I’m Not Even Sure What I’m Not Even Sure What Questions to Ask Questions to Ask (or whom to ask)!(or whom to ask)!A Litany of Queries for New DTCs

Presented by Joy Harris PhilpottSan Marcos CISDTenth Annual Training Academy for New District Testing CoordinatorsSeptember 16 and 17, 2010

You know more than you You know more than you think!think!You’re here!You’ve administered tests

before!You may even have been a

campus test coordinator!You did not step into a vacuum!You are surrounded by people

ready to help!

What do I need to be What do I need to be successful?successful?Knowledge of the rulesOrganizationDevelopment, COMMUNICATION,

and execution of a plan Resources for support

What are the rules, and where are What are the rules, and where are they?they?Foundation of state assessment is the

District and Campus Coordinator Manual (DCCM)—read it, read it, read it again and keep it within arm’s reach at all times!

Test administrator manuals—the devil is in the details

Education Service Center (ESC) trainingSign up for TEA assessment listserv:

http://miller.tea.state.tx.us/list/

How do I get (and stay!) organized How do I get (and stay!) organized for this job?for this job?Get and keep close the TEA Calendar of

EventsUse information from Becky McCoy’s and

Laurie O’Donnell’s presentations to help personalize the Calendar of Events for yourself

Work with others in district to develop District Assessment Calendar that includes State Assessment

Bookmark www.TexasAssessment.com

How do I create a plan?How do I create a plan? An overview of the calendars points to basic

components of a plan for successful state assessment◦ Training for yourself and others◦ (Communication)◦ Test security◦ Ordering materials (and accounting for different versions of

tests)◦ Receiving, Delivering, and Shipping Materials◦ (Dealing with Mistakes)◦ Receiving and Distributing Reports◦ (Filing Records)◦ Getting help from others

What training do I need?What training do I need?Required

◦ ESC training for new DTCs—now◦ ESC training for all DTCs—December/January

Suggested◦ TSNAP New Coordinator Academy—You’re here!◦ TSNAP Best Practices Forum—October 1, Houston◦ State Assessment Conference—November 30-

December 3, Austin◦ TSNAP TETNs with TEA

October 28, 2010 February 10, 2011 June 9, 2011

What training do I provide my What training do I provide my district?district? It’s your job to train campus test coordinators and

campus administrators◦ Some districts also train central office staff as testing

monitors◦ Districts that deliver materials to campuses also train

people who deliver materials Many districts develop training modules for their

campuses to ensure consistent training district-wide◦ Campuses may add but may NOT delete slides

Training should include test security and protocol AND should include your local procedures

Make sure that you maintain documentation of training (sign-in sheets, copies of training materials, signed oaths) for five years

With whom and how should I be With whom and how should I be communicating?communicating? Who?

◦ Campus Test Coordinators◦ Campus Administrators◦ Superintendent◦ Other district personnel—Food service, transportation . . . ◦ Community (Parents, park service, etc.)

How?◦ Meetings◦ E-mail lists◦ Published calendars◦ Web site◦ Phone calls

What about test security?What about test security?Training that you receive and give

to campus and district personnel will cover security during test administration

You also need to make sure that the physical locations where materials are stored are secure

For temporary secure storage—Kee-Blok by Major Manufacturing, Inc.

How do the materials get to How do the materials get to me?me?Enrollment in fall—updated in springWork closely with campus test coordinators

as well as departments of special education and bilingual/ESL to determine numbers for each assessment

Precode options—can use snapshot or upload files

Pearson will notify you via e-mail when something is being shipped—you’ll know WHAT is being shipped and the tracking numbers

Verify that your district has received all of the shipment and notify Pearson if you have not

How do I get the materials to the How do I get the materials to the campuses and back?campuses and back?Depends on the district Identify existing system, ensure that it’s

secure, and COMMUNICATE with peopleMake sure that there’s a uniform, SECURE,

protocol for receiving and storing materials district-wide

Establish a schedule and expectations for the return of materials

Double check counts of materials Maintain records of what you ship!

What happens if/WHEN something What happens if/WHEN something goes wrong?!goes wrong?!Prepare in advance . . . Read TEA Assessments Q&AThink through what to do if . . . Contact TEA if you are not sure (they don’t

bite!)Collect incident descriptions and fill out

online reportKeep notes of each incident (incorporate into

training for next year)

Receiving and Distributing ReportsReceiving and Distributing Reports

When you ship materials be sure to complete online reports form—will determine what reports you receive and how

Reports posted online can be downloaded to district and/or campus servers

Check with your superintendent as to preferred method and timing of the release of reports!

What do I do with all this What do I do with all this STUFF?STUFF?Testing records (training records,

sign-in sheets, oaths, shipping records, incident reports . . . ) must be maintained for five years

Where can I go for answers to other Where can I go for answers to other questions (or other answers to these questions (or other answers to these questions!)?questions!)?

Other District Test Coordinators—locate those in your region AND those in similar sized districts

TSNAP—www.tsnap.orgPearson—

www.TexasAssessment.com or 1-800-252-9186

TEA—www.tea.state.tx.us or 1-512-463-9536