Testing Calendar and Organizational Management

1. Testing Calendar andOrganizational Management Cindy Carosone District Testing Coordinator Denton ISD MATS West Director ccarosone@dentonisd.org

2. Reading, Writing, and Arithmetic • Reduce, Reuse, Recycle • Reflection, Relationship, Resilience • Rest, Relaxation, and Rejuvenation

3. TSNAP Successful planning is the key! http://www.tsnap.org/

4. http://www.tsnap.org/

5. Remember! Attending this training does not take the place of your required District Testing Coordinator (DTC) training, reading all manuals and related publications or emails.

6. Session Overview • The flow of testing activities • Calendar of Events, TAMS, District Needs • Practical tips on how to manage scheduling/calendars

7. As a New DTC you will…

8. So Many Roles… Denton ISD • State & Related Assessment • Resource Contact-Accountability, Counseling, Curriculum, ESL/Bilingual, & Sp. Ed. • Local Screening- Gifted & Talented • ≈27,000 students • 38 campuses

9. Important Reminders • Official ESC Training is still required before you can oversee Oct. and Dec. testing! (This training doesn’t count. Contact your ESC today if you have not yet attended training.) • Superintendent’s oath and DTC’s oath are due after December EOC testing (Place oaths in the preaddressed envelope provided, stamp, and mail. Keep a copy of each for your records).

10. Overview of the Official State Testing Calendar/s (2013-2014) • Key resources for the entire testing calendar year, which begins each January and runs through EOC in December. • Imbedded information that is not apparent to non-testing staff. • Communication is the key to avoid conflicts. • TIP: E-mail, post to websites, and/or send calendars to maintenance, custodians, food service, transportation, Bilingual/ESL staff, Special Education Staff, UIL heads, public information officer, safety personnel, athletics, fine arts, C & I staff, Alternative campuses (DAEP), etc.

11. Calendar of Events Three distinct sections. Think in thirds! Before, during, and after testing.

12. Calendar year formatting… (January to December, not a school year) 239/23

13. Calendar Layout • The state testing calendar of events can be divided into three sets of activities. • Pre-Assessment Events (PRIOR-to-testing activities) • Assessment Events (testing dates) • Post-Assessment Events (AFTER-testing activities)

14. What is an EVENT? Each column is a complete set of activities for each test administration.

15. Pre-assessment activities Think the top 1/3!

16. Focus NOW on the upcoming Exit Level Retest & Dec. EOCs to end the 2013-2014 calendar year. Pre-Assessment Activities Many important EVENTS take place long before the actual testing dates!

17. October Pre-Assessment Activities 2014-2015 Student Data File Format

18. Tips of the Trade:PRE-TESTING Activities • Inform ALL significant groups EARLY in the school year. • Determine if you have any out of district testers or students at JJAEP or on homebound. • Gain support of Special Education Director and Bilingual/ESL Director. • Utilize district staff as campus monitors. • Recommend ARD/LPAC/504 test changes to be complete 2 weeks prior to first day of testing. • Locate, inspect and study the White Box. • TIP: Always date your communications with “as of” date.

19. Calendar of Events – 2013-2014 Testing TEST ADMINISTRATIONS Some days have multiple tests occurring simultaneously!

20. Tips of the Trade:DURING Testing Activities • Provide office staff with your daily calendar of campus visits/check-in/ monitoring, etc. • Schedule flex time within the testing days for emergencies. • Schedule reporting time if a testing irregularity occurs. TIP: Avoid scheduling meetings at any time immediately before, during, or after testing!

21. Post-Assessment Activities

22. Post-Assessment Activities Note different shipping dates for scorables and nonscorables! Parent & Board report dates

23. Post-Assessment Activities Check TEA Testing Calendar & Manuals

24. Tips of the Trade:POST Testing Activities • Schedule check-in times, if needed - provide snacks & a soda! • Schedule additional staff to assist with check-in process. • Cushion check-in times to allow for resolution of problems. TIP: Have a trained DTC back-up in the event of emergencies.

25. Calendar of Events Link & OOS & OOD Test Registration Link http://www.texasassessment.com

26. Texas Assessment Program STAAR-A

27. State Testing Calendar Fall Spring

28. Posting Calendars! http://www.dentonisd.org/

29. To Do List (ASAP) • Get designated by your district Ask Ted Administrator as the District Testing Coordinator (DTC) • Pearson User ID & Password for the new Texas Assessment Management System • http://www.texasassessment.com • Texas TrainingCenter (TELPAS & STAAR Alt) • Join TEA Student Assessment Listserv: http://miller.tea.state.tx.us/list/ • Bookmark these websites: www.tea.state.tx.us/student.assessment/ http://www.texasassessment.com • Locate and read the 2013 District and Campus Coordinator Manual(DCCM).

30. Online October Exit Level Retest • 8/5 – 8/22: Select Precode Option Not Needed for October.(Go to the PearsonAccess website and find information under the Test Setup tab when required.) http://www.texasassessment.com • 8/4 – 9/5: Register Out-of-School Examinees Online (Go to PearsonAccess website & find information under the Test Management tab or in old location on main Pearson site.) • Check Participating option for each subject your district plans to offer online or during night testing. (found under the Test Setup tab under Enter Administration Details) • Before 10/27: Order Optional Reports [online only] (found under the Test Setup tab under Enter Administration Details) • 9/22: Review Advance Letter / Materials List (online only)

31. October Exit Level Retest • 8/4 – 9/5: online registration is open for OOS students • https://tx.pearsonaccess.com/tclp/portal/tclp.portal?_nfpb=true&_pageLabel=pa2_tclp_oos_page • 8/11: Receive precode file layouts. • 9/2 – 9/12: Submit precode file if district supplied option selected. (Preparing the precode file may require coordination with your PEIMS/Technology Dept.) • By 9/19, and before you handle any secure testing materials, you must attend your district coordinator training session at your regional ESC. • Combined shipment????? • Useful planning tools and checklists may also be found in the Test Security Supplement, located at: www.tea.state.tx.us/student.assessment/

32. October Exit Level Retest • Contact TEA if you feel you have a rare paper testing need for the procedures necessary to obtain paper booklets. • Watch for Braille ordering information. It is done online in the TAMS. If you have a Braille student and need help call Pearson 800 627-0225. TIP: Establish a system to account for all materials and for check-in and check-out of all testing materials. Require a signature for all transactions. Remember Student Authorizations

33. October Exit Level Retest • By 10/1: Conduct campus coordinator training sessions. (Use the activities specified in the Campus Coordinator Responsibilities section of the DCCM to plan your training. Also include Test Security and Confidentiality Requirements found in the DCCM. • By 10/13: Test administrators must be trained by this date. • 10/20 – 10/23: TAKS Testing (Ensure proper testing procedures by monitoring testing, and be available to answer questions and resolve problems.) Reminder: 5 year Seating Charts & Document Retention Requirements (see Test Security Supplement p. 18)

35. October Exit Level Retest • 10/24: Campus Coordinators Return Scorable Materials to District Coordinator • 10/27: Ship all scorable materials. (Verify counts on the Answer Document Packing List before shipping and don’t forget to include the ADPL on top. Make a copy to retain.) • 10/28: Campus Coordinators Return All Nonscorable Materials to District Coordinator • 10/29: Ship all nonscorable materials. Reminder: You must contact the shipping carrier 2 days prior to the pickup date.

36. October Exit Level Retest • 11/14: Districts Receive Preliminary Rosters Online on TAMS • 12/5: Districts receive Standard and Optional Reports (addressed to the superintendent) and notify students and parents by 12/26. (Distribute to appropriate campus and district personnel. Prepare needed reports.) • 12/3 – 12/19: Districts submit student record changes in TAMS • https://tx.pearsonaccess.com/ • The joys of Schoolhouse! • https://secure.ncsschoolhouse.com/schoolhouse/Login

37. October Exit Level Retest • 12/22-1/2: Districts receive corrected Confidential Student Reports (CSRs) and data files online only (Distribute to campuses.) • By 1/23: Districts report results to local board of trustees. (Prepare needed reports.)

38. STAAR EOC Fall Prep • Obtain list of students who did not meet standard (Level 2 performance). • Follow same activities for December STAAR testing as you did for October TAKS testing, but include paper testing needs. • Select option for testing: paper or online (benefit of selecting paper even if testing online). • Testing window is: December 1-5 for Eng I & II (last option for separate Reading/Writing); Dec 1-5, Alg 1, Bio, US History. • English I & II have specified administration dates. • Set up your district schedule as determined by the number of testers for each EOC test to be administered. • Remember to plan for students who may need accommodations, supplemental aids, oral, or small group testing. • Determine if any newly enrolled students in your district need to take a December EOC because they did not meet Level 2 at their previous district when tested .

39. Other Fall Testing Activities • Aug - Dec: Determine LEP students (English Language Learners) and raters of LEP students in preparation for TELPAS. • Coordinate with Bilingual Director/Coordinator about who is responsible for coordinating the required trainings, collection of the writing samples and who is responsible for the online reading assessment. • Aug - Oct: STAAR-Alt • Determine STAAR-ALT students, grade level, and test administrator in preparation for online registration. • Coordinate with Special Education Director/Coordinator about who is responsible for STAAR-ALT test administrator training and STAAR-ALT test security training.

40. Other Fall Testing Activities • Fall Participation Counts-enter in TAMS before deadlines. Get • campuses involved in the process.

41. Other Fall Testing Activities • Verify that grades 9-11 STAAR-ALT course codes are in place for students taking STAAR-ALT. • Routinely check the TEA Student Assessment website for updated training information regarding testing. • Remember to network for information. Don’t be afraid to email, call, text, etc.

42. Upcoming TETNS • Future TSNAP Teleconference Dates (1-4 pm) • Oct. 1, 2014 • Nov. 10, 2014 • Feb. 4, 2015 • June 6, 2015 Link to TEA TETNS-http://www.tea.state.tx.us/student.assessment/training/tetn-schedule/

43. Remember to View all TETNs Contact your Regional Service Center for information.

44. Texas Assessment Conference (TAC) Now in its 29th year, the Texas Assessment Conference remains the only statewide conference especially dedicated to providing the latest information regarding assessment, testing, and accountability in education–elementary, secondary, and postsecondary. Attendees receive the most current information from state agencies and policymakers, as well as benefit from sharing of best implementation practices in schools, districts, colleges, and universities. The 2015 conference promises to provide critical information for student and institutional success.(Retrieved from TASA website) • 2015: Feb. 15-18, Hilton Austin Hotel • Registration and Housing opens Oct. 2014 • 2016: Feb. 14-17, Hilton Austin Hotel • 2017: Feb. 19-22, Hilton Austin Hotel

45. Prize Time! The 3 Rs