Administration Guide
for
Polk County Assessments
2015-2016
Office of Assessment, Accountability, & Evaluation
Polk County School Board
1915 S. Floral Avenue
Bartow, FL 33830
Revised 08/2015
Table of Contents
Introduction ............................................................................................................................................................3
Paper-Based Test Administration
Prior to Testing ............................................................................................................................................4
Printing Answer Sheets ................................................................................................................................4
Following Testing ........................................................................................................................................5
Scanning Student Answer Sheets.................................................................................................................6
Online Test Administration
Prior to Testing ............................................................................................................................................7
Following Testing ........................................................................................................................................7
Checklists
Testing Administrator Checklist: Paper-Based Administration.............................................................................8
Testing Administrator Checklist: Online Administration ......................................................................................9
Appendices
Appendix A: PCA Inventory Sheet ......................................................................................................................10
Appendix B: PCA Security Log...........................................................................................................................11
Appendix C: Test Security Agreement ................................................................................................................12
Appendix D: Test Administrator Prohibited Activities Agreement .....................................................................13
Appendix E: Scanning Log ..................................................................................................................................14
Appendix F: Absent Students Cover Sheet ..........................................................................................................15
2
Revised 08/2015
Introduction

This guide explains the responsibilities of Test Administrators/Teachers and APC/Testing
Coordinators in administering district-created assessments.

To ensure smooth implementation of the testing program, everyone who works with these assessments
must work together and become familiar with the contents of this guide, paying careful attention to
details. Please read this guide thoroughly before administering assessments. Failure to do so could result
in missing assessments, security concerns, and improper recording of student scores in the Florida
Interim Assessment Item Bank and Test Platform (IBTP). All breaches of security will initiate an
investigation by the AAE department followed by recommendations for action to HR.

Assessments may be administered through paper-based testing or online, depending on the assessment.
All assessments however, will be administered or scanned in the district assessment platform, IBTP.
Test results can be accessed in IBTP after a test has been administered online or paper-based answer
sheets have been scanned.

Please make sure to complete the following forms at the back of this manual as appropriate.
 Test Administrator/Teacher Checklist—Paper-Based Administration
 Test Administrator/Teacher Checklist—Online Administration
 PCA Inventory Sheet (Appendix A)
 PCA Test Security Log (Appendix B)
 Test Security Agreement (Appendix C)
 Test Administrator Prohibited Activities Agreement (Appendix D)
 Scanning Log (Appendix E)
 Absent Student Cover Sheet (Appendix F)
These forms are important in ensuring test security and the smooth administration of each assessment.

Assessment, Accountability, and Evaluation has set up a Help Location. To access this site: Browse to
http://www.polk-fl.netSelect District Info DepartmentsSelect Assessment, Accountability &
Evaluation (AAE)Select District Assessment ResourcesSelect IBTP Resources. This site is
open to all PCSB staff and has many resources such as:
 How-To guides for IBTP
 How to Create Student SSO Accounts
 How to Log Students into the Secure Tester Application
 How to Score Assessments in the IBTP
 Courses with District-Developed Exams
Helpful Contact Information for School Testing Coordinators/School Administrators
Additional Materials
Missing Test Booklets, Testing
Irregularities, Security Breaches
Assessment Procedures
& IBTP Technical Support
Rick Giroux
Brandon Craig
Karen Johnson
rick.giroux@polk-fl.net
863-647-4240
brandon.craig@polk-fl.net
863-534-0736
karen.johnson@polk-fl.net
863-534-0979
3
Revised 08/2015
Responsibilities for Paper-Based Test Administration
Prior to Testing:

Sign the following Test Agreement Forms and return all forms to the APC/Testing Coordinator.
o Test Security Agreement (Appendix C)
o Test Administrator and Prohibited Activities Agreement (Appendix D)

Identify students that require IEP, Section 504, or ELL accommodations.

Work with school personnel to schedule coverage if needed.

Student answer sheets are to be printed 1-3 days prior to testing through the Test Center in IBTP.

DOUBLE CHECK THAT THE TEST NAME AND PERIOD PRINTED ON THE ANSWER
SHEETS MATCH THE CLASS AND PERIOD YOU WILL BE ASSESSING. In order to
properly scan the documents, ALL ANSWER SHEETS MUST BE PRINTED USING A LASER
PRINTER! Do not use an inkjet printer as doing so will result in having to reprint, re-bubble, and
rescan answer sheets.
*Please refer to the resources on the AAE website.
Printing of Answer Sheets: Each school site must determine the most efficient manner to print all student
answer sheets from the Test Center in IBTP and distribute to Test Administrators/Teachers.
When printing, ensure that:
o Answer Sheets are printed using a LASER
printer.
o There is adequate toner in the printer.
o All MARKERS are on the Answer Sheet.
 Please note answer sheets will not scan
and will have to be reprinted, re-bubbled,
and re-scanned if the markers are not
printed or the barcode is not clear and
dark. Refer to the examples.
o The answer sheets are clear and legible.
o The answer sheets match the correct test name
and class period for the test being given.
Printed by inkjet—will NOT scan
Printed by laser—will scan
4
Revised 08/2015
PLEASE DOUBLE CHECK THAT YOU HAVE THE CORRECT ANSWER SHEETS
FOR YOUR CLASS BEFORE ADMINISTERING THE ASSESSMENT.

Obtain (sign out) test copies from the APC/Testing Coordinator the morning of the test administration.
TEST ADMINISTRATORS/TEACHERS MAY NOT KEEP TEST COPIES OVERNIGHT

Ensure that the test name on answer sheets matches what is on the test booklets.

Provide students with allowable accommodations and appropriate testing materials.
Following Testing:

Separate absent student test materials; fill-out Absent Students Cover Sheet (Appendix F);
securely attach to absent students’ answer sheets (do not staple); and turn in with other testing materials.
*Please note that scanning blank answer sheets of absent students can result in scores of 0% being
recorded in IBTP.

If scoring open response items:
o Download the correct rubric.
o If scoring open response items on paper, score and bubble open response questions on student
answer sheets. Record student score for the open response in the Teacher Use section of the
student answer sheet.
o If scoring open response items online in IBTP, leave open response questions blank and scan
without scores.

Refer to Appendix I for further instructions. (If Applicable)
5
Revised 08/2015
Procedures for Scanning Student Answer Sheets
Scanning of Answer Sheets: Each school site must establish a secure central location for scanning and
verifying all student answer sheets in IBTP.
 Inspect student answer sheets for stray marks or “light” bubbling. Erase stray marks as needed.
*Please note that stray marks in the barcode will result in answer sheets being unable to be scanned.

REMOVE ABSENT STUDENT ANSWER SHEETS BEFORE SCANNING—Attach a cover sheet
(Appendix F) with the names of students who were absent to the blank answer sheets.
*Please note that scanning blank answer sheets of absent students
can result in scores of 0% being recorded in IBTP.

Once open responses are scored and make-up testing is complete, scan student answer sheets into IBTP.
* Please refer to the IBTP Resources on the AAE website for instructions.

Record the test name, teacher name, period, date/time scanned, number (#) of tests scanned, number (#)
of tests pending, and any issues or problems that occur during scanning on the scanning log. Recording
this information on the Scanning Log (Appendix E) will make it easier to fix any scanning issues that
may arise.

Verify that all answer sheets scanned correctly by viewing the results at the bottom of the scanning page.

Check answer sheets that did not scan correctly for irregularities (Ex: stray marks, light bubbling).
Correct issues and rescan as needed.
Return all student answer sheets and the scanning log to the APC/Testing Coordinator after
scanning is completed.

6
Revised 08/2015
Responsibilities for Online Test Administration
Prior to Testing:

Sign the following Test Agreement Forms and return to the APC/Testing Coordinator.
o Test Security Agreement (Appendix C)
o Test Administrator and Prohibited Activities Agreement (Appendix D)
TESTING MUST NOT BEGIN UNTIL ALL REQUIRED FORMS HAVE BEEN SIGNED AND
RETURNED TO THE APC/TESTING COORDINATOR.

Identify students that require IEP, Section 504, and ELL accommodations.

Work with school personnel to schedule coverage if needed and make sure testing lab has been
scheduled (all tests are available to be administered both online and paper-based).

Students sign in to the school’s computers as directed by the Administration for each site. Once
logged in to the network, students will click on the SecureTester on the desktop which will bring them to
the SSO login screen.

Usernames and passwords are available in the Student
Access Report under Dashboards & Reports of SSO to the
teacher of record and those with leadership access at the
school.

Obtain the passcode for students to access the test.
 Please report all technical difficulties or testing issues to the
APC/Testing Coordinator.
Following Testing:

Verify that all students have submitted their test correctly in IBTP. Any “In Progress” students must be
marked Complete.
7
Revised 08/2015
Initial Completed:__________
Test Administrator/Teacher Checklist: Paper-Based Assessments
Prior to Testing:
 Carefully read the Administration Guide for Testing Administrators/Teachers.
 Read and Sign the Test Security Agreement (Appendix C) and Test Administrator Prohibited
Activities Agreement (Appendix D); return to APC/Testing Coordinators.
DO NOT BEGIN TESTING UNTIL ALL FORMS ARE SIGNED AND RETURNED TO
APC/TESTING COORDINATORS.
 Identify students that require accommodations. If you are administering tests to students who require
accommodations, become familiar with the accommodations specified in their IEPs, Section 504 plans,
or ELL plans. Discuss with your school testing coordinator how accommodations will be provided.
 Work with school personnel and ensure coverage as needed.
 Student answer sheets are to be printed prior to testing through the Test Center in IBTP using a Laser
Printer. DOUBLE CHECK THAT THE TEST NAME AND PERIOD PRINTED ON THE
ANSWER SHEETS MATCH THE CLASS AND PERIOD YOU WILL BE ASSESSING.
*Please refer to the IBTP Resources on the AAE website.
 Ensure Bar Code at the top of each answer sheet is dark and complete.
 Ensure MARKERS are clearly present on the Answer Sheets (see sample on page 4).
 Obtain test booklets from the APC/Testing Coordinators by signing out on the PCSB Test Security Log
(Appendix B).
 Ensure the test name on the student answer sheets matches what is on the test booklets.
 Provide students with paper to use for scratch paper. (If Applicable)
During Testing:
 Adhere to all district assessment security and test administration procedures.
 Follow district procedures for reporting any assessment errors without compromising assessment
security.
Following Testing
 Collect all testing materials, including scratch paper and open response if applicable. Inspect student
answer sheets for stray marks in bar code area and for light bubbling.
 Separate absent student materials; fill out Absent Students Cover Sheet (Appendix F), attach absent
student answer sheets to cover sheet. *Please note that scanning blank answer sheets of absent students
can result in scores of 0% being recorded in IBTP.
 Score and bubble open response questions (If applicable) (Appendix I).
 Scan answer sheets into IBTP as directed by APC/Testing Coordinator.
Verify all answer sheets were scanned correctly by viewing the scan report in IBTP.
 Fill-out the Scanning Log (Appendix E) to provide a record of assessments in case of any scanning
errors. Check answer sheets that do not scan correctly for irregularities (e.g. stray marks, light bubbling)
and rescan as needed.
Return all answer sheets and scanning log to the APC/Testing Coordinator
8
Revised 08/2015
Initial Completed:__________
Test Administrator/Teacher Checklist: Online Assessments
Prior to Testing:
 Carefully read the Administration Guide for Testing Administrators.
 Read and Sign the Test Security Agreement (Appendix B) and Test Administrator Prohibited
Activities Agreement (Appendix D); return to APC/Testing Coordinators.
DO NOT BEGIN TESTING UNTIL ALL FORMS ARE SIGNED AND RETURNED TO
APC/TESTING COORDINATORS.
 If you are administering tests to students who require accommodations, become familiar with the
accommodations specified in their IEPs, Section 504 plans, or ELL plans. Discuss with your school
testing coordinator how accommodations will be provided.
 Work with other school personnel and ensure coverage if needed. Make sure computer labs are available
and scheduled for online testing.
 Provide scratch paper for students if applicable.
 Inform students to sign in to the computer as directed by site-based administration.
During Testing:
 Adhere to all district assessment security and test administration procedures.
 Follow district procedures for reporting any assessment errors without compromising assessment
security.
Following Testing:
 Collect scratch paper if used by students.
 Verify that all students have submitted their test correctly in IBTP. Any “In Progress” students must be
marked Complete.
9
Revised 08/2015
Appendix A: Polk County Assessment Inventory Sheet
Page ____of____
School Name: ___________________________________________________ School Number: ____________
Directions: All assessments (booklets and answer sheets) used in Polk County Assessments (PCA) are considered
secure and must be retained in a secure, access-restricted location until the end of testing. Please complete this
form or attach the packing list located in OneDrive to this completed page and return it during intake.
Test Name
# of Tests
Received
# of Tests
Returned
# of Tests
Missing*
*Submit a written account of any missing test materials to Brandon Craig, Psychometrician.
APC/Testing Coordinator Signature: ____________________________________ Date: ________________
10
Revised 08/2015
Appendix B: Polk County Assessment Security Log
Page ____of____
School Name: ___________________________________________________ School Number: ____________
Directions: Record the test name and quantity of test booklets assigned to each test administrator. Test
Administrators must certify receipt/return by initialing this form when picking up materials prior to testing and
again when returning materials after testing. Return of items must be verified by APC/Testing Coordinator.
Date
Test Name
Number
of Test
Booklets
Test
Administrator
Name
Sign
Out
Sign In
Verified
by
APC/Testing Coordinator Signature: ____________________________________ Date: ________________
This form should be retained by the APC/Testing Coordinator until the end of the 2016-2017 school year.
11
Revised 08/2015
Appendix C: Test Security Agreement
Polk County Assessments
Test Administration and Security Agreement
In order to maintain test validity and ensure an equitable testing environment, the School District of Polk
County prohibits activities that may threaten the integrity of Polk County Assessments (PCA). Examples of
prohibited activities are listed below:
 Reading or viewing the passages or test items (except for allowed accommodations and scoring open
response items)
 Revealing the passages or test items
 Copying the passages or test items
 Explaining or reading passages or test items for students
 Changing or otherwise interfering with student responses to test items
 Copying or reading student responses (except for scoring open response item)
 Causing achievement of students/schools to be inaccurately measured or reported
If any of the above examples are allowable accommodations for students with current IEPs, Section 504 plans,
or ELL plans, test administrators are permitted to provide the appropriate accommodation(s).
All personnel are prohibited from examining or copying the test items and/or the contents of the test. The
security of any test materials must be maintained before, during, and after the test administration. The use of
untrained test administrators increases the risk of test invalidation due to test irregularities or breaches in test
security. Inappropriate actions by school personnel will result in further investigation and possible disciplinary
action.
I, __________________________________________, understand that I must receive adequate training
regarding the administration of district-developed assessments and read the information and instructions
provided in the administration guide. I agree to follow all test administration and security procedures outlined in
the guide.
I agree to follow the protocol and use the form or link provided by the AAE department for reporting any errors
or concerns with items that students identify as containing errors.
Further, I will not reveal or disclose any information about the test items or engage in any acts that would
violate the security of the district-developed assessments or cause student achievement to be inaccurately
represented.
___________________________________________
School Name/Number
___________________________________________
Print Name
___________________________________________
Date
___________________________________________
Signature
12
Revised 08/2015
Appendix D: Test Administrator Prohibited Activities Agreement
It is important for you to know that, as a test administrator of a standardized assessment, you cannot engage in
the following activities. Please read the following list of prohibited activities and sign your name on the
signature line at the bottom of this page.
I understand that before testing I may not:
 Leave test materials unattended
 Store tests in my classroom overnight
 Open and read any tests, passages, or test items—applies to computer-based and paper-based tests
 Print, copy, photocopy, or photograph test content
I understand that during testing (including during breaks) I may not:
 Read test items or student responses as I monitor the room
 Assist students in answering test items
 Give students verbal cues (“you may want to edit this response”) or non-verbal cues (pointing at a
specific word or portion of response)
 Give students more time than is allotted for the session (unless a student has an extended time
accommodation)
 Encourage students to finish early
 Display or fail to cover visual aids (word lists, posters with writing tips) that may aid students
 Use my cell phone, check email, grade papers, or engage in other activities that will result in my
attention not being on students at all times
 Leave the room unattended for any period of time
 Allow students to talk or cause disturbances
 Allow students to use cell phones or other electronic devices
 Coach students during testing regarding test-taking strategies
I understand that after testing I may not:
 Leave test materials unattended
 Remove test materials from the school’s campus
 Read through student test documents
 Change student responses
 Discuss the questions or student responses with anyone, including students or other school personnel
 Reveal the content of the test via electronic communication, including but not limited to email, text, or
post to social media sites (Facebook, Twitter, Instagram, etc.)
If you are administering a test to students with flexible responding or flexible presentation accommodations
that require you to read the questions, you may not reveal, copy, or share any part of the assessment nor
use the questions during instruction after testing.
I acknowledge the information above and will not engage in any of the prohibited activities on this page.
___________________________________________
Signature
_______________________
Date
________________
Certificate Number
13
Revised 08/2015
Page ____ of ____
Appendix E: Scanning Log





Please complete the following form for all tests scanned into IBTP.
Please keep the scanning log with the student answer sheets and turn in to the APC/Testing Coordinator.
Make sure #Tests Scanned is equal to #Tests Pending in IBTP.
If scanning issues arise, please refer to the IBTP resources on the AAE website.
If the problem cannot be resolved from the IBTP resources, contact Karen Johnson (863-534-0979 or
karen.johnson@polk-fl.net) or Brandon Craig (863-534-0736 or brandon.craig@polk-fl.net).
Class / Test
Name
Teacher Name
Period
Date /
Time
# Tests
Scanned
# Tests
Pending
Issues/Concerns
Duplicate as Needed
14
Revised 08/2015
Appendix F: Absent Students Cover Sheet
Complete the following and attach to blank student answer sheets (Do Not Staple) following test administration
and all make-up administrations. One sheet per test name.
Turn in to APC/Testing Coordinator with testing materials
Test Name: ____________________________________________________________________
Teacher Name: ________________________________________________________________
Test administration date(s): ______________________________________________________
Make-up administration date(s): __________________________________________________
Absent Student Full Name:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
DUPLICATE AS NEEDED
15
Revised 08/2015