ACT WorkKeys Internet VersionHandbook for System and Building Test Coordinators

2015-2016

Table of Contents

Topic Page Numbers

Alerts .............................................................................................................................. 1

Review of ACT WorkKeys Administration Manual for Online Testing.......................... 2-8

ALSDE Irregularity Report................................................................................................9

LEA Report of Training Activities..............................................................................10-11

Sample Seating Chart....................................................................................................12

ACT WorkKeys Internet Version Testing Dates.............................................................13

Test day questions? Call 800-967-5539

ACT WorkKeys Internet VersionHandbook for System and Building Test Coordinators

Alerts

This document, ACT WorkKeys Internet Version: Handbook for System and Building Test Coordinators, provides reminders of unique characteristics of this program and areas that require special attention.

1. Maggie Hicks at the Alabama State Department of Education (ALSDE) is your primary contact for ACT WorkKeys, at 334-242-8038 or mhicks@alsde.edu.

2. ACT WorkKeys Internet Version (WKIV) will be administered December 1, 2015 – February 29, 2016. The assessments that will be administered are: Applied Mathematics, Locating Information, and Reading for Information. The window for ACT WorkKeys Paper/Pencil with Accommodations is February 11-25, 2016.

3. You may administer all of the tests in one session with breaks between tests, administer each test separately on different days, or administer the tests in a combination of these two options. Be sure to allow examinees the appropriate amount of time to complete each test.

4. The System Test Coordinators (STC), Building Test Coordinators (BTC), Test Accommodations Coordinators (TAC), Backup Building Test Coordinators (BBTC), Principals, Room Supervisors, Proctors, and Monitors must be familiar with the ACT WorkKeys Administration Manual for Online Testing. You will need to download and print this manual from www.act.org/aap/alabama. No hard copies will be mailed. Hereafter, this document will be referred to as the Online Testing Manual.

5. Room Supervisors must administer tests according to standard testing procedures. At no time may the Room Supervisor leave the room unattended.

6. In the event of an irregularity, an online Irregularity Report for WKIV must be completed. The link for this online Irregularity Report is: http://www.act.org/workkeys/forms/cbt.html. In addition, an ALSDE Irregularity Report has also been provided on page 9 of this document for testing staff to report other irregularities and prohibited behaviors that are not reported to ACT. This is the same ALSDE Irregularity Report that is used for the other state assessments.

7. If an emergency on test day (e.g., fire, tornado, snow) forces the termination of testing or the closing of school, you must notify ACT and the ALSDE as soon as possible. Be especially careful if testing has started. Call Student Assessment at 334-242-8038.

8. In cases of unusual circumstances (i.e., bomb threats, weather alerts, suspected cheating), the STC must notify ACT and the ALSDE immediately. In addition, the ALSDE must be notified immediately at 334-242-8038 when incidents involving prohibited behaviors of examinees (or adults) or other circumstances that may affect the scoring of an examinee’s test occur. A copy of the ALSDE Irregularity Report (page 9 of this handbook) should be faxed or emailed to Maggie Hicks at 334-242-7341 or mhicks@alsde.edu.

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Review of ACT WorkKeys Administration Manual for Online Testing

How to Contact ACT (Inside Cover) If you have any questions regarding the administration of the ACT WorkKeys assessments or

technical issues, call ACT at 800-967-5539. A list of links for webinars, materials, and the manual verification form is included for your use.

Table of Contents (Pages 3-4) Contents pages have been included for ease in use of the manual.

Introduction (Page 5) The ACT WorkKeys Administration Manual – Online Testing (Online Testing Manual) provides

information to ensure that ACT WKIV testing is conducted according to ACT standards, policies, and procedures.

Participation in test administration training is required. When testing staff have completed test administration training, each person must complete the

Test Site Staff ACT WorkKeys Manual Verification Form at http://www.act.org/workkeys-private/forms/manual.html.

The Validus® Virtual Test Center (VTC) is the web-based user interface that will be used by testing staff to manage and access the assessments.

WorkKeys Policies and Procedures (Pages 6-8) All testing personnel are required to read the materials provided by ACT. In cases of suspected or documented irregularities, all testing staff are obligated to cooperate

fully with ACT and the ALSDE with investigations and respond to requests from ACT and the ALSDE in a timely manner.

An observer/monitor with ACT, ALSDE, or district may visit your school on test day. The observer/monitor will arrive before the administration is to begin. Always ask for ACT or ALSDE identification, or an authorization letter. If the observer cannot provide this, deny admission and call ACT immediately. If the observer provides appropriate authorization, you are expected to cooperate fully. If you have any concerns about the observer’s visit, call ACT.

Under no circumstances are cameras of any type allowed in test rooms.

Test/Retest Policy (Page 8) Even though the manual states that it is recommended for an examinee to wait 30 days to retest,

ALSDE does not allow an examinee to retest. If a student becomes ill during testing and has completed less than one-third of the test, the

student can take a second administration anytime within the testing window (an online Irregularity Report and an ALSDE Irregularity Report must be completed).

Testing Facility Requirements (Pages 9-10)

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Lapboards are not allowed under any circumstances. Make sure bulletin board materials related to potential test questions (mathematics, reading, etc.),

charts, and maps that provide strategies for solving problems or writing essays are removed or covered. Geographical maps and periodic tables need not be covered.

The BTC must arrange for a phone to be available on test day in case you need to make a toll-free call to ACT. (Room Supervisors will not make the calls.)

Rooms must be free from distractions and be able to provide an uninterrupted period. Post signs outside the test rooms to warn others that testing is in progress and quiet is required. Bells, intercoms, and public address systems must be turned off during the test session.

Test rooms must be set up according to ACT requirements. If these requirements are not met, scores may be cancelled.

o Whenever possible, individual testing workstations should be divided by test carrels that provide adequate privacy between examinees.

o Testing workstations do not need to face the same direction. They may face the walls and/or each other as long as there is adequate privacy between examinees.

o There must be sufficient aisle space for staff to get to every seat during testing without disturbing examinees.

o Staff must be able to see every examinee clearly.

Use of Digital Devices by Staff (Not in Manual) School personnel involved in administration of state testing may not use digital devices (including

but not limited to cell phones, smart watches, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) during test administration. Violation(s) may result in disciplinary action/certification revocation. Additional disciplinary action may be taken by the local education agency (LEA).

All printers that have scanning or copying capability and all copy machines must either be disabled or removed from all rooms being used for a testing section. (The Instant Score Reports will not be printed within the classroom.)

Computer-Based Test Administrations for ACT WorkKeys Online Version (Not in Manual) Each online testing room must have a separate computer workstation the Room Supervisor will

use to access the platform, begin and close the test session, and monitor testing progress. The workstation must pass the System Check and be located in an area where the Room

Supervisor can see all examinees in the room. Whether a desktop or a laptop is used as the workstation, the computer must remain stationary

on a table or a desk throughout the test session. The Room Supervisor may not exit the program and enter any other site on the computer during

the test session. No iPads, cell phones, smart watches, tablets, or other electronic devices may be

accessible or used in the test room. These devices MUST NOT be used as timers.

Testing Staff Requirements (Pages 11-14)

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ALSDE requires all Test Administrators/Room Supervisors must be certificated employees. Proctors must be full-time employees involved with the education of examinees. All ALSDE requirements must be met.

To avoid the appearance of a conflict of interest and to protect you and your relatives or wards from allegations of impropriety, you may not serve as Test Coordinators or Back-up Test Coordinators for the administration of any ACT State Test or have access to secure test materials, if any relative or ward will be testing at any school in your state during the administration window. Relatives and wards include children, stepchildren, grandchildren, nieces, nephews, siblings, in-laws, spouses, and persons under your guardianship.

Anyone who coaches high school or college athletics may not serve as the Room Supervisor for one-on-one testing of an examinee athlete. An athletic coach may serve as the Room Supervisor if there is more than one examinee in the room.

Reading (except this manual or supplemental policy information), grading papers, using a computer, cell phone, recording or media device, talking casually with other staff, or engaging in any activity in the test room not directly related to the administration is not allowed.

Specific responsibilities for staff roles can be located on pages 12-14 of the Online Testing Manual.

A Proctor may be used to assist a Room Supervisor or the Test Coordinator if fewer than 25 examinees are testing. A Proctor is required (in addition to the Room Supervisor) after the first 25 in the room. Refer to the chart on page 13 of the Online Testing Manual for the number of proctors required.

Staff Training (Page 14) For standardized testing to occur successfully, staff members must understand their

responsibilities. It is critical that the same procedures are followed at every test site. Test Coordinators are required to ensure their testing staff are trained on how to administer a standardized test at their site.

Test Coordinators and Back-up Test Coordinators are required to hold a training session before test day for all staff, to prepare them for test-day. This session must be attended by all testing staff, so that everyone has a common understanding of what is to take place on test day.

Before test day, every testing staff member is required to read the Online Testing Manual. Each testing staff member is to be provided with a complete copy of the Online Testing Manual

before the training session. On test day, the Test Coordinator MUST hold a briefing session to discuss any last-minute issues

that arise or concerns staff members may have.

Test Security Requirements (Pages 15-16) Test URLs, User IDs, and passwords must be secure at all times. Staff access to the administration realm URL, User IDs, and passwords must be limited to only

the activities necessary while preparing for test days and the test administration. Unauthorized personnel must never have access to the administration realm. Prior to test day, access to the administration realm is restricted to the Test Coordinator and

Back-up Test Coordinator. Prevent and detect prohibited behavior by adhering to seating space requirements, assigning

examinees to a specific seat, and actively monitoring examinees throughout the administration. Never allow examinees to choose their own seats.

Staff and examinees are prohibited from disclosing test questions or response choices to anyone. Under no circumstance is a test to be launched by anyone other than the examinee on test day.

Planning Your Test Administration Schedule (Pages 17-19)

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The school is responsible for providing the following items for each test room:o a supply of soft lead No. 2 pencils with erasers to lend to examinees who do not bring

them (examinees must not use mechanical pencils or ink pens) for the Applied Mathematics test only

o scratch paper for the Applied Mathematics test only (collect and shred after testing) Examinees are allowed to use a permissible calculator for the Applied Mathematics test. The

examinees are responsible for ensuring their calculators meet ACT standards. Create one roster for each test room prior to the test date. Write on the roster the name of each

examinee scheduled to test. Mark the roster to indicate the type of ID accepted for each examinee. Do not allow an examinee to enter the room unless the Room Supervisor has verified the

examinee’s identification and marked the roster. Do NOT admit examinees with ANY electronic devices (other than those permitted

calculators) to the test room.

Breaks (Page 18) If you are administering several sessions “back-to-back” in a continuous schedule, you should

provide breaks between sessions. If you are giving only two tests, a 10-minute break is to be given. For longer continuous

schedules, a break of 15 minutes after every two sessions or tests is to be given.

Providing Accommodations with Standard-Time Materials (Pages 18-19) Test accommodations may be provided using standard-time materials only under the following

conditions:o The examinee must test with standard time.o The examinee must not receive any additional breaks.o The accommodations must be consistent with the examinee’s plan on file.

The accommodations must not disrupt or afford an advantage over other examinees. Instructions for testing examinees with hearing impairments are listed on page 19 of the Online

Testing Manual.

General Accommodations Information and Requests (Pages 20-24) The Test Coordinator is responsible for evaluating and approving requests for ACT WorkKeys

accommodations. Examinees with documented physical or mental disabilities who cannot complete the WorkKeys

assessments under standard conditions or using standard materials may, at the discretion of the Test Coordinator and following his or her review of disability documentation, be tested under special conditions and/or use special testing materials available from ACT.

The Test Coordinator must complete the Report of Accommodated Assessments found on page 43 of the Online Testing Manual or on the References website at http://act.org/workkeys-private/manuals/AccommodatedAssessments2010.pdf. After the form has been completed, make a copy for your records and then fax a copy to ACT.

General Accommodations Information and Requests (Pages 20-24)

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Accommodations may include:o the use of a sign language interpreter (for instructions only)o assistance in recording responseso the use of word-to-word foreign language glossarieso testing under extended testing times

Some accommodations, such as enhanced lighting, special tables or chairs, and testing in a separate room do not require disability documentation.

ACT WorkKeys-Ineligible accommodations include: providing translation or interpretation of test items; using electronic screen readers; allowing the use of dictionaries with word definitions; or allowing the use of manipulatives or arithmetic tables.

The testing site is responsible for keeping accommodation documentation for one year.

Test Day Activities (Pages 25-28) Be sure every Room Supervisor has a complete copy of the Online Testing Manual in order to

verify procedures for any situation that may occur. Control who enters and leaves the room at all times. Admit examinees by checking them in, one-by-one, at the door of the test room. Identification issued or verified by a relative is NOT allowed. Do not allow examinees to enter the room unless the Room Supervisor has verified the

examinee’s identification and documented this on the roster. After an examinee has been identified and the roster marked, direct the examinee to a specific

seat. Do not allow the examinees to choose their own seat. Examinees must not bring cell phones or other electronic devices into testing room, including

during the break. Highlighters, colored pens or pencils, and mechanical pencils are not allowed. Examinees must not bring backpacks or bags of any kind into testing room. Neither examinees nor staff may have access to food or beverages, including water, except

during the scheduled break.

Use of Digital Devices by Examinees (Not in Manual) The possession of a digital device (including but not limited to cell phones, smart watches, MP3

players, cameras, or other telecommunication devices capable of capturing or relaying information) is strictly prohibited during the administration of a secure test. If a student is observed in possession of a digital device during the administration of a secure test then the device will be confiscated.

If a student is observed using a digital device during the administration of a secure test, testing for the student will cease, the device will be confiscated and is subject to search, the student will be dismissed from testing, and the student’s test will be invalidated. 

Administering the Tests (Pages 29-31) Explain to examinees that once the test is started, there is no way to pause the test for a

restroom break. The timer will continue to run. Examinees who leave the test room during a timed test or return after timing has begun may NOT

make up lost time. The absence need not be recorded on the Irregularity Report. If examinees must leave the room for any reason, they must be accompanied by a Proctor. Do not leave a test room unsupervised at any time.

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Calculators (Page 30) Examinees are allowed, but not required, to use an approved calculator on the Applied

Mathematics test. Use of a calculator is optional. Any four-function, scientific, or graphing calculator may be used, unless it is specifically prohibited

as described on the Calculator Notice Policy. The calculator on the computer may NOT be used during testing. Unless a calculator is provided by the school, each examinee is responsible for bringing his/her

calculator and making sure it works properly. Although examinees may bring backup calculators, an examinee may have only one calculator on

his or her desk at a time. Examinees are NOT allowed to share calculators.

Testing Monitoring Responsibilities (Page 30) All testing staff, Room Supervisors, and Proctors are to remain attentive to their testing

responsibilities throughout the entire administration. To protect the validity of individual test scores and maintain the security of test materials, the

following must be observed:o Walk around the room during testing to be sure examinees are working on the test and to

help prevent prohibited behaviors.o During the test, do not read, correct papers, or engage in any tasks not related to the

administration of the test.o Do not engage in conversation during the testing or allow unauthorized personnel in the

test room.o Do not leave a test room unattended at any time.o Complete detailed documentation of any irregularities of which you are aware.

Timing the Tests (Page 31) Standard test times range from 30-55 minutes, depending on the test. Additional time of 20-30 minutes is required for registering an examinee, assigning an examinee

to a group (if necessary), logging the examinee into the test system, and allowing the examinee to become familiar with the testing process via the tutorial.

A timer begins when the examinee begins the timed portion of the test. The test will stop when time has expired.

Instant Score Reports will not be printed within the classroom.

Guessing and Questions about Test Items (Page 31) Instructions about guessing are included in the on-screen instructions. If examinees ask about

guessing, refer them to these instructions. Do not comment on or add in any way to the on-screen directions. If an examinee has a question or concern about a particular test item, instruct the examinee to

“do the best you can.” After the assessment, include an explanation of the examinee’s question and the test name on

the Act WorkKeys Irregularity Report.

Options After Completing a Test (Page 31) Explain to the examinees what you want them to do when they have completed a test.

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Complete an online ACT WorkKeys Irregularity Report at http://www.act.org/workkeys/forms/cbt.html for each room in which an individual or group irregularity is observed. In addition, an ALSDE Irregularity Report has also been provided on page 9 of this document for testing staff to report other irregularities and prohibited behaviors that are not reported to ACT. This is the same ALSDE Irregularity Report that is used for the other state assessments.

Report and describe in detail any irregularity.

Group Irregularities (Pages 32-33) A group irregularity is one that affects a group of examinees. If this occurs, follow the directed

instructions and call ACT as soon as possible. If no irregularities occur in any rooms at your test site, do not return a report.

If a disturbance or distraction occurs that affects examinees’ concentration and it cannot be stopped, or the examinees cannot be moved to a quieter location, immediately call ACT. DO NOT dismiss examinees until you have received instructions.

In the event of an emergency evacuation, your first concern must be for the safety of your examinees and your testing staff. Have examinees close their test by clicking the “X” in the top right-hand corner of the screen. Instruct the examinees and staff to leave the building. When safe, ACT should be called.

If the emergency is over in less than one hour, you can re-authorize the tests and examinees can log in and begin testing where they left off. If the interruption is more than one hour, examinees will need to start over on a new test. You do not need to create a new registration, simply add a test to the existing registration and authorize it.

If bad weather causes school to close or termination of testing, contact ACT for instructions as soon as possible.

Failure to report any irregularity is a test security violation. If an examinee is observed in possession of a digital device during the administration of a secure

test then the device will be confiscated.

Individual Irregularities (Pages 33-35) An individual irregularity is one that affects a single person or several individuals involved in a

single circumstance (e.g., communicating answers to each other). Follow directions in the Online Testing Manual for reporting each type of irregularity:

o Duplicating Test Materials (page 33)o Examinees Who Become Ill (page 33)o Irrational Behavior (page 34)o Prohibited Behavior (pages 34-35)o Dismissal for Prohibited Behavior (page 35)

Do NOT schedule examinees dismissed for prohibited behavior for makeup testing. Failure to report any irregularity is a test security violation.

Using ACT WorkKeys Online Version (Pages 36-39) The examinee CAN NOT create his/her own account. All assessments must be authorized by either a Test Coordinator, Back-up Test Coordinator or

Room Supervisor. Proctors are not allowed to authorize a test. When assigning roles to individuals charged with administering the WKIV, Proctors must only

serve in the capacity of assisting the Room Supervisor. Each Test Coordinator received an email with the specific URL that is used to access the

Examinee User interface section of Validus VTC for testing so that the login page is on the screen when examinees arrive to test.

The examinee role should ONLY be assigned to an actual examinee.

IRREGULARITY REPORTACT WorkKeys Internet Version: Handbook for System and Building Test Coordinators –2015-2016

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System School

Test ACT WorkKeys Internet Test Date

Subject(s) Tested Test Administrator/Room Supervisor Proctor School personnel should complete this report if unusual circumstances have occurred (e.g., misconduct of student, illness of student, suspicion of cheating, interruption of testing.) This report should be completed only if unusual circumstances have occurred. If the report is completed, it should be given to the Building Test Coordinator/Test Supervisor. The Building Test Coordinator/Test Supervisor must submit all reports to the System Test Coordinator immediately. Note: This report may be submitted directly to the System Test Coordinator or the ALSDE rather than through the Building Test Coordinator/Test Supervisor.___________________________________________________________________________________

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_______________________________ ________________________ _____________Signature of Person Position of Person Date

Reporting Irregularity Reporting Irregularity

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LEA REPORT OF TRAINING ACTIVITIES

DIRECTIONS: Complete this form prior to the administration of each state assessment. If additional space is needed for personnel attending training sessions, make copies of page 2 of this report and submit all names.

Name of System Name of School

ACT WorkKeys Assessment Date of Training

CIRCLE ALL THAT ATTENDED THIS TRAINING SESSION FOR THE ASSESSMENTSystem Special Education Coordinator, System 504 Coordinator, System ESL Coordinator, Backup Test Coordinators, Backup Test Accommodation Coordinators, Monitors, Principals, Building Test Coordinators/Test Supervisors, Test Accommodations Coordinators, Test Administrators/Room Supervisors, Proctors, and two alternates.

TRAINING SESSION MATERIALS AND ACTIVITIES YES NO

Copies of the appropriate sections of the Student Assessment Handbookand manuals were distributed to each participating staff member. ____ ____

Any handouts provided by the ALSDE necessary for training weredistributed to appropriate participants. ____ ____

Information and policies concerning professional ethics, test security, andthe use of digital devices during testing were explained and discussed. ____ ____

Copy of the LEA test schedule for each school was distributed to appropriate participants. ____ ____

LEA roles and responsibilities were explained and discussed. ____ ____

Clear statement was made regarding dismissal procedures and breaks. ____ ____

Clear statement was made of manner in which pupil misconduct duringtest will be handled. ____ ____

Explanation was given of importance of adhering to standardized testing. ____ ____

Information was distributed on where, when, and from whom materialswill be obtained. ____ ____

Information was distributed on packaging procedures and the returning ofmaterials to whom, where, and when. ____ ____

Explanation was given for close attention to security procedures for receiving, using, and returning test materials. ____ ____

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LEA Report of Training Activities Page 2

Name of System Name of School

ACT Workkeys Assessment Date of Training

Signature of Staff Participating in Training Session

Indicate Central Office or Name of School

Position in Central Office or School

Responsibility in Administration

______________________________________Signature of System Test Coordinator/Building Test Coordinator/Test Supervisor

NOTE: This form will be stored in the LEA by the System Test Coordinator.

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SAMPLE SEATING CHART

Test Date:_____________________

o Examinees should be seated so that their computer screens are not visible to other examinees.

o Prior to the test, record examinees’ names in the boxes on the seating chart, making sure the seating chart mirrors the actual room set-up.

o If an examinee is absent, write ABSENT in the appropriate box on the chart. o After testing, check the roster and seating chart to make sure you have scratch paper for each examinee who was

present for testing.

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Room Number: _________________Room Supervisor: _______________Roster: _______________________

ACT WorkKeys Internet VersionTesting Dates

System Name: System Code:

Please include the dates and times that your schools will administer each ACT WorkKeys Internet Version assessment.

School Name School Code

Indicate Date and Time for Each ACT WorkKeys Internet Test Section

Reading For Information Applied Mathematics Locating InformationDate Time Date Time Date Time

Signature of System Test Coordinator: Date Sent to ALSDE:

PLEASE RETURN THIS FORM BY MAIL, FAX, OR E-MAIL before the first day of testing TO:Maggie Hicks

State Department of Education, Student AssessmentP.O. Box 302101, Montgomery, AL 36130

FAX (334) 242-7341E-mail: mhicks@alsde.edu

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