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.
Supervisor Manual SPRING–SUMMER 2019 SAT Training Your Staff Staffing and Facility Needs 13 Contact TAS immediately for further instructions if a device has been confiscated and test content is detected on the device. Prohibited Devices Prohibited devices include, but are not limited to: Cell phones or smartphones Audio players or recorders Tablets, laptops, notebooks, or any other personal computing devices, including wearable technology Separate timers of any type Cameras or any other photographic equipment Smartwatches or any other devices that can be used to send, receive, or play back audio, photographic, text, or video content Prohibited Testing Aids The following testing aids are not permitted, except in the case of approved accommodations: Pens, highlighters, and mechanical or colored pencils Books, dictionaries, or references of any kind Compasses, rulers, protractors, or cutting devices Notes, pamphlets, or papers of any kind, including scratch paper Earplugs Unacceptable calculators that have QWERTY (typewriter-like) keypads, use paper tape, make noise, or use a power cord Calculators used during a test or a portion of the test that doesn’t permit calculator use Mechanical pencils and separate erasers can be used to conceal information.
Staff should be alert to this possibility.
Medical Devices and Aids Epinephrine auto-injectors (e.g., EpiPens) are permitted in the testing room without the need for accommodations. They must be placed in a clear bag and stored under the student’s desk during testing. Other medical devices, such as devices used for testing blood sugar, require an accommodation. In some cases, a student may have College Board approval to have a cell phone in the testing room for use with a glucose monitor. Only students who are specifically approved to have a cell phone in the testing room may do so.
Service animals, such as seeing-eye dogs, may be permitted without an accommodation and should not be turned away.
Equipment and Materials Allowed in the Testing Room The SAT Program allows only specific materials to be used in the testing room. Equipment must be battery operated and must not require a power cord. Calculators are allowed on desks only during the Math Test – Calculator portion of the SAT and SAT Subject Tests in Mathematics. The only exception to this policy is for students who have approval to use a four-function calculator on the Math Test – No Calculator portion as an accommodation.
Calculator Policies and Guidelines The Math Test – Calculator portion of the SAT will have a calculator symbol at the top of each test book page. Students taking the SAT may only have calculators on their desks when working on these questions. Students taking the SAT Subject Tests in Mathematics may have calculators on their desks during that subject test only. General policies are as follows: Students must supply their own calculators. Students may not share calculators. Any scientific calculator and any four-function calculator can be used (as long as it doesn’t have any prohibited features listed under “Unacceptable Calculators”).
Most graphing calculators are acceptable—see a list of acceptable models on page 40.
Students may bring backup equipment in the event their primary equipment or batteries fail, but they need your permission to use it. Extra equipment must be stored under the desks during testing. Staff should not offer extra equipment or batteries. Some smartphones can be disguised as calculators with the use of a plastic covering. Staff should be alert to this possibility. Calculator Guidelines for the SAT and SAT with Essay Every question on the SAT can be solved without a calculator; however, using a calculator on some questions may be helpful to students. We recommend
SPRING–SUMMER 2019 SAT Supervisor Manual Staffing and Facility Needs Training Your Staff 14 that students bring and use a calculator with which they are familiar on the Math Test – Calculator portion of the SAT.
A scientific or graphing calculator is recommended. Calculator Guidelines for the SAT Subject Tests in Mathematics Some questions on the SAT Subject Tests in Mathematics cannot be solved without a scientific or graphing calculator. We recommend the use of a graphing calculator rather than a scientific calculator. Students may not use a calculator for other SAT Subject Tests and must put them away when not taking a mathematics test.
All tests except the SAT Subject Tests in Mathematics have a “no calculator” symbol at the top of each page. If students try to use calculators on other SAT Subject Tests, they should be warned and possibly dismissed. Unacceptable Calculators The following devices are unacceptable for use as calculators on the SAT unless specifically approved as an accommodation: Laptops or other computers, tablets, cell phones, smartphones, smartwatches, or wearable technology. Models that can access the internet, have wireless, Bluetooth, cellular, audio/video recording and playing, camera, or any other smartphone-type feature.
Models that have a QWERTY (typewriter-like) keypad, pen-input, or stylus. Models that use electrical outlets, make noise, or have a paper tape. In addition, the use of hardware peripherals such as a stylus with an approved calculator is not permitted. Some models with touch-screen capability are not permitted (e.g., Casio ClassPad). Policies for Equipment Failure Students should raise their hands if their calculator malfunctions before or during the test. The associate supervisor should allow them to use backup equipment or batteries that they brought and continue to test. All malfunctions should be documented on an SIR.
Students without backup equipment may continue taking the SAT, since no question requires a calculator. However, those without backup equipment who are taking an SAT Subject Test in Mathematics may cancel their score on that test only, if they wish. To cancel a single test due to equipment failure, they must notify the associate supervisor at the time of the malfunction and fill out the cancellation form. This action does not cancel their scores on other SAT Subject Tests taken that day. Canceled Scores Because of Equipment Failure or Illness In cases of equipment failure or sudden departure because of illness, the associate supervisor must sign the form for students who decide to cancel their scores using the SAT Request to Cancel Test Scores form.
Fill out an SIR in these cases. An SIR is unnecessary for other cancellation situations.
Submitting an SIR is required, but it does not replace the student cancellation form. Please ensure that the student completes this form on test day. Requests to Cancel Test Scores The SAT Program allows students to cancel their scores for any reason up until 11:59 p.m. Eastern Time on the fourth weekday following test day (usually a Thursday). All tests or test sections taken on the same test day will be canceled, except in the case of an SAT Subject Test in Mathematics or a Language with Listening Test that is canceled due to equipment failure. Provide at least one copy of the SAT Request to Cancel Test Scores form to each associate supervisor in case of student illness, equipment failure, or other reason for cancellation that might arise during testing.
The associate supervisor should direct students to use the information given on the admission ticket to help them fill out the form with exactly the same information that they used to register for the test. If administering a makeup test, the associate supervisor should direct students to fill in the month for which they originally registered (for example, if they signed up for March and are taking a makeup test in April, they should select March on the form). Students who don’t hand the form to the test center staff before leaving on test day should follow the instructions on the form to deliver it no later than 11:59 p.m.
U.S. Eastern Time on the fourth weekday following test day.
NOTE: Students who do not fill out a form on test day can still access the form online at collegeboard.org/ sat-cancel-scores.
Supervisor Manual SPRING–SUMMER 2019 SAT Test Center Facility Requirements Staffing and Facility Needs 15 Test Center Facility Requirements Start planning for test day at least a month ahead. Confirm that your test site can provide sufficient testing space for the number and types (groups) of students registered, and if possible, any waitlisted requests (which will be provided before test day). At least a week before the test administration, check with the custodial staff to ensure that the rooms will be properly heated or cooled, that the lights and clocks are working, and that the general conditions are satisfactory.
Select a locked location such as a cabinet, closet, or vault for storing test materials. Confirm that no more than three individuals have access to this location. Advise school officials of the expected arrival of test materials. Capacity Planning and Testing Room Requirements Using the Online Attendance Roster When planning, check the online attendance roster daily. Download the roster from ets.org/supervisor and use the “Group Type” information that is provided to help you determine the different types of rooms you will need.
Group types are not provided for different types of SAT Subject Test accommodations.
Plan ahead for optimal use of rooms for these students. Here are some examples of the group types provided: Category Type Group Type(s) SAT A1 SAT with Essay B1 SAT Subject Tests C1 SAT Subject Tests with Listening D1 SAT—with accommodations T1–T8 SAT with Essay—with accommodations R1–R8 S1–S4 SAT Subject Tests—with accommodations J1 Category Type Group Type(s) Examples of accommodation group types: SAT—Extended Time (includes extra breaks) Not approved for extended breaks T5 SAT with Essay—No extra time or breaks Approved for small group, test blood sugar, etc. S1 SAT with Essay—Extended Time and Extended Breaks R2 NOTE: Students in the eighth grade or below will be listed as a separate category, but with the same group type as older students (e.g., A1, B1, C1, or an accommodated group type) and don’t require a separate room.
The following information for students is listed on the online attendance roster, with students listed by group type: Name, Sex, and Date of Birth Registration Number Photo Required Age 21 and Over High School Code Accommodation Code (if applicable) In addition to accommodation codes on the online attendance roster lists, you will see notations such as “ET=MATH ONLY” (which means the student only receives extended time on the math portions of the test).
Call TAS if you do not have access to the online attendance roster. The online attendance rosters are updated daily. Continue to check to get the most up-to-date information. Testing Room Requirements To promote an effective and secure administration, testing rooms must meet the requirements below. Review your online attendance roster and CMF to verify that you have enough capacity and to determine your staffing requirements. Rooms must be located away from noisy areas and distracting activities. Rooms must be near restrooms for use during breaks.
SPRING–SUMMER 2019 SAT Supervisor Manual Staffing and Facility Needs Capacity Planning and Testing Room Requirements 16 Rooms must have: A working clock, visible to students.
Proper lighting. Proper ventilation. Proper seating with students four feet apart, facing the same direction, with adequate writing surface (see seating requirements below). No displayed materials related to test content, such as charts, maps, or math formulas (these can be removed or covered up during the test). Call TAS if your facilities do not meet these specifications.
Seating Requirements Assign seats at random or by prearrangement. Never allow students to choose their own seats. See the sample seating plans given in the Appendix. Observe the following requirements: Use chairs with backs. Face seats in the same direction. Place chairs directly behind those in the preceding row. Separate each student by a minimum of four feet (measure from center of desk). Ensure unimpeded access to every student by staff. Seat only one student at a table measuring six feet in length or less. At tables longer than six feet, seat students at least four feet apart and facing the same direction.
Provide a large, smooth writing surface, preferably desks or tables. Tablet-arm chairs must have a minimum writing surface of 12 × 15 inches (30 × 38 centimeters). Round tables, study carrels, lapboards, language laboratory booths, and tables with partitions or dividers are not acceptable. Estimating the Number of Rooms Starting with your inventory of testing rooms, develop an estimate of the number of rooms you will need, based on the number of students of each group type listed on your roster. Update your estimate periodically by checking the roster. Try to accommodate as many students as possible in each room, while ensuring that the students are spaced four feet apart, measured from center of desk to center of desk.
Use large rooms if the layout will permit secure testing of large groups. Use the group types on your roster to help determine which students need to be tested separately. Remember that you can combine SAT and SAT with Essay.
Since students taking the SAT with Essay will finish after students taking the SAT, group students taking only the SAT together to minimize noise and distraction from dismissed students. If you have test takers 21 years or older, plan to test them in a separate room if possible. If they must test with other students, make sure to seat them in the front of the room away from exits and monitor them throughout testing. Planning for Nonstandard Rooms Check the online attendance roster to determine requirements you must meet to test students with accommodations. Consider the following points when allocating nonstandard rooms: For more than 10 students, you may assign an associate supervisor and a proctor in the same room or use an additional room with its own associate supervisor.
Students who are taking different types of tests or who require different timing or breaks need to be tested in separate rooms. Use a separate room as indicated on the roster for students whose accommodations differ enough to disrupt testing or distract others. Follow the same seating requirements as for standard testing. Seat students using a large-type test or large-block answer sheet in the back of the room to safeguard test security. If, at the request of the SSD coordinator, you are testing students with school-based accommodations, seat them in a separate room and ensure that staff use the materials and manual specifically provided for their testing.
If you have questions about room arrangements for nonstandard administrations, contact the SSD office before test day (see inside front cover).
Supervisor Manual SPRING–SUMMER 2019 SAT Assigning Rooms and Test Books Staffing and Facility Needs 17 Equipping the Testing Room On test day, the associate supervisor must ensure that his or her room meets the SAT Program requirements. Posting Information for Students As noted in the scripts, staff must post: Test date and type (e.g., “May SAT and SAT with Essay,” or “June SAT Subject Tests”). Center name, city, state, and test center number. Room number or name (e.g., “Cafeteria”). Post the message—“Use a No. 2 pencil only. Do not use pen or mechanical pencil.” Supplies for Associate Supervisors Associate supervisors must be supplied with the following testing materials on test day: Test books in serial number order, Essay books (if applicable), and matching answer sheets.
A copy of the roster showing students assigned to the testing room.
One or more blank SIR forms. SAT Request to Cancel Test Scores forms. The appropriate testing room manual (standard or nonstandard). A Testing Room Materials Report listing the serial numbers of the test books and the number of Essay books (if any) assigned to the testing room. Other items needed in the testing room are: A working clock visible to all students. A pencil sharpener. A supply of No. 2 pencils. Necessary materials to collect/store items. Assigning Rooms and Test Books Before test day, finalize your plan for assigning rooms and distributing tests to associate supervisors.
Post staff assignments several days ahead of the test date, and be sure all staff are aware of their assignments and when and where to report. Provide name tags for your staff to wear on test day. You can minimize test day confusion by creating signs directing students to the test rooms and restrooms. Directional signs can be printed from the supervisor’s website. For very large test centers, make student room assignments ahead of time and clearly post them at the admission area. On the morning of the test, go over any last-minute instructions with staff. Be sure they are all aware of any supplementary instructions sent to you.
Receipt and Security of Test Materials Receipt of Test Materials Emails with package tracking information will go out to supervisors each time material is sent. Select a secure, locked location for storing test materials and confirm that access to the storage area is limited to no more than three individuals.
Materials may come in several shipments. Expect test materials to arrive as you have been instructed. If you do not receive testing materials by the expected dates: In U.S. centers, call TAS. In centers outside the U.S., email your country representative immediately. Your shipment will be traced to confirm the delivery date, or another shipment will be sent. If materials still have not arrived by the day before test day, contact TAS. If you still have not received materials by the morning of the test, report to your test center and advise students that the test is canceled and that they will be contacted for further options.
Do not remove any testing materials from the center without the consent of OTI. Checking the Test Materials Shipment Use the security measures that are described in this section with all testing materials.
When you receive your materials, one box will have a summary packing list and a separate kit packing list indicating all the materials that have been shipped to you. Check the contents of the test materials shipment within 24 hours of delivery to allow enough time to get missing materials or extra materials to you, if needed. If material is missing from the shipment, call the Office of Testing Integrity (OTI) immediately.
SPRING–SUMMER 2019 SAT Supervisor Manual Staffing and Facility Needs Planning to Test Students with Disabilities 18 Contents of Test Materials Shipment ¨ ¨ Shipping Notice.
¨ Standard SAT test books, SAT Essay books, and answer sheets in packs of 10. ¨ Nonstandard SAT test books, SAT Essay books, and answer sheets in packs of five. ¨ SAT Subject Test books, for standard and nonstandard administrations, and answer sheets in packs of five. Subject Test books are the same for standard and nonstandard testing. ¨ Copies of The Standard Testing Room Manual and The Nonstandard Testing Room Manual.
¨ Courier box(es) or envelope(s) with preapplied labels for returning used answer sheets. ¨ Preprinted courier label(s) for returning test books and unused answer sheets. ¨ Testing Materials Kit: ¨ ¨ Check-in Quick Guide ¨ Forms (including SIRs), reports, and posters ¨ Tape for materials return boxes ¨ Envelopes for returning other critical materials Large-print test books and answer sheets are shipped separately; check the online attendance rosters to see which students are approved to use them.
Test books, Essay books, and answer sheets are shrinkwrapped. For security reasons, do not unseal or open the wrapping until test day.
Check them as follows: Verify the quantities of test materials sent. Carefully fan the books inside the seal to count the number of test books enclosed. Compare the serial numbers on multiple- choice test books against those on your shipping notice. Call OTI immediately and report on an SIR if materials are missing or damaged; if you detect any loss, theft, or tampering; or if the serial numbers on the test books do not correspond with those on the shipping notice. Essay books contain secure testing material and should be treated with the same care as the multiple-choice test books.
Extra test materials are usually included in the shipment. You can use them to replace defective materials.
After you check the test materials, reseal the cartons with the tape provided. Sign your name across the tape, making sure the signature extends onto the carton, and store the sealed cartons in a locked, secure area that has limited access until the test date. Staff Authorization Provide a list of authorized staff to all personnel who will be handling test materials. Remind your staff to carry identification at all times during test day and to never allow unauthorized persons near test materials. You should know exactly who has access to the area. Ensure that master keys will not allow access to the room used to store test books.
Do not store test books at your home, in your vehicle, or in a classroom. Check the sealed cartons daily and contact OTI immediately if there is any evidence of tampering. Planning to Test Students with Disabilities As you prepare for the administration, you may be called upon to provide a variety of accommodations to students with documented disabilities who have been approved for the accommodations by the College Board. Some accommodations, such as 50% extended time or extra breaks, are administered in test centers. These students are listed on the roster provided to the test center supervisors, and their admission tickets have the word “Roster” in the header.
Providing Accommodations Do not provide accommodations unless approved by the College Board. The College Board requires preapproval for all accommodations on its tests. Providing accommodations without authorization may result in the student’s scores being canceled.
Supervisor Manual SPRING–SUMMER 2019 SAT Planning to Test Students with Disabilities Staffing and Facility Needs 19 Call the SSD office if a student claims to be approved for a testing accommodation but does not have an eligibility approval letter and is not listed on the roster as being approved for that accommodation. Do not offer computer use for the SAT Essay to students in the test center. Students with this accommodation must test in school-based testing to ensure a correct Essay score. On occasion, the SSD office will contact you to make last-minute arrangements for testing students who need accommodations.
Otherwise, provide testing accommodations only under one of the following conditions: The student has a documented approval for accommodations; that is, the student is on your online attendance roster and has an admission ticket with “Roster” in the header or has an eligibility approval letter indicating accommodations with a name matching the student listed.
You have verified the student’s eligibility with the SSD office. Standard Administration with Accommodations Generally, when accommodations do not require extended testing time, nonstandard breaks, or other unique conditions, a student may be seated in a standard testing room. This means that you seat these students in a standard testing room in which the associate supervisor is using The Standard Testing Room Manual. See page 20 for a list of accommodations that are administered in the standard testing room.
Providing these accommodations is largely a matter of planning for the physical arrangement of your room.
All testing accommodations require preauthorization. For students who have the general code 056, “Other assistance,” the SSD staff will confirm the arrangements that you should make for their testing. Accommodated students must adhere to all standard testing administrative procedures, requirements, and timing regulations. Call the SSD office if you are unsure whether a student’s accommodation requires testing in a standard or nonstandard room or if you have any other questions about providing proper accommodations.
Nonstandard Administration Students who are approved to receive accommodations that are administered in the test center will be listed on your online attendance roster, and will have the word “Roster” printed in the header of their admission tickets. These accommodations may be referred to as center-based nonstandard accommodations. The online attendance roster will clearly indicate which students are approved for accommodations such as extended time on the SAT or SAT Subject Tests or use of large-print test materials.
All students taking the SAT or SAT with Essay in the nonstandard administration room must use the appropriate test book (regular or large type) with the pink cover.
This includes students receiving 50% extended time and others assigned to a nonstandard room (e.g., students with extra breaks, but not extended testing time). This is absolutely necessary in order to match the timing and scripts with the pink nonstandard SAT test books. Subject Test books are the same as those used in standard testing rooms. In cases where the associate supervisor begins testing with the wrong manual, once you are notified of the error you should contact TAS immediately for instructions. Do not switch manuals after the start of the test. Students Approved for Accommodations Listed on the NAR Accommodations such as computer use for the SAT Essay or use of an MP3 audio file require school- based, nonstandard testing and specific testing materials.
These students are not listed on the roster, but will be listed on the Nonstandard Administration Report (NAR) generated through the SSD online system by their SSD coordinator. Their tickets will have the designation “NAR” printed in the header. Unless your school’s SSD coordinator makes arrangements for you to test a student with such accommodations using the specific materials and manual sent for the student, refer these students to the SSD coordinator for further instructions.
SPRING–SUMMER 2019 SAT Supervisor Manual Staffing and Facility Needs Planning to Test Students with Disabilities 20 Students with ONLY these accommodations may be tested in the standard testing room. Code Accommodation 002 Large print test book—14 point 005 Large-block answer sheet 006 Magnifier 041 Written copy of oral instructions 042 Permission for food/medication 043 Wheelchair accessibility 051 Preferential seating 052 Record answers in test book 053 Use of colored overlay 056 Other assistance—SSD staff or College Board will confirm 066 Auditory amplification/FM System Students with any of the accommodations listed below must be tested in the nonstandard testing room.
Extended-time accommodations are applied depending on the test taken. Code Accommodation 039 Extended breaks 040 Extra breaks 068 Permission to test blood sugar (clock does not stop unless approved for extra breaks) 069 Small group setting 151 Four-function calculator on Math Test – No Calculator portion of the SAT Code Extended Time Accommodation Extended Time Applicability SAT SAT SubjectTests 016 50% reading extended testing time Extended time for the entire test Extended time for all tests 017 50% writing extended testing time Extended time for the SAT Essay ONLY Note: If a student who is approved for extended time in writing ONLY is taking the SAT with no Essay, they will not have extended time and will test under standard conditions.
N/A 018 50% math extended testing time Extended time for the Math Test ONLY Extended time for Mathematics Levels I & II, Physics, and Chemistry ONLY 019 50% listening extended testing time N/A Extended time for Language with Listening Tests ONLY If the online attendance roster includes an accommodation code that is not on this list, contact the SSD office. Students approved for 50% extended time for writing only will receive extended time only on the Essay. If these students change their Essay option on test day, you may need to change them from standard testing to nonstandard testing, or the reverse.
Such changes can only be allowed if you have sufficient materials.
Supervisor Manual SPRING–SUMMER 2019 SAT Test Center Admission Policies Test Center Admission and Monitoring 21 Test Center Admission and Monitoring Test Security and Interruption/Student Impersonation—call TAS: 800-257-5123 +1-609-771-7788 (International) Media Questions—call the Office of Communications: 877-353-5885 +1-609-233-0090 (International) Test Day Schedule 7 a.m. Staff reporting time and facility preparation. 7:15 a.m. Review staff assignments and room assignments. Distribute materials to staff. 7:30 a.m. Staff report to their rooms and prepare for student arrival.
Doors open* and student check-in begins. Check-in must begin no later than 7:45 a.m. Once checked in, direct students to their testing rooms. 8 a.m. Close center doors (or sooner if all students on roster are checked in). Allow students to enter the test center until 8 a.m. Determine if any waitlisted students can be admitted for testing, add them to the roster, and direct them to the appropriate testing room. 8–8:30 a.m. Once students are seated in test room, distribute materials and read preliminary instructions.
8:30 a.m. Begin testing. 11:45 a.m.– 12:15 p.m. (approx.) SAT testing ends (standard administration). SAT Subject Tests end (standard administration). 12:55 p.m. (approx.) SAT with Essay testing ends (standard administration). 1:10 p.m. (approx.) SAT Subject Tests end (extended time administration). 1:30 p.m. (approx.) SAT testing ends (extended time administration). 3:05 p.m. (approx.) SAT with Essay testing ends (extended time administration). *Students are instructed to arrive by 7:45 a.m. For early arrivals, if your center has an area to allow students to wait, you are encouraged to plan for this.
Checklist: Preparing for Test Administration ¨ ¨ Confirm staff assignments. ¨ Distribute name tags for staff. ¨ Make final adjustments to student room assignments; prepare room rosters. ¨ Record test book serial numbers on the Testing Room Materials Report forms. Distribute test books and answer sheets to associate supervisors. ¨ Let associate supervisors know if they will be assigned any waitlisted students if you have any on your roster. ¨ Ensure that nonstandard rooms are supplied with the manuals with pink covers. Also ensure that the nonstandard rooms have pink SAT test books, if applicable.
(SAT Subject Test books do not have nonstandard versions.) ¨ Remind associate supervisors to: ¨ ¨ Note serial numbers on seating charts as they distribute the test books.
¨ Count test books when they receive them, when they distribute them, and before dismissing students. Notify TAS immediately if you must change your reporting site. Report the reason for the site change on the SIR. Checklist: Test Room Readiness ¨ ¨ Associate supervisor must have a reliable watch for timing in addition to a working clock in the testing room. ¨ Remind associate supervisors to: ¨ ¨ Post today’s date, test month, and type (e.g., “March SAT and SAT with Essay”), test center number, center name, city, state, and room number.
¨ Supply No. 2 pencils with erasers and a pencil sharpener.
¨ Check for visible clock (the time should be posted and announced regardless). ¨ Cover or remove maps, charts, and other teaching materials.
SPRING–SUMMER 2019 SAT Supervisor Manual Test Center Admission and Monitoring Test Center Admission Policies 22 ¨ ¨ Check for proper lighting, ventilation, and seating. ¨ Ensure that seating follows the guidelines. Students must all face the same direction. ¨ After testing, check rooms to make sure nothing has been left behind. Allocating, Counting, and Distributing Test Materials Allocating Test Materials On test day, you will need to allocate test materials to each room using the Testing Room Materials Report. On this form, record the count and the serial numbers of the test books issued to that associate supervisor.
When preparing to distribute testing materials, make sure that you are working with the correct shipment of materials. When administering a makeup test or an alternate test date, confirm that you are distributing the books listed on the shipping notice for the correct administration.
Counting Test Materials On test day, you must count the test books: When distributing materials to associate supervisors on the day of the test. When collecting materials from associate supervisors and preparing them for return. Associate supervisors must count the test books: After receiving the materials from you. After distributing materials to students. Before distributing the Essay books (if applicable). Before dismissing students from the testing room. When administering the SAT with Essay, associate supervisors must count the Essay books: After receiving them from you.
Before dismissing students from the testing room. Distributing Test Materials Distribute the test materials to each associate supervisor along with all necessary forms (SIR, Request to Cancel Scores Form, Test Material Report Form) and the manual assigned to his or her testing room. The back of the Testing Room Materials Report Form has a seating chart. This chart is essential for recording the distribution pattern of test materials in the testing room. Each associate supervisor must complete the form, including the seating chart for the testing room. For large rooms, provide staff with extra copies of the seating chart to depict different areas of the room.
At the end of the administration, be sure to collect the Testing Room Materials Report from each associate supervisor.
If a test book is discovered missing at any time on test day (before, during, or after testing), contact TAS immediately. Do not return any test materials to the SAT Program until you have spoken with a representative. Report the incident in detail on the SIR. Ensure that your associate supervisors account for testing materials in the testing room as instructed in the testing room manuals. Test Center Admission Policies The following policies apply to admitting individuals to the test center: Students must have an acceptable ID (see pages 25–26) along with an admission ticket with information matching the roster.
Tickets must also include a photo of the student unless otherwise noted on the ticket.
NOTE: If a student identifies as nonbinary on their ID, the sex on the roster must match the student’s admission ticket. Carefully follow the admission procedures when checking students in. Do not admit students with discrepant information. Do not admit students to the testing area after testing starts. Do not allow any unauthorized visitors, including parents, guardians, or members of the media, to enter the testing rooms. Do not allow persons (other than test center observers) with recording equipment in or near the testing or registration area for any reason. Admitting Test Center Observers A test center observer may visit your center the day of the test or the week preceding it.
Check the observer’s identification and College Board or ETS letter of authorization from TAS or OTI.
Supervisor Manual SPRING–SUMMER 2019 SAT Test Center Admission Policies Test Center Admission and Monitoring 23 Test center observations are scheduled to ensure that procedures and facilities meet test center standards. The observer will want to monitor as many aspects of the administration as possible, particularly test security arrangements and procedures, testing environment conditions and any evidence of recent changes in program policies, procedures, or requirements. The observer may also want to photograph or videotape students as they check in. Such photos will not be made public in any fashion.
You do not need to report authorized observers on any forms. An observer should not in any way impede you or your staff in the execution of the test administration. Call TAS if you encounter any issues with a test center observer.
Admitting Sign Language Interpreters Students who are hearing impaired may be approved to have an interpreter translate the spoken instructions for the test. The roster will indicate whether an interpreter will be present at an administration. You are not responsible for providing interpreters. Both the student and the interpreter will be instructed to arrive early on test day. Interpreters must provide identification and sign the attendance roster. Call the SSD office if a student arrives with an interpreter about whom you were not notified in advance.
Handling Unauthorized Visitors and Media The only visitors who may be admitted to the testing room are sign language interpreters and observers with identification and a letter of authorization from the College Board or ETS.
There are no exceptions. Keep unauthorized persons out of the sight and hearing of the students until testing is complete. If you cannot control entry to the building, limit access to the testing rooms and adjoining corridors. Do not allow anyone offering test preparation courses in or near the testing area on test day. If you have any concerns about an individual’s authorization, contact TAS for verification before admitting the person to a testing room. Stop any attempts by the media to record or photograph the test administration from adjoining corridors or from outside the building.
Call the Office of Communications about any media requests for test information or test coverage, as noted on the inside front cover. Communications staff will contact the reporter. Requests for Changes on Test Day Students may make certain changes on test day, but changes to test date, test center, or test type (SAT to Subject Tests or vice versa), are not permitted on the day of the test. Waitlisted students and test takers who are 21 or over may not change their Essay option on test day. Registration on the day of the test is not permitted under any circumstances. The scores of students admitted with an unauthorized test day registration change or with a registration not processed before test day will be canceled.
Only the changes covered in this section are permitted on test day. When you authorize a change, make a note of the change on the admission ticket and sign your name. Be sure to also indicate test day changes on your attendance roster.
Change from Standard to Nonstandard Testing or the Reverse Students who request to change from standard to nonstandard testing must have a copy of their SSD eligibility approval letter indicating the accommodation for which they are eligible. Students may also ask to waive their accommodations. See additional instructions on page 29.
SPRING–SUMMER 2019 SAT Supervisor Manual Test Center Admission and Monitoring Admitting Students to the Test Center 24 Essay Option Changes Waitlisted students and test takers who are 21 or over may not change their Essay option on test day.
At the supervisor’s discretion, students may opt into or out of the Essay if sufficient materials, space, and staff are available to accommodate the change. Students should request such changes as they check in. If you are unable to make this change, advise the student that they may either test as registered or contact the College Board to change to another test date. (A change fee applies.) IMPORTANT: In a combined SAT and SAT with Essay room, the associate supervisor may allow a student to change the Essay option rather than send them to another room, as long as the change is requested before the timed test begins (and sufficient materials are available).
Subject Test Changes Students who are registered for SAT Subject Tests may choose to add, drop, or change subject tests on test day. The College Board will refund or bill the student accordingly.
Waitlist Registration Changes Students must submit changes to their registrations or requests for waitlist status in time to be listed on the online attendance roster. No changes can be made to waitlisted registrations on test day. Admitting Students to the Test Center Checklist: Admission ¨ ¨ Choose a central reporting site, if needed. ¨ Hang posters provided, such as the “Test Day Requirements” poster, in prominent locations. ¨ Set up table(s). ¨ Post directional signs to admission area, testing rooms, and restrooms.
¨ Provide a copy of the roster for each table. ¨ Staff the admission table; review with staff the procedure for admitting students.
Managing Student Check-In Plan in advance how and where you will have students check in. Larger test administrations usually have a separate check-in area where students are admitted, with another set of admission procedures conducted at the testing room by the associate supervisor. Smaller administrations may combine all check-in and admission procedures at the testing room. Tips for a Smooth Check-In Organize separate lines for the following different groups of students (do NOT form a separate line for nonstandard students): SAT students, with or without the Essay SAT Subject Test students Talent Search Program students (seventh and eighth graders) Plan ahead if you will be allowing students to change their Essay option on test day.
You will need to seat these students after other students, but before any students in waitlist status. Based on your online attendance roster, plan ahead for how to manage any waitlisted students so that you have a waiting area established and preliminary room assignments.
Admission Tickets Always verify the information on the ticket against the roster. All admission tickets will have an area for the student’s photo in the upper left corner and, with very few exceptions, the student’s photo must be present. The tickets of students who are exempt from the photo requirement will indicate their exemption, and this information will also appear on the roster. Nonconforming Admission Ticket 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 still confidently identify the student by looking at the student, 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. As you continue to supervise future test administrations, please use your best judgment to admit students to your test center. That said, you should not admit a student if you’re unable to positively identify them by looking at both their admission ticket photo and their photo ID, and verify these against the student’s appearance on test day.
Supervisor Manual SPRING–SUMMER 2019 SAT Admitting Students to the Test Center Test Center Admission and Monitoring 25 Here are some examples of nonconforming photos: One or both of the subject’s eyes are not visible or blocked (for example, if the person is wearing sunglasses).
Multiple faces are shown in the photo. The photo is taken from too far away or too close up for easy identification of its subject. The person’s face is not visible or recognizable. The person is wearing a hat or head covering (that is not worn for religious purposes).
Note that black-and-white photos are acceptable. You should never admit a student whose photo has been tampered with or digitally altered. Checking the Admission Ticket Most students will have a printed online admission ticket. Some may have an admission ticket sent to them by mail. No electronic images (e.g., on a smartphone) are allowed. The header of the ticket will include the type of test and certain other information such as “Roster” for nonstandard center-based students. Do not assume that all nonstandard admission tickets indicate extended time. Providing accommodations to students that have not been approved will result in their scores being canceled.
Students who present tickets with the designation “NAR” should be testing under the supervision of the SSD coordinator. Check with the appropriate staff to make sure these students go to the proper testing area and are not inadvertently sent to the nonstandard center-based rooms. Printing Admission Tickets During test center check-in, if a student’s printed ticket has missing/garbled information, you may be able to print it using a school computer. You are not required to do this, but if you do, you need to provide this help to every student who requests it.
Make sure the computer has the most up-to-date version of Adobe Acrobat Reader (get.adobe.com/reader).
Have the student access their account at collegeboard.org/mysat and open the ticket for printing. In the Adobe print menu, select “advanced” then “print as image.” If students are still unable to print their ticket, encourage them to call the SAT Help Line at 866-756-7346. Do not call TAS in this instance. Acceptable Identification The student’s appearance on both the photo ID and the admission ticket must be similar. Acceptable photo identification must meet ALL of the following requirements: Be a valid (unexpired) photo identification that is government issued or issued by the school that the student currently attends.
School IDs from the prior school year are valid through the end of the current calendar year. For example, school IDs for 2017-18 are not valid in spring 2019. Be an original document (not photocopied). Bear the student’s full, legal name that exactly matches the name on the admission ticket, including the order of the names. Students who present an ID with two last names must have attempted to register with both last names until they ran out of characters. If these students only have one last name on their ticket, they must be denied. If a date of birth is listed on the ID, it should match the date of birth on the admission ticket.
Include a recent, recognizable photograph that clearly matches both the student’s appearance on test day and the photo on the admission ticket. Be in good condition, with clearly legible English language text and a clearly visible photograph. Some students may have a nonbinary gender listed on their ID; however, the sex on their answer sheet must match that entered on their admission ticket. Talent Search Identification forms do not need to include a photograph; however, a student in the eighth grade or below who does not have a Talent Search ID form must present an acceptable photo ID.
Examples ofAcceptable Photo Identification Government-issued driver’s license, nondriver ID card, or learner’s permit with a photo. Official school produced student identification card from the school the student currently attends. Government-issued passport or U.S. Global Entry identification card, or UNHCR card. Government-issued military or national identification card.
Talent Search Identification form (allowed for students in the eighth grade and below at the time of testing). SAT Student ID form (must be prepared by the school the student currently attends or a notary, if homeschooled).
SPRING–SUMMER 2019 SAT Supervisor Manual Test Center Admission and Monitoring Admitting Students to the Test Center 26 The SAT Student ID Form Students who do not have government or school- issued IDs may present a Student ID form. The Student ID form must have been signed by the student in the presence of either a school official or a notary public, who must cosign it.
The original form (not a copy) must include a photo (subject to the same requirements as a regular ID photo) and the notary or school seal must overlap the photo. If signed by a school officer, the document should be printed on school letterhead. This form must be dated and is good for only one year. Student ID forms are only valid in the United States for students who are under 21 years of age.
NOTE: In very rare instances, a student may present an SAT Student ID form especially created without a photo because of the student’s religious or medical exemption. Examples of Unacceptable Identification The following documents are not acceptable ID under any circumstances: Any document that does not conform to the requirements. Any document that is worn, torn, scuffed, scarred, or otherwise damaged. Any document that appears tampered with or digitally altered. Any document that bears a statement such as “not valid as identification.” Electronic document presented on a device.
Credit or debit card of any kind, even one with a photograph.
Birth certificate. Social Security card. Employee ID card. Missing Child (“ChildFind”) ID card. Any temporary ID card. Additional ID Requirements for Some Students Use the chart below to determine what special requirements apply to some students. Group with Specific Requirements Identification Accepted Additional Notes Students in eighth grade or below Valid photo ID Valid Talent Search form Seat these students in the standard testing room unless they are approved for accommodations. Check the date of birth to validate that the student is the right age to be testing for Talent Search purposes.
Test takers 21 years old or older Passport Other government-issued photo ID Seat these test takers in the front of the room or in a separate room if possible. Students in waitlist status School or government-issued photo ID from within the country in which they are testing Passports, national IDs, or school IDs issued in a different country from that of the test center cannot be accepted. Students in Egypt, Korea, Thailand, and Vietnam National ID of the country in which the test center is located Passport No other form of ID will be accepted in these countries. Students in Ghana, Nepal, Nigeria, and Pakistan Passport No other form of ID will be accepted in these countries.
Students in India Passport Aadhar card No other form of ID will be accepted in this country.
Supervisor Manual SPRING–SUMMER 2019 SAT Admitting Students to the Test Center Test Center Admission and Monitoring 27 Admitting Students in Waitlist Status Students who miss the registration deadline can request waitlist status through their online accounts. If they are able to test, waitlisted students will be charged the applicable testing fees. Plan ahead for where to assign students in waitlist status, so that your associate supervisors know to expect them. Only admit waitlisted students who are assigned to your test center and whose names are on your roster. Your test center should accept waitlisted students, in the order of their arrival, only if you have sufficient space, test materials, and staff.
Remember that waitlist students are admitted last, including after students requesting Essay changes.
Waitlisted students MUST present an admission ticket that matches the information on the roster and have acceptable photo ID in order to be considered for admission to the center. For security reasons, waitlisted students must present an acceptable photo ID that is issued in the country in which they are testing. Waitlist status is not permitted for students aged 21 or over or in Hong Kong, Korea, Macau, Nigeria, Singapore, Thailand, or Vietnam. Waitlisted students cannot change their Essay option or request additional subject tests on test day. They must test exactly as their admission ticket states.
SSD accommodations that require specific materials not available in the center cannot be offered on a waitlist basis. Validation of Admission Documents Use this information to help you validate admission documents. Fields to Check Document to Check Against Online Attendance Roster Photo ID Admission Ticket Test Type Must match exactly Student’s Name Must match exactly, as indicated in note below Must match exactly, as indicated in note below Date of Birth If present on ID, must match exactly Must match exactly Sex If present on ID, must match exactly. If the student’s gender is listed as nonbinary on their ID, the ID does not need to match their registration.
Must match the attendance roster exactly Photo Required If “Y,” dismiss if no photo on ticket. If photo is provided, dismiss if photo does not resemble student. Compare to Photo ID. Age 21 and Over If “Y,” ensure ID is acceptable per rules for these test takers (see page 26) Test Center Number Must match exactly Test Date Must match exactly Registration Number Must match exactly The roster truncates student names. For longer names on student ID documents, only the first 12 characters of the first name and first 15 characters of the last name are required to match. Middle initials are optional; however, if provided, the middle initial on the admission ticket and roster must exactly match the first letter of the middle name on the ID.
SPRING–SUMMER 2019 SAT Supervisor Manual Test Center Admission and Monitoring Admission Procedures 28 Admission Procedures Checklist: Admitting Students ¨ ¨ Require students to form an orderly line. ¨ Check admission documents for registered test, date, location, and matching personal identifying information. ¨ Perform the four-way match. Do not admit any student without acceptable ID and admission ticket matching the test information on your roster. ¨ For each student, indicate on the roster if he or she is present, absent, or denied entry.
¨ If a student requests to change from standard to nonstandard testing (or the reverse), if you are able to permit the change, provide notification for the student to hand to the associate supervisor.
¨ If a student requests to change from SAT with Essay to SAT with no Essay (or the reverse), if you are able to permit the change, provide notification for the student to hand to the associate supervisor. ¨ Admit students with waitlist tickets as your capacity and test materials allow. ¨ Review, but do not collect any student eligibility letters as needed. Contact the SSD office for instructions about missing documentation or how to provide accommodations.
Conducting a Four-Way Match As part of the admission process, you are required to conduct a four-way match between the information on: 1. Your roster 2. The admission ticket 3. The photo ID 4. The person being admitted. See “Validation of Admission Documents” for the areas that you need to validate as part of the four-way matching. Checking In Students You will be checking in students by writing on your printed online attendance roster. Use pencil, avoid stray marks, and be sure to note your center number on the top of each page. Any students with waitlist tickets should be processed following these same steps after regularly registered students have been admitted.
Follow these five steps for admission exactly as given.
1. Inspect each student’s admission ticket and photo ID. Dismiss any student who does not present an admission ticket. Check each ticket to make certain it is for the correct test, date, and center. If not, do not admit the student. If the ticket lists a different center, return the ticket and instruct the student to report to the center listed on the ticket. Dismiss a student whose admission ticket lacks a photo, unless a special exemption is noted on the ticket and on your roster. Look carefully at each photo to make sure it is the same person. If you have any concerns about the clarity or accuracy of the photo on the admission ticket or on the ID, you can reference the supplemental photo file (available on the supervisor’s website two days before test day).
Dismiss a student if you cannot positively identify them from the photo. Dismiss the student if their photo appears to be digitally altered or tampered with. If applicable, mark any student who is denied entry with an “X” on the roster. 2. Check that the student is listed on the roster. If the student is listed, continue with Step 3. If the student is not on your roster, keep the admission ticket and call TAS. If TAS can confirm that the student is registered for your center on this test date, return the admission ticket to the student and proceed with Step 3.
If TAS cannot confirm the student as registered for your center on this test date, dismiss them.
3. Check the student’s ID for acceptability (based on the criteria on pages 25–26). If the ID is not acceptable or a student has no ID, tell them to retrieve an acceptable ID or have one delivered, if time permits. Do not admit the student while waiting for the ID, and tell the student that you cannot hold a seat for them. If the student cannot present an acceptable ID by the time testing begins, deny entry and mark an “X” on the roster.
Supervisor Manual SPRING–SUMMER 2019 SAT Admission Procedures Test Center Admission and Monitoring 29 If a student presents a Student ID form, write the date on the first blank line on the form and watch while the student signs the form. Ensure that the signature matches previous signature(s). 4. Check the student in, noting on the roster as you review ID and admission ticket against the name, date of birth, and sex as listed. Dismiss any student if you detect discrepancies in the information on the roster and admission ticket or ID.
For longer names that have been truncated on the roster, match to the student’s ID on only the provided portion of the name.
Check middle initials if present on both the ticket and ID. Mark any student who is denied entry with an “X” on the roster. Mark each registered student with a “P” for present, and check the respective columns for matching sex, date of birth, and verified ID. Process any students who are changing from standard to nonstandard testing (see next column).
Process any students who are changing their SAT Essay option by marking an “X” in the right column, labeled “Opt into/out of Essay.” – – These students should be assigned to rooms before any waitlisted students and after the other non-waitlisted students, and only if there are sufficient materials, space, and staff. – – Remind students who opt in to the Essay that they will be billed for the Essay fee ($17.00). Note any authorized change on the ticket and sign your name.
5. Ensure that students know their assigned rooms and where they are located. If room assignments are posted in a location beyond the check-in area, direct students to that location.
If you determine that a student should not be admitted and they create a disturbance, refer the person to SAT Customer Service or, if necessary, follow your institution’s procedures for removing unauthorized individuals from the property. Students Changing to Nonstandard Testing When a student presents an eligibility approval letter and requests to change from a standard to a nonstandard administration: Ensure that the eligibility approval letter matches the name of the student who is presenting it and who is listed on the roster.
Cross the student out on the attendance roster. Add the student to the nonstandard section of the roster. Note any authorized change on the ticket and sign your name. Write the student’s name and SSD eligibility number on the SIR and the nonstandard roster. If a student does not have his or her eligibility approval letter, call the SSD office to verify eligibility. If you do not already have a room designated for nonstandard testing or staff available to administer it, you are not required to open a new room for that purpose on test day.
Some students may want to change from nonstandard to standard testing.
Let them know that for students under 18 years old, waiving any accommodations requires a parent’s signature. Students 18 years and over must sign their own waiver. Rosters Your final roster with any test day notations is an important document. You should not share any online attendance rosters with persons outside your school, including district personnel, as they contain confidential information about your students. Never post online attendance rosters with student photos or dates of birth in any public area. After the administration, return the completed roster with used answer sheets. Make a copy and retain it for six months, including the list of waitlisted students; then securely destroy it.
The identity of everyone who attends or participates in a test administration is confidential.
Do not return the eligibility form or letter waiving accommodations. File with your other test day documents for six months per usage before destroying.
SPRING–SUMMER 2019 SAT Supervisor Manual Test Center Admission and Monitoring Center Management During Testing 30 Center Management During Testing Checklist: Center Management ¨ ¨ Enforce clear rules for minimizing distractions and limiting access to the testing area. ¨ Close center doors by 8–8:15 a.m. Testing rooms may begin once all test takers have arrived. ¨ After testing has begun, admit late-arriving students only if they are taking SAT Subject Tests, and only before the second hour begins.
¨ Consolidate rosters.
¨ Monitor the center and contact TAS immediately for security breaches, events that interfered with testing, issues that might necessitate makeups, student misconduct, and other escalated situations. ¨ ¨ Explain terms and conditions to any students who must be dismissed for infractions. ¨ Confiscate any devices that might have been used to communicate test questions or answers. ¨ ¨ Support your staff by scheduling break times and establishing a signaling system for reaching you as needed.
¨ Remind associate supervisors to check students’ admission tickets against the corresponding answer sheets before dismissal.
Admitting Latecomers Close the doors to the test center between 8 and 8:15 a.m. Admit latecomers at your discretion if you will be able to assign them to a room where the associate supervisor has not yet begun the timed testing. Ensure that the latecomers are admitted to a testing room while the associate supervisor is still reading the preliminary instructions for the test. Do not, under any circumstances, admit students to a testing room once the timed portion of the test has begun.
For Subject Tests Only: Students who arrive after testing has begun but who are planning to take SAT Subject Tests may be admitted to an available SAT Subject Test room at the beginning of the second hour of testing. Do not admit any Subject Test student who arrives at the test center once timing for the second hour of testing has started. Students who miss tests as a result of lateness must transfer their registration to another test date. Refer them to sat.org/register regarding registration for another test date. Managing Test Center Paperwork Once students are in their assigned rooms and testing has begun, you can begin organizing the paperwork in preparation for returning materials.
Consolidating Printed Online Attendance Rosters At a prearranged time, collect the room attendance rosters from your associate supervisors. For SAT testing rooms, this might be during the first scheduled break. For SAT Subject Tests, this might be after the first or the second test is finished. Be sure to allow for any SAT Subject Test students who arrive late and begin testing in the second hour. Carefully check the attendance roster for each room against your final online attendance roster copy, noting the room assignment of each student. Make sure that students who request to change from standard to nonstandard testing or the reverse are fully documented.
Printed online attendance rosters with test-day annotations provide important information to the SAT Program, particularly when discrepancies arise. Monitoring the Center During Testing Handling Escalations As a test center supervisor, you will be called upon to address many kinds of situations, most of which can be resolved on the spot, using your judgment. Immediately contact TAS if you encounter: Security breaches of any kind (suspicion of tampering, attempts to steal test materials, missing materials, etc.).
Unauthorized visitors, including sign language interpreters or detention officers, of whom you were not notified in advance. Events or problems that interfere with testing procedures or require cancellation of testing or changes in reporting location. Timing irregularities or other administration issues that may necessitate a scheduled makeup. Observed misconduct that warrants dismissal, such as attempted impersonation, removing test materials from the testing room, or leaving the building during testing.
Students missing from the online attendance roster or students with questionable admission documents.
Supervisor Manual SPRING–SUMMER 2019 SAT Testing Room Management Test Center Admission and Monitoring 31 Contact the SSD office if you encounter: Students not on the nonstandard online attendance roster who claim to be approved for SSD testing but who have no documentation to back up this claim. Approved accommodations that you are unsure how to properly provide, including whether they can be administered in the standard room or must be given in a nonstandard room. Handling Dismissals Do not allow students who have been referred to you for misconduct to return to the testing room. Explain the reasons for their dismissal and refer them to the policies that are provided online at sat.org/test-day or to the student guides to the SAT and SAT Subject Tests for further information about conduct in the testing room.
Ensure that a complete description of the infraction(s) and actions taken by staff is provided on an SIR. Assign staff to remain with the student until you have arranged for them to be picked up from the center. If you or a member of your staff confiscate a device, explain to the student that the device is needed for further investigation and will be returned to them upon conclusion of the investigation. Contact TAS for further instructions. Minimizing Distractions Only test takers, center staff, authorized observers, and SSD assistants (e.g., sign language interpreters) are allowed past the check-in area on test day.
Parents and guardians, particularly of younger testers, such as Talent Search students, may need to be reminded of this policy.
Display signs or posters to help minimize disruptions. When you train your staff, be sure to emphasize that the admission policy is both for security reasons and to protect students from disruptions that might interfere with their ability to concentrate and do their best on test day. Establish clear rules for conduct during breaks to help control noise and similar distractions. Staff should remind students not to talk in the halls. If your test center is a school, you may want to coordinate with the administration during the week before test day to make reminder announcements about the importance of not disrupting testing.
The school population should know that during the administration, use of the facilities will be restricted, and people on the premises must stay away from the testing area and keep noise to a minimum. Alert your associate supervisors to expect possible notations of changes on admission tickets (see page 29). These are the only marks that can be made on the tickets and must include your signature to be valid.
Supporting Your Staff Testing rooms must always be monitored by a staff person. Plan a schedule of break times with your staff before test day, and work out how you will rotate your proctors to allow each staff person at least one break. Nonstandard SAT testing room staff may require two breaks. Setting up a signaling system can help you ensure smoother testing. This might mean having a central extension for staff to call or a visual signal that assistance is needed in a particular room. Staff will have a greater level of comfort knowing how to reach you quickly when the need arises.
Testing Room Management Proper Marking of Answer Sheets It is the student’s responsibility to completely fill in the answer sheet.
Do not, under any circumstances, darken marks or transcribe any answers on behalf of a student, except for approved accommodations. The SAT Program will not adjust scores in cases of failure to follow instructions for marking the answer sheet. Make sure that your associate supervisors are familiar with these instructions, which students need to follow to obtain an accurate score: No. 2 pencils with soft erasers are required. Marks made with the wrong kind of lead do not scan properly.
Students must fill in each bubble darkly and completely. If they need to erase a response, they must erase as completely as possible. Students may not use a pen to write their essay. The electronic scanners cannot read ink, and essays written in ink will appear blank. Students should not be dismissed from testing if they use a mechanical pencil; however, they should be warned that their answer sheet may not score properly, and an SIR should be completed for the incident.
SPRING–SUMMER 2019 SAT Supervisor Manual Test Center Admission and Monitoring Reporting Test Administration Irregularities 32 Students Approved to Write Answers in Test Book For students who are approved to write their answers in the test book, the associate supervisor must take the following steps: Ensure that an answer sheet is submitted that includes the student’s personal and test information (all fields on the front page, and Essay Code, if applicable).
The scripts include instructions for completing this information on the answer sheet.
On the student’s test book and Essay book (if applicable), write the student’s name, registration number, test center code, and answer sheet code. Write “Answers in book” on the front cover of the test book and Essay book (if applicable). Include the test book, any Essay book, and answer sheet in the white envelope and return this envelope with the used answer sheets (see page 51). Reporting Test Administration Irregularities Student Complaints Many student complaints can be prevented by careful planning, preparation, and implementation of the procedures described in this manual. Common complaints include: Physical conditions such as overcrowding, inadequate writing surfaces, poor lighting, and extreme temperatures Assignment to the wrong testing room (with or without accommodations) Delayed check-in and testing Test center staff who are rude, disorganized, distracting, or inattentive to their duties No visible clocks or announcement of remaining test time Apparent mistimings and distracting noises Cheating Report every student complaint, even those resolved on site, on an SIR.
Advise students that all feedback is welcome, but their test scores could be delayed while their complaint is being reviewed, in the event additional investigation is needed.
Students with concerns should contact the SAT Program by the fourth weekday after the test date (usually Thursday). Directions on what the student should do are online at sat.org/contact and in the student guides. If a complaint from a student is received, the supervisor may be contacted for more information. Using the Irregularity Chart The Irregularity Chart on page 41 lists situations you may encounter and actions to take. Use the chart to guide you in reporting any of the following on an SIR: Security incidents Identification discrepancies Misconduct Test question errors or ambiguities Other incidents or disturbances, including unauthorized visitors Student complaints at the test center Make sure reports are complete and explicit.
Your staff should fill out just one form for each issue, even if it affects more than one student (such as mistiming). Do not let students have access to these forms—they are for test center staff only. Describe the incident, the people involved, the name(s) and registration number(s) of the student(s) involved, and the length of time each incident was observed. If the incident was resolved, please indicate the resolution. Include the names and phone numbers of staff who can provide relevant information. Irregularities filed by associate supervisors must be countersigned by the test center supervisor who should add any information that might be useful.
See the Irregularity Chart for complete directions for filling out an SIR and instructions for when to call TAS.
Completing the SIR This form is scanned, so use a No. 2 pencil, or a pen with black or blue ink, and do not make any extraneous marks on the form. Write notes only in the spaces provided for them. Be sure to neatly print all information and fill in circles completely. Always include the names and registration numbers of students involved in an irregularity. Record the test book information from the back of the student’s test book—the form/book code in box 8 and the test/book ID in box 9—and Essay Code on the Planning Page of the answer sheet if taking the SAT with Essay. For all irregularities, fill in the general information in fields 1 to 4 and field 10 (page 3 of the form).
Supervisor Manual SPRING–SUMMER 2019 SAT Reporting Test Administration Irregularities Test Center Admission and Monitoring 33 To report a group irregularity (an issue that affects all or a portion of a testing room), fill in fields 6, 9 (page 3), and 11 (page 4) to denote the type of occurrence, describe the events and actions, and list the information about the students affected. Attach a copy of the room roster, when necessary. To report an individual irregularity (an issue that affects one student, such as illness), fill in fields 5, 7, and 9 (page 3) to denote the type of occurrence and the events and actions taken.
Fill in field 11 (page 4) if more than one student was affected (such as “student gave or received help”). List their names, registration numbers, and test book serial numbers.
SPRING–SUMMER 2019 SAT Supervisor Manual Returning Testing Materials Returning Standard and Nonstandard Testing Materials 34 Returning Testing Materials Returning Standard and Nonstandard Testing Materials Problems Returning Materials Call TAS: 800-257-5123 (U.S.) 609-771-7788 (International) Returning materials is a critical part of the supervisor’s work. Please follow the instructions carefully, returning all testing materials and completed forms and reports as specified. You should keep the following items for future use: unused supervisor forms and envelopes, manuals, return instructions, and posters.
Do NOT return them; destroy them after they have been replaced for the new testing year. Please file your shipping notices with your other records and retain for six months. Discard any opened shrink-wrap or other excess packing materials. If you receive revised publications during the year, please discard older versions. Always keep materials in secure storage until their return.
Used answer sheets and other materials needed for scoring must be returned on test day, immediately after all students have finished testing. Before dismissing your staff, make sure that your associate supervisors have correctly completed their Testing Room Materials Reports and that all staff have signed the SAT Testing Staff Agreement form. Verify that the materials returned by each associate supervisor match the materials you initially issued to him or her. Ask that each associate supervisor double- check his or her room to see if anything has been left behind, either by staff or by test takers.
If a test book or Essay book is discovered missing or damaged after students have been dismissed, contact TAS immediately. Report the incident on an SIR. Do not return any test materials until you have spoken with a representative.
Make sure that you have the complete name, address, and email address for each of your associate supervisors and proctors. You are responsible for supplying this information so that each paid staff person can be contacted to fill out the proper tax forms. Fill out and return the Supervisor’s Report Form (SRF) and, if needed, any SIRs. These reports, plus all seating charts, must be sent by courier with the used answer sheets immediately after the test administration. Call TAS if you cannot locate required forms. Supervisor’s Report Form When testing has concluded, the test supervisor is required to count by hand the number of answer sheets and record the number on the SRF.
In some instances, due to an exception, the total number of answer sheets that you record on your SRF may exceed the total number of students.
This form is scanned, so please use a No. 2 pencil and do not write any notes or make any other extraneous marks on the form. Be sure to neatly print all information and fill in bubbles completely. Sometimes a makeup administration will fall in a later month than the original testing date. To ensure that scores are identified with the correct administration, you must provide the original test month, not the month you are actually testing in. Completing Test Center and Administration Information—Boxes 1–5 1. Print your Test Center Information (school name and address).
2. Print and mark the bubbles for Actual Test Start Date (the actual test date on which you are administering the test).
3. Fill in the Scheduled Administration Month. If you are administering a scheduled makeup test, be sure to fill in the bubble for the month of the original scheduled test date (for example, if you are administering a March makeup test in April, fill in the bubble for March). 4. If you are administering a scheduled makeup test, fill in the bubble indicating that this is a makeup test. 5. Print your test center number and fill in the corresponding bubbles.
Supervisor Manual SPRING–SUMMER 2019 SAT Returning Used Answer Sheets and Critical Materials for Scoring Returning Testing Materials 35 Completing Answer Sheet Hand Counts—Boxes 6–9 Use this section to account for all used answer sheets that are being returned, even those belonging to students who are canceling their tests or who did not finish testing. 6. Counts of SAT answer sheets (Include counts of any answer sheets that were misgridded or defective.) a. Print the number of large-block SAT answer sheets used by students in Box 6a. b. Print the number of standard SAT answer sheets used by students in Box 6b.
c. Add up the counts of SAT answer sheets and print the total in Box 6c.
7. Counts of SAT Subject Tests answer sheets (Include counts of any answer sheets that were misgridded or defective.) a. Print the number of large-block SAT Subject Tests answer sheets used by students in Box 7a. b. Print the number of standard SAT Subject Tests answer sheets used by students in Box 7b. c. Add up the counts of SAT Subject Tests answer sheets and print the total in Box 7c. 8. Add the column totals and print the total number of answer sheets returned in Box 8, using leading zeros. Fill in the bubbles.
Indicating Submitted SIR(s)—Box 9 9. Fill in the appropriate bubble in Box 9 to indicate whether you are submitting one or more SIRs.
Test Center Supervisor Signature—Box 10 10. Sign and date the SRF in Box 10 after you have completed all sections on the front of the form. Returning Used Answer Sheets and Critical Materials for Scoring It is critical that the answer sheets from your school arrive for scoring on time and that your testing materials are appropriately returned. You will be provided with a return label that has a tracking number. Be sure to retain a copy of that tracking number in case of issues with the delivery. Shipment 1: Materials Sent to Cedar Rapids, Iowa Shipment 1 includes all used answer documents, various envelopes with materials described in this section, and the completed SRF.
See the diagram in the Appendix, page 51, to help you place the correct materials in each envelope and pack them in the requested order in the shipping box. Advanced arrangements may be made for you to have a custom courier pickup of the return packages before the end of the test day. Keep materials secure until pickup. If this service is not available in your area, follow the directions later in this section for returning testing materials.
Used Answer Sheets Keep all used answer documents together so that they can all be scored. Place them all in the bottom of the shipping box. If you have an answer sheet with misplaced marks (and corresponding SIR clipped to it), place it on top of the used answer sheets. If you have test books containing answers that must be transcribed because of insufficient or defective answer sheets, treat these as answer documents and place them on top of the used answer sheets. IMPORTANT: Even if you are reporting a problem with an answer sheet or returning a student’s test book with an SIR, you still must place the student’s answer sheet on top of the other used answer sheets.
Do not place answer sheets in any of the envelopes.
SPRING–SUMMER 2019 SAT Supervisor Manual Returning Testing Materials Returning Used Answer Sheets and Critical Materials for Scoring 36 Packing the Envelopes In the Gray-Bordered Envelope, include the following items: Testing Room Materials Report forms with seating charts SAT Testing Staff Agreement Form with staff signatures SAT Request to Cancel Test Scores forms (if any) Test books involved in an irregularity (if any) and attached to the related SIR. These might include: Defective test books Defective Essay books Answers written in test books without College Board approval Specific irregularities that require the test book to be attached to the SIR (e.g., use of prohibited items) Any other SIRs from the administration (Exception: SIRs associated with answer sheets must be clipped to the answer sheets and placed on top of the other used answer sheets) In the White Envelope for Answers in Test Book, which is only provided if you have students approved to write answers in the test book, include these items: The test book and Essay book (if any), with “Answers in book” written on the front.
The student’s answer sheet clipped to the test book.
Packing Shipment 1 Follow the order for packing your answer sheet shipment shown in the diagram on page 51. In general, put the answer documents in first, so that they are on the bottom of the package. Do not use rubber bands or other fastenings that might damage the answer sheets. Place the envelopes next, in the correct order, followed by your annotated rosters, and put the SRF (which identifies your school and how many answer sheets you are returning) on top. Return all materials via UPS, or DHL for international centers, using the shipping envelope or box with the preapplied label that was included in your test materials shipment.
(Discard any leftover shipping materials.) U.S. centers: If you did not receive an email confirmation with your pickup confirmation number or if you need to adjust your time, call UPS at 800-742-5877 (800-PICK-UPS) to arrange for pickup on test day.
For each package that you ship, note the tracking number and file this information in your records. On each label, print your center name and number, and mark the box number and total boxes you are shipping (e.g., “1 of 2,” “2 of 2”). Labels will be addressed to: Pearson Processing Center 9200 Earhart Lane SW Cedar Rapids, IA 52404 USA If you are missing the preaddressed labels, contact TAS (see page 34 or the front of the manual). Always hand your package to the driver or responsible person so that you will have a traceable chain-of-custody receipt from origin to destination and for the shipment.
Do not use a drop box.
Shipment 2: Materials Sent to Ewing, New Jersey Shipment 2 contains used and unused test and Essay books and only unused answer sheets (if any). Return these items to the New Jersey location no later than two days after your test administration ends. Packing and Shipping Instructions Pack these materials in the original shipping cartons. Please keep all test books together. Follow the directions in the diagram on page 52. Use the provided test book (TB) return label, unless your center is outside the United States in a country served by an SAT Representative, in which case, follow the instructions under “Shipping Materials to an SAT Representative” on page 37.
Return all materials via UPS unless you have been specifically directed to use a different courier. Call UPS at 800-742-5877 (800-PICK-UPS) to arrange for pickup. Make a note of the tracking number before shipping the materials. NOTE: If your label is missing, contact UPS (in the United States) or DHL (in international locations). If a courier is unavailable, ship your materials registered surface mail to the address below. Inbound Processing Center 200 Ludlow Drive Ewing, NJ 08638 USA
Supervisor Manual SPRING–SUMMER 2019 SAT Returning Used Answer Sheets and Critical Materials for Scoring Returning Testing Materials 37 For All Shipments: Keep the tracking information and respond promptly to any email reminder you receive about delayed answer sheets.
Please be sure to include your test center number and complete shipping address, including full contact name and phone number. If you need assistance with shipping because of missing labels or problems, contact TAS at 1-800-257-5123.
Shipping Materials to an SAT Representative If your center is located in a country served by an SAT Representative, return test books, Essay books (if any), and unused answer sheets to the representative listed for your country in the following table. Use a courier, if available, and note the tracking number before shipping the materials. Country or Area Return Test Books to Egypt AMIDEAST Hong Kong HKEAA India Globe Detective Agency Jordan AMIDEAST Kenya LTS of East Africa Kuwait AMIDEAST Lebanon AMIDEAST Morocco AMIDEAST Nigeria GIEVA Tunisia AMIDEAST West Bank/Gaza AMIDEAST Yemen AMIDEAST
SPRING–SUMMER 2019 SAT Supervisor Manual Appendix Honorarium Income for SAT Test Center Staff 38 Appendix Honorarium Income for SAT Test Center Staff Honorarium Income The honorarium schedule has changed to better reflect the additional time that administering the SAT with Essay requires.
The supervisor’s honorarium is based on the number of students registered for the SAT plus the number registered for the SAT with Essay, plus the number registered for Subject Tests. Waitlisted students that you admitted should be counted along with the regular students. For other staff honoraria, use the two schedules accompanying the chart, based on the role filled. In all cases, each person can only be paid for one staff role in a single administration. If a test administration at your center includes one or more nonstandard rooms, you must submit two separate vouchers, one for standard and one for nonstandard.
New Honoraria Payment System As of January 1, 2019, test center staff must complete a one-time account setup with the new ETS payment vendor portal to receive an honorarium. Supervisors will continue to submit honoraria vouchers for all their test center staff in the ETS Supervisor’s Website following each administration.
Domestic staff: ETS will use the payment vendor Velocity to process SAT honoraria payments. Velocity allows test center staff to choose between mobile payment or paper check. International staff: ETS will support electronic funds transfer through the payment vendor Western Union to process SAT honoraria payments. This will allow test center staff to receive their honoraria electronically to their bank account. Staff will have the option to be paid in USD or local currency. Please note, paper checks are no longer available for international staff. Submitting Expenses and Payment Vouchers Supervisors testing in international centers that are paid (some service provided areas still submit online vouchers on SOAR, like Australia, Azerbaijan, New Zealand, etc.) by a local SAT Service Provider must complete an electronic spreadsheet Summary Voucher and submit it by email to ServiceProviderSSV@ets.
org. These supervisors also must submit a letter of intent detailing any expenses incurred on test day. All other test center supervisors: Go to ets.org/ supervisor to use the web-based Summary Voucher to submit staff honoraria and reimbursable test center expenses. Follow the instructions provided online for the Summary Voucher. Itemize expenses and submit receipts for reimbursable expenses over $10. Remember that nonroutine expenses must be approved before the administration and that refreshments and travel-related costs are not reimbursable. Expenses for cell phone collection supplies are reimbursable up to $10 but will not include additional reimbursement to collect devices.
Use the online Summary Voucher only for center testing. Submit it after you have returned your answer sheets and test materials following each test administration.
Submitting Vouchers for Nonstandard Administrations The only person who will appear on both the standard and the nonstandard vouchers will be you, as the supervisor. Any staff who stay for the duration of the nonstandard test should be listed on the nonstandard voucher only. A single payment of $71 will be paid by separate check to you for arranging a nonstandard administration. Tax Compliance To comply with Internal Revenue Service (IRS) regulations, all test center staff must complete and submit tax forms online to ETS. Supervisors must communicate this information with staff. Prior to test day, supervisors should generate the tax form email from the supervisor’s website and send to all the U.S.-based test center staff.
Confirm with test center staff on test day that they have completed the tax form process in the supervisor’s website, including entering their social security number. This must be done by the end of test day to ensure properly processed payments. Please be sure that all of your staff complies with the tax regulations to avoid penalties. If the appropriate forms are not submitted before the center’s first test administration, ETS may be required to withhold up to 30% (depending on individual tax status) from an honorarium check.
Please note that honoraria paid to U.S. citizens or persons working in the United States are taxable income that ETS must report to the Internal Revenue Service. You and your staff are responsible for the direct payment of any income taxes or self-employment taxes due and also for filing the required forms with the IRS. Please see the supervisor’s website for more information. Only the honoraria are reported, not other reimbursed expenses.
Supervisor Manual SPRING–SUMMER 2019 SAT The Center Master Form (CMF) Process Appendix 39 Any questions about honoraria payments/summary vouchers should be submitted by the test center supervisor by email to email@example.com, noting the test center name and number and test date.
Honoraria Schedules for 2018-19 Supervisor Honorarium Schedule Number of Students Honorarium SAT with no Essay and SAT Subject Tests SAT with Essay 1–25 $150 $160 26–40 $160 $170 41–80 $190 $202 81–130 $220 $234 131–180 $245 $261 181–240 $275 $293 241–300 $325 $346 301–350 $350 $373 351–400 $370 $394 401–450 $410 $437 451–500 $430 $458 501–550 $450 $479 551–600 $465 $495 601–650 $485 $517 651–700 $505 $538 701–750 $525 $559 751–800 $545 $580 801–850 $560 $596 851–900 $580 $618 901–950 $600 $639 951–999 $620 $660 1,000 or more Add $27 per additional 50 Token payments: When no registered students report on test day, the supervisor will be paid a token amount of $35.
If the test center is overstaffed on test day, an honorarium of $26 is paid by check to associate supervisors and proctors who are not needed. (Add the staff member’s name to the Summary Voucher, and check the “Token” box.) Associate Supervisor Honorarium Schedule Standard SAT: $125 Standard SAT with Essay: $133 Nonstandard SAT: $185 Nonstandard SAT with Essay: $197 Room and Hall Proctor Honorarium Schedule Standard SAT: $100 Standard SAT with Essay: $107 Nonstandard SAT: $130 Nonstandard SAT with Essay: $138 The Center Master Form (CMF) Process In the beginning of January, supervisors receive an email asking them to go to the supervisor’s website to complete the online CMF.
This process confirms the center’s availability and capacity for the coming testing year.
Prior to submitting your online CMF, you should have confirmed the test dates with your school administration, making sure that scheduled events such as graduation or planned construction will not limit the use of the facility on the dates you agreed that your center would be open for testing. It is very important that you complete your online CMF in a timely manner. Completing the online CMF requires you to provide: Test date availability for the center including capacity for each date. Reporting address for students, supervisor’s mailing address, and shipping address for test materials (if reporting address and shipping address differ, you must call TAS).
High school (six-digit College Board code) number (if applicable).
Fax number and email address. Alternate center recommendations within 75 miles for students who must be assigned to another center. Your electronic signature on the supervisor’s acceptance statement. Supervisor’s position, home address, phone numbers, and years of service. Contact information for the person who will assume responsibility in your absence. Ticket message, if any: important information that is not already listed on students’ admission tickets (such as parking advisories).
SPRING–SUMMER 2019 SAT Supervisor Manual Appendix Acceptable Graphing Calculators List 40 Acceptable Graphing Calculators List The chart below lists acceptable graphing calculators for use on the SAT Math Test – Calculator and the SAT Subject Tests in Mathematics.
Only these tests permit the use of a calculator (unless a student has an approved accommodation). All scientific calculators are acceptable (as long as they do not have any prohibited features). Call TAS if you aren’t sure about a calculator that’s not on this list. Acceptable Graphing Calculators Casio FX-6000 series FX-6200 series FX-6300 series FX-6500 series FX-7000 series FX-7300 series FX-7400 series FX-7500 series FX-7700 series FX-7800 series FX-8000 series FX-8500 series FX-8700 series FX-8800 series FX-9700 series FX-9750 series FX-9860 series CFX-9800 series CFX-9850 series CFX-9950 series CFX-9970 series FX 1.0 series Algebra FX 2.0 series FX-CG-10 FX-CG-20 series FX-CG-50 FX-CG-500* Graph25 series Graph35 series Graph75 series Graph95 series Graph100 series Hewlett Packard HP-9G HP-28 series HP-38G HP-39 series HP-40 series HP-48 series HP-49 series HP-50 series HP Prime Other Datexx DS-883 Micronta NumWorks Smart2 Radio Shack EC-4033 EC-4034 EC-4037 Sharp EL-5200 EL-9200 series EL-9300 series EL-9600 series* EL-9900 series Texas Instruments TI-73 TI-80 TI-81 TI-82 TI-83/TI-83 Plus TI-83 Plus Silver TI-84 Plus TI-84 Plus CE TI-84 Plus Silver TI-84 Plus C Silver TI-84 Plus T TI-84 Plus CE-T TI-85 TI-86 TI-89 TI-89 Titanium TI-Nspire TI-Nspire CX TI-Nspire CM-C TI-Nspire CAS TI-Nspire CX CAS TI-Nspire CM-C CAS TI-Nspire CX-C CAS *The use of the stylus is not permitted.
Guide for Seating Plans Samples of Approved Seating Plans
Supervisor Manual SPRING–SUMMER 2019 SAT Center-Based Test Day Irregularity Chart Appendix 41 Center-Based Test Day Irregularity Chart The following chart is a compilation of the most common irregularities along with the procedures and actions you should employ in response. If the chart indicates to call TAS or OTI, do so immediately. Also contact TAS immediately for timing irregularities or other issues that may necessitate a scheduled makeup. Do not attach used answer sheets to the SIR, unless instructed to do so in the chart. The SAT Program will support your actions if they are reasonable and designed to ensure score validity and a satisfactory testing environment.
In certain cases, because of confidentiality requirements, it may not be possible to report back to you regarding the action taken. However, if there is a question or issue that needs to be clarified, TAS, OTI, or SSD will contact you.
Irregularity What you should do How to fill out the SIR Test Center Issues In the Event of a Storm, Power Failure, or Other Emergency Test center closing/ cancellation of testing Call TAS immediately. If evacuation is required: Ensure student safety and monitor students carefully. Note the time. Ask students to insert answer sheets in test books, close test books, and leave them on their desks, if possible. Lock the testing room. If you must cancel the test on test day, dismiss students only if instructed to do so, and notify them that TAS will contact them to reschedule testing.
If the cancellation occurs before test day: Notify local media. Notify campus/building security. Post a cancellation notice at reporting address, if possible. Explain circumstances and impact of issue and section(s) affected. Bubble page 1, section 6— “Disturbance/Interruption.” Changing reporting site Call TAS immediately. If you must change your reporting site: On test day, post the address change information at the original reporting address. Interruption Call TAS if problem cannot be resolved. Provide clear instructions for student safety. Direct students not to talk.
Students may not use phones. Collect test books and answer sheets, if necessary. Monitor students if they must leave the testing room. If you are instructed by TAS to resume testing, ensure that materials and students were properly monitored, and continue testing where each room left off. Timing should be paused, and no extra time may be given.
Note the source, length, and impact of the interruption and the section(s) affected. Provide student names and registration numbers. Bubble page 1, section 6— “Disturbance/Interruption.” Materials That Are Incorrect, Missing, Damaged, or Defective Materials missing or damaged before testing Call OTI immediately. Report if any materials are missing or damaged; if you detect any loss, theft, or tampering; or if the serial numbers on the test books do not correspond with those on the Shipping Notice. Note any such irregularity.
Bubble page 1, section 6— “Missing materials.”
SPRING–SUMMER 2019 SAT Supervisor Manual Appendix Center-Based Test Day Irregularity Chart 42 Irregularity What you should do How to fill out the SIR Materials That Are Incorrect, Missing, Damaged, or Defective (continued) Missing materials during testing CallTAS immediately.
Wait until a scheduled break or the end of the testing session to account for the missing materials. Do not allow any student to leave the testing room until materials are accounted for. If materials are not located, contact TAS. Bubble page 1, section 6— “Missing materials.” Missing test book after testing CallTAS immediately. If a test book is discovered missing after the students have been dismissed, don’t return any test materials to the SAT Program until after you have spoken with a representative. Explain the circumstances fully. Bubble page 1, section 6— “Missing materials.” Insufficient answer sheets Instruct students to write their names, registration numbers, center number, and test date on the back covers of their test books.
Tell them to circle multiple-choice answers and write student-produced responses in their test books. On front cover of test book, write “Answers in test book need to be transcribed.” Use a rubber band to group together all books that have answers marked in them.
Bubble page 2, section 7b Other Issue—“Other” and write “Insufficient answer sheets.” Bubble page 2, section 7b— “Student recorded answers in book without approved accommodation.” Defective answer sheet Check student ID and admission ticket and replace defective answer sheet. Direct student to print name on the new answer sheet, then continue with next question. Do not allow the student to transcribe answers from the previous answer sheet. If an extra answer sheet is not available, student may circle multiple-choice responses and write student-produced responses in his or her test book.
If testing time is lost because of defective answer sheet, allow student to make it up at the end of test administration. After test is over, have student complete fields 1–9 and 10 (for SAT) on page 1 of both answer sheets. Make sure that both answer sheets have fields 1–9 and 10 (for SAT) completed, and clip both answer sheets together. Return with other used answer sheets. If responses are marked in test book, on the front cover of the test book, write “Answers in test book need to be transcribed.” Describe the defect and note any loss of testing time, and if time was made up, when.
Include the Litho Code number from front of answer sheet. If a defective answer sheet has no student marks on it, attach it to the SIR. Bubble page 2, section 7b Test Admin Issue— “Student needed second answer sheet” or Other Issue—“Other” and write “Insufficient answer sheets.” If applicable, bubble page 2, section 7b— “Student recorded answers in book without approved accommodation.” Defective test book Call TAS immediately if the defect appears in several test books. Check student ID and admission ticket. Replace with a book with the same form code that does not have the same defect, and direct student to continue with original answer sheet.
If the test book cannot be replaced with one that has the same code, dismiss the student and explain that the College Board will be in contact to schedule a makeup test. If defective test book causes a loss of testing time, allow student to make up the time for that section at the end of test administration. On front cover of test book, print “Defective,” and identify error, test center number and location, and nature of defect. Describe the defect. Note the loss of testing time. If the time was made up, indicate when and attach test book to the SIR. Bubble page 2, section 7b Defective Materials Issue—choose listed specific issue or choose “Other” and describe.
Supervisor Manual SPRING–SUMMER 2019 SAT Center-Based Test Day Irregularity Chart Appendix 43 Irregularity What you should do How to fill out the SIR Materials That Are Incorrect, Missing, Damaged, or Defective (continued) Defective CD CallTAS immediately if the defect appears in several CDs. Check student ID and admission ticket. Check CD and CD player to confirm problem is actually with the CD. If the CD is defective, replace it with an extra CD, if available. If CD cannot be replaced, inform student that the College Board will be in contact to schedule a makeup test for the Language with Listening Test only.
A student taking another test should sit quietly until the next test begins. A student taking only the Language with Listening Test should be dismissed. On a defective CD label print the student’s name and registration number, test center number, and other information requested. Place the label on the CD box, and return the defective CD.
Note any loss of testing time. Complete section 5 on pg. 1, Bubble page 2, section 7b Defective Materials Issue—choose “Blank MP3 audio, ATC test format, or CD” or “Intermittent problems with MP3 audio, ATC test format, or CD.” Admission/Identification/Seating Issues Student identity issues Call TAS immediately if you suspect impersonation. Dismiss students if you are uncertain of their identity. You should not dismiss a student if they have a nonbinary gender listed on their ID. The sex listed on their admission ticket will be male or female and must match that on roster. If possible, check photos that you have questions about against the photos supplementing the roster.
Dismiss students whose photos are suspect.
If students create a disturbance over their dismissal, refer them to SAT Customer Service or, if necessary, follow your institution’s procedures for removing unauthorized individuals from the property. Explain the circumstances fully. Bubble page 2, section 7b Check-In Issue—“Student had questionable/ unacceptable ID.” Missing or discrepant IDs or admission tickets Call TAS if a student presents a valid ID and admission ticket, but is not on your roster. Do not admit students who do not have a valid photo ID and/ or an admission ticket that matches the information on the Attendance Roster.
Do not admit students who present a printout of a registration screen or the ticket on an electronic screen (e.g., smartphone) in lieu of an actual admission ticket. Report when TAS is called and cannot confirm registration. Attach admission ticket to SIR. Bubble page 2, section 7b Check-In Issue—“Student had questionable/ unacceptable ID” or “Student not on roster/did not have admission ticket.” Student identifying information discrepancies on the answer sheet Call TAS immediately if you suspect impersonation. Monitor student identifying information on the answer sheet both before testing begins and before dismissal.
Check that the name and identifying information exactly matches across all documents, including the answer sheet, the ID, and the admission ticket.
If student has made an error on the answer sheet, ask the student to explain it and correct it. Describe on the SIR. If you suspect impersonation, keep the admission ticket and note the student’s name, registration number, and type of ID. Describe on the SIR. Describe the discrepancy, and error, if applicable. If you suspect impersonation, note student’s name, registration number, and type of ID. Bubble page 2, section 7b Check-In Issue—choose “Student had questionable/ unacceptable ID” or “Student not on roster/did not have admission ticket.” Student’s seat is changed If any student is moved to another seat after testing begins, indicate on the seating chart the seat to which the student was moved.
If a student is moved to another seat before the start of timed testing, no SIR is necessary—simply note on the seating chart. Explain the reason for the change. Bubble page 2, section 7b Other Issue—“Other.”
SPRING–SUMMER 2019 SAT Supervisor Manual Appendix Center-Based Test Day Irregularity Chart 44 Irregularity What you should do How to fill out the SIR Admission/Identification/Seating Issues (continued) Student in a combined room only wants to add/ remove the Essay If a student already in a combined room wants to add or drop the Essay and Section 1 has not yet begun, the change can be allowed in the room (as opposed to moving the student to another room) only if the associate supervisor has enough Essay books.
Students may NOT opt out of the Essay after Section 1 has begun. The student will need to bubble the correct test type on their answer sheet. Note: This does not apply to students in an exclusively SAT or SAT with Essay room. Students in these rooms are not allowed to switch rooms once testing begins. SIR not needed.
Student sent to wrong room Call TAS immediately. If any student is seated in the wrong room and needs to be moved to another room after the test books are distributed and the test begins, fill out an SIR. Explain the reason for the change. Provide student information and test type. Bubble page 2, section 7b— “Student seated in wrong room.” Admission ticket lost or damaged during testing. If a student is unable to show a ticket when reentering the testing room: Carefully check the student’s ID for matching appearance and any discrepancies with the roster.
Dismiss the student from testing if there are any discrepancies.
Describe on the SIR. Note any discrepancy on an SIR. Bubble page 2 section 7b Check-In Issue—“Student not on roster/did not have admission ticket.” Security Violations/Student Misconduct Observed misconduct CallTAS immediately. If you observe a student removing a test book or parts of a test book, attempting to impersonate another student, or leaving the building during testing: If possible, check student ID and admission ticket, and note name, registration number, and type of ID. Collect test book, admission ticket, and answer sheet and dismiss student. Do not readmit student to testing room.
On front cover of test book, note the student’s name and write “Attempted theft of test book” or “Left building,” as appropriate. If pages are missing or damaged, indicate which pages on the SIR. Attach test book and admission ticket to SIR. Bubble page 2 section 7b Test Admin Issue—choose “Student removed or attempted to remove test materials,” or “Student left early/left without permission.” Or bubble page 2 section 7b Check-in Issue—choose “Student impersonated another student.” Test book misuse/ working on the wrong section If a student is seen looking through or opening test book before or after time is called, working on a wrong section, working past time permitted, or working on a Subject Test not coded on the answer sheet: If possible, check student ID and admission ticket.
Ask student to close test book or direct student to proper section of test book, and warn student individually that a subsequent violation will be grounds for dismissal. If student continues, collect test book, admission ticket, and answer sheet. Dismiss student. Do not readmit student to testing room.
On front cover of test book, note the student’s name and write “Looking through test book,” “Wrong section,” or “Working past time” as appropriate. Return their answer sheet with other used answer sheets. Note the section(s) affected, and attach test book and admission ticket to SIR. Complete section 5 on pg. 1. Bubble page 2, section 7b Test Admin Issue—choose “Student worked after time called,” or “Student worked on wrong section,” or “Student obtained improper access to test/part of test.”
Supervisor Manual SPRING–SUMMER 2019 SAT Center-Based Test Day Irregularity Chart Appendix 45 Irregularity What you should do How to fill out the SIR Security Violations/Student Misconduct (continued) Use or distribution of test content through answer keys or images of test pages Call TAS for further instructions.
If a student is observed using or distributing test content, including answer keys or images of test pages at any time in the test center, including during breaks, collect as much evidence as possible: Collect the device, answer key, or other prohibited aid. Follow procedures to dismiss the student from the testing room: If possible, check student ID and admission ticket, and inform student that you must write up the incident and that their scores will be canceled.
Collect test book, admission ticket, and answer sheet, and dismiss the student. Do not allow them back in the testing room. On front cover of test book, note the student’s name and write the infraction on the book (e.g., “Prohibited electronic device” or “Student gave or received help”). Before returning any devices to the student: Determine if images of test content were captured and/or distributed. Take a photo of any applicable smartphone screen or recorded answer key to return with the SIR. After collecting evidence, ensure that any test content is deleted before the device is returned to the student.
Do not return any written answer keys to student. Note that the device made noise or was in use. Attach test book to SIR. Ensure that student name is provided. Bubble page 2, section 7b Test Admin Issue—“Student detected with an answer key,” or “Student gave or received help,” or “Student used a phone or other prohibited device, or it made noise.” Refusal to follow instructions/ suspected cheating If a student is seen disturbing others, refusing to follow instructions, giving/receiving help/information, or giving/discussing test or Essay questions: If possible, check student ID and admission ticket.
Individually warn the student to stop. Tell the student that a subsequent violation will be grounds for dismissal and score cancellation.
If behavior persists, collect test book, answer sheet, and admission ticket and dismiss the student from testing. Do not readmit student to testing room. On front cover of test book, note the student’s name and write “Refusing to follow instructions.” Follow instructions under “Use or distribution of test content through answer keys or images of test pages” to collect and inspect any prohibited aids or electronic devices. For copying and communications infractions, identify the student and describe the ID. Note type of infraction, test section when infraction occurred, and explain the circumstances completely.
Include the names of any other affected test takers. Attach the test book and admission ticket to the SIR. Bubble page 2, section 7b, Test Admin Issue—choose “Student failed to follow test administration regulations,” or “Student gave or received help.”
SPRING–SUMMER 2019 SAT Supervisor Manual Appendix Center-Based Test Day Irregularity Chart 46 Irregularity What you should do How to fill out the SIR Security Violations/Student Misconduct (continued) Noise made by or student observed with or using a prohibited electronic device, including: Cell phones, smartphones Cameras, scanners Laptops, iPods, MP3 players Separate timers Smartwatches, wearable technology Approved medical devices such as insulin pumps (that are not connected to a cell phone) are allowed. Supervisor: If you have any suspicion that the device was used to share test information, immediately call TAS while the student is still in your charge.
If a student’s prohibited device makes noise (including devices that have been collected by the associate supervisor before testing begins) or if the student is observed with (whether using or not) any prohibited electronic device in the testing room or during a break: Tell student to turn it off and hand it to you immediately. Check the student’s ID and admission ticket. Inform student that you must write up the incident and that their scores will be canceled, and that the device will be returned.
Collect test book and answer sheet and dismiss the student from testing. Do not readmit student to testing room. On front cover of test book, note the student’s name and write “Prohibited electronic device.” Follow instructions under “Use or distribution of test content through answer keys or images of test pages” to collect and inspect any prohibited aids or electronic devices. Note that the device made noise or was in use. Attach test book to SIR. Ensure that student name is provided. Bubble page 2, section 7b Test Admin Issue— “Student used a phone or other prohibited device, or it made noise.” Calculator misuse or use of prohibited aids, including: Pens, highlighters, mechanical or colored pencils Books, dictionary, or references Compass, ruler, protractor, or cutting device Scratch paper or notes Earplugs Unacceptable calculator or any other prohibited electronic device such as digital watches with prohibited features If a student is seen using a calculator on a test other than Math Test – Calculator (except as an accommodation on the Math Test – No Calculator portion), or a Subject Test in Mathematics, using more than one calculator, sharing or passing a calculator, using notes, or using a prohibited aid: If possible, check student ID and admission ticket, and warn student individually to stop use of prohibited aid.
Tell student that a subsequent violation will be grounds for dismissal. If student continues, collect test book, admission ticket, and answer sheet and dismiss student.
On front cover of test book, note the student’s name and write “Prohibited item.” Attach test book and admission ticket to SIR. Bubble page 2, section 7b Test Admin Issue— “Student used an unauthorized aid.” Misadministration Accommodations given that were not approved. Stop testing and collect the student’s test materials and answer sheet. Advise the student that they have received accommodations that were not approved. The College Board will contact the student about retesting options.
Dismiss the student. Provide student name and registration number. Note accommodation given and actions taken.
Bubble page 2, section 7b, Test Center Staff Issue— choose “Staff gave incorrect, unapproved or no accommodations.”
Supervisor Manual SPRING–SUMMER 2019 SAT Center-Based Test Day Irregularity Chart Appendix 47 Irregularity What you should do How to fill out the SIR Misadministration (continued) Approved accommodations not given. Advise the student that accommodations they were approved for were inadvertently not provided, and that the issue will be reported to the College Board to determine available test options. Offer the student the option to continue testing without the approved accommodations, or to stop testing. If the student chooses to stop testing, collect the test materials and answer sheet and dismiss the student.
Provide student name and registration number. Note accommodation given and actions taken. Bubble page 2, section 7b, Test Center Staff Issue—“Staff gave incorrect, unapproved or no accommodations.” Disturbance Call TAS. Remove or eliminate the source of disturbance or move the students, if possible. Note the length and impact of the disturbance as well as the section the disturbance occurred in and the students who were affected. Bubble page 1, section 6— “Disturbance/interruption.” Undertiming Call TAS. Permit students to make up any undertiming on a section only if they have not yet started a break or a new section.
Allow full testing time for unaffected sections. When a section that comes before a break is undertimed, do not let students make up time in that section after the break. Note the section(s) affected and timing discrepancy. Include a list of the affected students and their registration numbers. Bubble page 1, section 6— “Undertiming” (for a group), or page 2, section 7b, Test Admin Issue— “Test was Undertimed” (for an individual).
Overtiming Call TAS. Make no adjustment, but call TAS immediately to receive guidance on next steps. Note the section(s) affected and timing discrepancy. Include a list of the affected students and their registration numbers. Bubble page 1, section 6— “Overtiming” (for a group), or page 2, section 7b, Test Admin Issue— “Test was overtimed” (for an individual). Test center staff issues If administration is compromised, call TAS immediately. In the case of distracting behavior, or incorrect directions or material distribution, quietly point out the behavior and ask staff member to correct it.
If behavior persists, determine next steps, including dismissing the staff member and finding someone to continue testing. Note the impact of the issue and section(s) affected. Include a list of the affected students and their registration numbers. Bubble page 1, section 6— choose correct issue from list, or page 2, section 7b, Test Center Staff Issue—choose correct issue from list.
SPRING–SUMMER 2019 SAT Supervisor Manual Appendix Center-Based Test Day Irregularity Chart 48 Irregularity What you should do How to fill out the SIR Student Issues Excessive breaks Call TAS if there is a security concern. Ask student the reason for excessive breaks. If the student is ill, follow the instructions under “Illness” below. Collect the test book and answer sheet. When student reenters, check ID and admission ticket before returning testing materials to them. Do not allow extra time. Have room or hall proctor check where the student is going during the breaks.
Note the student’s name and registration number.
Bubble page 2, section 7b, Other Issue—“Other.” Illness Permit student to leave test room temporarily. Collect test book and answer sheet. When student reenters, check ID and admission ticket before returning testing materials to them. Do not allow extra testing time. If student is unable to continue, advise them of cancellation policy. (The cancellation policies are given about 5 pages into the SAT script, just before the start of the first test section, and about 4 pages into the Subject Test script.) If an answer sheet becomes soiled due to illness or bleeding, inform student that it cannot be scored.
If student wants to continue, provide a new answer sheet and allow student to transcribe earlier answers after test books have been collected and under your supervision. Discard soiled answer sheets—do not return them. Return soiled test books in plastic, if possible. Note length of absence, and the student(s) and question(s) affected. Note the student’s name and registration number. Note whether answer sheets were discarded, the reason, and the serial number, if possible. Bubble page 2, section 7b, Test Admin Issue—“Student became ill.” Also bubble page 2, section 7a, “Did student complete testing?” (Yes or No).
Using pen or wrong type of pencil If you see anyone using a pen or a mechanical pencil, advise them to switch to a No. 2 pencil immediately. Do not have students erase any answers. Have them continue using the same answer sheet. Students should not be dismissed from testing if they use a mechanical pencil. Explain the circumstances fully. Note section(s) affected. Note the student’s name and registration number. Bubble page 2, section 7b, Test Admin Issue—“Student used an unauthorized aid.” Answers placed incorrectly on answer sheets Check student’s ID and admission ticket. Provide new answer sheet if student has misplaced answers on the answer sheet.
(If no extra answer sheets are available, follow the procedures under “Defective answer sheet,” page 42). Tell the student to print their name on new answer sheet, then continue in the appropriate place.
The student and staff are not permitted to erase or transcribe any answers. After test is over, have student complete fields 1–9 and 10 (for SAT) on page 1 of both answer sheets. Clip answer sheets together and return with other used answer sheets, not with the SIR. State which section(s) are affected and which questions/ answers were misplaced. Note the student’s name and registration number. Bubble page 2, section 7b, Test Admin Issue—choose “Student misplaced/ misgridded answers” (one answer sheet only), or “Student needed second answer sheet.” Answers begin on the wrong page of the SAT Subject Test answer sheet Check student’s ID and admission ticket.
If a student begins on the wrong page of the answer sheet, they should continue to use that page.
Explain the discrepancy fully. Note the student’s name and registration number. Bubble page 2, section 7b, Test Admin Issue— “Student misplaced/ misgridded answers.”
Supervisor Manual SPRING–SUMMER 2019 SAT Center-Based Test Day Irregularity Chart Appendix 49 Irregularity What you should do How to fill out the SIR Student Issues (continued) Answers written in test book, but not recorded on answer sheet (without SSD accommodation) Check student’s ID and admission ticket. Notify student that no credit is given or extra time allowed to transcribe answers to answer sheet.
Answers recorded in test book may not be transferred to answer sheet after the test by either student or school personnel. On front cover of test book, write “Answers in book.” On the back cover of the test book, ensure the student wrote their name. Write the student’s registration number, school number, and test date.
Note the reason why the student wrote the answers in the test book. Attach the test book to the SIR. Note the student’s name and registration number. Complete section 5 on pg. 1, Bubble page 2, section 7b, Test Admin Issue—“Student recorded answers in book without approved accommodation.” Answer sheet left blank or completely erased Notify student that you have observed this behavior and check student ID and admission ticket. Tell the student that if the behavior persists, you will report it. If student continues to not mark any answers, collect the answer sheet and test book and dismiss them from testing.
For the SAT, tell the student that the answer sheet will be scored unless the student cancels the scores by the fourth business day after the school testing window is over. For Subject Tests, tell students not to erase all their answers. If they want to cancel the test they will have to cancel ALL test scores that day. If they have already erased all the answers, tell the student you will need to report this irregularity, and it is possible that all scores will be canceled. (If there are any marks at all on the answer sheet, return it with used answer sheets.) If applicable, provide an SAT Request to Cancel Test Scores form and have student complete and sign.
The associate supervisor must also sign.
Explain the circumstances fully. Describe the ID for students observed not bubbling answers. Note the student’s name and registration number. Bubble page 2, section 7b, Test Admin Issue— “Student failed to follow test administration regulations.” Calculator malfunction Check student’s ID and admission ticket and allow the student to replace batteries or try a backup calculator, if available. If the problem persists, the student can choose to continue or to cancel scores. Canceling scores for math section of the SAT means that the entire test will be canceled.
An SAT Subject Test student can choose to cancel the score on the Math Test only.
Scores of other Subject Tests taken on the same day won’t be canceled. If student decides to cancel, provide an SAT Request to Cancel Test Scores form and have student complete and sign. Associate supervisor must also sign. Document the malfunction. Bubble page 2, section 7b, Test Admin Issue—“Student had a CD player or calculator malfunction.”
SPRING–SUMMER 2019 SAT Supervisor Manual Appendix Center-Based Test Day Irregularity Chart 50 Irregularity What you should do How to fill out the SIR Student Issues (continued) CD player malfunction Check student’s ID and admission ticket. Check CD and CD player to confirm problem is actually with the CD player. Allow the student to replace batteries or try a backup CD player, if available. If the problem persists, the student must stop taking the test. Collect the CD. Student can choose to cancel score on the Listening Test only. If student decides to cancel, provide an SAT Request to Cancel Test Scores form and have student complete and sign.
Associate supervisor must also sign.
Dismiss the student if they are taking only the Language with Listening Test. A student may not take just the reading portion of the Language with Listening Test, and doing so will result in canceled scores. If the student is planning to take additional SAT Subject Tests, instruct them to remain seated quietly until the next test begins. Document the malfunction. Bubble page 2, section 7b, Test Admin Issue—“Student had a CD player or calculator malfunction.” Test question ambiguity Report the type of question ambiguity. Add any student information if possible, as full a description as possible, and your contact information.
Complete section 5 on pg. 1, Bubble page 2, section 8— choose correct issue and provide listed student information.
Supervisor Manual SPRING–SUMMER 2019 SAT Diagrams for Returning Materials Appendix 51 Assemble and pack materials 1–7 in the sequence shown. Used Answer Sheets and Forms Prelabeled White Shipping Box or Courier Envelope SAT used answer sheets . Gray-Bordered Envelope Include only the materials listed to the right in this envelope. Ancillary items, if any See box at right for a list of ancillary items that may be associated with a test administration. Annotated online rosters (including nonstandard) Test Center Supervisor’s Report Form UPS Return Label PEARSON Return Label Include only: SAT Testing Staff Agreement Form Supervisor’s Irregularity Reports (SIRs), if any, and test books involved in specific irregularities Defective test books (clipped to the appropriate SIR) Testing Room Materials Reports (with seating charts) Request to Cancel Test Scores Forms .
. . Ancillary Items The following items will occasionally be associated with an administration, and must be placed on top of the used answer sheets: • White Envelope containing test books with answers marked inside and associated used answer sheets • Used answer sheets with misplaced marks • Test books containing answers that must be transcribed (due to insufficient or defective answer sheets) Gray-Bordered Envelope Note reference number for your records. Note: Any answer sheet that was distributed to a test taker, whether standard or nonstandard, must be included. Note this tracking number for your records.
Print this box number and total number of boxes being sent (e.g., Box 1 of 2). Print your center name and number here. .
7 5 4 2 1 SAT Subject Tests used answer sheets . 7 5 4 2 1 Large-block used answer sheets 3 3 • Use the prelabeled white return box/courier envelope that came with your test materials. Do not cover preapplied labels with another label, or place another label on the same box. • Keep answer sheets flat; do not damage the edges or use rubber bands, tape, or staples. Do not wrap answer sheets in anything. 6 6
SPRING–SUMMER 2019 SAT Supervisor Manual Appendix Center-Based Test Day Irregularity Chart 52 1 1 PACK • Use carton(s) from original test materials shipment.
• Include only the items shown below. • Include ALL packed cartons together in one return shipment and clearly mark them as a set (e.g., “Box 1 of 2”). 2 Used and unused test books (SAT and SAT Subject Tests) 1 Unused CDs (in November only) answer sheets 3 3 Note this tracking number for your records. Note reference number for your records. Print this box number and total number of boxes being sent (e.g., Box 1 of 2). Print your center name and number here. Peel the label from its backing and place on box or envelope. SAMPLE LABEL LABEL & SHIP Return only the materials listed above. A. DOMESTIC SHIP TO: Inbound Processing Center 200 Ludlow Drive Ewing, NJ 08638 USA 2 2 SEAL • Use supplied tape.
• Remove, cover, or cross out the original shipping labels.
Tape should extend at least 3 inches. SMALL BOX LARGE BOX For large, 18-inch cartons, place tape around the perimeter. 4 3 2 1 4 3 2 1 Used and unused Essay books (place loosely on top in the first carton) 4 3 Test Books, Essay Books, CDs, and Unused Answer Sheets • Use supplied preprinted TB RETURNS labels. • Use one label for each box. Do not put two return labels on one box, or cover a return label with another label. • If your label is missing, contact TAS (see page ii). • Call 1-800-PICK-UPS or visit UPS.com to arrange for pickup during regular school stops or to schedule a special pickup.
OR • Take the package to an official UPS Customer Center, and obtain a traceable receipt. (Supplied labels may be different from sample shown here.) B. INTERNATIONAL IMPORTANT NOTES: • Do not put answer sheets inside test books. • Make sure the unused answer sheets you are returning have no marks, no bubbles filled in, and no erasures. Answer sheets with marks of any kind must be returned as Used. • Complete Section 1 of the waybill. • Write in number of packages and estimated weight in Section 5. • Retain the “Sender Copy” of the waybill for your records.
Countries with SAT Representatives: Return materials to the local SAT Representative.
Other International Centers: Use the preaddressed courier label enclosed with your test materials. Do not put two return labels on one box, or cover a return label with another label. If your label is missing, contact TAS.
128478-37335 • ??1218E25.250 • Printed in U.S.A. 808501 SAT Program Additional Information Test Dates Mar 9 May 4 Jun 1 Aug 24 U.S. Test Dates and Deadlines sat.org/us-dates U.S. Fees sat.org/us-fees Fee Waivers sat.org/fee-waivers International Test Dates and Deadlines sat.org/international International Fees sat.org/intl-fees SAT Subject Tests Calendar sat.org/subject-dates Registering by Mail sat.org/register Test Day Requirements sat.org/test-day Score Reports sat.org/scores Online Practice sat.org/practice Score Reports: Most scores are available online and by phone several weeks after the test date.
Official score reports are mailed a few weeks after scores are released. Some scores may take longer to report. Visit sat.org/scores for a list of approximate score availability dates.
© 2018 The College Board. College Board, Advanced Placement Program, SAT, and the acorn logo are registered trademarks of the College Board. SAT Subject Tests is a trademark owned by the College Board. All other marks are the property of their respective owners. Visit the College Board on the web: collegeboard.org.