Testing Irregularities Web Application System ( TIWAS )

1. Testing Irregularities Web Application System (TIWAS) Revised 02/19/2016

2. Purpose • Provide general information about testing irregularities • Explain how to use the Testing Irregularities Web Application System (TIWAS) • Provide contact information for the Office of Test Administration, Scoring and Reporting Revised 02/19/2016

3. General Information About Testing Irregularities Revised 02/19/2016

4. Definition A testing irregularity is any occurrence during a test administration that meets one or more of the following criteria: • inappropriately influences student performance • inappropriately influences the reporting of student performance • constitutes a breach in test security • results in the improper implementation of mandatory student testing Revised 02/19/2016

5. Examples of Testing Irregularities Examples of testing irregularities include but are not limited to: • while testing, a student becomes ill or leaves the testing room unescorted; • during testing, a student accesses or has access to a cell phone or other electronic device, notes, study guide, etc.; • during testing, a student is observed cheating; • while testing students are interrupted by PA announcements, alarm system, or drills; • an Examiner, Proctor, or teacher, or other person provides improper assistance to a student; Revised 02/19/2016

6. Examples of Testing Irregularities (continued) • anyone who has not signed the School Personnel Test Security Agreement enters the testing room while secure test materials are exposed; • testing accommodations specified in a student’s IEP, 504 Plan, or LEP Student Assessment Participation Plan are not provided; • a student is provided an accommodation that is not specified in her/his IEP, 504 Plan, or LEP Student Assessment Participation Plan; • a student is provided an inappropriate manipulative for the test; • a student’s test booklet or used answer document is missing; and • any unused/unassigned test ticket or test booklet is missing. Revised 02/19/2016

7. Reporting Testing Irregularities • Test Examiners are directed to report any testing irregularity to the designated School Test Coordinator (STC) immediately, and STCs are directed to report testing irregularities to the Division Director of Testing (DDOT) within 24 hours of their occurrence. While some irregularities may be resolved locally by the DDOT, most irregularities are forwarded within 24 hours by the DDOT to the Virginia Department of Education (VDOE) for review and guidance. • DDOTs are required to report certain irregularities to VDOE. All situations that involve the retesting of students, compromised testing procedures or policies, or student test record exclusions must be reported to VDOE. In some cases testing irregularities are reported to VDOE by concerned individuals, some of whom wish to remain anonymous, through means other than the normal reporting structure. This information is conveyed in Informational Supts. Memo No. 118, dated May 9, 2008 and Testing Memo No. 713, dated May 14, 2008. Revised 02/19/2016

8. Reporting Testing Irregularities Using TIWAS All testing irregularities must be reported using the Testing Irregularities Web Application System (TIWAS) and as directed by the DDOT. • Testing Irregularity occurs • STC enters information into TIWAS and submits to DDOT • DDOT reviews and resolves locally or submits to VDOE • VDOE staff closes irregularity or requests additional information • DDOT and STC view resolution • DDOT prints or exports irregularities as needed While irregularities that have been added and resolved locally are not visible by VDOE, they reside in the application on the VDOE server. Therefore, the information provided in the irregularities may be subject to Freedom of Information Act requests submitted to VDOE. Revised 02/19/2016

9. TIWAS User’s Guide • The User’s Guide for the Testing Irregularities Web Application System (TIWAS) provides step-by-step instructions for accessing TIWAS to report the division’s testing irregularities. • The User’s Guide is located at: www.doe.virginia.gov/testing/test_administration/#irregularities Revised 02/19/2016

10. How to Use the Testing Irregularities Web Application System (TIWAS) Revised 02/19/2016

11. Getting Started • TIWAS can be accessed through the Single Sign-on for Web Systems (SSWS) application provided by the Virginia Department of Education. • The Web address for SSWS is as follows: https://p1pe.doe.virginia.gov/ssws/login.page.do • Access to TIWAS must be given to the DDOT, STC, and any other appropriate personnel by the Account Manager in your division for the SSWS as directed by the DDOT. You may already have access to the SSWS for other applications and will need the Account Manager to add Testing Irregularities as an available application. Revised 02/19/2016

12. SSWS Login Page Enter User Name (assigned by SSWS Project Manager) Revised 02/19/2016

13. SSWS Login Page (continued) Enter Password Revised 02/19/2016

14. SSWS Home Page Click on the Testing Irregularities (TIWAS) link. Revised 02/19/2016

15. Testing Irregularities Home Page Click on the Maintain Irregularities link to add, search or edit an irregularity. Revised 02/19/2016

16. Maintain Irregularities Screen Revised 02/19/2016

17. Maintain Irregularities Revised 02/19/2016

18. Adding An Irregularity • STCs and DDOTs add irregularities • Alternate form number appears after irregularity is saved (pay attention to status) • STC cannot edit irregularity once submitted to DDOT • Test information entered must pertain to the form that was administered to the student(s) • A new irregularity must be submitted for each different test level/SOL test area Revised 02/19/2016

19. Steps For Adding An Irregularity • Click on the Add Irregularity link on the Maintain Irregularities page. • Fill in the required information on the Testing Irregularity - Add screen. • Select “Yes” in the Submitted to DDOT field if all information is accurate and complete. If more information needs to be collected, do not select “Yes” in the Submitted to DDOT field. • Click on the Submit Data button to apply your changes. A green checkmark will indicate if the irregularity has successfully been saved. See the next slide for the screen shot of the Testing Irregularity – Add screen. Revised 02/19/2016

20. Testing Irregularity-Add Screen Revised 02/19/2016

21. Fields Automatically Generated Revised 02/19/2016

22. Required Fields Revised 02/19/2016

23. Optional Fields *Note that the student’s name and STI are required for most testing irregularities. Revised 02/19/2016

24. Exception For Adding Irregularities Read-Aloud Tests • Choose “Regular” from the Test Type dropdown list when adding an irregularity for an online or paper Read-Aloud test • In the Description field state that the test was a Read-Aloud test. Revised 02/19/2016

25. Searching For An Irregularity • The ability to search or view irregularities is based on login information • STC can view irregularities in school only • DDOT can view irregularities in division • Search on IRR No, Admin Year, Test Admin, Status, Assigned To, Description, VDOE Response, and School Name (DDOT only) • Edit/View options depends on status of irregularity Revised 02/19/2016

26. Steps For Searching • Select the search criteria from the available fields on the Maintain Irregularities page. To return a list of all testing irregularities, do not specify any criteria. • Click on the Search button. See the next slide for the screen shot of the Maintain Irregularities screen. Revised 02/19/2016

27. Search Irregularity Screen The DDOT can limit a search to a particular school. Revised 02/19/2016

28. Search Results Screen Search results are sorted by Created Date/Status (See next slide) Revised 02/19/2016

29. Search Results Sort Order • STC default sort order (based on Created Date and Status) • Added, Submitted to DDOT, Submitted to DOE, Response by DOE, Resolved by DDOT, Closed by DOE • DDOT default sort order (based on Status) • Submitted to DDOT, Added, Response by DOE, Submitted to DOE, Resolved by DDOT, Closed by DOE Revised 02/19/2016

30. Testing Irregularity Statuses Revised 02/19/2016

31. Editing An Irregularity • STC may edit irregularity before submitting to DDOT • After “Yes” is selected in Submitted to DDOT field, STC cannot edit the irregularity • DDOT may change Submitted to DDOT field to “No” to enable STC to edit irregularity • DDOT cannot edit irregularity once Submitted to DOE • VDOE may change Closed Status to “No” to enable DDOT to edit irregularity Revised 02/19/2016

32. Steps For Editing An Irregularity • Select the search criteria from the available fields on the Maintain Irregularities page. To return a list of all testing irregularities, do not specify any criteria. • Click on the Search button. • From the Search Results list, click on the Edit link in the Edit column for the irregularity you wish to edit. The Edit link will only appear if you have the authority to edit the irregularity. • Make any necessary changes. • Click on the Submit Data button to apply your changes. See the next two slides for the screen shot of a sample Search Results list and the Testing Irregularity-Edit screen. Revised 02/19/2016

33. Sample Search Results Screen Click the edit button to edit an irregularity. Once edited, you can save the changes. If an irregularity is in status Closed by DOE, the DDOT can request VDOE to re-open it so that it can be edited. Revised 02/19/2016

34. Edit Irregularity Screen Revised 02/19/2016

35. Exporting Irregularities • Individual irregularities may be printed. • All testing irregularities are stored in the database indefinitely. • At any time, irregularities from a search list may be exported and saved electronically. The irregularities exported will reflect the search criteria entered in the fields on the Search Results screen. For example, if you have a list of irregularities with the status “Submitted to DOE,” only those irregularities would be exported. Revised 02/19/2016

36. Exporting Irregularities Screens Revised 02/19/2016

37. Contact Information Office of Test Administration, Scoring, and Reporting Student_Assessment@doe.virginia.gov 804-225-2102 Revised 02/19/2016