ACT and WorkKeys Test Coordinator Information Manual | State Testing | District Testing

Spring 2024

Test Coordinator Information

Manual

State Testing | District Testing

• Paper Testing (ACT and WorkKeys)

• General Testing Information

• Facility Requirements

• Staffing Requirements

• Materials Security Requirements

• Instructions for Returning Materials

www.act.org

*A0113TA240*

CONTACTING ACT

If you are calling

with questions

about...

Phone Contact Form / Email Hours

(central

time)

ACT–General,

technical, standard

time

800.553.6244, ext. 2800 act.org/stateanddistrict/contactus 7:00 a.m.–

5:00 p.m.

First day of

the testing

window:

6:00 a.m.–

6:00 p.m.

ACT–

Accommodations,

English learner

supports

800.553.6244, ext. 1788 [email protected] 7:00 a.m.–

5:00 p.m.

First day of

the testing

window:

6:00 a.m.–

6:00 p.m.

WorkKeys–all

questions

800.967.5539 [email protected] 7:00 a.m.–

7:00 p.m.

Contact Information for Testing Staff

Note: The toll-free numbers are for testing staff only. Please do not give these numbers

to examinees or parents. Examinees and parents can be directed to https://www.act.org/

content/act/en/contact-act.html.

The Test Coordinator Information Manual includes information for test coordinators on how to

return materials. Materials can be returned to the following addresses:

Polymailer with Processing Envelope:

ACT Processing Center

9200 Earhart Lane

Cedar Rapids, IA, 52404

Boxes:

ACT Processing Center

7405 Irish Drive SW

Cedar Rapids, IA, 52404

Contents

Policies 1

General Testing 1

Standardized Procedures 1

Fair Testing Practices 1

Test Dates 1

Equal Treatment 1

Confidentiality 1

Safety 2

Investigations 2

Right to Terminate 2

Authorized Observers 2

Unauthorized Observers and Media 3

Administering the Extended Break 4

Extended Break (for the ACT with Writing

Only) 4

Makeup Testing 6

Eligibility for Makeup Testing 6

Partially Completed Answer

Documents 6

Ordering Makeup Materials 7

Materials Included in Standard Time

Kits 7

Test Facilities 8

Facility Requirements 8

Introduction 8

Principles of Accessibility 8

Video Monitoring Systems 8

Selecting Facilities 8

Selecting Test Rooms 8

Selecting Test Rooms for Accessibility

Supports 9

Room Type, Size, and Setup 9

Managing a Large Test Room 9

Seating Arrangements 10

Seating at Tables 11

Writing Surfaces 11

Ensuring Quiet Test Sessions 11

Off-Site Testing 11

Sharing an Off-Site Location 12

Seating Arrangement Examples 13

Test Staff 14

Staff Requirements 14

Selecting Testing Staff 14

Who May Act as Testing Staff 14

Who May Not Act as Testing Staff 14

Relatives 14

Athletic Coaches 15

Attentiveness 15

Testing Staff Lists 15

Staff Compensation 15

Staff Roles and Responsibilities 16

Test Coordinator Role 16

Test Coordinator Responsibilities 16

Replacing the Test Coordinator 17

Substitute Test Coordinator Role 17

Substitute Test Coordinator

Responsibilities 17

Test Accommodations Coordinator

Role 17

Test Accommodations Coordinator

Responsibilities 17

Room Supervisor Role 18

Room Supervisor Responsibilities 18

Proctor Role 18

Proctor Responsibilities 19

Roving Proctor Role 19

Roving Proctor Responsibilities 20

Rotating Proctor Role 20

Rotating Proctor Responsibilities 20

Sign Language Interpreter/Reader/

Scribe 20

Staff Training 21

Purpose of Training Staff 21

Staff Training Requirements 21

Manuals 21

Supplements 21

Training Session 21

Training Session Outline 21

Available Staff Training Resources 22

Test Day Briefing Session 23

Test Materials 24

Security of Materials 24

Secure Test Materials 24

Copyrighted Test Materials 24

Keeping Test Materials Secure 24

Storage of Test Materials 24

Secure Storage 24

Authorized Access 24

Unauthorized Transfer of Materials 25

District Shipping Model 25

Transporting Materials for District

Shipping Model 25

Storing and Transporting Materials for

Off-Site Testing 25

Security Breach 26

Receiving Materials before Testing 27

Receipt of Test Materials 27

Check In Test Materials 27

Retain Shipping Boxes 27

Prepare Materials for Testing 27

Store Your Test Materials Shipment 28

Handling Materials on Test Day 29

Remove Materials from Storage 29

Distribute Test Materials to Room

Supervisors 29

Storage after Testing 29

Collecting, Packing, and Returning

Materials after Testing 30

Prepare Materials for Return 30

Return Materials Color-Coding 31

Collect Materials from the Room

Supervisors 31

Pack the Test Materials 33

Return the Test Materials 36

Samples and Forms 37

ACT Test Standard Time Testing Staff

List 38

ACT Test Accommodations/Supports

Testing Staff List 40

ACT WorkKeys Standard Time Testing

Staff List 42

ACT WorkKeys Accommodations/

Supports Testing Staff List 44

Replacement Site Header 46

Test Security 51

ACT Test Security 51

Anonymous Security Hotline 51

ACT Test Security Principles 51

POLICIES | GENERAL TESTING

POLICIES

General Testing

Standardized Procedures

Uniformly administering tests ensures examinees’ academic skills are accurately measured.

Testing staff assume a vital role in carrying out standardized testing procedures.

As with all standardized testing, it is critical that the procedures you employ are identical

to those at other test locations. ACT provides policies, requirements, and administration

instructions to help create a fair testing environment for all examinees. All testing staff

are required to read the digital and paper materials provided by ACT. Adherence to the

standardized policies and procedures outlined in the materials is mandatory.

Fair Testing Practices

ACT endorses the Code of Fair Testing Practices in Education and the Code of Professional

Responsibilities in Educational Measurement, which guide the conduct of those involved in

educational testing. ACT is committed to ensuring that each of its testing programs upholds

the guidelines in each Code. You may locate copies of these codes through the following

organizations:

• Code of Fair Testing Practices in Education: American Psychological Association (https://

www.apa.org/science/programs/testing/fair-testing.pdf)

• Code of Professional Responsibilities in Educational Measurement: National Council

on Measurement in Education (https://www.ncme.org/resources-publications/

professional-learning/library)

Test Dates

Tests must be administered only on the published test dates. Tests administered on any other

date, without prior approval from ACT, will not be scored.

Equal Treatment

All staff are required to administer and supervise the test in a nondiscriminatory manner and

in accordance with all applicable laws, including the Americans with Disabilities Act (ADA),

Individuals with Disabilities Education Act (IDEA), and Section 504 of the Rehabilitation Act.

Confidentiality

Information about examinees, including their names, is confidential. To ensure confidentiality,

you and your testing staff may not copy documents containing individually identifiable

information or use such information for any purpose other than administering the tests.

Questions concerning attendance or test day procedures from parents or examinees can be

answered within the normal confines of student confidentiality policies at your school.

All forms and information contained in administration manuals and other ACT-provided

documentation are the property of ACT and must not be shared with any person who is

POLICIES | GENERAL TESTING

not part of the testing staff. Requests for copies of test date documentation (e.g., Rosters,

Irregularity Reports, etc.) are to be referred directly to ACT or the state agency.

Safety

The safety of staff and examinees at the test site is of utmost importance. If an examinee

or other person becomes confrontational or disruptive, take reasonable steps to defuse the

situation. Contact security personnel at your institution or local law enforcement if you need

assistance. Do not put yourself or others at risk. Report the incident to ACT immediately.

Document the details as an irregularity.

Investigations

In cases of suspected or documented irregularities, all testing staff are obligated to cooperate

fully with ACT and the designated state education agency or district assessment office in

subsequent investigations and respond to requests for information in a timely manner.

In cases where examinees dispute an ACT decision or communication regarding the

administration, the examinees and/or their representatives may contact you directly and

request information. In such cases, you should not become involved in the situation. Staff

cannot provide test administration information to anyone, including (but not limited to) the

examinee, legal representation, and law enforcement. Such requests must be directed to ACT

Test Administration.

Right to Terminate

ACT reserves the right to terminate its relationship with any testing personnel without

advance notice if ACT determines, in its sole discretion and for any reason, that termination is

appropriate.

Authorized Observers

An observer authorized by ACT or from your state education agency or district assessment

office may visit your test site. Such a visit is normally not announced in advance.

If an observer arrives, take the following steps before allowing access to the testing area or

test materials.

1. Check credentials.

Observers must have the following:

• Photo ID (driver’s license, employee ID, etc.)

• Employee ID, business card, etc. showing company/agency affiliation

• Written authorization from ACT (if observer is not from a state education agency or

district assessment office)

Note: If an observer has an employee ID with a photo, a separate photo ID is not needed.

2. If the observer provides the necessary credentials, give the observer your full cooperation.

If not, deny access to the testing area and test materials.

3. Include the observer’s name and company/agency and whether or not the observer was

admitted in an irregularity report.

4. Call ACT if you have concerns about an observer.

Note: The visit may include conducting enhanced test security procedures on test day.

POLICIES | GENERAL TESTING

Unauthorized Observers and Media

To protect examinees from anxiety and distractions, unauthorized persons—including parents,

guardians, children, school board members, recruiters, employers, and members of the media

—must not be allowed to enter, observe, or photograph testing documents, test rooms, or

preliminary activities. They must stay away from the test location until after the administration.

Under no circumstances are cameras of any type allowed in the test rooms. Media coverage

must be limited to meeting with examinees, with their consent, after the test administration and

away from the test rooms. Please inform ACT Media Relations ([email protected]) of

any media requests to report on a test administration. ACT will contact members of the media

to explain its policies. This will help to ensure each request or question is uniformly answered.

POLICIES | ADMINISTERING THE EXTENDED BREAK

Administering the

Extended Break

Extended Break (for the ACT with Writing Only)

If your school is administering the ACT with writing, you may choose to offer an extended

break for lunch or snack between the multiple-choice tests and writing test (for any single-day

testing). This decision is determined by the test coordinator and applies to all writing testing

rooms and administrations for that test date.

Policies for Allowing an Extended Break

The following policies must be adhered to if allowing an extended break:

• The break must not exceed 45 minutes.

~ Test coordinators may determine the length of the break for their school, so long as it is

within the 45-minute guideline.

~ Administrative tasks that typically occur between the multiple-choice and writing tests

(sharpening of pencils, collecting and passing out of materials, etc.) may occur outside

of this break.

• Security of the test materials must be maintained during this break. They must not be left

unattended at any time.

~ Test materials, such as test booklets and answer documents, must be collected from

examinees prior to the break.

~ A member of the testing staff must remain in the test room with the materials during the

break.

• Examinees must be continually monitored for prohibited behavior (discussing test items,

accessing a cell phone or electronic device, etc.) during the break. Examinee watches must

remain in the test room during break, but should be removed from desks and put away.

~ If an examinee engages in prohibited behavior during the break, the examinee must be

dismissed and the examinee's test will not be scored.

• Examinees must remain in the school during the break.

~ If examinees leave the building, they can be given the option to retest all tests on a later

test date (if possible) or to have only their multiple-choice tests scored.

~ Examinees who do not return from break will have their multiple-choice tests scored,

unless they have informed testing staff in advance not to score.

• Room supervisors and proctors must note any unfinished or blank ovals before the writing

test begins.

~ Staff should use a suitable method for tracking blank ovals (e.g., noting the numbers of

the questions left blank for each test on the seating diagram).

~ If, after the writing test, they see that previously blank ovals have been filled in, the

examinee must be dismissed and the examinee's test will not be scored.

• Examinees must be seated in their original seats after the break.

• Even if an extended break is allowed before the writing test, the normally scheduled breaks

during the administration (e.g., the break between Test 2 and Test 3) must still be given at

their assigned lengths. Shortening or skipping other breaks is not allowed.

Extended Break for Accommodations and Supports Administrations

For examinees testing with accommodations and/or supports, the extended break can only

be given for single-day testing. The break is administered after Test 4 and may differ in length

POLICIES | ADMINISTERING THE EXTENDED BREAK

from the extended break offered to standard time examinees, provided it still falls within the 45-

minute guideline.

Violation of Break Policies

Violation of the policies outlined above may result in voiding of test scores.

Suggested Guidelines for Allowing an Extended Break

It is ultimately up to the test coordinator to determine the logistics of giving an extended

break during the administration at their school, but ACT has outlined suggestions for ease of

implementation:

• Assign proctors to monitor examinees during the break at a ratio of 1 proctor per 30

examinees.

• Provide lunch or snack for examinees or designate a special location for them to eat, so

that they do not need to go to the cafeteria or integrate with non-testers. This allows for

easier monitoring of prohibited behaviors.

POLICIES | MAKEUP TESTING

Makeup Testing

Eligibility for Makeup Testing

If an examinee did not complete testing, decide whether to schedule the examinee for makeup

testing.

You may not reschedule examinees who have completed testing in this contract testing

administration. ACT will only report one test attempt per examinee.

Is the examinee eligible for

makeup testing?

The examinee...

Yes No

Was absent on the scheduled test day X

Arrived too late to begin testing X

Began but did not complete testing (partially completed answer

documents)

Was dismissed for prohibited behavior (please confirm your

contract allows this)

Completed testing X

For accommodations and/or supports testing, if you are unable to administer the tests to an

examinee due to absence, you may reschedule that examinee to test on another day within

the testing window. There is no need to notify ACT.

Partially Completed Answer Documents

Use the following table to determine next steps for partially completed answer documents.

If an examinee … Then … And before makeup testing …

• Was absent

• Arrived too late to

begin testing

Set aside the original

answer document for

makeup testing.

Note: Do not use a new

answer document.

Ensure all answer document demographic

blocks are complete.

• Began but did not

complete testing

• Left the testing

location during break

• Was dismissed

due to prohibited

behavior

Set aside the original

answer document for

transferring demographic

responses to a new answer

document.

1. Supervise while the examinee transfers all

demographic responses to a new answer

document for use on the makeup test date.

(Test responses may not be transferred.)

2. For the ACT, grid the student code in

Block J on the examinee's new answer

document. For WorkKeys, grid the state-

assigned student ID number in Block 3 on

the examinee's new answer document.

3. Write VOID on page 1 of the original

answer document, attach it to an

Irregularity Report, and return to ACT after

makeup testing.

POLICIES | MAKEUP TESTING

Ordering Makeup Materials

See the PearsonAccess

User Guide for instructions for ordering materials.

Materials Included in Standard Time Kits

To receive standard time test materials for a designated test date, the test coordinator will

order the Standard Time Kit. It includes one multiple-choice test booklet and one answer

document. It also includes one writing test booklet to deliver the test with writing if offered by

your contract.

These materials will be shipped along with any kits that are ordered:

• One test date flyer

• One administration manual for standard time paper testing, no matter how many kits are

ordered

• One copy of Test Administration Forms for every 20 standard time kits ordered

• One site header, no matter how many kits are ordered

• An adequate number of processing envelope(s) based on the total order

• An adequate number of polymailer return envelopes based on the total order

• Return shipping labels (affixed to boxes and polymailer return envelopes)

• One administration supplement, if it is produced for your testing program

The administration manual, Test Administration Forms, ACT Calculator Policy, and other

supplements for your testing program are available on your ACT-hosted State or District

testing website.

Note:

• Be sure to use only the test booklets shipped for the designated test date.

• For ACT-authorized accommodations and supports materials, contact ACT Customer

Support.

TEST FACILITIES | FACILITY REQUIREMENTS

TEST FACILITIES

Facility Requirements

Introduction

The test coordinator must select the test site and reserve rooms for the test administration.

Test sites and rooms must meet several requirements that help ensure a fair and secure test

environment.

Principles of Accessibility

Under the Americans with Disabilities Act (ADA), tests must be offered in locations accessible

to individuals with disabilities, or in rare cases, in accessible alternative locations.

Video Monitoring Systems

ACT does not allow closed-circuit television (CCTV) in the test site. Please disable or cover

CCTV cameras in the testing room. If your test site must use CCTV cameras in the testing

room, and they cannot be removed, you must take steps to ensure the cameras are not

positioned to capture test content during testing. The test site's use of video monitoring and

storage of recordings must fully comply with the laws of your jurisdiction, and you agree that

the recording is not done at ACT's request. As a reminder, no other cameras—for example,

from the school or external media—are ever to be allowed in the testing room.

Selecting Facilities

Select facilities that:

• Allow testing staff to control access to the testing areas

• Have a phone that staff can use on test day

You may also want to have:

• A room to use as test-day headquarters for staff and materials

• Security personnel

Selecting Test Rooms

Select test rooms that:

• Can be reserved to allow time for the entire test session, plus any potential delays

• Can be rearranged, if needed, to meet seating requirements

• Are quiet and free from potential distractions

• Have good lighting, temperature, and ventilation

• Have an accurate wall clock or other timepiece

• Provide convenient and adequate access to restrooms

TEST FACILITIES | FACILITY REQUIREMENTS

Note: Observing examinees testing in multiple rooms from a central location (such as a

hallway, through glass walls, or security cameras) is prohibited. Avoid rooms with multiple

levels or graduated seating unless you have no alternative. Such rooms make test security

more difficult.

Selecting Test Rooms for Accessibility Supports

• Examinees with different timing must test in separate rooms.

• Examinees with authorized accommodations and/or English learner supports must not test

in a general standard time room.

• Examinees with authorized designated supports and no accommodations may test in a

general standard time room, only if it does not disrupt testing for other examinees.

• Examinees authorized to test with a reader or breaks as needed must test one-to-one.

• Examinees using pre-recorded audio may test as a group if they use headphones, can

control the progress of their own devices, and begin each test at the same time.

• ACT encourages group administrations for examinees authorized for the same

accommodations and/or supports.

• ACT recommends reserving the same room for each day you will be testing and scheduling

consecutive days for examinees authorized to test over multiple days (although you may

skip days as necessary).

• ACT prefers classrooms and recommends no more than 20 examinees in one room.

Note: Small group is defined by the examinee's educational plan or state policy. ACT

recommends that a small group be less than the number of examinees in a standard room

with a maximum of 20 examinees.

Room Type, Size, and Setup

Select rooms that are not so small as to be crowded or so large that test security will be difficult

to maintain. The maximum testing capacity of a room is determined by the number of properly

spaced seats it can accommodate.

ACT recommends:

• Using single-level classrooms

• Avoiding multiple-level seating (it makes it easier to see another examinee's test)

• Seating 15 to 30 examinees in a room for standard time administrations

• Seating no more than 100 examinees in one room

To ensure a fair and secure testing environment:

• Cover or remove material that may give examinees an unfair advantage, such as charts,

strategy maps, or other aids relevant to test taking, problem solving, writing essays, or test

topics. (Geographic maps and the periodic table do not need to be covered.)

• Ensure that examinees will be able to hear the room supervisor without difficulty; if

necessary, arrange for a microphone.

• Examinees testing with extended time must be tested in a separate room from examinees

testing with standard time.

• Arrange the room so that:

~ The room supervisor will be facing the examinees during testing.

~ Testing staff can freely circulate the room and have a clear view of all examinees and

materials.

~ Seating minimizes the possibility of prohibited behavior.

Managing a Large Test Room

If you must test a large number of examinees in a large space (e.g., a gymnasium or assembly

hall), divide it into sections. Assign examinees, materials, and staff to each section like you

TEST FACILITIES | FACILITY REQUIREMENTS

would an individual test room. This makes check-in, handling materials, and monitoring testing

more manageable.

Example: Rows 1–4 are “Section A” and rows 5–8 are “Section B,” or the northeast quadrant

is “Section 1” and the northwest quadrant is “Section 2.”

Testing in a large room requires additional planning, as well as special attention to

documentation.

• Ensure that room setup and seating arrangements meet all requirements.

• Ensure that each section follows the policies for number of staff required.

• Assign one main room supervisor to oversee the administration for the whole room. This

room supervisor accounts for all the room’s materials before and after testing, times the

tests, and reads the verbal instructions to the entire room. (Instructions and timing cannot

be done independently in each section.)

• Assign a room supervisor to each section (as a section supervisor), who is responsible for

all the normal room supervisor duties (except reading verbal instructions and making time

announcements).

• Produce a roster for each section. Section supervisors (and proctors) must have a copy of

their section’s roster to verify ID, seating assignments, and test material distribution.

• Assign answer documents and a sequential set of test booklets to each section. The

section supervisors (and proctors) distribute the materials to the examinees in that section

and collect them when the verbal instructions dictate.

• Ensure the verbal instructions and timing announcements read by the main room

supervisor are clearly heard by everyone. A microphone may be used.

Seating Arrangements

Seating arrangements must minimize any possibility of prohibited behavior. For paper testing,

examinees must be:

• Facing the same direction

• Spaced as far apart as possible

• Seated no closer than is specified in the following table:

Room Type Required Space from Side-to-Side Required Space

from Front-to-Back

Single-Level 3 feet 3 feet

Multiple-Level 3 feet 5 feet

Required Minimum Space Between Examinees

• Seated in straight rows and columns, directly in line with each other

• Seated so that aisle space allows room for staff to circulate throughout the room without

disturbing examinees

• Able to see the room supervisor without difficulty

• Able to see the room clock, if there is one, without looking around

TEST FACILITIES | FACILITY REQUIREMENTS

Seating at Tables

Table Shape Table Size Number of Examinees Per Table

Round Any size 1

Rectangular Less than 6 ft long 1

Rectangular 6–9 ft long 2

Rectangular More than 9 ft long 3

Requirements for the Use of Tables

Note:

• Do not seat examinees where two tables join.

• If 6-foot tables are used to seat two examinees, a 3-foot space is required between tables.

• Examinees must be seated on the same side of the table, and minimum spacing

requirements must be met.

Writing Surfaces

Writing surfaces must be smooth, hard surfaces large enough for all of an examinee’s test

materials. Temporary surfaces that rest on the chair arms or the back of the row in front must

be approved in advance by ACT. Lapboards are not allowed.

Note: For left-handed examinees, use standard left-handed desks or writing surfaces that are

large enough for left-handed examinees to work comfortably. If you have only right-handed

desks available, place two desks together at the far end of a row so left-handed examinees

can use both surfaces.

Ensuring Quiet Test Sessions

Take the following actions to ensure quiet test sessions:

• Ask the building’s administration to turn off audible signals that normally sound at the

beginning and end of classes.

• Ensure that announcements are not made on the public address system during test

sessions.

• Post signs outside the test rooms to warn others that testing is in progress and that quiet is

required.

Off-Site Testing

Each school is expected to serve as a test site, testing all of the eligible students who are

enrolled at the school. If you cannot meet the facility requirements at the school, you must find

an alternative location (community college, church, banquet hall, other high school, etc.).

Consider off-site testing if:

• Audible signals and announcements cannot be turned off during test sessions

• You do not have a quiet area to test away from other activities

• You have an examinee who cannot test at the school

You do not need to be approved to test at an off-site location. ACT requires you provide

information about the location on your test administration forms. If testing off-site, complete the

Secure Storage and Transport of Test Materials form available on your ACT-hosted website.

TEST FACILITIES | FACILITY REQUIREMENTS

Note:

• Test materials are shipped to and picked up at the school (or the district if your testing

program includes the district shipping model) as scheduled by ACT. Test materials must be

kept secure in the transfers between the school and the off-site location and at the off-site

location.

• If you will not be the test coordinator at the off-site location, assign a substitute test

coordinator from your school to the off-site location. You are responsible for training the

designated substitute test coordinator. The substitute test coordinator will not receive

communications from ACT, but is expected to be responsible for the tasks outlined in this

manual.

• Even if a proctor is not required for the number of examinees testing, ensure at least two

staff members from your school are assigned to the off-site location to allow the room

supervisor the ability to take a break if needed.

Sharing an Off-Site Location

If more than one school (including yours) plans to share the same off-site location:

• Each school must meet staffing requirements at the off-site location

• Each test coordinator (TC) must designate rooms to test only the school’s examinees

• Each TC must designate a secure storage area to store only the TC's school’s materials to

avoid accidentally using another school’s materials; mixing test materials will cause a delay

in scoring

• Each school is responsible for returning its own test materials. Materials cannot be returned

together

TEST FACILITIES | FACILITY REQUIREMENTS

Seating Arrangement Examples

TEST STAFF | STAFF REQUIREMENTS

TEST STAFF

Staff Requirements

Selecting Testing Staff

The test coordinator is responsible for selecting testing staff.

Who May Act as Testing Staff

The test coordinator is responsible for identifying people of integrity when selecting their

testing staff. Room supervisors and proctors may be current or retired faculty members,

school administrative or clerical employees, substitute teachers, student teachers, or

paraprofessionals.

All testing staff are required to administer and supervise the test in a nondiscriminatory manner

and in accordance with all applicable laws.

Who May Not Act as Testing Staff

• High school students, volunteers, and lower-division undergraduates

• Anyone who intends to take the same tests within the next 12 months

• Anyone involved in test preparation activities for the same tests at any time during the

current testing year (September 1–August 31)

Note: ACT recognizes that the normal duties of a counselor or teacher may involve some

responsibilities for test preparation. These activities are not a conflict of interest, provided they

are part of job responsibilities specifically defined by one’s employer and the employer is not a

commercial enterprise.

Relatives

To protect you and your relatives or wards from allegations of impropriety, if you have any

relative or ward who will be testing under a state or district contract anywhere in the United

States during the same testing window for which you are a test coordinator:

• You must not serve as test coordinator or substitute test coordinator. You must delegate

all supervisory responsibilities—including the receipt and return of test materials—to a

qualified colleague.

• You may serve as a room supervisor or proctor for a test administration, but you must not

have access to the secure test materials before or after these testing sessions, and any

relative or ward must not be testing in a room in which you are working. If you do serve as

a room supervisor, you must not have access to any of the relative or ward's test materials

at any time.

Relatives and wards include children, stepchildren, siblings, spouses, parents, and persons

under your guardianship or anyone who resides in your household. Scores for an examinee

will be canceled if any of these policies are violated.

Note: If your state testing program ships materials to the district office, the district test

coordinator must comply with the Relatives policy. If your state has a stricter Relatives policy,

you should abide by that policy.

TEST STAFF | STAFF REQUIREMENTS

Athletic Coaches

To protect athletic coaches and student-athletes from the appearance of a conflict of interest,

an athletic coach:

• May not serve as test coordinator

• May not have access to secure test materials before or after testing

• May serve as a room supervisor, but may not supervise one-to-one testing for a student-

athlete

The policy applies to any head or assistant coach of any high school or college athletics

program, whether or not the sport is in season at the time of testing.

Attentiveness

Staff must remain attentive to their testing responsibilities throughout the administration.

Reading (except the manuals or supplements), grading papers, using a computer, cell phone,

recording or media device, talking casually with other staff, or engaging in any activity in the

test room not directly related to the administration is not allowed.

Testing Staff Lists

Test coordinators complete Testing Staff Lists (included in the back of this manual) for each

test date, listing all personnel involved in administering the tests (including anyone assisting

with materials or security).

Staff Compensation

ACT does not compensate testing staff for administering State testing or District testing.

TEST STAFF | STAFF ROLES AND RESPONSIBILITIES

Staff Roles and

Responsibilities

Test Coordinator Role

The test coordinator may serve at only one location and must be on file at ACT. The test

coordinator has overall responsibility for coordinating test operations, including storing

materials and setting up test rooms. The test coordinator provides the continuity and

administrative uniformity necessary to ensure that examinees are tested under standardized

and secure conditions.

Number required: One per test site

Test Coordinator Responsibilities

Prepare facilities:

• Select and reserve test rooms

• Prepare test rooms for test day according to ACT guidelines

Assign and train staff:

• Identify a sufficient number of qualified personnel to serve as room supervisors and

proctors

• Conduct a local training session for all testing staff before the test dates, including review of

the administration materials and systems

Coordinate testing activities:

• Submit accommodations and/or supports requests with the assistance of test

accommodations coordinators, if needed

• Ensure all testing staff, including the test accommodations coordinator, are aware of tasks

that need to be completed and the associated deadlines

~ One week after the accommodation submission deadline, run the Accommodations

and Supports Roster in PearsonAccess

. Coordinate with the Test Accommodations

Coordinator to compare the roster with the Decision Notification Letter. Contact ACT to

resolve any discrepancies

• Order test materials, including any WorkKeys alternate test formats for examinees, as

needed

• Receive, check in, and securely store test materials

• Schedule test dates within the test window for examinees testing with accommodations and

supports

• Arrange for examinees to complete non-test information and support examinees in creating

MyACT accounts

• Plan seating arrangements for each room

• Create a roster of examinees scheduled to test in each room before test day

• Organize test materials for room supervisors

• Notify examinees of the test date(s), location, and materials needed

• Arrange for testing staff to apply barcode labels on answer documents, or if no barcode is

available:

~ Grid the student code in Block J for the ACT

~ Grid the state-assigned student ID in Block 3 for WorkKeys

TEST STAFF | STAFF ROLES AND RESPONSIBILITIES

• Arrange for transfer of test responses to answer documents for examinees approved for

alternate response supports

Maintain security:

• Read and comply with all policies and procedures in the materials provided by ACT

• Ensure tests are administered in strict compliance with all policies and procedures

documented in these materials

• Ensure all testing staff remain attentive to testing responsibilities throughout the entire

administration

• Promptly return test materials to ACT after each test date

• Provide a timely response to requests from ACT when additional information is needed

Ensure complete documentation:

• Ensure room supervisors complete all required documentation during the administration

• Verify and return all documentation after testing

• Oversee the documentation of all irregularities and consult directly with ACT regarding

actions to be taken

Replacing the Test Coordinator

If the test coordinator is unable to supervise the test administration, the district test

coordinator must update the test coordinator information on the Manage Contacts screen

in PearsonAccess

, grant user access to the new test coordinator, and delete the old test

coordinator's user account. ACT uses Manage Contacts information for communications and

shipments.

Substitute Test Coordinator Role

If the test coordinator becomes ill or is otherwise unable to be present on test day, the

substitute serves as the test coordinator. If the test coordinator cannot be present on test day

due to off-site testing, the test coordinator may appoint a substitute test coordinator to serve

off-site. The substitute is encouraged to assist the test coordinator prior to, during, and after

testing and is also expected to participate in training provided by ACT prior to the test date.

The substitute test coordinator can serve at only one site.

Number required: One per test site

Substitute Test Coordinator Responsibilities

The substitute test coordinator is responsible for all of the same activities as the test

coordinator. If the test coordinator is not present, the substitute carries out all needed activities.

If the test coordinator is present, the substitute may assist the test coordinator, as needed.

Note: If the test coordinator is not able to supervise the administration, the substitute must

notify the appropriate district official to update user access in PearsonAccess

Test Accommodations Coordinator Role

The test accommodations coordinator may assist with activities around administering test

accessibility supports for the ACT.

Number required: Optional, recommended 1-2

Test Accommodations Coordinator Responsibilities

• Submit requests for ACT-authorized accommodations and English learner supports in the

Test Accessibility and Accommodations System (TAA)

TEST STAFF | STAFF ROLES AND RESPONSIBILITIES

• Assist test coordinator with ordering appropriate WorkKeys accommodations materials, if

applicable

• Help organize materials for any examinees testing with accommodations and supports

• Help with accommodations and EL supports test administrations

• Coordinate with the test coordinator to have email communications forwarded and to

compare the Accommodations and Supports Roster with the Decision Notification Letter

Room Supervisor Role

Each room must have a room supervisor responsible for all testing activities in that room. Each

room supervisor must be present for the entire test session. The test coordinator may assume

the role of room supervisor if only one room is used.

Number required: One per test room

Room Supervisor Responsibilities

Prepare for test day:

• Assist the test coordinator, as needed

• Attend the training and briefing sessions conducted by the test coordinator

Check-in activities:

• Individually identify and admit examinees to rooms; verify ID and mark the roster

• Direct examinees to seats once they are admitted

• Ensure all examinees admitted to a room are assigned the same timing

• Ensure all examinees authorized to test over multiple days are ready to begin the same

test

Administer the test:

• Prepare the room for testing

• Take responsibility for a test room and provide an environment conducive to testing

• Count test booklets upon receipt from the test coordinator

• Distribute test materials, keeping test booklets in sequential serial number order

• Read verbal instructions verbatim to examinees

• Properly time tests

• Monitor testing progress

Maintain security:

• Keep test materials secure during testing and breaks

• Monitor for prohibited behavior during testing and breaks

• Collect and account for all test materials before dismissing examinees

Ensure complete documentation:

• Complete all information on the appropriate administration forms

• Record detailed documentation of any irregularities and, as required, void examinees’ tests

• Return all test materials and forms to the test coordinator after testing

Proctor Role

As test rooms increase in size, proctors are required to assist the room supervisors.

Number required: The following table describes the minimum number of required proctors. If

your state or district has a stricter proctor policy, you should abide by that policy.

TEST STAFF | STAFF ROLES AND RESPONSIBILITIES

Number of Proctors Needed for Standard Time Paper Administrations

Number of Standard Time Examinees Proctors Needed

1–30 0

31–60 1

61–100 2

101–150 3

151–200 4

Number of Proctors Needed for Accommodations/Supports Paper

Administrations

Number of Accommodations/

Supports Examinees

Proctors Needed

1–20 0

21–40 1

41–60 2

61 or more 1 additional proctor for every

additional 20 examinees

Proctor Responsibilities

Prepare for test day:

• Assist the test coordinator as needed

• Attend the training and briefing sessions conducted by the test coordinator

Check-in activities:

• Help room supervisors individually identify and admit examinees

• Direct examinees to their seats

Administer the test:

• Prepare the room for testing

• Distribute test materials, keeping test booklets in sequential serial number order

• Verify proper timing of the tests, using a different timepiece than the room supervisor

• Monitor testing progress

Maintain security:

• Monitor for prohibited behavior during testing and breaks

• Report any irregularities to the room supervisor immediately

• Accompany examinees to the restroom if more than one leaves during the timed portion of

the test

• Collect and account for all test materials before examinees are dismissed

Roving Proctor Role

Schools that use multiple rooms, floors, or buildings are encouraged to appoint roving proctors

to assist the test coordinator.

TEST STAFF | STAFF ROLES AND RESPONSIBILITIES

Number required: Optional

Roving Proctor Responsibilities

• Assist with check-in and/or directing examinees to test rooms and seats

• Help the test coordinator prepare the test materials for test rooms

• Monitor hallways or escort examinees

• Give room supervisors a break during testing

• Keep the hallways quiet if other rooms are still testing

• Count and prepare test materials for return to ACT

Rotating Proctor Role

Proctors are normally expected to serve in a single assigned room for the entire test session.

However, if schedules require, proctors may be “rotated” or replaced at the break, provided no

room is ever left unattended.

Number required: Optional

Rotating Proctor Responsibilities

Rotating proctors are responsible for all proctor tasks once they have replaced the existing

proctor.

Sign Language Interpreter/Reader/Scribe

Individuals who serve as a sign language interpreter, reader, or scribe must meet all of the

following criteria:

• Proficient in English, and if applicable, the appropriate sign language system

• Experienced in administering standardized or other “high-stakes” tests

• Employed by the school district where the examinee attends school

• Agrees to administer the tests in compliance with ACT policies and procedures

• Reads and signs the agreement for their administration

• Not a relative or guardian of the examinee

• Not a private consultant or individual tutor whose fees are paid by the examinee or

examinee’s family

• Not engaged in test preparation activities for ACT during the current academic year

• Athletic coaches may not supervise one-on-one testing for a student-athlete, even if their

sport is not in season at the time of testing

Test scores achieved under the supervision of an individual who does not satisfy all

requirements will be canceled.

TEST STAFF | STAFF TRAINING

Staff Training

Purpose of Training Staff

All testing staff must understand all ACT policies and procedures and their responsibility

for implementing them. It is critical that all test sites follow the same procedures for a fair

and standardized testing experience. Properly training staff also helps reduce the risk of a

misadministration.

Staff Training Requirements

The test coordinator is responsible for providing manuals, supplements, and training to all test

site staff before test day.

Manuals

ACT provides manuals to communicate its policies, procedures, and expectations. They are

proprietary information and copyrighted by ACT. Manuals should be used by staff to prepare

for and administer the tests, and must not be copied or shared for any other purposes. Test

coordinators should provide each testing staff member a complete administration manual

before the training session. It is especially important for room supervisors to read and

understand the policies, procedures, and directions.

Supplements

Supplements or notices may be sent to test coordinators before the test day via email

or included in test materials shipments. These supplements contain the most up-to-date

information on policies and procedures. They should be distributed to all staff and are intended

to augment the policies and procedures contained in the administration manuals.

Training Session

Test coordinators hold a training session before test day to prepare staff (both new and

experienced) for test day activities. This training session is required. The session should be

used to discuss policy, address procedural and logistical issues, and ensure everyone has a

common understanding of what is to take place on test day. An outline of topics is provided to

guide the discussion.

Note: This training session is separate from the briefing session conducted on test day.

Training Session Outline

The test coordinator is expected to discuss the following topics with staff during the training

session. A separate session may be held with accommodations testing staff to cover topics

relevant to accommodations. All training sessions must occur before test day and include

information from training conducted by ACT.

Facilities Requirements and Setup:

• Demonstrate proper seating arrangements and test room preparation, including:

~ Ease of staff observation and movement

~ Seating left-handed examinees

~ Timepieces

~ Any items in the room that need to be covered/removed for testing

TEST STAFF | STAFF TRAINING

Test Materials:

• Discuss the difference between secure and non-secure materials

• Discuss the difference between standard materials and accommodations materials and

highlight that using the wrong test materials can result in the cancellation of scores

• Explain materials that will be supplied by:

~ ACT

~ Your site

~ Examinees

• Describe the process for how materials will be distributed to and from room supervisors on

test day and how room supervisors will distribute materials to examinees in the test room

• Outline the importance of:

~ Never leaving materials unattended

~ Verifying counts of secure materials before and after testing

~ Not allowing unauthorized individuals access to test rooms or materials

Non-Test Activities:

• Discuss when and where all examinees, including those testing with accommodations

and/or supports, will complete non-test information. This includes answer document

demographics and MyACT non-test information for the ACT.

• Discuss the sections that must be completed and the importance these sections play in

score reporting.

• Remind staff to read and follow the Verbal Instructions for Answer Document

Demographics as written in this manual.

Test Administration:

• Discuss when and where staff members are to report on test day

• Explain how to use the Roster

• Review acceptable forms of identification

• Explain the process for seating examinees and the rules to follow when choosing where to

seat an examinee

• Discuss start times and when to stop admitting examinees to the test room

• Discuss the policy for watches, cell phones and other electronic devices for both

examinees and staff

• Explain how to use the manual on test day, stressing the importance of following

instructions exactly and reading verbal instructions verbatim

• Explain how to use any supplemental materials

• Discuss timing procedures and administering breaks for all types of administrations

• Discuss monitoring the test room and expected staff behavior, including:

~ Handling prohibited behavior

~ Handling testing irregularities

~ Checking calculators

~ Checking authorized bilingual dictionaries

• Review how to fill out the Test Administration Forms and submit Irregularity Reports

Note: If there are additional rules or policies specific to your state, district, or test site, be sure

to also cover those items with testing staff. Staff should have a comprehensive understanding

of all expectations and procedures before test day.

Available Staff Training Resources

Additional staff training resources are available on your State or District testing website. The url

for this site is provided in email communications from ACT.

TEST STAFF | STAFF TRAINING

Test Day Briefing Session

A staff briefing session is required each test day morning, even with experienced staff.

During this session, ensure all staff are present and make necessary adjustments to staff

assignments. Ensure all staff understand their responsibilities and answer questions with the

group so everyone has the same information.

In particular, discuss the following:

• Information in any ACT notice

• Cell phone and prohibited devices policy and procedures

• Calculator policy and procedures

• Test site specific information

• How staff are to communicate with the test coordinator during testing

• Arrangements for left-handed examinees

• Arrangements for examinees authorized to test with accommodations and supports

• How to handle breaks

• What to do with examinees dismissed for prohibited behavior

TEST MATERIALS | SECURITY OF MATERIALS

TEST MATERIALS

Security of Materials

Secure Test Materials

Secure test materials include the secure test booklets as well as all materials with an

examinee’s identifying information. This includes: test booklets, answer documents with

barcode labels applied, barcode labels that have not yet been applied to answer documents,

answer documents with no barcode label and gridded student demographics, and non-test

instructions printed with student information.

Copyrighted Test Materials

Tests are copyrighted and cannot be reproduced nor used for any purpose other than testing.

They may not be opened or accessed by any person other than the examinee on test day.

Testing staff and examinees are prohibited from disclosing test content to anyone.

Scores earned by examinees who may have had advance access to test content will be

canceled, and scores will not be reported.

Keeping Test Materials Secure

The test coordinator is responsible for the security of all test materials from the time the

materials are delivered to the time they are returned to ACT. The test coordinator must protect

the materials from damage, theft, loss, or conditions that could allow prior access to the tests.

Storage of Test Materials

Materials must be kept in secure storage at all times before and after testing.

Secure Storage

Secure storage is considered a locked safe or vault to which only the test coordinator and

other specifically authorized individuals have access. If a safe or vault is not available,

materials may be stored inside a locked file cabinet or closet that is inside a locked room, with

the following stipulations:

• Only the test coordinator and the substitute test coordinator may have access to the

cabinet or closet.

• The cabinet or closet must have a built-in lock or a heavy-duty padlock. The keys must

always be kept secure and should not be part of a master key system.

• The door to the room in which materials are stored must be kept locked when not in

authorized use.

• The secure location must not be accessible through a window or a dropped ceiling.

Authorized Access

Staff access to materials must be limited to necessary test day preparation activities, the test

administration, and counting and packing materials for return to ACT. Access to test materials

TEST MATERIALS | SECURITY OF MATERIALS

prior to test day is restricted to the test coordinator and substitute test coordinator. However, a

designated staff member may assist with materials if the test coordinator is present and if that

individual does not present a conflict of interest.

Unauthorized Transfer of Materials

Test materials may not be shared between schools. Use only the test materials assigned to

your school. If examinees test with materials that have been transferred from another school,

the tests will not be scored.

Note: If your testing program includes district shipping, review the policies and procedures

outlined in the district shipping model section. Transfer of materials between the district and

schools must be documented using the Secure Storage and Transport of Test Materials Form.

District Shipping Model

Administration manuals and supplements are written for school staff with the understanding

that test materials are shipped directly to the school and back to ACT. However, if your State

testing program includes district shipping, then all shipments to and from ACT will first pass

through a district official. ACT will inform the school test coordinator when the school is part of

a district shipping model.

The district official is supplied with the Secure Storage and Transport of Test Materials Form.

The supplement explains security measures to take and how to document the transfer of

materials to and from schools. The supplement can be found on the ACT-hosted website.

Transporting Materials for District Shipping Model

When materials are being transported between district and school, the following requirements

apply:

• A test coordinator may transport only the materials specifically assigned to his or her

school for the test event.

• The vehicle used to transport the materials may not transport examinees at the same time

it contains test materials.

• No other individuals or third parties (including any couriers, distribution companies, or

delivery companies) may receive or transport the materials.

• The Secure Storage and Transport of Test Materials Form is used when transporting

secure test materials between a district and a school and can be found on the ACT-hosted

website. The form documents the dates, locations, item quantities, and personnel involved

in the transfers. The completed form establishes a chain of custody for the materials and

helps verify that a school returned all of their secure materials to the district.

Storing and Transporting Materials for Off-Site Testing

Test materials may not be stored at an off-site testing location overnight. Materials must remain

in secure storage at the school until the morning of testing and returned to secure storage at

the school at the close of testing each day. For each day of testing, test materials must be:

• Under the personal responsibility of the testing staff

• In a vehicle that is not transporting examinees

• Transported to the off-site location in the morning

• Transported to the school after testing

Note: If your site has multiple campuses or buildings and cannot meet these transportation

requirements, contact ACT.

The Secure Storage and Transport of Test Materials Form is used when transporting secure

test materials between a school and the location for off-site testing and can be found on the

ACT-hosted website. The form documents the dates, locations, item quantities, and personnel

TEST MATERIALS | SECURITY OF MATERIALS

involved in the transfers. The completed form establishes a chain of custody for the materials

and helps verify that a school returned all of their secure materials.

Security Breach

A security breach constitutes any of the following:

• Items are missing from your shipment.

• You receive test booklets that do not match the serial numbers on your packing list.

• Test booklet seals are broken at any time (except by examinees as instructed on test day).

• A test booklet is lost, stolen, or otherwise missing (even if only temporarily) at any time.

• The materials appear to have been tampered with in any way.

• You have reason to believe someone had unauthorized access to the materials.

Report a security breach to ACT immediately. If it occurs during testing, do not allow

examinees to leave the building before calling ACT for instructions.

TEST MATERIALS | RECEIVING MATERIALS BEFORE TESTING

Receiving Materials

before Testing

Receipt of Test Materials

Test materials will be shipped to the institution where the test will be administered or to an

authorized central office (e.g., district assessment office).

Check In Test Materials

Materials must be checked in by the test coordinator within 24 hours of receiving them from

ACT.

1. Examine the boxes for signs of tampering.

2. Open the boxes and check the contents to be sure you have all items on the packing list.

Note: If the contents don’t match the packing list, contact ACT immediately.

3. Check the serial numbers of the test booklets against the numbers shown on the packing

list.

4. Count each booklet; do not assume that the groups of booklets are complete.

Note: If any of the test booklets are shrink-wrapped, do not unwrap them until the morning

of test day. Instead, check the serial number of the first booklet in each pack against your

packing slip.

Retain Shipping Boxes

Keep the boxes in which the test materials were shipped to you. These boxes, with return

shipping labels on the inside of the flaps, must be used to return all test materials.

Return standard time materials after each standard time test date. Return accommodations

and/or supports materials at the end of the accommodations and/or supports testing window.

Prepare Materials for Testing

Before test day, follow these steps to properly prepare the test materials:

1. Prepare the answer documents as directed in the administration manual.

2. Assign a sequential series of test booklets to each test room.

3. Organize the answer documents that have completed non-test demographic information

and a barcode label by test room.

a. Ensure examinees will receive their own answer document.

b. Allocate a few extra blank answer documents per room in case of defective materials

or a misgrid.

4. Prepare the Test Administration Forms.

a. Fill in the test site and room information on each Test Room Report.

b. List all the examinees assigned to a test room on each Roster.

5. Reseal all materials in the box(es) and place them in secure storage.

IMPORTANT: Do not remove the checked-in and sorted test materials from locked

storage again until test day morning.

TEST MATERIALS | RECEIVING MATERIALS BEFORE TESTING

Store Your Test Materials Shipment

After you have counted and checked the condition of all materials in your shipment, securely

store them.

1. Reseal the boxes with the provided tape.

2. Write your name across the seal.

3. Lock the boxes in secure storage.

4. Protect the materials from damage, theft, loss, or from any conditions that could allow prior

access to or knowledge of the tests.

TEST MATERIALS | HANDLING MATERIALS ON TEST DAY

Handling Materials on

Test Day

Remove Materials from Storage

1. Materials must remain in secure storage until the morning of test day. At that point, the

test coordinator may remove materials, check for tampering, and verify all materials

are present. If anything is missing or you suspect tampering, do not proceed. Call ACT

immediately.

2. If all materials are present and no tampering has occurred, prepare them for distribution to

room supervisors.

Distribute Test Materials to Room Supervisors

Test coordinators distribute materials to room supervisors only on the morning of test day,

normally during the briefing session.

1. Count out the appropriate number of test booklets and answer documents for each room, if

not done before test day.

2. Record the quantities and test booklet serial number ranges on the Test Room Report,

located on the Test Administration Forms.

3. Personally hand the test materials to each room supervisor.

4. Watch the room supervisor count the booklets to verify what was received. Resolve any

discrepancies before proceeding. Be sure the Test Room Report accurately reflects the

booklets that are in the room supervisor’s possession.

5. Write your initials in the “Before Testing” section of the Test Room Report, then watch the

room supervisor sign the “Before Testing” section.

6. Return any excess materials not distributed to room supervisors to secure storage. If the

secure storage location is remote from the testing area, use a room that can be locked

when unattended, is convenient to the testing area, and where access is restricted to

staff and authorized observers. Materials not locked in secure storage must never be left

unattended.

Storage after Testing

After accounting for all materials from the room supervisors, test coordinators prepare them for

return after each test date. All used and unused materials must be returned to locked storage

immediately after each test administration.

TEST MATERIALS | COLLECTING, PACKING, AND RETURNING MATERIALS AFTER TESTING

Collecting, Packing, and

Returning Materials after

Testing

Prepare Materials for Return

If You Did Not Test

If you did not test any examinees with standard tests or accommodations tests (or both) the

test coordinator needs to indicate this in PearsonAccess

. This needs to be completed for

each test date/window.

a. Select the Setup icon and choose Organizations.

The Organizations screen appears.

b. Check the box beside your organization.

c. In the Tasks pane, select Create / Edit Organizations in the drop-down menu, and

select the Start button.

d. When your organization screen opens, select the appropriate checkbox(es) to indicate

whether you did not test any examinees with standard tests or accommodations tests

(or both).

e. Select the Save button, and then select the Exit Tasks button.

2. Complete the outside of the processing envelope(s) and mark “Did not test (provide

reason).”

3. Discard the unused Site Header.

4. Pack the processing envelope into the polymailer return envelope. Use the polymailer with

the colored return sticker that is the same color as the envelope you are placing inside.

5. Follow the instructions for packing the boxes to prepare the other materials for return.

6. If you will administer makeup testing, keep unused manuals and forms. Otherwise,

securely destroy manuals at the end of testing.

Keep Materials Separate

Materials should be separated by administration type (e.g., standard time, accommodations),

including all test room materials and Testing Staff Lists.

Materials Needed for Return

Processing Envelopes

Answer documents and test administration items go together in the tyvek processing

envelope(s). A checklist is also included on the front of each processing envelope for

convenience. Fill out the front of each processing envelope with all requested information.

Do not overpack the envelope. Use multiple processing envelopes, if needed, to accommodate

all materials.

TEST MATERIALS | COLLECTING, PACKING, AND RETURNING MATERIALS AFTER TESTING

Polymailer Return Envelopes

Tyvek processing envelopes are packed into polymailer return envelopes for return to ACT.

Use one polymailer per administration type. All polymailers have a prepaid return label

attached.

Shipping Boxes

• Use only the boxes(s) provided by ACT to return certain materials. They contain a prepaid

return label.

• See the procedures for packing the boxes to ensure the correct materials are included.

Completed Testing Staff List(s)

Include the completed applicable Testing Staff List(s) for your test date with your return

materials.

Test Room Materials

Each test room's materials should be collected and organized for return.

Return Materials Color-Coding

Be sure to match the color of the processing envelopes to the color of the return sticker on the

outside of the polymailers and boxes. Do not cover the pre-paid shipping label with the

colored sticker.

Administration Type Materials

Color

ACT Standard Time, paper Red

ACT Accommodations/Supports, paper (ACT-Authorized and Non-College Reportable) Aqua

ACT Online Testing Olive

ACT WorkKeys Standard Time, paper Purple

ACT WorkKeys Accommodations /Supports, paper Gold

Collect Materials from the Room Supervisors

For each testing room, test coordinators should use the following checklist to ensure they have

secure materials and documentation from each room supervisor.

Note: Room supervisors cannot be dismissed until all required materials have been collected.

Materials Required to Collect:

Test Booklets

For each room’s test booklets, make sure:

• There are no answer documents inside the test booklets

• For ACT with writing administrations, both the multiple-choice and writing test booklets are

returned for each examinee

• Test booklets are arranged in sequential serial number order

TEST MATERIALS | COLLECTING, PACKING, AND RETURNING MATERIALS AFTER TESTING

Answer Documents

For each room’s answer documents, make sure:

• Each answer document to be scored contains the required identifying information on the

front and back pages

Note: Do not delay the return of answer documents because an examinee has not signed

their name.

• Each answer document has a barcode affixed or for the ACT, a student code gridded in

Block J or for WorkKeys, a state-assigned student ID gridded in Block 3

• Each answer document to be scored contains the form code information completely filled

out

• Any test responses marked in the test booklet or on large print worksheets are transferred

to a standard size regular answer document

• Any voided or replaced answer documents are attached to the Irregularity Report

• Any unused answer documents are properly handled

If an answer document... Then...

Is unused and has no marking or barcode label Keep the document for makeup testing

Has a barcode label only Keep the document for 6 months, then securely

destroy it.

Has demographic portions completed, but no test

items

Keep the document for makeup testing; follow

the instructions provided in the Administration

Supplement (if applicable); or keep the document

for 6 months, then securely destroy it.

Test Administration Forms

For each Test Room Report, make sure:

• It is signed and initialed by the test coordinator and room supervisor

• All test booklets are accounted for

• All items on the form are completed

For each Seating Diagram, make sure:

• All items in the top half of the diagram are completed

• The test booklet serial numbers are recorded in the squares

For each Timing Report (standard time), make sure:

• The times recorded are the actual Start, 5 minutes remaining, and Stop times for each test

Note: Email or call ACT if any discrepancies are identified.

For each Administration Report (accommodations/supports), make sure:

• The times recorded for each examinee are accurate based on the timing and

accommodations details provided

Note: Email or call ACT if any discrepancies are identified.

For each Roster, make sure:

• All examinees who were scheduled to test are listed, regardless of whether or not they

actually tested

• The type of identification used is correctly marked

• Any ACT Student Identification Forms are attached to the roster

TEST MATERIALS | COLLECTING, PACKING, AND RETURNING MATERIALS AFTER TESTING

Materials to Collect If Applicable:

Reader’s Agreement

For each Reader’s Agreement, make sure:

• There is a signed agreement for any examinee authorized to use a reader

Interpreter’s Agreement

For each Interpreter’s Agreement, make sure:

• There is a signed agreement for any examinee authorized to use an interpreter

Scribe's Agreement

For each Scribe's Agreement, make sure:

• There is a signed agreement for any examinee authorized to use:

~ A scribe

~ Braille writer

~ Voice-activated computer software for the writing test

Irregularity Report

For each Irregularity Report, make sure:

• It is signed and initialed by the test coordinator and room supervisor

• The report explains the reason each answer document was voided or replaced

• Any voided or replaced answer documents are attached to the report (do not staple)

Pack the Test Materials

Pack the materials for return to ACT as outlined in this section.

Processing envelopes and return stickers are color-coded for each administration type. Be

sure to use the correct materials for packing based on the type of test materials being returned.

If you are unable to locate the processing envelope provided by ACT, use a large envelope to

pack the materials.

TEST MATERIALS | COLLECTING, PACKING, AND RETURNING MATERIALS AFTER TESTING

Pack the Processing Envelopes

Materials Required to Return:

1. Testing Staff List (Make a copy and keep for one year

for your records)

2. Test Administration Forms (Make a copy and keep for

one year for your records)

3. Site Header and Answer Documents to be Scored

a. Locate the Site Header for the applicable type

(e.g. Standard or Accommodations) and test

date of materials. If you are unable to locate the

pregridded site header, use the Replacement

Site Header included in the back of this manual.

b. Follow the directions on the Site Header for this

administration, completing the required blocks

with a No. 2 pencil.

c. Turn the answer documents to be scored the

same way, with page 1 facing you.

d. Check the Booklet Number and Form fields

on each answer document. If blank, fill in this

information with a No. 2 pencil.

IMPORTANT: Put the Site Header on top

of the answer documents to be scored. If

more than one envelope is used, put the Site

Header in envelope #1.

Materials to Return if Applicable:

4. ACT Student Identification Forms

5. Large Print Worksheets

6. Reader's Agreement / Interpreter's Agreement /

Scribe's Agreement (Make a copy and keep for one

year for your records)

7. Irregularity Report and Voided Answer Documents

(Make a copy and keep for one year for your records)

IMPORTANT: Attach voided or replaced

answer documents to the Irregularity Report

and document the reason(s) for voiding.

Note: If you are participating in a district shipping

model or your school tested at an off-site location,

place the Secure Storage and Transport of Test

Materials Form inside the envelope. Do not seal the

envelope.

Pack the Polymailer Return Envelope

1. Pack the processing envelope(s) into the polymailer return envelope. Use the polymailer

with the colored return sticker that is the same color as the envelope(s) you are placing

inside.

2. Number each polymailer 1 of X, 2 of X, etc.

3. Make sure your six-digit ACT High School Code, institution name, and return address are

all on the outside of the polymailer.

4. Seal the polymailer and place in secure storage.

TEST MATERIALS | COLLECTING, PACKING, AND RETURNING MATERIALS AFTER TESTING

Pack the Boxes– Paper Testing

Pack the following materials from paper testing into the boxes for return to ACT (use separate

boxes for standard time and accommodations materials):

All used and unused test booklets must be returned

Do Not Return:

• Packing List

Note: While you do not need to return the packing list, keep it to check that you’ve included

all test booklets and needed materials in your return shipment.

• Administration Manuals

Note: If you will administer makeup testing, keep unused manuals. Otherwise, securely

destroy manuals at the end of testing.

TEST MATERIALS | COLLECTING, PACKING, AND RETURNING MATERIALS AFTER TESTING

Once contents are placed into the box in the

correct order, do the following:

1. Reverse the flaps on the box.

2. Number each box 1 of X, 2 of X, etc. "X" should

equal only the total number of boxes for the

administration type (e.g., ACT standard time)

being returned. For district ship, X should equal

the total number of boxes for the administration

type in a school. Do not number boxes for the

entire district.

3. Add the appropriately-colored return sticker

denoting administration type to an open area on

the outside of the box (do not cover the pre-

paid shipping label).

4. Make sure your six-digit ACT High School

Code, institution name, and return address are

all on the outside of the boxes.

5. Seal each box so the shipping label and colored

return sticker are visible.

6. Prepare the box for storage and pickup.

Return the Test Materials

Store Materials for Return

After your materials are packed, return the polymailers and boxes to secure storage until the

date ACT has scheduled for pickup.

Materials Pickup

1. Have all materials packed and ready before FedEx arrives on the ACT scheduled pickup

date in your schedule of events. On the ACT scheduled pickup date, if your school’s

normal pickup point is secure or constantly monitored, you may leave the polymailers and

boxes there. If the normal pickup point is not secure and constantly monitored, leave a

note directing the driver to a staffed location where you can leave the materials. Do not

leave the materials unattended.

2. If your materials are not picked up within three business days after the ACT-scheduled

pickup date, follow the instructions below.

a. If you have FedEx return service labels applied to your package(s), call FedEx at

1-800-463-3339 to arrange your pickup. Tell the agent you have FedEx return service

labels already applied to the package and give them the tracking information from the

label.

b. If you do not have FedEx return service labels applied to your package(s), email or

call ACT to request return service labels and to schedule a pickup for your location.

The pickup will be scheduled for the earliest available weekday, typically 1-2 days

following your request. ACT will need your name, phone number, school/institution

name, street address, city, state, the number of polymailers, and the number of boxes

to return in order to create the return labels.

ACT Test Standard Time Testing Staff List

ACT Test Accommodations/Supports Testing Staff List

ACT WorkKeys Standard Time Testing Staff List

ACT WorkKeys Accommodations/Supports Testing

Staff List

Replacement Site Header

Return with answer documents

Note: Use only if unable to locate the site header sent in your material shipment.

TEST SECURITY | ACT TEST SECURITY

TEST SECURITY

ACT Test Security

Anonymous Security Hotline

Testing staff are expected to report test administration irregularities and security issues to ACT

Test Administration by completing an Irregularity Report or calling 800.553.6244, ext. 2800.

Immediate reporting to ACT Test Administration is critical to the standardized administration of

the tests.

In exceptional situations, testing staff may wish to file an anonymous report about concerns

that tests may have been compromised. If you wish to report such concerns anonymously, you

may do so at act.ethicspoint.com.

ACT Test Security Principles

1. Ensure that ACT business processes, distribution models, tests, test scores, and the

information and insights we provide are "secure by design."

2. Protect the integrity of our testing assets and the information and insights ACT provides

throughout the entire life cycle of a test (from test concept to development, delivery,

reporting, investigation, and remediation).

3. Promote conduct that enhances test security. Deter and detect conduct that will materially

and negatively affect the reputation and integrity of our testing assets, test scores, the

information and insights ACT provides, and the ACT brand.

4. Ensure that a reported test score and associated information are accurate and valid

indicators of the test taker's own achievements, behaviors, and/or goals.

5. Foster effective communication that enables prompt reporting and resolution of test

security concerns.

6. Ensure that everyone in the testing process is aware of, competent for, and supported in

their roles. Avoid placing individuals or organizations in situations that may pose or appear

to pose a conflict of interest or a safety concern.

7. Build a sense of community, collaboration, and trust that engages and empowers people to

act upon these principles.