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

Preparation for 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 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

Sample File Download Manager/SPI Data Lists NAME ID GENDER ETHNICITY HR LEP Entry Fl. ID Birthdate ESE LEP Male Black 304   #########X 10/1/1998 11/13/1998 Female Hispanic 8/26/2004 12/8/1998 K 10/18/1998 8/30/2004 10/10/1999 8/30/2005 10/10/1998 5/20/2009 12/5/1998 4 2/27/1998 11/16/1998 4/23/08 8/31/1998 1/1/2019 4 Valenzano 2009

SPED -Create an EXCEL list of all SPED students with testing accommodations 1/1/2019 Valenzano 2009

Sample SPED DATA Sheet Accommodations 1/1/2019 Flexible Setting Last Name First Name Student ID Prim. Exc. Grade HR SPED Teacher (s) Accommodations   Flexible Setting Flexible Scheduling Flexible Responding Flexible Presentation Ind Sm Grp Short Sess Addtnl Time Breaks Mark Answers directly in test booklets Dictate Responses Directions/Content Read Device maintain visual attention Large print Braille J 3 3EH Jones X K 3AS Adams / Kole (R/M) C 3NU Adams (M) V 3HM Adams (R.) Kole(M) Adams(R.) Kole(M) G Adams(R.) Kole (M) 3HB Brown 1/1/2019 Valenzano 2009

Other Considerations for SPED 504 Report Staffings Testing Accommodations Consider room assignments and test administrators for students with extended time and individualized testing situations 1/1/2019 Valenzano 2009

ELL Students Things to Consider: Room assignments and test administrators for students with extended time Test administrators for students needing translation 1/1/2019 Valenzano 2009

Sample Security Checklist Spring 2010 FCAT SSS Reading, Mathematics, and Science SECURITY CHECKLIST PAGE 1 of 10 DISTRICT: 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO: 026375 SCHOOL: 0831 Claude Pepper Elementary 2105200025 - Grade 5 Reading Test and Answer Book Security # LAST NAME First Name FL ID Number TEST ADMINSTRATOR RECEIVED (TA SIGNATURE) RETURNED (SC SIGNATURE) IF DOCUMENT IS NOT RETURNED, STATE THE REASON XXXX 1301234567 Jones- 5NJ 123456789X #########X 1/1/2019 Valenzano 2009

Sample Attendance Record Spring 2010 FCAT SSS Reading, Mathematics, and Science Attendance Record PAGE 1 of 10 DISTRICT: 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO: 026375 SCHOOL: 0831 Claude Pepper Elementary 2105200025 - Grade 5 Reading Test and Answer Book Security # LAST NAME First Name FL ID Number TEST ADMINSTRATOR Date_______ Attendance: P-Present A-Absent W-Withdrawn IF DOCUMENT IS NOT RETURNED, STATE THE REASON XXXX 1301234567 Jones- 5NJ 123456789X #########X 1/1/2019 Valenzano 2009

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

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) School personnel for proctors duties may include preparing and distributing appropriate test materials and completing student grid sheets. Non school personnel for proctors may assist test administrators during test administration, however, they may not participate in any of the test administration procedures. No proctors may help monitor rooms, but not in rooms where their family members are tested. 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

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 Options for preidentified or not not preidentified and for what to do when collecting materials after testing – close book and sit quietly, raise hand- turn in book and sit quietly, raise hand- turn in book and read-not write, 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

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 Session headers, Security Log, Do not Disturb, Electronic Device Sign Modifications to script may be made for students with certain accommodations 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

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) 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

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 1/1/2019 Valenzano 2009

Have a Great Year of Testing!!! ivalenzano@dadeschools.net 1/1/2019 Valenzano 2009