If I Knew Then, What I Know Now

1
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

2
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.

3
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

4
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 CTCs know that you are their
  biggest advocate do what you can to make the
  life of your CTCs easier
• Steal what you can from other districts!!

5
Learn the Rules!

• Read the DCCM over and over and over
• Read Test Administrator Manuals
• Attend ESC Training
• Ask questions

6
Get Organized!

• What is each persons responsibility
• District Test Coor.
• Testing Specialists
• Campus Test Coor.
• Set up your warehouse or testing room
• Receiving materials
• Inventory materials
• Additional orders
• Check in of scorables and non scorables

• Testing Service Website
• Forms
• CTC Notebook
• Calendars
• Training Dates rooms
• Creating district wide training modules folders
• District Test Monitors
• Documentation- Get signatures for all materials
  and for each training
• Investigations

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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

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Become your CTCs 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 CTCs time and
  ensures consistency throughout the district
• Support them and advocate for them every
  opportunity that arises!

9
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

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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?

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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

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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
• CTC is emailed that shipment is on the way and
  should be ready to receive it and lock it up
• CTC or an administrator must sign for the
  shipments

Print Services
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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
• CTCs 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

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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

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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
• CTCs must give campus data processors the info
  regarding corrections so it can be put in to the
  mainframe

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Training Modules

• NEISD trains CTCs for each test administration
  plus DBA and LAT
• CTC must use district training modules in order
  to ensure consistent training district- wide
• CTCs 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 CTCs 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)

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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!

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MANAGING SDAA II

• SDAA II Workbook
• Used for Fall Enrollment
• Keeps track of LDAAs, 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
• CTCs need ARD testing information
• Double check all lists the day before testing to
  ensure that every student is taking the
  appropriate test

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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

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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
• NEISD verifies all hand grids, score codes,
  counts etc.

TAKS Scorables
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Scorable Check In

• CTCs 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 Superintendents Oath in Box 1

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District Coordinators 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 ADPLs
• Copies of P.O. and order forms

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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 CTCs ASAP
• Summary Reports are available on the Testing
  Service web site
• Writing Image CDs 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

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Contact Information

• Laura Witte
• Director of Testing Services
• North East ISD
• Email lwitte_at_neisd.net
• 8961 Tesoro Dr., Suite 500.14
• San Antonio, TX 78217
• 210-804-7140
• Fax [phone]

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• Questions?