MEAP Coordinator Briefing

1
MEAP Coordinator Briefing

• Fall 2008

2
Outline

• Welcome and General Issues (Jim Griffiths)
• MEAP Administration (Sue Peterman)
• Assessment Accommodations (Linda Howley)
• ELPA (Phil Chase)
• Student ID Process (Dave Judd)
• Assessment Processing (Chris McCown)

3
Welcome and General Issues

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

4
Update

• Staffing changes
• Interim Director of Educational Assessment and
  Accountability Joseph Martineau
• Interim Assessment Manager Vince Dean
• SWD Program Interim Consultant Linda Howley
• ELL Program Specialist Phil Chase
• ELL Program Analyst Brian Cilosky
• MEAP and MME Analyst Emily Taylor

5
Update

• New Contractors
• Measurement Incorporated - test administration
• Pearson (formerly Harcourt) test development
• Current deadline Assessment results reported by
  mid December

6
Update

• MEAP Grades 3-9 Assessment Schedule
• New MEAP testing and shipment schedule
• 50 item release (initial test form only)
• Shorten all assessments for new schedule
• Allow for two distinct assessments
• Released item booklets
• Actual items (50)
• Item descriptors (50)

7
Update

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

8
Update

• Mathematics
• 2 items per core GLCE
• 1 item per extended core GLCE
• Shortened for new schedule

9
Update

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

10
Update

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

11
New for 2008-09
12
MEAP Coordinator Briefing

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

13
MEAP Assessment Administration

• Sue Peterman, Specialist
• MEAP Administration Reporting
• Office of General Assessment
• and Accountability

14
New for Fall 2008

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

15
New for Fall 2008
16
New for Fall 2008
17
New for Fall 2008

• Strict adherence to timelines for returning
  testing materials
• November 5th final ship date
• Late returns incur fees and impact how
  results are returned

18
New for Fall 2008
19
New for Fall 2008

• One answer document for each grade/subject area
  test
• No pre-printed student answer documents
• Pre-printed barcode label MUST be affixed to
  every student answer document returned for
  scoring
• 10 fee per answer document if missing

20
New for Fall 2008

• Preprinted student labels shipped with initial
  materials (students identified 5/15-8/1)
• Second separate shipment of barcode labels
  (students identified 8/2 9/11)
• Schools must use OEAA Secure Site to produce
  barcode labels for new students (after 9/12)

21
New for Fall 2008

• Initial test booklets
• Forms 1 -10
• Schools will receive same form of test
• Makeup test booklet
• Form 11
• One answer document per grade/subject area
• ELA Session 1 and Session 2

22
New for Fall 2008

• Reader Scripts
• IEP or 504 Plan required
• Scripted version of a test booklet
• Extended Time Testing
• IEP or 504 Plan required
• Must use Form 1

23
Manuals and Handbooks

• District and Building Coordinator Handbook
• One Administrator Manual for EACH GRADE new
  this year
• Initial and makeup test directions are in each
  grade level manual

24
Grades 3-9 MEAP Assessments

• Mathematics
• Two Parts (reduced from three)
• Grade 3 No calculator Use ANY Part
• Grades 4 8 Calculators allowed on Part 2 only
• Overlays for each grade level
• Grade 8 Reference Sheet

25
Grades 3-9 MEAP Assessments

• English Language Arts
• Separate answer documents for Session 1 and
  Session 2
• Manual will indicate to test administrators when
  it is appropriate to use a test booklet to read
  directions (writing prompts)

26
Grades 3-9 MEAP Assessments

• Science
• Two Parts
• Fewer constructed response items
• Social Studies
• Two Parts
• Constructed response item (Decision Making)
  eliminated

27
Grades 3-9 MEAP Assessments

• Use No. 2 pencil on all items (both
  multiple-choice and constructed- response)
• No additional paper may be used with any of the
  MEAP tests unless prescribed as an assessment
  accommodation (IEP or Section 504 Plan)

28
Grades 3-9 MEAP Assessments

• All MEAP tests are untimed and student paced -
  all students must be allowed to finish each test
  session
• Make arrangements ahead of time for few
  students who need to finish
• Ending a test session before students are done
  is a misadministration

29
Grade 3 Answer Document Assessment Booklet

• Combined test booklet/answer document
• ALL grade 3 documents (used and unused) are
  secure and must be returned
• Students mark answers in booklet

30
Receipt of Materials

• Materials being shipped beginning September 22nd
  and in districts by the 29th
• District/building coordinators should verify
  quantities upon receipt
• Dont wait!

31
Additional Orders

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

32
Administration Guidelines

• Assessment Security
• Locked storage before, between, and after test
  sessions
• Reporting Assessment Irregularities and
  Administrative Errors
• Ten day rule
• What should and should not be displayed during
  testing

33
Administration Guidelines

• Monitoring Assessment Administration
• Review Professional Assessment and Accountability
  Practices for Educators, updated August 2007
• Student Prohibited Behavior
• Roles and Responsibilities for each person who
  administers MEAP tests

34
Accommodated Assessments

• Enlarged Print versions
• School staff must transcribe student responses
  into a regular/scannable student answer document
  and return with other used student answer
  documents under School/Grade Header Sheet
• Return enlarged print booklet

35
Accommodated Assessments

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

36
Accommodated Assessments

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

37
Accommodated Assessments

• Word Processed Pages
• Easiest to produce student barcode label and
  attach to each page
• Word processed pages must be inserted into a
  student answer document
• Return in orange envelope
• DO NOT return word processed pages without
  answer document

38
Materials Return

• MEAP Security Compliance Form
• Signature required
• District coordinator keeps do not return to
  scoring contractor
• MEAP Class/Group ID Sheet
• Optional
• MEAP School/Grade Header Sheet

39
Contact Information

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

40
Contact Information

• MEAP Office
• Phone [phone]
• FAX [phone]
• oeaa_at_michigan.gov
• www.michigan.gov/meap

41
MEAP Coordinator Briefing

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

42
MEAP Assessment Accommodations

• Linda Howley,
• Interim Assessment Consultant
• for Students with Disabilities

43
Assessment Accommodations

• Students with Disabilities with an IEP
• General Education Students with a Section 504
  Plan
• English Language Learners
• Accommodated Versions

44
Assessment Accommodations

• Special Handling
• Rapid Onset of a Medical Disability
• Use of Reader Scripts
• Extended Time Testing

45
Students with Disabilities

• Must have an IEP
• or
• IEP in the process of being completed

46
Students with Disabilities

• ONLY the IEP Team can determine
• Participation in the MEAP and/or MI-Access
  assessments
• Assessments accommodations are needed
• If used routinely during instruction
• Must be documented in the IEP

47
General Education Students

• Must have a Section 504 Plan

48
General Education Students

• Only the Section 504 Plan Committee can
  determine
• what accommodations are needed
• if used routinely for instruction
• Must be documented in the Section 504 Plan

49
English Language Learners

• General Education Students
• Assessment accommodations determined by the
  students instructional team
• Accommodations routinely used by students during
  instruction
• Must be documented in the students records

50
English Language Learners

• Students with Disabilities
• Assessment accommodations are determined by the
  IEP Team
• Must be documented in the IEP

51
Standard Accommodations

• Do NOT change the construct being assessed
• Scores DO count towards NCLB participation rate
  and AYP

52
Nonstandard Assessment Accommodations

• DO change the construct being assessed
• Result in an invalid score and the student will
  count as NOT PARTICIPATING

53
State Provided Assessment Accommodations

• All Form 1
• Braille
• Assessment Administrator Booklets for Braille
• Enlarged Print

54
State Provided Assessment Accommodations

• CDs or Audio tapes
• MUST be administered INDIVIDUALLY!!
• Ordering www.mi.gov/oeaa-secure

55
English Language Arts Session 1
56
English Language Arts Session 2
57
Other Content Areas
58
Scribes, Tape Recorders, and Braille Writers

• A school staff member MUST transcribe into
  answer folder
• Spelling, punctuation, indentation and so forth
  MUST be transcribed EXACTLY

59
Word Processors

• Spell check, grammar check, dictionary, and
  thesaurus MUST be deactivated
• Do NOT need to be transcribed

60
Additional Paper

• Assessment accommodation
• Large handwriting
• Equivalent of the space provided in the student
  answer document

61
Returning Word Processed Documents and Additional
Paper

• Student name
• Birth date
• Students State UIC
• District name and code
• School name and code
• Assessment window
• Grade Content area

62
Returning Word Processed Documents and Additional
Paper

• Second Option
• Print student label in OEAA Secure Site
• One on each page
• Include subject area, item number
• For ELA, Part number

63
Returning Word Processed Documents and Additional
Paper

• Insert in completed student answer document
• DO NOT staple, tape, paper clip, or glue to
  answer folder
• Orange Envelope SPECIAL HANDLING AND/WORD
  PROCESSED DOCUMENTS
• Put on top of materials in 1 of X box of answer
  folders being returned

64
Rapid Onset of Medical Disability

• Such as
• Broken arm
• Undergone surgery and is homebound
• Document in students file
• Disability
• Accommodation provided
• Bubble in Standard accommodation

65
Contact Information

• Linda Howley
• Interim Assessment Consultant for
  Students with Disabilities
• HowleyL_at_mi.gov
• [phone]

66
Participation of English Language Learners

• Phil Chase
• Assessment of English Language Learners, OEAA

67
Participation of ELLs

• Can English language learners (ELLs) be excused
  from MEAP assessments?
• All ELLs are to be assessed with content-based
  tests.
• The only exception involves recently arrived
  students.

68
Participation of ELLs

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

69
Participation of ELLs

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

70
Participation of ELLs

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

71
Accommodations for ELLs

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

72
Accommodations for ELLs

• How do we determine if an ELL needs an
  accommodation?
• MEAP accommodations marked as standard result in
  scores that are reportable for Adequate Yearly
  Progress (AYP) and EducationYES!

73
Contact Information

• Phil Chase,
• Department Specialist
• Assessment of English Language Learners
• Office of Educational Assessment and
• Accountability (OEAA)
• ChaseP2_at_michigan.gov
• [phone]

74
MEAP Coordinator Briefing

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

75
OEAA Secure SiteFrom Pre-id to Tested Roster

• Dave Judd, Project Manager
• Office of Educational Assessment and
  Accountability

76
Welcome/Announcement Screen

• First screen after logging in to the OEAA Secure
  Site.
• Contains important messages in relation to the
  OEAA Secure Site.
• Contains important deadlines and dates in
  relation to tasks on the OEAA Secure Site.
• Contains information for all assessments
• MEAP
• MME
• ELPA
• MI-Access
• ELPA Screener
• SCAS

77
Welcome/Announcement Screen
78
Additional Material Ordering

• Ordering will be open on the OEAA Secure Site
  after materials arrive in districts/schools for
  MEAP Appr. Sept. 22nd
• Button Name for additional materials Material
  Orders/Tracking

79
Additional Material Ordering
80
Additional Material Ordering
81
Student Record Search

• Always search for a student prior to adding a new
  student record.
• Search by first letter of the last name and first
  name and DOB. This is helpful when a student is
  entered with a nickname or if a name was
  misspelled.

82
Student Summary Screen
Click on Add Test Cycle button to assign the
student to your school and the current Fall 2008
MEAP Grades 3 9 test cycle.
83
Pre-Identified Student Report

• Run a Pre-Identified Student report to identify
  all students assigned for the Fall 2008 MEAP
  Grades 3 9.

Click on Pre-Identified Students from the menu at
the left
84
Pre-Identified Student Report - Contd
Select the Test cycle, ISD, District, and School.
If you are a district user, you can run a
district Pre-Identified Student Report by leaving
All in the school field. New Feature - You
can now download the Pre-ID Student Report into
an excel spreadsheet.
85
Pre-Identified Student Report -contd
All students listed on report have successfully
been identified for testing.
86
Pre-ID Mass Updates

• The Pre-ID Mass Update screen is an efficient way
  to change the following information for a group
  of students
• Unassigning a group of students from the test
  cycle
• Moving a group of students from one building to
  another within the district

87
Pre-ID Mass Updates contd

• Changing the grade level field for a group of
  students
• Assigning test subjects to a group of students
  that may be taking MEAP and MI-Access

88
Pre-ID Mass Updates contd

• Select the desired ISD, District, School, Test
  Cycle and Grade to be updated, then click Search.

89
Pre-ID Mass Updates Contd
The Search Results and the Update Fields sections
are then displayed. Select all or a sub-group of
students and use any combination of Update
Fields, then click Save.
90
Demographic Updates

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

91
Demographic Updates Contd

• Ethnicity
• Feeder School Code
• Homeless
• Less than Full Academic Year (LTFAY)
• Migrant
• Special Education
• The demographic load of these fields will take
  place after the Fall 2008 assessments have been
  completed and before the tested roster period.

92
Demographic Updates Contd

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

93
Demographic Updates Contd

• Districts/schools will have the ability to
• view and modify the student demographic data in
  the OEAA Secure Site during the tested roster
  period prior to reporting.
• Also, please ensure any modifications are
• also reflected in your local student management
  system.

94
Barcode Labels

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

95
Barcode Labels

• All students not on the Pre-Identified Student
  report will need to be assigned to the school and
  test cycle prior to printing barcode labels.
• Only print barcode labels using a laser printer,
  NOT INKJET!

Select Barcode Labels from the menu at the left.
96
Barcode Labels
To generate a list of all the students assigned
to the given test cycle, select from the drop
down menus the ISD, District, School, and Test
Cycle. Then click the Search button.
97
Barcode Labels Contd
You may use the Select All button to select all
of the students listed. Above the list of
student names, you have the option to select the
number of labels that you want to print for the
selected students and also the starting position
on the labels.

When you have selected the students and are ready
to print, click the Submit button. Adobe Acrobat
will open a new window and display an image of
your labels.
98
Barcode Labels contd
If everything looks correct, click on the
printer icon, which normally is located near the
top left corner of the window.
99
Barcode Label Printing
Make sure that Page Scaling is set to None and
that Auto-Rotate and Center is checked. If you
have an older version of Adobe you will not have
a Page Scaling field but instead will have Shrink
to Fit or Shrink Oversized Pages. These will
need to be unchecked.
100
Why is Tested Roster important?

• It gives you a complete listing of
• students for whom answer documents were received
  by the contractor
• student demographic information pulled together
  from the answer document and the secure website

101
Tested Roster contd

• It gives you your last opportunity to
• verify that all answer folders were received and
  accounted for by the contractor
• request OEAA to research any missing students and
  or missing assessments
• update student demographic information before
  MEAP reports are printed and the AYP file is
  created

102
Tested Roster contd

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

103
Resource Information

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

104
MEAP Coordinator Briefing

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

105
Receipt and Return of Assessment Materials

• Chris McCown, Project Manager
• Measurement Incorporated

106
Measurement Incorporated

• Measurement Incorporated is the new printing,
  distribution, scoring, and reporting contractor
  for MEAP.
• 1st year of a 3-year contract
• Previous experience with MEAP

107
Overview

• Receipt of Materials when and how youll
  receive materials
• Return of Materials how to return your
  materials after testing

108
Receipt of Materials

• Materials shipped via FedEx Ground beginning
  September 22nd
• All materials delivered by September 29th
• Accommodated materials, some Pre-ID labels
  shipped separately

109
Receipt of Materials (cont.)

• Inventory your shipments
• Boxes numbered 1 of x, 2 of x, etc.
• Packing list in Box 1
• Test booklets and answer documents shrink-wrapped
  in packs of 10

110
Packing List
111
Packing List (cont.)
112
Packing List (cont.)
113
Receipt of Materials (cont.)

• Districts receive an overage of most materials
• Need more of something?
• Exhaust district overage first
• Place additional orders via OEAA Secure Site
• Order history and shipments may be tracked via
  OEAA Secure Site

114
Get Ready!

• Review manuals and handbooks
• Stress the importance of SECURITY
• Know school and district codes
• Optional Class/Group ID sheet

115
During Testing

• Make sure students use No. 2 pencil
• Handle answer documents with care
• Make sure all answer documents have a Pre-ID
  label
• Make sure students fill out demographics page
  completely and correctly
• Make sure students grid form number correctly

116
Return of Materials

• Follow instructions in District and Building
  Coordinator Handbook
• Three return dates Oct 20, Oct 27, and Nov 5 (p.
  B-2)

117
Return of Materials (cont.)

• Scorable materials to return
• Used answer documents
• Used Gr 3 answer documents
• Non-scorable materials to return
• Used and unused test booklets and accommodated
  media
• Unused Gr 3 answer documents (p. G-5)

118
Return of Materials (cont.)

• Sort answer documents into stacks by grade,
  content, and form per school. (p. G-6)

119
Return of Materials (cont.)

• Fill out a School/Grade Header Sheet to place on
  top of each stack of answer documents. (p.
  H-2)

120
Return of Materials (cont.)

• Word-processed pages and additional paper are
  returned with answer document in the orange
  Special Handling Envelope. (p. D-5, D-6)
• Place identifying information on all
  word-processed/additional pages and place the
  pages inside the students answer document before
  inserting into the orange envelope.

121
Return of Materials (cont.)

• Return Kit
• Instructions
• FedEx Airbills
• Blue Measurement Incorporated scorable and green
  Measurement Incorporated non-scorable labels for
  boxes

122
Return of Materials (cont.)

• Materials are returned via FedEx Express. Call
  1-800-GoFedEx to schedule a pickup (see
  Coordinator Handbook for greater detail).
• Call FedEx by 230 pm for same-day pickup.

123
Return of Materials (cont.)

• You only need one FedEx Airbill per shipment!

124
Measurement Incorporated Contact Information

• Help Desk
• Phone [phone]
• Fax [phone]
• E-mail MEAPhelp_at_measinc.com
• Know your school and district code when you call!