Testing Calendar Testing Calendar & Organizational & Organizational

ManagementManagement

What you What you reallyreally need to know… need to know…

T-SNAP T-SNAP

Session PresentersSession Presenters

Becky McCoy, Becky McCoy, TSNAP CATS Regional TSNAP CATS Regional Director from Georgetown ISD, will Director from Georgetown ISD, will discuss the “official” Texas State discuss the “official” Texas State Testing Calendar that you Testing Calendar that you mustmust follow follow for the entire year.for the entire year.

Laurie O’Donnell,Laurie O’Donnell, TSNAP BRATS TSNAP BRATS Regional Director from Dickinson ISD, Regional Director from Dickinson ISD, will discuss the internal management will discuss the internal management (“supporting”) calendar that can help (“supporting”) calendar that can help the other one the other one reallyreally work for you. work for you.

Session OverviewSession Overview

The flow of testing activitiesThe flow of testing activities

Practical tips on how to manage Practical tips on how to manage scheduling/calendarsscheduling/calendars

The OFFICIAL State The OFFICIAL State Testing CalendarTesting Calendar

Becky McCoyBecky McCoy

CATS Regional DirectorCATS Regional Director

Overview of the Official State Overview of the Official State Testing Calendar (2009)Testing Calendar (2009)

Key resource in constant use across Key resource in constant use across the entire calendar yearthe entire calendar year

Imbedded information that is not Imbedded information that is not apparent to non-testing staffapparent to non-testing staff

COMMUNICATE SCHEDULES!!COMMUNICATE SCHEDULES!!

TIP: TIP:

E-mail or send calendars toE-mail or send calendars toMaintenance, Custodians, Maintenance, Custodians,

Food Food Service, Transportation, UIL Service, Transportation, UIL HeadsHeads

Important Reminders:Important Reminders: Official ESC Training is still Official ESC Training is still

REQUIRED BEFORE you can manage REQUIRED BEFORE you can manage October testing! October testing! (This training doesn’t (This training doesn’t count for that.)count for that.)

Superintendent’s Oath due to TEA Superintendent’s Oath due to TEA AFTER October EXIT re-testing.AFTER October EXIT re-testing.

To the extent possibleTo the extent possible, consider , consider existing local district and campus existing local district and campus calendars when scheduling training & calendars when scheduling training & TEAM decision-making!TEAM decision-making!

““Calendar year”Calendar year”formattingformatting

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

Calendar of Events – 2009 Test Administrations

What is an‘EVENT’?

What is an‘EVENT’? Note the Calendar YEAR:

2009 & Time Period:

PRIOR & AFTER

Each column is a Each column is a complete set of complete set of

activities for each activities for each test administration.test administration.

Each test Each test administration is administration is

COLOR-CODED COLOR-CODED by by program and has program and has

SEPARATE SEPARATE MATERIALSMATERIALS..

Calendar of Events – 2009 Testing

Calendar of Events – 2009 Testing

Read Across Rows

Calendar LayoutCalendar Layout

The state testing calendar of The state testing calendar of events can be divided into three events can be divided into three sets of activities.sets of activities. Pre-Assessment Events Pre-Assessment Events

(PRIOR-to-testing activities)(PRIOR-to-testing activities) Assessment Events (testing Assessment Events (testing

dates)dates) Post-Assessment Events Post-Assessment Events

(AFTER-testing activities)(AFTER-testing activities)

Pre-assessment activitiesPre-assessment activities

THE CALM BEFORE THE CALM BEFORE THE STORM?!?!THE STORM?!?!

Calendar of Events – 2009 Testing

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 toRetest to

end the 2009 end the 2009 Calendar.Calendar.

Tips of the Trade:Tips of the Trade:PRE-TESTING ActivitiesPRE-TESTING Activities Get ‘the word’ out to ALL significant groups Get ‘the word’ out to ALL significant groups

EARLY in the school year.EARLY in the school year.

Garner the support of upper administration for Garner the support of upper administration for calendar priority.calendar priority.

Gain support for ARD/LPAC/504 moratorium Gain support for ARD/LPAC/504 moratorium periods before testing.periods before testing.

Prepare templates for reporting BEFORE testing Prepare templates for reporting BEFORE testing occurs.occurs.

TIPTIP::

Always “DATE” yourAlways “DATE” yourcommunications with ancommunications with an

‘AS OF’ date!! ‘AS OF’ date!!

Assessment ActivitiesAssessment Activities

Calendar of Events – 2009 Testing

THE “STORM”THE “STORM”

Assessment ActivitiesAssessment Activities

Some days Some days have up to 4 different tests have up to 4 different tests

(LAT/TAKS/TAKS-A/TAKS-M) (LAT/TAKS/TAKS-A/TAKS-M) occurring simultaneously within occurring simultaneously within

different subject areas!!different subject areas!!

Some days Some days have up to 4 different tests have up to 4 different tests

(LAT/TAKS/TAKS-A/TAKS-M) (LAT/TAKS/TAKS-A/TAKS-M) occurring simultaneously occurring simultaneously

within one subject area!!within one subject area!!

Tips of the Trade:Tips of the Trade:DURING Testing ActivitiesDURING Testing Activities

Provide office staff with your daily calendar Provide office staff with your daily calendar of campus visits/check-in/ monitoring, etc.of campus visits/check-in/ monitoring, etc.

Schedule ‘flex time’ within the testing days Schedule ‘flex time’ within the testing days for emergencies.for emergencies.

Schedule ‘reporting time’ if a testing Schedule ‘reporting time’ if a testing irregularity occurs.irregularity occurs.

TIP:TIP:

Avoid scheduling meetings at Avoid scheduling meetings at any any time immediately before, time immediately before, during, during, or after testing!or after testing!

Calendar of Events – 2009 TestingCalendar of Events – 2009 Testing

AFTER THE BIG EVENT AFTER THE BIG EVENT IS ALL OVER???IS ALL OVER???

Post-Assessment ActivitiesPost-Assessment Activities

Post-Assessment Post-Assessment ActivitiesActivities

““Embargo”Embargo” datedate

TEA does not TEA does not allow us to copy allow us to copy the essays/short the essays/short

answer answer responses for responses for

Oct. 2009 TAKS Oct. 2009 TAKS Retest!Retest!

Parental Parental & Board & Board report report datesdates

Note Note different different shipping shipping dates for dates for ‘scorable’‘scorable’

versus versus ‘non-‘non-

scorable’scorable’

Tips of the Trade:Tips of the Trade:POST Testing ActivitiesPOST Testing Activities

Schedule check-in times with Schedule check-in times with

“incentives for excellence.”“incentives for excellence.”

Schedule additional staff to assist with Schedule additional staff to assist with

check-in process.check-in process.

Cushion check-in and shipping times Cushion check-in and shipping times

and dates to allow for resolution of and dates to allow for resolution of

problems.problems.

TIP: Schedule staff back-TIP: Schedule staff back-

up up in the event of in the event of

emergencies.emergencies.

The PearsonThe Pearson“Expanded” Calendar“Expanded” Calendar Many district testing coordinators do Many district testing coordinators do

not know about the Pearson not know about the Pearson expanded calendar.expanded calendar.

It looks exactly like the official state It looks exactly like the official state testing calendar but contains dates testing calendar but contains dates for 3 additional events in the testing for 3 additional events in the testing cycle for each test administration.cycle for each test administration.

Available only by downloading it from Available only by downloading it from the Pearson website.the Pearson website.

http://www.texasassessment.comhttp://www.texasassessment.com

Additional Events on the Additional Events on the Expanded CalendarExpanded Calendar

ESCs receive preliminary ESCs receive preliminary region reports (online)region reports (online)

Submit student ID record Submit student ID record changeschanges

ESCs receive final region ESCs receive final region reports (online)reports (online)

The Supporting The Supporting CalendarsCalendars

Laurie O’DonnellLaurie O’DonnellTSNAP Regional BRATS DirectorTSNAP Regional BRATS Director

Texas Assessment ProgramTexas Assessment Program

TAKS-AltTAKS-AltTAKS-AltTAKS-Alt

TAKS-MTAKS-MTAKS-MTAKS-M

MathMathMathMath

ScienceScienceScienceScience

EOCEOCEOCEOC

TELPASTELPASTELPASTELPAS WritingWritingWritingWriting

SocialSocialStudiesStudies

SocialSocialStudiesStudies

TAKS Exit RetestTAKS Exit RetestTAKS Exit RetestTAKS Exit Retest

LATLATLATLAT

TAKS (Acc)TAKS (Acc)TAKS (Acc)TAKS (Acc)

TAKSTAKSTAKSTAKS Reading/Reading/ELAELA

Reading/Reading/ELAELA

State Testing CalendarState Testing CalendarState Testing CalendarState Testing Calendar

FallFallFallFall

SpringSpringSpringSpring

To Do List (ASAP):To Do List (ASAP):To Do List (ASAP):To Do List (ASAP): Get Designated by Your District “Ask Ted” Get Designated by Your District “Ask Ted”

Administrator as the TAKS CoordinatorAdministrator as the TAKS Coordinator

Pearson User ID & PasswordPearson User ID & Password (yours for (yours for

management purposes & superintendent’s to view test management purposes & superintendent’s to view test results)results)

Join TEA Student Assessment Listserv: Join TEA Student Assessment Listserv: http://miller.tea.state.tx.us/list/ http://miller.tea.state.tx.us/list/

Bookmark these websites:Bookmark these websites:

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

http://www.texasassessment.comhttp://www.texasassessment.com Locate, read, and internalize the Locate, read, and internalize the 2009 District 2009 District

and Campus Coordinator Manualand Campus Coordinator Manual (DCCM). (DCCM).

8/10 – 8/28: Select Precode Option (Go to the Pearson 8/10 – 8/28: Select Precode Option (Go to the Pearson website and find information under the Precoding File website and find information under the Precoding File Specs tab.) http://www.texasassessment.comSpecs tab.) http://www.texasassessment.com

8/10: Receive OOS Registration Packets (Forward to 8/10: Receive OOS Registration Packets (Forward to campuses and remind personnel to contact potential campuses and remind personnel to contact potential testers. Post registration reminder on district website and testers. Post registration reminder on district website and advertise in the community. Registration ends 9/18. Also advertise in the community. Registration ends 9/18. Also see p. 87-88 in DCCM re. onsite registration.)see p. 87-88 in DCCM re. onsite registration.)

9/14: Review Advance Letter / Materials List (online only) 9/14: Review Advance Letter / Materials List (online only) (Go to www.texasassessment.com/tx_dist_guides (Go to www.texasassessment.com/tx_dist_guides and consult the and consult the 2009-2010 District Testing Coordinator 2009-2010 District Testing Coordinator Guide for Online Data ManagementGuide for Online Data Management. You will need a User ID . You will need a User ID and Password from Pearson to log on. See p. 53 in the 2009 and Password from Pearson to log on. See p. 53 in the 2009 DCCM.)DCCM.)

October Exit Level RetestOctober Exit Level Retest

9/7: Receive precode file layouts.9/7: Receive precode file layouts.

9/7 – 9/18: Submit precode files. (See information in first 9/7 – 9/18: Submit precode files. (See information in first bullet on previous slide. Preparing the precode file may bullet on previous slide. Preparing the precode file may require coordination with your Technology Dept.)require coordination with your Technology Dept.)

By 9/25, and before you handle any secure testing By 9/25, and before you handle any secure testing materials, you must attend a district coordinator training materials, you must attend a district coordinator training session (usually at the regional ESC).session (usually at the regional ESC).

9/28 – 10/2: Receive shipment of materials. See p. 53-58 of 9/28 – 10/2: Receive shipment of materials. See p. 53-58 of the DCCM for detailed steps to follow. Look for Box #1, the DCCM for detailed steps to follow. Look for Box #1, which will be the white box. Useful planning tools and which will be the white box. Useful planning tools and checklists may also be found in the Test Security checklists may also be found in the Test Security Supplement, which can be found at the Student Supplement, which can be found at the Student Assessment Division website:Assessment Division website:

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

October Exit Level RetestOctober Exit Level Retest

10/13: Deadline to order additional materials (See p. 59-61 10/13: Deadline to order additional materials (See p. 59-61 in the DCCM. Orders must be submitted online. Refer to in the DCCM. Orders must be submitted online. Refer to the the 2009-2010 District Testing Coordinator User’s Guide 2009-2010 District Testing Coordinator User’s Guide for Ordersfor Orders found on the Pearson website.) found on the Pearson website.)

By 10/13: Receive and distribute precoded test materials By 10/13: Receive and distribute precoded test materials and OOS/OOD materials. (See p. 62-63 in the DCCM.)and OOS/OOD materials. (See p. 62-63 in the DCCM.)

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

October Exit Level RetestOctober Exit Level Retest

By 10/13: Conduct campus coordinator training sessions. By 10/13: Conduct campus coordinator training sessions. (Use the activities specified in the Campus Coordinator (Use the activities specified in the Campus Coordinator Responsibilities section of the DCCM, starting on p. 90, to Responsibilities section of the DCCM, starting on p. 90, to plan your training. Also include Test Security and plan your training. Also include Test Security and Confidentiality Requirements found on p. 16-25.)Confidentiality Requirements found on p. 16-25.)

By 10/19: Test administrators must be trained by this date.By 10/19: Test administrators must be trained by this date.

10/20 – 10/23: TAKS Testing (Ensure proper testing 10/20 – 10/23: TAKS Testing (Ensure proper testing procedures by monitoring testing, and be available to procedures by monitoring testing, and be available to answer questions and resolve problems. See p. 67-73 in answer questions and resolve problems. See p. 67-73 in the DCCM.)the DCCM.)

Reminder: Seating Charts & Document Retention Reminder: Seating Charts & Document Retention Requirements (see Test Security Supplement) Requirements (see Test Security Supplement)

October Exit Level RetestOctober Exit Level Retest

10/26: Campus Coordinators Return Scorable Materials to 10/26: Campus Coordinators Return Scorable Materials to District Coordinator (See p. 74-75 in the DCCM.)District Coordinator (See p. 74-75 in the DCCM.)

10/27: Ship all scorable materials. (See p. 76-82 in the 10/27: Ship all scorable materials. (See p. 76-82 in the DCCM. Verify counts on the Answer Document Packing DCCM. Verify counts on the Answer Document Packing List before shipping and don’t forget to include the ADPL List before shipping and don’t forget to include the ADPL and Optional Reports Order Form on top. Make copies.)and Optional Reports Order Form on top. Make copies.)

10/28: Campus Coordinators Return All Nonscorable 10/28: Campus Coordinators Return All Nonscorable Materials to District Coordinator (See p. 83-84 in the Materials to District Coordinator (See p. 83-84 in the DCCM.)DCCM.)

10/30: Ship all nonscorable materials. (See p. 84-85 in the 10/30: Ship all nonscorable materials. (See p. 84-85 in the DCCM.)DCCM.)

See p. 86-88 for further information related to Oct. TAKS.See p. 86-88 for further information related to Oct. TAKS.

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.

October Exit Level RetestOctober Exit Level Retest

11/13: Districts Receive Preliminary Rosters (You will 11/13: Districts Receive Preliminary Rosters (You will need the Superintendent User ID and Password to access need the Superintendent User ID and Password to access these reports. Refer to the these reports. Refer to the 2009-2010 District 2009-2010 District Superintendent User’s Guide for Online Reports Superintendent User’s Guide for Online Reports on the on the Pearson website.)Pearson website.)

12/4: Districts receive Standard and Optional Reports 12/4: Districts receive Standard and Optional Reports (addressed to the superintendent) and notify students and (addressed to the superintendent) and notify students and parents by 1/1. (Distribute to appropriate campus and parents by 1/1. (Distribute to appropriate campus and district personnel. district personnel. Prepare needed reportsPrepare needed reports.).)

12/2 – 12/18: Districts submit student ID record changes. 12/2 – 12/18: Districts submit student ID record changes. (Refer to the (Refer to the 2009-2010 District Testing Coordinator Guide 2009-2010 District Testing Coordinator Guide for Student Record Changesfor Student Record Changes on the Pearson website.) on the Pearson website.)

October Exit Level RetestOctober Exit Level Retest

1/15: Corrected Confidential Student Reports (CSRs) and 1/15: Corrected Confidential Student Reports (CSRs) and labels due in districts (labels due in districts (Distribute to campusesDistribute to campuses.).)

By 1/29: Districts report results to local board of trustees. By 1/29: Districts report results to local board of trustees. ((Prepare needed reportsPrepare needed reports.).)

October Exit Level RetestOctober Exit Level Retest

Other Fall Testing ActivitiesOther Fall Testing Activities

Jul 27 - Oct 23: TELPAS Holistic Training Jul 27 - Oct 23: TELPAS Holistic Training (online TELPAS qualification window (online TELPAS qualification window closes Oct 30)closes Oct 30)

Aug - Nov: TAKS-Alt (required online Aug - Nov: TAKS-Alt (required online training/qualification process begins 8/17: training/qualification process begins 8/17: Modules 1, 2, & Modules 1, 2, & 44; 9/1: Module 3); 9/1: Module 3)

Download Revised 1) Accommodations Download Revised 1) Accommodations Manual (9/11) & 2) ARD Committee Manual (9/11) & 2) ARD Committee Decision-Making Process for the Texas Decision-Making Process for the Texas Assessment Program Manual (9/16) Assessment Program Manual (9/16) (schedule training for October)(schedule training for October)

Plan for TAKS-M Fall Field Test (testing Plan for TAKS-M Fall Field Test (testing window: Sept. 28 – Oct. 16)window: Sept. 28 – Oct. 16)

Spring 2010 Calendar PlanningSpring 2010 Calendar PlanningSpring 2010 Calendar PlanningSpring 2010 Calendar Planning

TAKS-Alt Interrater Reliability Study (more info TAKS-Alt Interrater Reliability Study (more info

coming in late September & late November for coming in late September & late November for

chosen districts)chosen districts)

EOC field testing (Alg. II & Eng. I) and/or EOC field testing (Alg. II & Eng. I) and/or

mandatory/voluntary testing in geometry, biology, mandatory/voluntary testing in geometry, biology,

chemistry, & world geographychemistry, & world geography

Online administration of TELPAS readingOnline administration of TELPAS reading

Multiple administrations for SSI testing, including Multiple administrations for SSI testing, including

TAKS-M (Gr. 5 & 8 Reading; Gr. 5 & 8 Math)TAKS-M (Gr. 5 & 8 Reading; Gr. 5 & 8 Math)

LAT testingLAT testing

Make-up testing schedules for permitted testsMake-up testing schedules for permitted tests

Testing Calendar Testing Calendar & Organizational & Organizational

ManagementManagement

Becky McCoy, Georgetown ISDBecky McCoy, Georgetown ISD

Laurie O’Donnell, Dickinson ISDLaurie O’Donnell, Dickinson ISD

T-SNAP T-SNAP