Test Administration Roles and Responsibilities

A successful administration of the Initial ELPAC requires identifying the appropriate staff to fulfill specific roles. The three main roles involved with the administration of the test are the following:

  1. LEA ELPAC coordinator
  2. Site ELPAC coordinator
  3. ELPAC TE

For the 2022–23 Initial ELPAC 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 coordinator, site ELPAC coordinator, or ELPAC TE who has access to secure test materials, such as DFAs, Examiner’s Manuals, Test Books, or Answer Books, 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.

If the LEA has been identified by the CDE as part of the RSVP , please refer to the Return Instructions and Test Materials Handling for RSVP LEAs subsection in this manual for information and instructions pertaining to returning the scannable Answer Books to ETS.

LEA ELPAC Coordinator Responsibilities

The LEA ELPAC coordinators are designated by the LEA superintendent or charter school administrators for the upcoming 2022–23 administration and must electronically sign the test security forms in TOMS. Refer to the LEA ELPAC Coordinator Checklist for a complete list of test administration activities for users with this role.

The LEA ELPAC coordinators are responsible for

  • adding site ELPAC coordinators and ELPAC TEs into TOMS;
  • verifying and assigning designated supports and accommodations to students in TOMS;
  • requesting unlisted resources for students in TOMS;
  • completing a state-sponsored training, or sending a designated LEA ELPAC trainer and ensuring that all TEs are trained;
  • ensuring that the site ELPAC coordinators and TEs are appropriately trained regarding Initial ELPAC administration as well as security policies and procedures;
  • providing access and keys to the ELPAC Administration and Scoring Moodle Training Site to LEA ELPAC trainers and TEs;
  • making checklists and manuals, which are linked on the Manuals and Instructions web page on the ELPAC website, available for site ELPAC coordinators and TEs so these users can review the materials in preparation for the assessments;
  • ensuring adequate test materials are on hand and distributed throughout the LEA during the testing window as needed;
  • ensuring proper handling of all test materials by all staff throughout the administration window (Refer to the Handling Secure Printed Materials subsection for materials associated with computer-based testing and to the Handling of Test Materials subsection for materials associated with administering the K–2 Writing domain.);
  • reporting all test security irregularities, improprieties, and breaches (including social media discussion or posting photos of test materials) that occur before, during, or after test administration to the assigned LEA Success Agent within 24 hours of discovery and using the online STAIRS process available in TOMS;
  • assuming general oversight responsibilities for all administration activities in their LEA schools, ensuring that students have a positive test experience;
  • accessing and reviewing test completion rates for the LEA in the Completion Status system;
  • accessing and reviewing final student reports and aggregate data for the LEA in TOMS; and
  • making decisions about which fee-based services to request, such as printed copies of DFAs and purchasing video SSRs (as described on the Fee-based Services web page); and
  • ensuring printed or electronic SSRs are made available to test sites, students, and parents/guardians along with the State and Federal letter.

Site ELPAC Coordinator

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 Site ELPAC Coordinator Checklist for a complete list of test administration activities for users with this role.

The site ELPAC coordinators are responsible for

  • adding ELPAC TEs into TOMS and ensuring that they have received and successfully used their logon credentials, and that they have reviewed and electronically signed the ELPAC Test Security Agreement and ELPAC Test Security Affidavit in TOMS;
  • identifying ELPAC TEs and ensuring that they view the ELPAC Administration and Scoring Moodle Training Site;
  • 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;
  • receiving and storing paper test materials (for example, Answer Books, rosters, Pre-ID labels, if applicable) in a secure location until needed for testing;
  • coordinating with the LEA ELPAC coordinator on the proper handling of all test materials throughout the administration window;
  • coordinating with TEs so they administer all assessments;
  • monitoring testing progress during the testing window using the Completion Status system and ensuring that all students participate, as appropriate;
  • monitoring the status of scoring in the THSS at the site level;
  • using the school’s procedure for correcting student data errors reported by TEs in CALPADS, verifying the corrections in TOMS, and ensuring that the 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 their school and for all TEs, and other school staff; and
  • accessing and reviewing completion status reports for the test site in the Completion Status system.

ELPAC TE

An ELPAC TE is an employee or contractor of an LEA or of a nonpublic, nonsectarian school, who has electronically agreed to an ELPAC Test Security Affidavit, who is proficient in English and has complete command of pronunciation, intonation, and fluency, and who certifies completion of training in the administration of the Initial ELPAC. Refer to the Test Examiner Checklist for a complete list of test administration activities for users with this role.

ELPAC TEs are responsible for

  • electronically signing the ELPAC Test Security Affidavit in TOMS;
  • completing annually the certification and calibration trainings on the ELPAC Administration and Scoring Moodle Training Site;
  • administering the computer- or paper-based (K–2 Writing domain) ELPAC in accordance with the guidelines outlined in this manual;
  • viewing student information in the Test Administrator Interface prior to testing to ensure that the correct student receives the proper test with the appropriate resources (TEs should report any potential data errors to site ELPAC coordinators and LEA ELPAC coordinators as appropriate.);
  • if administering to a group of students, providing logon tickets to students that include the SSID and test session ID and collecting and securely destroying these tickets after testing;
  • downloading the DFA for the appropriate test from the TOMS [Resources] tab;
  • reporting all potential test security incidents to their site ELPAC coordinator and LEA ELPAC coordinator in a manner consistent with ELPAC and LEA policies;
  • scoring assigned Writing domain responses in the THSS for grades three through twelve;
  • entering Speaking domain scores for K–12 and Writing domain scores for K–2 in the DEI;
  • entering student responses and scores into the DEI for K–12 PPTs administered;
  • printing of individual SSR; and
  • viewing completion status reports in the Completion Status system.

Proctor

The proctor is an employee or contractor of an LEA or NPS who is responsible for

  • assisting the TE during test administrations to groups of more than 20 students;
  • signing the ELPAC Test Security Affidavit for Non-TOMS Users prior to testing and handling test materials; and
  • completing training designed to prepare the employee to assist the TE in the administration of the ELPAC.

Local Scoring Correspondence Administrator

The local scoring correspondence administrator is the staff member designated by the LEA ELPAC coordinator who is responsible for

  • electronically signing the ELPAC Test Security Affidavit in TOMS;
  • entering Speaking scores (for students in kindergarten through grade twelve) in the DEI as instructed by the LEA ELPAC coordinator;
  • entering Writing scores (for students in K–2) in the DEI as instructed by the LEA ELPAC coordinator;
  • scoring assigned Writing domain responses and monitoring the status of scoring in the THSS as instructed by the LEA ELPAC coordinator;
  • downloading data from the Initial ELPAC data in TOMS to populate the parent/guardian notification letters as instructed by the LEA ELPAC coordinator; and
  • ensuring printed or electronic SSRs are made available to test sites, students, and parents/guardians as instructed by the LEA ELPAC coordinator.

Local Scoring Data Entry

The local scoring data entry user is the staff member designated by the LEA ELPAC coordinator who is responsible for

  • electronically signing the ELPAC Test Security Affidavit in TOMS;
  • entering Speaking scores (for students in kindergarten through grade twelve) in the DEI;
  • entering Writing scores (for students in K–2) in the DEI;
  • scoring assigned Writing domain responses in the THSS; and
  • accessing printed or electronic SSRs as instructed by the LEA ELPAC coordinator.