Developed by the Virginia Department of Education

Developed by the Virginia Department of Education

Standards of Learning Tests:Examiner and Proctor Training

Training for Examiners2

Examiners and ProctorsThis 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.


Examiners and ProctorsWhat 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.


Examiners and ProctorsAs 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.


Examiners and ProctorsThe training expectations for SOL test examiners and SOL test proctors are the same.

Examiners’ Responsibilities and Activities:

Before SOL Testing


SOL Test SecurityView the VDOE Security PowerPoint—must view in

MoodleTeachers (Test Examiners/Proctors)AidesAdministratorsCustodiansAdministrative AssistantsAny individual who may come in contact with the test

http://www.mcps.org/Testing_Files/Counselor/Test%20Security%20PowerPointi--VDOE.pdf

http://www.mcps.org/Testing_Files/Counselor/Test%20Security%20PowerPointi--VDOE.pdf


SOL Test SecurityAll 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).


SOL Test SecuritySome specific points from the School Division Personnel

Test Security AgreementSecurity before, during, and after testing is of the utmost

importanceTeachers/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


SOL Test SecurityNon-school employees should not be used as Test

Examiners or Proctors. They should not come in contact with the test in any way.Student teachersInternsVolunteersSubstitutes


Electronic DevicesStudents may not access any electronic devices, including but

not limited to cell phones, e-books, tablets, games, etc. during SOL testing.

MCPS division guidelines for electronic devices during SOL testing.It will be checked for pictures of the test, texts, etc.Two days ISSParents must pick up the device

MCPS procedures for limiting students’ access to all electronic devices during SOL testing. Students should leave in their locker orSurrender them prior to testing—placed in a plastic baggie and

kept at the front of the room


Electronic DevicesThe consequences of accessing electronic devices

during testing must be discussed with students before 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.


CheatingMCPS guidelines regarding what actions and behaviors

are considered cheating. The incident fully investigatedTwo days of OSSThe student will not have an opportunity to retest during

the current administrationThe consequences of cheating on the test must be

discussed with students before 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.


Manuals for Test AdministrationExaminers 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 administeredSupplement 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)


Manuals for Test AdministrationExaminers 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 occasionally change.


Prepare the StudentsPrepare your students for testing prior to test day using

the Practice items on the VDOE website.The day of the test should not be first time a student

uses TestNav The day before testing, remind students to:

get a good night’s sleepeat a good breakfastremind them no electronic devices allowed during test


Secure Testing MaterialsKnow 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.


Secure Testing MaterialsExaminers 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.


Non-Secure Testing MaterialsNon-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.


Test Site PreparationRemove 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.


Test Site PreparationTesting 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 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.


Accommodations for StudentsExaminers 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.


Accommodations for StudentsCoordinate with the STC how special test

accommodations will be provided to students in the testing group.Use the Accommodations Matrix—Mandatory for MCPSOne-on-one testingSmall group testingIncluded in the regular classroom

Descriptions of special test accommodations are included in each Examiner’s Manual.


School Testing ScheduleExaminers 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.Breaks that are student-initiated


Procedures for Contacting STCKnow the procedure for contacting the STC during

testing.The STC will describe the procedure and provide

examples of situations for which he or she should be contacted.


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.


During SOL Testing


Contacting the STCThe 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 when it actually is 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.


Test Site PreparationTo 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 for extended testing. 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.


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.

Test Site Preparation


Getting StartedBe sure students receive their own test ticket

Watch for students with similar names or siblingsStudents should sign their name on the test ticketStudents should check to be sure that it is their name on

the screen after they log into TestNav


Getting StartedRead 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.


Distributing Test MaterialsDistribute 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.


Absent StudentsReport absent students to the STC.

Put a diagonal slash through the test ticket and write “Absent” at the top.


Accommodations for StudentsIf, on the day of testing, an examiner is unsure about a

student’s special testing accommodations, the examiner should seek clarification from the STC before the student begins testing.

Specific information regarding special testing accommodations is located in the appendices of the Examiner’s Manual.PLEASE READ AS THERE ARE MANY CHANGES THIS YEAR.

Examiners administering read-aloud tests must consult the Guidelines for Administering the Read-Aloud Accommodation for Standards of Learning Assessments.


Accommodations for StudentsStudent Authorization Tickets for online Audio and Read-

Aloud tests will have an icon indicating the test format: iindicates a Read-Aloud test form indicates an Audio test formExaminers 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 samples.


IrregularitiesA 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; orresults in the improper implementation of mandatory

student testing.ALL testing irregularities must be reported immediately

to the STC.


IrregularitiesExaminers 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.


IrregularitiesExamples 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.


Monitoring Test SessionsOnce 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


Monitoring Test SessionsExaminers 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.


Monitoring Test SessionsExaminers 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.


Answer Student QuestionsThe 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. Reading a

test question is a violation of test security.


Reporting ErrorsIf 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 test and level,

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).


Reporting ErrorsDo 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.


Technical Issues During TestingIf 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 irregularityIf 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.


Technical Issues During TestingGuidance 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.”


Extended TestingSOL 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.


Extended TestingStudents’ 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.


Emergency ProceduresIf 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.


Emergency ProceduresThe 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


Emergency ProceduresAt 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.


After SOL Testing


Collecting Test MaterialsCollect 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.


Returning Test MaterialsThe 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.


Maintaining Test SecurityDo 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.


RemindersRead 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.Testing logins to Novell are confidential—students are

never to log into the computer using the testing login.


Troubleshooting


TroubleshootingDo not bypass the STC as your primary point of contact

in all situationsPlease report all irregularities—failing to report an

irregularity can be far more serious than the irregularity itself

Documents

Developed by the Virginia Department of Education