Handling Secure Printed Materials

Using Print-on-Demand Materials

For those students whose IEP or Section 504 plan expresses a need for a paper copy of passages or items, permission for the students to receive this accommodation must be requested by the LEA CAASPP coordinator at least two weeks prior to testing by contacting CalTAC.

Printing individual test items for students with this accommodation will require that the LEA CAASPP coordinator make a request to CalTAC to have the accommodation set for each student in addition to assigning this resource for the student in TOMS.

Note the following about print on demand:

  • Print requests must be approved and processed by the test administrators and test examiners during test administration.
  • The decision to allow students to use print on demand must be made on an individual student basis and is available only for students with an IEP or Section 504 plan.
  • Because items are printed individually, utilizing the print-on-demand functionality does not allow a printed version of the online test to be created prior to testing, especially given the adaptive nature of the Smarter Balanced assessments.
  • A very small percentage of students should need this accommodation.
  • The use of this accommodation may result in the student needing additional time to complete the assessment.

Once a student is approved to receive the printing of test items or passages for Smarter Balanced assessments, CAST, or CSA, that student may send a print request to the test administrator during testing by selecting the print icon on the screen. For the CAAs, the test examiner may select this icon. This request needs to be made for each individual item.

Follow these guidelines when using the print-on-demand accommodation:

  1. Before the test administrator or test examiner approves the student’s request to print a test item or stimulus, the test administrator or test examiner must ensure that the printer is on and is monitored by staff who have been trained.
  2. Immediately after printing a print-on-demand request, the file should be securely deleted from the test administrator’s or test examiner’s device in such a way that the file does not remain in a temporary storage file where it can be undeleted. Refer to the Destroying Electronic Files subsection for additional instructions.
  3. The test administrator or test examiner must collect the previously printed item from the student after the next item’s print request. Printed items must be securely stored and then securely destroyed after the test session.

Destroying Secure Printed Materials

Printed materials from the print-on-demand accommodation, CAA DFA, 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 who are responsible for test administration and who have signed a CAASPP Test Security Affidavit. All test materials must remain secure at all times.

Printed test items or passages, including embossed braille printouts and scratch paper, must be collected and inventoried at the end of each test session and then immediately destroyed securely according to LEA and CAASPP policies or procedures.

CAA DFAs that were printed for test examiners after being downloaded from the password-protected TOMS website 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, California policies and procedures, or policies and procedures from both sources.

Answer-recording documents used to complete second scoring for the CAA for ELA must be kept securely.

Destroying Electronic Files

Immediately after printing a print-on-demand request or making a printed copy of a DFA for the CAAs, the file produced by the process should be securely deleted from the location on which it was stored. If stored on a device, the device on which the files are stored must be kept in a securely locked room or locked cabinet while the secure files exist.

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. Test administrators, test examiners, and CAASPP test site 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 or macOS—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.

Using and Securely Destroying Scratch Paper for PTs

Use:

  • The only exception to the requirement governing the immediate destruction of printed materials and scratch paper is when students take notes or draft responses to ELA, mathematics, or science PTs.
  • During the Smarter Balanced ELA PT, the notes on the embedded universal tool, Global Notes, are retained from Part 1 to Part 2 so that the student may return to the notes even though the student is not able to go back to specific items in Part 1. The embedded Global Notes is the preferred mode for note taking during the Smarter Balanced ELA PT.
  • Students may also use scratch paper to make notes or develop draft responses. To maintain the security of scratch paper used for notes on the ELA or mathematics PTs, or CAST, CAA, or CSA questions, test administrators or test examiners must direct students to write their names (or some appropriate identifying information) on their scratch paper, and then collect and inventory the scratch paper at the end of each test session, as well as upon completion of the test. The retention of scratch paper (including graph paper) is allowed for the PTs, the CAST, CAAs, and CSA.
  • Do not keep printed test items or passages or scratch paper for future test sessions except as noted for PTs.