Alabama High School Graduation Exam Building Test Coordinator Training Spring 2014

1. Alabama High School Graduation Exam Building Test Coordinator Training Spring 2014 Cathy C. McNeal, Ed.D. Director, Assessment and Accountability March 11, 2014 Quality Assurance Internal Review

2. Purpose of Training • Present training for the administration of the Spring AHSGE. • The Alabama High School Graduation Exam (AHSGE), Third Edition, is the pre-graduation examination for tenth graders. • Discuss the “alerts” and provide reminders of unique characteristics of the AHSGE assessment and areas that require special attention. • Review the procedures described in The Handbook of Administrative Procedures for the AHSGE Program (Procedures Manual), Revised 2009.

3. Primary Contact • Dr. Cathy McNeal, Director, Assessment and Accountabilty, with Huntsville City Schools is your primary contact for AHSGE at 256 428 6966 or mary.mcneal@hsv-k12.org.

6. Questions about Diploma Requirements: • Cynthia Brown, ALSDE Director of Curriculum and Instruction, handles diplomas.  She is working on updating the FAQs for diploma requirements. •  Basically, if a student entered 9th grade for the first time in 2010-2011, he/she will receive the diploma that he/she was working on.  Just omit AHSGE and look at credits.  • If AOD student finishes all requirements for AOD, the student will received standard diploma.

7. Directions from ALSDE With the adoption of the resolution pertaining to a modification in graduation requirements for students who were first-time ninth graders in 2010-2011, a new FAQ is being put together to answer diploma questions. I am not sure when this document will be available from Mrs. Parris’s office; however, in the meantime, I do have answers to what seems to be the greatest concerns that many of you have. • 1.    Students who entered 9th grade for the first time in 2010-2011 who are pursuing the Alabama Occupational Diploma will receive the Alabama High School Diploma as long as they complete ALL requirements for the AOD.  Passing the AHSGE is no longer required for these students to receive a regular diploma. • 2.    Since passing the AHSGE is no longer required for students in the 2010-2011 cohort, there will be no need to offer an Alabama High School Diploma with a Credit-Based endorsement for any of these students.   As long as the student completes all credit requirements for graduation, the student will receive an Alabama High School Diploma. • 3.    Students in the 2010-2011 cohort who were pursuing diplomas with endorsements (e.g., the Advanced Academic Endorsement) will receive these endorsements if they meet all course/credit requirements.

8. Directions from ALSDE • 4.    Passing the AHSGE IS still a graduation requirement for any student who entered 9th grade for the first time in 2009-2010 or earlier, whether or not these students are still enrolled in school.  Students who are within these cohorts are eligible for the AOD, AHSD, AHSD with Advanced Academic Endorsement, AHSD with Credit-Based Endorsement, etc. • 5.    Many of you have asked why a student who was a first-time ninth grader in 2010-2011 should be encouraged to clear the “not attempted” or “failed” AHSGE status on his or her transcript if the AHSGE is no longer a graduation requirement for students in that cohort.  My best answer is that after graduating from high school, a student might want to enter a program that has always required a passing score on the AHSGE. Until it has been verified that branches of the military service, the civil service board, or other agencies will accept a diploma without a transcript documenting that a student has passed all parts of the AHSGE, we want to encourage students to make every effort to clear any deficiencies.  Continuing to take the exam will in no way hurt the student’s chances of earning the diploma, but it could increase the meaningfulness of the student’s transcript for a prospective employer. • 6.    We have had a few calls from educators wanting to know if it would be wise for schools or school systems to remove the “failed” AHSGE scores from a student’s transcript.  The answer is that “A transcript is a legal document and should not be modified or changed.”

9. AHSGE Requirements for 13-Year Students • With the uncertainty of the length of time that the AHSGE will be offered, many of your 13-year students are coming back to test.  I know that it is difficult to try to keep up with the requirements that have changed over the years. • 1.       First, you must check transcripts of each 13-year student who notifies you or your building test coordinators that he or she will come back to test.  The student cannot test unless the student completed all course/credit requirements for a diploma.  If the student left school without completing all course/credit requirements, that student is considered a drop out, not a 13-year student.  A drop out is not eligible to test. • 2.       Next, you will check the transcript for the first year the student entered or began taking courses in ninth grade.  That year is considered the student’s cohort year. • 3.       Finally, you will check the attached form to determine which subject areas were required for the student’s cohort.

11. AHSGE Spring 2013 • The scheduled days for the Spring 2014 administration are • Social Studies.............................. Monday............. March 17, 2014 • 10-minute Calculator Practice and Mathematics • Tuesday............ March 18, 2014 • Reading....................................... Wednesday....... March 19, 2014 Language..................................... Thursday........... March 20, 2014 • Biology......................................... Friday................ March 21, 2014 • SPRING BREAK

12. The AHSGE scheduled days for the FUTURE administration are • The scheduled days for the Summer 2014 administration are • Language..................................... Monday.................. July 7, 2014 • Reading....................................... Tuesday................ July 8, 2014 • Math............................................. Wednesday........... July 9, 2014 • Social Studies.............................. Thursday................ July 10, 2014 • Biology......................................... Friday...................... July 11, 2014 • AHSGE will be given at ONE HCS High School for Summer 2014 

15. Test Security Plan for Each High School for Training Personnel on Test Administration and Test Security VII. Procedures for Training System Personnel on Test Administration and Test Security Training sessions on test administration and test security will be conducted prior to all test administrations. The system-level training will be conducted approximately one to three weeks before testing. The school-level training will be conducted as soon as possible after system-level training by no later than one week prior to testing. All schools will receive a system-level digital copy of the PowerPoint presentation of the system-level training immediately after each test system-level training session to digitally disseminate to all test administrators and proctors. The STC will be trained during the SDE workshops and will conduct training at the system level. Participants in the system-level training will be central office personnel (to include Special Education Coordinator, 504 Coordinator, and ESL Coordinator), monitors, and BTCs. The BTCs will train principals, test administrators and proctors. Documentation of training will be kept for the system-level and school-level trainings. Documentation will include an agenda for each training session, a sign-in sheet signed by all those in attendance, and a signed Test Security Policy for each individual. All documentation of the system-level training and school-level training will be kept in the STC’s office. All documentation of school-level training will be kept by the BTC at each school with a copy sent to the STC’s office. HCS Research & Development - Dr. Cathy McNeal

16. Eligibility for the SPRING Administration of the AHSGE • Eligibility for the Spring Administration of the AHSGE • First-time ninth graders of 2009-2010 will be the last cohort required to pass the AHSGE as a diploma requirement. For as long as the state offers the AHSGE, school systems will continue to test students in this cohort and the eligible Grade 13 and Grade 14 students in earlier cohorts who need the AHSGE in order to meet their diploma requirements. • Grade 13 students who have made prior arrangements may test. Any student who has completed all coursework and credits required for the Alabama high school diploma and who is no longer enrolled in school will be designated as Grade 13 on the answer document. Eligibility must be verified prior to testing. • Any students currently enrolled in an Adult Diploma Program who have made prior arrangements may test. These students will be designated as Grade 14 on the answer document. Eligibility must be verified prior to testing. • The grade-level eligibility for homeschooled and private school students is the same as for public school students. The Alabama State Department of Education Guidelines for Implementing Act 97-932 may be found on page AHSGE-27. • The 2010-2011 cohort will NOT be required to pass the AHSGE; however, any student in the 2010-2011 cohort whose transcript reflects a “not attempted” or a failed status in one or more subject areas may continue to take the appropriate test(s).

18. CALCULATOR PRACTICE • 6. The System Test Coordinator will distribute the calculators and calculator practice booklets to each high school at least one week prior to testing. • 7. The Calculator Practice Instructor must attend a training session. The directions for conducting the calculator practice session are located on pages 4-5 in the Test Administrator’s Manual. • 8. The Checklist for Calculator Practice Instructor is located on page AHSGE-25. • 9. The training session for the Test Administrators and Proctors must include how to use the Alabama High School Graduation Exam calculator. During the training session, use the Calculator Practice Review on page AHSGE-24. • 10. Calculator practice session(s) must be provided during the week prior to testing for all students taking the mathematics subject-area test of the AHSGE. • 11. The calculator practice session may be conducted more than once for students needing additional practice. • 12. Immediately preceding the administration of the AHSGE mathematics subject-area test, all students will complete a ten-minute calculator practice review session.

21. State-Provided Calculators for MATH AHSGE • The state-provided calculator will be distributed to each student taking the mathematics subject-area test of the AHSGE. • Large-print and talking calculators will be provided by the state to students taking the AHSGE in large-print or Braille. • The calculator may be used only on the mathematics subject-area test of the AHSGE.

22. Building Test Coordinators Must Have a 10 Minute Calculator Practice Review Session Immediately preceding the administration of the AHSGE mathematics subject-area test, all students will complete a ten-minute calculator practice review session. HCS Research & Development - Dr. Cathy McNeal

23. Calculator Practice Instructor • Attends training sessions concerning the calculator practice session for the AHSGE. • Ensures the security of materials while they are in the practice session room. • Becomes familiar with the “Directions for Conducting the Calculator Practice Session,” and the Calculator Practice Booklets BEFORE each practice session. • Ensures that each student signs FORM L-8, School Attendance Report for the Calculator Practice Session, for each practice session.

24. Calculator Practice Instructor • Reads the “Directions for Conducting the Calculator Practice Session” word for word. • Reads aloud the information in the calculator practice booklet while the students read along silently. • Ensures that each student’s calculator and calculator practice booklet are accounted for before any students are dismissed from each practice session room. • Writes the numbers of any defective calculators on Form L-7, Calculator Practice Instructor Receipt and Return of Calculators and Calculator Practice Booklets. • Returns ALL calculators, calculator practice booklets, and Form L-8, School Attendance Report for the Calculator Practice Session to the Building Test Coordinator and signs Form L-7, Calculator Practice Instructor Receipt and Return of Calculators and Calculator Practice Booklets, AFTER practice Sessions.

25. Special Administrations (State Department Approval Required) • 13. Provisions may be made for special administrations of the AHSGE if unusual or emergency situations arise during the state testing window. • Examples are school emergency situations, inclement weather, or a student who may require more than one day to complete a subject-area test. • In the event such circumstances occur, the LEA’s Superintendent or the System Test Coordinator must contact the SDE for instructions immediately. • Student Assessment must grant permission for a special administration before a special administration is given. • 14. Permission may be granted for a special administration for the following reasons: natural disasters, state events not within the LEA’s power to schedule, or LEA errors. • 15. Individual special administrations may be granted when it is the last opportunity for a graduating senior with an excused absence, death in family, court subpoena, pre-scheduled surgery (not elective surgery), or extreme health issues. • All inquiries for special administrations of the AHSGE must be addressed to Student Assessment prior to any special administration of the AHSGE. See Procedure Manual Page 8.

26. Homebound Testing – PINNACLE • 16. Test booklets utilized in homebound testing should be securely bound and marked “Confidential” before they are released from the LEA distribution point. The package should be opened only in the testing environment. • Test booklets and answer documents should be securely bound again before they are transported back to the LEA distribution point. • 17. The L-6 Form must be signed by the building or system coordinator and the test administrator when they are picked up and when they are returned. • 18. One Test Administrator and one Proctor are required to administer a graduation examination to a student requiring homebound services. • 19. No other person, including family members, may be present in the room utilized for testing.

27. Test Setting • 20. All bulletin boards and instructional materials related to the AHSGE must be covered prior to students entering the test room. • 21. Seats must be arranged so that all students face the test administrator. Distance between students must be wide enough to allow proctors to circulate during the examination without disturbing students. • 22. Students should not be allowed to select their own seats. Whenever possible, left-handed students should be seated in a separate column at the right of the test room (as viewed from the front of the room), or in the last seat of each column of right-handed students. • Booklet numbers must be recorded on the seating chart. • 23. No more than 35 students may be assigned to a proctor. When more than one proctor is assigned to a room, each proctor must have a list of the names of students for which he or she is responsible and a seating chart indicating where each student will sit. Students must be seated according to the seating chart. • 24. The definition of a small group for the administration of the AHSGE is ten or fewer students.

28. Definition of a SMALL GROUP The definition of a small group for the administration of the AHSGE is ten or fewer students. Do not accommodate regular education students in small groups. Accommodations are for students with IEPs, 504s, and ELL plans.

29. Required Testing Materials 25. The Test Administrator must use the Test Administrator’s ManualRevised 2013. 26. Answer documents must be the ones printed Revised 2013. 27. Form 3580 is the form for the spring administration of the Alabama High School Graduation Exam. 28. A student taking the mathematics subject-area test of the AHSGE may use only the state-provided calculator. The large-print and talking calculators will be provided by the state to students taking the AHSGE in large print or braille. The calculator may be used only on the mathematics subject-area test of the AHSGE. 29. The Test Administrator must have on hand extra soft-lead (No. 2) pencils and unmarked paper for students to use as scratch paper. Graph paper and mechanical pencils are not permitted

30. AHSGE – Form 3580 ONLY • Students taking the AHSGE will take • Form 3580.

32. Possession of Prohibited Items by Testing Staff • 30.School personnel involved in administration of state testing may not use digital devices (including but not limited to telephones, cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) during test administration. • Violations may result in disciplinary action/certification revocation. Additional disciplinary action may be taken by the LEA. • 31. All electronic devices, including computers located in the testing room, must be turned off before testing materials are brought into the room, and they must remain off until testing materials are removed from the room. • 32. All printers that have scanning or copying capability and all copy machines must either be disabled or removed from all rooms being used for a testing session

33. Cell Phones, Telephones, Beepers and the AHSGE • The possession of digital devices (including but not limited to cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) is strictly prohibited during the administration of a secure test. • If a student is observed in possession of a digital device during the administration of a secure test, the device be confiscated. • School personnel will collect such devices before students can enter the testing room.

34. School Personnel – Cell Phones, Telephones, Beepers, Electronic Devices and the AHSGE • Alabama State Department of Education Policy (AL Code) • School personnel involved in administration of state testing may NOT use digital devices (including but not limited to telephones, cell phones, MP3 players, cameras, mobile entertainment, social connections, navigation devices, or other telecommunication devices) during test administration. • Without exception, all electronic devices, including computers located in the testing room, must be turned OFF before testing materials are brought into the room, and they must remain OFF until testing materials are removed from the room. • Violations may result in disciplinary action/certification revocation. • Additional disciplinary action may be taken by the LEA.

35. Printers with Scanning or Copying Capability All printers that have scanning or copying capability must either be disabled or removed from all rooms being used for a testing session.

36. Responsibilities of Staff During Testing • 33. The Principal or his/her designee must remain in the building until testing is complete each day. • 34. The Principal must ensure that all Test Administrators and Proctors follow procedures listed on the Checklist for Test Administrators and Proctors. • 35. Monitors must ensure that all standardized procedures are followed. • 36. The Building Test Coordinator must report irregularities to the System Test Coordinator immediately. • 37. The System Test Coordinator must report significant irregularities to the Superintendent and to SDE immediately 256 428 6966 or mary.mcneal@hsv-k12.org.

37. Responsibilities of Staff During Testing • The Test Administrator must check each answer document to ensure that the student has gridded the correct form number, FORM 3580. • The Test Administrator must check each answer document to ensure that the student has the correct information (last name, first name, and middle initial; date of birth; social security number; state student identification number; and gender) and has gridded the information correctly. The building test coordinator will provide the test administrator with this information. • The Test Administrator must check each answer document to ensure that the student has gridded the correct grade.

38. Responsibilities of Staff During Testing • At the beginning of the test, make sure each student is marking in the appropriate section of the answer sheet. • AS SOON AS STUDENTS BEGIN MARKING ANSWERS, LOOK AT EACH ANSWER DOCUMENT INDIVIDUALLY. This procedure is IMPERATIVE!e.

39. Important Information Pertaining to Students (Monitored by Testing Staff) • The graduation exam is not timed. • Students may write in their books. • If a student requests scratch paper, it is the responsibility of the LEA to furnish it. • Students may bring #2 pencils into the testing room. • No highlighters, pens, rulers, or other devices are allowed in the testing room. • The possession of a digital device (including but not limited to cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) is strictly prohibited during the administration of a secure test. School personnel will collect such devices before students can enter the testing room. If a student is observed in possession of a digital device during the administration of a secure test, the device will be confiscated. • If a student is observed using a digital device during the administration of a secure test, testing for the student will cease, the device will be confiscated and is subject to search, the student will be dismissed from testing, and the student’s test will be invalidated. Additional disciplinary action may be taken by the LEA.

40. AHSGE Training— Spring 2014Coding Answer Documents • 38. Instructions for student gridding are located in the Test Administrator’s Manual (Revised 2013). • 39. Students will grid the majority of personal and demographic information at the time of testing. Since all students may not be taking all subject-area tests, a decision must be made concerning when students will complete the information on the front of the answer documents. • 40. Option one would allow the Building Test Coordinator to bring all students who are taking any subject-area test together early on the first morning to complete their personal information. • The answer documents for those students not taking the test on the first day should then be collected. The answer documents must be returned to these students when they sit for the appropriate subject-area test(s). • Note: If answer document information has been completed and the student is absent from all scheduled testing, his or her answer document should not be included in the envelope returned to the System Test Coordinator. • 41. Option two for gridding demographic information on answer documents would allow student information to be completed each day of testing. • For example, students who are to test on the second day but did not take the test on the first day would complete their student information on the second morning. • 42. The Test Administrator will complete the Special Codes section after testing. • 43. As answer documents are collected, the Test Administrator and Proctor should check to ensure that demographic information matches information recorded in INOW.

41. AHSGE Training – Spring 2014Invalidating AHSGE Subject-Area Test(s) • 44. Testing irregularities which have the potential to result in the invalidation of one or more subject-area tests of the AHSGE must be reported to the System Test Coordinator immediately. • The System Test Coordinator must contact Student Assessment immediately. • If the decision is made to invalidate a subject-area test an invalidation code will be issued to the System Test Coordinator by Student Assessment. • The invalidation code and the STC signature are to be written on the lower right hand corner of the answer document in the space provided. • The subject-area(s) to be invalidated should be filled-in in the circles provided under the “INV” heading.

42. Handling Answer Documents Involving Braille & Large Print Format • 45. For students whose IEPs or 504 Plans specify recording accommodations by marking in the test booklet or by machine, two certified personnel must transcribe student responses to regular answer documents for scoring. • 46. Students whose IEPs or 504 Plans specify recording accommodations by a Proctor will have answers directly recorded onto regular answer documents for scoring. • 47. Each answer document should be placed with the appropriate answer documents to be shipped to the SDE for scoring. • 48. A student should NEVER be asked to transcribe his/her own answers.

43. Required Forms • 49. Prior to each administration of the AHSGE, the Principal must complete Form L-3, an update of staff assignments (Test Administrators, Proctors, and Alternates). • 50. Form L-4, the LEA Report for Training Activities, must be completed prior to the fall and spring administrations for AHSGE. For the summer administration, Form L-4 must be utilized for any staff members participating in testing who were not trained for the spring administration. The System Test Coordinator is responsible for training central office staff, Principals, and Building Test Coordinators; the Building Test Coordinator is responsible for training school-level staff. The Principal must attend all training sessions conducted for school-level staff. • 51. Form L-5 must accompany materials delivered to schools and returned to the central office daily. • 52. Form L-5A accompanies calculators, calculator practice booklets, and Test Administrator’s Manuals delivered to the school during the week prior to the administration of the AHSGE and calculators and calculator practice booklets returned to the central office on the day of the mathematics test. • 53. Form L-6 accompanies materials delivered to the Test Administrators and returned to the Building Test Coordinator daily. • 54. Form L-6A accompanies materials delivered to Test Administrators for the consolidated group and is returned to the Building Test Coordinator daily.

44. Required Forms • 55. Form L-6B accompanies extra materials returned to the Building Test Coordinator prior to the beginning of each subject-area test. Building Test Coordinators who prepare the L-6 forms based on the number of students on each Test Administrator’s roster will utilize this form to account for unused materials removed from the Test Administrator’s inventory prior to testing. This form will NOT be necessary for Building Test Coordinators who distribute the exact number of materials based on the actual number of students present in the room on the morning of testing. • 56. Form L-7 accompanies Test Administrator’s Manuals, calculator practice booklets, and calculators delivered to the Calculator Practice Instructor and returned to the Building Test Coordinator after each session. • 57. Each Calculator Practice Instructor must complete Form L-8 by having each student sign the form at the beginning of each calculator practice session. The Building Test Coordinator will return this form to the System Test Coordinator. • 58. Form L-9 will be completed if any calculators are found to be defective. • 59. Lowry will deliver the Answer Document Count Verification form to each System Test Coordinator when AHSGE materials are delivered. This form has been revised to verify the number of answer documents each system is submitting for scoring.

45. Required L Forms These forms must be submitted by the Building Test Coordinator to the System Test Coordinator: • Form L-3—High School Update of Staff Assignments for Administration of the AHSGE • Form L-4—LEA Report of Training Activities (for school level training) • Form L-6—Test Administrator Receipt and Return of AHSGE Testing Materials • Form L-6A—Test Administrator Receipt and Return of AHSGE Testing Materials (Consolidated Group) • Form L-6B—Test Administrator Return of Extra AHSGE Testing Materials • Form L-7—Calculator Practice Instructor Receipt and Return of Test Administrator’sManual, Calculator Practice Booklets, and Calculators • Form L-8—School Attendance Report for the Calculator Practice Session • Form L-9—School Report of Defective Calculators • Form L-10—Monitoring of an AHSGE Administration • Irregularity Reports • Daily Attendance Rosters • Seating Charts