Responsibilities of the LEA ELPAC Coordinator

Table 1. Initial ELPAC Paper–Pencil Test Schedule—LEA ELPAC Coordinator

Activity Timeline
Complete and submit the CAASPP and ELPAC Special Request for Paper Exams online questionnaire. Three weeks before the expected test date
Make sure all student data from CALPADS appears correctly in TOMS and has the appropriate test(s) configured. Two weeks before the expected test date
Receive paper–pencil materials from the testing contractor. Two weeks before the expected test date
Take inventory of the cartons. LEA ELPAC coordinators should notify the assigned LEA Success Agent of any discrepancy in the number of cartons or materials received. Within two working days of delivery to the LEA
Distribute materials to the test sites. Five to 10 working days before the expected test date
Ensure that student responses (for the Listening and Reading domains) and scores (for the Speaking and Writing domains) are entered into the DEI. Same day of student test completion
Ship all braille materials to ETS. No more than five working days after completing entry of responses and scores into the DEI

Refer to the Test Administration Roles and Responsibilities section of the Initial ELPAC Online Test Administration Manual for the complete list of roles and responsibilities associated with the LEA ELPAC coordinator.

Before Testing

Complete Administration and Scoring Training

All LEA ELPAC coordinators who will be involved in the Initial ELPAC paper–pencil test administration must complete training prior to administering and scoring the Initial ELPAC paper–pencil test.

The LEA ELPAC coordinator, site ELPAC coordinator, and other staff are responsible for ensuring all appropriate trainings have been completed. Such training should include, but not be limited to, training on administration and scoring, item security, and professional conduct associated with the administration of standardized assessments.

Read Through Test Materials

Review this Paper–Pencil Test Administration section in its entirety. Become familiar with all testing and administration procedures.

Ensure Users Have Been Added in TOMS and Staff Sign Security Forms

Ensure that any new staff have been added as users in TOMS, and that all site ELPAC coordinators have electronically signed the ELPAC Test Security Agreement and the ELPAC Test Security Affidavit upon logging on to TOMS.

Order Paper–Pencil Test Materials

Before ordering paper-based test materials (braille, large-print, or paper-based assessment), the LEA ELPAC coordinator must complete and submit the CAASPP and ELPAC Special Request for Paper Exams online questionnaire. Once the questionnaire is received and approved by the CDE, the LEA ELPAC coordinator will receive a call from the assigned LEA Success Agent to complete the process for ordering one or more paper–pencil tests for the student. The information obtained by ETS for the student will then be entered into TOMS to designate the student as a paper–pencil test taker. This will enable data entry of scores and responses by the test examiner or designated LEA staff.

Receive and Inventory Test Materials Ordered

Take inventory of cartons. LEA ELPAC coordinators should notify the assigned LEA Success Agent of any discrepancy in the number of cartons or materials received. Distribute materials to the test sites. Remind site ELPAC coordinators that the boxes must be retained for use in storing and returning test materials. Make sure to keep these materials separate from the computer–based K–2 Writing Answer Books.

After Testing

Handling Materials After Testing

Locally Scoring Answer Books and the Data Entry Interface

The Initial ELPAC Speaking and Writing domains will be locally scored by qualified, trained personnel such as the test examiner. Raw scores for each task type and Writing questions will be marked on the Student Score Sheet found in the inside back cover of each Answer Book.

After the scores are noted on the Student Score Sheet, designated LEA personnel will enter these scores into the DEI as well as the student’s responses to the Listening and Reading domains marked in the Answer Book. When the paper–pencil test request form was submitted to ETS, the student information provided was recorded in TOMS to designate the student as a paper–pencil test taker, which enabled the student opportunity in the DEI. Follow the instructions in the Using the DEI section in this manual to log on, enter responses and scores, and submit a student’s assessment. Refer to the Data Entry Requirements section for more details. Student results cannot be reported until the scores and responses have been entered.

The Speaking and Writing domain scores entered in the DEI will be merged with the Listening and Reading domain scores that were machine scored in the DEI. Once all domain scores have been merged, the Initial ELPAC Student Score Report (SSR) will be available to the LEA to download and print from TOMS.

Generating Initial Parent/Guardian Notification Letter Data File

Through TOMS, the LEA ELPAC coordinator and Local Scoring correspondence administrator can download the Initial Parent/Guardian Notification Letter Data file. This Excel file will contain pertinent information from the merging of all domain scores in TOMS to produce official score information, which can be merged into the customizable Initial Parent/Guardian Notification Letter template. The template is available through the LEA.

Instructions for LEA ELPAC Coordinators―After Testing

The LEA ELPAC coordinator must ensure that the scores and responses have been entered in the DEI to produce the SSR and/or the Parent/Guardian Notification Letter. Additionally, the LEA ELPAC coordinator is responsible for coordinating the return of special version braille Test Books and braille Examiner’s Manuals from the sites back to the LEA and the packing and shipping of these materials for return to ETS. LEA ELPAC coordinators must follow the return instructions provided in the cover letter that came with the special version test materials. Contact the assigned LEA Success Agent for more information on returning braille test materials.

Secure Destruction of Used and Unused Test Materials

At the end of each Initial ELPAC administration window, LEA ELPAC coordinators must

  • arrange for the secure destruction of the used and unused Initial ELPAC paper–‍pencil test materials identified; and
  • indicate the LEA’s method of destruction by completing an online certification form that will be made available to the LEA ELPAC coordinator via email communication close to the end of the administration window.

Securely destroy the following materials after the end of the administration window as directed by the testing contractor:

  • Used Answer Books, Test Books, and Examiner’s Manuals
  • Unused Answer Books, Test Books, and Examiner’s Manuals
  • Voided Answer Books or those damaged during testing