Responsibilities of the Site ELPAC Coordinator

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

Refer to the Test Administration Roles section of this manual for information about user roles associated with Summative ELPAC testing.

Before Testing

Read Through Test Materials

Review this PPT 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 TEs, proctors, and other testing staff at the test site and make sure they have been added as users in TOMS. Confirm that all have been trained and certified to test and that they have signed security forms as outlined in the Test Administration Roles topic.

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 Summative ELPAC PPT materials. Ensure that designated staff—such as TEs, 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.

Review Materials Provided for Site ELPAC Coordinators

Each school will receive sufficient test materials to administer the Summative ELPAC PPT. Additionally, each school will receive the following materials:

• Site ELPAC Coordinator Kit, which includes the following:
  • Packing and return instructions
  • Blank GISs—five each (Always use a precoded GIS, if available.)
  • Packing tape
  • Paper bands

Prepare Test Books and Answer Books for Testing

Filling in Demographic Information

Answer Books for K–2 will be returned to ETS for scoring, so it is important to ensure the demographic fields, especially the SSID field, on the front and back covers of the Answer Book are completed in their entirety and are accurate. Having an SSID for every Answer Book returned is critical for processing.

Item responses and scores for grades three through twelve will be entered into the DEI. The proper recording of student demographic information is essential for accurate reporting of student results. 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 TEs 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 TE 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. This information must be completed before returning the Answer Books for scoring.

As needed, additional information will be extracted from CALPADS based on the SSID provided on the demographics page of the Answer Book.

Site ELPAC coordinators and TEs should ensure there are no extraneous marks on the demographic and response pages; all stray marks must be erased completely.

Letters and numbers must be entered and legible, and the corresponding circles must be marked completely.

Refer to the Filling in Demographic Information in the Preparation and Planning section for a description of the fields that must contain responses.

Distribute Test Materials to TEs

STEP 1: Distribute materials to TEs. 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)

Figure 1 shows a cover sample for an Examiner’s Manual.

Figure 1. Test material cover sample—Examiner’s Manual

Figure 2 shows a sample cover for a Test Book.

Figure 2. Test material cover sample—Test Book

Figure 3 shows a sample cover for an Answer Book.

Figure 3. Test material cover sample—Answer Book

STEP 2: Distribute the following additional materials needed by TEs:

• No. 2 pencils with erasers for TE and students (not provided)
• “TESTING—DO NOT DISTURB” sign (not provided)
• “Unauthorized Electronic Devices May Not Be Used at Any Time During the Testing Session” 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

Site ELPAC coordinators and LEA ELPAC coordinators must package and return secure Summative ELPAC PPT materials according to the instructions in the Summative ELPAC Packing and Return Instructions received with the shipments. The special version braille test materials must be packaged and returned according to the instructions received with the shipments. Only K–2 Answer Books need to be returned for scoring. The grades three through twelve item responses and Speaking scores from the Answer Books must be entered into the DEI before the materials can be securely destroyed.

Return Schedule for Answer Books

• Site ELPAC coordinators should coordinate when and how to return their Answer Books with their LEA ELPAC coordinator.
• Site ELPAC coordinators should pack test materials and deliver them to the LEA ELPAC coordinator according to the schedule defined by their LEA ELPAC coordinator.
• It is important to return all test materials in a timely manner to avoid delays in score reporting.

Items To Be Returned for Scoring to the LEA

• Used Answer Books (K–2)
• Used and unused braille Answer Books (K–2), Test Books, and Examiner’s Manuals (all grade levels or grade spans)

Packing Instructions for Test Materials

STEP 1: Sort the Answer Books by grade level, and place a precoded GIS (if available) on top of each grade level, using one GIS for each grade level being returned. Do not use a GIS for each classroom or teacher.

• If a precoded GIS is not available, blank GISs are included in the Site ELPAC Coordinator Kit.
• A sample of a blank GIS is shown in figure 4, followed by instructions for completion in table 1. Do not share precoded GISs.
• Precoded GISs are scannable documents. Do not use a photocopy of the GIS.

STEP 2: Place one paper band around each grade level.

STEP 3: Place the banded Answer Books in the provided white carton and deliver them to the LEA ELPAC coordinator for mailing to ETS as directed by the LEA ELPAC coordinator.

Figure 4. ELPAC GIS