Testing Calendar & Organizational Management What you really need to know… T -snap

Session Presenters Session Presenters John Thornell TSNAP Treasurer from Hays CISD, will discuss the “official” Texas State Testing Calendar that you must follow for the entire year. John Thornell TSNAP Treasurer from Hays CISD, will discuss the “official” Texas State Testing Calendar that you must follow for the entire year. Becky McCoy TSNAP CATS Regional Director from Georgetown ISD, will discuss the internal management (“supporting”) calendar that can help the other one really work for you. Becky McCoy TSNAP CATS Regional Director from Georgetown ISD, will discuss the internal management (“supporting”) calendar that can help the other one really work for you.

Session Overview The flow of testing activities The flow of testing activities The testing calendars – state, local, college testing, etc. The testing calendars – state, local, college testing, etc. Practical tips on how to manage scheduling/calendars Practical tips on how to manage scheduling/calendars

The OFFICIAL State Testing Calendar John Thornell TSNAP Treasurer

Overview of the Official State Testing Calendar (2008) Key resource in constant use across the entire calendar year Key resource in constant use across the entire calendar year Imbedded information that is not apparent to non-testing staff Imbedded information that is not apparent to non-testing staff COMMUNICATE SCHEDULES!! COMMUNICATE SCHEDULES!! TIP: TIP: or send calendars to Maintenance, Custodians, Food Service & Buses

Important Reminders: Official ESC Training is still REQUIRED BEFORE you can manage October testing! Official ESC Training is still REQUIRED BEFORE you can manage October testing! Superintendent’s Oath due to TEA AFTER October EXIT re-testing. Superintendent’s Oath due to TEA AFTER October EXIT re-testing. To the extent possible, consider existing local district and campus calendars when scheduling training & TEAM decision-making! To the extent possible, consider existing local district and campus calendars when scheduling training & TEAM decision-making!

“Calendar year” formatting (January to December, not a school year)

What is an ‘EVENT’? What is an ‘EVENT’? Note the calendar YEAR

Each column is a complete set of activities for each test administration. Each test administration is COLOR-CODED by program and has SEPARATE MATERIALS.

Calendar of Events—2008 Testing

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

Pre-assessment activities THE CALM BEFORE THE STORM?!?! Calendar of Events—2008 Testing

Pre-Assessment Activities Many important EVENTS take place long before the actual testing dates!! Focus NOW on the TWO upcoming EXIT level events in High Schools to end the 2008 Calendar.

Tips of the Trade: PRE-TESTING Activities Get ‘the word’ out to ALL significant groups EARLY in the school year. Get ‘the word’ out to ALL significant groups EARLY in the school year. Garner the support of upper administration for calendar priority. Garner the support of upper administration for calendar priority. Gain support for ARD/LPAC/504 moratorium periods before testing. Gain support for ARD/LPAC/504 moratorium periods before testing. Prepare templates for reporting BEFORE testing occurs. Prepare templates for reporting BEFORE testing occurs. TIP: TIP: Always “DATE” your communications with an ‘AS OF’ date!!

THE “STORM” Assessment Activities Calendar of Events—2008 Testing

Assessment Activities Some days have 2 different testing programs simultaneously with the same subject names!! Some days have 2 different testing programs simultaneously with different subject names!!

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

Post-Assessment Activities Calendar of Events—2008 Testing AFTER THE BIG EVENT IS ALL OVER???

Post-Assessment Activities Some ‘ship’ dates are different for similar programs “Embargo” date Parental & Board report dates Note different shipping dates for ‘scorable’ versus ‘non- scorable’

Tips of the Trade: POST Testing Activities Schedule check-in times with “incentives for excellence”. Schedule check-in times with “incentives for excellence”. Schedule additional staff to allow for breaks in check-in. Schedule additional staff to allow for breaks in check-in. Cushion check-in and shipping times and dates to allow for resolution of problems. Cushion check-in and shipping times and dates to allow for resolution of problems. TIP: Schedule staff back-up in the event of emergencies. TIP: Schedule staff back-up in the event of emergencies.

The Pearson “Expanded” Calendar Many district testing coordinators do not know about the Pearson expanded calendar. Many district testing coordinators do not know about the Pearson expanded calendar. It looks exactly like the official state testing calendar but contains dates for 11 additional events in the testing cycle for each test administration. It looks exactly like the official state testing calendar but contains dates for 11 additional events in the testing cycle for each test administration. Available only by downloading it from the Pearson web site. Available only by downloading it from the Pearson web site.

K12testing.tx.ncspearson.com

Additional Events on the Expanded Calendar Submit Enrollment information Submit Enrollment information Select Precode Option Select Precode Option Receive out-of- school registration packets Receive out-of- school registration packets Receive Advanced Letter/Materials list Receive Advanced Letter/Materials list Receive precode file layouts Receive precode file layouts Submit precode files Submit precode files Receive preliminary score report rosters Receive preliminary score report rosters ESCs receive preliminary region reports (online) ESCs receive preliminary region reports (online) Submit student ID record changes Submit student ID record changes Receive corrected student CSRs and labels Receive corrected student CSRs and labels ESCs receive final region reports (online) ESCs receive final region reports (online)

The Supporting Calendars Becky McCoy TSNAP Regional CATS Director

Texas Assessment Program TAKS-AltTAKS-Alt TAKS-MTAKS-MMathMathScienceScience EOCEOC TELPASTELPAS WritingWriting SocialStudiesSocialStudies TAASTAAS LATLAT TAKS-AccTAKS-Acc TAKSTAKS Reading/ ELA

State Testing Calendar FallFall SpringSpring

To Do List Get Designated by Your District “Ask Ted” Administrator as the TAKS Coordinator Get Designated by Your District “Ask Ted” Administrator as the TAKS Coordinator Pearson User ID & Password Pearson User ID & Password Join TEA Student Assessment Listserv: Join TEA Student Assessment Listserv: Bookmark these websites: Bookmark these websites:

 8/11 – 8/29: Select Precode Option (Go to the Pearson website and find information under the Precoding File Specs tab.)  8/15: Receive OOS Registration Packets (Forward to campuses and remind personnel to contact potential testers. Post registration reminder on district website and advertise in the community. Registration ends 9/19.)  9/22: Review Advance Letter / Materials List (online only) (Go to the Pearson website and click on the District Correpondence tab; scroll down to Advance Letter and choose your option. Refer to the District Testing Coordinator’s User Guide to Online Data Management found under the User Guides link. You will need a User ID and Password from Pearson to log on. See p. 47 in the 2008 DCCM.) October Exit Level Retest

 9/8: Receive precode file layouts.  9/8 – 9/19: Submit precode files. (See information in first bullet on previous slide. Preparing the precode file may require coordination with your Technology Dept.)  9/29 – 10/3: Receive nonsecure materials. See p of the DCCM for detailed steps to follow. Look for Box #1, which will be the white box. Useful planning tools and checklists may also be found in the Test Security Supplement, which can be found at the Student Assessment Division website:  By 9/26, and before you handle any secure testing materials, you must attend a district coordinator training session (usually at the regional ESC). October Exit Level Retest

 10/6 – 10/10: Receive and distribute secure materials. (See p in the DCCM. Also consult the Test Security Supplement.)  10/14: Deadline to order additional materials (See p in the DCCM. Orders must be submitted online. Refer to the District Testing Coordinator Online Data Management User’s Guide for Orders found on the Pearson website.)  By 10/14: Receive and distribute precoded test materials and OOS/OOD materials. (See p in the DCCM.) 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. October Exit Level Retest

 By 10/14: Conduct campus coordinator training sessions. (Use the activities specified in the Campus Coordinator Responsibilities section of the DCCM, starting on p. 84, to plan your training. Also include Test Security and Confidentiality Requirements found on p )  By 10/20: Test administrators must be trained by this date.  10/21 – 10/24: TAKS Testing (Ensure proper testing procedures by monitoring testing, and be available to answer questions and resolve problems. See p in the DCCM.) Reminder: Seating Charts & Document Retention Requirements (see Test Security Supplement) October Exit Level Retest

 10/27: Campus Coordinators Return Scorable Materials to District Coordinator (See p in the DCCM.)  10/28: Ship all scorable materials. (See p in the DCCM. Verify counts on the Answer Document Packing List before shipping and don’t forget to include the ADPL and Optional Reports Order Form on top. Make copies.)  10/29: Campus Coordinators Return All Nonscorable Materials to District Coordinator (See p in the DCCM.)  10/31: Ship all nonscorable materials. (See p in the DCCM.) Reminder: You must contact the shipping carrier 2 days prior to the pickup date. prior to the pickup date. October Exit Level Retest

 11/14: Districts Receive Preliminary Rosters (You will need the Superintendent User ID and Password to access these reports. Refer to the District Superintendent User’s Guide for Online Reports on the Pearson website.)  12/5: Districts receive Standard and Optional Reports (addressed to the superintendent) and notify students and parents by 1/23. (Distribute to appropriate campus and district personnel. Prepare needed reports.)  12/8 – 12/19: Districts submit student ID record changes. (Refer to the District Testing Coordinator Online Data Management User’s Guide for Student Record Changes on the Pearson website.) October Exit Level Retest

 1/16: Corrected Confidential Student Reports (CSRs) and labels due in districts (Distribute to campuses.)  By 1/30: Districts report results to local board of trustees. (Prepare needed reports.) October Exit Level Retest

Local Calendar Planning Other Fall Testing Activities Aug 4 - Oct 24: TELPAS Holistic Training (online TELPAS qualification window closes Oct. 31) Aug 4 - Oct 24: TELPAS Holistic Training (online TELPAS qualification window closes Oct. 31) Oct - Nov: TAKS-Alt (required online training/qualification process begins Nov 3) Oct - Nov: TAKS-Alt (required online training/qualification process begins Nov 3) Revised 1) Accommodations Manual & 2) ARD Committee Decision-Making Process for the Texas Assessment Program (schedule training for Oct) Revised 1) Accommodations Manual & 2) ARD Committee Decision-Making Process for the Texas Assessment Program (schedule training for Oct)

Spring 2009 Calendar Planning Interrater Reliability Study (more info coming in December for chosen districts) Interrater Reliability Study (more info coming in December for chosen districts) Online EOC field testing in Physics and World Geography (paper FT too) Online EOC field testing in Physics and World Geography (paper FT too) Online administration of TELPAS reading Online administration of TELPAS reading Multiple administrations for SSI testing, including TAKS-M this year (Gr. 3, 5, & 8 Reading; Gr. 5 & 8 Math) Multiple administrations for SSI testing, including TAKS-M this year (Gr. 3, 5, & 8 Reading; Gr. 5 & 8 Math) LAT testing LAT testing Make-up testing schedules for permitted tests Make-up testing schedules for permitted tests

Testing Calendar & Organizational Management John Thornell, Hays CISD Becky McCoy, Georgetown ISD T -snap