Test Administration Roles and Responsibilities

A successful administration of the Summative 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 2020–21 Summative 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 coordinators, site ELPAC coordinators, and ELPAC test examiners who have access to secure test materials, such as DFAs, 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.

LEA ELPAC Coordinator

The LEA ELPAC coordinators are designated by the LEA superintendent or charter school administrators for the upcoming 2020–21 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 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 designating an LEA ELPAC trainer to complete training, and ensuring that all test examiners are trained;
  • ensuring that the site ELPAC coordinators and test examiners in their LEA are appropriately trained regarding 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 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 and the Pre-ID labels are on hand and distributed throughout the LEA during the testing window as needed;
  • ensuring all test materials are returned to the LEA ELPAC coordinator, ensuring Answer Books are shipped to ETS for scoring, and ensuring that secure, unused test materials are destroyed locally or returned to ETS for destruction (for details, refer to the Summative ELPAC Return Instructions document that is included with the paper test materials)
  • reporting all test security irregularities 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;
  • making decisions about which fee-based services to request, such as rescoring student responses and purchasing paper SSRs (as described on the Fee-based Services web page); and
  • ensuring SSRs are made available to test sites, students, and parents/guardians.

Site ELPAC Coordinator Responsibilities

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

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 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) in a secure location until needed for testing;
  • coordinating with the LEA ELPAC coordinator the return of Answer Books for scoring and the return of secure, nonscannable test materials for destruction;
  • coordinating with test examiners so they administer all assessments;
  • monitoring testing progress during the testing window using the Completion Status application and ensuring that all students participate, as appropriate;
  • 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 Responsibilities

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 Summative ELPAC. Refer to the Summative ELPAC Checklist for Test Examiners for a complete list of test administration activities for users with this role.

ELPAC test examiners are responsible for

  • electronically signing the ELPAC Test Security Affidavit in TOMS;
  • completing certification and calibration on the ELPAC Administration and Scoring Moodle Training Site ;
  • administering the online 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.);
  • providing logon tickets to students that include the Statewide Student Identifier (SSID) and test session ID and collecting and securely destroying these tickets after testing;
  • downloading the Directions for Administration 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; and
  • viewing completion status reports in the Completion Status system.