Winter 2012 District Test Coordinator Training

New Mexico Public Education Department Assessment & Evaluation Bureau

Workshop Outline

A. Welcome & Resource Information B. N.M. Statewide Assessment Program (NMSAP) Components & Calendar C. NMSAP New Changes/Developments

Morning Break

D. Testing Staff Roles & Responsibilities E. Test Security

Lunch Break

F. Special Situations and Accommodations G. SBA-Specific Information (Measured Progress) PED – Assessment & Accountability 2

A1. Welcome and Introductions

THANK YOU TO OUR HOSTS! Today’s presenters:  Robert Romero, Educational Administrator, NM PED  Julie-ann Edwards Program Manager, Measured Progress PED – Assessment & Accountability 3

A2. PED Assessment & Evaluation Bureau

 Diana Jaramillo, Educational Administrator (Standards, SBA)   505-827-6570 [email protected]

 Charles Trujillo, Educational Administrator (NMAPA)  505-827-6536  [email protected]

 Robert Romero, Educational Administrator (SBA, WIDA, HSCE)   505-827-6524 [email protected]

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A3. PED Academic Growth & Analysis Bureau  Dr. Cindy Gregory, Chief Statistician (School Accountability)  505-827-6508  [email protected]

 SOAP Helpdesk  505-827-7950  STARS Helpdesk  505-827-7935 PED – Assessment & Accountability 5

A4. PED Assessment & Accountability Division  Dr. Tom Dauphinee, Deputy Director of Assessment & Accountability Division   505-827-6528 [email protected]

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A5. Additional State Resources

 NMPED General Helpdesk  505-827-4296  Submit questions or comments to PED regarding a policy, rule, or statute: http://www.ped.state.nm.us/qab/contactForm.html

 New Mexico Legislature  Read bills, find legislators, and follow votes: http://www.nmlegis.gov/lcs/default.aspx

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A6. Test Manuals – See PED webpage

      

PED NMSAP Procedures Manual:

General PED procedures for all NMSAP assessments

Test Security Manual Accommodations Manual SBA and NMHSCE TCM

: Test Coordinator’s Manual

DFA

: Directions for Administering

NMAPA DTC: TAM:

District Test Coordinator Manual Test Administrator’s Manual

ACCESS and W-APT Manuals:

at www.wida.us

6.10.7 NMAC:

State rules for Test Security & Administration PED – Assessment & Accountability 8

A7. Testing Contractors/Helpdesks

 Measured Progress SBA/HSGA & HSCE Helpdesk  877-676-6722  [email protected]

  WIDA   800-747-4868 [email protected]

 A.I.R. NMAPA Helpdesk   800-254-6130 [email protected]

W-APT   800-747-4868 [email protected]

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B1. NMSAP Components



SBA/HSGA:

Standards Based Assessment/High School Graduation Assessment (MP) 

NMHSCE

: New Mexico High School Competency Exam (MP) 

NMAPA

: New Mexico Alternate Performance Assessment (AIR) 

ACCESS for ELLs

: ELL language proficiency assessment (WIDA) 

W-APT

: ELL placement test (WIDA) PED – Assessment & Accountability 10

B2. NMSAP Calendar

 At-A-Glance Format of all important dates chronologically by administration date & test family  Test Family  Grades Tested  Initial Order Window  Additional Order Window  Test Materials in District  Test Administration Window  Test Materials Pickup Windows  Reporting Dates PED – Assessment & Accountability 11

C. NMSAP Changes/Developments*

1. PED-Required SBA Testing Schedule 2. Grade/Cohort Terminology & Tracking 3. Participation in High School SBA/HSGA 4. HSGA Pass/Fail Cut & Reporting

*Information prepared December 20, 2011

PED – Assessment & Accountability 12

C1. Required SBA Testing Schedule

 3 weeks testing + 1 week make-ups only  Two options for grades 3-8  Three options for high school  All students at a grade tested on the same schedule across the district  Exceptions were submitted to PED and were confirmed as approved or denied.

13 PED – Assessment & Accountability

C2a. Cohort Terminology & Tracking

 Grades 3-8, same as usual  High school testing requirements now based on cohort (years experienced in high school)  High school terminology changing:

Current Terminology

High School Year 1 (HS1) High School Year 2 (HS2) High School Year 3 (HS3) High School Year 4 (HS4)

Former Terminology

Freshman or Grade 9 Sophomore or Grade 10 Junior or Grade 11 Senior or Grade 12 PED – Assessment & Accountability 14

C2a. Cohort Terminology & Tracking

 STARS contains high school year of record  Opportunity to review/confirm high school year in STARS prior to testing  Final reporting file from PED to MP after SOAP clean-up will inform high school year for reporting purposes PED – Assessment & Accountability 15

C3a. Participation in High School SBA/HSGA

HS2

 All HS2 students (second year in high school) in public school, charter school, and state educational institutions participate  No HS2 BIE students participate (as of 12/20/11)  Student survey, reading and math sessions only; no HS2 science allowed  For growth model data and first opportunity for graduation requirement  Paid for by PED for 2012 only 16 PED – Assessment & Accountability

C3b. Participation in High School SBA/HSGA

HS3

 All HS3 students (third year in high school) including public schools, charter schools, state educational institutions participate

and BIE

schools  Whole test: student survey, reading, math, and science sessions  For use with A-F School Grading (based on growth model) and opportunity for graduation requirement  Paid for by districts, as usual PED – Assessment & Accountability 17

C4. HSGA Pass/Fail Cut & Reporting

 2012 first year HSGA requirement effective  Reading and math only; science not required for graduation  Calculation change; pass/fail rate no longer based on Proficient SBA cut. PED applying special calculation (composite score & confidence interval) to determine pass/fail  PED reporting HSGA pass/fail results separately from SBA results 18 PED – Assessment & Accountability

C5. HSGA: 3 Chances to Pass then ADC

 HS2 (Reading and Math)  HS3 (Reading, Math, and Science)  HS4 Fall Retest (if Reading and/or Math is not passed)  If Reading and/or Math is not passed after taking the HSGA in HS4, the Alternate Demonstration of Standards Based Competencies (ADC) is required,  A new ADC process is being designed PED – Assessment & Accountability 19

Break

Please take a 15 minutes break at this time.

PED – Assessment & Accountability 20

D. Testing Staff Roles & Responsibilities

1. Four Staff Roles 2. DTC Responsibilities 3. STC Responsibilities 4. TA and Proctor Responsibilities PED – Assessment & Accountability 21

D1. Four Staff Roles

 DTC: District Test Coordinator (public schools)  STC: School Test Coordinator (public schools)  STC: School Test Coordinator (charter, special state supported, and BIE schools) : Acts as DTC  TA: Test Administrators  Proctors 22 PED – Assessment & Accountability

D2a. DTC Leadership Responsibilities

 Receives PED training 2x year  Be completely knowledgeable of 6.10.7 NMAC  Communicates assessment information to district, schools parents, and community  Develops District Test Security Policy or Checklist and Cell Phone policy  Responsible for test material orders, inventory, security, and protection at all times  Ensures consistency of test administration  Primary liaison with PED and testing contractors  Set standard for professionalism and motivational leader 23 PED – Assessment & Accountability

D2b. DTC Training Responsibilities

 Provides training to STCs and principals 2x year  Disseminates 6.10.7 NMAC to all staff  Disseminates and trains STC Checklist  Provides clear instructions on what is allowed/not allowed  Provides manuals in advance of training and reviews manuals during training  Assists STC with training materials  Provides and reviews testing schedule calendar(s)  Ensures availability of allowable support materials/tools (calculators, rough draft paper, No. 2 lead pencils, etc.)  Develops and trains local secure tracking procedures (demonstration with substitute test materials is ideal) PED – Assessment & Accountability 24

D2c. DTC Test Administration Responsibilities  Inspects schools’ accommodations documents  Ensures schools have posted conspicuous signs near copy machines, entry doors, office and classroom doors  Ensures only certified & trained staff act as TAs and Proctors  Inspects schools to ensure each school securely stores assessment materials, follows tracking procedure  Reports irregularities to PED/conducts investigations PED – Assessment & Accountability 25

D2d. DTC Post-Test Responsibilities

 Ensures all students were tested  Verifies student labels/biogrid complete & correct  Returns all secure materials to vendor according to directions PED – Assessment & Accountability 26

D2e. DTC Documentation Responsibilities

 Ensures assessment records are organized and filed properly for 5 years  Maintains STC training agendas and TA signatures  Accounts for all confidentiality forms for individuals involved in handling assessment materials (5 years)  Submits completed Verification Forms to PED 27 PED – Assessment & Accountability

D3a. STC Leadership Responsibilities

  Receives PED training 2x year (charter, BIE, state school) Be completely knowledgeable of 6.10.7 NMAC   Follows STC Checklist; documents completion of tasks Communicates assessment information to students   Enforces district policies (test security, cell phone, etc.) Responsible for test material security, tracking, and protection at all times within school   Primary liaison with DTC (or PED and testing contractors) Develops student/teacher and room testing assignments  Set standard for professionalism and motivational leader 28 PED – Assessment & Accountability

D3b. STC Training Responsibilities

 Provides training to TAs and Proctors 2x year  Reviews 6.10.7 NMAC with TAs and Proctors  Disseminates and trains TA/Proctor Checklist  Provides manuals in advance of training and reviews manuals during training  Trains local secure tracking procedures (demonstration with substitute test materials is ideal)  Reviews student and room testing assignments, including accommodations, with staff  Best practice: spreadsheets with student names, type of accommodation, location, and TA/Proctor is assigned  Trains proper administration of accommodations  Demonstration using released items ideal  Provides clear instructions on what is allowed/not allowed PED – Assessment & Accountability 29

D3c. STC Test Administration Responsibilities     Securely stores assessment materials daily; follows tracking procedure at all times   Posts conspicuous signs near copy machines, entry doors, office and classroom doors Actively monitors consistent, proper, and standardized administration across school and correct administration of accommodations (visit classrooms during test sessions) Distributes allowable support materials/tools when appropriate by session and grade (calculators, rough draft paper, No. 2 lead pencils, etc.) Reports irregularities to DTC or PED/conducts investigations Verify Student Pre-ID Labels & Roster are accurate 30 PED – Assessment & Accountability

D3d. STC Post-Test Responsibilities

 Ensures all students were tested  Applies student labels  Completes biogrid  Returns all secure materials, including rough drafts, to DTC  Recycles manuals PED – Assessment & Accountability 31

D3e. STC Documentation Responsibilities

 Develops STC Training Agenda and TA/Proctor sign-in sheets for training; captures all signatures and provides evidence of STC training to DTC  Captures all required signatures of Verification Forms and provides to DTC  Maintain local secure materials tracking system within school; provide to DTC upon request 32 PED – Assessment & Accountability

D4. Test Administrator/Proctor Responsibilities  Administers assessments to assigned students according to directions; follow manuals, read scripts, and offer accommodations as directed  Maintains assessment materials security  Protects confidentiality of students  Reads the DFA script as written and reviews the directions with students to ensure understanding  Strictly monitors students during testing  Maintains an appropriate & fair testing environment  Reports irregularities immediately to STC and principal 33 PED – Assessment & Accountability

Test Security

Protect your students, your staff, yourself and the test

E. Test Security

1. Four Principles of Test Security 2. Standardization 3. Prohibited Practices & Stray Mark Clean-Up 4. Administrative Forms 5. Materials Storage & Chain of Custody 6. Staff Qualifications 7. Handling Testing Irregularities PED – Assessment & Accountability 35

E1. Four Principles of Test Security

1. Protect the student 2. Protect your staff 3. Protect yourself 4. Protect the test PED – Assessment & Accountability 36

E2a. Standardization

 About equity, fairness, and meaningful results  Announce different from classroom work  Standardized testing window  Standardized testing schedule  Training twice per year 37 PED – Assessment & Accountability

E2b. Standardization

 Manuals directions and scripts  DTC & STCs use the

Test Coordinator’s Manual

 DTC & STC read the DFAs for every grade level so can answer TA and proctor questions  TA reads the DFA directions carefully at least 2 weeks before testing starts and administers test reading scripts EXACTLY as presented  TAs may not have test booklets more than 24 hrs. in advance of test administration  Maintain strict adherence to

every element

of the directions/instructions 38 PED – Assessment & Accountability

E3a. Prohibited Practices

          Photocopy or reproduce testing materials Paraphrasing questions or student answers Teach from, possess, or disseminate a photocopy of test material Provide students with review of specific SBA test questions or answers before, during, or after testing Permit test materials to remain unattended in an unlocked room Coach or inappropriately assist students during testing Take test materials off-campus, unless PED authorized Disparage or diminish the significance, importance of use of the standardized tests Cell phones/Smart phones prohibited Stray Mark Clean Up – detailed on next slide 39 PED – Assessment & Accountability

E3b. Stray Mark Clean-up Forbidden

 School or district personnel shall not erase or change the answer document in any way, except biogrid information.

 Students directed to fully erase changed answers in session directions script  Answer documents with exceptional concerns regarding student work (answers in wrong answer spaces, etc.) should be returned in Special Handling Envelope with an explanatory note.

40 PED – Assessment & Accountability

E4. Administrative Forms

  Confidentiality Agreement – for all who come in contact with assessment materials: submitted to principal and kept on file for 5 years Principal’s Verification Form – Verification of accommodations, proper storage, tracking of materials, trained staff; kept on file for 5 years Superintendent’s Verification Form – sent to PED    DTC must keep all forms on file at the district for 5 years The Superintendent’s Verification Form must be sent to PED

after

the assessment window.

41 PED – Assessment & Accountability

E5a. Materials Storage

 Locked central storage –  All testing materials are accounted for

daily

 Materials must be signed out by TA daily and be checked-in each day after testing  Must be locked in a centralized room when not in use  Access to locked room must be limited 42 PED – Assessment & Accountability

E5b. Materials Chain of Custody

 Absolutely essential for keeping track of assessment materials  Is effective only if each booklet is counted and signatures document each transaction  Missing materials are immediately known  Significantly decreases possibility of lost or missing materials  Significantly increases chances of finding missing materials PED – Assessment & Accountability 43

E6a. TA Qualifications

Only trained, certified staff are permitted to administer tests. Some examples:

 Licensed school instructors & administrators  Teachers on waivers or intern licenses  Long-term substitutes with a valid teaching license  Coaches and contractors with a valid teaching license  Licensed counselors and related service providers 44 PED – Assessment & Accountability

D6b. Non-certified Staff Support

Other trained, non-certified staff members may be used to:

 Provide one-on-one accommodations to Special Education, ELL, or IEP students  Supervised by a certified, trained staff member  Advance training is imperative.



Must sign Confidentiality Agreement

45 PED – Assessment & Accountability

E6c. Proctor Qualifications

Any staff or community member who has been trained in proper test administration and test security may serve as a proctor

 Assist TA, but not act as test administrators  Hall monitoring/ restroom escort  No parents in child’s or relative’s classroom 

Must sign Confidentiality Agreement

46 PED – Assessment & Accountability

E7a. Testing Irregularities

A testing irregularity is

: Any circumstance within or beyond the control of a school district that in the opinion of the PED or a school district, raises doubts about the propriety of standardized testing procedures, preparation materials, standardized test administration, standardized testing security, student scores attained from standardized testing, or teacher or student conduct observed during standardized testing. (6.10.7.7 (A) NMAC) 47 PED – Assessment & Accountability

E7b. Reporting Testing Irregularities

 TA immediately reports any testing irregularity to STC  STC immediately reports testing irregularity to principal & DTC  District/school shall conduct internal investigation immediately  DTC reports incident to PED within 24 hours  Follow-up with written report 48 PED – Assessment & Accountability

E7c. Invalidating Tests

 The content area for a test must be invalidated if:  there is evidence/observation of cheating;  students move ahead to the next session before being directed to do so;  students take the test with a prohibited modification; or  students make no effort to complete the test.

PED – Assessment & Accountability 49

Break

Please break for lunch at this time.

PED – Assessment & Accountability 50

F. Special Situations

1. NMHSCE Waivers 2. Parental Refusal 3. ELL Participation (3 years) 4. ELL Students New to the U.S.

5. Accommodations PED – Assessment & Accountability 51

F1. NMHSCE Waivers

 With the approval of the local board of education, the local superintendent may request

written approval from the Secretary of Education

to award a diploma to a student who has not passed the Competency Examination and who is not covered under subparagraph (b) of paragraph (1) of subsection K of 6.2.30.10 regarding student with disabilities.  Waiver eligibility is evaluated on a

case-by-case

basis.

(6.30.2 NMAC —Standards for Excellence) 52 PED – Assessment & Accountability

E2. Parental Refusal Form

When parents refuse participation of their child in the New Mexico Statewide Assessment Program...

 Parents take the refusal to the principal  Principal notifies the district office personnel  District office personnel should counsel the parent   Parental Refusal Form must be completed & kept on file Child not excused from accountability for school or district 53 PED – Assessment & Accountability

F3a. ELL (3 Years) Participation

After three years in U.S. schools, excluding kindergarten:

 Students must participate in English language assessment with or without accommodations.

 Waiver to continue testing student in his/her home language is available

for up to two additional years

.

 Waiver request submitted by district superintendent to NM Secretary of Education  Waiver is effective only for current year 54 PED – Assessment & Accountability

F3b. SBA Language Waiver Process

1. Complete student data on the form 2. Fill-in all fields – blank fields will cause rejections   Rationale must be logical Students who scored ADVANCED on last year’s NMELPA are no longer ELL 3. Burn on to a CD 4. Mail to the Secretary of Education by January 27 th PED – Assessment & Accountability 55

F4. English Language Learners: New to U.S.

 Option available first year in U.S. only  May receive language exemption from Reading  Language proficiency assessment substituted for participation  Must take Math and other assessments  Scores do not affect accountability performance results  Exchange students are exempt from participation in the NMSAP 56 PED – Assessment & Accountability

F5a. Accommodations

 Coded accommodations are allowable only for students on IEPs, 504 Plans or current ELL status.    Biogrid Codes for each accommodation Scribing directions are included in the Appendices All students are eligible for Test Administration Best Practices.  Must be assigned by a school team: SAT  No biogrid coding required  Examples: extended time, small group <5, or individual setting PED – Assessment & Accountability 57

F5b. Accommodations Planning

 Use assessment accommodation(s) in daily instruction prior to the SBA administration.

 Inform students what assistance they will and will not be allowed to receive during testing. Try a practice session ahead of time.

   Train TAs and Proctors in specific accommodations Reading passages cannot be read aloud to anyone Record what was actually used, not all available PED – Assessment & Accountability

F5c. Best Test Practice Accommodations

 Must be assigned by a school team: SAT  Does not require an IEP/504/ELL status  No coding required in biogrid  Examples:  Extended time  Small Group <5  Individual setting PED – Assessment & Accountability 59

G. SBA-Specific Information (MP)

1. SBA Test Design & Subtests 2. SBA 2012 Key Dates 3. SBA 2012 Test Materials 4. Ordering Materials 5. Receiving Materials 6. Preparing Materials for Return 7. Return Packing Procedures PED – Assessment & Accountability 60

G1a. SBA Test Design

      Grades 3-8, HS2, HS3 Reading & math all grades Writing grades 3, 5, 8 Science grades 4, 7, HS3 only (not HS2) 80% MC (1-point) ; 20% OE (2, 3, or 4-point) Same design as last year PED – Assessment & Accountability 61

G1b. SBA Subtests and Sessions

Grade

3, 5 & 8 6 & HS2 4, 7 & HS3

Reading Math Writing Science

2 2 2 3 3 3 3 0 0 0 0 3  Test order: Student survey, reading, math, writing or science. PED – Assessment & Accountability

G2. SBA 2012 Key Dates

Event

Initial Ordering Window Manuals Arrive Initial Orders Arrive Additional Ordering Window Student Pre-ID Labels Arrive Pick-up Date Make-up Materials Pick-up Date State Data File to PED SBA Reports Posted Online (MP) SBA Paper Reports in Districts PED – Assessment & Accountability

Date(s)

1/3-1/20 2/1 2/27 2/15-4/11 3/23 4/10 4/17 6/6 6/27 7/13 63

G3. SBA 2012 Test Materials

      English, Spanish, large print, Braille 1 Form Grade 3 one integrated booklet High school one form across both years MRS, glossaries, rulers New student surveys (grade 3 integrated, grades 4-HS separate; answer space in regular answer document)  Answer space examples in folder; same as last year PED – Assessment & Accountability 64

G4. Ordering SBA Materials

         Only PED-approved DTCs/STCs authorized to order Same

ordering

password for NMHSCE and SBA Automatic 10% overage shipped per initial order Order only tests (E,S,LP,B); all else calculated PO required; ok to use one PO for all orders No need to send PO to MP Save/change orders throughout initial window 2012 Price Grades 3-8 2012 Price High School* $32.62

$74.38

*PED paying HS2 costs this year only; shows $0 in OOS PED – Assessment & Accountability

G5. Receiving Test Materials

 Inventory materials immediately upon receiving them.  Packing Slips  Security Checklist or the Local Inventory Tool  Store materials securely until the testing window; chain of custody starts with receipt of boxes  Report any discrepancies, shortages, or issues to the Measured Progress helpdesk right away  Keep the boxes until after materials are returned PED – Assessment & Accountability

G6a. Preparing SBA Materials for Return



All MC items must be transcribed into AD or they will not be scored!

 After testing, label any typed responses papers and place papers for an individual student inside the student’s AD. Never staple, glue, or tape papers into an AD.

67 PED – Assessment & Accountability

G6b. Sample Typed Response

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G6c. Student Pre-ID Labels

 Check Pre-ID Label Rosters; correct STARS/NASIS by end of testing window.

 Do not use an SBA Pre-ID Label if it contains outdated or incorrect student information.  Just tear up and throw away unused Pre-ID Labels.

 If no label, bubble in all biogrid boxes on cover  Critical Step! Accurately labeling answer documents is critical to accurate reporting. Include a quality control step after applying Pre-ID Labels.

PED – Assessment & Accountability

G6d. Do Not Return These SBA Materials

       Contaminated materials (blood, vomit, or other bodily output) Call the NM Helpdesk for instructions.

Manuals Math Reference Sheets Rulers Spanish Math & Science Glossaries Student Surveys Unused Pre-ID Labels or Pre-ID Label Rosters PED – Assessment & Accountability

G6e. Focus on Returning These SBA Materials  All Test Booklets (English, Spanish, LP, Braille)  All Answer Documents (used and unused)  All writing rough draft pages  Any student work pages used for accommodations containing student responses to items.

PED – Assessment & Accountability

G7a. Non-Scoreable Boxes for SBA/HSGA

Apply Pink Return Label Over White Delivery Label All Test Booklets Except Grade 3. Include all grade 4-8 and high school tests, including English, Spanish, Braille, and LP.

Writing Rough Draft Return envelope PED – Assessment & Accountability

G7b. Packing Scorable Boxes for SBA/HSGA Apply Blue Return Label Over White Delivery Label Return of

Used

Answer Documents and Grade 3 Test Booklet Envelope(s) Special Handling Envelope Return of

Unused

Answer Documents and Grade 3 Test Booklet Envelope(s) PED – Assessment & Accountability