testing calendar and organizational management

Cindy Carosone

District Testing Coordinator

Denton ISD

MATS West Director

[email protected]

TESTING CALENDAR AND

ORGANIZATIONAL MANAGEMENT

Reading, Writing, and ArithmeticReduce, Reuse, Recycle

Reflection, Relationship, Resilience

Rest, Relaxation, and Rejuvenation

http://www.tsnap.org/

Successful planning is the key!


Attending this training does not take the place of your required District Testing

Coordinator (DTC) training, reading all manuals and

related publications or emails.

REMEMBER!

The flow of testing activitiesCalendar of Events, TAMS, District Needs

Practical tips on how to manage

scheduling/calendars

SESSION OVERVIEW

As a New DTC you will…

Denton ISDState & Related

Assessment Resource Contact-

Accountability, Counseling, Curriculum, ESL/Bilingual, & Sp. Ed.Local Screening- Gifted

& Talented≈27,000 students

38 campuses

SO MANY ROLES…

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).

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.

Three distinct sections.Think in thirds! Before,during, and after testing.

Calendar of Events

Calendar yearCalendar yearformatting…formatting…

(January to December,(January to December,not a school year)not a school year)

239/23

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)

CALENDAR LAYOUT

Each column is Each column is a complete set a complete set of activities for of activities for

each test each test administration.administration.

What is an EVENT?What is an EVENT?

Pre-assessment Pre-assessment activitiesactivities

Think the top Think the top 1/3!1/3!

Pre-Assessment ActivitiesPre-Assessment Activities

Many Many important important EVENTS EVENTS

take place take place long before long before the actual the actual

testing testing dates!dates!

Focus NOW Focus NOW on the on the

upcoming upcoming Exit Level Exit Level

Retest & Dec. Retest & Dec. EOCs toEOCs to

end the 2013-end the 2013-2014 2014

calendar year.calendar year.

October Pre-Assessment October Pre-Assessment ActivitiesActivities

October Pre-Assessment October Pre-Assessment ActivitiesActivities

2014-2015 Student Data File Format

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.

TEST TEST ADMINISTRATIONSADMINISTRATIONS

Calendar of Events – 2013-2014 Testing

Some days Some days have multiple tests have multiple tests

occurring simultaneously!occurring simultaneously!

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!

Post-Assessment ActivitiesPost-Assessment Activities

Post-Assessment Post-Assessment ActivitiesActivities

Note different Note different shipping dates shipping dates for scorables for scorables

and and nonscorables!nonscorables!

Parent Parent & &

Board Board report report datesdates

Post-Assessment Post-Assessment ActivitiesActivities

CheckCheckTEA

TestingCalendar

&&ManualsManuals

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.

HTTP://WWW.TEXASASSESSMENT.COM

Calendar of Events Link &OOS & OOD Test Registration Link

http://www.texasassessment.com/

TEXAS ASSESSMENT PROGRAM

STATE TESTING CALENDARSTATE TESTING CALENDAR

FallFallFallFall

SpringSpringSpringSpring

http://www.dentonisd.org/

POSTING CALENDARS!

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).

TO DO LIST (ASAP)TO DO LIST (ASAP)

8/5 – 8/22: 8/5 – 8/22: Select Precode Option Select Precode Option Not Needed for OctoberNot Needed for October.(Go to .(Go to the PearsonAccess website and find information under the Test the PearsonAccess website and find information under the Test Setup tab when required.) http://www.texasassessment.comSetup tab when required.) http://www.texasassessment.com

8/4 – 9/5: Register Out-of-School Examinees Online (Go to 8/4 – 9/5: Register Out-of-School Examinees Online (Go to PearsonAccess website & find information under the Test PearsonAccess website & find information under the Test Management tab or in old location on main Pearson site.)Management tab or in old location on main Pearson site.)

CheckCheck Participating Participating option for each subject your district plans to option for each subject your district plans to offer online or during night testing. (found under the Test Setup tab offer online or during night testing. (found under the Test Setup tab under Enter Administration Details)under Enter Administration Details)

Before 10/27: Order Optional Reports [Before 10/27: Order Optional Reports [online onlyonline only] (found under ] (found under the Test Setup tab under Enter Administration Details)the Test Setup tab under Enter Administration Details)

9/22: Review Advance Letter / Materials List (online only9/22: Review Advance Letter / Materials List (online only) )

Online October Exit Level RetestOnline October Exit Level Retest

8/4 – 9/5: online registration is open for OOS students8/4 – 9/5: online registration is open for OOS students

https://tx.pearsonaccess.com/tclp/portal/tclp.portal?https://tx.pearsonaccess.com/tclp/portal/tclp.portal?_nfpb=true&_pageLabel=pa2_tclp_oos_page_nfpb=true&_pageLabel=pa2_tclp_oos_page

8/11: Receive precode file layouts.8/11: Receive precode file layouts.

9/2 – 9/12: Submit precode file if district supplied option selected. 9/2 – 9/12: Submit precode file if district supplied option selected. (Preparing the precode file may require coordination with your (Preparing the precode file may require coordination with your PEIMS/Technology Dept.)PEIMS/Technology Dept.)

By 9/19, and before you handle any secure testing materials, you By 9/19, and before you handle any secure testing materials, you must attend your district coordinator training session at your must attend your district coordinator training session at your regional ESC.regional ESC.

Combined shipment????? Combined shipment?????

Useful planning tools and checklists may also be found in the Test Useful planning tools and checklists may also be found in the Test Security Supplement, located at:Security Supplement, located at:

www.tea.state.tx.us/student.assessment/www.tea.state.tx.us/student.assessment/

October Exit Level RetestOctober Exit Level Retest

Contact TEA if you feel you have a rare paper testing need for Contact TEA if you feel you have a rare paper testing need for the procedures necessary to obtain paper booklets.the procedures necessary to obtain paper booklets.

Watch for Braille ordering information. It is done online in the Watch for Braille ordering information. It is done online in the TAMS. If you have a Braille student and need help call TAMS. If you have a Braille student and need help call Pearson 800 627-0225.Pearson 800 627-0225.

TIP:TIP: Establish a system to account for all materials Establish a system to account for all materials and for check-in and check-out of all testing materials. and for check-in and check-out of all testing materials. Require a signature for all transactions. Remember Require a signature for all transactions. Remember Student AuthorizationsStudent Authorizations


By 10/1: Conduct campus coordinator training sessions. (Use the By 10/1: Conduct campus coordinator training sessions. (Use the activities specified in the Campus Coordinator Responsibilities activities specified in the Campus Coordinator Responsibilities section of the DCCM to plan your training. Also include Test Security section of the DCCM to plan your training. Also include Test Security and Confidentiality Requirements found in the DCCM. and Confidentiality Requirements found in the DCCM.

By 10/13: Test administrators must be trained by this date.By 10/13: Test administrators must be trained by this date.

10/20 – 10/23: TAKS Testing (Ensure proper testing procedures by 10/20 – 10/23: TAKS Testing (Ensure proper testing procedures by monitoring testing, and be available to answer questions and resolve monitoring testing, and be available to answer questions and resolve problems.)problems.)

Reminder: 5 year Seating Charts & Document Retention Requirements Reminder: 5 year Seating Charts & Document Retention Requirements (see Test Security Supplement p. 18)(see Test Security Supplement p. 18)



10/24: Campus Coordinators Return Scorable Materials to 10/24: Campus Coordinators Return Scorable Materials to District CoordinatorDistrict Coordinator

10/27: Ship all scorable materials. (Verify counts on the 10/27: Ship all scorable materials. (Verify counts on the Answer Document Packing List before shipping and don’t Answer Document Packing List before shipping and don’t forget to include the ADPL on top. Make a copy to retain.)forget to include the ADPL on top. Make a copy to retain.)

10/28: Campus Coordinators Return All Nonscorable 10/28: Campus Coordinators Return All Nonscorable Materials to District CoordinatorMaterials to District Coordinator

10/29: Ship all nonscorable materials.10/29: Ship all nonscorable materials.

Reminder: You must contact the shipping carrier 2 days Reminder: You must contact the shipping carrier 2 days prior to the pickup date.prior to the pickup date.

11/14: Districts Receive Preliminary Rosters Online on 11/14: Districts Receive Preliminary Rosters Online on TAMS TAMS

12/5: Districts receive Standard and Optional Reports 12/5: Districts receive Standard and Optional Reports (addressed to the superintendent) and notify students and (addressed to the superintendent) and notify students and parents by 12/26. (Distribute to appropriate campus and parents by 12/26. (Distribute to appropriate campus and district personnel. district personnel. Prepare needed reportsPrepare needed reports.).)

12/3 – 12/19: Districts submit student record changes in 12/3 – 12/19: Districts submit student record changes in TAMSTAMS

https://tx.pearsonaccess.com/https://tx.pearsonaccess.com/

The joys of Schoolhouse!The joys of Schoolhouse!

https://secure.ncsschoolhouse.com/schoolhouse/Loginhttps://secure.ncsschoolhouse.com/schoolhouse/Login


12/22-1/2: Districts receive corrected Confidential Student 12/22-1/2: Districts receive corrected Confidential Student Reports (CSRs) and data files Reports (CSRs) and data files online onlyonline only ( (Distribute to Distribute to campusescampuses.).)

By 1/23: Districts report results to local board of trustees. By 1/23: Districts report results to local board of trustees. ((Prepare needed reportsPrepare needed reports.).)


Obtain list of students who did not meet standard (Level 2 performance). Obtain list of students who did not meet standard (Level 2 performance).

Follow same activities for December STAAR testing as you did for October Follow same activities for December STAAR testing as you did for October TAKS testing, but include paper testing needs.TAKS testing, but include paper testing needs.

Select option for testing: paper or online (benefit of selecting paper even if Select option for testing: paper or online (benefit of selecting paper even if testing online).testing online).

Testing window is: December 1-5 for Eng I & II (last option for separate Testing window is: December 1-5 for Eng I & II (last option for separate Reading/Writing); Dec 1-5, Alg 1, Bio, US History.Reading/Writing); Dec 1-5, Alg 1, Bio, US History.

English I & II have specified administration dates.English I & II have specified administration dates.

Set up your district schedule as determined by the number of testers for Set up your district schedule as determined by the number of testers for each EOC test to be administered.each EOC test to be administered.

Remember to plan for students who may need accommodations, Remember to plan for students who may need accommodations, supplemental aids, oral, or small group testing. supplemental aids, oral, or small group testing.

Determine if any newly enrolled students in your district need to take a 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 December EOC because they did not meet Level 2 at their previous district when tested . when tested .

STAAR EOC Fall PrepSTAAR EOC Fall Prep

Other Fall Testing ActivitiesOther Fall Testing Activities

Aug - Dec: Determine LEP students (English Language Learners) and raters Aug - Dec: Determine LEP students (English Language Learners) and raters of LEP students in preparation for TELPAS.of LEP students in preparation for TELPAS.

Coordinate with Bilingual Director/Coordinator about who is Coordinate with Bilingual Director/Coordinator about who is responsible for coordinating the required trainings, collection of the responsible for coordinating the required trainings, collection of the writing samples and who is responsible for the online reading writing samples and who is responsible for the online reading assessment. assessment.

Aug - Oct: STAAR-Alt Aug - Oct: STAAR-Alt

Determine STAAR-ALT students, grade level, and test administrator in Determine STAAR-ALT students, grade level, and test administrator in preparation for online registration.preparation for online registration.

Coordinate with Special Education Director/Coordinator about who is Coordinate with Special Education Director/Coordinator about who is responsible for STAAR-ALT test administrator training and STAAR-ALT responsible for STAAR-ALT test administrator training and STAAR-ALT test security training. test security training.

Other Fall Testing ActivitiesOther Fall Testing Activities

• Fall Participation Counts-enter in TAMS before deadlines. GetFall Participation Counts-enter in TAMS before deadlines. Get

campuses involved in the process.campuses involved in the process.

OTHER FALL TESTING ACTIVITIES

OTHER FALL TESTING ACTIVITIES

Verify that grades 9-11 STAAR-ALT course codes are in Verify that grades 9-11 STAAR-ALT course codes are in

place for students taking STAAR-ALT. place for students taking STAAR-ALT.

Routinely check the TEA Student Assessment website for Routinely check the TEA Student Assessment website for

updated training information regarding testing.updated training information regarding testing.

Remember to network for information. Don’t be afraid to Remember to network for information. Don’t be afraid to

email, call, text, etc.email, call, text, etc.

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/

UPCOMING TETNS

REMEMBER TO VIEW ALL TETNS

Contact your Regional Service Center for information.

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



TEXAS ASSESSMENT CONFERENCE (TAC)

The 3 Rs

PRIZE TIME!

testing calendar and organizational management

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