Appendix B. Register Users in TOMS for Permissions to the California Educator Reporting System: Overview

This appendix contains instructions for local educational agency (LEA) CAASPP and ELPAC coordinators to register authorized users to ensure access to the California Educator Reporting System (CERS). Before assigning any permissions to LEA or school staff, the LEA coordinator 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.

Manage User Roles

LEA CAASPP coordinators and LEA ELPAC coordinators are designated and provided access to TOMS by the Superintendent. After being designated and logging into TOMS, LEA coordinators are prompted to sign the Test Security Agreement form and the Test Security Affidavit form. (More information about these forms can be found on the CAASPP Forms web page and ELPAC Forms web page.) Once given access to TOMS, the LEA coordinator will be able to provide access for other authorized LEA personnel.

LEA coordinators can only create user accounts for users who are within their LEA. User accounts cannot be created for a higher level or for an LEA or institution to which they do not belong. For example, if the user belongs to LEA “A,” user accounts can only be created in LEA “A” at the LEA level or lower.

User Roles in the Reporting System

Privileges in CERS and Tools for Teachers are managed through user roles assigned in TOMS. Users are automatically provided access privileges to CERS and Tools for Teachers based on their role in TOMS. The following list provides definitions for terms and acronyms used in table B.1 and table B.2. Table B.1 and table B.2 show the mapping of the TOMS user roles to the permissions that were previously assigned in the Smarter Balanced Administration and Registration Tools (ART) to better illustrate the transition.

  • PII: View individual student results by district, school, and grade
  • GROUP_ADMIN: Create/edit/and delete assigned student groups (Assigns student groups to others, such as teachers)
  • Custom Aggregate Reporter: Create/view/export custom aggregate reports
  • Instructional Resource Admin: Create/edit/delete links to instructional resources
  • PII_GROUP: Create/edit/delete custom groups (from assigned groups) – view students (individual or group) in assigned group(s)
  • DL_EndUser: Tools for Teachers user only

Table B.1. LEA-Level Test Operations Management System Roles and Associated Permissions in CERS and Tools for Teachers Access

TOMS Role NamesCERS Permissions and Tools for Teachers Access
  • LEA CAASPP Coordinator
  • LEA ELPAC Coordinator
  • Educator—District
PII, PII_GROUP, GROUP_ADMIN, Custom Aggregate Reporter, Instructional Resource Admin, DL_EndUser
  • LST Correspondence Administrator
PII_GROUP, DL_EndUser

Table B.2. School-Level Test Operations Management System Roles and Associated Permissions in CERS and Tools for Teachers Access

TOMS Role NamesCERS Permissions and Tools for Teachers Access
  • Site CAASPP Coordinator
  • Site ELPAC Coordinator
  • Educator - Test Site
PII, PII_GROUP, GROUP_ADMIN, Custom Aggregate Reporter, Instructional Resource Admin, DL_EndUser
  • CAASPP Test Administrator
  • CAASPP Test Examiner
  • CAASPP IA Administrator Only
  • ELPAC Test Examiner
  • LST Data Entry
  • Educator - Roster
PII_GROUP, DL_EndUser
  • Tools for Teachers Only
DL_EndUser

LEAs should take care when assigning “site-based” roles (i.e., Site CAASPP Coordinator, Site ELPAC Coordinator, and Educator - Test Site), since these roles allow access to all interim and summative assessments results for an entire school (site).

Please ensure that student personally identifiable information (PII) is being made available only to appropriate users.

Add New Users

A user must be added to TOMS to gain access to the various systems. For instructions on how to add new users into TOMS, refer either to the Add Users Individually article or to the Add Users via Bulk Upload article in the TOMS User Guide.

Viewing and Revising Roles for an Existing User

For instructions on how to view or update roles for existing users into TOMS, refer to the View and Edit Existing Users article in the TOMS User Guide.