1. Administering & Proctoring NYS Assessments 2017
Welcome to the 2017 Administering & Proctoring the NYS Assessments Presentation. The purpose of this presentation is to review important details related to the 3-8 ELA & Math test administration and proctoring including test security. Information for this presentation is based on the School Administrators Manual for 3-8 exams. More detailed information can be found in that document. Please note that the SAM is now posted as two documents. Volume 1 contains all details related to test security, proctoring and administration. Volume 2 contains all appendices referenced in Volume 1.
Liane Benedict ~ Instructional Support Services

2. Reminders ~ Grades 3-8 ELA & Math Tests
Grades 3-8 ELA & Math Tests will continue to be untimed. Students are to be given as much time as needed within the confines of the school day.
Math reference sheets for Grades 5-8 will be printed as stand-alone documents.
All test questions in ELA Books 2s and 3s and Math Book 3s will be released shortly after the scoring window has ended.
Tests will continue to contain field test multiple choice questions
A few reminders ~ These test will be untimed. Students will have as much time as needed as long as students are productively working, within the confines of the school day. Math reference sheets will be printed as a stand alone sheet. All test questions for ELA & Math in Books 2 & 3 will be released shortly after the scoring window ends.

3. Educator Guides to the 2017 ELA Tests
Educators should be sure to review the Educator Guide posted for their grade level for important information regarding the design of these exams as well as other important information.
You can find these Educator Guides posted on EngageNY
Educators should be sure to review the Educator Guides posted for their grade level. These guides contain important information regarding test design as well as other important information. You can find these guides on EngageNY.

4. New Option for Schools to Administer Exams on Computer
For the first time, this school year, schools will have the option to administer the Grades 3–8 English Language Arts Tests and Math tests on computer or paper. More information about this option is available at the NYSED CBT Support website:
For the first time, schools will have the option to administer the Grades 3-8 tests on computer or paper. More information can be found at the NYSED CBT Support website. Please also discuss with your administrator any questions you may have regarding this option.

5. ELA & Math Exams ~Estimated Times
Although untimed, the following estimates have been provided:
ELA Grade 3 & 4, estimated minutes per session
ELA Grades 5-8, estimated minutes per session
Math Grade 3 estimated minutes for session 1 & 2, for session 3
Math Grade 4 estimated minutes for session 1 & 2, for session 3
Math Grade 5-8 estimated minutes for session 1 & 2, for session 3
Please note – these are estimated work times for each grade level for most students to complete the exam. Please also note that start times for grade levels may be staggered to accommodate for staffing and space needs.

6. Untimed Tests ~ Additional Notes
Students who finish their test before others may check their work
Once students finish working & checking their work (if they choose), materials should be collected by the proctor
Students may be permitted to read at the discretion of the school.
No talking or other school work is permitted
Once all students are finished, proctors may end the session
Some additional notes regarding untimed tests: students who finish their test before others may check their work. Once they are completed, materials are to be collected by the proctor. Students are then able to read at the discretion of the district. However, no talking or other school work is permitted. Once all students are finished, proctors may end the testing session.

7. Untimed Tests ~ Additional Notes
Given that tests have no time limits, schools and districts have the discretion to create their own approach to ensure that all students who are productively working are given the time they need. If the test is administered in a large-group setting, administrators may prefer to allow students to hand in their test materials as they finish and then leave the room. If so, take care that students leave the room as quietly as possible so as not to disturb the students who are still working on the test.
Given that tests have no time limits, schools and districts have the discretion to create their own approach to ensure that all students who are productively working are given the time they need. If the test is administered in a large-group setting, administrators may prefer to allow students to hand in their test materials as they finish and then leave the room. If so, take care that students leave the room as quietly as possible so as not to disturb the students who are still working on the test.

8. Important Notes
Except as noted, all public & charter school students MUST take all parts of the State tests for their grade level
Test booklets must be administered in sequential order and on assigned dates
Materials must be collected from testing rooms as soon as the session is completed
Used answer sheets may not be reviewed, scanned or scored outside of the official scoring setting or process
Except as noted in the School Administrators Manual, all public and charter school students in grades 3-8 must take all state exams administered for their grade level. It is expected that test booklets be administered in order. Exceptions may be made for individual students when there is an absence and a make up exam will be given following administration dates.
As soon as exam sessions are over all materials must be collected.
Used answer sheets may not be soft-scored. In other words they may not be reviewed, scanned or scored by anyone prior to the official scoring process designated by the school or district.

9. Test Security Responsibilities
Teachers & proctors may not discuss exam items or other specific exam content online via or listserv or through any other electronic means
Teachers and test administrators may not use cell phones or other photographic devices to duplicate test materials and should keep their own communication devices put away during exam administration
Test booklets may not be opened prior to exam administration
Teachers & proctors should be advised that they are not permitted to discuss exam items or other specific exam content online via , listserv or through any other electronic means.
The use of cell phones or other photographic devices to duplicate exam materials is prohibited. These devices should be kept away during exam administration. Exams may not be opened and/or reviewed prior to exam administration.

10. Test Security ~ Proctors
Receive training in administering exam sessions properly and securely
Review Teacher Directions (these are not secure and should be reviewed ahead of time)
Understand security requirements before administering
Read any scripts and directions prior to exam administration
Administer during the assigned testing window
It is important that all proctors receive training in administering exam sessions properly and securely. All proctors should read through teacher directions in advance of proctoring. Proctors must understand the security requirements and read scripts and directions as preparation. Exams must be administered during the assigned testing window.

11. Test Security ~ Proctors
Prepare a secure testing environment
Provide required materials
Prevent the use of unapproved materials
Review, comply with and sign Deputy & Proctor Certification
Follow procedures for Testing Accommodations for Students with Disabilities
Exams must be administered in a secure testing environment. Proctors must provide the required materials as listed in Teacher directions. They must also prevent the use of unauthorized materials. Proctors must review, comply with and sign the Deputy & Proctor Certification and follow all procedures for testing accommodations.

12. Security of Exam Questions
Do Not:
Leave materials unattended while administering exams
Read, reveal, review contents of the exam materials at any time
Duplicate any portion of the exam, including audiotaping, videotaping, photographing or photocopying
Remove exam materials from the school without authorization
Read, review or change student responses
Proctors must be sure to not leave exam materials unattended while administering exams. They may not read, reveal or review content of the exam materials at any time. Proctors may not duplicate any portion of the exam through any means. Exam materials may not be removed from the school without authorization. Proctors may not read, review or change student responses.

13. Secure Test Environment
Make sure room is well lit, ventilated and quiet
Reduce noise and interruptions
Place “Do Not Disturb” signs on exam room doors
Clear desks, shelves, under desk areas etc. of all books, papers and other materials
Cover or remove wall charts, graphic organizers, all board work etc. related to the content being tested
Make sure students are visible to the proctor at all times
Have a clock in sight of students
When preparing the exam environment make sure the room is well lit, ventilated and quiet. Make every effort to reduce noise and interruptions. Be sure ot place a Do Not Disturb sign on exam room doors. Desks, shelves and area under and around desks must be cleared of all books, papers and other materials. Cover or remove wall charts, graphs, visual cues, number lines, board notes/work etc that is related to the content being tested. Students should be visible to the proctor at all times and be seated in ways that reduce the opportunity for communication during exam administration. A clock should be visible to the students for self managing of time.

14. CBT Testing Environment
Appendix W in the School Administrators Manual contains suggestions for creating a secure testing environment for computer- based testing situations. Please review with your administrator if you are proctoring CBTs.
CBT proctors should be sure to obtain access codes and proctor pins

15. Unauthorized Materials
Students may not use any unauthorized notes, printed materials, scrap paper or tools
NOTE – if administering Math via CBT, scrap paper for Math is allowable
Communication devices are prohibited in the exam room:
Cell phones, iPads, tablets, eReaders, iPods,
Headphones, headsets
Any audio or video recording devices
Any use or possession of these devices during testing must be reported to the school principal
Students may not use any unauthorized materials such as notes, printed materials or tools not specified in Teacher Directions.
Communication devices are prohibited in the exam room. Any use or possession of these devices during testing must be reported to the school principal.

16. Calculators & Other Math Tools
Grade 3 – Ruler for all 3 days
Grade 4 – Ruler & protractor for all 3 days
Grade 5 – Ruler, protractor & Math Reference Sheet all 3 days
Grade 6 – Ruler, protractor, Math Reference Sheet all 3 days as well as Scientific or 4-function calculator for Days 2 & 3
Grade 7 & 8 – Ruler, protractor, Math Reference Sheet all 3 days as well as Scientific or 4-function calculator for Days 2 & 3
Teachers/proctors should reset the memory of all calculators prior to the test.
Students may use scrap paper for ELA & Math CBT
See p. 11 in the SAM for a list of tools available for CBT

17. Proctoring ~ Aid To Students
No interpretation or explanation of test questions
No review or commenting on student responses
In response to student inquiries, proctors should advise students to use their best judgment
Assistance only on the mechanics of taking exams such as where to bubble or write responses
Proctors may not provide aid to students regarding interpretation or explanation of exam items. Proctors may not review or comment on student responses. In response to student inquiries proctors should advise students to use their best judgment. Assistance may only be given regarding the mechanics of taking exams such as where to bubble or write responses.

18. Proctoring
Circulate periodically during testing to ensure students are recording responses in the proper manner and in the proper place
Make sure students are recording answers on the answer sheet, not in the exam booklet
Point out if one or more answers have been left blank or more than one answer bubbled in for a question
Temporary absence
Must be accompanied by a proctor
Proctors must circulate periodically during testing to be monitoring for issues such as answers being recorded incorrectly, bubbling in more than one answer for a question, recording answers in the exam booklet instead of on the answer sheet or skipping answers. Once the test session is complete, these errors cannot be corrected. If a student must leave the room temporarily such as to use the bathroom they must be accompanied by a proctor during the entire time of absence.

19. Proctoring Evacuation of the building Student cheating
If suspected, provide a warning
If it continues, report to the principal
Illness during the administration
Excuse until well enough to continue
Closely monitor to ensure that student only continues in part of exam not complete
Complete as long as make up period has not ended
If there is a need to evacuate the building during testing closely monitor students. If a student is caught cheating, offer a warning. If the issue continues this must be reported to the school administrator.
Illness during administration for – excuse until well enough to continue. Closely supervise to make sure the student only continues in the part of the exam not yet complete

20. Please Note…
Misadministration and/or irregularities in administration must be reported to the principal
When in doubt report it.

21. Quality Control 3-8 Exams
Be sure to document refusals, absences and other important information on the daily roster
Do not use rubber bands, paper clips or sticky notes directly on student answer sheets or booklets
It is important to keep accurate notes on the daily roster of exam administration. Please note any refusals to complete any part of the exam and which students are absent. Do not write any notes directly on the student exam. Be sure not to use rubber bands, paper clips or sticky notes on the exam booklets or student answer sheets.

22. Further Information
Further information regarding NYS 3-8 ELA & Math Examinations can be found in the School Administrator Manual
Proctors who are overseeing allowable accommodations for these exams should be informed/trained ahead of administration. Please see the SAM for allowable test accommodations.

23. Questions?
Liane Benedict