Acronyms and Initialisms Used in the TOMS Adding and Managing Users Guide

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2 CAASPP System Table of Contents Introduction... 1 What s New in for the Test Operations Management System (TOMS) Adding and Managing Users... 1 About This Manual... 1 About TOMS... 1 Adding and Managing Users in TOMS... 2 TOMS Requirements... 3 Gaining Access to TOMS... 4 Adding and Managing Users... 5 Adding Users One by One... 5 Adding Users via Template Upload... 7 Viewing and Editing Users Reactivating a User Resetting a Password Appendix A: User File Specifications for Batch Upload Change Log Acronyms and Initialisms Used in the TOMS Adding and Managing Users Guide CAASPP CalTAC CSD LEA ORS TOMS California Assessment of Student Performance and Progress California Technical Assistance Center California School Directory local educational agency Online Reporting System Test Operations Management System ii

3 Introduction Introduction What s New in for the Test Operations Management System (TOMS) Adding and Managing Users Feature Username New user roles Secondary local educational agency (LEA) CAASPP coordinator role Batch upload Reset passwords Change A TOMS username is the user s address. User roles have expanded; see Table 1 on page 6 of this manual or the User Roles in TOMS Web page at administration/toms/toms-users.html for a complete list of California Assessment of Student Performance and Progress (CAASPP) user roles. LEA superintendents may designate secondary LEA CAASPP coordinator(s) who will be given the same access to TOMS and other CAASPP systems as the LEA CAASPP coordinator and will receive the same CAASPP communications as the primary LEA CAASPP coordinator as long as they provide the requisite forms. Upload a.csv file of your users directly in TOMS. A user can reset his or her own password by requesting a new password if he or she has forgotten a permanent password, or a different temporary password if he or she never logged on using the temporary password that was sent initially. Passwords for users can also be reset by LEA CAASPP coordinators in the TOMS user interface. About This Manual 1. Web site users may notice slight differences between what is displayed on the Web page and what is shown in this manual due to individual browser versions, monitor resolution, PC configuration, etc. 2. Data displayed on the Web pages or forms shown as examples in this manual are for demonstration purposes only. 3. Web pages may appear slightly different under Macintosh, using various versions of Windows, or because of differences in browsers or browser versions. About TOMS TOMS is a secure site that permits LEA CAASPP coordinators to perform a number of tasks for the CAASPP assessment system, which comprises the Smarter Balanced online summative assessments, the California Alternate Assessments, the remaining paper-pencil tests in science, and the remaining paper-pencil Standards-based Tests in Spanish in reading/language arts. LEA CAASPP coordinators will be able to perform the following tasks in TOMS: Manage the LEA s testing windows; Verify contact and address information, including delivery and addresses; Updated April 12, TOMS Adding and Managing Users Guide 1

4 Introduction Note: If your mailing address is incorrect, you need to contact your California School Directory (CSD) coordinator to update this address on the CSD. Add and configure online student test settings (accommodations, designated supports) and indicate which students are taking which science and/or reading/language arts paper-pencil tests; and Manage CAASPP user access to TOMS. Adding and Managing Users in TOMS Add Users LEA CAASPP coordinators must add CAASPP test site coordinators and may add other user roles to TOMS to enable the designated users to administer, monitor, and manage the online Smarter Balanced summative and interim assessments. Table 1 on page 6 contains a list of definitions for the user roles. You should refer to the LEA s privacy policy regarding student information when making decisions about user roles. CAASPP test site coordinators may add test administrators, test examiners, test administrators & test examiners, Interim Assessment Administrators, and Educators at the test site to TOMS. TOMS User Roles LEA CAASPP Coordinator Test Site Coordinator Test Administrator Test Examiner Test Administrator & Test Examiner IA Administrator Only Educator District Educator Test Site Educator Roster Note: Persons occupying the roles of test examiner and test administrator & test examiner must be licensed or credentialed employees only. Each user can be assigned one TOMS account, no matter how many different LEAs or test sites they are associated with. Users who require access to TOMS on behalf of multiple LEAs or test sites can have the same username for each assignment. Figure 1 shows an example of a hierarchy in which one user has roles at multiple locations. District A Juan Morales LEA CAASPP Coordinator School A Jane Alder Site Coordinator School B Jane Alder Test Administrator School C Jane Alder Test Administrator Figure 1. Sample multiple-role assignment Users who require access to TOMS on behalf of multiple LEAs or test sites can have one username and password for all assignments; these users should select an organization once they have logged on. Note that additional roles for a user can be added using the TOMS user interface or through the batch upload process TOMS Adding and Managing Users Guide Updated April 12, 2016

5 Introduction The LEA superintendent may add additional personnel within the LEA that will be granted LEA CAASPP coordinator level access to TOMS by completing the Superintendent Designation Form. The secondary LEA CAASPP coordinator(s) will be added as a user after he or she submits the electronic Security Agreement. The primary LEA CAASPP coordinator will bear overall responsibility for all of the added users within his or her LEA. The appointment of a secondary LEA CAASPP coordinator affords extended TOMS access only. Secondary LEA CAASPP coordinators do not have additional responsibilities with the California Department of Education or CalTAC. Manage Security It is the responsibility of the LEA CAASPP coordinators to have, on file at the LEA, a signed CAASPP Test Security Agreement from each CAASPP test site coordinator to whom access has been granted. It is the responsibility of each CAASPP test site coordinator to have, on file at the school, a CAASPP Test Security Affidavit from each test administrator, test examiner, or other staff member to whom access to systems has been granted. Forms are linked on the CAASPP Forms Web page at CAASPP test site coordinators should contact their LEA CAASPP coordinators if they have questions about accessing or using TOMS. Test administrators, test examiners, test administrators & test examiners, and other school staff should contact their CAASPP test site coordinator if they have questions about accessing or using TOMS. Reset Passwords LEA CAASPP coordinators can reset passwords for their CAASPP test site coordinators. CAASPP test site coordinators should contact their LEA CAASPP coordinators directly for this service. CAASPP test site coordinators can reset passwords for the test administrators, test examiners, and other staff at their schools. Staff should contact their CAASPP test site coordinators directly for this service. Note that all users can reset their own existing passwords by following the instructions in the Passwords, Access, and Logon Manual. TOMS Requirements TOMS supports the following Web browsers: Internet Explorer 10 and above Mozilla Firefox 10 and above Google Chrome 41 and above Safari 5 and above Google Android (all) ipad Safari (all) System functionality and screen displays may operate or appear different due to different browser and operating system capabilities. The TOMS Web site is optimal when viewed using a resolution of 1280 x Important: While it is possible to open more than one browser tab or window at a time, only one session of any module of TOMS should be open in a browser tab or browser application window for editing at one time. Updated April 12, TOMS Adding and Managing Users Guide 3

6 Introduction Gaining Access to TOMS LEA CAASPP coordinators may access this module permitting them to add and manage test site users only after the proper designation and security forms have been submitted to the California Technical Assistance Center (CalTAC): the Superintendent s Designation of LEA CAASPP Coordinator for the School Year ; and the CAASPP Test Security Agreement for LEA CAASPP Coordinators and CAASPP Test Site Coordinators. These electronic forms are linked on the Web page at After these forms are submitted, the LEA CAASPP coordinator will receive an to verify his or her username (which is the user s address) and temporary password from that will allow access to TOMS. During times of high volume, logon credentials may take as long as two business days to arrive. Note: If necessary, ask your administrator to white list the address to ensure you receive your logon credentials TOMS Adding and Managing Users Guide Updated April 12, 2016

7 Adding and Managing Users Adding and Managing Users LEA CAASPP coordinators must add test site users to TOMS to enable the designated users to administer, monitor, and manage the online Smarter Balanced summative and interim assessments. Once CAASPP test site coordinators are added by their LEA CAASPP coordinator and receive access to TOMS, they will have the ability to add test administrators, test examiners, and other school staff members for their assigned site using the same methods in this section. There are two methods LEA CAASPP coordinators and CAASPP test site coordinators can use to add users to TOMS: One by one Template upload Adding Users One by One 1. Open an Internet browser. 2. Go to and select the [Test Operations Management System (TOMS)] button to access the TOMS Sign In Web form to open TOMS. 3. When TOMS has opened, select the [Users] button shown in Figure 2 on the left navigation bar to open the Create Users Web form. Figure 2. Create Users Web form Updated April 12, TOMS Adding and Managing Users Guide 5

8 Adding and Managing Users 4. Select the [Add] button. 5. Enter the following information for the user being added: first name last name address phone number fax number (optional) Note: When you are adding users to TOMS using the oneby one-method, please allow up to two hours for the system to process the request and grant access to the added user. 6. Select the LEA or school the user is associated with by selecting the [Select Organization] link. a. To view the LEA s information, type at least five characters of the LEA s name (including spaces) or the CDS code for the LEA. b. To view a school s information that is in your organization, type at least five characters of the school s name (including spaces) or the CDS code of the school. 7. Based on the selected organization, select the radio button corresponding with the user s role; roles are shown in Table 1. All of these roles can be set by the LEA CAASPP coordinator. Some of these roles (indicated with a check mark in the third column) can also be set by CAASPP test site coordinators. Role Test Site Coordinator Test Administrator Test Examiner Table 1. User Roles in TOMS Description Identifies and trains all relevant site staff, assigns and verifies student test settings, and coordinates site test security. Creates student rosters, and accesses Completion Status Reports and assessment results in the Online Reporting System (ORS) for all the students in that school site. Administers summative, interim, practice, and training tests to students, confirms student test settings in the Test Administrator Interface, and ensures test session security. Accesses the Interim Assessment Hand Scoring System and accesses Completion Status Reports and assessment results in the ORS for students in an associated student roster in the ORS. Rosters of students are created and assigned to the test administrator user by the LEA CAASPP coordinator or test site coordinator. Note that unless the test administrator has been assigned to a student roster, he or she cannot see any student results in the ORS. Credentialed or licensed employee who administers alternate summative assessments, interim, practice, and training tests to students, confirms student test settings in the Test Administrator Interface, and ensures test session security. Accesses the Interim Assessment Hand Scoring System and accesses Completion Status Reports and assessment results in the ORS for students in an associated student roster in the ORS. Rosters of students are created and assigned to the test examiner user by the LEA CAASPP coordinator or test site coordinator. Note that unless the test examiner has been assigned to a student roster, he or she cannot see any student results in the ORS. Also Set by Test Site Coord TOMS Adding and Managing Users Guide Updated April 12, 2016

9 Adding and Managing Users Role Test Administrator & Test Examiner IA Administrator Only Educator District Educator Test Site Educator Roster Description Credentialed or licensed employee who administers both standard and alternate summative assessments and interim assessments to students, confirms student test settings in the Test Administrator Interface, and ensures test session security. Accesses the Interim Assessment Hand Scoring system and accesses Completion Status Reports and assessment results for students in an associated student roster in the ORS. Rosters of students are created and assigned to the test administrator/test examiner by the LEA CAASPP coordinator or test site coordinator. Note that unless the test administrator/test examiner has been assigned to a student roster, he or she cannot see any student results in the ORS. May administer practice and training tests to students. Administers only the interim assessments to students. Includes access to Interim Assessment Hand Scoring System Interim Assessment completion status reports in the ORS. (Note: Access to Interim Assessment results are available through the Interim Assessment Reporting System logon.) Allows read-only access to assessment results in the ORS for the entire LEA. This role is assigned by the LEA CAASPP coordinator. Allows read-only access to assessment results in the ORS for the entire school. Allows read-only access to Completion Status Reports and assessment results for students in an associated student roster in the ORS. Rosters of students are created and assigned to the user by the LEA CAASPP coordinator or test site coordinator. Note that unless this user has been assigned to a student roster, he or she cannot see any student results in the ORS. Also Set by Test Site Coord. 8. Select [Add Role]. You must add a role to successfully create a new user profile. 9. Select [Close] on the Save User confirmation box. 10. Select [Save] when you are finished adding users. 11. Select [Close] on the Add a user confirmation box. Adding Users via Template Upload LEA CAASPP coordinators and CAASPP test site coordinators also have the option to upload TOMS users via batch upload of a file in.csv format. LEA CAASPP coordinators can either edit the file you received from CalTAC that contains users of the version of TOMS or download a template from the CAASPP TOMS Web page and then manually enter users. Note: When you are adding staff to TOMS using the template upload method, please allow up to two business days for the system to process the file and grant access to the added users. Updated April 12, TOMS Adding and Managing Users Guide 7

10 Adding and Managing Users CAASPP test site coordinators can download the template from caaspp.org and enter users and roles manually. 1. LEA CAASPP coordinators should coordinate with CAASPP test site coordinators to decide who will be uploading user information because if a user has already been assigned a role, that user can no longer be included in an upload (and must be changed manually). 2. LEA CAASPP coordinators can submit only user information for schools within their LEA. CAASPP test site coordinators can submit only user information for their school. Edit the File of Past Users If you received a.csv file of users of the version of TOMS as an attachment in an from CalTAC, you can manually add and delete users from it and then upload the updated file into TOMS. (LEA CAASPP coordinators who did not receive a.csv file of past users from CalTAC can contact CalTAC by phone at or by at to request one to make edits to the list of past users.) These users, while included in the version of TOMS, are considered inactive until you activate them either via batch upload or using the one-by-one method. While a.csv file is best updated using Notepad or another plain-text editor, you can update it in Microsoft Excel provided you save it as a.csv file. See Appendix A for the specifications of the.csv file. Create the File from the Blank Template 1. Download the TOMS user list.csv template from the TOMS Web page at or by selecting the [Download Spreadsheet Template] link on the TOMS Upload Users > Upload a File Web form. 2. Copy or enter your user information into the template. The specifications for each record in the template, including maximum length, required or not, and acceptable value for the field, are described in Appendix A. 3. When you save the file, you will be notified that the file type does not support workbooks with multiple sheets (this file contains an invisible worksheet); just select [OK] to continue with saving your.csv file. 4. Follow the instructions in the next subsection to upload the file. Upload the File 1. Open an Internet browser. 2. Go to and select the [Test Operations Management System (TOMS)] button to access the TOMS Sign In Web form to open TOMS. 3. When TOMS has opened, select the [Users] button on the left navigation bar and then the [Upload Users] button in the left navigation bar, as shown in Figure TOMS Adding and Managing Users Guide Updated April 12, 2016

11 Adding and Managing Users Figure 3. Upload File Web form 4. Upload your.csv file. a. Select the [Browse] button. b. Locate and select the file. c. Confirm that the correct file is selected, and then select the [Upload] button to upload. You will receive an when your upload begins and when it has ended, which will allow you to leave the page and return when you have been informed the upload has completed. 5. When the file has been uploaded, a row of text representing the file will appear in the Uploaded Files section, as shown in Figure 3. If there are multiple files listed for example, if you had uploaded individual files for each organization within your LEA the file you uploaded most recently will appear at the top of the list. 6. Take one of the following actions if your file has errors: a. Select the number in the Errors column corresponding to a file to see the list of errors in the uploaded file (shown in Figure 4). Updated April 12, TOMS Adding and Managing Users Guide 9

12 Adding and Managing Users Figure 4. Uploaded file errors b. In the Actions column, select the [Download] down-arrow [ ] icon to download a.csv file that contains a list of the errors in the uploaded file. c. In the Actions column, select the [Trash] trashcan [ ] icon to remove the item from the Uploaded Files list. (For example, in Figure 3, if you selected the [Trash] icon in row 6, you would delete the listing for CA_Upload_Users_Templatev3.csv only.) Removing items from the Uploaded Files affects the text in the list only, it does not affect the user information in the file that was loaded successfully TOMS Adding and Managing Users Guide Updated April 12, 2016

13 Viewing and Editing Users Adding and Managing Users In the View & Edit section of the Users area, shown in Figure 5, you can search, view, edit, and deactivate roles from other users. 1. Select the [Users] button on the left navigation bar. Figure 5. Search for a User Web form 2. To find a user, enter criteria in the different search fields in the Search for a User to View and Edit section and select [Search]; or just select [Search]. 3. To edit a user, select the [Edit] pencil [ ] icon in the Actions column in the row for the user (circled in Figure 5). The Demographic Information Web form, shown in Figure 6, appears. Updated April 12, TOMS Adding and Managing Users Guide 11

14 Adding and Managing Users Figure 6. Edit Demographic User Information Web form 4. You can take the following actions on the Demographic Information Web form: Action Edit the Demographic Information Deactivate a user Reset a user s password Add a user (follow the instructions in the Adding Users One by One section on page 5) Remove a role from a user s profile Select. [Save] [Deactivate] [Reset Password] [Add Role] [Delete Selected] Remove a user [Delete] [ ] Reactivating a User You can reactivate a user by either including that user in the.csv file using the bulk upload process (page7) or by following the steps to add a user using the one-by-one process (page 5) TOMS Adding and Managing Users Guide Updated April 12, 2016

15 Resetting a Password Resetting a Password LEA CAASPP coordinators can reset any temporary or existing password for CAASPP test site coordinators and other LEA and school staff. CAASPP test site coordinators can reset passwords for school staff. To reset a password in TOMS: 1. Open an Internet browser. 2. Go to and select the [Test Operations Management System (TOMS)] button to access the TOMS Sign In Web form to open TOMS. 3. Select the [Users] button in the left navigation bar to open the Search for a User to View and Edit Web form. 4. Follow the instructions in the Viewing and Editing Users section of this manual. or Scroll to the bottom of the Web page to the Results section to see a list of users with whom you are associated. 5. Select the [Edit] pencil icon [ ] in the Actions column in the row of the user whose password you will be resetting. The Demographic Information Web form, shown in Figure 7, opens. Figure 7. Demographic User Information Web form (partial) 6. Select the [Reset Password] button to reset the password; select [Close] to confirm. 7. The user will receive an with the new password. A temporary password expires after 30 days. Updated April 12, TOMS Adding and Managing Users Guide 13

16 Appendix A: User File Specifications for Batch Upload Appendix A: User File Specifications for Batch Upload Col. Field Name Description Max. Req.? Acceptable Value A First Name User s first name 64 Yes Must use alphanumeric characters. Must start with an alpha character. Numbers and special characters are allowed. There must be a minimum of two characters. B Last Name User s last name 64 Yes Must use alphanumeric characters. Must start with an alpha character. C CDS Code CDS Code of the School/ Program the user is associated with Numbers and special characters are allowed. There must be a minimum of two characters. 14 Yes Must be a 14-digit character. Must be a valid organization defined in the system. Must have active status. An organization code is required. The user performing the upload must have valid authorization for each organization uploaded. If the user performing the upload is an LEA CAASPP coordinator, the CDS code being uploaded must be a school within the LEA. If the user performing the upload is a CAASPP test site coordinator, the CDS code being uploaded must be a school assigned to the CAASPP test site coordinator performing the upload TOMS Adding and Managing Users Guide Updated April 12, 2016

17 Col. Field Name Description Max. Req.? Acceptable Value D Address User s address 64 Yes Must use alphanumeric characters. Appendix A: User File Specifications for Batch Upload Must be in a valid format (i.e., The following characters are accepted before sign: Uppercase alpha Lowercase alpha Numbers (0 9) The following special characters:. _ % + - / (period, underscore, percent, plus, hyphen, and forward slash) The following characters are accepted after sign: Uppercase alpha Lowercase alpha Numbers (0 9) The following special characters:. _ (period and underscore) The following characters are accepted after the period in the domain name (e.g., the org in caaspp.org ): Uppercase alpha Lowercase alpha Minimum domain length of two characters and maximum domain length of four characters The address must be unique within the system. E Telephone Number User s telephone number 10 Yes Must contain 10 numeric characters (area code, prefix, suffix), like this example: Area code must have three numeric characters Prefix must have three numeric characters Suffix must have four numeric characters Does not include hyphen Updated April 12, TOMS Adding and Managing Users Guide 15

18 Appendix A: User File Specifications for Batch Upload Col. Field Name Description Max. Req.? Acceptable Value F Role in Organization User s role in the organization 64 Yes Drop-down list that contains the following: Test Site Coordinator Test Administrator Test Examiner Test Administrator & Test Examiner IA Administrator Only Educator - District Educator - Test Site Educator - Roster TOMS Adding and Managing Users Guide Updated April 12, 2016

19 Change Log Change Log Change Section Date Updated the user role definitions with changes Table 1. User Roles in TOMS, April 12, 2016 made since this manual was published. page 6 Updated April 12, CAASPP System Requirements Manual 17 Customization

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