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California High School Exit Examination (CAHSEE)
Test Administration Training 2012-13 for LEA Coordinators, Test Site Coordinators,
Charter School Directors and Proctors
September 11, 2012
2
Presenters
•Jim Pisano Educational Testing Service (ETS) CAHSEE Project Director
•Nicole Goward ETS Senior Customer Service Rep
•Diane Hernandez California Department of Education (CDE) Administrator
High School and Physical Fitness Assessment Office
•Carrie Strong-Thompson California Department of Education (CDE) Consultant
High School and Physical Fitness Assessment Office
3
Presentation Objectives
•What’s New•Overview of CAHSEE •Maintaining Test Security•LEA Coordinator, Test Site Coordinator, Test Examiner, and Proctor Responsibilities
•Demographic Data Corrections•Resources•Questions and Answers
4
What’s New and General Updates
•CAHSEE Exemption•Streamlined Waiver for Eligible Students with Disabilities
•Legislation – AB 1705
5
Overview of CAHSEE
6
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
7
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
8
CAHSEE Requirement
•All students, except 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.
9
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 Section (EC) 60852.3 or receiving a local waiver according to EC 60851(c).
10
Options to Participate in CAHSEE Administrations 2012-13
July 24-25
October 2-3
November 6-7
December8 & 15
February 5-6
March 12-13
May 14-15
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
11
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.
12
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
13
Maintaining Test Security
14
Maintaining Test Security
•To ensure test security, LEA coordinators must: Read, agree, 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
15
Maintaining Test Security (Continued)
16
Maintaining Test Security (Continued)
17
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
18
Maintaining Test Security (Continued)
Handle potential testing irregularities. Call ETS and CDE to report security breaches or test administration incidents
Cooperate with Global Compliance Services when they conduct audits:• Before-testing• During-testing • After-testing
19
Local Educational Agency Coordinator Responsibilities
LEAC
20
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
21
• Go to http://www.ets.org/cahsee/ to obtain information and documents regarding the coordination of CAHSEE administrations
Before Testing (Continued) LEAC
22
•Refer to CAHSEE Project Calendar
Before Testing (Continued) LEAC
23
• October 2012 CAHSEE Calendar Sample
Before Testing (Continued) LEAC
•Manuals are posted for reference.
24
Before Testing (Continued) LEAC
25
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
26
• To obtain a username and password for CAHSEE Online, Contact ETS CAHSEE Support at 800-241-5687
Before Testing (Continued) LEAC
27
•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 demographic corrections Download student results, roster reports, and
summary reports
Before Testing (Continued) LEAC
28
•Select the appropriate date option.
•Enter your Username and Password.
•Select the LOGON button.
Before Testing (Continued) LEAC
29
CAHSEE Online main
page
Update District Information and Testing Schedule
Before Testing (Continued) LEAC
30
•Schedule and set up test administrations
•Notify parents of LEA’s testing schedule
Before Testing (Continued) LEAC
31
Before Testing (Continued)
Order test materials
LEAC
32
Before Testing (Continued)
Select the link to move to the material order page
LEAC
33
•Order materials and select option to pre-ID
Before Testing (Continued) LEAC
34
Enter your order counts by school
Don’t forget to enter special versions needed
Before Testing (Continued) LEAC
35
Be sure to always hit the Submit Changes button when you have completed your order
Before Testing (Continued) LEAC
36
Sample materials order Entry Error
Before Testing (Continued) LEAC
37
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 (2012-13)
$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
40
•Go to “Pre-ID Services” tab to obtain file layout and template
Before Testing (Continued) LEAC
41
Upload the pre-ID file
Prepare the data file according to the Pre-ID file layout
Before Testing (Continued) LEAC
42
• If submitting Pre-ID file, fill out the List of Demographic Fields Required to be Hand-marked for Schools Participating in the Pre-ID Service. Provide the list as a handout for test site
coordinators during training.
•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
43
LEACBefore Testing (Continued)
44
•Designate and train test site coordinators•Emphasize the following in training:
Maintaining test security Reading Test Site Coordinator
Responsibilities Section of manual Hand-gridding fields not Pre-Identified Accommodations/Modifications/EL
Variations• Signature in Box 25
Checking in/out test materials Providing handout of important dates
Before Testing (Continued) LEAC
45
• 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
46
•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
47
•Upon receipt of shipments, open boxes and conduct inventory
Before Testing (Continued) LEAC
48
Before Testing (Continued) LEAC
Sample LEA Site Packing List. This form shows all the materials your LEA boxes contain.
49
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
50
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
51
During Testing (Continued) LEAC
52
•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
53
School and Grade Identification (SGID) Sheet
SAMPLE
After Testing (Continued)
SAMPLE
GREENGrade 10 only
VIOLETGrade 11 only
BLUE Grade 12 only
REDAdult education only
LEAC
54
Enter district scorable totals
Enter district non-scorable totals
After Testing (Continued) LEAC
55
• Arrange with courier (UPS next day air or UPS ground) for pickup
For Scorable materials
For Non-scorable materials
After Testing (Continued) LEAC
56
• 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
57
•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
58
Refer to the CAHSEE Project Calendar for all pertinent deadlines
After Testing (Continued) LEAC
59
Score Conversion Tables
After Testing (Continued) LEAC
60
After Testing (Continued)
Use CAHSEE Online to download student results
LEAC
61
Student detail files, rosters, and summary reports
After Testing (Continued) LEAC
62
Send student and parent reports home
After Testing (Continued) LEAC
63
Send summary reports and rosters to schools
After Testing (Continued) LEAC
64
After Testing (Continued)
Additional resources and special services form
LEAC
65
Break Time
66
Test Site Coordinator Responsibilities
TSC
67
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
68
• 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
69
•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
70
Sample Test Site Packing List. This form shows all the materials your school site boxes contain.
Before Testing (Continued) TSC
71
Before Testing (Continued)
Sample Inventory Form Test Site. This form helps you to account for all test booklets.
TSC
72
•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
73
•Follow the checklist for Inventorying Test Materials at the Test Site
•Save original boxes for return shipments
•Contact LEA Coordinator with additional material requests
Before Testing (Continued) TSC
74
• 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
75
•Train test examiners and proctors• Include the following:
Responsibilities of test examiners and proctors
Security of test materials Testing schedules and locations Preparation of test locations for test
administration Arrangement for proctors, as required
Before Testing (Continued) TSC
76
•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
77
• Train test examiners and proctors (continued) Procedures for completing demographic
information Completion of score codes Collection of and accounting for test materials Scheduling and procedures for returning test
materials to test site coordinator
Before Testing (Continued) TSC
78
If LEA submitted a Pre-ID file, provide the handout from the LEA coordinator for test examiners during training.
Before Testing (Continued) TSC
79
• 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
80
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
List of Demographic Fields Required to be Hand-Marked for Schools Participating in the Pre-ID Service
1 copy, if applicable
Before Testing (Continued) TSC
81
•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
82
•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
83
•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
84
•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
85
•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 demographic fields must be hand-marked.
During Testing (Continued) TSC
86
•Testing variations: Provide accommodations and/or
modifications to eligible students if specified in their IEP or 504 plan
Provide identified English learners additional test variations if regularly used in the classroom
During Testing (Continued) TSC
87
•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
88
•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 demographic data must be hand-marked.
After Testing (Continued) TSC
89
•Check answer documents
•Check that Box 3 Score Code is completed on all scorable answer documents
After Testing (Continued) TSC
90
•Check Box 25 Accommodations and Modifications Test examiner must grid Box 25
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
91
If used, the correct code must be hand-marked on the answer document.
After Testing (Continued) TSC
92
•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
93
•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
94
•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
95
•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
96
School and Grade Identification (SGID) Sheet
SAMPLE
After Testing (Continued)
SAMPLE
GREENGrade 10 only
VIOLETGrade 11 only
BLUE Grade 12 only
REDAdult education only
TSC
97
•Prepare nonscorable materials for return Test Site Packing List and Security Tracking
Forms Unused SGIDs Test Booklets, including large type and Braille Audio CDs All original copies of transcribed essays
•Place PINK shipping labels on boxes with non-scorable materials
After Testing (Continued) TSC
98
Enter school scorable totals
Enter school non-scorable totals
After Testing (Continued) TSC
99
•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
100
Test Examiner Responsibilities
TE
101
Before Testing
•Attend training
•Read and sign CAHSEE Security Affidavit
•Read the Directions for Administration (DFA)
TE
102
Before Testing (Continued) TE
103
•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
104
Before Testing (Continued)
Check out test materials from your test site coordinator.
TE
105
•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
106
•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 Only No. 2 pencils may be used on the
answer document Students should not have books,
papers, cell phones, or any electronic devices on their desks
During Testing (Continued) TE
107
•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
108
•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.
During Testing (Continued) TE
109
If Pre-ID service is used, ensure students hand-mark additional fields required, if applicable.
During Testing (Continued) TE
110
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
112
Document incidents on the Test Administration Incident Form, if applicable.
During Testing (Continued) TE
113
•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
114
After Testing (Continued)
Code Boxes 18 and 25, if applicable.
TE
115
After Testing (Continued)
Code Box 3 (Score Code) for all students
TE
116
Return the test materials following the procedure your test site coordinator has set up.
After Testing (Continued) TE
117
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
118
Demographic Data Corrections
LEAC
119
Go to the secure CAHSEE Online site at https://cahsee.ets.org and select the CONTINUE button.
LEAC
120
Select the date option in which you are making Demographic Corrections.
Enter your Username and Password and then select the LOGIN button.
Demographic Corrections
LEAC
121
Select the administration in which you need
to make demographic corrections to and click the
SUBMIT button.
Demographic Corrections
LEAC
122
There are several options to review your demographic data on this page. Select
RETRIEVE MY DISTRICT’S PROFILE.
Demographic Corrections
LEAC
Demographic Corrections
123
You can view your data in a
summary format. Listed
here are critical fields.
LEAC
124
Demographic Corrections
Below the Critical Fields are Optional Fields. Select
one of the Optional
Fields and you will see that data on your
screen.
LEAC
125
Demographic Corrections
For example, choose Grade and select the
SUBMIT button.
LEAC
126
Demographic Corrections
View the breakdown for
Grade level here.
Select the back button to get to
the Demographic Corrections
page.
LEAC
127
Then, select the SEARCH button. For example, the last name is used here.
Option 1: To edit an
individual student record, use any of the fields listed on
the right to search for that
student record.
Demographic Corrections
LEAC
128
All students with that last name are presented. If you select the last name highlighted in blue on the left, you will be able to access this student’s demographic information.
Demographic Corrections
LEAC
129
You can change any demographic information listed on this page. You are not able to change anything in gray including student name and district name.
Demographic Corrections
LEAC
130
Option 2: Mass Student Demographic UpdateThis requires a file in either text format or excel format. The layout is exactly the same as your Pre-ID file except there is an added field for Census/Make-up, field 601.
Demographic Corrections
LEAC
131
This PDF is found by clicking the Pre-ID services link found on the CAHSEE home page at:
http://www.ets.org/cahsee/
The PDF shows all the fields for a text file as well as what fields can be updated. To create a mass demographic correction file, use your Pre-ID file and add filler fields from positions 501-600.
Demographic Corrections
LEAC
132
Now that you have corrected your demographic data, you can see how it affects your District Reporting. Under the District Reporting section, select the CONTINUE button.
Demographic Corrections
LEAC
133
Select the report you would like to review. We are going to look at the District Demographic Summary for ELA, grade 10.
Demographic Corrections
LEAC
134
You can view your demographics before and after you have made corrections.
DC
135
Final CAHSEE Data Corrections Window
•View reports with corrections immediately
•Make corrections immediately after receiving results – don’t wait
•LEAs are not charged for this service
DCLEAC
136
Resources
137
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]
138
Training Presentation Available
•Presentation materials posted at: http://www.ets.org/cahsee/ Look in the “About CAHSEE” tab
139
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
140
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 1. Matrix of Test Variations,
Accommodations, and Modifications for Administration of California Statewide Assessments
Matrix 2. Matrix of Test Variations for Administration of California Statewide Assessments for English Learners
141
Student Testing General Guidance
•Available at http://www.cde.ca.gov/ta/tg/sa/ CDE division updates and program
notes Test administration dates Guidelines on Academic Preparation
for State Assessments Other guidance for California public
schools
142
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/