ELL SY200708

1
ELL SY2007-08

• Local ELL policies procedures forms
• SEI documentation for ELL monitoring
• ELL Site Coordinator responsibilities
• ELL Data Entry responsibilities
• Important Dates
• State assessment, AZELLA TRAINING

2
ELL Meeting Norms

• We are not here to discuss the whys or the what
  ifs
• We are here to get the info needed to adequately
  serve our ELL student population in accordance
  with the state law of AZ, including HB2064 passed
  in September 2006 and in compliance with the
  Office of English Acquisition Services Department
  of Arizona Department of Education.
• Jot questions down as we go through the
  presentation on your handout. They will be
  answered at the end.

3
Outline of Information

• Background
• Local ELL policies procedures (in transition)
• ELL LOCAL FORMS
• (Corrective Action review status)
• New state assessment, AZELLA
• SEI documentation for ELL monitoring
• ELL Site Coordinators responsibilities
• ELL Data Entry Clerks responsibilities
• Important Dates
• Questions

4

• WRUSD was in corrective action status for ELL
  until June of 2006 in regard to
• Red Folders in Cum Files for all ELL students
  (past and present)
• Parent Notification (of ELL students who were
  tested) forms being sent
• (WITHIN ONE WEEK of receiving test scores (can
  be accessed on Harcourt sight within 10 days of
  testing date..)
• Students being TESTED within first 30 days of
  beginning of school year or within 14 days for
  NEWLY enrolled students.
• Written Individual Compensatory Plans for ELL
  students NOT making progress.
• Documentation of WICPs now known as WICIPs.
• WRUSD was required to submit a corrective action
  plan
• A plan was submitted in June of 2006.
• WRUSD is now in Corrective Action Review Status
  for Sys 2006-07 2007-2008.
• WRUSD WILL BE MONITORED THIS SCHOOL YEAR (
  according to a letter received July 5 by Supt.
  Jackson) by ADEs English Acquisition Services
  Department . I will check ELL testing data in mid
  September. I will begin district wide
  monitoring myself NOVEMBER 1, 2007.
• We are required to IMPLEMENT the Corrective
  Action Plan that was submitted in June 2006.
• This plan included ELL Student Data form (to be
  revised slightly for 07-08), WICP Evidence form,

5
ELL RED FOLDER in Cum folder

• Label all red folders in this manner for
  permanent tracking
• If they are not currently in this format, please
  correct them to match this example. (Writing SAIS
  and WRUSD is not necessary, this is for placement
  information only.) This info should be permanent
  and neat.

Stucker, Susan 23848740 - 71563 (SAIS)
(WRUSD)
6
LEA ELL policies procedures

• Include the following in Red folder (per GREEN
  Ell Student Data form, note DATES SIGNATURES
  required by person responsible for each
  documentation)
• ELL Student Data From ( GREEN- as approved by
  ADE,June 06)
• INITIAL School Enrollment form
• INITIAL PHLOTE form
• (If questions answered on either form include a
  language other than English, student must be
  tested YEARLY until he is EXITED from program and
  then he MUST be MONITORED for 2 years and tested
  in the late spring)
• Even IF Navajo is marked as the language , IF the
  student has scored a meets or exceeds in the
  language arts section on AIMS, testing is NOT
  necessary.
• ELL test booklet (if appropriate)
• Copy of Score Report (from Harcourt) data
  entered on student data form
• Parental Notification (dated copy of letter)
• Parental refusal (if applicable, a dated copy
  must be kept) Kids tested in late May whose
  scores just came in need to be placed, and then
  can be withdrawn by parent if parent so chooses.
• Reclassification notice (dated) (if applicable)
• Written Individual Compensatory Instruction Plan
  (WICIP) if necessary
• For all ELL or FEP (exited) students NOT MAKING
  ACADEMIC progress. (see Definition of progress on
  our COMPENSATORY PLAN.
• WICIP Evidence form with proper documentation
  attached as indicated on form.
• ELL/LST student referral form should be filled
  out and attached.
• Student should be attending after school /before
  school Compensatory Instruction.

7
New Forms for WRSUD8 ELL

• ELL Student Data Form
• ELL/LST Referral Form
• WICIP form (from state website/or WRHS WICIP as
  created by D. Manuelito)
• WICIP Evidence Form

8
ELL Student Data Form (BLUE)
9
ELL/LST Referral Form
10
NEW WICIP form
11
WICIP Evidence Form
12
New Tests Ordered

• District ELL coordinator will be placing the
  order for the 07-08 SY AZELLA assessment
  materials based on your ELL numbers reported last
  year. There is a 5 cap placed on the number
  ordered by the state. (See Donnas listing)
• NEW in 07-08- Some students can be scored twice
  and some 3 times in one year. Everyone looks at
  HB 2064 section.

13
SEI

• As reported to ELL coordinator in May 15, 2006
  letter
• The SEI training notebook, with ALL of the
  contents listed on the Checklist to be
  maintained at the LEA, should be maintained in
  the office of the Administrator Responsible for
  conducting the trainings. In our district this
  is Personnel.
• I will have a listing of the teachers by
  endorsements only.

14
ELL Site Coordinator Deans of Instructions
responsibilities

• QUALIFICATIONS
• Possesses current Arizona Teaching or Counseling
  Certificate.
• At least three years teaching or counseling
  experience.
• Favorable evaluations.
• JOB GOAL
• To oversee the local schools implementation of
  all matters related to ELL state mandated
  testing, reporting, check out and check in of
  testing materials with District ELL COORDINATOR
  Entering of ELL test data into Harcourt AZELLA
  website or arranging mailing off of qualifying
  testing documents, working with school data
  clerk to review all SASI ELL data..
• Info in the Coordinators book on how to package
  the tests.
• NO tests will be ACCEPTED without your TESTING
  LISTING showing dates for each subtest, grade
  level, full name and SAIS number (CHECK THIS
  with the law)

15

• DUTIES
• Coordinates all ELL School data collection with
  school data entry clerk and ELL District
  Coordinator, notifying parents as required by
  law.
• Provides leadership required to ensure that the
  school site stays in compliance with Federal and
  State regulations regarding ELL testing and
  reporting.
• Receives and reviews incoming students records
  to ascertain ELL students (check Rapid Reports).
• Reviews enrollment forms of all newly enrolled
  students to determine each students PHLOTE
  status
• Administers AZELLA test to new enrollees (within
  14 days of enrollment) who qualify for English
  Language Learners NOTIFIES PARENTS/TEACHERS of
  students classification. within 1 week of
  receiving test scores.
• Administers AZELLA test to CONTINUING (CELL) ELL
  students once yearly beginning SECOND SEMESTER
  in Mid January.
• The ELL School Coordinator may count these
  responsibilities toward career ladder
  compensation as a leadership role.

16
ELL Coordinator duties continued

• Administers AZELLA test to MONITORING ELL
  students at least once yearly beginning SECOND
  SEMESTER in Mid FEBRUARY.
• CORRECTS any incorrect data that shows up on test
  report documents into Harcourts AZELLA website.
• Works with data entry clerk to enter test data
  into SASI.
• Works with ELL director to make sure which
  students are in monitoring status. Monitoring
  forms must be filled out and in files.
• Maintains accurate records for each ELL student
  including working with students
  Homeroom/language Arts/English teacher and LST
  team (Counselor is head of team) to create
  Written Individual Compensatory Instruction
  Plans, for all those ELLS NOT making PROGRESS.
  Furnishes or completes reports as required above
  in a timely manner.
• Perform other duties as may be assigned by the
  Principal or District ELL Coordinator related to
  ELL compliance, testing, reporting.

17
ELL Data Entry Clerks responsibilities

• Enter all information necessary for ELL record
  keeping purposes into SASI.
• Keep schools ELL student population data up to
  date with regard to data entry. Provides EXCEL
  document (Hard Copy Email Copy) of student ELL
  data as requested by District ELL coordinator.
• Always Email required documents to Susan, and ELL
  site Coordinator..
• Work closely and professionally with school
  sites ELL coordinator.
• Perform other ELL duties as requested by
  Principal / Site Coordinator or district ELL
  coordinator

18
Important Dates

• Local dates
• Testing-.
• All NEW ELL students must be tested within 30
  days of beginning of school year (Title 3
  requirements) however according to our
  corrective action plan,see below
• All NEW Ell students who enter the district must
  be tested within 14 days of enrollment.
• Ell site coordinator should receive a copy of the
  PHLOTE School enrollment form of student and
  use BOTH to determine TESTING NEED.
• REMEMBER to look up student in Rapid Reports if
  transferring within AZ
• EACH SCHOOL MUST SELECT A WEEEK to do the ELL
  TESTING in AUGUST. PLEASE ADVISE SUSAN WHAT
  WEEK.
• District Monitoring of Testing will begin after
  the first 2 weeks of school
• District Monitoring- October 1st
• District ELL Coordinator will begin monitoring at
  each school. BE SURE TEACHERS KNOW WHO THEIR ELL
  STUDENTS ARE AND WHAT THEIR NEEDS ARE. More to
  follow on this.

• State dates FOR FINANCING
• ELL Count is taken on
• OCTOBER 1
• DECEMBER 15
• FEBRUARY 1
• (Attendance enrollment booklet Clarissa Hale)
• OCTOBER 1 for funding
• (for SAIS Sept. 29)
• Harcourt dates
• TEST reporting Period 1
• 8/1/07 to 12/28/07 Deadline for tests to be
  received at Harcourt
• 12.31.07.
• STATE SCORE REPORT 1/31/08
• TEST reporting Period 2
• 1/1/08-6/5/08
• 6/6/07 Deadline for tests to be received at
  Harcourt
• STATE SCORE REPORT 7/31/08

19
ELL ITS THE LAW

• Flores et al. v. State of Arizona, CIV 92-596
  TUC ACM ARS Section 15-751-756.
• Its to help our ELL students.
• Remember, we are in Corrective Action Review
  Status WILL BE MONITORED THIS school year.
  Remember that monitoring is not just looking at
  files, but involves interviews of staff,
  classroom observations, gtgtgtgtgtgtgtgt.

20
YOUR Questions???

• I will be glad to try and answer any questions
  you have written during the presentation.
• If you do not have time to ask all your
  questions, please email them to me and I will try
  and answer them in a timely fashion ?

21
Handouts at ELL meeting on 7.24.07 _at_ 100pm. BG
conference room

• Corrective Action Plan for WRUSD8
• ELL Individual Student Data Form for 07-08
• WICIP form (ADE website), other ADE forms (note
  some are going to change)
• ELL/LST Referral Form
• WICIP Evidence Form
• Two year monitoring form (sample on website) D.
  Manuelito made one specifically for WRHS
• Copy of last years monitoring reports
• SEI Monitoring Checklist (from ADE website)

22
THANK YOU Ahe hee

• Thank you each for your attendance at this very
  important meeting
• Please provide a copy of this handout to your
  Principal and Data Entry Clerk if they were not
  able to attend with you today.
• If you have any questions regarding ELL, do not
  hesitate to contact me. If I dont know the
  answer, I will get it for you.
• 
  

23
State assessment, AZELLA TRAINING

• Harcourt and ADE are planning revisions for the
  AZELLA 2, coming Fall 08.
• The same as last year
• 5 assessment levels Preliteracy (K), Primary
  (1-2), Elementary (3,4,5) Middle Grades (6,7,8)
  High School (9,10,11,12).
• Five subtests for all but K.
• SPEAKING subtest SCORED ONSITE by the EXAMINER (
  ELL Site Coordinator/Tester).
• Student artwork color scheme make for easy
  identification.
• Preliteracy and Primary test booklets are machine
  scorable.
• Elementary, Middle and HS have machine scorable
  response booklets (answer documents).
• Assessment booklets, response booklets, scoring
  guide, directions for administering are all
  required for AZELLA testing.
• There is a CD/Scoring Guide for each school
  tester.

24
AZELLA continued

• NEW information
• ONE scoring option
• SPEAKING subtest prewriting section are to be
  SCORED by ELL Site Coordinator/Tester.
• Shorter Demographic page-incorrect demographic
  data may be corrected locally (name spellings,
  SAIS numbers, birthdates, gender etc.)
• ALL MACHINE SCORABLE DOCUMENTS must be returned
  to HARCOURT for scoring through ELL District
  Coordinators office.
• Rapid Reports system will allow you to view and
  print student reports BEFORE they arrive from the
  scoring center. (about 10 days following
  testing). RR will check nightly for score files
  to download.
• Continue to use Re Rostering of new students from
  other AZ schools. If the student has already been
  assessed by another district, those scores take
  precedence and other scores entered will NOT be
  accepted.
• http//tpc-ereporting.com/AZELLARapidReports
  (enter user name and password from prior years.

25
ArizonaEnglish Language Learner
AssessmentAZELLAForm AZ-1 Pre-Test
WorkshopSummer 2007(For School Year 2007-2008)
26
AZELLA Form AZ-1 will continue to be used in Fall
2007 and Spring 2008

• Five Levels of Assessment
• Preliteracy, Primary, Elementary,
• Middle Grades, and High School
• Level correlation to enrolled grades
  
  Preliteracy kindergarten
• Primary first and second grades
• Elementary third, fourth, and fifth grades
• Middle Grades sixth, seventh, and
  eighth grades
• High School ninth, tenth, eleventh,
  and twelfth grades

27

• The Primary, Elementary, Middle Grades and High
  School levels contain five subtests Listening,
  Speaking, Reading, Writing, and Writing
  Conventions
• The Preliteracy level contains four subtests
  Listening, Speaking, Prereading and Prewriting
• The Prewriting and Speaking subtests are scored
  on site by the examiner

28

• Each level has a different color scheme and
  student artwork for easy identification of the
  different materials.
• AZELLA contains multiple choice questions,
  writing samples, and both short and extended oral
  response test items.
• Preliteracy and Primary assessment booklets are
  machine scorable.

29

• Elementary, Middle Grades, and High School levels
  have reusable assessment booklets and machine
  scorable response booklets which are the answer
  documents.
• Assessment booklets, response booklets, and the
  Directions for Administering are all required in
  order to administer AZELLA.
• The Scoring Guide w/DVD is a valuable reference
  for scoring the Speaking subtest.

30

• PRELITERACY LEVEL
• Prereading and prewriting subtests can be
  administered individually or in small groups
  (maximum of 5 students).
• Prereading directions tell the student to mark
  an X on the correct picture (answer). After the
  test, the examiner fills in the corresponding
  bubble in the student assessment booklet.
• Prewriting consists of 17 different writing
  tasks, including copying and producing letters,
  words, and sentences.

31

• The Speaking subtest must be scored on site by
  the examiner.
• Prewriting must be scored on-site by the
  examiner. Scoring rubrics are in the student
  assessment booklet.
• The Preliteracy Directions for Administering
  (DFA) contains pages indicating beginning of
  subtests edged in pink for faster location.

32

• PRIMARY LEVEL
• The items in the Speaking Assessment booklet are
  not numbered. Numbers for test items are in the
  scoring form and in the DFA because some test
  items do not have corresponding graphics.
• The Speaking subtest must be scored on site by
  the examiner.

33

• ELEMENTARY LEVEL
• The purpose of the math items in the Listening
  and Reading subtests is to assess the students
  understanding of mathematical linguistic concepts
  and vocabulary.
• The DFA refers to graphics for Speaking by page
  number because numbers in the DFA and scoring
  form correspond.
• The Speaking subtest must be scored on site by
  the examiner.

34

• Middle Grades Level
• The purpose of the math items in the Listening
  and Reading subtests is to assess the students
  understanding of mathematical linguistic concepts
  and vocabulary.
• The Speaking subtest must be scored on site by
  the examiner.

35

• High School Level
• The purpose of the math items in the Listening
  and Reading subtests is to assess the students
  understanding of mathematical linguistic concepts
  and vocabulary.
• The Speaking subtest must be scored on site by
  the examiner.

36

• Manuals
• The Scoring Guide with DVD assists users in
  scoring Speaking and Prewriting.
• Separate DVDs are available for purchase if
  needed.
• The Test Coordinator Manual contains pertinent
  information about handling AZELLA materials,
  securing test materials, contacting individuals,
  remembering critical dates, and class record
  forms.

37
Listening Assessment CDs

• Available in Primary, Elementary, Middle Grades
  and High School levels
• Provides consistency in administration
• Useful in instances of laryngitis, examiners
  accent that is difficult to understand or if the
  examiner has a speech impediment
• Not absolutely necessary, but a helpful option

38
Scoring Reports

• All districts, charter schools, and BIA schools
  will use the same scoring and reporting system.
• Central Scoring is connected with Rapid Reports.
• Speaking and Prewriting subtests must be scored
  on site by the examiner.
• Machine scorable documents are returned to
  Harcourt for scoring.

39

• A test coordinator kit containing all information
  and supplies necessary for returning documents
  will be shipped upon request as indicated in
  SPECTRUM or with the initial materials order from
  BIA schools.
• Make copies of the Master File Sheet to use with
  every shipment of documents to Harcourt.
• The kit contains UPS overnight shipping labels
  for faster return of documents to the Harcourt
  Scoring Center and yellow SCORABLES labels to
  assist receiving in identifying the shipment.

40

• Processable documents will be scanned, and
  scored, and reports will be printed with a 10
  business day turnaround from receipt of documents
  to shipment of reports.
• Student reports in English and Spanish, Class
  Rosters, and District Reports will be shipped
  from the Harcourt Scoring Center.
• Reports are shipped via ground (3-4 days) from
  Texas to Arizona, except in remote areas.

41

• If there is a Master File Sheet or a Header Sheet
  (SSID) missing from your returned documents, an
  alert will be issued and scoring of those
  documents will cease until the alert is resolved.
  You will be contacted by the alerts department
  for resolution.
• Use of the Rapid Reports system will allow you to
  view and print student reports from the website
  several days before they arrive from the Scoring
  Center.

42
Rapid Reports

• Website address
• https//tpc-ereporting.com/azellarapidreports
• Enter user name and password to logon to
  the system.
• If you do not have a user name and
  password, Lisa
  Carter at Harcourt
  (1-800-228-0752, Ext. 5273) will be happy to
  assist you.

43

• The Technical Assistance Hotline
  1-800-249-0659, prompt 4 will assist you if you
  encounter problems while using Rapid Reports.
• There is no need to build a database. It will be
  downloaded from Central Scoring.
• Administrative level users can add school level
  users. There are no class level users in this
  website.
• If you need additional district administrative
  level users, contact Lisa and she will set them
  up for you.

44

• Use only the AZELLA site to view or print student
  reports and class lists for 2007-2008.
• If you see incorrect demographic information
  (name misspelled, wrong birth date, incorrect
  gender, SAIS number wrong), you can correct it on
  the website.

45

• You cannot enter raw scores or try to adjust
  raw scores on the website. They are downloaded
  directly from the score file in Central Scoring.
• Scored files are downloaded nightly into Rapid
  Reports.
• The download is automated, but must be triggered
  by a human. There have been instances of this
  step being missed. If you receive student reports
  and they are not in Rapid Reports, contact the
  Scoring Hotline.

46

• Attention to detail in entry of information and
  gridding correct information on the demographic
  page will prevent errors and the need for
  correction.
• Corrections will not change the information in
  existing student reports, but future Rapid
  Reports will reflect correct information.
• Only processable documents will meet the short
  turnaround time.

47

• If a student is assessed in another district or
  charter in Arizona and transfers to your district
  or charter, enter the student, as if a new
  student, in Rapid Reports to reroster the
  student, along with the student report.
• If a student is assessed twice in the same
  reporting period, the first assessment scores
  take precedence, and scores from the second
  assessment will not show in Rapid Reports because
  it is considered a duplication by the system.

48

• Although a student may be reported multiple times
  in an assessment window in Central Scoring,
  duplicates are not allowed by Rapid Reports.
• Pre and post testing of new students, who have
  never been tested with AZELLA, may be done this
  year. (i.e., Kindergarten)
• Former English language learner students being
  assessed for reevaluation (Continuing FEP Year 1
  2 monitored students) should be performed in
  the spring (Preferably on or after February 2nd).

49
Export Feature

• The Export Feature in Rapid Reports, contains all
  scores from your assessments and can be used to
  export the information into your software for use
  in SAIS reporting.
• Logon to the AZELLA Rapid Reports
• In the Main menu click on Account Administration.

50

• In the lower section of the box in the Account
  Administration screen you will find the three
  components of the Export Feature Create Export,
  Retrieve Export, and Export Data Map.
• Click on the Export Data Map first to open and
  print the information (PDF file in Acrobat).
• Click on Create Export

51

• Use drop down boxes to select test window and
  dates of information desired as well as level of
  report (district, school or class) and do not
  forget to click Submit.
• The feature will gather the information overnight
  and you can go back into the site and retrieve
  your information the next morning.
• All information will load as a text file onto
  Notepad if you click Open.

52

• Click Save to export the data into your computer
  in order to manipulate the data for use in your
  reporting software.
• NOTE Remember that Rapid Reports does not show
  duplicates, therefore there may be instances
  where you will have to rely on the printed
  student report from Central Scoring.
• The Export Feature shows the same information as
  is on the student report, nothing more.

53
Pre-Identification

• Pre-identification labels can be ordered at extra
  cost to your district or charter. The set-up fee
  is 271.25 and the per label cost is 0.40.
• Upon request to Lisa Carter or Barbara Dillard,
  Harcourt will provide formatting and ordering
  information.
• Format your ELL student demographic information
  as instructed and send the file to Harcourt by
  email or on a disk.

54

• SAIS numbers must be provided for all students
  unless you are a BIA school.
• Harcourt will check to be sure the information is
  formatted correctly.
• If correct, labels will be printed with
  demographic information in a bar code.
• Labels will be shipped in approximately 10
  working days.

55

• Peel adhesive label from backing and place in the
  box indicated on the AZELLA demographic page
  (back page of the machine scorable assessment
  booklets and response booklets).
• Pre-ID labels take precedence over gridded
  information when both are used, except for Box 8
  (Other Information).

56
Uses for Box 8

• Enter the date the student was assessed in
  positions A-F (mmddyy) (i.e., 081507).
• Use position H to enter the number 6 only to
  indicate if the former English language learner
  student is being assessed for reevaluation
  (Continuing FEP Year 1 2 monitored students).
• Use positions I J to enter the number 18 to
  identify the student as a private or parochial
  school student that was assessed by your district
  at that schools request. No SAIS number is
  needed for these students.

57

• Harcourt is now adding private or parochial
  schools under a district, at that districts
  request, in order to have student reports print
  with the correct school name on them. The codes
  entered for the schools are dummy codes.
• If you request private schools be added to your
  district, they will print on the Master File
  Sheet and SSID sheets will be produced for them.
• Please request only private schools for whom you
  think you will be assessing ELL students.

58

• Use a soft lead (2) pencil to fill in bubbles.
• Be sure to completely fill in the appropriate
  bubbles under each entry you make.
• Whatever you enter into Box 8 is printed on the
  student report in the Other Information section
  directly under the Test Date.

59
Lessons Learned

• The SAIS number is Left Justified. You do NOT
  have to insert zeros after the SAIS number leave
  those spaces blankunless, of course, it happens
  to end with a zero. (i.e., 23456780)
• Score Prewriting and Speaking subtests on site.
• Check documents before shipping them to Harcourt
  to be sure the Prewriting and Speaking subtests
  have been scored.

60

• Check the enrolled grade on the demographic page
  of all documents under the SSID sheet to be sure
  they match. Mismatches will be alerted, causing a
  delay in scoring.
• Check Box 8 to be sure the date the student was
  assessed is entered. This is the only way to have
  it printed on the student report.
• It is not necessary to fill out boxes 9 10.

61

• Peel the small tracking number off the UPS
  Overnight label and keep it in a safe place.
• If you do not find your student scores in Rapid
  Reports in 8-10 days, or you do not receive
  printed student reports in 15 days, contact the
  Scoring Hotline at 1-800-328-5999. If we do not
  show receipt of documents, track them using the
  tracking number from the label.

62

• When searching for a student in Rapid Reports
  using the SAIS number, enter leading zeros to
  total a 10 digit number (i.e., 2345678 would be
  0002345678).
• Do not search with both a SAIS number and student
  name. Using only the last name in a student
  search appears to be the best method.
• Be sure the pop up blocker is deactivated. If it
  is on, it will prevent you from seeing or
  printing student reports.

63
Ordering Material - Districts

• Districts and charters will place orders using
  the new SPECTRUM website.
• ADE will pay for AZELLA material ordered by
  districts and charters.
• Material will ship to the district or charter and
  ADE will be billed.
• Do not procrastinate - prepare for placing your
  order by doing the following

64

• Inventory all AZELLA material you have in stock.
• Take new schools or classes into consideration
  and prepare accordingly.
• Set up a spreadsheet, if necessary, to keep track
  of what you need to order.
• Orders will ship via ground service. There will
  not be 2nd day air or overnight - remember that
  ADE is paying for the material, shipping and
  handling, and taxes.
• Ordering Material BIA
• Bureau of Indian Affairs (BIA) schools will place
  orders using the order form provided at this
  workshop.

65

• A purchase order number must be provided by BIA
  schools.
• No checks or credit cards may be used by BIA
  schools when placing an order.
• Material and a billing invoice will be sent to
  the shipping and mailing addresses indicated on
  the order form.
• Upon receipt of a billing invoice, contact
  Harcourt using the phone number on the invoice to
  pay with a credit card.

66
SPECTRUM

• SPECTRUM is a web portal accessed by using
  Internet Explorer.
• SPECTRUM is only for ordering material and
  tracking the order.
• The website address is http//spectrum.harcourt.co
  m
• The person responsible for ordering AZELLA
  assessment material for your district or charter
  must register and set up their user name and
  password.

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• Read the pertinent information on the Welcome
  Page.
• DO NOT USE THE BACK ARROW IN SPECTRUM, IT WILL
  CAUSE YOU TO BE KICKED OUT OF THE SITE.
• If you need extra copies of the User Guide, you
  can copy what is provided in this workshop, or
  print a copy from SPECTRUM.
• Districts and their associated schools are loaded
  into the system, as are charter schools.

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• If you have opened a new school in your district,
  or if a school or charter name has changed,
  contact Lisa Carter at 1-800-228-0752, Ext. 5273
  and she will build that change into the system.
• The entity code for a new building must be
  available in the ADE system before we can set it
  up in SPECTRUM.
• There are separate tabs for material one is for
  machine-scorable (consumable) documents, by level.

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• Machine-scorable material is ordered by
  enrollment. The computer figures how many
  packages to ship. For instance, an enrollment of
  33 first graders and 21 second graders 54
  students at the Primary Level. You will receive
  five packages of Primary Level Assessment
  Booklets (10 per package) and one package of the
  same item (5 per package).

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• Another tab is for reusable and ancillary
  documents. These are ordered by quantity desired.
  If you need 3 packages of Elementary Level
  Assessment Booklets for use with 85 students,
  enter 3.
• Orders are placed by school in a district and
  they will be packed by school and shipped to the
  district.
• If your district wants everything packed and
  shipped to the district, choose a school and
  enter all enrollments and quantities in that one
  school.

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• If you choose to enter information into only one
  school in the district, you will need to contact
  Lisa Carter to request your pre-slugged SSID
  sheets because the quantity of SSID sheets is
  figured based on the enrollment entered for each
  school. Therefore, if only one school is used,
  there would not be SSID sheets for the other
  schools in the district.
• Test coordinator kit components are triggered by
  ordering machine-scorable material.

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• Machine-scorable booklets are considered initial
  order.
• Reusable and ancillary material is considered an
  additional order.

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• Use the User Guide to navigate the site.
• If you encounter difficulty, Lisa Carter can
  assist you, or the Customer Support Center at
  1-800-763-2306.
• BE SURE TO CHECK YOUR ENROLLMENT NUMBERS AND/OR
  QUANTITIES BEFORE CLICKING THE FINALIZE BUTTON.
• If you do not click FINALIZE, your order will not
  be placed.

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• DO NOT USE THE BACK BUTTON IT WILL KICK YOU OUT
  OF THE SPECTRUM SYSTEM.
• Lisa will see all orders and must approve them in
  the system for them to go to the warehouse for
  picking, packing and shipping. She will be
  monitoring SPECTRUM often every day. She will
  contact you if she thinks there may be an error.
• There is no need or place for a purchase order
  number. ADE will be invoiced for material ordered
  on SPECTRUM.

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• Once your order has been finalized, wait 2 days,
  then go back in to check the status. It may take
  3 days to have a tracking number in the system.
  All shipments will be sent ground service, so do
  not procrastinate.
• A report will be generated from SPECTRUM showing
  what districts and charters have placed orders,
  what material has been ordered, and in what
  quantities. This report will be sent to ADE.

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• Do not order more material than you think will
  fulfill your assessment needs.
• This is the last year for AZELLA Form
  AZ-1.
• If you have material you do not think you will
  use this year, contact fellow districts or
  charters to see if they may need it.
• There will not be a return of material to
  Harcourt for credit.

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• Once this school year ends, any left over AZELLA
  material is to be shredded or burned by the
  districts and charters.
• AZELLA Form AZ-2 item field testing is occurring
  from August 13 through September 28. The forms
  field test will occur from March 10 through April
  21, 2008.
• AZELLA Form AZ-2 will become the official
  assessment used beginning August 1, 2008.

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Contact Information

• Lisa Carter is my backup and is very
  conscientious about returning calls and providing
  assistance. She is being trained to do all I have
  been doing for you.
• Lisa can be reached by calling
  1-800-228-0752, Ext. 5273 or by email at
  lisa_carter_at_harcourt.com. She can assist you with
  SPECTRUM, Rapid Reports, and BIA orders.

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• Contact Barbara Dillard at
  1-800-228-0752, Ext. 5645 or by email at
  barbara_dillard_at_harcourt.com.
• The Customer Support Center at
  1-800-763-2306 can assist with SPECTRUM.
• Contact the Technical Assistance Hotline at
  1-800-249-0659, prompt 4 for help
  with Rapid Reports
• The Scoring Hotline at 1-800-328-5999 will
  assist you with student reports or status of
  documents sent to the scoring center over two
  weeks prior to your call.

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ADE WEBSITE

• To obtain this PowerPoint presentation, go to the
  Arizona Department of Education, Office of
  English Language Acquisition Services website at
  http//www.ade.az.gov/asd/lep/
• Scroll down to the Arizona English Language
  Learner Assessment (AZELLA) section
• The PowerPoint presentation is called
• AZELLA Form AZ-1 Pre-Test Workshop-Summer
  2007-PowerPoint Presentation
• Click on the link and print it for your use.

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• THANK YOU FOR COMING
• MAY YOU HAVE A VERY
• SUCCESSFUL AZELLA
• TESTING YEAR