So, You’re Coordinating Your First State Test? Here’s the Reality Behind the Chaos.

The First Shock: Waking Up at 2 A.M.

I never set out to be in assessment. In college, I stumbled into a part-time job at Fort Worth ISD’s assessment office. Later, when I moved to Tyler, I was hired as a counselor, but within weeks, they asked me to step into a full-time testing coordinator role. I figured, ‘How hard could it be?’ That year taught me just how much I had to learn.

When the day came to coordinate my very first state test, I thought I had it all figured out. After all, I had worked in district assessment before, how different could it be? The night before, I woke up at 2 a.m. running through the checklist in my head. Did I assign the right rooms? Did students have the right accommodations? Were teachers clear on their responsibilities?

By sunrise, teachers were already lined up outside the library—an hour before school even started—waiting to collect testing materials. That was my introduction to the reality behind the chaos: no matter how much you plan, the day brings curveballs.

Behind the Scenes

On paper, coordinating a test looks straightforward. In reality, it’s an intricate puzzle. You’re printing tickets, setting up bins for every teacher, ensuring everything is in order, making sure displaced teachers have somewhere to go, and triple-checking accommodations for students who need them.

And then the day starts. A student gets sick. Another isn’t on the spreadsheet but needs an accommodation. A teacher shows up to the wrong room. None of it goes according to plan, but all of it has to be solved—immediately.

The truth is, being a coordinator means being a firefighter. You’re putting out small blazes all day long while trying to keep hundreds of people moving in the right direction.

Learning People as Much as Process

I’ll be honest: the logistics are tough, but people are tougher. Some teachers will happily pitch in if you bribe them with chocolate. Others want every detail ten days in advance and hate changes after that. Some are natural “runners,” great at delivering materials and checking on classrooms. Others would rather do anything than sit for four hours watching kids test.

What helped me learn how to communicate the most wasn’t assessment training, it was my background as a counselor. Counseling taught me to listen, diffuse heated moments, and empathize with teachers who were stressed. Those skills matter just as much as spreadsheets.

Another factor that made all the difference for me was leadership. I had a principal who backed me up and believed in me. Having a leader who trusts you gives you the confidence to handle the chaos, and that matters.  

The trick is knowing your people, and putting them in positions to succeed. The smoother your staff experience, the smoother your student experience.

Lessons I Wish I Knew the First Time

Looking back, there are a few things I wish someone had told me before that first test:

• Expectations matter. Teachers want information early. The earlier you can give it, the better.
• ‍Plan for yourself. Eat lunch. Take breaks. Testing days are marathons, not sprints.
• ‍Ask for help. You don’t have to do everything alone. Train others, delegate, and trust your team.
• ‍Give yourself grace. You will make mistakes. Own them, fix them, and keep moving forward.

Today’s coordinators also face challenges I didn’t. With online platforms, the job now means managing devices, bandwidth, and embedded supports—not just pencils and paper. Building strong relationships with your tech team is just as important as training teachers.

Most importantly: don’t set an impossible standard for your first time. By the second or third round, you’ll know your staff, your building, and your process. The difference is night and day.

Why It Matters

Testing can feel like an endless stack of spreadsheets and logistics. But at its heart, it’s about students. Every name on that list represents a real kid depending on you to get it right. For most, a mix-up isn’t the end of the world. But for the senior who needs this test to graduate, the stakes couldn’t be higher.

That responsibility keeps you focused, even when you’re buried in booklets in a testing closet with nothing but a Diet Coke to keep you going.

Final Word: The Chaos is Worth It

At the end of the week, you’ll be exhausted. You’ll crash on the couch and probably fall asleep before dinner. But you’ll also know you pulled off something monumental: organizing hundreds (sometimes thousands) of moving pieces so that students could show what they know.

So, if you’re coordinating your first state test, brace yourself. It’s chaotic, unpredictable, and demanding. But with preparation, patience, and a little bit of humor, you’ll get through it—and you’ll be better for it.