Revised 03/10/2010 Testing Irregularities Web Application System (TIWAS)

Revised 03/10/2010

Testing Irregularities Web Application System (TIWAS)

Purpose

Revised 03/10/20102

Share general information about testing irregularities

Explain how to use the Testing Irregularities Web Application System (TIWAS)

Provide contact information for the Office of Test Administration, Scoring and Reporting

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General Information About Testing Irregularities

Definition

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A testing irregularity is defined as any occurrence that may inappropriately influence a student’s performance on a test or the reporting of a student’s performance, or any occurrence that constitutes a breach in test security or improper administration of mandatory student testing.

Reporting Testing Irregularities

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Test Examiners are directed to report any testing irregularity to the designated School Test Coordinator (STC) immediately, and STCs are directed to report testing irregularities to the Division Director of Testing (DDOT) within 24 hours of their occurrence. While some irregularities may be resolved locally by the DDOT, most irregularities are forwarded within 24 hours by the DDOT to the Virginia Department of Education (VDOE) for review and guidance.

DDOTs are required to report certain irregularities to the VDOE. All situations that involve the retesting of students, compromised testing procedures or policies, or student test record exclusions must be reported to the VDOE. In some cases testing irregularities are reported to the VDOE by concerned individuals, some of whom wish to remain anonymous, through means other than through the normal reporting structure.

This information is conveyed in Informational Supts. Memo No. 118, dated May 9, 2008 and Testing Memo No. 713, dated May 14, 2008.

Reporting Testing Irregularities Using TIWAS

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1. Testing Irregularity occurs2. School Testing Coordinator (STC) enters

information into TIWAS and submits to Division Director of Testing (DDOT)

3. DDOT reviews and resolves locally or submits to VDOE

4. VDOE staff closes irregularity or requests additional information

5. DDOT and STC view resolution 6. DDOT prints or exports irregularities as neededWhile irregularities that have been added and resolved locally are not visible by VDOE, they reside in the application on the VDOE server. Therefore, the information provided in the irregularities may be subject to Freedom of Information Act requests submitted to VDOE.

Web Application Implementation

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Training for divisions:User’s Guide

http://www.doe.virginia.gov/testing/test_administration/testing_irregularities/user_guide.pdf

Training Information http://www.doe.virginia.gov/testing/test_administration/testing_irregularities/tiwas_training.pdf

Training location (https://t1pe.doe.virginia.gov/ssws)

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How to Use the Testing Irregularities Web Application

System (TIWAS)

Getting Started

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TIWAS is accessed through the Single Sign-on for Web Application Systems (SSWS)https://p1pe.doe.virginia.gov/ssws Access can be given to the DDOT, STC, and

any other appropriate personnel as directed by the DDOT. The account manager should be instructed to assign Data Entry access for a DDOT at the division level and for an STC at the school level.

Single Sign-on for Web Application Systems (SSWS) Logon Page

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Enter User Name (assigned by SSWS Project Manager) and Password.

Single Sign-on for Web Application Systems (SSWS) Home Page

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Click on the Testing Irregularities TIWAS link for access.

Testing Irregularities Home Page

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Click on the Maintain Irregularities link to add an irregularity, search for an irregularity or edit an irregularity.

Maintain Irregularities

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Maintain IrregularitiesLink Action

Search Search for an existing testing irregularity

Reset Clears search criteria

Add Irregularity Add a new testing irregularity

Logout Log out of the Single Sign-on for Web Systems

14 Revised 03/10/2010

Adding An Irregularity

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STCs and DDOTs add irregularities VDOE no longer routinely adds

irregularities Alternate form number appears after

irregularity saved (pay attention to status) STC cannot edit irregularity once

submitted to DDOT Test information entered must pertain to

the form that was administered A new irregularity must be submitted for

each different test level/SOL test area

Steps For Adding An Irregularity

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1. Click on the Add Irregularity link on the Maintain Irregularities page.

2. Fill in the required information on the Testing Irregularity - Add screen

3. Select “Yes” in the Submitted to DDOT field if all information is accurate and complete. If more information needs to be collected, do not select “Yes” in the Submitted to DDOT field.

4. Click on the Submit Data button to apply your changes. A green checkmark will indicate if the irregularity has successfully been saved.See the next slide for the screen shot of the Testing Irregularity – Add

screen.

Testing Irregularity-Add Screen

Revised 03/10/201017

Testing Irregularity FieldsFields Automatically Generated Level of Access

Division Name STC/DDOT

School Name STC/DDOT

Created Date STC/DDOT

Created By STC/DDOT

IRR No STC/DDOT

Submitted to DDOT Date STC/DDOT

Action By DDOT

18 Revised 03/10/2010

Testing Irregularity Fields-cont.Required Fields Level of Access

Test Source STC/DDOT

Test Admin STC/DDOT

Admin Year STC/DDOT

Subject Area STC/DDOT

Test Level STC/DDOT

Test Name STC/DDOT

Test Type STC/DDOT

Test Mode STC/DDOT

Form STC/DDOT

Test Session Name STC/DDOT

Description STC/DDOT

Submitted to DDOT STC/DDOT

DDOT Comments DDOT

DDOT Action DDOT

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Testing Irregularity Fields-cont.Optional Fields Level of Access

No. Of Students STC/DDOT

Student Grade STC/DDOT

Student Names/STIs* STC/DDOT

20 Revised 03/10/2010

* Note that the student’s name and STI are required for any online testing irregularity that involves retesting a student or any online testing irregularity that involves a student whose test was incorrectly marked complete in the online testing system.

Exception For Adding Irregularities

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Read-Aloud Tests Choose “1 – Regular” from the Test Type

dropdown list when adding an irregularity for an online or paper & pencil Read-Aloud test (not audio tape administration)

Identify test as a Read-Aloud in the Description field

Searching For An Irregularity

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The ability to search or view irregularities is based on login informationSTC can view irregularities in school onlyDDOT can view irregularities in division

Search on IRR No, Admin Year, Test Admin, Status, Assigned To, Description, VDOE Response, and School Name (DDOT only)

Edit/View options depends on status of irregularity

Steps For Searching

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1. Select the search criteria from the available fields on the Maintain Irregularities page. To return a list of all testing irregularities, do not specify any criteria.

2. Click on the Search button.

See the next slide for the screen shot of the Maintain Irregularities screen.

Search Irregularity Screen

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By choosing from a dropdown list, the DDOT can limit a search to a particular school.

Search Results Screen

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Search results are sorted by Created Date/Status (See next slide)

Search Results Sort Order

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STC default sort order (based on Created Date and Status)Added, Submitted to DDOT, Submitted to

DOE, Response by DOE, Resolved by DDOT, Closed by DOE

DDOT default sort order (based on Status)Submitted to DDOT, Added, Response by

DOE, Submitted to DOE, Resolved by DDOT, Closed by DOE

Testing Irregularity StatusesStatus Description Next Step Visible By

Added A new irregularity has been added by STC or DDOT

When irregularity is complete and accurate, submit to DDOT

STC (View/Edit)

DDOT (View/Edit)

Submitted to DDOT An irregularity has been completed and submitted to DDOT for review

DDOT must review irregularity and decide to resolve locally or submit to VDOE

STC (View only)

DDOT (View/Edit)

Resolved by DDOT DDOT has resolved irregularity locally

STC reviews and follows resolution provided by DDOT

STC (View only)

DDOT (View/Edit)

Submitted to DOE DDOT has submitted irregularity to VDOE for resolution

VDOE reviews and determines if more information is needed or resolves irregularity

STC (View only)

DDOT (View only)

VDOE (View/Edit)

Response by DOE VDOE has requested more information from division

DDOT provides additional information to VDOE

STC (View only)

DDOT (View/Edit)

VDOE (View/Edit)

Closed by DOE VDOE has resolved and closed irregularity

Division proceeds based on resolution provided

STC (View only)

DDOT (View only)

VDOE (View/Edit)

27 Revised 03/10/2010

Editing An Irregularity

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STC may edit irregularity before submitting to DDOT

After “Yes” is selected in Submitted to DDOT field, STC cannot edit the irregularity

DDOT may change Submitted to DDOT field to “No” to enable STC to edit irregularity

DDOT cannot edit irregularity once Submitted to DOE

VDOE may change Closed Status to “No” to enable DDOT to edit irregularity

Steps For Editing An Irregularity

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1. Select the search criteria from the available fields on the Maintain Irregularities page. To return a list of all testing irregularities, do not specify any criteria.

2. Click on the Search button.3. From the Search Results list, click on the Edit

link in the Edit column for the irregularity you wish to edit. The Edit link will only appear if you have the authority to edit the irregularity.

4. Make any necessary changes.5. Click on the Submit Data button to apply

your changes.See the next two slides for the screen shot of a sample Search Results list and the Testing Irregularity-Edit screen.

Sample Search Results Screen

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If an irregularity is in status Closed by DOE, the DDOT can request VDOE to re-open it so

that it can be edited.

Click the edit button to edit an irregularity. Once edited, you can save the changes.

Edit Irregularity Screen

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Exporting Irregularities

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Individual irregularities may be printedAll testing irregularities are stored in the

database indefinitelyAt any time, irregularities from a search

list may be exported and saved electronically. The irregularities exported will reflect the search criteria entered in the fields on the Search Results screen. For example, if you have a list of irregularities with the status “Submitted to DOE,” only those irregularities would be exported.

Exporting Irregularities Screens

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Contact Information

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Office of Test Administration, Scoring, and Reporting

[email protected]

804-225-2107