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Test Coordinator and Administrator Training

Test Coordinator and Administrator Training

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Test Coordinator and Administrator Training

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  1. Test Coordinator and Administrator Training Spring 2019 Testing Smarter Balanced, Off-Grade Level, and WCAS Template Training for DCs, DAs, and SCs This presentation contains a script in the notes section. If you are accessing this information with a screen reader, be sure you are reading the notes section as well as the text contained in the slides Published: February 21, 2019

  2. Introductions ____________________________, District Test Coordinator (DC) ____________________________, District Administrator (DA) ____________________________, Assistant Superintendent

  3. Acronyms

  4. Key Dates for Spring Administration

  5. Training Requirements REQUIREMENTS • Annual training is required for all staff supporting testing. • All new staff supporting testing must be trained before testing, on all required materials. • Seasoned staff must have a clear and thorough knowledge and understanding of the training resources, and must review all resources for updates new to 2019 administrations. • Make sure all staff understand their roles and responsibilities for supporting each test administration.

  6. Materials Required for Test Coordinator Review These materials are available on the WCAP Portal in the Test Coordinator Resources section. Other training resources may also be required at a local level.


  8. Who Are You? Responsibilities • The duties of a DC include a broad oversite of testing. • DCs establish a system to balance responsibilities. • The duties of a DA include supporting activities outlined by the DC. • DA access to AIR systems and applications mirror that of a DC. • School Test Coordinators (SCs), under the direction of a DC or DA, provide general oversight of school level administration activities. • Test Administrators (TAs) are trained staff who proctor state assessments. There are no restrictions on who can be identified in the role of a DC, DA, SC, or TA as long as the staff member is on contract with the district.

  9. ResponsibilitiesDistrict Test Coordinator Trainings • Become familiar with all systemand administrationmanuals • Attend required trainings and webinars Communication • Read the WAW newsletter and share information as it pertains to staff responsibilities • Communicate directly with staff regarding questions about assessments • Communicate training schedules to SCs, TAs etc. • Communicate with the State Testing Coordinator about testing incidents, appeals, medical exemptions etc. Implementation • Implement each school’s Test Security and Building Plan • Monitor test schedules • Confirm DEI entry of WCAS paper tests before return shipment of materials

  10. ResponsibilitiesPrincipal Overall Planning and Scheduling • Appoint staff members to support test administration • Ensure test security of materials • Plan testing schedules, locations, and testing population • Ensure adequate staff to support testing locations • Develop and have approved your school’s Test Security & Building Plan • Ensure headsets are available to students for required portions of tests Communication • Approve communication for parents and all staff members Implementation • Implement all school and district policies and procedures • File the approved Test Security and Building Plan for the school • Ensure that the school has an approved testing schedule Trainings • Attend all required trainings • Verify staff has received appropriate training

  11. ResponsibilitiesSchool Test Coordinator Trainings • Attend required trainings and familiarize yourself with documents Communication • Communicate with staff and parents Implementation • Verify your school’s TSBP • Verify accessibility features needed for each student and provide TAs with a list • Inventory all test material upon receipt • Ensure TA rosters are set up correctly • Maintain security of all testing materials • Monitor test administration • Collect and inventory all test materials • Confirm DEI entry of WCAS paper forms by the TA • Securely dispose of ancillary materials • Complete School Site Administration and Security Reports and other required documentation

  12. ResponsibilitiesSpecial Education and Bilingual Coordinators • Attend all required trainings • Work closely with the SCs and TAs to ensure each student has access to the permitted accessibility features the student needs. • Any settings adjustments must be completed prior to materials arriving in district, so that the DC will have time to request additional materials or non-standard accommodations before testing begins.


  14. Security, Policies, and Responsibilities Policies, laws, practices, and prohibited behaviors are found in the PIRG. State and local laws and policies specify practices to ensure test security and the standardized and ethical administration of assessments. • Student monitoring throughout testing • RCWs and WACs are listed in the Policies and Test Securities section • Only staff members trained specifically for state assessments can administer or be in a testing room • Volunteers or media are not allowed in a testing room • Professional Code of Conduct • The Professional Code of Conduct is codified by the Washington State Legislature in WACs and RCWs. A list of complete rules and regulations can be found online: • The Office of Professional Practices (OPP) is charged with enforcement, including discipline of educational practitioners for violation of the Professional Code of Conduct. The office receives, investigates, and makes legal findings regarding complaints. Unprofessional conduct is reported to OPP (360) 725-6130.

  15. Building Plans Test Security and Building Plan Template WHAT Test Security and Building Plans (TSBPs) are documents formatted to support critical aspects of the state testing process. WHO DCs work with other key building staff to create a TSBP PLANS SHOULD INCLUDE Test schedules, responsibilities, chain of custody for secure materials, supplies, student participation, and communication RESOURCES PIRG, template building plan, state testing windows

  16. Best Practices for Testing • When reviewing school test schedules, keep in mind that utilizing the last week of the test window should be limited as it may have impact on a students ability to complete the test session. • When assigning TAs, there must be at least one TA in each test session at all times. • WCAS paper-pencil sessions require 1 TA for no more than 3 students. • Correct test selection by the TA is critical for student access to the accurate session.

  17. Document Retention and Audit Report SCs Submit to DC or Retain at the school • TA Training Logs • Printed copy of the signed roster, if used and required by DC • Report of students not tested and why (refused, absent, etc.), if required by DC • Test Security Staff Assurance Forms • School Site Administration and Security Report • Test incident reports (ARMS or paper) DCs Submit to OSPI Using ARMS • Modified Testing Schedules • Medical Exemption Requests • Test Question Ambiguity Forms • District Security Report • Test incident reports, as required • Test Material Variance Form • Expedited Grade 12 Rescore Appeal Requests Remember to follow the WA State Retention Guidelines and local district policies for document retention.

  18. WAMS Alternate Test Site and Student Registration • Register Alternate Test Sites in WAMS • Register multiple sites • Identify date, time, and number of available seats • Open through spring • Student Registration Site • Now available for spring testing • Identify supports/accommodations (information only) • List of available sites Student Registration Link


  20. Accessibility Features Some accessibility features are available to all students as universal tools. The GTSA provides additional information on accessibility features available for students for the Smarter Balanced and WCAS assessments. • Accessibility features not listed in the GTSA are not allowed • Non-Standard Accommodation and Designated Support Requests If a unique circumstance requires a student access to an accessibility feature not documented for use in the GTSA, the student’s IEP team would request the DC submit a request to the state for consideration. Headphones, for online ELA CAT and as required by other tests, must be available for student use.

  21. Additional Preparation and Technology Identify students who may have difficulties in auditory processing, short term memory, attention or decoding difficulties, who may benefit from Simplified Test Directions. • Students eligible for assistive technology • Set Permissive Mode in TIDE for: • Magnification greater than 3X • Speech-to-Text software • Computers with the above software need current browser and system software. • Confirm accessibility features are entered in TIDE • Modify testing options and other student designations

  22. Materials Locally Supplied, When Permitted

  23. Materials Locally Supplied andAvailable to Print from the WCAP Portal


  25. Test Incidents Test Incident Report: • Whether intentional or by accident, failure to comply with rules, either by staff or students, constitutes a test incident that needs to be documented and reported. When test incidents occur, it is important to: • Stop the test session for the individual student or class. • Take corrective action to mitigate the incident. • Make sure TAs report incidents to the SC, who contacts the DC. The DC works with OSPI when required. • Document incidents by the end of the day, and they must be reviewed by the DC or state within 24 hours. • Submit an appeal in TIDE, if required. TIDE appeals are submitted by the DC or DA. Approval is required at a state level. • Breaches in test security must be reported immediately to the SC, DC, and the State. • Submit a Test Incident Report in ARMS.

  26. Commonly Reported Incidents • Inappropriate student access to non-approved accessibility features. • Calculator use on a non-calculator portion of an assessment or hand-held calculator use during an online math assessment will require an invalidation appeal to be set by the DC in TIDE. • Inappropriate materials being retained in the testing location • TAs deviating from the approved script of student directions or test schedule. • TAs administering an incorrect assessment, such as a summative assessment instead of a training, practice, or interim test continues to be reported. It is important that TAs have a clear understanding of the test being administered.

  27. TIDE Appeals Policy Updates • Washington has collaborated with other states on policy updates for TIDE appeals processing. New updates include: • Approving Appeals to Re-Open or Reset tests when an Accommodation or Designated Support was not provided, as identified in the student’s plan. Actions Required: • Incident reported to state, via ARMS, prior to score results loading to ORS • Team meeting (IEP, 504, or district identified) to discuss next steps with respect to what’s best for the student. Considerations may include the following. • Reopen test where student left off • Reopen entire test • Reset test • Retain test as is

  28. TIDE Appeals Policy Updates Cont’d. • Appeals to Re-open a test after the student submits the test for scoring, will be denied. • Student become familiar with the Pause and End Test processes during the Practice, Training, and/or Interim assessments. • Students receive three warning messages prior to submitting the test. • Adding additional steps when a TA administers a Summative instead of an intended Interim, Practice, or Training test. • Action required • TA must be retrained prior to administering another assessment • Suggested waiting period prior to retesting students (2 weeks) • DC submits to the state through ARMS the school test security & building plan, training materials, and signed training and security reports

  29. TIDE Appeals to Reset, Not Invalidate • Submit an appeal to Reset, not Invalidate when: • Summative is selected instead of an Interim, Practice, Training, or Screener test • Student tested at wrong grade level • Ineligible student tested • ASL, Braille, Spanish Stacked Translation need to be set

  30. Common Chromebook Solutions If a student is having technical difficulties, the screen freezes, or a strange icon appears, try these solutions: • Student pauses the test, closes the secure browser, and shuts down the Chromebook • Replace the Chromebook • Log back into same session using a new Chromebook • Contact the Technology Coordinator and report the issue, session ID, and test question • Request help from the Help Desk for power issues


  32. Overview of Security ReportsSubmitted in ARMS • School Site Administration and Security Report: • The School Site Administration and Security Report is used to document whether training and test security protocols were followed at the building level and to note any exceptions. • District Administration and Security Report: • The purpose of the District Administration and Security Report (DASR) is to document for the entire district, whether training and test security protocols were followed and to note any exceptions.

  33. Overview of Other Forms Submitted in ARMS • Modified Testing Schedules • In the case that extraordinary circumstances limit students’ abilities to participate in a state assessment, DCs can request a modified testing schedule. • Medical Exemption Requests • DCs can request students who are unable to participate in state assessments due to a significant medical emergency be exempted from state testing. • Test Question Ambiguity • If there appears to be an error on a state assessment, districts can use the Test Question Ambiguity Form to document the problem and perceived error. • Test Material Variance • The purpose of the Test Material Variance Form is to document and track any discrepancy in the test materials received by the contractor or returned from the school.

  34. ARMS Updates Now Available: • School name has been added to the Export feature. Updates Currently Being Reviewed for Implementation: • Expedited Grade 12 Rescore Appeal • DC role having the ability to delete reports • Ability to change a report status when Archived in District or Approved by the State • DA role will be able to monitor status of the School Site Administration and Security Report • WA-AIM Science will now display only grades 5, 8, and HS • Increased size limit for attachments loaded in ARMS

  35. Grade 12 Priority RTV Score Appeals Available to students in grade 12 who are on-target to meet all graduation requirements. • DCs submit a priority Expedited Rescore Appeal Request within ARMS for the state assessment the student has not met standard on. • Parents will not view the student’s test. • The student’s test will automatically be rescored. • The test results may not be appealed again. Review all available graduation options for the student as test scores rarely change from a rescore.


  37. Navigating the Portal Need to locate information? A Search option is available under the “Resources” label • WCAP Portal Homepage • Access to: • Test Coordinators Card • Recent Announcements • Register for email updates

  38. Test Coordinator User Card When you select the Test Coordinator user card, you have access to all of the applications shown here. The cards marked with a red star were updated for the 2018-19 administrations.

  39. System & Resource Cards Overview Test Administrator Certification card: training for TA Interface, security, monitoring, and data review. Practice & Training Tests card: securely administer the Training and Practice Tests. Test Coordinator Resources card: access resources and training materials needed for test administration. TIDE card: view and edit student settings, manage rosters, print test tickets and labels, and order materials. Online Reporting System card: access score reports and student results. Test Administration card: securely administer Interim and Summative state assessments.

  40. System & Resource CardsOverview, continued Digital Library card: educator resource to apply formative assessment processes during daily instruction. Data Entry Interface card: allows users to enter student assessment data such as question responses for WCAS and ELPA21. Assessment Viewing Application card: allows authorized users access to view interim assessments for administrative and instructional purposes. AIRWays Reporting card: allows authorized users access to view test results and enter or change item scores for interim assessments. Inbox card:allows authorized users quick access to recently exported or archived files.


  42. TIDE Overview

  43. TIDEPreparing for Testing • Students • View/Edit/Export Students • Add Students With Temporary ID • Upload Interim Grades • Upload Student Settings • Frequency Distribution Report • Users • Add User • View/Edit/Export User • Upload Users • Test Settings and Tools • View/Edit/Export Test Settings and Tools • Upload Test Settings and Tools • Rosters • Add Roster • View/Edit Rosters • Upload Roster • Orders • Additional Orders • Order History • Order Summary • Track Shipments • Test Windows • Add Test Windows • View/Edit/Export Test Windows • Upload Test Windows

  44. TIDE Test Windows School test windows are required to be set in TIDE. Multiple windows can also be set in TIDE through a file upload.

  45. TIDEAdministering Tests • Appeals • Create Requests • View/Approve/Export Requests • Upload Requests • Monitoring Test Progress • Plan and Manage Testing • Test Completion Rates • Test Status Code Report • Participation Search by SSID • Print Test Tickets • Print from Student List • Print from Roster List

  46. TIDEAfter Testing • Data Cleanup • Participation Codes

  47. Contact Us: School Test Coordinators • Contact the District Test Coordinator Phone (office): ()- Phone (Mobile): ()- District Test Coordinators • Contact OSPI Assessment Office (360) 725-6348 or the State Test Coordinator, Kimberly DeRousie (360) 725-6353 District Technology Coordinators • Contact WCAP Help Desk (844) 560-7366 or by email:

  48. Revision LogUpdates to the module after February 21, 2019 are noted below.