Proctoring the August 2014 HSPE

1. Proctoring the August 2014HSPE [Type school name and date here] [ADD DATE][ADD LOCATION][ADD TIME] This material should be augmented with special consideration appropriate for your local district.

2. What’s New • Caution symbol in Administration and Proctoring PowerPoints as a reminder of the most frequent irregularities

3. Preparing Students • Educators must ensure that test preparation activities and material provided to students will not adversely affect the validity of test scores. • Curriculum & Assessment Home page has links to Parent and Teacher Resources • Resources and Tools (sample passages, questions, anchor sets, and • test and item specifications) • Writing - www.k12.wa.us/Reading/Assessment • Reading - www.k12.wa.us/Writing/Assessment • 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 • Classroom and Test Proctor Resources (i.e., Demos, PLDs): www.k12.wa.us/TestAdministration/TestProctorResources.aspx

4. 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 Test Security and Building Plan • Tests proctors must only have access to secure test materials on the morning prior to each testing session • Tests must be locked up when not in use • Only trained 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 for all students HSPE DFA 9

5. 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 • Media should not be on campus • Trained test proctors only, not volunteers • Post Testing – Do Not Disturb signs • Electronic devices are turned off and out of reach (students must not use electronic devices during testing sessions or breaks) • Backpacks, bags, and purses out of reach HSPE DFA 10

6. Responsibilities of Test Proctors Before During After HSPE DFA 12-13 • Read the Directions for Administration (DFA) including the directions to each subject area (become familiar with the text) • Familiarize yourself with school’s Test Security and Building Plan and accommodations needed in your classroom • Provide a positive environment • Prepare your room (remove or cover items on wall and post testing sign) • Know what tools are allowed; the tools are also listed as you read the Directions to students. • Read directions verbatim and follow the directions in the DFA • Monitor students • Report irregularities to the SAC • At least one trained test proctor in testing location at all times • Inventory and return all test booklets to the SAC • Inventory and return all other ancillary materials, if distributed during testing • Complete and sign a Test Security Assurance Form

7. What is allowed during test administration? • If a student asks for help on a question, we can suggest: • Read the question quietly, out loud to yourself. • Use your pencil to underline key words in the test question. • Think about what the question is asking you to do. 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, “…Make sure there are no unanswered questions on any page.” • For the Writing test: • We can define single words in the writing prompt (task) in a way that ensures students understand. • We can define any words or phrases on the Writing checklist, as long as we don’t hint or imply how students should write their response. • We read the prompt from a student test book, only at the beginning of each test session. Smile and make eye contact whenever possible!

8. Directions and Proctoring Actively monitor. Ensure that students are: • Using number 2 pencils (the scanner may not be able to read responses with other lead types, which could affect the student's, school’s, and district’s score results) • Working in the correct area • 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 assessment

9. Participation and Room Scheduling Who will test where? Extended-time location • [Add your notes here] Extended testing time: • If students are moving to a different testing location, a staff member must transport the booklets and any ancillary papers. Slide 9

10. Attendance Procedures [Add your notes here] Students arriving late can test if: • There is enough time to finish the assessment, • They have not had access or knowledge about testing content, and • Reading directions will not disturb others.

11. State Testing Schedules • Uniform administration of state assessments ensures that no one student has an unfair advantage over any other student: • Allow an additional 15 to 20 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 must be completed by the end of the day unless specified in an IEP/504 plan for More Than One Day Per Test. HSPE DFA 18

12. Break Procedures • Close test booklets • Instruct students not to discuss the test • Students are monitored by staff • Bathroom break – one student at a time • Ensure students do not have access to cell phones • [Add your staff break information here] • [Add the emergency contact number/plan should a proctor need help during the assessment] HSPE DFA 17-18

13. Response Tools 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. The chart in the DFA, page 22, identifies the tools allowed for each state assessment. Manipulatives that are used during state assessments should not provide answers but should be: • Used in the classroom – this should not be the first time • Available where students can get them if they elect to use them • Manipulatives or tools not included in the chart in the ACM should be considered not permitted. HSPE DFA 19 • (Non-Standard Accommodations Use form 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 for state assessments)

14. Test Materials Before: • During: HSPE DFA 19-24 • After: • Verify appropriate ancillary materials for the content area • Test Proctors may only sign out test booklets, accommodated forms, and CDs the morning of the prescheduled assessment • Reporting a perceived error on the test (do not transmit test questions electronically) • 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 completes the Test Ambiguity Form. See page 9 of the DFA. • Instruct students to do their best, the state will provide a remedy if necessary. • 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. • If a test booklet is not accounted for, immediately contact the district assessment coordinator prior to releasing students. • Return and sign in all materials or sign out to Extended-Time-Room Test Proctor

15. Document Irregularities • Do what you can to correct the situation, i.e. 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 occurred. The SAC is responsible for: • Completing an irregularity report and mark the booklet “Y” when required. • Annotating the irregularity on the Pre-ID Roster in “Comments” section. Never invalidate a test booklet.

16. Most Frequent Irregularities Testing irregularities include situations such as: • Misuse of electronic devices • Use of materials not allowed on the test • Test improperly administered When a testing irregularity occurs: • Correct the situation immediately • Separate students even if you believe, but are not sure, if cheating occurred • Continue with testing, if possible Never invalidate a test for any reason at the school. Only the district office will invalidate a test if necessary.

17. Final Checklist… Before Testing • Always ensure that test material is kept secure and not read or disclosed except what is necessary to administer the test • Pick-up booklets at _______ (Return booklets each day) • DFA in the classroom • 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 • Collect backpacks and cell phones prior to testing session

18. Final Checklist… During Testing • Do nothing that will give a student an advantage on a test or artificially inflate test scores • Always have trained staff in the room when students are testing • Provide accommodations as documented • Administer assessments reading word-for-word from the DFA • Read directions when proctoring a make-up session • Provide breaks as permitted in DFA • Document and report any testing irregularities

19. Final Checklist… After Testing • Account for all test booklets • Account for all secured materials distributed during testing • Verify all test booklets are signed • Process for returning ancillary papers is ________ • Return booklets and secured materials at _______ (Return test booklets each day) • Sign and return the Test Security Assurance Form Review your procedure when students finish before the rest of the class.

20. Review of Proctor Handouts • Proctor Training Materials in SAC Notebook • UPDATE WITH THE YOUR TRAINING MATERIALS • Proctor Training PowerPoint • Resources and Tools-Links (buff) • Checklist for Proctors • Materials Available for Student Access (lavender) • Ancillary Materials (back-yellow) • What is allowed (blue) • Proctor Quiz (pink)

21. Questions?