TESTING SERVICES STAFFING PROPOSAL

Transcription

1 0 TESTING SERVICES STAFFING PROPOSAL Tamron Lee

2 TABLE OF CONTENTS 3 Introduction 4 Site Layout and Pictures 5 Services Offered 6 Proposed Positions and Changes 7 Current Organizational Chart 8 Proposed Organizational Charts 9 Staff Position Descriptions 12 Utah Testing Staff Comparisons 15 Reasoning for Proposed Changes 17 Budget Request 18 Budget Projection 2

3 Introduction The mission of The Testing Center at Dixie State College is to maximize student performance by providing a testing location and atmosphere that is secure, comfortable, and stress minimizing. It is also responsible for providing outreach testing, professional certification exams, and standardized academic exams. In addition to serving students and faculty at Dixie State College, It provides professional proctoring for members of the local community. The Testing Center contains three distinct testing operations: a classroom testing operation where DSC students can take classroom tests seven days a week and off-campus tests are coordinated, a professional testing operation where both students and community members can take paid, high-stakes certification exams, and a GED testing operation where future students and community members can take the GED exam. These services are an important part of the culture, atmosphere, and overall experience at Dixie State College of Utah. Students and faculty enjoy using the Testing Center because it makes testing more convenient and it frees up classroom time for learning instead of testing. Also, students, community members, and future students can take advantage of the many different certification and academic exams that are offered at the Testing Center. The need for testing related services has continued to grow as enrollment numbers have increased, and as the college has continued to expand. Also, paradigm shifts like the advent of online courses have required the Testing Center to find new and better ways to accommodate its customers. The Testing Center recently moved into a newly remodeled facility. They are now located in the North-East corner of the North Plaza Building. The new facility is much larger, more accommodating, and has twice as much testing capacity (see layout drawing and pictures of the new center on the following page). The Testing Center has enjoyed the continued and steady growth that has taken place at Dixie State College. However, in order to maintain the high level of customer service that students and community members have come to expect, it has become necessary to increase staffing levels. This document outlines the staffing levels and positions that are necessary to fulfill the Testing Center s mission, to ensure its ability to provide great customer service amidst continued growth, and to help fulfill the DSC mission by helping students define, shape, and achieve their educational and life goals. 3

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5 Services Offered Professional Testing Operation Standardized Testing o ACT o SAT o Praxis o ACT Residual Professional Certification Testing o ATI o Castle o CLEP o CNA o EMT o FAA o FCC o ISO o Kryterion o MAT o ParaPro o Pearson o Prometric o PSB Entrance and Exit Exams o Kaplan Nursing o ETS Business Field Exam Classroom Testing Operation College placement testing Proctored computer-based classroom testing Proctored paper-based classroom testing Outreach Testing Services Test pickup service Test delivery service Diagnostic testing ESL placement testing Ability to benefit testing Compass placement testing GED Testing Operation GED Testing GED Registration Guidance 5

6 Proposed Positions and Changes Director of Testing o Title change from Testing Coordinator to Director of Testing o Propose that change be made in January 2012 Coordinator of Classroom Testing o Title change from Office Manager to Coordinator of Classroom Testing o Propose that change to.74 FTE be made in January, 2012; then that an additional change to 1.0 FTE be made in July, Professional Testing Manager o Title change from Specialized Testing Proctor to Professional Testing Manager Propose that change be made in January 2012 o Title change from Professional Testing Manager to Coordinator of Professional Testing Propose that change to.74 FTE be made in July 2013 Outreach Testing Specialist o New Position Propose that this position be created as a part-time hourly position Propose that this position be created in January 2012 o Title change from Outreach Testing Specialist to Outreach Testing Coordinator Propose that change to.74 FTE be made in July 2013 Psychometric Testing Proctor o New Position Propose that this position be created as a part-time hourly position Propose that this position be created in July

7 FY 2011 Organizational Chart Testing Coordinator Office Manager: Office Manager 17 Student Proctors Professional Proctors Professional Proctors GED Chief Examiner GED Proctor GED Proctor Orders office supplies Answers phones Manages the classroom testing- test intake process Provide customer service Student Proctors (Testing Tech I) Check in and check out students taking classroom testing exams Process and sign exam in and out to instructors Proctor classroom testing exams Provide customer service Professional Proctors (Testing Tech II) Proctors exams from other institutions Proctors various certification exams Passes all proctor re-certification exams and keeps up-to-date professional proctor credentials Provides customer service GED Chief Examiner Buy and secure GED test booklets Supervise GED testing Proctor GED testing sessions GED proctors Proctor GED testing Sessions Answer GED questions 7

8 Proposed Organizational Chart FY 2012 Director of Testing (1.0 FTE) Coordinator of Classroom Testing (.74 FTE) Professional Testing Manager GED Chief Examiner Outreach Testing Specialist (part-time, hourly) Professional Testing Proctor GED Proctor 17 Student Proctors Student Proctor GED Proctor Proposed Organizational Chart FY 2014 Director of Testing (1.0 FTE) Coordinator of Classroom Testing (1.0 FTE) Coordinator of Professional Testing (.74 FTE) GED Chief Examiner Outreach Testing Coordinator (.74 FTE) Professional Testing Proctor GED Proctor 17 Student Proctors Psychometric Testing Proctor GED Proctor 8

9 Staff Position Descriptions Director of Testing (1.0 FTE) Supervise the Student Testing, Professional Testing, and GED Testing Operations Serve as the Budget Administrator Purchase tests Find and obtain sources of additional revenue Oversee the Testing Center website Serve as the Prometric TCA Serve as the Accuplacer Site Admin. Serve as an advocate to students and faculty, ensuring that all needs are met Serve on various college committees Maintain up-to-date testing certifications, and attend conferences Affiliate with local, state, and national professional testing organizations Present lectures on testing tips and overcoming test anxiety Recruit, train, and provide ongoing training for testing center staff Counsel examinees regarding test results on entrance exams Review policies and procedures of 504/ADA guidelines to ensure adherence to federal guidelines Work with the IT department to implement new software and technologies Prepare reports, brochures, and correspondence as required Review and maintain testing agreements with external agencies and departments Coordinator of Classroom Testing (.74 FTE, FY 2012; 1.0 FTE, FY 2013) Train and supervise student proctors Manage Student proctor recertification Ensure the security and integrity of all classroom testing materials Manage proctor schedules and shift coverage for classroom testing Maintain a good working relationship with all faculty members Ensure that good customer service standards are maintained Responsible to see that classroomtesting computer lab is in working order Prepare the daily student testing deposit and reconcile all receipts daily Provides ability to benefit test administration Reports to the Director of Testing 9

10 Staff Position Descriptions Cont. Professional Testing Manager (Part-time /hourly, FY 2012;.74 FTE Coordinator, FY 2014) Supervise professional and student proctors that work at the Professional Testing Center Ensure compliance with all test vendor regulations Oversee the installation of software updates and maintain a working computer-testing lab Act as the site administrator for various professional certification exams Ensure high levels of customer service and satisfaction Prepare a daily deposit and reconcile all receipts daily Manage proctor schedules and shift coverage for Professional testing Manage psychometric testing Reports to the Director of Testing Outreach Testing Specialist (Part-time /hourly, FY 2012;.74 FTE Coordinator, FY 2014) Review and approve all off-campus proctors and proctor locations Coordinate the delivery of off-campus exams Maintain a good working relationship with faculty, students, and all off-campus proctors Maintain a record of tests taken offcampus Ensure that test materials remain secure and are delivered in a timely manor Order office supplies as needed Reports to the Coordinator of Classroom Testing 10

11 Staff Position Descriptions Cont. Psychometric Testing Proctor (Part-time /hourly, FY 2014) Proctor psychometric exams and advise about the meaning of test results Ensure compliance with all test vendor regulations Handle cash and reconcile receipts daily Proctor various paid professional exams offered in the professional testing center Maintain up-to-date testing certifications and clearances Answer phone calls and provide excellent customer service Prepare and give lectures on psychological testing strategies Reports to the Coordinator of Professional Testing 11

12 Utah Testing Staff Comparisons Testing in higher education can be divided into three main areas: classroom testing, professional testing (psychometric, certification, etc), and GED testing. Most colleges and universities in the state of Utah offer some degree of professional and GED testing, but only about half offer comprehensive classroom testing. Those that don t offer classroom testing services in a testing center will generally still provide a small testing room where make-up exams can be taken. Dixie State College is one of four (along with BYU, UVU, and WSU) Utah institutions of higher education that offer classroom testing in a testing center. This helps to set DSC apart from other regional schools and contributes to its appeal. The testing operations in the State of Utah that offer comparable services to those offered at Dixie State College all seem to be built upon a core foundation of salary staff (including a Testing Director, Coordinators, and other Managers to manage various sub-operations), after which part-time student labor is used and increased as needed. The following is a breakdown of the different testing department staffing structures in the state: BYU o DSC 1.0 FTE Testing Director 1.0 FTE Associate Director of Student Testing 1.0 FTE Programming Coordinator.74 FTE Manager.74 FTE Manager Ninety (90) part-time proctors 1.0 FTE Testing Coordinator Part-time Office Manager One (1) part-time GED Chief Examiner Two (2) part-time GED Proctors Two (2) part-time Professional Testing Proctors Seventeen (17) part-time proctors 12

13 Utah Testing Staff Comparisons continued SLCC o Snow o o SUU WSU o U of U o 1.0 FTE Testing Director 1.0 FTE Site Manager 1.0 FTE Tech Manager 1.0 FTE Outreach Testing Coordinator 1.0 FTE CLEP Coordinator 1.0 FTE GED Coordinator 1.0 FTE Testing Director (Main Campus) 1.0 FTE Testing Director (Richfield Campus) Eleven (11) part-time proctors 1.0 FTE Testing Center and Program Specialist 1.0 FTE Professional Testing Center Manager Four (4) part-time proctors 1.0 FTE Testing Director 1.0 FTE Coordinator (one coordinator per testing site) 1.0 FTE Coordinator 1.0 FTE Coordinator 1.0 FTE Coordinator 1.0 FTE Faculty Relations Specialist 1.0 FTE GED Coordinator 1.0 FTE Secretary 1.0 FTE Manager 1.0 FTE Manager 1.0 FTE Manager Forty two (42) part-time proctors 1.0 FTE Testing Director 1.0 FTE Manager 1.0 FTE Manager.74 FTE Psychometric Testing Coordinator Six (6) part-time Prometric Proctors Two (2) part-time Professional Testing Proctors Eight (8) part-time proctors 13

14 Utah Testing Staff Comparisons continued USU 1.0 FTE Professional Testing Coordinator 1.0 FTE Outreach Testing Coordinator.74 FTE Professional Testing Proctor.74 FTE Outreach Testing Proctor o Ten (10) part-time proctors UVU o 1.0 FTE Testing Director 1.0 FTE Associate Director of Student Testing 1.0 FTE Systems Specialist Coordinator 1.0 FTE Coordinator of Professional (Assessment) Testing 1.0 FTE Student Testing Manager 1.0 FTE Secretary Part-time proctors (approx. 40) 14

15 Reasoning for proposed changes As the Testing Center continues to grow, it faces new opportunities and challenges. The growth in the DSC student body and the recent move into a much larger testing facility requires that additional staff be added in order to maintain optimal service levels. Another change that is taking place is a paradigm shift in the way that people go to school. Not to say that the traditional classroom learning experience is being phased out, because it will always have a place, but that there is a major trend towards online learning. In answer to this change, the Testing Center created an outreach testing program that accommodates DSC students who need to take an exam off-campus. The rapid growth in the demand for this new service requires that a new position be created to fill the need. Also, with the additional space gained from moving to a new testing location, there is now an opportunity to expand the professional testing operation. By strategically adding staff at the Testing Center, Dixie State College can maintain its reputation for having great customer service, and put it in a position to benefit from continued growth. The following is the rationale for making the proposed staffing changes at the Testing Center: Director of Testing There has been a Director of Testing position at DSC in the past. It was only recently changed to a coordinator position when the Testing and Disability Resource Centers split. The Testing Center has seen a lot of growth since then and it is time to return to having a Director of Testing. Some of the notable changes and growth that merit a return to a Director of Testing position are as follows: the classroom testing operation within the Testing Center recently grew when it moved into a space that doubled its testing capacity, exam pickup and delivery services have been added, and an outreach testing operation was created. Also, in order to keep up with the growing demand for testing related services, the Testing Center needs to hire additional coordinators to manage its different sub-operations, and a Director of Testing is needed to manage these multiple coordinators. Coordinator of Classroom Testing A combination of the increased capacity at the new testing center and the growth in the student body at Dixie State College has created the need for additional student proctor labor. This need, combined with a high turnover rate of student employees, has increased the amount of initial and ongoing training that is required in order to minimize errors like lost student scantrons and FERPA violations, etc. Creating a classroom testing coordinator position will 15

16 increase the Testing Center s ability to provide secure and timely service. It will also ensure a good working relationship between the Testing Center and Faculty because the coordinator will have more time to focus on issues directly related to classroom testing. Professional Testing Manager Promoting a professional testing proctor to the position of Professional Testing Manager will have the following benefits: it will give more control and flexibility to front-line test proctors that are in the best position to be accommodating to testers, It will allow the Director of Testing more time to focus on finding additional revenue sources, it will increase the amount of new tests that the Testing Center s professional testing operation can handle as well as how often they are offered, and it puts a logical structure in place for future growth (this position can be a segue to a coordinator position). Outreach Testing Specialist This position is badly needed. The outreach testing service has grown rapidly and will likely continue to grow as the number of online classes offered at Dixie College increase. The Testing Center is currently setting up a software management system that will automate much of the outreach testing process, but they will still need someone to manage that system and ensure that only secure testing sites are approved for use by Dixie State students. The duties of an Outreach Testing Specialist are currently performed by the Testing Center s Office Manager. However, demand for this service has grown so quickly that it is no longer possible for the Office Manager to perform these duties in addition to existing duties. Psychometric Testing Proctor It is projected that the demand for paid professional testing services will have increased enough by the beginning of fiscal year 2014 to justify hiring an additional professional testing proctor, specifically someone skilled in psychometric testing. Adding this position would have the following benefits: increased hours of availability for professional testing, increased number of available psychometric tests, more in-depth psychometric analysis, and more readily available training for students and faculty on the psychology of testing. 16

17 Budget Request FY January, 2012 (2nd half of FY 2012) Cost of change (for remainder of FY 2012) Position Name Proposed Funding Cost of Change Amount covered in Budget Additional Funding Needed Current Funding Director of Testing 1.0 FTE (Testing Coordinator) $27,000 (54,000) $33,000 (66,000) $6,000 $6,000 $0 Classroom Testing Coordinator.74 FTE (office Manager) $8,500 (17,000) $12,250 (24,500) $4,000 $4,000 $0 Professional Testing Manager (Specialized Testing Proctor) $7,200 (14,400) $8,400 (16,800) $1,200 $1,200 $0 Outreach Testing Specialist $0 $8,500 (17,000) $8,500 $8,500 $0 Total $19,700 $19,700 $0* Fiscal Year 2013 Cost of change (for FY 2013) Position Name Proposed Funding Cost of Change Amount covered in Budget Additional Funding Needed Current Funding Classroom Testing Coordinator 1.0 FTE $24,500 $54,000 $29,500 $0 $29,500 Total $29,500 $0 $29,500 Fiscal Year 2014 Cost of change (for FY 2014) Position Name Proposed Funding Cost of Change Amount covered in Budget Additional Funding Needed Current Funding Coordinator of Professional Testing.74 FTE (Prof. Testing Manager) $16,800 $24,500 $7,700 $0 $7,700 Outreach Testing Coordinator.74 FTE (Outreach Testing Specialist) $17,000 $24,500 $7,500 $0 $7,500 Psychometric Testing Proctor $0 $17,000 $17,000 $0 $17,000 Total $32,200 $0 $32,200 *It is proposed that the cost of additional ongoing labor expenses added in FY 2012 ($19,700 in the second half of FY 2012, and $39,400 per year thereafter) be phased out of the Testing Center s budget and paid by the College as funds become available. The Testing Center has funding in its budget to cover these ongoing expenses; however, it projects the need to replace obsolete computer hardware and testing furniture in the future. 17

18 Testing Center Budget Projection Revenues FY 2011 FY 2012 Projected FY 2013 Projected Testing Income $165, $166, $166, Student Fee Money $0.00 $50, $50, Office Operating Budget $7, $15, $15, Total Revenues $172, $231, $231, Expenses Labor Expense Total Labor -$136, $140, $146, Workstudy $ $28, $45, $45, Net Labor Expense -$108, $95, $101, Other Operating Expenses -$71, $75, $79, Additional Position Expense -$19, $39, Moving-Related Expenses -$38, Total Expenses -$180, $227, $220, Total Profit/Loss for FY -$7, $3, $11, Previous Years Balance Op. Budget Adj. -$7, $3, Total Balance -$7, $3, $7,