New Jersey ACCESS and Alternate ACCESS for English Language Learners (ELLs)

New Jersey ACCESS for English Language Learners (ELLs)

and WIDA Alternate ACCESS

District Test Coordinator Training Manual

2023-2024

Division of Teaching and Learning Services

New Jersey Department of Education (NJDOE)

Office of Assessments

November 2023

Presentation Purpose and Guidelines

• This presentation’s purpose is to:

• Assist districts, particularly test coordinators, in preparing for the ACCESS/Alternate

CCESS for ELLs spring assessment.

• Communicate basic information on the ACCESS assessments and the roles, responsibilities

nd requirements of all staff involved in ACCESS assessments administration.

• Guidelines:

• Please review this presentation and turnkey the information with all appropriate staff in

our district and ensure that all required tasks are completed.

• For the purposes of this presentation, ACCESS refers to both ACCESS for ELLs and

lternate ACCESS for ELLs unless specifically noted.

Table of Contents

Topic: Found on Slide(s):

NJ ACCESS for ELLs Assessments Information Slides 4 to 8

ACCESS Roles and Responsibilities Slides 9 to 15

Student Data Responsibilities for ACCESS Slides 16 to 21

Test Coordinator Training Slides 22 to 24

ACCESS Materials Ordering Slides 25 to 29

Test Administrator Requirements and Training/Certification Slides 30 to 38

Additional Administration Considerations for ACCESS Slides 39 to 46

Test Security Slides 47 to 51

Materials Management Slides 52 to 57

Materials Return Slides 58 to 62

Security Breaches Slides 63 to 68

Document Retention Slides 69 to 70

Preparation Resources for ACCESS Slides 71 to 78

Additional Information Slides 79 to 82

New for the 2023-2024 ACCESS and Alternate ACCESS for ELLs Administration Slides 83 to 85

Contact Information Slides 86 to 88

NJ ACCESS for ELLs Assessments

Information

Purpose of the ACCESS for ELLs Assessments

• To comply with federal regulations implementing ESSA, all school

districts in New Jersey must administer the ACCESS for ELLs

language proficiency assessment to all ELLs in grades K–12 or, as

required, the Alternate ACCESS for ELLs in grades K–12.

• Students identified as ELLs must participate in the assessments

en if parents/guardians have refused services for the student.

• Results from the ACCESS for ELLs test administration are used in

he calculation of schools’ and districts’ performance on the

Progress to English Language Proficiency (ELP) indicator for ESSA

school accountability.

Purpose and Use of ACCESS for ELLs Results

• ACCESS for ELLs scores are used for:

• Making decisions about whether students are ready to exit English

language support services;

• Decision-making for student placement into appropriate classes or

groups for instruction, instructional planning;

• Monitoring the progress that students have made in English language

roficiency; and

• Public reporting of English language learner's (ELL's) progress toward

Eng

lish language proficiency and for Every Student Succeeds Act (ESSA)

school accountability systems used to identify what schools need the

most comprehensive and targeted support.

Student Participation Guidelines

ACCESS for ELLs Alternate ACCESS for ELLs

All students in grades K–12 currently

identified as ELLs in accordance with

New

Jersey’s ELL identification process

and who

have an ELL Identification Date in NJ SMART.

Students in grades K–12 who are identified as

ELLs with significant intellectual disabilities

as reflected in their Individualized Education

Programs (IEPs) and meet or will be eligible to

meet

New Jersey’s criteria for participation in

the Dynamic Learning Maps (DLM)

assessment

should participate in the Alternate

ACCESS for ELLs assessment.

Includes ELLs whose parents have refused

services.

Includes ELLs whose parents have refused

services

Note: If a new student enters two weeks or less prior to the test window closing, they

do not need to be tested. If you have any questions regarding this policy, please contact

the NJDOE Office of Assessments at assessment@doe.nj.gov

2023-2024 ACCESS and Alternate ACCESS for ELLs Key Dates*

*Dates are subject to change at

NJDOE discretion. Continue to

review dates on the NJ WIDA

webpage for the most updated

information.

Task Start Date End Date

Test Materials Ordering Available in WIDA

AMS

11/14/23 12/20/23

WIDA AMS Test Setup Available for Test

Sessions

1/5/24 3/29/24

Districts Receive Test Materials 1/29/24 1/29/24

Test Window 2/5/24 3/29/24

Additional Test Material Ordering Window

in WIDA AMS

1/29/24 3/22/24

Deadline for Shipping Completed Test

Materials to DRC

4/2/24 4/2/24

Pre-Reporting Data Validation for Districts 4/26/24 5/8/24

Reports and Data Files Available - Online in

WIDA AMS

6/12/24 6/12/24

Data Posted in WIDA AMS 6/12/24 6/12/24

Reports Available in Districts - Printed 6/28/24 6/28/24

ACCESS Roles and Responsibilities

ACCESS District Test Coordinator (DTC) Role and

Responsibilities

The ACCESS District Test Coordinator:

• Is an administrator-

level staff member such as a supervisor, principal, etc.; this role cannot be assigned to teachers, support staff,

non-professional staff, etc.;

• Oversees and assists school test coordinators and test administrators in their roles including conducting annual training, ans

wering

questions, creating a district testing security plan, and monitoring all aspects of testing;

• Is the main point of contact for the NJDOE for all matters related to ACCESS, including for security breaches and Monitoring Vi

sits;

• Interacts with the District Technology Coordinator and School Test Coordinator to ensure all tasks are completed;

• Completes all requirements and documentation for chain-

of-custody of secure materials;

• Reviews ACCESS District and School Test Coordinator Manual and other required documents such as DRC emails; and

• Creates test administrator and other accounts in the WIDA Secure Portal and WIDA AMS.

• Account creation questions should not be directed to the New Jersey Department of Education (NJDOE), but to WIDA and DRC

irectly.

School Test Coordinator (STC) Role and

Responsibilities

The ACCESS School Test Coordinator:

• Is an administrator-level staff member such as a supervisor, principal, etc.; this role cannot be assigned to teachers, support staff,

non-professional staff, etc.;

• Schedules training for teachers and is the direct point of contact for teacher questions;

• Is the school point of contact for relevant test activities;

• Oversees the administration of the assessment at the school level;

• Interacts with District Test Coordinator and Technology Coordinator to ensure all tasks are completed and that the correct stud

ents are

assessed;

• Utilizes the NJ WIDA website, reviews materials, and disseminates information to staff;

• Reviews the ACCESS District and School Test Coordinator Manual and other required documents;

• Completes all requirements and documentation for chain-of-

custody of secure materials;

• Contacts WIDA and/or DRC help desk for technical support; and

• Relays all questions and information up to the DTC, who may reach out to the NJDOE for further information/clarification.

Technology Coordinator Role and

Responsibilities

Technology Coordinators preparing districts/schools for ACCESS

administration should:

• Oversee computer and other technology device components to ensure

istrict technology readiness and implementation (IT staff);

• Read the COS

-SD Technology User Guide (found on the WIDA Secure Portal);

• Complete the Technology Readiness Checklist (found on the WIDA Secure

ortal); and

• Work with the DTC/STC to ensure completion of all tasks.

District Communication

• District Test Coordinators must share information among staff and ensure that all ACCESS test

administrators are annually trained and prepared for testing.

• District and School Test Coordinators must provide annual turnkey training to all staff involved in

sting.

• For the clearest and most accurate communication, only the District Test Coordinators and District

echnology Coordinators should contact NJDOE Office of Assessments with questions in order to

ensure that issues are relayed through the main point of contact for the NJDOE.

• DTCs should communicate any questions to the NJDOE with complete information regarding the

ssue, and only after reviewing New Jersey and WIDA/DRC documents.

Required Accounts for ACCESS: WIDA Secure

Portal

• WIDA Secure Portal

• Use the WIDA Secure Portal to access test training manuals and resources, as well as

Online Professional Learning modules.

• New District Test Coordinators should contact WIDA Client Services to request an account:

• Email: help@wida.us

• Phone: (866) 276-7735

• DTCs are responsible for creating test administrator and other accounts in the WIDA

Secure Portal; account creation questions should be directed to WIDA Client Services.

• NOTE:

District and School coordinator roles in WIDA AMS and the WIDA Secure

Portal cannot be assigned to teachers, support staff, non-professional staff, etc. Please

review the staff listed with these credentials in both portals and make edits, as necessary.

Required Accounts for ACCESS: WIDA AMS

• WIDA Assessment Management System (WIDA AMS)

• WIDA AMS is managed by Data Recognition Corporation (DRC).

• Use the WIDA AMS to order ACCESS materials, manage student and test information, access score

reports, and find technology resources and testing software via WIDA AMS.

• New District Test Coordinators should contact DRC Customer Service to request an account.

• Email: wida@datarecognitioncorp.com

• Phone: (855) 787-9615

• DTCs are responsible for creating test administrator and other accounts in the WIDA Secure Portal;

account creation questions should be directed to DRC Customer Service.

• NOTE: District and School coordinator roles in WIDA AMS and the WIDA Secure Portal cannot be

assigned to teachers, support staff, non-professional staff, etc. Please review the staff listed with these

credentials in both portals and make edits, as necessary.

Student Data Responsibilities for

ACCESS

Data Responsibilities for ACCESS

• Student data should be reviewed and verified for accuracy, starting with the NJ SMART SARS submission

information, which NJDOE uses to populate the WIDA AMS system with initial student Pre-ID information.

• Districts must continuously update this information in the WIDA AMS if students move within and between

istricts.

• Districts must also maintain the accuracy of student data in the WIDA AMS before, during, and after

dministration of the ACCESS assessments.

• IMPORTANT: T

he pre-reporting data validation period will be the only window in which districts can review

and clean up ACCESS data, which will be used for reporting and accountability purposes.

• This is to ensure that reports from the administration are reflective of finalized data submitted by districts.

• All data must be reviewed for accuracy during the pre-r

eporting data validation window; NJDOE will not make

corrections to student data after the window closes.

Student Data for ACCESS

To ensure accurate school accountability calculations, school districts must fill in all data fields in WIDA Assessment Management System

(WIDA AMS) if missed during the NJSMART SARS submission. Optional fields are mandatory in New Jersey. Errors will impact data

used for reporting and accountability purposes.

Important: These fields must be correctly reported for student records populated from the State Assessment Registration Submission

(SARS) in NJ SMART as well as student records entered directly into WIDA AMS.

• State Assessment Accountable District:

• This data field must be completed for all students in the ‘District Defined Optional Data’ field in WIDA AMS in the following

format: 2 Digit County Code + 4 Digit District Code (Example: 01 + 0110 = 010110).

• State Assessment Accountable School:

• This data field must be completed for all students in the ‘State Defined Optional Data’ field in WIDA AMS in the following

format: 3 Digit School Code (Example: 010).

• District Entry Date:

• This data field must be completed for all students in the ‘Additional field to be used by state’ field in AMS in the following format:

YYYYMMDD.

Removing Students from WIDA AMS

• Please note that students cannot be removed from the WIDA AMS after the information has

been uploaded into the system.

• Students are uploaded into the WIDA AMS from data provided by districts in the NJSMART data

submissions or entered manually by districts for new students.

• For students listed in the WIDA AMS who no longer should be tested by the district, remove

the students from test sessions and ensure the student’s login information is not used.

• These students will be removed from the system at the close of the testing window if Do Not Score

codes have not been added and students have not logged in. The test coordinator will be able to

verify that the student is not listed in the tested file for the district during the pre-reporting data

validation period.

• Please DO NOT assign any Do Not Score Codes to these students in WIDA AMS or on paper-test

booklets.

Pre-Reporting Data Validation Window

•

A pre-reporting data validation window is available to school districts from April 26, 2024, through May

8, 2024.

• ACCESS Test Coordinators and other related staff must ensure that all required fields have been

corrected in WIDA AMS during this window.

• Districts must ensure that all DRC procedures for data validation are followed in order to fix that would

result in missing student scores. issues such as split score reports

• IMPORTANT: The pre-reporting data validation period will be the only window in which districts can

review and clean up ACCESS data, which will be used for reporting and accountability purposes.

• This is to ensure that reports from the administration are reflective of finalized data submitted by districts.

• All data must be reviewed for accuracy during the pre-r

eporting data validation window; NJDOE will not make

corrections to student data after the window closes.

Fixing Spilt Score Records During Data Validation

• When matching test booklets back to students to create composite scores, DRC uses:

• District

• School

• First Name

• Last Name

• SSID

• Grade

• If one of those data points are missing or incorrect by one character, DRC cannot sync the

booklet with the online testing records, and they will appear as two separate records.

• All data must be reviewed for accuracy during the pre-r

eporting data validation window;

NJDOE will not make corrections to student data after the window closes.

Test Coordinator Training

Test Coordinator Training Information

• All test coordinators (district and school) must review all manuals for ACCESS

administration.

• The manuals are available on the WIDA Secure Portal, which requires a login.

• Additionally, there are checklists for Online and Paper ACCESS that highlights all

tasks that need to be completed before, during, and after testing within a school or

district.

• These checklists are customized for NJ and are available on the NJ WIDA webpage.

• The state-specific clarification column contains guidance that the NJDOE expects all

personnel to follow as districts prepare for and administer the test.

• ACCESS for ELLs ONLINE Checklist

• ACCESS for ELLs PAPER Checklist

Test Coordinator Specific Tutorials

Tutorial Videos for Test Coordinators (Online and Paper-based Mode Testing- review specific

checklists)

Training Overview

Ordering Materials

Accessibility Overview

Assigning Accommodations

Test Scheduling

Test Practice and Test Tickets

Managing Test Materials

Additional Materials Orders

Administering the Test

Kindergarten Training Video Series

Alt. ACCESS Test Administration

Monitoring Test Progress

After Testing

Data Validation

Accessing Score Reports

• There are Test Coordinator Tutorial

videos available for viewing in the

WIDA Secure Portal to guide DTC

and STCs through the various tasks

required for ACCESS

administration.

ACCESS Materials Ordering

ACCESS Materials Ordering Windows

•District Test Coordinators can order materials for

ACCESS testing at two times:

• Initial Materials Ordering Window

• Additional Materials Ordering Window

• Review window dates on the NJ WIDA webpage and in the

C emails sent to district-level staff listed in the WIDA

AMS.

Initial Materials Orders (1 of 2)

• Districts administering the ACCESS or Alternate ACCESS test must place a materials order in

the WIDA AMS regardless of testing mode (online or paper).

• Pre-I

D labels are ordered separately and will be included in the initial materials shipment

regardless of materials ordered.

• Pre-I

D labels are generated from the NJ State Assessment Registration Submission (SARS)

in NJSMART.

• All ACCESS for ELLs test materials are ordered from DRC using WIDA AMS.

• Test Coordinators will need to follow the test materials ordering procedures outlined in the

IDA Assessment Management (WIDA AMS) User Guide located in WIDA AMS.

• WIDA AMS requires users to enter enrollments for each school rather than at the district level.

ikewise, District/School labels are generated at the school level.

Initial Materials Orders (2 of 2)

• District users will enter student counts at each grade level as applicable. Districts need to enter

counts at grades for which they have students testing.

• An overage will be provided based upon the materials that are ordered during the

rdering window. Please do not increase material numbers for the sake of having extras.

• All students to be tested must be included in the student counts, even if they are only

sting online and do not need paper materials. Counts for online testers should be entered

into the Online Order Grid.

• Counts for paper testers should be entered into the Paper Order Grid. Any paper tests

eeded MUST

have tier information provided or no materials will be provided.

• There are also grids for Kindergarten, Alternate ACCESS for ELLs, and customized

materials (large print and Braille).

Additional Materials Orders

• Additional materials should only be ordered for students not accounted for during the NJSMART SARS (i.e.; new

students, transfers, etc.).

• Districts may request only on

e Additional Materials Order.

• Before ordering additional testing materials, school districts should ensure all current inventories of overages

have been exhausted across the school district and consolidate overage materials before placing any additional

materials orders.

• District Test Coordinators must use the

District-level Additional Orders Only site to place their Additional Material

Orders.

• Site-l

evel orders placed will not approved for shipment.

• Unusually high numbers of additional materials orders placed will be flagged for NJDOE staff for approval. and may

ot be approved for shipment. The District Test Coordinator may be required to provide additional information.

• Orders needed for additional materials must be completed in a timely manner as orders cannot be expedited for

hipment.

Test Administrator Requirements

and Training/Certification

Certification and Training through the

Redesigned WIDA Secure Portal

• In order to get to the ACCESS for ELLs and WIDA Screener

training courses and quizzes for certification in the portal,

please use the following file path or link

• From the WIDA Secure Portal home page, select Assessment Training.

From there you can filter to find applicable training courses for a specific

assessment or scroll to find the appropriate course. After clicking the

Course Details page, select Enroll Now to access the training course.

• When attempting certification quizzes, users will see how

many points they must score correct in order to achieve a

passing score of 80%.

District Annual Training for Test

Administrators

• District Test Coordinators must share New Jersey-specific

information among staff and ensure that all ACCESS test

administrators are annually trained and prepared for testing.

• District and School Test Coordinators must provide annual

rnkey training to all staff involved in testing.

• These annual trainings must be documented with sign in sheets.

• Individual test administrators must pass all relevant (paper

and/or online) ACCESS test administrator training quizzes

on the WIDA Secure Portal every school year.

2023-2024 Test Administrator Requirements

ACCESS Test Administrators Alternate ACCESS Test Administrators

Are certified New Jersey educators with a district contract (Per diem and

short-term substitute teachers are not eligible to be Test Administrators);

and

Are certified New Jersey educators with a district contract (Per diem and

short-term substitute teachers are not eligible to be Test Administrators);

and

Have received training and PD on WIDA User and Training Manuals, as

well as annual training from their DTC on NJ-specific policies; and

Work with the students taking the Alt. ACCESS on a daily basis; and

Have passed* relevant (paper or online) ACCESS test administrator

training quizzes every year.

Have received training and PD on WIDA User and Training Manuals, as

well as annual training from their DTC on NJ-specific policies; and

Have passed* the paper-based ACCESS test administrator training

quizzes every year.

*When attempting certification quizzes in the new portal, users will see how many points they

must score correct in order to achieve a passing score of 80%.

Test Administrator Recertification

Requirements

• New Jersey Test Administrator recertification is required every year on the WIDA Secure

Portal.

• This aligns with the test administrator certification requirements for all statewide

ssessment programs.

• Test Administrators who are already certified to administer the Speaking test for the WIDA

creener are not required to certify separately.

• Recertification every year is also required for the Speaking test.

• Proof of certification can be printed out and submitted to District and School Test

oordinators, or your District Test Coordinator may view proof of certification with the

Certification Report tool.

• Note:

DTC/STCs must maintain evidence of test administrator required training. Evidence

may be requested by the state during monitoring visits.

Assessment Coordinator Schedules Test

Administrator Training - Group

• Assessment Coordinators may train all Test Administrators as one

group by viewing the required training as a group.

• After the training, each Test Administrator must independently

omplete the required certification quizzes and pass each one.

• When attempting certification quizzes on the new portal, users

ill see how many points they must score correct in order to

achieve a passing score of 80%.

Assessment Coordinator Schedules Test

Administrator Training – Self-Directed

• The Assessment Coordinator may also choose to assign a time

during school hours for Test Administrators to separately view the

required training and take the certification quizzes.

• Each Test Administrator must independently complete the required

ertification quizzes and pass each one.

• When attempting certification quizzes on the new portal, users

ill see how many points they must score correct in order to

achieve a passing score of 80%.

Test Administrator Certification Quizzes

If you are administering… Then you must take the following course quiz…

(On the WIDA Secure Portal)

ACCESS for ELLs Online Online ACCESS for ELLs: Administration

ACCESS for ELLs Paper: Listening, Reading, and Writing Paper ACCESS for ELLs: Administration

ACCESS for ELLs Paper: Speaking

Paper Speaking Quiz for applicable grade cluster course:

• Speaking for Grades 1-5: Scoring ACCESS Paper and

WIDA Screener

• Speaking for Grades 6-12: Scoring ACCESS Paper and

WIDA Screener

Test Administrator Certification Quizzes Continued

If you are administering… Then you must take the following course quiz…

(On the WIDA Secure Portal)

Kindergarten ACCESS for ELLs

Kindergarten ACCESS for ELLs: Administration and

Scoring

WIDA Alternate ACCESS

Alternate ACCESS: Administration and Scoring

Additional Administration

Considerations for ACCESS

ACCESS for ELLs Paper: Estimated Administration

Times

• While there are suggested guidelines for timing for each test, ACCESS for ELLs is not a timed

test. Test Administrators have professional discretion to allow necessary time for each student

to work productively.

• Students work at their own pace using the following guidelines:

• Listening: Approximately 25–40 minutes.

• Reading: Approximately 35–

45 minutes.

• Speaking: Approximately 15–

35 minutes.

• Writing: Approximately 35–

65 minutes.

ACCESS for ELLs Online: Administration

Considerations

Order of Administration: Students’ performance on

the Entry Tasks for the Listening and Reading tests

will determine their placement for Writing and

Speaking.

• Listening then Reading: will be administered first. They may be

administered together or separately.

• Writing and Speaking: c

an be administered in either order, after

the Listening and Reading tests.

ACCESS for ELLs Online: Estimated

Administration Times

• While there are suggested guidelines for timing for each test, ACCESS for ELLs is not a timed

test. Test Administrators have professional discretion to allow necessary time for each student

to work productively.

• Students work at their own pace using the following guidelines:

• Listening: Approximately 40 minutes.

• Reading: Approximately 35 minutes.

• Speaking: Approximately 30 minutes.

• Writing: Approximately 45–

60 minutes (Tier A) and 60–65 minutes (Tier B/C).

ACCESS for ELLs Online:

Additional Equipment

Headset

Headphones

• Can be used for the Listening,

Reading, and Writing domain

tests.

• Used to hear test items on the

Listening and Writing domain

tests.

• Used to hear test directions and

practice items.

• Must have a microphone.

• Can be used for all domains.

• Necessary for the Speaking

domain test to record all

responses.

ACCESS for ELLs Online: Writing Domain

Considerations

The different test delivery and response modes of the Writing test are designed

to meet the needs of all learners:

Grade Level Cluster Writing Test Format Writing Response Mode

–3 Paper

Handwriting in paper

booklets

–5 Online

Keyboarding is the default

mode per New Jersey policy

–12 Online

Keyboarding is the default

mode, with the option to

change to Handwriting for

individual students

Test Assignment Considerations

• Districts are responsible for ensuring the administration of the correct

grade-level and tier-level ACCESS assessment to eligible students.

• All student data and testing materials should be checked prior to administration to

ensure the correct test is given based on student grade-level/tier-level.

• DRC provides NJDOE with a list of students who were tested off grade-

level, and NJDOE will follow up with District Test Coordinators to

investigate why these students were not tested correctly.

• NJDOE may determine corrective action is needed at the district level based

n the results of the investigation.

Tier Override Requests

• The Online ACCESS for ELLs assessment is semi-adaptive, meaning the test platform tracks student

progress in the Listening and Reading tests and presents test items based on students’ previous

performance.

• When students finish the Listening and Reading tests, the test platform evaluates their performance to assign

them to the appropriate tier of the Speaking and Writing tests.

• Therefore, the tier change process is intended to be used only in the rarest of circumstances, such as when

a student with a documented disability is unable to complete a component of the assessment.

• An example would be when a student with a hearing impairment is unable to complete the listening component

of the assessment and requires their tier placement be determined manually so they may continue with the other

components of the assessment in an appropriate tier.

• If your student(s) fall under this circumstance, contact the NJDOE Office of Assessments.

• The Office of Assessments will request additional information regarding the request for a tier override which will

be reviewed internally to determine if an override is justified.

Test Security

• Security is a district-wide responsibility.

• Absolutely no reproduction or transmittal by any means of test

tems, passages, prompts, or other secure items or materials is

permitted.

• Security breaches may have financial consequences for the district.

• Inform all district and school personnel of security procedures prior

test administration.

• Districts should have a testing security plan in place.

Test Security – Staff

• Anyone that does not have an authorized role in the ACCESS

administration may not have access to any secure test

materials, may not observe testing, and may not substitute

for any test administrator.

• Even those who have authorized roles have restrictions on

ecure material access, including primary and additional test

administrators Assessment Coordinator, Data Manager,

Technology Representative, and support staff needed for

safety, behavioral, or medical needs of students.

Test Security Continued

• Test security, including submitting accurate and authentic student responses,

maintaining confidentiality of the test materials, following ACCESS procedures, and

properly implementing all NJDOE Office of Assessments policies, are the

responsibility of all school and district staff.

• All staff must fulfill their roles and responsibilities, including participating in training

nd reviewing all applicable test materials, in order to correctly and accurately

conduct ACCESS testing.

• Failure to review and or implement the training requirements does not alleviate one

he responsibility of maintaining all requirements.

• Improper test administrations can result in professional and financial consequences

for

school and district staff.

Required Signatures on NJ ACCESS/Alt. ACCESS

Test Security Agreements

All staff members involved with ACCESS to any degree must

sign a NJ ACCESS/Alt. ACCESS Test Security Agreement

and

give it to the District/School Test Coordinator.

This includes primary and additional test administrators, test

administration assistants for student support, Assessment

Coordinators, Technology Representatives, Data Managers,

etc.

Failure to sign an agreement does not prevent the implementation of professional and/or

financial consequences in the event of a test breach.

NJDOE staff may request the signed NJ ACCESS/Alt. ACCESS Test Security Agreement from the

DTC/STC during monitoring visits.

Test security agreements are posted on the NJ WIDA webpage. Everyone must sign their

applicable agreement as soon as it is distributed in district, but no later than January 31, 2024.

Materials Management

Materials Receipt and Return Chain-of-

Custody Form

• Each School Test Coordinator is required to complete applicable

information regarding the receipt of secure test materials from the

District Test Coordinator, maintaining materials security, and

packaging the return of materials back to the DTC on this form.

• This form may be duplicated for use by individual school and

maintained as an electronic file, but the content of this form may NOT be

altered.

• This form must be retained in district for 3 years.

• Link to Form on NJ WIDA Webpage: Materials Receipt and Return

Chain-of-Custody Form

Daily Testing Chain-of-Custody Form

• Each School Test Coordinator and Test Administrator must

complete this form each day in which testing takes place, and

materials are moved between the secure storage area and

classrooms.

• This form may be duplicated for use by grade level and/or maintained as

an electronic file, but the content of this form may NOT be altered.

• This form must be retained in district for 3 years.

• Link to Form on NJ WIDA Webpage: Daily Testing Chain-of-

Custody Form

Storage of Secure Test Materials (1 of 2)

All testing materials must be stored in a secure locked area.

• The School Test Coordinator (STC) will distribute test materials to Test Administrators (TAs) and collect the materials at the e

nd of each

test administration day.

• STC will document the distribution and return of test materials to the TA each test administration day.

• STC will keep track of a

ll secure testing materials though a Daily Chain-of-Custody Form, which includes:

• Student Response Booklets by grade;

• All Paper Test Administrator Scripts;

• Online Grades 1 and 2–3

Test Administrator Scripts;

• Speaking Test Booklets;

• Listening and Speaking Tests CDs;

• All used and unused large print and Braille test materials;

• Alternate ACCESS for ELLs Listening/Reading/Speaking Test Booklets; and

• Kindergarten ACCESS for ELLs ancillary materials.

Storage of Secure Test Materials (2 of 2)

All testing materials must be stored in a secure locked area.

• STC will distribute test materials to the TA approximately 15 minutes prior to testing.

• TA must return test materials to the STC within 15 minutes after testing ends.

• The STC must securely destroy the following test materials immediately after all testing is complete:

• Any unused labels;

• District and Test Coordinator Manuals;

• Test Administrator Manual;

• School box range sheet; and

• Online Grades 4-1

2 Test Administrator Scripts.

• If any secure test materials have been shredded, the STC must notify the DTC, who should document the action on

IDA AMS on the Materials Accountability Form.

Missing Test Materials

• If at any time it is discovered that test materials are missing, the following procedures MUST

be followed:

• STCs should notify the DTC immediately, and testing should be halted.

• STCs should also notify the building principal.

• Schools must investigate any report of missing materials. If, after a thorough investigation, a secure document is not

ound, the school assessment coordinator must inform the district test coordinator.

• DTCs should notify the NJDOE Office of Assessments immediately and complete a Security Breach

report with all pertinent information.

• DTCs should also notify their County Education Specialist and district personnel (i.e.; Chief School Administrator,

Assistant Superintendent, etc.).

• The DTC should complete the Materials Accountability Form in WIDA AMS (My Applications > Materials >

ccountability Form).

• Information regarding Security Breaches and required forms are in another section of this presentation.

Materials Return

Preparing Test Materials for Return to DRC (1 of 2)

• Remember, any booklet that contains student response information must have either a Pre-ID Label or a

District/School Label with bubbled student information using a number 2 pencil.

• Failure to affix a label to a booklet with student test information will result in booklets being processed as

nused and no score will be assigned.

• Remove staples, paper clips, and sticky notes from test booklets and securely destroy scratch paper. Any

tudent responses written on scratch paper must be transcribed into an appropriately labeled student response

booklet.

• Detailed information regarding preparing test materials for return can be found in the

District and School Test

Coordinator Manual

and the Test Administrator Manual.

• See the Returning Materials

guide in the WIDA Secure Portal Download library for a quick reference regarding

how to prepare boxes for return and where to affix DRC return shipping labels and UPS labels. A concise table

listing which materials to return, keep, or securely destroy can be found in the

District and School Test

Coordinator Manual

Preparing Test Materials for Return to DRC (2 of 2)

• Large print and Braille test booklets

• Verify that student responses have been transcribed into a standard test booklet. Affix a student

Pre-ID Label or District/School Label to the standard test booklet and verify that student

demographic information has been bubbled with a number 2 pencil if a District/School Label

was used. Large print test booklets may be folded and shipped with other materials in a

standard sized box. Review guidance in the District and School Test Coordinator Manual

and

the Test Administrator Manual

• Alternate ACCESS for ELLs materials that were physically modified to fit the needs of

the student

• Place all pieces of the test materials together in a large envelope labeled with the student's

name. Cut out the bar code from the back cover of the student response booklet and securely

affix it to the outside of the envelope. The bar code is critical in ensuring the booklet is

accounted for. Review guidance in the District and School Test Coordinator Manual

Common Errors and Unique Situations when

Preparing Materials for Return (1 of 2)

Issue Solution

No student label on booklet Booklets without labels will not be processed. If the booklet contains student responses, place a District/School Label on

the front of the student test booklet and bubble in student demographic information using a number 2 pencil. Blank,

unused booklets should be returned without a label affixed.

Modified or misplaced labels Only booklets with DRC labels appropriately affixed will be processed. Do not write on or edit labels. If a booklet

containing student responses has a label that has been modified or edited, place a District/School Label over it and

complete the student demographic information on the booklet using a number 2 pencil. If a booklet that should not be

scored has a Pre-ID or District/School label on it, place a Do Not Process label over the incorrect label.

Demographic information not bubbled Booklets with a Pre-ID Label affixed do not need to be bubbled. If the Pre-ID Label is incorrect, changes to student

demographic information should be made in WIDA AMS

. If the booklet has a District/School Label affixed, the

demographic information should be bubbled on the front and back of the test booklet using a number 2 pencil. You must

fill in this information accurately; errors may result in incorrect, late, or missing scores for the affected students.

Damaged booklet Transcribe the student’s responses into a new test booklet. Transcription guidelines can be found in the

Accessibility and

Accommodations Supplement

. Apply a District/School Label to the new test booklet and complete student demographic

information using a number 2 pencil. Place a Do Not Process Label on the damaged booklet and return both the damaged

booklet and the transcribed booklet.

If in doubt about the extent of the damage and whether a new booklet is needed, contact DRC Customer Service at 855-

787-9615 or WIDA@datarecognitioncorp.com

Booklet soiled by bodily fluids (e.g.,

blood, vomit)

Transcribe student responses to a new test booklet. Transcription guidelines can be found in the

Accessibility and

Accommodations Supplement

. Soiled booklets should not be returned to DRC. Apply a District/School Label to the new

test booklet and complete student demographic information on the new test booklet using a number 2 pencil. Document

the security barcode of the soiled booklet in the Materials Accountability Form in WIDA AMS, and securely destroy the

soiled booklet.

Common Errors and Unique Situations when

Preparing Materials for Return (2 of 2)

Issue Solution

Student mistakenly completes

domains in multiple booklets

Transcribe responses as necessary to create a single test booklet for the student. (See the Accessibility and

Accommodations Supplement

for guidelines on transcription.) This booklet should be labeled with a Pre-ID

Label or District/ School Label. If a District/School Label is affixed, complete all student demographic information

using a number 2 pencil. The incorrect or damaged booklet(s) should have a Do Not Process Label applied prior

to returning to DRC. Document the issue and resolution and keep a copy for your records.

Multiple students mistakenly respond

in a single test booklet

Contact DRC Customer Service at 855-787-9615 or WIDA@datarecognitioncorp.com

for direction.

Student mistakenly completes

domains using another student’s test

ticket (online administration only)

Contact DRC Customer Service at 855-787-9615 or WIDA@datarecognitioncorp.com

and complete an Irregularity

Report to submit to NJDOE Office of Assessments.

Materials that cannot be returned (for

example, soiled)

Paper materials that could not be returned must be accounted for using the Accountability Form in WIDA AMS.

This functionality allows you to document the quantity of materials returned or not returned, as well as any

reasons for materials not being returned. If secure materials containing a security barcode cannot be returned,

complete the Accountability Form in WIDA AMS. See page 53 of the WIDA AMS User Guide

for more

information.

Student mistakenly completes

domains in multiple booklets

Transcribe responses as necessary to create a single test booklet for the student. (See the

Accessibility and

Accommodations Supplement

for guidelines on transcription.) This booklet should be labeled with a Pre-ID

Label or District/ School Label. If a District/School Label is affixed, complete all student demographic information

using a number 2 pencil. The incorrect or damaged booklet(s) should have a Do Not Process Label applied prior

to returning to DRC. Document the issue and resolution and keep a copy for your records.

Security Breaches

Prevention of Security Breaches

• All security breaches are preventable when all staff are

annually trained and implement all required procedures.

• Test Coordinators and other school administrators should

nsure that all staff understand the need and requirement

for proper test procedures.

• The following slides indicate some but not all issues

esulting in a security breach.

Types of ACCESS Security Breaches (1 of 3)

• Testing outside the NJDOE scheduled window.

• Students using or having cell phones, or other non-testing related technology, during testing.

• Prompting the student.

• Helping the student answer the questions.

• Removing/reducing answer choices.

• Submitting answers that the student did not provide.

• Changing a student’s answer.

• Signaling the student through words, inflection of voice, through use of manipulatives, etc..

• Asking the test question again after the student already responded.

Types of ACCESS Security Breaches (2 of 3)

• Completing tests for the student, with or without their presence (not the same as scribing a student’s

answers).

• Viewing the test, teaching to the contents, then testing the students.

• Leaving computer/tablet unattended with test open.

• Plagiarized student responses.

• Allowing staff members who are not the test administrator to see the test questions, directions, etc..

• Allowing a staff member to be a test administrator when they do not meet the NJDOE requirements.

• Retaining, in any form, secure test materials including test items.

Types of ACCESS Security Breaches (3 of 3)

• Any loss of secure test materials.

• Any action that provides inauthentic student work/test responses.

• Any other action that violates the test security agreements,

egardless of whether it was signed.

Security Breach Reporting

• Contact assessment@doe.nj.gov immediately if a security breach is suspected or has occurred.

• Provide your CDS code, district, school, and contact name, and include the suspected/known nature of

the test breach.

• Do not provide any student personally identifiable information (PII) in this email, including the

student’s full State Identification Number (SID). Provide only the last 4 digits of the SID if necessary.

• Include the words “Test Security Breach” in your email subject line.

• Follow up with a completed NJ ACCESS/Alt. ACCESS Security Breach and Irregularity Report Form that

includes complete information in regard to the incident.

• The NJ ACCESS/Alt. ACCESS Security Breach and Irregularity Report Form can be found on the NJ

WIDA webpage under “2023-2024 NJ State Specific Resources.”

Document Retention

Document Retention/Storage

Retain the following documents for three years:

• Materials Packing Lists;

• Security Checklists;

• Test Security Agreements;

• ACCESS Test Administrator Certification Certificates;

• Training Sign In Sheets;

• Materials Receipt and Return Chain of Custody Form (s);

• Daily Testing Chain of Custody Form (s);

• Copies of Security Breach and Irregularity Reports; and

• In a secure file, all documentation related to non-p

articipation of students for ACCESS.

• This includes records of student absenteeism for the entire test window, students not receiving instruction due to illness,

parent refusal, etc..

Preparation Resources for ACCESS

ACCESS and Alternate ACCESS for ELLs

Resources

For more in-depth guidance and information related to the

contents of this presentation, the following resources are

available for review.

Preparation Resources: Manuals

District and School

Test Coordinator

Manual

• Explains all

coordination

responsibilities and

tasks related to the

implementation of all

the assessments in the

ACCESS for ELLs

suite.

Test Administrator

Manual

• One document that

includes K, Paper, Online,

and Alt. ACCESS.

• Focuses on all tasks and

esponsibilities Test

Administrators oversee

immediately before,

during, and immediately

after testing for all

assessments in the ACCESS

for ELLs suite of

assessments.

Note: These manuals require a WIDA Secure Portal login to view.

Preparation Resources:

Accessibility and Accommodations Supplement

• The WIDA Accessibility and Accommodations Supplement supports Test

Administrators’ awareness and selection of test administrative considerations,

universal tools, and accommodations for individual ELLs, in order to produce valid

assessment results.

• The supplement is intended for district and school-

level personnel as well as

decision-making teams, including Individualized Education Program (IEP) teams

and 504 Plan teams, as they prepare for and implement ACCESS for ELLs.

• The information provided in the supplement applies to all ELLs who take ACCESS

or ELLs (Paper or Online), Kindergarten ACCESS for ELLs, and Alternate ACCESS

for ELLs.

• If an English learner with a disability requires an accommodation that is not listed

n the WIDA Accessibility and Accommodations Supplement, the school may request

approval from the Department for the use of a unique accommodation.

• Districts may request approval for use of a unique accommodation through a

nique Accommodations Request Form

to be submitted to NJDOE Office of

Assessments at least two weeks prior to the administration.

ACCESS Accommodations Checklists

• ACCESS Online Accommodations Checklist:

https://wida.wisc.edu/sites/default/files/resource/ACCESS-Online-Accommodations-

Checklist.pdf

• ACCESS Paper Accommodations Checklist:

https://wida.wisc.edu/sites/default/files/resource/ACCESS-Paper-Accommodations-

Checklist.pdf

• Alternate ACCESS Accommodations Checklist:

https://wida.wisc.edu/sites/default/files/resource/Alt-ACCESS-Accommodations-Checklist.pdf

• Kindergarten ACCESS Accommodations Checklist:

https://wida.wisc.edu/sites/default/files/resource/Kinder-ACCESS-Accommodations-

Checklist.pdf

Preparation Resource: Test Administrator

Essentials

• This resource contains tips to

help students and test

administrators prepare for

ACCESS testing and provides

critical information to have at

your fingertips on test day.

• It condenses information from

he Test Administrator Manual

but does not replace it

Preparation Resources: WIDA AMS User

Guide

• The WIDA AMS User

Guide

provides step-by-

step instructions for

completing different

functions within WIDA

AMS.

• Note:

This resource is

housed in the WIDA

AMS.

Additional New Jersey Specific Resources

• New Jersey Department of Education English Language Learner Entry and Exit ESSA Guidance

• New Jersey English Language Learner Identification and Placement Guidance Document for 2023-2024

•

ACCESS New Jersey State Specific Directions for 2023-2024

• ACCESS for ELLs Online Checklist

• ACCESS for ELLs Paper Checklist

• NJ ACCESS/Alt. ACCESS Test Security Agreement

• NJ ACCESS/Alt. ACCESS Security Breach and Irregularity Report Form

• NJDOE Sample District Testing Security Plan

• NJ ACCESS Materials Receipt and Return Chain-of-Custody Form

•

NJ ACCESS Daily Chain-of-Custody Form

• NJ ACCESS Unique Accommodations Request Form

• NJDOE Office of Title III & Bilingual/ESL Education Webpage

• NJDOE Office of Assessments Webpage

Additional Information

Do Not Score Codes (Online and Paper)

If a student was not tested in one or more domains, indicate one of the following reasons by selecting the

appropriate box under Student Management>Manage Students or on the paper booklet.

Do Not Score Code When To Apply

Absent (ABS) Student was absent for one or more sections of the test (including illness, other medical

condition, or for any other reason) and did not participate in make-up testing prior to the end of

the testing window.

Invalidate (INV) Student’s results should not be reported because of a testing irregularity. Do not fill in an INV

box if a student’s booklet should be marked as void because it was assigned to a different student

by mistake; instead, affix a Do Not Process label. If an INV code is needed, fill out a NJ

ACCESS

for ELLs Irregularity Report

to request use of an INV code from the Office of Assessments.

Declined (DEC) Student refused to participate in one or more domains.

Deferred Special

Education/504 (SPD)

The student’s IEP or 504 team has determined that the student should not participate in a

particular domain test due to the student’s special education needs.

Third-Party Providers and Clinics

• Third party providers and clinics will not receive individual

organization designations within the WIDA/DRC vendor portals.

• The districts with whom third-

party providers/clinics contract

services are responsible for testing their students, and these

providers must work with the respective ACCESS District Test

Coordinators to determine how testing should move forward for

the students served by the third-party providers/clinics.

Non-Public ELL Students and Testing

• Information for these students can be found on the Nonpublic

Office’s guidance website for English Language Proficiency testing

and screening:

• https://www.nj.gov/education/nonpublic/state/auxillary/ellservices.shtml

• Any private/nonpublic schools who are looking for further

information about ordering English Language Proficiency tests

should directly contact:

• NJDOE Nonpublic Office: Nonpublic@doe.nj.gov

• NJDOE Bilingual Office: [email protected]

New for the 2023-2024

ACCESS and Alternate ACCESS for ELLs

Administration

WIDA AMS - Improvements

• WIDA has made improvements to WIDA AMS, including refreshed student and test management applications, new locations

for score reports, and a new way to import student information. Users should allow extra time to time to become familiar with

new menu designs and new student and test management processes.

• For more information, visit:

• WIDA AMS

• WIDA Assessment Management System (WIDA AMS) User Guide

• Get ready for 2023-24 updates to WIDA AMS and DRC INSIGHT

• The DRC INSIGHT Secure Student Browser has also been refreshed, for a more accessible student experience. This includes

changes to navigation buttons, magnification and color contrast tools, and a simplified microphone check process.

• Refreshed ACCESS training courses launched in September 2023, to cover improvements to WIDA AMS and DRC INSIGHT.

• Please refer to the WI

DA Test Coordinator Manual for additional updates/information (beginning on page 2).

WIDA Alternate ACCESS

• Alternate ACCESS for ELLs, now renamed to WIDA

Alternate ACCESS, has also been updated for the 2023-

2024 testing year.

• Test administrators will need to get recertified to administer

the new WIDA Alternate ACCESS via the brand-new

training course. The new training course went live on

September 1, 2023.

• For more information on Alternate ACCESS updates, please

isit WIDA’s Alternate ACCESS webpage

, which has been

designed to provide updated information and resources.

Contact Information

Contact Contact Information Contact for Questions Regarding

NJDOE Office of Title III &

Bilingual/ESL Education

ell@doe.nj.gov

• NJ technical/policy and program

assistance

• Student Participation Guidance

NJDOE Office of Assessments assessment@doe.nj.gov

• NJ ACCESS and Alternate ACCESS

assessment administration policy and

procedures

WIDA Client Services Center help@wida.us

1-866-276-7735

• WIDA Secure Portal user accounts

• Training and certification

• Test administration preparation and

procedures

• Content of score reports

DRC Customer Service WIDA@datarecognitioncorp.com

1-855-787-9615

• Materials receipt, inventory, and return

• Labeling of test booklets

• Processing paper test materials

• Data validation and edits

Thank You!

New Jersey Department of Education: nj.gov/education

Questions or comments?

asses[email protected].gov

Facebook:

@njdeptofed

Twitter:

@NewJerseyDOE

Instagram:

@NewJerseyDoe