2011 CRCT
Pre-Administration
Workshop
February 2011
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AGENDA
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Training Materials
CRCT Overview
Pre-Administration
Testing
Post Test Activities
Reporting
Contact Information
Questions
TRAINING MATERIALS
• “Train the Trainer Model” for system training
• The Test Coordinator’s Manual and Examiner’s Manual are
posted on the Georgia Department of education website at:
http://tinyurl.com/gacrct
• The Manuals and other training materials are also posted
on the CTB website at:
http://www.ctb.com/gacrct
TRAINING MATERIALS
• Posted to both the GaDOE and CTB websites:
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CRCT Pre-Administration PowerPoint presentation
CRCT Pre-Administration Webinar recording link
Test Coordinator’ Manual (TCM)
Grades 3 – 8 Test Examiner’s Manual (TEM)
Grade 3 Answer Document
Middle Grades Math Formula Sheet (DOE site only)
Read Aloud Guidelines & Tutorial (DOE site only)
• Additional materials posted to the CTB website:
– Administration Documents
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Sample Packing List
Shipment Verification Form
Sample Security Checklist
Sample answer document
School Group List (SGL)
Group Information Sheet (GIS)
Stack Cover Cards
CRCT OVERVIEW
Will cover the following:
• Administration Dates
• Main Administration
• Retest Administration
• Test Construction
CRCT OVERVIEW: Administration Dates
• System testing dates were submitted in
December/January through the Online Enrollment
System.
– Main Administration:
April 4 – May 6
• 9 consecutive day window
– Retest Administration:
May 16 – July 29
• 1 or 2 windows of 5 consecutive days each.
• 2 windows are available for different grade levels
CRCT OVERVIEW: Main Administration
• Main Administration: April 4 – May 6
– Includes all students enrolled in grades 3 through 8,
except for those who take the GAA or CRCT-M
– Due to budget constraints, the CRCT will not be administered in
grades one and two in spring 2011
• 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, & 8 may make-up the Reading and Math sections.
CRCT OVERVIEW: Retest Administration
• Retest Administration: May 16 – July 29
– Includes students who perform at Level 1 in Reading
(grades 3, 5, & 8) or Math (grades 5 & 8) during the Main
Administration.
• Exception Testing
– Qualified students who miss the system’s scheduled
Retest window may receive an exception to test within the
state Retest Administration window.
– All requests for exception testing must be approved
through the GaDOE.
• Online Retest Option: May 16 – July 29
Retest Administration: Online Retest Option
• Administration Schedule
– May 16 – July 29, 2011
• 5 day Reporting
– Systems testing in mixed mode (both Online and Paper/Pencil)
• 5 day turnaround time (TAT) will begin at the receipt of
Paper/Pencil answer docs
• System will receive reports for both modes together
• Separate records for students taking different content in
different modes
– Systems testing entirely in Online mode
• System must inform CTB customer service that entire system is
online
• 5 day TAT will begin the day after the online test ends
• For more information about testing online, visit the CTBhosted CRCT website: http://www.ctb.com/gacrct
Retest Administration:
Online Retest Option Important Dates
December 8, 2010 –
January 21, 2011
System Test Coordinators
Enrollment System CRCT 2011 Registration
December 8, 2010 –
February 4, 2011
System Test Coordinators
Enroll in CRCT 2011 Online Retest
February 17, 2011
System Test Coordinators
Receive email confirmation of CRCT Online Retest
participation
March 2, 2011 and
May 9, 2011
Technology Coordinators
CRCT Online Retest Webinar Training
February 24, 2011
System Test Coordinators
Additional Q&A Session for CRCT Online Retest
May 3, 2011 and
May 10 , 2011
System Test Coordinators
CRCT Online Retest training session
May 3, 2011
All Staff
Receive CRCT Online Retest system accounts
Starting April 25, 2011
Technology Coordinators
Complete CRCT Online Retest site readiness activities
Submit site certification email
May 16 –
July 29, 2011
All Staff
Administer CRCT 2011 Online Retest Sessions
CRCT OVERVIEW: Test Construction
• Content Areas
– Spring grades 3 – 8: Reading, Math, ELA,
Science & Social Studies
– Retest grade 3: Reading
– Retest grades 5 & 8: Reading & Math
• All items are “Selected Response” (multiple
choice)
PRE-ADMINISTRATION
Will cover the following:
• System Test Coordinator Responsibilities
• School Test Coordinator Responsibilities
• Receiving Your Materials Shipment
• Distribution to Schools
• Security
• Pre-ID Labels
• Coding for GNETS
PRE-ADMINISTRATION:
System Test Coordinator Responsibilities
• Reviews the Test Coordinator’s Manual (TCM) and Test Examiner’s
Manuals (TEM).
• Organizes the training sessions for School Test Coordinators.
• Organizes the training for assessment of students with
accommodations
• Organizes system security plan.
• Receives CRCT materials and verifies that all boxes have been
received.
• Distributes CRCT materials and pre-ID labels to School Test
Coordinators.
 Please order additional materials as soon as possible.
PRE-ADMINISTRATION:
School Test Coordinator Responsibilities
• Reviews the Test Coordinator’s Manual (TCM) and Test
Examiner’s Manuals.
• Organizes training sessions for Test Examiners.
• Organizes the training for assessment of students with
accommodations
• Receives CRCT materials from the System Test Coordinator
and verifies that all boxes have been received.
• Organizes school security plan.
• Notifies the System Test Coordinator if additional materials are
needed.
PRE-ADMINISTRATION:
Receiving Your Materials Shipment
• System Shipment includes:
– System Packing List
– School Packing Lists
– Shipment Verification Form
– System Security Checklist
– Return Shipping Labels
– System Overage materials (see next slide)
PRE-ADMINISTRATION:
Overage Materials
• System Test Coordinators will use the System overage
materials to provide additional materials to those school
that exhaust the School Overage materials.
– School Group Lists
– Group Information Sheets
• Pre-coded and blank
• Instructions on proper coding will be included.
– Test Coordinator’s & Test Examiner’s Manuals
– Test booklets & answer sheets
– Stack Cover Cards & paper bands
PRE-ADMINISTRATION:
Overage Materials
• System selected their system-level overage from
the Enrollment System.
• Schools receive 10% overage.
• Schools also receive small group kits.
PRE-ADMINISTRATION:
Receiving Your Materials Shipment
• When will I receive my shipment?
– Shipping dates are estimated based on the dates provided
through the Online Enrollment System in December/January.
– Test materials will be shipped to systems at least two weeks prior
to testing.
– Shipping schedules will take into account Spring Breaks.
• Complete the System Inventory Checklist
– Step-by-step instructions to be completed by the Test
Coordinators immediately upon receipt of materials.
– System Inventory Checklist provided in the TCM on page 13.
PRE-ADMINISTRATION:
Distribution to Schools
• School Test Coordinators
– Complete the School Inventory Checklist provided in the TCM on page 15.
• Boxes are labeled for each School and include:
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School Packing List & School Security Checklist
School Group Lists
Group Information Sheets and coding instructions
Test Coordinator’s Manuals & Test Examiner’s Manuals
Test booklets & answer sheets
Stack Cover Cards & 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.
PRE-ADMINISTRATION: Security
• All Systems must adhere to the 9 day test window.
• Materials kept in secure storage 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 the School Security Checklist 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 wafer seals on all test books cannot be broken until testing begins.
• Each classroom must have adequate staff to monitor testing.
• Test Irregularities: Contact GaDOE for instruction. You may be asked to
complete the Test Irregularities form online on the MyGaDOE Portal.
PRE-ADMINISTRATION: Pre-ID Labels
• Pre-ID labels are included in each School Test Coordinator
Kit.
• Three (3) barcode labels for each student.
• Visible information includes:
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Student name & GTID
School and System names & codes
Grade
Student birthday & gender
Ethnicity, Race and PSRC
Barcode number
PRE-ADMINISTRATION: Pre-ID Labels
•Three barcode labels for each
student
•Do not use if inaccurate
•Barcodes override bubbling
•Additional labels can be used on test
booklet
CRCT Answer document
CRCT Test booklet
TCM
Spare/CRCT-M
PRE-ADMINISTRATION: Pre-ID Labels
• Pre-ID information is provided to CTB by GaDOE. If the
Pre-ID Label is incorrect:
– Examiners must notify the School Test Coordinator
– School Test Coordinator must update the school student records
– Do not use incorrect Pre-ID labels.
• Pre-ID should be applied prior to testing.
• Pre-ID labels should match student being tested EXACTLY.
Be aware of similar names.
– Do not use the label if information is incorrect. Barcode
information will override bubbled information.
• Barcode label may be used if the only inaccurate information is the
grade or teacher name.
• If a student does not have a Pre-ID label, information
must be bubbled on the answer document.
• When bubbling demographic information, fill in the text
boxes first, then bubble.
PRE-ADMINISTRATION: Pre-ID Labels
• Barcode applied incorrectly
– If answers have been gridded:
• Transcribe student answers & demographics onto a
replacement answer sheet.
• Write VOID over the original booklet/answer sheet, and
return it with non-scorable materials.
– If answers have not been gridded:
• Write VOID over the original answer sheet, and return it with
non-scorable materials.
• Student transfers
– Not applied to an answer document:
• Destroy the barcode.
– Applied to an answer document:
• Write VOID over the original booklet/answer sheet, and
return it with non-scorable materials.
PRE-ADMINISTRATION:
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
Mainstay
Dekalb-Rockdale Program
Elam Alexander Academy
Flint Area Learning Center
Harrell Learning Center
H.A.V.E.N. Academy
Heartland Academy
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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
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TESTING
Will cover the following:
• Preparation
• Administration
• Accommodations
• Small Group Kits
• Irregularities
TESTING: Preparation
• Remove or cover instructional materials that may prompt
student responses.
• Arrange seating to promote individual work.
• Post a sign on the outside of the classroom door: “Testing: Do
Not Disturb.”
• One proctor is recommended for up to 30 students and required
for more than 30.
• Examiner Materials:
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Examiner’s Manual
Test books (Gr. 3-8) & Answer sheets (Gr. 3-8)
Scratch paper for Math (no calculators)
Two No.2 pencils with erasers per student
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
• Teacher monitoring– “Circulate & 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 by the student in order to participate in the
assessment
– be provided during routine instruction and assessment in the
classroom
• Accommodations may not
– alter, explain, simplify, paraphrase, or eliminate any test item,
reading passage, writing prompt, or choice option
– Provide verbal or other clues or suggestions that hint at or give
away the correct response to the student
• For Large Print and Braille, transcribe student answers on
to a regular answer document.
Coding Accommodations
• State Required Codes (SRC)
• Accommodation Type (Setting, Presentation,
Response, Schedule)
• Conditional Accommodation
• Braille/Large Print
• Read-Aloud Guidelines – in TEM
– Sample test items for Read-Aloud
– http://tinyurl.com/crctreadaloud
Coding Accommodations
TESTING: 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 and the appropriate examiners manual for that
form. Forms may be different than the forms shipped to
schools.
• Small Group Kits are provided. Schools can also use regular
overage materials to create Small Group Kits of a common
form.
• Systems and Schools will receive a 10% overage. Additional
Small Group Kits will be available from CTB Customer Service.
Irregularities (IR)
• Events and circumstances, or departures from
standardized testing procedures are
irregularities. They may have an impact on
student performance that is not possible to
define. They are reported and student scores
are flagged simply to say, “There is something
different about the conditions under which
this score was obtained. Use caution in
interpreting the score.”
TESTING: Irregularities
• All test administration irregularities must be
reported by Examiners to the School Test
Coordinator.
• The School Test Coordinator sends irregularities to
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 the 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
Some Examples of Irregularities (IR)
• Irregularities in Test Administration:
• Materials being distributed inappropriately,
• Directions not being followed,
• Improper monitoring of test administration.
Invalidations (IV)
• Some irregularities are so serious in the way
they affect student performances or
compromise the integrity of the testing that
they result in invalidation of student scores.
• Content being disclosed, coached, or distributed,
• Cheating,
• Test Administrator altering responses during or
after 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 a 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 AYP calculations.
• In the CRCT, a potential PIV occurs when a student
receives an unapproved conditional accommodation
such as the reading of the test passages or use of the
calculator on the Math test.
Coding Irregularities and Invalidations
Incorrect coding may result in no reports being sent
Reducing Irregular Test Administrations
• Ensure proper training of all test administrators
• Maintain clear and consistent training and support
materials.
• Make certain all accommodations are clear to test
administrators particularly if the Test Examiner is not
the 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
Investigation
• Examiner should notify Principal and School Test Coordinator of
incident.
• School Test Coordinator should notify System Test Coordinator.
• Request detailed written statements from all parties involved if
necessary.
– Follow up on details (connect the dots)
• Follow district procedures regarding misconduct.
• Provide a written summary of incident and investigation findings.
– Consult with GaDOE as needed.
• System Test Coordinator is responsible for reporting to GaDOE.
• Note:
– Report to GaDOE immediately, before investigation.
– Final documentation should be entered into portal.
POST-TEST ACTIVITIES
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
POST-TEST ACTIVITIES:
Test Examiner Responsibilities
Test Examiner shall:
• Collect all test materials daily.
• Review answer documents.
– Where applicable, verify that the identifying
information is correctly gridded.
– If instructed by the System Test Coordinator,
complete Local Option Coding (Section 15)
– Complete “For Teacher Use Only” (Section 10-14)
– Stray marks, transcribing – monitored by certified
educator
POST-TEST ACTIVITIES:
Test Examiner Responsibilities
Scorable Materials
• Completed Group
Information Sheet (GIS)
• Used Student Answer
Sheets (Gr. 3-8)
Non-scorable Materials
• Used Student Test
Booklets
• Large Print and Braille Test
booklets
• Unused and Voided Test
booklets and Answer
sheets
• Scratch Paper
• Examiner’s Manual
POST-TEST ACTIVITIES:
Test Examiner Responsibilities
So that districts are prepared to address “non-participants”
during AYP processing note:
• Collect by school and by subject… the names of each student
who should have tested, but was a non-participant
• Districts will be asked to categorize their “non-participation”
as one of the following four choices…Medical Emergency,
Illness, Other, Unknown
• You may direct questions on the definition of
“non-participant” and the above categories to your district’s
GaDOE Accountability Specialist
POST-TEST ACTIVITIES:
School Test Coordinator
• Verify that Test Examiners have returned all materials.
– Materials for make-up testing administered outside of
the system’s scheduled window must be ordered by
the System Test Coordinator.
• Inventory scorable and non-scorable materials separately
• Complete the School Security Checklist and place in the
first box of Scorable material.
• System Test Coordinators will need to make copies of any
pages that indicate missing or nonreturned materials and
place these copies in the security checklist envelope for
each school. System Coordinator’s will retain all original
school security checklists.
• Verify that “VOID” is written across every voided Test
booklet and Answer Sheet. Return voided documents with
non-scorables.
POST-TEST ACTIVITIES:
School Test Coordinator
• Destroy all scratch paper
• 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 face-up.
• 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 the illustration on page 29 of the
TCM).
POST-TEST ACTIVITIES:
Packing Scorable Materials
Packing Scorable Materials:
Band together by
classroom:
[Top of Stack]
• Stack Cover Card
– 1 per band
• Completed GIS
– 1 per class
• 1 class of Student
Answer Sheets (Gr. 3-8).
[Bottom of Stack]
POST-TEST ACTIVITIES:
School Test Coordinator
• Use the original shipping boxes for the return shipment. If
you need additional boxes, notify the System Test Coordinator
to order them through CTB’s Customer Service Team.
• Pack scorable and non-scorable materials separately.
• 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. In most systems, schools
return scorable and non-scorable materials at the same time.
• Improper packaging may delay your score reports. Detailed
instructions are provided in the “After Testing” section of the
TCM.
POST-TEST ACTIVITIES:
System Test Coordinator
Packing Return Shipment
System Test Coordinators prepare materials for pick-up.
Reminders:
• Do not consolidate materials from more than one school in
the same box.
• Use one label per box.
– Use 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
materials.
• Identify the sequence of boxes for each school on each
shipping label (example: Box 1 of 10).
• Securely seal all boxes.
POST-TEST ACTIVITIES:
Return Shipment Pick-up
• Assessment Distribution Services (ADS) will
contact systems 5 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.
POST-TEST ACTIVITIES:
Returning Make-up Materials
• Make-up Testing
– In most systems, make-up testing is accomplished
within the system’s scheduled main
administration window. These materials should
be returned with the main administration
materials.
– For make-up testing outside of the system’s
scheduled testing window, contact CTB for a
Make-up Testing Kit.
• The Make-up Testing Kit will include instructions for
returning these materials.
POST-TEST ACTIVITIES:
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
– Schools packed together
• Document data errors
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Xeroxed GIS
Student marks on timing tracks
Barcode incorrectly placed
Pre-ID placed over the wrong section
POST-TEST ACTIVITIES:
Return Shipment Errors
• Packaging & Transportation Errors
– Use of boxes other than the custom CRCT shipping
cartons
– Boxes incorrectly numbered
– All materials not available for pick-up as scheduled
– Unlabeled pallets/boxes
– Labels applied incorrectly
– Self-scheduling using a different carrier
Noted Changes
• We continue to follow the federal guidelines to
include both Ethnicity (Hispanic/Not Hispanic) and
Race (American Indian, Asian, Black/African
American, Native American/Other Pacific Islander,
White).
• IR/IV/PIV reporting errors may result in not sending
reports.
• Updated guidelines for read-aloud accommodations
for grades 3-8 are in the Test Examiners Manual.
• This year system-level overage materials of 5%, 7%,
and 10% may be selected.
CRCT Reports
• First set of electronic Test Results (GaDOE Portal, 5 day
TAT 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
results)
– Class Roster (with summary page)
– Performance Level 1 Roster
– Individual Student Report
– Student Score Labels
Summary Reports
 Paper Results (Delivered to Systems in Early July)
 Summary Report of All Student Populations
 School, System, and State
 Performance Summary Report
 Class, School, System, and State
Re-Test Reports
• Electronic Test Results (GaDOE Portal, 5 day
TAT after reasonableness is checked)
– PDF files – Class Roster (with summary page)
– PDF files – Performance Level 1 Roster
– System Data file
• Paper reports (10 business days after receipt of electronic
results)
– Class Roster (with summary page)
– Performance Level 1 Roster
– Individual Student Report
– Student Score Labels
CONTACT INFORMATION:
Ordering Materials
• When System overage materials have been exhausted, System
Test Coordinators can order additional materials by contacting
the CTB Customer Service Team.
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Phone: (866) 282-2249
Fax: (866) 282-2251
E-mail: GeorgiaHelpDesk@ctb.com
Hours: 8:00am to 6:00pm (Eastern)
• Orders will be shipped using 2nd Day shipping unless
expedited shipping is needed to deliver before the start of
testing.
CONTACT INFORMATION:
Shipping Information
• Materials Order Shipments
– Your initial shipment of CRCT materials will be delivered by
CEVA Logistics. For information, contact:
• CTB Customer Service
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Phone: (866) 282-2249
Fax: (866) 282-2251
E-mail: GeorgiaHelpDesk@ctb.com
Hours: 8:00am to 6:00pm (Eastern)
– Deliveries will be made at least 2 weeks prior to the first
day of testing, taking spring break into account based on
the dates provided to CTB through the Online Enrollment
System.
CONTACT INFORMATION:
Shipping Information
• Return Shipments
– Assessment Distribution Service (ADS)
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Phone: (800) 963-7626
Email: info@ship-ADS.com
ADS will contact systems to schedule pick-ups.
The scorable materials pick-up date is 5 business days
from the last day of the scheduled test window.
• The non-scorable materials pick-up date is 10 business
days from the last day of the scheduled test window.
• The Pickup Schedule is provided in the TCM on page 37.
CONTACT INFORMATION:
CTB Contacts
• CTB Customer Service Team.
– Phone: (866) 282-2249
– Fax: (866) 282-2251
– E-mail: GeorgiaHelpDesk@ctb.com
– Hours: 8:00am to 6:00pm (Eastern)
• Nadia Greer, Program Coordinator
– Phone: (800) 538-9547, ext 7049
– Fax: (888) 282-9579
– E-mail: nadia_greer@ctb.com
– Website: http://www.ctb.com/gacrct
• Dee Choudhary, Senior Program Manager
– Phone: (847) 309-5957
– E-mail: dee_choudhary@ctb.com
CONTACT INFORMATION:
Georgia Department of Education
Joe Blessing,
CRCT Program Manager
- Phone: (404) 656-2589
- E-mail: jblessin@doe.k12.ga.us
Test administration information
– Phone: (800) 634-4106 or (404) 6562668
QUESTIONS