Upload Student Updates: Overview

Important information regarding uploads—Please read:

  • English learner students assigned the CAAs will automatically be assigned the Alternate ELPAC Operational Field Test. To remove the alternate test assignment please call CalTAC at 800-955-2954.
  • Do not use a template from a previous year. Templates vary from year to year; using a template from a previous year will generate an error in TOMS.
  • A validated file must be uploaded by 5 pm on the day the file is validated. If the file is not uploaded by the specified time, it will expire and not be available for uploading.
  • Previously assigned test settings will be overwritten under the following circumstances (CAASPP only):
    • The student’s test assignment changes.
    • The student’s data is included with a newly uploaded online student test settings file, and there is now a blank or new value in the field where a resource had been assigned in a previous upload.
    • The student’s IDEA indicator in TOMS resets to “No” because of a change to the CALPADS education program code field (3.13). This code field must be set for “special education” (value 144), or “504 Plan” (value 101).

Introduction

LEA and test site coordinators can use the Upload screen to prepare, validate, and upload a template to TOMS to update multiple students. LEAs can submit more than one file, and settings can be both activated and deactivated through file uploads.

To open the Upload Students screen (figure 1), select the [Students] navigation tab from the top navigation bar, and then select the [Upload] action tab.

Figure 1. Upload Students Navigation

Quick Instructions

Detailed Instructions

  1. Select an Upload Type—Select the student upload template type.
  2. Prepare a Student File—Use the 2020–2021 Excel template to prepare a file with student information to upload to TOMS.
  3.  Validate the Student File—Initiate the validation of the prepared file before uploading it to TOMS.
  4. Student File Validation Results—Review the file validation results, and correct errors as needed.
  5. Uploaded Student File Status—Review the status of the file upload.

Quick Instructions

  1. On the Upload screen, select the “Upload Type” from the drop-down menu and then select [NEXT].
  2. Prepare a file of students’ test assignments to upload to TOMS by downloading an Excel template.
    1. Select the [DOWNLOAD TEMPLATE] button download a template from TOMS.
  3. Take the following steps to prepare the file:
    1. Save the downloaded file to a local device.
    2. Complete the file in Excel.
    3. Save the completed file in .xlsx file format to the local device. Make a note of the file’s location on the local device.
  4. After the template has been completed, select the [NEXT] button to move to the Validate File progress step.
  5. Upon returning to TOMS, in the Select File to Validate field, select the [Browse](Internet Explorer and Edge or Firefox) or [Choose File] (Chrome) button to navigate to the location—on the local device—of the completed file, and then select the file.
  6. To validate the file and view the results displayed under the File Validation Results progress step of the Upload Students screen, select the [NEXT] button.
  7. Use the File Validation Results progress step to view the validation results of the file upload(s) (figure 7). When a file is successfully validated, the [UPLOAD] button is displayed. Select it to upload the file to TOMS. A red “Errors” message indicates that the file contains errors. The number of errors is displayed  in parentheses. To download the list of errors, select the [Download Errors] down arrow [] icon. Depending on the size of the file, validation can take up to one hour.

Detailed Instructions

The following steps outline how to upload test assignments or test settings for several students at once using bulk upload. (For more details about each step, select the corresponding link.)

To open the Upload Students screen (figure 2), select the [Students] navigation tab from the top navigation bar, and then select the [Upload] action tab.

Figure 2. Upload Students Navigation

  1. Select an Upload Type

    On the Upload screen, select the “Upload Type” from the drop-down menu (figure 3 and figure 4) and then select [NEXT].

    The following is the list of upload types available for CAASPP and ELPAC.

    CAASPP:

      • Test Assignments—Upload student test assignments:
        • Designate California Alternate Assessments (CAAs)
        • California Spanish Assessment (CSA)
        • California Science Test for high school (CAST)
      • Condition Codes—assign condition codes for multiple students to whom either the parent/guardian exemption (PGE) or not tested medical emergency (NTE) condition code applies. Condition codes should be assigned as soon as the LEA becomes aware the condition exists and before the LEA’s test window end date. Condition codes cannot be assigned in a content area if the student has already submitted all portions of that test.
      • Online Test Settings—assign designated supports and accommodations
      • SSR Request—request paper Student Score Reports (SSRs), video SSRs, or an alternate language electronic SSR. There is an additional charge for paper SSRs and video SSRs. Please see Fee Based Services for more information.

    ELPAC:

    • Test Assignments—Upload student test assignments:
      • Designate Alternate Assessments and Domain Exemptions for the Initial ELPAC or the Summative ELPAC
      • Assign the Alternate ELPAC Operational Field Test
    • Online Test Settings—assign designated supports and accommodations assignments for multiple students.
    • SSR Requests—request paper Student Score Reports (SSRs) or video SSRs, or request an alternate language electronic SSR. There is an additional charge for paper SSRs and video SSRs. Please see Fee-Based Services for more information.

    Figure 3. Upload Screen with CAASPP types

    Figure 4. Upload Screen with ELPAC types

  2. Prepare a Student File

    Use the Prepare a Student File progress step to download a template from TOMS and then manually enter all student requests manually.

    1. Select the [DOWNLOAD TEMPLATE] button (figure 5) to download a template from TOMS.

    2. Take the following steps to prepare the file:

      1. Save the downloaded file to a local device.
      2. Enter the required information by following the instructions on the first worksheet.
      3. Save the completed file in .xlsx file format to the local device. Make a note of the file’s location on the local device.
        • After the template has been completed, select the [NEXT] button to move to the Validate File progress step.

      Prepare a file to upload, which contains test assignment requests for students

      Figure 5. Prepare a File

  3. Validate the Student File

    Use the Validate File progress step to validate or check the format of the completed .xlsx file to be uploaded to TOMS (figure 6). Validation file status will be displayed when file validation begins.

    1. In the Select File to Validate field, select the [Browse](Internet Explorer and Edge or Firefox) or [Choose File] (Chrome) button to navigate to the location—on the local device—of the completed file, and then select the file.
    2. To validate the file and view the results displayed under the File Validation Results progress step of the Upload Students screen, select the [NEXT]button.

    Upload Students Screen—Validate File screen

    Figure 6. Validate File

  4. Student File Validation Results

    Use the File Validation Results progress step to view the validation results of the file upload(s) (figure 7). Table 1 describes each column on the progress step. When a file is successfully validated, the [UPLOAD] button is displayed. Select it to upload the file to TOMS. A red “Errors” message indicates that the file contains errors. The number of errors is displayed in parentheses. To download the list of errors, select the [Download Errors] down arrow [Download Errors icon] icon. Depending on the size of the file, validation can take up to one hour.

    Upload Students—File Validation Results: screen capture.

    Figure 7. File Validation Results

    Table 1. Fields on the File Validation Results Progress Step

    NameDescription

    #

    The row sequence number for each row in the list.

    Date and Time

    The date and time when the file was validated.

    Filename

    The name of the “.xlsx” file validated.

    Status

    The status of the file validation. The status can be any of the following:

    • Processing—The file validation is in process.
    • Errors—If there are errors in the file, this status will appear along with the number of errors found during file validation. The number is an active hyperlink. Select the link to view a pop-up list of errors found.
    • Uploaded—The file was validated and uploaded successfully.
    • Expired—If the validated file is not uploaded before the next day, the file will expire and will no longer be available for upload.

    Actions

    The [Download Errors] down arrow [] icon is displayed when errors are found during file validation. Select this icon to download the list of errors found during file validation.

    The [UPLOAD] button is displayed for a file that was successfully validated. Select it to upload the file to TOMS.

  • Uploaded Student File Status

    The Uploaded Files progress step shows LEA and test site coordinators the status of their uploaded files (figure 8). Table 2 describes each field on the progress step.

    Successfully uploaded files will display a status of “Uploaded.” If a file failed to upload or if it expired because it was not uploaded before the next business day, it will not be listed here. If the status is “Expired,” try uploading the file again.

    • To return to the Prepare a File progress step of the Upload Students screen, select the [DONE] button.
    • Otherwise, to move back to the File Validation Results progress step, select the [PREVIOUS] button.

    Figure 8. Uploaded Files

    Table 2. Information Displayed on the Uploaded Files Progress Step

    NameDescription

    Uploaded Files List

    The list of files uploading to TOMS after the file upload is initiated. This list displays the status of the file upload along with the other information (described following).

    #

    • The row number for each row in the list.

    Date and Time

    • The date and time when the file was uploaded.

    Filename

    • The name of the .xlsx file uploaded.

    Status

    The status of the uploaded files.

    • Processing Error—A system-related issue prevents the file from fully uploading. To download the list of errors, select the [Download Errors] down arrow [] icon.
    • Processing—The file is being processed.
    • Uploaded—The file upload is successful and complete.

    Actions

    The [Download Errors] down arrow [] icon indicates errors in the file. Select the icon to download an Excel file listing the errors.