School-Day SAT® Test Center Supervisor

Training2009-2010

As an SAT test center supervisor for school-day testing, you make a huge contribution. Thanks to you:• Students at your school have a chance to test in

familiar surroundings.• All students in your area can have access to the SAT

within easy reach.• No matter what they are looking for, students can take

advantage of the expanded opportunities that the SAT offers to connect to the college that’s right for them.

Welcome to the SAT Team!

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Objectives

We want to make your job easier by:

• Covering what you need to know to run a smooth test day from start to finish

• Summarizing the information you need for training your staff

• Answering your questions about administering the tests

• Direct you on how to get further information and share your concerns

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Agenda

• Introduction– The Value of the SAT– What Does a Supervisor

Do?– Your SAT Partners– SAT Terms– The Blue Training Folder

• Preparing for Test Day– Planning Activities– Recruiting Staff– The Online Attendance

Roster– Test Center Setup and

Materials

• Test Day Activities– Schedule and Test

Materials Distribution– Student Check-in– Managing the Testing

Room– Testing Room Security and

Reporting• After the Exam

– Reporting and Returning Materials

• Wrapping Up

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Why offer the SAT?

Why Offer the SAT?

Primary Factors in admission decisions• Quality/Rigor of

Academic Courses

• Academic Performance/ Grades

• Test Scores (SAT, SAT Subject Tests, AP®, etc.)

Additional Factors • Extracurricular

Activities

• Essay(s)

• Letters of Recommendation

• Demonstrated Interest

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Your Partners in Administering the SAT

The College Board

SAT Program

Educator SAT Helpline • 1-888-SAT-HELP (728-4357)• sat.help@info.collegeboard.org

Educational Testing Service (ETS)

Test Administration Services (TAS):• 1-800-257-5123• TAS@ets.org

Services for Students with Disabilities (SSD):• 1-800-257-5123 option 1, or 1-

609-771-7137• ssd@info.collegeboard.org

Office of Testing Integrity (OTI):• (609) 406-5430

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Common SAT Test Day Terms

• ASRF – The Associate Supervisor’s Report Form is used to account for testing materials in the testing room.

• SRF – Supervisor’s Report Form used to tally used and unused materials for processing.

• SIR – Supervisor’s Irregularity Report form used to report any incidences or irregularities during an administration

• SSD – Services for Students with Disabilities, which oversees the approval and provision of accommodations for students who need them.

Types of SSD:• Extended time – When students

with documented disabilities are approved by the College Board to test with more time than the standard time allotted to the SAT.

• Nonstandard administration – Testing with accommodations such as 50% extended time.

• TYPE I – accommodations in the nonstandard room with pink scripts/materials.

• TYPE II – accommodations with purple scripts (under the SSD Coordinator).

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What Does a Supervisor Do?

• Ahead of test day, you prepare for testing. This includes– Reviewing the school schedule and working with school

administration to choose testing rooms.– Helping administration assign staff to testing roles.– Overseeing and training staff.– Receiving, reconciling, and securing testing materials.

• On test day, you ensure a successful administration of the test by:– Distributing testing materials.– Ensuring a smooth admission of students.– Monitoring the center during testing and handling situations that

arise.• After testing, you complete all reports and return used

answer sheets and critical materials for scoring

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The School-Day Testing Manual

School Day Testing Manual, Part 1: Managing the Test Center Security and monitoring Working with school

administration to set up testing rooms, alter test day schedule, and prepare for test day

Training staff and preparing students

Admitting students, reporting, and more

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The School-Day Testing Manual, Continued

Part 2: In the Testing Room Testing room policies Timing charts Color-coded scripts:

Standard (tan) Nonstandard Type I

(pink) Nonstandard Type

II (purple)

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Testing Room Types

• Standard – most students test in the standard rooms.

• Nonstandard Type I – students with 50% extended time or extended or extra breaks test in the nonstandard room(s).

• Nonstandard Type II – students with 100% extended time or accommodations requiring other materials (Braille, computer, etc.) are tested by the SSD Coordinator in the Type II room(s).

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Using the Right Test Materials

• The standard room materials are tan.

• The test in the tan book is 10 sections long and takes 3 hours 45 minutes (excluding breaks and set up time.

• Always use the tan scripts with the tan books.

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Using the Right Test Materials

• The nonstandard room for Type I SSD students uses pink scripts and test books.

• The test in the pink book is nine sections long.

• For 50% extended time, the pink book test takes about 5 hours excluding breaks and setup/wrap up activities.

• For Type I SSD with standard time, the pink book test takes 3 hours and 20 minutes excluding breaks and setup/wrap up activities.

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The Supervisor’s Kit

• Forms• Posters• How-to for

returning materials for scoring

• Tape, shipping labels and envelopes

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In this section…

We learned about:

The Value of the SAT What Does a Supervisor Do? Your Partners in Administering the SAT Common SAT Test Day Terms The Supervisor’s Kit

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Preparing for Test Day

Planning activities

• Estimate the number of rooms needed, based on known enrollment of eligible students.

• Select and train staff.• Provide for clear communications

with the school population concerning schedule changes as well as silenced bells and announcements on test day.

• Post signs reminding juniors of test day.

• Identify a safe and secure storage area for Test Materials

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Staff Roles and Responsibilities

Role Responsibility

Test Center Supervisor Supervise all phases of exam

Associate Supervisor Administer exam in the testing room

Room Proctor Assist Associate Supervisor

Hall Proctor Monitor test takers outside testing room

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Associate Supervisor Responsibilities

1. Prepare by reading:– Part 2 of the manual, “In the Testing Room” – Tips for Preventing Security Breaches

2. Use the correct script (standard vs. nonstandard)

3. Read all instructions to test-takers verbatim.

4. Ensure the use of #2 pencil

5. Strictly time and post times for test takers on each SAT test section.

6. Account for used/unused test materials and prepare seating chart

7. Monitor test-takers to prevent security breaches.

8. Report irregular incidents on the SIR.

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Testing Staff Agreement

• Anyone who is related to a test-taker cannot serve as part of your staff.

• Staff must agree to the terms and conditions, and signify by signing the staff agreement form prior to test day.

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Training Your Staff

Schedule a training session one to two weeks before the administration. During the training session, distribute the manuals and review the following (covered later in this training module):1. General responsibilities of each position

2. Equipping the testing room

3. Maintaining security in the testing room

4. Timing the test and giving breaks

5. Calculator policies

6. Testing room forms and reports

Note : Encourage staff to read the Irregularity chart and the scripts.

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Accessing Your Online Attendance Roster – Logging In

The online roster has the most up-to-date information about the test takers registered at the test center.• Go to www.ets.org/

supervisor• Enter your User ID,

Password, and select SAT as the Testing Program

• Read and check the box agreeing to the terms

• Click “Sign in”

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Main Menu

• Click the drop down arrow to select the program

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Selecting Your Admin

• Click “View SAT Test Center Rosters”

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Selecting Your Admin

• Enter Test Center Number and Test date (032010)

• Click “Submit”

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Options Menu

• Select Attendance Rosters

• Click Submit

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Options Menu

• Select All Rosters so that you can see SSD testers as well.

• Click Submit.

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Selecting the Roster Type

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Selecting Printer Version

Select the printer version

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Sample Printed Roster

Your printed version should look like this.

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Formatting the Roster into Excel

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Highlight All and Copy into Excel

Formatting the Roster into Excel

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In this section…

We learned about:

Staff Roles and Responsibilities Associate Supervisor Responsibilities Testing Staff Agreement Training Your Staff Accessing and printing the online roster Formatting the online roster into Excel

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Arranging for Test Day with School Administrators

Work to arrange the following with school administrators:• Secure receipt, reconciling and storage of testing

materials.• An area for test-takers to assemble before and after

testing.• Silencing of bells and announcements on test day.• A later lunch period on test day.• A start time for the testing that allows for the full time for

testing within the normal school day schedule. • A deadline for the start of late testing (if allowed).

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Testing Room Requirements

Testing rooms must have:• A visible, working clock• Proper lighting • Proper ventilation• Proper seating• A way to remove or cover maps, posters, charts,

and other displayed instructional materials on test day.

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How to Arrange Seating

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Estimating the Number of Rooms

• Starting with the known number of eligible students, develop an estimate of the number of rooms you’ll need. – We suggest 25 test-takers to a room.– Use large rooms if the layout will permit secure

testing of large groups.– Provide separate rooms for nonstandard

administrations.•Update your estimate by checking the online roster.

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Seating Guidelines

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Planning for Adequate Staff

Number of Test Takers Per Room Number of Proctors Per Room

1 - 34 0

35 - 50 1

51 - 100 2

101 - 150 3

151 – 200 4

201 or more Add 1 proctor for each additional 50 students

In addition to room proctors, 1 hall proctor should be used for every 5 testing rooms.

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Receiving Test Materials

• You will receive an initial shipment by Friday and possibly a supplemental shipment.

• Alert your receiving office that the shipment is expected and arrange to have it delivered to you as soon as it arrives.

• Check and secure the materials immediately.• Contact TAS if test materials do not arrive by

the Friday prior to the test date.

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Using the Shipping Notice

Requested Sample Shipping Notice

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Making Sure You Received All Materials

• Check your materials upon arrival before the exam.

• Inventory them against your roster and shipping notice.

• Especially note if you have enough “pink” test booklets needed for registered students in the nonstandard room.

• If you do not have enough tests, contact TAS or SSD at 1-800-257-5123.

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Securing the Test Materials

• Contact Office of Testing Integrity (OTI) right away if any materials are missing.

• After you check your materials, – Reseal the cartons with the tape provided– Sign your name across

the tapes– Store in a secure

location– Check materials for tampering

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Counting the Test Materials

Test materials should be counted often!1. Count them upon receipt (supervisor)

– Report any discrepancy to TAS immediately2. Count them when distributing materials to Associate

Supervisors on test day (supervisor)3. Count them after materials have been distributed to

the test takers (associate supervisors)4. Count them before test takers are dismissed from the

testing room (associate supervisors)

5. Count them when preparing materials for return (supervisor)

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In this section…

We learned about: Arranging for Test Day with School Administrators Room Requirements, Seating, and Number of Rooms Planning for Adequate Staff Students with Accommodations Receiving and Checking Test Materials Securing the Test Materials Counting the Test Materials

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Break

Test Day Activitiesfor Supervisors

Recommended Test-Day Schedule

6:45 a.m. Staff reporting time and facility preparation

7:00 a.m. Review staff assignments and room assignments. Distribute materials to staff, including Associate Supervisor’s Report Forms

7:15 a.m. Staff report to their rooms and prepare for student arrival

7:30 a.m. Students report to the area designated for them to assemble before and after testing

7:45 a.m. Close testing room doors

8:00-8:30 a.m. Distribute materials and read preliminary instructions

8:30 a.m. Begin testing

12:30 p.m. (approx.)

Testing ends for standard test administration

2:00 p.m. Testing ends for 50 percent extended time. (Testing for students receiving 100 percent extended time will end at approximately 12:15 p.m. and resume the following day.)

3:45-4:45 p.m.(by pre-arrangement)

UPS pick up of used answer sheets and critical reports

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Counting and Distributing the Test Materials

• Count test materials as you distribute them to associate supervisors.

• Distribute tan books to the standard rooms.

• Distribute pink books to the Type I nonstandard rooms.

• The SSD coordinator handles materials for Type II nonstandard testing.

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Supervisor’s notations on the ASRF

Fill in associate supervisor name and room number.

Indicate number of test books and serial number range.

Ignore bottom of form, which is only applicable for SAT Subject Tests.

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Associate Supervisor’s notations on the ASRF

Test book serial number

The seating chart is found on the back of the Associate Supervisor’s Report Form (ASRF)

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Associate Supervisor’s notations on the ASRF, Continued

After Testing:• Part 1: Complete all

information on the front of this report in Part I (blocks 3 and 4 if applicable and sign it in block 1. (Ignore blocks 5 and 6.)

• Return this report including any additional seating charts(for sections of a large room) to the test center supervisor.

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Exercise

• Use a sample roster and list of test book serial numbers to fill out an ASRF for one of your standard rooms

• Give the ASRF to your associate supervisor to fill out the test distribution.

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In this section…

We’ve learned about: Recommended Test-Day Schedule Counting and Distributing the Test Materials Nonstandard Accommodation Types Using the Right Test Materials Associate Supervisor’s Report Form

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Admission Procedures

• Post “No Cell Phones” and “Quiet Please” flyers.• Check ID of any student whom you do not know.• Check each student’s Admission Ticket against the

printed roster.• Process standby students, if you have enough space

and materials.• Process any changes from standard to nonstandard, if

required.• Admit latecomers and assign them to the pre-established

late arrival room if they arrive during the timeframe.

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Admission Tickets

Most students will have special Admission Tickets

If the student is unfamiliar to you, check that the name on the ticket matches the name on the ID.

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Identification

• Examples of Acceptable ID– Valid and current driver’s license or government- issued ID– Valid and current school ID card– Valid and current passport– Student ID form

• Examples of Unacceptable ID– Credit card (with or without photo)– Birth Certificate– Social Security Card– Documents bearing only a name and/or signature– Any expired ID

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Standby Students

• Students must fill out an SAT Registration Form.• Be sure they provide:

– Name, Date of Birth, Sex– Address– Signature

• Fill out the special Bulk Transmittal Form for standbys to tally all standby registrations.

• Include the Bulk Transmittal and all student forms in the green supervisor envelope.

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Marking the Rosters

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Marking the Rosters

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Completing the Roster - Standard to Nonstandard Changes

• Sometimes students get last-minute approval for testing with accommodations.

• If they are registered to test without their accommodations, they will want to change from a standard (tan) testing room to a nonstandard (pink) testing room.

• If you have enough pink books, you can change the student to nonstandard testing.

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Completing the Roster - Standard to Nonstandard Changes

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In this section…

We’ve learned about: Admission Procedures Standby students Marking the rosters

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Test Day Activities for Associate Supervisors

Associate Supervisor Responsibilities

• Follow instructions and read scripts exactly.• Never leave room unattended.• Keep careful track of the timing for each test section.• Check IDs of unfamiliar students when test takers return

after breaks.• Collect and count materials before dismissing test takers.• Report irregularities on Supervisor’s Irregularity Report

form (SIR).• Report significant issues or any type of security issues

immediately to the Supervisor.

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Seating Students

• Test takers must be assigned seats as they arrive – do not allow them to sit wherever they want.

• Following these guidelines will ensure comfortable and secure testing for all test takers.

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Standard Testing Room

• Use the standard test book:– 10 sections– Tan graphic on cover

• Give standard timing and breaks• You can give some accommodations, such as:

– Large-type test or large-block answer sheet– Wheelchair accommodations– Sign language interpreter

• Use the tan script in this room

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Nonstandard Testing Room

• Use the nonstandard test book– 9 sections– Pink graphic on cover

• Give test takers the entire amount of time; they cannot move to the next SAT section until time is called

• Use the pink script in this room

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Standard Testing Room Timing

• 3 hours and 45 minutes of actual testing time– Doesn’t include breaks, set-up time, or wrap-

up time• 10 sections

– Sections 1-7: 25 minutes each– Sections 8-9: 20 minutes each– Section 10: 10 minutes

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Nonstandard Testing Room Timing

Students with standard timing:• 3 hours and 20 minutes of actual testing time• Does not include breaks, set-up time, or wrap-up time

For students with 50% extended testing time:• 5 hours and 3 minutes of actual testing time

– Does not include breaks, set-up time, or wrap-up time

• Sections 1-6: 38 minutes each

• Sections 7-8: 30 minutes each

• Section 9: 15 minutes

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Managing the SAT Test Scheduled Breaks

• Five minutes after Section 2, 4, and 6• Permit test-takers to consume snacks

and drinks outside the test room during 5-minute breaks

• Never allow eating or drinkingnear testing materials

• Nonstandard breaks:– Give approved extra breaks between SAT sections – Extended breaks can usually be 10 minutes long

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In this section…

We’ve covered these topics about managing the testing room: Associate Supervisor Responsibilities Seating Students and Seating Guidelines Standard Testing Room and Timing Nonstandard Testing Room and Timing Managing the SAT Test Scheduled Breaks

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List of Prohibited Testing Aids

The following are prohibited testing aids and should not be allowed in the testing rooms:

Cell phones Stereos or radios with headphones

Any device containing a camera MP3 Players/IPods

Laptops Timers of any kind

Protractors, compasses, or rulers Watch alarms (including those with flashing lights or alarm sounds)

Pagers or beepers Electronic study aids of any type

Handheld computers Recording, copying, or photographic devices

Mechanical pencils Dictionaries or other books, or pamphlets

Highlighters, pens, or colored pencils Papers of any kind (e.g., notes, scratch paper, etc.)

Earplugs

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Handling Cell Phones

Cell phones are one of the biggest sources of student complaints we encounter.• They are distracting.• They can be used for unfair sharing of test

questions and answers.We will cancel scores of any student who uses a cell phone during testing. If a device makes noise, we will likely cancel scores as well.• Associate supervisors should confiscate a cell

phone that makes noise or is used.• Tell the student you must report the incident.

Call us right away if you suspect a device has been used to share test information.

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SAT Request to Cancel Test Scores Form

School-day testers should use the special School-Day Testing version of this form.

Reminders: • If a student becomes ill, you must

sign the form and record entry on SIR Form

• Students have up to the third school day after test day to cancel scores

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Reporting Testing Incidents

Follow instructions in the chart provided in your manual under Maintaining Security. • Report all incidents or issues on the

Supervisor’s Irregularity Report (SIR) form. • All reports should be complete and explicit.• Person reporting the incident should include

contact information.The supervisor may need to contact TAS, depending on the incident. (The “Irregularity Chart” makes this clear.)

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School-Day testing is treated as a MARCH testReminder: All SIRs should be complete, explicit and include a detailed description of the incident and all individuals affected.

Supervisor Irregularity Report

WHEN IN DOUBT FILL ONE OUT!!

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Always include:• Overview of the incident or irregularity• Identification of the individuals involved; including the

names and telephone numbers of all test center personnel who might provide relevant information about the incident

• The length of time each incident was observed• Details regarding what happened• When it happened• Who was involved• What action was taken

Supervisor Irregularity Report, Continued

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Before Dismissing Students

• Collect an answer sheet and test book from each test taker in same order as distributed.

• Verify test-taker’s identifying information: – Check to see that the letters on page 1 of each

answer sheet correspond to the filled circles in each column. If they do not match, ask student to explain it and describe his or her explanation on the SIR.

– Check that the rest of the items on page 1 are completed.

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Before Dismissing Students, Continued

• Make sure answer sheets are not inserted in or between test books.

• Open exam booklets to verify contents of pages have not been removed.

• Verify by count that you have a test book and answer sheet for each test taker.

• Verify by serial number that you have collected the test books assigned to your room.

• Place materials out of reach of test takers before dismissal.

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In this section…

We learned about security and reporting in the testing room: Prohibited Testing Aids and Handling Cell Phones Counting and Distributing the Test Materials Filling Out the ASRF SAT Request to Cancel Test Scores Form Reporting Testing Incidents and the SIR Before Dismissing Students

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After the Exam

Supervisor Responsibilities

After the exam the supervisor will need to • Complete all appropriate reports and forms• Immediately return all test materials• Retain copies of all documents related to the

administration for six months after the test

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A Chart of Forms to Return

Form Name Purpose Filled Out BySupervisor Report Form (SRF)

Contains counts of used answer sheets

Supervisor

Attendance Roster

Contains information about test takers who were absent or present for the test and also includes standby test takers

Supervisor or Associate Supervisor

Associate Supervisor Report Form (ASRF)

Contains information about the test materials that were used in the testing room, the seating chart, and staff/proctors assigned to room

Associate Supervisor

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A Chart of Forms to Return, Continued

Form Name Purpose Filled Out By

SAT Testing Staff Agreement

Contains the terms and conditions you agree to abide by as an SAT testing staff member

All Staff

Supervisor Irregularity Report Form (SIR)

Contains information about any irregularities that occurred during the test or any questions about test items

Supervisor or Associate Supervisor

Score Cancellation Form

Used to request cancellation of test scores on test day or by 3 school days after the test

Test Taker

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Completing the Supervisor’s Report Form

• Fill in March as your scheduled administration month.

• Ignore Box 7, which applies to SAT Subject Tests.

• Return signed and completed form with other critical materials for scoring, immediately after testing is finished.

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Using the Instructions for Returning Materials

• Follow the “Returning Test Materials” instructions.– Ignore anything about SAT Subject Test Answer

Sheets.– Do NOT mingle your test materials with any Type

II materials, which are for SSD students testing under the supervision of the SSD Coordinator.

– Do not place answer sheets inside of test books.• Use the labels that have been supplied

(don’t use tracking labels from prior administrations).

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Sending Materials to Proper Locations

• Send materials to appropriate locations– Answer sheets to (PEM) Austin, TX (UPS

Express)– Test books to (ETS) Ewing, NJ

• Secure the materials until they are ready to be given to the carrier.

• You will be scheduled for a custom UPS pickup on April 14. Look for an email explaining the timing.

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Labels for Returning Used Answer Sheets

Use the label with the Austin, TX address and the Description of AS Returns

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Labels for Returning Used Answer Sheets, Continued

NOTE: There is a second return label

to indicate the number

of boxes shipped

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Label for Returning Test Books

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In this section…

We learned about what happens after the test:

Forms to Return Using the Instructions for Returning

Materials Sending Materials to Proper Locations Labels for Returning Used Answer Sheets Label for Returning Used Test Books

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Wrapping Up

Review of SAT Test Day Terms

• ASRF – The Associate Supervisor’s Report Form is used to account for testing materials in the testing room.

• SRF – Supervisor’s Report Form used to tally used and unused materials for processing.

• SIR – Supervisor’s Irregularity Report form used to report any incidences or irregularities during an administration

• SSD – Services for Students with Disabilities, which oversees the approval and provision of accommodations for students who need them.

Types of SSD:• Extended time – When students

with documented disabilities are approved by the College Board to test with more time than the standard time allotted to the SAT.

• Nonstandard administration – Testing with accommodations such as 50% extended time.

• TYPE I – accommodations in the nonstandard room with pink scripts/materials.

• TYPE II – accommodations with purple scripts (under the SSD Coordinator).

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YOUR Feedback is important to us!

• You are one of the first school districts to offer School-Day SAT testing, so we are counting on you to share what went well and what can be improved.

• Please complete the survey that will be distributed to you

• If you have any questions between now and test day, please contact TAS.

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You Make it Possible

• You are a key player in the delivery of a successful administration!

• We appreciate all that you do to ensure a trouble-free administration!

THANK YOU!

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