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Summative ELPAC Checklist

ELPAC Assessment Annual Checklist

January

  •   
    Continue Initial ELPAC testing as needed as new students enroll.  Remember, each student who qualifies to take the Initial ELPAC must be administered the test within 30 calendar days of their first day of enrollment.
  •   
    Communicate to site ELPAC coordinators and ELPAC test examiners 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.  In particular, make sure technology is equipped with necessary browsers.
  •   
    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.

February

  •   
    Continue Initial ELPAC testing as needed as new students enroll.  Remember, each student who qualifies to take the Initial ELPAC must be administered the test within 30 calendar days of their first day of enrollment.
  •   
    Begin Summative ELPAC testing. (Summative ELPAC window: February 1–May 31)
  •   
    Complete the Superintendent Designation form (due by April 1).
  •   
    Review communication from the CDE or ETS about the ELPAC Coordinator Designation form.

March

  •   
    Complete the Superintendent Designation form (due by April 1).
  •   
    Complete the electronic Test Security Agreement and Test Security Affidavit forms in TOMS.
  •   
    Continue Initial ELPAC testing as needed as new students enroll.  Remember, each student who qualifies to take the Initial ELPAC must be administered the test within 30 calendar days of their first day of enrollment.
  •   
    Continue Summative ELPAC testing. Return completed K–2 paper materials for scoring.
  •   
    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

  •   
    Continue Initial ELPAC testing as needed as new students enroll.  Remember, each student who qualifies to take the Initial ELPAC must be administered the test within 30 calendar days of their first day of enrollment.
  •   
    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.
  •   
    Download the current list of ELPAC site coordinators and update the list for rollover.
  •   
    Electronic agreements and affidavits 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 for grades K-2. (The Initial ELPAC ordering window usually opens in April.)

May

  •   
    Continue Initial ELPAC testing as needed as new students enroll.  Remember, each student who qualifies to take the Initial ELPAC must be administered the test within 30 calendar days of their first day of enrollment.
  •   
    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.
  •   
    Complete Summative ELPAC testing.
  •   
    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.

June

  •   
    Continue Initial ELPAC testing until June 30, 2020. Collect all assessment materials for return or destruction. (The window for returning secure, non- scorable 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). 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).
  •   
    Review 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.

July

  •   
    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 created 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/register each site ELPAC coordinator as a user in TOMS. Users will receive an email with logon information. Acknowledging security agreements and affidavits 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.

August

  •   
    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

  •   
    Continue 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.

October

  •   
    Continue 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.)

November

  •   
    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.

December

  •   
    Continue Initial ELPAC testing. 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).

On-going/Continuous

  •   
    Report security breaches and irregularities within 24 hours to the California Technical Assistance Center (CalTAC) by phone at 800-955-2954 or by email at 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.
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