Responsibilities of the LEA ELPAC Coordinator

Table 1 describes the schedule for the administration of the Summative ELPAC PPTs for LEA ELPAC coordinators.

Table 1. Summative ELPAC PPT 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
Contact the assigned LEA Success Agent to order supplemental materials. As necessary
Ensure that student responses (for the Listening, Reading, and Writing domains) and scores (for the Speaking domain) for students in grades three through twelve are entered into the DEI. Same day of student test completion
Ship all scorable K–2 Answer Books and nonscorable 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 section of this manual for information about user roles associated with Summative ELPAC testing.

Before Testing

Complete Administration and Scoring Training

All LEA ELPAC coordinators who will be involved in the Summative ELPAC PPT administration must complete training prior to administering and scoring the Summative ELPAC PPT.

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.

Order PPT Materials

Before ordering PPT materials (braille, large-print, or standard 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 PPTs for the student. The information obtained by ETS for the student will then be entered into TOMS to designate the student as a PPT taker. This will enable data entry of scores and responses by the TE or designated LEA staff.

Please note that if a student requires the braille version of the PPT, the LEA ELPAC coordinator or site ELPAC coordinator must select the braille embedded accommodation test setting in the student’s profile in TOMS for the braille DEI to be enabled.

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

K–2: Assemble Materials for Return

For paper–pencil testing in K–2, the scannable Answer Book will be returned to ETS for scoring. Refer to the Summative ELPAC Packing and Return Instructions included with the test materials for the full return instructions.

Receive and Inventory Test Materials Ordered

The LEA ELPAC coordinator is responsible for

  • coordinating the return of Answer Books from the sites back to the LEA;
  • checking all materials for completeness;
  • ensuring that the forms (e.g., the GISs) are completed properly; and
  • packing and shipping Answer Books to ETS for processing.

To accomplish these tasks, the LEA ELPAC coordinator should follow these steps:

  • STEP 1: Ensure that required demographic information is completed and accurate on all Answer Books being returned. Having an SSID for every Answer Book returned is critical for processing.
  • STEP 2: Verify the number of Answer Books. Confirm that the correct number of Answer Books have been returned. The number of Answer Books should match the number gridded on the GIS. (Refer to the Fill out Group Identification Sheets subtopic for additional information.)
  • STEP 3: Take action if the GIS is missing. If a precoded GIS has not been supplied, obtain a blank GIS from the Site ELPAC Coordinator Kit, fill in the information grids, and place the GIS on top of the Answer Books in the white return carton.

Return Test Materials to ETS for Scoring

LEA ELPAC coordinators must follow the Summative ELPAC Packing and Return Instructions, which can be found in the LEA ELPAC Coordinator Kit. These detailed instructions provide steps to follow for scheduling UPS pickups and creating and printing UPS shipping labels. All Answer Books must be received by ETS no later than June 21, 2024. To ensure materials are received in time to be processed, LEAs should have all Answer Books picked up by UPS by June 14, 2024, at the latest.

To serve as a reference for both the LEA and ETS as to what is being returned in each shipment, an LEA ELPAC coordinator has the option to download and use the ELPAC School Group List web document for tracking. Take the following four steps to download this Microsoft Word form:

  1. Go to the ELPAC website.
  2. Select the [Test Administration] tab and then Summative ELPAC from the drop-down list.
  3. Scroll down the Summative ELPAC Test Administration web page to the “Summative ELPAC Schedule to Return Answer Books for Scoring” section.
  4. Select [ELPAC School Group List] to download this form.

Securely Destroy Used and Unused Test Materials

Note: Refer also to the Handling Secure Materials topic of the Test Security section of this manual.

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

  • arrange for the secure destruction of the used and unused Summative ELPAC PPT 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 for grades three through twelve (Only destroy these materials after response and score entry in the DEI has been completed.)
  • Unused Answer Books, Test Books, and Examiner’s Manuals
  • Voided Answer Books or those damaged during testing