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Teacher’s Guide in Administering an Examination

I. Rationale

To establish academic achievement in any public school, teachers have to construct, administer and
score tests or examinations. For a valid and reliable assessment of academic achievement, the tests
should yield similar and consistent results/grades for comparable groups of students. The validity and
reliability of assessment are dependent on many factors among which are administrations of the
measurement. This guide focuses on test administration principles that, if followed, lead to successful
test administration in Peñablanca National High School.

II. Contents

References  Rukundo, A. & Magambo, J (2010). Effective Test Administration in Schools: Principals
& Good Practices for Test Administrators in Uganda. Uganda: University of Science
and Technology
 George RA. et al. (2014). SME Proctors Guide. Utah, United States of America

Materials  Examination Papers
 Answer Sheets
 Timer
 Teacher’s Guidance Notes for Examination Administration (see attached)

III. Procedure

Teacher’s Activity Student’s Activity

(Teacher will arrange the physical set-up of the classroom to
avoid cheating and to ensure the comfort of the students)

Good Morning Class...
Good Morning Sir!

Before we start your examination let us seek first the
guidance of our Almighty God...”
(One Student will lead the Prayer)
(Checking of Attendance)
(Teacher will assign students sitting arrangement randomly)

I want to welcome you and wish you success in your
examination. Today you are participating in a process that
provides one measure of your knowledge for the _____
(GRADING PERIOD) in your subject ___________. So are you
ready?
Yes sir!

Well you have no choice but to be ready. Before distributing
the exam papers, I will explain the process and general rules
for today's session. At this time, please turn off all cell phones
and other electronic devices until you leave the exam room. I
want to see only your pens and clean sheet of paper at the
top of your desk.

(Allow other materials as needed in the exam like calculators,
formula sheet etc.)

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Please place all non-exam materials under your seat (on the
floor, out of view, etc.) now.
(Students follow)

A blue or black ink pen is needed to complete the answer
sheet. Please raise your hand if you do not have at least one
pen.

You will not be allowed to share or open any reference
materials of any kind during the session. No talking or
comparing of answers between students will be allowed.
Understand?
Yes Sir.

The following rules will be observed at all times during the
exam:

– No smoking, eating, drinking, or talking.
– If during this session you need to use the restroom or
leave the exam room, please raise your hand. I will collect
your exam paper and return them to you when you come
back.
– Only one person will be permitted to leave the room
at a given time.
– While on a bladder break, you are not permitted to
talk with anyone outside the exam room.
– You will not be granted any additional time for taking
your exam for time spent outside the exam room; therefore,
make your bladder beak as short as possible. Please keep in
mind that the time allotted for testing continues while you
are away from the exam room.

Is that clear?
Yes Sir.

At the end of the session, I will collect your exam materials
and scrap paper/notes you took during the exam. If you finish
before the end of the session, raise your hand. Once all exam
materials have been accounted for, you will be permitted to
leave the exam room

To pass this exam you must score at least _____%. So you
better double review your answers and not the answers of
your “cheatmate”, oh, seatmate I should say. Ok?
Yes Sir.

When the exam materials are distributed, do not open your
test paper until my instruction.

(At this time, you should distribute the exam papers, and
answer sheets, one at a time, to every student. Once each
participant has received the exam materials, continue with
the instructions.)

Does everyone have their exam paper?
Yes sir.
(Report if there is not enough copy of exam papers)

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Okay you may now open your test papers and check if there
are __ pages and if it is legible. If you do not have the
problem with your test papers, raise your hand so I may
provide you with another test paper.
(Students check their test papers)
Please don’t forget to write your name in your answer
sheets. As we walk through the process of completing the
answer sheet, please raise your hand if you have a question.
If you make a mistake or wish to change an answer, make
clean erasures. Please write legibly.

Are there any questions before we begin the exam?
None Sir.

Okay the time now is ________ and you are only given _____
hour/s in answering your exam. The time for completion is
_____. I will notify you 30 minutes, 15 minutes and 5 minutes
before the time lapse.

(Teacher writes on the board the time started and time
completed)

Good luck. You may begin your exam.

(Students take the exam)

(Read the guidance for administering the exam)
(Notify the students about the time)
(Report any irregularities in the conduct of the exam)
(Collect and count answer sheets and test papers)

Okay time is up. Please raise your pens. Finished or
unfinished please pass your papers. Do it silently and please
fall in line.
(Students pass their exam papers and answer sheets)

Good bye and God bless.

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GUIDANCE NOTES FOR TEACHERS IN ADMINISTERING EXAMINATIONS

The paramount guiding principle in administering any classroom test is that all examinees should be
given a fair chance to demonstrate their achievement of the learning outcomes intended or planned.

I. Exam Guidelines
 Exam Room
The exam room and external conditions may have a significant effect on a student’s
exam score. Ideally, the exam room should be closed off from all other activity and
is quiet and devoid of distracting movement. The room should also have ample
lighting, adequate ventilation, comfortable seating, and ample workspace for each
participant to lay out their exam materials. Students should have at least one empty
chair (or approximately three feet) space between them. This will encourage the
participants to focus on the exam and discourage cheating or talking.

 Late Arrivals
Close the exam room five minutes before the time designated to begin the exam
session. Any students arriving after the door is closed may be admitted at the
proctor’s discretion, provided the actual exam has not started. As the proctor, you
should have a predetermined policy for handling late arrivals. This policy should be
adhered to consistently throughout the entire exam process.

 Early Completion
The teacher site decide and communicate whether participants may leave the room
after completing the exam or whether they should remain seated until the exam
time is over.

 Exam Time
To ensure that the student will finish the exam on time and will have an efficient
time management, the teacher will notify the students of the start time, the time
completed and the remaining time.

 Requests to Leave the Room
If a student needs to leave the exam room for any reason, the proctor must collect
all exam materials and hold until the student returns. When the student returns,
make sure no materials have been brought into the room and return the exam
materials to the student. Only one participant is allowed to leave the room at a
given time. Any time used by participants for breaks is considered part of the
allotted exam time.

 Allowed Materials
o Scrap paper and/or the exam booklet may be used for calculations and
notes. The exam proctor must collect all scrap paper/notes at the end of
the exam session.
o The following calculators can be used for the exam:
 Technical exams: Any quiet, hand-held, non-broadcasting or
receiving calculator may be used. All programmable memory MUST
be cleared before and after the exam.
 Lean exams: A basic calculator can be used.
o Use of the Internet by exam participants is strictly prohibited.

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o The use of iPhones, smart phones, mobile devices, cellular phones, wrist
watches with calculators, smart watches, devices that can record data, and
similar technology is not allowed during the examination.
o Reference materials (if applicable) should be prepared for distribution
before the exam begins. Remove any unauthorized reference material
before beginning the exam.

II. Period Before the Test
A. Teachers must secure an adequate number of tests papers. The test paper should be
kept securely to avoid leakage.
B. Students and parents have been notified regarding the test date and time.
C. Students have been reminded to bring materials necessary for the test.
D. All students with special needs (e.g. glasses and hearing aids) have been considered
before the start of the test.
E. The rooms where the test is to be conducted have adequate ventilation and lighting and
have been properly arranged.
F. Seats are arranged in such a way that candidates cannot look at each other’s work.
G. Students have been thoroughly prepared for the examination by suggesting to them
ways of studying, giving them practice tests and pointers for review.
H. When all is set for the exam, secure the room, including the writing “Testing in Progress,
Do not Enter”.

III. Period During the Test
The following are guidelines that need to be observed to ensure required conditions for
successful testing are fulfilled:
A. Observe precision in giving instructions or clarifications. When a proctor announces that
there will be “a full three hours” to complete the test and then talks for the first fifteen
minutes, examinees feel that they are being unfairly deprived of testing time. Besides,
just before a test is no time to make assignments, admonish the class, or introduce the
next topic. In other words, examinees are mentally set for the test and will ignore
anything not pertaining to the test for fear it will hinder their recall of information
needed to answer the questions. Thus, the well intentioned remarks fall on “deaf ears”
and merely increase anxiety toward the test and create hostility toward the teacher.
B. Avoid interruptions. At times, an examinee will ask to have an ambiguous item clarified,
and it may be beneficial to explain the item to the entire group at the same time. All
other distractions outside and inside the examination room should be eliminated, where
possible. The challenge, however, is that more often than not, the distractions are
beyond the test administrators’ reach!
C. Avoid giving hints to students who ask about individual items. If the item is ambiguous,
it should be clarified for the entire group. If it is not ambiguous, refrain from helping the
pupil to answer it. The challenge is that at times, refraining from giving hints to
examinees who ask for help may be difficult especially for new comers in the field of
testing. Nevertheless, giving unfair aid to some students decreases the validity of the
test results and lowers class morale.
D. Discourage cheating. When there is good teacher-student rapport and students view
tests as helpful rather than harmful, cheating are usually not a problem. Under other
conditions, however, it might be necessary to discourage cheating by special seating
arrangements and careful supervision. Candidates receiving unauthorized assistance
from other examinees during an examination have the same deleterious effect on

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validity of test results and class morale as does receiving special hints from the teacher.
We are interested in pupils doing their best; but for valid results, their scores must be
based on their own unaided efforts.
E. Ensure that no eating takes place in the examination hall. Students should not be
allowed to bring any food items in the examination room, unless it is on proven medical
grounds. Under such circumstances, it is advisable that special arrangements are made
in advance for purposes of securing a designated area where the food items could be
kept, to avoid distracting those who do not require the food items.
F. Handle emergencies appropriately. If an examinee becomes ill during the examination,
and must leave the examination hall, they should not be allowed to return. The proctor
is advised to make a comprehensive report about the student’s situation to make it
possible for school authorities to consider a retest to be scheduled for another time.
G. Inform students on progress of testing. It is the responsibility of the proctor to keep the
students informed of the time remaining.
H. Do not leave the examination room.

IV. Period After the Test
Orderliness is needed for a successful testing process until all the test materials are securely
in the hands of the proctor. After the completion of the examination, the following are
expected:
A. All test materials and documents, both used and unused should be collected and
accounted for. They may be kept in a secure and lockable facility.
B. Count through students’ test papers and/or answer sheets to ensure their names are
indicated. Counting also eliminates scenarios of leaking test questions for
departmentalized examination.

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