Proctoring the Winter 2014 End-of-Course

1. Proctoring the Winter 2014 End-of-Course Type school name and date here This material should be augmented with special consideration appropriate for your local district and school. December 12, 2013

2. What’s NEW • The 2011–2012 Washington State Accommodations Guidelines for Statewide Assessments have been replaced with the Access Supports and Accommodations Guidelines located: http://www.k12.wa.us/assessment/StateTesting

3. Preparing Students • Resources and Tools (sample passages, questions, anchor sets, test and item specifications) • Mathematics - www.k12.wa.us/Mathematics/Assessment • Mathematics End-of-Course Sample Item Booklet: www.k12.wa.us/Mathematics/pubdocs/EOCSampleItemBookletandAnswerKey.pdf • Biology - www.k12.wa.us/Science/EducatorResources.aspx • Biology- Science assessment resources for educators: www.k12.wa.us/Science/Assessments.aspx • Administrators • Item and Point Totals Charts and Scale Score Ranges at: www.k12.wa.us/assessments/StateTesting • Graduation requirements and resources: www.k12.wa.us/Resources • Web site links to Classroom Demos for: Translated CDs; • Released Items; PLDs and other resources listed on pages 4-5 • in the DFA. DFA 3-5

4. Test Question Ambiguity • How to report a perceived error on a test: • During the assessment, make note of the perceived error. Include subject, test booklet form, question number, and page number. • Instruct students to do their best and complete the assessment. Do not attempt to provide a remedy. • Complete a Test Question Ambiguity Form and deliver to the district assessment coordinator with your secure materials. • The district assessment coordinator must alert the state test coordinator. • Do notcopy any test content, share with colleagues or transmit this information through any device with cellular, messaging, or wireless capabilities (e.g., email, cell phones, pagers, iPods, tablets, other web-enabled devices, photo technology). DFA 7

5. Policies and Test Security • State Laws Governing Security All test content including, but not limited to, test booklets, and accommodated forms are confidential and must not be reviewed except to the extent necessary for administration of state assessments. • Follow your school’s Secure Test Material Handling Plan • Tests must be locked up when not in use • Verify ID if you don’t know the student • Only staff members carry test booklets • Account for all secure materials • Ensure confidentiality of test booklets, under your control • Ensure students have access to what they need – not an advantage • Provide appropriate allowable accommodations forall students DFA 7-8

6. Policies and Test Security • Follow the Code of Professional Conduct, Chapter 181-87 WAC. Public school employees are expected to know and comply with procedures, established by the Office of Superintendent of Public Instruction. • Securing Testing Environment • No media • Post Testing – Do Not Disturb signs • Only approved electronic devices. All other electronic devices are turned off and out of view.* Students should not use phones during breaks. Use of such devices warrant a test irregularity with possible invalidation. • No backpacks and/or purses near students • * Staff should refer to district policy and avoid personal cell phone use during testing. DFA 7-8

7. Responsibilities of Teachers • Teach students test-taking strategies • Familiarize students with question formats • Multiple-Choice • Short-Answer • Completion • Stand-Alone • Familiarize students with how to accurately fill in an answer circle • Encourage students to try questions and tasks even if they are uncertain • Help students to relax and be confident • Avoid excessive testing and coaching • Important: Use test results appropriately including maintaining confidentiality of individual students’ results. DFA 9-10

8. Responsibilities of Test Proctors DFA 10-11 Before: • Read the Directions for Administration (DFA) including the directions to each subject area (become familiar with the text). • Familiarize yourself with the school’s Secure Test Material Handling Plan schedule and accommodations needed in your classroom. • Provide a positive environment. • Review seating plan and prepare your room. During: • Follow and read directions verbatim in the DFA. Do not deviate. • Monitor students. • Report irregularities. After: • Inventory and immediately return all test booklets to the SAC. • Inventory and return to SAC all other ancillary materials, i.e. Glossaries, Formula Sheets, or Trigonometric Tables, if available. • Complete and sign a Test Security Assurance Form. • Provide feedback when OSPI emails the Proctor Survey.

9. What is allowed during test administration? We can re-read test directions (NOT test questions) aloud for any test as many times as students need. At the beginning of the test we can remind students to complete all questions. When they begin to turn in their booklets, we can reread the direction to the class, “…check that you have answered all the questions on each page.” • If a student asks for help on a question, we can suggest: • Reread the question • Do your best *It is not acceptable to review student responses or to allow students to read their responses to you. Smile and make eye contact whenever possible!

10. Directions and Proctoring Actively monitor. Ensure that students are: • Using Number 2 pencils (the scanner may not be able to read the responses which could effect the student's score) • Using a calculator (not cell phone texting) • Calculators are in degree mode for year 2 tests • Not sharing their work • Not using unauthorized tools • Not writing on the inner ½ inch of the booklet, by the spine Notice if students: • Are in need of an extra break • Need help navigating the pages

11. Assessment Options English Language Learners (ELL) Students who qualify for English Language Development (ELD) services: • Testing accommodations plans for ELL students must be documented and placed in the student’s cumulative folder. DFA 13-14

12. State Testing Schedules • Uniform administration of state assessments ensures that no one student has an unfair advantage over any other student: • Allow 15 to 20 additional minutes for test proctor activities • Breaks are not included in the timeframes below, follow breaks as outlined in the DFA for each test. • Assessments are untimed but mustbe completed by end of the school day in which it was started. DFA 15-17

13. Participation and Room Scheduling Who will test where? Extended-time location/process • When students are moving to a different testing location, a trained proctor must transport the booklets, calculators, and other papers. • Add your notes here.

14. Tools and Manipulatives In order to ensure consistent, reliable administration of assessments across the state, OSPI has compiled a chart of tools and manipulatives that students may access during the assessments. Manipulatives that are used during state assessments should not provide answers but should be: • Familiar to the students • Used regularly in the classroom • Available where students can get them if they elect to use them You must be read the tools and manipulatives section on pages 19-22 the DFA and understand the tools allowed and calculator policy. • Any manipulative or tool notincluded in the charts, should be considered not allowed. • *Non-Standard Accommodation Use Forms should be completed to request the use of an accommodation that is on an IEP but not listed in the Access Supports and Accommodations Guidelines. DFA 19-22

15. Break Procedures • Close test booklets • Instruct students not to discuss the test • Students are monitored by staff • Bathroom break – one student at a time • Students should not have access to electronic devices • Add your staff break schedule information here • Add the emergency contact number/plan should a proctor need technology assistance or other help during the assessment DFA 15

16. Attendance Procedures: Add your notes Students arriving late can test if: • there is enough time to finish the assessment, • they have not had access or knowledge about testing materials, and • reading directions will not disturb others.

17. Attendance Procedures: Absences • For EOC Assessments given in a single session: Students who are absent on the day of the assessment may not make up the assessment during the winter test administration. The next opportunity to test is in the spring administration. • For EOC assessments given over 3 days: Students who are absent for Day 1 or Day 2 of the test may take the session they missed on the following day within the 3-day test window. Students who are absent for Day 3 of the test cannot make up missed sessions because it is no longer within the 3-day approved window.

18. Test Materials DFA 23-26 Before: • Receive and sign out all test booklets and CDs. • Verify appropriate materials for the content area. • Verify correct booklet for each student and test. • Use the Pre-ID roster to document and track testing information. During: • Reporting a Perceived Error on the test (no electronics) • Notify the SAC in person or over the phone of the perceived error, including subject, grade, test booklet form, test question number, and page number. SAC then completes the Test Ambiguity Form. • Instruct students to do their best. If necessary, the state will provide a remedy. • Defective Booklets • Request a new booklet from the SAC. • Student continues in the new test booklet (verify student ID information is on the booklet). • Before students leave the room collect, inventory, and ensure that each booklet is signed. After: • Return and sign in all materials including ancillary papers or sign out to Extended-Time Room proctor.

19. Document Irregularities • Do what you can to correct the situation, move the students or take away the cell phone. Continue testing whenever possible. • Report to your SAC immediately regarding any irregularity. • When instructed by the SAC, document the irregularity on the front cover of test booklets in the “Notes: Proctor/Coordinator” box. • Record the events on your Test Security Assurance Form and provide the SAC with specific details of what transpired. The SAC is responsible to: • Complete an irregularity report and mark the booklet “Y” when required to do so. • Annotate the irregularity on the Pre-ID roster in “Comments” section. Never invalidate a test.

20. Final Checklist… Before Testing: • Pick-up booklets at _______ by ________ (Return booklets each day) • DFA in the classroom with the page marked for the directions for the day. • Tools clearly identified for the subject area and available for students. • Room is ready, walls have only appropriate materials. • Place Testing-Do Not Disturb sign on door. • Clear calculators, if applicable. Verify in degree mode for Year 2 tests. • Collect backpacks and cell phones.

21. Final Checklist… After Testing: • Account for all test booklets • Account for all secured materials distributed (Glossaries, Formula Sheets, Trigonometric Tables) • Verify all test booklets are signed and, when necessary, transcribed • Return booklets and secured materials to ______ by ______ (Return test booklets each day) • Sign and return the Test Security Assurance Form

22. Review of Proctor Handouts • Proctor Training Materials • Proctor Training PowerPoint • Daily Distribution Log • Checklist for Proctors • What is Allowed (may print on colored paper) • Proctor Quiz (color) • Tools for State Assessments (color) • Materials for Student Access (color) • Universal Accommodations Available for All Students (color) • Resources and Tools-Links (color)

23. Questions? • Proctors: • Refer to the DFA • Contact their school assessment coordinators • School Assessment Coordinator: • Refer to the ACM • Contacts the district assessment coordinator • District Assessment Coordinator: • Refer to the ACM • Contact OSPI • OSPI will refer calls from school staff to their • district assessment coordinator.