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PULASKI COUNTY SPECIAL SCHOOL DISTRICT Mid-Year EOC Exams (Algebra I, Geometry, Biology) School Test Coordinators’ Meeting December 10, 2012.

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Presentation on theme: "PULASKI COUNTY SPECIAL SCHOOL DISTRICT Mid-Year EOC Exams (Algebra I, Geometry, Biology) School Test Coordinators’ Meeting December 10, 2012."— Presentation transcript:

1 PULASKI COUNTY SPECIAL SCHOOL DISTRICT Mid-Year EOC Exams (Algebra I, Geometry, Biology) School Test Coordinators’ Meeting December 10, 2012

2 GOALS To review ACTAAP Rules To discuss the test administration guidelines To review the role of the school test coordinator To discuss test security guidelines To discuss testing session schedule

3 ACTAAP RULES TEST ADMINISTRATION The following 11 rules are enumerated in the ACTAAP Rules 5.05.1 ADE shall establish mandatory training sessions for local district testing coordinators and other appropriate school personnel to ensure understanding of the administration of assessments

4 ACTAAP RULES 5.05.2 The superintendent or his/her designee in each school district shall be responsible for coordinating all local assessment activities 5.05.3 Scheduling testing times of all affected campuses according to the testing calendar developed by the ADE

5 ACTAAP RULES 5.05.4 Ensuring that security is maintained as specified in the appropriate testing administration materials 5.05.5 Ensuring that all district personnel involved in the testing have been properly trained as specified by the ADE

6 ACTAAP RULES 5.05.6 Ensuring that all testing instruments are administered to all students according to the procedures established by the Commissioner of Education 5.05.7 Ensuring that all assessment documents and student identification information are properly and accurately coded

7 ACTAAP RULES 5.05.8 Attesting whether ALL students have participated in the appropriate grade-level assessment (s) 5.05.9 Recommending for adoption by local school boards a school calendar that in no way jeopardizes or limits the valid testing and comparison of students’ learning gains

8 ACTAAP RULES 5.05.10 The appropriate test administration materials shall specify any allowable accommodations available to students participating in the administration of standard state assessments 5.05.11 All students enrolled in a state-tested grade shall be accounted for in the State Assessment System

9 ACTAAP RULES 5.07 Security and confidentiality 5.07.01Violation of the security or confidential integrity of any assessment is prohibited. 5.07.2 The Board shall sanction a person who engages in conduct prohibited by this section, as provided under Arkansas Code §6-17-405 and following the Process for Certificate Invalidation as approved by the Board. Additionally, the Board may sanction a school district and/or school in which conduct prohibited in this section occurs.

10 ACTAAP RULES 5.07 Maintaining security of testing materials Proper Administration of tests Failure to report security breaches Return of materials on time Superintendent responsibility

11 END OF COURSE ASSESSMENTS 5.12 An IAIP shall include research-based remediation activities and multiple opportunities for the student to take and pass subsequent high-stakes end-of-course assessments as long as the student remains in an Arkansas public school and has not reached twenty-one (21) years of age.

12 CODE OF ETHICS 5.03 Standard 3: An educator honestly fulfills reporting obligations associated with professional practices 5.06 Standard 6: An educator keeps in confidence secure standardized test materials as well as information about students and colleagues obtained in the course of professional service unless disclosure serves a professional purpose or is allowed or required by law

13 Code Of Ethics for Educators Rules The Professional Licensure Standard Board (Board) is authorized to recommend to the State Board probation, suspension, revocation or denial of a teaching license or the issuance of a reprimand or warning after an investigation is held….. The Board is also authorized to recommend other avenues to assist the educator via training…


15 Test Preparations Attitudes, Perceptions and Circumstances can significantly impact the test results. Please be sure that: Conditions are conducive to testing Test is well organized Parents, Faculty, and Students are informed of the testing dates and procedures.

16 School Test Coordinators The information presented during this workshop is an overview of testing procedures. You are responsible for reading the school test coordinator’s manual. Be sure to include the backup test coordinator in the planning of the exam. You are responsible for : Inventorying the test materials immediately Securing the test materials

17 School Test Coordinators Selecting the test administration sites and administrators Ensuring all test administrators are currently licensed by the ADE Coordinating the schedule with the principal Picking up, packaging, and returning the test materials on time IEP, 504, LPAC assessment information is on file Training the test administrators Formal training must be held at least 3 days prior to test administration Additional training for test administrators of accommodation to ensure that the allowable accommodations are delivered Reporting test violations Answering questions and resolving problems during the testing period Preparing a backup plan in case of emergencies

18 STC Training Train all Test Administrators Include Test administration for standard sessions Additional training for test administrators of sessions with accommodations. Train extra personnel in case of emergencies. The campus testing schedule including breaks Test administration manual Review of the district written cell phone policy Emergency procedures

19 STC Training Review of Test Security Guidelines Read Affidavit 3 together so that all certified personnel involved in administering assessments will understand the security requirements before they sign the form “I certify that I have not read, copies, reproduced, or released in any way the secure Mid-Year End-of- Course Examinations items or students’ responses to test items. I have not conducted any inappropriate test preparation activities with students that could invalidate the test results or give them an unfair advantage over others. As directed in the manual for the current administration, all used and unused best booklets, all used and unused answer documents, and all completed Student Not Tested Forms have been packaged and returned to the School Test Coordinator. I have read the statements above and understand that I am certifying that they are true. I understand that violating any of the Arkansas Department of Education’s test security procedures could result in revocation of my license.


21 New for 2013 Affidavits are now Scannable and may not be copied Answer Documents Grids information has been added to the Test Administration Scripts regarding grids in Answer Documents Large Print and Braille Materials will be shipped in the boxes of each school materials. A 504 Accommodations Section has been added to the “Teacher Use Only” box on the answer document

22 Inventory Immediately inventory materials upon receipt Request additional materials in a timely manner Report inconsistencies in materials to the DTC

23 Inventory Immediately Count answer documents Compare beginning and ending security numbers to range sheets Order additional materials (AMOs) if they are needed Schools will receive the following materials: Paper bands Affidavits 2 and 3 School/Course Header Sheets Classroom/Group Information Sheets Student labels and Preliminary Demographic Verification Rosters Answer documents and Students Not Tested Forms Rulers Manuals Parent Notification Pamphlets Materials Procedures

24 Who is Tested? All students, including ALE students, completing Algebra I, Geometry, or Biology at mid-year for high school credit must participate with or without allowable accommodations. Students who completed Algebra I, Geometry of Biology in summer school or by correspondence No option to wait until spring to test students who have completed the course by mid-year Looping Students who have taken the course and have not taken the exam

25 Who Is Tested? In addition: A failing grade in any course does not exempt a student from taking the EOC exam The decision to repeat the semester or course is not an exemption from testing Students enrolled in Algebra or Geometry sequenced over two years must test at the end of the two years whether he/she has completed the course or earned a passing grade.

26 Who Is Tested? Students who have taken the Algebra I EOC exam and have not scored Pass on one or two attempts may retest at Mid-Year* School district decision Must have completed remediation according to their IAIP Must be deemed ready to test by the district Maintain documentation of the remediation * After three attempts students access the online remediation and retest

27 Who Is Tested? Disabled Title I Transfer Students LEP (First Year LEP students are not exempt.) ALE Foreign Exchange (code less than one year) Day Treatment Migrant Students Highly Mobile Students

28 Who is Tested? The following students are NOT tested: Home-schooled Home-bound Incarcerated Residential Treatment Centers Juvenile Detention Centers

29 Accounting for Students Pre-ID labels will be provided for most students Bubble the demographics for any student who should test at mid-year for whom no label is provided Data comes from eSchool as of November 28 All student labels must be returned and accounted for On a mid-year answer document On a Student Not Tested Form In the Not Tested Return Kit

30 Accounting for Students You may receive labels for students who will not test at mid-year Moved Changed Placement Eligible but not ready to retest (Algebra I) Return all labels with reason not tested With scoreable materials for each EOC exam

31 Students Not Tested All students who meet the requirement to test and/or received a student label must be accounted for Answer document with responses Students who answered at least one question Answer document with a not tested reason coded Students who did not test and did not receive a label Students who did not test but were scheduled to test Students who refused to test Students who had an incorrect school, last name, Grade, or State ID number listed on the Preliminary Verification Roster

32 Students Not Tested Label and reason code on a Student Not Tested Form Students who received a label but it was known in advanced were not testing Erasures Eraser marks may be picked up by the scanners resulting in the student receiving a score. Ethnicity Codes Students may fill in more than one circle Roster will show only one code

33 Student Not Tested Form Use only one form per course Make sure that each Student Not Tested Form has a corresponding School/Course Header Sheet. Use principal’s name. Mark the reason not tested ABOVE the label Forms CANNOT be copied

34 Student Not Tested Use answer document to account for students who was scheduled to take exam but did not receive a label Contact DTC if student refuses to take test

35 Student Information Student Identification Number Use 10-digit State Reporting ID Number (Triand number) If this number must be gridded, have the number checked (this is where errors occurred in the past ) Social Security Number Must be included if a label is not used

36 Rosters and Labels Rosters reflect student data as of November 28. Correct errors in eSchool Except for the Algebra I Retest status Algebra I Retest Status Included on rosters Not included in eSchool Verify retest status Retest 1 – Student is taking the Algebra I EOC for the second time Retest 2 – Student is taking the Algebra I EOC for the third time


38 Verification and Correction of Student Information If any of the student demographic information is missing or incorrect, it must be updated in eSchool by the following dates: Algebra I and Geometry: January 11, 2013 Biology: January 18, 2013 Student retest information must be updated by contacting La Juana Green.


40 Student Labels Verify information before affixing label to answer document. Complete all of Box 1 even if a student label is used. Complete Boxes 1 – 7 if label is not available. Unused student labels will be attached to the appropriate accountability form.

41 Incorrect Labels If labels include incorrect data Ensure that corrections are in eSchool by the specified date Use the incorrect label EXCEPTION: Do not use if any of the following data are wrong Student’s last name State ID Number School Grade Bubble the demographics for these students

42 Student Demographics Information coded in the “Teacher Use Only” box is used to place students in the appropriate reporting categories for AYP (NCLB) and for the state accountability system Coding cannot be changed after answer documents are sent to the testing company

43 Overview of Test Materials

44 Submit One signed Affidavit 2 Building Principal School Test Coordinator Affidavit 2

45 Each test administrator must sign the affidavit. A separate affidavit needs to be signed for each course tested. Affidavit 3 l

46 Security Affidavit Read the affidavit together so that all certified personnel involved in administering assessments will understand the security requirements before they sign the form. I certify that I have not read, copied, reproduced, or released in any way the secure Mid-Year End-of-Course Examinations items or students’ responses to test items. I have not conducted any inappropriate test preparation activities with students that could invalidate the test results or give them an unfair advantage over others. As directed in the manuals for the current administration, all used and unused test booklets, and all used and unused answer documents, and all completed Student Not Tested Forms have been returned to the School Test Coordinator.

47 Accommodations Waiver Must be completed by TA who provided accommodations Answer document number is found in the lower right hand corner on the back of the document

48 Apply Student Label in the correct box If a student label is not provided, all sections of the Student Demographic page need to be completed. Student Answer Document

49 If a student label is used, complete Box 1 and sections of the “Teacher Use Only” box with an asterisk need to be filled out: ESI Codes Special Education Accommodations Migrant Student Highly Mobile 1 st year LEP LEP Accommodations Student NOT Tested Student Answer Document Page 46

50 Only sections with an asterisk need to be coded when a label is used. The Course Taken section is for Algebra I and Geometry only The Student Retest section is for Algebra I only Teacher Use Only Box

51 504 Accommodations 504 Accommodations Section A 504 Accommodations Section has been added to the “Teacher Use Only” box on the student answer documents 504 students must be marked if they receive The read-aloud accommodation The Large Print version of an exam or The Braille version of an exam Other accommodations for 504 students are allowed but are NOT marked in the “Teacher Use Only” box

52 School/Course Header Sheet One header sheet per course Do not use if preprinted information is incorrect. List all classes in the spaces provided. The number of Student Not Test Forms for each course must be recorded.

53 Classroom/Group Sheet Complete at least one Classroom Header Sheet for each subject in each school. Bubble in the total number of answer documents included.

54 Test Security Guidelines Provide a copy and read the test security guidelines to the test administrators just like they are being read to you. Shrink wrapped may be removed no more than one (1) school day in advance of the day of testing for organizational purposes. No one may look inside the test booklet for any reason. No test booklets should be distributed to test administrators until the day of testing.

55 Test Security Guidelines Students must use the same test booklet and answer document each day. The test booklet and answer document must be kept together throughout all sessions. Keep all materials stored in a securely locked location.


57 Test Booklet Security Forms Must be used to distribute test booklets to TA Enter the number range of test booklets assigned to each TA A separate Test booklet may be checked-out to the TA who will provide the read-aloud accommodation Each TA must initial in the “Out” column when the test booklets are distributed The STC must initial the “In” column when test booklets are returned Completed forms must be returned with test booklets.

58 Mathematics Reference Sheet A math reference sheet is provided on the inside back cover of the test booklets for the Algebra and Geometry tests. Sheets cannot be detached or photocopied.

59 Secure Materials Transfer Only the district test coordinator can transfer secure materials from district to district Secure materials can be transferred between schools within the district Secure Materials Form must be completed. Contact DTC before materials are transferred. Fax copy of completed transfer form to 490- 0254.

60 Secure Materials Transfer

61 Prohibited Materials Electronic Devices – No electronic devices with photographic capability shall be accessible at any time during test administration. Scratch paper – Students can use the blank spaces in the test booklets to do scratch work. Food and Drink – During testing, no food or drink is allowed in the testing area. Highlighters – No highlighters may be used on the answer documents. Ink Pens/Felt Tip Markers – Use a No. 2 pencil only. No mechanical pencils.

62 Calculators Calculators are allowed on all sessions of the Algebra I and Geometry Exams. Calculators are NOT allowed on any session of the Biology Exam.

63 Calculators Provide a copy and review the calculator policy in the manual. Include the policy in the Test Administrator training Ensure that only approved calculators are available during testing. Students shall not share calculators and may have only ONE calculator. Test administrators are responsible for ensuring that calculators are used properly during testing and that all calculators are cleared at the start and end of each testing day.

64 Calculators Individuals assigned to clear calculators shall be knowledgeable about the details of clearing the various calculators for use. No programs that simplify algebraic expressions, multiply polynomials, or factor polynomials, etc. are allowed. If using the TI-Nspire calculators with Press to Test, the calculator must be cleared before and after the EVERY session by the Test Administrator. Programmable calculators must have the RAM cleared before and after testing each day.

65 IEP Consideration of Special Factors

66 Of particular importance is question # 8. Keep at the school so that monitors may verify that the student is receiving the proper accommodation during testing.

67 LPAC Accommodations

68 Administration of Accommodations Must be listed in student’s IEP, 504, or LPAC plan under “standardized testing accommodations” Must be allowable accommodation Must be used regularly in the classroom Modifications are never allowed

69 Accommodations Persons providing accommodations shall be licensed by ADE Training shall be provided for those administering accommodations What is allowed on standardized testing What classroom practices may NOT be allowed Specifics on providing the accommodations

70 Accommodations When assigning accommodated sessions, Ensure that students receive only the accommodations identified in their plans Assign small groups according to accommodations Do not combine students with different accommodations if it allows any student access to an accommodation not included in his/her plan.

71 Accommodations When extended time is allowed, students must complete each session in the order scheduled before moving on to the next session. Students who are at different points in the test schedule must be isolated from students on the regular schedule for testing, during breaks, and during lunch. Extended time does not allow students to go back into a session at a later time in the day to continue working or to complete unfinished items.

72 Accommodations Training for individuals providing the Reading Accommodation Readers may not clarify, elaborate, or provide assistance to students (cueing) Affidavit Waiver must be completed TA will check-out a separate test booklet Plan additional training for the TA with access to a secure test booklet including reviewing Affidavit 3 and Affidavit Waiver Ensuring that the extra booklet is accounted for each day

73 Accommodations Providing the Read-Aloud Accommodation Check the number of read-aloud sessions you will have for each mid-year exam at each school testing Confirm that with the overage provided in the school shipment that you have enough test booklets to allow one for the read- aloud test administrator

74 Special Accommodations May be requested prior to testing for students with an IEP or 504 plan The form must be completed and must include the reason the accommodation is needed The form must be returned to the DTC Approval from the ADE is required before testing begins A copy of the approved form must be kept on site where the student will be assessed.

75 Test Administration All test administrators must be trained All test administrators providing an accommodation must be trained in delivering the allowable accommodation Train additional administrators for emergencies

76 Test Administration Test Administration Training Include the specific schedule of testing Student groups Test Administration manual Emergency procedures Security Guidelines Read Affidavit 3

77 Test Administration Test Administrators shall: Ensure that all testing materials are kept secure before, during, and after testing until returned to the School Test Coordinator Follow the testing schedule provided in the administration manual Eliminate items from the classroom that could provide cueing to students Use the large session number at the top of the answer document to ensure students are working in the correct space Read all directions using a normal tone and manner

78 Test Administration Test Administrators shall: Not have access to computers during testing Not answer students’ questions about the content of the test, but should instruct students to select the best answer If a student insists there is not an answer Do not look at the questions Provide the STC with the item number, session number, and test name Ensure students Use a #2 pencil only Do not have extraneous materials in the testing area, including scratch paper

79 Test Administration Test Administrators shall ensure students: Do not share calculators Do not have access to electronic devices Cannot access cell phones Mis-administration of exams Students writing in the wrong place Damage to the answer document Use of ink on answer document Use of a highlighter on answer document

80 Test Administration STC must immediately alert DTC Corrective action can be taken only on the day the incident occurs Do not take any action until directed to do so Never photocopy student answer document

81 Testing Environment Comfortable seating Good lighting Good ventilation Freedom from noise and interruptions. No extra materials during the testing session.

82 Key Dates EventDate Schools receive the unsecure and secure test materials for Algebra I and Geometry January 10 Last day to Correct Student info for for Algebra I and Geometry January 11 Conduct formal training with staffNo later than Jan 9 Last day to Correct Student Info for Biology January 18 Algebra I Mid-Year TestJanuary 15 – 16 Geometry Mid-Year TestJanuary 17 – 18 Biology Mid-Year TestJanuary 22 - 23

83 Testing Session DAYSUBJECTSESSIONITEMSMINUTES Tuesday January 15, 2013 Algebra I -Student Demographic Information15 minutes A130 multiple choice items45 + directions A23 open response45 + directions Wednesday January 16, 2013 Algebra IA330 multiple choice items45+ directions A42 open-response items30 + minutes There is one form of the test. Students must be given a 15-minute break after Session A1 and A3.

84 Testing Session DAYSUBJECTSESSIONITEMSMINUTES Thursday January 17, 2013 Geometry -Student Demographic Information15 minutes G130 multiple choice items45 + directions G23 open response45 + directions Friday January 18, 2013 GeometryG330 multiple choice items45+ directions G42 open-response items30 + minutes There is one form of the test. Students must be given a 15-minute break after Session G1 and G3.

85 Testing Session DAYSUBJECTSESSIONITEMSMINUTES Tuesday January 22, 2013 Biology -Student Demographic Information15 minutes B130 multiple choice items45 + directions B23 open response45 + directions Wednesday January 23, 2013 BiologyB330 multiple choice items45+ directions B42 open-response items30 + minutes There is one form of the test. Students must be given a 15-minute break after Session B1 and B3.

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

87 School Test Coordinators write the name of the school, group, answer document range and number of AD on each paper band. Organization of Answer Documents Used Mills 15 1 of 4 Used Mills 15 2 of 4

88 Stack #2 of scoreable answer documents Stack #1 of scoreable answer documents Organization of Answer Documents

89 Accommodations waivers are securely attached to the affidavit 3 signed by the test administrator. Scoreable Answer Documents Organization of Answer Documents School Header Sheet Affidavits 2 & 3 Answer document security form

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

91 School Test Coordinators write the name of the school, and number of AD on each paper band. Organization of Unused Answer Documents Unused Mills 15 1 of 2 Unused Mills 15 1 of 2

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

93 NONSCORABLE MATERIALS Test booklet bundles should have the same number of booklets as when they were received. Label the bundles (1 of x, 2 of x) Label the band with the school’s name, booklet ranges, and total number of test booklets.

94 ACCOUNTABILITY FORMS Use the accountability form to account for students who did not take exam Absent Withdrawn – place label on form Homebound/incarcerated/hospitalized, etc. Incorrect labels – place labels on forms Algebra I ONLY—Eligible but not ready to test

95 Test Planning Maintain an Assessment Folder Training dates Agenda and Sign-in Sheets Classroom/testing assignments Test Security Affidavits with Affidavit Waiver Forms attached Accommodations documentation Emergency Plan Calculator Policy Cell Phone Policy Test Security Guidelines Testing Schedules

96 Test Planning Additional Documentation Test booklet(s) transfer form(s) Missing or damaged test booklets Students absent during the testing Students not assessed and the reason Student behavior that might impact testing results

97 Test Planning Read the District & School Test Coordinator Manual Develop a school-level schedule for Inventory Training Testing Collection of materials from test administrators Final inventory and packing

98 Test Planning School-level training is required of all test administrators and monitors/proctors; Suggest training entire staff. Train additional test administrators to cover emergencies, breaks, and accommodated sessions Provide all testing information to building administrators & staff if not trained with testing staff

99 Test Planning The District and School Test Coordinators shall Ensure that all test administrators are trained Ensure that all test administrators are licensed by the Arkansas Department of Education as a teacher or administrator Ensure that all required accommodations are provided and administrators are trained in delivering the allowable accommodations Ensure that IEP, 504, and LPAC assessment information is on file

100 Test Planning The School Test Coordinator shall Develop a plan for storing, distributing, and collecting secure materials Test materials shall be counted when signed in-and-out each day Test materials must be secured at the end of each testing day in a locked area with limited staff access Remember to keep materials secure during breaks

101 Test Planning The School Test Coordinator shall Ensure that all test security guidelines are followed in every testing environment Ensure ACTIVE MONITORING by test administrators in all testing sessions Ensure TA do not have access to computers during testing

102 Test Administration Accessing any prohibited equipment during testing is a security violation and must be reported to the ADE Immediately check that no information about the test has been sent or received Refer to district policy for further actions regarding the student(s) involved

103 General Testing Information Alert Process Do not read student responses ADE has an alert process in which the testing company notifies ADE if a student writes anything that indicates he/she is going to harm himself/herself or others Call the ADE if concern for student safety arises based upon suspicion of what a student has written

104 General Testing Information In case of emergency or illness Have a district back-up person who is licensed and trained to complete DTC tasks before, during, and after testing Have school back-ups assigned and trained at each building during testing AND for inventory and return after testing

105 General Testing Information Contact me: If a student is caught using (texting, talking, photographing) a cell phone during testing. Document students not turning in the cell phones on an irregularity report. If teachers have cell phones on during the test, please contact me. If students write in the wrong answer space or other incidents occur. If an emergency occurs (power outages, bomb threats, etc.) If in doubt, contact me. Office – 234-2082 Cell – 804-9682

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