schley county testing procedures manual -...

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SCHLEY COUNTY SCHOOLSTESTING ADMINISTRATIVE PROCEDURAL

MANUAL

2015-2016

Carey W. Wooten, System Testing Coordinator

Schley County Schools- July 2015

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Table of Contents

Schley County Assessment Calendar …………………………………………………p. 3

Student Assessment in GA Schools ………………………………………………….p. 4

GA Student Assessment Program Responsibilities …………………………………..p. 4-5

Code of Ethics Guidelines for Student Assessment …………………………………..p. 6

Georgia Milestones Assessment System………………………………………………. p.7

Test Security Information for School Test Coordinators/Teachers/Examiners………..

p. 8-11

Roles and Responsibilities……………………………………………………………..p. 12-16

Assessment Procedures………………………………………………………………..p. 17-27


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Schley County Schools 2015-2016 Testing Calendar

Test Administration Date Grade(s)SLO August 1-November 16, 2015 Grades 4-12

PSAT October 14, 2015 Grades 9-11

GA MillestonesEOC (winter) Nov. 30, 2015-Jan. 8, 2016 Grades 9-12GA Milestones EOC (spring) April 25-June 3, 2016 Grades 9-12

GA Milestones EOG April 4-May 6, 2016 Grades 3-8

GAA (Ongoing) Sep. 1, 2015-March 25, 2016 Grades 3-12

ACCESS for ELLS January 19-March 4, 2016 Grades K-12

GKIDS Ongoing Grade K

AP Exams May 2-13, 2016 AP Students

SLO April-May, 2016 Grades 4-12


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Student Assessment in Georgia Schools

Georgia relies on state-mandated assessments as a key component of the state accountability program as well as using the test results to fulfill national requirements for educational accountability. For reliable and valid reporting, tests must be administered fairly and ethically. In the pursuit of fair and ethical testing for all stakeholders of Georgia, the following areas shall be addressed before, during, and after testing.

Test Security – Test materials shall be secured before, during, and after testing and scoring to ensure fair assessment of all students.

Test Preparation – The test should reflect the curriculum being taught, and should be developmentally appropriate for the age and level of the test-taker. Teachers should be trained on proper administration procedures and testing practices.

Test Administration – Policies and procedures should be developed to implement fair and ethical testing procedures and practices. All eligible students should be assessed.

Test Data – Test scoring should be reliable and valid. Test data interpretation shall be appropriately given to stakeholders. Curriculum improvement should be guided by adequate data analyses.

Georgia Student Assessment Program Responsibilities

Standardized test results are the basis for many reports and accountability measures. Because of the priority it plays in national and state expectations, the administration of tests shall be held to the Code of Ethics. An essential component is that all personnel perform their assigned responsibilities to maintain test integrity and for the process to be appropriately implemented.

Superintendent – The Superintendent has ultimate responsibility and accountability for all testing activities within the local school system.

Develops local policies and procedures based on Georgia Department of Education guidelines and test publisher’s directions to maintain test security.

Supervises and monitors Principals to ensure that they fulfill their responsibilities for the administration of tests.

Ensures that all personnel involved with testing receive training on appropriate test administration, policies, and procedures including accommodations for each assessment given.

Informs the local Board of Education, state test coordinator and Professional Standards Committee (PSC) of any breach of security by employees of the system.

Principal – The Principal has ultimate responsibility and accountability for all testing activities within the local school.

Ensures test security within the school building Ensures distribution of test materials occurs immediately prior to administration. Supervises all testing activities


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Ensures that all school personnel have been appropriately trained on test administration, procedures, and policies, including accommodations for each assessment given.

Ensures that accommodations have been given to only those students who appropriately need accommodations and have documentation of such need.

Implements system’s testing policies and procedures and establishes local school policies and procedures to ensure all students are tested fairly and appropriately.

Reports immediately any breach of security to the Superintendent.


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Code of Ethics Guidelines for Student Assessment

The chart below provides guidance for sanctions of Ethics violations by educators. The sanctions (1, 2, 3, 4, & 5) listed below are intended to be progressive. Repeated violations have escalating consequences, which shall include additional sanctions at the local system level. Proposed sanctions are as follows:

1. System Reprimand 2. PSC Reprimand 3. PSC Suspension w/out pay 4. PSC Revocation 5. PSC sanction based on situation

Before the Test Session – It is Inappropriate and Unethical to: Sanctions1. Reveal all or any part of the copyrighted tests to students or others, in any manner, oral or written,

prior to test administration unless directed by DOE.3-4

2. Use of test items and prompts prior to administration for instructional purposes. 33. Discourage students from putting forth optimal effort based on purpose of the test. 1-2-34. Review or provide answers to test questions. 3-45. Possess unauthorized copy(ies) of state tests. 3-46. Reclassify student solely for the purpose of avoiding state testing. 3-4

During the Test Session – It is Inappropriate and Unethical to: Sanctions7. Vary from the directions outlined in the administration manual (i.e. time, reading verbatim, etc.). 1-2-3-48. Read any parts of the test to students except where indicated in the directions (i.e. unless indicated

by an IEP, IAP, or TPC).1-2-3-4

9. Fail to provide state approved accommodations as prescribed in a student’s IEP, IAP, or TPC plan or provide accommodations that are not included in the IEP, IAP, or TPC plan.

1-2-3-4

During the Test Session – It is Inappropriate and Unethical to: Sanctions10. Interpret, explain, or paraphrase the test items. 1-2-3-411. Define or pronounce words used in the test. 1-2-3-412. Coach (comments or gestures of any kind) students during the test, including remarks about

quality or quantity of student work.2-3-4

13. Provide answers to test questions. 3-414. Reveal all or any part of the copyrighted tests to students or others, in any manner, oral or written,

prior to test administration unless directed by DOE.3-4

15. Use of test items and prompts prior to administration for instructional purposes. 316. Fail to provide an appropriate testing environment (e.g. instructional materials removed/covered). 1-2

After the Test Session – It is Inappropriate and Unethical to: Sanctions17. Make inaccurate reports, unsubstantiated claims, inappropriate interpretations, or otherwise false

and misleading statements about the assessment. 5

18. Discuss test items or answers. 1-2-319. Erase or change student answers. 3-4

At Any Time During Test Administration – It is Inappropriate and Unethical to:

Sanctions

20. Not account for all secure test materials as provided by the school test coordinator at any time during test administration.

3-421. Compromise the integrity of the assessment. 522. Fail to report possible ethical violations by any professional. 5

** “Test session” means any time during the test administration process. This could include training sessions, test sessions over multiple days of the same test, or the time following test administration when materials are still in the school buildings/system.

In the event of a violation of Code of Ethics for Testing, the PSC may, in accordance with its rules, impose any one or more of the following: Reprimand, Suspension, or Revocation.


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The Georgia Milestones Assessment SystemThe Georgia Milestones Assessment System (Georgia Milestones) is a comprehensive summative assessment program spanning grades 3 through high school. Students in grades 3 through 8 will take an end-of-grade assessment in each content area, while high school students will take an end-of-course assessment for each of the eight courses designated by the State Board of Education.

Features the Georgia Milestone Assessment System include:

open-ended (constructed-response) items in language arts and mathematics (all grades and courses);

a writing component (in response to passages read by students) at every grade level and course within the language arts assessment;

norm-referenced items in all content areas and courses, to complement the criterion-referenced information and to provide a national comparison; and

transition to online administration over time, with online administration considered the primary mode of administration and paper-pencil as back-up until the transition is complete.

Content Areas and Grades Tested

Students in grades 3 through 8 will take an end-of-grade assessment in the content areas of language arts, mathematics, science, social studies. These tests are administered towards the end of the school year, typically in April or early May. Each school district selects a local testing window from within the state designated timeframe to administer the end-of-grade measures.Students at the high school level will take an end-of-course assessment in the following ten courses:Language ArtsNinth Grade Literature and CompositionAmerican Literature and CompositionMathematicsAlgebra I (Beginning Winter 2015)Geometry (Beginning Winter 2015)Coordinate AlgebraAnalytic GeometrySciencePhysical ScienceBiologySocial StudiesUnited States HistoryEconomics/Business/Free Enterprise


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TEST SECURITY INFORMATION FOR SCHOOL TEST COORDINATORS/TEACHERS/EXAMINERS

This section on security includes information that applies to both test coordinators and teachers. This information is intended to help teachers understand the procedures that test coordinators use to inform them of their responsibilities.

The need to be very careful regarding test security is critical. Test coordinators should be certain that they are aware of their responsibilities and have made everyone who assists them with test administration aware of his/her responsibilities. Staff members who are not involved in testing should also be aware of the school’s responsibility for test security. Paraprofessionals, custodial staff, and others in the school who may be in classes during testing or may be in the area where tests are stored, even though they do not have direct access to tests, should be aware of security rules.

Situations may arise which call for unplanned reactions. New questions may arise about what can and what cannot be done in relationship to testing issues. Therefore, test coordinators may have to make decisions on what actions should result. Attempting to analyze each situation by asking the following questions may help to decide the proper action to take:

Could this possibly give one student an improper or unfair advantage over others?

Could this possibly give one teacher’s class an improper or unfair advantage over others?

Could this possibly give a student or teacher advance knowledge of the test?

Could this possibly be considered as teaching a child a small amount of information that is known to be on the test, or is very likely to be on the test, rather than teaching skills and the entire curriculum for the subject area to be tested?

Could this possibly be considered unethical or a violation of board rule, professional teaching practices, the provisions in the GaDOE Student Assessment Handbook, or the instructions in the Examiner’s Manual?

If the answer to any of the above was yes, then the action would be improper and should not be taken. This does not mean that teachers should not prepare students for standardized tests. They could have a daily review of skills or concepts that are to be tested. They should also be taught appropriate test-taking skills. Teachers should contact the School Test Coordinator for any questions about testing issues. If an answer is not readily available; one will be obtained from the GaDOE by the System Test Coordinator.

Following is a list for consideration prior to testing. The list should not be considered all-inclusive.


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Must Do:

Contact the School Test Coordinator if any question arises about tests or test security. The school principal must also be made aware of any issues involving testing or test security.

Keep all testing materials stored in a secure place accessible only by the principal and the test coordinator. The GaDOE recommends that tests be stored in a locked cabinet in a locked room. If an adequate number of locked cabinets are not available then test materials are to be stored in a locked room to which only the principal and test coordinator have access. Restricted access should be confirmed prior to receipt of test materials.

Be certain that everyone involved in the testing process has been properly trained and informed of responsibilities in the area of test security. Provide sign-in sheets and rosters as well as training agendas. Attendance at training must be mandatory and well-documented. Untrained examiners must not be allowed to test.

Be certain that all materials issued to persons administering tests are counted carefully when given out and when returned. Keep a daily log of checkout times and return times. If a problem occurs, notify the School Test Coordinator immediately.

Distribute testing materials as close to the actual testing time as possible.

Be certain that all persons receiving materials sign a checkout sheet when they receive the materials. This sheet should show date and time.

Make certain that all materials are returned immediately after the testing session. Teachers are responsible for turning them in and coordinators are responsible for verifying that they do.

Be certain all persons returning materials sign a check-in sheet. This sheet should show date and time.

Be certain that materials are issued only to persons who have been carefully advised of their responsibilities for test security. Only staff members who have been trained on the proper management of secure test materials should handle such materials.

Follow instructions in the test manual exactly. This is very important because manuals change each year. Not doing so can invalidate test scores.

Be certain that the test coordinator, principal, or principal’s designee is present when demographic data (name, student number, etc.) is entered on test booklets for grades K-12 if this is done in advance. This should be done in a central and well supervised location.

Take down or cover any content materials displayed in the classroom if the item could provide assistance to students during the test.

Teachers should collect and turn in to the School Test Coordinator any scratch paper used during a standardized test and the School Test Coordinator should destroy it. Scratch paper must not be used for a test if the test directions do not allow it.


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Teachers should notify the School Test Coordinator of any problems that occur during testing. School Test Coordinators should immediately notify the principal in writing of any problems and then notify the System Test Coordinator. If necessary, the System Test Coordinator will notify the GaDOE.

Make certain that everyone involved in testing in any manner is aware of the items in this list and the list below.

Make certain that everyone involved in testing is aware of professional practices and the consequences of violations.


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Must Not Do:

Allow anyone to see test forms for any state-mandated test before they are administered—not even for a brief look regardless of the reason.

Copy tests or test materials in any way—no photocopies, no handwritten copies, no notes may be made about test content, including secure GAA portfolio entries.

Allow anyone else to copy tests, testing materials, or make notes about test content.

Keep tests or testing materials at the end of the testing session or the assessment window.

Give students the answer, or any clues to the answer, to any test item.

Make notes about test content during test administration.

Use any information about actual test items, regardless of how it is obtained, to help students prepare for the test. Such information may not be shared with anyone for any purpose. This does not include appropriate sample test items or practice materials.

During instruction, teach a particular problem or bit of information because it is known to be on the test. (This does not mean that skills and concepts, which are listed in the objectives or on test profiles, should not be emphasized—they should be.)

Add anything to, or delete anything from, the directions in the test manual. This violates standardized test conditions and may invalidate scores. Directions may be clarified.

Discuss test items or actual test content with anyone at any time. This does not prohibit discussions about test objectives, test profiles, test results, or test preparation.

Select and distribute test materials, test forms, writing prompts, etc. in a manner designed to provide a student/group of students with an advantage over others.

Alter or interfere with a student’s responses.

Remove secure test materials from their secure storage location for reasons other than the preparation of materials for testing, actual test administration, and the completion of tasks prescribed by test administration manuals or the Student Assessment Handbook.

I received a copy of this three-page document (Test Security Information for School Test Coordinators/Teachers/Examiners) and understand that I am required to be aware of its contents and to share this information with everyone who assists me with testing.

Name: _________________________________________ Date: ______________________

Roles and Responsibilities


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The successful implementation of the statewide student assessment program requires a concerted effort by many individuals at the local level. General responsibilities are described below. More detailed responsibilities are listed on the following pages.

NOTE: The failure of any personnel to assume the responsibilities described herein may result in testing irregularities and/or invalidation of scores. Additionally, failure to assume responsibilities may affect professional certification status.

Superintendent:

1. Has ultimate responsibility for all testing activities within the local school system. 2. Appoints the System Test Coordinator3. Supervises Principals and System Test Coordinator to ensure that they fulfill their

specific responsibilities for the administration of tests.4. Maintains contact with System Test Coordinator to become thoroughly informed of all

testing activities.5. Conducts investigations of reported testing irregularities (e.g. student cheating, unethical

professional conduct). Reports unethical professional conduct to the Educator’s Division of the PSC.

6. Monitors testing activities in the local school system to guarantee compliance with regulations established by the State Board of Education and current legislation.

7. Informs local board members, parents, and other citizens about requirements pertaining to statewide testing.

8. Ensures that appropriate local personnel attend GaDOE workshops concerning state assessment programs.

9. Reviews and returns verification forms to the Office of Assessment and Accountability at the GaDOE by the due dates.

10. Approves all special administrations.11. Informs citizens residing within the local system’s area concerning the collective

achievement of enrolled students by school and system.12. Ensures that local calendars are planned so that all tests are administered according to the

state-published testing calendar.

System Test Coordinator:

1. Coordinates all test administration activities within the school system.2. Serves as liaison between the system and the GaDOE for all testing administration

activities.3. Assumes responsibility for carrying out the approved plan for administration of all tests.4. Furnishes all information and submits all forms required by the GaDOE by specified

dates.5. Orders special format tests (Braille or Large Print)6. Receives test materials from GaDOE at a designated time and place and maintains them

in a secure location.


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7. Reviews and follows all procedures in all administration manuals and is familiar with administrators’ roles and proctors’ roles.

8. Adheres to test dates, time schedules, and specified instructions set by GaDOE.9. Ensures that each test setting (room) is suitable, has an assigned examiner, and has the

appropriate number of proctors.10. Accounts for all test materials delivered to LEA and for the disposition of specific

materials.11. Attends statewide testing program meetings.12. Arranges schedule for staff to monitor schools during testing sessions.13. Ensures that all system/school personnel involved in test administration, including School

Test Coordinators, Examiners, Proctors, the system Special Education Director (on administration of GAA), the ESOL Coordinator (on administration of ACCESS for ELLs), and any others who have responsibilities related to testing and/or testing materials are trained on proper testing procedures.

14. Maintains a portfolio of all training session materials and rosters of attendees.15. Answers questions of all School Test Coordinators and Principals and makes decisions

regarding testing when appropriate.16. Ensures that School Testing Coordinators account for all students in terms of testing

requirements.17. Ensures strict test security and reports to Superintendent concerning testing irregularities

(e.g. student cheating, unethical professional conduct).18. Communicates to the Assessment Administration Division when testing irregularities

occur.19. Distributes test results to the Superintendent and to the schools in a timely manner and

ensures that students are informed of the expected date for the return of test results.20. Interprets test results to school personnel and appropriate others.21. Ensures that local calendars are planned so that all tests are administered according to the

state-published testing calendar that provides testing dates for current and future academic years.

22. Ensures that students, parents, and the general public have access to information concerning all test administrations and utilization of test results.

23. Works with system personnel to communicate to parents of students with IEPs, IAPs, and ELL/TPC plans pertinent information regarding all statewide assessments.

24. Facilitates the transfer of GAA portfolios when students withdraw from or enrolls in the school system.

Principal

1. Has ultimate responsibility for testing activities in the local school. 2. Ensures proper environment for test administration. 3. Ensures that all testing sites are appropriately prepared: adequate student workspace,

proper lighting, good ventilation, sufficient number of desks in good repair, instructional materials (e.g., posters, word walls, etc.) removed or covered, etc.

4. Ensures that the test accommodations identified in students' IEPs, IAPs, and ELL/TPC plans are provided for each student as specified.


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5. Ensures that testing sites are free of interruptions during test administration (e.g., intercom messages, visitors, wandering students).

6. Designates a School Test Coordinator to coordinate the testing program. 7. Assigns personnel to serve as Examiners and Proctors. 8. Arranges appropriate schedules for teachers who will be Proctors and Examiners and for

those who will be teaching other students not involved in testing. 9. Informs students and parents/guardians about the purpose of testing, dates and times for

testing, and expected dates for return of test results (see Test Preparation section). 10. Creates an atmosphere in which all staff members know that their cooperation is needed

and expected for successful test administration. 11. Advises School Test Coordinator, Examiners, and Proctors if emergency situations arise. 12. Monitors the administration of tests. 13. Supervises all testing activities to ensure strict test security. 14. Maintains test materials in a secure location, with restricted access. 15. Notifies System Test Coordinator of testing irregularities and provides explanation of

circumstances. 16. Ensures that local calendars are planned so that all tests are administered according to the

state and system published testing calendar. The state calendar provides testing dates for the current and following academic years.

17. Monitors test preparation activities to ensure that secure testing materials are not misused.

18. Verifies all special education teachers have been trained to administer the GAA. 19. Verifies all ESOL teachers have been trained to administer the ACCESS. 20. Verifies all kindergarten teachers have been trained to administer the GKIDS. 21. Validates the content and procedures of students’ portfolios by signing the GAA

validation form. 22. Reviews and returns the Principal’s Certification Form to the System Test Coordinator

after each administration.

School Test Coordinator

1. Receives test materials from System Test Coordinator and verifies numbers received. 2. Determines the number of test booklets to be assigned to each testing site and accounts

for material distribution and return. 3. Prepares all testing sites. 4. Assists Principal in assigning Examiner(s). 5. Assigns Proctors appropriately in accordance with state guidelines. 6. Accounts for the security of all test materials during the time the materials are in the

building. 7. Ensures all materials are stored in a secure, locked location with restricted access.

Confirms access is restricted by accounting for keys. 8. Conducts orientation and training sessions for Examiners and Proctors. 9. Adheres to system testing schedule. 10. Distributes test materials to and collects from each Examiner on the testing days.


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11. Ensures Examiners sign out (date and time) materials each testing day shortly before testing begins each day.

12. Ensures Examiners return (sign, date, and time) materials immediately after testing each day.

13. Provides each Examiner with a list of student FTE and GTID numbers. 14. Gives Examiners extra No. 2 pencils, pens for writing tests, and resource materials, if

appropriate. 15. Accounts for all students in terms of testing requirements. 16. Notifies Principal and System Test Coordinator of any emergency situation and helps to

decide what action needs to be taken. 17. Coordinates and supervises inspection of all completed answer documents before

delivering them to the System Test Coordinator. 18. Counts materials returned from Examiners each day and accounts for all materials

distributed each day of testing. 19. Packages and returns materials to System Test Coordinator according to directions and

time line. 20. Notifies Principal and System Test Coordinator of any testing irregularities and provides

explanation of circumstances. 21. Maintains dated student sign-in/sign-out sheets for each GHSGT administration. 22. Ensures that students have only one opportunity to test during each window.

Test Examiners

1. Participates in training. 2. Reviews and follows all procedures in handling all administration materials. 3. Counts materials prior to testing and after testing to verify accuracy. 4. Ensures the security of test booklets while they are in the testing site before, during, and

after testing. 5. Ensures the accuracy of student FTE and GTID numbers on each answer document. 6. Provides No. 2 pencils, erasers, pens for writing tests, and resource materials (if

appropriate). 7. Follows procedures for testing as given in Examiner's Manual, including reading all

directions to students. 8. Maintains control of testing situation and keeps students on task. Examiners should

actively circulate and monitor students throughout the testing session(s). 9. Allows no student to leave the test room unless there is an emergency. 10. Counts and verifies all testing materials each day prior to dismissing students. 11. With administrator supervision, at the conclusion of testing, inspects answer documents

to ensure that all information is correctly bubbled in the appropriate places. 12. Checks to see that all students have entered and bubbled in the test form number correctly

if one is required. 13. With administrator supervision, inspects answer documents for stray marks at the

conclusion of testing. 14. With administrator supervision, completes or verifies student information on answer

documents.


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15. Completes State Required Codes (SRC) on answer documents. 16. Returns all test materials to School Test Coordinators immediately after testing each day,

including special format tests, such as Braille or large print. 17. Ensures that no content-related instructional materials are displayed in the testing site.

Charts, diagrams, and posters should not be visible. Chalkboards should be free of any writing except for test procedure information. Electronic devices are not allowed in the testing site.

* Certified educators (teachers, counselors, administrators, paraprofessionals) must administer all assessments. Educators without Georgia certification from the Professional Standards Commission may not administer state assessments. * The term Examiner refers to the person administering the assessment.

Proctors

1. Participates in training. 2. Assumes responsibility for assigned students. 3. Monitors a specific area if a large testing site is used. 4. With Examiner supervision, assists in preparing test materials for distribution to students

in a classroom on days of testing. 5. Ensures that desks are clear of everything except test materials. 6. With examiner supervision, assists in distributing and collecting classroom test materials. 7. With examiner supervision, answers questions regarding test procedures but does not

explain items or answer any questions regarding the content of the test. 8. Remains in testing site during entire testing time. 9. With Examiner supervision, observes students during test to monitor that they are: (a)

marking answers completely and correctly; (b) choosing only one answer per item; (c) marking answers which have the same number as the corresponding item number in the booklet; (d) using only specified test materials; (e) not using calculators unless permitted on specific subtests; and (f) using appropriate materials such as correct test forms and answer documents. Reports student actions to examiner immediately.

10. Reports any unusual circumstances to Examiner immediately (e.g., suspicion of cheating).

11. Circulates among students during testing to discourage misconduct and to be available to answer student questions.

12. Avoids standing by a student's desk too long or touching a student, as this may be distracting.

13. Monitors students with disabilities, 504 students, or ELL students who may require closer observation than other students or who need special assistance.

14. With examiner supervision, assists in accounting for all classroom test materials (Test materials should be returned to the School Test Coordinator by the Examiner).

15. Under administrator supervision, assists in completing and double-checking coding, including the correct entry and bubbling in of test form numbers.

16. Assists the Examiner in maintaining strict test security.


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Assessment Procedures

1. Ensure that the School Test Coordinator receives training from the System Test Coordinator.

a. Should have initial training on State Assessment Handbook policies and procedures.b. Training should include locally developed policies and procedures.c. Should have training immediately prior to each test administration on specific test

procedures and policies related to the upcoming test.d. School Test Coordinator trains all school administrators on State Assessment Handbook

protocol, locally developed policies and procedures, and specific test procedures. Testing should be a school effort involving all positions. Due to emergency

situations every administrator needs to know the rules and procedures. They need to know where to find information and detailed guidelines.

e. Confidentiality/security requirements in State Assessment Handbook are explained and appropriate forms signed indicating that this information was reviewed.

2. Ensure the establishment of a school program and schedule where all school level Test Examiners, Proctors, and Monitors will be trained in proper test administration.(Note: Test Examiner refers to the person giving the test to the student.)a. Prepare agendas and training material for training sessions. (Retain a file copy for

documentation.) Include confidentiality training as presented in the State Assessment Handbook and

assure that appropriate forms are signed indicating each Test Examiner, Proctor, and Monitor reviewed this information.

b. Train all Test Examiners at the same time on the procedures for each test administration. Every Test Examiner needs to hear all discussions and Q & A for a test cycle. This

ensures that everyone receives the same training. i. Training must be done prior to each test specific to the test being administered.

o Each test has different requirements. o Previous training or previously giving the test does NOT substitute for current

training. o Everyone needs a review of procedures and needs to know changes for the

current year.ii. Train extra Test Examiners for emergency situations.

o Unexpected absences or unforeseen needs will be less confusing and stressful if training does not have to be done at the last minute.

c. Train all Proctors in their roles and responsibilities. Proctors need to know what to look for and what they can do and cannot do

during a testing session. Train proctors on appropriate ways to address issues or incidents that they think

are inappropriate in their testing site.d. Train all Monitors in their roles and responsibilities.


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Monitors are not helpful if they don't understand what service they are to provide.e. Prepare sign in/out form for training participants for all training sessions. (Retain for

documentation.) Participants sign in at the start of the training session, and they sign out when they

are leaving the training site. This verifies that the participant was present for the entire training session.

f. Verify that all potential Test Examiners, Proctors, and Monitors have been trained.g. Ensure a Proctor is assigned to each Test Examiner who is administering the test to

students he/she teaches. This serves as a safeguard for teachers. Use the most skilled Proctors in testing sites of greatest concern. If Proctors are not available consider teachers swapping students for testing

purposes.h. All school administrators as well as Test Examiners must receive training.

Testing should be a school effort involving all positions. Due to emergency situations every administrator needs to know the rules and procedures. They need to know where to find information and detailed guidelines.

i. Training should include the need for immediate reporting of incidents that impact test scores and the procedure for reporting.

3. Establish testing roster for each Test Examiner listing Test Examiner, Proctor, and students assigned. (Keep for documentation.)a. Test Examiners and Proctors cannot administer or monitor testing in the site

(classroom, media center, cafeteria, etc.) where their children or children for whom they are guardians are testing.

b. Rosters in some cases may change day to day depending on accommodation needs or if Test Examiner changes during testing cycle. Rosters should change to reflect these changes.

4. Prepare a master list of students and their accommodations that are verified and signed by School Test Coordinator and the following personnel based on involvement: Special Education Department designee, ELL designee, or 504 designee.

5. Train in a second session Test Examiners who will be giving test accommodations. Test accommodations are very specific and should be understood clearly. This training

becomes more important when a person not familiar with the student is giving the test. Be sure there is a sign in/out form for participants to verify attendance.a. Review the accommodations to be given.b. Review how the accommodations are to be given.

i. Detailed instruction should be given for how to give an "oral reading" accommodation which means the Test Examiner is reading the test to the student. It is important that "oral reading" has been done this way in the regular

classroom so that the student is familiar with this testing accommodation.ii. Practice in the oral reading of the math test is necessary for appropriate

administration.


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The use of this accommodation in the regular classroom should closely follow the testing procedure to ensure students are not confused during testing by the "oral reading" directions.

iii. How many times an item, passage, or answer choices may be read should be clarified. Test Examiners may need to write notes in the testing booklet to remind them of

the number of times a portion can be read aloud.iv. Proper voice tone and inflections, as well as timing, should be reviewed.

c. Review who will receive those accommodations.

d. Provide in writing to the Test Examiner a list of students and the accommodations that are to be given to each.i. Have Test Examiner sign and date that they received the accommodation

notification.ii. Emphasize that accommodations may not be altered but must follow IEP, IAP, or

TPC plans.iii. Test Examiner must give the accommodation written in the plan! No options!

Some accommodations by nature may not be needed. (i.e., extra time when student finishes within allotted testing time, but student is offered extra time.)

e. The School Test Coordinator is the only person allowed to add to or delete a name from the roster of an accommodated test site. This serves as a safeguard for individual Test Examiners who have teachers who

may want to alter testing conditions without the School Test Coordinator's permission.

i. Any addition/deletion must be confirmed with appropriate personnel.ii. School Test Coordinator should sign and date roster when adding or deleting a name

on the roster.

6. Establish a secure storage area for test material at each school testing site.a. Limited access to area.b. Locked at all timesc. Keys controlled by principal. Principal may issue a key to the School Test Coordinator.d. Limit the number of keys to the secure area to two (2).

7. Establish a security procedure for transporting test material from the system secure site to the school(s) secure site(s). Date and time stamp departure and arrival times.

---------After Receiving Test Materials in the School--------

1. Ensure the integrity of the secured storage areaa. Keys are the responsibility of the principal; should be signed out/in with times to

personnel.


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b. Personnel entrance to storage area signed in/out with times stating the purpose of their entrance to the area. (Access Log sample) The School Test Coordinator or trained designee appointed by the Principal should

be in the secure storage area whenever any other staff member is in the room.

2. Assign two or more people to be present at all times when verifying, counting or assembling test materials.

a. No one should be alone with the testing materials.b. Personnel involved should sign in/out indicating times, dates, and purposes when with

testing materials.

3. Manually count all packages of material comparing to invoice.a. Report discrepancies from packing slip immediately to System Test Coordinator.b. System Test Coordinator verifies shortage and/or overage and reports to GaDOE and/or

the testing company.

4. Manually count contents of each package comparing to package count indication.a. Packages remain intact.

Packages should not be opened until final stages of preparation for test day.b. Count the number of answer documents in the package by cutting only one corner of the

shrink wrap. (Do not compromise the integrity of the package.)c. Count test booklets by spine seen through packaging. (Do NOT open shrink wrap on

test booklets.)d. Label package with correct count if error found.e. Have Test Examiner verify count recorded when package is opened for testing or when

packages are broken by School Test Coordinators to prepare for individual test site containers.

f. Notify System Test Coordinator of correct count. System Test Coordinator will then notify GaDOE and/or testing company.

5. Cease all specific test prep/review activities when testing materials are moved to the school.

Once testing materials are in the school, you don't want it to appear that teachers have access to test questions and now are prepping students based on what they have seen in test booklets.

Lesson plans can be used to support when a topic was taught and what examples, problems, etc. were used. For example, if writing topics are used from website sources, print that page with a date mark and place in lesson plans to verify source in case the test writing topic is similar to one the teacher used in class.

6. Prepare containers at each school for each testing site within the school with the exact quantity of materials the Test Examiner will need.

This lessens the opportunity for a test booklet or answer document to be misplaced or taken by anyone.

This process reduces the chances that teachers will preview the next test if an extra booklet is available.


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a. Ensure test security and limited access during this process.b. Pull test booklets with the same test form number for “oral reading” groups.

If a group has an accommodation of "oral reading," then the students must have the same test form.

c. Place testing materials in containers based on state and testing company directions. Test booklets may be random form numbers to be given to students in same manner. Testing containers should be kept in secured area until given to Test Examiner and

then should be returned to secured area promptly after testing.d. Prepare a form with inventory numbers (count) for each type of testing material in the

container for the Test Examiner to verify and sign that the count is correct in his/her container. This is done in the presence of the School Test Coordinator or designated personnel. Once a Test Examiner signs verifying or correcting the material count, it is the

responsibility of the Test Examiner to return the same number to the School Test Coordinator.

i. Verification is done in the presence of the School Test Coordinator or designated personnel.

ii This is done daily before and after the test is administered.iii. Form should have place for corrections to count to be noted and verified.iv Verification form should include time and signature for signing out materials and for

the return of materials.

7. Have teachers remove/cover all instructional materials from walls, cabinets, desks, etc.

This should be done 3-5 days prior to testing so students are not disrupted by a change in environment.

8. Put student desks/tables in positions to discourage communication and cheating among students.

This arrangement should be done 3-5 days prior to testing in order not to disrupt the environment on test day.

a. If tables must be used, stagger or limit the number of students at the table.b. Dividers may be used on tables, if needed. (These need to be used throughout the

school year to accustom students to this approach.)c. Each student should have a defined space for testing.d. If online testing is done, a student's computer screen should not be viewable by other

students. Consider positioning students on every other computer or placing partitions

between computers. If computer students are facing one another, develop a plan for monitoring communication between students.

9. Principals should verify all instructional materials have been removed, desks arranged appropriately, and windows have been uncovered.

A walk through by the principal a day or two before testing ensures that testing sites that are not properly prepared can be prepared and verified in time for testing.


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10. Schedule all test sites in areas where there is easy access for Monitors. It is essential that Monitors can walk in and out of testing sites without disrupting

students.

11. Prepare a schedule so that hall Monitors are available to all test sites on a regular patrol.

12. Develop a sign system so that Test Examiners can notify hall Monitors when assistance is needed in their testing sites.

i.e., give Test Examiners red paper with tape to post outside the room when they need to talk with Monitor. Blue paper might indicate materials needed.

Hall Monitors must be available to quickly address any needs that arise. Plan for additional materials to be nearby and available if needed.

.

---------------------------During Testing ------------------------

1. Provide pencils to students that have erasers that will not smear or smudge. Be sure they are # 2 non-mechanical pencils. Try your choice of pencil to determine its success in erasing without smearing before

selecting it for use in test administration.

2. Have each student sign a roster that gives the book and form number of his/her test booklet beside the student name when test booklets are first given to students. Have students and Test Examiner verify numbers. This makes students and Test Examiners aware that students should receive the same

book each day of testing, if multiple days of testing. An easy way to do this is to have students sit in assigned seats and always distribute and

pick up the booklets and answer documents in the same order, but students should always be reminded to check their booklets and answer documents to verify their names.

3. Ensure student name and required information have been accurately bubbled and printed on answer document. This should be done on the first day of testing so that students are assured they have

their personal answer document each day.a. Student names must be on test booklets and answer documents during testing.b. Student labels must be reviewed to ensure they contain correct information for each

student.

4. Record the start and stop time of each testing session and/or section. This should be done by each Test Examiner. This is important to determine if students received too much time or too little time.


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Review these daily to provide opportunity to adjust an examiner's practice.

5. Ensure that the script (instructions for students in the manual) is read exactly as directed and no deviations are made during the testing process.

6. Ensure Test Examiners and Proctors walk routinely by student desks monitoring that students are following instructions, are in the appropriate test sections, and answering in appropriate section of answer document. This can stop a situation before it becomes a big problem. It also stresses to students

that testing is important. Establish a routine/pattern for monitoring so that it is not distracting to students.a. Test Examiners should not be on the computer during testing.

One of the Test Examiner's main responsibilities is to monitor at all times while students are testing.

Staying off the computer also discourages saving test questions or testing notes in this manner.

b. Test Examiners should not be grading papers, reading, or otherwise engaged during testing. Test Examiners have duties and responsibilities related to testing. Test Examiners should refrain from accepting/making phone calls, text messages,

etc. during test administration time and while in possession of secure materials. The sending of text messages/emails by staff during test administration and/or while

in possession of secure materials could be viewed as a potential breach of test security (as is the case with such behavior by students).

7. Ensure the Test Examiner maintains a testing site Incident Log Sheet noting any unusual occurrence in the testing site that could cause an inflated or deflated score. This is a safeguard for the Test Examiner. The more recorded the better informed for a

later inquiry.a. Incident Log Form sample b. Examples when form is to be used.

A student gets off line and erases several answers to get back on track. A student puts answers in the wrong section, moves answers to new location, and

erases original marks. Student gets sick and/or goes to restroom during test. Diabetic student needs care during test.

c. School Test Coordinator and/or Principal should review log sheets daily. This aids administration in assessing if unusual or unacceptable situations are

occurring in the testing site before testing is completed. In some cases, it can save having to invalidate the entire test.

i. Initial and date each review. This will stop additions or changes to the log on subsequent days.

ii. Look for situations that can be improved and notify Test Examiner.


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8. Document any transfer of student answers to a new answer document caused by erasure holes, soiled or torn answer documents, etc. using a form that witnesses sign at the time of transfer. a. The form verifies the reason for transfer.

Sample Transcribing or Scribing Form This is for the protection of the people involved.

b. The student transfers own answers while monitored by a certified staff member, preferably the School Test Coordinator, unless there is a reason that it is not reasonable for the student to do so. (Student is too young, sick, unavailable, disabled, or time issues.)

c. Student and witness sign form indicating that he/she moved answers. d. If adults transfer the answers, one transfers and the other verifies that answers were

appropriately transferred. Both sign form as witnesses. e. The transfer of answers should be done by the School Test Coordinator, Assistant Test

Coordinator, and/or school administrator with the assistance of another certified person.

9. Instruct Test Examiners, Proctors, and Monitors NOT to read a student test unless they are providing an “oral reading” exam.

10. Report any problem with a student test booklet to the School Test Coordinator immediately. This is to ensure that if a replacement booklet is needed, the correct form and grade

level will be provided.

11. Instruct Test Examiners, Proctors, and Monitors NOT to discuss test questions or answers with anyone, including students. Some teachers think if students raise questions, then it is alright to discuss. Explain that

teachers should respond, "I'm not allowed to discuss the test questions and answers with you."

12. Document verbalized student concern about a test question /answer choices to the School Test Coordinator who will relay the information to the System Test Coordinator. (Keep documentation or reference to question number only. No discussion of the question should be held.)

13. Verify that testing procedures and protocols are being followed in the testing site by requiring Monitors to enter a testing site routinely. This is for the protection of teachers and to ensure that all students receive a fair and

appropriate testing environment.

14. It is the best practice that school personnel including School Test Coordinator, Assistant Test Coordinator, or school administrators should not be in the school building at night, on weekends, or on holidays while testing materials are in the building. If presence in the building is required, document the time, the purpose, and those present. (Principals and School Test Coordinators are at highest risk because they have access to secured testing materials.)


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15. Test Examiners should contact the School Test Coordinator immediately if any situation arises that might impact test results. The STC with the aid of the System TC may keep the test valid by contacting GaDOE and

following their instructions. If the Test Examiner waits too long, then the situation is not salvageable.

16. School Test Coordinator should contact the school Principal immediately if any situation arises that might impact test results. It is necessary for the protection of the School Test Coordinator and the Principal,

because they are responsible for notifying the System Test Coordinator and parents. School Test Coordinator and Principal should plan their schedules to be available to

examiners and easily accessible throughout the test administration. If an absence of a School Test Coordinator or Principal is necessary, a designee should

be provided and announced to Test Examiners on that day.

17. Each day announce to students and staff what test or test section will be completed that day. Students can help Test Examiners be sure they give the correct test on the correct day,

if students are informed.

18. Make-up testing must be done using the same testing procedures as the original testing. Make-ups must be monitored closely because this is the area where many

accommodations are forgotten, overlooked, or abused. Make-up tests may require individual testing situations, has little oversight, and can

encourage cheating.

--------------------------After Testing ----------------------------

1. Test document cleanup must be done in a group setting with the School Test Coordinator.

Stray marks should be removed for accurate scoring. Doing this process in a group gives oversight and witnesses to the process, which limits the opportunity for answer changing.

a. Test Examiners should not clean up the documents of their students or the students they tested.

b. If major clean up must be done, then a witness and documentation must verify what is done.


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c. Have a sign in/out sheet to document all personnel present indicating the beginning and ending times and the purpose.

2. Testing materials should be collected and verified promptly after each testing session.

The count upon return from the testing site is essential to determining when or what has been lost. If the count is correct, the Test Examiner has the protection of the documentation that all materials were returned.

3. Keep materials secured until return to System. Security after testing is as important as before testing.

4. Return testing materials to System via a secure procedure as soon as possible and document date and time for departure and arrival.

The fewer weekends and nights that materials are left in the school, the less opportunity for material lost or problems to arise.

5. Testing materials should be collected by the system and counts verified for return to state/companies.

The system should verify the correct counts have been returned by the school. This is oversight for school personnel that all materials have been returned. It can also assist schools in realizing that materials are missing.

6. Materials returned from schools should be signed for and dated by a System Test Coordinator or his/her designee and placed into the system’s inventory.

This protects school personnel responsible for returning materials to the state/companies.

7. Package answer documents noting on a master list the box number with a list of the classes submitted in that box.

8. Package testing materials for return recording the box number and what materials are returned in that box. This would include book numbers.

This allows you to verify that materials were returned and what box to direct the company to locate in order to challenge a loss of materials notice from GaDOE or the testing company.

This also allows for comparison of materials recorded with shipping weights on billing charges.

9. If school is responsible for packaging materials for return to state/companies, then the system should spot check matching numbers and recorded contents for accuracy.

10. Assure that all shipping directions and time lines are followed.

11. Secured test documents for shipping should be maintained in a secure location, never "left at main desk" or “out in the open” for pickup by a carrier.


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12. Establish a procedure for the School Test Coordinator or School Administrator to sign for student scores (hard copy and electronic) when they are returned to schools to encourage security and confidentiality.

This also serves as the date stamp for the length of time school personnel took to report scores to parents and students, if that information is to be shared within a certain time frame.

13. Establish a procedure to distribute test scores to schools, teachers, and parents to ensure the protection of individual student test scores based on confidentiality laws and requirements.

14. Electronic files should be kept in secured manner with confidentiality stressed. This information if on school servers or individual computers should have security

measures implemented to safeguard the contents against unauthorized access.

15. Retain all testing rosters, lists, signatures, agendas, sign-in/out sheets, logs, and other system/school materials for documentation purposes.

Make copies of forms/reports that must be returned to GaDOE or the testing company. Maintain according to the appropriate records retention policies.

16. Compile and check-off the required Principal’s Certification Form as required. These are to be maintained at the system level for five years. Complete after each assessment. Submit documentation as needed to conclude report.

17. Complete the Superintendent’s Certification Form on January 30 & July 31 as required.

Use the Principal’s Certification Forms as documentation.


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