2013-2014 New Campus
Test Coordinator
Training
Jana Schreiner
Consultant, State and Federal Initiatives
Jana.Schreiner@Region10.org
972-348-1480
Networking…
• One of your best resources in this job will
be someone who does the same job
somewhere else
• For that reason…
Who?
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ELL
Special Ed
504
Administrator over testing
Student Information System
To Do List
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Know when tests are given
Know what tests are given and why
Train test administrators
Receive, distribute, and collect materials
Keep tests secure
Report irregularities to DTC
Problem solve on test day
Know when tests are given…
Calendar
• Official Trainings
– January 9th, 2014—ESCs trained by TEA
– January 22, 23, 27, 28, 2014—DTCs trained
by ESCs
• All DISTRICT test coordinators MUST
attend one of these three days
• Campus coordinators are invited by DTC
but not required to attend
2013-14 Testing Calendar
Testing Calendar
• October 2013
– STAAR Alt tool available
– Exit Re-test
Testing Calendar
• December 2014
• End of Course Testing opportunity
– English I
– English II
– Algebra I
– Biology
– US History
Testing Calendar
• January 27 – March 7, 2014
– NAEP (National Assessment Educational
Progress)
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US History-8
Civincs-8
Geography-8
Technology and Engineering Literacy TEL-8
Testing Calendar
• January 6th-April 18th, 2014
– STAAR Alternate Assessment window.
Testing Calendar
• March
– Exit level Retests (TAKS)
– TELPAS window, grades K-12
– STAAR EOC English
Testing Calendar
• Early April
– STAAR EOC English I and II assessments
– STAAR writing assessments 4th and 7th
– 5th and 8th grade SSI assessments first
administration
• Math
• Reading
– TELPAS window closes
Testing Calendar
• Late April
– TAKS Exit Level assessments
– Remaining STAAR 3-8 assessments
Testing Calendar
• May
– STAAR EOC
• US History
• Algebra I
• Biology
– 2nd Administration of 5th and 8th SSI
• Reading
• Math
Testing Calendar
• June
– 3rd administrations of 5th and 8th SSI tests
• Reading
• Math
• July
– TAKS Exit Re-tests
– STAAR EOC Assessments
Know what tests are given and
why…
2014 Assessments
Testable Grades/Subjects
• 3rd – Reading, Math; Spanish
• 4th – Reading, Writing, Math; Spanish
• 5th – Reading, Math, Science; Spanish; SSI
• 6th – Reading, Math
• 7th – Reading, Writing, Math
• 8th – Reading, Math, Science, SS; SSI
Student Success Initiative
• Ties promotion to performance
– 5th Reading and Math
– 8th Reading and Math
Students and Subjects
• In grades 9 – 12, students will be assessed on
STAAR using an end of course exam 5 courses
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Algebra
US History
Biology
English I , II
• Junior high students enrolled in any of these
courses for high school credit will take the
corresponding EOC
Make Up Testing
• Scheduling is a local district decision
• Know the policy!
• No make-up testing for TAKS retest
Your plan
Manuals
• You need to be the expert on your
campus.
– Read all of the manuals.
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STAAR Alt
TELPAS
STAAR (multiple grade levels)
TAKS (HS only)
DCCM (read the DTC portion too)
Security supplement
ListServs
• Go to the TEA website and get on the
ListServs
– Assessment
– To the Administrator Addressed
– Accountability
– Look for others that you think will help you
with your duties
Train test administrators…
Training is NOT an option…
• All campus coordinators and principals are
required to receive annual training in
general testing procedures
– In January
– Use materials and information from ESC/DTC
training
– Plan for it to take AT LEAST half a
day…possibly a full day
Turn Around…
• Campus coordinators are required to turn
the training around to the test
administrators on their campus
• Monitors who will not handle secure tests
materials or supervise testing may attend
a shortened version that only covers
security
What to cover in training…
• Responsibilities
• Security and oaths
• Procedures for receiving, distributing, storing
materials
• Student identification
• Procedures for verifying pre-coded
labels/answer documents
• Testing accommodations
• Score codes
• Schedules/make-up testing
Administration Specific
• October, December, March, April, May,
June, July
– Procedures specific to those tests
– Responsibilities
– Security
– Accommodations
– Student Identification
Receive, distribute, and collect
materials…
Receiving
• District Advance Letters/Materials List
– On-line only through Online Data
Management
• Numbers are based directly on the
enrollment figures submitted during the
enrollment periods
• Quantities listed show district totals
including overage
Receiving
• Campus Advance Letters/Materials
List
– On-line only through Online Data
Management
• Numbers are based directly on the
enrollment figures submitted during the
enrollment periods
• Quantities listed show number of
materials being shipped for each
campus
Receiving
• District level
– First box is white – contains the packing list and
district coordinator packets
– Schools are boxed separately; no need to open
at district level
• Campus coordinators MUST be diligent in counting
materials when they arrive!
– Packing lists indicate materials in each box
– Pallet detail report indicates box numbers and
number of boxes for each campus
– Pre-coded materials are a separate shipment
Distribute and Collect
• Have a system!! If you don’t, contact an
experienced CTC
• Block plenty of time for collection
• Wear your comfy shoes!
What is that??
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•
•
•
What test is it for?
What grade level (if applicable)?
What is it’s purpose?
What is important for the CTC to know
about it?
Resources
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Accommodations
OTAPM
Texas Assessment
Texas Training Center
Test Administrator Training Modules
Keep tests secure
• And be able to prove it!
Document
Retention
• Districts are required to maintain the following
documentation for a period of five years.
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Testing irregularity and investigation documents.
Materials inventory and shipping records.
Signed security oaths for all testing personnel.
Seating Charts.
TELPAS Rating Rosters and Writing Verification Forms.
• District/ campuses are responsible for storing their
campus testing records and maintaining them for
the required five year period of time.
• Testing records are based upon the calendar year,
not the school year.
Keep Tests Secure…
Security Supplement
Test
Security
Supplement
Security Supplement
Test Security
Supplement
Security Supplement
History of the Test Security Supplement
2006
2007
•Introduced to provide districts with additional guidance relating to the
proper implementation of testing procedures and to promote increased test
security
•14-point Test Security Plan designed to assure parents, students, and
the public that test results are meaningful and valid
•Secure Materials Supplement released to aid districts in the proper
accounting of secure materials
2008
•Test Security Supplement responded to recommendations in the
14-point plan
•Secure Materials Supplement and Test Security Supplement merged
2012
2013
•Test Security Supplement adopted by the Commissioner of Education and
put into Commissioner’s Rules in the Texas Administrative Code [19 TAC
§101.3031(b)(2)]
•Remains in code, is updated, and places more emphasis on penalties for
violation of security and confidentiality
Security Supplement
It’s the law!
Violation of security or confidentiality of any test required by
the Texas Education Code (TEC) Chapter 39, Subchapter B,
shall be prohibited. A person who engages in conduct
prohibited by the Test Security Supplement may be subject to
sanction of credentials.
Conduct that violates security and
confidentiality of a test is defined as any
departure from the test administration
procedures established in the
Test Security Supplement and all other
test administration materials.
Security Supplement
It’s the law!
Any person who violates, assists in the violation of, or solicits
another to violate or assist in the violation of test security or
confidentiality, and any person who fails to report such a
violation is subject to … penalties.
Release or disclosure of confidential test content could result in
criminal prosecution under TEC §39.0303 … and section 37.10
of the Texas Penal Code.
Security Supplement
It’s the law!
In addition, any irregularities in test security or confidentiality
may also result in the invalidation of student results.
The superintendent and campus principal of each school district
and chief administrative officer of each charter school and any
private school administering the tests as allowed under TEC
§39.033, must develop procedures to ensure the security and
confidentiality of the tests … .
Security Supplement
Violation of Security and Confidentiality of Assessments
Conduct that constitutes a severe violation of test administration
procedures (serious irregularities) may include the actions
listed below.
• Viewing a test before, during, or after an assessment unless specifically
directed to do so
• Duplicating secure material
• Disclosing the contents of any portion of a secure test
Security Supplement
Violation of Security and
Confidentiality of Assessments
Conduct that constitutes a severe violation … (cont.)
• Assisting an examinee with a response
• Providing an examinee with an answer to a test question (this includes
suggesting that the examinee review or change his or her response)
• Changing or altering an examinee’s response
• Encouraging an individual to participate in any of the events listed above
• Failing to report to an appropriate authority that an individual engaged in
any of the events listed above
Security Supplement
Penalties for Violation of Security and
Confidentiality of Assessments
Penalties for participation in a serious violation of test security or
confidentiality may include the following reprimands.
• Placement of restrictions on the issuance, renewal, or holding of a Texas
teacher certificate
• Issuance of an inscribed or non-inscribed reprimand
• Suspension of Texas teacher certificate
• Revocation or cancellation of a Texas teacher certificate
Security Supplement
Policy and Procedure Highlights
• training requirements
• materials security
• secure storage areas
• test session time limits
• test administration windows, flexible scheduling, and
make-up testing
• reference materials, charts, graph paper, and scratch
paper
• student cheating
• investigating and reporting testing irregularities
Security Supplement
Making Your Program Secure
• things to do before, during, and after an administration
Testing Irregularities
• understanding the difference between serious and
procedural irregularities
Incident Reporting
• how to respond to testing irregularities
• how to report testing irregularities
Security Supplement
Policy and Procedure Highlights
Training Requirements
• Testing personnel are required to receive annual training in
test security and administration procedures and to sign an
Oath of Test Security and Confidentiality.
• Districts that elect to use noncertified paraprofessionals
during the administration of a statewide assessment must
assign a certified staff member who will be responsible for
supervising them.
Security Supplement
Policy and Procedure Highlights
Materials Security
• District and campus coordinators are responsible for counting
and verifying that all materials as listed on the contractor’s
packing list have been received.
Secure Storage Areas
• Coordinators are required to place all secure materials in
limited-access locked storage when not in use.
Security Supplement
Policy and Procedure Highlights
Test Administration Windows, Flexible Scheduling, and
Make-up Testing
• Districts are provided the latitude to adjust test dates when a
conflict arises for STAAR grades 3-8 and end-of-course (EOC)
assessments with the exception of STAAR grades 4 and 7 writing
and the STAAR English I, II, and III reading and writing assessments.
No notification to TEA is required.
• Districts may offer make-up testing opportunities for all grades and
subjects to students who are absent on regularly scheduled
assessment days. Make-up testing must be completed by the end
of the testing window as specified on the Calendar of Events.
Security Supplement
Policy and Procedure Highlights
Four-hour Time Limits
Students will be provided four hours in which to complete STAAR,
STAAR Modified, or STAAR L tests.
• Start and Stop Times
- four-hour time period begins after the test administrator
reads directions and tells students to begin working on their
tests
- test administrators must use a clock or timer
- start and stop times must be recorded on the seating chart
- students must record all responses by the end of the four-hour
time period
Security Supplement
Policy and Procedure Highlights
Four-hour Time Limits
• “SAY” Directions
- not included in four-hour time period
• Announcement of Time Left to Test
- communicate orally or in writing
- one hour intervals, more if desired during last hour
Security Supplement
Policy and Procedure Highlights
Four-hour Time Limits
• Breaks Included in the Four-hour Time Limit
(not allowed to stop the time clock)
- water breaks
- snack breaks
- bathroom breaks
- short physical or mental breaks
• Breaks NOT Included in the Four-hour Time Limit
(required to stop and restart the time clock)
- lunch
- emergencies
- movement of students - medical breaks
Remember to record stop and restart times on the seating chart.
Security Supplement
Policy and Procedure Highlights
Four-hour Time Limits
• Multiple Test Sessions
- allowed as long as four-hour time limit is maintained
- can start before regularly scheduled school day or extend
beyond
Security Supplement
Policy and Procedure Highlights
Four-hour Time Limits
• Extended Time‒Extra Time (same day)
- available for eligible students with disabilities and English
language learners
- students start at the beginning of the school day and are
allowed to test up to the end of the school day, not beyond
• Extended Time‒Extra Day (rare)
- for eligible students with disabilities for whom TEA has
approved an Accommodation Request Form
- special procedures and guidelines provided with approval
Security Supplement
Testing
Irregularities
Testing Irregularities
Testing Irregularities
2011 – 2012 Incident Reports
(approximate numbers)
Serious
150
Procedural
3980
Total
4130
Testing Irregularities
Serious Irregularities
- constitute severe violations of test security or confidentiality
- can result in the individual(s) responsible being referred to
the TEA Educator Certification and Standards Division for
consideration of disciplinary action
- must be reported to TEA as soon as the district coordinator
is made aware of situation
- must be investigated by coordinator immediately, an
incident report must be filed, and required documentation
must be submitted in a timely manner
Testing Irregularities
Procedural Irregularities
- reflect minor errors, minor deviations in testing
- do not represent severe breaches in security or
confidentiality
- do not require a call to TEA unless guidance needed by
the district
- require an online incident report submission
- require an accurate summary of event
- do not require supporting documentation
- must be submitted within ten working days
Testing Irregularities
Potential Referral to Educator
Certification and Standards
• Viewing a test before, during, or after an
assessment without authorization
• Scoring student tests
• Discussing secure test content or student
responses
• Copying secure materials without
authorization
REMINDER: These incidents must be reported to TEA immediately.
Testing Irregularities
Potential Referral to Educator
Certification and Standards (cont.)
• Any Action that Directly or Indirectly Assists
Students with Responses
– Clarifying or translating writing prompt or test items
(except for LAT administrations)
– Gesturing, pointing, or demonstrating correct responses
– Changing student responses
– Providing answers to test questions
REMINDER: However well intentioned, these actions are never
allowable or appropriate. These incidents must be reported to TEA
immediately.
Testing Irregularities
http://www.tea.state.tx.us/student.assessment/security/incidents
//
Problem Solve…
Problem #1
• One hour into testing, the police arrive on
a campus. They proceed to arrest a 10th
grader on a drug warrant. What do you
do?
Remove the student from the testing
situation before they cuff him (so as not to
disturb other testers); call your DTC who
should advise you of score code
Problem #2
• A teacher reports to you that a student is
scheduled to have her labor induced on
the first day of testing week. What do you
do?
Code the student an “A” if she is not there
on test day. This will be grounds for appeal
if it affects accountability. If she is on
homebound and can take the test before the
make-up window ends, contact your DTC to
make arrangements
Problem #3
• An 11th grader takes the entire Math test
with his own orange calculator (that has
not been cleared) and it is not “discovered”
until he turns in his test. What do you do?
In this situation the DTC will have to investigate and will
require an irregularity report. The test administrator should
be written up for not “actively monitoring” as was required of
him/her. The coding on the answer document will depend
on the results of the investigation.
Problem #4
• A student throws up on a test booklet so
badly that it can not be salvaged. Luckily,
nothing gets on the answer document.
What do you do?
Put the test booklet in a large ziplock bag
and pack it with the non-scorables. Code
the answer document an “O”, probably. Alert
your DTC to the presence of the test booklet
in your box.
Problem #5
• A principal sits down next to a testing student in
an effort to encourage him to work more
diligently on his test. Later, other students report
hearing the principal make statements such as
“why did you erase that one”? When the
students report this to you, what do you do?
This is a situation that must be investigated
and will require an irregularity report. The
DTC needs to be notified immediately.
Problem #6
• A test administrator giving an oral
administration “doodles” in a test booklets
as her student takes the test. You
discover this while packing materials.
What do you do?
In all trainings, test administrators are reminded
of security procedures including the fact that
test booklets are secure materials. The DTCwill
have to file an irregularity report. This test
administrator should be written up for violating
security procedures.
Problem #7
• Students on a campus were told that their class
would eat lunch in their classroom if they were
not finished with the test by lunch time. A
student arrives on test day with a small
microwave and 3 frozen pizzas. What do you
do?
After you stop laughing, call the parent and
tell them that students can not bring
appliances to school.
Contacts
• Jana Schreiner
– 972-348-1480
– Vernette 972-348-1300
• Your DTC
• TEA
– 512-463-9536
• Pearson
– 800-252-9186
Straight from the field…
• Rachel Walters, Richardson ISD
Rachel Walters
Region 10
September 23, 2013
 Remember,
if you have a positive attitude
toward testing it will trickle down.
 Everyone makes mistakes!!!


Don’t say “WHAT??? ARE YOU KIDDING ME??”
Do say “Let’s figure out how to proceed.”
 You
are now considered the testing expert on
your campus
 Read the Manuals!
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DCCM
Test Security Supplement
STAAR Alt Manual
Test Administrator Manuals
 Check
the TEA Website Weekly
 Join the TEA Assessment ListServ
 Attend the Texas Assessment Conference
 Attend/Watch TETN
 Watch the TEA Training Modules

Great Resource – District/School Decision on How
to Use the Models
 You
need to receive your training from the
DTC and sign your CTC oath before
administering the first test.

Remember, October TAKS retest will be here soon.
 Have

Dates – Paper Calendar, Outlook, etc.
 Get

the TEA calendar at your fingertips
testing dates on school calendar
Reserve computer labs for SOA (TELPAS, STAAR-L,
etc.)
 Maintenance
– mowing, filter/light bulb
changes, etc.
 Drug Dog Program
 Update
Forms in the Fall
 Order Materials
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

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

New Totes
Pencils
Erasers
Highlighters
Sticky Notes
Other Office Supplies
 Don’t
wait until the last minute!
 Testing Rooms


September
Secondary
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


Who will be the test administrators?
Who is not certified?
 Don’t assume all teachers are certified
Who is experienced?
 Double up non-experienced TAs for first
administration
Start those rosters early!
 Keep
an electronic record to document
EVERY incident (no matter how small)


Not Formal
Spreadsheet/Table

Date – Person – What Happened – Outcome – Incident?
 Campus



Incident Report
Helps you determine what happened
Acts as your primary documentation
Helps you gather statements for DTC if needed
 Don’t
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
Recreate the Wheel!
‘O’ Form
LEP Exempt/English Provision
Master Materials Control Forms
Late Testers
TA Reports/Checklists
 Work


Give them deadlines and stick to them
Give them a formatted form



with your SpEd/504/ELL coordinators!
All the same for everyone makes your life EASIER!!!
Have them sign off on accommodations
Have them verify the completed rosters
 There
is no more TAKS-M and this is the last
year for STAAR-M
 STAAR-L
will retest in December

9-12 Students
TAKS or STAAR
 First year in 9th grade (check SIS)

STAAR Cohort 2011-12
 3-8 Students

SSI Retained
 Accelerated Instruction Required

LEP, 504, SpEd
 For Secondary Students

Contact DTC for TAKS Assessment History
 Use Student Portal on TAMS for STAAR Assessment
History

 Don’t

Remember, if you change a TEA slide remove the
footer and TEA’s name/logo.
 Make



How/where to check out materials
What to do if they suspect a problem
Lay out your policies and procedures for them
 Use

It Yours!
Include School Specific Procedures


just turn around your DTC’s training.
the Videos
They are good!
Certificates available
 Handouts


– Give Your TAs Handouts
Sample Bubble Sheets
Check Sheets
 Backpack
Policy
 Cell Phone Policy
 Document Your Trainings!



Sign in Sheets
Agenda
Hard copy of PowerPoint
 Everyone





Attends the Trainings
Aides/Paraprofessionals
Hall Monitors
Administrators
Anyone that regularly works with students
Nurse
 Oaths


Certified Security Oath
Non Certified Security Oath

This is not the test administrator oath
 Campus


Level
When checking in your materials write the
numbers on the box!
Why???




Let me tell you a story!
Only takes a few extra minutes
Makes packing up easier
You will have a built in double check that you have all
of your materials ready for return
 Count
out and count in??? That is a lot of
counting!

It only takes a few minutes to count out and in.
It takes hours to search for, report, and file an
incident report when materials are lost.
 Missing


materials?
Stay Calm
Contact the DTC who will contact Pearson for
guidance.

The sooner the better!!
 Testing



Room Level
Don’t just have a materials control form that
stays with you.
Use a form that goes with the materials and keep
a master materials control form with you.
Why???


Sometimes students are moved – such as late testers.
Sometimes the TA that checked the materials out isn’t
the one that checks in the materials.
 Seating

Always have TAs fill these out before students
arrive.
 Copy

Chart Options
the Roster onto the Back
One less piece of paper and it is easy for the TA.
 Use
the new rules to allow you to combine
students.


Use your best TAs in these rooms
Use labels or adhesive notes to help remind TA
who gets which test.
 Once
the test has started, check all of your
rooms.





Are the Do Not Disturb signs up?
Are the students seated appropriately?
Are the TAs actively monitoring?
Great time to catch testing problems before they
become irregularities.
If there are windows in the doors, are they
unobstructed?
 Bubble

Score Codes
Remember, you provided an example bubble
sheet in the training.
 Test
Form
 Check those answer documents before the
student leaves the room!
 Count

the Non-Scorables
Verify against packing lists
 Count
the Answer Documents Twice
 Check the Score Codes
 Check the Accommodation Fields
 Check the Test Booklet Number
 Use

your end of year checklist.
If you aren’t sure…keep it!
 Store
your 5-year documentation.
 Keep your DCCM and TA manuals; you’d be
surprised how often you refer back to them.