California High School Exit Examination. Local Educational Agency and Test Site Coordinator s Manual July 2014 May 2015

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1 California High School Exi Examinaion Local Educaional Agency and es Sie Coordinaor s Manual July May

2 C o n a c I n f o r m a i o n California High School Exi Examinaion (CAHSEE) Suppor and Processing Cener: ELEPHONE: -- FAX: -- Go o he Educaional esing Service (ES) CAHSEE Web sie a hp:// o do he following: View he Projec Calendar Order es maerials Local Educaional Agency (LEA) CAHSEE Coordinaors only Submi Pre-ID files LEA CAHSEE Coordinaors only Download copies of manuals, forms, and oher documens Review imporan informaion relaed o es adminisraion Correc daa online afer es adminisraion LEA CAHSEE Coordinaors only Go o he California Deparmen of Educaion (CDE) CAHSEE Web page a hp:// o do he following: Read abou he laes CAHSEE program updaes View aggregae exam resuls Obain regulaions, apporionmen informaion, and oher adminisraive documens Download Released es Quesions, Suden Sudy Guides, and eacher Guides Copyrigh, California Deparmen of Educaion. All righs reserved. he California High School Exi Examinaion LEA and es Sie Coordinaor s Manual is published by ES. ES is a regisered rademark of Educaional esing Service. he California Deparmen of Educaion grans permission o California public schools and LEAs o phoocopy and reproduce any pars of he California High School Exi Examinaion LEA and es Sie Coordinaor s Manual for use in raining CAHSEE coordinaors and es examiners. No oher person or agency is auhorized o reproduce or disribue any pars of his publicaion in any form or by any means or o sore he informaion in any daabase or rerieval sysem.

3 a b l e o f C o n e n s Imporan Reminders... Inroducion... CAHSEE Regulaions... Summary of Responsibiliies... LEA CAHSEE Coordinaor... es Sie Coordinaor... es Examiner... es Procor... General es Adminisraion Informaion... Idenifying Sudens o be esed... Scheduling es Sessions... esing Variaions, Accommodaions, and Modificaions... esing Variaions for English Learners... Mainaining es Securiy... Handling of es Maerials... Reporing of Securiy Breaches... Audiing Procedures... es Securiy Agreemens and es Securiy Affidavis... LEA CAHSEE Coordinaor Responsibiliies... Secion One: Before esing raining es Sie Coordinaors... esing Sudens Placed in Nonpublic Schools by heir Individualized Educaion Program (IEP)... Receiving es Maerials a he LEA CAHSEE Coordinaors Office... Maerials Found Only in he LEA CAHSEE Coordinaor Box... Invenorying es Maerials a he LEA Office... Ordering Supplemenal Maerials... Reviewing Nonsecure es Maerials and Forms... Pre-ID Answer Documens... Blank Answer Documens... Large-Prin Answer Documens... School and Grade Idenificaion (SGID) Shees... CAHSEE LEA AND ES SIE COORDINAOR S MANUAL iii

4 Secion wo: During esing Supervising es Adminisraion and es Securiy... Scrach Paper... Idenificaion of Sudens... Regulaions Regarding Cheaing... Secion hree: Afer esing Receiving and Checking-in Scorable Maerials From es Sie Coordinaors... Receiving and Checking-in Nonscorable Maerials From es Sie Coordinaors... LEA Insrucions for Reurning es Maerials for Processing... Shipping Maerials... UPS Reurn Service Only... K Scorable Freigh Reurns... es Sie Coordinaor Responsibiliies... Secion One: Before esing Receiving es Maerials a he es Sie... Maerials Found Only in he es Sie Coordinaor Box... Invenorying es Maerials a he es Sie... racking Invenory... es Sie Packing Lis and Securiy racking Form... Invenory Form es Sie... Idenifying Sudens o be esed... Deermining Where ess will be Adminisered... raining es Examiners and Procors... es Examiner and es Procor Responsibiliies... Preparing Answer Documens for esing... Pre-ID Answer Documens... Blank Answer Documens... Preparing and Disribuing es Maerials... Procedures for Large-Prin and Braille Bookles and Audio CDs... Large-Prin Answer Documens... Secion wo: During esing Supervising es Adminisraion and es Securiy... es Adminisraion Inciden Repor Form... es Securiy Breach Repor Form... iv CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

5 Secion hree: Afer esing Voiding Answer Documens... Compleing he School and Grade Idenificaion (SGID) Shees... Preparing es Maerials for Reurn o he LEA CAHSEE Coordinaor... Scorable Maerials Packing Insrucions... Nonscorable Maerials Packing Insrucions... LEA CAHSEE Coordinaor Forms... es Securiy Agreemen... Sample LEA Packing Lis and Securiy racking Form... Invenory Form LEA... Sample CAHSEE Supplemenal Shipmen Order Form... Lis of Demographic Fields Required o be Hand-Marked for Schools Paricipaing in he Pre-ID Service... es Securiy Breach Repor Form... es Sie Forms... es Securiy Affidavi... Sample es Sie Packing Lis and Securiy racking Form... Invenory Form es Sie... es Adminisraion Inciden Repor Form... Sample School and Grade Idenificaion (SGID) Shees... Answer Documen and Codes... Sample Answer Documen... Compleing Seleced Fields on he Answer Documen... Appendix A esing Variaions, Accommodaions, and Modificaions... Lis of ables able. Approximae esing imes... able. Scorable and Nonscorable Maerials Reurns LEA CAHSEE es Coordinaor... able. Scorable and Nonscorable Maerials Reurns es Sie Coordinaor... able. Score Codes... able. Primary Disabiliy Codes... able. Accommodaion and Modificaion Codes... able. English Learner es Variaions Codes... able. Primary Language Codes... Pick-up Daes for Scorable and Nonscorable Maerials... CAHSEE LEA AND ES SIE COORDINAOR S MANUAL v

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7 Imporan Reminders I m p o r a n r e m I n d e r s Grade en sudens should only be esed during he census and make-up adminisraions in February, March, and May. For more informaion regarding es scheduling please go o he California Deparmen of Educaion (CDE) CAHSEE Adminisraive Documens Web page a hp:// he es Securiy Agreemen mus be signed by he LEA CAHSEE Coordinaor and reurned o ES before any es maerials will be delivered. A copy is o be mainained a he LEA. Requess for addiional maerials for he CAHSEE examinaion mus be received no laer han : p.m. Pacific dayligh ime on he Monday of he week prior o he es adminisraion o ensure maerials will be received in ime for esing. Each grade has a separae School and Grade Idenificaion (SGID) Shee o be used for reurning compleed answer documens: Grade en Coffee Grade eleven Caribbean Grade welve Avocado Adul Midnigh Noify ES and he CDE immediaely of securiy breaches. Noify ES when here are missing maerials. Noify CDE immediaely regarding policy quesions, including school closures. he Score Code field (Box ) mus be marked on all reurned answer documens. (See page.) his is no a correcable field. Incorrec coding may affec accounabiliy daa. Complee he following fields only afer and only if he suden uses hem: Accommodaions and Modificaions (Box b) (See pages and.) English Learner es Variaions (Box ) (See pages and.) If a suden records his or her answers in he es bookle, such as in a large-prin or braille bookle, he suden s responses mus be ranscribed ono a sandard scannable answer documen before submission o he CAHSEE Processing Cener. Do NO remove any pages from he answer documen because answer documens wih missing pages canno be processed. Impor an Reminder s CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

8 Inroducion I n r o d u c i o n Inroducion his manual includes informaion ha CAHSEE and es sie coordinaors mus know in order o prepare for adminisraion of he CAHSEE. he LEA CAHSEE Coordinaor s responsibiliies are organized ino hree secions: before, during, and afer esing (pages ), and he es sie coordinaor s responsibiliies are organized ino he same hree secions (pages ). Prior o esing, all coordinaors should read his manual o ensure ha esing procedures are undersood. C A H S E E R e g u l a i o n s he California Code of Regulaions, ile ( CCR ) secions o, govern he adminisraion of he CAHSEE in concer wih sae law (Educaion Code secions o ). hese regulaions are binding legal documens and are no o be considered guidelines. he regulaions can be found on he CDE Web documen a hp:// Secion provides definiions relaed o he adminisraion of he CAHSEE. Secions o. focus on adminisraion issues, such as esing requiremens, daa and record keeping requiremens, responsibiliies of LEA CAHSEE and es sie coordinaors, and es securiy. A secion on excessive orders describes he condiions under which LEAs will be charged for overordering CAHSEE maerials. Secions o. address esing for English Learners and sudens wih disabiliies. Secions o address esing variaions allowed for English Learners (ELs) if he variaions are regularly used in he classroom, as well as accommodaions and modificaions for sudens wih individualized educaion programs (IEPs) or Secion plans ha specify he use of such esing variaions. Secion provides for a review process for proposed variaions in adminisering he examinaion ha are no specified in hese regulaions. Secion. provides for waiver requess on behalf of sudens in sae special schools. Secion specifies ha all examinaion responses mus be he independen work of he sudens who are adminisered he CAHSEE wih accommodaions or modificaions. Secion specifies how cheaing during es adminisraion will be handled. Secion describes how funds will be apporioned o LEAs for he adminisraion of he CAHSEE. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

9 Inroducion LEA CAHSEE Coordinaor S u m m a r y o f R e s p o n s i b i l i i e s I is he responsibiliy of he LEA CAHSEE Coordinaor o ensure ha all procedures and policies se forh by he CAHSEE Program are implemened and followed during he adminisraion of he esing program wihin he LEA. he LEA CAHSEE Coordinaor s primary responsibiliies are: () o order es maerials by he published deadline daes, () o rain sie coordinaors, () o organize, implemen, and supervise he aciviies necessary o conduc esing in he disric, and () o accoun for all maerials prior o reurning hem o ES. he LEA CAHSEE Coordinaor s responsibiliies are deailed in his manual on pages. Inroducion es Sie Coordinaor CAHSEE regulaions require each LEA CAHSEE Coordinaor or he LEA superinenden o assign one person a each es sie wihin he LEA o serve as a es-sie coordinaor. he es sie coordinaor is responsible for he adminisraion of he CAHSEE wihin he school or es sie. he es sie coordinaor is also direcly responsible for coordinaing all aciviies peraining o he securiy, disribuion, and reurn of maerials, as well as raining all es examiners, es procors, and scribes. he es sie coordinaor s responsibiliies are deailed in his manual on pages. es Examiner I is imporan ha he es examiners seleced o adminiser he CAHSEE are fully apprised of he procedures and guidelines in he Direcions for Adminisraion manual. A es examiner mus be an employee of he LEA or a person assigned by a nonpublic school o implemen a pupil s IEP, who has received raining specifically designed o prepare him or her o adminiser he CAHSEE. All es examiners mus complee he es Securiy Affidavi and submi i o he es sie coordinaor. he es Securiy Affidavi as se forh in Secion. of he CAHSEE regulaions includes an acknowledgmen by he es examiner ha raining has been received. es Procor A es procor mus be an employee of he LEA or a person assigned by a nonpublic school o implemen a suden s IEP, who has received raining specifically designed o prepare him or her o assis he es examiner in adminisraion of he CAHSEE. All procors mus complee he es Securiy Affidavi and submi i o he es sie coordinaor. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

10 General Informaion G e n e r a l e s A d m i n i s r a i o n I n f o r m a i o n I d e n i f y i n g S u d e n s o b e e s e d All California public school sudens excep eligible sudens wih disabiliies (SWDs) mus saisfy he CAHSEE requiremen, as well as all oher sae and local requiremens, in order o receive a high school diploma. he CAHSEE requiremen can be saisfied by passing he examinaion, or for eligible SWDs, meeing he exempion requiremen pursuan o California Educaion Code (EC) Secion., or receiving a local waiver pursuan o EC Secion (c)(). Gener al Infor maion Sudens may only reake he porion(s) of he examinaion no previously passed. For example, if a suden has previously passed he mahemaics porion, bu no he English Language Ars (ELA) porion, ha suden may only reake he ELA porion. Grade en may ake he CAHSEE only one ime; grade may ake he CAHSEE wo imes; grade may ake he CAHSEE up o five imes a year. he LEA CAHSEE Coordinaor and es sie coordinaors should ensure ha sudens eligible o paricipae are noified of he esing ime and locaion and ha he sudens eachers are noified of heir sudens aendance a he esing session. S c h e d u l i n g e s S e s s i o n s esing mus be conduced on he specific daes as deermined by he Sae Superinenden of Public Insrucion. o ensure he securiy of he es hroughou he sae, es sessions mus sar beween he hours of and a.m. es sies ha mus es ouside of his window need o he CDE a o advise he CDE of heir planned esing schedule. he CAHSEE can be adminisered ONLY on he scheduled es daes for each adminisraion. Scheduled daes hrough May may be found on he CDE CAHSEE Adminisraive Documens Web page a: hp:// Sudens who are absen for Session of ELA canno ake Session. Sudens may ake he mahemaics porion on day wo even if hey were absen for boh sessions of ELA on day one. Sudens who are absen for Session of mahemaics canno ake Session. Sudens who are absen for a porion of he examinaion (i.e., mahemaics or ELA) will need o wai unil he school s nex scheduled adminisraion for sudens in heir grade level o ake ha porion. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

11 General Informaion English Language Ars (ELA) he ELA porion of he CAHSEE will include muliple-choice quesions and one wriing ask promp aligned o he California ELA conen sandards. he ELA examinaion will be adminisered on a uesday. Only he December adminisraion is held on a Saurday, where boh Session and are compleed. Mahemaics he mahemaics porion of he CAHSEE will consis of muliple-choice quesions aligned o he California mahemaics conen sandards. he mahemaics examinaion will be adminisered on a Wednesday. Only he December adminisraion is held on a Saurday, where boh Session and are compleed. iming able iled Approximae Working ime refers o he ime sudens are working on he es quesions. Approximae oal Adminisraion ime is he sum of working ime, ime for disribuing and collecing es maerials, and ime used by he sudens o complee he demographic informaion and quesionnaire on he answer documen. Gener al Infor maion es Session able. Approximae esing imes Approximae Working ime Approximae oal Adminisraion ime ELA Session hours hours minues ELA Session hour minues hours Mahemaics Session hour minues hours Mahemaics Session hour minues hours Mos sudens will finish wihin hese approximae esing imes. he CAHSEE is an unimed es, bu unimed does no mean unlimied ime. Sudens should be allowed as much ime as hey need wihin he school day o finish he exam. Sudens may only have ime beyond he regular school day if heir IEP or Secion plan specifies he need for exra ime. If ha is he case, he LEA CAHSEE Coordinaor mus CDE a o reques addiional esing days. es examiners should provide a break for sudens beween Sessions and. If he break will be shor, sudens should remain in he esing room unless hey need o use he resroom. Sudens mus be moniored a all imes, including breaks. In cases of exended breaks, such as lunch, es examiners mus collec and accoun for all es maerials before dismissing sudens for he break. Maerials should be redisribued o sudens for he second session. es examiners mus reurn he same es bookle and answer documen o each suden for use in Session. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

12 General Informaion es examiners should be insruced ha if a suden does no mark an answer or wrie any more ex for an exended period of ime afer mos oher sudens are finished, he es examiner should ask he suden if he or she is finished. If he suden wishes o keep working, he es examiner mus allow he suden o do so and arrange for he suden o be escored o a differen room. e s i n g V a r i a i o n s, A c c o m m o d a i o n s, a n d M o d i f i c a i o n s Gener al Infor maion If required, sudens mus be provided exra ime wihin a esing day and given simplified or clarified direcions. All sudens may use heir es bookles and he blank pages in he answer documen for scrach work. Responses mus be recorded in he answer documen. During he es, sudens may use esing variaions ha are regularly used in he classroom, and any accommodaions or modificaions specified in heir IEPs or Secion plans during he es. See he Marix of es Variaions, Accommodaions, and Modificaions for Adminisraion of California Saewide Assessmens provided in Appendix A and linked on he CDE Web page a hp:// e s i n g V a r i a i o n s f o r E n g l i s h L e a r n e r s LEAs shall provide idenified English Learners (EL), including EL aduls, he following esing variaions if regularly used in he classroom or for assessmen: ESING VARIAIONS FOR ENGLISH LEARNERS Hear he es direcions prined in he es adminisraion manual ranslaed ino he suden s primary language. Ask clarifying quesions abou he es direcions in he suden s primary language. Receive addiional supervised breaks wihin a esing day or wihin a es session, provided ha he es session is compleed wihin he day of esing. Have he opporuniy o be esed in a separae room wih oher English Learners provided ha he suden is direcly supervised by a school, LEA, or nonpublic school employee who has signed he es Securiy Affidavi. Have access o ranslaion glossaries (English o primary language and/or primary language o English). he glossaries are o include ONLY he English word wih he corresponding primary language word. he glossaries mus no include any definiions or formulas. M a i n a i n i n g e s S e c u r i y he CAHSEE regulaions conain specific guidance and rules on mainaining he securiy and inegriy of he examinaion before, during, and afer esing. o ensure he securiy and inegriy of he exam, CAHSEE LEA and es sie coordinaors are required by he CAHSEE regulaions o complee a es Securiy Agreemen. (See page.) CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

13 General Informaion Handling of es Maerials he LEA CAHSEE Coordinaor is responsible for he receip, invenory, disribuion, and sorage of es maerials. Securiy procedures mus be followed a all imes. WIHOU EXCEPION, all CAHSEE es bookles, audio CDs, and answer documens mus be mainained in secure, locked sorage a all imes when hey are no in use for es adminisraion. Daily use offices are no considered secure sorage. Boxes conaining es bookles mus be kep sealed. LEA CAHSEE and es sie coordinaors should receive boxes conaining he secure es bookles in a sealed condiion. Afer verifying he maerials received in he school boxes, he LEA CAHSEE Coordinaor should reseal he boxes wih he sealing ape supplied. es sie coordinaors mus open every box and invenory he maerials wihin one working day of receip. Afer couning he es bookles, es sie coordinaors mus reseal he boxes conaining es bookles and sign heir name over he ape and box. Sealing ape is supplied for his purpose. Each es bookle mus be proeced from loss, hef, or reproducion in any medium. es bookles are shrink-wrapped in packages of and and barcoded wih a unique securiy number. Do no remove he shrink wrap unil i is absoluely necessary o do so in preparaion for he es adminisraion. Gener al Infor maion he CAHSEE Processing Cener will mainain records of securiy barcodes assigned o all LEAs and es sies. When esing is compleed, he LEA CAHSEE Coordinaor mus accoun for and reurn all used and unused es bookles and answer documens. he Processing Cener will use a scanner o accoun for all bookles by securiy barcode number and provide a record of missing bookles o he CDE. he LEA CAHSEE Coordinaor should documen any discrepancies in order o accoun for all missing bookles. Reporing of Securiy Breaches he LEA CAHSEE Coordinaor mus immediaely repor any confirmed or suspeced securiy breaches or any violaion of he es Securiy Affidavi, including loss of maerials, failure o accoun for maerials, or any oher deviaion from accepable securiy procedures o he CAHSEE Suppor Cener a --, or via a Also, conac he CDE CAHSEE office a --. All es quesions are absoluely secure and may no be phoocopied or ranscribed. A rare excepion may be made in order o provide an accommodaion or modificaion required by a suden s IEP or Secion plan. In his siuaion, only he LEA CAHSEE or es sie coordinaor is allowed o copy he maerials necessary o adminiser he examinaion in accordance wih he CAHSEE regulaions. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

14 General Informaion In arranging he esing room(s), every effor should be made o have sudens facing he same direcion and spaced a leas four fee from cener of desk o cener of desk. In addiion, each suden mus be informed of he consequences of cheaing prior o he adminisraion of he CAHSEE. (Refer o Regulaions Regarding Cheaing on page.) o ensure he securiy of he examinaion hroughou he sae, es sessions should sar beween he hours of and a.m. es sies ha mus begin esing ouside of his window need o call he CDE by phone a --, or he CDE a who will hen advise he ES Office of esing Inegriy of heir planned esing schedule. Audiing Procedures Gener al Infor maion In order o ensure uniform securiy sandards are being followed for he adminisraion of he CAHSEE, professional audiors will monior a sample of LEA and esing sies hroughou he sae before, during, and afer every adminisraion. Mos locaions o be audied will be seleced randomly; however, some sies will be seleced due o pas securiy concerns. Audiors will be employees of ES or heir subconracor, Global Compliance Services. Audiors will possess a leer of inroducion, an ID card, and a valid driver s license. If a LEA CAHSEE or es sie coordinaor needs o confirm he ideniy of an audior, he coordinaor may call he ES Office of esing Inegriy a --. Generally, audis will include he following:. Before-esing audis Evaluae adherence o before-es responsibiliies of he LEA CAHSEE Coordinaor Evaluae adherence o before-es responsibiliies of he es sie coordinaor Evaluae he handling of es maerials a he es sie afer hey are received from he courier a he LEA sie and also a he es sie Evaluae he secured sorage area where confidenial es maerial is sored Review es adminisraion procedures wih he es sie coordinaor Invenory he es bookles. During-esing audis Evaluae adherence o during-es responsibiliies of he es sie coordinaor Evaluae he esing room locaions and he es environmen Evaluae he performance of es examiners, adminisraors, procors, and scribes (if used) for adherence o prescribed procedures Evaluae he securiy of he es maerials during he adminisraion CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

15 General Informaion. Afer-esing audis Evaluae adherence o afer-es responsibiliies of he LEA CAHSEE Coordinaor Evaluae adherence o afer-es responsibiliies of he es sie coordinaor Verify ha all es bookles were reurned o a secure, locked sorage locaion Evaluae he imeliness and adherence o published procedures for packing maerials for reurn shipmen Invenory he es bookles o deermine if all were reurned Evaluae he process of ransporing ess and oher esing maerials from he es sie Evaluae he secure sorage of maerials a he LEA office before hey are picked up by he courier for shipmen o he CAHSEE Processing Cener es Securiy Agreemens and es Securiy Affidavis LEA CAHSEE Coordinaors mus sign he es Securiy Agreemen and submi he original o ES before receiving any examinaions or es maerials. A copy of he signed es Securiy Agreemen mus be mainained in he school LEA office for monhs from he dae signed. Gener al Infor maion he es sie coordinaor is also required o sign he es Securiy Agreemen. Before being given access o CAHSEE maerials, all es examiners, procors, or anyone else who will have access o CAHSEE es maerials mus sign he es Securiy Affidavi. he es sie coordinaor is o collec and deliver all es Securiy Affidavis o he LEA CAHSEE Coordinaor before any es maerials can be delivered o he es sie. LEA CAHSEE Coordinaors are o keep he es Securiy Affidavis on file for a leas monhs from he dae signed. he CAHSEE es Securiy Agreemen is locaed on page of his manual; he CAHSEE es Securiy Affidavi is locaed on pages. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

16 Before esing L E A C A H S E E C o o r d i n a o r R e s p o n s i b i l i i e s s e C I o n o n e: b e f o r e e s I n g r a i n i n g e s S i e C o o r d i n a o r s he CAHSEE regulaions require LEA CAHSEE Coordinaors o rain all es sie coordinaors. es sie coordinaor raining should include a viewing of he es adminisraion video as well as a horough discussion of he procedures and responsibiliies specified in his manual and a review of he procedures oulined in he Direcions for Adminisraion manual. During his raining, he following opics should also be covered: es sie coordinaor responsibiliies es examiner, es procor, and scribe responsibiliies es daes for ELA and mahemaics examinaions AHSEE dinaor LEA C Coor Mainaining es securiy and compleing he required securiy forms (es Securiy Agreemen and es Securiy Affidavi) Compleing demographic informaion on answer documens es sie selecion (based on recommendaions in his manual) es maerials reurn schedule Organizing and packing maerials for reurn o he LEA CAHSEE Coordinaor Ensuring he proper use of esing variaions, accommodaions, and modificaions in accordance wih CAHSEE regulaions Remind he es sie coordinaors abou he following imporan adminisraion deails: Sudens mus record heir responses o boh he ELA and mahemaics ess on a single answer documen. If a suden inadverenly uses more han one answer documen, es sie personnel mus ranscribe he responses, including he wriing ask, ono a single answer documen. All responses, including he wriing ask, mus be recorded wih a No. pencil on a scannable answer documen. Wriing asks wrien on separae pieces of paper will no be scored. ONLY he suden whose name is prined on a Pre-ID answer documen may use ha documen. Marking a suden name in he name grid field will NO override he Pre-ID informaion. his poin mus be emphasized o es sie coordinaors and es examiners. DO NO cross ou or cover he Pre-ID barcode and use he answer documen for anoher suden. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

17 Before esing Sudens should look a he Pre-ID label and verify ha he name AND dae of birh on he label are correc. Responses for sudens who use accommodaions such as marking responses in heir es bookles mus be ranscribed ono a scorable answer documen by an employee of he LEA or a person assigned by a nonpublic school o implemen a suden s IEP or Secion plan. Separae shees of scrach paper are no permied a any ime during esing. Sudens may use he whie space in he es bookle or use he pages in he answer documen marked his page is for scrach work. I will NO be scored. Sudens mus complee Session before saring Session. Afer saring Session, sudens are NO permied o reurn o Session. Sudens mus be sricly supervised during breaks in he middle of a esing session. Afer esing, accoun for all esing maerials before dismissing sudens and be sure ha no answer documens are lef in he es bookles. If a suden has wrien on an answer documen, and he documen will NO be scored, wrie VOID across he fron page of he documen and reurn i wih he nonscorable maerials. e s i n g S u d e n s P l a c e d i n N o n p u b l i c S c h o o l s b y h e i r I n d i v i d u a l i z e d E d u c a i o n P r o g r a m ( I E P ) LEA CAHSEE Coordinaors are responsible for making all necessary arrangemens o es all heir sudens working oward a high school diploma in programs conduced off campus. his siuaion may require arranging for he es o be adminisered o sudens placed in nonpublic schools by heir IEP, eiher in-sae or ou-of-sae. LEA C AHSEE Coor dinaor he LEA CAHSEE Coordinaor mus make arrangemens for shipping he es maerials o a nonpublic school in California ouside of he local area, or o a suden s ou-of-sae nonpublic school, as well as providing raining o he nonpublic es examiner who will be esing he suden(s). Arrangemens mus also be made o receive he maerials from he nonpublic es sie afer esing, and reurn he maerials o he CAHSEE Processing Cener. es securiy procedures mus be followed, including: Obaining a signed es Securiy Affidavi from he es examiner and any oher personnel who may have access o he es maerials (e.g., es procor or scribe) Sending es maerials via a secure mehod o he nonpublic school es sie, using a raceable mehod of shipping Ensuring ha he es examiner is an employee of he LEA or a person assigned by he nonpublic es sie o implemen a suden s IEP who has received raining in he adminisraion of he CAHSEE CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

18 Before esing Rerieving he es maerials from he nonpublic es sie in a secure, expedied manner Reurning he es maerials o he ES CAHSEE Processing Cener wih he res of he LEA s esing maerials he answer documens for sudens esed a he nonpublic school(s) should be bached ogeher by grade and submied under he appropriae SGID. he SGID mus be marked wih your couny and disric code and a school code of. DO NO use he nonpublic school code on he SGID. (See page for insrucions on compleing he seven-digi school code on he answer documen for sudens esed a a nonpublic school.) Noe: LEAs and couny offices of educaion are o resric heir use of he school code o only hose special educaion sudens who are receiving insrucion a a nonpublic school. Please noify he ES CAHSEE Suppor Cener in advance if you hink here will be any delay in he reurn of maerials from a nonpublic school es sie. For specific esing daes and schedules, review he online Projec Calendar a hp:// or he CDE CAHSEE Adminisraive Documens Web page a hp:// AHSEE dinaor LEA C Coor R e c e i v i n g e s Ma e r i a l s a h e L E A C A H S E E C o o r d i n a o r s O f f i c e es maerials are defined in he CAHSEE regulaions as maerials necessary o adminiser he examinaion, including es manuals, es bookles, answer documens, special es versions (e.g., braille), and oher maerials developed and provided by he es conracor for he adminisraion of he CAHSEE. All es maerials will be shipped o he LEA CAHSEE Coordinaor. Shipmen will conain all nonsecure esing maerials. Shipmen will conain all secure esing maerials. Shipmen A will conain he (opional) Pre-ID answer documens. Shipmen B will conain he (opional) lae Pre-ID labels. es maerials are packaged and labeled by es sie. In addiion, he LEA CAHSEE Coordinaor will receive a box labeled LEA CAHSEE Coordinaor, Open Immediaely wih each shipmen. Included wih he CAHSEE maerials is an overage of esing maerials o be used in he even ha es sies require addiional maerials. he char on he following page liss he maerials conained in he CAHSEE boxes. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

19 Before esing Maerials Found Only in he LEA CAHSEE Coordinaor Box Shipmen Nonsecure Maerials CAHSEE and School Packing Liss LEA CAHSEE Coordinaor Packe (large resealable plasic bag) Paper Bands Reurn Maerials Packe (small resealable plasic bag) Packing Lis BLUE reurn labels for scorable maerials PINK reurn labels for nonscorable maerials Reurn UPS Express Airbill or K freigh bill for scorable maerials Reurn UPS Ground labels for nonscorable maerials School and Grade Idenificaion Shees (pre-marked wih couny & disric codes only) LEA CAHSEE and es Sie Coordinaor s Manual Blank Answer Documens (overage) Direcions for Adminisraion manuals (overage) Direcions for Adminisraion Special es Versions manuals (if any special es versions were ordered for es sies in he LEA) Shipmen Secure Maerials Sealing ape (o reseal boxes for securiy purposes) LEA Packing Lis and Securiy racking Form (see sample on pages and ) ELA es Bookles (overage) LEA C AHSEE Coor dinaor Mahemaics es Bookles (overage) Shipmen A (Opional) Pre-ID Answer Documens Duplicae Pre-ID Suden Roser Copies of School Packing Liss Shipmen B (Opional) Lae Pre-ID Labels Duplicae Pre-ID Suden Roser Copies of School Packing Liss CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

20 Before esing I n v e n o r y i n g e s M a e r i a l s a h e L E A O f f i c e When a shipmen arrives, he LEA CAHSEE Coordinaor mus do he following: Look a he sequence numbers wrien on he boxes and make sure ha all boxes are accouned for. If any boxes are missing, call he CAHSEE Suppor Cener immediaely a --, or Locae he packing lis in he Disric Coordinaor box (Box ). Review i carefully. he packing lis indicaes he quaniies of each iem conained in he shipmen. Verify ha he quaniy for each iem lised on he packing lis was acually received. Carefully check o see wheher he quaniies lised mee he LEA s needs and make a noe of any addiional maerials needed. For shipmens conaining es bookles, verify and invenory he bookles. Wihou opening he shrink-wrapped packages, check ha he securiy barcode numbers lised on he Disric Packing Lis and Securiy racking Form (locaed in Box ) mach he ranges of securiy barcode numbers shown on he Assembly ID Shees wrapped on op of he shrink-wrapped packages of es bookles. AHSEE dinaor LEA C Coor he Disric Packing Lis and Securiy racking Form is provided o record bookles received, bookles reurned, and any discrepancies in he es bookle barcode numbers. he form liss he ranges of he es bookle barcode numbers assigned o he disric as surplus or overage maerials. Complee he Disric Packing Lis and Securiy racking Form, noing any discrepancies on he form. For boxes conaining es bookles, reseal he boxes wih he enclosed sealing ape and sign your name across he ape and box. Even if he quaniies on he packing liss are no sufficien, send he es sie boxes o your es sie coordinaors. Have ALL es sie coordinaors open and invenory he conens of heir boxes. Use overage o fill any shorages. Place a supplemenal order, if needed. Invenory forms are provided o help rack and monior he movemen of maerials. he LEA CAHSEE Coordinaor uses he Invenory Form Disric o help rack and monior he disribuion and collecion of he overage of es maerials o and from es sie coordinaors. Use he Invenory Form Disric any ime secure maerials are removed from he locked area. Phoocopy he form as many imes as necessary. Sore all es maerials in a secure, locked area when hey are no being used for esing. Keep ALL boxes in which he es maerials were shipped. hey will be needed o reurn he maerials. Please do no reurn maerials in nonconforming, oversized boxes. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

21 Before esing O r d e r i n g S u p p l e m e n a l M a e r i a l s Fill shorages from LEA overage firs. Before requesing supplemenal maerials, check wih all es sie coordinaors o make sure hey have verified heir maerials, so you can order all addiional maerials ogeher in one order. Supplemenal orders should be no more han % of he original oal LEA order for each adminisraion. If he overage is depleed, addiional maerials may be ordered by doing eiher of he following: Ordering supplemenal maerials using he CAHSEE Online Web sie a hp:// Calling he CAHSEE Suppor Cener a -- o order supplemenal maerials All requess for addiional maerials for he CAHSEE examinaion mus be received no laer han : p.m. P on he Monday he week prior o he es adminisraion o ensure maerials will be received in ime for esing. LEA C AHSEE Coor dinaor CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

22 Before esing R e v i e w i n g N o n s e c u r e e s M a e r i a l s a n d F o r m s Pre-ID Answer Documens If your LEA paricipaed in he opional Pre-ID Service, you will receive barcoded answer documens pre-idenified for sudens. If all of he required suden demographic informaion was no provided on your Pre-ID file, prepare and disribue o es sie coordinaors he Lis of Demographic Fields Required o be Hand-Marked for Schools Paricipaing in he Pre-ID Service (page ). Place a check mark in he boxes nex o he fields ha will need o be hand-marked. he informaion on he lis supplemens he informaion in he Direcions for Adminisraion manual abou compleing he demographic fields. Noify es sie coordinaors which fields es examiners or sudens mus hand-mark on answer documens and send his compleed form o he es sie coordinaors o duplicae for all examiners. Pay paricular aenion o he following imporan poins abou Pre-ID answer documens. AHSEE dinaor LEA C Coor ONLY he suden whose name is prined on a Pre-ID answer documen may use i. Marking a suden name in he name grid field will NO override he Pre-ID informaion. his poin mus be emphasized wih es sie coordinaors and es examiners. You CANNO cross-ou or cover he Pre-ID barcode and use he answer documen for anoher suden. A suden s Pre-ID answer documen is assigned o he es sie ha was indicaed on he Pre-ID file. If he suden has changed schools bu remains wihin he LEA, he answer documen may be used by he new school bu MUS be submied under he new school s SGID. You may also choose o use a blank answer documen for he suden. If you do his, all suden demographic informaion mus be enered on he blank form. If he suden goes o a new LEA, he answer documen may no be ransferred. A blank documen mus be compleed by he new LEA, as direced above. If he Pre-ID informaion for a suden has changed, you may updae he informaion on he ES CAHSEE Web sie (hp:// unil he firs day of he examinaion period. You may change any field excep he following: LEA name, saewide suden ID number, Couny-Disric-School (CDS) code, and suden name. Hand-marked demographic daa will NO override daa provided on he Pre-ID file. he only hand-marked informaion ha will updae he suden s demographic record will be daa ha was no provided on he Pre-ID file. Sudens who do no have Pre-ID daa mus use a blank answer documen, and all demographic informaion mus be hand-marked. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

23 Before esing Accommodaions and modificaions canno be pre-idenified. Afer esing has been compleed for all sessions, es examiners mus mark wheher any accommodaions and/or modificaions were used during his es adminisraion. Accommodaions and modificaions are o be marked ONLY if hey are acually used during his es adminisraion. If your LEA indicaed hrough he online order Web sie ha answer documens were o be Pre-ID and for any reason his was no done, make sure o fill ou a supplemenal shipmen order form hrough he secure CAHSEE Web page a hps://cahsee.es.org/ for blank answer documens. If you do no submi his order, your LEA will no be sen blank answer documens. Blank Answer Documens If he LEA did no paricipae in he Pre-ID Service, all suden demographic informaion fields on he blank answer documens mus be hand-marked. he fields on he back of he answer documen mus be compleed by es sie personnel. Large-Prin Answer Documens Large-prin answer documens are no provided. If you prefer o have sudens record heir answers on an answer documen raher han direcly in he largeprin es book, he LEA CAHSEE or es sie coordinaor may produce an enlarged version of he answer documen by phoocopying i a % ono x shees of paper. Reurn any enlarged answer documens wih he nonscorable maerials. However, suden responses, including he essay, mus be ranscribed ono a sandard scannable answer documen by an employee of he LEA who has signed he es Securiy Agreemen Form, before submission o he CAHSEE Processing Cener. LEA C AHSEE Coor dinaor School and Grade Idenificaion (SGID) Shees Each es sie will receive pre-marked SGIDs in he es Sie Coordinaor Packe. es sie coordinaors should check he SGIDs o verify ha he pre-marked informaion is correc. Each grade level of answer documens mus be reurned wih he appropriae SGID. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

24 During esing s e C I o n w o : d u r I n g e s I n g S u p e r v i s i n g e s A d m i n i s r a i o n a n d e s S e c u r i y AHSEE dinaor LEA C Coor he LEA CAHSEE Coordinaor s responsibiliies include, bu are no limied o, he following: Mainaining he securiy of all es bookles and answer documens in your possession and ensuring ha no unauhorized person has access o he es maerials Disribuing addiional es bookles and answer documens o es sie coordinaors o cover any shorages Keeping an invenory, by securiy barcode number, of he bookles disribued o he es sies Monioring he es adminisraion a each of he esing sies Serving as he liaison beween he es sie coordinaors and he CAHSEE Suppor Cener and he CDE o resolve any issues of es securiy a he esing sies Noifying ES and he CDE immediaely of securiy breaches or esing incidens ha may consiue a violaion of he es Securiy Agreemen or es Securiy Affidavi, and compleing he es Securiy Breach Repor Form o documen he violaion Responding o quesions es sie coordinaors have regarding he es adminisraion Scrach Paper Please noe ha sudens are NO allowed o use separae shees of scrach paper for any porion of he examinaion. Sudens may mark in he es bookle and use he designaed whie space in he answer documen as scrach paper. Idenificaion of Sudens According o he CAHSEE regulaions (Secion ), es examiners a he es sie are responsible for he accurae idenificaion of sudens who are o be adminisered he examinaion. he ideniy of he sudens aking he CAHSEE mus be verified hrough he use of phoo idenificaion or posiive recogniion by an employee of he LEA. Regulaions Regarding Cheaing he CAHSEE regulaions ( CCR, Secion ) sae ha: (a) Any suden or adul suden found by he school disric or is agens o have cheaed or assised ohers in cheaing, or o have compromised he securiy of he examinaion, shall no receive a score from ha es adminisraion. (b) he school disric shall noify each eligible suden or adul suden prior o each adminisraion of he examinaion of he provisions of subdivision (a). CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

25 Afer esing s e C I o n H r e e : a f e r e s I n g R e c e i v i n g a n d C h e c k i n g - i n S c o r a b l e M a e r i a l s F r o m e s S i e C o o r d i n a o r s Working wih maerials from one es sie a a ime, follow he seps below o check in all scorable answer documens: Check-in all boxes from a es sie. es sie coordinaors have been insruced o label he boxes of scorable maerials wih BLUE preprined reurn idenificaion labels marked SCORABLE. NOE: If a es sie has no idenified is boxes wih he preprined BLUE labels, complee one blank BLUE reurn-address label for each box (found in he LEA s Reurn Maerials Packe) and apply a label o each box. Check he boxes o see if he es sie has compleed he SCH: BOX OF area on he label. Verify ha boxes have been packed according o he Scorable Maerials Packing Insrucions secion on page of his manual. Verify ha here is an answer documen for every grade en suden enrolled during he census adminisraion. Verify ha here is an answer documen for every grade eleven, welve, and adul suden who esed in ha adminisraion. Verify ha all answer documens are reurned and ha he answer documens for each grade are separaed wih he appropriae SGID: Grade en Coffee Grade eleven Caribbean Grade welve Avocado Adul Midnigh LEA C AHSEE Coor dinaor Verify ha all suden responses are recorded on he answer documen. Responses for sudens who use accommodaions, such as braille or large-prin books, mus be ranscribed ono a scannable answer documen. Verify ha here are no suden wriing asks wrien on separae shees of paper. All suden wriing asks mus be recorded on he scannable answer documen. Wriing asks submied on separae shees of paper will NO be scored. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

26 Afer esing R e c e i v i n g a n d C h e c k i n g - i n N o n s c o r a b l e M a e r i a l s F r o m e s S i e C o o r d i n a o r s Working wih maerials from one es sie a a ime, follow he seps below o check-in nonscorable es maerials: Check-in all boxes from a es sie. es sie coordinaors have been insruced o label all boxes of nonscorable maerials wih PINK preprined reurn labels ha are marked NONSCORABLE. NOE: If a es sie has no idenified is boxes wih he preprined PINK labels, complee one blank PINK reurn-address label for each box (found in he LEA s Reurn Maerials Packe) and apply a label o each box. Check he boxes o see if he es sie has compleed he SCH: BOX OF area on he label. Verify ha boxes have been packed according o he Nonscorable Maerials Packing Insrucions secion on page of his manual. Verify ha here are no scorable answer documens in he es bookles or anywhere else in he nonscorable shipmen. Wrie VOID across any answer documen ha is parially or compleely filled in if he documen is no o be scored. AHSEE dinaor LEA C Coor If you discover ha a scorable answer documen was no sen for scoring wih he scorable shipmen, DO NO place i in he box wih he nonscorable maerials. Call he CAHSEE Suppor Cener, -- for insrucions on how o reurn he documen for scoring. Using he es Sie Packing Lis and Securiy racking Form ha was received from he es sie coordinaor, verify ha all es bookles assigned o he es sie have been reurned o he LEA and ha he form accuraely records he number of bookles reurned. For any missing bookle, verify ha he missing bookle securiy barcode number is recorded on he form, and discuss he reason he bookle is missing wih he es sie coordinaor. he LEA CAHSEE and es sie coordinaor will be required o accoun for all missing bookles. Make a copy for LEA files of each es Sie Packing Lis and Securiy racking Form compleed by he es sie coordinaor. Please do no aler he preprined informaion. he Direcions for Adminisraion manual, he Direcions for Adminisraion Special es Versions manual, and his manual are no o be reurned o he CAHSEE Processing Cener and may be disposed of afer each adminisraion. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

27 Afer esing L E A I n s r u c i o n s f o r R e u r n i n g e s M a e r i a l s f o r P r o c e s s i n g Locae he Reurn Maerials Packe (small resealable plasic bag) in he LEA CAHSEE Coordinaor box. his bag conains your reurn labels and freigh bills. Do no pack more maerials in any box han were received in he box. For example, if he box shipped o he LEA conained answer documens, reurn he box wih or fewer answer documens. Oherwise, he box could break and valuable maerials could be desroyed. able summarizes he maerials ha need o be reurned o he CAHSEE Processing Cener. able. Scorable and Nonscorable Maerials Reurns LEA CAHSEE es Coordinaor SCORABLE Maerials Reurn in BLUE-labeled boxes NONSCORABLE Maerials Reurn in PINK-labeled boxes School and Grade Idenificaion Shees, color-coded for each grade and for adul sudens All grade en answer documens, including absen, previously passed, or did no aemp, o be scanned All grade eleven, welve, and adul suden answer documens wih heir appropriae SGIDs Compleed, signed Disric Packing Lis and Securiy racking Form* es Sie Packing Lis and Securiy racking Forms* Unused SGIDs es bookles, including large-prin and braille es bookles wih answers marked ha have been ranscribed ono a scorable answer documen Enlarged es maerials Audio CDs All original copies of ranscribed essays Voided answer documens LEA C AHSEE Coor dinaor *Reain copies of ALL Packing Lis and Securiy racking Forms and Invenory Forms (boh LEA and es sie) for he LEA s records. he following maerials should NO be reurned o he CAHSEE Processing Cener and should be recycled or desroyed by he LEA: LEA and es Sie Coordinaor s Manual Direcions for Adminisraion manuals Direcions for Adminisraion Special es Versions manuals he following should be kep on file a he LEA: es Securiy Breach Repor Form es Adminisraion Inciden Repor Form es Securiy Agreemens originals es Securiy Affidavis originals Invenory Form LEA CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

28 Afer esing Please reference he able on he inside back cover when scheduling your LEA s scorable and nonscorable pick-up windows. Do NO remove any pages from he answer documen because answer documens wih missing pages canno be processed. S h i p p i n g M a e r i a l s AHSEE dinaor LEA C Coor UPS Reurn Service Only. Indicae Box of (Example: Box of, Box of, ec.) on he color-coded labels: blue for scorables and pink for nonscorables. Please noe here are indicaors for boh es sie and LEA box reurns. Boh should be compleed accuraely.. You will receive UPS labels o be placed on each box of scorable maerials you are reurning o he CAHSEE Processing Cener. Accoun for all boxes and apply he reurn labels.. Confirm ha he designaed color-coded label is in he lower righ-hand corner on he op of each box being reurned, as indicaed.. Locae he UPS labels marked NEX DAY AIR (for scorable maerials) or GROUND (for nonscorable maerials). his informaion is locaed near he middle of he label.. Place he appropriae pre-addressed UPS label o he immediae lef of he designaed color-coded label. DO NO phoocopy he UPS label. UPS will no accep phoocopied labels. If maerials do no fi in he boxes provided, please ry o consolidae maerials ino anoher larger conforming box. If you do no have a reurn label for each box, call he CAHSEE Suppor Cener a --.. Do no make aleraions o he labels. UPS will no accep packages wih alered labels.. Use he direcions on he UPS label o schedule a pickup of your maerials. UPS CAHSEE color-coded label op of Box K Scorable Freigh Reurns If K is your designaed carrier for reurning scorable maerials, he bill of lading will be provided in he Reurn Maerials Packe. K will conac you o schedule a pickup. CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

29 Before esing e s S i e C o o r d i n a o r R e s p o n s i b i l i i e s s e C I o n o n e : b e f o r e e s I n g R e c e i v i n g e s M a e r i a l s a h e e s S i e es maerials are packaged and labeled by es sie. he LEA CAHSEE Coordinaor will forward he es sie maerials o he appropriae es sies in he LEA. he char below indicaes which maerials are conained in each shipmen for he es sie boxes. he following is a deailed lis of he iems ha will be packaged for each es sie. he boxes will be labeled wih he es sie name. Maerials Found Only in he es Sie Coordinaor Box Shipmen Nonsecure Maerials es Sie Coordinaor Packe (large resealable plasic bag) Packing Lis Paper Bands Reurn Maerials Packe (small resealable plasic bag) Packing Lis BLUE reurn labels for scorable maerials PINK reurn labels for nonscorable maerials School and Grade Idenificaion Shees (pre-marked) LEA and es Sie Coordinaor s Manual Blank Answer Documens Direcions for Adminisraion manuals Direcions for Adminisraion Special es Versions manuals (if any special es versions were ordered) Shipmen Secure Maerials Sealing ape (o reseal boxes for securiy purposes) es Sie Coor dina or es Sie Packing Lis and Securiy racking Form ELA es Bookles Mahemaics es Bookles Braille, large-prin es Bookles, and/or audio CDs (if ordered) Shipmen (Opional) Pre-ID Answer Documens Pre-ID Suden Roser Pre-ID Answer Documens Shipmen (Opional) Lae Pre-ID Labels Pre-ID Suden Roser Pre-ID Labels CAHSEE LEA AND ES SIE COORDINAOR S MANUAL

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