District Testing Guidelines

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1 Assessment and Accountability District Testing Guidelines W. Glenwood Tyler, Texas / Johnita G. Martin Director Max Gregory Coordinator of State Assessments Tamara Moss Administrative Assistant

2 TABLE OF CONTENTS Access to Forms Access to District Calendar District Testing Coordinator Duties Campus Coordinator Duties Test Administrator Duties Tyler ISD Testing Policy Document Retention Policies District Cell Phone Policy Student Cheating Policy Emergency Procedures During Testing

3 Access to Testing Forms and District Calendar All testing forms are accessible in SharePoint. Below you will find directions to access SharePoint and documents. Log into the Tyler ISD website Choose Curriculum Tab Choose C&I SharePoint Choose C&I Support Choose Assessment and Accountability Documents and Templates All testing forms located HERE

4 District Testing Coordinator Steps in Planning 1- Prepare for STAAR/EOC/TAKS Administrations Attend required District Testing Coordinator training prior to campus training or receipt of testing materials. Read DTC manual and all testing manuals. Review and sign DTC oath. Coordinate with principals to designate campus coordinators. Verify sites for secure testing materials on each campus. Schedule and conduct campus coordinator training. Provide campus coordinators with district calendar for training and ordering/shipping. Conduct training for NEW campus testing coordinators -September Before each administration review advance materials lists and send to campus coordinators. Prepare inventory documents for materials received. Verify that all testing boxes have arrived and distribute to campus coordinators. Review district coordinator packet. Verify receipt of all secure test boxes; distribute to campus coordinators. Verify contents of secure boxes; resolve shortages. Order additional materials for district. Receive and distribute precoded materials. Place information on district website notifying parents of upcoming testing. Prepare for make-up testing. 2 Monitor STAAR/EOC/TAKS Administrations Ensure proper testing procedures. Answer questions and resolve problems. Visit as many testing rooms/campuses as possible. Complete monitoring log. Develop standardized forms for testing procedures and to minimize irregularities Establish and monitor FIRST HOUR checks 3- Return Testing Materials Direct the collection of scorable materials in the district. Receive scorable materials from campus coordinators; verify counts. Prepare district materials for shipping. Direct the collection and return of nonscorable materials. Make sure security oaths are signed and returned Verify campus coordinators have filed administration records required for retention.

5 Campus Testing Coordinator Steps in Planning 1- Prepare for STAAR/EOC/TAKS Administrations Attend Campus Coordinator training, which is required before test administrator training or receipt of testing materials. Read DTC manual and all applicable testing manuals for campus level. Review and sign Campus Coordinator oath. Determine estimated number of tests to be administered on your campus. 2- Identify students who will participate in testing. Determine what tests are being administered this testing cycle. Use district calendar as a reference Determine what grade levels will be testing this testing cycle. Use district calendar as a reference Determine how many students are to be tested or retested at each grade level. Coordinate with special population teachers what tests students will need. Determine which special programs need to be considered this testing cycle: special ed, 504, dyslexia, LEP/ESL. Verify testing lists. Verify accommodations are correct and up-to-date. Submit ARF s if needed to DTC for review and submission 2- Prepare for testing Attend training for Test Hound Use TestHound to manage testing materials. Verify information on precoded labels or answer documents. Prepare secure, locked location for receipt of testing materials. Designate trained personnel who can transport or receive secure testing materials in your absence. Inventory secure and nonsecure materials immediately upon receipt. Notify DTC by of completeness of shipment. Determine if received materials are sufficient for your campus needs; order additional materials if needed. Gather other materials needed for testing: testing signs, dictionaries and/or thesauruses, math and science charts, calculators, pencils, highlighters, etc. SEE SHAREPOINT for testing materials. Gather materials needed for accommodations: calculators, covered overlays, placemarkers, etc. Select testing rooms.

6 4- Prepare for training Select test administrators in coordination with the campus principal. Determine the test schedule for each day of testing. Plan for how you want to handle late arriving students, lunch for students still testing, breaks, student who become ill, students who become disruptive, students who cheat or use a cell phone, new students, test administrator breaks, turning off bells during testing, supervision of halls and restrooms, procedures for students who finish early, emergency situations, etc. Include these scenarios in your training. Prepare a checklist of test administrator duties to use during test administration. Schedule test administrator training and notify teachers. Distribute test administrator manuals far enough before training that they have ample time to read them and make a list of their questions. Conduct test administrator training. Have each person attending training sign-in to verify training. Train as many people as possible. Have each test administrator sign/initial the appropriate oath; the principal(s) should attend training and sign the principal s oath. Cover all procedures for testing, including taking attendance, absences, and special situations noted above. Provide make-up training sessions for those who missed the original training. Provide additional training to special situation administrators: SOA; STAAR-L; STAAR-A; Extra Time Prepare for make-up testing. 5- Prepare test sites Visit each testing room and check for comfort, seating, AC/heat, etc. Ensure that bulletin boards and wall displays in the testing room and in the hallways are covered or removed. Verify testing lists and accommodations again. Check for new students; prepare answer documents if needed. Prepare testing rosters. Post testing signs at all entrances in the testing area. Have monitors or staff control access to testing areas. Provide copies of testing rosters to office personnel for use in locating students during testing. Notify students where they will be testing.

7 6- Organize test materials for distribution, testing, and collection Prepare test administrator packets/boxes/baskets. Complete Test Hound room rosters) to document where tests are to be given and for distributing and collecting testing materials. Have test administrators count tests and check security numbers at checkout. Provide any last minute instructions to test administrators. Within the first hour of testing, visit every testing room to verify students are taking the correct test. FIRST HOUR CHECKS Call in first hour checks update to the Assessment Department Complete the Monitoring Log to verify test administrators are actively monitoring and following prescribed testing procedures. Initial your receipt of testing materials on Test Hound Room Rosters when testing is completed (after you count and verify all materials are accounted for). Have teachers sign second portion if oral administration was given. Check materials received against inventory documents to ensure all materials have been returned. Supervise make-up testing if applicable Prepare answer documents: score codes, tests taken, accommodations, and form numbers. Verify that there is an answer document for every enrolled student in the applicable testing grades. Prepare header sheets. Have another trained person double check answer documents for proper coding. Organize test booklets by grade and test. Compile all required testing materials into the folder for that test administration. Refer to Document Retention Procedures for list.

8 TEST ADMINISTRATOR STEPS IN PLANNING 1- Prepare for Test Administrations Read manual Attend training for each test administration. Sign oath. Check assigned testing room to be sure all displays and bulletin boards are removed or covered and that room is test ready. 2- Administer State Assessment Count test materials and sign them out daily. Maintain security and confidentiality of test materials while in your possession. Seat students. Complete seating chart. Check roll and report absentees to office. Collect all electronic devices. Read the district cell phone policy to students. Hang testing sign. If applicable, clear calculators before and after testing. Hand test booklet and answer documents to each individual tester. Do not administer a test to a student who is not in your list or a student who does not have an answer document. If in doubt, contact your Campus Coordinator before proceeding. Provide accommodations for eligible students. Administer tests in accordance to regulations and instructions in manuals. Read all instructions to the students word for word. Students should write the test booklet number and form number (if applicable). The name and demographic bubbles on precoded documents or documents with sticker labels should be left blank. Answer questions about directions only. Actively monitor students. Do not read or work on your computer. Walk around the room. Be aware of students who are not working or students who are not reading the questions. Document these students. Remind students periodically to bubble their answers on their answer documents. Report any questionable or unusual activity to Campus Coordinator immediately. Provide breaks as needed; maintain test security. If testing goes into lunch, take up tests from students individually and lock them up; either stay with students during lunch or ensure a trained person stays with them during lunch to maintain test security (students cannot talk about test). Record time on seating chart. If students change test rooms, take up test materials individually and escort students to next testing room. Students may not talk. Must stop time / must continue time when student continues testing in the alternate test location

9 When students turn in test materials, inspect answer document to be sure student has bubbled his answers on the answer document. Students must clean up answer documents of stray marks Follow campus plan for students who finish early. Maintain quiet in room until all students have completed and turned in their tests. 3- Return test materials Make sure the student s name is on the test booklet. Count and verify you have all of your test materials. Return testing materials to Campus Coordinator as soon as testing is completed. Sign second part of oath and OA section, if applicable. Turn in to Campus Coordinator.

10 Tyler ISD POLICY ON TEST INTEGRITY AND TEST SECURITY PROCEDURES The Tyler Independent School District shall comply with all procedures established by TEA in its annual test administration manuals with regard to test security and confidentiality. The Director of Research and Accountability and Coordinator of State Assessment shall be responsible for ensuring that: Procedures are developed to assure the security and confidentiality of state assessments are in compliance with all requirements established by TEA District and campus testing personal are trained in test security and confidentiality, as well as test administration procedures, in accordance with TEA s published requirements Any violation of the state s security or confidentiality procedures is reported to TEA in accordance with established procedures TEA s Test Security Supplement shall serve as the best practices document to guide the district in the implementation of this policy.

11 DOCUMENT RETENTION PROCEDURES 2015 The following must be kept by the DTC for one year: Documentation of Campus Coordinator Training for each administration Inventory and Shipping Records for each administration (Packing lists, documentation of materials loaned to another district) All Oaths Online Module Certificates District Inventory Control Forms Testing irregularity and investigation documentation District Monitoring Forms Other and Absent Form per test administration The following must be kept by the CTC for one year; DTC keeps records for five years. Documentation of Test Administrator Training for each administration Inventory and Shipping Records for each administration Campus Inventory Control Forms Material Control Forms Seating Charts TELPAS Rating Form Special Ed Rosters/Testing & Accommodation Rosters Testing irregularity and investigation documentation STAAR-ALT local observation data forms must be kept in locked testing file The following must be maintained in student folders by the CC for two years: TELPAS Writing Collections The following must be maintained in student folders by the CC for one year: Documentation of the validity and reliability procedures for TELPAS Signed Student Rating Rosters Designate a locked filing cabinet for all testing materials and file after each administration.

12 District Cell Phone Policy (as it relates to testing) Tyler ISD allows students to have cell phones as long as they are not used during instructional time. Because cell phones pose a possible disruption to the testing environment and because some features may compromise the integrity and security of the test, test administrators will collect cell phones when students enter the testing room. Each student will be asked to turn the phone off and to put his name on his phone. The phone will remain in the teacher s possession until the campus has completed testing for that day. If a student fails to turn in his cell phone and the test administrator sees the phone out while any student is still testing, the phone will be confiscated, parents will be notified, and the student will be referred for disciplinary action. If the student who has taken out his phone is still testing, the test administrator will determine if the student has compromised his test. The campus coordinator will be called to help determine the student s testing status. Once the determination has been made and documented, the student will either resume testing because security had not been compromised, or he will not be allowed to finish testing. All cell phone violations must be reported to the campus coordinator, district testing coordinator, principal.

13 SCHOOL ANNOUNCEMENTS FOR TESTING Cellular Phones & Other Electronic Devices TISD Student Code of Conduct Week Before Testing: In your campus announcements, inform students of cell phone and electronic device policy in Student Code of Conduct page 9 Sample Announcement Test security is an important component of the state testing program. STAAR(TAKS) and other required tests will be administered next week. For testing, cell phones must be left at home or turned off and locked in a school locker/car/etc. on the days of testing. Students who forget to leave their phones at home will be required to turn in their phones before testing begins or risk possible disciplinary action and invalidation of test results. Cameras, i-pods, calculator watches, handheld electronic organizers such as palm pilots, and other electronic devices are also prohibited Week of Testing: Remind students of cell phone policy in your campus announcements. Sample Announcement This week is the STAAR (TAKS) test. It is the responsibility of all test administrators to ensure the best possible testing environment. Cell phones and other electronic devices are not allowed in testing rooms. You must leave your phone at home, lock it up in a secure location, or turn it in prior to testing. Students will not be allowed to bring cell phones into testing rooms. Cameras, i-pods, calculator watches, handheld electronic organizers such as palm pilots, and other electronic devices are also prohibited. SCRIPT FOR TEST ADMINISTRATORS TO READ BEFORE TESTING BEGINS READ EACH TESTING DAY SAY: Cell phones are not allowed in the testing room. Neither are cameras, i-pods, calculator watches, handheld electronic organizers such as palm pilots, nor other electronic devices. If you have a cell phone or any other electronic device with you, please raise your hand. I will ask you to write your name on a piece of paper and tape it to your belongings. Your property will be kept in a secure location. You may pick up your property at the end of the testing session. Let me assure you that you will NOT be in trouble for having any of these devices, and you WILL be able to get your property back at the end of the test session. Students who do not turn in electronic devices at this time may be subject to disciplinary action and possible invalidation of their test results. Again, you will not get in trouble for having your cell phone or other electronic device with you, but you must

14 turn it in now so you do not risk having your test results voided and receiving no score on the test. Please check again to be certain that you do not have a cell phone or any other type of electronic device in your pocket or purse before we begin the test. If you do, please raise your hand. If you are wearing a watch with an alarm, please check now to be sure that the alarm will not sound during the test. Wait to be certain that all students check to be absolutely sure that they do not have a cell phone or any other type of electronic device in their possession which could compromise test security or create a disruption during testing. Be sure that each student writes his/her name on a sticky or piece of paper and attaches it to his/her belongings so that the property may be returned to the correct owner. Check to be certain that phones and other devices are turned completely off. Phones and other devices may be returned when all testing is complete. Test administrators should also check to be certain that their own cell phones are either off or in silent mode during testing and that classroom telephones have been silenced.

15 Student Cheating Policy (as it relates to testing) If cheating is determined, student s test MUST be invalidated by the district. Additional disciplinary action may be taken at the campus level. Documentation of disciplinary action MUST be forwarded to the DTC. Submission of an incident report will be necessary only if the district determines that testing personnel contributed to, caused, or did not detect the cheating due to inadequate monitoring or another error. Report cheating to your Campus Testing Coordinator, the Campus Testing Coordinator will then report to the District Testing Coordinator. Local determined disciplinary action form MUST be completed and turned into the assessment department. It may be found online in the Sharepoint documents.

16 Emergency Procedures During Testing The following information is provided as guidance to you in the event of an emergency during testing. Remember that the first priority is always student safety! If there is a called lockdown on campus: Stop and record time Have the students place their answer documents inside their test booklets. Collect all the test booklets. If possible, secure the booklets in a locked desk, cabinet, or file. If not, keep the tests in your possession. Stay with your students and monitor to make sure no one discusses the test. Once the lockdown has been canceled, wait for instructions from the Campus Test Coordinator before resuming the test. If there is a power failure during the test period: Stop and record time Have the students remain in their seats without talking until test administrators are given flashlights. Have the students place their answer documents inside their test booklets. Close the books. Collect all the test booklets. Stay with your students and monitor to make sure no one discusses the test. If possible, secure the booklets in a locked desk, cabinet, or file. If not, keep the tests in your possession. Once the power failure has been resolved, wait for instructions from the Campus Test Coordinator before resuming the test. If a school emergency occurs that calls for a site evacuation, such as a bomb threat, fire alarm, or tornado: Follow school procedures. Stop and record time Students should leave their tests where they are and go quietly outside or into the hallways, as school policies dictate. The test administrator should carefully monitor the students to make sure no one discusses the test. Only if time allows and it is safe to do so, pick up the test booklets and place in a secure place. If school policy allows it, lock the classroom door to provide test security in an emergency. Wait for instructions from the Campus Test Coordinator or principal before resuming the test If the school emergency prevents students from resuming testing: Keep the test booklets and answer documents in a secure location. The CTC will contact the District Test Coordinator, who will contact TEA for further instructions.

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