1. 2016 ACT Aspire Alerts for Test Coordinators

2. Your Guides ACT Aspire Test Coordinator ManualALSDE Alerts

3. Additional Guides Portal User GuideTechnical Readiness Manual

4. General Alerts All Test Coordinators must be familiar with the alerts contained in the ACT Aspire Assessments: Alerts for Test Coordinators Administering Summative Tests. All Test Coordinators must read the Test Coordinator Manual: Summative Testing. In order to maintain security and protection of a System Test Coordinator or Building Test Coordinator who has a relative in his/her school or system, the LEA should identify a full-time certified/back-up person to assist with dissemination and retrieval of testing materials. No relative of a student who is taking the test may serve as a Room Supervisor or Proctor for that student.

5. Policies and Procedures Prohibited Staff Behavior Accessing or obtaining a test booklet or test questions prior to the test for any reason. Photocopying, making an electronic copy, or keeping a personal copy of the test or of any test items (An exception is provided for students who need to utilize digital scanning magnification for test items. See the ACT Aspire Accessibility User’s Guide.) Taking notes about test questions or paraphrase test questions to aid in preparing students for testing. Aiding or assisting a student with a response or answer to a secure test item, including providing formulas. Rephrasing test questions for students. Creating an answer key or “crib sheet” of answers to test questions

6. Policies and Procedures Prohibited Staff Behavior Editing or changing student answers after completion of the test, with or without the student’s permission. Allowing students to test in an unsupervised setting Leaving test materials in an unsecured place or unattended Failing to properly report or document incidents of prohibited behavior involving students, staff, and others Allowing students to test longer than the permitted time. Failing to return and account for all testing materials after the test session has ended

7. Policies and Procedures Possession of Prohibited Items by Testing Staff- ALSDE Policy School personnel involved in administration of state testing may not use digital devices (including but not limited to telephones, cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) during test administration. Violations may result in disciplinary action/certification revocation. Additional disciplinary action may be taken by the LEA. All electronic devices, including computers located in the testing room, must be turned off before testing materials are brought into the room, and they must remain off until testing materials are removed from the room. This rule does not apply to the designated teacher workstation for online testing. All copiers, scanners, printers, telephones and other electronic devices must be disabled or removed from the testing room before test materials are brought into the room.

8. Policies and Procedures Security of Test Materials The Test Coordinator’s Receipt and Return of ACT Aspire Testing Materials form accompanies testing materials which are delivered to the BTC and returned to the STC at the conclusion of testing. The System Test Coordinator and Building Test Coordinator must count and sign for all testing materials when they are issued for administration and when they are returned immediately following test administration. The use of this form is required in order to ensure the security of the test.

9. Test Security Maintain an accurate District Security Checklist. No test booklet should be opened by any person other than the examinee on the test date. Testing materials should be distributed for the exact number of students being tested in each setting. The directions for completing the demographic information and test do not require the use of a test booklet or answer folder for demonstration purposes.

10. Accessibility and Accommodations For questions related Accessibility features, Special Populations, and Special formats, please refer to the Special Populations Manual, Student Assessment Handbook, and the ACT Aspire Accessibility User’s Guide, http://actaspire.avocet.pearson.com/actaspire/home#4673. http://actaspire.avocet.pearson.com/actaspire/home#4673 A student with an IEP/504/I-ELP who cannot complete an ACT Aspire assessment under standard conditions may be tested with accommodations or accommodated testing materials (large-type or braille). Large print and braille materials are ordered through the ACT Aspire portal.

11. Test Format ACT Aspire assessments consist of selected-response questions (English, Reading, Mathematics, and Science) and constructed response questions (Writing, Reading, Mathematics, and Science).Online tests also have technology-enhanced items. For 2016, ACT Aspire made the following enhancements. Multiple-choice items will increase for English Grades 3, 4, and 5 by item type. Multiple-choice items will increase for Mathematics Grades 3, 4, and 5, and Constructed-response items will decrease by a single item.

12. Test Schedules The testing window for paper summative tests is April 4-April 22, 2016. The testing window for online summative tests is April 4-May 13, 2016. Please refer to pages 5-6 of the Test Coordinator Manual for the updated time requirements for 2016. Time requirements vary by grade and subject. The timing for paper and online tests is the same. In scheduling multiple tests, keep in mind the administrative time Room Supervisors need to transition to the next test according to the collection/distribution of test materials and the reading of Verbal Instructions. English Text Audio for Sighted and English Text Audio for Blind, when selected in the PNP, will automatically launch at 300% the standard testing time.

13. Calculators Students taking the Grades 3-5 Mathematics subject tests cannot use a calculator. All problems can be solved without the use of a calculator. Students in Grades 6-8 and 10 are allowed, but not required, to use an approved calculator on ACT Aspire Mathematics (only) tests Please refer to Avocet ( Avocet/Calculators/Calculator FAQ) for information on approved and prohibited calculators.

14. Bathroom Breaks and Student Illness ALSDE Policy Bathroom Breaks Students will need to complete a test in a single sitting. Please allow time for restroom breaks and material handling prior to each test session. Unauthorized breaks will be handled the same for ACT Aspire as they are for all other standardized assessments. Examinees who leave the room during a timed test to go to the restroom may NOT make up lost time. The room supervisor should record on the ALSDE irregularity form the time that the student left the room and the time the student returned. Before the examinee leaves the room, the room supervisor must collect the examinee’s test booklet and answer document; the materials must be returned to the examinee when he or she is readmitted Student Illness When a student becomes sick and must leave the room, the room supervisor will note the time and reason the student left the room. The hall monitor should ensure that the student does not interact with other students while he or she is out of the room; the student may not have access to any materials or unauthorized devices during the time out of the room. If the student remains in school and is able to continue testing on the original test date, The Building Test Coordinator may arrange for a make-up session. The Room Supervisor assigned to administer the make- up session will allow the student the documented time remaining to finish the test.

15. Selecting and Training Staff Monitor the online testing system as needed. Pay careful attention to monitoring students’ behavior during the entire testing session. Collect and account for all answer documents, test booklets, and scratch paper before dismissing students. Ensure students have stopped testing and have correctly logged out of the online testing system. Complete documentation of any irregularities. The Room Supervisor … Must be proficient in English and experienced in testing. Supervise a test room. Distribute test materials if administering paper tests. Start a test session if administering online tests. Help students log into online testing system if administering online tests. Read test instructions. Properly time tests Walk around the testing room during testing to be sure students are working in the correct test and to observe student behavior.

16. Selecting and Training Staff The Proctor… Read and understand the appropriate Room Supervisor Manual. Help distribute test materials if administering paper tests. Help students log into the online testing system if administering online tests. Verify the timing of the test with the Room Supervisor. Walk around the room during testing to be sure all students are working on the correct test and to observe student behavior. Report any irregularities to the Room Supervisor immediately. Accompany students to the restroom if more than one leaves during the timed portion of the test. Pay strict attention to monitoring students during the entire testing session. Help collect and account for all answer documents, test booklets, and scratch paper. Ensure students have stopped testing and have correctly logged out of the online testing system.

17. Damaged or Contaminated Test Materials Test materials that are damaged or contaminated during testing should be replaced. After testing the Test Coordinator must: Grid student information from the ACT Aspire Portal onto an overage blank answer document. Record security bar code number of the damaged and new booklets, if applicable. Testing staff should make sure that the form code on the replacement test booklet matches the testing code on damaged/contaminated booklet. If possible, transcribe responses from the damaged test material onto the blank document. If this is not possible, the student must be given an opportunity to retest. Contact the ALSDE. Compile a list of damaged/contaminated test booklets and answer documents and return with your nonscorable materials packing list.

18. Prohibited Student Behavior A full list is available on Page 7 of the Paper Room Supervisor’s Manual All prohibited behaviors must be documented using the ACT Aspire Testing Irregularity Report and an Alabama irregularity form. The ALSDE must be notified of any prohibited behavior resulting in invalidation of a student’s test.

19. Prohibited Items for Students ALSDE Policy The possession of a digital device (including but not limited to cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) is strictly prohibited during the administration of a secure test. School personnel will collect such devices before students can enter the testing room. If a student is observed in possession of a digital device during the administration of a secure test, the device will be confiscated. If a student is observed using a digital device during the administration of a secure test, testing for the student will cease, the device will be confiscated and is subject to search, the student will be dismissed from testing, and the student’s test will be invalidated. Additional disciplinary action may be taken by the LEA.

20. Computer Workstations Online Testing ONLY Each online testing room must have a separate computer workstation. The Room Supervisor will use it to access the Platform, begin and close the test session, and monitor testing progress. The workstation must pass the System Check and be located in an area where the Room Supervisor can see all examinees in the room. Whether a desktop or a laptop is used as the workstation, the computer must remain stationary on a table or a desk throughout the test session. The Room Supervisor may not exit the program and enter any other site on the computer during the test session. No cell phones, tablets, or other electronic devices may be used in the test room.

21. Irregularities If an irregularity occurs, the Room Supervisor must complete an AL Irregularity form. Once the AL Irregularity form is received by the BTC, he/she must enter the information on an ACT Aspire Irregularity form located in the Portal. The ALSDE must determine if answer documents should be voided. Do not bubble “VOID,” without ALSDE permission. All irregularity reports must also be entered using the correct coding by the Test Coordinator in the online ACT Aspire Portal for each session. Failure to report any irregularity is a test security violation.

22. Irregularity Forms ACT Aspire ALSDE

23. Mistiming If a mistiming on a subject occurs and is noticed on the same day, allow the students to make up the shortage of time in that section before dismissal. If a mistiming is noticed after dismissal, the tests will be voided. Report any mistimings on the Test Irregularity Report, and return the report to the Test Coordinator along with the answer documents.

24. Scratch Paper Paper Students will be given scratch paper. The following information must be written at the top of each sheet of scratch paper: first and last name, school name, subject they are currently testing, and school grade. The scratch paper must be collected and securely destroyed by the Test Coordinator (STC). Online Students will be given scratch paper. The following information must be written at the top of each sheet of scratch paper: first and last name, school name, subject they are currently testing, and school grade. Authorization tickets may serve as scratch paper. The scratch paper must be collected and securely destroyed by the Test Coordinator (STC).

25. Receipts, Security, and Storage of Test Materials for Paper Testing The ACT Aspire shipment will include the following materials: packing list, security checklist, test coordinator kit, test booklets, and answer documents. Each test booklet will include one subject test. Each student name that was entered into a test session in the ACT Aspire Portal before the deadline will be printed on the front cover of the answer document for the student. The answer documents are sorted by subject, grade, and session created in the Portal. Test booklets are serialized and must be returned after test administration. Do not unsort booklets from the order in which they are received. Examine your shipment of test materials and verify that the contents match those listed on the enclosed packing list. You may remove the plastic in order to count the materials. Used and unused test booklets and answer documents should be returned in the same box(es) the materials were received. After you have verified receipt of all materials, reseal the boxes and lock them in a secure place (refer to your Test Security Plan) that is not accessible to unauthorized personnel. Immediately after testing, return materials to secure storage until they are shipped back for processing.

26. Pre-gridded Answer Documents and Blank Overage Pre-gridded Answer Documents It is critical that students test using materials with the correct name and grid the matching test form located on the test booklet to the correct field on the answer document. Before testing, students will be asked to fill in boxes D and H on the front and back covers of the answer document. If the student has a pre-gridded answer document, he/she cannot add to or alter any information in boxes A, B, C, E, F, and I. The pre-gridded information will override anything students try to change. If a student has a blank answer document, the school must fill out boxes B, C, E, F, and I for the student prior to returning the document for scoring. Blank Overage A 5% overage of blank answer documents will be sent to each LEA. For additional materials outside of the 5%, STCs must contact Kanetra Germany at kgermany@alsde.edu or 334-242-8038. kgermany@alsde.edu Failure to enter student information in the Portal and grid answer documents properly could delay receipt of student test results.

27. Gridding an Answer Documents If the BTC or Room Supervisor is responsible for hand gridding student information on a document that does not have pre-printed Pre-ID information, follow the directions outlined on pages 15-16 of the Test Coordinator Manual. If a student has a blank answer document that requires the student to hand grid the demographic information, read aloud the directions found on pages 15-16 of the TC alerts or pages 8-9 of the RS alerts.

28. Desirable Conditions All students in a room must take the same grade, same test, same timing, and same format (paper or pencil). Lapboards must not be used. Seats must be arranged so that all students face the Room Supervisor. If tables are used, students must be seated on the side of the table facing the test administrator. No students may be seated at ends of tables or facing other students. Distance between students must be three feet apart shoulder to shoulder and a minimum of three feet apart front and back.

29. Test Administration Policies (Not Listed in Room Supervisor’s Manual) Prior to the scheduled test administration, the Room Supervisor will complete a seating chart from the Test Assignment Roster. Students’ names must be recorded on the seating chart, and students must be seated according to the seating chart. Students should not be allowed to select their own seats. Once students are checked in, the Room Supervisor will write ABSENT in the box on the seating chart for any student who is not present for testing. Materials must be handed directly to the student. The Room Supervisor must ensure that each student receives his or her own test booklet and answer document. After materials are distributed, the Room Supervisor will record the booklet numbers in the boxes with the students’ names on the seating chart. At no time may the Room Supervisor leave the room unattended. The Room Supervisor may NOT admit anyone to the testing room once the timed tests have begun. (The Building Test Coordinator will determine how makeup exams will be handled for late arrivals.) The Room Supervisor should make a verbal announcement of time remaining five minutes before the end of each test. The Start and Stop times of the assessment may be written on the board.

30. Homebound Testing Guidelines (Not Listed in Manual) Test booklets utilized in homebound testing should be securely bound and marked “Confidential” before they are released from the LEA distribution point to the Test Administrator/Room Supervisor and Proctor. The package should be opened only in the testing environment. Test booklets and answer documents should be securely bound again before they are transported back to the LEA distribution point. The Test Administrator/Room Supervisor’s Receipt and Return of Testing Materials must be signed by the BTC or STC and the Test Administrator/Room Supervisor when they are picked up and when they are returned. One Test Administrator/Room Supervisor and one Proctor are required to administer an assessment to a student requiring homebound services. Both staff members must be certificated. No other person, including family members, may be present in the room utilized for testing. When returned for scoring, an answer document for any student tested in a homebound setting is packed with all other answer documents for the student’s school.

31. Monitoring Responsibilities (Not Listed in Manual) The Monitor Attends appropriate training sessions concerning the Alabama Student Assessment Program. Becomes thoroughly familiar with the Test Administrator/Room Supervisor manuals prior to testing. Arrives before testing begins. Follows procedures outlined on the monitoring or observation form. Observes without engaging in the testing process to see that all procedures are followed (distribution of materials, administration of test, collection of materials, etc.). Completes documentation of monitoring visit and gives it to the System Test Coordinator. Reports testing irregularities immediately to the System Test Coordinator. Does not interact with students during testing. Does not visit with Test Administrator/Room Supervisor or Proctor, grade papers, work on the computer, read a book or newspaper, play a game, work Sudoku puzzles, or participate in any other activities during the test administration period. Does not use digital devices (including but not limited to cell phones, smart watches, iPods, iPads, MP3 players, cameras, or ANY telecommunication devices capable of capturing or relaying information) during test administration. Violations may result in disciplinary action/certification revocation.

32. Returning Test Materials Ensure that any irregularities that occurred during the testing session have been recorded. Enter the irregularity information in the online ACT Aspire Portal for each student affected. Complete an Alabama Test Irregularity form. Make a copy of all Testing Irregularity Reports which can be found in the Room Supervisor Manual, before returning them, in case questions arise during processing. Place test booklets and used answer documents in Test Assignment Roster order. Return the following to the Building Test Coordinator: Room Supervisor’s Manual Test Booklets (placed in numerical order) Answer Documents (placed in Test Assignment Roster order) Class Roster Seating Chart Irregularity Forms (if applicable)

33. Returning Used Answer Documents to ACT Aspire Collect all used scorable answer documents for scoring Voided, unused, or extra blank answer documents should not be included in the shipment. They must be returned with the nonscorable test materials. Include the ACT Aspire (not the ALABAMA Irregularity Form) Test Irregularity Reports with attached answer documents and/or test booklets, when relevant. Stack the answer documents carefully in each original shipping box. If the original boxes have been damaged, send the documents using ECT 44(275 lbs.)-rated boxes. Replacement boxes can be ordered by calling ACT Aspire Customer Service at 888.802.7502. Do not overfill a box. If the materials do not completely fill the box, add filler material. Remove any previous markings or labels from each box before applying new labels. Seal each box securely with packaging tape. Locate the package labeled “Test Coordinator Kit.” This package contains peach labels, olive labels, and UPS labels to use when returning your materials to Lowry. Place one PEACH return shipping label from the Test Coordinator Kit on top of each box. Count the number of boxes. On the return label that reads “Box__ of __,” fill in the sequence of boxes being returned. Do not include your count of boxes with nonscorable materials with your scorable materials box count. These are separate shipments.

34. Returning Used Answer Documents to ACT Aspire ALL USED ANSWER DOCUMENTS MUST BE RETURNED(LOWRY) WITHIN 48 HOURS OF THE LAST REGULARLY SCHEDULED PAPER TEST SESSION. FAILURE TO DO SO WILL DELAY SUMMATIVE REPORTS. Established pickup dates will not be changed. Please use PEACH labels for the box(es)/envelop(s) to denote SCORABLE materials.

35. Packing Nonscorable Materials Check the items and quantities against the items and quantities shown on the packing list. Pack materials (used test booklets, unused answer documents, voided answer documents, and unused labels) in the original shipping boxes for each subject, bottom to top, starting with the highest number. Seal each box securely with packing tape. Place one OLIVE return shipping label from the Test Coordinator Kit on top of each box. Count the number of boxes. Fill in the sequence of boxes being returned (Box __ of __).

36. Online Testing Ensure your equipment and network meet the minimum system hardware and software requirements. Each school must participate in a “system readiness” check. Systemcheck.actaspire.org is not accessible through Chrome. Ensure that all student information has been entered into an online test session in the ACT Aspire Portal. Train staff on the use of the ACT Aspire Portal and TestNav 8.

37. ACT Aspire Portal and TestNav Administrative and proctoring tasks will be done in the ACT Aspire Portal (www.actaspire.org)www.actaspire.org Students will log in to TestNav (tn.actaspire.org) to take tests. ( The link is not accessible through Chrome.) If there are questions related to the Portal, please refer to Portal User Guide on Avocet, or contact the ACT Aspire Support Team at 888-802-7502.

38. Portal User Guide The Portal User Guide include information includes, but is not limited to the following: Delegating administrative tasks and inviting additional users into the ACT Aspire Portal Accessing Accessibility Features and Accommodations Creating Groups Setting-up and configuration Pre-caching computer- based test content Assigning a Proctor and activating a test Editing a test session Generating authorization Tickets Starting a test session Having a student sign in and test through TestNav Monitoring a test session Resuming a test session Recording Irregularities Closing a test session

39. Materials Provided by Your School and Desirable Testing Conditions Materials Pencils Scratch Paper * Calculators Desirable Testing Conditions All students in a room must take the same grade, same subject test, same timing, and same format (paper or online). Maps, posters, charts, and bulletin board materials related to the subject tested must be removed or covered.

40. Online Testing Guidelines If computers can be moved, arrange them in such a way that students’ will not be able to see other students’ work. If computers cannot be moved, take steps to seat students in a way where they cannot see other students’ work. Privacy guards may be used. TestNav 8 must be the only application running on the computer during testing. TestNav does not allow students to keep working after time has expired.

41. Post-testing Instructions It is the Room Supervisor’s responsibility to log into the ACT Aspire Portal and check the status of each student’s test in the session just concluded. Complete and submit any irregularity that occurred during the test session (Portal User Guide). Complete and submit any irregularity that occurred during testing on an ALABAMA irregularity form. Close the test session according to the instructions in the Portal User Guide.

42. Kanetra Germany kgermany@alsde.edu 334-242-8038 kgermany@alsde.edu Verification of Attendance: Complete page 2 of the LEA Report of Training Activities. Send to me via email or fax (334-242-7341)