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School Coordinators

Some assembled information is below for schools that have been selected to participate in the 2017 administration of the National Assessment of Educational Progress (NAEP), also known as The Nation’s Report Card. This vital state-level data collection is conducted every two years and provides Montana with information on how our students perform compared to other jurisdictions. As part of the NAEP 2017 program, students will participate in mathematics, reading, and writing assessments in grades 4 and 8. In addition, some students may also be selected to take tablet-based mathematics, reading, writing, civics, geography, and U.S. history pilot assessments. The NAEP assessment window is January 30th to March 10th, 2017.

In June, principals were asked to designate a school staff person to serve as the NAEP School Coordinator. This person is our single point of contact for all matters pertaining to the assessment and will coordinate all NAEP activities in the school with the NAEP assessment teams.  

Many NAEP pre-assessment activities are involved and some are location dependent. We recommend that the designated NAEP School Coordinator is school-based as many of these activities require intimate familiarity with the school and students. The following is a list of pre-assessment activity guidelines to assist schools in determining a School Coordinator:

    • The School Coordinator should have some uninterrupted blocks of time to complete online activities and speak with their NAEP field representative. The Office of Public Instruction (OPI) estimates that these pre-assessment activities will take approximately 15 hours to complete for each school depending on the school size, the basic level of preparedness, and the familiarity he/she has with the MyNAEP online platform. 
    • The School Coordinator should be comfortable using computers since all assessment preparation activities will be completed via the MyNAEP online platform (www.mynaep.com).
    • The School Coordinator should have familiarity with how each sampled student participates in statewide assessments or the ability to acquire student information, such as birth dates, demographic information (e.g. gender, race/ethnicity designations, eligibility for free/reduced lunch, and LEP/IEP status), and student enrollment status.
    • The School Coordinator should have knowledge of how to obtain and provide detailed information about each sampled student’s testing accommodation needs and considerations.
    • The School Coordinator should inform students' parents/guardians about the assessment and work with school staff to ensure a high rate of student participation in the assessment.
    • The School Coordinator should be present on assessment day to work with the NAEP field representative and answer questions.  

The timeline below provides an opportunity to look at the NAEP coordination activities throughout the school year.

Completing Pre-assessment Activities for NAEP 2017
For the upcoming assessments, MyNAEP (www.mynaep.com) will serve as your primary resource to prepare for the assessment. If you need assistance before then, contact the NAEP help desk at 1.800.283.NAEP (6237), or by email at NAEPHelp@westat.com.

 

The MyNAEP online platform is a restricted-use website that contains information on the National Assessment of Educational Progress (NAEP). The MyNAEP website serves as a platform for school designated staff to prepare for the NAEP assessment and to share information with NAEP field representatives for the purpose of managing, facilitating, and proctoring the assessment. The trained field representatives work closely with all schools to ensure that the pre-assessment activities and the administration can be completed with minimal disruption.

  • MyNAEP will serve as your primary resource and action center throughout the assessment process.
  • MyNAEP offers School Coordinators an electronic way to prepare for the assessment at their own pace.
  • The MyNAEP menu is a virtual checklist of all activities that School Coordinators will need to complete throughout the school year, so it is important to check in regularly to make sure your school is on track with preparations.
  • Visit the MyNAEP website to get started: www.mynaep.com.
Monthly OPI communications will ensure schools have early and timely access for the information concerning their role as School Coordinator. This communication timeline ensures correspondence to schools are appropriately spaced and actionable. Information released on an as needed and just-in-time basis will encourage schools to access the site periodically and familiarize themselves with the pre-assessment activities before their scheduled Pre-assessment Review Call. The OPI has attempted to reduce the reporting burden of schools by uploading the November Student List and the January Student List. Schools are still required to review and verify the information submitted by the OPI.  

School Coordinator MyNAEP Registration and Provide School Information
Purpose: To have the NAEP School Coordinator register on MyNAEP and update school contact information and characteristics. 

  • Enclosures: Assessment date, School Coordinator Checklist and Timeline click here , Getting Registered on MyNAEP click here , MyNAEP Registration Step-by-Step Instructions click here,, and a List of MyNAEP Website Improvements click here , and School 2016-2017 Calendar click here.

School Required Action:

  • Create an account
  • Accept the MyNAEP Confidentiality Agreement
  • Register more schools (if applicable)
  • Update School Contact Information (where applicable). This information includes:
    • School name and address
    • Shipping address
    • Principal contact information
    • School coordinator contact information
Response required by September 15, 2016.

School Coordinator Reserves School Space and Provides School Characteristic Information
Purpose: To have the NAEP School Coordinator think about the NAEP school space and time requirements for the 2017 assessments and provide school characteristic information.

  • Enclosures: MyNAEP Providing School Characteristics Information Step-by-Step Instructions click here, Multi-Team Expectations click here /Assessment Day Expectations click here , and NAEP 2017 Tablet & Paper Questions/Answers click here.

School Required Action:

  • Update Provide School Characteristic Information (where applicable). This information includes:
    • Actual Student Enrollment for the NAEP tested grade
    • Calendar dates (i.e., Date school adjourns for winter break in December and Date school returns from winter break in January)
    • Assessment day start and end times (on assessment day)
Response required by September 30, 2016.

School Coordinator Review and Verify List of Students Selected for NAEP

Purpose: To have the NAEP School Coordinator complete the Review and Verify Student Information section

in MyNAEP.

  • Enclosures: MyNAEP Video Tutorial click here, Prepare for Assessment expectations click here , and MyNAEP Review and Verify List of Students Selected for NAEP Step-by-Step Instructions click here.

School Required Action:

  • MyNAEP activities will become available in December including receiving a FedEx package, phone contact from their designated field staff, the NAEP School Coordinator brochure, and the release of many of the MyNAEP online sections.
  • After December 5th, School Coordinators or the designated Student Data Specialist must review and verify the NAEP-sampled students’ information. This student information includes: first name, last name, month of birth, year of birth, gender, race/ethnicity, school lunch eligibility status, disability status, English Language Learner status, and NAEP Participation status (see list of reasons student cannot participate in NAEP).
Response required by school’s scheduled Pre-assessment Review Call.

School Coordinator Complete SD/ELL Student Information
Purpose: To have the NAEP School Coordinator access Montana’s inclusion guidelines, and Complete the SD/ELL Student Information section in MyNAEP.

School Required Action:

  • After December 5th, the MyNAEP website requires School Coordinators or designated SD/ELL specialists to provide IDEA disability status, English proficiency, primary language, grade-level performance, and accommodations for SD and/or ELL sampled students. 
Response required by school’s scheduled Pre-assessment Review Call.

School Coordinator Notify Parents/Guardians of Selected Students
Purpose: To have the NAEP School Coordinator inform parents of their child’s participation in the NAEP assessment.

  • Enclosures: MyNAEP Video Tutorial click here , Montana's Parent/Guardian Notification Letter template (grade 4 and 8 math and reading letter click here | grade 4 math, reading, and writing letter click here |grade 8 math, reading, writing, and social studies letter click here), MyNAEP Parent/Guardian Notification Letter Step-by-Step Instructions click here , and Customize Parent Letter Checklist click here.

School Required Action:

  • After December 5th, record the date sent and upload sent letter into MyNAEP once this section is released.
Response required by school’s scheduled Pre-assessment Review Call.

School Coordinator Manage Questionnaires
Purpose: To have the NAEP School Coordinator facilitate the NAEP data collection for school teacher and school questionnaires that provide a context for reporting student performance.

  • Enclosures: MyNAEP Video Tutorial click here and MyNAEP Manage Questionnaires Step-by-Step Instructions click here.

School Required Action:

  • After December 5th, the MyNAEP website requires School Coordinators to send and manage the school and teacher questionnaires.
Response required by the school’s scheduled Pre-assessment Review Call.

School Coordinator Plan for Assessment Day
Purpose: To have the NAEP School Coordinator ensure that the logistics for Assessment Day have been established and communicated to the NAEP Field Staff.

  • Enclosures: MyNAEP Video Tutorial click here, MyNAEP Plan for Assessment Day Step-by-Step Alpha Instructions click here, and MyNAEP Plan for Assessment Day Step-by-Step Beta Instructions click here.

School Required Action:

  • After January 2nd, School Coordinators provide information to help the NAEP assessment team plan for the assessments such as assessment day details, including the location(s) and start time of the assessment, how students and teachers will be notified, and SD/ELL student accommodation logistics.
Response required before or during school’s scheduled Pre-assessment Review Call.

School Coordinator Encourage Participation
Purpose:
To have the NAEP School Coordinator inform and prepare teachers and students for the NAEP assessment.

School Required Action:

  • After January 2nd, School Coordinators provide teachers and students with information to help prepare them to do their very best on the NAEP assessment. 
Response required by school’s scheduled Assessment Date

School Coordinator Update Achievement In Montana (AIM)/Infinite Campus Student Information System (Part 1)

Purpose: To have the NAEP School Coordinator ensure their AIM school enrollment information is accurate for the OPI to extract this information in early January and upload the data to MyNAEP for school verification.

School Required Action:

  • After receipt of this e-mail and before January 2, to ensure the information contained in this data extract is reflective of the sampled grade inform your AIM Data Specialist of this NAEP collection. 
  • Modifications to student records should be completed in order for the OPI data extract from AIM/Infinite Campus to reflect any changes (AIM/Infinite Campus needs 24 hours to refresh).
  • Response required by January 3, 2017.

School Coordinator Update Student List (Part 2)

Purpose: To have the NAEP School Coordinator ensure the school enrollment information submitted by the OPI is accurate and Complete the Update Student List section in MyNAEP.

  • Enclosures: MyNAEP Video Tutorial click here and the MyNAEP Update Student List Step-by-Step Instructions click here.

School Required Action:

  • After January 4, it is possible that some students may have been accidentally left off the list, or not included. To identify students who were not included on the November student list, NAEP requires School Coordinators to verify and update the January list of students in MyNAEP.
Response required by school’s scheduled Pre-assessment Review Call.

School Coordinator Support Assessment Activities (No communication from the OPI - instructions are on MyNAEP.)

Purpose: To have the NAEP School Coordinator supply appointment cards, teacher notification letters, and a list of sampled students for necessary staff.

  • Enclosures: MyNAEP Plan for Assessment Day Step-by-Step Instructions click here.

School Required Action:

  • After January 2, School Coordinators provide teachers and students with notification materials to inform them of student selection, the testing location, and the testing start time. 
  • Response required by school’s scheduled Assessment Date.

NAEP 2017 Electronic Communications History click here.

If you have other questions or concerns about the NAEP cycle, your role in the process, your assessment date, or would like to find out more about NAEP itself, please send me an e-mail at amcgrath@mt.gov, or phone 406.444.3450.