Testing Irregularities Web Application System (TIWAS) Revised 03/10/2010

Purpose Share general information about testing irregularities Explain how to use the Testing Irregularities Web Application System (TIWAS) Provide contact information for the Office of Test Administration, Scoring and Reporting Revised 03/10/2010

General Information About Testing Irregularities Revised 03/10/2010

Definition A testing irregularity is defined as any occurrence that may inappropriately influence a student’s performance on a test or the reporting of a student’s performance, or any occurrence that constitutes a breach in test security or improper administration of mandatory student testing. Revised 03/10/2010

Reporting Testing Irregularities Test Examiners are directed to report any testing irregularity to the designated School Test Coordinator (STC) immediately, and STCs are directed to report testing irregularities to the Division Director of Testing (DDOT) within 24 hours of their occurrence. While some irregularities may be resolved locally by the DDOT, most irregularities are forwarded within 24 hours by the DDOT to the Virginia Department of Education (VDOE) for review and guidance. DDOTs are required to report certain irregularities to the VDOE. All situations that involve the retesting of students, compromised testing procedures or policies, or student test record exclusions must be reported to the VDOE. In some cases testing irregularities are reported to the VDOE by concerned individuals, some of whom wish to remain anonymous, through means other than through the normal reporting structure. This information is conveyed in Informational Supts. Memo No. 118, dated May 9, 2008 and Testing Memo No. 713, dated May 14, 2008. Respond with additional information requested from VDOE quickly Some irregularities still open from November Almost always we need name and session for online irregs. Include student names and test session information (online only) Fields are required but type accurate information Revised 03/10/2010

Reporting Testing Irregularities Using TIWAS Testing Irregularity occurs School Testing Coordinator (STC) enters information into TIWAS and submits to Division Director of Testing (DDOT) DDOT reviews and resolves locally or submits to VDOE VDOE staff closes irregularity or requests additional information DDOT and STC view resolution DDOT prints or exports irregularities as needed Lost 3 steps from current system Eliminates need to fax forms, enter information at VDOE, file forms STC can see resolution at same time as DDOT, no delay in communication Scoring company will have access to database for their purposes, no need to email daily Step 6 is optional While irregularities that have been added and resolved locally are not visible by VDOE, they reside in the application on the VDOE server. Therefore, the information provided in the irregularities may be subject to Freedom of Information Act requests submitted to VDOE. Revised 03/10/2010

Web Application Implementation Training for divisions: User’s Guide http://www.doe.virginia.gov/testing/test_administration/test ing_irregularities/user_guide.pdf Training Information http://www.doe.virginia.gov/testing/test_administration/test ing_irregularities/tiwas_training.pdf Training location (https://t1pe.doe.virginia.gov/ssws) UG meant to be self-guided Revised 03/10/2010

How to Use the Testing Irregularities Web Application System (TIWAS) Revised 03/10/2010

Getting Started TIWAS is accessed through the Single Sign-on for Web Application Systems (SSWS) https://p1pe.doe.virginia.gov/ssws Access can be given to the DDOT, STC, and any other appropriate personnel as directed by the DDOT. The account manager should be instructed to assign Data Entry access for a DDOT at the division level and for an STC at the school level. STC will be given school-level access DDOT will be given division-level access Revised 03/10/2010

Single Sign-on for Web Application Systems (SSWS) Logon Page Enter User Name (assigned by SSWS Project Manager) and Password. Revised 03/10/2010

Single Sign-on for Web Application Systems (SSWS) Home Page If have access to many applications, home page may look like this Click on the Testing Irregularities TIWAS link for access. Revised 03/10/2010

Testing Irregularities Home Page Click on the Maintain Irregularities link to add an irregularity, search for an irregularity or edit an irregularity. Revised 03/10/2010

Maintain Irregularities Revised 03/10/2010

Maintain Irregularities Link Action Search Search for an existing testing irregularity Reset Clears search criteria Add Irregularity Add a new testing irregularity Logout Log out of the Single Sign-on for Web Systems Revised 03/10/2010

Adding An Irregularity STCs and DDOTs add irregularities VDOE no longer routinely adds irregularities Alternate form number appears after irregularity saved (pay attention to status) STC cannot edit irregularity once submitted to DDOT Test information entered must pertain to the form that was administered A new irregularity must be submitted for each different test level/SOL test area Phone calls before submitting irregs? VDOE will ask for irreg to be submitted Can’t accept irregs via email Best to submit irreg, if want a phone call, mention in irreg, if we need more info, will ask in irreg. Ddot can change submit status if stc needs to add more Revised 03/10/2010

Steps For Adding An Irregularity Click on the Add Irregularity link on the Maintain Irregularities page. Fill in the required information on the Testing Irregularity - Add screen Select “Yes” in the Submitted to DDOT field if all information is accurate and complete. If more information needs to be collected, do not select “Yes” in the Submitted to DDOT field. Click on the Submit Data button to apply your changes. A green checkmark will indicate if the irregularity has successfully been saved. See the next slide for the screen shot of the Testing Irregularity – Add screen. Revised 03/10/2010

Testing Irregularity-Add Screen Revised 03/10/2010

Testing Irregularity Fields Fields Automatically Generated Level of Access Division Name STC/DDOT School Name Created Date Created By IRR No Submitted to DDOT Date Action By DDOT Revised 03/10/2010

Testing Irregularity Fields-cont. Required Fields Level of Access Test Source STC/DDOT Test Admin Admin Year Subject Area Test Level Test Name Test Type Test Mode Form Test Session Name Description Submitted to DDOT DDOT Comments DDOT DDOT Action Revised 03/10/2010

Testing Irregularity Fields-cont. Optional Fields Level of Access No. Of Students STC/DDOT Student Grade Student Names/STIs* * Note that the student’s name and STI are required for any online testing irregularity that involves retesting a student or any online testing irregularity that involves a student whose test was incorrectly marked complete in the online testing system. Revised 03/10/2010

Exception For Adding Irregularities Read-Aloud Tests Choose “1 – Regular” from the Test Type dropdown list when adding an irregularity for an online or paper & pencil Read-Aloud test (not audio tape administration) Identify test as a Read-Aloud in the Description field Revised 03/10/2010

Searching For An Irregularity The ability to search or view irregularities is based on login information STC can view irregularities in school only DDOT can view irregularities in division Search on IRR No, Admin Year, Test Admin, Status, Assigned To, Description, VDOE Response, and School Name (DDOT only) Edit/View options depends on status of irregularity Revised 03/10/2010

Steps For Searching Select the search criteria from the available fields on the Maintain Irregularities page. To return a list of all testing irregularities, do not specify any criteria. Click on the Search button. See the next slide for the screen shot of the Maintain Irregularities screen. Revised 03/10/2010

Search Irregularity Screen By choosing from a dropdown list, the DDOT can limit a search to a particular school. Revised 03/10/2010

Search results are sorted by Created Date/Status (See next slide) Search Results Screen Search results are sorted by Created Date/Status (See next slide) Revised 03/10/2010

Search Results Sort Order STC default sort order (based on Created Date and Status) Added, Submitted to DDOT, Submitted to DOE, Response by DOE, Resolved by DDOT, Closed by DOE DDOT default sort order (based on Status) Submitted to DDOT, Added, Response by DOE, Submitted to DOE, Resolved by DDOT, Closed by DOE Revised 03/10/2010

Testing Irregularity Statuses Description Next Step Visible By Added A new irregularity has been added by STC or DDOT When irregularity is complete and accurate, submit to DDOT STC (View/Edit) DDOT (View/Edit) Submitted to DDOT An irregularity has been completed and submitted to DDOT for review DDOT must review irregularity and decide to resolve locally or submit to VDOE STC (View only) Resolved by DDOT DDOT has resolved irregularity locally STC reviews and follows resolution provided by DDOT Submitted to DOE DDOT has submitted irregularity to VDOE for resolution VDOE reviews and determines if more information is needed or resolves irregularity DDOT (View only) VDOE (View/Edit) Response by DOE VDOE has requested more information from division DDOT provides additional information to VDOE Closed by DOE VDOE has resolved and closed irregularity Division proceeds based on resolution provided Revised 03/10/2010

Editing An Irregularity STC may edit irregularity before submitting to DDOT After “Yes” is selected in Submitted to DDOT field, STC cannot edit the irregularity DDOT may change Submitted to DDOT field to “No” to enable STC to edit irregularity DDOT cannot edit irregularity once Submitted to DOE VDOE may change Closed Status to “No” to enable DDOT to edit irregularity Revised 03/10/2010

Steps For Editing An Irregularity Select the search criteria from the available fields on the Maintain Irregularities page. To return a list of all testing irregularities, do not specify any criteria. Click on the Search button. From the Search Results list, click on the Edit link in the Edit column for the irregularity you wish to edit. The Edit link will only appear if you have the authority to edit the irregularity. Make any necessary changes. Click on the Submit Data button to apply your changes. See the next two slides for the screen shot of a sample Search Results list and the Testing Irregularity-Edit screen. Revised 03/10/2010

Sample Search Results Screen Click the edit button to edit an irregularity. Once edited, you can save the changes. If an irregularity is in status Closed by DOE, the DDOT can request VDOE to re-open it so that it can be edited. Revised 03/10/2010

Edit Irregularity Screen Revised 03/10/2010

Exporting Irregularities Individual irregularities may be printed All testing irregularities are stored in the database indefinitely At any time, irregularities from a search list may be exported and saved electronically. The irregularities exported will reflect the search criteria entered in the fields on the Search Results screen. For example, if you have a list of irregularities with the status “Submitted to DOE,” only those irregularities would be exported. Revised 03/10/2010

Exporting Irregularities Screens Revised 03/10/2010

Office of Test Administration, Contact Information Office of Test Administration, Scoring, and Reporting Student_Assessment@doe.virginia.gov 804-225-2107 Revised 03/10/2010