Administering the Kindergarten Through Grade Two ELPAC Writing Domain

The Writing domain for the Summative ELPAC will continue to be administered on paper using Writing Answer Books for students in kindergarten through grade two. LEAs must order these test materials during the ordering windows (refer to table 2 in the Test Scheduling section of this manual for dates).

Responsibilities of the LEA ELPAC Coordinator—Before Testing

Order Writing Answer Books for Kindergarten Through Grade Two

The Writing domain for kindergarten through grade two will continue to be a paper-based test. These test materials are ordered in TOMS by the LEA ELPAC coordinator. LEAs will have the opportunity to confirm the quantity needed for each school in the LEA prior to placing the test material order for individual school sites. For the 2021–22 Summative ELPAC, there will be a primary ordering window from November 1 to December 20, 2021, for LEAs to place a test material order for individual school sites.

LEAs can order additional test materials during the Supplemental Test Materials Order Window from January 14 to May 13, 2022. The LEA ELPAC coordinator can place supplemental orders in TOMS or by calling CalTAC at 800-955-2954. It is important that LEAs place their test material orders as soon as possible to ensure delivery in time for the start of testing. Refer to table 2 in the Test Scheduling section of this manual for a list of key dates. This information can also be found on the Summative ELPAC Test Administration web page on the ELPAC website.

Avoiding Ordering Excessive Materials

When placing an order for the 2021–22 Summative ELPAC test materials, it is important to note that an additional 5 percent of materials is allocated as an overage for orders placed during the primary ordering window. Historical ELPAC order counts are maintained in TOMS and are available for comparison to current 2021–22 Summative ELPAC counts. The following system formulas are in place to warn of the potential for excessive materials charges:

  • For kindergarten orders, if the difference for any order is 10 percent greater than the order for the administration of the previous year, the system will display a warning message indicating that the quantity may be excessive.
  • For grade one and grade two orders, if the difference for any order is 10 percent greater than the number of students eligible to take the 2021–22 Summative ELPAC (per CALPADS data), the system will display a warning message (figure 1) indicating that the quantity may be excessive.

    Uploaded File warning message example

    Figure 1. Uploaded File: Warning Message

LEAs are asked to be cautious when placing test material orders and use the prior year’s information as guidance. LEAs will be charged a fee per document for excessive orders calculated by the number of test materials shipped versus the number used minus the overage. Additional information on excessive materials calculations and the charges the LEAs will incur is located on the Summative ELPAC Test Administration web page on the ELPAC website.

Receive and Inventory Test Materials

Follow these inventory steps to prepare test materials before testing:

  1. Count all school and LEA boxes immediately upon receipt. Verify that each school will receive the correct number of boxes according to the numbers shown on the box labels (for example, “1 of 10,” “2 of 10”).
  2. Report missing or damaged boxes. Immediately contact CalTAC if any boxes are missing, damaged, or if boxes addressed to another LEA were received.
  3. Inventory LEA test materials against the shipping notice(s). Note any overages, shortages, or the incorrect receipt of test materials on the shipping notice(s).
    • Overages—receiving more or different test materials than stated on the shipping notice(s)
    • Shortages—missing items or missing one or more boxes in the shipment

    A copy of each LEA’s shipping notice(s), which provides documentation of the contents of the school boxes, is provided with the LEA packing list for reference.

  4. Provide school materials to site ELPAC coordinators. Forward the boxes of materials to the schools identified on the box labels. Remind site ELPAC coordinators that they must retain the boxes for use in storing test materials.
  5. Report overages and shortages. After the site ELPAC coordinators inventory test materials, they must report overages, shortages, or incorrect grade level materials to the LEA ELPAC coordinator immediately.

Use LEA Overage Test Materials (as Needed)

LEAs will receive an overage of test materials in the boxes labeled for the LEA. Use these test materials for reference and provide them to schools as needed. If additional test materials are needed, LEA ELPAC coordinators can order them through TOMS or by calling CalTAC. Supplemental orders will be delivered within 10 to 14 business days.

Prepare for Testing

To prepare for testing, the LEA ELPAC coordinator should do the following:

  • Read through materials. Review this Summative ELPAC Online Test Administration Manual in its entirety. Become familiar with all testing and administration procedures.
  • Confirm security forms are being electronically signed in TOMS. Monitor and keep an electronic record of the completion of the ELPAC Test Security Agreements and the ELPAC Test Security Affidavits from all site ELPAC coordinators through TOMS. Use the Security Forms Status Report in TOMS under the [Report] tab for tracking completions.
  • Ensure that sites have adequate testing materials and excess materials are redistributed throughout the LEA as necessary.
  • Send precoded GISs and Pre-ID labels to the appropriate site ELPAC coordinators.
  • Check on the progress of test examiner training in the Moodle Training Site.
  • Ensure that the site ELPAC coordinator and the test examiner(s) are aware of the security, inventory, and tracking requirements for keeping all test materials in a secure location prior to, during, and after testing.

Responsibilities of the Site ELPAC Coordinator—Before Testing

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:

  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.
  2. Report overages and shortages to the LEA ELPAC coordinator. Inventory all test materials against the shipping notice(s) immediately after receipt from the LEA. Report any overages, shortages, or receipt of the wrong materials to the LEA ELPAC coordinator immediately.
    • Overages—receiving more or different test materials than stated on the shipping notice(s)
    • Shortages—missing or damaged items or boxes in the shipment
  3. Retain boxes. Keep all test materials in a secure, locked location. Retain the original shipping boxes, as they will be used to store test materials until the end of the administration window.
  4. Discuss security with all designated staff handling ELPAC test materials. Ensure that designated staff, such as test examiners and proctors, understand the security, inventory, and tracking requirements for keeping all test materials in a secure location prior to, during, and after testing. Retain electronic records of all ELPAC-designated school staff’s affidavits on site for 12 months.

Prepare for Testing

  • Read through materials. Review this Summative ELPAC Online Test Administration Manual and the corresponding DFA in their entirety. Become familiar with all testing and site administrative procedures.
  • Confirm security forms are being electronically signed. Use TOMS to monitor and keep an electronic record of the completion of the ELPAC Test Security Affidavits for test examiners. Proctors, along with all others handling ELPAC test materials, must also electronically sign the ELPAC Test Security Affidavit for Non-TOMS Users linked on the Test Administration web page under Test Security on the ELPAC website prior to accessing test materials. Coordinators will be emailed a copy for their records. Use the Security Forms Status Report in TOMS, under the [Reports] navigation tab, for tracking completions; or the LEA ELPAC coordinator should contact CalTAC for a list of individuals in the LEA who have submitted the ELPAC Test Security Affidavit for Non-TOMS Users.
  • Discuss security with all designated staff handling ELPAC test materials. Ensure that designated staff, such as test examiners and proctors, understand the security, inventory, and tracking requirements for keeping all test materials in a secure location prior to, during, and after testing. Retain electronic records of all ELPAC-designated school staff’s affidavits on site for 12 months.

Organize and Distribute Test Materials

Materials Provided for Site ELPAC Coordinators

Each school will receive sufficient test materials for the site to administer the ELPAC. Additionally, the school will receive a site ELPAC coordinator kit that includes the following:

  • Return instructions
  • Packing tape
  • Paper bands

Materials for Test Examiners

Distribute test materials to the test examiners. Each test examiner must verify receipt of the appropriate test materials and access to the DFAs in TOMS.

Additional materials needed by test examiners:

  • No. 2 pencils with erasers for test examiner and students (not provided)
  • “Do Not Disturb” sign (not provided)

Prepare Test Books and Answer Books

Filling in Demographic Information

The front and back covers of the Answer Book are the demographics pages containing important student- and school-related information that must be filled in accurately. Site ELPAC coordinators or test examiners should ensure the demographics information is accurate and complete for all students.

Refer to figure 2 and the steps provided after the figure, and in the following subsections, for further information on how to ensure the demographics pages for students are complete. Specifically, staff should ensure there are no extraneous marks on the demographics pages and that all stray marks are erased completely because these pages are scanned.

Figure 2. Sample Answer Book front and back cover, with fields

Refer to table 1 for a list of the demographic fields and their descriptions.

Table 1. Demographic Fields on Kindergarten through Grade Two Writing Answer Book

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 in the sample:

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.

Fill in the corresponding circles for each letter. Fill in the empty circles to indicate a blank space.

2 TEACHER/TEST EXAMINER, SCHOOL, LOCAL EDUCATIONAL AGENCY, LOCAL USE Print the name of the teacher, 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.

For “Year,” fill in circle for 20 before filling in remaining circles.

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

4 GRADE

This grade circle is prefilled depending on the grade level to which the Answer Book applies.

Ensure that the grade level in the Answer Book matches the student’s grade.

5 GENDER Refer to 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. Note: This field is right-justified, so include leading zero(s) if the ID number has fewer than 15 digits.

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 “Day” 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 this 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 test, take note of the domain(s) in which the irregularity occurred. Report the situation to the LEA ELPAC coordinator or site ELPAC coordinator, who will then submit a report using the STAIRS process in TOMS.
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 settings in TOMS. Refer to the Accessibility Resources section of this manual for the resources available for the paper-based forms.
11 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 CFR 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 domain exemption(s) in TOMS.
12 OPTIONAL—LOCAL USE This is an optional field for LEA use.

Responsibilities of the LEA ELPAC Coordinator—During and After Testing

The LEA ELPAC coordinator needs to be available during testing for the site ELPAC coordinators to address any questions or concerns that arise and to assist with testing irregularities and security breaches. Refer to the CAASPP and ELPAC Security Incidents and Appeals Procedure Guide for further information about reporting irregularities and security breaches.

Receiving and Checking Test Materials

Check Answer Books Returned from Sites

The LEA ELPAC coordinator is responsible for the following:

  • Coordinating the return of Answer Books from the sites back to the LEA
  • Checking all materials for completeness
  • Ensuring that the forms are completed properly

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

  1. Ensure that required demographic information is completed and accurate on all Answer Books. Having an SSID for every Answer Book for every student is critical for processing.
  2. Verify number of Answer Books. Confirm that the correct number of Answer Books have been returned. The number of Answer Books should match the number marked on the GIS.
  3. Confirm that each Answer Book has a Pre-ID label properly affixed (if applicable) and that it matches the student name written on the Answer Book.

Handling of Test Materials

To ensure the timely scoring of the Answer Books and analysis of scores for the test, LEAs are asked to mail completed Answer Books to ETS at least twice a month upon completion of a paper-based test administration. Refer to table 2 in the Test Scheduling section of this manual for key dates. It is not necessary to wait for all paper-based tests to be administered before returning completed Answer Books to ETS. For complete instructions for returning materials after testing, refer to the Summative ELPAC Packing and Return Instructions that was included with the paper-based test materials.

Responsibilities of the Site ELPAC Coordinator—After Testing

Review Answer Books

Prior to returning materials to the LEA ELPAC coordinator, the site ELPAC coordinator must review student responses on the Answer Books for completeness and ensure that

  • the SSID number and student name are accurate;
  • a Pre-ID label, if provided by the LEA ELPAC coordinator, is affixed to every Answer Book and matches the written name on the Answer Book, or else student information is marked on the front cover;
  • responses are filled in completely using a No. 2 pencil and that stray marks are erased completely; and
  • the Speaking scores have been entered into the DEI.

Fill Out Group Identification Sheets

When preparing materials to be returned, always use the precoded GIS forms provided by the LEA ELPAC coordinator. A sample of a blank GIS is shown in figure 3 for reference. Do not share precoded GIS forms. DO NOT use a photocopy of the GIS. Use the GIS that was sent with the Pre-ID labels or blank ones provided in the site ELPAC coordinator kit. DO NOT use a GIS from a previous administration.

ELPAC Group Identification Sheet (GIS) form

Figure 3. ELPAC GIS

Refer to table 2 for a list of the GIS form fields and their descriptions.

Table 2. GIS Form Fields

SECTION OF GIS FORM INSTRUCTIONS
1 LOCAL EDUCATIONAL AGENCY/SCHOOL NAME Clearly write the name of the LEA and school.
2 SCHOOL NAME The circles under the school name have been precoded.
3 COUNTY-DISTRICT-SCHOOL CODE The county-district-school code has been precoded.
4 CHARTER CODE The charter code has been precoded for charter schools.
5 GRADE Write in the grade level of the group and fill in the corresponding circle.
6 NUMBER OF DOCUMENTS TO BE SCORED Write in the exact number of documents to be scored for the grade level group and fill in the corresponding circles.

Handling of Test Materials

The ELPAC test materials are secure test materials and must be treated as such. ELPAC scannable Answer Books that are used for student testing must be returned to ETS by the LEA ELPAC coordinator in accordance with the instructions provided in the Summative ELPAC Packing and Return Instructions.

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.