Test Chair 101: Guidelines for New Test Chairs

1. Test Chair 101: Guidelines for New Test Chairs -Isabel Valenzano

2. Preparationfor Testing • Things to Consider: • Where testing materials will be housed • Secure location • No more than three people should have keys to open testing room • How testing materials will be distributed to teachers • Items needed for testing • Pencils • Heritage Language Dictionaries Valenzano 2009

3. Prior to Arrival of Test Materials • Create Test Groups • Generate Test Group Lists using File Download Manager or SPI • Make sure your lists include all of the fields required for demographic information on assessments • Place fields in the order they appear on the testing documents ( this will save time when bubbling test documents) • Remove SPED and ELL Students and create separate test groups for these students • Check attendance DAILY for new entries/withdrawals- adjust list as needed Valenzano 2009

4. Sample File Download Manager/SPI Data Lists 6/7/2014 4 Valenzano 2009

5. SPED -Create an EXCEL list of all SPED students with testing accommodations Valenzano 2009

6. Sample SPED DATA Sheet Valenzano 2009

7. Other Considerations for SPED • 504 Report • Staffings • Testing Accommodations • Consider room assignments and test administrators for students with extended time and individualized testing situations Valenzano 2009

8. ELL Students Things to Consider: • Room assignments and test administrators for students with extended time • Test administrators for students needing translation Valenzano 2009

9. Sample Security Checklist Valenzano 2009

10. Sample Attendance Record Valenzano 2009

11. Prior to Arrival of Test Materials • Create Bins and Folders • Color Coded • Labeled with Test Administrator Name/Grade Valenzano 2009

12. Other Considerations • Test Administrators • Proctor Assignments • Required for testing groups over 30 • School personnel and non-school personnel may be trained as proctors (must be informed of the test security laws and rules) • Room Assignments • Parent Notification/Additional notification to Parents of ELL students • Behavior concerns of specific students • Lunch Schedule • Late Arrivals (where these students will be housed) Valenzano 2009

13. Receiving/Opening Test Materials • Count all test materials (do not open shrink wrapped secure materials) and verify all numbers • Only school assessment coordinator and persons designated by the building/site administrator may open the shrink-wrapped packages and affix labels • Do not use labels from previous administrations • Students are not permitted to assist in preparing secure materials • Mark everything off on packing slip and keep packing slip to verify received amounts for packing of materials Valenzano 2009

14. Receiving/Opening Test Materials • Ensure that materials are sufficient for each grade group tested (Have 5+ extra books for each test type/grade) • Soiled • Defective • New Entries • Order additional testing materials from TDC • Organize Materials by grade/test type • Secure all testing materials to locked storage to remain until testing Valenzano 2009

15. Staff Training • Send out memo to entire staff + Training memo to test administrators and proctors • Proctor Assignments • School-wide procedures • Testing Schedules (how testing will impact overall school schedule/ planning times, etc.) • Train Test Administrators • Additional personnel should be trained for emergencies • Counselors, Media Specialists, Primary Teachers • Train Proctors • Question Proctors about early arrival on testing days • Plan for problems/ proctors will bring disruptive or sick students to office Valenzano 2009

16. Staff Training • Training Packet : • Test Administrator and Proctor Assignments • Agenda • Seating Charts • Sign out/in testing manuals • Test security agreement- Must be signed and returned • Testing Procedures • Consider Options in Script before training • Remind teachers to have students print first name, last name, district name and school name on testing materials Valenzano 2009

17. Test Security • Security must be maintained before, during, and after test administration. • All testing materials must be returned to the school assessment coordinator and placed in locked storage immediately following testing. • Test books and answer documents should never be left unsecured. • Secure materials should never remain in the classroom without the supervision of the test administrator • Consider coverage for test administrators to return testing when proctors are not available Valenzano 2009

18. Test Security • When books and headers are distributed for testing, test administrators must distribute test booklets by the security numbers assigned to students (remind test administrators) • Written documentation of the number ranges or security numbers must be maintained at all times during distribution and return of secure materials • Test administrators must NOT administer the FCAT to their family members Valenzano 2009

19. Test Security • Test administrators must maintain an accurate Security Log in each testing room • Anyone who enters a testing room during testing is required to sign the log- this applies to test administrators, proctors, and anyone who relieves a test administrator, even for a short break, regardless of how much time he or she spend monitoring a testing room • Test materials MUST be counted individually and signed out by test administrators • Test materials MUST be counted individually and signed in by School Testing Coordinator Valenzano 2009

20. Important Reminders for Teachers • Prepare room for testing • Hang up all signs • Hand out and pick up test materials individually from students • Watch or clock available • Write times on board according to script • Read script verbatim • Account for all secured materials by checking security number range and counting materials BEFORE leaving the testing room to return materials • Supervise test administration • No stray marks near the answer choice bubbles • Do not discuss test items with students during or AFTER testing Valenzano 2009

21. Prepare for Testing • Using test group lists already created using File Download Manager or SPI (with all the demographic information required on testing materials), place labels on books/answer sheets (sequential number order by test groups) • Check labels for required information • Student Last Name • Student ID Number • District Number • School Number • Grade Level • Remember that information can be added by bubbling, but information that is not correct cannot be corrected Valenzano 2009

22. Prepare for Testing • Check both label lists before bubbling • Have Test Group Lists with required demographic information available to bubble books/answer sheets that do not have labels • Highlight the students that were hand bubbled and save lists to use for next test type Example: Jane Doe- 3rd grade reading test- will need to be bubbled for 3rd grade math test • Assign Test Group Codes as needed • If group dynamics change- test group number should change Valenzano 2009

23. Prepare for Testing • Place books with labels in bins • Place folders on top of books/headers • Inside folders: • Security Checklist • Attendance Roster • Security Log • Seating Chart • Test Manual • Pencils • Large Eraser • Peppermints (Other treats for students) Valenzano 2009

24. Prepare for Testing • Create sign in/out sheet for test administrators • Create a list for yourself with number of books each test administrator should be checking out • Check all testing rooms prior to testing Valenzano 2009

25. Testing Days (Before Testing) • Be available for pick up of materials by 8:00 a.m. • Block testing room door- do not allow anyone in the testing room • Allow test administrators to count test materials and write down the number they are taking before signing them out • Put “DO NOT USE” sign on phone used for PA system • Make sure clerical staff and teachers are aware that PA & telephones cannot be used during testing Valenzano 2009

26. Testing Days (During Testing) • Walk the building • Have security posted where most needed • Ensure: • All required testing signs are hung up • Students are taken directly to testing rooms before testing begins Valenzano 2009

27. Testing Days (Following Testing) • Count test materials and write down the number that test administrators are returning before signing them in • Prepare make-up lists daily to ensure that all students are made up in a timely fashion • Make announcements daily when testing is completed Valenzano 2009

28. Testing Days (Following Testing) • Go back to all SPED and ELL testing materials and check for bubbling of all information: • Primary Exceptionality • 504 (Yes) • ELL • Less than 1 year (Shown as 1 on label) • At Least 1 year, but less than 2 years (Shown as 2 on label) • 2 years or more (shown as 3 on label) • Accommodations Valenzano 2009

29. Testing Days (Following Testing) • Check original packing slip • Count and verify that all materials are there • Pack materials • Make copies of all records and forms Valenzano 2009

30. Have a Great Year of Testing!!! ivalenzano@dadeschools.net Valenzano 2009