elpac lea coordinator checklist - elpac (ca dept … · web viewprovide summative elpac results to...
TRANSCRIPT
ELPAC LEA Coordinator Checklist
For the Successful Administration of the 2019–20 Initial and Summative English Language
Proficiency Assessments for California (ELPAC)
The California Department of Education (CDE) has produced this checklist for local educational agency (LEA) coordinators to assist them in understanding the tasks and other activities necessary to ensure the successful administration of the ELPAC. Please note the following about this checklist:
It is not exhaustive.
It may not include every task or activity required of an LEA ELPAC coordinator to support a successful administration.
The tasks are listed under the months when they are most likely to occur; however, some tasks may occur in other months or over a span of several months depending on your LEA’s schedules and needs. Please adjust the month titles to best fit your local schedules, if necessary.
Additional details for many of the tasks listed can be found at the end of the checklist.
This 2019–20 checklist spans a 16-month period, from March 2019 through June 2020. Tasks that are ongoing in nature also are listed at the end of the checklist. Select the links within each task to find additional information.
ELPAC LEA Coordinator Checklist 1
ChecklistMarch 2019
Complete the Superintendent Designation form (due by April 1).
Complete the electronic Test Security Agreement and Test Security Affidavit forms in TOMS.
April 2019Download the current list of ELPAC site coordinators and update the list for rollover. Electronic agreements and affadavits will be required upon registration starting in July.
Attend state-sponsored Administration and Scoring Training for the Initial ELPAC. (Trainings usually take place April through May.)
Order Initial ELPAC test materials . (The Initial ELPAC ordering window usually opens in April.)
May 2019Complete Summative ELPAC testing. (2018–19 Summative ELPAC window: February 1–May 31, 2019.)
Notify site ELPAC coordinators about the local results communication plan and the plan for sharing with district stakeholders.
Schedule local training dates for the Initial ELPAC.
Send training dates to your site ELPAC coordinators.
Develop training materials for the administration of the Initial ELPAC.
Review testing irregularities and security breach information.
Review the “ELPAC Overview” video for additional training and information.
Conduct training on the local scoring tool for the Initial ELPAC for site staff, including ELPAC coordinators and test examiners. (This task can be completed any time prior to the beginning of the Initial ELPAC window.)
Remind site ELPAC coordinators and test examiners of the ELPAC Moodle training site for the Initial ELPAC.
Receive and inventory Initial ELPAC materials . (Initial ELPAC materials usually arrive between May and June.)
Communicate to site ELPAC coordinators about their roles and responsibilities.
ELPAC LEA Coordinator Checklist 2
June 2019 Communicate the availability of the Summative ELPAC results , including the
time line for delivery of the individual Student Score Reports (SSRs), to administrators.
Communicate the availability of the Summative ELPAC results to parents and teachers, including the time line for delivery of the individual 2018–19 SSRs.
Communicate scheduled system downtimes to site ELPAC coordinators, test examiners, and LST staff.
Discuss preenrollment in CALPADS vs local scoring procedures to determine which is better for your LEA.
Communicate with site ELPAC coordinators about available resources.
Collaborate with technology personnel to make sure technology requirements are met and tested on all devices.
Work with site ELPAC coordinators on LST access and procedures for entering raw scores for the Initial ELPAC administration.
Distribute materials securely to sites for the Initial ELPAC administration.
Confirm that site ELPAC coordinators have conducted the required site trainings for test examiners, proctors, and LST staff for the Initial ELPAC.
Collect all nonscorables from sites for destruction at the end of the school year (from the previous year’s administration).
Revie w Matrix Four with testing staff before the administration of the Initial ELPAC.
Communicate with special education staff to review individualized educational programs (IEPs) and Section 504 plans before the administration of the Initial ELPAC.
Set local testing schedules for the Initial ELPAC to ensure that students are identified, tested, and scored and that parents are provided with results within 30 days of enrollment.
Share schedules with school administrators and support staff.
Check whether your LEA is part of the Rotating Score Validation Process (RSVP).
Review and share the “Introduction to the Initial ELPAC” video for parents.
ELPAC LEA Coordinator Checklist 3
July 2019 Communicate the availability of the Summative ELPAC results , including the time
line for delivery of the individual SSRs, to administrators.
Confirm that site ELPAC coordinators have creat ed user accounts in the Test Operations Management System (TOMS) for their test examiners.
Create, or confirm that site ELPAC coordinators have created, user accounts in TOMS for the LST correspondence administrator and LST data entry staff.
Conduct a final confirmation that all sites have submitted the required Test Security Affidavits.
Upload/r egister each site ELPAC coordinator as a user in TOMS. Users will receive an email with logon information. Acknowledging security agreements and affadavits is part of the account completion process in TOMS.
Evaluate student demographic data from TOMS to ensure that all English learners (ELs), including TBDs, are listed in TOMS at the correct grade level.
Notify parents/guardians of students whose language is other than English (via the Home Language Survey [HLS]) that their child will be assessed with the upcoming Initial ELPAC.
Begin Initial ELPAC testing. (Initial ELPAC window: July 1, 2019–June 30, 2020.)
Begin use of the LST , available in TOMS after rollover, to score the Initial ELPAC and send the results to parents/guardians.
Sign up for the in-person CDE North-South Assessment Information Meeting or the webcast.
ELPAC LEA Coordinator Checklist 4
August 2019 Communicate the availability of the Summative ELPAC results , including the time
line for delivery of the individual SSRs, to administrators.
Continue Initial ELPAC testing.
Collaborate with technology personnel to make sure technology requirements are met and tested on all devices.
Share the paper-pencil practice tests with site ELPAC coordinators, test examiners, and teachers as part of back to school activities.
Attend the optional in-person New ELPAC Coordinator Training or view the webcast.
Attend the CDE North-South Assessment Information Meeting or view the webcast.
September 2019Continue Initial ELPAC testing.
RSVP LEAs return the Initial ELPAC Answer Books completed in July.
Access and share the computer-based ELPAC training tests. (Available in September.).
View the ELPAC Post-Test Webcast (September 17, 2019).
Plan to attend the state-sponsored “ELPAC—The Results Are In … Now What?” training for the 2018–19 Summative ELPAC results. (Trainings will take place October through November.)
October 2019Continue Initial ELPAC testing.
RSVP LEAs return the Initial ELPAC Answer Books completed in August 2019.
Attend state-sponsored Administration and Scoring Training for the Summative ELPAC. (Trainings usually take place October through November.)
Plan to attend the state-sponsored “ELPAC—The Results Are In … Now What?” training for the 2018–19 Summative ELPAC results. (Trainings will take place October through November.)
Order Summative ELPAC test materials for K–2 Writing only. (The Summative ELPAC ordering window usually opens in October.)
ELPAC LEA Coordinator Checklist 5
November 2019 Continue Initial ELPAC testing.
RSVP LEAs return the Initial ELPAC Answer Books completed in September 2019.
Review Initial ELPAC comparison report for sites participating in the RSVP process. (Initial ELPAC comparison reports will be released in November and December 2019 and January 2020).
Remind site ELPAC coordinators, test examiners, and teachers of the availability of the computer-based ELPAC practice tests and training tests .
Complete the Test Security Agreement and Test Security Affidavit forms for the Summative ELPAC in TOMS.
Schedule local training dates for the Summative ELPAC.
Send training dates to your site ELPAC coordinators.
Develop training materials for the administration of the Summative ELPAC.
Conduct training for site ELPAC coordinators, proctors, and test examiners for the Summative ELPAC. (This task can be completed any time prior to the beginning of the Summative ELPAC window.)
December 2019Continue Initial ELPAC testing.
RSVP LEAs return the Initial ELPAC Answer Books completed in October 2019.
Conduct training for site ELPAC coordinators and test examiners for the Summative ELPAC. (This task can be completed any time prior to the beginning of the Summative ELPAC window.)
Remind site ELPAC coordinators and test examiners of ELPAC Moodle training site for the Summative ELPAC, where they are to complete calibration quizzes.
Receive and inventory Summative ELPAC materials for K–2 Writing only. (Summative ELPAC materials usually arrive between December and January, depending on when order was placed.)
Review and verify apportionment (from the previous administration year).
ELPAC LEA Coordinator Checklist 6
January 2020Continue Initial ELPAC testing.
Communicate to site ELPAC coordinators about their roles and responsibilities for the Summative ELPAC.
Continue to share the online practice and training tests with site ELPAC coordinators, test examiners, and teachers.
Verify scheduled system downtimes and communicate them to site ELPAC coordinators.
Communicate with site ELPAC coordinators about available resources.
Notify parents/guardians about upcoming Summative ELPAC testing.
Attend CDE/Educational Testing Service (ETS) Pretest Workshop. (Trainings usually take place in January.)
Register additional site ELPAC coordinators as users in TOMS.
Collaborate with technology personnel to make sure technology requirements are tested on all devices.
Confirm that site ELPAC coordinators have created user accounts in TOMS for their test examiners.
Distribute K – 2 Writing materials to sites for the Summative ELPAC administration.
Evaluate student demographic data in TOMS to ensure that all ELs are listed in TOMS at the correct grade level.
Confirm site-level trainings . Confirm that the site ELPAC coordinators have conducted the required site trainings for test examiners and proctors for the Summative ELPAC.
Review Matrix Four as needed before administration of the Summative ELPAC with test examiners and review how test settings are assigned by both site ELPAC coordinators and LEA ELPAC coordinators.
Communicate with special education staff to review IEPs and Section 504 plans before the Summative ELPAC administration.
Set local testing schedules for the Summative ELPAC.
Share testing schedules with school administrators and support staff.
ELPAC LEA Coordinator Checklist 7
February 2020Continue Initial ELPAC testing.
Begin Summative ELPAC testing. (Summative ELPAC window: February 1–May 31, 2020.)
Complete the Superintendent Designation form (due by April 1).
Review communication from the CDE or ETS about the ELPAC Coordinator Designation form.
March 2020Continue Initial ELPAC testing.
Continue Summative ELPAC testing.
Return completed K–2 paper materials for scoring.
Complete Superintendent Designation form (due by April 1).
Complete the Test Security Agreement and Test Security Affidavit forms in TOMS.
Review the “Summative ELPAC Student Score Reports” video.
Prepare principals or site ELPAC coordinators to communicate ELPAC results to school staff and notify ELPAC support staff about results.
April 2020Continue Initial ELPAC testing.
Continue Summative ELPAC testing.
Notify parents/guardians of Summative ELPAC results within 30 calendar days of receiving the SSR results electronically from the testing contractor.
ELPAC LEA Coordinator Checklist 8
May 2020Continue Initial ELPAC testing.
Continue Summative ELPAC testing until May 31.
View the ETS-sponsored ELPAC Post-Test Workshop webcast.
Return K–2 Writing materials continuously.
Complete the online form distributed by the ETS via email to LEA ELPAC coordinators to report how secure Summative ELPAC test materials will be destroyed by your LEA.
Notify parents/guardians of Summative ELPAC results within 30 calendar days of receiving the results from the test contractor.
June 2020Continue Initial ELPAC testing until June 30, 2020.
Collect all assessment materials for return or destruction. (The window for returning secure, nonscorable test materials closes in June.)
Distribute SSRs as determined locally from the Summative ELPAC administration.
Notify parents/guardians of Summative ELPAC results within 30 calendar days of receiving the results in whatever format your LEA has selected (printed or online).
ELPAC LEA Coordinator Checklist 9
On-going/ContinuousReport security breaches and irregularities within 24 hours to the California Technical Assistance Center (CalTAC) by phone at 800-955-2954 or by email at [email protected] for any breaches or irregularities in the paper-pencil Initial ELPAC.
Report computer-based Summative ELPAC test security incidents within 24 hours using the Security and Test Administration Incident Reporting System (STAIRS). File an appeal in TOMS if directed to do so during the STAIRS process.
Review ELPAC web pages and ELPAC communications from ETS for the latest information.
Establish procedures, maintain security, and monitor sites to make sure procedures are followed.
Regularly communicate and troubleshoot with site ELPAC coordinators and respond to their questions to ensure that issues are resolved.
Forward the CDE’s weekly Assessment Spotlight information email to ELPAC support staff as appropriate.
Enter individual student Initial ELPAC scores into the LST via TOMS as they are completed.
Schedule test materials pickup dates from sites for processing before the LEA pickup dates.
Order supplemental materials as needed in TOMS or through the CalTAC.
Collect test materials from site ELPAC coordinators.
Package and ship test materials to ETS for scoring.
Download individual student results from TOMS for local uses.
Make Summative ELPAC SSRs available to parents/guardians within 30 days of receipt from ETS.
Verify the need for specialized equipment for students who require accessibility resources.
Request any required unlisted resources for students, as documented in their IEP, two weeks prior to administration.
Check for new students who may need testing, and ensure that all ELs are tested.
Document trends and obtain feedback for next year’s planning.
ELPAC LEA Coordinator Checklist 10
Additional InformationThe pages that follow provide an expanded view of the ELPAC coordinator tasks. They are grouped by the following categories:
Communication LEA Training Coordination Material Delivery and Shipment Results and Reporting Supports and Accommodations Test Planning and Scheduling Test Security, Procedures, and Forms TOMS and Technology Support Trainings and Learning Opportunities
The arrow symbol () indicates an action item that may include a hyperlink that leads to additional online information available for ELPAC administration.
CommunicationCDE’s Weekly Assessment Spotlight EmailForward information from the Assessment Spotlight email to site ELPAC coordinators, test examiners, and LST staff, as appropriate.
To receive the CDE’s Assessment Spotlight emails, join the listserv by sending a blank email to [email protected].
Communicate System Downtimes LEA ELPAC coordinators should communicate downtimes to their site ELPAC coordinators, test examiners, and LST staff. All system downtimes should be verified using the link below:
Visit https://www.elpac.org/calendar/system-status/ to view system downtimes.
ELPAC LEA Coordinator Checklist 11
Communicate with ELPAC Support StaffCommunicate with ELPAC coordinators, EL educators, and all EL support staff about the resources that support the administration of the ELPAC.
Resources such as the “ELPAC Available Resources” flyer, ELPAC Domain Information Sheets, practice test flyers, Testing Notification letter templates and SSR letter templates can be accessed at https://www.cde.ca.gov/ta/tg/ep/index.asp.
ELPAC Web Pages and ELPAC CommunicationsReview the ELPAC web pages and the ELPAC communications from ETS for information about new training materials, manuals, ordering deadlines, and other test administration documents.
Refer to the CDE ELPAC web page at https://www.cde.ca.gov/ta/tg/ep/ for information on all assessments in the ELPAC system.
Check out the ELPAC website at https://www.elpac.org/ for additional resources and information, including ELPAC practice tests.
Notification of Results to Parents and TeachersCommunicate the availability of ELPAC results and reports to parents and teachers, including the time line and method of delivery of the individual SSRs.
Notification of Results to Site AdministratorsNotify site ELPAC coordinators about your local ELPAC results communication plan and the time line to send SSRs to parents/guardians. Prepare, or collaborate with others to prepare, the letter that will accompany the SSRs. Communicate the availability of ELPAC results and reports to site administrators, including the time line for the delivery of the individual SSRs. Coordinate with local communications staff on briefing the district leadership team, the school board, and others on any possible news releases about the ELPAC results.
Prepare principals or site ELPAC coordinators to communicate ELPAC results to school staff and parents/guardians.
The CDE provides Summative ELPAC SSR letter templates to notify parents/guardians about the results. The templates can be found at https://www.cde.ca.gov/ta/tg/ep/index.asp. These letter templates are available English and the top seven languages spoken by California students.
ELPAC LEA Coordinator Checklist 12
Notification to Parents/GuardiansCommunicate with parents/guardians about upcoming testing. The CDE provides parent guides and letter templates to notify parents/guardians about the statewide assessments.
These materials can be found at https://www.cde.ca.gov/ta/tg/ep/index.asp and are available in English and the top seven languages spoken by California students.
Practice Tests and Training TestsRemind site ELPAC coordinators, test examiners, and teachers about the availability and use of the computer-based practice tests.
ELPAC training tests will be available at https://www.elpac.org/ starting on September 3, 2019.
ELPAC practice tests will be available at https://www.elpac.org/ starting on November 4, 2019.
K–2 Writing rubrics are available at https://www.elpac.org/resources/practicetests/ .
Access the ELPAC training tests. Share them with site coordinators, examiners, and teachers, explaining their availability and use.
Summative ELPAC training tests are available on the ELPAC website at https://www.elpac.org/resources/trainingtests.
Site ELPAC Coordinators Roles and ResponsibilitiesCommunicate roles and responsibilities to the site ELPAC coordinators. These can vary, depending on your LEA.
The online Test Security Agreement can be accessed only in TOMS. Once users are given access to TOMS, they will be prompted to fill out the Online Security Agreement.
The online Test Security Affidavit can be accessed only in TOMS for users with roles within the online system. Other staff who do not require access to TOMS, such as proctors, can access an online Test Security Affidavit at https://www.elpac.org/, under “Test Administration/Forms.”
ELPAC LEA Coordinator Checklist 13
Troubleshoot with ELPAC Support StaffRegularly communicate with, and respond to questions from, site ELPAC coordinators to ensure that any issues are resolved promptly.
A list of ELPAC-related frequently asked questions can found at https://www.elpac.org/ by selecting “FAQ,” under the Resources tab.
LEA Training CoordinationConduct Trainings and Confirm Support Staff TrainingsConduct training for site ELPAC coordinators, ELPAC test examiners, and LST staff.
Use existing training materials whenever possible, adding information specific to your LEA as needed. Note that many materials will be different because of the transition to the computer-based assessment.
Confirm that the site ELPAC coordinators have conducted the required site trainings for test examiners and LST staff.
Develop Training MaterialsDevelop training materials for site ELPAC coordinators, ELPAC test examiners, and LST staff.
Use existing training materials whenever possible, adding information specific to your LEA, as needed. Local regional assessment network (RAN) members may have training materials available. A list of RAN members, by region, can be found at https://www.cde.ca.gov/ta/tg/ai/caregionalranmap.asp.
Schedule Local Training DatesSchedule local training dates and send them to your site ELPAC coordinators. Use local district calendars and schedules to coordinate training dates.
ELPAC LEA Coordinator Checklist 14
Material Delivery and ShipmentCollect Test MaterialsCollect test materials from site ELPAC coordinators.
Review all Initial ELPAC Answer Books and Summative ELPAC K–2 Writing Answer Books. Make sure that all demographic information is correctly marked and returned with proper Group Information Sheets and that Pre-ID labels are placed correctly. Follow instructions located in the Test Administration Manual. A copy of the Test Administration Manual is located at https://www.elpac.org/test-administration/instructions/.
Distribute Materials Distribute Summative K–2 Writing materials to schools.
Have site ELPAC coordinators inventory the materials received and send back the inventory sheet signed and dated.
NonscorablesCollect all nonscorables and unused materials from sites for destruction at the end of school year.
Used 2019–20 Initial ELPAC materials must be locally destroyed in a secure manner and reported to the testing contractor. Used and unused Summative ELPAC materials should be destroyed or returned, as directed by ETS.
Order MaterialsThe Initial ELPAC ordering window opens in April, and the Summative ELPAC ordering window opens in October at the school site level. Check inventory before ordering Initial ELPAC materials. LEAs can reuse 2018–19 Initial ELPAC materials in 2019–20.
In TOMS, under “Orders,” go to “Place Primary Order.” Follow the steps to place order. Enter the primary shipping address and confirm whether freight shipments can be received at the address listed. A Quick Start Guide is available at https://www.elpac.org/test-administration/instructions/.
Download the materials count report template in TOMS and make any revisions and upload, validate, and approve order counts.
ELPAC LEA Coordinator Checklist 15
Order Supplemental MaterialsOrder supplemental materials as needed in TOMS or through the California Technical Assistance Center (CalTAC).
Contact CalTAC by phone at 800-955-2954 or by email at [email protected].
Pack and Ship MaterialsPackage and ship test materials to ETS for scoring.
For Initial ELPAC Answer Books, package and ship materials only if your LEA is participating in the RSVP, following the instructions in the Test Administration Manual. LEAs not participating in the RSVP should securely store the Answer Books until end of the testing window, as directed by the LEA ELPAC coordinator.
For the Summative ELPAC, ship materials on a monthly basis, following the schedule located in the Test Administration Manual.
For both Initial and Summative ELPAC, follow the packaging and shipping instructions located in the Test Administration Manual.
Receive and Inventory MaterialsReceive and inventory the ELPAC testing materials received from ETS. Initial ELPAC materials usually arrive between May and June. Summative ELPAC materials will arrive between December and January, depending on when order was placed.
Contact CalTAC for missing materials by phone at 800-955-2954 or by email at [email protected].
RSVP RequirementApproximately 10 percent of LEAs in California have been identified by the CDE to take part in the RSVP for the Initial ELPAC. Those LEAs will return their scannable Answer Books to ETS after the local scoring, data entry of the scores in the LST, and parent/guardian notification of the results have been completed. This process will help to produce item statistics for the Initial ELPAC, validate scores, and provide technical assistance for scoring and data entry. Check whether your LEA is designated as one of the LEAs to complete the RSVP.
The alphabetical list of RSVP LEAs for 2019–20 is posted on the ELPAC RSVP web page at https://www.elpac.org/test-administration/rsvp/.
RSVP LEAs must ship Answer Books to ETS on a monthly basis until the last pickup date in December.
ELPAC LEA Coordinator Checklist 16
Schedule Pickup DatesSchedule dates for test material pickups from sites in advance of the LEA pickup date to allow time for processing.
Order additional materials through CalTAC by phone at 800-955-2954 or by email at [email protected].
Results and ReportingProvide Summative ELPAC Student Score Reports (SSRs)Provide Summative ELPAC results to parents and guardians within 30 calendar days of receiving the results from the test coordinator, or 15 working days from the start of the next school year if results are received after the last day of instruction.
There are four options for accessing and providing results.
The CDE makes letter templates available for LEAs to use to communicate with parents and guardians. See the CDE Parent and Guardian Score Report Letter Templates web page at https://www.cde.ca.gov/ta/tg/ep/index.asp for more information.
Visit the SSR Options page at https://www.elpac.org/test-administration/student-score-report-options/ for information on how to access and distribute SSRs.
Informational videos about the ELPAC are available on the CDE website at https://www.cde.ca.gov/ta/tg/ep/elpacparentresource.asp.
Download Individual Student Results Download the individual student results data file from TOMS for local uses, including uploading into the local student information system (SIS) or other system for customized data analyses. This task may be done on a monthly basis, depending on local needs and requirements. In addition, this must be completed for the Initial ELPAC and updated English Learner Acquisition Status in SIS to go to CALPADS.
See the student data file layout at https://www.elpac.org/test-administration/reporting.
ELPAC LEA Coordinator Checklist 17
Preview DataThe CDE notifies LEA ELPAC coordinators and district superintendents via email of the opportunity to review ELPAC data before the public release.
During the LEA preview of the ELPAC results, verify the preview data against local data, including demographic information, to ensure that student group assignments are accurate.
Review and Verify ApportionmentReview and verify the LEA ELPAC student data in the State Assessment Apportionment System (SAAS) for the previous administration year by the CDE deadline.
In the fall, the CDE will email a link to the SAAS website directly to the LEA ELPAC coordinator.
Supports and AccommodationsVerify Accessibility Resources Verify the need for any specialized equipment for students requiring accessibility resources. Accommodations may be provided only to students with an IEP or 504 plan, while designated supports can be provided through an LEA-determined teacher recommendation process.
Matrix Four identifies the resources or supports and accommodations that are available for the ELPAC. It can be found at https://www.cde.ca.gov/ta/tg/ai/elpacmatrix4.asp.
Review IEPs and Section 504 PlansCommunicate with your LEA's special education teachers to review students’ IEPs and Section 504 plans and identify testing supports that are to be used and any students with an IEP who will take an alternate assessment. These must be entered for each student in TOMS for ELPAC.
Review Matrix FourReview Matrix Four before the test administration for information about the resources available for students taking the ELPAC. LEA ELPAC coordinators should be familiar with Matrix Four to assist site-level staff who may have questions.
Visit the CDE ELPAC Accessibility Matrix Four, which describes the available universal tools, designated supports, and accommodations by domain, as well as other important resources.
ELPAC LEA Coordinator Checklist 18
Request Unlisted ResourcesRequest any necessary unlisted resources for students as documented in their IEP or Section 504 plan at least two weeks before testing.
Review page four of Matrix Four at https://www.cde.ca.gov/ta/tg/ai/elpacmatrix4.asp.
For the paper-pencil Initial ELPAC, submit your request to the CDE by email at [email protected].
For the Summative ELPAC, submit your request through TOMS.
Test Planning and SchedulingComplete the Post-Test Survey AnnuallyThe link to the survey is distributed by ETS via email in June.
Check for New StudentsVerify any students new to your LEA who may need testing.
This task should be done on a weekly basis, or more often for the Initial ELPAC at the site level.
Document Trends and Obtain FeedbackDocument any trends, issues, and ideas for suggested changes to your local ELPAC administration for next year.
Obtain feedback about the ELPAC administration from site ELPAC coordinators, test examiners, and LST staff to identify changes for next year.
Obtain feedback about technology protocols, issues, and other technology-related instances to identify best practices for the following year.
It is recommended that the LEA ELPAC coordinator share these with appropriate staff at the county office of education.
ELPAC LEA Coordinator Checklist 19
Ensure That All Eligible Students Are TestedEnsure that all eligible students have been tested.
For students eligible for the Initial ELPAC, use TOMS to ensure that testing is completed on a weekly basis. Students must have their Statewide Student Identifiers (SSIDs) before the scores are entered into the LST.
Work with CALPADS and LST staff to ensure the timely entry of student’s EL status into the local SIS and CALPADS.
For students eligible for the Summative ELPAC, view the completion reports available in TOMS to ensure that testing is completed for all ELs.
Set Local Testing SchedulesWork with site ELPAC coordinators to set local testing within the windows listed below.
For the Initial ELPAC, any student whose primary language is a language other than English and who has never been tested with the California English Language Development Test (CELDT) or ELPAC must be assessed with the Initial ELPAC during the first 30 days of enrollment.
For the Summative ELPAC, any student who is classified as an EL must be assessed with the Summative ELPAC during the testing window—February 1 through May 31.
Note: Although LEAs may set windows within windows, every EL/TBD student must be tested if enrolled in the LEA.
Share Testing SchedulesShare the LEA and site ELPAC schedules, including the timing of parent/guardian notification and when SSRs are expected, with school administrators and the LEA leadership team.
For the Summative ELPAC, locally monitor submissions each month, and more regularly before the closing of the testing window, to ensure that all students are tested.
ELPAC LEA Coordinator Checklist 20
Test Security, Procedures, and FormsComplete the Superintendent Designation FormThe superintendent completes the required Superintendent Designation Form, identifying the LEA ELPAC coordinator. A reminder email is sent to the current LEA ELPAC coordinator and the district superintendent or charter school administrator.
The form must be submitted by April 1 annually.
The annual Superintendent Designation form is usually available in February and can be found at https://www.elpac.org/ by selecting “Forms,” under the Test Administration tab.
Confirm Test Security Affidavits Confirm that all site ELPAC coordinators are registered in TOMS and have completed their electronic Test Security Affidavit as part of the registration process.
Complete Initial ELPAC Process To complete the Initial ELPAC process, use the “How to Complete the
Initial ELPAC Process” Quick Reference Guide. Find this guide at https://www.elpac.org/ by selecting “Initial ELPAC,” under the Test Administration tab.
Complete Online Security AgreementsConfirm that each site ELPAC coordinator has completed the Online Security Agreement as part of the TOMS registration process. The forms are available only to the superintentdent or charter school administrator and the LEA ELPAC coordinator prior to July 1.
Note: Proctors and staff handling secure materials who do not have roles in TOMS will be required to complete online security affidavits at https://www.elpac.org/, under “Test Administration/Forms.”
Establish Procedures and Security MonitoringEstablish procedures with all site ELPAC coordinators to maintain the security of all test materials and monitor sites during testing to ensure that all ELPAC testing and security procedures are being followed.
ELPAC LEA Coordinator Checklist 21
Identify Site ELPAC CoordinatorsIdentify the site ELPAC coordinator for each school.
Site ELPAC coordinator responsibilities can be defined as: At the school level, works with site ELPAC coordinators on LST access and procedures for entering raw scores for the Initial ELPAC testing administration; creates or confirms that site ELPAC coordinators have created user accounts in TOMS for the LST correspondence administrator and LST data entry staff.
Additional information on the responsibilities of the site ELPAC coordinator can be found at https://www.elpac.org/ by selecting “Manuals and Instructions,” under the Test Administration tab.
Testing Irregularities and Security BreachesReview the Initial and Summative ELPAC Test Administration Manuals to familiarize yourself with the process of reporting testing regularities and security breaches. The manual are available on the ELPAC website at https://www.elpac.org/test-administration/instructions/.
Initial: The form for reporting testing regularities and security breaches can be accessed at https://www.elpac.org/ or within the Test Administration Manual on the “Manuals and Instructions” link, under the Test Administration tab.
Summative: Any testing regularities and security breaches must be recorded in the STAIRS section of TOMS. This functionality will become available in TOMS in September 2019.
Test Security Agreement and Test Security AffidavitComplete the Test Security Agreement and Test Security Affidavit forms as part of the TOMS registration process.
The Test Security Agreement and Test Security Affidavit must be completed by the LEA ELPAC coordinator and all site ELPAC coordinators. Test examiners, LST correspondence administrators, proctors, and LST data entry staff must complete only the Test Security Affidavit, which should be kept at the site level.
ELPAC LEA Coordinator Checklist 22
TOMS and Technology SupportCollaborate with LEA Technology Personnel Collaborate with technology personnel to ensure that technology requirements are tested on each test examiner's electronic device and on each device that will be used for testing.
Initial ELPAC: Audio for all of the Listening items and one of the Speaking items are played through the TOMS for students in grades three through twelve.
Summative ELPAC: Audio for all of the 2019–20 Summative ELPAC will be provided through the student interface in the Test Delivery System.
Create User Accounts TOMSConfirm that site ELPAC coordinators have created user accounts in TOMS for their test examiners. This can be done via batch upload or one at a time.
Create, or confirm that site ELPAC coordinators have created user accounts in TOMS for LST correspondence administrator and LST data entry staff for the Initial ELPAC.
A list of all user roles in TOMS and their complete definitions is available at https://www.elpac.org/ by selecting "Manuals and Instructions," under the Test Administration tab and then selecting the "User Roles in TOMS" link.
Ensure EL Listings in TOMSEvaluate student demographic data from TOMS to ensure that all ELs are listed in TOMS at the correct grade level.
If demographic data is incorrect, update information in CALPADS. Changes to CALPADS take 48 hours to update in TOMS.
Enter Initial ELPAC Scores in TOMSEnter individual student Initial ELPAC scores into the local scoring tool via TOMS as they are completed. All ELPAC users with assigned roles within TOMS can perform data entry and scoring for the Initial ELPACTOMS.
The LST can be accessed by selecting the TOMS button at https://elpac.ets.org / .
ELPAC LEA Coordinator Checklist 23
Local Scoring Tool AccessWork with site ELPAC coordinators on local scoring tool access and procedures for entering raw scores for the Initial ELPAC testing administration.
The local scoring tool can be accessed by selecting the TOMS button at https://elpac.ets.org / .
Only trained and calibrated test examiners should score the Speaking and Writing responses for the Initial ELPAC prior to entering into the local scoring tool.
Discuss preenrollment in CALPADS versus local scoring procedures to determine which is better.
Register Site ELPAC CoordinatorsRegister each site ELPAC coordinator as a user in the TOMS.
TOMS users can either be entered one by one or uploaded in bulk (i.e., batch uploading) using templates. Instructions for uploading users into TOMS can be found in the TOMS User Manual at https://www.elpac.org/, under the Test Administration tab.
Trainings and Learning OpportunitiesAssessment Information MeetingAttend the Assessment Information Meeting or view the webcast.
In 2019, the meeting dates and locations are:
Thursday, August 15—Sacramento
Thursday, August 22—Ontario
Refer to the CDE Assessment and Information Meeting web page at https://www.cde.ca.gov/ta/tg/ai/infomeeting.asp for more information.
ELPAC Moodle Training SiteRemind site ELPAC coordinators and test examiners to review training materials at the ELPAC Moodle Training Site and take the necessary quizzes to be certified to administer the assessments.
Test examiners will receive Moodle keys after attending a state-sponsored Administration and Scoring Training. To access the Moodle Training Site, visit https://moodle.ELPAC.org.
ELPAC LEA Coordinator Checklist 24
ELPAC Overview VideoThis video provides general information about the ELPAC.
Find this video at https://www.elpac.org/, under “Videos” on the Resources tab. This video also can be accessed directly at https://www.elpac.org/resources/videos/archived-training-elpac-overview-english/.
Review the Introduction to the ELPAC Video for ParentsReview the Introduction to the “Initial ELPAC for Parents” video, which provides information about the Initial ELPAC, including its purpose, an explanation of who takes the test, and a description of how parents/guardians will be notified of their child's results.
This video is recommended for parents/guardians who want to learn more about the Initial ELPAC. It can be found at https://www.elpac.org/, under "Videos" on the Resources tab.
New Coordinator TrainingAttend the optional new LEA ELPAC coordinator training, or view the webcast, if you have been an LEA ELPAC coordinator for less than 12 months.
In 2019, the meeting dates and locations are:
Wednesday, August 14—Sacramento Wednesday, August 21—Ontario
This training is designed to help new LEA ELPAC coordinators become familiar with their roles and responsibilities. For more information, refer to the ELPAC training page at http://www.caaspp.org/training/caaspp/workshops.html.
Pretest WorkshopThe CDE and ETS offer a joint CAASPP/ELPAC pretest training annually throughout the state. If you are not able to attend, you can view the webcast in January/February 2020.
For more information visit the CAASPP training page at http://www.caaspp.org/training/caaspp/workshops.html.
ELPAC LEA Coordinator Checklist 25
Post-Test WebinarAttend the ETS sponsored Post-Test webinar, which focuses on how to access and utilize results, in September 2019.
For more information visit the ELPAC Additional Training page at https://www.elpac.org/training/additional-training/.
State-Sponsored ELPAC Administration and Scoring TrainingAttend a state-sponsored ELPAC Administration and Scoring Training. LEAs will receive a certain number of spots at the state-sponsored training, and LEA ELPAC coordinators are responsible for designating attendees to fill those spots. All test examiners must attend an in-person Administration and Scoring Training before administering the ELPAC, either a regional training or local training provided by someone who attended the state-sponsored Administration and Scoring Training.
Administration and Scoring Training for the Initial ELPAC occurs in April through May.
Administration and Scoring Training for the Summative ELPAC occurs October through November
Both trainings are available at multiple locations throughout the state. More information can be found on the Training tab on the ELPAC website at https://www.elpac.org/.
State-Sponsored “ELPAC—The Results Are In … Now What?” Training Attend the state-sponsored “ELPAC—The Results Are In … Now What?” training, which is geared toward coordinators, site administrators, and others involved in the analysis of assessment results.
More information can be found on the Additional Training page at https://www.elpac.org/training/additional-training/.
“Summative ELPAC Student Score Report (SSR)” VideoReview the “Summative ELPAC SSR” video, which shows elements of the SSR along with explanations of the information that is included on the report.
This video is recommended for parents/guardians as well as teachers and educators who want to understand more about the Summative ELPAC SSR. It can be found at https://www.elpac.org/, under “Videos” on the Resources tab.
California Department of Education • July 2019
ELPAC LEA Coordinator Checklist 26