meap coordinator briefing

1. 09/10/2008 1 MEAP Coordinator Briefing Fall 2008

2. 09/10/2008 2 Outline Welcome and General Issues (Jim Griffiths) MEAP Administration (Sue Peterman) Assessment Accommodations (Linda Howley) ELPA (Phil Chase) Student ID Process (Dave Judd) Assessment Processing (Chris McCown)

3. 09/10/2008 3 Welcome and General Issues James A. Griffiths, Manager Assessment Administration And Reporting

4. 09/10/2008 4 Update Staffing changes Interim Director of Educational Assessment and Accountability: Joseph Martineau Interim Assessment Manager: Vince Dean SWD Program Interim Consultant: Linda Howley ELL Program Specialist: Phil Chase ELL Program Analyst: Brian Cilosky MEAP and MME Analyst: Emily Taylor

5. 09/10/2008 5 Update New Contractors Measurement Incorporated - test administration Pearson (formerly Harcourt) � test development Current deadline: Assessment results reported by mid December

6. 09/10/2008 6 Update MEAP Grades 3-9 Assessment Schedule New MEAP testing and shipment schedule 50% item release (initial test form only) Shorten all assessments for new schedule Allow for two distinct assessments Released item booklets Actual items (50%) Item descriptors (50%)

7. 09/10/2008 7 Update Ten (10) initial assessment forms No spiraling Schools will have one form of each assessment For example, if school is assigned form 5, they will receive form 5 of each grade level/subject area assessment in that building Smaller districts will have one form assigned to entire district

8. 09/10/2008 8 Update Mathematics 2 items per core GLCE 1 item per extended core GLCE Shortened for new schedule

9. 09/10/2008 9 Update English Language Arts Response to Paired Reading Selections replaced by Multiple choice items only, Fall 2008 Multiple choice & short answer (1 � 3 sentences) items in Fall 2009 and beyond ELA given in four parts over two days Session 1 and Session 2

10. 09/10/2008 10 Update Social Studies and Science New GLCEs First operational appearance in fall 2010 New standards if tests cannot be equated to previous MEAP Eliminate social studies constructed response Field test additional short answers Field test additional multiple choice items

11. 09/10/2008 11 New for 2008-09

12. 09/10/2008 12 MEAP Coordinator Briefing Fax in questions: 734-334-1857 Email questions: answers@resa.net

13. 09/10/2008 13 Sue Peterman, Specialist MEAP Administration & Reporting Office of General Assessment and Accountability MEAP Assessment Administration

14. 09/10/2008 14 New for Fall 2008 Fall 2008 MEAP Schedule No longer a 3 week window Specific dates to administer initial test and makeup test Begins October 14 (Mathematics) Ends October 30 (final makeup test date)

15. 09/10/2008 15 New for Fall 2008

16. 09/10/2008 16 New for Fall 2008

17. 09/10/2008 17 New for Fall 2008 Strict adherence to timelines for returning testing materials November 5th final ship date Late returns incur fees and impact how results are returned

18. 09/10/2008 18 New for Fall 2008

19. 09/10/2008 19 New for Fall 2008 One answer document for each grade/subject area test No pre-printed student answer documents Pre-printed barcode label MUST be affixed to every student answer document returned for scoring $10 fee per answer document if missing In this portion of the video we�ll review the assessment windows, take a look at what�s new for fall administration, provide general information about the fall administration and provide you with phone numbers and contact information if you have questions.In this portion of the video we�ll review the assessment windows, take a look at what�s new for fall administration, provide general information about the fall administration and provide you with phone numbers and contact information if you have questions.

20. 09/10/2008 20 New for Fall 2008 Preprinted student labels shipped with initial materials (students identified 5/15-8/1) Second separate shipment of barcode labels (students identified 8/2 � 9/11) Schools must use OEAA Secure Site to produce barcode labels for new students (after 9/12) In this portion of the video we�ll review the assessment windows, take a look at what�s new for fall administration, provide general information about the fall administration and provide you with phone numbers and contact information if you have questions.In this portion of the video we�ll review the assessment windows, take a look at what�s new for fall administration, provide general information about the fall administration and provide you with phone numbers and contact information if you have questions.

21. 09/10/2008 21 New for Fall 2008 Initial test booklets Forms 1 -10 Schools will receive same form of test Makeup test booklet Form 11 One answer document per grade/subject area ELA Session 1 and Session 2 In this portion of the video we�ll review the assessment windows, take a look at what�s new for fall administration, provide general information about the fall administration and provide you with phone numbers and contact information if you have questions.In this portion of the video we�ll review the assessment windows, take a look at what�s new for fall administration, provide general information about the fall administration and provide you with phone numbers and contact information if you have questions.

22. 09/10/2008 22 New for Fall 2008 Reader Scripts IEP or 504 Plan required Scripted version of a test booklet Extended Time Testing IEP or 504 Plan required Must use Form 1

23. 09/10/2008 23 Manuals and Handbooks District and Building Coordinator Handbook One Administrator Manual for EACH GRADE � new this year Initial and makeup test directions are in each grade level manual

24. 09/10/2008 24 Grades 3-9 MEAP Assessments Mathematics Two Parts (reduced from three) Grade 3 � No calculator Use ANY Part Grades 4 � 8 Calculators allowed on Part 2 only Overlays for each grade level Grade 8 Reference Sheet

25. 09/10/2008 25 Grades 3-9 MEAP Assessments English Language Arts Separate answer documents for Session 1 and Session 2 Manual will indicate to test administrators when it is appropriate to use a test booklet to read directions (writing prompts)

26. 09/10/2008 26 Grades 3-9 MEAP Assessments Science Two Parts Fewer constructed response items Social Studies Two Parts Constructed response item (Decision Making) eliminated

27. 09/10/2008 27 Grades 3-9 MEAP Assessments

28. 09/10/2008 28 Grades 3-9 MEAP Assessments

29. 09/10/2008 29 Combined test booklet/answer document ALL grade 3 documents (used and unused) are secure and must be returned Students mark answers in booklet Grade 3 Answer Document Assessment Booklet

30. 09/10/2008 30 Receipt of Materials Materials being shipped beginning September 22nd and in districts by the 29th District/building coordinators should verify quantities upon receipt Don�t wait!

31. 09/10/2008 31 Additional Orders District coordinator is responsible for placing additional orders for materials Gather additional orders request from all schools within district Can be done on the OEAA Secure Site (www.michigan.gov/oeaa-secure)

32. 09/10/2008 32 Administration Guidelines Assessment Security Locked storage before, between, and after test sessions Reporting Assessment Irregularities and Administrative Errors Ten day rule What should and should not be displayed during testing

33. 09/10/2008 33 Administration Guidelines Monitoring Assessment Administration Review Professional Assessment and Accountability Practices for Educators, updated August 2007 Student Prohibited Behavior Roles and Responsibilities for each person who administers MEAP tests

34. 09/10/2008 34 Accommodated Assessments Enlarged Print versions School staff must transcribe student responses into a regular/scannable student answer document and return with other used student answer documents under School/Grade Header Sheet Return enlarged print booklet

35. 09/10/2008 35 Accommodated Assessments Scribes, Tape Recorders, Braillewriters School staff must transcribe student responses into a scannable student answer document and return with other used student answer documents under School/Grade Header Sheet Return accommodated versions of test with other non-scorable material

36. 09/10/2008 36 Accommodated Assessments Word Processed Pages Student constructed response items DO NOT need to be transcribed into a student answer document Each word-processed page MUST be printed and identified with student and assessment information (including grade, subject area, and item number)

37. 09/10/2008 37 Accommodated Assessments Word Processed Pages Easiest to produce student barcode label and attach to each page Word processed pages must be inserted into a student answer document Return in orange envelope DO NOT return word processed pages without answer document

38. 09/10/2008 38 Materials Return MEAP Security Compliance Form Signature required District coordinator keeps � do not return to scoring contractor MEAP Class/Group ID Sheet Optional MEAP School/Grade Header Sheet

39. 09/10/2008 39 Contact Information Joseph Martineau, Interim Director, OEEA Dave Judd, Project Manager, OEAA Vince Dean, Interim Assessment Manager James Griffiths, Manager, Test Administration and Reporting Sue Peterman, Specialist, Test Administration and Reporting Bill Brown, Manager, Test Development Rodger Epp, Science Assessment Consultant Wendy Gould, ELA Assessment Consultant Ruth Isaia, Social Studies Assessment Consultant Kyle Ward, Mathematics Assessment Consultant

40. 09/10/2008 40 Contact Information MEAP Office Phone 877-560-8378 FAX 517-335-1186 oeaa@michigan.gov www.michigan.gov/meap

41. 09/10/2008 41 MEAP Coordinator Briefing Fax in questions: 734-334-1857 Email questions: answers@resa.net

42. 09/10/2008 42 MEAP Assessment Accommodations Linda Howley, Interim Assessment Consultant for Students with Disabilities

43. 09/10/2008 43 Assessment Accommodations Students with Disabilities with an IEP General Education Students with a Section 504 Plan English Language Learners Accommodated Versions

44. 09/10/2008 44 Assessment Accommodations Special Handling Rapid Onset of a Medical Disability Use of Reader Scripts Extended Time Testing

45. 09/10/2008 45 Students with Disabilities Must have an IEP or IEP in the process of being completed

46. 09/10/2008 46 Students with Disabilities ONLY the IEP Team can determine Participation in the MEAP and/or MI-Access assessments Assessments accommodations are needed If used routinely during instruction Must be documented in the IEP

47. 09/10/2008 47 General Education Students Must have a Section 504 Plan

48. 09/10/2008 48 General Education Students Only the Section 504 Plan Committee can determine what accommodations are needed if used routinely for instruction Must be documented in the Section 504 Plan

49. 09/10/2008 49 English Language Learners General Education Students Assessment accommodations determined by the students instructional team Accommodations routinely used by students during instruction Must be documented in the student�s records

50. 09/10/2008 50 English Language Learners Students with Disabilities Assessment accommodations are determined by the IEP Team Must be documented in the IEP

51. 09/10/2008 51 Standard Accommodations Do NOT change the construct being assessed Scores DO count towards NCLB participation rate and AYP

52. 09/10/2008 52 Nonstandard Assessment Accommodations DO change the construct being assessed Result in an invalid score and the student will count as NOT PARTICIPATING

53. 09/10/2008 53 State Provided Assessment Accommodations All Form #1 Braille Assessment Administrator Booklets for Braille Enlarged Print

54. 09/10/2008 54 State Provided Assessment Accommodations CDs or Audio tapes MUST be administered INDIVIDUALLY!! Ordering: www.mi.gov/oeaa-secure

55. 09/10/2008 55 English Language Arts � Session 1

56. 09/10/2008 56 English Language Arts � Session 2

57. 09/10/2008 57 Other Content Areas

58. 09/10/2008 58 Scribes, Tape Recorders, and Braille Writers A school staff member MUST transcribe into answer folder Spelling, punctuation, indentation and so forth MUST be transcribed EXACTLY

59. 09/10/2008 59 Word Processors Spell check, grammar check, dictionary, and thesaurus MUST be deactivated Do NOT need to be transcribed

60. 09/10/2008 60 Additional Paper Assessment accommodation Large handwriting Equivalent of the space provided in the student answer document

61. 09/10/2008 61 Returning Word Processed Documents and Additional Paper Student name Birth date Student�s State UIC District name and code School name and code Assessment window Grade Content area

62. 09/10/2008 62 Returning Word Processed Documents and Additional Paper Second Option Print student label in OEAA Secure Site One on each page Include subject area, item number For ELA, Part number

63. 09/10/2008 63 Returning Word Processed Documents and Additional Paper Insert in completed student answer document DO NOT staple, tape, paper clip, or glue to answer folder Orange Envelope� �SPECIAL HANDLING AND/WORD PROCESSED DOCUMENTS� Put on top of materials in �1 of X� box of answer folders being returned

64. 09/10/2008 64 Rapid Onset of Medical Disability Such as Broken arm Undergone surgery and is homebound Document in student�s file Disability Accommodation provided Bubble in �Standard accommodation�

65. 09/10/2008 65 Contact Information

66. 09/10/2008 66 Participation of English Language Learners Phil Chase Assessment of English Language Learners, OEAA

67. 09/10/2008 67 Participation of ELLs Can English language learners (ELLs) be excused from MEAP assessments? All ELLs are to be assessed with content-based tests. The only exception involves �recently arrived� students.

68. 09/10/2008 68 Participation of ELLs Who are �recently arrived� students? These are ELLs who have enrolled in a U.S. Public School for 12 months or less. The date of entry is drawn from section 10 on the English Language Proficiency Assessment (ELPA) demographic pages.

69. 09/10/2008 69 Participation of ELLs Who are �recently arrived� students? Students meeting this criterion may be �excused� from taking the ELA portions of content-based tests provided that the ELPA has been administered and the student is eligible for services. The ELPA Initial Screening is available for new students. This is a one-time exemption. �Excused� students are reported as a sub-category for AYP.

70. 09/10/2008 70 Participation of ELLs How do we notify the State that we have an ELL who is eligible for services? Enter ELPA Initial Screening information on the OEAA Secure Website to identify the student for Title III count. Indicate eligibility for Limited English Proficient (LEP) services with Single Record Student Database (SRSD) information�including entrance and exit dates.

71. 09/10/2008 71 Accommodations for ELLs How do we determine if an ELL needs an accommodation? Assessment accommodations are based on ELL performance levels and language of instruction for content area being assessed. Spanish, Arabic and English videos Decisions are to be made on student-by-student basis.

72. 09/10/2008 72 Accommodations for ELLs How do we determine if an ELL needs an accommodation? MEAP accommodations marked as standard result in scores that are reportable for Adequate Yearly Progress (AYP) and EducationYES!

73. 09/10/2008 73 Contact Information Phil Chase, Department Specialist Assessment of English Language Learners Office of Educational Assessment and Accountability (OEAA) ChaseP2@michigan.gov (517)335-3967

74. 09/10/2008 74 MEAP Coordinator Briefing Fax in questions: 734-334-1857 Email questions: answers@resa.net

75. 09/10/2008 75 OEAA Secure SiteFrom Pre-id to Tested Roster Dave Judd, Project Manager Office of Educational Assessment and Accountability

76. 09/10/2008 76 Welcome/Announcement Screen First screen after logging in to the OEAA Secure Site. Contains important messages in relation to the OEAA Secure Site. Contains important deadlines and dates in relation to tasks on the OEAA Secure Site. Contains information for all assessments: MEAP MME ELPA MI-Access ELPA Screener SCAS

77. 09/10/2008 77 Welcome/Announcement Screen

78. 09/10/2008 78 Additional Material Ordering Ordering will be open on the OEAA Secure Site after materials arrive in districts/schools � for MEAP Appr. Sept. 22nd Button Name for additional materials = �Material Orders/Tracking�

79. 09/10/2008 79 Additional Material Ordering

80. 09/10/2008 80 Additional Material Ordering

81. 09/10/2008 81 Student Record Search

82. 09/10/2008 82 Student Summary Screen

83. 09/10/2008 83 Pre-Identified Student Report

84. 09/10/2008 84 Pre-Identified Student Report - Cont�d

85. 09/10/2008 85 Pre-Identified Student Report -cont�d

86. 09/10/2008 86 Pre-ID Mass Updates The Pre-ID Mass Update screen is an efficient way to change the following information for a group of students: Unassigning a group of students from the test cycle Moving a group of students from one building to another within the district

87. 09/10/2008 87 Pre-ID Mass Updates � cont�d Changing the grade level field for a group of students Assigning test subjects to a group of students that may be taking MEAP and MI-Access

88. 09/10/2008 88 Pre-ID Mass Updates � cont�d Select the desired ISD, District, School, Test Cycle and Grade to be updated, then click Search.

89. 09/10/2008 89 Pre-ID Mass Updates� Cont�d

90. 09/10/2008 90 Demographic Updates OEAA student demographic load for public districts/schools will occur after the Fall 2008 SRSD submission is complete and prior to the Tested Roster period, and will include the following fields from the Fall 2008 SRSD submission: Economically Disadvantaged English Language Learners

91. 09/10/2008 91 Demographic Updates � Cont�d Ethnicity Feeder School Code Homeless Less than Full Academic Year (LTFAY) Migrant Special Education The demographic load of these fields will take place after the Fall 2008 assessments have been completed and before the tested roster period.

92. 09/10/2008 92 Demographic Updates � Cont�d Public districts/schools should not enter the above demographic information for the Fall 2008 MEAP or MI-Access Assessments in the OEAA Secure Site prior to the Tested Roster period. Any data that is entered into the above student demographic fields will be replaced with fall SRSD data at the time of the OEAA demographic load.

93. 09/10/2008 93 Demographic Updates � Cont�d

94. 09/10/2008 94 Barcode Labels All answer documents MUST have a barcode label. Reprint and replace any damaged barcode labels. i.e. student tried to peel label off, student marked through barcode, etc. Reprint and replace incorrect barcode labels. i.e. barcode was placed on answer document but a different student used the answer document. Barcode labels are not specific to content area but they are specific to school and test cycle. i.e. ELPA, MI-Access, MEAP, and MME.

95. 09/10/2008 95 Barcode Labels

96. 09/10/2008 96 Barcode Labels

97. 09/10/2008 97 Barcode Labels � Cont�d

98. 09/10/2008 98 Barcode Labels � cont�d

99. 09/10/2008 99 Barcode Label Printing

100. 09/10/2008 100 It gives you a complete listing of: students for whom answer documents were received by the contractor student demographic information pulled together from the answer document and the secure website Why is Tested Roster important?

101. 09/10/2008 101 It gives you your last opportunity to: verify that all answer folders were received and accounted for by the contractor request OEAA to research any missing students and or missing assessments update student demographic information before MEAP reports are printed and the AYP file is created Tested Roster � cont�d

102. 09/10/2008 102 It is very important to verify that students who are marked with an unethical practice/prohibitive behavior or nonstandard accommodation are correct. If not, then you must file an appeal through the Tested Roster page. Tested Roster � cont�d

103. 09/10/2008 103 Resource Information Instructions for the OEAA Secure Site can be found on the login page of the secure site, www.michigan.gov/OEAA-secure by clicking on the pink link titled OEAA Secure Site User Manual MI-Access information www.michigan.gov/mi-access

104. 09/10/2008 104 MEAP Coordinator Briefing Fax in questions: 734-334-1857 Email questions: answers@resa.net

105. 09/10/2008 105 Receipt and Return of Assessment Materials Chris McCown, Project Manager Measurement Incorporated

106. 09/10/2008 106 Measurement Incorporated Measurement Incorporated is the �new� printing, distribution, scoring, and reporting contractor for MEAP. 1st year of a 3-year contract Previous experience with MEAP

107. 09/10/2008 107 Overview Receipt of Materials � when and how you�ll receive materials Return of Materials � how to return your materials after testing

108. 09/10/2008 108 Receipt of Materials Materials shipped via FedEx Ground beginning September 22nd All materials delivered by September 29th Accommodated materials, some Pre-ID labels shipped separately

109. 09/10/2008 109 Receipt of Materials (cont.) Inventory your shipments Boxes numbered 1 of x, 2 of x, etc. Packing list in Box 1 Test booklets and answer documents shrink-wrapped in packs of 10

110. 09/10/2008 110 Packing List

111. 09/10/2008 111 Packing List (cont.)

112. 09/10/2008 112 Packing List (cont.)

113. 09/10/2008 113 Receipt of Materials (cont.) Districts receive an overage of most materials Need more of something? Exhaust district overage first Place additional orders via OEAA Secure Site Order history and shipments may be tracked via OEAA Secure Site

114. 09/10/2008 114 Get Ready! Review manuals and handbooks Stress the importance of SECURITY Know school and district codes Optional Class/Group ID sheet

115. 09/10/2008 115 During Testing Make sure students use No. 2 pencil Handle answer documents with care Make sure all answer documents have a Pre-ID label Make sure students fill out demographics page completely and correctly Make sure students grid form number correctly

116. 09/10/2008 116 Return of Materials Follow instructions in District and Building Coordinator Handbook Three return dates: Oct 20, Oct 27, and Nov 5 (p. B-2)

117. 09/10/2008 117 Return of Materials (cont.) Scorable materials to return: Used answer documents Used Gr 3 answer documents Non-scorable materials to return: Used and unused test booklets and accommodated media Unused Gr 3 answer documents (p. G-5)

118. 09/10/2008 118 Return of Materials (cont.) Sort answer documents into stacks by grade, content, and form per school. (p. G-6)

119. 09/10/2008 119 Return of Materials (cont.) Fill out a School/Grade Header Sheet to place on top of each stack of answer documents. (p. H-2)

120. 09/10/2008 120 Return of Materials (cont.) Word-processed pages and additional paper are returned with answer document in the orange Special Handling Envelope. (p. D-5, D-6) Place identifying information on all word-processed/additional pages and place the pages inside the student�s answer document before inserting into the orange envelope.

121. 09/10/2008 121 Return of Materials (cont.) Return Kit: Instructions FedEx Airbills Blue Measurement Incorporated scorable and green Measurement Incorporated non-scorable labels for boxes

122. 09/10/2008 122 Return of Materials (cont.) Materials are returned via FedEx Express. Call 1-800-GoFedEx to schedule a pickup (see Coordinator Handbook for greater detail). Call FedEx by 2:30 pm for same-day pickup.

123. 09/10/2008 123 Return of Materials (cont.) You only need one FedEx Airbill per shipment!

124. 09/10/2008 124 Measurement Incorporated Contact Information Help Desk Phone: 866-691-1423 Fax: 866-691-1424 E-mail: MEAPhelp@measinc.com Know your school and district code when you call!