07-22-2003

2003-2004 PUBLIC BUDGET HEARING

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, July 22, 2003, at 4:30 p.m. The purpose of the meeting was to provide time before the regular meeting of the Board for a Public Hearing to be held on the proposed 2003-2004 General Fund, Special Revenue Fund, and Debt Service Fund Budgets as advertised.

Mr. Karl Bruchhaus, Chief Financial Officer, called for questions, discussions, and/or comments from anyone in attendance at the meeting. There were comments and questions from several concerned citizens relative to the budget and how it impacted the closure of the P.M. School. After considerable discussion and explanation from Mr. Bruchhaus, the meeting ended.

DATE, TIME, PLACE OF MEETING

Mr. Bernard; Mr. LaRocque led the Pledge of Allegiance.

ROLL CALL

The roll was called and the following members were present:

Joe A. Andrepont, Billy Breaux, Dale B. Bernard, Clara F. Duhon, Jay L. Duhon, John M. Falgout, Rev. J.L. Franklin, James W. Karr, Sr., Bryan LaRocque, Sheral A. LaVergne, James W. Pitre, Gregory P. Robert, Dr. Edward Stephens, Philip Tarver and R.L. Webb.

MINUTES APPROVED

On motion by Mr. Karr, seconded by Mr. Duhon and unanimously carried, the minutes of the regular meeting of June 17, 2003, were approved as presented.

Supplemental Agenda

By general consent the Supplemental Agenda was included as part of the regular agenda.

COMMITTEE REPORTS

Administration and Personnel

The Administration and Personnel Committee met Tuesday, July 15, 2003; a quorum was present.

Mr. Duhon reported that the first item on the agenda was to review Policy KG, Use of School Facilities. Staff was requested to make the necessary changes to policy KG with assistance from legal counsel regarding restraints from distribution of political campaign material on school grounds. A motion was made and seconded to accept staff’s recommendation as follows:

The Board shall prohibit the use of any facility or grounds under its governance for the purpose of partisan political activities. Partisan political activity shall include, but not be limited to:

1. Distribution or displaying of political campaign brochures, pamphlets, tracts, posters, banners or similar material.

2. Display or erection of political campaign signs or posters.

There was a brief discussion on the possibility of legal challenges. Legal counsel advised the committee that the restrictions, as stated in staff’s recommendation, could be made and if consistent, there should be no problems if a legal challenge arises. There was a brief discussion concerning the difference in an advertisement supporting a school program versus an advertisement based on election purposes. Staff explained that the difference could be properly monitored. The motion to accept staff’s recommendation was approved. Mr. Duhon made a motion on behalf of the committee to approve the recommendation.

There was concern expressed that the policy should not restrict the distribution of political material at athletic events. It was the consensus of the Board that politicians have other methods in which campaign messages can be sent.

After a brief discussion, Mr. Robert called for a vote on the motion. The motion carried with two nays by Clara Duhon and Rev. Franklin. The policy will lay over for two weeks and will be presented at the next Board meeting, August 5, 2003, for final approval.

The policy states:

Policy: KG

Use of School Facilities

The School Board believes the functions of school buildings and grounds shall be to accommodate approved school programs for students and to assist in meeting community needs.

Use of school buildings by the community shall be considered a secondary function and shall be scheduled at times which do not interfere with regular school activities. Civic, religious, governmental, school organizations and Board approved groups may use school facilities.

The usage of school facilities by individuals or groups shall be based on a properly documented application and governed by a signed lease agreement between the individual or group and the Board. The lease agreement shall contain, but not be limited to, the following:

1. A “hold harmless” statement having the effect of holding the Board free from any liability that may arise while the facilities are in use.

2. A statement requiring, with limited exception, any person or group leasing the school facilities to purchase liability insurance identifying the Board as an additional insured. A certificate verifying the purchase of such insurance shall be presented to the Board along with the signed lease agreement prior to use of the facilities.

3. A statement that the individual or group lessee shall assume all responsibility for damages and/or maintenance expenses invested in the building, directly or indirectly resulting from lessee’s use.

The Board shall direct the Superintendent to maintain appropriate administrative regulations and procedures governing the use of school facilities, which shall include fees to be charged and appropriate amounts of liability insurance coverage.

The Board reserves the right to refuse any request to use facilities which:

1. Concerns any activities prohibited by state and/or Board policies:

2. Is made by any persons or organizations which have failed to follow procedures developed by the Superintendent or his designee; or

3. Is considered in any way contrary to the best interest o the school system.

3. Distribution or displaying of political campaign brochures, pamphlets, tracts, posters, banners or similar material.

4. Display or erection of political campaign signs or posters during an election year.

Revised: July 2000; June 2003

Ref: La., Rev. Stat. Ann. 17.81; Board minutes, 5-9-00

Calcasieu Parish

Mr. Duhon reported that the next agenda item was a proposed policy presented by Mrs. Jean Johnson, President of the Calcasieu Federation of Teachers, concerning school visitation by professional organizations. A motion was made and seconded to accept the proposal as presented. Considerable discussion took place concerning the need for a policy. An amendment to the motion was made to limit the time of day for visitation prior to 8:00 a.m. and after 3:30 p.m. Mr. Savoy explained that the present procedure requires organizations to report to Mr. Miller to discuss their purpose for visiting the schools. He determines whether they may talk to the principal. The principal decides if they are permitted in the school. After conducting a survey with the principals, Mr. Miller opted to not change the procedure. It was noted in continuing discussion that certain principles do not allow the professional organizations to come on campus. Mr. Savoy stated that if a problem with consistency occurs, Mr. Miller would address the problem with the principal. The amended motion to limit the time of day for visitation was withdrawn.

A vote was taken on the original motion and the motion failed.

Mrs. Duhon called for a point of order and asked for an explanation why there was not discussion on the item addressing school visitation by professional organizations.

Mr. Robert explained that Mr. Duhon was reporting from the committee and no action or discussion from the Board was prompted because the motion failed.

Mr. Spruel added that if there is no motion from the committee there is nothing for the Board to act on.

Mr. Duhon reported that the next item on the agenda was to approve Policy II, Testing Program. Staff made a recommendation that a policy for security of tests formulated by BESE Board be incorporated in Calcasieu Parish Policy II. Item 17 that deals with security of computer passwords has been recommended to be included in the policy. A motion was made and approved by the committee to accept recommended changes. Mr. Duhon moved on behalf of the committee to accept the recommended changes to Policy II, Testing Programs. The motion carried. The policy will lay over for two weeks and will be presented at the next Board meeting, August 5, 2003, for final approval.

The policy states:

FILE: II

TESTING PROGRAM

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 alternate assessments

d. 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, supplementary secure materials (e.g., writing prompts, science 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.

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 inservice 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 inservice 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 that is violative of test security.

11. The Louisiana Department of Education shall establish procedures to identify the following in state testing programs:

a. Improbable achievement of test score gains in consecutive years.

b. Situations in which collaboration between or among individuals occurs during the testing process.

c. A verification of the number of all tests distributed and the number of tests returned.

d. Excessive erasures for multiple-choice tests.

e. Any violation to written composition, open-ended or constructed responses that involves plagiarism.

f. Any other situation, which may result in invalidation of test results.

12. In cases where test results are not accepted because of breach of test security or action by the Louisiana Department of Education, any programmatic, evaluative, promotion, or graduation criteria dependent upon the data shall be deemed not to have been met.

13. Individuals shall adhere to all procedures specified in all operational manuals that govern the mandated and locally adopted testing programs.

14. Any individual(s) who knowingly engages in any activities during testing which results in invalidation of scores derived from the Graduation Exit Examination or LEAP for the 21st Century test shall forfeit the test results and will be allowed to retake the test at the next test administration.

15. Anyone known to be involved in the presentation of forged, counterfeit, or altered identification for the purposes of obtaining admission to a test administration site for any test administered by or through the State Board of Elementary and Secondary Education, the Louisiana Department of Education, and/or Calcasieu Parish School Board, shall have breached test security. Any individual(s) who knowingly cause(s) or allow(s) the presentation of forged, counterfeit or altered identification for the purpose of obtaining admission to any test administration site shall forfeit all test scores and will be allowed to retake the test at the next test administration.

16. Any teacher, administrator, or other school personnel who allows or breaches test security shall be disciplined in accordance with statutory provisions, policy and regulations adopted by the Board of Elementary and Secondary Education, and the School Board, and any laws that may be enacted by the Louisiana Legislature.

17. Calcasieu Parish School Board shall ensure that individual student test data are protected from unauthorized access and disclosure. The Calcasieu District Test Coordinator and other authorized users of the LEAP Web Reporting System shall ensure the security of passwords, any disks or CDs with downloaded individual student test data, and student-level test data open on a computer screen. The District Test Coordinator shall provide training to authorized personnel regarding security and confidentiality of individual student test data in paper and/or electronic format and of aggregated data of fewer than ten students. All users shall be required to sign a statement guaranteeing they will not share any password with unauthorized individuals and maintain the confidentiality of student data. A copy of the signed statement shall be sent to the District Test Coordinator to be kept on file. Users who have access to these systems and leave their positions at a district or school site shall not use or share any passwords.

18. The following alleged violations of test security shall be investigated by the district:

1. any testing irregularities, including violations in test security, such as plagiarism and excessive wrong-to-right erasures identified through erasure analysis

2. employees accused of irregularities or improprieties in the administration of standardized tests

3. missing test booklets, answer documents, or supplementary secure materials (e.g., writing prompts, science tasks)

19. District procedures for conducting an investigation shall include, at a minimum, the following:

a. The District Test Coordinator shall notify the Calcasieu Superintendent of the alleged violation; the superintendent shall appoint one or more members of the administrative staff to assist the District Test Coordinator with the investigation.

b. The investigative staff shall meet to review the alleged violation and to determine specific investigative procedures.

c. The investigative staff shall set a meeting with the principal, school test coordinator, and test administrator/s of the identified class/es.

d. The investigative staff shall conduct a group interview, or individual interviews if deemed more appropriate, with the principal, school test coordinator, school test administrator/s, proctor/s, and if deemed necessary, with any school staff who had access to test material at any time.

e. The investigative staff shall conduct individual interviews with students from identified class/es if deemed necessary regarding testing procedures, layout of the classroom, access to test materials before the test, and access to unauthorized materials or information during testing.

f. The investigative staff shall meet with the principal and school test coordinator (and/or other school staff as appropriate) to report findings and to request development and submission of a School Test Security Corrective Action Plan to the investigative staff.

g. The investigative staff shall meet with the principal and school test coordinator to review and approve or recommend changes to the School Test Security Corrective Action Plan.

h. The investigative staff shall develop a District Corrective Action Plan including district follow-up activities and timelines to check on the school’s implementation of its School Test Security Corrective Action Plan. The entire school and district document shall be submitted to the Calcasieu Superintendent for review and approval.

i. The Calcasieu Superintendent shall determine what, if any, disciplinary action shall be taken against any employee/s accused and found by the investigative staff to be in violation of test security irregularities or improprieties in the administration of standardized tests. Should disciplinary action be taken by the Superintendent that warrants revision of the District Test Security Corrective Action Plan, those written changes shall be made to the document at this point.

j. The School and District Test Security Corrective Action Plan shall be submitted to the Louisiana Department of Education Division of Student Standards and Assessments, and any follow-up activities shall be implemented by the District Test Coordinator.

20. Hospital/Homebound students will be tested on state and locally adopted achievement and/or criterion-referenced tests as follows:

a. A Hospital/Homebound Test Coordinator shall be designated by the District Test Coordinator in collaboration with the Director of Special Education for coordinating testing of hospital/homebound and/or other students taught by itinerant teachers. The Hospital/Homebound Test Coordinator will function like a School Test Coordinator.

b. Hospital/Homebound teachers will submit through their supervisor to the Hospital/Homebound Test Coordinator four lists of students from each school by grade:

(1) Those students able to be tested at their home school site.

(2) Those students unable to be tested with their peers at their local school but able to be grouped for testing by the Hospital/Homebound (itinerant) teachers at a designated School Board site.

(3) Those few students too ill or incapacitated to the extent they cannot be transported to a school site but well enough to be tested individually in the home by the Hospital/Homebound teachers.

(4) Those students too ill to test during the assigned testing dates.

c. The Hospital/Homebound Test Coordinator or designee will notify each school test coordinator of the testing status of each of their students.

d. The School Test Coordinator at each student’s enrolled school will arrange for testing students in category 1 in the school setting.

e. The Hospital/Homebound Test Coordinator or designee will pick up from each school test coordinator all testing materials for students in categories 2 and 3 and will arrange for their testing at a designated School Board site or in the home.

f. The Hospital/Homebound Test Coordinator or designee will deliver all testing materials to the school test coordinator of each student’s enrolled school for packaging and return following test administration.

g. Written documentation of test security will be maintained throughout the process on special forms prepared by each test vendor and/or by the District Test Coordinator.

21. Responsibilities of Parish Test Coordinator

a. Attend regional and/or state test coordinators’ meetings conducted by the Louisiana Department of Education.

b. Order, receive, and inventory all testing materials. Secure test booklets, answer sheets, supplementary secure materials (e.g., writing prompts, science tasks), and manuals for grades K-2 that contain actual test items under lock and key.

c. Maintain a list of school district personnel by name and position authorized to have access to the locked, secure storage area where all test materials are stored within the district and within each school.

d. Investigate and report discrepancies or irregularities to the Calcasieu Parish Superintendent of Schools and, if a state test, to the Division of Student Standards and Assessments, Louisiana Department of Education.

e. Inform principals and school test coordinators of test security laws, policies, regulations, and administrative procedures.

f. Conduct annual inservice for principals and school test coordinators on test security and test administration.

g. Maintain a dated and signed roster of all school system personnel trained in test security and test administration.

h. Distribute taped boxes of test booklets, answer sheets, manuals, and other materials needed for test administration to school test coordinators and/or principals.

i. Keep written dated and signed documentation of testing materials distributed and returned.

j. Provide test schedules to principals, school test coordinators, and to the public through the media.

k. Conduct training inservice for monitors as deemed appropriate.

l. Oversee local monitoring of all test sites.

m. Pack tests and ship to scoring service or place in secure locked district storage.

n. Follow all policies of BESE, testing vendors, and Calcasieu Parish School regard to requests from parents or others to examine secure tests.

o. Train authorized users of the LEAP Web Reporting System and ensure that individual student test data are protected from unauthorized access and disclosure. This includes ensuring the security of passwords to authorized users only of the LEAP Web Reporting System, any disks or CDs with downloaded individual student test data, student-level data open on a computer screen, individual student data in paper and electronic format, and of aggregated data of fewer than ten students.

22. Responsibilities of Principals

a. Attend annual district principals’ inservice sessions on test security, accountability data on state assessment answer documents, and interpreting and using test data.

b. Oversee and be responsible for total school adherence to test security laws, policies, regulations, and administrative procedures.

c. Appoint school test coordinators, see that they attend parish inservices for school test coordinators, and that they provide test security and test administration inservice to school staff.

d. Submit a list to the District Test Coordinator annually of school personnel by name and position authorized to have access to the locked, secure storage area where all test materials are stored. Give a copy to each School Test Coordinator and maintain a file copy.

e. Assign only certified personnel who have been trained on test security and test administration to administer tests; assign other certificated personnel and para-professionals to assist with monitoring or proctoring during testing.

f. Fully inform all faculty, students, and parents of test security policies, procedures, and schedules; and inform them of high-stakes testing requirements.

g. Provide a school environment conducive to good testing practices and procedures throughout the week/s of testing:

(1) Rearrange regular schedule to adhere to parish and state testing schedules.

(2) Turn off bells.

(3) Avoid and disallow fire drills, use of PA system, and other interruptions during test administration.

(4) Monitor testing and cooperate with district and state monitors. Follow Calcasieu Parish School Board policy when identifying all district and state monitors as authorized visitors in the school.

(5) Report any discrepancies or testing irregularities to the District Test Coordinator immediately.

(6) Keep written documentation of all discrepancies/irregularities and how each discrepancy/irregularity was investigated and handled within the school. Submit a written report to the District Test Coordinator of any investigation and maintain a file copy.

h. Cooperate with the District Test Coordinator, other administrator/s appointed by the Calcasieu Superintendent, and/or Louisiana Department of Education (LDE) staff on any investigation of a suspected test security violation by student/s and/or staff.

i. Ensure protection of individual student test data in paper and electronic format, and of aggregated data of fewer than ten students.

23. Responsibilities of School Test Coordinators

a. Attend district in-service sessions on test security, test administration, and/or interpreting/using test data as scheduled.

b. Recognize that the School Test Coordinator is a designee of the School Principal. Keep the principal informed of all testing requirements, schedules, and irregularities.

c. Conduct inservice on test security for all persons having access to secure test materials; conduct inservice for test administrators on test security and on test administration procedures.

d. Submit to the District Test Coordinator a dated and signed roster of all school personnel attending the annual in-school inservice on test security and another roster on each test administration inservice. Maintain a file copy of each.

e. Keep secure test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks), and all K-2 test administrators’ manuals that contain actual test items under lock and key before and after each testing session.

f. Keep accurate written documentation of distributed and returned test materials each day with date, time, serial numbers, to whom distributed, by whom returned.

g. Report in writing, with principal’s signature and date, any missing test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks), and any discrepancies in serial numbers of testing materials to the District Test Coordinator prior to administration of the test.

h. In the event test booklets, answer documents, supplementary secure materials (e.g., writing prompts, science tasks) are determined to be missing while in the possession of the school, immediately notify the District Test Coordinator by FAX with signatures of the School Test Coordinator and Principal and the date. Under the Principal’s leadership, investigate the cause of the discrepancy and submit a written report of the investigation at the time of turning in test materials to the District for scoring. If the documents are determined to be missing while in possession of a test administrator, obtain a signed and dated written detailed report from the test administrator of what happened and submit this as part of the written investigative report.

i. Monitor administration of tests. Be available during the testing period to answer any questions that arise. Report testing irregularities to the Principal and the District Test Coordinator immediately.

j. School Test Coordinator should not be responsible for administering tests during peak testing periods.

k. Pack and return all used and unused answer sheets, test booklets, manuals, secure supplemental materials (e.g., writing prompts, science tasks) and other required documents to the District Test Coordinator according to instructions. DO NOT destroy any items at the school building level!

l. Maintain security of individual student test data in paper and electronic format, and of aggregated data of fewer than ten students.

24. Responsibilities of Test Administrators

a. Attend in-school inservice on Test Security and Test Administration.

b. Disseminate all testing materials in the same manner each time. Do not allow students to pass materials to others. Before beginning each testing session, check to see that each student has his/her own test booklet and answer document.

c. Before and after testing periods, and during any recess breaks, keep all testing materials under lock and key until returned to the School Test Coordinator. Test materials should never be left out in the open in an unlocked and unattended room.

d. When taking any short break within the classroom, make sure all test materials are picked up off all students’ desks. Monitor the class during the break by standing at the front of the classroom and observing carefully.

e. Code student answer documents according to specific instructions provided. Because answer documents are secure materials, this activity should be treated with the same security measures and procedures as test administration.

f. Adhere to test schedule provided by the District and School Test Coordinators. Administering any test section out-of-schedule shall be treated as a test security irregularity.

g. Conduct testing in a classroom environment unless small-group or individual testing is provided as an allowable accommodation to eligible 504, special education, or limited English proficient students.

h. Administer make-up testing if allowed. Makeup testing is mandatory for all LEAP 21, GEE 21, and Iowa Tests.

i. Adhere to all test administration procedures as outlined in test administrator’s manual and instructions provided by the District Test Coordinator.

j. Adhere to all test security measures as outlined in administrators’ manuals, this Calcasieu Parish School Board Test Security policy, and the state Board of Elementary and Secondary Education Test Security policy.

k. Return all scorable and non-scorable materials, signed Security and Confidentiality Statement, and any other requested documents to the School Test Coordinator. DO NOT destroy any items at the school building level!

l. Submit signed and dated written documentation of any testing irregularity or materials discrepancy to School Test Coordinator and Principal. Maintain a file copy.

25. Testing Schedules

a. All Calcasieu Parish schools shall follow testing schedules established at the state and/or district levels. Administering any state test section at a time that is different to the state or district schedule without specific approval of the Louisiana Department of Education, Division of Student Standards and Assessments and/or Calcasieu District Test Coordinator shall be treated as a test security violation.

b. Any school, single student, or group of students that requests early or late test administration of any whole test or test section on any LEAP test (LEAP 21, GEE 21, “old” GEE, the Iowa Tests, LAA) because of a school trip, convention, other Calcasieu Parish approved student activity, or any other reason, must make a written request signed and approved by the school principal to the District Test Coordinator. The District Test Coordinator will refer the request to the Louisiana Department of Education, Division of Student Standards and Assessments, seeking their approval prior to test administration.

Revised: February, 1999

Revised: June, 2001

Revised: April, 2002

Ref: La. Rev. Stat. Ann. §§17:81, 49:953; Louisiana Handbook for School Administrators, Bulletin 741, Louisiana Department of Education; Board minutes, 3-18-97, 2-2-99, 5-7-02.

Calcasieu Parish School Board

Mr. Duhon reported that next the policy on Reduction in Staff Personnel, File

GBKA, concerning Special Education Paraprofessionals was presented. The policy

follows along with the No Child Left Behind Act. BESE has established certification

criteria for paraprofessionals. It was reported that BESE Board has established

several pathways for paraprofessionals to become certified. The following

recommended changes, in addition to certification, were made by staff:

· The number of paraprofessional categories was reduced from eight to three:

1. Special education instructional support paraprofessionals.

2. Special education instructional support paraprofessionals with sign language communication/interpreter skills.

3. Special education Braillist paraprofessionals.

· Seniority will be determined parishwide rather than by bonding districts.

There was discussion concerning the cost factors. Mr. Savoy reported that grant monies and other sources are available to assist with costs involved.

Mr. Duhon reported that the committee voted on the motion and approved the recommended policy changes. On behalf of the committee, Mr. Duhon moved to approve the recommended policy changes. The motion carried with one nay by Mrs. Duhon.

On motion by Mr. Karr, seconded by Mr. Breaux and carried, the two-week policy

lay over was waived.

The policy states:

FILE: GBKA

REDUCTION IN STAFF PERSONNEL

The Board shall have the authority to make, and shall make, provisions for a reduction in the number of employees of the school district, which may be made for reasons of program elimination, declining enrollment, insufficient funds, or other valid reasons as approved by the Board.

All reductions of employees shall be in accordance with requirements contained in state statutes and Board policy. Normal attrition, voluntary retirements, and voluntary leaves of absence shall be considered prior to any staff reduction. All possible alternatives to the layoffs of employees shall be explored and used prior to implementation of the Reduction in Force policy.

The Board shall reserve the right to exempt certain positions which carry non-~~teaching~~ certificated assignments that are vital to the successful operation of the system's programs and which could not logically be satisfactorily filled by others available to assume such specific responsibilities.

GENERAL REQUIREMENTS

Any situation dealing with reduction in force which is not resolved by the Reduction in Force policy shall be addressed by the Superintendent, subject to Board approval.
All personnel should be aware that the Reduction in Force policy is not intended to extend employment rights.
A teacher receiving supplementary pay from the Board to conduct extra or co-curricular activities in the schools shall be excluded from a reduction in force unless recommended for inclusion in the reduction by the principal and appropriate supervisory personnel, with subsequent approval granted by the Superintendent.
When removal, reassignment, or termination is between employees with the same length of continuous employment, then the following criteria in the order listed may be used to determine the person affected:

The employee with the lesser degree on his/her certificate shall be affected. (MA + 30 will be treated as a degree.)
The signing date of the original contract beginning the continuous employment shall be used to determine which employee shall be affected. The person whose signing date is more recent shall be affected.
The younger of the employees shall be affected as determined from the birth dates on the retirement enrollment application.

The district shall be cognizant of protected minorities during a reduction in force.

Since a specified racial percentage method for removal and reassignment on a school or department basis may be counter productive, then the job classification/s noted within shall be considered to form a group of employees in order to judge whether an adverse impact on racial ratio would occur during the reduction.
When legally permitted, the methods to reduce the number of employees from a group noted herein shall be based upon least continuous service for teachers, ~~and~~ bus drivers, and special education paraprofessionals; and an administrative decision for other personnel; however, if the removal of the person designated would adversely affect the racial ratio suggested by the court, then a person of another race shall be removed. This provision shall be conditional upon proper clarification, where applicable.

Since enrollment in a school is seldom stable within and between grade levels and/or subject assignment areas, then personnel shall be assigned to the school pursuant to the approved school schedule; however, the principal shall make the actual assignment within certification or other guidelines.
If an employee has been adversely affected by a reduction in force, then the benefits of accrued sick leave, accrued annual leave, continuous service eligibility, and other benefits may be restored if the person has been previously terminated and subsequently reemployed or continued if the employee has been assigned to a lower rank.
If an employee's assignment is equally divided between two (2) assignment area groups, then appropriate supervisory personnel shall render a decision relative to the employee's assignment area. Further, if an employee's assignment is equally divided between two (2) school classifications, the supervisory personnel involved shall render a decision relative to school classification.
Employees adversely affected by a reduction in force shall be considered for reemployment or reassignment for a period of one (1) year from the date of termination or reassignment.

Teachers shall be grouped by school classification and subject assignment area, hereafter stated as assignment area, in order to reduce the number employed as follows:

Elementary school grades K-5 including ECIA Labs shall form an assignment area group.
Each instructional program funded in the regular elementary school budget, except grades K-5 and ECIA Labs, shall form a separate subject assignment area group.
Each subject assignment area funded in the middle schools shall form a separate assignment area group in grades 6-8.
Each subject assignment area funded in the secondary schools shall form a separate assignment area group in grades 9-12.
Each exceptionality assignment area of special education shall form a separate assignment area group.

The difference in the number of current staff and the number of positions approved and funded in the regular program for the ensuing session shall be the number of deletions to be made. Employees affected within an assignment area by the deletion of positions shall be determined using the criteria noted in the order listed on a least continuous service basis as follows:

Personnel assigned to leave positions who do not meet Louisiana certification requirements
Personnel assigned to regular positions who do not meet Louisiana certification requirements
Personnel assigned to leave positions who meet Louisiana certification requirements
Personnel assigned to permanent positions who meet Louisiana certification requirements

Teachers shall be removed at the school level using the criteria delineated above, based on the number of approved positions at each school by assignment areas. Additionally, the least continuous service provision shall be used provided that each element of the schedule shall be assigned to a person who is certified. If the need develops to remove a person other than the person with the least continuous service, then the person with the least continuous service who does not meet certification requirements of the schedule shall be removed.

REASSIGNMENT OF TEACHERS UNDER CONTRACT

A teacher under contract for the ensuing school session that has been displaced as the result of a reduction in force shall be placed on a seniority basis.

When possible, a tenured teacher who has been displaced due to a reduction in force may be given an option to select, from the assignment area in which the displaced teacher has been working, a vacant teaching position or a teaching position occupied by a non-tenured teacher. Such an option shall be conditioned upon the displaced tenured teacher having earned certification for the position being selected.

If a tenured teacher has been displaced from an assignment area and all teachers remaining in that assignment area are tenured, then the displaced tenured teachers shall be placed in another assignment area where vacant positions exist or in positions where non-tenured teachers have been working.

REASSIGNMENT OF PROBATIONARY OR TEMPORARY TEACHERS

A probationary or temporary teacher that has been removed from an assignment due to a reduction in force may be considered for placement on a seniority basis as vacancies occur in the subject assignment area from which the teacher has been removed or other assignment areas as deemed appropriate, provided that certification has been earned for the vacancy and that the teacher's performance has been evaluated and considered satisfactory.

A probationary teacher not certified in that subject assignment area from which removal occurred or whose evaluation is not satisfactory may be considered for reassignment on equal terms with other persons making a new application.

CRITERIA FOR SPECIFIC EMPLOYEE CLASSIFICATIONS

Tenurable Certificated Employees Except Teachers, Supervisors, and Administrators

If it becomes necessary to reduce tenurable-certificated employees except teachers, supervisors and administrators, then the employee with the least continuous service shall be removed.
An employee removed shall be considered for reassignment or reemployment as provided by the legal provisions governing tenurable employees.

Employees Affected:

Tenurable pupil appraisal staff members
Consulting teachers
Technical assistants
School based speech therapists
Resource strategists
Resource specialists
Special education consulting teachers

Non-Tenurable Technical Support Personnel

If a department is closed, then all non-tenurable technical support personnel in the department shall be terminated.
If the non-tenurable technical support staff personnel to be reduced are within a single department, then the non-tenurable technical support employee to be terminated shall be determined by the department head.
All non-tenurable technical support personnel who have been terminated shall be considered for vacant non-tenurable technical support positions in the system based upon seniority. The reemployment of a non-tenurable technical support employee shall be subject to the approval of the appropriate supervisor.

Non-Tenurable Technical Support Personnel Affected:

Chief Financial Officer
Directors
Supervisors
Buyers
Accountants
Auditors - all types
Pupil Appraisal Staff
Data Processing
Printing
Media and Publications
Machine and Equipment Repair
Consultants
Technical Assistants
Nurses
Coordinators

Bus Attendants

If the number of bus routes with assigned bus attendant positions within a bonding district is reduced, then the bus attendant assigned in the district with the least continuous service in the school district shall be affected. The attendant with the least continuous service shall be moved to a vacant attendant position in the bonding district or shall be terminated if a position in the bonding district is not available.
All bus attendants who have been terminated shall be considered for vacant bus attendant positions. The reemployment of a bus attendant shall require the approval of appropriate supervisory personnel.

Bus Drivers

If the total number of bus drivers in the parish is to be reduced, then the bus driver with the least continuous service in the school system shall be terminated.
All tenured bus drivers who were terminated as a result of the reduction in force shall be reemployed on a seniority basis with approval of the appropriate supervisory personnel as vacant positions become available in the school system.
All non-tenured bus drivers who have been terminated shall be considered for vacant bus driver positions based on seniority. The reemployment of a non-tenured bus driver shall be subject to the approval of appropriate supervisory personnel.

Paraprofessionals

Tutors

If the tutorial staff is to be reduced within a school, then the tutor assigned to the school with the least continuous service in the system shall be displaced from the school. The displaced tutor shall be:

considered for a vacant tutorial position in the system; or
terminated if the tutor possesses the least seniority of all tutors in the system.

All tutors who have been terminated shall be considered for tutorial positions which become vacant based on seniority. The reemployment of a tutor shall be subject to the approval of the principal.

Special Education Paraprofessionals:

Special education paraprofessionals or aides shall be categorized or classified in the following three assignment areas:

1. Special education instructional support paraprofessionals

2. Special education instructional support paraprofessionals with sign language communication/interpreter skills

3. Special education Braillist paraprofessionals

Certification and/or other requirements for paraprofessionals in each of the three categories or assignment areas:

Category 1 Special education instructional support paraprofessionals:

a. Must meet Louisiana certification requirements as “a highly qualified paraprofessional in Louisiana” (or must be working to obtain certification no later than January 2006). (See attached draft copy of proposed Louisiana paraprofessional certification pathways adopted by Louisiana Board of Elementary and Secondary Education as Notice of Intent June 19, 2003, pages 36-37).

b. Must have physical stamina and ability to lift, carry, and/or position students and perform other required procedures needed by special education students served.

c. Must meet specific job requirements such as heavy lifting, medium lifting, light lifting, climbing stairs, kneeling, repeated bending, etc.

The following physical demands/environmental factors are representative of some of the physical stamina/physical ability requirements of a Calcasieu Parish School System special education paraprofessional and do not represent an exhaustive list of all responsibilities, duties, and physical abilities/skills required:

Heavy lifting (50 pounds and over)

Medium lifting (15 – 49 pounds)

Light lifting (up to 15 pounds)

Repeated bending

Reaching above shoulders to store supplies

Climbing stairs or ramps

Standing (up to 80% of the day)

Sitting in student chairs or on floor

Walking

Carrying

Visual acuity

Hearing acuity

Speech

Ability to monitor children’s safety

Use of fingers

(record keeping, writing, typing, computer or other technology)

Ability to work indoors and out-of-doors

d. Must receive specialized training and demonstrate skill in any one or more of the following areas based on specific individual or group needs of student/s in the class or school to which the special education instructional support paraprofessional is assigned. All specialized training in 1-7 following will be provided by specialists employed by, contracted by, or identified by Calcasieu Parish School System Department of Special Education:

(1) Methodology for providing instructional support in specific curriculum areas

(2) Social/behavioral skills support in the instructional setting

(3) Providing support in the use of assistive technology and integration across the curriculum

(4) Providing support in the use of an FM System (frequency modulated system assistive listening device) in the instructional setting

(5) Providing sensory support in the instructional setting

(6) Providing instructional assistance in the use of large print or Braille materials

(7) Providing specific non-complex health or hygiene procedures in the instructional setting; training to be provided by Calcasieu Parish School Board nurses and/or therapists, or other agency approved by Calcasieu Parish School Board Department of Special Education.

Category 2 Special education instructional support paraprofessionals with sign language communication/interpreter skills:

and one of the following (2b or 2c)

b. Must have Louisiana certification as an Interpreter or Transliterator

c. Must demonstrate communication skill in using sign language (American Sign Language and Sign English) and ability to transliterate.

and

d. Must have physical stamina and ability to lift, carry, and/or position students and perform other required procedures needed by special education students served.

and

e. Must meet specific job requirements such as heavy lifting, medium lifting, light lifting, climbing stairs, kneeling, repeated bending, etc. (See physical demand examples under 1-c pages 12-13)

Category 3 Special Education Braillist paraprofessionals

a. Must have a high school or GED diploma

and

(either 3b or 3c) and 3d and 3e and 3f

b. Must have certification as a Braillist

c. Must be working on Library of Congress Braille certification or its equivalent

and

d. Must demonstrate proficiency in Brailling and reading Braille Nemeth Code

and

e. Must have physical stamina and ability to lift, carry, and/or position students and perform other required procedures needed by special education students served.

and

f. Must meet specific job requirements such as heavy lifting, medium lifting, light lifting, climbing stairs, kneeling, repeated bending, etc. (See physical demand examples under 1-c pages 12-13)

Reduction in Force of Special Education Paraprofessionals

In order to reduce the number of special education paraprofessionals, the following criteria shall apply:

1. If a school is closed, all special education paraprofessionals in the school shall be displaced and considered for placement in other special education positions within their assignment areas in the school system.

2. The difference in the total number of current special education paraprofessionals in each assignment area (categories 1, 2, 3) and the number of positions approved and funded within each assignment area for the ensuing session shall be the number of deletions to be made in each special education paraprofessional category.

3. Employees affected within special education paraprofessional assignment area (1) or (2) by the deletion of positions shall be determined using criteria in the order listed on a least continuous service basis within the school system:

a. Personnel assigned to leave or temporary positions who do not meet Louisiana certification requirements.

b. Personnel assigned to permanent positions who do not meet Louisiana certification requirements.<