District State Assessment Plan 2016-2017 School Year Waco Independent School District Tami Wiethorn District Assessment Coordinator 1
Overview of District Plan Waco ISD is provided a District and Campus Coordinator Manual (DCCM) to adhere to with dates and specific procedures. This district plan does NOT replace that. The Waco ISD District Plan is a specific outline of activities that must occur each month to comply with the DCCM from the state. The District Plan is a supplement for our local practices. Campuses will submit to the district assessment coordinator a Campus Logistics Plan about the overall organization and who s who list for responsibilities. In addition, a Campus Plan for each test administration will be sent to the District Assessment Coordinator for test specific local information. Both of these campus plans are electronic. In addition, for high school campuses, an updated, new Individual Graduation Committee handbook, complete with guidelines, will be available in late November of 2016. Definitions District Assessment Coordinator (DTC): The DTC is the authority on who should take state tests and what tests are to be given. The DTC is also in charge of the procedures, campus trainings, and personnel trainings that occur each school year. (per TEA) Any questions, doubts, or need for clarification are to be directly communicated to the DTC. Principals and cabinet-level administrators are not allowed to impede the district testing coordinator s assessment directives. Campus Testing Coordinator (CTC): The designated person on each campus that is in charge of carrying out the district coordinator s directives for state testing. The CTC shall communicate directly with the DTC, regularly, without interference from the principal or cabinet level administrators. Opportunity to Test: A state test is put before a student to complete. When the student completes the test, a code of S (score) is marked on the answer document. If he/she becomes ill, chooses not to 2
complete the test, or provides any other plausible reason to not finish testing, then an O code (other) reason is marked on the state answer document. (Based on guidelines set by TEA) If the student is absent, then the student s answer document will be coded absent. Every effort should be made to locate the student for testing. Individual Graduation Committee (IGC): A student who has failed the EOC assessment graduation requirements for no more than two courses may receive a Texas high school diploma if the student has qualified to graduate by means of an individual graduation committee (IGC). Under the legislation, a student may not graduate under an IGC if the student did not take each required EOC assessment or a commissioner-approved substitute assessment for each course for which there is an EOC assessment. Regardless of any IGC action, a district must still provide a student an opportunity to retake an EOC if the student has not previously achieved satisfactory performance on an EOC or substitute assessment for that subject. (SB 149) District Assessment Coordinator Monthly Duties August Distribute State Assessment related dates and district state assessment calendar in print. Distribute electronic and paper based (CSR) reports for July STAAR EOC results Request lists of Campus staff members who will coordinate the following test populations and accommodations o SPED Diagnostician(s) and Case Manager(s) o 504 / Dyslexia o RTI General Ed o LPAC ELL September Remind campus Principals to check coding of 504 / SPED / ELL / LEP / STAAR students to ensure accuracy Request number of December EOC test participation numbers Update STAAR web pages Submit the December EOC test participation counts in TAMS. (Texas Assessment Management System) 3
Plan for SPED team leads, ARD facilitators, dyslexia teachers, and 504 coordinators on different tests and options. Submission window for OCT TAKS and Dec EOC opens Attend TETN s for Assessment, ELL and SPED testing updates Plan for October TAKS testing with Brazos High School Send out training dates and any pertinent information to campus testing coordinators October Distribute spring participation count form to campus test coordinators and report numbers to TOMS (Texas Operations Management System) Request Campus Logistics of Testing Report by due date assigned Request Campus Testing Plan for Dec EOC by due date Submit Precodes for December EOC Set up Online Test Sessions for Oct TAKS Testing in TOMS Train CTC at Brazos for October TAKS testing Check in with Brazos High School Oct 19-22 to ensure TAKS testing fidelity Verify and notify technology of IP configurations for online testing Complete TAKS testing online sessions by stopping them and coding appropriately November Verify campus plans are being executed properly by verbal and written communication Submission precodes for STAAR Alt 2 opens 11/05/15 Train Campus Testing Coordinators for Dec EOC testing Distribute Precode lists for Dec. EOC Distribute testing materials to campuses from warehouse for Dec EOC testing Order additional materials needed for Dec EOC testing Fill and distribute additional request orders for Dec EOC testing Distribute precodes when received Dec EOC testing Upload test booklet inventory to TESTHOUND 4
Send reminder email one week prior to Dec EOC testing about last minute details per TEA DCCM (District and Campus Coordinator Manual) Prepare the updated IGC manual for high school campuses December Remind campus to verify and communicate any 504 / SPED / ELL / LEP / STAAR updates or changes to the Campus Testing Coordinator (CTC) District receives scores from TAKS online testing and shares with campus who will notify students Monitor Dec EOC testing (Dec 5-9) by making campus visits and checking in with CTC s Campus process and pack up scorables- Answer Docs and non-scorables- Test booklets as described in the DCCM Using TESTHOUND, campuses will scan in the test booklets checked out to them and box the test booklets. CTC will number the boxes and print the box inventory sheet to provide the District Test Coordinator (DTC) CTC will meet the DTC at the warehouse for final check in of testing materials. DTC will finalize the test materials according to the DCCM and contact the shipping company for pick up File any incident report from any campus within ten days of receipt Alert CTC s of the new 2017 DCCM once it is posted on the TEA website January Request updated participation counts per ETC/Pearson schedule Enter into the TOMS system updated counts Distribute the Dec electronic scores to the District Executive Team and Principals Process the Dec data file to Eduphoria and share the data file with ELL Director and Peims Director Notify CTC when the CSR s arrive for campus to pick up from the district office Resolve TOMS warnings in the system 5
Schedule security training for technology, warehouse, administrative assistants and have them sign the noncertified oath of security Receive and distribute the paper DCCM received from ETS Submission window for student data files to TOMS opens Submit student data files to TOMS per calendar of events posted Develop and distribute the IGC supplemental manual Begin training meetings on the IGC process February Conduct annual Principal and CTC trainings Conduct Assistant Superintendent Training Review with CTC the Campus Plan and updates Post the training PowerPoints and materials for CTC to use as they train their staff at the campus on website Receive and distribute to the campuses their test administrator manuals as discussed in training Coordinate with and security train the technology department Distribute and file signed oaths from all CTC s, technologists, etc to date Review TESTHOUND usage online March One week prior to March testing send letters, emails, phone messages to remind students and parents of testing opportunity Provide signed form to DTC from campus principal verifying that reminders to students and parents were sent home. Oaths are signed by district personnel visiting campuses during formal state testing days. Send reminder emails to SPED & ELL to make sure all are coded properly in PEIMS Send EOC materials list and Precode lists to all campuses Provide, via email, an additional request form Upload Materials file into TESTHOUND Warehouse delivers all testing materials to campuses Fill campus additional orders after checking them out via TESTHOUND CTC s pick up any additional material from district office 6
April May June Email CTC check in instructions and schedule (collection of non-scorables at warehouse) (collection of answer docs at District office) Contact carrier for pick-up of both scorable and non-scorable Process and file any procedural incident reports with TEA within ten working days Coordinate with technology to ensure online environment has been tested and is ready Using TESTHOUND, campuses will scan in the test booklets checked out to them and box the test booklets. CTC will number the boxes and print the box inventory sheet to provide the District Test Coordinator (DTC) CTC will meet the DTC at the warehouse for final check in of testing materials. DTC will finalize the test materials according to the DCCM and contact the shipping company for pick up Resolve any TOMS warnings that may arrive Provide directions for the online setup of STAAR L, SOA, or general STAAR online (includes EOC s) Notify CTC s that additional materials have arrived and are ready for pick-up One week prior to June testing send letters, emails, phone messages to remind students and parents of testing opportunity Provide signed form to DTC from campus principal verifying that reminders to students and parents were sent home. Testing May 2-4= EOC Testing Testing May 8-11= 3-8 testing As previously stated in April, CTC s will follow guidelines provided and return all testing materials on the specified date and location Process and file any procedural incident reports with TEA within ten days of receipt 7
July Distribute April/May EOC scores both electronically and paper based to District Administration and Principals Upload data file to Eduphoria Send Data file to Peims Coordinator and ELL Coordinator Notify CTC s of CSR arrival and set date to pick up Prepare for June 19-23 Administration Send the Precodes to CTC s upon arrival Upload the materials data into TESTHOUND Provide additional online order form Warehouse distributes June materials to all campuses Notify CTC s that additional materials have arrived and are ready for pick-up One week prior to June testing send letters, emails, phone messages to remind students and parents of testing opportunity Provide signed form to DTC from campus principal verifying that reminders to students and parents were sent home. Resolve any TOMS warnings that may arrive Update data files in Eduphoria when results arrive Send data files to Peims and ELL directors Essential Notes The District Testing Coordinator (DTC) shall report first and directly to the superintendent when a major testing/potential testing incident is reported. The DTC shall provide a written review of all CTC s by May 15 th of each school year. The written reviews will be provided to the superintendent and appropriate assistant superintendent for discussion with campus principals. Reviews will be included in the CTC s annual evaluation. If the DTC feels the CTC is not satisfactorily fulfilling the essential tasks of the position and the principal is in disagreement, the superintendent and HR director will resolve the situation. 8
During state testing periods, campus testing coordinator (CTC s) report directly to the district testing coordinator about all concerns and directions regarding state assessments. If the Campus Coordinator is directed otherwise by the campus principal or an upper level cabinet member, the campus coordinator is to contact the district coordinator immediately to resolve the situation. The Superintendent will be notified and become involved as necessary. The district testing coordinator in conjunction with Region 12 shall provide training for the IGC process. The DTC and PEIMS coordinator will provide deadlines, forms, and formatting for the submission of names and dates of students attempting the IGC. (A supplemental manual that includes more detailed and updated guidelines will follow in late November 2016) Student use of alternate assessments such as ACT, SAT, or TSI will be documented by the campus and results sent to the DTC and Peims director by specific deadlines for verification purposes prior to graduation. Students must pass the subject test with scores that are available from TEA in order to be exempt from an EOC test. Reporting a potential or blatant testing violation is everyone s duty and obligation by law. Campus coordinators/anyone should contact the DTC immediately concerning information about a testing/potential testing violation. The DTC will only communicate that information directly to the Superintendent and an investigation into the matter will be conducted. Principals and cabinet-level administrators are not allowed to impede the district testing coordinator s assessment of a testing/potential testing investigation. If anyone is directed otherwise by the campus testing coordinator, campus principal or an upper level cabinet member, the individual is to contact the district coordinator immediately to resolve the situation. The Superintendent will be notified and become involved as necessary. 9
Should the campus administrative team or the district executive team have questions/concerns about the district s testing procedures or protocol, they should first contact the district testing coordinator. If issues are not resolved, they should contact the district superintendent. 10