California High School Exit Examination (CAHSEE)
Test Administration Training 2014-15 for LEA Coordinators, Test Site Coordinators,
Test Examiners, Charter School Directors and Proctors
September 16, 2014
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Presenters
•Jim Pisano Educational Testing Service (ETS) CAHSEE Project Director
•Bruce Alderman ETS Senior Customer Service Representative
•John Boivin California Department of Education (CDE) Manager
High School and Physical Fitness Assessment Office
•Mark McLean California Department of Education (CDE) Consultant
High School and Physical Fitness Assessment Office
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Presentation Objectives
•General Updates•What’s New•Overview of CAHSEE •Maintaining Test Security•LEA Coordinator, Test Site Coordinator, Test Examiner, and Proctor Responsibilities
•Resources•Questions and Answers
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General Updates
No changes to CAHSEE content or administration for 2014–15:
• Seven administrations • Dates and guidelines available at
http://www.cde.ca.gov/ta/tg/hs/cahsee14testdates.asp
• Content for English-language arts and mathematics based on content standards adopted by the State Board of Education in 2003• Grade ten census administration used in calculating Adequate Yearly Progress to meet federal requirements
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What’s New
• Administration Training Video posted on ETS CAHSEE Web site at: http://www.ets.org/cahsee/about
• Performance Roster and Demographic Summary Reports are available for download through CAHSEE Online.
• Student demographic data changes for CAHSEE are made through CALPADS
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Overview of CAHSEE
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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
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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
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CAHSEE Requirement
All students, except for eligible 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.
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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 (EC) Section 60852.3, or
receiving a local waiver pursuant to EC Section 60851(c).
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Options to Participate in CAHSEE Administrations 2014-15
July 22-23
October 7-8
November4-5
December6 & 13
February 3-4
March 17-18
May 12-13
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 Grade 12
Adult Adult Adult Adult Adult Adult Adult
For testing schedules, go to: http://www.cde.ca.gov/ta/tg/hs/admin.asp
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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.
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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
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Maintaining Test Security
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Maintaining Test Security
•To ensure test security, LEA coordinators must: Read, agree to, 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
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Maintaining Test Security (Continued)
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Maintaining Test Security (Continued)
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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
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Maintaining Test Security (Continued)
It is important to inform students before and during testing that if they are found cheating or to have compromised the security of the examination, their test results may be invalidated.
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Maintaining Test Security (Continued)
Compromising the security of this examination includes the use of cell phones, electronic pagers, music players, and all other electronic devices during the test administration.
If any of these devices are used, for example, to take pictures of CAHSEE test materials to post on social media Web sites, then test results may be invalidated and not scored.
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Maintaining Test Security (Continued)
Handle potential testing irregularities. Call ETS and the CDE to report security breaches or test administration incidents
Cooperate with GCS Field Research (formerly Global Compliance Services) when they conduct security audits:• Before testing• During testing • After testing
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Local Educational Agency Coordinator Responsibilities
LEAC
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Before Testing
•Attend training
•Send Designation Form and signed Test Security Agreement to ETS
•Read the LEA and Test Site Coordinator’s Manual (LEATSCM)
LEAC
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• Go to http://www.ets.org/cahsee/ to obtain information and documents regarding the coordination of CAHSEE administrations
Before Testing (Continued) LEAC
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•Refer to the CAHSEE Project Calendar
Before Testing (Continued) LEAC
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• November 2014 CAHSEE Calendar Sample
Before Testing (Continued) LEAC
•Manuals are posted for reference.
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Before Testing (Continued) LEAC
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Go to the secure CAHSEE Web site by clicking on CAHSEE Online from the ETS CAHSEE Web page or https://cahsee.ets.org/
Before Testing (Continued) LEAC
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• To obtain a username and password for CAHSEE Online, Contact ETS CAHSEE Support at 800-241-5687
Before Testing (Continued) LEAC
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•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 data corrections Download student results, roster reports, and
summary reports
Before Testing (Continued) LEAC
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•Select the appropriate date option.
•Enter your Username and Password.
•Select the LOGON button.
Before Testing (Continued) LEAC
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CAHSEE Online main
page
Update LEA Information and Testing Schedule
Before Testing (Continued) LEAC
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•Schedule and set up test administrations
•Notify parents of LEA’s testing schedule
Before Testing (Continued) LEAC
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Before Testing (Continued) LEAC
•Order Test Materials
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Before Testing (Continued)
Select the link to move to the material order page
LEAC
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•Order materials and select option to pre-ID
Before Testing (Continued) LEAC
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Enter your order counts by school
Don’t forget to enter special versions needed
Before Testing (Continued) LEAC
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Be sure to always hit the Submit Changes button when you have completed your order
Before Testing (Continued) LEAC
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Sample materials order Entry Error
Before Testing (Continued) LEAC
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Before Testing (Continued)
Print the order confirmation page to keep for your records
LEAC
•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.”
Before Testing (Continued) LEAC
Excessive Orders ExamplesScenario #1
# Ordered (80%) 20,000 16,000
# Scored 12,000 12,000
Difference 4,000
Cost per test booklet (2014-15)
$0.76
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)
Before Testing (Continued) LEAC
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•Go to “Pre-ID Services” tab to obtain file layout and template
Before Testing (Continued) LEAC
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Upload the pre-ID file
Prepare the data file according to the Pre-ID file layout
Before Testing (Continued) LEAC
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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.
Before Testing (Continued) LEAC
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•Designate and train test site coordinators•Emphasize the following in training:
Maintaining test security Reading Test Site Coordinator
Responsibilities Section of manual Accommodations/Modifications/EL
Variations• Signature in Box 24
Checking in/out test materials Accounting for all materials Providing handout of important dates
Before Testing (Continued) LEAC
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• 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.
Before Testing (Continued) LEAC
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•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
Before Testing (Continued) LEAC
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•Upon receipt of shipments, open boxes and conduct inventory
Before Testing (Continued) LEAC
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Before Testing (Continued) LEAC
Sample LEA Site Packing List. This form shows all the materials your LEA boxes contain.
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Place supplemental order, if needed:
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.
Before Testing (Continued) LEAC
October 2012
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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
LEAC
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During Testing (Continued) LEAC
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•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
BROWNGrade 10 only
TEALGrade 11 only
GREEN Grade 12 only
GRAYAdult education only
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School and Grade Identification (SGID) Sheet
SAMPLE
After Testing (Continued) LEAC
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Enter district scorable totals
Enter district non-scorable totals
After Testing (Continued) LEAC
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• Arrange with courier (UPS next day air or UPS ground) for pickup
For Scorable materials
For Non-scorable materials
After Testing (Continued) LEAC
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• 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.
After Testing (Continued) LEAC
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•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.
After Testing (Continued) LEAC
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Refer to the CAHSEE Project Calendar for all pertinent deadlines
After Testing (Continued) LEAC
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Score Conversion Tables
After Testing (Continued) LEAC
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After Testing (Continued)
Use CAHSEE Online to download student results
LEAC
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Student detail files, rosters, and summary reports
After Testing (Continued) LEAC
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• Performance Rosters and Demographic Summary reports will only be available through CAHSEE Online for 2014-15. LEAs will no longer be receiving paper copies of these reports.
• Paper copies of Student and Parent reports will continue to be distributed.
After Testing (Continued) LEAC
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Send student and parent reports home
After Testing (Continued) LEAC
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Optional: print summary reports and rosters and send to schools
After Testing (Continued) LEAC
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After Testing (Continued)
Additional resources and special services form
LEAC
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Break Time
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Test Site Coordinator Responsibilities
TSC
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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
TSC
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• 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
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•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
Before Testing (Continued) TSC
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Sample Test Site Packing List. This form shows all the materials your school site boxes contain.
Before Testing (Continued) TSC
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Before Testing (Continued)
Sample Inventory Form Test Site. This form helps you to account for all test booklets.
TSC
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•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.
Before Testing (Continued) TSC
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•Follow the checklist for Inventorying Test Materials at the Test Site (pg. 24 of the LEATSCM)
•Save original boxes for return shipments
•Contact LEA Coordinator with additional material requests
Before Testing (Continued) TSC
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• 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.
Before Testing (Continued) TSC
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• Train test examiners and proctors• Include the following:
Responsibilities of test examiners and proctors Security of test materials
• Active monitoring of students during testing• Watch for electronic devices
Testing schedules and locations Preparation of test locations for test administration Arrangement for proctors, as required
Before Testing (Continued) TSC
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•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
Before Testing (Continued) TSC
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• Train test examiners and proctors (continued) Completion of score codes Collection of, and accounting for, all test
materials Scheduling and procedures for returning
test materials to test site coordinator
Before Testing (Continued) TSC
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• 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
Before Testing (Continued) TSC
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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
Before Testing (Continued) TSC
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•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
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•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
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Maintaining Test Security (Continued)
It is important to inform students before and during testing that, if they are found cheating or to have compromised the security of the examination, their test results may be invalidated.
TSC
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Maintaining Test Security (Continued)
Compromising the security of this examination includes the use of cell phones, electronic pagers, music players, and all other electronic devices during the test administration.
If any of these devices are used, for example, to take pictures of CAHSEE test materials to post on social media Web sites, then test results may be invalidated and not scored.
TSC
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•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.
During Testing (Continued) TSC
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•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.
During Testing (Continued) TSC
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•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 fields must be hand-marked.
During Testing (Continued) TSC
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•Testing variations: Provide accommodations and/or
modifications to eligible students if specified in their IEP or 504 plan
Provide identified English learners authorized test variations if regularly used in the classroom
During Testing (Continued) TSC
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•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
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•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 data must be hand-marked.
After Testing (Continued) TSC
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•Check answer documents
•Check that Box 3 Score Code is completed on all scorable answer documents
After Testing (Continued) TSC
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•Check Box 24 Accommodations and Modifications Test examiner must grid Box 24
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.
After Testing (Continued) TSC
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If used, the correct code must be hand-marked on the answer document.
After Testing (Continued) TSC
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•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.
After Testing (Continued) TSC
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•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.
After Testing (Continued) TSC
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•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.
After Testing (Continued) TSC
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•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
After Testing (Continued) TSC
BROWNGrade 10 only
TEALGrade 11 only
GREEN Grade 12 only
GRAYAdult education only
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School and Grade Identification (SGID) Sheet
SAMPLE
After Testing (Continued) TSC
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•Prepare nonscorable materials for return Test Site Packing List and Security Tracking
Forms Unused SGIDs Test Booklets, including large print and Braille Audio CDs All original copies of transcribed essays
•Place PINK shipping labels on boxes with non-scorable materials
After Testing (Continued) TSC
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Enter school scorable totals
Enter school non-scorable totals
After Testing (Continued) TSC
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•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
After Testing (Continued) TSC
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Test Examiner Responsibilities
TE
105
Before Testing
•Attend training
•Read and sign CAHSEE Security Affidavit
•Read the Directions for Administration (DFA)
TE
106
Before Testing (Continued) TE
107
•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
108
Before Testing (Continued)
Check out test materials from your test site coordinator.
TE
109
•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
110
•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 Students should not have books,
papers, cell phones, or any electronic devices on their desks
During Testing (Continued) TE
111
•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
During Testing (Continued) TE
• 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.
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During Testing (Continued) TE
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Approximate Testing Times
During Testing (Continued) TE
• 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
During Testing (Continued) TE
115
Document incidents on the Test Administration Incident Form, if applicable.
During Testing (Continued) TE
116
•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
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After Testing (Continued)
Code Boxes 17 and 24, if applicable.
TE
118
After Testing (Continued)
Code Box 3 (Score Code) for all students
TE
119
Return the test materials following the procedure your test site coordinator has set up.
After Testing (Continued) TE
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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
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Resources
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Opportunities to Participate
•Scoring Opportunities [email protected]
•Reviewers Differential Item Functioning (DIF)
reviews after each census administration
Contact Tina Loera at 916-403-2406 or [email protected]
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Training Presentation Available
•Presentation materials posted at: http://www.ets.org/cahsee/ Look in the “About CAHSEE” tab
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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
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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 2: Testing Variations, Accommodations, and
Modifications for Administration of the California High School Exit Examination, California English Language Development Test, and Physical Fitness Test
Matrix 3: English Learner Test Variations for Administration of the California High School Exit Examination and the Physical Fitness Test
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Student Testing General Guidance
Available at: http://www.cde.ca.gov/ta/tg/ai CDE division updates Test administration dates Other guidance for California public
schools
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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/