1. Standards of Learning Tests: Examiner and Proctor Training
Developed by the Virginia Department of Education

2. Examiners and Proctors
This presentation is not mean to be the only document Test Examiners and Proctors use in preparing for your school’s testing. It is designed to be a guide.
The Examiner’s Manual should be read in its entirety prior to testing.
Any documented given to you by your STC (i.e., Read Aloud Guidelines) should also be read prior to testing.
All guidelines established by the Virginia Department of Education

3. Examiners and Proctors
What is the difference between an examiner and a proctor for Standards of Learning (SOL) testing? As defined in the Examiner’s Manual: An “Examiner” is responsible for administering the SOL tests according to the procedures outlined in the Examiner’s Manual and for maintaining security of test materials.

4. Examiners and Proctors
As defined in the Examiner’s Manual:
A “Proctor” works with the examiner in administering the SOL tests and assists in maintaining an appropriate testing environment.
A proctor may be called upon to verify that:
the test was administered according to the procedures outlined in the Examiner’s Manual,
the security of test materials was maintained, and
students did not receive inappropriate assistance on the test.

5. Examiners and Proctors
The training expectations for SOL test examiners and SOL test proctors are the same.

6. Responsibilities and Activities:
Examiners’
Responsibilities and Activities:
Before
SOL Testing

7. Date
Event
February 26
Data Upload File Due to DDOT
March 4
Non-secure/ Secure Material Delivery prior to this date
March 13-17
SOL Testing:
Writing Multiple-Choice
Writing Prompt
Make-ups
March 31
Last day to return materials
April 14-18
Writing term grad testing (Attempt 2)

9. Online Writing Tests: How
The Student Test Details screen for a writing test assignment (this is an example of a Grade 8 writing test assignment), will have a different look than in a non-writing test administration.
Some test details will be identified about each component while others will be coded for the entire test.
Once both components are completed, they will be merged into a single SOL Writing test. Both components must be completed in order to have a scoreable SOL writing test.
In a writing test administration, the two components (MC/TEI and short paper component) will show individually on the Student Test Details screen for an online SOL Writing test.

10. Online Writing Tests: How
Special test accommodations will be recorded on the Student Test Details screen for each component of the writing test. If the same accommodation is used on both components, it is coded only once.

11. Sample Screen This appears after the student successfully logs in.
Picture of a Student Response Area (watermarked as Sample)
Response tools are not functional (Bold, Italics, etc.)
TestNav Tools (Functional on the sample screen)
Exhibit Window with 4 tabs
Sample Prompt
Checklist for Writers (Appears in the Exhibit Window)
A sample item (consisting of a picture of the student response area with the diagonal watermark, Sample) has been implemented. This is new and a result of the Writing Field Test last spring. The screen will allow examiner’s to read the short paper test directions and explain the Exhibit Window prior to the students seeing their actual writing prompt. The test directions in the Examiner’s Manual specifically address this screen with the students.

12. Sample Screen This appears after the student successfully logs in.
The tools on the TestNav Toolbar on the sample screen ARE active.
The Student Response Area and the Response Tools are NOT active on the sample screen.
Sample Screen
TestNav Toolbar — is located at the top of the screen. All tools ARE active on this screen.
Response Area Tools — are located at the top of the response area and are NOT active on this sample screen.
Student name and test name — are located at the top right of the screen.
Exit button — is located at the top far right of the screen.
The Exit button takes the student to the Submit and Exit screen.
Next button—is located at the bottom right. Clicking Next takes the student to the live response screen.
The sample screen is a picture of the Student Response Area that the Examiner refers to in the test directions read to students for the Short Paper component. Students are not able to type in the sample screen.

13. Exhibit Window from the Sample Screen Includes 4 different tabs
The text “SAMPLE PROMPT” appears on the first tab of the Exhibit Window when the student is on the Sample screen.
Student Response Area and Response Tools (fully functional)
TestNav Tools
Exhibit Window with 3 tabs
The prompt is displayed for students in the Exhibit Window. The example above shows the sample prompt that appears when viewing the Exhibit Window from the sample screen.

14. Exhibit Window from the Sample Screen Window can be resized
The Exhibit Window can be resized by clicking and dragging in the lower right hand corner and moved by clicking and dragging on the blue title bar.

15. Exhibit Window from the Sample Screen The Checklist for Writers is on the 2nd Tab
Students can mark on the Checklist for Writers using the TestNav tools.

16. Exhibit Window from the Sample Screen The Shortcut Keys are shown on the 3rd Tab

17. (This does not appear after the Sample screen.)
Exhibit Window from the Sample Screen Copyright Statement is shown on the 4th Tab
The 4th tab, the Copyright Statement, only appears when the student is accessing the Exhibit Window while on the Sample screen. The 4th tab does not appear in the Exhibit Window when the student is accessing the Exhibit Window from the Student Response screen.
(This does not appear after the Sample screen.)

18. Student Response Screen: Appears after the Sample Screen
The Short Paper screen or Student Response Area is active on the screen following the sample screen. All tools are active, and the student can type in the Response Area.

19. Exhibit Window from the Student Response Screen Three tabs (Prompt, Checklist for Writers, Shortcut Keys)
The SOL Writing Prompt will appear on the first tab of the Exhibit Window when the student opens it while on the Short Paper screen. The tabs with the Checklist for Writers and Shortcut Keys are also active.
The Exhibit Window that appears on the Short Paper screen also can be resized by clicking and dragging in the lower right hand corner and moved by clicking and dragging on the blue title bar.

20. SOL Test Security All examiners and proctors must:
Read the Virginia law regarding the consequences of violating test security procedures, including:
Actions for violations of test security procedures (§22.1–19.1)
Violation of test security procedures: Revocation of license (§22.1–292.1)
Read, understand, and sign the School Division Personnel Test Security Agreement. Ask all questions before signing. Questions should be directed to the School Test Coordinator (STC).

21. SOL Test Security
Some specific points from the School Division Personnel Test Security Agreement
Security before, during, and after testing is of the utmost importance
Teachers/schools cannot require or put undue pressure on students to use a particular testing strategy during testing—this includes providing incentives.
Points 2 and 10 on the School Division Personnel Test Security Agreement address this

22. SOL Test Security
Non-school employees should not be used as Test Examiners or Proctors. They should not come in contact with the test in any way.
Student teachers
Interns
Volunteers
Substitutes

23. Electronic Devices
Students may not access any electronic devices, including but not limited to cell phones, e-books, tablets, games, etc. during SOL testing.

24. Electronic Devices
The consequences of accessing electronic devices during testing must be discussed with students before testing. The STC will share your school’s process for this discussion.
Any incident in which a student accesses an electronic device during SOL testing is an irregularity and must be reported immediately to your STC.

25. Cheating
The consequences of cheating on the test must be discussed with students before testing. The STC will share your school’s process for this discussion.
Any incident in which a student is suspected of cheating must be reported immediately to your STC.

26. Manuals for Test Administration
Examiners and proctors must be provided with their own copies of the appropriate manual(s) during training. This could include:
Examiner’s Manual for each test being administered
Supplement to the Examiner’s Manual (for the administration of paper tests)
Guidelines for Administering the Read-Aloud Accommodation for Standards of Learning Assessments (if the Read-Aloud form of a test is being administered)

27. Manuals for Test Administration
Examiners and proctors are expected to read each manual that pertains to the test being administered prior to the day of testing.
Read each manual early so that ample time is available to ask the STC all questions that arise.
Examiners and proctors are encouraged to “mark-up” their manuals in order to deliver the directions to the students in the clearest possible way.
Regardless of an examiner’s or proctor’s previous experience with SOL testing, there is no substitute for reading the manuals—procedures occasionally change.

28. Prepare the Students
Prepare your students for testing prior to test day using the Practice items on the VDOE website.
The day of the test should not be first time a student uses TestNav
The day before testing, remind students to:
get a good night’s sleep
eat a good breakfast
remind them no electronic devices allowed during test

29. Secure Testing Materials
Know the process for receiving secure testing materials from your STC. Counting and checking that you have all required materials takes time, so plan accordingly.
Secure testing materials may include test tickets, test booklets, or writing prompts.

30. Secure Testing Materials
Examiners must count all secure testing materials issued.
Examiners must sign a transmittal form after verifying the amount of secure materials received.
If there is a discrepancy between what is listed on the transmittal form and what the Examiner counts, adjustments must be made prior to signing the transmittal form.

31. Non-Secure Testing Materials
Non-secure testing materials are listed in each Examiner’s Manual and vary by test. Examples may include unused scratch paper, pencil or pen, calculator, etc.
All scratch paper becomes secure when it is handed out to students and must be accounted for after testing.
Know what you should expect to receive for the student(s) you are responsible for testing.

32. Test Site Preparation
Remove or cover all curricular materials related to test content and test-taking strategies that might influence student performance or provide an unfair advantage to students. These materials include but are not limited to:
class notes, study guides, maps, timelines, graphic organizers, charts, posters, projections, computer programs, textbooks, dry-erase board displays, chalk board displays, bulletin board displays, word walls, etc.
Placing physical barriers, free of any writing or graphics, between workstations is helpful in preventing students from viewing each other’s computer monitors.

33. Test Site Preparation
Testing rooms should be quiet, well lighted, and well ventilated. Report problems to the STC.
Each student’s work space should be clear of books and other materials not required for the test and large enough to accommodate required testing materials.
Plan appropriately to avoid overcrowding.
Seating should be arranged to discourage students from viewing or copying one another’s work and from communicating with one another during testing.
Students must not have access to cell phones or other devices that are capable of providing an advantage.

34. Accommodations for Students
Examiners should be familiar with any special testing accommodations required for each student in the testing group prior to the day of testing.
For many students special testing accommodations vary by test.
It is important to provide accommodations needed for the specific test being administered each day.

35. Accommodations for Students
Coordinate with the STC how special test accommodations will be provided to students in the testing group.
Use the Accommodations Matrix—Mandatory for MCPS
One-on-one testing
Small group testing
Included in the regular classroom
Descriptions of special test accommodations are included in each Examiner’s Manual.

36. School Testing Schedule
Examiners should be aware of the overall testing schedule in their building.
Based on the schedule in their school, examiners should review the procedures outlined in the Examiner’s Manual.
Breaks that are student-initiated

37. Procedures for Contacting STC
Know the procedure for contacting the STC during testing.
The STC will describe the procedure and provide examples of situations for which he or she should be contacted.

38. There is no substitute for
Remember…
Read all the manuals issued to you.
Ask questions before the morning of testing.
If you are unsure of any policies and procedures, ask the STC for guidance.
If you are unsure of how to handle a situation that arises during testing, stop and ask the STC for guidance rather than allowing students to continue testing.
There is no substitute for
reading the manuals.

39. Responsibilities and Activities:
Examiners’
Responsibilities and Activities:
During
SOL Testing

40. Contacting the STC
The STC is the liaison between your school and the Division Director of Testing.
When testing, do not bypass your STC. Something you think may be minor when it actually is an irregularity.
If a situation occurs in which you must contact the STC during testing, the integrity of the testing environment must be maintained in order for testing to continue.
If you are unsure of how to handle a situation that arises during testing, stop and ask the STC for guidance rather than allowing students to continue testing.

41. Test Site Preparation
To help prevent irregularities, carefully check the test room on the day of testing before distributing any test materials to students.
Do not assume the test sites are ready, including rooms used for extended testing.
Ensure the test site is ready for testing, even if the room was used previously to administer tests to students.
Ensure all rooms used for testing have been properly prepared so that test-taking strategies and content information are not visible.
It may be helpful to place a “Testing: DO NOT DISTURB” sign on the door.

42. Test Site Preparation
Arrange seating to discourage students from viewing or copying one another’s work and from communicating with one another.
Examiners must ensure students do not have access to unauthorized materials within the room or in desks.
Make sure all desks/workstations are clear of all materials not needed/authorized for testing.
Have students place book bags and other materials away from the desks/workstations.
Make sure students do not have access to cell phones or other electronic devices.

43. Getting Started Be sure students receive their own test ticket
Watch for students with similar names or siblings
Students should sign their name on the test ticket
Students should check to be sure that it is their name on the screen after they log into TestNav

44. Getting Started
Read the directions for students (in bold type) from the Examiner’s Manual exactly as written.
If a mistake is made in reading a direction, use the verbiage provided in the Examiner’s Manual, then read the direction again.
Unless otherwise noted in the Troubleshooting section of the Examiner’s Manual, examiners must not touch a student’s mouse, keyboard, or computer screen. Problems with technology should be reported to the STC.
No one, besides the student, must ever use a student’s test ticket to log in to TestNav for any reason.

45. Distributing Test Materials
Distribute the test materials exactly as prescribed in the Examiner’s Manual.
All materials must be distributed directly by the examiner to each individual student.
Examiners must never have students pass testing materials, scratch paper, etc., to each other.
Keep track of the amount of scratch paper distributed to each student in order to know exactly how much scratch paper to collect from each student.

46. Absent Students Report absent students to the STC.
Put a diagonal slash through the test ticket and write “Absent” at the top.

47. Accommodations for Students
If, on the day of testing, an examiner is unsure about a student’s special testing accommodations, the examiner should seek clarification from the STC before the student begins testing.
Specific information regarding special testing accommodations is located in the appendices of the Examiner’s Manual.
PLEASE READ AS THERE ARE MANY CHANGES THIS YEAR.
Examiners administering read-aloud tests must consult the Guidelines for Administering the Read-Aloud Accommodation for Standards of Learning Assessments.

48. Accommodations for Students
Student Authorization Tickets for online Audio and Read-Aloud tests will have an icon indicating the test format:
iindicates a Read-Aloud test form
indicates an Audio test form
Examiners need to check that the appropriate icon appears on Student Authorization Tickets for students who should be assigned a Read-Aloud or Audio test form.
Remember that the audio will not begin until after the samples.

49. Irregularities
A testing irregularity is anything that occurs while a student is testing that:
inappropriately influences student performance;
inappropriately influences the reporting of student performance;
constitutes a breach in test security; or
results in the improper implementation of mandatory student testing.
ALL testing irregularities must be reported immediately to the STC.

50. Irregularities
Examiners must know the school and division’s protocol for reporting testing irregularities. The STC will report all irregularities to the DDOT.
All testing irregularities must be documented and forwarded to the DDOT.
The Test Irregularity Form in the Examiner’s Manual may be used to document the irregularity initially.

51. Irregularities
Examples of irregularities are included in the Examiner’s Manuals. Examples of test irregularities include, but are not limited to:
A student becomes ill or has to leave for an appointment during testing and cannot finish the test.
A student leaves the test setting without an escort or monitor.
A student accesses a cell phone or other electronic device during testing.
A student is observed cheating during the test.
An adult provides inappropriate assistance to a student during testing.
A student is provided with an inappropriate manipulative (e.g., calculator) during testing.
An unused test ticket is missing.

52. Monitoring Test Sessions
Once students and the test examiner enter the testing room, all instruction and/or review of the content covered by the test or discussion of testing strategies must stop.
Monitor test sessions by moving as unobtrusively as possible about the room and ensure that students are working independently.
Off Seat/On Feet

53. Monitoring Test Sessions
Examiners must not engage in any activities that interfere with monitoring testing. Such activities include but are not limited to reading, grading papers, using electronic devices, working/playing on the computer/tablet/cell phone, talking to a friend, etc.
Examiners must not read test items, copy test items, take notes about the test, record student responses to test items, or discuss test items or test content with anyone during or after the test session.
Help must not be given on any test item.

54. Monitoring Test Sessions
Examiners must not:
leave students or test materials unattended for any length of time;
test examiners must be in the room at all times—not in the hallway, not standing in the doorway, not in the room next door
allow students to have access to cell phones and other electronic devices; or
allow students to have access to any unauthorized materials.

55. Answer Student Questions
The Examiner’s Manuals provide directions for how to handle student questions that arise during testing.
Follow the directions related to student questions in the Examiner’s Manuals exactly as written.
Examiners must never read test questions. Reading a test question is a violation of test security.

56. Reporting Errors
If a student reports an error in a test question and/or answer choices, the examiner must not read the test question; instead:
Record the name of the student, subject area test and level, question number, and a brief statement of the student’s concern.
Tell the student that the concerns will be reported.
Notify the STC of the student’s concern, and the STC will notify the Division Director of Testing (DDOT).

57. Reporting Errors
Do not communicate information related to the test questions and/or answer choices through electronic mail or in any other manner that will jeopardize the security of the test item.

58. Technical Issues During Testing
If a technical issues arises during testing, CONTACT YOUR STC IMMEDIATELY. S/HE WILL THEN CONTACT THE DDOT—IN ALL SITUATIONS.
An incident that you may think is incidental may in fact be an irregularity
If a technical issue impacts a student’s test:
keep the student in the secure testing environment under testing conditions while awaiting assistance;
refer to the Troubleshooting section of the Examiner’s Manual for directions regarding frequently encountered online test scenarios; and
contact the STC immediately.

59. Technical Issues During Testing
Guidance has been added to assist the examiner with appropriate responses for when:
The student was attempting to Exit or Submit the test, but an error message, “Message 8627a,” appeared with a Retry button and a message that the student’s workstation is “Unable to communicate with the testing server.”
Student was testing and an error message, “Message 8627b,” appeared with Close TestNav button and an indication that the student’s workstation is “Unable to communicate with the testing server.”

60. Extended Testing
SOL tests are untimed but must be completed within one school day.
Students who have not completed their tests at the end of the allotted time should be given additional time to finish and may be moved to an alternate location.
When moving to an alternate location, students must be constantly and carefully monitored. Students must not:
have access to any content materials or electronic devices; or
interact with other students or discuss the test or course content in any way with anyone.

61. Extended Testing
Students’ test materials (including all test tickets, test booklets/prompts, scratch paper, test manipulatives) must be carried by school personnel, trained in test security, from the original test site to the alternate location.
The school must establish and follow procedures that ensure all materials are accounted for each time materials are transferred from one adult to the next.

62. Emergency Procedures
If an emergency occurs, the safety of the students and the examiner is the first priority. The second priority is to secure test materials and student responses.
Since emergency drills are not to be conducted during testing, any emergency notification should be considered “real”.
Stay calm and follow the safety procedures established by your school and provided by your STC.
The Virginia Department of Education (VDOE) will determine the next steps for testing after receiving information from the DDOT regarding the emergency.
Students should not resume testing until instructed by the STC.

63. Emergency Procedures
The DDOT will provide VDOE information related to the emergency.
Security of the test site
Were test rooms locked?
Did anyone access the room after the examiner and students left?
Security of the test materials
Were tests exited and/or computers shut down?
Has examiner accounted for all test materials?
Security of the test environment for students
Did students interact?
Did students have access to electronic devices?
Did students have access to curricular materials?
Did students remain under direct supervision of the examiner?
Time remaining to complete testing

64. Emergency Procedures
At the conclusion of the emergency, students must remain quiet and cannot communicate with one another while you await further instruction from the STC.
VDOE will determine the next steps for testing after receiving information from the DDOT regarding the emergency.

65. Responsibilities and Activities:
Examiners’
Responsibilities and Activities:
After
SOL Testing

66. Collecting Test Materials
Collect test materials from each student as they complete the test according to the directions in the Examiner’s Manual.
Collecting and accounting for all materials distributed to each student is imperative.
Once scratch paper has been distributed to students during testing, it is considered secure test material. All scratch paper, used and unused, that was distributed to students must be collected from individual students and returned to the STC.

67. Returning Test Materials
The STC will count all test materials returned by the examiner—in your presence—and verify the counts match the transmittal form, and initial the transmittal form.
The examiner will sign the Examiner’s/Proctor’s Affidavit.
All test materials must be transferred to the next location (test site for extended testing or secure testing materials storage room) by an adult who counts the materials and maintains the security of the materials during transfer.

68. Maintaining Test Security
Do not discuss the test at any time with anyone.
Discussing the test or any test content is a violation of the School Division Personnel Test Security Agreement.

69. Reminders Read all applicable manuals prior to testing.
If at all possible, ask questions prior to the first day of testing. This helps testing days run smoothly.
Report any situations which could be potential test irregularities to your STC as soon as they occur.
Testing logins to Novell are confidential—students are never to log into the computer using the testing login.

70. Responsibilities and Activities:
Examiners’
Responsibilities and Activities:
Troubleshooting

71. Troubleshooting
Do not bypass the STC as your primary point of contact in all situations
Please report all irregularities—failing to report an irregularity can be far more serious than the irregularity itself

72. What’s New for Writing? Pages 32-36 Trouble-Shooting -
Audio is not working.
Audio is working (but student shouldn’t have audio).
Shading is not visible on the test question.
Review screen indicates “unanswered” but student answered.
Choice Eliminator tool on TEI question is not working.
Overwriting/ Deleting Text unexpectedly
Cannot type any more in response area (has NOT exceeded 52 lines)
Difficulty entering a symbol or character in TEI box
Submitted test prematurely
Attempting to submit & gets an error message
Attempting to test & error message appears

73. More reminders . . .
Moving a student: If students are moved to an alternate testing site to complete their tests, their Student Authorization tickets must be collected by the Examiner or Proctor prior to the move and redistributed only after the students are settled in the new location. While in transit, students must not be allowed to discuss the test with anyone or have access to educational materials.
Their online test must be Exited prior to being moved to the new location. Before the student can log in (using the same information on the test ticket) to complete their test, the student’s test must be Resumed in Test Session Management.

74. Marking Tests Complete
Mark test complete guidelines: Every student identified for testing must be accounted for via an online test or a paper document, including students who were not tested because they:
Were exempt due to LEP
Were absent during the entire testing window
Refused or were disruptive
Parent refusal
Cheated
Were involved in a medical emergency
Failed the course but passed the test and are retaking the course
Took a substitute test for verified credit
Move these students to a new session and the DDOT will mark these tests complete at the conclusion of testing.
It is not necessary to submit a test with a Testing Status code for students who were scheduled to retest for a verified credit (having previously passed the course) and who did not take the retest.

75. Other reminders . . .
Testing Accommodations: Add Test-Specific data in PearsonAccess to indicate what accommodations were provided to the student under the Test Details screen of PearsonAccess. (Temporary Accommodations may be handled through the upload or under Student Registration.)
Student Alerts: Clear all student alerts for the school, when possible. Ask if there are questions related to alerts.
Be sure that the RETEST flag is selected on the Test Assignment screen for every student who is retaking the test for verified credit.

76. High School Only:
Substitute Tests: If a student is enrolled for the first time in a course that requires an EOC test and has taken or will take an approved substitute test in place of the EOC tests, include in upload and select Testing Status code 10. If a student has failed an EOC test and takes an approved substitute test as a retest in an attempt to earn a verified credit, complete Testing Status code 10 AND set Retest flag to Y.
Distribute/ discuss Documentation of Need for Paper/pencil SOL tests