Transcript Ordering and Returning the I-ELDA

Spring 2013 Training
1
Ordering Information
Ordering the I-ELDA is a two step process
 Iowa-ELDA Order and Agreement form- Online
 Electronic request using the Iowa-ELDA Bar Code
Template
2
Requesting test materials
How do districts request the Iowa-ELDA test
materials?
Complete and submit an Iowa-ELDA Order and
Agreement form to Northwest Area Education
Agency (NWAEA) in Sioux City.
 This form is a Google Doc and is filled in online
 Found at the NWAEA website under Programs
and Services, Iowa English Language
Development Assessment www.nwaea.org
Requesting Student Bubble Answer Sheets (BAS)
How do districts request the Iowa-ELDA
Bubble Answer Sheet (BAS)?
 Districts must send an electronic request using the Iowa-ELDA
Bar Code Template to NWAEA - Teresa Angerman at:
[email protected]
 The bar code template can be downloaded at www.nwaea.org or
visit the I-ELDA website at:
http://www.nwaea.k12.ia.us/en/programs_and_services/research
_development_and_evaluation/iowa_english_language_develop
ment_assess_i_elda/
 In the Excel template insert the requested data for each student
from your student information management system
INFORMATION NEEDED TO ORDER BAS
All typing of letters on entire template must be in UPPER CASE.
•State ID. This is a 10 digit unique number assigned by the state for each student.
•Last name and first name. This has to be the legal name used by the district. No nick names or “American” names.
•Grade level. 2-digit number. Please select from drop down box on template.
•Building. Enter the FULL name of the building in district where student attends school.
•School District name. Please use the official name of the district. Private schools use the same name as the public district in
which they are located..
•District Number. Every district has a unique 4 digit number. Private schools use the same number as the public district in
which they are located.
•Public or private school. 0=public, 1=private. (Please use numbers for coding)
•Native language. Please use the drop down box to select.
•Birth date. mm/dd/year
•Sex. M=male, F=female
•IEP status. N=no, Y=yes
•AEA number or if subgrantee, which one. Please use drop down box to select.
•Optional District ID number. Being used by larger districts for help in identifying their students. Not used in our process.

NOTE: Orders will NOT be processed until both the order form and the bar code template have been received by NWAEA.
5
Instructions for Using I-ELDA Bar Code Template
http://www.nwaea.k12.ia.us/en/programs_and_services/research_development_a
nd_evaluation/iowa_english_language_development_assess_i_elda/
INSTRUCTIONS ON FILLING OUT BAR CODE TEMPLATE FOR 2012-2013 ELDA STUDENT BAR CODES
Column
Heading:
STATEID
LASTNAME
FIRSTNAME
GRADE
Definition:
Student's State ID
(EASIER number).
Sample:
Instructions:
This is a 10-digit number. Do not omit zeros. ONLY use state ID number. If your
student does not have a number assigned to them, contact Connie Brooks at the
Iowa DE. PH: 515-281-5471 or E-mail: [email protected]
0009999000
USE UPPER CASE LETTERS ONLY.
DELACRUZ (not De La Cruz)
STUDENT'S FIRST NAME
USE UPPER CASE LETTERS ONLY.
MARYJANE (not MARY JANE)
Student's current grade level
This is a 2-digit number.
Kindergarten = 00, 1st grade = 01, 2nd grade = 02,
3rd = 03, 4th = 04, 5th = 05, 6th = 06, 7th = 07,
8th = 08, 9th = 09, 10th = 10, 11th = 11, and 12th = 12
STUDENT'S LAST NAME
BUILDING
NAME OF THE BUILDING THAT
THE STUDENT ATTENDS.
DISTRICTNO
USE UPPER CASE LETTERS ONLY. Enter the full name of the building in your
district where the student attends school.
JOHN SMITH ELEMENTARY (not just “ ELEMENTARY”)
District number
This is a 4-digit number. Do not omit any zeros.
0027 (not just 27)
DISTRICTNAME
DISTRICT NAME
USE UPPER CASE LETTERS. Enter the full name of the school district where the
student attends school.
ROCK VALLEY (not RVCSD)
Use the official school name.
PUBLIC/PRIVATE
School’s Designation
Type the number “0” for public and “1” for private to be uniform with the
department of education requirements.
0 – Sioux City Public Schools; 1 – St. Patrick School
STUDENT'S NATIVE LANGUAGE
USE UPPER CASE LETTERS ONLY. Enter the native language (first language) of
the student.
LAOHMONG
Provide a numeric date: 2-digit month / 2-digit day / 4-digit year. Use the forward
slash as a separator.
03/06/2000
NATLANG
DOB
Student's date of birth
GENDER
STUDENT'S GENDER
IEP
INDIVIDUALIZED EDUCATIONAL
PROGRAM
AEANO
Area Education Agency
LOCAL STUDENT ID
NO.
(OPTIONAL)
Student’s 6-digit local identification
number
USE UPPER CASE LETTERS ONLY. Enter either M for male or F for female.
M or F
USE UPPER CASE LETTERS ONLY. Enter Y if the student has an IEP. Enter N if
the student does NOT have an IEP.
Y or N
Please use the drop down box in this field to choose your AEA.
AEA 1 – KEYSTONE; AEA 267; AEA 8- PRAIRIE LAKE; AEA 9 MISSISSIPPI
BEND; AEA 10 – GRANT WOOD; AEA 11 – HEARTLAND ; DMPS ; GREAT
PRAIRIE AEA; GREEN HILLS AEA; NWAEA, AND WATERLOO.
OPTIONAL FIELD! You may provide a 6-digit local ID number to help you better
identify your student. Use of number is only for district’s use - not used in analytical
process.
190856
6
Ordering Information
continued
How many times can Districts request answer
sheets?
 Districts should make only one request for the test.
 Students who are new arrivals should take the
placement (TELPA, LAS or IPT) not the I-ELDA
To whom will NWAEA ship the test materials and
the pre-printed BAS?
 Test materials and pre-printed BAS will be shipped
directly to the address indicated on the 2013 IowaELDA Order and Agreement Google Doc.
Testing and Ordering Window
What is the state test window?
 The test window is from February 1 through April 30, 2013.
 Districts should select approximately a two to three week testing
window during that time for administration with additional
time allowed for scoring and returning the I-ELDA.
How far in advance must districts request their test
materials and pre-printed BAS?
 Request materials 20-working days in advance of testing
window. Deadlines for BAS requests are: January 10, 2013 if you
wish to test in February; February 10, 2013 if you wish to test in
March; and March 10, 2013 if you wish to test in April.
Ordering Considerations
 Information submitted by districts will be screened for errors
on ID numbers and returned to districts before test materials
will be shipped
 duplicates
 numbers do not contain 10 digits
 A yellow “Return Header Form” will be created based on your
online order. This comes with the materials and should be
returned with your BAS for scoring.
 There will be a late charge ($150.00) for districts submitting
request for materials and/or returning answer sheets late.
9
BAS Return Header Form
School District: Sample
NWAEA Office Use Only
District #:0000
Date Checked In:
/
/
CDs : Yes
No
•Complete this form to accompany your I-ELDA student bubble answer sheets (BAS) when returning them to Northwest AEA
for processing. CDs used for testing must also be returned to NWAEA.
•This form should be placed at the top of your stack of BAS – do NOT attempt to “attach” it in any way.
•ALL pre-printed BAS that were sent to your district must be returned- including those for students that were not tested.
•NOTE: IF you have a student that was not tested but have a BAS for them- fill in the appropriate section of the bubble answer
sheet indicating that they were not tested and why.
•The reverse side of this form is provided for any important note that you would like to add.
•NOTE: All accommodations must be marked on the front of the bubble answer sheets for students with IEPs or 504 plans.
Please indicate the number of BAS for each grade cluster that you are returning by building.
Building Name
K-2
3-5
6-8
9-12
22
0
*S a m p l e *
Smith Elementary
36
44
Results Recipient identified when materials ordered: This is the person that was identified by the district for receiving and being
responsible for the results for the Title lll testing. All information printed is what was entered when the order and agreement was submitted.
Please take a moment to look it over and make any necessary changes. Thank you.
NWAEA Office Use Only: Results E-mailed
/
/
Results Mailed:
/
/
.
Mail BAS to: Northwest AEA-Attn: Audri Carlson, 1520 Morningside Ave., Sioux City, IA 51106
Reviewing the Order
MATERIALS MUST BE INVENTORIED PRIOR TO
TESTING
 Assure each student has a bubble answer sheet that is
COMPLETE AND NOT DEFECTIVE prior to the testing
dates.
 Verify that there are adequate materials for all students.
11
Defective Assessment Materials
Incomplete or Defective Test Booklet:
Contact your test coordinator IMMEDIATELY to
replace defective materials to assure replacements
arrive prior to testing date.
 After the assessment, return ALL (defective and
replacement) materials with other testing
materials to Test Coordinator.
 Place all materials (defective AND replacement)
with the other Iowa ELDA materials in a
designated secure location.
Returning the I-ELDA
What should districts return to NWAEA?
 ONLY return the
 Listening/Speaking CDs
 ALL (tested and not tested) BAS to NWAEA
 BAS Return Header form
Do NOT return
 Student test booklets
 Test administration manuals
Test booklets should be disposed of at the district according to
district procedures for disposal of secure materials.
Returning the I-ELDA continued
Should all buildings from a school district send their test
materials and BAS for scoring in the same shipment? Yes
 All bubbles answer sheets must be returned together in the same
package (NOT by individual buildings within a district).
 Speaking/Listening CDs may be shipped separately.
What is the mailing address of Northwest AEA for sending
the test materials and BAS for scoring?
 Districts should mail, ship, or deliver their CDs and BAS for
scoring to:
Northwest AEA, Attn: Audri Carlson
1520 Morningside Avenue, Sioux City, IA 51106
Return Procedures continued
Should districts photocopy student BAS as back-up and keep them
secure until the Iowa-ELDA scores have been returned to the
district?
 Yes. This is strongly recommended.
What is the final postmark date for materials being returned to
NWAEA for scoring?
 May 1, 2013
Is there a fee assessed for being late?
 Yes. There will be a late charge
($150.oo) for districts submitting requests for
th
materials after March 10 , and/0r returning answer sheets postmarked after May
1, 2013.
After the districts have received their scores from NWAEA, what
should districts do with the photocopies of the BAS?
 Districts should first confirm each student is accounted for, and then
shred the BAS and all other testing materials/ booklets (except K-2
Student Books which are placed in student cumulative files).
How should materials be returned?
 Do NOT bend or damage BAS in any way—damaged BAS
will delay the receipt of district test results; no Post-Its, etc.
 ALWAYS reinforce BAS with cardboard to prevent damage
 Districts should return BAS for scoring, using a service that
can be tracked:
 United States Postal Service (USPS - Return Receipt Requested or
Request Delivery Confirmation with a Tracking Number)
 United Parcel Service (UPS)
 Federal Express (FedEx)
Some of the districts’ BAS have been lost using regular mail
in the past.
16
Contaminated Materials
If an ANSWER SHEET becomes
contaminated, please follow the
steps below:
 Follow district safety protocol.
 Transfer the student’s responses from the
contaminated answer sheet to a new BAS.
 Write and bubble in ALL student identifying
information on the replacement BAS.
 Dispose of the contaminated BAS according
to school and/or district procedures.
 When the materials are returned, provide an
explanation on side-2 of the BAS Return
Header Form.
If a TEST BOOKLET
becomes soiled with
contaminated materials:
 Dispose of the booklet
according to school
and/or district safety
procedures.
WHAT RESULTS WILL WE RECEIVE AFTER TESTING?
 DISTRICT SUMMARIES and STUDENT RESULTS will be sent to the person
designated on the Return Header who is authorized to receive these results. This
information is imported to the form from your materials order. Results are usually
sent to the districts within two weeks after receipt and scoring at NWAEA.
 The INDIVIDUAL STUDENT REPORTS will follow later once the four years of data
are compiled.

NWAEA will send one copy of each student’s report to the Appointed Results Recipient.
 It is recommended that the original report is filed in the student’s file.
 Districts may make photocopies as needed.
 It is the districts responsibility to keep all high stakes test information in a safe,
retrievable format/location.* NWAEA reserves the right to charge districts
to replace lost/misplaced files.
* The electronic results for your District Summaries, Student Results and Individual Student
Reports should all be stored in your district’s student management information system.
Resources for assistance
Is there a resource or reference for Iowa-ELDA
general information?
 Districts may contact their ELL Consultants at their local
AEAs or refer to the Iowa-ELDA website for useful
information and to download documents at www.nwaea.org
(follow the Programs and Services link to Research
Development and Evaluation to Iowa-English Language
Development Assessment
(I-ELDA).
Is there a contact at Northwest AEA, in case districts have an
unforeseeable question?
 Dr. Tom Green at [email protected] can be contacted by
districts if their local AEA representative is unable to assist.
Questions
?