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Accommodation Request Forms: Accommodation Request Forms: Out with the Faxing and In with Out with the Faxing and In with the Online Tool for 2008-2009the Online Tool for 2008-2009

Student Assessment DivisionStudent Assessment DivisionSpecial Education Assessment Team Special Education Assessment Team

Cari Wieland, Kim Brannan, and Jana Owen – TEACari Wieland, Kim Brannan, and Jana Owen – TEA

Lisa Cottle – Cypress-Fairbanks ISDLisa Cottle – Cypress-Fairbanks ISDStacy Daugherty – Galena Park ISDStacy Daugherty – Galena Park ISDDenise Williams – Wichita Falls ISDDenise Williams – Wichita Falls ISD

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AgendaAgenda

General Information General Information The Life Cycle of an Online Accommodation The Life Cycle of an Online Accommodation

Request FormRequest Form Online System OverviewOnline System Overview Completing the Online Accommodation Request

Form 2008 Online Accommodation Request Form Pilot 2008 Online Accommodation Request Form Pilot

and Testimonials and Testimonials Ideas for the FutureIdeas for the Future Questions and AnswersQuestions and Answers

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General Information General Information

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Accommodation Request ProcessAccommodation Request Process 2008-2009 policy changes to allowable

accommodations Consult pages 25–36 of Accommodations

Manual to determine if request is necessary Requests should not be submitted for

accommodations that are locally determined Requests should be submitted for

accommodations not covered in this manual and for those requiring the submission of an Accommodation Request Form

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Accommodation Request ProcessAccommodation Request Process

Requests may be submitted by1. Online Accommodation Request Form

2. E-mail

3. Fax

4. Mail (rare circumstances)

All Accommodation Requests must be received by TEA at least two weeks prior to testing to ensure enough time to respond

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Accommodation Request ProcessAccommodation Request Process

Submission of an Accommodation Request Form does not constitute an approval If a response has not been received, contact the

Accommodations Task Force Do not resubmit Accommodation Request

Forms unless asked to do so by a member of the Accommodations Task Force

Submission of an Accommodation Request Form does not constitute ordering of materials

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Online Accommodation Request FormOnline Accommodation Request Form Preferred method for submitting

Accommodation Request Forms Give it a try!

Work in progress Give us your feedback so we can improve

system Intended to reduce

Number of paper requests Time spent faxing Time spent filling out paperwork Number of misplaced requests

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District Testing Coordinator RoleDistrict Testing Coordinator Role Valuable Resource

Knows state and local accommodations information for testing

Provides information to campus testing coordinators and/or school personnel

First point of contact when questions arise

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District Testing Coordinator RoleDistrict Testing Coordinator Role Once Accommodation Request Form has

been completed, District Testing Coordinator will Review to determine whether request is

necessary and appropriate Submit to TEA Communicate with school if questions arise or

when a determination has been made

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The Life Cycle of an Online The Life Cycle of an Online Accommodation Request FormAccommodation Request Form

(Handout) (Handout)

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Campus staff, district staff, or the District Testing

Coordinator may originate the request. But this should be determined at the district

level according to the internal procedures

developed for submitting an online request.

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If other district or campus staff have originated the

request, the District Testing Coordinator must determine if the request is appropriate

based on state and local accommodation policies. If

the District Testing Coordinator originates the request, then he/she does not have to review request

again.

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The District Testing Coordinator replies to the submission e-mail, essentially “signing” the request.

If the request should be processed by TEA, then the reply should indicate “Yes” or “Ready to process”.

If the request should not be processed by TEA, then the reply should indicate “No” or “Do not process”.

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TEA receives the “signed” e-mail. Based on the directions of the District Testing Coordinator, a

member of the TEA Accommodation Task Force either processes the request or deletes it.

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A member of the TEA Accommodation Task Force

reviews the request and makes a determination. TEA will

contact the submitter if more information is needed.

Otherwise, a decision e-mail will be sent to the District Testing

Coordinator.

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The District Testing Coordinator reviews the

decision e-mail to ensure that there are no further

questions associated with that request. If more

information is needed, the District Testing

Coordinator should call their contact on the

Accommodation Task Force.

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The District Testing Coordinator informs the campus of the decision.

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Online System OverviewOnline System Overview

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Accessing Online Accommodation Request Form

System open to all districts at this time

Access the online Accommodation Request Form at

http://www.etesttx.com/af

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Technology: Confidentiality

Online Accommodation Request Form is an unencrypted, or open, system Requests should NEVER include confidential

student information, such as First and last name Social security number Copy of IEP PEIMS number

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Technology: System Set-up

First point-of-contact for technology assistance is your district’s technology support staff

District Testing Coordinator information must be accurate in AskTED

If you have difficulty viewing the entire form or if buttons overlap, it may be your screen settings Check font, point size, and make sure window is

maximized

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Technology: System Set-up

Online system uses JavaScript to ensure required information is entered on request Ensure that your browser allows JavaScript

before entering information Problems associated at the individual level

with Internet Explorer 6 Teachers have received a time out error

message

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Technology: System Set-up

Check with district e-mail administrator to Check with district e-mail administrator to ensure that mail from ensure that mail from online.accommodationsonline.accommodations will pass their will pass their firewall and not go to spam folderfirewall and not go to spam folder E-mails received by TEA with [BULK] or [QUAR] E-mails received by TEA with [BULK] or [QUAR]

in subject line indicate message came from bulk in subject line indicate message came from bulk or junk mail or junk mail

Avoid special characters, like parentheses and pound signs, when completing the request

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Technology: Attachments File Format

Any format can be uploaded File size limit of 4 MB Try to avoid .gif, .jpg, or .bmp due to size and

inability of TEA to edit electronically Preferred formats are .pdf (unlock) and .doc

Locked down browsers can’t attach Contact your district’s technology support staff to

make sure you are able to upload files

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Technology: Attachments Cannot be opened by District Testing

Coordinator through e-mail because file is attached to the online request, not the e-mail Districts should communicate about how best to

manage this internal procedure Submitter can attach to separate e-mail and send to

district testing coordinator District Testing Coordinator can have a file with all

samples of supplemental aids used at schools so that submitter can just add title and/or description of attachment including the number of pages in online request description box (e.g. CVMSMathPacket6)

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Completing the Online Completing the Online Accommodations Request Accommodations Request

FormForm

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The Online Accommodation Request Form contains four steps. Each page of the system contains basic instructions and questions to guide user through the process.

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Request can be submitted by campus or district staff, or the District Testing Coordinator. This process should be determined locally.

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If the submitter is the District Testing Coordinator, contact information is pre-filled. Other submitters will have to enter their contact information.

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Based on the grade and assessment chosen, only applicable subjects and accommodations remain. In addition, helpful hints appear on this page to remind you whether an accommodation request is necessary.

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For this field, simply name and/or describe the accommodation. Do not include the reason for the accommodation.

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This field should include information that clearly indicates why student needs the accommodation. Evidence should be individualized for each student who may need similar accommodations and should include relevant information. Objective evidence is crucial when determining whether an accommodation is effective and appropriate.

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If applicable, attach electronic copies of supplemental aids before completing submission process. You need not attach the same documents multiple times. There is an option to refer the Accommodations Task Force to a prior Accommodation Request Form via an identification number.

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Review all information prior to submitting. Any information highlighted in red is required

and will need to be completed for a successful submission.

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You will receive a confirmation page with an identification number. Use the Print button to print a copy of the request for your records.

Call Accommodation Task Force contact if you encounter difficulties using online submission process.

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This is the confirmation

page that prints after submission.

If you notice a mistake at this

point, the District Testing Coordinator can

ask TEA to correct it or notify TEA that a new request will be submitted (TEA

deletes original).

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This is the submission e-mail that the District Testing Coordinator receives. The District Testing Coordinator reviews the information and “signs” the request by replying to the e-mail.

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This is the decision e-mail that the District Testing Coordinator receives from TEA. At this time, it is the responsibility of the district to inform the school of the decision.

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2008 Online 2008 Online Accommodation Request Accommodation Request Form Pilot Testimonials Form Pilot Testimonials

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Pilot Pilot Dates of pilot: October – November 2008Dates of pilot: October – November 2008 14 TEA Accommodation Task Force 14 TEA Accommodation Task Force

Members responded to online requestsMembers responded to online requests 15 districts participated15 districts participated Approximately 250 Online Accommodation Approximately 250 Online Accommodation

Requests submitted Requests submitted TEA hoped that each pilot district could submit at TEA hoped that each pilot district could submit at

least 50 requestsleast 50 requests Many districts were unable to submit this many Many districts were unable to submit this many

because of new accommodation policy because of new accommodation policy

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Cypress-Fairbanks ISD Cypress-Fairbanks ISD Lisa CottleLisa Cottle

ParticipantsParticipants 11 campuses invited by District Testing 11 campuses invited by District Testing

Coordinator to attend Coordinator to attend 8 participated 8 participated 17 requests submitted17 requests submitted

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Cypress-Fairbanks ISDCypress-Fairbanks ISD Lisa Cottle Lisa Cottle

ProcessProcess TrainTrain Campus Coordinator, diagnostician, special Campus Coordinator, diagnostician, special

education support staff, campus administrators, education support staff, campus administrators, and instructional leaders on use of and instructional leaders on use of accommodations accommodations

Establish contact personEstablish contact person (e.g. Campus (e.g. Campus Coordinator is the only request writer)Coordinator is the only request writer)

Facilitate communicationFacilitate communication between Campus between Campus Coordinator, campus staff, curriculum, testing Coordinator, campus staff, curriculum, testing office, and TEAoffice, and TEA

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Cypress-Fairbanks ISDCypress-Fairbanks ISD Lisa Cottle Lisa Cottle

Procedure Procedure 1. Campus determines need for ARF 1. Campus determines need for ARF 2. Campus Coordinator completes online request, 2. Campus Coordinator completes online request,

prints copy, highlights ID number, files in prints copy, highlights ID number, files in notebook, and records student’s name notebook, and records student’s name

3. District Testing Coordinator receives e-mail with 3. District Testing Coordinator receives e-mail with request for approval, prints copy, highlights ID request for approval, prints copy, highlights ID number, files in notebook, forwards e-mail to number, files in notebook, forwards e-mail to campus either stating that request has been campus either stating that request has been submitted to TEA for approval or is not being submitted to TEA for approval or is not being submitted, submits to TEA for approval by hitting submitted, submits to TEA for approval by hitting “reply”“reply”

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Cypress-Fairbanks ISDCypress-Fairbanks ISD Lisa Cottle Lisa Cottle

Procedure Procedure 4. District Testing Coordinator receives 4. District Testing Coordinator receives

approval or denial, prints, places in approval or denial, prints, places in notebook, and forwards e-mail notice to notebook, and forwards e-mail notice to campus campus

5. Campus prints, files, acknowledges 5. Campus prints, files, acknowledges receipt, and supplies District Testing receipt, and supplies District Testing Coordinator with name of studentCoordinator with name of student

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Cypress-Fairbanks ISDCypress-Fairbanks ISD Lisa Cottle Lisa Cottle

Procedure Procedure HINT: HINT: • File these in ID number order, not by File these in ID number order, not by

student name student name • All parties have a copy of original, so if All parties have a copy of original, so if

request is denied and needs to be request is denied and needs to be resubmitted, Campus and District Testing resubmitted, Campus and District Testing Coordinator can work together to improve Coordinator can work together to improve and rewrite. and rewrite.

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Cypress-Fairbanks ISD Cypress-Fairbanks ISD Lisa CottleLisa Cottle

FeedbackFeedback Wow!!! What a difference! Wow!!! What a difference! Easier ProcedureEasier Procedure Faster responseFaster response Better record-keepingBetter record-keeping Thorough documentation for district and campus Thorough documentation for district and campus Great support system at TEA Great support system at TEA Design of online form Design of online form Help needed with wording of rationaleHelp needed with wording of rationale

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Cypress-Fairbanks ISDCypress-Fairbanks ISD Lisa Cottle Lisa Cottle

Things to ConsiderThings to Consider

Train thoroughly on the manual Train thoroughly on the manual Have a procedural system in Have a procedural system in

place place Create a record-keeping system Create a record-keeping system

before you get startedbefore you get started

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Galena Park ISDGalena Park ISDStacy Daugherty Stacy Daugherty

Spring 2008 pilot Spring 2008 pilot All requests from March forward were processed All requests from March forward were processed

using online formusing online form Using the 07-08 policies – approx. 250 requests Using the 07-08 policies – approx. 250 requests

submittedsubmitted

Fall 2009 pilotFall 2009 pilot All campuses trained and voluteeredAll campuses trained and voluteered Using 08-09 policies – approx. 5 requests Using 08-09 policies – approx. 5 requests

submittedsubmitted

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Galena Park ISDGalena Park ISDStacy Daugherty Stacy Daugherty

Internal Procedures – Spring 2008 Internal Procedures – Spring 2008 Campus Testing Coordinator submitted requests via Campus Testing Coordinator submitted requests via

word document to District Testing Coordinator word document to District Testing Coordinator District Testing Coordinator submitted all requests online.District Testing Coordinator submitted all requests online.

Internal Procedures – Internal Procedures – Fall 2009 and forwardFall 2009 and forward Campus Testing Coordinator submits requests using Campus Testing Coordinator submits requests using

online system. online system. District Testing Coordinator replies to request and copies District Testing Coordinator replies to request and copies

Campus Testing Coordinator on emailCampus Testing Coordinator on email District Testing Coordinator forwards approval/denial District Testing Coordinator forwards approval/denial

information to Campus Testing Coordinator information to Campus Testing Coordinator

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Wichita Falls ISD Wichita Falls ISD Denise WilliamsDenise Williams

ParticipantsParticipants 11 of 28 campuses volunteered to participate11 of 28 campuses volunteered to participate 65 requests submitted65 requests submitted

Internal ProceduresInternal Procedures District Testing Coordinator has final authority to District Testing Coordinator has final authority to

approve the request for processingapprove the request for processing Encourage Campus Testing Coordinator, Encourage Campus Testing Coordinator,

teachers, and diagnosticians to become familiar teachers, and diagnosticians to become familiar with the online system … they will save an with the online system … they will save an abundance of time using this system rather than abundance of time using this system rather than the fax/mail-in systemthe fax/mail-in system

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Wichita Falls ISD Wichita Falls ISD Denise WilliamsDenise Williams

Feedback: Overall experience (once the Feedback: Overall experience (once the anxiety was gone) – FABULOUS!!!anxiety was gone) – FABULOUS!!! Accommodations Task Force (ATF) provided Accommodations Task Force (ATF) provided

ample supportample support The online system is pre-populated which cuts The online system is pre-populated which cuts

down on time and errorsdown on time and errors Feedback: Things that could be improvedFeedback: Things that could be improved

When an error is identified When an error is identified afterafter the ARF has the ARF has been submitted, there is no way to go back and been submitted, there is no way to go back and make corrections … a new ARF must be make corrections … a new ARF must be submittedsubmitted

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Wichita Falls ISD Wichita Falls ISD Denise WilliamsDenise Williams

Helpful Tips Helpful Tips OrganizationOrganization

Develop a tracking system in order to keep up with the Develop a tracking system in order to keep up with the status of requests (Handout) status of requests (Handout)

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Wichita Falls ISD Wichita Falls ISD Denise WilliamsDenise Williams

Helpful Tips Helpful Tips Technology Technology

Even if the ARF is submitted by the DTC, a reply Even if the ARF is submitted by the DTC, a reply is required before the request will be processedis required before the request will be processed

The ARF receipt can be shared with Campus The ARF receipt can be shared with Campus Testing Coordinator prior to replying which Testing Coordinator prior to replying which puts puts the responsibility of verifying the information on the responsibility of verifying the information on the campus and NOT on the DTCthe campus and NOT on the DTC

There is a size limit for attachments that need to There is a size limit for attachments that need to be sent with an online ARFbe sent with an online ARF

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TEA Accommodation Task ForceTEA Accommodation Task Force

• A: Lynn Franzen

• B: Gloria Reyes

• C: Nicole Ellis

• D: Sue Russell

• E: Megan Galicia

• F-G: Stephanie Weaver

• H: Erin McNeely

• I-L: Pam Stockton

• M, P: Magda Wolk

• N, O: Jill White

• Q, R: John Mitchell

• S: Paty Ugalde

• T-V: Lisa Stafford

• W-Z: Shannon Lowry

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Ideas for the FutureIdeas for the Future

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Intended users represent an enormous audience so we needed an open system

Initially secured system by insuring a default notification of the District Testing Coordinator

If during this first year the privileges of online request become problematic we will update the system User ID password

Require Password Access

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Place for Student IDPlace for Student ID

For now, include your internal tracking For now, include your internal tracking numbers with information in either numbers with information in either description or rationale fieldsdescription or rationale fields

Consideration for the future but still not for Consideration for the future but still not for confidential info confidential info Possible field added with a minimum number Possible field added with a minimum number

of spaces availableof spaces available

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Other Possibilities Other Possibilities Ability of districts to view status of request Ability of districts to view status of request Choose multiple subjects for one child on Choose multiple subjects for one child on

one request one request

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