test chair 101: guidelines for new test chairs

Test Chair 101: Guidelines for New Test Chairs

Zulema C. Lamazares

04/20/23

Prior to Arrival of Test Materials Create Test Groups

Generate Test Group Lists using File Download Manager Make sure your lists include all of the fields required for demographic

information on assessments by grade level 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 for each grade level tested Check attendance DAILY (with Registrar) for new

entries/withdrawals- Adjust list as needed

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Sample File Download Manager/

NAME ID GENDER ETHNICITY HR LEP Entry Fl. ID Birthdate ESE LEP

Male Black 304 #########X 10/1/1998

Male Black 304 #########X 11/13/1998

Female Hispanic 304 8/26/2004 #########X 12/8/1998 K

Male Black 304 #########X 10/18/1998 K

Female Hispanic 304 8/30/2004 #########X 10/10/1999


Female Hispanic 304 5/20/2009 #########X 12/5/1998 4

Male Hispanic 304 #########X 2/27/1998 K

Female Black 304 #########X 11/16/1998


Sample-Master List by Section

Last Name First Name Grade Homeroom Student ID SPED ESOLTestSection Test Administrator

1 WHI T 5 1001

1 CAB K 1 1001

1 WHI K 1 1001

1 1GA P 2 1001

1 WHI K 5 1001

1 CAB K 5 1001

1 1GA ELL 1 1002

1 CAB ELL 2 1002

1 ORN ELL 1 1002

1 ORN ELL 1 1002

1 REY ELL 2 1002

1 REY ELL 2 1002

1 REY ELL 2 1002

1 REY ELL 3 1002

1 WHI ELL/G 3 1002

1 1GA 3 1003

1 1GA 1003

1 1GA 5 1003

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SPED

-Create an EXCEL list of all SPED students with testing accommodations

SPED AccommodationsStudent's Name Teacher / Homeroom Student ID#

Tested with Accommodation

Yes/NoList Accommodations

Last Initial First

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Other Considerations for SPED

504 Report (diabetics, seizures, etc….) Staffings (newly staffed) Testing Accommodations Consider room assignments and test

administrators for students with extended time and individualized testing situations

Avoid using cafeteria

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ELL Students

Things to Consider: Room assignments and test administrators for ELL

students Test administrators for students needing translation

(call Rosalia Gallo for interpreters as needed) Purchase/locate translation dictionaries (French,

Japanese, Portuguese, etc….)

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Sample Security ChecklistSpring 2010 FCAT SSS Reading, Mathematics, and Science

SECURITY CHECKLIST PAGE 1 of 10

DISTRICT: 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO: 5555555555

SCHOOL: 2261 Greenglade Elem.

5555555555 - 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 XXXX #########X Smith - 1003





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Sample Attendance RecordSpring 2010 FCAT SSS Reading, Mathematics, and Science

Attendance Record PAGE 1 of 10

DISTRICT: 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO: 55555555

SCHOOL: 2261 Greenglade Elem.

555555555 - 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

Date_______

Attendance:

P-Present

A-Absent

W-Withdrawn

IF DOCUMENT IS NOT RETURNED, STATE THE REASON

XXXX XXXX #########X Smith – 1003




Prior to Arrival of Test Materials

Create Bins and Folders

Labeled with Test Administrator Name/Grade

Create bins for ELL/SPED Test Administrators

If possible store materials/bins by grade level

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Prepare for Testing Using test group lists, 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 Missing information can be added by bubbling New test booklet needed when the above

information is not correct.

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Have Test Group Lists with required demographic information available to bubble books/answer sheets for students without a label

Highlight the students that were hand-bubbled and save lists to use for next test type

Assign Test Group Codes as needed If group dynamics change test group number

should change

Prepare for Testing

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Prepare for Testing

Place Test books/answer folders in bins Place the following documents in bins:

Security Checklist Attendance Record Security Log Seating Chart (optional) Test Manual Pencils

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Prepare for Testing

Create sign in/out sheet for test administrators

Check all testing rooms prior to testing

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FLORIDA COMPREHENSIVE ASSESSMENT TESTREADING, MATHEMATICS & SCIENCE

March 2010GRADE 3

GREENGLADE ELEMENTARYI received the following materials: READING

Test Administrator Test Group Code

Total # of Test

Books SSS

Total # of Pre-identified

Answer Folders

Date03/10/10

Receipt Return

3001

3002

3003

3004

3005

3006

Test Chairperson: _________________________________

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Other Considerations

Test Administrators

Proctor Assignments

Required for testing groups over 30 If possible place a proctor in every room School personnel and non-school personnel may be trained

as proctors (must be informed of the test security laws and rules and sign Security Agreement)

Avoid using volunteers

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Other Considerations cont…..

Room Assignments Parent Notification Letters/Additional

notification to Parents of ELL students Behavior concerns of specific students Lunch Schedule Late Arrivals (location and person)

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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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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

(305) 995-3743

Organize Materials by grade/test type

Secure all testing materials in a secure location

Receiving/Opening Test Materials

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Staff/Proctor Training

Schedule training for Test Administrators/Proctors Proctor Assignments School-wide procedures Testing Schedules

Train Test Administrators Additional personnel should be trained for emergencies

Counselors, Media Specialists, Primary Teachers, Special Area Teachers

Train Proctors Move around the room/assist Test Administrator

Proctors should not handle testing materials

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Training Materials : Agenda Test Administrator and Proctor Assignments Seating Charts (Middle/Senior High) Test security agreement- Must be signed and returned Testing Procedures

Select Script Option before training (gridded booklets/answer booklets)

Remind teachers to have students print first name, last name, district name and school name on testing materials

Staff Training cont…..

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Sample Agenda

What’s New for FCAT 2010? vi-vii Reminders viii-ix

Administration Schedule (handouts) pg. 2 Test Accommodations Appendix A

Students with Disabilities pg. 288-293 Limited English Proficient (ELL) pg. 293-294

Sample Test Materials, Rulers, Reference Sheet pg. 6 Test Document Type Configuration pg. 7 Labels/Preidentified Answer Documents pg. 12-15 Test Security Policies & Procedures pg. 15 Florida Test Security/Statute and Rule Appendix B pg. 296-

298 See Appendix B for Security Agreement & Security Log Sign and Return Security Agreement before you leave! (pg. 301)

Security Numbers/Security Checklist pg. 18-20

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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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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

Test Security

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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

Test materials MUST be counted individually and signed out by test administrators (see slide # 16)

Returning of Materials: Test materials MUST be counted individually and signed in by School Testing Coordinator (see slide # 16)

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Important Reminders-Test AdministratorsPrepare room for testing Hang up all signs (do not disturb, electronic devices) Hand out and pick up test materials individually from students Watch or clock available

Write times on board according to script/make sure everyone has a board

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

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Testing Days

Test coordinators should be available beginning at 7:30 a.m.

Allow test administrators to count test materials, verify count and sign-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

Make sure custodians are not doing yard work

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Testing Days (During Testing)

Walk the building Have security posted where most needed

Ensure: All required testing signs are displayed Make sure all SPED/ELL students are picked-up

on time

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Count test materials as test administrators come in and have them sign-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 to resume regular schedules

Testing Days

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Testing Days

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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Check original packing slip

Count and verify that all materials are accounted for

Pack materials

Make copies of all records and forms

Testing Days

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Relax and take one day at a time…May the force be with

YOU!

http://oada.dadeschools.net/TestChairInfo/InfoForTestChair.asp

[email protected]

Valenzano 2009

test chair 101: guidelines for new test chairs

Documents

reading test

test documents

separate test groups

new test chairs zulema

sped students

excel list

sample attendance recordspring

x8311998 samplemaster