Critical Shipping Information
This material should be
augmented with special
consideration appropriate for
your local district and school.
January 21,2015
Assessment Operations Team
Important Dates
EOC Important Dates
WAMS-Material order window for additional Test Booklets and Accommodated Forms closes
January 30, 2015
WAMS-Material order window for additional return shipping materials closes
February 5, 2015
EOC 2015 test administration window ends
February 6, 2015
Proctors submit Test Security Assurance Form to School Assessment Coordinator
Last day of Testing
Schools/sites submit School/Site Administration and Security Report to District Assessment Coordinator
Upon the return of
materials
Ship to DRC all used and unused EOC test booklets and accommodated material
District Assessment Coordinator to submit District Administration and Security Report and Test Material
Variance Form (if applicable) to OSPI
Refer to email distributed
on January 21, 2015
Within 2 weeks of materials
pickup
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Test Material Processing Resources
The following materials are available to assist districts with Test Material Processing:
http://k12.wa.us/TestAdministration/TestMaterialProcessing.aspx
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•
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Additional Order Shipping Schedule
Test Material Processing Handbook
Return Shipping Instructions
Return Verification Form
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Test Materials Receipt
With your initial materials shipment you received a Return Shipping Kit.
The Return Shipping Kit will contain:
 Return Shipping Instructions Sheet
 UPS - Return Shipping (RS) labels are included.
 The number of UPS-RS labels in your kit is equal to the number of DRC RS labels
enclosed.
 Return Verification Form (also available for electronic submission on the Test
Administration Web site:
http://www.k12.wa.us/TestAdministration/TestMaterialProcessing.aspx).
 DRC Return Shipping labels (colored)
Also included in your blue district box (or envelope) is a Shipping Cover Memo, your
Packing List, ‘Red X Do-Not-Score’ Labels and Beige School/Site labels.
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Pre-ID Roster
Your Pre-ID Roster should be used to:
 Track Materials
 Document the test booklet barcode
number (located on front cover, upper
right hand corner) assigned to
students from overage and additional
order materials. This is required for
test booklet retrieval,
• Record hand-bubbled
demographic information.
 Document all testing irregularities and
track accommodations provided to
students.
 Annotate absences, withdrawn,
incompletes, etc.
 Inventory testing material prior to
returning to DRC for processing and
scoring.
Pre-ID Roster
Also available in electronic form via WAMS
Missing Material Processing:
1. Complete a Material Variance Report and submit
to OSPI
2. Annotate on your District Security Report
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Test Booklets
Apply Student Pre ID
Label or School/Site
Label here
Caution: Never mark or cover the test booklet
security barcode number on the front cover of
test booklets.
Do not apply ANY type of label (Pre-ID,
School/Site or Do-Not-Score) here. This
barcode is used to track the return of test
booklets.
Altering or obscuring this barcode will cause a
delay in scoring test materials.
Student Signature (Required)
Proctors must collect and account for all
individual papers (Glossaries, Formula
Sheets) provided for the assessments,
and return to your School Assessment
Coordinator according to your Test
Security and Building Plan.
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Scorable Overage and Additional Order test booklets MUST either have:
A) Student Pre-ID Adhesive Label
B) A School/Site Label applied to the front cover
and Boxes 1-6 on
OR the back cover
completed
1.
2.
3.
4.
5.
6.
Grade
SSID
Student Name
Gender
District Student ID
Birth Date
If you adhere a Student Pre-ID Adhesive Label to the lower left, front cover
of the test booklet, do not complete the demographic page.
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All invalidations must be approved by DACs
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The following materials should not be returned to DRC:

Assessment Coordinators Manuals – recycle at completion of EOC Winter testing.

Directions for Administration - recycle at completion of Winter EOC 2015 testing.

CD tip sheets, Mathematics Formula Sheets, Trigonometric Tables, and Glossaries of
Non-Mathematics and Non-Science Terms. If provided during the testing environment,
test proctors must immediately collect, account for, and process according to Test
Security and Building Plan.

Unused Student Pre-ID Adhesive Labels - destroy according to district policy.

Unused School/Site and Return Shipping Labels (recycle after test materials have been
returned to the contractor).
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

Collect and account for all booklets:
 Transcribe as needed - DRC will not transcribe student work
 Verify that boxes 1-6 (student demographics) were completed when using School/Site
Labels
 Verify correct placement of any test booklet label (i.e. School/Site, Red-X)
 Confirm accommodations (Box 7) are accurate and all other information is complete
Materials to be retained by District:
 Pre-ID Roster
 Proctor Training Log Sheet
 School/Site Administration Security Reports
 Test Security Assurance Forms
 Each test site must include with the testing materials delivered to the School Assessment
Coordinator, an annotated and signed copy of their Pre-ID Roster. This copy should be
kept at the district for reference if materials are shown missing.
Reminder: Immediately document missing test booklets and accommodated material on the Test Material
Variance Form and annotate on the District Administration and Security Report.
http://www.k12.wa.us/TestAdministration/TestMaterialProcessing.aspx
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 Option 1: Apply a Student Pre-ID Adhesive Label
 Option 2: Apply School/Site Labels and complete boxes 1–6 on the
demographic page when:
 Using an overage test booklet.
 Using an additional order test booklet.
 Using a Pre-ID test booklet of a student no longer in your
district to assess another student and you do not have a
student Pre-ID adhesive label.
 If your district runs out of Site labels, additional School/Site
labels can be ordered in WAMS.
Do not apply School/Site Labels when:


Pre-ID student test booklets were used by the identified student; this
includes Pre-ID test booklets from another district/online school
program.
The correct student Pre-ID label is adhered to the front cover of
the test booklet.
When testing an out-of-district
student with no Pre-ID booklet,
contact the resident district to
obtain a School/Site Label for
that student’s booklet.
Notes Box:
Use to annotate,
scribes, irregular
administration,
etc.
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Returning all EOC Accommodated Kits:
Translated CD, Braille, Large Print

Transcribe all student responses from or within the
accommodated form directly into the standard form
test booklet that accompanied the large print or
braille kit.

For scribing, use the “Notes: Proctor/Coordinator
Use” box to note that the booklet has been scribed.
Provide scribe name and date.

Verify the scribe or transcribe circle has been
properly filled in on the demographic page.

Return the standard form test booklet (including
transcription) with scorable materials.

Return the accommodated form (large print/braille)
with non-scorable materials.
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Option 1:
Option 2:
Return as Scorable:
• All test booklets containing
student work for scoring
Return as Scorable all test
booklets marked:
• Absent during testing window
• Refusal
• NNEP Exemption
• Invalidated
• EOC-Basic
• Previously Passed
Verify coding during Record
Reconciliation
Return as Scorable:
• All test booklets containing
student work for scoring
Return as Non-Scorable all test
booklets for students who were:
• Absent during testing window
• Refusal
• NNEP Exemption
• Invalidated
• Previously Passed
Keep accurate Pre-ID Roster
records to update attempt codes
during Record Reconciliation for
students whose booklets were
returned as non-scorable.
Completion Criteria
EOC Mathematics and Biology: Must attempt 2 questions.
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 Sort stacks of test booklets by content. Sorting by grade is optional.
 Verify completeness of the demographic page and that a School/Site Label was applied
when using an overage or additional order test booklet.
 Pack in boxes – multiple content under the correct return label can be placed in one box.
Scorable: EOC
Algebra
Geometry
Integrated 1
Integrated 2
Biology
Non-Scorable
No special
sort is
required
Verify individual test booklets have a Red-X Do-Not-Score
Label on the lower left, front cover or draw a red X on the
back cover (demographic page) of the test booklet.
Multiple contents of non-scorable materials may be
returned in the same box. Multiple schools may be
packaged in the same box.
Accommodated CDs
Do NOT Score
Braille & Large Print Test Booklets
Verify completeness of transcription
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Scorable Booklets and Boxes
Standard Return EOC Label
Return all test booklets to be scored.
Including test booklets with transcription.
Use only Winter 2015
EOC Return Shipping
Labels.
Labels from past
years or other
administrations
cannot be processed.
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Special Processing Alert
DO NOT tape or staple alerts or
other loose paper to test
booklets as this will cause
booklet damage.
Defective booklets include, but are not limited to: torn
booklets, misplaced Student Pre-ID Adhesive Labels, etc.
Processing Soiled Test Booklets
 If possible, transcribe student responses into a standard
form test booklet. Return transcribed booklet with
scorable materials.
E.g. School/Site label
incorrectly applied over
test book security
barcode number.
Available online:
 Either place a Red X Do-Not-Score Label on the front cover
or mark a large red X on the back cover of the soiled test
booklet. Package in a plastic zip-lock bag and return with
non-scorable materials.
 Place Special Processing Alert on top of booklets zip-lock
bag.
 Complete a Testing Irregularity Report to document the
incident.
http://www.k12.wa.us/TestAdministration/TestMaterial
Processing.aspx
Districts are responsible for transcribing into new test booklets. DRC will NOT process/score
soiled test booklets placed in bags.
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Non-Scorable
 Return all booklets that should not be scored
(Pre-ID, overage, and large print/braille that have been transcribed into a standard form)
 Use Red-X Do-Not-Score labels. Applying a red-X label to the front cover of
the Non-Scorable booklet eliminates the need to draw a red X on the back
cover.
 Red-X Do-Not-Score Labels are used for single booklets. Shrink wrapped
packages of unused booklets should not be opened and do not need a red X
applied.
 Additional labels can be ordered in WAMS.
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Placing Red-X Do-Not-Score Labels
Correct
Incorrect
Incorrect
Incorrect
If a label is accidentally placed on a test booklet in the student information box, do
not attempt to remove. Apply a School/Site Label over the Red X Label and code
the students demographic information on the back cover (demographic page)
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Colored Return Labels
EOC Materials
Place colored DRC labels on Flap A.
Place carrier Return
Service shipping label to
Flap B.
B
A
Return test booklets to:
Data Recognition Corporation
7303 Boone Ave N
Brooklyn Park, MN 55428
All testing materials (Scorable and Non-Scorable) will be returned via United Postal Service
(UPS). All boxes need to have a DRC Return Shipping Label. All School Districts need to apply
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a UPS Return Shipping Label.
Return Verification Form
Districts should return the 2015 EOC Return Verification Form to
assist with material tracking.
Forms may be downloaded from the Test Administration Web
site: www.k12.wa.us/TestAdministration/FormsReports
2015 EOC RVF
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The Test Administration Web site is continually
undergoing enhancements—check often for updates.
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