View & Edit Students: Overview

Use the View & Edit screens to search and view information for an individual student including the student’s profile information.

View and Edit Students

Figure 1. View & Edit Students

To access the View & Edit Students screen, select the [Students] navigation tab in the navigation bar (figure 1).

The following links provide information about searching, viewing, or editing a student’s profile:

Search for a Student

Use the View & Edit Students screen to search for and view an individual student’s demographic information.

  • Enter information using the standard search criteria and select the [SEARCH] button (figure 2). A list of students matching the search terms is displayed. If no search terms are entered, a list of students associated with the current user’s organization is displayed.
  • To clear all the search terms and start over, select the [CLEAR] button.

    Search for Students

    Figure 2. “Search for Students”

A list of all students whose demographic information matches the search terms entered is displayed in the results area (figure 3). If no search terms are entered into any field, the search results show a list of all students.

  • Select the [View] magnifying glass [] icon to the right of a student’s name to view that student’s information. The student’s details are displayed on the View & Edit Students screen, under the [Demographics] tab.
  • Select the [Unlisted Resources] form [] icon to view the details of the unlisted resources for the student.

The Unlisted Resources field displays the status of an unlisted resource associated with the student, if applicable.

  • The [Approved] green check mark [] icon is displayed when the unlisted resource has been approved.
  • The [Submitted] orange check mark [] icon is displayed when the unlisted resource has been assigned but is not yet approved.
  • The [Unlisted Resources] form [/s/toms/students/managing-students/clip_image011_0000.png] icon is displayed when the student has been assigned an unlisted resource.

Search for Students

Figure 3. “Search for Students” Results

Student Profile—Demographics Overview

The [Demographics] tab displays detailed information about the student selected, including SSID, responsible LEA and school, grade, date of birth, and primary language. Additional information, such as EL status and ethnicity, is displayed as well.

Figure 4 displays the top portion of the [Demographics] tab. Select the corresponding tab to move to other information about the student’s profile available here, which is:

  • Test Assignments
  • Test Settings
  • Unlisted Resources
  • Score Status
  • Reporting

[Demographics] Tab—Top Portion

Figure 4. [Demographics] Tab—Top Portion

The fields displayed on the [Demographics] tab are organized in two sections: “Details” and “Additional Information.” The “Details” section lists current information regarding school, grade, and other general information. The “Additional Information” lists EL status, ethnicity, disability, and special education information.

The “Details” section compares CALPADS information to the testing information in TOMS. Coordinators should check this information to ensure that students are reported properly for testing.

Student Profile—Test Assignments Overview

Use the [Test Assignments] tab to view or edit the current test assignments for a student as well as some of the student's demographic information as recorded in CALPADS.

Be aware of these important points about using the student test assignment function in TOMS:

  • Student test assignments do not carry over from year to year in TOMS.
  • Student data in CALPADS, including data in education programs (e.g., the special education or the Section 504 plan program), must be kept current to ensure that students remain eligible to take the correct assessment with the appropriate settings.
  • Any changes to a student’s CAASPP test assignments will be reflected in TOMS on the day following the requested change.
  • The Test Assignment Status displays “In Progress” until the test assignment is processed.
  • Once the test assignment has been processed, the Test Assignment Status displays “Assigned.”

The following links provide more information about student test assignments:

CAASPP Test Assignments

Use the [Test Assignments] tab of the View & Edit Students screen (figure 5) to do any of the following tasks:

Table 1 describes the columns included in the Current Active Test Assignments table.

CAASPP Current Active Test Assignments

Figure 5. CAASPP Current Active Test Assignments

Table 1. Information Displayed in the Current Active Test Assignments Table

Field Description
Test Program The test program for the current active test assignment (This field is view only.)
Test Assignment Status The status of the current active test assignment (The status can be only “In Progress” or “Assigned.” This field is view only.)
Test Delivery Mode The test delivery mode (This field is view only.)
Condition Code A condition code of NTE or PGE—if a condition code has been saved for the test assignment
Action The [COND. CODE] button, which can be used to edit or assign condition codes for a selected test

Add/Remove Additional CAASPP Test Assignments

Take the following steps to add or remove an additional CAASPP test assignment for the student:

  1. From the “Add/Remove Test Assignments” section (figure 6) of the [Test Assignments] tab, select or deselect the checkbox for the corresponding test to assign or unassign an additional test for the student.

    Add/Remove Test Assignments

    Figure 6. Add/Remove Test Assignments

  2. The Test Assignment pop-up is displayed (figure 7).
    • Select [YES] to save the test assignment.
    • Select [NO] to close the pop-up without saving the change.

    Test Assignment Pop-Up

    Figure 7. Test Assignment Pop-Up

  3. Select the [SAVE] button (figure 8) to save the changes to the test assignments.
    • Select [Yes, Save Test Assignments] to save the changes.
    • Select [Cancel] to close the message without saving.

    Save Test Assignments

    Figure 8. Save Test Assignments

  4. Select the [CLOSE] button to close the confirmation message (figure 9).

    Assignments Saved

    Figure 9. Assignments Saved

Edit or Assign a Condition Code

Take the following steps to assign a condition code for a CAASPP test assignment:

  1. In the “Action” column, select the [COND. CODE] button (figure 10).

    Test Assignments with Condition Code

    Figure 10. Test Assignments with Condition Code

  2. The “Select Condition Code” pop-up box is displayed:
    • Select a condition code from the Select Condition Code drop-down list. If a condition code has already been entered and needs to be removed, select the “blank” space from the drop-down list.
    • To save the selection, select the [SAVE] button, and then select the [CLOSE] button.
    • To cancel, select the [CANCEL] button.

Edit Remote Testing Video Permissions

To edit the remote testing video permissions for a CAASPP test assignment, toggle the value of the Remote Testing Video Permission field (figure 11).

  • The default selection is “No” and indicates that the student does not have parent/guardian permission to be monitored via the student’s camera during the remote testing administration. Students with a value of “No” will not be allowed to participate in a remote administration for which video monitoring is required.
  • Select “Yes” to indicate that the student has parent/guardian permission to be monitored via the student’s camera during the remote testing administration. This field must show “Yes” for a student to take part in a remote test administration for which video monitoring is required.

Remote Testing Video Permission

Figure 11. Remote Testing Video Permission

ELPAC Test Assignments

Use the [Test Assignments] tab of the View & Edit Students screen (figure 12) to do the following:

Current ELPAC Test Assignments

Figure 12. Current ELPAC Test Assignments

Add/Remove Alternate ELPAC Test Assignment

Registration for the Summative ELPAC is created automatically on the basis of eligibility requirements. Users can change an eligible student’s test assignment from Summative ELPAC to Alternate ELPAC using the “Add/Remove Test Assignments” section of the [Test Assignment] tab.

Users can designate domain-level alternate assessments and exemptions for the Initial ELPAC. For Summative ELPAC, only domain exemptions can be designated. Domain exemptions cannot be designated for the Alternate ELPAC Operational Field Test. Assignment of the Alternate ELPAC to the student replaces the default assignment of the Summative ELPAC.

To be eligible for the Alternate ELPAC, a student must be an EL student whose IEP team has designated the use of an alternate assessment and must have an IDEA indicator of “Yes” from CALPADS.

Eligibility for the Alternate ELPAC will then be determined for students with an alternate assessment for whom each of the following applies:

  • ELAS (ELAS = EL)
  • Primary language code (PLC) is other than English or Sign Language (SGN)
  • Age is under 22 years
  1. From the “Add/Remove Test Assignments” section (figure 13) of the [Test Assignments] tab, select or deselect the checkbox for the corresponding test to assign or unassign the Alternate ELPAC for the student.

    Add/Remove Test Assignments

    Figure 13. Add/Remove Test Assignments

  2. The Test Assignment pop-up is displayed (figure 14).
    • Select [OK] to dismiss the pop-up.

    Save Test Assignment

    Figure 14. Save Test Assignment

  3. Select the [SAVE] button to save the changes to the test assignments (figure 15).
    • Select [Yes, Save Test Assignments] to save the changes.
    • Select [Cancel] to close the message without saving.

    Save Test Assignments

    Figure 15. Save Test Assignments

  4. Select the [CLOSE] button to close the confirmation message (figure 16).

    Assignments Saved

    Figure 16. Assignments Saved

Edit ELPAC Test Assignment Domain Exemptions

Use the “Current Test Assignments” section of the [Test Assignments] tab to select or deselect domain exemptions for the student.

Selections for domain exemptions for both the domains in the same composite are not allowed. The composites are the following:

  • Oral language composite: Listening and Speaking domains
  • Written language composite: Reading and Writing domains

Domain exemptions are not available for the Alternate ELPAC.

To assign or remove domain exemptions for the Summative ELPAC test assignment, select or deselect the checkbox In the corresponding domain column (figure 17).

  • To save the selection, select the [SAVE] button (figure 18), and then select the [Yes, Save Test Assignments] button (figure 19).
  • To cancel the selection, select the [CANCEL] button.

Current Active Test Assignments

Figure 17. Current Active Test Assignments

Completed Test Assignments

Figure 18. Completed Test Assignments

Save Test Assignments

Figure 19. Save Test Assignments

Edit a Student’s Remote Testing Video Permission

To edit the remote testing video permissions for an ELPAC test assignment, toggle the value of the Remote Testing Video Permission field (figure 11).

  • The default is “No” and indicates that the student does not have parent/guardian permission to be monitored via the student’s camera during the remote testing administration. Students with a value of “No” will not be allowed to participate in a remote administration for which video monitoring is required.
  • Select “Yes” to indicate that the student has parent/guardian permission to be monitored via the student’s camera during the remote testing administration. This field must show “Yes” for a student to take part in a remote test administration for which video monitoring is required.

Student Profile—Test Settings Overview

Use the [Test Settings] tab to view or edit student test settings and accessibility resources.

  • Student test settings must be reestablished each administration year.
  • Student test settings should not be changed after a student has begun testing. If test settings need to be changed after a student has begun testing, an incident case may need to be filed in STAIRS.
    • For the Initial ELPAC, for which the LEA has 30 days to test the student, the LEA will have to pause the test, file a STAIRS case, and then change the test settings.
  • Accommodations and designated supports are available to a student only when determined for use by an educator or team of educators (with parent/guardian and student input, as appropriate) or specified in the student’s IEP or Section 504 plan.
  • Accommodations and designated supports must be permitted on CAASPP and ELPAC tests to all eligible students if specified in their IEP or Section 504 plan.

The following links provide more information:

CAASPP Test Settings Overview

For the CAASPP, accommodations and designated supports can be assigned for the following assessments, depending on the student’s test assignments:

  • Smarter Balanced ELA
  • Smarter Balanced Mathematics
  • CAST
  • CSA
  • CAA for ELA
  • CAA for Mathematics
  • CAA for Science

Edit CAASPP Test Settings for a Specific Student

If the student has a Special Education or Section 504 Plan setting of “Yes,” use the corresponding section as to edit accommodations and designated supports for a specific student. For information on searching for an individual student please refer to Search for a Student.

Figure 20 shows the information displayed in the “Embedded Accommodations” section. The “Non-Embedded Accommodations” and “Embedded and Non-Embedded Designated Supports” sections are displayed in TOMS after the “Embedded Accommodations” section and are in a similar format.

Embedded Accommodations

Figure 20. Embedded Accommodations

To assign the accommodation or support, in the Select Accessibility Resource column, select the checkbox associated with the accommodation. The checkbox of each test assigned to the student becomes selected.

  • Select the [UPDATE] button to save the selected accommodations and designated supports.
  • To confirm and save the test settings, select the [CLOSE] button.

ELPAC Test Settings Overview

For the ELPAC, accommodations and designated supports are assigned for the following assessments, depending on the student’s test assignments:

  • Initial ELPAC
  • Summative ELPAC
  • Alternate ELPAC

Edit ELPAC Test Settings for a Specific Student

If the student has a Special Education or Section 504 Plan setting of “Yes,” use the corresponding section to edit test settings for a specific student.

Figure 21 shows the information displayed in the “Embedded Accommodations” section. Figure 22 shows the information displayed in the “Non-Embedded Accommodations” section. The “Embedded and Non-Embedded Designated Supports” section is displayed in TOMS after the “Non-Embedded Accommodations” section and is in a similar format.

Embedded Accommodations for the ELPAC

Figure 21. Embedded Accommodations for the ELPAC

Non-Embedded Accommodations for the ELPAC

Figure 22. Non-Embedded Accommodations for the ELPAC

To assign the accommodation or designated support for a test assignment, select the checkbox associated with the accommodation in the corresponding test’s column.

For accommodations that include a drop-down list, select the appropriate value from the list. Then do the following:

  • Select the [UPDATE] button to save the selected accommodations and designated supports.
  • To dismiss the popup, select the [CLOSE] button.

Student Profile—Unlisted Resources: Overview

Use the [Unlisted Resources] tab to view, edit, or add unlisted resources from a preapproved list or request other unlisted resources for a student.

Unlisted resources are not universal tools, designated supports, or accommodations. They are instructional supports identified in a student’s IEP or Section 504 plan that are regularly used by the student in daily instruction or on assessments but have not been previously classified as a universal tool, designated support, or accommodation.

The CDE will approve the use of other unlisted resources on the basis of the IEP or Section 504 plan team’s designation, and if the unlisted resource does not compromise the test’s integrity or security. Accommodations and designated supports are available to a student only when determined for use by an educator or team of educators (with parent/guardian and student input, as appropriate) or specified in the student’s IEP or Section 504 plan.

The California Assessment Accessibility Resources Matrix includes a list of unlisted resources that already have been identified as resources that change the construct of the assessment.

For accessibility resources that are required by a student’s IEP but are not included in the California Assessment Accessibility Resources Matrix, LEA and test site coordinators may submit a request for other unlisted resources to the CDE for approval by selecting the [Add Other Unlisted Resources] button from the [Unlisted Resources] tab.

For the CAASPP, test results for a student for whom approved unlisted resources changed the construct of what was being tested are not considered valid for aggregation of scores. The student will receive a score with a footnote that the test was administered under conditions that resulted in a score that may not be an accurate representation of the student’s achievement.

For the ELPAC, the student will receive the LOSS for the affected domain when approved unlisted resources changed the construct of what was being tested. However, the student’s test results will still be used for aggregation of scores.

For more information on either of the following, select a link:

Figure 23 shows information included in the top of the [Unlisted Resources] tab.

Unlisted Resources—Top of Screen

Figure 23. Unlisted Resources—Top of Screen

CAASPP Unlisted Resources Overview

Request Unlisted Resources for CAASPP

The [Unlisted Resources] tab contains a table from which users can select one or more preapproved, non-embedded, unlisted resources for a student’s test assignment (figure 24). This table lists the available resources for each test for which the student is registered. If the unlisted resource listed in the left column of the table is available for a test, a checkbox is displayed under the column for the corresponding test. The unlisted resource is not available for tests with table cells that are grayed out.

The table can include the following tests, one per column, depending on the student’s test assignments:

  • Smarter Balanced Mathematics
  • Smarter Balanced ELA (Reading, Writing and Listening)
  • CAST
  • CSA

Unlisted Resources for the CAASPP

Figure 24. Unlisted Resources for the CAASPP

Follow these steps to assign pre-identified non-embedded unlisted resources for a student:

  1. Select the corresponding checkbox for each pre-identified, non-embedded unlisted resource needed for the student.
  2. Select the [IDENTIFY/EDIT] button from the “Student Needs” column to assign the student needs for the selected resource. From the “Student Needs” pop-up box, select all that apply.
    • Select [CANCEL] to close the pop-up box without saving changes.
    • Select [CLEAR] to remove all selections.
    • Select [OK] to save the selections and close the pop-up box.
  3. To add resources that were not included in the pre-defined and non-embedded table, or to assign resources for the CAA, select the [ADD OTHER UNLISTED RESOURCE] button.
  4. If the [ADD OTHER UNLISTED RESOURCE] button was selected, the “Other Unlisted Resources” section is displayed (figure 25). This section displays a list of other unlisted resources not included in the first table and a list of resources for use on the CAAs by the student. Up to four other unlisted resources can be assigned for the student. Select [ADD] to request any of these resources.

    Other Unlisted Resources

    Figure 25. Other Unlisted Resources

  5. The “Add/Edit Other Unlisted Resources” pop-up box (figure 26) is displayed where the request for these other resources can be selected.

    Add/Edit Unlisted Resources

    Figure 26. Add/Edit Unlisted Resources

  6. In the “Student Need(s)” section of the pop-up box, select all the student needs that apply, and then enter all the information for the questions. Once the form is completed, do one of the following:
    • Select [CANCEL] to close the pop-up box without saving the changes.
    • Select [SAVE] to save the changes and close the pop-up box.
  7. Before submitting the unlisted resources request, select the checkbox next to the affirmation statement (figure 27), which is located at the bottom of the screen.
    • Select [CANCEL] to close the pop-up box without saving the changes.
    • Select [MAKE INACTIVE] to inactivate any previously submitted or approved unlisted resources.
    • Select [SAVE FOR LATER] to save the request and be able to return to it later.
    • Select [SUBMIT] to submit the completed request.

Submission of Unlisted Resources

Figure 27. Submission of Unlisted Resources

ELPAC Unlisted Resources Overview

For ELPAC, the student will receive the LOSS for the affected domain when an approved unlisted resources changes the construct of what is being tested. However, the student’s test results will still be used for aggregation of scores.

Request Unlisted Resources for ELPAC

On the initial Unlisted Resources screen, users can select the student’s testing program to access the Unlisted Resources tables. The Testing Program list displays only the assessments assigned to the student (figure 28).

Unlisted Resources Testing Program Selection

Figure 28. Unlisted Resources Testing Program Selection

The [Unlisted Resources] tab contains one or more tables from which users can select one or more preapproved, non-embedded, unlisted resources for a student’s test assignment (figure 29). One table per student test assignment is displayed, depending on the student’s test assignments.

  • Initial ELPAC
  • Summative ELPAC
  • Summative Alternate ELPAC

Each table lists the available resources for the test by domain. If the unlisted resource listed in the left column of the table is available for the test’s domain, a checkbox is displayed under the column for the corresponding test domain. If the corresponding table cell is grayed out, the resource cannot be assigned to the student.

If the student does not yet have a test assigned, the table is not displayed for that test.

Unlisted Resources for the ELPAC

Figure 29. Unlisted Resources for the ELPAC

Follow these steps to assign pre-identified, non-embedded unlisted resources for a student:

  1. Select the corresponding checkbox for each pre-identified, non-embedded unlisted resource needed for the student.
  2. Select the [IDENTIFY/EDIT] button from the “Student Needs” column to assign the student needs for the selected resource. This is required. From the “Student Needs” pop-up box, select all that apply:
    •  [CANCEL]—To close the pop-up box without saving changes
    •  [CLEAR]—To remove all selections
    •  [OK]—To save the selections and close the pop-up box
  3. To add resources that were not included in the Predefined and Non-Embedded table, or to assign resources for the Summative Alternate ELPAC, select the [ADD OTHER UNLISTED RESOURCE] button.
  4. If the [ADD OTHER UNLISTED RESOURCE] button was selected, the “Other Unlisted Resources” section is displayed (figure 30). This section displays the list of other unlisted resources not included in the first table and the list of resources for use on the CAA by the student. Up to four other unlisted resources can be assigned for the student.
    • Select [ADD] to make a request for any of these resources.

    Other Unlisted Resources

    Figure 30. Other Unlisted Resources

  5. The “Add/Edit Other Unlisted Resources” pop-up box (figure 31) is displayed where the request for these other resources can be selected.

    Add/Edit Other Unlisted Resources

    Figure 31. Add/Edit Other Unlisted Resources

  6. In the “Student Need(s)” section of the pop-up box, select all the student needs that apply, and then enter all the information for the questions. Once the form is completed, do one of the following:
    • Select [CANCEL] to close the pop-up box without saving the changes.
    • Select [SAVE] to save the changes and close the pop-up box.
  7. Before submitting the unlisted resources request, select the checkbox next to the affirmation statement (figure 32) that is located at the bottom of the screen.
    • Select [CANCEL] to close the pop-up box without saving the changes.
    • Select [MAKE INACTIVE] to inactivate any previously submitted or approved unlisted resources.
    • Select [SAVE FOR LATER] to save the request and be able to return to it later.
    • Select [SUBMIT] to submit the completed request.

    Submitting Unlisted Resources Screen

    Figure 32. Submitting Unlisted Resources Screen

Student Profile—Score Status Overview

Use the [Score Status] tab to view the score status of each test that is assigned to the student and the list of Appeals entered for this student. The [Score Status] tab also displays some of the student's demographic information—as recorded in CALPADS.

The student's score status is displayed in the corresponding score status table. One table is displayed for each test that is assigned to the student.

The following links provide more information about student score status:

Student Score Status for CAASPP

The [Score Status] tab displays the student's score status in the corresponding score status table (figure 33). One table is displayed for each test that is assigned to the student.

Score Status for the CAASPP

Figure 33. Score Status for the CAASPP

The Condition Code field will show one of the following codes for each assessment.

  • INC0—Incomplete test (logged on, but no items were answered); assigned the LOSS (CAAs for ELA and mathematics only)
  • INC1—Incomplete test (fewer than four items were answered); assigned the LOSS+1 (CAAs for ELA and mathematics only)
  • LOSS—Lowest Obtainable Scale Score (Smarter Balanced for ELA and mathematics, CAST, and CSA only)
  • N/A—No code has been entered for the assessment
  • NEL—EL student enrolled in a US school less than 12 months (Smarter Balanced for ELA and mathematics and CAAs for ELA and mathematics only)
  • NER—Did not log on to each performance task (CAA for Science only)
  • NT—Not tested
  • NTE—Not tested due to significant medical emergency
  • PGE—Not tested due to Parent/Guardian exemption

The [Score Status] tab also displays a list of Appeals (figure 34) that have been submitted through STAIRS for the student. If no Appeals have been submitted for this student, the following message is displayed: “The student has no Appeals available or applicable.”

Most Recent Appeals

Figure 34. Most Recent Appeals

Student Score Status for ELPAC

The [Score Status] tab displays the student's score status in the corresponding Score Status table (figure 35). One table is displayed for each test that is assigned to the student.

Summative ELPAC Score Status

Figure 35. Summative ELPAC Score Status

The Condition Code field shows one of the following codes for each assessment:

  • NT—Student was not tested.
  • ALT—Student was tested with an alternate assessment.
  • EXD—Student was marked exempt from any one domain.

The [Score Status] tab also displays a list of Appeals (figure 36) that have been submitted through STAIRS for the student. If no Appeals have been submitted for this student, the following message is displayed: “The student has no Appeals available or applicable.”

Most Recent Appeals for ELPAC

Figure 36. Most Recent Appeals for ELPAC

Student Profile—Reporting Overview

Use the [Reporting] tab to view a specific student's score reporting options as well as to update the SSR language settings. The list of tests that are assigned for that student can be edited on the [Test Assignments] tab.

For student profile reporting:

  • Changes made to the reporting options for the corresponding LEA or school on the Organizations [Reporting] tab will override the existing settings for a student; the most recent changes will always override older ones. If a student's reporting settings have been overridden by a more recent change for the student’s school or LEA, the student's reporting settings can be reset on the student’s [Reporting] tab.
  • The video SSR selection is applicable only to the Summative ELPAC.
  • LEAs must notify CalTAC to change the video selection.

The following links provide more information about student reporting settings.

Student Reporting Options for the CAASPP

To update the reporting options, make the selections, and then select the [UPDATE] button to save the changes to the SSR language settings.

The following student’s reporting options can be updated:

  1. Reporting Option: SSR Language—Select a language from the list of supported languages. The language selected should match the student's primary language as saved in CALPADS. The choices are as follows:
    • Chinese (Traditional)
    • English
    • Filipino
    • Spanish
    • Vietnamese

Figure 37 shows the fields displayed on the [Reporting] screen.

Reporting Screen for CAASPP

Figure 37. Reporting Screen for CAASPP

Student Reporting Options for the ELPAC

To update the reporting options, make the selections, and then select the [UPDATE] button to save the changes to the SSR language settings.

The following student’s reporting options can be updated:

  1. Reporting Option: SSR Language—Select the language from the list of supported languages. The language selected should match the student's primary language as saved in CALPADS. The choices are as follows:
    • Chinese (Traditional)
    • English
    • Filipino
    • Spanish
    • Vietnamese

Figure 38 shows the fields displayed on the [Reporting] screen.

Reporting for ELPAC

Figure 38. Reporting for ELPAC