alabama high school graduation exam building test coordinator training fall 2013

Alabama High School Alabama High School Graduation Exam Graduation Exam

Building Test Coordinator Building Test Coordinator Training Training Fall 2013Fall 2013

Cathy C. McNeal, Ed.D.Cathy C. McNeal, Ed.D.Director, Research & DevelopmentDirector, Research & DevelopmentSeptember 11, 2013September 11, 2013

Quality Assurance Internal Review

Cathy McNeal

Purpose of Training• Present training for the administration of

the Spring AHSGE.• The Alabama High School Graduation Exam

(AHSGE), Third Edition, is the pre-graduation examination for tenth graders.

• Discuss the “alerts” and provide reminders of unique characteristics of the AHSGE assessment and areas that require special attention.

• Review the procedures described in The Handbook of Administrative Procedures for the AHSGE Program (Procedures Manual), Revised 2009.

Primary Contact

• Dr. Cathy McNeal, Director, Research and Development with Huntsville City Schools is your primary contact for AHSGE at 256 428 6966 or [email protected].

• The Handbook of Administrative Procedures for the Alabama Graduation Examination Program (Procedures Manual), Revised 2009, is a comprehensive document containing information relevant to the administration of the AHSGE.

• Any student who was a first-time ninth grader in or before 2010-

2011, including those who transferred from another state or from a non-public school during the 2012-2013 scholastic year, must pass all five subject-area tests.

AHSGE Fall 2013• The scheduled days for the Fall 2013 administration are • Language..................................... Monday.......... September 16, 2013 • Mathematics................................. Tuesday......... September 17, 2013 • Reading....................................... Wednesday.... September 18, 2013 • Social Studies.............................. Thursday........ September 19, 2013 • Biology......................................... Friday............. September 20, 2013

– September 20, 2012 is an half day for students– BIOLOGY will be given MONDAY – September 23, 2013.

The AHSGE scheduled days for the FUTURE administration are

Test Security Plan for Each High School for Training Personnel on Test Test Security Plan for Each High School for Training Personnel on Test Administration and Test SecurityAdministration and Test Security

VII.VII. Procedures for Training System Personnel on Test Administration and Test Procedures for Training System Personnel on Test Administration and Test SecuritySecurity

Training sessions on test administration and test security will be conducted prior to all test Training sessions on test administration and test security will be conducted prior to all test administrations. The system-level training will be conducted approximately one to three administrations. The system-level training will be conducted approximately one to three weeks before testing. The school-level training will be conducted as soon as possible after weeks before testing. The school-level training will be conducted as soon as possible after system-level training by no later than one week prior to testing. All schools will receive a system-level training by no later than one week prior to testing. All schools will receive a system-level digital copy of the PowerPoint presentation of the system-level training system-level digital copy of the PowerPoint presentation of the system-level training immediately after each test system-level training session to digitally disseminate to all test immediately after each test system-level training session to digitally disseminate to all test administrators and proctors. administrators and proctors.

The STC will be trained during the SDE workshops and will conduct training at the system The STC will be trained during the SDE workshops and will conduct training at the system level. Participants in the system-level training will be central office personnel (to include level. Participants in the system-level training will be central office personnel (to include Special Education Coordinator, 504 Coordinator, and ESL Coordinator), monitors, and BTCs.Special Education Coordinator, 504 Coordinator, and ESL Coordinator), monitors, and BTCs.

The BTCs will train principals, test administrators and proctors.The BTCs will train principals, test administrators and proctors.Documentation of training will be kept for the system-level and Documentation of training will be kept for the system-level and

school-level trainings. Documentation will include an agenda for school-level trainings. Documentation will include an agenda for each training session, a sign-in sheet signed by all those in each training session, a sign-in sheet signed by all those in attendance, and a signed Test Security Policy for each individual.attendance, and a signed Test Security Policy for each individual.

All documentation of the system-level training and school-level training will be kept in the All documentation of the system-level training and school-level training will be kept in the STC’s office.STC’s office.

All documentation of school-level training will be kept by the BTC at each school with a copy All documentation of school-level training will be kept by the BTC at each school with a copy sent to the STC’s office. sent to the STC’s office.

HCS Research & Development - HCS Research & Development - Dr. Cathy McNeal Dr. Cathy McNeal

Eligibility for the Fall Administration of the AHSGE

1. Any student in the twelfth grade who has not passed the required subject-area tests of the AHSGE will take the appropriate subject-area test(s).

2. Any student in the eleventh grade who was a first time ninth grader in 2010-2011 who has not attempted the required tests of the AHSGE will take the appropriate subject-area test(s). This is the make-up opportunity for eleventh graders.

3. Grade 13 students who have made prior arrangements may test. Any student who has completed all coursework and credits required for the Alabama high school diploma and who is no longer enrolled in school will be designated as Grade 13 on the answer document. Eligibility must be verified prior to testing.

4. Any students currently enrolled in an Adult Diploma Program who have made prior arrangements may test. These students will be designated as Grade 14 on the answer document. Eligibility must be verified prior to testing.

5. The grade-level eligibility for homeschooled and private school students is the same as for public school students. The Alabama State Department of Education Guidelines for Implementing Act 97-932 may be found on page AHSGE-27.

CALCULATOR PRACTICE• 6. The System Test Coordinator will distribute the calculators and calculator practice

booklets to each high school at least one week prior to testing.• 7. The Calculator Practice Instructor must attend a training session. The directions

for conducting the calculator practice session are located on pages 4-5 in the Test Administrator’s Manual.

• 8. The Checklist for Calculator Practice Instructor is located on page AHSGE-25.• 9. The training session for the Test Administrators and Proctors must include how to

use the Alabama High School Graduation Exam calculator. During the training session, use the Calculator Practice Review on page AHSGE-24.

• 10. Calculator practice session(s) must be provided during the week prior to testing for all students taking the mathematics subject-area test of the AHSGE.

• 11. The calculator practice session may be conducted more than once for students needing additional practice.

• 12. Immediately preceding the administration of the AHSGE mathematics subject-area test, all students will complete a ten-minute calculator practice review session.

•

State-Provided Calculators for MATH AHSGE

A student taking the mathematics subject-area test of the AHSGE may ONLY use the state-provided calculator.

State-Provided Calculators for MATH AHSGE

The state-provided calculator will be distributed to each student taking the mathematics subject-area test of the AHSGE.

Large-print and talking calculators will be provided by the state to students taking the AHSGE in large-print or Braille.

The calculator may be used only on the mathematics subject-area test of the AHSGE.

HCS Research & Development - HCS Research & Development - Dr. Cathy McNeal Dr. Cathy McNeal

Building Test Coordinators Must Have a 10 Minute Calculator Practice Review Session

• Immediately preceding the administration of the AHSGE AHSGE mathematics subject-area testmathematics subject-area test, all students will complete a ten-minute calculator practice review session.

Calculator Practice InstructorAttends training sessions concerning the

calculator practice session for the AHSGE.

Ensures the security of materials while they are in the practice session room.

Becomes familiar with the “Directions for Conducting the Calculator Practice Session,” and the Calculator Practice Booklets BEFORE each practice session.

Ensures that each student signs FORM L-8, School Attendance Report for the Calculator Practice Session, for each practice session.

Calculator Practice Instructor• Reads the “Directions for Conducting the Calculator Practice

Session” word for word.

• Reads aloud the information in the calculator practice booklet while the students read along silently.

• Ensures that each student’s calculator and calculator practice booklet are accounted for before any students are dismissed from each practice session room.

• Writes the numbers of any defective calculators on Form L-7, Calculator Practice Instructor Receipt and Return of Calculators and Calculator Practice Booklets.

• Returns ALL calculators, calculator practice booklets, and Form L-8, School Attendance Report for the Calculator Practice Session to the Building Test Coordinator and signs Form L-7, Calculator Practice Instructor Receipt and Return of Calculators and Calculator Practice Booklets, AFTER practice Sessions.

Special Administrations (State Department Approval Required)

• 13. Provisions may be made for special administrations of the AHSGE if unusual or emergency situations arise during the state testing window. – Examples are school emergency situations, inclement weather, or a student who

may require more than one day to complete a subject-area test. – In the event such circumstances occur, the LEA’s Superintendent or the System Test

Coordinator must contact the SDE for instructions immediately. – Student Assessment must grant permission for a special administration before a

special administration is given. • 14. Permission may be granted for a special administration for the following reasons:

natural disasters, state events not within the LEA’s power to schedule, or LEA errors. • 15. Individual special administrations may be granted when it is the last opportunity for a

graduating senior with an excused absence, death in family, court subpoena, pre-scheduled surgery (not elective surgery), or extreme health issues.

• All inquiries for special administrations of the AHSGE must be addressed to Student Assessment prior to any special administration of the AHSGE.

Homebound Testing – PINNACLE•16. Test booklets utilized in homebound testing should be securely bound and marked “Confidential” before they are released from the LEA distribution point. The package should be opened only in the testing environment.

•Test booklets and answer documents should be securely bound again before they are transported back to the LEA distribution point.

•17. The L-6 Form must be signed by the building or system coordinator and the test administrator when they are picked up and when they are returned.

•18. One Test Administrator and one Proctor are required to administer a graduation examination to a student requiring homebound services.

•19. No other person, including family members, may be present in the room utilized for testing. L-6 forms must be signed when materials are distributed and returned each day.

Test Setting•20. All bulletin boards and instructional materials related to the AHSGE must be covered prior to students entering the test room. •21. Seats must be arranged so that all students face the test administrator. Distance between students must be wide enough to allow proctors to circulate during the examination without disturbing students. •22. Students should not be allowed to select their own seats. Whenever possible, left-handed students should be seated in a separate column at the right of the test room (as viewed from the front of the room), or in the last seat of each column of right-handed students.

•Booklet numbers must be recorded on the seating chart. •23. No more than 35 students may be assigned to a proctor. When more than one proctor is assigned to a room, each proctor must have a list of the names of students for which he or she is responsible and a seating chart indicating where each student will sit. Students must be seated according to the seating chart. •24. The definition of a small group for the administration of the AHSGE is ten or fewer students.

Definition of a SMALL GROUP

The definition of a small group for the administration of the AHSGE is ten or fewerten or fewer students.

Do not accommodate regular education students in small groups. Accommodations are for students with IEPs, 504s, and ELL plans.

Required Testing Materials25. The Test Administrator must use the Test Administrator’s Manual Revised 2013.

26. Answer documents must be the ones printed Revised 2013. 27. Form 3560 is the form for the spring administration of the Alabama High School Graduation Exam.28. A student taking the mathematics subject-area test of the AHSGE may use only the state-provided calculator. The large-print and talking calculators will be provided by the state to students taking the AHSGE in large print or braille. The calculator may be used only on the mathematics subject-area test of the AHSGE.29. The Test Administrator must have on hand extra soft-lead (No. 2) pencils and unmarked paper for students to use as scratch paper. Graph paper and mechanical pencils are not permitted

AHSGE – Form 3560 ONLY• Students taking

the AHSGE will take

• Form 3560.

USE Test Administrator's Manuals REVISED 2013

• The Test Administrator MUST use the Test Administrator’s Manuals

• REVISED 2013

USE Answer Document Revised 2013

• ANSWER DOCUMENTS must be the ones printed REVISED 2013.

Possession of Prohibited Items by Testing Staff

• 30. School personnel involved in administration of state testing may not use digital devices (including but not limited to telephones, cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) during test administration. • Violations may result in disciplinary action/certification revocation.

Additional disciplinary action may be taken by the LEA.

• 31. All electronic devices, including computers located in the testing room, must be turned off before testing materials are brought into the room, and they must remain off until testing materials are removed from the room.

• 32. All printers that have scanning or copying capability and all copy machines must either be disabled or removed from all rooms being used for a testing session

Cell Phones, Telephones, Beepers and the AHSGE

The possession of digital devices (including but not limited to cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) is strictly prohibited during the administration of a secure test.

If a student is observed in possession of a digital device during the administration of a secure test, the device be confiscated.

School personnel will collect such devices before students can enter the testing room.

School Personnel – Cell Phones, Telephones, Beepers, Electronic Devices and the AHSGE

Alabama State Department of Education Policy (AL Code)

School personnel involved in administration of state testing may NOT use digital devices (including but not limited to telephones, cell phones, MP3 players, cameras, mobile entertainment, social connections, navigation devices, or other telecommunication devices) during test administration.

Without exception, all electronic devices, including computers located in the testing room, must be turned OFF before testing materials are brought into the room, and they must remain OFF until testing materials are removed from the room.

Violations may result in disciplinary action/certification revocation.

Additional disciplinary action may be taken by the LEA.

Printers with Scanning or Copying Capability

All printers that have scanning or copying capability must either be disabled or removed from all rooms being used for a testing session.

Responsibilities of Staff During Testing

•33. The Principal or his/her designee must remain in the building until testing is complete each day. •34. The Principal must ensure that all Test Administrators and Proctors follow procedures listed on the Checklist for Test Administrators and Proctors. •35. Monitors must ensure that all standardized procedures are followed. •36. The Building Test Coordinator must report irregularities to the System Test Coordinator immediately.

•37. The System Test Coordinator must report significant irregularities to the Superintendent and to SDE immediately.

Responsibilities of Staff During Testing •The Test Administrator must check each answer document to ensure that the student has gridded the correct form number, FORM 3560.

•The Test Administrator must check each answer document to ensure that the student has the correct information (last name, first name, and middle initial; date of birth; social security number; state student identification number; and gender) and has gridded the information correctly. The building test coordinator will provide the test administrator with this information.

•The Test Administrator must check each answer document to ensure that the student has gridded the correct grade.

Responsibilities of Staff During Testing •At the beginning of the test, make sure each student is marking in the appropriate section of the answer sheet. •AS SOON AS STUDENTS BEGIN MARKING ANSWERS, LOOK AT EACH ANSWER DOCUMENT INDIVIDUALLY. This procedure is IMPERATIVE! e.

Important Information Pertaining to Students (Monitored by Testing Staff)

•The graduation exam is not timed. •Students may write in their books. •If a student requests scratch paper, it is the responsibility of the LEA to furnish it. •Students may bring #2 pencils into the testing room. •No highlighters, pens, rulers, or other devices are allowed in the testing room. •The possession of a digital device (including but not limited to cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) is strictly prohibited during the administration of a secure test. School personnel will collect such devices before students can enter the testing room. If a student is observed in possession of a digital device during the administration of a secure test, the device will be confiscated. •If a student is observed using a digital device during the administration of a secure test, testing for the student will cease, the device will be confiscated and is subject to search, the student will be dismissed from testing, and the student’s test will be invalidated. Additional disciplinary action may be taken by the LEA.

AHSGE Training— Fall 2013 Coding Answer Documents

• 38. Instructions for student gridding are located in the Test Administrator’s Manual (Revised 2013).

• 39. Students will grid the majority of personal and demographic information at the time of testing. Since all students may not be taking all subject-area tests, a decision must be made concerning when students will complete the information on the front of the answer documents.

• 40. Option one would allow the Building Test Coordinator to bring all students who are taking any subject-area test together early on the first morning to complete their personal information.

• The answer documents for those students not taking the test on the first day should then be collected. The answer documents must be returned to these students when they sit for the appropriate subject-area test(s).

• Note: If answer document information has been completed and the student is absent from all scheduled testing, his or her answer document should not be included in the envelope returned to the System Test Coordinator.

• 41. Option two for gridding demographic information on answer documents would allow student information to be completed each day of testing.

– For example, students who are to test on the second day but did not take the test on the first day would complete their student information on the second morning.

• 42. The Test Administrator will complete the Special Codes section after testing.• 43. As answer documents are collected, the Test Administrator and Proctor should check to

ensure that demographic information matches information recorded in INOW.

AHSGE Training – Fall 2013Invalidating AHSGE Subject-Area Test(s)

44. Testing irregularities which have the potential to result in the invalidation of one or more subject-area tests of the AHSGE must be reported to the System Test Coordinator immediately. The System Test Coordinator must contact Student Assessment immediately. If the decision is made to invalidate a subject-area test an invalidation code will be issued to the System Test Coordinator by Student Assessment. The invalidation code and the STC signature are to be written on the lower right hand corner of the answer document in the space provided. The subject-area(s) to be invalidated should be filled-in in the circles provided under the “INV” heading.

Handling Answer Documents Involving Braille & Large Print Format

•45. For students whose IEPs or 504 Plans specify recording accommodations by marking in the test booklet or by machine, two certified personnel must transcribe student responses to regular answer documents for scoring.

•46. Students whose IEPs or 504 Plans specify recording accommodations by a Proctor will have answers directly recorded onto regular answer documents for scoring.

•47. Each answer document should be placed with the appropriate answer documents to be shipped to the SDE for scoring.

Required Forms• 49. Prior to each administration of the AHSGE, the Principal must complete Form L-3, an

update of staff assignments (Test Administrators, Proctors, and Alternates). • 50. Form L-4, the LEA Report for Training Activities, must be completed prior to the fall and

spring administrations for AHSGE. For the summer administration, Form L-4 must be utilized for any staff members participating in testing who were not trained for the spring administration. The System Test Coordinator is responsible for training central office staff, Principals, and Building Test Coordinators; the Building Test Coordinator is responsible for training school-level staff. The Principal must attend all training sessions conducted for school-level staff.

• 51. Form L-5 must accompany materials delivered to schools and returned to the central office daily.

• 52. Form L-5A accompanies calculators, calculator practice booklets, and Test Administrator’s Manuals delivered to the school during the week prior to the administration of the AHSGE and calculators and calculator practice booklets returned to the central office on the day of the mathematics test.

• 53. Form L-6 accompanies materials delivered to the Test Administrators and returned to the Building Test Coordinator daily.

• 54. Form L-6A accompanies materials delivered to Test Administrators for the consolidated group and is returned to the Building Test Coordinator daily.

Required Forms• 55. Form L-6B accompanies extra materials returned to the Building Test Coordinator prior to

the beginning of each subject-area test. Building Test Coordinators who prepare the L-6 forms based on the number of students on each Test Administrator’s roster will utilize this form to account for unused materials removed from the Test Administrator’s inventory prior to testing. This form will NOT be necessary for Building Test Coordinators who distribute the exact number of materials based on the actual number of students present in the room on the morning of testing.

• 56. Form L-7 accompanies Test Administrator’s Manuals, calculator practice booklets, and calculators delivered to the Calculator Practice Instructor and returned to the Building Test Coordinator after each session.

• 57. Each Calculator Practice Instructor must complete Form L-8 by having each student sign the form at the beginning of each calculator practice session. The Building Test Coordinator will return this form to the System Test Coordinator.

• 58. Form L-9 will be completed if any calculators are found to be defective.• 59. Lowry will deliver the Answer Document Count Verification form to each System Test

Coordinator when AHSGE materials are delivered. This form has been revised to verify the number of answer documents each system is submitting for scoring.

•

Required L FormsThese forms must be submitted by the Building Test Coordinator to the System Test

Coordinator:• Form L-3—High School Update of Staff Assignments for Administration of the

AHSGE• Form L-4—LEA Report of Training Activities (for school level training)• Form L-6—Test Administrator Receipt and Return of AHSGE Testing Materials• Form L-6A—Test Administrator Receipt and Return of AHSGE Testing Materials

(Consolidated Group)• Form L-6B—Test Administrator Return of Extra AHSGE Testing Materials• Form L-7—Calculator Practice Instructor Receipt and Return of Test

Administrator’s Manual, Calculator Practice Booklets, and Calculators• Form L-8—School Attendance Report for the Calculator Practice Session• Form L-9—School Report of Defective Calculators• Form L-10—Monitoring of an AHSGE Administration• Irregularity Reports• Daily Attendance Rosters• Seating Charts

Required Forms • 55. Form L-6 accompanies materials delivered to the Test

Administrators and returned to the Building Test Coordinator daily

• 56. Form L-6A accompanies materials delivered to Test Administrators for the consolidated group and is returned to the Building Test Coordinator daily.

• 57. Form L-6B accompanies extra materials returned to the Building Test Coordinator prior to the beginning of each subject-area test. Building Test Coordinators who prepare the L-6 forms based on the number of students on each Test Administrator’s roster will utilize this form to account for unused materials removed from the Test Administrator’s inventory prior to testing. This form will NOT be necessary for Building Test Coordinators who distribute the exact number of materials based on the actual number of students present in the room on the morning of testing.

Required Forms • 58. Form L-7 accompanies Test Administrator’s Manual,

calculator practice booklets, and calculators delivered to the Calculator Practice Instructor and returned to the Building Test Coordinator after each session.

• 59. Each Calculator Practice Instructor must complete

Form L-8 by having each student sign the form at the beginning of each calculator practice session. The Building Test Coordinator will return this form to the System Test Coordinator.

• 60. Form L-9 will be completed if any calculators are found to be defective.

RETURN to Research and Development

Returning Testing Materials to the System Test Coordinator

• 60. As soon as testing is over in the school, the Building Test Coordinator will return all testing materials to the System Test Coordinator.

• 61. The Test Administrator and Proctor must account for all scratch paper. Students may not remove scratch paper from the room.

• 62. Before returning materials each day, the Building Test Coordinator should separate used answer documents from test booklets, unused answer documents, and used scratch paper.

• 63. Booklets must be placed in numerical order before the boxes are sealed.

• 64. Monday through Thursday, the used answer documents and unused answer documents (if necessary) should be placed with rosters for the next day’s test. All answer documents must be returned to the System Test Coordinator each day.

• 65. On Monday, the periodic tables from any used science (not biology) booklets must be returned with materials. On Thursday, the mathematic reference pages from any used mathematics booklets, calculators, and calculator practice booklets must be returned with materials.

• 65. On Friday, the used answer documents should be separated into the following groups: • public school students• homeschooled students• nonpublic school students• students from other systems.

Returning Testing Materials to the System Test Coordinator

• 67. The answer documents for each group should be alphabetized, checked against the school rosters of students eligible for testing, counted, and placed in envelope(s) provided by Lowry.

• 68. A school header should be placed in the first envelope for each group of answer documents. No matter how small the group, more than one group may NOT be placed in a single envelope.

• 69. A red label (see Figure 2, page AHSGE-50) should be placed on each envelope containing answer documents to be scored, and the name of the school should be printed in the appropriate space.

• 70. All voided answer documents must be placed in a separate envelope marked “Confidential Information” and addressed to Mrs. Billie Thompson at the SDE. Lowry will pick this envelope up at the same time the used answer documents are collected for scoring.

• 71. The envelopes containing answer documents from ALL schools, including public schools within the system, private schools, homeschools, and students tested from other systems, should be counted and numbered consecutively.

– This will allow Lowry to account for the total number of envelopes submitted by the system.• 72. In the spaces for number of envelopes submitted by the school, the envelopes containing answer documents

should be numbered consecutively for each school.• Each public school within the system will be totaled and numbered separately for that school (Envelope 1

of ___, 2 of ___, etc.). • The envelopes containing homeschool answer documents should be numbered 1 of 1.• The envelopes containing answer documents from each nonpublic school should be numbered 1 of 1.• The answer documents containing answer documents from each public school from another system

should be numbered 1 of 1 in the space for school envelope•

Headers• 74. One school header for each public school within the system has

been preprinted and pre-slugged with “school” and “system” information (page AHSGE-51). Generic school headers have been provided to use for each nonpublic school with students taking the test, homeschooled students taking the test, and any Grade 13 students from another system taking the AHSGE in your LEA.

• 75. The header sheet and answer document for a Grade 13 student should contain the names and codes of the last school/system the student attended.

• 76. When returning the answer documents with a preprinted and pre-slugged header, the Building Test Coordinator will include the “Number of Answer Documents” being returned to the Scoring Center. The number must be right justified.

• 77. Any grade 13 student who last attended the public school where he/she is testing will be included in the count for that school.

Headers• 78. A generic header will be used if there are any errors in the pre-slugged

information, or if a preprinted and pre-slugged header is not available.• 79. The System Test Coordinator will complete one school header for each

private school. The school code for the first private school is 8010. If students from more than one private school are taking the test, 10 must be added to the previous private school code for each additional private school.

• 80. The System Test Coordinator will complete one school header for all homeschooled students taking the test. The school code for homeschooled students taking the test is 8888.

• 81. The public school number must not be included on the nonpublic school headers.

• 82. The public school system number must be included on each nonpublic school header.

• 83. Each header for a Grade 13 or Grade 14 student from another system must be correctly gridded with the system and school numbers for the other system and school. The student’s answer document must match the header.

Packaging Materials to Be Returned for Scoring

• Each Building Test Coordinator must package alphabetized answer documents in white envelopes provided by Lowry. The header should be placed in envelope one.

• A red bar-coded label should be placed on each envelope containing answer documents to be scored. Each envelope should be numbered. See Figure 2, page AHSGE-49.

• Place any defective calculators in a plastic Ziploc bag. • Place used mathematics reference pages in an envelope and write “mathematics reference pages” on the outside

of the envelope. • Place used periodic table pages in an envelop and write “periodic table pages” on the outside of the envelope. • Place copies of irregularities and voided answer documents in an envelope and write “confidential information”

on the outside of the envelope. • Return the following materials to the SDE at the pickup site: • o Form S-3 (provided by SDE when materials are delivered) • o Answer Document Count Verification Form • o All test booklets placed in numerical order and sealed in original boxes • o Defective calculators • o White envelope(s) containing used answer documents • o White envelope(s) containing used mathematics reference pages • o White envelope(s) containing used periodic table pages • o White envelope(s) containing copies of irregularities and voided answer documents • o Talking calculators • o Large-print calculators

Packaging Materials to Be Returned for Scoring

• 84. Number the envelopes from all groups containing answer documents to be scored consecutively for the system, and record the numbers on the red bar-coded labels (Envelope 1 of ___, 2 of ___, etc.). Envelopes for the public school(s) within the system, homeschooled, nonpublic schools(s), and for the public school(s) from another system should be included in the total envelopes. See Figure 2, page AHSGE-50.

• 85. Place used mathematics reference pages in an envelope and write “mathematics reference pages” on the outside of the envelope.

• 86. Place voided answer documents in an envelope and write “Confidential Information for Maggie Hicks” on the outside of the envelope. Include copies of Irregularity Reports explaining the reason for each voided answer document.

• 87. In addition to the items listed above, return the following materials to the SDE at the pickup site: Form S-3; all test booklets placed in numerical order and sealed in original boxes; all calculator practice booklets sealed in original boxes; talking calculators; and large print calculators.

• 88. Check the pickup schedule on pages AHSGE-61-62.

Storage and Destruction of Testing Materials• 89. Prior and during testing, all materials must be stored in a secure central

location in the LEA. • 90. After testing, all test booklets, used answer documents, voided answer

documents, reference pages, large print calculators, talking calculators, and irregularities discussed with SDE personnel must be returned to the SDE.

• 91. DAILY – Test Administrators must return to the system test coordinator all attendance rosters, seating charts, documentation forms, and copies of irregularities on file.

• 92. Test Administrator’s Manuals (Revised 2013), unused answer documents (Revised 2013), unused envelopes, and regular calculators must be stored in a secure storage central location in the LEA.

• 93. Headers should be destroyed after receiving and inventorying reports.• 94. No test booklets should be destroyed locally.

AHSGE Individual Reports and Student Labels

• 95. The Superintendent should receive hard copies of individual reports and student labels from the spring administration on May 3, 2013.

• 96. Revised individual reports and student labels will NOT be created for students whose answer documents are hand scored.

• 97. Review the reports immediately and notify Cathy C. McNeal, Ed.D. 256 428 6966, if an error is noted.

AHSGE Potential Matching• 95. After each administration, new data is loaded into the database

and matched by DRC against the current student database. For any new data that does not match an existing student, potential student matches will be posted on the eDirect site (https://al.drcedirect.com). The potential matchback list for fall 2013 will be posted on October 9; matches must be completed by 5 p.m. on October 15, 2013.

• 96. Authorized persons will enter their eDirect user IDs and passwords to view lists of potential student matches.

• 97. After careful examination, the list of potential matches will be submitted with any matches marked.

• 98. Confirmed matches will be updated in the database.

https://al.drcedirect.com/

AHSGE Reports on eDirect• 99. The system will not receive a hard copy or an electronic file of any data posted on

the eDirect site; therefore, all data must be saved electronically or printed. • 100. The System Test Coordinator must have a Security and Confidentiality Statement

signed by any official within the system authorized to have access to the data on the web.

• 101.Dates reports will be posted on eDirect are as follows:– The student list report (non-cumulative for all students tested during the fall 2013 administration), non-

mastery list (non-cumulative for students failing each subject-area test during the fall administration), and non-mastery summary (non-cumulative for all students tested during the fall administration) of the graduation examination will be posted on October 14.

– The school data file and system data file (non-cumulative for all students tested during the fall administration) in text and CSV formats will be posted on October 17.

– The cumulative student list reports for the fall administration will be posted on October 23.

AHSGE Individual Reports and Student Labels

• 102. The Superintendent should receive hard copies of individual reports and student labels from the fall administration on November 1, 2013.

• 103. Revised individual reports and student labels will NOT be created for students whose answer documents are hand scored.

• 104. Review the reports immediately and notify Dr. Cathy McNeal at 256 428 6966 if an error is noted.

AHSGE Distribution of Individual Student Results

• 105. Students and parents/guardians must be notified of graduation examination results in a timely manner. – Letters sent to students who fail any subject-area test must be signed by

the student and the parent, returned to the school, and placed in the student’s cumulative folder.

– It is strongly recommended that the LEA require a parent conference for any student who has failed any subject-area test.

– Web results for fall AHSGE will be available online on October 14, 2013.

• 106. One copy of the individual student report must be placed in the student’s cumulative folder.

• 107. One copy of the label must be placed on the student’s permanent record/transcript card.

Student/Parent Request for Rescoring

• 108. There is a charge of $215 per student for rescoring subject-area test(s) of the graduation examination.

• 109. The System Test Coordinator should make the request by submitting the Application for Rescoring form. See page AHSGE-51.

System Request for Rescoring • 110. If it is determined that the missing or incorrect results for a

student are due to the student marking in the wrong section of the answer document, the Request for Rescoring (System Error) form must be completed. See page AHSGE-54.

• 111. The System Test Coordinator must send the Request for Rescoring (System Error) form with the attached documents to the SDE:

• Form L-4 LEA Report of Training Activities showing that the Principal, Building Test Coordinator, Test Administrator, and Proctor attended the training session(s) for the FALL 2013 AHSGE.

• Copy of seating chart for the room in which the student tested (names and booklet numbers should be clear).

•

AHSGE Final Status and Group Reports

• 112. The Final Status Report and Group Report for Spring 2013 was generated and posted on the eDirect site on June 24, 2013.

• 113. These reports will remain on the eDirect site until spring 2014 reports are posted in June 2014.

• 114. The report includes students with a test history who were enrolled through spring 2013 in Grades 10, 11, and 12 (per the enrollment file) with a test history. The report shows demographic data and final status in all subjects for students with a test history.

• 115. LEAs should save an electronic copy or a hard copy of these files.

FALL 2013 AHSGE REPORTSOCTOBER 14, 2013• Student List Report• Non-Mastery List• Non-Mastery Summary

OCTOBER 17, 2013• School Data (Non-cumulative for all students tested during

the spring administration)

OCTOBER 23, 2013• Student List Report (Cumulative for all students tested

during the spring administration)

NOVEMBER 1, 2013• Hard Copy – Individual Report (Non-cumulative for each

student who FAILS one or more subject-area tests – 2 copies)

• Hard Copy – Student Label (2 copies)

AHSGE Checklist for Test Administrator and Proctor

• Prior to Exam• Be familiar with administrator’s manual.• Prepare test room so that all students face administrator. If tables are used, students must be seated on the side of the table facing the Test

Administrator. No students may be seated at ends of table or facing other students. Distance between students must be wide enough to allow Proctors to circulate during the examination without disturbing students.

• Make sure all instructional materials (bulletin boards) are covered prior to the test.• School personnel involved in administration of state testing may not use digital devices (including but not limited to telephones, cell phones,

MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) during test administration. Violations may result in disciplinary action/certification revocation. Additional disciplinary action may be taken by the LEA.

• All electronic devices, including computers located in the testing room, must be turned off before testing materials are brought into the room, and they must remain off until testing materials are removed from the room.

• Make sure all copiers, scanners, printers, telephones and other electronic devices have been disabled or removed from the testing room.• Have unused plain unmarked scratch paper and sharpened #2 pencils on hand. Graph paper is not permitted.• Test Administrator must count materials, verify the sequential numbering of test booklets, and sign the distribution form in the presence of

Building Test Coordinator.• Test Administrator must not unpack materials until Proctor is in the room.• Make sure all AHSGE Exams are FORM 3540.• Students may bring #2 pencils into the testing room. No highlighters, pens, rulers, or other devices are allowed in the testing room.• Do not allow students to bring calculators, calculator watches, textbooks, backpacks, or other bags into the room. Students may use the

calculators provided by the State Department of Education (SDE) on the mathematics test only.• Do not allow students to bring cell phones or any other electronic device into the test room.• Do NOT admit any student whose name does not appear on your roster without instructions from Building Test Coordinator.• Using the roster provided by the Building Test Coordinator, prepare a seating chart prior to the morning of testing.


• Assign each student a seat. Students should not be allowed to select their own seats. Whenever possible, left-handed students should be seated in a separate row at the right of the test room (as viewed from the front of the room), or in the last seat of each row of right-handed students. Students must be seated according to the seating chart.

• No more than 35 students may be assigned to a Proctor. When more than one Proctor is assigned to a room, each Proctor must have a list of the names of students for which he or she is responsible and a seating chart indicating where each student will sit.

• Inform students that they may not write after test materials have been removed from their desks.• No relative of a student who is taking the test may serve as a Proctor or Test Administrator for that student. • No student or student teacher may serve as a Proctor or Test Administrator.• During Exam• Follow instructions in the manual for distributing materials. Materials, including test booklet, answer document, and

scratch paper, must be handed directly to the student. No materials may be passed down rows.• Booklet numbers must be recorded on the seating chart once testing begins.• The Building Test Coordinator will decide whether the Test Administrator and Proctor will complete the 10-digit Student ID

number on each answer document or the student will complete this section. • Directions on page 38 of the Test Administrator’s Manual were written with instructions for school staff to fill in the State

Student ID number. If the Building Test Coordinator has given instructions for students to complete their State Student ID number, the following verbal directions must be read:

• SAY: In the section labeled “STUDENT ID NUMBER,” print your 10-digit student ID number. Fill in the circle in each column that has the same number as the one printed in the box above it.


• The instructions for students to complete their State Student ID number may be inserted on page 7 of the Test Administrator’s Manual after the directions for the “Social Security Number.”

• If students complete their State Student ID number, staff members must check answer documents to ensure that numbers are correct as listed in INOW.

• The graduation exam is not timed.• Students may write in their books.• If a student requests scratch paper, it is the responsibility of the Test Administrator to furnish plain

unmarked paper. • Make sure each student has printed his/her name on the front of the test booklet. This is imperative

when Test Administrators are consolidating rooms and accounting for materials at the end of testing.• Read the directions for each subject test VERBATIM from the Test Administrator’s Manual.• Monday, September 16, 2013—Language Test• Tuesday, September 17, 2013—10-minute calculator practice and Mathematics Test• Wednesday, September 18, 2013—Reading Test • Thursday, September 19, 2013—Social Studies Test• Friday, September 20, 2013—Biology Test – Moved to September 23, 2013 due to ½ day on Sept. 20

AHSGE Checklist for Test Administrator and Proctor• The possession of a digital device (including but not limited to cell phones, MP3 players, cameras, or other

telecommunication devices capable of capturing or relaying information) is strictly prohibited during the administration of a secure test. School personnel will collect such devices before students can enter the testing room. If a student is observed in possession of a digital device during the administration of a secure test, the device will be confiscated.

• If a student is observed using a digital device during the administration of a secure test, testing for the student will cease, the device will be confiscated and is subject to search, the student will be dismissed from testing, and the student’s test will be invalidated. Additional disciplinary action may be taken by the LEA.

• Make sure the Proctor walks around the room to assist students in completing demographic information.• At the beginning of the test, make sure each student is marking in the appropriate section of the answer document. AS

SOON AS STUDENTS BEGIN MARKING ANSWERS, LOOK AT EACH ANSWER DOCUMENT INDIVIDUALLY. This procedure is IMPERATIVE!

• Although the students may write in their test booklets, you must provide each student with plain unmarked scratch paper.• Have the Proctor pick up and check test materials as each student completes the test. Materials include test booklet,

answer document, and scratch paper; in addition to these items, Monday’s materials will include a MATH REFERENCE PAGE for each student.

• Be familiar with the dismissal procedures.

• •


• After First 90 Minutes of Testing• Take up test materials of any students who have not completed the test.• After accounting for all test materials, dismiss students who have completed

the test if your school has assigned places for these students to go. Otherwise, these students will take a brief restroom break and return quietly to the testing room until rooms can be consolidated.

• Make sure test materials are not accessible to students as they leave the room.• Do not leave test materials unattended at any time.• Allow students who have not finished to take a restroom break.• Warn students that they may not talk during break. A monitor must

accompany students to restroom.• When students return from break, redistribute materials and restart the exam.


• Checking Test Materials• As you take up the materials, check each answer document carefully. Incorrect gridding may cause delay of system’s results. If any information is

incorrect or omitted, the student’s test results may not be linked to the attendance file or records in test history, resulting in incorrectly printed labels.Full Legal Name (Last, First, MI)

– System Name (printed)– School Name (printed)– Date of Birth (Month/Day/Year)– Social Security Number– State Student ID Number– AHSGE Form 3560– Grade (as it appears in INOW)– Sex

• After all testing is complete, the Test Administrator or Building Test Coordinator will complete the Special Codes section for any student who was tested using one or more of the approved accommodations. Circles should be gridded for only those subject areas on which the student received accommodations.

• Make sure the name of the school which the student currently attends is printed in the school name box. • Alphabetize answer documents, verifying that you have one for each student who tested. Include any answer documents for students who were

absent but who had answers recorded for a previous test.• Place test booklets in numerical order.• At the end of the mathematics test, place all mathematics reference pages from used tests on top of test booklets. These will be packed separately

when books are returned.• Return all scratch paper to the Building Test Coordinator.• Complete an Irregularity Report for any irregularity that occurs during the test administration. All irregularities must be submitted to the System Test

Coordinator.


• During Second 90 Minutes of Testing• Follow specific instructions from your Building Test Coordinator and Principal. If your school has an

assigned area away from testing, students who complete the test during the second 90 minutes of testing may be quietly dismissed after their test booklets, answer documents, scratch paper, and other materials have been collected and checked. If you do not have a place for students to report, keep the students in the room until you have consolidated rooms.

• Once the Building Test Coordinator has determined that remaining students may be consolidated into one group, complete the Test Administrator Receipt and Return of Graduation Examination Testing Materials (Consolidated Group) form for these students.

• Take up the test materials for each student, making sure the student’s name is on BOTH the test booklet and the answer sheet. The answer sheet and scratch paper should be placed inside the test booklet.

• The Proctor should escort these students to the consolidated testing room and deliver to the Building Test Coordinator the Test Administrator Receipt and Return of Graduation Examination Testing Materials (Consolidated Group) form and test materials for these students.

• Once students from all rooms are seated, the Proctors from the various testing rooms should assist the Test Administrator in redistributing test materials.

• After all students and materials have been accounted for, students may resume testing.


• Consolidated Test Room• In consolidated rooms, one Proctor is required for each group of 35, two Proctors will be required for 36 to 70 students, three

Proctors will be required for 71 to 105 students, etc.• If students are still testing at the end of the second 90 minutes, notify the Building Test Coordinator so that a decision can be

made concerning a lunch break for students.• If students need a lunch break, they must be monitored by a Proctor during the break. They will not be allowed to eat with the

other students. Remind students that talking is not permitted. • At the end of the break period, redistribute test materials and restart the exam.• Although it is rare that a student might need additional time at the end of the testing day, this accommodation may be granted

by the SDE if warranted. Since a student would never be allowed to return to items that have been viewed, it is imperative that Test Administrators and Proctors observe closely those students who have not completed testing by the end of the second 90-minute session.

• At the beginning of the third 90-minute session, any student, who in the opinion of the Test Administrator or Proctor may not finish the test by the end of the day, should be notified by the Test Administrator that if the SDE allows additional day(s) for testing that the student will not be allowed to go back to previous questions on the test.

• At the end of testing, place booklets in numerical order and answer documents in alphabetical order. Place all scratch paper in the Ziploc bag or folder provided.

• Inventory materials and check the Test Administrator Receipt and Return of Graduation Examination Testing Materials and the Test Administrator Receipt and Return of Graduation Examination Testing Materials (Consolidated Group) forms.

• Return materials to the Building Test Coordinator.

AHSGE Permission to Continue Testing At the End of the Testing Day

• Although it is rare that a student might need additional time at the end of the testing day, this accommodation may be granted by the SDE if warranted. – Since a student would never be allowed to return to items that have been viewed,

it is imperative that Test Administrators and Proctors observe closely those students who have not completed testing by the end of the second 90-minute session.

• At the beginning of the third 90-minute session, any student, who in the opinion of the Test Administrator or Proctor may not finish the test by the end of the day, should be notified by the Test Administrator that if the SDE allows additional day(s) for testing that the student will not be allowed to go back to previous questions on the test.

•

AHSGE Returning Materials• At the end of testing, place booklets in numerical order and answer

documents in alphabetical order. Return all scratch paper with test booklets and answer documents.

• Inventory materials and check the Test Administrator Receipt and Return of Graduation Examination Testing Materials and the Test Administrator Receipt and Return of Graduation Examination Testing Materials (Consolidated Group) forms.

• Return materials to the Building Test Coordinator.

Alabama High School Graduation ExamDuties of Principal

• Takes responsibility for all Student Assessment Program activities in the school, including test security, instruction, administration, remediation, and written documentation.

• Ensures that all students attending the public school assigned to the Principal are included in the Student Assessment Program.

• Appoints a Building Test Coordinator to coordinate the testing program.• Attends all training sessions concerning the graduation examination,• Ensures that every student taking the mathematics subject test of the AHSGE will have the opportunity to

attend at least one calculator practice session during the week prior to the exam.• Supervises all Student Assessment Program activities to ensure test security.• Creates an atmosphere in which all staff members know that their cooperation is needed and expected for

success.• Ensures that no relative of a student who is taking the test serves as a Proctor, Test Administrator, or

Monitor for that student.• Ensures that no student (including college intern) handles testing materials.• Ensures that all eligible students are notified of the dates and times of exams.• Ensures that students of special populations are tested and accommodated according to their IEP, I-ELP, or 504

Plan.• Ensures that proper documentation for students with accommodations is provided to the building test

coordinator.


• Takes a leadership role in an assessment orientation session for students. In the orientation session, the principal must

– Emphasize importance of the test(s).– Encourage students to get ample sleep and eat proper breakfasts during week of testing.– Make a statement concerning cheating and other misconduct.– Inform students of the way entering and leaving the room will be handled during testing.– Discuss each testing day’s schedule with students.– Assign students to testing rooms.– Allow time for students’ questions.– Make the following announcements:

• Students must bring two sharpened No. 2 pencils to the testing room each day.• Students must not bring backpacks or calculators into testing room.• Students must not bring cell phones or other electronic devices into testing room.• Breaks will be scheduled according to dismissal procedures.• During breaks (including lunch breaks), students cannot talk, study, or read any materials.• Students may bring reading material to use after completing the test; however, reading materials must

NOT be related to the subject area being tested.• After completing the test each day, students will NOT be allowed to write on anything while in the test

room.


• Ensures a proper testing environment, which must include adequate space, proper lighting, good ventilation, sufficient number of desks in good repair, room arranged with all students facing the Test Administrator, etc.

• Remains or appoints a designee to remain in the building during the duration of the test each day.• Ensures that testing rooms are free of interruption (e.g., intercom messages, visitors, bells).• Ensures that no one, including the Principal, enters the testing room once testing begins.• Reports emergency situations to the System Test Coordinator and works with the System Test Coordinator,

Building Test Coordinator, Test Administrators, and Proctors regarding emergency situations.• Ensures reporting of test irregularities.• Determines dismissal procedures.• Works with the System Test Coordinator to ensure that only the Principal and Building Test Coordinator

have keys to the secure storage area within the school. Any exceptions must be approved by the SDE.• Works with the System Test Coordinator to ensure that only authorized persons have the password/user

codes to access secure student data from the Web for each school. Any exceptions must be approved by the SDE.

• •

• Scheduling for AHSGE• Administers tests according to state testing schedule.• Schedules tests to begin during the morning part of the day.• Prepares schedules for students not taking the exam to avoid disturbing students being tested,• Makes sure students taking the AHSGE have no other tests scheduled during the testing week.• Prepares school calendars in advance to eliminate events that would distract students (homecoming, prom, cheerleader tryouts, band concerts, drama

productions, etc.).• Preparing Test Rooms• Posts Testing—Do Not Disturb signs on doors.• Ensures testing conditions of each room.• Makes sure desks have proper writing space.• Makes sure student desks (or chairs if tables are used) are spaced to discourage cheating.• Ensures that chalkboards, posters, and bulletin boards do not reflect the information being tested.• Ensures that seats in test rooms are set up so that ALL students face the Test Administrator.• Makes sure Test Administrators provide seating charts and that students are assigned seats in the test room.• Monitoring Test Rooms• Monitors at least one session of the AHSGE during the school year.• Understands duties of the monitor, which are as follows:

– Attends training sessions.– Enters the room before testing begins.– Remains seated in the room during the entire testing times.– Observes during testing to see that all procedures are followed.– Completes monitoring form.– Reports testing irregularities.

• Managing Results• Ensures that electronic copies of results from Web site are downloaded and saved.• Ensures that students and their parents/guardians receive results in a timely manner.• Ensures that individual student labels are placed on cumulative transcript cards and that copies of the individual student reports are placed in cumulative

transcript folders.• •

Test Security Policy • 1. To photocopy or in any way reproduce or disclose secure test items (including pilot materials) or student

responses before, during, or after administering the assessment.

• 2. To review, read, or look at test items or student responses before, during, or after administering the assessment, unless specifically permitted in the test administrator’s manuals.

• 3. To give students answers to test questions using verbal or nonverbal cues before, during, or after administering the assessment.

• 4. To alter student responses on answer documents.

• 5. To alter the test procedures stated in the test administrator’s manuals.

• 6. To allow students to use notes, references, or other aids unless the test administrator’s manual specifically allows.

• 7. To have in one’s personal possession secure test materials except during specified testing dates.

• 8. To allow students to view or practice secure test items before or after the scheduled testing times.

• 9. To make or have in one’s possession answer keys for secure tests.

• 10. To leave secure test materials in nonsecure locations and/or unattended by professional staff.

• 11. To fail to report a test security violation.

Proctors• No more than 35 students may be

assigned to a proctor.• When more than one proctor is

assigned to a room, each proctor must have a list of the names of students for which he or she is responsible and a seating chart indicating where each student will sit.

#2 Pencils ONLY in the Testing Room

• Students may bring #2 pencils into the testing room.

• NO highlighters, pens, rulers, or other devices are allowed in the testing room.

Standard Testing ProceduresSeating Charts• Seats MUST be arranged so that all students

face the test administrator. • Distance between students must be wide enough

to allow proctors to circulate during the examination without disturbing students.

• Students MUST be seated according to the seating chart.

• Students should not be allowed to select their own seats.

• Whenever possible, left-handed students should be seated in a separate column at the right of the test room (as viewed from the front of the room), or in the last seat of each column of right-handed students.

• Booklet numbers must be recorded on the seating chart.

Students can write in the Test Booklets

• The students may write in The students may write in the test booklets.the test booklets.

• If a student requests scratch paper, it is the responsibility of the LEA to furnish it.

• Students may NOT use highlighters.

SCRATCH PAPER• Scratch paper may be used for all

subject-area tests and should be distributed when a student requests it.

• All scratch paper MUST be collected with the student’s test booklet and answer document and RETURNED to the Building Test Coordinator to be SHREDDED immediately after each subject-area test.

Test Administrator Responsibilities and Duties

• The Test Administrator must check each answer document to ensure that the student has gridded the correct grade.

Emergency Situations• Provisions may be made for unusual or

emergency situations. Examples are school emergency situations, inclement weather, or a student who may require more than one day to complete a subject-area test. In the event such circumstances occur, the LEA’s Superintendent or the System Test Coordinator must contact the SDE for instructions immediately. All inquiries must be addressed to Assessment and Accountability.

General Policies for Students of Special PopulationsStudents with disabilities receiving special education services

Students with disability receiving 504 servicesLimited English Proficient/English Language Learners

• All students attending public schools in Alabama must participate in the Alabama Student Assessment program.

• All decisions regarding the AL Student Assessment Program for students of special populations must be made on a INDIVIDUAL BASIS.

Alabama State Department of Education Assessment Accommodations Checklist•

• Students with disabilities receiving special education services • https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_A_IEP_Electronic_Forms.pdf • • Students with disabilities receiving 504 services• https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_B_504_Electronic_Forms.pdf • • English Learner students• https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_C_EL_Electronic_Forms.pdf • • Standardization • Standardization refers to adherence to uniform administration procedures and conditions during a state

assessment. Standardization is necessary in order to produce valid and reliable information about student learning. Strict adherence to guidelines detailing instructions and procedures for the administration of accommodations is necessary to ensure test results reflect actual student learning.

• Guidelines for administering specific accommodations on state assessments can be found by referring to the following link:

• https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_D_Guidance_for_Accommodations.pdf.

•

https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_A_IEP_Electronic_Forms.pdf

https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_B_504_Electronic_Forms.pdf

https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_C_EL_Electronic_Forms.pdf

https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_D_Guidance_for_Accommodations.pdf

https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_D_Guidance_for_Accommodations.pdf

Alabama State Department of Education Assessment Accommodations Checklist•

• SDE Approval of State • In special situations where SDE written approval is required prior to the administration of the state assessment with accommodations, the LEA must make a

written request using the “Form Requesting Testing Accommodations Needing SDE Approval.” Additional documentation (prior practice documented in the IEP/504 Plan/I-ELP, documented proof of prior practice in the classroom on a regular basis, and documented proof of success of the accommodation) must be provided for the request to be processed. This form and documentation must be coordinated 12 through the STC within each LEA and submitted to the SDE no later than four weeks prior to the state assessment to be administered. The form can be found in Appendix E or by referring to the following link:

• https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_E_Requesting_SDE_Approval_Form.pdf. • • The following link to ACT’s Alabama State Testing Web site: • http://act.org/aap/alabama/act.html has been included to connect directly to the application form to be completed and submitted to ACT when seeking

approval for an ACT APPROVAL ONLY accommodation as well as to provide additional information regarding the ACT accommodations process. • Note: For accommodations requiring ACT approval, the ACT approval or denial letter must be attached to this form.

• A copy of the Test Security Policy can be found by referring to the following link: • https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_F_Test_Security_Policy_Form.pdf. • • The Alabama State Department of Education provides educational data through the World Wide Web system as it relates to student assessment. This data

system contains confidential information about students including test scores and other personal information. This system is password protected and requires a user ID and an assigned password for access. The system is not for public use, and any student information from the system must not be disclosed to anyone other than a state, system, or school official as defined by the Family Educational Rights and Privacy Act of 1974 (FERPA).

• A copy of the Confidentiality Statement can be found in Appendix F or by referring to the following link: • https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_F_Test_Security_Policy_Form.pdf. •

https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_E_Requesting_SDE_Approval_Form.pdf

http://act.org/aap/alabama/act.html

https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_F_Test_Security_Policy_Form.pdf

https://docs.alsde.edu/documents/91/Special_Populations_Manual_Appendix_F_Test_Security_Policy_Form.pdf

Preparing Rooms for TESTING• A sign – TESTING DO NOT DISTURB – must be placed on

the door of each testing room.

• Each testing room should be well lighted, well ventilated, free from crowding, and quiet.

• Desks should have adequate writing space and be in good repair.

• If tables must be used, students must be spaced to discourage cheating.

• All chalkboards in testing rooms should be erased.

• Posters and bulletin boards must not reflect any information that is being tested (COVER THE BOARD WITH PAPER).

Preparing Rooms for TESTING• Seating arrangements will ensure that all students are

FACING the Test Administrator with desks spaced as far apart as possible.

• A seating arrangement that discourages copying is

more effective than a warning against copying. • Students MUST have assigned seats; do not allow

students to select where they sit. DO NOT POST Seating Chart.

• Testing in the lunchroom where interruptions and noise are common, is not recommended.

• Proper seating accommodations should be made for left-handed students if necessary.

Entering the Testing Room LATE• A student who arrives AFTER

testing has begun may enter the testing room at a regularly scheduled break and begin testing.

• DO NOT DENY STUDENTS THE OPPORTUNITY to take the AHSGE.

Allows breaks according to Dismissal Procedures

• Allows breaks according to Dismissal Procedures– Handbook of Administrative Procedures for the AHSGE.

• NO breaks until after 90 minutes from the start of the test.

• DO NOT TAKE a BREAK before 90 minutes of testing.

Reading Materials• A student may bring reading material to the testing

room. The reading material should not be related to the subject-area being tested.

• Reading material must be placed under the desk until the student completes the subject-area test.

• After the test booklet, answer document, calculator (mathematics subject-area test), reference page (mathematics or science), and scratch paper have been collected from the student, reading material on the desk is acceptable.

• NO WRITING by students should be allowed after the completion of testing.

Emergency Situations• Tornado Warning, Power Failure, Bomb Threats, etc., the

Principal is responsible for whatever action is necessary.

• If students need to be evacuated, the Test Administrators and Proctors will be in charge of the evacuation.

• Test administrators should direct the students to put their answer documents and scratch paper inside their test booklets.

• The Proctors should collect test booklets with answer documents and scratch paper inside at the door as their students leave the testing room.

• Students should proceed calmly, following established local procedure for emergencies.

• The principal will contact the System Test Coordinator who, in turn, will contact the SDE for instructions.

Entering & Leaving the Testing Room LATE

A student who arrives AFTER testing has begun may enter the testing room at following these guidelines. .

A students who arrives at school after testing has begun many A students who arrives at school after testing has begun many enter the testing room at a scheduled break and begin testing.enter the testing room at a scheduled break and begin testing.

If a student must leave the testing room for any reason other If a student must leave the testing room for any reason other than MISCONDUCT, (e.g., illness,) he/she may reenter the than MISCONDUCT, (e.g., illness,) he/she may reenter the testing room to resume testing after the scheduled break. If a testing room to resume testing after the scheduled break. If a student is unable to resume testing, contact Dr. McNeal for student is unable to resume testing, contact Dr. McNeal for further instructions.further instructions.

During the time a student is OUT of the testing room, he/she During the time a student is OUT of the testing room, he/she must be in a supervised area, isolated from other students.must be in a supervised area, isolated from other students.

Students should be dismissed from the testing room according Students should be dismissed from the testing room according to the directions given in the Dismissal Procedures.to the directions given in the Dismissal Procedures.

DO NOT DENY STUDENTS THE OPPORTUNITY to take the AHSGE.

Pupil Misconduct During Testing

• If a student disturbs others and prevents them from doing their best work, the Proctor should warn the student.

• The second time a student disturbs others, he/she should be separated from the other students.

• Should the student disrupt testing a third time, the student will be excused from the testing area and his/her answer document will be collected.

• The SDE should be notified and an Irregularity Report should be submitted to the SDE. The answer document will be scored even though the test may not have been completed.

• Cheating – The Principal should report the incident. Cheating – Invalidates the test – MOVE the student to another seat.

Leaving the Testing Room• If a student has to leave the testing room for any

reason other than MISCONDUCT, e.g., illness, he/she may reenter the testing room to resume testing after the scheduled break. If the student is unable to resume testing, contact Dr. C. McNeal, HCS Test Coordinator.

• During the time a student is OUT of the testing room, he/she must be in a SUPERVISED AREA, isolated from other students.

• Students should be dismissed from the testing room according to the directions given in the Dismissal Procedures.

Dismissal procedures • The test should be administered during the

morning.

• The graduation examination is not timed: most students will finish each subject-area test in approximately 2½ hours.

• A 3 hour period should be scheduled for each subject-area test with provisions made for students who require a more time. The tests should be administered during the morning.

• Read – Dismissal Procedures (AHSGE Administrative Procedures Handbook).

AHSGE Spring 2013 Monitors• Shelia Roby

– Pinnacle• Michelle Stovall

– Huntsville High School • Donna Clark

– Johnson High School • Rachel Turner

– Grissom High School • Janice Pruitt

– Lee High School • Linda Lykins

– Butler High School • Paula Pippen

– Columbia High School • Rachel Turner

– New Century High School

CHEATING During Testing• If a student is suspected of giving or

receiving assistance on the test, he/she should be separated from other students.

• The student should be WARNED of possible consequences and allowed to finish the test.

• If it is determined by the LEA (PRINCIPAL) that cheating occurred, the SDE should be notified and a complete description of the incident and a request that the answers for the subject be invalidated should be sent to the SDE.

• The SDE will VOID the test results.• Any other student disciplinary action is the

responsibility of the local school. • Under NO circumstances should any answer

document be destroyed locally.• ALL used answer documents must be

returned to the SDE.

Don’t Get Behind the Eight Ball with the SDERecent SDE Monitoring of HCS – Please work with Test Administrators and

Proctors to remedy these type of problems in administering the AHSGE

The SDE found the following situations: • Proctors did not keep a close watch over

assigned students and did not follow the role description.

• Disruption during the test administration from intercom message, visitors, bells, wandering students, or playground noises.

• Proctor gave students a break BEFORE the 90 minute break.

HCS TEST SECURITY PLAN filed with the SDE

• The materials are disseminated to and collected from the Building Test Coordinators, who count all materials and sign inventory forms and who are ACCOUNTABLE for all materials in their schools.

• When testing materials are disseminated to or collected from the Building Test Coordinators and Test Administrators, the materials will be counted and required inventory forms will be used and signed.

• When Testing materials are not in use, they must be stored in a secure location.

• Provides specialized training designed to train our administrators and teachers to address their jobs in an effective manner to achieve accountability for Huntsville City School’s

students.• Provides each school with consistent, quantifiable data for gauging student academic

progress to reach annual measurable objectives for each grade level and achieve annual yearly progress.

Questions: [email protected]. Cathy McNeal, Director

HCS Research & Development • Phone 256 428 6966

• Fax 256 428 6967

mailto:[email protected]

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