Supervisor Manual - The SAT and SAT Subject Tests
Supervisor Manual - The SAT and SAT Subject Tests
The SAT ® and SAT Subject Tests™ Supervisor Manual Look inside for: Spring and Summer 2019 2019 Spring and Summer Testing Dates TEST CENTER SETUP AND MANAGEMENT STAFF AND FACILITY REQUIREMENTS SECURITY REQUIREMENTS TEST CENTER ADMISSION PROCEDURES JUN 1 AUG 24 MAY 4 MAR 9 Note: If testing internationally, check sat.org/international to confirm availability.
ii SPRING–SUMMER 2019 SAT Supervisor Manual Test Administration Contacts Materials Not Received Staffing/Center Questions NOTE: TAS contact information is for test center staff only. Parents and students who need assistance should contact SAT Customer Service.
Test Administration Services (TAS) Phone: 800-257-5123 (U.S.) +1-609-771-7788 (International) Fax: 609-771-7710 Email: email@example.com or firstname.lastname@example.org for questions relating to test shipments Test Day Questions Test Security Office of Testing Integrity (OTI) Phone: 609-406-5430 (before or after test day) 800-257-5123 (U.S. on test day only) Email: email@example.com Testing Students with Disabilities Services for Students with Disabilities (SSD) Office Phone: 844-255-7728 (U.S.) +1-212-713-8333 (International) Fax: 609-771-7944 Fax for Eligibility: 866-360-0114 Email: firstname.lastname@example.org Media Questions Office of Communications Phone: 877-353-5885 (U.S.) +1-609-233-0090 (International) SAT Program Contacts General SAT Questions (counselors) SAT Educator Help Line Phone: 888-SAT-HELP (U.S.) +1-212-520-8600 (International) Email: email@example.com Training Technical Support Phone: 866-260-5211 (U.S.) +1-212-401-0163 (International) General SAT Questions (students) SAT Customer Service Phone: 866-756-7346 (U.S.) +1-212-713-7789 (International) Email: firstname.lastname@example.org Help with online registration and printing the online admission ticket: sat.collegeboard.org/help Test question ambiguity/error Email: email@example.com Test center complaints Email: firstname.lastname@example.org Contact Information for Supervisors TEST ADMINISTRATION SERVICES (TAS) MONDAY TO FRIDAY HOURS: 8:00 a.m.
to 5:00 p.m. ET TEST DAY HOURS: Friday 8 a.m. to Saturday 6 p.m. ET (August hours end at 8 p.m. ET Friday and reopen at 7 a.m. ET Saturday) Sunday 8 a.m. to 4 p.m. ET When contacting TAS, please provide your name and title (SAT test center supervisor) and your SAT test center number and location.
iii Supervisor Manual SPRING–SUMMER 2019 SAT Contents 1 Introduction 1 Using This Manual 1 Standardized Testing Policies 2 Facts About the SAT 3 Nonstandard Testing 3 SAT Test Materials 3 Procedures to Safeguard Test Security and Fairness 5 Staffing and Facility Needs 5 A Suggested Supervisor Task List and Timeline 5 Test Center Staff Responsibilities and Qualifications 7 Recruiting Test Day Staff 8 Training Your Staff 15 Test Center Facility Requirements 15 Capacity Planning and Testing Room Requirements 17 Assigning Rooms and Test Books 17 Receipt and Security of Test Materials 18 Planning to Test Students with Disabilities 21 Test Center Admission and Monitoring 22 Test Center Admission Policies 24 Admitting Students to the Test Center 28 Admission Procedures 30 Center Management During Testing 30 Monitoring the Center During Testing 31 Testing Room Management 32 Reporting Test Administration Irregularities 34 Returning Testing Materials 34 Returning Standard and Nonstandard Testing Materials 35 Returning Used Answer Sheets and Critical Materials for Scoring 38 Appendix 38 Honorarium Income for SAT Test Center Staff 39 The Center Master Form (CMF) Process 40 Acceptable Graphing Calculators List 40 Guide for Seating Plans 41 Center-Based Test Day Irregularity Chart 51 Diagrams for Returning Materials About the College Board The College Board is a mission-driven not-for-profit organization that connects students to college success and opportunity.
Founded in 1900, the College Board was created to expand access to higher education. Today, the membership association is made up of more than 6,000 of the world’s leading educational institutions and is dedicated to promoting excellence and equity in education. Each year, the College Board helps more than seven million students prepare for a successful transition to college through programs and services in college readiness and college success—including the SAT® and the Advanced Placement Program® .
The organization also serves the education community through research and advocacy on behalf of students, educators, and schools. For further information, visit collegeboard.org.
Supervisor Manual SPRING–SUMMER 2019 SAT Using This Manual Introduction 1 Introduction Using This Manual This manual provides instructions for administering the SAT® and SAT Subject Tests™. Please read the manual from cover to cover. You also have received separate testing room manuals for standard and nonstandard administrations with instructions that associate supervisors will need for test day.
All manuals are intended solely for the use of supervisors, associate supervisors, and proctors. Staff should not share manuals with anyone else.
This new manual covers all Saturday and Sunday administrations beginning with March 2019. Please securely destroy remaining copies of manuals for 2018. Typographical icons are used throughout the manual to draw your attention to specific information and action items: Urgent Contact by Phone Information about providing testing accommodations Security requirement New for Spring 2019 We are providing this updated SAT Supervisor Manual to introduce some important changes to test administration, summarized below. Multiple-choice test books for the SAT and SAT with Essay have been combined into a single test book.
You can now have combined rooms for SAT and SAT with Essay test takers. Be sure to group your SAT test takers near the exit so that before you begin the Essay section, you can dismiss them with minimal disturbance. If you are administering an additional section after the Math Test – Calculator section, all students testing under standard conditions, whether taking the SAT or the SAT with Essay, will complete the extra section. Test Center staff will need to create an on-line account through the Velocity/Western Union portal to receive payment, including those who prefer to be paid by check (check available to domestic staff only).
For more information, see page 38. Standardized Testing Policies As a test center supervisor, you are central to the successful administration of the College Board’s SAT and SAT Subject Tests. For students, taking a college admission test is an important event on their path toward college and career readiness. To learn more about the SAT Suite of Assessments, visit collegeboard.org/sat-suite.
Uniform procedures are essential to a standardized testing program. The only way to ensure comparable scores is for test administrators to follow the same testing procedures and give their instructions exactly as they appear in the testing room manual. Test center supervisors must ensure that they and all testing staff comply with all applicable laws, including those relating to discrimination. All students are to be protected from disturbance. By strictly following our policies and procedures, you give students the best guarantee of fair testing.
Test Security Our test security and fairness policies are designed to give students an equal opportunity to show college readiness and to prevent anyone from gaining an unfair advantage on the SAT.
See “Maintaining Security” (page 11) and other security requirements (identified with a lock icon) throughout this manual for security measures that you and your staff must take before, during, and after a test administration. These measures are important—they help ensure that the SAT and SAT Subject Tests remain valid tests and help give test takers equal chances to demonstrate their college readiness. Also visit the Forms and Security Enhancements section of the Supervisor’s Library and the SAT Posters and References section at ets.org/supervisor for up-to-date information and administration guidelines.
Additional Resources About the Tests You can download or request additional SAT and SAT Subject Tests publications at sat.org/order-resources.
SPRING–SUMMER 2019 SAT Supervisor Manual Introduction Facts About the SAT 2 Facts About the SAT Order and Timing of SAT Tests The SAT is composed of several parts that follow the same order in every test book. You’ll need an additional 15 to 30 minutes before the test, another 15 minutes if administering the SAT with Essay, and 5 minutes after the test to handle administrative tasks. Additional section: At some centers, certain administrations will include an additional 20-minute section to be completed by all SAT test takers, including students taking the SAT with Essay.
The Standard Testing Room Manual informs associate supervisors precisely when to administer it. Test Component Time Reading Test 65 minutes 10-minute break Writing and Language Test 35 minutes Math Test – No Calculator 25 minutes 5-minute break Math Test – Calculator 55 minutes Additional section (doesn’t apply to all administrations; the scripts identify when to administer) 20 minutes 2-minute break Essay (Optional) 50 minutes Comparison of SAT and SAT Subject Tests The SAT and SAT Subject Tests share similar policies and administrative procedures; however, you should be aware of some differences, summarized in the table that follows.
Policies/Procedures SAT/SAT with Essay SAT Subject Tests Allowed Test Day Changes Restrictions apply—page 23 If you have sufficient staff, space, and materials, you can permit a student to change their Essay option at check-in on test day. Only students in a combined SAT and SAT with Essay testing room can change their Essay option after check-in, but before starting the test. You can permit a student to add, drop, or change the SAT Subject Test(s) taken from those that they registered for. Calculator Use Calculators permitted only on the Math Test – Calculator.
It is recommended that students use an acceptable graphing calculator or any scientific model that has no unacceptable features.
Calculators permitted only on the SAT Subject Tests in Mathematics Level 1 and Level 2. It is recommended that students use an acceptable graphing calculator. Any scientific model that has no unacceptable features can also be used. Guessing Students should be encouraged to give their best answer for every question, since no points are deducted for incorrect answers on the SAT/SAT with Essay. Students should be encouraged to make educated guesses if they can eliminate some answers. An incorrect answer will result in a fractional point deduction on SAT Subject Tests. Room Assignment The online attendance roster indicates groups for room assignment (for SAT only, not for SAT Subject Tests).
Students registered for the SAT with standard timing can now be seated with students registered for the SAT with Essay with standard timing.
Students who arrive late may be seated for the second hour of testing in the standard SAT Subject Tests room. Standard Breaks Students receive a 10-minute break after Section 1, a 5-minute break after Section 3, and, if taking the optional SAT Essay, a 2-minute break before the Essay. Students receive a 5-minute break after each test.
Supervisor Manual SPRING–SUMMER 2019 SAT Nonstandard Testing Introduction 3 Nonstandard Testing The College Board provides testing accommodations to students with disabilities who demonstrate a need for accommodations on College Board tests.
Some accommodations, such as 50% extended time or extra breaks, are administered by test center supervisors. The test center supervisor handles the testing of all students listed on the online attendance roster. Accommodations such as breaks as needed or use of computer are administered by an SSD coordinator in a school setting. The SSD coordinator oversees all aspects of testing students with accommodations listed on the Nonstandard Administration Report (NAR). Extended Time and Section-Specific Accommodations on the SAT The Nonstandard Testing Room Manual includes three scripts for the SAT: Script 1 for 50% extended time includes 5-minute breaks after every section and halfway through Sections 1, 4, and the SAT Essay.
Script 2 for standard time for accommodated students includes the same timing and breaks as the standard script.
Script 3 for standard time with extra breaks has standard timing with 5-minute breaks after every section and halfway through Sections 1, 4, and the SAT Essay. Students who are approved for extended time for reading must receive the approved extended time on all sections of the test. Other students may have approval that applies to math only or writing only. These students will be tested with a combination of scripts in The Nonstandard Testing Room Manual. SAT Test Materials All tests are taken in the same order in every SAT administration. As noted in your fall 2018 manual, the SAT and SAT with Essay answer sheets have also been consolidated into a single document.
Beginning with the March 2019 administration, you'll receive just one set of navy books for standard SAT and SAT with Essay testing and one set, if applicable, of pink books for accommodated SAT and SAT with Essay testing. You'll also receive separate Essay books, if applicable, for use in both the standard and nonstandard rooms. These changes make both distribution of materials and the assignment of staff and rooms simpler. Nonstandard formats such as braille, use of a computer, or MP3 audio or Assistive Technology Compatible (ATC) files are also available for students approved to use them.
These will be shipped separately to the SSD coordinator at the student’s attending school, who will be responsible for administering tests for school-based accommodations. See page 9 for a summary of the different books to distribute to various rooms.
Procedures to Safeguard Test Security and Fairness The College Board requires certain security measures not only to protect the validity of the SAT and SAT Subject Tests, but also to make sure each student has an equal chance to show his or her knowledge and skills. This section provides an overview. See page 11 for further details. Test Center Admission Requirements Admission Ticket Along with acceptable identification (see page 25), students are required to present an admission ticket to gain entry to the test center. Further details about admission procedures are given beginning on page 28.
Do not admit any student without a ticket for the test date. Students in waitlist status must present a waitlist ticket to be considered for admission. Students cannot change from SAT or SAT with Essay to SAT Subject Tests or the reverse on test day. However, they can request to change their Essay option or from one SAT Subject Test to a different Subject Test at check-in. The supervisor can allow such changes if they judge that the center has sufficient staff, space, and materials. Please inform students of any additional fees they will incur for any test day change.
In all cases, a student’s admission ticket must match the information on your roster: test center, test date, test type, name, date of birth, and sex. If a student identifies as nonbinary on their ID, the sex on the roster must match the student’s admission ticket. Acceptable Photos When students register for the SAT, they are presented with examples of what is an acceptable photo to use on their admission ticket and what is not. In some cases, students submit a photo that does not exactly meet the requirements, but a test center supervisor can
SPRING–SUMMER 2019 SAT Supervisor Manual Introduction Procedures to Safeguard Test Security and Fairness 4 still confidently identify the student by looking at both their admission ticket photo and their photo ID.
We want to ensure that all students who have registered and prepared to take the test are able to do so. Carefully review the procedures under “Nonconforming Admission Ticket Photos” on page 24 to guide you in determining the acceptability of a photo. Students who cannot present an acceptable photo ID and/or admission ticket should be told to retrieve the document(s) or contact someone to bring the document(s) to the center if there’s time. Advise students that their seats cannot be held while they retrieve their ID and/or tickets. Do not admit a student while his or her document(s) are being retrieved.
Electronic Devices and Other Aids Electronic Device Policy Using a phone or having an electronic device that makes any noise at any time, including breaks, has the following consequences: dismissal, score cancellation, and possible confiscation of the electronic device as part of a thorough investigation. Engaging in any of these activities may affect a student’s ability to take College Board tests in the future.
Students are advised not to bring their phones into the test center. Despite this, many students will have their phones with them on test day. The College Board now requires test center staff to collect all cell phones and wearable technology from students before administering the test. See “Prohibited Devices Policies” under “Training Your Staff” later in this manual for procedures to enact at your center. Contact TAS if you have questions about cell phone collection. Test Monitoring Responsibilities Staff should be ready to answer questions and to help students feel confident about procedures; however, remind them not to answer questions about test content.
Your staff has to monitor students at all times during the administration and breaks. During the test (including breaks), staff must ensure that students have nothing on their desks but a test book, an answer sheet, No. 2 pencils with erasers, and (when permitted) an acceptable calculator. Staff should walk around the room frequently to make sure each student is working alone and on the proper section of the answer sheet. No one involved in the test administration should read, grade papers, or engage in any activity unrelated to the test administration. Staff are required to check student’s admission ticket and ID whenever a student enters or reenters the testing room as well as whenever a student is involved in an irregularity.
In addition to verifying the student’s identity, inspecting the ticket allows staff to ensure that it hasn’t been used to bring information into or out of the testing room. Once testing is completed, the associate supervisor must check each student’s personal information on the answer sheet against the information on the admission ticket.
Students must carry their admission ticket and ID with them at all times in the test center. Test Day Problems Staff should know procedures for handling irregularities (see the Irregularity Chart, page 41) and notify the supervisor as soon as possible of any irregularities that occur. They should submit a Supervisor’s Irregularity Report (SIR) if instructed to do so on the Irregularity Chart. Intended Use Policy If test takers are not taking the SAT for one of its intended purposes—applying to a college or university undergraduate program or applying for a scholarship or financial aid—they can only register for certain dates.
You may have test takers who arrive at the center with a registration that has been transferred to a different administration. They will have an admission ticket to test at your center but will not appear on your roster, and they should not be admitted to the center. Refer students to SAT Customer Service if questions arise. See “Test Security and Fairness” at collegereadiness.collegeboard.org/ sat/taking-the-test/test-security-fairness. International Requirements International test date and test type availability may vary. See sat.org/international. Restrictions also apply to IDs that can be accepted in some countries.
See page 25 for more information about acceptable identification.
Supervisor Manual SPRING–SUMMER 2019 SAT A Suggested Supervisor Task List and Timeline Staffing and Facility Needs 5 Staffing and Facility Needs This section covers important procedures for identifying your facility and staff needs for test day, training your staff, and ensuring that you meet College Board requirements for secure and fair testing. A Suggested Supervisor Task List and Timeline Three to four weeks before test day: ¨ ¨ Complete the online training. (REQUIRED) ¨ Estimate how many rooms you will need based on the roster and the listed groups of students. Notify TAS if you foresee any issues.
¨ Review your test center facility and notify TAS of any changes to reporting address or capacity. ¨ Determine what area(s) to designate for eating snacks during breaks. ¨ Recruit staff for testing who do not present a conflict of interest and plan to train them. Two weeks before test day: ¨ ¨ Print the online attendance roster(s) of students and refine plans based on them. Recruit additional staff, if necessary. ¨ Check testing rooms to verify that they conform to requirements (on page 15).
¨ Schedule and conduct training for staff. ¨ International centers: Receive test materials and secure them immediately.
Contact TAS if you have not yet received your test materials. (International centers will not be able to “check” their materials until test day.) One week before test day: ¨ ¨ Refer to the online roster, especially for any waitlist requests. Revise plans as necessary. ¨ U.S. centers: Receive test materials and check them within 24 hours of receipt. ¨ Review facility preparation with custodial staff. ¨ Ensure there won’t be any maintenance or landscaping on test day, or other activities that can cause a noise disturbance.
¨ If you are not signed up for custom UPS pickup, call ahead to arrange pickup of materials for scoring immediately after testing. ¨ Monitor the news and weather reports for your area so that you can be prepared for situations that might arise. Thursday before test day: ¨ ¨ Contact TAS immediately if you do not have enough test materials by noon (calculations based on your registered students, excluding waitlist students) ¨ Receive access to the Online Photo File for assistance during check-in when a student’s identity is questionable or the admission ticket needs validating.
On test day: ¨ ¨ Print out the final roster.
¨ Post signs in the testing area. ¨ Review assignments with staff and distribute materials. ¨ Return used answer sheets and critical reports once testing is complete. ¨ Return text books and unused answer sheets no later than the day after the test. Test Center Staff Responsibilities and Qualifications Test Center Staff Qualifications Recruit people for your staff who can handle groups of students effectively and in a friendly manner. Students are often anxious on test day and their concerns should be treated with empathy.
To qualify for the test administration team, individuals must be high school graduates, at least 18 years old, speak English fluently, and possess the same level of integrity and maturity expected of a member of the school staff. Staff should not present a conflict of interest. They should reflect the diversity of the students being tested and act in a fair, courteous, nondiscriminatory, and professional manner. Up to four different staff positions must be filled to administer SAT Program tests. Each person can only be paid for one staff role in a single administration. Staff positions and their responsibilities appear below.
Supervisor As the supervisor of record, you manage the test center and staff, and you ensure the secure handling of testing materials. You are expected to be at the test center to supervise all activities related to every test for which you are scheduled.
SPRING–SUMMER 2019 SAT Supervisor Manual Staffing and Facility Needs Test Center Staff Responsibilities and Qualifications 6 The SAT Program reserves the right to designate another individual as test center supervisor at any time during the testing year. When you submitted the Center Master Form (CMF) for the current testing year, you signified your acceptance of the conditions and requirements in this manual and your commitment to administer tests on the dates you agreed to on the form. For a reminder of this process and what information is needed on the Center Master Form, see page 39 in the Appendix.
Advise TAS in advance if you change the student reporting location during the regular testing year. Supervisor Responsibilities Use the CMF to validate the center’s scheduled dates and capacity. Recruit and train staff. Ensure the security of test materials from their arrival until their return. Check test materials upon arrival; notify the Office of Testing Integrity immediately if there are discrepancies. Plan efficient use of facilities. Supervise all activities of every test administration.
Supervise admission of students. Handle emergencies and irregularities.
Complete and return all forms and critical test materials for scoring immediately after the test. Supervisor Qualifications Should be a faculty member or other professional staff member of an educational or governmental institution. Should have experience administering standardized tests. For any administrations for which you have an immediate member of your family or household taking an SAT or SAT Subject Test at any location, you must call TAS and designate an alternate supervisor for that test date. Refer to page 7 for more information.
Be sure to submit a Supervisor Change Form if the current supervisor or alternate supervisor assignment changes. Find the form at ets.org/supervisor. Alternate/Substitute Supervisor Conflicts can arise that make it necessary for a substitute to fill your role as supervisor. For example, you are not permitted to supervise more than one standardized testing program at one time. When you fill out the CMF, you are asked to designate a substitute supervisor to cover your duties as an alternate. Although you are the supervisor of record, this individual must also be qualified to assume responsibility for all aspects of the test administration.
The honorarium schedule is the same as the test center supervisor’s. Only one supervisor’s honorarium will be paid for each administration.
The alternate supervisor must have their own account on the supervisor’s website, and submit the honorarium voucher from their account in order to be paid as the supervisor for that administration. Be sure to provide the name, address, office and home telephone numbers, and email address of your substitute test center supervisor to TAS. Associate Supervisor Associate supervisors are responsible for conducting a secure, valid administration. They are accountable for everyone in the testing room and everything that takes place in that room. They must follow all testing regulations and refrain from engaging in any tasks that are unrelated to testing such as reading, grading papers, using a phone (prohibited for staff as well as for students), or working on a computer.
Associate supervisors should mute their phones during the test. They are responsible for following instructions and reading scripts exactly as given in the appropriate testing room manual.
Associate Supervisor Responsibilities As students enter and reenter the room, verify student identification and admission ticket against the name on the room roster. Follow seating requirements when assigning and directing students to seats in the testing room. Account for used and unused test materials throughout the administration. Read all instructions to students verbatim from the appropriate testing room manual. During the first hour of testing, record the distribution of tests on the seating chart on the back of the testing room materials report form. Monitor students during the entire testing session, including during breaks.
Immediately report any irregularities to the supervisor and document them on the Supervisor’s Irregularity Report (SIR). Before dismissing students, carefully check the identifying information provided on each collected answer sheet against the student’s admission ticket.
Supervisor Manual SPRING–SUMMER 2019 SAT Recruiting Test Day Staff Staffing and Facility Needs 7 Associate Supervisor Qualifications Is a current or retired faculty member or other professional staff member of your institution; is a professional staff member at a neighboring institution; or is a graduate student.
Has experience administering standardized tests. Hall and Room Proctors Hall proctors and room proctors assist you and your associate supervisor staff with test administration duties. Proctors do not administer the test. Proctor Responsibilities Help set up the test center. Check students’ admission tickets and IDs. Direct students to their assigned rooms and seats. Answer students’ questions.
Monitor the testing room for student misconduct such as copying or sharing information. Serve as liaison between testing rooms and the test center supervisor. Proctor Qualifications Is a current or retired professional; administrative, secretarial, or clerical staff; or graduate student. Can follow oral and written instructions precisely. Is able to detect nuances of improper conduct or misuse of test materials. Recruiting Test Day Staff Conflict of Interest and the SAT Testing Staff Agreement Certain activities present a conflict of interest and therefore bar you or your staff from administering an SAT Program test.
It is important that you review and understand these conditions when recruiting staff for test day.
Avoid recruiting testing staff members who have any of the following conflicts of interest: Have a member of their household or immediate family (related student) taking the SAT on the same test date at any test site. In such instances, the related student’s scores are subject to cancellation. Are engaged in providing private SAT test preparation that is conducted outside the auspices of their school or district and for which they receive compensation above and beyond the terms of their employment as a teacher or other professional employee with the school or district. (The teaching and normal review of course content, including test familiarization that is part of regularly scheduled school coursework, are acceptable.) Have taken any SAT Program test within 180 days of test day.
All test center staff must review, agree to, and sign the SAT Testing Staff Agreement. Determining Staffing Needs The number of staff you recruit depends on the number of students and whether they include students with accommodations requiring separate rooms. Base your staffing on the minimum ratios given in this section. Associate Supervisors Needed One associate supervisor must be assigned to every testing room. Room Proctors Needed Apply the ratios listed here on a room-by-room basis. Start with one associate supervisor per room. For each room, add room proctors if needed.
Number of Students Number of Proctors For a Single Standard Testing Room 1–34 0 35–50 1 51–100 2 More than 100 3+ Add 1 proctor for each additional 50 students For a Single Nonstandard Testing Room 1–10 0 More than 10 1 Hall Proctors Needed Start with one hall proctor.
If there are fewer than 50 students registered at your site, you are expected to act as the hall proctor. (Note that you will receive the honorarium for the higher paying role.) Even if you are testing fewer than 35 students in a single room, you should hire a hall proctor to ensure that at least two staff members are covering the center. Add hall proctors if you have more than five rooms, using the table that follows.
SPRING–SUMMER 2019 SAT Supervisor Manual Staffing and Facility Needs Training Your Staff 8 Number of Rooms Number of Hall Proctors 1–5 1 6–10 2 11–15 3 16–20 4 More than 20 5+ Add 1 proctor for each additional 5 rooms Ifyouhavequestionsaboutroom arrangements for nonstandard administrations, contact the SSD office before test day (see page ii). Finalize Your Estimates Allocate rooms according to groups, remembering that you can now combine SAT and SAT with Essay students who have the same timing and breaks. In the sample below, the 125 SAT and SAT with Essay students could be tested in 4 rooms instead of 5: 2 rooms for 25 SAT takers each, 1 room for 25 SAT with Essay takers, and 1 room for 10 SAT and 15 SAT with Essay takers.
For the nonstandard rooms, the T5 and R1 groups have different timing, so they cannot test in a combined room. This is also true for the C1 and J1 Subject Tests. NOTE: This is a sample staffing estimate, based on group types.
Group Type Students Rooms Staff A1 (SAT) 55 3 SAT (capacity 25) 3 assoc. supv. A1 (8th Grade or less SAT) 5 B1 (SAT with Essay) 65 1 SAT w/Essay (capacity 25) 2 assoc. supv. C1 (SAT Subj Tests) 25 1 1 assoc. supv. T5 (SAT)* 11 1 2 assoc. supv. R1 (SAT with Essay)* 5 1 1 rm proctor J1 (SAT Subj Tests)* 2 1 1 assoc. supv. TOTALS 168 8 8 assoc. supv. 2 rm proctors *Requires nonstandard testing. Training Your Staff No later than two weeks before the administration, schedule a training session with your staff. Share the link to online training with your associate supervisors to ensure that they are ready to administer the tests.
Review the following: 1. General responsibilities of each position. 2. Equipping the testing room.
3. Using the correct testing materials. 4. Testing room forms and reports. 5. Admitting students to the testing room. 6. Maintaining security in the testing room. 7. Timing the test and giving breaks, including designated area(s) for eating snacks. 8. Equipment policies. Staff Assignments Share the room assignments that you have made as part of the testing center setup. Staff members should know: The general responsibilities of their position. Whether they are assigned a standard or nonstandard room. What test they are administering and what script(s) they will be using.
Approximately how many students are assigned to their room.
Where to report and at what time on test day. Proper Use of Testing Materials Use your online attendance roster to ensure that you distribute test materials to the appropriate testing rooms. For SAT and SAT with Essay: Test books with navy covers are for use in the standard testing rooms only. Test books with pink covers should be used only by students approved to take the SAT or SAT with Essay with certain accommodations. The separate Essay books show a navy bar with an essay icon. If applicable, a large-type version will indicate the format on the cover. Use the single SAT answer sheet for students registered for the SAT and SAT with Essay.
For the SAT Subject Tests: All SAT Subject Test books have navy covers. Use the SAT Subject Tests answer sheets for students registered for the SAT Subject Tests.
Supervisor Manual SPRING–SUMMER 2019 SAT Training Your Staff Staffing and Facility Needs 9 Review the different types of testing rooms and materials with staff. It’s essential to match the proper scripts and materials; otherwise scores will be invalid. Help staff to use the correct SAT materials as follows: Test Test Book(s) Manual Standard SAT Navy test book with the title “The SAT Test Book” The Standard Testing Room Manual Standard SAT with Essay Navy test book with the title “The SAT Test Book” Essay book with navy bar and essay icon, with the title “The SAT with Essay” and additional title “Essay Book” The Standard Testing Room Manual Nonstandard SAT Pink test book with the title “The SAT Test Book” The Nonstandard Testing Room Manual (pink) Nonstandard SAT with Essay Pink test book with the title “The SAT with Essay Test Book” Uses the standard Essay book with the navy bar The Nonstandard Testing Room Manual (pink) Help staff to use the correct SAT Subject Test materials as follows: Room Test Book(s) Manual Standard SAT Subject Tests Navy test book with the title “The SAT Subject Tests Test Book” The Standard Testing Room Manual Nonstandard SAT Subject Tests Uses the standard navy Subject Test book The Nonstandard Testing Room Manual (pink) Forms and Reporting Your staff needs to be familiar with the reports and forms used in the testing room.
Testing Room Materials Report Form The supervisor uses the Testing Room Materials Report form to indicate testing room information, including the associate supervisor assigned to the room and the test materials issued to him or her. Inside the testing room, the associate supervisor uses the Testing Room Materials Report form to check the testing materials received against the serial numbers listed on the form. The associate supervisor also uses the form to record test materials being returned to the supervisor.
The associate supervisor uses the seating chart on the reverse side of the Testing Room Materials Report form to record the serial number of each multiple-choice test book distributed to each seat in the room.
If possible, staff should include the last name or initials of the student. If any security issues arise, the chart will be used in security investigations. When applicable, staff also records the number of (nonserialized) Essay books that are returned to the supervisor after testing. The Roster in the Nonstandard Room At some point during testing or immediately after dismissing students, the associate supervisor in the nonstandard testing room should check the list of accommodations on the online attendance roster and note all that were provided to each student on the roster. Each student should be annotated as follows: Student name (if not already listed).
SSD eligibility number (if available). Form code for the SAT or SAT with Essay (field 8 on the answer sheet, copied from the back of the test book), or for SAT Subject Tests, the name of the test. If applicable, the Essay Code (at the beginning of the Essay section of the answer sheet) copied from the back of the Essay book.
Place a check mark next to each student’s name to confirm the accommodations provided. If an accommodation was not used, circle the unused code and print “waived.” Students should have written parental consent (if under 18) to waive an accommodation. At the bottom of the roster, add the names and accommodations of approved students who are changing to nonstandard testing and are therefore not on the nonstandard roster. It is unnecessary to add the form code or the SSD number in this case. Staff should check that no discrepancies exist between the eligibility letter, the online attendance roster, and the student’s other documents.
The associate supervisor should print their own name on the attendance roster printout and give it to the supervisor for return in the gray-bordered envelope.
SPRING–SUMMER 2019 SAT Supervisor Manual Staffing and Facility Needs Training Your Staff 10 Supervisor’s Irregularity Report (SIR) The testing staff performs a critical role in reporting any and all irregularities. Without information, we cannot resolve issues that arise. Please review the SIR form with all associate supervisors. All SIRs are thoroughly reviewed. You will be provided with a supply of blank SIRs to use in the event an irregularity occurs during testing and for distribution to staff for use in the testing room. Remind your associate supervisors to refer to the Irregularity Chart in their manuals for instructions on actions to take and how to report them on the form.
In all situations, they should provide as much detail as possible, as well as their own contact information.
There are three specific kinds of irregularities that staff may need to report on the form: Group Irregularities: Disruptions or other incidents that affect more than one student. Individual Student Irregularities: Disruptions or other incidents that affect a single student. Test Question Ambiguity Information: Reporting student concerns about test questions. See the Appendix for the Irregularity Chart. SAT Testing Policies Go over key policies with your staff. Many of these points are reinforced in the testing room procedures and scripts.
Staff must immediately report significant problems or events that interfere with specific testing procedures or that compromise test security, either before or on the test date.
Follow Scripts Exactly To ensure accurate and uniform administration of tests the associate supervisor must: Follow scripts exactly and minimize confusion by giving students ample opportunity to ask questions about procedure. Allow enough time for students to enter preliminary information on their answer sheets. Accurately time each test or test section. Record the start and stop times in the manual and on the board as soon as each section begins. Announce the remaining time at regular intervals as indicated in the scripts.
Seating Policies For both standard and nonstandard rooms, you may have the following types of test takers: SAT only SAT with Essay only Combined SAT and SAT with Essay SAT Subject Tests The associate supervisor should follow these procedures: Develop a seating plan ahead of time that follows the seating requirements (page 16) for type and spacing of seats. (See sample seating plans on page 40.) Assign seats at random or by prearrangement with the supervisor. For combined testing rooms, seat students taking only the SAT together near the exit to allow for smoother dismissal.
Never allow students to select their own seats. Do not seat students in a predictable order (e.g., alphabetical order).
Watch for calculators with large displays (characters one inch high or more) or displays raised in any manner that could make them visible to nearby students. Consider seating students using these calculators at the back of the testing room. Once testing has begun, complete the seating chart for the testing room. Check Identification Emphasize to your staff that they are responsible for preventing fraud. They should understand that they should be diligent in conducting identification checks during testing at these points: When admitting students to the testing room When readmitting students to the testing room after breaks (either scheduled or unscheduled) In the hallway or during testing when an irregularity has occurred (see the Irregularity Chart for more information) Students should be reminded to keep their tickets and IDs with them at all times in the test center.
Hall proctors should be watchful for students concealing test materials under their admission tickets during breaks or using their tickets to take information in or out of the testing room.
Check Answer Sheet Against Admission Ticket When collecting answer sheets at the end of testing, associate supervisors must check each answer sheet against the student’s admission ticket to verify that
Supervisor Manual SPRING–SUMMER 2019 SAT Training Your Staff Staffing and Facility Needs 11 the name, sex, and date of birth recorded on the answer sheet match the information on the student’s admission documents. If possible, the associate supervisor must confiscate the admission ticket of any student with discrepant information for submission with an SIR documenting the incident.
Some students may identify as nonbinary gender; however, the sex on their answer sheet must match that entered on their admission ticket.
Maintaining Security Review these policies for maintaining security in the testing room: Remain alert and vigilant at all times during testing. Staff must not engage in activities that are not related to testing (such as talking or texting on phones, using a computer, or grading papers). Ensure that at least one staff member is in the testing room at all times. Check IDs and admission tickets. Constantly monitor test materials; do not leave them unattended with students under any circumstances. Do not permit anyone to use phones and other prohibited electronic devices in the testing room and during breaks.
Eating or drinking in the testing room is not allowed, unless for an approved accommodation. These rules apply to staff and students alike.
Be on the lookout for use of any information, such as an answer key, or behavior that would provide an unfair advantage. If you see any such information in use, confiscate it and follow instructions in the Irregularity Chart (page 45). Monitor Test Taking During testing, associate supervisors and proctors must enforce the following policies: Students may not share test questions or discuss the Essay question with anyone during or after the test. Students may not work on any section or test other than the one currently being timed. They may not look ahead or back in the test book or answer sheet, nor may they continue working after time has been called.
Immediately inform the test center supervisor of any timing irregularities. Record irregularities and actions taken on the SIR. See the Irregularity Chart on page 41 for instructions. Timing and Breaks Policies Remind staff to use the timing chart(s) for the SAT provided in their manuals. They must record the start and stop times in the spaces provided at the beginning of each section or test. During training, review the policies for breaks and timing. Scheduled Breaks SAT Program policy requires every student to be offered breaks at regular intervals. During breaks after SAT Section 1 and Section 3 or between SAT Subject Tests, students may go to the restroom or to the area designated for eating snacks.
Students testing with extended time will automatically receive additional breaks. During the additional breaks for students with extended time or extra breaks, students must ask permission to leave the room.
Ideally, snacks and beverages should be consumed outside of the testing room. Please make sure that eating or drinking is never allowed near testing materials. Maintaining Security During Breaks Ensure that staff is monitoring the hallways and bathrooms during breaks to remind students that conversations involving the content of the test are strictly prohibited. Staff must follow these procedures to prevent security breaches: Monitor students for attempts to share information by copying, talking, or sharing materials. Guard against test materials being removed from the room.
Ensure that students do not use calculators, phones, or prohibited aids during breaks.
Inspect IDs and admission tickets before readmitting students to the testing room. If any notes are marked on the tickets, or test books concealed under them, take appropriate action and submit an SIR. If a student requests and is granted permission to use a phone, ensure that someone monitors the call. Do not allow the student to send or receive text messages. Unscheduled Breaks To maintain security, staff should adhere to the following guidelines for permitting unscheduled breaks: Instruct students to take their IDs and admission tickets with them on break. Inform students that they will not get extra testing time.
Allow only one student at a time to take an unscheduled break.
SPRING–SUMMER 2019 SAT Supervisor Manual Staffing and Facility Needs Training Your Staff 12 Collect the test book and answer sheet before the student leaves the room. Make sure the test book is the actual test book and not a substitute. Fan the test book to make sure no pages have been removed. When the student returns, check his or her ID and admission ticket before you hand back the testing materials. Never leave the testing room unattended. If possible, have a proctor accompany the student to ensure misconduct does not occur. It is unnecessary to record this irregularity on an SIR unless in your judgment the activity is suspicious.
Timing in the Nonstandard Room All tests are timed by section or subject. Students in the nonstandard room must be given the entire amount of time, and they cannot move on to the next SAT section or SAT Subject Test until time is called. Some students may be approved for extra and/or extended breaks. Break time is not included as part of testing time. (“Clock stops.”) Specific instructions may be noted on the student’s eligibility approval letter or roster; otherwise, the following apply: Students approved for extra breaks who are taking the SAT or SAT with Essay are provided extra breaks in the scripts provided in The Nonstandard Testing Room Manual.
Students approved for extra breaks who are taking the SAT Subject Tests should be given an extra break halfway through each Subject Test.
Students who are approved for extended breaks should be provided the same number of breaks as other students, but with an additional 5 minutes (i.e., a 10-minute break, instead of a 5-minute break). Only students who are preapproved by the College Board may use extra or extended breaks. If there are any situations where students are unable to adhere to their approved accommodations for breaks, complete an SIR or contact the SSD office with any questions. Prohibited Devices Policies Review the following important policies with staff: Phone use is prohibited in the test center. Anyone using prohibited devices (unless approved for use as an accommodation) during any part of the administration, including breaks, should be dismissed from the test.
The Irregularity Chart in the Appendix provides full direction on how to address students caught using prohibited devices and aids. Note any such activities on the SIR. College Board policy requires that staff collect phones and electronic devices, including wearable technology. If you already collect phones and electronic devices, we encourage you to continue using the methods that work for you and your students. If you do not currently collect students’ electronic devices, use the suggestions below to determine the procedures for your staff to follow. Collecting Devices Instruct students to disable alarms and power off cell phones and wearable technology when they enter the testing room.
Collect students’ cell phones and wearable technology in a basket/envelope/bag before testing begins. Provide students with sticky notes and/or smaller envelopes to identify their items with their name. Collect labeled items from students once they are seated. If possible, keep student items in the order in which they were collected, for easier return after testing. Keep the devices at the front of the room on the associate supervisor’s desk for the duration of testing. Returning Devices Cell phones and other collected devices should remain out of reach until testing is complete and all test materials have been collected.
Dismiss students row by row so they can collect their devices with minimal disruption. Advise students to check the name on the phone to make sure it’s theirs.
If an item is left behind, indicate this on the SIR and return it with other materials to the supervisor. Record the student’s name so the student can be contacted. Staff will read a script reminding students to turn off and turn in their phones and other electronic devices if they haven’t already. Once the script has been read, if a prohibited device makes noise, whether or not it is has been collected, or if a student is seen using a prohibited device, the supervisor should dismiss that student and confiscate the device. Follow the instructions in the Irregularity Chart on page 46 of this manual.
A phone or other prohibited device that makes noise is grounds for score cancellation. Some alarms are set to sound even when the device is turned off.