AZELLAFormPre TestWorkshop Summer2007

ArizonaEnglish Language Learner AssessmentAZELLAForm AZ-1 Pre-Test WorkshopSummer 2007(For School Year 2007-2008): 

Arizona English Language Learner Assessment AZELLA Form AZ-1 Pre-Test Workshop Summer 2007 (For School Year 2007-2008)

AZELLA Form AZ-1 will continue to be used in Fall 2007 and Spring 2008: 

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

Slide3: 

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

Slide4: 

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.

Slide5: 

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.

Slide6: 

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.

Slide7: 

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.

Slide8: 

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.

Slide9: 

ELEMENTARY LEVEL The purpose of the math items in the Listening and Reading subtests is to assess the student’s 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.

Slide10: 

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

Slide11: 

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

Slide12: 

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.

Listening Assessment CDs: 

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

Scoring & Reports : 

Scoring & Reports

Slide15: 

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.

Slide16: 

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.

Slide17: 

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.

Rapid Reports : 

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.

Slide19: 

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.

Slide20: 

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.

Slide21: 

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.

Slide22: 

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.

Slide23: 

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.

Slide24: 

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).

Export Feature : 

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.

Slide26: 

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

Slide27: 

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.

Slide28: 

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.

Pre-Identification : 

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.

Slide30: 

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.

Slide31: 

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).

Uses for Box 8: 

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 school’s request. No SAIS number is needed for these students.

Slide33: 

Harcourt is now adding private or parochial schools under a district, at that district’s 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.

Slide34: 

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.

Lessons Learned : 

Lessons Learned The SAIS number is Left Justified. You do NOT have to insert zeros after the SAIS number… leave those spaces blank…unless, 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.

Slide36: 

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.

Slide37: 

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.

Slide38: 

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.

Ordering Material - Districts: 

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:

Slide40: 

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.

Slide41: 

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.

SPECTRUM: 

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.com The person responsible for ordering AZELLA assessment material for your district or charter must register and set up their user name and password.

Slide43: 

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.

Slide44: 

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.

Slide45: 

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).

Slide46: 

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.

Slide47: 

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.

Slide48: 

Machine-scorable booklets are considered initial order. Reusable and ancillary material is considered an additional order. Charter holders with multiple schools under the charter operate the same as districts. Charter holders which have changed from a large umbrella holder into individual charter holders and schools are a different matter.

Slide50: 

If you are the designated person to order for every charter school under your umbrella, you will have to register and set up a separate user name and password for each of the separate charters. If you wish to order for all charters under your jurisdiction using only one, like a district choosing only one school, then you will need to contact Lisa for your SSID sheets.

Slide52: 

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.

Slide53: 

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.

Slide54: 

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.

Slide55: 

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.

Slide56: 

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.

Contact Information : 

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@harcourt.com. She can assist you with SPECTRUM, Rapid Reports, and BIA orders.

Slide58: 

Contact Barbara Dillard at 1-800-228-0752, Ext. 5645 or by email at barbara_dillard@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.

ADE WEBSITE: 

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.

Slide60: 

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