Polk County End of Year (EOY) Assessments

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Administration Guide
for
Polk County
End of Year (EOY)
Assessments
2015-2016
Office of Assessment, Accountability, & Evaluation
Polk County School Board
1915 S. Floral Avenue
Bartow, FL 33830
Revised 04/2016
Table of Contents
Introduction ..........................................................................................................................................................3
Checklists
Testing Administrator Checklist: Paper-Based Administration.............................................................................4
Testing Administrator Checklist: Computer-Based Administration ......................................................................5
Test Administration
Security Procedures/Protocol .......................................................................................................................6
Printing Answer Sheets ................................................................................................................................6
Scoring Constructed Response/Open Response Items ................................................................................7
Scanning Student Answer Sheets.................................................................................................................7
Administering Computer-Based Test Assessments .....................................................................................8
Appendices
Appendix A: Polk County End of Year (EOY) District Assessments Security Log .............................................9
Appendix B: Test Security Agreement ................................................................................................................10
Appendix C: Test Administrator Prohibited Activities Agreement .....................................................................11
Revised 04/2016
2
Introduction

This guide explains the responsibilities of Test Administrators/Teachers and APC/Testing
Coordinators in administering End of Year (EOY) 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 computer-based testing, depending on
the assessment. All assessments, however, will be administered or scanned in the district assessment
platform, IBTP. After a test has been administered as computer-based or when paper-based answer
sheets have been scanned, test results are available in IBTP. Only trained test administrators who have
signed the security agreement and prohibited activities agreement may administer assessments.

Please make sure to complete the following forms:
 Polk County District Assessments Inventory Sheet (provided by AAE)
 Polk County District Assessments Test Security Log (Appendix A)
 Test Security Agreement (Appendix B)
 Test Administrator Prohibited Activities Agreement (Appendix C)
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Teaching & Learning Services
Assessment, Accountability, & Evaluation (AAE)Select AssessmentDistrict Assessment
Resources. This site has many resources for different phases of administration:
 IBTP Resources
 Building Assessments
 Administering Assessments
 Retrieving Data & Results
 Technology Troubleshooting
 Course Test Map
 Courses with End of Year (EOY) Exams
 Test Names
 Specific resources and materials for each test
 Grading procedures will be determined and disseminated prior to the administration of the tests.
 Error Reporting
 Link provided on the AAE website to report errors or concerns with items that students
identify as containing errors
Helpful Contact Information for School Testing Coordinators/School Administrators
Additional Materials
Missing Test Booklets, Testing
Irregularities, Security Breaches
Assessment Procedures
& IBTP Technical Support
Revised 04/2016
Rick Giroux
Brandon Craig
Karen Johnson
[email protected]
863-647-4240
[email protected]
863-534-0736
[email protected]
863-534-0979
3
Test Administrator/Teacher Checklist: Paper-Based Testing Assessments (PBT)
Prior to Testing:
 Carefully read the Administration Guide for Testing Administrators/Teachers.
 Read and Sign the Test Security Agreement (Appendix B) and Test Administrator Prohibited
Activities Agreement (Appendix C); 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 other school personnel and ensure coverage as needed.
 Student answer sheets are to be printed prior to testing through Test Central in IBTP using a Laser
Printer. DOUBLE CHECK THAT THE TEST NAME PRINTED ON THE ANSWER SHEETS
MATCHES THE TEST BEING ADMINISTERED.
*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).
 Redact (black out) the printed numeric digits of the Student ID on each Answer Sheet being careful not
to make any marks in the bubble area underneath.
 Obtain test booklets on the day of testing from the APC/Testing Coordinators by signing out on the
PCSB Test Security Log (Appendix A).
 Verify that 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.
 Provide students with allowable accommodations and appropriate testing materials.
 Follow district procedures for reporting any assessment errors without compromising assessment
security.
Following Testing:
 Collect all testing materials, including scratch paper and open responses, (if applicable). Inspect student
answer sheets for stray marks in bar code area and for light bubbling.
 Separate absent student materials from the completed answer sheets that are to be scanned.
 Score and bubble open response questions (if applicable).
 Return all testing materials—test booklets, answer sheets, absent student materials, and any used student
response papers—to the APC/ Testing Coordinator. Test Administrators/Teachers may not keep test
materials overnight.
 Scan answer sheets into IBTP as directed by APC/Testing Coordinator.
Initial Completed:__________
Revised 04/2016
4
Test Administrator/Teacher Checklist: Computer-Based Testing Assessments (CBT)
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 C); 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 other school personnel and ensure coverage, if needed.
 Make sure computer labs are available and scheduled for computer-based testing.
 Obtain the student SSO username and password for each student.
 Register students for an SSO username and password if a student does not appear on the Student Access
Report.
 Obtain the Online Passcode for the test to be administered.
 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.
 Provide students with allowable accommodations and appropriate testing materials.
 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.
Initial Completed:__________
Revised 04/2016
5
Responsibilities for Test Administration
Security Procedures/Protocol:

EVERY test administrator and proctor MUST complete training, sign the following forms, and return
all forms to the APC/Testing Coordinator PRIOR to test administration:
o Test Security Agreement (Appendix B)
o Test Administrator and Prohibited Activities Agreement (Appendix C)

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 prior to testing through Test Central in IBTP and maintained in
secure storage before and after testing.
Printing of Answer Sheets:
Each school site must determine the most efficient manner to print all student answer sheets from Test Central
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
Be sure to redact (black out) the printed numeric
digits of the Student ID on each Answer Sheet—do
NOT make any marks in the bubbled area underneath.
Revised 04/2016
6

DOUBLE CHECK THAT THE TEST NAME PRINTED ON THE ANSWER SHEETS MATCH
THE TEST BEING ADMINISTERED. 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 re-print, re-bubble, and re-scan answer sheets.

Obtain (sign out) test copies from the APC/Testing Coordinator the morning of the test administration.
TEST ADMINISTRATORS/TEACHERS MAY NOT KEEP TEST COPIES OR ANSWER
SHEETS 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.
Scoring Constructed Response/Open Response Following Testing:


Download the correct rubric.
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.
 If scoring open response items in IBTP, leave open response questions blank and scan without scores.
 Refer to the resources on the AAE website as appropriate.
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 AND BLANK ANSWER SHEETS BEFORE SCANNING.

Scan student answer sheets into IBTP.

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.


Refer to the resources on the AAE website for instructions.
Revised 04/2016
7
Administering Computer-Based Test Assessments:

Students sign in to the school’s computers as directed by the Administration at each site. Once
logged in to the school network, students will click on the SecureTester icon 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 online passcode for students to access the test.
 Please report all technical difficulties or testing issues to the
APC/Testing Coordinator.
 Verify that all students have submitted their test correctly in
IBTP.
Revised 04/2016
8
Appendix A: Polk County Assessment Security Log
Page ____of____
School Name/School#: ___________________________________________________________ Subject: _________________________________
Directions: Please complete the following for all paper/pencil test administration. 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.
Initials &
Date
SCANNING
Verified
by
# of
Answer
Sheets
Scanned
Initials &
Date
Student
Answer
Sheets
Test Administrator
Name
(to be scanned)
# of Test
Booklets
# of
Completed
Answer
Sheets
# of
Absent
Test Name
AFTER TESTING
# of Test
Booklets
Returned
BEFORE TESTING
Verified in
IBTP by
Date/ Time
APC/Testing Coordinator Signature: ____________________________________ Date: ________________
This form must be returned during EOY Intake and a copy retained by the APC/Testing Coordinator until the end of the 2016-2017 school year.
Appendix B: Test Security Agreement
Polk County End of Year (EOY) 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 End of Year (EOY) Assessments.
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. Please
remember that after ANY administration, initial OR make-up, materials must be returned immediately
to the school testing coordinator and placed in locked storage. Secure materials should not remain in
classrooms or be taken out of the building overnight.
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 Polk County End of Year (EOY) 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 Polk County End of Year (EOY) assessments or cause student achievement to be
inaccurately represented.
___________________________________________
School Name/Number
___________________________________________
Print Name
___________________________________________
Date
___________________________________________
Signature
Appendix C: Test Administrator Prohibited Activities Agreement
It is important for you, as a test administrator of a standardized assessment, to know that the following activities
are prohibited. Engaging in such activities may result in an investigation and possible disciplinary action. Please
read the following list of prohibited activities and sign your name on the signature line at the bottom of this
page indicating that you understand these actions and their consequences.
I understand that before testing I may not:
 Leave test materials unattended
 Remove test materials from the school’s campus
 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 (except for allowed accommodations)
 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 help 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, even if they have already submitted their
tests
 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 content of the test 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
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