2 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.
3 Objectives We want to make your job easier by: Covering what you need to know to run a smooth test day from start to finishSummarizing the information you need for training your staffAnswering your questions about administering the testsDirect you on how to get further information and share your concerns
4 Agenda Introduction Preparing for Test Day Test Day Activities The Value of the SATWhat Does a Supervisor Do?Your SAT PartnersSAT TermsThe Blue Training FolderPreparing for Test DayPlanning ActivitiesRecruiting StaffThe Online Attendance RosterTest Center Setup and MaterialsTest Day ActivitiesSchedule and Test Materials DistributionStudent Check-inManaging the Testing RoomTesting Room Security and ReportingAfter the ExamReporting and Returning MaterialsWrapping Up
5 Why offer the SAT?Ask the audience why they offer the SAT. Ask it whole group. Some comments that may arise is to increase a college-going culture, or to give their kids a home school advantage on test-day. Others will say the central office is making them do it. Acknowledge that reality. Guide the conversation to the SAT as being the first step on the road to college.
6 Primary Factors in admission decisions Additional Factors Why Offer the SAT?Primary Factors in admission decisionsQuality/Rigor of Academic CoursesAcademic Performance/ GradesTest Scores (SAT, SAT Subject Tests, AP®, etc.)Additional FactorsExtracurricular ActivitiesEssay(s)Letters of RecommendationDemonstrated Interest
7 Your Partners in Administering the SAT Services for Students with Disabilities (SSD):option 1, orOffice of Testing Integrity (OTI):(609)The College BoardSAT ProgramEducator SAT Helpline1-888-SAT-HELP ( )Educational Testing Service (ETS)Test Administration Services (TAS):
8 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 administrationSSD – 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).
9 What Does a Supervisor Do? Ahead of test day, you prepare for testing. This includesReviewing 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
10 The School-Day Testing Manual School Day Testing Manual, Part 1: Managing the Test CenterSecurity and monitoringWorking with school administration to set up testing rooms, alter test day schedule, and prepare for test dayTraining staff and preparing studentsAdmitting students, reporting, and more
11 The School-Day Testing Manual, Continued Part 2: In the Testing RoomTesting room policiesTiming chartsColor-coded scripts:Standard (tan)Nonstandard Type I (pink)Nonstandard Type II (purple)
12 Testing Room TypesStandard – 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).
13 Using the Right Test Materials The standard room materials are tan.The test in the tan book is 10 sections long and takes 3 hours 45 minutes (excluding breaks and set up time.Always use the tan scripts with the tan books.
14 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.
15 The Supervisor’s KitFormsPostersHow-to for returning materials for scoringTape, shipping labels and envelopes
16 In this section… We learned about: The Value of the SAT What Does a Supervisor Do?Your Partners in Administering the SATCommon SAT Test Day TermsThe Supervisor’s Kit
17 Preparing for Test Day“In the next section, we will talk about the tasks you need to do before test day.” Ask the audience some things they need to do before test day. If time allows, also ask which of those tasks they have started.
18 Planning activitiesEstimate 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
19 Staff Roles and Responsibilities ResponsibilityTest Center SupervisorSupervise all phases of examAssociate SupervisorAdminister exam in the testing roomRoom ProctorAssist Associate SupervisorHall ProctorMonitor test takers outside testing room
20 Associate Supervisor Responsibilities Prepare by reading:Part 2 of the manual, “In the Testing Room”Tips for Preventing Security BreachesUse the correct script (standard vs. nonstandard)Read all instructions to test-takers verbatim.Ensure the use of #2 pencilStrictly time and post times for test takers on each SAT test section.Account for used/unused test materials and prepare seating chartMonitor test-takers to prevent security breaches.Report irregular incidents on the SIR.
21 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.
22 Training Your StaffSchedule 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):General responsibilities of each positionEquipping the testing roomMaintaining security in the testing roomTiming the test and giving breaksCalculator policiesTesting room forms and reportsNote : Encourage staff to read the Irregularity chart and the scripts.
23 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 supervisorEnter your User ID, Password, and select SAT as the Testing ProgramRead and check the box agreeing to the termsClick “Sign in”
24 Main MenuClick the drop down arrow to select the program
25 Selecting Your AdminClick “View SAT Test Center Rosters”
26 Selecting Your AdminEnter Test Center Number and Test date (032010)Click “Submit”
34 In this section… We learned about: Staff Roles and Responsibilities Associate Supervisor ResponsibilitiesTesting Staff AgreementTraining Your StaffAccessing and printing the online rosterFormatting the online roster into Excel
35 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).
36 Testing Room Requirements Testing rooms must have:A visible, working clockProper lightingProper ventilationProper seatingA way to remove or cover maps, posters, charts, and other displayed instructional materials on test day.
38 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.
40 Planning for Adequate Staff Number of Test Takers Per RoomNumber of Proctors Per Room1 - 34123151 – 2004201 or moreAdd 1 proctor for each additional 50 studentsIn addition to room proctors, 1 hall proctor should be used for every 5 testing rooms.
41 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.
42 Using the Shipping Notice Requested Sample Shipping Notice
43 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
44 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 providedSign your name across the tapesStore in a secure locationCheck materials for tampering
45 Counting the Test Materials Test materials should be counted often!Count them upon receipt (supervisor)Report any discrepancy to TAS immediatelyCount 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)
46 In this section… We learned about: Arranging for Test Day with School AdministratorsRoom Requirements, Seating, and Number of RoomsPlanning for Adequate StaffStudents with AccommodationsReceiving and Checking Test MaterialsSecuring the Test MaterialsCounting the Test Materials
47 BreakProvide 10 minute break for workshop participants
49 Recommended Test-Day Schedule 6:45 a.m.Staff reporting time and facility preparation7:00 a.m.Review staff assignments and room assignments. Distribute materials to staff, including Associate Supervisor’s Report Forms7:15 a.m.Staff report to their rooms and prepare for student arrival7:30 a.m.Students report to the area designated for them to assemble before and after testing7:45 a.m.Close testing room doors8:00-8:30 a.m.Distribute materials and read preliminary instructions8:30 a.m.Begin testing12:30 p.m. (approx.)Testing ends for standard test administration2:00 p.m.Testing ends for 50 percent extended time. (Testing for students receiving 100 percent extended time will end at approximately12:15 p.m. and resume the following day.)3:45-4:45 p.m.(by pre-arrangement)UPS pick up of used answer sheets and critical reportsAsk for questions or comments about the sequencing—does this match with the district’s timing? Talk about a late-start room.
50 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.
51 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.
52 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
53 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.
54 ExerciseUse a sample roster and list of test book serial numbers to fill out an ASRF for one of your standard roomsGive the ASRF to your associate supervisor to fill out the test distribution.
55 In this section…We’ve learned about:Recommended Test-Day ScheduleCounting and Distributing the Test MaterialsNonstandard Accommodation TypesUsing the Right Test MaterialsAssociate Supervisor’s Report Form
56 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.
57 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.
58 Identification Examples of Acceptable ID Examples of Unacceptable ID Valid and current driver’s license or government- issued IDValid and current school ID cardValid and current passportStudent ID formExamples of Unacceptable IDCredit card (with or without photo)Birth CertificateSocial Security CardDocuments bearing only a name and/or signatureAny expired ID
59 Standby Students Students must fill out an SAT Registration Form. Be sure they provide:Name, Date of Birth, SexAddressSignatureFill 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.
62 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.
63 Completing the Roster - Standard to Nonstandard Changes
64 In this section…We’ve learned about:Admission ProceduresStandby studentsMarking the rosters
66 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.
67 Seating StudentsTest 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.
68 Standard Testing RoomUse the standard test book:10 sectionsTan graphic on coverGive standard timing and breaksYou can give some accommodations, such as:Large-type test or large-block answer sheetWheelchair accommodationsSign language interpreterUse the tan script in this room
69 Nonstandard Testing Room Use the nonstandard test book9 sectionsPink graphic on coverGive test takers the entire amount of time; they cannot move to the next SAT section until time is calledUse the pink script in this room
70 Standard Testing Room Timing 3 hours and 45 minutes of actual testing timeDoesn’t include breaks, set-up time, or wrap- up time10 sectionsSections 1-7: 25 minutes eachSections 8-9: 20 minutes eachSection 10: minutes
71 Nonstandard Testing Room Timing Students with standard timing:3 hours and 20 minutes of actual testing timeDoes not include breaks, set-up time, or wrap-up timeFor students with 50% extended testing time:5 hours and 3 minutes of actual testing timeSections 1-6: 38 minutes eachSections 7-8: 30 minutes eachSection 9: minutes
72 Managing the SAT Test Scheduled Breaks Five minutes after Section 2, 4, and 6Permit test-takers to consume snacks and drinks outside the test room during 5-minute breaksNever allow eating or drinking near testing materialsNonstandard breaks:Give approved extra breaks between SAT sectionsExtended breaks can usually be 10 minutes long
73 In this section…We’ve covered these topics about managing the testing room:Associate Supervisor ResponsibilitiesSeating Students and Seating GuidelinesStandard Testing Room and TimingNonstandard Testing Room and TimingManaging the SAT Test Scheduled Breaks
74 List of Prohibited Testing Aids The following are prohibited testing aids and should not be allowed in the testing rooms:Cell phonesStereos or radios with headphonesAny device containing a cameraMP3 Players/IPodsLaptopsTimers of any kindProtractors, compasses, or rulersWatch alarms (including those with flashing lights or alarm sounds)Pagers or beepersElectronic study aids of any typeHandheld computersRecording, copying, or photographic devicesMechanical pencilsDictionaries or other books, or pamphletsHighlighters, pens, or colored pencilsPapers of any kind (e.g., notes, scratch paper, etc.)Earplugs
75 Handling Cell PhonesCell 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.
76 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 FormStudents have up to the third school day after test day to cancel scores
77 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.)
78 Supervisor Irregularity Report School-Day testing is treated as a MARCH testReminder:All SIRs should be complete, explicit and include a detailed description of the incident and all individuals affected.WHEN IN DOUBT FILL ONE OUT!!
79 Supervisor Irregularity Report, Continued Always include:Overview of the incident or irregularityIdentification of the individuals involved; including the names and telephone numbers of all test center personnel who might provide relevant information about the incidentThe length of time each incident was observedDetails regarding what happenedWhen it happenedWho was involvedWhat action was taken
80 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.
81 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.
82 We learned about security and reporting in the testing room: In this section…We learned about security and reporting in the testing room:Prohibited Testing Aids and Handling Cell PhonesCounting and Distributing the Test MaterialsFilling Out the ASRFSAT Request to Cancel Test Scores FormReporting Testing Incidents and the SIRBefore Dismissing Students
84 Supervisor Responsibilities After the exam the supervisor will need toComplete all appropriate reports and formsImmediately return all test materialsRetain copies of all documents related to the administration for six months after the test
85 A Chart of Forms to Return Form NamePurposeFilled Out BySupervisor Report Form (SRF)Contains counts of used answer sheetsSupervisorAttendance RosterContains information about test takers who were absent or present for the test and also includes standby test takersSupervisor or Associate SupervisorAssociate Supervisor Report Form (ASRF)Contains information about the test materials that were used in the testing room, the seating chart, and staff/proctors assigned to roomAssociate Supervisor
86 A Chart of Forms to Return, Continued Form NamePurposeFilled Out BySAT Testing Staff AgreementContains the terms and conditions you agree to abide by as an SAT testing staff memberAll StaffSupervisor Irregularity Report Form (SIR)Contains information about any irregularities that occurred during the test or any questions about test itemsSupervisor or Associate SupervisorScore Cancellation FormUsed to request cancellation of test scores on test day or by 3 school days after the testTest Taker
87 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.
88 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).
89 Sending Materials to Proper Locations Send materials to appropriate locationsAnswer sheets to (PEM) Austin, TX (UPS Express)Test books to (ETS) Ewing, NJSecure 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 explaining the timing.
90 Labels for Returning Used Answer Sheets Use the label with the Austin, TX address and the Description of AS Returns
91 Labels for Returning Used Answer Sheets, Continued NOTE: There is asecond return labelto indicate the numberof boxes shipped
93 In this section… We learned about what happens after the test: Forms to ReturnUsing the Instructions for Returning MaterialsSending Materials to Proper LocationsLabels for Returning Used Answer SheetsLabel for Returning Used Test Books
95 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 administrationSSD – 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).
96 YOUR Feedback is important to us! You are one of the first school districts to offer School-Day SAT testing, so we are counting on you to share what went well and what can be improved.Please complete the survey that will be distributed to youIf you have any questions between now and test day, please contact TAS.
97 THANK YOU! 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!