1. Assessment Services, SDUSD
CAHSEE
Nuts & Bolts September 2014
Assessment Services, SDUSD

2. Assessment Services, SDUSD
Agenda
Schedule
What’s NEW for
CAHSEE Exemption
CAHSEE Web System
Site Coordinator
Responsibilities
Assessment Services, SDUSD

3. Assessment Services, SDUSD
CAHSEE Schedule
October
7-8
November 4-5
February
3-4
March
17-18
May
12-13
July
21-22
Grade 10
(Census)
Class of 2017
(Make up)
Grade 11
Class of 2016
Grade 12
Class of 2015
Adult
Assessment Services, SDUSD

4. Adult Education students only
What’s NEW for ?
School & Grade Identification (SGID) Sheet: color change
COFFEE Grade 10 only
CARIBBEAN Grade 11 only
AVOCADO
Grade 12 only
MIDNIGHT
Adult Education students only
Assessment Services, SDUSD

5. Assessment Services, SDUSD
CAHSEE Exemption
NEW
The exemption from meeting the CAHSEE requirement for students with disabilities (IEP or 504 Plan) remains in place as long as the CAHSEE is required.
Students with disabilities are still required to take the CAHSEE in Grade 10 in order to meet state and federal requirements
Exemptions must be recorded in the CAHSEE Web System for eligible seniors who will graduate
Assessment Services, SDUSD

6. Assessment Services, SDUSD
CAHSEE Web System
Purpose of the CAHSEE Web System:
For entering CAHSEE scores from out-
of-district
2. For entering “exemption” status for
eligible (IEP or 504) seniors on track to
graduate
3. For retrieving the most up-to-date roster
of students who still need to pass the CAHSEE
Assessment Services, SDUSD

7. CAHSEE Web System (continued)
STEP 1: Go to and sign in
STEP 2: Go to Departments, Assessment Services, Select CAHSEE on left and then CAHSEE Web System Log In under Resources and Job Aids
Assessment Services, SDUSD

8. CAHSEE Web System (continued)1 2 3
Assessment Services, SDUSD

9. CAHSEE Web System (continued)1
Enter student ID number
Option #1 is for entering out-of-district CAHSEE scores and entering the exemption status for eligible seniors
Assessment Services, SDUSD

10. CAHSEE Web System (continued)
Enter out-of-district scores
for Math and/or ELA
Assessment Services, SDUSD

11. CAHSEE Web System (continued)
In order to input an exemption the student must be in Grade 12 and have a disability code
Assessment Services, SDUSD

12. CAHSEE Web System (continued)
For Grade students you must answer YES in order to select exemption option
Assessment Services, SDUSD

13. CAHSEE Web System (continued)
Enter exemption status by selecting the drop-down menu for “Exit Exam Status”; this will ensure that the transcript will show “met requirement” for the CAHSEE
Assessment Services, SDUSD

14. Site Coordinator Responsibilities BEFORE Testing
Test Security
Receive Materials
Identify Students
Train Staff
Distribute Materials
Assessment Services, SDUSD

15. Assessment Services, SDUSD
Security
agreements MUST be signed & submitted before materials can be released
Security Agreements
Security Affidavits
All materials must be kept in a LOCKED, SECURE area
BLM
In Green Envelope
Assessment Services, SDUSD

16. Assessment Services, SDUSD
During Testing (Continued)
Ensure that all electronic devices (cell phones, mp3 players, iPads, etc.) are put away during testing
Assessment Services, SDUSD

17. Assessment Services, SDUSD
Security Continued
Possible visit from ETS/Global Compliance Service
Before testing (pages in manual)
During testing (pages in manual & DFA)
After testing (pages in manual)
Ask for “official” letter from the representative when he/she comes to your school
Assessment Services, SDUSD

18. Receiving Materials Verify Quantity Fax or Email Form Reseal Boxes
Follow the checklist for Inventorying Test Materials at the Test Site- page 24 in manual
INVENTORY UPON
RECEIPT
ORDER ADDITIONAL MATERIALS
SECURE MATERIALS UNTIL TESTING
Verify Quantity
Note missing materials; contact Assessment Services ASAP
if there are discrepancies
Fax or Form
Reseal
Boxes
Sign name across tape;
store in a SECURE,
LOCKED area
BLM
Assessment Services, SDUSD

19. Test Site Packing List & Security Tracking Form
Report discrepancies and missing items to Assessment Services IMMEDIATELY
Document additional materials you order & receive
Document discrepancies and missing items
On Page 51 in Manual
Assessment Services, SDUSD

20. Who Should Take the October CAHSEE?
Identify Students to Test
Who Should Take the October CAHSEE?
Grade 12 (class of 2015) students who have not yet passed both parts
Adult Ed. students who have not yet passed both parts
see rosters provided
Assessment Services, SDUSD

21. What do I do if a former student returns to our school just to take the CAHSEE?
Create a new 2-day enrollment; use the enter code “E06-Non-ADA enrollment” and assign preliminary “104-Withdrew", (completed graduation requirements except for CAHSEE) exit code
Complete box # 25; located on the answer document, “Post-Grade 12 Student”
Check CAHSEE results when available to verify graduate status; update PowerSchool and “Exit SDUSD” screen with appropriate exit code
Include with your Grade 12 SGID docs
Guide: CAHSEE Only Enrollment at
Assessment Services, SDUSD

22. Approx. Total Admin. Time
Schedule & Timing
UNTIMED BUT NOT UNLIMITED TIME
Test sessions should start between 8:00 a.m. and 10:00 a.m.
Date
Approx.
Working Time
Approx. Total Admin. Time
ELA- Session1
TUES
2 Hours
2.5 Hours
ELA- Session 2
1.5 Hours
Math- Session 1
WED
Math- Session 2
Assessment Services, SDUSD

23. Required Training Staff
There should be one examiner/proctor for every 25 students
Ensure Consistency
Read DFA verbatim
Ensure Test Security
Verify students’ identity
Monitor students
Collect test booklets and answer docs before dismissing students
Review accommodations and modifications in IEPs/504 Plans
Examiner Training PowerPoint on Website
Assessment Services, SDUSD

24. Required Training Staff continued
Examiners should review the DFA before testing
Download extra copies from the ETS website at
Assessment Services, SDUSD

25. Preparing & Distributing Materials
NO SCRATCH PAPER
Materials provided by school
No. 2 pencils
“Testing- Do Not Disturb” signs
Do not distribute test booklets before the test day
Review IEP and 504 Plans for accommodations/modifications that must be made available to students
Check materials out and in each day; use inventory control forms
BLM
Assessment Services, SDUSD

26. Inventory Control Form
BLM
Keep record of the Security Number Ranges distributed to each teacher/testing location
Assessment Services, SDUSD

27. Coordinator Responsibilities DURING Testing
Test Environment
Answer Documents
Test Irregularities
& Incidents
Assessment Services, SDUSD

28. Assessment Services, SDUSD
Test Environment
Free from noise & interruptions
Good lighting & ventilation
Bulletin boards, whiteboards, or charts must be removed/covered
No scratch paper
Only #2 pencils
No cell phones or electronic devices.
Must arrange for accommodations and modifications (i.e. separate room for students w/ “Read Aloud” in IEP/504)
Assessment Services, SDUSD

29. Answer Documents: Pre-Identification for October
Pre-ID answer documents = for students enrolled as of September 4
Pre-ID labels = for students enrolled between September 4 and September 23
Must hand-grid documents = for students enrolled after September 23 ( use demographic guide tool online)
Assessment Services, SDUSD

30. Assessment Services, SDUSD
Answer Documents: Pre-ID Barcode
Examiners must verify identification of students
Examiners must give pre-identified answer documents to the correct students
Assessment Services, SDUSD

31. Front of Answer Document
Barcode with Student’s Name
= Included in Pre-ID
= Must Be Completed by Hand
Pg 58 in Manual
Assessment Services, SDUSD

32. Assessment Services, SDUSD
Front of Answer Document- Score Codes
See Pg 62 in Manual
Code
Meaning R
Satisfied Requirement S
Score A
Absent E
Medical Emergency I
Invalidated Z
Not Attempted or Assessed w/CAPA T
Has Participated in a Census Administration M
Moved in or out of district on one day of testing
Assessment Services, SDUSD

33. Page 59 in Coordinator’s Manual
Inside Answer Document
Page 59 in Coordinator’s Manual
= Included in Pre-ID
= Hand-grid ONLY if applicable
Assessment Services, SDUSD

34. Page 60 in Coordinator’s Manual
Back of Answer Document
Page 60 in Coordinator’s Manual
= Hand-grid ONLY if applicable
= Included in Pre-ID
Assessment Services, SDUSD

35. HAND-CODE ONLY IF USED BY STUDENT
Back of Answer Document
HAND-CODE ONLY IF USED BY STUDENT
Codes on
Pg 65 in
Manual
Assessment Services, SDUSD

36. Assessment Services, SDUSD
Inside Answer Document
#24 Accommodations & Modifications
Page 64
MUST SIGN
FOR ALL IEP/504
STUDENTS
= Hand-grid ONLY if student used
Assessment Services, SDUSD

37. Testing Irregularities & Incidents
Pages 33 & 34 in Manual
TEST IRREGULARITY
Breach in security (i.e. coaching)
Must report to Erin Gordon ASAP
Complete a Test Security Breach Report form
TEST INCIDENT
Disruption (i.e. student misconduct, cheating)
Complete a Test Incident Report form
Bubble “I” on Score Code if caught cheating
Make copy of report forms for your files; send original in GREEN envelope
BLM
Assessment Services, SDUSD

38. After Testing Account for ALL Materials Prepare Answer Documents
Complete Required Forms
Pack Materials Properly
Return Materials to Annex 3
Assessment Services, SDUSD

39. Prepare SCORABLE Answer Documents
Check Box 3 to ensure correct SCORE CODE is hand-grid for both ELA & Math
Check Box 24 to ensure that ONLY modifications USED were hand-grid
Assessment Services, SDUSD

40. Prepare SCORABLE Answer Documents Continued
Hand-grid all required demographic information CORRECTLY for answer documents without Pre-ID
Ensure that stray marks have been erased
Transcribe any damaged answer document to clean, blank document; hand-grid all required demographic information
Assessment Services, SDUSD

41. Assessment Services, SDUSD
Prepare SCORABLE Answer Documents Continued
Separate all answer documents by GRADE
For each grade, separate and stack by SCORE CODE combination SS SA AS
Assessment Services, SDUSD

42. Record Counts on the Tally Sheet
See Handout
BLM
Assessment Services, SDUSD

43. Completing the Apportionment Form
See Form in Green Envelope
Transfer counts from tally sheet to the “Score Code Analysis” section of the Apportionment form
Assessment Services, SDUSD

44. Completing the School and Grade Identification (SGID) Sheet
Pages 35 & 56 in Manual
Complete one SGID for each grade level
Place on top of SCORABLE answer docs
Assessment Services, SDUSD 44

45. Completing the Apportionment Form
Transfer counts from SGID to the “Data Collection” section of the Apportionment form
Assessment Services, SDUSD

46. Packing & Labeling SCORABLE Materials
Do NOT seal boxes
Label must be placed on CORNER of box
Enter school totals for SCORABLES
Assessment Services, SDUSD

47. Prepare NONSCORABLE Answer Documents
VOID answer documents and write reason why it was voided
Record all VOIDED answer documents on Apportionment form
VOID: spilled coffee-transcribed to new doc.
Assessment Services, SDUSD

48. Prepare NONSCORABLE Materials Continued
All VOIDED answer documents must be recorded on the Apportionment form
Assessment Services, SDUSD

49. If additional materials were ordered, they must be recorded on page 2
Prepare NONSCORABLE Materials Continued
1. Sign & Complete the Test Site Packing List & Security Tracking form 2. Return in BOX #1 of NONSCORABLES
If additional materials were ordered, they must be recorded on page 2
On Pages 50 & 51 in Manual
Assessment Services, SDUSD

50. Packing & Labeling NONSCORABLE Materials
Label must be placed on CORNER of box
Packing & Labeling NONSCORABLE Materials
Test Site Packing List on TOP
Enter school totals for NONSCORABLE
Do NOT seal boxes
Assessment Services, SDUSD 50

51. Assessment Services, SDUSD
Returning Materials
Box
1 of 5
Box
3 of 5
When numbering boxes on labels, count SCORABLE boxes separately from NONSCORABLE
Box
2 of 5
Box
5 of 5
Box
4 of 5
Box
1 of 7
Box
3 of 7
Box
7 of 7
Box
2 of 7
Box
5 of 7
Box
6 of 7
Box
4 of 7
Assessment Services, SDUSD

52. Assessment Services, SDUSD
GREEN Envelope
Signed Principal’s Certification & Completed Apportionment Form
Signed Security Affidavits
Any Irregularity & Incident Report Forms
Assessment Services, SDUSD

53. Return October Materials
To Annex 3
October 8 by 4:30 pm
Non-
Scorable
Materials
Green
Envelope
Scorable
Materials
Assessment Services, SDUSD

54. Assessment Services, SDUSD
Contact Information
Erin Gordon (619)
Sonya Hill (619)
Jim Gustafson (619)
Assessment Services (619)
Fax Number (619)
Websites:
Assessment Services, SDUSD