Fall 2012
Writing SOL Training
STAUNTON CITY SCHOOLS
SEPTEMBER 27, 2012
P R E S E N T E D B Y:
STEPHANIE HASKINS
Responsibilities of STCs
 The STC serves as the point of contact between the school
and the DDOT. The STC has schoolwide responsibility for
maintaining the security of test materials,
implementing SOL test procedures, and providing
appropriate training for Examiners, Proctors, and other
school personnel involved in the test administration.
STCs are to take particular care in reading all test
administration materials, and are to inform all school
staff of testing policies, guidelines, and procedures.
Any questions the STC has regarding the SOL test
administration are to be directed to the DDOT.
What’s New?
 Refer to page vii.
Testing Timeline
Date
Testing Task
August 31, 2012
SPED and ELL accommodations to STC
Sept 4, 2012
HS counselors submit remediation lists
Sept 13, 2012
Participation counts, section request, retesters due
Week of Sept 17, 2012
Non-secure Materials Arrive
September 27, 2012
STC Training
September 28, 2012
SDU File due to DDOT
September 30, 2011
Update and check SPED matrix
October 19, 2012
Secure Materials Delivered
October 22, 2012
Multiple Choice Testing
October 23, 2012
Term Grad Multiple Choice Testing
October 24, 2012
Direct Writing – ALL test takers
October 25, 2012
Direct Writing – Term grads
November 2, 2012
Last Day to Return Materials
For the Fall, Writing prompt numbers are the same for EOC and term grad testers.
BEFORE TESTING
Student Data Upload File
 Group Name: Consider how you want score reports to be organized.
 Group Code: Will NOT appear on printed reports.
 Ethnicity: Hispanic
 Race: 32 categories (vs. 5)
 ELL Information: Test tier, composite score, literacy score, SOA-LEP,
AYP-D
 SOA Transfer: Enrolled after 20 hrs of instruction – Sept 10th or after
 AYP: If a student began school ANY day AFTER the first day AND was
NOT in our division last year, can be coded as AYP. May disregard
reference to “September 30”.
 A: within division
 B: outside division/ within Virginia
 C: outside Virginia
 Term grad: Generates two pre-ID labels and qualifies for 2nd attempt
Reading Resources
 Fall 2012 Writing and Non-Writing
Student Data Upload File Requirements
 Test Implementation Manual
 Examiner’s Manual
 Virginia Standards of Learning Assessments
Guidelines for Administering the Read-Aloud
Accommodation
 Participation of Students with Disabilities in
Virginia’s Accountability System
STC Tasks Before Testing . . .
 Read manuals.
 Check in non-secure materials (shipped directly to
the school). Report any discrepancies immediately.
 Check in secure materials (delivered by the DDOT).
Report any discrepancies immediately.
 Prepare materials for distribution on day of testing.
Field “A” of answer documents should be completed
for all students. (Affix a label after testing.)**
 Complete testing plan (Section I and II).
STC Tasks Before Testing . . .
Identify students to be tested:
1) Students who will complete high school English classes that cover
grades 9 – 11 English SOL in the spring semester.
2) Students who have previously passed the class associated with the
EOC Writing test but failed the test and need it for verified credit.
3) Students who are eligible to graduate by August 31, 2013 are
considered Term Graduates and have two opportunites to take the
EOC Writing test.
4) Students who have already left school and are returning to take the
EOC Writing test to earn verified credit.
Verify testing accommodations and assign groups accordingly.
STC Tasks Before Testing . . . Training
 Gather materials for training.
 Create packet with signs for examiners.
 Have examiners highlight “say” in manual for exact words.
The same manual is used for ALL testing.
 Provide exact wording if student questions arise.
 Emphasize:
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Test security. Announce to students that they should not discuss the
test. Examiners/ proctors may not discuss any of the test questions
with anyone.
Accuracy of form and prompt numbers.
Monitoring!!!
Other Tasks Before Testing . . .
 Testing Details:
 Breakfast?
 Tape Recorders?
 Pencil Supply?
 Scratch Paper?
 Dictionaries?
 Parent Letter?
 Student Reminders?
 Listener Letter?
 Read-aloud Guidelines?
 Curricular Materials?
DURING TESTING
School Climate
 Maintain an appropriate school climate:
 Appropriate student and school behavior
 Avoid distracting instances such as planned fire drills
STC Tasks During Testing . . .
 As test booklets and prompts are counted out for teachers,
record the number of booklets or prompts from the pack that are
going to the teacher(s). Examiners should not receive test
booklets/ writing prompts more than 30 minutes before the
testing session.
Jones 10
Smith 10
STC Tasks During Testing . . .
 Check out and collect paper/ pencil materials, using the
Examiner’s/ Proctor’s Transmittal Form.
Testing Materials
 Pencils:
 Use ONLY No. 2 pencils for multiple-choice and short-paper
 Highlighter or Colored Pencil:
 Only one color may be provided
 Must NOT be used on the answer document
 Scratch paper:
 Must be plain (white or single color) – may include patty paper,
lined paper, and grid paper
 May be provided by school or must be checked for no
markings
 Must ALL be collected at the end of testing and used scratch
paper must be provided to STC
Do Examiners Have ALL Needed Materials?
 Examiner’s Manual (with highlighted script)
 Test Booklets or Prompts
 Answer Documents
 Scratch Paper
 Supply of No. 2 Pencils
 Testing Signs
 Functioning Tape Recorders, if applicable
 Tapes, if applicable
 Other?
Security
 Administer the short-paper at the same time of day to all students in the school.
 All cell phones, cameras, sweatshirts, back packs need to be placed away from
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testing area.
Students should be placed in such a way that they are unable to view other
student work.
If proctors are not used, arrange to have another adult within calling distance of
each testing session so that an emergency situation, such as escorting a
student to the restroom or nurse, may be handled with a minimum of disruption.
No extra test booklets to classrooms
Materials returned immediately after testing
All materials maintained in locked area
Security Agreements signed before testing
 Examiners, Proctors, Others with Access to Tests
 All key holders
Moving Students
 Collect test booklets, answer documents, scratch
paper, and any other testing materials
 Do NOT allow students to discuss the test during
travel
 Redistribute materials
 CAUTION: Be sure materials are redistributed to
proper student!
Reporting Errors in Tests
 Reporting Problems: If a student reports a problem with the test
itself, the examiner should record:
 the subject area
 level/grade
 form number
 item or prompt number
 a brief statement describing the student’s concern
 The STC should fax this information to the DDOT. Do NOT
discuss with the student or teacher or email the DDOT.
 Under no circumstances are Examiners/ Proctors to write down
the test question or answer or discuss them with the student or
with other staff members.
Reporting Testing Irregularities
 REPORT IMMEDIATELY – within 24 hours
 Any situation that may require retesting, compromises security or
causes a students’ test to be excluded from reporting must be reported
first to the STC and then to the DDOT.
 Establish procedures and train examiners.
 Most Common Irregularities:
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wrong answer doc. given to student
failure to provide accommodations
cheating
wrong test form given
lack of supervision
use of cell or texting
Inclement Weather
 Multiple-choice test: If schools are on a two-hour delay, closed, or
anticipating early dismissal, this portion of the Writing test will be
rescheduled. The short paper component will remain on the
scheduled date, weather permitting.
Example:
- October 23, 2012 – School closed
- October 24, 2012 – School opens on time: Direct writing test
- October 25, 2012 – Term grad testing
 Direct writing test: If schools are on a two-hour delay or closed, this
portion of the Writing test will be rescheduled. The DDOT will advise
(based on recommendations from VDOE) the date of rescheduled
testing and the writing prompt that should be given.
Make-Up Sessions
 Make-Up Sessions:
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Multiple-choice: If a student is absent for this portion, they should
take the main form from the school’s initial delivery upon their return.
Short-paper: If a student is absent for this portion, they should take
the alternate prompt from the school’s initial delivery upon their
return.
Term Graduates: They will make-up the portion or the test they
missed using the original multiple-choice booklet or prompt that was
assigned on the day they were absent.
High School Testing – Term Graduates
 Term Graduate Testing:
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Term Graduate = Any student planning to graduate by August 31,
2013
Eligible term graduates are not required to exercise their option for a
2nd attempt. However, these students should be notified of their
option and encouraged to take both 1st and 2nd attempt.
Term graduates must take designated multiple-choice test forms and
prompts. If students are administered the wrong test form and/or
prompt, delivery of score reports may be delayed.
2nd attempt (Field J) should only be completed if the student has
tested TWICE during the Fall 2012 administration.
All answer documents for Term Graduates (1st and 2nd opportunity
testers) should be bundled together under one Header Sheet and
separate from all other answer documents. Place the term graduate
bundle on top.
High School Testing – Substitute Tests
 Substitute Tests:
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If a student is currently enrolled in English 11 for the first time and
has taken or will take an approved substitute test (i.e. WorkKeys)
in place of the EOC Writing Test, include the student in the data
upload (Testing Status Code 10 will need to be coded in
Pearson) and include an answer document for the student.
If a student has previously failed the EOC Writing test and takes
an approved substitute test as a retest, be sure to include the
student in the data upload (Testing Status 10 and Retest flag
will need to be coded in Pearson) and include an answer
document for the student.
Only one substitute writing record is submitted per student per
year (regardless of how many times the student attempts a
substitute test within that year.)
AFTER TESTING
Coding
 Orient label as shaded; Affix label after testing
 “A”- Complete for all students
 “B-E” - Complete only if no label
 MC Form “F” and Prompt Number “G” must be coded accurately.
 Test Status “H” – Only for students who did not complete a test or both
parts
 Field “J” – Code only for Term Grads 2nd Opp.
 Field “I” – Accommodations for IEPs.
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Refer to pages 81 – 96 for accommodation explanations for students with disabilities and
limited English proficient students.
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The accommodations used by the student must be documented.
Special Test Accommodations
 Read-aloud accommodation: Special attention must be given to the
IEP or 504 plan. For example, a student’s accommodation may
require the entire test to be read orally or may require having words,
questions, or sentences read orally only when requested by the
student. (Note: Read-aloud accommodation for Reading must meet
specific requirements and is considered non-standard/ non-participant.)
 Mark in test booklet: The regular answer document and the marked
test booklet must be verified by a second school official to ensure that
no errors in transcription occurred. The same individual should
transcribe the entire response. An alert will be triggered if a response
appears with more than one individual’s handwriting. The marked test
booklet must be retained on file and secure by the DDOT until scores
are received and verified. Bundle transcribed documents separately.
Special Test Accommodations
 Dictation to a Scribe: The session between the student and the
scribe must be recorded and given to the DDOT to be retained on
file. The scribe, who should have experience working with the student,
must format, capitalize, and punctuate only as directed by the
student. The scribe’s transcription and taped record must be verified
by a second school official to ensure that no errors in transcription
occurred.
 Word Processor: When students use the word processor
accommodation, any word prediction, auto spell checking, grammar
checking must be turned off, and a copy of the student work (paper/
CD/ memory stick) must be retained. The regular answer document and
the student’s response must be verified by a second school personnel
to ensure that no errors in transcription occurred. A document stating
that the typed or printed response to the writing prompt is entirely the
student’s work and that no “grammar checker” was used must be
signed by the Test Examiner and Proctor and retained by the DDOT.
The student’s response shall also be retained by the DDOT until scores
Temporary Accommodation
 Temporary Accommodation: A broken arm or injured
hand is an example of a needed temporary
accommodation. Mark in the upload (Temporary
Condition) or the Student Registration Record in
Pearson. Documentation of the temporary disability and
accommodation necessary, must be maintained in the
student’s school file.
After testing . . .
 Double-check all answer documents and the student data
upload.
 Double-check form and prompt number.
 Inspect answer documents for improper marks.
 Remove any loose paper from the short-paper section.
 Double-check accuracy of student data upload (SDU).
 Double-check number of answer documents (should
match with SDU with the exception of students
participating in substitute tests, VSEP, and VAAP).
Returning Materials
Returning Materials . . .
 All Materials should be delivered back to the DDOT before
the close of the day October 28, 2011.
 Please schedule a delivery time.
Returning Materials . . .
1. Box Labeled SET A (Scorables)
 Use NEW boxes that include:
 Copy of Master File Sheet.
 Paper band of Header Sheet
and answer documents
All answer documents
may be bundled under the
same Header Sheet with
the exception of Term
Grads.
Returning Materials . . .
2. Box labeled SET B (Non-scorables)
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Secure School Packing List/ Transmittal Form and Verification
of Shipment Form
Test booklets
Writing prompts
Returning Materials . . .
3. Box labeled OTHER
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Test Implementation Manuals
Examiner’s Manuals
Scratch paper
Unused answer documents
Damaged answer documents marked “VOID”
Extra Pre-ID labels
Returning Materials . . .
4. School Testing Plan, including:
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Planning
Special Education
During Testing
After Testing
Returning Materials
Returning Materials . . .
5. FINAL version of the Student Data Upload:
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Please send electronically.
All changes and updates should be marked in red.
Celebrate . . .
ANOTHER SUCCESSFUL
TESTING CYCLE!