2013-2014 new campus test coordinator training

2013-2014 New Campus Test Coordinator

TrainingJana Schreiner

Consultant, State and Federal Initiatives

[email protected]

972-348-1480

mailto:[email protected]

Networking…

• One of your best resources in this job will be someone who does the same job somewhere else

• For that reason…

Who?

• ELL

• Special Ed

• 504

• Administrator over testing

• Student Information System

To Do List

• Know when tests are given

• Know what tests are given and why

• Train test administrators

• Receive, distribute, and collect materials

• Keep tests secure

• Report irregularities to DTC

• Problem solve on test day

Know when tests are given…

Calendar• Official Trainings

– January 9th, 2014—ESCs trained by TEA– January 22, 23, 27, 28, 2014—DTCs trained

by ESCs

• All DISTRICT test coordinators MUST attend one of these three days

• Campus coordinators are invited by DTC but not required to attend

2013-14 Testing Calendar

Testing Calendar

• October 2013– STAAR Alt tool available– Exit Re-test

Testing Calendar

• December 2014

• End of Course Testing opportunity– English I – English II– Algebra I– Biology– US History

Testing Calendar

• January 27 – March 7, 2014– NAEP (National Assessment Educational

Progress)• US History-8• Civincs-8• Geography-8• Technology and Engineering Literacy TEL-8

Testing Calendar

• January 6th-April 18th, 2014– STAAR Alternate Assessment window.

Testing Calendar

• March – Exit level Retests (TAKS)

– TELPAS window, grades K-12

– STAAR EOC English

Testing Calendar

• Early April– STAAR EOC English I and II assessments– STAAR writing assessments 4th and 7th

– 5th and 8th grade SSI assessments first administration

• Math• Reading

– TELPAS window closes

Testing Calendar

• Late April– TAKS Exit Level assessments– Remaining STAAR 3-8 assessments

Testing Calendar

• May– STAAR EOC

• US History• Algebra I• Biology

– 2nd Administration of 5th and 8th SSI• Reading• Math

Testing Calendar

• June– 3rd administrations of 5th and 8th SSI tests

• Reading• Math

• July – TAKS Exit Re-tests– STAAR EOC Assessments

Know what tests are given and why…

2014 Assessments

Testable Grades/Subjects• 3rd – Reading, Math; Spanish

• 4th – Reading, Writing, Math; Spanish

• 5th – Reading, Math, Science; Spanish; SSI

• 6th – Reading, Math

• 7th – Reading, Writing, Math

• 8th – Reading, Math, Science, SS; SSI

Student Success Initiative

• Ties promotion to performance– 5th Reading and Math

– 8th Reading and Math

• In grades 9 – 12, students will be assessed on STAAR using an end of course exam 5 courses– Algebra– US History– Biology– English I , II

• Junior high students enrolled in any of these courses for high school credit will take the corresponding EOC

Students and Subjects

Make Up Testing

• Scheduling is a local district decision

• Know the policy!

• No make-up testing for TAKS retest

Your plan

Manuals

• You need to be the expert on your campus. – Read all of the manuals.

• STAAR Alt• TELPAS• STAAR (multiple grade levels)• TAKS (HS only)• DCCM (read the DTC portion too)• Security supplement

ListServs

• Go to the TEA website and get on the ListServs– Assessment– To the Administrator Addressed– Accountability– Look for others that you think will help you

with your duties

Train test administrators…

Training is NOT an option…

• All campus coordinators and principals are required to receive annual training in general testing procedures– In January– Use materials and information from ESC/DTC

training– Plan for it to take AT LEAST half a day…

possibly a full day

Turn Around…

• Campus coordinators are required to turn the training around to the test administrators on their campus

• Monitors who will not handle secure tests materials or supervise testing may attend a shortened version that only covers security

What to cover in training…

• Responsibilities• Security and oaths• Procedures for receiving, distributing, storing

materials• Student identification• Procedures for verifying pre-coded

labels/answer documents• Testing accommodations• Score codes• Schedules/make-up testing

Administration Specific

• October, December, March, April, May, June, July– Procedures specific to those tests– Responsibilities– Security– Accommodations– Student Identification

Receive, distribute, and collect materials…

Receiving

• District Advance Letters/Materials List– On-line only through Online Data

Management

• Numbers are based directly on the enrollment figures submitted during the enrollment periods

• Quantities listed show district totals including overage

Receiving

• Campus Advance Letters/Materials List– On-line only through Online Data

Management

• Numbers are based directly on the enrollment figures submitted during the enrollment periods

• Quantities listed show number of materials being shipped for each campus

Receiving

• District level– First box is white – contains the packing list and

district coordinator packets– Schools are boxed separately; no need to open

at district level• Campus coordinators MUST be diligent in counting

materials when they arrive!

– Packing lists indicate materials in each box– Pallet detail report indicates box numbers and

number of boxes for each campus– Pre-coded materials are a separate shipment

Distribute and Collect

• Have a system!! If you don’t, contact an experienced CTC

• Block plenty of time for collection

• Wear your comfy shoes!

• What test is it for?

• What grade level (if applicable)?

• What is it’s purpose?

• What is important for the CTC to know about it?

What is that??

Resources

• Accommodations

• OTAPM

• Texas Assessment

• Texas Training Center

• Test Administrator Training Modules

Keep tests secure

• And be able to prove it!

Document Retention

• Districts are required to maintain the following documentation for a period of five years.– Testing irregularity and investigation documents.– Materials inventory and shipping records.– Signed security oaths for all testing personnel.– Seating Charts.– TELPAS Rating Rosters and Writing Verification Forms.

• District/ campuses are responsible for storing their campus testing records and maintaining them for the required five year period of time.

• Testing records are based upon the calendar year, not the school year.

Keep Tests Secure…

Security Supplement

Test Security

Supplement

Security Supplement

Test Security Supplement

History of the Test Security Supplement

2006•Introduced to provide districts with additional guidance relating to the proper implementation of testing procedures and to promote increased test security

2007 •14-point Test Security Plan designed to assure parents, students, and the public that test results are meaningful and valid

•Secure Materials Supplement released to aid districts in the proper accounting of secure materials

2008 •Test Security Supplement responded to recommendations in the 14-point plan

•Secure Materials Supplement and Test Security Supplement merged

2012•Test Security Supplement adopted by the Commissioner of Education and put into Commissioner’s Rules in the Texas Administrative Code [19 TAC §101.3031(b)(2)]

2013 •Remains in code, is updated, and places more emphasis on penalties for violation of security and confidentiality

Security Supplement

It’s the law!

Violation of security or confidentiality of any test required by the Texas Education Code (TEC) Chapter 39, Subchapter B, shall be prohibited. A person who engages in conduct prohibited by the Test Security Supplement may be subject to sanction of credentials.

Conduct that violates security and confidentiality of a test is defined as any departure from the test administration procedures established in the Test Security Supplement and all other test administration materials.

It’s the law!

Violation of security or confidentiality of any test required by the Texas Education Code (TEC) Chapter 39, Subchapter B, shall be prohibited. A person who engages in conduct prohibited by the Test Security Supplement may be subject to sanction of credentials.

Conduct that violates security and confidentiality of a test is defined as any departure from the test administration procedures established in the Test Security Supplement and all other test administration materials.

Security Supplement

It’s the law!

Any person who violates, assists in the violation of, or solicits another to violate or assist in the violation of test security or confidentiality, and any person who fails to report such a violation is subject to … penalties.

Release or disclosure of confidential test content could result in criminal prosecution under TEC §39.0303 … and section 37.10 of the Texas Penal Code.

It’s the law!

Any person who violates, assists in the violation of, or solicits another to violate or assist in the violation of test security or confidentiality, and any person who fails to report such a violation is subject to … penalties.

Release or disclosure of confidential test content could result in criminal prosecution under TEC §39.0303 … and section 37.10 of the Texas Penal Code.

Security Supplement

It’s the law!

In addition, any irregularities in test security or confidentiality may also result in the invalidation of student results.

The superintendent and campus principal of each school district and chief administrative officer of each charter school and any private school administering the tests as allowed under TEC §39.033, must develop procedures to ensure the security and confidentiality of the tests … .

It’s the law!

In addition, any irregularities in test security or confidentiality may also result in the invalidation of student results.

The superintendent and campus principal of each school district and chief administrative officer of each charter school and any private school administering the tests as allowed under TEC §39.033, must develop procedures to ensure the security and confidentiality of the tests … .

Security Supplement

Violation of Security and Confidentiality of Assessments

Conduct that constitutes a severe violation of test administration procedures (serious irregularities) may include the actions listed below.

• Viewing a test before, during, or after an assessment unless specifically directed to do so

• Duplicating secure material

• Disclosing the contents of any portion of a secure test


Conduct that constitutes a severe violation of test administration procedures (serious irregularities) may include the actions listed below.

• Viewing a test before, during, or after an assessment unless specifically directed to do so

• Duplicating secure material

• Disclosing the contents of any portion of a secure test

Security Supplement


Conduct that constitutes a severe violation … (cont.)

• Assisting an examinee with a response• Providing an examinee with an answer to a test question (this includes

suggesting that the examinee review or change his or her response)

• Changing or altering an examinee’s response

• Encouraging an individual to participate in any of the events listed above• Failing to report to an appropriate authority that an individual engaged in

any of the events listed above


Conduct that constitutes a severe violation … (cont.)

• Assisting an examinee with a response• Providing an examinee with an answer to a test question (this includes

suggesting that the examinee review or change his or her response)

• Changing or altering an examinee’s response

• Encouraging an individual to participate in any of the events listed above• Failing to report to an appropriate authority that an individual engaged in

any of the events listed above

Security Supplement

Penalties for Violation of Security and Confidentiality of Assessments

Penalties for participation in a serious violation of test security or confidentiality may include the following reprimands.

• Placement of restrictions on the issuance, renewal, or holding of a Texas teacher certificate

• Issuance of an inscribed or non-inscribed reprimand

• Suspension of Texas teacher certificate

• Revocation or cancellation of a Texas teacher certificate

Penalties for Violation of Security and Confidentiality of Assessments

Penalties for participation in a serious violation of test security or confidentiality may include the following reprimands.

• Placement of restrictions on the issuance, renewal, or holding of a Texas teacher certificate

• Issuance of an inscribed or non-inscribed reprimand

• Suspension of Texas teacher certificate

• Revocation or cancellation of a Texas teacher certificate

Security Supplement

Security Supplement

Policy and Procedure Highlights• training requirements • materials security • secure storage areas• test session time limits • test administration windows, flexible scheduling, and make-up testing

• reference materials, charts, graph paper, and scratch paper

• student cheating • investigating and reporting testing irregularities

Policy and Procedure Highlights• training requirements • materials security • secure storage areas• test session time limits • test administration windows, flexible scheduling, and make-up testing

• reference materials, charts, graph paper, and scratch paper

• student cheating • investigating and reporting testing irregularities

Security Supplement

Making Your Program Secure

• things to do before, during, and after an administration

Testing Irregularities

• understanding the difference between serious and procedural irregularities

Incident Reporting

• how to respond to testing irregularities

• how to report testing irregularities

Making Your Program Secure

• things to do before, during, and after an administration


• understanding the difference between serious and procedural irregularities

Incident Reporting

• how to respond to testing irregularities

• how to report testing irregularities

Security Supplement

Policy and Procedure Highlights

Training Requirements

• Testing personnel are required to receive annual training in test security and administration procedures and to sign an Oath of Test Security and Confidentiality.

• Districts that elect to use noncertified paraprofessionals during the administration of a statewide assessment must assign a certified staff member who will be responsible for supervising them.


Training Requirements

• Testing personnel are required to receive annual training in test security and administration procedures and to sign an Oath of Test Security and Confidentiality.

• Districts that elect to use noncertified paraprofessionals during the administration of a statewide assessment must assign a certified staff member who will be responsible for supervising them.

Security Supplement


Materials Security

• District and campus coordinators are responsible for counting and verifying that all materials as listed on the contractor’s packing list have been received.

Secure Storage Areas

• Coordinators are required to place all secure materials in limited-access locked storage when not in use.


Materials Security

• District and campus coordinators are responsible for counting and verifying that all materials as listed on the contractor’s packing list have been received.

Secure Storage Areas

• Coordinators are required to place all secure materials in limited-access locked storage when not in use.


Test Administration Windows, Flexible Scheduling, and Make-up Testing

• Districts are provided the latitude to adjust test dates when a conflict arises for STAAR grades 3-8 and end-of-course (EOC) assessments with the exception of STAAR grades 4 and 7 writing and the STAAR English I, II, and III reading and writing assessments. No notification to TEA is required.

• Districts may offer make-up testing opportunities for all grades and subjects to students who are absent on regularly scheduled assessment days. Make-up testing must be completed by the end of the testing window as specified on the Calendar of Events.


Test Administration Windows, Flexible Scheduling, and Make-up Testing

• Districts are provided the latitude to adjust test dates when a conflict arises for STAAR grades 3-8 and end-of-course (EOC) assessments with the exception of STAAR grades 4 and 7 writing and the STAAR English I, II, and III reading and writing assessments. No notification to TEA is required.

• Districts may offer make-up testing opportunities for all grades and subjects to students who are absent on regularly scheduled assessment days. Make-up testing must be completed by the end of the testing window as specified on the Calendar of Events.

Security Supplement

Policy and Procedure Highlights Four-hour Time Limits

Students will be provided four hours in which to complete STAAR, STAAR Modified, or STAAR L tests.

• Start and Stop Times

- four-hour time period begins after the test administrator reads directions and tells students to begin working on their tests

- test administrators must use a clock or timer

- start and stop times must be recorded on the seating chart

- students must record all responses by the end of the four-hour time period


Students will be provided four hours in which to complete STAAR, STAAR Modified, or STAAR L tests.

• Start and Stop Times

- four-hour time period begins after the test administrator reads directions and tells students to begin working on their tests

- test administrators must use a clock or timer

- start and stop times must be recorded on the seating chart

- students must record all responses by the end of the four-hour time period

Security Supplement

Security Supplement


Four-hour Time Limits

• “SAY” Directions - not included in four-hour time period

• Announcement of Time Left to Test- communicate orally or in writing - one hour intervals, more if desired during last hour



• “SAY” Directions - not included in four-hour time period

• Announcement of Time Left to Test- communicate orally or in writing - one hour intervals, more if desired during last hour


• Breaks Included in the Four-hour Time Limit (not allowed to stop the time clock)

- water breaks - bathroom breaks - snack breaks - short physical or mental breaks

• Breaks NOT Included in the Four-hour Time Limit (required to stop and restart the time clock)

- lunch - emergencies - movement of students - medical breaks

Remember to record stop and restart times on the seating chart.


• Breaks Included in the Four-hour Time Limit (not allowed to stop the time clock)

- water breaks - bathroom breaks - snack breaks - short physical or mental breaks

• Breaks NOT Included in the Four-hour Time Limit (required to stop and restart the time clock)

- lunch - emergencies - movement of students - medical breaks

Remember to record stop and restart times on the seating chart.

Security Supplement

Security Supplement



• Multiple Test Sessions - allowed as long as four-hour time limit is maintained

- can start before regularly scheduled school day or extend beyond



• Multiple Test Sessions - allowed as long as four-hour time limit is maintained

- can start before regularly scheduled school day or extend beyond



• Extended Time‒Extra Time (same day)

- available for eligible students with disabilities and English

language learners- students start at the beginning of the school day and are

allowed to test up to the end of the school day, not beyond

• Extended Time‒Extra Day (rare) - for eligible students with disabilities for whom TEA has

approved an Accommodation Request Form

- special procedures and guidelines provided with approval



• Extended Time‒Extra Time (same day)

- available for eligible students with disabilities and English

language learners- students start at the beginning of the school day and are

allowed to test up to the end of the school day, not beyond

• Extended Time‒Extra Day (rare) - for eligible students with disabilities for whom TEA has

approved an Accommodation Request Form

- special procedures and guidelines provided with approval

Security Supplement

Security Supplement


2011 – 2012 Incident Reports(approximate numbers)

2011 – 2012 Incident Reports(approximate numbers)

Serious 150

Procedural 3980

Total 4130

Serious 150

Procedural 3980

Total 4130


Serious Irregularities

- constitute severe violations of test security or confidentiality

- can result in the individual(s) responsible being referred to the TEA Educator Certification and Standards Division for consideration of disciplinary action

- must be reported to TEA as soon as the district coordinator is made aware of situation

- must be investigated by coordinator immediately, an incident report must be filed, and required documentation must be submitted in a timely manner

Serious Irregularities

- constitute severe violations of test security or confidentiality

- can result in the individual(s) responsible being referred to the TEA Educator Certification and Standards Division for consideration of disciplinary action

- must be reported to TEA as soon as the district coordinator is made aware of situation

- must be investigated by coordinator immediately, an incident report must be filed, and required documentation must be submitted in a timely manner


Procedural Irregularities

- reflect minor errors, minor deviations in testing

- do not represent severe breaches in security or confidentiality

- do not require a call to TEA unless guidance needed by the district

- require an online incident report submission

- require an accurate summary of event

- do not require supporting documentation

- must be submitted within ten working days


• Viewing a test before, during, or after an assessment without authorization

• Scoring student tests• Discussing secure test content or student

responses• Copying secure materials without

authorization


Potential Referral to Educator Certification and Standards

REMINDER: These incidents must be reported to TEA immediately.

• Any Action that Directly or Indirectly Assists Students with Responses– Clarifying or translating writing prompt or test items

(except for LAT administrations)– Gesturing, pointing, or demonstrating correct responses– Changing student responses– Providing answers to test questions


Potential Referral to Educator Certification and Standards (cont.)

REMINDER: However well intentioned, these actions are never allowable or appropriate. These incidents must be reported to TEA immediately.

http://www.tea.state.tx.us/student.assessment/security/incidents//


http://www.tea.state.tx.us/student.assessment/security/incidents/

http://www.tea.state.tx.us/student.assessment/security/incidents/

Problem Solve…

Problem #1

• One hour into testing, the police arrive on a campus. They proceed to arrest a 10th grader on a drug warrant. What do you do?

Remove the student from the testing situation before they cuff him (so as not to disturb other testers); call your DTC who should advise you of score code

Problem #2

• A teacher reports to you that a student is scheduled to have her labor induced on the first day of testing week. What do you do?

Code the student an “A” if she is not there on test day. This will be grounds for appeal if it affects accountability. If she is on homebound and can take the test before the make-up window ends, contact your DTC to make arrangements

Problem #3

• An 11th grader takes the entire Math test with his own orange calculator (that has not been cleared) and it is not “discovered” until he turns in his test. What do you do?

In this situation the DTC will have to investigate and will require an irregularity report. The test administrator should be written up for not “actively monitoring” as was required of him/her. The coding on the answer document will depend on the results of the investigation.

Problem #4

• A student throws up on a test booklet so badly that it can not be salvaged. Luckily, nothing gets on the answer document. What do you do?

Put the test booklet in a large ziplock bag and pack it with the non-scorables. Code the answer document an “O”, probably. Alert your DTC to the presence of the test booklet in your box.

Problem #5• A principal sits down next to a testing student in

an effort to encourage him to work more diligently on his test. Later, other students report hearing the principal make statements such as “why did you erase that one”? When the students report this to you, what do you do?

This is a situation that must be investigated and will require an irregularity report. The DTC needs to be notified immediately.

Problem #6

• A test administrator giving an oral administration “doodles” in a test booklets as her student takes the test. You discover this while packing materials. What do you do?

In all trainings, test administrators are reminded of security procedures including the fact that test booklets are secure materials. The DTCwill have to file an irregularity report. This test administrator should be written up for violating security procedures.

Problem #7• Students on a campus were told that their class

would eat lunch in their classroom if they were not finished with the test by lunch time. A student arrives on test day with a small microwave and 3 frozen pizzas. What do you do?

After you stop laughing, call the parent and tell them that students can not bring appliances to school.

Contacts• Jana Schreiner

– 972-348-1480– Vernette 972-348-1300

• Your DTC

• TEA– 512-463-9536

• Pearson– 800-252-9186

Straight from the field…

• Rachel Walters, Richardson ISD

Rachel Walters

Region 10

September 23, 2013

Remember, if you have a positive attitude toward testing it will trickle down.

Everyone makes mistakes!!!Don’t say “WHAT??? ARE YOU KIDDING

ME??”Do say “Let’s figure out how to proceed.”

You are now considered the testing expert on your campus

Read the Manuals!DCCM Test Security Supplement STAAR Alt ManualTest Administrator Manuals

Check the TEA Website Weekly Join the TEA Assessment ListServ Attend the

Texas Assessment Conference Attend/Watch TETN Watch the TEA Training Modules

Great Resource – District/School Decision on How to Use the Models

You need to receive your training from the DTC and sign your CTC oath before administering the first test.Remember, October TAKS retest will be here

soon.

Have the TEA calendar at your fingertipsDates – Paper Calendar, Outlook, etc.

Get testing dates on school calendarReserve computer labs for SOA (TELPAS,

STAAR-L, etc.) Maintenance – mowing, filter/light bulb

changes, etc. Drug Dog Program

Update Forms in the Fall Order Materials

New TotesPencilsErasersHighlightersSticky NotesOther Office Supplies

Don’t wait until the last minute! Testing Rooms

SeptemberSecondary

Who will be the test administrators? Who is not certified?

Don’t assume all teachers are certified Who is experienced?

Double up non-experienced TAs for first administration

Start those rosters early!

Keep an electronic record to document EVERY incident (no matter how small)Not FormalSpreadsheet/Table

Date – Person – What Happened – Outcome – Incident?

Campus Incident ReportHelps you determine what happenedActs as your primary documentationHelps you gather statements for DTC if

needed

Don’t Recreate the Wheel! ‘O’ FormLEP Exempt/English ProvisionMaster Materials Control FormsLate TestersTA Reports/Checklists

Work with your SpEd/504/ELL coordinators! Give them deadlines and stick to them Give them a formatted form

All the same for everyone makes your life EASIER!!!

Have them sign off on accommodations Have them verify the completed rosters

There is no more TAKS-M and this is the last year for STAAR-M

STAAR-L will retest in December

9-12 Students TAKS or STAAR First year in 9th grade (check SIS)STAAR Cohort 2011-12

3-8 Students SSI Retained Accelerated Instruction Required

LEP, 504, SpEd For Secondary Students

Contact DTC for TAKS Assessment History Use Student Portal on TAMS for STAAR

Assessment History

Don’t just turn around your DTC’s training.Remember, if you change a TEA slide

remove the footer and TEA’s name/logo. Make It Yours!

Include School Specific Procedures How/where to check out materials What to do if they suspect a problem Lay out your policies and procedures for them

Use the VideosThey are good!Certificates available

Handouts – Give Your TAs HandoutsSample Bubble SheetsCheck Sheets

Backpack Policy Cell Phone Policy Document Your Trainings!

Sign in SheetsAgendaHard copy of PowerPoint

Everyone Attends the TrainingsAides/ParaprofessionalsHall MonitorsAdministrators Anyone that regularly works with studentsNurse

OathsCertified Security OathNon Certified Security Oath

This is not the test administrator oath

Campus LevelWhen checking in your materials write the

numbers on the box!Why???

Let me tell you a story! Only takes a few extra minutes Makes packing up easier You will have a built in double check that you

have all of your materials ready for return

Count out and count in??? That is a lot of counting! It only takes a few minutes to count out and

in. It takes hours to search for, report, and file an incident report when materials are lost.

Missing materials? Stay CalmContact the DTC who will contact Pearson

for guidance. The sooner the better!!

Testing Room LevelDon’t just have a materials control form

that stays with you. Use a form that goes with the materials and

keep a master materials control form with you.

Why??? Sometimes students are moved – such as late

testers. Sometimes the TA that checked the materials

out isn’t the one that checks in the materials.

Seating Chart OptionsAlways have TAs fill these out before

students arrive. Copy the Roster onto the Back

One less piece of paper and it is easy for the TA.

Use the new rules to allow you to combine students.Use your best TAs in these roomsUse labels or adhesive notes to help remind

TA who gets which test.

Once the test has started, check all of your rooms. Are the Do Not Disturb signs up?Are the students seated appropriately?Are the TAs actively monitoring?Great time to catch testing problems before

they become irregularities. If there are windows in the doors, are they

unobstructed?

Bubble Score CodesRemember, you provided an example

bubble sheet in the training. Test Form Check those answer documents before

the student leaves the room!

Count the Non-ScorablesVerify against packing lists

Count the Answer Documents Twice Check the Score Codes Check the Accommodation Fields Check the Test Booklet Number

Use your end of year checklist. If you aren’t sure…keep it!

Store your 5-year documentation. Keep your DCCM and TA manuals; you’d

be surprised how often you refer back to them.

2013-2014 new campus test coordinator training

Documents

math8th reading

performance5th reading

math7th reading

math spanish4th reading

math spanish5th reading

science spanish ssi6th

corresponding eoc students

test dayknow