1. California High School Exit Examination (CAHSEE)
Test Administration Training
for LEA Coordinators, Test Site Coordinators, Test Examiners, Charter School Directors
and Proctors
September 16, 2014
Hello
And welcome to the December 2010 Test Administration Training for the California High School Exit Examination.
My name is Jim Pisano, I am the Director of CAHSEE for Educational Testing Service here in Sacramento, and I will be your host today.
This is my first webcast, but what I assume to be the first of many conversations with you about how to successfully administer the CAHSEE program in your district or school.

2. Presenters Jim Pisano Bruce Alderman John Boivin Mark McLean
Educational Testing Service (ETS) CAHSEE Project Director
Bruce Alderman
ETS Senior Customer Service Representative
John Boivin
California Department of Education (CDE) Manager
High School and Physical Fitness Assessment Office
Mark McLean
California Department of Education (CDE) Consultant High School and Physical Fitness Assessment Office
We are joined today by several colleagues from the California Department of Education, including
Diane Hernandez, the administrator in charge of the CAHSEE office,
Carrie Strong-Thompson, also from the CAHSEE office
Also joining us is Nicole Goward, who is a senior customer service representative for the CAHSEE Program with ETS.

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

4. General Updates No changes to CAHSEE content or administration
for 2014–15:
Seven administrations
Dates and guidelines available at
Content for English-language arts and
mathematics based on content standards
adopted by the State Board of Education in 2003
Grade ten census administration used in
calculating Adequate Yearly Progress to meet
federal requirements

5. What’s New
Administration Training Video posted on ETS CAHSEE Web site at:
Performance Roster and Demographic Summary Reports are available for download through CAHSEE Online.
Student demographic data changes for CAHSEE are made through CALPADS

6. Overview of CAHSEE

7. 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
The CAHSEE helps identify students who are not developing skills that are essential for life after high school and encourages districts to give these students the attention and resources needed to help them achieve these skills during their high school years.

8. The CAHSEE has two parts:
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
In reading, this includes vocabulary, decoding, comprehension, and analysis of information and literary texts.
In writing, this covers writing strategies, applications, and the conventions of English (such as grammar, spelling, and punctuation).
Math
The exam includes statistics, data analysis and probability, number sense, measurement and geometry, mathematical reasoning, and algebra. Students are also asked to demonstrate a strong foundation in computation and arithmetic, including working with decimals, fractions, and percents.

9. CAHSEE Requirement
All students, except for eligible 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.

10. 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 (EC) Section , or
receiving a local waiver pursuant to EC Section 60851(c).

11. Options to Participate in CAHSEE Administrations 2014-15
July
22-23
October
7-8
November
4-5
December
6 & 13
February
3-4
March
17-18
May
12-13
Grade 10
(Census)
(Census or
Make up)
(Make up)
Grade 11
Grade 12
Adult
State law requires that the CAHSEE be administered only on the dates designated by the State Superintendent of Public Instruction.
There are seven administrations each year. In addition to February and March, other administrations are in May, in July for 12th grade and adult students, and in October, November, and December for 11th and 12th grade students and adult students.
ELA tests are on Tuesdays starting between 8 and 10 am and math tests are on Wednesdays, also starting between 8 and 10. The December administration of the CAHSEE takes place on successive Saturdays. This table contains the exact testing dates for this year.
All students are required to take the CAHSEE for the first time in grade ten during the CAHSEE census administrations in February or March.
Tenth grade students may only take the CAHSEE once during the school year. Districts have the option of offering a make-up opportunity during the March or May testing dates only to those 10th grade students who were absent during the district’s census administration.
School districts are not required to offer a make-up administration, but it can be helpful in meeting the 95% participation rate for AYP. If 10th grade students pass both the ELA and math portions of the exam, they have completed the CAHSEE requirement for graduation.
In addition to the use of the CAHSEE as a graduation requirement, the spring CAHSEE administration will continue to be used in calculating the Academic Performance Index (API) for state accountability purposes and Adequate Yearly Progress (AYP) to meet federal No Child Left Behind requirements.
For testing schedules, go to:

12. 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.
Students who do not pass both parts of the CAHSEE in grade ten may take the parts not passed up to two times per school year in grade eleven and at least three times per school year in grade twelve, although 12th grade students may be given up to five opportunities during their grade twelve year.
Adult students may take the parts not passed up to three times per school year.

13. Approximate Testing Times
Day
Session
Approximate
Working Time
Approximate Total
Administration Time
Day 1
ELA 1
2 hours
2 hours 30 minutes 2
1 hour 30 minutes
Day 2
Math
As students test, repeatedly walk around to make sure students are on the correct section of the test. Test booklets no longer have seals.
Once they began Part 2, students cannot go back to Part 1.
Most sections of the test take students one and a half hours to two and a half hours to complete. Tell students when an hour and 30 minutes have passed. Since the test is untimed, students have as much time in the school day as they need.
If students who need more time for testing have not made a mark on their answer document for a long period of time, test examiners should urge these students to finish the exam.
If after another reasonable amount of time (approximately 10 minutes), these students have not recorded any more answers, then, the test examiner should end the testing session and collect the test booklets from the students.

14. Maintaining Test Security

15. Maintaining Test Security
To ensure test security, LEA coordinators must:
Read, agree to, 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
Keeping CAHSEE test materials secure is one of the most important responsibilities of district coordinators. You must read, agree to, sign, and return the CAHSEE Test Security Agreement to ETS, which they will keep on file for at least one year.
You must ensure that all test site coordinators return a signed CAHSEE Test Security Agreement, which you must keep on file for at least one year. Also, make sure anyone who has access to actual tests, including examiners, proctors, and scribes have signed the CAHSEE Test Security Affidavit before they receive any test booklets.

16. Maintaining Test Security (Continued)
CAHSEE Test Security Agreement must be signed by both the District Coordinator and the Test Site Coordinator.

17. Maintaining Test Security (Continued)
CAHSEE Test Security Affidavit must be signed by DC and TSC.
Test examiners and proctors must sign only the Affidavit.

18. 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
In addition, you are required to keep all test materials securely locked when they are not being used and maintain processes and procedures to prevent cheating and preserve the validity of the test.

19. Maintaining Test Security (Continued)
It is important to inform students before and during testing that if they are found cheating or to have compromised the security of the examination, their test results may be invalidated.
In addition, you are required to keep all test materials securely locked when they are not being used and maintain processes and procedures to prevent cheating and preserve the validity of the test.

20. Maintaining Test Security (Continued)
Compromising the security of this examination includes the use of cell phones, electronic pagers, music players, and all other electronic devices during the test administration.
If any of these devices are used, for example, to take pictures of CAHSEE test materials to post on social media Web sites, then test results may be invalidated and not scored.
In addition, you are required to keep all test materials securely locked when they are not being used and maintain processes and procedures to prevent cheating and preserve the validity of the test.

21. Maintaining Test Security (Continued)
Handle potential testing irregularities. Call ETS and the CDE to report security breaches or test administration incidents
Cooperate with GCS Field Research (formerly Global Compliance Services) when they conduct security audits:
Before testing
During testing
After testing
In addition, you are required to keep all test materials securely locked when they are not being used and maintain processes and procedures to prevent cheating and preserve the validity of the test.

22. Local Educational Agency Coordinator Responsibilities
LEAC
Rebecca will now give you an overview of the district coordinator’s responsibilities so that you can ensure consistent and accurate administrations of the CAHSEE.

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

24. Before Testing (Continued)
LEAC
Go to
to obtain information and documents regarding the coordination of CAHSEE administrations
This is where you can download and print the CAHSEE Designation Form and Security Agreement, among other documents.

25. Before Testing (Continued)
LEAC
Refer to the CAHSEE Project Calendar
The project calendar on the ETS CAHSEE Web site show important dates for managing test materials for each administration.

26. Before Testing (Continued)
LEAC
November 2014 CAHSEE Calendar Sample
Ordering deadlines, Pre-ID Deadlines, Material Return Dates, and score publishing dates can be found on this calendar. Please print a copy for yourself, and also know that when this calendar is updated, an blast will be sent to CAHSEE District Coordinators notifying them a change has been made.

27. Before Testing (Continued)
LEAC
Manuals are posted for reference.
Here, you’ll find the District and Test Site Coordinator’s Manual, Directions for Administration, and a sample answer document for the testing year.

28. Before Testing (Continued)
LEAC
Go to the secure CAHSEE Web site by clicking on CAHSEE Online from the ETS CAHSEE Web page or
It’s always good to bookmark CAHSEE Online so you can easily access it as you’ll be using it regularly.

29. Before Testing (Continued)
LEAC
To obtain a username and password for CAHSEE Online, Contact ETS CAHSEE Support at
If new CAHSEE coordinator, please submit an updated Designation Form and Security Agreement, and you’ll be sent an with access to CAHSEE online. Contact ETS CAHSEE Support at if you don’t receive an with a username and password.

30. Before Testing (Continued)
LEAC
Use CAHSEE Online at to do the following:
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 data corrections
Download student results, roster reports, and summary reports

31. Before Testing (Continued)
LEAC
Select the appropriate date option.
Enter your Username and Password.
Select the LOGON button.
If new CAHSEE coordinator, contact ETS CAHSEE Support at to obtain a username and password. New coordinators may not have access to last year’s administrations.

32. CAHSEE Online main page
Before Testing (Continued)
LEAC
Update LEA Information and Testing Schedule
CAHSEE Online main page
This is the CAHSEE Online Main page. You can update your district’s information and testing schedule.

33. Before Testing (Continued)
LEAC
Schedule and set up test administrations
Notify parents of LEA’s testing schedule
District coordinators are required to notify parents annually, starting with grade 9 students, of the requirement to pass CAHSEE as a condition of graduation, and also notify parents of testing dates for which their students are qualified to test.
Usually once a year in July the district coordinator indicates on CAHSEE Online which grades in your district will test in which administrations. Communicate these dates to test sites.

34. Before Testing (Continued)
LEAC
Order Test
Materials
Select the date you’d like to order for from the drop-down menu and click on Submit.

35. Before Testing (Continued)
LEAC
Select the link to move to the material order page
Click on Add or Update Order Counts.

36. Before Testing (Continued)
LEAC
Order materials and select option to pre-ID
Indicate in the drop-down menu whether or not you’d like to Pre-ID the administration you’re ordering for.

37. Before Testing (Continued)
LEAC
Enter your order counts by school
Don’t forget to enter special versions needed
We always get the question, if you order audio CDs, do you have to order the corresponding audio version test books. The answer is yes. Please order the corresponding number of audio version test books.

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

39. Before Testing (Continued)
LEAC
Sample materials order Entry Error

40. Before Testing (Continued)
LEAC
Print the order confirmation page to keep for your records
This is important. If you’ve haven’t gotten to this page, your order isn’t complete.

41. Before Testing (Continued)
LEAC
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.”
Order must exceed 20% of usage
Only excessive if over 100 booklets counted
Overage is not counted in excessive orders
10% overage to district
5% overage to schools
This is calculated annually, covering all administrations

42. Excessive Orders Examples
Before Testing (Continued)
LEAC
Excessive Orders Examples
Scenario #1
# Ordered (80%)
20,000
16,000
# Scored
12,000
Difference
4,000
Cost per test booklet ( )
$0.76
Excessive materials charge
$3,040.00
Scenario #2
# Ordered (80%)
10,000
8,000
# Scored
7,950
Difference 50
No excessive materials charge (Difference is less than 100)

43. Before Testing (Continued)
LEAC
Go to “Pre-ID Services” tab to obtain file layout and template
From under Pre-ID Services, you’ll find the Pre-ID Record Layout Description , and the Excel Pre-ID Template Either of which you can use to create your pre-id files.

44. Before Testing (Continued)
LEAC
Prepare the data file according to the Pre-ID file layout
Click Browse to search for your prepared Pre-ID file, and select. Click on Upload to process your file, and it will indicate if the file’s been accepted or not. If it hasn’t been accepted and came back with warnings or errors that you can correct in Demographic Corrections.
Upload the
pre-ID file

45. Before Testing (Continued)
LEAC
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.
A late pre-ID label service is available for a fee with a deadline less than three weeks prior to each administration.

46. Before Testing (Continued)
LEAC
Designate and train test site coordinators
Emphasize the following in training:
Maintaining test security
Reading Test Site Coordinator Responsibilities Section of manual
Accommodations/Modifications/EL Variations
Signature in Box 24
Checking in/out test materials
Accounting for all materials
Providing handout of important dates
Conduct test administration training sessions for all the test site coordinators in your district to ensure consistent and accurate handling of the materials.
Let test site coordinators know what they must hand-grid on answer documents because the fields were not included in pre-ID. Also, emphasize the need for the accommodations and modifications to be offered to students with IEP or 504 Plans.
A designated person must sign to indicate they were offered, and the accommodations or modifications actually used are gridded.
Train test site coordinators to inventory and track all test materials, to package test materials for each examiner before testing, and to sign materials in and out.
Provide a handout for the site coordinators that list the important dates, including when they’ll receive materials, administration dates, and return dates.
Please refer to the district and site coordinators’ manual for other responsibilities you could cover in training.

47. Before Testing (Continued)
LEAC
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.
Also, identify students placed in NonPublic Schools by IEP who need to test. Coordinate training examiners at nonpublic schools, if needed.
Complete Box 12 on answer document for students in this category.

48. Before Testing (Continued)
LEAC
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
You will receive between two and four shipments of test materials starting two weeks before an administration.
Immediately open the boxes and inventory their content. Shipment one contains non-secure testing materials.
It has a box for district coordinators that includes packing lists, a return packet, blank answer documents, and administration manuals. There is an orange label on the outside of the box that says “District Coordinator, Open Immediately.”
Shipment two contains secure testing materials such as test booklets. Make sure that you have received all the materials you ordered as listed on the packing list, including a 10% overage. Count and record the number of boxes and the security bar codes on the shrink-wrap booklets on the district packing list and security tracking form.
Reseal and sign the tape on boxes before shipping them to the testing sites.

49. Before Testing (Continued)
LEAC
Upon receipt of shipments, open boxes and conduct inventory
You will receive between two and four shipments of test materials starting two weeks before an administration.
Immediately open the boxes and inventory their content. Shipment one contains non-secure testing materials.
It has a box for district coordinators that includes packing lists, a return packet, blank answer documents, and administration manuals. There is an orange label on the outside of the box that says “District Coordinator, Open Immediately.”
Shipment two contains secure testing materials such as test booklets. Make sure that you have received all the materials you ordered as listed on the packing list, including a 10% overage. Count and record the number of boxes and the security bar codes on the shrink-wrap booklets on the district packing list and security tracking form.
Reseal and sign the tape on boxes before shipping them to the testing sites. 49 49

50. Before Testing (Continued)
LEAC
Sample LEA Site Packing List. This form shows all the materials your LEA boxes contain.
Here is a sample LEA Packing List and Security Tracking Form.

51. Before Testing (Continued)
LEAC
Place supplemental order, if needed:
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.
October 2012
If more test materials are needed, contact the CAHSEE support center or logon to the ETS CAHSEE Online Web site to place supplemental orders.

52. During Testing Be the liaison between test sites, CDE, and ETS
LEAC
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
During testing, plan to serve as a liaison between test sites, CDE, and ETS to solve problems and distribute additional materials if needed. During testing, be available to handle all calls from testing sites.
If you need answers about policies, contact CDE, or if you need answers about materials and logistics, contact ETS.

53. During Testing (Continued)
LEAC
Here is a sample of a Test Security Breach Report Form. If you find that any of the security policies that are outlined on your Security Agreement or Security Affidavit have been breached, please fill this form out, fax a copy to ETS, and keep a copy on file for one year following the test.

54. After Testing Receive and inventory test materials from sites
LEAC
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,
your responsibilities include inventory and returning all answer documents, test booklets, and audio CDs; completing forms correctly and calling for and scheduling a pick up.
Collect all materials from testing sites and inventory them. Using the Test Site Packing List and Security Tracking Form that was received from the test site coordinator, verify that all test booklets assigned to the test site have been returned to the district and that the form accurately records the number of booklets returned.
For any missing booklet, verify that the missing booklet security barcode number is recorded on the form. And discuss the reason the booklet is missing with the test site coordinator.
The district and test site coordinator are required to account for all missing booklets. Make a copy for district files of each Test Site Packing List and Security Tracking Form completed by the test site coordinator.
Follow up on any missing test booklets. Check that all answered documents have correct headers, and no test booklets contain answer documents. If the CAHSEE processing center finds answer documents inside test booklets, they could charge the district to have them scored.
Complete the District Packing List and Security Tracking Form, and attach all the Test Site Packing List and Security Tracking Form on top of test booklets and other materials returned.

55. After Testing (Continued)
LEAC
School and Grade Identification (SGID) Sheet
BROWN
Grade 10 only
TEAL
Grade 11 only
SAMPLE
GREEN
Grade 12 only
Make sure there is no gridding in the Scoring Center Use Only box.
GRAY
Adult education only

56. After Testing (Continued)
LEAC
Enter district scorable totals
Enter district non-scorable totals
Make sure boxes are not overpacked and have the correct labels. Blue labels are for scorable materials such as answer documents. Pink labels are for boxes of non-scorable materials such as test booklets and CDs.
There are indicators for both test site and district box returns. Both should be completed accurately. Consolidate all boxes and fill in the district box returns section on the labels.

57. After Testing (Continued)
LEAC
Arrange with courier (UPS next day air or
UPS ground) for pickup
For Non-scorable materials
For Scorable materials
You will receive UPS labels to be placed on each box of materials you are returning to the CAHSEE Processing Center. Account for all boxes and apply the return labels.

58. After Testing (Continued)
LEAC
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.
Use the UPS labels marked NEXT DAY AIR
for scorable materials. Use the UPS labels marked GROUND for non-scorable materials. This information is located near the middle of the label.
Call UPS to pick up your materials:
1-800-PICK-UPS
( ).
Do not make alterations to the labels. UPS will not accept packages with altered labels. DO NOT photocopy the UPS label. UPS will not accept photocopied labels. If materials do not fit in the boxes provided, please try to consolidate materials into another larger conforming box.
If you do not have a return label for each box, call the CAHSEE Support Center at
If K2 is your designated carrier for returning scorable materials, the bill of lading will be provided in the Return Materials Packet.
K2 will contact you to schedule a pickup.
Reference the project calendar on the ETS CAHSEE Web site for the materials return windows for each test administration.

59. After Testing (Continued)
LEAC
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.

60. Refer to the CAHSEE Project Calendar for all pertinent deadlines
After Testing (Continued)
LEAC
Refer to the CAHSEE Project Calendar for all pertinent deadlines
Again, you can find the Project Calendar on under the Project Calendar link.

61. After Testing (Continued)
LEAC
Score Conversion Tables
You can also find Score Interpretation Guides for different administrations on under the Interpreting Scores link.

62. After Testing (Continued)
LEAC
Use CAHSEE Online to download student results
Under Download Student Results, select the appropriate date, and click on Submit.

63. After Testing (Continued)
LEAC
Student detail files, rosters, and summary reports
On this page, you’ll find a description of results, instructions, and the data file layout. You’ll also find your results text data file that you can download and save in addition to summary reports.

64. After Testing (Continued)
LEAC
Performance Rosters and Demographic Summary reports will only be available through CAHSEE Online for LEAs will no longer be receiving paper copies of these reports.
Paper copies of Student and Parent reports will continue to be distributed.

65. After Testing (Continued)
LEAC
Send student and parent reports home
Here is a sample of a Student and Parent Report.

66. After Testing (Continued)
LEAC
Optional: print summary reports and rosters and send to schools
Here are samples of a State Summary Report and a School Summary Report. You’ll receive hard copies of these and Student Reports after the data becomes available online. Remember, the CAHSEE Project Calendar will provide you with the dates of when these reports will begin to arrive for you.

67. After Testing (Continued)
LEAC
Additional resources and special services form
On click on the Resources link to find the CDE Approval Request Form, Special Services Request Form, and Technical Reports. The request forms are for special services such as removing a modified status or changing score codes. If you need to request a special service, you must fill out the appropriate form/s and fax them, and a Purchase Order to CAHSEE Support at Call CAHSEE Support for any questions at

68. Break Time

69. Test Site Coordinator Responsibilities
TSC

70. Before Testing Attend training
TSC
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

71. Before Testing (Continued)
TSC
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

72. Before Testing (Continued)
TSC
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

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

74. Before Testing (Continued)
TSC
Sample Inventory Form Test Site. This form helps you to account for all test booklets.
Sample Inventory Form when handing out materials to test examiners.

75. Before Testing (Continued)
TSC
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.

76. Before Testing (Continued)
TSC
Follow the checklist for Inventorying Test Materials at the Test Site (pg. 24 of the LEATSCM)
Save original boxes for return shipments
Contact LEA Coordinator with additional material requests 76 76

77. Before Testing (Continued)
TSC
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.

78. Before Testing (Continued)
TSC
Train test examiners and proctors
Include the following:
Responsibilities of test examiners and proctors
Security of test materials
Active monitoring of students during testing
Watch for electronic devices
Testing schedules and locations
Preparation of test locations for test administration
Arrangement for proctors, as required
Rule of thumb one proctor for every 25 students. If 50 there should be two proctors. Who qualifies as a proctor? The definition of a proctor in Ed code is an employee of the district who has received specific training on the administtration of the test. No parent volunteers!

79. Before Testing (Continued)
TSC
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

80. Before Testing (Continued)
TSC
Train test examiners and proctors (continued)
Completion of score codes
Collection of, and accounting for, all test materials
Scheduling and procedures for returning test materials to test site coordinator

81. Before Testing (Continued)
TSC
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

82. Before Testing (Continued)
TSC
Prepare and distribute test materials using the Inventory Form-Test Site
Materials for Each Test Examiner
Number to Include
Directions for Administration manual
1 per examiner
Test booklets
1 per student + 1 for examiner
Answer documents
1 per student + 1 blank
No. 2 pencils
1 per student + a few extras
Organize answer sheets and test booklets by teacher. Record number of booklets and answer documents, and the test booklet security number range for materials that will be distributed to each test examiner who will be administering the exam. Count and record all secure materials with each test examiner, before and after end of each test session

83. During Testing Actively monitor the test administration
TSC
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
Untimed test does not mean unlimited time. Session must be completed on the designated test date.

84. During Testing (Continued)
TSC
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, visit each testing room to make sure that the examiners are following correct procedures.
If there are test administration incidents, complete the Test Administration Incident Report Form and decide what to do about the situation.
If you observe other test security breaches, such as test examiner actions, report that to the district coordinator and complete the Test Security Breach Report Form for submission to the district coordinator.

85. Maintaining Test Security (Continued)
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It is important to inform students before and during testing that, if they are found cheating or to have compromised the security of the examination, their test results may be invalidated.
In addition, you are required to keep all test materials securely locked when they are not being used and maintain processes and procedures to prevent cheating and preserve the validity of the test.

86. Maintaining Test Security (Continued)
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Compromising the security of this examination includes the use of cell phones, electronic pagers, music players, and all other electronic devices during the test administration.
If any of these devices are used, for example, to take pictures of CAHSEE test materials to post on social media Web sites, then test results may be invalidated and not scored.
In addition, you are required to keep all test materials securely locked when they are not being used and maintain processes and procedures to prevent cheating and preserve the validity of the test.

87. During Testing (Continued)
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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.
Use white space in the test booklet or pages on answer document marked, “This page is for scratch work. It will NOT be scored.”

88. During Testing (Continued)
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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.

89. During Testing (Continued)
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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 fields must be hand-marked.

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

91. After Testing
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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
Students use the same answer document for both ELA and math.

92. After Testing (Continued)
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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 data must be hand-marked.

93. After Testing (Continued)
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Check answer documents
Check that Box 3 Score Code is completed on all scorable answer documents
Score codes in box 3 must be completed for all 10th grade students during census administrations, whether they tested or not, and for all other students tested. Accommodations and modifications in box 13 and English Learner variations in box 18 of the answer document must be completed after testing.
Mark one for each content area:
R – Satisfied Requirement
S – Score
A – Absent
E – Medical Emergency (grade 10 census only)
I – Invalidated
Z – Present but refused to test or CAPA (grade 10 census only)
T – Tested in another district (grade 10 census only)
M – Not enrolled on day of testing (grade 10 census only)

94. After Testing (Continued)
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Check Box 24 Accommodations and Modifications
Test examiner must grid Box 24 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.
Box 13A requires the signature of you or a designated person to show that the accommodations or modifications in the student’s IEP or Section 504 Plan were offered to the student.

95. After Testing (Continued)
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If used, the correct code must be hand-marked on the answer document.
Here is a sample of Table 6. Accommodation and Modification Codes in the DTCM and box 26 a and b on the student answer document.

96. After Testing (Continued)
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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.

97. After Testing (Continued)
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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.
All voided answer documents are returned in non-scorable material.

98. After Testing (Continued)
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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.
Scorable answer documents left in test booklets or placed with non-scorable materials will not be retrieved and the student will not receive a score report.

99. After Testing (Continued)
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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
Scorable answer documents left in test booklets or placed with non-scorable materials will not be retrieved and the student will not receive a score report.

100. After Testing (Continued)
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School and Grade Identification (SGID) Sheet
BROWN
Grade 10 only
TEAL
Grade 11 only
SAMPLE
GREEN
Grade 12 only
Make sure there is no gridding in the Scoring Center Use Only box.
GRAY
Adult education only

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

102. After Testing (Continued)
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Enter school scorable totals
Enter school non-scorable totals
Make sure boxes are not overpacked and have the correct labels. Blue labels are for scorable materials such as answer documents. Pink labels are for boxes of non-scorable materials such as test booklets and CDs.
There are indicators for both test site and district box returns. Both should be completed accurately. Consolidate all boxes and fill in the district box returns section on the labels.

103. After Testing (Continued)
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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

104. Test Examiner Responsibilities

105. Before Testing Attend training Read and sign CAHSEE Security Affidavit
Read the Directions for Administration (DFA)
Before testing you must attend training offered by your test site coordinator so that you know the testing times and how you receive and return materials each testing day.
You are required to offer the accommodations and modifications listed in the students’ Individualized Education Program (IEP) or Section 504 Plan. Ask the test site coordinator which students should be allowed specific accommodations and/or modifications.
You must read, agree to, sign, and return the CAHSEE Test Security Affidavit to the test site coordinator before receiving any test booklets. The test site coordinator will keep these affidavits on file for at least one year.
By signing the security affidavit, you attest that you will protect the CAHSEE materials and thereby protect the integrity of the test.
In addition, you are required to keep all test materials securely locked when they are not being used and maintain processes and procedures to prevent cheating and preserve the validity of the test.
Read the DFA ahead of time so you are familiar with what to say to students.

106. Before Testing (Continued)
Read the DFA ahead of time so you are familiar with what to say to students.

107. Before Testing (Continued)
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
On the day of testing, set up your room so that all students face the same way, and have at least four feet between them.
Cover or erase any information on boards, counters, desks, or walls that could clue answers to students. Place a ‘Testing,
Do Not Disturb’ sign outside of your door. Make the room conducive to students concentrating on the exam.

108. Before Testing (Continued)
Check out test materials from your test site coordinator.
Each testing day you will be asked to check out materials by counting them and signing a form. Check the security numbers on the back of the test booklets to make sure that you have signed for the correct range of numbers.
You will be asked to account for every one of these test booklets.
The test site coordinator will give you a list of students that you are responsible for testing.

109. During Testing TE
Verify identification of students (only students on the list that you received should be tested)
Give pre-identified answer documents to the correct students
The test site coordinator will give you a list of students that you are responsible for testing.
In addition, you must give pre-identified answer documents to the correct students. Failure to do so will result in students receiving incorrect score information.
If a pre-ID answer document contains the incorrect pre-ID information for a student, give that student a blank answer document and be sure that the demographic information on pages 1, 2, and 12 are completed by the student or test site personnel as appropriate. Students who test on both days will use the same answer document.

110. During Testing (Continued)
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
Students should not have books, papers, cell phones, or any electronic devices on their desks

111. During Testing (Continued)
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
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. This is an important requirement so that all CAHSEE tests are administered consistently.

112. During Testing (Continued)
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.
Pay close attention that students are entering the version number and the barcode number from the back of the test booklet onto the answer document and signing it.

113. During Testing (Continued)
Approximate Testing Times
As students test, repeatedly walk around to make sure students are on the correct section of the test. Once they began Part 2, students cannot go back to Part 1.
Most sections of the test take students one and a half hours to two and a half hours to complete. Tell students when an hour and 30 minutes have passed. Since the test is untimed, students have as much time in the school day as they need.
If students who need more time for testing have not made a mark on their answer document for a long period of time, test examiners should urge these students to finish the exam.
If after another reasonable amount of time (approximately 10 minutes), these students have not recorded any more answers, then, the test examiner should end the testing session and collect the test booklets from the students.

114. During Testing (Continued)
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

115. During Testing (Continued)
Document incidents on the Test Administration Incident Form, if applicable.
If you verify a student is cheating, record the information on the Test Administration Incident Report Form, and notify the test site coordinator.

116. After Testing 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
Do not let students leave until you have accounted for all their booklets and answer documents.
After testing, separate the answer documents from the test booklets, and make sure that no answer documents are inside test booklets. Then, separate answer documents by grade. Return the test materials following the procedure your test site coordinator has set up. You cannot have any missing test materials.

117. After Testing (Continued)
Code Boxes 17 and 24, if applicable.
If the student that you tested used accommodations or modifications, you need to code which accommodations and/or modifications were used by this student
in box 26. Write your signature in box 26 to indicate that the student had access to the accommodations and/or modifications as specified in the student’s IEP or 504 Plan.
If the student did not use the offered accommodations, the test examiner still signs the answer document but does not code any of the accommodations or modifications.
Also, code box 18 on the answer document if English Learners used variations.

118. After Testing (Continued)
Code Box 3 (Score Code) for all students
After testing, complete the score code field in box 3. A code must be gridded on the score code field box 3 on the front of the answer document for every 10th grade student, even if they did not participate in testing. The DFA provide the score codes that must be used for this purpose. Within the score code field in box 3, there are two sections – one for ELA and one for Math.
Both ELA and Math need to be gridded for the students’ answer documents to be properly scored.
You will need to select from the following score codes and then grid the appropriate code for ELA and Math. “R” means the student has previously satisfied the requirement by passing the CAHSEE. “S” means to score the student’s answer document. “A” means the student was absent. “E” means that a 10th grade student was absent due to a significant medical emergency.
Only use this code for 10th grade students. “I” means that the student was caught cheating and will not be scored on this part of the exam. “Z” must be graded for any 10th grade student who sat for the exam but made no effort and did not respond to any questions.
“T” should be gridded for 10th grade students who recently enrolled but were previously tested on the CAHSEE in a different district. “M” is to be gridded in the rare case a 10th grade student was enrolled one day of the test but not the other.
Grid “M” for the non-enrolled day and the appropriate score code for the enrolled day. The “M” code is to assist in accurate calculation of your school’s AYP.

119. After Testing (Continued)
Return the test materials following the procedure your test site coordinator has set up.
Each testing day you will be asked to check out materials by counting them and signing a form. Check the security numbers on the back of the test booklets to make sure that you have signed for the correct range of numbers.
You will be asked to account for every one of these test booklets.
The test site coordinator will give you a list of students that you are responsible for testing. Remember to return an answer document for all grade 10 students, whether they tested or not.

120. 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
The proctor’s responsibilities are limited to helping you handle and distribute materials, monitor students during testing, and collect materials. Proctors must attend training and sign the CAHSEE Test Security Affidavit as well.

121. Resources

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

123. Training Presentation Available
Presentation materials posted at:
Look in the “About CAHSEE” tab

124. 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

125. Special Education and English Learner Resources
Available at:
Q & A about Test Variations
Request for Test Variations
Scribe Guidelines
Matrix 2: Testing Variations, Accommodations, and Modifications for Administration of the California High School Exit Examination, California English Language Development Test, and Physical Fitness Test
Matrix 3: English Learner Test Variations for Administration of the California High School Exit Examination and the Physical Fitness Test
Matrix 1. Matrix of Test Variations, Accommodations, and Modifications

126. Student Testing General Guidance
Available at:
CDE division updates
Test administration dates
Other guidance for California public schools
Matrix 1. Matrix of Test Variations, Accommodations, and Modifications
126
126

127. 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