Return Materials

Owned by Bruce Malone
Last updated: Sept 09, 2024 by Sruthi Murali
1 min read

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.

STAAR Secure Materials

  • used and unused test booklets, including Spanish, large-print, and braille test booklets

  • STAAR Paper with Embedded Supports Secure Test Instructions

  • STAAR Braille Secure Test Instructions

STAAR Alternate 2 Secure Materials

  • used and unused test booklets, including large-print test booklets

  • used and unused image cards

  • STAAR Alternate 2 Secure Test Instructions

  • completed STAAR Alternate 2 scoring documents

  • photocopies or any other type of reproduction of secure test materials

NOTE: Refer to the STAAR Alternate 2 Image Card Count document for the number of image cards for each grade and subject or course and form. The document will be provided in the Secure File Center when initial orders are shipped. Each cover card in the set also indicates the number of cards in that set. A return bag is provided for image cards.

TELPAS Secure Materials

  • used and unused test booklets, including large-print and braille test booklets

  • TELPAS Braille Secure Test Instructions

❏ 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:

District Personnel Return Paper Test Materials.png

❏ 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.

❏ Consolidate and 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 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. 

  • For materials ordered during the initial order window, 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.

  • For materials ordered during the additional order window, the labels will not contain the district name and county-district number.

  • 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:

Shipping label.png

 

  • 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.

  • 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 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 pickup.

  • Retain shipping records for five years as required.