WIDA/ACCESS logistics: pre‑ID files, braille ordering deadlines and volunteer observations explained

Utah assessment staff told directors the first ACCESS pre‑ID file for ordering and shipping materials will be uploaded Oct. 30 and that the first materials shipment will be ordered at the school‑site level based on that file.

Staff summarized the schedule and key operational points:
- First pre‑ID file: Oct. 30 (state will order kindergarten and online access materials and include overage); schools will be able to see students loaded starting Dec. 3.
- Second pre‑ID file: Dec. 11 to capture transfers and new enrollments; the second file does not trigger additional automatic material orders; additional materials can be requested starting Dec. 12.
- Alternate and braille ordering must be placed at the school level (district orders are for additional materials only); ordering window closes on the 27th of the month (presenter cited a deadline of the 27th for ordering in one part of the presentation).

Staff emphasized eligibility, logistics and supports:
- Paper alternate and braille forms require a school‑level label; if districts placed orders at the district level those orders should be changed to the school level to ensure proper labeling.
- Districts should expect UPS deliveries between Dec. 12 and Dec. 15; staff warned someone must be present to sign for shipments.
- Observations: the assessment office will schedule ACCESS administration observations as part of its peer‑review requirements; observations this year will focus on districts along the Wasatch Front and are not compliance monitoring but technical‑assistance visits. Selected LEAs will receive several weeks' notice; staff said they will work with districts to plan observation timing and focus areas.

Staff also repeated contact points for rosters, accommodations and logistics (rostering, accommodations, Avant/STAMP roster help) and noted training opportunities for district staff, including a Midas course on dual‑identified students.

Directors were reminded to update secure browsers on student devices and to confirm technology readiness well before testing.