Test Chair 201Tiffany DavisBeatriz Viada

Darma Rodriguez

Important Contacts

0Program Specialist/SPED Department Head0Registrar0ESOL Department Head0 Instructional Coach(es)0School Administrators0 IT person (Technology Coordinator)0Assessment, Research and Data Analysis Offices

Main number: 305.995.7520

Required programs0 File Download Manager (FDM)

Identify students to be tested and to create your testing roster

0 SPED EMSIdentify Students' specific testing accommodations

0 ThinkgateTesting platform for Fall and Winter Interim Assessments (contact: Denetra Collins & Felicia Mallory)

0 PearsonaccessTesting Platform for EOCs and FCAT Retakes (contact: Maria Bruguera & Mara Ugando)

0 CollegeboardSite used to order AP Materials (contact: Montserrat "Montse" Parradelo)

0 College Measured SuccessTesting Platform for PERT (contact: Mayda Cabeza)

0 ISISLook up student information

Helpful programs & files

0 Student Performance Indicators (SPI)Look up all student scores

0Control DReports are posted that can assist with identifying students who need to test

0AspenUsed to generate "Master Schedule" - provides details of all teacher assignments by department and period, the subjects taught, the number of students in each class, the section codes for the class, and the room numbers

Organizing a test administration

1. Download FDM file into MS Excel0 Select criteria by using the “Test

Chairs” button or use the menu on the left to custom select criteria and open file in Excel

0 Sort and Filter

Most common criteria to consider when sorting and filtering:

0Test being administered0 Course/Course Code0Grade Level/Cohort Year 0 ESOL/SPED/STND Students0 Previous test results

Organizing a test administration (continued)

2. Determine how to best arrange your testing sessions based on the population and the number of students to be tested:0By Curriculum Groups 0By Class vs. Alpha 0 Should you isolate SPED and/or ESOL?0 Should you shut down the school for testing?

3. Determine Testing Locations0 Consider class relocations and/or student displacements

4. Select Test Administrators/Proctors 0 Consider teachers from the content areas that are being tested, co-

teachers, teachers from departments that can offer department coverage such as TMH or P.E. and teachers with smaller classes that will require fewer students be displaced.

TRY MIXING & MATCHING!For example, test ELA Grade 9 by class, but extract SPED students to test on a designated day and organize alphabetically.

SPED Accommodations

In Apps (Employee

Portal), select SPED EMS

SPED Accommodations

In the Reports Tab, select

Accommodations Report

SPED Accommodations

Select School, Grade, & Sort by. Then click

Generate Report

SPED Accommodations

1. Go to Report Inbox

Tab2. Click Date Created to

sort by dateClick the

Accommodations Report you just ran

SPED Accommodations

Nam

es Ap

pear H

ere

Yes on Left = FAA, Yes on Right = FCAT

Accommodations Appear Here

Use Ctrl-F to type a key word to

find accommodations

faster

504 Accommodations

In the Students Tab, Select Section 504

Plan

504 Accommodations

Nam

es Ap

pear

Here

Select a student name (must be done individually)

504 Accommodations

Select Section 504

504 Accommodations

504 Accommodations are Listed Here

Organizing a test administration (continued)

6. Notify students and teachers of testing dates and locations0Create testing assignment notices

for students and teachers by using MS Word Mail Merge and/or Excel

0Send e-mail notifications0Posts lists on your website0Post lists on wall

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 IDGrade Test DateRoom NumberRemember to sort the list by

Student ID for quick reference.

Sample Testing Notices (generated with MS Mail Merge)

A comprehensive student pass that informs the students of their assigned test date, location and testing policies minimizes scheduling confusion and student infractions.

Sample EMAIL List of Testing Assignments (generated with Excel)

By including homeroom numbers on your list, Student Aides can quickly help locate students the morning of testing!

If your testing roster includes multiple test dates, remember to include the date on your email list to avoid confusion. You may also want to color code the fonts or the cells to highlight the different dates.

This emailed list enables all teachers to assist with notifying students of their testing dates and locations.

Sample Teacher Lists for Testing Assignments (generated with Excel)

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

Organizing a test administration (continued)

7. Determine how testing materials will be distributed and collected.0 Have the Test Administrators

pick up materials before schools starts or before the scheduled test administration (to be determined by the testing time allowed and/or how your chooses to schedule the sessions).

0 Have the materials returned to you IMMEDIATELY following a test administration

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 in the hallway, secure materials before releasing students.

For instance, for the Algebra I EOC, students have “one school day to test,” therefore, testing will start immediately after morning announcements. However, the ELAs 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.

Organizing a test administration (continued)

8. Notify Teachers and staff of the Test Administrator/Proctor assignments and training date and location.

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.

Sample Assignment Chart & Materials Sign In/Out Form

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.

Organizing a test administration (continued)

9. Train Test Administrators/Proctors and collect signed Security Agreement forms0 Create a PowerPoint presentation or customize the

presentations posted on the Test Chairpersons Information Page to train your Test Administrators

10. Prepare materials and rooms for testing 0 Install the computer dividers0 Ensure required signs are posted (No Electronic Devices, Do

not disturb and Session 1 or 2 – when applicable)0 Check all computers for functionality, keyboard damage,

required icons0 Label the Proctor Cache computers

After the Test . . . Regroup!

0Replenish supplies0Request feedback from the Test Administrators, proctors,

and staff. Assess the administration and implement necessary changes for the next exam.

0Copy forms (seating charts, signs, passes, etc.)0Sharpen and re-bundle pencils0 Inventory and re-bundle calculators0Collect and clean up the computer dividers0 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!

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.

Assign students to rooms according to their

testing/non-testing designations. TEST DAY

Helpful Tips

0 Always plan aheadAvoid oversights, mistakes and chaos by identifying your examinees and determining dates and proctors early.

0 Utilize your resourcesStudent 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.

0 Communication is vitalA well informed school community will be better prepared to manage the chaos that test administrations can cause.

0 Be consistent and organizedTest 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.

Helpful Tips (continued)

0 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. There are countless sources available online; including instructional videos on YouTube. In addition, links have been provided on the Test Chair Information Page for instructions and training videos directly relating to test administration preparation.

0 Explore incorporating other programs such as MicroSoft Access to help manage and format your data.

0 Find a process that works for you!

Not sure how to perform a task on Excel? simply “Google” it!

Filter on ExcelSort on ExcelCount data on excelCreate a page break on excelAdding formulas on Excel

Sample EXCEL Work Folder

Original FDM student data

download

Filtered, Sorted and formatted Student

Testing Roster

Proctoring Assignments, Coverage

plan and Materials sign in sheet

Email Testing List and daily

Homeroom Teacher Lists

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 email detailing students’ testing assignments and the daily individual Homeroom Teacher List placed in mailboxes the night before the test

Resources and Help

Test chair information page0 http://oada.dadeschools.net/TestChairInfo/InfoForTestChair.asp

0 Technology Tools for Test Chairs:0 http://

oada.dadeschools.net/TestChairInfo/TechnologyToolsforTestChairs2.pdf

0 Training Modules (Under “Archives” on Test Chair Information Page)0 Basic MS Excel functions0 How to use Mail Merge0 How to use MS Access