NYS Assessments: Test Administration, Security, and Proctoring Protocols

1. NYS Assessments: Test Administration, Security, and Proctoring Protocols Presented by: Anthony Muller Director of School Support Services WSWHE BOCES

2. Test Security Unit (TSU) • Created in response to the SED Audit. • Charged with being “aggressively involved” in incidents. • Will provide information on cases to districts and the Public. • Will handle State Assessments, 3-8 and Regents. • OSPRA will handle Local Assessments. • Office of State Assessment will handle Student cheating and misadministration • Districts can contact TSU or Integrity Officer (IO) • TSU Will turn over all incidents to the Integrity Officer for investigation

3. Test Integrity Officer (IO) Will investigate State and Local testing incidents. Will collect evidence. Will conduct interviews of staff and students. IO will get letters from SED to take possession of secure documents i.e., student tests and records. Will provide the final report to SED and the District. Districts are required to report incidents to the BOE.

4. Undetected Cheating Parents have invalid proficiency measure Loss of vital support services for low performers Improper grade-to-grade promotion Improper diploma issuance Cheating Detected Invalidations of scores May be forced to retake test Delay in diploma issuance Educator Cheating Hurts Students

5. Undetected Loss of funds to support low performing students Invalid assessment of progress and weaknesses in curriculum and instruction Detected “Focus” or “Priority” designation due to invalidation of scores (SINI) School barred from testing or storing privileges, if widespread Loss of reputation for school, students, and graduates Diploma value deflated Educator Cheating Hurts School

6. Cheating Hurts Colleagues • Inherit low performing students unassisted by tutoring or services that had been warranted • Marked drop in scores following year unfairly reflects poorly on them • Cheaters may receive higher ratings that unfairly penalize honest, ethical colleagues

8. Safeguarding Test Materials • Secure test materials will arrive during the week before testing • Leave materials in the shrink-wrapped packaging or locked Regents boxes until the day of test administration • Store the test materials in the safe or vault • Elementary/Intermediate Level Safe or Vault – Secure location, locked at all times, limited access, etc. • Regents Exams and RCTs Safe or Vault - must be stored in locked Regents boxes, which must be stored in a Department approved safe or walk-in vault that meets all of the specifications on the following slide: • After administration, all test books must be collected and stored securely • Reminder: Field Test Materials are Always Secure

9. Storage Facilities Must be locked at all times. Access must be limited to principal and a few designees. Storage areas should only be used for testing materials. Locked Regents box(es) must be visually checked daily by the person in charge of the administration of the exams to ensure that they have not been tampered with and that the materials in them remain secure. All 3-8 materials should be checked daily. SED personnel will make random unannounced visits to some schools after the exams have been delivered to verify that the tests/materials are being properly stored and are not opened until the proper time on the day that each exam is to be administered.

10. Security Breaches • If a security breach occurs prior to, during, or after testing, notify the principal immediately. • The principal must report the security breach to the Office of State Assessment within 24 hours. • If it is determined that students have had access to the contents of a test prior to the actual administration of the test, the test results for those students must be cancelled. • Faculty and/or staff involvement in a security breach must be investigated to determine if disciplinary action is warranted. • Students’ scores will be reported as an “administrative error” in the State Repository System.

11. Teacher’s Directions • Available prior to the test on the SED site: • http://www.p12.nysed.gov/assessment/ (Follow links on the left side) • Administrators must provide copies to every proctor prior to the test. • Proctors must read the directions prior to the test. • Proctors must have a copy during the test. • Directions must be followed exactly as they are written.

12. Preparation of the Testing Room(s) • The room(s) in which the tests are administered should be well lighted, well ventilated, and quiet. • Make preparations before the testing period to keep noise and other distractions to a minimum. • Place a “Do Not Disturb” sign on the door to prevent interruptions. Clear desks and shelves under the desks of all books, papers, and other materials. • Completely cover or remove all charts pertinent to the subject being tested and all board work. • Seating of students in alternate rows is recommended if possible.

13. Clock: • A clock should be in sight of all students. • If this is not possible, it is the duty of the proctors to indicate the time on the chalkboard at intervals not exceeding ½ hour throughout the examination session.

14. Temporary Absence from Testing Room Ensure there are additional proctors to supervise students who need to leave the exam room. No student may be permitted to leave and then return to the testing room during any part of the test unless the student is accompanied by a proctor for the duration of his or her absence from the testing room. Students who withdraw from the sight of a proctor during an exam session must have their examination for that session terminated. Any examination paper that is removed from the exam room without authorization must be nullified.

15. Student illness If a student becomes ill during a part of the test, the student should be excused until he or she is well enough to continue. The principal and proctor should estimate the time that the student had remaining to complete that part of the test. When the student is well enough to complete the test (and as long as the testing or makeup period has not ended), the student may be given the remaining time for that part. Other un-administered parts should be administered according to the Teacher’s Directions as long as the testing or makeup period has not ended. When the student is taking a partially completed part of the test, the student must be closely supervised so that he or she does not go back to previously finished questions on the test.

16. Emergency Evacuation of School Building Ensure there is an Evacuation/Re-entry Plan in place. In any situation in which student safety is endangered, the principal has full authority to interrupt the test immediately - The students should be kept under supervision during the emergency. If work can be resumed, the time for the test should be extended so that the students will be allowed their full time for the test Following the test, a written report of the circumstances should be sent by mail or fax to the Office of State Assessment

17. Student Use of Communication Devices The policy was revised in August 2012 The directions to students on the use of communications devices must be read verbatim to the students. Test proctors, test monitors, and school officials shall retain the right to collect and hold any prohibited electronic devices prior to the start of the test administration. Admission to the test shall be denied to any student who is in possession of a cell phone or other prohibited electronic device and refuses to relinquish it.

18. Communication Devices Continued For Principals and Proctors: Any student observed with any prohibited device while taking a State exam must be directed to turn it over to the proctor or monitor immediately. To allow for all possible outcomes of procedural due process, the student should be allowed to complete the exam. The incident must be reported promptly to the school principal. If the principal determines that the student had a prohibited device in his or her possession during the test administration, the student’s test must be invalidated. No score may be calculated for that student. The incident must be promptly reported, in writing, to OSA as is the case for all student-related testing irregularities, misadministrations, or other violations of State testing policy and procedures.

19. Calculators and Reference Tables • The use of calculators will be clearly indicated in the Teacher’s Directions and the School Administrator’s Manuals. • Schools must ensure that each student has the appropriate type of calculator specified below when taking a Regents Exam in science or mathematics. • When students enter the testing room, clear, reset, or disable the memory of any calculator with programming capability. • Schools must now print and provide the Reference Tables to students for the Regents exams.

20. IEP/504 Students with Testing Accommodations: All accommodations on a student's IEP/504 Accommodation Plan must be allowed on a state exam. If a student refuses an accommodation the proctor must document the refusal. Afterward, the refusal should be reported to the CSE Chairperson. No student may use an English language dictionary or thesaurus, either printed or electronic during a state exam. Do NOT provide any assistance that is not an approved/documented accommodation.

21. Student Declaration Each student taking a Regents Exam is required to sign the declaration at the completion of the exam. The declaration for each exam is printed on the answer sheet. Check to be sure that each student has signed the declaration before the student leaves the room. The declaration can be signed with pencil or pen. Do not score papers lacking a signed declaration until the student’s signature has been obtained.

22. Student Cheating • If you suspect that an attempt to cheat has occurred, warn the students that any further attempts will result in the termination of their tests • If necessary, move the students to another location • If these steps fail, notify the principal immediately and terminate the students’ tests • If, in the judgment of the principal, a student has cheated, the principal must follow the school’s disciplinary procedure for student cheating and invalidate the student’s test • Invalidated tests may not be submitted for scoring. • The students’ scores are then reported as an “administrative error” in the State Repository System

23. Why is effective proctoring important? Student accuracy Student efficiency Minimize blanks Keeps students honest Minimize mistakes, catches errors early Increases likelihood of student and district success

24. Examples of Proctoring Issues • Due to lack of effective proctoring, students: • Skipped questions and did not return to take their best guess • Did not turn to the last page in the test booklet • Did not realize two pages had stuck together • Did not transfer multiple choice answers to their answer sheet • Skipped a question in the booklet but not on the answer sheet • Used a calculator where it wasn’t allowed • May have cheated

25. SED Guidelines “No one, under any circumstances, may interpret or explain test questions to students, nor may anyone review or comment on the answer sheet of a student while the test is in progress (In regards to the correctness or sufficiency of an answer). In response to inquiries by students concerning the meaning or interpretation of test questions, proctors should advise students to use their own best judgment.” Teachers may give students assistance only in the mechanics of taking the tests, such as understanding where to record their responses.”

26. SED Guidelines, Cont. Proctoring Proctors must circulate periodically around the room during the administration of each session of the test to ensure that students are recording their responses to test questions in the proper manner. While circulating around the room, proctors should point out to students if they have left one or more answers blank, if they have darkened more than one circle for the same multiple-choice question, or if they do not appear to be recording their answers in the proper place (on the answer sheet for multiple-choice questions or in the test book for constructed-response questions). However, proctors may not comment to the student on the correctness or sufficiency of any answer.

27. Steps to effective proctoringWhat is essential? What is allowed? Walk up and down isles consistently during test Scan answer sheets to ensure accuracy of bubbling If students ask questions, say, “Take your best guess” Point out missed questions, poor erasures or other erroneous bubbling issues Watch for wandering eyes, distractions, misuse of toolsand notes

28. What is essential? What is allowed? Watch for students working on one question but writing the answer on the wrong line/bubble Encourage students to bubble in neatly and dark enough Direct students as a whole class to check their work Check multiple choice answer sheets to ensure choices have been transferred on every section State how much time is left at the 10 minute mark Important: Once test is over, errors cannot be fixed by anyone!

29. Remind Proctors! • Proper test administration and effective proctoring is essential to the success of our students. • DO NOT: • Check email • Grade papers • Read the newspaper • Send/receive text messages • Lose focus • Leave the room for any reason

30. Prohibited Testing Conduct by Educators Giving a student more time to take the test than is allowed for that student under State regulations. Defining or explaining for a student words, concepts, or questions contained in the test. Suggesting answers to a student during testing or otherwise coaching a student during testing. Commenting on an answer a student has provided on the answer sheet while the test is in progress.

31. Prohibited Testing Conduct by Educators Allowing a student to alter exam answers after the student has handed in his/her test materials. Altering a student’s answers after the student has handed in his/her test materials. Improperly inflating a student’s valid, earned test score in order to help the student pass the exam. Making any attempt to improve a student’s test score during scoring, recording, or reporting.

32. Potential Consequences of Engaging in Prohibited Testing Conduct • The test score of the affected student will likely be invalidated. • The affected student may have to retake the exam. • The person who intentionally engaged in testing misconduct could face sanctions anddiscipline, including termination and/or the loss of his/her New York State teacher certification.

33. Misadministration • In the event of a misadministration, Teachers must inform their principal immediately. This may include: • Errors with timing • Student dishonesty • Issues with tools • Teacher did not follow directions in administering test • Student leaving room during test without accompaniment by proctor • Other unforeseen difficulties or disruptions that may effect one student or the whole class

34. Scoring Procedures for State Assessments • Schools are no longer permitted to rescore any open-ended questions on Regents exams. • Beginning in the 2012-13 school year, teachers will be prohibited from scoring their own student’s exams for NYS 3-8 and Regents exams, as well as any exam linked to the teacher’s evaluation. • Teachers are allowed to proctor their own exams.

35. QUESTIONS?

36. For More Information: Anthony Muller Director of School Support Services WSWHE BOCES amuller@wswheboces.org 518-581-3720 http://www.p12.nysed.gov/apda/