Testing Tips: Helpful Hints for an Effective Preadministration and Test Day

Spring 2019

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Agenda We will be focusing on the paper/pencil administration of SAT®

School Day.

For more information on the digital administration, visit https://digitaltesting.collegeboard.org/

Our agenda for today includes:

• Submitting the 2nd Bulk Registration File• English Learner Supports• Organizing Your Materials• Review of the Preadministration Session• Rosters• Other Helpful Tips: Policies, Forms, Returning Materials,

Requesting Makeup Materials• SAT School Day Fee Waivers

Submitting 2nd

Bulk Registration File

Second Bulk Registration File

March administration: February 25

April administration: March 29

• Districts, community schools, and nonpublic schools can submit a 2nd bulk registration file to add additional students that were not submitted in the first file.

• For the paper/pencil SAT, schools WILL NOT receive additional pre-ID labels or test materials.

• For the digital SAT, additional students WILL be added to TIDE.

• The 2nd registration file is not required for schools administering the paper/pencil SAT, but encouraged.

• For schools administering the digital SAT, the 2nd file is required to add additional students to TIDE.

• If submitting a 2nd registration file, it should be a full replacement file.

• Bulk registration coordinators will receive an email with this information before the 2nd file is due.

• There is not a window for schools to submit, they may ONLY be submitted on the day listed.

English Learner Supports

English Learner Supports

Translated Test Directions for EL students

• Result in reportable scores and do not require advance approval

• Printed versions of the test directions are downloadable for educators to distribute to students on test day as needed.

• Available at: https://collegereadiness.collegeboard.org/sat/k12-educators/sat-school-day/downloads

• Languages: Albanian, Arabic, Bengali, Chinese/Mandarin, Gujarati, Haitian Creole, Hindi, Polish, Portuguese, Russian, Spanish, Urdu, Vietnamese.

• Other languages can be supported “on the fly” by approved translators.

Word-to-Word Glossary for EL students

• Increased list to approximately 100 glossaries for 2019

• Result in reportable scores and do not require advance approval

• List of glossaries can currently be found at www.collegeboard.org/ohio

English Learner Supports

50% Extended Time for EL Students:

• Result in reportable scores

• 50% extended time on each section of the test.

• Must sit for the entire time allotted and cannot go ahead in the test even if they are the only one testing.

• Although not an accommodation, needs to be identified in SSD Online to create accurate rosters (students will be listed on the Nonstandard Administration Report).

• EL students using 50% extended time can be tested with other students using the same timing and test materials.

Organizing Your Materials

Testing Room Packets

Sample Testing Room Cover Sheet

• We recommend creating packets for your testing rooms.

• This will make distributing materials to proctors much easier on test day and for the preadministration session.

• You may want to use large clear plastic tubs to contain the test materials for distribution to each proctor.

• Keep test books sealed in the plastic wrapping until test day.

• IMPORTANT: Test materials must be kept securely stored until test day. Do not add them to the kits until the morning of the test.

• Some of the items to include in your packets include:

• Testing room cover sheet (recommended)

• A prepared cover sheet is available in the online coordinator training or you can create it yourself

• Testing Room Materials Report form

• Pre-labeled Answer Sheets

• Student Answer Sheet Instructions

• SAT School Day Request to Cancel Test Scores forms

• If applicable, EL supports (translated directions and/or word-for-word glossaries) for students who need them

2019 Answer Sheets

Answer Sheets• You will now receive one SAT Answer Sheet, which is used for

administering either the SAT or the SAT with Essay.

• Before the test begins, students will be instructed to fill in which test they are taking.

What is the Preadministration Session?

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Preadministration Session

What is a preadministration session?

• Holding a preadministration session in advance of test day allows students to fill out information on the answer sheets early to reduce extra test day activities. • If a session cannot be completed in advance of test

day, the manual indicates how students can complete the session after testing is complete.

• The preadministration session allows students to:• Fill out the required personal information• Identify the colleges, universities, or scholarship

programs that they want their 4 free score sends to be sent

• Opt into Student Search Service® and complete optional questionnaire

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Preadministration Session

Benefits of Student Search

• The optional questionnaire allows students to opt into Student Search Service and provide information about themselves to help connect them with colleges and scholarship programs based on their interests.

• Nearly 1,700 colleges use Student Search Service to look for students who match a range of factors—such as the area where they live or go to school, their interests, and what they plan to study in college.

• Only eligible colleges and scholarship and educational organizations can participate. They most often search on expected high school graduation date, cumulative grade point average (GPA), and intended college major.

• Students can choose which optional questions they complete.

• Participation is optional.

Preparing for the Session

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Preadministration Session

SSID

• For the March administration:

• Answer sheets, manuals, and student guides arrived early

• Pre-ID labels are set to deliver the week of February 18

• For the April administration:

• All materials are expected to arrive the week of March 11

• Pre-ID labels should be checked for accuracy as soon as possible.

• A student can still test if you do not have a label for the student. Have the student bubble in all required fields on the answer sheet.

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Preadministration Session

Prepare for Session

• Read “Preparing for the Preadministration Session” in the Coordinator Manual.

• Apply labels to the correct answer sheet type.

• Standard or Large-Block

• Create a room plan for administering the session.

• Determine how you will conduct your sessions (for example, in a class, in an assembly for students taking the test, or in small groups).

• Determine staffing needs.

• Conduct the session in school. Do not let students take the answer sheets home

• Share the SAT Student Guide and the Student Privacy Letter in advance so students can discuss with their families information about the SAT, whether they will participate in Student Search Service, and which organizations they will send their 4 free score sends.

Conducting the Session

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Preadministration Session

• Plan for approximately 45-60 minutes.

• Distribute pre-labeled answer sheets and student answer sheet instructions.

• All students will complete:

• Part 1: Personal Information

• Part 2: Score Sends• Students will use the answer sheet instructions to locate

the appropriate codes for any colleges or scholarship programs.

• Part 3: Optional Questionnaire• Students will use the answer sheet instructions to respond

to the optional questions. Students are not required to complete every optional question. They can choose which questions to complete.

• Part 4: State-Use Questions• The Ohio Department of Education is asking students to

answer 10 questions that will be reported only to ODE. Students will answer in the “Special Reporting Use Only” portion of answer sheet.

Personal Information

For students with a pre-ID label, we recommend bubbling in all required fields; at a minimum, however, students must bubble for data verification purposes:

1. Name

5. Student ID Number

7. Date of birth

For students without a pre-ID label, all of the following required fields must be bubbled on the answer sheet:

1. Name

2. Testing Location

3. School

4. School Code

5. Student ID Number

6. Grade Level

7. Date of Birth

8. Sex

SSID on Answer Sheet

• Students will bubble in their SSID as their Student ID on the answer sheet.

• Students can find their SSID in the upper-left corner of their pre-ID label.

• Students must be provided their SSID if they do not have a pre-ID label (students not included in the bulk registration/pre-ID file, homeschooled students).

• SSIDs are 2 letters and 7 digits; however, ONLY the digits can be entered on the answer sheet.

• Homeschooled students also need a valid SSID. Contact the Ohio Department of Education if you need to obtain an SSID for a homeschooled student that wants to test at your school.

• Homeschooled students will bubble in 970000 as their AI code so they aren’t included in your reports.

SSID

Preadministration Session

After the session

• Proctors will:

• Collect all answer sheets and answer sheet instruction documents.

• Confirm that all students have entered their student ID accurately.

• Return answer sheets to the coordinator as instructed.

• SAT Coordinators will:

• Organize your labeled answer sheets, as necessary, for test day.

• Track students who missed the session and plan a makeup session prior to test day, if possible.

• Otherwise, plan extra time on test day for students to complete the activities when the test is complete.

• Collect manuals from proctors for use on test day.

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Rosters

RosteringHow to Create a Master Student List

● Pull the list of all students who are expected to test from your school student information system or work with your district assessment coordinator to get the list of students.

● This is called your Master Student List

● You may need to add any new students, including students who have recently transferred to your school.

● You also may be asked to test students who do not attend your school, such as homeschooled students.

● Add these students to your Master Student List.

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Rostering Review the “Build Your Master Student List for Testing” section in the Coordinator Manual for more information.

The following is an example, but schools may choose to include other information as they deem appropriate.

It will be important to track attendance so you know what make up materials to request.

RosteringTesting Room Codes

● Testing room codes are optional 3-digit codes that allow you to better manage your SAT School Day administration.

● Assigning a unique code to each testing room allows you to organize answer sheets for preadministration sessions and for distribution on test day.

● If a group irregularity occurs, the code can help you pinpoint who may have been affected and which staff member(s) can offer information for quicker resolution and release of scores.

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Rostering ● From your Master Student List, divide the students into individual room rosters.

● As test day approaches, continue to account for additional students who may be eligible for testing (e.g., students who recently transferred to your school).

● There is no required format for creating room rosters.

● Have the SSD coordinator access the Nonstandard Administration Report (NAR) for information about students testing with accommodations.

• Available approximately 4 weeks prior to test day.

• Will include students testing with accommodations and English learners testing with 50% extended time.

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RosteringReturning Your Master List

● Return the Annotated (with marked attendance, etc.) Master Student List or copies of your room rosters in the answer sheet return shipment.

● Keep a copy of your Annotated Master Student List and room rosters for your records.

Updating Rosters

Changing from Standard to Nonstandard Testing

Or

Changing from Nonstandard to Standard Testing

Students may need to change from a standard testing room to a nonstandard testing room.• Confirm the student has been approved in SSD Online.• If you have enough books, and the student doesn’t need a specific format of the test (braille, large print, etc.), you can move the student to the nonstandard testing room. • Handwrite the student’s name on the NAR.• Update room rosters.

A student who opts not to use his or her approved accommodation must provide a written note signed by the student’s parent or guardian. • Keep the note in your records at school.• Update room rosters.

Other Helpful Tips: Policies

Training • One of the best ways to ensure a smooth preadministration and test day is to make sure your test day staff have appropriate training.

• It is the coordinator’s responsibility to ensure training for staff and can do so in whatever way is most convenient.

• Proctors

• The training link that the coordinator received in the training email can be shared with all proctors, who can take a specific training that focused on the test day activities.

• Share the direct link to training: www.collegeboard.org/ptat

• Review the manuals and scripts with staff.

• Hall and room monitor

• A PowerPoint training is provided at www.collegeboard.org/ohio under the Resources section.

• Can be shared with your hall and room monitors to review.

Calculators • Students are advised to bring their own calculators.

• Schools can choose to provide calculators to students.

• If schools do provide calculators, ensure that the student is familiar with its use.

• All scientific calculators are acceptable.

• Use the Coordinator Manual to identify the approved graphing calculators.

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Student IDs • Students are not required to provide photo ID if they are known to test day staff.

• If you’re asked to test students who are not known to test day staff, they must bring a valid photo ID.

• Refer at the Coordinator Manual for a list of valid photo IDs.

• If a student cannot or does not have a valid photo ID, a student ID form can be used. This is currently available at www.collegeboard.org/ohio

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Electronic Devices

Best Practice: Encourage students NOT to bring in phones or electronic devices into the testing room.

• If your school already collects phones and electronic devices for testing, we encourage you to continue using the methods that work for you and your students.

• If you do not currently collect students’ electronic devices, here are some suggestions:

• Collect students’ cell phones and wearable technology in a basket/envelope/bag before testing begins.

• Give students sticky notes and/or smaller envelopes to label their items with their name.

• Collect labeled items from students once they’re seated.

• If possible, keep student items in the order they were collected in, for easier return after testing.

• Keep the devices at the front of the room on the proctor’s desk for the duration of testing.

• If you cannot collect electronic devices, instruct students to disable alarms and power off cell phones when they enter the testing room.

Other Helpful Tips: Important Forms

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Coordinator Report Form (CRF)

• CRF is important because it tells us how many answer sheets you are

returning for scoring.

• The coordinator is responsible for completing the CRF.

• When testing has concluded, the test coordinator is required to count

the number of answer sheets and record the number on the CRF.

• This form is scanned and must be completed using a No. 2 pencil.

• You cannot make copies of this form.

• This is a REQUIRED document.

Fill out a separate Coordinator Report Form (CRF) for each shipment of answer sheets you’re returning. You should fill out a CRF for answer sheets:

1. Completed on the primary test date

2. Completed during the accommodated testing window

3. Completed on the makeup test

Irregularity Report • Use the Irregularity Report (IR) to record an irregularity, including:

• Security incidents

• Misconduct

• Test question errors or ambiguities

• Other incidents or disturbances

• Student complaints

• Make sure reports are complete and explicit. Fill out just one form for each issue, even if it affects more than one student (such as mistiming).

• Irregularities filed by proctors must be countersigned by the coordinator, who should add any information that might be useful.

• Keep a copy of any IRs submitted, should College Board require additional information during their review.

• They will also be useful when completing your makeup materials requests.

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Irregularity Chart • The testing staff performs a critical role in reporting any and all irregularities and affected students.

• Without information, we can’t resolve issues that arise. Please review the IR form with all proctors.

• All IRs submitted are thoroughly reviewed. Refer to the irregularity chart in the Appendix of the Coordinator Manual for instruction on when to fill out an IR.

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See Appendix of Coordinator Manual for full chart

Testing Room Materials Report

• 1 per testing room, can be photocopied, if needed.

• This is your “Materials Receipt” to monitor chain of custody of materials

• The coordinator will:

• Indicate the serial numbers of the test books being provided to the

proctor prior to testing

• Confirm receipt of all test books after testing is complete

• The proctor will:

• Confirm the serial numbers received

• Complete the seating chart on the back

• Additional seating charts can be used if testing in a large room.

• Return a copy with testing materials

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Seating Charts

• Seating charts are on the back of the Testing Room Materials Report. Make a copy for your records.

Testing Staff Agreement

• Review the Testing Staff Agreement• All staff must sign the Testing Staff Agreement form

Nonstandard Administration Report (NAR)Available about 4 weeks prior to test day

Includes three sections• Section 1: Student Summary (Including EL students using extended time)• Section 2: Students who test on the primary test day• Section 3: Students who test during the accommodated window

Identifies students who can test in the same testing room.

Indicates the color test book.

Identifies the name of the ‘test script’ to read.

Provides additional instructions for accommodated students (if any)

Nonstandard Administration Report (NAR)

Available about 4 weeks prior to test day

• SSD coordinator should click “Create Nonstandard Administration Report” on the SSD Online Dashboard.

• Will be able to select eligible students to the NAR, as needed.

Other Helpful Tips: After the Test

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What to do with materials

• Check the “After the Test” section of your Coordinator Manual for this chart that outlines which materials you should keep, which you should return and which should be destroyed.

Returning Materials

• Detailed instructions for packing and returning answer sheets and test books is included in the Coordinator Manual.

• Note that both standard and nonstandard materials can be returned together.

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Image of pre-labeled white box for returning answer sheets

UPS Label Colored Label

White Accommodated Envelope

• When packing answer sheets, all answer sheets for any student who is listed on the NAR, should be placed in the white accommodated envelope for return.

• This includes English learners testing with 50% extended time.

• Make sure to ONLY include answer sheets for students on the NAR.

• We assume that all answer sheets returned in this envelope tested with an accommodation or 50% extended time for an English learner.

• If an answer sheet is included for a student that did NOT test with an accommodation or an English learner with 50% extended time, the student’s score will go on a hold for using an unapproved accommodation.

Material Pickup • The pre-arranged UPS delivery to pick up test materials will be arranged for the day after testing, to allow for more time to organize and package testing materials after testing has completed.

• Coordinators will receive an email with confirmation of pick up times and directions the day before testing, if this time needs to be changed.

• If you have students testing in the accommodated testing window, you can send materials back once all students have finished testing.

• You may also simply provide the packages to UPS during a regularly-scheduled UPS visit (if your school has one).

• For schools administering at an off-site location, UPS pickups will occur in the afternoon on test day to accommodate those locations where the supervisor will no longer be on-site the following day.

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Make Up Survey

DEADLINE TO RESPOND:March administration: March 8April administration: April 11

• If schools do not respond to the survey by the deadline, they will NOT receive makeup materials.

• It is imperative that schools respond on time.

• Coordinators will receive an email prior to test day.

• The email will contain a link to a survey to assist in determining makeup materials.

• You must respond to the survey even if you don’t need makeup materials so we can accurately track responses.

• The survey will NOT inquire about makeups for students on the NAR.

• Requesting materials for students on the NAR should not be necessary due to the testing window.

• If there is an irregularity in a NAR room, College Board will follow up with guidance on the potential for a make up.

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Preparing for Make Up Testing

• For standard SAT make up testing:

• Keep unused answer sheets and pre-ID labels for use on the make up.

• Ship all test booklets back.

• Respond to the survey for requesting make up materials.

• For students on the NAR:

• There are no make up dates. Students will test in the accommodated testing window.

Other procedures for the make up test day follow the same procedures as the primary test date.

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Packing Materials Packing Test Books • Reuse the boxes your test materials arrived in to return test books• Loose UPS labels will be included in the shipment with the header “TB

Returns” • Apply one label of each type to each box• Be sure to look for these labels when receiving your materials. They

may shift to the bottom of the box during shipment.

TB Returns

Image of loose UPS label that needs to be affixed to outside of box

Fee Waivers

Fee Waivers • Although the Ohio Department of Education is paying for the student’s SAT registration, students who qualify for fee waivers can receive SAT School Day fee waivers.

• SAT School Day fee waivers provide to students:

• Unlimited free score sends

• 4 college application fee waivers

• 2 SAT and 2 SAT Subject Test national administration fee waivers

• Schools will be receiving codes in a file that will be available directly in the K-12 reporting portal this spring.

• More information to come about this closer to test day

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For Assistance SAT School Day Hotline855-373-6387 satschoolday@collegeboard.org

Contact your field team representative• Joel Gulko• Rashida Savage• Mark Yoho

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Thank You.