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

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

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

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

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

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

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

8. Testing Staff Requirements
The ACT

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

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

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

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

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

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

15. Test Security Requirements
The ACT

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

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

18. Preparing for Test Day
The ACT

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

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

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

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

23. Test Day Activities
The ACT

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

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

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

27. Administering the Tests
The ACT

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

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

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

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

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

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

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

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

36. Makeup Testing
The ACT

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

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

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

40. Collecting, Packing, and Returning Materials
The ACT

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

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

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

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

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

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