Developed by the Virginia Department of Education 2014-2015.

Developed by the Virginia Department of Education2014-2015

Standards of Learning Tests:Examiner and Proctor Training

Training for Examiners 2014-2015 2

Examiners and ProctorsWhat is the difference between an examiner and a proctor for Standards of Learning (SOL) testing?

As defined in the Examiner’s Manual:An “Examiner” is responsible for administering the SOL tests according to the procedures outlined in the Examiner’s Manual and for maintaining security of test materials.


Examiners and ProctorsAs defined in the Examiner’s Manual:

A “Proctor” works with the examiner in administering the SOL tests and assists in maintaining an appropriate testing environment.

A proctor may be called upon to verify that:• the test was administered according to the procedures

outlined in the Examiner’s Manual, • the security of test materials was maintained, and• students did not receive inappropriate assistance on the

test.


Examiners and ProctorsThe training expectations for SOL test examiners and SOL test proctors are the same.


Examiners’ Responsibilities and Activities:

Before SOL Testing


SOL Test SecurityAll examiners and proctors must:Read the Virginia law regarding the consequences of

violating test security procedures, including: Actions for violations of test security procedures (§22.1–19.1) Violation of test security procedures: Revocation of license (§22.1–

292.1)Read, understand, and sign the School Division Personnel

Test Security Agreement. Ask all questions before signing. Questions should be directed to the School Test Coordinator (STC).


Electronic DevicesCell phones fall under “Acceptable Computer Use” policy and failure to

follow Student Code of Ethics for Digital Resources may result in academic sanctions, loss of privileges, disciplinary action, and/or confiscation of device (returned only to student’s parent).*

During SOL testing, students may NOT access any electronic devices, including but not limited to cell phones, e-books, tablets, games, etc.

For added security during testing, these devices should be turned in to examiner prior to testing.*

Consequences of accessing electronic devices during testing must be discussed with students before testing. Teachers of SOL-tested courses should refer to pre-testing discussion notes to share with students.*

Any incident in which a student accesses an electronic device during SOL testing is an irregularity and must be reported immediately to your STC.


CheatingStudents are expected to perform honestly on schoolwork and tests. The

following actions are prohibited:*Cheating on a test or assigned work by giving, receiving, offering

and/or soliciting informationPlagiarizing by copying the language, structure, idea and/or thoughts

of anotherFalsifying statements on any assigned school document

The consequences of cheating on the test must be discussed with students before testing.

Teachers of SOL-tested courses should refer to pre-testing discussion notes to share with students.*

Any incident in which a student is suspected of cheating must be reported immediately to your STC.


Manuals for Test AdministrationExaminers and proctors must be provided with their own copies of the appropriate manual(s) during training. This could include:Examiner’s Manual for each test being administeredSupplement to the Examiner’s Manual (for the

administration of paper tests)Guidelines for Administering the Read-Aloud

Accommodation for Standards of Learning Assessments (if the Read-Aloud form of a test is being administered)


Manuals for Test AdministrationExaminers and proctors are expected to read each manual

that pertains to the test being administered prior to the day of testing.

Read each manual early so that ample time is available to ask the STC all questions that arise.

Examiners and proctors are encouraged to “mark-up” their manuals in order to deliver the directions to the students in the clearest possible way.

Regardless of an examiner’s or proctor’s previous experience with SOL testing, there is no substitute for reading the manuals.


Testing MaterialsKnow the process for receiving secure testing materials from

your STC.* Counting and checking that you have all required materials

takes time, so plan accordingly.Secure testing materials may include test tickets, test

booklets, or writing prompts.Non-secure testing materials are listed in each Examiner’s

Manual and vary by test. Examples may include unused scratch paper, pencil or pen, etc.

Know what you should expect to receive for the student(s) you are responsible for testing.


Secure Testing MaterialsExaminers must count all secure testing materials

issued. Examiners must sign a transmittal form after verifying

the amount of secure materials received. If there is a discrepancy between what is listed on the

transmittal form and what the Examiner counts, adjustments must be made prior to signing the transmittal form.


Testing Materials: Calculators NWIf you will administer a test for which students are

allowed a hand-held calculator, know whether the school or student will supply the calculator. *

The Examiner’s Manuals list those tests that permit a hand-held calculator and the state-approved calculators for each test.

Calculators must be prepared following the guidelines in the Examiner’s Manual prior to testing. Guidelines include directions for clearing memory and list allowable applications for specific calculator models.


Testing Materials: Calculators NWFor the Grades 4, 5, 6, and 7 Mathematics tests, the

state-approved hand-held calculator is distributed to students ONLY upon entering Section 2 of the test.

Student access to a calculator during Section 1 or not having access to a calculator during Section 2 of these tests is a testing irregularity.


If students are expected to supply or are permitted to use their own calculators, you need to know:how your school will ensure that each calculator is a state-

approved calculator for use during SOL testing; how your school will ensure that each calculator has been

prepared following the guidelines in the Examiner’s Manual; and

your school’s plan for providing a state-approved and prepared calculator to students who need them at any point during testing (ex. student does not bring a calculator, calculator stops working, student brings a calculator that is not approved for use).

Testing Materials: Calculators NW


Examiners play a critical role in ensuring that students have a state-approved calculator that has been appropriately cleared prior to testing.

Permitting a student to test with a non state-approved calculator or with a state-approved calculator that has not been prepared according to the state-prescribed procedures is a testing irregularity.

Testing Materials: Calculators NW


Test Site PreparationRemove or cover all curricular materials related to test

content and test-taking strategies that might influence student performance or provide an unfair advantage to students. These materials include but are not limited to:class notes, study guides, maps, timelines, graphic

organizers, charts, posters, projections, computer programs, textbooks, dry-erase board displays, chalk board displays, bulletin board displays, etc.

Placing physical barriers, free of any writing or graphics, between workstations is helpful in preventing students from viewing each other’s computer monitors.


Test Site PreparationTesting rooms should be quiet, well lighted, and well

ventilated. Report problems to the STC.Each student’s work space should be clear of books and

other materials not required for the test and large enough to accommodate required testing materials.

Plan appropriately to avoid overcrowding.Seating should be arranged to discourage students from

viewing or copying one another’s work and from communicating with one another during testing.

Students must not have access to cell phones or other devices that are capable of providing an advantage.


Accommodations for StudentsExaminers should be familiar with any special testing

accommodations required for each student in the testing group prior to the day of testing.For many students special testing accommodations vary

by test. It is important to provide accommodations that are

needed for the specific test being administered each day.Coordinate with the STC how special test

accommodations will be provided to students in the testing group.

Descriptions of special test accommodations are included in each Examiner’s Manual.


School Testing ScheduleExaminers should be aware of the overall testing

schedule in their building.Based on the schedule in their school, examiners should

review the procedures outlined in the Examiner’s Manual.Breaks that are student-initiatedFor tests with two sections:

Breaks between test sections (individual vs. whole group) Administering the test over two days, if applicable


Procedures for Contacting STCKnow the procedure for contacting the STC during

testing.The STC will describe the procedure and provide

examples of situations for which he or she should be contacted.


Remember…Read all the manuals issued to you.Ask questions before the morning of testing if at all

possible. If you are unsure of any policies and procedures, ask the

STC for guidance. If you are unsure of how to handle a situation that

arises during testing, stop and ask the STC for guidance rather than allowing students to continue testing.

There is no substitute for reading the manuals.



During SOL Testing


Contacting the STCIf a situation occurs in which you must contact the STC

during testing, the integrity of the testing environment must be maintained in order for testing to continue.

If you are unsure of how to handle a situation that arises during testing, stop and ask the STC for guidance rather than allowing students to continue testing.


Test Site PreparationTo help prevent irregularities, carefully check the test

room on the day of testing before distributing any test materials to students. Do not assume the test sites are ready, including rooms

used for extended testing. Ensure the test site is ready for testing, even if the room

was used previously to administer tests to students.Ensure all rooms used for testing have been properly

prepared so that test-taking strategies and content information are not visible.

It may be helpful to place a “Testing: DO NOT DISTURB” sign on the door.


Arrange seating to discourage students from viewing or copying one another’s work and from communicating with one another.

Examiners must ensure students do not have access to unauthorized materials within the room or in desks.Make sure all desks/workstations are clear of all materials

not needed/authorized for testing.Have students place book bags and other materials away

from the desks/workstations. Make sure students do not have access to cell phones or

other electronic devices.

Test Site Preparation


Getting StartedRead the directions for students (in bold type) from the

Examiner’s Manual exactly as written. If a mistake is made in reading a direction, use the

verbiage provided in the Examiner’s Manual, then read the direction again.

Unless otherwise noted in the Troubleshooting section of the Examiner’s Manual, examiners must not touch a student’s mouse, keyboard, or computer screen. Problems with technology should be reported to the STC.

No one, besides the student, must ever use a student’s test ticket to log in to TestNav for any reason.


Distributing Test MaterialsDistribute the test materials exactly as prescribed in the

Examiner’s Manual.All materials must be distributed directly by the

examiner to each individual student. Examiners must never have students pass testing

materials, scratch paper, etc., to each other.Keep track of the amount of scratch paper distributed to

each student in order to know exactly how much scratch paper to collect from each student.


Absent StudentsFollow the process established by your school to report

absent students to the STC.The STC will provide the procedures for handling test

materials for students who were absent.


Accommodations for StudentsIf, on the day of testing, an examiner is unsure about a

student’s special testing accommodations, the examiner should seek clarification from the STC before the student begins testing.

Specific information regarding special testing accommodations is located in the appendices of the Examiner’s Manual.

Examiners administering read-aloud tests must consult the Guidelines for Administering the Read-Aloud Accommodation for Standards of Learning Assessments.


Accommodations for StudentsStudent Authorization Tickets for online Audio and Read-

Aloud tests will have an icon indicating the test format: iindicates a Read-Aloud test form indicates an Audio test formExaminers need to check that the appropriate icon appears

on Student Authorization Tickets for students who should be assigned a Read-Aloud or Audio test form.


IrregularitiesA testing irregularity is anything that occurs while a

student is testing that:inappropriately influences student performance;inappropriately influences the reporting of student

performance;constitutes a breach in test security; orresults in the improper implementation of mandatory

student testing.ALL testing irregularities must be reported immediately

to the STC.


IrregularitiesExaminers must know the school and division’s protocol

for reporting testing irregularities. The STC will discuss these procedures during this training.

All testing irregularities must be documented.The Test Irregularity Form in the Examiner’s Manual

may be used to document the irregularity initially.


IrregularitiesExamples of irregularities are included in the Examiner’s Manuals. Examples of test irregularities include, but are not limited to:A student becomes ill or has to leave for an appointment during testing

and cannot finish the test.A student leaves the test setting without an escort or monitor.A student accesses a cell phone during testing.A student is observed cheating during the test.An adult provides inappropriate assistance to a student during testing.A student is provided with an inappropriate manipulative (e.g., calculator)

during testing.An unused test ticket is missing.


Monitoring Test SessionsOnce students and the test examiner enter the testing

room, all instruction and/or review of the content covered by the test or discussion of testing strategies must stop.

Monitor test sessions by moving as unobtrusively as possible about the room and ensure that students are working independently.


Monitoring Test SessionsExaminers must not engage in any activities that interfere

with monitoring testing. Such activities include but are not limited to reading, grading papers, using electronic devices, etc.

Examiners must not read test items, copy test items, take notes about the test, record student responses to test items, or discuss test items or test content with anyone during or after the test session.

Help must not be given on any test item.


Monitoring Test SessionsExaminers must not:

leave students or test materials unattended for any length of time;

allow students to have access to cell phones and other electronic devices; or

allow students to have access to any unauthorized materials.


Answer Student QuestionsThe Examiner’s Manuals provide directions for how to

handle student questions that arise during testing.Follow the directions related to student questions in the

Examiner’s Manuals exactly as written.Examiners must never read test questions. Reading a

test question is a violation of test security.


Reporting ErrorsIf a student reports an error in a test question and/or

answer choices, the examiner must not read the test question; instead:Record the name of the student, subject area test and level,

question number, and a brief statement of the student’s concern.

Tell the student that the concerns will be reported. Notify the STC of the student’s concern, and the STC will notify

the Division Director of Testing (DDOT).


Reporting ErrorsDo not communicate information related to the test

questions and/or answer choices through electronic mail or in any other manner that will jeopardize the security of the test item.


Technical Issues During TestingFollow your school’s procedure for handling technical

issues that arise during testing.If a technical issue impacts a student’s test:

keep the student in the secure testing environment under testing conditions while awaiting assistance;

refer to the Troubleshooting section of the Examiner’s Manual for directions regarding frequently encountered online test scenarios; and

contact the STC immediately.


Extended TestingSOL tests are untimed but must be completed within one

school day. Students who have not completed their tests at the end of

the allotted time should be given additional time to finish and may be moved to an alternate location.

When moving to an alternate location, students must be constantly and carefully monitored. Students must not:have access to any content materials or electronic devices; or interact with other students or discuss the test or course

content in any way with anyone.


Extended TestingStudents’ test materials (including all test tickets, test

booklets/prompts, scratch paper, test manipulatives) must be carried by school personnel, trained in test security, from the original test site to the alternate location.

The school must establish and follow procedures that ensure all materials are accounted for each time materials are transferred from one adult to the next.


Emergency ProceduresIf an emergency occurs, the safety of the students and the examiner

is the first priority. The second priority is to secure test materials and student responses.

Since emergency drills are not to be conducted during testing, any emergency notification should be considered “real”.

Stay calm and follow the safety procedures established by your school. Depending on event, students should remain silent, and STC will contact DDOT regarding situation.*

The Virginia Department of Education (VDOE) will determine the next steps for testing after receiving information from the DDOT regarding the emergency.

Students should not resume testing until instructed by the STC.


Emergency ProceduresThe DDOT will provide VDOE information related to the emergency.

Security of the test site Were test rooms locked? Did anyone access the room after the examiner and students left?

Security of the test materials Were tests exited and/or computers shut down? Has examiner accounted for all test materials?

Security of the test environment for students Did students interact? Did students have access to electronic devices? Did students have access to curricular materials? Did students remain under direct supervision of the examiner?

Time remaining to complete testing


Emergency ProceduresAt the conclusion of the emergency, students must

remain quiet and cannot communicate with one another while you await further instruction from the STC.

VDOE will determine the next steps for testing after receiving information from the DDOT regarding the emergency.



After SOL Testing


Collecting Test MaterialsCollect test materials from each student as they

complete the test according to the directions in the Examiner’s Manual.

Collecting and accounting for all materials distributed to each student is imperative.

Once scratch paper has been distributed to students during testing, it is considered secure test material. All scratch paper, used and unused, that was distributed to students must be collected from individual students and returned to the STC.


Returning Test MaterialsThe STC will count all test materials returned by the

examiner, verify the counts match the transmittal form, and initial the transmittal form.

The examiner will sign the Examiner’s/Proctor’s Affidavit.

All test materials must be transferred to the next location (test site for extended testing or secure testing materials storage room) by an adult who counts the materials and maintains the security of the materials during transfer.


Maintaining Test SecurityDo not discuss the test at any time with anyone.Discussing the test or any test content is a violation of

the School Division Personnel Test Security Agreement.


RemindersRead all applicable manuals prior to testing.If at all possible, ask questions prior to the first day of

testing. This helps testing days run smoothly.Report any situations which could be potential test

irregularities to your STC as soon as they occur.If you have questions, please feel free to discuss with

your STC or DDOT.*

Developed by the Virginia Department of Education 2014-2015.

Documents

Transcript of Developed by the Virginia Department of Education 2014-2015.