Georgia CRCT 2014 Online Retest Test Coordinator Training April 17, :00-2:30pm April 30, :00-3:30pm

Georgia CRCT 2014 Online Retest Test Coordinator Training April 17, 2014 1:00-2:30pm April 30, 2014 2:00-3:30pm 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 at the designated times in the presentation. 1

Introductions Georgia Department of Education Tony Eitel, Director, Assessment Administration Dr. Robert McLeod, CRCT Assessment Specialist * CTB/McGraw-Hill Deborah Meloche, Senior Program Manager Nadia Greer, Program Associate Tiffany Bennett, Customer Care Project Lead Yogesh Vazirani, Online Implementation Manager Kasia Forsyth, Briljent Presenter 4/17/2014 2

Preparation for the CRCT Online Retest is a 3 step process Today is Checkpoint 3 Checkpoint 1 Checkpoint 2 Checkpoint 3 Registration and Technology Survey (RTS) Training RTS data entry period Site Readiness Training March 24 and April 14 Test Delivery Client (TDC)Installation Site Support and Troubleshooting Site certification Test Administration System (TAS) Training April 17 and April 30 Content Installation Test Setup/ Assignment Practice Tests Final Workstation Check Slide 3

Agenda Training Goals Online Retest Scope What s Unique about Online Testing Overview of Retest Roles Roles and Responsibilities Important Dates CRCT Resources Online Administration Questions and Answers Administration Site Demonstration Student Experience Demonstration 4/17/2014 4

Training Goals Prepare Test Coordinators for online test administration Provide Test Coordinator tools to train Test Examiners Introduce key functionality of CRCT Online Retest 4/17/2014 5

CRCT Online Retest Scope Tests Administration Dates Subjects Online Practice and CRCT Online Retest Practice Window: May 5 July 25, 2014 CRCT Online Retest: May 12 July 25, 2014 Systems select up to two 5-day testing windows Reading: grades 3, 5, and 8 Mathematics: grades 5 and 8 Student Data Pre-loaded in the system using Spring 2014 student Pre-ID Reporting 2-day turnaround for schools that test entirely online Important: test sessions must be closed and CTB notified 5-day turnaround based on paper pencil test 4/17/2014 6

What s Unique About Online Testing Student Experience Text Reader Large Font Individual Online Timer Practice Sessions Test Tickets Test Coordinators Test Administration System Test Proctoring Invalidating Student Results Multiple Test Sessions per day (if needed) Technology Coordinator Role Site Readiness Activities On site, supporting summer testing activities 4/17/2014 7

Roles Overview System Test Coordinator Assessment policies, procedures and possible test scheduling School Test Coordinator/Test Examiner Test scheduling, student management, test administration, and invalidations Roles Overview School Technology Coordinator Setting up hardware and installing software for each school computer. On site, offering support during summer online testing. System Technology Coordinator Equipment and ISP, proxy servers, firewalls and WAN connections at each school 8

Roles and Responsibilities Test Coordinator Before Test Receive login ID Create additional user accounts Distribute test materials Train schools staff Manage Students Information (Assign Accommodations) Notify Parents Create test sessions Separate practice sessions for students with accommodations During Test Monitor test administration After Test Collect test materials Destroy test tickets Inform CTB when all testing ends (if school is fully online) 9

Roles and Responsibilities Test Examiner Before Test During Test After Test Receive or prepare test tickets Prepare test environment (turn on computers, launch online system) Manage students Read Online Retest scripts in TAM Ensure test security Ensure workstations are operable Manage and monitor students Collect test materials Return test environment to original use (turn off workstations as needed) 10

CRCT Important Dates Milestones Technical Set-up Training - Session 1 Technical Set-up Training - Session 2 Test Administration Training - Session 1 Test Administration Training - Session 2 Dates March 24, 2014 April 14, 2014 April 17, 2014 1:00-2:30 P.M., EST April 30, 2014 2:00-3:30 P.M., EST Recording available at ctb.com/gacrct Technology Coordinator final check and Q&A May 2, 2014 1:00-2:00 P.M., EST DEMO Online Retest user accounts & TDC Download CRCT Retest Operational User Account: Final Operational and Practice Test Content Complete Site Readiness activities Online Practice Test Administer CRCT Online Retest March 24, 2014 April 21, 2014 Minimum of one week prior to your site testing online May 5 July 25, 2014 May 12 July 25, 2014 4/17/2014 11

CRCT Support Resources Test Coordinators System policy questions Approvals for invalidations Students locked out of the system before completing the test Issues that appear to be related to the local network CTB.com/gacrct Technology documentation Troubleshooting Guide CTB Support Questions about site readiness Technical issues that do not appear to be local Issues creating/obtaining user accounts for the system Assistance with application functions Materials for paper and pencil testing Confirmation that all online testing has completed DOE Testing policies and procedures DOE and CTB will work together to react to act of nature events (loss of power, for example) 4/17/2014 12

Troubleshooting Tips 4/17/2014 13

CRCT Online Resources Administration Policies and Procedures Assistance CRCT Support Georgia Department of Education Dr. Robert McLeod, CRCT Assessment Specialist robert.mcleod@doe.k12.ga.us CTB/Georgia Help Desk GeorgiaHelpDesk@ctb.com http://www.ctb.com/gacrct Phone: 404-656-2589 www.tinyurl.com/georgiacrct Phone: 866-282-2249, option 2 Hours of Operation: 8:00 am - 6:00 pm EST 4/17/2014 14

Update to Online Testing Program Version Display on Login Screen 20 minute Inactivity timer. Timer displayed on Pause Screen.

Online Administration Registering Retest Takers Spring pre-id loaded into system Reports based on pre-id (not on physical test location) Students moved to other system registered manually Default 5 day window when creating test session 16

Accommodations Online Large Print Oral reading of test questions (Text Reader) Audio amplification device in conjunction with text reader Background and font color specification Basic four-function calculator Extended Time (Untimed Test) Not Online Braille - Check with GaDOE to determine if Braille can be transposed Color overlays, templates, or place markers Oral reading of reading passages (Test examiner can read the passage) Low vision aids All other accommodations are administered same as paper/pencil mode 17

Accommodations 18

Reports System Test Coordinator Verify and ensure schools testing 100% online show all students completed AND Call CTB to request reporting for only schools testing 100% online 2-day turnaround (starts at receipt of STC call*) * Pending DOE approval to release reports Some / All Schools in System test on paper OR Some students in school tested on paper 5 Day Turn around (start at receipt of answer docs) 19

Online Administration Reports Systems testing both Online and Paper/Pencil modes: Systems will receive reports with results combined for student results using both modes Separate records/reports for students taking different content in different modes Complete irregularities before 6 pm EST on the day when the test session schedule ends Students test is extracted at 6 pm EST on the day when the test session schedule ended. Reports processing starts on the day the System Coordinator call is received confirming all 100% online sites finished testing Test schedule end date is very important! It indicates when the data can be extracted from the system 20

Sample Online Testing Schedules Location Session Monday Tuesday Wednesday Thursday Friday 1 1 Reading Gr 3 Reading Gr 5 Math Gr 5 Makeup Makeup 1 2 Reading Gr 8 Math Gr 8 Makeup Makeup 2 1 Reading Gr 3 Reading Gr 5 Math Gr 5 Makeup Makeup 2 2 Reading Gr 8 Math Gr8 Makeup Makeup 21

Online Administration Paper / Pencil Transitions Paper / Pencil Test Materials - 10 percent school and system overages should be used - If short, use Short/Add process (Use TMA or contact CTB Customer Service) Parental Notification - Sample letter is located at www.ctb.com/gacrct - Systems may use sample letter on their letterhead - Systems may create their own letter, using text from the GACRCT website Deadline - Students can not opt out after they begin the online retest 22

4/17/2014 23

General Navigation: Group Selector Feature Group Selector feature: The Group Selector feature is present on most TAS pages. Clicking the Gray Arrow (left of name) to turn and point at the heading name collapses/hides the options under that heading. Clicking the Gray Arrow (left of name) to the down position expands options under that heading. Highlighting a name will filter and display data about that entity level corporation, school or class/teacher. Slide 24

General Navigation: Tabs and Tools Copyright 2014 by CTB/McGraw-Hill LLC. All rights reserved. Slide 25

TAS Feature Review Manage Users Manage Users Demo 1: Find and Edit a User Demo 2: Add a New User Slide 26

Demo 1: Find and Edit a User TAS Feature Review Manage Users A. Click Manage Users from the Groups menu tab. B. Navigate to the School to display current users. C. Open the user account by double clicking on the user row. D. Edit the information details for the user such as updating an email address. E. Click Save and exit out of the user profile. Slide 27

TAS Feature Review Manage Users A. Click Groups Tab, Choose Manage Users Demo 1: Find and Edit a User B. Navigate to school to view current users C. Click Pencil Image to Edit User or Double Click User Row Slide 28

TAS Feature Review Manage Users Demo 1: Find and Edit a User D. Edit User Information Fields E. Select schools the User can access F. Save Slide 29

TAS Feature Review Manage Users Demo 2: Add a New User A. Click Manage Users from the Groups menu tab. B. Navigate to the school to display available users for that school. C. Click the + (plus) symbol to open the Add User window. D. Add user information. Ensure that email address is correct. TAS will use the email address to contact the new user with account details. E. Click Save and exit out class screen. Slide 30

TAS Feature Review Manage Users A. Click Groups Tab, Choose Manage Users Demo 2: Add a New User D. Enter User Profile Data B. Navigate to school to view current users E. Save D. Select School C. Click + to add User Slide 31

Manage Users Administrator System Test Coordinators/ Technology Coordinators School(s) Test Coordinators/ Technology Coordinators Functions Manage organizations (below level) Manage users (at or below level) Functions available thru the system administration menu (program status monitoring, bulk upload users and students) Monitor, add/remove students from the test administration Download test administration client and test, scheduling, Add new students to the Online System Delete students from the Online System Edit student biographical information Mark invalid/irregular student records Edit student specific accommodations Reset student status 32

TAS Feature Review Student Management Student Management Demo 1: Find and Edit a Student Demo 2: Add a New Student Demo 3: Mark Testing IR/IV code Demo 4: Assign Testing Accommodations Slide 33

Demo 1: Find and Edit a Student TAS Feature Review Student Management A. Click Manage Students and then Student List from the Groups menu tab. B. Navigate to the School to display students. C. Click the Magnifying Glass option to open the search window. D. Enter the first few letters of the student s last name and click Search. E. Choose the correct student from the displayed list by double clicking on student. F. Edit profile details and/or accommodations/ Add Text to Speech. G. Click Save and exit out of the student profile. Slide 34

TAS Feature Review Student Management A. Click Groups Tab, Choose Manage Students and Student List Demo 1: Find and Edit a Student B. Navigate to school and Class to view students. Slide 35

TAS Feature Review Student Management Demo 1: Find and Edit a Student E. Choose student from list by double clicking C. OR Click magnifying glass to open search window D. Enter the first few letters of the student first or last name Slide 36

TAS Feature Review Student Management Demo 1: Find and Edit a Student F. Edit student profile Add Text to Speech Accommodation G. Click Save Slide 37

TAS Feature Review Student Management Demo 2: Add a New Student A. Click Manage Students and then Student List from the Groups menu tab. B. Navigate to the School to display students. C. Click the + (plus) symbol to open the Add Student window. D. Add student to a Class. E. Enter profile details and accommodations. F. Click Save and exit out of the student profile. Slide 38

TAS Feature Review Student Management A. Click Groups Tab, Choose Manage Students and Student List Demo 2: Add a New Student B. Navigate to school and Class to view students. Slide 39

TAS Feature Review Student Management D. Enter Student Profile Data Demo 2: Add a New Student D. Add Student to class E. Enter Additional student info F. Save C. Click + Symbol to open Add Student Window Slide 40

TAS Feature Review Student Management Demo 3: Mark Student Testing Irregularity A. Click Manage Students and then Student List from the Groups menu tab. B. Navigate to the School to display students. C. Click the Magnifying Glass option to open the search window (if needed). D. Enter the first few letters of the student s last name and click Search. E. Choose the correct student from the displayed list by double clicking on student. F. Open the Additional Student Information Panel. G. Select the Irregularity IR / IV Codein the Additional Student Information Panel. H. Click Save to exit out of the student profile. Slide 41

TAS Feature Review Student Management A. Click Groups Tab, Choose Manage Students and Student List Demo 3: Mark Student Testing Irregularity B. Navigate to school and Class to view students. Slide 42

TAS Feature Review Student Management Demo 3: Mark Student Testing Irregularity E. Choose student from list by double clicking C. OR Click magnifying glass to open search window D. Enter the first few letters of the student first or last name Slide 43

TAS Feature Review Student Management Demo 3: Mark Student Testing Irregularity F. Open the Student s Additional Student Information Panel G. Select Irregularity Status and IR/IV code H. Save Irregularity information is found on the Edit Student page. Please consult with GADOE to obtain appropriate codes. Slide 44

TAS Feature Review Student Management Demo 4: Assign Accommodations to Multiple Student Records a. Click the Groups tab; then choose Manage Students and Assign Accommodations. b. Use the Group Selector feature to navigate to the desired level to filter and view student records. (School, Class) c. You can add additional filter information to further reduce the student records returned. d. Choose Apply. e. Note the resulting records after the filter has been applied. f. Click this box to select all records. To select individual records, click the box next to the student record. g. Click Edit Accommodations to display the accommodations selection panel. h. Choose accommodation to Add or Delete. In this example, we are adding Screen Reader. i. Click submit and check the result. Slide 45

TAS Feature Review Student Management a. Click the Groups tab. Choose Manage Students and Assign Accommodations. b. Use the Group Selector feature to navigate to the desired level to filter and view student records. (School, Class) Slide 46

TAS Feature Review Student Management c. You can add additional filter information to further reduce the student records returned. d. Choose Apply. e. Note the resulting records after the filter has been applied. Slide 47

TAS Feature Review Student Management f. Click this box to select all records. To select individual records, click the box next to the student record. h. Choose accommodation to Add or Delete. In this example, we are adding Screen Reader. g. Click Edit Accommodations to display the accommodations selection panel. i. Click submit and check the result. Slide 48

Student Management Demo 5 FAQ Tip - Was an Accommodation Assigned for TTS? ** FAQ Tip Q: How can I determine if a student has been assigned the Screen Reader (text to speech) accommodation setting before the student logs into take the test? ** FAQ Tip A: Option 2 Review the Summary Test Ticket Are any students indicated for the Screen Reader Accommodation? If yes, review the Student listed as testing in the session. Do you see Screen Reader listed under Accommodation? Georgia CRCT Georgia CRCT ** FAQ Tip A: Option 1 Review the Student Record, Specific Accommodations. Has Allow Screen Reader been selected? Slide 49

TAS Feature Review Test Sessions Demo 1: Create a test session and assign students. Test Session Demo 2: Find a test session and print test tickets. Demo 3: View session status and invalidation option. Demo 4: View program status. Demo 5: Reopen Student Test Session. Slide 50

TAS Feature Review Test Sessions Demo 1: Create a Test Session. Assign Students A. Click Manage Sessions from the Assessments menu tab. B. Expand School Panel C. Click the Schedule Session button. D. Select a Test Group from the dropdown list and click to select a Test under Tests Section. E. Allow breaks will be automatically set. This sets access codes. F. Click on Test Details bar to assign name, dates, and time to test. G. Click on the Add Student bar to add students to the test. Click OK. H. Click Save to create the test and exit. Slide 51

TAS Feature Review Test Sessions A. Click Assessments Tab, Choose Manage Sessoins Demo 1: Create a Test Session. Assign Students B. Click to Expand System/School list C. Click on Schedule Session button Slide 52

TAS Feature Review Test Sessions Demo 1: Create a Test Session. Assign Students D. Select Test Group and Test from list. E. Allow Test Breaks (automatically checked). Slide 53

TAS Feature Review Test Sessions Demo 1: Create a Test Session. Assign Students F. Add Test Details - Name the Test and set the date, window and other details Set the test window parameters for this session. PLEASE NOTE: the end date specified here should include any makeup testing AND is the date on which data for the included schools/students will be extracted at 6pm Eastern time. Slide 54

TAS Feature Review Test Sessions Demo 1: Create a Test Session. Assign Students G. Add Students by clicking the Add Student button Next, specify the students for this test session. This step can be skipped and done later for systems who set up test sessions before knowledge of students testing. If needed, assign a proctor to the test session. Slide 55

TAS Feature Review Test Sessions Demo 1: Create a Test Session. Assign Students G. Navigate to the Class in the Group Selector panel. G. Click the check box next to the student name G. Click OK H. Click Save Slide 56

TAS Feature Review Test Sessions Demo 2: Find a Test Session and Print Test Tickets A. Click Manage Sessions from the Assessments menu tab. B. Expand School Panel C. Click on a Test Session from the Session list. D. Click on Print Test Tickets to View and Print Test Tickets (individual, multiple or summary). E. Open the Adobe print options by clicking File, then Print. Change the Page Scaling dropdown to Multiple pages per sheet to see how a printout would look with 4 tickets per page. Click Cancel to cancel the print. F. Return to the Home screen. Slide 57

Test Administration System Feature Review Demo 2: Find a Test Session and Print Test Tickets A. Click Assessments Tab, Choose Manage Sessions B. Click to Expand System/School list Slide 58

Test Administration System Feature Review Demo 2: Find a Test Session and Print Test Tickets D. Click Print Test Tickets C. Click to Test Session Slide 59

Test Administration System Feature Review Demo 2: Find a Test Session and Print Test Tickets E. Choose a test ticket option Slide 60

Print Tickets 61

Demo 3: View Session Status TAS Feature Review Test Sessions A. Click Manage Sessions from the Assessments menu tab. B. Expand School Panel C. Click on a Test Session from the Session list to highlight. D. Click on the View Status button to view the status of this session. E. Refer to the Online Test Status column to see the current test status for the student(s). F. Refer to the Validation Status column. Do not change the status of students to invalid. G. Review student subtest details. Slide 62

TAS Feature Review Test Sessions A. Click Assessments Tab, Choose Manage Sessions Demo 3: View Session Status B. Click to Expand System/School list Slide 63

TAS Feature Review Test Sessions Demo 3: View Session Status D. Click View Status C. Click to Test Session Slide 64

TAS Feature Review Test Sessions Demo 3: View Session Status F. Click to open Student Subtest Details. E. Current Testing Status for the Student Slide 65

TAS Feature Review Test Sessions Demo 3: View Session Status G. Student Subtest Details. Slide 66

TAS Feature Review Test Sessions Demo 4: View Program Status A. Click Program Status from the Assessments menu tab. B. Choose the School from the Group dropdown selection. C. Select an Assessment and Review Program Status. Slide 67

TAS Feature Review Test Sessions A. Click Assessments Tab, Choose Program Status Demo 4: View Program Status B. Choose School from Dropdown list Georgia Retest CRCT C. Select Assessment and View Program Status. CRCT Slide 68

TAS Feature Review Test Sessions Demo 5: Reopen Student Test A. Click Services > Reset Test Session. B. Choose Show By: Student / Session in the menu on right. C. Enter the test Access Code to search by test session OR Student Login to search by student. D. Click checkbox beside Student to reset. E. Enter Requestor and Reason for reset (max 255 characters). F. Click Reset Slide 69

Reopen Student Test In the Services Menu, click Reset Test Session Demo 5: Reset Test Session Search for student or session Select student session Click Reset 4/17/2014 70

TAS Feature Review Test Sessions Other Testing Considerations Invalidation / Irregularity Process Test Access Codes Lost Access Codes Prior to Operational Test Window Slide 71

Student Experience Demonstration Student Login Test Features Student Progress Student Logout A student practice test demo can be accessed from: www.ctb.com/gacrct 72

Student Login 73

Student Login 74

Test Features 75

Test Features 76

Student Experience Student Pause Test initiates a 20- minute countdown. Student 1 Session Closes cleanly. 77

Student Progress 78

Student Experience Lost Network Lost connectivity Wait screen notification (60 seconds) Option to exit after retry Proctor alert Graphical indicator of network retry Zero time log back into test 1. Connectivity between workstation and CTB server disrupted. 3. Failure to reconnect after 60 seconds Exit Test 2. Attempts to Reconnect to Test for 60 seconds Successful reconnection within 60 seconds Test automatically resumes

Support Resources Managing CRCT Online Issues Resolution Approach Test Window Extension Local Site Collaboration /Troubleshooting LAN / WAN / ISP Bandwidth intensive applications CTB Customer Service Assistance General TAS / TDC functionality questions/ issues 4/17/2014 80

CRCT Online Resources Administration Policies and Procedures Assistance CRCT Support Georgia Department of Education Dr. Robert McLeod, CRCT Assessment Specialist robert.mcleod@doe.k12.ga.us CTB/Georgia Help Desk GeorgiaHelpDesk@ctb.com http://www.ctb.com/gacrct Phone: 404-656-2589 www.tinyurl.com/georgiacrct Phone: 866-282-2249, option 2 Hours of Operation: 8:00 am - 6:00 pm EST 4/17/2014 81

CRCT Important Dates Milestones Dates Test Administration Training - Session 1 April 17, 2014 1:00 pm - 2:30 pm, EST Test Administration Training - Session 2 April 30, 2014 2:00 pm 3:30 pm, EST Technology Coordinator final check and Q&A May 2, 2014 1:00 pm 2 pm, EST DEMO Online Retest User Account :- TDC Download & DEMO Content CRCT Online Retest Operational User Account : - Final Operational and Practice Test Content Complete Site Readiness activities Online Practice Test Administer CRCT Online Retest March 24, 2014 April 21, 2014 Min one week prior to your site testing online May 5 July 25, 2014 May 12 July 25, 2014 4/17/2014 82

Looking Ahead Verify Workstation Readiness. Complete Site Certification form Mark RTS Readiness Progress entry for Checkpoint 3 Final Operational & Practice Test Content available on April 21 st using Operational User accounts CTB staff resources are available for assistance with setup and during testing Slide 83

Q&A 4/17/2014 84

CRCT Online Retest Thank you for your participation! 85