Keeping Statutory Test Materials Secure: What Does Good Practice Look Like?

As this year’s statutory assessment period approaches, it is time to review and consider what schools need to know and do to keep test materials secure. As we all only do this once a year, when the time comes round we all find ourselves trying to remind ourselves of what the guidance states. In our monitoring each year we see evidence of excellent practice in many schools. However, on occasion schools are found to not be following the guidance, or need some advice on what best practice could look like in their setting. Read on for our top tips for keeping statutory test materials secure and the key messages for best practice both before, during and after the test window.

1) When materials are delivered, the headteacher or their representative should check the contents against the delivery note (without opening the inner packs) and sign it before repacking and securing the boxes with tape then locking them away. We know it can be a challenge to fit the packs in the boxes they arrive in but you are able to put these into alternative boxes. Many schools do this by grouping the packs for each day to ensure the tests run more smoothly. The signed delivery note should be kept somewhere accessible in case you receive a monitoring visit as this has to be evidenced on the monitoring form.

2) Ensure any statutory test materials are kept in a secure locked cupboard that minimal people can access. Avoid high traffic areas such as corridors or the PE cupboard. It is essential that you avoid any cupboard near where computers or hardware are kept as this area is more likely to be targeted in a burglary. You may also want to consider using different shelves within the cupboard for different tests to ensure the correct packs are opened at the correct time. Please note, if there is ever an error where papers are opened on the wrong day then do phone the STA helpline immediately and they will talk you through what to do next.

3) Schools should appoint someone who is not involved in test administration to be responsible for overseeing the storage of test materials from their arrival in school until they are no longer confidential. Ensure this person is able to regularly check that the boxes have not been tampered with including after public events. It is essential to have a log for anyone entering the locked cupboard to sign and set up a process whereby two people are always in attendance when the cupboard is opened or materials are opened. This could look like this:

4) Test materials must be kept securely locked away before and after the test administration period, until the date specified, to enable children who are absent to take the assessments securely. This includes unused test papers. A reminder that when conducting the Phonics Screening Check, staff running the check will need to consider the security of the materials when collecting and returning children alongside the days in between tests. Materials should either be locked away in-between checks or be taken with the member of staff, with care taken to ensure no-one sees the content of the checks.

5) Materials must not be opened before the scheduled test timetable and can only be opened just before the test is administered, unless you have an approved early opening application. This year these will be completed on NCA portal rather than Primary Assessment Gateway. If an early opening application is used, make sure to reseal the original pack whilst you make the adaptations, then add the adapted test materials back to the original pack and reseal again.

6) Work together to risk asses and plan what you would do if there was a problem, for example if keys to the safe are lost. According to DfE guidance, if you suspect or experience a security breach, you must report the incident immediately to the National Curriculum Assessments Helpline on 0300 303 3013.

But what about a school’s real life experience of keeping the test materials secure? Sarah Cordwell, Deputy Headteacher (KS1 and EYFS) at Crossacres Primary Academy in Wythenshawe explains what they do in practice to keep materials secure for the Phonics Screening Check. 

Storing and ensuring security of the Phonic Screening check can be tricky as it needs to be accessible but kept safe and secure in line with the STA guidance. At Crossacres Primary Academy planning for this starts well before June! As soon as the guidance is released from the STA, we circulate this to all staff that will be taking part in the administration of the Phonic Screening Check. 

It is crucial staff are aware of where, when, how and who is administering the check, as well as senior leaders needing to be aware when the local authority carry out monitoring visits and what is involved. 

We start off our preparation by watching the STA Phonics Screening Check Administration video and then all staff read the STA guidance, and we go through the script provided that is printed off for all staff. 

Before administering the check, we ensure any staff administering the check have familiarised themselves with this guidance and with:

• The printed instructions for administering the check
• Past Phonics Screening Check materials available in the collection of past test materials
• The information about preparing to administer the phonics screening check
• The printed scoring guidance on how to score pupils’ responses.

Staff that will be administering the check then sign to say they have read these documents as well as answering the following:

• Have you watched the training video?
• Have you read the Phonics ARA and the Administration Guidance?
• Are you familiar with there and how the PSC is stored? 
• Are you familiar with the script for introducing the check and what you can or cannot say during the check? 
• Do you understand the access arrangements in place for the check?
• Are you confident with the scoring and administration of the Phonics Screening Check?

As soon as the materials are delivered, we go through the storage arrangements as a team. We have one central point where the tests are locked and every day these are signed in and out to administer the check. We also have another locked cupboard where the tests stay during the day whilst the test is being administered. Any time the cupboards are opened staff must sign the sign in/out sheet. Staff are aware the test must never be left alone for any period.

The most valuable preparation we do is meeting as a team weekly prior to the check to give staff time to read all the guidance and raise any questions prior to administering the check, so they feel confident.  I also keep all documentation in one folder so I am prepared for a Monitoring Visit and then all the documents I need are to hand so I can stay relaxed and ready!

Crossacres, like many schools, has excellent protocols in place for test security. However it is crucial that you take time to read all of the guidance and ensure your own practice fulfils statutory requirements. Take some time before the test materials are delivered to review your own processes. What do you already do well? What do you need to tweak to ensure you are following best practice and statutory guidance?

Of course, keeping the materials secure is just one part of test administration. It is crucial that school leaders make sure that all staff involved have been trained in best practice using the DfE guidance. For more support on keeping assessment materials secure as well as test administration as a whole, ensure staff are up to date with current guidance.

For the Phonics Screening Check by:

• Following the Phonics Screening Check Assessment and Reporting Arrangements.
• Following the statutory Phonics Screening Check Administration Guidance.

For the optional KS1 SATS by:

• Following the optional KS1 Test Administration Guidance.
• Following the statutory KS2 Access Arrangements Guidance.
• If you are using readers for the English Grammar, Punctuation and Spelling, also make sure any staff have understood the Notes for Readers and are clear on what they can and cannot do.

For KS2 SATS by:

• Following the statutory KS2 Test Administration Guidance and KS2 Modified Test Administration Guidance (where appropriate). 
• Following the statutory KS2 Access Arrangements Guidance.
• If you are using readers for the English Grammar, Punctuation and Spelling, also making sure any staff have understood the Notes for Readers and are clear on what they can and cannot do.

We know there is so much more to remember than just keeping the tests secure, and we would strongly suggest that you clearly plan out how you will organise access arrangements and the way in which the tests are conducted. However, we hope this has been a useful reminder about how to keep any statutory test materials secure. 

Click here to download a handy check list for when test materials arrive in your school.

If you have questions about test security or administration, please contact our Literacy Team Leader, Laura Buczko at Laura.Buczko@oneeducation.co.uk.