Testing Coordinator s Online Administration Manual and Protocol 1
TABLE ON CONTENTS Page number Implementation Memo (omitted) 3 Administration Summary 4 Administration Plan 5 Testing Coordinator Technical Duties 7 Directions and Script for Completing the 9 Online Assessment Questions and Answers 12 2012-2013 Gates-MacGinitie Coordinators (omitted) 14 Appendix (omitted) 15 A- Test Coordinator Powerpoint B- Proctor Powerpoint C- GMRT Student Overview Powerpoint D- Quick Start Proctor Guide E- Quick Start Guide- Proctoring Getting Started F- Quick Start Guide- Moving Students G- Quick Start Guide- Managing a Test Session H- Creating Makeup Tests I- Quick Start Guide- irm Reports Getting Started J- Quick Start Guide- Viewing irm Reports 2
Testing window: April 29 June 14, 2013 Gates-MacGinitie Reading Test Administration Summary Spring 2013 Who will administer the test: Who will test: Testing format: The proctors are classroom teachers. Only one adult is needed to test each group of students. General education and exceptional education English teachers during the English block Testing coordinators will conduct makeup tests Sixth grade students Level 6 Form T Seventh grade students Level 7/9 Form T Eighth grade students Level 7/9 Form T Ninth grade students Level 7/9 Form T Students with disabilities: Small group accommodation is allowed. Read-aloud accommodation is not allowed. Additional time to complete this test is not allowed. Students participating in VAAP will not take the Gates-MacGinitie Reading Test Level 3 and Level 4 ESL students Online at http://portal.riversidepublishing.com Vocabulary Test 45 Questions Comprehension Test 11 Passages/48 Questions Day 1- administer the Vocabulary subtest Day 2- administer the Comprehension subtest (four days for each teacher, 2 odd and 2 even days) Remainder of the testing window will be used for makeup assessments. This online assessment is timed. Teachers may not add time to the testing window for any student. 3
Gates-MacGinitie Administration Plan Testing Coordinator s To Do List Before testing: Testing coordinator will: oversee the testing plan including securing the computer labs for small group and makeup test sessions. ensure that every teacher and student has a username and password ( test ticket ). Provide the District Gates-MacGinitie Coordinator with a list of teachers, and students (with their student ID numbers) that do not have log in information or that have been duplicated in the system. ensure that all computer labs are equipped with functioning computers. Contact ICTS to address any and all hardware problems. conduct a testing meeting with English department chair, grade general education and exceptional education English teachers. work with the ITRTs to ensure that all teachers/proctors receive training. make sure that all new English teachers have an active RPS email account. set up testing sessions that include small group testing sessions. During testing: Testing Coordinator will: monitor the school-wide administration of the assessment. troubleshoot any problems. (Contact Tiffany Frierson by email tjohnson5@richmond.k12.va.us with any problems that cannot be resolved.) After testing: Testing coordinator will: conduct makeup test sessions. ensure that all students have been assessed and send a reminder to all teachers before the close of the testing window to make sure that all testing sessions have been finalized. ensure that all stakeholders understand how to view reports. provide teachers with data for the students that were tested during the makeup sessions. Building Administrator s To Do List Before testing: Administrators will: meet with testing coordinators to discuss the plan to administer the Gates-MacGinitie Reading Assessment. ensure that all teachers/proctors attend proctor training. During testing: Administrators will: monitor the school-wide administration of the assessment. After testing: Administrators will : review data with the English teachers and help identify students strengths and needs. make sure that all content area teachers have access to the data as necessary. 4
Gates-MacGinitie Administration Plan cont. Teacher s/proctor s To Do List Before testing: Teachers will: receive proctor training. study the proctor administration manual and communicate any questions or concerns with the testing coordinator. explain testing procedures to students prior to the test date using the required GMRT Online Student Overview Powerpoint. (Use the notes to guide you through the powerpoint.) print test tickets for students prior to the test date. During testing: Teachers will: make sure that everyone, including yourself as the proctor has an area with a working computer, free of textbooks, papers, etc. write the web address for the log in page on the board in case it is not bookmarked on the computers. http://portal.riversidepublishing.com distribute student tickets to each student. begin and end each testing session for all students. monitor students as they work, keeping them on task. report problems to the testing coordinator. maintain a quiet work environment as students finish up the assessment. After testing: Teachers will collect the test tickets of each student. finalize your testing session after both the vocabulary and comprehension subtests have been completed. provide a list of students who will need to make up the test for the testing coordinator. (This will include providing the testing coordinator with the test ticket for each student needing to complete makeup tests.) 5
Gates-MacGinitie Testing Coordinator Technical Duties: Checking Staff Usernames and Passwords: Log on to the Riverside Publishing website: http://portal.riversidepublishing.com Choose the Staff tab Choose Find, Edit or Enter Staff Manually Using the arrows at the bottom of the page, scroll to each page to see if all of your proctors are listed. Click on the edit button for each teacher to obtain their username and password. Do not add staff members. Please report any missing staff members to the District s Gates-MacGinitie Coordinator, Tiffany Frierson by email at tjohnson5@richmond.k12.va.us. This will ensure that all teachers have access to the reports after testing is complete. Checking Student Usernames and Passwords and Adding Students: Log on to the Riverside Publishing website: http://portal.riversidepublishing.com Choose the Students tab Choose Find, Edit or Enter Students Manually Using the scroll bar and the arrows at the bottom of the page, scroll to each page to see if all of your students are listed. They are listed alphabetically. Testing Coordinators can add students. You will need the student s RPS student ID number and their grade level. Select the blue add students button and follow the prompts. Please add rps to the beginning of their student ID number when creating their username and rps plus their birth date will be their password. Username: varps1990021 password: rps10301994 (October 30, 1994) Under Please Select This User s Location, choose the student s teacher and the period for their English class. If the student is a special education student, scroll down to the bottom of the page and click on Edit Demographics. Under Programs choose special education and then scroll to the bottom of the page and click I m Done. This will add a student to the Gates-MacGinitie database. It will not give the student a test assignment. Transferring Students into a Class: Choose the to Students Tab Choose Find, Edit or Enter Students Manually Click on the hierarchy (+) and click on Richmond City Click on Find Students Type in the students name and find the student Click Edit On the right click the school and class that the student belongs Click I m Done 6
Creating Test Assignments: Testing Coordinators will have to create a test assignment for each class for each teacher taking the assessment. This includes adding newly enrolled students to an already existing test assignment or creating a new test assigned for those students. Log on to the Riverside Publishing website: http://portal.riversidepublishing.com Choose the Tests tab Click on Create a New Test Assignment Choose a testing date. There will only be one option. Choose form S. Choose the level. This will correspond with the student s grade level. Then click on Next Select Students button in the bottom right corner. Sort the students by checking the Sort Grades by Name option, then type in the number of the grade level in the window to indicate the grade level test to take, then click select all, the names of all of the students at that grade level will move to the right side of the screen. Next click Test Details in the bottom corner. Type in Level (grade level of the test, corresponds with the student s grade level) for the test name and choose the proctor of assessment. If the proctor has not begun testing then choose the student s classroom teacher. If the student s teacher has already administered that subtest, then the testing coordinator will be the proctor. Finally click Save. Repeat these steps each time a student needs to be added to the database based on their grade level information. Editing a Test Session to change the proctor or add a student to the session. Log on to the Riverside Publishing website: http://portal.riversidepublishing.com Choose the Tests tab Click on Find a Test Assignment Type the last name of the teacher of the test session or the name of the test session Find the session and click Edit The list of students in that session/class will appear Click Test Details and Proctor Scroll through the list and choose the correct proctor Setting Up Makeup Testing Sessions: Testing coordinators will need to create makeup testing sessions for students that did not complete all or part of a subtest with their classroom teacher. It is advised that the makeup sessions are created on the day the students will assess to make sure that they are present for the testing session. Log on to the Riverside Publishing website: http://portal.riversidepublishing.com Choose the Tests tab. Choose Create a Makeup Test. Chose the testing window then click Select Makeup Session Students in the bottom corner. 7
Search for the students either by name or by scrolling down the list. Select as many students as desired for the makeup session. Organize the makeup test sessions by grade level. Testing Coordinators can create any name they choose for the makeup sessions. If the testing coordinators desire, they can merge a test session if they want to test more than one group at the same time. The testing coordinator may not extend the testing window or a student s individual testing session. Fall & Spring To the Teacher: Directions and Script for Completing the Online Assessment REMINDER: Teachers are required to have shown the GMRT Student Overview Powerpoint to the before administering the assessment online. After entering the computer lab and making sure that all the students and the teacher have a computer, teachers will log onto the Gates-MacGinitie website http://portal.riversidepublishing.com, select the Proctor tab, choose the test session for their students and click the start session button to open the testing session. Next, begin the test session by reading the directions below: Today you will be taking the Gates-MacGinitie Reading Assessment. Listen carefully as I read the directions for taking the test. Test questions will be presented to you on the computer. Use the mouse to answer the questions and navigate through the test. Some questions will be easy and some may be difficult. Do your best to read each question carefully and to select the best answer. Navigation buttons appear at the bottom of the screen for each question. Clicking the Go On button takes you to the next question or screen. Clicking the Go Back button takes you back to the previous question or screen. The progress bar lets you know how many questions you have answered and how much time you have left to complete the assessment. Click the I Need Help button when you have a question. This will alert your teacher that you need assistance. Use this button wisely, as it 8
will not stop the time on your test. (For the comprehension subtest only.)for the comprehension subtest, each passage will appear on the left side of your screen. The questions will appear on the right. Use the scroll bar to see all of the questions that will be answered for each paragraph. You will not need to scroll through the passages. The red question mark boxes at the bottom of the page will tell you which questions you will need to answer for that passage. Now, I am going to give to each of you your student test ticket with your username and password. Look at the test ticket and make sure that your name appears on it. Please raise your hand if you do not have your own test ticket. Do not do anything else until I instruct you to do so. Using your Web browser, go to http://portal.riversidepublishing.com. It should be bookmarked on your computer. (Gates-MacGinitie Test) If it is not bookmarked please type in the web address carefully. (Make sure it is written on the board prior to testing.) The log in page is blue with Riverside Publishing in big letters at the top of the screen. (Make sure that all students are on this screen before proceeding.) Look at the log in screen. Enter your username and password exactly as it appears on your test ticket. Then click the Log On button. A blank screen for you to draw on with your mouse will appear. Draw on this screen until your teacher begins your test. Raise your hand if you are having problems logging on. Proctors will ensure that all students have logged on and will return to their computer. After I begin your test, you will see a welcome screen. Click the Go On button to proceed to the practice items. Read each practice question carefully and choose the correct answer. After you complete the practice questions, you will see a welcome screen with the number of questions you have to answer and the amount of time you have to finish this subtest. Keep this information in mind as you are working. If time runs out, your test will end and you will not be able to answer the remaining questions. Remember to use the I Need Help button if you have to ask me a question. When you get to the summary page, double check your answers and make sure you have answered all of the questions. Raise your hand and get permission from me before clicking the I m Done button. Does anyone have any questions? 9
When you are ready to begin click Go On and start answering questions. When you are finished sit quietly until I give you further instructions. Begin the testing session by clicking on the Start button in the top right hand corner of your proctor screen. (Everyone must begin at the same time.) Walk around the room, monitor students and as they work. Remember; do not pause a student s test session unless it is an emergency. After time has run out, finalize the test session by clicking the Finalize Session button in the top right corner of your proctor screen. The students who did not take the test today will make up the test with the testing coordinator. Collect everyone s test ticket. Provide your testing coordinator with the names, student ID numbers and the test tickets of everyone who did not take the assessment today. 10
Online Gates-MacGinitie Question and Answer Can students test tickets (usernames and passwords) be printed out by the testing coordinator? They can be printed out only from the proctor s screen. If the coordinator would like to print out the test tickets, they must log in as each proctor. Can I start each test one at a time? Yes, but it is not recommended to make sure that everyone pays attention to the oral directions and finishes approximately at the same time, all tests should begin at the same time. Use the start button in the top right hand corner of the proctor screen. Can the students use the computer after completing their test? No, the students may not use the computer. They can sit quietly and read or complete an assignment provided by their teacher. What do I do with the student test tickets after they have completed testing? Collect the test tickets and give them to the testing coordinator. He/she will properly dispose of them. What do you do if a student is absent during testing? There are two options: (1) If the window is open, the session has not been finalized and the teacher is available during their planning period; they can start the student s test session individually. (2) If the window is open and the teacher is unable to provide the make-up session, finalize the testing session and provide the testing coordinator with the name of the student and the name of the subtest. They will be added to a makeup test session. Provide the testing coordinator with a list of students who need to make up the test and give the coordinator their test tickets. What if a student is late to school and misses the beginning of their subtest? Can they take the subtest with their teacher/proctor later in the day before the tests are finalized? Yes, the student s teacher or proctor can start the test for the current class and then go back to his/her main proctor page and open up /start the session for the student that was late. Once that student has taken the subtest, he/she can take the second subtest with the rest of his class at the regularly scheduled time. Once a new test session is created, those students must remain in that new test session for both subtests. It is not recommended to create several mini test sessions and merge them with larger test sessions for convenience. Test coordinators will need to make arrangements to conduct make up test sessions. What if a student completes the first subtest during their scheduled time in the computer lab but does not complete the second subtest? Double click the name of the student on your proctor screen, void the subtest and then finalize the test session for the class. Provide the testing coordinator with the name of the student and the name of the subtest. What if a student shows up on your roster that is not in your class? The student needs to be moved to the correct class by the testing coordinator. What if a student was moved to a new class but is not showing up for the test session? The test assignment has to be updated to reflect the student s new class assignment. 11
What do I do if a new student has enrolled in my school from another RPS school? Please contact your schools Gates-MacGintie Testing Coordinator so that he/she can manually change the school of the student. Their username and password will remain the same. What do you do if you are finished testing, you are informed that the data is available online and you don t see data? Make sure that your test session is finalized and 24 hours has passed. If the session has been finalized, contact your test coordinator who will contact the District s Gates-MacGinitie Coordinator. What if the power goes out or the test stops unexpectedly? The test should automatically pause if you loose power. When the student logs back on, the proctor will have to start the session for the student and the test should start back where it left off. As the proctor, when can I pause a test? A test can be paused when a student needs to leave the testing session briefly for an emergency. Do not pause a test because the student raises their hand for a question. All students are encouraged to use the restroom before testing begins. The proctor is encouraged to have tissues available during testing. Pausing the test is allowable only after the student has indicated that they need assistance and the proctor has evaluated the situation to determine that the student has a true emergency. What happens if a student has not finished and the time has run out? If time has run out and the student is still taking the test, the screen will change and say thank you and the test will end. The student will not have to click the I m Done button and they will not see the summary screen. When can a proctor void a test session? The only time that this is allowable is if a student has taken one subtest but not the other. Void the test session so that the current test session can be finalized and the student can take the subtest as a makeup test. I see that I can merge sessions. When would this be appropriate? This button would only be used when a two groups are being tested at the same time in the same lab with the same proctor. This would more than likely apply only to makeup testing sessions. I see that I can add time to the test session. When is this allowable? Testing coordinators and proctors are not allowed to add time to a test session under any circumstances. 12
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