1. Administering & Proctoring NYS Assessments 2018
Welcome to the 2018 Administering & Proctoring the NYS Assessments Presentation. The purpose of this presentation is to review important details related to the 3-8 ELA & Math test administration and proctoring, including test security. Information for this presentation is based on the School Administrators Manual for 3-8 exams. More detailed information can be found in that document.
Kerri Bullock
Broome-Tioga BOCES Professional Development & Resource Center

2. School Administration Manual
The administration manual has been reformatted back to one document (2017 was two volumes)
Manual Contains:
Part 1: Preparing for the tests
Part 2: Administering the tests
Part 3: After Testing
Appendices
Manual addresses Computer-Based Testing (CBT) and Paper-Based Testing (PBT)
The administration manual has been reformatted back to one document, including all important information and the appendices in one place
The manual includes information for paper-based and computer-based testing.

3. Reminders ~ Grades 3-8 ELA & Math Tests
Untimed Tests- Students are to be given as much time as needed within the confines of the school day.
Tests will continue to contain field test multiple choice questions.
Reminders for the 3-8 ELA & Math testing program. These test will be untimed. Students will have as much time as needed within the confines of the school day.
Students will not know whether a question is a field test question or not

4. Educator Guides to the 2018 ELA Tests
Educators should review the Educator Guides for important information regarding the design of the exams as well as other important information.
You can find the Educator Guides posted on EngageNY
This is a reminder that Educators should be sure to review the Educator Guides for their grade level.
The guides are now separated by ELA and Math, and include information for all grade levels.
These guides contain important information regarding test design as well as other important information.
You can find these guides on EngageNY, using the link on the slide.

5. Option for Computer Based Testing
Schools have the option to administer the Grades 3–8 English Language Arts Tests and Math tests on computer or paper.
More information about CBT is available at the NYSED CBT Support website:
For the first time, schools will have the option to administer the Grades 3-8 tests on computer or paper. More information can be found at the NYSED CBT Support website (link included on slide)
There are notes throughout this presentation that specifically refer to Paper-based Testing (PBT) or Computer-Based Testing (CBT)

6. Preparing for Testing
Pages 3-21

7. Short & Extended Response
ELA Estimated Times
Day/Book
Paper-Based Dates
Computer-Based Dates
Item Type(s)
Estimated Time
Grades 3-4
Grades 5-8
Session 1
April 11 –
April 13
April 10 –
April 17
Multiple Choice
60-70 min.
80-90 min.
Session 2
Short & Extended Response
Tests must be administered in session order (except for make-up testing)
The tests are untimed, students should be given as much time as they need to complete them within the confines of the reg school day
Start time may be staggered by grade to accommodate staffing and space needs

8. Short & Extended Response
Math Estimated Times
Day/Book
Paper-Based Dates
Computer-Based Dates
Item Type(s)
Estimated Time
Grades 3-4
Grades 5-8
Session 1
May 1 –
May 3
May 8
Multiple Choice
60-70 min.
80-90 min.
Session 2
Short & Extended Response
Tests must be administered in session order (except for make-up testing)
The tests are untimed, students should be given as much time as they need to complete them within the confines of the reg school day
Start time may be staggered by grade to accommodate staffing and space needs

9. Important Notes
Test booklets must be administered in sequential order and on assigned dates
Materials must be collected from testing rooms as soon as the session is completed
Used answer sheets may not be reviewed, scanned or scored outside of the official scoring setting or process
It is expected that test booklets be administered in order. Exceptions may be made for individual students when there is an absence and a make up exam will be given following administration dates.
As soon as exam sessions are over all materials must be collected.
Used answer sheets may not be soft-scored. In other words they may not be reviewed, scanned or scored by anyone prior to the official scoring process designated by the school or district.

10. Test Security Reminders
Teachers & proctors may not discuss exam items or other specific exam content online via or listserv or through any other electronic means
Teachers and test administrators may not use cell phones or other photographic devices to duplicate test materials and should keep their own communication devices put away during exam administration
Test booklets may not be opened prior to exam administration
Teachers & proctors should be advised that they are not permitted to discuss exam items or other specific exam content online via , listserv or through any other electronic means.
The use of cell phones or other photographic devices to duplicate exam materials is prohibited. These devices should be kept away during exam administration. Exams may not be opened and/or reviewed prior to exam administration.

11. Test Security~ Principal Responsibilities
Train all proctors or other school personnel involved with testing in test security requirements
Advise all staff that they are not to discuss test questions or other specific test content with others
Prior to delivery of secure materials, make arrangements to:
Be notified when the secure materials arrive
Inventory the secure materials- p. 18
Store the secure test materials in a secure location- p. 20
Deliver a copy of the teachers directions (not secure) to each teacher administering the test
Review, comply, and sign the Test Storage Certificate- Appendix B
Review, circulate, and collect signatures for the Deputy and Proctor Certificate- Appendix D
For CBT administration, after the conclusion of the test, securely destroy all used scratch paper, printed student login credentials, access codes, and proctor PINS
The principal or his or her designee is responsible for ensuring test security by training all proctors or other school personnel involved with testing in the security requirements. All staff should be advised that they are not to discuss test questions or other specific test content with others.
Prior to the delivery of secure materials, the principal should make arrangements to be notified when the secure materials arrive, inventory all secure testing materials and store the secure testing materials in a secure location.
Each teacher administering the test should be provided with a copy of the appropriate teacher directions. These directions are not secure should be delivered ahead of time.
Lastly, there are two certificates in the appendices that must be reviewed and signed- the test storage certificate signed by the principal, stating that you have complied with the test storage requirements, and the deputy and proctor certificate, signed by the proctors, stating that they have followed all test security requirements.

12. Test Security ~ Proctor Responsibilities
Receive training in administering exam sessions properly and securely
Review Teacher Directions and:
Understand security requirements before administering
Read any scripts and directions prior to exam administration
Administer the tests during the assigned testing window
It is important that all proctors receive training in administering exam sessions properly and securely. All proctors should read through teacher directions in advance of proctoring. Proctors must understand the security requirements and read scripts and directions as preparation. Exams must be administered during the assigned testing window.

13. Test Security ~ Proctor Responsibilities
Prepare a secure testing environment- p. 20
Provide required materials
Prevent the use of unapproved materials- pp
Review, comply with and sign Deputy & Proctor Certificate (Appendix D)
Follow procedures for Testing Accommodations for Students with Disabilities (Appendix G)
For CBT administration only:
obtain access codes and proctor PINS from your administrator for each test session (Appendix Y)
Provide students with all required test materials, including student login credentials and session access codes
Additionally, Exams must be administered in a secure testing environment. Proctors must provide the required materials as listed in Teacher directions. They must also prevent the use of unauthorized materials. Proctors must review, comply with and sign the Deputy & Proctor Certification and follow all procedures for testing accommodations.

14. Ensure the Security of ALL Test Materials
Do NOT:
Leave materials unattended while administering exams
Read, reveal, review, or duplicate the contents of the exam materials at any time
Duplicate any portion of the exam, including audiotaping, videotaping, photographing, photocopying, or copying by hand
Remove secure materials from the school without authorization
Read, review or change student responses
Proctors must be sure to not leave exam materials unattended while administering exams. They may not read, reveal or review content of the exam materials at any time. Proctors may not duplicate any portion of the exam through any means. Exam materials may not be removed from the school without authorization. Proctors may not read, review or change student responses.

15. Unauthorized Materials
Students may not use any unauthorized notes, printed materials, scrap paper or tools
Communication devices are prohibited in the exam room:
Cell phones, iPads, tablets, eReaders, iPods, laptops, etc.
Headphones, headsets, earbuds
Any audio or video recording devices
Any use or possession of these devices during testing must be reported to the school principal
Students may not use any unauthorized notes, printed materials, scrap paper or tools during the test.
All of the following communication devices are prohibited in the testing room…
If a student uses or possesses any of these prohibited devices during the test administration, the proctor must report this to the principal. The principal must invalidate the students test and report the incident to OSA.

16. Math Tools Grade 3 – Ruler for both sessions
Grade 4 – Ruler & protractor both sessions
Grade 5 – Ruler, protractor & Math Reference Sheet both sessions
Grade 6 – Ruler, protractor, Math Reference Sheet for both sessions and a Scientific or 4- function calculator for Session 2 ONLY
Grade 7 & 8 – Ruler, protractor, Math Reference Sheet, and a Scientific calculator for both sessions
For CBT:
Schools MUST provide students with hand-held calculators.
Rulers and protractors are available to students in the test delivery system as needed
Printed mathematics reference sheets will be provided for students in Grades 5-8 taking Math CBT
The following tools must be provided for students during the math test administration. Read slide…
Reminder, when students enter the testing room, clear, reset or disable the memory of any calculator with programming capability. If the memory of a student’s calculator is pass-word-protected and cannot be cleared cannot be used. Calculators that can communicate with other calculators may not be used.
Specifications for the Math Tools can be found in Appendix E
For CBT (Notes):
Students can choose to use either the hand-held calculator or the calculator available within the Nextera Text delivery system

17. General Tools for CBT Highlighter- ELA and Math Bookmark- ELA and Math
Zoom- ELA and Math
Answer Eliminator- ELA and Math
Notepad- ELA and Math
Line Reader- ELA
Math Tests will also provided access to the following:
Ruler (Grades 3-8)
Protractor (Grades 4-8)
Mathematics Reference Sheet (Grades 5-8)
Calculator (Grade 6 session 2 only and Grades 7-8 both sessions)
These tools will be available for all CBT Grades 3-8 for the subjects identified

18. Scratch Paper for CBT (p. viii)
If you will be administering ELA or Math with CBT, prepare to furnish scratch paper to students for use when taking the tests
Proctor should hand out paper to students at the start of the test session
Students should be provided with the following:
ELA- one sheet of lined ruled paper
Math- one sheet of plain paper and one sheet of graph paper
Proctor should have an extra supply of scratch paper available to students who request additional sheets during the test session
Students should be advised that any work done on the scratch paper will NOT be counted
The scratch paper must be collected at the end of the session whether used or unused, and securely destroyed by the school

19. Storing Secure Test Materials
Place all secure test materials in the storage location as soon as they are received/printed
If your building does not have a safe/vault, make arrangements to store secure materials at a school/district with an appropriate safe/vault. Do not transfer tests to the school where the test will be administered until the scheduled day of administration
Restrict access to test materials
Do not remove shrink-wrapped packages until the scheduled day of administration
Use the Secure Materials Tracking Log (Appendix C) to document movement of materials and account for all secure materials
Check the safe/ vault daily to ensure the test materials have not been tampered with

20. Preparing the Testing Room(s)
Make sure room is well-lit, well-ventilated and quiet
Make preparations to keep noise and distractions to a minimum
Place “Do Not Disturb” signs on testing room doors
Clear desks, shelves, under desk areas etc. of all books, papers and other materials
Completely cover or remove wall charts, graphic organizers, all board work etc. related to ELA and math
Arrange seating so that students are visible to the proctor at all times. Seating of students in alternate rows in recommended
When preparing the testing environment make sure the room is well lit, ventilated and quiet. Make every effort to reduce noise and interruptions. Be sure to place a Do Not Disturb sign on exam room doors. Desks, shelves and area under and around desks must be cleared of all books, papers and other materials. Cover or remove wall charts, graphs, visual cues, number lines, board notes/work etc that is related to the content being tested. Students should be visible to the proctor at all times and be seated in ways that reduce the opportunity for communication during exam administration. Seating of students in alternate rows is recommended

21. Computer-Based Testing Environment
A seating chart is recommended (with identified devices)
Appendix W in the School Administrators Manual contains suggestions for creating a secure testing environment for CBT situations
Each student must have his or her own device that has been configured for testing. The Setup and Installation Guide includes detailed instructions for setting up devices.
CBT proctors should have printed student login credentials and session access codes prior to testing.
For additional information on how to do the above, see the pages below:
Print Student Log-in Credentials- p. A-75
Accessing session access codes- p. A-72
A seating chart is recommended in the event that the Internet fails and a student needs to go back
to a certain device to submit his or her test at a later time. Seating of students in alternate rows is
recommended. For additional suggestions for arranging a secure testing environment, see
Appendix W, Suggestions for Creating a Secure Computer-Based Testing Environment .
Each student will need his or her own device that has been configured for testing. Please work with
your School or District IT Coordinator to verify the devices are ready for testing. The Setup and
Installation Guide has detailed instructions for setting up devices for testing.
Ensure that teachers have printed student login credentials and the Access Code prior to testing.
For information on how to print student login credentials and where to find the Access Code, see
the section on the Tests Tab that begins on page A-71 of
Appendix Y, Nextera
Administration
System
in Volume 2 of this manual.

22. Administering the Tests
Pages 23-37

23. School Administrator Responsibilities
Inventory all test materials
Store secure test materials in a safe or vault
Distribute materials while ensuring test security
Ensure secure test materials remain sealed until the dates in which they will be administered
Advise all teachers administering and scoring the test that they are not to discuss test questions or other specific content
Ensure that students with disabilities are provided allowable testing accommodations as indicated on their IEP or 504 plan
Ensure that teachers, aides, and assistant receive training on the correct implementation of testing accommodations
It is the responsibility of the school administrator to: (read)

24. English Language Arts Paper-Based Test Materials
The chart lists all of the ELA materials needed in each classroom at each grade level for each testing day.

25. English Language Arts Computer-Based Test Materials
Printed log-in credentials for all students who will be testing
The session access codes to begin the applicable planned sessions found on the Nextera Administration system Tests tab
The proctor PIN found on the Nextera administration system Home Page
Scratch paper
The chart lists all of the ELA materials needed in each classroom at each grade level for each testing day.

26. Mathematics Paper-Based Test Materials
The chart lists all of the ELA materials needed in each classroom at each grade level for each testing day.

27. Mathematics Computer-Based Test Materials
Printed log-in credentials for all students who will be testing
The session access codes to begin the applicable planned sessions found on the Nextera Administration system Tests tab
The proctor PIN found on the Nextera administration system Home Page
Scratch paper
Math Reference Sheet
The chart lists all of the ELA materials needed in each classroom at each grade level for each testing day.

28. Supervision of Students
Unauthorized Materials
Students should be under close supervision at all times during the administration of the tests and may not use any unauthorized notes, printed materials, scratch paper, or tools.
At the beginning of each test session, proctors must read the following statement to all students taking the test. This appears in the teacher’s directions.
If any student is observed with any prohibited device while taking a State examination, the proctor must
direct the student to turn the device over to the proctor immediately; allow the student to complete the
test (to allow for all possible outcomes of procedural due process; and report the incident promptly to the
school principal.
If the student had a prohibited device in his or her possession during the test administration, the principal
must invalidate the student’s test (no score may be calculated for that student) and report the incident
to OSA

29. Proctoring- Aid to Students
No one may interpret or explain test questions to students
No one may review or comment to students about the correctness or sufficiency of students’ responses
In response to student inquiries, proctors should advise students to use their own best judgment
Proctors MAY:
Give assistance in the mechanics of taking the test
Prior to concluding test, point out if students have left one or more answers completely blank, or for PBT, have darkened more than one circle for the same MC question
No one, under any circumstances, may interpret or explain test questions to students, nor may anyone review or comment to students about the correctness or sufficiency of the students’ responses while the
tests are in progress. In response to inquiries by students concerning the meaning or interpretation of test questions, proctors should advise students to use their own best judgment. Proctors may give students
assistance only in the mechanics of taking the tests, such as understanding that for PBT, multiple-choice responses must be recorded on the answer sheets and constructed responses must be recorded in the test booklets or, for CBT, understanding the navigation of the Nextera Test Delivery System or that their responses must be entered into the NexteraTest Delivery System. Prior to concluding test sessions, the proctor should point out to the students if they have left one or more answers completely blank, or, for paper-based testing, have darkened more than one circle for the same multiple-choice question.

30. Proctoring Temporary absence- must be accompanied by a proctor
Evacuation of the building
Student cheating
If suspected, provide a warning (any further attempts will result in termination of the test). Move student to another location, if necessary.
If it continues, report to the principal immediately and terminate student’s test
Illness during the administration
Excuse until well enough to continue
Closely monitor to ensure that student only continues in part of exam not complete. Students cannot go back to previously completed questions.
If there is a need to evacuate the building during testing, testing can be interrupted. Students should be kept under supervision if possible. When work can be resumed safely, allow students the necessary time to complete the test. Following the test, a written report of the circumstances should be sent by or fax to OSA- see p. 51, Reporting Irregularities and/or Misadministrations
If a student is caught cheating, offer a warning. If the issue continues this must be reported to the school administrator immediately and terminate the students’ tests
If a student becomes ill during test administration, excuse the student until he or she is well enough to continue. When the student is well enough to complete the test (and as long as the testing/ make-up period has not ended), the student may be given the remaining part of the test. Closely supervise to make sure the student only continues in the part of the exam not yet complete. As long as the make-up period has not ended, administer any other unadministered parts of the test according to the Teacher’s Directions.

31. Proctoring
Circulate periodically during testing to ensure students are recording responses in the proper manner and in the proper place
For PBT, make sure students are recording MC answers on the answer sheet, not in the exam booklet
For CBT, make sure students are recording their MC and CR answers in the Nextera Test Delivery System
Point out if one or more answers have been left blank or more than one answer bubbled in for a question
Do NOT comment to the student on the correctness or sufficiency of any answer
Do NOT use cell phones or other devices to duplicate test materials
Proctors must circulate periodically during testing to be monitoring for issues such as answers being recorded incorrectly, bubbling in more than one answer for a question, recording answers in the exam booklet instead of on the answer sheet or skipping answers. Once the test session is complete, these errors cannot be corrected. If a student must leave the room temporarily such as to use the bathroom they must be accompanied by a proctor during the entire time of absence.
No one other than the student may transfer
multiple-choice answers marked in the test book to the answer sheets. (The latter does not apply to
students whose IEP or 504 Plan allows scribes to transfer answers from the test book to an answer sheet.)
Do not use cell phones or other devices to duplicate test materials. Keep your own personal communication devices put away during testing, using them only in emergency situations

32. Untimed Tests
Students who finish their test before others may check their work
Once students finish working & checking tests, materials are collected by the proctor
Students may be permitted to read silently once the materials are collected.
No talking or other school work is permitted
Once all students are finished, proctors may end the session
Students should be given as much time as they need to complete them. Schools and districts have the discretion to create their own approach to ensure that all students who are productively working are given the time they need within the confines of the regular school day to continue to take the tests.
Some additional notes regarding untimed tests: students who finish their test before others may check their work. Once they are completed, materials will be collected by the proctor. Students are then able to read at the discretion of the district. However, no talking or other school work is permitted. Once all students are finished, proctors may end the testing session.

33. Untimed Testing Testing Accommodation – Extended Time
Supervised Lunch Breaks
Limitations in Timing- “Productively working”
With the changes to untimed testing, there are a few items to make note of:
Extended Time- In essence this accommodation is available to all students because the tests are now untimed. However students with disabilities who have flexibility in scheduling, such as breaks at specific intervals , indicated on their iep or 504 plans must be provided such accommodations
Supervised Lunch Breaks- It is recommended that schools schedule test sessions at the start of the school day or immediately after lunch so that students have a significant block of time to take the test without impacting lunch. If students require a lunch break, they must be carefully supervised.
The test materials should be collected prior to break and returned following lunch break
Students may talk to each other during lunch break BUT they may not discuss test content
Proctors should not return the test materials to any student who, during the lunch break, violated the instruction not to discuss test content
Lastly, students should be allowed as much time as they need only within the confines of the regular school day. Schools are not expected to extend the school day nor should they extend a testing session beyond its scheduled day unless the student has multiple day testing as a specified accommodation on his or her iep or 504 plan

34. Make-up Secure Testing
Make-up Testing:
For students who were absent during the designated administration dates
Can be used to complete initial administration if schools are closed due to an unexpected event (ie. Power outage)
Make-up Windows:
The make-up windows for ELA are April 8-12 and for math, April
The make up for secure testing is for those students who were absent during the designated administration dates. The make-up testing window can also be used to complete the initial administration if schools were closed due to an unexpected event, such as a power outage.
Subject
Paper-Based
Computer-Based
English Language Arts
April 16-18
April 13-20
Mathematics
May 4-9
May 4-11

35. Concluding Test Sessions
As soon as the testing of each session is completed, the principal must arrange for the collection and secure storage of all used and unused secure and used answer sheets.
Used answer sheets may NOT be reviewed, scanned, or scored by anyone before the official scoring process has been completed.
All used and unused test books and used answer sheets must be kept secure
All student log-in credentials, session access codes, and proctor PINs for CBT administrations must be securely destroyed
All of the test questions in ELA and Math Test Session 2 will be released shortly after the scoring window has closed. Paper-based versions of these test books may be used for instructional purposes after the scoring window has closed.
ELA and Math Session 1 Books MUST NOT be copied or retained in the school after testing. They MUST be returned to Questar using the return shipping materials provided.
As soon as the testing of each session is completed, the principal must arrange for the collection and secure storage of all used and unused test books and used answer sheets. This includes student login credentials, access codes, proctor PINS, scratch paper and math reference sheets for CBT administrations
All of the test questions in ELA and Math Test Session 2 will be released shortly after the scoring window has closed. Paper-based versions of these test books may be used for instructional purposes after the scoring window has closed.
ELA and Math Session 1 Books MUST NOT be copied or retained in the school after testing. They MUST be returned to Questar using the return shipping materials provided.

36. After Testing
This section is mostly about organizing for scoring. Since most districts are not scoring within district, this information may not apply. If you are scoring in district, please refer to pp in the School Administrators Manual for specifics related to your districts scoring model.
Pages 39-54

37. Destruction of Secure 2018 Test Materials
The Department will be releasing all of the test questions in English Language Arts and Mathematics Session 2 shortly after the scoring window has ended. These books may be used for instructional or staff development purposes after the scoring window has closed.
English Language Arts Test Session 1 and Mathematics Test Session 1 must not be used for instructional or staff development purposes. The PBT booklets for these sessions must be returned to Questar using
the return shipping materials provided. Schools are responsible for ensuring that their materials being returned to Questar do not
include student Answer Sheets or used Session 2 booklets .

38. Please Note…
Misadministration and/or irregularities in administration must be reported to the principal
The principal must report testing irregularities and misconduct by students to OSA
See pp in SAM for details about what and how to report
“Building principals are responsible for administering department examinations and maintaining the integrity of examination content and programs, in accordance with directions and procedures established by the commissioner.”
Please note that and misadministration and/or irregularities in test administration must be reported to the principal. More specific information about reporting irregulaties or misadministration can be found on pages in the school administrators manual.
Report to OSA: ;

39. Answer Sheets
See following slides and additional attachments

40. Organizing Student Answer Sheets
Click on the picture of the video to link to the RIC website.
The video is the second video on the page, titled “3-8 Answer Sheet Packaging Video”
If the embedded video does not work, you can access the video at

41. Answer Sheet 2018
See attachments of the sample answer sheet and detailed answer handling instructions.

42. Answer Sheet Handling and Accountability Impact Scenarios
See handling scenarios attachment

43. Additional Information
Additional information regarding NYS 3-8 ELA and Math Tests can be found in the School Administrator Manual for 3-8 ELA & Math School Administrator’s Manual

44. Questions? Kerri Bullock (607)766-3766 kbullock@btboces.org
If you have any questions, please feel free to contact me. Thank you!