25-26 Katy ISD POC Training CBE

Credit by Exam

Point of Contact Training

Katy Independent School District​ Department of Research, Assessment, & Accountability​ Office of State and National Assessment Programs​ 2024-2025

+Contact Lori

+Contact Jenny

+Contact Meghan

Index

Test Security

POC Role

Order Process

Demographic PreCodes

Validation

Notifying Parents

Timeline and Results

Preparing for Testing

Point of Contact Role

Receive application from Parent/Student and determine campus approval.

Order Exam

Prepare Demographic Information for UT HS exams through E-School

Once Deadlines Pass-Look for Validation link and correct order.

Acquire Email address for unique student login.

Notify Students and Parents of Testing Information

Campus Order Process

Advanced Search

Demographic Precode

Student Registration and Attribution

Code Definitions

Check For

Color Coding

Scenarios

Communicate by coding the collaborative spreadsheet with your order.

Learn past errors, what issues they caused and how they were resolved.

Check for errors in these critical areas.

Validating the Order

The Specific Tests being taken

Parent Notification

The Vendor used for each exam.

RAA does not send out any notification to individual parents and students. Communication and updates are posted to the district website. It is the Campuses responsibility to notify the testing students' parents (via email or letter) of the following:

The Vendor website links so study guides can be retrieved.

Some exams like English Language arts may have assignments and reading that needs to be complete before the exam.

Testing location, date, and time.

District CBE page for updates:

Timeline

Results

Distribution and Testing

PO Cut

Up to 10 Business Days

5 business Days

Results Posted

Vendor Processes

The Campus Registrar is responsible for getting the credit onto the transcript. ​

4-6 Weeks

5-10 Business Days

Preparing for Testing

Formula Charts and other bucket items

Sample Test Day Guide

Passwords and Logins

Computers

Test Coordination

Location, Date and Time

Parent Notification Template

Rosters

Proctors

Test Security

Everyone's Responsibility

Handle this test like you would any secure assessment (i.e. STAAR test).

Key Takeaways

Oath

Training Dates

Held prior to the Kindergarten, Fall and Spring Windows

Security Principal #3

Keep materials secure at all times

• Know exactly what materials you have received and are returning. ​
• Campus designee should know the location of materials at all times. (Chain of Custody) ​
• Keep them in locked storage with limited access when not using. ​
• Proctors should not be given tests to return to ESC.

Proctor Manual

UT High School

Avant

No notice goes out through the office of RAA. Campuses are responsible for letting parents know critical CBE information and can use the template available on the CBE Canvas site.

Security Principal #1

Keep your knowledge of any of the content on the test to a minimum

Proctor Manual

Foreign language tests ordered through Avant do not require demographic data at order. Please use exact coding on order screens, even in validation as errors will prevent the order from loading in UT HS system.

Double Dipping

Student signs in the day of testing and is put in a room for 8th grade math. Once escorted to the room and having logged into Canvas he sees the tile and tells the proctor he has the wrong test.

• Both the validation and the order were checked again and 8th grade math had been ordered and marked green.

This is a collaborative Excel spreadsheet shared with you through Office 365.

Location for all school year exams is at the Campus with windows established by RAA. The order of the exams in the Windows is a campus based decision as well as the time within each day.

UT HS Proctor Canvas Course

Other Needed Documents

The latest proctor manual as well as formula charts, graph paper and scratch paper templates are all available on the proctor course. Plain white paper can also be used for scratch paper and pencils, pens, sticky notes are all good things for the bucket too. Login: cbe@uthsproctor Password:grD?5uK#

Inquiry

Exam Query

Irregularity

Seating Chart

Avant Items

UT HS Canvas Link

Proctor Guide

Script

Other

Meghann Slayden

Assistant to the Director of State and National Assessment Programs Department of Research, Assessment, and Accountability​

meghannslayden@katyisd.org

281-396-2055

Passwords and Logins

UT HS

Avant

These logins and passcodes are assigned to each language and therefore care should be taken to ensure they are not available to students beyond the initial login. Students will fill out additional information in the screens that follow to identify themselves as the test taker. It is imperative both for ensuring grades are able to be entered for the right student and that the student can get back into an exam to complete it should a technical issue arise that they use the format of their student ID with a capital letter to identify themselves. Retests may use a small letter.

Are assigned individually to each student and cannot be transferred from one student to another. This grants the student access to UT High School's Canvas site where individual tiles will be available for each assessment. It is the same login and password for every assessment with a daily passcode the proctor controls allowing entry to the exam on test day.

Lori LaBombarb-Sandberg

Accountability, Student Achievement and Data Interpretation Specialist.​ Department of Research, Assessment, and Accountability​

lorilsandberg@katyisd.org

281-396-7646

Jennifer Tracy

Director of State and National Assessment Programs Department of Research, Assessment, and Accountability​

Jennifermtracy@katyisd.org

281-396-7638

Technology FAQ's

UT High School

Avant

Tech Check

Tech Check

Troubleshooting

FAQ

Keyboards

Headsets

Proctorio

UT HS Canvas Link

Check for Prerequisites on transcripts and what window test is being applied for.

Advanced Search

Click on the Magnifying glass under Quick Search in E-School. Under List Field Selection add the following fields:

• EcoDis is determined by combination of what is in Meal Status and Homeless Status Codes.
• EB is LEP
• Votec is CTE

Not only are the rosters good for attendance on testing day, but also to keep track of who you have received grades on. Especially with high school credit classes, rosters should also be shared with your campus registrar for score results and follow-up. RAA places the test score in the E-School test history, but does not issue the credit on the transcript. That final step is the campus registrar's job. Rosters should be kept on file with the rest of your 5 year documentation should questions come up and are an invaluable resource for recalling answers to test day questions.

The list of testing students

Rosters

Once the campus has received the validation spreadsheet of the tests abut to be ordered, rosters of the students testing should be developed. Save time by making a copy of the validation spreadsheet and then adjusting the copy to your preferences.

Mistaken Identity

Dad emailed to say that he had not received login and password on a proctor from home exam. When he contacted UT, they told him that the student had already tested and passed back in June. He knew this not to be true.

• The order for July was checked and the student was on the list.
• The campus validated the order and the student was marked green.
• The order for June was examined and a student with the same name was on it. Birthday's were identical.

Order link is available on the Credit by Exam Canvas course. To self enroll: https://katyisd.instructure.com/enroll/GWDP4D

Security Principal #4

Do not provide assistance on the content of the test to students

Proctor Manual

Security Principal #5

Provide an optimum testing environment

Proctor Manual

Crossed Wires

Student comes to the sign in table in July and their name is not on any of the lists. They tell us that they were at summer camp in June.

• The July order was checked to see if the student's name was just left off the sign in. The student was not on the order.
• The validation at the campus was checked for July. The student was not there.
• The June order was checked and the student was not there.
• The June validation was checked and the student was crossed through.

Regulatory

Attribution Screen

Finding Report

Go to Reports and then choose Student Registration and Attribution. If you do not have access to this report, check with your testing coordinator or put in help desk ticket for access.

Once report finishes you will find it in the Reports drop down.

Make sure file type is set to STAAR Grades 3-8 and enter student ID

Every student has to have a unique email address which is used for their login. Younger siblings who do not have a student email may use parent emails as long as each sibling is different. Please also warn parents to ignore emails that come from UTHS as information does not pertain to district testing.

Validation Spreadsheet

This collaborative Excel spreadsheet will be sent to you as a link with approximately 3 days to review and make corrections. Please color code all records so that I know that they have been reviewed. There is no need to resend the document.

• Green-The record is correct
• Red-This field has had a change.

• Strikethrough-This test no longer needs to be ordered or is a duplicate.
• Add any missing orders to the next empty row on the spreadsheet.
• Fill in any missing information.

Security Principal #2

Actively Monitor

Proctor Manual