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

2. 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
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Valenzano 2009

3. 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

4. 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
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5. SPED
-Create an EXCEL list of all SPED students with testing accommodations
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6. 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
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7. Other Considerations for SPED
504 Report
Staffings
Testing Accommodations
Consider room assignments and test administrators for students with extended time and individualized testing situations
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8. ELL Students Things to Consider:
Room assignments and test administrators for students with extended time
Test administrators for students needing translation
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9. Sample Security Checklist
Spring 2010 FCAT SSS Reading, Mathematics, and Science
SECURITY CHECKLIST PAGE 1 of 10
DISTRICT: MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO:
SCHOOL: Claude Pepper Elementary
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
Jones- 5NJ X
#########X
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10. Sample Attendance Record
Spring 2010 FCAT SSS Reading, Mathematics, and Science
Attendance Record PAGE 1 of 10
DISTRICT: MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO:
SCHOOL: Claude Pepper Elementary
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
Jones- 5NJ X
#########X
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11. Prior to Arrival of Test Materials
Create Bins and Folders
Color Coded
Labeled with Test Administrator Name/Grade
Valenzano 2009

12. 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.
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Valenzano 2009

13. 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
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14. 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
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15. 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
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16. 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,
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17. 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
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18. 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
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19. 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
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20. 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
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Valenzano 2009

21. 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
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22. 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
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23. 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)
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24. 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
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25. 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
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26. 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
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27. 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
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28. 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
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29. 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
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30. Have a Great Year of Testing!!!
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Valenzano 2009