December 17, 2013

Clarification for Proctors/Roving Proctors The proctor policy is the same for the EOCs and for the NC Final Exams:

A trained proctor must be assigned to every teacher who is administering an EOC or an NC Final Exam. The proctor assigned can be either

o a one-on-one (full time) proctor (i.e., one test administrator with one proctor in the testing room) or

o a roving proctor (i.e., up to three test administrators with one proctor coming in and out of the assigned testing rooms). Several conditions apply for using the roving proctor option.

A roving proctor may be used to monitor only the following test administrations o administrations in which the test administrator is not the teacher of record (i.e.,

teacher of the group tested) o administrations in which the test administrator is not a teacher of the subject matter

being tested

In addition to the 2 types of administrations (listed above) that roving proctors may monitor, the following procedures for using roving proctors must be followed:

o Roving proctors must be responsible for no more than 3 classrooms that are centrally located

o There cannot be more than 30 students in the testing class or group. Testing rooms with over 30 students require a one-on-one (full-time) proctor.

o Test groups that will be monitored by a roving proctor must be considered. (A small group of students who are easily distracted might not be the best test group for a roving proctor.)

o Students must be informed before the day of the test administration that a roving proctor will be coming in and out of the testing room to monitor their test administration.

o The LEA/charter test coordinator must specify the logistics for roving, such as the room assignments, the time spent monitoring each testing room, and whether the testing room door is to be left open or closed during the testing session. When scheduling time, test coordinators must ensure that equal time is provided to all rooms being monitored. You do not want the last room monitored to remain without a proctor for too long. For example, if the roving proctor is assigned to 3 rooms and is to move every 30 minutes, the last room will not have a proctor until after an hour of testing has passed. A better scenario would be to have the roving proctor start with 5 minutes in room 1, then go to room 2 for 5 minutes, and then move to room 3 for 5 minutes, and next repeat the process.

o To use the roving proctor option, the school test coordinator must send a written request (e-mail) to the LEA test coordinator (charters send their requests to their regional accountability coordinator [RAC]) that explains the reason for the request and how the policy will be securely implemented at the school. If approved by the LEA test coordinator, the LEA test coordinator will forward the request to the RAC. The RAC will review the request and provide an e-mail approval or denial response to the LEA/charter school test coordinator (Test Coordinators’ Policies and Procedures Handbook, C1.12).

If there are questions concerning roving proctors, contact your Regional Accountability Coordinator (RAC).