California High School Exit Examination (CAHSEE) Test Administration Training 2012-13 for LEA...

California High School Exit Examination (CAHSEE)

Test Administration Training 2012-13 for LEA Coordinators, Test Site Coordinators,

Charter School Directors and Proctors

September 11, 2012

Presenters

•Jim Pisano Educational Testing Service (ETS) CAHSEE Project Director

•Nicole Goward ETS Senior Customer Service Rep

•Diane Hernandez California Department of Education (CDE) Administrator

High School and Physical Fitness Assessment Office

•Carrie Strong-Thompson California Department of Education (CDE) Consultant

High School and Physical Fitness Assessment Office

Presentation Objectives

•What’s New•Overview of CAHSEE •Maintaining Test Security•LEA Coordinator, Test Site Coordinator, Test Examiner, and Proctor Responsibilities

•Demographic Data Corrections•Resources•Questions and Answers

What’s New and General Updates

•CAHSEE Exemption•Streamlined Waiver for Eligible Students with Disabilities

•Legislation – AB 1705

Overview of CAHSEE

CAHSEE Purpose

• Improve student achievement in public high schools and ensure that students who graduate from public high schools can demonstrate competency in reading, writing, and mathematics

CAHSEE Content

•The CAHSEE has two parts: English-language arts (ELA)

• State content standards up to grade ten

Mathematics• State content standards in grades six, seven, and Algebra I

CAHSEE Requirement

•All students, except students with disabilities, must satisfy the CAHSEE requirement, as well as all other state and local requirements, to receive a California public high school diploma.

CAHSEE Requirement

•The CAHSEE requirement can be satisfied by passing the examination, or for eligible students with disabilities, meeting the exemption requirement pursuant to California Education Code Section (EC) 60852.3 or receiving a local waiver according to EC 60851(c).

Options to Participate in CAHSEE Administrations 2012-13

July 24-25

October 2-3

November 6-7

December8 & 15

February 5-6

March 12-13

May 14-15

Grade 10(Census)

Grade 10(Census

or Make up)

Grade 10(Make up)

Grade 11

Grade 11 Grade 11 Grade 11 Grade 11 Grade 11

Grade 12

Grade 12 Grade 12 Grade 12 Grade 12 Grade 12

Adult Adult Adult Adult Adult Adult Adult

For testing schedules, go to: http://www.cde.ca.gov/ta/tg/hs/admin.asp

CAHSEE Testing Opportunities

•Grade ten: one time (February, March, or May)

•Grade eleven: *two times•Grade twelve: *at least three, but up to five times

•Adult students: *three times

* May participate in successive administrations.

TestDay

TestSession

ApproximateWorking Time

Approximate TotalAdministration Time

Day 1ELA

1 2 hours2 hours 30

minutes

21 hour 30

minutes2 hours

Day 2Math

11 hour 30

minutes2 hours

21 hour 30

minutes2 hours

Approximate Testing Times

Maintaining Test Security

•To ensure test security, LEA coordinators must: Read, agree, sign, and return the Test

Security Agreement to ETS Ensure all test site coordinators read

and sign the Test Security Agreement and all who have access to the secure test materials should also read, sign and agree to the Test Security Affidavit

Maintaining Test Security (Continued)

Keep materials in secure, locked storage Establish and maintain procedures that will

prevent cheating All test examiners, proctors, and other school

personnel must be properly trained; they must also sign and submit a Test Security Affidavit

The wide use of cell phones and text messaging requires test examiners and proctors to be extremely vigilant

The return of test booklets and materials must be monitored closely

Maintaining Test Security (Continued)

Handle potential testing irregularities. Call ETS and CDE to report security breaches or test administration incidents

Cooperate with Global Compliance Services when they conduct audits:• Before-testing• During-testing • After-testing

Local Educational Agency Coordinator Responsibilities

Before Testing

•Attend training

•Send Designation Form and signed Test Security Agreement to ETS

•Read the LEA and Test Site Coordinator’s Manual (LEATSCM)

• Go to http://www.ets.org/cahsee/ to obtain information and documents regarding the coordination of CAHSEE administrations

Before Testing (Continued) LEAC

•Refer to CAHSEE Project Calendar

• October 2012 CAHSEE Calendar Sample

•Manuals are posted for reference.

Go to the secure CAHSEE Web site by clicking on CAHSEE Online from the ETS CAHSEE Web page or https://cahsee.ets.org/

• To obtain a username and password for CAHSEE Online, Contact ETS CAHSEE Support at 800-241-5687

•Use CAHSEE Online at https://cahsee.ets.org to do the following: Update your LEA contact information Order test materials Order supplemental shipments Submit a Pre-ID file Review/update an order Check the status of your order Make student demographic corrections Download student results, roster reports, and

summary reports

•Select the appropriate date option.

•Enter your Username and Password.

•Select the LOGON button.

CAHSEE Online main

Update District Information and Testing Schedule

•Schedule and set up test administrations

•Notify parents of LEA’s testing schedule

Before Testing (Continued)

Order test materials

Select the link to move to the material order page

•Order materials and select option to pre-ID

Enter your order counts by school

Don’t forget to enter special versions needed

Be sure to always hit the Submit Changes button when you have completed your order

Sample materials order Entry Error

Print the order confirmation page to keep for your records

•Prevent excessive materials ordering

• “Excessive materials” is the difference between the sum of the number of tests scored and 80 percent of the tests ordered by the LEA for the entire school year. The difference must be greater than 100 to be “excessive materials.”

Excessive Orders ExamplesScenario #1

# Ordered (80%) 20,000 16,000

# Scored 12,000 12,000

Difference 4,000

Cost per test booklet (2012-13)

Excessive materials charge

$3,040.00

Scenario #2

# Ordered (80%) 10,000 8,000

# Scored 7,950 7,950

Difference 50

No excessive materials charge (Difference is less than 100)

•Go to “Pre-ID Services” tab to obtain file layout and template

Upload the pre-ID file

Prepare the data file according to the Pre-ID file layout

• If submitting Pre-ID file, fill out the List of Demographic Fields Required to be Hand-marked for Schools Participating in the Pre-ID Service. Provide the list as a handout for test site

coordinators during training.

•A Late pre-ID label service is available for a fee. You must have submitted a pre-ID file by the

deadline to use this additional service.

LEACBefore Testing (Continued)

•Designate and train test site coordinators•Emphasize the following in training:

Maintaining test security Reading Test Site Coordinator

Responsibilities Section of manual Hand-gridding fields not Pre-Identified Accommodations/Modifications/EL

Variations• Signature in Box 25

Checking in/out test materials Providing handout of important dates

• Identify and coordinate the testing of students placed in nonpublic schools

• Go to California School Directory http://www.cde.ca.gov/re/sd/ to obtain NPS school code. Enter onto Box 12c.

•Receive test materials (starting about 2 weeks before test administration) Shipment 1: nonsecure testing materials Shipment 2: secure testing materials Shipment 3A: (optional) Pre-ID answer

documents Shipment 3B: (optional) late Pre-ID labels

•Upon receipt of shipments, open boxes and conduct inventory

Sample LEA Site Packing List. This form shows all the materials your LEA boxes contain.

Your order will not be processed unless the “submit” button at the bottom of the page is selected after every order.

If you make an error when placing the order and would like to restart the request, select the “reset” button located at the bottom of the page.

October 2012

During Testing

•Be the liaison between test sites, CDE, and ETS

•Problem solve•Notify both CDE and ETS of potential testing irregularities

•Complete the Test Security Breach Report Form, if applicable

During Testing (Continued) LEAC

•Receive and inventory test materials from sites

•Account for all test booklets and CDs

•Complete District Packing List and Security Tracking

•Ensure all answer documents are batched by grade with School and Grade Identification (SGID) Sheet and packed in scorable boxes

After Testing LEAC

School and Grade Identification (SGID) Sheet

SAMPLE

After Testing (Continued)

SAMPLE

GREENGrade 10 only

VIOLETGrade 11 only

BLUE Grade 12 only

REDAdult education only

Enter district scorable totals

Enter district non-scorable totals

After Testing (Continued) LEAC

• Arrange with courier (UPS next day air or UPS ground) for pickup

For Scorable materials

For Non-scorable materials

• Confirm that the designated CAHSEE color-coded label is in the lower right-hand corner on the top of each box being returned.

• Place the appropriate pre-addressed UPS label to the immediate left of the designated color-coded label.

•Late return of scorable materials may delay results and reports being delivered on time. “Late” = shipped from LEA after the Wednesday

following the test administration

• If scorable materials are received late, a late processing fee of $450 is charged to the LEA.

Refer to the CAHSEE Project Calendar for all pertinent deadlines

Score Conversion Tables

Use CAHSEE Online to download student results

Student detail files, rosters, and summary reports

Send student and parent reports home

Send summary reports and rosters to schools

Additional resources and special services form

Break Time

Test Site Coordinator Responsibilities

Before Testing

•Attend training •Send signed Test Security Agreement and Affidavits to LEA coordinator

•Read the responsibilities and procedures in the “test site coordinator” section of the LEATSCM

• Inform parents, students and teachers about the testing schedule

• Inform teachers about their students’ attendance at the testing session

•Work with your LEA coordinator to resolve problems

Before Testing (Continued) TSC

•Organize and supervise all activities necessary to conduct testing at school site

•Collect signed Test Security Affidavits from all who have access to test materials

•Control inventory. Use Test Site Security Tracking Form

and Inventory Form-Test Site

Sample Test Site Packing List. This form shows all the materials your school site boxes contain.

Sample Inventory Form Test Site. This form helps you to account for all test booklets.

•Receive test materials

•Conduct an inventory of all materials within 24 hours of receipt

•Look at sequence numbers written on top of the boxes and make sure all boxes are accounted for Box 1 of 10, 2 of 10, etc.

•Follow the checklist for Inventorying Test Materials at the Test Site

•Save original boxes for return shipments

•Contact LEA Coordinator with additional material requests

• Keep test materials secure (Test booklets, Audio CDs, Answer Documents, etc.) in sealed boxes in a locked storage space at all times when not in use for test administration

• Test booklets are shrink-wrapped in sets. Do not remove the shrink-wrap until absolutely necessary.

•Train test examiners and proctors• Include the following:

Responsibilities of test examiners and proctors

Security of test materials Testing schedules and locations Preparation of test locations for test

administration Arrangement for proctors, as required

•Train test examiners and proctors (continued) Information about students who have

accommodations/modifications in IEP or 504 plan• Directions for Administration-Special Test Versions manual

Verification of student’s identity Distribution of test materials Assistance with directions Administration of the test

• Train test examiners and proctors (continued) Procedures for completing demographic

information Completion of score codes Collection of and accounting for test materials Scheduling and procedures for returning test

materials to test site coordinator

If LEA submitted a Pre-ID file, provide the handout from the LEA coordinator for test examiners during training.

• Prepare answer documents One answer document must be

submitted for each student testing If using Pre-ID service, prepare blank

answer documents for recently enrolled students who have not passed one or both sections

VOID documents for students who are no longer enrolled or who were incorrectly included in the Pre-ID file

Prepare and distribute test materials using the Inventory Form-Test Site

Materials for Each Test Examiner

Number to Include

Directions for Administration manual 1 per examiner

Test booklets 1 per student + 1 for examiner

Answer documents 1 per student + 1 blank

No. 2 pencils 1 per student + a few extras

List of Demographic Fields Required to be Hand-Marked for Schools Participating in the Pre-ID Service

1 copy, if applicable

•Actively monitor the test administration •Visit each testing room to make sure administration scripts are being read word-for-word

•Ensure students have sufficient time to test

•Ensure proper monitoring of breaks and extended breaks taken during testing, such as lunch

During Testing TSC

•Be prepared for emergency situations, restroom passes, etc.

•Document testing incidents and potential test security breaches If applicable, complete the Test

Administration Incident Report Form and/or the Test Security Breach Report Form.

•Ensure compliance with all examination procedures

During Testing (Continued) TSC

•Administration Reminders:Scratch paper is not allowed.Do not allow students to use extra paper to answer their ELA writing tasks.All responses to math and ELA items, including writing task, must be recorded with No. 2 pencil on a single answer document.Do not use a pre-ID answer document from one administration for another.

•Administration Reminders (Continued) Do not use correction fluid on any

answer documents. Do not use paper clips, tape, staples,

or glue on the answer documents. Do not attach removable “self-stick”

notes to the answer documents.

•Administration Reminders (Continued) Do not disassemble or pull pages out of

the multi-page answer document or insert additional pages.

If an answer document is damaged, the answers must be transcribed onto a new one and all student demographic fields must be hand-marked.

•Testing variations: Provide accommodations and/or

modifications to eligible students if specified in their IEP or 504 plan

Provide identified English learners additional test variations if regularly used in the classroom

•Collect all examination materials after each test session

•Verify that all test materials from test examiners are accounted for

•Put the scorable answer documents in a secure place between test sessions

After Testing TSC

•Prepare answer documents for return• Inspect for stray marks• If a student has a Pre-ID answer document, check to make sure the fields that were not Pre-ID are filled in.

• If a student is new or does not have a Pre-ID answer document, all demographic data must be hand-marked.

After Testing (Continued) TSC

•Check answer documents

•Check that Box 3 Score Code is completed on all scorable answer documents

•Check Box 25 Accommodations and Modifications Test examiner must grid Box 25

Accommodations and Modifications codes if any were actually used.

Test site coordinator’s or designee’s signature is required to confirm that accommodations and/or modifications were offered whether used or not.

If used, the correct code must be hand-marked on the answer document.

•Transcribe student answers as required: If any student marks answers anywhere other

than in the answer document as a condition of his or her IEP or 504 plan, an authorized person must transfer the answers to the answer document exactly as produced by the student.

If a student uses more than one answer document, answers must be transcribed into a single document. Pages from two documents may not be physically combined.

•VOID an answer document if: The document has been damaged. It is a Pre-ID document for a student who is no

longer enrolled in the LEA. A student has used more than one answer

document and the answers have been transcribed onto another that has already been included in the scorable materials.

•Prepare scorable answer documents for return Locate the large plastic bag labeled “Test Site

Coordinator Packet” that contains all your return instructions and labels.

Separate and count answer documents by grade.

Do not mix scorable and non-scorable materials.

•Prepare scorable answer documents for return (Continued) Use appropriate SGID for each grade

• Hand-mark section B: Grade, Number of Answer Documents, Date of Exam

Place SGID on top of appropriate grade level documents

Wrap each bundle with paper bands provided in groups of 100

Place BLUE Shipping Labels on boxes with scorable answer documents

School and Grade Identification (SGID) Sheet

SAMPLE

GREENGrade 10 only

VIOLETGrade 11 only

BLUE Grade 12 only

REDAdult education only

•Prepare nonscorable materials for return Test Site Packing List and Security Tracking

Forms Unused SGIDs Test Booklets, including large type and Braille Audio CDs All original copies of transcribed essays

•Place PINK shipping labels on boxes with non-scorable materials

Enter school scorable totals

Enter school non-scorable totals

•Return materials to your LEA coordinator Follow specific information from LEA

coordinator and return materials accordingly and appropriately to the LEA office for consolidation of all test sites’ materials

Test Examiner Responsibilities

Before Testing

•Attend training

•Read and sign CAHSEE Security Affidavit

•Read the Directions for Administration (DFA)

Before Testing (Continued) TE

•Set up the testing room Students face the same direction and

have at least four feet from center of desk to center of desk

•Cover or erase any information that could clue answers for students

•Place a ‘Testing, Do Not Disturb’ sign outside the door

Before Testing (Continued) TE

Check out test materials from your test site coordinator.

•Verify identification of students (only students on the list that you received should be tested)

•Give pre-identified answer documents to the correct students

During Testing TE

•Make sure the students use only No. 2 pencils, including for essay writing

•Students should clear their desks Students are not allowed to use scratch

paper or correction fluid Only No. 2 pencils may be used on the

answer document Students should not have books,

papers, cell phones, or any electronic devices on their desks

During Testing (Continued) TE

•Hand out the test booklets in the order that you receive them

•Follow and read the directions exactly as they are written in the DFA

•Check that students are responding in the appropriate sections and are working independently

•Make sure that each student: Signs name in Box 1 of the answer document

Enters the version number and the barcode number from the back of the test booklet onto the answer document in each portion of the test.

If Pre-ID service is used, ensure students hand-mark additional fields required, if applicable.

Approximate Testing Times

• If some students need more time and have to go to another testing room, the test examiner should collect the test booklets and answer documents from the students

•A proctor or other school staff should escort the students to the designated testing room

•No students should leave a testing room with the test booklets and answer documents by themselves

Document incidents on the Test Administration Incident Form, if applicable.

•Account for all test booklets and answer documents Separate the answer documents from the test

booklets and make sure that no answer documents are inside test booklets

Separate answer documents by grade

•You must account for ALL testing materials

After Testing TE

Code Boxes 18 and 25, if applicable.

Code Box 3 (Score Code) for all students

Return the test materials following the procedure your test site coordinator has set up.

After Testing (Continued) TE

Proctor Responsibilities

•Attend training with the test site coordinator

•Read, agree to, sign, and return CAHSEE Test Security Affidavit to TSC

•Assist test examiner with the following: Distribute materials Monitor students during testing Collect materials

Demographic Data Corrections

Go to the secure CAHSEE Online site at https://cahsee.ets.org and select the CONTINUE button.

Select the date option in which you are making Demographic Corrections.

Enter your Username and Password and then select the LOGIN button.

Demographic Corrections

Select the administration in which you need

to make demographic corrections to and click the

SUBMIT button.

There are several options to review your demographic data on this page. Select

RETRIEVE MY DISTRICT’S PROFILE.

You can view your data in a

summary format. Listed

here are critical fields.

Below the Critical Fields are Optional Fields. Select

one of the Optional

Fields and you will see that data on your

screen.

For example, choose Grade and select the

SUBMIT button.

View the breakdown for

Grade level here.

Select the back button to get to

the Demographic Corrections

Then, select the SEARCH button. For example, the last name is used here.

Option 1: To edit an

individual student record, use any of the fields listed on

the right to search for that

student record.

All students with that last name are presented. If you select the last name highlighted in blue on the left, you will be able to access this student’s demographic information.

You can change any demographic information listed on this page. You are not able to change anything in gray including student name and district name.

Option 2: Mass Student Demographic UpdateThis requires a file in either text format or excel format. The layout is exactly the same as your Pre-ID file except there is an added field for Census/Make-up, field 601.

This PDF is found by clicking the Pre-ID services link found on the CAHSEE home page at:

http://www.ets.org/cahsee/

The PDF shows all the fields for a text file as well as what fields can be updated. To create a mass demographic correction file, use your Pre-ID file and add filler fields from positions 501-600.

Now that you have corrected your demographic data, you can see how it affects your District Reporting. Under the District Reporting section, select the CONTINUE button.

Select the report you would like to review. We are going to look at the District Demographic Summary for ELA, grade 10.

You can view your demographics before and after you have made corrections.

Final CAHSEE Data Corrections Window

•View reports with corrections immediately

•Make corrections immediately after receiving results – don’t wait

•LEAs are not charged for this service

DCLEAC

Resources

Opportunities to Participate

•Scoring Opportunities WFO_OSNReaders@ets.org

•Reviewers Differential Item Functioning (DIF)

reviews after each census administration

Contact Tina Loera at 916-403-2406 or tloera@ets.org

Training Presentation Available

•Presentation materials posted at: http://www.ets.org/cahsee/ Look in the “About CAHSEE” tab

CAHSEE Regulations

• California Code of Regulations, Title 5, sections 1200 to 1225 govern the administration of the CAHSEE in concert with state law (California Education Code sections 60850 to 60859)

• The CAHSEE regulations can be found at http://www.cde.ca.gov/ta/tg/hs/documents/cahseedec09regs.doc

Special Education and English Learner Resources

•Available at http://www.cde.ca.gov/ta/tg/hs/accmod.asp Q & A about Test Variations Request for Test Variations Scribe Guidelines Matrix 1. Matrix of Test Variations,

Accommodations, and Modifications for Administration of California Statewide Assessments

Matrix 2. Matrix of Test Variations for Administration of California Statewide Assessments for English Learners

Student Testing General Guidance

•Available at http://www.cde.ca.gov/ta/tg/sa/ CDE division updates and program

notes Test administration dates Guidelines on Academic Preparation

for State Assessments Other guidance for California public

schools

Contact Information

CAHSEE policy and general examination informationCDE CAHSEE Office

916-445-9449 http://www.cde.ca.gov/ta/tg/hs/

State and federal accountability informationCDE Academic Accountability Unit

916-319-0863 http://www.cde.ca.gov/ta/ac/

Test material ordering and logisticsETS CAHSEE Support

800-241-5687 http://www.ets.org/cahsee/

California High School Exit Examination (CAHSEE) Test Administration Training 2012-13 for LEA...

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