Testing Irregularities Web Application System TIWAS Revised 02 19 2016

Testing Irregularities Web Application System (TIWAS) Revised 02/19/2016

Purpose Provide general information about testing irregularities Explain how to use the Testing Irregularities Web Application System (TIWAS) Provide contact information for the Office of Test Administration, Scoring and Reporting 2 Revised 02/19/2016

General Information About Testing Irregularities 3 Revised 02/19/2016

Definition A testing irregularity is any occurrence during a test administration that meets one or more of the following criteria: inappropriately influences student performance inappropriately influences the reporting of student performance constitutes a breach in test security results in the improper implementation of mandatory student testing 4 Revised 02/19/2016

Examples of Testing Irregularities Examples of testing irregularities include but are not limited to: while testing, a student becomes ill or leaves the testing room unescorted; during testing, a student accesses or has access to a cell phone or other electronic device, notes, study guide, etc. ; during testing, a student is observed cheating; while testing students are interrupted by PA announcements, alarm system, or drills; an Examiner, Proctor, or teacher, or other person provides improper assistance to a student; 5 Revised 02/19/2016

Examples of Testing Irregularities (continued) anyone who has not signed the School Personnel Test Security Agreement enters the testing room while secure test materials are exposed; testing accommodations specified in a student’s IEP, 504 Plan, or LEP Student Assessment Participation Plan are not provided; a student is provided an accommodation that is not specified in her/his IEP, 504 Plan, or LEP Student Assessment Participation Plan; a student is provided an inappropriate manipulative for the test; a student’s test booklet or used answer document is missing; and any unused/unassigned test ticket or test booklet is missing. 6 Revised 02/19/2016

Reporting Testing Irregularities Test Examiners are directed to report any testing irregularity to the designated School Test Coordinator (STC) immediately, and STCs are directed to report testing irregularities to the Division Director of Testing (DDOT) within 24 hours of their occurrence. While some irregularities may be resolved locally by the DDOT, most irregularities are forwarded within 24 hours by the DDOT to the Virginia Department of Education (VDOE) for review and guidance. DDOTs are required to report certain irregularities to VDOE. All situations that involve the retesting of students, compromised testing procedures or policies, or student test record exclusions must be reported to VDOE. In some cases testing irregularities are reported to VDOE by concerned individuals, some of whom wish to remain anonymous, through means other than the normal reporting structure. This information is conveyed in Informational Supts. Memo No. 118, dated May 9, 2008 and Testing Memo No. 713, dated May 14, 2008. 7 Revised 02/19/2016

Reporting Testing Irregularities Using TIWAS All testing irregularities must be reported using the Testing Irregularities Web Application System (TIWAS) and as directed by the DDOT. 1. Testing Irregularity occurs 2. STC enters information into TIWAS and submits to DDOT 3. DDOT reviews and resolves locally or submits to VDOE 4. VDOE staff closes irregularity or requests additional information 5. DDOT and STC view resolution 6. DDOT prints or exports irregularities as needed While irregularities that have been added and resolved locally are not visible by VDOE, they reside in the application on the VDOE server. Therefore, the information provided in the irregularities may be subject to Freedom of Information Act requests submitted to VDOE. 8 Revised 02/19/2016

TIWAS User’s Guide The User’s Guide for the Testing Irregularities Web Application System (TIWAS) provides step-by-step instructions for accessing TIWAS to report the division’s testing irregularities. The User’s Guide is located at: www. doe. virginia. gov/testing/test_administration/ 9 Revised 02/19/2016

How to Use the Testing Irregularities Web Application System (TIWAS) 10 Revised 02/19/2016

Getting Started TIWAS can be accessed through the Single Sign-on for Web Systems (SSWS) application provided by the Virginia Department of Education. The Web address for SSWS is as follows: https: //p 1 pe. doe. virginia. gov/ssws/login. page. do Access to TIWAS must be given to the DDOT, STC, and any other appropriate personnel by the Account Manager in your division for the SSWS as directed by the DDOT. You may already have access to the SSWS for other applications and will need the Account Manager to add Testing Irregularities as an available application. 11 Revised 02/19/2016

SSWS Login Page Enter User Name (assigned by SSWS Project Manager) 12 Revised 02/19/2016

SSWS Login Page (continued) Enter Password 13 Revised 02/19/2016

SSWS Home Page Click on the Testing Irregularities (TIWAS) link. 14 Revised 02/19/2016

Testing Irregularities Home Page Click on the Maintain Irregularities link to add, search or edit an irregularity. 15 Revised 02/19/2016

Maintain Irregularities Screen 16 Revised 02/19/2016

Maintain Irregularities Link Action Search for an existing testing irregularity Reset Clears search criteria Add Irregularity Add a new testing irregularity Logout Log out of the Single Sign-on for Web Systems 17 Revised 02/19/2016

Adding An Irregularity 18 STCs and DDOTs add irregularities Alternate form number appears after irregularity is saved (pay attention to status) STC cannot edit irregularity once submitted to DDOT Test information entered must pertain to the form that was administered to the student(s) A new irregularity must be submitted for each different test level/SOL test area Revised 02/19/2016

Steps For Adding An Irregularity 1. Click on the Add Irregularity link on the Maintain Irregularities page. 2. Fill in the required information on the Testing Irregularity - Add screen. 3. Select “Yes” in the Submitted to DDOT field if all information is accurate and complete. If more information needs to be collected, do not select “Yes” in the Submitted to DDOT field. 4. Click on the Submit Data button to apply your changes. A green checkmark will indicate if the irregularity has successfully been saved. See the next slide for the screen shot of the Testing Irregularity – Add screen. 19 Revised 02/19/2016

Testing Irregularity-Add Screen 20 Revised 02/19/2016

Fields Automatically Generated Division Name STC/DDOT School Name STC/DDOT Created Date STC/DDOT Created By STC/DDOT IRR No STC/DDOT Submitted to DDOT Date STC/DDOT Action By 21 Level of Access DDOT Revised 02/19/2016

Required Fields Test Source STC/DDOT Test Admin STC/DDOT Admin Year STC/DDOT Subject Area STC/DDOT Test Level STC/DDOT Test Name STC/DDOT Test Type STC/DDOT Test Mode STC/DDOT Form STC/DDOT Test Session Name STC/DDOT Description STC/DDOT Submitted to DDOT STC/DDOT Comments DDOT Action 22 Level of Access DDOT Revised 02/19/2016

Optional Fields Level of Access No. Of Students STC/DDOT Student Grade STC/DDOT Student Names/STIs* STC/DDOT *Note that the student’s name and STI are required for most testing irregularities. 23 Revised 02/19/2016

Exception For Adding Irregularities Read-Aloud Tests Choose “Regular” from the Test Type dropdown list when adding an irregularity for an online or paper Read. Aloud test In the Description field state that the test was a Read. Aloud test. 24 Revised 02/19/2016

Searching For An Irregularity The ability to search or view irregularities is based on login information STC can view irregularities in school only DDOT can view irregularities in division Search on IRR No, Admin Year, Test Admin, Status, Assigned To, Description, VDOE Response, and School Name (DDOT only) Edit/View options depends on status of irregularity 25 Revised 02/19/2016

Steps For Searching 1. 2. Select the search criteria from the available fields on the Maintain Irregularities page. To return a list of all testing irregularities, do not specify any criteria. Click on the Search button. See the next slide for the screen shot of the Maintain Irregularities screen. 26 Revised 02/19/2016

Search Irregularity Screen The DDOT can limit a search to a particular school. 27 Revised 02/19/2016

Search Results Screen Search results are sorted by Created Date/Status (See next slide) 28 Revised 02/19/2016

Search Results Sort Order STC default sort order (based on Created Date and Status) Added, Submitted to DDOT, Submitted to DOE, Response by DOE, Resolved by DDOT, Closed by DOE DDOT default sort order (based on Status) Submitted to DDOT, Added, Response by DOE, Submitted to DOE, Resolved by DDOT, Closed by DOE 29 Revised 02/19/2016

Testing Irregularity Statuses Status Next Step Visible By Added A new irregularity has been added by STC or DDOT When irregularity is complete and accurate, submit to DDOT STC (View/Edit) DDOT (View/Edit) Submitted to DDOT An irregularity has been completed and submitted to DDOT for review DDOT must review irregularity and decide to resolve locally or submit to VDOE STC (View only) DDOT (View/Edit) Resolved by DDOT has resolved irregularity locally STC reviews and follows resolution provided by DDOT STC (View only) DDOT (View/Edit) Submitted to DOE DDOT has submitted irregularity to VDOE for resolution VDOE reviews and determines if more information is needed or resolves irregularity STC (View only) DDOT (View only) VDOE (View/Edit) Response by DOE VDOE has requested more information from division DDOT provides additional information to VDOE STC (View only) DDOT (View/Edit) VDOE (View/Edit) Closed by DOE 30 Description VDOE has resolved and closed irregularity Division proceeds based on resolution provided STC (View only) DDOT (View only) VDOE (View/Edit) Revised 02/19/2016

Editing An Irregularity STC may edit irregularity before submitting to DDOT After “Yes” is selected in Submitted to DDOT field, STC cannot edit the irregularity DDOT may change Submitted to DDOT field to “No” to enable STC to edit irregularity DDOT cannot edit irregularity once Submitted to DOE VDOE may change Closed Status to “No” to enable DDOT to edit irregularity 31 Revised 02/19/2016

Steps For Editing An Irregularity 1. 2. 3. 4. 5. Select the search criteria from the available fields on the Maintain Irregularities page. To return a list of all testing irregularities, do not specify any criteria. Click on the Search button. From the Search Results list, click on the Edit link in the Edit column for the irregularity you wish to edit. The Edit link will only appear if you have the authority to edit the irregularity. Make any necessary changes. Click on the Submit Data button to apply your changes. See the next two slides for the screen shot of a sample Search Results list and the Testing Irregularity-Edit screen. 32 Revised 02/19/2016

Sample Search Results Screen Click the edit button to edit an irregularity. Once edited, you can save the changes. If an irregularity is in status Closed by DOE, the DDOT can request VDOE to re-open it so that it can be edited. 33 Revised 02/19/2016

Edit Irregularity Screen 34 Revised 02/19/2016

Exporting Irregularities Individual irregularities may be printed. All testing irregularities are stored in the database indefinitely. At any time, irregularities from a search list may be exported and saved electronically. The irregularities exported will reflect the search criteria entered in the fields on the Search Results screen. For example, if you have a list of irregularities with the status “Submitted to DOE, ” only those irregularities would be exported. 35 Revised 02/19/2016

Exporting Irregularities Screens 36 Revised 02/19/2016

Contact Information Office of Test Administration, Scoring, and Reporting Student_Assessment@doe. virginia. gov 804 -225 -2102 37 Revised 02/19/2016