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PULASKI COUNTY SPECIAL SCHOOL DISTRICT . Mid-Year EOC Test Coordinators’ Meeting December 17, 2013. GOALS. To review ACTAAP Rules To discuss the test administration guidelines To review the role of the school test coordinator and test administrator To discuss test security guidelines

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pulaski county special school district


Mid-Year EOC Test Coordinators’ Meeting

December 17, 2013

  • To review ACTAAP Rules
  • To discuss the test administration guidelines
  • To review the role of the school test coordinator and test administrator
  • To discuss test security guidelines
  • To discuss testing session schedule
  • To review accommodations guidelines
actaap rules
    • The following 11 rules are enumerated in the ACTAAP Rules
  • 5.05.1
    • ADE shall establish mandatory training sessions for local district testing coordinators and other appropriate school personnel to ensure understanding of the administration of assessments
actaap rules1
  • 5.05.2
    • The superintendent or his/her designee in each school district shall be responsible for coordinating all local assessment activities
    • Scheduling testing times of all affected campuses according to the testing calendar developed by the ADE
actaap rules2
    • Ensuring that security is maintained as specified in the appropriate testing administration materials
    • Ensuring that all district personnel involved in the testing have been properly trained as specified by the ADE
actaap rules3
    • Ensuring that all testing instruments are administered to all students according to the procedures established by the Commissioner of Education
    • Ensuring that all assessment documents and student identification information are properly and accurately coded
actaap rules4
    • Attesting whether ALL students have participated in the appropriate grade-level assessment(s)
    • Recommending for adoption by local school boards a school calendar that in no way jeopardizes or limits the valid testing and comparison of students’ learning gains
actaap rules5
  • 5.05.3
    • The appropriate test administration materials shall specify any allowable accommodations available to students participating in the administration of standard state assessments
  • 5.05.4
    • All students enrolled in a state-tested grade shall be accounted for in the State Assessment System
actaap rules6
  • 5.07 Security and confidentiality
    • 5.07.01Violation of the security or confidential integrity of any assessment is prohibited.
    • 5.07.2 The Board shall sanction a person who engages in conduct prohibited by this section, as provided under Arkansas Code §6-17-405 and following the Process for Certificate Invalidation as approved by the Board. Additionally, the Board may sanction a school district and/or school in which conduct prohibited in this section occurs.
actaap rules 5 07
  • Maintaining security of testing materials
    • Proper Administration of tests
    • Failure to report security breaches
    • Return of materials on time
  • Superintendent responsibility
end of course assessments
    • An IAIP shall include research-based remediation activities and multiple opportunities for the student to take and pass subsequent high-stakes end-of-course assessments as long as the student remains in an Arkansas public school and has not reached twenty-one (21) years of age.
code of ethics
  • 5.03 Standard 3:
    • An educator honestly fulfills reporting obligations associated with professional practices
  • 5.06 Standard 6:
    • An educator keeps in confidence information about students and colleagues obtained in the course of professional service, including secure standardized test materials and results, unless disclosure serves a professional purpose or is allowed by law.
code of ethics for educators rules
Code Of Ethics for Educators Rules
  • The Professional Licensure Standard Board (Board) is authorized to recommend to the State Board probation, suspension, revocation or denial of a teaching license or the issuance of a reprimand or warning after an investigation is held…..
  • The Board is also authorized to recommend other avenues to assist the educator via training…
testing improprieties
  • 5.01 Any organization or individual may file a written, signed report of alleged testing improprieties with the Department of Education.
    • Traditional public schools. . .may file such a report by completing Form A.
    • Any other organizations or individuals may file such a report by completing Form B.
  • All reports should be filed immediately. All reports shall be file not later than fourteen (14) days after the reporting party became aware of the alleged testing impropriety.
testing improprieties1
  • Written reports must include:
    • A statement that conduct violating the security or confidential integrity of a test or assessment has occurred;
    • Specific facts upon which the statement is based, including without limitation:
      • When the alleged violation occurred;
      • Where the alleged violation occurred, including specific statements of fact describing the acts or omissions alleged to constitute a violation;
testing improprieties2
      • Names of individuals who allegedly committed the violation
      • Names of individuals who possess information concerning the alleged violation
    • The signature of the individual filing the complaint. The Office of Student Assessment shall not process anonymous reports.
  • Principals will need to gather information and investigate. He/She must report what action was taken to correct the problem.
cell phone electronic devices
  • No electronic devices with audio/video recording and/or photographic capabilities shall be accessible at any time during test administration (students or teachers). Other electronic equipment that allows for communication among students shall not be accessible at any time during test administration (e.g., cell phone, iPod, MP3 player).
cell phone electronic devices1
  • Cell phones shall be turned off and not accessible.
  • Students and test administrators shall not have access to any device with photographic capabilities.
  • Any electronic device that allows for communication among students shall not be accessible at any time during test administration.
cell phone electronic devices2
  • If any prohibited equipment is accessed during testing
    • Immediately report it to building level principal
    • Immediately contact district test coordinator
    • Immediately check that no information about the test has been saved, sent, or received
    • Follow district policy for further actions
cell phone electronic devices3
  • All parties involved will write a signed statement
    • Describing how the irregularity was handled
    • Describing how the district policy was followed
    • Submitted to the district test coordinator with 5 school days
test preparations
Test Preparations
  • Attitudes, Perceptions and Circumstances can significantly impact the test results. Please be sure that:
    • Conditions are conducive to testing
    • Test is well organized
    • Parents, Faculty, and Students are informed of the testing dates and procedures.
school test coordinators
School Test Coordinators
  • The information presented during this workshop is an overview of testing procedures. You are responsible for reading the school test coordinator’s manual.
  • Be sure to include the backup test coordinator in the planning of the exam.
  • You are responsible for :
    • Inventorying the test materials immediately
    • Securing the test materials
school test coordinators1
School Test Coordinators
  • Selecting the test administration sites and administrators
  • Ensuring all test administrators are currently licensed by the ADE
  • Coordinating the schedule with the principal
  • Picking up, packaging, and returning the test materials on time
  • IEP, 504, LPAC assessment information is on file
  • Training the test administrators
    • Formal training must be held at least 3 days prior to test administration
    • Additional training for test administrators of accommodation to ensure that the allowable accommodations are delivered
  • Reporting test violations
  • Answering questions and resolving problems during the testing period
  • Preparing a backup plan in case of emergencies
school test coordinators2
School Test Coordinators
  • Train all Test Administrators
  • Include
    • Test administration for standard sessions
    • Additional training for test administrators of sessions with accommodations. Train extra personnel in case of emergencies.
    • The campus testing schedule including breaks
    • Test administration manual
    • Review of the district written cell phone policy
    • Emergency procedures
school test coordinators3
School Test Coordinators
  • Review of Test Security Guidelines
  • Read Affidavit 3 together so that all certified personnel involved in administering assessments will understand the security requirements before they sign the form
    • “I certify that I have not read, copies, reproduced, or released in any way the secure Mid-Year End-of-Course Examinations items or students’ responses to test items. I have not conducted any inappropriate test preparation activities with students that could invalidate the test results or give them an unfair advantage over others. As directed in the manual for the current administration, all used and unused test booklets, all used and unused answer documents, and all completed Student Not Tested Forms have been packaged and returned to the School Test Coordinator.
    • I have read the statements above and understand that I am certifying that they are true. I understand that violating any of the Arkansas Department of Education’s test security procedures could result in revocation of my license.
test planning
Test Planning
  • Maintain an Assessment Notebook
    • Training dates
    • Agenda and Sign-in Sheets
    • Classroom/testing assignments
    • Test Security Affidavits with Affidavit Waiver Forms attached
    • Accommodations documentation
    • Emergency Plan
    • Calculator Policy
    • Cell Phone Policy
    • Test Security Guidelines
    • Test Schedules
test planning1
Test Planning

Additional Documentation

  • Test booklet(s) transfer form(s)
  • Missing or damaged test booklets
  • Students absent during the testing
  • Students not assessed and the reason
  • Student behavior that might impact testing results
test planning2
Test Planning
  • Read the District & School Test Coordinator Manual
  • Develop a school-level schedule for
    • Inventory
    • Training
    • Testing
    • Collection of materials from test administrators
    • Final inventory and packing
test planning3
Test Planning
  • School-level training is required of all test administrators and monitors/proctors; Suggest training entire staff.
  • Train additional test administrators to cover emergencies, breaks, and accommodated sessions
  • Provide all testing information to building administrators & staff if not trained with testing staff
test administrator s responsibilities
Test Administrator’s Responsibilities
  • Test Administrators shall
    • Count all materials and sign the Test Booklet Security form when checking out test materials each day
    • Ensure that all testing materials are kept secure before, during, and after testing (including breaks)
    • Follow the testing schedule provided by the School Test Coordinator
    • Eliminate items from the classroom that could provide cueing to students
    • Provide a classroom environment that is conducive to testing
test administrator s responsibilities1
Test Administrator’s Responsibilities
  • Test Administrators shall
    • Sign the Affidavit Waiver before providing the read-aloud accommodation (Cannot administer any other form of test)
    • Review the administration script in the manual
    • Follow all training instructions and schedules
    • Distribute test booklets in spiral order
    • Read all directions using a normal tone and manner
    • Provide no cues or assistance to students
    • Actively monitor throughout the session
      • Walk unobtrusively around the room
      • Look for use of electronic devices
      • Use the large session number at the top of answer document to ensure students are working in the correct space
test administrator s responsibilities2
Test Administrator’s Responsibilities
  • Active monitoring during test administration

Check the large session titles at the top of the answer documents while circulating around the room during monitoring

Check the bottom of the answer document to verify that testing sessions for the day are completed while circulating around the room during monitoring

test administrator s responsibilities3
Test Administrator’s Responsibilities
  • Administrators shall ensure that students:
    • Use a #2 pencil ONLY
    • Do not remove mathematics reference sheet from the test booklet
    • Do not have extraneous materials in the testing area, including scratch paper
    • Do not have access to any prohibited electronic device
test administrator s responsibilities4
Test Administrator’s Responsibilities

Test Administrators shall not answer students’ questions about the content of the test

  • Instruct students to select the best answer
  • If a student insists there is not an answer, or there is a problem with a question
    • Do not look at the test item
    • Provide the school test coordinator with the form letter, the item and session number and test name
    • The STC will contact the DTC with the information
test administrator s responsibilities5
Test Administrator’s Responsibilities
  • Test Administrators shall not have access to computers during testing
    • Use of Smart board timer is allowed
  • No food or drink is allowed in the testing area with testing materials
    • No gum or mints
  • Do not leave students with secure testing materials in an unlocked room unless a trained, licensed teacher or administrator is present
  • Maintain security of test booklets and answer documents with student work at all times
test administrator s responsibilities6
Test Administrator’s Responsibilities
  • Cell phones shall be turned off and not accessible.
  • Each school will post signs reminding teachers not to bring cell phones into the building on test days.
  • Teachers having access to cell phones is a security breach and will be reported.
test administrator s responsibilities7
Test Administrator’s Responsibilities
  • Collect materials from students
    • Ensure that all materials are accounted for
      • Check for answer documents in test booklets
      • Check for extraneous materials in answer documents (rulers, math reference sheets)
    • Report all lost or damaged materials the School Test Coordinator
  • Return all materials in the order prescribed by the School Test Coordinator
    • Sign Affidavit 3
    • Sign the Affidavit Waiver if required
new for 2014
New for 2014
  • A Foreign Exchange section has been added to the “Teacher Use Only” box on the answer document
who is tested1
Who is Tested?
  • All students, including ALE students, completing Algebra I, Geometry, or Biology at mid-year for high school credit must participate with or without allowable accommodations.
  • Students who completed Algebra I, Geometry of Biology in summer school or by correspondence
    • No option to wait until spring to test students who have completed the course by mid-year
      • Looping
      • Students who have taken the course and have not taken the exam
who is tested2
Who Is Tested?
  • In addition:
    • A failing grade in any course does not exempt a student from taking the EOC exam
    • The decision to repeat the semester or course is not an exemption from testing
    • Students enrolled in Algebra or Geometry sequenced over two years must test at the end of the two years whether he/she has completed the course or earned a passing grade.
who is tested3
Who Is Tested?
  • Disabled
  • Title I
  • Transfer Students- Schools must contact DTC prior to transferring student documents.
  • LEP (First Year LEP students are not exempt.)
  • ALE
  • Foreign Exchange (code less than one year)
  • Day Treatment
  • Migrant Students
  • Highly Mobile Students
who is tested4
Who is Tested?
  • The following students are NOT tested:
    • Home-schooled
    • Home-bound
    • Incarcerated
    • Residential Treatment Centers
    • Juvenile Detention Centers
accounting for students
Accounting for Students
  • Pre-ID labels will be provided for most students
  • Bubble the demographics for any student who should test at mid-year for whom no label is provided
  • Data comes from eSchool as of November 27
  • All student labels must be returned and accounted for
    • On a mid-year answer document
    • On a Student Not Tested Form
    • In the Not Tested Return Kit
accounting for students1
Accounting for Students
  • You may receive labels for students who will not test at mid-year
    • Moved
    • Changed Placement
  • Return all labels with reason not tested
    • With scoreable materials for each EOC exam
students not tested
Students Not Tested
  • All students who meet the requirement to test and/or received a student label must be accounted for
    • Answer document with responses
      • Students who answered at least one question
    • Answer document with a not tested reason coded
      • Students who did not test and did not receive a label
      • Students who did not test but were scheduled to test
      • Students who refused to test
      • Students who had an incorrect school, last name, grade, or State ID number listed on the Preliminary Verification Roster
students not tested1
Students Not Tested
  • Label and reason code on a Student Not Tested Form
    • Students who received a label but it was known in advanced were not testing
  • Erasures
    • Eraser marks may be picked up by the scanners resulting in the student receiving a score.
  • Ethnicity Codes
    • Students may fill in more than one circle
    • Roster will show only one code
student not tested form
Student Not Tested Form
  • Use only one form per course
  • Make sure that each Student Not Tested Form has a corresponding School/Course Header Sheet.
  • Mark the reason not tested ABOVE the label
  • Forms CANNOT be copied
student not tested
Student Not Tested
  • Use answer document to account for students who were scheduled to take exam but did not receive a label
  • Contact DTC if student refuses to take test
student information
Student Information
  • Student Identification Number
    • Use 10-digit State Reporting ID Number (Triand number)
      • If this number must be gridded, have the number checked (this is where errors occurred in the past)
  • Social Security Number
    • Must be included if a label is not used
verification and correction of student information
Verification and Correction of Student Information
  • If any of the student demographic information is missing or incorrect, it must be updated in eSchool by the following dates:
    • Algebra I and Geometry: January 10, 2014
    • Biology: January 17, 2014
student labels
Student Labels

If provided, a student label must be used Unless the student’s school, grade, State ID number, and/or last name have changed or is/are incorrect on the Preliminary Demographic Verification Roster.

student answer document
Student Answer Document

Verify information before affixing label to answer document.

Complete all of Box 1 even if a student label is used.

Complete Boxes 1 – 8 if label is not available.

Unused student labels will be attached to the appropriate accountability form.

incorrect labels
Incorrect Labels
  • If labels include incorrect data
    • Ensure that corrections are in eSchool by the specified date
    • Use the incorrect label
  • EXCEPTION: Do not use if any of the following data are wrong
    • Student’s last name
    • State ID Number
    • School
    • Grade
  • Bubble the demographics for these students
student demographics
Student Demographics
  • Information coded in the “Teacher Use Only” box is used to place students in the appropriate reporting categories for AYP (NCLB) and for the state accountability system
  • Coding cannot be changed after answer documents are sent to the testing company
teacher use only box
Teacher Use Only Box

Only sections with an asterisk need to be coded when a label is used

The Course taken section is for Algebra I and Geometry only

test security guidelines
Test Security Guidelines
  • Provide a copy and read the test security guidelines to the test administrators just like they are being read to you.
  • Shrink wrapped may be removed no more than one (1) school day in advance of the day of testing for organizational purposes.
  • No one may look inside the test booklet for any reason.
  • No test booklets should be distributed to test administrators until the day of testing.
test security guidelines1
Test Security Guidelines
  • Students must use the same test booklet and answer document each day.
  • The test booklet and answer document must be kept together throughout all sessions.
  • Keep all materials stored in a securely locked location.

Affidavit 2


  • One signed Affidavit 2
    • Building Principal
    • School Test Coordinator

Affidavit 3

Each test administrator must sign the affidavit.

A separate affidavit needs to be signed for each course tested.

Affidavits are scannable and cannot be copied.

security affidavit
Security Affidavit
  • Read the affidavit together so that all certified personnel involved in administering assessments will understand the security requirements before they sign the form.

I certify that I have not read, copied, reproduced, or released in any way the secure Mid-Year End-of-Course Examinations items or students’ responses to test items. I have not conducted any inappropriate test preparation activities with students that could invalidate the test results or give them an unfair advantage over others. As directed in the manuals for the current administration, all used and unused test booklets, and all used and unused answer documents, and all completed Student Not Tested Forms have been returned to the School Test Coordinator.

test booklet security forms
Test Booklet Security Forms
  • Must be used to distribute test booklets to TA
  • Enter the number range of test booklets assigned to each TA
  • Each TA must initial in the “Out” column when the test booklets are distributed
  • The STC must initial the “In” column when test booklets are returned
  • Completed forms must be returned with test booklets.

Accommodations Waiver

  • Must be completed by TA who provided accommodations
  • Answer document number is found in the lower right hand corner on the back of the document
affidavit waiver form multi line format
Affidavit Waiver Form:Multi-line Format
  • Using the multi‐line version you can input a single student or multiple students who received an approved accommodation while using only one form.
  • You may use either the single or multi‐line version .
secure materials transfer
Secure Materials Transfer
  • Only the district test coordinator can transfer secure materials from district to district
  • Secure materials can be transferred between schools within the district
    • Secure Materials Form must be completed.
    • Contact DTC before materials are transferred.
    • Fax copy of completed transfer form to 490-0254.
school course header sheet
School/Course Header Sheet

One header sheet per course

School LEA must be completed

List all classes in the spaces provided with the number of answer documents to be scored

The number of Student Not Test Forms for each course must be recorded (The number of forms not labels)

classroom group sheet
Classroom/Group Sheet
  • Complete at least one Classroom Header Sheet for each subject in each school.
  • Bubble in the total number of answer documents included.
  • Numbers are right justified
prohibited materials
Prohibited Materials
  • Electronic Devices – No electronic devices with photographic capability shall be accessible at any time during test administration.
  • Scratch paper – Students can use the blank spaces in the test booklets to do scratch work.
  • Food and Drink – During testing, no food or drink is allowed in the testing area.
  • Highlighters – No highlighters may be used on the answer documents.
  • Ink Pens/Felt Tip Markers – Use a No. 2 pencil only. No mechanical pencils.
  • Provide a copy and review the calculator policy in the manual.
  • Include the policy in the Test Administrator training
  • Ensure that only approved calculators are available during testing.
  • Students shall not share calculators and may have only ONE calculator.
  • Test administrators are responsible for ensuring that calculators are used properly during testing and that all calculators are cleared at the start and end of each testing day.
  • Calculators are allowed on all sessions of the Algebra I and Geometry Exams.
  • Calculators are NOT allowed on any session of the Biology Exam.
  • Individuals assigned to clear calculators shall be knowledgeable about the details of clearing the various calculators for use.
  • No programs that simplify algebraic expressions, multiply polynomials, or factor polynomials, etc. are allowed.
  • If using the TI-Nspire calculators with Press to Test, the calculator must be cleared before and after the EVERY session by the Test Administrator.
  • Programmable calculators must have the RAM cleared before and after testing each day.
test session
Test Session

There is one form of the test.

Students must be given a 15-minute break after Session A1 and A3.

test session1
Test Session

There is one form of the test.

Students must be given a 15-minute break after Session G1 and G3.

test session2
Test Session

There is one form of the test.

Students must be given a 15-minute break after Session B1 and B3.

administration of lep accommodations
Administration of LEP Accommodations

LEP students may make use of allowable accommodations if included in the LPAC plan and used regularly in the classroom

  • No directions or explanations in any language other than English are allowed
  • See allowable LEP accommodations in the manual and also in folder
lpac accommodations1
LPAC Accommodations

Test Coordinators and Administrators should be very careful about the dictionary used during testing. Verify that it does not include definitions or pictures.

administration of accommodations
Administration of Accommodations
  • Special Education and 504 students may use allowable accommodations if included in the IEP or 504 plan and used regularly in the classroom
  • Do not code the Special Education Accommodations section for students with a 504 Plan
iep consideration of special factors1
IEP Consideration of Special Factors
  • Of particular importance is question # 8. Keep at the school so that monitors may verify that the student is receiving the proper accommodation during testing.
administration of accommodations1
Administration of Accommodations
  • Training shall be provided for those administering accommodations
    • What is allowed and NOT in allowed
    • How to provide the accommodation
    • Refer to the “Guidelines for Assessment Accommodations for Students with Disabilities”
  • Must be listed in student’s IEP, 504, or LPAC plan under “standardized testing accommodations”
  • Must be an allowable accommodation
  • Must be used regularly in the classroom
  • Modifications are never allowed
administration of accommodations2
Administration of Accommodations
  • When assigning accommodated sessions,
    • Ensure that students receive only the accommodations identified in their plans
    • Assign small groups according to accommodations
    • Do not combine students with different accommodations if it allows any student access to an accommodation not included in his/her plan.
administration of accommodations3
Administration of Accommodations
  • When extended time is allowed, students must complete each session in the order scheduled before moving on to the next session. Students who are at different points in the test schedule must be isolated from students on the regular schedule for testing, during breaks, and during lunch. Extended time does not allow students to go back into a session at a later time in the day to continue working or to complete unfinished items. Student has all day to complete sessions. Students cannot go back into the previous day’s sessions.
administration of accommodations4
Administration of Accommodations
  • Training for individuals providing the Reading Aloud Accommodation
    • Readers may not clarify, elaborate, or provide assistance to students (cueing)
    • You may not read any portion of the reading test
    • Affidavit Waiver must be completed if required
    • Readers should be familiar with the terminology and symbols specific to the content. This is especially important for science assessments and high school mathematics.
administration of accommodations5
Administration of Accommodations

RMT/RWT/RST – Guidelines for Assessment Accommodations for Students with Disabilities

Reading the Math Test/Reading the Writing Test/Reading the Science Test – A new secure test booklet has been produced specifically for Test Administrators who are providing a Read-aloud accommodation to a student.


. Licensed personnel will administer the allowable portions of the exams to students with Individualized Education Programs (IEPs) that specify the accommodation of read-aloud. Test administrators should use an even vocal inflection so that the student does not receive any cues by the way the information is read. It is important that they read test items/questions and text word-for-word exactly as written. Test administrators may not clarify, elaborate, or provide assistance to the students, and need to be familiar with the terminology and symbols specific to the content. A student should have the option of asking a reader to slow down or repeat text.

Revised December 2011

administration of accommodations6
Administration of Accommodations

Recording Accommodation – Guidelines for Assessment Accommodations for Students with Disabilities

REC – Records – The test administrator records and serves as a scribe for the student’s responses. The scribe writes down these responses in the student answer document from the student’s speech, sign language, pointing or by using an assistive communication device. Extensive practice is required when using a recorder or scribe. A scribe may not edit or alter student work in any way, and must record word-for word exactly what the student has dictated. Students will be allowed to review and edit what the scribe has written. A person who serves as a scribe needs to prepare carefully to assure that he or she knows the vocabulary involved and understands the boundaries of the assistance to be provided. In general, the role of the scribe is to write what is dictated, no more and no less

The writing sessions (prompts) on the benchmark examinations are scored for mechanics and usage, and particular skill is involved when recording the student’s responses. THE STUDENT MUST PROVIDE THE CAPITALIZATION, PUNCTUATION, AND EXACT SPELLING FOR THE WRITING PORTIONS OF THE TEST. Classroom practice on this type of dictation before the day of the test is recommended to give the student experience with the process. (Note: The test administrator may not write it out first and then go back to ask the student to insert punctuation or adjust spelling.)

Revised December 2011

administration of accommodations7
Administration of Accommodations
  • Accommodations that are not currently allowed
    • Audiocassettes
    • Languages other than English
    • Limiting multiple-choice answers
    • Reading any portion of the Reading Test
  • Affidavit Waiver Form for Providing an Approved Accommodation should becompleted ONLY for
      • RMT/RWT/RST (Read-aloud)
      • TRANsfer student answers (Braille/Large Print)
      • RECording student answers (usually with Braille/Large Print)
special accommodations
Special Accommodations
  • May be requested prior to testing for students with an IEP or 504 plan
  • The form must be completed electronically and must include the reason the accommodation is needed
  • The form must be returned to the DTC
  • Approval from the ADE is required before testing begins
  • A copy of the approved form must be kept on site where the student will be assessed.
  • A Waiver Affidavit Form is required.
special accommodations1
Special Accommodations

Request Form

  • Student’s Exam To Be Taken: Select from drop-down menu
  • Disability As Listed In Plan (no abbreviations):
  • Type Of Plan: IEP 504
  • Accommodation Requested:
  • Reason Accommodation Needed:

Return of Answer Documents

  • Ensure all Student Information is correct on the answer document.
  • Count and recount answer documents before passing them on.
  • All USED, Scoreable answer documents should be paper banded together.
    • Label must contain “Used”, School Name, # of Answer Documents.
  • Ensure all information on the School/Grade Header Sheet is correct.
  • Complete the Affidavits.
    • Affidavit 2 – Principal and School Test Coordinator
    • Affidavit 3 – Test Administrator

Organization of Answer Documents


Mills 15 1 of 4


Mills 15 2 of 4

School Test Coordinators write the name of the school, group, answer document range and number of AD on each paper band.


Stack #2 of scoreable answer documents

Stack #1 of scoreable answer documents

Organization of Answer Documents


Organization of Answer Documents

Scoreable Answer Documents

School Header Sheet

Answer document security form

Accommodations Waiver

Accommodations waivers are banded and labeled with School and total number of forms.

Affidavits 2 & 3

unused answer documents
Unused Answer Documents
  • All unused answer documents must be returned.
  • Answer documents must be banded and labeled.
    • Must contain “Unused” School Name, and number of documents.
    • Label bundles (1 of x, 2 of x)

Organization of Unused Answer Documents


Mills 15 1 of 2


Mills 15 1 of 2

School Test Coordinators write the name of the school, and number of AD on each paper band.


Organization of Test Booklets



Once all test booklets are received, the School Test Coordinator will order the test booklets sequentially with security forms on top.

nonscoreable materials
Nonscoreable Materials
  • Test booklet bundles should have the same number of booklets as when they were received.
  • Label the bundles (1 of x, 2 of x)

Label the band with the school’s name, booklet ranges, and total number of test booklets.


Test Administration Errors

  • Responses cannot be scanned (open-response written in ink or pencil other than #2)
  • Labels attached then distributed to wrong students
  • Incorrect label placement
  • Students with same or similar name given incorrect answer document
  • Student answering in the wrong place
  • Administering wrong accommodations
  • Student given the wrong level assessment
  • Answering in the Wrong Place
    • Test Administrator must immediately alert the School Test Coordinator
      • Corrective action may be taken on the day of test
      • With specific directions from the ADE
    • School Test Coordinator must contact the DTC as soon as possible to report the incident
    • NEVER make a copy of a student response written in the wrong place to transcribe later!
  • Student accesses cell phone/takes photo
  • Incorrect State-ID number gridded
  • EOC administered to students who should not test
scheduling interruptions
Scheduling Interruptions
  • Inclement weather
      • If school is closed on a testing day due to inclement weather, upon returning to school, contact DTC before beginning testing
      • Do not resume testing until an alternate test schedule has been provided
  • Testing interruptions
    • If an interruption occurs during testing (power failure, fire alarm, etc.), follow emergency plan
      • See to the safety of the students
      • Secure the testing materials
      • Note the time remaining in the session
      • Call DTC
accountability forms
  • Use the accountability form to account for students who did not take exam
    • Absent
    • Withdrawn – place label on form
    • Homebound/incarcerated/hospitalized, etc.
    • Incorrect labels – place labels on forms
      • School Name
      • State ID
      • Last
      • Grade
alert process
Alert Process
  • Do not read student responses
  • ADE has an alert process in which the testing company notifies ADE if a student writes anything that indicates he/she is going to harm himself/herself or others
  • Call the ADE if concern for student safety arises based upon suspicion of what a student has written
general testing information
General Testing Information

In case of emergency or illness

  • Have a district back-up person who is licensed and trained to complete DTC tasks before, during, and after testing
  • Have school back-ups assigned and trained at each building during testing AND for inventory and return after testing
general testing information1
General Testing Information
  • Contact me:
    • If a student is caught using (texting, talking, photographing) a cell phone during testing. Document students not turning in the cell phones on an irregularity report.
    • If teachers have cell phones on during the test, please contact me.
    • If students write in the wrong answer space or other incidents occur.
    • If an emergency occurs (power outages, bomb threats, etc.)
  • If in doubt, contact me.
    • Office – 234-2082 or 490-5746
    • Cell – 804-9682
  • To access training materials and forms in SharePoint:
    • Inst.pcssd.org
    • Click on Department tab
    • Counseling and Testing Services
    • Under Shared Documents – Testing
    • Click on appropriate test folder