Milestones – Roles and Responsibilities

Jenny Allen | Training and Development Coordinator

Spring Testing Training 2014-2015

Agenda• Testing Expectations and Schedule• The Role of the Homeroom Teacher• The Site Team Site Coordinators (2) Accommodations POC Site Visit POC Communications POC Tech POC Sign In POC Examiners• NEW! Frequently Asked Questions!• Resources• Open Office• Quiz• Contact Information

Testing ExpectationsAll GCA certified staff are REQUIRED to attend state testing administrations

and state testing training.

These testing dates are considered critical days for staff. Vacation and/or personal time off will not be approved during these testing windows. You may be asked to travel to administer a state test (GHSWT, GHSGT, Georgia Milestones EOCT, Georgia Milestones) as part of your job as a Georgia Cyber Academy staff member. If you are assigned to travel during Georgia Milestones Testing (Former CRCT/EOCT), you could be away for up to two weeks. Please note that if you have a student enrolled at GCA, for test security purposes you will NOT be assigned to your child’s test site (no exceptions).

Please make sure that you make arrangements for personal responsibilities prior to the testing window, as lack of childcare and distance will not be excused absences from testing. If you have extenuating circumstances that will prevent you from travel/testing please contact your direct report.

Test Dates for the 2014-2015 are listed on the GCA Staff 2014-2015 calendar.

Ensure that you mark ALL of the RED testing dates on your calendar since you will not know which tests you will be selected to administer.

ALL teachers will be used for the Georgia Milestones Spring administration,

the other tests will vary.

Milestones Training ScheduleWeek of 2/20: Milestones Overview Part 1 – EOG

Week of 3/6: Milestones Overview Part 2 - EOC

Week of 3/27: Roles and Responsibilities

Week of 4/10: Let’s Tie Up Loose Ends

Accommodations Virtual PD March 24th 8:30-12:30 Accommodations Changes/Small Group Arrangements

Nicole Bahret 504 Accommodations and Emergency 504 Training

Zakia Funchess Testing Irregularity Process

Scott Dorsey Script for Accommodations & Communicating to Families

Sarah Lucas

OneNote Tip• Create a Notebook in One Note - Testing • Create tabs to help organize testing information.• Site Team• Trainings• Family Communications

TAKE NOTE: indicates information you may want to add to your training folder.

Main Administration

EOG End of Grade April 20th – 24th

EOC End of Course April 27th – May 1st

Our Goals..• Great Testing Environment!

• Calm Learning Coaches and Students!

• Happy Examiners!

• No Testing Irregularities!

Examiner’s ManualsPLEASE PRINT AND READ the Examiner’s Manuals!

If you don’t have a copy, please download from the DOE site:

EOG resources: http://

www.gadoe.org/Curriculum-Instruction-and-Assessment/Assessment/Pages/Georgia-Milestones-EOG-Resources.aspx

EOC resources:• http://

www.gadoe.org/Curriculum-Instruction-and-Assessment/Assessment/Pages/Georgia-Milestones-EOC-Resources.aspx

Homeroom TeacherDuties:1. communicate assessment dates during conferences.2. work closely with learning coach in test prep.3. complete all testing trainings.4. monitor absences of homeroom students.5. report withdrawals of homeroom students.6. report missing accommodations on roster for homeroom

students.7. communicate site change requests of homeroom

students to testing @gacyber.org. DO NOT share email with families, this is for internal use only!

8. site changes only happen for address concerns and extreme circumstances, not just because two friends want to be at the same site.

9. report accommodations to site coordinator.10. Health and Emergency forms will come from SC in TVS but HR

teachers can serve as a resource as well reminding them that all site communication will be coming from the SC.

Site TeamThe roles and responsibilities below will be assigned to each site team member in addition to their role title.

All team assignments will be determined by the Site Coordinator.

• Site Visit POC• Communications POC• Tech POC• Sign-in POC

The Site PlanSite Coordinators, and APOC (Accommodations POC)

will create the site plan together.

• First drafts are due on 3/6 and will be uploaded in SP…Testing_Site Plans DRAFT 1

• Site Plans will be named using the following convention: test site name_DRAFT1

• Once the site plan is loaded in SP, the plan will be assigned to a reviewer.

• Once changes are made, the site plan will be deleted, by the Assistant SC from the DRAFT 1 folder and place the updated plan in the DRAFT 2 folder

• The Assistant Site Coordinator will notify the plan reviewer to alert them that a new plan has been loaded.

• Final site plan submission due- March 27, 2015. No exceptions.

Site Coordinator• You will have 2 SCs – 1 for EOG and 1 for EOC

• EOG takes the lead 1st week• EOC takes the lead 2nd week

Site Coordinator• complete all testing trainings.• send site confirmations to students on site roster.• report known absences of students on site roster.• report withdrawals of students on site roster.• report missing accommodations on roster for

students on site roster.• confirm site changes with system test coordinator &

primary teacher & make changes on your sign-in sheets & rosters.

• report test day attendance to assigned monitor.• oversee sign-in/sign-out.• keep track of & keep secure materials.

Site CoordinatorsStep 1

1. Review your site team.2. Create an Outlook distribution list with each of their

emails3. Create a virtual folder to house all of your site items 4. Email your team to introduce yourself. 5. Create an Outlook invite to have a virtual site team

meeting - Recommend combining the EOG/EOC meeting.

Site CoordinatorsStep 21. Create your first draft site plan based on your site student list

– SP – Testing – Milestone Specific – EOG/EOC Student by Site – PW – GCAteam and then save to your desktop.

2. If you are unsure of how to create a first draft site plan, listen to this recording created by Laura Burch

Site CoordinatorsStep 31. Call your site contact person which is listed on the Site

Specific Spreadsheet in SP2. Set up a time to visit the site and take pictures of the

following:Where parents parkWhere students/parents will enterCheck in or waiting area (if available)Testing roomsRestroomsWater fountainsAnything that will assist students/parents in acclimating to the testing environment

Site CoordinatorsStep 4: Create your PPT for your team site meeting

The roles and responsibilities below will be assigned to each site team member in addition to their role title.

All team assignments will be determined by the Site Coordinator.

Site Visit POCCommunications POCTech POCSign-in POC

Scripts for student/LC communication

Akosua and team will email you a kmail script for you to send to students regarding site assignments and what to attach in your kmail.

Allison will send a BBC call to the district to let them know they are receiving testing sites.

Use the kmail script that Akosua sends for conformity across all sites, but you may need to tweak to fit your site.

Site CoordinatorsDuring the site team meeting assign tasks:1. At the beginning of the meeting, have everyone share their

phone numbers and place them in cell phones right then.

2. Once your site plan is confirmed SC will split up the GEN ED student list between the team members to call (template provided). APOC contact accommodations to confirm. Check with caseload manager if discrepancies. If confirmed with caseload manager, alert SC to adjust site plan.

3. Points of interest creator.

4. BBC creator of reminders before/during testing to be sent to students.

Site Coordinators To Do List Schedule/create a site information meeting for LCs/Students

through CC integration . Record for those who are unable to

attend.

Goody bags for team members (optional)

Name badges for volunteers/proctors (if you have those)

Created testing boxes for each room (optional)

Sign in/out rosters (Recommend waiting until 4/17 to create)

Signage for site and (laminate so you can use year to year).

Contact your volunteers and assign responsibilities (if

applicable)

Create parent reminders for sign in area.

Week before test tasks

1. Kmail families.

2. Confirm with your POC accommodations are

correct.

3. Finalize your testing boxes items.

4. Continue to check your site list for changes/WDs

and make corrections on your sign in sheet.

Before the 1st day1. If possible, put up signage and ensure test site is set up with

tables/chairs.

2. Pack car with test boxes/testing materials.

3. Have a cooler with your preferred beverage (well within

limits). You will need this.

4. Pack your lunch.

5. Charge your phone.

6. Print final sign in/sign out list.

7. Print your parent reminders for the sign in area.

8. Create/print reminders for Day 1 for meeting before testing

doors open.

Setting up Your Site

• Decide what teacher and grade levels will be in each room.• Have everything organized as students arrive.• Decide how you will set up your sign-in table/s• Have all extra forms/sign-in sheets with pens on the table/s.• Locate exits, bathrooms, etc.

Arrive at least 2 hours before students are due to show, as some will be early!

Best Practices from Amadi McGee

The parent reminder flyers went on the sign-in tables that they received on day 1 to eliminate any anxiety.  The projection image was displayed throughout the building for the entire week, in every testing room and in the hallways on their flat screen TVs and projections screens. This way I did not need to have poster board up. We also made one for this week for EOCs.

I made the visual layout map for my team and gave it to them at F2F Training in a folder along with their typed accommodation cards, student rosters, a notepad for notes and other information that was important for the site/team.

Site Visit POCDuties:1. complete a test site visit 2. create a Power Point to be shared with your site team. 3. get the emergency plan from the site.

Power Point will include the following: Points of interest – things for LC’s to do while they are waiting for their

child/children while they wait for testing to be completed. No parents should be allowed to linger in the halls outside of the

testing rooms. If you test site is in a hotel, parents may NOT wait in the hotel lobby.Emergency plan – (Site Visit POC(s))Based on the information received, the information will be included in the expectations portion for parent information.

Site VisitItems to discuss with your contact person:1. If you can come early to set up. 2. What time you can arrive for testing.3. A key or how to get into the building.4. Confirm your testing rooms/restroom locations/if parents may

wait.5. Confirm the time you have the building – you will want to

make sure there isn’t another event following you, especially on Day 1 and 3 which tend to run longer.

6. Internet service/log in information.7. If you can bring an outside drink/cooler.8. Do they have a refrigerator to hold your team’s lunches.9. Do they have an emergency exit plan.10. How can you display your signs? Can you use tape?11. If there are windows do you need to cover – how to cover

windows in doors, if distracting. 12. Confirm table arrangements/set up.

Communications POCDuties:Student Communication • Students/Families will receive all communication from the

assigned site team member: however there should be more than one site team member on the communication team to prepare the communications.

Parent/Student communication/expectations: • Student site assignment communication will go out week of

March16th (Kristen Blanda will send template).• Personal phone calls as well as BBC messages will be made to

each student regarding the test site information (BBC message script will be sent).

• This person will be responsible for creating and hosting Blackboard Collaborate sessions. Each site team will schedule a mandatory session for parents and students on Friday 3/27/2015. These sessions will be held during our training time that Friday.

Tech POCDuties: At each site where tests will be administered via computer, the Tech POC, will:

1. communicate with the stand-by tech assistance team.2. ensure that all the necessary items are at the test site on day

one. 3. responsible for charging plan for computers.4. responsible for test tickets.

Sign in POCDuties:

1. coordinate sign in.2. create sign in sheets based on the site plan that is

provided by the Site Coordinator.3. sign in POC and Site Coordinator will review the

sign in sheets.4. please be sure you do not have sign-in sheets or

posters labeled as “accommodations”.

Accommodations POCAll communication about accommodations will be

messaged by the APOC.

• Other Duties:

• With site coordinator and assistant site coordinator, create the site plan.

• ensures appropriate documentation (ieps, iaps, 504s and ell plans is maintained.

• ensures testing accommodations are documented for site teams.

• ensures teams understand approved testing accommodations.

• Verifies special coding is correct.

• report missing accommodations on roster for students on case load

• case managers should call & remind students on case load of dates / follow up with a k-mail

• offer test tips & encouragement

• Create a folder for each student with accommodations, labeled, and with a copy of their IEP/504 with their accommodations highlighted and stapled to the inside of the folder. (If a paper/pencil format – keep their answer documents and books for each student in their folder as well.)

Test boxes for each room (optional) Paper to record time (just tape each

day in a spot students are able to see) Band-aids Extra pencils Sharpie Expo marker Scratch Paper (For Wednesday – Math

day!) Tape Tissues Paper towels/baggies (for clean up and

spoiled tests – Let’s hope these DON’T get used)

Pencil Sharpener Post its Clock – cell phones will not be used for

timing Extra AA battery (for clock)

Clipboards with check in/check out form/Paper for notes on students (example – finishes very quickly, again do not share with LCs)

Extra Word Searches Bag for your daily drawings Blank paper for the drawings Student name tags – Students return

at the end of each day! Goodie bag (Drawing each day 3 – 4

items ) Once a name is drawn I would throw it away, but of course they would get to put their name in the drawing for the next day (optional)

Extra Health and Emergency Forms Extra name tags, if needed Incident Report Forms (hopefully you

won’t use any of these!)

Examiners• attends all professional development sessions.• ensures security of materials. • follows procedures for handling materials.• reads examiner’s manual before test & follows

instructions.• maintains control of testing environment.• keeps children on task & on time.• allows students to leave room only in emergency.• counts & verifies all test materials before & after test.• inspects answer documents for accurate bubbling.• inspects answer documents for stray marks.• inspects answer documents for entry of form number.• ensures that no instructional related materials are

displayed.

Tips for examiners• read test manual thoroughly prior to testing• read e-mails thoroughly and organize emails.• talk to mentors and previous year GCA teachers.• pre-site visits by coordinators and/or assistants.• meet & plan with site examiners/proctors.• monitor weather reports. • arrive at site ahead of time for set-up.• own your site / make wise, professional decisions.• avoid irregularities/invalidations.• wear name badge at all times.• dress in layers.• wear comfortable shoes.• no jeans or tennis shoes should be worn during testing.• do not plan to go out for lunch (“brown bag”)

Room Set UP• Some sites will have room for a separate sign in table per grade

level and some may have one table with all sign sheets (per grade level in one location)

Room Set Up• Make sure students are seated by grade level if you are have to

test multiple grade levels together.

Inside the Room**Helpful hint – put student names on table or put colored sheet of paper on table to help students know where to sit.

How to Set-up Your SiteMake sure your doors have the following sign on them:

• “Testing: Do Not Disturb”

Preventing Emergencies/Irregularities

• Decide what teacher and grade levels will be in each room.

• Have everything organized as students arrive.• Decide how you will set up your sign-in table/s• Have all extra forms/sign-in sheets with pens on the

table/s.• Locate exits, bathrooms, etc.• Double check all materials including

accommodations materials before you leave the GCA office.

• Make and review plans before the testing.• Visit site, check tables and chairs.

Preventing Emergencies/Irregularities

• Site Coordinators – follow training protocol• Test Examiners – follow site protocol

• Each step/procedure requires team effort

• EVERYONE is responsible/accountable for testing security to include materials and the administration of the test.

Building Exit Plans• Locate exits on the first day of testing. • Have a plan.

• If testing is interrupted at any time during the test session (by a fire emergency or a student becoming ill etc.):

• Note the time the interruption begins so that you can calculate the amount of reserved time the students will need to complete the test session.

• If students must leave the room during testing, be sure to lock the door to ensure the security of the test materials.

Miscellaneous Tips Forward your work phone calls to your cell phone so parents

can contact you at site in case of emergencies, but you can give them your work number, instead of your personal cell number.

Bring pain reliever as you will probably need it.

Bring your sense of humor, as you will definitely need it.

Breathe in, breathe out, move on and enjoy the ride!

Resources• Examiner’s Manual & Online Examiner’s Manuals: Please Read BOTH manuals below:

EOG• http://

www.gadoe.org/Curriculum-Instruction-and-Assessment/Assessment/Pages/Georgia-Milestones-EOG-Resources.aspx

EOC• http://

www.gadoe.org/Curriculum-Instruction-and-Assessment/Assessment/Pages/Georgia-Milestones-EOC-Resources.aspx

Face to Face Testing PD• April 13th – 16th

• Required to attend one day only.• Site Teams• Training• Materials Pick up

Frequently Asked Questions!Accommodations• Can I place read-aloud/extended time in the same room?• Yes, you can. Since they are taking the online administration they will

have head phones on and can be mixed in the group with other students.

• How many can be in a small group?• There is actually no state guideline regarding the exact number. GCA

will be adhering to 15 and under.12 is ideal.• My student has a word processor accommodation. Will they

take the entire test on the computer or just the writing portion?

• EOG students will take the entire test online. EOC students can take some subjects in paper/pencil and others online

• I have other accommodations questions? I have never done this before. Who can help?

• Please contact your accommodations APOC or Special Education lead in your school, they are on hand and ready to help. However there will be an in depth accommodations training for everyone on March 24th.

Frequently Asked Questions!Online Questions• Where are all of these computers coming from?• We have contracted with an outside Technology company to provide

chrome book style laptops for our students. All sites will have some computers since read-aloud accommodations will be conducted online.

• Can I mix online students and paper/pencil students?• No, you will have different examiner manuals/procedures• Will my site have internet?• Yes, each site will have internet capabilities provided by Cantey

Technology. The large “online-site” will have an onsite technician and the internet will be monitored during testing.You will get detailed information about your site at a later date. There will be technology training strictly for site coordinators to give you an overview of the system and how to test students online.

• I am an online site, is my capacity accurate for computers?• When sites were booked we worked with the staff to determine how many

students would fit in the room with computers. There is a 10% decrease in the capacity of the rooms listed on the information tab. You will need to do a site check to confirm, since we could not visit every site.

Frequently Asked Questions!• I am concerned about computer set-up.• You will only be responsible for turning the computer on. Once it is on,

there will be an icon that you click to begin the test. Students will enter their login information and be ready to test.

• Are these computers insured?• As always we need to care for the equipment like it is our own,

however the computers are insured by Cantey Technology.• What is the back-up plan if my site goes down?• Paper/Pencil. Details regarding this process will be shared at a later

date. Plan for an online administration. Paper/Pencil would only affect accommodation read-alouds in terms of your site organization and that would most likely have to be handled in a make-up situation. We have invested a lot into Cantey, and are quite confident that things should run smoothly. However we do have a back-up plan.

• We will not have paper/pencil for all computer test as a back up….if they go down, Cantey will work to get them back up. plan.

Frequently Asked Questions!• Will I have to set the computers up every day?• This depends on your site. You will be given a detailed online site

packet giving you all of the required information and contacts for your individual site. Some sites are able to leave computers up overnight, and some have to store the computers in another area at night. They will be set-up by the technology company Cantey the first day with an onsite representative.

• How will we get the computers?• Cantey will be coming to PD to sign the computers out for sites that

just need read-aloud computers. They will be delivered and set-up at the online sites.

• How are they packaged? Are they heavy?• The computers will come in small crates that contain 5 computers.

Each computer kit comes with a mouse, headphones and all necessary cords for charging. Internet capabilities are included as well.

• Sites will share the load of taking these things from PD. (All-Online sites will have them delivered. Paper/Pencil sites will need to take some computers for read-alouds)

Frequently Asked Questions!Logistics• I am switching kids to another site.• After reviewing this with your AA/director please email

testing@gacyber.org. CC the site coordinator at the other site. • We will switch the students and keep a list so that if they request a

switch-back we can let them know they were swapped due to space/logistics in providing the accommodations at the previous site.

• In order to move students, both site coordinators need to discuss and agree.

• Subject: Student-ID Number-Move from site-A to site-B• Student Name:• Student ID:• Family ID: (We need this to move siblings)• Site Assigned:• Site Requested:

THANK YOU

FOR COMPLETING THIS TRAINING!

Questions?Jenny Allen – Training and Development Coordinator

Ext#104jeallen@k12.com

Akosua Joiner- Assessment Coordinatorext#103

ajoiner@k12.com

Keena Braxton-Testing Logistics Coordinatorext.# 164

kbraxton@k12.com

Keisha Simmons- HS Testing and Training POCksimmons@k12.com

Questions?

Open Office

Wednesday, March 25th 11:00

Quiz Time!Please complete the Milestones Overview Part 3 Quiz.

You will be notified by Thursday, March 4th if you will need to attend the Milestones Support Session on March 5th.

Quiz #3: