Non-Writing SOL Test Administration Test Examiner & Proctor Training

1. Non-Writing SOL Test AdministrationTest Examiner & Proctor Training Spring 2014

2. Disclaimer • This presentation is not meant to be the only document Test Examiners and Proctors use in preparing for your school’s testing. It is designed to be a guide. • The Examiner’s Manual should be read in its entirety prior to testing. • Please also reference documents your school’s STC gives you. • All guidelines established by the Virginia Department of Education and Montgomery County Schools must be followed.

3. Test Examiner & Proctor Responsibilities • The Test Examiner and Proctor are official responsibilities defined by the state in the Test Examiner’s Manual (page 2 of the Test Examiner’s Manual). • The Test Examiner is responsible for administering the SOL tests according to the procedures outlined in the Test Examiner’s Manual and maintaining the security of test materials. • The Proctor works with the Test Examiner in administering the SOL tests and assists in maintaining an appropriate test environment. The Proctor may also be called on to: • Verify that students did not receive help on the test • Verify that the test was administered according to procedures outlined in the Test Examiner’s Manual • Verify that security was maintained

4. NEW New Information for 2014

5. NEW New Information for 2014 • For Elementary Only—Students may have limited assistance on the submission process. • Refer to directions in the Examiner’s Manual for specific details. • “Limited Assistance” pertains to the Examiner/Proctor reading specific information to the student regarding unfinished items during test submission. Please note that this does not pertain to Grades 6-8 or EOC testing

6. Limited Assistance Example—ElementaryONLY

7. Limited Assistance Example—ElementaryONLY • When the student is ready to submit the test, the Examiner may read the number of unfinished items from the Submit and Exit screen (Stop sign) to the student. • Examiners must also read the directions in the book.

8. Guidance for Grades 8 and EOC • If the Examiner/Proctor sees that a student in grades 6-8 or an EOC student has unfinished items, the Examiner/Proctor may only tell the student to “Read the screen carefully.”

9. NEW New Information for 2014 • School staff, including Test Examiners and Proctors must receive more review of the Test Security Agreement. • The VDOE is moving towards formalizing a partial ban on teachers testing their own students • See page 13 of the Test Implementation Manual • “If resources permit, it is recommended that teachers do not serve as Examiners or Proctors to their own students.

10. NEW New Information for 2014 • Appendix B—Testing Accommodations has been updated to reflect policy. • Appendix C—Table of Testing Accommodations has been updated. • Appendix D—Guidelines for Recording a Test Session has been updated.

11. NEW New Information for 2014 • Grade 3 Mathematics & Reading Test: Section Break and Two-Day Testing Option • Each test has two sections divided by a mandatory break. • Each test must be administered in two sections. • If same day-testing, students must have at least a 15 minute break. • The break may be an individual break as they finish or a group break for the entire classroom.

12. NEW New Information for 2014 • Grades 4 & 5 Mathematics has a section break and a two-day testing option. • Two-day testing versus same day testing with a break in Grade 3 Reading & Mathematics and Grades 4-7 Mathematics should be consistent within your school. • Grades 6 & 7 Mathematics has a section break. • Both sections must be administered on the same day.

13. Test Security Topics

14. Security • School Division Test Security Agreement • The Virginia Department of Education requires all school division personnel who may have access to the test in any way be familiar with, read, and sign the School Division Test Security Agreement. • Teachers (Test Examiners & Proctors) • Aides • Administrators • Custodians • Administrative Assistants • Others

15. Security • Specific Points from the School Division Personnel Test Security Agreement • Security before, during, and after testing is of the utmost importance. • Teachers/schools cannot require or put undue pressure on students to use a particular testing strategy during testing—this includes providing incentives. • Points 2 and 10 on the School Division Personnel Test Security Agreement address this. • If you have an idea that you would like to ask about, send the STC an e-mail with the specific details.

16. Security • Montgomery County does not use non-MCPS employees as Test Examiners or Proctors. They may not come in contact with the test in any way. • Student teachers • Interns • Volunteers • Substitutes

17. Pre-Test Activities

18. Pre-Test Activities • Carefully read and the Examiner’s Manual—You are responsible for the content in its entirety. • Read the manual prior to testing day. • Resolve any questions you may have with your STC. • Be familiar with the directions for administering the test so the test is administered using standardized testing procedures. • Examiners must read aloud text that is in bold type. • The text must be read exactly as written. • If a mistake is made, stop and say, “No, that is wrong. I must read it to you again.”

19. Pre-Test Activities • Prepare your students for testing using the Practice items on the VDOE website. • The link is at the end on the References page. • You can also find the link on the Testing website. • MCPS • About Us • Testing • VDOE Resources • “Practice on Technology Enhanced Items

20. Pre-Test Activities • Reminder—Montgomery County’s Testing Window is May 19 through June 13. • All tests must be completed within the testing window, including make ups. • If a student is absent and cannot do the make up prior to June 13, s/he is absent. • Exception—Expedited Retakes for EOC tests • The day before testing, remind students to: • Get a good night’s sleep • Eat a good breakfast • No electronic devices allowed during testing

21. Pre-Test Activities • Establish the testing setting. • Testing rooms should be quiet, well lighted, and well ventilated • Student’s work space should be free of books and other materials not needed for the test • All curricular content and testing strategies on the walls, floor, etc. should be covered or removed • Place a “Testing: Do Not Disturb” sign on the door.

22. Pre-Test Activities • Establish the school climate during testing. • Testing is important and students who are not testing should be cognizant of the need to be quiet. • Teachers should not scare students into taking the test seriously. • Preparation is the best way to build a student’s confidence in the weeks prior to testing.

23. Pre-Test Activities • Each school has a plan to move students to an alternate test site for those individuals who go over the allocated amount of time in your schedule. • The alternate test site (e.g., library) must meet the same test security guidelines as the regular testing rooms. • Know who will move students from one location to another—make sure they know correct procedures.

24. Pre-Test Activities • Know your school’s communication system in case of a computer issue, need for a break, student issue, etc.

25. Pre-Test Activities • Determine which students have accommodations and communicate this information to your STC. • Determine the accommodations each student needs. • VERIFY THE ACCOMMODATIONSusing the student’s educational plan. • Use the Accommodations Matrix—mandatory • Work with your STC to set up appropriate groups. • One-on-one testing • Small group testing • Included in the regular classroom

26. Pre-Test Activities • Examiners and proctors who will be administering tests to students with accommodations must also be trained using the Montgomery County Accommodations (2013-2014) PowerPoint. • Included in the PowerPoint are several external references that these examiners and proctors must also read and be familiar with.

27. Pre-Test Activities • Let your STC know immediately of any computer issues—Check computer stations to be sure equipment is working and that each station has a working mouse. • One to two weeks prior to testing—Be sure you have all required manipulatives for each test. • Calculators should be in working order. • You should have extra batteries on hand. • Refer to table--Online Tools Available on the Tests

28. Pre-Test Activities • Handheld manipulatives for online tests— • Scratch paper • Pen or pencil • Calculators—Certain math tests, certain science tests • Students should be familiar with the calculator they are to use. • Students may only use a state-approved calculator. • The calculator may be school owned or student owned. • A Qwerty keyboard may not be used. • Formula sheets—Certain math tests • Optional—Highlighter (one color)

29. During Testing

30. During Testing • Check out & check in of test materials. • Examiners must check test materials out the day of the test and return them as soon as possible after the test is over. • Examiners must always count and sign for test tickets (books) in front of the STC and vice versa upon check in. • Once the Test Examiner picks up test materials, the materials are never to be left unattended unless they are locked in a secure room with limited access.

31. During Testing • Be sure students receive their own test ticket. • Be especially careful if you have students with similar names or siblings. • Students should sign their name on the test ticket. • Students should check it’s their name on the screen after they log into TestNav. • If a student is absent, draw a diagonal line through the test ticket. • This is a visual cue to the STC the student was absent.

32. During Testing • Audio Test—The test is read by the computer to the student. • Read Aloud Test—The test is read by a live person to the student. • Audio and Read Aloud Tests • Icons are on the student’s test ticket.

33. During Testing • Students, Test Examiners, and Proctors may not have access to personal electronic devices. • Cell phones, i-pods, PDAs, blue tooths, electronic games, scanners • Test Examiner/Proctor Exception: If your school asks the Test Examiner or Proctor to use his/her cell phone as a means of communication with the STC • Left in the student’s locker • Put the device in the front of the room in a baggie with the student’s name on the baggie (turned off).

34. During Testing • Be sure all test accommodations are followed according to the guidelines in Appendix B of the Examiner’s Manual. • Follow Appendix D in the Examiner’s Manual when recording a test session.

35. During Testing • Reading Test Only—ESL students may discontinue after they complete 5 test items if they are really struggling. • Reading and math must have a 95% participation rate. • Use your judgment on other tests.

36. During Testing • Test Examiners and Proctors are responsible for monitoring students. • Test examiners must be in the same room with students—not standing in the doorway, not in a connecting room, or the room next door. • If Test Examiners and Proctors are properly monitoring the testing room, cheating should not be an issue. • My motto is “Off seat, on feet.” Test Examiners and Proctors should circulate through the room unobtrusively.

37. During Testing • Test Examiners and Proctors should not be: • Reading • Grading papers • Using electronic devices (except to contact you) • Working/playing on the computer • Talking to a friend

38. During Testing • Once students enter the testing room, all instruction, test review, and discussion of instructional strategies stops. • Test Examiners and Proctors must not use the student’s mouse or keyboard to navigate the test at any time. • If the computer freezes, move the student away from the computer before you try to troubleshoot the problem. • Test Examiners and Proctors must not prompt students in any way, even at the end of the test—elementary exception previously discussed. • Test Examiners and Proctors must not read the test items, create an answer key, copy test items, take notes about test items, record student responses, or discuss test items.

39. During Testing • Breaks— • Students are to be monitored at all times when they are on a break whether it be a planned break or unplanned break. • Students must not be allowed to talk to other students. • Students must not be allowed to have access to any curricular content or testing strategies. • Only one student may go to the restroom at a time, and the student must be walked down the hall to and from the restroom. • If another student is in the restroom, an adult must stand inside the restroom to ensure the two students do not discuss the test.

40. During Testing • All test materials must be accounted for before students leave the testing room. • Test security procedures must be followed when moving students to another location. • Test materials must be collected from the student. • The student must be escorted from one location to the other to ensure no communication with another student takes place and the student is not exposed to curricular content or testing strategies. • The adult must carry the test materials and give them back to the student only when s/he is settled and ready to begin testing.

41. During Testing • Contact your STC—in all instances—if you have an issue during testing. • Any issue that you believe could possibly be an irregularity must be reported to the STC. • Irregularities might include: • A student becomes ill during testing • Student has access to an electronic device during testing • A student is observed cheating • A Test Examiner, Proctor, or another adult provides improper assistance to a student

42. During Testing • A student receive an accommodation not specified in the student’s plan • A student does not receive an accommodation not specified in the student’s plan • An in appropriate manipulative is provided • Test material is missing—test book, answer sheet, or test ticket.

43. After Testing

44. After Testing • Account for all test materials. • Paper/Pencil • Online test tickets • Work with the STC to code accommodations on tests, both paper/pencil and online. • Accommodations cannot be coded until the test is submitted by the student and in “Completed” status. • All accommodations used during testing must be coded—not just the accommodations that are alerted. • If they are not coded, it appears that the division is not in compliance with the student’s IEP.

45. After Testing • Remediate students who qualify for expedited retakes. • Students must have scored between 375-399 on an EOC or be term grads and need the verified credit to graduate or have an extenuating circumstance. • Students cannot be forced to take an expedited retake. • Students must be remediated prior to the expedited retake (a minimum of 10 hours).

46. Troubleshooting

47. Troubleshooting • Do not bypass the STC as your primary point of contact in all situations. • Never call the Virginia Department of Education or Pearson unless directed to do so by the STC. • Please report all irregularities—failing to report an irregularity is generally far more serious than the irregularity itself. • Java had a major update on April 15. • Be sure TestNav works on all the computers you will use for testing. • Work with your STC to submit a work order to Technology as soon as possible.

48. Miscellaneous topics

49. Miscellaneous • Testing logins for Novel are confidential—students are never to log into the computer using the testing login. • Grades 6-8 Reading will have a tabbed presentation of paired passages. • Use the Practice Items on the VDOE Website to familiarize students. • Students must have practice with the paired passages prior to going in to take the test.

50. Miscellaneous • Be very careful when you distribute formula sheets and the Periodic Table of Elements for Chemistry. • Distribute the correct formula sheet for the version of the test being administered (e.g., the 2009 Algebra I formula sheet for the 2009 Algebra I test). • Students who take the 2010 Chemistry test online may not have paper copies of the Periodic Table of Elements.