School-Day SAT®
Test Center Supervisor
Training
2009-2010
Welcome to the SAT Team!
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.
2
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
3
Agenda
•
Introduction
–
–
–
–
–
•
–
–
–
Planning Activities
Recruiting Staff
The Online Attendance
Roster
Test Center Setup and
Materials
Test Day Activities
–
The Value of the SAT
What Does a Supervisor
Do?
Your SAT Partners
SAT Terms
The Blue Training Folder
Preparing for Test Day
–
•
–
–
–
•
After the Exam
–
•
4
Schedule and Test
Materials Distribution
Student Check-in
Managing the Testing
Room
Testing Room Security and
Reporting
Reporting and Returning
Materials
Wrapping Up
Why offer the SAT?
Why Offer the SAT?
Primary Factors in
Additional Factors
admission decisions • Extracurricular
•
Activities
Quality/Rigor of
Academic Courses
•
Academic
Performance/ Grades
•
Test Scores (SAT,
SAT Subject Tests,
AP®, etc.)
6
•
Essay(s)
•
Letters of
Recommendation
•
Demonstrated
Interest
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 1609-771-7137
• ssd@info.collegeboard.org
Office of Testing Integrity (OTI):
• (609) 406-5430
7
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).
8
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
9
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
10
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)
11
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).
•
12
Using the Right Test Materials
•
•
•
13
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.
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.
•
14
The Supervisor’s Kit
Forms
• Posters
• How-to for
returning
materials for
scoring
• Tape, shipping
labels and
envelopes
•
15
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
16
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
18
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
19
Associate Supervisor Responsibilities
1.
Prepare by reading:
Part 2 of the manual, “In the Testing Room”
– Tips for Preventing Security Breaches
–
2.
3.
4.
5.
6.
7.
8.
Use the correct script (standard vs. nonstandard)
Read all instructions to test-takers verbatim.
Ensure the use of #2 pencil
Strictly time and post times for test takers on each SAT test
section.
Account for used/unused test materials and prepare
seating chart
Monitor test-takers to prevent security breaches.
Report irregular incidents on the SIR.
20
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.
•
21
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.
2.
3.
4.
5.
6.
General responsibilities of each position
Equipping the testing room
Maintaining security in the testing room
Timing the test and giving breaks
Calculator policies
Testing room forms and reports
22
Note :
Encourage staff
to read the
Irregularity chart
and the scripts.
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”
23
Main Menu
• Click the drop
down arrow to
select the
program
24
Selecting Your Admin
• Click “View
SAT Test
Center
Rosters”
25
Selecting Your Admin
• Enter Test
Center
Number and
Test date
(032010)
• Click
“Submit”
26
Options Menu
•Select
Attendance
Rosters
•Click Submit
27
Options Menu
• Select All
Rosters so
that you can
see SSD
testers as
well.
• Click Submit.
28
Selecting the Roster Type
29
Selecting Printer Version
Select the
printer version
30
Sample Printed Roster
Your printed
version
should look
like this.
31
Formatting the Roster into Excel
Highlight All and Copy into Excel
32
Formatting the Roster into Excel
33
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
34
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).
35
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.
36
How to Arrange Seating
37
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.
38
Seating Guidelines
39
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.
40
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.
•
41
Using the Shipping Notice
Requested Sample Shipping Notice
42
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.
•
43
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
44
Counting the Test Materials
Test materials should be counted often!
1.
2.
3.
4.
5.
Count them upon receipt (supervisor)
–
Report any discrepancy to TAS immediately
Count them when distributing materials to Associate
Supervisors on test day (supervisor)
Count them after materials have been distributed to
the test takers (associate supervisors)
Count them before test takers are dismissed from the
testing room (associate supervisors)
Count them when preparing materials for return
(supervisor)
45
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
46
Break
Test Day Activities
for 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.
UPS pick up of used answer sheets and critical reports
(by pre-arrangement)
49
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.
50
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.
51
Associate Supervisor’s notations on
the ASRF
The seating
chart is
found on
the back of
the
Associate
Supervisor’s
Report
Form
(ASRF)
Test book serial number
52
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.
53
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.
•
54
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
55
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.
•
56
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.
57
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
58
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.
59
Marking the Rosters
60
Marking the Rosters
61
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.
62
Completing the Roster - Standard to
Nonstandard Changes
63
In this section…
We’ve learned about:
 Admission Procedures
 Standby students
 Marking the rosters
64
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.
•
66
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.
67
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
•
68
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
69
Standard Testing Room Timing
3 hours and 45 minutes of actual testing time
– Doesn’t include breaks, set-up time, or wrapup time
• 10 sections
•
–
Sections 1-7: 25 minutes each
–
Sections 8-9: 20 minutes each
–
Section 10:
10 minutes
70
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
71
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 drinking
near testing materials
• Nonstandard breaks:
•
–
Give approved extra breaks between SAT sections
– Extended breaks can usually be 10 minutes long
72
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
73
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
74
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.
75
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
76
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.)
77
Supervisor Irregularity Report
School-Day testing is
treated as a MARCH test
Reminder:
All SIRs should be complete,
explicit and include a detailed
description of the incident and all
individuals affected.
WHEN IN DOUBT FILL ONE OUT!!
78
Supervisor Irregularity Report, Continued
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
79
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.
80
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.
81
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
82
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
84
A Chart of Forms to Return
Form Name
Purpose
Supervisor Report Contains counts of used answer
Form (SRF)
sheets
Attendance
Roster
Filled Out By
Supervisor
Contains information about test takers Supervisor or
who were absent or present for the
Associate
test and also includes standby test
Supervisor
takers
Associate
Contains information about the test
Associate
Supervisor Report materials that were used in the testing Supervisor
Form (ASRF)
room, the seating chart, and
staff/proctors assigned to room
85
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
86
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.
87
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).
88
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.
89
Labels for Returning Used Answer Sheets
Use the label with the
Austin, TX address and
the Description of AS
Returns
90
Labels for Returning Used Answer Sheets,
Continued
NOTE: There is a
second return label
to indicate the number
of boxes shipped
91
Label for Returning Test Books
92
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
93
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 SchoolDay 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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