TOEFL Institutional Testing Administration Manual - gc-t.jp · TOEFL Primary® Step 1 (Step 2) test procedure ... Script “We are now going to begin the TOEFL Primary® test. I’m

Institutional Testing Administration Manual Jan. 2018 Internal use Only

Copyright©2018 Global Communication & Testing Co., Ltd. All rights reserved.

*Please read the manual before the test day.

TOEFL Primary®

TOEFL Junior®

Institutional Testing

Administration Manual

2018.01

2 Institutional Testing Administration Manual Jan. 2018 Internal use Only




The Institutional Testing Administrator assumes full responsibility for administration of the test. Accordingly, before administering the test, the Institutional Testing Administrator must read through and fully understand the manual.

This manual describes the specific procedures to be followed by the Institutional Testing Administrator for the preparation and administration of the TOEFL Primary® and TOEFL

Junior® tests.

Light blue fonts and boxes� Apply to TOEFL Primary® test only

Green fonts and boxes�Apply to TOEFL Junior® test only

● Checking test materials

1. Checking test materials P. 4

2. Content of test materials P. 4

● How to prepare prior to the test day

3. Checking test site/facilities P. 5

4. Samples of what is to be written on blackboard P. 5

● Testing procedure

5. Important notes P. 6

6. Schedule P. 7

7. Testing procedure (TOEFL Primary®) P. 8-9

8. Testing procedure (TOEFL Junior®) P. 10-11

● After the test

9. Returning test materials P. 12

10. Reporting test results and issuing invoice P. 12

11. Frequently Asked Questions P. 13

Irregularity Report Form P. 16

About This Manual



1. Checking test materials

Inspect the contents of test materials to ensure that everything listed on the “Test Materials Checklist” is contained. After confirming that all materials have been received, store them in a locked area until the day of the test. If any items are missing or damaged, promptly contact Global Communication & Testing (hereinafter referred to as “GC&T”).

2. Contents of test materials

Checking Test Materials

If any items are missing or damaged, contact GC&T promptly.

Phone: 03-6836-0125

(9:30-17:30 on weekdays)

E-mail: [email protected]

Distribute one “Admission Card” to each examinee who is going to take the TOEFL Primary® or TOEFL Junior® test

for the first time. Instruct examinees to fill the necessary information correctly, and keep it at hand even after the test. The “List of Previous Examinees” includes the examinees who took the previous test at your location. If an examinee on the list is scheduled to take the test again, do not distribute the “Admission Card” to him/her, but detach the examinee number from the list and hand it to him/her.

Test Administration Manual Test Book Answer Sheet Questionnaire Sample Answer Sheet

• “Test Administration Manual” provides important notes as well as procedures from the arrival to the return of test materials.

Test Materials Checklist Listening CD Return Slip

Ensure the same code is printed.

Test Taker’s Card List of Previous Examinees (at the time of submission

of the application only)



3. Checking testing site/facilities

Check with the “Testing Site Checklist,” sent beforehand to the Institutional Testing Administrator.

Setting up the testing site

� Ensure that all seats face the same direction (Seating layout that test takers cannot talk to each other and cannot check their answers with other test takers).

� Ensure that appropriate space is maintained between seats, and that there is a passage way between seats so that the proctor can check each seat periodically.

� Ensure that the bell does not ring, and that no announcements are made from the speaker. Ensure that the room is uncluttered.

Securing facilities

� Set up audio equipment (CD player) and adjust the volume.

� Keep extra stationery and scratch paper (only when necessary) available for the test takers.

� Set up a clock (at a location where test takers can see it easily).

4. Samples of what is to be written on blackboard

(See the examples below, and write down the necessary information on a blackboard located at the front of the room.)

• Test takers are allowed to fill their necessary personal information in their “Answer Sheet” before the day of the test. If they choose to do so, collect their Answer Sheets and store them until the day of the test.

• If there is a change in the “Test Time” due to administrative reasons, change the start/end time on the blackboard as needed (*However, the time originally allotted to complete each test section must be strictly adhered to).

TOEFL Primary® Step 1 (Step 2) test procedure Schedule

��:�� Introduction

��:�� Test time ��:�� Reading section practice questions (about 3 minutes)

��:�� Reading section (about 30 minutes)

��:�� Listening section (about 30 minutes)

��:�� Questionnaire

��:�� Scheduled end time

TOEFL Junior® test procedure Schedule

��:�� Introduction

��:�� Test time ��:�� Listening section (about 40 minutes)

��:�� Grammar & Vocabulary section (25 minutes)

��:�� Reading section (50 minutes)

��:�� Questionnaire

��:�� Scheduled end time

Completing the Answer Sheet

Test Center Name: <<Enter group name>>

Test Date: <<Scheduled test date>>

Form Code: <<See test materials>>

Country Code: 300

Language Code: 331

Group Code: <<See Test Materials Checklist>>

How to Prepare Prior to the Test Day

Completing the Answer Sheet

Test Center Name: <<Enter group name>>

Test Date: <<Scheduled test date>>

Form Code: <<See test materials>>

Country Code: 300

Language Code: 331

Group Code: <<See Test Materials Checklist>>

*if not pre-printed

*if not pre-printed



5. Important notes 1. After the test, collect ALL materials except for the “Test Taker’s Card” and the “List of Previous

Test takers” distributed to test takers (including any scratch paper).

2. Keep time thoroughly. Even if the test start time changes, the time allotted to complete each test

section must be strictly adhered to. 3. Prevent leakage of the test contents.

Ensure that the tests are securely stored to prevent leakage. Do not disclose to outsiders or third parties any confidential matters regarding the tests that you have learned.

4. It is important that the test be given in a strict, secure, and fair manner. The proctor is required to

read and understand the manual beforehand.

5. Writing in the test book is allowed. Also, test takers can take notes on the back page of the “Sample Answer Sheet” or a blank sheet which has been provided beforehand is allowed. However, all test books and note taking papers MUST be collected after the test.

6. No inquiries regarding the contents of the test by test takers are allowed. 7. Each section of the test has a time limit. During each time period, test takers are required to work

only on the section of the test they are instructed to work on, and they cannot work on other sections of the test. Test takers are permitted to leave the room for reasons such as feeling unwell and using the bathroom; however, the test time cannot be extended.

8. There are practice questions at the beginning of each section or part.

For TOEFL Primary®: Begin timing after the proctor first works on several practice questions with the test takers in the Reading section.

*Discrepancies in material counts or incomplete information on the front page of the answer sheets may result in delayed scoring. GC&T will not be able to score tests until all materials have been returned and all information has been received, and this could cause delays of 10 to 20 days for test results notification. Please check these things carefully before returning materials.

Test Procedure *Please read through the manual before the day of the test.



6. Schedule

Please check “Test Procedure” on page 6 and the following schedule beforehand.

Task (TOEFL Primary®) About 90 minutes

Seating/Guidance: schedule/important notes; completing answer sheets

(complete answer sheets together with test takers) 20 minutes

Reading section About 30 minutes

Listening section About 30 minutes

Filling out the questionnaire/Collecting test materials 5 minutes

Task (TOEFL Junior®) About 140 minutes

Seating/Guidance: schedule/important notes; completing answer sheets

(complete answer sheets together with test takers) 20 minutes

Listening section About 40 minutes

Grammar/Vocabulary section 25 minutes

Reading section 50 minutes

Filling out the questionnaire/Collecting test materials 5 minutes



Task Scenario

Begin the test procedure after making sure that all test takers are seated

Script “We are now going to begin the TOEFL Primary® test.

I’m going to explain important notes about the test.”

Stationery Script “Answer each question by filling in circles marked A, B, or C on your ‘Answer Sheet’

using a pencil. Raise your hand if you don’t have a pencil and eraser.”

Mobile phone Script “Please turn off your mobile phone, and put it away in your bag.

Turn off any alarms on your watch, as they may disturb other test takers.”

Filling in personal information

Script “Now you are going to fill in your ‘Answer Sheet.’ Please look at the ‘Sample Answer Sheet.’ We will do this together by following the instructions. If you don’t understand how to do it, please raise your hand and let me know.”

Name, group name, and date

Script “Start writing your name in Japanese at the upper left corner. Then enter your school or group name in the ‘Test Center Name’ box next to it. Enter today’s date under it.”

Form Code Script “Write down the alphanumeric characters found in your ‘Test Book’ in the ‘Form Code’

box to the right of the ‘Test Center Name’ box.”

(1)NAME Script “(1)You are going to write your name now. First, print your given (first) name, and then

family (last) name. Fill in the circles that correspond to the same letters.”

(2)STUDENT NUMBER

Script “(2)Your student number is found in your ‘Test Taker’s Card’ distributed to you. Copy the number (13 digits), and then fill in the corresponding circle beneath each number. If this is your second time taking the test, your student number is found on the stub detached from the list.”

(3)DATE OF BIRTH Script “(3)Enter your date of birth in order of month, day, and year. Then fill in the

corresponding circle beneath each number.”

(4)GENDER Script “(4)Mark your gender. Choose ‘BOY’ for male and ‘GIRL’ for female.”

(5)COUNTRY CODE Script “(5)Enter ‘300’ in the COUNTRY CODE column. Then fill in the corresponding circle

beneath each number.” *Only if you have not entered it yet.

(6)LANGUAGE CODE Script “(6)Enter ‘331’ in the LANGUAGE CODE column. Then fill in the corresponding circle

beneath each number.” *Only if you have not entered it yet.

(7)Grade Script “(7)Fill in the circle corresponding to the grade you are in at your school.”

(8)The number of years you have studied English

Script “(8)Fill in the circle corresponding to the number of years you have studied English, including this year.”

(9)The type of the TOEFL Primary test you have taken before

Script “(9)Choose the type of the TOEFL Primary® test you have taken before: Step 1, Step 2,

Both, or None. Fill in the circle corresponding to your answer.”

(10)GROUP CODE Script “(10)Enter ●●●● (GROUP CODE found on the back of Materials Checklist), and fill in the

corresponding circle beneath each number.”→ The necessary information should be posted on the blackboard beforehand.

(11)CODE SETS Script “(11)According to the table in the ‘Sample Answer Sheet,’ enter the CODE SETS (CODE

SET 1: Grade, CODE SET 2: Class number, CODE SET 3: Attendance number), and fill in the corresponding circle beneath each number.”

Checking test takers’ status

Script “Have you filled out your answer sheet completely? Have you entered your personal information?”

Matters to be attended to

Script “Now I’m going to explain some important matters that require attention as you take the test.”

• Explain the order of the test sections, the number of questions, and administration time as you point to the schedule posted on the blackboard.

Explaining each section

Script “The number of questions in each section will be: <Step 1> Reading: 39 questions/30 minutes; Listening: 41 questions/30 minutes; and <Step 2> Reading: 37 questions/30 minutes; Listening: 39 questions/30 minutes. First you will have practice questions in each section or part.”

Matters to be attended to regarding sections Task

Script “During each time period, you may work only on the section of the test you are told to work on. You may not go to any other section and answer questions.” The proctor walks around the testing room, and gives warnings if test takers are not following the instructions.

Script “All questions are three-choice questions, and there is only one correct answer for each question. If you mark more than one answer, that question will be counted as wrong.”

7. Test Procedure (TOEFL Primary®)



“There are answer columns for practice questions, too. Try to answer all the questions. As you mark your answer sheets, make sure that the question number matches to the number on the ‘Answer Sheet.’” “Please try not to make noise such as reading aloud, as it disturbs other test takers.”

Script “If you need to go to the bathroom, or start to feel sick, raise your hand to let me know. However, we cannot stop or extend the test time.”

Writing in the test book

Script “You are allowed to write in the ‘Test Book. Also you may take notes in the back page of the ‘Sample Answer Sheet.’ However, all test books and note taking papers must be returned after the test.

Test book seal Script “Now you can break the seal of your ‘Test Book.’ Do not open the ‘Test Book’ yet.”

• Instruct to break the seal. The seal is not designed to come off completely.

Script “Now we will begin TOEFL Primary® test.”

Reading section

Script “Please open the Reading section page. There are 39 questions (if Step 1 test) / 37 questions (if Step 2 test). The time limit is 30 minutes. You are not allowed to work on the other sections.”

Script “Let’s try the practice questions together. Read question No. 1. Choose the answer, and fill in the circle corresponding to the letter of the answer you have chosen.”

• Walk around the room and check if the test takers are answering the question correctly.

Script

“The correct answer is beneath the three answer choices. Do you understand how you should answer questions now?” For Step 1 test: “Now try question No. 2 just like you did with question No. 1, and mark your answer;” For Step 2 test: “<Go to the Reading section>.”

Script “You will have 30 minutes to complete the Reading section. You may begin.”

• Once the Reading section begins, write down the start time and end time of the test on the

blackboard.

Script (At 10 minutes before the end time) “You have 10 minutes left to complete the section.”

Script “Now it’s ▲▲ (time). This is the end of the Reading section.” “You may not go back to the Reading section and answer questions.”

Listening section

Script “Now we will begin the Listening section.”

Script “The CD will be played now. Tone, volume, and clarity have been checked. If you have difficulty hearing, raise your hand.” Play the CD.

• Go to the examinee who raised his/her hand, and address the situation. Unless circumstances are

extreme, continue the test.

Script “Now we will begin the Listening section. Please open the Listening section page.”

• When the CD starts playing, “This is the listening section of the TOEFL Primary®T” the proctor

moves to a place where he/she can look over a classroom, and starts monitoring test takers. Try not to walk around while the listening test plays.

• The Listening section comes to an end with the recording script: “Stop! You finished the listening section.”

Script “Now you have finished the Listening section. Close your ‘Test Book’ and stop filling in your ‘Answer Sheet.’”

Filling out the questionnaire

Script “Finally, please answer a ‘Questionnaire’ which will take about 5 minutes. I will collect your ‘Answer Sheet’ while you are answering the questionnaire.”

Collecting test materials and final check

• Collect “Answer Sheet,” “Test Book,” and “Sample Answer Sheet,” and count them. Collect everything except for the “Test Taker’s Card” and the “List of Previous Test takers.”

Script “Has everyone filled out the ‘Questionnaire’?”

Script “Now I will collect the ‘Questionnaire.’ Pass down your questionnaires from the end of your row.”

• Once you are certain you have every test material back and match the numbers with the check list, thank and dismiss the test takers.

Dismissing Script “You have completed the test schedule for today. Keep your ‘Test Taker’s Card’ (or the

stub detached from the list) in a safe place until you receive your test scores.”

• Make an announcement on the test score report as needed.



Task Scenario

Begin the test procedure after making sure all test takers are seated

Script “We are now going to begin the TOEFL Junior® test.

I’m going to explain important notes about the test.”

Stationery Script “Answer each question by filling in circles marked A, B, C, or D on your ‘Answer Sheet’ using a pencil. Raise your hand if you don’t have a pencil and eraser.”

Mobile phone Script “Please turn off your mobile phone, and put it away in your bag. Turn off any alarms on your watch as they may disturb other test takers.”

Filling in personal information

Script “Now you are going to fill in your ‘Answer Sheet.’ Please look at the ‘Sample Answer Sheet.’ We will do this together by following the instructions. If you don’t understand how to do it, please raise your hand and let me know.”

Name, group name, and date

Script “Start writing your name in Japanese in the upper left corner. Then enter your school or group name in the ‘Test Center Name’ box next to it. Enter today’s date under it.”

Form Code Script “Write down the alphanumeric characters found in your ‘Test Book’ in the ‘Form Code’ box to the right of the ‘Test Center Name’ box.”

(1)NAME Script “(1)Print your family name first, and then given name in roman letters. Fill in circles that correspond to the same letters.” Leave a blank space between your family name and first name. If no name is provided, your test will not be scored.

(2)STUDENT NUMBER Script

“(2)Your student number is found on your ‘Test Taker’s Card’ distributed to you. Copy the number (13 digits) justified to the left, and then fill in the corresponding circle beneath each number. If this is your second time taking this test, the student number is found on the stub detached from the list.”

(3)DATE OF BIRTH Script “(3)Enter your date of birth in order of month, day, and year. Then fill in the corresponding circle beneath each number.”

(4)COUNTRY CODE Script “(4)Enter ‘300’ in the COUNTRY CODE column. Then fill in the corresponding circle beneath each number.” *Only if you have not entered it yet.

(5)LANGUAGE CODE Script “(5)Enter ‘331’ in the LANGUAGE CODE column. Then fill in the corresponding circle beneath each number.” *Only if you have not entered it yet.

(6)GENDER Script “(6)Mark your gender. Choose ‘BOY’ for male and ‘GIRL’ for female.”

(7)Grade Script “(7)Mark the grade you are in at your school. (Choose ‘High School’ at the second from the bottom if you are a high school student.)”

(8)The number of TOEFL Junior tests you have taken

Script “(8)Mark the number of TOEFL Junior® tests you have taken.”

(9)The number of years you have studied English at school

Script “(9)Fill in the circle corresponding to the number of years you have studied English at school, including this year.”

(10)The hours of English classes per week

Script “(10)Fill in the circle corresponding to the number of hours of English classes per week.”

(11)The hours of studying English outside of school per week

Script “(11)Fill in the circle corresponding to the number of hours of studying English outside of school per week.”

(12)Experience of living in English-speaking countries

Script “(12)Mark the duration of living in English-speaking countries, if applicable.” “You will continue to fill in the back side of the ‘Answer Sheet.’ Please turn the sheet over.”

(13)GROUP CODE Script “(13)Enter ●●●● (GROUP CODE found on the back of Materials Checklist), and fill in the corresponding circle beneath each number.”→ The necessary information should be posted on the blackboard beforehand.

(14)CODE SETS Script “(14)According to the table in the ‘Sample Answer Sheet,’ enter the CODE SETS (CODE SET 1: Grade, CODE SET 2: Class number, CODE SET 3: Attendance number), and fill in the corresponding circle beneath each number.”

Script “Have you filled out your answer sheet completely? Have you entered your personal information?”

Matters to be attended to

Script “Now I’m going to explain some important matters that require attention as you take the test.”

• Explain the order of the test sections, the number of questions, and administration time as you point to the schedule posted on the blackboard.

8. Test Procedure (TOEFL Junior®)



Explaining each section Script “The number of questions and administration time in each section are as follows: Listening: 42 questions/about 40 minutes; Grammar/Vocabulary: 42 questions/25 minutes; and Reading: 42 questions/50 minutes.”

Matters to be attended to regarding sections

Script

“During each time period, you may work only on the section of the test you are told to work on. You may not go to any other section and answer questions.” The proctor walks around the testing room, and gives warnings if test takers are not following the instructions.

Script

“All questions are four-choice questions, and there is only one correct answer for each question. If you mark more than one answer, that question will be counted as wrong.” “There are answer columns for practice questions, too. Try to answer all the questions. As you mark your answer sheets, make sure the question number matches the number on the ‘Answer Sheet.’”

Script “If you need to go to the bathroom, or start to feel sick, raise your hand to let me know. However, we cannot stop or extend the test time.”

Writing in the test book Script “You are allowed to write in the ‘Test Book. Also you may take notes in the back page of the ‘Sample Answer Sheet.’ However, all test books and note taking papers must be returned after the test.

Test book seal Script “Now you can break the seal of your ‘Test Book.’ Do not open the ‘Test Book’ yet.”

• Instruct to break the seal. The seal is not designed to come off completely.

Listening section

Script “Now we will begin TOEFL Junior® test. The first section is listening.”

Script “The CD will be played now. Tone, volume, and clarity have been checked. If you have difficulty hearing, raise your hand.” Play the CD.

• Go to the examinee who raised his/her hand and address the situation. Unless circumstances are extreme, continue the test. • When the CD starts playing, “This is the listening section of TOEFL Junior Test form ●●●T, Raise your hand if you cannot hear my voice clearly. Now turn to page 3 in your test book,” start monitoring the room as needed.

• The Listening section comes to the end with the recording script: “Stop! This is the end of the listening section.”

Script “You have now finished the Listening section.”

Grammar /Vocabulary section

Script “We will move on to the Grammar/Vocabulary section. There are 42 questions. The time any is 25 minutes. You are not allowed to work on the other section. The end time is ●●●, which you can check on the clock in this room. Begin now.”

• Write down the start and end time of the Grammar/Vocabulary section.

Script (At 10 minutes before the end time) “You have 10 minutes to complete the section.”

Script “Now it’s ●●● (time). This is the end of the Grammar/Vocabulary section.”

Reading section

Script “We will move on to the Reading section. There are 42 questions. The time limit is 50 minutes. You are not allowed to work on any other section. The end time is ●●●, which you can check on the clock in this room. Begin now.”

• Write down the start and end time of the Reading section.

Script (At 10 minutes before the end time) “You have 10 minutes to complete the section.”

Script “Now it’s ●●● (time). This is the end of the Reading section.” “You have completed the test. You are not allowed to continue filling in your ‘Answer Sheet.’”

Filling out the questionnaire

Script “Finally, please answer a ‘Questionnaire’ which will take about 5 minutes. I will collect your ‘Answer Sheet’ while you are answering the questionnaire.”

Collecting test materials and final check

• Collect “Answer Sheet,” “Test Book,” and “Sample Answer Sheet,” and count them. Collect everything except for the “Test Taker’s Card” and the “List of Previous Test takers.”

Script “Has everyone filled out the ‘Questionnaire’?”

Script “Now I will collect the ‘Questionnaire.’ Pass down your questionnaires from the end of your row.”

• Once you are certain you have all test materials back, thank and dismiss the test takers.

Dismissing Script “You have completed the test schedule for today. Keep your ‘Test Taker’s Card’ (or the stub detached from the list) in a safe place until you receive your test scores.”

• Make an announcement on the test score report as needed.



9. Returning test materials Fill in the use status and the number of test takers and materials in the “Test Materials Checklist.” Return all materials except the “Test Taker’s Card” and the “List of Previous Test takers” using the enclosed cash on delivery slip (including scratch paper, etc.).

10. Reporting test results and issuing invoice [Approximately 10 business days after test materials have been returned*] Test takerscores will be available on GC&T website. Please inform test takers that they may review the results of their exam on their “My Page” at that time. Instructions for viewing exam results are printed on the reverse side of the “Test Taker’s Card.” [Approximately 20 business days after test materials have been returned*] Test takers’ score reports will be sent to the respective institution of each examinee. Please return the reports to your students. An invoice will be enclosed with the score reports or sent separately. Please pay the indicated amount by the due date.

*Discrepancies in material counts or incomplete information on the front page of the answer sheets may result in delayed scoring. GC&T will not be able to score tests until all materials have been returned and all information has been received, and this could cause delays of 10 to 20 days for test results notification. Please check these things carefully before returning materials.

After the Test



11. Frequently Asked Questions In case of violations to the “Important notes” on page 6, or upon the occurrence of unexpected events including such cases as described below, provide a detailed description of the situation(s) and the manner in which they were handled on the “Irregularity Report Form” found on page 16. In some circumstances, the test of an individual examinee or of all test takers may be invalidated due to violations.

Q. There was noise, or the CD jumped during the listening test.

A. Play the CD again from the beginning of the track (question) number where the problem occurred. (If the CD skipped, use the second provided CD.)

Q. I found some defective materials on the day of the test.

A. [If the situation can be handled with the additional materials enclosed in the carton]

Exchange them for the additional materials, and continue the test. Add time to the test time commensurate to the amount of time used for handling the situation.

[If the situation cannot be handled with the additional materials enclosed in the carton] Stop testing of the section of the defect, and report the situation in detail on the Report Form.

Q. I spotted cheating by a test taker.

A. Tell the examinee to leave the room, and collect his/her test materials. Make sure to report the incident to GC&T. This examinee’s test will become invalid and will not be scored.

Q. A test taker was working on the wrong test section.

A. Turn to the correct page of the test and instruct the examinee not to work on other sections.







Item Time of occurrence / Range of Impact Irregularity in detail Handling

Time: The number of people involved: Name(s) of examinee(s):




Published by:

Global Communication & Testing (GC&T)

Keikyu Daiichi Building 13F 4-10-18 Takanawa, Minato-ku, Tokyo 108-0074

Phone: 03-6836-0125 Fax: 03-6836-0275

E-mail: [email protected] Official website: http://gc-t.jp/

Irregularity Report Form

Documents

TOEFL Institutional Testing Administration Manual - gc-t.jp · TOEFL Primary® Step 1 (Step 2) test procedure ... Script “We are now going to begin the TOEFL Primary® test. I’m