NCAE Test Administration Guidelines
SDS – Schools Division Superintendent
DTC – Division Testing Coordinator
PSS – Private School Supervisor
SH – School Head
STC – School Testing Coordinator
CE – Chief Examiner
RS – Room Supervisor
RE – Room Examiner
LRN – Learner Reference Number
TMs – Test Materials
TB – Test Booklet
SAS – Scannable Answer Sheet
EH – Examiner’s Handbook
SSH – Scannable School Header
ETRE – Examiner’s Transmittal Report Envelope
CETRE – Chief Examiner’s Transmittal Report Envelope
COR – Certificate of Rating
Responsibilities of the Testing Staff
Roles of the Regional Testing Coordinator (RTC) in the Conduct of the NCAE and NAT
- Attends the national conference on the administration of the NCAE and NAT for awareness of standardized test guidelines and procedures as one of the end-users of the test results.
- Serves as the resource person relative to the official list of private schools operating without permit.
- Clarifies issues and concerns relative to the Philippine Validating Test (PVT) for which the Regional Office is directly concerned (e.g. endorsement to NETRC)
The Testing Staff at the Division Level
The Testing Staff and Their Roles shall:
- be responsible for the smooth conduct of the test in the division
- assign one of the division supervisors as Division Testing Coordinator
- designate Room Examiners who are reliable, competent, experienced in the conduct of NCAE and have no history of lost Test Booklets (TBs)
- remind PSS to manage tardiness of some private school teachers on examination day.
The Division Testing Coordinator
- Prepares accurately, with the assistance of PSS, the enrolment data using the prescribed format and corresponding guidelines.
- On behalf of the SDS, the DTC chooses REs who are credible, trustworthy and with testing experience.
- Orients the SHs or STCs prior to test administration.
- Maintains the security and confidentiality of test materials received from the NETRC through a courier. Issues an Oath of Confidentiality for the SHs on this regard.
- Examines the packing guide of TMs upon receipt.
- Notifies NETRC on the condition of TMs received.
- Accounts all the TMs before final packing.
The Private School Supervisor
- Disseminates information regarding the NCAE and DepED’s latest issuances on it to private schools in the division.
- Coordinates with private school principals regarding the conduct of the exam to its target clientele; formulates an agreement with the SH regarding proper test administration.
- Checks closely if private schools operating without permit were included vis-à-vis the official list from the region. The said schools should be excluded. Likewise, make sure schools with permit are still operating.
- Prepares and provides the DTC with the enrolment data on private schools to be tested, which will be used in the budget preparation and submitted to NETRC for the preparation of TMs.
- Assists the DTC in the echo-orientation in the Division Level for private schools.*
- Closely supervises the delivery and retrieval of TMs on testing day and assists the DTC in the accounting of TMs.
- Oversees the conduct of the test in private schools.
*No extra funding from NETRC is provided for this activity.
The Chief Examiner – School Head of the Testing Center
- Maintains the security and confidentiality of test materials received from the DTC after getting the TMs from the DTC (test boxes are opened on Examination Day);
- Accountable and responsible for all TMs received. This ends when the TMs are returned to the DTC;
- Assigns a room where all REs can be met before and after the test administration (distribution room);
- Counts all packs of TBs and/or ASs before releasing them to each RE;
- Records pertinent data about the test materials released to and received from the REs in the Accounting Form (Form 3) and Forms 4, 5, 6 and in the SSH;
- Distributes the TBs to each RE and reminds him/her to count these without opening the pack and before leaving the room;
- Reminds each RE that the ETRE’s are sealed in the Examination Room before proceeding to the Distribution Room for the retrieval phase;
- Monitors proper accomplishment of the different forms by the RE while the test proper is in progress;
- Follows the instruction for Accounting and Packing of TMs found at the latter part of the EH;
- Aware of the details of the testing program to be administered; and
- Orients every teacher in his/her respective school on the guidelines and EH relative to the test administration.
The Room Examiner
- Counts the TBs and ASs without opening the plastic bags containing them before proceeding to his/her assigned testing room. Any discrepancy should be acted upon immediately and this should be reported in the CE’s Report.
- Signs Form 3 as he/she receives the TMs from the CE/STC while still in the distribution room.
- Checks if the examinees have lead pencils to use and a sheet of blank paper for computation purposes;
- Facilitates the recording of the Examinee Number and Test Booklet Number of the Examinees in the NETRC Form 2 (Seat Plan);
- Supervises closely the shading of bubbles in the AS for the non-test items;
- Follows strictly the EH during test administration;
- Keeps custody of all the used and unused TBs but are not allowed to read the contents; otherwise, he/she will be given corresponding sanctions based on DECS Order No. 85, s. 1999;
- Checks the contents of the ETRE before he/she seals it while still in the examination room; and Accomplishes Form 7.
The Room Supervisor
- Monitors the conduct of the test administration in a testing center with 5 or more testing rooms (NCAE).
- Checks if the REs adhere to the instructions in the EH.
- Collects all unused SAS from every RE at the time when the examinees are answering the last subtest in the morning session and to indicate in Form 3 the serial numbers of unused Test Booklets and Answer Sheets.
- Counts and double counts the TBs per pack and the number of ETREs.
- The RS must come from another school other than those schools where REs shall be assigned.
- The number of RSs assigned in a testing center will depend on the number of examinees in an examination room.
Below is the ratio:
1 RS is assigned in every 5 rooms if there are 30 examinees/room (NAT / NCAE)
The School Testing Coordinator
- Double checks the enrolment data of the school prior to submission to the DTC.
- Attends the orientation at the division level in the absence/in behalf of the SH.
- Accomplishes the SSH.
- Assists the CE in all the testing activities.
- Double checks the TMs before final packing, being accountable also on these materials.
- NETRC staff-monitors will be assigned to any testing center(s) nationwide, unannounced in the field.
- The expenses incurred by external-volunteers are not chargeable to NETRC funds.
The Enrolment Data, School ID and Learner Reference Number
Guidelines in the Preparation of Enrolment Data
The enrolment data should be based on July 1, 2015;
Enrolment data for Grade 9 must follow the format below:
Guidelines on the Use of School IDs
- BEIS and NETRC are using similar School IDs both recognized by the Department;
- New schools without School IDs are given temporary ones by the NETRC and no other sources to avoid duplication and to facilitate allocation of test materials;
- The School IDs issued by NETRC will be used temporarily for future test administrations until such time BEIS issues the permanent ID;
- In case there are several School IDs for one school, follow the School ID indicated in the Scannable School Header (SSH) and check the correctness of School ID in the TMs received.
Discrepancy in the School ID (School Header vs. EBEIS)
- Update the School ID
- Cross out the temporary School ID
- Write the EBEIS School ID below the bar code
Guidelines on the Use of Learner Reference Number (LRN)
- Use the LRN that will be provided by the Office of the Planning Service, DepED Central Office.
- The LRN must be reflected in each of the examinees’ AS , Form 1, List of Examinees to be posted at the door.
Test Administration Guidelines
|Distribution Time for the Test Materials (TMs)||Early in the morning of Examination date in nearby schools|
A day before the Examination date to far schools or earlier to far flung schools
|Preparation of Classrooms||Only 30 chairs should be contained in the Examination Room, well-spread. |
First and last rows close to the walls.
|Information Dissemination for Examinees||1. Inform the examinees to bring pencils (lead#2) on exam day.|
2. Inform the examinees taking the NCAE to bring snacks/lunch on exam day. They are not allowed to leave the school premises.
3. Inform every examinee to be ready with the following information:
a. Region Code
b. Division Code
c. School ID
e. A copy of their Final Ratings in Grade 8 for Grade 9 takers - Math, English, Science and TLE
for NCAE - previous year Ratings
for NAT - Third Grading Period Ratings of current School Year
|Information Dissemination for Schools||1. Inform all schools that list of examinees must be alphabetically arranged in the whole school. Each listed examinee should have the corresponding LRN. All males first then the females.|
2. Private schools without permit to operate are excluded from Test Administration.
3. Examinees from small-size private schools can be merged and tested in one testing center in a city or in a municipality. A Master Teacher shall be assigned as the CE.
4. Merging of 5 or Less Excess Examinees
Large Testing Center
- Examinees can be integrated in the last five rooms, each accommodating an examinee.
- The examinee will be the last in the list/seat plan.
- Customize Forms 1 and 3 in order to include the additional examinee. Add another box/space.
|Information Dissemination||7. Inclusion Policies |
a. Examinees with Hearing Impairment (HI)
- They may take the test
- They may be included in the regular testing room
b. Examinees who finished Grade 10 in other countries (with 12 years of basic education)
- They may take the test as long as they are classified as regular Grade 9 student in the Philippines
c. Out-of-School Examinees
-They may be accommodated in the NCAE administration
-Use the buffer TM’s
Pretest : Entrance and Seating Arrangement
- Check the identities of the examinees inside each Examination Room through their School ID.
- Do not allow electronic devices – calculator & cell phones in the exam room.
- All belongings shall be placed in front beneath the blackboard. Only pencils, sharpeners and a computation paper shall be with the examinees while test is going on.
No other persons should be allowed in the premises of the Examination Rooms except the testing staff and authorized monitors.
Instructions for the Recording of Time
- Time allocation serves as guide in the recording of time but the corresponding actual time in answering each subject should be written in the time started and time to end in the board work.
- The recording of time is done by cluster of subjects answered before and after breaks (snacks and lunch); for which the time records should be written on the blanks provided.
Filling Out the Scannable School Header (SSH)
- Data must be prepared by the STC days ahead before exam day.
- Transcribe the data in the SSH using a PENCIL (lead# 2) during examination day.
- There are variables specific only for private schools (GASTPE) and for the public schools only (ALIVE, BEAM, etc.)
- GASTPE Grantees (for private schools only) specified by year levels
– Take note of the bubbles for EVS and ECS.
- Observe place values in filling out the variables.
Filling Out the SSH
- Nominal counts of Data. Start filling out the last box for one’s, next box for ten’s, next third box from the last is for hundreds, and so forth (zeroes have to be filled out for the empty boxes).
- Use the same School ID as prescribed by BEIS.
- Take note of new features or additional information in every set of SH.
Allocation of Test Booklets and Scannable Answer Sheets
A. Test Booklets
TB1 – NCAE Core (comprising EDQ, Core and OIISSS) – 50%
TB2 – NCAE Tracks – 50%
B. Scannable Answer Sheets – 100%
On Photocopied Answer Sheets
- In case there will be a shortage of Answer Sheets (ASs) in one testing center, Scannable Answer Sheets (SASs) may be photocopied.
- The photocopied ASs SHOULD BE PLACED INSIDE THE RESPECTIVE ETRE corresponding with the list of actual examinees in Forms 1 and 2.
- No Examinee Number should be written in Form 2 (Seat Plan) for the examinees with photocopied ASs. Instead, indicate in the blank “(Photocopied).”
- Using a red marker, indicate at the upper right corner of the ETRE this note:
- Oath of Confidentiality
- Form 1 – List of Actual Examinees
- Form 2 – Seat Plan*
- Form 3 – Test Materials Accounting Form*
- Form 4 – Chief Examiner’s Report Form
- Form 5 – Test Booklet Quantity and Completeness Verification Sheet
- Form 6 – Answer Sheet Quantity and Completeness Verification Sheet
- Form 7 – Room Examiner’s Test Administration Evaluation Report
To be updated.
On the Storage of Examiner’s Handbook and Replicas of Name Grid
- EH will be stored in the Division Office. Name Grid replicas will be stored in the schools or testing centers. Both documents are for future use.
- Replicas of the name grid and Board Work intended for each testing program should be properly stored and utilized in each school. These are generic to all testing programs; hence, may be used in future testing activities in case no reprints will be provided.
Source: DepED Quezon City Website