Alabama Student Assessment Program

Handbook for Test Administration

1

SPRING 2014Alabama State Department of Education

Montgomery, Alabama

Table of Contents

Introduction................................................................................................................................................2

Guidelines for Training of LEA Personnel.................................................................................................3

LEA Role Descriptions and Responsibilities..............................................................................................4

Superintendent Responsibilities................................................................................................................5

System Test Coordinator Responsibilities.................................................................................................6

System Test Coordinator Checklist........................................................................................................7-8

System Special Education Coordinator Responsibilities...........................................................................9

Guidelines for Assessing Students Receiving Special Education Services............................................10

System 504 Coordinator Responsibilities................................................................................................11

Guidelines for Assessing Students Receiving 504 Services...................................................................12

System ESL Coordinator Responsibilities...............................................................................................13

Guidelines for Assessing the English Learner.........................................................................................14

Principal Responsibilities....................................................................................................................15-16

Building Test Coordinator/Test Supervisor Responsibilities....................................................................17

Building Test Coordinator/Test Supervisor Checklist.........................................................................18-19

Test Accommodations Coordinator Responsibilities...............................................................................20

Test Administrator/Room Supervisor Responsibilities.............................................................................21

Test Administrator/Room Supervisor Checklist..................................................................................22-23

Proctor Responsibilities...........................................................................................................................24

Proctor Checklist.....................................................................................................................................25

Monitor Responsibilities...........................................................................................................................26

Guidelines for Monitoring.........................................................................................................................26

Guidelines for Security and Confidentiality..............................................................................................27

Test Security Policy.................................................................................................................................28

Security and Confidentiality Statement for Administering and Reporting Student Data on the Web......29

Use of Digital Device during the Administration of a Secure Test (ALSDE Policy).................................30

ALSDE Guidelines for Search of a Digital Device Seized During Administration of a Secure Test........31

Guidelines for Reporting Testing Irregularities........................................................................................32

Irregularity Report....................................................................................................................................33

Guidelines for Homebound Testing.........................................................................................................34

Guidelines for Make-Up Testing..............................................................................................................34

Guidelines for Storage and Destruction of Testing Materials..................................................................35

LEA Report of Training Activities........................................................................................................36-37

2013-2014 Assessment Calendar...........................................................................................................38

2014-2015 Assessment Calendar...........................................................................................................39

2

INTRODUCTION

This handbook will assist you in implementing the Alabama Student Assessment Program.

Responsibilities of the Superintendent, System Test Coordinator, System Special Education

Coordinator, System 504 Coordinator, ESL Coordinator, Principal, Building Test Coordinator/Test

Supervisor, Test Accommodations Coordinator, Test Administrator/Room Supervisor, Proctor, and

Monitor are discussed. Specific tasks for receiving, inventorying, distributing, administering, collecting,

packaging, and returning testing materials are addressed. Guidelines outlined in this handbook should

be adhered to in order to ensure validity of the assessment results.

Please read this handbook in its entirety in order to become familiar with the assessment program.

Prior to the administration of each assessment, review all of this handbook and any materials related

to specific assessments with staff members who will participate in testing.

If you have questions about the overall assessment program or specific instructions, please contact

the office of Student Assessment at the State Department of Education (SDE) by telephone at

(334) 242-8038 or by fax at (334) 242-7341.

3

Guidelines for Training of LEA Personnel

Each System Test Coordinator/Building Test Coordinator/Test Supervisor is responsible for ensuring that all personnel involved in the administration of state assessments are trained in person on the procedures for

Role responsibilities of all personnel associated with the administration of the assessment as described in this handbook

Standardized testing conditions Security of testing materials Distribution and collection of testing materials

The SDE is responsible for the initial training of selected LEA personnel in advance of test dates. Those persons trained by the SDE will, in turn, train the local personnel who will be involved in administration of assessments. The LEA training session(s) should take place within two weeks prior to actual testing. The System Test Coordinators and Building Test Coordinators/Test Supervisors are required to keep on file a copy of LEA Report of Training Activities for each administration.

Only those school personnel who have been trained may administer, proctor, or monitor the assessments; therefore, alternate Test Administrators/Room Supervisors, Proctors, and Monitors should be present at the LEA training session.

4

LEA Role Descriptions and Responsibilities

This section delineates responsibilities of LEA personnel who play major roles in the administration of statewide assessments. The SDE perceives the LEA responsibilities with respect to the Student Assessment Program are as follows:

1. Superintendents, working through their System Test Coordinators, have the responsibility of ensuring that the administration of statewide assessments conforms to proper procedures and standardized conditions. Ultimate responsibility for test security in the LEA rests with the local Superintendent.

2. System Test Coordinators serve as liaisons between LEAs and the SDE for all Student Assessment Program activities. System Test Coordinators should be knowledgeable of all aspects of the administration procedure and keep Superintendents informed of all issues relating to the Student Assessment Program. System Test Coordinators must be certificated employees.

3. System Special Education Coordinators work with System Test Coordinators and Principals in implementing all procedures associated with the Student Assessment Program that concern the testing of students with disabilities who are receiving special education services.

4. System 504 Coordinators work with System Test Coordinators and Principals in implementing all procedures associated with the Student Assessment Program that concern the testing of students with disabilities who are receiving 504 services.

5. System ESL Coordinators work with System Test Coordinators and Principals in implementing all procedures associated with the Student Assessment Program that concern the testing of students who are receiving services as EL students.

6. Principals are responsible for all Student Assessment Program activities in their schools. Principals must work with System Test Coordinators, System Special Education Coordinators, System 504 Coordinators, System ESL Coordinators, and Building Test Coordinators/Test Supervisors in implementing all procedures concerning the administration of any and all statewide assessments. Responsibility for test security in the school rests with the Principal.

7. Building Test Coordinators/Test Supervisors receive instructions from Principals and System Test Coordinators and assist the Principals in organizing Student Assessment Program activities within their schools. Building Test Coordinators/Test Supervisors must be certificated employees.

8. Test Administrators/Room Supervisors and Proctors receive instructions from System Test Coordinators/Building Test Coordinators/Test Supervisors on their specific roles in administering statewide assessments. Test Administrators/Room Supervisors must be certificated employees. Proctors must be full-time employees involved with the education of students.

9. Monitors receive instructions from System Test Coordinators on their roles in monitoring the administration of statewide assessments.

5

Superintendent Responsibilities

The Superintendent’s responsibilities with respect to Student Assessment Program activities are as follows:

1. Has overall responsibility for all Student Assessment Program activities within the LEA.2. Ensures that all students attending public schools in the system are included in the Student

Assessment Program. Home-schooled and private school students do not participate in the Student Assessment Program, except for those students eligible to take the Alabama High School Graduation Exam under Alabama Act 97-932.

3. Informs local board members, parents, and other appropriate citizens of state and local requirements pertaining to the Student Assessment Program.

4. Notifies the SDE of the appointment of the System Test Coordinator. 5. Designates an acting System Test Coordinator if the appointed System Test Coordinator is out of

the LEA during testing and notifies the SDE immediately. The acting System Test Coordinator must be trained and must sign a Test Security Policy.

6. Maintains continuous contact with the System Test Coordinator to be informed of all Student Assessment Program activities.

7. Ensures that appropriate local personnel attend SDE workshops concerning the Student Assessment Program.

8. Ensures that all personnel maintain strict test security before, during, and after testing sessions. 9. Has ultimate responsibility for any compromise of test document integrity which may have

statewide impact as well as any local breech of testing protocols which may result in invalidation of a test administration and disciplinary actions for students and/or personnel.

10. Ensures that all personnel involved with the Student Assessment Program have read and signed the Test Security Policy.

11. Ensures that all authorized personnel utilizing the secure data Web site for the Student Assessment Program have read and signed the Security & Confidentiality Statement.

12. Ensures the immediate reporting of testing irregularities to the SDE and works with the System Test Coordinator and Principals regarding such irregularities.

13. Supervises Principals to ensure that they fulfill their specific responsibilities for the administration of the Student Assessment Program, including test security, instruction, administration, remediation, and written documentation.

14. Monitors Student Assessment Program activities in the local school system to ensure compliance with regulations established by the state and local boards of education.

15. Ensures that test results are distributed to appropriate personnel in a timely manner and informs the public of test results.

16. Ensures that only the Superintendent and the System Test Coordinator have keys to the secure storage area for the school system. Any exceptions must be approved by the SDE.

17. Ensures that only the Principal and Building Test Coordinator/Test Supervisor have keys to the secure storage area in each school. Any exceptions must be approved by the SDE.

18. Ensures that only authorized persons have the password/user codes to access secure student data from the Web site for the school system and each school. Any exception must be approved by the SDE.

6

System Test Coordinator Responsibilities

The System Test Coordinator’s responsibilities with respect to Student Assessment Program activities are as follows:

1. Serves as the liaison between the LEA and the SDE.2. Coordinates all Student Assessment Program activities within the LEA.3. Maintains strict test security before, during, and after testing sessions.4. Attends SDE workshops related to the Student Assessment Program.5. Works with the Superintendent to ensure that only the Superintendent and the System Test

Coordinator have keys to the secure storage area for the school system. Any exceptions must be approved by the SDE.

6. Works with the Superintendent to ensure that persons with access to the secure storage area must be under the direct supervision of the System Test Coordinator. Any exceptions must be approved by the SDE.

7. Works with the Superintendent to ensure that only authorized persons have the password/user codes to access secure student data from the Web site for the school system. Any exception must be approved by the SDE.

8. Works with the Superintendent to ensure that only the Principal and the Building Test Coordinator/Test Supervisor have keys to the secure storage area in each school. Any exceptions must be approved by the SDE.

9. Works with the Superintendent to ensure that only authorized persons have the password/user codes to access secure student data from the Web site for each school. Any exceptions must be approved by the SDE.

10. Works closely with Building Test Coordinator/Test Supervisor/Test Accommodations Coordinator to provide needed information and to coordinate procedures and schedules.

11. Works with the System Special Education Coordinator, the System 504 Coordinator, the System ESL Coordinator, and the Principals on test administration for students of special populations.

12. Submits to the SDE or ACT, where applicable, a request for any special accommodations.13. Conducts training for the Building Test Coordinators/Test Supervisors, Test Accommodations

Coordinator, System Special Education Coordinator, System 504 Coordinator, System ESL Coordinator, and Monitors.

14. Conducts/supervises building-level training sessions for Principals, Test Accommodations Coordinator, Test Administrators/Room Supervisors, Proctors, and Calculator Practice Instructors.

15. Works with Principals and Building Test Coordinators/Test Supervisors to ensure that each testing location is suitable.

16. Receives and accounts for all testing materials in the LEA.17. Ensures that testing materials have not been accessed by unauthorized personnel.18. Maintains inventory of secure testing materials.19. Ensures all materials are accounted for whenever materials change hands.20. Assigns and distributes testing materials to each Building Test Coordinator/Test Supervisor and

completes and signs the appropriate system-level distribution and collection form to account for materials distributed and collected.

21. Coordinates assessment schedules, procedures, and monitoring visits.22. Reports testing irregularities to the Superintendent and the SDE.23. Packages and returns used answer documents to the appropriate scoring center.24. Keeps on file the designation of Building Test Coordinators/Test Supervisors for each school.25. Keeps on file documentation of training activities including attendance records.26. Remains accessible to all system personnel during testing days to answer questions and address

emergencies.27. Distributes test results in a timely manner to appropriate personnel within the LEA.28. Provides technical assistance regarding the Student Assessment Program to school personnel

including test interpretation and utilization.

7

System Test Coordinator Checklist

The following list provides information on basic tasks that are required before, during, and after an assessment session. The items listed are for all assessments. Be sure to read specific directions provided for individual tests for additional tasks that may be necessary. If you have any questions about test administration procedures, please contact the office of Student Assessment at (334) 242-8038.

Before Test Administration1. Inventory all assessment materials immediately upon receipt. Verify the number of booklets you

receive and the sequential numbers of all booklets. Report to the SDE any missing materials. 2. Ensure secure storage of all testing materials in a central location in the system.3. Ensure that only the Principal and the Building Test Coordinator/Test Supervisor have keys to the

secure storage area in each school.4. Save the boxes in which materials are delivered if applicable5. Ensure test security before, during, and after testing sessions.6. Ensure test materials are not taken home.7. Conduct training activities which consist of the following:

Announce testing dates. Review test administrator’s/room supervisor’s manuals and other applicable manuals. Emphasize the need to adhere to time limits (if applicable) and to be thoroughly familiar with

all instructions. Review pages from this handbook as applicable. Adhere to the Guidelines for Training of LEA Personnel (see page 3). Emphasize the need to maintain test security and confidentiality (see pages 27-29). Emphasize non-use of digital devices during testing (see pages 30 and 31). Complete LEA Report of Training Activities for each assessment (see pages 36-37). Ensure that any materials that you develop are accurate and consistent with SDE materials.

8. Distribute materials to all Building Test Coordinators/Test Supervisors or Test Accommodations Coordinators. You must use the appropriate system-level distribution and collection forms. Building Test Coordinators/Test Supervisors must distribute materials to all Test Administrators/Room Supervisors. Distribution procedures should include the following: Package sufficient materials for each school and label boxes with the appropriate school

names. (See materials list in Part IV for the specific assessment.) Instruct Building Test Coordinators/Test Supervisors to save their boxes where appropriate, in

order to return materials to you. Distribute materials and provide instructions for returning them to you.

During Test Administration9. Ensure secure storage of testing materials in a central location in the schools (except the AHSGE

and The ACT Plus Writing which are returned to central location in system each day).10. Ensure testing rooms are well lighted, well ventilated, free from crowding, and quiet.11. Ensure that school personnel involved in administration of state testing do not use digital devices

(including but not limited to cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) during test administration.

12. Ensure implementation of the SDE digital device policy for students.13. Coordinate monitoring of test administration procedures in buildings and classrooms.14. Answer questions, account for all test materials, be informed of irregularities in testing

procedures, and report all test security violations immediately.

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System Test Coordinator Checklist, Page 2

After Test Administration15. Receive materials from each school, verifying that booklets sent to schools are returned to

you.See Part IV for specific system-level distribution and collection forms.16. Ensure secure storage of testing materials in a central location in the system.17. Separate used answer documents from the non-scannable materials (test booklets, test

administrator’s/room supervisor’s manuals, scratch paper, etc.).18. Send all used answer documents for scoring.19. Make sure a header sheet has been completed if appropriate for each group. See Part IV for the

specific assessment. Place the completed header sheet on top of its corresponding used answer documents.

20. As you place used answer documents with completed header sheets into the boxes or envelopes, complete the system-level documentation required for the assessment. See materials list in Part IV for the specific assessment.

21. Package answer documents according to directions for specific assessments. 22. Number boxes/envelopes consecutively, “Box 1 of ____, Box 2 of ___,” etc. Seal the

boxes/envelopes.23. Affix a return address label to each box. See Part IV for samples. 24. Notify the designated carrier/vendor, if applicable.25. Retain your copy of the shipping bill.26. Return test booklets, calculators, and test administrator’s/room supervisor’s manuals to the

secure storage location in your system, if applicable. See Guidelines for Storage and Destruction of Testing Materials, page 35.

9

System Special Education Coordinator Responsibilities

The System Special Education Coordinator’s responsibilities with respect to Student Assessment Program activities are as follows:

1. Ensures that all students with disabilities receiving special education services participate in the Student Assessment Program.

2. Works with the System Test Coordinator and Principals on test administration for all students with disabilities receiving special education services.

3. Is knowledgeable of the Student Assessment Program procedures.4. Is knowledgeable of the content of the Alabama Student Assessment Program Policies and

Procedures for Students of Special Populations, Updated January 2013.5. Attends training sessions concerning the Student Assessment Program.6. Provides technical assistance to special education teachers.7. Provides technical assistance to Individualized Education Program (IEP) Teams regarding

appropriate decisions pertaining to the assessments and accommodations, if needed.8. Incorporates the appropriate regulations and requirements for the particular exit document that each

student with a disability is working toward within the IEP process utilized by the LEA.9. Informs the System Test Coordinator and provides documentation of any requests for

accommodation(s) under the category of “With other accommodations needed due to the nature of the disability and the nature of the assessment,” which requires special permission from the SDE.

10. Works with the Test Accommodations Coordinator in determining which students need to test with accommodations and ensures all requests for test materials have been submitted to ACT by the deadline.

11. Informs the System Test Coordinator, prior to SDE due dates, of any special formats needed.12. Reports testing irregularities to the System Test Coordinator.

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Guidelines for Assessing Students Receiving Special Education Services

Students must be identified (according to state and federal regulations) and receiving special education services in order to be governed by the information in this section.

Selection of Students for Testing

All decisions for a student receiving special education services regarding the state testing program must be made by the Individualized Education Program (IEP) Team. The procedures for decision-making regarding the assessments in the Alabama Student Assessment Program are contained in the publication Alabama Student Assessment Program Policies and Procedures for Students of Special Populations, Updated January 2013.

Availability of Special Format

For all assessments except The ACT Plus Writing, special formats are to be ordered from the SDE by the System Test Coordinator. It is imperative that special formats be ordered in a timely manner and in amounts sufficient for testing in each system. Because of the high cost of production of the formats, please order only what is needed. The System Test Coordinator and Test Accommodations Coordinator will be responsible for ordering special formats directly from ACT for The ACT Plus Writing.

Special formats are available for the following:Braille Alabama Science Assessment (ASA)

Alabama High School Graduation Exam (AHSGE)ACT Aspire/ACT Explore/ACT Plan/ACT QualityCoreAlabama Science Assessment/Alabama High School Graduation Exam

Large-Print ACCESS for ELLs and Alternate ACCESS for ELLsACT Aspire/ACT Explore/ACT Plan/ACT QualityCoreAlabama Science Assessment/Alabama High School Graduation Exam

Reader’s Script/DVDACT Aspire/ACT Explore/ACT Plan/ACT QualityCore

All special formats will be delivered directly to the school system by the vendor.

Separate Test SettingsSome special formats and/or accommodations require that students be tested in a separate location. See Test Administrator’s/Room Supervisor’s manuals for the specific assessment.

Special Accommodations for Test AdministrationStudents with disabilities may require special accommodations to meet the unique needs of their disability. These accommodations should be ones that occur during classroom instruction on a regular basis. The prior practice of such accommodations should be documented in the IEP. See the Alabama Student Assessment Program Policies and Procedures for Students of Special Populations, Updated January 2013, for approved accommodations checklists.

Students who qualify for a reading accommodation for a specific test must be provided the accommodation by the Test Administrator/Room Supervisor. The Test Administrator/Room Supervisor must administer the accommodation according to the directions given for the specific assessment.

11

System 504 Coordinator Responsibilities

The System 504 Coordinator’s responsibilities with respect to Student Assessment Program activities are as follows:

1. Ensures that all students with disabilities receiving 504 services participate in the Student Assessment Program.

2. Works with the System Test Coordinator and Principals on test administration for all students with disabilities receiving 504 services.

3. Is knowledgeable of the Student Assessment Program procedures.4. Is knowledgeable of the content of the Alabama Student Assessment Program Policies and

Procedures for Students of Special Populations, Updated January 2013.5. Attends training sessions concerning the Student Assessment Program.6. Provides technical assistance to teachers of students receiving 504 services.7. Provides technical assistance to 504 Committees regarding appropriate decisions pertaining to

the assessments and accommodations, if needed.8. Incorporates the Student Assessment Program regulations and requirements for graduation for

students receiving 504 services within the 504 Plan process utilized by the LEA.9. Informs the System Test Coordinator, and provides documentation, of any requests for

accommodation(s) under the category of “With other accommodations needed due to the nature of the disability and the nature of the assessment,” which requires special permission from the SDE.

10. Works with the Test Accommodations Coordinator in determining which students need to test with accommodations and ensures all requests for test materials have been submitted to ACT by the deadline.

11. Informs the System Test Coordinator, prior to SDE due dates, of any special formats needed.12. Reports testing irregularities to the System Test Coordinator.

12

Guidelines for Assessing Students Receiving 504 Services

Students must be identified (according to federal regulations) and receiving 504 services in order to be governed by the information in this section.

Selection of Students for TestingAll decisions regarding the state assessment program’s accommodations for the individual student must be made by the 504 Committee. The procedures for decision-making regarding the assessments in the Alabama Student Assessment Program are contained in the publication Alabama Student Assessment Program Policies and Procedures for Students of Special Populations, Updated January 2013.

Availability of Special FormatFor all assessments except The ACT Plus Writing, special formats are to be ordered from the SDE by the System Test Coordinator. It is imperative that special formats be ordered in a timely manner and in amounts sufficient for testing in each system. Because of the high cost of production of these formats, please order only what is needed. The System Test Coordinator and Test Accommodations Coordinator will be responsible for ordering special formats directly from ACT for The ACT Plus Writing.

Special formats are available for the following:Braille Alabama Science Assessment (ASA)

Alabama High School Graduation Exam (AHSGE)ACT Aspire/ACT Explore/ACT Plan/ACT QualityCoreAlabama Science Assessment/Alabama High School Graduation Exam

Large-Print ACCESS for ELLs and Alternate ACCESS for ELLsACT Aspire/ACT Explore/ACT Plan/ACT QualityCoreAlabama Science Assessment/Alabama High School Graduation Exam

Reader’s Script/DVDACT Aspire/ACT Explore/ACT Plan/ACT QualityCore

All special formats will be delivered directly to the school system by the vendor.

Separate Test SettingsSome special formats and/or accommodations require that students be tested in a separate setting. See Part IV for the specific assessment for directions.

Special Accommodations for Test AdministrationStudents with disabilities may require special accommodations to meet the unique needs of their disability. These accommodations should be ones that occur during classroom instruction on a regular basis. The prior practice of such accommodations should be documented in the 504 Plan. See the Alabama Student Assessment Program Policies and Procedures for Students of Special Populations, Updated January 2013, for approved accommodations checklists.

Students who qualify for a reading accommodation for a specific test must be provided the accommodation by the Test Administrator/Room Supervisor. The Test Administrator/Room Supervisor must administer the accommodation according to the directions given for the specific assessment.

13

System ESL Coordinator Responsibilities

The System ESL Coordinator’s responsibilities with respect to Student Assessment Program activities are as follows:

1. Ensures that all students receiving ESL services participate in the Student Assessment Program.2. Works with the System Test Coordinator and Principals on test administration for students

receiving services as EL students. 3. Is knowledgeable of the Student Assessment Program procedures.4. Is knowledgeable of the content of the Alabama Student Assessment Program Policies and

Procedures for Students of Special Populations, Updated January 2013.5. Attends training sessions concerning the Student Assessment Program.6. Provides technical assistance to teachers of students receiving services as EL students.7. Provides technical assistance to EL Committees regarding appropriate decisions pertaining to the

assessments and accommodations, if needed.8. Incorporates the Student Assessment Program regulations and requirements for graduation for

students receiving services as EL students within the Individual English Learner Plan (I-ELP) process utilized by the LEA.

9. Informs the System Test Coordinator and provides documentation of any requests for accommodation(s) under the category of “With other accommodations needed due to the nature of the disability and the nature of the assessment,” which requires special permission from the SDE.

10. Reports testing irregularities to the System Test Coordinator.

14

Guidelines for Assessing the English Learner (EL)

Students must be identified and receiving services as an EL student in order to be governed by the information in this section.

Selection of Students for TestingAll decisions for a student receiving EL services regarding the state testing program must be made by the EL Committee. The procedures for the decision-making regarding the assessments in the Alabama Student Assessment Program are contained in the publication Alabama Student Assessment Program Policies and Procedures for Students of Special Populations, Updated January 2013.

Separate Test SettingsSome accommodations require that students be tested in a separate location.

Special Accommodations for Test AdministrationEL students may require accommodations on state assessments because of their level of language proficiency. All decisions regarding accommodations on state assessments for EL students must be made by the EL Committee. These accommodations should be ones that occur during classroom instruction and on classroom tests on a regular basis. See the Alabama Student Assessment Program Policies and Procedures for Students of Special Populations, Updated January 2013, for approved accommodations checklists.

15

Principal Responsibilities

The Principal’s responsibilities with respect to Student Assessment Program activities are as follows:

1. Takes responsibility for all Student Assessment Program activities in the school, including test security, instruction, administration, remediation, and written documentation.

2. Ensures that all students attending the public school assigned to the Principal are included in the Student Assessment Program. Home-schooled and private school students do not participate in the Student Assessment Program, except for those students eligible to take the Alabama High School Graduation Exam under Alabama Act 97-932.

3. Attends all appropriate training sessions concerning the Student Assessment Program.4. Develops a schedule that will accommodate the administration of the Student Assessment

Program.5. Supervises all Student Assessment Program activities to ensure strict test security.6. Creates an atmosphere in which all staff members know that their cooperation is needed and

expected for success of the Student Assessment Program.7. Appoints a Building Test Coordinator/Test Supervisor to coordinate the testing program.8. Appoints a Back-up Test Supervisor for The ACT Plus Writing.9. Assigns personnel to serve as Test Administrators/Room Supervisors and Proctors as required

by specific assessment guidelines.10. Ensures that no relative of a student who is taking a test serves as a Test Administrator/Room

Supervisor or Proctor for that student and that no student (including student intern) serves as a Test Administrator/Room Supervisor or Proctor. (See staff requirements for The ACT Plus Writing.)

11. Ensures that all students are notified of the dates and times of testing.12. Ensures that students of special populations are tested and accommodated according to the

decisions of the IEP Team, 504 Committee, EL Committee, or ACT.13. Ensures a proper environment for the Student Assessment Program test administrations:

adequate space, proper lighting, good ventilation, sufficient number of desks in good repair, room arranged with all students facing the Test Administrator/Room Supervisor, etc.

14. Ensures that all copy machines and printers having scanning or copying capabilities have been disabled or removed from all rooms being used for a testing session.

15. Ensures that school personnel involved in the administration of state testing do not use digital devices (including but not limited to cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) in any test session.

16. Ensures implementation of the SDE digital device policy for students.17. Remains or appoints a designee to remain in the building during testing.18. Reports immediately any breach of security to the System Test Coordinator and Superintendent.19. Ensures that testing rooms are free of interruptions (e.g., bells, intercom messages, visitors,

wandering students, playground noises) during test administration. 20. Ensures extracurricular activities are limited during testing windows.21. Reports emergency situations immediately to the System Test Coordinator and works with the

System Test Coordinator, Building Test Coordinator/Test Supervisor, Test Administrators/Room Supervisors, and Proctors regarding such emergency situations.

22. Ensures the reporting of testing irregularities immediately to the System Test Coordinator and works with the System Test Coordinator and Building Test Coordinator/Test Supervisor regarding such irregularities.

23. Works with the System Test Coordinator to ensure that only the Principal and Building Test Coordinator/Test Supervisor have keys to the secure storage area within the school. Any exceptions must be approved by the SDE.

24. Works with the System Test Coordinator to ensure that only authorized persons have the password/user codes to access secure student data from the Web site for each school. Any exceptions must be approved by the SDE.

25. Ensures that school reports/home reports are distributed to appropriate personnel and released to parents in a timely manner.

16

26. Ensures that student labels are placed in appropriate cumulative folders/transcripts.Principal Responsibilities, Page 2

NOTE:

If an emergency situation arises on a testing date (e.g., tornado warning, power failure, bomb threat), the Principal is responsible for whatever action is necessary. If students need to be evacuated, the Test Administrators/Room Supervisors and Proctors should direct the students to put their answer documents and scratch paper inside their test booklets. The Test Administrators/Room Supervisors/Proctors should collect test booklets with answer documents and scratch paper inside at the door as their students leave the testing room. Students should proceed calmly, following established local procedures for emergencies. If such a situation occurs, the Principal should contact the System Test Coordinator who, in turn, should contact the SDE for instructions.

17

Building Test Coordinator/Test Supervisor Responsibilities

The Building Test Coordinator/Test Supervisor’s responsibilities with respect to Student Assessment Program activities are as follows:

1. Serves as liaison between Test Administrators/Room Supervisors and the System Test Coordinator.

2. Attends all appropriate training sessions concerning the Student Assessment Program.3. Conducts or attends System Test Coordinator’s training sessions for Principals, Test

Administrators/Room Supervisors, Proctors, and Calculator Practice Instructors.4. Works closely with the Test Administrators/Room Supervisors and Proctors to provide needed

information and to coordinate procedures and schedules.5. Keeps on file documentation of training activities including attendance records.6. Maintains strict test security before, during, and after testing sessions and accounts for all testing

materials daily.7. Ensures all testing materials are securely stored. The floor of the Building Test Coordinator/Test

Supervisor’s office cannot serve as the secure storage area. Test materials must be stored behind a separate locked door or in a locked cabinet.

8. Assists the Principal in planning and implementing pre-assessment activities.9. Assists the Principal in assigning the Test Administrators/Room Supervisors and Proctors to

appropriate testing rooms.10. Ensures that each testing location is suitable.11. Receives and returns all testing materials to the System Test Coordinator.12. Counts all testing materials received from the System Test Coordinator and signs the appropriate

system-level distribution and collection form which is required for receiving and returning testing materials to the System Test Coordinator.

13. Counts, assigns, and distributes testing materials to each Test Administrator/Room Supervisor and completes and signs the appropriate building-level distribution and collection form to account for materials distributed and collected each day of testing.

14. Distributes testing materials for the exact number of students being tested in each setting. The directions for completing demographic information and all subtests do not require the use of a test booklet or answer document for demonstration purposes.

15. Distributes materials including scratch paper, rulers, and reference pages, if used, and collects materials including scratch paper, rulers, and reference pages, if used, from Test Administrators/Room Supervisors daily.

16. Shreds scratch paper, if used, daily.17. Monitors compliance with the assessment schedules and procedures.18. Works with System Test Coordinator, Principal, Test Administrators/Room Supervisors, Test

Accommodations Coordinator, and Proctors regarding questions and emergency situations that arise.

19. Reports testing irregularities immediately to System Test Coordinator and Principal and works with System Test Coordinator and Principal regarding such irregularities.

20. Inspects answer documents for the completion of demographic information. 21. Keeps on file a record of daily attendance, rosters, and seating charts.22. Reviews and files a roster of students receiving testing accommodations and copies of

accommodations pages.

18

Building Test Coordinator/Test Supervisor Checklist

The following list provides information on basic tasks that are required before, during, and after an assessment session. The items listed are for all assessments. Be sure to read specific directions provided for individual tests for additional tasks that may be necessary. If you have questions about test administration procedures, contact your System Test Coordinator.

Before Test Administration1. Inventory assessment materials received in the presence of the System Test Coordinator,

verifying the number of booklets you receive and the sequential numbers of all booklets. Immediately report any missing materials to the System Test Coordinator. Sign the appropriate system-level distribution and collection form verifying receipt of materials.

2. Organize and distribute testing materials to Test Administrator/Room Supervisor. The Test Administrator/Room Supervisor must count and verify the quantity of testing materials and sequential numbers that are received in the presence of the Building Test Coordinator/Test Supervisor. You must use the appropriate building-level distribution and collection form for tracking. See Part IV for the specific assessment.

3. Retain boxes in which materials were delivered where appropriate.4. Ensure security of testing materials.5. Ensure test materials are not taken home.6. Deliver daily materials, including scratch paper, rulers, and reference sheets, if used, to Test

Administrators/Room Supervisors. Exception: If the Test Accommodations Coordinator is not the Building Test Coordinator, then the Test Accommodations Coordinator receives the accommodations materials from the System Test Coordinator.

7. Conduct training sessions for Test Administrators/Room Supervisors, Test Accommodations Coordinator, and Proctors which consist of the following: Announce testing dates. Review test administrator’s/room supervisor’s manuals and other applicable manuals. Emphasize the need to adhere to time limits (if applicable) and to be thoroughly familiar with

all instructions. Review pages from this handbook as applicable. See page 3 for Guidelines for Training of LEA Personnel. Emphasize the need to maintain test security and confidentiality (see pages 27-29). Emphasize use of digital devices during testing (see pages 30 and 31). Complete LEA Report of Training Activities (see pages 36-37). Ensure that any materials that you develop are accurate and consistent with SDE materials. Verify that detailed plans are in place to ensure that students of special populations will

receive appropriate accommodations.8. Review and file monitoring forms for Special Populations, including a roster of students receiving

special testing accommodations and copies of accommodations pages.

During Test Administration9. Ensure security of testing materials.10. Ensure implementation of the SDE digital device policy for students.11. Ensure that school personnel involved in administration of state testing do not use digital devices

(including but not limited to cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) during test administration.

12. Answer questions, account for all materials, and be informed of irregularities in procedures during the testing period.

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Building Test Coordinator/Test Supervisor Checklist, Page 2

After Test Administration13. Collect materials including scratch paper, rulers, and reference sheets, if used, from each Test

Administrator/Room Supervisor immediately after testing each day. The Building Test Coordinator/Test Supervisor must count and verify the quantity of testing materials and sequential numbers that are returned in the presence of the Test Administrator/Room Supervisor.

14. Inventory all testing materials daily, verifying that the number and sequence of booklets and calculators that have been distributed to Test Administrators/Room Supervisors are collected. See Part IV for specific building-level distribution and collection forms.

15. Ensure security of testing materials.16. Separate used answer documents from non-scannable materials (test booklets, test

administrator’s/room supervisor’s manuals, unused answer documents, scratch paper, etc.). Check to be sure that used answer documents have not been left inside non-scannable materials.

17. If scratch paper has been used, remove it from used answer documents. Shred all scratch paper daily.

18. Ensure that used answer documents have been checked for the following: Completeness and accuracy of the student demographic information. Special coding, if applicable Tested with accommodations

19. For each appropriate group, count all used answer documents to be returned for scoring. (All used answer documents must be sent for scoring.)

20. After testing is complete, return all testing materials to your System Test Coordinator. Sign the appropriate system-level distribution and collection form verifying return of materials.

The System Test Coordinator may provide additional instructions regarding the testing procedures. Follow all instructions carefully and provide Test Administrators/Room Supervisors with all needed information. If you have any questions, contact your System Test Coordinator.

NOTE: For the ACT Plus Writing, the Building Test Coordinator/Test Supervisor will normally serve as both the Building Test Coordinator/Test Supervisor and Test Accommodations Coordinator.  To ensure that all students are tested under the same conditions as students at every other school, staff appointed as Building Test Coordinator/Test Supervisor, Back-up Building Test Coordinator/Test Supervisor, or Test Accommodations Coordinator, must meet  requirements specified by ACT.   

If any staff member’s relative or ward, at any school in the state, will be testing with standard time, that staff member may NOT serve as the Building Test Coordinator/Test Supervisor or Back-up Test Coordinator/Test Supervisor or have  access to secure standard time test materials.

If a relative or ward of the Building Test Coordinator/Test Supervisor will be testing with accommodations at any school in the state, the Building Test Coordinator/Test Supervisor may NOT serve as the Test Accommodations Coordinator or have access to secure accommodated test materials.

(Relatives and wards include children, stepchildren, grandchildren, nieces, nephews, siblings, in-laws, spouses, and persons under guardianship.)

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Test Accommodations Coordinator Responsibilities

The ACT Plus Writing requires a Test Accommodation Coordinator. The Building Test Coordinator/Test Supervisor will normally serve as both the Building Test Coordinator/Test Supervisor and Test Accommodations Coordinator; however, if a relative or ward of the Building Test Coordinator/Test Supervisor will be testing with accommodations at any school in the state, the Building Test Coordinator/Test Supervisor may not serve as the Test Accommodations Coordinator or have access to secure accommodated test materials. (Relatives and wards include children, stepchildren, grandchildren, nieces, nephews, siblings, in-laws, spouses, and persons under guardianship.)

In addition, a high school or college athletics coach may not serve as the Test Accommodations Coordinator if any student athlete is testing with accommodations. These restrictions apply to all coaches whether head or assistant coaches, and apply to all sports whether they are in season or not. They do not apply to cheerleading coaches.

The Test Accommodations Coordinator’s responsibilities with respect to Student Assessment Program activities are as follows:1. Works with appropriate staff to determine which students will need to test with accommodations.2. Ensures all requests for accommodated testing that require ACT approval have been completed

and submitted to ACT by the deadline.3. Attends all appropriate training sessions concerning the Student Assessment Program.4. Conducts a separate training session for all staff who will be supporting students testing with

accommodations. (Room Supervisors/Test Administrators and Proctors must also attend the mandatory regular training sessions for all staff members.)

5. Maintains strict test security before, during, and after testing sessions and accounts for all testing materials daily.

6. Assists the Principal and Building Test Coordinator/Test Supervisor in assigning Test Administrators/Room Supervisors and Proctors to rooms for students testing with accommodations.

7. Ensures that no coach supervises one-on-one testing for a student athlete.8. Ensures that staff member does not serve as Test Administrator/Room Supervisor or Proctor in a

room where a relative is testing. 9. Inventories each set of accommodated materials received from the System Test Coordinator and

signs the appropriate system-level distribution and collection forms which are required for receiving and returning accommodated testing materials to the System Test Coordinator daily. (Note: Each set of accommodated materials is student specific and may not be used by any other student.)

10. Distributes specific testing materials for each student receiving accommodations to the Test Administrator/Room Supervisor providing accommodations and completes and signs the appropriate building-level distribution and collection forms to account for materials distributed and collected each day of testing.

11. Ensures that each student receives only those accommodations approved by ACT.12. Reports testing irregularities immediately to the System Test Coordinator and Principal and works

with System Test Coordinator and Principal regarding such irregularities.13. Inspects answer documents for the completion of demographic information.14. Collects and submits to Building Test Coordinator/Test Supervisor record of daily attendance

rosters and seating charts.

21

Test Administrator/Room Supervisor Responsibilities

The Test Administrator/Room Supervisor’s responsibilities with respect to Student Assessment Program activities are as follows:

1. Attends all appropriate training sessions concerning the Student Assessment Program.2. Becomes thoroughly familiar with the test administrator’s/room supervisor’s manuals prior to

testing.3. Maintains test security before, during, and after testing sessions.4. Counts all testing materials received from the Building Test Coordinator/Test Supervisor and

signs the appropriate building-level distribution and collection form which is required for receiving and returning testing materials each day of testing.

5. Administers the test exactly as specified in the Test Administrator’s Manual and ensures a good administration for all students.

6. Ensures appropriate dismissal procedures are used for the specific assessment. 7. Provides testing materials for students as appropriate according to Test Administrator’s/Room

Supervisor’s Manuals. No graphic organizers are allowed.8. Returns daily all testing materials including scratch paper, rulers, and reference sheets, if

applicable. 9. Adheres to all standardized testing procedures as specified for each assessment.10. Ensures appropriate supervision during breaks and lunch, if applicable.11. Remains in the testing room during the entire testing time.12. Ensures that students of special populations are provided all approved accommodations specified

in their IEP/504 Plan/I-ELP.13. Provides reading accommodations (Test Administrator/Room Supervisor only) to students

with disabilities and/or EL students who qualify for a reading accommodation in accordance with the Test Administrator’s/Room Supervisor’s Manual.

14. Maintains control of students before, during, and after testing.15. Assists the Proctor or fills role of Proctor as students are taking the test by moving quietly around

the room to see that students are following directions.16. Completes Irregularity Report, if necessary, immediately after testing. (Includes information such

as defective material, student misconduct, and emergencies.)17. Prior to beginning test administration, ensures that test materials are only for the exact number of

students testing.18. Maintains record of daily attendance, roster, and seating chart.19. Removes from bulletin boards and walls any information that might supply answers to test

questions. Information on bulletin boards and walls may be covered using butcher paper.20. Reports testing irregularities immediately to the Building Test Coordinator/Test Supervisor.21. Conducts only those activities specified in the test administrator’s manuals during testing.

NOTE: All Test Administrators/Room Supervisors must be full-time certificated personnel in accordance

with each assessment. No relative of a student who is taking the test may serve as Test Administrator/Room Supervisor

for that student. No student intern may serve as a Test Administrator/Room Supervisor. Test Administrator/Room Supervisor may not visit with Proctor, grade papers, work on the

computer, read a book or newspaper, play a game, work Sudoku puzzles, etc., during the test administration period.

Test Administrator/Room Supervisor may not use digital devices (including but not limited to cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) during test administration. Violations may result in disciplinary action/certification revocation.

22

Test Administrator/Room Supervisor Checklist

The following list provides information on basic tasks that are required before, during, and after an assessment session. The items listed are for all assessments. Be sure to read the specific directions provided for individual tests for additional tasks that may be necessary. If you have any questions about test administration procedures, contact your Building Test Coordinator/Test Supervisor.

Before Test Administration1. Inventory daily all assessment materials in the presence of the Building Test Coordinator/Test

Supervisor. Verify the number of booklets you receive and the sequential numbers of all booklets, immediately reporting any missing materials to the Building Test Coordinator/Test Supervisor. Sign the appropriate building-level distribution and collection form verifying receipt of materials and sequential numbers in the presence of the Building Test Coordinator/Test Supervisor.

2. Become thoroughly familiar with the Test Administrator’s/Room Supervisor’s manuals.3. Become thoroughly familiar with the testing schedule.4. Prepare any materials specified in the test administrator’s/room supervisor’s manuals.5. Remove from bulletin boards and walls any information that might supply answers to test

questions. Information on bulletin boards and walls may be covered using butcher paper.6. Become thoroughly familiar with procedures related to special coding.7. Ensure security of testing materials.8. Ensure test materials are not taken home.9. Follow your school’s testing schedule. 10. Place a “Testing: Do Not Disturb” sign on the door.11. Gather your materials:

Several sharpened No. 2 pencils with erasers (no mechanical pencils) An exact number of test booklets for students who are present for testing An exact number of answer documents for students who are present for testing Test Administrator’s/Room Supervisor’s manuals Blank paper/scratch paper (no graphic organizers), if allowed Approved calculators (if calculators are allowed) A timing device (cell phones are NOT allowed)

During Test Administration12. Make sure that you and any school personnel involved in administration of state testing do not

use digital devices (including but not limited to cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) during test administration or while test materials are in your possession.

13. Ensure implementation of the SDE digital device policy for students.14. Ensure security of testing materials.15. Remain in the testing room during the entire testing time.16. Ensure students do not have stuffed animals, toys, or any other items not identified in the Test

Supervisor’s/Room Supervisor’s Manuals during the test administration.17. Provide a quiet environment with proper lighting and good ventilation.18. Ensure a smooth method for distributing and collecting test materials including scratch paper (if

allowed), rulers (if allowed), and reference sheets, if used.19. Read instructions verbatim from Test Administrator’s/Room Supervisor’s manual.20. Be sure that each student receives his or her own answer document.21. Be sure that each student receives his or her own test booklet.22. If calculators are allowed, ensure that each student uses an allowable calculator. Calculator

specifications are described in the Test Supervisor’s/Room Supervisor’s Manual.23. Administer the test exactly as directed in the Test Administrator’s/Room Supervisor’s manuals.24. As the test begins, make sure students are marking or responding in the correct place on the

answer document. (Note: Only the student may not look at questions or student responses.)

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Test Administrator/Room Supervisor Checklist, Page 2

After Test Administration25. Collect all testing materials including scratch paper, rulers, and reference sheets, if used,

verifying the number of booklets and calculators and sequential numbers of booklets and calculators before dismissing students. Be sure that answer documents have not been inadvertently left inside the test booklets. Do not paper clip, tape, or place a rubber band around answer documents.

26. Ensure security of testing materials.27. Return all testing materials including scratch paper, rulers, and reference sheets, if used, to your

Building Test Coordinator/Test Supervisor immediately following test administration each day. The Building Test Coordinator/Test Supervisor must count and verify the quantity of testing materials and sequential numbers that are returned in the presence of the Test Administrator/Room Supervisor. Sign the appropriate building-level distribution and collection form verifying return of materials.

NOTE: No test should be left in a classroom before or after testing.

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Proctor Responsibilities

The use of Proctors is required for every administration of the graduation exam. Specific responsibilities are outlined in The Handbook of Administrative Procedures for the Alabama Graduation Examination Program, Revised 2009. Proctors are also required for ACT Explore, ACT Plan, ACT QualityCore, ACT Aspire and The ACT Plus Writing. Specific information is found in the applicable manuals.

The use of Proctors is recommended, but not required, for the Alabama Science Assessment. If Proctors are used, they must participate in a training session to ensure that they are aware of their responsibilities.

The Proctor’s responsibilities with respect to Student Assessment Program activities are as follows:

1. Attends all appropriate training sessions concerning the Student Assessment Program.2. Assists in the distribution and collection of testing materials (e.g., booklets, answer documents,

pencils) to students in testing room.3. Ensures that desks are clear of everything except No. 2 pencils and appropriate testing materials.4. Walks among students while Test Administrator/Room Supervisor is explaining how to complete

demographic information to see that the information is filled in correctly.5. Circulates among students during testing to ensure that students are marking answers in the

appropriate section of the answer document.6. Directs all questions to the Test Administrator/Room Supervisor.7. Assists the Test Administrator/Room Supervisor in maintaining test security.8. Remains in the testing room during the entire testing time.9. Ensures appropriate supervision during breaks and lunch, if applicable.10. Checks to see that students of special populations receive all approved accommodations

specified in their IEP/504 Plan/I-ELP.11. Reports any unusual circumstances (e.g., suspicion of cheating) to the Test Administrator/Room

Supervisor immediately.)12. Maintains control of students before, during, and after testing.13. Reports testing irregularities immediately to the Building Test Coordinator/Test Supervisor.14. Walks among students while Test Administrator/Room Supervisor is explaining how to complete

demographic information to see that the information is filled in correctly.

NOTE: No student or student intern may serve as a Proctor. No Proctor may read any portion of a test to a student. The Proctor must be an individual involved with the education of students. The Proctor may not visit with the Test Administrator/Room Supervisor, grade papers, work on the

computer, read a book or newspaper, play a game, work Sudoku puzzles, etc., during the test administration period.

The Proctor may not use digital devices (including but not limited to cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) during test administration. Violations may result in disciplinary action/certification revocation.

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Proctor Checklist

The following list provides information on basic tasks that are required before, during, and after an assessment session. The items listed are for all assessments. Be sure to read the specific directions provided for individual tests for additional tasks that may be necessary. If you have any questions about test administration procedures, contact your Building Test Coordinator/Test Supervisor.

Before Test Administration1. Become thoroughly familiar with the Test Administrator’s/Room Supervisor’s manuals.2. Become thoroughly familiar with the testing schedule.3. Assist the Test Administrator/Room Supervisor in gathering any materials specified in the Test

Administrator’s/Room Supervisor’s manuals.4. Remove from bulletin boards and walls any information that might supply answers to test

questions. Information on bulletin boards and walls may be covered using butcher paper.5. Ensure security of testing materials.6. Ensure test materials are not taken from the room except to be returned to the Building Test

Coordinator.7. Follow your school’s testing schedule. 8. Ensure that a “Testing: Do Not Disturb” sign is on the door.

During Test Administration9. Make sure that you and any school personnel involved in administration of state testing do not

use digital devices (including but not limited to cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) during test administration or while test materials are in your possession.

10. Ensure implementation of the SDE digital device policy for students.11. Ensure security of testing materials.12. Remain in the testing room during the entire testing time.13. Ensure students do not have stuffed animals, toys, or any other items not identified in the Test

Supervisor’s/Room Supervisor’s Manuals during the test administration.14. Provide a quiet environment with proper lighting and good ventilation.15. Ensure a smooth method for distributing and collecting test materials including scratch paper (if

allowed), rulers (if allowed), and reference sheets, if used..16. Be sure that each student receives his or her own answer document.17. Be sure that each student receives his or her own test booklet.18. If calculators are allowed, ensure that each student uses an allowable calculator. Calculator

specifications are described in the Test Supervisor’s/Room Supervisor’s Manual.19. Ensure that the Test Administrator/Room Supervisor reads directions exactly as directed in the

Test Administrator’s/Room Supervisor’s manuals.20. As the test begins, make sure students are marking or responding in the correct place on the

answer document. (Note: Only the student may not look at questions or student responses.)

After Test Administration21. Assist in collecting testing materials.22. Ensure security of testing materials.23. Ensure that the Test Administator/Room Supervisor returns all testing materials including scratch

paper, rulers, and reference sheets, if used, to your Building Test Coordinator/Test Supervisor immediately following test administration each day. The Building Test Coordinator/Test Supervisor must count and verify the quantity of testing materials and sequential numbers that are returned in the presence of the Test Administrator/Room Supervisor.

NOTE: No test should be left in a classroom before or after testing.

26

Monitor Responsibilities

The Monitor’s responsibilities with respect to Student Assessment Program activities are as follows:

1. Attends appropriate training sessions concerning the Student Assessment Program.2. Becomes thoroughly familiar with the test administrator’s/room supervisor’s manuals prior to

testing.3. Enters the room before testing begins.4. Remains seated in the room during the entire testing time.5. Observes without engaging in the testing process to see that all procedures are followed

(distribution of materials, administration of test, collection of materials, etc.).6. Completes documentation of monitoring visit and gives it to the System Test Coordinator.7. Reports testing irregularities immediately to the System Test Coordinator.8. Monitors should not interact with students during testing.9. Monitors may not visit with Test Administrator/Room Supervisor or Proctor, grade papers, work

on the computer, read a book or newspaper, play a game, work Sudoku puzzles, etc., during the test administration period.

10. Monitors may not use digital devices (including but not limited to cell phones, MP3 players, cameras, or other telecommunication devices capable of capturing or relaying information) during test administration. Violations may result in disciplinary action/certification revocation.

Guidelines for Monitoring

The LEA should establish a schedule for monitoring the administration of all assessments. Personnel for monitoring should include central office staff in addition to Principals. Monitoring forms should be kept on file in the LEA.

The SDE staff will also monitor the administration of assessments. The staff member will arrive at the designated school the morning of the visit. The school staff will then contact the central office. The monitoring visit will be followed by a letter to the System’s Superintendent with copies to both the System Test Coordinator and the Principal of the school that was monitored.

Copies of monitoring forms for each assessment that will be used by the SDE Staff are included in Part IV. LEAs should use these forms. In addition, specific guidelines will be provided for monitoring The ACT Plus Writing. See Part IV of the Handbook section for The ACT Plus Writing.

27

Guidelines for Security and Confidentiality

LEAs will organize and oversee test security procedures throughout their systems. Each LEA must have on file in the SDE an approved test security plan. A part of the plan includes training of local personnel in test security procedures. This training should ensure that all personnel (Superintendent, System Test Coordinator, Test Administrators/Room Supervisors, Proctors, Monitors, Building Test Coordinators/Test Supervisors, Test Accommodations Coordinators, Principals, etc.) who are involved in any aspect of the testing program read and sign, prior to testing, the Test Security Policy. Forms should be kept on file in the LEA. Students should not be allowed to handle testing materials.

Additionally, the LEA must ensure that all authorized personnel who have access to secure Student Assessment data have read and signed a Security and Confidentiality Statement. A copy of the Security and Confidentiality Statement is on page 28 of this handbook. Forms should be kept on file in the LEA.

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TEST SECURITY POLICY

Failure to follow security procedures promulgated by the Alabama State Board of Education and

published in the Alabama State Board of Education, State Department of Education,

Administrative Code (290-040-020-.04), the Student Assessment Handbook, and the test

administrator manuals may result in disciplinary action by the local board of education and/or

revocation of the teaching certificate by the Alabama State Department of Education. The

following list, although not exhaustive, has been provided to identify specific actions which are

inappropriate and violate, in spirit and intent, the stated policy:

1. To photocopy or in any way reproduce or disclose secure test items (including pilot materials) or student responses before, during, or after administering the assessment.

2. To review, read, or look at test items or student responses before, during, or after administering the assessment, unless specifically permitted in the test administrator’s manuals.

3. To give students answers to test questions using verbal or nonverbal cues before, during, or after administering the assessment.

4. To alter student responses on answer documents.

5. To alter the test procedures stated in the test administrator’s manuals.

6. To allow students to use notes, references, or other aids unless the test administrator’s manual specifically allows.

7. To have in one’s personal possession secure test materials except during specified testing dates.

8. To allow students to view or practice secure test items before or after the scheduled testing times.

9. To make or have in one’s possession answer keys for secure tests.

10. To leave secure test materials in non-secure locations and/or unattended by professional staff.

11. To fail to report a test security violation.

By signing my name to this document, I certify that I have read the above policy and agree to abide by established test security procedures.

_________________________________ ___________________ _______________ NAME POSITION DATE

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Security and Confidentiality Statementfor the Administering and Reporting

of Student Data on the Web site

The Alabama Department of Education provides educational data through the World Wide Web system as it relates to student assessment. This data system contains confidential information about students including test scores and other personal information. This system is password protected and requires a user ID and an assigned password for access. The system is not for public use, and any student information from the system must not be disclosed to anyone other than a state, system, or school official as defined by the Family Educational Rights and Privacy Act of 1974 (FERPA).

An official as defined in the law is a person employed by the state, system, or school such as an administrator, supervisor, system test coordinator, Building Test Coordinator/Test Supervisor, or principal. It is a requirement that this person be a full-time employee and has a legitimate educational interest. This person has a legitimate educational interest if he/she needs to review an educational record in order to fulfill his or her professional responsibility. Curiosity does not qualify as a right to know.

School officials who are granted a password to this system must abide by FERPA law. Disclosure of passwords to anyone other than an authorized official(s) is prohibited and may result in disciplinary action.

For more information on FERPA, see the U.S. Department of Education’s Web page at http://www.ed.gov/offices/OM/fpco/ferpa/.

I hereby certify that I will maintain the confidentiality of student data accessed through this data system, and I will not share the password with unauthorized individuals.

If I leave the position that allowed me access to this data system, I will neither access nor disclose any data previously accessed through this system. To do so would be in violation of federal law and state directives.

Name (Typed or Printed) System

Signature School

Position/Title Date

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Alabama State Department of Education Policy Use of Digital Device During the Administration of a Secure Test

School Personnel Policy

School personnel involved in administration of state testing may not use digital devices (including but not limited to cell phones, 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).

Student Policy

The possession of a digital device (including but not limited to cell phones, 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. 

LEA personnel will make all students, parents and/or guardians aware of this prohibition through inclusion of this policy in the Student Code of Conduct Handbook and other regularly used modes of communication.

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Alabama State Department of EducationSuggested Guidelines for the Search of Digital Devices Seized

During the Administration of a Secure Test

Please note that these guidelines were created with the assumption that students (and preferably parents) have been notified (verbally and in writing when at all possible) that (1) the possession of a digital device is strictly prohibited during the administration of a secure test; (2) if the device is used during the administration of a secure test, the device will be confiscated and is subject to a search; and (3) if the device is used during the administration of a secure test, the student’s test will automatically be invalidated.

The suggested guidelines are as follows:

1. Assuming that a student is observed in the possession of or use of a digital device during the administration of a secure test, the device will be confiscated by the test administrator. “Smart phones” should temporarily be turned off to help prevent any remote-access data-wipe.

2. The test administrator should deliver the device as soon as practicable to a school administrator.3. A “chain of custody” list should be kept to record everyone who had possession of the device and

when the device was transferred to someone else. The device should be stored by the school administrator in a secure location until the next step is taken.

4. For the purposes of determining whether a search of a digital device should take place, the school administrator should:

a. Learn the facts regarding the seizure of the device from the test administrator, andb. Determine whether it is reasonable under all the circumstances to believe that the student

could have been using the device to cheat or for some other unpermitted purpose.5. If the school administrator determines that the student was merely in possession of the digital

device, then it may be returned to the student in accordance with the school system’s policy.6. If the school administrator believes that it is reasonable to suspect that the student was using the

device for an impermissible purpose, then he or she may search the device, limiting the search to only what is necessary to reasonably determine whether the student was cheating, copying secure test information, or violating a school rule. The school administrator should follow the local policy requirements regarding the search of student property.

7. If no wrongful activity is discovered on the device then it may be returned to the student in accordance with the school system’s policy.

8. If wrongful activity is discovered on the device regarding the test at issue or if other wrongful activity is inadvertently discovered on the device, then the school administrator should secure the device in accordance with the school system’s policy and notify the system test coordinator, school system attorney, or local superintendent as appropriate.

9. Following a search in which wrongful activity is discovered, and when the device is a “smart phone,” the device should be turned off after the search to help prevent a potential remote-access data-wipe.

10. Any disciplinary actions should be taken in accordance with the school system’s disciplinary policy.

11. Test irregularity reports should be completed in accordance with the Alabama State Department of Education’s student assessment handbook.

12. In any situation involving the search and seizure of a student’s property, a school administrator should consult with his or her supervisor in accordance with the school system’s policy.

Revised May 18, 2011

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Guidelines for Reporting Testing Irregularities

The Irregularity Report (see page 33) should be completed by school personnel if unusual circumstances have occurred (e.g., misconduct of student, illness of student, suspicion of cheating, interruption of testing). Immediately report any irregularity that occurs. When the report is completed, it should be given to the Building Test Coordinator/Test Supervisor. The Building Test Coordinator/Test Supervisor should submit all reports to the System Test Coordinator.

The Irregularity Report is to be given to the System Test Coordinator to be filed locally. In cases of unusual circumstances (e.g., bomb threats or cheating), the System Test Coordinator must notify the SDE and submit an Irregularity Report to the SDE.

For ACT assessments, additional instructions are provided for reporting certain irregularities to ACT. See Part IV of the Handbook for ACT assessments and the corresponding manuals.

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IRREGULARITY REPORT

System School

Test 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.___________________________________________________________________________________

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_______________________________ ________________________ _____________Signature of Person Position of Person Date

Reporting Irregularity Reporting Irregularity

34

Guidelines for Homebound Testing

Test booklets utilized in homebound testing should be securely bound and marked “Confidential” before they are released from the LEA distribution point to the Room Supervisor and Proctor. The package should be opened only in the testing environment. Test booklets and answer documents should be securely bound again before they are transported back to the LEA distribution point. The Room Supervisor’s Receipt and Return of Testing Materials must be signed by the Building or System Test Coordinator and the Room Supervisor when they are picked up and when they are returned.

One Room Supervisor and one Proctor are required to administer an assessment to a student requiring homebound services. No other person, including family members, may be present in the room utilized for testing.

An answer folder for any student tested in a homebound setting is packed with all other answer folders for the student’s school.

Guidelines for Make-up Testing

All procedures for make-up testing must be the same as for the regular administration. See information for the specific assessment. Sessions must be scheduled within the dates set for the specific assessment. Students cannot selectively be identified for make-up testing. For the ACT Plus Writing, materials for make-up testing must be ordered from ACT immediately after the initial test date.

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Guidelines for Storage and Destruction of Testing Materials

Prior to testing, all materials should be stored in a secure central location in the LEA. Following test administration, the guidelines for storage and destruction of specific assessment materials are listed below. The guidelines can also be found in the section for each assessment.

ACCESS for ELLs (ACCESS) and Alternate ACCESS for ELLs All testing materials for ACCESS for ELLs and Alternate ACCESS for ELLs must be returned to

the STC when the test administration is completed at each school. No materials will be retained in the school after testing is completed. Materials will be returned to the STC no later than the close of business, May 2, 2014.

All ACCESS for ELLs and Alternate ACCESS for ELLs (used and unused) materials must be returned to MetriTech when tests are returned for scoring. No materials should be left in the LEA.

Any materials that are not returned to MetriTech (e.g., a student was sick on one of the test/answer documents) must be documented on the Documentation of Materials Not Returned form. These materials must be destroyed according to the individual school system’s test security plan.

ACT Explore All test booklets and manuals should be stored in a secure location in the school until the receipt

of score reports from ACT. All reader’s scripts, unused answer folders, and large-print worksheets should be destroyed

according to the individual school system’s test security plan after all reports have been received.ACT Plan

All test booklets and manuals should be stored in a secure location in the school until the receipt of score reports from ACT.

All reader’s scripts, unused answer folders, and large-print worksheets should be destroyed according to the individual school system’s test security plan after all reports have been received.

ACT QualityCore ALL MATERIALS MUST BE RETURNED TO ACT.

ACT Plus Writing ALL MATERIALS MUST BE RETURNED TO ACT.

Alabama Alternate Assessment (AAA) All testing materials are to be returned to the System Test Coordinator when the test

administration is completed at the school. No materials are to be retained in the school after testing is completed.

Test Administrator Manuals (Revised 2011), unused string-tied envelopes, evidence labels, and Body of Evidence boxes should be stored in a secure central location in the LEA.

All unused or damaged answer documents and all Pre-ID and generic unused labels must be returned to CTB/McGraw-Hill.

Alabama High School Graduation Exam (AHSGE) All test booklets, used answer documents, calculator practice booklets, reference pages from

used mathematics booklets, large-print calculators, and talking calculators must be returned to the SDE.

Test Administrator Manuals (Revised 2013), unused answer documents (Revised 2013), unused envelopes, and calculators must be stored in a secure central location in the LEA.

All unused headers should be destroyed according to the individual school system’s test security plan after receiving and inventorying reports.

No test booklets should be destroyed locally.Alabama Reading and Mathematics Test+ (ARMT+)

Test Administrator Manuals should be destroyed according to the LEA’s Test Security Policy.Alabama Science Assessment (ASA)

Test Administrator Manuals should be destroyed according to the LEA’s Test Security Policy.

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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

Assessment Date of Training

CIRCLE ALL THAT ATTENDED THIS TRAINING SESSION FOR THE ASSESSMENTSystem Special Education Coordinator, System 504 Coordinator, System ESL Coordinator, Monitors, Principals, Building Test Coordinators/Test Supervisors, Test Accommodations Coordinators, Test Administrators/Room Supervisors, Calculator Practice Instructors, 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. ____ ____

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

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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