DEPARTMENT OF EDUCATION

The 2018 NCAE

Test Administration Guidelines
 NATIONAL CAREER ASSESSMENT
EXAMINATION (NCAE)
 DATE OF EXAM. - DECEMBER 12-13, 2018

 Public Schools
 Private Schools -Recognized & with permit
only

2
Acronyms
 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
 The Testing Staff at the Division Level
Division Level SDS*

DTC PSS

School Level

School Head/ Chief Examiner –

School Head of the Testing Center

School Testing Coordinator –

Guidance Counselor or designate

Room Supervisors

RE 1 RE 2 RE 3 RE 4 RE n

5 Notes: 1. Assignment of the testing staff shall be done by the SDS.

2. The NAT is administered in the respective school of the examinees.
The Chief Examiner – School Head of the
Testing Center
1. 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);

2. Accountable and responsible for all TMs received.

This ends when the TMs are returned to the DTC;

3. Assigns a room where all REs can be met before and

after the test administration (distribution room);
 Cont.

4. Counts all packs of TBs and/or ASs before releasing them to each RE;

5. 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;

6. Distributes the TBs to each RE and reminds him/her to count these

without opening the pack and before leaving the room;

7. Reminds each RE that the ETRE’s are sealed in the Examination

Room before proceeding to the Distribution Room for the retrieval
phase;
 Cont.

8. Monitors proper accomplishment of the different forms by the

RE while the test proper is in progress;

9. Follows the instruction for Accounting and Packing of TMs

found at the latter part of the EH;
10. Aware of the details of the testing program to be administered;
and;
11. Orients every teacher in his/her respective school on the
guidelines and EH relative to the test administration.
 The Room Examiner
1. 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.
2. Signs Form 3 as he/she receives the TMs from the
CE/STC while still in the distribution room.
3. Checks if the examinees have lead pencils to use and a
sheet of blank paper for computation purposes;
4. Facilitates the recording of the Examinee Number and Test
Booklet Number of the Examinees in the BEA Form 2
(Seat Plan);
 The Room Examiner
5. Supervises closely the shading of bubbles in the AS for the non-
test items;
6. Follows strictly the EH during test administration;
7. 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;
8. Checks the contents of the ETRE before he/she seals it while
still in the examination room; and
9. Accomplishes Form 7.
 The Room Supervisor
1. Monitors the conduct of the test administration in a
testing center with 5 or more testing rooms
(NCAE).
2. Checks if the REs adhere to the instructions in the
EH.
3. 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.
4. Counts and double counts the TBs per pack and
the number of ETREs.

Below is the ratio:

1 RS is assigned in every 5 rooms if there are 30
examinees/room (NCAE / NAT)
The School Testing Coordinator

1. Accomplishes the SSH.

2. Assists the CE in all the testing activities.

3. Double checks the TMs before final packing, being

accountable also on these materials.
 DepEd Order. 55 s. 2016
rescinds DECS Order No. 85, s.
1999, “Breach of Security in
National Examinations and
Corresponding Sanctions”

DepEd Order No. 47, s.

 2015, “Inclusion of Acts as
Violations to National
Examinations.”
14
15
 Orientation at the Division Level

 This is primarily aimed to orient all the testing staff in the NCAE
administration. One representative per school is authorized to attend--
either the SH or the STC. However, a 100% attendance is imposed for
the school representative. Sanctions should be meted for non-
attendance.
 Hence, a mechanism should be devised so that all testing staff are
properly oriented; one of which is orienting all the teaching force in the
school by the SH/STC to be ready on exam day in case there will be
shortage of REs in other testing centers.
.
 Guidelines on the Use of School IDs

1. BEIS and BEA are using similar School IDs both recognized by the
Department;

2. New schools without School IDs are given temporary ones by the
BEA and no other sources to avoid duplication and to facilitate
allocation of test materials;

3. The School IDs issued by BEA will be used temporarily for future test
administrations until such time BEIS issues the permanent ID;

4. 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)

1. Update the School ID

2. Cross out the temporary
School ID
3. Write the EBEIS School ID
below the bar code
Guidelines on the Use of
Learner Reference Number (LRN)

1. Use the LRN that will be provided by the Office of the

Planning Service, DepED Central Office.

2. 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
 Pre-Test Guidelines

Concern Guidelines

Distribution Time for the A day before the Examination date

Test Materials (TMs)

Preparation of Classrooms Only 30 chairs should be contained in the

Examination Room, well-spread.

First and last rows close to the walls.

 Pre-Test Guidelines
Concern Guidelines
Information 1. Inform the examinees to bring pencils (lead#2) on exam day.
Dissemination for
Examinees 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 - M
b) Division Code - 04
c) School ID – Currently school attended
d) LRN – 12 digit number
e) A copy of their Final Ratings in Grade 8 for Grade 9 takers
- Math, English, Science and TLE
 Pre-Test Guidelines
Concern Guidelines
Information 1. Inform all schools that list of examinees must be alphabetically arranged in the whole
Dissemi-nation school regardless of gender and class section. Each listed examinee should have the
for Schools corresponding LRN.

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.
4. Merging of 5 or Less Excess Examinees
 Large Testing Center
- Another set of Forms 1 and 2 will be used for the 5 examinees.
 Pre-Test Guidelines
Concern Guidelines
 Small Testing Center

- In case merging with other small testing centers is not possible, i.e. 35 examinees
only, all examinees may be accommodated in one testing room.

- Another set of Forms 1 and 2 will be used for the 5 examinees.

Note: No integration of excess examinees will be done if there are enough testing
rooms and room examiners (coming from other schools) to serve in the
testing center.

5. There should be a separate ETRE for each school in case there is merging of small size
schools into one testing center.
 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.
Note:
No other persons should be allowed in the premises of the
Examination Rooms except the testing staff and authorized
monitors.
Testing Center Requirements

1. There must be a distribution room for the test materials to

ensure the security and confidentiality of the test. It must be
accessible to all testing rooms to facilitate the release and
retrieval of test materials.

2. There must be enough testing rooms to accommodate the

examinees.

3. The testing rooms must be well-ventilated and well-lighted,

and free from any kind of noise that may distract the examinees
while taking the test.
4. The List of Actual Examinees should be posted in each testing
room the day before the exam. The list should be in alphabetical
order, regardless of gender.

5. The first and last rows of seats should be close to the classroom
walls to ensure enough spacing in between rows.

6. Seats of absentees should be left vacant.

7. There must be a comfort room accessible to the examinees and

testing personnel in the area.

8. Instructional materials/aids posted on the classroom walls should

be covered.
 Allocation of Test Materials
I. Test Booklets. There shall be two (2) booklets for NCAE: Test
Booklets 1 and 2.
Booklet 1 contains the General Directions, Examinee’s
Descriptive Questionnaire (EDQ), General Scholastic Aptitude
(GSA), Technical-Vocational-Livelihood and Sports subtests.

Booklet 2 contains the Academic Tracks (HUMMS, STEM

and ABM), Arts and Design and Occupational Interest Inventory
subtests.
II. Answer Sheets. The examinees shall use scannable Answer
Sheets designed specifically for NCAE.

IMPORTANT: Every examinee must receive two sheets

of AS with the same serial number- one for Day 1 and
the other for Day 2. The RE must check that the serial
numbers of the two sheets are identical.
 MANAGEMENT OF TEST MATERIAL:
1. Open only the boxes containing TB1 on day 1 and
boxes containing TB2 on day 2 respectively.

2. Return TB in each original plastic bag and boxes

right after the test.

3. DAY 1 – after the test, surrender unsealed ETRE to

Chief Examiner for safekeeping.

4. DAY 2 – make sure that the same AS serial Number

will be issued to each examinees.
 Forms to be submitted @ DO during retrieval:
1. Form 3 – Accounting Form (xerox copy)

2. Form 4 – Narrative report of chief examiner (xerox

copy)

3. Form 5 – TB quantity completeness verification

sheet. (Orig.)

4. Form 6 - AS quantity completeness verification

sheet. (Orig.)
Board Work
Board Work
Instructions for the Recording of Time

1. 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.

2. 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.

Ex. 95% 0 9 5

100% 1 0 0
 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).
 Example: An enrolment of 203 is filled out as:
0 2 0 3

An enrolment of 94 is filled out as:

0 0 9 4
 Use the same School ID as prescribed by BEIS.
 Take note of new features or additional information in every
set of SH.
 The Forms
 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
 The Generic Forms
Form 1
NETRC FORM 1
LIST OF ACTUAL EXAMINEES

REGION: __________________________________________ DIVISION: ____________________________________________

SCHOOL: _____________________________________________________ SCHOOL ID: _______________________

ADDRESS: ____________________________________________________ Number of Males: ______ Number of Females: ______ Total: ______
YEAR LEVEL: __________

GASTPE Grantee GASTPE Grantee

Learner Reference NAME Learner Reference
NAME Number (LRN) Number (LRN)
EVS ECS EVS ECS

1 16
2 17
3 18
4 19
5 20
6 21
7 22
8 23
9 24
10 25
11 26
12 27
13 28
14 29
15 30

IMPORTANT
- To be accomplished by the Room Examiner.

-List names as they appear in the Seat Plan. Room Examiner (RE)
- Leave the space blank if not a GASTPE grantee.
EVS - Education Voucher System
ECS - Education Contracting Service School Station where RE teaches
Form 2
Form 3
 Form 4 Post Test
NETRC Form 4
Chief Examiner’s Report Form
Describe the procedure adopted by the Examiner in the retrieval of test Evident Not Evident
Testing Program: ___________ booklets and Answer Sheets
1. Examiners required each examinee to insert first the Answer Sheet in the test
Region: _____ Division: ___________ Date of Testing: ________ Testing Center: ______________ booklet before he/she submits to the examiner ...................................................... .................... …………….
2. Examiners checked the number of test booklets and Answer Sheets before
Directions: Please complete/answer truthfully and objectively all the subsequent indicators. he/she dismisses the examinees ……………………………………………….……… .................... …………….
3. Examiners arranged the TBs and ASs according to serial numbers …………… …………… …………….
A. Fill in the blanks 4. Examiners placed the used Answer Sheets in original plastic bags……………. …………… …………….
1. Number of testing rooms : Morning session _____ Afternoon session ______
5. Examiners sealed the ETRE while still inside the examination room .…………. …………… …………….
2. Total enrolment/registrants of (grade/year) _______
Male ______ Female _____ Total _______
3. Total number of examinees: AM Session: ______ PM Session: ______ E. Specify the problem(s) encountered, solution(s) you gave and recommend measures to
4. Total number of absences: AM Session: ______ PM Session: ______ improve the conduct of future national test.
5. Time when the test materials were distributed to Room Examiners
AM Session : From ________ to ________
PM Session : From ________ to ________ Problem 1: ___________________________________________________________________________
______________________________________________________________________________________
B. Pre-test Activities on Examination Day Solution/s made: ______________________________________________________________________
______________________________________________________________________________________
Number of Room Recommendation/s: ___________________________________________________________________
Describe the pre-test activities in terms of the Sufficient Insufficient Needed Number with
following: Additional Insufficiency
______________________________________________________________________________________
Copies
1. Sufficiency of Test Materials:
1.1 Test booklet ……………………………… …………. …………. …………. …………….
1.2 Scannable Answer Sheet ……………… …………. …………. …………. ……………. Problem 2: ___________________________________________________________________________
1.3 Accounting Form ……………………….. …………. …………. …………. ……………. ______________________________________________________________________________________
1.4 CETRE & ETRE ………………………… …………. …………. …………. ……………..
Solution/s made: ______________________________________________________________________
1.5 Seat Plan ………………………………… …………. …………. …………. …………….
1.6 Examiner’s Handbook……………………. …………. …………. …………. ……………. ______________________________________________________________________________________
Recommendation/s: ___________________________________________________________________
Yes None ______________________________________________________________________________________
2. Was there a problem met on the used school ID in the packing of test
materials? ………………………………………………………………………… .................... …………….
If yes, state the problem met _______________________________________
Evident Not Evident Problem 3: ___________________________________________________________________________
3. Testing rooms are ready: ______________________________________________________________________________________
3.1 The first and the last rows of seats are close as possible to the walls to
Solution/s made: ______________________________________________________________________
allow enough space ……………………………………… ………… ……………
3.2 Lists of Examinees at the door of each Testing Room are posted already… ………… …................ ______________________________________________________________________________________
Recommendation/s: ___________________________________________________________________
______________________________________________________________________________________
C. Test Proper

Rate the examiners based on the following aspects: Evident Not Evident
1. Testing discipline is imposed strictly. Problem 4: ___________________________________________________________________________
1.1 No unnecessary noise while the exam is in progress . . . . ……………. …………… ……………
1.2 Cheating in any form is strictly prohibited (e.g. talking to co-
______________________________________________________________________________________
testees, use of dictionary, cell phone, calculator, and the like)………… …………. …………… Solution/s made: ______________________________________________________________________
2. Refraining from the following are strictly followed: ______________________________________________________________________________________
2.1 reading/copying test items in the test booklet……………………………. …………. …………… Recommendation/s: ___________________________________________________________________
2.2 explaining/translating to the examinees certain word/s used ______________________________________________________________________________________
in the item……………………………………………………………………... …………. ……………
3. Examiners keep custody on the TBs and ASs………………………………… …………… ……………

Condition of the Test Booklets (TB’s)

Prepared by: Attested by:
No. of Room Numbers with TB’s Serial Numbers of TB’s Not in
Rooms Not in Good Condition Good Condition _______________________________ _________________________________
In good condition Name of the Chief Examiner Name of the Monitor (NETRC Rep.)
Not in good condition (Signature over Printed Name) (Signature over Printed Name)
-with misprints
-with same serial numbers
________________________________ __________________________
-with blurred serial numbers
-without serial numbers School Designation/Position
Other Problems:
____________________________ _________________________
____________________________ Designation/Position
 Forms 5 and 6
NETRC Form 5
TEST BOOKLET QUANTITY and COMPLETENESS
VERIFICATION SHEET
Name of School: _____________________ Region: ____________
School ID: ______________ __ Division: ___________
PRE-TEST
1. How many test booklets were allotted to your testing center as
indicated in the Packing Guide, including buffer? _________
2. Upon opening of boxes, are the test materials:
______ complete _______ incomplete _______ with excess
3. If incomplete, how many are lacking/missing? _______
4. What is/are the Serial Number/s?
_______________________________________
5. If excess, how many? _______
6. What is/are the Serial Number/s?
_________________________________________
POST-TEST
1. After retrieval, are the test booklets complete? _______
2. If not, how many are missing/lacking? ______
3. What is/are the Serial Number/s? _________________
___________________________________________________
Prepared by:
_____________________________________________________
Signature over Printed Name of School Testing Coordinator (STC)
Attested by:
_______________________________________________
Signature over Printed Name of Chief Examiner
_______________________________________________
School
NOTE: This form is to be submitted separately to the DTC.
NETRC Form 6
ANSWER SHEET QUANTITY and COMPLETENESS
VERIFICATION SHEET
Name of School: _____________________ Region: _____________
School ID: _________________ Division: _____________
PRE-TEST
1. How many answer sheets were allotted to your testing center
as indicated in the Packing Guide, including buffer? _________
2. Upon opening of boxes, are the test materials:
________ complete _________ incomplete _________ with excess
3. If incomplete, how many are lacking/missing? _______
4. What is/are the Serial Number/s?
_______________________________________
5 If excess, how many? _______
6. What is/are the Serial Number/s?
_________________________________________
POST-TEST
1. After retrieval, are the answer sheets complete? _______
2. If not, how many are missing/lacking? ______
3. What is/are the Serial Number/s?
___________________________________________
Prepared by:
_______________________________________________________________
Signature over Printed Name of School Testing Coordinator (STC)
Attested by:
______________________________________
Signature over Printed Name of Chief Examiner
______________________________________
School
NOTE: This form is to be submitted separately to the DTC.
 Form 7
NETRC Form 7 A. Test Proper
Not
Room Examiner’s Test Administration- Evaluation Report Rate yourself based on the following aspects: Evident Evident
1. Instruction on the accomplishment of name grid, personal
information and shading the chosen answer was followed.
2. Accomplishment of seat plan was well done.
Testing Program: __________________________ Date: ________________
Region: ____ Division:_________ Testing Center/School: ________________________ Room No. _____ 3. Time limit for testing was well adhered to.
Name of the Room Examiner: _______________________ _______________ 4. Testing discipline is imposed strictly.
1.1 No unnecessary noise while the exam was in progress
Printed Name Signature
1.2 Cheating in any form was strictly prohibited (e.g. talking to
classmates, use of dictionary, cell phone, calculator, and the
Direction: Please complete/answer truthfully and objectively all the subsequent indicators.
like).
A. Fill in the blanks: 5. Refraining from the following were strictly followed:
2.1 reading/copying test items in the test
booklet by the room examiner. Note that any violation
1. Number of Registrants in the Exam. Room ____ Actual Examinees ____ has corresponding sanctions stipulated in DECS Order # 85
2. Were the following Testing Staff in this testing Center coming from another School? s. 1999 (found in page ----- in the Examiner’s
Room Examiners: ____Yes ____No Room Supervisors: ____Yes ____ No Handbook); and
3. From what School are you teaching? _______________ 2.2 explaining/translating to the examinees
certain word/s used in the item.
4. Specifics of the Test Materials Received:
6. Kept custody on the TBs and ASs while test was in progress
4.1 Test Materials Quantity No. of copies needed if B. Post Test
Insufficient Condition/Remarks Describe the procedure adopted in the retrieval of test booklets and Answer Evident Not
Test Booklets Sheets Evident
1. Required each examinee to insert first Answer Sheet in the test
Answer Sheets
booklet before submitting to you, the examiner.
Examiner’s Handbook 2. Checked the number of test booklets and Answer Sheets before the
Name Grid Replica examinees were dismissed.
Form 1 and 2 3. Arranged the TBs and ASs according to serial numbers
Form 7 4. Placed the used Answer Sheets in original plastic bag
ETRE 5. Sealed the ETRE while still inside the examination room
6. The ETRE contained the following:
used Answer Sheets in plastic bag
4.2 Condition of the Test Booklets Quantity Serial Numbers Forms 1 & 2 and Form 7 and the Time Record copied from the board
In good condition 7. The Test Booklets were counted and recounted by the:
Not in good condition Chief Examiner
- With misprints Room Supervisor
- With same Serial Numbers 8. Unused Answer Sheets were submitted to the Chief Examiner
- With blurred Serial Numbers 9. Retained the Name Grid Replica in the Testing Center
- Without Serial Number 10. Submitted the Examinee Stubs for Grade VI to the Chief Examiner
Specify the problem(s) encountered, solution(s) you gave and the recommendations to
improve the conduct of future national tests.
5. Time when Test Materials were received from the Chief Examiner _______
6. Number of Times Test Booklets were used: ____ Once ____ Twice ____ Thrice Problem 1: ____________________________________________________________

B. Pre-test Activities. Describe the pre-test activities in terms of the following: Solution/s made : _____________________________________________________
________________________________________________________________________
Evident Not Evident Recommendation/s: __________________________________________________
________________________________________________________________________
 Distribution Activities: The Chief Examiner required each
Problem 2: ____________________________________________________________
Examiner to count the Test Booklet in sealed plastic bags
in the distribution room. ______ ______
Solution/s made : _____________________________________________________
 Testing room was ready. ______ ______ ________________________________________________________________________
 List of examinees posted at the door ______ ______ Recommendation/s: __________________________________________________
 First and last rows close to the walls ______ ______ ________________________________________________________________________
ETRE
CONTENTS OF ETRE
 1. Used Answer Sheets (ASs) – arranged
consecutively
 2. BEA Form 1 & 2 (back to back)
 3. Examiner’s Narrative Report (Form 7)
 4. Copy of time started and time ended.
CETRE
CONTENTS OF CETRE
 1. BEA form 3 (Test Materials Accounting Form)
 2. BEA Form 4 (Chief Examiner’s Report)
 3. Scannable School Header
 4. Unused scannable Answer Sheet
 Oath of Confidentiality

As part of the testing staff nationwide, tasked to receive, administer and retrieve the Test
Materials for the National Career Assessment Examination (NCAE), I hereby solemnly swear that I
will strictly observe security measures to maintain the confidentiality of these.

Received from: Received by:

(The Division Testing Coordinator) (School Head/School Testing
Coordinator)

____________________ ____________________
Print Name and Sign Print Name and Sign

____________________ ____________________
Date Date
 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.
Distribution & Retrieval of Materials
Distribution Phase:
December 11, 2018 (9:00 – 11:00 A.M.) - SDO Ground
Floor

Retrieval Phase:
December 13, 2018 (after 2nd day of exam) - SDO Ground
Flr.
CONTACT NUMBERS:352-6798/4531550
FB GROUP:
1. SDOQC Private Schools Testing Coordinators
2. Private Schools Quezon City – LIS Helpdesk
3. DCS- EMIS & Planning
4. Website: depedqc.ph
THANK YOU!!