Testing Calendar and Coordination Notes (Comprehensive)

Testing Center Coordination and TSIA/PSAT Planning (Comprehensive Notes)

• Overview and context

  • Discussion about returning to be the testing center for CSIA/TSIA math and reading; confirmation that the site can serve as the testing center.
  • Training plan exists: three trainings for TSIA, plus proctor trainings required for whoever will proctor; proctor training is via the Accuplacer website.
  • Accuplacer representative referenced (Deborah) and organization identified as Accuplacer.
  • Goal this year is catch-up: ensure testing for all grade levels as per plan, then sustain annual schedule.

• Testing center logistics and staffing

  • Training requirements: TSIA requires three trainings; proctor also must complete Accuplacer trainings.
  • Training end users: Jamison and Rutledge involved; need access to recording from prior day.
  • Staffing: four people identified as testing coordinators to be trained (Jamison, Rutledge, Colley, and one more). Decision pending on whether to train all four now or stagger.
  • Contingency planning: if someone is sick, others must be trained to cover; PD days in fall were discussed; need to ensure coverage.

• Grade-level testing targets and sequencing

  • 10th grade: test all tenth graders at end of tenth grade year after spring break (focus on reading and math in later steps).
  • 11th grade: mandatory testing for reading and math; some 11th graders will require both tests; seniors may also need both.
  • Scheduling challenge: balancing multiple cohorts and test windows within a single school year; need to land on concrete dates.
  • Early 11th grade math: testing window constrained post-spring break; placement discussed around Algebra II and TSIA math.
  • Reading window for 11th grade: TBD; candidates consider February, March, or pre-spring-break timing; SAT administration for 11th grade also discussed (TBD in March).
  • PSAT/SAT planning for 11th grade: PSAT scheduled for October; SAT administration discussed for March; PSAT (October 22) for 11th grade; SAT day planned for early spring (March 5 date discussed later).

• TSIA math planning (11th grade)

  • Juniors will have one TSIA math test day in April; this is the main math assessment for juniors that month, with potential seniors who still need it also included.
  • Scheduling question: should TSIA math occur before or after the US History EOC (which is April 15)? They debated before/after and ultimately planned to avoid overloading the week of testing and to limit instructional time loss.
  • Proposed windows and dates (discussion culminated in a plan to test around late April):
  • Potential options discussed: April $28$, $29$, or $30$; aim to maximize space and minimize impact on other exams and track events.
  • They considered testing on the week after US History (April 15) and avoiding conflicts with STAR and MAP; the goal was to minimize disruption and ensure enough time for each session.
  • Space and logistics for TSIA math
  • Considerations for using the gym or cafeteria with desks and test dividers; possibility of locking down space and running multiple rooms.
  • Timing: tests typically take $ext{approximately } 1.5 ext{ to }2.5 ext{ hours}$ per session; plan for morning and afternoon sessions; ensure bus riders and lunch adjustments are considered.
  • Discussion of two sessions versus one; preference leaned toward two sessions to move more students through with limited space.
  • Inclusion of twelfth graders
  • Some twelfth graders may be included if they have not completed TSIA math; otherwise, they may be directed to take it at community college (COM) with waivers or vouchers if applicable.

• TSIA reading planning (eligibility and timing)

  • TSIA reading is targeted for juniors (especially those aiming for dual credit) and certain seniors who need it; focus on students who have finished English I and are ready.
  • Timing: aim to complete before Christmas for dual-credit eligibility in second semester; otherwise November window discussed for reading (see November plan below).
  • November 2023 window considered for TSI reading and related retesting; discussion of single/multi-day blocks to handle up to ~300 students across days.
  • Makeup plan: in case some seniors miss reading, a makeup day planned for late November or after Thanksgiving window; emphasis on making sure seniors who could pass both portions have the opportunity to do so.

• PSAT, SAT, and ACT planning

  • PSAT
  • PSAT for 11th grade: October 22 (PSAT for 11th grade is October 22).
  • Rationale: PSAT prep materials exist in IXL; plan to inform English teachers and prep students via English classes.
  • SAT
  • SAT window planning: Spring window discussed; a specific 11th-grade SAT date identified as March 5 (tentative, to be confirmed with board and funding).
  • SAT day logistics: consider all junior and interested senior participants; budget and funding discussed.
  • Registration: SAT registration windows include dates in October, November, December; detailed planning required to align with school day or weekend schedule.
  • Waivers and vouchers: discussion of waivers for economically disadvantaged students through community (Calm) and possible $10.50 voucher cost per student for SAT/TSIA testing; waivers may cover costs; need to confirm with Calm contact (Earl Alexander) and procurement.
  • ACT
  • ACT testing considered as a possibility given student interest and potential performance benefits; not scheduled as a school-day event; funding and voucher logistics discussed; decision pending on whether to run by case-by-case basis.

• ASVAB and CCMR implications

  • ASVAB discussion clarified that it is proctored by the military; not tied to CCMR credit; primarily a career guidance tool, not a CCMR outcome driver.
  • Junior-focused administration discussed; two identified students (e.g., Julius) confirmed to participate; March 25 date mentioned for ASVAB in planning.
  • Considerations for coordinating with JROTC and district support; explore reaching out to a test administrator for campus-wide ASVAB coordination.
  • Clarified that CCMR credit is no longer automatically tied to ASVAB results; career guidance focus remains.

• MAP, benchmarks, and other assessments

  • February window: Telpass (February 16 through March 27); STAR field testing for English I on February 3; MAP testing windows discussed (February 21–29) with emphasis on heavy testing load that month.
  • February MAP testing concerns: ensuring juniors benefit from MAP data for career guidance and that sophomores may not be ideal for MAP due to age/needs.
  • Benchmarking: February 24–25 window discussed; January/early February STAR assessments referenced.
  • Plan to use MAP and STAR results to guide college/career readiness for juniors; ensure alignment with funding and data reporting.

• Enrollment, data management, and data transfer workflows

  • Master testing list issues: concerns about missing students and retest candidates; need for a comprehensive master list of seniors lacking tests.
  • Skyward and TIDE integration: TSDS IDs needed; transfer data from CAS into Skyward/TIDE; ensuring transcripts reflect test results.
  • New student enrollment tracking: update process to include TSDS numbers on the enrollment tracker to prevent missing students.
  • Data workflows: plan to train four testing coordinators (Jamison, Rutledge, Colley, and another) to handle data entry, retesting, and reporting.
  • Data handoffs: sharing master lists with Colley and using the MSC contact to manage ClassLink IDs/TSDS IDs for test administration.
  • Training and coordination: agreement to train all four coordinators to cover sickness or absence; ensure campus-wide testing coverage without gaps.

• IXL test prep, access, and logistics

  • IXL test prep activated for TSIA and PSAT/SAT prep; planning to ensure all students have access via ClassLink.
  • IXL licenses: math licenses expire in February; need to maximize usage before February and then reassess funding for continued access.
  • English and math departments to coordinate: ensure all students log in, access IXL, and use test prep materials.
  • Dual credit and collegiate students: ensure test prep resources are available to dual-credit and collegiate students; potential expansion of IXL access and prep materials.
  • Master list for IXL participation: obtain a roster of students who have signed up for IXL, and target those who have not yet signed up.

• Voucher and funding logistics

  • TSIA vouchers: cost is $10.50$ per student; registration deadlines for SAT/PSAT and TSIA vary by window; waivers may apply for economically disadvantaged students; need to confirm with Calm.
  • Classroom/department responsibilities: English teachers to assist with PSAT prep materials; math/ELA departments to ensure student access and usage of test prep resources.

• Space and scheduling considerations

  • Space usage: gym with desks and dividers; cafeteria with chairs; need to confirm with district facilities about furniture suitability and comfort.
  • Test day scheduling considerations: minimize instructional time lost; coordinate around track meets and other events; avoid heavy disruption in the testing calendar.
  • Daily capacity planning: rough estimate of about $100$ students per day for testing, with a target of around $300$ students across multiple days.
  • Session planning: two sessions per day (morning and afternoon) to maximize throughput and limit bus-rider conflicts; avoid scheduling during bus-ride windows.
  • Test-proctor logistics: ensure enough proctors and test rooms; plan to rotate through rooms to reduce setup/teardown time.

• Makeups, retests, and senior-focused makeup day

  • Senior makeup day planned for $April 30$, strictly for seniors who missed tests; other makeup sessions may occur earlier or later depending on schedule.
  • EOC retesters: December retesting window discussed; need to compile a master list of seniors lacking tests and share with Colley.
  • Makeups for others: potential makeups outside senior-only day to ensure all students meet testing requirements; contingency planning for additional makeup days if needed.

• Data integrity, reporting, and communications

  • Ensure all retest data is captured and entered into Skyward/TIDE; fix gaps in data entry that have caused missed retesting.
  • Plan to generate and share a master list of students who still require tests with the testing coordinator team.
  • Coordination with CALM (test vendor) for voucher processes and test administration logistics; confirm contact (Earl Alexander) and get a point of contact for voucher guidance.
  • Communication with English three teachers about PSAT prep resources; share plan for IXL PSAT prep usage and test prep materials.
  • Documenting the rationale behind testing decisions to help student buy-in and understanding (why certain tests are scheduled when they are).

• Action items and next steps

  • Confirm voucher status and obtain approvals for SAT/TSIA vouchers; contact CALM for guidance.
  • Lock in TSIA math dates: April $28$–$29$ for test sessions; April $30$ for senior reading/retake makeup if needed.
  • Lock in TSIA reading and makeup windows: November (targeting 18–20 for non-dual-credit eligible juniors/seniors) and makeup date(s) for seniors on or after April 30.
  • Finalize PSAT/SAT dates and approvals: March 5 for SAT (tentative); October 22 for PSAT; determine whether SAT school day vs. traditional day is used; confirm funding and waivers.
  • Finalize ASVAB plan: confirm March 25 date (or nearest available); coordinate with JROTC and CIC for CCMR implications.
  • Finalize ACT consideration: decide whether to offer ACT; determine voucher options and school-day feasibility.
  • Develop a master data workflow: align Skyward, CAS, TIDE, and ClassLink IDs; ensure new student TSDS IDs are captured; train staff on data entry and retrieval.
  • Ensure IXL access for all students: confirm ClassLink login setup; coordinate with math and ELA departments; track license expiration and renewals.
  • Create communication materials for English teachers and counselors about PSAT/SAT prep resources and test benefits to motivate students.
  • Schedule campus testing coordinator training for all four coordinators (Jamison, Rutledge, Colley, and the fourth member); confirm online vs. in-person format and total duration (several hours).

• Key numerical references and timeframes (formatted in LaTeX where applicable)

  • TSIA testing window planning for math and reading: April $28$–$29$ (math) with $April 30$ as senior makeup day for reading or makeup as discussed
  • Test durations: $1.5 ext{ to } 2.5 ext{ hours}$ per session
  • Estimated daily capacity: $100$ students per day; total planning around $300$ students across three days
  • Voucher cost: $10.50$ dollars per student for TSIA/SAT testing
  • PSAT date: October $22$ for 11th grade
  • SAT date planning: March $5$ (tentative) for 11th grade
  • Telpass window: February $16$ through March $27$
  • STAR field testing for English I: February $3$
  • MAP testing window: February $21<strong>–</strong>29$
  • End-of-testing window: last testing day for district goals mentioned as around April $21$ (Algebra I)
  • November 18–20 (proposed November reading window for ELA)
  • November 19 (Wednesday) as a potential makeup/alternative date in November window

• Connections to broader principles and practical implications

  • Align testing with college-readiness goals (TSIA, PSAT, SAT, ASVAB) to support dual credit and CCMR outcomes where applicable.
  • Balance assessments with instructional time to minimize loss of class time (e.g., two testing sessions per day vs. one).
  • Ensure data integrity across systems (Skyward, TIDE, CAS) to accurately track retests and transcripts; emphasize new-student TSDS IDs.
  • Leverage IXL and other digital test prep tools to increase student preparedness; coordinate access across math and ELA departments.
  • Use test scheduling and proctor training to ensure compliance with vendor requirements and to maintain school operations during testing windows.
  • Consider equity and access (waivers for economically disadvantaged students, family communication about test benefits) to maximize participation.

• Ethical, philosophical, and practical implications

  • Ensuring fair access to testing and prep resources for all students, including dual credit and non-dual credit pathways.
  • Transparency with students and families about testing purposes, timelines, and how results influence postsecondary opportunities.
  • Responsible data management and privacy when handling TSDS IDs, Skyward, TIDE, and enrollment data.
  • Avoiding overburdening students with testing during critical instructional periods while meeting mandated assessment requirements.

• Summary of the current plan (as discussed)

  • TSIA math: targeted for April 28–29; senior makeup reading on April 30 if needed; potential inclusion of some 12th graders depending on completion status.
  • TSIA reading:November window for juniors/seniors as appropriate; makeup day to be scheduled.
  • PSAT: October 22 for 11th grade; prep materials via IXL; plan to communicate benefits to English teachers for student motivation.
  • SAT: March 5 planned date for 11th grade; vouchers and waivers under consideration; 4-year window guidance for juniors and some seniors.
  • ASVAB: March 25 considered; primarily for college/career readiness guidance, not CCMR.
  • ACT: potential future consideration; evaluate feasibility and funding.
  • Data and enrollment: implement master lists, TSDS IDs, and data transfer between CAS, Skyward, and TIDE; train four coordinators; implement new-student tracker with TSDS IDs.
  • IXL: ensure universal access for prep across math and ELA; license management to prevent mid-year gaps.
  • Space planning: leverage gym/cafeteria with dividers; plan two sessions per day; coordinate with track and other events.

• Final note

  • The plan is iterative and will require calendar verification, exact approval on dates, and ongoing coordination with vendors, English/Math departments, and district admin. The team should reconvene to lock dates, confirm funding sources, and finalize the master testing calendar and data-tracking procedures.