learning Center
H.A.V.E.N. Academy
Heartland Academy
Horizon Academy
Northstar Educational & Therapeutic Services
North Metro Program
Northwest Georgia Educational Program
Oak Tree
GNETS of Oconee
Pathways Educational Program
River Quest Program
Rutland Academy
Sand Hills Program
South Metro Program
Woodhall Program
Will cover the following:
• Preparation
• Administration
• Accommodations
• Irregularities
TESTING: Preparation
• Remove or cover instructional materials that may prompt student
• Arrange seating to promote individual work
• Post a sign on the outside of the classroom door: Testing: Do Not
• In addition to the Test Examiner, a proctor is required for 30 or
more student
• Examiner Materials:
– Test Examiner’s Manual
– Test books (Gr 3–8) and Answer sheets (Gr 3–8)
– Scratch paper for Math (no calculators)
– Two No.2 pencils with erasers per student
TESTING: Preparation of Small Group Kits
• Small Group Kits are for those students who need a special
administration of the exam in a small group environment
• Small Group Kits consist of 10 test books of the same grade
and form; are test books only; and are administered using
the same Test Examiner’s Manual and answer document as
the regular test
• Small Group Kits are provided; schools can also use regular
overage materials to create Small Group Kits of a common
• Systems and Schools receive 10 percent overage; additional
Small Group Kits are available by ordering through CTB
Customer Service
TESTING: Administration
• Students take one content area per day
• All 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 stretch breaks between
Sections I and II
• Teacher monitoring– Circulate and Check to
prevent cheating, use of calculators, going
ahead, or looking back
TESTING: Accommodations
• Be familiar with accommodations listed in IEPs
• Accommodations must
– be required for the student in order to participate in assessment
– be provided during routine instruction and assessment in the
• Accommodations may not
– alter, explain, simplify, paraphrase, or eliminate any test item,
reading passage, writing prompt, or choice option
– Provide verbal or other clues or suggestions that hint or give
away the correct response to the student
• See page 144 of the SAH for guidance for an requesting an
accommodation not included in the list of approved
Testing: Coding Accommodations
• State Required Codes (SRC)
• Accommodation Type (Setting,
Presentation, Response, Schedule)
• Conditional Accommodation
• Braille/Large Print
• Read-Aloud Guidelines – Page 11 in TEM
– Also - CRCT Read Aloud Guidelines and CRCT
Read-Aloud Online Tutorial can be found at:
Testing: Coding Accommodations
Bubble current 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 ..
If an Accommodation
Type is bubbled;
must be bubbled also
TESTING : Irregularities (IR)
• Events and circumstances, or departures from
standardized testing procedures are
– 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.”
TESTING : Irregularities
• 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 the GaDOE
immediately for direction
• If instructed to do so by GaDOE, the System Test
Coordinator will investigate and complete the Testing
Irregularities Documentation Form provided online on
the MyGaDOE Portal
• Improperly coded irregularities may default to the
holding of test scores
TESTING : Some Examples of
Irregularities (IR)
• Irregularities in Test Administration:
• Materials being distributed inappropriately
• Directions not being followed
• Improper monitoring of test administration
• Student takes CRCT-M when should take CRCT
- careful monitoring and communication of test
versions is critical. Students must be
administered the correct assessment.
• Student “going ahead” or “going back”
Testing: Invalidations (IV)
• Some irregularities are so serious that they
result in invalidation of student scores
• Content being disclosed, coached, or distributed
• Cheating
• Test Administrator altering responses during or
after testing
Testing: Participation Invalidation (PIV)
• In addition to irregularities (IR) and invalidations (IV),
systems will have to code for Participation Invalidations
(PIV) for students who receive an accommodation that is
not on the list of state-approved accommodations or not on
the student’s IEP
• Federal regulations stipulate that when inappropriate
accommodations are used, students may not be considered
participants in accountability calculations
• In the CRCT, a potential PIV occurs when a student receives
an unapproved conditional accommodation such as the
reading of the reading passages on the Reading test or use
of a calculator on the Math test
Guidance for Irregularity Entries
Please refer to the following slides for guidance for
1. providing adequate detail when entering an irregularity
2. determining the point at which certain frequently reported
incidents should be reported as an irregularity
Following this guidance will help GaDOE provide a timely
response to your portal entries.
Note: Phone calls or emails are not a substitute for portal
Considerations and Requirements when entering Irregularities in the
MyGaDOE Portal for the CRCT
Guidance for MyGaDOE Portal Entries
• Provide narrative in the “Comment” section to help elaborate on the irregularity (or in the
“Reason for Invalidation” section if applicable). Please do this even if the matter has been
discussed with GaDOE staff by phone or email.
• If you are reporting an irregularity for which it is known an invalidation will result – make
sure to indicate “Yes” in the Invalidation drop-down box.
• Please include in the comments the Form # involved (if relevant to the irregularity).
• Names of students and their GTIDs must be provided in the appropriate Portal
field(s)/uploaded file(s).
• If the space in the comments field is not sufficient, upload statements and other
documents that provide necessary details on the event.
• Make sure you indicate the correct “Assessment Cycle” (Spring 2014 or Summer 2014 – for
retest administrations) in that field.
• In an event that involves multiple students – some of whom may be IR and some who may
be IV, please enter them as two separate records.
• After submitting an irregularity in the Portal, be sure to return to the Portal later to check
on its status and to review GaDOE feedback.
Considerations and Requirements when entering Irregularities in the
MyGaDOE Portal for the CRCT – cont.
Testing Interruption Scenarios
The health and dignity of students are important considerations
With regards to situations of a personal nature where it becomes necessary for a student
to leave the testing site, please be reminded of this guidance from page 122 of the
Student Assessment Handbook: Given that the health and dignity of students should
never be jeopardized, schools must have a plan in place for students who become ill
during test administration.
Document locally
Break of Short Duration: For an individual student, a short, unexpected interruption in
testing (such as a short-duration, supervised trip to the restroom, stepping into the hallway
due to coughing, the need to get a drink of water, etc.) does not require the submission of
an irregularity. However, the event should be recorded/documented in local
notes/records. The same is true of a minor circumstance that does not cause a significant
interruption (such as a short and/or accidental announcement over the intercom).
Considerations and Requirements when entering Irregularities in the
MyGaDOE Portal for the CRCT – cont.
Submit as a Testing Interruption irregularity on the MyGaDOE Portal
Leaves testing before completing either section, but stays at school and can return to
testing the same day: If a student has to leave testing for an extended period of time but
remains at school and is sequestered between the time testing was suspended and testing
is resumed from other students and any resources that might contain test content, then the
student may finish the test.
Leaves testing and school after completing Section One: Students who can complete
Section One but are unable to begin Section Two and leave school can makeup Section Two
on a subsequent day.
Leaves testing and school while working on a section that they do NOT complete: If a
student has to leave testing during a section and is unable to return to testing to finish
testing on the same day, as a rule, students are not allowed to reenter this section on a
subsequent school day. If the district believes there is reason for an exception to this
guidance, please contact the GaDOE. Again, be prepared to provide the time the student
had access to test content and the number of items to which the student was exposed.
Considerations and Requirements when entering Irregularities in the
MyGaDOE Portal for the CRCT – cont.
Relative to students “going ahead” and “going back”
• As a general rule, if this is brief and inadvertent a report in the Portal is not necessary. Instead document
• Instances of a student “going ahead” into Section Two (before being directed to do so) OR “going back”
to Section One after that section is complete (resulting in access to content and/or to bubbling/changing
answers) are irregularities and require a portal entry. Please include in your MyGaDOE Portal entry the
number of questions that were answered in the section at issue, the amount of additional time the
student was in the section, and the number of answers choices that were bubbled or changed (if
applicable). If this information is not provided, the Portal entry will be rejected pending a response on
these points.
Further Guidance for students who “Go ahead”
The School Test Coordinator should provide guidance to the Test Examiner as follows:
The student should be stopped immediately if discovered very early (<5 items) in Section Two and
staff should attempt to ascertain amount of time spent in Section Two;
any student answers already bubbled should be left as is until the student resumes Section Two with the
rest of the group; at this time, the student would then be allowed to review and change answers as is
normally be permitted;
when the student resumes Section Two with rest of the group, the time that was spent in the section
without permission should be deducted from the 70 minute maximum for the affected student(s) only.
If the student has gone beyond a small number of items in Section Two (before that section begins), the
student should finish Section Two and their test materials should be collected immediately upon
Testing: Coding Irregularities & Invalidations
Incorrect coding may result in no reports being sent.
Testing: Reducing Irregular Test
• Ensure proper training of all test administrators
• Maintain clear and consistent training and support
• Make certain all accommodations are clear to test
administrators particularly if the Test Examiner is not the
students’ regular teacher
• Make certain that Test Examiners are constantly
monitoring the testing environment
• Respond to student actions appropriately and immediately
• Implement a program for reporting irregularities during
TESTING : Characteristics of a Quality
• Examiner should notify Principal and School Test Coordinator of
• School Test Coordinator should notify System Test Coordinator
• Request detailed written statements from all parties involved if
– Follow up on details (connect the dots)
• Follow district procedures regarding misconduct
• Provide a written summary of incident and investigation findings (see
page 171 SAH for a suggested statement format)
– Consult with GaDOE as needed
• System Test Coordinator is responsible for reporting to GaDOE
– Report to GaDOE immediately, prior to investigation
– Final documentation should be entered into portal
Will cover 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
Differentiating Scorable and Non-Scorable
Scorable Materials
Non-scorable Materials
• Completed Group
Information Sheet (GIS)
• Used Student Answer
• Used Student Test Booklets
• Large Print and Braille Test
• Unused and Voided Test
booklets and Answer sheets
• Scratch Paper
• Test Examiner’s Manual
Test Examiner Responsibilities
• Collect and account for all testing materials in the
testing site after each day’s testing
• Return all test materials the School Test Coordinator at
the conclusion of testing each day
Additionally, at the conclusion of the final day of testing
• Notify the School Test Coordinator of any students who
did not take all or part of the test
• Notify the School Test Coordinator if student answers
need to be transposed onto a Student
Answer Sheet
Under School Test Coordinator Supervision
• All test materials should be collected from Test Examiners
and secured after each administration session
• Under administrator supervision, review answer documents
– Where applicable, verify that the demographic and
coding information is correctly bubbled
– If instructed by the System Test Coordinator, complete
Local Option Coding (Section 15)
– Complete For Teacher Use Only (Sections 10–14)
School Test Coordinator
So that districts are prepared to address non-participants during
Accountability processing note:
• Collect by school and by subject: the names of each student
who should have tested but was a non-participant
• Categorize their non-participation as one of the following four
choices: Medical Emergency, Illness, Other, or Unknown
• You may direct questions on the definition of
non-participant and the above categories to your district’s
GaDOE Accountability Specialist
School Test Coordinator
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
(SAH Page 43).
ANSWER DOCUMENTS found on Page 172 of the Student
Assessment Handbook. File one copy with school testing
records and return a copy to the System Testing
School Test Coordinator
• Verify that Test Examiners have returned all materials
– The System Test Coordinator must order make-up test
materials administered outside of the system’s scheduled
• Inventory scorable and non-scorable materials separately
• Complete the School Security Checklist and place in the first box
of scorable materials
• System Test Coordinators must make copies of any pages that
indicate missing or unreturned materials and place these copies
in the security checklist envelope for each school; System
Coordinators will retain all original school security checklists
• Verify that VOID is written across every voided Test booklet and
Answer Sheet; return voided documents with non-scorables
School Test Coordinator
• Destroy all scratch paper
• If directed by the System Test Coordinator, safety and
security destroy all soiled documents (biohazard); record as
soiled on the School Security Checklist
• Verify that each GIS is filled out correctly
• Complete the School/Group List (SGL)
• Arrange all scorable documents with the student name faceup
• Secure each classroom’s scorable materials with a paper
band using a Stack Cover Card for each bundle and a Group
Information Sheet for each class (Refer to illustration on
page 29 of the TCM)
Packing Scorable Materials
Packing Scorable Materials:
Band together by classroom:
[Top of Stack]
• Stack Cover Card
– One per band
• Completed GIS
– One per class
• One class of Student
Answer Sheets (Gr 3–8)
[Bottom of Stack]
School Test Coordinator
• Use original shipping boxes for return shipment; if additional
boxes are required, notify the System Test Coordinator to order
them through CTB Customer Service
• Pack scorable and non-scorable materials separately
• Account for all scoreable and non-scoreable materials then
concentrate on processing scorable materials for return for
• All non-scorable materials must be returned to the System Test
Coordinator within one week of the last day of the system’s
scheduled test window
• Improper packaging may delay your score reports; detailed
instructions are provided in the After Testing section of the
• Special care not to mix CRCT and CRCT-M materials
School Test Coordinator
Best Practices Tips
• Upon receipt of materials, check and double check
counts of Student Test Booklets and Student Answer
– This provides a baseline for final inventory
• After each testing session/each day of testing,
account for all Student Test Booklets and Student
Answer Sheets in your building
School Test Coordinator
Best Practices Tips
• Develop a method for tracking students
alternating between CRCT and CRCT-M
– Consider preemptively placing Post it notes over
sections that should be left blank to be sure the
student answers in the correct section
• Develop a method to track and verify that,
where necessary, students answers have been
transposed from test books to answer sheets.
School Test Coordinator
Best Practices Tips
• Before scorable materials are packaged for
return to the district, be sure the total count
of scorable, voided/soiled-biohazard, and
unused Student Answer Sheets matches the
baseline number established during the initial
inventory count
– The school can then search for missing Student
Answer Sheets potentially left in test books or test
distribution containers
POST-TEST ACTIVITIES: System Test Coordinator
Packing Return Shipment
System Test Coordinators prepare materials for pick-up; details in the School and
System Test Coordinator’s Manual
• Do not consolidate materials from more than one school in the same box
• Use one label per box
– Use WHITE Return Shipping Labels for scorable materials
– Use Yellow Return Shipping Labels for non-scorable materials
– Note: You will not need any additional shipping labels to return your
• Identify the sequence of boxes by filling in the line on the white scorable label
that reads “SCH BOX __ OF __”
• On the same white label, fill in the total number of boxes for the entire system
in the space provided “SYS BOX __OF__”
• Securely seal all boxes
• See page 36 of TCM if it is necessary to palletize scorable or non-scorable
Return Shipment Pick-up
• Assessment Distribution Services (ADS) will contact systems
five business days before the scheduled pick-up to verify
return shipments
– The pick-up date for scorable materials is the fifth business
day following the scheduled completion of testing unless
noted in the CRCT Enrollment System
– The pickup date for non-scorable materials is the tenth
business day following the scheduled completion of testing
unless noted in the CRCT Enrollment System
– Please give a two weeks notice if you need to change pick
up dates
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 main
administration materials
– For make-up testing outside of the system’s scheduled
testing window, contact CTB for a Make-up Testing Kit
• The Make-up Testing Kit will include instructions for
returning these materials
Return Shipment Errors
Document preparation errors and packaging errors slow down
the scoring process and can delay your score reports
Examples include:
• Document preparation errors
Missing GIS
Unused/used materials packaged together
Different school materials packaged together
Mixing CRCT and CRCT–M materials
• Document data errors
– Copy of GIS, not original
– Student marks on timing tracks
– Pre-ID labels incorrectly placed
Return Shipment Errors
• Packaging and Transportation Errors
– Use of boxes other than the custom CRCT shipping
– Boxes incorrectly numbered
– All materials not available for pick-up as scheduled
– Unlabeled pallets/boxes
– Labels applied incorrectly
– Self-scheduling using a different carrier
CRCT Main Administration Reports
• First set of electronic Test Results (GaDOE Portal, five day
turn around time after representative sample is met)
– PDF files – Class Roster (with summary page)
– PDF files – Performance Level 1 Roster
– System Data file and Record Layout
• Paper reports (10 business days after receipt of electronic
– Class Roster (with summary page)
– Performance Level 1 Roster
– Individual Student Reports
– Student Score Labels
Summary Reports
 Paper Results (Delivered to Systems the week of
June 23–30 )
 Summary Report of All Student Populations
 School, System, and State
 Performance Summary Report
 Class, School, System, and State
CRCT OVERVIEW: Retest Administration
• Retest Administration: May 12 – July 25
– Includes students who perform at Level 1 in Reading
(grades 3, 5, and 8) or Math (grades 5 and 8) during
the Main Administration
• Exception Testing
– Qualified students who miss the system’s scheduled
Retest window may receive an exception to test within
the state Retest Administration window
– All requests for exception testing must be approved by
the GaDOE
• Online Retest Option: May 12 – July 25
No Pre-ID Labels for Retest
• Labels from Spring 2014 main administration
cannot be reused during the summer
• Review options for completing student
demographic information on the Student
Answer Sheet from page 15 of the TCM
Retest SGL Pre-populated
for grade levels
•There are no teachers
names for Retest
•The Retest School/Group
List will now be prepopulated with grade
Options for Packing Retest Scorable Materials
• Scorable Materials One Box Per School:
– See page 33 of the CRCT Retest Test Coordinator’s
– Use peach school and system return labels
• Scorable Materials Multiple Schools Per
– See page 33 of the CRCT Retest Test Coordinator’s
– Us peach system return label only with an
accompanying packing list in System Box 1
Retest Administration: Online Retest Option
• Administration Schedule: May 12 – July 25, 2014
• Reporting Options
– Systems testing in mixed mode (both Online and Paper/Pencil)
• 5-day turnaround time (TAT) begins at receipt of
Paper/Pencil answer docs
• System will receive reports for both modes together
• Separate records for students taking different content in
different modes
– Schools testing entirely in Online mode
• System must inform CTB customer service which schools
are testing online
• 2-day TAT will begin the day after the online test ends and
CTB is informed that testing has ended for all online testers
• Reporting does not begin until the representative sample is met
• For more information about testing online, visit the CTB-hosted
CRCT website:
Retest Administration:
Online Retest Option Important Dates
Dec 11, 2013 – Jan 10, 2014
System Test Coordinators
Enrollment System CRCT 2014 Registration
Dec 13, 2013 – Feb 6, 2014
System Test Coordinators
Enroll in CRCT 2014 Online Retest
Feb 18, 2014
System Test Coordinators
Receive email confirmation of CRCT Online Retest
March 24, 2014 &
April 14, 2014
Technology Coordinators
CRCT Online Retest Webinar Training
Starting April 22, 2014
Technology Coordinators
Complete CRCT Online Retest site readiness activities
Submit site certification email
April 22, 2014
All Staff
Receive CRCT Online Retest system accounts
April 17, 2014 &
April 30, 2014
System Test Coordinators
CRCT Online Retest training session
May 12 – July 25, 2014
All Staff
Administer CRCT 2014 Online Retest Sessions
Retest Reports
• Electronic Test Results (GaDOE Portal, 2–5 day TAT after
representative sample is met)
– PDF files – Class Roster (with summary page)
– PDF files – Performance Level 1 Roster
– System Data file
• Note: Systems with schools testing 100 percent online
can receive reports for those schools in two days
• Paper reports (10 business days after receipt of electronic
– Class Roster (with summary page)
– Performance Level 1 Roster
– Individual Student Reports
– Student Score Labels
Second Year of Availability
Electronic Security Checklist
• ISOFT Secure File Sharing
– Electronic (Excel) versions of the System and School
Security Checklists will be available for download
– To connect to ISOFT
• Login to website
• Click the Login link and enter your username and
• Click the CRCT File Sharing link, which will be below the
heading Secure File Sharing
Online Retest Survey Reminder
• RTS – Registration and Tech Survey
– Required registration for Retest Online
• If you missed this opportunity, contact DOE
– Capture of Workstation/Network capacity
– Status indicator for site readiness
– Online Test Participation Indicator for Systems &
– Follow-up email on February 18 for online
participants and training
– Link to recording of CRCT Online Retest Survey
overview - start at 30:00 into the recording : View the
Blackboard Collaborate recording
Updates to Online Testing Program
Registration and Technology Survey Tool (RTS) for
Online Testing has discrete Registration checkboxes
Experience Online Testing – open practice test
Default test window is 5 days (in Test Administration
Timeout occurs if session break is more than 20
• When System overage materials have been exhausted, System Test
Coordinators can order additional materials by:
– Test Materials Adjustments (TMA) Application
• Login to website
• Click the Login link and enter your username and password
• Click the Test Materials Adjustment link
– Contacting the CTB Customer Service Team
– Orders are shipped via Ground shipping unless expedited shipping is
needed to deliver before the start of testing; ground shipments
typically arrive within 2–3 days of order.
• Requests for Advanced Reading Aids due February 18
• Fax form to Sally Kemph at 404-651-6457and Robert McLeod at (770)
344-4503 (pages 144–145 Student Assessment Handbook)
Shipping Information
• Materials Order Shipments
– Your initial shipment of CRCT materials will be delivered by
Assessment Distribution Service (ADS); for information, contact:
• CTB Customer Service
– Phone: (866) 282-2249
– Fax: (866) 282-2251
– Email: [email protected]
– Hours: 8:00am to 6:00pm (Eastern)
– Deliveries will be made at least two weeks prior to first day of testing,
taking spring break into account and based on dates provided to CTB
through the Online Enrollment System
• Return Shipments
– Assessment Distribution Service (ADS)
• Phone: (800) 963-7626
• Email: [email protected]
• The default scorable materials pick-up date is five
business days from the last day of the scheduled test
window unless otherwise selected through the
enrollment system
• The non-scorable materials pick-up date is 10 business
days from the last day of the scheduled test window
unless otherwise selected through the enrollment system
• The Pickup Schedule is provided in the TCM on page 37
• CTB Customer Service Team
– Phone: (866) 282-2249
– Fax: (866) 282-2251
– Email: [email protected]
– Hours: 8:00am to 6:00pm (Eastern)
• Nadia Greer, Program Associate
– Phone: (800) 538-9547, ext. 7049
– Fax: (888) 282-9579
– Email: [email protected]
– Website:
• Deborah Meloche, Senior Program Manager
– Phone: (502) 297-4004
– Email: [email protected]
Georgia Department of Education
Robert McLeod,
CRCT Assessment Specialist
- Phone: (404) 656-2589
- Email: [email protected]
Test administration information
– Phone: (800) 634-4106 or (404) 656-2668

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