1. California High School Exit Examination (CAHSEE) Test Administration Training 2008–09 Webcast for District Coordinators December 16, 2008

2. 2 Presenters Mao Vang, Educational Testing Service (ETS) CAHSEE Project Manager Diane Hernandez, California Department of Education (CDE) CAHSEE Administrator

3. 3 Presentation Objectives Overview of CAHSEE Maintaining Test Security District Coordinator Responsibilities Test Site Coordinator Responsibilities Test Examiner Responsibilities Proctor Responsibilities Resources Questions and Answers

4. 4 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

5. 5 CAHSEE Content The CAHSEE has two parts:  English-language arts (ELA) State standards up to grade ten  Mathematics State standards in grades six, seven, and Algebra I

6. 6 CAHSEE Requirement All students must satisfy the CAHSEE requirement, as well as all other state and local requirements, to receive a California public high school diploma. The CAHSEE requirement can be satisfied by passing the exam or, for students with disabilities, receiving a local waiver according to California Education Code Section 60851(c).

7. 7 Options to Participate in CAHSEE Administrations 2008-09 July 29-30 October 7-8 November 4-5 December 6 & 13 February 3-4 March 17-18 May 12-13 Grade 10 (Census) Grade 10 (Census or Make up) Grade 10 (Make up) Grade 11 Grade 12 Adult The CAHSEE can be administered only on the scheduled test dates determined by the State Superintendent of Public Instruction. For testing schedules, go to: http://www.cde.ca.gov/ta/tg/hs/admin.asp http://www.cde.ca.gov/ta/tg/hs/admin.asp

8. 8 CAHSEE Testing Opportunities Grade ten: one time (Feb., Mar., 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.

9. 9 Approximate Testing Times Test DayTest Session Approximate Working Time Approximate Total Administration Time Day 1 ELA-Session 1 2 hours 2 hours 30 minutes ELA-Session 2 1 hour 30 minutes 2 hours Day 2 Mathematics- Session 1 1 hour 30 minutes 2 hours Mathematics- Session 2 1 hour 30 minutes 2 hours

10. 10 Maintaining Test Security To ensure test security, district coordinators must:  Read, agree, sign, and return the Test Security Agreement to ETS  Ensure all test site coordinators and all who have access to secure test materials read, sign and agree to the Test Security Agreement

11. 11 Maintaining Test Security (Continued)

12. 12 Maintaining Test Security (Continued)

13. 13 Maintaining Test Security (Continued)  Keep materials in a secure, locked storage  Establish and maintain procedures that will prevent cheating

14. 14 Maintaining Test Security (Continued)  Handle potential testing irregularities: call ETS and CDE to report security breaches or test administration incidents  Cooperate with Global Compliance Services when they conduct audits Before-testing audits During-testing audits After-testing audits

15. 15 District Coordinator Responsibilities DC

16. 16 Before Testing Attend training Send signed Test Security Agreement to ETS Read the District and Test Site Coordinator’s Manual DC

17. 17 Before Testing (Continued) Go to http://www.ets.org/cahseehttp://www.ets.org/cahsee to obtain information and documents regarding the coordination of CAHSEE administrations. DC

18. 18 Refer to CAHSEE Project Calendar Before Testing (Continued) DC

19. 19 Before Testing (Continued) November 2008 CAHSEE Project Calendar Sample DC

20. 20 Before Testing (Continued) Manuals are posted for reference DC

21. 21 Go to the secure CAHSEE Web site by clicking on CAHSEE Online from the ETS CAHSEE Web page or http://cahsee.ets.org/ Before Testing (Continued) DC

22. 22 To obtain a username and password for CAHSEE Online, Contact ETS CAHSEE Support at 800-241- 5687. Before Testing (Continued) DC

23. 23 Before Testing (Continued) Select the appropriate date option. Enter your username and password. Select the LOGIN button. DC

24. 24 Before Testing (Continued) Use CAHSEE Online at http://cahsee.ets.org to do the following: http://cahsee.ets.org  Update your district contact information  Order test materials  Order supplemental shipments  Submit a Pre-ID file  Review/update an order  Check the status of your order  Make student demographic corrections DC

25. 25 CAHSEE Online main page Before Testing (Continued) Update District Information and Testing Schedule DC

26. 26 Schedule and set up test administrations Notify parents of district’s testing schedule Before Testing (Continued) DC

27. 27 Order materials Before Testing (Continued) DC

28. 28 Materials order warnings Before Testing (Continued) DC

29. 29 Materials order confirmation Before Testing (Continued) DC

30. 30 Go to “Pre-ID services” tab to obtain file layout Before Testing (Continued) DC

31. 31 Before Testing (Continued) Prepare data file according to pre-ID file layout Upload pre-ID file DC

32. 32 Before Testing (Continued) If submitting Pre-ID file, fill out the following:  List of Demographic Fields Required to be Hand-gridded for Schools Participating in the Pre-ID Service (page 45 of DTSCM) Provide the list as a handout for test site coordinators during training DC

33. 33 Before Testing (Continued) Designate and train site coordinators Emphasize the following in training:  Maintaining test security  Reading Test Site Coordinator Responsibilities Section of manual  Hand-gridding fields not Pre-IDed  Accommodations/Modifications/EL Variations Signature in Box 13  Checking in/out test materials  Providing handout of important dates DC

34. 34 Before Testing (Continued) Identify and coordinate the testing of students placed in nonpublic schools Go to California School Directory http://www.cde.ca.gov/re/sd/ to obtain NPS school code. Enter onto Box 12c. http://www.cde.ca.gov/re/sd/ DC

35. 35 Before Testing (Continued) Receive test materials (starting about 2 weeks before test administration)  Shipment 1: nonsecure testing materials  Shipment 2: secure testing materials  Shipment 3: (optional) Pre-ID answer documents  Shipment 4: (optional) late Pre-ID labels Upon receipt of shipments, open boxes and conduct inventory DC

36. 36 Before Testing (Continued) DC

37. 37 If more test materials are needed, contact the CAHSEE Support Center or go to CAHSEE Online to place supplemental orders Distribute test materials to sites Before Testing (Continued) DC

38. 38 During Testing Be the liaison between test sites, CDE, and ETS Problem solve Notify both CDE and ETS of potential testing irregularities Complete the Test Security Breach Report Form, if applicable DC

39. 39 During Testing (Continued) DC

40. 40 After Testing 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 DC

41. 41 Enter district scorable totals Enter district non-scorable totals After Testing (Continued) DC

42. 42 Arrange with courier (FedEx or land carrier) for pickup After Testing (Continued) For Scorable materials For Non- scorable materials DC

43. 43 After Testing (Continued) 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 FedEx label to the immediate left of the designated color-coded label. DC

44. 44 After Testing (Continued) Late return of scorable materials may delay results and reports being delivered on time  “Late” = shipped from district after the Wednesday following the test administration If scorable materials are received late, a late processing fee of $450 is charged to the district DC

45. 45 Pick-up Dates for Scorable and Nonscorable Materials for Remaining 2008-09 Administrations CAHSEE Administration Scorable Pick-up Window Nonscorable Pick-up Window December 6 & 13December 15-19December 17-24 December 8-12, Writing task field test December 15-19December 17-24 February 3-4, 2009February 5-11February 9-17 March 17-18, 2009March 19-25March 23-31 May 12-13, 2009May 14-20May 18-26 After Testing (Continued) DC

46. 46 After Testing (Continued) Use CAHSEE Online http://cahsee.ets.org for: http://cahsee.ets.org  Making student demographic corrections  Downloading student results DC

47. 47 Interpreting Scores Guides & Tables DC After Testing (Continued)

48. 48 After Testing (Continued) Additional resources and special services form DC

49. 49 Test Site Coordinator Responsibilities TSC

50. 50 Before Testing Attend training Send signed Test Security Agreement and Affidavits to district coordinator Read the responsibilities and procedures in the “test site coordinator” section of the District Test Site Coordinator’s Manual TSC

51. 51 Before Testing (Continued) Inform parents, students and teachers about testing schedule Inform teachers about their students’ attendance at the testing session Work with district coordinator to resolve problems TSC

52. 52 Before Testing (Continued) Organize, implement, 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 TSC

53. 53 Before Testing (Continued) TSC

54. 54 Before Testing (Continued) TSC

55. 55 Before Testing (Continued) Receive test materials Follow the checklist for Inventorying Test Materials as the Test Site (page 24 of DTSCM)  Inventory 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  Save original boxes for return shipments  Contact District Coordinator with additional material requests TSC

56. 56 Before Testing (Continued) Keep test materials secure (Test booklets, Audio CDs, Answer Documents, etc.) in sealed boxes in a locked storage 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 TSC

57. 57 Before Testing (Continued) Train test examiners and proctors Include the following:  Responsibilities of test examiners and proctors  Security of test materials  Testing schedules and locations  Preparation of test locations for test administration  Arrangement for proctors, as required TSC

58. 58 Before Testing (Continued) Train test examiners and proctors (continued)  Information about students who have accommodations/modifications in IEP/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 TSC

59. 59 Before Testing (Continued) Train test examiners and proctors (continued)  Procedures for completing demographic info.  Completion of score codes  Collection of and accounting for test materials  Scheduling and procedures for returning test materials to test site coordinator TSC

60. 60 Before Testing (Continued) If district submitted a Pre- ID file, provide the handout from the district coordinator for test examiners during training.  List of Demographic Fields Required to be Hand-gridded for Schools Participating in the Pre-ID Service (page 45 of DTSCM) TSC

61. 61 Before Testing (Continued) 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 TSC

62. 62 Before Testing (Continued) Prepare and distribute test materials using Inventory Form-Test Site (page 52 in DTSCM) Materials for Each Test Examiner Number to Include Directions for Administration manual 1 per examiner Test booklets1 per student + 1 for examiner Answer documents1 per student + 1 blank No. 2 pencils1 per student + a few extras List of Demographic Fields Required to be Hand-Gridded for Schools Participating in the Pre-ID Service (page 45 in the DTSCM) 1 copy, if applicable TSC

63. 63 During Testing (Continued) Monitor 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 TSC

64. 64 During Testing (Continued) Be prepared for emergency situations, restroom passes, etc. Document testing incidents and potential test security breaches  If applicable, complete Test Administration Incident Report Form/Test Security Breach Report Form Ensure compliance with all examination procedures TSC

65. 65 During Testing TSC Use forms to document incidents and test security breaches

66. 66 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, including writing task, must be recorded with No. 2 pencil on answer document  Students record responses to both ELA and math tests on a single answer document

67. 67 During Testing (Continued) Administration Reminders (Continued)  Do not use correction fluid on any answer document  Do not use paper clips, tape, staples, or glue on the answer documents  Do not attach removable “self-stick” notes to the answer documents TSC

68. 68 During Testing (Continued) Administration Reminders (Continued)  Do not disassemble or pull pages out of the multi-page answer document or insert additional pages  If an answer document is damaged, the answers must be transcribed onto a new one and all student demographic fields must be hand-gridded TSC

69. 69 During Testing (Continued) Provide accommodations and/or modifications to eligible students if specified in their IEP or Section 504 plan (pages 68-70 in DTSCM) Provide identified English learners additional test variations if regularly used in the classroom (page 71 in DTSCM) TSC

70. 70 After Testing 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 TSC

71. 71 After Testing (Continued) Prepare answer documents for return Inspect for stray marks If a student has a Pre-ID answer document, check to make sure the fields that were not Pre-ID are filled in. If a student is new or does not have a Pre-ID answer document, all demographic data must be hand-gridded. TSC

72. 72 After Testing (Continued) Check answer documents Check that Box 3 Score Code is completed on every scorable answer document. (See page 63 in DTSCM) TSC

73. 73 After Testing (Continued) Check Box 13 Accommodations and Modifications  Test examiner must grid Box 13 Accommodations/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 TSC

74. 74 If used, correct code must be hand-gridded. (See page 65 of DTSCM) After Testing (Continued) TSC

75. 75 After Testing (Continued) Transcribe student answers as required:  If any student marks answers anywhere other than in the answer document as a condition of his/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 TSC

76. 76 After Testing (Continued) 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 district  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 TSC

77. 77 After Testing (Continued) 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. TSC

78. 78 After Testing (Continued) Prepare scorable answer documents for return (Continued)  Use appropriate SGID for each grade Hand-grid 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 BLUE Shipping Label TSC

79. 79 School and Grade Identification (SGID) Sheet TANGERINE-Grade 10 only DARK BLUE-Grade 11 only PURPLE-Grade 12 only SALMON-Adult students only TSC

80. 80 After Testing (Continued) 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 PINK Shipping Label TSC

81. 81 Enter school scorable totals Enter school non-scorable totals After Testing (Continued)

82. 82 After Testing (Continued) Return materials to district coordinator  Follow specific information from district coordinator and return materials accordingly and appropriately to the district office for consolidation of all test sites’ materials. TSC

83. 83 Pick-up Dates for (District) 2008-09 Administrations CAHSEE AdministrationPick-up Date November 4-5November [ ] December 6 & 13December [ ] December 8-12, Writing task field test December [ ] February 3-4, 2009February [ ] March 17-18, 2009March [ ] May 12-13, 2009May [ ] After Testing (Continued) DC

84. 84 Test Examiner Responsibilities TE

85. 85 Before Testing Attend training Read and sign CAHSEE Security Affidavit Read the Directions for Administration (DFA) TE

86. 86 Before Testing (Continued) [Insert specific site testing schedule] TSC

87. 87 Before Testing (Continued) Set up the testing room  Students face the same direction and have at least four feet between them Cover or erase any information that could clue answers for students Place a ‘Testing, Do Not Disturb’ sign outside the door TE

88. 88 Before Testing (Continued) Check out test materials from test site coordinator TE

89. 89 During Testing Verify identification of students (only students on the list that you received should be tested) Give pre-identified answer documents to the correct students TE

90. 90 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  Only No. 2 pencils may be used on the answer document  Students should not have books, papers, cell phones, or any electronic devices on their desks TE

91. 91 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 TE

92. 92 During Testing (Continued) Make sure that each student signs name in Box 1 Enter the version number and the barcode number from the back of the test booklet onto the answer document in each portion of the test TE

93. 93 During Testing (Continued) If Pre-ID service is used, ensure students hand- grid additional fields required, if applicable  Refer to the List of Demographic Fields Required to be Hand-gridded for Schools Participating in the Pre-ID Service provided by the test site coordinator TE

94. 94 During Testing (Continued) Test Day Test Session Approximate Working Time Approximate Total Administration Time Day 1 ELA-Session 12 hours2 hours 30 minutes ELA-Session 2 1 hour 30 minutes 2 hours Day 2 Mathematics-Session 1 1 hour 30 minutes 2 hours Mathematics-Session 2 1 hour 30 minutes 2 hours Approximate Testing Times TE

95. 95 During Testing (Continued) Document incidents, if applicable TE

96. 96 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 TE

97. 97 After Testing (Continued) Code Box 13 & 18, if applicable TE

98. 98 After Testing (Continued) Code Box 3 (Score Code) for all students TE

99. 99 After Testing (Continued) Return the test materials following the procedure your test site coordinator has set up TE

100. 100 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

101. 101 Resources

102. 102 Opportunities to Participate Scoring Opportunities  WFO_OSNReaders@ets.org Reviewers  Bias & Sensitivity and Content reviews in March and April 2009  DIF after each test administration  (Contact Usha Altieri 916-403-2406)

103. 103 Training Presentation Available Presentation materials posted at :  http://www.ets.org/cahsee/ http://www.ets.org/cahsee/  Look in the “About the Test” tab

104. 104 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 60850 to 60859). The CAHSEE regulations can be found at: http://www.cde.ca.gov/ta/tg/hs/documents/cahseeregs.doc http://www.cde.ca.gov/ta/tg/hs/documents/cahseeregs.doc

105. 105 Special Education and English Learner Resources Available at: http://www.cde.ca.gov/ta/tg/hs/accmod.asp http://www.cde.ca.gov/ta/tg/hs/accmod.asp  Request for Test Variations  Q & A about Test Variations  Scribe Guidelines  Matrix 1. Matrix of Test Variations, Accommodations, and Modifications for Administration of California Statewide Assessments  Matrix 2. Matrix of Test Variations for Administration of California Statewide Assessments for English Learners

106. 106 Student Testing General Guidance Available at: http://www.cde.ca.gov/ta/tg/sa/ and includes the following topics: http://www.cde.ca.gov/ta/tg/sa/  CDE division updates and program notes  Test administration dates  Guidelines on Academic Preparation for State Assessments  Other guidance for California public schools

107. 107 Contact Information CAHSEE policy and general exam information CDE CAHSEE Office 916-445-9449 http://www.cde.ca.gov/ta/tg/hs/ State and federal accountability information CDE Academic Accountability Unit 916-319-0863 http://www.cde.ca.gov/ta/ac/ Test material ordering and logistics ETS CAHSEE Support 800-241-5687 http://www.ets.org/cahsee/