1 2009 Fall HSGQE Retest District Test Coordinator Training September 14-15, 2009.

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2009 Fall HSGQE Retest District Test Coordinator Training

September 14-15, 2009

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DTC

District Test Coordinator

• Distributing• Associate Test

Coordinator(s)• HSGQE

Proctor(s)• Testing

Personnel• Anyone

Handling Tests Who is Not a Proctor

Test Security Agreements

• Collecting• Deadlines• Storing

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Alternate Test Centers (ATC)

http://www.eed.state.ak.us/tls/assessment/ATCs/ATCSearch.cfm

•Requirements for ATCs (4 AAC 06.755)

Check for existing sites

Apply for site approval

DTC

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DTC


Training & Topics

•Key Dates•District Test Coordinator•Reports & Rescores•Associate Test Coordinator•HSGQE Test Proctor

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DTC


Key Dates•By September 9, 2009

•Receive materials•September 2009

•Schedule sessions with proctors to review testing procedures

•October 6-8, 2009•Administer HSGQE Retest

•October 6 – Reading•October 7 – Writing•October 8 - Mathematics

•October 15, 2009•Return HSGQE Retest materials to DRC via Assessment Distribution Services (ADS)

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DTC

Receipt of Materials

Test materials are packaged by school, except for district overage materials, and shipped to the District Test Coordinator (DTC).

1. Secure storage space for test materials.2. Retain the original shipping boxes.3. Complete the Delivery Verification Form and

fax to DRC: 763-268-2979.

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DTC


Delivery Verification Form

Fax to 763-268-2979

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DTC


Inventory Test materials

•Confirm the total number of district and school boxes received.•Contact the Alaska Project Team IMMEDIATELY if:

•any boxes are missing•you receive boxes that should have been delivered to another district

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DTC


Inventory Test Materials (cont.)

Verify the contents of the district overage boxes: •Compare ranges of security numbers on security range sheets with security numbers on the District Security Checklist and packing list (found in the box labeled District Materials Enclosed).

Security Ranges will be listed here

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DTC


Inventory Test materials (cont.)

•Do not open packages of secure shrink-wrapped materials that you will not be using.

•Return the unused secure materials to DRC in unopened packages.

•Notify DRC IMMEDIATELY via e-mail and copy EED on the communication if school site inventories reveal any missing materials, or if you receive materials not included on your packing lists.

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DTC


Accommodated Materials

•Large print•Braille•Audiotapes[ALL Require Transcription of Student’s Responses into a Form G Standard Test Book]•Accommodated materials were ordered through the Online Enrollment System, and also can be requested through the additional materials process.

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DTC


Resolving School Shortages•To provide materials for schools that did not receive sufficient quantities, use district overage test materials first.

•You may transfer secure materials between schools within your district. Complete the Secure Materials Transfer Form and fax it to the Alaska Project Team. Keep the form for your records.

NOTE: When training Associate (Building) Test Coordinators and/or Proctors, emphasize the need to contact the DTC when additional materials are needed.

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DTC


Additional Material Request Form

• If there is not enough district overage or more school-specific materials are needed, complete and fax the Additional Materials Request Form to DRC.

•LAST DAY TO ORDER ADDITIONAL MATERIALS

IS: September 24, 2009

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DTC


Labeling Test Books•All test books must have either a precode label or a district/school label applied before the test books are used by students.

Precode Label District/School Label

• Test books returned without a precode label or district/school label will be considered unused and

WILL NOT BE SCORED.

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DTC


Precode Labels•A precode label is provided for each student who appeared in DRC’s Online Precode System at 5:00 PM, Alaska time on August 3, 2009.

•If a precode label is used, the bubbles on the front cover of the test book should not be filled in.

•If a student fills in the bubbles during testing, the precode label will override the bubbles on the front cover (no need to erase the bubbles).

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DTC


District/School Labels•District/school labels are provided for students who do not appear on the precode file (and thus have no precode label).•If a precode label has incorrect student information, apply a district/school label over the precode label and bubble in the correct information.•If a district/school label is used, all bubbles on the test book cover MUST be filled in.

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DTC

“Do Not Score” Labels

Use the “Do Not Score” labels under the

following circumstances:

•A label was placed inappropriately on a test book.•A precode label was placed on the test book but student did not show up for testing.•Label not aligned on book.•Test should not be scored.

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DTC

Return of Materials to DRC

•Materials must be returned via Assessment Distribution Systems (ADS) on or before October 15, 2009.•DTCs receive boxes of test books from each participating school in the district.

•Tests for students who tested in your district but belong to another district will be returned with your materials.

•Best Practice: Use marker to label boxes “box (#) of (#)”.•Use District Security Checklists to check off test materials as you place them in shipping boxes.

•Place a copy of all security checklists in a single box of materials being returned.

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DTC

Return of Materials to DRC (cont.)


•Use the ORANGE return shipping labels.•Follow the instructions as directed in the DTC manual.•Locate the Return Materials Instruction Packet found in the district box for return shipping supplies and directions.

•If you need additional return labels contact the

Alaska Project Team at 1-866-339-6390.

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DTC


Return of Materials to DRC (cont.)

•Complete and fax the Return Material Verification Form to DRC once you return your HSGQE Retest materials via Assessment Distribution Systems (ADS) on or before October 15, 2009.

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DTC


HSGQE Retest Reporting

•HSGQE Retest Online Reports Available:Friday, December 4, 2009

•HSGQE Retest Paper Copy Reports in Districts:Friday, December 11, 2009

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DTC


HSGQE Retest Rescores

•HSGQE Retest Rescore Requests due to EED•Wednesday, January 13, 2010

•HSGQE Retest Rescore Results due to Districts•Friday, February 5, 2010

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Associate (Building) Test Coordinator

Duties and Responsibilities

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ASSOCIATE T.C.

Associate Test Coordinator

Step One: Receive and Inventory Test Materials [pp. 2-3 TAD]

•Sign secure test materials in and out of the secure storage area each day using a Security Checklist provided with the test materials.•If secure materials are not returned each day, document this in the “Reason if Item is not Returned” section on the checklist with as many details as are known.•You may customize this form or use your own form. •On each day of testing, only the secure materials needed for that day should be checked out.

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ASSOCIATE T.C.


Step Two: Check Test Materials [p. 4 TAD]

Each Building Test Coordinator and/or proctor should receive:

•Test Administration Directions•Test books •Precode labels and/or district/school labels (preferably affixed to each book)

•Rulers and protractors•“Do Not Score” Labels•Classroom Daily Check In-Check Out Worksheet

Provided by District:•Sharpened No. 2 pencils with eraser (not mechanical), extra erasers•Scratch paper for writing and mathematics test•“Do Not Disturb” sign(s)•Seating Chart (suggested)•List of students requiring accommodations/modifications

Provided by DRC:

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ASSOCIATE T.C.


Step Three: Plan the Testing Schedule [pp. 5-7 TAD]Each content area test in a single dayWorking with Proctors•One proctor for every 30 students is required.•Proctors must use Classroom Daily Check In-Check Out Worksheet. This is a new procedure and the worksheet can be found on page 51. It may be necessary to produce multiple copies in advance. •Proctors may NOT rephrase or clarify the directions. •Proctors may not answer questions about test items.

Proctors may help:- arrange the testing room- fill in or check student-identifying information- distribute/collect test materials using the Classroom Daily Check In-Check Out Worksheet- make sure students are working in the correct place and are filling in only one circle for each multiple-choice item- prohibit talking or sharing of responses

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ASSOCIATE T.C.


Step Three: Plan the Testing Schedule (cont.) [pp. 5-7 TAD]

•Tests should be administered according to the specific directions.•All testing must begin between 7:00 am and 9:30 am on the designated days.•Students are not permitted to leave within the first two hours of testing. No students are permitted to start after two hours of testing.•Not a timed test.•Tests take approximately 2-4 hours per day.•Students need a 2-minute stretch break every 60 minutes.•Students need a 10-15 minute break every 2 hours.•All breaks are monitored.

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ASSOCIATE T.C.


Step Four: Organize the School Test Center [p. 8 TAD]

•Allow extra time for distribution/collection of materials.•Seating: Enough space between students to prevent sharing of responses. Seating chart is suggested.•Room has proper lighting.•Distractions such as bells or telephones eliminated where possible.•Instructional materials from walls removed.•“Do Not Disturb” sign on door.

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ASSOCIATE T.C.


Step Five: Use of Standardized Administration Procedures [pp. 8 -9 TAD]•Proctor training to ensure similar testing conditions and practices in all classrooms/test sites.•Consult your DTC before invalidating any test book.•Test Invalidation

•Cheating•Marking multiple random responses•Copying and/or transmitting test items•Using reference materials not allowed

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ASSOCIATE T.C.


Step Six: Prepare the Test Books [pp. 10-13 TAD]

•All test books must have a label applied BEFORE students use the test books. •Test books returned without a precode label or district/school label will be considered unused and will not be scored. •Manual scoring of test books will be at district expense ($150/per content area).

Ap

ply

Lab

el H

ere

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ASSOCIATE T.C.


Step Six: Prepare the Test Books (cont.) [p. 11 TAD]

Using a precode label?

•DO NOT bubble in any student information on front cover.

No precode label?

•Student information MUST be bubbled in on the front cover.•District/school label MUST be applied.

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ASSOCIATE T.C.


•HSGQE Retest Form G

•One test book containing reading, writing, and mathematics.

• Apply label to the front cover of the test book in the box containing the words “Attention: Apply label here”.

Test Book Cover

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ASSOCIATE T.C.


Step Seven: Administer the Tests [p. 14 TAD]

• Use security checklists to track secure materials at all times.

• Associate Test Coordinator uses School Security Checklist to record books checked out to administrators (proctors).

• Proctors Use Classroom Daily Check In-Check Out Worksheet to record books issued to students.

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ASSOCIATE T.C.


Step Eight: Assemble Materials for Return [pp. 40-42 TAD]

•After testing is complete, check students’ test books and ensure the following:

•A precode label or district/school label IS APPLIED TO ALL TEST BOOKS THAT ARE TO BE SCORED.•The “Teacher Use Only” field is filled in with any code(s) applicable to the student. You must consult your DTC before invalidating any test.

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ASSOCIATE T.C.


Step Eight: Assemble Materials for Return (cont.) [pp. 40-42 TAD]•Be sure the label, or bubbled in student identifying information, matches the district to which the scores should be attributed.

•If the precode label contains errors, place a district/school label over top of it and bubble the correct student identifying information.

•Sort and store unused materials according to instructions from the DTC.

•EVERY test book must be accounted for, both used and unused.

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ASSOCIATE T.C.


Step Eight: Assemble Materials for Return-Transcribing [pp. 41-42 TAD]

•Transcription must be verbatim - include all math, spelling, and grammar errors. •Transcriber should sign and date inside front cover of test.•After accurate transcription into a Form G standard test book has been made, return any nonstandard format (Braille and large print) test books to your DTC with the unused materials.•Nonstandard format tests that are not transcribed WILL NOT be scored.•If transcribing from one standard format booklet to another (due to a damaged booklet, etc.), place a Do Not Score label on the original.

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ASSOCIATE T.C.


Step Eight: Assemble Materials for Return (cont.)[pp. 40-42 TAD]

•If the “modified” bubble in the “Teacher Use Only” field is filled in, the test WILL NOT be scored.

•DO NOT use this code for a modified HSGQE that has been approved by EED.

•Inventory the materials and record the information on the School Security Checklists. Make two copies; forward one copy to your DTC and place the other copy in a single box of materials being returned to DRC.

•This is very important — it is your only record of materials inventory.

•Return all boxes to the DTC.

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Test Proctor

Duties and Responsibilities

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HSGQE PROCTOR

Proctor

Step One: Inventory Test Materials [p. 4 TAD]

You should have:

•A student test book for each student in your testing group•Check to make sure the test books match the numbers you were assigned on the school security checklist.•If you are not responsible for preparing student test books, each book should already have either a precode label or a district/school label with student information bubbled in.•Test Administration Directions•A “Do Not Disturb” sign•Classroom Daily Check In-Check Out Worksheet•List of students requiring accommodation(s)/modification(s)

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HSGQE PROCTOR

Step Two: Check Test Materials [p. 4 TAD]

Proctor

•Give each student:•Test Book

•Writing skills checklist - students will tear this from the back of the writing section in the test book•Mathematics reference sheet - students will tear this from the back of the mathematics section in the test book

•Ruler and protractor for mathematics test•Sharpened No. 2 pencil with eraser (no mechanical pencils)•Extra erasers•Scratch paper for writing and mathematics tests

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HSGQE PROCTOR

Proctor

Step Three: Plan the Testing Schedule [pp. 5-7 TAD]

•Review the testing directions in advance.•Administer each content area test in a single day.

•NOTE: Tests MUST be administered in this order:

•Tuesday, October 6 HSGQE Reading Retest•Wednesday, October 7 HSGQE Writing Retest•Thursday, October 8 HSGQE Mathematics Retest

•Schedule testing to allow sufficient time to complete each test session (approximately 2-4 hours/day for MOST students). •Students are not permitted to leave within the first two hours of testing. No students are permitted to start after two hours of testing.

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HSGQE PROCTOR

Proctor

Step Four: Organize the School Test Center [p. 8 TAD]

•Safely remove or cover instructional materials from walls.•Allow extra time for distribution/collection of materials.•Seat students with enough space between to prevent sharing of responses.•Make sure room has proper lighting.•Eliminate distractions such as bells or telephones where possible.• Place “Do Not Disturb” sign on door.

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HSGQE PROCTOR

Proctor

Step Five: Ensure Test Security

•Complete the Classroom Daily Check In-Check Out Worksheet as test materials are disseminated to and returned from students every day of testing.•Collect and secure materials at the end of the session (closing the books is sufficient during breaks).•Document any testing irregularities.•Suggested: Create a seating chart.

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HSGQE PROCTOR

Proctor

Step Six: Ensuring Standardized Administration Procedures [pp. 8-9 TAD]

•Proctors must follow the instructions exactly to ensure similar testing conditions in all classrooms. •All text preceded by the “Say” bubble must be read EXACTLY as written.•Consistently monitor student progress on exam.

•Coaching•Marking Answers•Guessing•Invalid Tests

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HSGQE PROCTOR

Proctor

Step Seven: Prepare the Test Books (ONLY if your Associate (Building) Test Coordinator or DTC does not prepare your test books) [p. 11 TAD]

Using a precode label?•DO NOT bubble in any student information on front cover.

No precode label?•Student identifying information MUST be bubbled in on the front cover.•District/school label MUST be applied.

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Step Eight: Administer the Tests [pp. 14-16 TAD]

Proctor

•Specific directions for administering the tests begin on page 17 of the TAD manual. •Directions that are read aloud to the students are proceeded by the word “SAY.”•It is important to provide accommodations/modifications as called for in student IEPs and 504 plans.•A teacher, proctor, or scribe must transcribe into an Alaska HSGQE Retest test book any responses that cannot be recorded by a student into a standard test book. Examples include those answered using a Braille or Large Print version of the test, as well as signed, oral, or keyboarded responses.

- Under no circumstances can keyboarded responses be sent as a separate piece of paper or be attached to the test book by any means.

HSGQE PROCTOR

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HSGQE PROCTOR

Proctor

Step Nine: Assemble Materials for Return [pp. 40-42 in TAD]•After testing is complete, check students’ test books and ensure the following:

•A precode label or district/school label IS APPLIED TO ALL TEST BOOKS THAT ARE TO BE SCORED.•The “Teachers Use Only” field is filled in with any code(s) applicable to the student. You must consult your DTC before invalidating any test.

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DRC Alaska Project Team Contact Info

•Phone: 1-866-339-6390•Fax: 763-268-2979 •Email:[email protected]

EED Contact Info

Janet: [email protected]; 465-8431Kari: [email protected]; 465-8436Erik: [email protected]; 465-8686

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Questions

1 2009 Fall HSGQE Retest District Test Coordinator Training September 14-15, 2009.

Documents

district materials

district slide

district overage materials

test book cover

missing materials

district overage boxes

district security checklist

unused secure materials