Test Coordinator Training

1. Test Coordinator Training PSSA 2019

2. Agenda Sign-in and Welcome – 15 min Powerpoint – 150 min Folder Review – 30 min Website Review – 15 min Questions – 15 min Spring Keystone Topics– 15 min

3. Recommend Release Time Office of Assessment’s recommendations sent to principals TCs of small schools (fewer than 400 tested students) generally need about 1-2 days to plan, 1-2 days to organize materials, full release on testing days for the entire time students are testing plus an hour or two after testing, and 1-2 days after testing is completed to organize and ship materials. TCs of large schools (more than 400 tested students) generally need 1-3 days to plan, 3-5 days to organize materials, full release on testing days for the entire time students are testing plus two to three hours after testing, and 2-3 days after testing is completed to organize and ship materials.

4. Scheduling – Test Design (ELA)

5. Scheduling – Test Design (ELA)

6. Scheduling – Test Design (ELA)

7. Scheduling – Test Design(Math)

8. Scheduling – Test Design (Science)

9. Scheduling – Testing Dates • ELA – April 15 – 26 (3 sections) • Math – April 29 – May 3 (2 sections) • Science – April 29 – May 3 (2 sections) • Make-ups* – May 6 - 10 • *Also Science for students receiving BCAs • Testing for a subject cannot begin until the scheduled week. • Testing for a subject can occur any time after the schedule week.

10. Scheduling – Who to Test A student who enrolls on any day of a “regular” testing window must take all sections of that test. • e.g., a student who enrolls April 26 must take all 3 sections of the ELA test. All sections do not have to be administered by the end of the “regular” testing window. The student should still take only 1 or 2 sections per day and complete the remaining sections as make-up testing. • e.g., a student who enrolls on May 2 might complete Math sect. 1 on May 3 and sect. 2 as a make-up sometime between May 6 and May 10. A student who enrolls after one of the “regular” testing windows is over should NOT take that test. • e.g., a student who enrolls on April 29 does not have to take the ELA test but does have to take Math and Science.

11. Scheduling – Who to Test All grade 3-8 students enrolled during the testing window • Homebound • Approved Private Institutions and Residential Treatment Facilities • Suspended Exceptions • PASA • Recent Medical Emergency • Opt out • First-Year English Learner for ELA Administer the test that corresponds to the grade at the time of the test. • Exception, a student who was an 8th grader at any time during the year must take the 8th grade tests.

12. Scheduling – Who to Test - Home, Cyber, and Private School Home Schooled Students should be allowed to test at your school. • Inform the parents of your testing schedule, start time, and location. • Use a School/District label and bubble first and last names, DOB, and Pa. ID. • Complete the home-schooled bubble on the 2nd page of the answer booklet and return with your scorable answer booklets. • Get the parents’ contact information, and inform them when you receive the student’s result in September. Cyber Charter Students must test at the cyber charter school. Private School Students • The private school can call DRC @ 1-800-451-7849 and be set up as a testing site. If they do not and a parent requests an SDP school to administer the test, it is up to the school to oblige. • If testing a private school student, follow the four bullets under home-schooled students above.

13. Scheduling – Test Administrators and Proctors Test Administrators and Proctors must meet the following criteria: • are employed or contracted (either directly or indirectly via a provider) by the LEA • have completed the Pennsylvania State Test Administration Training (PSTAT) in SY 2018-19 • are trained by the School Assessment Coordinator in SY 2018-19 • have not been prohibited from being a Test Administrator by the PDE or LEA TSS, PCAs, Student Teachers, BCAs, etc. CANNOT be in these roles. • They can be present in testing rooms if they are trained by the TC and complete PSTAT. • Must sign General Test Security Certification Test Coordinators should not be Test Administrators

14. Scheduling – Test Administrators and Proctors Teachers cannot administer the test to students they currently teach in the subject they teach them. Examples: Juan teaches only Math to students in homeroom 321. He CANNOT administer them the Math test. He CAN administer ELA and Science to them. He CAN administer the Math test to students in homeroom 221, if he doesn’t teach them Math. Bob teaches Social Studies to students in homeroom 321. He CAN administer all 3 subjects to these students. Cheryl is a 3rd grade teacher in homeroom 220. She can administer all the tests to 3rd grade (and other grades) students in all the homerooms EXCEPT 220. Exception for accommodations: Sp. Ed. and ESOL teachers CAN administer to their own students ONLY in the presence of a Proctor

15. Scheduling – Timing and Rooms Administer one or two sections a day Administer in sequence • If a student is absent during a testing session, upon return he/she should resume or begin the assessment in the same section as the rest of the testing population. • The section that was missed due to absence should be made up in a separate session. • If multiple sections are missed, the make-up session(s) must follow the order of the booklet. Must have a written plan for • Late Students • Extended Time (untimed but must finish same day the section was started) • Make-up Testing (can occur any day during the window)

16. Scheduling – Timing and Rooms In general, during regular testing all students in a room should be taking the same test (grade & subject). However, in extenuating circumstances, a large room can be used for testing multiple small groups in various grades and subjects as long as • the groups are sufficiently apart (so as not to interfere with each others’ testing) • dividers separate the groups • directions are read separately for each group Multiple Grades and Subjects CAN be tested in the same room • during make-up testing • to maximize use of a Bilingual Counseling Assistant

17. Scheduling – Bilingual Counseling Assistants The offices of Assessment, Multilingual Programs and Multilingual Family Support, will use BCAs as interpreters/ sight translators for students categorized as ELs for less than 3 years in U.S. schools and with levels 1.0-3.9. Students who enrolled/were placed after April 29, 2016. Schools will receive a schedule for eligible students and must confirm which students will use BCA services. TCs will receive a schedule for each BCA and must confirm test details with each BCA. Testing dates and/or times for identified students will differ from the main testing schedule. Please be flexible. Communicate any last minute changes directly to the BCA.

18. Scheduling – Bilingual Counseling Assistants BCAs can view the test, take notes, and have the notes in their possession until the end of the testing window. BCAs cannot be Test Administrators or Proctors and cannot be left alone with testing students. All students receiving services of a BCA in the same language should be grouped in the same room to maximize the BCA’s capabilities.

19. Scheduling - Accommodations Consider students using accommodations when scheduling. • Special Education • EL • Read-aloud • Scribing • Small groups Accommodations should already be known, indicated in an education plan, and used as part of regular instruction/routine.

20. Scheduling – Submit on Google Schedules are due via a Google form by March 8th. https://goo.gl/forms/JqFYu7YvG4xoO1x42 Schedules should have 3 days for ELA, 2 days for Math, and 2 days for Science. If you are testing more than one section a day, explain your schedule and list the start time for each testing session in the Additional Information section on Google. If extenuating circumstances necessitate a change to the Testing Schedule after the 8th, inform Assessment and submit another schedule. Schedules will be shared with PDE monitors and SDP monitors.

21. Materials – Non-Secure (Shipment 1) Delivered by March 18th Contains • Packing List • Handbook for Assessment Coordinators • Directions for Administration Manuals (DFAs) • Directions for Online Administration Manuals (if testing online) • Spanish Directions for Administration Manuals (when applicable) Note – DFAs must be distributed to Test Admins prior to the March 1st turn-around training. Electronic versions will be on Assessment website.

22. Materials – Secure (Shipment 2) Delivered by April 1st Contains • Security Checklist • School Packing List • Labels • Precoded • District/School • Do Not Score • DRC Scorable/Non-scorable & UPS Shipping (combined) • Test and Answer booklets—shrink-wrapped in packs of 11 (Grade 3 combined) • Formula Sheets, Scoring Guidelines, Writer’s Checklists – in packs of 15 • Ruler (Grade 3) and Protractor (Grade 4) • Spanish, Large Print, Braille booklets • Plastic Bags and Zip Ties

23. Materials – Secure Storage Upon receipt of secure materials (Shipment 2), immediately move the boxes to your locked secure storage area. Although the labels on the boxes indicate “Open Immediately”, DO NOT OPENthese boxes. Count boxes and contact DRC immediately if missing boxes, (800-451-7849, pacustomerservice@datarecognitioncorp.com. All paper answer booklets and test booklets and test tickets for online assessments must be kept in a preselected, locked, secure storage area. Only TCs, principals, and building engineers are allowed to have a key to the storage area.

24. Materials – Secure Storage Do not store in teachers’ classroom or public/active areas. Secure materials must never be left unattended or in open areas. All secure testing materials must be inventoried, counted, and returned immediately to the preselected, locked, secure storage area after testing is completed. Test tickets for online testing are secure and are subject to the same rules as secure booklets. Test Administrators should be given access to secure test materials only immediately preceding test administration (no more than 30 minutes before the start of testing).

25. Materials – Receipt Notice and Additional Materials Complete the Materials Receipt Notice on DRC eDirect after receiving secure materials on April 8th. Make sure you have all of yourboxes. If after opening your boxes you discover something is missing, contact DRC and document what is missing. Order additional materials via eDirect beginning on April 1st. Keep the DRC boxes for returning materials.

26. Preparing Booklets – Opening Boxes Boxes of secure materials may be opened to label booklets and organize them for testing on the following dates: • ELA – April 8* • Math and Science – April 15* Use the packing lists included in the box with the Administrative Materials sticker to identify ELA, Math, and Science boxes. *If you choose to open boxes before you leave for the holiday on April 18th, you must do the following before leaving for Spring Break: • re-pack any secure materials you took out of the boxes • re-tape the boxes to seal them • place the boxes in the designated secure location and lock the area during Spring Break You can continue to organize the materials upon your return on April 23rd.

27. Preparing Booklets – Precoded Labels

28. Preparing Booklets – Precoded Labels • Precoded labels are delivered and slip-sheeted by subject, grade, and test session. • DO NOT make copies of labels. • Discard the label if a student is no longer enrolled at your school or is not going to test. • Verify that the First Name, Last Name, PAsecureID, and Date of Birth are accurate. • Do NOT use a precoded label if any of the above is inaccurate. • Labels always override hand-bubbled information.

29. Preparing Booklets – District/School Labels

30. Preparing Booklets – District/School Labels When using District/School Labels, the following must be bubbled exactly as it appears in PIMS: • student’s first name • student’s last name • date of birth • PAsecureID Infinite Campus, Schoolnet, and Secure ID List template are sources for the above information. 30

31. Preparing Booklets – Do Not Score Labels

32. Preparing Booklets – Do Not Score Labels Do Not Score labels are for used answer booklets that cannot be scored because the booklet has become damaged or invalid. Remember to transcribe student responses from a damaged booklet. Do Not Score labels must be affixed over any label already on the booklet. 32

33. Preparing Booklets - Labeling 33

34. Preparing Booklets - Labeling Place labels on despiraled booklets first and small groups second. Record student’s name assigned to each booklet on Security Checklist. • Electronic copies available upon request beginning April 1, email DRC. Place a label on an answer booklet for EVERY student who attends the school regardless of if he/she will test. If the student has left the school, DISCARD the pre-coded label. If the student will take PASA, DISCARD the pre-coded PSSA label. Accountability is not dependent on pre-coded labels.

35. Distribution and Chain of Custody Test Administrators cannot receive booklets more than 30 minutes prior to the start of testing. When any secure materials leave the secure storage area or are returned to the area, you MUST • Count the materials leaving/being returned. • Record the counts on a sign-in/out sheet. • Have the person receiving the booklets sign his/her full name next to the count. Keep the sign-in/out sheet for three years.

36. Distribution and Collection Distribute • Booklets • Scratch Paper (grid/graph paper is allowed) • Calculators • Red stickers (Math grades 4-8 for non-calculator section) • Seating Chart Templates • List of student accommodations per room • Procedure for handling breaks, extended time, and/or emergencies • Pencils • Testing In Progress sign for door

37. Distribution and Collection Collect scratch paper after the non-calculator section in Math. • Grades 4-8, Section 1, item 1 through page 6 Distribute new scratch paper after red stickers applied. Collect all materials as testing finishesin each room. Return materials to secure storage immediately.

38. Test Administration – Code of Conduct Teachers/Administrators MUST review the “Code of Conduct for Test Takers” with test takers before the test administration and make sure that the students have an understanding of the expected behavior.

39. Test Administration – Display Everything must be covered with a non-transparent sheet or taken down in all rooms used for testing (including late, extended time, and make-up) and all hallways and stairwells students will pass through during testing EXCEPT the following: 1) General Description of Scoring Guidelines 2) Formula Sheet 3) Code of Conduct for Test Takers 4) Emergency Procedures, e.g. Fire exit, evacuation plan, etc. 5) “Communicate Assessment Information” specified in the Directions for Administration (Posted so all students can read it – Item and Page #s, Answer Each Question)

40. Test Administration – After Testing Activities Students who finish early may sit quietly or read for pleasure until all students have finished. Reading for pleasure includes magazines along with fiction text such as novels, short stories, poetry, etc. The following are not allowed: reading informational text including topics that discuss a particular skill in the areas of reading and writing. • For example, students should not be reading a text that explains how to write a good essay or how to develop a text dependent analysis response. Written work/drawing/coloring of any kind is prohibited to ensure students are not recording secure test content.

41. Test Administration – After Testing Activities PDE now requires that schools identify the Test Administrator (TA) for each student assessment. TA’s initials must be recorded on the back page of each competed answer booklet. TAs can bubble but Test Coordinator must verify. For multiple TAs or proctors, the lead TA should initial and the multiple Admin/Proctor field should be bubbled. For online testing, the TA administering the assessment must be included in the test session.

42. Test Administration – Electronic Devices Students cannot possess electronic devices (e.g., cell phone, smartphone, smartwatch, camera, etc.) during testing. Schools should have a procedure for collecting devices before testing. Schools should have consequences for this infraction. Schools should share the policy and consequences with students and parents (sample letter is in the folder).

43. Test Administration – Electronic Devices PDE now recognizes a difference between possessing and using an unapproved electronic device. • Using is characterized by a student’s active engagement with the device. • Possession is characterized by having the device on the student’s person or placed where he/she could easily access it without using the device.

44. Test Administration – Electronic Devices If a student is found in possession of an electronic device, • Determine if it was used to compromise the security or integrity of the test. • If security/integrity was not compromised, discipline the student according to school policy, but do not make the student retest. • If security/integrity was compromised, the student was using the device. If a student is found using an electronic device, • Confiscate and check the device for information on test items. • Place a Do Not Score label on the answer booklet and send with non-scorables. • Give him/her a new booklet of a different form and let him/her start over. • Complete the testing violation protocol and e-mail assessment@philasd.org. • Discipline the student according to school policy.

45. Test Administration – Active Monitoring Test Administrators must actively monitor PSSA test administration at all times. TAs must not engage in any activity which may distract them from their assigned test monitoring duties. Such activities include, but are not limited to • working on a computer • reading • using a cell phone, smart watch, or electronic device • grading papers • having conversations not related to monitoring All adults present in testing rooms may not use cell phones or other electronic devices.

46. Accommodations – English Learners ELs who enrolled in a U.S. school for the first time after April 27, 2018 are considered 1st year ELs and are exempt from the ELA PSSA. (Still return a scorable booklet.) All ELs may use word-to-word translation dictionaries, without definitions, pictures, or internet connection for Math and Science PSSA, but not for any part of the ELA PSSA. ELs arriving in the country after April 29, 2016 (3 years) may use • Spanish versions of Math and Science • Qualified interpreters/sight translators who can present • Directions/instructions in ALL the assessments, i.e. ELA, Math, and Science • Content of the test (test questions, answer choices, labels, descriptions, and other test material) in Math and Science ONLY Interpreters/sight translators CANNOT be Test Admins or Proctors

47. Accommodation – Read Aloud All directions and items in the Math and Science PSSAs can be read aloudto any individual student upon request. Only directions can be read aloud for ELA. Do not read aloud to an entire class. Only when there is a small group (5 or less) of IEP students with the Read Aloud accommodation with despiralled tests can the above be read aloud to the entire small group of 5 or less. The items must be read-aloud verbatim, without any embellishments such as explanation, definition, gestures, and voice inflexion, etc. When the TAs read aloud an item, they need to follow the guidelines as detailed in the Read-Aloud Guidelines in the folder. All the allowed read-alouds are explained very clearly with examples in the Read-Aloud Guidelines. It also explains how to read-aloud. If a student has items read aloud to him/her, complete the appropriate accommodations bubble on the student’s answer booklet.

48. Accommodation – Scribing The scribe accommodation allows a student to dictate a response and the Test Coordinator or designee writes in the answer booklet exactly as dictated. Allowable for students with a physical disability that severely limits or prevents the student’s motor process of writing, typing, or recording responses during testing, including pain and/or fracture. Allowable for students who have a documented disability in the area of written expression which results in significant interference in their ability to express their knowledge in writing/keyboarding, even after varied and repeated attempts to teach the student to do so. Must follow Read Aloud and Scribing Guidelines for Operational Assessments.

49. Accommodation – Resources All Test Coordinators or their designees must review the Accommodations Guidelines and the Accommodations Guidelines for ELs. https://www.education.pa.gov/K-12/Assessment%20and%20Accountability/PSSA/Pages/TestingInformation.aspx For any student who receives an accommodation, fill in the appropriate bubbles in the Accommodations section of the answer booklet or in the Student Management > Manage Students section of eDirect for online testers.

50. Accommodation – Bubbling If using a precoded label, DO NOT bubble demographic information but DO bubble accommodations.