California High School Exit
Examination (CAHSEE)
Test Administration Training 2014-15
for LEA Coordinators, Test Site Coordinators,
Test Examiners, Charter School Directors
and Proctors
September 16, 2014
Presenters
• Jim Pisano
 Educational Testing Service (ETS) CAHSEE Project Director
• Bruce Alderman
 ETS Senior Customer Service Representative
• John Boivin
 California Department of Education (CDE) Manager
High School and Physical Fitness Assessment Office
• Mark McLean
 California Department of Education (CDE) Consultant
High School and Physical Fitness Assessment Office
2
Presentation Objectives
• General Updates
• What’s New
• Overview of CAHSEE
• Maintaining Test Security
• LEA Coordinator, Test Site
Coordinator, Test Examiner, and
Proctor Responsibilities
• Resources
• Questions and Answers
3
General Updates
No changes to CAHSEE content or administration
for 2014–15:
• Seven administrations
• Dates and guidelines available at
http://www.cde.ca.gov/ta/tg/hs/cahsee14testdates.asp
• Content for English-language arts and
mathematics based on content standards
adopted by the State Board of Education in 2003
• Grade ten census administration used in
calculating Adequate Yearly Progress to meet
federal requirements
4
What’s New
• Administration Training Video posted on ETS
CAHSEE Web site at:
http://www.ets.org/cahsee/about
• Performance Roster and Demographic
Summary Reports are available for download
through CAHSEE Online.
• Student demographic data changes for
CAHSEE are made through CALPADS
5
Overview of CAHSEE
6
CAHSEE Purpose
• Improve student achievement in
public high schools and ensure that
students who graduate from public
high schools can demonstrate
competency in reading, writing, and
mathematics
7
CAHSEE Content
• The CAHSEE has two parts:
 English-language arts (ELA)
• State content standards up to grade ten
 Mathematics
• State content standards in grades six,
seven, and Algebra I
8
CAHSEE Requirement
All students, except for eligible
students with disabilities, must
satisfy the CAHSEE requirement,
as well as all other state and local
requirements, to receive a
California public high school
diploma.
9
CAHSEE Requirement
The CAHSEE requirement can be
satisfied by:
 passing the examination, or
 for eligible students with disabilities,
meeting the exemption requirement
pursuant to California Education Code (EC)
Section 60852.3, or
 receiving a local waiver pursuant to EC
Section 60851(c).
10
Options to Participate in CAHSEE
Administrations 2014-15
July
22-23
October
7-8
November
4-5
December
6 & 13
February
3-4
March
17-18
May
12-13
Grade 10
(Census)
Grade 10
(Census
or
Make up)
Grade 10
(Make up)
Grade
11
Grade 11
Grade 11 Grade 11 Grade 11 Grade 11
Grade
12
Grade
12
Grade 12
Grade 12 Grade 12 Grade 12 Grade 12
Adult
Adult
Adult
Adult
Adult
Adult
Adult
For testing schedules, go to:
http://www.cde.ca.gov/ta/tg/hs/admin.asp
11
CAHSEE Testing Opportunities
• Grade ten: one time (February, March,
or May)
• Grade eleven: *two times
• Grade twelve: *at least three, but up
to five times
• Adult students: *three times
* May participate in successive administrations.
12
Approximate Testing Times
Test
Day
Day 1
ELA
Day 2
Math
Test
Session
1
2
1
2
Approximate
Working Time
2 hours
1 hour 30
minutes
1 hour 30
minutes
1 hour 30
minutes
Approximate Total
Administration Time
2 hours 30
minutes
2 hours
2 hours
2 hours
13
Maintaining Test Security
14
Maintaining Test Security
• To ensure test security, LEA
coordinators must:
 Read, agree to, sign, and return the
Test Security Agreement to ETS
 Ensure all test site coordinators read
and sign the Test Security Agreement
and all who have access to the secure
test materials should also read, sign and
agree to the Test Security Affidavit
15
Maintaining Test Security
(Continued)
16
Maintaining Test Security
(Continued)
17
Maintaining Test Security
(Continued)
 Keep materials in secure, locked storage
 Establish and maintain procedures that will
prevent cheating
 All test examiners, proctors, and other school
personnel must be properly trained; they must
also sign and submit a Test Security Affidavit
 The wide use of cell phones and text messaging
requires test examiners and proctors to be
extremely vigilant
 The return of test booklets and materials must
be monitored closely
18
Maintaining Test Security
(Continued)
 It is important to inform students before and
during testing that if they are found cheating or
to have compromised the security of the
examination, their test results may be
invalidated.
19
Maintaining Test Security
(Continued)
 Compromising the security of this examination
includes the use of cell phones, electronic
pagers, music players, and all other electronic
devices during the test administration.
 If any of these devices are used, for example, to
take pictures of CAHSEE test materials to post
on social media Web sites, then test results
may be invalidated and not scored.
20
Maintaining Test Security
(Continued)
 Handle potential testing irregularities. Call ETS
and the CDE to report security breaches or test
administration incidents
 Cooperate with GCS Field Research (formerly
Global Compliance Services) when they
conduct security audits:
• Before testing
• During testing
• After testing
21
Local Educational Agency
Coordinator Responsibilities
LEAC
22
Before Testing
LEAC
• Attend training
• Send Designation
Form and signed Test
Security Agreement to
ETS
• Read the LEA and
Test Site
Coordinator’s Manual
(LEATSCM)
23
Before Testing (Continued)
LEAC
• Go to http://www.ets.org/cahsee/
to obtain information and documents regarding
the coordination of CAHSEE administrations
24
Before Testing (Continued)
LEAC
• Refer to the CAHSEE Project Calendar
25
Before Testing (Continued)
LEAC
• November 2014 CAHSEE Calendar Sample
26
Before Testing (Continued)
LEAC
• Manuals are posted for reference.
27
Before Testing (Continued)
LEAC
Go to the secure CAHSEE Web site by clicking
on CAHSEE Online from the ETS CAHSEE
Web page or https://cahsee.ets.org/
28
Before Testing (Continued)
LEAC
• To obtain a
username and
password for
CAHSEE
Online, Contact
ETS CAHSEE
Support at
800-241-5687
29
Before Testing (Continued)
LEAC
• Use CAHSEE Online at https://cahsee.ets.org
to do the following:








Update your LEA contact information
Order test materials
Order supplemental shipments
Submit a Pre-ID file
Review/update an order
Check the status of your order
Make student data corrections
Download student results, roster reports, and
summary reports
30
Before Testing (Continued)
LEAC
•Select the
appropriate
date option.
•Enter your
Username and
Password.
•Select the
LOGON button.
31
Before Testing (Continued)
LEAC
Update LEA
Information and
Testing Schedule
CAHSEE
Online main
page
32
Before Testing (Continued)
LEAC
• Schedule and
set up test
administrations
• Notify parents of
LEA’s testing
schedule
33
Before Testing (Continued)
LEAC
•Order Test
Materials
34
Before Testing (Continued)
LEAC
Select
the link
to move
to the
material
order
page
35
Before Testing (Continued)
LEAC
• Order materials and select option to pre-ID
36
Before Testing (Continued)
LEAC
Enter
your
order
counts by
school
Don’t
forget to
enter
special
versions
needed
37
Before Testing (Continued)
LEAC
Be sure to
always hit
the Submit
Changes
button
when you
have
completed
your order
38
Before Testing (Continued)
LEAC
Sample
materials
order
Entry
Error
39
Before Testing (Continued)
LEAC
Print the
order
confirmation
page to keep
for your
records
40
Before Testing (Continued)
LEAC
• Prevent excessive materials ordering
• “Excessive materials” is the difference
between the sum of the number of tests
scored and 80 percent of the tests
ordered by the LEA for the entire school
year. The difference must be greater than
100 to be “excessive materials.”
Before Testing (Continued)
LEAC
Excessive Orders Examples
Scenario #1
Scenario #2
# Ordered (80%) 20,000
16,000
# Scored
12,000
Difference
12,000
# Ordered (80%) 10,000
8,000
# Scored
7,950
4,000
Difference
Cost per test
booklet (2014-15)
Excessive
materials
charge
7,950
50
$0.76
No excessive materials charge
(Difference is less than 100)
$3,040.00
Before Testing (Continued)
LEAC
• Go to “Pre-ID Services” tab to obtain file
layout and template
43
Before Testing (Continued)
LEAC
Prepare the
data file
according to
the Pre-ID file
layout
Upload the
pre-ID file
44
Before Testing (Continued)
LEAC
A Late pre-ID label service is available for
a fee.
 You must have submitted a pre-ID file by the
deadline to use this additional service.
45
Before Testing (Continued)
LEAC
• Designate and train test site coordinators
• Emphasize the following in training:
 Maintaining test security
 Reading Test Site Coordinator
Responsibilities Section of manual
 Accommodations/Modifications/EL
Variations
• Signature in Box 24
 Checking in/out test materials
 Accounting for all materials
 Providing handout of important dates
46
Before Testing (Continued)
LEAC
• Identify and coordinate the testing of students placed in
nonpublic schools
• Go to California School Directory http://www.cde.ca.gov/re/sd/
to obtain NPS school code. Enter onto Box 12c.
47
Before Testing (Continued)
LEAC
• Receive test materials (starting about 2
weeks before test administration)
 Shipment 1: nonsecure testing materials
 Shipment 2: secure testing materials
 Shipment 3A: (optional) Pre-ID answer
documents
 Shipment 3B: (optional) late Pre-ID labels
48
Before Testing (Continued)
LEAC
• Upon receipt of shipments, open boxes
and conduct inventory
49
Before Testing (Continued)
LEAC
Sample LEA
Site Packing
List. This form
shows all the
materials your
LEA boxes
contain.
50
Before Testing (Continued)
LEAC
Place supplemental
order, if needed:
 Your order will not be
processed unless the
“submit” button at the
bottom of the page is
selected after every
order.
 If you make an error
when placing the order
and would like to restart
the request, select the
“reset” button located at
the bottom of the page.
October 2012
51
During Testing
LEAC
• Be the liaison between test sites,
CDE, and ETS
• Problem solve
• Notify both CDE and ETS of
potential testing irregularities
• Complete the Test Security Breach
Report Form, if applicable
52
During Testing (Continued)
LEAC
53
After Testing
LEAC
• Receive and inventory test materials
from sites
• Account for all test booklets and CDs
• Complete District Packing List and
Security Tracking
• Ensure all answer documents are
batched by grade with School and
Grade Identification (SGID) Sheet
and packed in scorable boxes
54
After Testing (Continued)
LEAC
School and Grade Identification (SGID) Sheet
BROWN
Grade 10 only
TEAL
Grade 11 only
GREEN
Grade 12 only
GRAY
Adult education only
55
After Testing (Continued)
LEAC
Enter district
scorable totals
Enter district
non-scorable
totals
56
After Testing (Continued)
LEAC
• Arrange with courier (UPS next day air or
UPS ground) for pickup
For Scorable
materials
For Nonscorable
materials
57
After Testing (Continued)
LEAC
• Confirm that the designated CAHSEE color-coded
label is in the lower right-hand corner on the top of
each box being returned.
• Place the appropriate pre-addressed UPS label to
the immediate left of the designated color-coded
label.
58
After Testing (Continued)
LEAC
• Late return of scorable materials may delay
results and reports being delivered on time.
 “Late” = shipped from LEA after the
Wednesday following the test administration
• If scorable materials are received late, a
late processing fee of $450 is charged to
the LEA.
59
After Testing (Continued)
LEAC
Refer to the CAHSEE Project Calendar
for all pertinent deadlines
60
After Testing (Continued)
LEAC
Score Conversion Tables
61
After Testing (Continued)
LEAC
Use
CAHSEE
Online to
download
student
results
62
After Testing (Continued)
LEAC
Student
detail files,
rosters,
and
summary
reports
63
After Testing (Continued)
LEAC
• Performance Rosters and Demographic
Summary reports will only be available
through CAHSEE Online for 2014-15. LEAs
will no longer be receiving paper copies of
these reports.
• Paper copies of Student and Parent reports
will continue to be distributed.
64
After Testing (Continued)
LEAC
Send student
and parent
reports home
65
After Testing (Continued)
LEAC
Optional:
print
summary
reports
and
rosters
and send
to schools
66
After Testing (Continued)
LEAC
Additional resources and
special services form
67
Break Time
68
Test Site Coordinator
Responsibilities
TSC
69
Before Testing
TSC
• Attend training
• Send signed Test
Security Agreement
and Affidavits to LEA
coordinator
• Read the
responsibilities and
procedures in the “test
site coordinator” section
of the LEATSCM
70
Before Testing (Continued)
TSC
• Inform parents, students and teachers
about the testing schedule
• Inform teachers about their students’
attendance at the testing session
• Work with your LEA coordinator to
resolve problems
71
Before Testing (Continued)
TSC
• Organize and supervise all activities
necessary to conduct testing at school
site
• Collect signed Test Security Affidavits
from all who have access to test
materials
• Control inventory.
 Use Test Site Security Tracking Form
and Inventory Form-Test Site
72
Before Testing (Continued)
TSC
Sample Test
Site Packing
List. This form
shows all the
materials your
school site
boxes contain.
73
Before Testing (Continued)
TSC
Sample
Inventory Form
Test Site. This
form helps you
to account for
all test
booklets.
74
Before Testing (Continued)
TSC
• Receive test materials
• Conduct an inventory of all materials
within 24 hours of receipt
• Look at sequence numbers written on
top of the boxes and make sure all
boxes are accounted for
 Box 1 of 10, 2 of 10, etc.
75
Before Testing (Continued)
TSC
• Follow the checklist for Inventorying
Test Materials at the Test Site
(pg. 24 of the LEATSCM)
• Save original boxes for return
shipments
• Contact LEA Coordinator with
additional material requests
76
Before Testing (Continued)
TSC
• Keep test materials secure (Test
booklets, Audio CDs, Answer
Documents, etc.) in sealed boxes in
a locked storage space at all times
when not in use for test
administration
• Test booklets are shrink-wrapped in
sets. Do not remove the shrink-wrap
until absolutely necessary.
77
Before Testing (Continued)
TSC
• Train test examiners and proctors
• Include the following:
 Responsibilities of test examiners and
proctors
 Security of test materials
• Active monitoring of students during testing
• Watch for electronic devices
 Testing schedules and locations
 Preparation of test locations for test
administration
 Arrangement for proctors, as required
78
Before Testing (Continued)
TSC
• Train test examiners and proctors
(continued)
 Information about students who have
accommodations/modifications in IEP
or 504 plan
• Directions for Administration-Special
Test Versions manual
 Verification of student’s identity
 Distribution of test materials
 Assistance with directions
 Administration of the test
79
Before Testing (Continued)
TSC
• Train test examiners and proctors
(continued)
 Completion of score codes
 Collection of, and accounting for, all
test materials
 Scheduling and procedures for
returning test materials to test site
coordinator
80
Before Testing (Continued)
TSC
• Prepare answer documents
 One answer document must be
submitted for each student testing
 If using Pre-ID service, prepare blank
answer documents for recently enrolled
students who have not passed one or
both sections
 VOID documents for students who are
no longer enrolled or who were
incorrectly included in the Pre-ID file
81
Before Testing (Continued)
TSC
Prepare and distribute test materials using the
Inventory Form-Test Site
Materials for Each Test
Examiner
Number to Include
Directions for Administration manual
1 per examiner
Test booklets
1 per student + 1 for examiner
Answer documents
1 per student + 1 blank
No. 2 pencils
1 per student + a few extras
82
During Testing
TSC
• Actively monitor the test administration
• Visit each testing room to make sure
administration scripts are being read
word-for-word
• Ensure students have sufficient time to
test
• Ensure proper monitoring of breaks and
extended breaks taken during testing,
such as lunch
83
During Testing (Continued)
TSC
• Be prepared for emergency situations,
restroom passes, etc.
• Document testing incidents and
potential test security breaches
 If applicable, complete the Test
Administration Incident Report Form
and/or the Test Security Breach Report
Form.
• Ensure compliance with all
examination procedures
84
Maintaining Test Security
(Continued)
TSC
 It is important to inform students before and
during testing that, if they are found cheating or
to have compromised the security of the
examination, their test results may be
invalidated.
85
Maintaining Test Security
(Continued)
TSC
 Compromising the security of this examination
includes the use of cell phones, electronic
pagers, music players, and all other electronic
devices during the test administration.
 If any of these devices are used, for example, to
take pictures of CAHSEE test materials to post
on social media Web sites, then test results
may be invalidated and not scored.
86
During Testing (Continued)
TSC
•Administration Reminders:
Scratch paper is not allowed.
Do not allow students to use extra
paper to answer their ELA writing tasks.
All responses to math and ELA items,
including writing task, must be recorded
with No. 2 pencil on a single answer
document.
Do not use a pre-ID answer document
from one administration for another.
87
During Testing (Continued)
TSC
• Administration Reminders (Continued)
 Do not use correction fluid on any
answer documents.
 Do not use paper clips, tape, staples,
or glue on the answer documents.
 Do not attach removable “self-stick”
notes to the answer documents.
88
During Testing (Continued)
TSC
• Administration Reminders (Continued)
 Do not disassemble or pull pages out of
the multi-page answer document or
insert additional pages.
 If an answer document is damaged, the
answers must be transcribed onto a
new one and all student fields must be
hand-marked.
89
During Testing (Continued)
TSC
• Testing variations:
 Provide accommodations and/or
modifications to eligible students if specified
in their IEP or 504 plan
 Provide identified English learners
authorized test variations if regularly used in
the classroom
90
After Testing
TSC
• Collect all examination materials
after each test session
• Verify that all test materials from
test examiners are accounted for
• Put the scorable answer
documents in a secure place
between test sessions
91
After Testing (Continued)
TSC
• Prepare answer documents for return
• Inspect for stray marks
• If a student has a Pre-ID answer
document, check to make sure the
fields that were not Pre-ID are filled
in.
• If a student is new or does not have a
Pre-ID answer document, all data
must be hand-marked.
92
After Testing (Continued)
TSC
• Check answer
documents
• Check that Box 3
Score Code is
completed on all
scorable answer
documents
93
After Testing (Continued)
TSC
• Check Box 24 Accommodations and
Modifications
 Test examiner must grid Box 24
Accommodations and Modifications codes if any
were actually used.
 Test site coordinator’s or designee’s signature is
required to confirm that accommodations and/or
modifications were offered whether used or not.
94
After Testing (Continued)
TSC
If used, the
correct code
must be
hand-marked
on the
answer
document.
95
After Testing (Continued)
TSC
• Transcribe student answers as required:
 If any student marks answers anywhere other
than in the answer document as a condition of
his or her IEP or 504 plan, an authorized person
must transfer the answers to the answer
document exactly as produced by the student.
 If a student uses more than one answer
document, answers must be transcribed into a
single document. Pages from two documents
may not be physically combined.
96
After Testing (Continued)
TSC
• VOID an answer document if:
 The document has been damaged.
 It is a Pre-ID document for a student who is no
longer enrolled in the LEA.
 A student has used more than one answer
document and the answers have been
transcribed onto another that has already
been included in the scorable materials.
97
After Testing (Continued)
TSC
• Prepare scorable answer documents for
return
 Locate the large plastic bag labeled “Test Site
Coordinator Packet” that contains all your
return instructions and labels.
 Separate and count answer documents by
grade.
 Do not mix scorable and non-scorable
materials.
98
After Testing (Continued)
TSC
• Prepare scorable answer documents for
return (Continued)
 Use appropriate SGID for each grade
• Hand-mark section B: Grade, Number of Answer
Documents, Date of Exam
 Place SGID on top of appropriate grade level
documents
 Wrap each bundle with paper bands provided in
groups of 100
 Place BLUE Shipping Labels on boxes with
scorable answer documents
99
After Testing (Continued)
TSC
School and Grade Identification (SGID) Sheet
BROWN
Grade 10 only
TEAL
Grade 11 only
GREEN
Grade 12 only
GRAY
Adult education only
100
After Testing (Continued)
TSC
• Prepare nonscorable materials for return
 Test Site Packing List and Security Tracking
Forms
 Unused SGIDs
 Test Booklets, including large print and Braille
 Audio CDs
 All original copies of transcribed essays
• Place PINK shipping labels on boxes with
non-scorable materials
101
After Testing (Continued)
TSC
Enter school
scorable totals
Enter school
non-scorable
totals
102
After Testing (Continued)
TSC
• Return materials to your LEA coordinator
 Follow specific information from LEA
coordinator and return materials
accordingly and appropriately to the LEA
office for consolidation of all test sites’
materials
103
Test Examiner Responsibilities
TE
104
Before Testing
TE
• Attend training
• Read and sign CAHSEE Security
Affidavit
• Read the Directions for
Administration (DFA)
105
Before Testing (Continued)
TE
106
Before Testing (Continued)
TE
• Set up the testing room
 Students face the same direction and
have at least four feet from center of
desk to center of desk
• Cover or erase any information that
could clue answers for students
• Place a ‘Testing, Do Not Disturb’ sign
outside the door
107
Before Testing (Continued)
TE
Check out
test
materials
from your
test site
coordinator.
108
During Testing
TE
• Verify identification of students (only
students on the list that you received
should be tested)
• Give pre-identified answer documents
to the correct students
109
During Testing (Continued)
TE
• Make sure the students use only No.
2 pencils, including for essay writing
• Students should clear their desks
 Students are not allowed to use scratch
paper or correction fluid
 Students should not have books,
papers, cell phones, or any electronic
devices on their desks
110
During Testing (Continued)
TE
• Hand out the test booklets in the
order that you receive them
• Follow and read the directions
exactly as they are written in the
DFA
• Check that students are responding
in the appropriate sections and are
working independently
111
During Testing (Continued)
TE
• Make sure that each student:
 Signs name in Box 1 of the answer document
 Enters the version number and the barcode
number from the back of the test booklet onto the
answer document in each portion of the test.
112
During Testing (Continued)
TE
Approximate Testing Times
113
During Testing (Continued)
TE
• If some students need more time and
have to go to another testing room, the
test examiner should collect the test
booklets and answer documents from the
students
• A proctor or other school staff should
escort the students to the designated
testing room
• No students should leave a testing room
with the test booklets and answer
documents by themselves
During Testing (Continued)
TE
Document
incidents on
the Test
Administration
Incident Form,
if applicable.
115
After Testing
TE
• Account for all test booklets and answer
documents
 Separate the answer documents from the test
booklets and make sure that no answer
documents are inside test booklets
 Separate answer documents by grade
• You must account for ALL testing materials
116
After Testing (Continued)
TE
Code Boxes
17 and 24, if
applicable.
117
After Testing (Continued)
TE
Code Box 3
(Score Code)
for all students
118
After Testing (Continued)
TE
Return the
test materials
following the
procedure
your test site
coordinator
has set up.
119
Proctor Responsibilities
• Attend training with the test site
coordinator
• Read, agree to, sign, and return CAHSEE
Test Security Affidavit to TSC
• Assist test examiner with the following:
 Distribute materials
 Monitor students during testing
 Collect materials
120
Resources
121
Opportunities to Participate
• Scoring Opportunities
 WFO_OSNReaders@ets.org
• Reviewers
 Differential Item Functioning (DIF)
reviews after each census
administration
 Contact Tina Loera at 916-403-2406 or
tloera@ets.org
122
Training Presentation Available
• Presentation materials posted at:
 http://www.ets.org/cahsee/
 Look in the “About CAHSEE” tab
123
CAHSEE Regulations
• California Code of Regulations, Title
5, sections 1200 to 1225 govern the
administration of the CAHSEE in
concert with state law (California
Education Code sections 60850 to
60859)
• The CAHSEE regulations can be
found at
http://www.cde.ca.gov/ta/tg/hs/docum
ents/cahseedec09regs.doc
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Special Education and
English Learner Resources
Available at: http://www.cde.ca.gov/ta/tg/hs/accmod.asp
 Q & A about Test Variations
 Request for Test Variations
 Scribe Guidelines
 Matrix 2: Testing Variations, Accommodations, and
Modifications for Administration of the California High
School Exit Examination, California English
Language Development Test, and Physical Fitness
Test
 Matrix 3: English Learner Test Variations for
Administration of the California High School Exit
Examination and the Physical Fitness Test
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Student Testing General Guidance
Available at: http://www.cde.ca.gov/ta/tg/ai
 CDE division updates
 Test administration dates
 Other guidance for California public
schools
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Contact Information
CAHSEE policy and general examination information
CDE CAHSEE Office
916-445-9449
http://www.cde.ca.gov/ta/tg/hs/
State and federal accountability information
CDE Academic Accountability Unit
916-319-0863
http://www.cde.ca.gov/ta/ac/
Test material ordering and logistics
ETS CAHSEE Support
800-241-5687
http://www.ets.org/cahsee/
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