Guidelines and Tips for New Test Chairs

Office of Assessment, Research, and Data Analysis

September 2015

District Staff

Administrator Email

Maria Bruguera

Mara Ugando

mbruguera@dadeschools.net

mugando@dadeschools.net

Felicia MalloryDenetra Collins

fmallory@dadeschools.netcollinsd@dadeschools.net

Mayda Cabeza MCabeza@dadeschools.net

Kathleen Sierra ksierra@dadeschools.net

Office Phone # (305)995-7520

Dr. Sally Shay, District Director

Testing Distribution Center (TDC) Personnel:

o Magaly Hernandezo Maria Vargas

Address: 13135 SW 26 St

Phone: (305)995-3743

Your RoleThe school assessment coordinator, or test chairperson, is responsible for organizing and monitoring testing programs at the school level in accordance with the procedures outlined for each program.

Plan and Prepare

Supervise and monitor the assessment

Pack up and return materials

Communications from the District Review Testing Calendar

District Briefingso Alerts about upcoming assessmentso Notifications of training

District Test Meetings (face-to-face) Screencasts (only for selected programs)

Emails from Student Assessmento Dr. Sally Shayo Barbara Bentancourt

Make monthly versions of Testing Calendar

Program Guide

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

District Applications File Download Manager (FDM)

Identify students to be tested and to create your testing roster SPED EMS

Identify Students' specific testing accommodations Student Performance Indicators (SPI)

Look up all student scores ISIS

Look up student information

Make sure you request access to these from your principal

Test Platforms and Websites Gateway 2 Data (G2D) – formerly Thinkgate

Testing platform for Baseline and Mid Year Assessments (contact: Denetra Collins & Felicia Mallory)

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

TIDETesting Platform for FSA, FSA EOCs and FSA Retakes (contact: Maria Bruguera & Mara Ugando)

CambridgeSite used to order AP and PSAT Materials (contact: Montserrat "Montse" Parradelo)

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

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

Key School Personnel

Principal and School Administrators

Technology Coordinator

SPED and ELL Program Supervisors

Instructional Coaches

School Counselors

Registrar

Accommodations SPED

o Use SPED EMS to ensure students are receiving the correct accommodations

o Check for 504 plans (temporary accommodations)

ELLo Make sure ELL students (levels 1-4) have correct heritage

language dictionary.

Not providing correct accommodations for a student will result in an invalidation.

Creating Room Assignment Rosters

Download FDM file into MS Excel Select criteria by using the “Test Chairs”

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

Sort and Filter

Most common criteria to consider when sorting and filtering:

Test being administered Course/Course Code Grade Level/Cohort Year ESOL/SPED/STND Students Previous test results

Creating Room Assignment Rosters (cont.)

Determine how to best arrange your testing sessions based on the population and the number of students to be tested:

By Curriculum Groups By Class vs. Alpha Should you isolate SPED and/or ESOL? Should you shut down the school for testing?

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

Creating Room Assignment Rosters (cont.)

Determine Testing Locations Consider class relocations and/or student displacements Computer Labs

Select Test Administrators/Proctors 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.

Creating Room Assignment Rosters (cont.)

Notify students and teachers of testing dates and locations Create testing assignment notices

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

Send e-mail notifications Posts lists on your website Post 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, you can quickly 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.

Sample Test Admin/Proctor Notification

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 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

Preparation and Notification of Assignments

Check all testing classrooms for working air condition, intercoms, clocks and proper lighting, pencil sharpeners

Notify faculty and staff of training dates Send parent notification letters home Create bins and folders for test

administrators

Receiving/Opening Test Materials Document the date and time testing materials arrived Verify the number of boxes and ensure that they all

belong to your school Locate the packing list and count the actual testing

materials received without opening any shrink-wrapped test booklets

Report any discrepancies to Student Assessment and Educational Testing (SAET)

Order additional testing materials (if needed) from Testing Distribution Center (TDC)

Store all testing materials in a locked storage room

Preparing Test Materials (Paper) Maintain Chain of Custody form at all times Open shrink-wrapped test booklets as outline in test chair

training packet Verify that the following five elements are correct on labels

1. Student name 2. Florida ID number 3. District number 4. School number 5. Grade level

Utilize test group list to count out and place labels on test booklets/answer folders

Bubble demographic information for students without a label

Preparing Test Materials (CBT) Work with school-site microsystems technician to make sure all

computers and computer labs to be used for testing are running ready for testingo keyboard damage, headphones, mouse, required icons on desktop

Dividers for computer stations

Conduct Infrastructure Trial

Print student tickets (secure document)

Prepare packets/bin for test administrators

Ensure required signs are posted (No Electronic Devices, Do not disturb and Session 1 or 2 – when applicable)

School-site TrainingCreate training packets to include:(Testing schedule, roster list of test administrators, proctors, test groups codes, room assignments and training documents) • Train all test administrators and proctors (all test administrators

must be certified educators)• Train additional personnel in case of absences (special area

teachers, counselors, media specialists and reading/math coaches)

After Training• Ensure that all test administrators and proctors sign appropriate

documentation.

Test Day Arrive to school early to prepare for distribution of testing

materials Allow test administrators to count materials and sign them

out on the count form Verify that the correct number of materials are documented

on the count form Remind clerical staff not to use PA system during testing Monitor each testing room to ensure that test

administration, test security policies and procedures are followed

Test Day (cont.)

As test administrators return materials Count and verify that all test booklets/answer folders have been

returned Confirm that accommodations received have been bubbled on

the test booklets/answer folders Prepare make-up list for students who were absent Ensure testing materials are accounted for, organized and ready

for distribution the next day Secure all testing materials in a locked storage room daily Report any lost testing materials or security violations to Student

Assessment and Educational Testing

After Test Utilize the packing list to verify that distributed secure materials have

been returned Make copies of all required administration information

o seating charts, security logs, record/security checklists, chain of custody form

Organize and pack testing materials as outlined in test manual Deliver (To Be Scored) testing materials to TDC as outlined in training

packet

Regroup 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.

Helpful Tips Always plan ahead

Avoid oversights, mistakes and chaos by identifying your examinees and determining dates and proctors early.

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.

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

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.

Organizing a Test - Workflow

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

Important District WebsitesARDA website: http://oada.dadeschools.net/

Test Chair Information Pageo http://oada.dadeschools.net/TestChairInfo/InfoForTestChair.asp

Support Modules http://

oada.dadeschools.net/SupportModules/SupportModules.asp

Software and ResourcesMicrosoft Office:

o MS Wordo MS Excelo MS Accesso MS Outlook (installed version)

Technology Tools for Test Chairs:o http://oada.dadeschools.net/TestChairInfo/TechnologyToolsforTestChairs2.pdf

Training Modules (Under “Archives” on Test Chair Information Page)o Basic MS Excel functionso How to use Mail Mergeo How to use MS Access

Support Moduleshttp://oada.dadeschools.net/SupportModules/SupportModules.asp

Questions?