© 2023 Board of Regents of the University of Wisconsin System. All rights reserved.
Last Updated: 10.26.2023
HAWAII
ACCESS for ELLs Paper Checklist
2023-2024
This state checklist is a guide for personnel involved in administering ACCESS for ELLs Paper, and includes unique steps related to Kindergarten and Alternate
ACCESS assessments. The checklist highlights all tasks that need to be completed before, during, and after testing within a school or district and uses color to
indicate who typically completes those tasks in your state. This checklist has been customized for your state. The state-specific clarification column contains
guidance that your state education agency expects you to follow as you prepare for and administer the test.
State-specific information
Test delivery mode
Paper
Testing Window
January 16, 2024 – March 1, 2024
WIDA member page
Wida.wisc.edu/memberships/consortium/hi
Online Resources
Training Courses (login to Secure Portal required)
● Paper ACCESS for ELLs: Administration
● Speaking for Grades 1-5: Scoring ACCESS Paper and WIDA Screener
● Speaking for Grades 6-12: Scoring ACCESS Paper and WIDA
Screener
● Alternate ACCESS: Administration and Scoring
● Kindergarten ACCESS for ELLs: Administration and Scoring
● ACCESS for ELLs Interpretive Guide for Score Reports
● Alternate ACCESS for ELLs Interpretive Guide for Score Reports
● Accessibility and Accommodations Resources
● Q&A Webinar Links and Recordings
● Hawaii State Specific ELP Assessment Manual
Course Resources:
● ACCESS Paper, Kindergarten ACCESS, Alternate ACCESS
For more state-specific resources, visit your WIDA member page.
Checklist Key
Complex Area Resource Teacher (RT) task
School Test Coordinator (STC) task
Test Administrator (TA) task
Kindergarten Applies to Kindergarten ACCESS only
Alternate Applies to Alternate ACCESS only
Before Testing
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Task State-specific Clarification
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Determine which ACCESS for ELLs assessment(s) you are
responsible for administering.
Refer to the Hawaii State Specific ELP Assessment Manual.
Test ALL identified ELs who have not been academically exited
Action Code (AC) 03 on ACCESS or Alternate ACCESS as federally
required. Including:
1. Active EL (J Status)
2. Parent Refusal (L Status)
3. MFEP (These are students in Grades K – 2 who met MFEP
status in Kindergarten, and subsequently who have marks
indicating they are struggling. ACCESS materials will be
automatically ordered and sent to schools for these students.
This includes students who were brought back into the EL
program through SFT decision, or not.) Reference section
8.d. of the ELP Assessment Manual.
4. Action Code 50 (AC50), and
5. SPED/504 EL Students.
The Remote Screener (taken during COVID only) was an interim
assessment and did not change the student's status.
Test in all four domains. Students must be encouraged to complete
as much of the assessment as possible and all four domains should
be attempted (listening, speaking, reading, and writing). Failure to
complete all 4 domains will result in a student not receiving an
overall score and show no progress towards growth.
Before Testing
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Communicate roles, responsibilities, and training requirements to
test administrators.
RTs communicate roles, responsibilities, and training requirements
to site test coordinators, site (school) test coordinators
communicate responsibilities and training requirements to test
administrators and technology coordinators.
Before Testing
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X X X Review training requirements based on your role.
Refer to Section 10 of the Hawaii State Specific ELP Assessment
Manual.
New TAs: Test Administrators must complete the ACCESS for ELLs
training courses in the WIDA Secure Portal and pass the embedded
quizzes applicable to the test. For additional Test Administrator
qualifications refer to the Hawaii State Specific ELP Assessment
Manual.
●
Kindergarten: Test Administrators are to complete the
Kindergarten ACCESS for ELLs: Administration and Scoring
training course before administering this assessment.
● Alternate: Test Administrators are to complete the Alternate
ACCESS: Administration and Scoring training course before
administering this assessment.
New for 2023-24, The redesigned Alternate ACCESS (paper test) is
available K-12 with new grade level clusters K-2, 3-5, 6-8, and 9-12.
Returning TAs:
Recertification is required annually
New for 2023-24: All WIDA Alternate ACCESS test administrators are
required to complete WIDA certification using the redesigned
training course. Certification must be completed after September 1,
2023 to be valid.
Note: if only administering the Online ACCESS, the training for
Writing grades 1-3 paper/pencil is contained within the Online
training course; a Test Administrator does not need to additionally
complete the paper/pencil training course.
Before Testing
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Log in to your WIDA account and agree to the Non-Disclosure and
User Agreement (NDUA) that appears automatically upon first
login.
New Resource Teacher WIDA accounts:
Contact the Assessment Office at (808) 307-3636 or
karen.tohinaka@k12.hi.us
to request an account.
New STC and TA WIDA accounts: Contact your Complex Area
Resource Teacher to request an account.
STCs and TAs electronically agree to Non-Disclosure and User
Agreement in the WIDA Secure Portal.
Proctors must complete the
WIDA Non-Disclosure and User
Agreement and HIDOE Test Security Form for Proctors and Skills
Trainers and keep a copy of both on file at the school site.
X X
Log in to WIDA AMS and agree to security terms that appear
automatically at first login.
● New this year: WIDA AMS has new applications for Import,
Student and Test Management. Review screencasts in the
ACCESS Paper training course for more information.
WIDA AMS requires a separate login from the WIDA Secure Portal.
New School Test Coordinators and Complex Area RTs:
Contact the Assessment Section at (808) 307-3636
karen.tohinaka@k12.hi.us
to request an account.
TAs do not need access to WIDA AMS.
Note: For paper/pencil assessments schools will generally need
access to WIDA AMS in May to download applicable school reports.
In the event that testing materials are not returned, schools will also
have to document the missing materials in WIDA AMS (see also After
Testing Item 3).
Be sure to write down your WIDA AMS username and password and
store in a secure place.
Before Testing
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Task State-specific Clarification
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X X X
Complete Module 1: Introduction of the Paper ACCESS for ELLs:
Administration training course.
This module provides background information about ACCESS
Paper, including the test’s purpose, design, and materials, and
clarifies your role in testing.
Refer to Section 10 of the Hawaii State Specific ELP Assessment
Manual.
School Test Coordinator, Test Administrators need to attend ACCESS
for ELLs assessment training provided by the Assessment Section
and view all training modules in the WIDA Secure Portal that pertain
to their roles.
Hawaii test Coordinators and Administrators must complete ALL test
training certification modules.
Submit Pre-ID file to DRC. State Educational Agency uploads the Pre-ID File.
X
Complete Module 2: Planning & Logistics in the Paper ACCESS for
ELLs: Administration training course.
This module focuses on ordering and returning materials, as well
as language, distributing, and securing test materials
X Order materials in WIDA AMS.
Refer to Section 12 of the Hawaii State Specific ELP Assessment
Manual.
EL Leads/RTs may order additional materials if overage at
district/school is not sufficient (one additional materials order per
district). See Hawaii Member page
on WIDA for additional materials
ordering dates.
X
Complete Module 3: Your School, District, & Students in the
Paper ACCESS for ELLs Administration training course.
This module focuses on preparing your students for testing and
assigning accommodations.
Before Testing
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Meet with all stakeholders regarding testing needs for students
with an IEP or 504 plan. Refer to the Administrative
Considerations section of the Accessibility and Accommodations
Manual to consider testing needs for students who do not have
an IEP or 504 plan.
Refer to Section 6, 8, and 11 of the Hawaii State Specific ELP
Assessment Manual.
Refer to the August 3, 2016 DOE Memo FAQ English Language
Learners with Disabilities and Accessibility and Accommodations
Manual for more information.
STCs (EL Coordinator) – consult with School Services Coordinator
(SSC) and Care Coordinator about to determine annually which
assessment to administer (ACCESS Online/Paper or ALT) and have
accommodations identified in student IEP and 504 Plans and in
Infinite Campus by November 13, 2023 to prepare for the first
Hawaii state data and Pre-ID File upload to WIDA AMS.
Accommodations are written into the Clarification of Supports and
Services section of the IEP and selected in the EL Accommodations
tab of Infinite Campus.
Additional Considerations for Students with Disabilities
● HIDOE Memo titled School Year 2023-24 State English Learner
Annual English Language Proficiency Assessment
X
Assign accommodations for students with an IEP or 504 plan in
WIDA AMS or bubble in on the Student Test Booklet.
* All accommodations must be documented in the student’s IEP or
504 plan and whether ACCESS for ELLs or Alternate ACCESS will be
administered.
STC work with Student Services Coordinator and/or Care
Coordinator to ensure appropriate accommodations have been
selected in Infinite Campus EL Accommodations
tab based on
Individualized (IEP)/504 plan. See above link for guidance on how to
select and input accommodations and WIDA Alternate ACCESS.
Before Testing
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X Review student data for accuracy in WIDA AMS.
STC verifies that records are accurate and no student has a duplicate
record in WIDA AMS.
STCs have access to WIDA AMS, however, they should NOT update
and/or change any student information in WIDA AMS.
If any errors are found in WIDA AMS or on the pre-ID labels, STC
should submit information in the Pre-ID Label & Score Report
Google Form (in WIDA Hawaii page
under Manuals, Guides, and Test
Materials) and alert the RT.
The last day for selection of Alternate, any accommodations, or to
input screener data to Infinite Campus for the 2nd Pre-ID file upload,
which will reflect in WIDA AMS, is January 05, 2024 (3:00 p.m.). The
second Pre-ID file upload will not order additional materials. As of
January 11, 2024, STCs are required to manually input new students
and their accommodations. Input any accommodations into both
Infinite Campus and WIDA AMS, and order Alternate or other test
materials as needed.
X
Complete Module 4: Administering the Test in the Paper ACCESS
for ELLs: Administration training course.
This module focuses on preparing space, materials, and
equipment, creating a testing schedule, and how to administer
specific domains.
Refer to Test Administrator Manual for recommended testing times
for various administrations. Test times are suggestions for
administration only. Extra time (approximately 15-30 minutes)
should be included for seating, logging in, and starting, etc.
X
Create a testing schedule. All Speaking tests and all
Kindergarten and Alternate ACCESS test sessions are
administered one-on-one.
Tip: Allow several days at the end for makeup testing. Refer to
Test Coordinator Manual for test scheduling resources.
Remember to account for make-up testing sessions before the end
of the testing window. Check with the building administration
regarding the timing of building bells, alarms, drills, lawn mowing,
field trips, assemblies, other testing, announcements, etc. that may
possibly disrupt the test session.
Before Testing
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Reserve space and all necessary equipment (e.g., CD player) for
testing days.
X
Plan a seating arrangement for testing areas. Verify that students
are adequately spaced. Refer to Test Scheduling in Section 5 of
the Test Coordinator Manual.
X
Plan communication for parents/family members about ACCESS
for ELLs testing and upcoming testing schedule.
STC should send home the HIDOE ACCESS for ELLs Letter to Parents
of ELs, to announce the upcoming annual ACCESS for ELLs
assessment (letter will be available on WIDA Hawaii page under
Manuals, Guides, and Test Materials).
WIDA Resources:
● What is ACCESS for ELLs? parent handout (available in
several languages in the Resource Library)
● Test Administrator Essentials resource for tips to prepare
students.
Refer to Section 7 of the HI State Specific ELP Assessment Manual
for additional guidance.
X X
Receive, inventory, and distribute test materials to designated
sites/staff.
● Review “Managing Secure Materials” in Module 2: Planning
& Logistics in the Paper ACCESS for ELLs: Administration
training course
Refer to Section 12 of the Hawaii State Specific ELP Assessment
Manual.
Test materials will be shipped to schools. Of the overage materials,
7.5% will go to district, 7.5% will be shipped to schools.
Test Coordinators are to use the Security Checklist to assign test
booklets to specific students.
Ensure a one-to-one accountability between the serial numbered
test booklets and the EL students required to be assessed.
Before Testing
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STC may share test materials with TAs prior to the administration of
the assessments, ensuring that all test security measures are
followed. All test materials must be stored securely in a locked
location and chain of custody documented.
New as of 2022-23: Braille sample items and a sample items user
guide will be included in all braille kits. Sample items do not need to
be returned to DRC. Braille should be ordered if the IEP team
decides this accommodation is needed and the student is proficient
enough. Refer to Section 11.e of the Hawaii State Specific ELP
Assessment Manual.
X
Review materials for correct amount and type. Report the
amount and type of overage to the District Coordinator.
School overage must be used first in cases where sites need
additional materials. Consult your Complex Area RT if any additional
materials are needed.
X
Review “Ordering Additional Materials” in Module 2: Planning &
Logistics in the Paper ACCESS for ELLs: Administration training
course
X
Verify information on Pre-ID Labels is accurate. If necessary, edit
information in WIDA AMS.
Refer to Section 12 and 14.a. of the Hawaii State Specific ELP
Assessment Manual.
If any errors are found in Infinite Campus, WIDA AMS or on Pre-ID
Labels, STC should confirm Infinite Campus has accurate student
information, and complete the Testing Incident Google form, Pre-ID
Label & WIDA AMS Correction section to address any errors.
X X
Check District/School Labels for accuracy. Contact DRC Customer
Support if information is incorrect.
Contact Data Recognition Corp (DRC) Customer Support at 855-787-
9615 or by email to WIDA@datarecognitioncorp.com if the
information is incorrect. Test Coordinators notify RT, RT to notify the
state.
Before Testing
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X Apply labels to Test Booklets.
X
Bubble in demographic information and apply a District/School
Label to Test Booklets that do not have Pre-ID Labels.
Refer to Section 14.a. of the Hawaii State Specific ELP Assessment
Manual.
If a Pre-ID label is incorrect, you may still use the label, however,
information should not be corrected in WIDA AMS by the STC. STC
shall inform RT of the incorrect information, utilize the Pre-ID
Correction Form to notify the state (form available through
Hawaii-
specific Forms Related to Student, Materials and ACCESS Test
Management). Do not write on labels.
If a student’s Pre-ID Label is NOT available STC shall:
● Affix the yellow District/School label on the appropriate test
booklet and bubble in all student information and required
fields on the demographics page of the test booklet.
● In the event students are allowed to fill in information, test
booklet MUST be checked for accuracy.
● Incorrect demographic information may result in delayed
return of students and/or schools’ scores, or possibly no
scores.
If the label is CORRECT, many fields on the test booklet DO NOT have
to be filled in.
Date of Testing: Bubble in the date ACCESS for ELLs testing was
completed for each student.
Reference the Hawaii State Specific Directions (Goldenrod)
Before Testing
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Kindergarten Complete the Kindergarten ACCESS for ELLs:
Administration and Scoring training course.
Alternate Complete the WIDA Alternate ACCESS: Administration
and Scoring training course.
X X
Have students review Listening and Speaking paper sample items.
Kindergarten Test administrators review Listening and Speaking
sample items
Alternate Test administrators review sample items
X X
Pass required certification quiz(zes). Quizzes are located within
the training courses.
Recertification is required annually.
New for 23-24: All WIDA Alternate ACCESS test administrators are
required to complete WIDA certification using the redesigned
training course. Certifications must be completed after September 1,
2023, to be valid. Certifications from prior years are based on the
previous version of the test and are no longer valid.
X X
If you are responsible for administering the Speaking test,
complete the applicable training course(s):
● Speaking for Grades 1-5: Scoring ACCESS Paper and WIDA
Screener
● Speaking for Grades 6-12: Scoring ACCESS Paper and WIDA
Screener
School Coordinator and School Test Administrator will need to
complete the Speaking Scoring training courses for the applicable
grade levels. Recertification is required annually.
X X
Pass the required certification quiz(zes) for Speaking scoring
training. Quizzes are located within the training courses.
School Coordinators are responsible for training their school Test
Administrators to ensure calibration and interrater reliability beyond
the courses.
X X
Ensure all staff involved in testing are certified according to state
requirements, have completed required training, and understand
how to follow test security and confidentiality procedures.
X X
Try out the Listening and Speaking CD(s) and CD player prior to
the day of testing.
Before Testing
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X Distribute test session rosters to Test Administrators.
During Testing
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Set up the testing room according to the Test Administrator
Manual. For group settings, ensure students are seated far
enough apart to avoid distractions.
Refer to Section 6.e. & 13 of the HI State Specific ELP Assessment
Manual Ensure that all materials, study guides, and aids are taken
down from testing room walls, etc. Scratch paper is allowed but
needs to be handled in a secure manner and destroyed after each
test session.
X X
Distribute all necessary testing materials to Test Administrators
using procedure for secure check-out of test materials.
X X
Distribute necessary materials to students (test booklets, pencils,
scratch paper).
Suggestion: Specifically ask students to check that they have
received the correct test booklet (i.e. – Check that their name is on
the Pre-ID label or bubbled in on the demographics page)
X X
Follow all directions provided in the manuals and scripts. Monitor
students to ensure test security.
Refer to Section 13 of the HI State Specific ELP Assessment Manual
Be sure to complete an entire domain in one sitting.
If a testing incident occurs (e.g., student accesses cell phone during
testing) or to invalidate a test, contact the Assessment Section at
(808) 307-3636 or Karen.tohina[email protected].us for further guidance.
X Report additional material needs to the Test Coordinator.
First check school overage, then contact your RT to see if complex
area/district overage is available. For further information on
ordering additional materials, refer to Section 12.a., of the
HI State
Specific ELP Assessment Manual.
During Testing
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Keep track of all material requests from schools during testing
and place one additional materials order prior to the end of the
testing window. Contact SEA if additional District/School labels
are needed.
● Review “Ordering Additional Materials” in Module 2 of the
Paper ACCESS for ELLs: Administration training course.
Refer to the Secure Materials Tracking Report in WIDA AMS
under Reporting Services > Published Reports for a full list of all
materials sent to your school/district.
Refer to Section 12.a. of the HI State Specific ELP Assessment
Manual, and Section 8.h. for transfer students.
Reference Sections 3 of the Test Coordinator Manual for more
information.
X X
Securely store all testing materials in between test sessions. Make sure all test materials are securely locked.
X X
Collect and account for all test materials in between test sessions.
Return them to the Test Coordinator.
Refer to Section 12.d. of the HI State Specific ELP Assessment
Manual.
Refer to your security checklist continuously throughout the testing
period (Consider requiring staff to sign in and out materials).
After Testing
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Review “Returning Materials” in Module 2: Planning & Logistics
of the Paper ACCESS for ELLs: Administration training course.
X
Collect test materials from Test Administrators once testing is
completed at each testing site.
X
Ensure all accommodations and Do Not Score codes are correctly
marked on the booklet. See Test Coordinator Manual
for
guidance on marking Do Not Score codes.
Refer to Section 11.c, and 13 of the Hawaii State Specific ELP
Assessment Manual.
Ensure accommodations match what is in Infinite Campus. If there is
a reason to use a “Do Not Score” code, other than Absent (ABS),
complete the Do Not Score Google form.
STC should especially review the absent (ABS) bubble on the Do Not
Score section to ensure its accuracy. Scores will not be reported in
test domains with absent (ABS) bubbled.
Schools must try to complete ALL test domains. The date used
should be the day the student completed the last domain. If test is
partially completed and a particular domain is not assessed (due to
chronic absenteeism and after multiple attempts to assess
throughout the testing window) record absent (ABS) on the Do Not
Score section of booklet.
New: For students who are not tested in any domain (due to
chronic absenteeism and after multiple attempts have been made to
assess throughout the testing window) DO NOT record absent (ABS)
on booklet. Return the booklet without a label. If label is already
affixed, apply the Do Not Process Label before returning. Record
information in Infinite Campus EL Notes
, Testing Notes.
After Testing
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Prepare test materials for return. Refer to Returning Test
Materials in Section 3 of the Test Coordinator Manual.
Be sure to call UPS and arrange for pick up of your boxes by the
deadline for shipping materials, March 08, 2024. Note, you may
have to wait a day or two for pick-up, so call UPS before March 06,
2024. Be sure to let UPS know what time your school office closes.
● Inform your office staff of all UPS pick up arrangements.
● The boxes should not be left unsecured in the office before pick
up.
● STC should confirm with office staff that UPS picked up the
boxes.
● Complete the HIDOE Materials Not Returned Form, if applicable,
located in
Hawaii-specific Forms Related to Student, Materials
and ACCESS Test Management.
X X
Return test materials to DRC. Refer to the Secure Materials
Tracking Report in WIDA AMS under Reporting Services >
Published Reports for a full list of all materials sent to your
school/district and returned to DRC.
All materials (scripts, booklets, etc.) must be returned with the
exception of unused Pre-ID District/School labels, scratch paper, and
test tickets. Shred/destroy unused Pre-ID labels, scratch paper.
Check to ensure:
1. Pre-ID label (white). All student information is correct for a
student who was tested.
2. District/School Label (yellow). All student demographic
information is bubbled in per State Specific Directions
(goldenrod sheet).
1. Do Not Process Label (white with orange stripe). Should be
used when a label was affixed and a student was not tested (i.e.
chronically absent, incorrect book assignment) or the booklet
could not be processed (damaged).
After Testing
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Non-Secure materials including the Test Administrator Manual and
Test Coordinator Manual should not be returned to DRC. Refer to
Section 3 of the
Test Coordinator Manual for a full list of secure and
non-secure materials.
X X
Complete Module 5: Test Scores in the Paper ACCESS for ELLs:
Administrating training course.
This module focuses on data validation, accessing score reports,
and effectively communicating test scores.
X X X Complete data validation process.
Refer to Section 14 of the Hawaii State Specific ELP Assessment
Manual.
The HIDOE OCISS, OITS, and Assessment offices handle most of the
data validation efforts, but in rare instances schools need to be
contacted to resolve issues, e.g., if a school has made a bubbling
error (common mistake). All data errors (i.e. demographic, duplicate
records/names, grade level errors) shall be recorded on the Pre-ID
Label & Score Report Correction Google form located in
Hawaii-
specific Forms Related to Student, Materials and ACCESS Test
Management.
The initial data validation window will occur March 20 – March 24,
2023.
X X
Review and distribute score reports to designated sites/staff.
● Reminder: WIDA Alternate ACCESS score reports will be
released in fall 2024 due to standard setting. For more
information, please see WIDA Alternate ACCESS Updates
.
Refer to Section 15 of the Hawaii State Specific ELP Assessment
Manual.
RTs will follow up with schools regarding score report distribution
and Infinite Campus printing/distribution of EL Reports
/Exit (FEP)
Parent Notification Letters.
X
Communicate with students’ parents/family members about
ACCESS for ELLs test results.
Refer to Section 16 of the Hawaii State Specific ELP Assessment
Manual.
After Testing
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Task State-specific Clarification
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● Updated score reporting resources for WIDA Alternate
ACCESS will be available in fall 2024.
Refer to the following WIDA resources available on the Family
Engagement Page:
● ACCESS for ELLs: Understanding your Child's Scores(available
in several languages in the Resource Library)
● Alternate ACCESS for ELLs: Understanding your Child's
Scores (available in several languages in the
Resource Library)
