1. Standards of Learning Tests: Examiner and Proctor Training
Developed by the Virginia Department of Education

2. Examiners and Proctors
This presentation is not mean to be the only document Test Examiners and Proctors use in preparing for your school’s testing. It is designed to be a guide.
The Examiner’s Manual should be read in its entirety prior to testing.
Any documented given to you by your STC (i.e., Read Aloud Guidelines) should also be read prior to testing.
All guidelines established by the Virginia Department of Education and Montgomery County Schools must be followed.

3. Examiners and Proctors
What is the difference between an examiner and a proctor for Standards of Learning (SOL) testing? As defined in the Examiner’s Manual: An “Examiner” is responsible for administering the SOL tests according to the procedures outlined in the Examiner’s Manual and for maintaining security of test materials.

4. Examiners and Proctors
As defined in the Examiner’s Manual:
A “Proctor” works with the examiner in administering the SOL tests and assists in maintaining an appropriate testing environment.
A proctor may be called upon to verify that:
the test was administered according to the procedures outlined in the Examiner’s Manual,
the security of test materials was maintained, and
students did not receive inappropriate assistance on the test.

5. Examiners and Proctors
The training expectations for SOL test examiners and SOL test proctors are the same.

6. New Information
for

7. New Information for
Several sections of the Examiner’s Manual have been updated to include policy updates and to provide clarification or additional information.
Appendix B—Special Testing Accommodations
All accommodations for students with an IEP/504/LEP plan now have an explanation and an accommodation code assignment
Adjustments have been made to some existing accommodations:
Multiple test sessions—test over two or more days—Code 1

8. New Information for
Multiple test sessions—test over two or more days—Code 1
Visual aids—updated to address templates or masks that are available in TestNav 8
Test directions delivery—written directions to accompany oral directions—Code 7
Code 21—renamed “Response Devices”
Code 27—renamed “VDOE Special Accommodation Request”
Flexible schedule—time of day and/or scheduled breaks—Code 31
Setting—test location, special furniture, lighting—Code 32
The accommodations section for Limited English Proficient (LEP) students has been updated

9. New Information for
Guidelines for Testing Condition Adjustments Available to All Students is in Appendix D
The Test Irregularity Form is in Appendix E
Test delivery is moving to TestNav 8
Students, teachers, test examiners/proctors, and other testing personnel must be familiar with the TestNav 8 delivery system prior to testing
Project Graduation guidelines have changed
Only Project Graduation students who are also Term Graduates are eligible for the second attempt on the Fall Writing SOL assessment

10. New Information for
The Virginia Department of Education is re-establishing on-site audits to:
To ensure that tests are administered according to VDOE guidelines
To ensure that data related to test attempts is being coded accurately
To ensure all students are being accounted for
To identify ways to improve the Virginia Assessment Program

11. New Information for
Divisions are selected for an audit to achieve a random sampling of all students tested during the testing window. Decisions are based on:
Region
Size of division
Testing window
Testing schedule
Grade levels tested
New features of the testing program

12. New Information for
Divisions may be audited in two different ways:
Test Administration Audits (the audit you will most visibly be impacted by)—These are on-site visits that occur during the administration of the Standards of Learning assessment. A team of auditors from VDOE visits one or more schools within the division during a test administration to observe testing procedures.
Data Audits—These are audits of a school’s data related to Standards of Learning testing. A team of auditors from VDOE reviews a school’s test records in PearsonAccess in conjunction with supporting documentation submitted by the division.

13. New Information for
If a division is selected for a Test Administration audit:
VDOE staff will call the DDOT and inform her of an audit visit.
DDOT will immediately notify all school administrators and STCs that an auditor will be in the division.
VDOE staff will request information from the DDOT about specific testing schedules at individual schools
Name of School
Specific Dates of Testing
Subject(s) to be Tested
Start Times of Materials Distribution
Testing Locations
Test Examiner/Proctor Names
Number of Students
Times testing begins

14. New Information for
If a division is selected for a Test Administration audit:
VDOE staff will notify the DDOT the day prior to the visit of the school(s) to be visited and will verify start times for distribution of materials.
The DDOT will communicate with the selected school’s administrator(s)/STC(s) to:
Inform them of the visit
Explain the audit procedues
Confirm the test distribution start times
Arrange for an area for auditors to talk with examiners and the STC following the test sessions
Administrators/STCs may inform their staff of the audit visit.

15. New Information for
During the onsite audit visit, auditors will:
Observe procedures for distributing and returning testing materials
Observe test sessions as tests are being administered
Conduct minute post-test interviews with the Examiners and/or Proctors observed
Conduct a minute interview with the School Test Coordinator (STC)
Ask to see training materials used at the school to prepare staff for testing
Ask to see supporting documentation, such as IEP/504/LEP test accommodation pages

16. New Information for 2016-2017 Following the Test Administration audit:
An audit report will be developed and a summary of all information will be provided to the DDOT generally within 30 days of the audit visit.
The results of the audit should be shared with the school’s administration and STC. These results should be used to enhance future training, testing practices, and procedures.

17. Important Reminders
for

18. Reminders for
Accommodations must be in listed in the student’s IEP/504/ESL plan
Specific Verbal Prompts to keep student focused on the test—must be specific in plan
“Please continue with your test.”
“Keep working.”
“Keep going.”
“Focus.”
“Stay focused.”
Any other verbal prompts would need to have been approved by the VDOE Assessment Division.

19. Reminders for
Students should have the opportunity to practice using the SOL Practice Tools & TestNav 8
Multiple-Choice
Short-Paper

20. Responsibilities and Activities:
Examiners’
Responsibilities and Activities:
Before
SOL Testing

21. SOL Test Security View the VDOE Security PowerPoint
Teachers (Test Examiners/Proctors)—anyone who may come in contact with the SOL assessment—whoever that may be in your school
Aides
Administrators
Custodians
Administrative Assistants

22. SOL Test Security All examiners and proctors must:
Read the Virginia law regarding the consequences of violating test security procedures, including:
Actions for violations of test security procedures (§22.1–19.1)
Violation of test security procedures: Revocation of license (§22.1–292.1)
Read, understand, and sign the School Division Personnel Test Security Agreement
Ask all questions before signing
Questions should be directed to the School Test Coordinator (STC)

23. SOL Test Security
Some specific points from the School Division Personnel Test Security Agreement
Security before, during, and after testing is of the utmost importance.
Teachers/schools cannot require or put undue pressure on students to use a particular testing strategy during testing—this includes providing incentives.
Points 2 and 10 on the School Division Personnel Test Security Agreement address this.

24. SOL Test Security
Non-school employees should not be used as Test Examiners or Proctors.
They should not come in contact with the test in any way.
Student teachers
Interns
Volunteers
Substitutes—only substitutes working on their 25-day contract for insurance purposes may be used for testing
Use non-school employees in other capacities
Hall monitors
Substitutes for classroom teachers who are testing

25. Electronic Devices
Students may not access any electronic devices, including but not limited to cell phones, e-books, tablets, games, smart watches, etc. during SOL testing.
MCPS division guidelines for electronic devices confiscated during SOL testing
The device will be checked for pictures of the test, texts, etc.
The student will receive two days ISS.
Parents must pick the device up from the school.
Student WILL take an alternate form of the test (as mandated by the VDOE)
Send a “robo” call the night before testing to remind parents and students

26. Electronic Devices
MCPS procedures for limiting students’ access to all electronic devices during SOL testing.
Students should leave electronic devices in their locker or
Surrender them prior to testing—placed in a plastic baggie and kept at the front of the room
The consequences of accessing electronic devices during must be discussed with students prior to testing. The STC will share your school’s process for this discussion.
Any incident in which a student accesses an electronic device during SOL testing is an irregularity and must be reported immediately to your STC.

27. Cheating
MCPS guidelines regarding what actions and behaviors are considered cheating
The incident will be fully investigated.
The student will receive two days of OSS.
The student will NOT have an opportunity to retest during the current administration.
The consequences of cheating on the test must be discussed with students prior to testing. The STC will share your school’s process for this discussion.
Any incident in which a student is suspected of cheating must be reported immediately to your STC.

28. Manuals for Test Administration
Examiners and proctors must be provided with their own copies of the appropriate manual(s) during training. This could include:
Examiner’s Manual for each test being administered
Supplement to the Examiner’s Manual (for the administration of paper tests)
Guidelines for Administering the Read-Aloud Accommodation for Standards of Learning Assessments (if the Read-Aloud form of a test is being administered)

29. Manuals for Test Administration
Examiners and proctors are expected to read each manual that pertains to the test being administered prior to the day of testing.
Read each manual early so that ample time is available to ask the STC all questions that arise.
Examiners and proctors are encouraged to “mark-up” their manuals in order to deliver the directions to the students in the clearest possible way.
Regardless of an examiner’s or proctor’s previous experience with SOL testing, there is no substitute for reading the manuals—procedures change.

30. Prepare the Students
Prepare your students for testing prior to test day using the Practice items using TestNav 8 – Guides can be found on the VDOE website:
The day of the test should not be first time a student uses TestNav 8.
The day before testing, remind students to:
get a good night’s sleep
eat a good breakfast
remind them no electronic devices allowed during test

31. Secure Testing Materials
Know the process for receiving secure testing materials from your STC. Counting and checking that you have all required materials takes time, so plan accordingly.
Secure testing materials may include test tickets, test booklets, or writing prompts.

32. Secure Testing Materials
Examiners must count all secure testing materials issued.
Examiners must sign a transmittal form after verifying the amount of secure materials received.
If there is a discrepancy between what is listed on the transmittal form and what the Examiner counts, adjustments must be made prior to signing the transmittal form.

33. Non-Secure Testing Materials
Non-secure testing materials are listed in each Examiner’s Manual and vary by test. Examples may include unused scratch paper, pencil or pen, calculator, etc.
All scratch paper becomes secure when it is handed out to students and must be accounted for after testing.
Know what you should expect to receive for the student(s) you are responsible for testing.

34. Test Site Preparation
Remove or cover all curricular materials related to test content and test-taking strategies that might influence student performance or provide an unfair advantage to students. These materials include but are not limited to:
class notes, study guides, maps, timelines, graphic organizers, charts, posters, projections, computer programs, textbooks, dry-erase board displays, chalk board displays, bulletin board displays, word walls, etc.
Placing physical barriers, free of any writing or graphics, between workstations is helpful in preventing students from viewing each other’s computer monitors.

35. Test Site Preparation
Testing rooms should be quiet, well lighted, and well ventilated. Report problems to the STC.
Each student’s work space should be clear of books and other materials not required for the test, and it should be large enough to accommodate required testing materials.
Plan appropriately to avoid overcrowding.
Seating should be arranged to discourage students from viewing or copying one another’s work and from communicating with one another during testing.
Students must not have access to cell phones or other devices that are capable of providing an advantage.

36. Accommodations for Students
Examiners should be familiar with any special testing accommodations required for each student in the testing group prior to the day of testing.
For many students, special testing accommodations vary by test.
It is important to provide accommodations needed for the specific test being administered each day.

37. Accommodations for Students
Coordinate with the STC how special test accommodations will be provided to students in the testing group.
Use the Accommodations Matrix—Mandatory for MCPS
Attach the student’s SOL accommodation’s page from the plan
One-on-one testing
Small-group testing
Included in the regular classroom
Descriptions of special test accommodations are included in each Examiner’s Manual.

38. School Testing Schedule
Examiners should be aware of the overall testing schedule in their building.
Based on the schedule in their school, examiners should review the procedures outlined in the Examiner’s Manual.
For example, breaks that are student-initiated

39. Procedures for Contacting STC
Know the procedure for contacting the STC during testing.
The STC will describe the procedure and provide examples of situations for which s/he should be contacted.

40. There is no substitute for
Remember…
Read all the manuals issued to you.
Ask questions before the morning of testing.
If you are unsure of any policies and procedures, ask the STC for guidance.
If you are unsure of how to handle a situation that arises during testing, stop and ask the STC for guidance rather than allowing students to continue testing.
There is no substitute for
reading the manuals.

41. Responsibilities and Activities:
Examiners’
Responsibilities and Activities:
During
SOL Testing

42. Contacting the STC
The STC is the liaison between your school and the Division Director of Testing.
When testing, do not bypass your STC. Something you think may be minor could actually be an irregularity.
If a situation occurs in which you must contact the STC during testing, the integrity of the testing environment must be maintained in order for testing to continue.
If you are unsure of how to handle a situation that arises during testing, stop and ask the STC for guidance rather than allowing students to continue testing.

43. Test Site Preparation
To help prevent irregularities, carefully check the test room on the day of testing before distributing any test materials to students.
Do not assume the test sites are ready, including rooms used as alternate test sites.
Ensure the test site is ready for testing, even if the room was used previously to administer tests to students.
Ensure all rooms used for testing have been properly prepared so that test-taking strategies and content information are not visible.
It may be helpful to place a “Testing: DO NOT DISTURB” sign on the door.

44. Test Site Preparation
Arrange seating to discourage students from viewing or copying one another’s work and from communicating with one another.
Examiners must ensure students do not have access to unauthorized materials within the room or in desks.
Make sure all desks/workstations are clear of all materials not needed/authorized for testing.
Have students place book bags and other materials away from the desks/workstations.
Make sure students do not have access to cell phones or other electronic devices.

45. Getting Started Be sure students receive their own test ticket
Watch for students with similar names or siblings
Students should sign their name on the test ticket
Students should put their device ID on the test ticket
Students should check to be sure that it is their name on the screen after they log into TestNav

46. Getting Started
Read the directions for students (in bold type) from the Examiner’s Manual exactly as written.
If a mistake is made in reading a direction, use the verbiage provided in the Examiner’s Manual, then read the direction again.
Unless otherwise noted in the Troubleshooting section of the Examiner’s Manual, examiners must not touch a student’s mouse, keyboard, or computer screen. Problems with technology should be reported to the STC.
No one, besides the student, must ever use a student’s test ticket to log in to TestNav for any reason.

47. Distributing Test Materials
Distribute the test materials exactly as prescribed in the Examiner’s Manual.
All materials must be distributed directly by the examiner to each individual student.
Examiners must never have students pass testing materials, scratch paper, etc., to each other.
Keep track of the amount of scratch paper distributed to each student in order to know exactly how much scratch paper to collect from each student.

48. Absent Students Report absent students to the STC.
Put a diagonal slash through the test ticket and write “Absent” at the top.

49. Monitoring Students Test Examiners and Proctors should not be: Reading
Grading papers
Using electronic devices (except to contact the STC )
Working/playing on the computer
Talking to a friend

50. Accommodations for Students
If, on the day of testing, an examiner is unsure about a student’s testing accommodations, the examiner should seek clarification from the STC before the student begins testing. Do not make assumptions on your own.
Specific information regarding testing accommodations is located in the appendices of the Examiner’s Manual.
PLEASE READ AS THERE ARE SEVERAL CHANGES THIS YEAR.
Examiners administering read-aloud tests must consult the Guidelines for Administering the Read-Aloud Accommodation for Standards of Learning Assessments AND listen to the TestNav 8 audio version of the Practice Test.

51. Accommodations for Students
Student Authorization Tickets for online Audio and Read-Aloud tests will have an icon indicating the test format:
indicates a Read-Aloud test form
indicates an Audio test form
Examiners need to check that the appropriate icon appears on Student Authorization Tickets for students who should be assigned a Read-Aloud or Audio test form.
Remember that the audio will not begin until after the sample questions.

52. Irregularities
A testing irregularity is anything that occurs while a student is testing that:
inappropriately influences student performance;
inappropriately influences the reporting of student performance;
constitutes a breach in test security; or
results in the improper implementation of mandatory student testing.
ALL testing irregularities must be reported immediately to the STC.

53. Irregularities
Examiners must know the school and division’s protocol for reporting testing irregularities. The STC will report all irregularities to the DDOT.
All testing irregularities must be documented and forwarded to the DDOT.
The Test Irregularity Form in the Examiner’s Manual may be used to document the irregularity initially for your STC.
Please provide all appropriate information:
Student’s legal name
STI (101…)
Correct form of the test

54. Irregularities
Examples of irregularities are included in the Examiner’s Manuals. Examples of test irregularities include, but are not limited to:
A student becomes ill or has to leave for an appointment during testing and cannot finish the test.
A student leaves the test setting without an escort or monitor.
A student accesses a cell phone or other electronic device during testing.
A student is observed cheating during the test.
An adult provides inappropriate assistance to a student during testing.
A student is provided with an inappropriate manipulative (e.g., calculator) during testing.
An unused test ticket is missing.

55. Monitoring Test Sessions
Once students and the test examiner enter the testing room, all instruction and/or review of the content covered by the test or discussion of testing strategies must stop.
Monitor test sessions by moving as unobtrusively as possible about the room and ensure that students are working independently.
Off Seat/On Feet

56. Monitoring Test Sessions
Examiners must not engage in any activities that interfere with monitoring testing. Such activities include but are not limited to reading, grading papers, using electronic devices, working/playing on the computer/tablet/cell phone, talking to a friend, etc.
Examiners must not read test items, copy test items, take notes about the test, record student responses to test items, or discuss test items or test content with anyone during or after the test session.
Help must not be given on any test item.

57. Monitoring Test Sessions
Examiners must not:
leave students or test materials unattended for any length of time;
test examiners must be in the room at all times—not in the hallway, not standing in the doorway, not in the room next door
allow students to have access to cell phones and other electronic devices; or
allow students to have access to any unauthorized materials.

58. Answer Student Questions
The Examiner’s Manuals provide directions for how to handle student questions that arise during testing.
Follow the directions related to student questions in the Examiner’s Manuals exactly as written.
Examiners must never read test questions/words. Reading a test question/word is a violation of test security.

59. Reporting Errors
If a student reports an error in a test question and/or answer choices, the examiner must not read the test question; instead:
Record the name of the student, subject area of test and level, the form number, question number, and a brief statement of the student’s concern.
Tell the student that the concerns will be reported.
Notify the STC of the student’s concern, and the STC will notify the Division Director of Testing (DDOT).

60. Reporting Errors
Do not communicate information related to the test questions and/or answer choices through electronic mail or in any other manner that will jeopardize the security of the test item.

61. Technical Issues During Testing
If a technical issues arises during testing, CONTACT YOUR STC IMMEDIATELY. S/HE WILL THEN CONTACT THE DDOT—IN ALL SITUATIONS.
An incident that you may think is incidental may in fact be an irregularity.
If a technical issue impacts a student’s test:
keep the student in the secure testing environment under testing conditions while awaiting assistance;
refer to the Troubleshooting section of the Examiner’s Manual for directions regarding frequently encountered online test scenarios; and
contact the STC immediately.

62. Technical Issues During Testing
Guidance has been added to assist the examiner with appropriate responses for when:
The student was attempting to Exit or Submit the test, but an error message, “Message 8627a,” appeared with a Retry button and a message that the student’s workstation is “Unable to communicate with the testing server.”
Student was testing and an error message, “Message 8627b,” appeared with Close TestNav button and an indication that the student’s workstation is “Unable to communicate with the testing server.”

63. Extended Testing
SOL tests are untimed but must be completed within one school day.
Students who have not completed their tests at the end of the allotted time should be given additional time to finish and may be moved to an alternate location.
When moving to an alternate location, students must be constantly and carefully monitored. Students must not:
have access to any content materials or electronic devices; or
interact with other students or discuss the test or course content in any way with anyone.

64. Extended Testing
Students’ test materials (including all test tickets, test booklets/prompts, scratch paper, test manipulatives) must be carried by school personnel, trained in test security, from the original test site to the alternate location.
The school must establish and follow procedures that ensure all materials are accounted for each time materials are transferred from one adult to the next.

65. Emergency Procedures
If an emergency occurs, the safety of the students and the examiner is the first priority. The second priority is to secure test materials and student responses.
Since emergency drills are not to be conducted during testing, any emergency notification should be considered “real”.
Stay calm and follow the safety procedures established by your school and provided by your STC.
The Virginia Department of Education (VDOE) will determine the next steps for testing after receiving information from the DDOT regarding the emergency.
Students should not resume testing until instructed by the STC.

66. Emergency Procedures
The DDOT will provide VDOE information related to the emergency.
Security of the test site
Were test rooms locked?
Did anyone access the room after the examiner and students left?
Security of the test materials
Were tests exited and/or computers shut down?
Has examiner accounted for all test materials?
Security of the test environment for students
Did students interact?
Did students have access to electronic devices?
Did students have access to curricular materials?
Did students remain under direct supervision of the examiner?
Time remaining to complete testing

67. Emergency Procedures
At the conclusion of the emergency, students must remain quiet and cannot communicate with one another while you await further instruction from the STC.
VDOE will determine the next steps for testing after receiving information from the DDOT regarding the emergency.

68. Responsibilities and Activities:
Examiners’
Responsibilities and Activities:
After
SOL Testing

69. Collecting Test Materials
Collect test materials from each student as they complete the test according to the directions in the Examiner’s Manual.
Collecting and accounting for all materials distributed to each student is imperative.
Once scratch paper has been distributed to students during testing, it is considered secure test material. All scratch paper, used and unused, that was distributed to students must be collected from individual students and returned to the STC.

70. Returning Test Materials
The STC will count all test materials returned by the examiner—in your presence—and verify the counts match the transmittal form, and initial the transmittal form.
The examiner will sign the Examiner’s/Proctor’s Affidavit.
All test materials must be transferred to the next location (test site for extended testing or secure testing materials storage room) by an adult who counts the materials and maintains the security of the materials during transfer.

71. Maintaining Test Security
Do not discuss the test at any time with anyone.
Discussing the test or any test content is a violation of the School Division Personnel Test Security Agreement.

72. Reminders Read all applicable manuals prior to testing.
If at all possible, ask questions prior to the first day of testing. This helps testing days run smoothly.
Report any situations which could be potential test irregularities to your STC as soon as they occur.

73. Responsibilities and Activities:
Examiners’
Responsibilities and Activities:
Troubleshooting

74. Troubleshooting
Do not bypass the STC as your primary point of contact in all situations
Please report all irregularities—failing to report an irregularity can be far more serious than the irregularity itself

75. Be Prepared for an
Onsite Audit