MEAP Coordinator Briefing

1
MEAP Coordinator Briefing

• Fall 2009

2
Welcome and General Issues

• James A. Griffiths, Manager
• Assessment Administration
• And Reporting

3
Outline

• Welcome and General Issues (Jim Griffiths)
• MEAP Administration (Sue Peterman Emily Taylor)
• Assessment Accommodations (Jim Griffiths)
• Student ID Process (Tina Foote)
• Assessment Processing (Chris McCown)

4
MEAP Coordinator Briefing

• Fax in questions 734-334-1857
• Email questions answers_at_resa.net

5
MEAP AssessmentAdministration
Fall 2009
6
Fall 2009 MEAP

• Sue Peterman, Specialist
• Emily Taylor, Analyst
• MEAP Test Administration
• and Reporting

7
Fall 2009 MEAP

• Fall 2009 MEAP
• Test Schedule
• Updates
• Test Administration

8
Fall 2009 MEAP

• Contractors
• Measurement Incorporated - test administration
• Pearson (formerly Harcourt) test development

9
Fall 2009 MEAP

• Initial test dates
• Schools may not deviate from schedule without
  OEAA approval
• Administer entire test
• Administered in any order

10
Fall 2009 MEAP

• Elimination of Make-up test forms (e.g., Fall
  2008 Form 11)
• Flexibility in schools
• Students who are absent use the form of the test
  assigned to school

11
Fall 2009 MEAP
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Fall 2009 MEAP

• MEAP Return Schedule
• On or before November 4th
• No late fee
• Results included in data files and in paper/PDF
  reports
• Results valid for AYP and MI-SAS

13
Fall 2009 MEAP

• Penalties may be assessed on late return of
  materials
• Between November 5th and 11th
• 250 late fee per school
• Results in data file and paper/PDF reports valid
  for AYP and MI-SAS

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Fall 2009 MEAP

• Between November 12th and 18th
• 250 late fee per school
• 25 processing fee for EACH answer document
  scored
• Results in data file and paper/PDF reports valid
  for AYP and MI-SAS

15
Fall 2009 MEAP

• After November 18th
• Answer documents not scored
• No data files or paper/PDF reports
• Results will not be considered for AYP and MI-SAS
• All test materials must still be returned

16
Fall 2009 MEAP

• Early Returns
• OEAA goal to have data file before December
  holidays
• Tested Roster before Thanksgiving
• Approximately 2.8 million answer documents
  scanned before Tested Roster

17
Fall 2009 MEAP

• Test materials due to arrive in districts 2 weeks
  prior to test window
• September 23 28
• September 29 Additional Order screen opens

18
Fall 2009 MEAP

• Check materials received
• Check packing lists
• Check preprinted answer documents

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Fall 2009 MEAP

• Pre printed answer documents
• Students identified by July 31st preprinted
  answer documents
• Student identified after July 31st preprinted
  barcode labels

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Fall 2009 MEAP

• Pre printed answer documents
• Students identified after September 17th schools
  produce labels
• Blank labels included with materials shipment

21
Fall 2009 MEAP

• Answer Documents
• Separate shipments of answer documents and test
  booklets
• One answer document for each subject area/grade
  level
• Ensure each student has correct pre-id answer
  document

22
Fall 2009 MEAP

• Answer Documents
• Grades 4-8 Reading one answer document
• Sessions 1 and 2 (Parts 1, 2, and 3)
• Students must have their own answer document for
  each part

23
Fall 2009 MEAP

• Exception
• Grade 3 Reading 2 combined answer documents/test
  booklets
• Reading Session 1 AD (Parts 1 and 2)
• Reading Session 2 AD (Part 3)

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Fall 2009 MEAP

• Answer Documents
• All answer documents returned for scoring must
  have correct preprinted student information or
  barcode label affixed

25
Fall 2009 MEAP

• Answer Documents
• Cannot use different grade level answer document
• Litho code on answer document dictates scoring
• Return all used answer documents with BLUE
  scorable label affixed to box

26
Fall 2009 MEAP

• Answer Documents
• Check to be sure answer documents are NOT
  returned with nonscorable materials

27
Fall 2009 MEAP

• Answer Documents
• Schools will be charged a fee (10) when answer
  documents returned for scoring do not have the
  correct information affixed
• Answer documents must be returned with blue
  Measurement Incorporated scorable label

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Fall 2009 MEAP

• Emergency Tests
• Misadministration
• Contact OEAA (877-560-8378 or oeaa_at_michigan.gov)

29
Fall 2009 MEAP

• Emergency Tests
• Examples of misadministration
• Not allowing students to complete the test
• Assisting students with answers
• Failing to keep test materials secure at any time

30
Fall 2009 MEAP

• Emergency or Resumed Testing
• Due to student illness or parent/guardian
  removing student from school during testing
• Student may take entire emergency test
• OR
• Student may resume testing where he or she left
  off

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Fall 2009 MEAP

• Emergency or Resumed Testing
• Decision should include parent/guardian
• What is in the best interest of the student

32
Fall 2009 MEAP

• Four criteria must be met
• Collect test materials and note where student
  left off
• Complete the online Special Case Assessment Form
  (www.michigan.gov/oeaa-secure)

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Fall 2009 MEAP

• Four criteria must be met
• Test directions re-read
• One-on-one administration and student cannot
  return to previously administered portion

34
Fall 2009 MEAP

• Accommodations Summary Table
• SBE approved in September
• Revised/updated in effort to make it easier to
  understand not a lot of changes

35
Fall 2009 MEAP

• Accommodated Kits
• Elimination of cassettes/VHS tapes
• Blank answer document not included in
  accommodated kit due to preprinting

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Fall 2009 MEAP

• Braille Version
• Unique Braille form in reading and math
• Grade 3 unique Braille answer documents
• Math Overlay when appropriate

37
Fall 2009 MEAP

• Braille Version
• No test booklet or answer document shipped in kit
• Student answers must be transferred into
  scannable answer document with correct student
  information affixed

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Fall 2009 MEAP

• Enlarged Print
• No regular print test booklet or answer document
  in kit
• Student answers must be transferred into
  scannable answer document with correct student
  information affixed

39
Fall 2009 MEAP

• Multiple Day Testing
• Any form of test may be used for students whose
  IEP or Section 504 Plan requires extended time
  and who takes a test over multiple days

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Fall 2009 MEAP

• Multiple Day Testing
• Fill in Multiple Day Testing circle under
  Standard Accommodations on answer document

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Fall 2009 MEAP

• CDs, DVDs, and Reader Scripts
• Accommodated Media
• Form 1 test booklet in kit
• No blank answer document

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Fall 2009 MEAP

• Multiple Test Forms
• Embedded field test items
• Seven forms in fall 2009

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Fall 2009 MEAP

• Multiple Test Forms
• Most districts will have one form for all schools
• Large districts will receive multiple forms, but
  only one form assigned to a school

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Fall 2009 MEAP

• Reading (Grades 3 8)
• Part 1 22 multiple choice items (60 minutes
  approximately)
• Part 2 8 multiple choice items, 1 short answer
  CR item
• (40 minutes approximately)

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Fall 2009 MEAP

• Reading (Grades 3 8)
• Session 2 Initial Test Date - October 15
• Part 3 22 multiple choice items, 2 short answer
  CR items (70 minutes approximately)

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Fall 2009 MEAP

• Writing (Grades 4 and 7 only)
• Change approved by SBE in March 2009
• Part 1 8 MC items (approx. 20 min.)
• Part 2 1 CR item (approx. 35 50 minutes)

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Fall 2009 MEAP

• Writing (Grades 4 and 7 only)
• Part 1 Test administrator must read directions
  aloud to students from the test booklet
• Student Writing Samples are not be read aloud to
  students

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Fall 2009 MEAP

• Writing (Grades 4 and 7 only)
• Part 2 Test administrator must read directions,
  writing prompt, and checklist aloud to students
  from the test booklet

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Fall 2009 MEAP

• Writing (Grades 4 and 7 only)
• Test administrators should have their own test
  booklet to read from
• Test administrators are not allowed to look at
  any other items in the test booklet

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Fall 2009 MEAP

• Mathematics
• Parts can be administered in any order to
  facilitate calculator availability
• Grade 3 all non-calculator
• Grades 4 8 Part 1 is non-calculator

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Fall 2009 MEAP

• Mathematics
• Estimated time for testing varies between grades
  (posted on MEAP web page)
• CR items eliminated
• No overlays produced for grades 5 and 7

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Fall 2009 MEAP

• Mathematics Focal Points
• Focal Points replace Strands
• Focal Point/GLCE replaces Strand/GLCE
• Focal Point/Topic/GLCE replaces Strand/Domain/GLCE

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Fall 2009 MEAP

• Mathematics Focal Points
• Michigan Focal Points document available at
  http//www.michigan.gov/mde/0,1607,7-140-28753_386
  84_28759---,00.html

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Fall 2009 MEAP

• Science (Grades 5 8)
• No constructed-response items
• New K-7 science standards will be tested in fall
  of 2010
• Parts 1 and 2 approximately 50 minutes each

55
Fall 2009 MEAP

• Social Studies (Grades 6 9)
• No constructed-response items
• Parts 1 2 approximately 40 minutes each

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Assessment Accommodations Overview

• Jim Griffiths, Manager
• Assessment Administration and Reporting
• Office of Educational Assessment and
  Accountability

57
Determine Appropriate State Assessment

• The IEP Team has two responsibilities by law
• Choose which state assessment
• Choose accommodations (if any)

58
Participation in the MEAS

• The vast majority of students will participate in
  the MEAP. Students who participate fully in the
  general education curriculum without identified
  disabilities or special circumstances will
  participate in the MEAP without accommodations.

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Participation in the MEAS

• Most students with disabilities will be able to
  participate in the MEAP when provided with
  standard, appropriate accommodations.

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IEP Team Responsibilities

• The IEP team may designate ANY accommodations it
  deems necessary.
• Student needs
• Routinely used in instruction
• Must be documented in IEP
• Decision must be made for each content area

61
IEP Team Responsibilities

• Must inform parents and students that nonstandard
  accommodations
• Prevent eligibility for the Michigan Promise
  Scholarship
• Students count as not assessed

62
Accommodations

• Accommodations Summary Table
• Displays accommodations for MEAP, MEAP-Access,
  MI-Access, ELPA, and NAEP
• Shows Standard (S) and non-standard (NS)
  Accommodations

63
Revised Accommodations Summary Table

• Reader scripts now small group administration
  also allowed, along with individual
  administration
• Examples added to many accommodations

64
Revised Accommodations Summary Table

• Redundant accommodations combined
• Table reorganized to cluster similar
  accommodations

65
Revised Accommodations Summary Table

• MEAP-Access was added
• IEP and 504 columns combined
• Participation and Supported Independence combined
• Enhanced glossary
• ELA now Reading and Writing

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Revised Accommodations Summary Table

• NAEP accommodations updated
• Universal accommodations designated
• From 81 down to 63 accommodations

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Revised Accommodations Summary Table

• Presented to State Board of Education on August
  11th
• Board approved revised Accommodation Table on
  September 9.

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Resources

• The revised Assessment Accommodation Summary
  Table is located at www.mi.gov/meap
• FAQ document also available on the Web page

69
Using the OEAA Secure Site
Tina Foote OEAA Secure Site Technician www.Michig
an.gov/OEAA-Secure

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Welcome/Announcement Screen

• 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.

71
Additional Order

• Always check for school or district overage
  before ordering additional materials.
• Click on Addl Material Orders from the left.

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Additional Order

• List only materials available for assessment.
• Ancillary Materials will be
• available for ordering longer
• than test materials.

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Additional Order
74
Order Summary/Tracking

• Click on Order Summary/Tracking from the left.
• Report button creates a printable report of all
  orders displayed.

75
Order Summary/Tracking

• Available when tracking your order/shipment
• Order Detail for each order
• Current status of ordered
• Date shipped
• Tracking number with link to track the package
  through the shipping vendor i.e. FedEx or UPS

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Shipment Tracking
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Barcode Labels

• All answer documents MUST have a barcode label.
• Reprint and replace any damaged barcode labels.
• Reprint and replace incorrect barcode labels.

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Barcode Labels

• Barcode labels are specific to school and test
  cycle.
• Students need to be assigned to the school and
  test cycle prior to printing barcode labels.
• Click on Barcode Labels from the left.

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Barcode Label Printing
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Barcode Label Printing

• Make sure that Page Scaling is set to None and
  that Auto-Rotate and Center is checked.
• Only print barcodes locally using a laser
  printer, NOT INKJET!

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Barcode Label Printing
82
Student Demographics

• Do not update student demographics prior to the
  tested roster period.
• Demographics can be updated during the tested
  roster period by schools.

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Student Demographics

• OEAA will update the following using the current
  SRSD submission just prior to the tested roster
• Economically Disadvantaged (ED)
• English Language Learners (ELL)
• Ethnicity

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Student Demographics

• Homeless (HL)
• Migrant (MS)
• Special Education (SE)
• Feeder School Code
• Less than a Full Academic Year (LTFAY)

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Student Demographics

• Feeder School Code and LTFAY cannot be updated or
  changed by schools.
• Demographics can be updated through the Mass Demo
  Update screen or the individual students
  demographic screen.

86
Tested Roster

• Click on Tested Roster from the left.
• The tested roster review period is the LAST
  opportunity to review the data, make demographic
  corrections and report missing answer documents
  prior to the creation of reports and data files.

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Tested Roster

• Submit issues for missing test, missing students,
  student that should be moved, and student test
  records that need to be combined from the tested
  roster screen.

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Tested Roster

• The tested roster screen list all students that
  an answer document was received by the contractor
  along with the students demographic information.

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Tested Roster

• Students marked correctly with a non-standard
  accommodation (NS) or prohibited behavior (PB)
  must be appealed.
• Students with a NS or PB at the end of tested
  roster will not receive a score and cannot be
  appealed after the tested roster closes.

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Tested Roster

• The tested roster will not be available after the
  review period has ended PRINT it using the
  Report button.

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Tested Roster
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Report Printing Options

• Click on Report Printing Options from the left.
• Selection must be made at a district level for
  public schools.
• Selection made at a school level for private
  schools.

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Report Printing Options

• Two options
• Print All Reports (Class Item Analysis, Class
  Roster, Comprehensive Report, Demographic Report,
  Individual Student Report, Item Analysis Report,
  Parent Report, Summary Report, Student Record
  Labels).

94
Report Printing Options

• The Green option Print
• Individual Student Report, Parent Report, and
  Student Record Labels. All other reports
  available online.

95
Report Printing Options

• Default option is the Green option.
• Selection made during or after tested roster.

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Report Printing Options
97
OEAA Secure Site User Manual

• The OEAA Secure Site User Manual can be found on
  log in page prior to logging in.
• Contact OEAA at oeaa_at_michigan.gov or
• 877-560-8378 for additional assistance.

98
Receipt and Return of Assessment Materials

• Chris McCown
• Project Manager
• Measurement Incorporated

99
Measurement Incorporated

• Printing, distribution, scoring, and reporting
  contractor for MEAP
• aka MEAP Scoring Services
• 2nd year of a 3-year contract

100
Overview

• When and how youll receive your materials
• How to return your materials after testing

101
Delivery Dates

• Materials delivered via FedEx Ground beginning
  Sep 23rd
• All materials delivered by Sep 28th

102
Shipped separately!

• From Measurement Inc.
• Test booklets, accommodated materials, ancillary
  materials
• Printed Pre-ID labels
• From Data Recognition Corp.
• Answer docs ( Gr 3 test booklets)

103
Receipt of Materials

• Orders are packed by school
• Boxes containing packing lists will be marked
  with a sticker
• Inventory your shipments when you receive them!

104
Receipt of Materials

• FedEx shipping labels will include
• School name
• Box number, e.g. 1 of x, 2 of x, etc.

105
school name
box number
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Shrink-wrapping

• Test booklets, answer documents, some ancillary
  materials are shrink-wrapped
• Cover sheets show secure material info for items
  w/in the shrink pack

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Shipments from Measurement Incorporated

• Packing List in Box 1
• Security List in Box 1
• Box List in each box

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Shipments from Measurement Incorporated

• Printed Pre-ID labels will be in order by grade,
  subject, class/group, last name

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Shipments from Data Recognition Corp.

• Packing/Security List in last box
• Answer docs w/Pre-ID information will be in order
  by grade, subject, class/group, last name

110
Shipments from Data Recognition Corp.

• Problems with answer doc shipment? Call
  Measurement Incorporated Call Center

111
Need more?

• Districts receive an overage of most materials
• Exhaust district overage first
• Place additional orders via OEAA Secure Site

112
Wheres my order?

• Order history and shipments may be tracked via
  OEAA Secure Site

113
Before testing

• Review manuals
• Stress SECURITY
• Know school and district codes

114
During testing

• No. 2 pencil
• Demographics page is completed correctly
• Form number is recorded correctly

115
During testing

• All answer docs have correct Pre-ID information
• Handle with care!

116
Return of Materials

• Follow instructions in manuals
• Return materials as soon as possible after
  testing
• Two returns?

117
What do I return?

• Scorable
• Used answer docs
• Used Gr 3 answer docs
• Non-scorable
• Used and unused test booklets and accommodated
  media
• Unused Gr 3 answer docs

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Returning scorable materials

• Sort answer docs into stacks by subject, grade,
  and form
• No sticky notes!
• No paper clips!

120
School/Grade Header

• Place a completed School/Grade Header Sheet on
  top of each stack of answer docs

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123
Class/Group ID Sheet

• Links a teacher name in a school to up to SIX
  four-digit numbers
• Four-digit numbers can be applied to any answer
  doc

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Special Handling

• Word-processed pages and additional paper
• ID info on all additional pages
• Place within students answer doc
• Place in the orange Special Handling Envelope

126
Special Handling

• Write Do Not Score on the first page on any
  answer doc that should not be scored
• Do not return biohazardous materials!

127
Return Kits

• Return instructions
• FedEx Airbills
• Blue scorable and green non-scorable adhesive
  labels for boxes

128
Fed Ex Airbill

• One Airbill per shipment!
• Airbill goes with Box 1
• Dont tamper with pre-printed info on Airbill -
  including class of service!

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FedEx Multiple-Piece Shipment Labels

• FedEx will apply Multiple-Piece Shipment labels
  to the remaining boxes
• Stickers with tracking numbers!

131
FedEx Multiple-Piece Shipment Labels
132
FedEx

• Call 1-800-GoFedEx to schedule a pickup
• Call by 230 pm for same-day pickup

133
Measurement Incorporated Call Center Contact Info

• Phone [phone]
• Fax [phone]
• Email
• MEAPhelp_at_measinc.com

134
Fall 2009 MEAP Briefing

• And Now Your Questions
• Fax in questions 734-334-1857
• Questions via Email
• answers_at_resa.net

135
Fall 2009 MEAP Briefing

• DVD Copies Available
• 10.00 4.00 SH
• Contact Brenda Hose at
• 734-334-1437
• hoseb_at_resa.net