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04-16-2002 |
DATE, TIME, PLACE OF MEETING
The Calcasieu Parish School Board met in the Conference Room of the Calcasieu Parish School Board located at 1732 Kirkman Street, Lake Charles, Louisiana, on Tuesday, April 16, 2002, at 5:00 p.m. John M. Falgout, President, called the meeting to order. The prayer was led by Philip Tarver; Jay Duhon led the Pledge of Allegiance.
ROLL CALL
The roll was called and the following members were present: Joe A. Andrepont, Randall C. Armentor, Ricky Blackwell, Wilridge P. Doucet, Clara F. Duhon, Jay L. Duhon, Carla C. Duplechin, John M. Falgout, L. J. "Berk" Fontenot, James W. Karr, Sr., Sheral A. LaVergne, James W. Pitre, Gregory P. Robert, Philip Tarver and Elray T. Victorian.
MINUTES APPROVED
On motion by Mr. Andrepont, seconded by Mrs. Duplechin, and unanimously carried, the minutes of the regular meeting of March 19, 2002 , were approved as presented.
Supplemental Agenda
By general consent the Supplemental Agenda was included as part of the regular agenda.
PRESENTATIONS
Student of the Year
Mr. Falgout recognized Dolores Hicks, Administrator of Elementary Schools. Mrs. Hicks stated that the Student of the Year Awards program is designed to recognize students who have demonstrated excellent academic achievement, leadership ability, and citizenship. The Louisiana State Department of Education and the State Board of Elementary and Secondary Education sponsor the program. Mrs. Hicks introduced the following winners:
Elementary Division: Winner Claire Galley DeQuincy Elementary Runner -up Holly Morgan Carter T.S. Cooley Elementary
Middle School Division: Winner Andrew Moss Moss Bluff Middle Runner-up Emily Rose F.K. White Middle
High School Division: Winner Lindsi Creel DeQuincy High School Runner-up Erin Delaine Jerkins Barbe High School
Mrs. Hicks noted that the parish winners advanced to the regional competition which was held on March 21, 2002. Claire and Andrew Moss were regional winners and will advance to state competition scheduled for April 24.
On behalf of the Board, Mr. Falgout congratulated the Students of the Year, their parents and principals. Teen Leadership Program – LeBlanc Middle School
Mr. Falgout recognized Dale Schanz and Tracey Rust, teachers at LeBlanc Middle School. Ms. Schnaz and Ms. Rust explained the purpose of the Teen Leadership Program. Students in the seventh and eighth grades at LeBlanc Middle School have access to a new curricular program entitled, “Teen Leadership.” In this course, Teen Leadership teaches business, professional, and personal skills to middle school and high school students. Students are taught how to: “set personal goals, develop relationships, develop a positive self-concept, develop self-confidence, make a positive first impression, have a positive attitude, communicate effectively, develop professional skills, facilitate conflict resolutions, resist peer pressure, build a work ethic, make principle-based decisions and take responsibility for one’s actions. The students who spoke on their experiences of the course were: Jonathan Scott, eighth grader, Megan Hackley, eighth grader, Justin Saltzman, seventh grader and Christian Miller, seventh grader. The students stated that the program created an increased awareness of the importance of first impressions and gave them a new perspective on their lives and others.
The Board commended the students, teachers and Principal Finnie, for their participation in this program and recommended that other schools should consider adopting the “Teen Leadership Program.”
All Parish Academic Team
Carmen Hamilton, a teacher at Barbe High School and Quiz Bowl Coordinator, was recognized. Mrs. Hamilton expressed her appreciation for the opportunity to introduce the “All Parish Academic Team” members. The Board recognized the following team members and their coaches:
Bobby Richard LaGrange High Coach: Jeff Cloutman Lyle Stephenson Sulphur High Coach: Brandi Sharpton John Veron St. Louis High Coach: Erik Fain Josh Stewart Hamilton Christian Academy Coach: Joanna Stewart Dustin Royer DeQuincy High Coach: Marc Davenport Ben Purdue Barbe High Coach: Matthey McNally
The Board congratulated the students, coaches and Mrs. Hamilton for their dedication and commendable accomplishment.
Zaner-Bloser State Handwriting Contest Winners
Mr. Falgout recognized Mr. Greg Thomas, Educational Sales Consultant, Zaner-Bloser Handwriting Company. Mr. Thomas presented the following winners of the “Zaner-Bloser Handwriting Contest,” with a gift certificate and a plaque:
Grade 1: Jessica Jones, Pearl Watson Elementary Principal: Mrs. Berna Dean Johnson Teacher: Ms. Lisa Delphin Parent: Ms. Zenobia Jones
Grade 4: Charles Avery, T.H. Watkins Elementary Principal: Mrs. Kay Victorian Teacher: Mrs. Ida Aught Parents: Mr. and Mrs. Charles Avery, Sr.
The Board congratulated the students on their achievement. Science Screen Report for Kids
Mrs. Hicks, Administrative Director of Elementary Schools, expressed her appreciation, on behalf of the Elementary Department, to ARCH Chemicals and Mr. Rick Walden, Plant Manager, for their generosity in purchasing a site license for the “Science Screen Report for Kids” elementary level series videos. This year’s series consists of eight high interest videos that examine such topics as how our planet has changed since its earliest beginnings and how to correct ecological mistakes of the past. She stated that the school’s received a copy of the video, lesson plan, follow-up web sites, and a student evaluation. One hundred and seventy-five copies were placed in school libraries, classrooms or science lab at those schools that provided the blank videos and requested copies. Since good quality videos are expensive, it is great to have the opportunity to provide them for our schools.
Mr. Walden, on behalf of ARCH Chemicals acknowledged the recognition from the Elementary Department and expressed his continued support to the school system.
COMMITTEE REPORTS
Curriculum & Instruction
Mr. Jimmy Pitre, Chairman, reported that the committee met on March 21, 2002 at 4:45; a quorum was present.
The first item of discussion was: LANGUAGE (GRADES 1-5) AND VOCATIONAL EDUCATION TEXTBOOK ADOPTION RECOMMENDATION
Mr. Pitre reported that the Elementary Language Textbook Adoption Committee recommended the adoption of Harcourt Language for implementation in grades 1-5. The committee extensively reviewed four programs and collaborated with the middle school language supervisor before making its program choice.
A motion to accept the recommendation of the Elementary Language Adoption Committee as presented was made, seconded and carried. Mr. Pitre moved on behalf of the committee to approve the recommendation. The motion carried.
Mr. Pitre reported that Roger Creel, Vocational Education Supervisor, stated that this major task was accomplished by dividing into subcommittees. All books passed the Vocational Education Textbook Adoption Committee unanimously based on the recommendations from the subcommittees. Mr. Creel assured the board that Health Occupations had been thoroughly scrutinized.
A motion to accept the recommendation made by the Vocational Education Textbook Adoption Committee was made, seconded and carried. Mr. Pitre moved on behalf of the committee to approve the recommendation. The motion carried.
The next item for discussion was:
PROPOSED LEBLEU SETTLEMENT ELEMENTARY ATTENDANCE ZONE
Mr. Pitre reported that the area in which the new school is being built has had an increase in students and the growth potential still exists because of the availability of affordable property. Attendance lines were drawn in order to make both schools fill to capacity at the same time. The students would attend the school in the closest proximity to their home.
A motion to accept the Attendance Zone as presented was made, seconded and carried. Mr. Pitre moved on behalf of the committee to accept the attendance zone as presented. The motion carried.
The next item of discussion was:
CALCASIEU WOMEN’S SHELTER
In the spring of 2001, the board approved a proposal to assign a teacher to the Calcasieu Women’s Shelter in connection with Barbe Elementary. The board requested that in the spring of 2002 an update on the school itself and the progress that was made after assigning the teacher to the shelter be presented. Ms. Courville is used at Barbe Elementary in a classroom as a substitute teacher or on a tutoring basis when there are no students at the shelter. The committee members expressed their support of this program. This item was for informational purposes only.
The next item for discussion was:
UPDATE ON SCHOOL UNIFORMS
Mr. Pitre reported that each spring, the School Uniform Committee meets for the purpose of coming to the board with additions, deletions, and revisions to the School Uniform Policy. It was noted that high school administrators made most of the changes to the policy. Clarification of language for parents so that they would have a better understanding of the policy necessitated many of the changes.
A motion to accept the update on school uniforms as presented was made and seconded.
The option of high schools to have both a spirit shirt and a school color shirt was discussed with several board members expressing their concern that too many exceptions would eliminate the benefit of a uniform policy.
The motion to accept the School Uniform Policy as presented passed unanimously. Mr. Pitre moved on behalf of the committee to accept the School Uniform Policy as presented.
Mr. Blackwell made an amendment to the motion, seconded by Mr. Andrepont to include the capri pant in the student uniform policy. There was discussion regarding the recommendation of the uniform committee. The members requested that the items added or deleted to the policy be presented for review prior to Board action. Mr. Pitre stated that a copy of the policy would be sent to the Board members prior to the next meeting.
The Chair reported that action relative to the student uniform policy would be suspended until the next Board meeting, May 7, 2002.
The next item for discussion was:
REPORT ON ONLINE GIFTED CLASSES
Mr. Pitre reported, for informational purposes, students from online gifted classes spoke before the committee sharing some of the positive aspects of the course—challenging curriculum, researching their own special area of interest, working with a mentor and having access to their coursework at all times.
Budget/Fiscal Management
Mr. Armentor, Chairman, reported the Budget/Fiscal Management Committee met on Tuesday, April 9, 2002 at 4:45: a quorum was present. Mr. Armentor reported that Mr. Bruchhaus presented the first item for the committee's review, an overview of the 2002-2003 General Fund Budget Process. The current budget level was reviewed along with increases and reductions anticipated in 2002-2003.
A motion was made to grant permission to set the 2002-2003 General Fund Projected Revenues at $173,325,308 and General Fund Allowable Projected Expenditures be set at $173,325,308 and on behalf of the committee, Mr. Armentor moved to approve this recommendation. The motion carried.
There was discussion relative to the number of students who exit the parish system and the process for which the information is obtained. It was requested that staff research and collect the data relating to students who have left the system and students who were attending private schools in order to make a comparison of the growth rate in the private sector.
Mr. Armentor reported that the committee addressed the possibility of a one-time supplement for employees. If the supplement is approved, it would be funded as a current year expenditure lowering expected reserves to 8.66% of the projected revenues. Parameters of the supplement included $300 for full-time employees and $150 for part-time employees with checks to be issued May 13, 2002. Employees would receive a supplement if they were active as of April 30, 2002.
Mr. Armentor moved on behalf of the committee to approve the one-time salary supplement for full and part-time employees as presented. The motion carried.
Mr. Falgout recognized Judy Ellis, Vice-President of the Calcasieu Association of Educators. On behalf of the Calcasieu Association of Educators, Ms. Ellis thanked the Board for approving the employee supplement and encouraged the system to continue efforts to augment salaries in a more permanent manner.
Mr. Armentor reported that information on coaching supplements was presented for the committee's review. A motion was made to recommend adding two supplements for high school coaches in AAAAA and AAAA schools and adding one additional supplement for AAA, AA, B and C schools.
Mr. Pitre reported that a substitute motion was made to request that staff take the increase in coaching supplements under advisement in the budgetary process for 2002-2003 and to consider the establishment of a $1,000,000 endowment in which the interest could be used to supplement the salaries of core curriculum teachers. Mr. Armentor moved on behalf of the committee to approve the coaching supplements as presented.
After discussion, a substitute motion was made by Mr. Pitre, seconded by Mr. Andrepont to add two coaching supplements to each high school who participates in football and one for B and C schools and adjust each head coach at the B schools $800.00
as the money is made available or through any surplus at the end of the budget cycle.
Discussion followed concerning the exclusion of the Budget Committee’s recommendation to establish a $1,000,000 endowment. It was recommended that staff continue to research the possibility of establishing a $1,000,000 endowment in which the interest could be used to supplement the salaries of core curriculum teachers.
Several board members agreed that the budget should reflect availability of funding prior to the approval of supplements. It was also noted that coaches’ off-season assignments should be considered. It was stated that it would be more feasible to approve the supplements for coaches from the current year expenditures as opposed to next year’s zero-based budget.
Several board members reported that the Principals have voiced the need for additional coaches. Mr. Falgout reiterated the fact and reminded the Board that the Principals have the ability of assigning coaches.
After further discussion, the chair called for a vote on the substitute motion. The motion carried by a vote of nine yeas and five nays.
A request for a Cooperative Agreement with McNeese State University on the transfer of a used surplus bus was presented for approval. Mr. Armentor moved on behalf of the committee to approve this request. The motion carried with one abstention by Mr. Pitre.
Mr. Armentor reported that an addendum to the Joint Services Agreement and Lease with the Calcasieu Parish Police Jury on the old Hayes School property was presented for approval. The police jury currently has a 99-year lease with the school board where the Hayes Library is located and the additional parcel of land would be included as a part of this lease. Mr. Falgout passed the Chair to Mr. Armentor who presided over this item. Mr. Armentor moved on behalf of the committee to approve the addendum to the Joint Services Agreement with the Police Jury. The motion carried.
The purchase of property adjacent to Molo Middle School was presented for approval. Permission was previously given at an earlier Board meeting to pursue the purchase and Flavin Realty has completed the price analysis information and purchase agreement for Board approval. This land would be purchased from riverboat proceeds. Mr. Armentor moved on behalf of the committee to approve this request. The motion carried.
Mr. Armentor reported that Charles Duhon, Internal Auditor, reviewed the school audits completed as of April 4, 2002. All exceptions were handled according to the School Activity Funds Principles and Procedures Manual with the exception of LaGrange High and Molo Middle Schools to be presented separately in executive session. Mr. Armentor moved on behalf of the committee to approve the audits as presented. The motion carried.
The committee called an executive session at 6:35 p.m. to discuss the LaGrange and Molo school audits and reconvened at 7:10 p.m.
A motion was made to recommend acceptance of the school audit report for LaGrange High School and to take the Molo Middle School audit under advisement. Mr. Armentor moved on behalf of the committee to approve this motion. The motion carried.
Administration and Personnel
Mr. Fontenot, Chairman, reported that the Administration and Personnel Committee met Wednesday, April 10, 2002 at 4:45; a quorum was present.
The committee reviewed a number of policies, the first being:
Policy: JGCC-AP, Student Health Services Communicable Disease Control.
A motion to approve Policy JGCC-AP, Student Health Services Communicable Disease Control was made, seconded and carried.
Mr. Fontenot moved on behalf of the committee to approve Policy: JGCC-AP, Student Health Services Communicable Disease Control as presented. The motion carried. The policy will lay over for two weeks. At that time it will be presented to the Board for final action.
Communicable Disease Control
A decision concerning notification of parents/legal guardians in regards to a student’s illness requires judgment based on the student’s statement of his/her complaints and observation of his/her appearance and behavior. As guides for dealing with sick students, the following principles are suggested:
1. Give careful consideration to the student’s statement of his/her complaints. It is not always possible to secure objective evidence of sickness. 2. A child with temperature of 100.5°F degrees or higher shall not be permitted to remain in school. 3. A child may return to school after a febrile illness under the following condition:
1. following a mild illness (no physician was involved) the child’s temperature must have remained below 100.5°F (oral or rectal ) for at least one full day, or
2. following a more severe illness (a physician was involved) the child’s temperature must have remained below 100.5°F (oral or rectal) for at least one full day, and a written note from the physician states (1) that it is safe for the child to return to school and (2) that he or she is not a health threat to others.
4. A child vomiting or with loose stools may be excluded from school.
5. Students with severe colds, sore throats, or productive coughs should not stay at school.
6. Presence of abdominal discomfort, not definitely explained as menstrual cramps, may signify appendicitis. The (parent) parent/legal guardian should be notified and urged to secure a medical opinion. No food or medication shall be given at school.
7. Purulent nasal discharge, purulent conjunctivitis (pink eye), severe headache, and skin eruptions may be indications of acute communicable disease. Students with these conditions should be considered contagious unless facts or expressed medical opinion indicate otherwise.
8. Scabies (itch), ringworm, inpetigo (indian fire); children with these skin diseases are considered to be contagious unless facts or expressed medical opinion indicates otherwise. 9. Lice - - the following shall be adhered to:
a. The student is to be referred to the principal’s office.
b. The student is to be checked for head lice in private. This is to be done by a person designated by the principal and/or the school nurse, if available. Anonymous calls should be investigated before the school nurse is contacted.
c. If head lice are found in the hair, the (parent) parent/legal guardian is to be notified and the student should be excluded from his/her class immediately. A letter of explanation is to be sent home with the child.
d. If eggs (nits) are found in the hair, the (parent) parent/legal guardian is to be notified and the student should be excluded from school effective at the end of the school day. A letter of explanation is to be sent home with the child.
e. The student shall be excluded from school until he/she has been treated with a medication that kills lice and eggs and until all nits have been removed from the hair. Before being readmitted to school, verification of treatment and/or a statement from a physician must be presented by the parent or legal guardian. School personnel shall be responsible for checking the student to be sure he/she is free of nits before the child may return to the classroom. If the student is not free of nits and lice, he/she shall be returned home by the adult who brought him/her back to school.
f. A record shall be kept on all students excluded from school for lice and/or nits. This information shall include the following: (1) Name of child (2) Date of exclusion (3) Documentation of parental notification (4) A copy of letter/s sent home to (parents) parent/legal guardian regarding lice and/or nits (5) Readmission date g. Any student excluded from school for lice infestation shall have an excused absence for a limited time, not to exceed four (4) calendar days, and shall be allowed to make up classwork on that basis. The principal may extend this time if circumstances warrant.
10. No child is to be sent or left at home alone when dismissed for medical reasons.
CONWAY STONE MAGEE, M.D. 1317 10TH STREET LAKE CHARLES, LOUISIANA 70601
The School Child With Fever
In regard to a school child with fever, I recommend the following:
2. A child may return to school after a febrile illness under the following conditions:
a. Following a mild illness (no physician was involved) the child’s temperature must have remained below 100.5°F (oral or rectal) for at least one full day, or
b. Following a more severe illness (a physician was involved) the child’s temperature must have remained below 100.5°F (oral or rectal) for at least one full day, and a written note from the physician states that it is safe for the child to return to school and that he or she is not a health threat to others.
Conway Magee, MD Medical Consultant Calcasieu Parish School System
Mr. Fontenot reported that the next policy reviewed was DJED Bids and Quotations. A motion was made, seconded and approved to accept the policy as presented.
Mr. Fontenot moved on behalf of the committee to approve policy DJED Bids and Quotations as presented. The motion carried. The policy will lay over for two weeks. At that time it will be presented to the Board for final action.
BIDS AND QUOTATIONS
A. Public Works
The Board shall advertise and let by contract, except in cases of extreme emergencies, all public work exceeding $100,000 per project. The contract shall be awarded to the lowest responsible bidder who has bid according to the contract, plan, and specifications advertised, unless stipulated otherwise by the Board.
As an evidence of good faith, each bidder for public works project shall attach to its bid, a bid bond, certified check, or cashier's check in an amount equal to five percent (5%) of the bid amount.
In cases of extreme emergency when time is not sufficient to advertise for bids, the Board is permitted by law to declare and publish a resolution that a public emergency exists and may enter a contract for more than the sums mentioned above without seeking bids; however, in such cases every effort shall be made by the administration to secure competitive quotations through negotiations or other means.
All advertisements for bids shall appear in the newspaper selected as the official journal for the School Board, except in extreme emergencies as may be declared by the Board. The advertisement, when published, shall appear once a week for three (3) different weeks, the first advertisement to appear at least twenty-five (25) days prior to the opening of bids. The first publication of the advertisement shall not occur on a Saturday, Sunday or legal holiday.
All bids shall be opened in public in the presence of one or more witnesses at the time and place designated in the invitation for bids. Each bid, together with the name of the bidder, shall be recorded and open to public inspection. The Superintendent and/or other appropriate administrators shall review, summarize and report bids to the Board with recommendations for final action.
Contracts for public works aggregating $100,000 or less shall be subject to the following:
(1) $10,000 - $100,000
i) Advertising will be at the discretion of the Superintendent or his/her designee provided that written invitations for quotations are sent to at least five (5) bona fide, qualified bidders if the advertising process is not utilized.
ii) Written invitations for quotations shall contain complete specifications, the quantity required, and any other information, including the delivery point, which is necessary to make an acceptable quotation.
iii) Quotations shall be publicly opened and read at a specified date, time and location. Each bidder shall be notified of the date, time and location.
iv) Award of the contract shall be made by the Superintendent or his designee to lowest responsible responding contractor who has provided a quote.
(2) $5,000.00 - $9,999.99 Award will be made after obtaining no fewer than three (3) telephone or facsimile quotations. A written confirmation of the accepted offer shall be obtained and made part of the purchase file. If quotations lower than the accepted quotation are received, the reasons for their rejection shall be recorded in the purchase file.
(3) $0.00 - $4,999.99 Competitive quotations may be received at the discretion of the Buyer.
B. Supplies, Materials and Equipment
The Board shall advertise and let by contract all purchases of supplies, materials and equipment aggregating $25,000 or more. All advertisements for bids shall appear in the newspaper selected as the official journal for the School Board. The advertisement, when published, shall appear at least ten (10) days prior to the date set forth therein for the opening of bids. Notice shall also be given in writing to persons in a position to furnish the supplies, materials and equipment as shown by the purchasing department's records.
All bids shall be opened in public in the presence of one or more witnesses, at the time and place designated in the invitation for bids. Each bid, together with the name of the bidder, shall be recorded and open to public inspection. The Superintendent and/or other appropriate administrators shall review, summarize and report bids to the Board with recommendations for final action.
The Board may require, as evidence of good faith that each bidder for the purchase of supplies, materials or equipment, attach to its bid a bid bond, certified check or cashier's check in an amount equal to five percent (5%) of the bid amount.
Purchases of supplies, material and equipment aggregating less than $25,000.00 shall be subject to the following:
(1) Purchases from $10,000 - $24,999.99 shall meet the same requirements as for purchases of $25,000.00 or more, except:
(a) Advertisement will be at the discretion of the Superintendent or his designee. In any event, written invitations for bids shall be sent to at least five (5) bona fide qualified bidders.
(b) Award of the contract shall be made by the Superintendent or his designee to lowest responsible bidder who has bid according to the specifications.
(2) Purchases of $5,000.00 or more, but less than $10,000 shall be made by obtaining no fewer than three telephone or facsimile quotations. A written confirmation of the accepted offers shall be obtained and made part of the purchase file. If quotations lower than the accepted quotation are received, the reasons for their rejection shall be recorded in the purchase file.
(3) $0.00 - $4,999.99 Competitive quotations may be received at the discretion of the purchasing department head.
Revised: November, 1987 Revised: November, 1997 Revised: November, 1989 Revised: August, 1999 Revised: December, 1991 Revised: October, 1999 Revised: December, 1992 Revised: December, 1999 Revised: June, 1995 Revised: November, 2001 Revised: December, 1995
Ref: La. Rev. Stat. Ann. §§38:2211, 38:2212, 38:2214, 38:2251, 39:1551 et seq.; Board minutes, 10-17-89, 3-17-92, 3-7-95, 1-16-96.
The next policy reviewed was POLICY FILE: II – TESTING.
Mr. Fontenot reported that the committee made a motion, seconded and approved POLICY FILE: II - TESTING.
Mr. Fontenot moved on behalf of the committee to approve POLICY FILE: II – TESTING as presented. The motion carried. The policy will lay over for two weeks. At that time it will be presented to the Board for final action.
TEST SECURITY POLICY
Calcasieu Parish School Board holds the test security policy to be of utmost importance and deems any violations of test security to be serious. Formal and informal assessment and testing measures are used in Calcasieu Parish schools to provide diagnostic information, to determine grade or program placement, to validate and/or award credits, to assess individual student performance, to assess student group and sub-group performance, to assess instructional program effectiveness, to provide information for counseling students, to provide information for curriculum planning and decision-making, to evaluate grant-awards and/or locally-funded pilot programs, and for student, school, and district accountability measures. Assessment and testing programs in Calcasieu Parish consist of the following types: • Louisiana statewide accountability testing programs prescribed by the Louisiana legislature, the Board of Elementary and Secondary Education, and/or the Louisiana Department of Education. These shall include, but not be limited to:
a. All criterion-referenced tests (CRTs) b. All on-level norm-referenced tests (NRTs) c. All out-of-level norm-referenced tests (NRTs) d. All alternate assessments e. All placement tests
• Louisiana statewide diagnostic reading assessments grades 1-3.
• End-of-Kindergarten screening program implemented with state funding.
• Informal tests, inventories, and activities designed and administered by teachers to diagnose student needs and/or to assess student performance; entry-level and on-going assessments to evaluate student performance in computer labs and/or other instructional programs.
• Parishwide criterion-referenced testing programs in reading, language arts, and mathematics prescribed for elementary grades.
• Screening, readiness tests, and/or checklists in pre-school, kindergarten, and grade one.
• Commercially-published criterion-referenced tests and norm-referenced achievement tests administered to selected student groups.
• Reports from college admissions and armed services testing agencies on Calcasieu student performance.
• School-level screening for suspected 504 handicapping conditions.
• Individual pupil appraisal evaluations for suspected handicapped and gifted students prescribed by State guidelines.
The Calcasieu Parish School Board shall take every precaution to assure that all state and local tests administered within the school system shall be conducted in such a manner so as not to compromise in any way the testing results. Testing materials and procedures, as well as electronic data or computer media related to student testing, shall be properly supervised in strict compliance with regulations outlined by the State Board of Elementary and Secondary Education and the Calcasieu Parish School Board. In addition, all secure tests and test documents shall be stored under lock and key at the School Board office when not in use. TEST SECURITY 1. It shall be a violation of test security for any person to do any of the following: a. Administer tests in a manner that is inconsistent with the administration instructions provided by the Louisiana Department of Education (LDE) and/or Calcasieu Parish Department of Assessment which would give examinees an unfair advantage or disadvantage.
b. Give examinees access to test questions prior to testing.
c. Examine any test item at any time (except for students during the test, or test administrators while providing the accommodations “Tests Read Aloud” or “Communication Assistance” for students determined to be eligible for those accommodations).
d. Copy, reproduce, or use at any time in any manner inconsistent with test regulations all or part of any secure test booklet, answer document, or supplementary secure materials (e.g., writing prompts, science tasks).
e. Coach examinees in any manner during testing; or alter or interfere with examinees’ responses in any manner; (except that test administrators and/or proctors should monitor during testing and make sure students have test questions and answer documents aligned – especially young primary-age children and/or older students who have difficulty aligning the test booklet with the answer document). Monitoring of older students should be done from the front of classroom if the test administrator is the only adult monitor.
f. Provide answers to students in any manner during the test, including provision of cues, clues, hints, and/or actual answers in any form – written, printed, verbal or nonverbal.
g. Administer published parallel, previously administered or current forms of any statewide or locally-adopted systemwide assessments (e.g. Louisiana Educational Assessment Program for the 21st Century [LEAP 21], Graduation Exit Examination for the 21st Century [GEE 21], Graduation Exit Examination [“old” GEE], LEAP Alternate Assessment [LAA], or Forms K, L, M, and all new forms of The Iowa Tests) as a practice test or study guide.
h. Fail to follow security regulations for distribution and return of secure test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks), as well as overages as directed.
i. Fail to account for and secure test materials before, during, or after testing; all secure materials must be kept in locked storage at both the district and school levels; secure materials must never be left in open areas or unattended.
j. Conduct testing in environments that differ from the usual classroom environment without prior written permission from the Calcasieu Parish Department of Assessment and/or Louisiana Department of Education, Division of Student Standards and Assessments.
k. Fail to report any testing irregularities or discrepancies to the District Test Coordinator; (a testing irregularity or discrepancy is any incident in test handling or administration that leads to a question regarding the security of the test or the accuracy of the test data). The District Test Coordinator must report such incidents to the Calcasieu Superintendent (and to the Louisiana Department of Education (LDE) Division of Student Standards and Assessments if the testing irregularity involves any state testing program).
l. Participate in, direct, aid, counsel, assist in, encourage, or fail to report any of the acts prohibited in this section.
2. A “Statement of Assurance” regarding the Calcasieu Parish School Board’s test security policy that is in compliance with the State’s test security policy shall be submitted annually to the Louisiana Department of Education, Division of Student Standards and Assessments. This statement shall include the name of the individual designated by the Calcasieu Superintendent to procure test materials.
3. Test materials, including all test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks), video tapes, and completed observation sheets, shall be kept secure and accounted for in accordance with the procedure specified in the assessment program coordinator and/or administrator manuals and other communications provided by the Louisiana Department of Education and/or the Calcasieu Parish Department of Assessment and/or their vendors. Secure test materials include test booklets, answer documents, tasks), video tapes, completed observation sheets, all individual student test data in paper and/or electronic format, and all aggregated data of fewer than ten students.supplementary secure materials (e.g., writing prompts, science a. All test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks), and test administrator manuals for grades K, 1, and 2 which contain the actual test items shall be kept in a predetermined, secure, locked storage area prior to and after administration of any test. Test administrators are to be given access to the tests only on the day the test is to be administered, and tests are to be retrieved immediately after testing is completed for the day and stored in a locked, secure location each day of testing.
b. All test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks), and test administrator manuals K, 1, 2 which contain actual test items shall be accounted for and written documentation kept by school test coordinators, test administrators, and proctors for each point at which test materials are distributed and returned.
c. Any discrepancies noted in the number or serial numbers of test booklets and answer documents received from contractors for state tests shall be reported to the Director, Division of Student Standards and Assessments (LDE) by the Calcasieu District Test Coordinator prior to the administration of the test.
d. Any discrepancies noted in the number of test booklets and answer documents received by the school shall be reported in writing to the District Test Coordinator by FAX, dated and signed by the School Test Coordinator and the Principal prior to the administration of the test.
e. In the event test booklet/s or answer document/s are determined to be missing while in the possession of the school, the School Test Coordinator, with principal’s signature, shall immediately notify the District Test Coordinator by FAX. The principal and school test coordinator shall investigate the cause of the discrepancy and provide a report of the investigation on a special form provided by the District Test Coordinator at the time of turning in test materials to the District for scoring. If the documents are determined to be missing while in the possession of a test administrator, signed written detailed explanation from the test administrator of events surrounding the missing documents and what was done to find them should be a part of the investigative report. The District Test Coordinator, with assistance of other district administrator/s appointed by the Calcasieu Superintendent, is authorized to conduct additional investigations.
f. In the event state-contracted test booklets or answer documents are determined to be missing while in the possession of the school district, the Test Coordinator shall immediately notify by telephone the Director, Division of Student Standards and Assessments (LDE). The District Test Coordinator shall investigate the cause of the discrepancy and provide the Louisiana Department of Education with a report of the investigation within thirty (30) calendar days of the initiation of the investigation. At a minimum, the report shall include the nature of the situation, the time and place of occurrence, and the names of the persons involved in or witnesses to the occurrence. Officials from the Louisiana Department of Education are authorized to conduct additional investigations.
4. Only trained personnel shall be allowed to have access to or administer any standardized tests. “Access” to test materials means any contact with or handling the materials, but does not include reviewing test items or analyzing test items, which are prohibited.
5. The Superintendent shall designate annually one individual in the district authorized to procure test instruments which are utilized in testing programs administered by or through the State Board of Elementary and Secondary Education or the Louisiana Department of Education. The name of the individual designated shall be provided in writing to the Director, Division of Student Standards and Assessments, Louisiana Department of Education, and included on the Statement of Assurance.
6. A list of personnel authorized to have access to the locked, secure storage area where all test materials are stored shall be coordinated and maintained by the District Test Coordinator. School personnel authorized to have access to the locked secure storage area at the district level shall include the District Test Coordinator, clerical staff of the Department of Assessment, Research, and Special Services, temporary help employed by the Department of Assessment, Research, and Special Services, and loaned help employed in the Calcasieu Textbook Depository or other departments in Calcasieu Parish School Board, all of whom shall be trained in test security policies and procedures.
7. Each school principal shall complete, sign, and submit to the District Test Coordinator each year an updated list of personnel who have access to the locked secure storage area where all test materials are stored in the school. The principal and the School Test Coordinator shall maintain a copy of the access list in their files. The school test coordinator/s shall in-service all school-level personnel having access to test materials on test security. School personnel authorized to have access to the locked secure storage area include the School Test Coordinator/s, Principal, Assistant Principal, school janitor, or other personnel designated by the principal, all of whom shall be trained in and held accountable for carrying out test security policies and procedures.
8. All persons involved in the administration of tests shall annually receive proper training and professional development for handling and security of all testing materials. Such activities shall be coordinated and supervised by the District Test Coordinator. A record of such activities shall be maintained by the District Test Coordinator. School test coordinators shall in-service all school test administrators and other school-level personnel having access to testing materials on test security and/or test administration.
9. Testing shall be conducted in class-size groups. No group size shall exceed 30 students without written signed approval. Permission for administering state tests in environments that differ from the usual classroom setting must be obtained in writing from the Louisiana Department of Education, Division of Student Standards and Assessments at least thirty (30) days prior to testing. If testing outside the usual classroom setting is approved by the Division of Student Standards and Assessments, the school shall provide at least one proctor for every thirty (30) students. Small-group testing for students eligible for test accommodations shall not exceed 8 students.
10. The Louisiana State Superintendent of Education may disallow test results on any state test which may have been achieved in any manner which is violative of test security.
11. The Louisiana Department of Education shall establish procedures to identify the following in state testing programs:
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