Coordinators Guide

School and community coordinators are critical to everything that CBK offers. You are our frontline voices and advocates who are working directly with these bright kids and it is through you that our programs come to life! 

While some coordinators become involved with CBK in additional capacities, most participate in the WATS process. As much as you support us, this page is to support you in finding success with Academic Talent Search in your local communities.

This guide also provides tips and hints that our veteran coordinators have thought you’d find useful, as well as answers to frequently asked questions that families may have for you, or you often have for us.

Steps for Coordinators

WATS Coordinators help us identify and notify kids for Academic Talent Search. We streamline this process to avoid adding to your workload as much as possible. Please click on each step for more detail:

Carefully read the application instructions for the current year.

Identify whether a coordinator already exists or did exist at your school or in your district – make sure you touch base with your district or school personnel for gifted and talented. Please email us this updated information at cbk@centerforbrightkids.org!

See Eligibility to the right.

You can issue a standard letter that states, “you qualify,” which can serve in place of a family submitting a score report. Email us to request a template letter for you to edit. If you call us with your overall identified number of students, we will ship you copies of the Bulletin to distribute to your students, or we can provide a PDF copy of the bulletin for you to email to interested families. Prior participants will already have been invited by WATS.

This step usually goes with identification, as your letter of eligibility best goes out with information on the program itself. Call the WATS office at 303-428-2634 or email us to request additional copies of the Bulletin or a PDF copy to distribute to interested families. You are welcome to copy any of these materials as needed, or we can send you a box if we have advance notice. Also, call us or email as a liaison for your school, district, or community with any recurring questions or feedback so that we might continue to improve the program materials.

We also provide bulk registration for interested schools or those wanting to assist families with limited internet access. Registration fees will be invoiced to the school for bulk registrations. Bulk registrations including 100 or more students are offered bulk discounting. Contact us at cbk@centerforbrightkids.org for more information about bulk registrations.

Hold a family information meeting prior to or following sending out the invitations for participation. Let us know if you would like us to join you to present the program and answer questions. We also can hold school district or community large group meetings for staff and/or families if this is more effective in your area. For communities outside of Colorado, we can coach you through this presentation and provide materials. For larger presentations, we are also happy to travel and provide this service for your larger group (a minimum of 50 is required for travel considerations outside the Denver metro area, as we will pay costs).

Assist families with the online application process if needed, ensuring applicants meet the appropriate deadlines and applications are completed correctly. Some schools have populations who may need more assistance or interpretation services.

Believe it or not, many times families completely forget they have registered for testing. Please help kids remember a week before and ensure they have received their admission tickets and are ready to go. CBK does send email reminders the Monday before test dates. We do not advise practicing for this experience other than to familiarize themselves with the test structure.

It is just as important for kids to have this access experience as it is to talk about it and apply its results to academic learning plans or IEPs. Above-level information helps us understand not just areas that kids can continue to bolster skills, but the areas where they may be ahead enough that alternative options are important. There are over 25 different models for acceleration. What might be possible in your school setting to allow this kid to learn something new, every day?

In early May, you will receive a list of all of those students who elected to test and release score information to schools. Students who score in the top 25% of their grade level on any test or subtest will be invited to the state recognition ceremony if one is available in your location. Scores and recognition will be noted on your list. We invite you to also attend the ceremony to share in your students’ recognition. If you work with multiple schools, please make sure your families all list you as the school contact and that we have your preferred mailing address on our mailing list.

Elaine on Being a School Coordinator

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Eligibility

Participants must currently be in 3rd-9th grade. Students will be compared to their grade-level peers. If students have skipped grades or are home-schooled, the expectation is that they are already being measured against their grade-level peers in an academic setting. No age-level adjustments are made for students in these situations. While 9th grade scores may show up on a school database, they only report to colleges and universities if families CHOOSE to report with the exception of institutions requiring a comprehensive score report, in which case 9th grade scores WILL show.

Students currently in 3rd-9th grade who qualify for their school’s gifted program are encouraged to apply. Documentation of identification must be included with the application. If students have skipped grades or are home-schooled, they are then being measured against grade-level peers in an academic setting. No age-level adjustments are made for students in these situations.

Must score at or above the 90th% on a nationally normed academic achievement test. This percentile can be a composite/total score or one of the overall scores for verbal or mathematical reasoning or may be represented as “advanced” criterion on any core subtest. Students have used scores from tests such as: ITBS (Iowa Test of Basic Skills), Stanford Achievement Test, WISC-IV, Terra Nova, CogAT, NAEP, PARCC, CRT, MAP, or SBA scores at the “advanced” level or past participants in Talent Search use score reports (which still must be included) from the prior year’s SAT, ACT or PSAT 8/9. Qualifying scores are good for two years. WATS certificates and the WATS Bulletin or a mailing address are NOT acceptable proof of eligibility.

A school counselor, licensed teacher, or home school association official (who may not be the student’s parent) must provide a letter of recommendation based upon a full year of outstanding performance in a core subject area OR notifying WATS as to the student’s qualifying scores instead of submitting a score report (the letter you may have received from school which MUST have the student’s name on it).

I'm Having Troubles - How Do I Get Help?

While CBK is happy to help you as much as possible through the process, once kids are registered, it most likely will need to be the test companies themselves who can assist with rescheduling or cancellation issues or issues related to proctoring.

SAT: 866-756-7346

ACT: 319-337-1270

PSAT: 844-806-7817

If you are planning a closure due to weather or COVID-19, please contact the test companies as immediately as possible and place a sign on the door so that it is clear that the test site will not be open.

To share with families: IF YOUR TEST IS CANCELLED FOR WEATHER OR COVID-19 CONCERNS, the test company will offer the test on an alternate day. If you are unable to test on the alternate day, you will need to call the test company support line to reschedule your test for a more convenient date or forfeit your test registration fee. There may be an additional fee charged by the test company for rescheduling your test. If the test company is unable to offer a make-up date for a missed test, you will be eligible to reschedule your test with no change fee by contacting the test company support line. In most cases, you can reschedule your test for up to one year after your original test date. CBK will not issue refunds for missed or cancelled tests. In all cases, you will need to work with the test company to reschedule your test for a future date or forfeit your test registration fee.