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Regents Administration for Charter Schools: June 2014 1 Test Coordinator Information Office of Assessment.

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1 Regents Administration for Charter Schools: June 2014 1 Test Coordinator Information Office of Assessment


3 Key Information: Common Core Regents Administration Ensure that your schools have ordered a sufficient quantity of Algebra 1 (Common Core) Regents exams for students who are required to attempt the exam. If necessary: Contact NYSED at (518) 474-8220 to request additional exams. Have the school alert the Borough Assessment Implementation Director (BAID) that they will need to obtain exams from the regional distribution center on the morning the exam is administered. Exam Scores Student’s final exam scores for the Common Core Regents exams are expected to be available in ATS on June 26, following a standard setting process by NYSED. 3


5 Regents Eligibility  Most answers about Regents and RCTs can be found in the Regents 2013 Edition, School Administrator's Manual, Secondary Level Examinations on the State Education Website.  All students who have completed the course of study leading to a Regents Examination have the right to be admitted to that examination. Students may not be barred from an examination for disciplinary reasons or because their achievement in a subject is considered unsatisfactory. 5

6 Regents Eligibility  Science Lab Requirement  All students taking a science Regents must satisfactorily complete 1200 minutes of lab work. Virtual labs do not count towards the 1200 minutes.  Labs may be carried over from the previous year although “The NYS Education Department strongly recommends that the laboratory requirement be completed again by all students who fail any commencement–level science course.”  Physical Setting/Earth Science Performance Test Requirement  Effective June 2008, all students must take the performance test each time they take the written examination.  The performance test must be administered during the last two weeks of the Earth Science course and no later than a day before the written examination. 6


8 Erasure Analysis All schools will receive a shipment of specialized paper for the printing of ALL student answer documents through ATS before the start of printing on May 27 th.  All schools MUST print their student answer documents on the paper provided.  A sample of schools will be selected to participate in an erasure analysis study by NYSED.  A subset of schools will: Be notified of their inclusion in the erasure analysis study by the Office of Assessment, Receive instruction on how to package student answer documents for delivery to the DOE’s Scan Center. 8

9 Print Regents Answer Sheets  Begin printing Regents Answer sheets on May 27th  Use the RGPS function in ATS to print answer sheets. Be sure to use the specialized paper provided by the DOE to print. Please review section 2E of the January 2014 Scanning Handbook for further instructions.January 2014 Scanning Handbook  Use the RGRR function to reprint answer sheets if necessary Please review section 2F of the January 2014 Scanning Handbook for further instructions.  Charters do not have access to STARS and do not schedule students in STARS prior to printing Regents answer sheets. 9

10 Test Materials The test materials required to administer and package exams will arrive from the following sources: 10 ExamNYSEDNYCDOE*Testing School Algebra I (Common Core) Regents Exam Booklets Performance books for Earth Science English Essay Books Global History & Geography Essay Books US History & Government Essay Books Boxes & Polybags Paper (for the printing of student answer documents) Physical Setting Chemistry Reference Tables Physical Setting Earth Science Reference Tables Physical Setting Physics Reference Tables Student Answer Documents (ATS) Proctoring Directions (NYSED) Regents Proctoring Checklists (ATS) (Discard – Not for charter school usage) Section Attendance Rosters (ATS) (use optional) Rating Sheets & Record Sheets for Comprehensive English, Global and US History (ATS) – (use optional) Algebra 2/Trig Chemistry Comprehensive English Earth Science ELA (Common Core) Geometry Global History & Geog. Integrated Algebra Living Environment Physics US History & Gov’t. *Testing schools must retain unused Regents materials (essay books and reference tables) for the August 2014 Regents administration.

11 Test Materials 11 May 19-23: Non-secure test materials arrive from NYCDOE, including reference materials for Physical Setting exams, essay booklets, paper for the printing of student answer documents. 5/27-6/24: Testing Schools print Student Answer Documents, Section Attendance Rosters (use optional), and Regents Rating Sheets & Record Sheets – use optional (for English, US & Global History ONLY). 6/2 (Common Core) & 6/16-6/23: Regents exams arrive at schools the day prior to testing. ~1/20-1/29: Keys to Regents chests arrive at schools. *Copies of the Proctoring Checklist will print automatically with each Section Attendance Roster. Early June: Schools receive non-secure testing materials from NYSED, including Earth Science performance tests. *The Section Attendance Roster will have all students in one section because charter school students are not scheduled in STARS. You may use it to check off students but the roster may be discarded. Copies of the Proctoring Checklist will print automatically with each Section Attendance Roster however Charter Schools should discard the checklist as it is for district school usage only.

12 Test Materials Student Answer Documents:  Print answer documents from ATS in advance. 12 Note: All answer documents are two pages in June. Directions for printing Student Answer Documents in ATS can be found in the Regents Scanning Handbook at:

13 Test Materials Section Attendance Rosters: (Optional)  Schools must use the RGRA function in ATS to generate Section Attendance Rosters.  Because Charter Schools do not have access to STARS, all students will appear in one section – section 99 13 Directions for printing Section Attendance Rosters in ATS can be found in the Regents Scanning Handbook at:

14 Test Materials Regents Proctoring Checklist: (Discard – Not for Charter Use)  When using the RGRA function in ATS to generate Section Attendance Rosters, a copy of a Proctoring Checklist will be generated at the beginning of each section. 14

15 Test Materials Rating Sheets & Record Sheets: (Optional)  For Comprehensive English, Global & US History ONLY schools must use the RGRA function in ATS to generate Rating Sheets and Record Sheets. 15 Directions for printing Rating Sheets and Record Sheets in ATS can be found in the Regents Scanning Handbook at:


17 Test Administration General Administration Guidelines  Comply with Uniform Statewide Admission Deadlines (Refer to Appendix B).  Set up Conflict Rooms for students who have two or more exams scheduled at the same time (Refer to Appendix B).  Comply with the directions posted on the SED website for administration and scoring Restricted Exams (Refer to Slide 28).  Provide appropriate Test Accommodations to students in special populations (Refer to Appendix D).  Prohibit students from bringing cell phones and certain other electronic devices into classrooms or other locations where a State exam is being administered (Refer to Appendix B). 17

18 Test Administration Test Packaging and Distribution  Shrinkwraps may not be broken until the day of the exam, and no earlier than is necessary to permit the distribution of materials prior to the scheduled starting time of the exam.  Answer documents are barcoded and can only be used by the student whose name is printed on the sheet.  Teachers must sign test security forms when picking up and returning tests.  Ensure that a system is in place for the orderly pickup and return of exams.  Confirm that the number of test and answer documents given to a teacher matches the number that come back.  Students should never pick up, distribute, collect or return tests! 18

19 Additional Regents Tests  Email your BAID in advance of Regents administration if you’re aware that the number of exams ordered is insufficient.  Pick up emergency supplies of tests at Regional Centers.  NYSED is now limiting the number of exams testing schools may obtain from Regional Centers on the day of the exam administration.  Officials in charge are authorized to release test booklets only on the day of the examination.  Materials for morning exams are released after 7:00 AM, and materials for afternoon exams are released after 11:00 AM.  No tests will be released without a letter from the principal on school letterhead. The letter must contain the name of the test(s) requested, quantity and person picking up. ID will be requested upon pick up. BoroughLocationAddressContactContact Info ManhattanManhattan/Hunter Science HS 122 Amsterdam Ave. Room 205E Sam BronxHerbert Lehman HS3000 E. Tremont Ave.Ana BrooklynBrooklyn Tech HS29 Fort Greene Place Room BW 8 David Rapheal QueensFrancis Lewis HS58-20 Utopia ParkwayBarbara Marcisak Staten IslandStaten Island BAO715 Ocean Terrace, Bldg A, Rm. A 127 Jose 19

20 Testing Improprieties Student Cheating  Students who are suspected of cheating should be allowed to finish the test. If an investigation by the administration substantiates cheating:  Invalidate the test by bubbling page 2 of the answer document.  Report the incident in writing to NYSED’s Office of State Assessment by e-mailing  Please refer to the page 3 of the 2013-14 NYC DOE Test Administration Handbook for High Schools ( for detailed guidance on what should be included in the incident report.  Forward a copy of the incident report to your Borough Assessment Implementation Director (BAID)  Notify the student’s parents.  If the incident involves the presence or use of a cell phone or other prohibited electronic device for any purposes during a New York State assessment, the student’s exam must be invalidated. Official Misconduct  Any individual who observes or suspects adult misconduct related to the administration and/or scoring of assessments should notify their principal immediately* and must also immediately notify:  NYCDOE Borough Assessment Implementation Director (BAID)  NYC Office of the Special Commissioner of Investigation (SCI): call (212) 510-1500 or email; and  NYSED’s Test Security Unit, by submitting an Incident Report Form, available at  *The principal can provide support in following the reporting procedure outlined above. 20

21 Restricted Exams  Restricted Exams require special handling:  Teachers may not view the exams except when reading to students as an IEP accommodation.  All RCTs except Reading and Writing are restricted.  For the RCTs, answers are recorded on DOE supplied answer documents and scored at the school.  Most Braille versions of exams are restricted.  Refer to directions posted on the SED website prior to the exam for specific administration and scoring instructions.  ALL restricted exam materials must be sent back to SED in the Regents chests at the conclusion of the Regents period.  For the RCTs, testing schools are responsible for returning the restricted materials to NYSED 21

22 Oral Translations  For exams that are not available in translated versions, oral translations are permitted.  For additional information about the use of oral translations, and accommodations available to ELL students, please refer to Appendix D.  When a student completes an exam in a low incidence language:  Please consider the additional time required to complete the English translation when hiring professional translators. 22


24 General Proctoring Procedures Before Testing Begins  Proctors should ensure that they have sufficient test booklets, pre- slugged answer documents and labels for each student, and any other materials necessary to successfully administer the exam. When Students Enter the Room  Proctors must:  Check IDs and Regents invitations against rosters to ensure that the proper student is taking the exam.  Ensure that each student receives the proper answer document.  Students receive page 1 of the answer documents only.  Remind students to:  Sign in to confirm attendance.  Sign the declaration (pen or pencil is acceptable).  Sign out after handing in their exam. 24

25 General Proctoring Procedures Maintaining Active Proctoring  Proctors should:  Never help students with exam questions.  Circulate around the room.  Not read or talk except when giving directions.  Remind students to check for one response per item, erase clearly and leave no stray marks or smudges on scannable answer documents.  Administrators should circulate around the building to ensure that active proctoring is taking place. 25

26 General Proctoring Procedures Maintaining Active Proctoring  Proctors should ensure that students use the following to record responses:  PENCIL for all multiple choice questions and student declaration.  PEN for all essay and DBQ questions.  Responses are only to be marked on the answer document. 26 Comprehensive English MathScienceHistory Pencil Multiple Choice Student Declaration* Multiple Choice Student Declaration* Graphs and Drawings Multiple Choice Student Declaration* Diagrams and Drawings Multiple Choice Student Declaration* Pen Short-Constructed Response Essay All responses written in test booklet except, graphs and drawings** All responses written in test booklet except diagrams and drawings** DBQ Essay *Students may also be permitted to sign the declaration in pen. **The NYCDOE has received permission from NYSED that all responses may be written in pencil.

27 General Proctoring Procedures Collecting Student Answer Documents  Do not allow students to hand in their exam and leave the building until the Uniform Admission Deadline has passed.  When collecting a Regents exam every proctor must:  Check that the student has signed the declaration;  Ensure that an answer document, and if appropriate, an essay booklet (US and Global History and English), are received from every student, and they’ve signed the Section Attendance Roster. 27 Declaration must be signed


29 Scanning In June 2014 all Regents exams except will have two page answer documents for each student.  For all Regents exams:  Page 1 must be scanned by 12PM on the school day following the exam administration  Page 2 must be scanned immediately following scoring.  Schools use the REDS report in ATS to view potential issues with scanned documents. 29


31 Finding Assistance  Schools with testing questions may:  Contact their Director of Operations in the Charter Schools Office.  Request support from their Borough Assessment Implementation Director (BAID).  Email questions to:  NYCDOE testing memos and materials can be found at:  rocedures/ rocedures/  31

32 Borough Assessment Implementation Directors BoroughBAIDContactAddress Manhattan- Districts 1, 2, 3, 4, 5, & 6 Marie Busiello 212 356-3784 212 356-7523 fax 333 Seventh Avenue Seventh Floor New York, NY Bronx- Districts 7, 8, 9, 10, 11, & 12 Sharon Cahr 718 741-5559 718 741-7971 fax 1 Fordham Plaza Seventh Floor Bronx, NY Brooklyn-Districts 13, 14, 15, 16, 19, 23, & 32 David Rapheal 718 935-5965 718 935-5941 fax 131 Livingston Street Room 608 Brooklyn, NY Queens-Districts 24, 25, 26, 27, 28, 29, & 30 Barbara Marcisak 718 391-8352 718 391-6088 fax 28-11Queens Plaza N Second Floor Long Island City, NY Staten Island/Brooklyn - Districts 17, 18, 20, 21, 22, & 31 Jose Garcia 718 390-1579 718 420-5665 fax 715 Ocean Terrace Building A Staten Island, NY 32 State Education Information Line – 518-474-8220 State Education Fax Line – 518-474-2021


34 Test Security  Secure materials must be locked in an SED approved vault at all times.  All security violations must be immediately reported to:  Borough Assessment Implementation Director  NYSED at (518) 474-8220 and (for State assessments)  Office of the Special Commissioner of Investigation at 212-510-1500, if directed by the BAID.  Additional information about the safeguarding of exam materials can be found in the Regents 2013 Edition, School Administrator's Manual, Secondary Level Examinations at: 34


36  At the discretion of the principals, schools may begin secondary-level examinations earlier than the specified time. Regardless of the starting time, no student shall be permitted under any circumstances to hand in his or her test materials and leave the examination room before the following Uniform Statewide Admission Deadlines:  All students who arrive at the examination room before the Uniform Statewide Admission Deadline must be admitted to the examination, even if the students arrive after the scheduled starting time. Students who arrive at the examination after the Uniform Statewide Admission Deadline, but who have been under the supervision of school personnel since the admission deadline, may be admitted to the examination only if the principal is certain that the students did not have an opportunity to exchange information with students who have already left the examination. Regents Uniform Statewide Deadline 36

37 Materials Provided by Schools and Students for Regents Testing Schools ProvideStudents Bring Test booklets Answer booklets and documents Scrap paper (if permitted) Coordinate graph paper (mathematics Regents) Pens Pencils Erasers Rulers A scientific or graphing calculator (as appropriate) if required for a Regents Examination. Identification for admittance to the testing room Bilingual dictionaries and glossaries for ELL students (if permitted) 37 See SED Directions for Administering Regents Examinations for materials specific to each Regents exam.

38 Conflict Rooms  There may be some students who have two or more exams scheduled at the same time. A conflict room may be set up for those students and state guidelines must be followed in administering multiple exams:  A student scheduled to take more than one examination during the same session may do so provided that the principal is satisfied that exercising this option would not be detrimental to the student's academic interests.  A student may not be allowed more time than the standard three hours for each Regents Examination solely because of a conflict (ELLs and IEP students with additional time may have it.)  The principal may adjust the examination schedule, but students must take each Regents on the day that it is scheduled for administration.  Students resolving schedule conflicts in this way should be sequestered in a separate location and must be kept under close school supervision.  Arrangements must be made for supervised lunch and rest periods, and the Uniform Statewide Admission Deadlines must be strictly observed. 38

39 Prohibited Devices 39  Students cannot have any communications device, including a cell phone, with them during an exam or during any breaks (such as a restroom visit). Such devices include, but are not limited to: Students found in possession of any electronics during test administration must have their exams invalidated, and the incident must be promptly reported to OSA by emailing to

40 Use of Communications Devices  All students are prohibited from bringing cell phones and certain other electronic devices* into a classroom or other location where a State exam is being administered.  Test proctors, test monitors, and school officials shall retain the right to collect and hold any prohibited electronic devices prior to the start of the test administration.  Admission to the test shall be denied to any student who is in possession of a cell phone or other prohibited electronic device and refuses to relinquish it.  If a student is found in possession of an electronic device during an exam, confiscate the device but allow the student to finish the exam. Report the incident to the administration immediately. 40 *Note that some students with disabilities may use certain recording/playback devices ONLY IF this accommodation is specifically required as a provision of the student’s IEP or 504 Plan. In addition, a student may be allowed to retain an otherwise prohibited device in their possession if there is documentation on file at the school from a medical practitioner that the student required such a device during testing.


42 Accommodations for ELL and Former ELL Students  Time Extension  Separate Location  Third Reading of Listening Selection  Bilingual Glossaries  Simultaneous Use of English and Alternative Language Editions (N/A for the Comprehensive English Regents.)  Oral Translation for Lower-Incidence Languages (Not permitted for the Comprehensive English Regents.)  Writing Responses in the Native Language (Not permitted for the Comprehensive English Regents.) 42

43 Accommodations For Former ELLs  Former ELLs are entitled to ELL test accommodations for two years after attaining proficiency.  For the 2013-14 school year this accommodation is for students who scored proficient on the spring 2012 or 2013 NYSESLAT.  Students who tested out in 2011 or earlier do not get ELL accommodations.  Students who tested out on the LAB-R are not former ELLs and may not receive any ELL accommodations. 43

44 Translations Bilingual glossaries are available on the following website and are free to download:  g/bilinged/bilingual_glossaries.h tm g/bilinged/bilingual_glossaries.h tm School receive funding for translation and interpretation services.  For more information about hiring oral translators see the information from the oral translation unit at  yres/C54D26D3-BF84-4B25- A0A7- 71FDAF17CEC7/130326/Vendo rInformationForSchoolsSept13. pdf yres/C54D26D3-BF84-4B25- A0A7- 71FDAF17CEC7/130326/Vendo rInformationForSchoolsSept13. pdf 44 For exams that are not available in translated versions oral translations are permitted.

45 Accommodations for Students with Disabilities  Principals must ensure that students with disabilities receive the testing accommodations specified in their IEP or 504 Plan that are permissible on State examinations. Students who have been declassified must be provided the permissible testing accommodations documented in the declassification IEP. Principals must also ensure that only the accommodations specified in each student's IEP, 504 Plan, or declassification IEP are allowed for the student.  Check SESIS or the student’s IEP for testing accommodations.  Please note that some accommodations permitted for the Regents differ from the 3-8 tests. 45

46 Accommodations for Students with Disabilities  Accommodations may include some or all of the following:  Flexibility in scheduling/timing  Flexibility in setting;  Method of presentation  Use of assistive technology i.e. word processor, computer, scribes or large type or Braille editions  Other accommodations found in the IEP 46

47 Emergency 504 Accommodations  Principals may modify testing procedures for general education students who incur an injury (e.g., a broken arm) or experience the onset of a short- or long-term disability (e.g., epilepsy) sustained or diagnosed within 30 days prior to the administration of a test via an emergency 504 plan.  Permissible accommodations are:  Extending the time limit for a test,  Administering the test in a special location,  Recording the student’s answers in any manner, and  Reading the test to the student (only for students whose vision is impaired). 47


49 The Finality of Examination Scores  It is expected that all scoring and scanning will be complete, and final data available in ATS, on the afternoon of Thursday, June 26 th, 2014.  When the teacher scoring committee completes the scoring process, test scores must be considered final and will be entered onto students’ permanent records via the scanning process.  Scoring committees, once they have scored an exam, are not permitted to re- score them, regardless of the final score. Specifically, exams receiving a final score of 60-64 or 50-54 may not be re-scored.not permitted to re- score them  Principals and other administrative staff in a school or district do not have the authority to set aside the scores arrived at by the teacher scoring committee, and may not rescore student examination papers or change any scores assigned through the procedures outlined in the scoring materials provided by SED.  Guidance on the revised January Regents appeals process will be provided in an upcoming issue of Principals’ Weekly and Test Coordinators’ News. 49


51 RCTs  Safety Net students entering grade 9 in the 2011-12 school year and thereafter are no longer eligible to take RCTs for a local diploma.  Testing requirements for a local diploma may be met by achieving a Regents Examination score between 55 and 64 (English and math), and in certain circumstances, 45-54 (Science, Global History and U.S. History).  There are strict requirements for implementing this policy, please review the NYSED regulations ( and consult with the special education point at your CFN for additional guidance.  RCTs can be administered to students with IEPs or 504 Plans that specify eligibility for RCTs, who entered Grade 9 prior to September 2011 and have completed the required units of study. It is also available to students with disabilities declassified while in grades 8 through 12 whose last IEP specifies RCT Safety Net eligibility.  Students may take the RCT prior to taking a Regents examination but students must attempt and fail the Regents at least once for the RCT to count towards graduation.  The RCTs are administered to eligible students with disabilities as follows:  Mathematics and Science in Grades 9 through 12;  Global Studies in Grades 10 through 12; and  Reading, Writing, and United States History and Government in Grades 11 and 12. 51

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