Welcome to the Kentucky Test Administration Q&A Session for the ACT© Test Spring 2018 For Audio Please Call: 800.260.0719 Participant Code: 444481

Authorized Test Dates March 20, 2018 – Initial Standard Time (paper) March 20-29, 2018 – Online Test Window (Tues, Wed, Thurs only) March 20-April 3, 2018 – Accommodations Test Window (paper) April 24, 2018– Makeup Standard Time (paper)

Accommodations ACT-Approved Test Accommodations deadline has passed Non-College Reportable (NCR) only option now NCR materials ordered in PANext Late Accommodations Consideration window February 6 thru March 16, 2018 Complete the Late Consideration form and upload as supporting documentation with TAA request Applicable only to: Students new to the school or newly classified as Grade 11 Students who have newly defined disability Students with medical emergencies, or sudden medical onset Previously recorded Accommodations webinar and PowerPoint available on KY state testing website.

Window to test ACT Taken Online Pretest completed online March 20-22 and 27-29 Tuesday, Wednesday and Thursday Pretest completed online Up to 4 days after individual testing is complete Create test sessions and assign student Now through March 29th

Verify student data in PANext Receive and check in test materials To Do Before Test Day Verify student data in PANext Receive and check in test materials Feb 19th-Feb 23rd OR Feb 26th-March 2nd Plan testing rooms and rosters Prepare/train staff Conduct non-test sessions Paper testing non-test sessions must be complete before test day Online testing non-test sessions can be completed now until April 3rd

Seating Requirements – Paper testing Proper seating arrangements will minimize prohibited behavior. Examinees will: Face the same direction Be seated at least three feet apart Front to back Side to side Be seated in straight rows and columns Be able to view the room clock If using tables (round or rectangular), be sure to review those guidelines in the administration manual. ours of meetings regarding Aspire scheduled weekly

Seating Arrangements Online Testing As testing online often occurs in computer labs, the seating requirements vary from paper testing: If the room has: Then workstations: No dividers between workstations Face the same direction, not the wall or each other Are distanced 3 feet apart side-to-side and 5 feet front-to-back Are set up so examinees cannot see screens in front of them Dividers between workstations Do not need to face the same direction May face the wall/each other if adequate privacy exists A U-Shaped seating configuration Must face the wall and not each other

Testing Staff Requirements The ACT

Persons eligible to serve as staff: Selecting Testing Staff Persons eligible to serve as staff: Current and retired faculty School administrative or clerical staff Substitute and student teachers Paraprofessionals Persons ineligible to serve as staff: High school students, volunteers, and lower-division undergraduate students Anyone taking the ACT within 12 months If one is involved in ACT test preparation outside of normal school activities

Potential Conflicts of Interest Athletic coaches May not serve as Test Coordinator May not have access to secure materials May not supervise one-on-one testing for a student athlete May serve as RS Can not be TC. Can not help with checking in, distributing, or collecting/packing accommodated testing materials. Can not test one-on-one with a student athlete, regardless of what sport the athlete participates in. Can serve as a room supervisor or proctor in a standard time room, as long as not one-on-one or small group of athletes. Important: this policy refers to all coaches and assistant coaches, whether or not their sport is in season at the time.

Relatives testing at any school in your state Potential Conflicts of Interest Relatives testing at any school in your state May not serve as Test Coordinator May not have access to secure materials May serve as RS, provided examinee is not in the same room Relatives and wards include children, stepchildren, grandchildren, nieces, nephews, siblings, in-laws, spouses, and persons under your guardianship. In general, if not on this list, they would not be considered a relative, but again, if in doubt please contact us.

One room per supervisor, one supervisor per room Room Supervisor One room per supervisor, one supervisor per room Review training materials Accurately monitor and record time Responsible for test materials Complete necessary forms A RS can only be responsible for one room Each room needs a supervisor for the entire session Responsibilities include, but are not limited to: Direct examinees to specific, assigned seats Distribute test materials, keeping test booklets in sequential, serial number order Read verbal instructions to examinees verbatim from the manual Properly time tests Complete the test day administration paperwork Be attentive to examinees and materials at all times Collect and account for all answer documents and test booklets before dismissing examinees Complete the Irregularity Report and void examinee’s tests, as needed Return all materials and forms to the TC immediately after testing

Standard Testing Rooms Accommodation Testing Rooms Proctors Standard Testing Rooms Number of Examinees/Room Number of Proctors Required 0 – 25 26 – 50 1 51 – 100 2 Accommodation Testing Rooms 11+ These are the minimum requirements-if you have the staff, I highly recommend working with smaller ratios of students to staff (especially when doing large group testing). These requirements are the same for both paper and online testing.

Provide training prior to test day Training Staff Provide training prior to test day Be sure accommodated room supervisors understand their assigned room/timing code Short meeting on test day morning

Test Security Requirements The ACT

Only the TC and Back-Up TC can access test materials before test day Authorized Access Only the TC and Back-Up TC can access test materials before test day Any staff who handle test materials should be included on staff list and have Administration Code training Any staff administering accommodated testing must have Inclusion of Special Populations training and be familiar with the requirements of the timing code they are administering One staff list per school Complete the “ACT State and District Testing Staff List” for all who assist-one per school Access to materials is only for activities necessary to prepare for test day, administering the test, and returning materials Do not allow access to unauthorized personnel ACT authorization for test materials transfer Student scores may be on the line if materials are not securely stored at all times

Materials arrive week of Feb 19th or Feb 26th Receipt and Check-In of Test Booklets Within 24 hours of receipt, the TC must open and verify the test materials Packing List provided Standard time and accommodations Verify serial numbers Contact ACT with any concerns ASAP Place in secure storage with double lock system Materials arrive week of Feb 19th or Feb 26th

Preparing for Test Day The ACT

Must be completed before test day Session will last around an hour Non-Test Portions Must be completed before test day Session will last around an hour Scores will be cancelled if section is completed on test day Online examinees have until 4 days after the test window to complete their non-test information Score reports may have blank spots if students do not complete all non-test sections of their answer document Scores will not be reported without Blocks A, B, D, N, O, P, R (name, address, etc.)

Apply labels to the back, lower right corner of the answer documents Barcode Labels You will receive a barcode label for each student listed in PANext under your school on February 7, 2018 Apply labels to the back, lower right corner of the answer documents

Room Rosters Room rosters are prepared by the Test Coordinator in advance Use your room roster to mark attendance

Local Arrangements Some accommodations do not need approval if they meet ACT requirements: Preferential seating (e.g., front of the room) Small group or individual testing Marking answers in the test book Snack, drink, or medication for an examinee with a medical need (test separately to avoid distracting other examinees) Sign Language Interpreter (for test instructions)

Test Day Activities The ACT

Briefing Session Designate arrival time for room supervisors and proctors at least 30 mins prior to examinee check-in Make staffing adjustments, if needed Review procedures and answer questions Announce any last-minute changes Remind staff about authorized personnel and introduce observers, if applicable Remind staff their only job on test day is administering the test (no grading papers, reading, etc.) Distribute materials to room supervisors after briefing session

Identifying and Admitting Examinees Secure materials before admitting examinees into room Personal recognition or ID required Verify examinee identification at the door and mark roster Mark absent examinees with a dash Check for cell phones or other electronic devices Check for or provide calculator Direct examinees to assigned seats (students do not pick their seat) No late arrivals – once test booklets are distributed, examinees may no longer be admitted

Completing Required Forms Complete the following forms for each testing room, as applicable: Test Administration Forms Folder Timing Report Seating Diagram Test Room Report Testing Roster Administration Report (accommodations) Testing Staff List (one per school) Irregularity Report (if applicable) Reader/Interpreter/Scribe Agreement (if applicable)

Administering the Tests The ACT

Tests must be administered in this order for all examinees: Standard Time Test Sequence and Timing Tests must be administered in this order for all examinees: Test 1 – English (45 mins) Test 2 – Mathematics (60 mins) 15 minute break Test 3 – Reading (35 mins) Test 4 – Science (35 mins) The full time must be given on each test section, even if all examinees are finished. Slide notes The ACT tests must be administered in the listed order for all examinees in all rooms, standard time, accommodations/supports, paper or online   In standard time testing rooms, plan for approximately four hours for the multiple choice tests, verbal instructions, and any questions. The full time for each test section must be given, even if all examinees in the room finish before the allowed time elapses.

Use more than one timepiece (not cell phone) Exact Timing Use more than one timepiece (not cell phone) Time each room individually (no “central” timing) Record times during testing: Testing Report (Standard Time) ACT Administration Report (ACT-Approved Accommodations/Supports) Examinees testing online will be timed by the computer

Distribution of Test Booklets Standard Time After examinees are seated Only when prompted by verbal instructions In sequential, serial number order

Scheduled Break Standard Testing 15 minute break between Test 2 and Test 3 Read the verbal instructions which explain break policies Examinees must not access cell phones or electronic devices Snack and drink outside of room allowed Remind examinees to be respectful of other testing rooms Examinees may not take test materials out of the room Room attended at all times by testing staff Resume testing after 15 minutes even if all examinees do not return on time Late examinees may be admitted but can’t make up lost time Note any issues on an Irregularity Report

Completing an Irregularity Report Testing irregularities: interruptions and distractions which affect testing Group Irregularities Individual Irregularities Prohibited behaviors: actions which result in examinee dismissal and voiding answer document Complete an irregularity report to inform ACT of situations which impact testing Provide as much detail as possible You MUST inform the student if a test is being voided Indicate if student is testing makeup or not Refer to manual for form and detailed information

An examinee was scheduled for makeup testing Voiding Answer Documents Audio Connection: [#] Access Code: [#] Only if: The examinee exhibited prohibited behavior and was informed scores would be void An examinee was scheduled for makeup testing If in doubt as to whether you should void and answer document, call ACT first! There may be times you think an answer document would need to be voided, but ACT can actually score it. Complete an IR with reasoning for voiding answer documents Write VOID on the first page of the answer document and attach it to the IR

Test Day Documentation Room Supervisor Responsibilities Before dismissing examinees: Account for all test materials Must have a test booklet and answer document for each examinee who tested Verify the following: Answer documents and booklets are signed Booklet number and form number are gridded Barcode label matches examinee name and signature After dismissing examinees: Organize materials for return to test coordinator Review all administrative forms for completeness and accuracy Administration forms are used as the source of truth- scoring decisions are based off of these forms.

Immediately after testing, the TC must: Test Coordinator Procedures Immediately after testing, the TC must: Verify materials Check Documentation Order makeup materials if needed Pack materials for return Ensure FedEx retrieves materials The test coordinator will count and verify that all of the test booklets given to the room supervisor are returned, and ensure the administrative forms are complete and accurate. ACT will also check the forms for compliance and will use these forms as the source of truth if questions arise; accuracy of test day documentation may determine whether examinees receive score reports. Make a copy of each form to keep on file. We recommend you keep these forms for six months. The TC will receive an email on test day with instructions on how to order makeup materials, if needed. These will be ordered using PANext, and can be entered in the system from March 20-April 6th.

Makeup Testing The ACT

Can student test on Makeup? Eligibility for Makeup Testing Situation: Can student test on Makeup? Student completed pre-test portion of answer document, but did not test on initial test day. Yes Student attempted to test on initial test day, but had to leave early (illness, for example). Yes-void first answer document and have student transfer non-test responses to new answer document before makeup test day. Student dismissed for Prohibited Behavior. No Student completed the test on initial test day (paper or online).

Makeup Materials Shipment Makeup material shipment includes: Makeup test booklets Administration manuals Answer documents (2 unless more are ordered) Test Coordinator Responsibilities: Check-in within 24 hours of receipt Store materials securely Call ACT in the event of a security breach Slide notes Makeup test booklets will be shipped along with additional manuals and answer documents; DO NOT KEEP ANY TEST BOOKS from the initial test day. Follow the check-in directions in the appropriate administration manual, and refer to the packing list included in the shipment as you check-in materials. Once these have been checked in, reseal the cartons and place them in a locked vault or non-portable cabinet in a locked room with limited access until the morning of makeup testing. In the event of a security breach, call ACT. Do not begin testing.

Keep Materials Separate To avoid delays, keep each type of material separated from one another during testing, storage, and when being returned: Standard Time Initial Makeup Paper Online Accommodations If materials are mixed when testing, examinees may not receive scores, and if materials are mixed when shipped back to ACT, score reporting could be delayed

Collecting, Packing, and Returning Materials The ACT

If You Did Not Test Complete the outside of the Processing Envelope and mark “Did Not Test” Discard the unused Site Header Place envelope in box Email statetesting@act.org

Packing Materials After Testing After Testing, pack: All multiple-choice test books—both used and unused Packing List All used manuals Student Authorization Tickets/used scratch paper (online testing only) Complete answer documents Reverse the carton flaps so the outbound shipping label is visible. Number the cartons in the following manner: 1 of ___, 2 of ___, etc.

Packing the Processing Envelope Test Admin Forms Site Header Irregularity Reports Answer Documents Staffing List

Packing the Cartons The processing envelope(s) should be in the top of box #1, with ALL test booklets below it. If applicable, include any alternate test forms and other testing materials. Make sure your six-digit ACT High School Code, institution name, and return address label are on the outside of the cartons Reverse the flaps of the carton and number them 1 of X, etc. Seal the cartons with the shipping label visible

Refer to Schedule of Events for pickup dates. Materials Pickup Refer to Schedule of Events for pickup dates. Carrier pickup is pre-scheduled-if there are any problems call ACT, not FedEx. Call ACT if carrier does not pick up test materials by the Monday after the scheduled pickup date. Keep materials secure until pickup. There is a pre-scheduled FedEx pickup for each test day (initial, makeup and accommodations/online). As you see, the schedule of events now shows the day the test coordinator needs to have materials ready for pickup (day after testing), but you shouldn’t call ACT with concerns unless FedEx doesn’t show by the second date listed. You have to keep the materials secure until FedEx picks them up-they cannot sit out in your loading area or where FedEx usually picks up. You need to keep materials in the locked storage until you physically give them to FedEx.

ACT Contact Information ACT Website http://www.act.org/stateanddistrict/kentucky Standard Time Testing Contact Phone: 800.553.6244, Ext. 2800 http://www. act.org/stateanddistrict/contactus ACT Accommodations Contact Phone: 800.553.6244, Ext. 1788 Email: ACTStateAccoms@act.org ACT provides several ways to contact us. If you have standard-time testing questions you can call us at the number listed, extension 2800. FYI, your state code is 18. Accommodation questions should be directed to the same phone number, extension 1788. There is also an online ‘contact us’ web form that goes straight to the state testing team.