The subject area coordinator should ensure that the final drafts of test Instruments should be in the hands of the teacher aide ten working days prior to the test day. The teacher aide would create draft copy for the subject coordinator to allow for it to be checked and corrected.
The corrected version should be in teacher aide’s hands five clear working days prior to the test. This would give him/her time to duplicate, collate and sort papers into class groups.
The subject coordinator must remember to include other requirements that the teacher aide must include with the test instruments such as graph paper, mathematics tables, and special paper.
A pro forma sheet was created to advise the teacher aide of
- Classes doing the test instrument;
- The class numbers; (Extra copies are printed for storage in assessment files as well as individual copies for each teacher involved with the classes doing the test).
- Any special requirements as mentioned above;
- The date and periods of the test and the teachers involved.
The coordinator or teacher writing an assessment task would fill out a copy of the pro forma and give it to the teacher aide personally at least five days before the assessment task is given.
Then all assessment tasks would be printed and collated. Next, the assessment tasks would be put in the teachers’ pigeon holes prior to the assessment date.
For formal examinations used for exit requirements, these tasks would be stored in the head of department’s office to be collected by the examination coordinator on the day for distribution to teachers involved.
Once the assessment task was printed, copies would put in the official assessment file for that year or subject level as well as in the head of department’s file.
- In this age of lap tops and PC’s, teachers may wish to print their own drafts of the assessment tasks and organise the task to be checked by other teachers before giving the final version to the teacher aide at least five days before the assessment task is done.
- There should be a few extra test copies with each teacher’s bundle to allow for printing or collating problems that might occur.
- Any sudden changes in class sizes should be noted. This will prevent shortages at the test times.
- Where cross class marking occurs, the teacher aide should put the assessment tasks in a folder with the teacher’s and class’s names on the cover. This should prevent assessment tasks being mislaid.
- The time periods suggested above may seem excessive but in a large school with many classes in subjects like Mathematics problems may arise that impinge on the teacher aide time. The head of department must be made aware of any these problems and of teachers who are being tardy with the process.
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