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TOEFL Junior® Comprehensive Test

Administration Manual for the

Version 7 April 2015

Telephone: 609-921-9000 Copyright 2014 © by Educational Testing Service. All rights reserved. ETS, the ETS logo, LISTENING. LEARNING. LEADING., TOEFL, and TOEFL JUNIOR are registered trademarks of Educational Testing Service (ETS) in the United States and other countries. All other trademarks are property of their respective owners. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopy, recording, or any other information storage and retrieval system, without permission in writing from ETS, Princeton, NJ, USA.

TEST


About This Manual

As Test Center Administrator, you are to assume full responsibility for all details of the test administration at your institution. Therefore, you should be thoroughly familiar with the instructions in this manual before the administration.

This manual is the main source of information for Test Center Administrators about setting up and administering the TOEFL Junior® Comprehensive Test. It defines the responsibilities and duties and describes the specific procedures that must be followed before, during, and after each test administration to ensure that the test administrations are efficient, fair, and secure.

This manual will help you prepare to:

Understand test security policies and procedures

Select testing facilities

Select and train proctors

Prepare computers for test administration

Administer the computer-delivered TOEFL Junior® Comprehensive Test

Respond to test administration and group irregularities

Please be certain to download and print a copy of the Technical Installation Guide. It will guide you through setting up the test center:http://toefl.caltesting.org/portal/secure/documentation.html

Note: You must be signed in to Management Tools to obtain the technical guide or view the training videos.

http://toefl.caltesting.org/portal/secure/documentation.html


Table of Contents

About This Manual ........................................................................................................ 2

Test Overview ................................................................................................................ 5

Test Structure .................................................................................................................................... 5

Test Center Requirements ............................................................................................ 5

Test Center Staff ............................................................................................................................... 5 Qualifications ...................................................................................................................... 5 Responsibilities ................................................................................................................... 6 Test Taker/Proctor Ratio ..................................................................................................... 6 Conflict of Interest Restrictions .......................................................................................... 6

Test Security ..................................................................................................................................... 7 Test Materials and Equipment Security .............................................................................. 7

Testing Rooms .................................................................................................................................. 8 Comfort and Environment .................................................................................................. 8 Seating ................................................................................................................................ 8

Before Test Day ............................................................................................................. 9

Four days before the start of the testing week: ................................................................... 9 Prepare Test Materials ........................................................................................................ 9 Items Needed for the Test Administration .......................................................................... 9 Test Session Tickets and Rosters ........................................................................................ 9

On Test Day ................................................................................................................. 10

Opening the Test Site ...................................................................................................................... 10 Policies and Regulations ................................................................................................................. 11

People Permitted in the Testing Room ............................................................................. 11 Prohibited Materials .......................................................................................................... 12

Admitting Test Takers to the Testing Room ................................................................................... 12 Acceptable Forms of ID .................................................................................................... 13 Seating Test Takers ........................................................................................................... 14 Closing the Testing Room/Beginning the Test ................................................................. 14 Humanizing the Test Administration ................................................................................ 14

Administering the Test .................................................................................................................... 14 The Reading and Listening Sections ................................................................................. 15 Break Between the Reading/Listening Sections and the Speaking/Writing Sections ....... 16 Speaking and Writing Sections ......................................................................................... 16

Monitoring the Testing Room ......................................................................................................... 17 Handling Questions and Problems .................................................................................................. 17

Unscheduled Breaks ......................................................................................................... 17 Ending the Test and Dismissing Test Takers .................................................................... 17 Closing the Test Center..................................................................................................... 18 Technical Problems .......................................................................................................... 18 Exit the Test ...................................................................................................................... 18 Facility Problems .............................................................................................................. 19

TOEFL Junior® Comprehensive Test Test Administration Quick Reference Guide ..................... 21 Privacy of Test Materials and Test Taker Information ................................................................... 23 Duties of Proctors............................................................................................................................ 24


Before the Test .................................................................................................................. 24 During the Test ................................................................................................................. 24 After the Test .................................................................................................................... 24

Test Center Administrator Comment Sheet .................................................................................... 25 Test Center Administrator Notes Sheet ........................................................................................... 26 Notice to Test Taker Who Did Not Follow the Test Center Administrator’s Instructions for the

TOEFL Junior ® Comprehensive Test ........................................................................................... 27

Appendix ...................................................................................................................... 28

Logging in to the Management Tools ............................................................................................. 29 Test Session Tickets and Rosters .................................................................................................... 30 Monitoring Student Testing Status through Management Tools..................................................... 32 Entering an Irregularity Report ....................................................................................................... 33 Closing the Test Site ....................................................................................................................... 37 Sending “Straggler” Data ................................................................................................................ 38 Test Center Setup ............................................................................................................................ 39

Computer IP Address ........................................................................................................ 39 Verify the LCS Computer Setup ....................................................................................... 39 Running Connectivity in the LCS Manager ...................................................................... 39

Accessing the LCS Monitornig Web Page ...................................................................................... 41 Verifying the Testing Computers .................................................................................................... 43

Verify the CA&L dBT Connection to the LCS ................................................................ 43 Readiness Check ............................................................................................................................. 44

Walk Through of the Example Set .................................................................................... 44 Before Reviewing the Example Set .................................................................................. 44 Starting the Example Set................................................................................................... 45 Readiness Check Complete .............................................................................................. 45


Test Overview

The TOEFL Junior® Comprehensive Test is a medium-stakes assessment designed for students in middle school and lower levels of high school. The purpose of the test is to provide an objective measure of the degree to which students in the target population have attained proficiency in the academic and social English language skills representative of English-medium instructional environments.

It is intended for use as a placement tool or progress measure of a student’s academic English ability.

Test Structure

The test includes four sections—Reading, Listening, Speaking, and Writing. The total testing time is approximately two and one-half hours.

The table below summarizes the structure of the test.

Section Questions Time

Reading Comprehension 36 41 minutes

Listening Comprehension 36 36 minutes

Speaking 4 18 minutes

Writing 4 39 minutes

Total 80 2 hours 14 minutes

Test Center Requirements

Test Center Staff

As the Test Center Administrator (TCA), you will need to select proctors to assist you, depending on the number of students you expect to test and the facilities you plan to use. If you test in more than one room, a Proctor should conduct the test in rooms in which you cannot be present.

Qualifications

People serving as TCAs should have a good command of English and be professional personnel. Proctors, who may be professional personnel or members of your secretarial or clerical staff, should assist you in administering the test under prescribed procedures. Do not ask anyone to help you who may be a potential TOEFL Junior test taker.

All Test Center Administrators and Proctors must:

be at least 18 years of age

be employees of the local ETS representative or be hired by the local ETS representative


All Test Center Administrators and Proctors must:

have some experience in administering standardized tests

possess unquestionable integrity and be able to handle groups of test takers in an effective, efficient, and friendly manner

be able to read, write, and speak English proficiently

Responsibilities

Before test day, make certain that all TCAs read this manual and that your room Proctors have received and read the “Duties of Proctors” instructions located in the Appendix.

TCAs and Proctors should pay strict attention to their duties at all times. They should not read or talk during the test. A Proctor must not perform any duties other than proctoring the test while a testing session is in progress. No one who pauses behind a student should remain there long enough to disturb or embarrass the individual.

Successful administration of the TOEFL Junior® Comprehensive Test requires the coordinated effort of all members of the test site team.

Test Taker/Proctor Ratio

At least one test site staff member must be present within the testing room at all times during all testing sessions.

Each testing site is required to provide TCAs and Proctors in the following proportions, per testing room:

Number of Test Takers Staff Members Needed

1–25 2 (1 Test Center Administrator and 1 Proctor)

26–40 3 (1 Test Center Administrator and 2 Proctors)

41–80 4 (1 Test Center Administrator and 3 Proctors)

Conflict of Interest Restrictions

To avoid a conflict of interest or appearance of any impropriety, staff members must not:

be involved, as an instructor or student, in any course, workshop, or tutoring activity, whether public or private, on a paid or volunteer basis, that involves preparing test takers for test questions similar in content to those in the TOEFL Junior test being administered at the test site, or any other test preparation or coaching activity whose purpose is to address content of secure ETS tests.

administer or provide access to any ETS test to a member of their household or any immediate family member, or any third party known to them who has not followed standard ETS test registration procedures.

handle secure test materials for administration of an ETS test to a household or immediate family member or any third party known to them, such as a fellow employee, who would obtain advantage or benefit as a result of administration or handling of materials.

take any ETS test for a period of 180 days following involvement in any aspect of the administration, proctoring, or handling of the test. The test site should call the ETS Office of Testing Integrity with any questions: (609) 406–5430 (U.S.).

administer or provide access to any test to an employee of the test site where they work.


Additionally, ETS reserves the right to invalidate test results of a test site staff member or third party should these guidelines be violated. Staff must not provide access to any examination or proprietary test delivery software to any third party except those who are registered to take the test under secure testing conditions. Legal action may be brought against staff for failure to adhere to these conditions.

Test Security

It is essential for TCAs to perform the administrative and security procedures described in this manual to ensure that all test administrations are uniform and fair and that the security of the test materials is not compromised.

Test Materials and Equipment Security

Security of test materials is critical. From the moment a test is launched until the student completes the test and is dismissed from the test center, the TCA is responsible for ensuring the test’s protection from loss or unauthorized access and preventing a student from having either an unfair advantage or disadvantage.

These responsibilities include:

Ensuring that all students are authorized to test and that the person taking the test is the person authorized to take it.

Making certain that the following requirements are met:

o No unauthorized visitors may be permitted into the test center or testing rooms.

o No student has access to test materials before the administration.

o No one, except students as they take the test, reads the content of the test at any time (this includes all members of the test center staff).

Students are expected to only look at the computer they are using to complete the test. Folders may be set up around each computer screen to restrict students’ ability to view other students’ screens.

Test center staff members may view a student’s computer screen only if the complaint is regarding a technical problem (for example, formatting, font size too small, or part of question off screen).

No one copies, photographs, or records any test questions or takes secure test material from the test center.

The TCA must collect all used note-taking paper before dismissing each student at the end of the student’s test session. The TCA is responsible for destroying all used scratch paper and tickets upon completion of the test administration.

No one inspects computer-displayed items or secure paper test material at any time, except for test takers as they test.

Test center staff members may not inspect the content of test materials during a student’s report of a specific defect.

Test center staff members may not read individual test questions if a student reports a flawed question.

If a test taker reports problems with a question, the TCA should file an Irregularity Report documenting the complaint and advise the test taker to address the complaint with their local ETS representative.

At no time should the content of a question be placed in an Irregularity Report. Refer to the test and the question number only.


Report any potential compromise of test data or materials before, during, or after testing, and any and all unusual testing circumstances, to your local ETS representative via an Irregularity Report.

Testing Rooms

The test must be administered in a computer laboratory. You should arrange for the use of one or more testing laboratories, based on the number of students you expect to test. Make any necessary adjustments to the configuration of the testing room (for example, setting up partitions, removing maps or charts).

Comfort and Environment

Testing rooms must be appropriately heated or cooled, adequately ventilated, and free from distractions.

Adequate lighting must be provided.

The check-in area should be located near the entrance to the testing room, in an area separate from other activities. A table, desk, or counter is recommended for use during check-in.

Please remove any materials from the testing room that may be of assistance to test takers during the test.

Testing rooms must be quiet throughout all test administrations. When testing is in progress, do not conduct other activities in or near the testing room that would disrupt the standardized testing environment.

It is ETS policy to notify TCAs if at all possible when persons with disabilities are scheduled to be tested. However, if someone requires only minor accommodations (for example, to be seated near a window for natural light or near the speakers, or additional space to accommodate a wheelchair), please attempt to provide them.

Seating

Recommended seating arrangements are listed below.

The testing room must comfortably accommodate the number of testing stations placed in it. Configure testing stations in such a way as to prevent test takers from easily viewing the computer screens of nearby stations.

If there are no partitions between computer testing stations to restrict visibility, then there must be a separation distance of at least 1.5 meters from the center of one computer monitor screen to the center of the screen of any adjacent computer. If, after reviewing a test center’s lab layout, ETS determines that partitions are necessary, the local ETS representative will provide the required number of partitions to the test center.

If possible, sit test takers at every other computer to minimize test takers hearing others during the Speaking section.

In testing rooms where computer tables are at a 90-degree angle, do not seat test takers next to each other in the connecting corner. The 1.5 meter minimum distance must be maintained.

At each testing station, position the computer monitor, keyboard, and mouse properly for ease of use without strain.


Seat test takers according to your prearranged plan in a manner that ensures random seating, so that friends are not seated near each other. Under no circumstances should test takers be permitted to select their own seats.

Do not permit test takers to change their seats after they have been seated.

Be sure you and your Proctors have access to each person being tested.

Before Test Day

Four days before the start of the testing week:

Prepare Test Materials

You should have the following test materials on hand:

Test Administration Manual, which includes

o Test Center Administrator’s Comment Sheet

o Test Center Administrator’s Note Sheet

o Duties of Proctors

o Notice to Test Taker Who Did Not Follow The Test Center Administrator’s Instructions (see Appendix)

Test Session Tickets

Test Session Roster

Items Needed for the Test Administration

You will need to provide the following items for the administration:

Signs to direct test takers to the testing rooms and restrooms

A whiteboard, chalkboard, flipchart, or something similar to write down information to share with the test takers

Extra pencils or pens

Blank paper for note-taking

The TCA must collect all used note-taking paper before dismissing each student at the end of the student’s test session. The TCA is responsible for destroying all used note-taking paper and tickets upon completion of a test administration.

Test Session Tickets and Rosters

There are two (2) test session tickets needed to take the TOEFL Junior ® Comprehensive Test. One ticket is for the Reading and Listening sections, and there is a second ticket for the Speaking and Writing sections. Each ticket has information needed to take those specific sections of the test. The Reading and Listening sections will always be taken first. The test delivery software will give an error message if you try to take the Speaking and Writing sections first. If the local ETS representative sent you the admission tickets and rosters, please go to the section called “Prepare Test Materials.”


Sample Roster

Sample Test Session Tickets

On Test Day

Opening the Test Site

At the start of the testing day, before test takers arrive, the TCA will perform procedures for opening the test center and preparing the facilities, the computers, and other materials. No test taker check-in should be performed until these preparations are completed.

The following steps must be performed by the TCA before each test administration:

Repeat computer readiness checks the morning of test day. (See the Technical Installation Guide.)


Double-click this icon at each computer to get to the following screen.

Have two or three extra testing stations that the TCA can use to re-assign and re-start a student’s test in case of technical difficulty.

Bring out all necessary materials for the test.

Policies and Regulations

People Permitted in the Testing Room

Only TCAs, Proctors, and test takers admitted to take the test should be permitted in the testing room. No other people, including instructors or teachers, are allowed in the testing room.


Prohibited Materials

Use of the following items in the testing room is strictly prohibited. Test takers who arrive at the center with such items must be told that they may not bring them into the testing room. However, if test takers do not have access to a safe place to leave such items, they may, at the discretion of the TCA, place them in their pockets or handbags or under their desks. Outerwear (coats, jackets, etc.) may be hung on the back of the test taker’s chair. Cell phones, smart phones, and any other electronic devices must be turned off and put away.

Items Not Allowed in the Testing Room

Backpacks and bags

Books, pamphlets, and dictionaries

Briefcases

Calculator watches and watch alarms (especially those with flashing lights and alarm sounds)

Calculators

Cell phones or smartphones

Digital watches (wrist or pocket)

Test taker-provided keyboards

Food and beverages

Hats and headwear (unless by religious requirement)

Highlighter pens and mechanical pencils of any kind

Listening devices, personal stereos, radios with headphones, recorders

Nonmedical electronic devices (laptop computers, tablets, digital assistants)

Papers of any kind (except for note paper provided by the TCA)

Copying, scanning, or photographic devices

Slide rules, rulers, compasses, protractors

Stencils, colored overlays

Transmitting or receiving devices

Test site staff members may not accept the responsibility of holding or safeguarding a test taker’s personal possessions.

Anyone who does not comply with the prohibitions above should be dismissed from the test center.

Admitting Test Takers to the Testing Room

Do not admit anyone who does not have the recommended photo-bearing identification (ID) document.

Important: Test takers are instructed to report 30 minutes before the scheduled start time. No test should be started more than 30 minutes before the scheduled start time or more than 60 minutes after the scheduled start time.


The TCA should complete the activities listed below before permitting a test taker to enter the testing room.

Step Procedure for Admitting Test Takers

1. At the check in desk, the TCA will have a roster of test takers for the test administration.

2 Check each test taker’s identification, if applicable. Ask for identification from every test taker, if applicable.

3. The test taker must present an acceptable and valid ID containing his or her name, if applicable. Remind test takers to keep their identification documents with them at all times, if applicable.

4. Do not admit any test taker who cannot produce acceptable ID. If you must turn away any test taker for unacceptable ID, complete an Irregularity Report through the Management Tools.

5. If, to avoid a serious disturbance, you must admit a test taker without acceptable ID, file an Irregularity Report through the Management Tools, and advise the test taker that his or her scores will not be reported.

6. Tell the test taker about adjustments that can be made to the testing station equipment such as repositioning the monitor, repositioning the keyboard, or adjusting chair height.

Acceptable Forms of ID

Test takers may be required to provide identification (ID) before taking the test. A passport is the best ID document to use.

If the test taker does not have a passport, or if the passport does not contain the test taker’s photograph and signature, an official letter from the school he or she most recently attended is an acceptable ID document. The letter must have the test taker’s photograph glued (not stapled) to it, and the title, signature and seal of the official who issued the letter must overlap the photograph, as shown below. Student letters are valid for one year from the date of issue.


Seating Test Takers

Test takers should be told which seats they are to occupy. Under no circumstances should you permit test takers to select their own seats. To avoid any possibility of friends carrying out a prearranged cheating plan, seat test takers in random order, that is, alternating from side to side or from the front to the back of the room in an uneven order. Do not seat test takers in a row as they enter the testing room.

If a test taker is upset, it is critical that any comforting gesture be verbal. A TCA or Proctor must never make physical contact with a test taker. It could be misinterpreted, or it may make the test taker feel uncomfortable.

Closing the Testing Room/Beginning the Test

Close the doors when you are ready to start. Anyone who arrives after the first section has begun may not enter the testing room.

Humanizing the Test Administration

Humanizing the testing process is important to the success of the test administration. The following suggestions may be helpful.

Greet test takers courteously to ease their anxiety. Your words and behavior should show them that they are welcome and that you are there to help them. Stress the importance of this attitude with your staff.

Make testing staff visible. Have them wear badges, name tags, or other identification that will enable test takers who are lost, confused or in need of assistance to find them easily.

Treat all test takers equally. They may be nervous or sensitive during this important test. You will want to make certain that none of your procedures makes one test taker feel different from any other.

Tolerate some nervous noise before the test starts. Many people under stress relieve their anxiety through talk and movement

Be patient in responding to questions before the test begins. Most questions are sincere. As long as test takers confine their questions to the mechanics of testing, do your best to answer them.

Be reasonable about requests to leave the room.

Isolate anyone who is suspected of cheating or disturbing others. This should be done without disrupting the testing session or the other test takers.

Students with Accommodations

While it is understood that not all test centers are equipped to provide all accommodations, it is critical that every effort be made to provide accommodations where practical. Test takers should receive ONLY those accommodations for which they have been approved.

Administering the Test

After seating students at the computers, have each student put on the headset and microphone and adjust as necessary. They will not need the headset during the Reading section. Please give each student their first test session ticket. The test session ticket provides each student with a Username, Password and Session ID number. A new ticket is required for the Speaking and Writing sections.


The Reading and Listening Sections

1. Give each student a ticket for the Listening and Reading sections. Students should click NEXT on this screen. You should also provide them with paper to take notes.

2. A window titled “Confidentiality Agreement” will now appear. Students must select YES and NEXT in order to continue. If a student selects NO, they will be taken back to the previous screen.

3. A window titled “If You Need Help” will direct students to raise their hands if they need help at any time during the testing session. Students should click NEXT to continue.

4. The following login screen should now appear.

Students should fill out the information from their test session ticket. The Session ID number appears on the left of the ticket. The Username and Password are located at the bottom of the ticket.

If a student enters the wrong session ID, an “Incorrect Session ID” message will appear.

If a student tries to access the Speaking and Writing sections before the Reading and Listening sections, the following message will appear: “Previous Test Part is not completed. Contact your Test Administrator for assistance.”


5. A window titled “General Test Information” will now appear. Students should read what is on the screen and click NEXT.

6. A window titled “Reading Section Directions” will now appear. Students should read what is on the screen and click NEXT to begin the test.

7. When a student has finished the Reading section, a screen titled “End of Section” will appear. Students will click NEXT.

8. A window titled “Put On Your Headset” will now appear. Students should put on their headsets and click NEXT. Students can adjust the volume on their headsets at any time by clicking on

in the upper right-hand corner of the screen.

9. When a student has finished the Listening section, he or she will see a screen signaling the end of the section and the beginning of the scheduled break. Collect the note-taking paper from the students before dismissing them for the break.

Break Between the Reading/Listening Sections and the Speaking/Writing Sections

If the Reading and Listening sections and the Speaking and Writing sections are being given on the same day, provide students with a 15-minute break at the end of the Listening section.

Speaking and Writing Sections

Before beginning, the TCA/Proctor should pass out test session tickets for this portion of the test. Test site staff should also provide the students with note-taking paper.

Follow steps 1-5 of the Reading and Listening Section instructions:

A window titled “Put on Your Headset” will now appear. Students should adjust their headsets and microphones, and then click NEXT.

A window titled “Using the Microphone” will now appear. Students will click NEXT.

Students are instructed to raise their hand if they are having difficulties with the headset. See page 23 in the Technical Installation Guide for trouble-shooting instructions.

A window titled “Speaking Section Directions” will now appear. Students will click NEXT to begin the first test question in this section.

When a student completes the Speaking section, an “End of Section” screen will appear.

Students will follow what is on the screen to go on to the Writing section.

When a student completes the Writing section, an “End of Section” screen will appear.

Students will be asked Background Information Questions after the Writing and Speaking sections. When Background Information Questions are complete, a screen will appear signaling End of Test.

Collect the note-taking paper at the end of the test.


Monitoring the Testing Room

TCAs/Proctors are responsible for monitoring the students’ testing status during the test administration.

At least one TCA or Proctor must be in each testing room at all times while testing is in progress.

The TCA or Proctor must physically walk through the testing room at frequent intervals.

If a student leaves the computer lab/testing room during a test, that student must be monitored by an adult until the student returns to the testing room.

There are two ways to monitor a student’s test progress. One is through the Local Caching Sofrtware (LCS). The other way is through the online Management Tools. Monitoring through the LCS is in real time. The online Management Tools receives information from the LCS in 10-minute intervals.

The Monitor Status screen gives TCAs/Proctors the ability to see the time a student takes to complete each part of the test and manage the test administration.

Handling Questions and Problems

The TCA will assist test takers who have questions or problems during the test and remind those who have questions that they may be able to obtain computer-delivered assistance by selecting the Help tool on the screen. The TCA will do his or her best to answer questions about testing procedures and directions for using the computer. However, the TCA will not answer questions about the specific content of the test or answers to test questions. Keep conversation in the testing room to an absolute minimum.

Be sure to report any questions raised by test takers regarding possible typographical errors, ambiguities in test questions, multiple correct responses, or other similar issues via an Irregularity Report.

Unscheduled Breaks

Test takers may go to the restroom (toilet) during actual testing time, but you should make no specific announcement concerning this. No extra testing time is to be allowed for the absence. Collect and hold the test taker’s test materials until he or she returns; and verify the test taker’s identity before you readmit him or her to the testing room. If you do not know the individual personally, you may wish to also collect his or her ID before he or she leaves the room. If the test taker refuses to leave the ID, you may want to tell him or her that he or she will not be permitted to return to complete the test.

If two or more test takers wish to leave the room at the same time to go to the restroom, they should be accompanied by a Proctor. However, under no circumstances is a testing room to be left unattended at any time during the test.

Note: Except for a restroom break, illness, or dismissal for misconduct, no test taker may leave the testing room before you dismiss the entire group at the end of the testing session.

Ending the Test and Dismissing Test Takers

Ensure that all computers have the “End of Test” confirmation screen showing.


Make a note of any no-show test takers, and corrections to test taker information (name misspellings, wrong birth dates, etc.)

Make sure that all test tickets have been collected. Test takers are not permitted to leave the testing room with their tickets.

Make sure test center supplies such as note-taking paper and writing instruments have been collected.

TCAs or Proctors will remind the test takers to retrieve any personal belongings that may have been stored under their chairs or desks.

Closing the Test Center After all students have been dismissed, go to “Closing the Test Site” in the Appendix for instructions.

Technical Problems

If a technical difficulty should occur during the administration of the test and you need to move a test taker, the current testing station must be shut down before restarting a test with the same authorization number on another computer.

Whenever an individual is affected by a technical problem, it is critical that they are unable to see any computer screens or hear responses to questions around the room. Please have the test taker leave the testing room until the technical problem is resolved.

Exit the Test

To exit a student from the test at any time, hold down the following key sequence: Shift-Esc-E.

Remember to create an Irregularity Report for any of the problems described below.

Problem What to Do

Loss of Internet Connectivity If an Internet error message is on the computer screen, the test may be restarted once connectivity is restored. If an Internet error message is on the computer screen and connectivity cannot be established, the test taker would have two choices: a re-test or a refund.

Loss of Connection to LCS Server

If the LCS goes down during testing, student progress will be logged at the last question saved. Students will receive the following message on their screens: “A system error has occurred in the LCS. Please contact


your Test Center Administrator.” Restart the connection to the LCS Server. Any disruption during testing should be reported in an Irregularity Report.

Hardware Failure at an Individual Testing Station

Check the schedule. If another testing station is available, reassign and move the test taker to an available testing station. Before reassigning the test taker and logging in to a new testing station, the test taker should log out, if possible. Otherwise, shut down the computer that has the issue.

Software Problems Even if the problem can be resolved, a test should not be started or restarted when delays and/or interruptions have made it more than 60 minutes behind schedule or if the test taker has heard responses to the questions in the test. In that situation, advise the test taker that his or her test will have to be rescheduled.

See the Technical Installation Guide for more on troubleshooting technical problems.

Facility Problems

Problem What to Do

Noise Problems The testing atmosphere should be quiet at all times. However, a disruption may occur in the testing room, or there may be noise from outside that affects test takers. Any disruption during testing should be reported in an Irregularity Report, including the names of all test takers affected. Try to end the noise or disruption if possible, and report actions taken in the Irregularity Report.

Power Outages When a power outage occurs at the test center and power is immediately restored, the TCA will have to restart the LCS and then restart each digital based testing (dbt). If the power is not immediately restored, power off each testing station and other equipment until the power is available.

1. Ask test takers to wait at least 30 minutes for the power to be restored. After that time, test takers may either:

a. Wait in the site to resume the test, or

b. Choose to be rescheduled to a makeup test

2. File an irregularity Report when the power is restored detailing test takers affected and actions taken.

Test takers must remain in the testing room and will have no access to cell phones or other personal belongings.

Emergencies Emergencies include storms, floods, fires, fire drills, or other unusual activities that disrupt test administration and are beyond the control of test center staff. In an emergency, the primary concern should be the safety of everyone present.

If necessary, evacuate everyone immediately.

If there is sufficient time, power off the test takers’ testing stations.


Lock the testing room door after everyone has exited.

If the computers were powered off and it is possible to return to the testing room in a reasonable amount of time (as in the case of a fire drill), follow procedures to restart each computer and allow test takers to continue testing.

If the computers were NOT powered off and it is not possible to return to the testing room in a reasonable amount of time, the testing session must be terminated because the computer will have continued to count down during the time test takers were away.

Irregularities

Facility Problems

Power Outage

Noise

Process Issues

Administrative Error

Late Arrival and Unable to Take Test

Not on Roster

Unacceptable ID

Unscheduled Break

Workstation Reassignment

Wrong Ticket Used

Technical Problems

Equipment Failure

Video/Audio Issues


TOEFL Junior® Comprehensive Test Test Administration Quick Reference Guide

TEST CENTER – BEFORE TEST DAY

Use this guide to keep track of the activities involved before, during and after a test administration. Please review the Administration Manual for the TOEFL Junior® Comprehensive Test before test day.

Test Center Setup

Tasks Reference Document Before installing the Local Cache Server (LCS) and digital Based Testing (dBT)

The person installing the software must have administrator’s rights to all computers

Allow connections to the Internet using HTTP and HTTPS protocols

The computer with LCS installed will have access to the following website: https://toefl.caltesting.org/portal/index.html

The LCS must have a static IP address

The testing computers must be part of a Local Area Network (LAN). The LCS must be connected to the Internet via broadband Internet connection (DSL or better). The LCS does not need to be connected to the Internet during the test administration

Technical Manual

Install the LCS on the computer that will be the local cache server. This computer will store the test, the student registration information and the student responses. It will send the responses back to the data center whenever there is an Internet connection

Write down the IP Address for the LCS. You will need this address to set up the student workstations with the digital Based Testing (dBT)

Run the Connectivity Test

Technical Manual

Open the Local Cache Server (LCS) Web Monitoring Tool

On the LCS Status tab of the TOFL LCS Manager, click the Launch Monitoring Tool URL button

Name of LCS: use the name of the school

Enter the LCS Key sent to you via email

Password: admin (please do not change this password)

Example Set will download to the LCS

Technical Manual

Install the digital Based Testing (dBT) on each student workstation – PC

Open Preferences and set up Local Cache Proxy Click the Disable/Enable slider to the green Enabled setting Type in the LCS computer’s IP Address Type 8100 as the LCS Port Click Save

Do not run the Connectivity test until the example set has completely downloaded

Run the Example Set

Technical Manual

TEST CENTER – BEFORE TEST DAY

Tasks Reference Document

CRITICAL - Four (4) days prior to the test date: Test Center Setup Download the app, test and student registration information

Depending upon speed of Internet connection, this could take up to 12 hours

Administering the TOEFL Junior® Comprehensive Test

https://toefl.caltesting.org/portal/index.html


TEST CENTER – ON TEST DAY

CRITICAL –

Test Day Setup Log in to Management Tools – Monitor Test Center Launch the LCS Monitoring web page Confirm connection of the dBT to the LCS Run Readiness Check on each dBT Start dBT workstation for each test taker Keep two or three testing stations available that can be used to reassign

or restart a test for a student in case of technical difficulty

Monitor Test Center - Management Tools User Guide LCS & dBT setup - Technical Installation Guide and Training Videos Administration Manual

Assign each student to a computer and have the student put on the headset and microphone; adjust as necessary. Give each student a session ticket, which provides them with a Username, Password and Session ID number. You should also provide a piece of paper for them to use to take notes.

Administration Manual

The TCA or Proctor must physically walk through each testing room at frequent intervals. At least one TCA or Proctor must be in each testing room at all times while testing is in progress.

Complete an Irregularity Report for any incident that prevents a test taker from completing a test.

For any irregularity that is due to a violation of testing procedures, a Violation Notice must be presented to the test taker and signed at the site.

For irregularities that require the test to be temporarily stopped, an administrative test break will be used. You can stop the test by using “Shift-Esc-E.”

Administration Manual Management Tools User Guide- Administration Manual – Appendix

TEST CENTER – DISMISSING TEST TAKERS/CLOSING TEST CENTER

Ensure that each computer has the “End of Test” confirmation screen showing.

Make a note of any no-show test takers and corrections to test taker information (such as name misspellings, wrong birthdates).

Collect note-taking paper and writing instruments.

Remind test takers to retrieve any personal belongings that may have been stored under the computer desks.

Go to the LCS Monitoring screen. Do not turn off the LCS if any test taker’s status is anything other than the green checkmark.

TCA will return each computer to its original settings.

Collect and secure all headsets.

Make sure records are sent when Internet connectivity is restored, if applicable.

Administration Manual

RESOURCES

TOEFL® Management Tools: https://toefl.caltesting.org/portal/index.html

Technical Installation Guide and Training

Videos:http://toefl.caltesting.org/portal/secure/documentation.html

Administration Manual for the TOEFL Junior® Comprehensive Test

https://toefl.caltesting.org/portal/index.html


Privacy of Test Materials and Test Taker Information

ETS has a responsibility to protect the privacy of information given to us. Test materials and information given by test takers will not be made public. Knowledge that particular individuals took the test, information given to answer questions, and the test materials are all private.

Do not comment on test materials during testing. Only help test takers if there is a problem. Do not directly or indirectly copy or share test materials or any personal information about test takers to anyone for any reason.

Agree to these guidelines by signing below. Thank you.

Full Name (please print) ___________________________________________________ Signature ______________________________________________________________ Institution ______________________________ Date ____________________________


Duties of Proctors

It is very important that standard procedures are followed at all test administrations. Your major duties are listed below. Ask the Test Center Administrator (TCA) for assistance if you have any questions about procedures during the test.

Before the Test 1. Help the TCA prepare the testing room(s).

2. Direct test takers to their seats according to the TCA’s instructions. Do not permit test takers to select their own seats.

3. Be sure test takers do not have books, recording or photographic devices, or papers of any kind in the testing room.

During the Test 1. Assist the TCA in giving test takers the test materials. Do not allow test takers to help.

2. At least one TCA or Proctor must be in each testing room at all times while testing is in progress.

3. The TCA or Proctor must physically walk through each testing room at frequent intervals.

4. If a test taker leaves the computer lab/classroom during a test, he or she must be monitored by an adult until the test taker returns to the lab to continue testing.

5. Monitor testing progress through the Local Caching Software (LCS).

After the Test

1. Help the TCA confirm that all computers and iPads® have the “End of Test” confirmation screen showing.

2. Help the TCA collect the test materials (such as note-taking paper and Test Session Tickets).


Test Center Administrator Comment Sheet

We would appreciate your suggestions for improving our procedures and making the testing program more effective. TCAs have given us many helpful ideas that we have incorporated in our publications and procedures. We review all comments and answer specific questions.

If you have suggestions or questions, please write them in the space below and fill in the information requested at the bottom of the page. Return the page with your used answer sheets.

_______________________________________ _____________________________ Name (please print) Administration Date _______________________________________________ ____________________________________ Test Site Region Code ____________________________________ ________________ ________________ ____________ City State/Province Zip/Postal Code Country

Copyright ©2014 by Educational Testing Service. All rights reserved.


Test Center Administrator Notes Sheet


Notice to Test Taker Who Did Not Follow the Test Center Administrator’s Instructions for the TOEFL Junior ® Comprehensive Test

VIOLATION NOTICE

You have not followed the Test Center Administrator’s instructions. This is a violation of the testing procedures. If you do not follow instructions, the Test Center Administrator has the authority to cancel your scores.

VIOLATION: □ Giving or receiving assistance □ Creating a disturbance □ Not following instructions □ Other

Print and sign your name in the spaces below to show that you have read this notice and understand that you must follow testing procedures. _____________________________ Student Name ______________________________ _________________________________ Student Number Test Taker Signature Test Center Administrator: Describe the violation on the other side of this form. Before signing this notice, read “Test Taker Misconduct” in the Irregularities section of this manual. _______________________ _____________ _________________________ Test Center Administrator’s Name Date Test Center Administrator’s Signature


Appendix


Logging in to the Management Tools

The Management Tools website provides the tools you need for getting test registration information and monitoring the test administration. During the testing session, you will need to access Management Tools only for the Testing Tools.

1. Open your web browser.

2. Type http://toefl.caltesting.org/portal/index.html into the web address box at the top of the screen, and then press ENTER on your keyboard.

3. Click on the Management Tools link in the menu at the upper right of the screen.

4. Log in to the Management Tools using your Username and Password.

First-time Sign In: Sign in using the username and temporary password sent to you via email. Once signed in, please change your password.

Your password must be at least eight characters in length and contain at least one upper-case letter, one lower-case letter, and one non-alphabetic character. Note examples below:

http://toefl.caltesting.org/portal/index.html


Description Example

Upper Case Letters A, B, C,….Z

Lower Case Letters a b c ……z

Numeric 0 1 2……9

Non-alphanumeric (special characters, punctuation, symbols) ! @ # % & + =

Subsequent Sign In: Sign in using your username and password.

You can change your password at any time by clicking on Change Password in the Quick Links box.

Test Session Tickets and Rosters

1. Log in to Management Tools.

2. Click Testing Tools located in the left-hand navigation bar.

3. The following options will appear:

4. Click Print Tickets & Rosters.

5. Click Select Test Center, select your Organization from the drop–down menu in the window that appears, and click Select Organization.

6. A screen similar to the following should appear to the right of the left-hand navigation bar.


:

7. Select TOEFL Junior from the Select a Program drop-down menu; then select a Global Window from the Select a Global Window drop-down menu.

8. Select the appropriate Test Administration from the Test Administration drop-down menu.

9. To print tickets for specific students:

a. Click the check box next to the Student ID for the student(s) who need tickets printed.

b. Click Print Selected Tickets (PDF).

c. Click Open or Save to access the .pdf file.

d. The file will include a roster with the selected students on the first page, then Speaking Test Session Tickets for the selected students on the following pages.


10. To print tickets for all students:

a. Click Print All Tickets & Rosters (PDF).

b. Click Open or Save to access the .pdf file.

c. The file will include a roster on the first page, then Speaking Test Session Tickets on the following pages.

11. To print only a roster of registered students:

a. Click on Print Roster (PDF).

b. Click Open or Save to access the .pdf file.

c. The file will include only the roster.

Monitoring Student Testing Status through Management Tools

1. Log in to the Management Tools

2. Click on Testing Tools. The following options will appear:


3. In the left-hand navigation bar, click Monitor Testing Status. The following window should appear to the right of the menu.

4. Select the correct Global Window and Administration.

5. Statistics by Student will display the testing status of each student. Testing status is

indicated by the following icons:

Section has not been taken/ready for testing

Section is being taken

Section has been completed

Entering an Irregularity Report

Click on Testing Tools located on the menu to the left of your screen. Select Irregularity Report. The following will appear to the right of the Menu:


1. Click on the blue box labeled Select a Test Center and choose the appropriate Test Center from the screen that pops up by clicking Select Organization.

2. Select the appropriate Test Window from the drop-down menu under Test Windows, and then select the appropriate Administration from the drop-down menu under Administrations. A test center must be selected before options will appear in the drop-down menu for Test Windows, and a test window must be selected before options will appear under Administrations.

3. A blue button called Create Report will appear. Click on for the following window to appear:

4. Select a Category from the drop-down menu.

5. Select a Code from the drop-down menu. A Category must be selected before Codes will appear.


6. Click on the Calendar icon under the Date and Time Issue Occurred field. The following drop-down will appear. You may click on the Now button in the lower left of the Calendar window, or use the arrows to the left and the right of the month to select the appropriate month. Click on the appropriate date. Use the sliders under Time to select the hour and minute of the irregularity. The time is based on 24-hour time. A date is required, but the time is optional when completing the Irregularity Report.

7. Type in a description in the box below the words Problem Description. You can scroll up and down through what you type by using the up and down arrows to the right of the box.

8. Type in what you did to resolve the issue in the box below the words Action Taken. You can scroll up and down through what you type by using the up and down arrows to the right of the box.

9. Select the names of the student or students associated with the irregularity, if necessary.

10. Use the scroll bar to reveal the bottom part of the window. Click Submit in the lower right-hand corner of the window.

The window will close if you have successfully submitted an Irregularity Report.

Scroll Bar


All Irregularities created for the current administration will be shown.

The following actions may be taken on an irregularity entry:

View an Irregularity Report

Edit an Irregularity Report


Closing the Test Site

Go to the LCS monitoring screen. The testing status for each individual who started a test should

be a green check mark: . Do not turn off the LCS if any test taker’s status is anything other than the green check mark.

The TCA will return the computer to its original settings.

Headsets should be collected and secured.

Make sure records are sent when Internet connectivity is restored, if applicable.


Sending “Straggler” Data

Before stopping the LCS or shutting down the LCS computer, it is important to make sure that all testing has finished and that the data has been sent to the Data Center.

Go to the Send Straggler Data section of the Dashboard

If you see a blue status bar, click Send Data.

Confirm that the status bar changes from blue to yellow to green.

Please note: Straggler Data can only be sent after the administration window has closed.


Test Center Setup

If the computers will be used between the time of the test center set up and the actual test administration, complete the following steps to ensure a successful TOEFL Junior® Comprehensive Test administration. The Technical Installation Guide and Training Videos also provide detailed information along with tips on troubleshooting (http://toefl.caltesting.org).

Computer IP Address

The computer IP address is required for test center setup. Please make note of the address.

Verify the LCS Computer Setup The Local Caching Software (LCS) caches test data in a computer within the testing center network. The

LCS makes it possible for students to continue testing even in the event of local Internet network

interruptions. The LCS must be installed on one of the testing center computers. Any existing local

desktop computer or server that meets the system requirements can run the LCS. Only the TOEFL®

software should be running during test administrations.

Running Connectivity in the LCS Manager

The LCS must be registered with the Data Center before it can download the student data for a test center. Every test center will be given a Registration Key to register the LCS.

1. On the LCS computer, confirm that the computer’s date, time, and time zone are set correctly for the test

center location. Failure to set the correct date, time, and time zone may result in lost test data. 2. Identify the IP address of the LCS computer and write it down; this IP address is required to connect the

LCS computer, access the LCS monitoring tool, and connect the LCS computer to the dBT devices.

3. Double-click the TOEFL LCS Manager icon on the desktop. 4. Click the LCS Port Configurations tab. 5. Set the LCS Port Number to 8100. 6. Confirm that the LCS IP matches the IP Address. 7. In the event that the LCS IP does not match, click Advanced. 8. Select the correct IP Address from the drop down. 9. Click Apply.


10. Click the LCS Status tab. 11. Click on the Start LCS icon to start the LCS. 12. Make sure the status changes to LCS is currently running.

13. Click the Connectivity Tests tab. 14. Click on Run Tests to verify that the computer is able to connect to the Data Center


Accessing the LCS Monitornig Web Page

The LCS provides the LCS Monitoring Tool. It is a web-based tool that tracks daily testing activity and confirms the proper interaction between the LCS and the testing computers.

1. On the LCS Status tab of the TOEFL Junior LCS Manager, click the Launch Monitoring Tool

URL button to open the LCS Monitoring Tool in a web browser.


2. You will then be shown the LCS Monitoring sign-on page. Type “admin” as the password.

3. You will then see the LCS Monitoring Dashboard. The Dashboard will help you track the daily activity in the LCS.

4. To download the data, click on the blue boxes next to the App Data, Test Data, and Student Data. When the download is complete, the progress bars will be completely green (see red arrow above).


5. The Test Parts Finished numbers will increase every time a test is finished and saved (see yellow arrow above).

Verifying the Testing Computers

Verify the CA&L dBT Connection to the LCS

1. On each testing computer and laptop, confirm that the computer’s date, time, and time zone are

set correctly for the time zone of the test center location. Failure to set the correct date, time, and time zone may result in lost test data.

2. Open the CA&L Preferences program, found using the following path: Start Menu → All Programs → TOEFL → Preferences

3. Click Local Caching Software.

4. Click Disable/Enable slider to the green Enabled setting. 5. Type in the LCS computer’s IP Address. 6. Type in 8100 as the LCS Port. 7. Click Save.


Once the CA&L Preferences program is properly set up to use the LCS, it is time to do the Readiness Check.

Readiness Check

Conducting a Readiness Check ensures the interconnectivity of the CA&L dBT systems with the LCS and verifies all of the functions required to successfully take the TOEFL Junior® Comprehensive Test.

For the Readiness Check, take note of the number in the Example Set box.

Walk Through of the Example Set

The purpose of reviewing the example set on each testing computer is to ensure the following:

The testing computer is operating and connected to the LCS.

The CA&L dBT software has downloaded properly and the features are working correctly.

The audio equipment is functioning correctly.

Before Reviewing the Example Set 1. Restart the testing computer you want to check. 2. Review the LCS Monitor page on the LCS computer and confirm the example set administration

status is Ready. 3. Plug the headset into the testing computer. 4. Put on the headset. 5. Place the microphone close to your mouth. 6. Make sure the volume control on the computer is not on Mute.


Starting the Example Set

1. Double-click the TOEFL application icon on the desktop:

2. Click the Next button.

3. Enter the following information on the log in screen and click Next:

Username: Guest Password: readiness-check-junior Session ID: 10

4. Follow the on-screen instructions and proceed through the sample questions.

Readiness Check Complete Return to the LCS Monitoring Tool after each example set and confirm that the Example Set number increases. Once the Readiness Check is complete on all testing computers, the test center is ready for a testing session.

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