Region 4 Education Service Center



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CAMPUS ASSESSMENT PLAN PART A

2014-2015

Campus Name:      

CTC Name:      

CTC Signature: __________________________________

Principal Signature: ____________________________

Review/Approval Date: ___________________________

Submit to the Testing Department no later than October 17, 2014.

Table of Contents

I. Training

II. Security

III. Test Materials

IV. Testing Database and Student Rosters

V. Accommodations

VI. Test Administration

VII. Required Documentation

I. Training

Campus Testing Coordinator (CTC)

All CTCs must be trained in test security and confidentiality as well as general testing procedures for each test administration. Department of Student Assessment and Accountability training is required prior to conducting campus training and receipt of test materials. All trainings for CTCs will be posted on Curriculum Corner.

Requirements of CTCs include the following: (Initial acknowledging the CTC responsibility of the following items)

|CTC’s Initials |Requirements |

|      |Attend all training sessions and provide campus training in a timely manner after attending initial training. |

|      |Read the District and Campus Coordinator Manual and all test administrator manuals. |

|      |Sign CTC Test Security and Confidentiality Oath. |

|      |A signed copy of the CTC and Principal Oath needs to be emailed to jhicks@ by March 2, 2015 |

Test Administrator (TA)

Training for campus TAs will be conducted by the CTC. TA training must be provided prior to each test administration by the designated deadline as per TEA’s calendar of events.

Requirements of CTCs for each TA training conducted include: (Initial acknowledging the CTC responsibility of the following items)

|CTC’s Initials |Requirements |

|      |Ensure all test administrators and other staff needed for testing, attend training. |

|      |Distribution and requirement of the TA to read the appropriate manual for the specific administration. |

|      |Collection of TA oaths. |

|      |Training sign-in sheets are signed, dated, and retained at central office for 5 years.. |

|      |District training modules and/or Power Point presentations created by the Department of Student Assessment and Accountability |

| |are used. CTCs may add campus specific information to the training. |

Test Security and Confidentiality

Each school year the Department of Student Assessment and Accountability provides training to campus principals and CTCs for both STAAR and TELPAS in Test Security and Confidentiality in February. CTC’s are required to provide Test Security and Confidentiality training to ALL administrative, staff members, custodial staff, cafeteria staff, office staff, nurses, and all other personnel who may or may not be serving as actual TAs and hall monitors. After this training, each person will have a signed oath on file. The Department of Student Assessment and Accountability will provide a general oath for non-certified staff.

Requirements for Test Security and Confidentiality Training: (Initial acknowledging the CTC responsibility of the following items)

|CTC’s Initials |Requirements |

|      |All staff members must attend Test Security and Confidentiality Training. |

|      |Test Security and Confidentiality Oaths are collected for each certified person and the Test Security and Confidentiality Oath for |

| |Non-Certified School Personnel for non-certified personnel. |

|      |Training sign-in sheet must be provided and submitted to the Department of Student Assessment and Accountability. |

|      |Department of Student Assessment and Accountability Test Security and Confidentiality module/Power Point used as the basis of campus |

| |training. |

|      |All staff members must complete the three TEA modules (certificate must be submitted to CTC) |

Department of Student Assessment and Accountability Training Dates for 2015 Test Security & Confidentiality: February 2, 2015

Date of campus 2015 Test Security and Confidentiality Training:      

Training Dates

CTC training dates are posted on the Department of Student Assessment and Accountability website. Review the dates of relevant training and then plan your campus training dates in the chart below:

|Test |Campus |Department of Student Assessment |Campus Training |

| | |and Accountability Training |Dates |

|October TAKS |HS Only |October 3rd |      |

|STAAR ALT 2 Test Security and Confidentiality |Select Campuses | |      |

|Accommodations Training |All Campuses |October 28th or November 6th | |

|December EOC |HS Only |November 6th |      |

|March TAKS |HS Only |February 12th |      |

|April English EOC |HS Only |March 10th |      |

|Early April STAAR |ES and MS Only |March 2nd |      |

|Late April STAAR |ES and MS Only |April 7th |      |

|May EOC |MS and HS Only |April 20th |      |

|May SSI Retest |MS and ES Only | |      |

|Summer Testing |Select Campuses |June 1st |      |

Make-Up Training

What is the campus policy for make-up training?

|       |

|CTC’s Initials |Requirements |

|      |Review or formulate a campus make-up policy with the campus principal. |

|      |Provide a copy of the campus policy regarding make-up training to all staff members. (Tip: put the statement at the bottom of your |

| |campus training schedule) |

Specialized Training

Certain test administrations involve specialized administration that will require additional training. Some specialized training options with staff include one-on-one, small group after general training, and/or scheduled on a different day. TAs that receive specialized training are required to initial and date the additional training column on the training sign-in sheet for that specific test administration.

Those specialized situations include:

• oral administration

• online assessments

• linguistic accommodations

• basic or complex transcribing

• other specialized accommodations

|CTC’s Initials |Requirements |

|      |Provide specialized testing training for designated TAs. |

|      |Ensure designated TAs assigned to specialized administrations thoroughly read and understand the appropriate appendix section. |

|      |Ensure designated TAs thoroughly comprehend specific assigned testing task and are fully knowledgeable of how to provide specific |

| |accommodation(s). |

II. Security

Oaths

All district and campus personnel who handle secure test materials are required to sign a test security and confidentiality oath valid for one year. Any person who has more than one testing role must sign a security oath for each role.

The oaths for the CTC and campus principal will be maintained in the Department of Student Assessment and Accountability and returned at the end of the school year for signature completion.

CTC

Oath of Test Security and Confidentiality for CTC

Campus Principal

Oath of Test Security and Confidentiality for Campus Principal

The oaths for TAs and other staff members will be maintained on campus until the last administration of the school year.

TA

Oath of Test Security and Confidentiality for TA

Other Staff

Oath of Test Security and Confidentiality for Technology Staff

Oath of Test Security and Confidentiality for Non-Certified School Personnel

Secure Campus Storage

Once the plastic wrap has been opened on test booklets, no one can be in the secure storage room alone.

What is the specific room # and location of where test materials are stored and locked?

|      |

| |

What are your procedures to ensure secure materials are always locked with limited access?

     

Limited Access

Only the designated CTC and campus principal are allowed keys to the secure test materials. Once the plastic wrap has been opened on the test booklets, no one can be in the secure storage room alone.

There are times when test materials are delivered to the campus.

Who will be responsible for receiving materials that are delivered and signing for them? (names must be submitted on the secure signer form that was due September 2, 2014)

     

|CTC’s Initials |Requirements |

|      |Train all front office and custodial staff on immediate communication, protocol, and expectations in locking up test materials when |

| |delivery arrives. |

III. Test Materials

Manuals

CTCs and TAs have a responsibility of reading the appropriate TA manuals prior to testing. TAs should have manuals prior to campus training to provide TAs an opportunity read them. If manuals are not available prior to campus training, direct the TAs to refer to web-based PDF version until hard copies become available. All manuals should be collected after each administration for redistribution for the next round of testing.

Handling Manuals

How will you ensure staff members have the correct manuals and appropriate section read for the day of testing?

     

The Department of Student Assessment and Accountability will send a STAAR and TAKS test administrator manual order form via email and will need to be completed and submitted electronically. Only designated test administrators are required to have a manual. All other testing personnel will have access to the web-based manuals.

Secure Materials

Campuses will be notified when the initial shipment of testing materials will be delivered from the warehouse to your campus. Only persons who are listed as authorized personnel may sign for the testing material. If a situation arises where none of the authorized signers are available to sign for the material, the warehouse will return the material to the Department of Student Assessment and Accountability and the campus will be responsible for coming to the Administration building to pick up their testing material. Only the authorized signers may come to the administration building to sign for any testing material. If a situation arises when someone who is not listed needs to sign for the material, the campus principal must send an email to the Department of Student Assessment and Accountability identifying them by name and position who the person is that they are authorizing.

Returning Test Material

The warehouse will pick up the non-scorable test material after most administrations. The scorable material will be brought to the Department of Student Assessment and Accountability by the campus CTC. The campus CTC must be present at all scorable material check –ins. Appointments will be made for material return times. It is mandatory that you show up at your scheduled appointment.

Inventory

The following are a list of responsibilities for the CTC upon receipt of secure testing materials:

|CTC’s Initials |Requirements |

|      |Inventory all received test materials within 24 hours of receipt. |

|      |Notify the Department of Student Assessment and Accountability immediately of any discrepancies between the enclosed packing list |

| |and the actual materials received. |

|      |Verify original order via email to jhicks@ |

Additional Orders

The CTC will use TAMS to review original material counts. The CTC will submit by deadline additional order form per administration, as needed. This does NOT replace the requirement of conducting a physical inventory once materials are received. All additional orders will need to be picked up in the Department of Student Assessment and Accountability.

Special Note on Additional Material: Only order what you need based on the students that will be testing during the particular administration.

|CTC’s Initials |Requirements |

|      |Send additional order form by the deadline to ensure receipt of ordered materials prior to test date. |

|      |All specialty books (large print or Braille) are ordered by designated deadline. |

Other Testing Materials

State testing requires the use of other materials that campuses must have in inventory or obtained before testing. The list below is a guide to assist in identifying and securing materials.

|Item |Quantity Needed |Quantity in Inventory |Additional |

| | | |Needed |

|#2 Pencils |      |      |      |

|Highlighters |      |      |      |

|Index Cards |      |      |      |

|Post-Its |      |      |      |

|Graphing Calculators |      |      |      |

|TAKS Math, Algebra I EOC, 8th STAAR Math | | | |

|Scientific Calculators |      |      |      |

|TAKS Science and Biology EOC | | | |

|Calculators |      |      |      |

|GR 3-7 only if accommodation requirements are met and documented in IEP | | | |

|Batteries |      |      |      |

|ESL/Bilingual Dictionaries |      |      |      |

|TAKS ELA and English I/II EOC | | | |

|Linguistic Accommodations determined by LPAC | | | |

|Dictionaries |      |      |      |

|GR 6-8 Reading, GR 7 Writing, TAKS ELA and English I/II EOC | | | |

|Linguistic Accommodations determined by LPAC | | | |

|Bins/Storage Boxes |      |      |      |

|to sort and distribute materials | | | |

|Envelopes for Supplemental Aids |      |      |      |

|Packing Tape/Book Tape | | | |

|Graph Paper | | | |

|Cell phone collection items (envelopes, Ziploc, etc) | | | |

|Folders for forms | | | |

|Testing Signs (Do not disturb, assistance needed, etc) | | | |

Material Control Form (MCF)

The CTC is ultimately responsible for ensuring that all test materials are accounted and documented for on the MCF and maintaining a clear chain of custody for secure materials.

|CTC’s Initials |Requirements |

|      |Recording complete range of security numbers for the test booklets assigned to each TA on the MCF. |

|      |Test booklets are checked in and out each day of testing. |

|      |TAs must count and initial the “Out” box on the MCF. |

|      |When materials are returned to the CTC or designee, the CTC must count and initial the “In” box on the MCF. |

|      |The MCF is required to be maintained documentation for 5 years. |

If a campus is going to assign designated persons to assist with the checking in and out of materials, list the persons below and what tests/grades/subjects they are assigned.

|Name |Grade or Subject Assignment |

|      |      |

|      |      |

|      |      |

|      |      |

|      |      |

|      |      |

|      |      |

Precoded Materials and Responsibilities

The state provides precoded labels, precoded answer documents, and/or online loads (for online testing) based on submitted PEIMS data that was entered into Skyward. If there is an error in Skyward or a change has been made in Skyward after the file was submitted for testing, it is the campus responsibility to correct this information for testing immediately.

|CTC’s Initials |Requirements |

|      |A new answer documents must be hand-gridded if there are changes or errors to a student’s name, date of birth (DOB), PEIMS number,|

| |or gender. |

|      |Staff is responsible for verifying PEIMS and student demographic information through student permanent folders. |

|      |Ensure identifying a change needed on an answer document (i.e. program status, student’s DOB, etc.) is also immediately corrected|

| |in PEIMS. |

Upon receipt of precoded materials, list below who is responsible for verifying information on your campus precode list:

|Name |Grade or Subject Assignment |

|      |      |

|      |      |

|      |      |

|      |      |

|      |      |

If an error is found, list below who is responsible to ensure the error is corrected and verified in Skyward:

|Name |Grade or Subject Assignment |

|      |      |

|      |      |

|      |      |

|      |      |

|      |      |

If an error is found, list below who is responsible for overriding precode errors and/or handgridding a new answer document: CTC must verify every hand grid.

|Name |Grade or Subject Assignment |

|      |      |

|      |      |

|      |      |

|      |      |

|      |      |

The student program and demographic information that is submitted on the answer document is used to determine your campus accountability rating. After answer documents have been submitted for scoring, districts will NOT be able to make corrections.

IV. Student Information System and Student Rosters

Collecting Student Information:

The district provides access to Skyward, On Data Suite, and TAMS. Skyward is the Student Information System that will provide class lists and all of the demographics required for hand gridding and verifying. On Data Suite will provide assessment history

CTCs are responsible for maintaining a testing database on their campus as follows:

|CTC’s Initials |Responsibilities |

|      |Students new to the campus after the first day of school. CTCs will receive an automatic notification when a new student |

| |enrolls. (needs to be set up through Skyward) |

|      |Special education: Campus personnel knowledgeable about the student’s testing assignment and accommodations are required to |

| |provide this information to the CTC. |

|      |Students identified as LEP, 504, and/or dyslexia: Campus personnel knowledgeable about the student’s testing assignment and |

| |accommodations are required to provide this information to the CTC. |

|      |Collaborate with appropriate identified staff member to resolve errors in SuccessEd. |

Student Rosters

CTC will create rosters which includes the name of the student as well as the test and accommodations the student is assigned. The rosters must be signed and dated by the person responsible for reviewing the information for accuracy. Student rosters will be created using information from Skyward.

Please list the persons who will be creating or reviewing rosters and what population they are reviewing and/or creating.

|Name |Specific Population |

|      |      |

|      |      |

|      |      |

|      |      |

|      |      |

|      |      |

V. Accommodations

Accommodations

Accommodations are provided on an individual basis and take into consideration the needs of each student. Accommodations are available for general education students with special needs, students who are classified as LEP, 504/dyslexia students, and students who receive special education services. All criteria designated by TEA and district procedure must be adhered to at all times. As per district procedure, all accommodation decisions must completed 3-weeks prior to any assessment, all changes after this need to be addressed with CTC via face-to-face conversation and a hard copy of the change.

Campus Coordination

Campus personnel must have a coordination plan in place in regard to special population students in order to ensure the correct testing accommodations/tests are provided.

List of names of the program coordinators and the program below:

|Name |Program Responsibility |

|      |Special Education |

|      |Bilingual/ESL/LPAC |

|      |Dyslexia/504 |

|      |RtI |

|      |Other:       |

Accommodation Request Forms (ARFs)

The state requires the submission of an Accommodation Request Form for Type 2 accommodations. The information for the Accommodation Request Form will be provided by the student’s classroom teacher. The CTC is responsible to enter the information online.

Supplemental Aids

Some special education students have an accommodation for supplemental aids. Supplemental aids must meet the TEA criteria and guidelines. If the supplemental aid is posted on the Curriculum Corner website and is in the student’s IEP, then the aid is approved for student use on testing.

|CTC’s Initials |Requirements |

|      |Supplemental aids must be used in the classroom as appropriate and be documented in the student’s IEP. |

Accommodations Envelopes

To assist the CTC in managing student materials, such as calculators (GR 3-6), supplemental aids, and other approved tactile objects for students to use on a state assessment the CTC will make copies of the Accommodations Envelope form available on the Testing Department website. The form will be attached to a container (envelope, box, etc.) depending on what will be collected. The monitoring teacher or instructional teacher, will complete the Accommodations Envelope form, sign off on the form, and submit it with the materials to the CTC, so that the materials may be placed with testing materials.

|CTC’s Initials |Requirements |

|      |Accommodations envelope form is required for each student that has additional materials, as per their IEP, IAP, etc. |

|      |Accommodations envelope form will be completed by the monitoring or instructional teacher and submitted to the CTC 3-weeks prior to |

| |testing. |

|      |Accommodations envelope forms and materials will be provided to the student on testing day, as per the student’s IEP, IAP, etc. |

|      |Accommodations envelope forms and materials will be provided to the Testing Department for summer retesting as needed by the CTC. |

VI. Test Administration

General Logistics

Campus operational procedures must be completed for every test administration and can include but not limited to:

• test administrator and student room assignments

• restroom and hall monitor assignments

• bells/announcement schedules

• student check-in protocol

• special room arrangements

• lunch dismissal or delivery

The campus operational procedure must be provided to all staff members including the main office.

How will your campus notify students of their room assignment?

     

How will students in special testing arrangements be notified of where they will test?

     

What are your procedures for relieving teachers for lunch and restroom breaks?

     

How will your campus notify parents of test dates?

     

What are your procedures for contacting absent students?

     

Non-Testing Students

Arrangements for instruction, location, reporting time, and supervision of non-testing students must be made before testing. What are your campus procedures for students who will not be testing?

     

Campus Testing Monitors

A monitoring log is utilized by campus testing monitors to use during testing to ensure active monitoring is practiced and observed at all testing sites. The log can be found on Curriculum Corner

Who will assign the classrooms for monitors to visit?

     

Who will collect the monitor logs at the end of the test day?

     

Communication

Computers (unless used for timers or online testing) and all electronic devices including cell phones must be turned off in all testing rooms. All other electronic devices including cell phones must be turned off in all testing rooms.

What is your campus plan for communicating with test administrators during testing?

     

In case of an emergency or a situation in a testing room or site, how will the test administrator communicate with the CTC and/or principal?

     

Cell Phone Policy

Students, test administrators, monitors, and other staff directly involved in testing are NOT allowed to use cell phones and any other electronic devices during testing. Students need to be informed of the cell phone policy PRIOR to testing day. GPISD requires all students to sign a cell phone contract/oath prior to the start of the test.

How will staff and students be informed of the cell phone policy during testing?

     

What is the campus cell phone collection and distribution process?

     

What are the specific campus actions if a student is caught with a cell phone during testing?

     

What are the specific campus actions if a test administrator is caught using a cell phone in the testing environment?

     

Note: In order to protect student’s privacy, administrators may only check cell phone content (i.e. text messages, pictures, and internet) from the day of testing. If a student refuses to hand over the cell phone, it is an automatic invalidation of their assessment.

Medical Needs and/or Illness

The school nurse will need to identify and inform the CTC specific students in need of medicine administration during testing.

What is the campus plan for administering scheduled authorized medication to students during testing?

     

The campus nurse is the only person on campus authorized to determine if a student needs to go home due to an illness. If a student cannot continue testing due to an illness, the school nurse must provide documentation and the answer documented is score coded “O” for other.

Late Arrivals

Arrangements must be made for students who arrive late to test. In some cases depending on arrival time, students may need to be scheduled for another session.

If late arrival students arrive BEFORE the designated cut-off time, where will they report to?      

If late arrival students arrive AFTER the designated cut-off time where will they report to?      

Disruptive Students

How are test administrators instructed to handle disruptive students?

     

How are test administrators instructed to handle students caught cheating on an assessment?

     

Newly Enrolled Students

All newly enrolled students are to be assigned to the appropriate assessment on testing day including new students enrolled on the day of testing.

Who will be in charge of locating correct testing information for newly enrolled students?      

Meals

What is your campus plan for breakfast?

     

What is your campus plan for lunch for students?

     

What is your campus plan for lunch for all staff to ensure a 30-minute duty free lunch?

     

|CTC’s Initials |Requirements |

|      |Students still testing must not leave campus for lunch or eat with others who have completed testing or are not testing, including |

| |parents and guardians. |

|      |Lunch and any snack breaks must be supervised by trained staff that have a signed oath. |

|      |Cafeteria staff must be notified of any special needs students or arrangements to be made during testing. |

Bells and/or Announcements

Will your campus be making announcements prior to the start of testing? Yes No

If yes, what time will announcements be made?

     

If announcements will be made, staff needs to be informed of the time of these announcements.

Emergency Evacuation Plan

Is testing included in your emergency evacuation plan? Yes No

If you have an emergency evacuation during testing, execute your campus protocol and then call the Testing Department to report the issue.

Material Return

|CTC’s Initials |Requirements |

|      |All test materials must be returned and checked in by the CTC and/or designee(s) at the end of each testing day. |

|      |The CTC is responsible of returning all test materials (secure and non-secure) by the designated deadline by the Testing Department |

| |for each administration. |

What are your procedures for test administrators to return materials after testing?

     

List below additional staff assisting in the accounting and verification process of test booklets and answer documents before and after testing:

|Name |Specific Assigned Task |

|      |      |

|      |      |

|      |      |

|      |      |

|      |      |

Results

How will test results be distributed to students on campus?

     

How will you inform all staff members that individual student results are confidential and any scholastic distinctions (i.e. prizes, awards, classroom celebrations) must not be recognized in school or class in front of other students?

     

VII. Documentation

Required Documentation

Districts are required to maintain documentation for 5 years following a test administration.

|CTC’s Initials |Requirements |

|      |CTCs are required to turn in all of their required documentation after each test administration. |

Documents required for retention are:

Pearson packing sheet

Inventory/Material Listing with Shipment and copy of any Additional

Training Materials (copy of Power Point or other campus specific information)

Training Sign-In Sheets

Test Administrator Oaths

Material Control Forms

Seating Charts

Signed State Assessment Absence and Verification Reports

List of absent students per test administration

Monitoring Logs

“O” Score Code Forms

Special Population Information (Special Education, ELL Rosters, LEP)

Incident Reports/Documentation

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