not so new coordinator academy september 24, 2008 emily lorenz – gregory-portland isd jim street...
TRANSCRIPT
Not So New Coordinator AcademySeptember 24, 2008
Emily Lorenz – Gregory-Portland ISDJim Street – Edgewood ISD
Best Practices: Getting it Right the First Time
Agenda
• Who are we?• What we have learned…• What we have done wrong…• How we fixed it…• What not to do again!
Real Agenda
• Training and Sharing of Information• Forms• Materials Control– Handling materials– Checking in and out– Transfers
• Accommodation Request Forms– Who, what, when, and why?
• Incident Reporting• TELPAS• Documentation
Trainings and Meetings
• Best method of prevention
• Administrator Overview
• Materials Handling• Overview Training –
once per year– Delivered by DTC
• Best Practices Meetings
• Campus Coordinator Training– Provided by DTC
• Administrator Training– Written by DTC – Delivered by CTC
• Non-certified staff training
• Campus Readiness Visits• Vignettes
– Designed and delivered via alternative methods
– Quick tips, reminders, best practices
http://www.g-pisd.org/GPHS/TAKSProblemsApril2006/TAKSPages/TAKSHomePage.html
Resource Materials
• Resource Materials– Page number documents
• Highlight important manual contents• Provides notes section during training
– District Calendars• Training dates• Meeting dates• Testing dates• Materials return deadlines• Reporting dates• Include in training at all levels
– TSNAP, Pearson and TEA websites
Sharing the Information
• CTC Training–Make it a regular event – schedule in advance–Will alleviate most incidents if done correctly
• Document Posting– Counselor Sharepoint– Dedicated intranet site– District webpage and/or via email– Ensures everyone is using the right forms and
has access to all of the training documents
The Beauty of Forms
• Student Tracking:– Absentee documentation– LEP exemptions– Score code “O”ther– Refusal documentation
• You never want to have to spend too much time doing research when checking in answer documents! Make it easy on yourself…
Day of Testing
• Do Not Disturb– Include the time slots you want staff to be
monitoring for condensing
• Seating Charts– Make available TEA recommended as well as
district formatted that include multiple room layouts – by creating them you make sure they have everything they need for compliance
– Add a notes section – allows us to log for relief administrators and to record student behavior
More Forms…
• Day of Testing Checklist– Includes all the important reminders we
want teachers to know– Step-by-step instructions on what needs
to be completed
Active Monitoring
• Monitoring Logs– Campus principal and CTC log all of their
active monitoring efforts during test days (done 1 of 2 ways)
– Restroom sign-in/out sheets are used to monitor and document student movements during testing
Handle the Stress - GPISD
• Secure storage– Another form! There should never be a question
about the security of your storage• Materials Control – Boxes– District created form that creates an auditable
paper trail of boxes to campuses• Triplicate• One delivery person• One receiving location
– Color code campus box labels and everything be sent to campus – makes it easily identifiable
– Copy campus packing list on campus color and ask it to be signed and returned within 24 hours• For district overage materials – guess what, another
form – gives them a specific list of materials being sent from overage
Handle the Stress - EISD
• Secure storage – find out early • Materials Control – Boxes– Campus Test Coordinator or Alternate CTC
must pickup boxes from the Testing Department.• Signature required on district packing slip which
indicates that they received the boxes they were supposed to.
• Verify contents and notify the testing department (via email) by the end of the day via that all materials are present.
– District created transfer form (triplicate) that documents transfer of secure materials.• Testing Department overage to campuses• District to district• ALL transfers MUST go through Testing Department
Materials Control
• Booklet control– Materials control form
• Condensing Forms– Be able to find a booklet at any given moment on
your campus• Returning materials from campus
– Check in list• Includes what to bring back with them for score vs. non-
score and a place for them to enter the count before check in
– Counts return• Modified secure booklet number spreadsheet that is
separated by campus and includes a place for me to enter what is returned
Materials Control
• Return of materials is set by appointment– Provide snacks, drinks, and make them
comfortable, we could be here a while• Each CTC is responsible for accompanying their
materials to the CO or Testing Dept. for check-in– For larger GPISD campuses – the delivery person
will set an appointment with campus personnel that corresponds with district check-in time
• Check-in includes all materials – during non-score check-in all oaths, sign-ins, copy of training materials, and auditable documentation should be returned
• Have a plan BEFORE HAND for how you will store these items for the required amount of time
Answer Document Verification
• During training cover answer documents – using those provided by Pearson!– Create a sample that it is given to every test
administrator highlighting the fields they are responsible for
– Train CTC and create samples for all different possible combinations that they then take and post in storage room as reminders
– Create a DTC sample that reminds you what not to forget and how to verify the tricky ones
• DTC verifies every answer document – do not move on until you have it corrected. That is why it is imperative that CTC does not leave until the process is complete!– Have access to your student management system
and special ed information management system…be prepared
Check-In Forms
• Various documents can be created to assist with answer document check-in.
• Completion of forms by the CTC prior to check-in can help ensure that:– Every student has been accounted for,– Each student has appropriate bubbles
completed (accommodations, make-up testing, DAEP or JJAEP coding, etc…),
– Appropriate demographic and program information changes have been made if necessary,
– Basically, that ALL of the i’s are dotted and the t’s are crossed.
Transfers
• Document, document, document• Campus to Campus– Is included on the form GPISD uses to track
boxes moving from CO to campus– EISD does not allow campus to campus transfers
• District to District– Phone a friend! Make an agreement before the
year begins– Always create a trail for each district to follow –
statements signed by both DTC’s is imperative
Accommodation Requests
• Accommodations manual–Will alleviate the need for as many ARF’s
• Online ARF submission– Need to create a plan and means for
coordinating the submission – still submitted by DTC
– Keeping track – spreadsheet with students by number
– Be ready to answer questions from TEA!– Cheat sheets – what needs one and what
doesn’t – Training!
What I’ve Learned
• ARF’s become an afterthought• Coordinate with Special Ed staff and include
with ARD documentation / make available during ARD with copy of manual for better decision-making– Should be completed when ARD adjourns and
submitted immediately– Alleviate last minute requests– Ensures most recent decisions are reflected for
testing– Ask questions – watch for “mass” usage of an
aide or accommodation
Be Prepared
• On days of testing, always have:–Monitoring Forms
• General Campus Overview: storage, hallways, testing signs, etc.
• Individual Administrator: monitoring, seating arrangements, covered walls, etc.
• Blank incident report forms and statements forms• Blank Corrective Action Template• Locally Determined Disciplinary Action Template
– DCCM and TA Manuals along with the materials you used/provided during training
Take Good Notes
• Gather complete information • Collect sufficient documentation
(there is never too much)– Including dates, signatures, multiple
accounts by everyone involved– Document your conversations– Use blank templates so you know all the
information is included– Track what you submit to TEA
Writing Collections
• English Language Proficiency Standards – for the first time have some ammunition!
• Timelines for submissions• Collection coversheets• District developed Validity of Ratings
coversheet– Allows us to have extra documentation
supporting how we chose to implement the rating support and verification component
• Coordinate with the Bilingual/ESL Dept.
Jim Street, Edgewood ISD [email protected]
Emily Lorenz, Gregory-Portland [email protected]