New Coordinator Academy
Fall 2011
Presented by
Karen White, Pasadena ISD, kwhite@pasadenaisd.org
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• Attend all District Coordinator Training (both
optional and required)
• View all TETNs
• Read the published manuals at all levels –the
DCCM, the
,
and ALL Test Administrator Manuals –
STAAR/EOC, TAKS, TELPAS, Field Tests, etc.
• Evaluate the testing incidents and reportable
irregularities that have occurred in your district in
the past.
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• Enlist the assistance of your Central
Administration at all levels – to assist with
testing, monitoring, district-level
“Super Monitors”, and so forth.
• Join your Regional Testing
Supervisors group
• Call your ESC Testing Coordinator,
TEA,
and Pearson.
• Phone a Friend.
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Communicate with critical departments in your district – Special
Education, Bilingual/ESL, Section 504, and so forth. Plan to cofacilitate training with other departments, if necessary, so
everyone is on the same page. This is a model for the
“Assessment Team” that is vital on a campus.
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Effective TOOLS and RULES
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• Provide your CTCs with a schedule of required trainings
for the entire year. Always plan for make-up sessions.
• Communicate your expectations at the beginning of
the year – all CTCs must attend, arrive on time, bring
DCCM/other required materials, etc.
• Provide concrete examples and scenarios. Review the
manuals at your trainings – do NOT rely solely upon a
Power Point (you are setting the example for their
campus trainings). Review answer docs, Calendar of
Events, dates to return materials, etc. during your
training.
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• Provide a
,a
even a
, and
.
• Three TEA web-based Test Security Modules
should be used as a supplement to the
district/campus training materials. (Active
Monitoring, Distribution of Test Materials, and
Proper Handling of Secure Materials)
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• Provide your CTCs with forms to use at the
campus level. These add structure,
organization, and consistency across the
district.
– Example:
• Require that sign-in sheets for campus trainings include
the
to be trained.
This ensures that the CTC knows who has not been
trained. No persons are permitted to test or monitor
testing areas without being trained.
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• Require your CTCs to sign up for a return
appointment while at the training, i.e. “Captive
Audience” and “First Come, First Served.”
• Provide your CTCs with helpful tips to use at the
campus level. These reduce the likelihood of
testing irregularities across the district.
– Example:
• Suggest that your CTCs designate a
.
Inform the manager of who is available to monitor, discuss
the schedule and the model you use for monitoring. This
allows the CTC to focus on materials check-out, questions
from TAs, and problem-solving throughout each testing day.
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• Prepare segmented training sessions for your CTCs to
review specific types of test administrations – Oral
Administrations, Dyslexia Bundled Administrations,
TELPAS Paper Versions, STAAR-M, etc. Require your CTCs
to train these Test Administrators in the same manner.
“One size fits all” does not apply to training.
• Instruct your CTCs regarding Homebound
Students and students at alternative
campuses or out-of-district facilities.
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• ALWAYS include these specific rules in your
CTC training docs and require your CTCs to
include them in their training docs:
is applied to:
– Unauthorized Viewing or Duplication of Materials
– Providing Assistance
– Discussing Confidential Information
– Checking for Strategies
– Scoring or Changing Student Responses
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Imagine if each test
booklet wore an
ankle monitor…
“Districts are required to
implement any controls
necessary to ensure accurate
and reliable tracking of all
secure items…”
Test Security Supplement, 2010-2011
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• The truth is you start tracking your test materials before
they arrive in your district:
– Advance Letters/Materials Lists
– Shipping Emails from Pearson
• Make sure that your campuses are prepared to receive,
check-in, and store test materials securely. (Who has access
to storage rooms?)
• Confirm that district personnel who are transporting
materials are authorized and understand the significance of
keeping these materials secure.
• Each campus must always have a person designated to
receive test materials – if the CTC is off-campus, then the
responsibility is on the CTC’s designee.
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• Always provide your campuses with a due date for any
additional materials they need to order.
• Every single time that materials are re-located, they must be
signed for – district-to-district, district-to-campus, campus-tocampus, – even when the campus returns them to the district
after the testing cycle. Develop a local form for the campus to
use as a verification of return when they return secure test
materials.
• During testing, CTCs must verify and account for
all test booklets each day.
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• During testing, DTCs must
find a way to monitor the
campuses.
• During testing, CTCs and
other trained campus
personnel must actively
monitor the TAs and
Monitors, the test
materials, and the testing
environments.
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Require your CTCs to have a
with each Test Administrator’s name
listed or
with each TA’s name so it is immediately
recognizable if a TA has not returned tests. If the Materials Control
Forms are not organized and utilized appropriately, it is possible to omit
a testing group from the check-in procedure.
Keep test materials for different administrations
. NEVER
store Released tests with live, operational tests or field tests. Keep
TAKS and STAAR EOC tests separated. This applies to storage areas at
the district and campus levels.
Verify that CTCs have checked for overage and unused test materials
before they return materials. Always send a “
” or “
” email to all campuses following the return of test materials.
Shipping test materials to Pearson after the due date is an irregularity.
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You must return every single test booklet to Pearson, even
those which are soiled. This must be indicated clearly on
the shipping box.
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Even soiled test booklets must be protected and remain
secured. Nothing is destroyed at the district level.
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• Sometimes even thorough preparation,
effective training, secure storage, and vigilant
monitoring will not prevent a testing
irregularity.
• Evolution has not eliminated errors!
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• Evaluate your district’s irregularities and develop rules and
tools designed to irregularities.
• Educate your CTCs and Campus Administration by increasing
their awareness of the types of irregularities occurring in your
district each year (anonymously). Also provide a report to
district administration.
• Develop action steps to intake and document alleged
irregularities.
• Call TEA to determine how best to investigate the alleged
irregularity.
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• Your goal is to develop and implement
Preventive Action Plans.
• This will hopefully eliminate the need for
Corrective Action Plans.
CERTIFICATIONS
RATINGS
TEST RESULTS
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• A Test Administrator administers a test without
a Test Administrator manual.
Require all Testing Personnel to show the CTC
their TA Manual before they are permitted to check out test materials.
• A student who was moved to a consolidation room is
allowed to submit a “completed” test without marking his
answers on the answer document.
Require your CTCs to designate a specific
“Turn-in” Person (and a “Check-In” Person as well) in the
Consolidation Room(s). Avoid the ”I thought - They thought” problem.
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• Have materials ready - whether paper and/or
electronic – so you can record the initial report of
each incident. It is best to use some type of
chart/spreadsheet with column headings such as
Campus, Test Administration, Date, Type of
Irregularity, Person Reporting, etc. as your intake
form. This allows you to summarize the number
and types of irregularities occurring during each
test administration.
• Develop a reporting system for your district.
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• In Addition to TEA Required Documentation –
–
–
–
–
–
–
–
–
–
Tracking New Enrollees
Verification of Received Test Materials
Telecommunication Device Policy
Active Monitoring
Test Administrator Checklist/Do’s and Don’ts
First Hour Check Confirmation
List of Required Documentation
Verification of Returned Test Materials
Test Irregularity Intake Form
Test Irregularity Statement/Test Irregularity Report
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(LEP- TELPAS, SSI, Exit Level Retest)
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• DTCs set the bar – remain purposeful,
patient, and professional.
– High expectations
– Learn from mistakes
• The degree of security and integrity at the district
facility is reflected at the campus facility.
– Signage, secure areas
– Processing test materials,
- on -
check-in…
YOU SET THE EXAMPLE
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Pasadena ISD Student Assessment Facility
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Exterior Cameras are posted around the facility. Staff
view the feed from the camera on our monitors.
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Guests and District Employees ring the bell to request
permission to enter.
Guests and District Employees are allowed to enter by electronic release
of the locked door. Reflective Glass prevents anyone outside from seeing
inside the facility.
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Button to release lock on front and back
doors. Guests and Employees are “buzzed in”
after their identity is confirmed.
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Department is armed with a standard alarm system
connected to entire building.
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Keypads are used on all doors to secure
storage area.
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Be cautious – additional signage is posted on doors to
secure storage areas, but that is not always sufficient to
prevent entry by unauthorized persons. Educate your
visitors and employees.
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Interior Cameras in all interior areas, including
secure storage area.
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Interior camera showing back entrances
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• TEA Security Task Force, 512-463-9536
• Test Administrator Manuals, DCCM, Test Security
Supplement, 2010-2011
• TETNs
• TEA Website http://www.tea.state.tx.us/
– Test Security
– Assessment Resources for Teachers and Administrators
• TSNAP Website http://www.tsnap.org/
• Regional Group (BRATS, CATS, MATS, etc.)
• ESC
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