LEA CAASPP Reports: Overview

LEA reports can be accessed only by LEA coordinators. LEA reports contain data associated with the user’s LEA.

To access an LEA report, select the [Reports] navigation tab from the top navigation bar, and then select the [LEA Reports] action tab (figure 1).

Reports Navigation for a CAASPP LEA coordinator.

Figure 1. LEA Report Navigation

LEA CAASPP Reports

The following LEA reports are available for LEA CAASPP coordinators. Select a link for details on a specific report.

CAA for ELA LEA-Level Second Scoring Report

The CAA for ELA LEA-Level Second Scoring Report displays students assigned second scoring for the CAA for ELA as well as the status of second scoring entries in the DEI for either the LEA or school.

CAASPP CARS LEA-Level Status Report

The CAASPP CARS LEA-Level Status Report allows the user to download a list of CARS incidents for the selected administration. The user has the ability to filter the list based on current status of the incidents or to download all CARS incidents for the selected administration.

CAASPP LEA User List Report

The CAASPP LEA User List Report generates a list of all CAASPP users associated with the LEA.

Take the following steps to generate this report:

  1. From the Available Reports menu, select the CAASPP LEA User List Report.
  2. Once the report is selected, the Organization field will be prepopulated on the basis of the user’s role (figure 2). From the Administration Year drop-down list, choose the applicable school year. Select the previous school year to download a file containing a list of users from the previous administration year.

  3. CAASPP LEA User List Report

    CAASPP LEA User List Report.

    Figure 2. CAASPP LEA User List Report

CAASPP LEA-Level SSR Availability Report

The CAASPP LEA-Level SSR Availability Report provides a list of students who tested at the selected LEA and have CAASPP SSRs that are available for download. After requesting this report, the user will receive a notification email when it is ready for download.

CAASPP LEA-Level SSR Distribution Report

The CAASPP LEA-Level SSR Distribution Report lists all students registered for CAASPP assessments in the user’s LEA and includes the student’s SSR language preference as well as whether video SSRs were ordered for the student. Refer to Organization Profile—Reporting for details about how reporting options are set for an LEA or a school. Refer to Student Profile—Reporting Overview for details on how to configure an individual student’s reporting options in TOMS. After requesting this report, the user will receive a notification email when it is ready for download.

CAASPP LEA-Level Student Demographics Snapshot Report

The CAASPP LEA-Level Demographic Snapshot Report includes a unique demographic record for each student enrolled in the selected LEA regardless of where the student tested. This snapshot is captured and available at the close of the LEA’s Smarter Balanced, CAAs for ELA and mathematics, and CAST testing administration window.

CAASPP LEA-Level Student Test Assignment Report

The CAASPP LEA-Level Student Test Assignment Report generates a list of test assignments made in TOMS for students in the LEA. LEA CAASPP coordinators can use this report to verify student test assignments for all CAASPP assessments. After requesting this report, the user will receive a notification email when it is ready for download.

CAASPP LEA-Level Student Test Settings Report

The CAASPP LEA-Level Student Test Settings Report generates a list of students within the LEA and the embedded and non-embedded resources assigned to them. LEA CAASPP coordinators can use this report to ensure that appropriate accessibility resources are assigned to students who need them. After requesting this report, the user will receive a notification email when it is ready for download.

CAASPP STAIRS and Appeals Report

The CAASPP STAIRS and Appeals Report provides details of CAASPP STAIRS/Appeals cases and statuses at the LEA level. It contains information about STAIRS cases, such as the school name and CDS code, the details of the test associated with the incident, the STAIRS case number, the STAIRS status, associated SSIDs, the date of the incident, the date the incident was submitted, and the Appeal number, type, and status.

CAASPP Student Completion Status Report

The CAASPP Student Completion Status Report contains the testing status of all students enrolled in the LEA by school. Note that the report also includes students who exit the school but do not reenroll in another California public LEA. It provides student data, such as name, SSID, and grade. This report also provides the status of test administrations (ELA, mathematics, science, and CSA) for each student and indicates whether the student is registered for the test, whether the student has started or completed the test, and whether a condition code (either PGE or NTE) has been assigned to the student for a given test.

CAASPP Student Completion Status Summary Report

The CAASPP Student Completion Status Summary Report provides LEA coordinators with the ability to monitor completion rates at the LEA and school levels. This report provides aggregate information about the testing status of students at the LEA as well as at individual schools within the LEA. This information includes the total number of students eligible for each test (excluding students with PGE and NTE exemptions) and the total number of students who started and completed each test. This report also provides aggregate information about the number of test exemptions (PGE and NTE).

CAASPP Student Score Data File

The CAASPP Student Score Data File provides the data file that LEA coordinators need to upload student results into their SIS. This report provides the LEA’s score results for all students who tested within a particular test administration as well as demographic information for each student. Users can filter the list by students tested within the LEA, “By Tested”; or by the current enrollment, “By Enrolled.” The current enrollment filter will include students who test at a different LEA and moved to the user’s LEA.

Per the California Code of Regulations, student results are stored in TOMS for three years. It is recommended that LEAs download and store locally student results each year.

The file is downloaded into a.zip file with.csv and.dat format versions. It is available to download by administrative year. Links to PDFs of student data file layouts for the current and previous years are also available on this screen. The layout file provides details of what information and the order of the information that users receive when downloading the CAASPP Student Score Data File.

Take the following steps to generate this report:

  1. From the Available Reports list, select CAASPP Student Score Data File.

  2. Once the report is selected, the Organization field will be prepopulated on the basis of the user’s role (figure 3) and a message will be displayed: “Important: An email notification will be sent when the report requested after selecting [Request New Report] is ready for download.”

    CAASPP Student Score Data File screen.

    Figure 3. CAASPP Student Score Data File Report

  3. From the Administration Year drop-down list, choose the applicable school year. Note that Administration Year is a required field.
  4. The Report Type is a required field. From the Report Type drop-down list, select the report type; the choices are “By Enrolled LEA” and “By Tested LEA.”

CAASPP Student Score Report PDFs

The CAASPP Student Score Report PDFs (figure 4) allow the user to download a file that contains CAASPP electronic SSRs. The user can generate SSRs based on school(s), grade(s), assessment(s), score reporting language(s), and SSR availability date.

The bulk download contains SSRs only for the students who are currently enrolled in the specified LEA.

The multiple SSRs download can be used to obtain the SSRs of up to 10 students who are currently enrolled in the LEA.

CAASPP Student Score Report PDFs.

Figure 4. CAASPP Student Score Report PDFs

Take these steps to request CAASPP SSR PDFs as a bulk download:

  1. From the Available Reports menu, select “CAASPP Student Score Report PDFs.”
  2. The Organization field is prepopulated on the basis of the user’s role.
  3. From the drop-down School list, select the desired school. To select more than one school, hold the [Ctrl] key while selecting individual schools. Select “All Schools” if desired. This is a required field.
  4. In the Name Your Report field, enter a name for this report. Note that spaces are not allowed. Allowable characters include uppercase and lowercase letters, hyphens, underscores, and the numbers 0 through 9.
  5. Select the grade level associated with the SSRs. To select more than one grade level, hold the [Ctrl] key while selecting individual grade levels. Select all grade levels from the drop-down Grade list, if desired. This is a required field.
  6. From the [Start Date] and [End Date] calendar [Calendar icon.] icons, select a start date and an end date so that only SSRs for students who are in the selected school(s) and grade level(s) during the specified date range are downloaded. These are required fields.
  7. Select the assessment associated with the SSRs. To select more than one assessment, hold the [Ctrl] key while selecting individual assessments. To select all assessments, select All from the drop-down Assessments list. This is a required field.
  8. Select the score reporting language associated with the SSRs. To select more than one score reporting language, hold the [Ctrl] key while selecting individual score reporting languages. To select all score reporting languages, select All from the drop-down Assessments list. This is a required field. The options are:
    • All SSRs—Two sets of SSRs are downloaded for each student, one in English and one in the primary language of the student. Both sets of SSRs are downloaded for each student, per the student’s language settings.
    • English SSRs (All Students)—Only English SSRs are downloaded for all students.
    • English SSRs (English Only & Unsupported Languages)—English SSRs are downloaded for students whose primary language is English or any language other than Spanish, Filipino, Korean, Vietnamese, Mandarin, Cantonese, or Arabic.
    • Spanish SSRs—Spanish SSRs are downloaded for students whose primary language is Spanish.
    • Filipino SSRs—Filipino SSRs are downloaded for students whose primary language is Filipino.
    • Korean SSRs—Korean SSRs are downloaded for students whose primary language is Korean.
    • Vietnamese SSRs—Vietnamese SSRs are downloaded for students whose primary language is Vietnamese.
    • Traditional Chinese SSRs—Traditional Chinese SSRs are downloaded for students whose primary language is either Cantonese or Mandarin.
    • Arabic SSRs—Modern Standard Arabic SSRs are downloaded for students whose primary language is Arabic.
  9. Select Yes to merge the SSR PDF files into one or more files. The limit for the number of SSR PDFs per merged file is 10,000.
  10. Select the [Request Report] button, located to the right of the Merge Files field, to begin the bulk download of the CAASPP Student Score Report PDFs.
  11. When a confirmation message appears, select the [Close] button to close the message. When the report is ready, the user receives an email from ca-‍assessments@ets.org, containing a link to retrieve the report. The link, which expires after 24 hours, is the only method of retrieval for these SSR PDFs.
  12. Select the [Student Score Reports] link from the notification email.
    • If using the Microsoft Edge browser, a message asks the user what to do with the.zip file.
    • If using the Google Chrome browser, the.zip file automatically downloads.
  13. Save the.zip file locally, and then open it to access all the SSRs.

Use the “Download PDF(s) by Requested SSID(s)” section to download an SSR for a student who tested elsewhere but is now enrolled in your LEA. Take these steps to download PDF(s) for up to 10 SSID(s):

  1. To find the option to download up to 10 SSRs, scroll down the screen to find the “Download PDF(s) by Requested SSID(s)” section toward the bottom of the screen (figure 5). Enter up to 10 comma-separated SSIDs for the students associated with the SSRs to be printed, select the assessment associated with the SSRs, and then select the [Download Report] button.

  2. Open the file to access the SSRs for that student.

    Download PDF(s) by Requested SSID(s).

    Figure 5. Download of Multiple Students Score Reports

CAASPP Total Enrolled Students Report

The CAASPP Total Enrolled Students Report provides the LEA CAASPP coordinator with the total number of students in the LEA, broken down by school and grade level. LEAs also can use this report to verify the administration window each school is assigned to and the number of students listed in TOMS in each grade level. This report provides the number of students enrolled in that LEA and in its schools as of the day the user requests the report.

CAASPP Unlisted Resources Report

The CAASPP Unlisted Resources Report generates a list of all students in the LEA using unlisted resources. LEA CAASPP coordinators can use this report to monitor the status of the CDE’s review of the requested unlisted resources and to ensure that resources are requested for the students who need them prior to testing.

LEA-Level High School CAST and CAA for Science Eligibility Report

LEA CAASPP coordinators can use this report to monitor the eligibility of high school students to register for the CAST and the CAA for Science. This report lists all high school students in grades ten, eleven, and twelve who are currently enrolled in the selected LEA. If a student has already taken a science test in high school, the report indicates which science test the student took, when and where, and in which grade. The report also indicates which students are registered to take a science test in the current administration year.

LEA-Level Student Demographics Report

The LEA-Level Student Demographics Report (figure 7) provides the current demographic information listed in TOMS. LEAs can use this report to verify that correct information is being sent from CALPADS to TOMS.

LEA-Level Student Demographics Report.

Figure 7. LEA-Level Student Demographics Report

Take the following steps to request this report:

  1. From the Available Reports menu, select “LEA-Level Student Demographics Report.”
  2. Once the report is selected, the Organization field will be prepopulated on the basis of the user’s role.
  3. Select the school(s) for which this report is being generated. This is a required field.
    • To select more than one school, hold down the [Ctrl] key while selecting the individual schools.
    • Select “All Schools” if this report should include all schools within the organization.
  4. Optional—Select a status from the English Language Acquisition Status drop-down list.
    • Select one or more optional columns from the Select Optional Columns drop-down list.
  5. Select the [Request New Report] button. A notification email is sent from ca-‍assessments@ets.org when the report is ready for download. The email directs the user to the Requested Reports screen, under the [Reports] tab, to download the report.
  6. Select the [Download] button corresponding to the LEA-Level Student Demographic Report.
  7. Open the Excel file to access the LEA-level student demographic information.

Security Forms and Remote Administration Status Report

This report generates a list of the Test Security Agreements and Test Security Affidavits that have been signed by users at the LEA and the date that they were signed. This list allows LEA coordinators to ensure that all appropriate staff have completed security information prior to testing. The User Remote Administration Enabled? field indicates “Yes” when the remote test administration is enabled for a user. After requesting this report, the user will receive a notification email when it is ready for download.

Take the following steps to request this report:

  1. From the Available Reports menu, select “Security Forms and Remote Administration Status Report.”
  2. Once the report is selected, the Organization field will be prepopulated on the basis of the user’s role.
  3. Select the [Request New Report] button to generate a new report. The Requested Reports screen is displayed.
  4. After receiving a notification email that the report is ready, return to TOMS. Select the [Reports] navigation tab from the top navigation bar, and then select the [Requested Reports] action tab. Select the [Download] button corresponding to the LEA coordinators Security Forms and Remote Administration Status Report.
  5. Open the Excel file to access a list of users and the status of all security forms.

Signed Security Forms Report

The Signed Security Forms Report provides a copy of every user-signed test security agreement and test security affidavit for those within an LEA who have access to TOMS. After requesting this report, the user will receive a notification email when it is ready for download.

Take the following steps to request this report:

  1. From the Available Reports menu, select “Signed Security Forms.”
  2. Once the report is selected, the Organization field will be prepopulated on the basis of the user’s role (figure 6).
  3. Select the [Request New Report] button to generate a new report.
  4. When the report is ready for download, the user receives an email from ca-‍assessments@ets.org, containing a link to retrieve the report. The link, which expires after 24 hours, is the only method of retrieval for this report.
  5. Select the [Signed Security Forms] link from the notification email.
    • If using the Microsoft Edge browser, a message asks the user what to do with the.zip file.
    • If using the Google Chrome browser, the.zip file automatically downloads.

  6. If desired, save the.zip file locally, and then open it to access all the signed security forms.

    Signed Security Forms.

    Figure 6. Signed Security Forms