1. By: Kathleen Sierra and Darma Rodriguez
Resources for
Test Chairs
By: Kathleen Sierra and
Darma Rodriguez

2. District Staff Contact Chart
TIP:  As always, remember that secure test materials must be stored in locked storage at your school site and must never be kept at home or in your car overnight. As such, please refrain from picking up secure test materials while on your way home. Instead, plan to pick-up materials when on route to your school.

3. Communication from District
Review Testing Calendar
District Briefings
Alerts about upcoming assessments 
Notifications of training
District Test Meetings (face-to-face)
October 1st – Felix Varela HS
October 2nd – Hialeah Senior
Screencasts (only for selected programs)
s from Student Assessment
Dr. Sally Shay
Barbara Betancourt

4. Test Security Policies and Procedures
Florida State Board of Education Rule 6A , FAC, was developed to meet the requirements of the Test Security Statute, s , F.S., and applies to anyone involved in the administration of a statewide assessment.
Appendix D of the manual provides the full text of the Florida Test Security Statute and State Board of Education Rule.
Standards, Guidelines, and Procedures for Test Administration and Test Security and Test Security Screencast for Test Administrators and Proctors are available at the Test Chairperson Info website at asp
Adopted by School Board
Now we will review test security policies and procedures…
School personnel and proctors must read and familiarize themselves with the Florida statute and rule in the manuals. The rule prohibits activities that may threaten the integrity of the test.
The district’s Standards, Guidelines, and Procedures for Test Administration and Test Security handbook provides detailed guidelines for a secure test administration that apply to all personnel involved with any aspect of testing, and are in effect for district, state, and national assessment programs. This handbook was recently updated and is available on the test chairperson website.
The School Procedural Checklist form 6927 is a district form ( a copy is found in your training packet). This form must be completed and signed by the school principal AND the school assessment coordinator at the conclusion of testing to certify that all test administration and security procedures were followed.
Other security forms are the Test Administration and Security Agreement, Test Administrator Prohibited Activities Agreement, and Test Materials Chain of Custody Form.
As part of the Assessment Team at your school, you are required to view a test security training video titled: Test Security for test administrators and proctors. An was sent to you to view the video. Please follow the link in the to access the video. You must use your employee portal credentials to view the video to receive credit for meeting this requirement. This video can also be accessed on the test chairperson website under Miscellaneous. You are encouraged to use this short video to train test administrators and proctors at your school.
Please remember that inappropriate actions by school or district personnel can result in student or classroom invalidations, loss of teaching certification, and/or involvement of law enforcement.

5. Review Program Guides
Each testing program has a Program Guide or Test Administration Manual
Testing window
Who is tested
How it is delivered (paper or computer)
Procedures and guidelines
Accommodations for SPED and ELL

6. Software and Resources
Guidelines and Tips for New Test Chairs
Software and Resources
Microsoft Office:
MS Word
MS Excel
MS Access
MS Outlook (installed version)
Technology Tools for Test Chairs:
Training Modules (Under “Archives”
on Test Chair Information Page)
Basic MS Excel functions
How to use Mail Merge
How to use MS Access
Office of Student Assessment

7. File Download Manager
File Download Manager (FDM) (Weekly Briefing 23120)
FDM helps identify eligible students for testing.
For the Fall window, use to identify students who failed the FSA ELA Retake and FSA Algebra 1 EOC assessments that are required for graduation.
For a demonstration of the application, please click on the following screencast

8. Support Modules
Support modules for test chairs to help save time organizing test administrations
Go to:
Topics include demonstrations in:
District Applications (FDM, ISIS, SPED EMS, SPI)
Excel (pivot tables, subtotal function, macros, Vlookup)
Word (mail merge for letters, CBT tickets, )
Google Forms

10. Learn MS Word’s Mail Merge

11. SKILLPORT
Create an account to access excel training modules and earn Master Plan Points while you learn. 1 3 2

12. Where do I begin?

13. Create a Custom Testing Calendar
 Use the testing calendar posted on the portal to complete a custom Testing Calendar for your school.

14. This will Become Your Blueprint for Testing
 Work with "bulk" numbers
 Breakdown number of students by Grade Level (FSA ELA) or by Course  (FSA and/or NGSSS EOCs)
 Identify number of SPED & ELLs
Include as many details as possible
  Number of days that will be required per assessment
  Group breakdown (Group 1/Day 1, Group 1, Day 2, etc.)
  Number of students tested per day (ex: G8 556 total students, but only 280 computers. Your calendar entries could be formatted as follows: Gr8 G1D1 (280), Gr8 G1D2 (280), Gr8 G2D1 (276), Gr8 G2D2 (276))
  School schedule deviations (periods, bell adjustments, lunch waves, etc.)
  Indicate PBT, CBT and/or MU Days

15. MS Word
Fully Customizable

16. Notes Section for Details
Google Calendar
Color Code Entries
Notes Section for Details
Accessibility from Mobile Devices to view,  edit  and/or add new entries
Ability to share the calendar through a link.
How to share your calendar
Open Google Calendar.
In the top right, click Settings.
Click the name of the calendar you want to share.
Open Access permissions.
Click Get shareable link.
A window with your shareable web address will appear. Copy this link to share your
         calendar.

17. Benefits of the Calendar
 Provides you with a "point of beginning" from which to develop other documents such as testing room lists, test administrator assignments, requests for substitutes, class coverage and/or class displacement plans.
 Keeps you on track and helps you avoid oversights and/or errors.
 Keeps your entire school informed.
 Helps avoid the scheduling of conflicting or disruptive activities during your testing windows.

18. Identify Students
Consider who needs to test before you execute your FDM and prepare your file:
FSA EOCs, NGSSS EOCs, AP, Cambridge and IB
Include and filter by course titles or codes
FSA ELAs (Writing & Reading), FSA Mathematics, SAT-10 and PSAT
Include and filter by Grade Level
FSA ELA Retakes, FSA Algebra 1 EOC Retakes and PERT
Include EOC and/or ELA scores and grade tested
Students with Accommodations
SPED, ELL, PBT, ONE-ON-ONE, PASSAGE BOOKS, etc.

19. Start Planning How many days do you have to test?
One day test vs. Two day test
Include make-up days
How will you organize the students?
By curriculum group
By class vs. Alpha
Isolate PBT, ESE and ELL
How many rooms will you need?
Multiple sessions (AM/PM)
Designated Consolidation Rooms (if necessary)
TIP: Consider meeting well in advance of the Spring administration with all administrators, the IT coordinator, the cafeteria manager, the head of security and any other key players to help plan, review needs/policies and prepare for the upcoming test administrations.

20. Select Test Administrators
Have a “method to your madness” and ensure that you are on the same page with your principal when identifying Test Administrators and Proctors:
Teachers from the content areas that are being tested (ex. English teachers for FSA ELAs, Mathematics teachers for EOCs and FSA Mathematics, etc.)
Co-teachers or Teachers from departments that can offer department coverage such as TMH or P.E.
Teachers with smaller classes; fewer student displacements.
Para-professionals as the second proctor in a large room.
“Quilted” proctoring assignments (ex. In room 2101 Ms. Jackson will proctor during 1st period, Mr. Watson during 2nd period, and Mrs. Fernandez during 3rd period). This will require that security be notified so that rooms can be monitored between transition.

21. Get the Word Out
Notify students, teachers and staff of testing dates, locations and assignments
Create testing assignment notices (send via , post on website/bulletin boards/walls, distribute through classes/teacher’s mailboxes)
Generate Connect Ed calls advising parents of testing assignments and urging them to ensure their student be present for testing.
Notify your sub locator well in advance if you will be securing substitute teachers for coverage
Notify teachers who will be covering classes of period/location assignment
Inform the cafeteria manager of changes in lunch schedules.
NEVER include the FL Student ID, the D.O.B., ESE Exceptionalities or ESOL Levels on posted lists
When posting lists on walls, bulletin boards or websites, ONLY include the following information:
Student ID
Grade
Test Date
Room Number
Remember to sort the list by Student ID for quick reference.

22. Inform Teachers…
Copy/Paste your Proctoring chart into an and send to all faculty and staff so that everyone is aware of proctoring assignments and displacements. Provide well in advance of the testing window so that teachers have ample time to prepare assignments and notify students of the upcoming schedule.
This Test Administrator Notice was generated using MS Mail Merge and can provide as much information as you deem necessary. For instance, it could detail the proctoring assignment, instructions for student displacement or class coverage, what the procedures will be to collect/return materials, when to report to the testing room, what to do in the event of error codes, etc.

23. Inform Students…
Create a 1 pass per page format chalk-full of information or a simple 3 passes per page format that provides students with the essential information.
Use MS Word’s mail merge with your excel file to create student passes.
Always include the HR Teacher Name and Classroom Number for Easy distribution.

24. Set up Procedures… for EVERYTHING!
How you will set up materials?
How and where will testing materials be distributed and returned by Test Administrators?
How will students be checked in to the test rooms?
How will infractions during testing be handled and by whom?
How will breaks be handled for Test Administrators and Proctors and who will provide them?
For instance, for NGSSS EOCs and FCAT Science, students have “one school day to test,” therefore, testing will start immediately after morning announcements. However, FSA ELAs and EOCs have specific time constraints, so each lab can be scheduled for two sessions per day. As such, Test Administrators scheduled for the later session, would pick up materials minutes before the second administration is scheduled to commence.
If testing in another building or under tight time constraints, designate an empty room, or a hallway immediately outside the testing rooms, to collect materials. Remember to bring carts, bins and staff (authorized to handle the testing material) to assist in transporting the materials back to the office (this is a helpful strategy for paper-based exams such as the PSAT). If collecting in the hallway, secure materials before releasing students.

25. Test Administrator’s folder – LEFT POCKET

26. Test Administrator’s Folders – Right Pocket
BATHROOM PASS
If the student is seen using an electronic device, immediately contact the Test Administrator in 3103
STUDENT IS TESTING

27. Advantages of Mastering Excel & Mail Merge
Download FDM
Copy to a new tab, sort, filter, add, delete, subtotal and create ROSTERS.
Copy to a new tab, sort, filter, add, delete, use Vlookup or Index Match formulas, subtotal and MS Word mail merge to create TEACHER/STUDENT NOTICES and CUSTOM AUTHORIZATION TICKETS.
Copy to a new tab, sort, add, delete and create your PROCTORING ASSIGNMENT CHART and a MATERIALS RECEIVE/RETURN LOG.
TIP: Learn to use Vlookup or Index Match formulas in excel to make quick work of otherwise overwhelming and tedious tasks!

28. Excel Subtotal to Generate Notices
This Excel sheet was used to create teacher-specific lists that are placed in mailboxes the afternoon prior to the test day.

29. Excel and Mail Merge to Create Custom Student Authorization Tickets
Use FDM excel file and Mail Merge to create custom tickets:
Provide an area to record Session IDs for future reference.
Capture student’s signature.
Clearly remind students of testing policies.
Specify the test date and room number for easy sorting and tracking.

30. Use Excel to Create a Test Administrator Assignments Chart and Material Log
This is an example of another Test Administrator notice that details proctoring assignments, the population being tested, the number of students assigned, as well as the coverage/displacement assignments. In addition, part of the same chart is used to generate the Materials Received/Returned sign in sheet.

31. Final Steps before Testing
Train Test Administrators/Proctors and ensure that you have a signed Security Agreement form for each Test Administrator
Create a PowerPoint presentation or customize the presentations posted on the Test Chairpersons Information Page to train your Test Administrators.
Prepare materials for test day
Ensure the folders and/or test bags/bins are 100% ready (all required forms, functioning calculators, sharpened pencils, etc.)
Create notices to be posted (ex. class displacements, room assignments, etc.)
Check all test rooms for
Computer dividers
Proper spacing
Equipment functionality, required components (mouse, headphones, etc.)
Required signs (No Electronic Devices, Do Not Disturb, Session 1/Session 2, etc.)

32. After the Test . . . Regroup! Replenish supplies
Get feedback from the Test Administrators, proctors, and staff. Implement changes as necessary (always remember to communicate changes to your school administrators, faculty and staff)
Start preparing for the next exam
Copy forms (seating charts, signs, passes, etc.)
Sharpen and re-bundle pencils
Inventory and re-bundle calculators
Collect and clean up the computer dividers
Inventory your labs/rooms and check computers for functionality, keyboards and necessary program icons. Report any repairs to your IP contact immediately.
Student Aides, clubs, students in CSI or TMH can help!

33. TEST CYCLE PREPARATION TIMELINE
Download a list of students via File Download Manager and save it as an Excel Workbook.
Notify faculty of their testing duties, room/area assignments, time, date, and location of training and test dates.
Notify students of their testing time, date and locations.
Prepare materials and rooms for the testing administration.
Calculate the number of rooms needed for each group of testers (by grade level and curriculum group).
Identify the testing area, the room numbers and teacher that will serve as test administrators. Also, designate an area for non-testers.
Make sure all documents are correct and in place.
From the student list, identify the curriculum groups that the students belong to.
Identify the Students who will be testing and those who will not.
Assign students to rooms according to their testing/non-testing designations.
Check for updates or changes in enrollment.
TEST DAY

34. Helpful Tips Always plan ahead Utilize your resources
Avoid oversights, mistakes and chaos by identifying your examinees and determining dates and proctors early.
Utilize your resources
Student Aides, CSI, TMH and/or Clubs are
great sources of manpower for sharpening
pencils, organizing NON-SECURE testing
materials, running passes on testing mornings,
setting up/removing computer dividers as well
as a myriad of other time-consuming tasks that
you will not have time for.
Communication is vital
A well informed school community will be better prepared to manage the chaos that test administrations can cause.
Be consistent and organized
Test Administrators and students will perform better when they are familiar with formats, materials and procedures.
NEVER allow students to handle secure testing materials or be in the same area as the secure materials.

35. Helpful Tips (continued)
Learning Excel will be crucial to your success. This is a powerful tool with the potential to drastically increase your productivity and accuracy while greatly reducing your stress level.
Explore incorporating other programs such as Microsoft Access to help manage and format your data.
Earn MASTER PLAN POINTS while learning Excel, MS Word or MS Access by visiting
In addition, links have been provided on the Test Chair Information page for instructions and training videos directly relating to test administration preparation.
Find a process that works for you!
Not sure how to perform a task on Excel? simply “Google” it!
Filter on Excel
Sort on Excel
Count data on excel
Create a page break on excel
Adding formulas on Excel

36. Sample Excel Work Folder
Excel allows you to use the same data to create multiple documents that will serve various needs. This work folder demonstrates how the original FDM student data download was used to create the testing roster; the Test Administrator Assignment, Coverage plan, and Materials Received/Returned sign in sheet; the Testing List distributed via detailing students’ testing assignments and the daily individual Homeroom Teacher List placed in mailboxes the night before the test.
Original FDM student data download
Filtered, Sorted and formatted Student Testing Roster
Testing List and daily Homeroom Teacher Lists
Proctoring Assignments, Coverage plan and Materials sign in sheet

37. Access TDC Web page www. dadeschools
Access TDC Web page Click on “Calendars,” then “Testing Calendar.”
Click on
“TDC Documents”

38. TDC Documents Web Page General Testing Information
Friendly Reminders Chart, Administrative Forms, DAC-AR & DAC-SWR Labels and Packing Instructions
Order forms for additional materials for paper-based assessments
TDC Directions & Contact Information

39. Assessment Services App
Manage the School Assessment Team Identification and Contact Information (accessible by Principal only).
 Order additional PBT accommodated exams for computer-based assessments (accessible by  School Assessment Coordinators only).
Available through the portal's "Apps│Services│Sites,"
click on "Assessment Services."

40. Resources and Help Test chair information page
Technology Tools for Test Chairs:
TDC Documents Web page
Training Modules
Under “Archives” on Test Chair Information Page

41. You’re on your way to…
status!
SUPER
Test Chair