Handling Secure Printed Materials
Using Print-on-Demand Materials
For those students who need a paper copy of stimuli or items, the LEA ELPAC coordinator must contact CalTAC at least two weeks prior to testing to request permission for the students to receive this designated support. The LEA ELPAC coordinator must also assign this resource for each student in TOMS.
The print-on-demand non-embedded designated support is provided at the test site level and must be coordinated and delivered by a TE.
Note the following about print on demand:
- Print requests must be approved and processed by the TEs during test administration.
- The decision to allow students to use print on demand must be made on an individual student basis.
- The use of this designated support may result in the student needing additional time to complete the assessment.
- The printed copies can be used to enlarge print as appropriate for the student’s accessibility needs.
Once a student is approved to receive the printing of test items or passages for the Alternate ELPAC Operational Field Test, the TE may send a print request from the student interface to the TE’s device during testing by selecting the print icon on the screen. This request needs to be made for each individual item.
Follow these guidelines when using the print-on-demand designated support:
- Before the TE requests to print a test item or passage, the TE must ensure that the printer is on and is monitored by staff who have been trained and have signed the ELPAC Test Security Affidavit.
- Immediately after printing a print-on-demand request, the file should be securely deleted from the TE’s device in such a way that the file does not remain in temporary storage where it can be undeleted. Refer to the Destroying Electronic Files subsection for additional instructions.
- Printed items must be securely stored and then securely destroyed after the test session.
- Refer to the How to Approve Print Requests section (link coming soon) for more information on print on demand.
Destroying Secure Printed Materials
Printed materials from the print-on-demand designated support, DFA, picture cards, and scratch paper must be kept in a securely locked room or locked cabinet that can be opened only with a key or keycard by staff responsible for test administration who have signed an ELPAC Test Security Affidavit. All test materials must remain secure at all times.
Printed test items or passages, including scratch paper, must be collected and inventoried at the end of each test session and then immediately securely destroyed according to LEA and ELPAC policies or procedures.
DFAs, TIP, and Picture Cards that were downloaded from a secure location and printed for TEs must be kept in a securely locked room or locked cabinet when not in use. Once testing is completed, these must be immediately securely destroyed according to LEA policies and procedures, ELPAC policies and procedures, or policies and procedures from both sources.
Destroying Electronic Files
Immediately after printing the test, or after making a printed copy of a DFA or picture cards, the file produced by the process should be securely deleted from the TE’s device. A file(s) must be deleted in such a way that the file does not remain in a temporary storage location such as Windows’ Recycle Bin, where it can be undeleted. TEs and site ELPAC coordinators should use the school’s or LEA’s preferred method of secure file deletion.
While there are many ways to permanently delete a file, including using a “shredding” tool that might be part of a virus scanning tool, what follows are basic ways to remove a file from a Windows or Macintosh system:
- Windows—Hold the <Shift> key when deleting the file or empty the Recycle Bin after deleting.
- Macintosh and Macintosh equivalent devices using OS X—Press the <Command> + <Delete> keys with any file or folder selected to send a file to the Trash and then press the <Shift> + <Command> + <Delete> keys or open the Finder menu and then select “Secure Empty Trash” to immediately empty the Trash.
Securely Destroying Scratch Paper
- Students may use scratch paper to make notes or to write or draw a response to a constructed response item. Collect and inventory the scratch paper at the end of each test session, as well as upon completion of the test.
- DO NOT keep printed test items or passages or scratch paper for future test sessions.