SUPTS. MEMO. NO. 85
April 23, 1999
|FROM:||Paul D. Stapleton
Superintendent of Public Instruction
|SUBJECT:||Preparing for Receipt of Results of Spring 1999 SOL Testing|
Due to the varying calendars of school divisions within Virginia, SOL testing will begin shortly in various parts of the state and continue for some weeks. Effective with the spring 1999 administration, new procedures for scoring are being implemented. These procedures are designed to return the Student Performance Reports for non-writing tests to school divisions within 14-calendar days of receipt for answer documents that contain no problems that would preclude processing. These new procedures allow for more expeditious processing and have already made it possible to schedule testing later in the school year. We will continue to review the SOL testing program and make further improvements as the program matures. The purpose of this memo is to review the manner in which results will be received within each school division. Each school division has a unique testing window based on its school calendar. Division staff members should review their calendar to become familiar with the times materials will arrive in their division. There is no new information in this memo. It is a review of information disseminated in the regional workshops for Division Directors of Testing and information contained in Supts. Memo. #68, dated April 2, 1999. How SOL (Non-Writing) Answer Documents Will Be Processed A. Upon receipt of a school division's answer documents, processing will begin. Answer documents will be logged in and checked for completeness. This includes checking that all boxes have been received, that answer documents have been assembled correctly, and that all required documentation has been included. B. The scoring turnaround begins the first full calendar day after the Scoring Center receives answer documents in processable condition. C. Federal holidays are excluded from the turnaround time. If the return date falls on a Saturday or Sunday, reports will be returned the following Monday. D. If a student answer document contains no "alerts" (answer document errors), the document will be processed in the 14-calendar day turnaround. E. If a student answer document does contain an error, the student's record will be alerted, the school division will be notified, and resolution requested. F. A flowchart of the overall process is shown in Attachment 1. SOL Results for Students Whose Answer Documents Contained No Errors A. The Student Performance Reports (2 copies) and Preliminary School List Reports (2 copies) will be sent to each school division within 14-calendar days for all non-alerted student documents. B. The Preliminary School List Reports will be in the same format as the School List Reports used in the spring 1998 administration. The reports will provide local staff with a quick way to see which students passed and failed the SOL tests. SOL Results for Students Whose Answer Documents Contained Errors A. Once the scoring center alerts a student's record, the school division will be faxed the pertinent information for resolution. B. Five business days after the final alert for a school division has been resolved, the school division will receive Student Performance Reports for the students who were on alert. At this point, a school division will have Student Performance Reports for all students tested. The final School List Reports (listing all students) will also be in this shipment. SOL Summary Reports Received by Schools and School Divisions A. Each school division should review the Student Performance Reports that have been received for any needed records changes. Records changes involve instances where the division can substantiate a need to correct an error in the student's disability, accommodation, or other field that would directly impact a student's, school's, or division's score. The Division Director of Testing in each school division will be sent, under separate cover, a Spring 1999 SOL Records Change Request Form to be used for this purpose as well as an Authorization to Proceed Form. Division Directors of Testing are asked to submit any requested records changes and the Authorization to Proceed Form as quickly as possible so summary reports may be produced. Upon receipt, the requested records changes will be made and the Authorization to Proceed Form used to signal approval to the Scoring Center to produce summary information. B. Summary information will be shipped five business days after the completion of the requested records changes. C. At this time the school division will receive the full complement of summary reports to include the following: No. School No. Div. Copies Copies School Summary Reports 2 2 School Analysis of Subgroups 2 1 Division Summary Report 0 2 Division Analysis of Subgroups 0 2 No. School No. Div. Copies Copies Division Report by School 0 0 Exception Report (by school 0 1 and division) Student Record Labels 1 0 Packaging and Shipment of Reports A. All shipments will be sent via UPS or Airborne Express. B. Score reports will be returned packaged in separate boxes for each school. A sample of the label to be used on these boxes is shown in Attachment 2. C. In each shipment, school boxes will be returned in alphabetical order according to the first letter of the first word of the school name. For example, "Albert White Elementary" will come before "Walter Adams Elementary." Diagrams of the packing sequences for all shipments are included in Attachments 3-5. D. Information for the DDOT is contained in Box 1 of each shipment. Please note that reports for the writing tests are not subject to the 14-day turnaround process described above, but will be delivered to all divisions as far in advance of the end of the school year as possible. Packing diagrams for the shipments of writing reports are provided in Attachments 6 and 7. As we move into the spring phase of the SOL testing, we would like to thank each of you who helped to make the SOL testing a reality. It is a very important part of our reform initiatives that provides us with information on how well students are acquiring the skills and knowledge contained in the SOL. If you have any questions regarding these procedures, please contact a member of the Division of Assessment and Reporting at (804) 225-2102. PDS/CMH/atb Attachment: A hard copy of this memo and its attachment will be sent to the superintendent's office.