Materials
Management
Before Testing
Part II
November 2012
Materials Management
Before Testing-Part II
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Send Student Data
General Shipping Information
Order Additional Materials
Braille
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Materials Management
Send Student Data
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Materials Management
Send Student Data
 What is Send Student Data?
 Specification on student data file formats
 Additional Help
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Materials Management
Send Student Data
What is Send Student Data?
 Student Data refers to student demographic data and
other testing related information about individual
students.
 Before students can be registered for a test
administration or receive Precoded material for a test,
student data must be uploaded or entered manually into
the Texas Assessment Management System.
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Materials Management
Send Student Data
You can submit a student
data file for the following
three actions:
 Register A Student For
Testing
 Validate A Student
Registration File
 Update The Student
Directory
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Materials Management
Send Student Data
 Before you submit a file, you want to make sure that your
file meets the student data file specifications.
 For specification on student data file format, refer to the
Student Data File Format for Students Registration and
Precoding at Resources>Information>Manuals or
http://www.TexasAssessment.com/StudentFileLayout
 Use the correct Student data file header that can be
downloaded from the Send Student Data Help text or from
http://www.TexasAssessment.com/student-data-file-header
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Materials Management
Send Student Data
Additional Help
 Sending Student Data instructions can be found in section
6.1 of the User’s Guide for the Texas Assessment
Management System.
 A Send Student Data module has been created to view at
your own pace at
http://TexasAssessment/Resources/Training.com
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Materials Management
General Shipping Information
Copyright © 2011 Pearson Education, Inc. or its affiliates. All rights reserved.
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Materials Management
General Shipping Information
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Delivery Schedule of Materials
Notification of Shipments
Initial Distribution of Materials
Delivery contents
Additional Help
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Materials Management
General Shipping Information
 Delivery schedule of
materials
 Use the Calendar of
Events to help you
schedule for shipments
 All initial distributions are
combined shipments.
 Note: You will need to keep
up with the combined
shipments, precoded
materials shipments and
additional order shipments
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Materials Management
General Shipping Information
 Pearson will send an email indicating that the Materials List
has been posted to the Assessment Management System.
Districts can access this website to locate:
 Shipping dates
 Carrier information, and
 Tracking information for each administration’s shipping.
These emails are sent to the email address on file
addressed to their district testing coordinator.
• Note: Make sure to work with your IT department to ensure
that emails from “Pearson.com” are not blocked as junk mail
or spam including [email protected]
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Materials Management
General Shipping Information
 For initial distribution of materials, these emails are sent in
bulk at approximately 9:00 a.m. the day after the shipment
leaves Pearson.
 Depending on the district’s location, number of packages,
and delivery times, it is possible that shipments could
actually reach districts before the email arrives.
 All of the boxes are clearly labeled to indicate their ultimate
destination and include the following in each shipment:
 Coordinator box (White)
 District overage materials
 Campus Materials
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Materials Management
General Shipment Information
In every initial shipment,
there will be a white box
containing administrative
materials, such as
 Packing List
 Detail Report
 Coordinator Packet
 This box should be set
aside and retained by the
district coordinator.
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Materials management
Initial Distribution
• The District Coordinator
Materials Packet contains:
• Campus/Group ID Sheets
• Class ID Sheet
• Void ID Sheet
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Materials management
Initial Distribution Box 2
• The second box will contain the
District Overage Materials and the
Coordinator Materials Package.
 The District Overage Materials
box contains:
Blank answer documents
Limited number of test
books
Limited number of secure
English Clarification guides
for STAAR L, when
applicable
Paper bands
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Materials Management
Initial Distribution Box 3
 Campus Materials are the bulk of the shipment. These boxes
are boxed individually by campus. They will never be mixed
within a box except in the case of very small districts.
 Campus Materials include
Campus Packing List
Campus Coordinator Materials Packages
ID Sheets
Campus/Group
Class
Voided
Paper Bands
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Materials Management
General Shipment Information
Additional Help with General Shipment Information
 Materials Management General Shipment Information
Module at http://TexasAssessment.com/Resources
 User’s Guide at http://TexasAssessment.com/guide
 Texas Assessment Computer Lab – room 412 staffed with
Pearson support personnel for one-on-one help
Copyright © 2011 Pearson Education, Inc. or its affiliates. All rights reserved.
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Materials Management
Order Additional Materials
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Materials Management
Order Additional Materials
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Who can place an additional order?
How do I know what to order?
When will additional orders arrive?
Are there deadlines for placing additional orders?
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Materials Management
Order Additional Materials
 Who can place an Additional order?
 Additional Orders may be placed by:
District Testing Coordinator
District Testing Coordinator Assistants
Test Setup Assistants
 Personnel with these roles are able to receive
notifications by email regarding additional placed orders
as well as:
View
Edit
Track
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Materials Management
Order Additional Materials
 How Do I Know What To
Order?
 Use your Advance Letter
and Materials List (s)
 Consult with Campus
Coordinators to
determine quantities
 Fill shortages from
district overage first
 Compile district needs
and submit one
additional order per
administration
Order Additional Materials
Module
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Materials Management
Order Additional Materials
 When will additional materials
arrive?
 Additional orders will be sent
close to the test
administration date and will
be packaged in bulk, not
specified by campus
 Coordinators will have to:
- sort the materials
- securely distribute materials
for each campus
-keep track of test booklet
security numbers
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Materials Management
Order Additional Materials
 Are there deadlines for placing additional orders?
 There are deadlines for placing an additional order.
Consult the Calendar of Events for each test
administration additional order deadline.
 Please remember that additional orders placed after the
deadline are not guaranteed to be fulfilled and arrive in
districts by testing day. All additional orders are sent
through standard or freight mail; there are no overnight
deliveries.
Pearson cannot guarantee the delivery of test materials
ordered after the deadline
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Materials Management
Order Additional Materials
 Additional Materials Orders Helpful Hints
 Place additional orders via
http://TexasAssessment.com/login
 Review the Order Additional Materials Module at
http://TexasAssessment.com/Resources/Training
 Review the User’s Guide section 7.2 of the
http://TexasAssessment.com/guide
 Texas Assessment Computer Lab – room 412 staffed with
Pearson support personnel for one-on-one help
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Materials Management
Braille Orders
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Materials Management
Braille Orders
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Notifications
How to order
Deadlines
Shipment
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Materials Management
Braille Orders
 Notifications
 The steps used to
identify students
needing braille materials
are described in detail in
a broadcast email, titled
“Ordering Braille
Materials.”
 The specific braille
instructions needed to
administer the braille
version of a test are also
included in the braille
kits.
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Materials Management
Braille Orders
 How do I order braille
materials?
 In the Texas Assessment
Management System,
districts will identify a
student requiring braille
materials, which will be used
to place the braille order for
that student
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Materials Management
Braille Orders
 Are there deadlines for braille?
 The deadline to identify students requiring braille
materials was October 08, 2012.
 After this initial deadline, districts will have
opportunities to order additional materials and to change
braille order information during update periods.
 The update periods may be used to ensure that your
braille order information is accurate.
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Materials Management
Braille Orders
 In which shipment will
braille orders arrive?
 Braille orders are
shipped separately from
other testing materials.
 Shipments will arrive
closer to the test
administration date than
the initial shipment.
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Materials Management
Braille Orders
Additional Braille Help
 Materials Management Braille Module at
http://TexasAssessment.com/Resources
 User’s Guide at
http://TexasAssessment.com/guide
 Broadcast braille email
 Texas Assessment Computer Lab – room 412
staffed with Pearson support personnel for oneon-one help
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Q&A
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