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California High School Exit Examination (CAHSEE) Test Administration Training 2012-13 for LEA Coordinators, Test Site Coordinators, Charter School Directors.

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Presentation on theme: "California High School Exit Examination (CAHSEE) Test Administration Training 2012-13 for LEA Coordinators, Test Site Coordinators, Charter School Directors."— Presentation transcript:

1 California High School Exit Examination (CAHSEE) Test Administration Training for LEA Coordinators, Test Site Coordinators, Charter School Directors and Proctors September 11, 2012

2 2 Presenters Jim Pisano  Educational Testing Service (ETS) CAHSEE Project Director Nicole Goward  ETS Senior Customer Service Rep Diane Hernandez  California Department of Education (CDE) Administrator High School and Physical Fitness Assessment Office Carrie Strong-Thompson  California Department of Education (CDE) Consultant High School and Physical Fitness Assessment Office

3 3 Presentation Objectives What’s New Overview of CAHSEE Maintaining Test Security LEA Coordinator, Test Site Coordinator, Test Examiner, and Proctor Responsibilities Demographic Data Corrections Resources Questions and Answers

4 4 What’s New and General Updates CAHSEE Exemption Streamlined Waiver for Eligible Students with Disabilities Legislation – AB 1705

5 5 Overview of CAHSEE

6 6 CAHSEE Purpose Improve student achievement in public high schools and ensure that students who graduate from public high schools can demonstrate competency in reading, writing, and mathematics

7 7 CAHSEE Content The CAHSEE has two parts:  English-language arts (ELA) State content standards up to grade ten  Mathematics State content standards in grades six, seven, and Algebra I

8 8 CAHSEE Requirement All students, except students with disabilities, must satisfy the CAHSEE requirement, as well as all other state and local requirements, to receive a California public high school diploma.

9 9 CAHSEE Requirement The CAHSEE requirement can be satisfied by passing the examination, or for eligible students with disabilities, meeting the exemption requirement pursuant to California Education Code Section (EC) or receiving a local waiver according to EC 60851(c).

10 10 Options to Participate in CAHSEE Administrations July October 2-3 November 6-7 December 8 & 15 February 5-6 March May Grade 10 (Census) Grade 10 (Census or Make up) Grade 10 (Make up) Grade 11 Grade 12 Adult For testing schedules, go to:

11 11 CAHSEE Testing Opportunities Grade ten: one time (February, March, or May) Grade eleven: *two times Grade twelve: *at least three, but up to five times Adult students: *three times * May participate in successive administrations.

12 12 Test Day Test Session Approximate Working Time Approximate Total Administration Time Day 1 ELA 12 hours 2 hours 30 minutes 2 1 hour 30 minutes 2 hours Day 2 Math 1 1 hour 30 minutes 2 hours 2 1 hour 30 minutes 2 hours Approximate Testing Times

13 13 Maintaining Test Security

14 14 Maintaining Test Security To ensure test security, LEA coordinators must:  Read, agree, sign, and return the Test Security Agreement to ETS  Ensure all test site coordinators read and sign the Test Security Agreement and all who have access to the secure test materials should also read, sign and agree to the Test Security Affidavit

15 15 Maintaining Test Security (Continued)

16 16 Maintaining Test Security (Continued)

17 17 Maintaining Test Security (Continued)  Keep materials in secure, locked storage  Establish and maintain procedures that will prevent cheating  All test examiners, proctors, and other school personnel must be properly trained; they must also sign and submit a Test Security Affidavit  The wide use of cell phones and text messaging requires test examiners and proctors to be extremely vigilant  The return of test booklets and materials must be monitored closely

18 18 Maintaining Test Security (Continued)  Handle potential testing irregularities. Call ETS and CDE to report security breaches or test administration incidents  Cooperate with Global Compliance Services when they conduct audits: Before-testing During-testing After-testing

19 19 Local Educational Agency Coordinator Responsibilities LEAC

20 20 Before Testing Attend training Send Designation Form and signed Test Security Agreement to ETS Read the LEA and Test Site Coordinator’s Manual (LEATSCM) LEAC

21 21 Go to to obtain information and documents regarding the coordination of CAHSEE administrations Before Testing (Continued) LEAC

22 22 Refer to CAHSEE Project Calendar Before Testing (Continued) LEAC

23 23 October 2012 CAHSEE Calendar Sample Before Testing (Continued) LEAC

24 Manuals are posted for reference. 24 Before Testing (Continued) LEAC

25 25 Go to the secure CAHSEE Web site by clicking on CAHSEE Online from the ETS CAHSEE Web page or https://cahsee.ets.org/ https://cahsee.ets.org/ Before Testing (Continued) LEAC

26 26 To obtain a username and password for CAHSEE Online, Contact ETS CAHSEE Support at Before Testing (Continued) LEAC

27 27 Use CAHSEE Online at https://cahsee.ets.org to do the following: https://cahsee.ets.org  Update your LEA contact information  Order test materials  Order supplemental shipments  Submit a Pre-ID file  Review/update an order  Check the status of your order  Make student demographic corrections  Download student results, roster reports, and summary reports Before Testing (Continued) LEAC

28 28 Select the appropriate date option. Enter your Username and Password. Select the LOGON button. Before Testing (Continued) LEAC

29 29 CAHSEE Online main page Update District Information and Testing Schedule Before Testing (Continued) LEAC

30 30 Schedule and set up test administrations Notify parents of LEA’s testing schedule Before Testing (Continued) LEAC

31 31 Before Testing (Continued) Order test materials LEAC

32 32 Before Testing (Continued) Select the link to move to the material order page LEAC

33 33 Order materials and select option to pre-ID Before Testing (Continued) LEAC

34 34 Enter your order counts by school Don’t forget to enter special versions needed Before Testing (Continued) LEAC

35 35 Be sure to always hit the Submit Changes button when you have completed your order Before Testing (Continued) LEAC

36 36 Sample materials order Entry Error Before Testing (Continued) LEAC

37 37 Before Testing (Continued) Print the order confirmation page to keep for your records LEAC

38 Prevent excessive materials ordering “Excessive materials” is the difference between the sum of the number of tests scored and 80 percent of the tests ordered by the LEA for the entire school year. The difference must be greater than 100 to be “excessive materials.” Before Testing (Continued) LEAC

39 Excessive Orders Examples Scenario #1 # Ordered (80%)20,00016,000 # Scored12,000 Difference4,000 Cost per test booklet ( ) $0.76 Excessive materials charge $3, Scenario #2 # Ordered (80%)10,0008,000 # Scored7,950 Difference50 No excessive materials charge (Difference is less than 100) Before Testing (Continued) LEAC

40 40 Go to “Pre-ID Services” tab to obtain file layout and template Before Testing (Continued) LEAC

41 41 Upload the pre-ID file Prepare the data file according to the Pre-ID file layout Before Testing (Continued) LEAC

42 42 If submitting Pre-ID file, fill out the List of Demographic Fields Required to be Hand- marked for Schools Participating in the Pre-ID Service.  Provide the list as a handout for test site coordinators during training. A Late pre-ID label service is available for a fee.  You must have submitted a pre-ID file by the deadline to use this additional service. Before Testing (Continued) LEAC

43 43 LEAC Before Testing (Continued)

44 44 Designate and train test site coordinators Emphasize the following in training:  Maintaining test security  Reading Test Site Coordinator Responsibilities Section of manual  Hand-gridding fields not Pre-Identified  Accommodations/Modifications/EL Variations Signature in Box 25  Checking in/out test materials  Providing handout of important dates Before Testing (Continued) LEAC

45 45 Identify and coordinate the testing of students placed in nonpublic schools Go to California School Directory to obtain NPS school code. Enter onto Box 12c.http://www.cde.ca.gov/re/sd/ Before Testing (Continued) LEAC

46 46 Receive test materials (starting about 2 weeks before test administration)  Shipment 1: nonsecure testing materials  Shipment 2: secure testing materials  Shipment 3A: (optional) Pre-ID answer documents  Shipment 3B: (optional) late Pre-ID labels Before Testing (Continued) LEAC

47 47 Upon receipt of shipments, open boxes and conduct inventory Before Testing (Continued) LEAC

48 48 Before Testing (Continued) LEAC Sample LEA Site Packing List. This form shows all the materials your LEA boxes contain.

49 49  Your order will not be processed unless the “submit” button at the bottom of the page is selected after every order.  If you make an error when placing the order and would like to restart the request, select the “reset” button located at the bottom of the page. Before Testing (Continued) LEAC October 2012

50 50 During Testing Be the liaison between test sites, CDE, and ETS Problem solve Notify both CDE and ETS of potential testing irregularities Complete the Test Security Breach Report Form, if applicable LEAC

51 51 During Testing (Continued) LEAC

52 52 Receive and inventory test materials from sites Account for all test booklets and CDs Complete District Packing List and Security Tracking Ensure all answer documents are batched by grade with School and Grade Identification (SGID) Sheet and packed in scorable boxes After Testing LEAC

53 53 School and Grade Identification (SGID) Sheet SAMPLE After Testing (Continued) SAMPLE GREEN Grade 10 only VIOLET Grade 11 only BLUE Grade 12 only RED Adult education only LEAC

54 54 Enter district scorable totals Enter district non-scorable totals After Testing (Continued) LEAC

55 55 Arrange with courier (UPS next day air or UPS ground) for pickup For Scorable materials For Non- scorable materials After Testing (Continued) LEAC

56 56 Confirm that the designated CAHSEE color-coded label is in the lower right-hand corner on the top of each box being returned. Place the appropriate pre-addressed UPS label to the immediate left of the designated color-coded label. After Testing (Continued) LEAC

57 57 Late return of scorable materials may delay results and reports being delivered on time.  “Late” = shipped from LEA after the Wednesday following the test administration If scorable materials are received late, a late processing fee of $450 is charged to the LEA. After Testing (Continued) LEAC

58 58 Refer to the CAHSEE Project Calendar for all pertinent deadlines After Testing (Continued) LEAC

59 59 Score Conversion Tables After Testing (Continued) LEAC

60 60 After Testing (Continued) Use CAHSEE Online to download student results LEAC

61 61 Student detail files, rosters, and summary reports After Testing (Continued) LEAC

62 62 Send student and parent reports home After Testing (Continued) LEAC

63 63 Send summary reports and rosters to schools After Testing (Continued) LEAC

64 64 After Testing (Continued) Additional resources and special services form LEAC

65 65 Break Time

66 66 Test Site Coordinator Responsibilities TSC

67 67 Before Testing Attend training Send signed Test Security Agreement and Affidavits to LEA coordinator Read the responsibilities and procedures in the “test site coordinator” section of the LEATSCM TSC

68 68 Inform parents, students and teachers about the testing schedule Inform teachers about their students’ attendance at the testing session Work with your LEA coordinator to resolve problems Before Testing (Continued) TSC

69 69 Organize and supervise all activities necessary to conduct testing at school site Collect signed Test Security Affidavits from all who have access to test materials Control inventory.  Use Test Site Security Tracking Form and Inventory Form-Test Site Before Testing (Continued) TSC

70 70 Sample Test Site Packing List. This form shows all the materials your school site boxes contain. Before Testing (Continued) TSC

71 71 Before Testing (Continued) Sample Inventory Form Test Site. This form helps you to account for all test booklets. TSC

72 72 Receive test materials Conduct an inventory of all materials within 24 hours of receipt Look at sequence numbers written on top of the boxes and make sure all boxes are accounted for  Box 1 of 10, 2 of 10, etc. Before Testing (Continued) TSC

73 73 Follow the checklist for Inventorying Test Materials at the Test Site Save original boxes for return shipments Contact LEA Coordinator with additional material requests Before Testing (Continued) TSC

74 74 Keep test materials secure (Test booklets, Audio CDs, Answer Documents, etc.) in sealed boxes in a locked storage space at all times when not in use for test administration Test booklets are shrink-wrapped in sets. Do not remove the shrink-wrap until absolutely necessary. Before Testing (Continued) TSC

75 75 Train test examiners and proctors Include the following:  Responsibilities of test examiners and proctors  Security of test materials  Testing schedules and locations  Preparation of test locations for test administration  Arrangement for proctors, as required Before Testing (Continued) TSC

76 76 Train test examiners and proctors (continued)  Information about students who have accommodations/modifications in IEP or 504 plan Directions for Administration-Special Test Versions manual  Verification of student’s identity  Distribution of test materials  Assistance with directions  Administration of the test Before Testing (Continued) TSC

77 77 Train test examiners and proctors (continued)  Procedures for completing demographic information  Completion of score codes  Collection of and accounting for test materials  Scheduling and procedures for returning test materials to test site coordinator Before Testing (Continued) TSC

78 78 If LEA submitted a Pre-ID file, provide the handout from the LEA coordinator for test examiners during training. Before Testing (Continued) TSC

79 79 Prepare answer documents  One answer document must be submitted for each student testing  If using Pre-ID service, prepare blank answer documents for recently enrolled students who have not passed one or both sections  VOID documents for students who are no longer enrolled or who were incorrectly included in the Pre-ID file Before Testing (Continued) TSC

80 80 Prepare and distribute test materials using the Inventory Form-Test Site Materials for Each Test Examiner Number to Include Directions for Administration manual1 per examiner Test booklets1 per student + 1 for examiner Answer documents1 per student + 1 blank No. 2 pencils1 per student + a few extras List of Demographic Fields Required to be Hand-Marked for Schools Participating in the Pre-ID Service 1 copy, if applicable Before Testing (Continued) TSC

81 81 Actively monitor the test administration Visit each testing room to make sure administration scripts are being read word-for-word Ensure students have sufficient time to test Ensure proper monitoring of breaks and extended breaks taken during testing, such as lunch During Testing TSC

82 82 Be prepared for emergency situations, restroom passes, etc. Document testing incidents and potential test security breaches  If applicable, complete the Test Administration Incident Report Form and/or the Test Security Breach Report Form. Ensure compliance with all examination procedures During Testing (Continued) TSC

83 83 Administration Reminders:  Scratch paper is not allowed.  Do not allow students to use extra paper to answer their ELA writing tasks.  All responses to math and ELA items, including writing task, must be recorded with No. 2 pencil on a single answer document.  Do not use a pre-ID answer document from one administration for another. During Testing (Continued) TSC

84 84 Administration Reminders (Continued)  Do not use correction fluid on any answer documents.  Do not use paper clips, tape, staples, or glue on the answer documents.  Do not attach removable “self-stick” notes to the answer documents. During Testing (Continued) TSC

85 85 Administration Reminders (Continued)  Do not disassemble or pull pages out of the multi-page answer document or insert additional pages.  If an answer document is damaged, the answers must be transcribed onto a new one and all student demographic fields must be hand-marked. During Testing (Continued) TSC

86 86 Testing variations:  Provide accommodations and/or modifications to eligible students if specified in their IEP or 504 plan  Provide identified English learners additional test variations if regularly used in the classroom During Testing (Continued) TSC

87 87 Collect all examination materials after each test session Verify that all test materials from test examiners are accounted for Put the scorable answer documents in a secure place between test sessions After Testing TSC

88 88 Prepare answer documents for return Inspect for stray marks If a student has a Pre-ID answer document, check to make sure the fields that were not Pre-ID are filled in. If a student is new or does not have a Pre-ID answer document, all demographic data must be hand- marked. After Testing (Continued) TSC

89 89 Check answer documents Check that Box 3 Score Code is completed on all scorable answer documents After Testing (Continued) TSC

90 90 Check Box 25 Accommodations and Modifications  Test examiner must grid Box 25 Accommodations and Modifications codes if any were actually used.  Test site coordinator’s or designee’s signature is required to confirm that accommodations and/or modifications were offered whether used or not. After Testing (Continued) TSC

91 91 If used, the correct code must be hand-marked on the answer document. After Testing (Continued) TSC

92 92 Transcribe student answers as required:  If any student marks answers anywhere other than in the answer document as a condition of his or her IEP or 504 plan, an authorized person must transfer the answers to the answer document exactly as produced by the student.  If a student uses more than one answer document, answers must be transcribed into a single document. Pages from two documents may not be physically combined. After Testing (Continued) TSC

93 93 VOID an answer document if:  The document has been damaged.  It is a Pre-ID document for a student who is no longer enrolled in the LEA.  A student has used more than one answer document and the answers have been transcribed onto another that has already been included in the scorable materials. After Testing (Continued) TSC

94 94 Prepare scorable answer documents for return  Locate the large plastic bag labeled “Test Site Coordinator Packet” that contains all your return instructions and labels.  Separate and count answer documents by grade.  Do not mix scorable and non-scorable materials. After Testing (Continued) TSC

95 95 Prepare scorable answer documents for return (Continued)  Use appropriate SGID for each grade Hand-mark section B: Grade, Number of Answer Documents, Date of Exam  Place SGID on top of appropriate grade level documents  Wrap each bundle with paper bands provided in groups of 100  Place BLUE Shipping Labels on boxes with scorable answer documents After Testing (Continued) TSC

96 96 School and Grade Identification (SGID) Sheet SAMPLE After Testing (Continued) SAMPLE GREEN Grade 10 only VIOLET Grade 11 only BLUE Grade 12 only RED Adult education only TSC

97 97 Prepare nonscorable materials for return  Test Site Packing List and Security Tracking Forms  Unused SGIDs  Test Booklets, including large type and Braille  Audio CDs  All original copies of transcribed essays Place PINK shipping labels on boxes with non-scorable materials After Testing (Continued) TSC

98 98 Enter school scorable totals Enter school non-scorable totals After Testing (Continued) TSC

99 99 Return materials to your LEA coordinator  Follow specific information from LEA coordinator and return materials accordingly and appropriately to the LEA office for consolidation of all test sites’ materials After Testing (Continued) TSC

100 100 Test Examiner Responsibilities TE

101 101 Before Testing Attend training Read and sign CAHSEE Security Affidavit Read the Directions for Administration (DFA) TE

102 102 Before Testing (Continued) TE

103 103 Set up the testing room  Students face the same direction and have at least four feet from center of desk to center of desk Cover or erase any information that could clue answers for students Place a ‘Testing, Do Not Disturb’ sign outside the door Before Testing (Continued) TE

104 104 Before Testing (Continued) Check out test materials from your test site coordinator. TE

105 105 Verify identification of students (only students on the list that you received should be tested) Give pre-identified answer documents to the correct students During Testing TE

106 106 Make sure the students use only No. 2 pencils, including for essay writing Students should clear their desks  Students are not allowed to use scratch paper or correction fluid  Only No. 2 pencils may be used on the answer document  Students should not have books, papers, cell phones, or any electronic devices on their desks During Testing (Continued) TE

107 107 Hand out the test booklets in the order that you receive them Follow and read the directions exactly as they are written in the DFA Check that students are responding in the appropriate sections and are working independently During Testing (Continued) TE

108 108 Make sure that each student:  Signs name in Box 1 of the answer document  Enters the version number and the barcode number from the back of the test booklet onto the answer document in each portion of the test. During Testing (Continued) TE

109 109 If Pre-ID service is used, ensure students hand-mark additional fields required, if applicable. During Testing (Continued) TE

110 110 Approximate Testing Times During Testing (Continued) TE

111 If some students need more time and have to go to another testing room, the test examiner should collect the test booklets and answer documents from the students A proctor or other school staff should escort the students to the designated testing room No students should leave a testing room with the test booklets and answer documents by themselves During Testing (Continued) TE

112 112 Document incidents on the Test Administration Incident Form, if applicable. During Testing (Continued) TE

113 113 Account for all test booklets and answer documents  Separate the answer documents from the test booklets and make sure that no answer documents are inside test booklets  Separate answer documents by grade You must account for ALL testing materials After Testing TE

114 114 After Testing (Continued) Code Boxes 18 and 25, if applicable. TE

115 115 After Testing (Continued) Code Box 3 (Score Code) for all students TE

116 116 Return the test materials following the procedure your test site coordinator has set up. After Testing (Continued) TE

117 117 Proctor Responsibilities Attend training with the test site coordinator Read, agree to, sign, and return CAHSEE Test Security Affidavit to TSC Assist test examiner with the following:  Distribute materials  Monitor students during testing  Collect materials

118 118 Demographic Data Corrections LEAC

119 119 Go to the secure CAHSEE Online site at https://cahsee.ets.org and select the CONTINUE button. https://cahsee.ets.org LEAC

120 120 Select the date option in which you are making Demographic Corrections. Enter your Username and Password and then select the LOGIN button. Demographic Corrections LEAC

121 121 Select the administration in which you need to make demographic corrections to and click the SUBMIT button. Demographic Corrections LEAC

122 122 There are several options to review your demographic data on this page. Select RETRIEVE MY DISTRICT’S PROFILE. Demographic Corrections LEAC

123 Demographic Corrections 123 You can view your data in a summary format. Listed here are critical fields. LEAC

124 124 Demographic Corrections Below the Critical Fields are Optional Fields. Select one of the Optional Fields and you will see that data on your screen. LEAC

125 125 Demographic Corrections For example, choose Grade and select the SUBMIT button. LEAC

126 126 Demographic Corrections View the breakdown for Grade level here. Select the back button to get to the Demographic Corrections page. LEAC

127 127 Then, select the SEARCH button. For example, the last name is used here. Option 1: To edit an individual student record, use any of the fields listed on the right to search for that student record. Demographic Corrections LEAC

128 128 All students with that last name are presented. If you select the last name highlighted in blue on the left, you will be able to access this student’s demographic information. Demographic Corrections LEAC

129 129 You can change any demographic information listed on this page. You are not able to change anything in gray including student name and district name. Demographic Corrections LEAC

130 130 Option 2: Mass Student Demographic Update This requires a file in either text format or excel format. The layout is exactly the same as your Pre-ID file except there is an added field for Census/Make-up, field 601. Demographic Corrections LEAC

131 131 This PDF is found by clicking the Pre-ID services link found on the CAHSEE home page at: The PDF shows all the fields for a text file as well as what fields can be updated. To create a mass demographic correction file, use your Pre-ID file and add filler fields from positions Demographic Corrections LEAC

132 132 Now that you have corrected your demographic data, you can see how it affects your District Reporting. Under the District Reporting section, select the CONTINUE button. Demographic Corrections LEAC

133 133 Select the report you would like to review. We are going to look at the District Demographic Summary for ELA, grade 10. Demographic Corrections LEAC

134 134 You can view your demographics before and after you have made corrections. DC

135 135 Final CAHSEE Data Corrections Window View reports with corrections immediately Make corrections immediately after receiving results – don’t wait LEAs are not charged for this service DCLEAC

136 136 Resources

137 137 Opportunities to Participate Scoring Opportunities  Reviewers  Differential Item Functioning (DIF) reviews after each census administration  Contact Tina Loera at or

138 138 Training Presentation Available Presentation materials posted at:   Look in the “About CAHSEE” tab

139 139 CAHSEE Regulations California Code of Regulations, Title 5, sections 1200 to 1225 govern the administration of the CAHSEE in concert with state law (California Education Code sections to 60859) The CAHSEE regulations can be found at ents/cahseedec09regs.doc ents/cahseedec09regs.doc

140 140 Special Education and English Learner Resources Available at  Q & A about Test Variations  Request for Test Variations  Scribe Guidelines  Matrix 1. Matrix of Test Variations, Accommodations, and Modifications for Administration of California Statewide Assessments  Matrix 2. Matrix of Test Variations for Administration of California Statewide Assessments for English Learners

141 141 Student Testing General Guidance Available at  CDE division updates and program notes  Test administration dates  Guidelines on Academic Preparation for State Assessments  Other guidance for California public schools

142 142 Contact Information CAHSEE policy and general examination information CDE CAHSEE Office State and federal accountability information CDE Academic Accountability Unit Test material ordering and logistics ETS CAHSEE Support


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