Resources for Test Chairs - Important Information and Tools for Test Administration

1. Resources for Test Chairs By: Kathleen Sierra and Darma Rodriguez

2. District Staff Contact Chart TIP:  As always, remember that secure test materials must be stored in locked storage at your school site and must never be kept at home or in your car overnight. As such, please refrain from picking up secure test materials while on your way home. Instead, plan to pick-up materials when on route to your school.

3. Communication from District • Review Testing Calendar • District Briefings • Alerts about upcoming assessments  • Notifications of training • District Test Meetings (face-to-face) • October 1st – Felix Varela HS • October 2nd – Hialeah Senior • Screencasts (only for selected programs) • Emails from Student Assessment • Dr. Sally Shay • Barbara Betancourt

4. Test Security Policies and Procedures • Florida State Board of Education Rule 6A-10.042, FAC, was developed to meet the requirements of the Test Security Statute, s. 1008.24, F.S., and applies to anyone involved in the administration of a statewide assessment. • Appendix D of the manual provides the full text of the Florida Test Security Statute and State Board of Education Rule. • Standards, Guidelines, and Procedures for Test Administration and Test Security and Test Security Screencast for Test Administrators and Proctors are available at the Test Chairperson Info website at http://oada.dadeschools.net/TestChairInfo/InfoForTestChair.asp • Adopted by School Board

5. Review Program Guides 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 http://oada.dadeschools.net/TestChairInfo/InfoForTestChair.asp

6. Software and Resources Microsoft Office: • MS Word • MS Excel • MS Access • MS Outlook (installed version) Technology Tools for Test Chairs: • http://oada.dadeschools.net/TestChairInfo/TechnologyToolsforTestChairs2.pdf Training Modules (Under “Archives” on Test Chair Information Page) • Basic MS Excel functions • How to use Mail Merge • How to use MS Access

7. File Download Manager File Download Manager (FDM) (Weekly Briefing 23120) • FDM helps identify eligible students for testing. • For the Fall window, use to identify students who failed the FSA ELA Retake and FSA Algebra 1 EOC assessments that are required for graduation. • For a demonstration of the application, please click on the following screencast https://eduvision.tv/l?eAegeR

8. Support Modules Support modules for test chairs to help save time organizing test administrations Go to: http://oada.dadeschools.net/SupportModules/SupportModules.asp Topics include demonstrations in: • District Applications (FDM, ISIS, SPED EMS, SPI) • Excel (pivot tables, subtotal function, macros, Vlookup) • Word (mail merge for letters, CBT tickets, email) • Google Forms

10. Learn MS Word’s Mail Merge

11. SKILLPORT 1 Create an account to access excel training modules and earn Master Plan Points while you learn. https://tlc.skillport.com 3 2

12. Where do I begin?

13. Create a Custom Testing Calendar •  Use the testing calendar posted on the portal to complete a custom Testing Calendar for your school.

14. This will Become Your Blueprint for Testing •  Work with "bulk" numbers •  Breakdown number of students by Grade Level (FSA ELA) or by Course  (FSA and/or NGSSS EOCs) •  Identify number of SPED & ELLs • Include as many details as possible •   Number of days that will be required per assessment •   Group breakdown (Group 1/Day 1, Group 1, Day 2, etc.) •   Number of students tested per day (ex: G8 556 total students, but only 280 computers. Your calendar entries could be formatted as follows: Gr8 G1D1 (280), Gr8 G1D2 (280), Gr8 G2D1 (276), Gr8 G2D2 (276)) •   School schedule deviations (periods, bell adjustments, lunch waves, etc.) •   Indicate PBT, CBT and/or MU Days

15. MS Word Fully Customizable

16. Google Calendar • Color Code Entries • Notes Section for Details • Accessibility from Mobile Devices to view,  edit  and/or add new entries • Ability to share the calendar through a link. • How to share your calendar • Open Google Calendar. • In the top right, click Settings. • Click the name of the calendar you want to share. • Open Access permissions. • Click Get shareable link. • A window with your shareable web address will appear. Copy this link to share your •          calendar.

17. Benefits of the Calendar •  Provides you with a "point of beginning" from which to develop other documents such as testing room lists, test administrator assignments, requests for substitutes, class coverage and/or class displacement plans. •  Keeps you on track and helps you avoid oversights and/or errors. •  Keeps your entire school informed. •  Helps avoid the scheduling of conflicting or disruptive activities during your testing windows.

18. Identify Students Consider who needs to test before you execute your FDM and prepare your file: • FSA EOCs, NGSSS EOCs, AP, Cambridge and IB • Include and filter by course titles or codes • FSA ELAs (Writing & Reading), FSA Mathematics, SAT-10 and PSAT • Include and filter by Grade Level • FSA ELA Retakes, FSA Algebra 1 EOC Retakes and PERT • Include EOC and/or ELA scores and grade tested • Students with Accommodations • SPED, ELL, PBT, ONE-ON-ONE, PASSAGE BOOKS, etc.

19. Start Planning How many days do you have to test? • One day test vs. Two day test • Include make-up days How will you organize the students? • By curriculum group • By class vs. Alpha • Isolate PBT, ESE and ELL How many rooms will you need? • Multiple sessions (AM/PM) • Designated Consolidation Rooms (if necessary) TIP: Consider meeting well in advance of the Spring administration with all administrators, the IT coordinator, the cafeteria manager, the head of security and any other key players to help plan, review needs/policies and prepare for the upcoming test administrations.

20. Select Test Administrators Have a “method to your madness” and ensure that you are on the same page with your principal when identifying Test Administrators and Proctors: • Teachers from the content areas that are being tested (ex. English teachers for FSA ELAs, Mathematics teachers for EOCs and FSA Mathematics, etc.) • Co-teachers or Teachers from departments that can offer department coverage such as TMH or P.E. • Teachers with smaller classes; fewer student displacements. • Para-professionals as the second proctor in a large room. • “Quilted” proctoring assignments (ex. In room 2101 Ms. Jackson will proctor during 1st period, Mr. Watson during 2nd period, and Mrs. Fernandez during 3rd period). This will require that security be notified so that rooms can be monitored between transition.

21. Get the Word Out Notify students, teachers and staff of testing dates, locations and assignments • Create testing assignment notices (send via email, post on website/bulletin boards/walls, distribute through classes/teacher’s mailboxes) • Generate Connect Ed calls advising parents of testing assignments and urging them to ensure their student be present for testing. • Notify your sub locator well in advance if you will be securing substitute teachers for coverage • Notify teachers who will be covering classes of period/location assignment • Inform the cafeteria manager of changes in lunch schedules. 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 ID Grade Test Date Room Number Remember to sort the list by Student ID for quick reference.

22. Inform Teachers… Copy/Paste your Proctoring chart into an email and send to all faculty and staff so that everyone is aware of proctoring assignments and displacements. Provide well in advance of the testing window so that teachers have ample time to prepare assignments and notify students of the upcoming schedule. 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.

23. Inform Students… Create a 1 pass per page format chalk-full of information or a simple 3 passes per page format that provides students with the essential information. Use MS Word’s mail merge with your excel file to create student passes. Always include the HR Teacher Name and Classroom Number for Easy distribution.

24. Set up Procedures…for EVERYTHING! • For instance, for NGSSS EOCs and FCAT Science, students have “one school day to test,” therefore, testing will start immediately after morning announcements. However, FSA ELAs and EOCs 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. • How you will set up materials? • How and where will testing materials be distributed and returned by Test Administrators? • How will students be checked in to the test rooms? • How will infractions during testing be handled and by whom? • How will breaks be handled for Test Administrators and Proctors and who will provide them? 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 collecting in the hallway, secure materials before releasing students.

25. Test Administrator’s folder – LEFT POCKET

26. Test Administrator’s Folders – Right Pocket BATHROOM PASS STUDENT IS TESTING If the student is seen using an electronic device, immediately contact the Test Administrator in 3103

27. Advantages of Mastering Excel & Mail Merge • Download FDM • Copy to a new tab, sort, filter, add, delete, subtotal and create ROSTERS. • Copy to a new tab, sort, filter, add, delete, use Vlookup or Index Match formulas, subtotal and MS Word mail merge to create TEACHER/STUDENT NOTICES andCUSTOM AUTHORIZATION TICKETS. • Copy to a new tab, sort, add, delete and create your PROCTORING ASSIGNMENT CHART and a MATERIALS RECEIVE/RETURN LOG. TIP: Learn to use Vlookup or Index Match formulas in excel to make quick work of otherwise overwhelming and tedious tasks!

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

29. Excel and Mail Merge to Create Custom Student Authorization Tickets Use FDM excel file and Mail Merge to create custom tickets: • Provide an area to record Session IDs for future reference. • Capture student’s signature. • Clearly remind students of testing policies. • Specify the test date and room number for easy sorting and tracking.

30. Use Excel to Create a Test Administrator Assignments Chart and Material Log 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.

31. Final Steps before Testing • Train Test Administrators/Proctors and ensure that you have a signed Security Agreement form for each Test Administrator • Create a PowerPoint presentation or customize the presentations posted on the Test Chairpersons Information Page to train your Test Administrators. • Prepare materials for test day • Ensure the folders and/or test bags/bins are 100% ready (all required forms, functioning calculators, sharpened pencils, etc.) • Create notices to be posted (ex. class displacements, room assignments, etc.) • Check all test rooms for • Computer dividers • Proper spacing • Equipment functionality, required components (mouse, headphones, etc.) • Required signs (No Electronic Devices, Do Not Disturb, Session 1/Session 2, etc.)

32. After the Test . . . Regroup! • Replenish supplies • Get feedback from the Test Administrators, proctors, and staff. Implement changes as necessary (always remember to communicate changes to your school administrators, faculty and staff) • Start preparing for the next exam • Copy forms (seating charts, signs, passes, etc.) • 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. Student Aides, clubs, students in CSI or TMH can help!

33. TEST CYCLE PREPARATION TIMELINE From the student list, identify the curriculum groups that the students belong to. Identify the testing area, the room numbers and teacher that will serve as test administrators. Also, designate an area for non-testers. Calculate the number of rooms needed for each group of testers (by grade level and curriculum group). Download a list of students via File Download Manager and save it as an Excel Workbook. Identify the Students who will be testing and those who will not. Assign students to rooms according to their testing/non-testing designations. 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. Check for updates or changes in enrollment. Prepare materials and rooms for the testing administration. Assign students to rooms according to their testing/non-testing designations. Make sure all documents are correct and in place. TEST DAY

34. Helpful Tips • Always plan ahead Avoid oversights, mistakes and chaos by identifying your examinees and determining dates and proctors early. • Utilize your resources Student 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 vital A well informed school community will be better prepared to manage the chaos that test administrations can cause. • Be consistent and organized Test 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.

35. Helpful Tips (continued) • 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. • Explore incorporating other programs such as Microsoft Access to help manage and format your data. • Earn MASTER PLAN POINTS while learning Excel, MS Word or MS Access by visiting http://tlc.dadeschools.net/skillsoft/ • In addition, links have been provided on the Test Chair Information page for instructions and training videos directly relating to test administration preparation. • Find a process that works for you! Not sure how to perform a task on Excel? simply “Google” it! Filter on Excel Sort on Excel Count data on excel Create a page break on excel Adding formulas on Excel

36. Sample Excel Work Folder Original FDM student data download 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. Filtered, Sorted and formatted Student Testing Roster Email Testing List and daily Homeroom Teacher Lists Proctoring Assignments, Coverage plan and Materials sign in sheet

37. Access TDC Web page www.dadeschools.net Click on “Calendars,” then “Testing Calendar.” Click on “TDC Documents”

38. TDC Documents Web Page • General Testing Information • Friendly Reminders Chart, Administrative Forms, DAC-AR & DAC-SWR Labels and Packing Instructions • Order forms for additional materials for paper-based assessments • TDC Directions & Contact Information

39. Assessment Services App • Manage the School Assessment Team Identification and Contact Information (accessible by Principal only). •  Order additional PBT accommodated exams for computer-based assessments (accessible by  School Assessment Coordinators only). Available through the portal's "Apps│Services│Sites," click on "Assessment Services."

40. Resources and Help • Test chair information page http://oada.dadeschools.net/TestChairInfo/InfoForTestChair.asp • Technology Tools for Test Chairs: http://oada.dadeschools.net/TestChairInfo/TechnologyToolsforTestChairs2.pdf • TDC Documents Web page http://oada.dadeschools.net/TDC/TDC.asp • Training Modules • Under “Archives” on Test Chair Information Page

41. You’re on your way to… SUPER Test Chair status!