I’m Not Even Sure What Questions to Ask (or whom to ask)!

1. I’m Not Even Sure What Questions to Ask (or whom to ask)! A Litany of Queries for New DTCs Presented by Joy Harris Philpott San Marcos CISD Tenth Annual Training Academy for New District Testing Coordinators September 16 and 17, 2010

2. You know more than you 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!

3. What do I need to be successful? • Knowledge of the rules • Organization • Development, COMMUNICATION, and execution of a plan • Resources for support

4. What are the rules, and where are 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) training • Sign up for TEA assessment listserv: http://miller.tea.state.tx.us/list/

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

6. 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

7. 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

8. What training do I provide my 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

9. With whom and how should I be 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

10. 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.

11. How do the materials get to me? • Enrollment in fall—updated in spring • Work 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

12. How do I get the materials to the campuses and back? • Depends on the district • Identify existing system, ensure that it’s secure, and COMMUNICATE with people • Make 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!

13. What happens if/WHEN something goes wrong?! • Prepare in advance . . . • Read TEA Assessments Q&A • Think through what to do if . . . • Contact TEA if you are not sure (they don’t bite!) • Collect incident descriptions and fill out online report • Keep notes of each incident (incorporate into training for next year)

14. Receiving 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!

15. What do I do with all this STUFF? • Testing records (training records, sign-in sheets, oaths, shipping records, incident reports . . . ) must be maintained for five years

16. Where can I go for answers to other questions (or other answers to these questions!)? • Other District Test Coordinators—locate those in your region AND those in similar sized districts • TSNAP—www.tsnap.org • Pearson—www.TexasAssessment.com or 1-800-252-9186 • TEA—www.tea.state.tx.us or 1-512-463-9536