Data Hygiene for High-Stakes District Work: Lessons from Assessment Leaders

High-stakes moments in K–12 don’t leave much room for error. Testing windows, student accommodations, accountability reporting, and graduation verification all hinge on one foundational element districts often underestimate: clean, reliable data.

In a recent Conversations with Educators webinar, assessment leaders from Keller ISD shared a candid look at how data hygiene impacts day-to-day district operations, and what happens when systems, roles, and workflows aren’t clearly defined. The conversation went beyond theory, offering practical insights from the people responsible for keeping assessment data accurate under real pressure.

Panelists included:

• Cathy Bailey, Integration Engineer, Aeries
• ‍Jennifer Cook, Contractor, Keller ISD
• ‍Marjorie Martinez, Director of Assessment, Accountability & Improvement, Keller ISD
• ‍Heather Sims, Coordinator of Assessment, Keller ISD

Together, our panelists unpacked what data hygiene really means in district environments, and why getting it right reduces last-minute fire drills and builds confidence across campuses.

Key Takeaways from the Session

• Data hygiene is not a one-time cleanup; it’s an ongoing, role-based process.
• Unclear ownership of data creates risk during high-stakes testing windows.
• SIS accuracy directly impacts downstream systems, including accommodations and assessment platforms.
• Clean data reduces stress for campus and district testing coordinators alike.
• Proactive workflows prevent last-minute surprises and compliance issues.

Why does data hygiene become such a challenge during testing season?

Sims: Rather than viewing data hygiene as a pre-test checklist, it’s important to treat it as a continuous responsibility tied to everyday processes. If you have a process in place, then during testing season, little issues can be dealt with instead of turning into big issues.

Where do districts most often see data breakdowns?

Martinez: It is important to have clearly defined roles and processes for data input and monitoring. With data feeding multiple reporting and assessment systems, consistency is the key to avoiding miscommunication and inaccuracies at both the campus and district level.

How do role-based workflows improve data accuracy?

Cook: When everyone knows exactly what they’re responsible for (and when) it changes everything. Data loads are smoother, errors are easier to catch, and we’re not scrambling at the last minute. Standardized workflows and regular checks make high-stakes moments far more predictable.

What’s the connection between SIS data hygiene and downstream systems?

Bailey: Downstream systems are only as good as the data they receive. If SIS data isn’t clean, every connected system feels the impact, especially during assessment and accommodations processing. Data hygiene isn’t isolated to one platform — it’s ecosystem-wide.

What changes made the biggest difference for Keller ISD?

Sims: We have always made sure processes were in place. We regularly review those processes and include stakeholders in those discussions. Once the process is consistent, it is much easier to manage the data and identify where and if there is an issue.

Why Data Hygiene Matters for TestHound Users

The challenges shared by Keller ISD mirror what many district and campus testing coordinators experience every year. High-stakes assessment work demands consistency, accuracy, and visibility, especially when managing accommodations and test logistics across multiple campuses.

TestHound is designed to support exactly what these educators described:

• Clean, centralized assessment data tied directly to SIS integrations
• Consistent processes across campuses and testing windows
• Clear visibility for district and campus testing coordinators
• Fewer last-minute errors during accommodations and test administration

When data hygiene is built into daily workflows — not just testing season — districts gain confidence that their assessment operations will hold up when it matters most.

Ready to reduce testing-season fire drills?

If your district is looking to improve data accuracy, streamline assessment workflows, and reduce risk during high-stakes windows, TestHound will help.

Book a demo today to see how TestHound supports cleaner data, clearer processes, and more confident test coordination.