explore and plan test administration in-service for principals and building level coordinators karen...

EXPLORE and PLANTest Administration In-Service

for Principals and Building Level

Coordinators

Karen CanterburyCounty Test Coordinator

October 21, 20081

Changes for 2008-09

Name changes for EXPLORE and PLAN manualsEXPLORE/PLAN Administrator’s Handbook

changed to EXPLORE/PLAN Test Supervisor’s Manual

EXPLORE/PLAN Directions for Testing changed to EXPLORE/PLAN Room Supervisor’s Manual

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Changes for 2008-09

EXPLORE answer folders will not be pre-gridded; instead pre-ID labels will be provided.

EXPLORE Student Report will resemble PLAN Student Report and have item-response.

No Customer Order Confirmation Forms.

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Changes for 2008-09

New forms in EXPLORE/PLAN Administration ManualsRequired

Timing Verification Form (Appendix 11) and Testing Irregularity Form (Appendix 12)

Checklist (Appendix 13)

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Changes for 2008-09

Schools keep large-print and braille test books.

Additional EXPLORE and PLAN school and county reports.College Readiness Standards ReportItem-Response Summary

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Calendar of Testing Activities

Test Materials Distributed to Schools

October 21, 2008

Testing Window October 27-31 and November 3-7, 2008

Answer folders returned to CTC

No later than November 10, 2008

CTC mails answer folders to ACT

November 12, 2008

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Test Materials

EXPLORE/PLAN Test Supervisor’s Manual EXPLORE/PLAN Room Supervisor’s Manual EXPLORE/PLAN Instructions for Completing

Your Answer Folder EXPLORE/PLAN test booklets and answer

folders Why Take EXPLORE? Why Take PLAN? EXPLORE/PLAN pre-ID labels

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Report Discrepancies

If you find discrepancies in the number of test materials received versus the packing slips, contact Karen Canterbury immediately.

Call 235-7212 or e-mail krcanter@access.k12.wv.us

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EXPLORE and PLAN UpdatePre-ID bar codes

Principal/Building Level Coordinator manually grids student information on blank EXPLORE or PLAN answer folder for any student without a pre-ID label

WVEIS ID numbers are left justified. No special status codes are to be gridded.

After testing is completed, keep ALL test booklets, including large-print and braille, in secure storage at school.

Do not destroy unused answer folders. Return them to the county test coordinator.

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Delivery of Test Materials to Schools

Testing materials will be signed out to the schools at the conclusion of the principal’s/building level coordinator’s test administration training.

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Securing Test Materials

Keep the test booklets and answer folders in a secured, locked central location when not being used during testing sessions. 14

After Administration

Return to the county test coordinator:Completed school header sheet with ACT

school number Answer folders to be scored (put in unsealed

scoring envelope)Answer folders not to be scoredTest Irregularity FormsScribe Verification Forms

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Training Any individual who administers, handles or has

access to secure test materials at the county or school shall complete training in secure materials, test procedures and test administration.

Upon completion of training the individual must sign a Secure Materials and Test Procedures Agreement and a Verification of Training form to remain on file in the appropriate office each year.

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Training

ALL Principals/Building Level Coordinators must be trained by the County Test Coordinator.

A Principal/Building Level Coordinator at a large school may designate ONE Assistant Building Level Coordinator who must be trained by the Principal/Building Level Coordinator.

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Principal/Building Level Coordinator’s Responsibilities

Provide training for ExaminersAssure requirements of Policy

2340 are honoredManually grid WVEIS ID

numbers and student information for students without pre-ID labels

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Principal/Building Level Coordinator’s Responsibilities

Reconcile the number of test booklets and answer folders returned by the Examiner after testing with the number assigned to the Examiner

Return all answer folders to County Test Coordinator

Monitor the assessment process19

Training of Examiners

Review West Virginia Board of Education Policy 2340 with Examiners – requirements for test security and testing code of ethics.

Review General Test Administration section of the EXPLORE or PLAN Administration Manual.

Review proper completion by students of the answer sheets/answer folders.

Review proper return of testing materials.

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Training of Examiners Instruct Examiners to read and follow all

standardized testing procedures as outlined in Test Supervisor’s Manual, Room Supervisor’s Manual and the Administration Manual for EXPLORE and PLAN.

Instruct Examiners that no test booklet may be removed from the room except to sign them back in to secure storage.

Instruct Examiners not to disclose the contents of the academic tests of EXPLORE or PLAN.

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Preparations in AdvanceNotify parents and students (EXPLORE or

PLAN Parent Brochure and letter from Dr. Paine).

Establish a block of time for test administration.

Establish a secure and locked location within the school for test booklets to be stored before and after daily testing.

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Preparations in AdvancePrepare the testing schedule.EXPLORE consists of four academic tests

limited to 30 minutes of working time for each test. A 3 to 5 minute break is to be given between tests 2 and 3.

The time limits for PLAN are English, 30 minutes; math, 40 minutes, reading, 20 minutes; and science, 25 minutes. A 3 to 5 minute break is to be given between tests 2 and 3.

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Preparations in Advance Establish testing rooms and Examiner assignments. Ensure that all Examiners are trained in the

following:All test security proceduresReporting procedures for any violation of test

securityPossible consequences of test or data security

violationsThe Testing Code of EthicsTest administration proceduresPreparation of classrooms for testingIEP/504/LEP Accommodations

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Preparations in Advance

After training, require School Personnel/ Examiners/Proctors/ Scribes to sign and return Secure Materials and Test Procedures Agreements and Verification of Training forms.

Prepare Examiners’ Testing Packets

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Preparations in Advance (cont’d)

Examiners’ Testing Packets should include:Room Supervisor’s ManualCalculators for the math test onlyTest Irregularity FormExtra Pencils and Erasers“Do Not Disturb” SignTesting rosterStudent test booklets and answer foldersDO NOT INCLUDE SCRATCH PAPER.

Students may write in their books for scratch paper. 26

Procedures for Preparing Test Materials Prior to Testing

Verify number of testing materials. Place the ID bar codes on the answer folders.Keep boxes to return materials to the County

Test Coordinator.Lock the test booklets in a safe

secure location before and after

testing.

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Requests for Additional Materials

The Principal/Building Level Coordinator should contact the County Test Coordinator with requests for additional materials or with any questions about materials.

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Principal/Building Level Coordinator Responsibilities During Testing

Check-in/check-out student test booklets and answer folders in a secure manner.

Create a make-up schedule for students who are absent.

Ensure that unnecessary distractions are reduced or eliminated during test administration.Public announcementsFire drillsRinging bells Cell phone/pagers

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Damaged, Defective or Contaminated Test Booklets or Answer Folders

The Principal/Building Level Coordinator will obtain an undamaged test booklet or answer folder from school overage or CTC.

Transcribe student responses to a clean answer folder.

Return the damaged or defective materials to the CTC. If contaminated, place in a sealed plastic bag.

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Return of Materials to County Test Coordinator

Verify that all test materials have been returned from Examiners.

Resolve any discrepancies before returning materials to the County Test Coordinator.

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Return of Materials to County Test Coordinator

Complete school header sheet (make sure ACT school code is gridded in).

Place used answer folders with student name face side up in mailing envelope. Do not seal the envelope.

Keep test booklets at school in a secured, locked location.

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EXPLORE and PLAN Training

Examiners Responsibilities Prior to Testing

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Prior to Testing Attend EXPLORE or PLAN Training for

Examiners. Sign Examiner’s/Proctor’s/Scribe’s Secure

Materials and Test Procedures Agreement and Verification of Training to be kept on file.

Read the 2008 EXPLORE or PLAN Administration Manual, Room Supervisor’s Manual and Instructions for Completing the Answer Folder.

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Prior to Testing Inform students and their parents of the test date and

the purpose of the test. Ensure each student is familiar with the types of

questions on each test. See http://act.org/explore/ and http://act.org/plan/ for sample questions.

Practice gridding answers as needed. Practice timed tests. Share test taking tips. Suggest students bring a quiet individual activity in

case they complete tests early. 35

Prior to Testing

Inform students of the kinds of calculators that may be used for the Mathematics Test.

All types of memory must be cleared prior to and after testing. Any programs or applications must be removed prior to testing.

Follow instructions on page 5 of the EXPLORE Administration Manual andpage 6 of the PLAN AdministrationManual for additional requirementson calculator use.

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Prior to Testing

Check-out test booklets and answer folders, and verify count.

Check to see that each student has a pre-ID label or that identifying information has been manually gridded on the answer folder.

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Before Testing Begins

Ensure that any specific content information pertinent to EXPLORE and/or PLAN is not displayed in the area during test administration.

Place a “DO NOT DISTURB” sign on the door during testing.

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Before Testing Begins

Students shall be seated facing the same direction during testing.

Desks/work areas are to be cleared of all booklets, papers and other materials.

Cell phones, watches with alarms or pagers are to be turned off

and placed under the student’s desk.

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Before Testing Begins

Show examples on the board of how to fill in answer circles correctly. Emphasize that students must make complete erasures.

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Before Testing Begins

Have at least two #2 pencils with good erasers for each student. Students do not need scratch paper; they may write in their test booklets.

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Examiner’s ResponsibilitiesMaintain security of testing materials.Honor the requirements of Policy 2340 (testing

security and testing code of ethics).Administer EXPLORE or PLAN under

standard conditions or with accommodations as required by IEPs, 504 Plans, or LEP Assessment Participation Documents.

Return ALL testing materials at the conclusion of testing to the Principal/Building Level Coordinator. 42

During Testing Read aloud verbatim the student directions. Circulate around the room to monitor student

progress on the test and to make sure students are marking the appropriate section of the answer folder.

Follow testing time limits strictly. Provide a 3 to 5 minute break between tests 2 and 3.

Document any problem(s) with student/group testing on the Testing Irregularity Report. Irregularities are events that disrupt two or more students. Irregularities that could invalidate the test must be reported as soon as possible to the Principal/Building Level Coordinator. 43

Standardized Conditions RequiredProper administration of tests plays an

integral part in the testing process and is vital to the accuracy of test results.

For the test results to support valid inferences, each Examiner will adhere to the conditions described in the Administration Manual, Room Supervisor’s Manual, and the Testing Code of Ethics in Policy 2340.

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Standardized Conditions RequiredAdministration

Examiners must be educators, approved employees of the state, county or RESA or an educator in a private/parochial school with a valid West Virginia teaching license.

Examiners shall be trained prior to test administration and shall sign a West Virginia Board of Education Examiner’s/ Proctor’s/Scribe’s Secure Materials and Test Procedures Agreement. 46

Standardized Conditions RequiredAdministration

“No secure test materials, questions, or student responses shall be retained, reproduced, paraphrased, or discussed in any manner” (WVBE Policy 2340).

Examiners shall study procedures/ directions prior to the day of testing.

Specific content information relevant to the test shall not be discussed.

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Standardized Conditions RequiredSetting

Students shall

-be tested at the grade level enrolled.

-be tested in settings with adequate lighting/ventilation.

-be seated facing the same direction.

-not use highlighters, markers, colored pencils, or pens on the test.

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Standardized Conditions RequiredSetting

Examiners and students shall turn off any cellular phones, watches with alarms or pagers during the testing period. Students shall place their devices under their seats.

Information related to EXPLORE or PLAN content shall not be displayed during testing.

Place a “Do Not Disturb” sign on the door of the testing room.

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Standardized Conditions RequiredTiming

Breaks shall be provided and adhered to as indicated in the schedule. Instruct students to not discuss the test during breaks or upon completion of testing.

Students are not to leave the room except to go to the restroom.

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Standardized Conditions RequiredPresentation

Instructions in the Room Supervisor’s Manual shall be followed precisely with the instructions in the shaded blocks read verbatim to the students.

Assistance to students shall be limited to the mechanical aspects of marking answers, clarifying scripted directions and finding the correct place to mark answers.

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Options to Standard Conditions The following are changes that may be provided

to any student participating in testing. A special plan is not required. These changes DO NOT alter what the test measures or how the test is scored or reported.Use of visual magnifying equipmentUse of audio amplification equipmentUse of place markers to maintain placeUse of graph paper to align work

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Options to Standard Conditions

Use of template (i.e., typoscope) to maintain place for responding

Underlining/circling key words/phrases in directions, text or stems

Use of color visual overlaysUse of a Scribe when a short-term

medical condition precludes the student from using the dominant hand to mark responses.

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Options to Standard Conditions

Provide adaptive furnitureProvide special lighting and/or

acoustics

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Returning Test Materials

Check in all sheets, test booklets, large print test booklets and/or Braille test booklets.

Return the Timing Verification Form.Return the Testing Irregularities Form(s) to the

Principal/Building Level Coordinator if an irregularity has occurred.

Submit list of absent students needing to be tested.

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EXPLORE and PLAN Training for Accommodations

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Accommodation

An accommodation is a change in the administration of an assessment, such as setting, scheduling, timing, presentation format, response mode or others, including any combination of these, that does not change what is intended to be measured by the assessment or the meaning of the resulting scores; an accommodation does not change the construct of the test.

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If a school does not provide the accommodations listed on the IEP, the results may be invalidated and the student will be retested.

If the teacher does not provide the accommodations, he/she is in violation of the IEP which is a legally binding document.

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The federal government requires documented monitoring of the WESTEST and APTA accommodations in Mathematics, Reading/Language Arts and Science for students with disabilities. Submitting a WVS.326 for EXPLORE or PLAN is not required, but the accommodations MUST be provided.

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Students with an IEP, Section 504 Plan or

Limited English Proficiency

ALL students are to participate in EXPLORE or PLAN in the grade level at which they are enrolled, except for those students who meet the criteria for participation in the West Virginia Alternate Performance Task Assessment (APTA).

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It is recommended that students with an IEP, Section 504 Plan, or limited English proficiency be assessed following the same testing schedule as their regular education peers.

These students are to receive all assessment accommodations as outlined in their IEPs, Section 504 Plans, or LEP Assessment Participation Documents. For additional information, refer to West Virginia Guidelines for Participation in State Assessments. 61

NOTE:

Unlike WESTEST, students who have oral testing are allowed to have the reading tests for EXPLORE and PLAN read to them.

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Presentation

Present directions, stimulus material, questions and/or answer choices through sign language.

Have directions, stimulus material, questions and/or answer choices read aloud verbatim to the student as per the IEP, Section 504 Plan, or LEP Assessment Participation Document.

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Use a text-talk converter to present directions, stimulus material, questions and/or answer choices verbatim for a blind/partially-sighted student, when that is the student’s typical mode of accessing written material.

Have directions rephrased by a trained Examiner to state the same message in a new or different way and not breach security of the test items or give away an answer. 64

Use Braille or other tactile form of print when that is the student’s typical mode of accessing written material. Student responses must be transcribed to a regular-sized answer folder. Refer to the EXPLORE or PLAN Room Supervisor’s Manual or the Administration Manual.

Use a secure electronic Braille note taker for directions and test stimulus materials.

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Use a large print edition of the test when it is the student’s typical mode of accessing written material.

Student responses must be transcribed to a regular-sized answer sheet or answer folder. Refer to Directions for Transcribing in the EXPLORE or PLAN Administration Manual.

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Response

Student records responses in large print response worksheet. Transcribe student responses to a regular-sized answer sheet or answer folder. Refer to Directions for Transcribing in the EXPLORE or PLAN Administration Manual.

Indicate responses to a Scribe. Refer to Directions for Transcribing in the EXPLORE or PLAN Administration Manual.

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Use a computer, typewriter or other device to respond. Student responses must be transcribed to a regular-sized answer folder. Refer to Directions for Transcribing in the EXPLORE or PLAN Administration Manual.

Use Braille or other tactile form of print when that is the student’s typical mode of responding to written material. Transcribe student responses to a regular-sized folder. Refer to Directions for Transcribing in the EXPLORE or PLAN Administration Manual.

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Indicate responses to a Scribe for constructed-response items, when the student is physically unable to respond otherwise. Refer to Directions for Transcribing in the EXPLORE or PLAN Administration Manual.

Use an abacus on all parts of the Mathematics test for blind students.

Provide physical support for a student by an aide if this support is provided routinely and if the aide has been trained as an Examiner.

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Use an electronic translator or sign-dictionary to present directions, stimulus material, questions and/or answer choices.

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Scheduling

Provide more breaks than are scheduled as long as the breaks do not allow an opportunity for the student to study information on a test already started.

Schedule breaks according to student’s needs.

Tests are to be completed on the same day that they are started.

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Timing

Any student with an IEP, 504 Plan or LEP Assessment Participation Document having extra time as an accommodation must be provided additional time. Extended time may not result in an opportunity for the student to study information on a test already started.

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Additional Accommodations An IEP Team, Section 504 Committee, or LEP

Committee may request from the Office of Assessment and Accountability permission to use other accommodations. A request for a student to use an assessment accommodation that does not appear in the West Virginia Guidelines for Participation in State Assessments must be received by the Office of Student Assessment Services, Attention: Dr. Beth Cipoletti, Coordinator, no later than Friday, October 10, 2008. The request must come from either the County Test Coordinator, the County Special Education Director, or the County Title III Director. 73

Policy 2340

WV Measuresof Academic Progress

WV-MAP

Policy 2340

All personnel who handle WV-MAP materials must be trained on :

test security procedures

Testing Code of Ethics

reporting procedures for security violations

possible consequences of testing or data security violations

Testing Code of Ethics

and Test Security

TEST NOTIFICATION

Students and parents/guardians shall be:

Given notification before testing;

Provided information on the purposes of the test and uses of test results; and

Encouraged to follow test preparation procedures.

TEST SECURITYAs per West Virginia Board Policy 2340, county school personnel shall establish and implement procedures to ensure maximum test security and limit involvement to school personnel.

TEST SECURITYPrincipals are responsible for providing secure central storage for testing materials while they are in the schools. The secure central storage area should be accessible to principals and building-level test coordinators only.

TEST SECURITY

Principals are responsible for providing school-level training on test administration and security procedures.

TEST SECURITY

Principals are responsible for monitoring to ensure that testing is conducted in an ethical and secure manner.

TEST SECURITYAny individual who administers or handles the test materials must be trained and must sign:

•the secure materials agreement

•the verification of training form

TEST SECURITY

Before each daily test administration, materials must be distributed according to instructions provided with the test. Secure test materials must be secured at all times during test administration, including break times. All secure materials must be counted, reconciled, and returned to a centrally located, locked and secure area immediately following each daily testing session.

TEST SECURITY

The test administration area shall be maintained in a secure manner and shall include only those students to whom the assessment is being administered and the examiners.

TEST SECURITY

All student test data will be stored in a locked and secured area. Student test data will be maintained under conditions consistent with the requirements of the Family Educational Rights and Privacy Act (FERPA).

HANDLING SECURE TEST MATERIALS

• Do not• Leave secure materials on desks unattended

• Put secure materials in unlocked cabinets

•Take secure materials home

• Throw secure materials away

• Reproduce test booklets in any manner – including taking notes/paraphrasing questions

• Do

• Lock secure materials up in a safe, secure, central location

ETHICAL TESTING

Test booklets or questions shall not be reproduced or paraphrased in any manner.

No portion of student responses to any item shall be kept at the school, copied or reproduced.

ETHICAL TESTING

Personnel responsible for the testing program shall be properly instructed in the appropriate test administration procedures. Documentation for this must be kept in accreditation file 6.5.3.

No one shall violate test security or the accuracy of the test data score results by manipulating the test administration, demographic data or the students’ answers or data.

ETHICAL TESTING

The examiners shall not use any specific information from the secure test questions to review students, create review worksheets, or any other aids that would improve students’ test scores without improving the underlying knowledge base.Students shall not be reviewed for a content area of the test on the day it is given.Specific information, as specified by the test manual, shall not be displayed in the room during test administration.Only references or tools designated in test manuals are allowed.

ETHICAL TESTING

Test materials are not to be in the school more than one week prior to testing.

Access to test booklets and answer sheets shall be restricted to the test administration period.

TEST ADMINISTRATION

Tests shall be administered only during the testing window established by the West Virginia Board of Education.

TEST ADMINISTRATION

Examiners must be educators employed by the county, RESA or state.

Examiners of standardized tests shall rigorously follow the appropriate administrative procedures as directed in the test’s administration manuals.

All examiners shall strive to create a positive testing environment.

TEST ADMINISTRATION

Students shall not have prior access to test questions.Examiners shall limit assistance to students to issues concerning the mechanical aspects of marking answers, clarifying directions, and finding the right place on answer sheets.Examiners shall not indicate right or wrong answers in any manner (including body language and tone of voice) or point out the rationale of an item.

TEST ADMINISTRATION

Accommodations for students with Individual Education Plans (IEPs), Section 504 Plans, or Limited English Proficiency (LEP) Assessment Participation forms shall be provided as established in their plans.

During WESTEST and APTA, the accommodations in mathematics and reading/language arts must be documented by the assigned examiner (WVS.326 Testing Option Report, Assessment with Accommodations).

TEST ADMINISTRATION

Students and examiners shall be monitored to ensure that appropriate test taking and test security procedures are followed.

TEST SECURITYAny breach of security, loss of materials, or other

deviation from acceptable security procedures shall be reported immediately to:

The School Principal County Test Coordinator County School Superintendent Proper Authorities at WVDE

Investigation by WVDE will follow.

INVESTIGATION OF ALLEGED VIOLATION

Any written or oral report alleging a violation of test security shall be investigated. If the investigating team determines that violations have occurred, appropriate action shall be taken which may include:

•Suspension

•Termination

•Revocation of teaching license