Test Chair 101: Guidelines for New Test Chairs

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Test Chair 101 Guidelines for New Test Chairs

• Zulema C. Lamazares

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Prior to Arrival of Test Materials

• Create Test Groups
• Generate Test Group Lists using File Download
  Manager or SPI
• 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/SPI Data Lists

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 8/30/2005 X 10/10/1998
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
Female Hispanic 304 4/23/08 X 8/31/1998
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Sample-Master List by Section
Last Name First Name Grade Homeroom Student ID SPED ESOL Test Section 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

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SPED Accommodations
Student's Name Teacher / Homeroom Student ID Tested with Accommodation Yes/No List 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 Checklist
Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science
SECURITY CHECKLIST PAGE 1 of 10 SECURITY CHECKLIST PAGE 1 of 10 SECURITY CHECKLIST PAGE 1 of 10 SECURITY CHECKLIST PAGE 1 of 10 SECURITY CHECKLIST PAGE 1 of 10 SECURITY CHECKLIST PAGE 1 of 10 SECURITY CHECKLIST PAGE 1 of 10
DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 5555555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 5555555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 5555555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 5555555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 5555555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 5555555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 5555555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 5555555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 5555555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 5555555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 5555555555
SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem.
5555555555 - Grade 5 Reading Test and Answer Book 5555555555 - Grade 5 Reading Test and Answer Book 5555555555 - Grade 5 Reading Test and Answer Book 5555555555 - Grade 5 Reading Test and Answer Book 5555555555 - Grade 5 Reading Test and Answer Book 5555555555 - Grade 5 Reading Test and Answer Book 5555555555 - Grade 5 Reading Test and Answer Book 5555555555 - Grade 5 Reading Test and Answer Book 5555555555 - Grade 5 Reading Test and Answer Book 5555555555 - Grade 5 Reading Test and Answer Book 5555555555 - Grade 5 Reading Test and Answer Book
Security LAST NAME LAST NAME LAST NAME First Name FL ID Number TEST ADMINSTRATOR RECEIVED (TA SIGNATURE) RETURNED (SC SIGNATURE) IF DOCUMENT IS NOT RETURNED, STATE THE REASON IF DOCUMENT IS NOT RETURNED, STATE THE REASON
XXXX XXXX XXXX XXXX X Smith - 1003
XXXX XXXX XXXX XXXX X Smith - 1003
XXXX XXXX XXXX XXXX X Smith - 1003
XXXX XXXX XXXX XXXX X Smith - 1003
XXXX XXXX XXXX XXXX X Smith - 1003
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Sample Attendance Record
Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science Spring 2010 FCAT SSS Reading, Mathematics, and Science
Attendance Record PAGE 1 of 10 Attendance Record PAGE 1 of 10 Attendance Record PAGE 1 of 10 Attendance Record PAGE 1 of 10 Attendance Record PAGE 1 of 10 Attendance Record PAGE 1 of 10 Attendance Record PAGE 1 of 10 Attendance Record PAGE 1 of 10
DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 55555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 55555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 55555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 55555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 55555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 55555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 55555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 55555555 DISTRICT 13 MIAMI-DADE COUNTY PUBLIC SCHOOLS PACKING LIST NO 55555555
SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem. SCHOOL 2261 Greenglade Elem.
555555555 - Grade 5 Reading Test and Answer Book 555555555 - Grade 5 Reading Test and Answer Book 555555555 - Grade 5 Reading Test and Answer Book 555555555 - Grade 5 Reading Test and Answer Book 555555555 - Grade 5 Reading Test and Answer Book 555555555 - Grade 5 Reading Test and Answer Book 555555555 - Grade 5 Reading Test and Answer Book 555555555 - Grade 5 Reading Test and Answer Book 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 IF DOCUMENT IS NOT RETURNED, STATE THE REASON
XXXX XXXX X Smith 1003
XXXX XXXX X Smith - 1003
XXXX XXXX X Smith - 1003
XXXX XXXX X Smith - 1003
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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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Prepare for Testing

• 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 è test group number
  should change

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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 TEST READING,
MATHEMATICS SCIENCE March 2010 GRADE
3 GREENGLADE ELEMENTARY I received the following
materials READING
Test Administrator Test Group Code Total of Test Books SSS Total of Pre-identified Answer Folders Date 03/10/10 Receipt Return Date 03/10/10 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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Receiving/Opening Test Materials

• 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
  [phone]
• Organize Materials by grade/test type
• Secure all testing materials in a secure location

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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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Staff Training cont..

• 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

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Sample Agenda

• Whats 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 Security

• 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

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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 Administrators

• Prepare 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 730 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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Testing Days

• 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

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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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Testing Days

• Check original packing slip
• Count and verify that all materials are accounted
  for
• Pack materials
• Make copies of all records and forms

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Relax and take one day at a time May the force
be with YOU!
http//oada.dadeschools.net/TestChairInfo/InfoFor
TestChair.asp zulylamazares_at_dadeschools.net
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