ASSOCIATE Test Coordinator Training

1. ASSOCIATE Test Coordinator Training Fall 2013 9 Steps to a Fair & Secure Test Administration HSGQE Retest

2. Content we’ll Cover Today • Alaska 2013 Fall Assessment • Test Security • 9 Steps • Step 1: Receive and Inventory Test Materials • Step 2: Check Testing Materials • Step 3: Determine Testing Personnel • Step 4: Plan Testing Schedule • Step 5: Organize School Test Centers • Step 6: Use of Standardized Administration Procedures • Step 7: Prepare Test Books • Step 8: Administer Tests • Step 9: Assemble Materials for Return

3. 2013 Fall Assessment

4. Test Security Agreement Test Security Agreement (TSA) Level 1-3 Testing Personnel is provided by the DTC or may be downloaded from the EED website http://www.eed.alaska.gov/forms/home.cfm The TSA must be signed and on file with the DTC prior to receiving testing materials.

5. Review TSA carefully. • Initial each line that applies to you (NA in others). • Sign and date the document. • You are acknowledging that you are responsible for test security at your site. • You are acknowledging that you understand and will follow all guidance, regulation, and instructions associated with all fall assessments. • Return the signed copy to the DTC TSAsare legal documents ensuring that every student has a secure and optimal testing experience.

6. Step One: Receive & Inventory Test Materials • On the day the materials arrive at your school,confirm receipt of materials with the DTC. What is your district procedure? Who else needs to know that materials must be delivered securely to you? (office staff, custodians, etc.)

7. Alaska HSGQE Alaska HSGQE Alaska HSGQE Alaska HSGQE Alaska HSGQE Alaska HSGQE Alaska HSGQE Verify that you have sufficient materials for all enrolled students scheduled to test for each assessment.

8. Documents you will need to do the inventory: • School Packing List • School Security Checklist DTCs and atcs work together to ensure that all needed materials are available and secure.

9. Compare the materials received to the school packing lists. • Compare ranges of security numbers on the school security checklists against test books received. • Double-check quantities of materials. • Verify the accommodated materials type and quantity received. ATCs ensure that every student on-site has the correct test materials.

10. Materials may include: • Large Print – per subject • Braille – per subject • Audio CD – Reading, Writing, and Math • Sign Language DVD – Reading, Writing, and Math • Braille, Large Print, Audio, or DVD accommodated materials require transcription of responses into standard a test book: • HSGQE Retest into Form I HSGQE RetestAccommodated Test Materials

11. If a student requires a read aloud accommodation in the form of audio CDs, the following assessment requires 2 Audio CDs: • HSGQE Retest Reading Make sure all CD/DVD players have electricity or batteries and are working properly. CDs must be securely stored and returned with testing materials. x 2 Ensure both discs are provided to students during testing.

12. When on-site inventory is complete: • Notify DTC that inventory process is complete and determine necessary actions for any discrepancies. • Follow up with DTC if new students arrive at your site prior to testing. ATCs provide DTCs with theinformation necessary to ensure that the test administra-tion runs smoothly.

13. What if… • I don’t have enough materials? • materials have rips, folds, creases, or any kind of printing irregularity? • there are only 9 books in a shrink wrapped bundle? • boxes are missing? • boxes are received that should have been delivered to another school? • materials are received that are not on my list?

14. Then… Contact your DTC immediately.

15. Step Two: Check Testing Materials Each associate test coordinator will receive testing materials from the DTC that come from two sources: DRC (the vendor) and the district. These items must be inventoried, secured, and distributed to the correct students. It is important to know what you will receive and which students will be using the materials so that a testing violation does not occur.

16. Provided by DRC: • Test Administration Directions Manual (TAD) • Test books • Daily Check In/Check Out Worksheet (from TAD) Some districts ask ATCs to manage these materials: • Precodelabels and/or district/school labels • “Do Not Score” Labels ATCs must account for all testing materials, effectively and efficiently, distribute them to proctors, and ensure that they are securely stored.

17. Provided by District: • Sharpened No. 2 pencils with eraser (not mechanical) • Extra erasers • Scratch paper for reading, writing, and mathematics tests • “Do Not Disturb” sign(s) • List of students and subtests to be taken • List of students requiring accommodations/modifications • Seating Chart (suggested) All test materials must be appropriatelystored before, during and after testing.

18. Step Three: Determine the Testing Personnel Statewide Assessments are high-stakes tests that may only be administered by district employees. All certified teachers are required to participate, by regulation, in administering statewide assessments to students.

19. All HSGQE proctors must be certified teachers. • Proctors should not be testing their own child (biological, step-child, adopted or foster care). • One proctor for every 30 students is required. • Proctors must sign test security agreements prior to testing. ATCs coordinate on-site personnel well before the testing window to ensure that a sufficient number of proctors will be available.

20. Step Four: Plan Testing Schedule ATCs are responsible for communicating the district and site testing schedule to the school staff and for ensuring that the schedule is followed by every proctor/test administrator in order to avoid test invalidations.

21. HSGQE Retest must be administered on the following dates: • Reading – Tuesday, October 1 • Writing – Wednesday, October 2 • Mathematics – Thursday, October 3 • Testing must begin between 8:00am and 10:00 am. • Students are not permitted to leave within the first two hours of testing. • No students are not permitted to start after the first two hours of testing. HSGQE Retest Schedule

22. Scheduling & Test Security • Provide adequate oversight of students continuing testing after lunch. • Monitored lunch HSGQE testing • Determine where students who finish testing early will be and what they will do. • Determine the roster of all returning adults with Certificates of Achievement and provide appropriate testing space. Testing Schedules can be affected by test security concerns. Atcs are responsible for providing guidance prior to the testing date to avoid security breaches.

23. Step Five: Organize the School Test Center ATCs provide proctors with both the information and the support needed to have a secure and positive location to test.

24. Eliminate distractions such as bells, telephones, or announcements. • Confirm testing rooms have proper lighting and instructional materials are removed from the walls. • Confirm students needing accommodations are addressed. • Post rules for student electronic devices. • Distribute, collect, and inventory testing materials daily. ATCs must be present in the halls and easily reached during testing to address any problems.

25. Step Six: Use of Standardized Administration Procedures Training and supporting all testing personnel ensures that all students will test in an organized, secure manner and that the assessment results will be a valid measure of their knowledge, skills, and abilities.

26. Confirm all proctors have been trained. • Ensure proctors have read the TAD in advance. • Ensure similar testing conditions for each proctor. • Ensure proctors read test directions as written. • Ensure proctors are walking around the testing room during testing. Standardized testing procedures, such as reading directions exactly as written, ensure that all students have equal access to the test.

27. The following actions will result in test invalidation: • Cheating • Marking multiple random responses • Copying and/or transmitting test items/answers • Using unapproved reference materials • The use of cell phones or electronic devices • Taking assessments out of order Note: this is not an exhaustive list. Testing Personnel are responsible for ensuring students do not have the opportunity to choose cheating.

28. Step Seven: Prepare the Test Books Labels contain student information and link students to specific test books. All test books must have either a precode label or a district/school label. Test books returned without a label will be considered unused and will not be scored. Check with your DTC regarding your district’s process for labeling.

29. The precode label saves proctors time and eliminates errors caused by hand-bubbling. • If a precode label is used, the bubbles on the front cover of the test remain blank.

30. The district/school label is used if there is no precode label or if the precode label is incorrect or damaged. It assigns the student to the correct district and school for reporting purposes. When a district/school label is applied, all student demographic information must be bubbled on the test book.

31. Use “Do Not Score” labels under the following types of circumstances: • A label is not positioned correctly on the test book (redo with another test book and district/school label). • An inappropriate label was placed on the test book (may need to transcribe student answers). Avoid using a “Do Not Score” label if there is a bubble correctly marked in the “Teacher Use Only” field on the front cover.

32. Precode Label District/School Label • Yellow labels are to be used for HSGQE Retest test books.

33. HSGQE Retest Form I • One test book containing reading, writing, and mathematics=One precode label. • The label includes the HSGQE Retest subtests to be taken;If only the subtests listed are inaccurate, the label may still be used – this will not impact any data collection. Returning adults with Certificates of Achievement – apply a district label and bubble in what is known. HSGQE Retest

34. What if… a student with a precode label also bubbles in his/her name on the front of the test book?

35. Then… Don’t worry! The student precode label will override all bubbled information.

36. What if… • student information is incorrect on the precode label? • I have new students who enrolled after the precode window? • the precode label is torn? • label is positioned incorrectly on the test book?

37. Then… When a precode label does not exist for a student, is incorrect, damaged, or placed incorrectly, a district/school label can be used in place of a precode label.

38. What if… a Do Not Score label is inappropriately applied to a test book?

39. Then… contact your DTC immediately.

40. Step 8: Administer the Tests ATCs implement the district procedures at their site to ensure that test materials are constantly monitored to avoid loss and possible security breach.

41. Use security checklists to track secure materials at all times • Associate Test Coordinators use school security checklists to confirm tracking daily with proctors • Proctors use the Classroom Daily Check In-Check Out worksheetto monitor tracking with students hourly Test books should only be distributed/transported by district employees. Test books should not be left with students without a proctor present. All site employees should be provided with clear procedures for maintaining secure test materials.

42. Step 9: Assemble Materials for Return ATCs support school testing personnel in the orderly and secure collection and return of materials to the DTC. When all staff are well informed of the process, materials will not be misplaced or security compromised.

43. Inventory student test books and ensure the following:

44. Package all used and unused test materials in shipping boxes to send to your DTC as instructed in TAD. • Notify DTC that boxes are en route.

45. What if… The boxes can’t get out from my school due to weather?

46. Then… contact your DTC immediately. Keep materials secure until they can be shipped. Document clearly the transfer of materials if an alternate route is taken.

47. Missing Materials Once all materials are inventoried at DRC, a missing materials report is generated and districts are contacted.

48. Missing Materials Investigation DTCs must provide the following documentation to EED and interview personnel: • Transfer Materials Form • School Packing List • School Security Checklist • School/Classroom Daily Check In-Check Out worksheet The DTC will rely upon your documents to aid in the investigation.

50. Quiz Time • When materials arrive, security _______ must be compared. • Additional TADs can be downloaded from ______. • Number ______ pencils are acceptable. • Associate test coordinators use ______ to confirm tracking with testing personnel. • Students who answer using Braille, Large Print, or keyboarding must have responses ______ into a standard test book. • Test books not used should be left in the ______ ______ and returned to the DTC after testing. • All used test books must have a ______ before being shipped for scoring. • A HSGQE proctor is a ________________.