Socorro Independent School District
UIL Coordinators
Meeting
2/28/17
Welcome!
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Survey Results
Please provide your thoughts about how we can
improve registration at the event: 36 Responses
 Communication--- remind.com
 More QR Codes available
 Student numbers
 Packets ready a week before
 Student names missing?
 “Accountability for coordinators and coaches, especially to
proctor events”
 “Have a designated area for parents”
Please provide your thoughts about how we can
improve the communication before and during the
event: (28 responses)

Student ID # sent ahead of time

Coordinators are always going in and out of the Library. Katherine always
communicated with us there in person!!!Please ask Katherine and those that
have ran this event in the past, their input is a must!!!! Outlook is also good
way to communicate.

“When problems occur coordinators should be on hand to fix them (not
hiding out in an office)”

“have enough copies of test for all students, coaches should know room
numbers before the event”

“Making sure everyone works together in all events, not spending time in the
hospitality room socializing. Listen to those that have work events before,.”
 Let us know if events are cancelled ahead of time. Have proctors set
up before each event instead of relying on last-minute volunteers.
 Making meetings mandatory for UIL Coordinators
 Need more volunteers (Don't put them all in the hospitality room). Not
all coaches got to eat.
Continued:
 “We need a way to communicate with the district
coordinators for each grade level. We need to have cell
phone numbers in order to communicate with them and then
they can communicate with Mrs. Melendez”
 “Each coordinator providing names of coaches that can
proctor events, the use of walkie talkies get instant
information”
 School Maps
 “Maybe we can have a remind group for ALL coaches, so we
can receive updates such as delays or room reassignments.”
 “Remind or group me is great maybe even walkies for the
registration and directing”
 “Rooms should be ready when and where it is stated on the
info sheet”
Please provide your thoughts about how we can
improve the grading portion of the event:
 Coaches and Coordinators were not given a list of
badge numbers corresponding to the student.
Grading was a bit confusing figuring out who the
students were
 “All coaches MUST be present to grade their own
event.”
 “Making sure coaches need to know they MUST stay
to grade. Coordinators need to make sure they do
their part, but then some coordinators did not do
their part either :(“
 “Easy access to paper and printers”
 “Please make sure all answer keys and ranking sheets
are included in the packets.”
Continued:
 “MAKE SURE EVERYONE THAT IS SUPPOSE TO GO
GRADE ACTUALLY GOES!!!!”
 “Have a sign in for coaches at the entrance of the
grading room. This will hold them accountable for
grading. We were missing a lot of coaches during
grading.”
 “Explaining the grading process to first timers (like
myself). I was lost once I went in the library to grade.
Also, there needs to be more instructions when
administering the test. I administered Social Studies
and I had a hard time getting them started because I
had no direction. I tracked down a social studies
coach for the time.”
Any other comments, suggestions, or
recommendations?(28 responses)
 “Too many people not knowing what was going
on. Too many people (people that were
supposed to know what was going on) just
standing around talking, people did not have a
clue as to what was happening or supposed to
happen.”
 “make sure coaches get hospitality as well”
 Having all tables labeled for grading events
would be great.
 “Please schedule events for each grade level in
classrooms side by side.”
Continued:
 Some kids were able to leave when finished,
others kept them till everyone done
 “We gave suggestions on Wednesday
about plans that need to be in place. Yet
none of our suggestions were taken. You
had elementary children together with
middle school and high school students.
Parents were walking around everywhere.
Disbelief!”
Responses?
 Spelling is not going to be on the computers for
the real event
 Do we need to hire graders?
 How do we want to communicate if you don’t
like the remind.com?
 Enough food will be provide for coaches at real
event
 Packets will be created a week before the
event including student ID’s
 Registration for JOT will close 10 days before the
event
Continued:
 More QR Posters
 Signs located around the school
 Need help with volunteers
 Need all Coordinators at all events
Event Dates
 UIL High School – March 24th -25th
 UIL Elementary School- April 7th & 8th
 UIL Middle School-April 19th, 21st, 22nd
Committees
 Registration Committee
 Grading Room Committee
 Events Committee
 Volunteers Committee
 Hospitality Committee
Invoices needed for Middle
School
 Ernest Serna middle
 John Drugan middle
 Walter Clark middle
 John Ensor middle
 Hernando middle
 Puentes middle
 Sun Ridge middle
 Slider Middle
 Paso Del Norte both
elem. and middle
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Vista Del Sol
O'shea
Cooper
Mission Ridge
Lujan Chavez
Hueco
Hilly
Sue Shook
Chester Jordan
Campestre
QR Reader App
Campus Check-in’s
Camus Codes
Student UIL ID #’s
Remind.com
Organization
District
Coordinator
Tabulation,
Hospitality
Kelley Akins
High School
Coordinator
Contest
Director
Contest
Director
Claudia Duron
Middle School
Coordinator
Contest
Director
Contest
Director
Contest
Director
Frenda Serda-Gerardo
Contest
Director
Contest
Director
Elementary
Coordinator
Contest
Director
Contest
Director
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Contest Directors-Packets
Blue Folder
Information Sheet per/event
Room Numbers
Student Rosters
I have _______ number of rooms
I need ______ number of coaches to proctor each
room
1 copy of each exam
1 copy of each answer document
Plastic Packets
Student Roster for each packet
Event description sheet
One test booklet for each student listed on
the roster.
One answer document for each student on
the roster.
Needs Assessment Form
Coaches:
 Ensure that role is taken before event
 Asks student to place their UIL Student ID # on the top
right hand corner of the test booklet and the answer
document
 Keep time (stop watch or cell phone)
 “Active Monitoring” while student test
 When Students are finished with a test they my exit the
room
 Test booklet AND answer document should have the
student’s UIL ID #
 Documents should be separated (test booklets and
answer documents) and handed to Contest Directors
 All coaches report to grading room (Library) to help with
grading
Contest Coordinator:
 Receives Test Booklets and organizes them by
UIL Student ID #
 Receives answer documents, ensures that the
UIL Student ID # is present then takes/sends
document to grading room (library)
 Facilitates that all UIL Rules are followed
 Assists coaches/staff with any questions or issues
that arise
 Contacts appropriate Coordinator (Elementary,
Middle School, High School) for assistance
Other Info.
 Students taking multiple exams-may take the
exam but the proctor will not provide student
extra time if they entered the room late.
Students finished with an exam may leave the
room.
 New Schedules are not available yet but you
may use last years for your planning
 April 19th Will be the additional UIL Competition
date for Middle School Math and Ready Writing
 Next meeting Tentatively Scheduled for Tuesday
February 28th 5:30pm-6:30pm
Questions
Welcome
UIL Coordinators!