The ACT Plus Writing Test Administration for Building Test Coordinators Spring 2014 Quality Assurance Internal Revi

1. The ACT Plus Writing Test Administration for Building Test Coordinators Spring 2014 Quality Assurance Internal Review Dr. Cathy McNeal, Director Assessment and Accountability April 1, 2014

2. ACT Plus Writing • Each junior must sit for the  ACT Plus Writing on April 23, May 7 (the make-up date), or during the window for accommodated testing (April 23-May 7) to be included in our state file.  • Exception:  If a student scored 36 (a perfect score) on an earlier attempt of the ACT during a national administration, the local superintendent is granted the authority to exempt the student from the statewide test.  • However, students who do not test during the State Testing Event will not be included in any of the ACT State Testing reports or data files for the statewide testing; the data from national testing is the property of the student, not the state.  • Thus, it is likely that the State Testing reports will be negatively impacted by excluding the students with the highest academic achievement levels.  • Thus we would encourage, but not require, the “36ers” to participate during the State Testing.  • Should the student with a prior score of 36 and the local superintendent agree that the student will not participate in the state testing, the System Test Coordinator may send a copy of the official school report for that student to ALSDE with a request for the score to be included in the school’s student list.  • The score can then be entered in the student’s record in I-NOW.   • This will enable Department staff to include the prior score of 36 on internally run data pulls for analysis.    • Each fall when ACT releases their annual Profile Report for the Graduating Class of the previous academic year, they report the most recent college reportable score for each student.

3. COLLEGE AND CAREER READINESS(CCR)/ACCOUNTABILITY • Students will be considered CCR on the ACT indicator if he/she meets the benchmark score in any of the four content areas: • mathematics OR • reading OR • English OR • science.

4. ACT Benchmark Scores • Math - 22 • English - 18 • Reading - 22 • Science - 23

5. High schools must provide time for 11th grade students to complete the Non-Test Section of the ACT Plus Writing on April 9, 2014 (Make UP Day April 15, 2014). • ACT Plus Writing Non-Test Section materials must be picked up in the morning and return the same day each time. • Pick up Non-Test Section on Wednesday – April 9, 2014 from Butler HS R&D by 7:45 am • Return Non-Test Section April 9, 2014. • MAKE UP day for students who did not complete Non-Test Section on April 9, 2014 • Sessions for Absent Students – April 15, 2014 • Students who miss the in-school session to complete the non-test portions of the answer document must be provided with another opportunity to do so before the initial test date. • If not, they cannot test. • Pick up Non-Test Section on Wednesday – • April 15, 2014 from Butler HS R&D by 7:45 am • Return Non-Test Section April 15, 2014. • The ACT Plus Writing mandatory training to all Test Administrators and Proctors is required two weeks prior to testing. • (April 8, 2014 - BTC MUST complete ACT Plus Writing Pretest Briefing Session for April 23 by April 8, 2014). • (April 22, 2014 - BTC MUST complete ACT Plus Writing Pretest Briefing Session for May 7 by April 22, 2014).

6. COLLEGE AND CAREER READINESS(CCR)/ACCOUNTABILITY • Any one of the following can be an indicator of readiness for college or career: • 1. Benchmark score on reading, language, mathematics, or science section of 11th grade ACT; • 2. Approved industry credentials; • 3. A passing score on an AP or IB course; • 4. Approved transcript college or postsecondary credit while in high school; or • 5. Benchmark level on the ACT WorkKeys

7. ACT Plus Writing ALERTS does not replace the manuals for this assessment.

8. http://www.act.org/aap/alabama/act.html

9. ACT Plus Writing Test day questions? • Call 800.553.6244 • ext. 2800

10. Test Day Schedule

12. Sequence of TestsThe tests must be administered in the order listed below for all students in all rooms. If this order is altered, the answer documents will not be scored. Exactly observe these test times and the break schedule. • Test 1 45 minutes (8:30 am) • Test 2 60 minutes (9:15 am) • BREAK 15 minutes (10:15 am) • Test 3 35 minutes (10:30 am) • Test 4 35 minutes (11:05 am) • BREAK 5 minutes (11:40 am) • WRITING Test 30 minutes (11:45 am) • End approximately 12:15 pm • Each room supervisor is responsible for timing the tests in his or her own room. • Exactly observe the test times and the break schedule.

13. 5 Minute Break – Students cannot leave the testing room. • Remind staff that students must remain in the room during the 5-minute break before the Writing Test.

15. March 17 – April 11, 2014

16. April 14 – 25, 2014

17. April 28 – May 2, 2014

18. May 5 – 9, 2014 ACT EOC and ACT Aspire (Make Up ACT with Writing)

19. May 12 - 23, 2014

20. The ACT Plus WritingAlerts 1 - 5 • 1. Dr. Cathy McNeal, Director of Assessment and Accountability is your primary contact for The ACT Plus Writing, at 256 428 6966 and/or mary.mcneal@hsv-k12.org. • 2. The ACT Plus Writing will be administered on April 23, 2014 with May 7, 2014, as the makeup day. • 3. Accommodations approved by ACT may be administered April 23 through May 7. • These materials must be kept separate from standard materials. • No secure test materials may stay in the building overnight. • 4. Allowed accommodations that do NOT require ACT approval (i.e., small group, seated in front of room, individually with standard time) must be administered on either April 23 or May 7 using standard testing materials. • 5. The System Test Coordinators (STC), Building Test Coordinators (BTC), Test Accommodations Coordinators (TAC), Backup Building Test Coordinators (BBTC), Principals, Room Supervisors, Proctors, and Monitors must be familiar with the documents listed below. • The link to download and print manuals and user guides is www.act.org/aap/alabama . • The ACT’s Test Supervisor’s Manual. • Training for Standard Time Testing Room Supervisor and Proctor Webcast is located on the ACT Alabama State Testing website within the Training module or • http://act.org/aap/video/accomm_rs_training.html • Please use this video with your testing staff.

21. The ACT Plus WritingAlerts 6 - 8 • 6. Testing materials must be distributed for the EXACT number of students being tested in each setting. • 7. Room Supervisors must administer tests according to standard testing procedures. At no time may the Room Supervisor leave the room unattended. • 8. A copy of The ACT Plus Writing Testing Irregularity Report is printed on page A-6 of the Supervisor’s Manual and on page 17 of this handbook. • A standard Irregularity Report has also been provided for testing staff to report other irregularities and prohibited behaviors that are not reported to ACT. • This is similar to the ALSDE Irregularity Report that is used for most state assessments.

22. The ACT Plus WritingAlerts 9-10 • 9. If an emergency on test day (e.g., fire, tornado, snow) forces the termination of testing or the closing of school, you must notify ACT and the ALSDE as soon as possible. Protect the security of the test materials. • Be especially careful if testing has started. • Call Student Assessment at 256-428 6966. • 10. In cases of unusual circumstances (i.e., bomb threats, weather alerts, suspected cheating), the STC must notify ACT and the ALSDE immediately. • In addition, the ALSDE must be notified immediately at 256 428 6966 when incidents involving prohibited behaviors of students (or adults) or other circumstances that may affect the scoring of a student’s test occur. • A copy of the standard Testing Irregularity Report (page 16 of this Handbook) should be faxed or emailed to Dr. Cathy McNeal at 256 428 6966 and/or mary.mcneal@hsv-k12.org.

23. The ACT Plus WritingAlerts 11 -14 • 11. Schools will NOT send materials, including answer documents, directly to ACT; rather, BTCs or TACs will return all materials directly to the STC. • 12. As soon as testing is over in the school each day, the Building Test Coordinator or Test Accommodations Coordinator will return all testing materials to the System Test Coordinator. • 13. The STC is responsible for maintaining the security and safekeeping of the test materials before, during, and after testing. • 14. At the conclusion of testing, ALL used and unused test materials must be returned to ACT by the STC immediately after testing. • According to the checklist of dates found on the www.act.org/aap/alabama website, pickups are scheduled as follows: • Materials for standard testing on April 23 will be picked up from the System Test Coordinator on April 25; • Materials for makeup up testing on May 7 will be picked up from the System Test Coordinator on May 9; • Materials for ACT-approved accommodated up testing during the April 23-May 7 window will be picked up from the System Test Coordinator on May 9;

24. ALERT 12 • 12. As soon as testing is over in the school each day, the Building Test Coordinator or Test Accommodations Coordinator will return all testing materials to the System Test Coordinator. • ALL ACT Plus Test Materials must be return after testing on April 23 and May 7.

25. The ACT Plus WritingAlerts 15 - 16 • 15. In the event of a security breach, call ACT immediately at 800.553.6244, ext. 2800, if any of the following occurs: • Any item is missing from your shipment. • You receive test booklets that do not match the serial numbers on your Test Materials Distribution Lists. • Any test booklet seals are broken. • The cartons or materials appear to have been tampered with in any way. • A test booklet is lost, stolen, or otherwise missing at any time while the test booklets are at your school, from receipt to return. • You have reason to believe someone has had unauthorized access to the materials. • 16. Keep test materials in a secure location as students enter and exit the test room. • Account for all test booklets before testing, each time they change hands, and before dismissing students. • Test materials must be secure at all times. • You must never leave a test room unattended, even if only one student is in the room.

26. Review of Supervisor’s Manual

27. Review of Supervisor’s ManualImportant Reminders (Page 1) • Contacting ACT (Inside Cover) • Important information, including contact information for The ACTPlus Writing Customer Services, is included on inside cover page. • Table of Contents (Page i—iii) • A contents page has been included for ease in use of the manual. • Important Reminders (Page 1) • When the instructions split into two columns, ACT (No Writing) is always in the left-hand column and ACT Plus Writing is always in the right-hand column. • The instructions may also vary by color: ACT (No Writing) will be in black, ACT Plus Writing will be in color. • Make sure you read the correct instructions.

28. Review of Supervisor’s ManualACT State Testing Policies and Procedures (Pages 2—4) • The Supervisor’s Manual states you must sign a statement affirming you agree to and will comply with ACT policies exactly. • ACT concurs once the testing staff members complete their profile upon establishment, they have agreed to the policies put forth in their respective roles.  • All testing personnel are required to read the materials provided by ACT. • The ACT Plus Writing must be administered only on April 23, 2014, using the specific form for the initial testing day. • Makeup tests will be administered on May 7, 2014. A separate test form must be used for makeup testing. • Testing must begin by 9:00 a.m. in all rooms on both the initial and makeup test dates. • If testing begins after 9:00 a.m. in any room, scores for that room may be cancelled.

29. Review of Supervisor’s ManualACT State Testing Policies and Procedures (Pages 2—4) • In cases of suspected or documented irregularities, all testing staff are obligated to cooperate fully with ACT and the ALSDE with investigations and respond to requests from ACT and the ALSDE in a timely manner. • An observer/monitor with ACT, ALSDE, or district may visit your school on test day. • The observer/monitor will arrive before the administration is to begin. • Always ask for ACT or ALSDE identification, or an authorization letter. • If the observer cannot provide this, deny admission and call ACT immediately. • If the observer provides appropriate authorization, call ACT at 800.553.6244, ext. 2800, to confirm that the individual providing the authorization is the same individual sent to visit your test site. • If ACT confirms the observer’s identity, you are expected to cooperate fully. • If you have any concerns about the observer’s visit, call ACT. • If an emergency on test day (e.g., fire, tornado, snow) forces the termination of testing or the closing of school, you must notify ACT as soon as possible. • Protect the security of the test materials, and be especially careful if testing has started. • Call ACT immediately at 800.553.6244, ext. 2800, to explain your situation. • Decisions regarding rescheduling will be made on a case-by-case basis.

30. Review of Supervisor’s ManualTesting Facility Requirements (Pages 5-7) • Lapboards are not allowed under any circumstances. • Make sure bulletin board materials related to potential test questions (English, mathematics, reading, science, and writing), charts, and maps that provide strategies for solving problems or writing essays are removed or covered. • Geographical maps and periodic tables need not be covered. • Each room supervisor must have tworeliable timepieces in the room: one must be an accurate clock or watch that shows the actual time of day; ACT recommends that the second be a stopwatch or interval timer. • Cellphones may not be used.

31. Review of Supervisor’s ManualTesting Facility Requirements (Pages 5-7) • The BTC must arrange for a phone to be available on test day in case you need to make a toll-free call to ACT. • (Room Supervisors will not make the calls.) • Rooms must be free from distractions and be able to provide an uninterrupted period of 4 hours. • Post signs outside the test rooms to warn others that testing is in progress and quiet is required. • Bells, intercoms and public address systems must be turned off during the test session. • Test rooms must be set up according to ACT requirements. • If these requirements are not met, scores may be cancelled.

32. Review of Supervisor’s ManualTesting Facility Requirements (Pages 5-7) • Tables must be arranged so that all spacing requirements are met. • Students must all face the same direction. • Use the following rules to seat students: • ROUND TABLES: only one student per round table, regardless of size. • TABLES LESS THAN 6 FEET: only one student per table • TABLES 6 TO 9 FEET: only two students per table. • If 6-foot tables are used to seat two students, a 3-foot space is required between the tables.

34. A-4 Seating Diagram

35. Review of Supervisor’s ManualUse of Digital Devices by Staff (Not in Manual) • School personnel involved in administration of state testing may not use digital devices (including but not limited to telephones, cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) during test administration. • Violations may result in disciplinary action/certification revocation. • Additional disciplinary action may be taken by the LEA. • All electronic devices belonging to school personnel, including computers located in the testing room, must be turned off before testing materials are brought into the room, and they must remain off until testing materials are removed from the room. • (Students may not bring electronic devices into the testing room.) • All printers that have scanning or copying capability and all copy machines must either be disabled or removed from all rooms being used for a testing section.

36. Review of Supervisor’s ManualTesting Staff Requirements (Pages 8-12) • ALSDE requires that Test Administrators/Room Supervisors must be certificated employees. Proctors must be full-time employees involved with the education of students. • The ALSDE requirements must be met. • Anyone who coaches high school or college athletics may not serve as the room supervisor for one-on-one testing of a student athlete. • An athletic coach may serve as the room supervisor if there is more than one student in the room.

37. Review of Supervisor’s ManualTesting Staff Requirements (Pages 8-12) • Reading (except this manual or supplemental policy information), grading papers, using a computer, cell phone, recording or media device, talking casually with other staff, or engaging in any activity in the test room not directly related to the administration is not allowed. • To avoid the appearance of a conflict of interest and to protect you and your relatives or wards from allegations of impropriety, you may not serve as Test Supervisor or Back-up Test Supervisor for the ACT State Testing administration or have access to secure test materials, if any relative or ward will be testing with standard time at any school in your state during the initial or makeup administration. • Relatives and wards include children, stepchildren, grandchildren, nieces, nephews, siblings, in-laws, spouses, and persons under your guardianship.

38. Review of Supervisor’s ManualTest Supervisor (Page 9) • The Test Supervisor provides the continuity and administrative uniformity necessary to ensure that the students at your site are tested under the same conditions as students at every other site and ensures the security of the examinations. • The name of the Test Supervisor must be on file with ACT • Conduct a pretest briefing session for testing staff on each test date. • The pretest briefing is in addition to the mandatory training required two weeks prior to testing • (Complete Pretest Briefing Session for April 23 by April 8, 2014). • (Complete Pretest Briefing Session for May 7 by April 22, 2014). • Ensure that testing begins no later than 9:00 a.m. in all rooms on each test date. • Specific responsibilities are included on page 9 of the Supervisor’s Manual.

40. Review of Supervisor’s ManualBack-up Test Supervisor (Page 10) • If the Test Supervisor cannot serve in his/her role or supervise the test administration, the Back-up Test Supervisor is expected to assume those responsibilities. • The person selected to serve as replacement must complete and submit a profile change form online and be properly trained before test day.

41. Review of Supervisor’s ManualRoom Supervisor (Page 10) • Read the Supervisor’s Manual and comply with the policies and procedures it describes. • Attend both the training and briefing sessions conducted locally by the Test Supervisor. • Check ID or personally recognize and admit students. • Complete detailed documentation of any irregularities and void students’ tests, as required.

42. Review of Supervisor’s ManualProctor (Page 11) • A proctor may be used to assist a room supervisor or the Test Supervisor if fewer than 25 students are testing. • A proctor is required (in addition to the room supervisor) for every 25 students after the first 25 in the room. • Read the Supervisor’s Manual and comply with the policies and procedures it describes. • Schools may choose to use a Roving Proctor.

43. Review of Supervisor’s ManualTraining Staff (Page 11-12) • For standardized testing to occur successfully, staff members must understand their responsibilities. • It is critical that the same procedures are followed at every school. • Test Supervisors and Back-up Test Supervisors are required to hold a training session before test day for all staff, to prepare them for test-day. • This session must be attended by all testing staff, so that everyone has a common understanding of what is to take place on test day. • Training Session Topics for Discussion are provided on pages 65–67 of the Supervisor’s Manual. • Before test day, every testing staff member is required to read the Supervisor’s Manual. • Each testing staff member is to be provided with a complete copy of the Supervisor’s Manual before the training session.

44. Review of Supervisor’s ManualTest Security Requirements (Pages 13-15) • The STC is responsible for maintaining the security and safekeeping of the test materials before, during, and after testing. • At the conclusion of testing, ALL used and unused test materials must be returned to ACT by the STC. • Under no circumstances is a test booklet seal to be broken by anyone other than the student on test day. • Staff and students are prohibited from disclosing test questions or response choices to anyone. • Contact ACT (800.553.6244, ext. 2800) if a test booklet is lost, stolen, or otherwise missing at any time while the test booklets are at your school, from receipt to return.

45. Review of Supervisor’s ManualReceipt and Check-In of Test Materials (Pages 13) • Materials will be shipped to the STC. • The STC MUST verify that all materials match items on the Test Materials Distribution List. • ● Count each booklet; • Do not assume that the groups of booklets are complete. • Writing Test booklets are shipped in shrink-wrapped packages of 5. Check the serial number of the first booklet in each pack against your Test Materials • Distribution List. • Do NOT open the shrink-wrap until the morning of test day. • ACT (800.553.6244, ext. 2800) must be contacted immediately if there are discrepancies.

46. Review of Supervisor’s ManualStoring Test Materials (Page 14-15) • Keep the carton(s) in which the test materials were shipped to you. • These cartons must be used to return all test booklets to ACT after each test date. • After you have counted and checked the condition of all materials in your shipment, reseal the cartons with the tape provided and write your name across the seal. • Lock the materials in your secure storage. • The sealed boxes must remain locked in secure storage until the day they are used. • Only the Principal and BTC may have keys to the secure storage room in the school. • The lock may NOT be accessible with a master key. • All test materials must be accounted for before, during, and after testing, until they are returned to the STC and ACT.

47. Review of Supervisor’s ManualDistributing Materials – The Chain of Custody (Page 15) • Booklets are to be sorted for distribution to individual rooms before test day, but must be resealed in the cartons and returned to the security of the STC’s locked storage until the morning of test day. • Under no circumstances is a test booklet seal to be broken by anyone other than the student on test day. • Confirm that you have the correct number of test booklets before you distribute them to room supervisors on the morning of test day. • Test booklets must be personally handed to room supervisors by the Test Supervisor and/or Back-up Test Supervisor. • Never leave test booklets unattended.

48. Review of Supervisor’s ManualDistributing Materials – The Chain of Custody (Page 15) • All room supervisors must complete item A on the Test Booklet Count Form (A-3) when they receive test booklets from the Test Supervisor. • Room supervisors must also complete item B for Plus Writing at this time. • The room supervisor must sign and the Test Supervisor must initial under “Received Before Testing” to verify that the number of booklets recorded is the number in the room supervisor’s possession. • All room supervisors complete item C during Test 1 and item D after Test 4. • Room supervisors must also complete item E after the Writing Test.

49. Review of Supervisor’s ManualDistributing Materials – The Chain of Custody (Page 15) • After testing, ALL room supervisors must immediately return all materials to the Test Supervisor and complete item F. • The room supervisor must initial and the Test Supervisor must sign to verify that the number of answer documents and test booklets returned to the Test Supervisor equals the number transferred to the room supervisor. • Do not dismiss any room supervisor until you have verified the accuracy of ALL required forms.

50. Review of Supervisor’s ManualCompleting the Non-Test Portions Before Test Day (Pages 16-20) • The Verbal Instructions for completing the non-test portions of the answer document in a scheduled session at school before test day begin on page 18 of the Supervisor’s Manual. • Whether or not a barcode label is present, students must still grid the identifying information on the front and back pages of their answer document during the pretest session. • If this is not done accurately and completely, the student’s ACT score report may be undeliverable. • Basic identifying information (front and back pages) are required for all students. • The ALSDE did not provide student addresses. • If a student wishes to receive information at his or her home, the student must enter and grid the home address in the appropriate boxes.