Test Administration Roles and Responsibilities

A successful administration of the Alternate ELPAC Operational Field Test requires identifying the appropriate staff to fulfill specific roles. The four main roles involved with the administration of the test are the following:

  1. LEA ELPAC coordinator
  2. Site ELPAC coordinator
  3. ELPAC TE, the primary TE who is familiar with the student
  4. ELPAC TE, the secondary TE who is familiar with the student (for LEAs chosen to second score)

For the 2021–22 Alternate ELPAC Operational Field Test administration, new or returning LEA ELPAC coordinators and site ELPAC coordinators with access to TOMS will be required to electronically sign the ELPAC Test Security Agreement upon logging on to TOMS. In addition, any LEA ELPAC coordinators, site ELPAC coordinators, and TEs who have access to secure test materials, such as DFAs, will be required to electronically sign the ELPAC Test Security Affidavit in TOMS prior to accessing test materials.

The subsections that follow outline the various responsibilities of each role.

LEA ELPAC Coordinator Responsibilities

The LEA ELPAC coordinators are designated by the LEA superintendent or charter school administrators for the upcoming 2020–21 administration and must electronically sign the test security forms in TOMS. Refer to the Alternate ELPAC Pre-administration Checklist that will be posted on the Quick Reference Guides and Videos web page.

The LEA ELPAC coordinators are responsible for

  • adding site ELPAC coordinators and TEs into TOMS;
  • verifying form assignments;
  • requesting unlisted resources for students in TOMS;
  • verifying the LEAs participation in second scoring and completing the necessary activities to conduct second scoring described in the Preparing for Second Scoring subsection;
  • working with the site ELPAC coordinator in identifying EO students who will participate in the comparison study;
  • completing a state-sponsored training, or designating an LEA ELPAC trainer, and ensuring that all TEs are trained;
  • ensuring that the site ELPAC coordinators and TEs in the LEA are appropriately trained regarding the Alternate ELPAC Operational Field Test administration as well as security policies and procedures;
  • providing access and keys to the Moodle Training Site to LEA ELPAC trainers and TEs;
  • making checklists for site ELPAC coordinators and test examiners available, which are linked on the Manuals and Instructions web page on the ELPAC website, for these users to review in preparation for the assessments;
  • reporting all test security irregularities and breaches (including social media discussion or posting photos of test materials) that occur before, during, or after test administration to CalTAC within 24 hours of discovery, using the online STAIRS process described on the online STAIRS process available in TOMS
  • assuming general oversight responsibilities for all administration activities in the LEA’s schools, ensuring that students have a positive test experience;
  • accessing and reviewing test completion rates for the LEA in the Completion Status report in TOMS;
  • accessing and reviewing final student reports and aggregate data for the LEA in TOMS; and
  • ensuring SRRs are made available to test sites and the parents/guardians of students.

Site ELPAC Coordinator Responsibilities

The site ELPAC coordinator is designated by the LEA ELPAC coordinator. All site ELPAC coordinators must electronically sign the ELPAC Test Security Agreement and the ELPAC Test Security Affidavit located within TOMS prior to testing. Refer to the Alternate ELPAC Pre-administration Checklist that will be posted on the Quick Reference Guides and Videos web page.

The site ELPAC coordinators are responsible for

  • identifying Alternate ELPAC TEs;
  • adding Alternate ELPAC TEs into TOMS and ensuring that the TEs have received and successfully used their logon credentials, and that have reviewed and electronically signed the ELPAC Test Security Agreement and ELPAC Test Security Affidavit in TOMS;
  • working with the LEA ELPAC coordinator to verify the LEAs participation in second scoring and completing the necessary activities to conduct second scoring described in the Second Scoring subsection;
  • working with the LEA ELPAC coordinator to verify the LEAs participation in second scoring and completing the necessary activities to conduct second scoring described in the Preparing for Second Scoring subsection;
  • working with the LEA ELPAC coordinator to verify participation in the EO study (If the LEA is participating in the EO study, the ELPAC coordinator will need to identify EO students and the disability grouping to which they belong.);
  • verifying that student demographic information from CALPADS is appearing correctly in TOMS;
  • verifying and assigning designated supports and accommodations to students in TOMS;
  • creating or approving testing schedules and procedures for the school (consistent with state and LEA policies);
  • requesting unlisted resources for students in TOMS;
  • working with technology staff to ensure that devices are configured for testing and any technical issues are resolved;
  • coordinating with TEs so TEs administer all assessments;
  • monitoring testing progress during the testing window using the Completion Status report in TOMS and ensuring that all students participate, as appropriate;
  • using the school’s procedure for correcting student demographic data errors reported by TEs in CALPADS, verifying the corrections in TOMS, and ensuring that the impacted student’s test session is rescheduled;
  • addressing testing problems, as needed;
  • mitigating and reporting all test security incidents in a manner consistent with state and LEA policies;
  • assuming general oversight responsibilities for all administration activities in the school and for all TEs and other school staff; and
  • accessing and reviewing completion status reports for the test site in the Completion Status report in TOMS.

Alternate ELPAC Test Examiner Responsibilities

An Alternate ELPAC TE is an employee or contractor of an LEA or of a nonpublic, nonsectarian school who has been trained to administer the Alternate ELPAC Operational Field Test.

Alternate ELPAC TEs are responsible for

  • electronically signing the ELPAC Test Security Affidavit in TOMS;
  • completing the AST on the ELPAC Administration and Scoring Moodle Training Site
  • working with the LEA ELPAC coordinator or site ELPAC coordinator to confirm that a TOMS account with an ELPAC TE user role has been generated;
  • administering the Alternate ELPAC Operational Field Test in accordance with the guidelines outlined in this manual and in the DFA;
  • assigning and verifying designated supports and accommodations to students in TOMS;
  • viewing student information in the Test Administrator Interface prior to testing to ensure that the individual student being tested receives the correct test with the appropriate resources (TEs should report any potential data errors to site ELPAC coordinators and LEA ELPAC coordinators as appropriate.);
  • downloading the DFA for the appropriate test using the [Resources] navigation tab in TOMS to access secure materials;
  • ensuring all devices that will be used for the administration, including those specified in the student’s IEP or Section 504 plan, have been programmed and prepared for testing;
  • ensuring all testing materials such as picture cards, answer choice cards, and manipulatives have been prepared and are available for testing;
  • reporting all potential test security incidents to the site ELPAC coordinator and LEA ELPAC coordinator in a manner consistent with Alternate ELPAC Operational Field Test and LEA policies; and
  • viewing completion status reports in TOMS.

Secondary Test Examiner Responsibilities

Only LEAs that are selected to participate in second scoring will require a secondary TE. An Alternate ELPAC secondary TE is an ELPAC TE who is familiar with the student and has been trained to administer the Alternate ELPAC Operational Field Test. The secondary TE must be present during the administration of the Alternate ELPAC Operational Field Test to provide an independent judgment on the student’s responses based on the scoring rubrics within the DFAs.

Alternate ELPAC secondary TEs are responsible for:

  • electronically signing the ELPAC Test Security Affidavit in TOMS;
  • completing the AST on the ELPAC Administration and Scoring Moodle Training Site
  • downloading the DFA for the appropriate test using the [Resources] navigation tab in TOMS to access secure materials;
  • working with the LEA ELPAC coordinator or test site coordinator to confirm that a TOMS account with an ELPAC TE user role has been generated;
  • observing the student’s response to rubric-scored items at the time of testing and scoring the student’s response using the provided rubric in the DFA; and
  • entering the second scores into the online DEI. The secondary TE will have the following two options:
    1. Enter the student’s second score directly into the DEI at the time of testing. This requires access to a user device or laptop.
    2. Use a printed score sheet, provided in appendix E of the DFA, to record second scores during the time of testing. After testing, the secondary TE must enter the student’s score into the DEI before the end of the administration testing window. Data entry could potentially be completed by a designated staff member.