Important Contacts

0

Program Specialist/SPED Department Head

0

Registrar

0

ESOL Department Head

0

Instructional Coach(es)

0

School Administrators

0

IT person (Technology Coordinator)

0

Assessment, Research and Data Analysis Offices

Main number: 305.995.7520

Required programs

0 0 0 0 0 0 0

File Download Manager (FDM) Identify students to be tested and to create your testing roster SPED EMS Identify Students' specific testing accommodations Thinkgate Testing platform for Fall and Winter Interim Assessments (contact: Denetra Collins & Felicia Mallory) Pearsonaccess Testing Platform for EOCs and FCAT Retakes (contact: Maria Bruguera & Mara Ugando) Collegeboard Site used to order AP Materials (contact: Montserrat "Montse" Parradelo) College Measured Success Testing Platform for PERT (contact: Mayda Cabeza) ISIS Look up student information

Helpful programs & files

0 0 0

Student Performance Indicators (SPI) Look up all student scores Control D Reports are posted that can assist with identifying students who need to test Aspen Used to generate "Master Schedule" - provides details of all teacher assignments by department and period, the subjects taught, the number of students in each class, the section codes for the class, and the room numbers

Organizing a test administration

1.

Download FDM file into MS Excel

0

Select criteria by using the “Test Chairs” button or use the menu on the left to custom select criteria and open file in Excel

0

Sort and Filter

Most common criteria to consider when sorting and filtering: 0

Test being administered

0

Course/Course Code

0

Grade Level/Cohort Year

0

ESOL/SPED/STND Students

0

Previous test results

2.

3.

4.

Organizing a test administration (continued)

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

0

By Curriculum Groups

0 0 0 0

By Class vs. Alpha Should you isolate SPED and/or ESOL?

Should you shut down the school for testing?

Determine Testing Locations

TRY MIXING & MATCHING!

For example, test ELA Grade 9 by class, but extract SPED students to test on a designated day and organize alphabetically. Consider class relocations and/or student displacements Select Test Administrators/Proctors

0

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.

SPED Accommodations

In Apps (Employee Portal), select SPED EMS

SPED Accommodations

In the Reports Tab, select Accommodations Report

SPED Accommodations

Select School, Grade, & Sort by. Then click Generate Report

SPED Accommodations

2. Click Date Created to sort by date 1. Go to Report Inbox Tab Click the Accommodations Report you just ran

SPED Accommodations

Use Ctrl-F to type a key word to find accommodations faster

Yes on Left = FAA, Yes on Right = FCAT Accommodations Appear Here

504 Accommodations

In the Students Tab, Select Section 504 Plan

504 Accommodations

Select a student name (must be done individually)

504 Accommodations

Select Section 504

504 Accommodations

504 Accommodations are Listed Here

6.

Organizing a test administration (continued) Notify students and teachers of testing dates and locations

0

Create testing assignment notices for students and teachers by using MS Word Mail Merge and/or Excel

0

Send e-mail notifications

0

Posts lists on your website

0

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 ID Grade Test Date Room Number

Remember 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) This emailed list enables all teachers to assist with notifying students of their testing dates and locations.

By including homeroom numbers on your list, Student Aides can quickly help 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.

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.

7.

Organizing a test administration (continued)

Determine how testing materials will be distributed and collected.

0

Have the Test Administrators pick up materials before schools starts or before the scheduled test administration (to be determined by the testing time allowed and/or how your chooses to schedule the sessions).

0

Have the materials returned to you IMMEDIATELY following a test administration For instance, for the Algebra I EOC, students have “one school day to test,” therefore, testing will start immediately after morning announcements. However, the ELAs 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.

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 in the hallway, secure materials

before releasing students.

Organizing a test administration (continued)

8.

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 Assignment Chart & Materials Sign In/Out Form 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.

Organizing a test administration (continued)

9.

10.

Train Test Administrators/Proctors and collect signed Security Agreement forms

0

Create a PowerPoint presentation or customize the presentations posted on the Test Chairpersons Information Page to train your Test Administrators Prepare materials and rooms for testing

0

Install the computer dividers

0

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

0 0

Check all computers for functionality, keyboard damage, required icons Label the Proctor Cache computers

After the Test . . . Regroup!

0

Replenish supplies

0

Request feedback from the Test Administrators, proctors, and staff. Assess the administration and implement necessary changes for the next exam.

0

Copy forms (seating charts, signs, passes, etc.)

0

Sharpen and re-bundle pencils

0 0

Inventory and re-bundle calculators

0

Collect and clean up the computer dividers Student Aides, clubs, students in CSI or TMH can help!

Inventory your labs/rooms and check computers for functionality, keyboards and necessary program icons. Report any repairs to your IP contact immediately.

Download a list of students via File Download Manager and save it as an Excel Workbook.

Check for updates or changes in enrollment.

Timeline

From the student list, identify the curriculum groups that the students belong to.

Calculate the number of rooms needed for each group of testers (by grade level and curriculum group).

Identify the Students who will be testing and those who will not.

Prepare materials and rooms for the testing administration.

Notify students of their testing time, date and locations.

Identify the testing area, the room numbers and teacher that will serve as test administrators. Also, designate an area for non-testers.

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.

Assign students to rooms according to their testing/non-testing designations.

Make sure all documents are correct and in place.

Helpful Tips

0 0 0 0

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 you will not have time for.

testing materials, running passes on testing mornings, setting up/removing computer dividers as well as a myriad of other time-consuming tasks that NEVER allow students to handle secure testing materials or be in the same area as the secure materials.

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.

Helpful Tips (continued)

0 0 0

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. There are countless sources available online; including instructional videos on YouTube. In addition, links have been provided on the Test Chair Information Page for instructions and training videos directly relating to test administration preparation.

Explore incorporating other programs such as MicroSoft Access to help manage and format your data.

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

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

Resources and Help

Test chair information page

0

http://oada.dadeschools.net/TestChairInfo/InfoForTestChair.

asp

0

Technology Tools for Test Chairs:

0

http://oada.dadeschools.net/TestChairInfo/TechnologyToolsf orTestChairs2.pdf

0

Training Modules (Under “Archives” on Test Chair Information Page)

0 0 0

Basic MS Excel functions How to use Mail Merge How to use MS Access