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Administration Code Training

Training program to ensure adherence to ethical standards and appropriate assessment practices for administrators, teachers, and staff involved in assessment processes.

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Administration Code Training

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  1. Administration Code Training 2014 OFFICE OF ASSESSMENT AND ACCOUNTABILITY KENTUCKY DEPARTMENT OF EDUCATION

  2. KDE:OAA:DSR 8/29/2014

  3. Rationale Page 3 • Professional Ethics: No test preparation practice shall violate the ethical standards of the education profession. (16 KAR 1:020) • Education Defensibility: Activities created or implemented for the sole purpose of artificially increasing test scores that do not contribute to the student’s overall education are considered a violation. • Student Ownership: All assessment work shall be done entirely by the student. Students, teachers and schools deserve to have valid and reliable test results. KDE:OAA:DSR 8/29/2014

  4. Page 4 APPROPRIATE ASSESSMENT PRACTICES • Annual dedicated training time on the Administration Code and Inclusion of Special Populations regulations for any individuals who will potentially be involved with any component of the assessments. • Training must occur prior to any test-related processes or test administration and shall include interaction regarding the content of the regulations. • The need for training applies to both paper/pencil and computer-based versions of the assessments. • It is the intent of the regulation for all administration manuals to be followed, including the reading of the scripts. KDE:OAA:DSR 8/29/2014

  5. Page 4 Appropriate Assessment Practices • Everyone shall read and comply annually with the regulations, and sign the signature page or group training signature sheet. • Signing either the signature page or group training signature sheet acknowledges that the signee will be held professionally accountable for his/her own actions. KDE:OAA:DSR 8/29/2014

  6. TEST SECURITY There is an emphasis on test security not only in Kentucky, but nationwide. Data Forensics: erasure analysis and score analysis can lead to finding inappropriate practices such as: • Cheat sheets • Test administrators leading students to answers through gestures or verbal cues • Adults changing student answers • Student receiving help from test administrators KDE:OAA:DSR 8/29/2014

  7. TEST SECURITY • Site Visits • School site visits are conducted during testing windows. • Sites are chosen by both purposeful and random selection. • DACs are notified shortly before the arrival of KDE staff. DACs may notify schools and attend if they so choose. • KDE staff requests specific documents such as seating charts, testing schedules, test materials log in/out sheets, as well as to see testing and storage areas. • Allegation Investigations • School visits • Staff and student interviews • Documentation KDE:OAA:DSR 8/29/2014

  8. Page 5 Test security DACs, administrators and teachers are responsible for the security of assessment materials before, during and after testing. KDE:OAA:DSR 8/29/2014

  9. Page 5 TEST SECURITY  Knowing concepts measured and using content standards Using KDE support materials for instruction Х Using specific test item knowledge to prepare students for testing All persons involved with testing processes committing to nondisclosure of information Х Revealing test items ХReviewing or reading test items ХTaking notes or discussing test content, concepts, etc. before, during or after testing KDE:OAA:DSR 8/29/2014

  10. Page 5 & 6 TEST SECURITY Taking materials out of school setting for home/hospital administration ХRemoving test materials from school/district setting for purposes other than administration Using KDE approved technology for student responses ХMaintaining electronic versions of items or responses  Collecting and securely destroying student scratch paper, notes, drafts, etc. Х Scoring of test items or pre-writing areas KDE:OAA:DSR 8/29/2014

  11. Page 6 & 14 Test security Х =NOT ACCEPTABLE  =ACCEPTABLE  Visual scanning of student responses for good faith effort criteria Х Scoring or reading responses in their entirety Х Making results of a checklist available before the entire assessment, including makeup testing,has been administered and materials returned to school or district staff  Distributing Test Administrator Manuals prior to testing Х Distribution of test booklets before the testing window opens Х Allowing anyone other than those administering the test to see secure materials Х Storing test materials in an unsecure manner (double lock required for classroom storage) Х Leaving materials unattended outside locked storage KDE:OAA:DSR 8/29/2014

  12. Test security Pages 6-7  =ACCEPTABLE Х =NOT ACCEPTABLE  Distributing materials in the order as packaged  Copying of alert papers by district/school administrator for the purpose of resolving the issue Х Reproducing secure materials in any way—i.e., e-mailing, discussing, photocopying, handwriting, posting to social network sites  Accessing Internet or imaging capabilities on electronic devices with vendor or KDE approval (i.e. EOC, nonstandard response template) Х Using electronic devices to gain a testing advantage Х Accessing Internet, wireless communication, or imaging capabilities for any reason other than testing purposes KDE:OAA:DSR 8/29/2014

  13. Test security Deleting student nonstandard response templates from a flash drive only once at the completion of testing. Leaving test materials in a closed bin in a locked classroom while escorting students to music class. During a testing session allowing students access to electronic devices as each student finishes and test materials are collected. ACCEPTABLE Yes or No KDE:OAA:DSR 8/29/2014

  14. Classroom materials Page 8  Displaying instructional materials any time during the year  Displaying materials without content, including periodic tables, during testing  Following specific directions in test administration manuals for display of materials Х Materials containing content or problem solving strategies in the testing environment Х Providing any resources not listed in test administration manuals Х Distributing, making available, or attaching to student workstations any information or materials not sent with test materials or listed in test administration manuals KDE:OAA:DSR 8/29/2014

  15. Page 8 Classroom materials Basic periodic tables and motivational materials may remain posted. ACCEPTABLE KDE:OAA:DSR 8/29/2014

  16. Page 8 Classroom materials Materials used during direct instruction, containing content, or strategies/processes should not be displayed on classroom surfaces including walls, workstations or clothing. Classroom materials shall not provide a testing advantage to any student. NOT ACCEPTABLE KDE:OAA:DSR 8/29/2014

  17. Classroom materials Approved Materials Dictionaries and thesauri for On-Demand Writing only Blank writing or graph paper Blank overlays Content free bookmarks Materials listed as approved in administration manuals Unapproved Materials Mechanical pencils Ink pens Highlighters Colored pencils or markers KDE:OAA:DSR 8/29/2014

  18. Classroom materials Page 8  Allowing dictionaries and thesauri (paper copy or electronic) only for on-demand writing Х Allowing dictionaries and thesauri for reading, mathematics, science, or social studies  Students having access to calculators as specified in test administration manuals KDE:OAA:DSR 8/29/2014

  19. Classroom materials Page 8-9  Providing in the testing environment, upon student request, materials consistent with instructional strategies to students with IEPs, 504 Plans or PSPs Х Allowing students to leave the testing room to gain access to any resource used for accommodations  Permitting electronic devices as specified in test administration manuals (i.e. calculators) Х Permitting students to share calculators  Allowing student access to non-content materials after the collection of test materials such as books and puzzles—is determined by school/district KDE:OAA:DSR 8/29/2014

  20. Classroom materials Calculator Usage Check assessment specific manuals for information on acceptable and prohibited calculator models. KDE recommends that schools provide calculators for each student; however, students are allowed to use their own approved calculators. Test administrators are responsible for ensuring that communication and Internet capabilities are disabled. Students within the same testing session may not share calculators even if test administrator clears the programs in between uses. KDE:OAA:DSR 8/29/2014

  21. CLASSROOM MATERIALS Page 9  Test administrators having access to electronic devices to contact school administrators during test sessions  Allowing student use of personal electronic devices, which meet acceptable use criteria, for test administration Х Allowing staff or student electronic devices for personal use, except in case of emergency, during testing sessions KDE:OAA:DSR 8/29/2014

  22. Classroom materials Allowing students to use their own approved calculators instead of one provided by the school. Using a personal cellphone to communicate with another teacher about a testing situation occurring in the classroom. Allowing students to read library or personal books as each student finishes and test materials are collected. KDE:OAA:DSR 8/29/2014

  23. Page 10 Administration practices DACs and BACs shall: • Schedule test administration • Arrange for adequate staff to administer assessment • Prepare accurate student testing rosters and seating charts • Ensure all assessment materials are kept secure before, during and after testing KDE:OAA:DSR 8/29/2014

  24. Page 10 & 13 Administration practices  Words of encouragement such as “Do your best”, “Stay on task” Х Encouraging students to edit responses by giving evaluative feedback through tone, gesture or phrases such as “You can do better.” Х Giving evaluative statements to students or assigning grades regarding item responses Х Assisting students in understanding or answering test items Х Coaching, editing or pointing out errors or missing answers Х Altering student answers at any time or in any manner  Active monitoring by test administrator and ensured by school and district staff (circulating around the room)  Monitored restroom breaks KDE:OAA:DSR 8/29/2014

  25. ADMINISTRATION PRACTICES Page 10 & 11  Appropriate size testing locations and adequate number of staff to conduct active monitoring (circulating the room) Х Testing locations that limit the ability to adequately monitor students  Monitored restroom or refreshment breaks that do not impact the integrity of the test Х Allowing students to move about the room during a testing session Х Locations that exceed reasonable seating capacity Х Leaving students alone with test materials Х Allowing students to transport test materials without supervision KDE:OAA:DSR 8/29/2014

  26. Page 11-12 ADMINISTRATION PRACTICES  Administer test sections in the order they appear in the book—same content, same grade, same school, same time Х Altering the order of testing to facilitate the need for calculators  Principal to ensure that accommodations are provided accurately Х Providing accommodations in a manner that may interfere with or influence other students Following time limits as specified in manuals Х Allowing students to continue working past the end of the school day  Extended time to immediately follow initial session and in an appropriate location  Pre-arranging for disruptive students to test in a different location KDE:OAA:DSR 8/29/2014

  27. ADMINISTRATION PRACTICES Page 11-12  Schedule session to avoid lunch conflicts. If unavoidable, monitor students during entire break  Alter testing schedule due to personnel shortage needed for providing accommodations Х Allowing more time than specified in the manuals to students without IEPs, 504s or PSPs  Modifying Alternate Assessment materials as described in manuals  Utilizing makeup sessions, including altering the order if needed, for student missing test sections Х Allowing students to work ahead into future sessions or return to prior sessions KDE:OAA:DSR 8/29/2014

  28. ADMINISTRATION PRACTICES Students who miss or leave a test session(s)due to reasonable circumstances (e.g., illness, doctor’s appointment, family emergency), may pick up with the next item and use the remaining allotted time during a makeup session. Students who leave a test session(s) for unwarranted circumstances (e.g. not returning after a restroom break) may not complete the test part being administered at the time he/she left. MAKEUP SESSIONS KDE:OAA:DSR 8/29/2014

  29. ADMINISTRATION PRACTICES Page 12  Using rulers and reference sheets for classroom instruction after testing is completed, as specified in manuals Х Altering rulers or reference sheets prior to test administration KDE:OAA:DSR 8/29/2014

  30. ADMINISTRATION PRACTICES Pointing out items with blank responses to students while monitoring a testing session. Indicating to a student the appropriate work area in a test booklet or student response booklet after a testing session has begun. Scribing for two students at the same time during a single test session. KDE:OAA:DSR 8/29/2014

  31. Page 13 TEST PREPARATION AND STUDENT MOTIVATION/REWARDS • All regulations regarding curriculum, instructional time, and finance must be followed when providing test preparation activities and/or student reward and motivational activities. • Rewards and motivational strategies related to the state-required assessment are to be consistent with those used for the larger school program. • Teachers and other staff cannot be required to conduct test preparation/practice activities instead of regular instruction or outside the normal workday. KDE:OAA:DSR 8/29/2014

  32. TEST PREPARATION AND STUDENT MOTIVATION/REWARDS Page 13  Normal instruction to continue Х Cessation of normal instruction; order of instruction altered to match content area tests  Regular review of content as part of an on-going instructional practice (lessons plans should reflect reviews throughout year) Х Modifying or developing a culminating review based on information gained from secure materials  Embedding test taking strategies into regular instruction KDE:OAA:DSR 8/29/2014

  33. TEST PREPARATION AND STUDENT MOTIVATION/REWARDS Page 13 & 14  Test prep courses and strategies using Kentucky’s content standards Х Activities that simulate test administration without providing feedback to students or results being used by teachers to enhance instruction Х Using Extended School Services (ESS) funds for test preparation  Providing instructional activities that contribute to the students’ overall learning KDE:OAA:DSR 8/29/2014

  34. Page 14 TEST PREPARATION AND STUDENT MOTIVATION/REWARDS  Using results of scrimmages, content reviews, benchmark testing, etc. to guide instruction and identify areas of weakness  Visually scanning student responses during test sessions to determine disciplinary problems and requiring students to answer the item again on a separate sheet of paper which is then submitted to KDE. The rewritten response is to be marked NOT TO BE SCORED. Х Modifying the original response to an item retaken for disciplinary purposes KDE:OAA:DSR 8/29/2014

  35. Page 14 TEST PREPARATION AND STUDENT MOTIVATION/REWARDS  Visually scanning responses to determine good faith effort. The checklist may include answering all parts of the questions, legible writing, and being focused. Х Specifying particular organizers or pre-write methods for a good faith effort checklist Х Making results or rewards based on checklists available before all test materials are returned to the DAC or BAC  Including a pre-writing requirement of the student’s choice on a checklist KDE:OAA:DSR 8/29/2014

  36. Page 14 TEST PREPARATION AND STUDENT MOTIVATION/REWARDS  Accepting donations from individuals, businesses, parents, or school staff for use toward incentives Х Using school board funds, cash awards, or funds generated by students for incentives or rewards to attend school during testing window, participate in the assessment, or perform well on the state-required assessments Follow the guidelines in the Accounting Procedures for Kentucky School Activity Funds (“Redbook”) KDE:OAA:DSR 8/29/2014

  37. TEST PREPARATION AND STUDENT MOTIVATION/REWARDS Using commercially purchased test prep courses as part of instruction throughout the school year. Letting students know they are doing satisfactory work on test responses. Using scrimmage test results to identify student weaknesses. KDE:OAA:DSR 8/29/2014

  38. Page 16 Inclusion of special Populations • Staff must be trained annually regarding the role, responsibilities and conditions for providing accommodations. • Accommodations are intended to support earning valid and reliable test results. Accommodations do not automatically lead to student proficiency. • Any violation of the Inclusion of Special Populations regulation is considered a violation of the Administration Code regulation. KDE:OAA:DSR 8/29/2014

  39. Page 16 Alternate assessment • Interventions to enhance student ownership (i.e. modifying materials according to directions in test manuals) Х Altering student results Х Using an accommodation or assistive device that is not part of the student’s regular instruction Х Adding, subtracting, revising or working on materials after the completion deadline  Receiving training on the Alternate Assessment components  Securing storage of test materials KDE:OAA:DSR 8/29/2014

  40. Page 17 Reporting concerns regarding assessment materials • Do not reproduce test items in any way, in whole, in part or by paraphrasing. • Identify the error/concern by test, grade level, test form identification number, subject and item number. Example: K-PREP, 7th grade, form 3, math, #26 KDE:OAA:DSR 8/29/2014

  41. Page 17 Reporting concerns regarding assessment materials • Summarize the error/concern in general in a manner that does not jeopardize security. • Notify the DAC with the identifying information and summary. No correct answer choice is provided. KDE:OAA:DSR 8/29/2014

  42. Reporting concerns regarding assessment materials E-mailing the grade level, content area and item number of an item reported to you by a student as faulty to the BAC. Texting the grade level, content area and item number of an item reported to you by a student as faulty to the BAC and letting her/him know that other colleagues agree with you. Writing down the grade level, content area and item number of an item reported to you by a student as faulty and personally handing it to the BAC when materials are returned after a testing session. KDE:OAA:DSR 8/29/2014

  43. Page 18-19 Testing allegation process KDE Allegations Coordinator is notified Board of Review makes recommendation to the Commissioner of Education Commissioner of Education makes final determination District receives a letter from KDE stating the actions to be taken KDE manages investigation process Findings are reported to Board of Review KDE:OAA:DSR 8/29/2014

  44. Allegations KDE:OAA:DSR 8/29/2014

  45. Page 20 Review of secure assessment components • Local districts are not required to allow reviews of secure materials. • Persons outside of local district employment can request to review the materials at KDE offices in Frankfort. • KDE will permit the review based on availability of appropriate staff to supervise the review. • Those reviewing materials will be monitored at all times and required to sign a nondisclosure form. KDE:OAA:DSR 8/29/2014

  46. Page 20 Reporting of student data and nonacademic indicators • Local districts are responsible for submitting and/or correcting student data and nonacademic indicators as accurately as possible for use in public reporting. • Submitting incorrect data for the purpose of inaccurately affecting public reports is considered a violation. • Schools and districts shall follow KDE guidance on the release of data during the data review periods and adhere to embargoed dates. KDE:OAA:DSR 8/29/2014

  47. Page 21 Training signature By signing the signature page of the Administration Code training document or group training signature sheet, the signer acknowledges receipt of the document, participation in training, agreement to comply with the content and to be held professionally accountable. KDE:OAA:DSR 8/29/2014

  48. Office of Assessment and Accountability Division of Support and Research (502) 564-4394 dacinfo@education.ky.gov KDE:OAA:DSR 8/29/2014

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