Testing season can be one of the most stressful times for school districts, and especially test coordinators, but with the right strategies, coordination, and tools, it doesn’t have to be overwhelming.  

During our recent webinar, 5 Steps to a Stress-Free(ish) Testing Season, experts from the TestHound team shared insights on how to streamline test administration and reduce stress for educators and students alike. Below is a recap featuring key takeaways from our discussion with our panelists.

1. Teamwork Makes the Dream Work

Dr. Kim Tunnell, Vice President of Educational Outreach

Q: Why is teamwork so essential for a smooth testing season?‍

Dr. Tunnell: Testing isn’t a one-person job. It takes an entire team working together to ensure a seamless process. Whether you're a district test coordinator or working at the campus level, having a structured team that understands their roles is crucial. Engaging with the special education department, administrators, and support staff ahead of time helps ensure that accommodations and schedules align.

‍Q: What are some practical ways to build an effective testing team?‍

Dr. Tunnell: Have a clear communication plan. Make sure principals, counselors, and front-office staff are aware of the testing schedule and expectations. Also, don’t forget about office staff, custodians and paraprofessionals—everyone has a role in making the testing environment as stress-free as possible.

2. Data Mastery

Winston Bolen, Enterprise Support Analyst

Q: How does accurate data management impact testing season?

Bolen: Data is everything. At TestHound, we rely on clean, accurate, and up-to-date data from schools to ensure testing runs smoothly. Schools send us data from their student information systems (SIS), and we work with vendors like Cambium, SuccessEd, and others to ensure accommodations are correctly assigned.

Q: What’s your top advice for avoiding data issues?

Bolen: Start early. Run spot checks on student data before testing season begins. Look at new students, verify accommodations, and ensure that changes from Individualized Education Program (IEP) meetings are reflected correctly. Many common issues can be avoided simply by regularly reviewing alerts and reports in TestHound.

3. Logistics Like a Boss

Dr. Ros Jackson, Customer Experience Manager

Q: What are some key logistics considerations for test day?

Dr. Jackson: Logistics can make or break testing day. My biggest piece of advice is to start early—map out testing rooms, assign proctors, and ensure that every student’s needs are met. You don’t want to be scrambling the morning of a test.

Q: Any tips for staying organized?

Dr. Jackson: Have a master schedule that includes room assignments, materials checklists, and staff responsibilities. And don’t forget to communicate this plan to everyone—teachers, staff, and even parents. Also, keep extra copies of rosters, seating charts, and accommodation lists handy for quick reference.

4. Stress-Busting Strategies

Carie Barthelemess, Customer Success Manager

Q: Testing can be high-stress for staff and students alike. What are some ways to reduce that stress?

Barthelemess: One of the best things you can do is maintain a sense of calm. If the staff sees you as a confident and collected leader, they’ll follow suit. Plan ahead for potential issues and have contingency plans in place.

Q: Any practical strategies for reducing test-day anxiety?

Barthelemess: Simple things like letting students release some energy before testing—maybe a short walk or stretching—can make a big difference. Also, ensure teachers have what they need the day before, so they aren’t rushing to gather materials at the last minute.

5. Tech Tools to the Rescue

Craig Dickey, Customer Success Manager

Q: How can technology make testing season easier?

Dickey: Tech tools like TestHound simplify so many processes. We integrate with student information systems to keep data accurate, provide reporting features to help with compliance, and streamline accommodations management. Our goal is to eliminate manual work so educators can focus on what matters.

Q: Any features in TestHound that coordinators should take advantage of?

Dickey: Absolutely! The ability to auto-generate reports, manage seating charts, and export data directly to test vendors like Cambium are huge time-savers. We’ve also improved our reporting system to make pulling reports faster and more efficient.

Final Thoughts

A stress-free(ish) testing season is possible with the right preparation, teamwork, and tools. By planning ahead, staying organized, and ensuring that data and logistics are well managed, educators can create a more seamless testing experience for everyone involved.

Beyond that, fostering a positive, supportive environment for staff and students alike can go a long way in reducing the pressure of test day. When educators feel prepared, students will feel more at ease, and testing can become a smoother process overall.

Remember, you don’t have to do it alone. Collaboration, communication, and leveraging the right technology can make all the difference.

If you are interested in automating tasks and streamlining processes, you may also be interested in the suite of from Education Advanced:

• TestHound: Our test accommodation software helps schools coordinate thousands of students across all state and local K-12 assessments while considering various accommodations, such as for reading disabilities, physical disabilities, and translations.  
• Pathways: A graduation tracking tool that enables administrators and counselors to create, track, and analyze graduation pathways, ensuring secondary students stay on track to graduate.
• Evaluation: A solution for documenting every step of the staff evaluation process, including walk-throughs, self-evaluations, supporting evidence, reporting, and performance analytics.