2014 crct pre administration workshop february 2014 n.
Skip this Video
Loading SlideShow in 5 Seconds..
2014 CRCT Pre-Administration Workshop February 2014 PowerPoint Presentation
Download Presentation
2014 CRCT Pre-Administration Workshop February 2014

Loading in 2 Seconds...

play fullscreen
1 / 87

2014 CRCT Pre-Administration Workshop February 2014 - PowerPoint PPT Presentation

  • Uploaded on

2014 CRCT Pre-Administration Workshop February 2014. Webinar Etiquette Please use the Audio Setup Wizard in the Tools Menu to configure and test your audio settings before the presentation begins

I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
Download Presentation

PowerPoint Slideshow about '2014 CRCT Pre-Administration Workshop February 2014' - lorand

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.

- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
2014 crct pre administration workshop february 2014

2014 CRCTPre-Administration WorkshopFebruary 2014

Webinar Etiquette

  • Please use the Audio Setup Wizard in the Tools Menu to configure and test your audio settings before the presentation begins
  • To eliminate interference from background noise in your area, please leave the Talk Button on mute if you are not speaking
  • Due to the number of participants, we request that questions be submitted via Chat
  • You will receive a prompt to download this PowerPoint; you can also go to Window, File Transfer to download any files sent throughout this webinar
  • Please log in with your name and the name of your district beside it (e. g., John Smith– Appling); if you have already logged in, please place your name and district in the chat box


  • Training Materials
  • CRCT Overview
  • Pre-Administration
  • Testing
  • Post Testing Activities
  • Reporting
  • Retest Information
  • Contact Information
  • Questions


  • Train the Trainer Model for system training
  • The Test Coordinator’s Manual and Test Examiner’s Manual are posted on the Georgia Department of education website: http://www.gadoe.org/Curriculum-Instruction-and-Assessment/Assessment/Pages/CRCT-Resources.aspx
  • The Manuals and other training materials are also posted on the CTB website at: http://www.ctb.com/gacrct; select 2014 CRCT Pre-Administration Workshopoption


  • Posted to both the GaDOE and CTB websites:
    • CRCT Pre-Administration PowerPoint presentation
    • CRCT Pre-Administration Webinar recording link
    • Test Coordinator’s Manual (TCM)
    • Grades 3–8 Test Examiner’s Manual (TEM)
    • Grade 3 Student Answer Sheet
    • Middle Grades Math Formula Sheet (DOE site only)
    • Read Aloud Guidelines & Tutorial
    • Parent Brochure
  • Additional materials posted to the CTB website:
    • Administration Documents
      • Sample Packing List
      • Shipment Verification Form
      • Sample Security Checklist
      • Sample Answer Document
      • School/Group List (SGL)
      • Group Information Sheet (GIS)
      • Stack Cover Cards
      • Pre-ID Barcode Label


  • Will cover the following:
  • Administration Dates
  • Test Construction
  • Main Administration
  • Retest Administration

CRCT OVERVIEW: Administration Dates

  • System testing dates were submitted in December/January through the Online Enrollment System
    • Main Administration:
      • March 31 – May 2
      • 9 consecutive school day window
    • Retest Administration:
      • May 12 – July 25
      • 1 or 2 windows of 5 consecutive days each
      • 2 windows are available for different grade levels

CRCT OVERVIEW: Main Administration

  • Main Administration: March 31 – May 2
    • Includes all students enrolled in grades 3 through 8, except for those taking the GAA or CRCT-M
  • Make-up Testing
    • Make-up tests should be given within the system’s scheduled 9-day administration window
    • Outside of the system’s scheduled window, but within the State Administration window, students in grades 3, 5, and 8 may make up the Reading section and students in grades 5 and 8 may make up Math

CRCT OVERVIEW: Test Construction

  • Content Areas
    • Spring grades 3–8: Reading, Math, ELA, Science and Social Studies
    • Retest grade 3: Reading
    • Retest grades 5 and 8: Reading and Math
  • All items are Selected Response (multiple choice)
crct overview test construction
CRCT OVERVIEW: Test Construction
  • Test Items are based on the state-mandated content standards
  • Cut scores are the same as the past several administrations; a scale score of 800 is minimum for Meets the Standard, 850 is minimum for Exceeds the Standard
  • Continued field testing of content for next generation of Grades 3-8 assessments
  • CRCT Content Descriptions and CRCT Study Guides are available in the CRCT section of the Testing/Assessment Website


  • System Test Coordinator Responsibilities
  • School Test Coordinator Responsibilities
  • Receiving Your Materials Shipment
  • Test Materials Adjustments Application
  • Distribution to Schools
  • Training of Test Examiners
  • Security
  • Pre-ID Labels
  • Coding for GNETS

PRE-ADMINISTRATION: System Test Coordinator Responsibilities

  • Review Test Coordinator’s Manual (TCM) and Test Examiner’s Manuals (TEM)
  • Organize training sessions for School Test Coordinators
  • Organize system security plan
  • Receive CRCT materials and verify that all boxes have been received and develops a process to verify all numbers from System and School Packing Lists are correct
  • Distribute CRCT materials and Pre-ID labels to School Test Coordinators
    • Please order additional materials as soon as possible once you have received your initial shipment and the Test Materials Adjustment window opens on March 12, 2014


School Test Coordinator Responsibilities

  • Review CRCT Test Coordinator’s Manual (TCM) and CRCT Test Examiner’s Manuals (TEM)
  • Organize training sessions for Test Examiners
  • Organize training for assessment of students with accommodations
  • Receive CRCT materials from System Test Coordinator and verify that all boxes have been received and material counts match those on the School Packing List
  • Organize school security plan
  • Notify System Test Coordinator if additional materials are required

PRE-ADMINISTRATION: Receiving Your Materials Shipment

  • System Shipment includes:
    • System Packing List
    • School Packing Lists – schools should verify and turn in a signed copy to System Test Coordinator
    • Shipment Verification Form
    • System Security Checklist - hard copy included with shipment; electronic copy available at www.ctb.com/gacrct
    • Return Shipping Labels
    • System Overage materials (see next slide)


Overage Materials

  • System Test Coordinators will use System overage materials to provide additional materials to those schools that exhaust School Overage materials; verify counts on packing list
    • School/Group Lists (SGLs)
    • Group Information Sheets (GISs)
      • Pre-coded and blank
      • Instructions on proper coding will be included
    • Test Coordinator’s Manuals and Test Examiner’s Manuals
    • Test booklets and Answer Sheets
    • Stack Cover Cards and paper bands
  • SyTC should develop a system to account for overage materials distributed to schools


Overage Materials

  • System selected their system-level overage from the Enrollment System
  • Schools receive 10 percent overage
  • Schools also receive small group kits

PRE-ADMINISTRATION:Receiving Your Materials Shipment

  • When will I receive my shipment?
    • Shipping dates are estimated based on dates you provided through CRCT Enrollment System in December/January
    • Test materials shipped to systems at least two weeks prior to testing
    • Shipping schedules consider Spring Break schedules
  • Complete System Inventory Checklist
    • System Test Coordinators complete step-by-step instructions upon receipt of materials and before distribution to schools
    • System Inventory Checklist provided in the TCM on page 13
  • Retest Materials are sent to all districts April 21–25
    • Retest Materials boxes have round, yellow label




PRE-ADMINISTRATION:Test Materials Adjustments (TMA)

  • TMA application used to order additional materials for Spring and Retest administrations
  • The TMA application allows you to:
    • Place orders for additional materials online
    • View exactly what materials were shipped to you
  • Connecting to TMA application:
    • Login to www.ctb.com/gacrct website
    • Click the Login link and enter your username and password
    • Click the Test Materials Adjustment link
  • TMA windows:
    • Spring: March 12 – April 19 (can call Customer Service through May 1)
    • Retest: April 23 – July 19 (can call Customer Service through July 22)

Choose the shipping address

Click to fill Total Received column

Modify if your shipment was short

Enter the quantity you want in addition to what you have received

Enter any special requests for shipping and delivery


QuickStart Guide available at http://ctb.com/gacrct



Distribution to Schools

  • School Test Coordinators
    • Complete School Inventory Checklist provided in TCM on page 15; when School Testing Coordinators verify their school’s packing list, a signed copy should be provided to the System Test Coordinator
  • Boxes are labeled for each School and include:
    • School Packing List and School Security Checklist
    • School/Group Lists
    • Group Information Sheets and coding instructions
    • Test Coordinator’s Manuals and Test Examiner’s Manuals
    • Test booklets and answer sheets
    • Stack Cover Cards and paper bands
  • Schools receive an overage of materials
    • If additional materials are needed, School Test Coordinators contact the System Test Coordinator
  • Retain boxes for return shipping
pre administration examiner training

Train School Test Coordinators from the Administering the Tests section on page 9of the CRCT Test Examiner’s Manual (TEM)

Ideally, School Test Coordinators train examiners from copy of TEM that examiner uses to test (make electronic version available if training is prior to receipt of materials)

Examiners should sign a roster verifying they attended training

Examiners must certify on the Examiner’s Certificate that prior to the first testing session, the TEM was thoroughly reviewed; make examiners aware of options for accessing TEM

Confirm that examiners understand timing; minimum of 45 minutes – maximum of 70 minutes per section; extended time accommodation begins after 70 minutes has passed



  • All Systems must adhere to the 9 consecutive school day test window
  • Keep materials in secure storage (limited key access) before, during, and after testing
  • Student Test Booklets are presorted into class packs of 20 and 5 and must remain in their shrink-wrapped packages as late as possible to avoid security concerns
  • School Test Coordinators use School Security Checklists to check materials out to Test Examiners; all materials are returned to the School Test Coordinator for secure storage at the end of each day
    • Security Checklists will also be available as electronic (Excel) files through www.ctb.com/gacrct
  • Security wafer seals on all test books must not 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 online Test Irregularities form on MyGaDOE Portal


  • Pre-ID labels are included in each School Test Coordinator Kit
  • Three (3) barcode labels for each student
  • Visible information includes:
    • Student name and GTID
    • School and System names and codes
    • Grade
    • Student birthday and gender
    • Ethnicity, Race and PSRC
    • Barcode number
  • Retain a copy of the Pre-ID File from Cycle 3 Data Collections as a resource for all student information collected.
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
  • Do not use spare for CRCT-M



(Do not use for CRCT-M)

CRCT Answer document

CRCT Test booklet

pre administration pre id labels1

Pre-ID info is provided to CTB by GaDOE; if Pre-ID Label is incorrect:

Examiners must notify School Test Coordinator

School Test Coordinator must update school student records

Do not use incorrect Pre-ID labels

Barcode info overrides bubbled info

Barcode label may be used if the only inaccurate information is the grade or teacher name

Pre-ID label should match info for student being tested EXACTLY; be aware of similar names

Pre-ID label should be applied prior to testing

Demographic information, fill in the text boxes first, then bubble

pre administration no or incorrect pre id label
PRE-ADMINISTRATION: No or Incorrect Pre-ID Label

If a student does not have a Pre-ID label or the information or the label is incorrect thestudent info must be bubbled onto the answer document.

  • If demographic information has to be bubbled, see page 5 of the Test Examiner’s Manual for guidance
  • When bubbling demographic information, fill in the text boxes first, then bubble the corresponding letters/numbers
  • SRCs and EIP should be coded as this information will appear in the Student Record data; the district Student Record Coordinator is the suggested resource for this information
pre administration pre id labels2

Barcode applied incorrectly

If answers have been bubbled:

Following guidance in the TCM and TEM, transpose student answers and demographics onto a replacement answer sheet

Write VOID over the original answer sheet, and return with non-scorable materials

If answers have not been bubbled:

Write VOID over the original answer sheet, and return with non-scorable materials

Student transfers

Not applied to an answer document:

Securely destroy the barcode

Applied to an answer document:

Write VOID over the original answer sheet, and return it with non-scorable materials

guidance for gnets students
Guidance for GNETS Students
  • GNETS students’ answer sheets should be returned under a Group Information Sheet (GIS) coded for their home district and school
  • GIS should be provided for students served by GNETS by the students’ home district
  • Ideally, scorable materials for GNETS students will be returned with those of the student’s home district
guidance for gnets students1
Guidance for GNETS Students
  • GNETS sites who manage their own materials should coordinate with their students’ home districts regarding the GIS and the shipping of scorable materials
  • If GNETS materials arrive for scoring ahead of the home district, the scores for these students will arrive with those of the home district
  • Contact CTB Customer Service for guidance if GNETS scorable materials ship after those of the home district
  • If GNETS materials arrive after the home district scores have posted, the home district will receive a supplemental set of reports
guidance for gnets students2
Guidance for GNETS Students
  • The home school district will receive Pre-ID labels for their students served by the GNETS program provided these students were included in the Pre-ID file extract. The home district and the appropriate GNETS personnel should collaborate to see that these labels are applied to the GNETS students’ Student Answer Sheet
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 01

Burwell Program 02

Cedarwood Program 03

Coastal Academy Program 04

Coastal GA Comprehensive Academy 05

Mainstay 06

Dekalb-Rockdale Program 07

Elam Alexander Academy 08

Flint Area Learning Center 09

Harrell Learning Center 10

H.A.V.E.N. Academy 11

Heartland Academy 12

Horizon Academy 13

Northstar Educational & Therapeutic Services 14

North Metro Program 15

Northwest Georgia Educational Program 16

Oak Tree 17

GNETS of Oconee 18

Pathways Educational Program 19

River Quest Program 20

Rutland Academy 21

Sand Hills Program 22

South Metro Program 23

Woodhall Program 24


Will cover the following:





testing preparation
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

In addition to the Test Examiner, a proctor is required for 30 or more student

Examiner Materials:

Test Examiner’s Manual

Test books (Gr 3–8) and Answer sheets (Gr 3–8)

Scratch paper for Math (no calculators)

Two No.2 pencils with erasers per student

testing preparation of small group kits
TESTING: Preparation of Small Group Kits

Small Group Kits are for those students who need a special administration of the exam in a small group environment

Small Group Kits consist of 10 test books of the same grade and form; are test books only; and are administered using the same Test Examiner’s Manual and answer document as the regular test

Small Group Kits are provided; schools can also use regular overage materials to create Small Group Kits of a common form

Systems and Schools receive 10 percent overage; additional Small Group Kits are available by ordering through CTB Customer Service

testing administration
TESTING: Administration

Students take one content area per day

All sections from a single content area must be administered the same day

Students can write in the test books; highlighters are not allowed

Students take stretch breaks between Sections I and II

Teacher monitoring– Circulate and Check to prevent cheating, use of calculators, going ahead, or looking back

testing accommodations
TESTING: Accommodations

Be familiar with accommodations listed in IEPs

Accommodations must

be required for the student in order to participate in assessment

be provided during routine instruction and assessment in the 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 or give away the correct response to the student

See page 144 of the SAH for guidance for an requesting an accommodation not included in the list of approved accommodations

testing coding accommodations
Testing: Coding Accommodations
  • State Required Codes (SRC)
  • Accommodation Type (Setting, Presentation, Response, Schedule)
  • Conditional Accommodation
  • Braille/Large Print
  • Read-Aloud Guidelines – Page 11 in TEM
    • Also - CRCT Read Aloud Guidelines and CRCT Read-Aloud Online Tutorial can be found at: http://www.gadoe.org/Curriculum-Instruction-and-Assessment/Assessment/Pages/CRCT-Resources.aspx
testing coding accommodations1
Testing: Coding Accommodations

If an Accommodation Type is bubbled; ACCOMMODATIONS must be bubbled also

Bubble current SRC even if it is included on label; however, if the current SRC is not on the label or does not match, discard the label and bubble all demographic information ..

testing irregularities ir
TESTING : 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
TESTING : Irregularities

All test administration irregularities must be reported by Examiners to the School Test Coordinator

The School Test Coordinator sends irregularities to the System Test Coordinator for verification and to obtain the correct code

The System Test Coordinator contacts the GaDOE immediately for direction

If instructed to do so by GaDOE, the System Test Coordinator will investigate and complete the Testing Irregularities Documentation Form provided online on the MyGaDOE Portal

Improperly coded irregularities may default to the holding of test scores

testing some examples of irregularities ir
TESTING : Some Examples of Irregularities (IR)
  • Irregularities in Test Administration:
    • Materials being distributed inappropriately
    • Directions not being followed
    • Improper monitoring of test administration
    • Student takes CRCT-M when should take CRCT - careful monitoring and communication of test versions is critical. Students must be administered the correct assessment.
    • Student “going ahead” or “going back”
testing invalidations iv
Testing: Invalidations (IV)
  • Some irregularities are so serious that they result in invalidation of student scores
    • Content being disclosed, coached, or distributed
    • Cheating
    • Test Administrator altering responses during or after testing
testing participation invalidation piv
Testing: Participation Invalidation (PIV)
  • In addition to irregularities (IR) and invalidations (IV), systems will have to code for Participation Invalidations (PIV) for students who receive an accommodation that is not on the list of state-approved accommodations or not on the student’s IEP
  • Federal regulations stipulate that when inappropriate accommodations are used, students may not be considered participants in accountability calculations
  • In the CRCT, a potential PIV occurs when a student receives an unapproved conditional accommodation such as the reading of the reading passages on the Reading test or use of a calculator on the Math test
guidance for irregularity entries

Guidance for Irregularity Entries

Please refer to the following slides for guidance for

providing adequate detail when entering an irregularity

determining the point at which certain frequently reported incidents should be reported as an irregularity

Following this guidance will help GaDOE provide a timely response to your portal entries.

Note: Phone calls or emails are not a substitute for portal entries

considerations and requirements when entering irregularities in the mygadoe portal for the crct
Considerations and Requirements when entering Irregularities in the MyGaDOE Portal for the CRCT

Guidance for MyGaDOE Portal Entries

  • Provide narrative in the “Comment” section to help elaborate on the irregularity (or in the “Reason for Invalidation” section if applicable). Please do this even if the matter has been discussed with GaDOE staff by phone or email.
  • If you are reporting an irregularity for which it is known an invalidation will result – make sure to indicate “Yes” in the Invalidation drop-down box.
  • Please include in the comments the Form # involved (if relevant to the irregularity).
  • Names of students and their GTIDs must be provided in the appropriate Portal field(s)/uploaded file(s).
  • If the space in the comments field is not sufficient, upload statements and other documents that provide necessary details on the event.
  • Make sure you indicate the correct “Assessment Cycle” (Spring 2014 or Summer 2014 – for retest administrations) in that field.
  • In an event that involves multiple students – some of whom may be IR and some who may be IV, please enter them as two separate records.
  • After submitting an irregularity in the Portal, be sure to return to the Portal later to check on its status and to review GaDOE feedback.
Considerations and Requirements when entering Irregularities in the MyGaDOE Portal for the CRCT – cont.

Testing Interruption Scenarios

The health and dignity of students are important considerations

With regards to situations of a personal nature where it becomes necessary for a student to leave the testing site, please be reminded of this guidance from page 122 of the Student Assessment Handbook: Given that the health and dignity of students should never be jeopardized, schools must have a plan in place for students who become ill during test administration.

Document locally

  • Break of Short Duration: For an individual student, a short, unexpected interruption in testing (such as a short-duration, supervised trip to the restroom, stepping into the hallway due to coughing, the need to get a drink of water, etc.) does not require the submission of an irregularity. However, the event should be recorded/documented in local notes/records. The same is true of a minor circumstance that does not cause a significant interruption (such as a short and/or accidental announcement over the intercom).
Considerations and Requirements when entering Irregularities in the MyGaDOE Portal for the CRCT – cont.

Submit as a Testing Interruption irregularity on the MyGaDOEPortal

  • Leaves testing before completing either section, but stays at school and can return to testing the same day: If a student has to leave testing for an extended period of time but remains at school and is sequestered between the time testing was suspended and testing is resumed from other students and any resources that might contain test content, then the student may finish the test.
  • Leaves testing and schoolafter completing Section One: Students who can complete Section One but are unable to begin Section Two and leave school can makeup Section Two on a subsequent day.
  • Leaves testing and school while working on a section that they do NOT complete: If a student has to leave testing during a section and is unable to return to testing to finish testing on the same day, as a rule, students are not allowed to reenter this section on a subsequent school day. If the district believes there is reason for an exception to this guidance, please contact the GaDOE. Again, be prepared to provide the time the student had access to test content and the number of items to which the student was exposed.
Considerations and Requirements when entering Irregularities in the MyGaDOE Portal for the CRCT – cont.

Relative to students “going ahead” and “going back”

  • As a general rule, if this is brief and inadvertent a report in the Portal is not necessary. Instead document locally
  • Instances of a student “going ahead” into Section Two (before being directed to do so) OR “going back” to Section One after that section is complete (resulting in access to content and/or to bubbling/changing answers) are irregularities and require a portal entry. Please include in your MyGaDOE Portal entry the number of questions that were answered in the section at issue, the amount of additional time the student was in the section, and the number of answers choices that were bubbled or changed (if applicable). If this information is not provided, the Portal entry will be rejected pending a response on these points.

Further Guidance for students who “Go ahead”

The School Test Coordinator should provide guidance to the Test Examiner as follows:

  • The student should be stopped immediately if discovered very early (<5 items) in Section Two and
    • staff should attempt to ascertain amount of time spent in Section Two;
    • any student answers already bubbled should be left as is until the student resumes Section Two with the rest of the group; at this time, the student would then be allowed to review and change answers as is normally be permitted;
    • when the student resumes Section Two with rest of the group, the time that was spent in the section without permission should be deducted from the 70 minute maximum for the affected student(s) only.
  • If the student has gone beyond a small number of items in Section Two (before that section begins), the student should finish Section Two and their test materials should be collected immediately upon completion.
testing coding irregularities invalidations
Testing: Coding Irregularities & Invalidations

Incorrect coding may result in no reports being sent.

testing reducing irregular test administrations
Testing: 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

testing characteristics of a quality investigation
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 (see page 171 SAH for a suggested statement format)

Consult with GaDOE as needed

System Test Coordinator is responsible for reporting to GaDOE

Report to GaDOE immediately, prior to investigation

Final documentation should be entered into portal

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 differentiating scorable and non scorable
POST-TEST ACTIVITIES: Differentiating Scorable and Non-Scorable

Scorable Materials

Completed Group Information Sheet (GIS)

Used Student Answer Sheets

Non-scorable Materials

Used Student Test Booklets

Large Print and Braille Test booklets

Unused and Voided Test booklets and Answer sheets

Scratch Paper

Test Examiner’s Manual

test examiner responsibilities
Test Examiner Responsibilities
  • Collect and account for all testing materials in the testing site after each day’s testing
  • Return all test materials the School Test Coordinator at the conclusion of testing each day

Additionally, at the conclusion of the final day of testing

  • Notify the School Test Coordinator of any students who did not take all or part of the test
  • Notify the School Test Coordinator if student answers need to be transposed onto a Student Answer Sheet
under school test coordinator supervision
Under School Test Coordinator Supervision

All test materials should be collected from Test Examiners and secured after each administration session

Under administrator supervision, review answer documents

Where applicable, verify that the demographic and coding information is correctly bubbled

If instructed by the System Test Coordinator, complete Local Option Coding (Section 15)

Complete For Teacher Use Only (Sections 10–14)

post test activities school test coordinator
POST-TEST ACTIVITIES: School Test Coordinator

So that districts are prepared to address non-participants during Accountabilityprocessing note:

Collect by school and by subject: the names of each student who should have tested but was a non-participant

Categorize their non-participation as one of the following four choices: Medical Emergency, Illness, Other, or Unknown

You may direct questions on the definition of non-participant and the above categories to your district’s GaDOEAccountabilitySpecialist

post test activities school test coordinator1
POST-TEST ACTIVITIES: School Test Coordinator

Transposing Student Answer Responses:

When required and prior to returning answer sheets to the System Testing Coordinator, verify student answer responses have been transposed to an answer sheet.

Transposing should be witnessed by a certified educator. If only two people are present one must be an administrator (SAH Page 43).

Complete the VALIDATION FORM FOR TRANSPOSING ANSWER DOCUMENTS found on Page 172 of the Student Assessment Handbook. File one copy with school testing records and return a copy to the System Testing Coordinator.

post test activities school test coordinator2
POST-TEST ACTIVITIES: School Test Coordinator

Verify that Test Examiners have returned all materials

The System Test Coordinator must order make-up test materials administered outside of the system’s scheduled window

Inventory scorable and non-scorable materials separately

Complete the School Security Checklist and place in the first box of scorable materials

System Test Coordinators must make copies of any pages that indicate missing or unreturned materials and place these copies in the security checklist envelope for each school; System Coordinators will retain all original school security checklists

Verify that VOID is written across every voided Test booklet and Answer Sheet; return voided documents with non-scorables

post test activities school test coordinator3
POST-TEST ACTIVITIES:School Test Coordinator

Destroy all scratch paper

If directed by the System Test Coordinator, safety and security destroy all soiled documents (biohazard); record as soiled on the School Security Checklist

Verify that each GIS is filled out correctly

Complete the School/Group List (SGL)

Arrange all scorable documents with the student name 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 illustration on page 29 of the TCM)

post test activities packing scorable materials
POST-TEST ACTIVITIES: Packing Scorable Materials

Packing Scorable Materials:

Band together by classroom:

[Top of Stack]

Stack Cover Card

One per band

Completed GIS

One per class

One class of Student Answer Sheets (Gr 3–8)

[Bottom of Stack]

post test activities school test coordinator4
POST-TEST ACTIVITIES: School Test Coordinator

Use original shipping boxes for return shipment; if additional boxes are required, notify the System Test Coordinator to order them through CTB Customer Service

Pack scorable and non-scorable materials separately

Account for all scoreable and non-scoreable materials then concentrate on processing scorable materials for return for scoring

All non-scorable materials must be returned to the System Test Coordinator within one week of the last day of the system’s scheduled test window

Improper packaging may delay your score reports; detailed instructions are provided in the After Testing section of the TCM

Special care not to mix CRCT and CRCT-M materials

school test coordinator best practices tips
School Test CoordinatorBest Practices Tips
  • Upon receipt of materials, check and double check counts of Student Test Booklets and Student Answer Sheets
    • This provides a baseline for final inventory resolution
  • After each testing session/each day of testing, account for all Student Test Booklets and Student Answer Sheets in your building
school test coordinator best practices tips1
School Test CoordinatorBest Practices Tips
  • Develop a method for tracking students alternating between CRCT and CRCT-M
    • Consider preemptively placing Post it notes over sections that should be left blank to be sure the student answers in the correct section
  • Develop a method to track and verify that, where necessary, students answers have been transposed from test books to answer sheets.
school test coordinator best practices tips2
School Test CoordinatorBest Practices Tips
  • Before scorable materials are packaged for return to the district, be sure the total count of scorable, voided/soiled-biohazard, and unused Student Answer Sheets matches the baseline number established during the initial inventory count
    • The school can then search for missing Student Answer Sheets potentially left in test books or test distribution containers
post test activities system test coordinator
POST-TEST ACTIVITIES: System Test Coordinator

Packing Return Shipment

System Test Coordinators prepare materials for pick-up; details in the School and System Test Coordinator’s Manual


Do not consolidate materials from more than one school in the same box

Use one label per box

Use WHITE Return Shipping Labels for scorable materials

Use Yellow Return Shipping Labels for non-scorable materials

Note: You will not need any additional shipping labels to return your materials

Identify the sequence of boxes by filling in the line on the white scorable label that reads “SCH BOX __ OF __”

On the same white label, fill in the total number of boxes for the entire system in the space provided “SYS BOX __OF__”

Securely seal all boxes

See page 36 of TCM if it is necessary to palletize scorable or non-scorable materials.

post test activities return shipment pick up
POST-TEST ACTIVITIES: Return Shipment Pick-up

Assessment Distribution Services (ADS) will contact systems five business days before the scheduled pick-up to verify return shipments

The pick-up date for scorable materials is the fifth business day following the scheduled completion of testing unless noted in the CRCT Enrollment System

The pickup date for non-scorable materials is the tenth business day following the scheduled completion of testing unless noted in the CRCT Enrollment System

Please give a two weeks notice if you need to change pick up dates

post test activities returning make up materials
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 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
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

Different school materials packaged together

Mixing CRCT and CRCT–M materials

Document data errors

Copy of GIS, not original

Student marks on timing tracks

Pre-ID labels incorrectly placed

post test activities return shipment errors1
POST-TEST ACTIVITIES: Return Shipment Errors

Packaging and 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

crct main administration reports
CRCT Main Administration Reports
  • First set of electronic Test Results (GaDOE Portal, five day turn around time after representative sample is met)
    • PDF files – Class Roster (with summary page)
    • PDF files – Performance Level 1 Roster
    • System Data file and Record Layout
  • Paper reports (10 business days after receipt of electronic results)
    • Class Roster (with summary page)
    • Performance Level 1 Roster
    • Individual Student Reports
    • Student Score Labels
summary reports
Summary Reports
  • Paper Results (Delivered to Systems the week of June 23–30 )
    • Summary Report of All Student Populations
      • School, System, and State
    • Performance Summary Report
      • Class, School, System, and State

CRCT OVERVIEW: Retest Administration

  • Retest Administration: May 12 – July 25
    • Includes students who perform at Level 1 in Reading (grades 3, 5, and 8) or Math (grades 5 and 8) during the Main Administration
  • Exception Testing
    • Qualified students who miss the system’s scheduled Retest window may receive an exception to test within the state Retest Administration window
    • All requests for exception testing must be approved by the GaDOE
  • Online Retest Option: May 12 – July 25
no pre id labels for retest
No Pre-ID Labels for Retest
  • Labels from Spring 2014 main administration cannot be reused during the summer administration
  • Review options for completing student demographic information on the Student Answer Sheet from page 15 of the TCM
retest sgl pre populated for grade levels
Retest SGL Pre-populated for grade levels

There are no teachers names for Retest

The Retest School/Group List will now be pre-populated with grade levels

options for packing retest scorable materials
Options for Packing Retest Scorable Materials
  • Scorable Materials One Box Per School:
    • See page 33 of the CRCT Retest Test Coordinator’s Manual.
    • Use peach school and system return labels
  • ScorableMaterials Multiple Schools Per Boxes:
    • See page 33 of the CRCT Retest Test Coordinator’s Manual.
    • Us peach system return label only with an accompanying packing list in System Box 1

Retest Administration: Online Retest Option

  • Administration Schedule: May 12 – July 25, 2014
  • Reporting Options
    • Systems testing in mixed mode (both Online and Paper/Pencil)
      • 5-day turnaround time (TAT) begins at receipt of Paper/Pencil answer docs
      • System will receive reports for both modes together
      • Separate records for students taking different content in different modes
    • Schools testing entirely in Online mode
      • System must inform CTB customer service which schools are testing online
      • 2-day TAT will begin the day after the online test ends and CTB is informed that testing has ended for all online testers
        • Reporting does not begin until the representative sample is met
  • For more information about testing online, visit the CTB-hosted CRCT website: http://www.ctb.com/gacrct

Retest Administration:

Online Retest Option Important Dates

retest reports
Retest Reports
  • Electronic Test Results (GaDOE Portal, 2–5 day TAT after representative sample is met)
    • PDF files – Class Roster (with summary page)
    • PDF files – Performance Level 1 Roster
    • System Data file
      • Note: Systems with schools testing 100 percent online can receive reports for those schools in two days
  • Paper reports (10 business days after receipt of electronic results)
    • Class Roster (with summary page)
    • Performance Level 1 Roster
    • Individual Student Reports
    • Student Score Labels
second year of availability electronic security checklist
Second Year of AvailabilityElectronic Security Checklist

ISOFT Secure File Sharing

Electronic (Excel) versions of the System and School Security Checklists will be available for download

To connect to ISOFT

Login to www.ctb.com/gacrct website

Click the Login link and enter your username and password

Click the CRCT File Sharing link, which will be below the heading Secure File Sharing

online retest survey reminder
Online Retest Survey Reminder

RTS – Registration and Tech Survey

Required registration for Retest Online

If you missed this opportunity, contact DOE

Capture of Workstation/Network capacity

Status indicator for site readiness

Online Test Participation Indicator for Systems & Schools

Follow-up email on February 18 for online participants and training

Link to recording of CRCT Online Retest Survey overview - start at 30:00 into the recording : View the Blackboard Collaborate recording

contact information ordering materials

When System overage materials have been exhausted, System Test Coordinators can order additional materials by:

Test Materials Adjustments (TMA) Application

Login to www.ctb.com/gacrct website

Click the Login link and enter your username and password

Click the Test Materials Adjustment link

Contacting the CTB Customer Service Team

Orders are shipped via Ground shipping unless expedited shipping is needed to deliver before the start of testing; ground shipments typically arrive within 2–3 days of order.

Requests for Advanced Reading Aids due February 18

Fax form to Sally Kemph at 404-651-6457and Robert McLeod at (770) 344-4503 (pages 144–145 Student Assessment Handbook)

contact information shipping information
CONTACT INFORMATION: Shipping Information

Materials Order Shipments

Your initial shipment of CRCT materials will be delivered by Assessment Distribution Service (ADS); for information, contact:

CTB Customer Service

Phone: (866) 282-2249

Fax: (866) 282-2251

Email: GeorgiaHelpDesk@ctb.com

Hours: 8:00am to 6:00pm (Eastern)

Deliveries will be made at least two weeks prior to first day of testing, taking spring break into account and based on dates provided to CTB through the Online Enrollment System

contact information shipping information1
CONTACT INFORMATION: Shipping Information

Return Shipments

Assessment Distribution Service (ADS)

Phone: (800) 963-7626

Email: info@ship-ADS.com

The default scorable materials pick-up date is five business days from the last day of the scheduled test window unless otherwise selected through the enrollment system

The non-scorable materials pick-up date is 10 business days from the last day of the scheduled test window unless otherwise selected through the enrollment system

The Pickup Schedule is provided in the TCM on page 37

contact information ctb contacts

CTB Customer Service Team

Phone: (866) 282-2249

Fax: (866) 282-2251

Email: GeorgiaHelpDesk@ctb.com

Hours: 8:00am to 6:00pm (Eastern)

Nadia Greer, Program Associate

Phone: (800) 538-9547, ext. 7049

Fax: (888) 282-9579

Email: nadia_greer@ctb.com

Website: http://www.ctb.com/gacrct

Deborah Meloche, Senior Program Manager

Phone: (502) 297-4004

Email: deborah_meloche@ctb.com

contact information georgia department of education
CONTACT INFORMATION: Georgia Department of Education

Robert McLeod,

CRCT Assessment Specialist

Phone: (404) 656-2589

Email: robert.mcleod@doe.k12.ga.us

Test administration information

Phone: (800) 634-4106 or (404) 656-2668