Adopted: MSBA/MASA Model Policy 614
Revised: Rev. 2022
614 SCHOOL
DISTRICT TESTING PLAN AND PROCEDURE
I. PURPOSE
The purpose of this policy is to set forth the school
district’s testing plan and procedure.
II. GENERAL
STATEMENT OF POLICY
The policy of the school district is to implement procedures
for testing, test security, documentation, and record keeping.
III. DUTIES OF
SCHOOL DISTRICT PERSONNEL REGARDING TEST ADMINISTRATION
A. Superintendent
1. Responsibilities
before testing.
a. Designate a district
assessment coordinator and district technology coordinator.
b. The
superintendent, or a designee who has been authorized to be the identified official
with authority by the school board, pre-authorizes staff access for applicable
Minnesota Department of Education (MDE) secure systems.
c. Annually
review and recertify staff who have access to MDE secure systems.
d. Read and
complete the Assurance of Test Security and Non-Disclosure.
e. Establish a
culture of academic integrity.
f. Fully
cooperate with MDE representatives conducting site visits or Minnesota Test of
Academic Skills (MTAS) audits during testing.
g. Ensure
student information is current and accurate.
h. Ensure that
a current district test security procedure is in place and that all relevant
staff have been provided district training on test administration and test
security.
i. Ensure that
a current process is included for tracking which students tested with which
test monitors and any other adult(s) who were present in the testing room
(e.g., staff providing assistance, paraprofessionals, etc.).
j. Confirm the
district assessment coordinator has current information and training specific
to test security and the administration of statewide assessments.
k. Confirm the district
assessment coordinator completes Pre-test Editing in the Test Web Edit System
(WES).
l. Post on the
school district website the complete Parent/Guardian Guide and Refusal for
Student Participation in Statewide Testing form.
2. Responsibilities
after testing.
a. Confirm the district
assessment coordinator and Minnesota Automated Reporting Student System (MARSS)
coordinator complete Post-test Editing in Test WES.
b. Verify with
the district assessment coordinator that all test security issues have been
reported to MDE and are being addressed.
c. Confirm the
MARSS coordinator has updated all student records for Post-test Editing.
d. Confirm the district
assessment coordinator has finalized the district’s assessment information
prior to the close of Post-test Editing in Test WES.
e. Confirm the district
assessment coordinator, or designee, has access to the Graduation Requirements
Records (GRR) system and enters necessary information.
f. Discuss
assessment results with the district assessment coordinator and school
administrators.
B. District Assessment Coordinator
1. Responsibilities
before testing.
a. Serve as
primary contact with MDE regarding policy and procedure questions related to
test administration.
b. Read and
complete the Assurance of Test Security and Non-Disclosure.
c. Confirm all
staff who handle test materials, administer tests, or have access to secure
test content have completed the Assurance of Test Security and
Non-Disclosure.
(1) Maintain the
completed Assurance of Test Security and Non-Disclosure for two years
after the end of the academic school year in which testing took place.
d. Review with
all staff the Assurance of Test Security and Non-Disclosure and their
responsibilities thereunder.
e. Identify
appropriate tests for students and ensure student data sent to service
providers for testing are correct.
f. Establish
district testing schedule within the testing windows specified by the MDE and
service providers.
g. Prepare
testing conditions, including user access to service provider websites,
preparing readiness for online testing, preparing a plan for tracking which
students test on which computers or devices, ensure accommodations are
indicated as necessary, providing students with opportunity to become familiar
with test format, item types, and tools prior to test administration;
establishing process for inventorying and distributing secure test materials
where necessary; preparing procedures for expected and unexpected situations
occurring during testing; planning for addressing technical issues while
testing; identify staff who will enter student responses from paper accommodated
test materials and scores from MTAS administration online.
h. Train school
assessment coordinators, test monitors, MTAS test administrators, and ACCESS
(test for English language learners) and Alternate ACCESS test administrators.
(1) Provide training
on proper test administration and test security (Pearson’s Training Management
System).
(2) Verify staff
complete any and all test-specific training.
i. Maintain
security of test content, test materials, and record of all staff involved.
(1) Receive
secure paper test materials from the service provider and immediately lock them
in a previously identified secure area, inventory same, and contact service
provider with any discrepancies.
(2) Organize
secure test materials for online administrations and keep them secure.
(3) Define chain
of custody for providing test materials to test monitors and
administrators. The chain of custody
must address the process for providing test materials on the day of testing,
distributing test materials to and collecting test materials from students at
the time of testing, keeping test materials secure between testing sessions,
and returning test materials after testing is completed.
j. Confirm
that all students have appropriate test materials.
2. Responsibilities
on testing day(s).
a. Conduct
random, unannounced visits to testing rooms to observe staff adherence to test
security and policies and procedures.
b. Fully
cooperate with MDE representatives conducting site visits or MTAS audits.
c. Contact the
MDE assessment contact within 24 hours of a security breach and submit the Test
Security Notification in Test WES within 48 hours.
d. Address
invalidations and test or accountability codes.
3. Responsibilities
after testing.
a. Ensure that
student responses from paper accommodated test materials and MTAS scores are
entered.
b. Arrange for
secure disposal of all test materials that are not required to be returned
within 48 hours after the close of the testing window.
c. Return
secure test materials as outlined in applicable manuals and resources.
d. Collect
security documents and maintain them for two years from the end of the academic
school year in which testing took place.
e. Review
student assessment data and resolve any issues.
f. Distribute Individual
Student Reports no later than fall parent/teacher conferences.
g. Enter
Graduation Requirements Records in the GRR system.
C. School Principal
1. Responsibilities
before testing.
a. Designate a school
assessment coordinator and technology coordinator for the building.
b. Be
knowledgeable about proper test administration and test security as outlined in
manuals and directions.
c. Read and
complete the Assurance of Test Security and Non-Disclosure.
d. Communicate
the importance of test security and expectation that staff will keep test
content secure and act with honesty and integrity during test administration.
e. Provide
adequate secure storage space for secure test materials before, during, and
after testing until they are returned to the service provider or securely
disposed of.
f. Ensure
adequate computers and/or devices are available and rooms are appropriately set
up for online testing.
g. Verify that
all test monitors and test administrators receive proper training for test administration.
h. Ensure
students taking specified tests have opportunity to become familiar with test
format, item types, and tools prior to test administration.
i. Include the
complete Parent/Guardian Guide and Refusal for Student Participation in
Statewide Testing form in the student handbook.
2. Responsibilities
on testing day(s).
a. Ensure that
test administration policies and procedures and test security requirements in
all manuals and directions are followed.
b. Fully cooperate
with MDE representatives conducting site visits or MTAS audits.
3. Responsibilities
after testing.
a. Ensure all
secure test materials are collected, returned, and/or disposed of securely as
required in any manual.
b. Ensure
requirements for embargoed final assessment results are followed.
D. School Assessment Coordinator
1. Responsibilities
before testing.
a. Implement
test administration and test security policies and procedures.
b. Read and
complete the Assurance of Test Security and Non-Disclosure.
c. Ensure all
staff who handle test materials, administer tests, or have access to secure
test content read and complete the Assurance of Test Security and
Non-Disclosure.
d. Identify
appropriate tests for students and ensure student data sent to service
providers for testing are correct.
e. Prepare
testing conditions, including the following: schedule rooms and computer labs;
arrange for test monitors and administrators; arrange for additional staff to
assist with unexpected situations; arrange for technology staff to assist with
technical issues; develop a plan for tracking which students test on which
computers or devices; plan seating arrangements for students; ensure
preparations are completed for Optional Local Purpose Assessment (OLPA),
Minnesota Comprehensive Assessment (MCA), and ACCESS online testing; ensure
accommodations are properly reported; confirm how secure paper test materials
will arrive and quantities to expect; address accommodations and specific test
administration procedures; determine staff who will enter the student responses
from paper accommodated test materials and scores from MTAS administrations
online.
f. Train
staff, including all state-provided training materials, policies and
procedures, and test-specific training.
g. Maintain
security of test content and test materials.
(1) Receive
secure paper test materials from the service provider and immediately lock them
in a previously identified secure area, inventory same, and contact service
provider with any discrepancies.
(2) Organize
secure test materials for online administrations and keep them secure.
(3) Follow chain
of custody for providing test materials to test monitors and
administrators. The chain of custody
must address the process for providing test materials on the day of testing,
distributing test materials to and collecting test materials from students at
the time of testing, keeping test materials secure between testing sessions,
and returning test materials after testing is completed.
(4) Identify
need for additional test materials to district assessment coordinator.
(5) Provide MTAS
student data collection forms if necessary.
(6) Distribute
applicable ACCESS and Alternate ACCESS Test Administrator Scripts and Test
Administration Manuals to test administrators so they can become familiar
with the script and prepare for test administration.
(7) Confirm that
all students taking ACCESS and Alternate ACCESS have appropriate test materials
and preprinted student information on the label is accurate.
2. Responsibilities
on testing day(s).
a. Distribute
materials to test monitors and ACCESS test administrators and ensure security
of test materials between testing sessions and that district procedures are
followed.
b. Ensure Test
Monitor and Student Directions and Test Administrator Scripts are
followed and answer questions regarding same.
c. Fully
cooperate with MDE representatives conducting site visits or MTAS audits, as
applicable.
d. Conduct
random, unannounced visits to testing rooms to observe staff adherence to test
security and test administration policies and procedures.
e. Report
testing irregularities to district assessment coordinator using the Test
Administration Report.
f. Report
security breaches to the district assessment coordinator as soon as possible.
3. Responsibilities
after testing.
a. Ensure that
all paper test materials are kept locked and secure and security checklists
completed.
b. Ensure that
student responses from paper accommodated test materials and MTAS scores are
entered.
c. Arrange for
secure disposal of all test materials that are not required to be returned
within 48 hours after the close of the testing window.
d. Return
secure test materials as outlined in applicable manuals and resources.
e. Prepare
materials for pickup by designated carrier on designated date(s). Maintain security of all materials.
f. Ensure
requirements for embargoed final assessment results are followed.
E. Technology Coordinator
1. Ensure that
district is prepared for online test administration and provide technical
support to district staff.
2. Acquire all
necessary user identifications and passwords.
3. Read and
complete the Assurance of Test Security and Non-Disclosure.
4. Fully
cooperate with MDE representatives conducting site visits or MTAS audits.
5. Attend
district training and any service provider technology training.
6. Review, use,
and be familiar with all service provider technical documentation.
7. Prepare
computers and devices for online testing.
8. Confirm site
readiness.
9. Provide all
necessary accessories for testing, technical support/troubleshooting during
test administration and contact service provider help desks as needed.
F. Test Monitor
1. Responsibilities
before testing.
a. Read and
complete the Assurance of Test Security and Non-Disclosure.
b. Attend
trainings related to test administration and security.
c. Complete
required training course(s) for tests administering.
d. Be
knowledgeable about how to contact the school assessment coordinator during
testing, where to pick up materials on day of test, and plan for securing test
materials between test sessions.
e. Be
knowledgeable regarding student accommodations.
f. Remove or
cover any instructional posters or visual materials in the testing room.
2. Responsibilities
on testing day(s).
a. Before test.
(1) Receive and
maintain security of test materials.
(2) Verify that
all test materials are received.
(3) Ensure
proper number of computers/devices or paper accommodated test materials are
present.
(4) Verify
student testing tickets and appropriate allowable materials.
(5) Assign
numbered test books to individual students.
(6) Complete
information as directed.
(7) Record extra
test materials.
b. During test.
(1) Verify that students
are logged in and taking the correct test or using the correct grade-level and
tier test booklet for students with paper accommodated test materials.
(2) Follow all
directions and scripts exactly.
(3) Follow
procedures for restricting student access to cell phones and other electronic
devices, including wearable electronic devices.
(4) Stay in
testing room and remain attentive during entire test session. Practice active
monitoring by circulating throughout the room during testing.
(5) Be knowledgeable
about responding to emergency or unusual circumstances and technology issues.
(6) Do not
review, discuss, capture, email, post, or share test content in any format.
(7) Ensure all
students have been provided the opportunity to independently demonstrate their
knowledge.
(8) Fully
cooperate with MDE representatives conducting site visits or MTAS audits.
(9) Document the
students who tested with the test monitor and any other adult(s) who were
present in the testing room (e.g., staff providing assistance,
paraprofessionals, etc.).
(10) Document
students who require a scribe or translated directions or any unusual
circumstances and report to school assessment coordinator.
(11) Report any
possible security breaches as soon as possible.
c. After test.
(1) Follow
directions and scripts exactly.
(2) Collect all
materials and keep secure after each session.
Upon completion return to the school assessment coordinator.
(3) Immediately
report any missing test materials to the school assessment coordinator.
G. MTAS Test Administrator
1. Before
testing.
a. Read and
complete the Assurance of Test Security and Non-Disclosure.
b. Attend
trainings related to test administration and security.
c. Complete
required training course(s) for tests administering.
d. Be
knowledgeable as to when and where to pick up MTAS materials and the school’s
plan for keeping test materials secure.
e. Prepare test
materials for administration, including objects and manipulatives, special instructions,
and specific adaptations for each student.
2. Responsibility
on testing day(s).
a. Before the
test.
(1) Maintain
security of materials.
(2) Confirm
appropriate MTAS materials are available and prepared for student.
b. During the
test.
(1) Administer
each task to each student and record the score.
(2) Be
knowledgeable about how to contact the district or school assessment coordinator,
if necessary, and responding to emergency and unusual circumstances.
(3) Fully
cooperate with MDE representatives conducting site visits or MTAS audits.
(4) Document and
report and unusual circumstances to district or school assessment coordinator.
c. After the
test.
(1) Keep
materials secure.
(2) Return all
materials.
(3) Return
objects and manipulatives to classroom.
(4) Enter MTAS
scores online or return data collection forms to the district or school assessment
coordinator.
H. MARSS Coordinator
1. Responsibilities
before testing.
a. Confirm all
eligible students have unique state student identification (SSID) or MARSS
numbers.
b. Ensure
English language and special education designations are current and correct for
students testing based on those designations.
c. Submit MARSS
data on an ongoing basis to ensure accurate student demographic and enrollment
information.
2. Responsibilities
after testing.
a. Ensure
accurate enrollment of students in schools during the accountability windows.
b. Ensure MARSS
identifying characteristics are correct, especially for any student not taking
an accountability test.
c. Work with district
assessment coordinator to edit discrepancies during the Post-test Edit window
in Test WES.
I. Any
Person with Access to Test Materials
Read and complete the Assurance of
Test Security and Non-Disclosure.
IV. TEST SECURITY
A. Test Security Procedures will be
adopted by school district administration.
B. Students will be informed of the
following:
1. The
importance of test security;
2. Expectation
that students will keep test content secure;
3. Expectation
that students will act with honesty and integrity during test administration;
4. Expectation
that students will not access cell phones, wearable technology (e.g., smart
watches, fitness trackers), or other devices that can electronically send or
receive information. The test of a
student who wears a device during testing must be invalidated.
If a student completes testing and then
accesses a cell phone or other prohibited device (including wearable technology),
the school district must take further action to determine if the test should be
invalidated, rather than automatically invalidating the test.
5. Availability
of the online Test Security Tip Line on the MDE website for reporting suspected
incidents of cheating or other improper or unethical behavior.
C. Staff will be informed of the
following:
1. Availability
of the online Test Security Tip Line on the MDE website for reporting suspected
incidents of cheating or other improper or unethical behavior.
2. Other
contact information and options for reporting security concerns.
V. REQUIRED DOCUMENTATION FOR PROGRAM
AUDIT
A. The school district shall maintain
records necessary for program audits conducted by MDE. The records must include documentation
consisting of the following:
1. Signed Assurance
of Test Security and Non-Disclosure forms must be maintained for two years
after the end of the academic year in which the testing took place.
2. School
district security checklists provided in the test materials shipment must be
maintained for two years after the end of the academic school year in which
testing took place.
3. School
security checklists provided in the test materials shipment must be maintained
for two years after the end of the academic school year in which testing took
place.
4. Test Monitor
Test Materials Security Checklist provided for each group of students assigned
to a test monitor must be maintained for two years after the end of the
academic school year in which testing took place.
5. School
district test monitor tracking documentation must be maintained for two years
after the end of the academic year in which the tracking took place.
6. ACCESS and
Alternate ACCESS Packing List and Security Checklist provided in the test
materials shipment must be maintained for two years after the end of the
academic school year in which testing took place.
7. Documentation
of school district staff training on test administration and test security must
be maintained for two years after the end of the academic school year in which
testing took place.
8. Test
Security Notification must be maintained for two years after the end of the
academic school year in which testing took place.
9. Test
Administration Report must be maintained for one year after the end of the
academic school year in which testing took place.
10. Record of
staff trainings and test-specific trainings must be maintained for one year
after the end of the academic year in which testing took place.
Legal References: Minn. Stat. § 13.34 (Examination Data)
Minn. Stat. § 120B.11 (School District Process for Reviewing
Curriculum Instruction, and Student Achievement; Striving for the World’s Best
Workforce)
Minn. Stat. § 120B.30 (Statewide Testing and Reporting
System)
Minn. Stat. § 120B.36, Subd. 2 (School Accountability)
Minn. Rules Parts 3501.0640-3501.0655 (Academic Standards
for Language Arts)
Minn. Rules Parts 3501.0700-3501.0745 (Academic Standards
for Mathematics)
Minn. Rules Parts 3501.082 (Academic Standards for the Arts)
Minn. Rules Parts 3501.0900-3501.0955 (Academic Standards in
Science)
Minn. Rules Parts 3501.1300-3501.1345 (Academic Standards
for Social Studies)
Minn. Rules Parts 3501.1400-3501.1410 (Academic Standards for
Physical Education)
20 U.S.C. § 6301, et seq. (Every Student Succeeds Act)
Cross References: MSBA/MASA Model Policy 601 (School
District Curriculum and Instruction Goals)
MSBA/MASA Model Policy 613 (Graduation Requirements)
MSBA/MASA Model Policy 615 (Testing Accommodations,
Modifications, and Exemptions for IEPs, Section 504 Plans, and LEP Students)
MSBA/MASA Model Policy 616 (School District System
Accountability)
Minnesota PearsonAccess Next Resources and Forms:
http://minnesota.pearsonaccessnext.com/policies-and-procedures/