Fall 2012Writing SOL

Training

STAUNTON CITY SCHOOLSSEPTEMBER 27, 2012

PRESENTED BY:STEPHANIE HASKINS

Responsibilities of STCs

The STC serves as the point of contact between the school and the DDOT. The STC has schoolwide responsibility for maintaining the security of test materials, implementing SOL test procedures, and providing appropriate training for Examiners, Proctors, and other school personnel involved in the test administration. STCs are to take particular care in reading all test administration materials, and are to inform all school staff of testing policies, guidelines, and procedures. Any questions the STC has regarding the SOL test administration are to be directed to the DDOT.

What’s New?

Refer to page vii.

Testing TimelineDate Testing Task

August 31, 2012 SPED and ELL accommodations to STC

Sept 4, 2012 HS counselors submit remediation lists

Sept 13, 2012 Participation counts, section request, retesters due

Week of Sept 17, 2012 Non-secure Materials Arrive

September 27, 2012 STC Training

September 28, 2012 SDU File due to DDOT

September 30, 2011 Update and check SPED matrix

October 19, 2012 Secure Materials Delivered

October 22, 2012 Multiple Choice Testing

October 23, 2012 Term Grad Multiple Choice Testing

October 24, 2012 Direct Writing – ALL test takers

October 25, 2012 Direct Writing – Term grads

November 2, 2012 Last Day to Return MaterialsFor the Fall, Writing prompt numbers are the same for EOC and term grad testers.

BEFORE TESTING

Student Data Upload File Group Name: Consider how you want score reports to be organized. Group Code: Will NOT appear on printed reports. Ethnicity: Hispanic Race: 32 categories (vs. 5) ELL Information: Test tier, composite score, literacy score, SOA-LEP,

AYP-D SOA Transfer: Enrolled after 20 hrs of instruction – Sept 10th or after AYP: If a student began school ANY day AFTER the first day AND was

NOT in our division last year, can be coded as AYP. May disregard reference to “September 30”. A: within division B: outside division/ within Virginia C: outside Virginia

Term grad: Generates two pre-ID labels and qualifies for 2nd attempt

Reading Resources

Fall 2012 Writing and Non-Writing Student Data Upload File Requirements

Test Implementation ManualExaminer’s ManualVirginia Standards of Learning Assessments

Guidelines for Administering the Read-Aloud Accommodation

Participation of Students with Disabilities in Virginia’s Accountability System

STC Tasks Before Testing . . .

Read manuals.Check in non-secure materials (shipped

directly to the school). Report any discrepancies immediately.

Check in secure materials (delivered by the DDOT). Report any discrepancies immediately.

Prepare materials for distribution on day of testing. Field “A” of answer documents should be completed for all students. (Affix a label after testing.)**

Complete testing plan (Section I and II).

STC Tasks Before Testing . . .

Identify students to be tested:1) Students who will complete high school English classes that

cover grades 9 – 11 English SOL in the spring semester.2) Students who have previously passed the class associated

with the EOC Writing test but failed the test and need it for verified credit.

3) Students who are eligible to graduate by August 31, 2013 are considered Term Graduates and have two opportunites to take the EOC Writing test.

4) Students who have already left school and are returning to take the EOC Writing test to earn verified credit.

Verify testing accommodations and assign groups accordingly.

STC Tasks Before Testing . . . Training

Gather materials for training.Create packet with signs for examiners. Have examiners highlight “say” in manual for exact

words. The same manual is used for ALL testing.Provide exact wording if student questions arise.Emphasize:

Test security. Announce to students that they should not discuss the test. Examiners/ proctors may not discuss any of the test questions with anyone.

Accuracy of form and prompt numbers. Monitoring!!!

Other Tasks Before Testing . . .

Testing Details: Breakfast? Tape Recorders? Pencil Supply? Scratch Paper? Dictionaries? Parent Letter? Student Reminders? Listener Letter? Read-aloud Guidelines? Curricular Materials?

DURING TESTING

School Climate

Maintain an appropriate school climate: Appropriate student and school behavior Avoid distracting instances such as planned fire

drills

STC Tasks During Testing . . .

As test booklets and prompts are counted out for teachers, record the number of booklets or prompts from the pack that are going to the teacher(s). Examiners should not receive test booklets/ writing prompts more than 30 minutes before the testing session.

Jones 10Smith 10

STC Tasks During Testing . . .

Check out and collect paper/ pencil materials, using the Examiner’s/ Proctor’s Transmittal Form.

Testing Materials

Pencils: Use ONLY No. 2 pencils for multiple-choice and short-paper

Highlighter or Colored Pencil: Only one color may be provided Must NOT be used on the answer document

Scratch paper: Must be plain (white or single color) – may include patty

paper, lined paper, and grid paper May be provided by school or must be checked for no

markings Must ALL be collected at the end of testing and used

scratch paper must be provided to STC

Do Examiners Have ALL Needed Materials?

Examiner’s Manual (with highlighted script)Test Booklets or PromptsAnswer DocumentsScratch PaperSupply of No. 2 PencilsTesting SignsFunctioning Tape Recorders, if applicableTapes, if applicableOther?

Security

Administer the short-paper at the same time of day to all students in the school.

All cell phones, cameras, sweatshirts, back packs need to be placed away from testing area.

Students should be placed in such a way that they are unable to view other student work.

If proctors are not used, arrange to have another adult within calling distance of each testing session so that an emergency situation, such as escorting a student to the restroom or nurse, may be handled with a minimum of disruption.

No extra test booklets to classrooms Materials returned immediately after testing All materials maintained in locked area Security Agreements signed before testing

Examiners, Proctors, Others with Access to Tests All key holders

Moving Students

Collect test booklets, answer documents, scratch paper, and any other testing materials

Do NOT allow students to discuss the test during travel

Redistribute materialsCAUTION: Be sure materials are redistributed

to proper student!

Reporting Errors in Tests

Reporting Problems: If a student reports a problem with the test itself, the examiner should record: the subject area level/grade form number item or prompt number a brief statement describing the student’s concern

The STC should fax this information to the DDOT. Do NOT discuss with the student or teacher or email the DDOT.

Under no circumstances are Examiners/ Proctors to write down the test question or answer or discuss them with the student or with other staff members.

Reporting Testing Irregularities

REPORT IMMEDIATELY – within 24 hours Any situation that may require retesting, compromises

security or causes a students’ test to be excluded from reporting must be reported first to the STC and then to the DDOT.

Establish procedures and train examiners. Most Common Irregularities:

wrong answer doc. given to student failure to provide accommodations cheating wrong test form given lack of supervision use of cell or texting

Inclement Weather

Multiple-choice test: If schools are on a two-hour delay, closed, or anticipating early dismissal, this portion of the Writing test will be rescheduled. The short paper component will remain on the scheduled date, weather permitting.Example:- October 23, 2012 – School closed- October 24, 2012 – School opens on time: Direct writing test- October 25, 2012 – Term grad testing

Direct writing test: If schools are on a two-hour delay or closed, this portion of the Writing test will be rescheduled. The DDOT will advise (based on recommendations from VDOE) the date of rescheduled testing and the writing prompt that should be given.

Make-Up Sessions

Make-Up Sessions: Multiple-choice: If a student is absent for this portion,

they should take the main form from the school’s initial delivery upon their return.

Short-paper: If a student is absent for this portion, they should take the alternate prompt from the school’s initial delivery upon their return.

Term Graduates: They will make-up the portion or the test they missed using the original multiple-choice booklet or prompt that was assigned on the day they were absent.

High School Testing – Term Graduates

Term Graduate Testing: Term Graduate = Any student planning to graduate by August 31,

2013 Eligible term graduates are not required to exercise their option

for a 2nd attempt. However, these students should be notified of their option and encouraged to take both 1st and 2nd attempt.

Term graduates must take designated multiple-choice test forms and prompts. If students are administered the wrong test form and/or prompt, delivery of score reports may be delayed.

2nd attempt (Field J) should only be completed if the student has tested TWICE during the Fall 2012 administration.

All answer documents for Term Graduates (1st and 2nd opportunity testers) should be bundled together under one Header Sheet and separate from all other answer documents. Place the term graduate bundle on top.

High School Testing – Substitute Tests

Substitute Tests: If a student is currently enrolled in English 11 for the first time

and has taken or will take an approved substitute test (i.e. WorkKeys) in place of the EOC Writing Test, include the student in the data upload (Testing Status Code 10 will need to be coded in Pearson) and include an answer document for the student.

If a student has previously failed the EOC Writing test and takes an approved substitute test as a retest, be sure to include the student in the data upload (Testing Status 10 and Retest flag will need to be coded in Pearson) and include an answer document for the student.

Only one substitute writing record is submitted per student per year (regardless of how many times the student attempts a substitute test within that year.)

AFTER TESTING

Coding

Orient label as shaded; Affix label after testing “A”- Complete for all students “B-E” - Complete only if no label MC Form “F” and Prompt Number “G” must be coded

accurately. Test Status “H” – Only for students who did not complete a

test or both parts Field “J” – Code only for Term Grads 2nd Opp. Field “I” – Accommodations for IEPs.

Refer to pages 81 – 96 for accommodation explanations for students with disabilities and limited English proficient students.

The accommodations used by the student must be documented.

Special Test Accommodations

Read-aloud accommodation: Special attention must be given to the IEP or 504 plan. For example, a student’s accommodation may require the entire test to be read orally or may require having words, questions, or sentences read orally only when requested by the student. (Note: Read-aloud accommodation for Reading must meet specific requirements and is considered non-standard/ non-participant.)

Mark in test booklet: The regular answer document and the marked test booklet must be verified by a second school official to ensure that no errors in transcription occurred. The same individual should transcribe the entire response. An alert will be triggered if a response appears with more than one individual’s handwriting. The marked test booklet must be retained on file and secure by the DDOT until scores are received and verified. Bundle transcribed documents separately.

Special Test Accommodations

Dictation to a Scribe: The session between the student and the scribe must be recorded and given to the DDOT to be retained on file. The scribe, who should have experience working with the student, must format, capitalize, and punctuate only as directed by the student. The scribe’s transcription and taped record must be verified by a second school official to ensure that no errors in transcription occurred.

Word Processor: When students use the word processor accommodation, any word prediction, auto spell checking, grammar checking must be turned off, and a copy of the student work (paper/ CD/ memory stick) must be retained. The regular answer document and the student’s response must be verified by a second school personnel to ensure that no errors in transcription occurred. A document stating that the typed or printed response to the writing prompt is entirely the student’s work and that no “grammar checker” was used must be signed by the Test Examiner and Proctor and retained by the DDOT. The student’s response shall also be retained by the DDOT until scores are received and verified.

Temporary Accommodation

Temporary Accommodation: A broken arm or injured hand is an example of a needed temporary accommodation. Mark in the upload (Temporary Condition) or the Student Registration Record in Pearson. Documentation of the temporary disability and accommodation necessary, must be maintained in the student’s school file.

After testing . . .

Double-check all answer documents and the student data upload. Double-check form and prompt number. Inspect answer documents for improper marks. Remove any loose paper from the short-paper

section. Double-check accuracy of student data upload

(SDU). Double-check number of answer documents

(should match with SDU with the exception of students participating in substitute tests, VSEP, and VAAP).

Returning Materials

Returning Materials . . .

All Materials should be delivered back to the DDOT before the close of the day October 28, 2011.

Please schedule a delivery time.

Returning Materials . . .

1. Box Labeled SET A (Scorables) Use NEW boxes that include: Copy of Master File Sheet. Paper band of Header Sheet

and answer documents

All answer documents may be bundled under the same Header Sheet with the exception of Term Grads.

Returning Materials . . .

2. Box labeled SET B (Non-scorables) Secure School Packing List/ Transmittal Form and

Verification of Shipment Form Test booklets Writing prompts

Returning Materials . . .

3. Box labeled OTHER Test Implementation Manuals Examiner’s Manuals Scratch paper Unused answer documents Damaged answer documents marked “VOID” Extra Pre-ID labels

Returning Materials . . .

4. School Testing Plan, including: Planning Special Education During Testing After Testing Returning Materials

Returning Materials . . .

5. FINAL version of the Student Data Upload: Please send electronically. All changes and updates should be marked in red.

ANOTHER SUCCESSFUL TESTING CYCLE!

Celebrate . . .