Test Administration Training

Test Administration Training
TAs & Staff Who Support Paper-Pencil Testing Winter 2018 This PPT was created to support training of test administrators for the Winter 2018 End-of-Course Administration. Please supplement information in this PowerPoint template with information specific to your district and schools. Considerations During your training, you can demonstrate the WCAP-portal “User Cards” and the Washington Assessment Management System (WAMS) by accessing online and sharing the purpose of each page as you are walking staff through it. End-Of-Course math (Algebra and geometry) Published 9/21/2018 OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION This presentation contains a script in the notes section. If you are accessing this information with a screen reader, be sure you are reading the notes section as well as the text contained in the slides.

Introductions ____________________________, Principal
____________________________, District Test Coordinator (DC) ____________________________, School Test Coordinator (SC) ____________________________, District Administrator (DA) You may want to consider including an introduction to each team member presenting this training. You may also want to make note if you have an assistant superintendent attending.

Acronyms Acronym Definition (Systems, applications, materials, test components) GTSA Guidelines on Tools, Supports, & Accommodations ORS Online Reporting System PIRG Professional Standards and Security, Incident, & Reporting Guidelines SRMAAG Student Record Management for Assessment Accountability TAM Test Administration Manual TSBP Test Security and Building Plan TIDE Test Information Distribution Engine WCAP Washington Comprehensive Assessment Program Acronym Definition (users) DC District Test Coordinator DA District Administrator SC School Test Coordinator TA Test Administrator IS Instructional Specialist Here is a list of several acronyms to remember for the Winter Retake Administration.

Related Materials Required for TAs
User Role TAs and other staff with responsibility for the proctoring the Winter EOC retakes Other training resources may also be required at a local level Guidelines Manuals/User Guides Modules GTSA TIDE User Guide TIDE Module (highly recommended) PIRG TA User Guide TA Training for Winter 2018 Calculator and Electronic Device Policy TAM, as applicable to the assessment Blank cell TA Script of Student Directions Included on this slide is a summary of the materials required to be reviewed annually by TAs. School districts may also have additional resources that are required for review. This may include the Test Administrator Certification course that is available on the WCAP Portal, within the TA User Card. Material location:

Tools, Supports, and Accommodations
Some tools are universal and all students have access. Refer to the Guidelines on Tools, Supports, & Accommodations for list of tools available to students by test Appendix A: Materials Available for Student Access document Calculator and Electronic Device Policy for restrictions and access Manipulatives and tools not listed are not allowed, unless approved through a Non-Standard Accommodation or Designated Request form Accessibility features can be helpful for some students who use them regularly during classroom instruction or have a documented need. Refer to the Guidelines on Tools, Supports, & Accommodations for specific questions about restrictions and use of tools. If a student’s IEP or 504 Plan stipulates the use of a support not listed in the GTSA, notify your DC. Verify that supports have been accurately entered for students. Work with your SC if changes are necessary. Any allowed tool, manipulative, or support used on a state assessment should be familiar to the student. Optional tools and manipulatives need to be placed in a location where students can get them, if they elect to use them. The Materials Available for Student Access document and GTSA, along with the TAM, provide details as to what is permitted for each assessment. Locate these documents on the Portal. Accessibility features not listed, are not allowed. The Calculator and Electronic Device Policy must be read when administering a test where calculators are permitted.

Navigating WCAP Portal http://wa.portal.airast.org/
Refine your search: Select “Resources” dropdown and then select your User Card Receive s on current postings The WCAP-portal is your source for information about the Washington Comprehensive Assessment Program (WCAP). The portal gives students and families, Test Administrators, Test Coordinators, Technology Coordinators, and other key assessment personnel access to relevant testing information. The portal consists of several User Cards and resources. Register for alerts regarding newly posted information by clicking on the “Register for alerts/Manage Account” link in the upper right-hand corner, on the WCAP-portal homepage. Through the Resources tab on the top toolbar, select the appropriate user card, and enter Search Resources. Items are stored differently in each of the four access points (Students & Families, Test Administrators, Test Coordinators, and Technology Coordinators) but all roles can access any of the materials, making the search option a great resource.

Portal Cards The Test Administration Resources card hosts training materials to support each current test administration. The Test Administrator Certification card is an available training tool. The TIDE card is your gateway for verifying student information, student test settings, and viewing testing windows. The Online Reporting System card is used to plan and manage testing (participation reports) and student score reports. The Digital Library card helps educators apply the formative assessment process during daily instruction. Having selected the TA User Card, this page provides additional cards available to you. Any portal card with a “lock icon” requires a WCAP login and password. Forgotten passwords can be retrieved by clicking on any locked portal card & clicking on “Forgot Your Password”? link. The Test Administration Resources card hosts all required training materials and materials to support each current test administration. The Test Administrator Certification card is an available training tool that is highly recommended by the state and may be required by your district. This training includes a walkthrough of the Test Administration interface. It also provides information on verification of student data, administering assessments and monitoring students. The TIDE card is your gateway for verifying student information, student test settings, and submitting appeals for testing incidents. The Online Reporting System card is used to plan and manage testing (participation reports) and student score reports. The Digital Library card provides subject- and grade-specific resources intended to help educators apply the formative assessment process during daily instruction. In addition, the Digital Library has collaboration features that allow users to rate materials and share their expertise with educators across the country. The Digital Library has a different login that must be reset by the District Test Coordinator. The Test Administration card is the location to administer Interim tests and Summative (operational) assessments. It is critical that you have a clear understanding of the differences between and Interim and Summative assessment. For additional information in support of these cards, please refer to the corresponding user guides and modules available under the Test Administration Resources folder.

TIDE Overview Access the TIDE icon from the Test Administrator User Card and Login Verify Student Information View Test Windows View Rosters With the TA user role, you can perform the following tasks in TIDE: Verify your students information under the Student Information tab. You can refine your search by adding additional search criteria. View district test windows and rosters. Follow instructions set by your SC regarding changes within the Test Incident Codes section, under the Data Clean Up tab. For detailed instructions about using TIDE, refer to the TIDE User Guide by clicking Help in the upper right banner in TIDE.

Room Scheduling Who will test where? Extended-time location
Break procedures [Add your staff break, hall monitor plan information here] [Add the emergency contact number/plan should a TA need help during the assessment. Have them write the contact information on the back cover of the directions packet] Who will test where? Extended-time location [Add your notes here] Add building specific notes and the process for calling students and reminding them of the importance of this testing opportunity and for identifying the schedule and location. Students arriving late may test if approved by the school district. Extended testing time: All assessments are untimed, therefore follow your school’s Test Security and Building Plan for extended time testers. When the extended testing time area is in a new location, only trained staff may transport the booklets and any ancillary papers, calculators, and/or manipulatives to the new location.

Paper-Pencil Tests—Operational
General Rules of Paper-Pencil Testing Read the administration directions (SAY boxes) in the TA Script so you sound natural. Review the Materials Available for Student Access (Appendix A of GTSA) Follow the GTSA on whether an assessment permits the use of a particular tool, support or accommodation. Review your school’s Test Security and Building Plan to become familiar with: Testing schedule and seating arrangements Accessing testing materials on the day of testing, distributing and collection from students within the testing environment, and returning to the SC. Once a test or session/segment is completed, students cannot go back and review questions. Students return all materials provided during the testing session and TAs inventory, prior to releasing students. Prior to testing, read the student directions (SAY boxes) in the TA Script so you sound natural. Review the Materials Available for Student Access, Appendix A of the GTSA, so students have access only to those accessibility supports allowed for the test being administered. Make sure that the model of calculator a student uses is one that has state approval. Also ensure that hand-held calculators are approved for use, prior to allowing students access on a paper test. Review the Calculator and Electronic Device Policy on the WCAP Portal. Become familiar with the school’s Test Security and Building Plan, including: Testing schedules Seating arrangements Material chain-of-custody Once a test or session or segment is completed, students cannot go back and change answers to questions. It is important to ensure that a process is in place for collecting and accounting for all materials distributed to student within a test session, prior to releasing the student from the testing location.

Checklist to Prep Prior to Testing
Room is ready; inappropriate materials covered or removed Student seating designed to prevent viewing of peers test booklets. TA Script in the classroom Tools clearly identified for the subject area and available for students Place Testing-Do Not Disturb sign on door Clear district provided calculators, if applicable Identify location for placing backpacks, bags, and non-approved items and electronics Pick-up booklets at _______ (Return booklets each day) The rules for each administration may differ slightly. Be prepared by knowing what is allowed and not permitted for each test. Run through your room ready checklist to make sure materials in the testing location related to the content of the test being administered have either been covered or removed. Retention of non-approved materials may require invalidation of a students test results. Verify your student seating chart to ensure locations are far enough apart to prevent students from viewing peers test booklets. An exam type layout, as opposed to a collaborative setting. Have all necessary materials placed in the classroom prior to testing sessions. This includes TA Script, tools, supports, and/or accommodations, manipulatives, and ancillary papers, as permitted. Examples include glossaries, scratch and graph paper. Add your Testing—Do Not Disturb sign on the door outside of your testing location. Take care when not to obscure security windows on doors; Establish your location for when students are directed to turn off non-approved electronics and place them with backpacks and purses in that area. Students must be directed to move these items prior to beginning the test. Know the process for collecting secure testing materials on the day of testing. Will they be delivered or will you pick them up? Have an established process for checking out and checking back in all testing materials to students (i.e., test booklets, answer booklets, scratch and graph paper). Materials must be accounted for prior to releasing student(s). Remember: All materials distributed within the testing environment are considered secure and must be processed according to your school’s Test Security and Building Plan. 11

Monitoring Students During Testing
Actively monitor. Ensure students are: Using #2 pencils Only using allowed accessibility features, calculators, and/or electronic devices. Not writing on the ½ inch outer edge of the booklet Not sharing their work Reading and re-reading the Student Test Directions (SAY Boxes) is permitted (not test questions) It is permitted to remind all students to be sure to complete all items. This can take place prior to testing and again when students begin to turn in test booklets If a student asks for help on a question try: It is important that you do your best Do you need to close your test booklet and answer booklet and take a break? I cannot help you check your work You may read the question again and think about what the question is asking you to do. Try your best and choose the answer that makes the most sense to you. Create a comfortable testing environment; smile and make eye contact whenever possible. Students are required to be monitored by trained staff until testing is complete. Only use a No. 2 pencil. If a different pencil lead type is used, you may never know what questions were not scanned and scored accurately. Notify your SC right away. Only permit allowed calculators for student use. See the Calculator and Device Policy for use and restrictions. If students write within a half inch from the outer edges of the test booklet, they should be reminded that work can only be scored if it is within the student response area. TAs are allowed to: Re-read test directions as many times as needed to support students. It is not permitted to read aloud passages, scenarios, stimuli, or test items. Help students by turning pages in paper booklets, when needed. TAs may not assist students with responding to test items. Be prepared for students asking for more help than you are permitted to support. The list in the green box can help support students in a positive way and are permitted for use within a group setting or with an individual student. 12

Break Procedures [Add your staff break information here]
Close test booklets Instruct students not to discuss the test Students are monitored by staff Bathroom break – one student at a time Ensure students do not have access to electronics or other unapproved materials [Add your staff break information here] [Add the emergency contact number/plan should a TA need help during the test] Break procedures include instructing students to: Close their test booklets when paper-pencil testing and also not to discuss test content with their peers. Students must be monitored during breaks and lunches. Be sure to have available prior to testing, your break information and emergency contact information should a need arise. Follow the break procedures in the unlikely event the class has to leave the room for an emergency. Do not attempt to collect the booklets. Student safety first; follow the emergency procedures. TA should pause the assessment, if possible, but not at all necessary.

Testing Incidents When testing incidents occur, it is important to:
Stop the testing session for the individual student or class Take corrective action to mitigate the incident. TAs report incidents to the SC, who contacts the DC. The DC works with OSPI when required. Incidents must be documented by the end of the day and reviewed by DC or State within 24 hours. Breaches must be reported to SC, DC, and to the State immediately and documented. For more information, see the PIRG: There are several types of test Incidents. Each type may be addressed differently. All incidents must be documented and reported by TAs to the SC promptly. This helps to ensure a fair and equitable testing environment for all students. Refer to the PIRG document for full details. The following steps are important to ensure that each student has an opportunity to complete their testing opportunity without incident: It is important to stop the student(s) testing session, should an incident arise and contact the SC immediately for further direction. This will help to ensure that the testing opportunity is valid. Take corrective action to mitigate the incident and gather all necessary information to be reported. Document, including as much detail as possible, such as date, time of day, who was involved (SSID), and details of the incident. Prompt communication is important and should follow the PIRG. Frequently Reported Incidents include: Student using non-approved electronic devices during testing or break times TAs deviating from the prescribed TA Script of Student Directions Students gaining access to tools or materials not permitted on state assessments Materials not being removed from walls within the testing area Test materials returned after prescribed schedule or without proper transcription Breaches are considered a high risk. An example would be if a student or adult had collected or released secure test content or student responses. This is immediately reported to the SC, DC, and State. Do not use electronic devices or for transferring secure/confidential information.

Security, Policies, & Responsibilities
Policies, laws, practices, and prohibited behaviors are located in the Professional Standards and Security, Incident, and Reporting Guidelines (PIRG) State and local laws and policies specify practices to ensure test security of standardized and ethical administration of assessments. Student monitoring throughout testing RCWs and WACs are listed in the Policies and Test Securities section Only assessment specific trained staff members can administer or be in a testing room Volunteers or media are not allowed in a testing room DCs, DAs, SCs, and TAs are required to read the PIRG Professional Code of Conduct The Professional Code of Conduct is codified by the Washington State Legislature in WACs and RCWs. A list of complete rules and regulations can be found online: As with all state assessments, state laws must be adhered to and best practices followed in the classroom. This is part of the state Professional Standards and Security, Incident, and Reporting Guidelines (PIRG). Allowable and prohibited behaviors are detailed in PIRG. Know who should and should not be in the testing environment. Trained staff can be in a testing room. Volunteers, students who are not being assessed during the current segment, and media are not allowed. Reviewing and disclosing test questions is a violation of state law. The Office of Professional Practices (OPP) is charged with enforcement, including discipline of educational practitioners for violation of the Professional Code of Conduct. OPP receives, investigates, and makes legal findings regarding complaints. A complete list of rules and regulations can be found online: The Office of Professional Practices (OPP) is charged with enforcement, including discipline of educational practitioners for violation of the Professional Code of Conduct. The office receives, investigates, and makes legal findings regarding complaints. Unprofessional conduct is reported to OPP (360)

Teacher Responsibilities
Familiarize students with test-taking strategies Familiarize students with question formats Multiple-Choice Short-Answer Completion Gridded Response Familiarize students with how to accurately fill in an answer circle Encourage students to try questions and tasks even if they are uncertain Help students to relax and be confident Avoid excessive testing and coaching Use test results appropriately, including maintaining confidentiality of individual student results. Teachers are expected to provide students with an opportunity to acquire the knowledge and skills that will be assessed. Teachers shall accomplish this primarily by providing students with a rich instructional program. There are many resources available to support students with test taking strategies and to ensure they are familiar with the different question formats. This may include: Showing students how to fill in answer circles on paper-pencil tests. Familiarizing students with question formats. Encouraging students to try questions and tasks even if they are uncertain. Helping students feel relaxed and confident.

TA Responsibilities (Before Testing)
Complete test administration training and review all state testing policies and administration documents prior to administering state tests Complete and sign a Test Security Staff Assurance Report (Part 1) Become familiar with the TA Script (before/after) and directions to student (SAY boxes) Have a list of student accessibility supports needed for the exam Familiarize yourself with the school’s Test Security and Building Plan Provide a positive environment and prepare your room TAs can do a lot to ensure that testing goes smoothly. The TA is the primary role for administering state assessments. This slide and the next two slides outline the duties of the TA before, during, and after testing. When completing training, sign the Training Log and sign the Test Security Staff Assurance Report. These trainings provide important information specific to the retake administration. The rules for each administration may differ slightly. Prior to testing, please be sure that you read the administration manuals for clear directions on each administration. To help you become familiar with the role of a TA. Review the TA Script (SAY boxes and TA text) and the Final Processing Steps for TAs, prior to administering tests. Confirm your student information is in TIDE. Work with your SC for any student that is not in TIDE. Know which materials (scratch paper, manipulatives, etc.) are permitted for each test. Inventory stock and alert your SC if additional materials are needed. Become familiar with your school’s Test Security and Building Plan. This should include the information needed for testing schedules, seating arrangements, processes for handling secure materials, testing students, and reporting incidents. Know who to contact and how to contact your SC and/or DC should you need assistance during testing. Students must be actively monitored at all times by a trained TA during testing. At least one TA must be in the testing location at all time. Know your break schedule and hall monitor plan. Identify a location for students to store non-approved electronic devices and purses. The student directions being read by the TA will instruct students to turn off electronic devices and place them along with bags, in a location identified by you. Provide a positive pre-testing experience with students and prepare your testing room.

TA Responsibilities (During & After Testing)
Receive materials no earlier than the current day of testing Check materials out to students and be prepared to check them back in Read TAM directions (SAY text) verbatim Monitor students Report irregularities to the SC After: Implement your check-in process for collection of testing materials, prior to releasing students. Complete and sign Part 2 of the Test Security Staff Assurance Report Process materials according to your Test Security and Building Plan. Return materials directly after each testing session. TAs play an important role to ensuring a positive testing environment and maintaining test security. Maintaining careful records helps to ensure that there are no missing secure materials. Follow your school’s Test Security and Building Plan for tracking and returning all test materials. TAs may use the state provided Scratch Paper template. TAs only access testing materials just prior to each administration for a single day. Inventory materials when received from your school to ensure that you have the appropriate students pre-identified test booklets. If a discrepancy is noted, immediately alert your SC for resolution. Check test materials out to students. Verify to ensure students’ names have been added to ancillary materials such as glossaries, graph, and scratch paper. Papers passed out during testing are considered secure. Helping students navigate the pages within a test booklet are permitted. It is not permitted to alert an individual student to complete a test item that was left unanswered or to rework a question. A TA may inform the entire class to be sure to check that all questions have been completed. Immediately return all testing materials to your SC after completion of that days testing session. This includes test booklets and ancillary papers passed out during testing. Processing materials at the end of a testing session All materials checked out during a testing session are considered secure and must be checked back in. This includes all materials distributed (i.e. test booklets,, braille, large print, translated CDs, scratch/graph paper, Glossaries, etc.) Verify that all test booklets are signed by students. SCs will follow the school’s Test Security and Building Plan for securely shredding ancillary papers (scratch/graph). If materials are noted as missing, immediately notify your SC. Complete and sign the second portion of your Test Security Staff Assurance Report. Include an explanation of boxes checked “no” and notation of missing materials. As required by OSPI, sign and submit the report, along with your secure testing materials, to your SC. Process materials according to your Test Security and Building Plan and immediately return materials to your SC.

Required and Suggested Documentation
Required Documentation Signing the Training Log for State Assessments at completion of training session Test Security Staff Assurance Report One for each person in the training log Complete page one prior to testing Complete page two at completion of testing If yes is marked for irregularity, ensure all documentation is complete Documentation of testing incidents Suggested Documentation Complete Inventory checklists of all materials Documentation that is required to be completed includes : Signing the Training Log for State Assessments at completion of school district training sessions Signing the Test Security Staff Assurance Report. Sign part 1 prior to testing and part 2 after testing has concluded. If yes is marked for irregularity, ensure all documentation is complete and has been provided to the SC. It is suggested to retain a log of all test materials and a copy of your Test Security Staff Assurance Report.

Contact Us: Test Administrators
Contact the School Test Coordinator for questions or to report issues School Test Coordinators Phone (office): (__ __ __) __ __ __ - __ __ __ __ Phone (Mobile): (__ __ __) __ __ __ - __ __ __ __ The following communication plan has been established: TAs must contact your SC and or Technology Coordinator for technical questions. SCs will contact the DC The DC will contact OSPI for general assessment questions OSPI will refer all school staff questions back to your DC for support. This will ensure that you receive the most up-to-date information, including school district procedures and policies.

Revision Log: Updates to the Module after December 19, 2017 are noted below. Slide Section Description of Revision Date of Revision If updates are needed throughout the school year, they will be outlined on this revision log and communicated in the WAW newsletter.

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