Responsibilities of the ELPAC TEs
Verifying Student Information
TEs should verify student information before testing is started, and again upon completion of the Initial ELPAC PPT. However, it is important for anyone with access to this information to remember that students’ personal information is confidential. If materials containing student names are distributed to students, these materials must be collected before the students leave the testing room and must be either securely stored to be used in a subsequent test session or shredded. Personal information includes any information that could potentially identify a student, including student name, SSID, birth date, etc.
Preparation for the Assessment
Each TE 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)
- At least two sharpened No. 2 pencils with erasers
- Blank scratch paper
- “Do Not Disturb” sign (not provided)
- One 5-by-8-inch card or folded 8.5-by-11-inch paper (for kindergarten and grade one Reading and Writing test administrations) (not provided)
Listening and Speaking Domain Information
The audio recordings for the Listening and Speaking (Summarize an Academic Presentation) domains can only be accessed using the secure TOMS website. TEs should become familiar with TOMS prior to administering the Listening and Speaking sections of the ELPAC. For the best performance, TEs should download the latest version of one of the following supported web browsers or refer to the TOMS Web Browser Requirements section of the TOMS User Guide for the latest web browser information:
- Mozilla Firefox 60 and above
- Google Chrome 84 and above
- Safari 11 and above for macOS
- Safari 12 and above for iPadOS
- EdgeHTML version 14 and above
- Microsoft Edge version 80 and above
System functionality and screen displays may differ in appearance because of varying web browser and operating system capabilities. The TOMS website is optimal when viewed using a resolution of 1280 × 1024.
Remind TEs to play the sample audio and make sure that the speakers present the audio to students loudly and clearly enough for the students to understand the test questions without straining. This should be checked a few days before the actual administration.
Audio File Troubleshooting Checklist
If the audio file stops at 99 percent or does not complete downloading, advise the TEs of the following troubleshooting steps:
- Check the antivirus software. Temporarily disable it, if possible, and determine whether problems persist.
- Check if there is a proxy server. Temporarily bypass it, if possible, and determine whether problems persist.
- Check alternate web browsers, if possible.
- Run a test on the network’s speed. Two possible web-based speed-testing services to use are Speedtest or Speakeasy Speed Test.
If these steps do not resolve the audio problems, TEs should contact the site ELPAC coordinator for further assistance. Site ELPAC coordinators needing further assistance should contact the LEA ELPAC coordinator.
Disruptions to Audio Playback
Disruptions to audio playback are not considered testing irregularities. Disruptions to audio playback include, but are not limited to the following:
- Intercom announcements
- Fire drills
- Student health issues
- Audio malfunctions
Steps for Resuming Audio Playback
TEs should follow these steps when resuming audio playback after a disruption has occurred.
STEP 1: Follow the “Test Materials and Procedures” instructions in the ELPAC Examiner’s Manual, resuming the audio as described.
STEP 2: Locate the starting point for resuming audio playback.
- For the Listening domain, playback of the audio recording in TOMS should start at the beginning of the task during which the interruption occurred. Use the Audio Timing table in the Examiner’s Manual to find the time stamp for the beginning of the interrupted task type.
- For the Speaking (Summarize an Academic Presentation) portion, playback of the audio recording in TOMS should start at the beginning of the presentation.
STEP 3: For the Listening domain only, before starting playback of the audio for the task in which the disruption occurred, read the following aloud to the students:
We will listen and answer questions.
Let’s get ready. [Pause.]
On this test, each question has only one answer. Fill in only one circle for each question.
When I begin the audio playback, raise your hand if you cannot hear the recording clearly.
STEP 4: Begin the audio playback in TOMS.
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 TE. The TE should follow the information provided in the grade level– or grade span–specific Examiner’s Manual, beginning with section 8, Scoring Guide, for guidance with local scoring. 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. The TE or designated staff member does not need to perform any action in TOMS prior to score and response entry 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.
Instructions for ELPAC TEs―After Testing
While the Initial ELPAC scores are being merged in TOMS and the Initial Parent/Guardian Notification Letter(s) is being created, the Initial ELPAC PPT materials should be kept secure at all times. After the 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. ELPAC TEs should return the stack of Test and Answer Books to the site ELPAC coordinator and securely destroy any scratch paper that was used during testing. Do not dispose of the scratch paper by placing it in the trash.
Review Answer Books Prior to Returning to Site ELPAC Coordinator
Test administrators should verify student information upon completion of the Initial ELPAC. However, it is important for anyone with access to this information to remember that students’ personal information is confidential. If materials containing student names are distributed to students, these materials must be collected before the students leave the testing room and must be either securely stored to be used in a subsequent test session or shredded. Personal information includes any information that could potentially identify a student, including student name, SSID, birthdate, etc.
STEP 1: Check to make sure that all Answer Books have been removed from inside the Test Books.
STEP 2: Check student response sections to ensure the following:
- Responses are filled in completely.
- All stray marks are erased completely.
- Speaking and Writing domain scores are recorded on the Student Score Sheet (located inside the Answer Book). (This is critical for student results processing, and only one score per question must be marked.)
- TEs should not mark on the student Answer Books when conducting local scoring, except in the areas identified for local scoring of the Speaking and Writing domains.
STEP 3: Check demographics pages for the following:
- Ensure that the following boxes on the front and back of the Answer Book are also completed and accurate, meaning letters and numbers must be entered and legible:
- Box 1 (Student Name)
- Box 2 (Teacher/Test Examiner, School, Local Educational Agency, Local Use)
- Box 3 (Date of Birth)
- Box 4 (Grade)
- Box 7 (Statewide Student Identifier)
- Box 8 (Date Testing Completed)
- Box 13 (Optional—Local Use)—if applicable
STEP 4: Return the stack of Test and Answer Books to the site ELPAC coordinator.
STEP 5: Bundle all unused materials together and return them to the site ELPAC coordinator.
STEP 6: Bundle together all of the scratch paper. This material is to be destroyed securely according to school policy. Do not dispose of the scratch paper by placing it in the trash.
Guidelines for Student Response and Student Score Entry into the Data Entry Interface
All Listening and Reading student responses and all Speaking and Writing scores must be entered into the DEI. Additionally, students with disabilities have the option to use accommodations for providing responses on this assessment. These accommodations allow students with disabilities to provide oral responses, taped responses, or written responses on paper besides the Answer Book provided with the assessment. These responses are then transcribed onto the standard Answer Book so they can be scored. The following guidelines must be followed to ensure accurate and fair transcription of student responses:
- All test materials, student responses, and scores are to be considered secure and confidential.
- Transcribers should be impartial and have no vested interest in student scores.
- Personnel entering student responses and scores into the DEI must have signed the Test Security Affidavit.
- Transcriptions of student responses must be identical to what the student provides, including grammar, punctuation, and spelling. If a student provides an incomplete response, the transcription must match that incomplete response exactly.
- When transcription is complete, student responses must be entered into the DEI. Do not dispose of student responses by placing them in the trash. Consult with the site ELPAC coordinator for the proper handling of these and other secure materials.
- Only persons who know braille should transcribe braille responses.
- For braille, transcriptions should be proofread by a second impartial party to confirm accuracy. For cases where students have provided a graphic in a response, two transcribers should collaborate to transfer the response.
Please note that if a student requires the paper–pencil braille version of the test, the LEA ELPAC coordinator or site ELPAC coordinator must select the braille non-embedded accommodation test setting in the student’s profile in TOMS for the braille DEI to be enabled.