[MCAS Logo] Massachusetts English Proficiency Assessment (MEPA) Principal’s Administration Manual Fall 2008 Massachusetts Department of Elementary and Secondary Education [MCAS Star Logo] This document was prepared by the Massachusetts Department of Elementary and Secondary Education Mitchell D. Chester, Ed.D. Commissioner of Elementary and Secondary Education The Massachusetts Department of Elementary and Secondary Education, an affirmative action employer, is committed to ensuring that all of its programs and facilities are accessible to all members of the public. We do not discriminate on the basis of age, color, disability, national origin, race, religion, sex or sexual orientation. Inquiries regarding the Department’s compliance with Title IX and other civil rights laws may be directed to the Human Resources Director, 350 Main St., Malden, MA 02148 781-338-6105. © 2008 Massachusetts Department of Elementary and Secondary Education Permission is hereby granted to copy for non-commercial educational purposes any or all parts of this document. Please credit the “Massachusetts Department of Elementary and Secondary Education.” Massachusetts Department of Elementary and Secondary Education 350 Main Street, Malden, MA 02148-5023 Phone 781-338-3000 TTY: N.E.T. Relay 800-439-2370 www.doe.mass.edu [State Seal] Important Contact Information MEPA Test Administration Information: MCAS Service Center Telephone: 800-737-5103 Hours of Operation Monday–Friday: 7:00 a.m.–5:00 p.m. MEPA Policy Information: Massachusetts Department of Elementary and Secondary Education Student Assessment Services Unit Web: www.doe.mass.edu/mcas/mepa Email: mcas@doe.mass.edu Telephone: 781-338-3625 LEP Student Identification Information: Massachusetts Department of Elementary and Secondary Education Language Acquisition and Academic Achievement Unit Email: ell@doe.mass.edu Telephone: 781-338-3518 To Access Services Available on the MCAS Service Center Website: 1. Go to www.mcasservicecenter.com. 2. Click on “2008 MEPA-R/W Field Test” or “Fall 2008 MEPA” and then follow the instructions below (password provided in the Commissioner’s January 2, 2008, memorandum is required to access services). • To order additional materials, click on “Order Additional Materials.” • To complete the PCPA, click on “Principal Certification.” • To arrange UPS pickup of test materials, click on “UPS Pickup Request.” MEPA Calendar of Events Fall 2008 2008 MEPA-R/W Field Test Date Event September 29 Deadline for schools to receive 2008 MEPA-R/W Field Test materials October 2 Deadline for schools to complete the “Materials Received” section of the PCPA, to report packing discrepancies, and to order additional 2008 MEPA-R/W Field Test materials October 6–10 Administration period for the 2008 MEPA-R/W Field Test (Field test for all enrolled LEP students in grades 1–12) October 14 Deadline to complete sections 3 and 4 of the PCPA and to schedule UPS pickup of 2008 MEPA-R/W Field Test materials October 15 Deadline for UPS pickup of 2008 MEPA-R/W Field Test materials Fall 2008 MEPA Date Event October 1–29 Administration period for MELA-O (Baseline assessment for newly enrolled LEP students in grades K–12) October 14 Deadline for schools to receive Fall 2008 MEPA-R/W materials October 16 Deadline for schools to complete the “Materials Received” section of the PCPA, to report packing discrepancies, and to order additional Fall 2008 MEPA-R/W materials October 20–29 Administration period for the Fall 2008 MEPA-R/W (Baseline assessment for newly enrolled LEP students in grades 3–12) October 30 Deadline to complete sections 3 and 4 of the PCPA and to schedule UPS pickup of Fall 2008 MEPA-R/W materials October 31 Deadline for UPS pickup of Fall 2008 MEPA-R/W materials MEPA Calendar of Events, Fall 2008 Part I MEPA Test Security Requirements 1 A. Responsibilities of Principals to Ensure a Secure Testing Environment ...........................................2 B. Responsibilities of Principals to Account for All Secure Test Materials .................................................3 C. Responsibilities of Test Administrators to Ensure the Confidentiality of Test Booklets, Answer Booklets, Test Questions, and Student Responses ...........................4 D. Responsibilities of Test Administrators When Supervising Test Sessions ..................................................5 E. Responsibilities of Test Administrators When Providing Test Accommodations ..........................................6 F. Examples of Testing Irregularities ................................6 G. Investigations into Testing Irregularities ..........................8 H. Establishing and Following a Document Tracking System ...........9 I. Approved and Unapproved Administration Materials .............10 Part II Student Participation in Fall 2008 MEPA Testing 11 A. General Participation Requirements for MEPA Tests ...............12 B. Participation in the 2008 MEPA-R/W Field Test ..................12 C. Participation in the Fall 2008 MEPA .............................13 1. Participation Requirements for MEPA-R/W and MELA-O .......13 2. Assigning LEP Students to MEPA-R/W Test Sessions ............15 Part III MEPA Test Administration Policies and Procedures 17 A. Coordinating Test Administration ...............................18 B. Ordering and Returning Test Materials ..........................18 C. Scheduling Test Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18 1. Policy on Testing Time ......................................18 2. Test Session Limitations ....................................19 3. Administration Sequence ...................................19 4. Make-Up Testing ..........................................19 5. Test Administration Interruptions ............................19 6. Severe Weather ............................................19 7. Practice Tests ..............................................19 D. Designating Qualified Test Administrators .......................20 E. Meeting with Test Administrators ...............................20 F. Meeting with Students ........................................22 G. Providing Accurate Student Information .........................23 H. Accounting for Secure Materials ................................24 Part IV 2008 MEPA-R/W Field Test Administration 27 A. 2008 MEPA-R/W Field Test Administration Schedule ..............28 B. Principal’s Checklist of Responsibilities ..........................28 C. Tasks to Complete BEFORE Test Administration ..................31 D. Tasks to Complete DURING Test Administration .................32 E. Tasks to Complete AFTER the Final Test Administration ...........33 Part V Fall 2008 MEPA Test Administration 39 A. Fall 2008 MEPA Test Administration Schedule ....................40 B. Principal’s Checklist of Responsibilities ..........................40 C. Tasks to Complete BEFORE Test Administration ..................43 D. Tasks to Complete DURING Test Administration .................44 E. Tasks to Complete AFTER the Final Test Administration ...........45 Appendix A Procedures for LEP Students with Disabilities 51 A. Participation of LEP Students with Disabilities in MEPA ........52 B. MEPA Test Accommodations ................................52 C. Submitting Answer Booklets for LEP Students with Disabilities ..........................................63 Appendix B Procedures for Submitting Void Answer Booklets 65 Appendix C Procedures for Submitting Typed Responses 67 Appendix D Procedures for Providing Student Information 71 Appendix E Sample Administration Forms and Test Materials 77 1. Test Materials Internal Tracking Form ........................78 2. Materials Summary ........................................79 3. 2008 MEPA-R/W Field Test Answer Booklet Front Cover a. WITH Student ID Label ..................................80 b. WITHOUT Student ID Label ..............................81 4. 2008 MEPA-R/W Field Test Answer Booklet Inside Back Cover ..82 5. 2008 MEPA-R/W Field Test Answer Booklet Outside Back Cover 83 6. Fall 2008 MEPA Answer Booklet Front Cover a. WITH Student ID Label ..................................84 b. WITHOUT Student ID Label ..............................85 7. Fall 2008 MEPA Answer Booklet Inside Back Cover ............86 8. Fall 2008 MEPA Answer Booklet Outside Back Cover ...........87 9. UPS Return Service (RS) Label ..............................88 Index 89 Part I MEPA Test Security Requirements Principals are responsible for ensuring that all test administrators comply with the requirements and instructions contained in the Test Administrator’s Manuals. In addition, other administrators, educators, and staff within the school are responsible for complying with the same requirements. Schools and school staff who violate the test security requirements are subject to the sanctions and penalties outlined in this section, including employment consequences, delays in reporting of test results, the invalidation of test results, the removal of school personnel from future MEPA administrations, and possible license consequences for licensed educators. Each person directly involved in MEPA test administrations is directly responsible for immediately reporting any violation or suspected violation of test security to the school principal, the district superintendent, or the Department of Elementary and Secondary Education. The purpose of the MEPA Test Security Requirements is to protect the validity of Massachusetts English Proficiency Assessment (MEPA) results. For the purposes of this section and this manual, “secure” test materials refers to a test question, student response, test, or Test Administrator’s Manual that has not been made available to the public by the Department. A. Responsibilities of Principals to Ensure a Secure Testing Environment 1. Principals are responsible for identifying and training school personnel in policies and procedures described throughout this manual and the Test Administrator’s Manuals. Principals are responsible for ensuring that all test administrators, regardless of any past experience conducting similar testing sessions, receive training prior to each administration during which they will administer any MEPA test. 2. Principals are responsible for ensuring that test administrators who provide test accommodations to students with disabilities are properly trained in the implementation of those accommodations and follow the guidelines in Requirements for the Participation of Students with Disabilities in MCAS. 3. Principals are responsible for providing a copy of the appropriate Test Administrator’s Manual to every test administrator. All test administrators must read and study the Test Administrator’s Manual prior to each test administration. 4. Principals are responsible for designating the school personnel, including test administrators, who are authorized to have access to secure test materials. Access to test materials refers to handling those materials, but does not include reviewing tests or individual questions. 5. Principals are responsible for developing local policies and procedures to ensure maximum test security at all times in accordance with the requirements of this manual and the Test Administrator’s Manuals. 6. Principals are responsible for ensuring that tests are scheduled to avoid conflicts with lunch; however, if a lunch break is required during testing, lunch shall be brought to the students in the testing area. If this is not feasible, test materials must be secured and students must be escorted to the lunchroom, told not to discuss the test, sufficiently monitored to prevent discussion of test questions during the entire lunch period, and escorted back to the testing environment. 7. Principals are responsible for ensuring that general visitors to the classroom or testing environment (including other school personnel not designated as test administrators, parents, researchers, and reporters) are prohibited at all times during testing except under extreme circumstances (i.e., emergency conditions). B. Responsibilities of Principals to Account for All Secure Test Materials 1. Principals are responsible for storing all MEPA test materials in a locked storage area at all times when these materials are not in use. Principals must restrict access to this storage area. 2. Principals are responsible for keeping written records of all secure test materials to reflect distribution from and return to the locked storage area. Records should be kept on file for one year. 3. Principals are responsible for ensuring that test administrators count, reconcile, and return to the locked storage area all secure test materials, including test booklets and answer booklets (used and unused), and Test Administrator’s Manuals, at the end of each day of testing. 4. Principals are responsible for ensuring that no school personnel remove any secure test materials from school premises at any time. The only exception is for principals who receive prior written approval from the Department to test a student in an alternate setting. 5. Principals are responsible for ensuring that no school personnel share any test or answer booklets with other schools and/or test sites, even if another test site is located within the same physical building. 6. Principals are responsible for ensuring that no test administrator or other school personnel leave any test materials unattended at any time when these materials are not stored in the locked storage area. 7. Principals are responsible for ensuring that all secure test materials are returned to the testing contractor according to the prescribed deadlines in this Principal’s Administration Manual. C. Responsibilities of Test Administrators to Ensure the Confidentiality of Test Booklets, Answer Booklets, Test Questions, and Student Responses 1. All test questions and student responses to those questions are confidential and must be kept secure at all times. 2. No test administrator or other school personnel may view the contents of test or answer booklets before, during, or after a test administration. The only exceptions are for specified test accommodations and when the MEPA Test Administrator’s Manual instructs test administrators to read questions aloud to students during specified reading and writing sessions. When reading instructions and test items aloud as directed in the Test Administrator’s Manual, test administrators must do so in English, as printed. Test administrators must not rephrase or clarify test items to students in English or any other language. 3. No test administrator or other school personnel may reveal the secure contents of test booklets or answer verbally or nonverbally any question that relates to the secure content of a test before, during, or after a test administration unless specifically authorized to do so by the instructions in the Test Administrator’s Manual. 4. No test administrator or other school personnel may provide students access to secure test items prior to testing. 5. No test administrator or other school personnel may duplicate any portion of test or answer booklets, including but not limited to audiotaping, videotaping, photographing, photocopying, and copying by hand. The only exceptions are for test administrators who must transcribe student responses into answer booklets for students with disabilities receiving certain accommodations or for students who did some or all of their work in damaged, defective, or void booklets. 6. No test administrator or other school personnel may retain, discard, recycle, remove, or destroy test materials of any kind without the prior approval of the Department or unless instructed to do so according to the instructions in this Principal’s Administration Manual. 7. If a test booklet or answer booklet becomes contaminated, the principal or other school personnel must contact the Department of Elementary and Secondary Education immediately. The Department will provide a list of information that the school must record (including the student’s name, grade level and content area, and the booklet’s serial number) before the booklet can be properly destroyed at the school site. 8. No test administrator or other school personnel may review student responses during or after a test administration. 9. No test administrator or other school personnel shall disclose any portion of secure test materials or discuss the contents of secure questions with students (except during testing when necessary for specified accommodations), parents, teachers, other educators, or community members before, during, or after testing. D. Responsibilities of Test Administrators When Supervising Test Sessions 1. Test administrators are responsible for administering all tests according to the directions in the Test Administrator’s Manuals and any subsequent updates provided to principals by the Department. 2. Test administrators are responsible for removing or covering any classroom displays that provide information related to the content being assessed or to test-taking strategies. Examples include but are not limited to alphabet charts, posters, maps, charts, graphic organizers, word lists, definitions, and writing formulas. 3. Test administrators are responsible for focusing their full attention on the testing environment at all times during the test administration. Test administrators should continually monitor the testing process by moving unobtrusively about the room. 4. No test administrator may leave students unsupervised during testing. 5. No test administrator or other school personnel may permit the use of any supplemental or reference sheet that is not specifically allowed by the Department. 6. Test administrators are responsible for ensuring that students provide answers that are strictly their own; do not participate in any form of cheating; do not consult notes, textbooks, or other teaching materials; do not share test questions with other students; and do not consult other students, staff, or anyone else accessible to them during the test administration. 7. No test administrator or other school personnel may provide a student with the answer to any unreleased test question or make any suggestion as to how to respond to a test question at any time, whether before, during, or after a test administration. This prohibition includes provisions of clues, hints, and/or actual answers in any written, printed, verbal, and/or nonverbal form (including chalkboards, charts, and bulletin boards). 8. No test administrator or other school personnel may coach a student during testing or alter or interfere with a student’s responses in any way. Examples of coaching include, but are not limited to, the following: providing answers to a student; changing a student’s responses; providing synonyms for unknown words; influencing a student’s responses by offering hints, clues, cues, facial expressions, nods, voice inflections; or providing any other manner of assistance that could impact a student’s answers. Suggesting to a student that he/she write more on an open-response or writing-prompt question or reconsider or review a question constitutes coaching. 9. No test administrator or other school personnel may make answer keys available to students. 10. A student’s responses to test questions must represent the student’s own independent and unaided thinking and must not be read, reviewed, or changed during testing by anyone other than the student being tested. A student’s responses may not be reviewed or changed by anyone after testing. A student may not be asked or permitted to go back to any test session after his or her test and answer booklets have been collected. 11. No test administrator or other school personnel may change a student’s answers to test questions whether by providing hints or clues during a test administration, correcting wrong answers during a test administration, or erasing or correcting answers or responses recorded/selected by the student. 12. No test administrator or other school personnel may attempt to score unreleased test questions for any purpose. 13. No test administrator or other school personnel may participate in, direct, aid, counsel, assist in, encourage, or fail to report any of the acts prohibited in this section. E. Responsibilities of Test Administrators When Providing Test Accommodations 1. Test administrators must follow proper procedures for providing testing accommodations as prescribed in Appendix A of the Principal’s Administration Manual and in Requirements for the Participation of Students with Disabilities in MCAS. 2. Test administrators who provide accommodations to students may not alter, explain, simplify, paraphrase, or eliminate any test question, reading passage, or multiple- choice answer option. 3. Test administrators who provide accommodations to students may not provide verbal or other clues or suggestions that hint at or give away the correct response to the students. 4. Test administrators are prohibited from providing students with accommodations that were not approved by the student’s IEP or 504 team or that are not listed as approved in Appendix A. Test administrators must provide required accommodations as listed in IEPs and 504 plans. F. Examples of Testing Irregularities Testing irregularities are incidents that represent a deviation from prescribed testing procedures. Testing irregularities may include student impropriety, test violations, educator misconduct, or the mishandling of secure test materials. The following lists are not exhaustive, but provide examples of irregularities, and are offered as guidance to help school personnel ensure that appropriate testing procedures are followed. 1. Student Impropriety • A student communicates or collaborates in any manner with another student. This includes written, electronic, verbal, or gestured forms of communication. • A student copies another student’s answers, or requests or accepts any help from another person. • A student uses any material or equipment (such as notes, a textbook, or other reference material) that is not expressly permitted by the Test Administrator’s Manual. • A student answers a test question for another student, or provides assistance to another student before or while that student is taking the test. • A student returns to a previously administered session of a test after that test session was completed. • A student uses an unauthorized communication or information storage device (e.g., pager, cell phone, PDA, calculator). • A student engages in any practice to artificially affect his or her score or the score of another student. 2. Test Violations • A principal does not train all test administrators in proper MEPA procedures as identified in this Principal’s Administration Manual and in Test Administrator’s Manuals. • A test administrator leaves a room unsupervised when secure materials and students are present. • Students or secure materials are left unsupervised during a lunch break, a break taken in the testing room, or a restroom break. • A student is allowed to use a dictionary. • A student is permitted to use a cell phone for any purpose during a test administration. • A student is allowed to leave the test area with secure materials. • A test administrator neglects to remove classroom displays related to the content area being tested prior to testing. • A test administrator or other school personnel does not return secure test materials to the locked storage area at the end of each testing day. • Students are administered a test on the wrong day. • A test administrator fails to read test administration scripts verbatim as required by the Test Administrator’s Manual. • A student is tested with an incorrect assessment. For example: – A grade 5 student is administered a grade span 3–4 MEPA test. • A test administrator who scribes or transcribes a student’s response corrects student errors and/or fails to scribe or transcribe the response verbatim without editing. • A test administrator fails to provide a student with required accommodation(s) as listed in his or her IEP and 504 plan. • A test administrator provides unapproved accommodations to students. 3. Educator Misconduct • A test administrator or other school personnel views a test before, during, or after testing (unless he or she is specifically authorized to do so by the instructions in the Test Administrator’s Manual). • A test administrator or other school personnel discusses secure test content or student responses. • A test administrator or other school personnel makes copies of secure materials without written permission from the Department. • A test administrator or other school personnel directly or indirectly assists students with responses to test questions. • A test administrator or other school personnel tampers with or alters student responses. • A test administrator removes secure materials from the school. 4. Mishandling of Secure Test Materials • A test administrator or other school personnel loses or misplaces completed answer booklet(s). • A test administrator or other school personnel loses or does not return all secure materials. • An unauthorized individual (e.g., a student) transports secure test materials. • A principal returns secure test materials to the contractor after the deadline. G. Investigations into Testing Irregularities To report testing irregularities, principals or superintendents must contact the Department of Elementary and Secondary Education at 781-338-3625. In cases where it is alleged that a MEPA administration was compromised, the Commissioner will write to the superintendent, ask that he or she conduct a local fact- finding investigation into the alleged irregularity, and require that he or she submit a written report to the Department based on the results of the investigation within an established timeline. After receiving the superintendent’s written investigative report, the Commissioner may request that the superintendent provide additional information or documentation prior to making a final determination on the matter and notifying the superintendent of this determination. All such correspondence is subject to disclosure under Massachusetts public records law. If misconduct by a licensed educator is found, as the Massachusetts educator licensing authority, the Commissioner may open a further investigation into possible license consequences. Penalties for testing irregularities and/or misconduct could include the following: • Delay in reporting of district, school, and/or student results • Invalidation of district, school, and/or student results • Removal of school personnel from any future role in MEPA test administrations • Possible employment and/or license consequences for licensed educators On occasion, the Department receives allegations of testing irregularities from individuals who do not wish to identify themselves. If the individual provides sufficient information related to the matter—including a description of the alleged incident, the name of the school involved, the name of the individual(s) committing the inappropriate practices, and the grade level(s) and specific test(s) affected—the Department will expect school district personnel to cooperate and to investigate the allegations to determine whether they can be supported. H. Establishing and Following a Document Tracking System Principals must establish and follow document tracking procedures so that they can determine at all times the location of materials not in secure storage. Document tracking procedures must also make it possible for principals to trace the movement of materials from the time they were removed from secure storage until they are returned to secure storage. Principals may use the Test Materials Internal Tracking Form in Appendix E or create their own tracking document. Immediately investigate any irregularity in the use of tracking documents or in the information recorded on them. Call the Department immediately at 781-338-3625 if any situation occurs that could compromise test security. I. Approved and Unapproved Administration Materials During testing, students are permitted to use only those resource materials and tools identified as approved in this manual. Pencils (#2 pencils only) are approved for student use and must be used in the following: • 2008 MEPA-R/W Field Test: – Answer booklets for grades 6–12 – Test booklets for students in grades 1–5 • Fall 2008 MEPA-R/W: – Answer booklets for grade spans 5–12 – Grade span 3–4 test booklet Pens and highlighters are approved for student use only in the following: • 2008 MEPA-R/W Field Test: – Test booklets for students in grades 6–7, 8–9, and 10–12 • Fall 2008 MEPA-R/W: – Grade span 5–6, 7–8, and 9–12 test booklets Materials prohibited for use during MEPA testing include the following: • bilingual dictionaries (including bilingual word-to-word dictionaries) • English-language dictionaries • extra paper, notebooks, and textbooks • computers • editing devices (e.g., spell- or grammar-checking devices) • cell phones • electronic devices (including PDAs and music players) • graphic organizers • thesauruses • encyclopedias NOTE: Some LEP students with disabilities may be allowed, under certain conditions, to use as test accommodations certain tools and materials that are otherwise prohibited (see Appendix A). Part II Student Participation in Fall 2008 MEPA Testing A. General Participation Requirements for MEPA Tests A limited English proficient (LEP) student is defined as “a student whose first language is a language other than English.” Districts are required to have a procedure in place to assess the English proficiency of all students whose home language is not English to determine if they are LEP. All students identified as LEP, regardless of their language support program, must be tested according to the guidelines outlined in this manual. When a parent declines sheltered English immersion or any language support program for a student identified as LEP, the student is identified as LEP and is required to participate in MEPA testing. For questions regarding the identification and initial assessment of LEP students, contact the Department’s Language Acquisition and Academic Achievement Unit at 781-338-3518 or via email at ell@doe.mass.edu. Federal and state laws require that LEP students be assessed annually to measure their proficiency in reading, writing, listening, and speaking English, as well as the progress they are making in learning English. In keeping with these laws, LEP students must participate in the Massachusetts English Proficiency Assessment (MEPA) tests, according to the requirements listed in the table below. Fall 2008 MEPA Student Participation Requirements Test Administration LEP Students Required to Participate 2008 MEPA-R/W Field Test All enrolled LEP students in grades 1–12 Fall 2008 MEPA MELA-O • All LEP students enrolled in Kindergarten^1 • Only those LEP students in grades 1–12 who did not participate in the spring 2008 MELA-O MEPA-R/W • All LEP students enrolled in grade 3^2 • Only those LEP students in grades 4–12 who did not participate in the spring 2008 MEPA-R/W ^1. Students who are repeating Kindergarten and previously participated in the MELA-O will not participate in the fall 2008 MELA-O. ^2. Students who are repeating grade 3 and previously participated in the grade span 3–4 MEPA-R/W will not participate in the fall 2008 MEPA-R/W. B. Participation in the 2008 MEPA-R/W Field Test Beginning in spring 2009, new MEPA-R/W tests will be administered to LEP students in grades K–12. The 2008 MEPA-R/W Field Test is being administered on a one-time basis in order to field test questions for the new MEPA-R/W tests. The field test consists of one session for both reading and writing. Each test session should take approximately 45 minutes. All LEP students enrolled in grades 1–12 are required to participate in the 2008 MEPA-R/W Field Test, with the following exceptions: • Students with a medically documented absence (Students must provide to the school a written statement from a licensed medical professional specifying the verifiable medical condition preventing them from taking the test and the date(s) of absence(s) due to this condition. However, students with a medically documented absence should take make-up tests whenever possible.) • Students who require unavailable accommodations, such as large-print or Braille tests, or an electronic text reader, unless other appropriate accommodations (i.e., reading the test aloud) would allow them to participate • Students who have an IEP indicating that their primary disability is “deaf or hard of hearing” • Students with significant disabilities who would participate in an alternate assessment because their IEP or 504 team has determined that they are unable to take the standard MEPA-R/W field test A MEPA-R/W field test answer booklet must be submitted for each LEP student enrolled at your school, even if the student was not tested The only exceptions are for students who did not participate in both the Reading and Writing sessions of the field test because they were absent without medical documentation or because they transferred into or out of your school. Refer to Appendix D for instructions about completing student information on answer booklets. C. Participation in the Fall 2008 MEPA 1. Participation Requirements for MEPA-R/W and MELA-O Only specified LEP students must participate in the Fall 2008 MEPA administration (see Participation Requirements table on page 12). Students who participated in the spring 2008 MEPA-R/W and MELA-O are not required to participate in the fall 2008 MEPA-R/W and MELA-O if scores were reported for them last spring. If a student is required to participate in fall 2008 MEPA- R/W but is not required to participate in fall 2008 MELA-O, the principal does not need to bubble the student’s spring 2008 MELA-O scores on the student’s MEPA-R/W answer booklet. If you are unsure of whether a student participated in the spring 2008 MEPA-R/W and/or MELA-O, you may research the student’s scores using one of the following methods: • Review your school’s spring 2008 MEPA-R/W and/or MELA-O data files posted at www.mcasservicecenter.com. Select Fall 2008 MEPA, then click MEPA Reporting. • Review your school’s copies of MEPA Parent/Guardian Reports from spring 2008. • Contact the student’s previous school or district to request the student’s scores. • Contact the MCAS Service Center (800-737-5103) to request the student’s scores. You will need to provide the student’s name, SASID, date of birth, and name of previous school. A very small number of LEP students are not required to participate in the Fall 2008 MEPA administration, as described below. MEPA-R/W • Students with a medically documented absence (Students must provide to the school a written statement from a licensed medical professional specifying the verifiable medical condition preventing them from taking the test and the date(s) of absence(s) due to this condition. However, students with a medically documented absence should take make-up tests whenever possible.) • Students who require unavailable accommodations, such as Braille tests or an electronic text reader, unless other appropriate accommodations (i.e., reading the test aloud) would allow them to participate • Students who have an IEP indicating that their primary disability is “deaf or hard of hearing” • Students with significant disabilities who would participate in an alternate assessment because their IEP or 504 team has determined that they are unable to take the standard MEPA-R/W test MELA-O • Students with a medically documented absence (Students who are absent for an extended period of time during the MELA-O testing window must provide to the school a written statement from a licensed medical professional specifying the verifiable medical condition preventing them from taking the test and the date(s) of absence(s) due to this condition.) • Students who have an IEP indicating that their primary disability is “deaf or hard of hearing” A Fall 2008 MEPA answer booklet must be submitted for each LEP student enrolled at your school, even if the student was not tested. The only exceptions are for students who did not participate in any MEPA testing (MEPA-R/W and MELA-O) because they were absent without medical documentation or because they transferred into or out of your school. Refer to Appendix D for instructions about completing student information on answer booklets. 2. Assigning LEP Students to MEPA-R/W Test Sessions The Reading and Writing portions of each grade span MEPA-R/W test consist of three test sessions. Each participating LEP student will take only two adjacent sessions of Reading and only two adjacent sessions of Writing, as shown in the following table. A student may only take the test for the grade span in which he or she is enrolled. Each student will take: Reading AND Writing Sessions 1 & 2 Sessions 1 & 2 OR OR Sessions 2 & 3 Sessions 2 & 3 Note: A portion of Reading Session 1 and Writing Session 1 contains test items that must be read aloud to students. Separate decisions should be made for Reading and Writing. Criteria to consider in determining which two Reading and which two Writing sessions a student will take are provided below. Consideration should be given to the English Language Proficiency Level Descriptors presented in Chapter III of English Language Proficiency Benchmarks and Outcomes for English Language Learners (posted on the Department’s website at www.doe.mass.edu/ell/benchmark.pdf). For the MEPA Reading test: School should administer: If a student’s reading skills are considered: Sessions 1 and 2 beginning to early intermediate Sessions 2 and 3 intermediate to transitioning For the MEPA Writing test: School should administer: If a student’s writing skills are considered: Sessions 1 and 2 beginning to early intermediate Sessions 2 and 3 intermediate to transitioning Additional sources of information for making these decisions are described below: • the student’s performance scores on previous MEPA tests • the student’s scores on English proficiency assessments used by the district • observations by staff working closely with the student, based on the Proficiency Level Descriptors in Benchmarks and Outcomes Part III MEPA Test Administration Policies and Procedures A. Coordinating Test Administration It is the principal’s responsibility to coordinate the school’s two separate MEPA test administrations (2008 MEPA-R/W Field Test and Fall 2008 MEPA). This coordination responsibility includes the following: • understanding and enforcing test security requirements (see Part I) • ensuring that all LEP students participate in testing (see Part II) • coordinating the school’s test administration schedule • ensuring that accommodations are properly administered and that transcriptions, if required for any accommodation, are done appropriately (see Appendix A) • monitoring the Department’s website (www.doe.mass.edu/mcas/mepa) throughout the school year for important MEPA updates B. Ordering and Returning Test Materials Materials for the 2008 MEPA-R/W Field Test were automatically shipped to your school based on the number of LEP students enrolled in your school as indicated in the March 2008 SIMS. Materials for the Fall 2008 MEPA-R/W administration must have been ordered by using the online form posted at www.mcasservicecenter.com in September 2008. Upon receipt of test materials, it is the responsibility of the principal to do an immediate and complete inventory of the materials received. Additional materials should be ordered only if necessary. In order to maintain a standard test administration schedule across all schools, additional materials must be ordered by October 6 for the 2008 MEPA-R/W Field Test and October 16 for the Fall 2008 MEPA-R/W. The Department will not allow materials to be shipped to schools that order additional materials after the specified deadlines. It is also the principal’s responsibility to return all test materials as described in this manual. C. Scheduling Test Administration 1. Policy on Testing Time All MEPA test administrations are untimed. While individual test sessions are designed to be completed within 45 minutes, some students may need more time. The Department suggests that schools allow a two- hour block for each test session. For example, if the first test session is scheduled to begin at 8:30 a.m., the second test session should be scheduled to begin no earlier than 10:30 a.m. Those students who require additional time beyond two hours may take it; however, no session may extend beyond the end of the regular school day, and any individual test session must be completed the same day on which it begins. 2. Test Session Limitations It is recommended that students take no more than two sessions on a single day. 3. Administration Sequence The sequence for administering MEPA-R/W must be the Reading session(s) followed by the Writing session(s). 4. Make-Up Testing Students who are absent on the date scheduled for testing of their grade for any reason (including illness or other medical condition) should be scheduled for make-up testing. Make-up tests may be administered at any time after the scheduled testing date and before the end of the test administration window. 5. Test Administration Interruptions Circumstances over which you have no control (including fire drills or power failures) may interrupt testing. The Test Administrator’s Manuals include specific instructions for test administrators to follow if an interruption occurs. When normal conditions are restored, test administrators should resume testing. No interruption should reduce the total amount of time that students are given to complete the interrupted test session. Principals must report any major disruptions to the Department by calling 781-338-3625. 6. Severe Weather If severe weather forces the closure of a school for one day during the test administration window, the school should continue testing on the day it re-opens. In this case, the school must obtain prior written approval from the Department if it wishes to delay the return of materials by one day to make up for the missed day of testing. If a school is affected by severe weather for multiple days during test administration, principals should check the Department’s website (www.doe.mass.edu/mcas/mepa) for instructions, or call the Student Assessment Services at 781-338-3625. 7. Practice Tests New for 2008 New for 2008, practice tests will only be available online at www.doe.mass.edu/ mcas/mepa. From this Web page, principals may print copies of the practice tests for use in their school. (Exception: For the grades 1–3 Field Test, sample questions will be shipped as paper copies for schools.) While the administration of practice tests is optional, the Department of Elementary and Secondary Education recommends their use for students who need to be familiarized with • how to fill in multiple-choice answer circles completely. • where and how to respond to short-answer, sentence-writing, open-response, and writing-prompt questions. For each grade span, practice tests for Reading and Writing are presented in one combined booklet. Administration of practice tests should take place at a convenient time shortly before the actual test administrations. Each requires approximately 25 minutes to administer. Practice test sessions are the ONLY sessions in which test administrators may assist students while they are answering test items. D. Designating Qualified Test Administrators It is the responsibility of the principal to designate test administrators. Test administrators are required to read test items aloud to students during specified sessions of the Reading and Writing tests. Consequently, test administrators must be fluent in English and able to pronounce words clearly in English. To the extent possible, test administrators should be licensed classroom teachers working in the school. When necessary, other education professionals, such as administrators employed by your school or district, may be designated to serve as test administrators. Individuals prohibited from being test administrators include anyone not employed by the district and anyone who is not an education professional. The MELA-O must be administered by a Qualified MELA-O Administrator (QMA) or a Qualified MELA-O Trainer (QMT). Principals are strongly encouraged to ensure that the MELA-O is administered by a QMA or QMT who is not the student’s regular classroom teacher. A list of QMAs and QMTs can be found on the Department’s website at www.doe.mass.edu/mcas/mepa/melao_lep.html. E. Meeting with Test Administrators Before test administration, meet with your designated test administrators to explain the testing procedures that will be followed at your school. Following is a list of essential topics that must be covered at these meetings (this is not an exhaustive list of topics): Test Security • MEPA test security requirements, including your school’s procedures for distribution and tracking of secure test materials (including all test booklets and Test Administrator’s Manuals) before, during, between, and following test sessions • the need to closely monitor students during testing to ensure that they are not using cell phones for any purpose, including text messaging, accessing the Internet, and photographing test questions • supervision of test sessions and breaks Administration Schedule and Logistics • the requirement that test administrators read the scripts in the Test Administrator’s Manuals verbatim to students, including students taking make- up sessions • your school’s MEPA testing schedules, including the administration of practice tests (if your school will administer practice tests) • assignment of a specific testing space and a specific group of students to each test administrator • standard and nonstandard MEPA test accommodations for students with disabilities • review of instructions for test administrators to read some items aloud to students during the Reading and Writing sessions • logistics for test completion sessions when students require additional time to complete a test session • instructions for dismissing students after they have completed each test session • the collection and return of books that students may bring to test administrations to read if they finish their tests before the end of a test session • the provision of a list of all LEP students and their State-Assigned Student Identifiers (SASIDs) and dates of birth to test administrators • the requirement that, after the administration of each test, test administrators return to you lists of all students assigned to them who were not tested so that they can be scheduled to take make-up test sessions Fall 2008 MEPA Only • identification of students who will take Sessions 1 and 2 or Sessions 2 and 3 for Reading and Writing of the Fall 2008 MEPA-R/W • establishment of test administration rooms for students in the same grade span taking Sessions 1 and 2 and students taking Sessions 2 and 3 for Reading and Writing of the Fall 2008 MEPA-R/W • the collection of spring MELA-O scores on answer booklets MEPA Test Materials • approved and unapproved test administration materials • Student ID Labels to be applied to answer booklets by test administrators prior to testing • the design of the grade span 3–4 test booklet (students in grades 3 and 4 record their answers in grade span 3–4 test booklets) • the design of the field test booklets for grades 1, 2, 3, and 4–5 (students in grades 1–5 record their answers in their test booklets) Approved Resource Materials Refer to page 10 for a list of writing instruments that may be used in test booklets and answer booklets for the 2008 MEPA-R/W Field Test and the Fall 2008 MEPA-R/W. Unapproved Materials The use of cell phones during testing for any purpose is prohibited and must be reported to the Department. Review and Return of Test Administrator’s Manuals Review the MEPA Test Administrator’s Manual(s) for the grade(s) and grade span(s) that will be tested in your school. It is important for both you and the test administrators to understand the details of the test administration that are covered in the MEPA Test Administrator’s Manuals. In order to maintain their security (manuals contain some test items for the Reading and Writing tests), these manuals should be reviewed by test administrators during the meeting and collected immediately following the meeting. F. Meeting with Students Feedback from principals and teachers indicates that a serious, yet supportive, testing environment has a positive impact on student performance. You and/or your test administrators should meet with your LEP students before the field test administration to give them information about the MEPA test procedures at your school. During the meeting, provide students with the following information: • They should try their best on these tests to answer all of the test questions. • The questions on the MEPA test range in difficulty from easy to difficult. • They will be participating in tests that they may find difficult because they are beginning to learn English. • Any form of cheating is strictly forbidden. • Cell phones are strictly prohibited. • Additional time will be allowed if they need it in order to finish any test session (see “Policy on Testing Time” on page 18 of this manual). • They need to read all questions carefully and answer all parts of open-response and writing-prompt questions. • They will need to use #2 pencils to mark their responses in their answer booklets. Responses written with any other writing instrument cannot be scored. • They may bring a book to each test administration session to read in the event they finish a session early. • Pens and highlighters are allowed only in certain test booklets (see page 10 for a list of test booklets in which pens and highlighters may be used). G. Providing Accurate Student Information It is the responsibility of the principal or designee to ensure that accurate student information is provided on test booklets and answer booklets. In particular, it is imperative that each student’s 10-digit State-Assigned Student Identifier (SASID) be provided accurately. 1. Student ID Labels Student ID Labels link to information in SIMS. The labels are applied to the front covers of answer booklets. To ensure the proper application of labels and to protect the security of test materials, the labels must be applied by test administrators prior to the first test session. It is the responsibility of the principal or designee to review the labels before they are applied to ensure that the SASIDs on the labels are correct. If you have questions about SASIDs for your students, contact your District-Level Directory Administrator (listed at www.doe.mass.edu/infoservices/data/diradmin/list.asp). Labels with incorrect SASIDs must not be applied to answer booklets. Student ID Labels may not be shared with other schools. See below for information regarding the completion of answer booklets for students with and without Student ID Labels. 2. Completing Answer Booklet Front Covers for Students WITH Student ID Labels If a student has a Student ID Label, the test administrator should apply the label to the box on the front cover of the answer booklet and then use a #2 pencil to complete ONLY the information listed below. (See Appendix E for a sample answer booklet front cover with a Student ID Label.) • School name • District name • Student’s last name, first name, and middle initial (corresponding circles do not need to be filled in) • Student’s grade • Sessions administered to the student (Fall 2008 MEPA-R/W only) • Form number of test administered to the student, if not already filled in (2008 MEPA-R/W Field Test only) 3. Completing Answer Booklet Front Covers for Students WITHOUT Student ID Labels If a student does not have a Student ID Label, the test administrator should use a #2 pencil to complete ALL the information requested on the front cover of the answer booklet and fill in the corresponding circles. (See Appendix E for a sample answer booklet front cover without a Student ID Label.) 4. Completing Front Covers of Test Booklets The test administrator should use a #2 pencil to complete the student name, school name, and district name on the front covers of test booklets. H. Accounting for Secure Materials It is the responsibility of the principal to account for secure test materials by inventorying materials immediately upon receipt, tracking the location of materials throughout test administration, and ensuring that all materials are returned. The principal must use the forms listed below to maintain the security of test materials. 1. Materials Summary The Materials Summary arrives with the shipment of test materials and is used to inventory materials immediately upon receipt and to reconcile secure materials returned at the end of testing. The information recorded on the Materials Summary will help principals when they complete the online PCPA. More information regarding the Materials Summary can be found on pages 31 and 34, and a sample form is provided in Appendix E. 2. Packing Slips A packing slip is included with each box of test materials. Each packing slip for secure materials provides the identification number for each secure material shipped. If the principal discovers a discrepancy between the amount of materials listed as shipped and the amount received at the school, he or she can use the identification numbers to determine the specific material(s) missing. 3. Internal Tracking Forms Internal tracking forms document the location of secure materials throughout test administration. More information regarding establishing and following a document tracking system can be found on page 9, and a sample form is provided in Appendix E. 4. Principal’s Certification of Proper Test Administration The online Principal’s Certification of Proper Test Administration (PCPA) is used to certify that proper test administration procedures described in this manual were followed, including procedures to maintain the security of test materials. The PCPA documents that all secure materials are received and returned. The principal must go online to complete the PCPA before testing to certify the receipt of secure materials and after testing to record the amount of secure materials returned. Before Testing: Accounting for Materials Received Upon receipt of materials, the principal, using information from the Materials Summary if necessary, must go online to complete the “Materials Received” section of the PCPA. If there is a discrepancy between the materials listed as shipped on the Materials Summary and the materials received by the school, the principal must indicate this discrepancy on the PCPA. If packing discrepancies are not reported as requested, the district and school will be responsible for any secure materials that cannot be accounted for. Principals must go online to complete the “Materials Received” section of the PCPA and report packing discrepancies according to the deadlines in the table below. Test Administration Deadline to Complete the “Materials Received” Section of the PCPA AND Deadline to Report Packing Discrepancies 2008 MEPA-R/W Field Test 12:00 p.m., October 2 Fall 2008 MEPA 12:00 p.m., October 16 Principals who order additional materials must report discrepancies in additional materials orders within two business days of receipt. After Testing: Accounting for Materials Returned After testing, the principal must go online to record the amount of secure materials returned no later than the specified deadline dates for both MEPA test administrations. The school and district will be held responsible for any secure materials that were received at the school but are not returned. Part IV 2008 MEPA-R/W Field Test Administration A. 2008 MEPA-R/W Field Test Administration Schedule Grades MEPA Test Administration Date(s)¹ No. of Sessions 1–12 MEPA-R/W Reading Session October 6–10 1 MEPA-R/W Writing Session October 6–10 1 ^1 Make-up tests may be administered at any time after the scheduled testing date and before the end of the test administration window. See page 19 for more information. B. Principal’s Checklist of Responsibilities Use the following checklist to help you keep track of your responsibilities during MEPA testing. The right-hand column provides a page number reference where you can find more information in this manual about a topic. Further details regarding some of the activities on the checklist begin on page 31. Reference Page(s) Receiving Test Materials • Designate a locked facility for secure storage of test materials. 3 • Verify receipt of test materials. 31 • Inventory test materials immediately and completely upon receipt. 31 • Complete “Qty Received” column of the Materials Summary for 31 each grade (1, 2, or 3) or grade span (4–5, 6–7, 8–9, or 10–12) tested at your school. • Go online to www.mcasservicecenter.com to complete the 31 “Materials Received” section of the PCPA no later than October 2. • Report packing discrepancies and/or defective test materials by 31 October 2. • Only if necessary, order additional materials by October 2. 32 • Optional: Print practice tests for grades 4–12 (available at www.doe. 32 mass.edu/mcas/mepa). • Using your school’s document tracking system, organize test 32 materials for distribution. • Store materials in a secure, locked storage space. 32 • Keep the original carton(s) for returning materials after testing. 32 Before Test Administration • Review MEPA Test Security Requirements. 2–10 • Identify LEP students enrolled at your school. 12–15 • Identify any required accommodations to be used by LEP Appendix A students with disabilities. • Schedule test administration sessions and locations. 18–20 • Designate test administrators. 20 • Assign students and testing locations to test administrators. 21 • Train test administrators in test security requirements and 20–22 test administration, including the use of your school’s document tracking system. • Meet with LEP students. 22 • Meet with test administrators and distribute Test Administrator’s 20–22 Manuals. Remind administrators that these manuals are secure. Collect them at the end of the meeting. • Ensure that test administrators have applied Student ID Labels 23 to and correctly completed the student information requested on the front covers of answer booklets. During Each Day of Test Administration • Enforce test security requirements. 2–10 • Make #2 pencils available for students who do not bring them. 10 • Using your document tracking system, distribute test materials 32 to test administrators. • Ensure that your school’s document tracking system is used 9, 32 each time test materials are moved. • Collect lists of not-tested students and schedule them for make- 21 up testing. • Securely store test materials (including Test Administrator’s 9, 32 Manuals) between sessions and at the end of each day of testing. After the Final Test Administration • Verify that all test materials (including Test Administrator’s 33 Manuals) have been returned to you. • Verify that you have a standard answer booklet for every LEP 12–13 student enrolled in the tested grade(s) at your school, according to the participation requirements on pages 12–13. • Verify completion of transcriptions, if necessary. 33 • Complete confidential student information, including 33, Appendix D accommodations used by students with disabilities, on the inside and outside back covers of answer booklets. • Count the number of used standard answer booklets you are 33–34 returning. • Count the number of void answer booklets you are returning. 34 • Group remaining materials for return. 34 • Complete the “Qty Returned” column of the Materials Summary 34, Appendix E for each grade tested at your school. • Go online to complete sections 3 and 4 of the Principal’s 34 Certification of Proper Test Administration (PCPA) for all grades tested at your school. Print and retain the confirmation page. • Pack materials for return to Measured Progress. 35–37 • Recycle or discard specified materials. 37 • Schedule UPS pickup of test materials no later than October 14. 37 • Verify that materials are picked up by October 15. 37 C. Tasks to Complete BEFORE Test Administration 1. Verify receipt of test materials immediately upon their delivery to your school. Materials will arrive by September 29. Materials are shipped separately, according to the following groupings: grade 1, grade 2, grade 3, grades 4–5, grades 6–7, grades 8–9, and grades 10–12. Call the MCAS Service Center if you do not receive materials by September 29. 2. Using your Materials Summary, inventory test materials immediately and completely upon receipt. Complete the “Qty Received” column of the Materials Summary according to the “Before Testing” instructions on the form for each grade or grade span. Shrink- wrapped materials must remain unopened until either this manual or the Test Administrator’s Manual states that they may be opened. Therefore, to inventory your materials, count the spines of the booklets in each shrink-wrapped package. Your Materials Summary lists only the materials shipped to your school. A complete list of available materials is posted at www. doe.mass.edu/mcas/mepa/?section=admin. A sample Materials Summary is provided in Appendix E. 3. No later than October 2, go online to www.mcasservicecenter.com to complete the “Materials Received” section of the PCPA for all grades tested at your school, according to the following instructions: a. Go online to www.mcasservicecenter.com. b. Select 2008 MEPA-R/W Field Test under the MEPA heading from the menu. c. Select Principal Certification from the list of options. d. At the login screen, select your district and school names from the dropdown menus. e. Enter your school’s secure password (provided in the Commissioner’s January 2 memo). If you do not know your password, or if you need assistance with accessing or completing the online PCPA, please call the MCAS Service Center at 800-737-5103. f. If all the materials listed on the Materials Summary were included in your school’s shipment, scroll down to the bottom of the page and click I Completed Section 2: Materials Received. If there were any discrepancies between the materials listed as shipped on the Materials Summary and the materials received by your school, provide a brief explanation in the Comments about Materials Received box and then click I Completed Section 2: Materials Received. 4. Report packing discrepancies and/or defective test materials by October 2. It is imperative that you report any discrepancy between the totals listed as shipped on the Materials Summary and your inventory of the materials and/or any test materials that appear to be defective by indicating this on the PCPA. 5. Only if necessary, order additional materials by 12:00 p.m. on October 2. Locate your MP Ship Code on the Materials Summary, and then go online to order additional materials at www.mcasservicecenter.com (see the Important Contact Information page at the beginning of this manual for instructions). Materials ordered online will be shipped for receipt on the following business day if the order is received before 12:00 p.m. and before the deadline date; orders received after 12:00 p.m. and before the deadline date will be shipped for receipt on the second business day. Packing discrepancies in additional orders must be reported within two business days of receipt of the order. 6. Using your school’s document tracking system, organize test materials for distribution. Each test administrator should receive extra test materials to replace possible defective booklets. If you did not receive enough materials to distribute extra shrink- wrapped materials to each test administrator, you may open the minimum number of packages necessary to distribute extra materials. Like test booklets, Test Administrator’s Manuals contain secure material, and their location must be tracked at all times. Optional: For grades 4–12, print practice tests. Include the practice tests (and Sample Questions for grades 1–3) with Reading session materials if they will be administered to the students. 7. Store materials in a secure, locked storage space. Retain all original shipping cartons for return of test materials following testing. D. Tasks to Complete DURING Test Administration 1. Using your document tracking system, distribute test materials to test administrators. Immediately before test administration, distribute the necessary test materials for that day to each test administrator. See Test Administrator’s Manuals for the specific list of test materials necessary for each test. 2. Monitor/coordinate your school’s test administration. 3. Securely store test materials between sessions and at the end of each day of testing. Use your document tracking system to verify that all test materials are secure between sessions and are returned to you at the end of each day of testing. E. Tasks to Complete AFTER the Final Test Administration 1. Verify that ALL test materials have been returned to you. Use your document tracking system to verify that test administrators have returned all test materials to you. You must be able to account for and return all secure materials that were shipped to you. 2. Make sure that you have a standard answer booklet for the following LEP students: • Students who participated in the Reading and/or Writing test sessions • Students who were absent with medical documentation (documentation on file at the school) for one or more test sessions • Students who did not take a standard test because they require an alternate assessment on MEPA-R/W or an unavailable accommodation 3. Do NOT submit an answer booklet for the following LEP students: • Students who were absent without medical documentation for both sessions of the MEPA field test • Students who transferred into or out of your school during the testing window and who did not participate in any session of the MEPA field test 4. Verify that answer booklets have been transcribed correctly for: • students who had void (damaged or defective) answer booklets (see Appendix B) • students in grades 6–12 who recorded their answers directly in their test booklets (accommodation 24; see Appendix A) 5. Verify that typed responses for students using accommodation 23 (word processor) have been inserted as paper copies in the answer booklet. 6. Complete confidential student information, including accommodations used by students with disabilities, on the inside and outside back covers of answer booklets. See Appendix D for instructions. 7. Count the number of used standard answer booklets (test booklets for grades 1–5) you are returning. Count the used answer booklets separately for each group (1, 2, 3, 4–5, 6–7, 8–9, and 10–12). In your count, make sure to include the following: • standard answer booklets containing typed responses (see Appendix C) • standard answer booklets that are transcriptions from void answer booklets or from test booklets (for students using accommodation 24) As you count, arrange the answer booklets so that the student name grids on the front covers are facing up (the booklets do not need to be alphabetized). Ensure that used answer booklets are free of extra materials, including rubber bands, paper clips, binder clips, staples, and extraneous paper. You will enter the number of used standard answer booklets on the PCPA. 8. Count the number of void answer booklets you are returning. Count the void answer booklets separately for each group (1, 2, 3, 4–5, 6–7, 8–9, and 10–12). You will enter the number of void answer booklets on the PCPA. 9. Group remaining materials for return. Sort materials into the following groups, keeping each group’s materials separate: a. Unused test booklets (grades 1, 2, 3, or 4–5) or Used, unused, and void test booklets (grades 6–7, 8–9, or 10–12) b. Unused answer booklets (grades 6–7, 8–9, or 10–12 only) c. Unused Student ID Labels (all grades) d. Used test booklets with typed responses inserted (grades 4–5) or Used answer booklets with typed responses inserted (grades 6–7, 8–9, or 10–12) e. Test Administrator’s Manuals (all grades) 10. Complete the “Qty Returned” column of the Materials Summary. Complete the Materials Summary according to the “After Testing” directions on each of the forms you received. All test booklets and Test Administrator’s Manuals are secure and must be returned. A sample Materials Summary appears in Appendix E. Make a copy of each of the completed forms for your records. You will need to use the information from your completed Materials Summary forms when you go online to complete the PCPA. 11. No later than October 14, go online to complete sections 3 and 4 of the PCPA for all grades tested at your school, according to the following instructions: a. Follow steps a–e on page 31 to access the online PCPA. b. For all grades tested at your school, you will provide information regarding the materials being returned, including the following: • the number of used standard answer booklets being returned • the number of void answer booklets being returned • quantities of other secure test materials being returned c. As principal, certify that your school followed test security requirements. d. Print the confirmation page for your school files. 12. Pack the return shipment. a. Place answer booklets (test booklets for grades 4–5) containing typed responses into the correct Special Handling Envelope for each grade or grade span. b. Place void answer booklets (test booklets for grades 1, 2, 3, or 4–5) into the correct Void Envelope (for each grade or grade span). Make sure that the void bubble is filled in on the outside back cover of every void answer booklet. c. Place all remaining used standard answer booklets (test booklets for grades 1, 2, 3, or 4–5) into the correct Return Envelope for each grade or grade span. d. Using the original cartons in which you received your shipment, pack your return shipment for each grade or grade span in order from bottom to top according to the bulleted list that follows. During packing, as each carton for that grade or grade span is filled, proceed to a new carton. Use the diagram on page 36 as a guide. • Accommodation materials (if any) (on the bottom of the first carton for that grade span) • Unused Student ID Labels • Unused UPS Ground labels • Unused answer booklets (grades 6–7, 8–9, or 10–12) or unused test booklets (grades 1, 2, 3, or 4–5) • Used, unused, and void test booklets (grades 6–7, 8–9, or 10–12) • Void Envelope • Special Handling Envelope • Test Administrator’s Manuals • Return Envelope(s) containing either – Used standard test booklets (grades 1, 2, 3, or 4–5) or – Used standard answer booklets (grades 6–7, 8–9, or 10–12) • Completed Materials Summary (on top of last carton for that group) e. When you finish packing one type of material, pack another directly on top. Do not group materials in paper bands. f. Fill any empty spaces at the top of the cartons with bubble wrap or crumpled paper to keep items from shifting during shipping. Do not use plastic peanuts or shredded paper. g. Seal each packed carton using heavy-duty packing tape. h. Place a UPS Ground label on the top of each return materials carton. 13. Repeat step 12 for each grade or grade span (1, 2, 3, 4–5, 6–7, 8–9, or 10–12) tested at your school and pack in separate boxes. Packing Diagrams for Return Shipments Diagram for Grades 6–7, 8–9, or 10–12 Diagram for Grades 1, 2, 3, and 4–5 [Packing diagrams for return shipments Diagram for Grades 6-7, 8-9, or 10-12 Diagram for Grades 1, 2, 3, and 4-5] 14. Retain specified materials in your school files. Keep copies in your school files of the following completed documents for each grade or grade span (1, 2, 3, 4–5, 6–7, 8–9, or 10–12) tested at your school: • packing slips from your school’s shipment • photocopy of each Materials Summary • printout of PCPA confirmation • Test Materials Internal Tracking Form(s) • documentation for students not tested because of medically excused absences • documentation for students not tested because alternate assessment for MEPA-R/W or required accommodations were unavailable • printout of UPS pickup request confirmation • UPS tracking numbers, used 15. Recycle or discard specified materials. After testing is completed, recycle or discard the following items: • practice tests • unused Return, Special Handling, and Void Envelopes • unused return cartons 16. Save your Principal’s Administration Manual for the fall 2008 MEPA Administration. You will not receive another manual in the fall 2008 MEPA shipment. 17. Schedule pickup of test materials no later than October 14. All test materials must be picked up by UPS no later than 5:00 p.m. on Wednesday, October 15. If your materials are ready for return earlier than the deadline, you are encouraged to schedule a UPS pickup as soon as the materials are ready for shipment. Do not take your test materials to UPS yourself or otherwise remove materials from your school. To schedule your pickup, locate the Return Service (RS) tracking number from one of your labels and have that information available when you contact UPS through one of the methods listed below. Do not schedule a separate pickup for each box. See Appendix E for a sample RS label. Web Go to www.mcasservicecenter.com. Click on “2008 MEPA-R/W Field Test” under the MEPA heading, and then select “UPS Pickup Request” from the menu on the left side of your screen. Follow the on-screen instructions to complete your request. Telephone Call the MCAS Service Center at 800-737-5103 and staff will place your pickup request for you. Part V Fall 2008 MEPA Test Administration A. Fall 2008 MEPA Test Administration Schedule Grades MEPA Test Administration Date(s)^1 No. of Sessions^2 K–12 MELA-O October 1–29 n/a 3–12 MEPA-R/W Reading Sessions October 20–29 2 MEPA-R/W Writing Sessions October 20–29 2 ^1 Make-up tests may be administered at any time after the scheduled testing date and before the end of the test administration window. See page 19 for more information. ^2 Each LEP student will take only two adjacent sessions of reading and only two adjacent sessions of writing. B. Principal’s Checklist of Responsibilities Use the following checklist to help you keep track of your responsibilities during MEPA testing. The right-hand column provides a page number reference where you can find more information in this manual about a topic. Further details regarding some of the activities on the checklist begin on page 43. Reference Page(s) Receiving Test Materials • Designate a locked facility for secure storage of test materials. 3 • Verify receipt of test materials. 43 • Inventory test materials immediately and completely upon receipt. 43 • Complete “Qty Received” column of the Materials Summary for 43 each grade span. • Go online to www.mcasservicecenter.com to complete the 43 “Materials Received” section of the PCPA no later than October 16. • Report packing discrepancies and/or defective test materials by 43 October 16. • Only if necessary, order additional materials by October 16. 44 • Optional: Print practice tests (available at www.doe.mass.edu/ 44 mcas/mepa). • Using your school’s document tracking system, organize test 44 materials for distribution. • Store materials in a secure, locked storage space. 44 • Keep the original carton(s) for returning materials after testing. 44 Before Test Administration • Review MEPA Test Security Requirements. 2–10 • Identify LEP students enrolled at your school. 12–15 • Assign each LEP student to two adjacent sessions for both Reading 15 and Writing. • Identify any required accommodations to be used by LEP Appendix A students with disabilities. • Schedule test administration sessions and locations. 18–20 • Designate test administrators. 20 • Assign students and testing locations to test administrators. 21 • Train test administrators in test security requirements and 20–22 test administration, including the use of your school’s document tracking system. • Meet with LEP students. 22 • Meet with test administrators and distribute Test Administrator’s 20–22 Manuals. Remind administrators that these manuals are secure. Collect them at the end of the meeting. • Distribute test materials early to test administrators with 44 students using accommodations 17 and/or 27. • Ensure that test administrators have applied Student ID Labels 23 to and correctly completed the student information requested on the front covers of answer booklets. During Each Day of Test Administration • Enforce test security requirements. 2–10 • Make #2 pencils available for students who do not bring them. 10 • Using your document tracking system, distribute test materials 44 to test administrators. • Ensure that your school’s document tracking system is used 9, 44 each time test materials are moved. • Collect lists of not-tested students and schedule them for make- 21 up testing. • Securely store test materials (including Test Administrator’s 9, 44 Manuals) between sessions and at the end of each day of testing. After the Final Test Administration • Verify that all test materials (including Test Administrator’s 45 Manuals) have been returned to you. • Verify that you have a standard answer booklet for every LEP 13–14 student enrolled in the tested grade(s) at your school, according to the participation requirements on pages 13–14. • Verify completion of transcriptions, if necessary. 45 • Complete confidential student information, including MELA-O 45, Appendix D scores and accommodations used by students with disabilities, on the inside and outside back covers of answer booklets. • Count the number of used standard answer booklets you are 45–46 returning. • Count the number of void answer booklets you are returning. 46 • Group remaining materials for return. 46 • Complete the “Qty Returned” column of the Materials Summary 46, Appendix E for each grade span. • Go online to complete sections 3 and 4 of the Principal’s 46–47 Certification of Proper Test Administration (PCPA) for each grade span. Print and retain the confirmation page. • Pack materials for return to Measured Progress. 47–48 • Recycle or discard specified materials. 49 • Schedule UPS pickup of test materials no later than October 30. 49 • Verify that materials are picked up by October 31. 49 C. Tasks to Complete BEFORE Test Administration 1. Verify receipt of test materials immediately upon their delivery to your school. Materials will arrive by October 14. Each grade span’s materials are shipped separately. Call the MCAS Service Center if you do not receive materials by October 14. 2. Using your Materials Summary, inventory test materials immediately and completely upon receipt. Complete the “Qty Received” column of the Materials Summary according to the “Before Testing” instructions on the form for each grade span. Shrink-wrapped materials must remain unopened until either this manual or the Test Administrator’s Manual states that they may be opened. Therefore, to inventory your materials, count the spines of the booklets in each shrink-wrapped package. Your Materials Summary lists only the materials shipped to your school. A complete list of available materials is posted at www.doe.mass.edu/mcas/mepa/?section=admin. A sample Materials Summary is provided in Appendix E. 3. No later than October 16, go online to www.mcasservicecenter.com to complete the “Materials Received” section of the PCPA for each grade span tested at your school, according to the following instructions: a. Go online to www.mcasservicecenter.com. b. Select Fall 2008 MEPA under the MEPA heading from the menu. c. Select Principal Certification from the list of options. d. At the login screen, select your district and school names from the dropdown menus. e. Enter your school’s secure password (provided in the Commissioner’s January 2 memo). If you do not know your password, or if you need assistance with accessing or completing the online PCPA, please call the MCAS Service Center at 800-737-5103. f. If all the materials listed on the Materials Summary were included in your school’s shipment, scroll down to the bottom of the page and click I Completed Section 2: Materials Received. If there were any discrepancies between the materials listed as shipped on the Materials Summary and the materials received by your school, provide a brief explanation in the Comments about Materials Received box and then click I Completed Section 2: Materials Received. 4. Report packing discrepancies and/or defective test materials by October 16. It is imperative that you report any discrepancy between the totals listed as shipped on the Materials Summary and your inventory of the materials and/or any test materials that appear to be defective by indicating this on the PCPA. 5. Only if necessary, order additional materials by 12:00 p.m. on October 16. Locate your MP Ship Code on the Materials Summary, and then go online to order additional materials at www.mcasservicecenter.com (see the Important Contact Information page at the beginning of this manual for instructions). Materials ordered online will be shipped for receipt on the following business day if the order is received before 12:00 p.m. and before the deadline date; orders received after 12:00 p.m. and before the deadline date will be shipped for receipt on the second business day. Packing discrepancies in additional orders must be reported within two business days of receipt of the order. 6. Using your school’s document tracking system, organize test materials for distribution. Each test administrator should receive extra test materials to replace possible defective booklets. If you did not receive enough materials to distribute extra shrink- wrapped materials to each test administrator, you may open the minimum number of packages necessary to distribute extra materials. Like test booklets, Test Administrator’s Manuals contain secure material, and their location must be tracked at all times. Optional: Print practice tests and include them with Session 1 materials only if they will be administered at the beginning of the first test session. 7. Store materials in a secure, locked storage space. Retain all original shipping cartons for return of test materials following testing. 8. If necessary, distribute test materials early to test administrators with students using accommodations 17 and/or 27. The early review must occur under the supervision of the principal or designee. See Appendix A for more information. D. Tasks to Complete DURING Test Administration 1. Using your document tracking system, distribute test materials to test administrators. Immediately before test administration, distribute the necessary test materials for that day to each test administrator. See Test Administrator’s Manuals for the specific list of test materials necessary for each test. 2. Monitor/coordinate your school’s test administration. 3. Securely store test materials between sessions and at the end of each day of testing. Use your document tracking system to verify that all test materials are secure between sessions and are returned to you at the end of each day of testing. E. Tasks to Complete AFTER the Final Test Administration 1. Verify that ALL test materials have been returned to you. Use your document tracking system to verify that test administrators have returned all test materials to you. You must be able to account for and return all secure materials that were shipped to you. 2. Make sure that you have a standard answer booklet for the following LEP students: • Students who participated in one or more test sessions, including MELA-O • Students who were absent with medical documentation (documentation on file at the school) for one or more test sessions • Students who did not take a standard test because they require an alternate assessment on MEPA-R/W or an unavailable accommodation 3. Do NOT submit an answer booklet for the following LEP students: • Students who were absent without medical documentation for all MEPA testing (MEPA-R/W and MELA-O) • Students who transferred into or out of your school during the testing window and who did not participate in any MEPA testing (MEPA-R/W or MELA-O) 4. Verify that answer booklets have been transcribed correctly for: • students who had void (damaged or defective) answer booklets (see Appendix B) • students who used large-print answer booklets (accommodation 11; see Appendix A) • students in grades 5–12 who recorded their answers directly in their test booklets (accommodation 24; see Appendix A) 5. Verify that typed responses for students using accommodation 23 (word processor) have been inserted as paper copies in the answer booklet. 6. Complete confidential student information, including MELA-O scores and accommodations used by students with disabilities, on the inside and outside back covers of answer booklets. See Appendix D for instructions. 7. Count the number of used standard answer booklets (test booklets for grade span 3–4) you are returning. Count the used answer booklets separately for each grade span. In your count, make sure to include the following: • standard answer booklets containing typed responses (see Appendix C) • standard answer booklets that are transcriptions from void answer booklets, large-print answer booklets, or test booklets (for students using accommodation 24) As you count, arrange the answer booklets so that the student name grids on the front covers are facing up (the booklets do not need to be alphabetized). Ensure that used answer booklets are free of extra materials, including rubber bands, paper clips, binder clips, staples, and extraneous paper. You will enter the number of used standard answer booklets on the PCPA. 8. Count the number of void answer booklets you are returning. Count the void answer booklets separately for each grade span. You will enter the number of void answer booklets on the PCPA. 9. Group remaining materials for return. Sort materials into the following groups, keeping each grade span’s materials separate: a. Unused test booklets, including large-print test booklets (grade span 3–4) or Used, unused, and void test booklets, including large-print test booklets (grade span 5–6, 7–8, or 9–12) b. Unused answer booklets (grade span 5–6, 7–8, or 9–12 only) c. Unused Student ID Labels (all grade spans) d. Used test booklets with typed responses inserted (grade span 3–4) or Used answer booklets with typed responses inserted (grade span 5–6, 7–8, or 9–12) e. Large-print test booklets with corresponding transcribed standard test booklets (grade span 3–4) or Large-print answer booklets with corresponding transcribed standard answer booklets (grade span 5–6, 7–8, or 9–12) f. Test Administrator’s Manuals (all grade spans) 10. Complete the “Qty Returned” column of the Materials Summary for each grade span. For each grade span tested at your school, complete the Materials Summary according to the “After Testing” directions on the form. All test booklets and Test Administrator’s Manuals are secure and must be returned. A sample Materials Summary appears in Appendix E. Make a copy of the completed form for your records. You will need to use the information from your completed Materials Summary when you go online to complete the PCPA. 11. No later than October 30, go online to complete sections 3 and 4 of the PCPA for each grade span tested at your school, according to the following instructions: a. Follow steps a–e on page 43 to access the online PCPA. b. For each grade span tested at your school, you will provide information regarding the materials being returned, including the following: • the number of used standard answer booklets being returned • the number of void answer booklets being returned • quantities of secure, nonscorable test materials being returned c. As principal, certify that your school followed test security requirements. d. Print the confirmation page for your school files. 12. Pack the return shipment. Materials must be returned in a separate shipment for each grade span tested. Use the original shipping cartons to pack your shipment. During packing, as each carton is filled, proceed to a new carton. a. For each grade span, place the following materials into the grade span-specific Special Handling Envelope: • Large-print answer booklets (test booklets for grade span 3–4), folded in half, with corresponding transcribed standard booklets • Standard answer booklets (test booklets for grade span 3–4) containing typed responses b. For each grade span, place void answer booklets (test booklets for grade span 3–4) into the Void Envelope. Make sure that the void bubble is filled in on the outside back cover of every void answer booklet. c. Place all remaining used standard answer booklets (test booklets for grade span 3–4) into the grade span-specific Return Envelopes. d. For each grade span, pack your return shipment in order from bottom to top according to the bulleted list that follows. Use the diagram on page 48 as a guide. • Accommodation materials (if any) (on the bottom of the first carton for that grade span) • Unused Student ID Labels • Unused UPS Ground labels • Unused answer booklets (grade span 5–6, 7–8, or 9–12) or unused test booklets (grade span 3–4) • Used, unused, and void test booklets (grade span 5–6, 7–8, or 9–12 only) • Void Envelope • Special Handling Envelope containing materials listed on the previous page • Test Administrator’s Manuals • Return Envelope(s) containing either – Used standard test booklets (grade span 3–4) or – Used standard answer booklets (grade span 5–6, 7–8, or 9–12) • Completed Materials Summary (on top of last carton for that grade span) e. When you finish packing one type of material, pack another directly on top. Do not group materials in paper bands. f. Fill any empty spaces at the top of the cartons with bubble wrap or crumpled paper to keep items from shifting during shipping. Do not use plastic peanuts or shredded paper. g. Seal each packed carton using heavy-duty packing tape. h. Place a UPS Ground label on the top of each return materials carton. 13. Repeat step 12 for each grade span tested at your school. Materials for each grade span should be packed separately. Packing Diagrams for Return Shipments Diagram for Grade Span 5–6, 7–8, or 9–12 Diagram for Grade Span 3–4 [Packing Diagrams for Return Shipments Diagram for Grade Span 5-6, 7-8, or 9-12 Diagram for Grade Span 3-4] 14. Retain specified materials in your school files. Keep copies in your school files of the following completed documents for each grade span tested at your school: • packing slips from your school’s shipment • photocopy of Materials Summary (one for each grade span tested) • printout of PCPA confirmation • Test Materials Internal Tracking Form(s) • documentation for students not tested because of medically excused absences • documentation for students not tested because alternate assessment for MEPA-R/W or required accommodations were unavailable • printout of UPS pickup request confirmation • UPS tracking numbers, used 15. Recycle or discard specified materials. After testing is completed, recycle or discard the following items: • practice tests • Principal’s Administration Manual • unused Return, Special Handling, and Void Envelopes • unused return cartons 16. Schedule pickup of test materials no later than October 30. All test materials must be picked up by UPS no later than 5:00 p.m. on Friday, October 31. If your materials are ready for return earlier than the deadline, you are encouraged to schedule a UPS pickup as soon as the materials are ready for shipment. Do not take your test materials to UPS yourself or otherwise remove materials from your school. To schedule your pickup, locate the Return Service (RS) tracking number from one of your labels and have that information available when you contact UPS through one of the methods listed below. Do not schedule a separate pickup for each box. See Appendix E for a sample RS label. Web Go to www.mcasservicecenter.com. Click on “Fall 2008 MEPA” under the MEPA heading, and then select “UPS Pickup Request” from the menu on the left side of your screen. Follow the on-screen instructions to complete your request. Telephone Call the MCAS Service Center at 800-737-5103 and staff will place your pickup request for you. Appendix A Procedures for LEP Students with Disabilities A. Participation of LEP Students with Disabilities in MEPA 1. Definition of a Student with a Disability For the purposes of MEPA, a student with a disability has either an Individualized Education Program (IEP) provided under the Individuals with Disabilities Education Act of 2004 and Massachusetts General Law Chapter 71B, or a plan provided under Section 504 of the Rehabilitation Act of 1973. (See Part B below for exceptions.) All students with disabilities must be engaged in an instructional program guided by the standards in the Massachusetts Curriculum Frameworks. 2. MEPA Participation Requirements for Students with Disabilities LEP students with disabilities must participate in the grade-level tests that correspond with the grade in which they are enrolled as reported to the Department’s Student Information Management System (SIMS). 3. Determining How Students with Disabilities Will Participate in MEPA During its annual meeting, a student’s IEP or 504 team must determine how the student will participate in MCAS for each subject scheduled for assessment. This information, including any accommodations that a student will use, must be documented in the student’s IEP or 504 plan. Guidelines for making participation decisions for individual students are found in Requirements for the Participation of Students with Disabilities in MCAS, Spring 2008 Update, which is available at www.doe. mass.edu/mcas. 4. Communicating Resource and Other Testing Needs to the Principal Prior to MEPA testing, the IEP Team and 504 team chairpersons should provide information to the principal or MEPA coordinator regarding each student who requires test accommodations, along with the specific accommodation(s), resources, and/or space that each student needs. Large-print tests (available for the fall 2008 MEPA only) must be ordered by the principal or coordinator on the MEPA Enrollment Verification form prior to testing. B. MEPA Test Accommodations 1. Eligibility for Test Accommodations Students with Disabilities Served by an IEP or 504 Plan The right to receive accommodations on statewide tests is guaranteed by law to a student with a disability who is served by an IEP or 504 plan. The student’s IEP or 504 plan must specifically state the accommodations he or she will receive. Students without Documented Disabilities A student who does not have a documented disability is not eligible to receive accommodations on MEPA tests, regardless of whether the student receives instructional support or accommodations in the classroom, has an Individual Student Success Plan (ISSP), or has a District Curriculum Accommodation Plan (DCAP). Students with Documented Disabilities Not Served by an IEP or 504 Plan All students with disabilities must be served by either an IEP or 504 plan in order to receive MEPA accommodations. In rare cases, a student with a disability who is not served by an IEP or 504 plan may be provided with accommodations on MEPA tests, provided the principal notifies the Department of Elementary and Secondary Education by fax at 781-338-3630 and receives written approval from the Department to use the accommodation. A student with a recently occurring disability, a recent change in his or her disability status, or a disability that is temporary in nature should be put on a 504 plan immediately if accommodations are needed. 2. Requirements for Use of Test Accommodations The use of accommodations is based on the individual needs of a student with a disability and may only be provided when all of the following conditions have been met: a) The student has a documented disability (non-disabled students may not be provided MEPA test accommodations). AND b) The student uses the accommodation routinely during classroom instruction and assessment in the subject, both before and after the test is administered. AND c) The student requires the accommodation in order to participate in statewide testing. AND d) The accommodation is documented in the student’s approved IEP or 504 plan prior to testing. AND e) The accommodation is listed in this appendix (or, prior to testing, the district has consulted with the Department and received permission to use an accommodation not listed). AND f) If a nonstandard accommodation will be given, the student meets all the eligibility criteria for the accommodation. Accommodations may not • alter, explain, simplify, paraphrase, or eliminate any test item, reading passage, writing prompt, or multiple-choice answer option; OR • provide verbal or other clues or suggestions that hint at or give away the correct response to the student; OR • contradict test administration requirements or result in the violation of test security. When accommodations do not meet the conditions stated above, the student’s test score may be invalidated. If the above conditions have been met, the accommodation(s) must be provided to the student during MEPA testing. If a student refuses an accommodation listed in his or her plan, the accommodation must still be offered and must remain available to the student during testing. In addition, the school should document in writing that the student has refused the accommodation. If an accommodation is listed in an IEP or 504 plan and the team believes it would be inappropriate to provide this accommodation for MEPA, the team must reconvene to amend the plan accordingly. The plan must be approved in writing by the parent in order for an accommodation to be provided. It is acceptable for teams to list an accommodation in the plan with the notation “as requested by the student,” signifying that the student may require the accommodation only periodically during the test; for example, a student who tires easily may need a scribe only during the latter part of a test session. Refer to specific conditions and criteria for each accommodation. 3. List of Standard Accommodations Following is a list of standard test accommodations commonly used by students with disabilities on MCAS tests. Please use this list as a general guide and call Student Assessment Services at 781-338-3625 with any questions. The principal or designee must request any large- print tests using the MEPA Enrollment Verification form prior to testing (large-print is not available for the field test). If additional copies are needed, follow the instructions for ordering additional materials in this manual. MEPA tests are not available in Braille or electronic text reader formats. Changes in Timing or Scheduling of the Test 1. Frequent Breaks: The test is administered in short periods with frequent breaks. 2. Time of Day: The test is administered at a time of day that takes into account the student’s medical or learning needs (IEP or 504 plan must specify time of day). Changes in Test Setting 3. Small Group: The test is administered in a small group setting (no more than 10 students). 4. Separate Setting: The test is administered in a room other than the one used by the rest of the class. 5. Individual: The test is administered to the student individually. 6. Specified Area: The test is administered with the student seated at the front or other specified area of the room, in a study carrel, or in another enclosed area (IEP or 504 plan must specify where). Changes in Test Presentation 7. Familiar Test Administrator: The test is administered by a test administrator familiar to the student. 8. Noise Buffers: The student wears noise buffers, after test administration instructions have been read (headphones with music playing are not allowed). 9. Magnification or Overlays: The student uses magnifying equipment, enlargement devices, colored visual overlays, or specially tinted lenses (IEP or 504 plan must specify which). 10. Test Directions: The test administrator clarifies general administration instructions. No portion of the test itself (e.g., the introduction to a reading selection; the reading selection; test items) may be read or signed. 11. Large-Print: The student uses a large-print edition of the test (not available for the 2008 Field Test). All answers must be transcribed verbatim from the large-print answer booklet to the student’s standard answer booklet. 12. Braille: No Braille edition of the test is available for MEPA-R/W. 13. Place Marker: The student uses a place marker. 14. Track Test Items: The test administrator assists the student in tracking test items (e.g., moving from one test question to the next) or by redirecting the student’s attention to the test. 15. Amplification: The student uses sound amplification equipment. 16. Test Administrator Reads Test Aloud (MEPA Writing test only). The test administrator reads the MEPA Writing test items to the student. a) All test items must be read word-for-word, exactly as written. The test administrator may not provide assistance to the student regarding the meanings of words, intent of any test item, or responses to test items. The test administrator must read in a neutral tone, with no emphasis given to any terms, passages, or response options and with no detectable changes in inflection. The test can be read aloud in one of the following ways, which must be specified in the IEP or 504 plan: • Test administrator reads entire test session (passages and test items) word-for- word exactly as written. OR • Test administrator reads selected words, phrases, and/or sentences as directed by the student. The student points to the word, phrase, or sentence that he or she needs read aloud. b) The test must be administered in a separate setting, either individually or to a small group (2–5 students). For reading aloud to a small group, follow the procedures outlined at the end of this appendix. Note: Reading the MEPA Reading test aloud to a student is nonstandard accommodation 26. 17. Test Administrator Signs Test (MEPA Writing test only): The test administrator signs the MEPA writing test items to a student who is deaf or hard of hearing. a) All test items must be signed exactly as written, except in cases when doing so would reveal an answer to a test question. If a sign visually defines the concept being tested, it must be finger-spelled. Interpreters may not provide assistance to the student regarding the meanings of words, intent of any test question, or responses to test items. b) The test may be administered either individually or to a small group (2–5 students). For signing the test to a small group, follow the procedures outlined at the end of this appendix. Notes: • Under secure conditions supervised by the principal, sign interpreters may review test materials up to four days prior to test administration. Test materials may not be removed from the school and must be returned to the testing contractor by the principal following test administration. • Sign interpreting the MEPA Reading test is nonstandard accommodation 27. 18. Electronic Text Reader: No electronic text reader is available for MEPA-R/W. Changes in How the Student Responds to Test Questions 19. Scribe Test (MEPA Reading test only): For open-response test items (and multiple- choice sentence writing, and short-answer items, if needed), the student dictates responses to a scribe or uses a speech-to-text conversion device to record responses. a) A scribe may be used for students who have this accommodation documented in their IEPs or 504 plans and for students who have a broken bone or fracture in their writing hand or arm at the time of testing (see pages 52–53). b) The scribe must record the student’s words exactly as dictated into the student’s answer booklet and may not edit or alter the student’s responses in any way. c) The scribe must allow the student to review and edit what the scribe has written. d) When a student uses an electronic speech-to-text conversion device, the test administrator must follow the instructions for submitting typed responses described in Appendix C. e) The test must be administered individually in a separate setting. Note: Scribing the MEPA Writing test is nonstandard accommodation 29. 20. Graphic Organizer or Checklist: The student uses a graphic organizer or checklist for the MEPA Writing test. a) Graphic organizers/checklists approved in 2007 or 2008 do not need to be resubmitted to the Department for approval this year. b) A student may use a graphic organizer or checklist to generate a response to a writing-prompt or open-response question or to check the steps in the writing process. The student may use no more than two different graphic organizers. Generic graphic organizers (e.g., webs, Venn diagrams) do not need to be submitted to the Department for approval. Personalized graphic organizers must be pre-approved by the Department. Graphic organizers may not include the following: • definitions • specific examples • sentence starters c) Please submit all customized graphic organizers with text and checklists for approval by the Department (if not approved in 2007 or 2008), either by email (in MS Word or PDF format only) to mcas@doe.mass.edu or by fax to 781-338-3630 at least two weeks prior to test administration. Checklists and/or graphic organizers submitted after these deadlines will not be approved. Notice of approval may take up to 10 business days from the time the materials are received at the Department. Please indicate the specific grade for which the checklist or organizer will be used. d) All graphic organizers and checklists must be returned at the end of testing with all other accommodation materials. 21. Student Signs or Reads Test Aloud: The student reads the test aloud to himself or herself, or student reads the test and records answers on audiotape, then writes responses to test items while playing back the tape; a student who is deaf or hard of hearing signs test items/responses onto video, then writes answers while playing back the tape. a) The test must be administered individually in a separate setting. b) All video and audiotapes must be returned with other accommodation materials. 22. Monitor Placement of Responses: The test administrator monitors placement of student responses in the student’s answer booklet. 23. Word Processor (Typed Response): The student uses a word processor, Alpha- Smart, or similar electronic keyboard to respond to open-response, sentence-writing, and/or short-answer questions on any MEPA test. See Appendix C for complete instruction for submitting typed responses. 24. Answers Recorded in Test Booklet: The student records answers directly in the test booklet or uses special paper for drafts. Note: The test administrator must transcribe answers verbatim into the student’s standard answer booklet. If the student transcribes his or her own responses, the transcription must be done during the test session and completed on the day in which the test session begins. 25. Other Standard Accommodation: Other standard accommodation that is identified by the IEP Team or 504 team, documented in the student’s plan, and not on this list. The accommodation must meet the conditions of the Requirements for Use of Test Accommodations (pages 53–54). No more than two weeks prior to test administration, the principal or designee must notify (and may consult with) the Department in writing when a standard accommodation not on the above list is being considered for a student. Please call 781-338-3625, email mcas@doe.mass.edu, or fax 781-338-3630. 4. List of Nonstandard Accommodations IEP and 504 teams may allow the use of one or more of the following nonstandard MEPA test accommodations only when certain conditions and criteria are already in place for the student during instruction in the subject being tested. The student’s IEP or 504 team must determine that the student has met all criteria listed below, and that the nonstandard accommodation is absolutely necessary in order for the student to participate in MEPA testing. In addition to meeting the conditions detailed beneath each nonstandard accommodation listed below, all of the following conditions must be met: • The student is virtually unable to decode, calculate, spell, or write without the use of the accommodation (i.e., not simply performing the skill below grade- level expectations). AND • The student has an IEP or 504 plan in which the accommodation is listed for use on the MEPA test in the subject being tested. AND • The accommodation is already in use for routine instruction in the subject being tested. AND • The accommodation does not compromise the security of the test, alter the test in any way, or suggest answers to the student. The Department will be vigilant in overseeing the numbers of students in each district who receive nonstandard accommodations on MEPA tests. IEP Teams are encouraged to make consistent, defensible, and appropriate decisions for each student. 26. Test Administrator Reads Aloud MEPA Reading Test: The test administrator reads the MEPA Reading test to a student. a) The use of nonstandard accommodation 26 may be considered when all of the following conditions apply: • The student has a specific disability that severely limits or prevents him or her from decoding text, or from comprehending decoded text, even after varied and repeated attempts to teach the student to do so. The student must be a virtual non-reader, not simply reading below grade level. AND • The student has access to printed materials only through a reader, or is provided with spoken text on audiotape, CD, video, or other electronic format during routine instruction, except while the student is actually being taught to decode. AND • The accommodation is documented in the student’s IEP or 504 plan, after the team has considered the conditions listed above and in part 4 of this section in determining whether the student is eligible for this accommodation. b) All passages and test items must be read word-for-word, exactly as written. The test administrator may not provide assistance to the student regarding the meanings of words, intent of any test item, or responses to test items. The test administrator must read in a neutral tone, with no verbal emphasis given to any terms, passages, or response options. The test can be read aloud in one of the following ways, which must be specified in the IEP or 504 plan: • Test administrator reads entire test session (passages and test items) word- for-word exactly as written. OR • Test administrator reads selected words, phrases, or sentences as directed by the student. The student points to the word, phrase, or sentence that he or she needs read aloud. c) The test must be administered in a separate setting, either individually or to a small group (2–5 students). When reading aloud to a small group, follow the procedures outlined at the end of this appendix. Notes: • The Department is closely monitoring the frequency of the use of accommodation 26. • Reading aloud the MEPA Writing test is standard accommodation 16. • The decision to use nonstandard accommodation 26 must be made separately from the decision to use standard accommodation 16. 27. Test Administrator Signs MEPA Reading Test for a Student Who Is Deaf or Hard of Hearing a) The use of nonstandard accommodation 27 may be considered when all of the following conditions apply: • The student has a specific documented disability that severely limits or prevents him or her from decoding text, or from comprehending decoded text, even after varied and repeated attempts to teach the student to do so. The student must be a virtual non-reader, not simply reading below grade level. AND • The student has access to printed materials only through a sign language interpreter or is provided with signed text on video or other electronic format during routine instruction (except while the student is actually being taught to decode). AND • The accommodation is documented in the student’s IEP or 504 plan, after the team has considered the conditions listed above in determining whether the student is eligible for this accommodation. b) All passages and test items must be signed exactly as written, except in cases when doing so would reveal an answer to a test question. If a sign visually defines the concept being tested, it must be finger-spelled. Interpreters may not provide assistance to the student regarding the meanings of words, intent of any test question, or responses to test items. c) The test must be administered in a separate setting, either individually or to a small group (2–5 students). When signing a test to a small group, follow the procedures outlined at the end of this appendix. Notes: • Under secure conditions supervised by the principal, sign interpreters may review test materials up to four days prior to test administration. Test materials may not be removed from the school and must be returned to the testing contractor by the principal following test administration. • Signing the MEPA Writing test is standard accommodation 17. • The decision to use nonstandard accommodation 27 must be made separately from the decision to use standard accommodation 17. 28. Electronic Text Reader: Electronic text reader is not available for MEPA-R/W. 29. Scribe MEPA Writing test: The student dictates responses to a scribe or uses a speech-to-text conversion device to record responses. a) Accommodation 29 must be documented in the student’s IEP or 504 plan prior to testing, or may be used on a temporary basis for a student with a broken arm at the time of testing. The use of nonstandard accommodation 29 may be considered when any of the following conditions apply: • The student has a disability which requires the routine dictation of all written compositions to a scribe. OR • The student with a disability routinely uses an electronic speech-to-text conversion device for all compositions. OR • The student with a disability does not have sufficient manual dexterity at the time of testing to produce legible written work. OR • The student has a temporary disability and is unable to use his or her writing hand or arm at the time of testing due to a broken bone or fracture. b) When a student uses an electronic speech-to-text conversion device, the test administrator must follow the instructions for submitting typed responses described in this manual and the Test Administrator’s Manuals. c) The test must be administered individually in a separate setting. d) Clarification on the role of a scribe for the MEPA Writing test. • The scribe must write exactly what the student dictates into the student’s answer booklet. The scribe may not edit or alter the student’s dictation in any way. When scribing a response, the scribe may assume that each sentence begins with a capital letter and ends with a period. All other capitalization, punctuation, and paragraph breaks are the responsibility of the student. • After the student has finished dictating his or her response, the scribe must ask the student to do the following: – Spell key words. Key words include proper nouns, multi-syllable words, and other words pertinent to the response. – Review the response and make any necessary edits, including edits to capital letters, punctuation, and paragraph breaks. The student may make edits independently or direct the scribe to make the edits. The scribe must not assist the student in making decisions during the editing process. Note: The Department strongly urges IEP Teams to consider alternatives to the use of a scribe for students who are deaf and taking the MEPA Writing test. One such alternative is accommodation 21, which permits a deaf student to sign his or her draft responses onto video and then transcribe the signed responses into written English while viewing the video. IEP Teams should select accommodations that promote the independence of students with disabilities to write in English. 30. Calculation Devices: Calculation devices are not used for MEPA-R/W. 31. Spell- or Grammar-Checking Function on Word Processor, Spell-Checking Device, or Word Prediction Software for the MEPA Writing test: The student uses a spell- or grammar-checking function, spelling device (including hand-held electronic spellers), or word prediction software (IEP or 504 must specify which device) for the MEPA Writing test. a) The use of nonstandard accommodation 31 may be considered when one of the following conditions applies: • The student has a specific documented disability that severely limits or prevents her or his ability to spell, even after varied and repeated attempts to teach the student to do so. OR • The student can produce understandable written work only through the use of a spell- or grammar-checking device or word prediction software that is routinely used by the student. b) When word prediction software is used, the “predict-ahead” and “predict online” software functions must be turned off. 32. Other Nonstandard Accommodation: Other nonstandard accommodation that is identified by the IEP Team or 504 team, documented on the student’s IEP, and not on this list. The accommodation must meet the conditions of the Requirements for Use of Test Accommodations on pages 53–54. At least two weeks prior to test administration, the principal or designee must notify in writing (and may consult with) the Department when a nonstandard accommodation not on the above list is being considered by the team. Accommodations must meet the criteria set forth in Requirements for Use of Test Accommodations, and written approval must be given by the Department. The student’s IEP or 504 team must reconvene to document any changes to accommodations listed in the plan, and the plan must be signed by the parent(s) before the accommodation may be used. Please call 781-338-3625, email mcas@doe. mass.edu, or fax 781-338-3630. Procedures for Using Test Accommodations 16 and 26: Reading MEPA Tests Aloud to a Small Group of Students (2–5) The test administrator may read test items aloud to a small group of students, provided that each student has an IEP or 504 plan that includes either standard accommodation 16 or nonstandard accommodation 26. The following procedures must be followed: • No more than five students may be grouped together, since students typically proceed through the test at different rates. • The principal or designee must supervise the assignment of students to groups that will have test items read aloud to them. Student test booklets may not be opened or reviewed by students or test administrators prior to testing. Procedures for Using Test Accommodations 17 and 27: Signing a MEPA Test to a Small Group of Students (2–5) The test administrator may sign test items to a small group of students, provided that each student has an IEP or 504 plan that includes either standard accommodation 17 or nonstandard accommodation 27. The following procedures must be followed: • No more than five students may be grouped together, since students typically proceed through the test at different rates. • Student test booklets may not be opened or reviewed by students prior to testing. • Under secure conditions supervised by the principal, sign interpreters may review test materials up to four days prior to test administration. Test materials must be reviewed in a secure location supervised by the principal and may not be removed from the school. All test booklets must be returned to the testing contractor by the principal following testing. C. Submitting Answer Booklets for LEP Students with Disabilities For each student with a disability participating in MEPA, the principal or designee must fill in the 504 circle or the documented disability circle on the answer booklet. See Appendix D for further information. Appendix B Procedures for Submitting Void Answer Booklets A void answer booklet is a booklet that was assigned to a student but should not be scored, including a booklet that is discovered to be damaged or defective. 1. Transcribing Student Work from Void Answer Booklets If a student completed any work in an answer booklet that was marked void, the student’s work must be transcribed verbatim into the student’s replacement answer booklet. It is the principal’s responsibility to ensure that the student’s answers are transcribed accurately and that all student information is provided correctly on the front cover and inside and outside back covers of the replacement answer booklet. Note: Students will not receive credit for any work in void answer booklets that was not transcribed into replacement answer booklets. 2. Returning Void Answer Booklets To return a void answer booklet, make sure that the void circle on the outside back cover of the booklet is filled in, and that “void” is written in large letters across the front cover. Void answer booklets are returned in the Void Envelope. See pages 34– 36 and 46–48 for detailed return instructions. Appendix C Procedures for Submitting Typed Responses Typed Responses The instructions below are to be followed for a student with a disability whose IEP Team or 504 team determines that the student will participate in MEPA testing using standard accommodation 23. Accommodation 23. Word Processor: Student uses a word processor, Alpha- Smart, or similar electronic keyboard to type responses to sentence-writing, short-answer, open-response, and/or writing-prompt questions. Instructions for submitting typed responses appear below and on the following page. A sample typed response appears on page 70. Security Information Test administrators are responsible for maintaining the security of all computers used by students who receive accommodation 23 (word processor). Test administrators must ensure that any spell- or grammar-checking device is disabled (unless a student receives nonstandard accommodation 31) and that students are not allowed to access the Internet or any files on the computer’s hard drive or network during testing. At the end of test administration, after all student responses have been printed for submission with an answer booklet, test administrators are responsible for permanently deleting all student responses that were temporarily saved on any local computer or computer disk. Test Administration Instructions These instructions should be followed for submitting the responses. a) The student may not answer part of a question on the typed response page and part of the question in the answer booklet. For each response, the student must include all text EITHER on the typed response page OR in the answer booklet. Test administrators may scribe (or later transcribe) students’ work as appropriate to satisfy this requirement. b) The following information must be provided on each page. The information may be handwritten, typed, or affixed on a label. • student’s name • student’s SASID • student’s answer booklet serial number (found on the lower right side of the front cover) • subject tested • session number (Fall 2008 MEPA-R/W only) • form number (2008 MEPA-R/W Field Test only) • question number • for writing-prompt questions only, page x of y, where x = 1 (page 1) and y = the last page number c) A separate page must be submitted for each response. A maximum of one page may be submitted for each open-response, short-answer, or sentence-writing item, and a maximum of four pages may be submitted for each writing-prompt question. Instructions for Submitting Typed Responses a) Plain white paper (8½” x 11”) must be used. b) The font size must be a minimum of 8-point and a maximum of 12-point when the typed responses are submitted. c) The typed response pages must be placed inside the student’s standard answer booklet (without clips, tape, or staples) and submitted in the Special Handling Envelope in the return shipment. Note: All information requested on the front cover, inside back cover, and outside back cover of a student’s standard answer booklet must be properly completed by the principal or designee, including the accommodation 23 bubble on the inside back cover. A student’s responses to multiple-choice questions must be marked by the student or transcribed in the student’s standard answer booklet. Otherwise, the student will NOT receive credit for his or her work. [Sample MEPA Typed Response] Appendix D Procedures for Providing Student Information It is the re