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California High School Exit Examination (CAHSEE)

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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 https://cahsee.ets.org/ 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 https://cahsee.ets.org 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)
TSC 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)
TSC 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)
TSC 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)
TSC 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)
TSC 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)
TSC 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 TSC 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)
TSC 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)
TSC 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)
TSC 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)
TSC 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)
TSC 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)
TSC 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)
TSC 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)
TSC 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)
TSC 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)
TSC 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)
TSC 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)
TSC 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


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