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 test examiner

For the 2021–22 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 test examiner 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 see Return Instructions and Test Materials Handling for RSVP LEAs in this manual for information 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 2021–22 administration and must electronically sign the test security forms in TOMS. Refer to the LEA ELPAC Coordinator Checklist for a checklist of test administration activities posted on the ELPAC website.

The LEA ELPAC coordinators are responsible for

  • adding site ELPAC coordinators and ELPAC test examiners 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 test examiners are trained;
  • ensuring that the site ELPAC coordinators and test examiners 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 test examiners;
  • making checklists manual 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;
  • 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 kindergarten through grade two 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 CalTAC 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
  • ensuring printed SSRs are made available to test sites, students, and parents/guardians.

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 checklist of test administration activities posted on the ELPAC website.

The site ELPAC coordinators are responsible for

  • adding ELPAC test examiners 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 test examiners and ensuring that they view the computer-based Initial ELPAC training videos;
  • attending trainings that the coordinator’s LEA offers and reviewing all policy and test administration documents;
  • 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 test examiners 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 test examiners 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 test examiners, and other school staff; and
  • accessing and reviewing completion status reports for the test site in the Completion Status system.

ELPAC Test Examiner

An ELPAC test examiner is an employee or contractor of an LEA or of a nonpublic, nonsectarian school, who has been trained to administer the Initial ELPAC. Refer to the Test Examiner Checklist for a checklist of test administration activities posted on the ELPAC website.

ELPAC test examiners are responsible for

  • attending trainings that the test examiner’s LEA offers and reviewing all policy and test administration documents;
  • electronically signing the ELPAC Test Security Affidavit in TOMS;
  • viewing the computer-based Initial ELPAC training videos;
  • administering the computer-based or paper-based (kindergarten through grade two 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 (Test examiners 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>Secure Materials] 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; and
  • viewing completion status reports in the Completion Status system.

LST Correspondence Administrator

The LST 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 kindergarten through grade two) 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
  • printing SSRs as instructed by the LEA ELPAC coordinator.

LST Data Entry

The LST 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 kindergarten through grade two) in the DEI;
  • scoring assigned Writing domain responses in the THSS; and
  • printing SSRs as instructed by the LEA ELPAC coordinator.