Proctoring Excellence Slides Proctoring Excellence
Roles, Responsibilities, and Protocols for Assessments
Setup & Preparation
Environment Sweep
Cover or remove instructional materials.
Grades 3-4: Collect labeled independent books at the front.
Desk Readiness
Clear Desks: Remove all non-testing materials.Supplies: Provide 2 pencils per student.Learner’s Ready: Establish posture expectations.
Physical Layout
Booklet Placement
Booklets must remain flat on the desk at all times.
Grades 3-4 Configuration
Scratch Paper: Writing hand side.Chromebook: Opposite side.
Digital Security: CBT
Security Features
Verify students are in Locked Browsers . Monitor for "tab-switching" behavior or unauthorized applications.
Screen Monitoring
Use proctor dashboards to track active testing status in real-time.
View screens from multiple angles to catch glare or hidden devices.
Watch for "frozen" screens—could indicate a technical lockup.
Digital Tools & Supports
Text-to-Speech
Make sure everyone has headphones for test read. Verify functional and check volume before login.
Highlighter
Help students locate digital highlighting for active reading strategies.
Strike-through
Help students use the answer eliminator tool to narrow down choices.
4th Grade Note
Proctors MUST enable the protractor tool in the testing platform.
Proctors MUST ensure technology tools are functional and active.
Special Education Protocols
IEP/504 Compliance
Verification is legally required. Small groups must be quiet and spaced for privacy.
Oral Admin & Scribes
Read verbatim. Record student words exactly as spoken, including errors.
Documentation Vitality
"If it isn't documented, it didn't happen."
Record start/stop for extended time.
Mark accommodations actually used.
Maintain strict confidentiality.
Strategic Positioning
Between Circulation Cycles
Grades K - 2 (Team)
Front Corner Perch: Reads questions.Back Corner: Helps students find questions.
Grades 3 - 4
Scan from the BACK of the room to see all Chromebook screens.
Core Teacher Moves
The Corner Stand
Maintain a full vantage point of the entire testing room.
Scan & Narrate
Continually narrate positive testing behaviors to the group.
Proctor Mode
One computer must track progress in real-time digital mode.
Active Monitoring: Coaching
Regular Circulation
Circulate with tracker in hand (Grades 3-4). Take notes on scratch paper and answers for EVERY question .
Stamina & Pauses
Pauses: At least 30 Pauses
Urgent Coaching
Correct disengagement privately . Positive, encouraging, but urgent—Think like a coach!
Affirmations
"You got this, keep pushing!"
"Check all your work!"
"Take your time – you have plenty! Show what you know!"
"Great work! Keep going!"
Best Practices & Playbook
Planning
Know your schedule!
Check all materials including headphones & volume .
Guides ready on clipboards.
The Cheerleader
Stay Positive!
Public Affirmations.
Private Redirections.
High Expectations
Engaged posture and silent focus.
Planned post-test activities.
Sharpen pencils nightly!
Incident Response
Technical Failures
Document exact time of outage. Move students to backup machines immediately and notify coordinator.
Medical & Bathroom Breaks
Use the "Pause" button in CBT to stop the timer. Log duration and reason for the break immediately.
Device Charging
Have additional cords handy for charging in case a Chromebook begins to lose charge.
"Proactive monitoring includes checking battery percentages during circulation cycles."
Wrapping Up
1
Reconciliation
Match tickets, scratch paper, and booklets to your roster before dismissal.
2
Secure Storage
Return materials immediately to the secure testing bin.
3
Integrity Forms
Complete seating charts, logs, and accommodation delivery forms.
End of Day 1
Teachers must PAUSE assessments.
DO NOT FORCE FINISH
Ensure scholars can re-open on Day 2.
Proctoring Protocol Checklist Proctoring Excellence Checklist
Standardized Assessment Protocol & Teacher Moves
Session Tracking
Proctor Name
Room / Date
Grade & Subject
Phase 1: Setup & Materials
Environment: All instructional aids covered; desks cleared of non-test materials.
Supplies: Each student has exactly 2 pencils and 1 pair of headphones.
Books (Gr 3-4): Independent books labeled and stored at the front of the room.
CBT Readiness: Volume checked; charging cords accessible for low-battery emergencies.
Gr 3-4 Layout: Scratch paper on writing-hand side; Chromebook on the opposite side.
Engagement: Reminded students of "Learner's Ready" posture and planned post-test activity.
Phase 2: Active Proctoring
Strategic Perch: Reading from corner (K-2) or scanning from the BACK (3-4).
Circulation: Tracker in hand; checking scratch paper/answers for EVERY question.
Coaching: Using public affirmations (pacing/habits) and private redirections.
Tech Support: 4th Grade Protractor tool enabled; monitoring battery percentages.
Stamina: Encouraging focused progress (30 pause rule); no content questions answered.
Integrity: Monitoring screen-locking software and verifying booklet-flat posture.
Phase 3: Secure Closeout
Day 1 Pause: Assessments PAUSED manually (NOT force-finished).
Materials: All scratch paper and login tickets matched to student roster.
Accommodations: Logged delivery and usage for all required IEP/504 students.
Custody: Delivered all materials directly to Testing Coordinator.
Observations / Irregularities Log
Proctor Signature: _________________________
FOR AUTHORIZED USE ONLY
Accommodations Tracking Log Accommodations Tracking Log
Confidential Special Education & 504 Documentation
Date:
Room:
Proctor Name
Assessment Name
Student Name Accommodation(s) Assigned Used? (Y/N) Notes (Start/Stop Time, etc)
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Proctor Certification
By signing below, I certify that all assigned accommodations were provided according to student IEP/504 plans and that any refusals were documented.
Signature
Common Codes
ET: Extended Time
OA: Oral Admin
SG: Small Group
FB: Frequent Breaks
SC: Scribe
TTS: Text-to-Speech
Confidential: Contains Private Student Information (FERPA Protected)
Question Progress Tracker Question Progress Tracker
Active Monitoring: Scratch Work & Answer Verification
Room
Date
"Tracker in hand: Check scratch work and answer for EVERY question during circulation cycles."
/ = Scratch
X = Answer
Student Name 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Notes
Habit Snapshot
100% Focused Posture
Independent Books (Gr 3-4) ready
30 Pauses strategy encouraged
Coach's Affirmation Key
"You got this, keep pushing!" • "Check all your work!" • "Take your time – show what you know!" • "Great work! Keep going!"
Confidential: Assessment Progress Log Test Day Command System
CSE Parent Advocacy Slides Your Voice, Their Growth
A Family Guide to Confident, Collaborative Advocacy in Committee on Special Education (CSE) Meetings
Special Education Family Partners Series
Why Your Voice Matters
Primary Expert
You know your child's history, strengths, motivations, and fears better than any clinical testing ever can show.
Equal Member
By law (IDEA), you are an equal, active member of the Committee, with voting rights in IEP design and placement.
Advocacy Shift
"Advocacy doesn't mean fighting the school—it means partnering with them to build the perfect runway for your child's unique flight."
The CSE Landscape
Evaluations & Reports
You have the right to request and read all evaluations and progress data at least 5 days before the CSE meeting.
Who is in the Room?
CSE includes: Parent, SpEd Teacher, GenEd Teacher, School Psychologist, District Representative, and parent-invited guests.
Rights & Options
You can ask for clarification on any testing score, dispute recommendations, and request an Independent Educational Evaluation (IEE).
The Collaboration Playbook
Preparation Checklist
Write down your child’s goals, strengths, and your top 3 concerns.
Gather work samples, report cards, or outside therapist notes.
Bring a friend, trusted family member, or professional advocate to take notes.
Advocacy Sentence Starters
"Can you show me the data that supports this placement?"
"How will this goal be tracked, and how often will I get updates?"
"I'd love to share what we see at home that might help here."
Next Steps to Teamwork
Stay Proactive
Don't wait for the annual review. Check in periodically with the special education teacher to monitor accommodations.
Share Successes
Send short emails of wins at home or praise for a technique that's working. Positive reinforcement strengthens teams.
We Are Here With You
Advocacy is a journey. Reach out to our Family Liaison office anytime for prep worksheets or pre-meeting reviews.
Partnership in Advocacy
Thank you for being your child’s most powerful advocate.
Parent CSE Advocacy Guide Family Partnership Series
Parent CSE Advocacy Guide
Your Voice & Legal Rights as an Equal Member of the Committee
EQUAL PARTNER
Welcome to your advocacy playbook. Committee on Special Education (CSE) meetings are collaborative partnerships. This guide is designed to empower you with the vocabulary, legal knowledge, and confidence to advocate effectively for your child’s educational journey.
CSE Meeting Jargon Decoder
CSE Committee on Special Ed
The multidisciplinary team responsible for identifying, evaluating, and placing students with disabilities.
IEP Individualized Ed Program
Your child’s personalized legally-binding roadmap containing services, accommodations, and specific learning goals.
LRE Least Restrictive Env.
The mandate that children with disabilities must be educated alongside non-disabled peers as much as appropriate.
PLOP Present Levels of Performance
The baseline section of the IEP detailing exactly where your child stands academically, socially, and physically right now.
Your Legal Parent Rights (IDEA)
1
The 5-Day Document Rule
You have a legal right to request and read all school evaluations, testing data, and draft documents at least 5 days prior to the meeting. Never walk into a meeting without having reviewed the school’s paperwork first.
2
Right to Bring Support & Representatives
You can bring anyone of your choice who has special knowledge or expertise about your child. This includes family advocates, private therapists, a trusted relative, or a friend to take notes for you during the session.
3
Prior Written Notice (PWN)
If you request a service, program, or accommodation and the district denies it, they cannot just say no. They must legally provide a Prior Written Notice detailing exactly why they are refusing with educational data.
Page 1 • Standard Special Education Family Guide
Preparation & Meeting Strategy
Practical steps and planning tools for families
Pre-Meeting Prep Checklist
Brainstorm Strengths: Write down your child's favorite activities, home successes, and personal learning victories.
Identify Concerns: Focus on your top 3 specific struggles (academic pacing, social interactions, anxiety).
Read Drafts: Highlight accommodations or goals you disagree with or have questions about.
Organize Notes: Keep past evaluations, medical documents, and work samples in a binder to reference.
Powerful Sentence Starters for Advocacy
To check data & reasoning
"Can you help me understand the specific data or assessments that led to this recommendation?"
To offer home insight
"At home, we find that using visual schedules works best. Could we add that support?"
To ask about tracking
"How will progress on this goal be measured, and how often will I receive progress reports?"
To delay/resolve disagreement
"Let's pause. Could we note our differing views on this service and return to it next session?"
Your Meeting Prep Notes (My Child's Strengths & Concerns)
Write your talking points, questions, or ideas here...
COMMITTEE ON SPECIAL EDUCATION FAMILY PARTNERSHIP Page 2 • Standard Special Education Family Guide
