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.
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:
|
LEA CAASPP Coordinator |
This role is assigned by a user who has the superintendent role and has the following system responsibilities and permissions:
|
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:
|
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:
|
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:
|
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:
|
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:
|
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:
|
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:
|
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:
|
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.
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 |
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.
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:
|
LEA ELPAC Coordinator |
This role is assigned by a user who has the superintendent role and has the following system responsibilities and permissions:
|
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:
|
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:
|
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:
|
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:
|
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:
|
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.
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 |
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:
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.
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 at 800-955-2954 or your Success Agent.
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.