Appendix A. Register Users and Assign Permissions to Administer Interim Assessments

User roles (with related permissions) for the suite of California assessment systems are created through TOMS. Following are the user roles available in TOMS for users who need to manage and administer the Smarter Balanced Interim Assessments (table A.1 and table A.2 ). These user roles govern the access to features within TOMS and other systems, including CERS. All TOMS user roles include access to the Smarter Balanced Tools for Teachers website.

Before assigning any permissions to LEA or school staff, the LEA CAASPP and ELPAC coordinators should read and carefully consider the information provided in the Data Security and Privacy section of this user guide.

Registration of users for the CERS is completed through the Test Operations Management (TOMS) interface. The instructions in this appendix should be used in coordination with the instructions in the TOMS User Guide for creating user accounts to access the Smarter Balanced Tools for Teachers website and CERS.

Table A.1. TOMS User Roles for CAASPP

TOMS User RolesSystem Responsibilities and Abilities
Superintendent This role is automatically assigned to the LEA superintendents and charter school administrators as listed in the California School Directory. This role has the following system responsibilities and permissions:
  • Identification and assignment of all LEA CAASPP coordinators for the LEA for the current and upcoming administration years
  • Addition of the special education coordinator and technology coordinator contacts
  • Accesses Completion Status reports in TOMS
  • Accesses assessment results in the ORS and CERS for all students in the LEA
LEA CAASPP Coordinator This role is assigned by a user who has the superintendent role and has the following system responsibilities and permissions:
  • Assignment and management of all CAASPP user roles
  • Assignment and verification of test administrations
  • Entry and uploading of the following:
    • Student test assignments
    • Test settings
    • Unlisted resources
    • Condition codes
  • Submission of STAIRS Reports
  • Management of the Interim Assessment Hand Scoring System (ability to view interim assessment responses for all students within the LEA, score responses for which the LEA CAASPP coordinator has been assigned, and reassign responses to any scorer or score manager within the LEA)
  • Access to the Interim Assessment Viewing System
  • Access to Completion Status reports in TOMS
  • Access to assessment results in the ORS and CERS for all students in the LEA
  • Creation and assignment of rosters in the ORS and student groups in CERS
  • Ability to administer all summative, interim, practice, and training tests
Site CAASPP Coordinator This role is assigned by users who have the LEA CAASPP coordinator role. This role can be assigned to a user at the school level only and has the following system responsibilities and permissions:
  • Assignment and verification of student test assignments, test settings, unlisted resources, and condition codes
  • Coordination of test security
  • Management of the Interim Assessment Hand Scoring System (ability to view interim assessment responses for all students at the site, score responses for which they have been assigned, and reassign responses to any scorer or score manager within the LEA)
  • Access to the Interim Assessment Viewing System
  • Access to Completion Status reports in TOMS
  • Access to summative assessment results in the ORS and CERS
  • Access to interim assessment results in CERS for all students at the site
  • Creation of rosters in the ORS and student groups in CERS and assignment of those roster groups to site users
  • Ability to administer all summative, interim, practice, and training tests
CAASPP Test Administrator This role is assigned by users who have the LEA CAASPP coordinator or site CAASPP coordinator role. This role can be assigned to a user at the school level only and has the following system responsibilities and permissions:
  • Administration of standard summative, interim, practice, and training tests to students
  • Verification of student test settings in the Test Administrator Interface
  • Test session security
  • Access to the Interim Assessment Hand Scoring System (ability to view interim assessment responses for all students at the site and score responses for which the test administrator has been assigned)
  • Access to the Interim Assessment Viewing System
  • Access to Completion Status reports in TOMS
  • Access to summative assessment results in the ORS and CERS for the students in the roster group assigned to them by a coordinator
  • Access to interim assessment results in CERS for the students in the roster group assigned to them by a coordinator
CAASPP Test Examiner This role is assigned by users who have the LEA CAASPP coordinator or site CAASPP coordinator role. This role can be assigned to a user at the school level only. The user must be a credentialed or licensed employee at the LEA and has the following system responsibilities and permissions:
  • Administration of both the general and the alternate summative assessments and interim, practice, and training tests to students
  • Verification of student test settings in the Test Administrator Interface
  • Test session security
  • Access to the Interim Assessment Hand Scoring System (ability to view interim assessment responses for all students at the site and score responses for which the test examiner been assigned)
  • Access to the Interim Assessment Viewing System
  • Access to Completion Status reports in TOMS
  • Access to summative assessment results in the ORS for the students in the roster group assigned to them by a coordinator
  • Access to interim assessment results in CERS for the students in the roster group assigned to them by a coordinator
CAASPP IA Administrator Only This role is assigned by users who have the LEA CAASPP coordinator or site CAASPP coordinator role. This role can be assigned to a user at the school level only and has the following system responsibilities and permissions:
  • Administration only of the Smarter Balanced Interim Assessments to students
  • Access to the Interim Assessment Hand Scoring System (ability to view interim assessment responses for all students at the site and score responses for which the CAASPP IA administrator has been assigned), the Interim Assessment Viewing System, and the Interim Assessment Completion Status reports system)
  • Access to interim assessment results available through CERS for the students in the roster group assigned to them by a coordinator
Educator—District This role is assigned by users who have the LEA CAASPP coordinator role. This role can be assigned to a user at the LEA level only and has the following system responsibility and permission:
  • Access to assessment results in the ORS and CERS for the entire LEA
Educator—Test Site This role is assigned by users who have the LEA CAASPP coordinator or site CAASPP coordinator role. This role can be assigned to a user at the school level only and has the following system responsibility and permission:
  • Access to assessment results in the ORS and CERS for the entire school
Educator—Roster This role is assigned by users who have the LEA CAASPP coordinator or site CAASPP coordinator role. This role can be assigned to a user at the school level only and has the following system responsibility and permission:
  • Access to assessment results in the ORS and CERS for the students in the roster group assigned to them by a coordinator

Table A.2. TOMS User Roles for ELPAC with Access to Interim Assessments

TOMS User RolesSystem Responsibilities and Abilities
Superintendent This role is automatically assigned to LEA superintendents and charter school administrators as listed in the California School Directory. This role has the following system responsibilities and permissions:
  • Identification and assignment of all LEA ELPAC coordinators for the LEA in the current and upcoming administration years
  • Addition of the special education coordinator and technology coordinator contacts
  • Access to Completion Status reports in TOMS
  • Access to assessment results in the ORS and CERS for all students in the LEA
LEA ELPAC Coordinator This role is assigned by a user who has the superintendent role and has the following system responsibilities and permissions:
  • Assignment and management of all ELPAC user roles
  • Assignment and verification of student test exemptions
  • Identification of students taking the alternate assessments
  • Uploading of test settings and unlisted resources
  • Management of paper test orders
  • Submission of Security and Test Administration Incident Reporting System (STAIRS) cases
  • Access to assessment audio files
  • Entry of scores into the THSS
  • Entry of student responses and scores into DEI
  • Access to individual Initial ELPAC Student Score Reports (SSRs)
  • Access to Completion Status reports in TOMS and assessment results in CERS for all students in the LEA
  • Creation and assignment of student groups in CERS
  • Ability to administer ELPAC assessments (including the audio files) to students
  • Ability to administer the Smarter Balanced Interim Assessments for English language arts/literacy (ELA) and mathematics
Site ELPAC Coordinator This role is assigned by users who have the LEA ELPAC coordinator role. This role can be assigned to a user at the school level only and has the following system responsibilities and permissions:
  • Identification and training of all relevant site staff
  • Assignment of users at the site level
  • Coordination of site test security
  • Access to assessment audio files
  • Initiation of STAIRS cases for the site
  • Access to site-level reports for all students at the school site
  • Access to Completion Status reports in TOMS and assessment results in CERS for all students at the site
  • Creation and assignment of student groups in CERS
  • Ability to administer ELPAC assessments (including the audio files) to students
  • Ability to administer the Smarter Balanced Interim Assessments for ELA and mathematics
  • Entry of scores into the THSS
  • Entry of student responses and scores into the DEI
  • Printing of individual Initial ELPAC SSRs
ELPAC Test Examiner

This role is assigned by users who have the LEA ELPAC coordinator or site ELPAC coordinator role. This role can be assigned to a user at the school level only and has the following system responsibilities and permissions:

  • Administration of ELPAC assessments (including the audio files) to students
  • Test session security
  • Entry of data and score into the THSS
  • Printing of individual Initial ELPAC SSRs
  • Ability to administer the Smarter Balanced Interim Assessments for ELA and mathematics
  • Access to Completion Status reports in TOMS and assessment results in CERS for students in an assigned student group
  • Entry of scores into the THSS
  • Entry of student responses and scores into the DEI

For ELPAC users, if any changes are needed to student test settings in TOMS for interim assessments, reach out to the LEA CAASPP coordinator or the Site CAASPP coordinator.