lea elpac coordinator checklist - elpac (ca dept of ... · web viewfor the successful...
TRANSCRIPT
LEA ELPAC Coordinator Checklist
For the Successful Administration of the 2020–21 Initial and Summative English Language
Proficiency Assessments for California (ELPAC)
Produced by the California Department of Education (CDE), this checklist for local educational agency (LEA) level coordinators is meant to organize the activities necessary to ensure the successful administration of the ELPAC assessments.
Although comprehensive, this checklist is not exhaustive and may not include every task or activity required of an LEA ELPAC coordinator to support a successful administration.
The LEA ELPAC coordinator tasks on the checklist that follows are listed in the months where they are most likely to occur; however, some tasks may occur in other months or over a span of several months depending on your local schedules and needs. Please adjust the month titles to best fit your local schedules, if necessary.
This checklist is created in an editable format so LEA ELPAC coordinators can add, remove, or reorganize tasks to create a unique checklist of local activities and timelines.
For the 2020–2021 year, the checklist spans from July 2020 through June 2021. Tasks that are ongoing in nature are also listed at the beginning of the checklist.
Please note: While the checklist begins in July, there are many tasks that need to be completed to prepare for Initial ELPAC testing. These tasks are listed in the months they occur and should not be overlooked by coordinators preparing for the start of Initial ELPAC testing on July 1 of the following fiscal year.
Additional details are available for many of the tasks listed in the checklist. Select the links within each task to see the additional information, which can also be found at the end of this checklist.
ELPAC LEA Coordinator Checklist 1
LEA ELPAC Coordinator ChecklistOngoing/Continuous
If you are new to this role during the year, ensure your superintendent or charter school administrator has designated you as the LEA ELPAC coordinator.
During Initial and Summative ELPAC testing, provide site coordinators with the student list of students who may need testing, including accessibility supports, to ensure that all eligible students are tested.
During Initial and Summative ELPAC testing, monitor completion rates for each site. Communicate testing progress to site coordinators and other staff as appropriate.
During Initial and Summative ELPAC testing, check for any new students that should be tested.
During Initial and Summative ELPAC testing, submit incident reports as needed using the Security and Test Administration Incident Reporting System (STAIRS). Report test security incidents within 24 hours using STAIRS.
Document trends and obtain feedback for next year’s planning.
Download individual student results from Test Operations Management System (TOMS) for local uses.
Review scheduled system downtimes and communicate them to site coordinators.
Share the practice and training tests with site coordinators, test examiners, and teachers; encourage administration of the tests to students.
Review the ELPAC web page and ELPAC communications for the latest information.
Establish procedures, maintain security, and monitor sites to make sure procedures are followed.
If disseminating Student Score Reports through local student information system (SIS), generate credentials as described in the How to Generate Credentials reference guide at http://www.caaspp.org/rsc/pdfs/TOMS.Generate-Credentials-QRG.2019-20.pdf or regenerate credentials as described in the How to Regenerate Credentials reference guide at http://www.caaspp.org/rsc/pdfs/TOMS.Regenerate-Credentials-QRG.2019-20.pdf for a secure connection between TOMS and the LEA’s SIS as needed.
Regularly communicate and troubleshoot with site ELPAC coordinators and respond to their questions to ensure that issues are resolved.
ELPAC LEA Coordinator Checklist 2
Forward the CDE’s weekly Assessment Spotlight information email to ELPAC support staff as appropriate.
Verify the need for specialized equipment for students who require accessibility resources.
Coordinate with California Longitudinal Pupil Achievement Data System (CALPADS) staff on timing around the creation of SSIDs for students new to the LEA who need to have the Initial ELPAC Administered.
Coordinate with California Longitudinal Pupil Achievement Data System (CALPADS) staff to ensure that ELAS statuses are accurate for students about to take the Summative ELPAC.
Coordinate with special education and English language development administrators to establish a consistent process to document the selection of accessibility resources for students, including instructions about how these resources are entered/submitted to TOMS. Revie w Matrix Four with testing staff .
Request any necessary Unlisted Resources for students, as documented in their individualized educational program (IEP), at least two weeks prior to administration.
Ongoing—Material Ordering, Shipping, and Pickup Collect test materials from site ELPAC coordinators.
Schedule test materials pickup dates from sites for processing before the LEA pickup dates.
Package and ship test materials to Educational Testing Service (ETS) for scoring.
Order supplemental materials as needed in TOMS or through the California Technical Assistance Center (CalTAC).
ELPAC LEA Coordinator Checklist 3
July 2020Initial ELPAC testing window opens. (2020–21 Initial ELPAC window: July 1, 2020–June 30, 2021.)
Ensure that you are signed up for the Weekly CDE Assessment Spotlight emails.
Follow the CDE Assessments Twitter account @CDEassessments.
View the New Coordinator WebEx #1, with a focus on results. This WebEx is for coordinators who have been in their role for less than 12 months, or those who want a refresher. Registration information can be found on the ELPAC website at https://www.elpac.org under the Training tab.
Confirm that site ELPAC coordinators have creat ed user accounts in the TOMS for their test examiners.
Confirm that staff with roles that do not require access to TOMS, who will have access to testing material have completed the test security form provided on the ELPAC Test Administration Forms web page https://www.elpac.org/test-administration/forms/.
Review student demographic data from TOMS to ensure that all English learners (ELs), including TBDs, are listed in TOMS at the correct grade level.
Notify parents/guardians of students whose language is other than English (via the Home Language Survey that their child will be assessed with the upcoming Initial ELPAC.
August 2020Attend, or view the webcast of, the CDE Assessment Information Meeting and communicate ELPAC changes to relevant staff.
Attend make-up Initial ELPAC Administration and Scoring trainings, if applicable.
If make-up Administration and Scoring training is applicable, review the “Preparing for next year’s Initial ELPAC administration” tasks in May for what needs to occur after training.
ELPAC LEA Coordinator Checklist 4
September 2020 Attend state-sponsored Administration and Scoring Training for the Summative
ELPAC. (Trainings usually take place September through November.)
View the New Coordinator WebEx #2, with a focus on accessibility. This WebEx is for coordinators who have been in their role for less than 12 months, or those who want a refresher. Registration information can be on the ELPAC website at https://www.elpac.org under the Training tab.
Rotating Score Validation Process (RSVP ) LEAs return the Initial ELPAC Answer Books completed in July.
October 2020View the New Coordinator WebEx #3, with a focus on resources for student assessment practice. This WebEx is for coordinators who have been in their role for less than 12 months, or those who want a refresher. Registration information can be found on the ELPAC website at https://www.elpac.org under the Training tab.
RSVP LEAs return the Initial ELPAC Answer Books completed in August.
Order Summative ELPAC test materials for K–2 Writing only.
During the LEA preview of statewide ELPAC results, verify preview data against local data, including demographic information, to ensure student group assignments are accurate.
Coordinate with LEA communications staff on briefing the stakeholders, including LEA leadership team and the school board, and preparing a news release about the release of statewide ELPAC results.
Prepare principals/site coordinators to communicate ELPAC results to school staff, parents, and the media. Consider using the ELPAC Resources and Communication Materials on the ELPAC web page at https://www.cde.ca.gov/ta/tg/ep/.
ELPAC LEA Coordinator Checklist 5
November 2020Attend the fall New ELPAC Coordinator Training.
RSVP LEAs return the Initial ELPAC Answer Books completed in September.
Review Initial ELPAC comparison report for sites participating in the RSVP process.
Confirm that staff with roles that do not require access to TOMS, who will have access to testing material, have completed the test security form provided on the ELPAC Test Administration Forms web page https://www.elpac.org/test-administration/forms/.
Prepare ELPAC training materials for local Summative ELPAC trainings.
Schedule local training dates for the Summative ELPAC.
Send training dates to your site ELPAC coordinators.
December 2020 RSVP LEAs return the Initial ELPAC Answer Books completed in October.
Attend CDE/ETS Pretest Workshop and/or view webcast.
Begin conducting training(s) on the Summative ELPAC for site staff, including site coordinators and test examiners.
Remind site ELPAC coordinators and test examiners of the ELPAC Moodle Training Site for the Summative ELPAC, where they are to complete calibration quizzes.
Receive and inventory Summative ELPAC materials for K–2 Writing only.
ELPAC LEA Coordinator Checklist 6
January 2021Communicate to site ELPAC coordinators about their roles and responsibilities for the Summative ELPAC.
Notify parents/guardians about upcoming Summative ELPAC testing.
Register additional site ELPAC coordinators as users in TOMS.
Collaborate with technology personnel to make sure technology requirements are tested on all devices.
Confirm that site ELPAC coordinators have created user accounts in TOMS for their test examiners.
Distribute K – 2 Writing materials to sites for the Summative ELPAC administration.
Evaluate student demographic data in TOMS to ensure that all ELs are listed in TOMS at the correct grade level.
Confirm site-level ELPAC trainings . Confirm that the site ELPAC coordinators have conducted the required site trainings for test examiners and proctors for the Summative ELPAC.
View the Accessibility video on the CAASPP Archived Training web page at http://www.caaspp.org/rsc/videos/archived-training_importance-of-implementing-accessibility.html; provide updated information to special education staff, site coordinators, and other educators.
Communicate with special education staff to review IEPs and Section 504 plans before the Summative ELPAC administration.
Set local testing schedules for the Summative ELPAC.
Share testing schedules with LEA administrators, school administrators, and support staff.
ELPAC LEA Coordinator Checklist 7
February 2021Summative ELPAC testing window opens. (2020–21 Summative ELPAC window: February 1–June 30, 2021.)
View the New Coordinator WebEx #4, with a focus on STAIRS. This WebEx is for coordinators who have been in their role for less than 12 months, or those who want a refresher. Registration information can be found on the ELPAC website at https://www.elpac.org under the Training tab.
Request any necessary Unlisted Resources for students as documented in their IEPs or Section 504 Plans. (Note: This is an ongoing/continuous task.)
Review and verify apportionment (from the previous administration year).
Preparing for next year’s Initial ELPAC administrationEnsure the Superintendent Designation of the LEA ELPAC coordinator for the 2021–22 year is completed. This form is due by April 1.
March 2021Return completed Summative K–2 paper materials for scoring
Prepare principals or site ELPAC coordinators to communicate Summative ELPAC results to school staff and notify ELPAC support staff about results.
Preparing for next year’s Initial ELPAC administrationConfirm that staff with roles that do not require access to TOMS, who will have access to testing material have completed the Test Security Affidavit for Non-TOMS Users on the ELPAC Test Administration Forms web page at https://www.elpac.org/test-administration/forms/.
Ensure that the ELPAC coordinator designation form is complete for the 2020–21 year. This form is due April 1.
ELPAC LEA Coordinator Checklist 8
April 2021View the New Coordinator WebEx #5, with a focus on completion reports and preparing for summative results. This WebEx is for coordinators who have been in their role for less than 12 months, or those who want a refresher. Registration information can be found on the ELPAC website at https://www.elpac.org under the Training tab.
Communicate the availability of the Summative ELPAC results to parents and teachers, including the time line for delivery of the individual Student Score Reports (SSRs).
Communicate the availability of the Summative ELPAC results , including the time line for delivery of the individual SSRs, to administrators.
Download official student results data file (Student Results Report) from the Reports tab in TOMS for local use.
Provide information to instructional staff (e.g., teachers, site administrators, etc.) about the California Assessment Conference offered in the fall. Registration information is available on the California Assessment Conference website at https://www.cdecac.org/.
Attend The Results Are In, Now What? workshop with a team of educators from your LEA or view the archived webcast.
Check whether your LEA is part of the RSVP.
Preparing for next year’s Initial ELPAC administrationIdentify ELPAC Test Site Coordinators (site coordinators) and monitor TOMS account setup, including completion of security agreements.
Attend state-sponsored Administration and Scoring Training for the Initial ELPAC. (Trainings usually take place April through May.)
Order Initial ELPAC test materials .
ELPAC LEA Coordinator Checklist 9
May 2021Complete Summative ELPAC testing. (2020–21 Summative ELPAC window: February 1–May 31, 2021.)
Notify site ELPAC coordinators about the local results communication plan and the plan for sharing with district stakeholders.
Return Summative K–2 Writing materials continuously.
Make Summative ELPAC SSRs available to parents/guardians within 30 days of receipt from ETS.
Complete the certification of destruction of secure Summative ELPAC materials process.
Download official student results data file (Student Results Report) from the Reports tab in TOMS for local use.
Notify parents/guardians of Summative ELPAC results within 30 calendar days of receiving the SSR results electronically from the testing contractor.
View the ETS ELPAC Post-Test Webcast.
Preparing for next year’s Initial ELPAC administration Prepare ELPAC training materials for local Initial ELPAC trainings.
Schedule local training dates for the Initial ELPAC.
Send training dates to your site ELPAC coordinators.
Review the new “Computer-Based ELPAC Overview” video for additional training and information.
Begin conducting training(s ) on the Initial ELPAC for site staff, including site coordinators and test examiners.
Remind site ELPAC coordinators and test examiners of the ELPAC Moodle Training Site for the Initial ELPAC.
Receive and inventory Initial ELPAC materials .
Communicate to site ELPAC coordinators about their roles and responsibilities.
ELPAC LEA Coordinator Checklist 10
June 2021Complete Initial ELPAC testing. (2020–21 Initial ELPAC window: Jule 1–June 31, 2020.)
Collect all Summative assessment materials for return or destruction. (The window for returning secure, nonscorable test materials closes in June.)
Distribute SSRs as determined locally from the Summative ELPAC administration.
Notify parents/guardians of Summative ELPAC results within 30 calendar days of receiving the results in whatever format your LEA has selected (printed or online).
Download official student results data file (Student Results Report) from the Reports tab in TOMS for local use.
Attend the summer New ELPAC Coordinator Training.
Collect all nonscorables from sites for destruction at the end of the school year (from the previous year’s summative administration).
Preparing for next year’s Initial ELPAC administrationCommunicate with special education staff to review IEPs and Section 504 plans before the administration of the Initial ELPAC.
Verify that technology requirements are tested and met on all devices, including updated secure browser.
Collaborate with technology personnel to make sure technology requirements are met and tested on all devices, including the updated secure browser as listed on the CAASPP Secure Browsers web page at https://ca.browsers.airast.org/.
Distribute materials securely to sites for the Initial ELPAC administration.
Confirm that site ELPAC coordinators have conducted the required site trainings for test examiners, and proctors for the Initial ELPAC.
Set local testing schedules for the Initial ELPAC to ensure that students are identified, tested, their tests scored, and that parents are provided with results within 30 days of enrollment.
Remind site coordinators of the testing windows, and share schedules with school administrators and support staff.
Confirm participation in the RSVP by visiting the ELPAC RSVP web page at https://www.elpac.org/test-administration/rsvp/.
Review and share the “Introduction to the Initial ELPAC” video for parents.
ELPAC LEA Coordinator Checklist 11
Additional InformationThe pages that follow provide an expanded view of the ELPAC coordinator tasks. They are grouped by the following categories:
Communication LEA Training Coordination Material Delivery and Shipment Results and Reporting Supports and Accommodations Test Planning and Scheduling Test Security, Procedures, and Forms TOMS and Technology Support Trainings and Learning Opportunities
The arrow symbol () indicates an action item that may include a hyperlink that leads to additional online information available for ELPAC administration.
CommunicationCDE’s Weekly Assessment Spotlight EmailForward information from the Assessment Spotlight email to site ELPAC coordinators, and test examiners, as appropriate.
To receive the CDE’s Assessment Spotlight emails, join the listserv by sending a blank email to [email protected].
Communicate System Downtimes LEA ELPAC coordinators should communicate downtimes to their site ELPAC coordinators, and test examiners. All system downtimes should be verified using the link below:
Visit https://www.elpac.org/calendar/system-status/ to view system downtimes.
ELPAC LEA Coordinator Checklist 12
Communicate with ELPAC Support StaffCommunicate with your LEA's special education teachers to review students' IEPs and Section 504 plans and identify testing resources that are to be used and/or any students with an IEP.
LEA coordinators should communicate with special education staff and site coordinators to ensure that students do not start testing until all student test settings are finalized.
Communicate with ELPAC coordinators, EL educators, and all EL support staff about the resources that support the administration of the ELPAC.
ELPAC Web Pages and ELPAC CommunicationsReview the ELPAC web pages and the ELPAC communications from ETS for information about new training materials, manuals, ordering deadlines, and other test administration documents.
Refer to the CDE ELPAC web page at https://www.cde.ca.gov/ta/tg/ep/ for information on all assessments in the ELPAC system.
Check out the ELPAC website at https://www.elpac.org/ for additional resources and information, including ELPAC practice tests.
Notification of Results to Parents and TeachersCommunicate the availability of ELPAC results and reports to parents and teachers, including the time line and method of delivery of the individual SSRs.
Notification of Results to Site AdministratorsNotify site ELPAC coordinators about your local ELPAC results communication plan and the timeline to send SSRs to parents/guardians. Prepare, or collaborate with others to prepare, the letter that will accompany the SSRs. Communicate the availability of ELPAC results and reports to site administrators, including the time line for the delivery of the individual SSRs. Coordinate with local communications staff on briefing the district leadership team, the school board, and others on any possible news releases about the ELPAC results.
Prepare principals or site ELPAC coordinators to communicate ELPAC results to school staff and parents/guardians.
The CDE provides Summative ELPAC SSR letter templates to notify parents/guardians about the results. The templates can be found at https://www.cde.ca.gov/ta/tg/ep/index.asp. These letter templates are available in English and the top seven languages spoken by California students.
ELPAC LEA Coordinator Checklist 13
Notification to Parents/GuardiansCommunicate with parents/guardians about upcoming testing. The CDE provides parent guides and letter templates to notify parents/guardians about the statewide assessments.
These materials can be found at https://www.cde.ca.gov/ta/tg/ep/index.asp and are available in English and the top seven languages spoken by California students.
Practice Tests and Training TestsRemind site ELPAC coordinators, test examiners, and teachers about the availability and use of the computer-based practice tests.
ELPAC practice and training tests are available on the ELPAC website at https://www.elpac.org.
Quick Reference Guides for administration or practice or training tests are available at https://www.cde.ca.gov/ta/tg/ca/caasppqrg.asp
Access the ELPAC training tests. Share them with site coordinators, examiners, and teachers, explaining their availability and use.
Summative ELPAC training tests are available on the ELPAC website at https://www.elpac.org/resources/trainingtests.
Site ELPAC Coordinators Roles and ResponsibilitiesCommunicate roles and responsibilities to the site ELPAC coordinators. These can vary, depending on your LEA.
The online Test Security Agreement can be accessed only in TOMS. Once users are given access to TOMS, they will be prompted to fill out the Online Security Agreement.
The online Test Security Affidavit can be accessed only in TOMS for users with roles within the online system. Other staff who do not require access to TOMS, such as proctors, can access an online Test Security Affidavit on the ELPAC website at https://www.elpac.org, under “Test Administration/Forms.”
ELPAC LEA Coordinator Checklist 14
Troubleshoot with ELPAC Support StaffRegularly communicate with, and respond to questions from, site ELPAC coordinators to ensure that any issues are resolved promptly.
A list of ELPAC-related frequently asked questions can found on the ELPAC website at https://www.elpac.org by selecting “FAQ,” under the Resources tab.
LEA Training CoordinationConduct Trainings and Confirm Support Staff TrainingsConduct training for site ELPAC coordinators and ELPAC test examiners.
Use existing training materials whenever possible, adding information specific to your LEA as needed. Note that many materials will be different because of the transition to the computer-based assessment.
Confirm that the site ELPAC coordinators have conducted the required site trainings for test examiners.
Develop Training MaterialsDevelop training materials for site ELPAC coordinators and ELPAC test examiners.
Use existing training materials whenever possible, adding information specific to your LEA, as needed. Local regional assessment network (RAN) members may have training materials available. A list of RAN members, by region, can be found at https://www.cde.ca.gov/ta/tg/ai/caregionalranmap.asp.
Schedule Local Training DatesSchedule local training dates and send them to your site ELPAC coordinators. Use local district calendars and schedules to coordinate training dates.
ELPAC LEA Coordinator Checklist 15
Material Delivery and ShipmentCollect Test MaterialsCollect test materials from site ELPAC coordinators.
Review Summative and Initial K–2 Writing Answer Books. Make sure that all demographic information is correctly marked and returned with proper Group Information Sheets and that Pre-ID labels are placed correctly. Follow instructions located in the Test Administration Manual. A copy of the Test Administration Manual is located at https://www.elpac.org/test-administration/instructions/.
Distribute Materials Distribute Initial and Summative K–2 Writing materials to schools.
Have site ELPAC coordinators inventory the materials received and send back the inventory sheet signed and dated.
NonscorablesCollect all nonscorables and unused materials from sites for destruction at the end of school year.
Used 2020–21 Initial ELPAC materials must be locally destroyed in a secure manner and reported to the testing contractor. Used and unused Summative ELPAC materials should be destroyed or returned, as directed by ETS.
Order MaterialsThe Initial ELPAC ordering window opens in April, and the Summative ELPAC ordering window opens in October at the school site level. Check inventory before ordering Initial ELPAC materials.
In TOMS, under “Orders,” go to “Place Primary Order.” Follow the steps to place order. Enter the primary shipping address and confirm whether freight shipments can be received at the address listed. A Quick Start Guide is available at https://www.elpac.org/test-administration/instructions/.
Download the materials count report template in TOMS and make any revisions and upload, validate, and approve order counts.
ELPAC LEA Coordinator Checklist 16
Order Supplemental MaterialsOrder supplemental materials as needed in TOMS or through the California Technical Assistance Center (CalTAC).
Contact CalTAC by phone at 800-955-2954 or by email at [email protected].
Pack and Ship MaterialsPackage and ship test materials to ETS for scoring, following the packaging and shipping instructions located in the Test Administration Manual..
For the Summative ELPAC, ship materials on a monthly basis, following the schedule located in the Test Administration Manual.
Receive and Inventory MaterialsReceive and inventory the ELPAC testing materials received from ETS. Initial ELPAC materials usually arrive between May and June. Summative ELPAC materials will arrive between December and January, depending on when order was placed.
Contact CalTAC for missing materials by phone at 800-955-2954 or by email at [email protected].
RSVP RequirementApproximately 10 percent of LEAs in California have been identified by the CDE to take part in the RSVP for the Initial ELPAC. Those LEAs will return their scannable Answer Books to ETS after the local scoring and parent/guardian notification of the results have been completed. This process will help to produce item statistics for the Initial ELPAC, validate scores, and provide technical assistance for scoring and data entry. Check whether your LEA is designated as one of the LEAs to complete the RSVP.
The alphabetical list of RSVP LEAs for 2020–21 is posted on the ELPAC RSVP web page at https://www.elpac.org/test-administration/rsvp/.
RSVP LEAs must ship Answer Books to ETS on a monthly basis until the last pickup date in December.
Schedule Pickup DatesSchedule dates for test material pickups from sites in advance of the LEA pickup date to allow time for processing.
Order additional materials through CalTAC by phone at 800-955-2954 or by email at [email protected].
ELPAC LEA Coordinator Checklist 17
Results and ReportingProvide Summative ELPAC Student Score Reports (SSRs)Provide Summative ELPAC results to parents and guardians within 30 calendar days of receiving the results from ETS, or 15 working days from the start of the next school year if results are received after the last day of instruction.
Visit the SSR Options page at https://www.elpac.org/test-administration/student-score-report-options/ for information on how to access and distribute SSRs.
The CDE makes letter templates available for LEAs to use to communicate with parents and guardians. See the CDE Parent and Guardian Score Report Letter Templates web page at https://www.cde.ca.gov/ta/tg/ep/index.asp for more information.
Download Individual Student Results Download the individual student results data file from TOMS for local uses, including uploading into the local student information system (SIS) or other system for customized data analyses. This task may be done on a monthly basis, depending on local needs and requirements. In addition, this must be completed for the Initial ELPAC and updated English Learner Acquisition Status in SIS to go to CALPADS.
See the student data file layout at https://www.elpac.org/test-administration/reporting.
Preview DataThe CDE notifies LEA ELPAC coordinators and district superintendents via email of the opportunity to review ELPAC data before the public release.
During the LEA preview of the ELPAC results, verify the preview data against local data, including demographic information, to ensure that student group assignments are accurate.
Review and Verify ApportionmentReview and verify the LEA ELPAC student data in the State Assessment Apportionment System (SAAS) for the previous administration year by the CDE deadline.
In the fall, the CDE will email a link to the SAAS website directly to the LEA ELPAC coordinator.
ELPAC LEA Coordinator Checklist 18
Supports and AccommodationsVerify Specialized Equipment Verify the need for any specialized equipment for students requiring accessibility resources. Accommodations may be provided only to students with an IEP or Section 504 plan, while designated supports can be provided through an LEA-determined teacher recommendation process.
Matrix Four identifies the resources or supports and accommodations that are available for the ELPAC. It can be found at https://www.cde.ca.gov/ta/tg/ai/elpacmatrix4.asp.
Review IEPs and Section 504 PlansCommunicate with your LEA's special education teachers to review students’ IEPs and Section 504 plans and identify testing supports that are to be used and any students with an IEP who will take an alternate assessment. These must be entered for each student in TOMS for ELPAC.
Review Matrix FourReview Matrix Four before the test administration for information about the resources available for students taking the ELPAC. LEA ELPAC coordinators should be familiar with Matrix Four to assist site-level staff who may have questions.
Visit the CDE ELPAC Accessibility Matrix Four, which describes the available universal tools, designated supports, and accommodations by domain, as well as other important resources.
Request Unlisted ResourcesRequest any necessary unlisted resources through the TOMS system for students as documented in their IEP or Section 504 plan at least two weeks before testing.
Review page four of Matrix Four at https://www.cde.ca.gov/ta/tg/ai/elpacmatrix4.asp.
ELPAC LEA Coordinator Checklist 19
Test Planning and SchedulingCheck for New StudentsVerify any students new to your LEA who may need testing.
This task should be done on a weekly basis, or more often for the Initial ELPAC at the site level.
Document Trends and Obtain FeedbackDocument any trends, issues, and ideas for suggested changes to your local ELPAC administration for next year.
Obtain feedback about the ELPAC administration from site ELPAC coordinators, and test examiners to identify changes for next year.
Obtain feedback about technology protocols, issues, and other technology-related instances to identify best practices for the following year.
It is recommended that the LEA ELPAC coordinator share these with appropriate staff at the county office of education.
Ensure That All Eligible Students Are TestedEnsure that all eligible students have been tested.
For students eligible for the Initial ELPAC, use TOMS to ensure that testing is completed on a weekly basis.
For students eligible for the Summative ELPAC, view the completion reports available in TOMS to ensure that testing is completed for all ELs.
ELPAC LEA Coordinator Checklist 20
Set Local Testing SchedulesWork with site ELPAC coordinators to set local testing schedules within the windows listed below.
For the Initial ELPAC, any student whose primary language is a language other than English and who has never been tested with the California English Language Development Test (CELDT) or ELPAC must be assessed with the Initial ELPAC during the first 30 days of enrollment.
For the Summative ELPAC, any student who is classified as an EL must be assessed with the Summative ELPAC during the testing window—February 1 through May 31.
Note: Although LEAs may set windows within windows, every EL/TBD student must be tested if enrolled in the LEA.
Share Testing SchedulesShare the LEA and site ELPAC schedules, including the timing of parent/guardian notification and when SSRs are expected, with school administrators and the LEA leadership team.
For the Summative ELPAC, locally monitor submissions each month, and more regularly before the closing of the testing window, to ensure that all students are tested.
Test Security, Procedures, and FormsComplete the Superintendent Designation FormThe superintendent completes the required Superintendent Designation Form, identifying the LEA ELPAC coordinator. A reminder email is sent to the current LEA ELPAC coordinator and the district superintendent or charter school administrator.
The form must be submitted by April 1 annually.
The annual Superintendent Designation form is usually available in February and can be found on the ELPAC website at https://www.elpac.org by selecting “Forms,” under the Test Administration tab.
Confirm Test Security Affidavits Confirm that all site ELPAC coordinators are registered in TOMS and have completed their electronic Test Security Affidavit as part of the registration process.
ELPAC LEA Coordinator Checklist 21
ELPAC LEA Coordinator Checklist 22
Complete Online Security AgreementsConfirm that each site ELPAC coordinator has completed the Online Security Agreement as part of the TOMS registration process. The forms are available only to the superintentdent or charter school administrator and the LEA ELPAC coordinator prior to July 1.
Note: Proctors and staff handling secure materials who do not have roles in TOMS will be required to complete online security affidavits on the ELPAC website at https://www.elpac.org, under “Test Administration/Forms.”
Establish Procedures and Security MonitoringEstablish procedures with all site ELPAC coordinators to maintain the security of all test materials and monitor sites during testing to ensure that all ELPAC testing and security procedures are being followed.
Identify Site ELPAC CoordinatorsIdentify the site ELPAC coordinator for each school.
Site ELPAC coordinator responsibilities can be defined as: At the school level, works with site ELPAC coordinators on procedures for entering raw scores for the Initial ELPAC testing administration.
Additional information on the responsibilities of the site ELPAC coordinator can be found on the ELPAC website at https://www.elpac.org by selecting “Manuals and Instructions,” under the Test Administration tab.
Testing Irregularities and Security BreachesReview the Initial and Summative ELPAC Test Administration Manuals to familiarize yourself with the process of reporting testing regularities and security breaches. The manual is available on the ELPAC Test Administration web page at https://www.elpac.org/test-administration/instructions/.
Any testing regularities and security breaches must be recorded in the STAIRS section of TOMS.
A Quick Reference Guide is available to walk coordinators through the STAIRS process at http://www.caaspp.org/rsc/pdfs/qrgtomssubmitsecurity.pdf.
ELPAC LEA Coordinator Checklist 23
Test Security Agreement and Test Security AffidavitComplete the Test Security Agreement and Test Security Affidavit forms as part of the TOMS registration process.
The Test Security Agreement and Test Security Affidavit must be completed by the LEA ELPAC coordinator and all site ELPAC coordinators. Test examiners, and proctors must complete only the Test Security Affidavit, which should be kept at the site level.
TOMS and Technology SupportCollaborate with LEA Technology Personnel Collaborate with technology personnel to ensure that technology requirements are tested on each test examiner's electronic device and on each device that will be used for testing.
Both the Initial and Summative ELPAC have speaking and listening components that wil require devices such as headphones. Watch the Preparing Technology video on the ELPAC Technology Resources web page at https://www.elpac.org/resources/technology-resources/.
Create User Accounts TOMSConfirm that site ELPAC coordinators have created user accounts in TOMS for their test examiners. This can be done via batch upload or one at a time.
A list of all user roles in TOMS and their complete definitions is available on the ELPAC website at https://www.elpac.org by selecting "Manuals and Instructions," under the Test Administration tab and then selecting the "User Roles in TOMS" link.
Ensure EL Listings in TOMSEvaluate student demographic data from TOMS to ensure that all ELs are listed in TOMS at the correct grade level.
If demographic data is incorrect, update information in CALPADS. Changes to CALPADS take 48 hours to update in TOMS.
ELPAC LEA Coordinator Checklist 24
Trainings and Learning OpportunitiesAssessment Information MeetingAttend the Assessment Information Meeting or view the webcast.
In 2020 the meeting dates and locations are: Wednesday, August 19—Sacramento Wednesday, August 26—Ontario
Refer to the CDE Assessment and Information Meeting web page at https://www.cde.ca.gov/ta/tg/ai/infomeeting.asp for more information.
ELPAC Moodle Training SiteRemind site ELPAC coordinators and test examiners to review training materials at the ELPAC Moodle Training Site and take the necessary quizzes to be certified to administer the assessments.
Test examiners will receive Moodle keys after attending a state-sponsored Administration and Scoring Training. To access the Moodle Training Site, visit https://moodle.ELPAC.org.
ELPAC Overview VideoThis video provides general information about the ELPAC.
Find this video on the ELPAC website at https://www.elpac.org, under “Videos” on the Resources tab. This video also can be accessed directly at https://www.elpac.org/resources/videos/archived-training-elpac-overview-english/.
Review the Introduction to the ELPAC Video for ParentsReview the Introduction to the “Initial ELPAC for Parents” video, which provides information about the Initial ELPAC, including its purpose, an explanation of who takes the test, and a description of how parents/guardians will be notified of their child's results.
This video is recommended for parents/guardians who want to learn more about the Initial ELPAC. It can be found on the ELPAC website at https://www.elpac.org, under "Videos" on the Resources tab.
ELPAC LEA Coordinator Checklist 25
New Coordinator TrainingAttend the optional new ELPAC coordinator training if you have been an LEA ELPAC coordinator for less than 12 months or want a refresher. These trainings focus on the role or the LEA coordinator and the tasks they need to complete.
The summer trainings will cover tasks needed to close out the prior test administration as well as preparing for the 2020–2021 Initial ELPAC administration.
The winter trainings will cover tasks needed during and after Summative ELPAC testing, as well as special circumstances coordinators might encounter.
These trainings will be held at multiple county offices of education throughout the state. For more information go to the ELPAC training page on the ELPAC website at https://www.elpac.org.
New Coordinator WebExView any of the New Coordinator WebEx Trainings throughout the year.
For more information go to the ELPAC training page at http://www.caaspp.org/training/caaspp/2020-21-training-opportunities.html.
Pretest WorkshopThe CDE and ETS offer a joint CAASPP/ELPAC pretest training annually throughout the state. If you are not able to attend, you can view the webcast.
For more information visit the CAASPP training page at http://www.caaspp.org/training/caaspp/workshops.html.
Post-Test WebinarAttend the ETS sponsored Post-Test webinar, which focuses on how to access and utilize results.
For more information visit the ELPAC Additional Training page at https://www.elpac.org/training/additional-training/.
ELPAC LEA Coordinator Checklist 26
State-Sponsored ELPAC Administration and Scoring TrainingAttend a state-sponsored ELPAC Administration and Scoring Training. LEAs will receive a certain number of spots at the state-sponsored training, and LEA ELPAC coordinators are responsible for designating attendees to fill those spots. All test examiners must attend an in-person Administration and Scoring Training before administering the ELPAC, either a regional training or local training provided by someone who attended the state-sponsored Administration and Scoring Training.
Administration and Scoring Training for the Initial ELPAC occurs in April through May.
Administration and Scoring Training for the Summative ELPAC occurs September through November.
Both trainings are available at multiple locations throughout the state. More information can be found on the Training tab on the ELPAC website at https://www.elpac.org.
The Results Are In … Now What? Training Attend the state-sponsored “ELPAC—The Results Are In … Now What?” training, which is geared toward coordinators, site administrators, and others involved in the analysis of assessment results.
More information can be found on the Additional Training page at https://www.elpac.org/training/additional-training/.
California Department of Education • May 2020
ELPAC LEA Coordinator Checklist 27