2012 TAKS Training for Campus Testing Coordinators

2012 TAKS Training for Campus Testing Coordinators February 23, 2012 Trainer – Becky McCoy, Assessment Director Georgetown Independent School District

TAKS Training Requirements

What’s New for 2012? • The DCCM does not apply to TAKS. Use the Directions for District Coordinators, Campus Coordinators, and Test Administrators – TAKS, TAKS (Accommodated), TAKS-M, and LAT manual. • The Accommodations Triangle does not apply to TAKS. Use the old 2010-11 Accommodations Manual. • District personnel may NOT make copies of any TAKS or TAKS-M written compositions/short-answer responses. • The written compositions/short-answer responses will NOT be available for districts to order with optional reports. http://www.tea.state.tx.us/student.assessment/taks/manuals/

Read the TAKS Coordinator Manual (including test administration directions), the TAKS Accommodations Manual, and the Test Security Supplement. Attend Test Coordinator Trainings. Receive and manage testing materials. Be responsible for all secure testing materials on your campus. Prepare answer documents for testing. Coordinate all campus testing logistics. Train test administrators. Establish and monitor testing procedures to ensure test security. Campus Coordinator Responsibilities for TAKS

You and your principal are responsible for test security on your campus. Supervise and actively monitor testing. Verify appropriate score codes, test taken information codes, testing accommodations codes, and ensure all other coding is correct on answer documents. Prepare and return all testing materials to the district test coordinator. Be the campus contact for all questions about testing. Report testing irregularities and security violations immediately to the district test coordinator. (see handout) Campus Coordinator Responsibilities

Test Security and Confidential Integrity(p. 5-13 in TAKS Coordinator Manual & consult the Test Security Supplement) Review January 27, 2012 training PowerPoint.

Texas Education AgencyTest Monitor Procedure Manualhttp://www.tea.state.tx.us/index2.aspx?id=8296&menu_id=2147483703&menu_id2=2147483708

Important Reminders • O&A Report: To record information for students coded as “Other” or “Absent” (see handout) • Secure storage location (still waiting on a few certification forms) • Cell phone announcements (see handout) • Active monitoring: Module 1 (about 35 minutes) (http://www.texasassessment.com/securitytraining) • Seating charts (including regrouped students) • Document retention (5 years) - testing irregularity & investigation documentation - materials inventory & shipping records (Materials Control Form) - signed security oaths for all testing personnel - seating charts (http://www.tea.state.tx.us/student.assessment/security)

Testing Calendar for March TAKS Administrations *including TAKS (Accommodated) **Use the specified make-up test form for TAKS; use the original test form provided for the regular day of testing for TAKS (Accommodated) & TAKS-M; for TAKS make-ups mark the MAKE-UP FORM bubble on the answer document. Bubble for TAKS make-up form only!

Test Schedule and Directions • All tests must be administered on the scheduled day. • All tests must be administered in strict accordance with the instructions contained in the test administration manuals.

Training-Related Activities: (p. 19-23) • Read manuals and related documents/materials. • Attend training. • Review and sign campus coordinator oath. • In consultation with your principal, designate test administrators. - teachers (including those with teaching permits or probationary certificates) - counselors - librarians - substitute teachers - other professional educators (such as retired teachers), whether or not currently employed in the field of education - currently employed certified and noncertified professionals & paraprofessionals • Schedule TA and Principal training sessions. • Distribute TAKS manuals. • Prepare for and conduct training sessions for TA’s and other campus personnel (monitors, custodians, etc.).

Prepare for Testing: (p. 28-34) • Receive shipment of test materials and order additional materials from Denise. (verify secure materials inventory within 24 hours) • Receive precoded labels and supervise verification of precoded materials. (see slides 13-15) • Supervise hand-gridding of blank answer documents. (see slide 16) • Ensure the submission of appropriate answer documents. (All students enrolled in Gr. 10 & 11, with the exception of STAAR Alternate and Exit Level Retesters or those who have met all exit level testing requirements, must have a blue or red answer document submitted. Mark “L” score code for LEP-exempt Gr. 10 students. LAT will be administered in April. Be careful not to submit answer documents for students who have recently withdrawn.) Keep secure materials in locked storage when not in use!

Verifying Coding for Accuracy • Everything is important since it affects something in one of the three accountability systems (AEIS, AYP, PBMAS). • It is the responsibility of campus test coordinators to ensure verification of demographic & program coding on student answer documents. • Use sources other than our district student information system to verify the coding since TEAMS was the source of the coding to begin with. • Bilingual / ESL Lead Teacher / Dept. – LEP, Bilingual, ESL Status • Special Ed. Coordinator / Dept. – Special Ed Status • Cafeteria Manager – Economic Disadvantaged Status • Counselors – G/T, At Risk, CATE Status • Campus Registrar – Ethnicity & Race • Teachers – Student Name, Date of Birth, & Gender

Verification of Precoded Materials • The preprinted information on all answer documents and labels must be checked for accuracy and completeness. • Only school personnel may verify information in the FOR SCHOOL USE ONLY section (demographic & program info). • If the information has been precoded correctly, then do not bubble any of the demographic data on the answer document because this may create an error that did not already exist. • Ensure that labels are affixed correctly. (stay within the lines) • Test administrators also need to be instructed to look for “extra bubbling” done by students on the front cover of the answer document.

If the name, PEIMS ID number, or date of birth is incorrect then: VOID the document/label. Hand grid a new answer document with all the correct information. Save the voided answer document for return with the scorable materials. Return voided or unused labels not affixed to an answer doc with nonscorables. If anything other than the name, PEIMS ID number, or DOB is incorrect then: Retain the answer document. Hand grid the correct information in the appropriate field. Do not hand grid any field other than the one(s) being corrected. Corrections to Precoded Answer Documents/Labels

Hand-Grid Blank Answer Docs • For newly-enrolled students • Using #2 pencil • Bubble in appropriate circles (be careful of O vs. Q mixups!) • Do not allow students to hand-grid their own answer docs. • You may request answer docs from other campuses within the Georgetown ISD. • If a student’s name has a hyphen or apostrophe, grid a “blank” in that position.

Prepare for Testing: (p. 28-34) • Arrange for testing rooms and organize test sessions. - TAKS vs. TAKS-M - small group & individual administrations - non-testers - accommodations (Presentation, Response, Setting, Timing/Scheduling) - planning for late arrivals - planning for emergencies - moving students who need extra time - arranging for snacks/lunches - minimizing/eliminating distractions

Prepare for Testing: (p. 28-34) • Distribution of Test Materials: - Use the Materials Control Form found on p. 35-36. - Secure materials must be checked out and in each day. - Note the Materials for Testing Sessions on p. 33. - Do not distribute extra test booklets unless warranted (such as for Braille testing, oral administrations, or TAKS-M administrations). - If a student taking the TAKS test requests the writing prompt to be read aloud, the TA may read aloud the prompt from the test booklet the student is using. The TA may NOT break the seal on an unused test booklet in order to read the prompt, except when a student taking a Braille test needs the prompt read aloud and the TA does not read Braille.

Monitor TAKS Administrations: p. 37-42 • Ensure proper testing procedures. • You MUST read the manual! • See handouts: Test Monitor Checklist & Test Monitoring Log • You must have a map (2 copies) showing testing room locations for the district monitor and the state monitor (in case you receive a visit). This PowerPoint is not a substitute for reading the appropriate sections of the 2012 TAKS Manual.

Summary of Procedures • Prepare seating charts. (p. 37-38, 56, 59)http://www.tea.state.tx.us/student.assessment/security/ • Ensure at least one test administrator for every 30 students. (p. 37) • Bulletin boards and instructional displays (in classrooms & hallways) that might aid students during testing must be covered or removed. If in doubt, cover/remove. (p. 37) • Testing rooms should be quiet (no playing of background music), well lighted (all lights on), well ventilated, and comfortable. (p. 37, 55) • Don’t mix TAKS-M testers with TAKS/TAKS (Accom.) testers. (p. 37) • “Testing – Do Not Disturb” signs must be posted on testing rooms (including interior doors, if applicable). (p. 37, 55) • May take brief breaks in the testing room(see p. 61) • Do not allow students to bubble in the demographic fields on the front of the answer document. • No cell phones or other personal electronic devices (p. 60)

Summary of Procedures • Provide dictionaries (English) for TAKS, TAKS (Accomm.), & TAKS-M: Gr. 10 & 11/Exit Level ELA (but not for the revising & editing section); at least 1 for every 5 students. Provide at least 1 thesaurus per testing room. You may provide ESL dictionaries for LEP students. (p. 39) • Test administrators are not allowed to require students to first mark their answers in the test booklet and then transfer them to the answer document. (p. 38, 59) • Students may use highlighters and colored pencils in test booklets. (p. 38, 59) • Restrooms must be monitored during TAKS testing. Students may take a RR break one at a time. (p. 61)

Calculators – March Administration (p. 40) • Graphing calculators must be provided for the Exit Level mathematics retest. A student may also use a four-function calculator in addition to the graphing calculator if documented in the IEP. • Access to calculators (1:5) required for Exit Level science retest (four-function, scientific, or graphing calculator) • Calculators must be completely cleared before and after testing and between users for the science test if students are sharing.

Summary of Procedures • Must give students state-supplied math chart and science chart for Exit Level retests. (see p. 33, 56) • Reinforcing, reviewing, and/or distributing testing strategies during an assessment is strictly prohibited. (see p. 38, 59) • You cannot require students to use any particular test-taking strategy. Students can use test-taking strategies, but you cannot require them to do so during testing. • Lunch breaks are permitted; however, students must remain as a group and be monitored by a trained test administrator so they do not discuss the test. (see p. 61 for details) • Students must use the No. 2 pencils supplied by the CTC to test administrators. (see p. 33, 56, 59, 70-71)

Summary of Procedures • Test administrators are not allowed to answer any questions related to the content of the test itself. (p. 63) “I can’t answer that for you; just do the best you can.” • Test administrators must actively monitor students during testing, including checking the answer doc to ensure that each student has bubbled in answers. (p. 38, 59) If not, then they should recite the appropriate script in the TA manual: “You have not recorded all of your responses on the answer document. Please go back and mark your answers on it now.” (from TAKS Manual) • TAs should periodically remind students to record their responses. (p. 39, 60) • Test administrators cannot leave the room unless a trained substitute test administrator is present. • May change testing rooms as long as test security is not breached. This means students must NOT transport their own test materials, and students must be monitored closely during transport. (p. 61-62) • Immediately after each test session, the test administrator must return test materials to the campus coordinator. (p. 66)

Summary of Procedures • No scratch paper (unless an approved accommodation, then destroy) • Students must remain seated during testing and are not allowed to talk while test booklets are open. (p. 38, 59) • All TAKS tests are untimed. (p. 38, 60) • Students must be allowed to work at their own pace. Students may not be directed to speed up or slow down. (p. 38, 60) • Students are not allowed to work on a previous section of the test or a section that has not yet been administered. (p. 38, 60) • Students may not read books during breaks or between the written composition and revising and editing sections of the writing/ELA tests. After a student has completely finished the test and his/her test materials have been collected, the student may be allowed to read a book or leave the testing room. (p. 39, 60)

Summary of Procedures (p. 38) • All TAKS tests are untimed. Each student must be allowed to have as much time as necessary to respond to every test item. • Districts are not required to test beyond the regular school hours, but they are free to do so if they so choose. • Georgetown ISD Administrative Policy for State Testing – All campuses will allow two additional hours beyond the normal school ending time for students to complete their TAKS tests. Communicate with parents how this will work for your campus. • It is important for all campuses to begin testing within the first hour of the school day to allow students adequate time to complete their TAKS tests.

More Procedures • Transcribing: See p. 62-63 of the TAKS Manual. • If Answer Document Not Usable: Write “VOID” in large, bold letters and place student’s answer document under a VOIDED header. • Write “Transcribed by (NAME) because (REASON)” at the top of the new answer document (above student’s name). Using a #2 pencil, transcribe contents of answer doc onto new one without making any changes. • Transcribing as an Accommodation: Write “Transcribed by (NAME) because student used an Other Method of Response accommodation” at top of answer doc (above student’s name). Use a No. 2 pencil, follow instructions on p. 62-63 of TAKS Manual, and bubble in the R (Response) Accommodation bubble. • Student responses for all Braille and large-print tests must be transferred to a scorable document (see p. 62-63), and the BR or LP Accommodation bubble must be marked. Write “Transcribed by (NAME) because student used Braille/large-print test” at top of answer doc (above student’s name).

More Procedures • For TAKS and TAKS (Accommodated) ELA, test administrators must NOT read the writing prompt aloud unless a student specifically requests that it be read aloud. However, TAs are instructed to read the prompt to students taking TAKS-M. • The TA must NOT: - elaborate on the prompt - give an opening and/or closing sentence - provide an outline - give information on how to develop ideas - translate the prompt into another language (except sign language) • If a student asks a question about the prompt, say: “I can’t explain it to you; just respond to the prompt in the best way you can.” • Use of “Other” Score Code: Before using this score code, call Denise at ext. 6098, who will contact me. I want to be sure that the “Other” score code is appropriate. (“O” is also used for LEP postponement, foreign exchange student waiver, & court-ordered HSEP.) • Complete the Other & Absent Report (see handout) and return with your scorables. Verify that students coded “A” are really absent and have not recently withdrawn. Indicate a brief reason for any “O” score code.

Test Administration Directions • TAKS & TAKS (Accommodated) ELA for Gr. 10 & Exit Level: p. 70-78 • TAKS-M ELA for Gr. 10 & 11: p. 79-97 • LAT ELA for Gr. 10: p. 98-108 (This test will not be administered until April 24-25.) • TAKS-M LAT ELA for Gr. 10: p. 79-97 (This test will not be administered until April 24-25.) • TAKS, TAKS (Accommodated), TAKS-M, & LAT Math for Gr. 10 & 11 (Exit Level): p. 109-118 (week of April 23) • TAKS, TAKS (Accommodated), TAKS-M, & LAT Science for Gr. 10 & 11 (Exit Level): p. 119-128 (week of April 23) • TAKS, TAKS (Accommodated), & TAKS-M Social Studies for Gr. 10 & 11 (Exit Level): p. 129-136 (week of April 23)

Procedures for TAKS-M • See p. 79-97 of the TAKS Manual. • Special training is required for TAKS-M test administrators. • If possible, use teachers who have experience giving TAKS-M. • Use a released TAKS-M test to review how the test administration directions in the blue boxes on p. 86-87 apply to the reading selections of the TAKS-M ELA test. • The TAKS-M is divided into 3 sections: 1) reading (dictionaries allowed), 2) revising & editing (no dictionaries), 3) written composition (dictionaries allowed) • The TA will need a TAKS-M test booklet to use during the test to read aloud the pre-reading text (indicated with this icon: ) and to read aloud the test questions and answer choices for students who receive that accommodation for the reading section (but NEVER the revising & editing section). • The TA may NEVER read aloud the reading selections.

Answer Documents • TAKS & TAKS (Accommodated): One combined answer document (Gr. 10 - Blue, Gr. 11 - Red, Exit Level Retest - Brown) • TAKS-M: Students taking TAKS-M will use the TAKS-M answer document (note the in the corner) for their enrolled grade level.

Precoded Answer Documents Grade 10 Math, Science, & Social Studies Grade 11 Math, Science, & Social Studies Precoded Labels Grade 10 ELA Grade 11 (Exit Level) ELA Exit Level Retests TAKS-M: All Grades & Subjects (You will receive a precoded TAKS-M label for all students coded special education even if they will not be taking TAKS-M.) TAKS Precoded Answer Documents & Labels Labels for TAKS and TAKS-M can be interchanged.

Answer Documents: The Big 3 (p. 65-66) 1) SCORE CODE 2) TEST TAKEN INFO 3) ACCOMMODATIONS

Coding the Answer Documents • Mark ONE SCORE CODE for each test that is included on the answer document. (The Test Administrator marks the score code.) • Mark the TEST TAKEN INFO for TAKS or TAKS-ACCOMM. on answer documents. (This task should be completed by you or your designee BEFORE testing.) • Mark one or more accommodation codes depending upon what the student is approved to receive. Leave blank if there are no approved accommodations. (This task should be completed by you or your designee BEFORE testing.) • OA, LP, and BR testing accommodations- - Do not bubble both OA and P for an oral administration. Use only the OA bubble. - Do not bubble both LP or BR and P for a large print or Braille test administration. Use only the LP or BR bubble. - If other Presentation accommodations are given in addition to OA, LP, or BR, such as a place marker or reading test aloud to self, then you would mark BOTH the P bubble and the OA, LP, or BR bubble.

Critical Accountability Issue! • Once answer documents are submitted to Pearson, we cannot correct coding errors (demographics or test taken information) for accountability. We could do a score code change request and get a correct score for the student, but the original score would be the one used for accountability.

What Coding Affects Accountability? • ETH: 1-Hispanic/Latino; 0-Not Hispanic/Latino • RACE: I-American Indian or Alaska Native, A-Asian, B-Black or African American, P-Native Hawaiian/Pacific Islander, W-White (must mark at least one) • ED: Economic Disadvantage Indicator (01, 02, 99, 00) • L: LEP Indicator Code (C, M1, M2, 0) • SE: Special Education Indicator Code (1, 0) • SCORE CODE: Esp. L vs. S for LEP-exempt students These should be double checked for accuracy since they cannot be corrected for accountability after we ship the answer documents for scoring.

Other Answer Document Fields • Agency Use – used to code exit level retest students taking TAAS (99999) or TEAMS (88888); no longer used to collect information about make-up administrations nor DAEP/JJAEP administrations; also used to code information for unschooled ELL asylees and refugees (not applicable to GISD) • LEP Postponement – Exit Level only (use score code of “O”) • Foreign Exchange Student Waiver – for Gr. 10 & Exit Level (use score code of “O”) • Court-Ordered High School Equivalency Program (HSEP) – for Gr. 10 & Exit Level (most likely will only apply to a few JJAEP students) (use score code of “O”)

Other Important Reminders

You must ensure that all accommodations are implemented. What is your tracking system to ensure that all accommodations will be given? How will you ensure that all accommodations are coded on the answer document?

Oral Administration (OA): TAKS(see p. 77-78 of TAKS Accommodations Manual & Appendix D in TAKS Manual) • Available for eligible dyslexic, SPED, or 504 students on TAKS, TAKS (Accommodated), and TAKS-M. • Available for Math, Science, and Social Studies only. Oral administration is not allowed for the ELA tests. • Encompasses different levels of reading support. Must be documented in IEP/IAP or dyslexia paperwork. • Form 1 must be used for TAKS primary test administrations. • The Test Administrator needs a copy of the test booklet. • Must maintain test security and confidential integrity. (Requires additional training (use Appendix D in the TAKS Manual) and additional signature on security oath when TA is giving an OA.)

TAKS Make-Up Testing • For TAKS (including TAKS-M and TAKS (Accommodated)), make-up testing sessions are permitted only for Gr. 10ELA and Gr. 10 math • The student must be absent on the scheduled testing day in order to be eligible for make-up testing. • Thursday, March 8: Make-up testing date for Gr. 10 TAKS/TAKS (Accomm.) ELA & TAKS-M ELA • A special MAKE-UP Form must be used for the regular Gr. 10 TAKS ELA test, and the MAKE-UP FORM bubble must be marked on the answer document. • Students will use the regular TAKS (Accommodated) and TAKS-M tests for their make-up tests. Do not mark the MAKE-UP FORM bubble for these two test versions.

GAP & Academy Testing • It is the responsibility of the Home Campus to distribute their students’ answer documents to GAP and Academy. The Assessment Dept. will try to facilitate this distribution. • Scorable answer documents must be included with the Home Campus documents and counts. The Assessment Dept. will incorporate these answer docs into the appropriate home campus under a class header for Lackey (for GAP) or Carter (for Academy). • Do not provide test booklets to GAP or Academy, only answer docs. • It is a campus responsibility to know who is at GAP and Academy and to coordinate with the alternative schools’ campus testing coordinators to ensure that demographic information is complete and correct, accommodations are communicated, and testing decisions/information are communicated in a timely fashion.

Returning TAKS Materials What goes in here and how?

Preparing Materials for Return • Verify that no answer documents have inadvertently been left in test booklets. • Verify that student information on answer documents is complete and accurate. • Perform any transcribing that is required using a No. 2 pencil. • Verify that all test booklets and answer documents have been accounted for.

Preparing Materials for Return (cont.) • Place all secure test booklets in serial number order for return to the district testing coordinator. (Do not separate used test booklets from unused test booklets.) • Make sure the correct score code is marked on each answer document. (Do not mark “A” for absent students until after the make-up testing date, which only applies to Gr. 10 ELA for the March administration.) • Double or Triple Check the Big Three: 1) TEST TAKEN INFO field, 2) SCORE CODE field & 3) ACCOMMODATIONS field

Packaging Materials • Separate scorable from nonscorable materials. • Place voided answer documents under a green VOIDED ANSWER DOCUMENT IDENTIFICATION SHEET and place a paper band around the stack. TAKS† voids must be kept separate from TAKS-M voids. • Use a paper band to band each group of scorable materials. - Mark each band with the campus name, grade level, and test name (either TAKS, TAKS Exit-Level Retest, or TAKS-M; e.g., GHS, Gr. 10 TAKS-M ELA). - If you have more than one banded set for a single test, then also include the package count (e.g., 1 of 2, 2 of 2). †including TAKS (Accommodated)

Returning Unused Precoded Labels and Answer Documents • All precoded answer documents, if not used, must be returned under a greenVOIDED ID SHEET with scorable materials. • If a precoded label is attached to an answer document and not used, then it must be returned under a greenVOIDED ID SHEET with scorable materials. • If a precoded label is not attached to an answer document, then it is returned with the nonscorable materials. • Never discard labels nor answer docs for students who are no longer enrolled in your school!

Campus, Group, and Class Identification Sheets • A separate Campus and Group Identification Sheet must be completed for each grade level and testing program (TAKS†, TAKS Exit Level Retest, & TAKS-M). • There must be at least one Class Identification Sheet for each test group. • Incorrect counts on the identification sheets will delay the processing of our results and score reports. • Check that the number of answer documents matches the number indicated on the identification sheets. †including TAKS (Accommodated)

Returning Materials to District Coordinator • Follow the packing charts to pack materials for return (see handout). • Do not seal boxes so that materials can be checked in and verified by the assessment department. • Scorable materials should be ready for pick up or returned according to the pick-up/return schedule. (See handout.) • Nonscorable materials should be returned according to the schedule for nonscorables. (See handout.)

Contact Information Office: 943-5000, ext. 6034 Cell: 677-2762 Email: mccoyr@georgetownisd.org Denise Gunn, Assessment Secretary, 943-5000, ext. 6098 gunnd@georgetownisd.org • On testing days call Denise first. She will know where I am at all times and can get a message to me quickly to call you. • If you cannot reach Denise, then try my cell phone. Becky McCoy, Assessment Director

2012 TAKS Training for Campus Testing Coordinators