Collect Test Materials

Campus coordinators must:

❏ Return Secure Test Materials to District Coordinator

• Keep all secure materials in locked storage until they are returned.

• Separate secure materials by administration and return them to the district coordinator in the brown boxes in which they arrived as soon as possible after the administration.

❏ Retain Specific Test Materials

The following materials do not need to be returned to the testing contractor but should be retained at the local district or campus level for five years:

• Oaths of Test Security and Confidentiality

• completed seating charts for STAAR and TELPAS administrations

• completed Materials Control Forms

• packing lists

❏ Destroy Other Test Materials

The following materials must be destroyed after testing:

• used and unused student test tickets

• used and unused test session IDs

• any scratch paper, graph paper, and reference materials students have written on

• allowable supplemental aids students have written on

• handwritten or typed student responses, as well as recordings, that have been transferred into DEI

Collect and Return Test Materials

All secure test materials must be returned to Pearson by the due date listed on the Calendar of Events. District coordinators must:

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❏ Collect Secure Materials from Campuses

• Ensure that campus coordinators have returned all secure materials sent to them that are listed above.

• Keep all secure materials in locked storage until they are returned to the testing contractor.

❏ Pack All Secure Materials 

• Secure test materials may be returned to the contractor as soon as testing is complete for the district. Secure materials must be returned by the dates indicated on the Calendar of Events.

• Materials should be packed for each administration either by campus or by district. If district testing personnel are packing by campus, they should ensure that all materials for a single campus and testing program are grouped together and packed in the box before adding materials from another campus. 

• Materials for STAAR grades 3–8 and EOC assessments may be packed together but should not be mixed with STAAR Alternate 2 or TELPAS materials.

• Boxes should be stacked on the pallets and wrapped tightly with pallet wrap film to ensure that boxes do not shift while in transit.

• If shipping supplies are needed to return the pallets, the carrier should be contacted prior to pick up.

❏ Complete a Shipping Label for Each Box and Seal the Boxes Securely 

• District coordinators receive overage UPS Ground Return Labels or bills of lading and colored return labels for use when returning materials. 

• Overage labels are shipped to each district in Box 1. If additional labels are required, they can be ordered during the additional orders window for the administration or Texas Testing Support can be contacted. 

• District name and county-district number should be verified on the labels. If the information is incorrect, it should be crossed out and printed clearly.

• The boxes should be securely sealed and the colored shipping labels affixed to the boxes, making sure that the return labels cover any previously used labels. Colored labels are different for each program:

  • STAAR labels are blue.

  • STAAR Alternate 2 labels are purple.

  • TELPAS labels are lavender.

• Below is a sample STAAR Alternate 2 label:

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• After the boxes are packed, they should be numbered 1 of x, 2 of x, etc. on the colored label. 

• The label should be placed on the box in the position shown (the sample label is for STAAR). 

❏ Organize Boxes for Pickup

• For parcel returns, contact UPS at (800) PICK-UPS at least two working days before the pickup date to request that secure materials be collected and returned. Follow the How to Schedule a Pickup with UPS instructions to schedule a pickup online.

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• For freight returns, schedule pickups 24–48 hours in advance.

• Place all materials on a pallet for pickup.

• Call the number on the bill of lading located in District Box 1 (the white box with the "BOX 1 OPEN FIRST" sticker) and provide the carrier with the following information:

  • the physical location where packages are to be picked up

  • the estimated number of packages to be picked up

  • whether the packages will be palletized and shrink-wrapped

  • whether the location has a dock or if a liftgate is necessary for pickup

• Sign the bill of lading required by the carrier and have it ready at the time of pickup. A prepopulated bill of lading is included in District Box 1. Be sure to retain a copy for school records. 

• Record the return shipment tracking numbers of each administration for future reference.

• Contact Texas Testing Support if there are any questions or issues ahead of the pickup.

• Retain shipping records for five years as required.