Training Video

STAIRS Video Tutorial


[MUSIC] and [GRAPHICS]

  • The CAASPP logo appears on a black chalkboard background. It is "CAASPP" in lowercase letters and resembles a chalk drawing. The letters "CA" are white and are superimposed over a blue globe with a green silhouette of California inside it. The letters "ASPP" are green.
  • White text appears above the logo: "2018 STAIRS".
  • The logo disappears and the screen changes to a video of a man sitting in front of a laptop in an office and looking into the camera. He begins to speak.
[CHANG YI]
  • Hi, my name is Chang Yi. I'm a Program Coordinator with Educational Testing Service. Today, I'll be walking you through the step-by-step process of submitting a testing incident report through the 2018 version of the online CAASPP Security and Test Administration Incident Reporting System, also known as STAIRS.
  • [GRAPHICS]
  • A red box appears in the upper left hand corner of the screen, containing white text which reads "CHANG YI". Just below the box, white text in a smaller font reads: "PROGRAM COORDINATOR".
  • The screen changes to a blue, white and green PowerPoint background with the CAASPP logo at the bottom right. There is black text on the background. The header reads "Things to Keep in Mind" and there are three bullet points below.
  • The first point reads: "Must document ALL testing incidents via the online STAIRS form."
  • The second reads: "Used ONLY for the summative assessments."
  • The third reads: "Establish a protocol to determine who (LEA or site coordinator) reports the incident in STAIRS and files an appeal."
[CHANG YI]
  • Before we get started, I want to note three things. First, LEA and test site coordinators must document all testing incidents via the online STAIRS form. Second, the STAIRS form is used only for the summative assessments. Any testing incident involving the interim assessments must be reported to CalTAC directly. And third, ensure that a clear protocol has been established within the LEA regarding who will be responsible for filing STAIRS cases and submitting appeals. This will help ensure that the correct appeal request is only filed when needed and that no appeals are mistakenly requested.
[GRAPHICS]
  • The screen changes to the CAASPP portal webpage. In the upper left hand corner is the CAASPP logo, in the upper right are the words "WELCOME TO THE CAASPP PORTAL", and below there is a toolbar with a number of drop-down menu options. From left to right, the options are Home, About, Test Administration, Resources, Training, FAQs, Calendar, and System Status. Below, there is an image of children using computers above eight buttons arranged in two rows of four. From left to right, the buttons are labeled Test Operations Management System (TOMS), Test Admistrator Interface for All Online Tests, Practice & Training Tests, Smarter Balanced Digital Library, Secure Browsers, Completion Status/Roster Management, STAIRS, and Smarter Balanced Interim Assessments. Below that there is a section labeled "Latest News and Tips for the CAASPP Administration", and in the lower right corner there is a box labeled "Help for LEA CAASPP Coordinators" with a phone number, an e-mail and an online chat hotline.
[CHANG YI]
  • We begin on the CAASPP portal. Like all things CAASPP related, you'll find its entry point on caaspp.org. Now that you've landed on the CAASPP portal on caaspp.org, you'll find the green STAIRS button sitting on the bottom row, second from the right.
[GRAPHICS]
  • The cursor hovers over the STAIRS button, which becomes highlighted with a red outline.
  • The cursor selects the STAIRS button.
  • The screen changes to the STAIRS webpage. At the top left is the CAASPP logo, and below that is the same toolbar as is on the main CAASPP page. The header of the page reads "California Assessment of Student Performance and Progress (CAASPP) Security and Test Administration Incident Reporting System (STAIRS) Process for Summative Assessments." The secondary, smaller header below that reads "Background" and below that is a summary of the STAIRS process. On the right side of the screen there is a box labeled "Help for LEA CAASPP Coordinators" with contact information, as well as an Additional Resources box. There is a box below the background section with bold text which states that coordinators should only file an appeal if instructed to after reporting an incident, and that the case number from the confirmation e-mail is necessary to do so.
[CHANG YI]
  • So once you've selected the green STAIRS button, you'll be taken to the STAIRS page on caaspp.org, where you’ll find some information that'll help you understand the overall process. The note found at the center of the page is an important reminder that appeal requests should be filed only if the incident had first been reported in STAIRS. Also, important to know is that the email address DONOTREPLY@cde.ca.gov should be whitelisted to ensure receipt of instructional confirmation emails that follow your submission of the STAIRS form. Additionally, please whitelist the following domains: sgizmo.com, surveygizmo.com, surveygizmo.eu. In the middle of the page, you’ll find detailed instructions but even before accessing the STAIRS form through the Test Operations Management System, aka TOMS. You may want to consult the Applicable Testing Issues document linked here to make sure your case falls into one of the recognized categories of test security incidents. You can then use the link here to access TOMS, and in the future, you can access TOMS directly by selecting the green TOMS button on the caaspp.org homepage.
[GRAPHICS]
  • The screen scrolls down so that two more sections, Information about Test Security Incidents and Instructions are visible.
  • The cursor hovers over the note about appeal requests, which becomes highlighted with a red outline.
  • The screen zooms in on the text beneath the Background header and the e-mail address "DONOTREPLY@cde.ca.gov" is highlighted with a red outline.
  • The screen zooms back out.
  • The webpage fades somewhat and three URLS are superimposed on the screen in white text: sgizmo.com, surveygizmo.com, and surveygizmo.eu.
  • The cursor moves down to the Instructions section and hovers over a link labeled "STAIRS Applicable Testing Issues Chart (PDF)."
  • The cursor moves down somewhat and selects a link labeled "Test Operations Management System" a few lines below the previous one.
  • The screen changes to a login page with a header reading "Logon" above an e-mail address and password text box, a "Forgot Your Password?" link and a Secure Login button.
[CHANG YI]
  • So now that you've landed on the TOMS login page, you'll use your TOMS credentials to log in.
[GRAPHICS]
  • An e-mail and password are entered.
  • The screen changes to a user dashboard page with the CAASPP logo in the upper left hand corner. Below there is a header reading "Dashboard: Welcome, Chang Yi". On the left side of the page there is a column of buttons. From top to bottom, they are Organizations, Users, Students, Test Administrations, Orders, Reports, STAIRS/Appeals, Completion Status Reports, Online Reporting System, Test Delivery System, Digital Library, and CAASPP.org. The main pane of the screen has a header reading "2017-18 Testing Year" above a toolbar with two tabs: News & Announcements and LEA Dashboard. Below, there is a button labeled "Create Announcement" above a list of announcements.
[CHANG YI]
  • On the TOMS landing page, the STAIRS/Appeals tab appears on the left navigation panel. Select the STAIRS/Appeals button to be taken to the TOMS STAIRS/Appeals page, which is the point of access for both the STAIRS form and the Appeals System.
[GRAPHICS]
  • The STAIRS/Appeals option on the left side of the page becomes highlighted with a red outline and the cursor selects it.
  • The main pane of the screen changes to the STAIRS/Appeals page. The header reads STAIRS/Appeals. There is instructional text below, followed by a button labled "STAIRS". Below that section, there is more instructional text followed by a button labeled "APPEALS".
[CHANG YI]
  • On the TOMS landing page, the STAIRS/Appeals tab appears on the left navigation panel. Select the STAIRS/Appeals button to be taken to the TOMS STAIRS/Appeals page, which is the point of access for both the STAIRS form and the Appeals System. After initial use, feel free to bookmark the STAIRS URL for ease of access moving forward. To begin, select the STAIRS button to access the STAIRS form.
[GRAPHICS]
  • A URL is superimposed over the screen: "http://stairs.caaspp.org/s3/2017-18".
  • The cursor selects the STAIRS button.
  • The page changes to the STAIRS form. At the top center of the screen is the CAASP logo, and below that is the header "CAASPP Security and Test Administration Incident Reporting System - UAT (Jan 2018 Release)." Below that is a body of instructional text.
[CHANG YI]
  • For the purposes of this tutorial, I’ll be using a demo version of the live form. The STAIRS landing page provides instructions for navigating the form. You'll want to note that navigation through the form should always be done using the form's back, next, and submit buttons. Using your browser's back button will clear out your form's entries and will require you to restart the form. This page requires a county selection. For the purposes of this demonstration, I will select the demo county which is only available on this demo version of the form. Once your county’s been selected, select the Next button to advance to the next page. Keep in mind, that you have the option with all drop down menus in the STAIRS form, to not only make a selection by scrolling through, but by typing in your selection as well. For those affiliated with a charter and are uncertain of their charter’s county or LEA affiliations, use the link here to find that information.
[GRAPHICS]
  • The screen scrolls down to reveal a County Selection dropdown menu at the lower left and a Next button in the bottom center.
  • The cursor selects the dropdown menu, then selects Demo.
  • The cursor selects a hyperlink labeled "select this link" in the lower right portion of the page, above the dropdown menu and Next button.
  • A new page opens, with the header "Charter School Search". Below, a line of text reads "Select your charter school to find its county and LEA affiliations. Below that there is a dropdown menu, and under that menu is a Next button.
[CHANG YI]
  • On the Charter School Search page, select your charter from the drop-down menu. The next page will present you with your charter’s county and LEA affiliations.
[GRAPHICS]
  • The cursor selects the dropdown menu, then selects the first option in the list of schools.
  • The screen rotates around and returns to the previous STAIRS page. The cursor selects the Next button. The next page has a header reading "Please identify yourself." There are instructions below followed by a Role Selection dropdown menu.
[CHANG YI]
  • Now that your county selection has been made, you are now asked to identify yourself as a LEA or test site coordinator. Once you’ve identified your role, make the appropriate LEA and test site selections. Again for the purposes of this demonstration, I will select CDE Demo District as my LEA and CDE Demo School as my school. Each LEA and school selection is accompanied by its 14-digit CDS code in brackets. You can search for your CDS code at the link here to verify. You will have to allow a few seconds for each of the drop-down menus to populate. The wait time will depend on factors such as network performance and the number of applications simultaneously running on your device. So now that you’ve identified yourself, select the Next button to advance to the Incident Information page.
[GRAPHICS]
  • The cursor selects the Role Selection dropdown menu, then selects "CAASPP test site coordinator."
  • A new dropdown menu, LEA Selection, appears below the first one. The cursor selects it and then chooses the option "CDE Demo District." There is a 14-digit code next to this option.
  • A new dropdown menu, School Selection, appears below the previous one. The cursor selects it and then selects the option "CDE Demo School." There is a 14-digit code next to this option.
  • A new dropdown menu, Name Selection, appears below the previous one.
  • The cursor moves up and hovers over a URL in the instructions section, http://www.cde.ca.gov/re/sd/. The URL becomes highlighted with a red outline.
  • The cursor selects the Name Selection dropdown menu, then selects the option "Chang Yi."
  • The cursor selects the Next button. The screen changes to the incident information page. The header is "Please enter information regarding this incident." Below, there is a date of incident field with a calendar icon to the right of the answer box, and below that there is a test name and type section with a variety of choices with checkboxes next to them.
[CHANG YI]
  • At this stage, the system requires the entry of key information regarding the testing incident. Enter the date, either manually or by selecting the calendar icon. Then select the test name and type. Move on to the next page by selecting Next.
[GRAPHICS]
  • The cursor selects the calendar icon and a popup box appears containing a list of dates. The cursor then selects a date.
  • The cursor checks a box next to one of the test options.
  • The cursor selects the Next button.
  • The following page contains a selection of grades with checkboxes next to them, and below there is a text box labeled "Total number of students involved." Below that there is a Back button and a Next button.
[CHANG YI]
  • Then select the grades involved, and enter the number of students affected. To advance, select Next.
[GRAPHICS]
  • The cursor checks the boxes next to Grade 4 and Grade 5, then enters "2" in the text box below.
  • The cursor selects the Next button.
  • The screen changes to a testing issue selection screen with a long list of issue options, each with a checkbox to its left.
[CHANG YI]
  • On this page, you’re asked to select a category of testing issue. Most testing issues will have a follow-up or several follow-up questions. Each of which require a response in order to proceed. If you do not see your testing issue listed, you should contact your LEA CAASPP coordinator and have them contact CalTAC. The applicable testing issues document is also linked here for your reference. For the purposes of this demonstration, we’ll imagine that a student has posted a test item on a social media site. The testing issue most fitting to that particular circumstance is the Exposing Secure Materials selection. A follow-up question then asks about the source of the breach, in our case it was a student. The appropriate description of the kind of exposure that occurred is the posting of items or test materials on a social media site. The required additional description field allows the user to further elaborate on the incident, to provide additional details they might feel are pertinent. Now that the page has been completed, we will now proceed to the STAIRS submission confirmation page.
[GRAPHICS]
  • A hyperlink at the top of the page labeled "the STAIRS Applicable Testing Issues Chart (PDF)." is highlighted with a red outline.
  • The cursor selects checkbox next to the option "A test administrator, test examiner, or student copied, discussed, retained, or shared secure test materials (Exposing Secure Materials)."
  • The screen scrolls down to reveal three more questions. The first is multiple choice and asks whether the source of the breach was an adult or student. The second is also multiple choice and asks for the description that best applies to the kind of exposure that occurred. The third is an open-ended question with an answer box and asks for a description of the incident under 200 words, including how it was verified and what local action, if any, was taken. There is a warning not to include the names of people involved in this field.
  • The cursor selects the "Student" option for the first question.
  • The cursor selects the "Items or test materials were posted on social media (e.g., Twitter, Facebook)." for the second question.
  • The cursor selects the text box below the third question and enters the text "Posted on facebook."
  • The cursor selects the Next button.
  • The screen changes to the STAIRS submission confirmation page. The header reads "Confirm your submission" and all the information previously entered is displayed on-screen.
[CHANG YI]
  • This is the STAIRS confirmation page. You should closely review the information you’ve entered into each field. If your entries require correction, navigate to the source of that error by using the form’s Back button. Once you’ve verified the accuracy of the information, select the View Decision button. Should your case require the entry of SSIDs, the system may require 10-digit SSID input on the following page. If you are not presented with an SSID entry page, you’ll be taken directly to your CDE Review Decision.
[GRAPHICS]
  • The screen changes to a request for the SSID numbers of the students involved. Two text boxes have been provided to answer. At the bottom of the page there is a button labeled "Submit SSID(s)".
[CHANG YI]
  • Because of the nature of our hypothetical testing incident, a breach, you are asked to manually enter the SSIDs of the students involved. If your case involved more than 10 students, meaning 11 or more, you would’ve been asked to submit the SSIDs via a file upload, using the Excel file template linked here. You can save the SSID template to your desktop or any preferred location. So now that we’ve entered each of the SSIDs via file upload or manual entry, select the Submit SSIDs button to view your CDE STAIRS Review Decision. SSIDs via file upload or manual entry, select the Submit SSIDs button to view your CDE STAIRS Review Decision.
[GRAPHICS]
  • The cursor selects the first text box and fills it in with a number, then does the same with the second.
  • The cursor hovers over the Submit SSID(s) button at the bottom of the page.
  • The screen changes to a similar page, but instead of two text boxes there is a request to upload an Excel document containing all the SSIDs of students involved. There is a Browse button below the question which allows the user to upload a file.
  • A hyperlink in the question, "Excel file template," becomes highlighted with a red outline.
  • The screen changes back to the previous one and the cursor selects the Submit SSID(s) button.
  • The screen changes to a page titled "CDE Review Decision." There is a line of red text just below the header which says that to submit the incident and validate the STAIRS case number the user must scroll to the bottom of the page and select the Complete Submission button. Below this line is text with further information about the CDE review process.
[CHANG YI]
  • At this point we’ve reached the end of the form and are now viewing the CDE’s Review Decision, which contains the detailed next steps to file an appeal. The instructions here direct us to file an Invalidate a Test appeal request. Keep in mind that the appeals system requires entry of the STAIRS Case number seen here and is included in your confirmation email. Appeals requests made without a valid STAIRS Case Number will be denied. Once you’ve reached this page, you can expect to receive a confirmation email containing the same instructions, as well as a link to add or edit a comment related to the particular STAIRS case. After reviewing the CDE’s Review Decision, you MUST scroll down to the bottom of the page to select the Complete Submission button to consider your STAIRS case submission complete.
[GRAPHICS]
  • The screen scrolls down to reveal a questions or comments text box with a note above it stating the STAIRS case number and advising that any inquiries will be replied to within 72 hours. A note below the box says that there are a maximum of 100 words allowed. At the bottom of the screen is a Complete Submission button.
  • The cursor highlights the STAIRS case number above the text box. The number becomes surrounded by a red outline.
  • The cursor selects the Complete Submission button.
  • The screen changes to a page confirming the submission and STAIRS case number. A message below advises that if a confirmation e-mail is not received within one hour, the submitter's LEA CAASPP coordinator should contact the California Technical Assistance Center.
  • The screen changes to a STAIRS confirmation e-mail. There are a variety of instructions for dealing with the particular issue, a bright green "REPLY" button in the middle of the page, and a list of information related to the submission below.
[CHANG YI]
  • This is a sample copy of the STAIRS confirmation email. If you are a test site coordinator, your primary LEA coordinator will also receive confirmation of your submission. If at this point you have any comments or questions to ask of the California Department of Education regarding your STAIRS case, you may enter your question or comment in the textbox here by selecting the Reply button included in the email.
[GRAPHICS]
  • The screen scrolls down to reveal the rest of the e-mail.
  • The Reply button becomes briefly highlighted by a red outline.
  • The screen changes back to the previous screen submission complete screen.
  • The screen changes to another e-mail stating that the submitter's comment has been responded to. The text of the comment and response are displayed in the e-mail text, and a green Reply button at the bottom of the screen allows the submitter to reply to the response.
  • [CHANG YI]
  • If you’ve submitted a question or comment, you will receive notification of the California Department of Education’s response via email within 3 business days. This is a sample of the response notification email. If your case remains in an open status, the email will include a link you will use to respond to the CDE’s comment. Communications with the CDE should only occur via the STAIRS messaging system. Users can access or re-enter the STAIRS conversation/messaging system by selecting the Reply button included in the most recent email received from STAIRS regarding the particular case.
[GRAPHICS]
  • The screen changes back to the submission complete page.
[CHANG YI]
  • What if you did not submit a question or comment at the time of your STAIRS submission and have a question or comment to ask some time after, or perhaps you’ve submitted a question or comment and want to add to it, or make a change to what you’ve said? All users that have submitted a STAIRS case with or without a comment or question are sent a confirmation email containing a response link they can then use at a later time to attach a question or comment to their original submission or edit their previously submitted, existing comment or question.
[GRAPHICS]
  • The screen changes to a STAIRS confirmation e-mail. There are a variety of instructions for dealing with the particular issue, a bright green "REPLY" button in the middle of the page, and a list of information related to the submission below.
[CHANG YI]
  • This is a sample of that email. The reply button here can be used to submit a question or comment to the CDE. This link takes you back to the last page of your original STAIRS submission where can add or edit your question or comment.
[GRAPHICS]
  • The screen changes back to the submission complete page.
[CHANG YI]
  • Once you’ve submitted your question or comment, you will receive notification of the California Department of Education’s response via email within 3 business days. You will receive email notification when your case has been closed by the CDE STAIRS Review team.
[GRAPHICS]
  • The screen changes back to Chang Yi in the office. He is using on the laptop, but stops, looks towards the camera, and begins to speak.
[CHANG YI]
  • So that completes the STAIRS submission process. For additional information, please contact the CalTAC Help Desk at the email and phone number listed here. And for additional support, contact the CDE CAASPP office. Thanks for watching the STAIRS tutorial video. We hope to see you soon.
[GRAPHICS]
  • Contact information for the CA Technical Assistance Center, CalTAC, appears in the upper left corner of the screen. The phone number is 1-800-955-2954 and the e-mail is caltac@ets.org.
  • The text disappears and new text appears in its place, displaying the contact information for the CA Department of Education Assessment Development and Administration Division, or CAASPP. The phone number is 1-916-445-8765 and the e-mail is caaspp.cde.ca.gov. The text disappears.
[MUSIC] and [GRAPHICS]
  • The CAASPP logo appears on a black chalkboard background. It is "CAASPP" in lowercase letters and resembles a chalk drawing. The letters "CA" are white and are superimposed over a blue globe with a green silhouette of California inside it. The letters "ASPP" are green.
  • White text appears below the logo: "www.caaspp.org".
  • Fade to black.