Responsibilities of the Site ELPAC Coordinator

Table 1 describes the schedule for the administration of the Initial ELPAC paper–pencil tests for site ELPAC coordinators.

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

Activity Timeline
Receive paper materials from the LEA ELPAC coordinator. Five to 10 working days before the expected test date
Take inventory of all materials and notify the LEA ELPAC coordinator of any missing or incorrect materials. Within two days of delivery to the test site
Distribute and collect Initial ELPAC Examiner’s Manuals, Test Books, Answer Books, large-print versions, and braille versions, if necessary. Each day of testing (These are secure documents.)
Enter student responses (for the Listening and Reading domains) and the scores (for the Speaking and Writing domains) into the DEI. Same day of student test completion
Return all braille materials to the LEA ELPAC coordinator after all testing is complete. Two working days after completing testing

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 site ELPAC coordinator.

Before Testing

Read Through Test Materials

Review this Paper-Pencil Test Administration section and the Examiner’s Manual in their entirety. Become familiar with all testing and site administrative procedures.

Identify and Add Testing Staff as Users in TOMS and Monitor Staff Training

Identify the test examiners, proctors, and other testing staff at the test site and make sure they have been added as users in TOMS if needed. Confirm that all have been trained and certified to test.

Ensure Staff Sign Security Forms

Electronically sign the ELPAC Test Security Agreement and the ELPAC Test Security Affidavit upon logging on to TOMS. Have all test examiners and proctors, along with all others handling, in proximity of, or who could have access to the Initial ELPAC paper–pencil test materials, electronically sign the ELPAC Test Security Affidavit prior to accessing or coming into contact with the test materials. Those without access to TOMS can access and sign the ELPAC Test Security Affidavit for Non-TOMS Users.

Receive and Inventory Test Materials

The LEA ELPAC coordinator will provide each school or site with all test materials and forms needed for testing. The site ELPAC coordinator should follow these steps to prepare for testing:

  • STEP 1: Locate the school shipping notice(s) enclosed in the test materials shipment. A shipping notice will be at the top of each box received.
  • STEP 2: Report any discrepancies to the LEA ELPAC coordinator. Inventory all test materials against the shipping notices immediately after receipt from the LEA.
  • STEP 3: Retain boxes. Keep all test materials in a secure, locked location. Retain the original shipping boxes, as they will be used to store and return unused test materials to the LEA.
  • STEP 4: Discuss security with all designated staff handling Initial ELPAC paper–pencil test materials. Ensure that designated staff—such as test examiners, proctors, and all others handling test materials or coming into contact with the test materials—understand the security, inventory, and tracking requirements for keeping all test materials in a secure location prior to, during, and after testing.

Prepare Test Books and Answer Books for Testing

Filling in Demographic Information

Item responses and scores for K–12 will be entered into the DEI. The proper recording of student demographic information is essential for accurate matching to the student opportunity in the DEI. LEAs should still complete the student demographic information fields of the Answer Book, but it is not necessary for the corresponding bubbles to be filled in.

Site ELPAC coordinators or test examiners should review the demographic information to ensure it is accurate and complete for each student. Under certain circumstances, or with younger students, the site ELPAC coordinator or test examiner should complete Box 1 (Student Name) and Box 2 (Teacher/Test Examiner, School, Local Educational Agency, Local Use) for the student, to ensure the information is legible and accurate.

Refer to figure 1, figure 2, and table 2 for further information on how to ensure the demographic pages are complete.

Figure 1 shows the front cover fields.

Figure 1. Answer Book front cover fields

Figure 2 shows the back cover fields.

Answer Book back cover fields

Figure 2. Answer Book back cover fields

Table 2 provides the instructions for completing the demographic information.

Table 2. Instructions for Completing Demographic Information

FIELD NAME STEPS TO FOLLOW
1 STUDENT NAME

Starting at the left, print one letter of the student’s last name in each box. If the student’s last name has more letters than there are boxes, print only as many letters as there are boxes. For example, if the last name is Aschenbrenner, fill in the boxes as shown next.

Last Name box as it appears on the front cover of the answer book

If the student’s first name has more letters than there are boxes, print only as many letters as there are boxes. In the space labeled MI, print the student’s middle initial. If the student does not have a middle initial, leave this space blank.

2 TEACHER/TEST EXAMINER, SCHOOL, LOCAL EDUCATIONAL AGENCY, LOCAL USE Print the name of the teacher or test examiner, the name of the school, and the name of the LEA. The Local Use section may be used for any additional information needed for student identification or any purpose defined by the LEA.
3 DATE OF BIRTH

Print the month, day, and year of the student’s date of birth in the appropriate spaces and fill in the corresponding circles.

For Day, one digit in each column must be filled in. If the day is between one and nine, precede it with a leading zero, as in 01, 02, 03, etc.

The field where the month, day, and year are entered on the front page of the answer book

4 GRADE Fill in the circle for the student’s current grade level. Ensure that the grade span of the Answer Book matches the student’s grade level.
5 GENDER This information is captured in TOMS.
6 STUDENT ID NUMBER (OPTIONAL—LOCAL USE) If the LEA or school does not use local student numbers, leave this field blank or use it to track any additional information that is of importance to the LEA. Starting at the right, print one digit of the student’s number in each box and fill in the corresponding circles.
7 STATEWIDE STUDENT IDENTIFIER (SSID)

Starting at the left, print one digit of the SSID in each box. All students should have an SSID (10 digits). Fill in the corresponding circles for each number.

The field where the Statewide Student Identifier is entered on the front page of the answer book

8 DATE TESTING COMPLETED

This field must be filled in for all students at the time of testing. Print the month, day, and year to indicate the last day the student’s testing was completed in the appropriate spaces and fill in the corresponding circles. This is a required field. Do not leave blank.

For Day, one digit in each column must be filled in, and if the day is between one and nine, precede it with a leading zero, as in 01, 02, 03, etc.

9 TESTING IRREGULARITIES If a student was caught cheating during the test or there were irregularities in the administration of the test, take note of the domain(s) in which the irregularity occurred. Report the situation to the LEA ELPAC coordinator, who will then submit a report in STAIRS.
10 ACCOMMODATIONS If a student requires resources or an alternate setting to complete one or more domains, as noted in the student’s IEP or Section 504 plan, the LEA ELPAC coordinator or site ELPAC coordinator must indicate the appropriate support in the student’s test setting in TOMS. Refer to the Accessibility Resources section for the resources available for the paper-based forms.
11 ALTERNATE ASSESSMENT(S) Alternate Assessment designation is assigned in TOMS and any registration for the Initial ELPAC is removed. No action is required for this field.
12 DOMAIN EXEMPTION When a student’s IEP or Section 504 plan specifies that the student has a disability for which there are no appropriate accommodations for assessment in one or more of the Speaking, Listening, Reading, and Writing domains, the student shall be assessed in the remaining domains in which it is possible to assess the student, per 34 Code of Federal Regulations Section 200.6. A student may be assigned an overall score only if assessed in both oral and written language. To be considered as having been assessed in oral language, the student must have been assessed in either Speaking or Listening. To be considered as having been assessed in written language, the student must have been assessed in either Reading or Writing. The LEA ELPAC coordinator or site ELPAC coordinator must indicate the use of domain exemption(s) in TOMS.
13 OPTIONAL—LOCAL USE This is an optional field for LEA use.

Distribute Test Materials to Test Examiners

  • STEP 1: Distribute materials to test examiners. Each test examiner must verify receipt of the appropriate test materials and that the Examiner’s Manuals provided match the grade level or grade span of the books being administered. The materials provided in the school test materials include the following:
    • Examiner’s Manuals
    • Test Books
    • Answer Books (Standard form, large-print versions, or braille versions, if necessary)

    Figure 3 shows a cover sample for an Examiner’s Manual.

    Sample cover of an Examiner's Manual for grades six through eight

    Figure 3. Test material cover sample—Examiner’s Manual

    Figure 4 shows a sample cover for a Test Book.

    Sample cover of a Test Book for grades six through eight

    Figure 4. Test material cover sample—Test Book

    Figure 5 shows a sample cover for an Answer Book.

    Sample cover of an Answer Book for grades nine through twelve

    Figure 5. Test material cover sample—Answer Book

  • STEP 2: Distribute the following additional materials needed by test examiners:
    • No. 2 pencils with erasers for test examiner and students (not provided)
    • “Do Not Disturb” sign (not provided)
    • One 5-by-8-inch card or folded 8.5-by-11-inch paper (for kindergarten to grade one Reading and Writing test administrations) (not provided)

After Testing

After the Initial ELPAC scores are available in TOMS and the Parent/Guardian Notification Letter has been distributed, the special version braille Test Book and braille Examiner’s Manual must be returned to ETS. Site ELPAC coordinators and LEA ELPAC coordinators must package and return secure Initial ELPAC special version braille test materials according to the instructions on the cover letter received with the shipments. The K–12 Listening and Reading item responses from the Answer Books and the Speaking and Writing scores from the Student Score Sheets must be entered into the DEI to produce the SSR. LEAs must hold Answer Books for at least 30 days after parent/guardian notification to give parents and guardians an opportunity to review the results of the Initial ELPAC.

Items To Be Returned to ETS

  • Braille Test Book(s) and braille Examiner’s Manual(s) (all grades)

Secure Destruction of Used Test Materials

At the end of each Initial ELPAC administration year, the site ELPAC coordinator must follow the instructions from the LEA ELPAC coordinator on the proper handling of materials. 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, June 30, 2023, as directed by the testing contractor:

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