WESTEST Training of PrincipalBuilding Level Coordinators Responsibilities

1
WESTEST Training of Principal/Building Level
Coordinators Responsibilities

• Boone County Schools
• April 25, 2007
• ldbeck_at_access.k12.wv.us

2
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, also, be trained by the
  Principal/Building Level Coordinator.

3
Training

• Review West Virginia Board of Education Policy
  2340 with Examiners.
• Review the Responsible Test Administration
  Practices section of the Test Coordinators
  Manual.
• Train Examiners in the proper completion of
  forms.
• Train Examiners in proper return of testing
  materials.

4
Training

• Instruct Examiners to read and follow all
  standardized testing procedures as outlined in
  Examiners Manual.
• Instruct Examiners that no test booklet may be
  removed from the room.
• Instruct Examiners not to disclose the contents
  of WESTEST.

5
Training

• Any individual who administers, handles, or has
  access to secure test materials at the county or
  school shall complete each required assessments
  training, as appropriate.
• Upon completion of training the individual must
  sign either a WVBE Examiners/Proctors/ Scribes
  Secure Materials and Test Procedures Agreement or
  WVBE County/School Personnel Secure Materials
  Agreement to remain on file in the appropriate
  office each year.

6
Preparations in Advance

• Notify parents and students (WESTEST Parent
  Brochure).
• Establish a block of time for test
  administration.
• Prepare testing schedule.
• Establish a locked and secure location within the
  school for test booklets to be stored before and
  after daily testing.

7
Suggested Testing Time Block and Schedule for
Test Week Grades 3 - 8
Reading/Language Arts
Social Studies
Science
Mathematics
Administrative Time 5 minutes
Administrative Time 5 minutes
Administrative Time 5 minutes
Administrative Time 5 minutes
Session 1, Part 1 10 minutes
Session 1 35 minutes
Session 1 35 minutes
Session 1 30 minutes
10 Minute Break
10 Minute Break
10 Minute Break
1 Minute Break
Session 1, Part 2 30 minutes
Session 2 30 minutes
Session 2 30 minutes
Session 2 30 minutes
10 Minute Break
10 Minute Break
Session 3 25 minutes
Session 2 30 minutes
8
Suggested Testing Time Block and Schedule for
Test Week Grade 10
Mathematics
Reading/Language Arts
Science
Administrative Time 5 minutes
Administrative Time 5 minutes
Administrative Time 5 minutes
Session 1, Part 1 10 minutes
Session 1 35 minutes
Session 1 30 minutes
1 Minute Break
10 Minute Break
10 Minute Break
Session 1, Part 2 30 minutes
Session 2 30 minutes
Session 2 30 minutes
10 Minute Break
10 Minute Break
Session 3 25 minutes
Session 2 30 minutes
9
Preparations in Advance

• Establish testing rooms and Examiner assignments.
• Ensure that all Examiners are trained in the
  following
• All test security procedures
• Reporting procedures for any violation of test
  security
• Possible consequences of test or data security
  violations
• The Testing Code of Ethics
• Test administration procedures
• Preparation of classrooms for testing
• Documentation of IEP Accommodations (WVS.326
  Print Special Education Student Testing Options
  Report)

10
Preparations in Advance

• Require Examiners to sign and return Test
  Procedures Agreement for Examiner.
• Prepare Examiners Testing Packets
• Examiners Manual
• Calculators (if applicable)
• Appropriate Measuring Tools (ruler, protractor,
  shapes) and/or Mathematics Punch-Out Tools (if
  applicable)
• Scratch Paper
• Test Irregularity Sheet
• Extra Pencils and Erasers
• Do Not Disturb Sign
• Testing Roster (optional)
• Student Test Booklets with Pre-slugged Labels
• Print Special Education Student Testing Options
  Report - WVS.326 (if applicable)

11
Preparations in Advance

• Two weeks before WESTEST administration, the CTC
  will request the County Special Education
  Director to run the program WVS.326 to print a
  list of students with their accommodations as
  entered into the WVEIS special education testing
  record.
• The Principal/Building Level Coordinator will
• provide two copies (one for the Reading/Language
  Arts assessment and one for the Mathematics
  assessment) of the report.
• Give copies to the assigned Examiners
  administering the WESTEST to the students listed
  on the report.
• verify that all materials/equipment needed for
  accommodations are available.

12
Procedures for Handling Test Materials Prior to
Testing

• Open the bundles of test booklets and verify that
  all booklets are in sequential security inventory
  barcode order.
• Verify contents match packing slips (Box 1) and
  keep these for your records.
• On the Security Checklist, place checkmarks in
  the received column as appropriate to verify
  receipt of each test booklet.
• Large Print and Braille booklets are on the
  Security Checklist for all students who need
  accommodations.
• Document any security inventory barcode
  discrepancies on the Security Checklist.
• Notify the County Test Coordinator immediately of
  any discrepancies.

13
School Security Checklist
Student names go here
14
Procedures for Preparing Test Materials Prior to
Testing

• Place the Pre-Slugged Label, with the bar coding
  on the front of each test booklet in the
  indicated area.
• Record the student name next to the booklet
  security number assigned to that student on the
  School Security Checklist.
• Use this Security Checklist procedure for any
  Examiner who must read aloud to students. Place
  the name of the Examiner in the student name
  box on the Security Checklist. Use the same
  check-in check-out procedure for this test
  booklet.

15
Student Test Booklet
Check for Student Label here.
Student completes this information.
16
Procedures for Preparing Test Materials Prior to
Testing

• Damaged or lost student Security Inventory
  Barcode labels can be replaced by contacting the
  WVDE, Office of Assessment and Accountability.
• Complete the Bio-Grid information on the inside
  cover of the test booklet for any student not
  having a Pre-Slugged Label. Record the student
  name next to the assigned booklet security number
  on the Security Checklist.

17
Bio-Grid
18
Procedures for Preparing Test Materials Prior to
Testing

• Keep the CTB boxes for returning materials to the
  County Test Coordinator.
• Lock the test booklets in a safe secure location
  before and after daily testing.

19
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.

Last day to request materials 1-800-282-6259 May
9, 2007 200 P.M.
20
Principal/Building Level Coordinator
Responsibilities During Testing

• Use the Security Checklist to check-in/check-out
  student test booklets daily.
• Collect test booklets from each Examiner, for
  students who are absent, shortly after the
  testing session begins.
• Create a make-up schedule for students who are
  absent.
• Ensure that unnecessary distractions are reduced
  or eliminated during test administration
• Public announcements
• Fire drills
• Ringing bells
• Telephones

21
Principal/Building Level Coordinator
Responsibilities During Testing

• Monitor testing rooms to ensure proper testing
  procedures are followed.
• Check-in test booklets and forms immediately
  after daily testing.
• Invalidation of student booklets is the
  responsibility of the Principal/Building Level
  Coordinator and must be bubbled in the invalid
  box by the Principal/Building Level Coordinator.
• Secure test booklets in a locked central
  location(s).
• Prepare materials for the next testing session.

22
Damaged Test Booklets

• The Principal/Building Level Coordinator will
  obtain a clean test booklet from school overage
  or CTC.
• Arrange for the student responses to be
  transcribed to a clean test booklet.
• Complete a WESTEST Scribe Verification Form (2
  copies school and CTC)
• Complete the student information on the Bio-Grid
  or apply the student barcode label. Request a
  duplicate student barcode label from the WVDE,
  Office of Assessment and Accountability.

23
Damaged Test Booklets

• Seal the damaged booklet in a container/bag
• Return the sealed container/bag to the CTC with a
  letter detailing what occurred. The letter
  should contain the following information
• - Explanation of what happened
• - Barcode number of test booklet
• - School number
• - Students name
• - Grade level
• - Test booklet edition type

24
Damaged Test Booklet

• Contaminated test booklets should not be returned
  to CTB/McGraw-Hill.
• Process the transcribed booklet as a booklet TO
  BE SCORED by CTB/McGraw-Hill.
• Clearly document on the Security Checklist any
  damaged or contaminated test booklets.

25
Return of Materials to County Test Coordinator

• Verify that all test booklets have been returned
  from Examiners.
• Make sure the numbers listed on the School
  Security Checklist match the test booklets
  returned from Examiners.
• All discrepancies must be resolved before
  materials are returned to the County Test
  Coordinator.

26
Return of Materials to County Test Coordinator

• Schools that have agreed to test students from
  Private and/or Parochial schools must keep their
  booklets separate from the local school.
• Beginning with the completed and partially
  completed test booklets, check the number of
  students reported on each Group Information Sheet
  (GIS) with the number of students reported on the
  School Security Checklist.
• Transfer the information from each GIS form to
  the School/Group List (SGL) EXACTLY as written
  and bubbled in on the GIS.

27
The Group Information Sheet
28
School Group List
29
(No Transcript)
30
Return of Materials to County Test Coordinator

• Stack test booklets in groups of 10 or less by
  grade level or by teacher.
• Arrange books so that spines are facing in the
  same direction.
• Place a completed stack cover card on top of each
  stack.
• Insert the completed GIS under the Stack Cover
  Card in the first bundle for that grade level or
  teacher.
• Secure each bundle with one horizontal and one
  vertical band. (Use only bands provided by
  CTB/McGraw Hill)

31
Stack Cover Card

• The Stack Cover Card requires the following
  information
• Teacher Name (Last, First initial)
• County Number (0 placed before the county two
  digit code)
• School Number 3 digits
• Grade grade level tested
• Bundle/Stack _of X (X being the total number of
  bundles for that grade level or teacher)
• Total number of students listed on the GIS (total
  number in all bundles for that grade or teacher)
• Total number of test booklets in THIS Bundle

32
(No Transcript)
33
Return of Materials to County Test Coordinator

• Preparing Large Print and Braille Test Booklets
  for Return to the County Test Coordinator
• Regular-sized test booklets containing the
  transcribed student responses from Large Print
  and Braille are processed as completed test
  booklets to be scored.
• All Large Print and Braille test booklets must be
  returned with unused materials to CTB/McGraw-Hill
  and labeled Do Not Score.

34
Return of Materials to County Test Coordinator

• Place marked bundles in the CTB/McGraw Hill
  boxes.
• One SGL is generally needed for each school.
• Place all unused, Braille and Large Print
  booklets sorted by grade level in CTB/McGraw Hill
  boxes (yellow label).
• Fill in all information on the color-coded labels
  for each set of boxes

35
Return of Materials to County Test Coordinator

• Fill in all information on the blue, orange and
  yellow labels.
• Blue Public Schools
• -Complete/partially complete test Booklets
• Orange Non-Public/Home Schools
• -Complete/partially complete test booklets
• -Yellow Unused, Braille, and large-print

36
Color-Coded Labels
37
Numbering Boxes
Blue Boxes
Orange Boxes
Yellow Boxes
38
Return of Materials to County Test Coordinator

• Boxes are not to be sealed by the
  Principal/Building Level Coordinator.
• Keep the bottom copy of the School Security
  Checklist for the schools records.
• Make and keep copies of the following School
  Group List(s), School Rosters, Test Irregularity
  Sheets, Scribe Verification Forms and Print
  Special Education Student Testing Options Report
  (WVS.326) for the schools records.
• Shred all scratch paper.

39
Return of Materials

• Deliver unsealed boxes to the County Test
  Coordinator with the following
• School Security Checklists
• School Group List(s)
• Test Irregularity Sheets
• Scribe Verification Forms
• Print Special Education Student Testing Options
  Report (WVS.326)

40
Discrepancy Reporting

• Student Counts Received
• vs
• Student Counts Reported
• If the number of student test booklets received
  differs from the student counts reported on the
  SGL/GIS sheets, the CTB Scoring Project Manager
  will fill out a discrepancy report and email it
  to the CTC, with a copy of the SGL and a list of
  the students processed a copy will be forwarded
  to WVDE. CTB will expect resolution within 2
  days and then proceed to process the students.

41

• Questions?
• Thank you!

42
Policy 2340/Security Issues and Training of
Examiners
43
Appendix 1 (Testing Code of Ethics)
44
Appendix E (Examiners Responsibility/Agreement)
45
Appendix G (Verification of Training)

• Appendix G was created to
• Document training of personnel (to be signed upon
  the completion of each statewide assessment
  administration training)
• Training per assessment
• Retained at school
• Copied to CTC

46
WESTEST Training of Examiners Responsibilities

• Boone County Schools
• April 25, 2007
• ldbeck_at_access.k12.wv.us

47
WESTEST Training of Examiners Responsibilities

• GO TO BCS WEBSITE
• http//www.boonecountyboe.org/
• Teacher Resources

48
WESTEST Training Examiner ResponsibilitiesPrior
to Testing
49
Prior to First Testing Session

• Attend WESTEST Training for Examiners
• Sign Examiners/Proctors/Scribes Secure
  Materials and Test Procedures Agreement and
  return to Principal
• Review the Examiners Manual
• Prepare Mathematics Punch-out Tools
• Obtain a class packet from the Principal/Building
  Test Coordinator

50
Prior to the First Testing Session

• Inform students and their parents of the test
  date and the purpose of the test.
• Ensure that each student is familiar with general
  types of questions on the test and procedures to
  follow when recording answers to the test
  questions.
• Suggest that students bring a quiet individual
  activity in case they complete the test early.

51
Prior to the First Testing Session

• Practice using the Mathematics Punch-out Tools
  with students. Students may use their own
  protractors and rulers.
• Student protractors and rulers may not have
  information on them that could be clues or
  answers to questions on the WESTEST (ex. name of
  shapes).

52
Prior to the First Testing Session

• Familiarize students with the Mathematics Formula
  Sheet, Science Reference Sheet, or The Periodic
  Table of Elements, Units, Definitions, and
  Abbreviations Sheet from the test booklets.

• http//westest.k12.wv.us/pdf/Sci_ref-sheet_op05WV1
  .pdf
• http//westest.k12.wv.us/pdf/Math_ref-sheet_op05WV
  1.pdf
• http//westest.k12.wv.us/pdf/Periodic_Table_op05WV
  1.pdf

53
Prior to the First Testing Session

• Inform students of the kinds of calculators that
  may be used for the Science tests and Session 2
  of the Mathematics test. Calculators may not be
  used for Session 1 of 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.
• Texas Instrument Manuals
• Casio Calculator Manuals
• Sharp Calculator Manuals

54
Prior to First Testing Session
For Examiners administering WESTEST to students
with IEP testing accommodations

• If you are testing RLA or Math, obtain the Print
  Special Education Student Testing Option Report
  (WVS.326) from the principal.
• Review each childs listed testing accommodations
  prior to testing

55
Prior to the First Testing Session

• Check-out test booklets, verify count and initial
  Security Checklist.
• Check to see that each test booklet has a
  pre-coded student label on the front cover. If
  there is no student label, then the
  Principal/Building Level Coordinator will have
  bubbled in the Bio-Grid information.

56
Happy trails
57
Happy Trails!!!
Thank you for all that you do!
58
Before Testing Begins

• Ensure that any specific content information
  pertinent to the test being administered is not
  displayed in the area during test administration.
• A DO NOT DISTURB sign shall be
• placed on the door during testing.

59
Before Testing Begins

• Students shall be seated to deter interaction
  with each other during testing.
• Clear desks/work areas of all booklets, papers,
  and other materials.
• Cell phones and watches
• or pagers with alarms are
• to be turned off.

60
Before Testing Begins

• Show examples on the board of how to fill in
  answer circles correctly. Emphasize that
  students must make complete erasures and write
  answers in the space/lines provided.

61
Before Testing Begins

• Have at least two 2 pencils with good erasers
  for each student. Have at least 2 pages of
  scratch paper for each student. (Graph paper may
  used as scratch paper.)

62
Bio-Grid

• The Bio-Grid is completed only for students who
  do not have a Pre-Slugged Label.
• This should be completed by the
  Principal/Building Level Coordinator.

Check to make sure students have not filled
in these bubbles.
63
School Security Checklist
Examiner initials CHECK-OUT
Principal initials CHECK-IN
64
Check for Student Label here.
Student completes this information.
65
WESTEST TrainingExaminer ResponsibilitiesDuring
and After Testing
66
During Testing

• Set aside the test booklets for students who are
  absent. Each day, the Principal/ Building Level
  Coordinator will collect the test booklets not
  being used shortly after the test administration
  begins.
• Read the student directions verbatim. These
  directions are printed in the boxed areas
  preceded by the word SAY.

67
Reminder The Reading/Language Arts test may not
be read aloud or signed to any student. Only the
directions may be read aloud or signed.
Reading/Language Arts Day 2 Session 1,
Reading/Language Arts Distribute test booklets to
the students. Make sure each student gets
his/her own test booklet. Students may use
scratch paper for the Reading/Language Arts test.
Grade 4
Grade 3
68
During Testing

• Students must be given adequate time to complete
  the test. If a student who has required
  additional time stops working for more than 10
  minutes and has not closed his/her test booklet,
  it is recommended that the test be ended.
• Each content test must be completed on the day it
  is started.

69
During Testing

• Circulate around the room to monitor student
  progress on the test.
• Instruct students they must not remove the
  Mathematics Formula Sheet, Science Reference
  Sheet, or The Periodic Table of Elements, Units,
  Definitions, and Abbreviations Sheet from the
  test booklets.

70
During Testing

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

71
During Testing

• Damaged test booklets need to be reported to the
  Principal/Building Level Coordinator immediately.
  Do not destroy or dispose of the damaged test
  booklet.
• Make sure test booklets are closed and secure
  during breaks.

72
During Testing

• Check to see that students write in the test
  booklet only where directed to do so. For
  constructed response questions, students show
  their work and write their answers in the space
  provided. For multiple choice items, students
  fill in the circle of their choice.

73
During Testing

• Ensure that any student who has completed a
  session has closed the test booklet, is engaged
  in a silent activity, and does not re-open the
  test booklet until instructed to do so.
• Document any accommodations provided for students
  with disabilities (Print Special Education
  Student Testing Options Report WVS.326)

74
Standardized Conditions Required

• Proper 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 Examiners Manual and the
  Testing Code of Ethics.

75
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 Examiners/ Proctors/Scribes
  Secure Materials and Test Procedures Agreement.

76
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.
• Information relevant to the test shall not be
  discussed.

77
Standardized Conditions RequiredSetting

• Students shall
• -be tested at the grade level enrolled.
• -be tested in classrooms with adequate
  lighting/ventilation.
• -be seated to deter interaction with each
  other
• -not use highlighters, markers, colored
  pencils, or pens on the test.

78
Standardized Conditions RequiredSetting

• Examiners and students shall turn off any
  cellular phones, watches with alarms or pagers
  during the testing period.
• Information related to WESTEST content shall not
  be displayed during testing.
• Place a Do Not Disturb sign on the door of the
  testing room.

79
Standardized Conditions RequiredTiming

• Students who typically take longer to complete
  tests may be grouped together.
• Allow sufficient time for students questions
  prior to beginning the test.
• Breaks shall be provided and adhered to as
  indicated on the schedule. Instruct students to
  not discuss the test during breaks or upon
  completion of testing.

80
Standardized Conditions RequiredTiming

• Any student requiring additional time must be
  accommodated. However, extended time may not
  result in an opportunity for the student to study
  information on a test already started.

81
Standardized Conditions RequiredPresentation

• Instructions in the Examiners Manual shall be
  followed precisely.
• Ensure that the student prints his/her own name
  on the line provided on the front cover.
• Ensure that the student prints the Examiners
  name on the booklet at the beginning of each day
  of testing.

82
Standardized Conditions RequiredPresentation

• Assistance to students shall be limited to the
  mechanical aspects of marking answers, clarifying
  scripted directions and finding the correct place
  to mark answers.
• Examiners may not define or pronounce words for
  students.

83
Standardized Conditions RequiredResponse

• Scratch paper is considered secure material and
  must be given to the Principal/Building Level
  Coordinator at the end of each testing session.
• Examiners initial the Check-Out column on the
  Security Checklist when you receive test
  booklets. Principals/Building Level Coordinators
  initial the Check-In column when the booklets
  are returned.

84
Options to Standard Conditions

• The following are changes that may be provided
  to any student participating in testing. These
  changes DO NOT alter what the test measures or
  how the test is scored or reported.
• Use of visual magnifying equipment
• Use of audio amplification equipment
• Use of place markers to maintain place
• Use of graph paper to align work

85
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 overlays
• Use of a Scribe when a short-term medical
  condition precludes the student from using the
  dominant hand to mark responses.

86
Options to Standard Conditions

• Use of scratch paper, graph
• paper, line guide, slate and/or
• abacus for computations and
• note-taking while reading and/or responding for
  all content areas
• Individual, small group, or different class
  testing

87
Options to Standard Conditions

• Provide adaptive furniture
• Provide special lighting and/or acoustics

88
Returning Test Materials

• When testing for the day is complete, sort the
  test booklets in numerical order by security
  barcode with the spines facing in the same
  direction.
• Go to the box labeled Administrators Use
  Only-Invalid (inside test booklet cover) to
  verify no circle has been filled in
  unnecessarily. Invalidation of student booklets
  is the responsibility of the Principal/Building
  Level Coordinator.

89
Returning Test Materials

• Any invalidation of the test booklet must be
  reported to the Principal/Building Level
  Coordinator.
• Return the test booklets to the locked and
  secured central location(s) immediately after the
  testing has ended each day in the manner required
  by the Principal/Building Level Coordinator.

90
Returning Test Materials

• Check in all test booklets on the Security
  Checklist.
• Return the Testing Irregularities Sheet(s) to the
  Principal/Building Level Coordinator if an
  irregularity has occurred.
• Return the secure scratch paper to the
  Principal/Building Level Coordinator for
  shredding.

91
Returning Test MaterialsExaminers Administering
WESTEST to Students With IEP Testing
Accommodations

• After test administration, the assigned
  examiners will mark each listing on the WVS.326
  according to the instructions in the Examiners
  Manual (Appendix 8).

92

• Questions?
• Thank you!