Testing Day Activities Site Coordinator Training #2

Good Things List your good thing below in 3 words or less

Agenda Proctor Schedule Check-up Pre-test Tasks On-site expectations Morning of Testing Attendance During Testing After Testing

Proctor Schedules Your staff should already know when they are scheduled to test If you have staffing needs, please reach out Updated numbers for sites will be sent through a pivot table the last week of March and you will need to update your proctor schedule and send it to them Any issues?

Tasks to complete before testing begins Check family confirmations (recommended) Connect with your Scheduler to communicate makeup schedule and process you will use together Receive materials at your home Larger sites – who wants to receive materials? (next slide) Organize testing tickets by room (recommended) Allows you to catch missing tickets Use Testing Nirvana and your schedule to organize Proctor cache tests – week before Communicate with site contact Where materials are stored, best time to get in, how to get sign-in table, etc.

Proctors Receiving Materials Alamosa – Greg Centennial – Colorado Springs – Denver – Stacey A. Durango – Heather Frisco – Joanne Glenwood – Matt Grand Junction - Sara Lamar - Heather Loveland - Montrose – Matt Pueblo - Steamboat Springs - Megan Sterling – Stacey F. Trinidad - Glo Westminster -

Family/ SC Manuals Family Manual Site Coordinator Manual What contact number would you like families to have? Site Coordinator Manual Work in progress Site Admin contact info All site info as requested Let me know if I am missing any helpful tips

Day of Testing Tasks –Morning - before testing First to arrive!! Set up sign-in table first Site Binder contains materials Distribute computers to rooms and help proctors with set up AFTER sign-in table is ready Make sure you are aware of your numbers to make sure correct number of computers are set up Help with labeling computers (if needed) Be at the table and ready for sign-in at 8:00 am Steamboat, Frisco and Trinidad – as soon as you can get in

Sign-in Process Rosters provided – make sure parents leave an emergency number Have all forms available Student Self Check-in Transportation Waiver – if someone other than Parent/Guardian is transporting Student Health/Medical note Accommodations Waiver- if accommodations aren’t going to be used Don’t send students to a room that isn’t ready but all rooms should be ready for students by 8:15 each day Proctors and Hall Monitors can help with getting students to correct rooms (at larger sites)

Latecomers At 8:30, proctors, hall monitors and schedulers need to help call students who haven’t shown yet to verify if they are on their way. Schedulers can follow up with families opting out Use your best judgement for families “on their way” – give a time limit Don’t hold up the PSAT and SAT rooms Students can enter until the test start time of 9:00 am and then they should be turned away and rescheduled for a makeup

Accommodations Some Students have multiple accommodations Cards with specific accommodations listed out per student included Sheet with specific accommodations and requirements

During Testing Communicate with Scheduler about absent students Input attendance in Testing Nirvana by 9:30 and 1:30 Give proctors breaks Order lunch and get it to site (if applicable) Monitor students taking bathroom breaks Make sure proctors are actively proctoring Prep materials for next testing time

Taking Attendance in TN Log into Testing Nirvana by 9:30 and 11:30 each day to updated Select “Attendance

Taking Attendance in TN Select your Site Click on “Search”

Taking Attendance in TN Select the correct day and time Click on “Select” under the Site Attendance

Taking Attendance in TN Select the correct update for each student If a student has to leave a test halfway through, you MUST adjust this to track who needs a make-up CORRECT ATTENDANCE IS VITAL THIS YEAR!!

After Testing Encourage proctors to keep students in the room as long as possible to prevent distractions and rushing of test-taking Ensure every student is correctly signed out Maintain quiet hallways outside testing rooms Don’t let afternoon testers sign-in early. Let early arrivals know sign-in begins at 12:30 Make sure proctors get a student-free lunch time Make sure all materials are returned with correct counts and in an organized fashion Have afternoon materials ready for proctors to pick up in between tests

Materials Organization Collect all test manuals Yellow envelopes provided for all used test tickets and scratch paper Keep and organize all unused student test tickets for possible make-ups Opt Out student test tickets can be added to yellow envelopes Alphabetize PSAT books and keep in a box to ship back to the office Alphabetize PSAT and SAT Answer sheets and have ready to ship back to College Board More details on prepping and shipping materials back in next session

Next Session Friday, April 5 1:00 pm Last minute needs Materials Materials Shipments Packing materials for return Proper return procedures

Questions, Comments, Additions, Needs?