Test Chair 101: Guidelines for New Test Chairs

1. TestChair 101: Guidelines for New Test Chairs Zulema C. Lamazares

2. Prior to Arrival of Test Materials Create Test Groups Generate Test Group Lists using File Download Manager Make sure your lists include all of the fields required for demographic information on assessments by grade level 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 for each grade level tested Check attendance DAILY (with Registrar) for new entries/withdrawals- Adjust list as needed 10/31/2014

3. Sample File Download Manager/ 10/31/2014 3

4. Sample-Master List by Section

5. SPED -Create an EXCEL list of all SPED students with testing accommodations 10/31/2014 5

6. SPED Accommodations

7. Other Considerations for SPED 504 Report (diabetics, seizures, etc….) Staffings (newly staffed) Testing Accommodations Consider room assignments and test administrators for students with extended time and individualized testing situations Avoid using cafeteria 10/31/2014 7 Valenzano 2009

8. ELL Students Things to Consider: Room assignments and test administrators for ELL students Test administrators for students needing translation (call Rosalia Gallo for interpreters as needed) Purchase/locate translation dictionaries (French, Japanese, Portuguese, etc….) 10/31/2014 8

9. Sample Security Checklist 10/31/2014 9

10. Sample Attendance Record 10/31/2014 10

11. Prior to Arrival of Test Materials Create Bins and Folders Labeled with Test Administrator Name/Grade Create bins for ELL/SPED Test Administrators If possible store materials/bins by grade level Valenzano 2009

12. Prepare for Testing Using test group lists, 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 Missing information can be added by bubbling New test booklet needed when the above information is not correct. 10/31/2014 12 Valenzano 2009

13. Have Test Group Lists with required demographic information available to bubble books/answer sheets for students without a label Highlight the students that were hand-bubbled and save lists to use for next test type Assign Test Group Codes as needed If group dynamics change è test group number should change Prepare for Testing 10/31/2014 13 Valenzano 2009

14. Prepare for Testing Place Test books/answer folders in bins Place the following documents in bins: Security Checklist Attendance Record Security Log Seating Chart (optional) Test Manual Pencils 10/31/2014 14 Valenzano 2009

15. Prepare for Testing Create sign in/out sheet for test administrators Check all testing rooms prior to testing 10/31/2014 15 Valenzano 2009

16. FLORIDA COMPREHENSIVE ASSESSMENT TEST READING, MATHEMATICS & SCIENCE March 2010 GRADE 3 GREENGLADE ELEMENTARY I received the following materials: READING Test Chairperson: _________________________________

17. Other Considerations Test Administrators Proctor Assignments Required for testing groups over 30 If possible place a proctor in every room School personnel and non-school personnel may be trained as proctors (must be informed of the test security laws and rules and sign Security Agreement) Avoid using volunteers 10/31/2014 17 Valenzano 2009

18. OtherConsiderations cont….. Room Assignments Parent Notification Letters/Additional notification to Parents of ELL students Behavior concerns of specific students Lunch Schedule Late Arrivals (location and person)

19. 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 10/31/2014 19

20. 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 (305) 995-3743 Organize Materials by grade/test type Secure all testing materials in a secure location Receiving/Opening Test Materials 10/31/2014 20 Valenzano 2009

21. Staff/Proctor Training Schedule training for Test Administrators/Proctors Proctor Assignments School-wide procedures Testing Schedules Train Test Administrators Additional personnel should be trained for emergencies Counselors, Media Specialists, Primary Teachers, Special Area Teachers Train Proctors Move around the room/assist Test Administrator Proctors should not handle testing materials 10/31/2014 21

22. Training Materials : Agenda Test Administrator and Proctor Assignments Seating Charts (Middle/Senior High) Test security agreement- Must be signed and returned Testing Procedures Select Script Option before training (gridded booklets/answer booklets) Remind teachers to have students print first name, last name, district name and school name on testing materials Staff Training cont….. 10/31/2014 22 Valenzano 2009

23. Sample Agenda What’s New for FCAT 2010? vi-vii Reminders viii-ix Administration Schedule (handouts) pg. 2 Test Accommodations Appendix A Students with Disabilities pg. 288-293 Limited English Proficient (ELL) pg. 293-294 Sample Test Materials, Rulers, Reference Sheet pg. 6 Test Document Type Configuration pg. 7 Labels/Preidentified Answer Documents pg. 12-15 Test Security Policies & Procedures pg. 15 Florida Test Security/Statute and Rule Appendix B pg. 296-298 See Appendix B for Security Agreement & Security Log Sign and Return Security Agreement before you leave! (pg. 301) Security Numbers/Security Checklist pg. 18-20

24. 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 10/31/2014 24 Valenzano 2009

25. 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 Test Security 10/31/2014 25 Valenzano 2009

26. 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 Test materials MUST be counted individually and signed out by test administrators (see slide # 16) Returning of Materials: Test materials MUST be counted individually and signed in by School Testing Coordinator (see slide # 16) 10/31/2014 26 Valenzano 2009

27. Important Reminders-Test Administrators Prepare room for testing Hang up all signs (do not disturb, electronic devices) Hand out and pick up test materials individually from students Watch or clock available Write times on board according to script/make sure everyone has a board 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 10/31/2014 27 Valenzano 2009

28. Testing Days Test coordinators should be available beginning at 7:30 a.m. Allow test administrators to count test materials, verify count and sign-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 Make sure custodians are not doing yard work 10/31/2014 28

29. Testing Days (During Testing) Walk the building Have security posted where most needed Ensure: All required testing signs are displayed Make sure all SPED/ELL students are picked-up on time 10/31/2014 29 Valenzano 2009

30. Count test materials as test administrators come in and have them sign-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 to resume regular schedules Testing Days 10/31/2014 30 Valenzano 2009

31. Testing Days 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 10/31/2014 31 Valenzano 2009

32. Check original packing slip Count and verify that all materials are accounted for Pack materials Make copies of all records and forms Testing Days 10/31/2014 32 Valenzano 2009

33. Relax and take one day at a time… May the force be with YOU! http://oada.dadeschools.net/TestChairInfo/InfoForTestChair.asp zulylamazares@dadeschools.net 10/31/2014 33 Valenzano 2009