1. Test Coordinator & Administrator Training Winter 2018
This PPT was created to support training of test coordinators 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 11/10/2018
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.

2. Introductions
____________________________, District Test Coordinator (DC)
____________________________, District Administrator (DA)
____________________________, Assistant Superintendent
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.

3. 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
TCM
Test Coordinator’s 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.

4. Materials Required for Test Coordinators
Guidelines
Manuals/User Guides
Modules
PIRG
TIDE User Guide
TIDE Module
Assessment Update Webinars
GTSA
TCM
TAM
Test Material Processing Training
Calculator and Electronic Device Policy
Quick Start Guide
SRMAAG
Coordinator Training for Winter 2018
DCs, DAs and SCs
Other training resources may also be required at a local level
Included on this slide is a summary of the materials required to be reviewed annually by coordinators. School districts may also have additional resources that are required for review.
Resources are located on the WCAP Portal

5. Supports & Accommodations
Identify students eligible for supports and accommodations.
Confirm student accessibility features in TIDE
Some tools are universal and all students have access
Refer to the GTSA
Also review the Calculator and Electronic Device Policy
Any accessibility features used on a state assessment should be familiar to the student
Accessibility features not listed in the GTSA are not allowed
If you need to request a non-standard accommodation, please allow several weeks for this process.
Accessibility features can be helpful for some students who use them regularly during classroom instruction or have a documented need. Refer to the GTSA for specific questions about restrictions and use of tools.
Make sure that accessibility features have been identified and align to each students plan.
Verify student test settings are entered correctly in TIDE. These must be confirmed prior to testing. You can view online or export lists for verification.
Testing students with non-approved supports or accommodations is a testing irregularity and could result in an invalidation of the student’s test results.
The Calculator and Electronic Device Policy must be read to ensure that the appropriate devices are allowed for student use, when permitted. Locate the policy on the WCAP Portal, under the Test Administrator > User Guides and Manuals tab.
Accessibility features not listed in the GTSA are not allowed, without state approval. To request use of an accessibility feature that is not listed in the GTSA, the DC must submit a Non-Standard Accommodation and Designated Support Request form.

6. Winter Retake Preparation
Become familiar with appropriate training and material
Verify that testing locations and schedules have been approved by your DC
Review and finalize the Test Security and Building Plan
Print rosters and any additional test labels from TIDE
Ensure that all students have an opportunity to practice item structures and use of tools
Ensure TAs have been trained
Order Braille, large print, and translated CDs needed for through TIDE.
Be sure to review all applicable training resources in support of the Winter EOC test administration.
Review your testing locations and schedules to ensure that you have approval from your DC. It is important to verify that your testing dates align within the state mandated testing windows and that they do not conflict with school district schedules.
Become familiar with your school’s Test Security and Building Plan – much of what is covered in this PowerPoint should be included in the plan. Report any concerns or updates to your DC.
Plan how you will manage the printing of test labels and rosters (if used).
Rosters can be printed from TIDE for paper testers. This allows students to be linked to test security barcodes on the booklet they tested in.
Students requiring a translated CD should practice using the demo on the WCAP Portal.
Train TAs prior to the administration of any state assessments. Full training is required prior to each spring test administration. This can be followed by supplemental training for each retake administration. It is a good idea to reach out to staff to see if they are comfortable with a supplemental version of a training session.
Identify the date selected for initial shipment of materials and know where to securely store those materials. This year, Winter EOC materials arrived either December 11 or will arrive January 2.
Beginning December 13, districts may submit requests through TIDE for braille, large print, and translated CDs.

7. Building Plans and Communication Training
DCs working with their schools should have a plan in place to ensure:
Technical requirements are met
Schools testing schedules fall within the state mandated window
Students and staff proctoring tests are familiar with the practice and training tests
Students test settings and accessibility supports are correctly identified in TIDE
Chain of custody for secure test materials
Training for all staff handling student information, secure materials, or proctoring assessments
Communication between districts, schools, and parents
A district testing plan and testing plans for each school should be developed by the stakeholders involved and implemented prior to the administration of state assessments. A Test Security and Building Plan template is available for district review and access on the WCAP Portal.
Plans should include procedures to complete the following:
Establish test schedules for each administration by school. Test schedules must fall within the state mandated windows and are required to be reviewed and approved by the DC.
Identify staff and responsibilities for who will ensure that students are correctly registered in TIDE and have been identified for appropriate accessibility supports.
Establish a chain of custody for secure test materials that includes tracking paper test materials from district to school, school to TA, TA to student, student to TA, TA to school, school to district, and then district to scoring contractor. The plan should detail how materials are accounted for and processed.
Training of staff completed prior to handling confidential student information, secure test materials, or proctoring a state assessment is required.
Communication is extremely important when planning test administration activities. Communication between district, schools, students, and parents can be outlined in the school building plan.

8. 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. You can register for resource updates, announcements, or both.
Through the Resource 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.

9. Testing Environment
All instructional materials, related to the content, must be covered or removed.
Students seating should be designed to prevent viewing of peers’ test booklets.
Test booklets, Translated CDs, and other ancillary materials must be secured and accounted for when not in use.
Know what accessibility supports are permitted for each assessment.
TA is prepared to respond to students asking for help:
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.
The rules for each administration may differ slightly. Please be sure that TAs are provided with clear instruction for each administration.
All instructional materials must be covered or removed from each testing location. Retaining materials within testing locations may invalidate student test results. Refer to the GTSA as it provides detailed information on what is permitted for student access in the form of tools, supports, and accommodations.
Ensure student seating is arranged in a way to retain focused testing sessions. An exam type layout as opposed to a collaborative setting.
Glossaries and ancillary paper provided during testing session are secure and must collected and accounted for after each test session. Return materials to your DC according to your school’s Test Security and Building Plan.
Student electronic devices must be turned off and moved away from view and reach of students until the testing session has ended and all secure materials have been collected, accounted for. Student access to personal electronics during testing sessions may invalidate student test results.
Prepare TAs for responding to students who are requesting support. TAs should follow a generic script by responding with
“I can’t help you with your test”
“Always try your best.”
“Read the question again”
“Think about what your question is asking you to do”
“Use your pencil to underline key words in your test question”

10. Assessment Reporting Management System (ARMS)
Online system for form processing
DCs determine user access within district and schools
DC, DA, and SC users are required to review the ARMS training PowerPoint prior to being granted access to ARMS
Roles assigned by DDSM:
ARMS_District Test Coordinator (DC)
ARMS_District Administrator (DA)
ARMS_School Test Coordinator (SC)
ARMS_Principal
ARMS_Superintendent
Throughout each test administration, districts are responsible for providing specific documentation to OSPI for accountability and security purposes, as well as in unique circumstances which warrant an approval from the state. In the past, this has been documented through paper.
ARMS will provide different levels of access to the system for users in the District Test Coordinator (DC), District Administrator (DA), School Coordinator (SC), principal, or superintendent role. DCs control who in the district and school has access to submitting these reports.]
Prior to being permitted access to the ARMS application, it is required that all staff with the SC, DA, and DC user roles be trained, using the state created ARMS Training PowerPoint, available on the WCAP Portal under the Test Coordinators Modules sub-folder.
An audio file version of the PowerPoint will post to WAMS prior to January.

11. Advantages of ARMS Reduces paper trail
Securely transfer student information
Report submitted by school to district and district to state
Import student files
Review reports together or individually
Electronic data retention
Compile reports and export into single file
ARMS will greatly reduce the paper trail required for tracking various information districts submit to OSPI.
Forms can be created, edited, and archived all within the same system.
Additionally, ARMS will provide a route for transferring secure student information.
ARMS processes reports based on a hierarchy of the users role. As an example, when a SC user is granted permissions for access to ARMS:
reports submitted by the SC will only be sent to the DC for review.
The DC will review to determine if the report is complete, if additional information is required, or whether it should be escalated to the state.
If additional information is needed, the DC will send the report back to the SC for follow up.
This application offers a feature to import student files on certain forms.
ARMS also has the ability to compile all individually submitted reports of a form type into a single export file.

12. Required and Suggested Documentation
Required Documentation
Staff Training Logs
Test Security Staff Assurance forms
One for each person in the training log
If yes is marked for irregularity, ensure all documentation is complete
School Site Administration and Security Report
Test Incident Irregularity Reports (if needed)
Test Question Ambiguity Form (when applicable)
District Administration and Security Report (copy to OSPI)
Suggested Documentation
Completed Inventory of all Materials
TAs complete the Test Security Staff Assurance Report and return it with signature to the SC along with the secure testing materials.
SCs complete the School Site Administration and Security Report and return it with principal signature to the DC along with the secure testing materials. Reports are required to be delivered the day following each test administration.
DCs complete the District Administration and Security Report and return it, with both DC and Superintendent signatures, to the OSPI State Test Coordinator, no later than five business days after the last day of testing.
School and district staff who have completed training for ARMS are able to electronically submit security reports through this system in EDS.
Maintaining careful records helps to ensure that there are no missing secure materials. Chain-of-custody must be tracked from TA to SC, from the SC to DC, and from the DC to the scoring contractor. This will ensure that all tests are returned on time and all assessments are appropriately scored.
As a reminder, any documentation that includes student information must be sent to the state securely, either through the SFTP site or the ARMS online application (when applicable).

13. 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.
It is important to stop the student(s) testing session, should an incident arise.
Take corrective action to mitigate the incident and gather all necessary information to be reported.
Provide the TA with further direction. This will help to ensure that the testing opportunity is valid.
Document, including as much detail as possible, such as date, time of day, who was involved (SSID), what question number the student was on, 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 site
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.
Test Incident Reports may be submitted to the state by DCs through ARMS.

14. 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. DCs and/or SCs should actively monitor testing locations to ensure adequate support. Trained staff can be in a testing room. Volunteers, students who are not being assessed during the current segment, and media are not allowed.
DCs and SCs should actively monitor testing locations to ensure adequate support.
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)

15. Responsibilities District Test Coordinator
Trainings
Become familiar with the GTSA, PIRG, and all system and administration manuals (TAM, TIDE User Guide, TA User Guide, etc.)
Attend required trainings and webinars
Communication
DCs read the WAW newsletter and share information as it pertains to staff responsibilities
Communicate directly with staff regarding questions about assessments
Communicate training schedules to SCs, TAs etc.
Communicate with the State Testing Coordinator about testing incidents, appeals etc.
Implementation
Implement each school’s Test Security and Building plan
Monitor testing schedules
DCs must become proficient with the user guides, manuals, modules, and PPTs posted to the WCAP Portal. To keep up-to-date, it is important to attend required trainings and webinars. Current updates and new information is communicated through the WAW newsletter and Assessment Update Webinars. DCs can add additional staff (DAs), through WAMS-Profile, to receive these communications.
It is up to the DC to make sure that staff is trained and that they have the information they need to implement assessments effectively.
Ensure DAs and SCs have appropriate access to TIDE and can navigate the system.
Each school is required to provide proposed testing schedules for DC review/approval. Verify that schedules do not fall outside of the state-mandated windows.
Communication of schedules, attendance, and reporting is important to school staff, students, and families. Outline your training plan and communicate with appropriate staff.
Verify that each school’s Test Security and Building Plan has been implemented and that security protocols are followed.
Actively monitor testing locations during the assessment window.
When a testing issue is reported (such as damaged test booklet):
Ensure that those involved understand that the issue is being reported and that an opportunity to complete testing will be provided.
Some situations may take a little longer to resolve. Determine if students need to leave the testing location while the issue is being resolved.
For a complete list of DC responsibilities, see the PIRG document.

16. Responsibilities Principal
Trainings
Attend all required trainings
Verify staff has received appropriate training
Overall Planning and Scheduling
Appoint staff members to support test administration
Assign testing areas; ensure test security of materials; plan testing schedules, locations, and testing population. Ensure adequate staff to supports testing locations. Develop and have approved your school’s Test Security and Building Plans
Communication
Approve communication for parents and all staff members
Implementation
Implement all school and district policies and procedures
File the approved Test Security and Building plan for each school
Ensure that each school has an approved testing schedule
Attend all required trainings and ensure that all applicable staff, as their responsibilities support state testing, have also attended required trainings.
Working with your DC, appoint SCs and assign TAs.
When assigning testing areas, ensure sufficient space for students and the security of test materials. Provide adequate staff to support testing locations.
Communicate with parents, staff members, and departments regarding testing schedules, importance of attendance, and how test results will be reported. Implement your school’s and district’s policies and procedures. Review the approved Test Security and Building plan for each school and ensure staff are familiar with content.
Each school’s testing schedule must be approved by the DC and align to the state mandated test window.
Review and sign the School Site Administration and Security Report at the end of each test administration.
For a complete list of Principal responsibilities, see the PIRG.

17. Responsibilities School Test Coordinator
Trainings
Attend required trainings and familiarize yourself with documents
Communication
Communicate with staff and parents
Implementation
Verify your school’s Test Security and Building Plan
Verify supports and accommodations needed for each student. Provide TAs with a list.
Inventory all test material upon receipt; request additional materials, if necessary.
Maintain security of all testing materials and distribute test materials only on testing days
Monitor test administration and report and report all test incidents promptly to the DC
Collect and inventory all test materials promptly at conclusion of test sessions
Securely dispose of ancillary materials according to the TSBP
Complete School Site Administration and Security Reports and documentation
SCs must become proficient with the applicable user guides, manuals, modules, and PPTs. To keep up-to-date, it is important to attend required trainings and webinars. For a complete list of SC responsibilities, see the PIRG document.
It is the responsibility of the SC to ensure that TAs, individuals supporting testing accommodations, and other staff who process materials attend required trainings and have the information they need to administer the test. Ensure staff are familiar with your school’s Test Security and Building Plan and that security protocols are followed.
Encourage a positive testing situation for students and staff.
Communicate with parents and staff members regarding schedule, attendance, and reporting.
It is important to work with your EL and Special Education department to upload all supports and accommodations needed for each student during testing. Provide TAs with the student accommodation lists to support testing.
Inventory all testing materials immediately upon arrival and submit an order for additional materials through your DC if necessary. Include inventory of district specific materials (i.e., pencils, paper, approved calculators for EOC math).
Print any necessary student labels for test booklets.
Some common issues include not ordering accommodated materials in advance of testing, not documenting testing incidents, or not keeping adequate records of who has the testing materials.
Taking the time to document the process for preparing testing can help to ensure that testing goes smoothly.
Have a tracking process to account for chain-of-custody of secure materials while transferring to testing locations and back at completion of each testing session.
Actively monitor testing locations during the assessment window.
Be sure to report all testing incidents to your DC. Include in your report all details, documentation, and any recommendations for invalidations.
Follow your school’s Test Security and Building Plan for processing of secure materials. All secure materials are required to be inventoried and returned on schedule. This includes Translated CDs and all ancillary papers (student notes, scratch paper, graph paper, etc.). All ancillary materials provided during testing sessions must be securely destroyed, as per the state and district policy.
Verify that use of non-embedded supports and accommodations have been accurately entered in TIDE for students.

18. Responsibilities of Special Education & Bilingual Coordinators
Attend all required trainings
Work closely with the SCs and TAs to ensure each student has access to their permitted tools, supports, and/or accommodations
Any accessibility supports must be identified prior to materials arriving in district, so that the DC will have time to request additional materials or non standard accommodations before testing begins.
Attend all required training sessions.
Work closely with your SC and TAs to ensure each student has been identified for the correct accessibility supports.
Make sure students identified for large print, Braille, or Translated CDs are reported to your DC so there is plenty of time to order accommodated forms or to provide the appropriate accessibility supports.

19. Key Dates: Winter 2018
Activity
Date(s)
Delivery 1: EOC Test Booklets, Student Pre-ID Adhesive Labels, and Return Shipping labels
December 11
TIDE: Order window opens Delivery 1 districts for accommodated forms and additional test booklets/shipping materials.
December 13
Last day to train TAs and complete Training Log
Day before testing
Winter EOC testing window
January 2–February 2
Delivery 2: Test Booklets, Student Pre-ID labels, and RS labels arrive in district. Additional order window opens 1/3 for Delivery 2 districts.
January 2
TIDE: Order window closes
January 23
TAs submit Test Security and Staff Assurance Forms to SC.
Last day of testing
Schools submit School/Site Administration Security Report to DC.
Last day of testing, after material check-in
Ship to MI all used and unused EOC test booklets/accommodated forms
February 12 at 8:00 AM
DC submits District Security Report to OSPI.
Five business days after test completion
Key dates include the dates for delivery and return of materials, the additional material order window, training timelines, and the schedule for processing Security Reports.
Security reports are available from the WCAP-portal at:  (Test Coordinators>General Information). Districts may also begin using ARMS for the Winter EOC administration.

20. Contact Us: Contact the SC for questions or to report issues
TAs
Contact the SC for questions or to report issues
SCs
Contact the DC
Phone (office): (__ __ __) __ __ __ - __ __ __ __
Phone (Mobile): (__ __ __) __ __ __ - __ __ __ __
DCs
Contact OSPI Assessment Office (360) or the State Test Coordinator, Kimberly DeRousie (360)
DCs please remove OSPI contact information prior to sharing this PPT with school staff.
SC’s contact the appropriate person in your district if you have questions. OSPI will refer all school staff to the DC.

21. 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.