The Chief Examiner – School Head of the Testing Center 4 1. Maintains the security and confidentiality of test materials received from the DTC after getting the TMs from the DTC (test boxes are opened on Examination Day); 2. Accountable and responsible for all TMs received. This ends when the TMs are returned to the DTC; 3. Assigns a room where all REs can be met before and after the test administration (distribution room); 4. Counts all packs of TBs and/or ASs before releasing them to each RE; 5. Records pertinent data about the test materials released to and received from the REs in the Accounting Form (Form 3) and Forms 4, 5, 6 and in the SSH; 6. Distributes the TBs to each RE and reminds him/her to count these without opening the pack and before leaving the room; 7. Reminds each RE that the ETRE’s are sealed in the Examination Room before proceeding to the Distribution Room for the retrieval phase; 8. Monitors proper accomplishment of the different forms by the RE while the test proper is in progress; 9. Follows the instruction for Accounting and Packing of TMs found at the latter part of the EH; 10. Aware of the details of the testing program to be administered; and 11. Orients every teacher in his/her respective school on the guidelines and EH relative to the test administration.
5 1. Counts the TBs and ASs without opening the plastic bags containing them before proceeding to his/her assigned testing room. Any discrepancy should be acted upon immediately and this should be reported in the CE’s Report. 2. Signs Form 3 as he/she receives the TMs from the CE/STC while still in the distribution room. 3. Checks if the examinees have lead pencils to use and a sheet of blank paper for computation purposes; 4. Facilitates the recording of the Examinee Number and Test Booklet Number of the Examinees in the NETRC Form 2 (Seat Plan); The Room Examiner
6 5. Supervises closely the shading of bubbles in the AS for the non-test items; 6. Follows strictly the EH during test administration; 7. Keeps custody of all the used and unused TBs but are not allowed to read the contents; otherwise, he/she will be given corresponding sanctions based on DECS Order No. 85, s. 1999; 8. Checks the contents of the ETRE before he/she seals it while still in the examination room; and 9. Accomplishes Form 7.
The Room Supervisor 7 1. Monitors the conduct of the test administration in a testing center with 5 or more testing rooms (NCAE). 2. Checks if the REs adhere to the instructions in the EH. 3. Collects all unused SAS from every RE at the time when the examinees are answering the OIISSS and to indicate in Form 3 the serial numbers of unused Test Booklets and Answer Sheets. 4. Counts and double counts the TBs per pack and the number of ETREs. Notes: 1. The RS must come from another school other than those schools where REs shall be assigned. 2. The number of RSs assigned in a testing center will depend on the number of examinees in an examination room. Below is the ratio: 1 RS is assigned in every 10 rooms if there are 20 examinees/room 1 RS is assigned in every 5 rooms if there are 30 examinees/room
The School Testing Coordinator 8 1. Double checks the enrolment data of the school prior to submission to the DTC. 2. Attends the orientation at the division level in the absence (or in behalf of) of the SH. 3. Accomplishes the SSH. 4. Assists the CE in all the testing activities. 5. Double checks the TMs before final packing, being accountable also on these materials.
Orientation at the Division Level 10 This is primarily aimed to orient all the testing staff in the NCAE administration. But due to budgetary constraints only one representative per school is authorized to attend--either the SH or the STC. However, a 100% attendance is imposed for the school representative. Sanctions should be meted for non-attendance. Hence, a mechanism should be devised so that all testing staff are properly oriented; one of which is orienting all the teaching force in the school by the SH/STC to be ready on exam day in case there will be shortage of REs in other testing centers. A soft copy of the Examiner’s Handbook and the guidelines must be provided to School Heads to save printing cost.
11 The Enrolment Data, School ID and Learner Reference Number
Guidelines on the Use of School IDs BEIS and NETRC are using similar School IDs both recognized by the Department; 2. New schools without School IDs are given temporary ones by the NETRC and no other sources to avoid duplication and to facilitate allocation of test materials; 3. The School IDs issued by NETRC will be used temporarily for future test administrations until such time BEIS issues the permanent ID; 4. In case there are several School IDs for one school, follow the School ID indicated in the Scannable School Header(SSH) and check the correctness of School ID in the TMs received. (Temporary in nature)
Guidelines on the Use of Learner Reference Number (LRN) Use the LRN that will be provided by the Office of the Planning Service, DepED Central Office. 2. The LRN must be reflected in each of the examinees’ AS, Form 1, List of Examinees to be posted at the door.
14 Test Administration Guidelines
Test Administration Guidelines with Difficulties to be followed by the Testing Staff Sealing the ETRE’s by Room Examiners while still at the Examination Room 2. Using original plastic bags to contain the used Scannable Answer Sheets 3. Leaving the seats of latecomers/absent- registrants vacant (new) 4. Imposing the use of standard pencils to be used by the examinees
Pre-Test Guidelines 16 ConcernGuidelines Distribution Time for the TestEarly in the morning of Examination date in nearby schools Materials (TMs)A day before the Examination date to far schools or earlier to far flung schools Preparation of Classrooms1. Only 30 chairs should be contained in the Examination Room, well-spread. First and last rows close to the walls.
Pre-Test Guidelines 17 ConcernGuidelines Distribution Time for the TestEarly in the morning of Examination date in nearby schools Materials (TMs)A day before the Examination date to far schools or earlier to far flung schools Information DisseminationExaminees: 1. Inform the examinees to bring pencils (lead#2) on exam day. 2. Inform the examinees taking the NCAE to bring snacks/lunch on exam day. They are not allowed to leave the campus. 3. Inform every examinee to be ready with the following information: a) Region Code b) Division Code c) School ID d) LRN e) A copy of their Final Ratings in: - Second Year for Year 3 takers For Math, Science, Filipino and TLE Note: for NCAE - previous year Ratings for NAT - Third Grading Period Ratings of current School Year 4. Inform the examinees to have a copy of their LRN. 5. Inform the examinees that they should know the program they are classified/enrolled: a)Basic Education Curriculum (BEC) b)Technical-Vocational Education (Tech-Voc) c)Engineering and Science Education Program (ESEP) d)Special Science for the Arts e)Open High School (OHS)
Pre-Test Guidelines 18 ConcernGuidelines Information DisseminationSchools: 1. Inform all schools that list of examinees must be alphabetically arranged in the whole school. Each listed examinee should have the corresponding LRN. All males first then the females. 2. Private schools without permit to operate are excluded from Test Administration. 3. Examinees from small-size private schools can be merged and tested in one testing center in a city or in a municipality. A Master Teacher shall be assigned as the CE. 4. Merging of 5 or Less Excess Examinees Large Testing Center - Examinees can be integrated in the last five rooms, each accommodating an examinee. -The examinee will be the last in the list/seat plan. - Customize Forms 1 and 3 in order to include the additional examinee. Add another box/space. Small Testing Center -In case merging with other small testing centers is not possible, i.e. 35 examinees only, all examinees may be accommodated in one testing room. -Another set of Forms 1 and 2 will be used for the 5 examinees. Note: No integration of excess examinees will be done if there are enough testing rooms and room examiners (coming from other schools) to serve in the testing center. 5. There should be a separate ETRE for each school in case there is merging of small size schools into one testing center. 6. Rescheduling of the NCAE – Instruction from the SDS must prevail since they are most familiar with the status of the school.
Pre-Test Guidelines 19 ConcernGuidelines Information Dissemination7. Inclusion Policies a. Examinees with Hearing Impairment (HI) They may take the test They may be included in the regular testing room b.Examinees who finished Grade 10 in other countries (with 12 years of basic education) They may take the test as long as they are classified as regular third year student in the Philippines
Pre-Test Guidelines 20 ConcernGuidelines Information Dissemination c.Out-of-School Examinees They may be accommodated in the NCAE administration Use the buffer TM’s d. In a Small Testing Center (e.g. 35 registrants only and cannot be merged with other small testing centers) The examinees may be accommodated in the same testing room with the 30 examinees e.No integration of excess examinees will be done if there are enough testing rooms and room examiners (coming from other schools) to serve in the testing center. 8. Non-testing officials are not allowed to stay in the vicinity of the testing rooms.
Pre-Test Guidelines 21 ConcernGuidelines Check the Identity of the Examinee Check the identities of the examinees inside each Examination Room by all means (e.g. I.D., notebooks bearing the examinee's name, etc.) using the following procedure: 1. Countercheck the identity of each examinee through I.D. 2. If I.D. is not available, ask the examinee to present a notebook or any belonging bearing his/her name. 3. In the absence of # 1 and # 2 identification materials, ask the classmates inside the Examination Room to attest the identity.
Board Displays : NCAE Coverage and the Name Grid 22 Parts of the Test Item Numbers Time LimitTime AllocationTime Started Time to End Morning Session Part I General Directions and EDQ --10 min.8:00 – 8:10_______ Test Proper A. NCAE Part II Reading Comprehension – 5050 min. 8:11 – 9:00_______ Clerical Ability – 2010 min.9:01 – 9:10 Mathematical Ability – 4050 min. 9:11 – 10:00_______ Snacks15 min.10:01 – 10:15 Visual-Manipulative Skills – 2020 min.10:16 – 11:35_______ Verbal Ability – 5040 min.11:35 – 12.:15_______ Total (test proper) min. (2 hrs. & 50 min.) Afternoon Session Scientific Ability – 4040 min.1:00 – 1:40_______ Logical Reasoning – 1515 min.1:41 – 1:55 Non-verbal Ability – 2015 min.1:56 – 2:10 Entrepreneurial Skills – 2020 min.2:11 – 2:30_______ Total (test proper) Total Number of Items B. OIISS min. (1 hr. & 30 min.) 4 hrs. & 20 mins 1 hr. _______ 5 hrs. & 20 min. NOTE: Write actual time in the blank spaces provided for. OIISSS is an acronym for the Occupational Interest Inventory for Students in Secondary School (New)
Instructions for the Recording of Time Time allocation serves as guide in the recording of time but the corresponding actual time in answering each subject should be written in the time started and time to end. 2. The recording of time is done by cluster of subjects answered before and after breaks (snacks and lunch); for which the time records should be written on the blanks provided.
Pretest : Entrance and Seating Arrangement 24 NCAE Examinees: 30 examinees in a room Seats are 6 rows of 5 Count TB’s before opening package in front of examinees. Do not allow electronic devices – calculator & cell phones in the exam room. All belongings shall be placed in front beneath the blackboard. Only pencils, sharpeners and a computation paper shall be with the examinees while test is going on. Note: No other persons should be allowed in the premises of the Examination Rooms except the testing staff and authorized monitors.
Pretest : Distributing and Checking the TBs and ASs 25 Distribute from right to left and from lowest serial number. Check page by page. Place defective/unused TB and AS, if any, in the plastic bag. Check and double check that all examinees have shaded the correct circles pertaining to the NAME GRID and all the necessary information about the examinee. Seats of the latecomers/absentees should be left vacant but the allocated TM’s should be placed in their respective seat/(s) AND TO BE COLLECTED BY THE ROOM EXAMINER BEFORE TEST PROPER STARTS AND PLACED INSIDE THE ORIGINAL PLASTIC BAG. Remind examinees to use eraser for pencils. Tape or liquid erasers are NOT allowed. Do not start the Test Proper unless each examinee has properly shaded the NAME GRID. No examinees should start accomplishing the NAME GRID unless they have shown their pencils.
26 The Scannable Test Materials
NCAE Scannable Answer Sheet 27
NCAE School Header 29
30 In case there will be a shortage of Answer Sheets (ASs) in one testing center, Scannable Answer Sheets (SASs) may be photocopied. The photocopied ASs SHOULD BE PLACED INSIDE THE RESPECTIVE ETRE corresponding with the list of actual examinees in Forms 1 and 2. No Examinee Number should be written in Form 2 (Seat Plan) for the examinees with photocopied ASs. Instead, indicate in the blank “(Photocopied).” Sample: Using a red marker, indicate at the upper right corner of the ETRE this note: The instructions above are important in order for NETRC to locate, transcribe and electronically process the photocopied ASs. NameKristina M. Dela Cruz Exam. No.(Photocopied) TB No With _______Photocopied Answer Sheets (quantity) ROOM EXAMINER’S TRANSMITTAL REPORT ENVELOPE (ETRE) (Brown Envelope) On Photocopied Answer Sheets
Information in the Answer Sheet: NCAE 31 Examinee Stub, Name Grid (refer to replica) School Code (Region, Division, School ID) Examinees with 1.0 to 5.0 Ratings e.g. Students from science high schools – refer to the numerical/percentage equivalents.
Test Proper 32 Read verbatim the information in boxed portions of the handbook. Do NOT translate in local language/dialect. Always record the time started and the time the subject test will end. Do NOT add or subtract minutes in the time. Accomplish the Seat Plan while the examinees are answering the EDQ. Accomplish Form 7 while test is in progress.
Post Test 33 Give five minutes to inspect and clean the Answer Sheet. The examinee stubs should be detached slowly. A pair of scissors not allowed to be used in detaching it The examinee stubs should be turned over by the RE to the Guidance Counselor or SH. Count TBs and ASs before allowing examinees to leave the room.
Post Test : Accounting of Test Materials and Preparation of Reports 34 Count and arrange TBs and ASs according to the serial numbers (consecutively). Accomplish the ETRE’s Data. Indicate the number of registrants and the actual number of examinees. After the contents have been accounted for, SEAL the ETRE with the DepED-NETRC paper tape in the testing room and sign across it. Account for and submit to the CE what you have received.
Post Test : Contents of ETRE Report on time test started and ended (Board Work Replica on Actual Time Record) 2. Used ASs placed in original plastic bag 3. Form 1 and Form 2 4. Form 7 Post Test : Contents of CETRE Unused ASs Form 3 Form 4 Scannable School Header Note: Forms 5 & 6 shall be submitted separately to the DTCs.
Post Test : Materials for Submission to the Division Office Bundles of ETREs and CETREs placed in the original boxes 2. Bundles of used and unused TBs placed in the original boxes 3. EH 4. NETRC Form 5 to be placed inside box no. 1 for the TBs of the Division (on top of the TBs) 5. NETRC Form 6 to be placed inside box no. 1 of ETRE’s/CETRE’s of the Division (on top of the CETREs) Reminders: The SHs have to return the TMs in 24 hours. Take note of the guidelines in dealing with Forwarder and time and date of the Forwarder’s retrieval of the TMs. Accomplish the Questionnaire on Forwarder’s Performance. Notify the NETRC if TMs are ready for retrieval or if they were not retrieved promptly.
Oath of Confidentiality (New) Form 1 – List of Actual Examinees - RETRE Form 2 – Seat Plan - RETRE Form 3 – Test Materials Accounting Form –CETRE-w/xrox Form 4 – Chief Examiner’s Report Form –CETRE-w/xrox Form 5 – Test Booklet Quantity and Completeness Verification Sheet- original to DO; xrox for CE Form 6 – Answer Sheet Quantity and Completeness Verification Sheet – original to DO; xrox copy for CE Form 7 – Room Examiner’s Test Administration Evaluation Report – RETRE 37 The Forms
Oath of Confidentiality 38 As part of the testing staff nationwide, tasked to receive, administer and retrieve the Test Materials for the National Career Assessment Examination (NCAE), I hereby solemnly swear that I will strictly observe security measures to maintain the confidentiality of these. Received from:Received by: (The Division Testing Coordinator)(School Head/School Testing Coordinator) ____________________ Print Name and Sign Print Name and Sign ____________________ Date Date
The Generic Forms Form 1 39 NETRC FORM 1 LIST OF ACTUAL EXAMINEES REGION: __________________________________________DIVISION: ____________________________________________ SCHOOL: _____________________________________________________SCHOOL ID: _______________________ ADDRESS: ____________________________________________________Number of Males: ______ Number of Females: ______ Total: ______ YEAR LEVEL: __________ NAME GASTPE Grantee Learner Reference Number (LRN) NAME GASTPE Grantee Learner Reference Number (LRN) EVSECS EVSECS IMPORTANT - To be accomplished by the Room Examiner. -List names as they appear in the Seat Plan.Room Examiner (RE) - Leave the space blank if not a GASTPE grantee. EVS - Education Voucher System ECS - Education Contracting ServiceSchool Station where RE teaches
Form 2 40 Note: Only twenty seaters for Grade 3.
On the Storage of Examiner’s Handbook and Replicas of Name Grid 47 EH will be stored in the Division Office. Name Grid replicas will be stored in the schools or testing centers. Both documents are for future use. Replicas of the name grid and Board Work intended for each testing program should be properly stored and utilized in each school. These are generic to all testing programs; hence, may be used in future testing activities in case no reprints will be provided.
TMs for Retrieval by the NETRC All TBs packed in original boxes; 2. All used ASs, Forms 1, 2 and 7 placed inside the ETRE’s; 3. All unused ASs in CETREs together with Forms 3 and 4, and School Headers inside packed in original boxes for ASs ; and 4. Forms 5 and 6 submitted to DTCs for proper placement in respective boxes Reminder: Don’t mix-up TBs with ASs. There are two separate warehouses for these TMs. Otherwise, misplaced TMs will not be accounted for properly.
Filling Out the Scannable School Header (SSH) 49 Data must be prepared by the STC days ahead before exam day. Transcribe the data in the SSH using a PENCIL (lead# 2) during examination day. Every variable is labeled with S if a school concern and Y3 if a third year concern. There are variables specific only for private schools (GASTPE) and for the public schools only (CFSS, etc.) GASTPE Grantees (for private schools only) specified by year levels - Take note of the bubbles for EVS and ECS. Observe place values in filling out the variables. - Percentage rates of the education indicators. The three place values are for 100% while the two rightmost place values are for below 100%. Ex. 95% % 100 0
Filling Out the SSH 50 - Nominal counts of Data. Start filling out the last box for one’s, next box for ten’s, next third box from the last is for hundreds, and so forth (zeroes have to be filled out for the empty boxes). Ex. An enrolment of 203 is filled out as: An enrolment of 94 is filled out as: The number of teachers and pupils/students-textbook ratios will take into account national funding. Use the same School ID as prescribed by BEIS. Take note of new features or additional information in every set of SH
51 The Forwarder of Test Materials
Dealing with the Forwarder of TMs Exact addresses of Division Offices or drop-off points should be provided to NETRC to be turned over to the Forwarder. 2. Forwarder must provide NETRC contact persons and numbers as well as the itineraries of delivery and retrieval as ready reference. 3. Each Division should designate at least two authorized staff to receive the TMs other than the DTC. 4. The neighboring Divisions in the Region should establish a network of communication. 4.1 Every receiving Division should take note of Forwarder’s contact number and the date and time TMs will be retrieved 4.2 The next division to receive the TMs from the Forwarder should be alerted by the Division immediately after receiving its TMs while informing also the Forwarder that the next division to receive has been alerted already. 4.3 The same procedure will be followed in the retrieval of TMs. 4.4 Accomplish the evaluation form on the Performance of Forwarder and submit thru
Evaluation Sheet on Forwarder’s Performance 53
55 Test Results Dissemination
56 No hardcopy will be provided to all division offices. This in line with the Secretary’s mandate to utilize ICT in education. Explore the NETRC website to avail the NETRC test results. Schools can only log in by using their own School ID as Username and Password. Example: Username: Password: The results will be posted for six (6) months only. Secure soft copy of the results, which is convertible to Excel file, from the Website. NETRC Website Homepage:http://netrc.sysportal.net/HomePage.aspxhttp://netrc.sysportal.net/HomePage.aspx Division/School Account Log In Page:
On Archiving of Division Test Results of National Examinations 57 Please access and download the test results through the NETRC website Available for 6 months only
Inputs on Test Results The desired test results from a national examination is a true mean performance. 2. Close to 0 Standard Deviation suggests of a statistical improbability for the true mean performance. 3. Such result is further verified by NETRC through option analysis.
61 NCAE Post-Evaluation Questionnaire – Checklist for Division Testing Coordinator and the Private School Supervisor
Good Practices as Reflected in a School Culture 64 Region, Division Codes and School ID Posting permanently in every classroom (near the chalkboards) the information on Region and Division Codes and the School ID Learner Reference Number The LRN is used by the examinee in any form of school and classroom-based assessments; internalizing this practice not only during national examinations
65 THANK YOU!
The Testing Staff at the Division Level 66 Division LevelSDS* DTCPSS School Level School Head/ Chief Examiner School Testing Coordinator Room Supervisors RE 1 RE 2 RE 3 RE 4 *Assignment of the testing staff shall be done by the SDS. RE 5
Insufficient number of private school teachers to serve as REs in public schools For divisions with only few public and private high schools, elementary school teachers from public schools may serve as Res. 2. Teachers from big schools may be dispersed in small private schools. 3. Other public school teachers from the other districts may serve as RE when there is insufficiency of private school teachers.
The Schools Division Superintendent (SDS) 68 The Schools Division Superintendent (SDS) shall: 1. be responsible for the smooth conduct of the test in the division 2. assign one of the division supervisors as Division Testing Coordinator 3. designate Room Examiners who are reliable, competent, experienced in the conduct of NCAE and have no history of lost Test Booklets (TBs) 4. remind PSS to manage tardiness of some private school teachers on examination day. The Testing Staff and Their Roles
The Division Testing Coordinator 1. Prepares accurately, with the assistance of PSS, the enrolment data using the prescribed format and corresponding guidelines. 2. On behalf of the SDS, the DTC chooses REs who are credible, trustworthy and with testing experience. 3. Orients the SHs or STCs prior to test administration. 4. Maintains the security and confidentiality of test materials received from the NETRC through a courier. Issues an Oath of Confidentiality for the SHs on this regard. 5. Examines the packing guide of TMs upon receipt. 6. Notifies NETRC on the condition of TMs received. 7. Accounts all the TMs before final packing. 69
The Private School Supervisor Disseminates information regarding the NCAE and DepED’s latest issuances on it to private schools in the division. 2. Coordinates with private school principals regarding the conduct of the exam to its target clientele; formulates an agreement with the SH regarding proper test administration. 3. Checks closely if private schools operating without permit were included vis-à- vis the official list from the region. The said schools should be excluded. Likewise, make sure schools with permit are still operating. 4. Prepares and provides the DTC with the enrolment data on private schools to be tested, which will be used in the budget preparation and submitted to NETRC for the preparation of TMs. 5. Assists the DTC in the echo-orientation in the Division Level for private schools.* 6. Closely supervises the delivery and retrieval of TMs on testing day and assists the DTC in the accounting of TMs. 7. Oversees the conduct of the test in private schools. *No extra funding from NETRC is provided for this activity.
Guidelines in the Preparation of Enrolment Data Four (4) sets of enrolment data must be prepared and submitted: - Elementary level covering Grades 3 and 6 - Secondary level covering Year 3 (BEC) and Year 4 (BEC); 2. Enrolment data must be in 4 CD’s one for each grade/year level (G3, G6, Y3 and Y4). 3. The enrolment data should be based on July 30, 2013 as bases (end of July every SY); 4. Use the Prescribed Standard Format in Excel. Enrolment data in other formats (Word, PDF, JPEG file) will be returned to the DTC; 5. Provide only the total enrolment per school. DO NOT provide subtotals for each curriculum program in a certain school. NO gender segregation; 6. To facilitate the delivery and retrieval of TM’s, integrate the list of private schools into the public schools listed by municipality; 7. Group schools by municipality and NOT by alphabetical order; 8. Provide data by legislative district; NOT by school district; 9. Lone Congressional District is the only district in the province, while First District is a part of a large province having more than one constituency; 10. Private schools are NOT included in NAT-G3 except for the Private MADARIS elementary schools; 11. Enrolment data sent thru and fax will NOT be accepted. 12. The enrolment data will be submitted during the NCAE orientation; and 13. Review carefully each school entry in the list before submission.
72 Matrix 1. Enrolment Data for the Elementary Level School RegionDivisionMunicipality/RegionDivisionLegislativeTypeSchoolSchool Name G3 SY Enrolment DistrictCode District(PublicID or Private) Notes: 1.Only Grade 3 enrolment for public elementary schools shall be included in the list except for private Madaris Schools. 2.Another set of enrolment data for Grade 6 using the same format
73 Matrix 2. Enrolment Data for the Secondary Level School RegionDivisionMunicipality/RegionDivisionLegislativeTypeSchoolSchool Name Y3 SY Enrolment DistrictCode District(PublicID or Private) 1.Year 3 (BEC) shall be included using the same format. 2.Another set of enrolment data for Year 4 using the same format.
An Example on the Preparation of Enrolment Data for Grade 3 and Grade 6 74 Note : Prepare another enrolment data for Year 3 and Year 4 ( BEC ) using the same format ; separately for the two year levels.