fall 2009 fcat retake training presentation

Fall 2009 FCAT Retake Training Presentation

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Training Materials Link

• The state’s training materials are available online at: www.PearsonAccess.com/fl (click the SUPPORT tab)

• Training materials from today’s training are available online at: http://oada.dadeschools.net/TestChairInfo/InfoForTestChair.asp

TAM 37; 50

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Fall 2009 FCAT RetakeAdministration Schedule

Note: This modified testing schedule has been approved by the Florida Department of Education.

Grade Level

Day 1Tues.,Oct. 20

Day 2Wed.,

Oct. 21

Day 3Thurs.,Oct. 22

Day 4Fri.,

Oct. 23

Day 5 Mon., Oct.26

10+-Adult

SSS Reading Retake

Untimed

SSS Mathematic

s Retake

Untimed

Make-up, as needed

Untimed

Make-up,

as needed

Untimed

Make-up,

as needed

Untimed

Training Packet 2; TAM 2

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Fall 2009 FCAT Retake Extended Testing Schedule

Visually Impaired (VI) and Hospital/Homebound Program Students

OnlyDate Test Testing Time

October 12-26 Reading Untimed

Mathematics Untimed

Reading and MathematicsMake-Up Testing

Untimed

Note: To provide the most appropriate testing conditions and to allow sufficient time for necessary accommodations for VI students receiving services from VI itinerant teachers and students in the Hospital/Homebound Program, the Florida Department of Education has approved an expanded testing window.

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Students to Be Tested

• Students who have not yet passed one or both parts of the Grade 10 FCAT required for graduation:– Grades 11 through 13 regular high school students

– Retained Grade 10 students with any Grade 10 or Retake score on file

– Adult high school students – Certificate of Completion students

– Grade 11 or higher Florida Virtual School students enrolled in a public school (not private school or Home Education Program students)

TAM 2-3

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Registration Procedures

• Adult Education students must register to take the FCAT in advance by Friday, October 9, 2009.– Miami-Dade County Public Schools FCAT Registration Form

(FM-2975) should be used to register students.

– Students MAY be permitted to register after this date on a space-available basis.

• “Walk in” or unregistered students are not to be admitted to a test session.

– They may only be assigned to a waiting list until student eligibility is verified.

– They may be scheduled for a make-up session.

Training Packet 6-7

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Test Accommodations Field in ISIS

• An extension of the Test Accommodations field on the Additional ESE Information screen in the District’s Integrated Student Information System (ISIS), is being implemented to ensure that students are provided with appropriate test materials.– Large print, Braille, and one-item-per-page test materials

must be recorded on the ISIS Test Accommodation field.

– Please verify that all your students have the proper Test Accommodation entered in ISIS.

• One-item-per-page is a unique accommodation and must be submitted for approval by the state.

*Please refer to Weekly Briefing #6318

Briefing #6318

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Visually Impaired Materials

TAM 62-74

Large Print (LP) Braille One-Item-Per-Page

•Student responds directly into the LP test and answer book.•LP Math reference sheet is inside the front cover of Math test.•FCAT Large Key/Large Display Calculator or FCAT Talking Calculator may be used.•Script for the LP is located in the TAM pg 64.

•Student responds on Braille paper. Contractor will transcribe into regular print test and answer book.•Braille Math reference sheet is available.•Braille Notes are provided and must be used during testing. •FCAT talking calculator is available.•Script for Braille is in the TAM pg 65.

•Student responds directly on the one-item-per-page test and answer book.•School staff transcribes students response into regular print test and answer book.•FCAT Large Key/Large Display Calculator or FCAT Talking Calculator may be used.•Script for the one-item-per-page is located in the TAM pg 64.

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Test Accommodations

• Students with Disabilities– Accommodations stated in the student’s current IEP

or 504 plan:• Presentation

• Responding

• Scheduling

• Setting

• Assistive Devices

– Emergency 504 Plan• Contact Mary Paz or Joanne Rosen, ESE at 305-995-2799.

TAM 3; 7; 75-81

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Test Accommodations (continued)

• English Language Learners (ELLs)– Students who are currently receiving services in

a program operated in accordance with an approved district LEP plan:

• Flexible Setting

• Flexible Scheduling

• Additional Time

• Assistance In Heritage Language

• Approved Dictionary

TAM 3; 7; 82

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Test Administration and Security Procedures State and District Requirements

• Standards, Guidelines, and Procedures for Test Administration and Test Security available at http://oada.dadeschools.net/TestChairInfo/InfoForTestChair.asp– Adopted by School Board– General Guidelines

• Florida Statute and Rules• School Procedural

Checklist• District Monitors

TAM 11; 83-87 and Training Packet 10

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Prohibited Activities: Florida Statute and State Board Education Rule

• Reading the passages, test items, or performance tasks.

• Revealing the passages, test items, or performance tasks.

• Copying the passages, test items, or performance tasks.

• Interpreting or explaining test items or passages for students.

• Changing or otherwise interfering with student responses to test items.

• Causing achievement of schools to be inaccurately measured or reported.

• Copying or reading student responses.TAM 11; 83-87

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Prohibited Activities (continued)

• Allowing students to handle secure materials before or after test administration.

• Allowing students to serve as classroom volunteers in any capacity during testing.

• Leaving secure materials unattended.• Leaving secure materials in classrooms or

taking them out of the building overnight.• Assigning test administrators to administer

the FCAT to their family members.

TAM 11; 83-87

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Prohibition of Electronic Devices

• Possession of any electronic device that reproduces, transmits, calculates, or records IS cause for invalidation.– “Possession” is defined as “within arm’s reach,”

even if the electronic device is not visible.– Students should not have cell phones in their

pockets, clipped to their belts, at their desks, or anywhere they can be easily accessed during testing.

Test administrators and proctors should also turn-off their electronic devices during testing.

TAM v; Training Packet 3-5

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General Security Guidelines

Do:• Provide secure storage• Restrict access

– (3 or fewer keys)• Handle secure materials,

including affixing of labels in a limited-access area

• Maintain documentation– Chain of custody– Book assignment to students

• Train test administrators and proctors

• Monitor students during lunch break or extended breaks

Do NOT:• Test in a cafeteria,

gymnasium, auditorium, or library

• Allow unauthorized access to materials or content

• Open secure materials prior to date allowed

• Allow untrained or uncertified staff to test students

• Coach/assist any student during test administration

• View, review, copy, or debrief test content

TAM 11; 83-87

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Reporting Irregularities

• All school staff are professionally responsible for ensuring appropriate administration procedures and reporting any irregularities.

• Reporting procedures– Specified in Standards, Guidelines, and

Procedures for Test Administration and Test Security

• Test Chairperson/Principal• Student Assessment and Educational Testing• Regional Center and/or appropriate District

administrative office• Appropriate investigative unit, if applicable

TAM 12-13

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Reporting Irregularities (continued)

• School personnel must be prepared to provide documentation and information in support of subsequent investigations of an incident.– Testing conditions and test security protocol– Testing location of students, including a list of

students who tested at the same location and seating assignment

– Academic history of students– Resolution of the incident– Steps implemented to avoid future losses or

breaches

TAM 12-13

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Other Incidents

• Missing materials from shipment– Inform SAET immediately

• Scoring irregularities identified during state or vendor scanning, scoring, and auditing procedures– PIM reporting on notification

• Materials listed in state/vendor “Missing Materials Report” – Conduct thorough search – Return materials and/or provide documentation,

as directed

TAM 12-13

FCAT Missing Materials

19

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Planning for the Test Administration

• Verify counts of shrink-wrap packets against packing slip within 24 hours of receipt and report missing materials immediately.– Shrink-wrap packets of secure

materials may be opened three (3) days prior to the scheduled testing date.

• Ensure adequate supply of FCAT calculators are available.

• Verify student information on PreID roster. PreID file was pulled on August 28, 2009. Enrollment changes after this date will not be reflected on PreID roster.

TAM 11-12

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Planning for the Test Administration (continued)

• Maintain a record of the security numbers of the secure test materials you receive from the district coordinator.– Administration Record/Security Checklist

• Train test administrators and proctors.• Assign test group codes.• Review Test Invalidations Policies and

Procedures.

TAM 40

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Sample Administration Record/Security Checklist

TAM 14

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Steps for Verifying Student Information

1. Verify that the student is still enrolled and will be tested.

2. Verify the information on the PreID Roster against the school’s student information database. Because the complete Social Security Number is not

printed on the label, the PreID Roster must be used to verify student information

It is not necessary to verify both the labels and the roster because the same data file was used to create both

3. If the student name, Florida ID number, district number, OR school number is INCORRECT, do NOT use the label.

4. Do NOT use PreID labels from previous administrations.

5. Grid any missing information. Incorrect information on the label CANNOT be corrected in this manner, except for grade level.

TAM 8-9

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Sample Student Label

• IN ORDER FOR A DOCUMENT TO BE PROPERLY SCANNED, carefully place the label in the lower left corner of the student grid sheet in the box that reads Place STUDENT LABEL here.

• Do not remove labels once they have been affixed.• Do not place a label over another label.TAM 8-9

Hand-Gridding Student Answer Documents

• Test and answer booklets must be hand-gridded according to the directions in the Test Administration Manual.

• Guidance on coding the correct grade level information on Retake answer documents is provided in the Test Administration Manual.

• The Florida ID number should be coded NOT the student ID number.

25 TAM 5-7

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Sample Student Grid Sheet

Student information

(must be completed by the student)

TAM 10

If grade level is incorrect on PreID label, grid the correct grade level.

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Special Documents (Large Print, Braille, and One-Item-Per-Page)

Instructions for Completing Student Grid Sheets

IMPORTANT DISTINCTION:• For LP users, the student grid sheet on the front

cover of the large print test and answer book must be completed.

• For BR and OIPP users, the student grid sheet of the regular print test and answer book must be completed and included in each student's return envelope.

Complete each student’s grid sheet in one of the following ways: Affix the student’s verified PreID label to the label area

on the APPROPRIATE grid sheet If the student does not have a label, grid the student

information with a No. 2 pencilTAM 63-67

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Training Test Administrators and Proctors

• All personnel involved in the FCAT administration must receive training prior to FCAT administration and sign the FCAT Administration and Security Agreement Form.

– All signed forms must be retained at the school for 1 year following the release of results.

• Inappropriate actions by school or district personnel before, during, or after test administration may result in consequences such as test invalidations and/or loss of teaching certification.

– Please carefully read the Test Security Policies and Procedures to ensure that you are following the correct procedures.

• Only instructional certified personnel may serve as test administrators.

• Instructional certified personnel and support staff may serve as proctors.

TAM v; 40 and Training Packet 9-10

FCAT Administration and Security Agreement Form

29 TAM 89

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Testing Location ConsiderationsPreparing for Testing

• Use classrooms whenever possible.• Make sure that each room is free of distractions and

has: comfortable seating good lighting sufficient workspace adequate ventilation

• Make sure that: students are not facing each other if seated at tables students are not in seating that allows them to view

other students’ answers there is at least three feet between students

• Remove or cover all visual aids on student desks or in the room, such as posters showing mathematical concepts. Students may not have access to any unauthorized aids.

TAM 41

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Test Administration ProceduresPrior to Testing

• Proper documentation must be maintained by the test administrator.

– Required Administration Information– Security Log

• Student’s identification must be checked before unfamiliar students are admitted to the testing room each day.

• The test must be read verbatim. – Test administrators should become familiar with script

before the first day of testing.• Determine the appropriate Option A or B at the beginning of

the script and Option A, B, or C at the end of the script.• The use of seating charts or recording of specific seat

assignments is strongly encouraged.

TAM 12; 21; 23; 25; 91

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Required Administration Information

Maintain the following information for each testing room:

• Students assigned to your room (provide Student Name and Florida ID Number)

• Attendance Information (Present, Absent , Withdrawn, or Present but Invalidated)

• Test Group Code • Unique Security Number of the Test and Answer

Book Assigned to Each Student – will require more than one entry if a student is participating in both Reading and Mathematics

TAM 17

Security Log

33 TAM 91

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Important Script InformationPrior to Testing

How to break the tab on the test and answer book:

• Hold the test and answer book in one hand.• With the other hand, gently hold the top of the pull tab.• Pull OUT and DOWN.• Do not try to remove any remaining pieces of the tab.

Reminders for students prior to testing:• If a student changes an answer, be sure he/she erases completely.• If a student draws a line or an X through an answer, the line must NOT

extend into a bubble or the stray mark could be scanned as the answer.• If a student marks in two or more bubbles, the response will be

recorded as a WRONG answer.• If a student circles answers instead of gridding the bubbles, the

answers will NOT be scored.

TAM 22; 24; 28

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Supervise Test AdministrationDuring Test Administration

Do not use cell or classroom phones, grade papers, or work on the computer during testing. Move around the room and ensure that students:

clear their desks of all materials except the appropriate test materials use only No. 2 pencils do not have books, notes, scratch paper, or electronic devices of any kind

during testing, except FCAT calculators for Mathematics, even if they do not use them

do not talk or make any disturbance work independently mark their answers in the appropriate area

Do NOT: talk with students about any test item help students answer any test item read through books return books to students after they have been collected discuss test items or answers with students even after all test

materials have been returned and testing has ended

TAM 22

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Proctors

Personnel Needed Based on Student Participation:1–30 students Test Administrator*

31–60 students Test Administrator and 1 Proctor

61–90 students Test Administrator and 2 Proctors*It is recommended that a proctor be assigned to rooms with 30 or fewer students whenever possible.

Proctor Duties and Responsibilities:

School personnel Prepare, distribute, and collect materials Complete student grid sheets

Non-school personnel Assist in monitoring test administration. May NOT

participate in any of the test administration procedures (e.g., preparing, distributing, and collecting secure test materials, completing student grid sheets)

TAM 12 and Training Packet 9-10

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Test Invalidation Policies and Procedures

Remember that the purpose of invalidation is to identify when the validity of test results has been compromised.

A test MUST be invalidated if any of the following circumstances occur:

1. A student has an electronic device during testing.2. A student is cheating during testing.3. A student is disruptive during testing.

Situations involving possession of electronic devices, cheating, or disruptive behavior should be investigated and discussed by the school assessment coordinator and school administrator before a final invalidation decision is made.

TAM 15

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Test Invalidation Policies and Procedures (continued)

A test MAY be invalidated if any of the following circumstances occur:

1. A student becomes ill and is unable to finish, OR a student is not allowed the correct amount of time to finish (e.g., the test administrator instructs students to stop working without allowing the correct amount of time or a parent removes a student for an appointment prior to the end of the allotted testing time).• If a student starts a test and leaves campus without finishing (for

an appointment, illness, etc.), he or she will NOT be allowed to complete that test. No exceptions will be made once the student leaves the school’s campus. If you have concerns about a student, you should not allow the student to begin. Instead, arrange to administer the test to that student on a make-up day.

2. A student was given an accommodation not allowed on the FCAT.3. A student was given an accommodation not on the student’s IEP or

Section 504 plan.

TAM 15-16

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Test Invalidation Policies and Procedures (continued)

A test MAY be invalidated if any of the following circumstances occur:

4. A student was not given an allowable accommodation listed on the student’s IEP or Section 504 plan.

5. An error occurs in test administration that may compromise the validity of the test (e.g., student(s) had access to an unauthorized visual aid that gave an unfair advantage).

When a student’s test is invalidated for any of the reasons listed above, return the invalidated test with the DNS bubble gridded with all other TO BE SCORED (red-labeled) materials. This will ensure that the student’s record is on the electronic file, but the student will not receive a score.

The student must NOT be allowed to participate in a make-up session if a test was invalidated for any of the reasons above. Note that students are only allowed to take each subject test only ONCE during this administration.

TAM 15-16

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Defective Test and Answer Books

If a defective test and answer book is identified before testing begins, give the student a replacement book. Return the defective book with all other NOT TO BE SCORED materials.

The DNS bubble MUST be gridded if any of the following circumstances occur:

1. The document is defective and USED.2. A student’s name, Florida ID number, district number, OR school

number is INCORRECT on a label affixed to a USED document.3. A student label has been placed over another student label on a

USED document.

If a student discovers any of the above issues during testing, give the student a replacement book. When the student completes the test, he/she must, under the supervision of the test administrator, transfer the exact responses from the defective document to the replacement document. Grid the DNS bubble on the defective USED document and return it with all other NOT TO BE SCORED materials.

TAM 16

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Defective Test and Answer Books (continued)

Under the following circumstances, it is NOT necessary to grid the DNS bubble if the book has been packaged properly for return with all other NOT TO BE SCORED materials:

1. The preidentified document belongs to a student who has withdrawn before testing begins.

2. The preidentified document belongs to a student who has been absent during the entire testing window.

3. The document is defective and UNUSED.

4. The preidentified information is incorrect and the document is UNUSED.

TAM 16

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Sample DO NOT SCORE (DNS) & UNDO Bubbles

Fall Retake Sample

There is one DNS bubble and one UNDO bubble for each Fall Retake Test and Answer Book.

Reading Mathematics

TAM 15

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Steps for Returning Test Materials to the School Coordinator

TEST ADMINISTRATORS should:• Verify that they have collected all required administration

information.

• Verify that their Security Log has been completed correctly.

• Remove stray reference sheets from the Mathematics test and answer books and return them to the school assessment coordinator.

• Check student grid sheets to ensure the following: No stray marks are in the preidentified/security number

area No stray marks or writing appear outside designated areas Upper LEFT corner has been completed by each student DNS and UNDO bubbles are accurate

• Group TO BE SCORED materials using the cover sheets in Appendix C of the test administration manual and then organize the materials.

• Return materials to the school assessment coordinator.

• Complete the online Test Administrator Comment Form at www.PearsonAccess.com/fl (click Support tab).

TAM 37

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Prepare Test Materials for Return to the District Assessment Coordinator

SCHOOL ASSESSMENT COORDINATORS should:

• Verify the return of all secure materials from test administrators.

• Check for and remove any stray reference sheets from the Mathematics test and answer books. Reference sheets left in books interfere with the scanning process.

• Make copies of and file the following: records of required administration information

collected by test administrators all Security Logs

TAM 45

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Prepare Test Materials for Return to the District Assessment Coordinator (continued)


• Separate TO BE SCORED test materials by document type. Fall Reading Sunshine State Standards

RETAKE Test and Answer Books Fall Mathematics Sunshine State Standards

RETAKE Test and Answer Books Include INVALIDATED documents

TAM 45; 49

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Prepare Test Materials for Return to the District Coordinator (continued)


• Verify that the DNS and UNDO bubbles have been completed accurately.

• Complete a Retake Document Count Form for each document type.

• Place each completed Document Count Form on top of the first stack of corresponding TO BE SCORED answer documents.– Remember to include the invalidated answer documents

with your TO BE SCORED answer documents.

• Complete the information on each Paper Band and band each stack of TO BE SCORED documents. Do not use staples, paper clips, or tape to seal the bands.

TAM 45-49

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Sample Retake Document Count Form

NEW BOXSpecial

Documents

TAM 45-46

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Sample Paper Band

TAM 47

49

Package Test Materials

Packaging Diagram

TAM 49

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Prepare Test Materials for Return to the District Assessment Coordinator


• Separate NOT TO BE SCORED test materials. Unused test and answer books, and non-preidentified and preidentified defective

documents

TAM 50

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SCHOOL ASSESSMENT COORDINATORS should:• Verify that return envelopes contain documents for one student only and

that the student grid sheets are completed correctly or have preidentified student labels affixed.

• Check the accuracy of the DNS bubbles. • Complete a Retake Document Count Form for each Special Document type and

subject.• Make sure that each student’s envelope contains the following documents for

each subject tested:


Steps for Returning Materials to the District Coordinator

Large Print Braille One-Item-Per-Page

• Large Print Retake Test and Answer Book (Reading and/or Mathematics)

• Regular Print Retake Test and Answer Book (Reading and/or Mathematics

• Braille Retake Test Book (Reading and/or Mathematics

• Braille Answer Sheets containing student responses (separated by subject)

• Regular Print Retake Test and Answer Book (Reading and/or Mathematics)

• One-Item-Per-Page Retake Test and Answer Book (Reading and/or Mathematics)

TAM 71-73

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• Verify the completed information on the outside of each student’s envelope and secure the envelope.

• Place the appropriate large print, Braille, and one-item-per-page materials into the boxes in which they arrived.

• Place a WHITE label on the top of each box.

Note: Return any FCAT Large Display Calculator and FCAT Talking Calculator separately in the

manila envelope.


Steps for Returning Materials to the District Coordinator (continued)

TAM 73

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Return Label Reference Chart

MATERIALS INCLUDEDLABEL COLOR

TO BE SCORED Test and Answer TO BE SCORED Test and Answer BooksBooks REDRED

NOT TO BE SCORED MaterialsNOT TO BE SCORED Materials YELLOWYELLOW

Large Print, Braille, and One-Item-Large Print, Braille, and One-Item-Per-Page Materials (TO BE SCORED, Per-Page Materials (TO BE SCORED, NOT TO BE SCORED, and UNUSED NOT TO BE SCORED, and UNUSED test documents and braille notes)test documents and braille notes)

WHITEWHITE

TAM 57-58

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District Assessment Coordinator Only Box

MATERIALS INCLUDED MARK BOX

• The original Administration Record / Security Checklist or school’s developed form with all the required information

• The original Fall 2009 FCAT Retake Security Logs

• The original Fall 2009 FCAT Retake Accounting for All Secure Documents

• The original School Procedural Checklist (FM-6927)

District Assessment Coordinator ONLY

TAM 58Note: Keep copies of documentation for your records.

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Return Schedule

• All schools are to hand-deliver to the Test Distribution Center, 13135 S.W. 26th Street, Miami, by 3:30 p.m. on Wednesday or Thursday, October 28 or 29, 2009.

To Be Scored materials Not To Be Scored materials District Assessment Coordinator Only box

Training Packet 2

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Reminders for the Fall 2009 FCAT Retake

• Complete the online Comment Forms at www.PearsonAccess.com/fl (click Support tab).

• FCAT Administration and Security Agreement– All school administrators, school assessment coordinators, test

administrators, and proctors must sign and return an agreement• VI materials (Large print, Braille, and OIPP)

– Students using LP materials record answers in large print documents

– Students using Braille materials record answers in Braille sheets• Contractor staff transcribes large print and Braille documents

– Students using OIPP materials record answers in OIPP documents• School Test Administrator transcribes OIPP

• NO electronic or recording devices– Students may not have them at their desks, clipped to their belts, in

their pockets, or anywhere they can reach them during testing• Student PreID Labels

– Four categories must be correct on the labels: Student Name, Florida ID Number, District Number, and School Number

57

Contact Information

Student Assessment and Educational Testing

FCAT ProgramMaria C. Bruguera, Director I

Email: [email protected]

Mara Ugando, Staff SpecialistEmail: [email protected]

Phone: 305-995-7520Fax: 305-995-7522