User Roles: Overview

Users are assigned roles through TOMS. Each role is assigned a set of permissions giving specific access to different assessment systems. The tables that follow contain information regarding the user roles available for assignment in TOMS. These user roles govern access to features within TOMS and other systems, including CERS. All user roles include access to the Smarter Balanced Tools for Teachers. Refer to the following links for more information on user roles:

Tools for Teachers Access: LEA staff who do not need access to California assessment–related systems can have access to the website, Tools for Teachers, which serves as the formative assessment component to the Smarter Balanced assessment system. Coordinators can assign the Tools for Teachers Only role for these users. Users with an affiliated LEA email can also use the [Tools for Teachers] button on the CAASPP and ELPAC websites to self-register.

TOMS User Roles for CAASPP

The table that follows (table 1) contains details on the user roles available for users who manage and administer the CAASPP assessments.

Table 1. TOMS User Roles for the CAASPP

TOMS User Roles System Responsibilities and Abilities
Superintendent

This role is automatically assigned to LEA superintendents and charter school administrators listed in the California School Directory (CSD). This role has the following system responsibilities and permissions:

  • Identification and assignment of LEA CAASPP coordinators, including the primary LEA CAASPP coordinator who can place supplemental orders, for the LEA for the current and upcoming administration years
  • Addition of the special education coordinator and technology coordinator contacts
  • Access to Completion Status reports in TOMS
  • Access to assessment results in CERS for all students in the LEA
LEA CAASPP Coordinator

This role is assigned by a user who has the superintendent role and has the following system responsibilities and permissions:

  • Assignment and management of all CAASPP user roles
  • Assignment and verification of test administrations
  • Addition of the special education coordinator and technology coordinator contacts
  • Entry and uploading of the following:
    • Student test assignments
    • Test settings
    • Unlisted resources
    • Condition codes
    • SSR options
  • Submission of STAIRS incidents
  • Management of the IAHSS, which includes the ability to view interim assessment constructed responses for all students within the LEA, score responses for which the LEA CAASPP coordinator has been assigned, and reassign responses to any scorer or score manager within the LEA
  • Access to the Interim Assessment Viewing System
  • Access to Completion Status reports in TOMS
  • Access to assessment results in CERS for all students in the LEA
  • Creation of student groups in CERS
  • Ability to administer all summative, interim, practice, and training tests
Site CAASPP Coordinator

This role is assigned by users who have the LEA CAASPP coordinator role. This role can be assigned to a user at the school level only and has the following system responsibilities and permissions:

  • Identification and training of all relevant site staff
  • Assignment of users at the site level
  • Coordination of test security
  • Entry of the following:
    • Student test assignments
    • Unlisted resources
  • Entry and uploading of the following:
    • Test settings
    • Condition codes
  • Submission of STAIRS incident
  • Management of the IAHSS, which includes the ability to view interim assessment constructed responses for all students at the site, score responses for which they have been assigned, and reassign responses to any scorer or score manager within the LEA
  • Access to the Interim Assessment Viewing System
  • Access to Completion Status reports in TOMS
  • Access to summative assessment results in CERS
  • Access to interim assessment results in CERS for all students at the site
  • Creation of student groups in CERS and assignment of rosters and student groups to site users
  • Ability to administer all summative, interim, practice, and training tests
CAASPP Test Administrator

This role is assigned by users who have the LEA CAASPP coordinator or site CAASPP coordinator role. This role can be assigned to a user at the school level only and has the following system responsibilities and permissions:

  • Administration of standard summative, interim, practice, and training tests to students
  • Verification of student test settings in the Test Administrator Interface
  • Test session security
  • Access to the IAHSS, which includes the ability to view interim assessment constructed responses for all students at the site and score responses for which the test administrator has been assigned
  • Access to the Interim Assessment Viewing System
  • Access to Completion Status reports in TOMS
  • Access to summative and interim assessment results in CERS for the students in the student group(s) assigned to them by a coordinator
CAASPP Test Examiner

This role is assigned by users who have the LEA CAASPP coordinator or site CAASPP coordinator role. This role can be assigned to a user at the school level only. The user must be a credentialed or licensed employee at the LEA and has the following system responsibilities and permissions:

  • Administration of both the general and the alternate summative assessments and interim, practice, and training tests to students
  • Verification of student test settings in the Test Administrator Interface
  • Test session security
  • Access to the IAHSS, which includes the ability to view interim assessment constructed responses for all students at the site and score responses for which the test examiner been assigned
  • Access to the Interim Assessment Viewing System
  • Access to Completion Status reports in TOMS
  • Access to summative and interim assessment results in CERS for the students in the student group(s) assigned to them by a coordinator
CAASPP IA Administrator Only

This role is assigned by users who have the LEA CAASPP coordinator or site CAASPP coordinator role. This role can be assigned to a user at the school level only and has the following system responsibilities and permissions:

  • Administration only of the Smarter Balanced Interim Assessments to students
  • Access to the IAHSS, which includes the ability to view interim assessment constructed responses for all students at the site and score responses for which the CAASPP IA administrator has been assigned, the Interim Assessment Viewing System, and the Interim Assessment Completion Status reports system
  • Access to interim assessment results available through CERS for the students in the student group(s) assigned to them by a coordinator
Educator—District

This role is assigned by users who have the LEA CAASPP coordinator role. This role can be assigned to a user at the LEA level only and has the following system responsibility and permission:

  • Access to assessment results in CERS for the entire LEA
Educator—Test Site

This role is assigned by users who have the LEA CAASPP coordinator or site CAASPP coordinator role. This role can be assigned to a user at the school level only and has the following system responsibility and permission:

  • Access to assessment results in CERS for the entire school
Educator—Roster

This role is assigned by users who have the LEA CAASPP coordinator or site CAASPP coordinator role. This role can be assigned to a user at the school level only and has the following system responsibility and permission:

  • Access to assessment results in CERS for the students in the roster group assigned to them by a coordinator
Tools for Teachers Only

This role is assigned by users who have the LEA CAASPP coordinator or site CAASPP coordinator role and has the following system responsibility and permission:

  • Access to only Tools for Teachers

The tables that follow (table 2 and table 3) display the features that can be accessed in TOMS for the CAASPP on the basis of the user’s role.

Table 2. Assessment Systems Permissions Associated with Each CAASPP TOMS Role

Systems Permissions LEA Coordinator Site Coordinator Test Admin Test Examiner
Organization management View/edit; entire LEA View only; site level View only; site level View only; site level
User management Entire LEA Site level No No
Student test management View/edit; entire LEA View/edit; site level View only; site level View only; site level
Test administration Yes View only; site level View only; site level View only; site level
STAIRS Yes Yes No No
SIS credentials Yes No No No
Reports Entire LEA Site level Site level Site level
Test Administrator Interface All CAASPP All CAASPP All CAASPP, excluding CAAs All CAASPP
Completion Status and Roster Management Entire LEA Site level Site level Site level
CERS Entire LEA Site level Roster; site level Roster; site level
Interim Assessment Viewing System Yes Yes Yes Yes
Interim Assessment Hand Scoring System Yes Yes Yes Yes
Administer CAASPP practice and training tests Yes Yes Yes Yes

Table 3. Assessment Systems Permissions Associated with Each CAASPP TOMS Role (cont.)

Systems Permissions Interim Assessments Only District Educator Site Educator Educator—Roster
Organization management View only; site level View Only Entire LEA View only; site level View only; site level
User management No No No No
Student Test management View only; site level View Only Entire LEA View only; site level No
Test administration View only; site level No No No
STAIRS No No No No
SIS Credentials No No No No
Reports Site level Entire LEA Site level No
Test Administrator Interface Interim assessments No No No
Completion Status and Roster Management Site level Entire LEA Site level Site level
Interim Assessment Viewing System Yes No No No
Interim Assessment Hand Scoring System Yes No No No
CERS Roster; site level Entire LEA Site level Roster; site level
Administer CAASPP practice and training tests Yes No No No

TOMS User Roles for the ELPAC

The table that follows (table 4) contains details on the user roles available for those who manage and administer the ELPAC assessments.

Table 4. TOMS User Roles for the ELPAC

TOMS User Role System Responsibilities and Abilities
Superintendent

This role is automatically assigned to LEA superintendents and charter school administrators as listed in the California School Directory. This role has the following system responsibilities and permissions:

  • Identification and assignment of all LEA ELPAC coordinators for the LEA in the current and upcoming administration years
  • Addition of the special education coordinator and technology coordinator contacts
  • Access to Completion Status reports in TOMS
  • Access to assessment results in CERS for all students in the LEA
LEA ELPAC Coordinator

This role is assigned by a user who has the superintendent role and has the following system responsibilities and permissions:

  • Assignment and management of all ELPAC user roles
  • Assignment and verification of student test exemptions
  • Addition of the special education coordinator and technology coordinator contacts
  • Identification of students taking the alternate assessments
  • Uploading of test settings and unlisted resources
  • Management of paper test orders
  • Submission of STAIRS cases
  • Access to assessment audio files
  • Entry of scores into the THSS
  • Entry of student responses and scores into the DEI
  • Access to individual Initial ELPAC SSRs
  • Access to Completion Status reports in TOMS and assessment results in CERS for all students in the LEA
  • Creation and assignment of student groups in CERS
  • Ability to administer ELPAC assessments (including the audio files) to students
  • Ability to administer the Smarter Balanced Interim Assessments for ELA and mathematics
Site ELPAC Coordinator

This role is assigned by users who have the LEA ELPAC coordinator role. This role can be assigned to a user at the school level only and has the following system responsibilities and permissions:

  • Identification and training of all relevant site staff
  • Assignment of users at the site level
  • Coordination of site test security
  • Access to assessment audio files
  • Initiation of STAIRS cases for the site
  • Access to site-level reports for all students at the school site
  • Access to Completion Status reports in TOMS and assessment results in CERS for all students at the site
  • Creation and assignment of student groups in CERS
  • Ability to administer ELPAC (including the audio files) to students
  • Ability to administer the Smarter Balanced Interim Assessments for ELA and mathematics
  • Entry of scores into the THSS
  • Entry of student responses and scores into the DEI
  • Printing of individual Initial ELPAC SSRs
ELPAC Test Examiner

This role is assigned by users who have the LEA ELPAC coordinator or site ELPAC coordinator role. This role can be assigned to a user at the school level only and has the following system responsibilities and permissions:

  • Administration of the Initial ELPAC, Initial Alternate ELPAC, Summative ELPAC, and Summative Alternate ELPAC (including the audio files) to students
  • Test session security
  • Entry of data and score into the THSS
  • Printing of individual Initial ELPAC SSRs
  • Ability to administer the Smarter Balanced Interim Assessments for ELA and mathematics
  • Access to Completion Status reports in TOMS and assessment results in CERS for students in assigned student group(s)
  • Entry of scores into the THSS
  • Entry of student responses and scores into the DEI

LS

Correspondence Administrator

This role is assigned by users who have the LEA ELPAC coordinator role. This role can be assigned to a user at the LEA level only and has the following system responsibilities and permissions:

  • Entry of data and scores into the THSS
  • Printing of Initial ELPAC SSRs, individually or in a batch
  • Exporting of student results to merge into a parent/guardian notification letter
  • Access to assessment results in CERS for students in the LEA
  • Entry of student responses and scores into the DEI
LS Data Entry

This role is assigned by users who have the LEA ELPAC coordinator role. This role can be assigned to a user at the school level only and has the following system responsibilities and permissions:

  • Entry of data and scores into the THSS
  • Printing of individual Initial ELPAC SSRs
  • Access to assessment results in CERS for students in assigned student group(s)
  • Entry of student responses and scores into the DEI
Tools for Teachers Only

This role is assigned by users who have the LEA ELPAC coordinator or site ELPAC coordinator role and has the following system responsibility and permission:

  • Access to only Tools for Teachers

The tables that follow (table 5 and table 6) display the features that can be accessed in TOMS for the ELPAC on the basis of the user’s role. These options allow for the ability to assign roles consistent with state and federal privacy laws and local policies and procedures. It is important that the coordinators review their site user list and the roles assigned to those users periodically to ensure that all users maintain appropriate permissions within TOMS.

Table 5. Assessment Systems Permissions Associated with Each ELPAC Role

System Permissions LEA Coordinator Site Coordinator Test Examiner
Organization management Yes View only; site level View only; site level
User management Yes Site level View only; site level
Student test management Yes Site level View only; site level
Test administration View only View only; site level View only; site level
STAIRS Submit Submit No
Orders Yes No No
Audio Yes Yes Yes
Student information system credentials Yes No No
Reports Yes Site level Some site level
Teacher Hand Scoring System Yes Yes Yes
Test Administrator Interface Summative ELPAC Summative ELPAC Summative ELPAC
Completion Status and Roster Management LEA level Site level Site level
DEI Yes Yes Yes
CERS Entire LEA Site level Roster; site level
Practice and training tests ELPAC only ELPAC only ELPAC only

Table 6. Assessment Systems Permissions Associated with Each ELPAC Role (cont.)

System Permissions LS Correspondence Administrator LS Data Entry
Organization management View only View only; site level
User management View only; site level View only; site level
Student test management View only; site level View only; site level
Test administration No No
STAIRS No No
Orders No No
Audio No No
Student information system credentials No No
Reports Yes Site-level reports
Teacher Hand Scoring System Score Manager; LEA level Scorer; site level only
Test Administrator Interface Yes No
Completion Status and Roster Management No No
DEI Yes Yes
CERS No No
Practice and training tests No No

Map of TOMS User Roles to CERS Roles

SSO provides user access and privileges in CERS on the basis of their assigned role in TOMS. Table 7 explains the terms used under CERS permissions and Tools for Teachers access:

Table 7. Permissions and CERS Access

Term CERS Access Description
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, and export custom aggregate reports.
Instructional Resource Admin Create, edit, and delete links to instructional resources.
PII_GROUP View students (individual or group) in assigned group(s) and create, edit, and delete custom groups (from assigned groups).
DL_EndUser View, search, download, print, and use formative assessment professional learning and instructional resources as a Tools for Teachers website user.

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

Please ensure that students’ personally identifiable information (PII) is made available only to the appropriate users.

TOMS Functions for Coordinators

The following tasks can be performed by coordinators in TOMS, depending on the user’s role:

  • Pre-administration functions
    • Add users, either one at a time or by batch upload, which allows users to access the California assessment systems.
    • Add and manage (including password resets) CAASPP or ELPAC site coordinator, test administrator, test examiner, and educator roles.
    • Set up and manage CAASPP test administration windows.
    • Indicate which students are taking the CAAs for ELA, mathematics, and science.
    • Assign accommodations and designated supports to students in the LEA.
    • Request the use of an unlisted resource (an accessibility resource that is not otherwise available) for a student who uses the resource in daily instruction.
    • Assign certain condition codes (either NTE or PGE), either one by one or in a batch upload, to students before or during the selected testing window (CAASPP only).
    • Assign the special education coordinator and technology coordinator contacts
  • Test administration functions
    • Report testing irregularities, breaches, improprieties, and incidents by completing the STAIRS form in TOMS.
    • Download secure CAASPP materials and resources, such as training materials for hand scoring interim assessments, DFAs for the CAAs for ELA and mathematics, and separate DFAs for the CAA for Science.
    • Download secure ELPAC materials and resources, such as the Initial ELPAC DFAs, Summative ELPAC DFAs, and PFAs.
    • Score Initial ELPAC results in the THSS for the Writing domain.
    • Print Initial ELPAC SSRs, download Initial ELPAC student score data, and generate parent/guardian letters.
    • Install files for the voice packs used by the test delivery system.
  • Post-administration functions
    • View Completion Status reports.
    • Access the LEA’s test results and SSRs.

TOMS Functions for Test Administrators and Test Examiners

The following tasks can be performed by test administrators and test examiners in TOMS, depending on the user’s role:

  • Test administration functions
    • Download secure CAASPP materials and resources, such as training materials for hand-scoring interim assessments, DFAs for the CAAs for ELA and mathematics, and separate DFAs for the CAA for Science.
    • Download secure ELPAC materials and resources, such as the Summative ELPAC DFAs.
    • Score Initial ELPAC results in the THSS for the Writing domain.
  • Post-administration functions
    • View Completion Status reports.

Superintendent Role

Superintendents are the first role to be assigned in TOMS for both the ELPAC and CAASPP assessments. The superintendent is responsible for completing the Superintendent Designation in TOMS. Once the superintendent role has been established, the LEA ELPAC coordinator can be assigned. Shortly thereafter, the superintendent will receive instructions to assign the LEA CAASPP coordinator role.

To complete the Superintendent Designation, the superintendent must complete both the Test Security Agreement and the Test Security Affidavit.

The LEA ELPAC coordinator must be assigned no later than April 1. The LEA CAASPP coordinator must be assigned by July 1. For support in designating the superintendent, contact CalTAC by phone at 800-955-2954 or by email at caltac@ets.org.

The Primary Coordinator Designation Missing Alert as displayed for Superintendent on logon.

Figure 1. Primary Coordinator Designation Missing Alert

The superintendent role is also responsible for adding the technology director and the special education director. While the addition of the technology director and the special education director is not mandatory, having these individuals identified in TOMS will allow for the appropriate personnel to receive communications regarding their respective areas. For directions on how to add or edit user roles for technology director and special education director, refer to Add or Edit Contacts.