Incident Reporting Process

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The online incident reporting process provides district testing coordinators, or their designees, with an efficient means to report testing irregularities to TEA. Reporting requirements differ based on the severity of the confirmed or alleged violation; however, ALL testing irregularities must be reported through the submission of a Student Assessment Division online incident report form. The contents of the report submitted to TEA must clearly lay out the sequence of events of the testing irregularity and include the district’s determination of what occurred. Beginning in 2014, district officials must additionally complete the Plan of Action section in the Online Incident Report and specify the steps they will take to prevent a re-occurrence of the irregularity. Information provided in district reports, particularly in the Plan of Action, is used by TEA during an audit of selected districts to verify that they have implemented corrective actions in response to reported irregularities.  

Reporting Serious Irregularities

The district testing coordinator, or his or her designee, is responsible for investigating confirmed or alleged serious testing violations and must notify the TEA Student Assessment Division as soon as the district is made aware of the situation. Depending on the nature and severity of the issue, TEA may request that the district take certain actions, such as interviewing students or interpreting test results, to ensure a thorough and complete investigation. At a minimum, districts must complete each of the following items and submit to TEA to fulfill the states requirements for reporting procedural testing violations.

 
  • an Online Incident Report
  • the Plan of Action section of the Online Incident Report (describes the steps that a district will take to ensure that the irregularity does not reoccur)
  • typed, dated, and signed statement from the individual involved     
  • the district’s determination of exactly what happened and why the incident occurred
  • a description of how the incident was resolved


Districts must submit the required information for serious irregularities within ten working days of becoming aware of the violation, or contact the TEA Student Assessment security team to request an extension of the deadline. Additional information regarding the investigation, documentation, and reporting of serious testing irregularities is described in the Test Security Supplement.

Supporting documentation may be attached to the Online Incident Report so all submission requirements can be fulfilled at one time. If the district chooses not to use the attachment feature in the online form, all supporting documentation must be submitted by e-mail to testsecurity@tea.state.tx.us. Please make sure to reference the incident identification number that was provided upon the successful submission of the online incident report for any documentation submitted via e-mail.

    Reporting Procedural Irregularities

    Because procedural irregularities are often the result of minor errors that do not generally represent severe breaches in test security or confidentiality, they require only the submission of an Online Incident Report. Districts must complete the Plan of Action as part of the incident report, describing the district’s plan to prevent the re-occurrence of the incident. For these types of irregularities, the district’s reporting obligation is fulfilled once the online submission has been completed. If more information is needed, TEA will notify the district coordinator. Reports for procedural errors must be submitted within ten working days of the district coordinator being made aware of the incident. If more time is needed, contact the Student Assessment Division’s security team.

     
    At a minimum, districts must complete each of the following items and submit to TEA to fulfill the states requirements for reporting procedural testing violations.
    •  an Online Incident Report
    •  the Plan of Action section of the Online Incident Report (describes the steps that a district will take to ensure that the irregularity does not reoccur)
     

    Find guidelines to help assess an incident and ensure proper reporting of procedural irregularities in the Test Security Supplement

    Online Incident Report Form

     To report a testing irregularity, click on the link below:

    Online Incident Report Form (external link)

    Upon completion of the online form, the district test coordinator will receive confirmation that the report has been accepted, and an incident identification number will be issued for tracking purposes. If districts encounter difficulty using the Online Incident Report Form or need to update information once a report has been submitted, they must contact the Student Assessment security team and reference the incident identification number.

    Disciplinary Actions Taken Locally

    In addition to reporting testing irregularities to TEA, districts must report disciplinary actions taken locally against educators using the Corrective Action Plan form.  Access the form using the link below. Return completed forms through the Online Incident Report form or contact TEA for directions.

    Corrective Action Plan template (external link)

      Districts must report any disciplinary action taken against a student for cheating on a state assessment using the Locally Determined Disciplinary Actions form located on the link provided below.

      Locally Determined Disciplinary Actions form (external link)

       


       

      For additional information, contact:

      Student Assessment Division
      1701 North Congress Avenue, Room 3-122A
      Austin, Texas 78701 

      (512) 463-9536
      testsecurity@tea.state.tx.us