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  1. TEST SECURITY and CONFIDENTIAL INTEGRITY New Coordinator Academy Fall 2011 Presented by Karen White, Pasadena ISD,

  2. PREPARING YOURSELF AS THE DTC Test Security, NCA, Fall 2011

  3. Individually… • Attend all District Coordinator Training (both optional and required) • View all TETNs • Read the published manuals at all levels –the DCCM, the Test Security Supplement, and ALL Test Administrator Manuals – STAAR/EOC, TAKS, TELPAS, Field Tests, etc. • Evaluate the testing incidents and reportable irregularities that have occurred in your district in the past. Test Security, NCA, Fall 2011

  4. Reaching Out… • Enlist the assistance of your Central Administration at all levels – to assist with testing, monitoring, district-level “Super Monitors”, and so forth. • Join your Regional Testing Supervisors group • Call your ESC Testing Coordinator, TEA, and Pearson. • Phone a Friend. Test Security, NCA, Fall 2011

  5. Communicate with critical departments in your district – Special Education, Bilingual/ESL, Section 504, and so forth. Plan to co-facilitate training with other departments, if necessary, so everyone is on the same page. This is a model for the “Assessment Team” that is vital on a campus. Test Security, NCA, Fall 2011

  6. TRAINING MATTERS Effective TOOLS and RULES Test Security, NCA, Fall 2011

  7. Effective Training • Provide your CTCs with a schedule of required trainings for the entire year. Always plan for make-up sessions. • Communicate your expectations at the beginning of the year – all CTCs must attend, arrive on time, bring DCCM/other required materials, etc. • Provide concrete examples and scenarios. Review the manuals at your trainings – do NOT rely solely upon a Power Point (you are setting the example for their campus trainings). Review answer docs, Calendar of Events, dates to return materials, etc. during your training. Test Security, NCA, Fall 2011

  8. Effective Tools • Provide a CampusTesting Coordinator Checklist, a Test Administrator Checklist, and even a Principal Checklist. • Three TEA web-based Test Security Modules should be used as a supplement to the district/campus training materials. (Active Monitoring, Distribution of Test Materials, and Proper Handling of Secure Materials) Test Security, NCA, Fall 2011

  9. Effective Tools (CONTINUED) • Provide your CTCs with forms to use at the campus level. These add structure, organization, and consistency across the district. • Example: • Require that sign-in sheets for campus trainings include the typed name of each staff member to be trained. This ensures that the CTC knows who has not been trained. No persons are permitted to test or monitor testing areas without being trained. Test Security, NCA, Fall 2011

  10. Effective Rules • Require your CTCs to sign up for a return appointment while at the training, i.e. “Captive Audience” and “First Come, First Served.” • Provide your CTCs with helpful tips to use at the campus level. These reduce the likelihood of testing irregularities across the district. • Example: • Suggest that your CTCs designate a Relief Staff Manager. Inform the manager of who is available to monitor, discuss the schedule and the model you use for monitoring. This allows the CTC to focus on materials check-out, questions from TAs, and problem-solving throughout each testing day. Test Security, NCA, Fall 2011

  11. Effective Rules (CONTINUED) • Prepare segmented training sessions for your CTCs to review specific types of test administrations – Oral Administrations, Dyslexia Bundled Administrations, TELPAS Paper Versions, STAAR-M, etc. Require your CTCs to train these Test Administrators in the same manner. “One size fits all” does not apply to training. • Instruct your CTCs regarding Homebound Students and students at alternative campuses or out-of-district facilities. Test Security, NCA, Fall 2011

  12. Effective Rules (CONTINUED) • ALWAYS include these specific rules in your CTC training docs and require your CTCs to include them in their training docs: • ZERO Tolerance is applied to: • Unauthorized Viewing or Duplication of Materials • Providing Assistance • Discussing Confidential Information • Checking for Strategies • Scoring or Changing Student Responses Test Security, NCA, Fall 2011

  13. MANAGING Test Materials Test Security, NCA, Fall 2011

  14. Chain of Custody for all Secure Testing Materials Imagine if each test booklet wore an ankle monitor… “Districts are required to implement any controls necessary to ensure accurate and reliable tracking of all secure items…” Test Security Supplement, 2010-2011 Test Security, NCA, Fall 2011

  15. Test Materials Security – Chain of Custody • The truth is you start tracking your test materials before they arrive in your district: • Advance Letters/Materials Lists • Shipping Emails from Pearson • Make sure that your campuses are prepared to receive, check-in, and store test materials securely. (Who has access to storage rooms?) • Confirm that district personnel who are transporting materials are authorized and understand the significance of keeping these materials secure. • Each campus must always have a person designated to receive test materials – if the CTC is off-campus, then the responsibility is on the CTC’s designee. Test Security, NCA, Fall 2011

  16. Test Materials Security (CONTINUED) • Always provide your campuses with a due date for any additional materials they need to order. • Every single time that materials are re-located, they must be signed for – district-to-district, district-to-campus, campus-to-campus, – even when the campus returns them to the district after the testing cycle. Develop a local form for the campus to use as a verification of return when they return secure test materials. • During testing, CTCs must verify and account for all test booklets each day. Test Security, NCA, Fall 2011

  17. Test Materials Security (CONTINUED) • During testing, DTCs must find a way to monitor the campuses. • During testing, CTCs and other trained campus personnel must actively monitor the TAs and Monitors, the test materials, and the testing environments. M Test Security, NCA, Fall 2011

  18. Test Materials That Slip Through the Crack Require your CTCs to have a list with each Test Administrator’s name listed or label the shelves with each TA’s name so it is immediately recognizable if a TA has not returned tests. If the Materials Control Forms are not organized and utilized appropriately, it is possible to omit a testing group from the check-in procedure. Keep test materials for different administrations separate. NEVER store Released tests with live, operational tests or field tests. Keep TAKS and STAAR EOC tests separated. This applies to storage areas at the district and campus levels. Verify that CTCs have checked for overage and unused test materials before they return materials. Always send a “last call” or “clean sweep” email to all campuses following the return of test materials. Shipping test materials to Pearson after the due date is an irregularity. Test Security, NCA, Fall 2011

  19. YUCK! You must return every single test booklet to Pearson, even those which are soiled. This must be indicated clearly on the shipping box. Test Security, NCA, Fall 2011

  20. Even soiled test booklets must be protected and remain secured. Nothing is destroyed at the district level. Test Security, NCA, Fall 2011

  21. RESPONDING TO and PROCESSING Testing Irregularities Test Security, NCA, Fall 2011

  22. The Human Factor • Sometimes even thorough preparation, effective training, secure storage, and vigilant monitoring will not prevent a testing irregularity. • Evolution has not eliminated errors! Test Security, NCA, Fall 2011

  23. Plan of Attack • Evaluate your district’s irregularities and develop rules and tools designed to irregularities. • Educate your CTCs and Campus Administration by increasing their awareness of the types of irregularities occurring in your district each year (anonymously). Also provide a report to district administration. • Develop action steps to intake and document alleged irregularities. • Call TEA to determine how best to investigate the alleged irregularity. Test Security, NCA, Fall 2011

  24. Action Plans • Your goal is to develop and implement Preventive Action Plans. • This will hopefully eliminate the need for Corrective Action Plans. RATINGS CERTIFICATIONS TEST RESULTS Test Security, NCA, Fall 2011

  25. Examples • A Test Administrator administers a test without a Test Administrator manual. • PREVENTIVE ACTION: Require all Testing Personnel to show the CTC their TA Manual before they are permitted to check out test materials. • A student who was moved to a consolidation room is allowed to submit a “completed” test without marking his answers on the answer document. • PREVENTIVE ACTION: Require your CTCs to designate a specific “Turn-in” Person (and a “Check-In” Person as well) in the Consolidation Room(s). Avoid the ”I thought - They thought” problem. Test Security, NCA, Fall 2011

  26. Sample District Irregularities Test Security, NCA, Fall 2011

  27. Processing Irregularities • Have materials ready - whether paper and/or electronic – so you can record the initial report of each incident. It is best to use some type of chart/spreadsheet with column headings such as Campus, Test Administration, Date, Type of Irregularity, Person Reporting, etc. as your intake form. This allows you to summarize the number and types of irregularities occurring during each test administration. • Develop a reporting system for your district. Test Security, NCA, Fall 2011

  28. Test Security, NCA, Fall 2011

  29. Test Security, NCA, Fall 2011

  30. Recommended Documentation • In Addition to TEA Required Documentation - • Tracking New Enrollees • Verification of Received Test Materials • Telecommunication Device Policy • Active Monitoring • Test Administrator Checklist/Do’s and Don’ts • First Hour Check Confirmation • List of Required Documentation • Verification of Returned Test Materials • Test Irregularity Intake Form • Test Irregularity Statement/Test Irregularity Report Test Security, NCA, Fall 2011

  31. Tracking New Enrollees(LEP- TELPAS, SSI, Exit Level Retest) Test Security, NCA, Fall 2011

  32. FIRST HOUR CHECK Test Security, NCA, Fall 2011

  33. Additional Documentation Required by PISD Test Security, NCA, Fall 2011

  34. DTCs are the Role Model for CTCs • DTCs set the bar – remain purposeful, patient, and professional. • High expectations • Learn from mistakes • The degree of security and integrity at the district facility is reflected at the campus facility. • Signage, secure areas • Processing test materials, - on - check-in… YOU SET THE EXAMPLE Test Security, NCA, Fall 2011

  35. Pasadena ISD Student Assessment FacilityHOME SWEET HOME Test Security, NCA, Fall 2011

  36. Exterior Cameras are posted around the facility. Staff view the feed from the camera on our monitors. Test Security, NCA, Fall 2011

  37. Guests and District Employees ring the bell to request permission to enter. Guests and District Employees are allowed to enter by electronic release of the locked door. Reflective Glass prevents anyone outside from seeing inside the facility. Test Security, NCA, Fall 2011

  38. Button to release lock on front and back doors. Guests and Employees are “buzzed in” after their identity is confirmed. Test Security, NCA, Fall 2011

  39. Department is armed with a standard alarm system connected to entire building. Test Security, NCA, Fall 2011

  40. Keypads are used on all doors to secure storage area. Test Security, NCA, Fall 2011

  41. Be cautious – additional signage is posted on doors to secure storage areas, but that is not always sufficient to prevent entry by unauthorized persons. Educate your visitors and employees. Test Security, NCA, Fall 2011

  42. Interior Cameras in all interior areas, including secure storage area. Test Security, NCA, Fall 2011

  43. Interior camera showing back entrances Test Security, NCA, Fall 2011

  44. Resources • TEA Security Task Force, 512-463-9536 • Test Administrator Manuals, DCCM, Test Security Supplement, 2010-2011 • TETNs • TEA Website • Test Security • Assessment Resources for Teachers and Administrators • TSNAP Website • Regional Group (BRATS, CATS, MATS, etc.) • ESC Test Security, NCA, Fall 2011