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The 2014 NCAE Test Administration Guidelines

The 2014 NCAE Test Administration Guidelines. National Education Testing and Research Center Department of Education 2014. Acronyms. SDS -Schools Division Superintendent DTC -Division Testing Coordinator PSS -Private School Supervisor SH -School Head STC -School Testing Coordinator

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The 2014 NCAE Test Administration Guidelines

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  1. The 2014 NCAE Test Administration Guidelines National Education Testing and Research Center Department of Education 2014

  2. Acronyms • SDS -Schools Division Superintendent • DTC -Division Testing Coordinator • PSS -Private School Supervisor • SH -School Head • STC -School Testing Coordinator • CE -Chief Examiner • RS -Room Supervisor • RE -Room Examiner • LRN -Learner Reference Number • TMs -Test Materials • TB -Test Booklet • SAS -Scannable Answer Sheet • EH -Examiner’s Handbook • SSH -Scannable School Header • ETRE -Examiner’s Transmittal Report Envelope • CETRE -Chief Examiner’s Transmittal Report Envelope • COR -Certificate of Rating

  3. Composition of the NCAE: • General Scholastic Aptitude- comprised of the Reading Comprehension, Mathematical Ability, Verbal Ability, Scientific Ability, and Logical Reasoning Ability

  4. Occupational Interest Inventory for Students in Secondary Schools (OIISSS) • Academic Tracks – Humanities and Social Sciences (HUMMS), Science, Technology, Engineering and Mathematics (STEM), Accountancy, Business and Management (ABM) • Technical – Vocational Aptitude (TVA)

  5. Responsibilities of the Testing Staff

  6. The Testing Staff at the Division Level Division Level SDS* DTC PSS School Level School Head/ Chief Examiner School Testing Coordinator Room Supervisors RE 1 RE 2 RE 3 RE 4 RE n *Assignment of the testing staff shall be done by the SDS.

  7. ROOM EXAMINERS • For divisions with only few public and private high schools, elementary school teachers from public schools may serve as REs. • Teachers from big schools may be dispersed in small private schools. • Other public school teachers from the other districts may serve as RE when there is insufficiency of private school teachers.

  8. The Schools Division Superintendent (SDS) The Testing Staff and Their Roles TheSchools Division Superintendent (SDS) shall: • be responsible for the smooth conduct of the test in the division • assign one of the division supervisors as Division Testing Coordinator • designate Room Examiners who are reliable, competent, experienced in the conduct of NCAE and have no history of lost Test Booklets (TBs) • remind PSS to manage tardiness of some private school teachers on examination day.

  9. The Division Testing Coordinator • Prepares accurately, with the assistance of PSS, the enrolment data using the prescribed format and corresponding guidelines. • On behalf of the SDS, the DTC chooses REs who are credible, trustworthy and with testing experience. • Orients the SHs or STCs prior to test administration. • Maintains the security and confidentiality of test materials received from the NETRC through a courier. Issues an Oath of Confidentiality for the SHs on this regard. • Examines the packing guide of TMs upon receipt. • Notifies NETRC on the condition of TMs received. • Accounts all the TMs before final packing.

  10. The Private School Supervisor • Disseminates information regarding the NCAE and DepED’s latest issuances on it to private schools in the division. • Coordinates with private school principals regarding the conduct of the exam to its target clientele; formulates an agreement with the SH regarding proper test administration. • Checks closely if private schools operating without permit were included vis-à-vis the official list from the region. The said schools should be excluded. Likewise, make sure schools with permit are still operating. • Prepares and provides the DTC with the enrolment data on private schools to be tested, which will be used in the budget preparation and submitted to NETRC for the preparation of TMs. • Assists the DTC in the echo-orientation in the Division Level for private schools.* • Closely supervises the delivery and retrieval of TMs on testing day and assists the DTC in the accounting of TMs. • Oversees the conduct of the test in private schools. *No extra funding from NETRC is provided for this activity.

  11. The Chief Examiner – School Head of the Testing Center • Maintains the security and confidentiality of test materials received from the DTC after getting the TMs from the DTC (test boxes are opened on Examination Day); • Accountable and responsible for all TMs received. This ends when the TMs are returned to the DTC; • Assigns a room where all REs can be met before and after the test administration (distribution room); • Counts all packs of TBs and/or ASs before releasing them to each RE; • Records pertinent data about the test materials released to and received from the REs in the Accounting Form (Form 3) and Forms 4, 5, 6 and in the SSH; • Distributes the TBs to each RE and reminds him/her to count these without opening the pack and before leaving the room; • Reminds each RE that the ETRE’s are sealed in the Examination Room before proceeding to the Distribution Room for the retrieval phase; • Monitors proper accomplishment of the different forms by the RE while the test proper is in progress; • Follows the instruction for Accounting and Packing of TMs found at the latter part of the EH; • Aware of the details of the testing program to be administered; and • Orients every teacher in his/her respective school on the guidelines and EH relative to the test administration.

  12. The Room Examiner • Counts the TBs and ASs without opening the plastic bags containing them before proceeding to his/her assigned testing room. Any discrepancy should be acted upon immediately and this should be reported in the CE’s Report. • Signs Form 3 as he/she receives the TMs from the CE/STC while still in the distribution room. • Checks if the examinees have lead pencils to use and a sheet of blank paper for computation purposes; • Facilitates the recording of the Examinee Number and Test Booklet Number of the Examinees in the NETRC Form 2 (Seat Plan);

  13. Supervises closely the shading of bubbles in the AS for the non-test items; • Follows strictly the EH during test administration; • Keeps custody of all the used and unused TBs but are not allowed to read the contents; otherwise, he/she will be given corresponding sanctions based on DECS Order No. 85, s. 1999; • Checks the contents of the ETRE before he/she seals it while still in the examination room; and • Accomplishes Form 7. *Teachers coming from private schools will be assigned in public schools as Room Examiners; while those from public schools will be assigned in the private schools. If not enough, those from other districts can be assigned.

  14. The Room Supervisor • Monitors the conduct of the test administration in a testing center with 5 or more testing rooms (NCAE). • Checks if the REs adhere to the instructions in the EH. • Collects all unused SAS from every RE at the time when the examinees are answering the last subtest in the morning session and to indicate in Form 3the serial numbers of unused Test Booklets and Answer Sheets. • Counts and double counts the TBs per pack and the number of ETREs. Notes: 1. The RS must come from another school other than those schools where REs shall be assigned. 2. The number of RSs assigned in a testing center will depend on the number of examinees in an examination room. Below is the ratio: 1 RS is assigned in every 10 rooms if there are 20 examinees/room 1 RS is assigned in every 5 rooms if there are 30 examinees/room

  15. The School Testing Coordinator • Double checks the enrolment data of the school prior to submission to the DTC. • Attends the orientation at the division level in the absence (or in behalf of) of the SH. • Accomplishes the SSH. • Assists the CE in all the testing activities. • Double checks the TMs before final packing, being accountable also on these materials.

  16. The Monitors • NETRC staff-monitors will be assigned to any testing center(s) nationwide, unannounced in the field. • The expenses incurred by external-volunteers are not chargeable to NETRC funds.

  17. Orientation at the Division Level • This is primarily aimed to orient all the testing staff in the NCAE administration. But due to budgetary constraints only one representative per school is authorized to attend--either the SH or the STC. However, a 100% attendance is imposed for the school representative. Sanctions should be meted for non-attendance. • Hence, a mechanism should be devised so that all testing staff are properly oriented; one of which is orienting all the teaching force in the school by the SH/STC to be ready on exam day in case there will be shortage of REs in other testing centers. • A soft copy of the Examiner’s Handbook and the guidelines must be provided to School Heads to save printing cost.

  18. The Enrolment Data, School ID and Learner Reference Number

  19. Guidelines in the Preparation of Enrolment Data • Four (4) sets of enrolment data must be prepared and submitted: - Elementary level covering Grade6 - Secondary level covering Grade 9 and Year 4 (BEC); • Enrolment data must be in 4 CD’s one for each grade/year level (G6, G9 and Y4). • The enrolment data should be based on July 31, 2014 as bases (end of July every SY); • Use the Prescribed Standard Format in Excel. Enrolment data in other formats (Word, PDF, JPEG file) will be returned to the DTC; • Provide only the total enrolment per school. DO NOT provide subtotals for each curriculum program in a certain school. NO gender segregation; • To facilitate the delivery and retrieval of TM’s, integrate the list of private schools into the public schools listed by municipality; • Group schools by municipality and NOT by alphabetical order; • Provide data by legislative district; NOT by school district; • Lone Congressional District is the only district in the province, while First District is a part of a large province having more than one constituency; • Enrolment data sent thru email will be accepted. • The enrolment data will be submitted during the NCAE orientation; and • Review carefully each school entry in the list before submission.

  20. Matrix 1. Enrolment Data for the Elementary Level Notes: Another set of enrolment data for Grade 6 using the same format

  21. Matrix 2. Enrolment Data for the Secondary Level Grade 9 shall be included using the same format. Another set of enrolment data for Year 4 using the same format.

  22. An Example on the Preparation of Enrolment Data for Grade 3 and Grade 6 Note: Prepare another enrolment data for Grade 9 and Year 4 (BEC) using the same format; separately for the two year levels.

  23. Guidelines on the Use of School IDs • BEIS and NETRC are using similar School IDs both recognized by the Department; • New schools without School IDs are given temporary ones by the NETRC and no other sources to avoid duplication and to facilitate allocation of test materials; • The School IDs issued by NETRC will be used temporarily for future test administrations until such time BEIS issues the permanent ID; • In case there are several School IDs for one school, follow the School ID indicated in the Scannable School Header(SSH) and check the correctness of School ID in the TMs received.

  24. Guidelines on the Use of Learner Reference Number (LRN) • Use the LRN that will be provided by the Office of the Planning Service, DepED Central Office. • The LRN must be reflected in each of the examinees’ AS , Form 1, List of Examinees to be posted at the door.

  25. Test Administration Guidelines

  26. Test Administration Guidelines with Difficulties to be followed by the Testing Staff • Sealing the ETRE’s by Room Examiners while still at the Examination Room • Using original plastic bags to contain the used Scannable Answer Sheets • Leaving the seats of latecomers/ absent-registrants vacant • Imposing the use of standard pencils to be used by the examinees

  27. Pre-Test Guidelines

  28. Pre-Test Guidelines

  29. Pre-Test Guidelines

  30. Pre-Test Guidelines

  31. Pre-Test Guidelines

  32. Pre-Test Guidelines

  33. Allocation of Test Booklets and Scannable Answer Sheets A. Test Booklets 61 or less number of examinees shall have 100% allocation Buffers are packs of 5’s B. Scannable Answer Sheets – 100%

  34. Instructions for the Recording of Time • Time allocation serves as guide in the recording of time but the corresponding actual time in answering each subject should be written in the time started and time to end. • The recording of time is done by cluster of subjects answered before and after breaks (snacks and lunch); for which the time records should be written on the blanks provided.

  35. Pretest : Entrance and Seating Arrangement NCAE Examinees: 30 examinees in a room Seats are 6 rows of 5 Recount TB’s and open only the package in front of examinees. Do not allow electronic devices – calculator & cell phones in the exam room. All belongings shall be placed in front beneath the blackboard. Only pencils, sharpeners and a computation paper shall be with the examinees while test is going on. Note: No other persons should be allowed in the premises of the Examination Rooms except the testing staff and authorized monitors.

  36. Pretest : Distributing and Checking the TBs and ASs • Distribute from right to left and from lowest serial number. • Check page by page. • Place defective/unused TB and AS, if any, in the plastic bag. • Check and double check that all examinees have shaded the correct circles pertaining to the NAME GRID and all the necessary information about the examinee. • Seats of the latecomers/absentees should be left vacant but the allocated TM’s should be placed in their respective seat/(s) to be collected later before the Test Proper starts. • Remind examinees to use eraser for pencils. Tape or liquid erasers are NOT allowed. • Do not start the Test Proper unless each examinee has properly shaded the NAME GRID. • No examinees should start accomplishing the NAME GRID unless they have shown their pencils.

  37. The Scannable Test Materials

  38. NCAE Scannable Answer SheetSheet #1 (Information Sheet, EDQ & NCAE Core)

  39. NCAE Scannable Answer SheetSheet #2 (OIISSS and NCAE Tracks)

  40. NCAE School Header

  41. On Photocopied Answer Sheets • In case there will be a shortage of Answer Sheets (ASs) in one testing center, Scannable Answer Sheets (SASs) may be photocopied. • The photocopied ASs SHOULD BE PLACED INSIDE THE RESPECTIVE ETRE corresponding with the list of actual examinees in Forms 1 and 2. • No Examinee Number should be written in Form 2 (Seat Plan) for the examinees with photocopied ASs. Instead, indicate in the blank “(Photocopied).” Sample: • Using a red marker, indicate at the upper right corner of the ETRE this note: • The instructions above are important in order for NETRC to locate, transcribe and electronically process the photocopied ASs.

  42. Information in the Answer Sheet: NCAE • Examinee Stub, Name Grid (refer to replica) School Code (Region, Division, School ID) • Examinees with 1.0 to 5.0 Ratings e.g. Students from science high schools – refer to the numerical/percentage equivalents.

  43. Test Proper • Read verbatim the information in boxed portions of the handbook. Do NOT translate in local language/dialect. • Always record the time started and the time the subject test will end but should be done by cluster of subtests’ as indicated in the Board Display. • Do NOT add or subtract minutes in the time. • Accomplish the Seat Plan while the examinees are answering the EDQ. • Accomplish Form 7 while test is in progress.

  44. Post Test • Give five minutes to inspect and clean the Answer Sheet. • The examinee stubs should be detached slowly. A pair of scissors not allowed to be used in detaching it • The examinee stubs should be turned over by the RE to the Guidance Counselor or SH. • Count TBs and ASs before allowing examinees to leave the room.

  45. Post Test : Accounting of Test Materials and Preparation of Reports • Count and arrange TBs and ASs according to the serial numbers (consecutively). • Accomplish the ETRE’s Data. Indicate the number of registrants and the actual number of examinees. • After the contents have been accounted for, SEAL the ETRE with the DepED-NETRC paper tape in the testing room and sign across it. • Account for and submit to the CE what you have received.

  46. Post Test : Contents of ETRE • Report on time test started and ended (Board Work Replica on Actual Time Record) • Used ASs placed in original plastic bag • Form 1 and Form 2 • Form 7 Post Test : Contents of CETRE • Unused ASs • Form 3 • Form 4 • Scannable School Header Note: Forms 5 & 6 shall be submitted separately to the DTCs.

  47. Post Test : Materials for Submission to the Division Office • Bundles of ETREs and CETREs placed in the original boxes • Bundles of used and unused TBs placed in the original boxes • EH • NETRC Form 5 to be placed inside box no. 1 for the TBs of the Division (on top of the TBs) • NETRC Form 6 to be placed inside box no. 1 of ETRE’s/CETRE’s of the Division (on top of the CETREs) Reminders: • The SHs have to return the TMs in 24 hours. • Take note of the guidelines in dealing with Forwarder and time and date of the Forwarder’s retrieval of the TMs. • Accomplish the Questionnaire on Forwarder’s Performance. • Notify the NETRC if TMs are ready for retrieval or if they were not retrieved promptly.

  48. The Forms Oath of Confidentiality Form 1 – List of Actual Examinees Form 2 – Seat Plan* Form 3 – Test Materials Accounting Form* Form 4 – Chief Examiner’s Report Form Form 5 – Test Booklet Quantity and Completeness Verification Sheet Form 6 – Answer Sheet Quantity and Completeness Verification Sheet Form 7 – Room Examiner’s Test Administration Evaluation Report *with modifications

  49. Oath of Confidentiality As part of the testing staff nationwide, tasked to receive, administer and retrieve the Test Materials for the National Career Assessment Examination (NCAE), I hereby solemnly swear that I will strictly observe security measures to maintain the confidentiality of these. Received from: Received by: (The Division Testing Coordinator) (School Head/School Testing Coordinator) ____________________ ____________________ Print Name and Sign Print Name and Sign ____________________ ____________________ Date Date

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