LEA ELPAC 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).

Figure 1. LEA Report Navigation

LEA ELPAC Reports

The following LEA reports are available for ELPAC users. Select a link for details on a specific report.

Download Signed Security Forms

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 an email when it is ready for download.

Take the following steps to request this report:

  1. From the Available Reports menu, select “Download Signed Security Forms.”
  2. Once the report is selected, the Organization field will be prepopulated on the basis of the user’s roles (figure 2).
  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 [Download Signed Security Forms] link from the notification email.
    • If using the Internet Explorer browser or 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.

Figure 2. Download Signed Security Forms

ELPAC Electronic Summary Report

The ELPAC Electronic Summary Report is a summary report of all students in the LEA who took either the Initial ELPAC or the Summative ELPAC during the current or previous administration.

The report is downloaded into a .zip file containing a .csv format file. The .zip file name includes the LEA code, year, and time.

Take the following steps to request this report:

  1. From the Available Reports menu, select “ELPAC Electronic Summary Report.” When this report is selected, additional fields appear that allow the user to select the testing program and school year of administration for this report (figure 3). The Organization field is prepopulated on the basis of the user’s role.

    Figure 3. ELPAC Electronic Summary Report

  2. From the Testing Program drop-down list, select the testing program for which this report is being generated. This is a required field.
  3. Select the [DOWNLOAD REPORT] button to generate a new report.
  4. A .zip file is downloaded, containing an Excel .csv file.

  5. Open the Excel file to access the ELPAC Summative Summary Report.

ELPAC LEA User List Report

The ELPAC LEA User List Report generates a list of all ELPAC users associated with the LEA and contains information about those individuals.

LEA coordinators can download the previous school year report, update it for the current school year, and then upload it into TOMS using the Upload User screen. The current school year file can be modified to change user roles and remove users who are no longer associated with the LEA.

Take the following steps to request this report:

  1. From the Available Reports menu, select “ELPAC 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 4). 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 past administration.

Figure 4. ELPAC LEA User List Report

ELPAC LEA-Level SSR Distribution Report

The ELPAC LEA-Level SSR Distribution Report lists all students registered for ELPAC assessments in the user’s LEA and includes each student’s SSR language preference as well as whether paper or video SSRs were ordered for the student. All reporting options are configured in TOMS.

ELPAC LEA-Level Student Test Assignment Report

The ELPAC LEA-Level Student Test Assignment Report provides LEA ELPAC coordinators student test assignments for all ELPAC assessments. This report generates a list of test assignments made in TOMS for students in the LEA.  After requesting this report, the user will receive an email when it is ready for download.

ELPAC LEA-Level Student Test Settings Report

The ELPAC LEA-Level Student Test Settings Report assists LEA ELPAC coordinators in ensuring that appropriate accessibility resources are requested for students who need them. This report generates a list of students within the selected LEA and the embedded and non-embedded resources assigned to them. After requesting this report, the user will receive an email when it is ready for download.

ELPAC Pre-ID Report

The ELPAC Pre-ID Report displays the student data used for generating pre-identification (Pre-ID) labels for the LEA. Pre-ID labels are generated and printed by ETS.

Take the following steps to request this report:

  1. From the Available Reports menu, select “ELPAC Pre-ID Report.”
  2. Once the report is selected, additional fields will appear that allow the user to enter information for this report (figure 5). The Organization field is prepopulated on the basis of the user’s role.

    Figure 5. LEA Reports—“ELPAC LEA Pre-ID Report”

  3. From the Testing Program list, chose the applicable testing program. The choices are “ELPAC CBA Field Test,” “Initial ELPAC,” and “Summative ELPAC.”
  4. Select the [DOWNLOAD REPORT] button to generate a new report.
  5. Open the Excel file to access the student data used for generating pre-ID labels for the LEA.

ELPAC STAIRS and Appeals Report

The ELPAC STAIRS and Appeals Report provides details of ELPAC STAIRS/Appeals cases and their status 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, the date of the incident, the date the incident was submitted, and the Appeal number, type, and status.

ELPAC Student Completion Status Report

The ELPAC Student Completion Status Report contains the testing status of all students in the LEA by school. It provides information about the students in the LEA, such as name, SSID, and grade. It also provides information about the status of the test administration for each student—whether the student is registered for the test, whether the student has started or completed the test, and whether a domain exemption or alternate assessment has been assigned to the student for a given test.

ELPAC Student Completion Status Summary Report

The ELPAC Student Completion Status Summary Report provides aggregate information about students’ testing status at the LEA as well as individual schools within the LEA. This information includes the total number of students eligible for each test and the total number of students who started and completed each test. This report also provides information about domain exemptions and alternate assessment assignments. LEA coordinators can use this report to monitor completion rates at the LEA and school levels.

ELPAC Student Score Report PDFs

The ELPAC Student Score Report allows the user to download either an individual SSR or a file that contains the SSRs for a grade, or multiple grades, at a school, or multiple schools, in a specific LEA.

The bulk download contains SSRs only for the students who were tested in the specified LEA. It does not include students who tested elsewhere and have since enrolled in the LEA.

The individual download can be used to obtain the SSRs of students who tested elsewhere but are now enrolled in the LEA.

Take the following steps to request the bulk download:

  1. From the Available Reports menu, select “Summative ELPAC Student Score Report PDFs (figure 6).”

    Figure 6. ELPAC 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 school associated with the SSRs. 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 the name for this report.

  5. Select the grade associated with the SSRs. To select more than one grade, hold the [Ctrl] key while selecting individual grades. To select all grades, from the drop-down Grade list, select “All.” This is a required field.
  6. From the Start Date and End Date calendar [] icons, select a start date and an end date. These are required fields.
  7. 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.
  8. 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.
  9. Select the [REQUEST REPORT] button to generate a new report. A message box will appear, informing the user that the request was successful. Select the [CLOSE] button to close the message box.
  10. When the report is ready, the user receives an email from ca-assessments@ets.org containing a link to retrieve the report. The link to the report expires after 24 hours.
  11. Select the [Summative ELPAC Student Score Report PDFs] link from the notification email. The SSRs are downloaded into a .zip file.

    • If using the Internet Explorer browser or 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.
  12. Save the .zip file locally, and then open it to access all the SSRs.

Take the following steps to request an Individual Summative ELPAC SSR PDF:

  1. To download an individual SSR, scroll down in the “Summative ELPAC Student Score Report PDFs” section to the “Individual Download” section, toward the bottom (figure 7). Enter the SSID for the student associated with the SSR to be printed, and then select the [DOWNLOAD REPORT] button.
  2. Open the file to access the SSR for that student.

Figure 7. Individual Download

ELPAC Summative Student Eligibility Report

The ELPAC Summative Student Eligibility Report is available to download throughout the test administration window and contains eligibility information only on students who are eligible to take the Summative ELPAC. Run this report for a list of all students in the LEA who are eligible to take the Summative ELPAC.

ELPAC Total Enrolled Students Report

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

ELPAC Unlisted Resources Report

The ELPAC Unlisted Resources Report allows LEA ELPAC coordinators to monitor the status of the CDE’s review of the requested unlisted resources and to make sure resources are requested for the students who need them. This report generates a list of all students in the LEA with unlisted resources.

Initial ELPAC THSS Summary Report

The Initial ELPAC THSS Summary Report tracks each of the responses that are pending scoring for the selected LEA or school. The report identifies which student the response belongs to, the assigned scorer, the scoring status of the response, and the number of days past the student’s enrollment effective date. Responses that have been scored (“Mark Complete”) are not included in this report.

LEA-Level Student Demographics Report

The LEA-Level Student Demographics Report allows LEAs to verify that CALPADS is sending correct information to TOMS. This report (figure 8) generates a unique demographic record for each student who is enrolled in the user’s LEA.

Figure 8. 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. The following actions are 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. When the report is ready for download, the user receives an email from ca-assessments@ets.org. 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 Status Report

The Security Forms Status Report generates a list of the test security agreements and test security affidavits that have been signed by the users in 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. After requesting this report, the user will receive an email when it is ready for download.

Take the following steps to request this report:

  1. From the Available Reports menu, select “Security Forms 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 an 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 Status Report.
  5. Open the Excel file to access a list of users and the status of all security forms.

Summative Student Score Data Extract Report

The Summative Student Score Data Extract Report provides the LEA’s student score results for all students testing within a particular test administration. LEA coordinators can use this report to upload the student results to their student information system.

The extract report may be downloaded into a .zip file with .csv and .dat format versions. It is available to download by administrative year and report type (by enrolled LEA or by tested LEA). Links to PDFs of student data file layouts for the current and previous years also are available on this screen. After requesting this report, the user will receive an email when it is ready for download.

Take the following steps to access this report:

  1. From the Available Reports menu, select “Summative Student Score Data Extract Report.”
  2. Once the report is selected, a message will be displayed: “Important: If requesting a new report by selecting the [REQUEST NEW REPORT] button, you will receive an email when it is ready for download.”
  3. The Organization field is prepopulated on the basis of the user’s role (figure 9).

    Figure 9. Summative Student Score Data Extract Report

  4. From the Administration Year drop-down list, choose the applicable school year. When the administration year is chosen, additional fields will be displayed (figure 10). These are required fields.
    • From the Report Type drop-down list, select the report type; the choices are “By Enrolled LEA” and “By Tested LEA.”
    • Select the SSR Available Start Date and the SSR Available End Date.

Figure 10. Summative Student Score Data Extract Report Additional Fields