1. Testing Irregularities Web Application System (TIWAS)
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2. 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
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3. General Information About Testing Irregularities
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4. 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.
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5. 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, 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
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6. 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 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.
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7. Web Application Implementation
Training for divisions:
User’s Guide ing_irregularities/user_guide.pdf
Training Information ing_irregularities/tiwas_training.pdf
Training location (
UG meant to be self-guided
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8. How to Use the Testing Irregularities Web Application System (TIWAS)
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9. Getting Started
TIWAS is accessed through the Single Sign-on for Web Application Systems (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
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10. Single Sign-on for Web Application Systems (SSWS) Logon Page
Enter User Name (assigned by SSWS Project Manager) and Password.
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11. 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.
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12. Testing Irregularities Home Page
Click on the Maintain Irregularities link to add an irregularity, search for an irregularity or edit an irregularity.
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13. Maintain Irregularities
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14. 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
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15. 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
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
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16. 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.
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17. Testing Irregularity-Add Screen
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18. 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
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19. 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
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20. 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.
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21. 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
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22. 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
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23. 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.
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24. Search Irregularity Screen
By choosing from a dropdown list, the DDOT can limit a search to a particular school.
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25. 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)
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26. 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
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27. 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
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28. 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
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29. 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.
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30. 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.
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31. Edit Irregularity Screen
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32. 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.
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33. Exporting Irregularities Screens
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34. Office of Test Administration,
Contact Information
Office of Test Administration,
Scoring, and Reporting
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