Spring 2026 Site Lead Training

Spring 2026 Site Lead Training

Training Topics

PDE Requirements

Set Up

Test Preperation

Assessment Team

Accommodations & Technology

Secure Materials

Venue Preperation

Exam Schedules

End of Testing

DRC Insight

Communication

Travel Information

Test Tickets & Accountability

In Case of Emergencies

Test Materials

Feeding the Team

FAQs

Meet the CCA Assessment Team

Melissa Wert State Testing Advisor

Jason Schmucker Associate Vice President of Quality and Compliance

John Dormer IV Assistant Director of Quality and Compliance

Rachel Dudek State Testing Master Teacher

Ashley Neidig Operational Quality Manager

Sandra Egbert State Testing Lead [PSSA\/Keystones/PASA/WIDA]

Julia Sklareski State Testing Coordinator [ACT/WorkKeys/AAPPL/ASVAB]

General Questions

Meet the CCA Assessment Team: FSC Leads

Johnstown Samantha Kinley

Allentown Monica Morgan

Malvern Deanna Kazembe

Andreas Betsy Maholick

Pittsburgh Waterfront Ryan Murdock

Blue BellCathy Texter

Harrisburg Chrissy Baldwin

State College Lynn Wheeland

Carlisle/Shippensburg Kami Kump

Wilkes-Barre Ashley Kendra

Cranberry Kelly Bahorich

Williamsport Carrie Wright

Dickson City Julie Brennan

York Cortney Billet

Erie Erik Caldwell

Exam Schedules

PSSA & Keystone Daily Testing Schedules

3 Days of testing2 Sessions per day 8-12pm & 1-5pm Day 1 - ELA (Grade 3-8) Day 2 - Math (Grade 3-8) Day 3 - Science (Grade 5 & 8)

3 Days of testing1 session a day 9am-2pm Day 1 - Algebra Day 2 - Biology Day 3 - Literature *Schedules may vary based on location

Lunch will take place on a rotational basis/as student numbers allow

Lunch will take place between sessions (12-1pm)

Some students may take longer than others - if you have learner's testing beyond the "end" time, please alert your site admin

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Travel Arrangements

Review 3 weeks before testing begins

Travel Arrangements

Transportation Guidelines

Transportation (CCA fleet vehicle, rental vehicles, mileage reimbursement) will be made through the form on the Employee Dashboard

Hotel arrangements must be made for both PSSA and Keystone exams with Haley Johnson

Be sure to check in with your proctors to have their arrangements as well

Fleet Vehicle Guidelines

Select "state testing" as your "reason for travel"

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Feeding Your Team

Staff lunch processes & procedures

Lunch Guidelines (Starting in 2026)

2. All staff assigned to a non-FSC location - Contact Haley Johnson to review lunch requirements/options

1. All staff assigned to an FSC location will need to bring their own lunch during testing

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Lunch Guidelines - Non-FSC Staff

• Lunch is not to exceed $20/person per day. Please print/save any/all receipts if applicable.
• Breakfast and dinner are not included unless you are staying in a hotel overnight.
• $15 for breakfast per day, unless it's provided by the hotel.
• $30 for dinner per day
• You may use your personal card for meals, but you will need to complete an expense report to receive reimbursement

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Test Preparation

Things to do when you receive your testing location assignment!

Test Preparation

• Complete the TA and SAC PSTAT trainings
• Set a time with your FSC career ladder rep to pick up all necessary testing materials for your location
• Review the site lead checklist
• Review OneNote
• Review the following documents:
• Accommodations Guidelines
• Directions for Online Assessment (DFA)
• Handbook for Assessment Coordinator
• Review your live roster (when provided)
• Review the "accommodations" column on your roster - request/confirm any/all resources as needed
• Connect with your team of proctors and your site admin
• Print any/all necessary signs (included in OneNote)

PSSA

Keystone

PSTAT Training

• Ensure you have submitted the following trainings to the state testing inbox before your assigned testing week:
• TA (Test Administrator)
• SAC (School Assessment Coordinator)
• You may need to request access to this training if you have not completed it previously

Rosters & Resources

Live Roster Tasks

• Create a seating chart for each room (student name & form number) for PDE
• This is to ensure that students with the same form number are not near each other for test security purposes
• Create name tags/place cards for each day of testing
• Review any/all accommodation/notes

Seating Chart

Venue Preparation

Things to do at your testing location!

Venue Preparation

• Create a plan for how to use the space at your testing location (off-site or FSC location)
• Plan out your small groups and 1:1 locations
• Determine the rooms you will be using each day
• If able, visit your site prior to the 1st day of testing
• Connect with the site contact
• Off-site locations

Site contact information will be provided by Missi Wert

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Communication

Communicating with families and staff

Communication with Proctors/Staff

• Meet online with your team to cover all expectations for their testing time frame.
• Assign a "late" person for each day
• Address break policy during testing
• Confirm/review CCA staff dress code
• Use the IEP/504 list to show all allowable accommodations needed during testing
• Create a shareable accommodations list for your proctors (do not use the live roster)
• Review tasks/assignments for the week
• Room assignments, sign-in, floater, etc.
• Remind them to alert their supervisor of any/all changes to their instructional schedule
• NEW: Assign 1 proctor to monitor the DRC Test Monitoring site
• More information to follow in this training.

Communication with Registered Families

• Call/email learners and families to confirm attendance.
• If a learner requires translation when communicating, please translate to the appropriate native language.
• A Microsoft Form is highly suggested to gather this information.
• Site leads MUST call all learners with IEP/504 accommodations to confirm their implementation during testing.
• Inform all families that all testing is online, and they will need to bring their CCA-issued device/charger if they are testing at an FSC. We will provide testing laptops to non-office sites. They may also bring their own headphones (if needed) and an external computer mouse if they prefer.
• PSSA Learners: Suggest that all learners know how to log into their devices independently before testing.
• Contact Sandra Egbert with any questions about student accommodations

Instructional Staff Checklist

• Email your learners/families starting 1-2 weeks prior to testing, letting them know that you will be out of the office meeting your state testing requirement
• Give your learners and families a full picture of what their week (3 days) will look like while you are unavailable (i.e. TOA, life/shift, recordings, etc.)
• Create an "out of office" voicemail and automatic email response
• The 24-48 hour response window is still in effect during testing
• If there are any questions, please contact your direct supervisor

Testing Materials

Information regarding materials and your responsibilities

Testing Materials

• Sign out your testing materials from your FSC career ladder rep
• Make sure you have some way to keep things secure at all times
• Make sure you have:
• Accountability sheet
• Supply bins (manuals, formula sheets, scratch paper, etc.)
• Audit documents
• Extra laptops (from state testing)
• Extra headsets/chargers for laptops
• Hotspot(s) *if necessary
• Enough pencils for your testing capacity

• Name tags

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Testing Materials Reminders

• Learners are asked to bring their CCA-issued device/charger if they are testing at a Family Service Center.
• Non-office locations will be provided with state testing laptops/chargers.
• If a learner has the "read aloud all" accommodation, they will be asked to bring their own headphones (FSC and non-office).
• Extras can be provided in your supply bin if needed.
• Calculators will NOT be provided as they are already digitally embedded in the necessary exam.
• If a learner would like a physical calculator, they must bring their own in accordance with the Calculator Policy.
• Online trainings/guides will be provided to learners by Instructional Coaches prior to testing to assist with the new testing format.

Sign-In Materials

• Once you've received/reviewed your live roster, create your daily sign-in sheets
• Distribute learner name tags DAILY upon sign-in
• Have these ready/created prior to the start of testing

Day of Testing - Setup

How to set yourself and your team up for success!

Room Setup

• Arrive early to prepare your room(s) for testing
• Arrange tables
• Designate a sign-in area
• Designate a waiting/holding area for caretakers/learning coaches
• Set room for testing
• Based on the seating chart (you create from your live roster), set out place cards/name plates
• Set up extra laptops & ensure connectivity
• Recommended at least 1 day prior to testing if possible
• Any necessary materials for that exam
• test aides, scratch paper, formula sheets, etc.
• Print all test session login information from the DRC Insight portal
• More information to follow in this training

Room Security & Form Collection

• Assign staff to collect the following forms/items upon learner sign-in:
• Attendance form
• 1 per student per WEEK
• Any/all electronic devices that are not being used for testing
• Transportation form
• Only needed from those being transported by another adult/themselves (via Uber/Lyft)
• Monitor that the staff is:
• rotating in the rooms to allow for breaks
• Actively monitoring the sign-in area

At the conclusion of testing, please ensure the space is returned to its original state or better before leaving (i.e, tables straightened, chairs pushed in, trash cleared, technology returned, etc.)

Test Security - Electronic Devices

• Absolutely NO electronic devices may enter the testing room at any time that are not being used for testing
• Teachers may not have laptops, books, or magazines in the room during testing.
• If you must use/monitor your phone during testing, you must briefly exit the testing room (with site lead approval)

Attendance & Tracking

• Contact families after sign-in is completed each day to attempt to reach any/all no-show learners
• Update your live roster from state testing with attendance each day
• Live roster daily tasks:
• Must update daily
• Initial any/all notes/changes to the live roster ("Moved from Capital Campus to Allentown (RD)")
• Nothing needs to be logged in Edio, but you are more than welcome to if you feel it is a necessary item

Rescheduling & Location Changes

If a family notifies you that they need to reschedule their testing date/time:

1. Inform the new site lead of the addition of this learner to their roster
2. Make a note on YOUR roster of the learner's updated testing location/date
1. A learner's login information goes with them - it does not change if their location/date changes
3. Transfer all necessary learner information (i.e., accommodations, test session login, grade, PA-Secure ID, Edio ID, etc.)
4. Review new site information with the family (i.e., address, date, contact info., etc.)

*If a family is unable to reschedule, reassure them that missing testing will not affect their learner's school year!

Secure Materials

Details of what is considered secure material and how to handle them!

Online Usernames & Passwords

• Test session login information/tickets are SECURE MATERIAL and MUST be treated as if they were a booklet.
• The expectation is that the site lead will hand out the tickets to the proctors prior to testing starting, and they will be counted and signed off on (like the booklets) on your accountability sheet.
• “Large group test tickets to R. Dudek”
• Each learner will have 1 username for each exam and 1 password PER MODULE for each exam (1 exam = 2 test tickets per learner)
• Do NOT give learners both passwords at one time - they must have module directions BEFORE being given the module password
• If a learner needs to take a break of any type, they MUST “Pause” the exam (NOT EXIT)
• This will start a timer on the learner’s device - if they do not return before the timer runs out, they will be logged out of the test session (progress will be saved).
• If a proctor needs to pause a learner’s exam due to a testing violation, this MUST be documented in some fashion and sent to Sandra Egbert.
• Example - learner name, exam, date/time, and violation

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DRC Insight Portal

Using the DRC Insight Portal & resources

DRC Insight Portal

• You will receive an email from DRC Insight. This will prompt you to set up your DRC Insight account! Please do so ASAP.

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DRC Insight Portal - Test Monitoring

• This Test Monitoring section will produce a code that MUST be displayed in each testing room.
• Students will be prompted for this code before they enter each exam/module.
• The proctor who is monitoring will need to “admit” each student to each module in real-time (similar to admitting students to a Zoom room).
• This will be the sole task of this proctor for the beginning of each test session.
• The Test Monitoring section will give real-time updates on learners’ progress through each module/exam.

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Printing Your Test Tickets

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Test Tickets & Accountability

What to do and how to do it!

Numbering Your Test Tickets

Based on this numbering system, you will record the numbers for each test ticket on your accountability sheet when transferring possession of this secure material.

Line # of student on roster = student test ticket #

Accountability Sheet Example

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PDE Requirments

What's new from PDE starting in the 2026 testing season!

PDE 2026 Updates

1. Using your roster, please create a list of learners each day testing using only their PASecureID and the TA(s) proctoring the exams
2. Master list of names of the people who have access to the secure storage area (aka the test tickets)
3. Organize/know where the extended time accommodations testers are.

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PDE 2026 Updates

PDE Audit Information

Information

Learner Accommodations & Technology

Learner accommodation information and technology

Accommodations Guidelines:

• Review the Accommodations Guidelines
• If an accommodation is refused/not used, have the family fill out a form (“Accommodations Refusal”)
• Accommodations that are directly test-related are automatically connected to the necessary test tickets/login information
• Accommodations that are “setting” related (small group, preferred seating, 1:1, etc.) must be arranged by the site lead

Accommodations

Most common accommodations:

• Small group setting (1-12 students OR 1-5 students)
• Frequent breaks
• Read Aloud some Math, Science, and Writing items at learner's request
• Read Aloud All Allowable Items (*Learners require headphones for this accommodation)

• Extended Time

All accommodations MUST be reviewed and confirmed with caretakers/learning coaches by you prior to testing - they will review necessary accommodations with your proctors who directly working with these students

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Accommodations

• Staff-assisted accommodations (i.e. scribe, cueing system, transcribe, voice-to-text, etc.) will need a proctor to be assigned
• Assign someone who feels comfortable implementing these with learners as needed

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Conclusion of Testing

What to do once testing has concluded

Conclusion of Testing

Every learner will have to answer survey questions before they can even submit their exam.

Conclusion of Testing

• Collect and account for all testing materials using the accountability sheet
• This includes usernames and passwords!
• Return all test tickets and scratch paper to your career ladder representative (*All these items MUST be shredded for security reasons)
• Keep a folder with all necessary forms to be turned in to the Assessment Team:
• Attendance
• Transportation
• Accommodations Refusal Forms
• Sign-in Sheets
• Site Lead Checklist (provided in OneNote)
• Test Security Forms - completed DIGITALLY (provided in the OneNote)
• Emailed to statetesting@ccaeducate.me (please include your site name in the email)

In Case of Emergencies

What to do if an emergency arises during testing

In Case of Emergencies

• Review your location’s emergency exit routes with TAs on the first day of testing (for all rooms in use during testing)
• Consider having a running roster with room locations/student names for each day in case of an emergency that requires you to either evacuate or know where every student is testing
• Consider having a list of where TAs are located each day in case of an emergency
• Consider having a basket or bin for TAs to quickly/efficiently gather test tickets in case of an evacuation. Learners must hand their test ticket/login to the proctor BEFORE exiting the testing room.

In Case of Emergencies

• Always have a current count of students under your supervision - as kids leave, cross them off your list for that day, or highlight when they are done so you know your count at any given time
• Have students label their devices so they can be easily accessed/obtained in case of any emergency
• Review any/all food/environmental allergies with TA’s prior to relevant student’s arrival (e.g. a nut allergy - think of posting signs that say “NO NUT PRODUCTS BEYOND THIS POINT”) on testing room doors and check student snacks/bags as they enter the testing room to avoid any contamination
• If you have a weapon or dangerous item at your testing site, please let your site admin know immediately and work with them to have a plan of action

FAQs

Frequently-Asked Questions for Site Leads

FAQs

• “What happens if a learner does not use their CCA-issued device for daily instruction?”
• They will use one of your extra CCA-provided laptops during testing
• “What do I do if the learner’s laptop does NOT have the DRC insight app?”
• You will install the app (using a thumb drive provided by the testing team) OR you can give them of your extra laptops.
• “Why is the DRC Insight app missing from a learner’s laptop?”
• The laptop is not used daily/not updated regularly
• The laptop was off/disconnected when the install was pushed out by the Tech team
• “Who do I contact when a learner just shows up at my testing site?”
• make sure they are enrolled at CCA.
• provide the name, Edio ID and grade to your CL rep to get log in info.
• add them to your live roster.

Attendance & Follow-Up

Please fill out the form to record your attendance & answer a few short follow-up questions! *Q/A session with the state testing team will be on April 1st from 3-4 pm for any questions!

Form