Welcome! New System Test Coordinators

1
Welcome!New System Test Coordinators Mid-Year
Touchpoint Webinar

• Thursday, January 8, 2015
• 1000 AM 1200 PM

2
Purpose

• To check-in with you at the mid-year point
• provide information and reminders for the
  upcoming months
• and answer questions.

3
Assessment AccountabilityContact Information

• Melissa Fincher, Ph.D.Deputy Superintendent,
  Assessment and Accountability
• [phone] mfincher_at_doe.k12.ga.us
• Melodee Davis, Ph.D.
• Director, Assessment Research and Development
• [phone] medavis_at_doe.12.ga.us
• Anthony (Tony) Eitel
• Director, Assessment Administration
• [phone] aeitel_at_doe.k12.ga.us
• Cowen Harter
• Director, Accountability
• [phone] charter_at_doe.k12.ga.us

4
Assessment Accountability Team

• Deputy Superintendent Support Staff
• Melissa Fincher Connie Caldwell
  Joni Briscoe
• Assessment Administration Anthony (Tony) Eitel
• 8 Bobbie Bable 8 Deborah Houston 8 Mary
  Nesbit-McBride
• 8 Michael Huneke 8 Robert McLeod
• Assessment Research Development Melodee (Dee)
  Davis
• 8 Jan Reyes 8 Kelli Harris-Wright 8 Niveen
  Vosler 8 Sheril Smith
• Accountability Cowen Harter
• 8 Michelle Christensen 8 Nancy Haight 8 Paula
  Swartzberg
• 8 August Ogletree
• Growth Model
• 8 Allison Timberlake 8 Qi Qin

5
Assessment Administration Contact Information

• ACCESS for ELLs
• Georgia Alternate Assessment (GAA)
• Deborah Houston
• 404.657.0251 dhouston_at_doe.k12.ga.us
• Georgia Graduation Assessments (GHSGT GHSWT)
• Georgia Online Formative Assessment Resource
  (GOFAR) Online Assessment System (OAS)
• Michael Huneke
• 404.232.1208
• mhuneke_at_doe.k12.ga.us
• National Assessment of Educational Progress
  (NAEP)
• Georgia Kindergarten Inventory of Developing
  Skills (GKIDS)
• Bobbie Bable
• 404.657.6168
• bbable_at_doe.k12.ga.us

• Georgia Milestones
• Lead Contact for End of Grade (EOG)
• Support Contact for EOG EOC Technology
• Robert McLeod, Ed.D.
• 404.656.2589 RMcLeod_at_doe.k12.ga.us
• Lead Contact for End of Course (EOC)
• Lead Contact for EOG EOC Accommodations
• Mary Nesbit-McBride, Ph.D.
• 404.232.1207 mmcbride_at_doe.k12.ga.us
• Lead Contact for EOG EOC Technology
• Michael Huneke
• 404.232.1208
• mhuneke_at_doe.k12.ga.us

6
Assessment Research DevelopmentContact
Information

• Assessment Specialists,
• Research and Development
• Sheril Smith, Ph.D.
• Assessment Research Specialist
• 404.463.0164
• shsmith_at_doe.k12.ga.us
• Niveen Vosler
• Assessment Research Specialist 404.463.0166
• nvosler_at_doe.k12.ga.us

• Kindergarten Entry Profile Project
• Jan Reyes, Ph.D.
• Assessment Specialist
• 404.463.6665
• jreyes_at_doe.k12.ga.us
• Formative Instructional Practices (FIP)
• Kelli Harris-Wright
• Assessment Specialist
• 404.463-5047
• kharris-wright_at_doe.k12.ga.us

7
Accountability Growth ModelContact Information

• Accountability
• Michelle Christensen
• Accountability Specialist
• 404-463-1175
• mchristensen_at_doe.k12.ga.us
• Nancy Haight
• Accountability Specialist
• 404-463-1166
• nhaight_at_doe.k12.ga.us
• Paula Swartzberg
• Accountability Specialist
• 404-463-1539
• pswartzberg_at_doe.k12.ga.us
• August Ogletree
• Accountability Research Specialist

Growth Model Allison Timberlake, Ph.D. Program
Manager 404.463.6666 atimberlake_at_doe.k12.ga.us
Qi Qin Assessment Specialist 404.657.0311 qqin_at_d
oe.k12.ga.us
8
Things you need to know

• Never hesitate to call or email
• Testing is all about logistics, careful planning,
  and clear communication
• Superintendent Certification Form is due twice a
  year January 31 (for July December) and July
  31 (for January June)
• Submit via the MyGaDOE portal
• Principal Certification Form is now due after
  each administration http//archives.gadoe.org/DMG
  etDocument.aspx/Principals20Certification20Form.
  pdf?p6CC6799F8C1371F6C3DC31F0F32C6BF289E49092B586
  8EA4D75D9E9EE197E244TypeD
• Retain at the system level for 5 years

9
State Board Rules

• The most current rules below can be found on the
  GaDOE web site at the following link
  http//www.gadoe.org/External-Affairs-and-Policy/S
  tate-Board-of-Education/Pages/PEABoardRules.aspx
• State Board Rules relating to assessment include
  
• 160-3-1-.07 Testing Programs Student Assessment
  (Amended August 2014)
• 160-4-2-.11 Promotion, Placement, and Retention
• 160-4-2-.13 Statewide Passing Score
• 160-4-2-.20 List of State-Funded K-8 Subjects
  and 9-12 Courses
• 160-5-1-.15 Awarding of Units of Credit and
  Acceptance of Transfer Credit and/or Grades
• 160-4-2-.06 through 160-4-2-.48 (IHF) High School
  Graduation Requirements
• 160-1-3-.09 Waivers and Variances of High School
  Graduation Assessments
• 160-4-5-.02 Language Assistance Program for
  English Learners
• 160-4-2-.31 Hospital/Homebound (HHB) Services
• 160-4-2-.34 Dual Enrollment
• 160-4-8-.12 Alternative/Non-Traditional Education
  Programs
• 160-5-1-.07 Student Data Collection
• 160-5-1-.14 Transfer of Student Records
• 160-7-1-.01 Single Statewide Accountability
  System

10
General Announcements Managerial Topics

• Superintendents Certification Form (Online in
  the MyGaDOE Portal)
• January June Submit no later than July 31
• July December Submit no later than January 31
• Principals Certification Form (Paper Form)
  required after each administration.
  http//www.gadoe.org/Curriculum-Instruction-and-As
  sessment/Assessment/Pages/Information-For-Educator
  s.aspx
• Must be kept on file by System Test Coordinator
  for 5 years.
• Form is posted within the For Educators link on
  the GaDOE site
• Webinar schedule http//www.gadoe.org/Curriculum
  -Instruction-and-Assessment/Assessment/Pages/Memor
  anda--Announcements.aspx
• GaDOE Published Resources Please remind staff
  in your local systems that GaDOE
  publications/resources such as Study Guides, Test
  Content Descriptions, released test items, and
  test items from the OAS/GOFAR may not be
  repackaged, cut/pasted, etc. and presented as
  either a unique creation or as a GaDOE approved
  resource.

11
General Announcements Managerial
TopicsTransmission of Secure Information

• Do not include GTID or FTE s numbers in emails.
  
• In addition, please do not email other secure
  information such as confidential personnel
  information, secure test content, confidential
  student documents, etc.
• If secure information such as this needs to be
  shared via email, you may do so via the MyGaDOE
  Portal.

12
General Announcements Accurate Reporting

• Reasons for non-participation must be provided
  during the Accountability Non-Participation
  Collection. This application may be accessed via
  the MyGaDOE Portal. Those marked () are
  applicable only for EOC non-participation.
• - Illness - Medical Emergency
• - Other - Unknown
• EOC Course Not Completed
• EOC Course Not Taken for Core
  Credit/EOC Administered Previously
• Be reminded that assessment data must report to
  the FTE-reporting location (the school that
  reports the student for FTE purposes) and that
  students must be assessed per their FTE-reported
  grade level.
• Program Codes (such as the four-digit 6000
  series) may not be used as the four-digit state
  school number. Please note that doing so will
  result in reporting errors for your students and
  may also create inaccuracies in your
  Accountability reporting.

13
Contractor URLS, accounts, and Passwords
Assessment Testing Contractor/Website When do you need or receive this information? Who should you communicate with to have your name added/account created?
MyGaDOE Portal Georgia Department of Education https//portal.doe.k12.ga.us/login.aspx Need to obtain ASAP Local System Technology Director
ACCESS for ELLs World Class Instructional Design and Assessment (WIDA) http//wida.us/contactus.aspx Sent in October from WIDA WIDA Help Desk (help_at_wida.us) or Deborah Houston at dhouston_at_doe.k12.ga.us, 404-657-0251
GAA Questar Sent in October from Questar Deborah Houston dhouston_at_doe.k12.ga.us 404-657-0251
GHSGT and GHSWT Georgia Center for Assessment (GCA) https//gcap.tsars.uga.edu/materials/ Need to obtain ASAP GCA 888-392-8977
GKIDS Georgia Center for Assessment (GCA) https//gkids.tsars.uga.edu/start Need to obtain ASAP Contact GCA to update STC designation 888-392-8977
Georgia Milestones Test Administration System and other functions CTB/McGraw-Hill CTB.com Test Administration System Need to obtain ASAP 866-282-2249 GeorgiaHelpDesk_at_ctb.com
OAS Riverside https//www.georgiaoas.org/ Sent in Mid-August from Riverside Michael Huneke mhuneke_at_doe.k12.ga.us or Riverside 866-215-6881
14
(No Transcript)
15
(No Transcript)
16
Webinar Dates for January June 2015Memo found
athttp//www.gadoe.org/Curriculum-Instruction-an
d-Assessment/Assessment/Pages/Information-For-Educ
ators.aspxhttp//www.gadoe.org/Curriculum-Instru
ction-and-Assessment/Assessment/Pages/Memoranda--A
nnouncements.aspx
17
Student Assessment Handbook2014- 2015
Handbook posted at
http//www.gadoe.org/Curriculum-Instruction-and-As
sessment/Assessment/Pages/Information-For-Educator
s.aspx Overview webinar from September 2014
Recording Link http//video.doe.k12.ga.us/assess/
assess10
18
High Level Overview of 2014-2015
19
2014 - 2015 Assessments

• Active Programs
• ACCESS for ELLs (K-12) and Alternate ACCESS for
  ELLs (1-12)
• Georgia Alternate Assessment (GAA) (Gr. 3-8 and
  HS)
• Georgia High School Writing Test (GHSWT)
  Remains a requirement in 2014-2015
• Georgia Kindergarten Inventory of Developing
  Skills (GKIDS)
• Georgia Milestones Assessment System (Georgia
  Milestones) (Gr. 3-8 and HS)
• National Assessment of Educational Progress
  (NAEP) (Gr. 4, 8, and 12)
• Legacy Programs Still available, but only for a
  specific set of students
• Basic Skills Test (BST)
• Georgia High School Graduation Tests (GHSGT)
• Former Programs Discontinued and no longer
  available
• CRCT and CRCT-M
• End of Course Tests (EOCT) after November 2014
  Mid-Month/Retest
• Grades 3, 5, and 8 Writing Assessments

20
2014 - 2015 Assessments

• ACCESS for ELLs (K-12) and Alternate ACCESS for
  ELLs (1-12)
• Georgia Alternate Assessment (GAA) (K, 3-8, 11)
• Important change to content standards in high
  school mathematics in 2014-2015 (Coordinate
  Algebra Analytic Geometry) . . . Revised
  Blueprint for high school mathematics for
  2014-2015
• Georgia High School Writing Test (GHSWT)
• Unchanged in 2014-2015 REMAINS a diploma
  requirement in 2014-2015
• A rule change was approved in August 2014 that
  would no longer require the GHSWT for students
  who enrolled in grade nine on/after July 1, 2013
  (this years 9th 10th graders)
• Summer retest administration moves to June (June
  17, 2015) . . . No more July graduation
  assessment windows . . . It is important that
  your system publicizes this fact early, and
  often.
• Georgia High School Graduation Tests (GHSGT)
• Available for students who remain subject to this
  requirement (Reference Secondary Assessment
  Transition Plan) BST remains available as well
  for students in that cohort
• No summer retest window any longer (Last GHSGT
  summer administration, July 2014) . . . It is
  important that your system publicizes this fact
  early, and often.
• All administrations (with maybe a few rare,
  student-by-student exceptions) are now retests
  . . . The Fall, Winter, and Spring windows will
  be available during 2014-2015
• Pre-registration is required per State Board
  Rule Confirm identity of all test-takers

21
2014 - 2015 Assessments

• Georgia Kindergarten Inventory of Developing
  Skills (GKIDS) (K)
• No changes
• Georgia Milestones Assessment System (Georgia
  Milestones)
• Grades 3 8 (End of Grade measures, EOG)
• High School (and middle school where applicable)
  (End of Course measures, EOC)
• National Assessment of Educational Progress
  (NAEP) (4, 8, 12)
• 400 schools sampled statewide in 2015
• 2015 is a state year for which state-level data
  will be reported

22
Roles and Responsibilities

• The successful implementation of the statewide
  student assessment program requires a concerted
  effort by many individuals at the local level.
• The failure of any personnel to assume the
  responsibilities described in the Student
  Assessment Handbook (SAH) may result in testing
  irregularities and/or invalidation of scores.
• Failure to assume responsibilities can have many
  far-reaching implications and may effect
  professional certification status.

23
Roles and Responsibilities

• Detailed descriptions of roles and
  responsibilities are provided in
• the SAH, 2014-2015
• Superintendent
• System Test Coordinator (STC)
• System Special Education Coordinator
• System Title III Coordinator
• Principal
• School Test Coordinator
• Examiner
• Proctor

24
Roles and Responsibilities

• System Test Coordinator
• Liaison between system and GaDOE
• Conduct local system trainings of School
  Coordinators
• Coordinate ALL administration activity
• Know and enforce responsibilities of all other
  roles
• Adhere to planned schedule
• Implement approved security plan
• Detailed list of responsibilities in SAH

25
Roles and Responsibilities

• School Test Coordinator
• Count and secure all test materials
• Material distribution/return
• Attend and redeliver training
• Sign out materials
• Monitor test administration environment
• Receive/verify test materials after testing each
  day
• Detailed list of responsibilities in SAH

26
CONDUCTING SECURE SUCCESSFUL TEST
ADMINISTRATIONS
27
The state assessment program provides critical
information to

• Students Parents
• Teachers Schools Systems
• Community Members Administrators
• Policymakers
• Various accountability measures
• The integrity of the assessment process is
  critical to all we do as educators . . . And the
  publics faith and trust in what we do!

28
Roles and Responsibilities

• The successful implementation of the statewide
  student assessment program requires a concerted
  effort by many individuals at the local level.
• The failure of personnel to assume the
  responsibilities described in the Student
  Assessment Handbook (SAH) may result in testing
  irregularities and/or invalidation of scores.
• Failure to assume responsibilities can have many
  far-reaching implications and may affect
  professional certification status.
• Most importantly, a failure to fulfill ones
  responsibilities can also have a detrimental
  impact upon students.
• Detailed descriptions of roles and
  responsibilities are provided in the SAH
• Superintendent System Test Coordinator (STC)
• System Special Educ. Coordinator System Title
  III Coordinator
• Principal School Test Coordinator
• Examiner Proctor

29
Scheduling Considerations

• Mandated tests must be scheduled in accordance
  with published GaDOE testing dates. This is a
  provision that Superintendents document via the
  Supts. Certification Form.
• The Statewide Assessment Calendar can be found on
  the GaDOE Testing web page in the For Educators
  link.
• http//www.gadoe.org/Curriculum-Instruction-and-As
  sessment/Assessment/Pages/Information-For-Educator
  s.aspx
• In scheduling each assessment, schools must
  adhere to the testing times prescribed in the
  Examiners Manuals. Allowing too much or too
  little time may result in an invalidation.
• Given the implementation of Georgia Milestones in
  this first year, we will be working more closely
  with systems than ever before regarding the
  details of scheduling.
• When scheduling tests, consider the optimum time
  to administer the tests.
• Consider logistics, including time and staff
  availability.
• The advent of online testing, on a larger scale
  than ever before, requires different thinking
  relative to logistics.
• Technology requirements, support needs, and
  capacity
• More than one session per day (AM and PM, AM,
  Mid-Day, PM, etc.) and testing on Mondays and
  Fridays (which are days many systems have tried
  to avoid in the past)
• Cycling students through test settings where
  technology is housed
• Seating/space considerations
• Contingency planning for unexpected events such
  as power outages (incl. weather related),
  Internet service interruptions, etc.

30
Scheduling Considerations

• While traditional scheduling considerations
  will continue to apply to multiple testing
  programs, online testing considerations would
  apply here as well in terms of physical setting,
  space, etc.
• Each system/school has the option of deciding
  whether students will be tested in their
  classrooms or in a large-group setting. It is
  strongly recommended that students are tested in
  a classroom setting (or computer lab), especially
  for elementary school students.
• Mandated tests must be scheduled in accordance
  with published GaDOE testing dates . . . And
  where applicable, the prescribed order of content
  areas, etc.
• If breaks are allowed, they should be scheduled
  so that an unhurried pace is maintained. The
  monitoring of students during an
  allowed/scheduled break is required. While
  breaks are intended to allow students to pause
  so to speak, they cannot be viewed as a time
  where disruptive or loud behaviors are allowed or
  create a scenario where test security could be
  compromised.
• If the large-group testing option is selected,
  all students must be able to hear the test
  instructions and have sufficient workspace for
  writing or marking answer documents.
  Instructions should be delivered by the students
  examiner who is present with them in the test
  setting.
• A sufficient number of proctors must be available
  to assist with test administration and monitor
  test security. A proctor is required when 30 or
  more students are in a test setting. For every
  additional 30 students, another proctor is
  required.
• Plans for the effective, documented, and secure
  distribution and collection of test materials
  (test booklets, answer sheets, online
  authorization log-ins/passcodes, etc.) must be in
  place regardless of the type of setting used.
• Plans must be in place for students who become
  ill or have an urgent personal need (restroom).

31
Materials Management Security

• Make certain that Pre-ID label files and/or
  student data submissions for online testing are
  created accurately and uploaded in a timely
  manner.
• Correction of school/system level errors that
  result in reporting errors may result in fees
  (potentially substantial dollar amounts) to the
  local system. More importantly, they may also
  negatively impact students.
• All testing materials must be stored under lock
  and key and with strict key control in a
  secure central location. Each STC must implement
  an accounting system for the materials that are
  required for each test administration. This
  applies at both the system and school levels.
• The STC should plan for the distribution of test
  booklets, answer documents, online
  log-in/password, etc., Examiners Manuals and
  Test Coordinators Manuals in a timely manner.
• Secure materials should be distributed to schools
  as close to the beginning of the testing window
  as possible.
• Each of the above bullets applies to online
  testing log-ins, etc. as well.
• Once an answer document has a student pre-id
  label on it, student information bubbled on it,
  and/or student responses on it . . . It is
  considered secure.

32
Materials Management Security

• Upon receipt, STC should
• Inventory all materials to ensure sufficient
  quantities of materials have been provided for
  each school.
• Locate pickup/return instructions/memo, return
  labels, and airbills/bills of lading.
• If there are any errors in shipping materials,
  contact the vendor and/or Assessment Specialist
  associated with the testing program immediately.

33
Materials Management Security

• Staff members who are not involved in testing
  should also be aware of the schools
  responsibility for test security.
• Paraprofessionals, custodial staff, and others in
  the school who may be in classes during testing
  or may be near the area where tests are stored
  (even though they do not have direct access to
  tests) should be aware of security rules.
• All personnel involved in the administration must
  be trained in a manner appropriate to their role
  this includes all staff who are involved in the
  handling of secure test materials (receipt,
  distribution, pre/post administration activities,
  return shipment, computer hardware management,
  etc.).
• Volunteers who assist in the school
  (non-employees) should not manage test materials
  or manage testing logistics but may assist in the
  administration in other ways (front office
  support, hall monitors, etc.). If needed,
  volunteers may serve as proctors but MUST be
  fully trained. See SAH for details.

34
Materials Management Security

• Distribute materials to schools in a timely
  manner. However, materials should not be in
  schools for lengthy periods of time either prior
  to or after the assessment window.
• Use appropriate security checklists to assign
  booklets to schools.
• School Test Coordinator should count and sign for
  all paper materials and online tickets
  received.
• Materials should be in a locked, secure location
  both at the system and school levels.
• Restricted access must be confirmed.
• A rule of thumb . . . If one would not store a
  large sum of money in the chosen location, then
  it is probably not a wise choice for secure test
  materials either.

35
Materials Management Security

• The School Test Coordinator must count before
  disseminating to examiners.
• Examiners must verify count upon receipt.
• Materials that are specific to a student (answer
  documents, booklets, online test tickets, etc.)
  MUST be given to the correct student. This is a
  staff error that we see much too frequently
  watch this carefully. Mistakes on this task can
  result in reporting errors that may be
  irreparable . . . With potentially negative
  impacts upon students . . . And potentially with
  financial costs to a district.
• At the end of testing each day, the examiner must
  account for all materials before dismissing
  students.
• The School Test Coordinator must count and secure
  all materials as examiners check in the materials
  at the end of testing each day.

36
Materials Management Security

• Each school should have a process that outlines
  how, when, where tests are to be distributed and
  collected each testing day.
• Schools should distribute materials to examiners
  immediately before testing.
• Schools should collect materials immediately at
  the conclusion of testing each day (or after each
  testing period or session if applicable).
• A local schools process must ensure that staff
  is in possession of test materials for only the
  amount time that is necessary to ensure a secure
  and successful test administration. Secure
  materials may not be in the possession of staff
  (outside the designated secure location) for an
  entire day.
• For instance, if multiple sessions are conducted
  during the day, the morning session materials
  must be turned in immediately after the morning
  session concludes. They cannot remain outside of
  the schools secure storage until the end of
  afternoon testing.

37
Materials Management Security

• All personnel are prohibited from reviewing
  contents of test booklets.
• Do not copy any secure test materials.
• The use, or intended use, of an electronic device
  to photograph, post, retain, or share
  information/images from any portion of a secure
  test booklet and/or answer document will result
  in invalidation.
• Monitor students.
• Interpreters for the hearing impaired may review
  in advance, with supervision, to plan for
  administration.

38
Materials Pre-ID Labels

• Pre-ID labels (where provided) must be used to
  provide accurate student information for state
  tests.
• Refer to the Test Coordinators and Examiners
  manuals for current information on use of labels
  specific to each test.
• Labels with incorrect information should not be
  used (and should be securely destroyed).
• Labels should be applied to answer documents
  prior to administration. Once applied, the
  answer document is considered secure.

39
Training Plan

• The STC must develop and implement a district
  plan for training for each specific assessment
  program.
• Remember, online test administration necessitates
  the inclusion of very detailed information that
  in many aspects differs from the training that
  most are familiar with for paper/pencil testing.
  Additionally, it may require the inclusion of
  staff members who were not included in trainings
  before such as technology specialists, etc.
• Maintain detailed attendance records with the
  name of each participant, responsibility, date of
  training, and name of assessment.
• Develop a specific plan for implementing
  accommodations including
• ensuring students receive the right
  accommodations
• ensuring the examiner administers the
  accommodation appropriately
• ensuring that any necessary logistics, materials,
  peripherals are considered

40
Importance of Training Materials

• Prior to and during test administrations, please
  refer to the following resources
• Student Assessment Handbook
• Examiners Manuals (paper/pencil online)
• Test Coordinators Manuals (paper/pencil
  online)
• Accommodations Manual

Even for those Georgia programs that are not
experiencing changes this year, read manuals
again even though you may have read them before.

41
Planning for a Conducive Environment

• Ensure that seating spaces and writing surfaces
  are large enough.
• Seating arranged to prevent cheating.
• No cell phones or other electronic devices in the
  test setting.
• No. 2 Pencils - Each student should have two No.
  2 pencils with erasers on test days. However,
  there should be a supply of extra pencils and
  erasers available.
• Keep a timing device visible - you should have a
  clock or watch to keep track of time during test
  administration.
• Prior to testing, make a plan for students who
  finish early, arrive late, appear to be (or
  become) ill, etc.

42
Online Testing Implications

• Online testing requires different thinking
  relative to logistics . . .
• For many systems (if not all), many lessons have
  been learned over time through use of the EOCT
  online in Main, Mid-Month, and Retest
  administrations and through the CRCT Retest
  online.
• Technology hardware, requirements, support needs,
  and capacity
• More than one session per day (AM and PM, AM,
  Mid-Day, PM, etc.) and testing on Mondays and
  Fridays (which are days of the week many systems
  have tried to avoid in the past)
• Cycling students through test settings where
  technology is housed
• The number of students a school can test online
  given the bullets noted above
• Seating/space considerations
• Securing log-ins, passwords, etc.
• Proficiency of staff and students with technology
• Contingency planning for both expected and
  unexpected events such as power outages (incl.
  weather related), Internet service interruptions,
  construction in or near a school, etc.
• Remember, the states (minimum) goal is 30 in
  this first year of Georgia Milestones . . . 80
  by Year 3 . . . 100 by Year 5. All schools will
  be expected to conduct some testing online.

43
Materials Resources

• RESOURCES AND AIDS
• NO dictionaries(), textbooks, or other aids
  and/or resources that would provide assistance.
  (EL Word to Word Dictionaries would be an
  exception to this if prescribed in an EL-TPC
  plan)
• Any instructional materials that are displayed in
  the room, such as posters, must be covered or
  removed during testing.
• Review the calculator policies for each program
  as they differ.
• The Georgia Milestones Calculator Policy can be
  found at http//www.gadoe.org/Curriculum-Instruc
  tion-and-Assessment/Assessment/Pages/Georgia-Miles
  tones-Assessment-System.aspx

44
Roles and Responsibilities

• Refer to Student Assessment Handbook for detailed
  information.
• Superintendent has ultimate responsibility for
  all testing activities within the local school
  system. The System Test Coordinator shares this
  responsibility as the Superintendents designee.
• Principal has ultimate responsibility for all
  testing activities within the school.
• Emphasis The Principal must complete the
  Principals Certification Form after each
  administration.

45
Roles and Responsibilities

• System Test Coordinator
• Liaison between system and GaDOE
• Conduct local system trainings of School
  Coordinators
• Coordinate ALL administration activity
• Know and enforce responsibilities of all other
  roles
• Adhere to the state testing calendar and local
  calendars/schedules
• Implement plans for ordering and receipt of
  materials, distribution, test security,
  administration, collection and return shipments,
  receipt and dissemination of reports and data
• Detailed list of responsibilities in SAH

46
Roles and Responsibilities

• School Test Coordinator
• Must hold a PSC-issued certificate (per Student
  Assessment Handbook)
• Count and secure all test materials
• Materials distribution/return, signing out and
  signing in materials
• Attend and then redeliver training
• Plan for all aspects of the schools test
  administration, monitor test administration
  environment
• Receive/verify test material counts after testing
  each day
• Collaborate effectively with local system
  colleagues who have a role in the success of your
  systems testing program.
• Detailed list of responsibilities in SAH

47
Roles and Responsibilities

• Examiner
• Must hold a Georgia PSC-issued certificate
  (teachers, counselors, administrators,
  paraprofessionals) . . . This is required per
  SBOE Rule 160-3-1-.07. GaDOE is compelled to
  invalidate when this does not occur (!).
• Security/verification of test materials
• Control of testing environment and active
  monitoring
• Accuracy of demographic/student information on
  answer documents
• Correct delivery of assigned accommodations
• Follows procedures for testing as given in
  Examiners Manuals, including reading all
  directions/script to students
• Test materials are not to be used for any purpose
  other than test administration
• Detailed list of responsibilities in SAH

48
Roles and Responsibilities

• Proctor
• Must be trained
• With examiner supervision, ensures that students
  are managing test materials appropriately
• Active monitoring
• Detailed list of responsibilities in SAH

49
Irregularities

• All personnel in the local system must follow
  protocol as they become aware of testing
  irregularities
• Signs of any testing irregularity must be dealt
  with immediately
• Test Examiner gt School Test Coordinator gt System
  Test Coordinator gt GaDOE
• All irregularities must be coded, documentation
  completed and submitted to the GaDOE Assessment
  Administration Division
• Only the GaDOE may invalidate assessments
• The Assessment Administration Division will
  review all reports of irregularities
• Issue irregularity/invalidation codes
• If appropriate, advise the local system as to
  whether a report of possible unethical conduct
  should be made to the Professional Standards
  Commission (PSC)

50

• Examples of Irregularities in Security
  Procedures
• Examinee was given access to test questions or
  prompts prior to testing
• Test Examiner or other personnel copied or
  reproduced and distributed secure test materials
• Examinees test booklet, online testing ticket,
  answer sheets, or portfolio entries (GAA) are
  lost
• Test Examiner or other personnel provided answers
  to the examinee, or altered/interfered with
  student responses
• For more examples, please refer to the SAH

51

• Examples of Irregularities during Testing
  Administration
• Test Examiner or other personnel failed to follow
  administration directions for the test
• Examinees test booklet, online testing ticket,
  answer sheets, or portfolio entries (GAA) are
  lost
• Test Examiner fails to provide an examinee with a
  documented accommodation or provides examinee
  with an accommodation that is not documented . .
  . Including a failure to transfer student
  responses to an answer document (such as with a
  Braille student)
• For more examples, please refer to the SAH

52
Steps for Reporting an Irregularity

• School Test Coordinator
• Communicate with the Principal and System Test
  Coordinator about a possible testing irregularity
• System Test Coordinator will provide guidance
  regarding investigation if necessary
• Statements should be provided by all parties
  involved in the irregularity . . . Details,
  Details, Details . . .
• Return all documentation to the System Test
  Coordinator in the manner and at the time
  prescribed

53
Steps for Reporting an Irregularity

• System Test Coordinator
• Collect Testing Irregularity Forms and
  documentation, if needed, from School Test
  Coordinators
• Documentation may include statements from parties
  with knowledge of event, list of students
  involved, copies of training logs, etc.
• Compile documentation and submit Portal entry for
  each incident
• Notify the Assessment Specialist in the
  Assessment Administration Division to determine
  appropriate coding for student answer documents
• Know your systems protocol for cases that may
  constitute a breach of the Code of Ethics . . .
  Systems typically have defined investigation
  protocols for such instances. This may even
  require support from your systems Human
  Resources Division and/or Board Attorney.

54
Characteristics of a Quality Investigation

• Examiner must notify Principal and School Test
  Coordinator of incident
• School Test Coordinator must notify System Test
  Coordinator
• Request detailed written statements from all
  parties involved if necessary
• Follow up on details, probe all angles, etc.
• Follow district procedures regarding alleged
  employee misconduct

55
Characteristics of a Quality Investigation

• Provide a written summary of incident and
  investigation findings
• Consult with GaDOE as needed.
• System Test Coordinator is responsible for
  reporting to GaDOE
• Note
• Report to GaDOE immediately, before investigation
• Final documentation should be entered into Portal
• The Portal is your systems, and GaDOEs,
  official record of the event and its disposition

56
Irregularities Post Testing

• Make certain that all irregularities and
  invalidations are documented correctly before
  sending scorable documents
• Make certain that online test irregularity forms
  have been finalized
• Communicate to school personnel the GaDOE
  responses to irregularity forms and consequences
  of irregularities, invalidations, and
  participation invalidations
• If appropriate, refer to PSC for investigation

57
Cell Phones and Electronic Devices

• Students are not permitted to use, or bring into
  the testing environment, any electronic device
  that could allow them to access, retain, or
  transmit information (e.g., cell phone,
  smartphone, PDA, electronic recording, camera, or
  playback device, etc.). Announcements must be
  made prior to testing that such devices are not
  allowed in the testing environment and that
  possession or improper use of such devices during
  testing may result in disciplinary action in
  accordance with the system's student code of
  conduct and/or test invalidation.
• In the event students attempt to enter the
  testing environment with such a device, districts
  and schools must have a plan to collect and
  secure such devices so that they are not
  accessible during testing.
• Script appears in the appropriate Examiners
  Manuals regarding this topic. This script, as
  with all script, MUST be read to students.
• If necessary, remind students that this
  expectation for Georgias state assessments is no
  different than most (if not all) other test
  settings that they will experience . . . Georgia
  Drivers License Knowledge Exam, the ACT, the
  SAT, etc.
• Many systems have local policies regarding cell
  phone access and/or use during the instructional
  day. The district should continue to apply and
  enforce their local discipline or other policies
  regarding the use of electronic devices.
• The GaDOE will determine if the assessment should
  be invalidated.

58
Cell Phones and Electronic Devices

• Should a case occur where a student does not
  conform to the directions given by school staff
  and a device is located in the test setting . . .
• In the event an examiner confirms during testing
  that a student is using a device to access,
  retain, or share information, the examiner must
  with minimal disruption
• collect the device,
• stop testing that student,
• remove the student from the testing session, and
• notify the School Test Coordinator immediately.
• In the event such actions are suspected, but not
  yet confirmed, the examiner must with minimal
  disruption
• collect the device,
• allow the student to complete testing,
• notify the School Test Coordinator immediately,
  and
• as soon as it is appropriate attempt to confirm
  whether or not the device has been used in
  violation of the guidelines above
• Simple possession of a device (including the
  ringing of a phone during test administration)
  may be addressed in keeping with the systems
  code of conduct and does not require an
  irregularity report to the GaDOE.

59
Accommodations Considerations and Current Updates
for 2014 - 2015

• For many Georgia assessment programs, there are
  no changes to allowable accommodations in
  2014-2015 . . . ACCESS for ELLs, GHSGT, GHSWT,
  GKIDS, NAEP.
• Allowable accommodations for these programs
  appear in the Student Assessment Handbook (SAH)
  and in the Accommodations Manual
• Revisions to the long-standing chart of allowable
  accommodations were made given the advent of
  Georgia Milestones.
• In the past, now, and in the future,
  accommodations not specified as allowable must be
  pre-approved or their unauthorized use may result
  in an invalidation. Requests must be received 6
  weeks in advance of the state testing window for
  the applicable assessment. This is true for all
  programs . . . Including Georgia Milestones.

60
Requests for Accommodations Not on State-Approved
List

• In rare instances, the GaDOE will consider a
  request for use of an accommodation that is not
  included in the Student Assessment Handbook, on a
  student by student basis. In order to consider
  the request, the Assessment Division will need
  detailed information for the/each student. See
  the Student Assessment Handbook for the required
  information that must be submitted.
• The Assessment Division will review this
  information with staff from the Division of
  Special Education Services and determine if the
  request can be granted. To grant the request,
  there must be a clear relationship between the
  students disability and the need for the
  accommodation to access the test. Accommodations
  that serve to grant the student a differential
  boost in correct answers cannot be approved if
  that is the sole reason for the request. Given
  that accommodations are to be prescribed based
  upon the needs of individual students, requests
  that are identical for multiple students are not
  appropriate and will not be reviewed.
• The System Test Coordinator must review all
  requests submitted by their local schools PRIOR
  to submission to GaDOE and indicate their
  approval of the schools request. Requests must
  be reviewed with consideration given to the
  purpose of the assessment and the constructs
  measured. Requests must not be forwarded to
  GaDOE if they are not appropriate and/or are
  incomplete.
• Requests must be submitted by systems in a
  batched fashion so that all being submitted for
  each state assessment are provided to GaDOE at
  one time (e. g. all Georgia Milestones EOG
  requests submitted in one batch).
• This will likely require local systems to
  establish internal timelines for such requests to
  be tendered to the System Test Coordinator.
• This information should be submitted to the
  Assessment Division by submitting the form by fax
  at [phone], or preferably by emailing the
  information to Melissa Fincher, Deputy
  Superintendent, at mfincher_at_doe.k12.ga.us.
  Requests MUST be received six weeks prior to the
  opening of each applicable state testing window
  for consideration.
•  

61
Irregularities and Investigations
62
Irregularities

• All personnel in the local system must follow
  protocol as they become aware of testing
  irregularities.
• Signs of any testing irregularity must be dealt
  with immediately.
• Test Examiner gt School Test Coordinator gt System
  Test Coordinator gt GaDOE

63
Irregularities

• All irregularities must be coded, documentation
  completed and submitted to the GaDOE Assessment
  Administration Division.
• Once the irregularity code is received, it may be
  used on future common place irregularities
  without calling the GaDOE but all irregularities
  must be reported.
• Only the GaDOE may invalidate assessments.

64
Steps for Reporting an Irregularity

• System Test Coordinator
• Collect Testing Irregularity Forms and
  documentation, if needed, from School Test
  Coordinators.
• Documentation may include statements from parties
  with knowledge of event, list of students
  involved, copies of training logs, etc.
• Compile documentation and submit portal entry for
  each incident.
• Notify the Assessment Specialist in the
  Assessment Administration Division to determine
  appropriate coding for student answer documents.
• Know your systems protocol for cases that may
  constitute a breach of the Code of Ethics . . .
  Some systems have defined investigation protocols
  for such instances.

65
Characteristics of a Quality Investigation

• Examiner should notify Principal and School Test
  Coordinator of incident.
• School Test Coordinator should notify System Test
  Coordinator.
• Request detailed written statements from all
  parties involved if necessary.
• Follow up on details (connect the dots)
• Follow district procedures regarding misconduct.

66
Characteristics of a Quality Investigation

• Provide a written summary of incident and
  investigation findings.
• Consult with GaDOE as needed.
• System Test Coordinator is responsible for
  reporting to GaDOE.
• Note
• Report to GaDOE immediately, before
  investigation.
• Final documentation should be entered into
  portal.

67
CODE OF ETHICS FOR GEORGIA EDUCATORS  

• The Professional Standards Commissions (PSC)
  Code of Ethics for Georgia Educators contains a
  standard specific to testing.
• PSC Ethics Division http//www.gapsc.com/Ethics/H
  ome.aspx
• Standard 11 Testing - An educator shall
  administer state-mandated assessments fairly and
  ethically.
• Unethical conduct includes but is not limited to
  
• committing any act that breaches Test Security
  and
• compromising the integrity of the assessment.

68
Code of Ethics Guidelines for Student
Assessment Georgia Professional Standards
Commission website www.gapsc.com
69
Test Security Reminders

• Be thoroughly familiar with the Student
  Assessment Handbook and test administration
  manuals
• Thoroughly train everyone involved in testing
• Carefully consider who has access to secure
  materials . . . And that includes who has access
  to online testing platforms and what role they
  have in the online system
• Make everyone in the school/system aware of the
  importance of test security and the consequences
  of violating test security
• Report problems in a timely manner
• Principals Certification Form is required after
  each administration and must be maintained by the
  System Test Coordinator for 5 years

70
Test Security Reminders

• Advanced planning is necessary
• Solid logistical procedures must be in place
• Secure storage before, during, and after must be
  present
• Clear and concise communication about roles and
  responsibilities
• Leave no doubt about whats expected and required
  by both GaDOE and your local system . . . And
  whats unacceptable and unethical
• Remind staff that security breaches can be either
  acts of commission (doing something wrong) or
  acts of omission (not fulfilling ones role or
  responsibilities)
• Document training carefully, including
  participants
• Loss of test booklets, answer documents, and/or
  any other secure materials constitute a breach of
  test security that can result in a referral to
  PSC

71

• ONLINE FORMS IN THE MyGaDOE PORTAL

72
Assessment Online Formshttps//portal.doe.k12.ga.
us/login.aspx

• Superintendents Certification Form
• January June Submit no later than July 31
• July December Submit no later than January 31
• Testing Irregularity Form
• Rescore Request Form (Please email/call
  appropriate Assessment Specialist as well)
• Graduation Assessment Special Administration
  Request Form
• In addition, these requests require a letter from
  the System Superintendent outlining rationale for
  the request.
• Remember that special administration requests for
  the GHSGT and GHSWT should be rare and only
  requested for extraordinary circumstances as
  defined in the Student Assessment Handbook.
• Given where we are in the Secondary Assessment
  Transition Plan, these should be exceedingly rare
  in the GHSGT program.

73
Assessment Online Forms https//portal.doe.k12.ga.
us/login.aspx

• Special Administration Request
• STC gt Superintendent gt GaDOE
• Assessment Rescore Request
• STC gt GaDOE
• Testing Irregularity
• STC gt GaDOE
• Superintendents Test Certification
• STC gt Superintendent gt GaDOE

74
Entering IRs into the MyGaDOE Portal

• In the MyGaDOE Portal, find the Surveys section
  and click on More
• https//portal.doe.k12.ga.us/login.aspx

Click on View Summary next to Testing
Irregularity Form
Click on Add New Record
Click on Start
75
Entering IRs into the MyGaDOE Portal
https//portal.doe.k12.ga.us/login.aspx

• See the Online Forms QuickStart Guide at
  http//www.gadoe.org/Curriculum-Instruction-and-As
  sessment/Assessment/Pages/Information-For-Educator
  s.aspx

76
When entering irregularities into the MyGaDOE
Portal . . .

• Provide comments in the Comment section to help
  elaborate on the irregularity (or in the Reason
  for Invalidation section if applicable).
• Please include in the comments the Form in
  question (if applicable).
• If it has been determined that the irregularity
  will result in invalidation make sure to
  indicate Yes in that drop-down box.
• Names of students and their GTIDs must be
  provided.
• Upload statements and other documents that
  provide necessary details on the event.
• Make sure you indicate the correct Assessment
  Cycle (Date) in that field.
• In an event that involves multiple students
  some of whom may be IR and some who may be IV,
  please enter them as two separate records.

77
Post Administration Info/Reminders
78
Collecting Materials

• In a supervised setting, at the conclusion of
  testing
• The School Test Coordinator . . . Conducts,
  coordinates, and supervises inspection of all
  completed answer documents for the following
  purposes only . . .
• to ensure that student demographic and
  identification information is accurate
• that necessary coding/labeling is complete
• that documents are in good condition for
  scanning/scoring. (If there is concern about
  some form of damage, stain, tear, etc., please
  contact GaDOE Assessment to discuss.)
• Count the answer documents and test booklets to
  account for the appropriate number
• Check to make certain there are no answer
  documents left in the test booklets
• Unnecessary handling of answer documents must be
  avoided
• The timely return of answer documents ensures a
  timely return of scores for your systems and,
  to some degree, others

79
Returning Scorables and Nonscorable Materials

• Arrange for pickup of test materials. Refer to
  Test Coordinator Manual regarding pickup
  protocols
• Prior to shipping, make certain that there are no
  documents left in the schools or district offices
  and that an accounting of all documents is
  completed
• All materials should be in the proper order as
  explained in the Test Coordinator Manuals

80
Test Administration Errors in Reporting

• Please note that mistakes in test administration
  that occur in a school or system may result in
  the local school system being invoiced for the
  costs incurred to correct any resulting errors in
  test data/reports.
• Such errors that may result in costs being borne
  by the local school system include, but are not
  limited to
• late return of scorable materials
• failure to report irregularities in a timely
  manner
• use of old/incorrect answer documents
• not correctly coding student information or
  incorrectly using one student's label for another
  student (this would include providing incorrect
  online testing authorization tickets to the wrong
  student)
• incorrect coding of header sheets, incorrect use
  of school names, inaccurate grouping of answer
  documents
• failure to transpose student responses (i.e., for
  Braille students or other accommodated students)
  from the test booklet to an answer document
• leaving scorable answer documents in test
  booklets or shipping scorables with non-scorables
• administering the wrong test(s) to the wrong
  student(s)
• return shipments sent to the wrong location/wrong
  contractor
• These errors may necessitate custom and/or hand
  scoring, creation of new student, school, system,
  or state reports and/or data files and some may
  be irreparable. It is important to be aware that
  costs for such instances could be quite
  substantial.

81
Transferring Student Test Scores

• It is the responsibility of local school systems
  to ensure that test scores become a part of
  students' records as soon as possible after
  testing, and that such records follow students to
  their new schools
• This responsibility to provide scores to
  students/parents continues even after a student
  withdraws/exits school. GaDOE does not issue
  individual student scores to students, parents,
  or receiving schools.

82
Dissemination of Test Scores

• Data files, and for some programs PDFs of
  reports, are released on the departments secure
  portal, MyGaDOE, and/or (for some programs) via a
  contractors delivery system
• To have access to these downloadable roster
  reports and data files, it is imperative that
  System Test Coordinators acquire a login and
  password for both the MyGaDOE Portal and any
  necessary contractor sites
• Requests for data from other personnel in the
  system (e.g. principals, teachers, parents, etc.)
  will be directed to the System Test Coordinator
• Individual student reports, rosters, school level
  summary reports, and system level reports are
  made available to districts via printed copy
• Most importantly, parents must receive their
  students report(s) on a timely basis this
  includes both test scores and growth scores
  (SGPs)

Note that reports from the initial
administrations (2014-2015) of Georgia Milestones
will be delayed until after the close of the
2014-2015 school year. Specific timelines will
be provided in our future/ongoing updates
relative to Georgia Milestones.
83
Final Thoughts Proactive planning is key to
your assessment programs success

• The Student Assessment Handbook is a critical
  resource and reference.
• Stakeholders will want their test results
  immediately upon receipt so plan ahead for
  communication and distribution. Timelines
  especially in the spring tend to be tight.
• Schedule your local trainings in advance . . .
  Check your local calendar for possible conflicts
  and schedule locations in advance.
• You will find yourself working closely with all
  divisions of your school system . . . Special
  Education, Title III/ELL, Technology, Student
  Information Systems, Building/Grounds/Maintenance,
  etc.
• Know (or have access to information about) your
  Students with Disabilities . . . Particularly
  those who are visually impaired and/or who
  require Assistive Technology for testing.
• There will be a high level of public and media
  interest (and scrutiny) of your assessment
  program, procedures, and results. Your local
  Board will have a high level of interest as well.
• Logistics are key! Having procedures for the
  receipt, distribution, and return shipment of
  secure materials is critical. Deadlines are
  frequent . . . and critical to meet.
• The ordering of materials occurs far in advance
  of each testing window having data (such as
  enrollment numbers) on hand is critical.
• Planning for a