SAT School Day Fall 2017

SAT School Day Fall 2017 Test Administration Training October 2017

Contents Changes this Year Before the Test During the Test After the Test Billing

Changes What is new for 2017?

Changes for 2017 What s new? Prior to Test Day Schools can manage all materials online through TOS, eliminating the need for registration paperwork. Admission tickets are no longer issued, making test administration easier and more manageable. Centralized ordering and returning of materials allows schools, the test supervisor, to track test materials standard and nonstandard from ordering to return. Schools can use the test ordering site to order nonstandard materials for students whose requests were approved by College Board. Supervisors need to consult with the SSD coordinator on an ongoing basis to determine which students need to test with accommodations. The Nonstandard Administration Report (NAR), generated by the SSD coordinator on SSD online, has been enhanced to include all students testing with accommodations. Listed students are grouped together if they are able to test in the same room. 4

Changes for 2017 What s new? During the Administration The answer sheets have changed: Students will answer questions about themselves, their high school experiences, and their college plans on the answer sheet. This eliminates the need for a separate questionnaire form. They can also use their four free score sends by marking where they want to send their scores directly on the answer sheet. The answer sheet also includes a testing room code field. Assign a threedigit code to each test room to allow more timely identification of answer sheets related to any reported irregularities. All forms reference the six-digit school (AI) code. Test center codes are no longer used. To allow you to save time on test day, schools will receive answer sheets and related instructions in a separate, earlier shipment from the test books. Schools, districts, or states may also have submitted a file for pre-id/bulk registration labels, arriving separately, which the supervisor will need to apply before distributing answer sheets to students. Address is a required field in the pre-id/bulk reg file and students may update any changes directly on their answer sheet should the information change. Once the supervisor has received the preadministration materials (including labels, if applicable), they will schedule a session to allow students to fill in student background information and request their four free score sends before test day. 5

Changes for 2017 What s new? During the Administration Students approved to test with certain accommodations will no longer test using pink test books. See the Testing Materials Distribution Chart on page 5 of the SAT School Day Supervisor Manual to determine which students will test with what book and which manual applies to their testing. Students approved by the College Board to test with certain accommodations can be tested during a two-week accommodated testing window. Supervisors will work with the SSD coordinator to review the NAR to see which students are eligible for testing in the window. Schools may be providing printed support aids for English Language Learners (ELL) students such as translated directions or word-for-word glossaries. Supervisors will work with their school administration to determine which test takers might need these supports, and plan to provide them on test day. 6

Changes for 2017 What s new? After the Test Generating an invoice will be done on the test ordering site in the same place where supervisors order materials. You ll return all answer sheets for students listed on the NAR in the white Accommodated Testing envelope(s). Fee waiver cards will no longer be sent to your school. Supervisors will request the anticipated amount of necessary low-income students needing fee waiver benefits in the test ordering site, and after the test, the supervisor will identify eligible students. 7

Before the Test What should schools be doing prior to the administration?

Test Administration Preparing for the big day! Administration The SAT School Day s cycle of events culminates with the administration of the test. Schools and supervisors prepare for this administration starting with ordering materials. Once test materials arrive, the supervisor must check the materials immediately, confirming they not only received the correct amount of testing materials but the Supervisor s Kit, Supervisor s Manuals, Shipping Notice, Student Guides, and Pre-labeled Answer Sheet Return Boxes. Once the materials are checked, the boxes must be stored in a secure location until test day. 9

Choosing Test Rooms The perfect room What a room needs: Supervisors should plan to administer the test in areas that have adequate lighting; desks or tables with good writing surfaces and room for a test book, answer sheet, and calculator side by side; an easily visible clock; and separation from distracting noise or activities. Tablet-arm chairs must have a minimum writing surface of 12x15 inches (30x38 centimeters). Supervisors should select rooms that permit a distance of four (4) feet between students (measured from center of desk to center of desk). All students must face the same direction. Each testing room should have two timepieces to prevent mistiming. If there is no clock, associate supervisors must announce the time remaining for each test section at regular intervals to help students pace themselves. In rooms without boards, associate supervisors should make alternate arrangements to post the school code, test date, and start and stop times so all students can see them. Schools should not use a public address system to administer the test in more than one room simultaneously. A supervisor or an associate should be present in each room to read aloud instructions from this manual. However, schools may use a microphone or public address system in large testing rooms if students would have difficulty hearing instructions otherwise. Several days before the test, associate supervisors should make sure rooms are properly heated or cooled, all lights and clocks are working, and the general conditions are satisfactory. They should remove (or cover) any display that might provide assistance to students during the test. 10

Testing Room Materials Report Accounting for students and materials Testing Room Materials Report On Test Day, the Supervisor and Associate Supervisor(s) will complete a Testing Room Materials Report. This Report contains two parts. Part A accounts for test materials. Part B contains the seating chart and distribution of test materials. These forms are returned with the shipment of answers sheets in the gray envelope. 11

Testing Room Materials Report Accounting for students and materials Why it s important: It helps to ensure that, after breaks, students return to the same seats. If test books and answer sheets are collected in seat order, the seating chart can help identify whose test materials, if any, are missing. By assigning seats through a seating chart for the SAT, it prepares students for the same experience when they take the SAT. If a Supervisor must submit a Supervisor s Irregularity Report, a copy of the seating chart may help ETS determine how to handle the irregularity. 12

Scheduling the Administration Refer to page 21 of the SAT School Day Supervisor Manual Planning All students tested on-site must take the test at the same time in the morning. (Exceptions may be made for testing students with disabilities.) All School Day testing must begin at approximately the same time. Please don t deviate from the agreed-upon schedule by more than 30 minutes. Students should arrive by the regular start of the school day and go straight to the waiting area where you have instructed them to congregate. Admission to the testing areas starts at about 7:30am. All students should be in their assigned rooms by 8:00am. Schools cannot break for lunch and then resume testing. Testing at any other time is not permitted. Supervisors should check the school calendar to be sure no disruptive activities such as a fire drill, unrelated announcements on the public address system, or band practices occur during testing or next to the testing room(s). Supervisors should allow approximately three (3) hours for test-related activities, plus an additional 50 minutes for students taking the Essay portion of the exam. Associate supervisors will need about 40 45 minutes before the test to seat students, distribute test materials, and to have the students complete identifying information on their answer sheets. After the test, associate supervisors will need about 5 minutes to collect materials and dismiss students. Sample schedules are located on page 21 of the SAT School Day Supervisor Manual. 13

Preadministration Take some time to reduce the amount of time spent on test day. Hosting a session: SAT Supervisors have the option of having students complete the identifying information on pages 1-3 and 7-8 of their answer sheets before the test date. This can save up to 45 minutes on test day by holding this session. The session provides an opportunity to hand out the Student Guides and organize the answer sheets by testing room codes which will expedite distribution on test day. Schools hosting a preadministration session with Pre-ID/bulk registration labels will receive supplemental instructions explaining which fields still need to be filled in by students. 14

Selecting and Training Staffing Assistants Who should help and how? Associate supervisors and proctors: Schools that test more than 34 students will need assistants in addition to a supervisor. Select one associate supervisor for each test room. The ratio of students to staff in each room should not be more than 34 to 1. For rooms with more than 34 students, assign proctors to help associates. 15

Selecting and Training Staffing Assistants Who should help and how? Associate supervisors Associate Supervisors should be current or retired teachers, counselors, administrators, or other educators who are familiar with test administration. Each associate is expected to: read the Supervisor s Manual ahead of time to be thoroughly familiar with test procedures assume responsibility for test materials in an assigned room distributing, accounting for, collecting, and counting before dismissing students administer the test according to the manual s directions return test materials to the Supervisor when students are dismissed Proctors Proctors may be members of the school s staff or other adults who have been trained to help Supervisors and associate supervisors. Proctors do not administer the test but may: seat students distribute and collect test materials, monitor adjacent areas during rest breaks, and perform other assigned duties. 16

Selecting and Training Staffing Assistants Conflict of Interest There should be no conflicts: Neither the SAT supervisor nor any associate supervisor or proctor may be a member of the household or immediate family of a student taking the test on the same date, even if the student is testing at a different school. In such instances, the related student s scores are subject to cancellation. Immediate family is defined as parent, legal guardian, spouse, child, grandparent, grandchild and sibling. This includes stepparents and stepsiblings. A household member is defined as a person living in the same domicile as the person supervising or proctoring the test. The staff cannot be involved with paid coaching or test preparation for SAT preparation may serve on the staff administering the SAT in any capacity nor can they have taken any College Board test within 180 days of test day. Refer to page 11 of the SAT School Day Supervisor Manual for additional information. 17

Selecting and Training Staffing Assistants Training Make sure they are prepared: At the training session for associates and proctors, Supervisors should stress the need to prevent any student from having an unfair advantage over other students. They should review the regulations in the Supervisor s Manual and communicate any local arrangements and procedures for test day. Supervisors should highlight the following: Security of test materials Safeguard test books at all times: before, during, and after the test and during the breaks. Keep test books in sealed plastic bags until it s time to distribute them to students at the beginning of the test. At the end of the test, collect a test book and an answer sheet from each student. Account for all test materials before dismissing students. School code number Post the school s six-digit code prominently in the testing room so the students can copy it correctly on their answer sheets. Prohibited aids During the test (including breaks), students may have nothing on their desks but a test book, an answer sheet, No. 2 pencils with erasers, and, for math sections only, a calculator. See the prohibited aids on page 45 of the SAT School Day Supervisor Manual. 18

Selecting and Training Staffing Assistants Training Make sure they are prepared: Directions for administering the test Staff should be familiar with the Testing Room Manuals, the scripts section and the scripts to be read to students, as well as instructions for monitoring the breaks. Test monitoring responsibilities Staff should be ready to answer questions and to help students feel confident about procedures. They should not answer questions about test content. Staff must monitor students at all times during the administration and breaks. They should walk around the room while students enter identifying information on their answer sheets and during the test to make sure each student is working alone and on the proper test section. Staff must monitor students at all times during the test administration and breaks. No one involved in the test administration should read, grade papers, or engage in any activity unrelated to the test administration. Test day problems Staff should know procedures for handling irregularities to and notify the supervisor of any that occur as soon as possible. They should also submit a Supervisor s Irregularity Report (SIR), if instructed to do so on the Irregularity Chart. Student ID or Social Security number Inform associate supervisors whether the students should provide Student ID or Social Security numbers in answer sheet box 23. 19

Exam Shipment What s in the box? Contents of the shipments Schools will receive testing materials by approximately 5 7 days before test day. Supervisors should check on the shipment status of their order because materials may ship and arrive at different times within the window. Supervisors should monitor the date to ensure the school is open for accepting package and notify TAS if the delivery date needs to be changed. All testing materials, for both standard and accommodated testing will be shipped to the test supervisor, and may arrive in multiple shipments. The testing materials shipment of standard and nonstandard test books will be packaged in serial number order as follows: For SAT: SAT multiple-choice test books with purple covers in packs of 5 or 10. Individual SAT alternate test formats, such as braille, MP3 audio, ATC format, reader scripts, etc., and large-block answer sheets (if necessary). For SAT with Essay: SAT with Essay multiple-choice test books with purple covers and Essay books with a purple bar in packs of 5 or 10. Individual SAT with Essay alternate test formats with blue covers, Essay books with a blue bar. Includes braille, MP3 audio, ATC format, reader scripts, etc., and largeblock answer sheets (if necessary). 20

Exam Shipment What s in the box? What s included? The shipments may include: Shipping Notice. Standard SAT test books and/or standard SAT with Essay test books and SAT Essay books. Extra answer sheets Nonstandard materials, as ordered for individual accommodated students. Be sure to test each student with the correct materials as specified on the NAR. SAT School Day Standard Testing Manuals and SAT School Day Accommodated Testing Manuals as ordered. Box(es) or envelope(s) with pre-applied labels for returning used answer sheets. Loose preprinted UPS label(s) for returning all test books and unused answer sheets. School Day Supervisor Testing Materials Kit: SAT School Day Supervisor Manual. Forms and posters. Tape for materials return boxes. Envelopes for returning other critical materials. SAT School Day Student Guides, if you didn t receive them as part of a preadministration shipment. 21

Nonstandard Materials Order For students with accommodations SSD Orders Test materials for students testing with College Board approved accommodations will be easily distinguished from standard materials. The SAT School Day Accommodated Testing Manual will have a matching cover to make it easier to ensure that the correct manual is used with nonstandard test books. All non-standard test formats (such as braille, MP3, and reader s script), along with large-block answer sheets, will be shipped to the supervisor. The Supervisor should confirm that all materials ordered have arrived as soon as the shipment is received. All alternate test formats are available for all SAT test dates, including Braille, MP3, and assistive technology compatible formats. Students who have been approved for one of these formats should be tested on the same date as all other students at your school. 22

During the Test What happens during an administration?

Test Day Incidents When incidents occur Supervisors and proctors have the authority to take appropriate measures to maintain order and security in the exam room. It is not necessary to complete a Supervisor s Irregularity Report (SIR) for all situations; however, the Irregularity Chart should be closely followed. 24

Test Day Incidents Incidents that require a SIR Reported Incidents A Supervisor s Irregularity Report (SIR) must be completed for the incidents listed on pages 42-48 of the 2017 SAT School Day Supervisor s Manual (unless stated otherwise). Advise the Supervisor, Associate Supervisor and/or Principal to follow the procedures outlined in the columns What you should do and How to fill out the SIR If a student s behavior during the exam disturbs others (e.g., the student exhibits rude, belligerent or disruptive behavior), advise the associate supervisor to write up the incident dismiss the student and that his or her scores will be canceled. In suspected cases of misconduct, if the proctor does not dismiss the student(s), advise the Supervisor/ Principal to include the exam materials in question with a Supervisor s Irregularity Report (SIR) and describe, in detail, the specific circumstances. Note the names of those who are suspected of misconduct. In the case of suspected copying, enter the names of the suspected copier and the person whose work is suspected of having been copied. 25

Test Day Incidents Incidents that require a SIR Examples of administration incidents: Opening or looking through the exam booklet before the exam begins Attempting to remove exam booklets from the room Giving or receiving assistance of any kind, including access to books, notes or exam materials during testing or breaks Using aids, such as a dictionary or calculator, when they are not permitted Using electronic equipment (cell phone, smart phone, smart watch, laptop, tablet computer, etc.), portable listening or recording devices (MP3 player, ipod, etc.), cameras or other photographic equipment, devices that can access the Internet, or any other electronic or communication device Disturbing other students Working on the wrong section of an exam Working longer than the time permitted for the exam Refusing to adhere to testing regulations Illness 26

Unforeseen Test Day Issues When you can t predict what will happen Unforeseen Issues: This category covers unusual activities that disrupt exam administration and are beyond the control of the testing site staff. Outdoor noise Disruptive behavior/misconduct Emergencies Power outage Fire drill Weather: Storm, Fog, Flood Fire Bomb scare Latecomers* Family issues 27

Latecomers When to admit and when to turn away Latecomers Admit latecomers at the school s discretion, if they will be able to assign them to a room where the associate supervisor has not yet begun the timed testing, or if they have set aside a late-arrivals room for testing groups of students who arrive late. A few things to note about admitting latecomers: Admittance to the late-arrivals room shouldn t be allowed after standard testing rooms have begun their first break. Ensure that testing in any late-arrivals room begins early enough to end before your normal school dismissal time. Allowing late arrivals to test is not recommended if your school contract allows both SAT and SAT with Essay. Do not, under any circumstance, admit students to a testing room once the timed portion of the test has begun. 28

SIRs Supervisor s Irregularity Report How to fill out a SIR Refer to the Supervisor s Irregularity Report Chart (pages 42-48 of the SAT School Day Supervisor Manual) for procedures on managing irregularities. The Supervisor should note the following: Pages 40-48 outline the procedures on managing irregularities. The Supervisor and associates should review these pages in advance so they know how to handle such situations for individuals and groups of students. The Supervisor s Irregularity Report must be completed and returned with the affected answer sheets. For irregularities related to testing accommodations for students with disabilities, the Supervisor s Irregularity Report and the Nonstandard Administration Report (NAR) must both be completed and returned together in the Gray envelope. 29

After the Test What should a school be doing after the administration?

Makeups How and when schools will order their materials Ordering through TOS When placing their initial order, schools will indicate a makeup date Schools may not be able to administer the exam due to unforeseen events or they may have students absent on test day. If this occurs, the supervisor will be able to log into TOS on test day and order materials for the makeup. The order flow follows the same ordering slow as the primary test date. Schools will not be able to request fee waiver benefits for low-income students in the makeup order flow as the supervisor should have ordered the fee waivers for the entire testing population during the ordering for the primary test date. 31

Makeups Ordering through TOS How and when schools will order their materials 32

After the Test What s next? Returning Materials Supervisors must return exam materials immediately, but no later than the next school day after the test administration. Failure to return answer sheets promptly may delay score reports for students and schools. The Supervisor should be sure to check the packaging label to confirm that they are sending the SAT material to the correct address. Materials shipped to Cedar Rapids, IA: Used answer sheets White Accommodated Testing Envelope, including the NAR Gray Envelope, including SIRs and affected materials The Supervisor Report Form Materials shipped to Ewing, NJ: Nonstandard testing materials Test books Essay books Unused answer sheets 33

Returning Materials How to pack the box 34

Returning Materials How to pack the box 35

What happens next? After materials are returned Schools will be able to pay for their exams after materials have been returned. Some states and districts have specific instructions for schools to complete their remittance. Students will add score sends to their registration, if they did not do it on test day. Schools will indicate students eligible for fee waivers. Districts, schools and students will receive scores. 36

Billing What can schools do that is new?

Invoices and Payments Billing after test day If a school is not redeeming fee waiver benefits for lowincome students, the supervisor will be able to complete the remittance in TOS as soon as testing has completed. 38

Invoices and Payments Fee Waivers If a school is redeeming fee waiver benefits for low-income students, the supervisor will need to wait until 12/4 for a roster of students to be generated in TOS. This will allow the fee waiver benefits to be tied to specific students, unlocking benefits such as the Student Answer Services and the four additional free score sends. 39