Best Practices for
State Mandated Student Assessment
Atkinson County School System
--------------------Prior
to Receiving Test Materials in the School----------------
1.
Assign a school administrator as the School Test Coordinator.
 An administrator has supervisory authority over the Test Examiners. It is very difficult for a
peer to require a peer to follow instructions or to discipline a peer.
2.
Assign a certified school person to be the Assistant School Test Coordinator.
3.
Ensure the School Test Coordinator and Assistant School Test Coordinator receives training
from the System Test Coordinator.
 Both need to receive training in case one of them is absent during testing.
a. Should have initial training on GaDOE Testing Division Handbook policies and procedures.
b. Training should include locally developed policies and procedures.
c. Should have training immediately prior to each test administration on specific test procedures
and policies related to the upcoming test.
d. School Test Coordinator and Asst. Coordinator train all school administrators on GaDOE
Handbook protocol, locally developed policies and procedures, and specific test procedures.
 Testing should be a school effort involving all positions. Due to emergency situations every
administrator needs to know the rules and procedures. They need to know where to find
information and detailed guidelines.
e. Confidentiality/security requirements in GaDOE Testing Handbook are explained and
appropriate forms signed indicating that this information was reviewed.
f. Evidence that training has taken place at the LEA must be at the county office before test
materials are picked up.
4.
Ensure the establishment of a school program and schedule where all school level Test
Examiners, Proctors, and Monitors will be trained in proper test administration.
(Note: Test Examiner refers to the person giving the test to the student.)
a. Prepare agendas and training material for training sessions. (Retain a file copy for
documentation.)
 Include confidentiality training as presented in the GaDOE Testing Handbook and assure
that appropriate forms are signed indicating each Test Examiner, Proctor, and Monitor
reviewed this information.
b. Train all Test Examiners at the same time on the procedures for each test administration.
 Every Test Examiner needs to hear all discussions and Q & A for a test cycle. This ensures
that everyone receives the same training.
i. Training must be done prior to each test specific to the test being administered.
o Each test has different requirements.
o Previous training or previously giving the test does NOT substitute for current training.
o Everyone needs a review of procedures and needs to know changes for the current year.
ii. Train extra Test Examiners for emergency situations.
o Unexpected absences or unforeseen needs will be less confusing and stressful if training
does not have to be done at the last minute.
c.
Train all Proctors in their roles and responsibilities.
 Proctors need to know what to look for and what they can do and cannot do during a
testing session.
 Train proctors on appropriate ways to address issues or incidents that they think are
inappropriate in their testing site.
Updated 01/03/2013
Best Practices for State Mandated Student Assessment
d.
e.
f.
g.
h.
i.
Train all Monitors in their roles and responsibilities. (Test area monitors, hall monitors,
material handling monitors, etc.)
 Monitors are not helpful if they don't understand what service they are to provide.
Prepare sign in/out form for training participants for all training sessions. (Retain for
documentation.)
 Participants sign in at the start of the training session, and they sign out when they are
leaving the training site. This verifies that the participant was present for the entire
training session.
Verify that all potential Test Examiners, Proctors, and Monitors have been trained.
Ensure a Proctor is assigned to each Test Examiner who is administering the test to students
he/she teaches.
 This serves as a safeguard for teachers.
 Use the most skilled Proctors in testing sites of greatest concern.
 If Proctors are not available consider teachers swapping students for testing purposes.
All school administrators as well as Test Examiners must receive training.
 Testing should be a school effort involving all positions. Due to emergency situations
every administrator needs to know the rules and procedures. They need to know where to
find information and detailed guidelines.
Training should include the need for immediate reporting of incidents that impact test scores
and the procedure for reporting.
5.
Establish testing rosters for each testing site listing Test Examiner and Proctor assigned.
(Keep for documentation.)
a. Test Examiners and Proctors cannot administer or monitor testing in the site where their
personal children or grandchildren are testing.
b. Rosters in some cases may change day to day depending on accommodation needs or if Test
Examiner changes during testing cycle. Rosters should change to reflect these changes.
6.
Prepare a master list of students and their accommodations which is verified and signed by
School Test Coordinator and the following personnel based on involvement: Special
Education Department designee, ELL designee, or 504 designee.
7.
Train in a second session Test Examiners who will be giving test accommodations.
 Test accommodations are very specific and should be understood clearly. This training becomes
more important when a person not familiar with the student is giving the test.
 Be sure there is a sign in/out form for participants to verify attendance.
a. Review the accommodations to be given.
b. Review how the accommodations are to be given.
i. Detailed instruction should be given for how to give an "oral reading" accommodation
which means the Test Examiner is reading the test to the student.
 It is important that "oral reading" has been done this way in the regular classroom so
that the student is familiar with this testing accommodation.
ii. Practice in the oral reading of the math test is necessary for appropriate administration.
 The use of this accommodation in the regular classroom should closely follow the
testing procedure to ensure students are not confused during testing by the "oral
reading" directions.
iii. How many times an item, passage, or answer choices may be read should be clarified.
 Test Examiners may need to write notes in the testing booklet to remind them of the
number of times a portion can be read aloud.
iv. Proper voice tone and inflections, as well as timing, should be reviewed.
c. Review who will receive those accommodations.
d. Provide in writing to the Test Examiner a list of students and the accommodations that are to be
given to each.
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Best Practices for State Mandated Student Assessment
i. Have Test Examiner sign and date that they received the accommodation notification.
ii. Emphasize that accommodations may not be altered but must follow IEP, IAP, or TPC
plans.
iii. Test Examiner must give the accommodation written in the plan! No options!
 Some accommodations by nature may not be needed. (i.e., extra time when student
finishes within allotted testing time, but student is offered extra time.)
e. The School Test Coordinator is the only person allowed to add to or delete a name from the
roster of an accommodated test site.
 This serves as a safeguard for individual Test Examiners who have teachers who may want
to alter testing conditions without the School Test Coordinator's permission.
i. Any addition/deletion must be confirmed with appropriate personnel.
ii. School Test Coordinator should sign and date roster when adding or deleting a name on the
roster.
8.
Establish a secure storage area for test material at each school testing site.
a. Limited access to area.
b. Locked at all times
c. Keys controlled by principal.
d. Limit the number of keys to secure area.
9.
Establish a security procedure for transporting test material from the system secure site to the
school(s) secure site(s). Date and time stamp departure and arrival times.
------------------ After Receiving Test Materials in the School -----------------10.
Ensure the integrity of the secured storage area
a. Keys signed in/out with times
b. Personnel entrance to storage area signed in/out with times stating the purpose of their entrance
to the area. (Access Log sample)
 The School Test Coordinator or trained designee appointed by the Principal should be in
the secure storage area whenever any other staff member is in the room.
11.
Assign two or more people to be present at all times when verifying, counting or assembling
test materials.
a. No one should be alone with the testing materials.
b. Personnel involved should sign in/out indicating times, dates, and purposes when with testing
materials.
12.
Manually count all packages of material comparing to invoice.
a. Report discrepancies from packing slip immediately to System Test Coordinator.
b. System Test Coordinator verifies shortage and/or overage and reports to GaDOE and/or the
testing company.
13.
Manually count contents of each package comparing to package count indication.
a. Packages remain intact.
 Packages should not be opened until final stages of preparation for test day.
b. Only cut corner of answer document shrink wrap to count individual sheets.
c. Count test booklets by spine seen through packaging. Do NOT open shrink wrap on test
booklets.
d. Label package with correct count if error found.
e. Have Test Examiner verify count recorded when package is opened for testing or when
packages are broken by School Test Coordinators to prepare for individual testing site
containers.
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Best Practices for State Mandated Student Assessment
f.
Notify System Test Coordinator of correct count. System Test Coordinator will then notify
GaDOE and/or testing company.
14.
Cease all specific test prep/review activities when testing materials are moved to the school.
 Once testing materials are in the school, you don't want it to appear that teachers have access
to test questions and now are prepping students based on what they have seen in test booklets.
 Lesson plans can be used to support when a topic was taught and what examples, problems, etc.
were used. For example, if writing topics are used from website sources, print that page with a
date mark and place in lesson plans to verify source in case the test writing topic is similar to
one the teacher used in class.
15.
Prepare containers at each school for each testing site within the school with the exact
quantity of materials the Test Examiner will need.
 This lessens the opportunity for a test booklet or answer document to be misplaced or taken by
anyone.
 This process reduces the chances that teachers will preview the next test if an extra booklet is
available.
a. Ensure test security and limited access during this process.
b. Pull test booklets with the same test form number for “oral reading” groups.
 If a group has an accommodation of "oral reading," then the students must have the same
test form.
c. Place testing materials in containers based on state and testing company directions.
 Test booklets may be random form numbers to be given to students in same manner.
 Testing containers should be kept in secured area until given to Test Examiner and then
should be returned to secured area promptly after testing.
d. Prepare a form with inventory numbers (count) for each type of testing material in the container
for the Test Examiner to verify and sign that the count is correct in his/her container. This is
done in the presence of the School Test Coordinator or designated personnel.
 Once a Test Examiner signs verifying or correcting the material count, it is the
responsibility of the Test Examiner to return the same number to the School Test
Coordinator.
i. Verification is done in the presence of the School Test Coordinator or designated personnel.
ii This is done daily before and after the test is administered.
iii. Form should have place for corrections to count to be noted and verified.
iv Verification form should include time and signature for signing out materials and for the
return of materials.
16.
Have teachers remove/cover all instructional materials from walls, cabinets, desks, etc.
 This should be done at least a week prior to testing so students are not disrupted by a change in
environment.
17.
Principals should verify that all instructional materials have been removed and that windows
have been uncovered.
 A walk through by the principal a day or two before testing ensures that testing sites that are
not properly cleared can be cleared and verified in time for testing.
18.
Schedule all test sites in areas where there is easy access for Monitors.
It is essential that Monitors can walk in and out of testing sites without disrupting students.

19.
20.
Prepare a schedule so that hall Monitors are available to all test sites on a regular patrol.
Develop a sign system so that Test Examiners can notify hall Monitors when assistance is
needed in their testing sites.
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Best Practices for State Mandated Student Assessment



i.e., Give Test Examiners red paper with tape to post outside the room when they need to talk
with Monitor. Blue paper might indicate materials needed.
Hall Monitors must be available to quickly address any needs that arise.
Plan for additional materials to be near by and available if needed.
21. Put student desks/tables in positions to discourage communication and cheating among
students.
 This arrangement should be done several days prior to testing in order not to disrupt the
environment on test day.
a. If tables must be used, stagger or limit the number of students at the table.
b. Dividers may be used on tables, if needed. (These need to be used throughout the school year to
accustom students to this approach.)
c. Each student should have a defined space for testing.
d. If online testing is done, a student's computer screen should not be viewable by other students.
 Consider positioning students on every other computer or placing partitions between
computers.
 If computer students are facing one another, develop a plan for monitoring communication
between students.
--------------------------------- During Testing --------------------------------22.
Provide pencils to students that have erasers that will not smear or smudge. Be sure they are
# 2 non-mechanical pencils.
 White erasers usually are the best. Try your choice of pencil to determine its success in erasing
without smearing before use in a test administration.
23.
Have each student sign a roster that gives the book and form number of his/her test booklet
beside the student name when test booklets are first given to students. Have students and Test
Examiner verify numbers.
 This makes students and Test Examiners aware that students should receive the same book each
day of testing, if multiple days of testing.
 An easy way to do this is to have students sit in assigned seats and always distribute and pick up
the booklets and answer documents in the same order, but students should always be reminded
to check their booklets and answer documents to verify their names.
24.
Ensure that student name and required information has been accurately bubbled and printed
on answer document.
 This should be done on the first day of testing so that students are assured they have their
personal answer document each day.
a. Student labels may be added at the end of testing, but student names must be on test booklets
and answer documents during testing.
b. Student labels must be reviewed to ensure they contain correct information for each student.
25.
Record the start and stop time of each testing session and/or section. This should be done by
each Test Examiner.
 This is important to determine if students received too much time or too little time.
 Review these daily to provide opportunity to adjust an examiner's practice.
26.
Ensure that the script (instructions for students in the manual) is read exactly as directed and no
deviations are made during the testing process.
27.
Ensure Test Examiners and Proctors walk routinely by student desks monitoring that
students are following instructions, are in the appropriate test sections, and answering in
appropriate section of answer document.
5
Best Practices for State Mandated Student Assessment

This can stop a situation before it becomes a big problem. It also stresses to students that
testing is important.
a. Test Examiners should not be on the computer during testing.
 One of the Test Examiner's main responsibilities is to monitor at all times while students
are testing.
 Staying off the computer also discourages saving test questions or testing notes in this
manner.
b. Test Examiners should not be grading papers, reading, or otherwise engaged during testing.
 Test Examiners have duties and responsibilities related to testing.
28.
Ensure the Test Examiner maintains a testing site Incident Log Sheet noting any unusual
occurrence in the testing site that could cause an inflated or deflated score.
 This is a safeguard for the Test Examiner. The more recorded the better informed for a later
inquiry.
a. Incident Log Form sample
b. Examples when form is to be used.
 A student gets off line and erases several answers to get back on track.
 A student puts answers in the wrong section, moves answers to new location, and erases
original marks.
 Student gets sick and/or goes to restroom during test.
 Diabetic student needs care during test.
c. School Test Coordinator and/or Principal should review log sheets daily.
 This aids administration in assessing if unusual or unacceptable situations are occurring in
the testing site before testing is completed. In some cases, it can save having to invalidate
the entire test.
i. Initial and date each review.
 This will stop additions or changes to the log on subsequent days.
ii. Look for situations that can be improved and notify Test Examiner.
29.
Provide a form that the student and witness sign at the time of transfer, if a student’s answers
must be transferred to a new answer document (due to erasure holes, soiled or torn answer
document, etc.).
a. The form verifies the reason for transfer.
 Sample Transcribing or Scribing Form
 This is for the protection of the people involved.
b. The student transfers own answers unless there is a reason that it is not reasonable for the
student to do so. (Student is too young, sick, unavailable, or time issues.)
c. Student signs form indicating that he/she moved answers.
d. If adults transfer the answers, one transfers and the other verifies that answers were
appropriately transferred. Both sign form as witnesses.
e. The transfer of answers should be done by the School Test Coordinator, Assistant Test
Coordinator, and/or school administrator with the assistance of another certified person.
f. All transfers done by certified personnel.
30.
Instruct Test Examiners, Proctors, and Monitors NOT to read a student test unless they are
providing an “oral reading” exam or a Braille administration.
31.
Report any problem with a student test booklet to the School Test Coordinator immediately.
 This is to ensure that if a replacement booklet is needed, the correct form and grade level will
be provided.
32. Instruct Test Examiners, Proctors, and Monitors NOT to discuss test questions or answers with
anyone, including students.
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Best Practices for State Mandated Student Assessment

Some teachers think if students raise questions, then it is alright to discuss. Explain that
teachers should respond, "I'm not allowed to discuss the test questions and answers with you."
33.
Report any concern about a test question or an item’s answer choices to the School Test
Coordinator who will relay the information to the System Test Coordinator who will notify
GaDOE.
34.
Verify that testing procedures and protocols are being followed in the testing site by requiring
Monitors to enter a testing site routinely.
 This is for the protection of teachers and to ensure that all students receive a fair and
appropriate testing environment.
35.
It is advisable that school personnel including School Test Coordinator, Assistant Test
Coordinator, or school administrators should not be in the school building at night, on
weekends, or on holidays while testing materials are in the building. Definitely, they should
not have access to secured testing materials.
36.
Test Examiners should contact the School Test Coordinator immediately if any situation
arises that might impact test results.
 The STC with the aid of the System TC may keep the test valid if GaDOE can be contacted and
instructions followed. If the Test Examiner waits too long, then the situation is not salvageable.
37.
School Test Coordinator should contact the school Principal immediately if any situation
arises that might impact test results.
 It is necessary for the protection of the School Test Coordinator and the Principal, because they
are responsible for notifying the System Test Coordinator and parents.
 School Test Coordinator and Principal should plan their schedules to be available to examiners
and easily accessible throughout the test administration.
 If an absence of a School Test Coordinator or Principal is necessary, a designee should be
provided and announced to Test Examiners on that day.
38.
Each day announce to students and staff what test or test section will be completed that day.
 Students can help Test Examiners be sure they give the correct test on the correct day, if
students are informed.
39.
Make-up testing must be done using the same testing procedures as the original testing.
 Make-ups must be monitored closely because this is the area where many accommodations are
forgotten, overlooked, or abused.
 Make-up tests may require individual testing situations, has little oversight, and can encourage
cheating.
------------------------------- After Testing ------------------------------40.
Test document cleanup must be done in a group setting with the School Test Coordinator.
 The GaDOE and the testing companies insist that stray marks should be removed for accurate
scoring. Doing this process in a group gives oversight and witnesses to the process, which
limits the opportunity for answer changing.
a. Test Examiners should not clean up the documents of their students or the students they tested.
b. If major clean up must be done, then a witness must verify what is done.
c. Have a sign in/out sheet to document all personnel present indicating the beginning and ending
times and the purpose.
41.
Testing materials should be collected and verified promptly after each testing session.
7
Best Practices for State Mandated Student Assessment

The count upon return from the testing site is essential to determining when or what has been
lost. If the count is correct, the Test Examiner has the protection of the documentation that all
materials were returned.
42.
Keep materials secured until return to System.
 Security after testing is as important as before testing.
43.
Return testing materials to System via a secure procedure as soon as possible and document
date and time for departure and arrival.
 The fewer weekends and nights that materials are left in the school, the less opportunity for
material lost or problems to arise.
44.
Testing materials should be collected by the system and counts verified for return to
state/companies.
 The system should verify the correct counts have been returned by the school. This protects
school and that system is satisfied staff can serve as notification of missing materials.
45.
Materials returned from schools should be signed for and dated by a System Test Coordinator
or his/her designee and placed into the system’s inventory.
 This protects school personnel responsible for returning materials to the state/companies.
46.
Package answer documents noting on a master list the box number with a list of the classes
submitted in that box.
 This allows you to research if a group of answer documents are not scored or lost.
 Scoring anomalies may be reviewed.
47.
Package testing materials for return recording the box number and what materials are
returned in that box. This would include book numbers.
 This allows you to verify that materials were returned and what box to direct the company to
locate in order to challenge a loss of materials notice from GaDOE or the testing company.
 This also allows for comparison of materials recorded with shipping weights on billing charges.
48.
If school is responsible for packaging materials for return to state/companies, then the system
should spot check matching numbers and recorded contents for accuracy.
49.
Assure that all shipping directions and time lines are followed.
50.
Secured test documents for shipping should be maintained in a secure location, never "left at
main desk" for pickup by a carrier.
51.
Establish a procedure for the School Test Coordinator or School Administrator to sign for
student scores (hard copy and electronic) when they are returned to schools to encourage
security and confidentiality.
 This also serves as the date stamp for the length of time school personnel took to report scores
to parents and students, if that information is to be shared within a certain time frame.
52.
Establish a procedure to distribute test scores to schools, teachers, and parents to ensure the
protection of individual student test scores based on confidentiality laws and requirements.
53.
Electronic files should be kept in secured manner with confidentiality stressed.
 This information if on school servers or individual computers should have security measures
implemented to safeguard the contents against unauthorized access.
54.
Retain all testing rosters, lists, signatures, agendas, sign-in/out sheets, logs, and other
system/school materials for documentation purposes.
 Make copies of forms/reports that must be returned to GaDOE or the testing company.
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