UIL Coordinators Meeting Socorro Independent School District UIL Coordinators Meeting 2/28/17

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Survey Results

Please provide your thoughts about how we can improve registration at the event: 36 Responses Communication--- remind.com More QR Codes available Student numbers Packets ready a week before Student names missing? “Accountability for coordinators and coaches, especially to proctor events” “Have a designated area for parents”

Please provide your thoughts about how we can improve the communication before and during the event: (28 responses) Student ID # sent ahead of time Coordinators are always going in and out of the Library. Katherine always communicated with us there in person!!!Please ask Katherine and those that have ran this event in the past, their input is a must!!!! Outlook is also good way to communicate. “When problems occur coordinators should be on hand to fix them (not hiding out in an office)” “have enough copies of test for all students, coaches should know room numbers before the event” “Making sure everyone works together in all events, not spending time in the hospitality room socializing. Listen to those that have work events before,.” Let us know if events are cancelled ahead of time. Have proctors set up before each event instead of relying on last-minute volunteers. Making meetings mandatory for UIL Coordinators Need more volunteers (Don't put them all in the hospitality room). Not all coaches got to eat.

Continued: “We need a way to communicate with the district coordinators for each grade level. We need to have cell phone numbers in order to communicate with them and then they can communicate with Mrs. Melendez” “Each coordinator providing names of coaches that can proctor events, the use of walkie talkies get instant information” School Maps “Maybe we can have a remind group for ALL coaches, so we can receive updates such as delays or room reassignments.” “Remind or group me is great maybe even walkies for the registration and directing” “Rooms should be ready when and where it is stated on the info sheet”

Please provide your thoughts about how we can improve the grading portion of the event: Coaches and Coordinators were not given a list of badge numbers corresponding to the student. Grading was a bit confusing figuring out who the students were “All coaches MUST be present to grade their own event.” “Making sure coaches need to know they MUST stay to grade. Coordinators need to make sure they do their part, but then some coordinators did not do their part either :(“ “Easy access to paper and printers” “Please make sure all answer keys and ranking sheets are included in the packets.”

Continued: “MAKE SURE EVERYONE THAT IS SUPPOSE TO GO GRADE ACTUALLY GOES!!!!” “Have a sign in for coaches at the entrance of the grading room. This will hold them accountable for grading. We were missing a lot of coaches during grading.” “Explaining the grading process to first timers (like myself). I was lost once I went in the library to grade. Also, there needs to be more instructions when administering the test. I administered Social Studies and I had a hard time getting them started because I had no direction. I tracked down a social studies coach for the time.”

Any other comments, suggestions, or recommendations?(28 responses) “Too many people not knowing what was going on. Too many people (people that were supposed to know what was going on) just standing around talking, people did not have a clue as to what was happening or supposed to happen.” “make sure coaches get hospitality as well” Having all tables labeled for grading events would be great. “Please schedule events for each grade level in classrooms side by side.”

Continued: Some kids were able to leave when finished, others kept them till everyone done “We gave suggestions on Wednesday about plans that need to be in place. Yet none of our suggestions were taken. You had elementary children together with middle school and high school students. Parents were walking around everywhere. Disbelief!”

Responses? Spelling is not going to be on the computers for the real event Do we need to hire graders? How do we want to communicate if you don’t like the remind.com? Enough food will be provide for coaches at real event Packets will be created a week before the event including student ID’s Registration for JOT will close 10 days before the event

Continued: More QR Posters Signs located around the school Need help with volunteers Need all Coordinators at all events

Event Dates UIL High School – March 24th -25th UIL Elementary School- April 7th & 8th UIL Middle School-April 19th, 21st, 22nd

Committees Registration Committee Grading Room Committee Events Committee Volunteers Committee Hospitality Committee

Invoices needed for Middle School Ernest Serna middle John Drugan middle Walter Clark middle John Ensor middle Hernando middle Puentes middle Sun Ridge middle Slider Middle  Paso Del Norte both elem. and middle Vista Del Sol O'shea Cooper Mission Ridge Lujan Chavez Hueco Hilly Sue Shook Chester Jordan Campestre

QR Reader App

Campus Check-in’s

Camus Codes

Student UIL ID #’s

Remind.com

Organization Campus Coordinators Kelley Akins Claudia Duron District Coordinator High School Coordinator Contest Director Test Proctor (Coach) Middle School Coordinator Elementary Coordinator Tabulation, Hospitality Campus Coordinators Kelley Akins Claudia Duron Frenda Serda-Gerardo

Contest Directors-Packets

Blue Folder Information Sheet per/event Room Numbers Student Rosters I have _______ number of rooms I need ______ number of coaches to proctor each room 1 copy of each exam 1 copy of each answer document

Plastic Packets Student Roster for each packet Event description sheet One test booklet for each student listed on the roster. One answer document for each student on the roster.

Needs Assessment Form

Coaches: Ensure that role is taken before event Asks student to place their UIL Student ID # on the top right hand corner of the test booklet and the answer document Keep time (stop watch or cell phone) “Active Monitoring” while student test When Students are finished with a test they my exit the room Test booklet AND answer document should have the student’s UIL ID # Documents should be separated (test booklets and answer documents) and handed to Contest Directors All coaches report to grading room (Library) to help with grading

Contest Coordinator: Receives Test Booklets and organizes them by UIL Student ID # Receives answer documents, ensures that the UIL Student ID # is present then takes/sends document to grading room (library) Facilitates that all UIL Rules are followed Assists coaches/staff with any questions or issues that arise Contacts appropriate Coordinator (Elementary, Middle School, High School) for assistance

Other Info. Students taking multiple exams-may take the exam but the proctor will not provide student extra time if they entered the room late. Students finished with an exam may leave the room. New Schedules are not available yet but you may use last years for your planning April 19th Will be the additional UIL Competition date for Middle School Math and Ready Writing Next meeting Tentatively Scheduled for Tuesday February 28th 5:30pm-6:30pm

Questions

Welcome UIL Coordinators!