Test Administration Training ACT for State Testing Spring

Test Administration Training ACT for State Testing Spring 2013

Agenda 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. CDE Information Testing Dates and Times What’s New Facilities Testing Staff Pre-test Activities Test Administration Accommodations Overview Post-test Activities Success for You and Your Students Resources

Colorado Specific Information

Results of 2012 – Colorado During the spring 2012 administration of the ACT for Colorado: v 52, 619 students successfully completed testing and received College-Reportable ACT Scores. v 433 students successfully completed testing and received State-Allowed ACT Scores.

Results of 2012 – Colorado During the spring 2012 administration of the ACT for Colorado some students did not receive ACT scores as a result of: Prohibited Behavior Misadministrations 85 67 Our goal is to eliminate incidents which cause students not to receive scores.

Colorado Use of Scores • District and school performance framework reports (DPF and SPF) include participation and performance on the Colorado ACT • Information about the performance framework reports may be found at: http: //www. schoolview. org/

Answer Document Supplement • Colorado Answer Document Supplement • Block K: H. S. Code (If necessary) • Block S: Local ID Number (Optional) • Block V: School Use Only State Specific Questions (Required) • Must be completed for each student • To be completed only by Testing Staff • Questions 1 -6, 8 -9, 11 before the test • Questions 7 and 10 after the test • Use correct codes for responses

AUTHORIZED DATES AND TIMES FOR TESTING

Authorized Dates and Times for Testing • Standard Time Administration • • • Test only on designated Initial and Makeup test dates Must start verbal instructions no later than 9: 00 a. m. No afternoon or evening testing Testing must be the first activity of the morning Excuse students from early bird classes, athletic practices, and other organized activities prior to testing • Accommodations Administration • Testing must occur on days within the designated two-week testing window • Testing does not need to start by 9: 00 a. m. , does not need to be the first activity of the morning

WHAT’S NEW

What’s New • ID requirement • Recent published photo, and transcript with photo no longer accepted • Phase out of cassettes • Cassettes no longer available starting spring 2014 • Must confirm observers through ACT

What’s New • E-mail address collected on answer document

What’s New Contact Us: www. act. org/aap/state/contact. html

FACILITIES REQUIREMENTS

Room Selection • Test Supervisor and Test Accommodations Coordinator reserve and set up testing rooms • Environment • Adequate lighting and ventilation, comfortable temperature • Uncrowded seating • 15 -30 students testing with standard time per room • Up to 10 students testing with accommodations with the same Timing Code per room

Room Selection: Freedom from Distractions • Minimize distractions • Separate testing from regular school activities • Initial and Makeup Test Dates (Standard Time) • Uninterrupted testing for entire morning • Turn off bells and intercom/public address system • Accommodated Testing • Bells and intercom/public address system may be on for accommodations testing

Room Preparation • Writing surfaces • No lapboards • Bulletin boards • Cover or remove materials related to testing • Timepieces • Two reliable timepieces in each room • Seat students facing wall clock • Phone • Unplug or turn off classroom phones • Available for outbound call

Seating • Students must face the same direction (not facing one another) • Three feet between students • Five feet for multiple level seating • Students seated in straight rows and columns • Adequate aisle spacing Ø If students are not facing the same direction, scores may be voided.

Off-site Testing • May request off-site testing if unable to meet testing requirements at school • Possible off-site locations: • Community College, church, other private or public facility • Available for Initial, Makeup, and/or testing with accommodations • Each off-site location must be approved by ACT • See checklist for off-site request receipt deadline

TESTING STAFF

Authorized Observers • Only authorized personnel may enter the testing area • Trained testing staff (includes locally trained staff) • ACT and State observers • Must have ACT authorization letter or identification • Must call ACT to verify the individual is authorized to observe • Do not allow individual into testing area without ACT verification • Anyone else considered unauthorized • Examples of unauthorized persons: members of the media, or test preparation companies, school board representatives, district officials, parents

Relatives Testing Relatives and wards include children, stepchildren, grandchildren, nieces, nephews, siblings, in-laws, spouses, and persons under your guardianship. • Test (and Back-up) Supervisors may not be related to any student testing with standard time materials at any school in your state on your designated initial and makeup test dates • Test Accommodations Coordinators may not be related to any student testing with accommodations at any school in your state during your designated accommodations testing window • Room Supervisors and Proctors may not assist in a room where any relative is being tested, and may not have access to the relative’s answer document or test materials Ø To protect you and your relative from an allegation of a conflict of interest, you may not have access to your relative’s answer document or test materials at any time.

Test Preparation • Testing staff (in any capacity) may not be involved in ACT or Work. Keys test preparation activities during the current year for commercial gain outside of normal teaching responsibilities • Allowed to serve as testing staff only if: • Test preparation is part of regular job responsibilities • Employer is not a commercial enterprise

Coaches Anyone who coaches high school or college athletics (head coaches, as well as assistant coaches, all sports - even if the sport is not in season at the time of testing) • May not serve as the Test Accommodations Coordinator if any student-athlete tests with accommodations • May not serve as a Room Supervisor in any one-on-one situation where a student-athlete is testing (with standard time, or with accommodations)

Testing Staff Requirements: TS, BU • Test Supervisor (TS) • Responsible for all assessment activities • Ensures security of test materials • Back-up Test Supervisor (BU) • Assists TS with all assessment activities • Helps ensure security of test materials • Responsible to serve as TS on test day, if TS is unable to serve

Testing Staff Requirements: TAC • Test Accommodations Coordinator (TAC) • Submits an application for each student requiring ACT -Approved Accommodations • Places State-Allowed Accommodations orders, if offered and applicable • Coordinates accommodations testing for the school • Responsible for security of test materials

Testing Staff Requirements • TS, BU, and TAC • May serve at only one school • Contact ACT if replacement is necessary • Responsible for selecting and training Room Supervisors, Proctors, and other testing staff

Testing Staff Roles • One Room Supervisor per room • Same person entire session • Proctors assist the Room Supervisor • Roving Proctor • Recommended if more than four rooms • Or rooms on multiple levels

Sign Language Interpreter • Students with hearing impairment testing with standard time • May sign spoken instructions only • May sign to small groups • Approved Application for ACT-Approved Test Accommodations required to sign test questions • Must test students individually in a separate room • See Supervisor’s Manual State Special Testing for agreement and interpreter qualifications for this accommodation

Ratio of Proctors for Testing Rooms • Minimum number of proctors needed in addition to RS • Standard time rooms • A proctor is required for every 25 students, after first 25 • 26 -50 students, one proctor required • Accommodated testing rooms • A proctor is required for every 10 students, after first 10 • 11 -20 students, one proctor required

Local Training • Discuss with testing staff before test day: • Policies and requirements • Pre-test duties • Test day assignments • Authorized personnel • Attentiveness during testing • Post-test procedures • Resources: • Online room supervisor and proctor training webcast • http: //www. act. org/aap/statetesting. html • Training Session Outline and Topics for Discussion

PRE-TEST ACTIVITIES

Non-secure Materials • Review Checklist of Dates for delivery • Shipment sent to Test Supervisor includes: • • • Supervisor’s Manuals Taking the ACT for State Testing Blank answer documents Answer Document Supplement Barcode labels, if applicable • Quantity based on enrollment, plus small overage • Check-in ASAP and contact ACT for additional quantities

Answer Document Supplement • Provides testing staff with program specific instructions for collection of information on the answer document • Use in conjunction with the Supervisor’s Manual • Be familiar with instructions prior to pre-test session

Barcode Labels and State Assigned Student ID Number • Students must grid identifying information and address, even if barcode label is present • Affix label only in designated area on the back page of the answer document • Be sure label matches student information • Barcode label captures Student ID number • If no barcode label, staff complete Block U

Complete Non-test Portion of Answer Document • Hold school supervised pre-test session/s before test day, not on the same day as testing • Students (not staff) complete non-test portion of the answer document at pre-test session • Verbal instructions in Supervisor’s Manual • Student directions in Taking the ACT for State Testing • Prepare rosters • TS prepares Standard Time • TAC prepares State-Allowed Ø Remember to provide the answer documents for students who are scheduled to test with accommodations to the TAC.

Secure Material Shipments • Review the Checklist of Dates for delivery dates • Standard Time Material delivery to TS • ACT-Approved Accommodations to TAC • Preliminary Roster—TAC must review • State-Allowed Accommodations to TAC • Check-in materials within 24 hours of receipt • Check DVDs with computer software prior to testing • Keep secure at all times, lock in secure storage • Access prior to test day limited to TS, BU, TAC

Security of Materials • “Two Lock Rule” • Locked limited access room • Locked vault or non-portable cabinet • Limited number of staff with key • IMMEDIATELY report shortages or evidence of tampering • Do not begin testing without first receiving instructions from ACT • Phone: 800/553 -6244 • extension 2800 Standard Time • extension 1788 Accommodations

Test Day Planning: Training • Read and be familiar with the Supervisor’s Manual, calculator policy, Summary of Requirements, and the Avoiding Testing Pitfalls • RS practice reading verbal instructions • Be attentive during testing • Walk around room • Discourage Prohibited Behavior, answer questions • Read only Supervisor’s Manual • Only engage in test related activities: • NO grading papers, reading books, talking casually, using computer, eating or drinking in the test room

Local Decisions • In standard time room using standard time materials • Standard time limits and break, no extra breaks • Regular type test booklet, no special format • Student tests on Initial or Makeup Test Date only • Preferential seating (front of the room) • Wheelchair access • Small group or individual testing • Marking Responses in the Test Booklet ØFill out an Irregularity Report to document any locally approved accommodations.

Provide Information to Students • Students should bring: • #2 pencils • Permitted calculator • Required identification • Students should NOT bring: • Cell phone, other electronic devices • When and where to report • Other school specific information • Testing in a wing of the school • Off-site testing transportation, if applicable

Calculators • Calculator use covered in Taking the ACT State Testing • Calculators allowed for Mathematics test only • Prohibited features - see website: http: //www. actstudent. org/faq/answers/calculator. html • Check calculator when admitting students into the room, and periodically during Mathematics test • Permitted calculator ultimately the student’s responsibility • If school provides calculators: • Check prior to test day, be sure they work • Distribute as students are admitted to the test room • Do not distribute between Tests 1 & 2 Ø Passing out calculators between test one and test two is considered to be an unauthorized break in testing, which may result in cancellation of scores.

TEST ADMINISTRATION

Briefing Session • Designate RS and Proctor arrival time • At least 30 minutes prior to student check-in • Review procedures • Answer questions • Make last minute changes • Remind staff about authorized personnel • Distribute test materials to Room Supervisors Ø Share the Avoiding Testing Pitfalls document with Room Supervisors and Proctors.

Standard Time: Test Booklet Count Form • TS hand-delivery of test materials to RS • Document with Test Booklet Count Form • Establishes chain of custody Ø Ensure the Test Booklet Count Form contains both the Test Supervisor and Room Supervisor signature and initials before returning the form to ACT.

ACT Administration Report required for ACT-Approved Accommodations only

Identifying and Admitting Students • Check IDs at the door and mark rosters • Direct students to seats • Alphabetical • Left / right and front / back • No late arrivals • No cell phones or other electronic devices • Permitted calculator Ø Be sure test booklets are secure when admitting and seating students.

Test Sequence and Timing • Test 1—English (first) 45 minutes • (no break) • Test 2—Mathematics (second) 60 minutes • (15 minute break) • Test 3—Reading (third) 35 minutes • (no break) • Test 4—Science (fourth) 35 minutes

Exact Timing • Use more than one timepiece • Time each room individually • No “central” timing • Record times during testing for each test: • Use blank space in Verbal Instructions portion of Supervisor’s Manual at start of each test to record: • Start • 5 minutes remaining • Stop • Transfer times to required document during testing: • Testing Time Verification Form (Standard Time) • ACT Administration Report (ACT-Approved Accommodations)

Standard Time: Test Timing Chart 8: 07 8: 52

Accommodated Testing: Extended Time and Multiple Days • Each test must be completed in a single session • Student may not go back and finish a test later • All students testing in a room must receive same timing and must begin each test at the same time • Students working on different tests may not be together in same room, even if they have the same timing code

Distribution of Standard Time Test Booklets End 350223 350224 350228 X 350225 X 350222 350226 350227 Start • After students are seated • Only when prompted by verbal instructions • Individually, one-by-one • In sequential, serial number order • Only to students who are present

Distribution of Accommodations Test Materials • ACT-Approved Accommodations • Each student has an assigned individualized kit • Make sure the student receives assigned materials • Do not use the materials for anyone other than the assigned student • State-Allowed Accommodations • Distribute individually, one-by-one, only to students who are present

Declining Accommodations • Student decides not to test with accommodations • Must test with standard time materials and timing • May no longer test with the accommodations materials • Indicate on roster “student testing with standard time” ØIf the student tests in a standard time room with accommodations materials after deciding not to receive accommodations, this will result in no scores, or cancelled scores.

Standard Time Testing Break • 15 minute break between Test 2 and Test 3 • If students do not return on time • Resume testing • Student may be admitted, may not make up lost time • • • No use of cell phone or electronic devices Snack and drink outside of room, NOT lunch Remind students to be quiet Room attended at all times by testing staff 5 minute break before ACT Writing Test, if applicable Ø If the break is too long or too short, or if a student returns late from break, note this on an Irregularity Report.

Breaks for Accommodated Testing • Vary depending on Timing Code • Refer to ACT-Approved Accommodations Roster, and Supervisor’s Manual • Timing Code 6 (time-and-a-half, self-paced, single session) • Short break after each test • Continue timing during breaks • Timing Code 8 (standard time for multiple choice, double time for writing, single session) • 15 minute break after test 2, and 5 minute break before writing • Multiple day testing • If administering more than one test in the same session, you may provide short breaks between tests • Students given stop-the-clock (Timing Code 5), or additional breaks must test individually in separate room

Seating Diagram 678945 654321

Irregularities and Prohibited Behaviors • Irregularity Report (IR) • Used to document interruptions and distractions affecting testing • Call ACT and document major interruptions on an IR • Document less disruptive situations on IR, do not need to call: • Accidentally marking in a future section of answer document, suspicious and prohibited behavior • Dismiss from testing when prohibited behavior occurs: • Creating a disturbance, giving and/or receiving help, working on previous section, or beyond allotted time • Cell phone, prohibited calculator, other electronic device usage • See Supervisor’s Manual for complete list • Do not schedule student to test on future days of testing • Makeup or accommodations window

Accommodations: Required Documentation • Administration Report Ø Irregularity Report (if any) • Seating Diagrams Ø State-Allowed Roster • ACT-Approved Roster • Reader’s Agreement/ Interpreter’s Agreement/ Writing Test Agreement (if any) • Testing Staff List ØAll forms are required for ACT-Approved Accommodations (except for State. Allowed Roster); the Irregularity Report and State-Allowed Roster are required for State-Allowed Accommodations

Completing Test Day Documentation: Room Supervisors • Room Supervisor’s responsibilities prior to dismissing students • Account for all test materials • Must have test booklet and answer document for each student who tested • Verify on answer document: • Booklet number and form number are present • Barcode label matches student name and signature, if applicable • Refer to Answer Document Supplement for any program specific instructions to complete answer document

Completing Test Day Documentation: TS and TAC • TS and TAC responsibilities • Account for all materials returned by each RS • Test Booklets • Answer documents • Documentation/Administrative Forms • Supervisor’s Manuals • Check forms for completeness and accuracy • Make copies of completed test documentation for your school files

Order Standard Time Makeup Materials • TS must order makeup test booklets • Must be completed on the Initial Test Date • E-mail with instructions for online ordering will be sent • Go online - enter quantity needed, or zero • Order materials for students who were: • Absent • Unable to finish testing due to illness • Do not order materials for students who were dismissed for prohibited behavior • See Checklist of Dates for delivery date of makeup materials

ACCOMMODATIONS OVERVIEW

Test Administration Training vs. Accommodations Training Webcast • Test Administration Training Webcast • Providing accommodations when administering the ACT • Accommodations Training Webcast • Applying for ACT-Approved Accommodations • Role of the TAC, ordering State-Allowed materials Accommodations Training Webcast (Approximately 45 minute run time)

ACT-Approved vs. State-Allowed • ACT-Approved Accommodations • Result in college reportable scores • TAC may apply for ACT-Approved Accommodations for students with a documented disability • ACT authorizes timing guidelines, and testing materials based on diagnosis and documentation • State-Allowed Accommodations (if applicable) • NOT college reportable, used for accountability • TAC may order materials for students • School staff determine timing and accommodations

Oral Presentation • Reader • Always uses Reader’s Script • Also serves as room supervisor • One-on-one testing, only reads to one student • Exception for Readers only - may drink water during testing session • DVDs with earphones • Group testing is acceptable • Students must be working on the same test section • Verbal Instructions are not on DVD, must be read

Large Print Materials • Large print materials • Student records response in the test booklet, or on large print worksheet • Testing staff transfers responses to answer document in presence of student

POST-TEST ACTIVITIES

Return of Materials • Refer to your Checklist of Dates for pick up dates • One after Initial Test Date, one after Makeup Test Date and Accommodations Testing Window • Pre-scheduled Fed. Ex pick up • Call ACT immediately if Fed. Ex does not pick up test materials by close of business on the designated pick up date • Keep materials secure until pick up

Return of Materials–Standard Time • Green Ink Envelope: • Supervisor’s Report Form (first for initial test date) • Answer documents to be scored • Red Ink Envelope: • Test Administration Forms—Standard Time • Polymailer: • Green Ink Envelope(s), Red Ink Envelope, any unused polymailers • If you did not test any students • Mark the outside of RED and GREEN ink envelopes “did not test” • Place both envelopes in a polymailer and return to ACT

Return of Materials–Standard Time PACK IN CARTON(S): • All unused and used test booklets—DO NOT keep any • Different test booklets will be shipped for makeup testing! • Test Materials Distribution List • Used Supervisor’s Manuals KEEP for Makeup Testing: • Partially completed answer documents of students scheduled for makeup testing • Unused answer documents • Unused Supervisor’s Manuals

Return of Materials–Standard Time • After Makeup Testing, follow same procedure for return of materials to ACT: • Supervisor’s Report Form (makeup) and answer documents to be scored in green ink envelope(s) • Administrative forms in red ink envelope • Both green and red envelopes in polymailer • If you do not test, mark green and red envelopes and return • Pack all other materials in cartons following instructions in the Supervisor’s Manual • Return all materials after makeup testing

Return of Materials– ACT-Approved Accommodations • Blue ink envelope: • Supervisor’s Report Form (for Accommodations) • All answer documents to be scored • Be sure to tear the required forms out of the Supervisor’s Manual, make copies for your records, and include them in the blue ink envelope. • Check off the list on the outside of the blue ink envelope to be sure all documentation is included

Return of Materials– ACT-Approved Accommodations PACK IN CARTON(S): • Blue ink envelopes • Test Materials Distribution List • All used and unused test forms • Used then unused test booklets • Blank answer documents • Used and unused Supervisor’s Manuals • Empty ziplock bags ØThere is no polymailer for the blue ink envelope

Return of Materials– State-Allowed Accommodations • Brown ink envelope: • Supervisor’s Report Form (for Accommodations) • All answer documents to be scored • Be sure to tear the required forms out of the Supervisor’s Manual, make copies for your records, and include them in the brown ink envelope. • Check off the list on the outside of the brown ink envelope to be sure all documentation is included • Be sure to include the State-Allowed Testing Roster

Return of Materials– State-Allowed Accommodations PACK IN CARTON(S): • Brown ink envelopes • Test Materials Distribution List • All used and unused test forms • Used and unused test booklets • Blank answer documents • Used and unused Administration Instructions • Empty ziplock bags ØThere is no polymailer for the brown ink envelope.

Keep Test Administrations and Materials Separate! Standard Time ACT-Approved Accommodations State-Allowed Accommodations • If not, scores may be delayed or voided

SUCCESS FOR YOU AND YOUR STUDENTS

Success for You and Your Students • Standard Time and Accommodations • • • Administer tests in order: Test 1, Test 2, Test 3, Test 4 No extra breaks or extended breaks Accurate timing of tests Arrange seating appropriately No cell phone or other electronic devices Answer documents must be in a processing envelope to be scored—return materials following instructions provided • Room supervisor required for each room • No “dual” supervision of students in different rooms

Success for You and Your Students • Standard Time • Testing (verbal instructions) must begin by 9 a. m. • Provide full amount of time for each test • Accommodations • Different Timing Codes = Different Rooms • All students in a room must be working on the same test section • I. e. , all students working on Test 1 - English at the same time • Exception: Timing Code 6 (time-and-a-half, self-paced, single session) • Do not change the approved timing code • Do not provide extra time

Success for You and Your Students • Accommodations • Standard Time separate from accommodations • ACT-Approved separate from State-Allowed • No single test session may be longer than one day (for multiple-day testing) • Test in sequence • Reader administers test to one student at a time, one-on-one

RESOURCES

Anonymous Security Hotline • Testing staff are expected to report test administration irregularities and security issues to ACT Test Administration by completing the Irregularity Report outlined in the Supervisor’s Manual or calling 800/553 -6244 ext. 2800 for Standard Time Testing (ext. 1788 for Accommodations). Immediate reporting to ACT Test Administration is critical to the standardized administration of the ACT. • In exceptional situations, test center staff may wish to file an anonymous report about concerns that the ACT tests may have been compromised. If you wish to report such concerns anonymously, you may do so by calling 877/777 -7296 or reporting it online at https: //act. alertline. com

Resources • Standard Time • ACT: 800/553 -6244 x 2800 • Contact Us: www. act. org/aap/state/contact. html • Accommodations • ACT: 800/553 -6244 x 1788 • ACTState. Accoms@act. org • CDE Policy Questions • Christine Deines: 303/866 -6877 • Deines_C@cde. state. co. us