End of the Year

END OF THE YEAR PROCEDURES

JUNE 2007

Revised May 30, 2007

TABLE OF CONTENTS

Exam Procedures:

Attendance / Exam EligibilityPolicy & Procedures2

Exam Challenges2

Lab Eligibility Procedures3

Do Not Admit (DNA) List Procedures / DNA Room Duty 4

Procedures For Testing Accommodations (SPED List)4

Proctor Duty:

Directions For Administering Regents Examinations4

Exam Distribution5

Exam Manuscript Paper5

Exam Pick-up / Drop-off Form 6

Student Exam Sign-in / Sign-out Form7

Returning Completed Exams8

Obtaining Answers / Correction Keys & Exams For Correcting8

Handling And Storage Of Corrected Exams8

Other Duty:

Late Room Duty Guidelines 9

Conflict Room Duty Guidelines9

Hall Duty Guidelines9

Office & Vault Duty Guidelines9

End Of Year Procedures:

Guidelines For Grading & Issuing Course Credit10

Promotion Cards, Role Books & Failure Letters11

Using ESIS Grading:

Deadlines for Both BHS North And South Campuses13

How to Log On: 13

Your Password: 13

Entering Grades: 14

Class No Shows, Additions, Grade Changes and Drops: 15

ESIS Grade Addition Form16

ESIS Grade Change Form17

Bennett High School Exam Procedures Revised May 30, 2007Page 1 of 19

ATTENDANCE / EXAM ELIGIBILITY POLICY & PROCEDURES

Any pupil eligible for course credit is able to sit for a Regents exam, with exceptions as follows:

• For Earth Science, Living Environment, Chemistry and Physics, the student must also have completed the lab requirements (refer to section addressing Lab Eligibility).
• For Math A & B, as no course is attached to the exam, the student can take the exam when the Math Teacher, Department Coordinator or Administrator determines it is appropriate and notifies the student(s).
• For RCT exams, their Special Education Teacher or a Department Coordinator will notify students if they should take the exam.

Teachers of courses which have a June Regents Exam are responsible for informing students of the date, time and location of the exam. This information should be posted in the classroom during weeks leading up to the exam. Teachers should check the Accommodations Listand inform those students that they will be receiving a notice from their Resource or Consultant Teacher regarding the location where they are to take the exam.

EXAM RETAKES (CHALLENGES)

Students may be challenging or retaking an exam because they failed or were absent for the exam in the past. A student may also choose to retake an exam in order to get a higher score and obtain Regent’s credit.

A list of students who are eligible for, and have completed the requirements to retake an exam will be generated and distributed as required, by Mrs. Gasper, Guidance Counselor. If this list is included in the exam materials, the Proctors must check and confirm that only students on this list are taking the exam. Any student who is not on this list should report to the Main Office and speak with an Administrator.

The Exam Proctoring Schedulewill list the location of the exam for those students who are retaking exams. Students should complete a manuscript paper if appropriate. When completing manuscript paper, students should write the name of their current teacher in the subject or the name of the last teacher with whom they took the course.

Department Coordinators will sort and distribute completed exams to the teacher(s) who will do the correcting. Teachers may only pick their completed exams at the time and place designated by the Department Coordinator.

The exam grade must be properly recorded. Check with the Department Coordinator for additional information.

LAB ELIGIBILITY PROCEDURES

Students taking the Earth Science, Living Environment, Chemistry and Physics Regent’s Exams must have completed the lab requirements. Science teachers must confirm that lab requirements have been meet and complete the tasks described in the table. Science Teachers will provide a list of eligible students and completed manuscript papers to the Proctor in Charge.

SCIENCE TEACHER RESPONSIBILITIES
January Exams / June Exams
Lab Teachers / (1)Create Lab Eligibility rosters (S or U) and distribute to all science teachers by 6/08/06
Classroom Teachers /

Repeater Classes Only

(1)Verify seat time and lab eligibility for repeater students wishing to retake an exam.
(2)Create Eligibility Rosters (S or U) and distribute to Department Coordinator and Guidance by 1/19/07 / (1)Check Lab Eligibility
(2)Determine Exam eligibility
(3)Inform ineligible students.
(4)Create eligibility rosters (S or U) and distribute to Department Coordinator and Guidance by 6/08/06
Students Retaking a Science Exam that are not enrolled in a repeater science class. / (1)Submit exam challenge application to Department Coordinator before exam week
(2)Guidance will check eligibility status, generate and distribute a list of eligible students as required.
(3)Eligible students will take exams in “As Notified” rooms. / Same as January

NOTES

• If a student is lab ineligible, it is the student’s responsibility to complete the work required to have his/her status changed.
• Lecture teachers should not change lab eligibility status of any student without the official word from his/her lab teacher. It is the student’s responsibility to make sure the lecture teacher is notified.
• Each science lecture teacher manages which students are eligible and ineligible to take the Regents Exam for his or her class

DO NOT ADMIT (DNA) LIST PROCEDURES / DNA ROOM DUTY

The list is prepared by the Main Office and is placed in mailboxes prior to exams. A student may be on the DNA List for a variety of reasons, usually due to suspension or home instruction. Students on the DNA List are to report to the Main Office and will be escorted to and from the DNA Exam Room.

Teachers must check the DNA Listbefore each exam proctored. Any student on the DNA List should not be admitted into a regular Exam Room.

The “Proctor in Charge” of the DNA Room (the first name listed on the Exam Proctoring Schedule), will receive an envelope containing copies of every exam offered during the session, and should follow the procedures under Exam Distribution

PROCEDURES FOR TESTING ACCOMMODATIONS

You will receive a list of students in the building who have testing accommodations. These students will take their exams in an alternate site with Special Education or ESL Teachers. The exception is Foreign Language exams, where all students will take their exam with their regular class during exam week.

Prior to Exam Week, teachers are to check over the list, and make note any of the students in their classes who have testing accommodations. Teachers should inform those students that they will receive a notice from their Resource or Consultant Teacher regarding the location where they are to take the exam. Students listed as 504 will take their exams as noted on their schedule in a room with appropriate testing accommodations.

Special Education and/or ESL Teachers are responsible for making and distributing an Exam Schedule Form for each student affected.

During Exam Week, proctors should review the Accommodations List when the students are signing in. If a student on the list appears in your exam room, please have the student escorted by a “Hall Duty” person or another Proctor to Rooms XXX or XXX.

Completed exam papers for these students will be retuned to the Main Office after the completion of the exam, using the same procedures addressed under Handing Completed Exams. Only the Department Coordinator will distribute completed exams for correcting. Please note: the students may have extended time to complete exams, so exams may not be handed in until much later in the day.

DIRECTIONS FOR ADMINISTERING REGENTS EXAMINATIONS

All faculty need to thoroughly review the handout from the State Education Department titled “Directions for Administering Regents Examinations – June Administration”. Particular attention should be paid to the sections addressing Preparation of Exam Room and Supervision of Students.

EXAM DISTRIBUTION

The designated “Proctor in Charge” (the first name listed on the Exam Proctoring Schedule) must come to the main office to pick up the exams. Morning exams must be picked up no later that 8:00 a.m. and afternoon exams no later that 12:00 p.m. The proctor must sign the Exam Pick-up / Drop off form. The Proctor will need to confirm that they have the DNA List and the Accommodations list (the new list is COLOR and dated June 2007).

Proctors should check the envelope to ensure that the proper exam and all related exam materials are enclosed in the envelope, including a Student Exam Sign-in / Sign-outform. Proctors should also pick up manuscript paper and scrap paper (if required) at this time. If Calculators are needed for the exam, the Department Coordinator will distribute the calculators to the exam rooms.

EXAM MANUSCRIPT PAPER

Each student needs a manuscript paper cover in which to house the pieces of each examination. The manuscript paper identifies whose exam it is, and encases all parts of the exam. Science exams do not use manuscript paper. The Math A exam is also an exception as no scrap paper is permitted.

Manuscript paper will be available in the Main Office. The teacher needs to complete at least one manuscript paper for each student who will be taking the exam. The “Supply Duty” person will ensure that the Main Office is stocked with manuscript paper.

The following information is included on the manuscript paper and should be filled out either by each student or the teacher prior to the exam

• On Page 1 of the manuscript paper, in the lined area, the classroom teacher’s name & period, the date/time of the exam, and the room number where the exam takes place. Students challenging or retaking exams should write the name of their current teacher in the subject or the name of the last teacher with whom they took the course. For the rest of Page 1, enter the subject name, the student name and age (as of the exam date) and complete the blank spaces or lines where information must be filled out.
• Page 4 of the manuscript paper is be completed by the student. The student will sign the “I do hereby affirm” section when they have completed the exam.

Teachers of the courses are responsible for the completed manuscript papers must submit them to the “Proctor in Charge” (the first name listed) the day before the exam. Check the Exam Proctoring Schedule, which has been made available to you. Also check the Accommodations List, and place the manuscript papers of students on the list in Mrs. Bumbalo’s mailbox.

Proctors are responsible for returning the completed examinations, encased in the manuscript paper, to the Main Office at the close of the exam. Students who are eligible to take or retake an exam and do not have a manuscript paper already filled out can also complete their manuscript paper in the exam room

It is vital that the manuscript paper reach the appropriate proctor the day prior to the exam!

EXAM PICK-UP / DROP-OFF FORM

DATE: ______CircleAMPM

NAME OF EXAM
ROOM NUMBER / PROCTOR NAME / PICK-UP
TIME / PROCTOR NAME / DROP-OFF
TIME

PROCTORS – SIGN PICK-UP AND DROP-OFF IN SAME ROW

ALSO SIGN REGENTS STATEMENT

VAULT / OFFICE DUTY PERSON – FILE SHEET IN EXAM BINDER

WHEN ALL EXAMS ARE DROPPED OFF

STUDENT EXAM SIGN-IN / EXAM SIGN-OUT

SUBJECT AREA:______EXAM TITLE:______

DATE:______TIME______AM_____PM ROOM:______

PROCTOR IN CHARGE: ______PAGE____ of _____

PRINT
STUDENT NAME / SIGNATURE
STUDENT NAME / SIGN-IN
TIME / SIGN-OUT
TIME
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STUDENTS– SIGN-IN AND SIGN-OUT IN SAME ROW

PROCTOR - DO NOT ADMIT STUDENTS WHO ARE ON THE DNA OR ACCOMMODATIONS LISTS

VAULT / OFFICE DUTY PERSON – FILE SHEET IN EXAM BINDER WHEN FORM IS RETURNED

RETURNING COMPLETED EXAMS

All exam proctors are to return completed exams and the Student Exam Sign-in / Sign-outform to the designated “Vault / Office Duty” person in the Main Office. The proctor must sign the Exam Pick-up / Drop-offform and the Regent’s Statement. This includes proctors from the Conflict Room and the Testing Modifications / ELA Testing Rooms. Completed exams must be turned in immediately upon completion of an exam. Proctors may not keep completed exam papers past the conclusion of an exam, under any circumstances.

The number of exams returned in the envelope must match the number of students who are on the Student Exam Sign-in / Sign-out form. All materials, including unused testing materials, are to be returned to the main office, except for calculators, which are to be returned to the Department Coordinator. All exam components should be placed inside a completed and signed manuscript paper, where applicable.

Only Department Coordinators will distribute completed exams to the teacher(s) who will do the correcting. Teachers may only pick up their completed exams at the time and place designated by the Department Coordinator.

OBTAINING ANSWERS / CORRECTION KEYS & EXAMS

FOR CORRECTING

Only the “Vault / Office Duty” Person can release the Exam Correcting Materials and only to Department Coordinators. Department Coordinators will distribute completed exams and answer keys to the teacher(s) who will do the correcting.

Teachers may only pick up and correct their exams at the time and place designated by the Department Coordinator, following guidelines from the Board of Regents and the Buffalo Board of Education..

HANDLING & STORAGE OF CORRECTED EXAMS

Corrected and completed exams should be alphabetized, stored in envelopes and labeled appropriately (check with the Department Coordinator). Return exams for storage to the appropriate Committee.

LATE ROOM DUTY GUIDELINES

Students who are late to the English III (Session I) exam will need to take their exams in a “Late Room”. A student is considered late if the Listening Section of the exam has begun. This is the only time a student should be escorted to a “Late Room”.

In the “Late Room”, the Listening Section will be distributed to students only after the Uniform Statewide Admission Deadline has been met, which is 10:00 a.m. for all morning exams and 2:00 p.m. for all afternoon exams.

Students in the “Late Room” need to complete the Manuscript Paperand the Student Sign-in / Sign-out form.

CONFLICT ROOM DUTY GUIDELINES

No Conflict room is scheduled as no conflicts are anticipated for June exams.

HALL DUTY GUIDELINES

“Hall Duty” Persons are responsible for monitoring activity in the halls, ensuring that a testing environment exists. There should be no talking, no loud noises, no students using lockers and no unescorted students after the exam has commenced.

“Hall Duty” persons will need to escort students to the lavatories, conflict rooms, DNA Room, pick up materials from the Main Office, etc… as requested by Proctors and Administration. Only one student at a time may be allowed to use the lavatory. “Hall Duty” monitors should remain at their posts until all students have completed their exams

OFFICE & VAULT DUTY GUIDELINES

Persons assigned “Vault /Office Duty” are responsible for ensuring the security of Exams. Only the persons assigned “Vault /Office Duty” can release exams to Proctors, collect completed exams and distribute correction keys to Department Coordinators.

The “Vault /Office Duty” Person ensures that all proctors sign the Exam Pick-up / Drop-off form and return completed exams with the Student Exam Sign-in / Sign-outforms. These forms are then filed in the January 2006 Exam Binder. The “Vault / Office Duty” Person also ensures that the proctor signs the Regent’s Statement.

If the “Vault / Office Duty” Person’s shift has finished and there are still exams to be turned in, the “Administrator on Duty” must be informed. Office Clerks and the “Administrator on Duty” will then assume the “Vault / Office Duty”: responsibilities. This is likely to occur since students may have extended time to complete exams, so exams may not be handed in until much later in the day.

GUIDELINES FOR GRADING & ISSUING COURSE CREDIT

For Classes That Terminate In January or June - : Students will receive credit if they pass a class that terminates in January or June (a 1/2-year class (.5 credit) or a double-period class (1 Credit)). For students enrolled in such a class, the teacher must enter the credit as described in the ESIS Grade section.

As the criteria for passing is dependent upon the student’s cohort year and the type of class, check with the Guidance Counselor or Department Coordinator for clarification on how to compute grades and award credit.