If I Knew Then, What I Know Now! Laura Witte, Director of Testing Services North East ISD Training Academy for New District Test Coordinators September 2006 Where Do I Start? • Read the DCCM 2006. Read it again! • Attend ESC Training • Check out the Pearson web site and read it all • The Calendar of Events is your friend • Make your own district calendar and include your training dates & check in of materials. Plan & Train for the Worst Case Scenario • It is possible for a real fire to break out during a live test! • It is possible for an armed robber running from the police to run into a bilingual elementary campus during live testing! • It is possible for a lizzard to jump into the hair of a middle school boy who is taking the 7th grade TAKS writing test! • Have a district and campus test plan How to be a Successful District Test Coordinator • Learn the rules • Get organized & make a plan • Ask for help if you need it • Execute the plan and take notes for the next test administration/year on ideas that did not work • Hold people accountable for executing their part of the plan • Make sure your CTC’s know that you are their biggest advocate & do what you can to make the life of your CTC’s easier • Steal what you can from other districts!! Learn the Rules! • Read the DCCM over and over and over… • Read Test Administrator Manuals • Attend ESC Training • Ask questions Get Organized! • What is each person’s • Testing Service Website responsibility • Forms – District Test Coor. • CTC Notebook – Testing Specialists – Campus Test Coor. • Calendars • Set up your warehouse • Training Dates & rooms or testing room – Creating district wide training modules & folders – Receiving materials – District Test Monitors – Inventory materials – Additional orders • Documentation- Get – Check in of scorables and signatures for all materials non scorables and for each training • Investigations Execute the Plan • Make sure that everyone knows the plan • Be firm and make others follow the plan – Additional Orders – Scorable Check in Times • Be available to answer questions • Know that sometimes your plan will not work no matter how much planning you did • Take notes on ways to improve “the plan” for the next test administration Become your CTC’s Biggest Advocate! • Your campus test coordinators are worth their weight in gold, so treat them that way! • Train them well and provide them with all of the tools they will need to do the best job possible – Providing district-wide training modules for them, creating forms etc. save CTC’s time and ensures consistency throughout the district • Support them and advocate for them every opportunity that arises! Campus Test Plan • Complete the plan in September • The Test Plan is the plan for the entire year of testing and clearly lists who is responsible for each task • Plan includes any Campus Plan of Action for an incident report from the previous year • Get plan approved by campus principal • Return campus plan to District Testing Coordinator • Keep a copy on file at campus Campus Test Coor. Must… • Attend All District Trainings • Conduct/Document Campus Training • Handling Secure Materials • Monitor Test Administration • Return Scorables for check in at district office • Distribute Results • Manage Records What do I do with all this stuff? What to throw out, what to keep, for how long? Secure Storage • All test materials except nonsecure manuals must be locked up when not in use • Temporary Secure Storage – Kee-Blok : Lever or round door knob – Manufactured by Major Manufacturing, Inc. Anaheim, California Delivery & Pick up of Materials • What is your plan for your district? • NEISD delivers materials to all campuses, but only picks up secondary campus materials Print • CTC is emailed that shipment Services is on the way and should be ready to receive it and lock it up • CTC or an administrator must sign for the shipments Shipments from Pearson • See State Calendar for dates • Pearson will email the District Test Coordinator notifying him/her what is being shipped with tracking numbers. • Verify that your district has received all of the shipment and notify Pearson if you have not • Either deliver the shipment to the campuses or have them pick them up • CTC’s must make sure to make arrangements for the materials to be put in locked secure storage as soon as they arrive. • No boxes should be left sitting in the front office! • NEISD Campuses have 48 hours to check packing list and report any missing materials to Testing Services Additional Orders • As soon as the CTC receives her/his Campus Materials List from Testing Services additional orders may be requested • NEISD allows only 1 additional order per campus per test administration unless there is a documented emergency • Additional orders are only good for the current test administration and must be made before the deadline • The additional order must be completed using the appropriate form (posted on website and emailed with campus materials list) • All forms are PDF format and should be e-mailed to Testing Services Working with Other Departments and Staff Members • Testing may have to take the lead in data verification in your district • Testing Teams get data verification training • Data in the mainframe should match testing data! • Districts get data files for all test administrations, but we do not get them for corrections • CTC’s must give campus data processors the info regarding corrections so it can be put in to the mainframe Training Modules • NEISD trains CTC’s for each test administration plus DBA and LAT • CTC must use district training modules in order to ensure consistent training district- wide • CTC’s will be given a color coded training folder with all necessary forms and handouts as well as the training on CD when he/she attends the district training • No slides can be deleted, but CTC’s can add slides to address campus organizational issues • It is better to train all available staff in case there is an emergency you will be prepared • Keep Training Folders and all information within them for at least ? Years (NEISD keeps folders 5 years) Precodes • Does your district use your PEIMS submission or submit a data file? If so, who does it? • As soon as the district sends in our precode file to Pearson campuses get a copy of the precode list to verify • The Testing Team works together to verify that all precode information is correct • Do not put labels on AD until you know for sure that the label has correct information. Once a label is put on a document it must be returned with scorables! MANAGING SDAA II • SDAA II Workbook – Used for Fall Enrollment – Keeps track of LDAA’s, OA etc. – Helps campuses keep track of tests needed and it additional orders are necessary • Meet regularly with Special Education & Bilingual Coordinators and get them to sign off on lists of students they provide CTC • CTC’s need ARD testing information • Double check all lists the day before testing to ensure that every student is taking the appropriate test Monitoring Testing • District Monitors – For each test administration assigned randomly to campuses – All trained at district office and have signed an oath as a test administrator • Super Monitors- Superintendents and Executive Directors • District Monitor Reports – Campus Overview – Individual Classrooms • CTC should monitor testing on campus Return of Materials • Sign up for return of scorables at CTC Training – First person to arrive get his/her pick of times • No Drive By Check Ins! • Bring documentation with you or you cannot check in TAKS Scorables • NEISD verifies all hand grids, score codes, counts etc. Scorable Check In • CTC’s are prepared to stay until all scorables are checked in • If CTC misses appointment they go to the end of the line & principal is notified • Bring all documentation to check in • Data Processors verify all hand gridded documents • Next, AD will be counted and score codes checked • Scorable “live” test booklets will be checked in • NEISD keeps log of the contents in each scorable box sent to Pearson • October- Send it Superintendent’s Oath in Box 1 District Coordinator’s Packet Keep all documentation pertaining to the test in the packet and file it at the conclusion of testing •Shipping records •Additional order records •Sign in sheets •Check out sheets •Box Logs •Inventory lists •Copies of ADPL’s •Copies of P.O. and order forms Reports • Check State Calendar for dates • We notify our superintendent when shipment arrives and then notify campuses • Rosters are available online first and are emailed to NEISD principals & CTC’s ASAP • Summary Reports are available on the Testing Service web site • Writing Image CD’s for TAKS & SDAA II are given to curriculum to forward to campuses • Mainframe is loaded within 2 days of receipt of data • TRIAND gets data immediately Contact Information Laura Witte Director of Testing Services North East ISD Email: firstname.lastname@example.org 8961 Tesoro Dr., Suite 500.14 San Antonio, TX 78217 210-804-7140 Fax: 210-804-7128 Questions?
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